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Home My WebLink AboutAgenda Report - December 21, 1994 (41)OF CITY OF LODI COUNCIL COMMUNICATION 00 AGENDA TITLE: Specifications and Advertisement for Bids for Printed Envelopes, 1995 Requirements MEETING DATE: December 21, 1994 PREPARED BY: Finance Director RECOMMENDED ACTION: That the City Council approve the specifications and authorize advertisement for bids for the City's 1995 estimated requirements for printed envelopes. BACKGROUND INFORMATION: During the course of business the City uses a vari- ety of printed envelopes. Most significant in vol- ume are those used to mail utility bills and return payments. Lesser quantities are used for regular departmental correspondence, accounts payable checks, and business licenses. During 1994, the first year that printed envelopes were purchased on an annual contract, the City saved an estimated $2,200, compared to purchases that were individually bid. We expect to see similar savings in 1995. The specifications reflect estimated requirements for the calendar year 1995 (Part I), as well as specific size and printing requirements for each type of envelope (Part II). FUNDING: Estimated cost: $9,500.00 Each department budgets annually for printing re- quirements, and funding for the purchase of enve- lopes is included in those budgeted amounts. BID OPENING DATE: January 17, 1995 exon Flynn, Finance Director Prepared by Joel Harris, Purchasing Officer APPROVED THOMAS A. PETERSON Fecyciea paper City Manager SPECIFICATIONS City of Lodi Printed Envelopes PART 1: Estimated 1995 Requirements Envelope Description Est, 1995 Rru. #6% Window. Bus. Lic. 5.000 #9 Window. Accts Payable. 10.000 #9 Regular. Utility Payment ?00.000 #9 Regular, Delinq. Utility Payment 25.000 #10 Regular. Letterhead 30,000 #10 Regular. Police Dept. 5.000 #10 Regular, Parks/Rec. 10.000 #10 Window, Utility Bill 300,000 #10 Window, Delinq. Utility Bill 25,000 #10 Window, letterhead 5.000 #10 Window. Police Dept. 5.000 NOTE: These quantities represent the City's best estimate of requirements for calendar year 1995. While made in good faith. THEY DO NOT REPRESENT A COMMITMENT ON THE PART OF THE CITY OF LODI TO PURCHASE THESE QUANTITIES. A COMMITMENT TO PURCHASE IS MADE ONLY BY CITY OF LODI PURCHASE ORDER ISSUED PRIOR TO ACTUAL NEED. SCHEDULE 1-A ` UX6110T�T:�l 11 111214 City of .. Printed Envelopes PART 1: Estimated 1995 Monthly Reau*reMen Envelop& Description FSI. Annual Reg JAIL -E& MAL APL May -IUKL Jul- -A14- -.50- QI:L Nov I& 1/6)4 Window, Bus. Lic. 5,000 - - - - 5.000 k9 Window, Accts Payable 10,000 - 10,000 k9 Regular, Utility Payment 300.000 - 75,000 - 75,000 - 75,000 - - 75.000 - p9 Regular, Delinq. Util. Paymt 25,000 - - - - 12,500 - - - 12,500 - #10 Regular, Letterhead 30.000 - 15,000 - 15,000 - - - #10 Regular, Police Dept. 5.000 - - 5,000 - - #10 Regalar, Parks/Rec 10,000 - - - 10,000 - - - - - #10 Window, Utility Bill 300,000 - 75,00 - 75,000 - - 75.000 75,000 #10 Window, Delinq. Util Bill 25.000 - 12,500 - - - 12,500 - k10 Window, Letterhead 5.000 - - - - - - 5,000 - - X10 Window, Police Dept. 5,000 5,000 - - NOTE: These quantities represent the City's best estimate of requirements for calendar year 1995. While made in good faith, THEY DO NOT REPRESENT A COMMIT MENT OF THE PART OF THE CITY OF LODI TO PURCHASE THESE QUANTITIES. A COSINI LENT TO PURCHASE IS MADE ONLY BY CITY OF LODI PURCHASE ORDER ISSUED PRIOR TO ACTUAL NEED. SCHEDULE 1-B SPECIFICATIONS City of Lodi Printed Envelopes PART II! Fnvelooe Smitetions Page 1 fiX- w: Size: 3-5/8" x 6'k "; (Business License) 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; "Return Postage Guaranteed" - Helvetica 7 -point Window: Poly -covered to meet U.S. Postal Service requirements; Size: 1'A" x 3'b", located 'F" from left side of envelope, ]-1/ 16" up from the bottom; Packaging: Case qty: 5.000/case, or 10 boxes of 500ibox per case #9 Standard Window: Size: 3-7/8" x 8-718"; (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 41A" x 1-118", located 718" from left side of envelope, I/2" up from the bottom; Packaging: Case qty: 2,500/case, or 5 boxes of 500N)x per case 6 SPECIFICATIONS City of Lodi Printed Envelopes PART R: Envelopg S ifications Page 2 #gCwt and R gulare 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 t -color Black. two sides; Sorting Bar 114" 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: To be typeset by the printer per sample furnished; 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 SP _ _ SCATIONS City of Lodi Printed Envelopes PARZ�, - Enyel= S=ifiratinne Page 3 #9 C andard ReLmlar: Size: 3-7/8" x 8-7/8"; (Delinquent Utility Payment) Canary, Recycled. 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; "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 #10 Regular. Letterhead: Size: 4-1/8" x 916 "; White Wove, Sub 24. Diagonal Seam Style: Printing: Offset printed I -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 SPECIFICATION City of Lodi Printed Envelopes PART II: Envelop€S= iftcatioas Page 4 #10 Regular,PoliceDepr. Size: 41/8" x 91fz": 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-po:mt; Packaging: Case qty: 5 boxes of 500/box #10 Regular Parks/Rec Dent: Size: 4-1;8" x 91h% 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 I l -point; Packaging: Case qty: 5 boxes of 500/box 4 1 SPECIFICATIONS City of Lodi Printed Envelopes PART 11% Fnvel=c Sj=ifwadQw Page 5 #10 Standard Window: Size: 4-1/8" x 91k"; (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, MIS Screen; Window: Poly -covered to meet U.S. Postal Service requirements; Size: Standard. 41k" x 1-1/8", located 7/8" from left side of envelope, and 1k" up from the bottom; Packaging: 2,500/case, or 5 boxes of 500/box per case. 1110 Standard Windowe Size: 4-1/8" x 9'k", (Immediate Response Req.) Canary, Recycled, 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. 414" x 1-1/8", located 7/8" from left side of envelope, and 'f-" up from the bottom; Packaging: 2,500/case, or 5 boxes of 5001box per case. SPECIFICATIONS City of Lodi Printed Envelopes PART 11: EnvelopgSnecifications Page 6 #10 Standard Window: Size: 4-118" x 9'h"; (Letterhead) 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 #10 Standard Window: Size: 4-118" x 9'h"; (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, 41h" x 1-1/8", located 719" from left side of envelope, and 'h" up from the bottom; Packaging: 2,500/case, or 5 hexes of 500/box per case. 6