HomeMy WebLinkAboutAgenda Report - May 18, 2016 C-10CITY OF LODI
COUNCIL COMMUNICATION
AGENDA ITEM
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AGENDA TITLE: Adopt Resolution Approving Activity Guide Printing Agreement with Casey Printing,
Inc. of King City for Fiscal Year 2016/17 ($21,700.89), and Authorize Staff to
Execute Two One-year Extensions
MEETING DATE: May 18, 2016
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 2016/17 in the
amount of $21,700.89 and authorize staff to execute two one-year
extensions.
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
2016/17, with the option for renewal for two consecutive years. The following companies responded to
the Request for Quote:
Casey Printing, Inc.
Folger Grapics
Tokay Press
$21,700.89
$22,950.00
$24,969.00
Staff recommends approving the printing agreement with Casey Printing, Inc. The company has
produced the past 17 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 2016, January 2017 and May 2017 for a total of 66,000 copies, with options for two
successive years.
FISCAL IMPACT:
FUNDING AVAILABLE:
JH:tI
cc: City Attorney
Registrations for City -sponsored activities would be significantly lower
without this marketing product.
Appropriation to be included in 2016/17 PRCS budget (20073001.72301).
r/Internal Services Director
Jordan Ayers, Deputy City Mana
/1 ;)
Jeff H111 f
Parkcreationand Cultural Services Director
APPROVED:
ephen Schwabauer, City Manager
CASEY
PRINTING
Terms & Conditions of Sale
Tbls contract is entered into by and between Casey Printing, Inc., a California Corporation, hereafter
referred to as CASEY. and "Customer" pursuant to the Terms and Conditions of Sale listed below.
Customer City of Lodi
1. Quotation
A you anion not accepted within 10 days is subject to increase or decrease based upon any
incrcunc or decrease in the cost of labor and materials at the time of acceptance.
2. Accuracy of Specifications
QuoInainns tiro based on the rtcturacy of the specifications provided. CASEY can requote a job
at the time of submission if copy. film. tepee, disks. or other input matcrlata do not confomt to
the information on which the original quotation was based..
3. Orders
Acceptance of orders is subject to credit approval and contingencies such as fire, water, strikes.
theft, vandalism, act of God, and other causes beyond CASEY'S control. Canceled orders
require compensation for incurred costs and related obligations,
4. Experimental Work
Experimental or preliminary work performed set the customer's request will be charged at cur-
rent rates and may not he used until CASEY tints been rcimbarsed in full for the amount of the
charges billed.
5. Creative Work
Creative work, such as sketches, copy, dummies and all preparatory work created or furnished
by CASEY. shall remain its exclusive property and no use of same 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 the condition of the copy differs from that which had been originally described and con-
sequently quoted, the original quotation shall be rendered void and a new quotation issued.
7. Preparatory Materials
Artwork, typo, plata, negatives, positives and other items when supplied by CASEY shall
remain the property of CASEY.
Color Separations, Dies and other Printing Aids arc regarded as having been sold to the cus-
miner prior to physical use because ot'separate listing and pricing.
S. Electronic Manuscripts/Images
it is the customer's responsibility to maintain a copy of the original he. CASEY is uoi region.
sihle for accidental damage to matte supplied by the customer or far the accuracy of famished
input or final input. Until digital input cera be evaluated by CASEY, nn claims or promisee ate
ntede about CASEY'S ability to work with jobs submitted an digital fonnat, and no liability is
assumed for problems that may arise. Any atklitiunul reinstating. exiting. or programming
needed to utiliser cusltsrricr-supplied files will he charged m prevailing rates.
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 :uld materials.
10. Prepress Proofs
Proofs shall he 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 sent proceed with work until proofs are returned. If revised proofs are desired. request
must he made when proofs are returned. CASEY regrets any errors that may occur undetect-
ed through production, hut minor he held responsible for errors if the work is printed per cus-
tusner'e OA.; or if t Ranges are communicated verbally. CASEY shall nor be responsible for
more if the costumier has refused to aerept or return proofs, or has instruutcd CASEY to pro -
teed without Muni mon of proofs
11. Press Proofs
Unless specifically provided in writing in CASEY'S quotation, no press proof will be pro-
vided. An inspection sheet of any forth or signature can he submitted for customer review and
approval. of no charge. provided customer as available at CASEY'S facilities during the time
et press makercady Any changes, corrections Or lost press time due to euslomer's change of
mind ser rkley will be charged for at CASEY'S current rates kir Iohor and materials.
