HomeMy WebLinkAboutAgenda Report - October 19, 2011 C-08AGENDA ITEM C*6
A% CITY OF LODI
COUNCIL COMMUNICATION
im
AGENDA TITLE: Adopt Resolution Approving Agreement with Casey Printing, Inc., of King City for
the Production of Five Issues of the Lodi Community Activity Guide ($45,323)
MEETING DATE: October 19,2011
PREPARED BY: Directorof Parks, Recreation and Cultural Services
RECOMMENDED ACTION: Adopt resolution approving agreement with Casey Printing, Inc., of
King City for the production of five issues of the City of Lodi
Community Activity Guide ($45,323).
BACKGROUND INFORMATION: The City of Lodi Activity Guide is the vehicle used to promote City
sponsored sports, recreation and arts activities, as well as
promoting local arts organizations and arts businesses. 25,000
guides are distributed three times per year, throughout Lodi and the
surrounding areas. We are requesting a contract for two years; the remainder of 2011-2012 fiscal year
and all of the next fiscal year. The following are the respondentsto the RFP:
Wesco Graphics, Inc. $44,559 Casey Printing, Inc. $45,323
Commerce Printing Services $49,170 Folger Graphics, Inc. $51,446
Staff recommendsthe printing agreement be awarded to Casey Printing, Inc. They have produced the
past three issues, offering printing, binding duplication, lay -out delivery to four drop centers, estimated
postage and estimated taxes at a competitive price and the highest quality. This agreementwill cover five
issues (January 2012 through June 2013) for a total of 125,000 copies. Due to the fact of the short
window of time between printings, it is critical to choose a company that can meet our publishing needs.
Although not requested in the RFP, they have the ability to transition to web capabilities in the future.
FISCAL IMPACT: Fiscal year 2011-2012 Budget $18,129.22
Fiscal year 2012-2013 Budget $27,193.83
FUNDING AVAILABLE: 347219.7301 and 34721I.7301
"�A'15'
Jordan Ayers, Deputy City Manger
James M. Rodems
Director of Parks, Recreation and Community Services
• .:Manager
CASEY
:rte: PRINTING
PAPER:
PRODUCTION AGREEMENT
DATE:
September 27,201 1 QUOTEM LOD109272011
CUSTOMER:
City of Lodi BILLING ADDRESS:
CONTACT:
Diane Amaral 125 S. HutchinsSt
TELEPHONE:
(209)333-5511
FAX:
(209)367-5906 Lodi, CA 95240
FORMAT:
Saddle Stitched Book
QUANTITY:
25,000 per Issue
TITLE:
City of Lodi CommunityActivity Guide- 5 Issue Contract
FINISHED SIZE:
8 1/a x 10 3/a
PAGES:
24 + 4 page cover
PRE -PRESS:
Layout and Design from providedword and publisherfiles.
PAPER:
Cover: 80# Gloss Book
Text: 50# Offset
(Availabilityand price subject to change at any time)
INKS:
Cover: 4cp/4cp with Bleeds
Text: Black + 1 Stock PMS with bleeds throughout
BINDING:
Saddle Stitch
PACKAGING:
Bundle& Skid 7,400 for Lodi News -Sentinel.
Carton Pack approx 3,600 Office Copies- Hutchins Street
Carton Pack approx 8,500 copies for LUSD- (add below)
Inkjet mail approx 5,500 copies (add below)
FREIGHT:
F.O.B. King City
CHARGES
(If tax is applicable, it will be added to the invoice.)
QUANTITY: 25,000 per Issue
Production: PER ISSUE
Estimated Layout and Design:
Printing
Estimated Tax, 7.75%, add:
$1,032.00
$5,753.60
$64.21
109,,
1'�
Fulfillment: (estimated)
Inkjet, sort, tray & prepare USPS paperwork for 5,500 copies from cust. supplied mail list, ADD: $322.00
Estimated Postage, Per Issue: $1,307.80 (postageto be paid directly to USPS by Ciiyof Lodi)
Carton Pack 8,500- pick and pack based on list for 7 6 schools, skid for delivery to LUSD, ADD: $200.00
Estimated Delivery4 drops Lodi via Common Carrier, ADD: $385.00
TERMS: Net 30 WPO
Price guaranteed for 5 Consecutive Issues except for that amount involving paper. Please sign below as
your agreement to all specifications, terms, conditions and charges listed above, on back and enclosed.
