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c;cvor City Council Report
Santa Monica
City Council Meeting: January , 2010
Agenda Item: r _D
To: Mayor and City Council
From: Marsha Jones Moutrie, City Attorney
Subject: Purchase Order for full service local messenger and legal support court
services.
Recommended Action
Staff recommends that the City Council award a Purchase Order to Santa Monica
Express to provide messenger and legal support court services in an estimated amount
of $12,500 for the remainder of fiscal year 2009-2010 and an estimated amount of
$26,250 per year which includes a possible increase of 5% from current pricing for four
consecutive fiscal years thereafter.
Executive Summary
Award of a purchase order to Santa Monica Express to provide full service local
messenger and legal support court 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 $12,500. The total estimated expenditure for the five year
term is $117,500.
Discussion
The City Attorney's Office uses a full service local messenger and legal support court
service company to deliver documents to and from different locations throughout the
City of Santa Monica, the City of Los Angeles, the County of Los Angeles and outlying
areas. Services would be requested, as needed, by the City Attorney's Office. The
need for services may fluctuate from time to time depending upon the demands of the
City Attorney's Office case-load.
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
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Municipal Code Provisions. The RFP process yielded only one bid which was reviewed
by a committee and evaluated based on ability to meet specifications, competitive
pricing and completeness of bid responses. The committee unanimously recommended
Santa Monica Express as the best bidder. This recommendation is based upon
completeness of bid response and the City Attorney's Office familiarity with the service
that Santa Monica Express provides.
Financial Impacts & Budget Actions
The total expenditure for the Purchase Order with Santa Monica Express is in an
estimated amount of $12,500 for the remainder of fiscal year 2009-2010 and are
available in the following account numbers: 01231.555110 ($4,000), 56232.522090
($4,000), 57233.522090 ($3,500) and 58234.522090 ($1,000), and an estimated
amount of $26,250 per year which includes a possible increase of 5% from current
pricing for four consecutive fiscal years thereafter. Should the City exercise its renewal
options for the five year term, the total estimated expenditure will be $117,500. Budget
authority for subsequent years will be requested in each annual budget cycle for Council
approval
Prepared by: Marsha Jones Moutrie, City Attorney
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Approved: Forwarded to Council: