Title
Recommendation to Award a Contract for the Publication of Legal Notices to the Alameda Sun for Fiscal Year 2020-21. (City Clerk 2210)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
The Charter requires the annual award of a contract for legal notices. The City Clerk recommends awarding the contract to the Alameda Sun.
BACKGROUND
On May 14, 2020, the City Clerk received two bids for legal advertising for Fiscal Year (FY) 2020-21. City of Alameda (City) Charter Section 3-18 requires the City Council to: “award a contract to the responsible bidder who submits the lowest and best bid for publication of all legal advertising of the City in a newspaper adjudicated to be a newspaper of general circulation within the City of Alameda. The newspaper published by the successful bidder is known as the Official Newspaper of the City.”
DISCUSSION
Two bids were received from newspapers adjudicated to be newspapers of general circulation within the city. Bid results were as follows:
Newspaper Rate Per Column Inch
1st Insertion 2nd Insertion 3rd Insertion
Alameda Journal $5.61 $5.61 $5.61
Alameda Sun $15.00 $12.00 $11.00
Although the Alameda Journal was the lowest bidder, for the past three years, the City Council decided the Alameda Sun’s proposal was best due to greater general circulation (see attached circulation audits) and being locally owned and operated. Although during the COVID-19 pandemic, the Alameda Sun reduced its circulation, the City Clerk recommends again awarding the contract to the Alameda Sun.
ALTERNATIVES
Alternative 1 - Approve award of a contract to Alameda Sun for FY 2020-21, which was the newspaper selected for legal notices the previous year.
Alternative 2 - Approve award of the contract to Alameda Journal to commence July 1, 2020. The Alameda Journal is less costly per insertion.
FINANCIAL IMPACT
Each department’s budget appropriation for legal advertising is approved by the City Council during the budget process. In FY 2020-21, it is anticipated the City will spend approximately $45,000 for legal notices.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
City Charter Section 3-18 is the only applicable policy document.
ENVIRONMENTAL REVIEW
Environmental review is not required for Legal Notices.
CLIMATE ACTION
Awarding the contract has no climate impact.
RECOMMENDATION
Award contract for publication of legal notices to the Alameda Sun for Fiscal Year 2020-21.
CITY MANAGER RECOMMENDATION
It is the City Manager’s understanding that the City Council approved the Alameda Sun as the newspaper for publication of legal notices the previous three years due to an estimated 30% greater circulation in Alameda and other factors.
However, the City Council could also consider the Alameda Journal due to its reduced pricing.
Respectfully submitted,
Lara Weisiger, City Clerk
Financial Impact section reviewed,
Nancy Bronstein, Interim Finance Director
Exhibits:
1. Contract
2. Alameda Sun Circulation
3. Alameda Journal Circulation
cc: Eric Levitt, City Manager