HomeMy WebLinkAbout2011-01-11 - AGENDA REPORTS - CITYWIDE BANNER PGM CONTR (2)CONSENT CALENDAR
DATE:
SUBJECT:
DEPARTMENT:
Agenda Item: !$
CITY OF SANTA CLARITA
AGENDA REPORT
City Manager Approval
Item to be presented by
January 11, 2011
P�
Gail Ortiz
CITYWIDE BANNER PROGRAM CONTRACT APPROVAL
City Manager's Office
RECOMMENDED ACTION
1. City Council find the proposal for GMA Print Solutions non-responsive and award a contract
to AAA Flag & Banner for Citywide banner hanging and management services in the amount not
to exceed $150,000.
2. Authorize the City Manager or 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 (CPI) adjustments, contingent upon the appropriation 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 our first Citywide Banner Program, and
awarded the contract to 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 new 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.
The contractor selected for the 2010 Citywide Banner Program chose not to renew the contract
due to the financial constraints of the Program. For the 2011 Program, City staff initiated a
Request for Proposal process which was prepared and published twice September 21 and
26, 2010. The notice was forwarded to the Chamber of Commerce, Valley Industry Association
and 41 suppliers on file. The process was conducted in compliance with the City's purchasing
policy.
The bid was posted on the City's website and downloaded by 30 companies. The four firms
submitting proposal bids to purchasing on October 26, 2010, are shown below:
Vendor Location
GMA Print Solutions Santa Clarita, CA
CR&A Custom Los Angeles, CA
AAA Flag & Banner Los Angeles, CA
Feathers Sign and Printing Santa Clarita, CA
Criteria are determined as part of the solicitation development and included in the bid package to
ensure vendors are aware of the information we need and will use to evaluate their responses.
The banner hanging and management services package used the following criteria in order of
their importance:
1. Contractor's qualifications and experience
2. Quantity and quality of equipment
3. Thoroughness of proposal and approach to meet objectives
4. References
5. Cost of services provided
A review of the response from GMA Print Solutions found non -conforming pricing and no
references. Feathers does not have the experience with traffic management for hanging banners,
or with project management and program monitoring for a city-wide banner program, including
creating and managing an on-line reservations system. It should be noted that local banner
printing companies like Feathers can be utilized to create the banners, however all hanging will
need to be done by our contractor. AAA Flag & Banner was the highest ranked firm. Staff finds
AAA Flag & Banner to be the most qualified and experienced firm and recommends them for the
contract award. Their 35 years experience, the City's past work with them and their
understanding of the work as demonstrated in meeting and working with them in previous years,
make them staff's first choice.
The fee schedule for the Citywide Banner Program has been newly negotiated as part of the 2011
Program. (It is different from the previously approved City permit fee schedule for
banners. Because the City does not collect any permit fees for banners, the permit fee schedule
for banners section will be removed from the City's permit fee schedule when it is updated in
June 2011 to avoid any confusion.)
To assure that community users are aware of the proposed new banner vendor, staff held a
meeting with local non -profits, school district representatives and City staff users in early
January 2011. Non-profit representatives were provided an opportunity to meet the
representatives of AAA Flag and Banner company and ask questions of them.
ALTERNATIVE ACTIONS
1. Discontinue the Citywide Banner Program.
2. Other action as determined by the City Council.
FISCAL IMPACT
Funds for this project were appropriated to various departmental accounts for fiscal year
2010-11.
ATTACHMENTS
AAA FLAG & BANNER STREET POLE BANNER BID AMENDMENT
AAA FLAG & BANNER - PASEO BANNER AMENDMENT
3
'C>
....... _....
Tel 310.836-3341
Fax 310-836-7253
8966 National Boulevard
Los Angeles, CA.90034
aaaflag.com
Jon Bischetsrieder
Purchasing Agent
City of Santa Clarita
Suite# 245
23920 Valencia Blvd.
Santa Clarita, CA 91355
Phone: (661) 286-4184
Fax: (661) 286-4186
Email: jbischetsrieder@santa-clarita.com
Web: www.santa-clarita.com
December 14, 2010
Amendment of Banner Program Management fee
The minimum charge of $250.00 applies as a per request minimum only for the street
pole banners, charged at $10 per banner or $250 per request.
A flat rate charge of $50.00 per request will apply to each Paseo banner request
Amendment of Paseo Banner printing price
Paseo Banner Printing is $292.50 per banner for S/F (single face) 4CP digital printing
from supplied ready -to -print artwork.
Amendment of Mobilization charge
Minimum mobilization. charge does not apply to normal service Paseo Banner installation
and removal charges.
Amendment of Installation charge
Install charge for Paseo banners is $400 per banner (includes installation. and subsequent
return trip for removal).
Waiver of initial charge for banner pickup
The one-time charge of $150.00 to pickup the City of Santa Clarita banners from the
current vendor and move thein to the AAA storage facility and inventory them is waived.
