HomeMy WebLinkAbout2004-06-08 - AGENDA REPORTS - EXTEND BROCHURE CONTR (2)CONSENT CALENDAR
DATE:
SUBJECT:
DEPARTMENT:
Agenda Item: — /06
CITY OF SANTA CLARITA
AGENDA REPORT
City Manager Approval:
Item to be presented by:
June 8, 2004
EXTENSION OF QUARTERLY BROCHURE PUBLISHING
CONTRACT
Parks, Recreation & Community Services
RECOMMENDED ACTION
City Council extend the current contract with RLF Publishing for the Seasons brochure, in the
amount of $88,240 for an additional year. The extension is pursuant to the terms and conditions
of the amended original contract, and contingent on funding in the proposed Fiscal Year 2004-05
budget. The funds are proposed to be budgeted in Fiscal Year 2004-05 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 July of 2002, City Council
awarded a one-year contract to RLF Publishing, with three additional one-year extensions subject
to the approval of the Council. This renewal would be the second extension of the July 2002
contract.
RLF Publishing has produced winter, spring, summer, and fall issues for the City for six
consecutive years. RLF Publishing has performed to expected standards by producing high
quality results at the quoted price.
ALTERNATIVE ACTIONS
1. Deny request to extend current contract.
2. Direct Parks, Recreation, and Community Services Department to initiate formal bid process.
3. Other action as identified by City Council.
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0-r[NOWED
FISCAL IMPACT
Funding for this contract is included in the proposed Fiscal Year 2004-05 budget in account
number 7213-7308.
ATTACHMENTS
Attachment A - Letter to RLF Publishing
Attachment B - Contract
Attachment C - Statement of work
Attachment D - 2005 Brochure and Registration Schedule
City of
Santa Clarita
23920 Valencia Blvd.
Suite 120
Santa Clarita
California 91355-2196
Website. www.santa-clarita.com
May 11, 2004
Rick Fields
RLF Publishing
673 Woodlawn Drive
Thousand Oaks, CA 91360
Dear Mr. Fields:
Phone
(661) 255-4910
Fax
(661) 255-1996
Attachment A
Thank you for your hard work over the past year in producing the City of Santa
Clarita's Parks, Recreation, and Community Services, Seasons Brochure. 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 3
of the attached contract, dated July 1, 2002. This is the second of three possible
contract extensions. This one year contract extension shall include four issues of
Seasons, beginning with the fall 2004 edition and ending with the summer 2005
edition. By accepting, signing, and returning this letter, the contract will remain
in full effect until July 1, 2005.
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) 255-4321.
Sincerely,
Jod'iJon es
Recreation Services Administrator
Ken Pulskamp, City Manager
Date
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PRINTED ON RECYCLED PAPER
Accepted by RLF Publishing
Declined by RLF Publishing
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Rick Fields, RLF Publishing
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Date
STATEMENT OF WORK
QUANTITY:
PAPER STOCK:
PRESSWORK:
COLOR SEPARATIONS
BLEEDS:
MAILING:
Attachment C
70, 000 fall, winter, spring, and summer
Book: 32 lb High Brite newsprint
Cover/Back — 4/4 Full color process
Bulk permit imprint to be included in design on the back cover
Cover — 4 sides. Pages may bleed.
Include carrier route pre-sort charge for delivery via the US Postal
Service of 68,000. City may increase print total and mail sort total.
TYPESETTING: The brochure copy will be returned for corrections three (3) times
prior to blueline. Vendor will not charge for corrections except
those made on blueline.
Winter 96-97
52 + cover
Spring 97
56 + cover
Summer 97
72 + cover
Fall 97
60 + cover
Winter 97-98
60 + cover
Spring 98
64 + cover
Summer 98
72 + cover
Fall 98
64 + cover
Winter 98-99
68 + cover
Spring 99
68 + cover
Summer 99
80 + cover
Fall 99
64 + cover
Winter 99-00
68 + cover
Spring 00
72 + cover
Summer 00
80 + cover
Fall 00
64 + cover
Winter 00-01
68 + cover
Spring 01
72 + cover
Summer 01
72 + cover
Fall 01
68 + cover
Winter 01-02
68 + cover
Spring 02
68 + cover
Summer 02
72 + cover
Fall 02
68 + cover
Winter 02-03
68 + cover
Spring 03
68 + cover
Summer 03
76 + cover
Fall 03
56 + cover
Winter 03-04
64 + cover
Spring 04
60 + cover
fW.4
2005 BROCHURE & REGISTRATION SCHEDULE Attachment D
Winter
Monday, July 26, 2004
Confirm Production Schedule & Notify Staff of Timeline
Monday, August 23
Information Due to Cindy for Processing
M — F, September 13 — 17
Projects Due to Graphics —
Front Cover: Aquatics Complex
Back Cover: Cowboy Poetry / Excursions
Friday, September 17
Brochure Information Due to Publisher
Wednesday, October 13
Camera Ready Pages for Publisher due to Supervisor
Wednesday, November 10�
Delivered to Post Office
Tuesday, November 23
Mail-in/Online Registration begins
Monday, December 13
Walk-in Registration begins
Monday, January 10, 2005
Classes Begin
Spring
Monday, October 18, 2004
Confirm Production Schedule & Notify Staff of Timeline
Monday, November 15
Information Due to Cindy for Processing
M — F, December 6 — 10
Projects Due to Graphics —
Front Cover: Cowboy Poetry
Back Cover: Community Services / Day Camps
Friday, December 10
Brochure Information Due to Publisher
Wednesday, January 12, 2005
Camera Ready Pages for Publisher due to Supervisor
Thursday, February 10
Delivered to Post Office
Tuesday, March 1
Mail-in/Online Registration begins
Monday, March 14
Walk-in Registration begins
Monday, March 28
Classes Begin
Summer
Thursday, January 6, 2005
Confirm Production Schedule & Notify Staff of Timeline
Tuesday, January 25
Information Due to Cindy for Processing
T — F, February 22 — 25**
Projects Due to Graphics —
Front Cover: Day Camps
Back Cover: Aquatics/Concerts
Friday, February 25
Brochure Information Due to Publisher
Wednesday, March 23
Camera Ready Pages for Publisher due to Supervisor
Thursday, April 21
Delivered to Post Office
Tuesday, May 10
Mail-in/Online Registration begins
Saturday, June 4
Walk-in Registration begins
Monday, June 20
Classes Begin
Fall
Monday, April 25, 2005
Confirm Production Schedule & Notify Staff of Timeline
Monday, May 16
Information Due to Cindy for Processing
M — F, June 6 - 10
Projects Due to Graphics —
Front Cover: Marathon
Back Cover: Parkway
Inside Back Cover: Community Services/Contract Classes
Friday, June 10
Brochure Information Due to Publisher
Wednesday, July 6
Camera Ready Pages for Publisher due to Supervisor
Thursday, August 4
Delivered to Post Office
Tuesday, August 16
Mail-in/Online Registration begins
Wednesday, August 31
Walk-in Registration begins
Monday, September 12
Classes Begin
* Thursday, November 11 (Veterans Day)
* Monday, February 21 (Presidents Day)
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