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HomeMy WebLinkAboutAgenda Report - May 1, 2013 C-22AGENDA ITEM C'0201 ta CITY OF LODI ,. COUNCIL COMMUNICATION TM AGENDA TITLE: Adopt Resolution Approving Activity Guide Printing Agreement with Casey Printing, Inc. of King City for Fiscal Year 2013/14 ($22,145.52) MEETING DATE: May 1, 2013 PREPARED BY: Parks, Recreation and Cultural Services Director RECOMMENDED ACTION: Adopt resolution approving Activity Guide printing agreement with Casey Printing, Inc. of King City for Fiscal Year 2013/14 in the amount of $22,145.52. BACKGROUND INFORMATION: The City of Lodi Activity guide is the vehicle used to promote City - sponsored sports, recreation and arts activities. Approximately 22,000 guides are distributed three times per year, throughout Lodi and the surrounding areas. The proposed printing agreement with Casey Printing is for Fiscal Year 2013/14, with the option for renewal for two consecutive years. The following companies responded to the Request for Quote: Casey Printing, Inc. $22,145.22 Folger Graphics $23,037.00 Abrahamson Printing $26,298.87 The Coloring Book $36,665.40 Staff recommends approving the printing agreement with Casey Printing, Inc. The company has produced the past eight issues, offering printing, binding duplication, layout, delivery to four drop centers, and estimated tax at a competitive price and the highest quality. This agreement will cover three issues: September 2013, January 2014 and May 2014 for a total of 66,000 copies, with options for two successive years. FISCAL IMPACT: Registrations for City -sponsored activities would be significantly lower without this marketing product. FUNDING AVAILABLE: Appropriation to be included in 2013/14 PRCS budget (347211.7301) Jordan Ayers, Deputy City Man ger Jeff Hood Parks, Rec ation and Cultural Services Director Attachments: Production estimate and terms APPROVED: .4 / Konradt Bartlam, City Manager r 7 $ '7 'C� us ale This couh•act is entered into by and betvteeu Casey Printing, file., it Cthfnlldtt i;orporation, hc.t cniter referred to as CASEY, mid "Cusioutcr" pursuant to the 1'crums and Conditions of dale listed below. CLISLOII`Ie _.-. t_ d i _ L 1. --- ---- --------- 1. -- 1. Quotation A quotation nut accepted within 30 clays is subject to increase or decrease based "Watt any increase or decrease in the cost of labor and materials at the tittle of acceptance. 2. Accuracy of Specifications Quotations are based on the accuracy of the specifications provided. CASEY can requote a job at the time of submission if copy, film, tapes. disks, or other input neaenals do not confonu to the information on which the original quotation was based. 3. Orders Acceptance of orders is subject to credit approval and contingencies such as tire. water, strikes, theft, vandalism, act of God, and other causes beyond CASEY'S control. Canceled oalers require compensation for incurred costs and related obligations. 4. Experimental Work Experimental or preliminary work perlornef m the customer's request will Li charged at cur- rent rates and may not be used until CASEY has been reimbursed in full for the annount of the charges billed. 5. Creative Work Crentive work, such as sketches, copy, dummies and all preparatory work created or furnished by CASEY, shall remain its exclusive property and no use of sante shall be made, nor any ideas obtained therefrom be Used. except upon compensation based upon current rates charged for our various services. 6. Condition of Copy Upon receipt of original copy, manuscript or customer furnished artwork, should it be evident that Ole condition of the copy differs front that which had been originally described and con- sequently quoted, the original quotation shall he rendered voila and a new quotation issued. 