HomeMy WebLinkAbout1995-07-11 - AGENDA REPORTS - QUARTERLY BROCHURE CONTR (2)AGENDA REPORT
City Manager
Item to 6e presented by:
John Danielson
CONSENT CALENDAR
DATE: July 11, 1995
SUBJECT: Quarterly Brochure Contract Continuation
DEPARTMENT: Parks, Recreation, and Community Services
BACKGROUND
The Parks, Recreation, and Community Services Department produces a quarterly brochure
to inform the public of programs offered, as well as other events and issues within the City.
In August of 1994, the Department accepted proposals in order to find a company that would
handle the typesetting, advertising sales, printing, bulk mail sorting, and delivery of the
brochure.
Schoolhouse Publications submitted the top proposal, and was awarded the contract in
October of 1994. The original contract was for one year, with three additional one year
extensions by the approval of the City Council.
Schoolhouse Publications has produced the Winter, Spring, and Summer issues for the City,
and the Fall brochure is due out on August 11. Schoolhouse Publications has performed
exactly as the contract states by producing high quality results at the quoted price.
It is recommended that the City Council authorize the Parks, Recreation, and Community
Services Department to extend the contract of Schoolhouse Publications for an additional
year, pursuant to the terms and conditions of the original contract.
ATTACHMENT
Contract with Schoolhouse Publications for the City of Santa Clarita's quarterly brochure..
REP/PZ:skh
PRCOUNCIL\brc .co 7.195
C PY
THIS AGREEMENT, made this /� day of ��� 1994, by and
between the City of Santa Clarita, hereinafter referred to as CITY, and Schoolhouse Publications, Inc.,
hereinafter referred to as CONTRACTOR, is made with reference to the following facis:
A. CITY is desirous of producing four brochures outlining a Municipal Report and Recreational
opportunities available within the CITY beginning with Winter/Spring 1994/95 through
Fall 1995 (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:
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, Winter/Spring, Spring, Summer, 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 thirty-five percent (35%) 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 /4" x 10-3/4";
g. The brochure shall be printed within the approved specifications of the bid
awarded to CONTRACTOR on September 13, 1994, 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. Sixty-six thousand (66.000) copies of the summer brochure, and sixty-five
thousand (65,000) copies of all other issues shall be printed in bundles of fifty (50)
and turns of twenty-five (25);
The brochure shall be no less than sixty (60) pages of 34 Ib. High Brite Newsprint,
and a four (4) color process cover printed on 70 -Ib. gloss coated book stock.
Advertisements for each issue shall be confined to the inside front and inside rear
covers, and the Recreation section only.
CONTRACTOR shall mail sixty-three thousand, five hundred (63,500) 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 five hundred (2,500) copies of the
summer brochure, and one thousand five hundred (1,500) of all other issues to the
Santa Clarita City Hall, 23920 Valencia Boulevard, Suite 120, Santa Clarita, CA
91355.
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. CONTRACTOR to provide color separations. Cover will include bleed on three
sides, knockouts and reverses. 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. Change in paper stock will be agreed upon in writing at the time of approval of
each brochure production schedule.
2. THE CITY HEREBY AGREES TO:
a. Provide a bulk mail permit and indicia 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 $23,100 as total compensation for the
Winter 1994/95, Spring 1995 and Fall 1995 issues, which amount shall cover the
cost of printing and mailing of all issues. The City will pay the CONTRACTOR
$10,200 for the Summer 1995 issue. Postal rates may vary and any postal
increase will be the responsibility of the City. City will assume responsibility for a
paper stock cost increase only after;
1. CONTRACTOR provides written proof of the increase no less than
four weeks prior to the printing of the brochure and
2. CONTRACTOR solicits bids from three (3) other printing Companies
in an attempt to find a lower price.
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 three additional one year terms. Approval of each one year
term may be granted by the City Council_ 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 Council 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 for the first fifteen (15) pages of
advertising. Fifty percent (50%) of all advertising receipts gained from sales of more
than fifteen (15) pages of advertisements shall be paid by CONTRACTOR to CITY, or
offset any amount owing to CONTRACTOR from CITY. CONTRACTOR shall receive
no additional consideration from CITY for additional printing costs incurred as a result
of an excess of fifteen (15) pages in advertisements. 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 insurance 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 four (4) U.S. Post Office locations in the Santa Clanta Valley, no later than
the dates specified as mailing dates on the attached production schedule. Deliveryof
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 execut in triplicate
by sem hereu their names, titles, hands, and seals, this l% day
of '1994.
