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Home My WebLink About8569RESOLUTION NO. 8569 A RESOLUTION APPROVING A PROPOSAL FOR SUPPLEMENTATION SERVICES BETWEEN THE CITY OF PUEBLO, A MUNICIPAL CORPORATION AND COLORADO CODE PUBLISHING COMPANY RELATING TO MUNICIPAL CODE SUPPLEMENTATION AND SUBSCRIPTION SERVICES AND AUTHORIZING THE PRESIDENT OF CITY COUNCIL TO EXECUTE SAME BE IT RESOLVED BY THE CITY COUNCIL OF PUEBLO, that: SECTION 1 The Proposal for Supplementation Services between the City of Pueblo, a Municipal Corporation and Colorado Code Publishing Company, a copy of which is on file in the office of the City Clerk, having been approved as to form by the City Attorney, is hereby approved. The President of City Council is authorized to execute and deliver the Proposal for Supplementation Services in the name of the City and the City Clerk is directed to affix the seal of the City thereto and attest same. INTRODUCED November 23, 1998 BY: Corinne Koehler Councilperson APPROVED: (.( President o e C ncil ATTEST: IN Council Agenda TITLE: A RESOLUTION APPROVING A PROPOSAL FOR SUPPLEMENTATION SERVICES BETWEEN THE CITY OF PUEBLO, A MUNICIPAL CORPORATION AND COLORADO CODE PUBLISHING COMPANY RELATING TO MUNICIPAL CODE SUPPLEMENTATION AND SUBSCRIPTION SERVICES AND AUTHORIZING THE PRESIDENT OF CITY COUNCIL TO EXECUTE SAME DEPARTMENT: City Clerk's Office DATE : November 23 1998 BACKGROUND: Colorado Code Publishing has been providing the City of Pueblo with the Municipal Code supplementation service since 1994. This proposal is an update and continuation from the original proposal and contains all current services and charges since the completion of the reformatted code in 1997. FINANCIAL IMPACT: Cost for annual supplementation services is included in the City Clerk's Budget. RECOMMENDATION: Passage of Resolution ° � a • PROPOSAL FOR SUPPLEMENTATION SERVICES COLORADO CODE PUBLISHING COMPANY, hereinafter called the "Publisher," hereby submits to the CITY OF PUEBLO, hereinafter called the "City," the following Proposal for Supplementation and Subscription Services. 1. The Publisher understands that the requirement is to print and distribute supplements for 100 copies of the Code, and provide additional copies of the Code if future printing is required. The Publisher is capable of producing such additional copies at an estimated cost of $65.00 each. 2. We propose to furnish supplementation pages for inclusion in mechanical post -type loose leaf binders, with swing hinge fasteners and separator tabs. 3. We propose to furnish supplemented pages, double column, on recycled cream 20/50 -pound offset paper or equivalent, in the same style and typeface as the republished Code book. 4. The proposal includes the furnishing of supplemented and completed pages at a cost of $23.00 per page for 100 sets. A page is considered to be one printed side of a sheet of paper. Supplementation shall occur an average of four times per year, with the dates for delivery of ordinances to the Publisher being on the 15th day of January, April, July and October of each year. The completed supplement shall be delivered to the City on before the last day of February, May, August and November of each year. 5. The Publisher utilizes common word processing software and is capable of providing the Code in MS Word 97, WordPerfect 5.x for Windows or other common software. The estimated cost for updating the service is nominal, $25.00 per occasion when the Code is requested on disks, or $80.00 for the Code on CD -ROM. 6. The Publisher may, at the request of the City, store all undistributed copies of the Code and supplements at no additional cost. 7. The Publisher proposes to handle the distribution of supplements and Code books for sale and distribution to users and subscribers other than the City of Pueblo. The Publisher will print a sales order form and process orders for the sale of Code books free of charge, provide an annual billing service for subscriptions to Code supplements for a subscription fee of $50.00 per subscriber, as determined by the City, deliver to the City Clerk's office those supplements for Codes used within the municipal organization at no charge, and mail postage prepaid all supplements for those Codes issued to subscribers. The City will pay to the Publisher for providing the foregoing outside subscription services the sum of $9.00 per subscription service annually, and $4.00 per mailing. The Publisher shall pay for all postage and mailing costs. The Publisher will credit all monies received from the sale of the Code books and supplementation subscriptions to the City's account to offset costs for publication of supplements, subscription fees and postage, will provide a listing of all current subscribers annually, and will provide on request an annual accounting statement itemizing receipts and City costs. For example, the Publisher will receive $50.00 from a subscription, from which the Publisher may retain $9.00 for the annual fee. The Publisher also will retain $4.00 per supplement anticipated to be provided during the subscription year (four times per year). The balance will be credited to the City's account to offset the costs for publication of the supplements. The Publisher's charge to the City is $25.00 per subscription for the Publisher's services described in this paragraph. The Publisher proposes to accomplish editorial analysis according to the following standards: a. Obtain from the City copies of ordinances and any other materials to be included in the Code. b. Review the ordinances for consistency and clarity of content. c. Determine the appropriate location of the ordinance in the Code book and the effect of the ordinance on the Code book, i.e., whether it repeals sections, amends sections or adds new sections. d. Provide legal analysis of the contents and, if deemed necessary, confer with the City Attorney regarding any conflict, inconsistency or duplication with the existing Code. Legal analysis would be based upon the standards, statutes, laws, Charter and Code of the City for legal reference, and the Code would be reviewed to determine if the proposed inclusion conforms to those standards. e. Determine if editorial revision is necessary and, if so, contact the City Attorney to confirm and obtain approval if it appears that such approval is necessary or required by the City. f. Determine the Code book pages affected by the supplementation, including text, tables of contents, tables and index. g. Accomplish the first draft of the proposed Code supplementation; and review and proof the first draft against the contents of the materials furnished. h. Complete the contents, tables of contents, tables, disposition tables, index and instruction page. i. Print the supplement in the numbers desired. j. Deliver to the City the copies necessary for the City, and mail copies to the subscribers. 9. The following information is provided concerning standards and additional costs. Instruction sheets will be provided at no charge. Tab dividers will be provided at the Publisher's direct cost, plus 20% for handling and overhead. The dividers will be supplied locally, to the City's specifications. Editorial notes, historical notes, footnotes, cross references, indexing, comparative tables, reference tables and table of contents will all be accomplished in the same style and manner as the present Code. All work integrated into the Code will be charged at the same page rate as the Code for the basic page rate, $23.00 per page. There will be no added charge for such work. Tables, graphs and charts will be included in the work at no additional charge if camera ready. If additional art work, reduction or special treatment is required, the same will be accomplished by the Publisher at the Publisher's cost, not to exceed $25.00 per table, graph or chart. -2- 10. The Publisher is prepared to provide reprints of specific chapters or any portion of the Code at the Publisher's cost, together with a charge for handling and service not to exceed 20 %. In any event, the cost for 50 sets or less shall not exceed $5.00 per page, and additional copies shall cost $.10 per page. Binders and covers will be provided at the Publisher's cost plus 20% for handling and overhead. The foregoing Proposal is respectfully submitted this 28th day of October, 1998. COLORADO CODE PUBLISHING COMPANY By 1 Jo . Huisjen, President ATTEST: I � z --� di wj Vt 4 She A. c`Wethy, Secretary (Seal) ACCEPTED this 23rd day of November , 1998. CITY OF PUEBLO B President f City Council ATTEST: Gina Arita- Dutcher, City Clerk (Seal) APPROVED AS TO FORM: T mo Jagger, City A # -3-