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Resolution No. 12-2
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT
WITH THE P.A. HUTCHISON COMPANY FOR PRINTING SERVICES
FOR THE PARKS AND RECREATION 2012 BROCHURE
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
Sean R. Stegall,City Manager,be and is hereby authorized and directed to execute an agreement on
behalf of the City of Elgin with The P.A.Hutchison Company for printing services for the Parks and
Recreation 2012 brochure, a copy of which is attached hereto and made a part hereof by reference.
s/ David J. Kaptain
David J. Kaptain, Mayor
Presented: January 11, 2012
Adopted: January 11, 2012
Omnibus Vote: Yeas: 6 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
CITY OF ELGIN AGREEMENT FOR
REP Number: 11-059 for: Parks& Recreation Program Book
This Agreement is made and entered into thiIlthday of JanuaKy 7 2012 by and between the City of Elgin ("the
CITY"), a municipal corporation organized and existing under the Gwi-of the State of Illinois, and The PA. Hutchison Company,
incorporated in the state of Pennsylvania and having a principal place of business at 400 Penn Avenue, Mayfield, PA 18433
("the CONTRACTOR").
ARTICLE I. DEFINITION. "THIS CONTRACT' as used herein shall mean this Agreement, the Invitation for Bids (IFB) including
all documents referenced therein and the Contractor's bid response (bid) thereto incorporated by reference herein and made a
part hereof. The CONTRACTOR agrees to provide the goods and/or services all in accordance with the IFB and
CONTRACTOR'S Bid. In the event there is a conflict between this Agreement and the bid documents, the bid documents shall
supersede this Agreement.
ARTICLE H. SCOPE OF WORK. The CONTRACTOR shall provide the goods or services described in the IFB and Bid, at the
prices and terms contained therein.
ARTICLE III. TIME OF PERFORMANCE. The CONTRACTOR shall provide the goods or services upon receipt of purchase
order; and the CITY shall pay to CONTRACTOR the total sum of$/8,728.
ARTICLE IV. TERMINATION. The following shall constitute events of default under THIS CONTRACT: a) any material
misrepresentation made by the CONTRACTOR to the CITY, b) any failure by the CONTRACTOR to perform any of its
obligations under THIS CONTRACT inn|uding, but not limited to, the following: (i) failure to commence performance of THIS
CONTRACT at the time specified in THIS CONTRACT due to a reason or circumstance within the CONTRACTOR's reasonable
control, (ii) failure to perform THIS CONTRACT with sufficient personnel and equipment or with sufficient material to ensure the
completion of THIS CONTRACT within the specified time due to a reason or circumstance within the CONTRACTOR's
reasonable control, (iii) failure to perform THIS CONTRACT in a manner reasonably satisfactory to the CITY, (iv) failure to
promptly re-perform within reasonable time the services that were rejected by the CITY as erroneous or unsatisfactory, (v)
failure to comply with a material term of THIS CONTRACT, ino|uding, but not limited to the Affirmative Action requirements, and
(vi) any other acts specifically and expressly stated in THIS CONTRACT as constituting a basis for termination for cause. The
CITY may terminate THIS CONTRACT for its convenience upon fourteen (14) days prior written notice.
ARTICLE V . DAMAGES. From any sums due to the CONTRACTOR for services, the CITY may keep for its own the whole or
any part of the amount for expenses, losses and damages as directed by the Purchasing Oivector, incurred by the CITY as a
consequence of procuring services as a result of any haUurn, omission or mistake of the CONTRACTOR in providing the goods
and services as provided in THIS CONTRACT.
ARTICLE VI. GOVERNING LAWS AND ORDINANCES. This CONTRACT is made subject to all the laws of the State of
Illinois and the ordinances of the CITY and if any such clause herein does not conform to such laws or ordinances, or in the
event any of the terms or provisions herein are deemed to be void or otherwise unenforceable for any reason, such clause shall
be void (the remainder of the contract shall not be affected) and the laws or ordinances shall be operative in lieu thereof. Venue
for the resolution of any disputes or the enforcement of any rights arising out of or in connection with this CONTRACT shall be in
the Circuit Court of Kane County, Illinois.
