January 7, 2025
Information Technology
DATE: January 7, 2025
TO: Mayor Martinez and Members of the City Council
FROM:
Sue Hartman, Director of Information Technology
Subject:
Resolution for On -Demand Photography Services from a
pool of certified vendors
FINANCIAL IMPACT: There is no fiscal impact resulting from the adoption of this resolution. The proposed standing order/outline
agreements are not a commitment to spend. Only pre-
approved adopted budget dollars can be used with these
certified vendors in accordance with procurement
policies.
PREVIOUS COUNCIL
ACTION:
Fiscal Year 2000 - 2001 the Council authorized the
standing orders and outline agreements.
STATEMENT OF THE
ISSUE:
Confirming standard orders/outline agreements for on-
demand photographers that can be available for large
scale projects including brochure photos and professional head shot photos from various vendors in the amount not to exceed $50,000 per vendor for fiscal years 2024-2025.
ADOPT a resolution authorizing the Department of
Information Technology to use standing orders/outline
agreements for on demand photographers from two pre-
approved vendors in an amount not to exceed $50,000
per year per vendor for Fiscal Year 2024-2025 with
review and approval from City Attorney’s Office. –
Information Technology Department (Sue Hartman 510-
620-6874).
DISCUSSION:
AGENDA
REPORT
January 7, 2025
The utilization of standing orders/outline agreements by the Information Technology Department began in fiscal year 2000-2001. It is an effective way for the City to reduce costs and respond more quickly to service needs. The proposed vendors have been qualified for City-wide utilization for the purchase of on demand photography.
Establishing an upper spending limit for these standing orders/outline agreements prevents over expenditures by combined City-wide departmental usage. With these control mechanisms in place, the City can continue to be the recipient of optimum technology related goods and services at the lowest cost utilizing a pool of pre- approved vendors.
The City is in need of a pool of on-demand photographers that can be available for large-scale projects including brochure photos and professional head shot photos in the amount not to exceed $50,000 per vendor for fiscal years 2024-2025.
On May 11, 2023, the City issued a request for proposal (RFP) for on demand photographers. Forty-three (43) potential vendors were notified about the RFP.
Seventeen (17) registered vendors downloaded the RFP. On October 29, 2024, a team of 4 staff reviewed the responding vendor solutions. A total of 3 bid responses were received of which My Legacy Matters and Paper Crane Design were responsive to the RFP and were selected. (Attachment 3).
The criteria used to qualify the two (2) responsive vendors included:
The first criteria had a possible rating of 40 percent, and the second criteria had a possible rating of 60 percent for a possible combined total of one hundred (100) percent. A total of three (3) bid responses were reviewed and two (2) were selected.
January 7, 2025
The following two vendors were responsive to the RFP and received greater than eighty (80) points each. (Attachment 3).
1. My legacy Matters
2. Paper Crane Design
The Information Technology staff recommends adoption of a resolution to use standing orders/outline agreements for on demand photographers from two (2) pre-approved vendors in an amount not to exceed $50,000 per year per vendor for fiscal year 2024- 2025 with review and approval of such agreements from the City Attorney’s Office (Attachment 1).
DOCUMENTS ATTACHED:
Attachment 1 – Resolution
Attachment 2 – Request for Proposal
Attachment 3 – Bidders Score Sheets