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HomeMy WebLinkAbout219-09 RESOLUTIONRESOLUTION NO. 219-09 A RESOLUTION TO APPROVE A CONTRACT WITH ARKANSAS DEMOCRAT -GAZETTE, INC. FOR RETAIL AND CLASSIFIED ADVERTISING BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: The City Council of the City of Fayetteville, Arkansas, hereby approves a contract with Arkansas Democrat -Gazette, Inc. for the provision of retail display advertising in an amount of $11.41 per column inch with a maximum of 2,250 column inches annually, and for classified display advertising in an amount of $10.50 per column inch Monday through Thursday, $10.90 per column inch Friday through Saturday, and $14.17 per column inch Sunday with a range of 39 to 75 total column inches monthly. A copy of the contract, marked Exhibit "A," is attached. PASSED and APPROVED this 3rd day of November, 2009. APPROVED: ATTEST: ByBy: IO ELD J I j ! AN, Mayor mat, SONDRA E. SMITH, City ulerk/Treasurer `....... /TR c.'o,, ,� G.•C\S Y p e .. a ..0' - U • : 3 FAYETTEVILLE: • :-N., y;N 1,' o"GT� Arkansas Democrat Gazette NORTHWEST ARKANSAS EDITION Published Monday Through Sunday • P.O. Box 1607, Fayetteville, AR 72701 • 479-442-1700 Retail Display Advertising Agreement Arkansas Democrat -Gazette, Inc./Northwest Arkansas Edition, Fayetteville, Arkansas September 28 20 09 . In consideration of your agreeing to furnish us local display advertising space in the Northwest Arkansas Democrat - Gazette at the rate of: $ 1 1_41 per column inch Monday -Thursday $ 11.41 per column inch Friday -Saturday $ 11.41 per column inch Sunday. Net per inch for each insertion, we hereby agree to use minimum space in that paper during the period of one year from the 1st day of November , 20 09 As follows. Northwest Arkansas Times Contract 2.250 - inches annual y We, in addition to the terms and conditions as hereinafter set forth, agree to pay monthly, as used, for such advertising on or before the 10th of the month following advertising, without discount. In the event scheduled payments are not received, adveniscments may be withheld until past due balances are brought current. If for any reason the minimum space contracted for should not be used by us within the contract period, we agree to pay the difference between the rate stated herein and the rate actually earned as per rates printed in the published rate cards. We agree that the Arkansas Democrat -Gazette, Inc./Northwest Arkansas Edition, shall have the right to revise the rates mentioned herein upon thirty days notice of us, but if such revision of the rate is not agreed to by us, either party shall have the right to terminate the contract without penalty at the end of thirty days notice. This contract covers only advertising classified as local display advertising, and its privileges cannot be transferred, in whole or in part, to another party. It is further agreed that there are no terms or agreements not set forth herein and that the rates and regulations or conditions contained in the published rate card are a part of this contract as fully as if they appeared on its face. This contract shall become effective on its acceptance by the publisher, general manager, or director of marketing of the Arkansas Democrat-Gazette/Northwest Arkansas Edition and shall run for a period of 12 months as set out above and shall automatically renew itself for like periods of 12 months, unless one of the parties hereto shall furnish the other written notice 30 days in advance of the expiration of any such 12 month period of intention to cancel the agreement. Arkansas Democrat -Gazette, Inc./ Northwest Arkansas Edition By Advertising Representative Accepted for the Arkansas Democrat -Gazette Inc./Northwest Arkansas Edition By Director of Sales & Marketing City of Fayetteville Name of Company/Advertiser By Address Billing Address 113 W. Mountain Fayetteville, AR 72701 Acct # 1512599, 1510957, 1559194 Arkansas Democrat Gazette NORTHWEST ARKANSAS EDITION Published Monday Through Sunday • P.O. Box 1607, Fayetteville, AR 72701 • 479-442-1700 Classified Display Advertising Agreement Arkansas Democrat -Gazette, Inc./Northwest Arkansas Edition, Fayetteville, Arkansas September 28 20 09 . In consideration of your agreeing to famish us local display advertising space in the Northwest Arkansas Democrat - Gazette at the rate of: $ 10.50 per column inch Monday -Thursday $ 10.90 per column inch Friday -Saturday $14.17 per colunm inch Sunday. Net per inch for each insertion, we hereby agree to use minimum space in that paper during the period of one year from the 1st day of November , 20 08 As follows. 