Agenda #: 5.9
Meeting Date: June 18, 2024
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: PRINTING AND MAILING SERVICES FOR THE CITY NEWSLETTER AND RECREATION GUIDE WITH DIRECT CONNECTION.
STRATEGIC
GOAL: Open, Engaged & Responsive Government
RECOMMENDATION:
Approve and authorize the City Manager to issue a Purchase Order to Direct Connection for printing and mailing services in the not-to-exceed amount of $78,820 for FY 2024/25.
FINANCIAL IMPACT:
The total not-to-exceed amount of the Agreement for Fiscal Year 2024/25 would be $78,820. Sufficient funds are included in the Fiscal Year 2024/25 Community Relations’ Operating Budget to cover such expenditures.
BACKGROUND:
The City’s monthly newsletter, Diamond Bar Connection, is a valuable communication tool used to keep residents and businesses informed about City projects, programs and services. Diamond Bar Connection is produced as a four-page publication five times a year, to a six-page publication four times a year, and increased a 32-page publication in April, August and December to include the seasonal recreation guide. It is mailed to approximately 22,100 Diamond Bar residential and business addresses, with extra copies printed for placement on information racks in various City facilities and distribution at community events throughout the year.
ANALYSIS:
To accommodate the printing and mailing of newsletter and recreation guide, the Community Relations Division solicited proposals from qualified commercials printers through the PlanetBids portal. Five printers responded to the request for proposals, with
the lowest responsive bid received from Direct Connection. Direct Connection is a fullservice printing, bindery and mail service provider located in La Verne that has been printing the City’s newsletter since August 2020. It is worth noting that, in compliance with CalRecycle's SB 1383 regulations, printing done this year will be on 30% postconsumer recycled content paper.
The total expenditure requested for printing and mailing of the Diamond Bar Connection newsletter for Fiscal Year 2024/25 is $78,820 which covers the bid price of $71,654.55 plus a 10 percent contingency ($7,165.45).
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.9.a FY 2025 Newsletter Rec Guide Printing Quotation Worksheet 6-3-2024