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HomeMy WebLinkAbout1992-02-11 - AGENDA REPORTS - QUARTERLY MUNI RPT (2)AGENDA REPORT City Manager Approval Item to be present ( 4�.a� CONSENT CALENDAR Jeff Koli DATE: February 11, 1992 SUBJECT: Quarterly Municipal Report/Recreation Brochure DEPARTMENT: Parks and Recreation BACKGROUND Included in this year's budget are funds for the publication of four issues of the 1991/1992 Municipal Report and Recreation Brochure. The contract for the publication and mailing of the brochure has expired as of the Winter 1992 issue. The City of Santa Clarita advertised in the Signal and Daily News for 10 days in October requesting. sealed bids from potential publishers with a bid opening of October 21, 1991, at 11:00 a.m. Bid packages were mailed to approximately seven local vendors who had specifically, requested information. The challenge for most vendors is in meeting printing, advertising and distributing deadlines. Only one sealed bid was received from Shorco Publishing, Inc. Shorco Publishing, Inc. has had the contract for.the City since the Fall issue of 1989. BID PROPOSAL 48 -page Issue 60 -nage Issue (Summer) Yearly Bid (4 issues) $16,071.27 $21,102.75 $691-315 Shorco Publishing Inc, is a reputable publishing company specializing in municipal brochures. Their references include Anaheim, Huntington Beach, Costa Mesa, Newport Beach, and Capistrano Bay Parks and Recreation. Shorco has published and mailed our past nine brochures in a timely manner. Their staff has been courteous and efficient. The City is saving $10,000-$14,000 per issue by utilizing space in the publication for local vendor advertising. Shorco has been able to establish a solid group of Santa Clarita businesses who find advertising in our brochure to be effective. The attached contract has the following additions from the past contract: 1. The back outside cover will be utilized by the City and not sold as advertising space to maximize City promotion of events. 2. The City will reserve the right to continue the contract for one year based on quality of service and any increases in material and service costs for publication. Theexistingcontract will require renegotiation after five years. Agenda Item: 3. The City has clarified a clear role in approval of design, layout, and advertising. 4. The City will submit all copy for typesetting on a floppy diskette for conversion versus hard copy in order to eliminate typesetting errors throughout the brochure. FISCAL IMPACT $92,000.000 was budgeted for printing and mailing of the Quarterly Report and Recreation Brochure out of account numbers 01-9100-211 and 01-9100-212. Adequate funds are available to award the contract to Shorco Publishing, Inc. RECOMMENDATION That staff be directed to award the contract for the Quarterly Municipal Report and Recreation Program to the only qualified bidder, Shorco Publishing Inc., for $69,315 and empower the City Manager to execute the contract. ATTACHMENT Contract with Shorco Publishing, Inc. for Quarterly Municipal Report and Recreation Brochure JK/RF:skh PRCOUNC.86 CITY OF SANTA CLARITA AGREEMENT FOR QUARTERLY MQNICIPAL REPORT THIS AGREEMENT, made this _ day of '1992, by. and between the City of Santa Clarita, hereinafter referred to as CITY, and Shorco Publishing, Inc., hereinafter referred to as CONTRACTOR, is made with reference to the following facts: A. CITY is desirous of producing four brochures outlining a Municipal Report and Recreational opportunities available within the CITY beginning with Spring 1992 .through Winter/Spring 1993 (See Attachment A); B. CONTRACTOR asserts an expertise and ability to produce such a brochure, having produced brochures previously for the City of Santa Clarita and several other municipalities. C. The request for proposal and bid from CONTRACTOR are attached as A and B respectively and incorporated herein. NOW, THEREFORE, the parties hereto agree as follows: 1. CONTRACTOR hereby agrees to produce four Quarterly Municipal Report Brochures for CITY, the production of the brochures to be in accordance with the following specifications and requirements: a. Four- brochures will be published each year, Spring, Summer, Winter/Spring, Fall; b. The brochures shall contain a disclaimer to the effect that businesses or entities referenced in the publication, through advertising or otherwise, are not endorsed by -CITY; c. There shall be no political, cigarette, alcohol, pornographic, scandalous or religious advertisements contained in the brochure; d. Advertising space is