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R99-093 11-08-99RESOLUTION NO. R99-93 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PEARLAND, TEXAS, AUTHORIZING THE CITY MANAGER OR HIS DESIGNEE TO EXECUTE A CONTRACT BY AND BETWEEN A PUBLIC NEWSPAPER OF GENERAL CIRCULATION IN THE CITY, AND THE CITY OF PEARLAND, FORTHE PURPOSE OF PROVIDING PUBLICATION OF ALL LEGAL NOTICES FOR A TERM OF ONE YEAR, AS THE OFFICIAL NEWSPAPER OF THE CITY, PURSUANT TO THE CITY OF PEARLAND CHARTER. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PEARLAND, TEXAS: That the City Manager or his designee is hereby authorized to execute for and on behalf of the City, a contract, a copy of which is attached hereto as Exhibit "A" and incorporated herein for all purposes, by and between Pear/and Reporter News, a public newspaper of general circulation in the City, and the City of Pearland, Texas, for the purpose of serving as the official newspaper of the City of Pearland, pursuant to the City's Charter, for the term of one year, beginning November 10, 1999. PASSED, APPROVED and day of November , A.D., 1999. ATTEST: ~tl'Y SEO~ETARY APPROVED AS TO FORM: DARRIN M. COKER CITY ATTORNEY ADOPTED this the 8th TOM REID MAYOR Exhibit "A" CITY OF PEARLAND 3519 LIBERTY DRIVE PEARLAND, TEXAS 77581 AGREEMENT THIS AGREEMENT, when signed' by the CITY OF PEARLAND and the General Manager of Pearland Reporter News, will serve as official confirmation and agreement between both parties that Pearland Reporter News, a newspaper of general circulation in Pearland, Texas, will serve as the official newspaper of the City of Pearland, Texas, for a period of one year. Pearland Reporter News agrees to print all such legal notices or other matters pertaining to officia! City business as may be furnished by the City of Pearland. Rates for such printing shall be $0.35 per line, for each such insertion. It is agreed by both parties that this Agreement may be canceled by either party upon giving 30 days' written notice to that effect. It is further agreed that this Agreement will take effect on November 10, 1999. ATTEST: ATTEST: Printed Name: Title: CITY OF PEARLAND City Manager From: Date: Subject: Glen Erwin, City Manager ~' Gordon Island, Purchasing Office November 2, 1999 Recommendation for Bid 99-101, Official Newspaper Page I of t Introduction: Bids have been received for a twelve month contract for the "Official Newspaper" for the City of Pearland. Background: The "official newspaper" is controlled by City Charter and State Statute. City Charter requirement 10.03 requires the Council to contract annually with, and by resolution designate, a public n~wspaper of general circulation in the City as [the] official organ, and to continue as such until another is designated, and shall cause to be published therein all ordinances of the City, or by constitution and laws ofthe State of Texas, to be published. The Government Code 2051.044 sets the requirements (qualifications) for the type of newspaper. The requirements are: l) Devote not less than 25 percent of its total colunm lineage to general interest items; 2) be published at least once each week; 3) be entered as second-class postal matter in the county where published; and 4) have been published regularly and continuously for at least 12 months before the governmental entity or representative publishes notice. Section 2051.049, Selection of Newspaper, of the Code gives the City the authority to select one or more newspapers to publish '~notices". All bidders have certified that they meet the minimum requirements. In addition to pricing information, the specifications requested additional information from bidders to assist staff in determinlng the lowest and best responsible bid. This information l) publish dates; 2) Submission deadlines; and 3) daily circulation for the three counties Pearland is in are considered important evaluation factors. Staffhas evaluated the pricing and additional evaluation factors of each bid submitted. One evaluation factor, Submission Deedllnes, was heavily factored into the evaluation of each bidders response. This factor is critical for staff to meet deadlines for publishing the large volumes of ordinances that