TO:
Honorable Mayor and Members of the City Council
THROUGH:
Mark Danaj, City Manager
FROM:
Mark Leyman, Parks & Recreation Director
Bruce Moe, Finance Director
Jessica Vincent, Recreation Services Manager
Gwen Eng, Purchasing Manager
SUBJECT:Title
Resolution Awarding a Three Year Contract to American Solutions for Parks and Recreation Activity Guide Printing Services with an Estimated Annual Value of $62,300 (Parks & Recreation Director Leyman).
ADOPT RESOLUTION
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council adopt Resolution No. 17-0032 awarding RFP #1096-17 to American Solutions for a three-year contract to provide activity guide printing services with an estimated annual value of $62,300. Staff further recommends that the City Council authorize the City Manager to extend the term of the contract for up to two additional years if in the City's best interest.
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FISCAL IMPLICATIONS:
Sufficient funds are budgeted in the Parks and Recreation budget for activity guide printing services, and will be provided in future fiscal year budgets for this service. The recommended contract is below the current contract spend and will save the City up to $18,000 annually.
BACKGROUND:
The City publishes a quarterly activity guide that presents residents with Parks and Recreation class registration information as well as the City newsletter. Approximately 16,000 copies of the guide are published each quarter. The production schedule for the brochure is approximately 16 weeks from beginning to end. Staff has previously evaluated bidding one edition at a time versus a multi-year contract. It was determined that a multi-year contract is time-efficient, cost-effective and guarantees production time with the contractor. Going out to bid each time may result in delivery delays as well as affect class registration.
This contract was last awarded in January 2010. However, the vendor...
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