HomeMy WebLinkAbout22C - SPEC CONTRACT AWARD PROMOTIONALREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JANUARY 16, 2018
CLERK OF COUNCIL USE ONLY:
TITLE: APPROVED
AWARD BLANKET PURCHASE ORDER ❑ As Recommended
CONTRACTS FOR PROMOTIONAL ITEMS ❑ Or Amended
❑ Ordinance on 1s` Reading
& SERVICE AWARD (SPEC. NO. 17-125) ❑ Ordinance on 2n° Reading
(STRATEGIC PLAN NO. 7,2) ❑ Implementing Resolution .
❑ Set Public Hearing For
690!A�-
&WY MANAGER
RECOMMENDED ACTION
CONTINUED TO
FILE NUMBER
Award blanket purchase order contracts for promotional items and service awards for a two-year
period expiring January 31, 2020, with provisions for three one-year renewals exercisable by the
City Manager, in an annual amount not to exceed $75,000, subject to non -substantive changes
approved by the City Manager and City Attorney, with the following vendors:
Vendor Location
Authentic Promotions.com Carmichael
Geri's Screenprinting, LLC San Bernardino
Promotethis! Huntington Beach
TIE Consulting, Inc. Rancho Cucamonga
DISCUSSION
On September 16, 2014; City Council adopted a resolution declaring a Water Conservation Level
1 Shortage, which called for mandatory water conservation measures. As a result, Public Works
Water Resources Division implemented a comprehensive water program to educate the
community and promote water conservation. Although this program was implemented to address
the Drought State Emergency declared by Governor Brown in 2014, the Public Works Water
Resources Division staff continues to promote water conservation through this program which
uses promotional items and'materials to educate the public. Promotional items are also used for
community events sponsored by various City departments and agencies including Economic
Development, Parks Recreation and Community Services and Police. In addition, the Personnel
Department purchases years of service awards that are presented to employees in recognition of
their service and contributions to the City at select council meetings as well as products used as
incentives and prizes for participants in the Commuter Services Program.
22C-1
Contracts Award for Promotional Items and Service Awards
January 16, 2018
Page 2
The notice inviting bids was advertised on November 8, 2017, on the City's online bid
management and publication system. A summary of the bid invitations and bids received is as
follows:
270 Vendors notified
2 Santa Ana vendors notified
24 Vendors downloaded the bid packet
13 Bids received
0 Bids received from Santa Ana vendors
The bids were opened on November 29, 2017 and evaluated (Exhibit 1). The bids received from
the four recommended vendors are responsive to the specifications and meet the City's
requirements. Staff recommends awarding a contract to four vendors to allow for competitive
quotes on any given job as well as flexibility in scheduling.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's effort to meet Strategic Goal #7 - Team Santa Ana,
Objective #2 (establish communication plans to engage and inform employees and community
about City objectives).
FISCAL IMPACT
Funds in the amount of $30,000 are available in FY 2017-18 (January - June) as follows:
Department
Account No.
FY
2017-18
Water Quality & Measurement
06017644-63001
$20,000
Per -Air Quality Improvement
03109050-63001
$3,000
Personnel Services
01109050-63001
$3,000
Economic Development
01118810-63001
$2,000
Recreation & Community Services
1 01113230-63001
1 2,000
TOTAL
$5,000
1 $30,000
Funds for the second year of the contract and the three one-year renewal periods will be
budgeted and made available in FY 2018-19 to FY 2022-23 (July - December 2022) as follows:
Department
Account No.
Anticipated Expenditure
FY FY
2018-19 2019-20
FY FY
2020-21 2021-22
FY
2022-23
Water Quality & Measurement
06017644-63001
$50,000
$50,000
$50,000
$50,000
$30,000
Per -Air Quality Improvement
03109050-63001
$5,000
$5,000
$5,000
$5,000
$4,500
Personnel Services
01109050-63001
$8,000
$8,000
$8,000
$8,000
$4,500
Economic Development
01118810-63001
$7,000
$7,000
$7,000
$7,000
$3,000
Recreation & Community Services
01113230-63001
$5,000
$5,000
1 $5,000
$5,000
$3,000
Totals
$75,000
$75,000
1 $75,000
1 $75,000
1 $45,000
220-2
Contracts Award for Promotional Items and Service Awards
January 16, 2018
Page 3
APPROVED AS TO FUNDS AND ACCOUNTS:
re Mousavipour Francisco Gutierrez
Executive Director Executive Director
Public Works Agency Finance and Management Services Agency
Ellen Smiley Gerardo Mouet
Acting Executive D' ctor Executive Director
Personnel Services Agency Parks, Recreation & Community Services Agency
SH/sp
Exhibit: 1. Abstract of Bids
22C-3
ABSTRACT OF BIDS
PROMOTIONAL ITEMS AND SERVICE AWARDS (17-1
BIDDER LOCATION
AMC Promotional Products
Orlando, FL
Authentic Promotions.com
Carmichael
Award Company of America
Tuscaloosa, AL
Bleenk Marketing
Chino Hills
C. Sanders "
San Fernando
Econocrafts
Newark, NJ
Empire Marketing *
Long Beach
Fontis Solutions
Irvine
Geri's Screenprinting, LLC
San Bernardino
Mc Vicker & Associates
Laguna Hills
Nitsom Promotional
Ontario Canada
Manufacturing Corp. *
DELIVERY FREIGHT TOTAL
14 days
3 weeks
Not provided
Not provided
4 weeks
Not provided
Not provided
Not provided
2-3 weeks
15 days
2.5 months
Additional
Included
Additional
Additional
Not provided
Included
Not provided
Additional
Included
Included
Additional
Promotethis!
Huntington Beach
3 weeks
Included
TIE Consulting, Inc.
Rancho Cucamonga
Not provided
Additional
* Vendor did not bid on all the items
Exhibit 1
22C-4
$13,666.60
$11,483.78
$13,386.70
$16,688.78
$582.56
$24,062.00
$11,345.00
$15,952.38
$11,692.60
$15,666.85
$2,970.00
$12,278.11
$12,786.69