Attachments: 1. Exercise Option Analysis 2. D/M/WBE Details. Contract Option for Small Format Offset or Digital Printing Services with AC Printing

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1 Quorum = 4 AGENDA Public Affairs and Communication Committee Meeting Tuesday, November 14, 2017, 11:15 a.m. DART Conference Room C - 1st Floor 1401 Pacific Ave., Dallas, Texas Contract Option for Small Format Offset or Digital Printing Services with AC Printing (Mark Enoch/David Leininger) 2. Contract Option for Small Format Offset or Digital Printing Services with BEST Press (Mark Enoch/David Leininger) 3. Identification of Future Agenda Items 4. Adjournment The Public Affairs and Communication Committee may go into Closed Session under the Texas Open Meetings Act, Section , Consultation with Attorney, for any legal issues arising regarding any item listed on this Agenda. This facility is wheelchair accessible. For accommodations for the hearing impaired, sign interpretation is available. Please contact Community Affairs at , 48 hours in advance. Chair Mark Enoch Vice Chair Catherine S. Cuellar Members Sue S. Bauman, Jon-Bertrell Killen, Rick Stopfer and Faye Moses Wilkins Staff Liaison Gary Thomas, David Leininger, and Jesse Oliver

2 AGENDA ITEM NO. 1 Agenda Report Attachments: 1. Exercise Option Analysis 2. D/M/WBE Details Voting Requirements: Majority DATE: November 14, 2017 SUBJECT: Contract Option for Small Format Offset or Digital Printing Services with AC Printing RECOMMENDATION Approval of a resolution authorizing the President/Executive Director or his designee to exercise a one-year contract option for small format offset or digital printing services with AC Printing [Contract No. C ] to: 1) exercise the first one-year option; and 2) increase the not-to-exceed amount by $100,000, for a new total authorized amount not to exceed $373,348. FINANCIAL CONSIDERATIONS. This contract option for small format offset or digital printing services is included in the Marketing and Communications Department s approved FY 2018 operating budget.. Sufficient funding for this contract option in the amount of $100,000 is included in both the Marketing and Communications Department s FY 2018 Operating Expense Budget and the Operating Expense line item of the FY 2018 Twenty-Year Financial Plan. BUSINESS PURPOSE. DART uses a variety of printing formats to meet the requirements of printing projects. The design, size, paper stock and quantity vary depending on the project purpose.. The printing services provided by this contract include small format short run projects (invitations, internal print projects) as well as other small format runs of various customer information print materials. The requirements include, but are not limited to, printing projects that utilize a 13 x 19 sheet size. Project quantities may range from 200 to 5,000.. Approval of this contract option will help achieve Board Strategic Priority 1: Continually improve service and safety experiences and perceptions for customers and the public, and Board Strategic Priority 3: Optimize DART's influence in regional transportation planning. PROCUREMENT CONSIDERATIONS. The base performance period of this contract is 36 months with two, one year options. Contract Modification for AC Printing 1 11/9/2017 7:12:18 PM

3 . The pricing for this contract option is considered to be fair and reasonable.. The exercise option analysis is provided as Attachment 1. D/M/WBE CONSIDERATIONS. The goals for this contract were established in March 2014 at 8% MBE and 3% WBE participation.. AC Printing, the prime contractor, is a certified MBE firm; therefore, the MBE goal will be met. AC Printing has also committed to exceed the WBE goal.. The M/WBE analysis and Equal Employment Opportunity (EEO-1) information are included in Attachment 2. The prime contractor's actual EEO-1 report is available upon request. LEGAL CONSIDERATIONS. Section of the Texas Transportation Code authorizes DART to contract for the provision of goods and services. Contract Modification for AC Printing 2 11/9/2017 7:12:18 PM

4 Attachment 1 Contract Information Dallas Area Rapid Transit Authority EXERCISE OPTION ANALYSIS Modification No. 03 Contract No. C A. Contract Description: Small Format Printing B. Contractor: AC Printing C. Contract Number: C D. Contractual Action: Exercise First Year Option E. Current Contract Amount: NTE $273,348 F. Contract Modification Amount: $100,000 G. New Contract Amount: NTE $373,348 H. Contract Type: Indefinite Delivery/Indefinite Quantity I. Current Term of Contract/Performance Period: Three Years J. Remaining Options Available: One, one year option K. Price Considerations: Pricing for the additional year remains the same. This contract was competitively bid at the time of award. The pricing is considered fair and reasonable. L. Determinations Required: N/A M. Funding: Local N. Determination of Responsibility: Financial Responsibility Survey: Satisfactory Verification of Offer: Yes Debarred/Suspended list: Not on debarred /suspended list Determination and Recommendation AC Printing is determined to be a responsible contractor for the modification described above. Therefore, exercising the contract option is recommended. Contract Modification for AC Printing 1 11/9/2017 7:12:18 PM

