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Home My WebLink AboutCOW 2007-05-14 Item 4A - Acceptance - Printing Quote for 200,000 Seattle Southside Vacation Planner for $62,448 COUNCIL AGENDA SvNoPsIs q J am yts �y ITEM No. „c; g Meeting Date Prepared by 1 Mayor's review 1 Cog cil review 1 w' z, 05/14/07 1 KK I ,vuw y i 05/21/07 1 1 1 1 6Z 7908 ITEM. INFORMATION CAS NUMBER: f Q I ORIGINAL-, AGENDA DATE: 05/14/07 AGENDA IIEM TITLE Journal Graphics printing quote for Seattle Southside Vacation Planner CATEGORY Discussion Motion Resolution Ordinance ['Bid Award Public Hearing Other Mtg Date 05/14/07 Mtg Date 05/21/07 Mtg Date Mtg Date Mtg Date Mtg Date Mig Date I SPONSOR Council Mayor Adra Svcs DCD Finance Fire Legal P&R Police PW SPONSOR'S Authorize Mayor to sign an acceptance of printing quote with Journal Graphics for 200,000 SUMMARY new Seattle Southside Vacation Planners. The publication is a 4- color, 8 3/8 x 10 3/4" 48 page plus 4 page cover for the amount of $62,448.00. Journal Graphic printed the Vacation Planner previously in June 2005 and again provided the lowest bid out of five. REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte Utilities Cmte Arts Comm. Parks Comm. Planning Comm. DATE: 05/07/07 RECOMMENDATIONS: SPONSOR /ADMI\I. Accept Journal Graphics printing quote. Authorize Mayor's signature. COMi iITTEE Unanimous Approval; Forward to Committee of the Whole OOST= MPACT FUND SCARCE= EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $62,448 $70,000 Fund Source: 101.00.557.301.44.15 Comments: MTG..DATE RECORD OF COUNCIL ACTION 05/14/07 I 1 1 I MTG DATE ATTACHMENTS 05/14/07 Information Memo to Finance Safety Committee dated 4/27/07 Five Print Quotes Copy of the Vacation Planner (to be distributed at the meeting) Finance and Safety Committee minutes of 5/7/07 1 1 TO: Mayor Finance and Safety Committee FROM: Tourism Program Manager t t DATE: April 27, 2007 SUBJECT: Journal Graphics printing quote for Seattle Southside Vacation Planner ISSUE Authorize Mayor to sign an acceptance of printing quote with Journal Graphics for 200,000 new Seattle Southside Vacation Planners. The publication is a 4- color, 8 3/8 x 10 3/4" 48 page plus 4 page cover for the amount of $62,448.00. BACKGROUND Seattle Southside Vacation Planner is the official visitor guide produced in cooperation with the Cities of SeaTac, Kent and Des Moines through Seattle Southside Visitor Services. It continues to be one of Seattle Southside Visitor Services most successful resources for reliable visitor infoimation; with a circulation of 100,000 annually for a total cost of .31 cents per guide. DISCUSSION Success is evidenced by the number of Vacation Planner requests received through the SeattleSouthside.com website, toll -free line, convention and groups, hotel concierge and walk -ins generated and tracked through the Visitor Center. Additionally, the publication offers excellent visibility for Seattle Southside Visitor Services within the local community and tourism industry. Reprinting the Seattle Southside Vacation Planner was approved collectively by the Tukwila, SeaTac, Kent and Des Moines Lodging Tax Advisory Committees and included additional dollars appropriated this year to cover the expense of reprinting. Journal Graphic printed the Vacation Planner previously in June 2005 and again provided the lowest bid out of five. See attached quotes. This publication is most cost effectively produced on a web press and there's only a hand full of printers regionally with this capacity. To insure quality it's also important to select a printer within driving distance so staff may be present for a "press check" at time of printing. Budget impacts: There is no additional budget request for this item. The cost for printing this publication is budgeted within the Council approved 2007 Tourism Program budget; however, because the proposed contract amount is over $25,000, it requires Council approval. RECOMMENDATION Authorize Mayor to sign an acceptance of printing quote with Journal Graphics for 200,000 new Seattle Southside Vacation Planners in the amount of $62,448.00 52 3Le5 '28 10 ourna_. Graphics )111; i!iilil -10)I 1 ;otii ("umnmrcin( February 23, 2007 Karla Lindula SEATTLE SOUTHSIDE VISITORS SERVICE 14220 INTERURBAN AVE SUITE 130 TUKWILA WA 98168 Quote Number: 15779 Salesperson: John Murray Quote Date: 2/22/2007 Estimated By: STEVE Seattle Southside Vacation Planner 8 3/8 x 10 3/4" 48pg plus 4pg Cover. Cover prints 4cp/ 4cp on 100# Capistrano gloss book, Text prints 4cp/ 4cp on 60# Capistrano gloss book. PDF files supplied to JG guidelines for CTP output Imposition Contract color proofs for approval. Saddlestitch on the 10 3/4" edge. Bulk pack in junior cartons FOB JG Dock. Approximate cost for one dock -high delivery to Kent WA 98032 estimated separately. *Note: packed approximately 102 books per carton. Additional cost for FGV on outside cover, $257 for 150m, $280 for $175m, $303 for $200m. Quote Totals Quantity: 150,000 175,000 200,000 Note: Because of variations in manufacturing, quantities may vary by the following percentages: 0 -10m -5% 10m -50m -3% 50m -100m -2.5% 100m -2% Final invoice price will reflect quantity shipped. Price: 47,346.00 54,498.00 61,199.00 Per Al: 315.64 311.42 306.00 Shipping: 1,172.00 1,172.00 1,249.00 Total: 848,518.00 855,670.00 862,448.00 Add'. ]VI's: 286.24 286.00 283.75 Thank you for the opportunity to submit this quote. Shipping costs are approximate, for estimating purposes only. Actual price will be based on carrier rate at time of shipment. Shipping costs are the sole responsibility of customer. Title to the products identified in this Quote transfers to customer FOB Journal Graphics offices in Portland, Oregon, and will be separately set forth on the Invoice. Paper price based on current market price at the time paper is ordered. Final pricing is subject to review upon receipt of actual job. Our quote is based on the above specifications and is subject to the terms and conditions on the attached page. Quoted prices reflect current cost of labor and materials and are subject to change. Quotes are valid for 30 days from quote date. We accept the above quote an attached terms. We au �o iz ournai Graphics to proce �Siith th r identified in this Quote. Accepted by 69 A•Li -7 /2. /0-7 Quantity Page count ;LV i 0 g1w I p1j1 trn� files in date: /(1 I Requested delivery date: aver) Visit our website at www.journalgraphics.com 480 Andover Park East Seattle, WA 98188 206 575 -3500 206 575 -3575 fax 3 T- kevin.graves @cenveo.com Karla Lindula March 15, 2007 Seattle Southside 206 -575 -2489 14220 Interurban Ave. South Suite 130 206 -575 -2529: F Seattle, WA 98168 Karla @SeattleSouthside.com Estimate No. 58235 Job Title 07 -08 Visitors Guide Description 48pg 4pg Cover Final Size (WxH) 8.375" x 10.75" Bleeds All Sides Cover 100# Gloss Book 4/4 4C Process (medium coverage) Text 60# Gloss Book 4/4 4C Process (medium coverage) Furnished Postscript plate -ready (PDF) files to our specifications, along with Native Files on Disk. Files to be supplied as Single page hi -res PDF's, with bleeds. Proofs Imposed inkjet; color digital imposition proof (DIP) Finishing Saddlestitched. Packaging /Freight Carton packed Bulk FOB Factory Notes Any Mailing/ Distribution /Fulfillment/Inventory Services to be quoted separately. +/-2 Quantity 150,000 175,000 200,000 250,000 Price $57,329 $65,493 $73,652 $89,865 Each $0.3822 $0.3742 $0.3683 $0.3595 Thank you, Accepted by: Karla Lindula for Seattle Southside X Date Terms of sale: Net, cash, 30 days from date of invoice on approved credit The attached terms conditions are a material part of this quotation, include a limited warranty, disclaimers of warranties, and a limitation of customer's damages and remedies. Kevin Graves Acceptance of this offer