City Council Meeting: June 14, 2011
Agenda Item: 3-L
To: Mayor and City Council
From: Carol Swindell, Director of Finance
Subject: Printing of Bus Schedules
Staff recommends that the City Council award Bid #3022 to Pacific Graphics, a California-based company for the printing of bus schedules for a four-year term, for a total amount of $400,000.
Staff recommends award of bid to Pacific Graphics for the printing and delivery of bus schedules at specified unit prices plus applicable sales tax. Schedules inform customers of stop locations, routes, time tables, transfer points, special holiday schedules, and fare information. The total expenditure for the four-year term is $400,000.
Bus schedules are one of the primary means of communication about the timetables and routes that the Big Blue Bus operates. Schedules inform customers of stop locations, routes, timetables, transfer points, special holiday schedules, and fare information and are distributed at a variety of locations, including but not limited to, 75 private businesses and office buildings, 6 kiosks at public schools and libraries, public buildings, community centers, and on-board more than 200 buses. Approximately 900,000 schedules are printed per year and are ordered on a quarterly basis.
In February 2011, the City published Notices Inviting Bids to provide printing of bus schedules for the Big Blue in accordance with City specifications. The bid was posted on the City’s on-line bidding site and notices were advertised in the Santa Monica Daily Press in accordance with City Charter and Municipal Code provisions. Seven bids were received and publicly opened on March 8, 2011 per Attachment A. Pacific Graphics offered the best pricing based on unit quantities for each size required. Bids were evaluated based on experience, quality of product and pricing. Based on these criteria, Pacific Graphics is recommended as the best bidder.
The purchase order amount to be awarded to Pacific Graphics for the four-year term is $400,000. Funds are included in the FY 2011-13 proposed budget submitted for review and approval. Funding for subsequent years will be requested in each biannual budget cycle for Council approval.