Agenda No. 11.
CITY COUNCIL MEMORANDUM
| City Council Meeting: | September 3, 2024 |
| Department: | Public Affairs |
| Subject: | Resolution 24-R-102 - Authorizing the City Manager to enter into an agreement with Walsworth Publishing Company, Inc. for printing services. (S.Gonzalez/L.Klepper/D.Christensen) |
BACKGROUND
Created in 2008, Schertz Magazine is a monthly popular lifestyle, entertainment, and community events publication wholly owned and operated by the City of Schertz and produced internally by the Schertz Public Affairs Department. It serves as the primary dissemination source for government information for a growing city of over 43,000 residents. Schertz Magazine has a monthly circulation of 16,000 copies and reaches over 60,000 people.
The Parks and Rec Fun Guide was created in the spring of 2018 and highlights all the exciting events, programs, and recreational opportunities in the City of Schertz. The Fun Guide is produced three times a year and is polybagged and mailed with the magazine.
The Popular Annual Financial Report (PAFR) was created in 2024 and highlights annual achievements by departments as well as city financial information. The PAFR is produced annually in the spring and is polybagged and mailed with the magazine.
The current printing agreement with Walsworth Publishing Company, Inc. for printing services expires on September 30, 2024. In order to secure a new agreement for magazine printing, a formal procurement (RFP) for printing services was published on June 17, 2024, with a closing date of July 10, 2024. A total of two firms submitted bids and City staff from Public Affairs and the Library evaluated the bids. The bids were scored on several criteria to include the firm's qualifications, abilities, and references, the quality of proposed services, the responsiveness of the proposal and the overall price. After evaluation, the scores were compiled, and Walsworth Publishing Company, Inc. was the highest scoring firm with a proposed annual cost of $110,021.46 for printing and polybagging services for Schertz Magazine, Parks and Rec FUN Guide, and the PAFR. Additionally, monthly shipping costs will be invoiced to the city by Walsworth Publishing Company, Inc. and will reflect the actual cost for shipping, approximately $15,000 annually. Combined printing services and shipping costs with Walsworth Publishing Company, Inc. are estimated to be approximately $125,021.46 annually - it's important to note that print pricing may fluctuate up or down 2-3% monthly due to paper costs. Magazine costs are offset by advertising revenue which is projected to be $125,000.00 annually.
City staff believes that Walsworth Publishing Company, Inc. offers the best qualified proposal based on the evaluation criteria and recommends City Council authorize the City Manager to enter into a contract with Walsworth Publishing Company, Inc. for printing services. Staff is only seeking to contract for multi-page publication print services as this firm specializes in catalog publication printing. For smaller print jobs, City staff will continue to seek informal quotes and award the project to the lowest bidder.
The Parks and Rec Fun Guide was created in the spring of 2018 and highlights all the exciting events, programs, and recreational opportunities in the City of Schertz. The Fun Guide is produced three times a year and is polybagged and mailed with the magazine.
The Popular Annual Financial Report (PAFR) was created in 2024 and highlights annual achievements by departments as well as city financial information. The PAFR is produced annually in the spring and is polybagged and mailed with the magazine.
The current printing agreement with Walsworth Publishing Company, Inc. for printing services expires on September 30, 2024. In order to secure a new agreement for magazine printing, a formal procurement (RFP) for printing services was published on June 17, 2024, with a closing date of July 10, 2024. A total of two firms submitted bids and City staff from Public Affairs and the Library evaluated the bids. The bids were scored on several criteria to include the firm's qualifications, abilities, and references, the quality of proposed services, the responsiveness of the proposal and the overall price. After evaluation, the scores were compiled, and Walsworth Publishing Company, Inc. was the highest scoring firm with a proposed annual cost of $110,021.46 for printing and polybagging services for Schertz Magazine, Parks and Rec FUN Guide, and the PAFR. Additionally, monthly shipping costs will be invoiced to the city by Walsworth Publishing Company, Inc. and will reflect the actual cost for shipping, approximately $15,000 annually. Combined printing services and shipping costs with Walsworth Publishing Company, Inc. are estimated to be approximately $125,021.46 annually - it's important to note that print pricing may fluctuate up or down 2-3% monthly due to paper costs. Magazine costs are offset by advertising revenue which is projected to be $125,000.00 annually.
City staff believes that Walsworth Publishing Company, Inc. offers the best qualified proposal based on the evaluation criteria and recommends City Council authorize the City Manager to enter into a contract with Walsworth Publishing Company, Inc. for printing services. Staff is only seeking to contract for multi-page publication print services as this firm specializes in catalog publication printing. For smaller print jobs, City staff will continue to seek informal quotes and award the project to the lowest bidder.
GOAL
The City desires to continue publishing Schertz Magazine, Parks and Rec Fun Guide, and the PAFR and enter into an agreement with Walsworth Publishing Company, Inc. for the printing services. Scope of work will include proper printing and assembly of monthly editions of Schertz Magazine, (3) Parks & Rec FUN Guides and the PAFR.
COMMUNITY BENEFIT
Staff can continue to communicate the City’s message(s) to Schertz residents through Schertz Magazine, the City’s largest and most successful communication tool. Schertz residents will continue to receive Schertz Magazine, Parks and Rec Fun Guides, and the PAFR.
SUMMARY OF RECOMMENDED ACTION
Staff recommends Council approval of Resolution 24-R-102 authorizing the City Manager to enter into a three-year agreement with the option to renew for two (2) additional terms of one (1) year each with Walsworth Publishing Comapny, Inc. for printing services.
FISCAL IMPACT
Expenditures under this agreement will be based on the price list included in the attached agreement. Estimated annual printing/shipping costs is $125,021.46. The printing of Schertz Magazine will be funded through available and approved funding in the Public Affairs Printing Services budget and shipping costs will be funded through the Public Affairs Postage Services budget. The Parks and Rec Fun Guides and the PAFR will be funded through available and approved funding in the Public Affairs Printing and Binding budget.
RECOMMENDATION
Staff recommends Council approval of Resolution 24-R-102.