ARTICLE VII. AFFIRMATIVE ACTION. The CONTRACTOR will not discriminate against any employee or applicant for
employment because of race, oo|or, na|igiun, sex, anoeotry, national origin, place of birth, age or physical handicap which would
not interfere with the efficient performance of the job in question. The CONTRACTOR will take affirmative action to comply with
the provisions of Elgin Municipal Code Section 3.13.100 and will require any subcontractor to submit to the CITY a written
commitment to comply with those provisions. The CONTRACTOR will distribute copies of this commitment to all persons who
participate in rec,uitment, onroening, referral and selection of job applicants and prospective subcontractors. The
CONTRACTOR agrees that the provisions of Chapter 3.12 of the Elgin Municipal Code, 1976. is hereby incorporated by
reference, as if set out verbatim.
ARTICLE VIII. ASSIGNABILITY. The CONTRACTOR shall not oonign, sell or transfer any interest in THIS CONTRACT
without prior written consent of the CITY.
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~ ARTICLE/X. AMENDMENTS. There shall be no modification of the CONTRACT, except in writing and executed with the same
formalities of the original.
ARTICLE X. NOTICES. Any notice given under this CONTRACT shall be in writing and shall be deemed to have been given
when hand delivered or deposited in the U.S. mail, certified or nagistened, return receipt naquaoted, oddnoosed, if to
CONTRACTOR, at the address set forth above to the attention of the project manager or undersigned repreoentabvo, and if to
the City, to the attention of the City Manager, 150 Dexter Court, Elgin, IL 60120 or to such other address and/or authorized
representatives as either party shall designate in writing to the other in the manner herein provided.
ARTICLE XI. INDEMNIFICATION. To the fullest extent permitted by law, Contractor agrees to and shall indemnify, defend and
hold harmless the City, its officers, mmp|oyaeo, boards and commissions from and against any and all c|aimm, ouitm, judQmento,
costs, attorney's fees, damages or any and all other relief or liability arising out of or resulting from or through or alleged to arise
out of any acts or negligent acts or omissions of Contractor or Contractor's oMicem, emp|oyman, agents or subcontractors in the
performance of this CONTRACT, including but not limited to, all goods delivered or services or work performed hereunder. In the
event of any action against the City, its ofhcero, emp\oyaes, ogenta, boards or commissions covered by the foregoing duty to
indemnify, defend and hold harmless, such action shall be defended by legal counsel of the City's choosing.
ARTICLE XII. PUBLICITY. The CONTRACTOR may not use, in any form or medium, the name of the City of Elgin for public
advertising unless prior written permission is granted by the CITY.
ARTICLE XIII. AUTHORIZATION. This CONTRACT is in the best interests of the CITY and is authorized by law. If, for any
fiscal year during the term of the CONTRACT, sufficient funds for the discharge of the CITY'S obligations under the contract are
not appropriated and muthorized, then the CONTRACT shall terminate as of the last day of the preceding fiscal year, or when
such appropriated and authorized funds are exhausted, whichever is later, without liability to the CITY for damages, penalties or
other charges on account of such termination.
ARTICLE XIV. NO AGENCY. This CONTRACT shall not be construed so as to create a joint venture, portnenohip, employment
or other agency relationship between the parties hereto, except as may be specifically provided for herein.
ARTICLE XV. CONFLICT. In the event of any conflict between the terms provided in any attachments hereto and the body of
this CONTRACT, the terms and provisions of this CONTRACT shall control.
ARTICLE XVI. ENTIRE AGREEMENT. This CONTRACT embodies the whole agreement of the parties. There shall be no
promieas, berma, conditions or obligations other than those contained therein; and this CONTRACT shall supersede all previous
communications, representations, or agreements, either verbal or written, between the parties.
