HomeMy WebLinkAboutAgenda Report - December 6, 1995 (36)CITY OF LODI COUNCIL COMMUNICATION
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AGENDA TITLE: Specifications and Advertisement for Bids for Printed
Envelopes, 1996 Requirements
MEETING DATE: December 6, 1995
SUBMITTED BY: Finance Director
RECOMMENDED ACTION: That the City Council approve the specifications and
authorize advertisement for bids for the City's 1996
requirements for printed envelopes.
BACKGROUND INFORMATION: During the course of business the City uses a variety of
printed envelopes. Most significant in volume are those
used to mail utility bills and return payments. Lesser
quantities are used for regular departmental correspondence, accounts payable checks, and business
license applications.
This will be the third year the City has bid envelopes on an annual basis. In 1994, the City saved an
estimated $2,200 compared to 1993 costs. In 1995, prices increased because of a 40% jump in the cost
of paper, but contract prices still were about 3% below 1992 costs for the same envelopes.
The specifications reflect projected requirements for the calendar year 1996 (Part I), as well as specific
size and printing requirements for each type of envelope (Part II).
FUNDING: Estimated cost: $14,500.00.
Each department budgets annually for printing
requirements, and funding for the purchase of envelopes is
included in those budgeted amounts.
BID OPENING:
Prepared by Joel Harris, Purchasing Officer
January 3, 1996
Vicky McAthie, Finance Director
APPROVED:H. DiXON FLYNN
City. Manager
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SPECIFICATIONS
City of Lodi
Printed Envelopes
PART I: 1996 Requirements
Envelope Description 1996 Rea.
#814 Special Window, Bus. Lie. Appl. 10,000
#9 Window, Accts Payable, 10,000
#9 Regular, Utility Payment 300,000
#9 Regular, Delinq. Utility Payment 25,000
#10 Regular, Letterhead 30,000
#10 Regular, Police Dept. 10,000
#10 Regular, Parks/Rec. 10,000
#10 Window, Utility Bill 300,000
#10 Window, Delinq. Utility Bill 25,000
#10 Window, City Letterhead 10,000
#10 Window, Police Dept. 5,000
NOTE: These quantities represent the City's best estimate of requirements for the calendar year 1996. Made in
good faith, THEY REPRESENT A COMMITMENT ON THE PART OF THE CITY OF LODI TO
PURCHASE THESE ANNUAL REQUIREMENTS PRIOR TO DECEMBER 31, 1996. UPON
AWARD OF BID, A PURCHASE ORDER WILL BE ISSUED TO PURCHASE THESE
QUANTITIES. HOWEVER, DELIVERIES OF ENVELOPES WILL BE DETERA'IINED ONLY
BY RELEASE ORDERS IN THE ESTIMATED AAIOUNTS/AIONTHS SHOWN IN SCHEDULE
1-B. IF PRINTER ELECTS TO PRODUCE ENTIRE AMOUNT UPON RECEIPT OF
PURCHASE ORDER, PRINTER WILL BE RESPONSIBLE FOR PROPER STORAGE OF
ENVELOPES PENDING ISSUANCE OF RELEASE ORDER(S).
SCHEDULE 1-A
Envelone Description
Annual Req.
#8'!n Window, Bus. Lie. Appl.
10,000
#9 Window, Accts Payable,
10,000
#9 Regular, Utility Payment
300,000
#9 Regular, Delinq. Util. Paymt
25,000
#10 Regular, Letterhead
30,000
#10 Regular, Police Dept.
10,000
#10 Regular, Parks/Rec
10,000
#10 Window, Utility Bill
300,000
#10 Window, Delinq. Util Bill
25,000
#10 Window, Letterhead
10,000
#10 Window, Police Dept.
5,000
SPECIFICATIONS
City of Lodi
Printed Envelopes
PART 1: 1996 Monthly Requirements
Jan Feb Mar Apr May Jun Jul Aup Sen Oct Nov Dec
- - - - - - - - - 10,000 - -
- 10,000 - - - - - - - - -
- 75,000 - - 75,000 - - 75,000 - - 75,000
- - 12,500 - - - - - 12,500 -
15,000 - - - - 15,000 - - - -
- - - - - 5,000 - - - - - 5,000
- - - - - - 10,000 - - - - -
75,000 - - 75,000 - - 75,000 - - 75,000
- - 12,500 - - - - - 12,500 -
- - 5,000 - - - - 5,000 - - -
- - - - - - - - - 5,000 -
NOTE: These quantities represent the City's best estimate of requirements for the calendar year 1996. Made in good faith, THEY REPRESENT A COMMITMENT OF
THE PART OF THE CITY OF LODI TO PURCHASE THESE ANNUAL REQUI.REl17ENTS PRIOR TO DECEMBER 31, 1996. UPON AWARD OF BID, A
PURCHASE ORDER WILL BE ISSUED TO PURCHASE THESE QUANTITIES. HOWEVER, DELIVERIES OF ENVELOPES WILL BE DETERMINED ONLY
BY RELEASE ORDERS IN THE ESTIMATED AMOUNTS/MONTHS SHOWN ABOVE. IF PRINTER ELECTS TO PRODUCE ENTIRE ORDER AMOUNT
UPON RECEIPT OF PURCHASE ORDER, PRINTER WILL BE RESPONSIBLE FOR PROPER STORAGE OF ENVELOPES PENDING ISSUANCE OF
RELEASE ORDER(S).
