HomeMy WebLinkAbout1999-06-15; City Council; 15256; Carlsbad Community Services & Recreation GuideCl- OF CARLSBAD - AGEPA BILL -70 4s’ . I
9B # d;&% TITLE: DEPT. HD.
WTG. &f-F? ACCEPTANCE OF PROPOSAL FOR
DEPT. PUR PRODUCING CARLSBAD COMMUNITY
SERVICES & RECREATION GUIDE
RECOMMENDED ACTION:
Staff recommends Council adopt Resolution No. 99 e2/3 accepting the proposal
and awarding a contract to produce the Carlsbad Community’ Services & Recreation
Guide for a two year period to LLI Marketing Group,.
ITEM EXPLANATION
The Carlsbad Community Services & Recreation Guide is a primary tool to disseminate
information to the public. The brochure contains information on available classes and
activities, including activities intended for Seniors and preschool children. In addition,
information is provided on the City Library and Library activities, Arts news and the
Municipal Report. The brochure is published three times a year with approximately
40,000 copies per issue. Local businesses purchase advertising space in each issue to
defer our printing costs.
In accordance with Section 3.28.140 of the Municipal Code, request for proposal
packages were sent to eleven vendors. Three proposals were received and evaluated
by staff from Purchasing and Community Services based on cost, experience and
qualifications, responsiveness to the requirements in the request for proposal,
references and ability to provide an acceptable production schedule. Each area was
weighted in accordance with its importance to the City.
After evaluation, Staff recommends awarding the contract to LL .I Marketing Group.
ta
P a %
p 2 e 5 8
FISCAL IMPACT
Costs to produce the brochure three times annually will be approximately $45,000.
Funds are available in the printing accounts of the Community Services, Library, Arts,
Seniors and City Manager budgets for their respective share to produce the brochure.
EXHIBITS
1. Resolution No. 94 * & 3
2. Agreement
I RESOLUTION NO. 99-213
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, ACCEPTING A PROPOSAL AND
AWARDING THE CONTRACT FOR PRODUCING THE COMMUNITY
SERVICES & RECREATION GUIDE
WHEREAS, the City of Carlsbad requires a vendor to produce the Community
Services & Recreation Guide; and
WHEREAS, proper procedures have resulted in the receipt of proposals from
qualified vendors;
NOW THEREFORE BE IT RESOLVED, as follows:
I. The proposal from LLI Marketing Group is hereby accepted.
2. That the City Council approves the Agreement for Production of the
Community Services & Recreation Guide for a period of two (2) years
beginning June 15, 1999 through June 14, 2001 which may be renewed by
the City Manager for one (1) additional two (2) year period, with revised prices
to be set by mutual agreement at each renewal.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the
City of Carlsbad held on the 15 day of June , 1999, by the following
vote, to wit:
AYES: Council Member Lewis, Nygaard, Finnila & Hall
NOES: None
ABSENT: Council Member Kulchi
A-l-TEST:
ALmA L. l&$kCkNK@@, City Clerk
(SEAL) v
KAREN R. KUNDTZ, Assistant City Clerk
AGREEMENT FOR PRODUCTION OF THE
CARLSBAD COMMUNITY SERVICES AND RECREATION GUIDE
.
THIS AGREEMENT is made and entered into as of the day of 15
1999, by and between the CITY OF CARLSBAD, a municipal JUNE ,
corporation, hereinafter referred to as “City”, and LLI Marketing Group, a Corporation,
hereinafter referred to as “Contractor.”
RECITALS
City requires the services of a publishing and advertising Contractor to provide
the necessary design, typesetting, layout and printing services for preparation of the
Carlsbad Community Services and Recreation Guide; and Contractor possesses the
necessary skills and qualifications to provide the services required by the City;
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. CONTRACTOR’S OBLIGATIONS
Contractor shall produce the Carlsbad Community Services and Recreation Guide three
times per year-as outlined on Exhibit “A” , attached.