not to exceed fifty percent (50%) of the printed copy in any issue of the brochure; advertising space will be approved by CITY at the time of final layout; e. The back outside cover will be utilized by CITY. The back cover will not be used as advertising space; f. The size of the brochure shall be approximately 8-1/8" x 10-1/2"; g. The brochure shall be printed within the approved specifications of the bid awarded to CONTRACTOR on October 12, 1991, by Santa Clarita City Council and according to the Request for Proposals, Production Schedules and Bid Proposal attached hereto as Attachment A and B, respectively, and incorporated herein by this reference: h. Fifty-five thousand (55,000) copies of the brochure shall be printed in bundles of fifty (50) and turns of twenty-five (25); i. The brochure shall be no less than forty-eight (48) pages of 50 lb. book stock, and a four (4) color process cover printed on 70-1b. gloss coated book stock. Advertisements for each issue shall be confined to the inside front and inside rear covers, and the Recreation section only. j. CONTRACTOR shall mail fifty-three thousand four hundred (53,400) copies of the Quarterly Municipal Report via carrier route pre-sort bulk mail through the U.S. Postal Service. Receipts will be submitted to CITY. k. CONTRACTOR shall deliver two thousand six hundred (2,600) copies to the Santa Clarita City Hall, 23920 Valencia Boulevard, Suite 300, Santa Clarita, CA 91355. CONTRACTOR shall deliver three thousand (3,000) copies of the Summer issue to Santa Clarita City Hall at the above address. 1. Design three (3) different cover formats from which CITY will choose basic design to be used on the cover for at least one year. Cover will be approved by CITY each quarter. CONTRACTOR will propose, for approval by CITY, the inside format layout each quarter. Layout also included six (6) halftones and three (3) screens or combination thereof, based on two line shots per page and appropriate art to be used as filler and artistic effect. m. Cover includes one (1) 6" x 7" color separation. CITY to provide color slide or photo. CONTRACTOR to screen photos to be used on interior of brochure. Printing will be supervised to match color key. n. CONTRACTOR could substitute an all gloss, 60-1b. cover and 40-1b. guts for the same cost identified in section 2.c. Change in stock will be agreed upon in writing at the time of approval each brochure production.schedule. 2. THE CITY HEREBY AGREES TO: a. Provide a bulk mail permit and .inducia for bulk mailing of the brochure. b. Provide proofed, double-spaced typed copy and floppy diskette in the order it is to appear in the brochure to CONTRACTOR six (6) weeks prior to the delivery date as agreed upon by both parties. Conversion of the diskette is the responsibility of the CONTRACTOR. c. Pay to the CONTRACTOR the amount of $69,315 as total compensation for the Spring 1992, Fall 1992, and Winter/Spring 1993 issues, which amount shall cover the cost of printing and mailing of all issues. The City will pay the CONTRACTOR $21,102 for the Summer 1992 issue. Postal rates may vary and any postal increase will be the responsibility of the City. Any increase in paper stock shall be the responsibility of the CITY. 3. TERM. The term of this agreement shall be for one year (twelve months) from the date of approval, by the Santa Clarita City Council. The CITY reserves the right to extend the term of this agreement for four additional one year terms. Approval'of each one year term may be granted by the City Manager. Contractor must submit any proposed changes in costs or changes in consideration in writing within 60 days of the proposed termination of the Agreement. The CITY reserves the right to deny any extension of the Agreement. Each one year extension of the Agreement by the City Manager shall be evidenced in writing. 4.- ADDITIONAL. CONSIDERATION. -CONTRACTOR, as .an additional consideration for payment of costs associated with producing the brochure, shall be entitled to retain all receipts from the sale of advertising in the brochure.' Costs incurred by CONTRACTOR that result from errors in the original copy submitted by CITY shall be reimbursed by CITY in the amount of the additional costs incurred. Any costs incurred by CONTRACTOR that result from typesetting or lay -out errors shall be assumed by CONTRACTOR. 5. APPROVAL FOR PRINTING. Final approval of all advertising, program and information copy and lay -out is to be given by CITY. The submission of an approved blueline proof, initialed by CITY to CONTRACTOR shall constitute final approval for printing. 