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CC - CONSENT ITEM - Approval of Five-Year Agreement with A3 Visual (DBA AAA Flag & Banner) for Banner Installation and Removal Services in an Amount Not-to-Exceed $50,000 Annually from July 1, 2023 - June 30, 2028.
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Meeting Date: June 12, 2023
Contact Person/Dept.: Christopher Evans / Public Works
Mate Gaspar / Public Works
Phone Number: (310) 253-5621
(310) 253-5602
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (06/07/2023); All consultants who submitted an RFP response by e-mail on (06/07/2023).
Department Approval: Yanni Demitri, Public Works Director/City Engineer (05/30/2023))
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RECOMMENDATION
Staff recommends the City Council approve a five-year agreement with A3 Visual (dba AAA Flag & Banner) for Banner Installation and Removal in an amount not-to-exceed $50,000 annually, from July 1, 2023 - June 30, 2028.
BACKGROUND
The City of Culver City (City) has adopted a program allowing for the installation of banners across the following three roadways: Washington Boulevard at Walgrove Avenue, Overland Avenue in front of the Veteran’s Memorial Building, and Sepulveda Boulevard near Berryman Avenue; and on streetlight poles along Culver Boulevard in the Downtown area (collectively, the “Banner Locations”). The Public Works Department approves applications for the installation of banners at the aforementioned locations as part of the City’s Special Events Grants Program (the “Program”).
Per CCMC § 17.330.040.B.7 events eligible to request banner installations through the Program must be for the purpose of promoting a civic event or activity that is organized or sponsored by the City.
Events seeking eligibility to hang banners typically apply to do so through the City’s Special Events Grant Program, including a request for City-sponsorship. The City is currently in an agreement with A3 Visual (formerly AAA Flag & Banner) to provide on-call banner installations and removals for single-sided and double-sided streetlight pole banners, and over-the-street spanner banners for both City produced and City-sponsored events. This agreement will expire on June 30, 2023.
DISCUSSION
On March 23, 2023, a Request for Proposals (RFP) #2305 was released and advertised on PlanetBids to provide on-call services for the installation of over-the-street ‘spanner’ banners and on street light poles, including their cleaning, repair, maintenance, removal, and storage. As of the time of closing, on April 20, 2023, the following two (2) firms responded:
• Square Signs, LLC d.b.a. Front Signs
• A3 Visual (dba AAA Flag & Banner)
Through the Special Events Grant Program, the City Council authorizes the use of the Banner Locations for approximately 10 to 15 City-sponsored events per year. These approvals do not include banners hung for City produced events or public notifications such as hiring for City positions or get-out-the-vote election banners. City-sponsored events typically request 10-20 single or double-sided banners in the Downtown and/or one to three over-the-roadway banners. General fee pricing of the two firms are as follows:
The Special Events Grant Program does not typically include funding of the costs to hang banners. As such, the City typically recoups costs from the event applicant. In turn, the City pays the vendor to hang the banners.
Based on a variety of factors used to compare the two firms (with cost being only one), staff recommends an agreement with A3 Visual. The City has favorable experience working with A3 Visual (dba AAA Flag and Banner) over the past five years, finding that their work is responsive and conscientious., Their existing in-depth knowledge of City processes involved in coordinate banner design and installation for events minimized staff time dedicated to overseeing the Program. Additionally, A3 Visual office is Culver City adjacent which enables them to respond quickly to requests and emergencies related to banner failure due to weather events. Square Signs LL is located in Burbank.
FISCAL ANALYSIS
The Program is funded from Account #10160150.619800 (Engineering - Other Contractual Services). $50,000 in funding has been included in the Proposed Budget for Fiscal Year 2023/2024 for the first year of the agreement. Funding for future yeas of the agreement will be included in future fiscal year budgets. Again, a large portion of these costs are recouped from the event applicant.
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Approve a five-year agreement with A3 Visual (dba AAA Flag & Banner) for Banner Installation and Removal in an amount not-to-exceed $50,000 annually, from July 1, 2023 - June 30, 2028; and,
2. Authorize the City Attorney to review/prepare the necessary documents; and,
3. Authorize the City Manager to execute such documents on behalf of the City.