5 Attachment 2 Contract Option for Small Format Offset or Digital Printing Services with AC Printing M/WBE Considerations The goals for this contract were established in March 2014 at 8% MBE and 3% WBE participation. AC Printing, the prime contractor, is a certified MBE firm; therefore, the MBE goal will be met. AC Printing has committed to exceed the WBE goal. This contract modification of $100,000 will increase the contract amount to $373,348. Of the modification amount, $5,000 has been committed to the following certified firm: VENDOR LOCATION ETHNICITY SERVICE AMOUNT Pronto Delivery, Delivery Arlington, TX White Female $5,000 Courier, and Logistics Services WBE PARTICIPATION (FOR THIS INCREASE): $5,000 For the entire contracting period, AC Printing, the prime contractor, has committed to exceed the WBE goal through utilization of the following certified firm: VENDOR LOCATION ETHNICITY SERVICE AMOUNT PERCENTAGE Pronto Delivery, Delivery Courier, and Arlington, TX White Female $18, % Services Logistics TOTAL WBE PARTICIPATION: $ 18, %* NOTE: The goals are based on the not to exceed amount of $373,348. If there are any changes to this amount, the original goals will apply. *The percentage and dollar amount may remain level, increase or decrease depending on the circumstances. Summary of EEO-1 Report AC Printing is located in Euless, TX and employs 43 individuals. The following is an analysis of their EEO-1 report: ASIAN BLACK HISPANIC NATIVE AMERICAN WHITE TOTAL Percentage MALES % FEMALES % TOTAL % PERCENTAGE 16.28% 4.65% 32.56% 2.33% 44.18% 100% Contract Modification for AC Printing 1 11/9/2017 7:12:18 PM

6 DRAFT RESOLUTION of the DALLAS AREA RAPID TRANSIT BOARD (Executive Committee) Contract Option for Small Format Offset or Digital Printing Services with AC Printing WHEREAS, DART utilizes several printing technologies to publish service information for the assistance of its riders and increase awareness; and WHEREAS, this contract option will exercise the first option period and add additional funds for small format offset or digital printing services; and WHEREAS, small format offset or digital printing services assist DART in achieving its goals of disseminating DART information; and WHEREAS, the proposed pricing for this contract option is determined to be fair and reasonable; and WHEREAS, funding for this contract option is within current Budget and FY 2018 Twenty-Year Financial Plan allocations. NOW, THEREFORE, BE IT RESOLVED by the Dallas Area Rapid Transit Board of Directors that the President/Executive Director or his designee is authorized to exercise a one-year contract option to AC Printing [Contract No. C ] to: Section 1: Section 2: Exercise the first one-year option; and Increase the not-to-exceed amount by $100,000, for a new total authorized amount not-to-exceed $373,348. Contract Modification for AC Printing 1

7 Contract Option for Small Format Offset or Digital Printing Services with AC Printing Prepared by: Ex utive Vice President Chief Fin ncial Officer Approved as to form: Approved by: Contract Modification for AC Printing 2

8 AGENDA ITEM NO. 2 Agenda Report Attachments: 1. Exercise Option Analysis 2. D/M/WBE Details Voting Requirements: Majority DATE: November 14, 2017 SUBJECT: Contract Option for Small Format Offset or Digital Printing Services with BEST Press RECOMMENDATION Approval of a resolution authorizing the President/Executive Director or his designee to exercise a one-year contract option for small format offset or digital printing services with BEST Press [Contract No. C ] to: 1) exercise the first one-year option; and 2) increase the not-to-exceed amount by $100,000, for a new total authorized amount not to exceed $374,500. FINANCIAL CONSIDERATIONS. This contract option for small format offset or digital printing services is included in the Marketing and Communications Department s approved FY 2018 operating budget.. Sufficient funding for this contract option in the amount of $100,000 is included in both the Marketing and Communications Department s FY 2018 Operating Expense Budget and the Operating Expense line item of the FY 2018 Twenty-Year Financial Plan. BUSINESS PURPOSE. DART uses a variety of printing formats to meet the requirements of printing projects. The design, size, paper stock and quantity vary depending on the project purpose.. The printing services provided by this contract include small format short run projects (invitations, internal print projects) as well as other small format runs of various customer information print materials. The requirements include, but are not limited to, printing projects that utilize a 13 x 19 sheet size. Project quantities may range from 200 to 5,000.. Approval of this contract option will help achieve Board Strategic Priority 1: Continually improve service and safety experiences and perceptions for customers and the public; and Board Strategic Priority 3: Optimize DART's influence in regional transportation planning. PROCUREMENT CONSIDERATIONS. The base performance period of this contract is 36 months with two, one year options. Contract Modification for BEST Press 1 11/9/2017 7:17:59 PM

