PROPOSAL RECOMMENDATION

Transcription

1 TITLE: Approve Vendor Recommendation for Awarding the RFP for DATE: May 28, 2013 PROPOSAL RECOMMENDATION BACKGROUND: We request that the MISD Board of Trustees approve the recommendation as made by the Purchasing Department, in conjunction with the Yearbook Advisory Committee, for awarding the RFP for. Completed requests for RFP # were received prior to the RFP closing at 2:00 p.m. on April 30, CONSIDERATIONS: Attached is the rating schedule and tabulation from this opening. The purpose of this proposal is to contract for yearbook production services for all six high schools. The awarded vendor will be responsible for printing, binding and delivering yearbooks as specified by each individual high school. The contract is for one year beginning upon school board approval and ending one year from that date with an option to renew for four- additional one-year periods upon mutual consent of both parties. RECOMMENDATION: The Purchasing Department, in conjunction with the Yearbook Advisory Committee, recommends that the RFP for be awarded to Balfour/Taylor as indicated on the rating schedule and tabulation.

2 Rating Schedule Evaluation Criteria Purchase price (Based on toal price for all books for all high schools) Reputation of the vendor and the vendor s goods or services (Based on committee's knowledge of vendor and reputation) Quality of the vendor s goods or services (Based on samples provided) Extent to which the goods or services meet the District s needs (Based on type of software, services, workshops, marketing, service fees, etc.) Point Value Balfour/Taylor Entourage Friesen Herff Jones Jostens Vendor s past relationship with the District Impact of District s compliance with laws and rules relating to Historically 0 Underutilized Businesses Total long-term cost to the District 0 Other relevant factors specifically listed in the CSP 0 Total Points Yearbook Advisory Committee Members: Stacey Dudzinski, Mansfield High School Phillip Glenn, Lake Ridge High School Erin Mahoney Ross, Timberview High School Tracy, Schultz, Summit High School Rachel Dearinger, Legacy High School Page 1 of 2

3 Rating Schedule Evaluation Criteria Purchase price (Based on toal price for all books for all high schools) Reputation of the vendor and the vendor s goods or services (Based on committee's knowledge of vendor and reputation) Quality of the vendor s goods or services (Based on samples provided) Extent to which the goods or services meet the District s needs (Based on type of software, services, workshops, marketing, service fees, etc.) Point Value Picaboo Walsworth Vendor s past relationship with the District 15 Impact of District s compliance with laws and rules relating to Historically 0 Underutilized Businesses Total long-term cost to the District 0 Other relevant factors specifically listed in the CSP 0 Total Points Yearbook Advisory Committee Members: Stacey Dudzinski, Mansfield High School Phillip Glenn, Lake Ridge High School Erin Mahoney Ross, Timberview High School Tracy, Schultz, Summit High School Rachel Dearinger, Legacy High School Page 2 of 2

4 Balfour/Taylor Entourage Friesen Description Qty. Unit Pricing Total Pricing Unit Pricing Total Pricing Unit Pricing Total Pricing Frontier High School 50 $43.80 $2, $26.95 $1, $59.96 $2, Lake Ridge High School 500 $48.07 $24, $32.48 $16, $46.63 $23, Legacy High School 900 $53.10 $47, $38.11 $34, $52.76 $47, Mansfield High School 1000 $52.19 $52, $40.30 $40, $50.77 $50, Summit High School 200 $52.98 $10, $32.46 $6, $49.85 $9, Timberview High School 420 $51.95 $21, $28.67 $12, $50.93 $21, Total for All High Schools $158, $110, $155, Cost per page for 0-4 pages $ $0.20 Cost per page for 5-24 pages $ $0.15 Cost per page for pages $ $0.12 Cost per page for 80+ pages $ $0.12 Straight cost per page (if available) $ $0.20 Name Stamping $3.75 per line $5.00 $2.50 Name Plate $3.40 per plate $2.00 $5.00 Icons $3.35 per icon $3.00 $0.00 Cost to add pages is in 4-page increments. $.75 for 1 4-page increment. 8-page increments appx. $1.00. Samples provided (1-8-1/2x11 and 1-9x12) Yes Yes Yes Workshops 9 workshops in the area. Cost varies. participant limits except for one workshop. Free online webinars. 3 workshops listed in Texas; $25.00 per person, no limit on participants Tools/Software Do you charge for missing deadlines? Do you charge marketing fees? Direct mail cost of $4.75 included in book price to parents., they provide the school the forms. Flyers are provided, but mailing is up to the school. Do you provide early pay incentives? Yes, pre-payment discount of 3% off price. Yes, money turned in certain times can earn interest Page 1 of 6

