HomeMy WebLinkAboutPrinting of 2016 City Calendar - iColor PrintingCITY OF PALM DESERT
STAFF REPORT
SUBJECT: REQUEST FOR ACCEPTANCE OF BID FOR PRINTING OF THE
2016 CITY CALENDAR
SUBMITTED BY: David Hermann, Management Analyst
DATE: August 27, 2015
Recommendation
By Minute Motion:
1. Accept the bid from iColor Printing and Mailing for printing of the City's
annual Calendar for 2016 in the amount of $10,130.40; and
2. Authorize the Mayor to execute the same.
Funds are available in the 2015/2016 Marketing Budget in Account No.
110-4417-414,3091.
Executive Summary
On July 9, 2015, 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 2016. The quotes
were opened by the City Clerk on Monday, August 10.
After reviewing the submissions, staff identified the quote from Los Angeles -based
iColor Printing and Mailing, Inc. as the lowest of three responsive quotes 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
Pride Industries, Roseville
Dove Printing, Palm Desert
$10,130.40
$11,814.00
$11,884.32
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Staff Report
Production and Distribution of the City's 2016 Calendar
August 27, 2015
Page 2of3
Nine other quotes were received. These 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 local 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 $595 credit factored in, Dove's quote was still more
than $1,000 above iColor's quote.
Staff has not worked with Color before and therefore requested samples of the
company's work as well as references. The samples indicate that the company is
capable of creating the type of quality work associated with Palm Desert's annual
calendar and the three references, including the Los Angeles Unified School District,
were unanimous in their endorsement of iColor's work product and customer service.
Staff recommends approval of an agreement with iColor Printing and Mailing, Inc. in the
amount of $10,130.40, inclusive of sales tax, for printing and delivery of 20,000 copies
of the 2016 Palm Desert calendar. Sufficient funds are included in the 2015/2016
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 four calendars.
The distribution program has been a success and staff plans to employ the same
method of distributing the 2016 Calendar to residents and visitors.
Staff will also promote the availability of the calendar online on its website, in print via
the BrightSide newsletter, and to the media via press releases.
Theme
At the direction of Mayor Weber, staff has been working on a concept for the calendar
that will highlight Palm Desert's stunning views and colorful flora and fauna. Entitled
Palm Desert — A Natural Beauty, the calendar will feature locations including Desert
Willow Golf Resort, The Living Desert, Eric Johnson Memorial Gardens, and the Santa
Rosa and San Jacinto Mountains National Monument.
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Staff Report
Production and Distribution of the City's 2016 Calendar
August 27, 2015
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Strategic Plan Objective
Printing and distribution of the City's 2016 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 attractions and highlight our
community's natural beauty.
Fiscal Analysis
The 2016 Calendar is being designed by Rebecca Barrett Design at a cost of $3,950,
the same amount as the last five years and roughly $700 less than what the City spent
on calendar design services in prior years.
If Council approves the $10,130.40 proposal from iColor, the cost of design and printing
for the 2016 Calendar will be less than what was spent for design and printing of the
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 2015/2016 Marketing Budget in Account No. 110-
4417-414-3091.
Submitted By:
David Hermann, Management Analyst
Paul S. Gi son, Director of Finance
roval:
n M. WZShlmuth, City Manager
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