HomeMy WebLinkAboutItem 2j: Contract with Licher DM for Citywide Printing ServicesDATE: August 17, 2010
TO: Mayor and City Council
FROM: Hue Quach, Administrative Services Director
By: Jan Steese, Purchasing Officer-
SUMMARY
BACKGROUND
DISCUSSION
STAFF REPORT
Administrative Services Department
�6
SUBJECT: Authorize the City Manager to enter into an agreement for Citywide
Printing Services with Licher DM
Recommendation: Approve
In August 2007, City Council approved a three year contract for citywide printing
services with The Workshop in the amount not to exceed $270,000.00 annually. The
current contract expired June 30, 2010. In June 2010, staff began the process to solicit
proposals for a new contract for citywide printing services. Proposals were reviewed by
a committee represented by staff from Recreation and Community Services, Fire
Department, Library Administrative Services, and the City Manager's Office. After a
careful evaluation, staff has recommended contracting citywide printing services with
Licher DM.
The City of Arcadia outsources its citywide printing services with The Workshop for
most all of the printing needs since 2004. The Workshop currently produces various
printed materials such as the newsletter, the "Buzz ", envelopes, letterhead, business cards
and other special services such as promotional materials for city events.
In August 2007, City Council approved a three year contract with The Workshop that
expired June 30, 2010. Staff has since solicited proposals due to the expiration of the
current contract and also with an interest to seek out the most competitive service in the
current state of the economy. In June 2010, staff prepared and mailed proposals to thirty -
five (35) prospective bidders. Staff conducted a pre - proposal meeting on July 1, 2010 to
allow all prospective bidders the opportunity to view samples of some of the documents
to be printed as well as the opportunity to ask questions about the contract and submittal
of their proposals. Four (4) prospective bidders attended the pre - proposal meeting, The
Mayor and City Council
August 17, 2010
Workshop, Licher Printing, Prographics and A & K Printing. On July 13, 2010 the City
received four (4) responses to the request for proposals from The Workshop, Licher DM,
Prographics and G & V Printing. G & V Printing submitted a "no bid" response. Other
vendors have stated that they could not meet the needs and services that the City demands
and therefore did not submit a proposal.
A committee was formed to evaluate the proposals and consisted of representatives from
Recreation & Community Services, City Manager's Office, Administrative Services, Fire
Department and the Library. The committee evaluated the three (3) proposals received at
the bid opening and determined that two of the three responses qualified for further
consideration in the RFP process. Interviews were held on July 21, 2010 with The
Workshop and Licher DM to further evaluate their ability to perform the printing services
as required by the City of Arcadia. Staff is confident that both Licher DM and The
Workshop would provide printing services satisfactorily, however Licher DM's costs
were less than The Workshop's for the larger printing projects such as the "Buzz" and the
City's Newsletter. Staff has included each Bidder's proposed costs as Exhibits following
the staff report. The Workshop is located in Arcadia and offers the convenience of staff
being able to drop projects off to a local vendor, particularly when it comes to printing
materials for smaller projects. Licher DM is located in west Pasadena and overall rated
higher than The Workshop because of the lower cost of the larger printing projects. Both
vendors can and will pickup projects to be printed.
The following is a summary of the average ranking each vendor received when totaling
all points from the committee members based on the proposals each bidder submitted.
Rankings are based on an average of the points received in each area combining the total
points given them by all committee members:
The Workshop
Licher DM
Prographics
21.4
Thoroughness &
understanding of'scope
of work (maximum of
25 points)
24.8
24.8
Related experience
(maximum of 20 points)
20.0
20.0
18.0
References (maximum
of 20 points)
19.0
19.8
18.0
Proposal Quality
(maximum 10 points)
10.0
8.4
7.8
Proposal Costs
(maximum of 25 points)
22.8
25.0
19.8
TOTAL POINTS
(maximum of 100
points)
96.6
98.0
85.0
Mayor and City Council
August 17, 2010
Workshop, Licher Printing, Prographics and A & K Printing. On July 13, 2010 the City
received four (4) responses to the request for proposals from The Workshop, Licher DM,
Prographics and G & V Printing. G & V Printing submitted a "no bid" response. Other
vendors have stated that they could not meet the needs and services that the City demands
and therefore did not submit a proposal.
