HomeMy WebLinkAbout2022-11-22 - AGENDA REPORTS - SEASONS BROCHURE CONTRAgenda Item: 12
1. CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL: AI1 A11�44_1)
DATE: November 22, 2022
SUBJECT: SEASONS BROCHURE PRINTING AND DISTRIBUTION
CONTRACT
DEPARTMENT: Recreation and Community Services
PRESENTER: Lance O'Keefe
RECOMMENDED ACTION
City Council:
Award a one-year contract to QWP Direct Mail Services, Inc., with up to three additional
one-year renewal options beginning in year two, for the printing and mail preparation of the
SEASONS magazine in an amount not to exceed $278,669; and authorize a contingency of
$27,867 for a total annual amount not to exceed $306,536, plus an adjustment consistent with
the appropriate Consumer Price Index, upon request of the contractor.
2. Increase Brochure expenditure budget 1005102-510104 by $120,214 in fiscal year 2022-23
and $140,571 ongoing budget in fiscal year 2023-24, plus the cost of any Consumer Price
Index increase.
3. Authorize the City Manager or designee to execute up to three additional one-year renewal
options beginning in year two, not to exceed the annual contract amount plus an adjustment
consistent with the appropriate Consumer Price Index, upon request of the contractor.
4. 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
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 each year.
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The City conducted a Request for Proposal (RFP) to solicit proposals from qualified vendors for
the printing and mail preparation of SEASONS magazine. The proposals were reviewed and
evaluated based on each vendor's ability to meet the specific needs of the City. The RFP was
advertised on the City's website on July 21, 2022. Nineteen companies downloaded the RFP, and
two proposals were received. Written proposals were scored according to four categories:
• Background, references, experience, credentials, technical competence, and financial
stability
• Ability to provide the services
• Quality of printed samples
• Pricing
A panel of three City staff members evaluated and scored all responsive proposals based on the
selection criteria above. The results are shown below:
Rank Company Score Location
1 QWP Direct Mail Services, Inc. 99 Santa Clarita, CA
2 SC Publishing, Inc. 72 Santa Clarita, CA
Staff recommends that QWP Direct Mail Services, Inc. (Mellady Direct Marketing) be awarded
the contract for the printing and mail preparation of SEASONS magazine for an initial term of
one year, with an option of three additional one-year term renewals.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Upon approval of the recommended action, expenditure account 1005102-510104 will be
increased by $120,214, as funds were previously appropriated by the City Council through the
adoption of the Fiscal Year 2022-23 annual budget. Effective Fiscal Year 2023-24, expenditure
account 1005102-510104 would increase by $140,571, plus the cost of any Consumer Price
Index increase.
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