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Home My WebLink AboutE-12 Staff Report - Request For Proposals new city guide CONSENT ITEM E-12 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: SERGIO GONZALEZ, CITY MANAGER FROM: MIKI CARPENTER, DIRECTOR OF RECREATION & FAMILY SERVICES DATE: DECEMBER 3, 2018 SUBJECT: AUTHORIZE REQUEST FOR PROPOSALS FOR CITY PUBLICATION TO REPLACE RECREATION ACTIVITY GUIDE BACKGROUND: The Department of Recreation and Family Services distributes an Activities Guide three times a year. This guide is mailed to each household and hundreds more are distributed throughout the city and has been a very effective tool to share information with residents. This guide has primarily served as a schedule of upcoming events, classes and sports activities, along with some information about other departments and programs. The City of Azusa Light & Water Department and the City Manager’s Office annually also print communication materials highlighting events or important information. Additionally, the Azusa Library, Azusa Police Department and the Economic and Community Development Department also hold community events and have communication needs. In consideration of the need for a citywide publication, all the previously mentioned departments are interested in collaborating on such a piece, that would meet all of their needs in a cost-effective manner. RECOMMENDATION: Staff recommends that the City Council take the following actions: 1)Authorize staff to prepare and release REP to identify a vendor to design and produce a new citywide publication that meets the needs of multiple city departments ANALYSIS: Initial discussions with department representatives indicated that duplication would be eliminated and an effective citywide communication tool may be developed as a collaborative project among multiple city departments. The pooling of creative and financial resources will potentially allow for an effective and efficient way to share information about activities, events and news about the City of Azusa. APPROVED CITY COUNCIL 12/3/2018 AUTHORIZE NEW BID PROCESS FOR CITY PUBLICATION TO REPLACE RECREATION ACTIVITY GUIDE December 3, 2018 Page 2 FISCAL IMPACT: The new citywide publication would not potentially have a fiscal impact as it could be funded by multiple departments that have budgeted for separate departmental publications. These include the City Manager’s Office, Recreation and Family Services, and Azusa Light & Water. By pooling resources, it is anticipated that one citywide publication will be a more cost-effective approach to creating an appealing communication tool. Prepared by: Reviewed and Approved: Miki Carpenter Sergio Gonzalez Director of Recreation & Family Services City Manager Attachment: 1) Request for Proposals for Design, Printing and Mailing of City Guide and Newsletter Request for Proposals Scope of Work: City of Azusa City Guide INVITATION The City of Azusa invites vendors to submit proposals for the design, printing and mailing services of the Azusa City Guide and Newsletter, to be published bi-annually from January-August (Spring/Summer) to be tentatively mailed in March and September-December (Fall/Winter) to be tentatively mailed in August. PURPOSE The purpose of the Request for Proposals (RFP) is to select a commercial vendor to design, print, and mail the bi-annual Azusa City Guide and Newsletter publication. The publication serves two vital needs of the City: 1) Acquaint residents with community programs and services, and 2) Make residents aware of upcoming meetings and events Your company is being given the opportunity to bid on design, printing and mailing services for a one-year contract for two issues of the Azusa City Guide and Newsletter reflecting content for Spring/Summer and Fall/Winter. The publication will include the Community Services Guide along with news and events from the City. SCOPE OF SERVICES PER AZUSA CITY GUIDE AND NEWSLETTER (2X /Year) 1.ENGLISH VERSION •Paper Print For price comparison on what paper type to use, please indicate bid for each specified paper type: a.) Pages: 48 pages, 8 3/8 x 10 7/8 Stock: White #80 10% Post Consumer Weight Self Cover Gloss (or equivalent), Ink: Four-color throughout, full bleed Stitch: Saddle stitch b.) Pages: 48 pages, 8 3/8 x 10 7/8 Stock: White #43 #5 Gloss Book (or equivalent), Ink: Four-color throughout, full bleed Stitch: Saddle stitch c) 60 pages Total Activity Guide: Pages: 52 page self cover – 8.5 x 10.75 way with city reporter in middle Stock: 50# 40% PCW waste min. (or equivalent) Inks: Outside 16 pages 5/2 (4+ PMS / blk + pms) Balance of 36 pages 2/2: black + PMS City Newsletter Insert 8 page self cover – 8.5 x 10.75, stitch the 10.75 way Stock: 60# velvet book recycled Ink: 4/4 