HomeMy WebLinkAbout1997-05-27 - AGENDA REPORTS - SC TRANSIT TIMETABLE PRT (2)City Manager Approval
Item to be presented by:
Lynn Harris
CONSENT CALENDAR
DATE: May 27, 1997
SUBJECT: INCREASE OF CONTRACT AMOUNT FOR SANTA CLARITA TRANSIT
TIMETABLE PRINTING
DEPARTMENT: Public Works
In July, 1996, after completing an Invitation to Bid (#95-96-33), the City of Santa Clarita entered
into a contract with Excel Graphics, a local printer. The contract term was two years, and included
four printings of the Santa Clarita Transit timetable, which is revised biannually. The contract
amount was not to exceed $46,916.00.
In the past, the Transit Division has ordered 30,000 timetables at each of the biannual printings,
which has been sufficient to accommodate customer demand for the timetables. However, during
the last year, due to increased transit patronage and better distribution of the transit timetables
valleywide and at Los Angeles area rideshare events, the supply of timetables was depleted faster
than anticipated; and the Transit Division had to order additional printings of the timetable from
Excel Grapics. Consequently, the contract amount has been depleted faster than expected.
Excel's printing contract is due to expire in July 1998. Prior to that date; two revisions to the
timetable will take place (in September 1997 and May 1998), necessitating two timetable printings.
Based on last year's experience and continuously increasing overall transit system ridership, the
Transit Divison anticipates that this increased demand for the timetables will continue. In response,
rather than waiting until the timetable supply is depleted again before re -ordering additional batches
of the timetable to be printed, the Transit Division wishes to anticipate the increased demand for
timetables by ordering a larger quantity of timetables (60,000 instead of 30,000) to begin with. By
ordering all 60,000 timetables at once, the City will recognize cost savings, as the per unit price
decreases.
SSCCAGENDMTrPRINT.AGN
APPROVED
Agenda I#el"114_
City of
Santa Clarita
23920 Valencia Blvd.
Phone
Suite 300
(805) 259-2489
Santa Clarila
Fax
California 91355-2196
(805) 259-8125
July 21, 1997
Dean Holliday
Excel Graphics
26970 Whitehorse Road
Santa Clarita, CA 9135173981
City of Santa Clarita
Amendment 1
to July 9, 1996 Letter of Agreement
Dear Mr. Holliday:
This letter of agreement shall serve as an amendment to the contract entered into by
the City of Santa Clarita (hereafter "City") and Excel Graphics (hereafter
"Contractor") on July 9, 1996. The contract was for printing and finishing the Santa
Clarita Transit timetables twice yearly for a period of two years.
Since entering into the original contract, the City has found it necessary to increase the
number of timetables printed for the remainder of the contract period. Under the
original contract, 30,000 timetables were printed at each twice -yearly revision of the
timetable. The original contract amount was $46,910.00. This amendment would
increase the number of timetables printed to 60,000 at each twice -yearly printing , and
increase the contract amount to $67,373.00, plus a ten percent contingency
expenditure should any change order to the contract become necessary, as approved
by the City of Santa Clarita City Council at their May 27, 1997 meeting.
All other terms of the original contract, which is attached and incorporated herein,
shall continue to be honored by both the City and the Contractor. This amendment
shall be made a part of the original contract.
PRINTED ON RECYCLED PAPER
Amendment I
Excel Graphics
Letter of Agreement
Page 2
Witness the execution of this Agreement on the day and year fust written above.
Attest:
By: �4 \
City Clerk
Date g d 9-?
Approved as to form:
Date Z"1 CG
Date O a
Dean Holliday. Excel GraAhics
Holliday
Date 9 jo
Attachments: Juy 9, 1996 Letter of Agreement
Approved May 27, 1997 Council Agenda Item
s .\share\agtNetterag.wpd
City of
Santa Clarita
Public Works
Phone
25663 W. Ave. Stanford
(805) 294-2500
Santa Clarita
Fax
California 91355-1103
(605) 294-2517
July 9, 1996
Dean Holliday
Excel Graphics
26970 Whitehorse Rd.
Santa Clarita, CA
City of Santa Clarita
Letter of Agreement
Dear IS& Holliday.
