2002 AGN DEC 03 I10 - Laserfiche WebLink

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CITY OF COLTON AGENDA REPORT For the City Council Meeting of December 03, 2002 TO: Honorable Mayor and City Council FROM: Thomas K. Clarke, Electric DirectorTM— SUBJECT: Amendment to Contract for Marketing Materials/Annual Report DATE: November 13, 2002 Item #10 On April 16, 2002,City Council authorized Colton Public Utilities to enter into a professional services agreement with MPB Creative Services for design and printing services for the utilities' annual report, informational brochures, and promotional items. The Public Utilities Department utilizes the brochures as a communication tool by inserting them with the utility bills. The brochures and promotional items are also distributed to the public at various community events in order to educate our customers of the services provided by the Department. The contract was awarded for an estimated amount of $20,000 for one year, with the option to renew for one additional year. DISCUSSION / ANALYSIS: The original estimate of $20,000 was insufficient for the needs of the Department. Additional promotional advertisement and brochures are planned. Two advertisements will appear in Inland Empire Magazine promoting the City and its electric utility. Utility bill inserts, with current information, will be sent on a monthly basis, rather than two or three times a year. There will be no additional postage costs for the additional mailings. The postage is the same for an empty envelope, as it would be for one up to the maximum allowable weight. Using the full extent of the postage is a cost-effective way to get additional messages to the customer. To accomplish these goals, a change order in the amount of $36,185.00 to the current contract is needed. In addition, the Department intends to exercise the option to renew the contract for one additional year, at the new total contract amount. At the end of the second contract year, the Electric Utility will go out to bid for the graphic services. ALTERNATIVES: None FISCAL IMPACT: These services will be paid from Electric professional services account number 520-8000-8005-2350-0923-000 ENVIRONMENTAL IMPACT: None RECOMMENDATION Staff recommends that the City Council authorize Colton Public Utilities to approve a change order to the contract with MPB Creative Services in the amount of $36,185.00. REVIEW TEAM ONLY City Attorney: /l/J7`• J f 6W,- -- _ Finance Director: City Manager: