HomeMy WebLinkAbout38 - CC-15 - Award an Annual Contract for the Print. - 7/21/2015CITY COUNCIL AGENDA REPORT
MEETING DATE: JULY 21, 2015 ITEM NUMBER: CC -15
SUBJECT: AWARD AN ANNUAL CONTRACT FOR THE PRINTING AND DELIVERY SERVICES OF
THE RECREATION GUIDE.
DATE: JULY 7, 2015
FROM: PARKS & COMMUNITY SERVICES DEPARTMENT/RECREATION DIVISION
PRESENTATION BY: TRAVIS KARLEN, RECREATION MANAGER, (714) 754-5052
FOR FURTHER INFORMATION CONTACT: JUSTIN MARTIN, RECREATION SUPERVISOR
(714) 754-5065
RECOMMENDATION:
Staff recommends that the City Council approve an annual price agreement contract with
San Dieguito Printers for the printing and delivery services of the City's quarterly
Recreation Guide, for a three (3) year term with the option of two (2) additional one (1)
year renewal periods. The contract amount is estimated at $51,030.32 annually for the
company's services with a contract term not to exceed $153,090.96 for three (3) years
(See Attachment 1).
BACKGROUND:
The Parks & Community Services Department staff, along with staff from Central
Services, produce four (4) City Recreation Guides annually. Each edition (Fall, Winter,
Spring and Summer) is printed in a quantity batch of 48,000. The Recreation Guide is
the largest advertising tool for the department's programs, classes, special events and
facilities. The Recreation Guide is also the number one avenue to communicate
recreational offerings to the general public. Each guide reaches every household within
the city's limits and is a major asset in regard to community outreach that offers high
level, competitively priced recreational opportunities to the citizens of Costa Mesa.
The contract with the current Recreation Guide printer, Westminster Press, has now
expired and to continue quality printing and delivery and to also comply with City policy,
the department is required to solicit Request for Quotes (RFQ) (See Attachment 2).
ANAI YRIR-
On June 22, 2015 staff released a Request for Quotes (RFQ # 062215P&R) and
received four (4) proposals with competitive quotes from reputable printing companies
located in the Southern California area.
Staff analyzed all four proposals, which also included samples of similar work for other
municipalities, company professional references, equipment specifications and business
qualifications and experience.
1
After careful review of all submissions, staff is recommending San Dieguito Printers to be
the most qualified selection based on their competitive and reasonable pricing,
exceptional quality of work, positive feedback from references provided, and on the ability
to meet tight deadlines (See Attachment 3).
ALTERNATIVES CONSIDERED:
Other alternatives for City Council consideration are as follows:
1. City Council may choose to not award the printing and delivery services contract
to San Dieguito Printers and select a vendor from any of the other three (3)
proposals.
2. City Council could review other proposals or reject all proposals and direct staff
to re -advertise these services.
FISCAL REVIEW:
For the current fiscal year, FY 15-16, staff appropriated $35,264 in the adopted budget for
these services. The budgeted amount was based on the costs of printing and delivery
services from the current vendor, Westminster Press.
The estimated annual contract amount is $51,030.32 for the services of San Dieguito
Printing, with a three (3) year contract term not to exceed $153,090.96. With the approval
of CEO Hatch, staff will prepare and complete a budget transfer in the amount of
$16,000.00 to transfer appropriations from other programs within the Parks and
Community Services Department budget for this purpose.
LEGAL REVIEW:
The City Attorney's office has reviewed and approved the documents as to form.
CONCLUSION:
Staff recommends that the City Council approve an annual price agreement contract with
San Dieguito Printers for a three (3) year term with the two (2) additional one (1) year
renewal periods, for the printing and delivery of the City's quarterly Recreation Guide. The
contract amount is estimated at $51,030.32 annually for the company's services.
TRAVIS M. KARLEN
Recreation Manager
STEPHEN DUNIVENT
Interim Finance Director
TOM HATCH
Chief Executive Officer
TOM DUARTE
City Attorney
2
DISTRIBUTION:
ATTACHMENTS: 1 PO with San Diequito Printing
2 Request for Quote
3 Proposal from San Diequito Printing