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HomeMy WebLinkAbout03/20/2007, C5 - REQUEST FOR PROPOSALS FOR CRIME PREVENTION & COMMUNITY OUTREACH MARKETING SERVICES co Un C l l Mawr Dee March 20,2007 j aGEnba nEpom CITY OF SAN LU I S O B I S P O FROM: Deborah Linden, Chief of Police® Prepared By: Ardith Tregenza,Neighborhood Services Manager SUBJECT: Request for Proposals for Crime Prevention & Community Outreach Marketing Services CAO RECOMMENDATION Approve a request for proposals for Crime Prevention & Community Outreach Marketing Services (specification no. 90627) for fiscal years 2007-2009 and authorize the CAO to award a contract if the proposed contract amount is less than $55,700. DISCUSSION The Police Department Office of Neighborhood Services is seeking approval to solicit proposals for a new contract for crime prevention and community outreach marketing services. Previous advertising programs were an effective way to communicate with a wide audience of community members about public safety and neighborhood issues. In 2002 the City entered into an agreement with a local advertising agency for the purpose of preparing various types of professional marketing tools as part of the Working to Improve Neighborhoods (WIN) and crime prevention programs administered by the Office of Neighborhood Services. That contract has since expired and there is currently no comprehensive marketing program in place. The proposed RFP will seek proposals from consultants who can provide professional marketing services for the Office of ,Neighborhood Services program. The program requires new advertisements and marketing materials to convey crime prevention and neighborhood resource messages in different formats ranging from Internet, radio, print, and television to direct marketing tools such as door hangers. The program will address two overarching goals under of the Office of Neighborhood Services: 1. Build community involvement and interest in crime prevention and neighborhood preservation by utilizing a well-defined marketing mix to reach a diverse target audience. 2. Produce new outreach programs that address crime prevention, blight reduction and promote neighborhood wellness, positive community dialog, and involvement in neighborhood improvement. The scope of work outlined in the RFP details the types of programs and materials that will be produced under this contract. Twelve advertising firms have been identified as potential participants in the proposal process and will be notified by Police Department staff. The proposal process will follow the City's RFP guidelines. eS/ RFP for Crime Prevention &Community Outreach Services Page 2 FISCAL IMPACT This service has been an annual cost of the Neighborhood Service Program since at least 2001 and the current request assumes the same level of funding as approved in previous budgets. Continued funding for this service contract will be in the Police Department's 2007-09 budget in the amount of $27,500.00 for FY 2007-08 and $28,200.00 for FY 2008-09. Staff is seeking approval to release the RFP prior to the adoption of the 2007-09 financial plan so the contract can be awarded on July 1, 2007 to encompass the entire two year financial period. ALTERNATIVES 1. Deny the request for RFP. Staff does not recommend this alternative. The City does not currently have the staff or the expertise to create the advertising materials and programs outlined in this RFP. Without a contract, important community outreach, neighborhood responsibility and crime prevention messages would not reach our residents and businesses. Due to the transient nature of student residents in the City, there is a need to continually communicate neighborhood improvement and crime prevention messages. 2. Defer the request until the 2007-09 budget is approved. Council could defer this request until after the adoption of the 2007-09 financial plan and direct staff to delay the release of the RFP to July 1, 2007. The awarding of the contract would be delayed by several months which would severely limit staffs ability to message to the students returning to San Luis Obispo in September. Delaying the release of the RFP would also cause the contract period to overlap the 2007-09 and the 2009-11 financial periods. 3. Reduce the scope of the RFP and contract amount. Council could direct staff to reduce the amount allocated for these services and reduce the scope of the contract. This would have an impact on the number and quality of the messages that reach our community and portions of the outreach programs would have to be eliminated. This is not a desirable outcome. ATTACHMENTS 1. List of Potential Contractors 2. Request for Proposal for Crime Prevention and Community Outreach Marketing Services File Path: G:\PDStaff\CAO and CAR Reports\CAR-Crime Prev.