HomeMy WebLinkAbout4.04 Solicit Bids 1990 Calendar •
C I T Y O F D U B L I N
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: November 13, 1989
SUBJECT: Authorization to Solicit Bids for the Printing of the 1990
Community Calendar (Prepared by: Lou Ann Riera-Texeira,
Administrative Assistant to the City Manager)
EXHIBITS: oposed Bid Package
RECOMMENDATION: Authorize staff to solicit bids.
FINANCIAL
STATEMENT: Sufficient funds have been included in the 1989-90 budget.
DISCUSSION: During the City Council Goals & Objectives session, the
City Council expressed an interest in continuing to publish a community
calendar on an annual basis.
Pursuant to the City's Purchasing Ordinance, all purchases of this type which
exceed $5,000 must be secured through a formal bid process. It is
anticipated that this project will exceed $5,000. Accordingly, staff has
prepared a bid specifications package.
Staff is currently working with a local typesetter to prepare the layout and
design of the 1990 calendar. The format will be similar to the 1989 calendar
in that each month will highlight a different aspect of the community. The
theme for the 1990 calendar is "Pride in the City." Features will include a
number of programs and activities associated with the City, such as the
Dublin Fine Arts Association, the St. Patrick's Day Parade and Library
Services. In addition, informational sections on various City services, such
as Public Works, Parks and Recreation will be included. Staff expects to
distribute the 1990 calendar in mid-December.
Staff recommends that the City Council authorize soliciting of sealed bids.
The award of the bid is scheduled for the Council meeting of November 27,
1989.
ITEM NO, • L/ COPIES TO :
` 1
NOTICE INVITING SEALED BIDS
FOR
PRINTING OF A COMMUNITY CALENDAR
NOTICE IS HEREBY GIVEN that bid proposals will be received until 10: 00 a.m. ,
Monday , November 27 , 1989, at the City of Dublin Offices , which are located
at 100 Civic Plaza , Dublin , California 94568 . Sealed bids will be accepted
for the project as outlined in the specifications . The competency and
responsibility of the bidders will be considered in making the award . The
City reserves the right to reject any or all proposals, to determine the
lowest responsible bidder and to waive any informality or irregularity in
the proposals submitted.
A complete set of bid documents is available at City Offices , 100 Civic
Plaza, City Manager ' s Office , Dublin , CA 94568 .
For further information concerning this bid , contact Lou Ann Riera—Texeira ,
Administrative Assistant to the City Manager at (415) 833-6650.
Richard C. Ambrose , City Clerk
•
INSTRUCTIONS TO BIDDERS
PROPOSALS
Bids shall be made upon the form obtained at the office of the City Manager
properly and with all items filled out . A copy of the form is also included
in the Bid Specification package . The signature of all persons signing
shall be in longhand . The completed form shall be without interlineations ,
alterations or erasures . Any irregularity may be cause for rejection of the
bid. Bids shall be submitted in a sealed envelope with the words "CALENDAR
PRINTING BID ENCLOSED" on the outside .
Bids must be received in the City Manager ' s Office , 100 Civic Plaza, Dublin,
CA 94568 , no later than 10 : 00 a .m. , Monday , November 27 , 1989 .
Bids shall not contain any recapitulation of the work to be done .
Alternative proposals will not be considered , unless called for . No oral ,
telegraphic or telephone proposals or modifications shall be considered .
Before submitting a bid , bidders shall carefully read the specifications and
shall fully inform themselves as to all existing conditions and limitation .
OPENING OF BIDS
Bids will be opened and read publicly at the time set in the City Manager ' s
Conference Room as indicated in the Invitation for Bids . Bidders or their
representatives and other interested persons permitted by the Owner , may be
present at the bid opening . Bid Opening — 10: 00 a .m. , November 27 1989 .
AWARD AND REJECTION OF BIDS
Award of the contract will be determined by the lowest total submitted by a
responsible bidder . The City shall reserve the right to select the cover
alternate to be provided and will base the award on the work to be
performed .
The City reserves the right to reject any or all bid , and to waive any
informality in bids received. The competency and responsibility of Bidders
and of their proposed subcontractors will be considered in making the
awards .
WITHDRAWAL OF BIDS
Bids may be withdrawn by the Bidder prior to , but not after the time fixed
for opening of bids .
FORM OF AGREEMENT
The form of agreement , which the successful Bidder , will be required to
execute , will be based upon the bid specifications . The successful bidder
shall be provided with a purchase order upon award of bid by the City
Council .
INSTRUCTIONS Page 1 of 2
INTERPRETATION OF DOCUMENTS
If any person contemplating submitting a bid for the proposed contract is in
doubt as to the true meaning of any part of the specifications or other
proposed contract documents , he may submit to the City a written request for
an interpretation thereof . The person submitting the request will be
responsible for its prompt delivery . Any interpretation of the proposed
documents , which in the City ' s judgement is necessary , will be made only by
Addendum duly issued, and a copy of such Addendum will be mailed or
delivered to each person receiving a set of such documents . the City will
not be responsible for any other explanations or interpretations of the
proposed documents .
