9.A.
City Council Meeting - FINAL
- Meeting Date:
- 04/07/2026
- From:
- Trace Ward, CVB Director
TITLE:
Ratification and Approval of Contract: First Amendment to Cooperative Purchase Contract for Courier Graphics Corporation to approve a 2025 expenditure, to approve the upcoming 2026 Discover Flagstaff Annual Visitor Guide expenditure, and to authorize expenditures for the 2027 and 2028 printing services.
STAFF RECOMMENDED ACTION:
- Ratify the First Amendment to the Cooperative Purchase Contract authorizing a total Contract cost of $216,978.28 and an extension of the Contract until April 20, 2028; and
- Authorize the City Manager to execute all necessary documents.
Executive Summary:
Discover Flagstaff prints an annual Visitor Guide each year. This Visitor Guide has historically been given out, or mailed, to between 75,000 and 100,000 people. The City utilized a Cooperative Purchase Contract between the City of Peoria and Courier Graphics (the preferred vendor) to execute a Contract for 2024 at the amount of $57,789.13. The City, again, utilized this method to work with Courier Graphics for the printing of the Visitor Guide for 2025 at the amount of $57,553.43. Due to the higher level of digital interaction for information, Discover Flagstaff is only planning to print 50,000 copies for 2026, and again, would like to utilize the Cooperative Purchase Contract to do so at the price of $41,636.72. All funds spent on this activity in 2024 and 2025 were budgeted and approved expenditures.
Additionally, Discover Flagstaff anticipates expenditures of $60,000, annually, for years 2027 and 2028, for these printing services, and staff seeks City Council authorization of these anticipated expenditures.
Additionally, Discover Flagstaff anticipates expenditures of $60,000, annually, for years 2027 and 2028, for these printing services, and staff seeks City Council authorization of these anticipated expenditures.
Financial Impact:
Project Name: Annual Visitor Guide
Cost: $156,978.28 for all three years (2024, 2025, 2026)
Account Number Budgeted: 053-07-214-0851-4-4341
FY26 Budgeted Amount: $41,636.72
Funding Source: BBB-Tourism Fund, CVB Budget
Cost: $156,978.28 for all three years (2024, 2025, 2026)
Account Number Budgeted: 053-07-214-0851-4-4341
FY26 Budgeted Amount: $41,636.72
Funding Source: BBB-Tourism Fund, CVB Budget
Policy Impact:
These Visitor Guides, like much of the work that Discover Flagstaff does, is intended to support the economic vitality of the City of Flagstaff.
Previous Council Decision or Community Discussion:
Yes, on March 5, 2024, the City Council approved the original Cooperative Purchase Contract to print the 2024 Visitor Guide (see attached).
Options and Alternatives to Recommended Action:
Due to the fact that the Visitor Guide is an important communication tool in promoting our city, we are not suggesting an alternatives.
Background and History:
The CVB has been printing Visitor Guides for over 35 years. This communication piece is still in demand and effective in the promotion of our destination.
Connection to PBB Priorities and Objectives:
This action helps support the economic vitality of our City.
Connection to Regional Plan:
This action helps support the economic vitality of our City.
Connection to Carbon Neutrality Plan:
We monitor the demand for paper products and drive folks to our digital assets as much as possible.
Connection to 10-Year Housing Plan:
Not applicable.