A committee was formed to evaluate the proposals and consisted of representatives from
Recreation & Community Services, City Manager's Office, Administrative Services, Fire
Department and the Library. The committee evaluated the three (3) proposals received at
the bid opening and determined that two of the three responses qualified for further
consideration in the RFP process. Interviews were held on July 21, 2010 with The
Workshop and Licher DM to further evaluate their ability to perform the printing services
as required by the City of Arcadia. Staff is confident that both Licher DM and The
Workshop would provide printing services satisfactorily, however Licher DM's costs
were less than The Workshop's for the larger printing projects such as the "Buzz" and the
City's Newsletter. Staff has included each Bidder's proposed costs as Exhibits following
the staff report. The Workshop is located in Arcadia and offers the convenience of staff
being able to drop projects off to a local vendor, particularly when it comes to printing
materials for smaller projects. Licher DM is located in west Pasadena and overall rated
higher than The Workshop because of the lower cost of the larger printing projects. Both
vendors can and will pickup projects to be printed.
The following is a summary of the average ranking each vendor received when totaling
all points from the committee members based on the proposals each bidder submitted.
Rankings are based on an average of the points received in each area combining the total
points given them by all committee members:
Mayor and City Council
August 17, 2010
The proposal from Prographics contained pictures of some of the company's printing
projects; however actual samples of their work and services were not submitted. No
determination could be made as to the capability of the company to perform the contract
as specified therefore; Prographics received a lower ranking than the other two proposers.
On July 21, 2010 the committee interviewed The Workshop and Licher DM to further
determine what company would best fit the needs of the City. The committee considered
the proposers thoroughness and understanding of the scope of work required to
effectively and efficiently execute the contract with the City as required, their related
experience, the references they provided, the quality of the proposals submitted and the
costs when determining which company best fits the needs of the City. Staff is confident
that both The Workshop and Licher DM can perform the citywide printing services as
needed on a timely basis. Based on the committees overall evaluation and cost, staff is
recommending to Council to award a contract with Licher DM for the period of
September 2010 through June 2013 with the option to renew on a year by year basis for a
maximum of three one year periods thereafter. The pricing for this contract will remain
fixed for the entire three year contract and any renewal options, if any are exercised.
FISCAL IMPACT
The funding for citywide printing services is included within each department's operating
budget. It is anticipated that the costs will be an estimated $270,000.00, including paper
costs and/or delivery costs.
RECOMMENDATION
Authorize the City Manager to execute a Professional Services Agreement with Licher
DM for citywide printing services for a not to exceed amount of $270,000.00 for the
period of September 1, 2010 through June 30, 2013 with the option of three (3) one (1)
year renewals at the end of the term of the agreement.
Approved:
Donald Penman, City Manager
Attachment: Exhibit A — Licher DM Bidder's Proposal Sheets
Exhibit B — Prographics LLC Bidder's Proposal Sheets
Exhibit C — The Workshop Bidder's Proposal Sheets
QUANTITY
DESCRIPTION
*TYPE, FILM,
PLATES, PROOF
RE -ORDER
COST
1 TIME
ORDER COST
500
CITY LETTERHEAD:
$ 10.00
$ 83.00
$ 93.00
1000
8.5 X 11
$ 10.00
$ 100.00
$ 110.00
2000+
* *
24# Classic Linen Writing,
g,
Brilliant White, PMS 281 ink,
One color one side, typesetting
may be required, no bleeds
$ 10.00
$ 155.00
$ 165.00
25,000
NEWSLETTER (8 -PAGE
$ 100.00
$ 4,566.00
$ 4,666.00
**
TABLOID), 11 X 17 folded to
8.5 x 11, Four color process over
black and one PMS color, Four
over two from supplied files,
bleeds, 60# white offset. Sorted
for Post Office Carrier Route &
delivered to Arcadia Post Office.
