HomeMy Public PortalAboutA 1986-10-07 LYNWOOD INFORMATION INC. � �
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AGENDA ITEMS FOR CONSIDERATION
AT THE MEETING OF
LYNWOOD INFORMATION, INC.
TO BE HELD
OCTOBER 7, 1986
7:30 P.M.
CITY HALL COUNCIL CHAMBERS
1. CALL TO ORDER
2. ROLL CALL .
John D. Byork
E. L. Morris
Evelyn Wells
Robert Henning
3. MINUTES OF PREVIOUS MEETING: SEPTEMBER 2, 1986
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SCHEDULED MATTERS '
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4. CITY NEWSLETTER ,
IT IS RECOMMENDED THAT THE HOARD AUTHORIZE STicF TO SOLICIT
BIDS FOR THE TYPESETTING AND PRINTING OF THE CITY NEWSLETTER
ACCORDING TO THE BID SPECIFICATIONS. ,
5. PAYMENT OF BILLS
"A RESOLUTION OF THE LYNWOOD INFORMATION, INC. ALLOWING THE
DEMANDS AND ORDERING WARRANTS DRAWN THEREFOR."
6. ADJOURNMENT �
MOTION TO ADJOURN TO THE REGULARLY SCHEDULED MEETING FOR
TUESDAY, NOVEMBER 4, 1986, 7:30 P.M., IN THE COUNCIL CHAMBERS �
OF THE CITY HALL, 11330 BULLIS ROAD, CITY OF LYNWOOD,
CALIFORNIA.
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P.EGULAR MEETING SEPTEMBER 2, 1986
The Lynwood Information , Inc., met in a regular session in the
City Hall, 11330 Bullis Road, on the above date at 7:46 p.m.
Chairman Henning in the chair.
Directors Byork, Morris, tiVells', Henning answered the roll call.
Also present were City Manager Gomez and City Attorney Yeager.
It was moved by Director Byork, seconded by Director Wells and �
carried, that the"minutes of the regular meeting of August 5,
1986, be approved as written.
LII RESOLUTION N0. 86-10 entitled: "A RESOLUTION OF THE LYNtiP00D
INFORMATION, INC., ALLOWING AND APPROVING THE DEMANDS AND ORDERING
WARRANTS DRAWN THEREFOR." was presented.
It was moved by Director Byork, seconded by Director Wells, that
the resolution be adopted.
ROLL CALL:
AY�S- BYORK, MORRIS, WELLS, HENNING
NOES: NONE �.
ABSENT: NONE
There was no further business, and it was moved by Director Wells,
� seconded by Director Byork and carried, to adjourn to October 7, 1986.
airman
APPROVED OCTOBER 7, 1986 - . �
ecretary
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� DATE: October 7, 1986
TO: Honorable Chairman and members of the Board of Directors
FROM: Donald J. Fraser, Acting Assistant City Manager
BY: Deborah Coulter, Acting Administrative Analyst III
SUBJECT: City Newsletter
PURPOSE
To have the Board of Directors authorize staff to solicit bids for the
typesetting and printing of the City Newsletter.
BACKGROUND
At the meeting of September 3, 1985, the Board authorized staff to use
the services of Del Amo Press for the printing and typesetting of the
city newsletter "Lynwood Living" on a trial basis for one year. Since
then Del Amo Press has printed four issues of the newsletter in the
: expanded eight page magazine format with an average cost of three
thousand four hundred dollars ($3,400) per issue.
` In order to ensure the production of a quality newsletter at
' competitive costs, staff has prepared a bid solicitation package for
the printing and typesetting of the newsletter. The bid
specifications will require the contractor to produce four issues of
' "Lynwood Living" on a winter, spring, summer, fall schedule. It will
also require the same eight page maqazine format as is currently used.
� RECOMMENDATION
It is recommended that the Board authorize staff to solicit bids for
' the typesetting and printinq of the city newsletter according to the
attached bid specifications.
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� LYNWOOD INFORMATION, INC.
11330 BULLIS ROAD
LYNWOOD, CALIFORNIA 90262
NOTZCE ZNVITING BIDS
NOTICE IS HEREBY GIVEN THAT the Purchasing Officer of Lynwood
Information, Inc. will receive sealed bids for:
PASTE-UP, LAYOUT AND PRINTING OF THE CITY NEWSLETTER
as specified by the Lynwood Information, Inc. Specifications,
. "Printing and.Layout of the City Newsletter".