-Community Outreach RFP.DOC � s-z • Attachment #1 PROPOSERS LIST Crime Prevention and Neighborhood Improvement Outreach Services-Specification No.90627 AsMinds Lombardi Associates 560 Higuera St. #A 520 Higuera St San Luis Obispo, 93401 San Luis Obispo 93401 Barnett,Cox&Associates Pandora and Company 711 Tank Farm Rd Suite 210 350 Mitchell Dr. San Luis Obispo, 93401 San Luis Obispo 93402 Broadcast Advertising&Promotions Tetra Tech, Inc 2307 N. Fine Ave. 3201 Airpark Dr. Suite 108 Fresno,CA 93727 Santa Maria, CA 93455 Design to Print TJA Advertising 1693 Partridge 75 Zaca Lane San Luis Obispo 93401 San Luis Obispo 93401 Green Car Group 20/20 Design Group 4590 Spanish Oaks 1422 Monterey St. San Luis Obispo 93401 San Luis Obispo 93401 Highway 101 Communications Verdin Marketing Ink 846 Higuera St. 1920 Broad St. San Luis Obispo, 93401 San Luis Obispo 93401 Web Feet Integrated Marketing 265 South St. San Luis Obispo 93401 O •Attachment #2 City Of san LUIS OBISPO 990 Palm Street ■ San Luis Obispo,CA 93401 Notice Requesting Proposals for Crime Prevention and Community Outreach Marketing Services The City of San Luis Obispo is requesting sealed proposals for Crime Prevention and Community Outreach Marketing Services pursuant to Specification No. 90627. All proposals must be received by the Finance Division by 3:00 p.m. April 24, 2007 when they will be opened publicly in the City Hall Council Chambers, 990 Palm Street, San Luis Obispo, CA 93401. Proposals received after said time will not be considered. To guard against premature opening, each proposal shall be submitted to the Finance Division in a sealed envelope plainly marked with the proposal title, specification number, proposer's name, and time and date of the proposal opening. Proposals shall be submitted using the forms provided in the specification package. A pre-proposal conference will be held at San Luis Obispo Police Department, 1042 Walnut, San Luis Obispo on Tues. April 3, 2007 at 10:00 a.m. to answer any questions that the prospective proposers may have regarding the City's request for proposals.. Specification packages and additional information may be obtained by contacting Neighborhood Services Manager Ardith Tregenza at(805) 781-7186 ® The City of San Luis Obispo is committed to including disabled persons in all of our services,programs and activities. Telecommunications Device for the Deaf(805)781-7410. Specification No. 90627 TABLE OF • A. Description of Work 1 B. General Terms and Conditions 2 Proposal Requirements Contract Award and Execution Contract Performance C. Special Terms and Conditions 6 Contract Term Estimated Quantities Proposal Content Proposal Evaluation and Selection Proposal Review and Award Schedule Unrestrictive Brand Names Start and Completion of Work Accuracy of Specifications D. Agreement 11 E. Insurance Requirements 13 F. Proposal Submittal Forms 15 Proposal Submittal Summary References Section A -DESCRIPTION OF WORK The City of San Luis Obispo Police Department, Office of Neighborhood Services is seeking proposals from consultants who can provide professional marketing services for our crime prevention and community outreach programs. The consultants will design and produce new advertisements and materials to convey crime prevention and neighborhood resource messages in a four-point crime prevention strategy consisting of Web, radio,print,and television applications. There are two types of services required within the Office of Neighborhood Services public information effort,each addressing specific areas. 1. Build community interest and involvement in crime prevention and, community wellness by designing and producing new advertisements, maintaining and using successful radio, TV, print, and Web programs to reach identified target audiences. The programs should include both paid and public service media placements with an emphasis on the most cost effective long term package purchasing strategies. 2. Produce new outreach strategies and materials that address crime prevention, alcohol abuse, theft, blight reduction, and promote neighborhood wellness, positive community dialog, and involvement in neighborhood improvement. Outreach strategies should include a year round comprehensive approach, being sensitive to peak media periods in which rates increase and would not be conducive to budget restriction or target audience message retention. In addition to paid advertising, the placement of bonus spots, PSA, and cooperative advertisements will be outlined by consultants in order to achieve maximum message penetration within the market. EACH PROPOSAL PACKAGE MUST INCLUDE THE FOLLOWING IN THE PROPOSED WORK SCOPE: ■ Summary of the proposed programs; ■ Statement of the philosophy and objectives of the strategies and materials; • Statement of the specific strategy for achieving the above objectives; ■ A budget(Proposal Summary Form)and a fee schedule for services; ■ Resume of professional experience and samples of previous work; ■ Identification of key responsible personnel. Section B -GENERAL TERMS AND • • PROPOSAL REQUIREMENTS 1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal (proposer) shall meet all of the terms, and conditions of the Invitation for Bids (IFB) or Request for Proposals (RFP) specifications package. By virtue of its proposal submittal, the proposer acknowledges agreement with and acceptance of all provisions of the IFB/RFP specifications. 2. Proposal Submittal. Each proposal must be submitted on the form(s) provided in the specifications and accompanied by any other required submittals or supplemental materials. Proposal documents shall be enclosed in an envelope that shall be sealed and addressed to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. In order to guard against premature opening,.the proposal should be clearly labeled with the proposal title, specification number, name of proposer, and date and time of proposal opening. No FAX submittals will be accepted. 