SCHEDULE 1-B
SPECIFICATIONS
City of Lodi
Printed Envelopes
PART II: Envelope Specifications
Page 1
81A Special Window: Size: 33A" x 8";
(Business License Application) White Wove, Sub 24;
Diagonal Seam Style;
Printing: Offset printed 1 -color black, one side;
Copy: To be typeset by the printer per sample furnished by the City;
Type style: "City of Lodi" - Helvetica Bold, spaced, 8 -point;
Address: Helvetica 8 -point;
Window: Poly -covered to meet U.S. Postal Service requirements;
Size: 1-3/16" x 4-1/16", located 13/16" from left edge of
envelope, 2-7/8" down from the top, 1-5/8"" up from the
bottom;
Packaging: Case qty: 5,000/case, or 10 boxes of 500/box per case
##9 Standard Window: Size: 3-7/8" x 8-7/8";
(Accounts Payable) White Wove, Sub 24;
Inside security panel of printer's choice;
Diagonal Seam Style;
Printing: Offset printed 1 -color Black, one side;
Copy: To be typeset by the printer per sample furnished by the City;
Type Style: "City of Lodi" - Helvetica Bold, 12 -point, spaced;
"Accounts Payable" - Helvetica, 8 -point;
Address - Helvetica, 8 -point
Window: Poly -covered to meet U.S. Postal Service requirements;
Size: Standard 41h" x 1-1/8", located 7/8" from left side of
envelope, 1/2" up from the bottom;
Packaging: Case qty: 2,500/case, or 5 boxes of 500/box per case
SPECIFICATIONS
City of Lodi
Printed Envelopes
PART II: Envelope Specifications
Page 2
#9 Standard Regular: Size: 3-7/8" x 8-7/8";
(Utility Payment) White Wove, Sub 24;
Recycled Paper to meet State requirements;
Diagonal Seam Style;
Printing: Offset printed 1 -color Black, two sides;
Sorting Bar 1/4" wide, printed I" down left side from upper
left corner;
FIM Marks and Bar Codes: Per sample furnished (Film
Positives provided by City); FIM Marks and Bar Codes must
meet U.S. Postal Service Requirements;
Front Copy: To be typeset by the printer per sample furnished by
the City;
Type Style: Helvetica;
Type Sizes: "From...": 8 -point;
"Place Stamp Here...": 6 -point;
"City of Lodi": 12 -point;
Address: 12 -point
Back Copy: Type Style: Helvetica, 12 -point
Color: Black;
Copy: Text - Helvetica 10 -point; Recycle Symbol to
be typeset by the printer per sample furnished by the
City;
"Recyclable and..." and symbol: 10% screen;
Envelopes must be suitable for use as an insert on Pitney -Bowes insert-
ing system.
Packaging: Case qty: 2,500/case, or 5 boxes of 500/box per case
SPECIFICATIONS
City of Lodi
Printed Envelopes
PART 11: Envelope Specifications
Page 3
#9 Standard Regular: Size: 3-7/8" x 8-7/8";
(Delinquent Utility Payment) Yellow, Wove, Sub 24;
Recycled Paper to meet State requirements;
Diagonal Seam Style;
Printing: Offset printed 1 -color Black, two sides;
Sorting Bar 1/4" wide, printed 1" down left side from upper
left corner;
FIM Marks and Bar Codes: Per sample furnished (Film
Positives provided by City); FIM Marks and Bar Codes must
meet U.S. Postal Service Requirements;
Front Copy: To be typeset by the printer per sample furnished by
the City;
Type Style: Helvetica;
Type Sizes: "From...": 8 -point;
"Place Stamp Here...": 6 -point;
"City of Lodi": 12 -point;
Address: 12 -point
Back Copy: To be typeset by the printer per sample furnished
Copy: "FOR PRIORITY PROCESSING.. THANK YOU"
Type Style: Helvetica, 12 -point;
Color: Black;
Copy: "Recyclable and ..."