25,000
RECREATION BROCHURES
$ 900.00
$ 7,336.00
$ 8,236.00
**
(16 page plus cover page), 8.375
x 11, Cover ink to be four color
process over black and one PMS
color, Text ink to be black and
one PMS color, Cover is four
over two, text is two over two,
printer to provide typesetting and
design, bleeds 4 sides,
Stock/cover to be 100# white
gloss book, Text /Stock to be 60#
white offset. Sorted for Post
Office Carrier Route & delivered
to Arcadia Post Office with four
additional local deliveries.
250
BUSINESS CARD IMPRINTS,
$ N/C
$ 78.00
$ 78.00
500
1000
2 X 3.5, five color process (4
color process plus PMS872) one
typesetting
$ N/C
$ N/C
$ 96.00
$ 112.00
$ 96.00
$ 112.00
* *
side, required, no
bleeds, 80# Classic Crest Cover,
Avon Brilliant White
EXHIBIT A
LICHER DM
BIDDER'S PROPOSAL SHEET
PAGE 1 OF 2 (REVISED)
QUANTITY
DESCRIPTION
*TYPE, FILM,
RE -ORDER
1st TIME
PLATES, PROOF
COST
ORDER COST
4500
RECREATION FLYER, 8.5 x
$ 50.00
$ 425.00
$ 475.00
**
11, black ink, one color, two
sides from an e- mailed file, no
bleeds, 60# colored offset,
separated into 105 packs of 20,
63 packs of 35, plus overages.
7000
HOT SHEET, 8.5 x 11 PMS
$ 100.00
$ 435.00
$ 485.00
* *
color ink, one color, two sides
from an e- mailed file, bleeds
three sides, 60# Springhill Offset,
Cream including 2 local
deliveries.
2800
CONNECTION
$ 100.00
$ 1,008.00
$ 1,108.00
**
NEWSLETTER, (16 -page self
cover), 7 x 8.5, one PMS color
ink, one color, two sides, no
bleeds from camera ready
reflective artwork, file PDF
supplied, 60# Springhill Offset,
color to be determined.
500
#10 LEFT WINDOW
$ 10.00
$ 90.00
$ 100.00
1000
ENVELOPES, 4.125 x 9.5, PMS
$ 10.00
$ 105.00
$ 115.00
2500
281, one color, one side, no
bleeds, from standing files, 24#
$ 10.00
$ 150.00
$ 160.00
**
white wove left window
500
#10 REGULAR ENVELOPES,
$ 10.00
$ 90.00
$ 100.00
1000
4.125 x 9.5, PMS 281, one color
$ 10.00
$ 102.00
$ 112.00
2500
**
one side, no bleeds, from
standing files, 24# white wove
regular
$ 10.00
$ 147.00
$ 157.00
5000 **
Purchase Order Form, 8.5 x 11,
PMS 281 ink, two sides from
$ 300.00
$ 270.00
$ 300.00
Word file, 24# Hammermill
Laser Print
TOTAL:
(assumes maximum quantity will
be ordered)
$ 1,530.00
$ 14,604.00
$ 15,864.00
EXHIBIT A
LICHER DM
BIDDER'S PROPOSAL SHEET
PAGE 2 OF 2
QUANTITY
DESCRIPTION
*TYPE, FILM,
PLATES, PROOF
RE -ORDER
COST
1 TIME
ORDER COST
500
CITY LETTERHEAD:
$ 10.00
$ 240.00
$ 250.00
1000
8.5 X 11
$ 10.00
$ 260.00
$ 270.00
2000+
**
24# Classic Linen Writing,
g�
Brilliant White, PMS 281 ink,
One color one side, typesetting
may be required, no bleeds
$ 10.00
$ 300.00
$ 310.00
25,000
NEWSLETTER (8 -PAGE
$ 50.00
$ 6,675.00
$ 6,725.00
* *
TABLOID), 11 X 17 folded to
8.5 x 11, Four color process over
black and one PMS color, Four
over two from supplied files,
bleeds, 60# white offset. Sorted
for Post Office Carrier Route &
delivered to Arcadia Post Office.
