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Home My WebLink AboutPrinting of 2017 City CalendarSUBJECT SUBMITTED BY DATE: Recommendation CITY OF PALM DESERT STAFF REPORT REQUEST FOR ACCEPTANCE OF BID FOR PRINTING OF THE 2017 CITY CALENDAR David Hermann, Senior Management Analyst September 8, 2016 By Minute Motion: 1. Accept the bid from iColor Printing and Mailing for printing of the City's annual Calendar for 2017 in the amount of $9,828.00; and 2. Authorize the Mayor to execute the same. Funds are available in the 2016/2017 Marketing Budget in Account No. 1104417-4309100 1104417-4309101 . Executive Summary On July 20, 2016, staff published a notice requesting sealed quotes for printing and delivery to City Hall of 20,000 copies of the City's annual calendar for 2017. The quotes were opened by the City Clerk on Monday, August 8. After reviewing the submissions, staff identified the quote from Los Angeles -based iColor Printing and Mailing, Inc. as the lowest responsive quote using the correct paper stock and enumerating sales tax and delivery charges as called for in the City's published Request for Quotes. Following are the responsive quotes received: iColor, Los Angeles Dove Printing, Palm Desert Papillon Graphics, Palm Desert Xpress Graphics, Palm Desert $ 9,828.00 $10,606.93 $14,091.44 $15,765.30 g:\rda\david hermann\word files\calendar\2017\2017 calendar staff report.doc Staff Report Production and Distribution of the City's 2017 Calendar September 8, 2016 Page 2 of 3 Seven other quotes were received. These quotes were identified as non -responsive for reasons including improper paper stock and lack of enumerated sales tax and delivery charges as required in the City's published Request for Quotes. None of the non- responsive quotes were lower than iColor's quote. One Palm Desert -based vendor, Dove Printing, requested the five percent (5%) credit afforded to area businesses under the City's Local Business Preference Program (P.D.M.C. Section 3.32.125). With the roughly $530 credit factored in, Dove's quote was still more than $200 above iColor's quote. iColor is the same vendor that printed the City's 2016 Calendar, which was of a print quality consistent with past calendars produced by the City. Staff recommends approval of an agreement with iColor Printing and Mailing, Inc. in the amount of $9,828, inclusive of sales tax, for printing and delivery of 20,000 copies of the 2017 Palm Desert calendar. Sufficient funds are included in the 2016/2017 Marketing Budget for this purpose. Background In 2010, the City stopped mailing the annual Calendar to residents, distributing it instead via a variety of locations throughout the community including hotels, malls, realtors, assisted living facilities, the Palm Desert Visitor Center, Palm Desert Library, Desert Willow Golf Resort, the Palm Desert Chamber of Commerce, the Joslyn Center, and other venues. Staff has utilized the same distribution method for the past five calendars. The distribution program has been a success and staff plans to employ the same method of distributing the 2017 Calendar to residents and visitors. Staff will also promote the availability of the calendar online on its website, on social media, in print via the BrightSide newsletter, and to the media via press releases. Theme At the direction of Mayor Spiegel, staff has been working on a concept for the calendar that highlights Palm Desert's uniquely wonderful quality of life. Entitled Palm Desert — The Art of Living, the calendar will feature locations and events including Desert Willow Golf Resort, The Living Desert, Fashion Week El Paseo, Palm Desert's Independence Day Celebration, and the City's Concerts in the Park. Strategic Plan Obiective Printing and distribution of the City's 2017 Community Calendar is consistent with the Envision Palm Desert strategic plan's goals for Tourism & Marketing as it will inform residents and visitors about some of Palm Desert's key events and attractions. g:\rda\david hermann\word files\calendar\2017\2017 calendar staff report.doc Staff Report Production and Distribution of the City's 2017 Calendar