sr-011910-1b~®
~;tYaf City Council Report
Santa Monica
City Council Meeting: January 2010QQ
Agenda Item: 1- V
To: Mayor and City Council
From: Marsha Jones Moutrie, City Attorney
Subject: Purchase Order for medical and employment record reproduction
services.
Recommended Action
Staff recommends that the City Council award a Purchase Order to Excello Copy to
provide medical and employment record reproduction services in an estimated amount
of $37,750 for the remainder of fiscal year 2009-2010 and an estimated amount of
$75,500 per year for four consecutive fiscal years thereafter.
Executive Summary
Award of a purchase order to Excello Copy to provide full service document
reproduction, document retrieval and duplication services for medical and employment
record services at specified unit prices through June 30, 2010 with four additional one
year renewal options. The estimated expenditure for the balance of this fiscal year is
$37,750. The total estimated expenditure for the five year term, should the City
exercise its option, is $339,750.
Discussion
The City Attorney's Office uses a full service document reproduction company to
provide document retrieval and duplication services, complete file reconstruction,
subpoena preparation, notice to opposing counsel, onsite copying of patient medical
and billing records, including obtaining X-ray/MRI/CT Scans, onsite copying of
employment and business records, and litigation support services. Services would be
requested, as needed, by the City Attorney's Office. The need for these services may
fluctuate from time to time depending upon the demands of the City Attorney's Office
case-load.
1
Vendor Selection
In July 2009 the City Attorney's Office posted Request for Proposal (RFP) forms on
Planet Bid in accordance with City Purchasing guidelines, the City Charter and
Municipal Code Provisions. The RFP process yielded two bids, both of which were
reviewed by a committee and evaluated based on ability to meet specifications,
competitive pricing and completeness of bid responses. The committee unanimously
recommended Excello Copy as the best bidder. This recommendation is based upon
lowest competitive pricing, a client reference list of two public entities and the City
Attorney's Office familiarity with Excello Copy's work product.
Financial Impacts & Budget Actions
The total expenditure for the Purchase Order with Excello Copy is in an estimated
amount of $37,750 for the remainder of fiscal year 2009-2010 and are available in the
following account numbers: 56232.522090 ($16,250), 57233.522090 ($12,500) and
58234.522090 ($9,000), and an estimated amount of $75,500 per year for four
consecutive fiscal years thereafter. Should the City exercise its renewal options for the
five year term, the total estimated expenditure will be $339,750. Budget authority for
subsequent years will be requested in each annual budget cycle for Council approval.
Prepared by: Marsha Jones Moutrie, City Attorney
Approved:
Forwarded to Council:
/~
Mar a Jon s Moutrie mo Ewell
City Attorn y Ci Hager
2