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CC - CONSENT ITEM: Approval of an Agreement with Turbo Images for Vehicle Wrap Services in an Amount Not-to-Exceed $640,000 ($250,000 Base Proposal Plus $300,000 for Three Optional Years and $90,000 in Contingency Authority).
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Meeting Date: August 28, 2023
Contact Person/Dept.: Allison Cohen/Transportation Department
Phone Number: (310) 253-6543
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [ ] No [X]
Attachments: Yes [ ] No [X]
Commission Action Required: Yes [ ] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (08/23/2023)
Department Approval: Diana Chang, Chief Transportation Officer (08/16/2023)
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RECOMMENDATION
Staff recommends the City Council approve an agreement with Turbo Images for vehicle wrap services in an amount not-to-exceed $640,000 ($250,000 base proposal plus $300,000 for three optional years and $90,000 in contingency authority).
BACKGROUND/DISCUSSION
The City of Culver City's transit bus fleet currently consists of 54 40’ transit buses, three cutaway vans, three minibuses, and several sedans, SUVs, and service trucks. Buses and other vehicles are branded for special services and events using distinctive color schemes and designs applied via decal. Current branding distinctions include local and rapid color schemes, specialty branding for battery electric buses, and an “anniversary wrap” commemorating Culver CityBus’s 95th year of service to the City of Culver City.
Historically, the Culver City Transportation Department has solicited multiple quotes for each cosmetic repair or specialty wrap. To increase departmental efficiency and reduce vehicle downtime associated with cosmetic repairs, staff released a Request for Proposal (RFP #2349) on July 6, 2023. On August 3, 2023, a total of two responsive proposals were received. Proposals were received from the following firms:
• Branded Arts LLC
• Turbo Images
An Evaluation Committee comprised of Culver City staff reviewed all proposals submitted in response to the solicitation. The committee evaluated each proposal based on several criteria including qualifications and experience, response to the scope of services requested, proposed fees, and references. Based on staff’s evaluation of the proposers’ experience, ability, and overall value to the City of Culver City for this project, staff recommends approving an agreement with Turbo Images as the best qualified firm for the City’s vehicle wrap production and installation needs.
Turbo Images has the requisite qualifications and experience to perform the scope of services outlined in the RFP. They have extensive experience in fleet graphics, and they have attained a 3M Platinum Status accreditation. Turbo Images is under contract with several public transit agencies in California and across the country and has performed similar services. This includes a 10-year, $2 million contract with Utah Transit Agency, a 43-bus project in Huntsville, Alabama, and 27-bus project in Northern California.
FISCAL ANALYSIS
Funding for the first year of the agreement for vehicle wrap production and installation services in the amount of $150,000 is included in the Adopted Budget for Fiscal Year 2023-2024 in CIP No. 20380000.732100.PB001 (Transportation - Bus Replacement Fund). Additionally, staff recommends a contingency amount of $90,000 be made available from Account No. 30870400.600200 (Equipment Maintenance - Equipment Maintenance Expenses) for vehicle wrap production and installation services for other City Departments. Funding for future fiscal years of the agreement will be included in future fiscal year budgets.
Summary total of anticipated expenses under this agreement are as follows:
Base Proposal (Years 1-2): $250,000
Option (Years 3-5): $100,000 yearly
Contingency for Transit Vehicles: $60,000
Contingency for Non-Transit City Vehicles: $30,000
Total Contract Expense: $640,000
MOTION
That the City Council:
1. Approve a two-year agreement with Turbo Images for Vehicle Wrap Services in an amount not-to-exceed $250,000; and,
2. Authorize the City Manager to approve three additional one-year options in an amount not-to-exceed $300,000 ($100,000 annually); and,
3. Authorize to the City Manager to approve amendment(s) to the agreement for unanticipated costs up to a contingency amount not-to-exceed $90,000; and,
4. Authorize the City Attorney to review/prepare the necessary documents; and,
5. Authorize the City Manager to execute such documents on behalf of the City.