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<br />check of neighboring agencies revealed that this response rate is not unusual, and the proposals <br />were reviewed by Parks and Community Services staff. Based on the quality of its proposal, <br />related experience, and results of reference checks, Image X was determined to be the most <br />responsive company to provide these services. <br /> <br />In reviewing the proposals, Image X offered the fastest production times, and displayed the best <br />quality of print samples. The company has extensive experience producing a large number of <br />activity guides, as well as large booklets. Staff considers these important factors, as Pleasanton <br />currently produces a 68-page Activities Guide and distributes 112,000 copies each year. <br /> <br />During interviews of the three (3) proposing vendors, Pleasanton-based Image X demonstrated <br />the best understanding of how specific printing problems could occur, and offered the most <br />proactive quality check process to prevent those problems. <br /> <br />Staff conducted reference checks on the two (2) lowest proposers. Results on the lowest <br />proposer were not favorable, including failure to follow-up on previous client's requests for <br />information, and has prompted some concerns with staff. Results on Image X were very <br />favorable, and staff believes it could work well with this company. <br /> <br />Due to challenges with the previous printing contractor, staff believes it is appropriate to execute <br />a one (I) year contract, with the ability to renew the contract for three (3) additional one-year <br />periods. The renewals would be based on the contractor's performance during the most recent <br />contract period, and by mutual agreement of both parties. If renewals are approved, the only <br />items subject to negotiation would be costs for paper, ink, and delivery charges. <br /> <br />FISCAL IMP ACT <br /> <br />Costs among the three (3) proposals ranged from $40,981 to $124,239 annually. The proposed <br />one-year contract with Image X is for $62,479. In FY 2006/07, the Department has budgeted <br />$41,520 for printing services, so this action would require a supplemental appropriation from the <br />contingency account in the amount of$2l,229. <br /> <br />Respectfully Submitted, <br /> <br /> <br />am W. Wolfe <br />Director of Parks and <br />Community Services <br /> <br />~~~ <br /> <br />David Culver <br />Director ofPinance <br /> <br /> <br />Nelson Pialho <br />City Manager <br /> <br />Prepared by: Michelle Stearns, Recreation Supervisor <br /> <br />Attachment: <br /> <br />Proposed contract with Image X <br /> <br />SR 06:24 I <br />Page 2 <br />