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 BS
measured by patterns and practices of the trad 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:
School se Publications 6Federal Tax Identification Number
Subscribed and sworn to, this
NOTARY PUBLIC:
LgAq of Sark6 Clarita
(Mayor of City of Santa Clarita)
'ft Clerk, City Of ,
f!
ty Attorney
City of Santa Clarita
day of
Date approved as to form: D
brooh\broagr%.skh
1994.
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
No. 5907
State of
County ofr>s
On i o - 9 before me, o -{n . c�-Tax c
DATE NAME. TITLE OF OFFICER - E.G., -JANE DOE. TARP PUBLIC
personally appeared �o�� eo • ,
NAMES) OF SIG ER(S)
❑ personally known to me - OR - 9-15roved to me on the basis of satisfactory evidence
to be the person(s) whose name(s Is are
subscribed to the within instrument and ac-
knowledged to me tha he he/they executed
the same inhis her/their authorized
capacity(ies), and that b his her/their
aMLDAVB signature(s) on the instrument the person(s),
Callis"XIXIM or the entity upon behalf of which the
-•
Way Abta—Cdkwi
tntANGMcotmy person(s) acted, executed the instrument.
IM Camra E*il« APR 2L 1Me
WITNESS my hand and
official seal.
SIGNATURE OF NOTARY
OPTIONAL
Though the data below is not required by law,it may prove valuable to persons relying on the document and could prevent
fraudulent reattachment of this form.
CAPACITY CLAIMED BY SIGNER
❑ INDIVIDUAL
❑ CORPORATE OFFICER
TITLE(S)
❑ PARTNER(S) ❑ LIMITED
El GENERAL
1-1ATTORNEY-IN-FACT
❑ TRUSTEE(S)
❑ GUARDIAN/CONSERVATOR
❑ OTHER:
SIGNER IS REPRESENTING:
NAME OF PERSON(S) OR ENTT IES)
DESCRIPTION OF ATTACHED DOCUMENT
TITLE OR TYPE OF DOCUMENT
NUMBER OF PAGES
DATE OF DOCUMENT
SIGNER(S) OTHER THAN NAMED ABOVE
01993 NATIONAL NOTARY ASSOCIATION - 8236 Remmet Ave., P.D. Box 7184 - Canoga Park, CA 91309-7184
CITii OF S4.\TA CI.ARIT
•• ••••
::• •
TO: Prospective Publishers
DATE: August 1, 1994
I. Rea u .st for Proposal
The City of Santa Clarita, a City Council/City Manager Municipality of the State of
California, is requesting proposals from qualified firms that are interested in
producing the City Municipal Report and Recreation Program on a quarterly basis.
Firms interested in this project may submit a proposal in accordance with the
attached instructions. Deadline for submitting proposals is 5:00 p.m., August 30,
1994.
U. Scope of Work
Proposals are being solicited for the typesetting, design, artwork, printing, pre-
sorting, and delivery of the publication. The following criteria are necessary for
the City Municipal Report and Recreation Program:
Format: Please include proposals for all four of the following formats:
Option A:
56 pages including cover
Option B:
56 pages including cover (recycled paper)
Option C:
72 pages including cover
Option D.
72 pages including cover (recycled paper)
Quantity 65,000 - Fall, Winter & Spring
66,000 - Summer
Paper Stock: Cover - 70 lb. gloss
Book - 50 lb. book
s Proposals on any quality
publication are welcome
of paper that would lower the cost of our
Size: 16 1/2" s 21"
Folds to finished size: 81/4 x 10 1/2"
Presswork: Cover/Back - 4/2 Full color process
Body - black and one PHIS color
Color
Separations: City of Santa Clarita will provide color slide for cover
Vendor to supply color separations
Bleeds: Cover - 3 sides
Inside - none
Binding: Saddle stitched
Mailing Include carrier route pre-sort charge for delivery via the U.S. Postal
Service of 63,500.
Delivery: Include delivery of 63,500 copies to the Valencia Post Office on
Creekside Drive, and the remaining copies to City Hall.
Additional
Copies: Include the cost per 1,000 additional copies with initial press run
and for re -order within thirty days of initial press run.
Publication
Schedule: All successful applicants must be able to complete the quarterly
magazine within a six-week turnaround time from receipt of
department copy to post office delivery.
Typesetting: Specify the amount of services included in your proposal. Specify
typesetting procedures (diskette conversion capability or typewritten
hard copy). Describe proofing responsibility and a statement
regarding correction of errors to encure quality of typesetting.
