HomeMy WebLinkAboutAgenda - 04-11-2000-2ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: April 11, 200D
Action Agenda
Item No.
SUBJECT:__RFP Award; Printing of the Chapel Hill/Orange County Visitors Guide
DEPARTMENT: Purchasing 8~ Central Services PUBLIC HEARING: (Y/N) No
ATTACHMENT(S): INFORMATION CONTACT:
Joe Blake, 968-2000 and
Bid Tabulation Pam Jones 245-2652
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 331x-227-2031
PURPOSE: To consider awarding an RFP for the printing of 40,000 Visitors Guides.
BACKGROUND: the Board previously considered this item on April 4, 2000. The discussion reflected a
need for additional information regarding distribution and content of the brochures. The following
information is provided in response to that request:
^ Distribution of brochures: The brochures are widely distributed to various locations including:
^ Monthly delivery to 51 Orange County lodging accommodations, meeting facilities, visitor
attractions and other facilities such as county, municipal and university offices
^ All (8) North Carolina Welcome Center locations (I-95 North and South; I-85 North and South;
I-40 West; 1-26; I-77 North and South) and 1-800-VisitNC call center in Raleigh
^ Fulfillment for visitor requests received via telephone, mail arid a-mail
^ Local welcome center locations: Orange County Visitors Center, UNC Visitors' Center, Chapel
Hill-Carrboro Chamber of Commerce, Downtown Chapel Hill Commission, Raleigh-Durham
International Airport information desks
^ Provided to groups meeting in Orange County for distribution to meeting attendees
^ Issued to travel agencies, automobile association offices and other organizations that influence
the decisions of travelers
^ Content: Content of the brochure remains substantially the same as the last printing, which the
Board reviewed and approved in 1998. Changes in this printing are limited to minor changes that
are needed to update the information. A copy of the brochure, along with references to the
changes, is attached for your information.
As a reminder, the four-color sixty-page document with fold out maps will provide information such as:
^ Accommodations
^ Restaurants
^ Shopping opportunities
^ Guided tours that are available; and
^ Major events in the County that may be of interest to visitors.
2
Proposals were solicited from fourteen vendors. Seven bidders responded, A tabulation is attached.
Hickory Printing, Raleigh, NC submitted the lowest responsible proposal in the amount of $28,386 for
40,000 guides.
FINANCIAL IMPACT: Total cast of this action, if approved by the Board, is $28,386. Funds to support
the expense are included in the 1999-2000 budget.
RECOMMENDATION(S): The Manager recommends that the Board award the bid to Hickory Printing,
Raleigh, NC in the. amount of $28,386; and authorize the Purchasing Director to execute the appropriate
paperwork.
BID TABULATION
BID FOR: 4QLQ40 VISITORS GUIDES BID AWARDED TO:
CLOSING DATE: 3-23-00 BID PRICE:
CLOSING TIME: 3:30 PM BUDGETED AMOUNT:
VENDOR 40,000 VISITORS GUIDES
HICKORY PRINTING $ 28,386.00
GREENSBORO PRINTING
RL BRYAN
PBM GRAPHICS $
$
$ 29,145.00
29,466.00
29,602.00
PIEDMONT PRINTING ~
HARRIS PRINTING $
$ 36,802.01
37,633.19
JOSEPH C WOODARD $ 62,143.58