HomeMy WebLinkAbout2018-06-26 - AGENDA REPORTS - AWARD CONTR FOR THE CITY'S SEASON'S MAGAZINE (2)Agenda Item: 11
DATE: June 26, 2018
SUBJECT: AWARD CONTRACT FOR THE CITY OF SANTA CLARITA
SEASONS MAGAZINE
DEPARTMENT: Recreation, Community Services, Arts, and Open Space
PRESENTER: Janine Prado
RECOMMENDED ACTION
City Council:
1. Award a contract to OWP Direct Mail Services, Inc. (Mellady Direct Marketing), a local
Santa Clarita business, for the printing and mail preparation of the City's SEASONS
magazine, for an initial term of one year, with the option for four additional renewals in the
amount of $165,304 and authorize a 10 percent contingency in the amount of $16,531, for a
total not to exceed $181,836.
2. Authorize the City Manager or designee to execute all documents, subject to City Attorney
approval, and execute four renewals at a cost not to exceed $181,836, plus the cost of any
Consumer Price Index (CPI) increase.
BACKGROUND
SEASONS is the City of Santa Clarita's (City) award winning quarterly magazine which
provides listings of sports, programs, and recreation offerings, as well as information about what
is happening in the City. SEASONS is mailed to every residential household within the City
limits four times a year.
This contract is for the printing and mail preparation of the SEASONS magazine. The award is
for an initial term of one year and four optional renewal years. An invitation to bid was posted
on PlanetBids on April 4, 2018, and a notice was sent to 567 registered vendors. The bid was
downloaded by 30 vendors and three responses were electronically received and opened on
May 7, 2018. The results of the bids are listed as follows:
Page 1
Vendor
QWP Direct Mail Services, Inc.
(Mellady Direct Marketing)
LSC Communication (Creel Printing)
FCL Graphics, Inc.
Location Bid
Santa Clarita, CA $165,304
Las Vegas, NV $165,480
Harwood Heights, IL $190,560
An evaluation of the bids determined the proposal submitted by QWP Direct Mail Services, Inc.
(Mellady Direct Marketing) to be the lowest, responsive, responsible bid.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
The funds for this expenditure have been requested in the Seasons Brochure operating account as
part of the Fiscal Year 2018-19 annual budget and are contingent upon appropriation of the funds
by the City Council. Funds for future years are contingent upon appropriation of funds by the
City Council during the annual budget process.
ATTACHMENTS
QWP Direct Mail Services Bid (available in the City Clerk's Reading File)
Page 2
DESIGNATION OF SUBCONTRACTORS
PROPOSAL # RCS -17-18-45
Printing, Mailing Preparation And Delivery Of Seasons Magazine
City of Santa Ciarita, California
Fill out this form completely and upload it with your proposal. The selected vendor must have in-house
mailing capabilities and cannot be subcontracted out.
Subcontractor publication Printers
DBE STATUS: N/A
Dollar Value of Work $30k
Age of firm: 35 years
Certifying Agency: N/A
Annual Gross Receipts: $120 million
Location and Place of Business
Denver, Colorado
Bid Schedule Item Nos:
Description of Work
Printing of Seasons Magazine
License No. EIN 840782807
Exp. Date: N /A /
Phone ( ) 303-936-0303
Subcontractor DBE STATUS:
Age of firm: Certifying Agency:
Dollar Value of Work
Annual Gross Receipts:
Location and Place of Business
Bid Schedule Item Nos: Description of Work
License No. Exp. Date: / /
Phone ( )
Subcontractor DBE STATUS:
Age of firm: Certifying Agency:
Dollar Value of Work
Annual Gross Receipts:
Location and Place of Business
Bid Schedule Item Nos: Description of Work
License No. Exp. Date: / /
Phone ( )
NOTE: A contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject to the requirements
of Section 4104 of the Public Contract Code, or engage in the performance of any contract for public work, as defined in this
chapter, unless currently registered and qualified to perform public work pursuant to Section 1725.5 of the Labor Code. It is
not a violation of this section for an unregistered contractor to submit a bid that is authorized by Section 7029.1 of the
Business and Professions Code or by Section 10164 or 20103.5 of the Public Contract Code, provided the contractor is
registered to perform public work pursuant to Section 1725.5 of the Labor Code at the time the contract is awarded.
