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HomeMy WebLinkAboutItem 2h: Printing and publishing of the book "More Visions of Arcadia". STAFF REPORT Office of the City Manager DATE: March 5, 2013 TO: Honorable Mayor and City Council FROM: Dominic Lazzaretto, City Manager By: Linda Garcia, Communications, Marketing and Special Projects Manager SUBJECT: AUTHORIZE AND DIRECT THE CITY MANAGER TO RETAIN THE SERVICES OF THE WORKSHOP PRINTERS FOR SERVICES RELATED TO THE PRINTING AND PUBLISHING OF THE BOOK “MORE VISIONS OF ARCADIA” IN THE AMOUNT OF $18,729. Recommended Action: Approve SUMMARY In October 2012, the City Council gave direction to staff to proceed with the publication of More Visions of Arcadia, a follow-up book to Visions of Arcadia: A Centennial Anthology, with the understanding that the City would front the money to publish the book and be reimbursed with proceeds from book sales. This report requests approval to retain The Workshop Printers to print and publish the book at a cost not to exceed $18,729. BACKGROUND In 2003, as part of the Centennial Celebration, the City published a book titled Visions of Arcadia: A Centennial Anthology. This book is a compilation of stories and memories about Arcadia’s first 100 years and offers an interesting anecdotal and personal history of the community. More Visions of Arcadia will follow the same essay format, allowing for additional memories to be shared. As was the case with the first book, Council Member Gary Kovacic will serve as the Editor, with complete control over the content. Once produced, the book will be sold to the public at an as-yet-to-be-determined price. DISCUSSION Proposals were requested from four printing companies for the printing of More Visions of Arcadia. In order to obtain accurate costs, the Request for Proposals (RFP) called out as many specifics of the project as was possible at the time it was issued, with the understanding that some components (e.g. the number and type of photos, amount of image touch-ups needed, quantity, exact page count, etc.) would not be known until essays have been received and the book is in outline form. Three proposals were received. Because of the nature of the project, there were differences in how the costs were bundled and provided, as well as variable costs based on the tasks referenced above and options such as professional proofreading and higher quality paper. More Visions of Arcadia Publishing Agreement March 5, 2013 Page 2 of 3 The goal for this project is to produce a book very similar to the first Visions of Arcadia in terms of appearance and quality, and the RFP was prepared and evaluated with this in mind. The prices noted below are for a 400-page book and include printing, binding, creation of a cover design similar to the first book but with a different color scheme, some image processing, a color insert, three reviews/sets of corrections, an ISBN number, not individual shrink wrap, and shipping/delivery by August 2, 2013. The cost does include additional opportunities for corrections, more involved graphic design, more extensive photo work, professional proofreading, or any advertising materials. Quantity: 1,000 1,500 The Workshop Printers $13,119 $15,607 Charles Allen Imaging Experts $19,547 $22,227 Reedy Press $23,246 $25,522 At the time this report was written, the quantity of books to order was not determined, nor had a decision been made about the use of color. Therefore, it is recommended that the City Council authorize a level of funding that will cover 1,500 books with a color insert, with the understanding that only the actual amount of money needed will be used. As the Editor, Council Member Kovacic will make the decision on quantity and color. Using the low bid from The Workshop Printers, the cost for this project is estimated as follows: Services as referenced above: $15,607 Standard 10% over/under charge: 1,561 Contingency: 1,561 Total: $18,729 The Workshop Printers has an extensive and positive history with the City of Arcadia, including having been the City’s “official printer” for a number of years. The Workshop intends to subcontract the printing and binding services to Bang Printing. Bang Printing is a full-service commercial printer and leading book manufacturer. Their Valencia branch is the largest printer of books, manuals, catalogs and directories in the western United States. The sales price for the book will be determined when the final cost of publication is known. FISCAL IMPACT While an allocation of funds is needed to cover the cost of producing the book, the goal is to have revenue from book sales offset the money paid by the City. In terms of the up- front money for the More Visions project, it is recommended that the $18,729 come from the trust account that is holding the revenue generated by the first Visions of Arcadia book. The current balance in this account is $22,968.46. More Visions of Arcadia March 5, 2013 Page 3 of 3 RECOMMENDATION It is recommended that the City Council authorize and direct the City Manager to retain the services of The Workshop Printers for services related to the printing and publishing of the book “More Visions of Arcadia” in the amount of $18,729.