Item No.
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: OFFICE OF THE CITY MANAGER
BY: JASON CHACON, DIRECTOR PARKS AND RECREATION
DATE: MARCH 12, 2024
SUBJECT: AGREEMENT WITH THE SAUCE CREATIVE SERVICES FOR PRINTING AND DESIGN SERVICES FOR THE CITY’S RECREATIONAL
MAGAZINE - THE DOWNEY ORBIT
EXECUTIVE SUMMARY
The City Council will consider approving an agreement with The Sauce Creative Services Corp., for $283,118 for a three-year term beginning July 1, 2024. The Sauce Creative Services Corp. was selected through a competitive Request for Proposal process to provide printing and design services of the City’s quarterly recreational magazine, ‘The Downey Orbit’. The magazine serves as the main marketing tool for Parks and Recreation events, community information, and activities for kids, families, and seniors.
RECOMMENDATION
That the City Council:
Approve the Professional Services Agreement with The Sauce Creative Services Corp. to provide printing and design services for The Downey Orbit Recreational Magazine for a term of 3 years beginning on July 1, 2024 for a total contract amount of $283,118.
BACKGROUND
The Downey Orbit is a key marketing tool for the Parks & Recreation Department and the City as it has become a reliable source for the public to learn about City news, recreation programs and events, and includes over one thousand recreational opportunities for youth, adults, seniors and families.
The magazine is published as an 8 3/8” x 10 3/4'’ finished booklet with 40-48 pages and is mailed to approximately 36,000 residents three times a year (Fall, Winter/Spring and Summer). In addition to receiving The Downey Orbit in the mail, patrons may also pick up a free copy of the book at City Hall, City of Downey Parks, or the Downey Library. A digital copy can also be viewed online at www.downeyca.org/PR . The popularity of the book is evident as many patrons ask when the book will be released for upcoming registration periods. The Sauce Creative Services Corp. was the City’s most recent contactor used for the production of The Downey Orbit.
AGREEMENT WITH THE SAUCE CREATIVE SERVICES FOR THE PRINTING AND DESIGN
SERVICES FOR THE DOWNEY ORBIT RECREATIONAL MAGAZINE
MARCH 12, 2024
PAGE 2
2 ANALYSIS
City staff issued a Request for Proposals (RFP) on November 17, 2023 and also listed the RFP on the City’s webpage. The City received responses from seven vendors. The vendors include: Digital Photo Graphics, Global Urban Strategies, Inc, Q Press, The Sauce Creative Services, We the Creative, Side Studio, and Southwest Offset Printing Inc. A panel of staff from the Parks and Recreation Department were on the selection team and evaluated the vendors based upon the following criteria:
1. Understanding of the Scope of Work
2. Potential to Complete project
3. Reputation/Reference
4. Project Team & Experience
5. Cost
6. Quality of samples provided
Based on the quality of the proposal in terms of completeness and responsiveness to the RFP, cost relative to the level of work proposed, and professional qualifications, the evaluation panel selected The Sauce Creative Services proposal for the design and printing services for publication of the recreational magazine. Additionally, the Sauce Creative Services was desirable due to the long-term experience of similar work with Parks and Recreation Departments with other city agencies. References were pleased with all services provided by The Sauce Creative Services.
Staff recommends the City Council award a three (3) year contract beginning on July 1, 2024 for a total contract amount of $283,118. The three-year contract would also include two (2) optional one-year extension terms. The cost of Year 1 of the agreement totals $92,093 for the design and printing services of The Orbit, an increase of 3.7% over the prior year. The annual cost for these services last year, Fiscal Year 2022-2023, was $88,780.
CITY COUNCIL PRIORITIES
Fiscal Responsibility
Public Engagement
FISCAL IMPACT
Approval of the recommended action will result in an appropriation of $92,093 from the General Fund, Parks & Recreation Department Account No. 10-4-4320-0700 for Fiscal Years 2024-2025 and 2025-2026, and $98,932 for Fiscal Year 2026-2027.
AGREEMENT WITH THE SAUCE CREATIVE SERVICES FOR THE PRINTING AND DESIGN
SERVICES FOR THE DOWNEY ORBIT RECREATIONAL MAGAZINE
MARCH 12, 2024
PAGE 3
3 Fiscal Year Total Amount for Fiscal Year
FY 2024-2025 $92,093
FY 2025-2026 $92,093
FY 2026-2027 $98,932
ATTACHMENTS
Attachment A – Professional Service Agreement with The Sauce Creative Services Corp. and City of Downey
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