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ITEM #16 CITY OF COLTON AGENDA REPORT FOR THE COUNCIL MEETING OF AUGUST 15, 2006 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: DILU DE ALWIS, FINANCE DIRECTOR SUBJECT: AWARD BID FOR QUARTERLY BROCHURES, PRINT/MAIL SERVICES TO FAUST PRINTING, INC IN AN ANNUAL AMOUNT NOT TO EXCEED $58,212 DATE: AUGUST 9, 2006 BACKGROUND: The City of Colton produces a full color, quarterly brochure as the primary marketing tool for the City's Community Services Department. Beginning this fall, the "Colton Chronicle" brochure will be expanded to include information from Electric, Economic Development, and Public Works Departments as well. Printing & Promotions Plus has done an excellent job printing and distributing the quarterly brochure for the last 6 years. The current contract expired on June 30, 2006. Although the City is pleased with the services provided by Printing & Promotions Plus, the brochure has doubled in size since the last competitive solicitation. As a result of the expanded scope of work, extending the contract is not a valid option. DISC USSION/ANALYSIS: Since the printing services are less than $100,000 and are a professional service, the Colton Municipal Code requires the non-public project informal bidding procedure to be followed. (CMC Sections 3.08.070(B) and 3.08.120) Accordingly, the RFP must be provided to at least three vendors, and the City must endeavor to receive proposals from at least three vendors. (CMC Section 3.08.120) Diligent effort was made to solicit competitive proposals to print/mail the Quarterly Brochures for a three (3) year award, renewable in one year increments. On July 19tH 2006 the Request for Proposal was distributed to 39 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. Additional emails were sent to all 39 potential bidders twice on 7/24/06, and again on 7/25/06. As a courtesy to the current vendor, staff from the Community Services Department also contacted the vendor on more than one occasion during the week immediately prior to the bid deadline, in order to remind them of said deadline.