includes acceptance of all terms conditions. All applicable federal, state and local taxes will be added to the prices herein. Prices are subj. to change based on availability of materials, press time and current paper price. Failure to Cenveo Seattle adhere to agreed -upon schedules may result in add'I charges. Quotes over 30 days old are subject to review. TELDtN PRINT MEDIA Quotation letter March 19, 2007 Attn: Karla We are pleased to submit a quotation for the following project: Our Quotation No: 45260 Project Name: Visitor Guide Format 52 page self cover Page Sire: 8 3/3 10 7/8 Stock: Sonoma Gloss Text 80 lb Ink: 4 color process throughout Finishing: Saddle Stitch Packaging: Carton Pack Delivery: FOB Certified Folder Display Service, SeaTac, WA 98198 Supplied by client: Digital Files Supplied byTeldon: Color Proof and Blueline Quantity: 150.000 200,000 Price: 64,641 US 83,393 US Freight: All prices are given in US dollars. Thank you for the opportunity to present this quotation. Should you require any further information or assistance, please do not hesitate to call. Yours sincerely, 107 2940 Jutland Road Chris Mills Senior Account Manager Victoria, BC Canada V8T 5K6 Phone: 1.866.478.2445 Fax: 1.866.478.2435 www.teldonprintmedia.com TIMES LITHO Adi Mb. 1 829 PACIFIC AVENUE L 1 FOREST GROVE, OR 97116 r .•i 800- 233 8429/503- 359 -0300 FAX: 503 357 -3754 TIMES LITHO Customer: Seattle Southside Visitors Services Quote 3:6612 Karla Lindula Date: April 4, 2007 Georgi Komraus is pleased to submit this quote for your review: Description: Vacation Planner Quantity: 150,000, 175,000 and 200,000 Size: 8 3/8" x 10 7/8" Page Count: 48 -Pages 4 -Page Cover Pre- Press: Files supplied to printers specifications. Digital low -res proofs and Hi -res contract color proofs included. Paper: Cover: 100# no. 2 gloss book. Text: 60# no. 3 gloss book Ink: Four color process on all pages. Bindery: Saddlestitch along the 10 7/8" spine. Packing: Packaged 100 per carton and packed on pallets. Delivery: FOB Kent, WA. Terms: Standard terms net 30 days from date of shipment, upon approved credit. Price: 150.000 175.000 200.000 Add'l 1.000 $53,329 $60,859 $68,307 $299.60 If you provide PDF files to specifications deduct $8.00 per process color page (52 -Pages $416 off the print price). Prices quoted DO NOT INCLUDE any Federal, State, Local or other applicable taxes. All prices are based on the current cost of labor and materials and are good for 30 -days from the date of this quote excluding paper. PAPER PRICES WILL PREVAIL AT TIME OF MILL SHIPMENT. In the event that, after signed, this agreement is canceled or postponed Northwest Web Times Litho will invoice customer for paper that has been ordered, labor incurred and /or other materials that have been purchased. Acceptance of this quote is subject to the standard terms and conditions of all Northwest Web Times Litho agreements (See Attached). Customer's signature on this quote letter, along with the signed approval of Northwest Web Times Litho management, shall constitute the agreement between us. Accepting for the Client Northwest Web Management Approval Date Date Press Check: I will be present at the press check at the scheduled time Initial. •I will not be present at the press check, therefore I authorize Northwest Web /Times Litho to approve and direct production on my behalf. I will abide by their decisions as though they were my own Initial SSVS -07 -08 Planner- 48 +c.xls Effective Solutions in Print consolidcitedpress Price Quotation Acct No. For: Karla Lindula April 17, 2007 Seattle Southside Visitor Service 14220 Interurban Ave. S., #130 Seattle Southside Vacation Planner Seattle, WA 98168 48 pages cover Client Phone: (206) 575 -2489 Client email: Karla@Seattle southside.com Job Name: Seattle Southside Vacation Planner 48 pages cover, 8 -3/8 x 10 -3/4. Customer: Customer to supply plate ready digital file and color Iasers for all pages. Paper: Sheet Press Cover 100# Gloss Book 35.5" Heatset Text 60# House Gloss 35.5" Specifications: Prepress: Impose, postscript, make plates. Proofing: Position proof digital color proof on process color. Sheet Press: Cover prints 4CP both sides as 4up on 35.5x23.5 bleed trim. Heatset Web: Text 3 -16's print 4CP all pages bleed trim. Bindery: Saddle stitch, trim and pack on skids. Other: None Shipping: Hold for shipping instructions; F.O.B. Consolidated Press in Seattle. 