Report to Mayor and City Council
Tuesday, September 19, 2017
Consent
SUBJECT:
Title
CONSIDER AWARD OF CONTRACT FOR THE PRINTING AND MAILING OF THE COMMUNITY SERVICES GUIDE AND CARSON REPORT (CITY COUNCIL)
Body
I. SUMMARY
The Purchasing Manager has received a request for the printing of the Community Services Guide and Carson Report. Since the total cost for these services exceeds the amount that the City Manager may approve, the City Council is being asked to approve the contract award.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. AWARD contract to Advantage Mailing, Inc. for the printing of the remaining three (3) issues for the FY 2017/18 of the Community Services Guide and Carson Report. The total cost for the remaining three (3) issues is $30,825.
2. AWARD a one (1) year renewal option for the printing of four (4) issues for the FY 2018/19 of the Community Services Guide and Carson Report. The total cost for the four (4) issues is $41,100.
3. AUTHORIZE the Mayor to execute the contract following approval as to form by the City Attorney.
1.
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III. ALTERNATIVES
TAKE any other action the City Council deems appropriate.
IV. BACKGROUND
On June 15, 2017, proposals were received on Planet Bids for the printing of the Community Services Guide and Carson Report, as described by the City of Carson Request For Proposal No. P17-07. The Community Services Guide is published by the Public Information Office and is used for the upcoming community events, excursions, and public transportation information. The Carson Report, also published by the Public Information Office, is an educational and informational publication for residents of the City of Carson regarding City’s issues, programs and services.
Bids were solicited from fifty-three (53) vendors, four (4) of which were Carson vendors. The City Clerk posted the Notice Inviting Bids as required by the Carson Municipal Code. The bid was also published in Our Weekly newspaper on May 25, 2017, and posted on the City’s website. Attached (Exhibit No. 1) is the list of vendor’s solicited. Six (6) responsive bids were received as follows:
RESPONSIVE BIDS:
|
Company |
City |
Total Price |
|
I Color Printing And Mailing, Inc. |
Los Angeles, CA |
$34,596.80 |
|
Advantage Mailing, LLC |
Anaheim, CA |
$37,363.64 |
|
Bleenk Marketing |
El Monte, CA |
$45,596.00 |
|
PGI - Pacific Graphics Inc. |
City of Industry, CA |
$63,507.32 |
|
International Print & Packaging |
Anaheim, CA |
$76,125.00 |
|
A&J Ent. |
West Hollywood, CA. |
$84,960.00 |
The proposals were reviewed by the Purchasing and Public Information Office staff. Staff determined that the proposal received by Advantage Mailing, Inc. was the overall lowest responsible bid, which included the mailing preparation and a one (1) year renewal option. The final amount of the award is based on the total cost of printing three (3) issues for the remainder of the FY 2017/18 for the Community Services Guide and Carson Report, for a total of $30,825. The printing and mailing preparation of the Fall issue of the Community Services Guide and Carson Report was processed under the current vendor, Advantage Mailing, Inc. in the amount of $9,307.58 to meet the deadline date for this publication. Although I Color Printing & Mailing, Inc. was the lowest bidder, this vendor was disqualified in the past due to poor performance, the inability to meet deadlines and poor communication with Public Information Office staff.
A copy of the City Request For Proposal RFP No. P17-07 is available in the Purchasing Office, and an informational copy has been previously provided to the Mayor and Councilmembers.
V. FISCAL IMPACT
Funds for the printing of the publications are budgeted in FY 2017/18 in the Public Information Division account no. 01-50-540-003-6003. If City Council approves staff recommendation #2, the draft FY 2018/19 budget will include $41,100 for the four (4) issues of the Community Services Guide and Carson Report.
VI. EXHIBITS
1. Vendor Notifications (pgs. 4 - 8)
2. Agreement for contract services between the City of Carson and Advantage Mailing, Inc. (pgs. 9 - 35)
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Prepared by: Martha Ceja, Buyer