AGENDA ITEM REPORT
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A MOTION TO REJECT RFP NO. 03-31-21-09 FOR PRINTING AND MAILING MONTHLY COCONEWS NEWSLETTER AND THE CITY’S POPULAR ANNUAL FINANCIAL REPORT (PAFR).
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BACKGROUND:
On March 7, 2021, the City issued Request for Proposals (RFP) No. 03-31-21-09 to provide printing and mailing services associated with the production and distribution of the monthly CocoNEWS newsletter and mailing of the Popular Annual Financial Report (PAFR).
DISCUSSION:
The City received five (5) responsive proposals: Brown Brothers Consulting, Inc.; Cay Industries, Inc.; Life Media Group; Kessler Creative; and Professional Printers, Inc. Procurement reviewed the submittals for responsiveness and conducted reference checks. A selection committee consisting of Yvonne Lopez, Community Relations Director; Elizabeth Perez, Senior Accountant; and Martin Pillot, Web and Graphic Specialist, was established to evaluate the responses and sample materials in accordance with the criteria as listed in the RFP document. The selection committee initially recommended Professional Printers, Inc. (Triad Enterprises). The total fee for the services associated with the newsletter was estimated at $130,248, annually. This cost is far greater than expected; and therefore; staff recommends that the proposals be rejected. The provision of this service is being re-evaluated and will be presented for discussion as part of the budget process.
RECOMMENDATION:
Staff recommends approval of this motion.
FISCAL IMPACT: N/A