& fie Q !/i%� 9/27/11
HIM 6MIth Date
Casey Printing City of Lodi
398 Fit San Antonio Drive King City, C4 93930
Erin PaxxWIV2011 8 M AW1CwS.v%WU0TEBW W._1 MOD10227201 i.dac
www.caseyprinting.com
(831)385-3222 • FAX (831385-3226
Ter :s & Conditions of Sale
This contract is entered into by and between Casey Printing, Inc., a California Corporation, hereAfEer
referred to as CASEY, and "Customer" pursuant to the Terms and Conditions of Sale listed below.
1. Quotation
A quotaion not accepted within 30 days is subject to incir= or decrease based upon eery
increase or cher in the cost of labor and materials at the time of aeceptancc-
2. Accuracy of Specifications
Quotations arc based on the accurdcy of the specifications providedi CASEY can tcS{tioma job
at the time of submission ifcopy, film, tapes, disks, or other input materials do not confa m to
the information on which the original quotation was based.
3. Orders
Acceptance of orders is subject tocredit: approval and contingencies wadi as fire +war# strikes,
theft, vandalism, act of God, aril other on= beyond CASEY'S control. Carxeled orders
require compensation for incurred costs mid related obligations,
4. Experimental Work
Experimental or preliminary work Performed at the custorno 's mile st >Niu be charged at cur -
wit ratm and may not be used until CASEY has been reimbursed in full for the amatmt of 0*
charges billed
S. Creative Vtrorlt
Creative worst„ such as Sketches, copy, dummies and all prVPQnIWy work'cteated or furnished
by CASEY, sad hremain. hs:exciusive prbi�Y trod era rise of same shat, be made, rrotany ideas.
obtained therefrom be used, except upon c 4ersodon based apart rater cru rotes charged fair
our various services.
15. Delivery .
Unless otherwise.specified, the price quoted is for single shipment, without storm. F.O.H.
CASEY'S toading dock, Proposals art based on continuous and uninterrupted delivery of
complete order unless specifications distinctly state otherwise, and shall be charged rex at
CASEY'S current rates. granges Mated to delivery from customer to CASEY, or from cus-
tomers supplier to CASEY _are not includedin any q uotatioas unless specified. Materials deliv-
erat from customers or their suppliers atev"ified with delivery tickets as to canons, packages
or Items elven only. The accuracy of quaruilies indicated an siert tickets cannot be verified
and CASEY cannot accept liability for stottW based on suppliers tickets. Title for finished
work shall pass to the customer upon delivery to carrier at shipping point or upon mailing of
invoices for finished work or segment, whichever occurs: last..
16. Production Schedules
Production schedules, if and when established, will be adhered to by the customer and CASEY,
Provided that CASEY shell not incur any liab ty or pevalties for delay deo wstaw of war,
riot, civil disorder fire, strikes; accidents, wdcIitt of Government or civil authority and son of
God or other cause's beyond the control of CASEY. Any cost flue to delay taosed by'customer
shall be charged for. at CASWS cumtent tarts. Delay caused by customer may result in the
rescheduling of work to the anilame open production tine frame.
17. Customer Fprniistat Materials
Cameral copy, artwod4 decut uidmagaetic media„ special dies, paper stock, color Separations
am other customaer farnishiti matr�ials shall be nio"- �oual and delivered to CASEY'S
specifieations.,Additiortai cost due to delays or impaired production caused by deficiencies in
customer supplied materials shall be charged to the customer at CASEY'S current rates.
