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Home My WebLink AboutC36920 - Printing of Bimonthly BrightSide Newsletter CONTRACT NO. C36920 STAFF REPORT - • - CITY OF PALM DESERT MEETING DATE: April 26, 2018 PREPARED BY: David Hermann, Public Information Officer REQUEST: Approve Contract No. C 36920 with Dove Printing for printing of the bi-monthly BrightSide newsletter for fiscal year 2018/2019 with a one-year extension provision and authorize expenditure for mailing of the newsletter. Recommendation By Minute Motion: 1. Award to low bidder Dove Printing Contract No. C 36920 in the amount of $28,494 for printing of the BrightSide newsletter for fiscal year 2018/2019 with an optional one-year extension provision for $29,064 for fiscal year 2019/2020; and 2. Authorize the Mayor to execute said contract. 3. Approve the expenditure of up to $35,000 with the United States Postal Service to cover a year's worth of postage for mailing and delivery of the BrightSide newsletter. Funds are included in the proposed General Fund Budget for 2018/2019 in Account No. 1104417 — 4302600. Strategic Plan While not specifically addressed in the Envision Strategic Plan, the BrightSide newsletter is a valuable communication and marketing tool for the City that supports a number of specific Strategic Plan priorities in multiple Strategic Results Areas including: Economic Development (Priority 4); Education (Priority 3); Energy& Sustainability (Priority 1); Public Safety (Priorities 2 and 3); and Tourism & Marketing (Priorities 2 and 4). Executive Summary Palm Desert-based Dove Printing submitted the lowest responsive bid received by the City for printing of the BrightSide newsletter. Staff has reviewed Dove Printing's submission and determined that it complies with the specifications set forth in the City's published request for bids. The bid is roughly $1,000 less than the City currently pays for printing of the newsletter. April 26, 2018 - Staff Report Printing of BrightSide Newsletter Page 2 of 3 Approval of this request would ensure that quality printing and timely delivery of the BrightSide continue following the conclusion of the City's current contract with the Printing Place. Background Analysis The City continues to utilize a two-year bid process for printing the BrightSide newsletter due to changing postal regulations and time-consuming requirements for delivery of bulk mail. In its request for proposals, the City required that submissions include a bid for printing of the newsletter in fiscal years 2018/2019 and 2019/2020. Dove Printing's $4,749 per edition price for printing of the BrightSide in 2018/2019 and $4,844 per edition price in fiscal year 2019/2020 was the only responsive bid received by the City. Bids from printers in Denver, Colorado and Springville, Utah were deemed non- responsive because they quoted paper stocks different from the recycled stock required by the specifications outlined in the request for bids and because they did not include the specified post office delivery method. The BrightSide newsletter is mailed six times a year to approximately 36,600 Palm Desert households and businesses at the current bulk rate of 15.8 cents per piece. The cost for mailing the newsletter is expected to average approximately $5,800 per issue based on U.S. Postal Service rates and past rate increases, which have historically ranged between .4 cents and .7 cents. Fiscal Analysis Approval of this contract and the related expenditure of funds will ensure that the BrightSide newsletter is printed at least six times in fiscal year 2018/2019 at a guaranteed fixed printing cost that is within the budgeted amount for this purpose. If the City exercises the contract's extension provision, Dove's slightly increased price for fiscal year 2019/2020 would still be below what the City is currently paying for printing of the newsletter and would allow the City to remain within the current budgeted amount for BrightSide production, provided that postal rates and design costs do not significantly increase. The fiscal impact for printing is $28,494 to the general fund in fiscal year 2018/2019 and $29,064 in 2019/2020 if the extension provision is exercised. This amount is less than the City has paid in each of the previous six fiscal years for BrightSide printing. Funds have been included in the proposed Budget for 2018/2019 in Account No. 1104417 - 4302600. April 26, 2018 - Staff Report Printing of BrightSide Newsletter Page 3 of 3 Approval will also ensure delivery of the City's newsletter. The fiscal impact for mailing the newsletter is $35,000 to the general fund. Funds for printing and mailing of the newsletter have been included in the proposed Budget for 2018/2019 in Account No. 1104417 - 4302600. Prepared by: David Hermann, Public Information Officer LEGAL REVIEW DEPT. REVIEW FINANCIAL REVIEW CITY MANAGER N/A Robert W. Hargreaves Martin Alvarez Moore Lauri Aylaian City Attorney Economic Development Director of Finance City Manager BID FOR BRIGHTSIDE PRINTING SERVICES The City of Palm Desert Attn: City Clerk D ^ T IE 73510 Fred Waring Drive �/ Palm Desert, CA 92260 PRI TING It is with great pleasure that Dove Printing submits its bid on The BrightSide newsletter. Dove Printing is a local, Palm Desert based printing plant,where the printing of The BrightSide will be accomplished. Dove Printing is a DBA of our parent company Little Folk Visuals.We have been prinitng for Little Folk Visuals since 1992.All printing and bindery of the BrightSide newsletter will be done locally here in Palm Desert. BID FOR 2018/2019 8 page newsletter-2 - 11"x 17"spreads-with the final fold to 8 1/2"x 5 1/2" 40,000 newsletters every 2 months 70# Endeavour Velvet Text Full color printing on both sides (4/4- Heavy ink coverage with bleeds) Press ready electronic files provided by graphic artist Digital color proof delivered to City Hall for final review Labeled post office flats with proper newsletter quantity for postal carrier routing. Postal check securely delivered to Post Office on Portola where weighing is done. Final delivery to Post Office on Hovely for distribution,within 5 days from the end of the month.Additional delivery of 500 to City Hall and 150 to Library. 8 page newsletter-Total for this bid-$4749 per issue Thank you, Brian Handova Dove Printing Ilc. 39620 ENTREPRENEUR LANE, SUITE C • PALM DESERT, CALIFORNIA 92211 P.U. BOX 14243 • PALM DESERT, CALIFORNIA 92255 TEL: (760) 360-8341 • FAX: (760) 360-0225 inlo@odovcprintingllc.com BID FOR BRIGHTSIDE PRINTING SERVICES )111 The City of Palm Desert Attn: City Clerk D ^ T 73510 Fred Waring Drive �/ E Palm Desert, CA 92260 PRI TING It is with great pleasure that Dove Printing submits its bid on The BrightSide newsletter. Dove Printing is a local, Palm Desert based printing plant,where the printing of The BrightSide will be accomplished. Dove Printing is a DBA of our parent company Little Folk Visuals.We have been prinitng for Little Folk Visuals since 1992.All printing and bindery of the BrightSide newsletter will be done locally here in Palm Desert. BID FOR 2019/2020 8 page newsletter-2 - 11"x 17"spreads-with the final fold to 8 1/2"x 5 1/2" 40,000 newsletters every 2 months 70# Endeavour Velvet Text Full color printing on both sides (4/4- Heavy ink coverage with bleeds) Press ready electronic files provided by graphic artist Digital color proof delivered to City Hall for final review Labeled post office flats with proper newsletter quantity for postal carrier routing. Postal check securely delivered to Post Office on Portola where weighing is done. Final delivery to Post Office on Hovely for distribution,within 5 days from the end of the month.Additional delivery of 500 to City Hall and 150 to Library. 8 page newsletter-Total for this bid-$4844 per issue Thank you, Brian Handova Dove Printing Ilc. 39620 ENTREPRENEUR LANE, SUITE C • PALM DESERT, CALIFORNIA 92211 P.U. BOX 14243 • PALM DESERT, CALIFORNIA 92255 TEL: (760) 360-8341 • FAX: (760) 360.0225 into(doecprinring!Ic.com