HomeMy WebLinkAbout22A - SPEC - PURCHASE OF TROPHIES AND AWARDSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
MAY 21, 2012
TITLE:
CONTRACT AWARD FOR TROPHIES,
PLAQUES, AND AWARDS
(SPEC 12-034)
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
? As Recommended
? As Amended
? Ordinance on 15t Reading
? Ordinance on 2"d Reading
? Implementing Resolution
? Set Public Hearing For_
CONTINUED TO
FILE NUMBER
Award contracts for the purchase of trophies, plaques, and awards for a one-year period, with
provision for two, one year renewals, in an aggregate amount not to exceed $45,000 with the
following vendors:
Vendor Location
Suburban Custom Awards & Framing Decatur, GA
Golden Trophy Westminster, CA
Crown Trophy Cypress, CA
Players Choice Santa Ana, CA
DISCUSSION
The Parks, Recreation and Community Services Agency's sports and youth guidance programs
require trophies, medals, and plaque awards to recognize participants for their achievements in
various events throughout the year. In addition, other agencies require plaque awards to
recognize outstanding employees and citizens of the community. The contract for trophies,
plaques and awards is designed to provide quality products with prompt delivery, at significant
savings based on quantity pricing. To help ensure that all necessary items are available when
required, staff recommends awarding a contract to four vendors.
The notice inviting bids was advertised on April 12, 2012, and bids were solicited. A summary of
the bid invitations and bids received is as follows:
5 Invitations for Bid emailed
1 Invitation for Bid emailed to Santa Ana vendor
6 Bids received
1 Bid received from Santa Ana vendor
22A-1
Contracts Award for Trophies, Plaques and Awards
May 21, 2012
Page 2
Bids were received and opened March 30, 2012 (Exhibit 1). The bids from Suburban Custom
Awards & Framing, Golden Trophy, Crown Trophy, and Players Choice, a Santa Ana vendor, are
responsive to the specifications. The bid from Suburban Custom Awards and Framing is inclusive
of shipping and handling and states the company's ability to meet the specifications for service
and delivery time for routine items. A local vendor will be used for rush orders. As a result of
Santa Ana City Council Ordinance NS-2828 expanding the local vendor preference program,
staff is contacting all vendors, including Players Choice, to inform them of the process to be
designated a small Santa Ana business by the State Department of General Services.
Fiscal Impact
Funds are available in the various departmental operating Material & Supplies (account 63001).
Francisco Gutierrez
Executive Director
Finance & Management Services Agency ??/
11*
SH
22A-2
ABSTRACT OF BIDS
CONTRACT AWARD FOR
TROPHIES, PLAQUES AND AWARDS
(12-034)
VENDOR SUBURBAN AWARDS GOLDEN TROPHY CROWN TROPHY PLAYERS CHOICE
LOCATION DACATOR, GA WESTMINSTER, CA CYPRESS, CA SANTA ANA, CA
TROPHIES
TOTAL AMOUNT $3,967.50 $3,317.50 $2,152.60 $5,048.08
PLAQUES
TOTAL AMOUNT $6,703.00 $10,341.50 9,360.00 $12,241.46
MEDALLIONS
TOTAL AMOUNT $1,943.20 $2,212.00 $1,372.00 $2,489.20
ACRYLIC
TOTAL AMOUNT $25,975 $22,744.00 $32,450.00 $36,065.00
$55,843.74
LOCAL VENDOR
1% PREFERENCE ($558.44)
TOTAL BID
AMOUNT $38,588.70 $38,615.00 $45,334.60 $55,285.30
FIVE STAR RUBBER
VENDOR STAMP ETC UNIQUE AWARDS
LOCATION ANAHEIM ORANGE. CA
TROPHIES
TOTAL AMOUNT $6,502.00 $3,950.00
Plus .10 engraving
charge after 40
PLAQUES letters
TOTAL AMOUNT
MEDALLIONS $8,347.66 $17,096.00
TOTAL AMOUNT
ACRYLIC $2,800.00 $1,610
TOTAL AMOUNT $34,985.00 $41,040.00
TOTAL BID
AMOUNT $52,634.66 $63,696.00
Exhibit 1
22A-3
22A-4