sr-061411-3l~J
Clay COUIICII R@pO1"t
City of
Santa Monica
City Council Meeting: June 14, 2011
Agenda Item: 3~~--
To: Mayor and City Council
From: Carol Swindell, Director of Finance
Subject: Printing of Bus Schedules
Recommended Action
Staff recommends that the City Council award Bid #3022 to Pacific Graphics, a
California-based company for the printing of bus schedules for afour-year term, for a
total amount of $400,000.
Executive Summary
Staff recommends award of bid to Pacific Graphics for the printing and delivery of bus
schedules at specified unit prices plus applicable sales tax. Schedules inform
customers of stop locations, routes, time tables,. transfer points, special holiday
schedules, and fare information. The total expenditure for the four-year term is
$400, 000.
Discussion
Bus schedules are one of the primary means of communication about the timetables
and routes that the Big Blue Bus operates. Schedules inform customers of stop
locations, routes, timetables, transfer points, special holiday schedules, and fare
information and are distributed at a variety of locations, including but not limited to, 75
private businesses and office buildings, 6 kiosks at public schools and libraries, public
buildings, community centers, and on-board more than 200 buses. Approximately
900,000 schedules are printed per year and are ordered on a quarterly basis.
Vendor Selection
In February 201.1, the City published Notices Inviting Bids to provide printing of bus
schedules for the Big Blue in accordance with City specifications. The bid was posted
on the City's on-line bidding site and notices were advertised in the Santa Monica Dailv
1
Press in accordance with City Charter and Municipal Code provisions. Seven bids were
received and publicly opened on March 8, 2011 per Attachment A. Pacific Graphics
offered the best pricing based on unit quantities for each size required. Bids were
evaluated based on experience, quality of product and pricing. Based on these criteria,
Pacific Graphics is recommended as the best bidder.
Financial Impacts & Budget Actions
The purchase order amount to be awarded to Pacific Graphics for the four-year term is
$400,000. Funds are included in the FY 2011-13 proposed budget submitted for review
and approval. Funding for subsequent years will be requested in each biannual budget
cycle for Council approval.
Prepared by: Kellee Mac Donald, Senior Buyer
Approved:
a
/G~ ~~
Carol Swindell
Director of Finance
Forwarded to Council:
Rod Gould '°'
City Manager
Attachments: Attachment A -Pricing
2
ATTACHMENT A
BID#: 3022
BID TITLE: PROVIDE PRINTING
Mark Anthony Printing Service
Commerce, CA BID RESULTS
OF BUS SCHEDULES AS REQUIRED BV THE BIG BLUE BUS
Positive Existence Pacific Graphics, Inc.
Santa Monica, CA City of Industry, CA
BID
CLOSE DATE: 3/2/2011
Meridian Graphics
Tustin, CA
PRICING:
QUANTITY
PRODUR/PROCESS DESCRIPTION AS
SPECIFIED ABOVE
_
1%Locol Vendor
Consideration
2%PAYMEN{
TERM DISC.
5000 ITEM #121" x B.5" $ 1,568.00 $ 1,680.00 $ 1,663.20 $ 1,130.43 $ 2,069.00 $ 2,027.62
