SR - AGR-6001.1 - FIRST AMENDMENT DESIGN AND PRINTING OUR ORANGE MAGAZINEAGENDA ITEM
F June 14, 2016
TO: Honorable Mayor and
Members of the City Council
THRU: Rick Otto
City Manager
FROM: Bonnie Hagan jk
Community Services Director
ReviewedNerifie
City Manager
Finance Direct
To Be Presented By: Bonnie Hagan
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Plan/Environ
1. SUBJECT
First Amendment to Services Agreement No. 6001 with Harlan West Design Studio (HWDS) for
the design and printing of the Our Orange (formerly Orange Progress) city brochure, for an
amount not to exceed $104,500.
2. SUMMARY
This amendment exercises the one year extension of an existing 3 -year agreement with HWDS to
design, oversee printing and coordinate delivery of four issues, including Winter 2016/17, Spring
2017, Summer 2017 and Fall 2017, of Our Orange.
3. RECOMMENDED ACTION
Approve amendment and authorize the Mayor and City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
Upon adoption of the proposed FY 17 annual budget, funds will be available to cover the cost of
the amendment as follows:
100.7003.51761.17009 Orange Progress $104,500.00
This amount is offset by a $40,000 contribution from CR &R, Inc. for environmental news in
each issue.
ITEM 3 I� 1 6/14/2016
5. STRATEGIC PLAN GOAL(S)
3. Enhance and promote quality of life in the Community.
b. Deliver high quality and safe recreational, social, environmental educational and cultural
services.
e. Develop and strengthen collaborative partnerships to enhance and promote quality of life
programs, projects and services.
6. GENERAL PLAN IMPLEMENTATION
Goal 5.0 Provide recreational facilities and programs that adequately serve the needs of
residents.
Policy 5.2: Provide a range of high quality recreational facilities and programming to serve a
broad cross section of residents, including youth, seniors, young adults, mature adults, and people
with disabilities.
7. DISCUSSION and BACKGROUND
The quarterly Our Orange is delivered to every household in Orange and includes city news,
recreation classes, programs and events of interest to the Orange community. It is the primary
source of printed communication between the City and the community.
In 2013, the City issued a Request for Proposal for consultant services to oversee the design and
printing of Our Orange. After a competitive bid process, the contract was awarded to HWDS.
The agreement was for 3 years and included an option for a one 1 -year extension. Approval of
this amendment extends the original agreement for one year. During spring of FY 17, staff will
solicit proposals to select a vendor to design and print Our Orange for FYI and beyond.
Our Orange varies from 44 — 52 pages (including the cover) depending on class schedules and
content. The cost is approximately $95,000 per year to design and print four issues. This, along
with a $9,500 contingency to cover unanticipated extra work accounts for a not -to- exceed
amendment total of $104,500. This compensation is consistent with the original 3 year
agreement. Forty thousand dollars ($40,000) of this cost is offset by CR &R, Inc., which
contributes to Our Orange in lieu of producing and distributing a separate environmental
newsletter. Per that agreement, two pages of the publication are allocated to CR &R for
environmental news.
This agreement does not include postage. Postage for Our Orange is approximately $7,500 per
issue ($30,000 per year) and is paid directly to the United States Postal Service. Funds for
postage are included in the proposed FY 17 annual budget in account number
100.7003.51021.17009.
ITEM 2 6/14/2016
8. ATTACHMENTS
• First Amendment to Services Agreement No. 6001.1
• Services Agreement No. 6001
ITEM 3 6/14/2016