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City Council Staff Report
DATE: DECEMBER 7, 2005 CONSENT CALENDAR
SUBJECT: APPROVE ANNUAL DISPLAY ADVERTISING CONTRACT WITH THE
DESERT SUN
FROM: David H. Ready, City Manager
BY: Assistant City Manager -- Administration
SUMMARY
The City runs a number of advertisements throughout the year in the Desert Sun.
These advertisements are placed by different City departments and are used primarily
to promote programs, services, and community events, Due to the volume of
advertising the City does each year, it is more cost effective for the City to enter into an
annual advertising contract with the Desert Sun rather than purchase ad space on an as
needed basis. This action authorizes the purchase of 1,000 column inches of
advertising space at a guaranteed rate per column inch used.
RECOMMENDATION:
1. Adopt Minute Order No. Approving a Purchase Order with the Desert Sun
for Display Advertising in an amount not-to-exceed $50,000.
2. Authorize the City Manager to execute all necessary documents to effectuate this
purchase.
STAFF ANALYSIS:
The City routinely uses the Desert Sun for advertising purposes. These advertisements
include, but are not limited to, various display ads and community notices. Specifically,
the Airport runs different ads throughout the year to promote air services. In addition,
the Parks and Recreation Department uses the Desert Sun to promote their recreational
programs and community events. Other departments regularly use the Desert Sun to
notify the community of meetings and workshops.
ITEM NO.
Annual Display Advertising Contract
January 3, 2007
Page 2 of 2
In order to receive the best possible rate for these ads, the Desert Sun offers an annual
advertising contract based on the number of column inches used annually.
Over the past few years, the City has used slightly over 1,000 column inches of
advertising space annually. As of December 2006, the City had purchased 1,540
column inches of display advertising totaling $57,750. Assuming the City purchases a
similar amount of advertising space in 2007, staff recommends that the City enter into
an advertising contract with the Desert Sun for a minimum of 1,000 column inches of
advertising space. At this level, the City will be guaranteed a contract rate of$35.25 per
column inch (Monday through Thursday) as compared to the open contract rate of
$64.50 per column inch. This is a savings of$29.25 per column inch.
FISCAL IMPACT: Finance Director Review
Funds for this purchase were appropriated through the annual budget process and are
available in several different department budgets.
y L But A sistant City Manager David H. Ready, City er
Attachments:
Minute Orders (1)
MINUTE ORDER NO.
APPROVING A PURCHASE ORDER WITH THE
DESERT SUN FOR DISPLAYING ADVERTISING
IN AN AMOUNT NOT-TO-EXCEED $60,000
I, James Thompson, City Clerk of the City of Palm Springs, hereby certify that
this Minute Order approving a purchase order with the Desert Sun for
displaying advertising in an amount not-to-exceed $60,000 was adopted by
the City Council of the City of Palm Springs, California, in a meeting thereof
held on the 3r`' day of January 2007.
James Thompson, City Clerk