Agenda Item
City Council
Item #: 3.5. 3/8/2022 File #: 22-0042
TO: Honorable Mayor and Members of the City Council
THRU: Thomas R. Hatch, Interim City Manager
FROM: Bonnie Hagan, Assistant City Manager/Community Services Director
1. SUBJECT
Agreement with We the Creative for production of the City’s quarterly publication, Our Orange.
2. SUMMARY
A three-year agreement with Jovenville, LLC, dba We the Creative, for the design, printing and mail preparation of a total of twelve Winter, Spring, Summer, and Fall issues of the Our Orange city quarterly publication. The not-to-exceed amount for this agreement is $311,203.70.
3. RECOMMENDED ACTION
Approve agreement with We the Creative in the amount not-to-exceed $311,203.70 for production of twelve issues of Our Orange; and authorize the Mayor and City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
The total three-year expenditure for this agreement is $311,203.70 and will be funded through General Fund (100). The cost of this agreement is partially off-set by a $40,000 annual donation from CR&R, the City’s waste hauling provider.
5. STRATEGIC PLAN GOALS
Goal 3: Enhance and promote quality of life in the community b: Deliver high quality and safe recreational, social, environmental, educational and cultural services.
6. DISCUSSION AND BACKGROUND
The quarterly Our Orange publication is delivered to every household in Orange and is the primary source of printed communication between the City and the community. It contains information from every department, covering topics such as City news, safety tips, environmental news, City-wide projects, special events, and water conservation. Additionally, it serves as the quarterly catalog of revenue generating programs for the Community Services Department, and the main source of information to our residents of Library services and programs. The size of Our Orange varies from 36 to 44 pages, depending on the season, class schedules and content.
The current agreement with Harlan West/HWDS expires after the completion of the Summer 2022 publication. A request for proposal (No. 21-22.20) was advertised on November 11, 2021 and five proposals were received. The proposal abstract summary is attached for reference.
We the Creative (WTC) received the highest rating based upon submittal of an inclusive proposal, City of Orange Printed on 3/3/2022Page 1 of 2
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Item #: 3.5. 3/8/2022 File #: 22-0042
We the Creative (WTC) received the highest rating based upon submittal of an inclusive proposal, related previous experience with similar municipal contracts, presentation of materials, and qualifications. Staff checked WTC’s references with the cities of Long Beach and Santa Monica.
Both cities praised WTC’sproject team for their creative “outof the box”thinking, and the record of success they have achieved working with WTC. WTC will be a new vendor for Orange and the City has the ability to explore new options for the presentation of Our Orange, including the “lookand feel” of the publication.
The proposed agreement covers the design, printing, and mail preparation for twelve issues, starting with the Fall 2022 publication. The base cost is $282,912.45, which is inclusive of industry expected increases for paper. This base rate reflects an average decrease of $1,641.66, or 6.51%, in cost-per- issue below the average cost-per-issue for the 20 issues included in the current agreement and subsequent amendments. A 10% contingency of $28,291.25 is also included for unforeseen design and/or production related expenses, and unanticipated additional printing needs. The three-year agreement not-to-exceed amount is $311,203.70. During the term of the new agreement, should the actual cost of paper product exceed the expected industry standard increase, the City Manager will be authorized to execute an amendment to increase the compensation to adjust for the documented rise in cost. WTC will be responsible for providing documentation that verifies the actual increase in paper costs.
A portion of the cost of the agreement is offset by a $40,000 per calendar year contribution by the City’s waste hauler CR&R. This contribution provides space in each issue for valuable waste management and recycling information.
This agreement does not include postage, which is paid by the City directly to the US Postal Service.
Postage for the Our Orange is currently approximately $30,500 per year, and is prepaid each January/February.
This agreement will commence on April 1, 2022 to allow enough onboarding time for the vendor to meet the May 2022 deadline for the start of production of the Fall 2022 issue. The initial term of the agreement is approximately three years, covering twelve issues, terminating on May 31, 2025. The agreement allows the City Manager to execute an additional three year extension term (twelve additional issues) if the City is satisfied with the work product.
7. ATTACHMENTS
· Proposal Abstract Summary - Our Orange
· Professional Services Agreement with We the Creative
City of Orange Printed on 3/3/2022Page 2 of 2
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