12. Color Profiling
Because of differences in equipment, paper. inks, and other conditions between color proofing
:aid 'mutilator: pressroom overatituta, a teastmable variutiun in color between color proofs and
Lilo completed job is to be expected. When n variation 01' this kind occurs, it will he considered
acceptable performance.
13. Overruns or Undcrruns
Ovcrnms or underruns 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 guaranteed quan-
tity, the percentage of tolerance must be stated at the time of quotation.
14. Customer's Property
CASEY shall charge the customer at current rates, for handling and storing customer's stock,
printed matter or other materials held more than 30 days.
CASEY will maintain fire and extended coverage on all property belonging to the customer,
while such properly is in CASEY'S possession. CASEY'S liability for such property shall not
exceed the amount recoverable from such insurance.
It is understood that the gratuitous storage of customers property is solely for the benefit of the
customer.
Signature Dale
15. Delivery
Unless otherwise specified. the pace quoted is fur single shipment, without storage. EO.l3,
CASEY'S louding dock. Proposals are based an continuous and uninterrupted delivery of
complete order. unless specifications distinctly oleic otherwise, and shall be charged for al
CASEY'S current rates. Charges related to delivery front customer to CASEY, or from cos.
tnmcrm supplier lu CASEY are not included in any quotations unless specified. Materials deliv-
ered From costumers ser their suppliers are verified with delivery tickets as to cartun+, packages
er items shown only. The accurecy of quuntitics indicated on math tickets cannot be verified
and CASEY cannot aecclk liability for shurlage blued est supplier's linkers• tall far ftnishcd
work shall pans to the cuetamer upon delivery bt carrier at shipping point or upon matting nt'
invoices for fiutshcd work or segment. whichever occurs Inst.
16. Production Schedules
Production scltedulrs, if ami when eslublishcd, will be sdllered lo by the customer and CASEY.
provided thin CASEY shall nut incur any liability nr penalties for delay due set state of war,
riot, civil disorder. fire, strikes, accidents. xenon of Government nr civil authority and act of
God or [niter causes beyond the control of CASEY, Arty cost duo to delay caused by cu stohrrer
shell be charged for in CASEY'S current rates. Delay caused by customer rimy result in the
rescheduling of weak to the available open production time frame.
17, Customer Furnished Materials
Camara copy, artwork. clectrtrniNmtignctic media. special dims, paper stock, color snperations
and other customer furnished materials shall be manures:lured and delivered to CASEY'S
specif:cariotts. Additional cosi due to delays or impaired production caused by deficiencies in
customer supplied materials shall be charged to lite customer at CASEY'S currant rates.
18. Tuxes
All taxes and assessments levied by any governmental authority arc the responsibility of the
customer. All amounts due for taxes and assessments will be added to the custumor's invoice_
Notax exemption will be granted unless the customer's -Exemption Certificate" for other offi-
cial proof of exemption) accompanies the prucltase order. If. after the customer has paid the
invoice, it is determined that more lax is due. then the customer rntutt promptly remit the
required taxes nos the taxing authority or imntedtatciy reimburse CASEY for any additional
trues paid.
19. Terms
Payment shell be cash one -hell upun acceptance of quotation and one -halt upon delivery of the
printing job. Claitns for defens. damages. shortages roust be trade by the customer in writing
within 14 days after delivery. Fadure to make such tie= within the slated period shall eortsti-
11111e Irrcvounble ncccptance and en admission that they fully comply with hobs, conditions anti
xpecitications. CASEY'S sole Iiability shall be lintil+al to the stared culling price of any deice.