10000 ITEM #121" x 8.5" $ 1,789.00 $ 1,980.00 $ 1,960.20 $ 1,437.73 $ 2,277.00 $ 2,231.46
20000
30000 _
ITEM #121" x B 5"
ITEM#121"x8.5" $ _ _ __ _
$ 2,474.00
2,994.00 $
$ 3,150.00
4,150.00 $
$ 3,118.50
4,108.50 $
$ 1,905.26
2,447.43 $
$ 3,329.00
4,322.00 $
$ 3,262.42
4,235.56
40000 ITEM #121" x 8.5" $ 3,725.00 $ 5,250.00 $ 5,197.50 $ 2,961.06 $ 5,325.00 $ 5,218.50
60000 ITEM #121" x 8.5" $ 5,245.00 $ ],450.00 $ 7,375.50 $ 3,948.81 $ 7,210.00 $ 7,065.80
5000 ITEM #2 14" x 8.5" $ 1,421.00 $ 1,450.00 $ 1,435.50 $ 1,026.16 $ 1,849.00 $ 1,812.02
10000 ITEM#214"x8.5" $ 1,579.00 $ 1,950.00 _$ 1,93050 $ 1,207.25 $ 2,069.00 $ 2,027.62
20000 ITEM#214"x8.5" $ 1,884.00 $ 3,150.00 $ 3,118.50 $ 1,534.31 $ 2,590.00 $ 2,538.20
30000 ITEM#214"x8.5" $ 2,199.00 $ 4,350.00 $ 4,306.50 $ 1,898.29 $ 3,084.00 $ 3,022.32
40000 ITEM #2 14" x 8.5" $ 2,597.00 $ 5,550.00 $ 5,494.50 $ 2,247.68 $ 3,615.00 $ 3,542.70
60000 ITEM #2 14" x 8.5" $ 3,836.00 $ 7,682.00 $ 7,605.18 $ 2,950.08 $ 4,674.00 $ 4,580.52
5000 _ ITEM #3 17.50" x 8.5" $ 1,480.00 $ 1,520.00 $ 1,504.80 $ 1,106.28 $ 1,968.00 $ 1,928.64
10000 ITEM#317.50"x8.5" $ 1,678.00 $ 1,706.00 $ 1,690.92 $ 1,345.54 $ 2,267.00 $ 2,221.66
20000 ITEM #3 1].50" x 8.5" $ 2,047.00 $ 2,450.00 $ 2,425.50 $ 1,775.76 $ 2,868.00 $ 2,810.64
30000 ITEM#317.50"x8.5" $ . 2,444.00 $ 3,130.00 $ 3,098.]0 $ 2,190.61 $ 3,467.00 $ 3,397.66
40000 ITEM#317.50"x6.5" $ 2,869.00 $ 3,850.00 $ 3,811.50 $ 2,623.03 $ 4,109.00 $ 4,02682
60000 ITEM#317.50"x65" $_ _ __ 4,286.00 $ 5,350.00 $ 5,29650 $ 3,501.03 $ 5,298.00 $ 5,192.04
5000 ITEM#9 24.50"x8.5" _ $ 1,609.00 $ 1,680.00 $ 1,663.20 $ 1,152.38 $ 2,129.00 $ 2,086.92
10000 ITEM p424.50"x8.5" $ 1,853.00 $ 2,350.00 $ 2,326.50 $ 1,404.60 $ 2,597.00 $ 2,545.06
20000 ITEM#424.50"x8.5" $ 2,600.00 $ 3,650.00 $ 3,613.50 $ 1,903.07 $ 3,539.00 $ 3,468.22
30000 ITEM#424.50"x8.5" $ 3,183.00 $ 4,980.00 $ 4,930.20 $ 2,44]43
$ _
4,548.00
$
4,45].04
40000 ITEM#424.50"x8.5" $ 3,936.00 $ 6,250.00_ $ 6,187.50 $ 2,989.59 $ 5,540.00 $ 5,429.20
60000 ITEM#924.50"x8.5" $ 5,561.00 $ 8,750.00 $ 8,662.50 $ 4,025.63 $ 7,548.00 $ 7,397.04
5000 ITEM#510.50"x8.5" $ 1,480.00 $ 1,280.00 $ 1,267.20 $ 931.78 $ 1,756.00 $ 1,720.88
10000 ITEM#510.50"x8.5" $ _ 1,556.00 $ 1,650.00 $ 1,633.50 $ 1,049.21 $ 1,945.00 $ 1,906.10
20000 ITEM#510.50"x8.5" $ 1,836.00 $ 2,150.00 $ 2,128.50 $ 1,196.28 $ 2,319.00 $ 2,272.62
30000 ITEM#510.50"x8.5" $ 2,153.00 $ 2,650.00 $ 2,623.50 $ 1,435.53 $ 2,642.00 $ 2,589.16
40000 ITEM#610.50"x8.5" __ $ 2,433.00 $ 3,150.00 $ 3,118.50 $ 1,676.98 $ 3,071.00 $ 3,009.58
60000 ITEM#510.50"x8.5" $ 3,064.00 $ 4,150.00 $ 4,108.50 _
$ 2,193.90 $ 3,863.00 $ _
$785.74
PAYMENT TERMS: NET 311 NET 30 NET 30 2%NET ZOOr NET 30
RENEWAL OPTIONS.
PERIOD2(07/1/11-06/30/12:
SAME PRICE, TERMS,&CONDITIONS
SAME PRICE, TERMS
,&CONDITIONS
2%INCREASE --
2%INCREASE
PERI0D
PERIOD 3(07/1/12-06/30/13:
4(07/1/13-06/30/14: 5%INCREASE
SAME PRICE, TERMS,&CONDITIONS SAME PRICE, TERMS,&CONDITIONS
SgME PRICE, TERMS,&CONDITIONS 2%INCREASE
2%INCREASE 3%INCREASE
4%INCREAEE
ATTACHMENT A (cont.)
