HomeMy WebLinkAbout25P - COMMUNITY MARKETING
CITY COUNCIL MEETING DATE:
CLERK OF COUNCIL USE ONLY:
REQUEST FOR
COUNCIL ACTION
NOVEMBER 20, 2006
TITLE:
AGREEMENT WITH CCN USA TO PROVIDE
A COMMUNITY MARKETING AND OUTREACH
SYSTEM
APPROVED
o As Recommended
o As Amended
o Ordinance on 151 Reading
D Ordinance on 2nd Reading
o Implementing Resolution
o Set Public Hearing For
a~
c....... CI MANAGER
CONTINUED TO
FILE NUMBER
RECOMMENDED ACTION
Direct the City Attorney to prepare and authorize the City Manager and
Clerk of the Council to execute a three-year agreement with CCN USA to
provide a 10-screen community marketing and outreach system in an amount
not to exceed $242,075.
DISCUSSION
On February 23, 2006, 19 Requests For Proposals (RFPs) were issued to
video production companies, requesting proposals for a 20-screen
community marketing and outreach system. The RFP specification provided
for the installation, maintenance and operation of 20 plasma screens at
strategic locations throughout the City to market and promote the City's
key attractions, cultural assets and recent accomplishments.
A pre-proposal conference was conducted on March 1, 2006 and five vendors
responded to the RFP. Avidd Electronics, CCN USA, Keycode Media, REO
Digital and TV Magic each submitted proposals for review. A six-member
evaluation committee consisting of representatives from the Police
Department, City Attorney's Office, Community Development and the Parks,
Recreation and Community Services Agency evaluated and rated the five
proposals. The proposals submitted by CCN USA and Keycode Media were most
responsive to the RFP. The committee visited the business offices of CCN
USA and Keycode Media where they viewed the screens and the process for
creating, updating and managing content. In addition, the committee
provided sample Santa Ana program content to CCN USA and Keycode Media
and requested sample 30-minute loops from both vendors.
Both CCN USA and Keycode Media performed well in these areas and were
asked to submit best and final offers for 20-screen and 10-screen
proposals. CCN USA and Keycode Media both submitted responsive,
competitive proposals.
25P-1
Agreement with CCN USA
November 20, 2006
Page 2
The proposals were evaluated based on the vendor's Technical Capacity to
Deliver and Maintain the System, Past Performances, Experience of Firm
and Personnel, and Cost of the Proposal. The evaluation results of the
best and final offers are as follows.
20 Screen Proposal
10 Screen Proposal
CCN USA
518
517
Keycode
520
526
% Difference
0.39%
1.74%
The current available funding for this project is $246,000. The
community marketing and outreach system will provide additional technical
and programming capability to City Channel 3, making it an eligible
expenditure for Adelphia Support funds. The 10-screen proposal submitted
by CCN USA is responsive to the RFP and adequate funds are available to
fund the three-year project, including a 15 percent contingency. Funds
are not available to fund the Keycode Media proposal. The Council
Technology Committee discussed this project, however no action was taken.
The costs of the proposals submitted by CCN USA and Keycode Media are
summarized below.
CCN USA Base Price With 15% Contingency
20 Screen Proposal 381,000 438,150
10 Screen Proposal 210,500 242,075
Keycode Media
20 Screen Proposal 484,000 556,600
10 Screen Proposal 240,500 276,575
The agreement with CCN USA will include a provision that allows the City
to extend the 10-screen agreement for an additional three-year term, or
expand the agreement to 20 screens, at the current rates plus CPl. The
agreement will also allow for sponsors and advertisements to be
displayed, at the City's discretion, which would help offset the cost of
the system. A critical element of this agreement will be to expand the
reach of the City's government access television found on Channel 3 by
providing that all programming created by CCN USA for the 10 screens can
be telecast on City Channel 3, and programs produced for City Channel 3
can be telecast on the 10 screens. The agreement will further require CCN
USA to be responsible for all aspects of the project including
installation, operation and all areas of maintenance, including
replacement due to vandalism. Other terms of the agreement such as timing
of installation, site selection, and performance standards are set forth
in the RFP and CCN USA's response.
25P-2
Agreement with CCN USA
November 20, 2006
Page 3
FISCAL IMPACT
Funds for this agreement are available in the CATV Capital Support
account (account no. 21-231-various) and the Recreation Special Fees and
Donations account (account no. 22-231-various).
APPROVED AS TO FUNDS AND ACCOUNT:
{;~
(..' .~
".,.
Gerardo Mouet
Executive Di ector
Parks, Recre tion and
Community Services Agency
~~-L
[,~Franci~co G~tierrez,
q)v~xecutlve Dlrector
Finance and Management service~-
Agency
~
25P-3
25P-4