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ORANGE COUNTY <br />BOARD OF COMMISSIONERS <br />ACTION AGENDA ITEM ABSTRACT <br />Meeting Date: April 4, 2000 <br />Action Agenda <br />Item No. - <br />SUBJECT: RFP Award--Printing of the Chapel Hill/Orange County Visitors Guide <br />DEPARTMENT: Purchasing & Visitors Bureau PUBLIC HEARING: (YIN) <br />ATTACHMENTS}: <br />Tabulation INFORMATION CONTACT: <br />Pam Jones, ext 2650 <br />Joe Blake, 96$-2060 <br />TELEPHONE NUMBERS: <br />Hillsborough 732.51$1 <br />Chapel Hill 9684501 <br />Durham fi88-7331 <br />Mebane 227-2031 <br />PURPOSE: To consider awarding an RFP for the printing of 40,000 Visitors Guides. <br />BACKGROUND: Funds have been allocated in the 1999-00 budget for the printing of 40,000 <br />Visitors Guides for distribution through the end of 2001 to various sources including the four <br />welcome centers in the county; select accommodations, attractions and meeting facilities; state <br />welcome centers and other visitor industry businesses. Also, the Guide is used to fulfill visitor <br />inquiries received at the Bureau and provided to conference and meeting planners for distribution <br />to their groups. The finished product will be afour-color, sixty page document with fold out maps. <br />It will contain useful information for visitors including enhanced listings in the Accommodations, <br />Restaurant and Shopping sections. Other sections include information on guided tours and a <br />listing of major events occurring in Orange County that are of interest to visitors. The publication <br />is an updated reprint of the most current Guide that was published in late fall of 1998. <br />Orange County's needs were identified and specifications were developed by County Staff and <br />the Visitors Bureau's design firm. Proposals were solicited from fourteen vendors. Seven bidders <br />responded. A tabulation is attached. Hickory Printing of Raleigh, North Carolina submitted the <br />lowest responsible proposal in the amount of $28,3$6.00 for 40,000 guides. <br />FINANCIAL IMPACT: Total cost of this action, if approved by the Board, would be $28,3$6.00. <br />Sufficient funds are allocated in the 1999-2000 Budget. <br />RECOMMENDATION(S): The Manager recommends that the Board award the bid to Hickory <br />Printing of Raleigh, North Carolina in the amount of $28,3$6.00 and authorize the Purchasing <br />Director to execute the necessary paperwork. <br />