Memorandum

City of Lawrence

Parks and Recreation Department

TO:	Tom Markus, City Manager Diane Stoddard, Assistant City Manger Casey Toomay, Assistant City Manager
FROM:	Roger Steinbrock, Marketing Supervisor, Parks and Recreation Department
CC:	Ernie Shaw, Interim Director, Parks and Recreation Department Mark Hecker, Assistant Director, Parks and Recreation Department
DATE:	Wednesday, April 13, 2016
RE:	Agenda Item –  2016 Summer/Fall Activities Guide

Background

The Lawrence Parks and Recreation Department’s activities guide is a medium used to publicize its activities and programs to the community. Starting in 2008, the number of activities guides produced was lowered from three to two activities guides yearly, saving more than $15,000 for the department. In January 2015, I looked at alternative delivery methods and found using the Lawrence Journal-World for printing/distribution continues to be the best option economically and for market saturation. 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. Other City departments are provided space to promote upcoming events and programs when space has been available. This content is coordinated through the City’s Communication Manager.

Project Description

The 2016 Summer/Fall Activities Guide will list all classes/programs offered from May to December 2016 offered by Parks and Recreation and information about the department’s programs and services. The Lawrence Journal-World bills advertisers in the guide, coordinates printing and distribution of the guide. There are 41,000 copies of the 80-page booklet printed. More than 35,000 copies are distributed through the Lawrence Journal-World and Crave publication. The remainder of the guides are distributed throughout the city’s community facilities and local businesses.

Total cost of printing and distrusting the 2016 Winter/Spring Activities Guide is $19,660. Ads billed by the Journal-World for the winter/spring edition amount to $1075, which brings the amount funded through the marketing division of Parks and Recreation $17,602, recreation account 211-4000. The remaining $983 is for pages funded by three (3) different city accounts through the Communications Manager’s office.

Staff Recommendation

The Parks and Recreation Department requests approval to proceed with a Purchase Order for Lawrence Journal-World, Vendor #1247, for payment of services in the amount not to exceed $19,660.00