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HomeMy WebLinkAboutItem 2h - Contrct for Citywide Printing Services�'��GPyIFOft1�*IgyJ. f -r 1n ... p ... t,d A.gu 5, 1903 °�-421 "_ty STAFF REPORT Administrative Services Department DATE: June 18, 2013 TO: Honorable Mayor and City Council FROM: Hue Quach, Administrative Services Director By: Jan Steese, Purchasing Officer SUBJECT: AUTHORIZE AND DIRECT THE CITY MANAGER TO EXECUTE A THREE YEAR AGREEMENT WITH THE WORKSHOP FOR CITYWIDE PRINTING SERVICES FOR A NOT TO EXCEED AMOUNT OF $200,000 ANNUALLY BEGINNING JULY 1, 2013, THROUGH JUNE 30, 2016, WITH THE OPTION OF THREE ONE -YEAR RENEWALS AT THE END OF THE TERM OF THE AGREEMENT. Recommended Action: Approve SUMMARY In August, 2010, the City Council approved a three year contract for citywide printing services with Licher DM in the amount not to exceed $270,000 annually. The current contract is due to expire on June 30, 2013. In April, 2013, staff began the process to solicit proposals for a new contract for citywide printing services. Proposals were reviewed by a committee represented by several departments. After careful evaluation of the proposals, it is recommended City Council approve the award of citywide printing services to the lowest responsible proposer, The Workshop. BACKGROUND The City of Arcadia has outsourced its printing services for many years. The current contract is with Licher DM and is due to expire on June 30, 2013. Licher DM currently produces various printed materials such as the newsletter, envelopes, letterhead, business cards, the Connection, the Hot Sheet and others. In 2010, when the contract was established with Licher DM, it was intended to cover all printing services citywide. However, throughout the course of the first year of the contract, staff required printing of specialty items that were not included in the original contract with Licher DM. When staff compared pricing from Licher DM, The Workshop, and The Sauce Creative Services, it was discovered that The Workshop and The Sauce Creative Services could produce some of the specialty printing projects at a lower price than Licher DM. As a Award of Citywide Printing Services Contract June 18, 2013 Page 2 of 3 result of the realized cost savings, it was determined that it would be in the best interest of the City to seek competitive proposals as opposed to renewing the existing contract with Licher DM. DISCUSSION On April 15, 2013, staff prepared and mailed proposals to thirty -five (35) prospective vendors. A mandatory pre - proposal meeting was held on April 30, 2013, to allow all prospective proposers the opportunity to view approximately 168 samples of documents currently being printed, as well as the opportunity to ask questions about the current contract and submittal of their proposals. Four (4) proposers attended the mandatory pre - proposal meeting. The attendees were The Workshop, Licher DM, The Sauce Creative Services, and Glendale Printing. On May 7, 2013, the City received two (2) responses to the request for proposals from The Workshop and Licher DM. A committee consisting of representatives from various city departments was formed to evaluate the proposals. The committee considered the proposers' thoroughness and understanding of the scope of work; the company's related experience, references, and quality of proposals submitted; and overall costs. The results of the committee's evaluation of the proposals are as follows: Evaluation Categories The Workshop Licher DM Thoroughness & Understanding of Scope of Work (25 points possible) 24.38 22.50 Related Experience (20 points possible) 19.75 20.00 References (20 points possible) 13.88 12.88 Proposal Quality (15 points possible) 19.13 15.38 Cost Proposal (20 points possible) 18.63 13.63 Total averaged points (100 points possible) 95.77 84.39 The RFP stated that all prices quoted are to include delivery and pick up of all documents, forms, catalogs, plates, negatives, graphic design services, typesetting, packaging, software, all sub - contractors used, all consumables expended, all overhead, and any other related costs not specifically mentioned therein. When determining costs, The Workshop's overall cost was lower than Licher DM. Cost proposals provided by the two companies are as follows: The Workshop $142,202 Licher DM $179,405 Award of Citywide Printing Services Contract June 18, 2013 Page 3 of 3 Staff is confident that The Workshop can perform citywide printing services on a satisfactory basis as needed. Based on the committee's overall evaluation of the proposals and the costs submitted by both companies, it is recommended that the City Council authorize the award of a contract for citywide printing services to The Workshop for the period of July 1, 2013, through June 30, 2016, with the option to renew annually for a maximum of three one -year periods. FISCAL IMPACT The funding for citywide printing services is included within each department's operating budget. It is anticipated that the annual costs for printing services will not exceed $200,000 which will include funds for any special projects that may arise during the 2013 -14 Fiscal Year. RECOMMENDATION It is recommended that the City Council authorize and direct the City Manager to execute a three year agreement with The Workshop for citywide printing services for a not to exceed amount of $200,000 annually beginning July 1, 2013, through June 30, 2016, with the option of three one -year renewals at the end of the term of the agreement. ApprovQd_ Dominic Lazzare�t� City Manager