HomeMy WebLinkAboutC31250 Printing of the 2012 City CalendarCITY OF PALM DESERT
STAFF REPORT
SUBJECT: REQUEST FOR ACCEPTANCE OF BID FOR PRINTING OF THE
2012 CITY CALENDAR
SUBMITTED BY: David Hermann, Management Analyst
DATE: October 13, 2011
Recommendation
By Minute Motion:
1. Accept the bid from Pride Industries for printing of the City's annual
Calendar for 2012 in the amount of $15,165.63; and (Contract No. C31250)
2. Authorize the Mayor to execute the same.
Funds are available in the 2011/2012 Marketing Budget in Account No.
110-4417-414-3091.
Executive Summary
On September 8, 2011, staff published a notice requesting sealed quotes for printing
and delivery to City Hall of 25,000 copies of the City's annual calendar for 2012. The
quotes were opened by the City Clerk on Monday, September 26. After reviewing the
submissions, staff identified the quote from Pride Industries, from Roseville California,
as the lowest of six responsive quotes listing the proper paper stock and enumerating
sales tax and delivery charges as called for in the City's published Request for Quotes.
Staff recommends approval of an agreement with Pride Industries in the amount of
$15,165.63 inclusive of sales tax for printing and delivery of 25,000 copies of the 2012
Palm Desert calendar. Sufficient funds are included in the 2011/2012 Marketing Budget
for this purpose.
Background
Following are the responsive quotes received:
Pride Industries, Roseville: $15,165.63
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Staff Report
Production and Distribution of the City's 2012 Calendar
October 13, 2011
Page 2 of 3
Five Star Graphics, Torrance:
$17,192.65
Home Run Software Services, Huntington Beach:
$17,794.25
Papillon Graphics, Palm Desert:
$18,770.25
All About Printing, Chatsworth:
$23,826.85
IM Press, Palm Desert:
$25,474.69
Eight other quotes were received, but were identified as non -responsive for
reasons including improper paper stock and lack of specified sales tax and
delivery charges as required in the City's published Request for Quotes.
Background
At the direction of Mayor Pro Tern Spiegel, staff has been working with the City's
Marketing Committee to produce a calendar that can serve as a marketing piece to
promote Palm Desert. The Marketing Committee has already selected a Calendar
theme, "Treasures Every Step of the Way." Also the popular tagline for the El Paseo
Merchant's Association, this theme will be illustrated in the Calendar using images that
highlight the many attractions and activities — Palm Desert treasures — that contribute to
the unique quality of life enjoyed by our community's residents and visitors.
At Mayor Pro Tern Spiegel's suggestion, the first page of the Calendar will acknowledge
the valuable contributions of the City's Marketing Committee with a photograph of the
Committee and a caption listing their names.
Last year was the first year that the City did not mail the annual Calendar to residents,
distributing it instead via a variety of locations throughout the community including
hotels, malls, country clubs, businesses, realtors, assisted living facilities, the Palm
Desert Library, Desert Willow Golf Resort, the Palm Desert Chamber of Commerce, the
Joslyn Center, and other venues. The distribution program appears to have been a
success and staff plans to follow the same template for distribution of this year's
Calendar to residents and visitors.
The City 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.
Fiscal Analysis
The 2012 Calendar is being designed by Rebecca Barrett Design at a cost of
$3,950, the same amount as last year and roughly $700 less than what the City
has spent on calendar design services in prior years. If Council approves the
$15,165.63 proposal from Pride Industries, the total cost of producing the 2012
Calendar, including photography, will be just under $19,500. This would be
approximately $4,000 less than was spent on last year's calendar and more
than $20,000 less than allocated for the calendar in the 2009/2010 fiscal year.
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Staff Report
Production and Distribution of the City's 2012 Calendar
October 13, 2011
Page 3 of 3
Sufficient funds are included in the 2011/2012 Marketing Budget in Account No.
110-4417-414-3091.
Submitted By:
JJ
David Hermann
Paul S. Gi
Department Head:
b
ement Analyst Xstit McCarthy, ACM for Redevelppment
r of Finance
(=�1;
n M. Wohlmuth, City Manager
CITY COUNCILACTION
APPROVED
RECEIVED
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VERIFIED BY:
Original on File with City Clerk's 1'rice
g:\rdaldavid hermannlword fileslcalendar\201212012 calendar staff report.doc
Contract No. C31250
PR**,'DE
I N D U S T R I E S
Customer: City of Palm Desert
Quote Date: 09/12/11
Payment Terms: Credit
Ship VIA:
FOB Point:
Contact: Rachelle Klassen
Bill To:
Item Description
CUSTOMER QUOTE
PRIDE Industries
10030 Foothills Boulevard
Roseville, Ca. 95747-7102
www.prideindustries.com
Quote Number: PD 1496
Pride Contact: Gary Schlauch
Pride Contact Number: (916) 788-2129
Pride Contact Fax: (916) 788-2529
Pride Email: gschlauch@prideindustries.com
Additional Shipping Info:
Quantity UOM Unit Price
2012 City Calendar
24 pages plus cover. For a total of 28 pages.
I l" x 17" flat, folds to 8 1/2" x 11", with bleeds.
Cover Prints 4 color process plus satin aq coat.
Stock:
Cover — 100# Endeavour Velvet recycled Cover
Text — 80# Newport Matte Recycled book
Finishing:
Folds & saddlestiches along the I I" edge.
There is a 3/16" hold drilled on the I I" edge.
25,000 .55
Delivery 1
Sales Tax .0775
Total
Thank youv
Gary Slchlauch
PRIDE Industries
916-788-2129
Accepted by:
Signature
Extended Price
$13,750.00
$ 350.00
$ 1,065.63
$15,165.63
Printed Name/Title
Date