7. Preparatory Materials Artwork, type, plates, negatives, positives and other items when supplied by CASEY shall remain Ore property of CASEY. Color Separations, Dies and other Printing Aids are regarded as having been sold to the cus- tomer prior to physical use because of separate listing and pricing. It. electronic Ylanttscriptsllmages It is the customer's responsibility to maintain if copy of the original rile. CASEY is not respon- sible for accidemal damage to media supplied by the customer or for file accuracy of furnished input or Final input. Until digital input can be evaluated by CASEY, no claims or promises are made about CASEY'S ability to work with jobs submitted in digital format, and no liability is assumed for problems dint may arise. Any additional translating, editing, or progrtnnning needed to utilize customer -supplied files will be charged at prevailing rites. 9. Alterations An alteration is work performed in addition to the original specifications. Such additional work shall be,: charged for at CASEY'S current rates for labor and materials. 10. Prepress Proors Proofs shall be submitted with original copy. Corrections are to be made on "master set", returned marked "O.K" or "O.K with corrections" and signed and dated by customer. CASEY shall not proceed with work until proofs are returned. If revised proofs are desired, request must be made when proof's are returned. CASEY regrets any errors that may occur undetect- ed through production, but cannot be held responsible for errors if the work is printed per cus- tomer's O.K.; or if changes are communicated verbally. CASEY shalt not be responsible for errors if the customer has refused to accept or return proofs, or has instructed CASEY to pro- ceed without submission of profs. 11. Press Proofs Unless specifically provided in writing in CASEY'S quotation, no press proofs will be pro- vided. An inspection sheet of any form or signature can be submitted for customer review and approval, at no charge, provided customer is available at CASEY'S facilities (luring the tittle of press makeready. Any changes, corrections or lost press time due to customer's change of mind or delay will be charged for at CASEY'S current rates for labor and materials. 12. Color Proofing Because of differences in equipment paper, inks, and other conditions between color proofing and production pressroom operations,a. reasonable variation in color between color proofs and die completed job is to be expected. When a variation of this kind occurs, it will be considered acceptable performance. 13. Overruns or Underruns Overruns or undernuts will not exceed 10 percent of the quantity ordered. CASEY will bill for the actual quantity delivered within this tolerance. If the customer requires a guar meed quna- tily, (lie percentage of tolerance must be stated at the time of quotation. 14. Customer's Property CASEY shall charge the customer at current rues, for handling and storing customer's stuck. printed matter or other materials held more than 30 days. CASEY will maintain lire and extended coverage on all property belonging to file customer, while such property is in CASEY'S possession. CASEY'S liability for such property shall not exceed the amort recoverable from such instance. It is understood that the gratuitous storage of customers property is solely for lite benefit of the customer. 04/1512013 Signature Date 15. Delivery Unless otherwise specified, the price quoted is for single shipment. without storage. 1'.0.11. CASEY"S loading dock. Propos is are based on continuous and uninterrupted delivery of complete order. unless specifications distinctly state otherwise, and shall he charged lot at CASEY'S current encs. Charges related to delivery from customer to CASEY, or from cus- tomers supplier to CASEY are not included in any quotations unless specified. Materials deliv- ered from customers or their suppliers are verified with delivery tickets as to cartons, packages or items shown only. The accuracy of quantities indicated on such tickets cannot be verified and CASEY cannot accept liability for shortage based on itl supplier's tickets. te for finished work shall pass to the customer upon delivery ur ctnrier 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 CASIiY. provided that CASEY shall not incur any liability or penalties for delay due to state of wal, riot, civil disorder, tire, strikes, accidents, action of Government or civil authority and act of God or other causes beyond the control of CASEY. Any cost clue to delay caused by customer shall be charged for at CASEY'S current rates. Delay caused by customer may result in lite rescheduling of work to the available open production time frame. 