HomeMy WebLinkAbout15 AG PRINTING SVCS 02-05-01AGE'N DA R'F'"'ORT
5~o0 -/o
NO. 15
02-05-01
MEETING DATE'
TO:
FROM'
SUBJECT'
FEBRUARY 5, 2001
WILLIAM A. HUSTON, CITY MANAGER
PARKS AND RECREATION SERVICES
PRINTING SERVICES AGREEMENT BETWEEN THE CITY AND
APEX PRINTING & BUSINESS SYSTEMS
SUMMARY'
The proposed Agreement would provide printing services for the Parks & Recreation
Department quarterly brochure. The Tustin Today lists the activities services and classes
·
offered by the City. The existing agreement to provide production services for the brochure
ended when the previous vendor went out of business.
RECOMMENDATION'
The City Council approve the attached Agreement for Services between the City and Apex
Printing & Business Systems.
FISCAL IMPACT:
Under terms of the proposed Agreement Apex will provide paper and printing and services for
35,000 copies of the Department brochure as described in the prOposal for $5,659 per issue.
The City will pay all costs associated with 'mailing the brochures. The term of the Agreement is
for three years with two one-year extensions available. Apex or the City may however request a
re-negotiation of the rates upon a 10% increase or decrease in the cost of paper over a twelve-
month period.
During FY 2000/2001. a total of $29,500 was allocated for production and mailing the brochure.
The cost under the agreement with the previous vendor was $3,550 per issue because
advertising revenue offset a portion of the printing cost. The proposed agreement does not
contain any provisions for advertising sales by the vendor.
Two issues were produced with a significant reduction in scope. The 2000 fall and winter issues
resulted in cost savings that kept projected annual expenses within appropriations.
An increase in postage rates and increased printing costs under the proposed agreement will
require an adjustment of $9,800 to the next year's budget appropriation. The estimated
2001/2002 FY budget request for production and mailing the brochure is $39,300, an increase
of $9,800 over last year.
AGREEMENT FOR SERVICES
This Agreement for Services ("Agreement") is made this day of ,
2001, by and between the City of Tustin ("City"), a municipal corporation, and Apex
Printing and Business Systems ("Apex"), a sole proprietorship.
RECITALS
A. City produces a quarterly brochure to the public for purposes of promoting
City park and recreation activities, services, classes and information on other City
services ("Brochure").
B. in October of 2000, City issued a Request for Proposals for the service of
printing the park and recreation Brochure, which is attached hereto as Exhibit "A" and is
incorporated herein by reference.
C. Apex submitted a revised proposal dated December 18, 2000, which is
attached hereto as Exhibit "B" and is incorporated herein by reference.
D. City finds that Apex has the expertise and proven ability to provide for
printing the City's park and recreation Brochure.
E. City desires to retain Apex and Apex desires to accept and be retained by
CITY, as an independent contractor, for purposes of providing printing services.
AGREEMENT
NOW, THEREFORE, in consideration of the foregoing recitals and the mutual
promises, covenants, and conditions contained herein the parties hereto agree as
follows'
I. Effective Date and Term
The term of this Agreement shall be for three (3) years with two (2) extensions of
one (1) year each for a total of five (5) years, if approved by both parties, beginning with
printing of the City's 2001 spring Brochure. This Agreement shall automatically renew
unless terminated by either party by written notice as provided in Section 6 below.
.,
Responsibilities of City
Ao
City shall compose all text for the Brochure and provide to Apex a hard
copy and a copy on disk.
Bo
City shall pay all costs associated with mailing the Brochures.
C,,
City shall perform all other duties as set forth in Exhibit "A".
31327\1
1 01/22/01
To City:
City of Tustin
Attn: City Manager
300 Centennial Way
Tustin, CA 92780-3767
To Apex:
Apex Printing and Business Systems
Attn' Al Lawrence
2179 Via Puerta, Suite U
Laguna Woods, CA 92653
So
Change of Circumstances
Each party shall promptly notify the other party of any legal impediment, change
of circumstances, pending litigation, or any other event or condition that may adversely
affect such party's ability to carry out any of its obligations under this Agreement.
=
Successors and Assigns
This Agreement, or any part thereof, may not be assigned by a party without the
express written consent of the other party. If consent is so granted, all obligations and
covenants made under this Agreement will bind and inure to the benefit of any
successors and assigns of the respective parties, whether or not expressly assumed by
such successors or assigns. Any attempted assignment or delegation in derogation of .
this section shall be void.
10. Waiver of Breach
If a party waives enforcement or fails to act promptly to enforce any provision of
this Agreement upon any event of breach by the other party, such waiver will not
automatically extend to any continuation of the breach or to any other or future events of
breach.
11. Severability
if any term, covenant, condition, or provision of this Agreement, or the-application
thereof to any person Or circumstance, shall to any extent be held by a court of
competent jurisdiction to be invalid, void, or unenforceable, the remainder of this
Agreement, or the application thereof to. any person or circumstance, shall remain in full
force and effect and shall in no way be effected, impaired, or invalidated thereby.
12.
Merger/I ,n,tegration
This Agreement fully expresses ali understandings between the parties with
respect to the subject matter of this Agreement and' sUpersedes all prior and
contemporaneous understandings or agreement regarding such subject matter.
