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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />DECEMBER 16, 2014 <br />TITLE: <br />CONTRACT AWARD FOR COMMUNITY <br />EDUCATIONAL MATERIALS AND <br />EMPLOYEE SERVICE AWARDS <br />(SPEC. NO. 14 -070) <br />(STRATEGIC PLAN NO. 7,2) <br />f:L z <br />CITY MAN ER <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on Is'Reading <br />❑ Ordinance on 2nd Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />Award a contract to McVicker and Associates for educational and promotional materials, <br />employee years of service awards, and silk screening and embroidery for a one -year period in <br />the annual amount not to exceed $55,000, with provisions for two one -year renewals exercisable <br />by the City Manager, subject to non - substantive changes approved by the City Manager and City <br />Attorney. <br />DISCUSSION <br />City departments and agencies purchase a variety of educational and promotional materials, <br />employee service awards, as well as silk screened and embroidered garments to operate City <br />programs and activities. For example, the Public Works Agency (PWA) Water Resources Division <br />is in the process of implementing a comprehensive water program and will require educational <br />materials to educate the community about California's Drought State of Emergency and promote <br />water conservation. Personnel Services purchases service awards to present to employees in <br />recognition of their years of service to the City, and the Police Department purchases a variety of <br />garments requiring custom silk screening and embroidery, as well as promotional items to <br />promote recruitment. <br />The City contracts with a number of vendors to provide citywide educational and promotional <br />materials as well as employee service awards, and silk screening and embroidery. Quotes are <br />solicited for each order and the vendor with the lowest quote is awarded the job. McVicker and <br />Associates is routinely the lowest responsive vendor and therefore will exceed the $25,000 <br />annual aggregate limit. Staff recommends approval of additional funds to allow for continued <br />purchases of these supplies. <br />22B -1 <br />