Agenda

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City Council Regular Meeting

Meeting Date:

07/23/2019

BACKGROUND

On May 28, 2019 Council approved Resolution 19-R-63 authorizing expenditures with The Ovid Bell Press, Inc. totaling no more than $93,771.48 annually for printing services for the Schertz Magazine. When the initial scope of work was drafted for printing services the semiannual printing of the Parks and Rec Fun Guide was inadvertently omitted.

The Parks and Rec Fun Guide is currently printed, poly bagged, and mailed with the March and September issues of Schertz magazine to save the City money on postage and printing costs. The only vendor who can execute this scope of work is The Ovid Bell Press, Inc. who prints and mails Schertz Magazine. The amendment to include this service increases annual printing costs with The Ovid Bell Press, Inc. by $9,000. Funding for this project is already available, approved and allocated and is paid out of Public Affairs Printing and Binding budget.

Additionally, after review of all expenditures with this vendor and in order to ensure magazines are shipped to the post office each month, staff also recommends amending the annual not to exceed (NTE) amount with The Ovid Bell Press, Inc. The original scope of work for Schertz Magazine printing services included shipping of the magazines; however, there were no shipping costs included in the NTE amount. Shipping charges are billed to the City at cost, but can fluctuate within a reasonable margin each month. Staff estimates shipping to be no more than $1,400.00 a month. Funding for this is already available, approved and allocated and is paid out of the Public Affairs Postage Services budget.

For these reasons, staff recommends adjusting the annual NTE from $93,771.48 to $119,571.48 to include the printing of the semiannual Parks and Rec Fun Guide and the monthly shipping of Schertz Magazine.

GOAL

Staff recommends City Council amend the current printing services agreement with The Ovid Bell Press, Inc. to include the semiannual printing of the Parks and Rec Fun Guide.

Staff also recommends City Council amend the annual not to exceed amount with The Ovid Bell Press, Inc. to $119,571.48 to include the printing of the two guides and monthly shipping costs for Schertz Magazine.

COMMUNITY BENEFIT

Schertz residents will continue to receive both Schertz Magazine and the two semiannual Parks and Rec Fun Guides.

SUMMARY OF RECOMMENDED ACTION

Approval of Resolution 19-R-93

FISCAL IMPACT

There is no additional fiscal impact. The City of Schertz will fund shipping costs through available and approved funding in the Public Affairs Postage Services budget and will fund the printing of the two Parks and Rec Fun Guides through available and approved funding in the Public Affairs Printing and Binding budget.

RECOMMENDATION

Approval of Resolution 19-R-93

Attachments
19-R-93
Resolution 19-R-63
Fully Executed Ovid Bell Agreement
Amendment to Printing