6. Condition of Copy 1& I axes
Upon receipt of ttingmai t opy, marwsaipl or rostomrr famished artwork', should it be evident All taxes and assessments levied by any authority aro the responsibility of the
that dtfcondt on of ft Bogy divas frcot 11uu wbadi bad boeat ctighrally described arwl cpn• : Ail omenta due file taxa tad asse�nsats vriil be added to the custoo Ws invblte.
sequently quoted; the original quotation shall be rm. dared void oral a new "*in No talc exemption wil,.be greeted unless the c astgmer`s"Exemption Cenifrcate", (another a&
?. Preparatory Materials tial proof of exemption) ss nom "pain" the' poichase order >k after the custotnet has (Said tit¢
Artwork, type, plates, neggtivtcs positives W epee items when supplied by CASEY shall invoice, it is detemoiiaed lhatrmxe11 taxis tk iI tfc oalatntrtef must promptly tmtit the,
remain the pmpaty of CASEi! & ecce to the taxing auttnoity or imrntely reitnbirrse CASEY 'tor any additionaltaxes O
ColorSeparatians, Dies aid ods r Printing Aids: ane regu*d;as. having bowl sold to the cots
turner prior to Physical 00
because of separate t'tsdng and ng
1`ilactroaic Ma
itis the costumer,responsibility tr►matuaia ao opY of cite arlginal,Ptie CASEY rat
Bible for accideiitgl damage to mtxlia mtpptto3bytt ex�atatKtorfoftbcaccuracy of fumisikd
input.or final laPa t.. Until tiigitat inputt;ln be eraluatod by CASEY esue[aims qpromises am
mark about CASEY'S ability to work with jabs uidntitmd in tGgital fair►►at. and tto'fialslity is ;
assonual for problems that may fusee. Any adtfitional traasiatutg; .eeGtiag+ or poi itpranutnrhg
needed to utilize customer sopplied Gies will bc.duned at prevailing: tate.
9. Alterations
An alteration is work perfomtcd in AW'" to the original apowicalions: such additional work
shall be c wsW for at CASEY'S thenen rates for tactor aha a ataglg.
Io. PrsPre" Proofs
Proofs shall be,".W104 :with otigiaal: -w (bivoetions arc to be ." "Adnan[ ata'
retuned rirarined "D$" �s O K with eonaxions" and signed'itad datedby cuSLfo.ut..ie��,r.,CASEY
shsid oat pncad with work umil pcoofa ate tr vista proofs art: o,w.a. y, t
roust be tine when proofs art t+xnmal CASEY > any i nota ttt� f �gy atxur uttttitut
ed through production, but cannot be h+. respomitile _en!ms if Nta wt k paa0d pervus-
tom 's OX; ; or, If changes are e7wtano icaad veertiaAy. CAS, Y s not be resp Bible for
errors if the Customer rias turiusedlo accept or reamers pmofa, or has insturttted CASEY to pea-
tens without submission of proof¢.
H. Press Prvots
Unless specifically Inovided.in writhig in CASEY'S • na pnmis will. be pro-
vided An inspection slu t of any fonti`turstgnautrecatt bcsabaaivaed � review and
approval, at no cls tge, proviiied txistotuu is,availabl 'At t_AS�EY'S [acrlNies:during the tirtc
of phase malxrtady. Any ebAagts, or kst press time dee to etiatoauet'schange
mind or delay will be Aincd for et CASEX'S referent races tai h6rantl tmtaseem.
12. Coker Proofing
Because of tfiffama in erpnp.meat, paper, inks, and tuber coaditi.ons. between calm itraofing
and production paessroom operation , a reasonable variation. in color between color proofs i and
the cuntpicted job is to be expected When a v4ktioo of this idtu! occurs, it will be
acceptable performance.
13.Overrun$ or Uod"Tuns
overruns or undercuias will am excped .lit pertxnt of Ww guaruity ordered, CASEY will inti for
the actual quamity deftvand within this toktaace if tick requires it givatarteed quan-
tity. the percentage of tolerance must Gestated at the tunic of g atatiom.
14. Castomees Property
CASEY shall charge the custRmer at current rates, forbandting and storing cunomiees Bock,
printed matter or txher materials held more than 30 days:
CASEY will maintain fire and extended image no all property bdonging to the customer.
while such proputy is in CASEY'S possession. CASEY'S frabifity for such property shall not
exceed the amtam recoverable from such insuraom
R
It is understood that the gratuitous storage of etwomaa property is solely for the benefit of the
customer.