ARTICLE XVII. COMPLIANCE WITH LAWS. Notwithstanding any other provision of this CONTRACT it is expressly
agreed and understood that in connection with the performance of this CONTRACT that the CONTRACTOR shall comply
with all applicable Federal, State, City and other requirements of law, inc|uding, but not limited to, any applicable
requirements regarding prevailing vvogea, minimum wage, workplace safety and legal status of employees. Without
limiting the foregoing, CONTRACTOR hereby certifiee, represents and warrants to the CITY that all CONTRACTOR'S
employees and/or agents who will be providing products and/or services with respect to this CONTRACT shall be legal
residents of the United States. CONTRACTOR shall also at its expense secure all permits and |/manoma, pay all charges
and fees and give all notices necessary and incident to the due and lawful prosecution of the work, and/or the products
and/or services to be provided for in this CONTRACT. The CITY shall have the right to audit any records in the
possession or control of the CONTRACTOR to determine CONTRACTOR'S compliance with the provisions of this
section. In the event the CITY proceeds with such an audit the CONTRACTOR shall make available to the CITY the
CONTRACTOR'S relevant records at no cost to the CITY."
The person signing THIS CONTRACT certifies that s/he has been authorized by the CONTRACTOR to commit the
CONTRACTOR contractual and has been authorized to execute THIS CONTRACT on its behalf.
IN WITNESS WHEREOF the parties have hereto set their hands the day and year first above written.
CONTRACTOR CITY 0, LGIN
.
/OF� J [\\ `C\ ~�~A~' ' -- ^
Name and Title nR. Stegall �r
City Manager
FEIN NO.24-0618650
- +(.` ,T I.� ;` .s.iYO P rlr FA4 F:R cis OF
rS_ CNN I _ E i_. :
THE CITY IN THE SUBURBS
AGENDA ITEM: D
MEETING DATE: December 21, 2011
ITEM:
RFP No. 11-059, Design and Printing of 2012 Parks and Recreation Program Book
($23,768)
OBJECTIVE:
Provide a comprehensive guide to what activities, programs and facilities the Parks and
Recreation Department offers and maintains.
RECOMMENDATION:
Award the contract for design of the 2012 Parks and Recreation Brochure to Market Place Me-
dia Group in the amount not to exceed $5,040 and award a contract to PA Hutchinson for print-
ing the 2012 Parks and Recreation Brochure in the amount not to exceed $18,728.
BACKGROUND
The parks and recreation department produces a seasonal brochure that is distributed quarter-
ly. These brochures typically range in size from 76 to 88 pages and are a comprehensive guide
to what activities, programs and facilities the department provides and maintains. Once
printed, each brochure will maintain its useful life, providing program dates, for three, four or
sometimes five months.
The brochure Request for Proposal (RFP) consists of two parts: the design and layout of the
piece; and the printing of the brochure. Although some companies do bid on both portions of
the RFP, it is usually more cost effective to have separate companies provide this service. Once
printed, the brochures are distributed at all parks and recreation facilities as well as other city
facilities and a variety of other locations throughout town.
OPERATIONAL ANALYSIS
The creation of the parks and recreation department's seasonal brochure is a comprehensive
listing of the facilities, programs and services that the department offers. This publication is the
primary marketing piece representing what the department creates on a seasonal basis. Many
residents will retain this publication for the three to four month period which it spans.
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The request for proposals was posted on the city's website and published in the November 4,
2011 issue of the Courier News. Ten timely proposals were received and opened on November
15, 2011. Marketplace Media Group was the low bid received for the design and layout of the
brochure and PA Hutchison was the low bid received for the printing.
INTERESTED PERSONS CONTACTED
None.
FINANCIAL ANALYSIS
The cost for design, layout and printing of the parks and recreation seasonal brochures is a not
to exceed amount of $23,768. Without the production of this quarterly piece listing all of the
programs and services offered by the department, participants and residents would not have a
comprehensives catalog of all programs and services available to them. The proposed 2012
parks and recreation budget includes funding for these seasonal brochures.
BUDGET IMPACT
FUND(S) ACCOUNT(S) PROJECT#(S) AMOUNT AMOUNT
BUDGETED AVAILABLE
N/A N/A N/A N/A N/A
LEGAL IMPACT
None.
ALTERNATIVES
The city council may choose not to award contracts for the design and printing of the Parks and
Recreation Department seasonal brochures.
NEXT STEPS
Once the contracts are awarded, purchase orders will be established with each vendor.
