97-32 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