Title
Print and Mail Election Materials - Requirements Contract - IFB 19-046 (Ordinance S-45214)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Courier Graphics Corp. to provide all labor, materials, proofs, administration, and transportation to print, address and mail election materials for the City Clerk Department. The five-year aggregate contract value will not exceed $570,000. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
The City is required by law to mail sample ballots and publicity pamphlets to households, with at least one registered voter, before early ballots are mailed for each election. This information must be mailed to every citizen 35 days prior to each election day to meet this legal requirement. It is also necessary to provide a separate booklet to voters if legally required information cannot be placed in the sample ballot or publicity pamphlet. This contract will allow the City to complete these requirements successfully, within the legally required time period.
Procurement Information
IFB 19-046 was conducted in accordance with Administrative Regulation 3.10. One offer was received by the Procurement Division on Oct. 12, 2018. The offer was evaluated on price, responsiveness to specifications, and responsibility to provide the required goods and/or services. The price was determined to be fair and reasonable based on a comparison with previous contract pricing. The bid notification was sent to more than 200 suppliers and was publicly posted and available for download from the City’s website.
The Deputy Finance Director recommends that the offer from Courier Graphics Corp. be accepted.
Contract Term
The five-year contract term will begin on or about Dec. 17, 2018.
Financial Impact
The aggregate contract value will not exceed $570,000. Funds are available in the City Clerk Department’s budget.
Department
Responsible Department
This item is submitted by Acting Deputy City Manager Toni Maccarone and the City Clerk Department.