HomeMy WebLinkAbout2021-04-27 - AGENDA REPORTS - STATE OF THE CITY NEWLETTER CONTR (2)Agenda Item: 6
CITY OF SANTA CLARITA
Q AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL: �1 ✓��?O
DATE: April 27, 2021
SUBJECT: AWARD CONTRACT FOR STATE OF THE CITY NEWSLETTER
PRINTING AND MAILING
DEPARTMENT: City Manager's Office
PRESENTER: Carrie Lujan
RECOMMENDED ACTION
City Council:
1. Award a three-year contract to Mellady Direct Marketing for the printing and mailing of the
City of Santa Clarita State of the City newsletter for an annual amount not to exceed $30,000
and a total three-year amount not to exceed $90,000.
2. Authorize the City Manager or designee to execute up to two additional one-year renewal
options beginning in year four, not to exceed the annual contract amount plus an adjustment
consistent with the appropriate Consumer Price Index, upon request of the contractor.
3. Authorize the City Manager or designee to execute all contracts and associated documents,
and modify the awards in the event impossibility of performance arises, and execute all
documents subject to City Attorney approval.
BACKGROUND
Dating back more than two decades, the City of Santa Clarita (City) has regularly printed and
mailed the State of the City newsletter two times each year to inform residents about the latest
City news. The State of the City newsletter features messages from the City Manager, Sheriffs
Captain, and Assistant Fire Chief, and provides updates on Capital Improvement Projects,
Library programs, public safety campaigns, and other noteworthy projects and programs taking
place in the City.
The newsletter provides vital information to keep the community informed and engaged with
what is happening in Santa Clarita. It is mailed to every residential address in the City, which is
approximately 78,000, in the spring and fall.
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The City conducted a Request for Proposals (RFP) to solicit proposals from qualified vendors for
the printing and mailing of the State of the City newsletter. The proposals were reviewed and
evaluated based on each company's ability to meet the specific needs of the City. The RFP was
advertised on the City's website on March 24, 2021. Twenty-three companies downloaded the
RFP, and two proposals were received.
Written proposals were scored according to four categories:
• Qualifications and experience
• Ability to provide services
• References
• Cost
A panel of three City staff members evaluated the proposals based on the selection criteria
above. The results are shown below:
Rank
Company
Score
Location
1
Mellady Direct Marketing
100
Santa Clarita, CA
2
International Publications Media Group
n/a
New York, NY
The proposal submitted by International Publications Media Group was deemed non -responsive
and rejected due to missing documents and information required by the RFP. Staff recommends
that Mellady Direct Marketing be awarded the contract for the printing and mailing of the State
of the City Newsletter.
Specifications on the cost, paper selection, and mailing can be found in the attached proposal.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Funds are regulary appropriated from the General Fund as part of the Communications Budget
line item 11500-5101.004 (Printing) for State of the City newsletter printing.
ATTACHMENTS
Bid Response (available in the City Clerk's Reading File)
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RFP CMO-20-21-32 - RESPONSE FILE
April 9, 2021
1.1.1. Introduction & History
Mellady Direct Marketing was founded by Jim and Jill Mellady in Santa Clarita in 1986 and has
over 100 years of combined experience. Since then, the company has continued to provide a
high level of service to clients throughout the United States. Mellady Direct Marketing has 17
full-time employees and works with more than 400 clients representing many
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 Marketing 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 Marketing will also provide
client with regular status reports of all project elements, including printing and mailing
status. Mellady Direct Marketing 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. and 12p.m., seven days a week.
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Printing, Mailing Preparation and Delivery of
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April 12, 2021
Bidder Qualification, Experience and Problem Solving
Mellady Direct Marketing abides by all California state labor codes.
As a full -service firm, Mellady Direct Marketing maintains a full print shop and mail shop.
Please see enclosed work samples demonstrating Mellady Direct Marketing's printing and
mailing capabilities.
Since the inception of the State of the City Newsletter, Mellady Direct Marketing has printed
and mailed this publication. For the last several years, Mellady Direct Marketing 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 quickest 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 13
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.
Our problem -solving ability is what sets us apart.
Mellady Direct Marketing's work also includes numerous projects for College of the Canyons,
the City of Glendale, Los Angeles County Department of Consumer and Business Affairs,
Henry Mayo Hospital, Antelope Valley Hospital, and Scorpion.
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Printing, Mailing Preparation and Delivery of
State of the City Newsletter
April 12, 2021
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 works directly on Mellady Direct Marketing's printing operations and in direct
partnership with the mailing staff to ensure quality control and timely completion of all jobs.
