HomeMy WebLinkAbout2001-05-08 - AGENDA REPORTS - QUARTERLY BROCHURE CONTRACT (2)CONSENT CALENDAR
DATE: May 8, 2001
CITY OF SANTA CLARITA
AGENDA REPORT
City Manager Approval:
Item to be presented by:
SUBJECT: EXTENSION OF QUARTERLY BROCHURE PUBLISHING CONTRACT
DEPARTMENT: Parks, Recreation, and Community Services
RECOMMENDED ACTION
City Council extend the current contract with RLF Publishing, for the Seasons brochure, in the
amount of $63,089 for an additional year. The extension is pursuant to the terms and conditions
of the original contract, and contingent on the proposed 2001/2002 budget. The funds have been
budgeted in the proposed 2001/2002 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 best qualified 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 last of three possible extensions, renewable by
letter.
RLF Publishing has produced the winter,
consecutive years. RLF Publishing has
quality results at the quoted price.
ALTERNATIVE ACTIONS
Deny request.
spring, summer, and fall issues for the City for three
performed to expected standards by producing high
Request Parks, Recreation, and Community Services Department to repeat formal bid process.
Other direction as determined by City Council.
APPROWED
Agenda Item:
FISCAL IMPACT
The annual project cost is $63,089 budgeted in account number 7213-7308. Funding for the
project is included in the proposed 2001/2002 budget in account number 7213-7308. The total
contracted amount is not to exceed $63,089 per year for a duration of one year.
ATTACHMENTS
Contract with RLF Publishing for the City of Santa Clarita's quarterly brochure
Letter of contract extension
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CONTRACT
CM OF SANTA CLARITA AGREEMENT
1 THIS AGREEMENT, made this day of. Sam1998, by and between the City of Sa
Clarim. hereinafter referred to as CITY, and icL2=sh '3' 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 Fall 1998 through Summer 1999 (See Cost Sheet).
B. CONTRACTOR asserts an expertise and ability to produce such a brochure. having produced brochures for several
other municipalities.
C. The request for proposal and bid from CONTR.ACTOR are attached as A and 8 respectively and incorporated herein.
NOW, THEREFORE. the parties hereto agree as follows:
1. CONTRACTOR hereby agrees to produce four Parks. Recreation. and Community Services Quarterly Seasons
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, Summer. Fall:
b. Each quarter the CITY will publish one of the following brochures: Option A - a brochure with a base
of 50 pages. with no advertisements, or Option B - a brochure with a base of 64 pages, with
advertisements. Please submit proposals on both or either options;
C. 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;
d. There shall be no political, cigarette, alcohol, pornographic, scandalous, or religious advertisements
contained in the brochure;
e. Advertising space is not to exceed fifteen (15) pages of the printed copy in any issue of the brochure;
advertising space will be approved by CM at the time of final layout;
C The back outside cover will be utilized by CM. The back outside cover will not be used as advertising
space; , _.
g. The size of the brochure shall be approximately 8-1/4" z 10-3/4":
h. The brochure shall be primed within the approved specifications of the bid awarded to CONTRACTOR
Bid N PR -97.95-25
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on this i t5>1_1 day of u J e 1998, by Santa Clarita City Council and according to
the Request for Proposals. Producuon Schedules and Bid Proposal attached hereto as attachment A and
B. respectively, and incorporated herein by this reference.
Sixty-seven thousand and five hundred (67,500) copies of the summer brochure, and sixty-six thousand
and five hundred (66.500) copies of all other issues shall be printed in bundles of fifty (50) and turns of
twenty-five (25);
j. The brochure shall be printed on 34 -lb. High Brite Newsprint. and a four (4) color process cover printed
on 704b. gloss coated book stock. Advertisements for each issue shall be confined to the inside front and
inside rear covers. and the Recreation secuon only.
k. CONTRACTOR shall mail sixty-four thousand (64,000) copies of the Parks. Recreation, and Community
Services Quarterly Seasons Brochure via tamer route pre-sort bulk mail through the U.S. Postal Service.
Receipts will be submitted to CITY.
CONTRACTOR shall deliver three thousand five hundred (3,500) copies of the summer brochure. and
two thousand five hundred (2,500) of all other issues to the Santa Clarim City Hall. 23920 Valencia
Boulevard State 120, Santa Claris, CA 91355.
m. 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.
a. 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.
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.
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C. Pay to the CONTRACTOR the amount of S �O °' as total compensation for the Fall 1998, Winter
1998/99, and Spring 1999 issues, which amountjh&llcover the cost of printing and mailing of all issues.
The City will pay the CONTRACTOR for the Summer 1999 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.
Bid» PR -97 -99 -ZS
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3. TERM The term of this agreement shall be for one year (twelve months) from the date of approval by the Santa
Clarim 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 anexcess 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
ONTRACTORshall 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, attorneys fees, costs, based on arising out of
work performed pursuant to this Agreement.
THE PARTIES agree and understand that the CONTRACTOR will not be an employee of the CTY, 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 stare income and other taxes, and will not be an employee of the CITY
for workers compensation or any oche purposes, will not have unemployment insurance benefits, social security
coverage. or other employee benefits. CONTRACTOR agrees and understands that neither the
CONTRACTOR nor any person employed by the CONTRACTOR shall be in any way an employee of the
CTTY.
S. 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 Clarim Valley, no late than the dates specified as mailing dates on the
attached production schedule. Delivery of the Parks, Recreation, and Community Services Quarterly Seasons
Brochure by CONTRACTOR on or before this [Late is critical to the value of the reports. It is agreed that
should the delivery of each issue of the Parks, Recreation, and Community Services Quarterly Seasons Brochure
in a condition acceptable to the CTIY, be more than five (5) working days late, liquidated damages in the
amount of 5500 (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 5500 (five -hundred dollars) shall be paid by CONTRACTOR
to CrN, or offset from any amount owing to CONTRACTOR from CITY. It is agreed that an additional 5200
(two -hundred dollars) per working day in liquidated damages will be paid for each additional working day the
Bid M PR -97-98-25
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brochure is delivered beyond the above-mentioned tea (10) worsting 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 the utmost importance to delivei 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 CTY fails
to provide proofed and typed copy according to the attached production schedule. It is also understood that
there are circums m, 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 C 1Y.
10. CONTRACTOR affirms that the signamaes, dtles, 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 patties 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,
tides, hands, and seals, this day of 1998.
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 oarterns and practices of the trade. A
period of tea (10) working days notice will be given prior to termination. CTY reserves the right to cancel
with cause immediately following the mailing of each quarterly issue.
CONTRACTOR:
Contractor
Subscribed and sworn to, this
of City of Santa Claris)
Attest:
City Clerk City of Sans Claris
Bid $ PR.97.98 J
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Federal Tax Identification Number
day of , 1998.
City of
Santa Clarita
23920 Valencia Blvd.
Suite 120
Santa Clarita
California 91355-2196
March 19, 2001
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, pending City Council approval, agrees to extend the
length of RLF Publishing's contract for one additional year pursuant to Section C,
Paragraph 3 of the attached original contract dated June 1, 1998. This is the last
of three possible contract extensions. This 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, 2002.
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) 255-4362 from 8 a.m. to 5 p.m., Monday through
Friday.
Sincerely,
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Date
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Attachment is
nmcn\rge�tn:� PRINTED ON RECYCLED PAPER
T2S Accepted by RLF Publishing
Declined by RLF Publishing
Rick Fields, RLF Publishing
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Date