39-75 inches monthly We, in addition to the terms and conditions as hereinafter set forth, agree to pay monthly, as used, for such advertising on or before the IOth of the month following advertising, without discount. In the event scheduled payments are not received, advertisements may be withheld until past due balances are brought current. if for any reason the minimum space contracted for should not be used by us within the contract period, we agree to pay the difference between the rate stated herein and the rate actually earned as per rates printed in the published rate cards. We agree that the Arkansas Democrat -Gazette, Inc./Northwest Arkansas Edition, shall have the right to revise the rates mentioned herein upon thirty days notice of us, but if such revision of the rate is not agreed to by us, either party shall have the right to terminate the contract without penalty at the end of thirty days notice. This contract covers only advertising classified as local display advertising, and its privileges cannot be transferred, in whole or in pan, to another party. It is further agreed that there are no terms or agreements not set forth herein and that the rates and regulations or conditions contained in the published rate card are a part of this contract as fully as if they appeared on its face. This contract shall become effective on its acceptance by the publisher, general manager, or director of marketing of the Arkansas Democrat-Gazette/Northwest Arkansas Edition and shall run for a period of 12 months as set out above and shall automatically renew itself for like periods of 12 months, unless one of the parties hereto shall furnish the other written notice 30 days in ad0ance of the expiration of any such 12 month period of intention to cancel the agreement. Arkansas Democrat -Gazette, Inc./ Northwest Arkansas Edition By Advertising Representative Accepted for the Arkansas Democrat -Gazette, Inc./Northwest Arkansas Edition By Director of Sales & Marketing City of Fayetteville Name of Company/Advertiser By Address Billing Address 113 W. Mountain Fayetteville, AR 72701 Acct # L4998373, 5338652, 5182985, 5233671 Peggy Vice Submitted By City of Fayetteville Staff Review Form City Council Agenda Items or Contracts November 3, 2009 City Council Meeting Date Purchasing Division Action Required: Finance & Internal Services Department Council approval of contract with Arkansas Democrat Gazette for retail and classified advertising to decrease cost o legal advertising. N/A Cost of this request Various Departments- 5301.00 Account Number Project Number $ 107,755.00 Category / Project Budget 34,792.00 Public Notification Program Category / Project Name Public Notification Funds Used to Date Program / Project Category Name 72,963.00 Various Funds Remaining Balance Fund Name Budgeted Item X Budget Adjustment Attached Departm irector ,474< C(tyARorney _4.,4. -LS 0. Previous Ordinance or Resolution # 10- 11- xoa9 Date Original Contract Date: Original Contract Number: /o -/t-7 Date Fin Itce and Inte al Service Director Date /0-/1-09 0Aff. Mayor Received in City Clerk's Office Nitntu to-it-oq Received in Mayor's Office Comments: Rttevtk ARKANSAS THE CITY OF FAYETTEVILLE, ARKANSAS To: Mayor and City Council Thru: Paul Becker, Finance & Internal Services Director From: Peggy Vice, Purchasing Manager j' (3 J.fLQ Date: Oct. 12th, 2009 Subj: Newspaper Legal & Display Advertisements Recommendation. Staff recommends City Council approve contracts for legal and display ads with Arkansas Democrat Gazette for the following public notifications: Legal Notices in Classified Section — Monday -Sunday Public Meetings Bid Ads Agendas Ordinances Bond Issues Display Advertising — Monday -Sunday Planning Commission Agenda Items Holiday Schedules for Solid Waste Human Resource Ads Discussion: The City's website has given the City the ability to provide quality public notification to citizens, but ordinances, bond issues, bid advertisements, job openings, etc. are required by code to be published in the newspaper. The City currently budgets over $100,000 for public notification. The contract price for retail display advertising is $11.41/column inch. The contract price for classified or legal ads has a tiered rate. The Monday through Thursday tier is $10.50/column inch, Friday through Saturday is $10.90/column inch and Sunday is $14.17/column inch. Without the contract the rates would be approximately 32 percent over the contracted price. These rates are slightly higher than last year's rates because the City did not publish it's contracted amount of inches. Arkansas Democrat Gazette will not bill the City for the shortfall on the contract. These contracts offer the City the best