HomeMy WebLinkAboutPR 17643: SERVICE AGREEMENT FOR EDC NEWLETTER Interoffice
MEMORANDUM
To: Mayor, City Council, Acting City Manager
From: Floyd Batiste, CEO
Date: April 5, 2013
Subject: P. R. No. 17643; Council Meeting on April 16, 2013
A RESOLUTION APPROVING THE CITY OF PORT
ARTHUR SECTION 4A ECONOMIC DEVELOPMENT
CORPORATION ENTERING INTO A SERVICE
AGREEMENT WITH CHEVAL NOIR MEDIA OF PORT
ARTHUR FOR THE PRINTING AND MAIL OUT
SERVICES OF A NEW PAEDC NEWSLETTER
III
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P.R. No. 17643
04/02/2013 RL
RESOLUTION NO.
A RESOLUTION APPROVING THE CITY OF PORT
ARTHUR SECTION 4A ECONOMIC DEVELOPMENT
CORPORATION ENTERING INTO A SERVICE
AGREEMENT WITH CHEVAL NOIR MEDIA OF PORT
ARTHUR FOR THE PRINTING AND MAIL OUT
SERVICES OF A NEW PAEDC NEWSLETTER
WHEREAS, per resolution 11 -192, on May 31, 2011, the Council of the City of Port
Arthur approved the City of Port Arthur Section 4A Economic Development Corporation (the
"PAEDC ") contracting services with Cheval Noir Media for the printing and mail out services
for a 1 Annual PAEDC newsletter; and
WHEREAS, the 1 Annual newsletter was printed and mailed out August 17, 2012, as a
vital communication resource to inform local citizens on the economic development efforts and
accomplishments of PAEDC and its partners; and
WHEREAS, three companies submitted proposals as requested by the PAEDC for the
printing and mail out services of the newsletter (see Exhibit "A "); and
WHEREAS, on April 1, 2013, at its regular Board meeting, the PAEDC Board of
Directors approved the printing and mail out services for a 2nd Annual PAEDC newsletter using
Cheval Noir Media as the bidder providing the lowest bid without qualifications, as a Port Arthur
business enterprise, and as PAEDC received positive feedback from publication of its first
newsletter by Cheval Noir Media; and
WHEREAS, the cost for printing and mail out of the newsletter shall not exceed
$15,011.98.
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NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF PORT ARTHUR, TEXAS:
Section 1. That the facts and opinions in the preamble are true and correct.
Section 2. That PAEDC is hereby authorized to contract the services of Cheval Noir
Media for a 2nd Annual PAEDC newsletter at a cost of $15,011.98 for printing and mail out
services.
Section 3. That a copy of the caption be spread upon the minutes of the City Council.
READ, ADOPTED AND APPROVED on this day of A.D., 2013,
at a Meeting of the City Council of the City of Port Arthur, Texas, by the following vote:
AYES:
Mayor ,
Councilmembers ,
,
NOES:
Deloris "Bobbie" Prince, Mayor
ATTEST:
Sherri Bellard, City Secretary
#991641 Page 2
APPROVED:
Floyd Batiste, PAEDC CEO
APPROVED AS TO FORM:
Guy N. Goodson, PAEDC Attorney
APPROVED AS TO FORM:
Valecia R. rf o, ity • tt i ney
APPROVED AS TO AVAILABILITY OF FUNDS:
Deborah Echols, Director Finance
#991641 Page 3
Exhibit "A"
r,
Itchev ' Invoice
j `
Med Date Invoice #
3/14/2013 197
4435 Forest Drive
Port Arthur, TX 77642
409 - 225 -0275
Bill To
Port Arthur Economic Development Corp.
P.O. Box 3934
Port Arthur, TX 77643
P.O. No. Terms Project
Quantity Description Rate Amount
24, 146 25.5x11" Tri -fold Newsletter (100# Text paper — Glossy) 0.63 15,211.98
Addressing, Tabbed Once, NOCA Checks
Postage Paid and Mail Processed Through to USPS
1 Address list from USA DATA in Port Arthur & Sabine Pass, TX *NO CHARGE* 0.00
1 Customer Loyalty Discount - 200.00
Payments /Credits
Balance Due 0.00
$15,011.98
Ranoda McClain -lee
From: jvincent @dominion - forms.com
Sent: Thursday, March 28, 2013 4:41 PM
To: Ranoda McClain -lee
Subject: Fw: DOMINIION MAIL OUT QUOTE
Importance: High
Ranoda,
25.5 x 11
4/4 Gloss full color 2 sides
100 ilb book stock
tri -fold
qty 24,146
printing - 4,600
labeling and pre - sorting — 3,200
Sub Total — 7,800.00
postage will be pre -paid by customer at time of mailing
.24 cents x 24,146 = 5,795.04
Art setup — 200.00 estimate
estimated grand total = 13,795.04
allow for 2.5 week turn around.
Thank you,
Jeremy Vincent
Dominion Forms, Inc.
409 - 886 -0051
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Ranoda McClain -lee
From: Pat Tyler <Ientures @gt.rr.com>
Sent: Monday, April 01, 2013 9:59 AM
To: rmcclain- lee @paedc.org
Subject: Print & Mail Quote
Good morning, Ranoda.
Sorry, I didn't get this to you over the weekend. Hopefully it is not too late for you to consider our bid.
I have 2 prices to submit. One is if you have non - profit status with the post office, and one if you mail as standard mail.
25,000 pieces, 25.5 x 114/4 on 100 Ib. gloss text. Piece to fold as a trifold to 8.5 x 11, tab and mail as a flat. Prices based
on verbal communication as understood from Ranoda.
Non - profit mailing - $19,750 or .79 each
Standard mailing - $22,250 or .89 each
Thanks, Pat
Lunar Ventures Texas, Inc.
409.866.3438
Fax: 409.861.2684
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