Advertising: The proposal shall also contain the effects of including advertising in
the publication. Specify the amount of advertising to be included in
the brochure (not to exceed 509x), and the cost of various sizes of ads
to be sold. Advertising must be on the lower section of each brochure
page except where a full page ad is applicable., The City reserves the
right to final approval of ad placement, as well as to the front and
back covers. Include a brief resume, detailing your firm's experience
with advertising sales in quarterly publications.
References: Please provide the name, address, and telephone number of three
clients for whom your firm has produced similar publications.
Samples: Include three examples of similar publications produced within the
past two years
M. Pronoaal Evaluation
Contract award shall be made to that proposer whose proposal, conforming to the
solicitation, will be the most advantageous to the City of Santa Clarita in terms of
all of the criteria listed below. The categories below are listed by importance.
In the evaluation. the following factors will be considered:
* Price
* Quality of past work
* Reliability of past work
* Proof of ability to market and collect advertising revenues
* Design concepts presented
1. DELIVERY OF PROPOSALS
Three (3) copies of the technical proposal shall be submitted. The content of
the technical proposal shall be constructed to present the information
required of the technical evaluation.
Two (2) copies of a cost proposal shall be submitted in a separate binder or
envelope from the technical proposal. Both the technical and cost proposals
shall be delivered in person or mailed in a package labeled as follows:
Citv of Santa Clarita
Attention: Paul Zaengle
23920 Valencia Blvd. Suite 120
Santa Clarita, CA 91355
Proposals need to arrive no later than 5:00 p.m., August 30, 1994
2. COST OF PROPOSAL PREPARATION
The proposer is responsible for all and any costs associated with the
preparation and/or delivery of the proposal and any and all incidental costs
associated with the clarification, presentation, or amendment of the
proposal.
The City of Santa Clarita does not expect the written proposals to be
expensive or ostentatious. The content will have more meaning than
expensive presentations.
3. CONFIDENTLALITY
As a matter of policy, the City of Santa Clarita will make every effort to
treat all materials submitted as confidential. If any proposer wishes to be
particularly certain that specific information is not revealed, they are
requested to stamp specific pages containing such information as company
confidential and they will be so protected.
C\home\pzaeng1e\br hrfp
1995 Brochure Production Schedule
Winter/Spring
September 26, 1994 Brochure Information Due to Publisher
November 15, 1994 Delivered to Post Office
November 23, 1994 Mailing Deadline
Spring
October 31, 1994 Confirm Production Schedule
December 28, 1994 Brochure Information Due to Publisher
February 14, 1995 Delivered to Post Office
February 21, 1995 Mailing Deadline
Summer
January 23, 1995 Confirm Production Schedule
March 10, 1995 Brochure Information Due to Publisher
April 25, 1995 Delivered to Post Office
May 2, 1995 Mailing Deadline
Fall
May 8, 1995 Confirm Production Schedule
June 23, 1995 Brochure Information Due to Publisher
August 4, 1995 Delivered to Post Office
August 11, 1995 Mailing Deadline
pzaengleibrochiconamh.pez.
SCHOOLHOUSE PUBLICATIONS
City of Santa Clarita DATE: 8/29/94
Attention: Paul Zaengle QUOTE: #1072
23920 Valencia Blvd. Suite 120
Santa Clarita Ca, 91355
DESCRIPTION: 56 and 72 page quarterly recreation brochure.
PAGE SIZE: 8 1/4 x 10 1/2
STOCK: TEXT:A-50# Book Stock
TEXT:B-50# Recycled Book Stock
OPTION:34# 65 Brite Newsprint
COVER:(all) 70# Book High Gloss
INK COLOR: TEXT: Black + 1 PMS Color
COVER: 4 Color over 2 (cover 3 side bleed)
ARTWORK: Includes all Typesetting,Layout and clip art.
COLOR PREP: Includes Color Separations ( 4 color cover,
2 color text.)
BINDING: Saddle stitch on 10 3/4 side, trim.
PACKAGING: Tie Conveniently, skid pack.
MAILING: Includes carrier -route pre-sort for 63,500
delivery to Postal service.
QUANTITY: 65,000 for Fall, Winter and Spring
66,000 for Summer.
ADVERTISING: Advertising will take up 35 to 45 percent of
brochure. Will not exceed 50 percent.
* SEE ATTACHED FOR DETAILED EXPLANATION
18627 Brookhurst Street, Suite 362, Fountain Valley, CA 92708, 714-839-2073 / 714-665-6757
SCHOOLHOUSE PUBLICATIONS
ADVERTISING EXPLANATION
Schoolhouse Publications will be responsible for the sales of
all advertising to be placed in brochure. All sales are done
in a very professional manner as not to draw any unwanted
attention towards the City.