;lye goods, or replacement of defective gratis at CASEY'S option. As security for payment of
any sun dot: or to heeome due under terms of any Agreement, CASEY !hall have the rigltt, if
accessary, ea retain pus session of and shall have a leen on all customer property in CASEY'S
possession including work In proctss and finished work, whether related to atilt job or nut. The
extension of credit or the acceptnuce of notes, trade acceptances or guarantee of payment shall
not affect such security interest arid lien.
Cuamrnar agrees trimly interest ou all accounts 30 days post due at the rate of I.5% per month.
11' legal action is brought to entiurce to terms of this contract. Customer agrees to pay all court
coat and reasonable attorney's Fees. Customer agrees so pity a reasonable returned cheek fee of
not leas than 525, in accnrdanee with aecutfe' 1719 of the Civil Cede of the Slate of California.
20. Liability
1. Disclaimer of Express Warranties
C:ASI:Y warrants that the Foals are ns described in this Corttracl. but no other express war-
ranty is made with respect to 'Uganda, If any sketches. copy. dummies, samples, andlut all
preparatory work won shown to customer. such were used merely to illustrate the general
type and quality of she gnats and not so repreeeut that the goods would necessarily ronrnrtn
In Illem.
2. Disclaimer of Implied Warranties
CASEY'S sole watrgnly is that the servitis will conforrn hi the description captained in this
contract, will be fn's of defects of materials and workmanship and conform tat CASLY'S
standard tivality. There arc no wwrantics which extend beyond the description or the Nee
hereof.
IU.C.C. Section 2316(4I
21. IndeneniCcallon
The customer situp room, indemnify, defend and huld
cost, expense, and damages on account of any arid all
prux:ecdinge due may be instituted against CASEY s
amlaeurkrwadt+d-
:_k.... r:_:,� allegrttirn'es or claims ohm the said printing violates any copyright or any
proprietary right of any person, or that it contains any matter that is libelous or scaneahws, or
invades any person's right to privacy or other personal or economic rights. The customer
agrees to defend promptly and mind nue the defense ninny such claim. demead. actin or pto-
eccding chat may be brought against CASEY, rt the customer's sole expense. provided that
CASEY shall promptly notify the customer with respect hereto. and provided further that
CASEY shall give In the euslomu a such reasonable time as the uxigeneics of the xiluadon may
permit in which to undertake and continue the defense thereof. CASEY reserves the rigid- in
CASEY'S safe discretion. hs refuse in print any matter which, in his judgeni it. he she sl I
deem improper, libelous orscundalues. �v/
1a+'0 iV „-
c
C lards y
hless CASEY from any end all toss, l) f
: untlircr of claims. demands, actions and
i
22. Venire �.Fr1 � 1 v,t 11 � ,A a l� �f '/• i'
The panics egret that this noncom is natured into in_leltrutrwp County, California. 11 legal
action is hmught nit behalf of either party er enforce ilrr Inness, proper venue shall be in the
County of-A4wwray, Culifontia,
•
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e.
Print or Type Name
CITY COUNCIL
Mark Chandler, Mayor
Bob Johnson, Mayor Pro Tempore
Doug Kuehne
JoAnne Mounce
Alan Nakanishi
HUTCHINS ST. SQUARE COMMUNITY CENTER
125 S. Hutchins Street, Lodi, CA 95240
PH (209) 333-5511
FAX (209) 367-5906
Request for Quote
Date: February 3, 2016
Vendor Tax ID No. t Q 2."I 2 A T LI
Vendor Contact E 1 l3 3 v .
Name
Address
Ca S I P r , t V\C
31S E- oin Prn-tanto Dr.
CA crDotaC
M Cl u'\ e l _7.,8-52z.
E1\550i_
�I ISSot e ca5n.) t n-hvC . CovYl
City of Lodi Business License #
Phone/Fax
Email
L
KONRADT BARTLAM
City Manager
JEFF HOOD
Director
Parks, Recreation and
Cultural Services
Response Deadline:
March 1, 2016
Return To
City of Lodi
Parks, Recreation & Cultural Services
Attn: Veronica Carloni
P.O. Box 3006
Lodi, CA 95241
(209) 333-5511
fax (209)367-5906
Questions
Veronica Carloni, Program Coordinator
(209) 333-5511
vcarloni@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, 2016. 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 1,
2016.
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.
