STAFF REPORT
City of Lancaster, California
CC 23
3/26/2024
JC
Date: March 26, 2024
To: Mayor Parris and City Council Members
From: Jennifer Seguin, Communications Manager
Subject:Award and Appropriate RFP 803-24 Outlook Magazine Production Services Contract
Recommendation:
1. Award RFP 803-24, Outlook Magazine Production Services Contract, to Advantage Mailing, LLC, in the amount of $363,600.36 to print nine editions of the OUTLOOK Magazine, and authorize the City Manager, or his designee, to sign all documents; and
2. Appropriate $173,600.36 into account # 10115000.5730; and
3.Authorize the City Manager, or his designee, to execute any additional amendments to the Agreement deemed necessary to complete the project in a form approved by the City Attorney; and
4.Find that this item is not a project pursuant to the California Environmental Quality Act.
Fiscal Impact:
Total amount of the contract is $363,600.36, which covers a 56-page self-cover magazine printing cost of $357,525.36 and the delivery fee of $6,075. Sufficient appropriation of $40,400.04 is available in Communications Printing/Binding account # 10115000-5730 for the remainer of the fiscal year. Subsequent years' appropriation will be included in the annual budget and appropriation process, as follows:
•$161,600.16 appropriated in Fiscal Year 2024-2025
•$161,600.16 appropriated in Fiscal Year 2025-2026
Background:
Since Lancaster’s incorporation in 1977, the Outlook magazine has been a media staple in the community. The Outlook Magazine is a periodical of the City of Lancaster that is published quarterly and distributed to all households and businesses in the City. The Outlook Magazine provides updates to residents on the happenings in the City. The magazine is supported by the City’s robust sponsorship program.
As we continue to grow our media outreach, a physical printed magazine continues to be a standout approach to reaching all residents of all demographics. 1 5
9 4
The proposed scope of work includes:
●Quarterly print of Outlook Magazines (~63,500 prints)
●Proposal includes 2024-2026 FY; 9 prints anywhere between 48-56 pages ○Summer 2024 – typically mailed mid to end of May
○Fall 2024 – typically mailed mid to end of August
○Winter 2025 – typically mailed mid to end of November
○Spring 2025 – typically mailed mid to end of February
○Summer 2025 – typically mailed mid to end of May
○Fall 2025 – typically mailed mid to end of August
○Winter 2026 – typically mailed mid to end of November
○Spring 2026 – typically mailed mid to end of February
○Summer 2026 – typically mailed mid to end of May
On October 5, 2023 the City conducted a bid opening for RFP 803-24. Two (2) qualified sealed bids were received by the due date of October 30, 2023 at 10:00 AM. The bids received are as follows:
Contractor City Bid Amount
Advantage Mailing LLC Anaheim $363,600.36
Advanced Printing & Graphics Lancaster $637,200
Following the City’s process of evaluating proposals - City staff conducted an extensive evaluation of the bids received. Proposals were evaluated and scored based on the following criteria:
qualifications of proposer and ability to meet deadlines, demonstrated successful experience with similar projects, cost proposal, quality and relevance of proposer’s work samples.
Advantage Mailing LLC offers both a competitive quote as well as previous years of experience printing the City of Lancaster’s OUTLOOK Magazine. We are confident that a quality product will be delivered for the residents of Lancaster, as the printer is knowledgeable about the magazine.
Advantage Mailing LLC has been in business since 1994 and has a robust operation, which allows flexibility in the style of print options for the magazine, responsive service, and quick turnaround times for printing.
Attachment(s):
RFP 803-24 Solicitation and Proposal
Professional Services Agreement