1997-198 ORD=ANCENO ]?-
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 sohclted, received and tabulated competitive bids for the purchase
of necessary materials, equipment, supplies or services in accordance w~th the procedures of STATE
law and City ordinances, and
WHEREAS, the City Manager or a designated employee has reviewed and recommended
that the hereto 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, eqmpment, 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 m the "Bid Proposals" attached hereto, are hereby accepted
and approved as being the lowest responsible bids for such items
BID ITEM
~ NO V~,_N_ DOR AMOI
2060 IA, lB, lC F J BUSINESS FORMS $32,620
2060 2 INDIGOGRAPH1CS $ 1,969
2060 3 DENTON RECORD CHRONICLE $ 9,900
2060 4 THE CROUCH GROUP ($ 9,000)
2060 5 KEVIN LEMASTER $ 525
SECIIO2ZII 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
SECfflOBIiII 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 contmned in the Bid Proposal and related documents herein approved and accepted
SECIiONJ~ That by the acceptance and approval of the above numbered ~tems of the
submitted bids, the City Council hereby authorizes the expenditure of funds therefor ~n the amount
and m accordance w~th the approved b~ds or pursuant to a written contract made pursuant thereto as
authorized here~n
SECIION~ That tbas ordinance shall become effective lmmedmtely upon ~ts passage and
approval
PASSED AND APPROVED tlus /,~day of ~ _, 1997
ATTEST
JENNIFER WALTERS, CITY SECRETARY
APPROVED AS TO LEGAL FORM
HERBERT L PROUTY, CITY ATTORNEY
2
DATE JULY 15, 1997
CITY COUNCIL REPORT
TO Mayor and Members of the City Council
FROM Kathy DuBose, Executive Director of Finance
SUBJECT BID # 2060 -- BROCHURES FOR PARKS DEPARTMENT
I~ECOMMENI}ATION: Council approve award of Bid # 2060 - Brochures for Parks Department to the low
bidders meeting specifications
ITEM VENI~OR BJ.I}
lA Printing F J Business Forms $16,376
lB Glossy Cover F J Business Forms $10,412
lC Ctty Newsletter F J Business Forms $ 5,832
2 Typesetting Indigo Graphtcs $ 1,969
3 Distribution Denton Record Chronicle $ 9,900
4 Ad Sales Revenue The Crouch Group (23% commtsston) ($ 9,000)
5 Cover Art Kevin LeMaster $ 525
Approximate Total for 3 Brochures $36,014
~. Bids were soh¢lted for the production and sale of advertising within the Parks Department
Brochure Pubhcatlon 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 tn
the Denton Reeord-Chromcle newspaper
The last brochure expense was approximately $38,000
pROGRAMS~. BEPARTMENTS OR GROUPg AFFECTED~. Parks Department~ and Cttlzens of Denton
~SLCALJMP~ Budgeted '98 Fiscal Year Funds (General and Recreation) Some of the Recreation Funds
expense ts offset by revenues generated from advertisements m brochure and class fees
Attachments Tabulation Sheet
Letter from Janet Simpson, dated 6-20-97
Respectfully submitted
Kath~B_9~e ' .
Executive L~reetor of Finance
Prepared by
T~tle Buyer
Approved
Title Purchasing Agent
898 AGENDA 3
CITY OF DENTON, TEXAS
DATE June 20, 1997
TO Tom Shaw
Purchasing Agent
FROM Janet Simpson
Superintendent of Leisure Services
SUBJECT Brochure B~d #2060
After evaluating Bid #2060 for the Parks and Recreation Department's
PLAY brochure, the following vendors are recommended The PLAY brochure
advertlzes the Department's activities and ~s published 3 times a year
ITEM VENDOR B I D
lA. PRINTING F J. Bus~ness Forms $16,376
32 inside pages Denton, TX (163.76 per me)
(3 issues)
lB GLOSSY COVERS F. J Business Forms $10,412
{3) 4 page Denton, TX
lC. CITY NEWSLETTER F.J. Business Forms $ 5,832
(3) 4 page Denton, TX
2. TYPESETTING Indigo Graphics $ 1,968 75
(3) brochures Carrollton, TX ($18 75 per page)
3 DISTRIBUTION Denton Record $ 9,900
Insert in paper ChronIcle,
delivery 3 t~mes Denton, TX
4 ADV S~I.~.S The Crouch Group 23% Commission
(3) brochures Denton, TX (Approx $3,000 on
app $12,000 revenue}
5 COVER ART Kevln LeMaster $525
(3) brochures Denton, TX
TOTAL I [ $36,013 75
5
"Dedicated to Quahiy Servtce
All of our recommendations are for the lowest b~dder, except for the typesetting The lowest b~d
was for $14 a page but was contingent on the pnntmg contract being awarded to the same vendor
Even taking mto account the lower typesetting cost, that vendor's printing b~d was st~ll h~gher
Our recommendation for the typesemng is the next lowest b~dder I am confident that these b~ds are
competmve and g~ve good value to the cmzens of Denton
If you have any questions regar&ng our recommendataons, please call me at 349-8274
et S~mpson
Supenntendent of Leisure Serwces
e Ed Hodnoy, Director of Parks & Recreation
Lorraine McOregor, brochure editor