Agenda

Return

City Council Regular Meeting

Meeting Date:

09/13/2022

BACKGROUND

Created in 2008, Schertz Magazine is a monthly popular lifestyle/entertainment/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 in the community.

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 Guide is polybagged and mailed with the magazine.

The current printing agreement with Walsworth for printing services expires on September 30, 2022. In order to secure a new agreement for printing a formal procurement (RFP) for printing services was published on June 1, 2022 with a closing date of July 7, 2022. Due to rising printing costs, staff included multiple printing specs in the RFP to evaluate pricing and see where costs could be minimized. A total of three firms submitted bids and City staff from Public Affairs, Parks & Recreation and the City Manager's Office evaluated the bids.

The bids were scored on several criteria including 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 was the highest scoring firm with a proposed price for Schertz Magazine printing of $0.43 per print per issue or $81,984.00 annually and a proposed price of $0.30 per print per issue or $14,400.00 annually for the printing/polybagging of three Parks and Rec Fun Guides plus an annual shipping charge estimated at $15,000.00 for a Grand Total of $111,384.00. Magazine costs are offset by advertising revenue which is projected to be $125,000.00 annually.

These two print projects (Schertz Magazine and the Parks & Rec Fun Guide) are funded through separate line items in the Public Affairs budget. The Parks and Rec Fun Guide is based on a 16-page print publication and is funded by the Public Affairs Printing and Binding budget. Schertz Magazine pricing is based on a 32-page print publication and is funded through the Printing Services budget. As discussed at the City Council Budget Retreat on August 5, staff recommends the reduced magazine page count to mitigate the rising costs associated with paper. Schertz Magazine will be redesigned in the new 32-page format for the November issue.

City staff believes that Walsworth 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 for printing services. Staff is only seeking to contract for Schertz Magazine and the Parks and Rec Fun Guide 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 enter into an agreement with Walsworth for the printing and shipping of Schertz Magazine and the Parks and Rec Fun Guides. Scope of work will include proper printing and assembly of monthly editions of Schertz Magazine and 2 to 3 issues of the Parks and Rec Fun Guide.

COMMUNITY BENEFIT

Staff will continue to communicate the City’s message(s) to Schertz residents through Schertz Magazine, the City’s most successful communication tool. Schertz residents will continue to receive both Schertz Magazine and the Parks and Rec Fun Guides at a reduced cost overall.

SUMMARY OF RECOMMENDED ACTION

Staff recommends Council approval of Resolution 22-R-88 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 for Schertz Magazine and Parks and Rec Fun Guide printing services.

FISCAL IMPACT

Expenditures under this agreement will be based on the price list included in the attached agreement. 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 will be funded through available and approved funding in the Public Affairs Printing and Binding budget.

RECOMMENDATION

Staff recommends Council approval of Resolution 22-R-88.

Attachments
Service Agreement Walsworth
Resolution 22-R-88