Memorandum

City of Lawrence

Parks and Recreation Department

TO:	Dave Corliss, City Manager Diane Stoddard, Assistant City Manger Casey Toomay, Assistant City Manager
CC:	Ernie Shaw, Interim Director, Parks and Recreation Department Mark Hecker, Assistant Director, Parks and Recreation Department Sean Sloan, Purchasing Agent
FROM:	Roger Steinbrock, Marketing Supervisor, Parks and Recreation Department
DATE:	Wednesday, April 1, 2015
RE:	Agenda Item –  2015 Summer/Fall Activities Guide

Please include the following item on the City Commission consent agenda for consideration at the Tuesday, April 7, meeting:

Approve cost of 2015 Summer/Fall Activities Guide with the Lawrence Journal-World

Billing advertisers, printing and distribution of bi-annual activities guide listing classes and programs of the Parks and Recreation Department. 40,000 copies of the 80-page book are printed. More than 29,000 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 area businesses.

The activities guide is Parks and Recreation’s way 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, we looked at alternative delivery methods and found the method we’ve used in the past continues to be the best both in the economic and market saturation sense. 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. When space is available, other City departments are provided space to advertise upcoming events and programs coordinated through the City’s Communication Manager.

Ads billed by the Journal-World for the summer/fall edition will be $1250, making $17,370 the amount to be funded through the Marketing Division, recreation account 211-4000. The remaining $1,060 is for pages funded by three (3) different city accounts through the Communications Manager’s office.

The Parks & 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