Thank you,
Bob Younger
Bob@AAAFlag.com
www.aaaflag.com
AAA s -mzz=7- Bk,1\14,Q7R- & f -b
AAA FLAG & BANNER MFG. CO., INC.
* FLAGS * BANNERS * PENNANTS * CUSTOM DISPLAYS * SIGNS
8954 W Pico Blvd., Los Angeles, CA 90035
Tel: 310.276-1178 * 800.350.3524 * Fax: 310.276.0467
* * OUOTATION * *
COMPANY: CITY OF SANTA CLARITA
CONTACT: GAIL ORTIZ
PHONE * 661-255-4314 IFAX #
ADDRESS GORTIZ@SANTA-CLARITA.COM
DATE 12/16/lo Jay Jacoby/Leslie Wolfe
TERMS NET 30 Rafael Marquez/Fabby Ocana
QTY
DESCRIPTION
EACH
EXT
5
Y X 6' VINYL D/F POLE PANELS 4CP (ALL SAME)
$127.50
$637.50
5
OPT. 1: INSTALLATION/REMOVAL (INCLUDES MOBILIZATION OR
MINIMUM CHARGES BASED ON NO OTHER ACTIVITY)
$190.00
$950.00
5
OPT. 2: INSTALLATIONIREMOVAL (CHARGES BASED ON ADDITIONAL
ACTIVITY WITH TOTAL REACHING $350.00 PER TRIP)
$82.50
$412.50
5
WASH & STORE BANNERS (1 YEAR)
$7.50
$37.50
10
Y X 6' VINYL D/F POLE PANELS 4CP (ALL SAME)
$109.50
$1,095.00
10
OPT. 1: INSTALLATION/REMOVAL (INCLUDES MOBILIZATION OR
MINIMUM CHARGES BASED ON NO OTHER ACTIVITY)
$95.00
$950.00
10
OPT. 2:INSTALLATION/REMOVAL (CHARGES BASED ON
ADDITIONAL ACTIVITY WITH TOTAL REACHING $350.00 PER TRIP)
$57.50
$575.00
10
WASH & STORE BANNERS (1 YEAR)
$7.50
$75.00
20
Y X 6' VINYL D/F POLE PANELS 4CP (ALL SAME)
$97.50
$1,950.00
20
OPT 1: INSTALLATION/REMOVAL (INCLUDES MOBILIZATION OR
MINIMUM CHARGES BASED ON NO OTHER ACTIVITY)
$47.50
$950.00
20
OPT. 2:INSTALLATION/REMOVAL (CHARGES BASED ON
ADDITIONAL ACTIVITY WITH TOTAL REACHING $350.00 PER TRIP)
$45.00
$900.00
20
WASH & STORE BANNERS (1 YEAR)
$10.00
$200.00
s.
l
AAh
50
Y X 6' VINYL D/F POLE PANELS 4CP (ALL SAME)
$64.50
$3,225.00
50
INSTALLATION/REMOVAL (INCLUDES MOBILIZATION OR
MINIMUM CHARGES BASED ON NO OTHER ACTIVITY)
$37.50
$1,875.00
50
WASH & STORE BANNERS (1 YEAR)
$7.50
$375.00
SUBTOTAL
TBD
TAX
TBD
TOTAL
TBD
customer signature
AAA
Introduction
STQ `►' Pv A -s4;;' Z4v4t4AZRL 51J A Nczi Dm,& -1 T
,Ann flag & Banner Nll'g. Co, is the nation's .leader in pole banner printing and
installation. We claim to sett more pole banners than any other provider in America.
This experience will allow AAA to provide the essential tools and management ncccssary
to create a successibi turnkey banner program without risk to the city.
AAA. is„based in los Angeles lust 35 miles Isom tilt. City of Santa Clarity Wc':t urreilily,.
hyt t a s:falf UI C1VC1 %t)C7 cull tr'llle Cfail)IUyC(S UE1), fllstylliltlUn dej)41, Me linn1. ldl71lWils 1lille
\!chl(lL%, all less than 1I years oltl that ai.c cflwppcd wifh tliejro{ier fiols safety `
e`qurpnlent iiiid try.incd staifto accoaapllSlliie vvtirl that'is lequiied We utrtl�c;botlr: `t
Ilglfa0-i ild surd ti`{iriritulg fe:c.IlElolo ieS to allow for efticienta id cosi offer flue
til od6aion of banners, no matter thc:giiantity or si i~ req iii•c,d:::”
\il wort: provfde'd by AAA is conducted by,oui staff m hot[ adcl `hro% n
quipiitcnt VJc,do.libt.subd itlactE iia seri%ices wliic11 Eillow 11S`to 111[1111 iiln Lill;CO trgf
iii the q iallty,_} llec, rind delivery of:our pl.educts and scrvi.ccs..Wc hE ve a5sr ncd �1'
scnrol stiles ic�iiil w!(h:a stall of fi e:� pie to
help nlanabe all yspcc is al;thc oEtlelln{;;:
SGhcdriii;ilg,h1c%lucllon installdtloll�re110v41I'SI 1,11ge";111CI,co111111L1n1catipil With clic 61.1
You Will find in the following pages 01.11 -proposed plan otc.1-cating a pole banner program
that wifl provide for easy access by your clients/applicants,
AAA S��k� teL�cs �An�iJ�� �'�J >Rn`,ErJ_D/►�nlT
The entire program will be monitored and reviewed by the EXCCtl.tivC Vice President,
Craig. T'urst; incl tile. Operations Manager, .ioe Flannery. These two key individuals will
also be a part of.l.hc developlieilt.ancl illlple111entaiioil of tile proposed banner program.
