HomeMy WebLinkAbout2005-04-26 - AGENDA REPORTS - SEASONS BROCHURE CONTR (2)CONSENT CALENDAR
Agenda Item:
CITY OF SANTA CLARITA
AGENDA REPORT
City Manager Approval:
Item to be presented by:
Jon Bischetsrieder
DATE: April 26, 2005
SUBJECT: AWARD CONTRACT FOR DESIGN, PUBLISHING, AND
DISTRIBUTION OF PARKS, RECREATION AND COMMUNITY
SERVICES' QUARTERLY "SEASONS" BROCHURE
DEPARTMENT: Administrative Services
RECOMMENDED ACTION
1) City Council award contract to RLF Publishing for design, publishing, and distribution of
Parks, Recreation and Community Services' quarterly "Seasons," in the amount of
$75,600. Costs are per year for the initial term of one year, plus up to three additional
one-year terms.
2) City Council authorize the City Manager, or designee, to execute all contract documents,
including the authority to approve three additional one-year extensions, subject to City
Attorney approval.
BACKGROUND
Periodically, Purchasing reviews annual contracts for rebid. Parks, Recreation and Community
Services, along with Purchasing staff, determined that it would be beneficial to bid the publishing
contract for the "Seasons" brochure this year. The Invitation to Bid was published three times,
from January 23, 2005, through January 30, 2005. Notifications were sent to the Chamber of
Commerce, VIA, and seven printing vendors on file. The Invitation to Bid was distributed to 29
vendors who requested an opportunity to bid. Four printing vendors submitted bids opened by
the Purchasing Agent on February 22, 2005, and the results are shown below:
Vendor
RLF Publishing
Creel Printing Company of California, Inc.
(declined contract)
Q -Press
Modem Graphics
Location Bid
Thousand Oaks $75,600
La Canada $74,876
Pasadena $81,040
City of Industry $95,624
Creel was originally awarded the contract by Council at the March 22, 2005 Council meeting.
Recently, Creel determined they would not be able to honor their bid price and declined to
execute the contract. Staff has determined that the next highest point bid, submitted by RLF
Publishing, will provide the best value to the City for the services requested. RLF's's bid of
$75,600 annually was reviewed for accuracy and conformance to the contract documents and
found to be complete. RLF Publishing has agreed to honor their pricing.
FISCAL IMPACT
FY 04/05 funds in the amount of $75,600 for this expenditure are budgeted in account number
7213-7308.
ALTERNATIVE ACTION
1) Reject all bids and rebid.
2) Other action as determined by the City Council.