SR - AGR-6001.A - PUBLICATION OF OUR ORANGE1. SUBJECT
Professional Services Agreement to design, oversee and execute printing, and coordinate delivery
of twelve quarterly issues of Our Orange.
2. SUMMARY
A three year agreement with HWDS and Associates, Inc. to produce the Winter, Spring,
Summer, and Fall issues of the Our Orange City quarterly publication for an annual cost of
$99,667, plus contingency.
3. RECOMMENDED ACTION
Approve Agreement with HWDS and Associates, Inc. for an amount not to exceed $ 327,500 and
authorize the Mayor and City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
Funds are included in Fiscal Year 2017 -2018 (FY18) proposed budget for the first year of the
Agreement as follows:
100.7003.51761.17009 Orange Progress $104,500
100.7003.51760.00000 Other Professional and Consulting Services 4,667
$109,167
This amount is offset by a $40,000 per -year contribution from CR &R.
Future fiscal year funds will need to be appropriated by the City Council as part of the adopted
budget for Fiscal Years 2019 and 2020.
5. STRATEGIC PLAN GOAL(S)
3. Enhance and promote quality of life in the Community.
b. Deliver high quality and safe recreational, social, environmental educational and cultural
services.
e. Develop and strengthen collaborative partnerships to enhance and promote quality of life
programs, projects and services.
6. GENERAL PLAN IMPLEMENTATION — 77]
Goal 5.0 Provide recreational facilities and programs that adequately serve the needs of
residents.
Policy 5.2: Provide a range of high quality recreational facilities and programming to serve a
broad cross section of residents, including youth, seniors, young adults, mature adults, and people
with disabilities.
7. 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 issues such as recycling, vacation safety tips, street
improvement projects, 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 44-48 pages depending on the season, class schedules and content.
Bid No. 167 -22 was advertised on December 14, 2016 and three proposals were received on
January 30, 2017 from Fifty -X in Altadena, HWDS & Associates in Westlake Village, and
Nemoi Advertising and Design in Long Beach. Nemoi Advertising did not meet minimum
qualifications and Fifty -X did not submit a complete bid package. Staff recommends award to
HWDS and Associates, Inc. HWDS is our current vendor, has a record of past success and
submitted a competitive cost proposal. The cost of services for the proposed agreement reflects
an increase of just under 5% over the previous four year agreement. Consistent with the previous
agreement, HWDS's proposal includes the same cost per year, with no annual increases, for the
entire contract term.
The proposed agreement covers the design and printing of twelve issues (four per year for three
years) of Our Orange at a cost of $99,667 per year, plus a $9,500 contingency per year for an
annual total not to exceed cost of $109,167. The three year agreement total not to exceed amount
is $327,500. The contingency amount allows for specified increases in production costs, such as
an increase in the price of paper stock, additional printing needs, or other unforeseen Our Orange
design /production related expenses. The agreement also allows for a one year extension, beyond
the three year term, at the same annual cost, which if exercised would be executed through an
amendment approved by the City Manager.
Part of the cost of the Agreement is offset by a $40,000 per year ($120,000 for the three year
Agreement) 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 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 with the Winter 2017 issue.
8. ATTACHMENTS
• Draft Agreement