HomeMy WebLinkAbout2014-09-09 - AGENDA REPORTS - SEASONS MAGAZINE PRINTING (6)CONSENT CALENDAR
DATE:
SUBJECT:
DEPARTMENT:
Agenda Item: 3
CITY OF SANTA CLARITA
AGENDA REPORT
City Manager Approval:
Item to be presented by:
September 9, 2014
Gail Morgan
CONTRACT AWARD FOR SEASONS MAGAZINE PRINTING
City Manager's Office
RECOMMENDED ACTION
City Council:
1. Award a contract to DWS, a local Santa Clarita business, for printing the City's
award-winning SEASONS magazine. Authorize a 5% contingency for unforeseen overages for a
total not -to -exceed $121,344 for FY 14/15. Authorize the City Manager or designee to modify
the award in the event other issues of impossibility of performance arise, subject to City Attorney
approval.
2. Authorize the City Manager or designee to execute all documents, including subsequent
annual renewals, in accordance with the terms of the contract, subject to City Attorney approval.
Subsequent contract renewals will include four issues per fiscal year, in an amount not to exceed
$161,792.
SEASONS, the City's quarterly magazine which provides listings of sports, programs, and
recreation offerings, as well as information about what is happening in the City, is mailed to
every household in the City on a quarterly basis.
At the June 24, 2014, regular City Council meeting, Council approved the budget for FY 14/15
which included costs for printing the SEASONS magazine. The award is for an initial term of
one year and has three optional renewal years. The FY 14/15 budget includes three remaining
issues at $38,522 per issue, plus 5% contingency. An invitation to bid was posted on Planet Bids
on July 10, 2014; a notice was sent to 443 registered vendors; and 42 vendors downloaded the
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bid documents. Seven responses were electronically received and opened at 11:00 A.M. on
August 8, 2014.
The City's "In Support of Santa Clarita Businesses" ordinance allows local vendors who are
within 10% to match the lowest price. The lowest responsible, responsive bidder is Freedom
Printing. DWS who is local and whose bid is within the 10% threshold, has agreed to match
their bid of $38,522 per issue.
The results of the bids are listed as follows:
Vendor Location Bid
Freedom Printing Anaheim, CA $38,522
Publication Printers Denver, CO $38,901.42
Southwest Offset Printing Gardena, CA $39,528
DWS Santa Clarita, CA $41,195
Documedia Irvine, CA $51,017
Marshall Toomey Canyon Country, CA $55,250
Commander Business Oxnard, CA $65,258
ALTERNATIVE ACTIONS
Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds are available in Brochures expenditure account 15102-5101.004.