4926-1751-5961v1/022283-0549
STAFF REPORT
City of Lancaster
CC
7/14/2026
TN
Date: July 14, 2026
To: Mayor Parris and City Council Members
From: Sonya Patterson, Director - Parks, Arts, Recreation, and Community Services Subject:OUTLOOK Magazine Production Services Professional Services Agreement Amendment
Recommendation:
a. Amend the agreement with Advantage Mailing LLC to extend the term by one year to June 30, 2027, and increase the contract amount by $252,466.05. b. Appropriate $5,373.19 from the General fund to account 10115000.5730 for Fiscal Year 2026
c. Appropriate $8,125.72 from the General Fund to account 10160200-5730 for Fiscal Year 2027
d. Authorize the City Manager or designee to execute all contracts and associated documents, including sub recipient agreements and partner agreements, subject to City Attorney approval.
G.C. Section 84308: No
Fiscal Impact:
FY 26: $5,373.19, FY 27: $8,125.72 (includes 10% contingency); with these actions sufficient funds are available in accounts 10115000.5730 and 10160200.5730.
Background:
Since Lancaster's incorporation in 1977, the OUTLOOK Magazine has served as one of the City's primary communication tools with residents. Published quarterly and distributed to approximately 63,500 households and businesses throughout Lancaster, the magazine provides information on City programs, services, events, initiatives, and community resources.
While the City continues to expand its digital communication platforms, the printed OUTLOOK Magazine remains an effective method of reaching residents across all demographics, including those with limited access to online resources. The publication ensures City information is delivered directly to every household and business within the community. 4926-1751-5961v1/022283-0549
On December 12, 2023, the City Council awarded a Professional Services Agreement to Advantage Mailing, LLC following a competitive Request for Proposals (RFP No. 803-24) process. Advantage Mailing, LLC has consistently provided high-quality printing, mailing, and production services while meeting the City's publication schedules and quality standards.
The current agreement expires on June 30, 2026. To ensure uninterrupted production and distribution of the OUTLOOK Magazine while the City evaluates future publication needs and procurement options, staff recommends extending the existing agreement for an additional one- year term through June 30, 2027.
The amendment increases the contract amount by $44,340.33 for Fiscal Year 2025-2026 to cover additional costs required per SB1383 and additional pages for publications over the initial term.
These services were included in the RFP proposal; however, they were inadvertently left out of the initial City Council authorized agreement. The proposed amendments will also extend the agreement by 1 year for production and packaging services for four quarterly issues during Fiscal Year 2026-2027 at a total cost of $208,125.72 including a 10% contingency to address potential fluctuations in paper and printing costs.
The scope of work under the amendment includes production, printing, and packaging of four quarterly editions of the OUTLOOK Magazine, each consisting of approximately 48 to 56 pages with a distribution of approximately 63,500 copies per issue:
Fall 2026 – Mailing anticipated mid- to late-August 2026 Winter 2027 – Mailing anticipated mid- to late-November 2026 Spring 2027 – Mailing anticipated mid- to late-February 2027 Summer 2027 – Mailing anticipated mid- to late-May 2027 Advantage Mailing, LLC has been in business since 1994 and has extensive experience producing the City's OUTLOOK Magazine. Throughout the current agreement, the company has consistently demonstrated responsive customer service, reliable production schedules, and the operational capacity to accommodate the City's publication needs. Staff is confident that extending the existing agreement will provide continuity of service and ensure the continued delivery of a high-quality publication to Lancaster residents.
Attachment(s):
2024 Professional Services Agreement
Amendment No. 1 to Agreement for Professional Services