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City to renew newsletter printing with PrintWest under short-term agreement while staff considers a competitive process
Summary
Staff told council that the city's quarterly newsletter printing will continue with PrintWest (formerly Lithocraft) on a contract up to $40,000; council members asked for a one-year term to allow a competitive procurement in 2025 and staff said the mayor can sign the one-year contract under purchasing rules.
Clark McClain, describing a proposed agreement for quarterly newsletter printing and mailing, told the council Jan. 29 that Lithocraft had been purchased by PrintWest and rising costs required a new contract because projected spending would exceed the $30,000 threshold that triggers council approval.
McClain said the city's newsletter and postage last year cost roughly $18,000 and the proposed contract is written for up to $40,000 to cover printing and mailing costs through the year. Councilors expressed support for keeping a vendor that has produced the newsletter reliably but asked staff to limit the term to one year so the city can issue a competitive request for proposals and preserve the March printing cycle.
Council members also asked about language access (McClain said Spanish responses were low but staff would provide exact counts), union status of the new owner and whether including advertising (as other cities do) could offset costs. McClain said the city produces newsletter content in house and outsources printing and mailing; he said he would gather more information on advertising revenue in neighboring jurisdictions if the council wished to explore that option.
Procedural note: staff said a one-year contract for the printing and mailing falls under the city's purchasing policy and may be signed by the mayor without further council action to avoid delaying the spring mailing.
Ending: Council supported a one-year contract so staff can maintain the March newsletter schedule and pursue a competitive procurement for subsequent years; staff will provide additional information on Spanish-language responses and advertising examples.