Type style: Helvetica 10 -point;
Recycle Symbol to be typeset by the printer per sample
furnished by the City;
"Recyclableand..." and symbol: 10% screen;
Envelopes must be suitable for use as an insert on Pitney -Bowes insert-
ing system.
Packaging: Case qty: 2,500/case, or 5 boxes of 500/box per case
#10 Reiular, Letterhead Size: 4-1/8" x 9'h";
White Wove, Sub 24;
Diagonal Seam Style;
Printing: Offset printed 1 -color black, one side;
Copy: To be typeset by the printer per sample furnished by the City;
Type Style: "City of Lodi" - CG Times Bold, 18 -point;
Address: Helvetica 8 -point;
Packaging: Case qty: 5 boxes of 500/box
3
SPECIFICATIONS
City of Lodi
Printed Envelopes
PART 11: Envelope Secifications
Page 4
#10 Reeular. Police Dept: Size: 4-1/8" x 91h";
White Wove, Sub 24;
Diagonal Seam Style;
Printing: Offset printed 1 -color blue, one side;
Copy: To be typeset by the printer per sample furnished by the City;
(Artwork/photo screening to be furnished by the City);
Type Style: "Lodi Police Department" - CG Times Bold, 12 -point;
Address: CG Times 10 -point;
"An honor to serve...": Souvenir Bold Italic, 8 -point;
Packaging: Case qty: 5 boxes of 500/box
#10 Regular Parks/Rec Dept: Size: 4-1/8" x 9'/z";
White Wove, Sub 24;
Diagonal Seam Style;
Printing: Offset printed 1 -color brown, one side;
Copy: To be screened and typeset by the printer per sample furnished
by the City;
(Artwork to be furnished by the City);
Type Style: "Lodi Parks and Recreation Department" - Daisy Wheel
Script 12 -point;
Address: Helvetica 11 -point;
Packaging: Case qty: 5 boxes of 500/box
4
SPECIFICATIONS
City of Lodi
Printed Envelopes
PART 11: Envelope Specifications
Page 5
#10 Standard Window: Size: 4-1/8" x 91/2";
(Utility Bill) White Wove, Sub 24;
Recycled paper to meet State requirements;
Diagonal Seam Style;
Printing: Offset printed 1 -color black, one -side;
Copy: To be typeset by the printer per sample furnished by the City;
Type Style: "City of Lodi" - CG Times Bold, 18 -point;
"Utility Bill Enclosed" - CG Times Bold, 16 -point;
Address: Helvetica, 10 -point
Postage Block: Helvetica, 9 and 11 point
"Printed on Recycled Paper" - Helvetica, 9 -point (10% Screen)
Recycle symbol per sample, 10% Screen;
Window: Poly -covered to meet U.S. Postal Service requirements;
Size: Standard, 41h" x 1-1/8", located 7/8" from left side of
envelope, and 'h" up from the bottom;
Packaging: 2,500/case, or 5 boxes of 500/box per case.
#10 Standard Window: Size: 4-1/8" x 91h";
(Immediate Response Req.) Yellow, Wove, Sub 24;
Recycled paper to meet State requirements;
Diagonal Seam Style;
Printing: Offset printed 1 -color black, one -side;
Copy: To be typeset by the printer per sample furnished by the City;
Type Style: "City of Lodi" - CG Times Bold, 18 -point;
"Immediate Response Requested" - CG Times Bold,
16 -point;
Address: Helvetica, 10 -point
"Printed on Recycled Paper" - Helvetica, 9 -point (10% Screen)
Recycle symbol per sample, 10% Screen;
Window: Poly -covered to meet U.S. Postal Service requirements;
Size: Standard, 4'h" x 1-1/8", located 7/8" from left side of
envelope, and '/z" up from the bottom;
Packaging: 2,500/case, or 5 boxes of 500/box per case.
3
SPECIFICATIONS
City of Lodi
Printed Envelopes
PART IT: Envelope Specifications
Page 6
#10 Standard Window: Size: 4-1/8" x 91h";
(Police Dept) White Wove, Sub 24;
Diagonal Seam Style;
Printing: Offset printed 1 -color blue, one -side;
Copy: To be typeset by the printer per sample furnished by the City;
(Artwork/photo screening to be furnished by the City);
Type Style: "Lodi Police Department" - CG Times Bold, 12 -point;
Address: CG Times, 10 -point
"An honor to serve...": Souvenir Bold Italic, 8 -point;
Window: Poly -covered to meet U.S. Postal Service requirements;
Size: Standard, 4'/i" x 1-1/8", located 7/8" from left side of
envelope, and 'h" up from the bottom;
Packaging: 2,500/case, or 5 boxes of 500/box per case.
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