Description OTY
Unit
Price
Single
Issue
Cost
Extended
Issues
Price
City of Lodi
Parks, Recreation & Cultural Services Activity Guide
22,000 copies per edition, 3 issues per contract year
S 1111. OD
���
$ 5—t.1 -11.0D
_
Included d�
��Uw
0180.00
QOLh
!Sall
per
t,
Finished Size/Dimensions
Pages: 24 text pages + cover
8.25 inches x 10.75 inch page size
Services
Layout and Graphic Design Services
Paper Stock
Cover stock: 70# Gloss Stock
Text stock: 40# Norbrite 80b
�n 1
I CL�
_
Ink
Cover: 4cp/4cp full bleeds
Text: 2/2 (Black + 1 PMS color)
Black plate change to remove mailing indicia from office copies
Finishing
Fold collate, saddle stitch, trim and carton pack (not to exceed
40 lbs)
Special bundle request for Lodi Unified School District &
Newspaper
Request. Total qty 14,000. (see pick and pack list attachment)
Proofs
Initial proofs are provided in PDF format
Final Hard copy color proof is required
Proof Corrections
Mail
Ink jet of approx 4,000 qty mail list.
Prepare USPS Bulk Mail paperwork
Postage
Postage Indicia Mark. Presort bulk mail. Approx 4,000 qty.
Provide estimate of mailing costs per catalog. (new list is
provided each time in excel.)
t°Vi MW
1
1 D( p1 •CD Per 15‘
Delivery/Shipping
Four drops estimated
Lodi Unified School District (10,000 qty est.)
1305 E. Vine Street, Lodi
Lodi New Sentinel (5,000 qty est.)
125 N. Church Street, Lodi
USPS (mail list – 4,000 qty est.)
Hutchins Street Square (Remaining office copies)
125 S. Hutchins Street, Lodi
1-15D.OD
nr,,r» Irk Iia
�C•�
Additional Items:
`Esfimafed Tax ape() iWI ce les Onti 8
to 2...(t)
102.119
Pt2. l 5 )E
Grand Total � iC Dej1Gi 3 `a� f } �
Die/ -1--
Please
r
Please answer the folfowiinp questions. E5.n M,TE_D • Pos- 6E _ Pi! t 0 G� , 00
1. How long is the production time?
-7-10 Were chip a -e)r.Ct- a1 c)-.-�fla1 p(oc=.
2. How much time is necessary for the layout and design services?
5-�- vioY4 DaL
3. What is the anticipated price increase, if any, for years 2 and 3, and what is it based upon?
- z 1. L.vl e.in artak. # io{lai
1O n .5 o,:ko‘kcd. ounce
References
Reference #1
Name
Organization
Address
Phone
What work was performed?
Reference #2
Name
Organization
Address
Phone
What work was performed?
Reference #3
Name
Organization
Address
Phone
What work was performed?
Additional Comments/Notes:
CLA-fiacKs_cA tor
aLIaQGi on
3
c -Io
Jennifer Ferraiolo
Subject: FW: FW: June Aaker with Abrahamson/Big Valley Printing
From: Abrahamson/Big Valley Printing [nieilto apriritL�att_net]
Sent: Friday, May 13, 2016 9:07 AM
To: Doug Kuehne - External; Alan Nakanishi; JoAnne Mounce; Bob Johnson; Mark Chandler; Jeff Hood; Steve
Schwabauer
Subject: June Aaker with Abrahamson/Big Valley Printing
Good afternoon City Council and other City Employees,
After reviewing the upcoming meeting for City Council Agendas & Minutes on Wednesday, May 18th, I noticed that
Agenda Item C-10 (pages 95 to 101) had only three printers bid this job. Not one printer is from Lodi and the third
printer is located in Stockton.
Questions:
• Would it not be within the best interest of City of Lodi to try and keep their tax dollars in the city limits?
■ Were any printers from Lodi allowed the opportunity to quote this project?
• If not, why were other printers in Lodi not allowed to be given the opportunity to quote is job?
Thank you for your time and consideration for future printing,
Sincerely and respectfully,
June Aaker
Abrahamson/Big Valley Printing
209-369-4391
1