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CC - Approval of an Agreement with AAA Flag & Banner for Citywide Banner Installation and Removal Services for a Term up to Five Years in an Aggregate Amount Not-to-Exceed $50,000.
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Meeting Date: November 27, 2017
Contact Person/Dept: Helen Chin/Public Works Department
Phone Number: (310) 253-5618
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [X] Date:
Public Notification: (E-Mail) Meetings and Agendas - City Council (11/22/17);
Department Approval: Charles D. Herbertson, Public Works Director/City Engineer (11/14/17)
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RECOMMENDATION
Staff recommends the City Council approve an agreement with AAA Flag & Banner for citywide banner installation and removal services for a term up to five years in an aggregate amount not-to-exceed $50,000.
BACKGROUND/DISCUSSION
The City is currently in an agreement with The Amgraph Group to provide on-call installations and removals for single-sided and double-sided street light pole banners, and over-the-street spanner banners for both public and privately produced special events. This agreement is set to expire on January 7, 2018.
In September 2017, staff released and advertised an RFP to banner installation firms soliciting competitive proposals on a new contract for citywide banner installation and removal services. On October 19, 2017, the City received proposals from three firms: AAA Flag & Banner, The Amgraph Group, and CR&A.
Based on historical information from past public and privately-produced special events, the City typically holds about 16 special events throughout the year. Of the 16 events, four events require single and double street light pole banners, at about 25 banners per event. The remaining 12 events require one, two, or three over the public-right-of-way banner(s) at Washington Boulevard and Walgrove Avenue, Overland Avenue in front of the Veteran’s Memorial Building, or on Sepulveda Boulevard near Berryman Avenue, depending on the event and the event producer’s request.
Using information from past special events, the estimated costs for the proposals are as follows:
|
|
Amgraph |
AAA Flag & Banner |
CR&A |
|
Single-Banner cost |
$50.50 |
$49.50 |
$108.00 |
|
Single PROW cost |
$785.00 |
$800.00 |
$1,200.00 |
|
Annual total* |
$14,470 |
$14,550 |
$25,200 |
*For annual cost estimates, these costs assume that 16 special events are held throughout the year, with four events requiring street light pole banners and 12 events requiring over the public-right-of-way (PROW) banners. For the sake of comparison, the annual cost estimate is calculated assuming that the four events require 25 banners at the single banner cost and the 12 events require a single PROW spanner banner at the single banner cost.
These are only estimates of the potential annual fees for the banner services. Since the City has implemented the Special Events Grants Program and has approved sponsorship for a fraction of the total estimated banner installation expenses, the City can expect to recoup some revenue from the event producers.
While the estimated costs are comparable, staff recommends an agreement with AAA Flag & Banner. The City had a favorable experience working with AAA Flag & Banner in the past and the reference checks turned out to be favorable as well. Additionally, the company is Culver City adjacent, while The Amgraph Group is located in North Hollywood. The assumption is that the proximity of AAA Flag & Banner would allow them to be more responsive to an emergency situation that could impact public safety.
The banner installation companies that have worked with Culver City are typically smaller shops with a core operations staff. As such, staff will work with AAA Flag & Banner to ensure that emergencies are addressed in a timely manner. At the same time, there will be limits to how quickly the contractor can respond to emergency calls. Since weather events can create conditions where banner installations can fail, staff will build procedures into the contract to specify details for assessing emergencies, who will respond, and a reasonable timeframe for response.
FISCAL ANALYSIS
The installation and removal of banners for citywide publically and privately-produced special event are funded from the Engineering - Contractual Services account (10160150.619800). Funding is available in the FY 17-18 budget for these services. Appropriate funding will be requested in subsequent budget years.
ATTACHMENTS
None.
MOTION
That the City Council:
1. Approve an agreement with AAA Flag & Banner for citywide banner installation and removal services for a term up to five years in an aggregate amount not-to-exceed $50,000; and,
2. If City Council approves the agreement with AAA Flag & Banner, authorize staff to negotiate the final terms of the agreement, provided the final contract price does not increase more than the City Manager’s contract authority; and,
3. Authorize the City Attorney to review/prepare the necessary documents; and,
4. Authorize the City Manager to execute such documents on behalf of the City.