process Attachment 1 • Print Run = 18,000: Delivery to Post Office = 17,000 (approx.) Delivery of remainder copies to Family & Recreation Office • Typesetting, design, art and stock photography, press work, collating, binding, etc. • Post Office preparation and delivery, to be done by printer. Postage will be paid by the City • Pages required if need to add pages and cost per additional pages • Online Flipbook feature with direct hotlinks to the City’s registration system 2. SPANISH VERSION: • Spanish Translation • Same paper print specs as English version • Online Flipbook feature with direct hotlinks to the City’s registration system • Print Run = 1000 copies The selected vendor would be responsible for ensuring that the Guide is published on time and is of good print quality. For the bi-annual publication, the vendor would coordinate design, production, label, and deliver to the Post Office using proper bulk mailing procedures. The City will pay for postage. Questions regarding this Request for Proposals may be directed to Miki Carpenter at (626) 812-5220 or mcarpenter@azusaca.gov. INSTRUCTIONS A. Proposal Submission The attached publication specification sheet proposal must be completed and submitted no later than 5:00 p.m. PST, Thursday, January 3, 2019. B. How to Submit Applicants must submit their proposals electronically in one submission via e-mail: • Submit to e-mail address: mcarpenter@azusaca.gov • E-mail subject line: “RFP-Design, Printing and Mailing Services of Azusa Guide Applicants may submit hard copies of their proposals and sample publicity materials via mail or in person to: Attn: Miki Carpenter, Family & Recreation Director RFP – Design, Printing & Mailing Services of Azusa Guide 320 N. Orange Place, Azusa, CA 91702 Responses must be received on or before the deadline, January 3, 2019, by 5:00 p.m. PST, in order to be eligible for consideration. Any proposal received after the deadline will be disqualified. C. Request for Clarification To clarify information contained in the RFP, applicants should contact Miki Carpenter at (626) 812-5220 or mcarpenter@azusaca.gov. D. Rights of the City The City of Azusa reserves the right to refuse or reject any and all proposals, waive irregularities and information in any proposal, and to review, consider, evaluate, and use any proposal in a manner consistent with law in and the best interest of the City. The City reserves the right to award a contract to more than one company. E. Cost of Proposal Preparation Applicants are responsible for costs incurred by responding to this RFP. F. Disqualified Proposals Any proposals received after the proposal submission deadline or with insufficient postage shall be refused and returned to the applicant unopened. G. Equal Employment Opportunity Applicant shall agree that it does not and will not discriminate against any subcontractor, employee or applicant for employment because of race, religion, color, sex, age, disability of national origin. H. Indemnification Applicant shall save, keep, hold harmless, defend and fully indemnify the City of Azusa and its officers, employees, elected officials, attorney, members of boards and commissions, agents and volunteers from all damages, claims for damages, costs and expenses, including legal fees and expenses in law or equity that at any time arise out of the bidders performance. I. Insurance Applicant shall adhere to Worker’s Compensation insurance requirements per California Labor Code for all employees. (See attached Consultant Services Agreement). J. Conditions 1. No applicant-initiated amendments or alterations to the proposals will be accepted after 5:00p.m., Thursday, January 3, 2019 deadline. 2. The City may request, at its discretion, revisions to proposals or portions thereof. 3. The City may request clarification or meetings to clarify sections of the proposals, at the City’s sole discretion. 4. Once submitted, proposals become the property of the City of Azusa and are public record. 5. Information to be considered proprietary should be identified as such when the proposal is submitted. 6. The City of Azusa advocates the use of vendors and contractors located within the City of Azusa wherever qualifications and adherence to necessary specifications are equal. Local vendors will have an 7. Business to be selected should have a valid Azusa Business License before commencing work. 8. In the event the City should consider awarding a contract for service, the City reserves the right to negotiate the specific terms of the contract using the proposal as a basis. 9. Applicants acknowledge that it is the intent of the City to comply with all applicable federal and state laws, purchasing ordinances and regulations, or other legal obligations through the process.