31327\1
3 01122/0.1
Request for Proposals
for
QUA I{rE, RIX RECREATION
BROCHU~
'ir
Parks & Recreation
300 Centennial Way
Tustin, CA 92780
714.573.3326
City {,f Tu.,.tin
t~,l':l' Quarterly l~,ecreatior, lift,chute
Page #2
SCOPE OF WORK
CRITERIA:
Along with the attached proposal sheet, please submit a sample of a similar project you
have produced or work that shows the quality the City of Tustin might expect from you.
Include a list of three (3) references with contact names and telephone numbers. Any
information on your company, services or qualifications you feel would help in better
understanding your firm should also be included. The City may choose to interview the
top three proposers to determine the proposal best fitting our needs.
(;it3'
t',FI' (2uar~c~l), t(.ccreatir, r~ I;re,c. hurc
Page #4
GENERAL SPECIFICATIONS
I. PROVISIONS'
The City of Tustin will provide to the successful proposer(s) the following so as to
complete this contract: camera-ready art or computer file (PC) on Zip Drive.
II. CONSIDERATIONS'
Ao
Costs incurred by the vendor due to errors in the original copy submitted by the
City will be reimbursed for those costs by the City. Costs incurred by the vendor
due to printing errors will be assumed by the vendor.
Bo
In consideration for payment for printing, the City will accept the proposal best
suited to the City's needs.
Co
The successful proposer(s) will be an independent contractor and nothing
incurred in the final contract shall be construed to cause the vendor to be
deemed or represent themselves as an agent or employee of the CitY. The
vendor will also agree to hold harmless and indemnify the City, its officers,
agents and employees from any and all claims, demands, loss, liability, injury,
death, suits, or judgments arising out of consequences of the contract.
III. TERMS OF AGREEMENT:
The term of this agreement shall be for three (3) years beginning with the Spring 2001
edition with two one-year extensions available. The final contract may be canceled by
either party upon written notice to the other at least ninety (90) days before the delivery
of the next brochure.
V. CRITERIA FOR SELECTION'
Criteria for evaluating proposals submitted will take the following into consideration.
Ao
Ability to perform tasks outlined in the Request For Proposal.
Bo
Reasonableness of the fee requested to do the work. Lowest price may not be
used as the determining criteria of a successful proposal.
C.
Demonstrated record of success and/or experience by the proposer to perform
tasks outlined in the Request for Proposal.
D.
The city of Tustin reserves the right to reject any or all proposals submitted.
P,F'I' ('~uar~cr]y }(ccrc~or~ l~r~,cl~urc
BROCHURE TIMETABLE
2001 Delive _ry Dates
Season
Item
Due Date
SPRING
Hard Copy due to Printer
February 14, 2001 (W)
Delivery to Post Office
Delivery to Residents
February 26, 2001 (M)
March 02, 2001 (F)
(April-June)
Classes Beqin
April 02, 2001 (M)
SUMMER
Hard Copy due to Printer
May 02, 2001 (W)
Delivery to Post Office
Delivery to Residents
May 14, 2001 (M)
May 21,2001 (M)
(July - August)
Classes Beqin
.... Jun...e 18, 2001 (M)
FALL
Hard Copy due to Printer
August 8, 2001 (W)
Delivery to Post Office
Delivery to Residents
August 20, 2001 (M)
August 27, 2001 (M)
..(Oct-Dec)
Classes Beqin
Sept, .24, 2001 (M)
WINTER
Hard Copy due to Printer
Oct. 31,2001 (W)
Delivery to Post Office
Delivery to Residents
Nov. 12, 2001 (M)
Nov. 19, 2001 (M)
(Jan-Mar)
Classes Beqin
January, 2, 2002 (W)
DATE'
PREPARED BY (SIGNATURE):
TITLE/NAME (PRINT)'
FIRM NAME:
ADDRESS'
CITY/ZIP'
TELEPHONE'
December 18, 2000
City of Tustin
300 .Centennial Way
Tustin, CA 92780
Atten: Pamela J. Passow.
Gentlemen:
RE. ~ED PROPOSAL SI:W~E.T FOR PRINTING & DELIVERY
A.
Price for printing brochure
35,000 12' page plus. cover
50# offset & 80# ~oss book for cover
Each additional 4
.$3~885.00
3~3.oo ·
B. -0-
Typesetting changes - no charge
Disc furnished
C. Price for additional Phmographs. or screens - no charge -0-
D.
· Disc furnished
Price for Color seParatiOns, negs' & match print ·
12 Page & cover'brochure (disc furnished) ' .
Each additional 4'. pa,*es "
-.
· .Price for binde~ charges -'saddle 'StitCh & bundled, in 50's.
12 :page & cover brochure
-Each additional 4 ~age~s "
$ 315.00"
o7.45
..
$1,459.00
2i.00
F. Delivery charges ro Post Office & City Hall - no charge -0-'
Terms: 30 days net from fi.ual delivery
Sincerely,
.,Man L. Lawrence
38 BREAKERS LANE · ALIS0 VIEd0, CA 92656 · 'I-888-3OO-338.1 · FAX' (714] B31-5360