HomeMy WebLinkAboutCOD-013-10C~CI~~Il REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: APRIL 19, 2010. Resolution#: ~~~' as~~o By-law#: N/A
Report: COD-013-10 File:
Subject:. CLARINGTON.NET NEWSLETTERS
RECOMMENDATIONS:
It is respectfully recommended to Council the following:
THAT Report COD-013-10 be received for information;
THAT the Clarington.net newsletter continue to be produced and distributed by
the Municipality of Clarington; and
THAT Metroland, Durham Region Media group be thanked for their proposal
submitted to the 2010 budget for consideration:
Submitted by:
rie Marano, H.B.Sc., C.M.O.,
Director of Corporate Services
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Reviewed by: ~ -' "" " ""
Franklin Wu,
Chief Administrative Officer
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379
REPORT NO.: COD-013-10 PAGE 2
1.0 BACKGROUND AND COMMENT
1.1 Metroland, Durham Region Media Group, provided to the Municipality of
Clarington for consideration in the 2010 budget deliberations a proposal
for the printing and distribution of the 2010 Clarington net newsletters.
1.2 Since 2007 the "Clarington.net" newsletter has been designed in house
and outsourced to a printer for the printing and the distribution to the post
offices. Canada Post then bulk mails the newsletter to all houses within
the Municipality of Clarington.
2.0 ANALYSIS
2.1 After a closer look at the proposal received from Metroland, it was
determined that their proposal involved the design layout, the selling of
advertisement for within the newsletter, as well as the printing and the
distribution of the newsletter via their newspaper "Clarington this Week."
2.2 When considering their proposal, some areas of consideration were
identified, some of which include the following:
• The layout and writing of information would be out of the hands of the
Municipality as it is anticipated outsourcing would involve assigning a
writer for this publication.
• There would be an additional time commitment required by
Department Heads/staff to meet and discuss information for the
articles with an external writer. This could potentially lengthen the
time required to complete the newsletter.
• There is expected to be significant loss of control over the editorial
content as well as the amount of space sold to outside advertisers.
REPORT NO.: COD-013-10 PAGE 3
• The paper weight appears to be different than what is currently used
for this newsletter. Metroland's proposal had noted using a lighter
weight of paper for this newsletter, thereby significantly impacting the
cost comparisons, making the status quo more beneficial.
• Coverage is a concern as currently Metroland does not deliver to
every household in Clarington. Some .houses have specifically
requested not to receive the newspaper while other areas such as
Burketon are not serviced at all. The Courtice/Oshawa borderline
receives Oshawa this Week so this area would not receive the
newsletter either. It is estimated that within Clarington there are
approximately 5,000 households to whom Metroland does not deliver
to at this time.
• A decrease in time that staff currently have to set aside to complete
the Newsletters is not foreseen. As staff time is still required to proof.
assist and review as required before final print.
3. FINANCIAL
3.1 A cost analysis was undertaken comparing the printing and distribution of
the Clarington.net newsletter, to the general information available on the
proposal, without going out for a full tender or RFP which would add a
significant time delay to the assessment or the opportunity.
3.2 In comparing what is currently paid to print and distribute the
Clarington.net Newsletter to what Metroland has proposed, on the surface
there would appear to be a potential cost savings of approximately
$468.00 per year or approximately $117.00 per publication by changing
from the current practice. However the following were not taken into
account: the cost difference between the paper currently used and the
lighter weight noted in Metroland's proposal; the extra cost that would be
REPORT NO.: COD-013-10 PAGE 4
incurred by the Municipality to ensure that all households within Clarington
would receive the newsletter; nor the cost associated with the extra time
required by staff.
3.3 The comparison between the two methods using equal paper quality
allowed for a more accurate cost comparison of the two methods. By
changing the paper from 35 Ib Alternate Offset to Newsprint (as quoted by
Metroland) the Municipality of Clarington would see a savings of
approximately $2,700 per year. This savings would be obtained by
maintaining the current means of printing and distribution of the newsletter
but by utilizing Newsprint rather the 351b Alternate Offset paper which is
currently used for this publication.
3.4 In order to refine the analysis and establish the required standards and
costs should Council with to outsource this publication a Request for
Proposal would be recommended to encourage competition to establish
pricing and methods.
4. CONCLUSION
4.1 Given the significant difference in cost based on the preliminary analysis
of the information available from the proposal, it is recommended that for
the balance of the 2010 year the Clarington.net continue to be produced
and distributed using the existing practice.
Attachments:
Attachment 1 -Schedule "A", Metroland Proposal
Clarice
Proposal to print and distribute Clarington.net
Clarington This Week would like to tender the following quote for the
print and- distribution of the 2010 Clarington.net newsletters.
SPECIFICATIONS:
Quantity:.
Stock:
Distribution:
Dates:
Financial l nvestment:
Please note that this price includes production,
print and distribution of the newsletter.
GLAND DURNAM REGION M@DIA GROUP
Matraland Durham Reeian Mradia Group, A Division of Toratar Corporation
866 Farowrall Strret Osh~w~ ON L1H 7L5
985.678-H08 www.durhamropion.com
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