2. CITY OBLIGATIONS
The City shall provide drawings, photos and copy necessary to produce the
Carlsbad Community Services and Recreation Guide.
rev. 2/26/99
-1 -
3. PROGRESS AND COMPLETION .
The work under this contract will begin within ten (10) days after receipt of
notification to proceed by the City and be completed within N/A
[working/calendar] days of that date. Extensions of time may be granted if requested
by the Contractor and agreed to in writing by the N/A . The
N/A will give allowance for documented and substantiated
unforeseeable and unavoidable delays not caused by a lack of foresight on the part of
the Contractor, or delays caused by City inaction or other agencies’ lack of timely
action.
4. FEES TO BE PAID TO CONTRACTOR
The total fee payable for the services to be performed shall be those outlined in
Exhibit “A” attached, not to exceed $50,000 per year. No other compensation for
services will be allowed except those items covered by supplemental agreements per
Paragraph 8, “Changes in Work.” The City reserves the right to withhold a ten percent
(10%) retention until the project has been accepted by the City.
Incremental payments, if applicable, should be made as outlined in attached
Exhibit “A.”
5. DURATION OF CONTRACT
This agreement shall extend for a period of two (2) years from date thereof. The
contract may be extended by the City Manager for one (1) additional two (2) year period
rev. 2/26/99
-2 -
-
or parts thereof, based upon a review of satisfactory performance and the City’s needs.
The parties shall prepare extensions in writing indicating effective date and length of the .
extended contract.
6.
within
7.
PAYMENT OF FEES
Payment of approved items on the invoice shall be mailed to the Contractor
30 days of receipt of the invoice.
FINAL SUBMISSIONS
Within N/A days of completion and approval of the N/A the
Contractor shall deliver to the City the following items:
a. CHANGES IN WORK
If, in the course of the contract, changes seem merited by the Contractor or the
City, and informal consultations with the other party indicate that a change in the
conditions of the contract is warranted, the Contractor or the City may request a change
in contract. Such changes shall be processed by the City in the following manner: A
letter outlining the required changes shall be forwarded to the City by Contractor to
inform them of the proposed changes along with a statement of estimated changes in
charges or time.schedule. A Standard Amendment to Agreement shall be prepared by
the City and approved by the City according to the procedures described in Carlsbad
Municipal Code Section 3.28.172. Such Amendment to Agreement shall not render
ineffective or invalidate unaffected portions of the agreement.
rev. 2126199
-3 -
9. COVENANTS AGAINST CONTINGENT FEES
The Contractor warrants that their firm has not employed or retained any
company or person, other than a bona fide employee working for the Contractor, to
solicit or secure this agreement, and that Contractor has not paid or agreed to pay any
company or person, other than a bona fide employee, any fee, commission,
percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting
from, the award or making of this agreement. For breach or violation of this warranty,
the City shall have the right to annul this agreement without liability, or, in its discretion,
to deduct from the agreement price or consideration, or otherwise recover, the full
amount of such fee, commission, percentage, brokerage fees, gift, or contingent fee.
10. NONDISCRIMINATION CLAUSE
The Contractor shall comply with the state and federal laws regarding
nondiscrimination.
11. TERMINATION OF CONTRACT
In the event of the Contractor’s failure to prosecute, deliver, or perform the work
as provided for in this contract, the City Manager may terminate this contract for
nonperformance by notifying the Contractor by certified mail of the termination of the
Contractor. -The Contractor, thereupon, has five (5) working days to deliver said
documents owned by the City and all work in progress to the Recreation and Parks
Planning Manager. The Recreation and Parks Planning Manager shall make a
determination of fact based upon the documents delivered to City of the percentage of
rev. 2/26/99
-4-
work which the Contractor has performed which is usable and of worth to the City in
having the contract completed. Based upon that finding as reported to the City
Manager, the Manager shall determine the final payment of the contract.
