Memorandum

City of Lawrence

City Manager’s Office

To:	David Corliss City Manager
From:	Megan Gilliland
cc:	Diane Stoddard Cynthia Wagner Brienne Wilkins
Date:	December 5, 2013
Re:	2014 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.  The 2014 bid was offered with a renewal option for two more one-year terms.

There were a total of 20 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 30% post consumer waste recycled paper.  The difference between the stock and 30% post consumer waste totals is not within the 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 eight print shops (local and otherwise) and placed on the city’s online bid system, DemandStar.  Three bids were received for the coordinated project. The 2014 bid documents and a spreadsheet of printing project prices by printer are attached.

VENDOR	TOTAL
Printing Solutions	$33,094.00
Universal Manufacturing	$33,520.00
Kingston Printing	$42,688.00

Recommended Action:

Award the 2014 Coordinated Printing Bid to Printing Solutions, not to exceed $35,000.  A not to exceed amount allows staff to choose projects that can be printed within the 5% threshold allowed for within the city’s environmental purchasing preference and make decisions based on quantities needed at the time of printing.