9 . The pricing for this contract option is considered to be fair and reasonable.. The exercise option analysis is provided as Attachment 1. D/M/WBE CONSIDERATIONS. The goals for this contract were established in March 2014 at 8% MBE and 3% WBE participation.. BEST Press, the prime contractor, is a certified WBE firm, therefore, the WBE goal will be met. BEST Press has also committed to achieve some MBE participation.. The M/WBE analysis and Equal Employment Opportunity (EEO-1) information are included in Attachment 2. The prime contractor's actual EEO-1 report is available upon request. LEGAL CONSIDERATIONS. Section of the Texas Transportation Code authorizes DART to contract for the provision of goods and services. Contract Modification for BEST Press 2 11/9/2017 7:17:59 PM

10 Attachment 1 Contract Information Dallas Area Rapid Transit Authority EXERCISE OPTION ANALYSIS Modification No. 03 Contract No. C A. Contract Description: Small Format Printing B. Contractor: Best Press C. Contract Number: C D. Contractual Action: Exercise First Year Option E. Current Contract Amount: NTE $274,500. F. Contract Modification Amount: $100,000. G. New Contract Amount: NTE $374,500. H. Contract Type: Indefinite Delivery/Indefinite Quantity I. Current Term of Contract/Performance Period: Three Years J. Remaining Options Available: One, one year option K. Price Considerations: Pricing for the additional year will remain the same. This contract was competitively bid. The pricing is considered fair and reasonable. L. Determinations Required: N/A M. Funding: Local N. Determination of Responsibility: Financial Responsibility Survey: Satisfactory Verification of Offer: Yes Debarred/Suspended list: Not on debarred /suspended list Determination and Recommendation Best Press is determined to be a responsible contractor for the option described above. Therefore, exercising the contract option is recommended. Contract Modification for BEST Press 1 11/9/2017 7:17:59 PM

11 Attachment 2 Contract Option for Small Format Offset or Digital Printing Services with BEST Press M/WBE Considerations The goals for this contract were established in March 2014 at 8% MBE and 3% WBE participation. BEST Press, the prime contractor, is a certified WBE firm; therefore, the WBE goal will be met. This contract modification of $100,000 will increase the contract amount to $374,500. Of the modification amount, $3,000 has been committed to the following certified MBE firms: VENDOR LOCATION ETHNICITY SERVICE AMOUNT A.S.A.P. Expediters, Inc. Cedar Hill, TX Black Male Courier Services $1,500 Reliable Couriers Dallas, TX Hispanic Female Courier Services $1,500 MBE PARTICIPATION (FOR THIS INCREASE): $3,000 For the entire contracting period, BEST Press has committed to achieving some MBE participation through utilization of the following certified firms: VENDOR LOCATION ETHNICITY SERVICE AMOUNT PERCENTAGE A.S.A.P. Expediters, Inc. Cedar Hill, TX Black Male Courier Services $5, % Reliable Couriers Dallas, TX Hispanic Female Courier Services $5, % TOTAL MBE PARTICIPATION: $11, %* NOTE: The goals are based on the not to exceed amount of $374,500. If there are any changes to this amount, the original goals will apply. *The percentages and dollar amounts may remain level, increase or decrease depending on the circumstances. Contract Modification for BEST Press 1 11/9/2017 7:17:59 PM

12 Summary of EEO-1 Report BEST Press is located in Addison, TX and employs 72 individuals. The following is an analysis of their EEO-1 report: ASIAN BLACK HISPANIC NATIVE AMERICAN WHITE TOTAL Percentage MALES % FEMALES % TOTAL % PERCENTAGE 5.55% 0.00% 16.67% 1.39% 76.39% 100% Contract Modification for BEST Press 2 11/9/2017 7:17:59 PM

13 DRAFT RESOLUTION of the DALLAS AREA RAPID TRANSIT BOARD (Executive Committee) Contract Option for Small Format Offset or Digital Printing Services with BEST Press WHEREAS, DART uses a variety of printing formats to meet the requirements of printing projects, and the design, size, paper stock, and quantity vary depending on the project purpose; and WHEREAS, small format offset or digital printing services assist DART in disseminating DART information to our riders; and WHEREAS, the proposed pricing for this contract option is determined to be fair and reasonable; and WHEREAS, funding for this contract option is within current Budget and FY 2018 Twenty-Year Financial Plan allocations. NOW, THEREFORE, BE IT RESOLVED by the Dallas Area Rapid Transit Board of Directors that the President/Executive Director or his designee is authorized to exercise a one-year contract option to BEST Press [Contract No. C ] to: Section 1: Section 2: Exercise the first one-year option; and Increase the not-to-exceed amount by $100,000, for a new total authorized amount not-to-exceed $374,500. Contract Modification for BEST Press 1

14 Contract Option for Small Format Offset or Digital Printing Services with BEST Press Prepared by: Approved as to form: Approved by: Contract Modification for BEST Press 2