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Date: 3/28/05 �� y J r � r � 1 f Request for Council Action 3.i Manager Approval � . �Cnn Item Description: Approve Contract with Greenhaven Printers Back rg ound The City of Roseville communicates news of use and importance to residents through a variety of media. The main communication tool is the resident newsletter the "Roseville Wrap." The four- page, broadsheet (l 1x17) newsletter is mailed to every resident and business with a Roseville mailing address for a total of 16,700 copies. Roseville has been publishing a resident newsletter since 1967. Roseville currently pays appro�mately $5,000 to print each issue of the Wrap. Six issues used to be published; as a cost-saving measure, Council directed staff to publish five issues per year. At its January 31, 2005 meeting the council unanimously authorized staff to request proposals from printers. Analvsis Seven printers sent proposals. They were reviewed by a staff committee consisting of the two city communication specialists and the Parks and Recreation Department's marketing coordinator. Four finalists were invited in for presentations. The committee evaluated the presentations and proposals on the basis of cost, quality of printing services, quality of design services, and responsiveness as measured through interview answers and reference checks. After the presentations the committee unanimously recommends Greenhaven Printing, 1995 County Road B-2 in Roseville, to be the printer of the Wrap. Greenhaven has 35 years of printing experience and operates on modem, high quality printing presses. It also has an in-house mailing department which provides cost efficiencies. Additionally Greenhaven has selected a graphic designer to work with the City to update the design of the Wrap. The RFP for Wrap printing was for a three-year contract. By entering into this contract the City will be able to secure reduced rates. Greenhaven's proposal of $3,447 an issue is more than a thousand dollars an issue savings from the current vendor. Thus, Greenhaven offers a reduced cost and improved level of service over the current vendor and other printers submitting proposals. Council Action Requested A motion authorizing the City of Roseville to agree to a three year contract with Greenhaven Printing, located at 1995 County Road B-2 in Roseville, for design and printing of the Roseville Wrap at a cost of $3,447 an issue.