ADDENDUM OR BULLETINS
Any Addendum or Bulletins issued during the time of bidding , or forming a
part of the documents furnished to the Bidder for the preparation of his
bid, shall be made a part of the Contract. The receipt of each Addendum
shall be acknowledged on the Bid Proposal Form as submitted by the Bidder .
INSTRUCTIONS Page 2 of 2
CITY OF DUBLIN
BID SPECIFICATIONS
COMMUNITY CALENDAR PRINTING
The City of Dublin is seeking bids for the printing and preparation of a
Community Calendar . All bids shall be in accordance with the Instructions
to Bidders and the following specifications :
Bidder shall include the cost of all materials , labor and taxes . Bidders
shall be responsible for meeting established deadlines . All artwork will
be provided in a camera-ready fashion unless otherwide noted.
I . FORMAT
A "Sample" of the format used for a previous publication is provided
for your reference . The actual content of the calendar to be printed
may differ and will be in accordance with these specifications .
The calendar will be printed on 11" x 17" stock which will be folded
in half. Each calendar will consist of one cover and seven pages.
The estimated image area for photographs will be 7 1/2" x 10" . Some
photograph areas may be reduced and printing will occur adjacent to
the photograph. Windows will be provided on master boards . The
format for the printed portion of the calendar will also be on a
7 1/2" x 10" area .
II . STOCK REQUIRED FOR EACH CALENDAR
Bidder shall be responsible for providing stock as specified.
One 11" x 17" Cover - Chrome Coat 65 lb . Cover - 10 point .
Glossy on one side . Printing on two sides .
Seven Insert Pages - 11" x 17" Coronado Opaque 60 lb . Text .
Printing will be on both sides .
III . PRINTING
Cover : The cover will contain a 4 color photograph similar to the
one included on the enclosed sample .
Insert pages : All will have black print plus one PMS color on
both sides .
Double Burns: An estimated fifteen double burns 11" x 17"
will be required for screened printing . As noted under the
"Half-Tones" , the actual number may vary and this cost may be
revised .
SPECIFICATIONS , Page 1 of 2
IV. BINDING REQUIRED ON EACH CALENDAR
1 11" x 17" Cover/Scored and folded in half
7 11" x 17" Insert Sheets folded in half
Each Calendar shall be saddle stitched with two staples .
The end product shall be trimmed and one drill hole shall be
placed 1/4" from the top as shown on enclosed sample .
V. QUANTITY
10,000 copies of the calendar shall be provided . Successful bidder
shall be allowed spoilage up to 10%.
VI . MAILING
[Bidder shall be responsible for delivery of product to a mailhouse
(located in the Tri—Valley area) selected by the City . ]
The City shall deposit with the United States Post Office funds to
cover postage . City shall also provide the mailhouse with data on
postal routes . It is estimated that there are approximately 25 routes
with 8 , 998 postal customers . The mailhouse shall prepare the
calendars for mailing . This shall require a Carrier Route Pre—Sort .
VII . SCHEDULE
Bid to be awarded November 27, 1989 .
Camera Ready Artwork delivered to printer by November 29 , 1989.
Calendar must be mailed no later than December 18 , 1989.
VIII . SUBCONTRACTORS
Each bidder shall identify any subcontractors who will be used in the
production of the calendar .
IX. METHOD OF PAYMENT
Successful bidder shall be authorized to invoice City for up to 90% of
the cost of the required stock prior to delivery . Verification of costs
may be requested by City . Total payment shall be within 20 days of mailing
and submittal of a final invoice .
SPECIFICATIONS , Page 2 of 2
BID PROPOSAL FORM
CITY OF DUBLIN
COMMUNITY CALENDAR PRINTING
I have received the documents titled City of Dublin Bid
Specification — Community Calendar Printing and Instructions to
Bidders , and have satisfied myself as to the scope of the work
and the conditions required .
In submitting this proposal , I agree :
1 . To hold my bid open for 30 calendar days from the date of
this proposal .
2 . To comply with the provisions of the Notice Inviting Bids ,
Instructions to Bidders , and Bid Specifications .
3. To accept a purchase order on the basis of this proposal .
4. To comply with the time schedule in the Bid Specifications .
5 . To provide with my bid two references , which will include
their names , addresses and phone numbers .
I agree to provide the following services at the rates specified
below:
A. Cost Proposal of Items Described in Bid Specifications :
The following costs relate to the total cost of production
as defined in the Specifications Items I through IX, including
all applicable taxes and fees .
B. Proposed Subcontractors :
Please provide the name , address and phone numbers of any
subcontractors . Also clearly identify the service each will
provide. Please use the attached form.
PROPOSAL FORM Page 1 of 2
C. References
Please list two references for which you have prepared
similar work.
D. Submitted by
Name
Firm Name
Address
Phone ( )
Signature Date
PROPOSAL FORM Page 2 of 2
DUBLIN COMMUNITY CALENDAR
BIDDERS LISTING OF SUBCONTRACTORS
Please provide the name , address and telephone number of any
subcontractor which will be used . Identify the service or
product each will provide .
NAME PHONE #
ADDRESS
WORK TO BE PERFORMED
NAME PHONE #
ADDRESS
WORK TO BE PERFORMED
NAME PHONE #
ADDRESS
WORK TO BE PERFORMED
NAME PHONE #
ADDRESS
WORK TO BE PERFORMED