3. Insurance Certificate. Each proposal must include a certificate of insurance showing:. a. The insurance carrier and its A.M. Best rating. b. Scope of coverage and limits. C. Deductibles and self-insured retention. The purpose of this submittal is to generally assess the adequacy of the proposer's insurance coverage during proposal evaluation; as discussed under paragraph 12 below, endorsements are not required until contract award. The City's insurance requirements are detailed in Section E. 4. Proposal Quotes and Unit Price Extensions. The extensions of unit prices for the quantities indicated and the lump sum prices quoted by the proposer must be entered in figures in the spaces provided on the Proposal Submittal Form(s). Any lump sum bid shall be stated in figures. The Proposal Submittal Form(s) must be totally completed. If the unit price and the total amount stated by any proposer for any item are not in agreement, the unit price alone will be considered as representing the proposer's intention and the proposal total will be corrected to conform to the specified unit price. 5. Proposal Withdrawal and Opening. A proposer may withdraw its proposal, without prejudice prior to the time specified for the proposal opening, by submitting a written request to the Director of Finance for its withdrawal; in which event the proposal will be returned to the proposer unopened. No proposal received after the time.specified or at any place other than that stated in the "Notice Inviting Bids/Requesting Proposals" will be considered. All proposals will be opened and declared publicly. Proposers or their representatives are invited to be present at the opening of the proposals. 6. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed to make or file,or to be interested in more than one proposal, except an alternative proposal when specifically requested; however, an individual or business entity that has submitted a sub- proposal to a proposer submitting a proposal, or who has quoted prices on materials to such proposer, is not thereby disqualified from submitting a sub-proposal or from quoting prices to other proposers submitting proposals. -2- 0 i 7. Cooperative Purchasing. During the term of the contract,the successful proposer will extend all terms and conditions to any other local governmental agencies upon their request. These agencies will issue their own purchase orders,will directly receive goods or services at their place of business and will be directly billed by the successful proposer. 8. Communications. All timely requests for information submitted in writing will receive a written response from the City. Telephone communications with City staff are not encouraged, but will be permitted. However, any such oral communication shall not be binding on the City. CONTRACT AWARD AND EXECUTION 9. Proposal Retention and Award. The City reserves the right to retain all proposals for a period of 60 days for examination and comparison. The City also reserves the right to waive non-substantial irregularities in any proposal, to reject any or all proposals, to reject or delete one part of a proposal and accept the other, except to the extent that proposals are qualified by specific limitations. See the "special terms and conditions" in Section C of these specifications for proposal evaluation and contract award criteria. 10. Competency and Responsibility of Proposer. The City reserves full discretion to determine the competence and responsibility, professionally and/or financially, of proposers. Proposers will provide, in a timely manner, all information that the City deems necessary to make such a decision. 11. Contract Requirement. The proposer to whom award is made (Contractor) shall execute a written contract with the City within ten (10) calendar days after notice of the award has been sent by mail to it at the address given in its proposal. The contract shall be made in the form adopted by the City and incorporated in these specifications. 12. Insurance Requirements. The Contractor shall provide proof of insurance in the form, coverages and amounts specified in Section E of these specifications within 10 (ten) calendar days after notice of contract award as a precondition to contract execution. 13. Business License and Tax. The Contractor must have a valid City of San Luis Obispo business license and tax certificate before execution of the contract. Additional information regarding the City's business license and tax program.may be obtained by calling(805) 781-7134. CONTRACT PERFORMANCE 14. Ability to Perform. The Contractor warrants that it possesses, or has arranged through subcontracts, all capital and other equipment, labor, materials, and licenses necessary to carry out and complete the work hereunder in compliance with any and all federal, state, county, city, and special district laws, ordinances,and regulations. 15. Laws to be Observed. The Contractor shall keep itself fully informed of and shall observe and comply with all applicable state and federal laws and county and City of San Luis Obispo ordinances,regulations and adopted codes during its performance of the work. 16. Payment of Taxes. The contract prices shall include full compensation for all taxes that the Contractor is required to pay. 17. Permits and Licenses. The Contractor shall procure all permits and licenses,pay all charges and fees,and give all notices necessary. -3- n. —O • 18. Safety Provisions. The Contractor shall conform to the rules and regulations pertaining to safety established by OSHA and the California Division of Industrial Safety. 