PROPOSAL # RCS -17-18-45 17
REFERENCES
PROPOSAL # RCS -17-18-45
Printing, Mailing Preparation And Delivery Of Seasons Magazine
City of Son to Clorito, California
The following are the names, addresses, and telephone numbers of three public agencies for which BIDDER
has performed work of a similar scope and size within the past 3 years. If the instructions on this form conflict
with the references requested in the scope of work, the scope of work shall govern. Complete this form out
accordingly. Fill out this form completely and upload it with your proposal.
1.
Antelope Valley Hospital, 1600 West Avenue J, Lancaster, CA 93534
Name and Address of Owner/ Agency
Carol Stevenson, 661-949-5000
Name and Telephone Number of Person Familiar with Project
$25K Printing and Mailing 3/2018
Contract Amount Type of Work Date Completed
2.
College of the Canyons, 26455 Rockwell Canyon Rd, Valencia, CA 91355
Name and Address of Owner/ Agency
Eric Harnish, 661-362-3462
Name and Telephone Number of Person Familiar with Project
$30K Printing and Mailing 3/2018
Contract Amount Type of Work Date Completed
3.
CSUN, 18111 Nordhoff, Northridge, CA 91344
Name and Address of Owner/ Agency
Veronica Navarro, 818-677-7456
Name and Telephone Number of Person Familiar with Project
$15k Printing and Mail 3/2018
Contract Amount Type of Work Date Completed
The following are the names, addresses, and telephone numbers of all brokers and sureties from whom
BIDDER intends to procure insurance bonds:
N/A
PROPOSAL # RCS -17-18-45 18
C.
PRICE PROPOSAL SHEET FOR PRINTING AND MAILING SERVICES
PROPOSAL # RCS -17-18-45
Printing, Mailing Preparation And Delivery Of Seasons Magazine
The following prices must be included and uploaded with your proposal documents. Pricing must be
entered into line items section of PlanetBids. If the number entered on this page conflicts with what is
entered on Planetbids, the number entered on Planetbids shall govern.
Pricing below must include everything in the specifications and scope of work. Cost proposal will be for
one (1) print and mailing cycle.
Item
Unit Price
Quantity
Total Price
Total price for 75,000 copies of a 72 Page PLUS 4 page
.49304
75,000
$36,978.00
Cover Magazine (including two cover versions, plus
poster of cover, and delivery - sales tax does not
apply to magazines sent from mailing house)
Total price for 76,000 copies of insert, including
.05868
76,000
$4,459.68
printing, perforate, fold and insertion into selected
issue
Cost for an eight (8) page increase to the magazine
75,000
(80 page magazine plus covers)
.53072
$39,804.00
Cost for an eight (8) page decrease to the magazine
75,000
(64 page magazine plus covers)
.45557
$34,168.00
Price for additional 1,000 copies of the four page (one
.05035
1,000
$50.35
sheet printed two sides and folded) insert at press
time that is perforated and bound into selected issue
of Seasons
Price for each additional 1,000 copies of the
432
1,000
$432.00
magazine at press time
Cost for the mail preparation, sorting and delivery for
02
70,000
1400
"Simplified" mailing based on approximately 70,000
brochures mailed.
Cost for the mail preparation, sorting and delivery of
14
3,000
420
the "Addressed" mailing based on approximately
3,000 brochures.