25,000
RECREATION BROCHURES
$ 2,800.00
$ 9,609.75
$ 12,409.75
**
(16 page plus cover page), 8.375
x 11, Cover ink to be four color
process over black and one PMS
color, Text ink to be black and
one PMS color, Cover is four
over two, text is two over two,
printer to provide typesetting and
design, bleeds 4 sides,
Stock/cover to be 100# white
gloss book, Text/Stock to be 60#
white offset. Sorted for Post
Office Carrier Route & delivered
to Arcadia Post Office with four
additional local deliveries.
250
BUSINESS CARD IMPRINTS,
$ 5.00
$ 95.00
$ 100.00
500
1000
2 X 3.5, five color process (4
color process plus PMS872) one
$ 5.00
$ 5.00
$ 140.00
$ 220.00
$ 145.00
$ 225.00
* *
side, typesetting required, no
bleeds, 80# Classic Crest Cover,
Avon Brilliant White
EXHIBIT B
PROGRAPHICS LLC
BIDDER'S PROPOSAL SHEET
PAGE 1 OF 2 (REVISED)
QUANTITY
DESCRIPTION
*TYPE, FILM,
PLATES, PROOF
RE -ORDER
COST
1 TIME
ORDER COST
4500
RECREATION FLYER, 8.5 x
$ 10.00
$ 526.50
$ 536.50
**
11, black ink, one color, two
sides from an e- mailed file, no
bleeds, 60# colored offset,
separated into 105 packs of 20,
63 packs of 35, plus overages.
7000
HOT SHEET, 8.5 x 11 PMS
$ 10.00
$ 581.00
$ 591.00
* *
color ink, one color, two sides
from an e- mailed file, bleeds
three sides, 60# Springhill Offset,
Cream including 2 local
deliveries.
2800
CONNECTION
$ 30.00
$ 1,414.00
$ 1,444.00
**
NEWSLETTER, (16 -page self
cover), 7 x 8.5, one PMS color
ink, one color, two sides, no
bleeds from camera ready
reflective artwork, file PDF
supplied, 60# Springhill Offset,
color to be determined.
500
#10 LEFT WINDOW
$ 10.00
$ 145.00
$ 155.00
1000
ENVELOPES, 4.125 x 9.5, PMS
$ 10.00
$ 163.00
$ 173.00
2500
281, one color, one side, no
$ 10.00
$ 200.00
$ 210.00
**
bleeds, from standing files, 24#
white wove left window
500
#10 REGULAR ENVELOPES,
$ 10.00
$ 143.00
$ 153.00
1000
4.125 x 9.5, PMS 281, one color
$ 10.00
$ 158.00
$ 168.00
2500
one side, no bleeds, from
$ 10.00
$ 193.00
$ 203.00
* *
standing files, 24# white wove
regular
5000 **
Purchase Order Form, 8.5 x 11,
PMS 281 ink, two sides from
$ 10.00
$ 400.00
$ 410.00
Word file, 24# Hammermill
Laser Print
TOTAL:
(assumes maximum quantity will
be ordered)
$ 2,945.00
$ 20,119.25
$ 23,064.25
EXHIBIT B
PROGRAPHICS LLC
BIDDER'S PROPOSAL SHEET
PAGE 2 OF 2
QUANTITY
DESCRIPTION
*TYPE, FILM,
PLATES, PROOF
RE -ORDER
COST
1 TIME
ORDER COST
500
CITY LETTERHEAD:
$ 24.00
$ 51.00
$ 75.00
1000
8.5 X 11
$ 24.00
$ 81.00
$ 105.00
2000+
**
24# Classic Linen Writing, Avon
$ 24.00
$ 136.00
$ 160.00
Brilliant White, PMS 281 ink,
One color one side, typesetting
may be required, no bleeds
25,000
NEWSLETTER (8 -PAGE
$ 400.00
$ 8,000.00
$ 8,400.00
**
TABLOID), 11 X 17 folded to
8.5 x 11, Four color process over
black and one PMS color, Four
over two from supplied files,
bleeds, 60# white offset. Sorted
for Post Office Carrier Route &
delivered to Arcadia Post Office.
