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Home My WebLink AboutAccpt Bid for Printing of 2014 City Calendar , � � � CITY OF PALM DESERT STAFF REPORT SUBJECT: REQUEST FOR ACCEPTANCE OF BID FOR PRINTING OF THE 2014 CITY CALENDAR SUBMITTED BY: David Hermann, Management Analyst DATE: September 12, 2013 Recommendation By Minute Motion: 1. Accept the bid from Dove Printing of Palm Desert for printing of the City's annual Calendar for 2014 in the amount of $12,331.44; and 2. Authorize the Mayor to execute the same. Funds are available in the 2013/2014 Marketing Budget in Account No. 110-4417-414-3091. Executive Summary On July 10, 2013, 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 2014. The quotes were opened by the City Clerk on Monday, August 26. After reviewing the submissions, staff identified the quote from Palm Desert-based Dove Printing as the lowest of seven responsive quotes enumerating sales tax and delivery charges as called for in the City's published Request for Quotes. Following are the responsive quotes received: Dove Printing, Palm Desert: $12,331.44 Color Tech Printing & Mailing, Lakeforest: $12,687.84 Pride Industries, Roseville: $13,094.00 Papillon Graphics, Palm Desert: $13,165.84 Home Run Media Group, Huntington Beach: $13,738.13 Ecko PW, Chino Hills: $13,749.11 Interactive Color Inc., Glendale: $16,165.00 g:\rda\david hermann\word files\calendar�2014�2014 calendar staff report.doc Staff Report Production and Distribution of the City's 2014 Calendar September 12, 2013 Page 2 of 3 Eight other quotes were received. These were identified as non-responsive for reasons including improper paper stock and lack of enumerated sales tax and detivery charges as required in the City's published Request for Quotes. Staff recommends approval of an agreement with Dove Printing in the amount of $12,331.44 inclusive of sales tax for printing and delivery of 20,000 copies of the 2014 Palm Desert calendar. Sufficient funds are included in the 2013/2014 Marketing Budget for this purpose. Backqround At the direction of Mayor Harnik, staff has been working with the Historical Society of Palm Desert to produce a calendar that highlights the community's history as well as the progress that Patm Desert has made in the 40 years since it incorporated as a City. The 2014 Calendar and its theme, "Palm Desert: Then and Now," witl reflect this. 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 has utilized the same distribution method for the past finro calendars. The distribution program has been a success and staff plans to employ the same method of distributing the 2014 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. Fiscal Analvsis � The 2014 Calendar is being designed by Rebecca Barrett Design at a cost of $3,950, the same amount as the last three years and roughly $700 less than what the City has spent on calendar design services in prior years. If Council approves the $12,331.44 proposal from Dove Printing, the total cost of producing the 2014 Calendar, including photography, will be under $17,000. This is less than was spent on the 2013 Calendar and approximately $6,000 less than was spent on the 2010/2011 calendar. It is also more than $22,000 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 2013/2014 Marketing Budget in Account No. 110- 4417-414-3091. g:\rda\david hermann\word files\calendar�2014�2014 calendar staff report.doc Staff Report Production and Distribution of the City's 2014 Calendar September 12, 2013 Page 3 of 3 Submitted By: - (�i�--�-- David Hermann, Management Analyst �� Paul S. Gibson, Director of Finance A roval: �� ohn M. Wohlmuth, City Manager �ITY COIJNC[LACTION APPROVF:D ✓ I?1?tV�1F.D 12�:CEIVED ()THER M[;[;TINC DATE " '�� AYI;S: � � NOES: ��- A[35i;NT: I�� - ABSTAIN: VERIF[ED BY: Original an File with City Clerk's O ice g:\rda\david hermann\word files\calendar�2014�2014 calendar staff report.doc � BID FOR PRINTING - 2014 CITY CALENDAR ' The City of Palm Desert D � � T Attn: City Clerk V � 73510 Fred Waring Drive �� R � �l" t N (:, Palm Desert, CA 92260 It is with great pleasure that Dove Printing submits its bid for printing the 2014 City Calendar.Dove Printing is the current printer of The Bright Side newsletter.We are local and do all the printing at our plant in Palm Desert.A press check is available during the printing. Calendar bid: 24 inside pages-8.5"x 11"printed in full color 4/4 with a pencil friendly satin aqueous coating. The choice of Newport Matte paper is relevant only to web presses that use roll stock.Our sheet-fed offset press will use a comparable paper stock.Enclosed with this bid is a sample of the paper (80# Flo Dull Book). Recycled content is equal to Newport and is 10%. The 4 page cover will be 100#Endeavour Velvet Cover. Full color printing on both sides (4/4-Heavy ink coverage with bleeds).Again,pencil friendly satin aqueous coating will be applied.Die scored, folded and stitched with inside pages.And,a hanger hole will be added. Digital color proof delivered to City Hall for final review. Printing bid $11,418 for 20,000 calendars Tax $913.44 Delivery Free local delivery Total bid $12,331.44 - $0.62 for each calendar Thank you, ��l��" Brian Handova Dove Printing Ilc. 39620 ENTREPRENEUR LANE,SUI'TE C • PALM DESERT,CALIFORNIA 92Z11 P.O. BOX 14243 • PALM DESERT, CALIFORNIA 92255 TEL: (760) 360-8i41 • FAX: (760) i60-0225 infoCa?doveprintingllc.com