This agreement may be terminated by either party upon tendering thirty (30)
days written notice to the other party. In the event of such suspension or termination,
upon request of the City, the Contractor shall assemble the work product and put same
in order for proper filing and closing and deliver said product to City. In the event of
termination, the Contractor shall be paid for work performed to the termination date;
however, the total shall not exceed the lump sum fee payable under paragraph 4. The
City Manager shall make the final determination as to the portions of tasks completed
and the compensation to be made.
12. CLAIMS AND LAWSUITS
The Contractor agrees that any contract claim submitted to the City must be
asserted as part of the contract process as set forth in this agreement and not in
anticipation of litigation or in conjunction with litigation. The Contractor acknowledges
that if a false claim is submitted to the City, it may be considered fraud and the
Contractor rn-ay be subject to criminal prosecution. The Contractor acknowledges that
California Government Code sections 12650 et seq., the False Claims Act, provides for
civil penalties where a person knowingly submits a false claim to a public entity. These
provisions include false claims made with deliberate ignorance of the false information
or in reckless disregard of the truth or falsity of information. If the City of Carlsbad seeks
rev. 2/26/W
-5 -
to recover penalties pursuant to the False Claims Act, it is entitled to recover its
litigation costs, including attorney’s fees. The Contractor acknowledges that the filing of
a false claim may subject the Contractor to an administrative debarment proceeding
wherein the Contractor may be prevented to act as a Contractor on any public work or
improvement for a period of up to five years. The Contractor acknowledges debarment
by another jurisdiction
from the selection process.
for the City of Carlsbad to disqualify the Contractor
The provisions of Carlsbad Municipal Code sections 3.32.025, 3.32.026,
3.32 rp 27 and 3.32.028 pertaining to false claims are incorporated herein by reference.
(Initial)
13. JURISDICTION
The Contractor agrees and hereby stipulates that the proper venue and
jurisdiction for resolution of any disputes between the parties arising out of this
agreement is San Diego County, California.
14. STATUS OF THE CONTRACTOR
The Contractor shall perform the services provided for herein in Contractor’s own
way as an independent Contractor and in pursuit of Contractor’s independent calling,
and not as an employee of the City. Contractor shall be under control of the City only
as to the result to be accomplished, but shall consult with the City as provided for in the
request for proposal. The persons used by the Contractor to provide services under this
agreement shall not be considered employees of the City for any purposes whatsoever.
rev. 2/26/99
-6 -
The Contractor is an independent Contractor of the City. The payment made to
the Contractor pursuant to the contract shall be the full and complete compensation to
which the Contractor is entitled. The City shall not make any federal or state tax
withholdings on behalf of the Contractor or its employees or subcontractors. The City
shall not be required to pay any workers’ compensation insurance or unemployment
contributions on behalf of the Contractor or its employees or subcontractors. The
Contractor agrees to indemnify the City within 30 days for any tax, retirement
contribution, social security, overtime payment, unemployment payment or workers’
compensation payment which the City may be required to make on behalf of the
Contractor or any employee or subcontractor of the Contractor for work done under this
agreement or such indemnification amount may be deducted by the City from any
balance owing to the Contractor.
The Contractor shall be aware of the requirements of the Immigration Refom, and
Control Act of 1986 and shall comply with those requirements, including, but not limited
t-o, verifying the eligibility for employment of all agents, employees, subcontractors and
Consultants that are included in this agreement.
15. CONFORMTY TO LEGAL REQUIREMENTS
The Contractor shall cause all drawings and specifications to conform to all
applicable requirements of law: federal, state and local. Contractor shall provide all
necessary supporting documents, to be filed with any agencies whose approval is
necessary. The City will provide copies of the approved plans to any other agencies.
-7 -
rev. 2/26/99
16.- OWNERSHIP OF DOCUMENTS
All plans, studies, sketches, drawings, reports, and specifications as herein .
required are the property of the City, whether the work for which they are made be
executed or not. In the event this contract is terminated, all documents, plans,
specifications, drawings, reports, and studies shall be delivered forthwith to the City.