25,000
RECREATION BROCHURES
$ 1,675.00
$ 8,525.00
$ 10,200.00
**
(16 page plus cover page), 8.375
x 11, Cover ink to be four color
process over black and one PMS
color, Text ink to be black and
one PMS color, Cover is four
over two, text is two over two,
printer to provide typesetting and
design, bleeds 4 sides,
Stock/cover to be 100# white
gloss book, Text/Stock to be 60#
white offset. Sorted for Post
Office Carrier Route & delivered
to Arcadia Post Office with four
additional local deliveries.
250
BUSINESS CARD IMPRINTS,
$ 5.00
$ 35.00
$ 40.00
500
1000
2 X 3.5, five color process (4
color process plus PMS872) one
$ 5.00
$ 5.00
$ 55.00
$ 85.00
$ 60.00
$ 90.00
* *
side, typesetting required, no
bleeds, 80# Classic Crest Cover,
Avon Brilliant White
EXHIBIT C
THE WORKSHOP
BIDDER'S PROPOSAL SHEET
PAGE 1 OF 2 (REVISED)
QUANTITY
DESCRIPTION
*TYPE, FILM,
PLATES, PROOF
RE -ORDER
COST
1 TIME
ORDER COST
4500
RECREATION FLYER, 8.5 x
$ 40.00
$ 245.00
$ 285.00
**
11, black ink, one color, two
sides from an e- mailed file, no
bleeds, 60# colored offset,
separated into 105 packs of 20,
63 packs of 35, plus overages.
7000
HOT SHEET, 8.5 x 11 PMS
$ 50.00
$ 315.00
$ 365.00
* *
color ink, one color, two sides
from an e- mailed file, bleeds
three sides, 60# Springhill Offset,
Cream including 2 local
deliveries.
2800
CONNECTION
$ 225.00
$ 1,000.00
$ 1,225.00
**
NEWSLETTER, (16 -page self
cover), 7 x 8.5, one PMS color
ink, one color, two sides, no
bleeds from camera ready
reflective artwork, file PDF
supplied, 60# Springhill Offset,
color to be determined.
500
#10 LEFT WINDOW
$ 15.00
$ 51.00
$ 66.00
1000
ENVELOPES, 4.125 x 9.5, PMS
$ 15.00
$ 70.00
$ 85.00
2500
281, one color, one side, no
bleeds, from standing files, 24#
$ 15.00
$ 132.00
$ 147.00
**
white wove left window
500
#10 REGULAR ENVELOPES,
$ 15.00
$ 50.00
$ 65.00
1000
4.125 x 9.5, PMS 281, one color
$ 15.00
$ 68.00
$ 83.00
2500
**
one side, no bleeds, from
standing files, 24# white wove
regular
$ 15.00
$ 125.00
$ 140.00
5000 **
Purchase Order Form, 8.5 x 11,
PMS 281 ink, two sides from
$ 40.00
$ 300.00
$ 340.00
Word file, 24# Hammermill
Laser Print
TOTAL:
(assumes maximum quantity will
be ordered)
$ 2,489.00
$ 18,863.00
$ 21,352.00
EXHIBIT C
THE WORKSHOP
BIDDER'S PROPOSAL SHEET
PAGE 2 OF 2