HomeMy WebLinkAboutC32300 - Printing of the 2013 City CalendarContract No. C32300
CITY OF PALM DESERT
STAFF REPORT
SUBJECT: REQUEST FOR ACCEPTANCE OF BID FOR PRINTING OF THE
2013 CITY CALENDAR
SUBMITTED BY: David Hermann, Management Analyst
DATE: October 11, 2012
Recommendation
By Minute Motion:
1. Accept the bid from Pride Industries for printing of the City's annual
Calendar for 2013 in the amount of $15,165.63; and
2. Authorize the Mayor to execute the same.
Funds are available in the 2012/2013 Marketing Budget in Account No.
110-4417-414-3091.
Executive Summary
On August 29, 2012, 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 2013. The quotes
were opened by the City Clerk on Monday, September 24. After reviewing the
submissions, staff identified the quote from Pride Industries from Roseville California as
the lowest of three 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.
Following are the responsive quotes received:
Pride Industries, Roseville: $15,165.63
Papillon Graphics, Palm Desert: $17,050.36
Custom Printing and Imaging, Chino: $21,382.98
Seven other quotes were received. Six of 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.
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Contract No. C32300
Staff Report
Production and Distribution of the City's 2013 Calendar
October 11, 2012
Page 2 of 3
With the concurrence of the City Attorney, a seventh quote from a broker in Chino Hills
was eliminated from consideration based on a lack of demonstrated experience
producing professionally printed materials for public agencies. Public agency
references provided by the broker that were contacted by City staff had no record of
work done by the broker or the printing company identified as his subcontractor.
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 2013
Palm Desert calendar. Sufficient funds are included in the 2012/2013 Marketing Budget
for this purpose.
Background
At the direction of Mayor Pro Tern Kroonen, staff has been working with the City's Youth
Committee to produce a calendar that highlights the Palm Desert Youth Committee and
the valuable role it and its members serve in the community. The 2013 Calendar and its
theme, "Today's Volunteers, Tomorrow's Leaders," will reflect this. Images in the
calendar will include pictures of the Youth Committee as well as photographs depicting
Committee member's favorite attractions, amenities, and activities in Palm Desert.
The first page of the Calendar will include a statement from the City Manager
acknowledging the Youth Committee's valuable contributions accompanied by a
photograph of the Committee and a caption listing members' names.
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, country
clubs, businesses, 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 utilized the same distribution
method in 2011. The distribution program has been a success and staff plans to employ
the same method of distributing the 2013 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 2013 Calendar is being designed by Rebecca Barrett Design at a cost of
$3,950, the same amount as the last two years 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 2013 Calendar, including photography, will be just under $19,500.
This would be approximately $4,000 less than was spent on the 2010/2011
calendar and more than $20,000 less than allocated for the calendar in the
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Contract No. C32300
Staff Report
Production and Distribution of the City's 2013 Calendar
October 11, 2012
Page 3 of 3
2009/2010 fiscal year. Sufficient funds are included in the 2012/2013 Marketing
Budget in Account No. 110-4417-414-3091.
Submitted By:
David Hermann, Management Analyst
P ul S. Gibson, Director of Finance
Approval:
M. W-ohlmuth, City Manager
CITY COUNCIL ACTION
APPROVED—_ ✓ DENIED
RECEIVED OTHER
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Original on File with City Clerk's Office
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