SR-510-000
EPWM: CP: MC F:\EPWM\ADMIN\STAFFREPORTS\ESD1. doc
Council Meeting: January 11, 2000 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation to Authorize the City Manager to Negotiate and Execute
a Professional Services Contract with Cowan Communication Arts to Edit,
Design and Print the Environmental Services Directory
Introduction
This report recommends that the City Council authorize the City Manager to negotiate
and execute a professional services contract with Cowan Communication Arts in an
amount not to exceed $110,000 to edit, design and print the Environmental Services
Directory, and to approve $16,500 in contingency funds for the contract.
Background
The development and distribution of an Environmental Services Directory was identified
as a FY 1999/00 budget objective for the Environmental and Public Works Management
Department. The directory, which will be targeted to residents, provides reference and
contact information for a wide variety of municipal and local environmental services.
Discussion
Staff has developed the informational content of the directory and is now prepared to
retain a communications consultant to edit, design and print 65,000 copies of the
directory (60,000 in English and 5000 in Spanish). As the directory should clearly
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reflect the City's commitment to sustainability, a Request for Proposals was distributed
to four communication/design firms with demonstrated expertise in the production of
environmental awareness documents (e.g., effective design minimizing paper use and
waste, use of recycled paper and environmentally sensitive inks, and other factors
critical to sustainability). Three proposals were submitted and reviewed by a committee
of EPWM staff. The committee recommends Cowan Communication Arts based upon
the cost effectiveness, experience and qualifications demonstrated in their proposal.
It is anticipated that the Environmental Services Directory will be ready for initial
distribution at the Santa Monica Community Festival in April 2000. As noted in the
budget objective, the Directory also will be mailed to all Santa Monica residents. Costs
for mailing are not included as part of this contract. Additional copies (both English and
Spanish versions) will be made available in neighborhood community centers.
Budget/Financial Impact
Funding in the amount of $126,500 is available in Account #31-500-662-522540,
Environmental Programs Division Advertising.
Recommendation
This report recommends that the City Council authorize the City Manager to negotiate
and execute a professional services contract with Cowan Communication Arts in an
amount not to exceed $110,000 to edit, design and print the Environmental Services
Directory, and to approve $16,500 in contingency funds for the contract.
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Prepared by: Craig Perkins, Director of EPWM
Brian Johnson, Environmental Programs Coordinator
Melissa Cole, Senior Administrative Analyst
Dean Kubani, Senior Administrative Analyst
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