19. Teras
Custortier,agrees repay imsferest ahold actxiumts 30daysp�at tare at tberue of 1346 pri moatit.
If fagot action is brought to eafoa+ce tfre reins of this contract, Customuagases topap a!i ,mart
cost and reasonable nnomey's fess. Customer agrees to pay a neasonahte rqumed rdueek fee of
trot less than 525, in accordance with miion 1719 of theTSva Code ofthe State of catiforaia.
20. Liability
1. Disclaimer of Express -Warranties
CASEY warrants that the goads am as described in this Contract, but an titter express war-
ranty is made with. respectui the goads: If any AmIcttes, copy; dummfes,.samplm. aatifca all
Preparatory work was Shown to custom,. march were used merely tet Wasttate; the general
type and quality of the goods and not to represent that the gt%ds would necessarily cimform
to them.
2. Disclaimer of Implied VAirrandes '
CASEY'S sate warramy is that the services will conform to the descriptionmittainedin this
contract, will be free of odexxs of materials. and �p and conform to CAS
standard quality. There are no warranties which extend beyond the description or
Irercor.
(U.C.C. section 2316(2).)
21. Lin _
The customer shall save, indemnify defend and hold less CASCsY from any and all foss;
cost, expense, aorl dam8ges on account of a[ry and of etaiaihs de mmads, actions and
txoeeediataa that miry be instituted against CASEY
to Oro
or any
ons,, a
ceeding that may be brought against CASEY, at tine cusamer's stile mWase, provided that
CASEY shall promptly Y notify the aueau * ttuxrto, and provided furtherthat
CASEY ell
give to the customer such teasatabk time as the exigencies of the sttuatitm
Permit in which to undertake and continue the defense thowE CASEY neaetves the " is
CASEY'S sok diacredon, to refuse to prim any mater which, in his judgemnu, he or s
dean improper, libelous or scandatous. � -w
22. YeAae
rt .`!i`3ctr(vn.,A
The parties agree that this contract is entered into in Menkftj County, California. If legal
action is brought on behalf of eidtrr patty to enface its terms, proper venue shall be in the
rowntu of Mnntpr rntifnmia '•++ �..
RESOLUTION NO. 2011-159
A RESOLUTION OF THE LODI CITY COUNCIL APPROVING
THE AGREEMENT WITH CASEY PRINTING, INC., FOR THE
PRODUCTION OF THE LODI COMMUNITY ACTIVITY GUIDE
FOR THE PERIOD OF JANUARY 2012 TO JUNE 2013; AND
FURTHER AUTHORIZING THE CITY MANAGER TO EXECUTE
THE AGREEMENT ON BEHALF OF THE CITY OF LODI
WHEREAS, Casey Printing, Inc., has produced the past three issues of the Lodi
Community Activity Guide, offering printing, binding, duplication, lay -out, delivery to four
drop centers, estimated postage, and estimated taxes at a competitive price and the
highest quality; and
WHEREAS, approval of this Agreement will cover five issues; January 2012
through June 2013, a total of 125,000 copies; and
WHEREAS, although Casey Printing is not the lowest bidder, it provides the
highest quality products in the shortest turn -around time, along with superior customer
service; therefore, staff recommends Council approve the agreement with Casey
Printing, Inc.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
approve the agreement with the Casey Printing, Inc. to produce the next five issues of
the Lodi Community Activity Guide; and
BE IT FURTHER RESOLVED that the City Manager is hereby authorized and
directed to execute the Agreement on behalf of the City of Lodi.
Dated: October 19, 2011
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I hereby certify that Resolution No. 2011-159 was passed and adopted by the
City Council of the City of Lodi in a regular meeting held October 19, 2011, by the
following vote:
AYES: COUNCIL MEMBERS — Hansen, Katzakian, Mounce, Nakanishi,
and Mayor Johnson
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None =7
City Clerk
2011-159