REPORT TO THE CITY COUNCIL August 27, 2020 FROM: GREGORY A. BARFIELD, Director Department of Transportation BY: JOE VARGAS, Assistant Director Department of Transportation CAROLINA ILIC, Planning Manager Department of Transportation, Planning Division JEFF LONG, Senior Transit Planner Department of Transportation, Planning Division SUBJECT ..Title Approve the award of a product requirements contract to Casey Printing of King City, California, for schedule guide printing services for a total not to exceed $134,082.30 over five years (Bid Eval 9542) ..Body RECOMMENDATION Staff recommends Council approve the award of a three-year product requirements contract, with two optional one-year extensions, to Casey Printing of King City, California, for schedule guide printing services for a total of $26,816.46 per year, not to exceed $134,082.30 over five years. EXECUTIVE SUMMARY The Department of Transportation, FAX Division provides schedule guides to transit passengers on FAX buses. FAX prints schedule guides up to five times per year, as needed. The proposed contract is structured as a three-year contract, with two optional one-year extensions. BACKGROUND FAX is responsible for providing transit service in the city of Fresno and informing passengers of transit routes and schedules. An important way to communicate with passengers is through published schedule guides, which are available for free to transit passengers via distribution on the fleet of 110 buses. FAX publishes schedule guides up to five times per year, with orders between 12,000 and 18,000 schedule guides per order, as needed. The schedule guide includes the FAX system map, the night service map, individual maps and timetables for the 17 transit routes, information on fares and passes, and other relevant information, such as how to ride the bus, rules to abide by, Handy Ride information, the holiday schedule, Title VI notifications, information on routes operated by Clovis Transit, and contact information for Handy Ride, the Manchester Transit Center, the FAX administration office, and Clovis Transit. All information is provided in English and Spanish. A Notice Inviting Bids was published in the Business Journal on June 5, 2020, and posted to the City's Website via PlanetBids. Four building exchanges received the bid and the bid specifications were delivered to 14 prospective bidders. Three sealed bids were received and opened at a public bid opening on June 26, 2020. Casey Printing was determined to be the lowest responsive and responsible bidder and was the contracted schedule guide printer from 2014 to 2017. FAX recommends Casey Printing be awarded the contract. This contract will be issued in the amount of up to $26,816.46 per year for three years, with two optional one-year extensions, for a total not to exceed $134,082.30 over five years. The Purchasing Division has approved this contract and recommends Council to approve. The City Attorney has reviewed and approved as to form. ENVIRONMENTAL FINDING By the definition provided in the California Environmental Quality Act (CEQA) Guidelines Section 15378, the award of this products requirement contract does not qualify as a project as defined by CEQA. LOCAL PREFERENCE Local preference was not applied because none of the bid submissions were from a local company. FISCAL IMPACT No general funds will be used to purchase these items. The funding to cover the cost of printing the schedule guides is included in the FY21 adopted budget of the Department of Transportation. The source of funding for this project is federal transit planning funds, included in the Planning Division budget of the Department of Transportation. Attachment: Bid Eval 9542