19. Public and Employee Safety. Whenever the Contractor's operations create a condition hazardous to the public or City employees, it shall, at its expense and without cost to the City, fumish, erect and maintain such fences, temporary railings, barricades, lights, signs and other devices and take such other protective measures as are necessary to prevent accidents or damage or injury to the public and employees. 20. Preservation of City Property. The Contractor shall provide and install suitable safeguards, approved by the City,to protect City property from injury or damage. If City property is injured or damaged resulting from the Contractor's operations, it shall be replaced or restored at the Contractor's expense. The facilities shall be replaced or restored to a condition as good as when the Contractor began work. 21. Immigration Act of 1986. The Contractor wan-ants on behalf of itself and all subcontractors engaged for the performance of this work that only persons authorized to work in the United States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the work hereunder. 22. Contractor Non-Discrimination. In the performance of this work, the Contractor agrees that it will not engage in, nor permit such subcontractors as it may employ, to engage in discrimination in employment of persons because of age, race, color, sex, national origin or ancestry, sexual orientation,or religion of such persons. 23. Work Delays. Should the Contractor be obstructed or delayed in the work required to be done hereunder by changes in the work or by any default, act, or omission of the City, or by strikes, fire, earthquake, or any other Act of God, or by the inability to obtain materials, equipment, or labor due to federal government restrictions arising out of defense or war programs, then the time of completion may, at the City's sole option, be extended for such periods as may be agreed upon by the City and the Contractor. In the event that there is insufficient time to grant such extensions prior to the completion date of the contract, the City may, at the time of acceptance of the work, waive liquidated damages that may have accrued for failure to complete on time, due to any of the above, after hearing evidence as to the reasons for such delay, and making a finding as to the causes of same. 24. Payment Terms. The City's payment terms are 30 days from the receipt of an original invoice and acceptance by the City of the materials, supplies, equipment or services provided by the Contractor(Net 30). 25. Inspection. The Contractor shall furnish City with every reasonable opportunity for City to ascertain that the services of the Contractor are being performed in accordance with the requirements and intentions of this contract. All work done and all materials furnished, if any, shall be subject to the City's inspection and approval. The inspection of such work shall not relieve Contractor of any of its obligations to fulfill its contract requirements. 26. Audit. The City shall have the option of inspecting and/or auditing all records and other written materials used by Contractor in preparing its invoices to City as a condition precedent to any payment to Contractor. -4- �'- 9 lJ 27. Interests of Contractor. The Contractor covenants that it presently has no interest, and shall not acquire any interest—direct, indirect or otherwise—that would conflict in any manner or degree with the performance of the work hereunder. The Contractor further covenants that, in the performance of this work, no subcontractor or person having such an interest shall be employed. The Contractor certifies that no one who has or will have any financial interest in performing this work is an officer or employee of the City. It is hereby expressly agreed that, in the performance of the work hereunder, the Contractor shall at all times be deemed an independent contractor and not an agent or employee of the City. 28. Hold Harmless and Indemnification. The Contractor agrees to defend,indemnify,protect and hold the City and its agents, officers and employees harmless from and against any and all claims asserted or liability established for damages or injuries to any person or property, including injury to the Contractor's employees, agents or officers that arise from or are connected with or are caused or claimed to be caused by the acts or omissions of the Contractor, and its agents, officers or employees, in performing the work or services herein, and all expenses of investigating and defending against same, provided, however, that the Contractor's duty to indemnify and hold harmless shall not include any claims or liability arising from the established sole negligence or willful misconduct of the City, its agents, officers or employees. 