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Home My WebLink About05 - Centennial BookCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. — 5 April 25, 2006 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Recreation and Senior Services Marie Knight, Director — 644 -3157 — mknight @city.newport- beach.ca.us SUBJECT: Centennial Book Agreement with OCR Magazines ISSUE Should the City Council enter into a design, development and publication agreement with OCR Magazines for the Centennial Book? RECOMMENDATION 1. Approve the proposal submitted by OCR Magazines. 2. Allow the final form of the Professional Services Agreement with OCR Community Publications to be approved by the Council Members on the Centennial Steering Committee and the City Attorney. 3. Authorize the City Manager and City Clerk to execute the agreement. DISCUSSION In September 2005 the City terminated the agreement with Doug Westfall and the Paragon Agency for the authorship and publication of a Centennial Commemorative book. Staff was directed to research other options for having this project completed. In our search there were several factors we felt were important in ensuring the success of the project: • a writer /firm who had a connection to Newport Beach • a writer /firm that had a corporate association or infrastructure that could handle the project with ease and meet the fast approaching deadline of having a product by the end of our Centennial celebration • a writer /firm with a proven track record and quality reputation. After a series of meetings and interviews staff has been presented with an exciting proposal by OCR Magazines (attached). OCR Magazines (OCR) is the specialty publishing division of Freedom Orange County Information, Orange County's leading information company and publisher of the Orange County Register. Publications produced by OCR Magazines include Coast, Orange County Home, Orange County Kids, Private Showing, event programs for the OC Performing Arts Center and South Coast Repertory Theater, and the quarterly arts magazine Revue. OCR Magazines has also produced custom publishing projects for organizations such as the Philharmonic Society House of Design, the Mighty Ducks of Anaheim Hockey Club, and the US Open of Surfing, and this year they have printed the program for the Newport Beach Film Festival. Centennial Book Agreement with OCR Magazines April 25, 2006 Page 2 OCR was very interested in this project as the Newport Beach area is often a focal point in COAST magazine as well as a strong client base. In initial meetings with OCR Publisher and COO Chris Schultz it became immediately apparent that they had not only the resources needed to produce a quality product, proven success in the publishing business, talented local writers on staff who know our community, and access to the photo archives of the OC Register, but that they also had a vision similar to the City's as to the quality and content of the book. Equally important was that OCR has a quality reputation in this community with their existing publications to uphold and it is just as important to them that the end product is something we can all be proud of. BOOK CONCEPT After several meetings the following book concept was agreed upon: • A 100 page "coffee table" style book, 9 '/" x 11 '/" in size printed in landscape on glossy paper. • The book will not be a chronological history of Newport Beach, but rather will be arranged in themes such as: overview of the various communities /villages, the growth of commerce, boating and yachting, the fishing industry, landmarks, and famous families. Within each of these theme areas the history will then be told. • The book will contain more photos than copy, both old and new, and the copy will serve to tie the photos together. • The book will also include quotes, fun facts and stories. BUDGET The City Council originally appropriated $114,000 for the publication of a Centennial Book. At this time we are in the midst of legal proceedings to obtain the return of the advance funds given to Doug Westfall of the Paragon Agency, the first publisher, in the amount of $56,169. Irrespective of that process, $57,831 remains in this fund. The OCR proposal, which includes content, design, printing and production of 12,500 books, totals $55,875. Although a final price point has not yet been set for the book, at a cost of $20 each we would only need to sell 2,793 to cover these costs and the remaining funds raised would help offset the overall costs of the Centennial. OCR has committed to a publication deadline that will make the books available at the Centennial closing event on October 8, 2006. In order to meet this deadline, staff is requesting that the City Council authorize the final form of the Professional Services Agreement with OCR to be approved by the Council members on the Centennial Steering Committee and the City Attorney based on the attached proposal, and grant the City Manager and City Clerk the authority to execute the agreement. Prepared by: Marie l�night, Recreaf n & (8enior Services Director Attachm/ent — OCR Custom Publishing Contract COAST ....................................................... ............................... Custom Publishing Contract for Newport Beach Centennial April 11, 2006 ....................................................... ............................... Printing & Production Specifications: Finished size: 9 Y x 11 1/4- Sheet fed cover/Web text Paper Stock: 100# White Gloss /100# White Gloss book (gloss paper) 4/4 throughout + OGUVC on cover only Perfect bound on the 9 Y< side Bleeds throughout Color Fuji proofs Trim to size and deliver to one OC location 100 total pages (96 + 4 covers) Content & Design: OCR Magazines will write, and design the product to the client's specifications. Expense is outlined below, and assumes that all images can be obtained at no cost. If images need to be purchased or shot, additional expense will apply. We estimate a cost of $100 per image shot. Total Copies Printed 7,500 10,000 12,500 Print /Production Expense $29,400 $32,780 $35,975 Content /Design Expense $19,900 $19,900 $19,900 Total Expense $49,300 $52,680 $55,875 ....................................................... ............................... Custom Publishing Contract for Newport Beach Centennial April 11, 2006 Preliminary Production Schedule April 12 Agreement Signed April 12 Outline presented to key stakeholders June 1 1st draft due to NB - Establish additional photo needs June 16 Photo Shoot as needed July 14 2nd draft due to NB- changes made and final shots determined Aug 28 3`d and final draft - Fuji proofs and final sign -off Sept 7 Files to press Oct 5 Delivery to Newport Beach To accept this proposal, please indicate the quantity of copies desired, and sign the original. Price is valid until April 30, 2006. Sincerely, Christopher 0. Schulz Publisher Et C.O.O. Accept Quote Date Print Name Send executed contract to: Monica Hernandez, Director of Operations OCR Magazines 625 North Grand Ave. Santa Ana, CA 92701 714 - 796 -5047 Page 2