PROPOSAL # RCS -17-18-45 15
�OWellady
LI '�" V' ARKE�"N
1 P it 1 (:5f ,r iii !
City of Santa Clarita
Re: History of Company Letter or Memo
Printing, Mailing Preparation and Delivery of Seasons Magazine
RFP RCS -17-18-45
May 3, 2018
Statement of Company Background
Mellady Direct Marketing was founded by Jim and Jill Mellady in Santa Clarita in 1986. Since
then, the company has continued to provide a high level of service to clients throughout the
United States. Mellady Direct works with clients representing education, nonprofits and a
variety of industries. As a full-service printing and mailing firm, the company also provides
everything from initial concepts and design work to strategic integrated marketing campaigns
including social media, web and print advertising, email and direct mail. Mellady Direct
provides both digital and offset printing services (web and sheet -fed).
Management Overview
Upon initiation of contract, Mellady Direct Marketing will develop and provide client with a
timeline of all project deadlines and deliverables. Mellady Direct will also provide client with
regular status reports of all project elements, including printing and mailing status. Mellady
Direct will respond to client emails in a timely manner, responding within no more than 24
hours. Any deliveries of physical materials to the City of Santa Clarita will be made between
the hours of 9 a.m. to noon, seven days a week.
(Continued on next page)
�OWellady
LI '�" V'�IARKUN
1 P it 1 (:5f ,r iii !
City of Santa Clarita
Printing, Mailing Preparation and Delivery of Seasons Magazine
May 3, 2018
Bidder Qualification, Experience and Problem Solving
Mellady Direct abides by all California state labor codes. If needed, press checks will be made
available for client.
As a full-service firm, Mellady Direct maintains a full print shop and mail shop. Please see
enclosed work samples demonstrating Mellady Direct's printing and mailing capabilities.
For the last several years, Mellady Direct has maintained a stellar record of completing
extensive projects on time and on budget for the City of Santa Clarita. These projects include
printing, mailing preparation, and delivery of the Seasons Magazine, as well as the State of
the City newsletter, Cowboy Poetry, and various postcards, brochures, and special projects
for various departments . We will advise and assist in problem -solving solutions to save
money and production costs as well as cost savings on paper and coatings so that the jobs can
be done in the most cost effective and quick way of producing. We are dedicated to keeping
clients advised of any problems and providing solutions, so they can focus on their job
without having to worry about how their printed material is going to look. We always meet
the deadline, no matter the problem. For over 11 years, we have never been late on a job.
We fully guarantee our work and will find solutions to a client's printing needs. With over 100
years of combined experience in our management team, we have never had a job rejected
nor lost a client due to nonperformance or lack of capability.
Mellady Direct's work also includes numerous projects for the City of Glendale, Los Angeles
County Department of Consumer and Business Affairs, Henry Mayo Hospital, Antelope Valley
Hospital, and Scorpion.
(Continued on next page)
�OWellady
LI '�" V' ARKE�"N
1 P it 1 (:5f ,r iii !
City of Santa Clarita
Printing, Mailing Preparation and Delivery of Seasons Magazine
May 3, 2018
• Number of operational shifts: 1
• Equipment List: Colorpress 1,000, J75 press, 560 press, digital envelope printer, 2
bookletmakers, 3 side booklet trimmer, 3 envelope inserters (jumbo and letter size), 3
inkjet addressers, 4 tabbing machines, 2 glue dot machines, labeling, polybag machine, 2
folders w/right angle, 2 guillotine cutters, score/slit/creasing machinery.
�OWellady
LI '�" V'�IARKUN
1 P it 1 (:5f ,r iii !
City of Santa Clarita
Printing, Mailing Preparation and Delivery of Seasons Magazine
May 3, 2018
Testimonials
"We can always count on Mellady Direct Marketing for our critical printing and mailing
projects. Their proven reliability, competitive pricing and strategic insights make them a
valued partner."
Eric Harnish
VP, Public Information, Santa Clarita Community College District
"For over 10 years we have been able to count on Mellady to be helpful, efficient, creative
and trustworthy. We highly recommend Mellady to anyone looking or a printing and mailing
vendor."