17. Customer Furnished klaterials Camera copy, artwork, electronic/magnetic media, special dies. paper stock. color separations and other customer furnished materials shall be manufactured and delivered to CASEY'S specifications. Additional cost due to delays or impaired production caused by deficiencies in customer supplied materials shall be charged to tine customer at CASEY'S current rates. 18. 'Faxes All taxes and assessments levied by any governmental authority are the responsibility of lite customer. All amounts due for taxes and assessments will beatified to the customer's invoice. No tax exemption will be granted unless the customer's "Exemption Certificate' (or other o0i- cial proof of exemption) accompanies die purchase order. if, after the customer has Paid [lie invoice, it is determined that more tax is due, then the customer most promptly remit the required taxes to the taxing authority or immediately reimburse CASEY for toy additional taxes paid. l9.'rerms payment shall be cash one-half upon acceptance of quotation and one-half upon delivery of die printing job. Claims for defects, damages, shortages must be made by the customer in writing within 14 days after delivery. Failure to make such claim within the stated period shall consti- mrte irrevocable acceptance and an admission that they fully comply with terms, conditions and specifications. CASEY'S ode liability shall be limited to the stated selling price of any defec- tive goods, or replacement of defective goods at CASL• Y'S option. As security for payment of any sum due or to become due tinder tenns of any Agreement, CASEY shall have the right, if necessary, to retain possession of and shall have a lien on all customer property in CASEY'S possession including work in process and finished work, whether related to this job or not.'Ihe extension of credit or the acceptance of notes. trade acceptances or guarantee of payment shall tint affect such security interest and lien. Customer agrees to pay interest on all accounts 30 days past ducat the rate, of 1.5% per month. If legal action is brought to enforce the terms of* this contract, Customer agrees to pay all court cost and reasonable anomey's fees. (]stonier agrees to pay a reasonable returned check fee of not less than SLS, in accordance with section 1719 of the Civil Code of the State of California. 20. Liability 1. Disclaimer of Express Warranties CASEY warrants that the goods are as described in this Contract. but no other express war- ranty is made with respect to the goods. If any sketches, copy, dummies, samples, and/or all preparatory work was shown u) customer, such were used merely to illustrate the general type and quality of [tic goods and not to represent that the goods would necessarily conform to then). 2. Disclaimer of Implied Warranties CASEY'S sole warn 'fly is that the services will conform to the (Imription contained in this contract, will be free of defects of materials and workmanship and conform to CASEY'S standard quality. "Iliere are no warranties which extend beyond the description or the fence hereof. [U.C.C. Section 2316(2).1 rel la,h t? 21. Indemnification The customer shall save. indemnify, defend and hold 1 armless CASEY from nay and all oss. cost, expense. ;rad damages on account of any and all of claims, demands, actions and proceedings that may be instituted against CASEY wow vock„irustnut� ing but r allegations or claims that the said printing violates any copyright crafty proprietary right of tray person, or that it contains any matter that is libelous or scandalous, or invades any person's right to privacy or other personal or economic rights. llic customer agrees to defend promptly and continue the defense of any such claim, demand. action or pro- ceeding that may be brought against CASEY, at the customer's sole expense, provided that CASEY shall promptly notify the customer with respect thereto, and provided further that CASEY shall give to the customer such reasonable time as the exigencies of the situation may permit in which to undertake and continue the defense thereof. CASEY reserves the right, CASFY'S sole discretion, to refuse to print any natter which, in his judgement lie o s II / deem improper, libelous or scandalous. r 22, Venue 5;A The parties agree that this contract is entered into in t4eutemy rounty, California. If. Icgal0-4S87 action is brought on behalf of either party to enforce terms, r venue shall 1), n the County offMawtway, California. -Fu � t/1ttt h Print or Typc Name wm I z mCASEY R R I M T I N G • M A R K E T 1 PJ C.