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Home My WebLink About1998-08-25 - AGENDA REPORTS - RENEWAL TRANSIT TIMETABLE (2)CITY OF SANTA CLARITA AGENDA REPORT 1419WIRWilon.1 i07:`:7 DATE: August 25, 1998 City Manager Approv 1:: Item to be presented by: Ron Kilcoyne SUBJECT: RENEWAL OF TRANSIT TIMETABLE PRINTING CONTRACT DEPARTMENT: Transportation & Engineering Services RECOMMENDED ACTION City Council approve renewal of the Excel Graphics contract for printing of the Santa Clarita Transit timetable for $75,712, plus 10% contingency. The funds have been budgeted in FY 1998/99, account number 4600n308. Authorize the City Manager or designee to execute all documents, subject to City Attorney approval. BACKGROUND 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 twice yearly. The contract included a one-time renewal option. This contract was subsequently amended by the Council in May 1997 to reflect an increase in the number of copies from 30,000 to 60,000. This increased the annual cost to $37,856. At this time, the Transit Division would like to exercise the renewal option. The renewal covers four printings over a two-year period. The proposed contract renewal amount is $75,712, and would include the following work: 1" printing 60,000 timetables $18,928 2nd printing 60,000 timetables $18,928 3rd printing 60,000 timetables $18,928 4`h printing 60,000 timetables $18,928 The increased quantity of timetables to be printed has been anticipated in the FY 1998/99 budget. This agenda item seeks Council approval to renew the contract. pli V11111" 11111111 RENEWAL OF TRANSIT TIMETABLE PRINTING CONTRACT August 25, 1998 - Page 2 ALTERNATIVE ACTIONS Council could approve renewal of the contract at its original 30,000 copies per printing. This would reduce the contract cost to $46,912. However, transit system ridership increased by 13% last fiscal year, creating additional demand for the timetables. Reducing the number of timetables available for distribution to passengers would create a shortage of schedule information; increasing the number of phone requests. Other action as determined by City Council. FISCAL IMPACT The proposed contract amount is $75,712 over a two-year period. The portion of that amount to be expended this fiscal year, $37,856, was included in the Transit Division budget for FY 1998/99. The second half of the expenditure will be included in the following fiscal year's budget. ATTACHMENTS Approved May 27, 1997 City Council Agenda Item Excel Graphics Letters of Agreement TRAN SMAGENDA\apdntAm 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 199812rinting $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. 59CCAGENDMTRRINTAGN AGENDA REPORT 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 BACKGROUND 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. S \CCAGENDA\TTPRINT AGN APPRunOWED Agenda Ite, :_L_ City of Santa Clarita 23920 Valencia Blvd Suite 300 Santa Clanta California 91355-2196 July 21, 1997 Dean Holliday Phone (805) 259-2489 Fax (805)259-8125 Excel Graphics 26970 Whitehorse Road Santa Clarita, CA 91351-3981 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. y PRINTED ON RECYCLED PAPER Amendment 1 Excel Graphics Letter of Agreement Page 2 Witness the execution of this Agreement on the day and year first written above. Attest: By: City Clerk Date g d 6 0 Approved as to form: By: Carl . Newton, City Attorney Date--/ �7-1 L41 The City of Bye% / i Ge�rg ar al o, City Manager Date 004 Dean Hollidav, Excel Gravhics Ic Holliday Date r� _� Attachments: Juy 9, 1996 Letter of Agreement Approved May 27, 1997 Council Agenda Item 10 s .\share\agtf\letterag.wpd City of Santa Clarita Public Works Phone 25663 W. Ave. Stanford (805) 294-2500 Santa Clarita Fax California 91355-1103 (805) 294-2517 July 9, 1996 Dean Holliday Excel Graphics 26970 Whitehorse Rd. Santa Clarita, CA City of Santa Clarita Letter of Agreement Dear Mr. 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. Scope 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. S H. 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 Citv 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, or 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 d— Approved as to form: By: Ctve Carl K. Newton, City Attorney Date 1/ I b The Ci�Sa t Clarita r a valho, City Manager /X / Date ' S Excel Graphics By/ can olliday Date %/� .4174