29. Contract Assignment. The Contractor shall not assign, transfer, convey or otherwise dispose of the contract, or its right, title or interest, or its power to execute such a contract to any individual or business entity of any kind without the previous written consent of the City. 30. Termination. If, during the term of the contract, the City determines that the Contractor is not faithfully abiding by any term or condition contained herein, the City may notify the Contractor in writing of such defect or failure to perform. This notice must give the Contractor a 10 (ten) calendar day notice of time thereafter in which to perform said work or cure the deficiency. If the Contractor has not performed the work or cured the deficiency within the ten days specified in the notice, such shall constitute a breach of the contract and the City may terminate the contract immediately by written notice to the Contractor to said effect. Thereafter; neither party shall have any further duties, obligations, responsibilities, or rights under the contract except, however, any and all obligations of the Contractor's surety shall remain in full force and effect, and shall not be extinguished,reduced,or in any manner waived by the termination thereof. In said event, the Contractor shall be entitled to the reasonable value of its services performed from the beginning date in which the breach occurs up to the day it received the City's Notice of Termination, minus any offset from such payment representing the City's damages from such breach. "Reasonable value" includes fees or charges for goods or services as of the last milestone or task satisfactorily delivered or completed by the Contractor as may be set forth in the Agreement payment schedule; compensation for any other work, services or goods performed or provided by the Contractor shall be based solely on the City's assessment of the value of the work-in-progress in completing the overall workscope. The City reserves the right to delay any such payment until completion or confirmed abandonment of the project, as may be determined in the City's sole discretion, so as to permit a full and complete accounting of costs. In no event, however, shall the Contractor be entitled to receive in excess of the compensation quoted in its proposal. C) • Section C SPECIAL - MS AND CONDITIONS Request for Proposals 1. Contract Award. Subject to the reservations set forth in Paragraph 9 of Section B (General Terms and Conditions) of these specifications, the contract will be awarded to the lowest responsible, responsive proposer. 2. Sales Tax Reimbursement. For sales occurring within the City of San Luis Obispo, the City receives sales tax revenues. Therefore, for bids from retail firms located in the City at the time of proposal closing for which sales tax is allocated to the City, 1% of the taxable amount of the bid will be deducted from the proposal by the City in calculating and determining the lowest responsible,responsive proposer. 3. Labor Actions. In the event that the successful proposer is experiencing a labor action at the time of contract award (or if its suppliers or subcontractors are experiencing such a labor action), the City reserves the right to declare said proposer is no longer the lowest responsible, responsive proposer and to accept the next acceptable low proposal from a proposer that is not experiencing a labor action, and to declare it to be the lowest responsible,responsive proposer. 4. Failure to Accept Contract. The following will occur if the proposer to whom the award is made (Contractor) fails to enter into the contract: the award will be annulled; any bid security will be forfeited in accordance with the special terms and conditions if a proposer's bond or security is required; and an award may be made to the next lowest responsible, responsive proposer who shall fulfill every stipulation as if it were the party to whom the first award was made. CONTRACT PERIOD OR ESTIMATED QUANTITIES 5. Contract Term. The supplies or services identified in this specification will be used by the City -between July 1,2007 and June 30, 2009. The prices quoted for these items must be valid for the entire period indicated above unless otherwise conditioned by the proposer in its proposal. 6. Contract Extension. The term of the contract may be extended by mutual consent for an additional two years. During this extended period, unit prices may not be increased by more than the percentage change in the US consumer price index for All Urban Consumers (CPI-U) between July 1,2009 and June 30, 2011. 7. Estimated Quantities. The quantities indicated in the Detail Proposal Submittal Form are estimates based on past purchasing experience, and will be used to determine the lowest overall proposal. Actual quantities purchased during the period of this contract may vary from these estimated amounts as required by the City. 8. Supplemental Purchases. Supplemental purchases may be made from the successful proposer during the contract term in addition to the items listed in the Detail Proposal Submittal Form. For these supplemental purchases,.the proposer shall not offer prices to the City in excess of the amounts offered to other similar customers for the same item. If the proposer is willing to offer the City a standard discount on all supplemental purchases from its generally prevailing or published price structure during the contract term, this offer and the amount of discount on a percentage basis should be provided with the proposal submittal. -6- 0 9. Contractor Invoices. The Contractor shall deliver a monthly invoice to the City, itemized by up to 20 cost centers, with attached copies of work order forms or detail invoices (standard color or copy to be agreed upon)as supporting detail. 