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HomeMy WebLinkAboutMS Disaster Preparedness; Get Ready 5th Grade 2012C'ry of Agenda Item No: 3. e .4 Meeting Date: September 4, 2012 no SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Management Services Prepared by: Angela Del Ponte, P '? City Manager ApprovalA, Emergency Services Coordinator SUBJECT: ADOPT RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO PURCHASE EMERGENCY PREPAREDNESS MANUALS FROM INNOVATIVE PRINT SOLUTIONS IN AN AMOUNT NOT TO EXCEED $70,000 AS PART OF THE GET READY 5T" GRADE BAY AREA DISASTER PREPAREDNESS GRANT PROGRAM RECOMMENDATION: Adopt Resolution. BACKGROUND: At the April 2, 2012 San Rafael City Council meeting, the Council approved Resolution No. 13319 authorizing the City Manager to accept and execute a Department of Homeland Security Urban Area Security Initiative (UASI) grant award to lead planning efforts for a Bay Area -wide implementation of the Get Ready 5th Grade (GR5) disaster preparedness program. The executed grant agreement is with the San Francisco Department of Emergency Management in the amount of $198,500 (the San Francisco Department of Emergency Management acts as the fiscal agent for all Urban Area Security Initiative funds). The grant award is part of a Regional Catastrophic Preparedness Grant Program (RCPGP). The RCPGP program undertakes capacity building throughout the Bay Area region with a focus on developing regional disaster plans as well as sharing best practices and enhancing disaster resilience. One of the programs identified by the RCPGP Advisory Board to model as a best practice and to provide to the Bay Area was Marin's successful GR5 program. As San Rafael was the lead agency in design, development, and implementation of the program, the San Rafael Office of Emergency Services (OES) was approached and asked to submit a project proposal outlining how the Marin GR5 program can modified and implemented throughout the Bay Area. OES has been working on the design and development of the Get Ready 5th Grade student manuals for rollout to the Bay Area region since November 2011. The Get Ready 5th Grade Bay Area student manuals are now ready to print in mass quantity (115,000) and then distribute to 14 Bay Area jurisdictions. FOR CITY CLERK ONLY File No.: Council Meeting: &'i c, I Disposition: The printer selected to print the manuals is: Innovative Print Solutions. 663 Cedarberry Lane, San Rafael, CA 94903. ANALYSIS: Three (3) competitive printing quotes were obtained. Staff's recommendation is to work with the vendor "Innovative Print Solutions," located in San Rafael. The recommendation is based on customer service, competitive pricing, and quality of print samples provided. Also, the convenience of working with a local vendor to review, proof, finalize, and ship all printed materials is a cost and time savings decision. The quote is for $65,297.82. The extra allowance not to exceed a total amount of $70,000 is for shipping to additional locations, if needed. FISCAL IMPACT: This action will require the City to pay the Innovative Print Solutions invoice, not to exceed $70,000, upon receipt. The funds expended are fully reimbursable from San Francisco Department of Emergency Management as part of the UASI grant funded program as outlined in resolution No. 13319. OPTIONS: 1. Approve and authorize the City Manager to execute the purchase. 2. Do not approve and direct staff to make changes. ACTION REQUIRED: Adopt Resolution as presented. ATTACHMENTS: 9 Innovative Print Solutions quote Council Meeting: Disposition: • i k i 1 . RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL APPROVING AND AUTHORIZING THE CITY MANAGER TO PURCHASE EMERGENCY PREPAREDNESS MANUALS FROM INNOVATIVE PRINT SOLUTIONS IN AN AMOUNT NOT TO EXCEED $70,000 AS PART OF THE GET READY 5T" GRADE BAY AREA DISASTER PREPAREDNESS GRANT PROGRAM WHEREAS, the City of San Rafael has requested and reviewed three quotes for the purchase of the emergency preparedness manuals; and WHEREAS, the City of San Rafael has selected the vendor Innovative Print Solutions to purchase emergency preparedness manuals due to evaluation of, quality of work, customer service, and proximity to the printing facility to ensure quality control; and WHEREAS, the City of San Rafael Office of Emergency Services was awarded a grant award of $198,500 in Resolution No. 13319 and the cost of purchasing the emergency preparedness manuals was part of that award; and WHEREAS, the City of San Rafael will be fully reimbursed for this expense as it is part of the grant program for a regional Get Ready 5t" Grade Bay Area; and NOW, THEREFORE, the City Council of the City of San Rafael does resolve as follows: The City Council of the City of San Rafael approves and authorizes the City Manager to purchase the emergency preparedness manuals through Innovation Print Solutions in an amount not to exceed $70,000, as part of the Get Ready 5t" Grade Bay Area Disaster Preparedness Program, in the form attached to the Staff Report and on file with the City Clerk. I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City held on Tuesday, the 4t" day of September, 2012 by the following vote, to Wit: AYES: Councilmembers: Connolly, Heller, McCullough & Vice -Mayor Levine NOES: Councilmembers: None ABSENT: Councilmembers: Mayor Phillips r Esther C. Beirne, City Clerk August 7, 2012 Ms. Katie Nash Ms. Angela Del Ponte City of San Rafael Office of Emergency Services Submitted by: Tim Stapleton, Innovative Print Solutions I am pleased to submit the following quotation for your consideration. Quote #: KN 080612 Description: San Rafael Office of Emergency Services Grade 5 Booklet - 36 pages self cover - 4 page optional cover Final Size: 8-1/2 x 11 Stock: 36PP Self: 80# Uncoated Opaque Book 4PP Cover: 80# Uncoated Cover Printing: Four color process throughout Digital files supplied ready for a digital color proof. Bindery: Trim, score, fold, saddle stitch and carton. (Optional cover, stitch to existing 36PP self with one staple) Delivery: County Offices of (Marin, Sonoma, Napa, Solano, Contra Costa, Alameda, San Mateo, Santa Clara, San Francisco, Santa Crux, Monterey, San Benito) Quantities: 114,400 36PP: $44,020.00 Unit Price: $0.3848 4PP Cover: $14,319.00 Unit Price: $0.1252 Sales Tax (8-1/2%): $ 4,958.82 Delivery: $ 2,000.00 Total: $65,297.82 All prices are subject to review of final art. All prices are submitted without sales tax. tel: 415.507.9040 fax: 415.532.2567 663 Cedarberry Lane, San Rafael, CA 94903 CITY OF SAN RAFAEL INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRRA / SRCC AGENDA ITEM NO. 3.e DATE OF MEETING: September 4, 2012 FROM: Angela Del Ponte, Emergency Services Coordinator DEPARTMENT: Management Services DATE: August 27, 2012 TITLE OF DOCUMENT: ADOPT RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO PURCHASE EMERGENCY PREPAREDNESS MANUALS FROM INNOVATIVE PRINT SOLUTIONS IN AN AMOUNT NOT TO EXCEED $70,000 AS PART OF THE GET READY 5T" GRADE BAY AREA DISASTER PREPAREDNESS GRANT PROGRAM. Depart ent Head signature) (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY APPROVED AS TO FORM: AGENDA ITEM: City anager (s gnature) City Attorney (signature tl • y •