(5)AR 080409 Award of Bid - Laserfiche WebLink

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CITY OF COLTON AGENDA REPORT FOR COUNCIL MEETING OF AUGUST 4, 2009 TO: HONORABLE MAYOR AND CITY COUNCIL FROM: DILU DE ALWIS, FINANCE DIRECTOR SUBJECT: AWARD BID FOR BROCHURES, PRINT/MAIL SERVICES TO Q - PRESS IN AN ANNUAL AMOUNT NOT TO EXCEED $35,048.16 ANNUALLY DATE: JULY 27, 2009 ITEM #5 BACKGROUND: The City of Colton produces a full color, quarterly brochure as the primary marketing tool for the City's Community Services Department and includes information from the Public Works and Police Departments as well. Faust Printing has done an excellent job printing and distributing the quarterly brochure for the last 3 years. The current contract expired on June 30, 2009. In an effort to reduce costs, staff made the recommendation to change the scope of work to reduce production of the brochure from quarterly mailings to three times annually. As a result of the material change in scope, the City was not able to automatically renew the agreement for another year and issued a request for proposal. DISCUSSION/ANALYSIS: Diligent effort was made to solicit competitive proposals to print/mail the brochures for a three (3) year award, renewable in one year increments. On June 24, 2006 the Request for Proposal was distributed to 114 potential bidders (including the incumbent) via the City's online bidding system: www.TheNetworkBidSystem.com. Due to the complexity of the RFP and the need to verify quality samples, electronic proposals were not accepted. The online bidding system was only utilized as a notification tool to expedite the RFP notification process, delivering access to complete bid documents to the potential bidders instantly. Staff obtained formal, sealed proposals from 9 responsive bidders and 4 non-responsive bidders. The abstract is attached. According to the Colton Municipal Code, contracts for professional services shall be awarded to the vendor who will best serve the interests of the city, taking into account the demonstrated competence, professional qualifications and suitability for the project in general. (CMC Section 3.08.070(F)) Cost is also considered when it is a relevant factor for that particular project. (CMC Section 3.08.070(F)) Proposals from all nine responsive companies were evaluated based on the criteria listed in the RFP, including Quality of Workplan/Methodology, Ability to Perform, and Overall Cost. Q -Press scored the highest, providing excellent samples and references. Staff was particularly impressed with Q -Press's attention to customer service as illustrated by the inclusion of proof reading and date checking as a standard feature.