BID RESULTS
BID#: 3022 BID CLOSE DATE: 3/2/2011
BIDTITLE: PROVIDE PRINTING OF BUS SCHEDULES AS REQUIRED BV THE BIG BLUE BUS
Commerce Printing Services Marina Graphics [enter Color Image Printing
Sacramento, CA Hawthorne, CA Los Angeles, CA
PRICING:
PRODUCT/PROCESS DESCRIPTION AS __-- _-
QUANTITY SPECIFIED ABOVE
5000 ITEM#121"x8.5" $ 2,247.00 $ 1,255.00 $ 1,540.00
10000 ITEM #121" z 8.6" $ ~ 2,945.00 $ 1,673.00 $ 1,870.00
20000
30000 ITEM #121" x 8 6"
ITEM#121"x8.5" $_. _ _ 3,644.00
$ 4,144.00 $ 2,532.00
$ 3,359.00 $ 2,490.00
$ 3,110.00
40000 ITEM #121" x 8.6" $ 4,919.00 $ 4,081.00 $ 3,730.00
60000 ITEM #121" x 8.6" $ 6,472.00 $ 5,583.00 $ 4,995.00
5000 ITEM#214"x8.5" $ 2,021.00 $ 1,175.00 $ 1,420.00
10000 ITEM#214"x8.5" $ 2,461A0 $ 1,395.00 $ 1,655.00
20000 ITEM#2 14"x8.5" $ 3,153.00 $ 2,076.00 $
2,085.00
30000 ITEM #2 14" z 8.6" $ 3,634.00 $ 2,676.00 _
$ .2,510.00
40000
ITEM#214"x8.5"
$ 3,896.00
$ 3,265.00 _
$ 2,920.00
60000 ITEM#214"z8.6" $ 4,933.00 $ 4,339.00 $ 3,760.00
5000 ITEM#317.60"x8.5" $ 2,090.00 $ 1,223.00 $ 1,510.00
10000 ITEM#317.50"x8.5" $ 2,596.00 $ 1,476.00 $ 1,790.00
20000 ITEM#317.50"x8.5" $ 3,257.00 $ _ 2,226.00 $ 2,315.00
30000 ITEM #3 17.50" x 8.6" $ 3,790.00 _
$ 2,892.00 $ 2,825.00
40000 ITEM#317.50"x8.5" $ 4,088.00 $ 3,540.00 $ 3,335.00
60000 ITEM #3 17.50" x 8 6" $ 5,223.00 $ 4,736.00 $ 4,360.00
5000 ITEM#424.50"z8.6" $ 2,292.00 $ 1,339.00 $ 1,595.00
10000 ITEM #4 24.50" z 8.6" $ 2,979.00 $ 1,835.00 $ 1,965.00
20000 ITEM#424.50"z8.6" $ 3,704.00 $ 2,822.00 $
2,665.00
30000 ITEM #4 24.50" x 8.5" $ 4,223.00 $ 3,783.00 _
$ - 3,360.00
40000 ITEM #4 24.50" x 8.6" _ $ 5,023.00 $ 4,607.00 $
4,060.00
60000 ITEM #4 24.50" x 8.6" $ 6,622.00 $ 6,389.00 _
$ 5,430.00
5000 ITEM #6 10.50" x 8.5" $ 1,872.00 $ 1,067.00 $ 1,120.00
10000 ITEM #6 10.50" x 8.5" $ 2,226.00 $ 1,284.00 $ 1,530.00
20000 ITEM#6 10.50"x8.5" $ 2,927.00 $ 1,719.00 $ 1,860.00
30000 ITEM#510.50"x8.5" _$ 3,289.00 $ 2,181.00 $ 2,175.00
40000 ITEM#510.50"x8.5" $ 3,624.00 $ _ 2,641.00 $ 2,485.00
60000 ITEM#510.50"x8.5" $ 4,139.00 $ 3,502.00 $ 3,110.00
PAYMENT TERMS: NET 30 NET 30
RENEWAL OPTIONS:
PERIOD2(07/1/11-06/30/12):
3%INCREABE
2%INCREASE
SAME PRICE, TERM6,&CONDITIONS
PERIOD3(07/1/12-06/30/13): 3%INCREASE 2%INCREASE SAME PRICE, TERMS,&CONDITIONS
PERIOD4(O]/1/13-06/30/14): 3%INCREASE 2%INCREASE SAME PRICE, TERMS,&CONDITIONS