Memorandum

City of Lawrence                                       

Parks and Recreation Department

TO:	Dave Corliss, City Manager Cynthia Wagner, Assistant City Manager
FROM:	Ernie Shaw, Interim Director
CC:	Alan Landis, Purchasing Agent
Date:	October 29, 2009
RE:	Agenda Item –  2010 Winter/Spring Activities Guide

Please include the following item on the City Commission consent agenda for consideration at the November 3, 2009 meeting:

Approve cost of 2010 Winter/Spring 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. 41,000 copies of the 76-page book are printed. Over 33,000 copies are distributed through the Lawrence Journal-World and River City Weekly. The remainder are distributed throughout the community city facilities and area businesses.

• Project Description/History.  The Activities Guide is the Parks and Recreation Department’s vehicle to publicize its activities and programs to the community. Starting in 2008, we combined the Winter and Spring 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 $15,000) 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. When the City’s Communication Manager asked for space to promote other city services a few years ago, it was handled as a separate project and was billed separately. With all guides printed/distributed since 2008, the entire project became combined and was billed as one project.  The cost breakdown is printed below.

• Project/Item Funding.  $16,010.76 of amount will be funded through the marketing division of the 211-4000 Recreation account. The remaining $989.24 is for an insert, funded by three (3) 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, Vendor #1247 for payment of services in the amount not to exceed $17,000.00.