Contractor shall have the right to make one (1) copy of the plans for its records.
17. REPRODUCTION RIGHTS
The Contractor agrees that all copyrights which arise from creation of the work
pursuant to this contract shall be vested in City and hereby agrees to relinquish all
claims to such copyrights in favor of City.
18. HOLD HARMLESS AGREEMENT
Contractor agrees to indemnify and hold harmless the City of Carlsbad and its
officers, officials, employees and volunteers from and against all claims, damages,
losses and expenses including attorneys fees arising out of the performance of the
work described herein caused by any willful misconduct, or negligent act, or omission of
the contractor, any subcontractor, anyone directly or indirectly employed by any of them
or anyone for whose acts any of them may be liable.
19. ASSIGNMENT OF CONTRACT
The Contractor shall not assign this contract or any part thereof or any monies
due thereunder without the prior written consent of the City.
rev. 2126199
-8 -
20. SUBCONTRACTING
If the Contractor shall subcontract any of the work to be performed under this
l
contract by the Contractor, Contractor shall be fully responsible to the City for the acts
and omissions of Contractor’s subcontractor and of the persons either directly or
indirectly employed by the subcontractor, as Contractor is for the acts and omissions of
persons directly employed by Contractor. Nothing contained in this contract shall
create any contractual relationship between any subcontractor of Contractor and the
City. The Contractor shall bind every subcontractor and every subcontractor of a
subcontractor by the terms of this contract applicable to Contractor’s work unless
specifically noted to the contrary in the subcontract in question approved in writing by
the City.
21. PROHIBITED INTEREST
No official of the City who is authorized in such capacity on behalf of the City to
negotiate, make, accept, or approve, or take part in negotiating, making, accepting, or
approving of this agreement, shall become directly or indirectly interested personally in
this contract or in any part thereof. No officer or employee of the City who is authorized
in such capacity and on behalf of the City to exercise any executive, supervisory, or
similar functions in connection with the performance of this contract shall become
directly or indirectly interested personally in this contract or any part thereof.
rev. 2/26/99
-9 -
22. VERBAL AGREEMENT OR CONVERSATION
No verbal agreement or conversation with any officer, agent, or employee of the
City, either before, during or after the execution of this contract, shall affect or modify
any of the terms or obligations herein contained nor entitle the Contractor to any
additional payment whatsoever under the terms of this contract.
23. SUCCESSORS OR ASSIGNS
Subject to the provisions of Paragraph 17, “Hold Harmless Agreement,” all
terms, conditions, and provisions hereof shall inure to and shall bind each of the parties
hereto, and each of their respective heirs, executors, administrators, successors, and
assigns.
24. EFFECTIVE DATE
This agreement shall be effective on and from the day and year first written
above.
25. CONFLICT OF INTEREST
The City has determined, using the guidelines of the Political Reform Act and the
City’s conflict of interest code, that the Contractor will not be required to file a conflict of
interest statement as a requirement of this agreement. However, Contractor hereby
acknowledges that Contractor has the legal responsibility for complying with the
Political Reform Act and nothing in this agreement releases Contractor from this
responsibility.
rev. 2/26/99
-10 -
26. INSURANCE
The Contractor shall obtain and maintain for the duration of the contract and any
and all amendments insurance against claims for injuries to persons or damage to
property which may arise out of or in connection with performance of the work
hereunder by the Contractor, his agents, representatives, employees or subcontractors.
Said insurance shall be obtained from an insurance carrier admitted and authorized to
do business in the State of California. The insurance carrier is required to have a
current Best’s Key Rating of not less than “A-:V“ and shall meet the City’s policy for
insurance as stated in Resolution No. 91-403.
