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Home My WebLink AboutAccpt Bid - Pride Industries - 2015 Calendar __.- CITY OF PALM DESERT STAFF REPORT SUBJECT: REQUEST FOR ACCEPTANCE OF BID FOR PRINTING OF THE 2015 CITY CALENDAR SUBMITTED BY: David Hermann, Management Analyst DATE: August 28, 2014 Recommendation By Minute Motion: 1. Accept the bid from Pride Industries for printing of the City's annual Calendar for 2015 in the amount of$12,030; and 2. Authorize the Mayor to execute the same. Funds are available in the 2014/2015 Marketing Budget in Account No. 110-4417-414-3091. Executive Summary On July 8, 2014, 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 2015. The quotes were opened by the City Clerk on Monday, August 11. After reviewing the submissions, staff identified the quote from Roseville, California- based Pride Industries as the lowest of five 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: Pride Industries, Roseville $12,030.00 Tribune Direct, Los Angeles $12,915.68 Dove Printing, Palm Desert: $12,927.60 RKR Marketing & Advertising, Temecula: $13,497.50 Paul Associates Inc., Indio: $13,699.54 g:\rda\david hermann\word files\calendar\2015\2015 calendar staff report.doc .� Staff Report Production and Distribution of the City's 2015 Calendar August 28, 2014 Page 2 of 3 Five 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. Pride Industries printed the 2012 and 2013 City calendars and delivered a high quality product. Staff recommends approval of an agreement with Pride Industries in the amount of $12,030, inclusive of sales tax, for printing and delivery of 20,000 copies of the 2015 Palm Desert calendar. Sufficient funds are included in the 2014/2015 Marketing Budget for this purpose. Backqround 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 three calendars. The distribution program has been a success and staff plans to employ the same method of distributing the 2015 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 Tanner, staff has been working on a concept for the calendar that will highlight recreation, athletics, and fitness in Palm Desert. Featured locations will include City parks, including Civic Center Park and the Palm Desert Aquatic Center, as well as Desert Willow Golf Resort and local hiking and biking trails in the Santa Rosa and San Jacinto Mountains National Monument. Strateqic Plan Obiective Printing and distribution of the City's 2015 Community Calendar is consistent with the Envision Palm Desert � Forward Together strategic plan's goals for Parks & Recreation and Tourism & Marketing as it will inform residents and visitors about Palm Desert's first-class parks and varied recreational opportunities. Fiscal Analvsis The 2015 Calendar is being designed by Rebecca Barrett Design at a cost of $3,950, the same amount as the last four years and roughly $700 less than what the City has spent on calendar design services in prior years. g:\rda\david hermann\word files\calendar\2015\2015 calendar staff report.doc Staff Report Production and Distribution of the City's 2015 Calendar August 28, 2014 Page 3 of 3 If Council approves the $12,030 proposal from Pride Industries, the cost of design and printing for the 2015 Calendar will be less than was spent for design and printing of the 2014 and 2013 calendars 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 2014/2015 Marketing Budget in Account No. 110- 4417-414-3091. Submitted By: ,�.y�-�' CITY CO�UNCILA�ION David Hermann, Management Analyst A��t>uovrn - DF,NiF,D. RF,Ci:IVED - OTHER MI:I;TING DATE -�� Paul S. Gibson, Director of Finance A��r�`'� �� ' Y NOES: �13�;�1�,!V'T: fl►' �---- - Ap roval: A!�s'i'n�N: r�� Vl?[dIFIF:D I3Y. Ori�;innl on File with City Clerk's Office ohn M. Wohlmuth, City Manager g:\rda�david hermann\word files\ralendar\2015\2015 calendar staff report.doc August 6, 2014 R Rachelie D. Klassen, City Clerk City of Palm Desert 73510 Fred Waring Drive � Palm Desert CA 92260 Dear Ms. Klassen, Please accept this letter as our formal bid for the printing and production of your 2015 City Calendar on behalf of PRIDE Industries. � Our bid is based on the folfowing specifications given by the City of Palm Desert. 2015 City Calendar; 24 pages+4 page cover; Cover prints 4/4 process+ Satin AQ; Heavy coverage with bleeds. 24 pages print 4/4 process with overall pencil friendly AQ Die-score cover; FS &T with 24 pages, finished size: 8.5 x 11, stitch on 11 inch side with 1-hanger hole. 20M 100# Endeavour Velvet Recycled Cover; 80# Newport Matte Recycled Book Color proof delivered to City Hall, 73510 Fred Waring Drive, Palm Desert CA, 92260 for final review. Final delivery will go to Palm Desert Corporation Yard, 74705 42"d Ave., Palm Desert, CA 92260 20,000= $11,000.00 Sales Tax 8%_ $880.00 Delivery= $150.00 Total = $12,030.00 Best regards, L . � , � <'',:��-�._ �. : � � L4. 1 • Gary Schlauch General Manager Design & Print Solutions �, Jrl � l � +�.: 1- 1t1 �� r'' � �JY ! � . � . . . . `a'111iJ � � :� ltlr � �