Agenda #: 5.7
Meeting Date: December 20, 2022
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: PURCHASE ORDER WITH THE UNITED STATES POSTAL SERVICE FOR BULK MAILING POSTAGE THROUGH JUNE 30, 2023.
STRATEGIC
GOAL: Open, Engaged & Responsive Government
RECOMMENDATION:
Approve and authorize the City Manager to sign the purchase order with the United States Postal Service.
FINANCIAL IMPACT:
The total not-to-exceed amount of the Purchase Order for the 2022/23 Fiscal Year would be $36,500. Sufficient funds are included in this fiscal year’s Public Information Division budget to cover the cost of such services.
BACKGROUND:
In support of the Council’s Strategic Plan Goal of Open, Engaged and Responsive Government, mass mailings are often conducted to ensure the timely distribution of information and to increase awareness of high-profile projects.
A key example, is the mailing of the City’s monthly newsletter, Diamond Bar Connection. The newsletter is issued nine times per year in either a four-page or sixpage newsletter format, and is expanded to a 32-page brochure three months of the year to include the recreation activities guide. The Diamond Bar Connection serves as the consistent, primary source of printed communication between the City and the community. Each issue is mailed monthly to approximately 22,500 residential and business addresses in Diamond Bar.
In addition to the monthly newsletter, periodic mass mailings have been conducted for special projects such as the Town Center Specific Plan, General Plan Update, Diamond Bar Restaurant Week, Diamond Bar Center Bridal Show, and COVID-19 updates.
ANALYSIS:
The City maintains a Standard Mail or bulk mailing permit (#3339). This permit allows for the mailing of large quantities of printed pieces that are identical in content, size and weight at a lower postage rate. The current standard mailing rate is approximately $0.175 per piece.
One invoice in the amount of $25,000 was previously processed for this vendor within the current fiscal year. Therefore, City Council authorization is required for this new purchase order given that total payments to the vendor within the current fiscal year are anticipated to exceed the authorization limit of the City Manager.
PREPARED BY:
REVIEWED BY: