Title
Recreation & Parks Program Guide Printing RFP #24-055
History
The Recreation and Parks Department produces three (3) seasonal program guides, which include comprehensive information and details regarding all programs, events, facilities and services offered by the department. The printed guide is delivered to 28,000 active households. The program guide continues to be the most effective marketing piece utilized by the department.
RFP #24-055 was issued September 23, 2024, resulting in four proposals (attached) by the October 7, 2024 deadline.
The Scope of Work (attached) includes printing and delivering 28,000 guides three times annually for a total of 84,000 guides per year. The term of the contract shall be 3 years beginning with the Summer 2025 guide and concluding with the Winter/Spring 2028 guide. The terms will include the option to extend the contract two (2) additional years (2029 and 2030).
The RFP required quotes for two (2) options. One, for a 112-page guide and a second for a 120-page guide. Both options request delivery within Orland Park.
Proposals, received by Indiana Printing and Publishing Company, Inc., RR Donnelly & Sons Company, Mercury Print Productions and One Step, Inc. are summarized in the attached spreadsheet.
Indiana Printing has produced the guide for the last 4 years. The quality of the brochure, turnaround time of proofs, delivery and responsiveness have been outstanding. As noted in the attached spreadsheet, the yearly cost to produce and ship the brochure is substantially less expensive than other proposals. As such, staff seeks approval to award RFP #24-055 to Indiana Printing and Publishing Co., Inc for three years, with an option to extend for two (2) additional years.
ORIGINAL MOTION (Amended at the 10.21.24 BOT Meeting.)
I move to approve awarding RFP #24-055 to Indiana Printing and Publishing Company, Inc. for a total amount not to exceed $47,312 in year 1; $59,316 in year 2 and $61,392 in year 3;
AND
Authorize the Village Manager to execute all related contracts, subject to Village attorney review.
Financial Impact
Funding for this expense is planned in the 2025 budget in 2009100 460140 and will be planned in the 2026 and 2027 budget.
Recommended Action/Motion
I move to approve awarding RFP #24-055 to Indiana Printing and Publishing Company, Inc. for a total amount not to exceed $57,312 in year 1; $59,316 in year 2 and $61,392 in year 3 with an option to renew for two additional years, 2028 and 2029;
AND
Authorize the Village Manager to execute all related contracts, subject to Village attorney review.