CC SR 20220816 H - Newsletter Rec Guide FY22-23 Marina Graphic Contract
CITY COUNCIL MEETING DATE: 08/16/2022
AGENDA REPORT AGENDA HEADING: Consent Calendar
AGENDA TITLE:
Consideration and possible action to approve a contract services agreement for the
printing of the City’s quarterly newsletters and recreation inserts in Fiscal Year 2022-23.
RECOMMENDED COUNCIL ACTION:
(1) Award a professional services agreement with Marina Graphic Center for the
production of the City’s quarterly newsletters and recreation inserts in FY 2022-23
in an amount not to exceed $42,364 for a period of one year that may be extended
by two additional one-year terms by the City Manager; and
(2) Authorize the Mayor to execute the agreement in a form approved by the City
Attorney.
FISCAL IMPACT: Funding for the production of the City’s quarterly newsletters and
recreation inserts are currently budgeted in FY 2022-23. Each newsletter and insert
edition costs approximately $10,600 to print and deliver to the Post Office for mailing.
Amount Budgeted: $42,400
Additional Appropriation: $0
Account Number(s): 101-400-5110-5103 $20,000 (General Fund – Rec & Parks Admin/Printing Services)
101-400-1420-5103 $9,000 (General Fund – Community Outreach/Printing Services)
101-400-2999-5103 $1,200 (General Fund – Non-department/Printing Services)
213-400-0000-5103 $10,000 (Waste Reduction Fund –Printing Services)
216-400-0000-5103 $2,200 (Prop A Fund – Printing Services)
ORIGINATED BY: Matt Waters, Senior Administrative Analyst
REVIEWED BY: Karina Bañales, Deputy City Manager
APPROVED BY: Ara Mihranian, AICP, City Manager
ATTACHED SUPPORTING DOCUMENTS:
A. Contract Services Agreement with Marina Graphic Center (Page A-1)
(Forthcoming as late correspondence)
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BACKGROUND AND DISCUSSION:
The City has a long history of producing a quarterly City newsletter for the benefit of
residents that serves as an effective conduit of news between the City and residents .
Each newsletter is mailed to every residence in the City of Rancho Palos Verdes.
Additional copies are also available to the public at City Hall and various City park sites.
Each edition contains information about City news, City projects, community events, City
programs, public safety announcements, environmental issues, informational items, and
City Staff and City Council contacts. A separate recreation insert containing information
about upcoming events, classes, programs, and recreational opportunities has been
included with the newsletter since 2016. The insert has expanded from one page to a
current length of eight pages, permitting additional information in a reader -friendly,
graphics-intensive style. The newsletter and insert are also distributed via the City
listserv, and social media and are available on the City website.
The average cost of newsletter and recreation insert production in the proposed
agreement is approximately $10,600 per edition, not including postage costs. This is an
increase of about $1,200 per edition due to the rising cost of paper and ink. On July 12,
2022, a request for a proposal was sent to nine printing companies. Marina Graphic
Center, which has printed the newsletter for nine years, was the only company that
responded.
A liquidated damages clause (7.10) has been added to the agreement calling for a $100
payment for each working day delay in the performance of contracted services. Staff is
aware of the industry-wide paper and ink supply shortages that could potentially delay
the production of the newsletter and the recreation guide. The contract officer has the
authority to grant reasonable time extensions for up to a cumulative sixty (60) days if
needed. Marina Graphic Center would need to notify the contract office in writing as
soon as they are aware of any delay and provide an estimated new deadline.
CONCLUSION:
Staff, therefore, recommends the City Council approve the attached contract services
agreement with Marina Graphic Center for the production of four newsletters and
recreation guides in FY 2022-23 with an option to extend the term of the agreement up
to two additional one-year terms at the City Manager’s discretion.
The attached agreement has been prepared and reviewed by the City Attorney’s office.
ALTERNATIVES:
In addition to the Staff recommendation, the following alternative action s are available for
the City Council’s consideration:
1. Do not approve the agreement.
2. Extend or reduce the term of the agreement.
3. Take other action, as deemed appropriate.
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