A. Coveraqes and Limits.
Contractor shall maintain the types of coverages and minimum limits
indicated herein, unless a lower amount is approved by the City Attorney or City
Manager:
1. Comprehensive General Liability Insurance. $1 ,OOO,OOO combined
single-limit per occurrence for bodily injury, personal injury and property damage. If the
submitted policies contain aggregate limits, general aggregate limits shall apply
separately to the work under this contract or the general aggregate shall be twice the
required per occurrence limit.
2. Automobile Liability (if the use of an automobile is involved for
Contractors work for the City). $1 ,OOO,OOO combined single-limit per accident for bodily
injury and property damage.
rev. 2/26/99
-11 -
3. Workers’ Compensation and Employer’s Liability. Workers’
Compensation limits as required by the Labor Code of the State of California and .
Employer’s Liability limits of $1 ,OOO,OOO per accident for bodily injury.
4. Professional Liability. Errors and omissions liability appropriate to
the contractor’s profession with limits of not less than $1,000,000 per claim. Coverage
shall be maintained for a period of five years following the date of completion of the
work.
B. Additional Provisions.
Contractor shall ensure that the policies of insurance required under this
agreement contain, or are endorsed to contain, the following provisions.
1. The City shall be named as an additional insured on all policies
excluding Workers’ Compensation and Professional Liability.
2. The Contractor shall furnish certificates of insurance to the City
before commencement of work.
3. The Contractor shall obtain occurrence coverage, excluding
Professional Liability which shall be written as claims-made coverage.
4. This insurance shall be in force during the life of the agreement and
any extension thereof and shall not be canceled without 30 days prior written notice to
the City sent by certified mail.
5. If the Contractor fails to maintain any of the insurance coverages
required herein, then the City will have the option to declare the Contractor in breach, or
-12 -
rev. 2/26/99
may purchase replacement insurance or pay the premiums that are due on existing
policies in order that the required coverages may be maintained. The Contractor is .
responsible for any payments made by the City to obtain or maintain such insurance
and the City may collect the same from the Contractor or deduct the amount paid from
any sums due the Contractor under this agreement.
27. RESPONSIBLE PARTIES
The name of the persons who are authorized to give written notices or to receive
written notice on behalf of the City and on behalf of the Contractor in connection with
the foregoing are as follows:
For City: Title
Name
Address
For Contractor: Title
Name
Address
Architect/License Number:
Architect/License Number:
28. BUSINESS LICENSE
RECREATION & PARKS PLANNING MANAGER
KEN PRICE
1200 CARLSBAD VILLAGE DR
CARLSBAD CA 92008
Contractor shall obtain and maintain a City of Carlsbad Business License for the
duration of the contract.
rev. 2126199
-13 -
29. ENTIRE AGREEMENT
-
This agreement, together with any other written document referred to or
contemplated herein, embody the entire agreement and understanding between the s
parties relating to the subject matter hereof. Neither this agreement nor any provision
hereof may be amended, modified, waived or discharged except by an instrument in
writing executed by the party against which enforcement of such amendment, waiver or
discharge is sought.
Executed by Contractor this 3/d day of Md t 1979.
CONTRACTOR: ARLSBAD, a municipal
fkd &.4r7w7 PLY
(pnnt name/title)
By:
(sign here)
ATTEST:
$CC&f~
(print name/title)
KAREN R. KUNDTZ, Assistant City Clerk
(Proper notarial acknowledgment of execution by Contractor must be attached.)
(President or vice-president and secretary or assistant secretary must sign for
corporations. If only one officer signs, the corporation must attach a resolution certified
by the secretary or assistant secretary under corporate seal empowering that officer to
bind the corporation.)
APPROVED AS TO FORM:
RONALD R. BALL
City Attorney
rev. Z/26/99
-14 -
CALIFORNIA
ACKNOWLEDGEMENT
On
DATE
personally appeare
personally known to me(or proved to me on the basis of satisfactory evidence) to be the person(s)
whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/
they executed the same in his/her/their authorired capacity(ies), and that by his/her/their
signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted,
executed the instrument.