Schoolhouse Publications has been conducting the sales of
advertising for 5 years for various organizations such as
Marriott Hotels,School Districts and City organizations and
this far have enjoyed a very successful career, void from any
complaints of any kind. One of the reasons is that we do not
just employ sales staff randomly, our staff consists of three
very professional reps whom have been in the industry for many
years maintaining a high quality of service.
ADVERTISING RATES
AD SIZE: RATES:
Bus Card 175.00 to 225.00
1/4 Page 300.00 to 350.00
1/2 Page 450.00 to 500.00
Full Page 800.00 to 900.00
All advertising rates are contingent on how much art work is
involved in the building of each advertiser.
18627 Brookhurst Street, Suite 362, Fountain Valley, CA 92708, 714-839-2073 / 714-665-6757
SCHOOLHOUSE PUBLICATIONS
BUSINESS
SADDLEBACK VALLEY UNIFIED SCHOOL DISTRICT ADULT EDUCATION
c/o Linda Cistone
25401 Paseo de Valencia
Laguna Hills, Ca 92653
714-837-8832
HUNTINGTON BEACH UNIFIED SCHOOL DISTRICT ADULT EDUCATION
c/o Kathy Mcgough
16666 Tunstall Lane
Huntington Beach, Ca 92647
714-847-2873 ext.218
CITY OF YORBA LINDA PARKS AND RECREATION
c/o Marilyn Huff and Earleen Chandler
4845 Casa Loma Ave.
Yorba Linda, Ca 92686
714-961-7160
CITY OF COSTA MESA COMMUNITY SERVICES
c/o Trudy Nuzum and Linda Divino
77 Fair drive
Costa Mesa, Ca 92628
714-754-5300
CITY OF SANTA CLARITA COMMUNITY SERVICES
c/o Paul Zaengle
23920 Valencia Blvd.
Santa Clarita, Ca 91355
805-255-4910
CITY OF HUNTINGTON BEACH COMMUNITY SERVICES
c/o Bob Werth
2000 Main Street
Huntington Beach, Ca 92648
714-536-5262
18627 Brookhurst Street, Suite 362, Fountain Valley, CA 92708, 714-839-2073 / 714-665-6757
SCHOOLHOUSE PUBLICATIONS
FINANCIAL BREAK DOWN
OPTION A: 56 page brochure TEXT: 50#Book COVER: 70# Gloss
PRINTING:
TYPESETTING/LAYOUT:
COLOR SEPARATIONS:
MAIL SORT/DELIVERY:
ADVERTISING REBATE:
TOTAL COST:
OPTION B: 56 page brochure
PRINTING:
TYPESETTING/LAYOUT:
COLOR SEPARATIONS:
MAIL SORT/DELIVERY:
ADVERTISING REBATE:
TOTAL COST:
OPTION C: 72 page brochure
PRINTING:
TYPESETTING/LAYOUT:
COLOR SEPARATIONS:
MAIL SORT/DELIVERY:
ADVERTISING REBATE:
TOTAL COST:
OPTION D: 72 Page Brochure
PRINTING:
TYPESETTING/LAYOUT:
COLOR SEPARATIONS:
MAIL SORT/DELIVERY:
ADVERTISING REBATE:
TOTAL COST:
OPTION E: 56 Page Brochure
PRINTING:
TYPESETTING/LAYOUT:
COLOR SEPARATIONS:
MAIL SORT/DELIVERY:
ADVERTISING REBATE:
TOTAL COST:
$16,000.00
1,500.00
300.00
400.00
-5.000.00
$13,200.00
TEXT: 50# Recycled Book
COVER: 70# Recycled Gloss
$18,000.00
1,500.00
300.00
400.00
-5.000.00
$15,200.00
TEXT: 50# Book COVER: 70# Gloss
$19,000.00
2,250.00
300.00
400.00
-5.000.00
$16,950.00
TEXT: 50# Recycled Book
COVER: 70# Recycled Gloss
$22,500.00
2,250.00
300.00
400.00
-5.000.00
$20,450.00
TEXT: 34# High Brite Newsprint
COVER: 70# High Gloss
10,500.00
1,500.00
300.00
400.00
-5.000.00
$7,700.00
*PRICES BASED ON CURRENT PAPER PRICES*
18627 Brookhurst Street, Suite 362, Fountain Valley, CA 92708, 714-839-2073 / 714-665-6757