HomeMy WebLinkAbout2010-01-12 - AGENDA REPORTS - AWARD CONTR CITYWIDE BANNER (2)Agenda Item:
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR City Manager Approval:
Item to be presented by: Gail Ortiz
DATE: January 12, 2010
SUBJECT: AWARD CONTRACT FOR CITY-WIDE BANNER PROGRAM
DEPARTMENT: City Manager's Office
RECOMMENDED ACTION
City Council contract with CR&A Custom Inc. for the Citywide Banner Program in the amount
not to exceed $150,000, authorize the City Manager of designee to execute all contracts and
associated documents, and execute up to three (3) annual renewal options not to exceed the
above annual amount plus Consumer Price Index Adjustments (CPI) adjustments, contingent
upon the appropriations of funds by the City Council in the annual budget for such Fiscal Year,
subject to City Attorney approval.
BACKGROUND
In July 2007, staff successfully conducted a bid for a Citywide Banner Program, and awarded the
contract to Dangling Carrot Creative, a local Santa Clarita company. With this contract, the City
was able to provide area non -profits the ability to advertise a community event on the City's
paseo bridges and Southern California Edison streetlight poles using the Citywide Banner
Program. No City funds are expended in providing this professional service to area non -profits.
The City only incurs costs for banners that are requested by staff for City -produced events or
when co -sponsoring selected tourism events.
Dangling Carrot Creative's contract term has expired and the company chose not to renew their
contract. City staff learned a great deal in the first years of the Citywide Banner Program, solving
issues with banners as they arose, and crafted a new Request for Proposal weighted with specific
criteria to find a company to contract with. City staff initiated a Request for Proposal process on
November 6, 2009, which closed on December 7, 2009. The process was conducted in
compliance with the City's purchasing policy. The Request for Proposals were published three
times from November 6, 2009 to November 15, 2009. Notifications were sent to the Chamber of
Commerce, Valley Industrial Association, and to a list of suppliers on file.
In to tal, 56 firms downloaded the bid package from the City's website. The following companies,
submitted bid responses, which were received by Purchasing on or before the December 7, 2009
deadline:
Vendor
CR&A Custom Inc.
Feathers Sip & Printing
Imprints 4 You
Location
Los Angeles, CA
Canyon Country, CA
Valencia, CA
The City conducted an evaluation process, reviewing all submitted proposals and interviewing all
candidates. The evaluation panel included City staff from multiple departments, as well as
representatives from local non -profits within the Santa Clarita Valley. The mix of City and
private sector evaluators allowed community partners to be a part of the evaluation and selection
process for a service they regularly use.
In reviewing the submitted proposals, vendors were evaluated on multiple criteria. The proposal
criteria, which were provided to all vendors in advance, are listed below in order of importance.
Criteria included:
Contractor's qualifications, including qualification of staff directly involved with servicing
this contract
• Quality and quantity of equipment, so the vendor may service all banner needs
simultaneously when needed
• Thoroughness of proposal, approach to providing sound services and ability to provide
services to meet objectives
• References
• Cost of services provided
During the evaluation process, the panel determined all submitted proposals demonstrated the
vendors quality printing capabilities. However, panelists agreed a large component of the
contract includes not only delivery of a quality print product, but the vendor must also
demonstrate significant experience with installation of banners, maintenance of banners (due to
weather elements, wear and tear, etc), and quick assistance and expedited removal of banners
from the public right-of-way as scheduled.
The evaluation -panel unanimously agreed that CR&A is the most qualified vendor and should be
awarded the Citywide Banner Program contract for 2010 and beyond. Managing the Citywide
Banner Program requires that a company have the proper equipment to execute the job, as well as
qualified team familiar with proper traffic control procedures. CR&A has the necessary
equipment to properly install banners, remove banners, and to respond to emergencies within 24
hours. Their installation and removal teams are also familiar and experienced with safety
procedures and are CalTrans Certified. CR&A has also agreed to have one point -person' to
service the contract, and will use ink with anti -graffiti properties for easy removal of graffiti on
banners.
N
In addition to the many safety and experiential considerations, CR&A provided the lowest cost
proposal. When evaluating these proposals, City staff applied the Local Vendor Preference
Program, approved by the City Council as part of the 21 Point Business Plan for Progress, which
states if a local business is within 10 percent of a non -local companies' bid, the local business has
the opportunity to match the price (per the City's Purchasing Policy, Section 3.12.205). Even with
the 10 percent incentive, proposals submitted by the other two vendors, Feathers Sign & Printing
and Imprints 4 You, were significantly higher in cost than the proposal submitted by CR&A.
ALTERNATIVE ACTIONS
1. Do not award the Citywide Banner Program Contract to CR&A Inc.
2. Other action as determined by the City Council.
FISCAL IMPACT
With this contract, area non -profits and hosts of local tourism events will pay CR&A directly for
services consistent with the contract. The City will not expend any City funds in providing this
professional service to area non -profits.
Additionally if awarded, City staff will continue to use the Citywide Banner Program to promote
City events. City staff from multiple divisions use -the program. Accordingly, funds for the
Citywide Banner Program have been approved and budgeted in multiple divisions. The total
expenditures will not exceed $150,000.
ATTACHMENTS
Citywide Banner Program Cost Comparison
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