WITNESS my hand and official seal.
gpJ(sEALJ
Comm.Ho51529
NOTARY PUUJC - CALIFORNIA
OPTIONALINFORMATION
TITLE OR TYPE OF DOCUMENT
DATE OF DOCUMENT
SIGNER(S) OTHER THAN NAMED ABOVE
NUMBER OF PAGES
1.
The LLI Marketing Group
EXHIBIT A
CARLSBAD RECREATION BROCHURE PROPOSAL PURCHASING DEPARTMENT - JIM SARTORIO, BUYER CITY OF CARLSBAD 1200 CARLSBAD VILLAGE DRIVE CARLSBAD, CA 92008
City of Carlsbad - Proposal
Publisher/Advertiser Services for the Carlsbad Recreation Brochure Februarv 25.1999
Statement of Qualifications/Samples
LLI currently publishes (including advertising, editorial, printing coordination, distribution management): a bi-monthly tabloid-sized magazine, averaging 32 pages, and reaching reaching 80,000 readers in North San Diego County; a monthly set of coupon books, customized for 22 zones, averaging 32 pages, reaching 10,000 homes in each zone; a quarterly recreation guide for the city of Escondido, averaging 40 pages; and various publications, flyers and collateral material for special events, marketing clients and one- time projects.
Additionally, we have produced and published several issues of the Carlsbad Recreation Brochure in the past, through our subsidiary company, Affiliated Marketing Services.
Please see enclosed samples.
References
Linda Kelly, Supervisor City of Escondido Community Services Department - Recreation Division 201 N. Broadway Escondido, CA 92025 760-839-4691
Lynn Foley, Client Services Handbill Printers 14321 Corporate Drive Garden Grove, CA 92843 909-676-2536
12760 High Bluff Drive, Suite 310, San Diego, CA 92130 - 619-259-l 808
cost
Per cu3hud y.xcifications;
40,000 books w/ 56* pages, including cover: $217.86 per page - total: $12,200.16 .
* Book pages need to be divisible by four - for approximately 50 pages of text information, we rounded up to 52 and added the 4 page cover for a total of 56.
Note: supplied sample of Carl&ad book is not currently printed on Hi-Brite or similar, but rather on a newsprint stock which commands a much lower hard cost.
Using Eureka 50# number 3 p aper instead of Electrobrite;
40,000 books w/ 56 pages, including cover: $385 per page, total $22,560.
. . dmonal cost ner 1 .OOO conies:
56 pages: 60 pages:
64 pages:
Hourly rate for typesetting: $65/hr.
Proposed Schedule
Days required* prior to delivery to the Post Office:
Submittal of brochure cover layout: 31 days Submittal of computer discs w/brochure pages: 28 days Final minor text changes: 14 days
Final draft submitted for approval 10 days
*To include ample time for printing & delivery to P.O.
Representation and Certification Form
Attached -.
Paul Hentschl, President L.L.I. Marketing Group 12760 High Bluff Drive, Suite 310 San Diego, CA 92130 (619) 259-1808, extension 15
.
REQUEST FOR PROPOSAL
January 29, 1999
RFP NO. 4 DUE DATE: February 251999
FOR: PUBLISHER/ADVERTISER SERVICES FOR THE CARLSBAD RECREATION BROCHURE
The City of Carlsbad is requesting proposals from qualified vendors for the publication of the
City’s Recreation Guide. A sample of a previous brochure is enclosed. Experience in publishing
and securing advertisements is required. Failure to respond to any requirements mentioned in
this Request for Proposal may disqualify the proposal.
