HomeMy WebLinkAbout1999-05-11 - AGENDA REPORTS - QUARTERLY BROCHURE CONTR (2)AGENDA REPORT
City Manager Approval:
Item to be presented by: Debby Rolland
CONSENT CALENDAR
DATE: May 11, 1999
SUBJECT: QUARTERLY BROCHURE CONTRACT CONTINUATION
DEPARTMENT: Parks, Recreation, and Community Services
RECOMMENDED ACTION
City Council extend the current contract of RLF Publishing in the amount of $54,168 for an
additional year, pursuant to the terms and conditions of the original contract. The funds have
been budgeted in the proposed 1999/00 budget in account number 7213-7308.
BACKGROUND
The Parks, Recreation, and Community Services Department produces a quarterly brochure to
inform the public of programs, events, and issues within the City. In April of 1998, 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.
RLF Publishing submitted the top proposal, and was awarded the contract in June of 1998.
The original contract was for one year, with three additional one-year extensions by the
approval of the City Council. This would be the first of three possible extensions, renewable by
letter.
RLF Publishing has produced the winter, spring, summer, and fall issues for the City for one
consecutive year. RLF Publishing has performed exactly as the contract states by producing
high quality results at the quoted price.
ALTERNATIVE ACTIONS
1. Deny request.
2. Request Parks, Recreation and Community Services Department to repeat formal bid
process.
3. Other direction as determined by City Council.
AWRO A�erda Item:
FISCAL IMPACT
The annual project cost is $54,168 budgeted in account number 7213-7308. Funding for the
project is included in the proposed 1999/00 budget in account number 7213-7308. The total
contracted amount is not to exceed $54,168 per year for a duration of one year.
ATTACHMENTS
1. Contract with RLF Publishing for the City of Santa Clarita's quarterly brochure
2. Letter of contract extension
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City of
Santa Clarita
23920 Valencia Blvd.
Suite 120
Santa Clarita
California 91355-2196
April 22, 1999
Rick Fields
RLF Publishing
673 Woodlawn Dr.
Thousand Oaks, CA 91360
Dear Mr. Fields:
Phone
(661)255-4910
Fax
(661)255-1996
Thank you for your hard work over the past year in producing the City of Santa
Clarita's Parks, Recreation, and Community Services, Seasons, City Information
& Recreation Program quarterly publication. The purpose of this letter is to
inform you of the City's intent concerning your current contract.
The City of Santa Clarita agrees to extend the length of RLF Publishing's
contract for one additional year pursuant to Section 2, Paragraph 3 of the
attached original contract dated June 1, 1998. This is the first of three possible
contract extensions. Each one-year contract extension shall include four issues of
Seasons, beginning with the fall edition and ending with the summer edition of
the following year. By accepting, signing, and returning this letter, the original
contract will remain in full effect until June 1, 2000.
Again, thank you for the work your company has done in producing a timely and
eye-catching publication that showcases City programs in a professional manner.
We look forward to working with RLF Publishing in the future. If you have any
questions, please call me at (661) 286-4017 from 8 am to 5 pm, Monday through
Friday.
Sincerely,
Troy Brown
Recreation Coordinator
George Caravalho, City Manager
Accepted by RLF Publishing
Declined by RLF Publishing
Rick Fields, RLF Publishing
Date Date
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Attachment
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PRINTED ON RECYCLED PAPER