Memorandum

City of Lawrence                                       

Parks and Recreation Department

 

TO:

Dave Corliss, City Manager

Cynthia Boecker, Assistant City Manager

 

FROM:

Ernie Shaw, Interim Director

 

CC:

Alan Landis, Purchasing Agent

Date:

April 8, 2008

 

RE:

Agenda Item –  2008 Summer/Fall Activities Guide

 

Please include the following item on the City Commission consent agenda for consideration at the April 15th, 2008 meeting:

Approve cost of 2008 Summer/Fall Activities Guide with the Lawrence Journal World

 

  • Project/Item Description.  Layout, Design, billing advertisers, printing and distribution of bi-annual activity guide listing classes and programs for the Parks and Recreation Department

 

  • Project Description/History.  The Activities Guide is the Parks and Recreation Department’s vehicle to publicize its activities and programs to the community. With this first edition printed in 2008, we’ve combined the Summer and Fall Activities Guides as one book listing all the department’s programs from May to December. In years past, each had been produced separately. While combining the guides into one book does provide a cost savings (over $10,000) for the department, it lowers the frequency of interfacing with the public and promotion of its activities and programs. The vendor continues to be a sole source due to the nature of the printing, billing and distribution of the activities guide by the vendor used. Plus, the advertising rates provided by the vendor for the entire City of Lawrence in its daily newspaper factor in the printing, billing and distribution of the activities guide during the calendar year. When the City’s Communication Manager became involved with the project to provide space for other city services a few years ago, it was handled as a separate project and was billed separately. With all guides printed/distributed in 2008, the entire project became combined and was billed as one project. The cost breakdown is printed below.

 

  • Project/Item Funding.  $14,575.20 of amount will be funded through the marketing division of the 211-4000 Recreation account. The remaining $1,230.80 is for an insert, funded by four (4) different city accounts through the Communications Manager’s office.

 

  • Action Request.  The Parks & Recreation Department requests approval to Proceed with Purchase Order for Lawrence Journal World for payment of services in the amount of $15,806.00.