Fremont City Council Meeting: 10/10/23 07:00 PM
3300 Capitol Avenue Div/Dept: Human Services Department Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5004) DOC ID: 5004
Updated: 10/5/2023 9:06 AM by Susan Gauthier Page 1
SERVICE AGREEMENT FOR GRAPHIC DESIGN FOR THE HUMAN SERVICES DEPARTMENT – Authorize the City Manager to Execute a Multi-Year Agreement with Ani & Cat, LLC in an amount not to exceed $228,000.
Contact Persons:
Name: Paula Manczuk-Hannay Suzanne Shenfil
Title: Human Services Development
Officer
Director
Div/Dept: Human Services Department Human Services Department Phone: 510-574-2049 510-574-2051
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this report to approve and authorize the City Manager to execute a service agreement of graphic design services for the City of Fremont Human Services Department with Ani & Cat, LLC, through June 30, 2028, in an amount not to exceed $228,000 over the five-year term.
BACKGROUND: The Human Services Department produces a variety of communications that require a uniform design, including but not limited to its Age-Friendly Fremont monthly newsletter, weekly email updates, brochures outlining services offered, flyers promoting programs, and occasional form reports. These materials are important methods of communication to keep the public informed of the work the Human Services Department provides and connecting residents with needed services.
DISCUSSION/ANALYSIS: A request for Proposals (RFP# 24-001) for graphic design services for the City of Fremont Human Services Department was publicly advertised on June 13, 2023. On Tuesday, July 11, 2023, the City received 11 proposals in response to the RFP. An evaluation occurred consisting of City staff who rated the proposal using the criteria included in the RFP. The criteria weighed were: 1) Scope of Services 2) Billing Rates 3) Terms of Proposed Service 4) Company Background 5) Company References 6) Completeness of Application, and 7) Esthetics of Samples.
After an initial review of the 11 proposals, three were ranked highest and the finalists met with City Staff for interviews. While the finalists were closely matched, Ani & Cat were considered the most qualified responder because not only do they have the ability to meet in person if needed because of their location in San Jose, CA, but they also have a team staff, allowing them the ability to address more than one task simultaneously if needed.
FISCAL IMPACT: The term of the agreement is from October 1, 2023, through June 30, 2028, approximately five years total. The total agreement will not exceed $228,000 as described in Table 1 below:
Council Staff Report (ID # 5004) Meeting of October 10, 2023 Updated: 10/5/2023 9:06 AM by Susan Gauthier Page 2
Table 1- Contract Details by Year
Year Fiscal Year Amount
Year 1 (9 months) FY 2023/24 $36,000
Year 2 FY 2024/25 $48,000
Year 3 FY 2025/26 $48,000
Year 4 FY 2026/27 $48,000
Year 5 FY 2027/28 $48,000
Total Not to Exceed: $228,000
In anticipation of this project, the City Council appropriated sufficient funding for the first year as part of the Fiscal Year 2023/24 Adopted Operating Budget for the Human Services Department. Subsequent years of the contract will be included in future operating budgets .
ENVIRONMENTAL REVIEW: The proposed action is exempt from and not subject to review under the California Environment Quality Act (CEQA) because, without limitation, it is not a “project” as defined in CEQA Guidelines Section 15378(b((2) and/ 15378(b)(5) and it has no possibility of a significant effect on the environment, as specified in CEQA Guidelines Section 15061(b)(3), as a separate and independent basis for CEQA compliance.
ATTACHMENTS: None.
RECOMMENDATION: Authorize the City Manager or her designee to execute an agreement with Ani & Cat, LLC, through June 30, 2028, in an amount not to exceed $228,000 over the five-year term.