CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: December 6, 2023
To: Honorable Mayor and City Council Members
From: Charles A. Montoya, City Manager;
Lydie Gutfeld, Director of Parks, Recreation & Community Services
Department: Parks & Recreation & Community Services
Subject: Amendment No. 3 to the Professional Services
Agreement with the PM Group, DBA the Printery, in
the amount of $75,000 for the design, print, and mail
preparation of City of San Bernardino Parks,
Recreation and Community Services trimester
brochure for FY2023-2024
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California adopt resolution No. 2023-181 to:
1. Authorize the City Manager to execute Amendment No. 3 the Professional Services Agreement with the Printery for the design, print, and mail preparation of the City of San Bernardino Parks, Recreation and Community Services Department (PRCSD) trimester brochure for FY2023-2024.
2. Authorize the Director of Finance & Management Services to issue a purchase order not to exceed the amount of $75,000.
Executive Summary
The City of San Bernardino entered a professional services agreement with the PM Group, DBA the Printery, for the design, print, and mail preparation of the Parks, Recreation and Community Services brochure in FY2021/22 with the option to extend the contract up to four (4) additional one (1) year periods. This will be the third extension with an amount not to exceed $75,000 for FY 2023/24.
Background
The Parks, Recreation, and Community Services Department (PRCSD) provides a diversified system of open spaces, meeting centers, programs, and community services to meet social and leisure needs and enhance the quality of life for all city residents. The PRCSD brochure plays a critical role in communicating the department mission to the community and is mailed directly to approximately 17,000 residences; additional copies are printed and available at all City of San Bernardino Community Centers, Libraries, the Call Center and at Recreation information booths at various community and special events throughout the year.
The brochure of activities provides information and highlights the quality programming offered through the department divisions: Aquatics, Sports, Center for Individual Development, Special Events, Community Centers, Senior Services including Retired Senior Volunteer Program and Senior Companion Program, and Outdoor facilities including picnic areas, community gardens, outdoor sports courts, special play courts, exercise equipment, and sports fields.
Discussion
Prior to printing our trimester brochure and increasing our social media presence residents were mostly unaware of all the services the PRCSD provided. Once printing, the city saw an increase of attendance and participation in daily programs at the community centers and parks, as well as special events. The brochure serves as a guide for ongoing and seasonal activities, programs, and events; this equates to more service participation and higher revenues through user fee collection.
Staff recommends the City execute a one-year extension to the PSA for the design, print and mail of City of San Bernardino PRCSD trimester brochure for FY2023-2024.
The City reserves the right to extend the contract up to four (4) additional one (1) year periods. The total amount not to exceed is 110% of the annual contract amount of $75,000. Due to national paper shortage, staff have found that the cost of printing has increased. The FY 2023-2024 PSA with the Printery will be for no more than $75,000, with an effective date of November 10, 2023.
2021-2025 Strategic Targets and Goals
Adoption of this resolution aligns with Key Target No. 2: Focused, Aligned Leadership and Unified Community by providing access to information through the PRCSD brochure, which will boost program participation and community engagement; and Goal No. 3: Improved Quality of Life by serving as a tool to enhance customer service and a primary promotional source for essential PRCSD services and facilities to the community.
Fiscal Impact
The Fiscal Year 2023-2024 adopted budget currently has $105,000 budgeted for the design, print, and mail of the City of San Bernardino PRCSD trimester brochure.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California adopt resolution No. 2023-181 to:
1. Authorize the City Manager to execute Amendment No. 3 the Professional Services Agreement with the Printery for the design, print, and mail preparation of the City of San Bernardino Parks, Recreation and Community Services Department (PRCSD) trimester brochure for FY2023-2024.
2. Authorize the Director of Finance & Management Services to issue a purchase order not to exceed the amount of $75,000.
Attachments
Attachment 1 – Resolution 2023-181 Printery PSA Brochure Attachment 2 – Amendment No 3 - Extension
Ward:
ALL WARDS
Synopsis of Previous Council Actions:
October 21, 2021 Mayor and City Council of the City of San Bernardino, CA adopted Resolution 2021-253 approving the PSA between the City and the PM Group in the amount of 67,635 for the print and design of the PRCSD trimester brochure.
October 20, 2022 Mayor and City Council of the City of San Bernardino, CA approved Amendment 1 to the PSA between the City and the PM Group, increasing the compensation to $97,635 to cover Spanish translation services and extending the contract to August 31, 2022.
December 7, 2022 Mayor and City Council of the City of San Bernardino, CA approved Amendment 2 to the PSA between the City and the PM Group, increasing the compensation to $181,135 to cover Spanish translation services and extending the contract to August 31, 2023