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Home My WebLink About97-32 Resolution No. 97-32 RESOLUTION APPROVING CHANGE ORDER NO. 1 IN THE CONTRACT WITH SUN PRINTING FOR THE PARKS AND RECREATION DEPARTMENT BROCHURE WHEREAS, the City of Elgin has heretofore entered into a contract with Sun Printing for the printing of the brochure series for the Parks and Recreation Department; and WHEREAS, it is necessary and desirable to modify the terms of the contract as is described in Change Order No. 1, attached hereto. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Robert O. Malm, Interim City Manager, be and is hereby authorized and directed to execute Change Order No. 1, a copy of which is attached hereto and made a part hereof by reference. s/ Kevin Kelly Kevin Kelly, Mayor Presented: January 22, 1997 Adopted: January 22 , 1997 Omnibus Vote: Yeas 6 Nays 0 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk ELGIN, ILLINOIS PROJECT #95-101 CHANGE ORDER NO. 1 SCOPE: 32,000 pieces of a 8 3/8"x10 7/8" program brochure. The piece will be printed with a 4 page, 80# gloss text cover, printed four color process on one side and black plus one color on the other side. The remaining pages will be printed with a 50# white offset recycled body with black plus one color on all pages . The piece will be stitched and trimmed and bundled according to post office routing, and delivered. The brochure will be prepares on disc for run out in camera ready format. The vendor for this brochure production is Sun Printing, 1500 W Ogden Ave, Naperville, Illinois . The 1996 bid award to Sun Printing was $39,630 . 00 REASONS FOR CHANGE: This change order #1 is desired to continue to upgrade the appearance and quality of the Parks and Recreation Department seasonal brochures . This upgrade would change the brochure cover from a 50# white offset stock, to an 80# gloss text cover. This upgrade would also allow expansion of each brochure by 4 pages . This expansion is critical, as our current programming is limited to the brochure space we have available to work with. SUMMARY OF CHANGES IN CONTRACT AMOUNT: OPTION 1 : 32, 000 pieces of a 8 3/8"x10 7/8" program brochure. The piece will be printed with a 4 page, 80# gloss text cover, printed four color process on one side and black plus one color on the other side. The remaining pages will be printed on a 50# white offset recycled body with black plus one color on all pages . The piece will be stitched and trimmed and bundled according to post office routing, and delivered. The brochure will be prepared on disc for run out in camera ready format. Fall Brochure 36 page $9,540 . 00 $9 ,540 . 00 additional 1000 copies 231 . 00 Winter Brochure 36 page $9,540. 00 $9,540 . 00 Spring Brochure 44 page $10, 625 . 00 $10,625 . 00 additional 10000 copies 255 . 00 Summer Brochure 52 page $12,215 . 00 $12,215 . 00 additional 2000 copies 558 .00 TOTAL $42 ,964 . 00 OPTION 2 : 32,000 pieces of a 8 3/8"x10 7/8" program brochure. The piece will be printed with the front and back cover in four color process, all other pages will be black plus one color. The piece will be printed on a 50#white offset recycled stock. The piece will be stitched and trimmed and bundled according to post office routing, and delivered. The brochure will be prepared on disc for run out in camera ready format. Fall Brochure 32 page $7,650 . 00 $ 7,650 . 00 additional 1000 copies $ 149 . 00 Winter Brochure 32 page $7, 650 . 00 $ 7,650 . 00 Spring Brochure 40 page $8,775 . 00 $ 8, 775 . 00 additional 1000 copies $ 178 . 00 Summer Brochure 48 page $10,500 . 00 $10,500 . 00 additional 2000 copies $ 404 . 00 Total $35,306 .00 Option 2 is to renew the same contract with Sun Printing to provide the same paper weight and quality and a non-gloss cover. The prices in Option 2 have decreased due to a reduction in paper cost, but most importantly because Option 2 offers 4 less pages per issue than Option 1 . RECOMMENDATION: Option 1 is recommended to continue to upgrade the appearance, quality, and size of the Parks and Recreation Department seasonal brochures . BROCHGOR.DER/TEXT081/PREHM CHANGE ORDER NO. 1 December 20, 1996 Agreed to this 3Akday of , 1996 ,(/9-1.-LA.A..c1A7 Recommended: Parka and Recreation Department By: (Y)/Ic�-- i Date: 12-/ i9l9to Accepted: Sun Printing Party cf •e eco►d Part By: J 1► Title: ' ^ L e Date: 1474,6 Approved: CITY % - E elN Pa y . f e iirst P.rt(Owner) By: _ � A. , i / md Title: 17 w, 1 Date: if 2s1c1'7 Of 1aAgenda Item No. 11-1 —City of Elgin 4 January 2, 1997 TO: Mayor and Members of the City Council FROM: Robert 0. Malm, Interim City Manager SUBJECT: Extension of Printing Contract for Recreation Brochure and Upgrades PURPOSE The purpose of this memorandum is to provide information to the Mayor and members of the City Council to consider extend- ing the printing contract with Sun Printing for the Parks and Recreation Department's 1997 brochure series and upgrading the publication. BACKGROUND Sun Printing was the vendor that received the 1996 bid award for the four issues of the Parks and Recreation Department brochure. An extension option to expand the brochure con- tract to two years ( 1996 & 1997) at the City's discretion was stipulated in the 1996 brochure bid #95-101. In a continuous effort to upgrade the brochure, it is recom- mended the 1997 series be printed with a heavier grade (high- er quality) paper on the cover. The remaining pages would be printed on a 50 pound white offset stock with black plus one color on all pages. The piece will be stitched and trimmed and bundled according to post office routing, and mailed. The brochure will be prepared on disc to submit to the print- er in camera ready format. This upgrade will also allow each brochure's -copy to expand by four pages to accommodate grow- ing program schedules. The 1996 bid award to Sun Printing for four issues of the department brochure was $39,630. With the recommended up- grade (gloss cover and four additional pages in each issue) , the brochure cost for the same four issues would be $42,964, or an additional $3,334 . COMMUNII? GROUPS/INTERESTED PERSONS CONTACirI) None. Extension of Printing Contract January 2, 1997 Page 2 FINANCIAL IMPACT Sufficient funds have been budgeted in the 1997 Parks and Recreation Department Administration budget, account number 010-5001-761. 32-08, to cover the total printing expense of $42,964 . Additionally, sufficient funds have been established under the postage account for mailing to all Elgin addresses, 010-5001-761 . 32-10 . This total is estimated at $19,000. LEGAL IMPACT None. ALTERNATIVES The alternative to this change order would be to continue using a 50 pound offset stock and to offer no upgrades. RECOMMENDATION It is recommended the contract with Sun Printing be extended for the printing of the four issues of the 1997 Parks and Recreation Department brochure, along with the upgrades included in the attached change order #1 ($3,334) , for a total contract amount of $42,964 . Respectfully submitted, Monica Bates, Director Parks and Recreation A4t4te"'" FRo ert 0. Maim Interim City Manager mc