Diana Hall
The Master's Academy International
"I entrust my printing and mailing to Mellady Direct not only because I know my projects will
ship on schedule, but also because I know that each piece will reflect the professional,
upscale image my company is known for worldwide.... They always go above and beyond to
meet our specific — and sometimes last-minute — needs."
Lisa Randazzo
Marketing Manager, Dolphin
(Continued on next page)
�OWellady
LII 'T MA KET'9i� G
I'ma 1 P it 1 (:5f ,i iii !
City of Santa Clarita
Printing, Mailing Preparation and Delivery of Seasons Magazine
May 3, 2018
References:
California State University, Northridge
18111 Nordhoff Street, Northridge CA 91330
Annikki Lotta
(818) 677-8837
California Institute of the Arts
24700 McBean Parkway, Santa Clarita CA 91355
Debbie Stears
(661) 222-2782
College of the Canyons
26455 Rockwell Canyon Road, Santa Clarita CA 91355
Eric Harnish
(661) 362-3429
Benchmark Communities
27200 Tourney Road , Suite 410, Santa Clarita CA 91355
Suzanne Finne
(661) 447-0504
Newhall School District
25375 Orchard Village Rd., Valencia, CA 91355
Paul Cordeiro
(661) 291-4000
Pacific Loanworks
461 N. Grand Ave., Covina, CA 91724
Matt Gross
(626) 332-9020
(Continued on next page)
�OWellady
LI '�" V' ARKE�"N
1 P it 1 (:5f ,r iii !
City of Santa Clarita
Printing, Mailing Preparation and Delivery of Seasons Magazine
May 3, 2018
Bidder Organization and Staffing
As president and CEO, respectively, Jill Mellady and Jim Mellady oversee Mellady Direct
Marketing's operations and work directly with clients, managing projects and delegating to
the company's account executives. Jill Mellady will be the primary contact for all jobs as part
of this project. Account executive Scott Newman works one-on-one with printing and mailing
clients, and work directly on Mellady Direct's printing operations and in direct partnership
with the mailing staff to ensure quality control and timely completion of all jobs. Prepress
Manager, Dave Emerson, oversees and manages all pre -press file preparation, coordinating
with digital and print operations for file proofing. As Director of Business Development,
Stephanie Mellady works hands-on with new and existing clients to ensure streamlined,
efficient communications and processes. Brendan Mellady runs operations and logistics.
Cell phone number for contact after hours is 661-313-2691. 24/7 availability and will
respond immediately.
For years, Mellady Direct Marketing has been committed to sustainable business practices
Energy-efficient computers and lighting
Post -consumer, recycled -content paper and packaging
(Contint BT41 next page)
EMM
""1""4, Need to address % of post consumer waste and FSC certification
�OWellady
LI '�" V' ARKE�"N
I'ma 1 P it 1 (:5f ,i iii !
City of Santa Clarita
Printing, Mailing Preparation and Delivery of Seasons Magazine
May 3, 2018
Appendix A: Selected Awards and Recognition
2017: Best PR & Marketing Company (Elite Magazine)
2016: Silver Spur Award (College of the Canyons Foundation)
2015: Business of the Year (Valley Industry Association)
2015: Most Valued Professional (Van Nuys Postal Customer Council)
2015: Bronze Award, Integrated Campaigns (American Advertising Federation, L.A. chapter)
2015: Award of Excellence (American Advertising Federation, L.A. chapter)
2014: Small Business of the Year (SCV Leadership Awards)
2012: Los Angeles Area's Top 10 PR & Marketing firms (San Fernando Valley Business Journal)
2010: Award of Excellence (American Advertising Federation, L.A. chapter)
2010: Award of Distinction (American Advertising Federation, L.A. chapter)
2009: Judges Award (American Advertising Federation, L.A. chapter)
2008: Award of Excellence: (American Advertising Federation, L.A. chapter)
2004: Rising Star Award (Valley Industry Association)
Mellady Direct Marketing is a certified small business with the U.S. Small Business
Administration.