Each bid must be submitted in a sealed envelope and on the forms
available in the Office of the Assistant City Manager and shall
be identified as Bid for City Newsletter on the enyelope.
Each bid must be submitted in the Office of the City Clerk at
11330 Bullis Road, Lynwood, California, 90262, on or before 4:30
p.m. on the'29th of October, 1986 and will be opened at that time
in the Office of the City Clerk, and thereafter will be submitted
to the Purchasing Officer for award of a contract or rejection of
the bids as the Purchasing Officer/Corporation Board of Directors
may deem wise in his/its discretion.
No bid will be considered unless it is made on a proposal form
furnished by the Corporation.
It is the policy of Lynwood Information, Inc. to reject any bid
which is received late. Such bids may be returned unopened.
'� DATED:
� LYNWOOD INFORMATION, INC.
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I ANDREA L. HOOPER
� SECRETARY
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, INSTRUCTIONS TO BIDDERS
PUBLICATION OF CITY NEWSLETTER
LYNWOOD, CALIFORNIA, 90262
These instructions, together with a contract to be drawn up which
shall incorporate' the bid specifications shall constitute the terms
and conditions of the Agreement between the successful bidder and
Lynwood Information, Inc.
1. A11 bids must be fully completed on the forms attached hereto
and returned intact with the full document.
2. All bids must be signed, sealed in an envelope and addressed to
the City Clerk, 11330 Bullis Road, Lynwood, California, 90262.
The outside of the envelope shall plainly bear the name of the
bidder, his address, and "BID FOR CITY NEWSL&TTER."
Blank spaces in the proposal must be properly filled in, using
ink, indelible pencil, or typewriter, and the phraseology of the
proposal must not be changed. Any unauthorized conditions,
lirnitations or proviso attached to a proposal will be liable to'
render it informal and may cause rejection. Bidders are invited
to be present at the opening of proposals.
3. If any information already entered by the bidder on the Bid Form
is to be modified, it shall be crossed out with ink, the amended
information entered above or below, and initialed in ink by the
bidder.
4. The Corporation shall not permit any bid to be modified once the
sealed bid has been publicly opened by the'Cbrporation at the bid
openinq. No responsibility shall attach to a Corporation employee
for the premature opening of a bid not properly addressed and
identified in accordance with the bid documents.
5. Any bid may be withdrawn prior to the specified date and time for
the openinq of bids.
6. Any bid received after the time and date specified shall not be
considered and will be returned unopened.
7. Explanations desired by a prospective bidder shall be requested of
the Corporation in writing. No inquires received less than twenty
(20) days prior to the date specified for submission and bid
opening will be given consideration. Any verbal statements or
explanations by any person, previous to the award of Contract,
shall be unathoritative and not binding. Any and all explanations
and any supplemental instructions will be in the form of written
addenda mailed by certified mail, return receipt requested, to all
�, prospective bidders not later than ten (10) days prior to the date
fixed for the opening of bids.
( 8. The Contract: The bidder to whom the award is made will be issued
I a Purchase Order by the Corporation or enter into a written
I contract with Lynwood Information, Inc. In case of default by the
vendor, the Corporation reserves the right to procure the services
( from other sources and to hold the vendor responsible for any
excess cost incurred by the Corporation thereby. The contract to
i be entered into will be written after award of the bid and will
I incorporate the enclosed bid specifications.
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I 9. Errors and Omissions: The vendor shall not be allowed to take
advantage of any errors and/or omissions in these specifications
� or in the.vendor's specifications submitted with his proposal.
� Full instructions will always be given when such errors or
I omissions are discovered.
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��� 10. Default:
a. If the vendor fails in any manner to fully perform and carry
out each and all of the terms, covenants, and conditions of the
contract the vendor shall be in default and notice in writing
shall be given the vendor of such default. The Corporation,
acting by and through the Purchasing Officer, may at its option
terminate and cancel the contract, and at the expense of the
vendor complete the contract or cause the same to be completed.
b. Such termination shall not affect or terminate any of the
rights of the City as against the vendor then existing, or which
may thereafter accrue because of such default and the foregoinq
provision shall be in addition to all other rights and remedies
available to the Corporation under the law.
c. - The waiver or breach of any term, covenant or condition
hereof shall not operate as a waiver of any subsequent breech of
the same or any other term, covenant, or condition hereof.