- 398 398 East San Antonio Drive King City, CA 93930 Phone: 831-385-3222 Fax: 831-385-3226 caseyprinting.com Customer: City of Lodi 125 S. Hutchins St Lodi, CA 95240 Production Estimate 8359 Estimate Date: 04/4/2013 Casey Printing Contact: Elissa Smith ATTN: Veronica Carloni Phone (209) 333-6800 Fax (209) 367-5906 Email vcarloni@lodi.gov Thank you for your time and consideration in regard to this estimate. Included are the detailed product specifications and prices. This confidential information is intended solely for use by the addressee(s) named above. Production Specifications Description Parks, Recreation and Cultural Services Activity Guide Pages 4 +24 Quantity 22,000 copies per Issue Size 8 1/4 x 10 3/4 Pre -Press Layout and design from provided Publisher and Word Files. Paper Cover: 70# Gloss Book Text: 40# Norbrite 80b Ink Cover: 4 -Color Process / 4 -Color Process Text: Black + 1 PMS on all pages Black plate change to remove Mailing indicia from office copies Bindery Saddle Stitch Mailing Inkjet approx 5,000 from customer supplied list. Postage not included Packaging "Pick and Pack" 8,000 from customer supplied list. Carton pack balance for office copies. Bundle & Skid 7500 for Lodi Newspaper Delivery FOB King City Terms Net 30 with PO - Purchase Order Required with Order Prices Production Estimated Price Per Issue Printing / Mailing/Packaging $ 5,675.00 Layout and Design: $980.00 Estimated Tax on Office copies, 8%: $276.84 Estimated delivery, 4 drops, ADD: $450.00 Accepted By: Sign: Date: Thank You for giving us the opportunity to submit this quote. Estimates are subject to change based upon changes in materials and labor costs. Casey Printing's "Standard Terms and Conditions of Sale" are an integral part of the estimate. Prices are valid for 3 consecutive issues unless otherwise specified. Sales tax, if applicable, will be added to the invoice. Upon acceptance please indicate the quantity required Page 1 of 1 0.12 Lbs - 1.9 Oz * DJ * 4/4/13 3:26:09 PM P:erinn E:erinn CI)Y COUNCIL Alan Nakanishi, Mayor Phil Katzaklan, Mayor Pro tempore Larry Hansen Bob Johnson JoAnne Mounco HUTCHINS ST. SQUARE COMMUNITY CENTER 125 S. Hutchins Street, Lodi, CA 95240 PH (209) 3335511 FAX (209) 367-5906 Date Vendor Tax ID No. Vendor Contact it 9 Name /I r -h _)) Ine City of Lodi Business License # KONRADT BARTLAM City Manager JEFF HOOD Director Parks, Recreation and Cultural Services 1701111111�1 K Return To City of Lodi Parks, Recreation & Cultural Services Attn: Veronica Carloni P.O. Box 3006 Lodi, CA 95241 (209) 3335511 fax(209)36i-5906 Questions Veronica Carloni, Program Coordinator (209) 333-5511 vcarloni(g)lodi.gov Description The City of Lodi produces the Parks, Recreation & Cultural Services Activity Guide three times a year (September, January and May). Each edition requires 22,000 printed copies. The City is soliciting bids for a one-year (three editions) contract term, with two one-year options (three editions each) at the City's discretion for a minimum of three and maximum of nine editions beginning July 1, 2013. Pricing should be valid for a one- year time period subject to renewal each following year. The City will select the vendor based on the best value to the City considering cost, references and quality of the sample provided. The selected vendor will be expected to sign the standard Professional Services Agreement (attached). Responses are due March 289 2013, Directions: 1, Complete the Vendor information above. 2. Complete the Quote Form on Page 2. 3. Answer the questions on Page 3. 