"Jqjj��llo P,
�OWellady
D�RECT MARKETM
Pma I PA�d 1 ),,i,:iii j
City of Santa Clarita
Printing, Mailing Preparation and Delivery of Seasons Magazine
May 3, 2018
U.S. Small Business Administration
Small Business Certification
Allows for a public (state) agency to award the proposal if within 5% of the closest bid.
Legal Business Nan -w
A
Ddng SAisiness As (DBA), Name 1
Meflady Dired Markefing
Doing Busliness As (DOA) Name2�
OnfinePtintaindMad com
Rusinesg Web Address:
hfipsJ&m&v.meJIadydIrect=rn
(htIpsJIWww.meIIadydirecI,com�
Addiess�
28258 Avenue Stanford
Santa Clartta
Valencia
CA91355
Ema,JV
step1hanieCmelladydirect.com,
(mail!to,stephaniie@,mieiia,d,ydirect,corata)
Business Types:
Manufacturer , ion -Manufacturer , Service
Nobficafion Preferenim
Fmad
STAFF LIST
PROPOSAL # RCS -17-18-45
Printing, Mailing Preparation And Delivery Of Seasons Magazine
Provide information on any and all applicable printing and mailing services crewmembers to complete the
proposed project.
Name Jim Mellady
Job Title CEO
Licenses/Certificates/Work Experience 32 years in printing and mailing industry. Bachelor's
in Engineering, Purdue University. Manages all aspects of operations and quality.
Name Jill Mellady
Job Title President
Licenses/Certificates/Work Experience 32 years in printing and mailing industry. Business Degree
from COC. Certified postal and print expert. Industry Co -Chair of Postal Council Commission.
Name Stephanie Mellady
Job Title Dir of Business Development
Licenses/Certificates/Work Experience 6 years at Mellady Direct Marketing. Bachelor's Degree
in Marketing and Business. Postal certified.
Name Lucio Sandoval
Job Title Shop Supervisor
Licenses/Certificates/Work Experience Mail Manager at Mellady Direct Marketing for 17 years.
Name David Emerson
Job Title Print Production
Licenses/Certificates/Work Experience Xerox certified. Prepress scitex press touch certified.
HP Digital Front End certified. Prinergy certified.
Name Brendan Mellady
Job Title Operations Manager
Licenses/Certificates/Work Experience Bachelor's Degree in Strategic Operations Management.
Mail manager. Quality control.
PROPOSAL # RCS -17-18-45 16
May 3, 2018
Re: Alternative Paper Stock Proposal for Seasons Magazine
To Whom It May Concern,
We are proposing an alternative paper stock to replace the stock called for in the "Printing
Specifications" section of Proposal # RCS -17-18-45, "Printing, Mailing Preparation and
Delivery of Seasons Magazine."
The stock called for in the scope of work and specifications, "Nature's Web," is no longer
available, as it is no longer being manufactured.
As a replacement, we propose the following solution:
1) "Influence" — This line of paper stock from Verso Corp. is available in both cover and
magazine weights as called for in the scope of work and specifications.
2) PrintReleaf Certification — Utilizing the PrintReleaf certification system, the amount
of paper consumed by the printing of the magazine will be calculated and its carbon
footprint will be offset by the planting of donated trees in areas where deforestation
is an issue. Through the PrintReleaf program, more than 760,000 trees have been
planted to date, worldwide. There is a minimal cost of approximately $500.
I would be glad to answer any questions you may have about the "Influence" paper stock as
well as the innovative and forward -thinking PrintReleaf program. Please feel free to call me
at (661) 298-9190 or email jill@melladydirect.com.
Sincerely,
Jill Mellady
President
Mellady Direct Marketing
CU IPY"(1uRI LEPd,gd P[JUl.R'a RV:I Tw"dP,1: ?,.%CI%"l NIF-I OA Ll1.dkRI l TIVKVAd,)', l RI I P rl(,.'s