011-02 Ordinance RECORD OF ORDINANCES
D on Le al Blank Co. Form 0043
Ordinance No. j.j...Q~ Passed
AN ORDINANCE ACCEPTING THE LOWEST AND
BEST BID FOR THE PRINTING OF THE
"RECREATION SERVICES PROGRAM &
sue"" ACTIVITIES BROCHURE" AND AUTHORIZING
THE CITY MANAGER TO ENTER INTO A
CONTRACT FOR SAID PRINTING SERVICES.
WHEREAS, after conducting formal advertising and competitive bidding procedures for
the printing of the "Recreation Services Program & Activities Brochure"; and
WHEREAS, Council has determined that the bid submitted by Fine Line Graphics for said
printing, based on the prices within the attached bid tabulation and the bidder's proposal on
file within the Division of Human Resources/Procurement, is the lowest and best bid.
NOW, THEREFORE BE IT ORDAINED by the Council of the City of Dublin, State of
Ohio, ~ of the elected members concurring:
Section 1. That the bid submitted by Fine Line Graphics for the printing of the
"Recreation Services Program & Activities Brochure" is hereby accepted.
Section 2. That the City Manager is hereby authorized to enter into a contract with
Fine Line, Inc. for the printing of said brochures.
Section 3. That this Ordinance shall take effect and be in force at the earliest date
~ . permitted by law.
Passed this ~ day of ~ ? , 2002.
ayor -Presiding Officer
ATTEST:
L e~iwr~4. ~i
Clerk of Council
I hereby certify that copies of this
Ordinance/Resolution were posted in the
City of Dublin in accordance with Section
731.25 of the Ohio Revised Code.
Clerk Council, Dublin, Ohio
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vii CD
Office of the City Manager
5200 Emerald Parkway A Dublin, Ohio 43017-1006
Phone: 614-410-4400 A Fax: 614-889-0740 M e m o
To: Members of Dublin City Council
From: Marsha Grigsby, Interim City Manager
Date: February 1, 2002
Re: "Recreation Services Program & Activities Brochure" Bid Process
By: David L. Harding, Director of Human Resources/Procurement
Attached for your consideration please find Ordinance No. 11-02 accepting the lowest and best bid
for the printing of the "Recreation Services Program & Activities Brochure". Also attached for your
reference is a copy of the bid tabulation.
Section 8.04 (b) of the Revised Dublin Charter requires that when a contract for the purchase of
materials, supplies, equipment or non-professional services (i.e. printing) is estimated to exceed the
City's bidding threshold ($30,000), formal competitive bidding shall be conducted. Although the
estimated expenditures for the printing of each issue of the recreation brochure would be less than
the bidding threshold, the expenditures on an annual basis would definitely exceed the threshold.
Hence, staff has conducted a formal competitive bidding process in connection with this purchase.
This bid project involves the printing of three (3) to four (4) issues of the "Recreation Services
Program & Activities Brochure" each year for a period of 3 years. (The number of issues printed per
year is dependent upon whether the number of new program offerings justifies the printing of a 4th
issue.) Bids were solicited on a cost per issue basis, given an estimated number of copies and an
estimated length of the brochure. (Please refer to the attached bid tabulation.) The "Base Bid
Price" identified in the attached bid tabulation is a projection of the anticipated expenditures per
issue of the brochure. Also note that staff also requested optional prices for a color cover (Option 1)
and the distribution of the brochures to all residential households in Dublin (Option 2).
Fifteen (15) vendors were invited to participate in the bid process and the City received bids from
six (6) companies. As reflected on the attached bid tabulation, the City received bids from the
following companies:
• Performance Printing • GBS Corporation
• Cardinal Graphics, Inc. • Fine Line Graphics
• J. F. Hopkins Printing • Vincent Graphics
The bids submitted by Cardinal Graphics, J.F. Hopkins, and Vincent Graphics all complied fully
with the bid specifications. The bids submitted by GBS Corporation and Fine Line Graphics did not
contain bid bonds, which is a technical deficiency not affecting the substance of the bids.
The bid submitted by Performance Printing contained considerable substantive deviations from the
specifications and, therefore, is considered to be an alternate bid. (Bid proposal offered a product
printed on lesser quality paper and proposed the assessment of additional costs for packaging the
product for delivery.) This vendor's representative was also present at the bid opening and
articulated the fact that the bid prices were guaranteed for only two (2) years, not three (3) as
required in the City specifications. Given the nature of the substantive deviations represented in this
bid, staff believes this bid is non-responsive to the needs of the City and, therefore, should not be
given further consideration.
As part of the overall bid evaluation process, staff considered whether or not Option 1 (Color
Cover) and/or 2 (Distribution) should be included in the award. After giving consideration to both
Options, staff concluded that only Option 1 (Color Cover) should be included in the award
In staff's judgment, the bid submitted by Fine Line Graphics is the lowest and best bid; therefore,
staff is recommending that said bid be accepted. This recommendation is based on the decision to
include Option 1 (Color Cover) in the award and the expectation that each issue of the brochure will
not exceed 76 pages in length. (Fine Line's bid fora 72 to 76 page brochure with a color cover
(Option 1) constitutes the lowest and best bid.) GBS's base bid plus Option 1 for an 80 page
brochure would be lower than Fine Line's bid at 80 pages, however staff has now refined its
expectations to the point that it is confident the brochure would not exceed 76 pages in length.
Regarding the issue of Fine Line's non-submission of a bid bond, such non-submission is viewed by
staff as a technical deficiency (not affecting the substance of the bid), which can be waived. The
City's bid documents clearly establish that the City reserves the right to waive irregularities,
deficiencies, and deviations in bid proposals and to accept the proposal, which in its judgment, is in
m the best interest of the City and, which in its opinion, is the lowest and best bid. In staff's judgment,
acceptance of Fine Line's bid would be in the City's best interest. This scenario has arisen
numerous times in the City's bidding history and it has always been the advice of the Law Director
that such a deficiency can be waived. Consequently, the City has indeed waived such deficiencies
and accepted such bids in the past.
In the final analysis, Staff believes that based on the needs of the City, the bid submitted by Fine
Line Graphics is the lowest and best bid. Staff, therefore, recommends that said bid be accepted by
the City.
Attachments
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