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Originators: Maria Cumpata, Recreation and Facilities Superintendent
Randy Reopelle, Parks and Recreation Director
Final Review: Colleen Lavery, Chief Financial Officer
William A. Cogley, Corporation Counsel/Chief Development Officer
Richard G. Kozal, Assistant City Manager/Chief Operating Officer
Sean R. Stegall, City Manager
ATTACHMENTS
A. Bid Tabulation for Design and Layout of the Parks and Recreation Department Brochure
B. Bid Tabulation for Printing of the Parks and Recreation Department Brochure
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Design&Layout of Parks&Recreation Program Brochure
TABULATION OF BIDS
CITY OF ELGIN Marketplace Media Group Leapin Lizards
115 S.Grove Avenue Anderson Graphics Hagg Press Imagerybor Davis Design Corp Design Matters DesignSpring Inc, Hotbed Crealfve Inc- 2140 W.Fulton Street
Invitation No.11-059 DESIGN&LAYOUT Suits S-207 918656 Bedonan Trail 1165 Janson Farm Court 37W166 Win Haven Dnve 1D55 E.Hillside Road 1032 Tristram Court 313 S.Oakland Avenue 245 E.11111 Street Unit B
Date of Opening:11/15/11 Elgin,IL 60120 Elgin,IL 60124 Elgin,IL 60123 Elgin,IL.60124 Naperville,II.60540 W.Dundee,IL 60118 Vida Park.IL 60181 Indianapol*,IN 46202 Chicago,IL 60612
Department:Parks 6 Recreation ghahnergriinxicityli.com dcbLnderkongrspFce.com, ehannny6Shactopress.com vancn@nnonorybcs.com inloeildavisdosvLncorp.con1,, IslypinsklLdo6lgnm8�ters4y,net khuv,rd r e:6Insyiinlgmc.cQrn slinnehotbakogllvn.com ecytlWleeimlizerds.com_
Spring 2012 Brochure Quantity Pnce Price Price Pnce Price Price Pnce Price Price
Base Bid:76 pages+4 page cover 6,000 copies 6000 S 1,200.00 $ 1,520,00 62,800.00 $ 3,360.00 $ 3,625.00, $4,480.00 $7,420.00 $8,000.00 $ 16,200,00
Summer 2012 Brochure ,
Base Bid:76 pages+4 Peg*cover 6,000 copes 6000 $ 1,200.00 S 1,520,00 $2,800.00 $ 3,360.00 $ 3,625.00 $4,480.00 $5,920.00 $8,000.00 $ 16,200.00
,
Fall 2012 Brochure
It4 pages•4 page cover 6,000 copes 6000 5 1.320.00 5 1660.00 $3,060.00 S 3,696.00 $ 3,625.00 54,928.00 $6,440.00 $5,800.00 S 17,600.00
Winter 2013 Brochure
a4 pages+4 page cover 6,000 copes 6000 $ 1,320.00 _S 1,680.00 $3,080.00_S 3,696.00 $ 3,825.00 $4,928,00_ 56,440.00 $8,800.00 $ 17,800.00
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AlAl •
Printing of Parks&Recreation Program Brochure
TABULATION OF BIDS
CITY OF ELGIN Marketplace Media Group
i PA Hutchison Action Printing Hagg Press Creekside Pnnting Anderson Graphics 115 S.Grove Avenue Hotbed Creative Inc,
Invitation No.11-059 DESIGN&LAYOUT 40 Penn Avenue P.O.Box 1955 1165 Janson Farm Court 1175 Davis Road 9N656 Beckman Trail Suite S-207 245 E.11th Street
(Date of Opening:11/15(11 Mayfield,PA 18433 Fon Du Lac,WI 54936 Elgin,IL 60123 Elgin,IL 60123 Elgin,IL 60124 Elgin,IL 60120 Indianapolis,IN 46202
(Department;Parks&Recreation 'doraiaPPahutch.com "krasin(a)aclionprintinq.com ehannav(®haugpress.corn steve(rmcreeksideorintinq,com ghahnenmmoelgin.com slinn(a?hotbedcreative.com
i
Spring 2012 Brochure00 luantity Price Price Price Price Price Price
