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RESOLUTION: 2004-20
SUBJECT: Printing and mail preparation contract for Looking at Lakewood, the city's newsletter, and Community Connection, the Community Resources Department's catalog. This contract would also include a charge to insert Bravo, the Heritage, Culture and Arts Division's publication, into Looking at Lakewood for mailing. This contract, however, does not include the cost of postage to mail all three of these publications.
ADDRESS: The City Manager's Office, 480 S. Allison Parkway, Lakewood, 80226
RECOMMENDATION: Mayor and City Council authorize executing a contract with Lehman Communications Corp. for approximately $92,200 for one year with the option to renew for four years. We would also request the authorization for a contingency amount not to exceed 10 percent, or $9,220, to allow Looking at Lakewood or Community Connection to print more pages in some editions during the year.
Following is the itemization of the $92,200:
Printing and mail preparation for six editions of Looking at Lakewood with eight pages in each edition: $25,300.
Printing and mail preparation for three editions of Community Connection with 56 pages and glossy cover for each edition: $64,200.
Insertion of three editions of Bravo into Looking at Lakewood for mailing: $2,700.
FUNDING SOURCE: The departmental budgets for City Manager's Office and Community Resources Department.
SUMMARY AND BACKGROUND OF SUBJECT MATTER: Lehman Communications has served as the printer for Looking at Lakewood, the city's external newsletter, and Community Connection, for more than 10 years. It is the recommendation of the City Manager's Office to keep Lehman as the vendor for this contract. While we have explored other printers as possible vendors, we have not found a company that can provide both the printing and mail preparation that Lehman provides. Additionally, when this contract has been bid in the past, Lehman has been the successful bidder.
This company not only prints more than 70,000 copies of Looking at Lakewood, it also prepares those newsletters for bulk mailing through the U.S. Post Office. Lehman sorts the newsletters, with Community Connection and Bravo inside, into "carrier route bundles." This level of sorting allows a postal carrier to pick up a bundle, place it in a mail truck and deliver it on his or her route. The U.S. Post Office does not have to perform any sorting of the bulk mailing, and this saves Lakewood money on its mailing costs for the newsletter, which reaches every Lakewood business and household.
The contract with Lehman accomplishes both printing and mail preparation of Looking at Lakewood for about 6 cents a copy. Additionally, Looking at Lakewood provides a way for the city to mail Community Connection, and Bravo in a cost-efficient manner. The two publications are inserted into Looking at Lakewood, allowing those departments to reach each Lakewood business and household. Inserting Community Connection and Bravo into Looking at Lakewood is significantly cheaper than Community Resources mailing those publications out independently.
RESOLUTION ADOPTION DATE: February. 23, 2004
ORIGINATED BY: City Manager's Office
STAFF PERSON RESPONSIBLE: Stacie Oulton, Public Information Officer, 303-987-7058
DOCUMENTS ATTACHED: Resolution 2004-20
SUBMITTED BY:
Stacie Oulton, Public Information Officer
REVIEWED BY:
Joni Inman, Director Mayor and City Manager's Office
Michael J. Rock, City Manager
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