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Home My WebLink About031819_ra02 Regular Agenda Commissioners Office JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners FROM: Philip Morley, County Administrator Erin Lundgren, Clerk of the Board DATE: March 18, 2019 SUBJECT: BID AWARD re: Official County Newspaper STATEMENT OF ISSUE: RCW 36.72.075 requires that the County call for bids for the Official County Newspaper each year. ANALYSIS: A call for bids was published on January 16, 2019 which resulted in the submission of two bids. One was received from the Peninsula Daily News and the other from the Port Townsend—Jefferson County Leader. The two bids were opened and read during the Board of County Commissioners' regular meeting on March 4, 2019. Attached is information detailing the two bids for consideration by the Board. RECOMMENDATION: Make a determination to award the bid for the official County newspaper to either the Port Townsend— Jefferson County Leader or the Peninsula Daily news so that a contract can be drafted for approval on or before the first meeting in April as required by RCW. REVIEWED BY: AC ' •' '• Morley, Co dministrator..__- — Date Philip Morley Ndmz/2.Itpx • 1820 Jefferson Street - soN c PO Box 1220 O 4,, , o�lA, 3 Port Townsend, WA 98368 w � 4, k41011104 ' TO: Board of County Commissioners FROM: Philip Morley, County Administrator Erin Lundgren, Clerk of the Board DATE: March 18, 2019 RE: Bid Award - Official County Newspaper Bid Specifics: Item 2019 Bid —The Leader 2019 Bid-Peninsula Daily News Bid Amount(per column inch) $8.50 $3.50 Type& Size HelveticaCY 7 pt. Helvetica 7.2 pt. Column Width 1.58" 1" Frequency of publication 1 time per week on Wednesday 6 days a week(not on Saturday) Publications Submitted:time Mondays at 12:00 p.m. 2:00 p.m. days before publication 3 business days prior Total delivery&news stand sales TOTAL CIRCULATION The Leader PDN in Jefferson County Copies per Geographical Area: Deliveries Newstand Deliveries Newstand 98368-Port Townsend 2,171 1,966 741 210 98325-Chimacum 123 185 54 29 98339-Port Hadlock 231 345 106 66 98365-Port Ludlow 397 105 130 26 98376-Quilcene 102 95 54 28 98382-Gardiner 17 36 10 98320-Brinnon 42 50 40 20 98358-Nordland 100 20 48 5 98331 -Forks(West End) 2 - 244 71 3,185 2,802 1,427 455 Total 5,987 1,882 Board of Commissioners - March 18, 2019 Page 2 Other Enhancements Publish on Newspaper website Yes-included in bid amount. Will also Yes-included in bid amount. Will also appear on WNPA website. appear on WNPA website. Quarterly publication of a section Yes-included in bid amount. Yes, included in bid amount. map. Use of County logo to identify Yes-included in bid amount. Yes-included in bid amount. where County legal notices begin Two(2)free subscriptions to Yes—included in bid amount. Yes—included in bid amount. newspaper On-line subscription code Yes—included in bid amount. Yes—included in bid amount. Optional Bid Item: Publication of Press releases accepted,but subject to Jefferson County may submit any up to 12 Press Releases(no more editing.Advertisements other than legals number of press releases to be than one per month) in a section are accepted with a discounted display considered for publication. Any non- other than the Legal Notice ad rate of$12 a column inch. legal advertisement will be charged at section of the newspaper. $8.00 per column inch. Legal notices appear on peninsuladailynews.com and our statewide association website, wnpa.com at no additional charge. Other— 1.58"per column 1"per column Cost per square inch(per formula Column inch= 1" x 1.58" = 1.58 sq. Column inch= 1"x 1"= 1 sq. inch per developed by Bill Woolf to inch per col. inch. col. inch. compare prices when the column Ad rate=($8.50/col. in.)/(1.58 sq. in. Ad rate=($3.50/col. in.)/(1 sq. in.per width is different.) per col. in.)=$5.38 per square inch. col. in)=$3.50 per square inch. In making a decision for bid award, the Board should consider the following: • RCW 36.72.075 requires the contract to be awarded to the best and lowest responsible bidder, giving consideration to the question of circulation in awarding the contract, with a view to giving publication of notices the widest publicity. • The Leader's cost per square inch is 35%higher than the Peninsula Daily News' cost per square inch. • In 2018, the County paid $36,536.81 to the Leader for publication notices. • The circulation of the Leader in Jefferson County is 3 times greater than the circulation of the PDN (19% of County population(OFM 2018 Estimate - 31,590) for the Leader and 6% for the PDN). Bid received for Official County Newspaper 2019 Bid Items The Leader PDN Font HelveticaCY Helvetica Font Size 7 pt. 7.2 Sample Ad Cost $8.50 per column inch $3.50 per column inch #of Columns per page 6 9 Column Width 1.58 1 inch Cost per Column Inch $8.50 $3.50 Published times/week 1 6 Other Items Included in Bid Price: County logo Yes Yes Location Map w/specific notices Yes Yes 2 free subscriptions Yes Yes On-Line subscription code Yes Yes Optional Items: Press Releases Press releases accepted, but Jefferson County may submit subject to editing. any number of press releases Advertisements other than to be considered for legals are accepted with a publication. Any non-legal discounted display ad rate of advertisement will be charged $12 a column inch. at$8.00 per column inch. Legal notices appear on peninsuladailynews.com and our statewide association's website, wnpa.com at no additonal charge. ***Rate per square inch $5.38 $3.50 TOTAL CIRCULATION The Leader PDN Copies per Geographical Area: Deliveries Newstand Deliveries Newstand 98368 - Port Townsend 2,171 1,966 741 210 98325 - Chimacum 123 185 54 29 98339 - Port Hadlock 231 345 106 66 98365 - Port Ludlow 397 105 130 26 98376 - Quilcene 102 95 54 28 98382 - Gardiner 17 36 10 - 98320 - Brinnon 42 50 40 20 98358 - Nordland 100 20 48 5 98331 - Forks (West End) 2 - 244 71 3,185 2,802 1,427 455 Total 5,987 1,882 % of the larger(total circulation or total copies per geographical area) Total County Population 19% 6% OFM 2018 Estimate = 31,590 *** Bill Woolf provided formula for comparing the rates by square inch because of the different column widths and fonts. RCW 36.72.075: Official county newspaper. Page 1 of 1 RCW 36,72.075 Official county newspaper. At its first April meeting, the county legislative authority shall let a contract to a legal newspaper qualified under this section to serve as the official county newspaper for the term of one year beginning on the first day of July following. If there be at least one legal newspaper published in the county, the contract shall be let to a legal newspaper published in the county. If there be no legal newspaper published in the county, the county legislative authority shall let the contract to a legal newspaper published in an adjacent county and having general circulation in the county. When two or more legal newspapers are qualified under the provisions of this section to be the official county newspaper, the clerk of the county legislative authority shall advertise, at least five weeks before the meeting at which the county legislative authority shall let the contract for the official county newspaper, for bid proposals to be submitted by interested qualified legal newspapers. Advertisement of the opportunity to bid shall be mailed to all qualified legal newspapers and shall be published once in the official county newspaper. The advertisement may designate the form which notices shall take, and may require that the successful bidder provide a bond for the correct and faithful performance of the contract. The county legislative authority shall let the contract to the best and lowest responsible bidder, giving consideration to the question of circulation in awarding the contract, with a view to giving publication of notices the widest publicity. [ 2017c37 § 3; 1977c34 § 2. ] https://app.leg.wa.gov/RCW/default.aspx?cite=36.72.075 3/13/2019