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HomeMy WebLinkAboutItem 06 - Playbook Activities Brochure Yell':F '�i R MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BRUNO RUMBELOW, CITY MANAGER MEETING DATE: JANUARY 17, 2012 SUBJECT: AWARD OF BID FOR PRINTING THE PLAYBOOK ACTIVITIES BROCHURE RECOMMENDATION: Staff recommends the Council approve the lowest bid for the printing of the Playbook activities brochure to Graphics2 in the amount of $16,190. Bids from the three vendors that submitted bids are attached. FUNDING SOURCE: Funds for the printing of the activities brochure are available in the following accounts. Account 100-42200-312-7 $6,690 Account 100-42200-312-6 8,000 Account 115-42200-350-01 1,500 BACKGROUND INFORMATION: Bids were received from three vendors for the printing of the Spring/Summer Playbook activities brochure. Graphics2 was the low bid for producing 22,000 copies of the Playbook at $16,190. Staff contacted the vendors prior to receiving the quotes to see if it would be less expensive to print the brochure on uncoated stock and they informed staff that there would be no cost savings as they buy large quantities of coated stock and have to special order uncoated stock. The vendors also said that uncoated stock uses more ink than coated stock. This Spring/Summer Playbook will be the last activities brochure that will be mailed to residents. All future activities brochures will be available on-line, which is the trend for most cities in the area because it saves funds and is more environmentally friendly. However, staff will have approximately 1,000 brochures printed for marketing purposes and for those residents who would rather have a hard copy of the brochure. In closing, staff recommends the Council approve the bid for the printing of the Playbook activities brochure to Graphics2 in the amount of$16,190. DE grap n service provider November 8,2011 5 1769 Mona Burk City of Grapevine Description: Spring/Summer Playbook 48pg + Cover w 8.375 x 10.75 Stock: Cover: 80# Gloss Book Text: 70# Gloss Book Proofs: Digital Blueline, Digital Matchprint Ink(s): 4/4 with bleed throughout Bindery: Trim, Collate, Fold, Saddle Stitch 10.75" way Mail: Print Postal Patron on Piece - Saturation; Hand Sort, Tag, Tray Pack, Deliver to Post Office Special Instruction: 19,200 go to mail shop; 2,800 box and deliver to customer Dates: Receive Files - Complete Project - TBD Price: oty Cost 22,000 $16,190 Mail Service Pricing does not include postage. Thank you for allowing Graphics 2 to submit a quote on this project, as always we appreciate the opportunity to work with you. This quote is valid for 30 days. It is for printing and/or mailing services only and is based on the specifications provided by client. Additional art and pre-press services are available at per hour rates. Due to eminent increases in paper cost, prices should be verified at time order is placed. Please acknowledge acceptance of this proposal by signing below before work can be initiated. Accepted: Signature Date David Tharp Please return by fax or email with an acceptance. Phone (817) 332-7679 x 244 Email david@qra:;h,,cs2.com fax (817) 332-8529 BRODNAX PRINTING COMPANY 2338 Reagan Street Dallas,Texas 75219 Phone 214/528-2622 OWN i December 7, 2011 Mona Q. Burk Marketing/Media Relations Manager City of Grapevine Parks and Recreation P.O. Box 95104 Grapevine,TX. 76099 Description: City of Grapevine Parks and Recreation—48 Page+Cover Size: 11 x 17 flat,folded to 8%x 11 Ink: 4cp/4cp with full bleeds and medium to heavy coverage Art: Disk and lasers supplied Proofs: Inkjets, Gracol G7 Certified Epson Proofs and Press Check Stock: Cover—80#Gloss Book Text—60#Gloss Book Bindery: Trim, fld and saddle stitch Mail Shop: Please add $.024/each for the processing for carrier route. Delivery to the post office is already in the bid. Quantity: 21M 22M Price: $16,350 $16,840 Warm Regards, Jim Singer Note: (1)All estimates,verbal or written, are based on information provided and are considered only an estimate until the actual job(s)is received and evaluated. c21 Client signature establishes estimated pricing as a firm quote based solely on the stated description. (3)Client changes,additions, and/or revisions relative to production may affect pricing and/or delivery schedule. This estimate is valid for 30 days. Pricing does not include any applicable sales tax or additional shipping. This estimate is submitted in accordance with the Terms, Conditions,and Trade Customs as published by the Printing and Imaging Association. [Company Name] Date Millet The Printer, Inc. December 13, 2011 Estimate:23220 Kathy Cobos The Quest Group We are pleased to submit the following estimate as requested, based on the specifications provided: Description: 48pp + 4pp Cover City of Grapevine Booklets 8.5 x 1 Cover: Litho 4/4 on 80# Gloss Book Text: Litho 4/4 on 60# Gloss Book Trim, Fold & Stitch and Bulk Carton Pack We understand that you will be providing: Electronic Art Quantity 21,000 22,000 Price 21,550.00 22,290.00 This estimate is based on our best understanding of the job per your specifications. We must reserve the right to update this estimate, if necessary, upon receipt of the actual artwork. if you have any questions or need additional information, please feel free to call. Thank you for the opportunity to serve you. Sincerely, Millet The Printer, Inc.