HomeMy WebLinkAbout12/7/2005 - STAFF REPORTS (25) OFppLM SpR '
°q<,FQRa,P 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 annual rate.
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. 2. N .
In order to receive the best possible rate for these ads, the Desert Sun offers their
customers an annual advertising contract. These contracts, which are based on the
number of column inches used annually, offer rates that are typically half the cost of the
open advertising rate.
Over the past few years, the City has used slightly over 1,000 column inches of
advertising space. Last year, the City spent $48,930 for displaying advertising. In light
of this, staff recommends that the City enter into an advertising contract with the Desert
Sun to purchase a minimum of 1,000 column inches of advertising space in an amount
not-to-exceed $50,000 for fiscal year 2005-06. At this level, the contract rate will be on
average $37.50 per column inch as compared to the open contract rate of $63.87 per
column inch. This is a savings of $26.37 per column inch.
FISCAL IMPACT: Finance Director Revi . ,
Funds for this purchase were appropriated through the budget process by several
different departments.
I L. Butzl ff, A sistant City Manager David H. Ready, C t 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 $50,000
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 $50,000 was adopted by the City Council of
the City of Palm Springs, California, in a meeting thereof held on the 7T" day of
December 2005.
James Thompson, City Clerk