Signed Contracts_Digital Designs for Jule Transit LogosMEMO
TO: Michael C. Van Milligen, City Manager
FROM: David Heiar, Economic Development Director
Barbara Morck, Transit Director
RE: Bus Decal Production and Application Contract
DATE: June 22, 2011
PURPOSE
To discuss the contract for services between the City of Dubuque and Digital Designs for the
layout, production and installation of the new Jule logos and advertising on the bus exteriors.
In conjunction with this memo, we are seeking approval of a contract, which outlines the roles,
responsibilities and expectations of the involved parties. The contract was prepared by Barry
Lindahl.
BACKGROUND
A Request for Bid (RFB) process was coordinated by ECIA staff with local companies in the
decal production business. The RFB, including vehicle . specifications and dimensions were
sent out on January 27, 2011. Four local decal companies submitted bids by the closing date
of February 7 2011. Decal bids were reviewed on February 14 2011 and at that time, the
lowest bidder, Digital Designs, was selected.
DISCUSSION
As individual buses have arrived, decals have been applied by Digital Designs, but there were
some misunderstandings. Digital Designs did not submit proofs for final review prior to
application. As we prepare for the majority of the fleet to arrive, a contract has been drawn up
with Digital Designs to outline the roles, responsibilities, expectations and processes to be
followed.
FINANCIAL
The following is the bid provided by Digital Designs along with the number of buses and total
costs for logo decals. These costs were included in the make -ready totals and will be paid from
the grant monies received by the City for bus replacements.
Decal Placement
Light Duty
Medium
Duty
Heavy Duty
Side
1,728
1,895
3,005
Rear
350
390
310
Door Logo
30
35
35
Expected Costs
2 LD MD Rear, Side and Door Logo
4,216
2 MD Rear, Side and Door Logo
4,640
11 LD Rear and Door Logo
4,180
10 MD Rear and Door Logo
4,250
4 HD Door Logo only
140
Total
$17,426
RECOMMENDATION /ACTION
Dave Heiar has discussed this matter with City Attorney Barry Lindahi. Since the cost for
application of these decals is already included in the budget for bus replacements as funded
by Federal grants, the City Manager has the authority to approve this contract.
It is recommended that you approve the contract with Digital Designs to complete the layout,
production and installation of the new Jule logos and advertising on the bus exteriors (see
attached contract).
Thank you for your consideration.
Decal Placement
Light Duty
Medium
Duty
Heavy Duty
Side
1,728
1,895
3,005
Rear
350
390
310
Door Logo
30
35
35
Expected Costs
2 LD MD Rear, Side and Door Logo
4,216
2 MD Rear, Side and Door Logo
4,640
11 LD Rear and Door Logo
4,180
10 MD Rear and Door Logo
4,250
4 HD Door Logo only
140
Total
$17,426
RECOMMENDATION /ACTION
Dave Heiar has discussed this matter with City Attorney Barry Lindahl. Since the cost for
application of these decals is already included in the budget for bus replacements as funded
by Federal grants, the City Manager has the authority to approve this contract.
It is recommended that you approve the contract with Digital Designs to complete the layout,
production and installation of the new Jule logos and advertising on the bus exteriors (see
attached contract).
Thank you for your consideration.
AGREEMENT
BETWEEN
THE CITY OF DUBUQUE, IOWA
AND
DIGITAL DESIGNS
This Agreement, dated for reference purposes the 14 day of June, 2011, is made
and entered into by and between the City of Dubuque, Iowa and Digital Designs of
Dubuque, Iowa.
Whereas, the City of Dubuque, Iowa (City) is replacing its fleet of buses and
desires to provide for the design and production of logo decals and advertising for its
buses; and
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Whereas Digital Designs (Digital) proposes to provide the design and production
of logo decals and advertising for City's buses.
Now, therefore it is agreed by and between the parties as follows:
SECTION 1. CITY'S REPRESENTATIVE. City's representative for purposes of this
Agreement is The East Central Intergovernmental Association (ECIA), attn Marla Quinn.
SECTION 2. TERM. The term of this Agreement shall be from June 9, 2011, through
June 9, 2012.
SECTION 3. DECAL PRODUCTION. Digital agrees to provide logo decals and
advertising (the Work) for City according to the Decal Production Checklist attached
hereto. Digital will not make any design changes to final production without the consent
of ECIA. Digital must show an accurate or near accurate final proof to ECIA before
decal application. Digital shall not print any decals until ECIA approves final proof.
SECTION 4. WARRANTY. Digital warrants that all approved advertising and designs
do not infringe upon any trademark or copyright. Digital agrees to defend, indemnify and
hold the City of Dubuque, its officers and employees free and harmless from any and all
loss, liability, claims and demands, including attorney's fees arising out of the character,
contents or subject matter of any copy displayed or produced pursuant to this
Agreement.
SECTION 5. STANDARDS. All advertisements shall conform to recognized business
standards, and shall not conflict with the laws of the United States, the state of Iowa and
the City of Dubuque. Graphics, artwork, and copy of advertisements are expected to be
of high quality.
SECTION 6. PAYMENT FOR SERVICES AND COSTS. Design and production costs
and the first monthly payment are due at the time of the signed Agreement. Upon
completion and installation of initial decals, an invoice for payment will be sent to Digital.
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Upon Digital's request, a report of the posting will be sent with the initial invoice. Each
invoice will cover the billing period following commencement of posting. All prorated
invoices and credits will be computed on the basis of a four -week billing period.
SECTION 7. TERMINATION. City reserves the right to terminate this Agreement for
convenience upon ninety (90) days written notice, by certified mail.
SECTION 8. This Agreement constitutes the entire agreement between the City and
Digital. City shall not be bound by any stipulations, conditions, or agreements not set
forth in this Agreement. Waiver by the City of any breach of any provision shall not
constitute a waiver of any other breach of that provision or any other provision.
SECTION 9. DIGITAL CONTACT INFORMATION.
Customer Business Name: Digital Designs
Contact Name: Ron Shaw
Address: 3350 Center Grove Drive
Mailing Address: 3350 Center Grove Drive
City: Dubuaue State: Iowa Zip: 52003
Email: digitaldesignsc mchsi.com
Phone: 563 - 557 -6266 Fax: 563- 585 -1488
CITY OF DUBUQUE DIGITAL DESIGNS
By By
Micha C. Van Milligen Ron Shaw
City Manager
F:\ USERS\ tstedde\ LindahMgreements \DigitalDesigns_DecalContract 060911.doc
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Decal Production Checklist
ECIA/Digital supply rendering of bus decal application to Decal Company
ECIA/Digital supply images, logos, fonts and other necessary material for the
decal to Decal Company
Decal Company reviews material and requests any additional information if
needed and makes possible suggestions to achieve the wishes of ECIA/Digital.
Decal Company supply PDF proofs to ECIA and /or Digital
Decal Company prints and applies decal after ECIA/Digital signs off on final
proof. ECIA must sign off on final proof before any decals are applied.
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