11. The vendor will not be held liable for failure or delay in
fulfillment if hindered or prevented by fire, strikes, or Acts of
God.
12. The preceding Instructions and Conditions and the Attached are
applicable to this Bid and the BIDDER ACKNOWLEDGES ACCEPTANCE
THEROF BY SIGNING AND FILING SAID BID.
13. The basis for award of the Hid shall be the lowest per issue price -
bid from a responsive and responsible bidder. The evaluation of
bids and the determination of conformity and acceptability shall
be the sole responsibility of the Corporation and will be based on
information furnished by the bidder, or identified in his bid, as
' well as other information reasonably available to the Corporation.
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� • OOD INFORMATION, INC. •
SPECIFICATIONS '
I. General
A. The newsletter will be issued four (4) times a year:
the usual pattern will be a fall, winter, spring and
summer editions.
B. The bidder shall provide services beginning with the
paste-up and shall continue through delivery of the
finished product. A rough draft must be submitted and
approved by the city before printing.
C. Bidder shall deliver fifteen thousand two hundred
' (15,200) copies of the completed newsletter within one month
after the articles and pictures are submitted by the
city.
-14,000 copies delivered to West Coast Mailers 5630
Borwick, South Gate CA.
-1,200 copies delivered to City of Lynwood, 11330
- Bullis Road, Lynwood CA. 90262
II. Specifications
A. Each issue shall be an eight page self-cover booklet with
g 1/2" x 11" page size, to be printed on 60# white gloss
coated paper.
B. Each issue shall be bound by use of saddle stitch in two
places.
C. Each issue shall be printed in three colors.
' . D, Pictures per issue will not exceed seven; there may be
some diagrams and/or maps. Some artwork may be required.
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I III. Description
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j One to two pages of the newsletter will be devoted to the
� recreation program with the remaininq portion to
, consist of news articles, pictures and/or maps.
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LYNWOOD INFORMATZON, INC.
BID SHEET
PUBLICATION OF CITY NEWSLETTER
� To: The City Clerk
Bidder:
The undersigned, having carefully read and considered the terms and
specifications for the publication of the City Newsletter for Lynwood
Information, Inc., does hereby offer to perform such services on
behalf of the Corporation, of the type and quality, and in a manner
set forth in the Bid Specification, at the costs hereinafter set
forth:
Publication of City Newsletter. From typesetting through delivery.
Per Issue not to exceed:
I (*) $ �*�
I (Amount written) (Dollar figure)
` (*) In case of discrepancies between amount written and dollar
I figure, the amount written shall prevail.
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, Signature
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�'� PRINTED NAME AND TITLE
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'� BUSINESS ADDRESS
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i CITY COUNTY STATE ZIP
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LYNWOOD INFORMATION, INC.
RESOLUTION NO. -
A RESOLUTION OF THE LYN�dOOD INFORMATION, INC, ALLOWING.THE DEMANDS AND
ORDERING WARRANTS DRAWN THEREFOR:
The Board of the Lynwood Information, Inc. does hereby resolve as
follows:
Secti.pn 1. That the demands presented, having been
regularly audited, are hereby allowed and approved, and that warrants
' be ordered drawn therefore by the Corporation's Treasurer to the
payees and in the amounts indicated.
' CHECK NO. PAYEE DESCRIPTION ' ���T
� 1169 PERRY BRENTS VIDEOTAPE COW MILKING 100.00
1170 ROGERS CABLESYSTEMS PUBLIC ACCESS PROGRAM EEE 92�2.50
1171 WEST COAST MAILERS MAILING NEWSLETTERS
" 1172 DEL AMO PRESS PRINTING NEWSLETTERS 3414.16
1173 ROGERS CABLESYSTEMS MONTHLY CABLE CHARGES 174.75
1174 MARY WRIGHT BOARD MEETING, 9/15/86 25.00
` 1175 REV C C COLEMAN BOARD MEETING, 9/15/86 25.00
1176 BZLL CUNNINGHAM BOARD MEETING 9/15/86 ____25_00
`. 14,018.91
Section 2. That the Corporation's Secretary shall deliver
a certified copy to the Corporation's Treasurer and shall retain a
�� copy thereof for his record.
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� ,1986.
PASSED, APPROVED AND ADOPTED this day of
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� CHP,SRMAN, LYNWOOD INFORMATION, INC
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l ATTEST:
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j SECRETARY
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