4. Provide three (3) professional references for similar work. 5. Provide a sample of work that matches the City's specifications, or closely matches (indicate specifications of example provided). 6. Provide any additional comments. Please complete the following worksheet. Additional backup may be provided or requested, 1alj1;1!!ji11 111ijimi!Iiiiiiii 111111 111mism City of Lodi Parks, Recreation & Cultural Services Activity Guide issues 6 Y, 1-7, OZ5Q 22,000 co ies er edition, 3 er contraot ear -5 Finished Size/Dimensions Pages: 24 text pages + cover 8.25 inches x 10.75 inch pa e size Services qeU OD X5= ?-qQD-0D La out and Gra hic Des;_In Services Paper Stock Cover stock: 70# Gloss Stock Text stock: 40# Norbrite 80b MU-Mde�d Ink Cover: 4cp/4cp full bloods Text: 212 (Black + 1 PMS color) Black sate chap e to remove indicia from office co ies Finishing Fold collate, saddle stitch, trim and carton pack (not to exceed 40 lbs) Special bundle request for Lodi Unified School District Request. Total t 8,000. see pick �and �acklist�attachm�ent Proofs Initial proofs are provided in PDF formatA innAu Final Hard copy color proof is —Corrections Proof Mail Ink jet of approx 5,000 qty mail list. Prepare USPS Bulk Postage Postage Indicia Mark. Presort bulk mail. Approx 5,000 qty. —10 FOE MTEem Provide estimate of mailing costs per catalog. (new list is 12yjq2SLeach time in excel Delivery/Shipping Four drops estimated Lodi Unified School District (8,000 qty est.) 1305 E. Vine Street, Lodi Lodi New Sentinel (7,500 qty est.) 125 N. Church Street, Lodi USPS (mail list — 5,000 qty est.) Hutchins Street Square (Remaining office copies) 125 S. Hutchins Street, Lodi 150 CIO Additional Items: Estimated Tax Rate% (�I` LIP, �q e)::4Q- Grand Total Please answer the fol !2ALn"gestions. Now long is the production time? �-Io \NorV-'tnoL0M5 2. Now Much time is necessary for the layout and design services? 3-5 VWvinoj da�5- 3. What is the anticipated price increase, if any, for years 2 and 3, and what is it based upon? lv"Vemc (c�ppmx) an 'mcfeaw,6 CADO- In Reference #1 . n Name N I CD Organization,+,, 0� 5ax') ao-,vior) Address ?-ZZLO C:aXn*%nC) VZa-VY'1,,n, f,,L, Qr-umon, CzA 61LA,555 Phone(qZS) q-73- 33W) What work was performed' ' Pc�vvhl Gotcus, Ids UI&S, 9e.rFOrMtn�) N(Ab 1bYlDCkuL)-,LS, Reference #3 Namemayfeer- � Organization-rDon D� Rjoyxvqc� , NAtoolCC- Address Ciacil 014 MgDw Phone (-701) 035 - What work was performed? La N U0.�AAA-V-) 3 RESOLUTION NO. 2013-78 A RESOLUTION OF THE LODI CITY COUNCIL APPROVING THE AGREEMENT WITH CASEY PRINTING, INC., FOR THE PRODUCTION OF THE LODI COMMUNITY ACTIVITY GUIDE FOR FISCAL YEAR 2013/14 AND OPTIONS FOR FISCAL YEARS 2014/15 AND 2015/16; 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 eight issues of the Lodi Community Activity Guide, offering printing, binding, duplication, lay -out, delivery to drop centers, and estimated taxes at a competitive price and the highest quality; and WHEREAS, the approval of this Agreement will cover three issues in Fiscal Year 2013/14, a total of 66,000 copies, and provide the City with the opportunity to receive the same services at the same price, excluding any increase in higher material, prices, in Fiscal Years 2014/15 and 2015/16; and WHEREAS, Casey Printing is the lowest bidder of four proposals received. - NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby approve the agreement with Casey Printing, Inc., to produce the next three issues of the Lodi Community Activity Guide; and BE IT FURTHER RESOLVED that, if staff determines it is in the best interests of the City, staff is hereby authorized to utilize the 2 one-year options that include three editions each for fiscal years 2014/15 and 2015/16; 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: May 1, 2013 I hereby certify that Resolution No. 2013-78 was passed and adopted by the City Council of the City of Lodi in a regular meeting held May 1, 2013, by the following vote: AYES: COUNCIL MEMBERS — Hansen, Johnson, Katzakian, Mounce, and Mayor Nakanishi NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — None ABSTAIN: COUNCIL MEMBERS — No HL City Clerk 2013-78