This is the sank team responsible for the general nianagernent and success of the entire
company. The tract: record of results by this tear is unmatched and will insure the
(ulinterrapted and cantinuous success of the banner program.
The 161lowing steps will be conducted oil a weekly, monthly, and annual basis, as.
needed: ,
1. Verification .01' tinicly responses to tile, applicants.
2. Review of applications for completeness, accuracy, and proper execution.
3. Track all projects using a database and cross checking them with the applicationS.
4. Review of all documentation submitted to the City of Santa Clarita by AAA.
5. Review reporting ol'.all jobs in progress and in process to verify timely work iow.
fi. Work with team. leader on any disputes, discrepancies, o • problematic projects IV-
swift resolution.
7. Conduct 1•eglllar meetinlgs with the Sales Team to verify the policies, prodcdurr-s,
and wolk(low oF'the system is effieicnt and effective.
S. Make any necessary adjustments to the -program to achieve best results.
i): Notify the City ol'Santa Clarita ofany 11111dai11ental changes or adjustments to the
banner program.
ilach project will have a traveler that will indicate the illaj.or mklestorlcs required for
timely C0111III UniCatiOn; production, and installation/renloval. Every milestone will have ai
signoff on the (late and individual responsible for the work completed. This
accountability will allow fora good work product as well as tracking of file progress and
tinieliilc associated Nvitll each individual project.
AAA NviII maintain a (iIc For each banner program than will be available for review by the
City ol'Sanm Clarita at any time. The file will have complete records ofall paperwork,
traveler, and prgjcct illforlllatlon.
�'
AASD�v
Project Management
fhe sales team that NN�ill manage the banner program for the City of Santa Clarity is
proposed as follows:
There will be a "team leader", Leslie Wolfe; Nvho will be responsible for the success and
general illanadement of the entire bander program. Leslie has over 20 years of
experience at AAA. Under Leslie, she will have four individuals who will be available to
answer questions, mai a:ge production, facilitate communication with the city incl
applicants, track and monitor requests, reporting, sclieduling, and facilitate the general
inanagenlent between all concerned parties.
The size of the team will allow l'or continuous support regardless if any individual is sick,
on vacation, or for any reason unable to participate in assisting the banner program for
Santa Clnrim. This staff should provide peace of Blind for the city with the amount of
resources involved with this banner program and people familiar with the workings of the
program,
Each individual oil the team lvill be trained in the rules and regulations that. is ag
reed to
by the City of Santa Clarlta along with all forms and applications. Any Of these
Individuals will be capabie ol'e\ecuting a banner program.. Together, as a team, they will
collectively -share the responsibility Of C01111111inicating With the banner applicant, Santa
Clari.la, and the AAA production staff to insure.that there is an efficient and timely flow
Of information.
AAA will provide responses to applicant requests within one business clay to
acknowledge receiiA of rcgtiest and will provide tile same response tinge upon tippi•oval or
denial Froin the city.
X9 1
Arlo, PA6/z, 0 A Af bb nn, - AP
AAA FLAG & BANNER MFG. CO., INC.
FLAGS BANNERS * PENNANTS * CUSTOM DISPLAYS * SIGNS
8954 W. Pico Blvd., Los Angeles, CA 90035
Tel: 310.276-1178 * 800.350.3524 * Fax: 310.276.0467
* * QUOTATION * *
COMPANY: CITY OF SANTA CLARITA
CONTACT: GAIL ORTIZ
PHONE # 661-255-4314 IFAX #
DATE
(QTY
DESCRIPTION
EACH
EXT
1
PRINTING OF 4'H X 15'W VINYL 4CP S/F PASEO BANNER (PRICE
PER BANNER)
$292.50
$292.50
1
LABOR TO INSTALL & REMOVE (1) PASEO BANNER
$450.00
$450.00
2
LABOR TO INSTALL & REMOVE (2) PASEO BANNERS ON SAME
TRIP
$425.00
$850.00
1
WASH & STORE PASEO BANNER FOR 1 YEAR
$7.50
$7.50
1
EMERGENCY SERVICE CALL (WITHIN 24 HRS)
$550.00
$550.00
1
STANDARD SERVICE CALL
$350.00
$350.00
SUBTOTAL
TBD
TAX
TBD
TOTAL.
TBD
customer signature
/ a