!Base Bid:76 pages+4 page cover 6,000
1 opies $3,964.00 $5,139.00 $5,255.00 $5,289.00 r. rr
__ $7,499.00 $ 8,054.96
e Pp .511 $253.00
refight 6000 $460.00
o a $4,677,00 $5,139.00 $5,255.00 $5,289.00 $8,085,00 $7,499.00 $8,054.98
Summer 2012 Brochure
i:ase Bid:76 pages+4 page cover 6,000
'copies 8000 $3,964.00 $5,139.00 $5,255,00 $5,289.00 $6,085.00 $7,499.00 $ 8,054.98
,Set Up 6000 $253.00
rerght 6000 $460.00
o a $4,677.00 $5,139.00 $5,255.00 $5,289.00 $6,085.00 $7,499.00 $8,054,98
Fall 2012 Brochure
:ase Bid:84 Pages+4 page cover 6,b00
I opies 6000 $3,962.00 $ 5,494.00 $5,682.00 $5,753.00 $6,237,00 $ 7,712.00 $ 8,645.52
et Op t000 $265.00
refight 6000 $460.00 Z
o a $4,687.00 0,494.00 $5,682.00 $5,753.00 $6,237.00 $7,712.00 $8,645.52
_-_..�� _
h^ Winter 2013 Brochure
:ase Brd:84 pages+4 page cover 6,000
copies 6000 $3,962.00 $ 5,494.00 $5,682.00 $5,753.00 $6,237,00 $ 7,712.00 $ 8,645.52
e Pp r, fi0hd ._. $265.00 .
reig a i $460.00
o a $4,687.00 $5,494.00 $5,682.00 $5,753.00 $6,237,00 $7,712.00 $8,645.52
Grand fatal $18,728.00 $21,266.00 $21,874.00 $22,084.00 524,644.00 $30,422.00 $33,401.00
All prices include 2 hrs of
! alterations.Greater than 2
Other hours=$45/hr.
Size
I 8.5"xx 10.5" 83/8"x10716"
r TABULATION OF BIDS
CITY OF ELGIN Leapin Lizards
MSF Graphics 2140 W.Fulton Street Grace Printing
Invitation No.11-059 DESIGN&LAYOUT 959 Lee Street Unit B 2050 W.Devon Avenue
Date of Opening:11/15/11 Des Plaines,IL 60016 Chicago,IL 60612 Chicago,IL 60659
1De•artment:Parks&Recreation msi8164(52att.net scottaleao-nlizards.com titusi graceprintina.com
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Spring 2012 Brochure Quantity Price Price Price
Base Bid:76 pages+4 page cover 6,000
copies 6000 $8,860,00 $9,984.00 $11,364.00
Set Up 6000
Freight bUO
on $8,860.00 $9,954.00 $11,364.00
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Summer 2012 Brochure
:ase Bid:76 pages+4 page cover 6,000
copies 6000 $8,860,00 $9,964,00 $11,364.00
'Set Up 6000
'refight
1ota1 $8,860.00 $9,964.00 $11,364.00
FF Fall 2012 Brochure
!lase i.:: pages+ page cover •,r'r,
copies 6000 $9,565.00 $ 10 891.00 $ 11,976.00
Set Up 6000
reight 6000 —
I otal $9,565.00 $10,891.00 $11,976,00
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111111MOUGULEMINIMIhure
ase:n::, pages+ •page cover -,.r.
[ pies 6000 $9,565.00 $ 10,891.00 $ 11,976.00
Set Up 6000
reig 6000
total $9,565.00 $10,891.00 $11,976.00
Grand Total $36,850.00 $41,710.00 $46,680.00
Other
size
A,
ELGIN
THE CITY IN THE SUBURBS-
DATE: February 8, 2012
TO: Randy Reopelle, Parks and Recreation Director
FROM: Kimberly Dewis, City Clerk
SUBJECT: Resolution No. 12-02, Adopted at the January 11, 2012, Council Meeting
Enclosed you will find the agreement listed below. Please distribute this agreement to the other
party and keep a copy for your records if you wish. If you have any questions please feel free to
contact our office 847-931-5660 and we will do our best to assist you. Thank you.
• Agreement with The P.A. Hutchison Company for Printing Services for the Parks
and Recreation 2012 Brochure