Memorandum

City of Lawrence

City Manager’s Office

To:	David Corliss , City Manager
From:	Megan Gilliland, Communications Manager
cc:	Diane Stoddard, Assistant City Manager Cynthia Wagner, Assistant City Manager Jonathan Douglass, Assistant to the City Manager/City Clerk
Date:	October 11, 2012
Re:	2013 Coordinated Printing Bid

Background:

The City Manager’s Office worked with the internal Marketing and Communications Team to develop a list of pre-determined printing projects for the upcoming year.  These projects include the monthly city newsletter, most of the inserts used in the Utility Billing cycles, and several operational printing needs.  These projects were combined into one bid to be awarded as a package to one printer.  By combining the projects together, the city is able to receive better pricing than if projects were bid individually. 

There were a total of 21 projects bid as part of the Coordinated Printing Bid.  The city used the process of sealed bidding and received very competitive pricing for the bid package.  Each department has budgeted for the individual printing projects in their respective budgets.

This year, the city requested printers provide a total for stock paper (low or non-recycled paper) and a price quote for thirty percent (30%) post consumer waste recycled paper.  The difference between the stock and thirty percent (30%) post consumer waste totals is not within the five percent (5%) threshold to meet the City’s Environmental Purchasing Policy (EPP) for the overall bid; however, several of the individual projects fall within the threshold.  Staff will utilize the environmental purchasing preference policy on individual projects wherever possible. 

The bid was e-mailed or mailed directly to 14 print shops (local and otherwise) and placed on the city’s online bid system, DemandStar.  Several calls were received about the project during the time allotted for bidding.  However, only one bid was received.  The low bidder Printing Solutions met all specifications. The 2013 bid documents and a spreadsheet of printing project prices by printer are attached.

VENDOR	TOTAL
Printing Solutions	$28,097*

*Printing Solutions pricing on the bid came in at $27,782 but staff chose to print some of the projects in 4/4 color which increased the price by $315). 

Recommended Action:

Award the 2013 Coordinated Printing Bid to Printing Solutions, not to exceed $29,000.  A not to exceed amount allows staff to choose projects that can be printed within the five percent (5%) threshold allowed for within the city’s environmental purchasing preference.