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��i � � REQUEST FOR COUNCIL ACTION Department Approval Item Description: Approve contracts for printing services Ebuf; 4019021 J uf n; 8/ g Date: 2/22/10 Item No.: 7.1. City Manager Approval � BACKGROUND The City of Roseville communicates news of use and importance to residents through a variety of inedia. The main communication tool is the resident newsletter the "Roseville City News." The six-page, broadsheet (llx17) 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. In a 1998 survey 82% of residents said the newsletter was very effective or somewhat effective in keeping them informed of activities in the City. In a 2002 resident survey 74% of residents surveyed said they receive recycling information from the Wrap — three times more than from any other source of information. Roseville has a significant senior population that relies on printed communication to receive information about City services. While the City continues expanding its electronic communications, many more residents are getting information from printed sources. For instance, 34 of 44 applicants for this fall's Roseville University heard about the course from a print source, nine from word of mouth and only one who applied after viewing it on the website. This is just one of a number of examples where staff has tracked resident response to communications. Each case shows significantly more response from printed material versus electronic communications. Roseville began soliciting bids for newsletter printing in 2001. Through competitive bidding the City has secured long-term low-cost printing which has cut the cost of printing by more than 40%. Staff has also undertaken other cost-saving measures which have saved the City an additiona120%. The current contract with Greenhaven Printing for newsletter printing expires in March 2010. At its December 22, 2009 meeting the council unanimously authorized staff to request proposals for printing services. Staff incorporated additional printing needs (forms and envelopes) into the RFP to secure additional long-term savings. Roseville issued the RFP for printing services and received 9 responses. A staff committee of Communication Specialists Carolyn Curti and Tim Pratt and Marketing Coordinator Nicole Dietman reviewed the responses and ranked them (Attachments D& E). The top four where invited to give presentations to the committee. The committee evaluated the presentations and Page 1 of 2