Submitted by: Laura Reams
Submitting Department: Communications
Agenda Section: Discussion
Item Title:
title
FY23 Hyattsville Life and Times Contract
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Suggested Action:
recommendation
For discussion. Proposed motion below.
I move the Mayor and Council authorize the City Administrator to enter a three-year contract with Streetcar Suburbs for City advertising in the Hyattsville Life & Times at a cost not to exceed $38,770 for FY23, with a total cost not to exceed $124,650 for the three-year term. This contract is subject to the review and approval by the City Attorney for legal sufficiency. I further move the Mayor and Council amend the FY23 Communications Budget in the amount of $6,850 to support the increase in contractual value for this contract.
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Summary Background:
The City has purchased advertising space in the Hyattsville Life and Times to promote City news and activities for many years. The current ad purchase includes two (2) center pages, an additional page of advertisement which is split into two ½ pages, and a front-page ad noting that the Hyattsville Reporter is inside. Design services for the page layout are included. In FY22, the Council approved a 3% cost increase for this contract. The year prior in FY21, the Council authorized an increase of 6%.
The Life and Times requested an increase of 48% for FY23 citing increased costs for paper, printing, postage, and inflation for a total annual contractual value of $49,000. The contractor offered to consider the inclusion of new services or changes to the City’s contract as part of this request. Staff reviewed the request internally and with the Executive Committee and declined to support at the level requested. However, staff recognizes the value of the newspaper to the community and believes the City’s contract provides an effective vehicle to convey City news to the public. An evaluation of the existing contract was conducted, and staff considered changes and new services to enhance the utility of this communication method.
Staff has negotiated the following changes and new services to the City’s contract at a proposed increase of 20% for FY23, with set increases of 7% annually for FY24 and FY25 as detailed in the table below.
Changes and new services are listed in bold.
- Four consecutive pages of the Hyattsville Reporter in a pull-out, center section of the newspaper. This includes the addition of one (1) full page to be utilized for a City calendar, and the shift of the City’s purchase of one page of full color advertising from a half page preferred placement on pages two (2) to four (4) and a separate half page, to the back page of the pull-out section (the 4th consecutive page). The City calendar page will be under the sole editorial control of the City and non-City events cannot be comingled on the page.
- Two website advertising spots per month to be displayed on streetcarsuburbs.news.
- Enhanced re-design services for the Hyattsville Reporter to refresh the header, layout, and include at least one larger picture on the front page.
- Continued purchase of three centerfold inserts of up to eight-pages each and one (1) front page sticker, printed and shipped by the City to the Contractor’s printer.
- A 2.5-column-inch advertisement in full color, with preferred placement.
- A minimum of 100 copies of the Contractor’s newspaper delivered to the City’s offices each month.
Three-year contract with Streetcar Suburbs
|
Fiscal Year |
Annual Expenditure |
% Increase |
|
FY22 |
32,308 |
3% |
|
FY23 |
38,778 |
20% |
|
FY24 |
41,484 |
7% |
|
FY25 |
44,388 |
7% |
Streetcar Suburbs has accepted the terms of the proposed three-year contract and a representative will be available to answer questions from the Council.
Next Steps:
Upon Council approval, the contract will be reviewed and approved by the City Attorney. New services will be implemented by the contractor in coordination with City staff.
Fiscal Impact:
FY23 - $38,778, requiring a budget amendment of $6,850.
City Administrator Comments:
For Council discussion.
Community Engagement:
Purchasing space in the Life and Times is a tool for community engagement.
Strategic Goals:
Goal 1 - Ensure Transparent and Accessible Governance
Legal Review Required?
Pending