10. Non-Exclusive Contract. The City reserves the right to purchase the items listed in the Detail Proposal Submittal Form, as well as any supplemental items, from other vendors during the contract term. USE OF BRAND NAMES 11. Unrestrictive Brand Names. Any manufacturer's names, trade names, brand names or catalog numbers used in the specifications are for the purpose of describing and establishing general quality levels. Such references are not intended to be restrictive. Proposals will be considered for any brand that meets or exceeds the quality of the specifications given for any item. In the event an alternate brand name is proposed, supplemental documentation shall be provided demonstrating that the alternate brand name meets or exceeds the requirements specified herein. The burden of proof as to the suitability of any proposed alternatives is upon the proposer, and the City shall be the sole judge in making this determination. PERFORMANCE STANDARDS 12. Delivery. Prices quoted for all supplies or equipment to be provided under the terms and conditions of this IFB or RFP package shall include delivery charges, to be delivered F.O.B. San Luis Obispo by the successful proposer and received by the City within 30 - 90 days after authorization to proceed by the City. 13. Start and Completion of Work. Work on this project shall begin within 1 calendar day after contract execution and shall be ongoing though out the terms of the contract. RECYCLED PRODUCTS 14. Recycled Products. A ten percent preference, not to exceed one thousand dollars per contract, will be given to recycled products. The fitness and quality of the recycled product must be at least equal to un-recycled products as determined by the City. The preference percentage shall be based on the lowest price quoted by the supplier or suppliers offering non-recycled products. Price preferences may be offered in excess of the ten percent ceiling established in this section if it can be shown that purchase of a recycled product or material will result in greater long-term savings to the City. REFERENCES 15. Submittal of References. Each proposer shall submit a statement of qualifications and references on the form provided in the IFB/RFP package. 16. Statement of Contract Disqualifications. Each proposer shall submit a statement regarding any past governmental agency bidding or contract disqualifications on the form provided in the IFB/RFP package. REQUEST FOR PROPOSALS ��'iz o • 17. Proposal Content. Your proposal must include the following information: Submittal Forms a. Proposal submittal summary. b. Certificate of insurance. C. References from at least three firms for whom you have provided similar services. Qualifications d. Experience of your firm in performing similar services. e. Resumes of the individuals who would be assigned to this project, including any sub- consultants. f. Standard hourly billing rates for the assigned staff, including any sub-consultants. g. Statement and explanation of any instances where your firm has been removed from a project or disqualified from proposing on a project. Work Program h. Description of your approach to completing the work. i. Tentative schedule by phase and task for completing the work. j. Estimated hours for your staff in performing each major phase of the work, including sub-consultants. k. Services or data to be provided by the City. 1. Any other information that would assist us in making this contract award decision. Compensation in. Proposed compensation and payment schedule tied to accomplishing key tasks. Proposal Length and Copies n. Proposals should not exceed ten pages, including attachments and supplemental materials. o. Six(6)copies of the proposal must be submitted. 18. Proposal Evaluation and Selection. Proposals will be evaluated by a review committee based on the following criteria: a. Understanding of the work required by the City. b. Quality,clarity and responsiveness of the proposal. C. Demonstrated competence and professional qualifications necessary for successfully performing the work required by the City. d. Recent experience in successfully performing similar services. e. Proposed approach in completing the work. f. References. g. Background and related experience of the specific individuals to be assigned to this project. h. Proposed compensation. As reflected above, contract award will not be based solely on price, but on a combination of factors as determined to be in the best interest of the City. After evaluating the proposals and discussing them further with the finalists or the tentatively selected contractor, the City reserves the right to further negotiate the proposed work and/or method and amount of compensation. OTHER RFP INFORMATION 19. Proposal Review and Award Schedule. The following is an outline of the anticipated schedule for proposal review and contract award: a. Issue RFP 3/21/07 b. Conduct pre-proposal conference 4/3/07 C. Receive proposals 4/24/07 d. Complete proposal evaluation 5/9/07 e. Conduct finalist interviews 5/23/07 f. Finalize staff recommendation 6/6/07 g. Award contract 7/2/07 h. Execute contract 7/2/07 i. Start work 7/3/07 20. Pre-Proposal Conference. A pre-proposal conference will be held at the following location, date, and time to answer any questions that prospective proposers may have regarding this RFP: Tuesday April 3,2007 10`00 a.m. San Luis Obispo Police Department Conference Room 1042 Walnut.St. San Luis Obispo, CA 93401 OWNERSHIP,DELIVERY AND PRESENTATION OF WRITTEN OR GRAPHIC PRODUCTS 21. Ownership of Materials. All original drawings,plan documents and other materials prepared by or in possession of the Contractor as part of the work or services under these specifications shall become the permanent property of the City, and shall be delivered to the City upon demand. 