HomeMy WebLinkAbout1997-198ORDINANCE NO YL-Al/
AN ORDINANCE ACCEPTING COMPETITIVE BIDS AND AWARDING A CONTRACT FOR
THE PURCHASE OF MATERIALS, EQUIPMENT, SUPPLIES OR SERVICES, PROVIDING
FOR THE EXPENDITURE OF FUNDS THEREFOR, AND PROVIDING FOR AN EFFECTIVE
DATE
WHEREAS, the City has solicited, received and tabulated competitive bids for the purchase
of necessary materials, equipment, supplies or services in accordance with the procedures of STATE
law and City ordinances, and
WHEREAS, the City Manager or a designated employee has reviewed and recommended
that the herein described bids are the lowest responsible bids for the materials, equipment, supplies
or services as shown in the "Bid Proposals" submitted therefore, and
WHEREAS, the City Council has provided in the City Budget for the appropriation of funds
to be used, for the purchase of the materials, equipment, supplies or services approved and accepted
herein, NOW, THEREFORE,
THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS
SECTION I That the numbered items in the following numbered bids for materials,
equipment, supplies, or services, shown in the 'Bid Proposals" attached hereto, are hereby accepted
and approved as being the lowest responsible bids for such items
BID
ITEM
NUMBER
NO
VENDOR
AMOU MT
2060
IA,1B,1C
F J BUSINESS FORMS
$32,620
2060
2
INDIGO GRAPHICS
$ 1,969
2060
3
DENTON RECORD CHRONICLE
$ 9,900
2060
4
THE CROUCH GROUP
($ 9,000)
2060
5
KEVIN LEMASTER
$ 525
SE TIION II That by the acceptance and approval of the above numbered items of the
submitted bids, the City accepts the offer of the persons submitting the bids for such items and
agrees to purchase the materials, equipment, supplies or services in accordance with the terms,
specifications, standards, quantities and for the specified sums contained in the Bid Invitations, Bid
Proposals, and related documents
SECTION III That should the City and persons submitting approved and accepted items and
of the submitted bids wish to enter into a formal written agreement as a result of the acceptance,
approval, and awarding of the bids, the City Manager or his designated representative is hereby
authorized to execute the written contract which shall be attached hereto, provided that the written
contract is in accordance with the terms, conditions, specifications, standards, quantities and
specified sums contained in the Bid Proposal and related documents herein approved and accepted
SECTION IV That by the acceptance and approval of the above numbered items of the
submitted bids, the City Council hereby authorizes the expenditure of funds therefor in the amount
and in accordance with the approved bids or pursuant to a written contract made pursuant thereto as
authorized herein
SECTION V That this ordinance shall become effective immediately upon its passage and
approval
PASSED AND APPROVED this /y�day of 1997
JA, MILLER, MAYOR
ATTEST
JENNIFER WALTERS, CITY SECRETARY
BY
APPROVED AS TO LEGAL FORM
HERBERT L PROUTY, CITY ATTORNEY
2
DATE JULY 15, 1997
TO
CTTY COUNCIi. REPORT
Mayor and Members of the City Council
FROM
Kathy DuBose, Executive Director of Finance
SUBJECT BID # 2060 -- BROCHURES FOR PARKS DEPARTMENT
RFCOMMFNDATION:
Council approve award of Bid # 2060 - Brochures for Parks Department to the low
bidders
meeting specifications
V
BID
IA
Printing F J Business Forms
$16,376
113
Glossy Cover F J Business Forms
$10,412
1C
City Newsletter F J Business Forms
$ 5,832
2
Typesetting Indigo Graphics
$ 1,969
3
Distribution Denton Record Chronicle
$ 9,900
4
Ad Sales Revenue The Crouch Group (23% commission)
($ 9,000)
5
Cover Art Kevin LeMaster
$ 525
Approximate Total for 3 Brochures
$36,014
SUMMARY. Bids were solicited for the production and sale of advertising within the Parks Department
Brochure Publication Low bidders meeting specifications are outlined above
The brochure will be a 32 page, glossy cover issue with a 4 page City newsletter insert Distribution will be in
the Denton Record -Chronicle newspaper
The last brochure expense was approximately $38,000
PROGRAMS, DEPARTMENTS OR GROUPS AFFECTED. Parks Department. and Citizens of Denton
FISCAL IMPACT. Budgeted `98 Fiscal Year Funds (General and Recreation) Some of the Recreation Funds
expense is offset by revenues generated from advertisements in brochure and class fees
Attachments Tabulation Sheet
Letter from Janet Simpson, dated 6-20-97
Respectfully submitted
at u qq e
Executive D rector of Finance
Prepared by
ame nelanie Harden,
Title Buyer
Approved
Name Voin 0 Shaw,
Title Purchasing Agent
898 AGENDA
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CITY OF DENTON TEXAS
DATE June 20, 1997
TO Tom Shaw
Purchasing Agent
FROM Janet Simpson
Superintendent of Leisure Services
SUBJECT Brochure Bid #2060
After evaluating Bid #2060 for the Parks and Recreation Department's
PLAY brochure, the following vendors are recommended The PLAY brochure
advertizes the Department's activities and is published 3 times a year
ITEM
VENDOR
BID
1A. PRINTING
32 inside pages
F J. Business Forms
Denton, TX
$16,376
(163.76 per me)
(3 issues)
1B GLOSSY COVERS
F.J Business Forms
$10,412
(3) 4 page
Denton, TX
1C. CITY NEWSLETTER
F.J. Business Forms
$ 5,832
(3) 4 page
Denton, TX
2. TYPESETTING
(3) brochures
Indigo Graphics
Carrollton, TX
$ 1,968 75
($18 75 per page)
3 DISTRIBUTION
Denton Record
$ 91900
Insert in paper
Chronicle,
delivery 3 times
Denton, TX
4 ADV SALES
The Crouch Group
23% Commission
(3) brochures
Denton, TX
(Approx $3,000 on
app $12,000 revenue)
5 COVER ART
Kevin LeMaster
$525
(3) brochures
Denton, TX
TOTAL
$36,013 75
5
'Dedicated to Qualrry Sernce
All of our recommendations are for the lowest bidder, except for the typesetting The lowest bid
was for $14 a page but was contingent on the printing contract being awarded to the same vendor
Even taking into account the lower typesetting cost, that vendor's printing bid was still higher
Our recommendation for the typesetting is the next lowest bidder I am confident that these bids are
competitive and give good value to the citizens of Denton
If you have any questions regarding our recommendations, please call me at 349-8274
Superintendent of Leisure Services
c Ed Hodney, Director of Parks & Recreation
Lorraine McGregor, brochure editor
Ll