The purpose of this Mayor and Council Communication (M&C) is to take actions associated with advertising and publications in the City's official newspaper for the current and upcoming fiscal years.
Chapter XXVII § 17 of the City Charter requires the City to annually advertise for bids, let a contract, and designate an official newspaper for City publications and advertisements. City departments use the official newspaper for the publication of bid announcements, personnel advertisements, notice of surplus property sales, ordinances, special notices and all other notices or publications required or authorized by State Law, the City Charter, City Ordinance or other regulations.
Current Year Contract:
On September 12, 2017, the City Council approved M&C P-12094, authorizing an Agreement with the Fort Worth Star-Telegram for the publication of official City notices and advertising for Fiscal Year 2018 in an amount up to $200,000.00. The Agreement did not specify an original contract price, but instead specified unit prices to be purchased on an as-needed basis. Although the intention of the contract was to procure services for the entire fiscal year, the M&C set an expiration date of September 12, 2018.
Because advertising usage during the year was higher than anticipated, an amendment increasing the total spend to $250,000.00 was executed, in accordance with delegated authority under Section 2-9 of the City Code.
Staff is now requesting authorization to amend the existing Purchase Agreement to increase the amount by an additional $50,000.00, for a total amount up to $300,000.00, and to extend the term through September 30, 2018 in order to align with the fiscal year.
It is important to note that the unit prices are not increasing and that the increase in the total contract amount is driven by actual usage such as the publication of notices for the new capital and tourism public improvement districts and the recent bond election.
Fiscal Year 2019 Contract:
For Fiscal Year 2019 services, Staff prepared an Invitation to Bid (ITB) which consisted of detailed specifications describing the types of notices the vendors would be required to publish. The ITB also required the publication to have been in general circulation in the City of Fort Worth for at least two consecutive years prior to the time of award. Staff certifies that the bid submitted by the Fort Worth Star-Telegram meets specifications.
PRICE ANALYSIS - The unit prices are the same as the previous Agreement prices awarded in 2017, (M&C P-12094). No guarantee was made that a specific amount of services would be purchased. The City anticipates spending approximately $300,000.00 for these services.
BID ADVERTISEMENT - This bid was advertised in the Fort Worth Star-Telegram on May 9, 2018, May 16 2018 and May 23, 2018. Eighty- four vendors were solicited from the purchasing vendor database; two responses were received.
BID TABULATION - See attached bid tabulation.
M/WBE OFFICE - A waiver of the goal for MBE/SBE for subcontracting requirements was requested by the Purchasing Division and approved by the M/WBE Office, in accordance with BDE Ordinance, because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible.
Upon City Council approval, the Agreement shall begin on October 1, 2018 and shall end on September 30, 2019.