September 8, 2016 Page 3of3 Fiscal Analysis The 2017 Calendar is being designed by Rebecca Barrett Design at a cost of $3,950, the same amount as the last six years and roughly $700 less than what the City spent on calendar design services in prior years. If Council approves the $9,828 proposal from iColor, the cost of design and printing for the 2017 Calendar will be less than what was spent for design and printing of the 2016, 2015, 2014, and 2013 calendars. It is also more than $20,000 less than the amount allocated for the calendar in the 2009/2010 fiscal year when it was still being mailed to residents. Sufficient funds are included in the 2016/2017 Marketing Budget in Account No. 110- 1104417-4309101. Submitted By: David Hermann, Senior Management Analyst J�e�loore, Dir?torf Finance Approval: irthy, Interim Manager g:\rda\david hermann\word files\calendar\2017\2017 calendar staff report.doc CITY OF PALM DESERT REQUEST FOR QUOTES NOTICE IS HEREBY GIVEN that the City of Palm Desert is accepting quotes for printing of the 2017 City Calendar. Charges not indicated in the bid proposal will not be allowed over and above the prices quoted unless approved by the City. State sales tax, discounts, and delivery should be shown separately. PROPOSALS will be received up to the hour of 2:00 p.m. on Mondav, August 8. 2016, in the office of the City Clerk, City of Palm Desert, 73510 Fred Waring Drive, Palm Desert, California 92260, at which time they will be opened and reviewed. Proposals must be in a sealed envelope clearly marked "Sealed Bid — Do Not Open with Regular Mail." No proposals will be accepted beyond the date and time noted above. The City reserves the right to award a contract or reject any and all bids. SUCCESSFUL BIDDER will be notified by telephone and will subsequently be issued a City of Palm Desert Purchase Order. Work is to be completed and calendars delivered as soon as possible but no later than October 20, 2016. Description: REQUIREMENTS 2017 City Calendar; 24 pages + 4-page cover; Cover prints 4/4 (process) + Satin Aqueous; Heavy coverage bleeds 24 pages print 4/4 (process) with overall pencil friendly Aqueous Die -score cover; FS&T with 24 pages, finished size: 8.5 x 11 Stitches on the 11" way with 1-hanger hole. Quantity: 20M (20,000) Stock: 100# Endeavour Velvet Recycled Cover; 80# Newport Matte Recycled Book Proof: Color proof delivered to City Hall, 73510 Fred Waring Drive, Palm Desert CA, 92260 for final review Delivery: Palm Desert Corporation Yard 74705 42nd Avenue Palm Desert, CA 92260 Info: City to supply electronic file with all elements. Dated 20t' day of July, 2016. RACRELLE D. KLASSEN, CLERK CITY OF PALM DESERT, CALIFORNIA 760-346-0611 RECEIVED CITY OF PALM DESERT, S O'RK CALIF�Df RXOFFICE PAL ESER T - r I - BID or RFP OPENING 2018 AUG -8 PM 2: 01 DATE:--�r TIME: (il PROJECT/SERVICES NAME: ' l L pw Rank Contractor/B/dder & City Price (a, z:.o — D. 1. R. # Addenda Sub Bidder's (##s) List Bond Rev2015 ICOLOR PRINTING & MAILING, INC, • August 04, 2016 City of Palm Desert City Clerk, Rachelle Klassen 73510 Fred Waring Drive Palm Desert, CA 92260 Reference: 2017 City Calendar mote Dear Rachelle, Thank you for considering and giving us the opportunity to quote on your job. Here is our quote as per the bid specifications provided to us: Title: 2017 City Calendar Qty: 20,000 Size: 8.5 X 11" Pages: 24 pages + 4-page cover Stock: Cover: 100# Endeavour Velvet Recycled Cover Text: 80# Newport Matte Recycled Book Ink: Cover Prints 4/4 (process) + Satin Aqueous Text: 4/4 (process) with overall friendly Aqueous Bindery: Die -score cover, Saddle Stitch on the 11" way wiht 1-hanger hole Proof: Laser Delivery: Palm Desert Corportation Yard Palm Desert, CA 92260 Price: $9,100.00 Plus 8% Tax $728.00 = Total $9,828.00 We will look forward to answering any questions you have about our services. Again, we thank you for considering and giving us the opportunity to quote on your job. Sincerely, Sameer Khan Account Executive, iColor Printing & Mailing, Inc. 13000 South Broadway, Los Angeles, CA 90061 • Tel: (310] 997-1452 • Fax: (310) 997-1457 www.icolorprinting.net