City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JUNE 13, 2023 FROM: PARKS, RECREATION AND COMMUNITY WARDS: ALL
SERVICES DEPARTMENT
SUBJECT: APPROVE SERVICES AGREEMENT FROM RFP 2214 FOR DESIGN, PRINT, AND DISTRIBUTION OF the EXPLORE RIVERSIDE / PARKS, RECREATION AND COMMUNITY SERVICES DEPARTMENT ACTIVITY GUIDE, WITH the sauce creative services, CORP., in the amount of $674,585.60 FOR the term of JULY 1, 2023 – JUNE 30, 2026, with THE option to extend for two additional one-year terms; and change order authority of 20% IN THE AMOUNT OF $134,917 FOR A TOTAL CONTRACT AMOUNT OF $809,502.60.
ISSUE:
Approve the Service Agreement from RFP 2214 with The Sauce Creative Services, Corp. to design, print, and distribute the Explore Riverside / Parks, Recreation and Community Services Department Activity Guide in the amount of $674,585.60 for the term of June 30, 2023, through June 30, 2026, with the option to extend for two additional one-year terms; and change order authority of 20% in the amount of $134,917 for a total contract amount of $809,502.60.
RECOMMENDATIONS:
Approve the Service Agreement from RFP 2214 with The Sauce Creative Services, Corp. to design, print, and distribute the Explore Riverside / Parks, Recreation and Community Services Department Activity Guide in the amount of $674,585.60 for the term of July 1, 2023, through June 30, 2026, with the option to extend for two additional one-year terms; and change order authority of 20% in the amount of $134,917 for a total contract amount of $809,502.60; and Authorize the City Manager, or designee, to execute all necessary documents to implement the Services Agreement, including making minor, non-substantive changes.
BACKGROUND:
The Explore Riverside / Parks, Recreation and Community Services Department Activity Guide is a joint publication between the City of Riverside’s Office of Communications and Parks, Recreation and Community Services Department (PRCSD). The Explore Riverside / PRCSD Activity Guide (Activity Guide) is an award winning and nationally recognized publication.
On June 5, 2018, City Council approved the agreement between The Sauce Creative, Corp and the PRCSD for a three-year term ending June 19, 2021.
On June 20, 2021, the PRCSD entered into the first amendment to the agreement for a one-year term ending June 19, 2022.
On June 20, 2022, the PRCSD entered into the second amendment to the agreement for a one-year term that will expire on June 20, 2023 which is requiring these services to go out as a competitive bid.
On November 1, 2022, PRCSD posted Request for Proposal for the Design and/or Printing and Distribution of the Activity Guide, RFP No. 2244. PRCSD received two responses from the following qualified bidders:
COMPANY
LOCATION
1 The Sauce Creative Services
Monrovia, CA
2 Public Advertising Agency
Temecula, CA
Staff from the Office of Communications, Finance, and PRCSD performed a competitive review process and interviews based on the proposers’ background, qualifications, methodology, references, and cost. The Sauce Creative Services, Corp. was selected as the most qualified bidder.
DISCUSSION:
The award-winning Activity Guide reflects current print industry standards and provides a state-of-the-art publication that encourages readership and participation in PRCSD parks, programs, and activities. The modern, aesthetically-pleasing, full-color, environmentally friendly publication received the highest honor of an Award of Excellence from the California Park and Recreation Society for Print Publication. The magazine reflects the high standards set for the city and successfully attracts readers and participants to be a part of innovative programs, events, and activities.
The PRCSD recommends entering into the agreement with The Sauce Creative, Corp, to continue to provide design, print and distributions services of the Activity Guide.
The City’s Marketing Officer concurs with the recommendation.
The Purchasing Manager concurs that the recommendation to award is in compliance with Purchasing Resolution 23914.
STRATEGIC PLAN ALIGNMENT:
This item supports City Strategic Priority 1 – Arts, Culture and Recreation and Goal 1.2, to “Enhance equitable access to arts, culture and recreational service offerings and facilities.” This action aligns with each of the five Cross-Cutting Threads as follows:
Community Trust – The Activity Guide provides the community with information on accessing recreational services and events offered throughout the community.
Equity – 113,000 copies of the Activity Guide are distributed to households city-wide, enhancing accessibility to programming, services, and events.
Fiscal Responsibility – The distribution of the Activity Guide contributes to revenue generation by connecting the community to PRCSD programming and activities.
Innovation – The distribution of the Activity Guide provides access to activities, events and services that address the changing needs of the community.
Sustainability & Resiliency – The Activity Guide promotes educational opportunities for the community.
FISCAL IMPACT:
The total fiscal impact of the three-year term of this agreement is $809,502.60. The amount for FY 2023/24 is $212,483. The accounts listed in the table below show the funding sources for the contract. Budgets for FY 2023/24 will be brought forward to Council in June 2023 for adoption.
Fund
Dept
Account
FY 2023/24
FY 2024/25
FY 2025/26
Total
General Fund
PRCSD
5200000-425610
$121,347.33
$131,951.62
131,951.62
$385,250.57
CMO
1140000-453051
$80,898.23
$87,967.74
$87,967.74
$256,833.72
Library
5135000-425400
$10,237.44
$11,131.94
$11,131.94
$32,501.31
Subtotal
$212,483.00
$231,051.30
$231,051.30
$674,585.60
Change Order
$134,917.00
Total
$809,502.60
Prepared by: Pamela Galera, Parks, Recreation and Community Services Director Approved as to
availability of funds: Edward Enriquez, Interim Assistant City Manager/Chief Financial Officer/City Treasurer
Approved by: Kris Martinez, Assistant City Manager
Attachments:
1. Services Agreement
2. Award Recommendation
The Sauce Creative Services ● Page 3