HomeMy WebLinkAboutDoc 009 - Extend Printing AgrmtDeschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 -Fax (541) 385-3202 -www.deschutes.org
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of January 5, 2015
DATE: December 29,2014
FROM: Renee Warner Property & Facilities 388-6590
TITLE OF AGENDA ITEM:
Board approval of Document No. 2015-009, First Amendment to Contract No. 2012-121 between
Deschutes County and Sagebrush Printing.
PUBLIC HEARING ON THIS DATE? No.
BACKGROUND AND POLICY IMPLICATIONS:
In 2012 Deschutes County entered into a printing contract with Sagebrush Printing for countywide
priniting supplies and servicing. The contract expires on December 31,2014. Property & Facilities has
secured the OK from Sagebrush to extend the term of the agreement to April 30, 2015. This additional
time will allow Property & Facilities time to solicit new bids through a RFP process that will begin in
January 2015. The rates and charges negotiated in 2012 will remain through the term of this extension.
FISCAL IMPLICATIONS:
Printing charges as per negotiated schedule and according to county department needs within maximum
budget amount approved in 2012.
RECOMMENDATION & ACTION REQUESTED:
That the BOCC approve Document No. 2015-009 amending Contract No. 2012-121.
ATTENDANCE: David Doyle, County Counsel
DISTRIBUTION OF DOCUMENTS:
Renee Warner, Property & Facilities
DESCHUTES COUNTY DOCUMENT SUMMARY
(NOTE: This form is required to be submitted with ALL contracts and other agreements, regardless of whether the document is to be
on a Board agenda or can be signed by the County Administrator or Department Director. If the document is to be on a Board
agenda, the Agenda Request Form is also required. If this form is not included with the document, the document will be returned to
the Department. Please submit documents to the Board Secretary for tracking purposes, and not directly to Legal Counsel, the
County Administrator or the Commissioners. In addition to submitting this form with your documents, please submit this form
electronically to the Board Secretary.)
Please complete all sections above the Official Review line,
Date: 112/29/141 Department: IPropert~
Contractor/Supplier/Consultant Name: '------'
Contractor Contact: Ooie Fraze~ Contractor Phone #: 1382-14741
Type of Document: Document No. 2015-009; amendment to Contract No. 2012-121
Goods and/or Services: Printing supplies and servicing
Background & History: In 2012 Deschutes County entered into a printing contract
with Sagebrush Printing for countywide priniting supplies and servicing. The contract
expires on December 31,2014. Property & Facilities has secured the OK from
Sagebrush to extend the term of the agreement to April 30, 2015. This additional time
will allow Property & Facilities time to solicit new bids through a RFP process that will
begin in January 2015. The rates and charges negotiated in 2012 will remain through
the term of this extension.
Agreement Starting Date: 11/01/151 Ending Date: ~/30/151
Annual Value or Total Payment: lunit pricing at negotiated 2012 ratesl
D Insurance Certificate Receiied (CieCk box)
Insurance Expiration Date:
Check all that apply:
D RFP I Solicitation or Bid Process
D Informal quotes «$150K)
D Exempt from RFP, Solicitation or Bid Process (specify -see DCC §2.37)
Funding Source: (Included in current budget? C8J Yes No
If No, has budget amendment been submitted? DYes D No
Is this a Grant Agreement providing revenue to the County? DYes C8J No
Special conditions attached to this grant:
Deadlines for reporting to the grantor:
12/29/2014
________ _
If a new FTE will be hired with grant funds, confirm that Personnel has been notified that
it is a grant-funded position so that this will be noted in the offer letter: DYes D No
Contact information for the person responsible for grant compliance:
Name:
Phone #: '--
Departmental Contact and Title: !ReneeWarner, Property & Facilitiesl
Phone #: !388-6590! 11 AL
Department Director Approval: _-'~
Signature Date
Distribution of Document: Property & Facilities
Official Review:
County Signature Required (check cnel/BOCC Department Director (if <$25K)
o Administrator (if >$25K but <$150K; if >$150K, BOCC Order No. )
Legal Review ~tIV Date I v/3t/1t
Document Number Document No. 2015-009
12/29/2014
For Recording Stamp Only
FIRST AMENDMENT TO DESCHUTES COUNTY SERVICES CONTRACT
CONTRACT NO. 2012-121
DOCUMENT NO. 2015-009
RECITALS:
A. Deschutes County and Sagebrush Printing Incorporated entered into Contract No. 2012-121 on
or about March 30,2012, the term of which was described as January 1, 2012 to December
31,2014.
B. Both parties want to extend the termination of Contract No. 2012-121 from December 31, 2014
to April 30, 2015.
AGREEMENT:
Contract No. 2012-121 is amended as follows:
1. Effective Date and Termination Date. "December 31,2014" is deleted and "Apri130,
2015" is inserted in its place.
2. Except as provided herein, and as applicable, the terms of Contract No. 2012-121 shall
remain in full force.
SAGEBRUSH PRINTING INC.
~d It.. -30 -11./
Date
ITS: Operations Manager
PAGE 10F2 DOCUMENT NO. 2015-009, AMENDMENT TO CONTRACT NO. 2012-121
DATED this __day of ________, 2015.
BOARD OF COUNTY COMMISSIONERS
OF DESCHUTES COlThITY, OREGON
ANTHONY DEB ONE, Chair
ATTEST: ALAN UNGER, Commissioner
Recording Secretary TAMMY BANEY, Commissioner
PAGE 2 OF 2 -DOCUMENT NO. 2015-009, AMENDMENT TO CONTRACT NO. 2012-121