Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
CFO: Antonio Puente, Jr.
DATE: June 16, 2020
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager to execute a contract with DFW Printing Services, LLC, for printing services
for resident updates and construction guide printing and mailing for the City of Denton; providing for the
expenditure of funds therefor; and providing an effective date (RFP 7317 – awarded to DFW Printing
Services, LLC, for three (3) years, with the option for two (2) additional one (1) year extensions, in the total
five (5) year not-to-exceed amount of $325,000).
INFORMATION/BACKGROUND
Six times per year, the City of Denton produces a citizen newsletter, the Resident Update, to around 55,000
Denton households. Each edition of the newsletter is filled with timely news, events, and information
curated especially for Denton residents and businesses. Additionally, twice per year, the City also produces
a capital projects-based newsletter, the Construction Guide, which includes 8 to 12 pages of updates and
information about completed, active, and planned capital projects. All publications are designed and
produced in-house by the Public Affairs Department before being printed and mailed by external vendors.
Respondents to the RFP submitted pricing for a spectrum of print types, each with an assigned volume (i.e.
number of unites printed).
The $325,000 not-to-exceed amount was calculated using DFW Printing Services, LLC’s price quote for a
12-page newsletter, printed eight (8) times per year, at a total of 65,000 copies. This contract is intended to
establish pricing and a not-to-exceed amount and does not bind us to the eight (8) issues per year, should
the decision be made to reduce the number of issues or make a change to service delivery.
Though the City has had a successful printing experience with Impress Graphics since the newsletter’s
premier issue in late 2017, staff feels that DFW Printing Services, LLC is a comparable service provider
with an extensive resume of professional experience with similar projects. Overall, the cost savings of
moving to the new vendor for this newsletter is quite substantial when calculated over the duration of the
contract. Impress Graphics, the City’s current mailing services vendor, will still manage the mailing and
distribution of this newsletter. Impress Graphics is also currently under contract and will continue to serve
as the City’s printing services vendor for general printing projects, but the serial newsletter projects, such
as the Resident Update and Construction Guide, are much larger in scale, scope, and expense, and therefore
are solicited through separately quoted contracts.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Requests for Proposals was sent to 86 prospective suppliers of this item. In addition, specifications were
placed on the Materials Management website for prospective suppliers to download and advertised in the
local newspaper. Four (4) proposals were received and evaluated based upon published criteria including
schedule, compliance with specifications, probable performance and price. Based upon this evaluation,
DFW Printing Services, LLC was ranked the highest and determined to be the best value for the City.
NIGP Code Used for Solicitation: 966 – (Service Only) – Printing and
Typesetting Services
Notifications sent for Solicitation sent in IonWave: 86
Number of Suppliers that viewed Solicitation in IonWave: 17
HUB-Historically Underutilized Business Invitations sent out: 6
SBE-Small Business Enterprise Invitations sent out: 29
Responses from Solicitation: 4
RECOMMENDATION
Award a contract with DFW Printing Services, LLC, for printing services for resident updates and
construction guide printing and mailing for the City of Denton, in a three (3) year, with the option for two
(2) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $325,000.
PRINCIPAL PLACE OF BUSINESS
DFW Printing Services, LLC
Plano, TX
ESTIMATED SCHEDULE OF PROJECT
This is an initial three (3) year contract with options to extend the contract for two (2) additional one (1)
year periods, with all terms and conditions remaining the same.
FISCAL INFORMATION
These products and services will be funded through the using department’s budget on an as needed basis.
The City will only pay for services rendered and is not obligated to pay the full contract amount unless
needed.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Pricing Evaluation
Exhibit 3: LLC Members
Exhibit 4: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Ryan Adams, 940-349-8565.
Legal point of contact: Mack Reinwand at 940-349-8333.