Operations Manager, Brendan Mellady, 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.
We are available 24/7 and will respond immediately. The cell phone number for contact
after hours is 661-313-2691.
Sustainability
For years, Mellady Direct Marketing has been committed to sustainable business practices
that seek to make a limited environmental impact. We incorporate a number of
environmentally -conscious practices into the work we do, including, but not limited to:
• Energy -efficient printing presses and machinery
• Energy -efficient computers and lighting
• Post -consumer, recycled -content paper and packaging
• Strategic pre -press printing layout to minimize paper waste
• Recycling of all paper waste, packaging, cardboard, toner, and ink containers
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Printing, Mailing Preparation and Delivery of
State of the City Newsletter
April 12, 2021
Appendix A: Selected Awards and Recognition
2020: Ultimate Female Rising Star — Stephanie Wallace (Elite Magazine, Ultimate Awards)
2020: Small Business of the Month (Senator Scott Wilk)
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.
SA TA CLRITA VALLEY
Chamber of Commerce
U.S. Small Business Administration
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Printing, Mailing Preparation and Delivery of
State of the City Newsletter
April 12, 2021
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.
Certification ID: 2001547
Legal Business Narne:
QM DIRECT MAIL SERVICES, INC
Doing Business As (DBA) Name I
Mellady Direct Marketing
Doing Business As (DBA) N ame2
OnfinePrintandMall.corn
Office Phone Number,
661/298-9190
Business Fax Number:
6611298-9142
Business V*b Address:
https.flwww.melladydire ct.com
(hftps:ttwww.melladydire ct.com)
Address:
29035 The Old Road
Santa Clarita
Valencia
CA 91355
Email:
steplhanie@melladydirect.com
(mailto.stephanie@meHadydirect,com)
'otal, No. of Employees:
Business Types:
Manufacturer, Nlon- Manufacturer , Service
Notification Prelerenoe:
Email
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Printing, Mailing Preparation and Delivery of
State of the City Newsletter
April 12, 2021
• Number of operational shifts: 1
Equipment List:
GRAPHICS / DATA PROCESSING
Adobe Suite, BCC Presort Software, Fusion Pro Variable Data Print Software
DIGITAL IMAGING
(2) Xerox Colorpress 1000 with Saddle Stitch Booklet Maker, Xerox J75 Color Printer with Stacker, Xerox 560 Color Printer
with Saddle Stitch Booklet Maker, Printware— iJetColor Inkjet Envelope Printer (Memjet), Hasler— HJ950C Envelope Printer
(Memjet)
OFFSET PRINTING
Presstek-52DI 4-Color Press (1420)
INKJET IMAGING
Digital Print— Hawk MK6 High Speed UV Inkjet Printer with 4.5" Print Head
Kirk Rudy— Winl<jet High Speed Printer with 3.5" Print Head
Kirk Rudy— Win<jet High Speed Printer with 3" Print Head
Kirk Rudy— Netjet High Speed Printer with 3.5" Print Head
TABBING
(3) KR 535 Tabmasters, (1) KR 545TTriple Tabber
INSERTING
Bell and Howell — Mailstar 500 6 x 9.5 — 4 Station Inserter
Bell and Howell — El 10,000 6 x 9.5 — 6 Station Inserter
Bell and Howell — A-645 9 x 12 — 6 Station Inserter
Phillipsberg — 7200 6 x 9.5 — 4 Station Inserter
BINDERY
Horizon — 20-Bin Booklet Maker (80 page capacity)
Polar— N78 Plus Cutter
Duplo — DC 646 Slitter / Cutter / Creaser
Challenge—Docutrim Booklet Trimmer
Challenge —Titan 230 Cutter
Stahl —T 50 Pile Feed Folder with Right Angle (Perf/Score)
MBO — B20 Pile Feed Folder with Right Angle (Perf/Score)
Morgana — Digifold 5000P (Creaser / Folder)
Baum — 714 Folder
• Misc.
Advanced Finished Solutions - Digicoater UV Coater, Minipack-Torre — Continua 60 Polywrap, (4) Stream Feeder— Friction
Feeders, Challenge — Paper Drill
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PRICE SCHEDULE
State QfThe City Newsletter — Printing 8&Mailing
1. State of the City Newsletter (to be mailed) each x 78,880 =subtotal
2. State of the City Newsletter (delivered to City Hall) $,jj.M,,,Yeach x 100 = $ �A .3'1 /subtotal
3.Tax a19.G 96on 100 Newsletters
(only those delivered toCity Hall are taxed)
4. Freight (for newsletters delivered to City Hall if required)
Total (add lines 1,2, 3and 4)
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