The proposal(s) that come closest to providing the services that best meets the needs of the
City, in the opinion of the City, will be selected for a subsequent negotiation procedure in which
the proposal(s) will be fine-tuned to even more closely meet the needs of the City. The City will
then choose the vendor who will provide the services and a contract will be signed (a sample
agreement is attached). After execution of the contract, the successful Contractor will be
required to:
l Obtain a City of Carlsbad business license
l Supply proof of insurance as specified in the sample agreement
The proposal must include the following:
A statement of qualifications including samples of similar jobs produced
A list of references
The cost per page of City information to produce 40,000 brochures per the specifications
outlined in the proposal
The additional cost per page if Eureka 56# number 3 paper is used on the inside pages
instead of Electrobrite
The additional cost per 1000 copies if the total number exceeds 40,000 copies for
brochures of the following sizes: -. 52 page brochure 60 page brochure
56 page brochure 64 page brochure
The hourly rate for necessary typesetting charges
A proposed schedule. State the number of days required prior to delivery to the Post
Office for the following:
Submittal of brochure cover layout
Submittal of computer discs with brochure pages
Final minor text changes.
Completed Representation and Certification Form (provided)
Page 1 Of 5
WARNING
A proposal that omits one or more of the above requirements may not be considered
responsive. Failure to meet these standards after a contract is signed is cause for cancellation
of the contract due to breach.
By submitting a proposal, the contractor is providing a guarantee to the City that, if chosen, they
will be able to provide the proposed services during the period of time discussed in this request
for proposal.
Proposals should include a brief description of the publishers professional qualifications,
including any relevant project experience and information. This should include names,
addresses and phone numbers of previous customers (not affiliated with your organization).
The City may contact organirations in addition to the ones you mention. Include sample(s) of
other brochures that have been published.
The City reserves the right to reject any or all proposals for any reason and then seek new
proposals or take other action.
TERM
The term of this agreement shall be for a period of two (2) years. One (1) additional two (2) year
extension may be granted after the initial contract period.
DUE DATE
Your proposal must be received in the Purchasing Office no later than 5:00 p.m., February 25,
1999 at the following address:
CARLSBAD RECREATION BROCHURE PROPOSAL
PURCHASING DEPARTMENT
CITY OF CARLSBAD
1200 CARLSBAD VILLAGE DRIVE
CARLSBAD CA 92008
The publisher should be prepared to commence work on the first issue immediately upon
receipt of the signed contract.
EVALUATION
Proposals will be evaluated using a weighted numbering system. Details of the system will be
released after 4he award of the contract to the successful vendor. Evaluation categories
include:
l cost
. 0 References
l Experience
l Proposed schedule
0 Location
A sample aareement is attached for your information onlv. do not sinn the agreement.
Direct any questions regarding this proposal to me at 760-434-2805.
Jim Sartorio
Buyer
Page 2 Of 5
CARLSBAD RECREATION BROCHURE SPECIFICATIONS
The City of Carlsbad is soliciting proposals to produce a brochure outlining recreational and
community program activities available in the City of Carlsbad. A list of the basic elements of
the brochure are as follows: .
1.
2.
3.
4.
5.
6.
7.
8.
9.
Brochure will be approximately 8%” x 11” The brochure is 11” x 17”, folded in half and
stapled with 2 up saddle stitch stapling to produce an 8’%” x 11” booklet.
Brochures will be approximately 8 w” x 11” on Electrobright (or Highbright) #34, 65
bright, recycled paper, with two up saddle stitch stapling. Covers will be printed using
four colors, full bleed, on gloss paper. All remaining pages will be printed in black ink,
with spot coloring in blue.
Brochure will be approximately fifty (50) to sixty (60) pages of city information. The
contractor may place advertising in spaces not used by the Recreation Department and
may add pages or advertising to round out the brochure. The number of brochures will be 40,000 (additional copies to be printed as the community expands).
Brochures shall be printed three (3) times a year in May, August and December, dates
to be agreed upon.
The majority of the copy will be provided on computer disks in Pagemaker 6.5. The
cover and a few other pages will include drawings and possibly photos. The publisher is responsible for finaliring the cover, with layout design and photo provided by the City.