22. Release of Reports and Information. Any reports, information; data,or other material given to, prepared by or assembled by the Contractor as part of the work or services under these specifications shall be the property of City and shall not be made available to any individual or organization by the Contractor without the prior written approval of the City. 23. Copies of Reports and Information. If the City requests additional copies of reports, drawings, specifications, or any other material in addition to what the Contractor is required to furnish in limited quantities as part of the work or services under these specifications, the Contractor shall provide such additional copies as are requested, and City shall compensate the Contractor for the costs of duplicating of such copies at the Contractor's direct expense. 24. Required Deliverable Products. The Contractor will be required to provide: -9- a. Six (6) copies of video, print master, CD, DVD or audio addressing all elements of the workscope. City staff will review any documents or materials provided by the Contractor and, where necessary, the Contractor will be required to respond to staff comments and make such changes as deemed appropriate. b. One camera-ready original, unbound, each page printed on only one side, including any original graphics in place and scaled to size,ready for reproduction. C. When computers have been used to produce materials submitted to the City as a part of the workscope, the Contractor must provide the corresponding computer files to the City, compatible with the following programs whenever possible unless otherwise directed by the project manager: • Word Processing Word • Spreadsheets Excel • Desktop Publishing CorelDraw, PageMaker • Computer Aided Drafting(CAD) AutoCAD 25. Attendance at Meetings and Hearings. As part of the workscope and included in the contract price is attendance by the Contractor at up to 6 public meetings to present and discuss its findings and recommendations. Contractor shall attend as many "working" meetings with staff as necessary in performing workscope tasks. ALTERNATIVE PROPOSALS 26. Alternative Proposals. The proposer may submit an alternative proposal (or proposals) that it believes will also meet the City's project objectives but in a different way. In this case, the proposer must provide an analysis of the advantages and disadvantages of each of the alternatives, and discuss under what circumstances the City would prefer one alternative to the other(s). If an alternative proposal is submitted, the maximum length of the proposal may be expanded proportionately by the number of alternatives submitted. Section D FORM OF AGREEMENT AGREEMENT THIS AGREEMENT is made and entered into in the City of San Luis Obispo on [day, date,_yeaG] by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and [CONTRACTOR'S NAME IN CAPITAL LETTERS],hereinafter referred to as Contractor. WITNESSETH: WHEREAS, on [date , City requested proposals for Crime Prevention and Community Outreach Services per Specification No. 90627. WHEREAS, pursuant to said request, Contractor submitted a proposal that was accepted by City for said Crime Prevention and Community Outreach Services. NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained,the parties hereto agree as follows: I. TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as fust written above,until acceptance or completion of said Crime Prevention and Community Outreach Services. 2. INCORPORATION BY REFERENCE. City Specification No. 90627 and Contractor's proposal dated[da etet ],are hereby incorporated in and made a part of this Agreement. 3. CITY'S OBLIGATIONS. For providing Crime Prevention and Community Outreach Services as specified in this Agreement, City will pay and Contractor shall receive therefor compensation in a total sum not to exceed S ]for FY 2007-08 and for FY 2008-09. 4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City, Contractor agrees with City to do everything required by this Agreement and the said specification. 5. AMENDMENTS. Any amendment, modification or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the Council of the City. 6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding or representation be binding upon the parties hereto. 7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows: City Neighborhood Services Manger City of San Luis Obispo 1042 Walnut Street San Luis Obispo,CA 93401 Contractor Name Address S. AUTHORITY.TO EXECUTE AGREEMENT. Both City and Contractor do covenant that each individual executing this agreement on behalf of each parry is a person duly authorized and empowered to execute Agreements for such party. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written. ATTEST: CITY OF SAN LUIS OBISPO By: City Clerk City Administrative Officer APPROVED AS TO FORM: CONTRACTOR By: City Attorney 12- C'Cw- —// Section E INSURANCE REQUIREMENTS Consultant Services The Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, its agents,representatives,employees or subcontractors. Minimum Scope of Insurance. Coverage shall beat least as broad as: 1. Insurance Services Office Commercial General Liability coverage(occurrence form CG 0001). 2. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code 1 (any auto). 3. Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance. 4. Errors and Omissions Liability insurance as appropriate to the consultant's profession. Minimum Limits of Insurance. Contractor shall maintain limits no less than: I. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. 2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage. 3. Employer's Liability: $1,000,000 per accident for bodily injury or disease. 4. Errors and Omissions Liability: $1,000,000 per occurrence. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must-be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials,employees and volunteers; or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. Other Insurance Provisions. The general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions: 1. The City, its officers, officials, employees, agents and volunteers are to be covered as insureds as respects: liability arising out of activities performed by or on behalf of the Contractor; products and completed operations of the Contractor;premises owned,occupied or used by the Contractor; or automobiles owned, leased, hired or borrowed by the Contractor. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officers, official, employees,agents or volunteers. 2. For any claims related to this project, the Contractor's insurance coverage shall be primary insurance as respects the City, its officers, officials, employees, agents and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, agents or volunteers shall be excess of the Contractor's insurance and shall not contribute with it. -13- 0 • 3. The Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 4. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of no less than ANII. Verification of Coverage. Contractor shall furnish the City with a certificate of insurance showing maintenance of the required insurance coverage. Original endorsements effecting general liability and automobile liability coverage required by this clause must also be provided. The endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements are to be received and approved by the City before work commences. -14- PROPOSAL SUBMITTAL FORM The undersigned declares that she or he has carefully examined Specification No. 90627, which is hereby made a part of this proposal; is thoroughly familiar with its contents; is authorized to represent the proposing firm; and agrees to perform the specified work for the following cost quoted in full: Description 1 I Produce 40 new print ads (20 each fiscal year), consistent with the identified themes and target audiences Weekly print ad buy in The Tribune Weekly print ad buy in Mustang Daily Monthly print ad buy in Cuestonian Print ads in other publications—please list: Produce 34 one-minute"Prevention Minute"radio spots( 17 each fiscal year) Twice daily radio ad buys for Prevention Minute during peak commute hours Produce four 30 - second crime prevention/neighborhood enhancement TV spots (two in FY 07/08 and two in FY 08/09) Television buy — broadcast/cable: Proposer to recommend scope, channels, time slots,schedule Redesign and update Neighborhood Services and Crime Prevention areas of SLO Police Department website Redesign current "Celebrate Your Neighborhood" brochure to incorporate law changes, crime prevention and improved communication strategies in 07/08 providing 2000 copies TOTAL ❑ Certificate of insurance attached; insurance company's A.M. Best rating: Firm Name and Address Contact Phone S nature o Authorized Representative Date -15- REFERENCES Number of years engaged in providing the services included within the scope of the specifications under the present business name: Describe fully the last three contracts performed by your firm that demonstrate your ability to provide the services included with the scope of the specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications. Reference No. 1 Customer Name Contact Individual Telephone&FAX number Street Address City, State,Zip Code Description of services provided including contract amount,when provided and project outcome Reference No. 2 Customer Name Contact Individual Telephone&FAX number Street Address City,State,Zip Code Description of services provided including contract amount,when provided and project outcome Reference No.3 Customer Name Contact Individual Telephone&FAX number Street Address City,State,Zip Code Description of services provided including contract amount,when provided and project outcome -16- c lzs— o • STATEMENT OF PAST CONTRACT DISQUALIFICATIONS The proposer shall state whether it or any of its officers or employees who have a proprietary interest in it, has ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project because of the violation of law,'a safety regulation, or for any other reason, including but not limited to financial difficulties, project delays, or disputes regarding work or product quality,and if so to explain the circumstances. ■ Do you have any disqualification as described in the above paragraph to declare? Yes ❑ No ❑ ■ Ifyes, explain:the circumstances. Executed on at under penalty of perjury of the laws of the State of California,that the foregoing is true and correct. Signature of Authorized Proposer Representative