100M conies 150M conies 200M conies Add'l M's Price: $35,598 $50,676 $65,755 $301.58 Cost /book 0.3560 0.3378 0.3288 Additional: Quotations are based on the specifications above. CPI can re -quote job when it is submitted if it does not conform to the original information on which the quote was based. Terms: -Terms are 50% down and balance COD unless prior arrangements are made with our accounting department. -Past due invoices will be charged interest at 1.5% per month. Overruns or underruns will not exceed the order quantity by more than 3 -Since paper prices change frequently, after 30 days quote may require repricing. Thank you for allowing us to provide you with this quotation. If you have questions please feel free to call us. Wesley Stone ext 311 Gary Stone Account Manager General Manager ak X api,pdi,ppi n nu 114,1117 r r a a n- cnn c CO3+4-10 IV A OR? 4d 9nA 4.47 -9A59 Fax 2f)( 447 -9477 J ILA, -qS o VS.% City of Tukwila 3,..s- tr. I ¢�%r�± o Finance Safety Committee 1908 FINANCE AND SAFETY COMMITTEE Meeting Minutes May 7, 2007 5:00 p.m. PRESENT Councilmembers: Jim Haggerton, Chair; Joan Hernandez and Dennis Robertson Staff: Chief Haynes, Chief Olivas, Derek Speck, Katherine Kertzman, Rhonda Berry and Kimberly Matej CALL TO ORDER: Committee Chair Haggerton called the meeting to order at 5:05 p.m. I. PRESENTATIONS No presentations. II. BUSINESS AGENDA A. Authorize Printing Ouote for Seattle Southside Vacation Planners Katherine Kertzman has requested the Committee recommend approval of a printing quote in the 4 amount of $62,448 for the printing of 200,000 Seattle Southside Vacation Planners by Journal Graphics. Journal Graphics has been the lowest bidder for two consecutive printings, and printed the last vacation planner. Katherine conveyed that it is most cost effective to update a vacation planner every 18 -24 months. The most significant changes in the planner include revised maps with accompanying itineraries and a larger section highlighting Des Moines. UNANIMOUS APPROVAL. FORWARD TO MAY 14 COW. B. 2007 First Ouarter Reports General discussion ensued regarding the status of the 2007 First Quarter Reports. Several questions were asked regarding the status of the Tukwila Village project. Derek Speck stated the Ron Sher will be making a presentation to the City Council on June 4. His presentation will include an overall concept for the area and his best recommendations for this site. As a developer, Ron has a proven track record of creative financing and lease options that encourage best growth. The point of the presentation will be to determine if the full Council is interested in continuing to move forward with investigating the opportunities offered by the development of Tukwila Village. Rhonda Berry reported that the Office of the City Clerk has processed an average of 40 passport applications per day over the last several weeks (note: passport applications are only processed on Monday). Additionally, City Clerk staff has responded to a substantial increase in public records requests. Chief Olivas provided an update under Budget Program Goals, Administration, #6 An application has been submitted for the Fire Act Grant for approximately $150,000. This year's contribution is a 95/5 share, leaving the City responsible for a $7,500 financial contribution if awarded funding. Chief Olivas also stated that last week Salmon River Fire Department picked