opportunity to insure cost containment of advertising expenditures while reaching the majority of citizens and potential bidders in a cost effective manner. • RESOLUTION NO. A RESOLUTION TO APPROVE A CONTRACT WITH ARKANSAS DEMOCRAT -GAZETTE, INC. FOR RETAIL AND CLASSIFIED ADVERTISING BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: The City Council of the City of Fayetteville, Arkansas, hereby approves a contract with Arkansas Democrat -Gazette, Inc. for the provision of retail display advertising in an amount of $11.41 per column inch with a maximum of 2,250 column inches annually, and for classified display advertising in an amount of $10.50 per column inch Monday through Thursday, $10.90 per column inch Friday through Saturday, and $14.17 per column inch Sunday with a range of 39 to 75 total column inches monthly. A copy of the contract, marked Exhibit "A," is attached. PASSED and APPROVED this 3rd day of November, 2009. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer 06-1',pn, S j eA D (u.+ion (dao petAALa niu'S Pere. - way- -F %nct.0 +L actinAketil, PALO 6 9 Re• advertising Page 1 of 3 Sondra Smith - Re: advertising From: Peggy Vice To: Classifieds, NWA Democrat -Gazette Date: 11/10/2009 12:54 PM Subject: Re: advertising Friday will work for me. Thanks. »> On 11/10/2009 at 11:50 AM, in message <C71F040B.26CDE%classifieds@nwanews.com>, NWA Democrat -Gazette Classifieds <classifieds@nwanews.com> wrote: Peggy, can we make it the end of the week. I need to get with Mr. Blankenship and make sure that I have the information correct for the new contract rate before I bring it down to you. He is in meetings most of the day today. ' I am going to be out tomorrow, I have to take my son to the doctor. If Friday will work for you I will see you then. Thanks so much, Cathy on 11/9/09 5:07 PM, Peggy Vice at pvice@ci.fayetteville.ar.us wrote: I have a doctor's appointment in the morning, but can see you after that. I should be in by 10:00. Thanks. Peggy Vice, CPPO, CPPB Purchasing Manager 113 W Mountain Fayetteville, AR 72701 Phone: 479/575-8289 Fax: 479/575-8257 TDD (Telecommunications Device for the Deaf): (479) 521-1316 P Please consider the environment before printing my e-mail »> On 11/9/2009 at 5:02 PM, in message <C71DFBA8.26C88%classifieds@nwanews.com>, NWA Democrat - Gazette Classifieds <classifieds@nwanews.com> wrote: Peggy, I will need to bring you the new contract with the New company name and information. If you need to send it back to council I understand. I will give you a call in the morning to set up a time to come and see you. Thanks Cathy on 11/9/09 4:43 PM, Peggy Vice at pvice@ci.fayetteville.ar.us wrote. Hi Cathy. Council approved the advertising contract. Can someone come over and sign the contract or would you like me to run them over? Peggy Vice, CPPO, CPPB Purchasing Manager 113 W Mountain Fayetteville, AR 72701 file://C:\Documents and Settings\ssmith\Local Settings\Temp\XPgrpwise\4AF9626FFAYETTEVILLEC... 11/12/2009 Re: advertising Page 2 of 3 J' Phone: 479/575-8289 Fax: 479/575-8257 TDD (Telecommunications Device for the Deaf): (479) 521-1316 P Please consider the environment before printing my e-mail »> On 11/3/2009 at 5:01 PM, in message <C7161270.26A49%classifieds@nwanews.com>, NWA Democrat -Gazette Classifieds <classifieds@nwanews.com> wrote: Peggy, I do not know anything yet either, The rates for the new company will be changing, but, you will still get the contract level that you agreed to. Cathy on 11/3/09 4:34 PM, Peggy Vice at pvice@ci.fayetteville.ar.us wrote: I haven't heard anything, so I'm assuming everything's okay for tonight's Council Meeting. »> On 10/27/2009 at 12:17 PM, in message <C70C8765.266AE% classifieds@nwanews.com>, NWA Democrat -Gazette Classifieds <classifieds©nwanews.com> wrote. Peggy, as soon as I know more I will let you know. We are changing the name of the company to be Northwest Arkansas Newspapers LLC. It will probably be next week before I have more information, but as soon as I know something I will let you and Andrea know. Thanks Cathy on 10/27/09 7:53 AM, Peggy Vice at pvice@ci.fayetteville.ar.us wrote: Cathy- Since you guys changed your name do we need to change the contract to reflect your correct name? »> On 10/2/2009 at 9:46 AM, in message <C6EB6E6C.25D95% classifieds@nwanews.com>, NWA Democrat -Gazette Classifieds <classifieds@nwanews.com> wrote: HI Peggy, do you have an update from the city council meeting on Tuesday regarding the advertising. Do you know if they are planning on doing something different? Thanks for your help, Cathy file://C:\Documents and Settings\ssmith\Local Settings\Temp\XPgrpwise\4AF9626FFAYETTEVILLEC... 11/12/2009