Advertising space is not to exceed fifteen (15) percent of any issue of the brochure. No
advertising on cover, on pages 3 through 17 and no advertising on/or in between class
chart pages. Advertising must be maintained within the following outlines:
No political advertising
No “adult” material
No appearance of the City endorsing any products
No offensive materials
No tobacco or alcoholic products
Recreation Department will have final approval on any advertisements. The City shall not be charged for advertising pages. Prorated charges will be assessed by the
contractor for pages with advertising and City information.
A camera ready final draft must be submitted at least five working days prior to printing
for the City’s final review.
Bundled brochures are to be delivered on pallets to two locations, the Carlsbad Post
Office and Postal Annex in La Costa, on dates scheduled by the Recreation
Department. The amount of brochures to be delivered will be provided by the Recreation
Department. The remainder of brochures to be delivered and off loaded at the Harding
Community Center, 3096 Harding Street in Carlsbad.
10. Brochure shall contain a disclaimer, in type not less than 10 point, to the effect that
businesses or entities referenced in the publication, through advertising or otherwise,
does not constitute an endorsement of such businesses by the City.
Page 3 Of 5
,-
11. The bottom inch and a quarter of the back cover is reserved for the mailing information
and postal indicia.
12. The contractor shall furnish the City with a production schedule. The schedule will assure that each brochure issue is distributed to the Carlsbad Post Office, Annex and
Harding Community Center on the date specified by the City. At a minimum, the schedule will include reasonable deadline dates for submittal of computer disks by the
City, preliminary layout and photo for the cover, final editorial changes, final proof copy
to the City, final corrections, and distribution.
13. In the event that brochures for a particular issue are not delivered to the Post Office on
the agreed upon date, the Contractor shall reduce the fee normally charged by $100 for each day the brochure is late.
Page 4 Of 5
SCOPE OF SERVICE TO BE PROVIDED BY THE PUBLISHER
The publisher shall provide the following services: -
1. Design, typesetting, layout and printing of 40,000 brochures in a style and size to be
approved by the City. Ability to use Pagemaker 6.5 software.
2. Sell advertising to offset the cost of typesetting and printing.
3. Provide a schedule for each job to include dates for the City’s submittal of brochure
cover layout, computer discs with brochure pages and final date allowed for minor
text changes prior to delivery to the Post Office.
4. Submit to the City a camera ready paste up of each publications final draft at least
five (5) working days prior to printing for final review.
5. Deliver bundled brochures to the Carlsbad Post Office, Postal Annex in La Costa
and Harding Community Center, 3096 Harding Street, Carlsbad for carrier route
saturation mailing by the dates scheduled by the Recreation Department. The
number of brochures delivered to each site will be determined prior to the delivery
date.
6. In the event that the brochure issue copies are not delivered on the agreed upon
date, the Publisher shall reduce the fee normally charged by $100 for each day the
brochure is late. The contractor will not be responsible for delays caused by the City.
7. All computer discs and photographs submitted for publication of each issue of the
brochure are the property of the City, and shall be returned to the City within thirty
days of publication.
8. Invoices will list typesetting charges as a separate line item on the invoice.
Page 5 Of 5
I.
City of Carlsbad
June 24.1999
LLI Marketing Group
12760 High Bluff Dr., Suite 310
San Diego, CA 92130
CONTRACT FOR PRODUCTION OF CARLSBAD COMMUNITY
SERVICES & RECREATION GUIDE
Enclosed for your reference are copies of Carlsbad City Council Agenda Bill No.
15,256 and Resolution No. 99-213. These documents went before the City
Council on June 15, 1999, where the Resolution was adopted, approving the
contract referenced above.
Also enclosed is a copy of the fully executed agreement.
If you have questions concerning the contract, please contact Jim Sartorio, in the
Purchasing Department at (760) 434-2805.
Kathleen D. Shoup
Sr. Office Specialist
1200 Carlsbad Village Drive - Carlsbad, CA 92008-l 989 l (760) 434-2808 %