contain penalty clauses, public hearing notices, state mandated notices, planning and zoning notices, bid notices and other notices received with an extremely short time line. Some of these cannot be published until after Council action. The low price bidder has a submission de~d!ine of 5:00 p.m. Friday before the Wednesday publish date. Council meets on Monday evenings. Staff would not be able to submit time sensitive notices until the following Wednesday delaying the effective date of the action. Tho second low bidder has a submission deadline ofll:00 a.m. Tuesday before the Wednesday publication. This time line does provide the necessary time to submit items approved by Council. Staff feels that the submission deadline factor of the 2"0 low bidder out weights the low price bid and is the lowest and best bid. A tabulation of bids is inclosed for information and review. Funds are primarily in the adveffisingXpublic notice account 010-1050-555.0%00. Other advertisements such as bid notices for construction bids are charged to each project. Recommendation: Staff recommends awarding a bid for the "Official Newspaper" based on lowest and best responsible bid to tho Pearlund Reporter News, Pearlund, Texas in the mdt amount of $.35 per line per cohunn (legal ad) less 5% discount for payment in fifteen days. The estimated contract value based on historical data is $21,000. This contract represents a $.0675 or 16.9% (with discount) price reduction from the previous contract. cc: Young Lorfing, City Secretary David Castillo, DOF 3519 LIBERTY DRIVE PEARLAND, TEXAS 77581-5416-19 (281) 485-2411 www. ci.pearland.tx.us CITY OF PEARLAND Purchasing Department Bid Tabulation Page 1 of 1 Bid Invitation No: 99-101 Commodity/Service: Official Newspaper Bidder Cost per Line per Column Total Amount The Journals, Pearland, TX $0.25 $34.25 Net 3O Pearland Reporter News, Pearland, TX $0.35 $40.70 5/15/30 The Houston Chronicle, Houston, TX this week edition $0.81 $121.90 daily edition $8.39 $1262.91 Net 30 Official Newspaper Questionnaire Item/Bidder Reporter News The Journal The Chronicle Specification yes yes yes Compliance Days Published Wednesday Wednesday This Week - Wednesday Chronicle - Daily & Sunday Submission 11:00 a.m. Tuesday 5:00 p.m. Friday This Week (Wed only) Deadlines before 4:00 P.M. Friday Publication Chronicle (daily) T/W/Th/F 12:00 P.M. (day before) Saturday 4:30 P.M. Th Sun/Mon 4:30 P.M. Friday Total Daily 5500 4800 Daily - 392,792 Circulation Sunday - 448,280 Brazoria County 4700 4080 This Week Daily 23,010 16,824 Harris County 800 720 329,193 393,165 Ft Bend County 0 0 40,589 38,291 November 09, 1998 The Pearland Reporter News 2404 S. Park Pearland, TX 77549 Attn Laura A. Emmons, Publisher Page 1 of 2 SUBJECT: NOTICE OF CONTRACT AGREEMENT ACCEPTANCE AND AWARD Dear Vendor: The City of Pearland accepts your offer to supply the listed commodities and/or services in accordance with the terms and conditions of the invitation to bid and your bid submission. Releases for the commodities and /or services will be in the form of a purchase order or contract. Invoices: Mail to the Finance Department, 3519 Liberty, Pearland, TX 77581 Duplicates may be mailed to the department placing the order. Plea; e sign and return one copy of this document as acknowledgment If you have any questions, act the Purchasing Office Authonzed Agent Sincerely, tal Gordon Island Purchasing Officer //-id --�j Date 3519 LIBERTY DRIVE • PEARLAND, TEXAS 77581-5416-19 • (281) 485-2411 • www.ci.pearland.tx.us Page 2 of 2 4 CONTRACT NO CONTRACT PERIOD BID NO 99-101 99-101 11-09-99 to 11-08-00 CLASS/ITEM & DESCRIPTION: Bid 9-101, Official Newspaper for City of Pearland. Twelve Month Contract Agreement. The following item(s) or group(s) have been awarded 1.0 All legal documents Pricing. $ .35 per line per column, all other advertising per published price schedule Terms 1. All terms and conditions of the bid documents and specifications will be in affect dunng the contract period. 2. The City will issue purchase orders or blanket orders for the required materials. 3. Payment terms will be those indicated with your bid. (05/15/30) 4. A notarized affidavit is to be supplied for each legal ads.