6. CONTRACTOR agrees to indemnify, defend and hold harmless CITY and all its officers and agents from any claims, demands, or causes of action, including related expenses, attorney's -fees, costs, based on, arising out of work performed pursuant to this Agreement. 7. THE PARTIES agree and understand that 'the CONTRACTOR will not be an employee of the CITY, but will be acting under the terms and conditions specified herein and as a self-employed person, shall be solely responsible for payment of federal and state income and other taxes, and will not be an employee of the CITY for workers compensation or any other purposes, will not have unemployment insurance benefits, social security coverage, or other employee benefits. CONTRACTOR agrees. and understands that neither the CONTRACTOR or any person employed by the CONTRACTOR shall be in any way an employee of the CITY. 8. CONTRACTOR shall maintain at all times insurances against liability for Workers' Compensation, or, to undertake self insurance in accordance with the provisions of the labor code, and certifies compliance with such provisions. CONTRACTOR agrees to provide evidence of Workers' Compensation Insurance coverage prior to execution of the Contract by CITY. 9. The CITY and the CONTRACTOR agree that the Quarterly Municipal Reports shall be delivered.to the Main Office of the U.S. Post Office in Santa Clarita, California, no later than the dates specified as mailing dates on the attached production schedule. Delivery of the Quarterly Municipal Reports by CONTRACTOR on or before. this date is critical to the value of the reports. It is agreed that should the delivery of each issue of the Quarterly Municipal Reports, in a condition acceptable to the.CITY, be more than five (5) working days late, liquidated. damages in the amount of $500 (five -hundred dollars) shall be paid by CONTRACTOR to CITY, or offset from any amount owing to CONTRACTOR from CITY. If the brochure is more than an additional five (5) working days late, additional liquidated damages in the amount of $500 (five -hundred dollars) shall be paid by CONTRACTOR to CITY, or offset from any amount owing to CONTRACTOR from CITY. It is agreed that an additional $200 (two -hundred dollars) per working day in liquidated damages will be paid for each additional working day the brochure is delivered beyond the above-mentioned ten (10) working days late, or offset from any amount owing to CONTRACTOR from CITY. These liquidated damages are not a penalty, but a reasonable estimation by the parties as to the damages which are likely to be sustained by CITY if CONTRACTOR does not deliver in a timely manner. CITY agrees that it is of utmost importance to deliver its material to CONTRACTOR in a timely manner. The mailing date shall be extended by a number of days equal to the number of days for which the CITY fails to provide proofed and typed copy according to the attached production schedule. It is also.: understood that there are circumstances when, because of a missed deadline, CONTRACTOR will need more than an extension of one (1) day, but this will not exceed three (3) working days. Schedule and mailing date may only be amended in writing and when agreed to by CONTRACTOR and CITY. 10. CONTRACTOR affirms that the signatures, titles, and seals set forth hereinafter in execution of this contract agreement, represent all individuals, firm members, partners, joint venturers, and/or corporate officers having principal interests herein. In witness whereof the parties hereto for themselves, their heirs, executors, administrators, successors, and assigns do hereby agree to the full performance of the covenants herein contained and have caused this contract agreement to be executed in triplicate by setting hereunto their names, titles, hands, and seals, this day of , 1992. 11. CITY reserves the right to terminate contract from CONTRACTOR in the event of substandard workmanship, or failure to correct discovered spelling or setup errors as measured by patterns and practices of the trade. A period of ten working days notice will be given prior to termination. CITY reserves the right to cancel with cause immediately following the mailing of each quarterly issue. CONTRACTOR: Shorco Publishing, Inc. Federal Tax Identification Number Subscribed and sworn to, this _ day of , 1992. NOTARY PUBLIC: City of Santa Clarita (Mayor of City of Santa Clarita) Attest: City Clerk, City of Santa Clarita Date approved as to form City Attorney City of Santa Clarita