The City of Santa Clarita (hereafter "City") has reviewed your proposal and would
like to enter into a letter of agreement with Excel Graphics (hereafter "Contractor")
for the printing and finishing of the Santa Clarita Transit timetables.
I. Scone of Work
Contractor's proposal submitted on June 6, 1996, (hereafter "Proposal") and City of
Santa Clarita Invitation to Bid #95-96-33 (hereafter "Invitation to Bid"), are attached
hereto and incorporated herein by reference. The Contractor is responsible for the
completion of tasks and subtasks that are addressed in the Proposal, the Invitation to
Bid, and/or amendments to Agreement.
U. Compensation
The City agrees to reimburse Contractor for services rendered based on the budget set
forth in the Proposal, incorporated hereby reference. The total cost of contract shall
not exceed forty-six thousand nine hundred sixteen dollars ($46,916.00) which
represents the total compensation to be paid to Contractor by City for all work to be
done by Contractor including all allowable costs. Completion and payment schedule
are included here, as well.
M. Time Schedule
The schedule of work to be completed by the Contractor includes delivery of work
products or services discussed in Scope of Work. Work should be completed in
accordance with the final time schedule submitted by Contractor (see attachments).
PRINTED ON RECYCLED PAPER
IV. Indemnification of City
Contractor agrees that it shall protect, defend with counsel selected by City,
indemnify, and hold harmless City, its officers, employees, and agents from and against
any and all losses, liabilities, fines, penalties, damages, liabilities or judgements,
including attorney fees, arising out of or resulting in any way from this Agreement or
Contractor's action under this Agreement, unless such claim is due to the sole
negligence or willful. acts of the City, its officers, employees, agents, of contractors.
Subject to the scope of this indemnification and upon demand of the -City, made by and
through the City Attorney; Contractor shall appear in and defend the City and its
officers, employees and agents in any claims or actions, whether judicial,
administrative, or otherwise arising out of the performance of this Agreement.
Contractor agrees to provide all insurance requested by City, policies including:
general liability, professional liability, auto liability, property and worker's
compensation in the appropriate amounts. In addition, Contractor shall name the City
as additional insured on all policies..
V. Liability
Contractor shall be responsible for obtaining the services of all persons required to
perform the work required by this Agreement, including but not limited to such
subcontractors as Contractor desires to employ. It is understood and agreed that the
City, its officers, employees or agents are not liable for activities performed by or on
behalf of Contractor, including claims for property damage which may arise from
operations performed pursuant to this Agreement, whether such operations be by
Contractor itself, or by its agents, employees and/or subcontractors.
Witness the execution of this Agreement on the day and year first written above.
Attest:
By.
Ci Clerk
Date C� ^9�
Approved as to form:
By:
Ceve Carl K Newton, City Attorney
Date ftI b
The City/,f Sapt4 Clarita
Date 1—S —f&—
Date ZIR� 1276
For each printing of 30,000 timetables, the City pays Excel Graphics $11,729.00. Accordingly, two
separate printings of 30,000 copies of the timetable have cost the City $23,458.00. By ordering all
60,000 timetables at once, the City will save $4,530.00, as the total price for 60,000 timetables will
be $18,928.00 (all figures above include applicable sales tax).
The remaining amount on the contract is $17,399.00. Anticipated costs remaining are:
September 1997 printing $18,928.00
+May 1998rin nting $18.928.00
Sub -Total Needed to Cover Remaining Print Jobs $37,856.00
Sub -Total Needed to Cover Remaining Print Jobs $37,856.00
- Amount Remaining on Contract (includes 10% contingency) $17.399.00
Amount Requested to Increase Contract $20,457.00
The increased quantity of timetables to be printed has been anticipated in the Fiscal Year 1997-1998
budget. This agenda item seeks Council approval only to increase the contract amount.
RECOMMENDATION
City Council approve and authorize the Mayor to execute an amendment to the contract, which
increases the total amount of the existing contract with Excel Graphics over the two-year period from
$46,916.00 to $67,373.00 and authorize a ten (10) percent contingency expenditure should any
change order to the contract become necessary.
$1CCAGENDA\TTPRMT.AGN