5 Balfour/Taylor Entourage Friesen Description Qty. Unit Pricing Total Pricing Unit Pricing Total Pricing Unit Pricing Total Pricing Do you charge credit card usage fee to parents? Shipping fees included in price? Does the company have current DFW contracts? Present at opening: Elaine Johnson, Buyer Shernita McMillan, Purchasing Secretary Yes, $1.50 processing fee on the profit and not the cost of book if using as a fundraiser. Yes, 7.25% fee Yes Yes Yes Yes Yes Page 2 of 6

6 Herff Jones Jostens Picaboo Description Frontier High School Lake Ridge High School Legacy High School Mansfield High School Summit High School Timberview High School Total for All High Schools Cost per page for 0-4 pages Cost per page for 5-24 pages Cost per page for pages Cost per page for 80+ pages Straight cost per page (if available) Unit Pricing Total Pricing Unit Pricing Total Pricing Unit Pricing Total Pricing $50.00 $2, $29.06 $1, $23.32 $1, $51.00 $25, $40.03 $20, $38.66 $19, $58.00 $52, $53.87 $48, $63.74 $57, $58.00 $58, $53.54 $53, $67.02 $67, $57.00 $11, $48.47 $9, $43.94 $8, $56.00 $23, $40.38 $16, $39.98 $16, $173, $150, $170, Name Stamping Name Plate Icons Samples provided (1-8-1/2x11 and 1-9x12) $ line $ lines $ line $ lines $3.00 $4.00 4/c free $4.00 4/c free $ up to four icons 4/c free Yes Yes Yes Workshops 2 workshops listed in Texas $ each; one is free for advisor; limit only 7 participants per workshop. Several workshops in Texas at various costs. participant limit. ne listed. Only webinars. Tools/Software Do you charge for missing deadlines? Do you charge marketing fees? Do you provide early pay incentives? Yes Direct mail starts as low as $0.36 each. charge for marketing or direct sales to parents online. Yes, 3% discount on the base PA amount. Yes, interest credit program if excess funds posted to deposit before their first deposit due date. Cloud based software, but can import Adobe InDesign Yes, based on a case-by-case basis. Page 3 of 6

7 Herff Jones Jostens Picaboo Description Unit Pricing Total Pricing Unit Pricing Total Pricing Unit Pricing Total Pricing Do you charge credit card usage fee to parents? Shipping fees included in price? Does the company have current DFW contracts? Present at opening: Elaine Johnson, Buyer Shernita McMillan, Purchasing Secretary Yes Yes Yes Yes Yes Page 4 of 6

8 Description Frontier High School Lake Ridge High School Legacy High School Mansfield High School Summit High School Timberview High School Total for All High Schools Cost per page for 0-4 pages Cost per page for 5-24 pages Cost per page for pages Cost per page for 80+ pages Straight cost per page (if available) Name Stamping Name Plate Unit Pricing Total Pricing $50.00 $2, $50.00 $25, $55.00 $49, $55.00 $55, $50.00 $10, $50.00 $21, $163, $4.66 $4.25 Walsworth Icons Samples provided (1-8-1/2x11 and 1-9x12) $3.45 Yes Workshops Several workshops in Texas at various costs. Tools/Software Do you charge for missing deadlines? Do you charge marketing fees? fee for service itself, but printing and postage fees apply. Do you provide early pay incentives? Yes, 1% Page 5 of 6

9 Walsworth Description Unit Pricing Total Pricing Do you charge credit card usage fee to parents? Shipping fees included in price? Does the company have current DFW contracts? Present at opening: Elaine Johnson, Buyer Shernita McMillan, Purchasing Secretary Yes, $1.00-$2.00 Yes Yes Page 6 of 6