HomeMy WebLinkAbout2015-08-25 - AGENDA REPORTS - CONTR SEASONS PRINTING (2)Agenda Item: 3
DATE: August 25, 2015
SUBJECT: CONTRACT AWARD FOR SEASONS MAGAZINE PRINTING
DEPARTMENT: City Manager's Office
PRESENTER: Gail Morgan
RECOMMENDED ACTION
City Council:
1. Award a one-year contract to QWP Direct Mail Services, Inc. (Mellady Direct Marketing), a
local Santa Clarita business, for the printing of the City's award-winning SEASONS
magazine in the amount of $152,352, inclusive of $38,088 for printing the fall 2016 edition
which will be funded as part of the Fiscal Year 2016-17 budget, authorize a 5% contingency
in the amount of $7,616, for a total not -to -exceed $159,968.
2. Authorize the City Manager or designee to modify the award in the event other issues of
impossibility of performance arises, subject to the City Attorney approval.
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annual renewals, in accordance with the terms of the contract, contingent upon the
appropriation of funds by the City Council as part of the annual budget during subsequent
Fiscal Years, subject to City Attorney approval.
BACKGROUND
SEASONS, the City's quarterly magazine which provides listings of sports, programs and
recreation offerings, as well as information about what is happening in the City, is mailed to
every household in the City four times a year. At the June 23, 2015, regular City Council
meeting, Council approved the budget for Fiscal Year 2015-16 which included costs for printing
SEASONS magazine.
The award is for an initial term of one year and has three optional renewal years. The Fiscal Year
2015-16 budget appropriation includes three remaining issues at $38,088 per issue, plus 5%
contingency. The full amount of this one year contract, inclusive of the fall 2016 edition of
SEASONS which will be funded as part of the Fiscal Year 2016-17 budget, equals $152,352 plus
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a 5% contingency in the amount of $7,616 for unforeseen overages, for a total not -to -exceed
$159,968.
An invitation to bid was posted on Planet Bids on July 6, 2015; a notice was sent to 222
registered vendors; and 39 vendors downloaded the bid documents. Six responses were
electronically received and opened on August 3, 2015. The results of the bids are listed as
follows:
Vendor Location Bid
Advantage Mailing, Inc. Anaheim, CA $38,088
QWP Direct Mail Services, Inc. Santa Clarita, CA $38,555
Freedom Printing Anaheim, CA $38,711
Creel Printing Las Vegas, NV $40,237
DWS Printing Santa Clarita, CA $41,250
Aerotech News & Review Lancaster, CA $54,665.59
The City's "In Support of Santa Clarita Businesses" ordinance allows local vendors who are
within 10% to match the lowest price. Advantage Mailing, Inc. was the lowest responsible,
responsive bidder. QWP Direct Mail Services, Inc. who is local and whose bid is within the 10%
threshold, has agreed to match the $38,088 per issue bid of Anaheim -based Advantage Mailing,
Inc.
ALTERNATIVE ACTION
1. Do not award contract to QWP Direct Mail Services, Inc.
2. Other action as determined by the City Council
FISCAL IMPACT
Adequate funds to support printing the first three editions of SEASONS under this proposed
contract are available in expenditure account 15102-5101.004 and have been previously
approved and appropriated by the City Council as part of the Fiscal Year 2015-16 budget
process. Monies in the amount of $38,088 to print the fall 2016 edition of SEASONS will be
funded as part of the Fiscal Year 2016-17 budget, contingent upon the approval and
appropriation of funds by the City Council as part of the annual budget process.
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