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Home My WebLink AboutItem 4.2 Downtown Promotional Banners CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: September 9, 1991 SUBJECT: Award of Bid: Downtown Promotional Banners Report by: Public Works Director Lee Thompson EXHIBITS ATTACHED: 1) Resolution 2) Bid Results 3) Copy of Request for Proposal RECOMMENDATION: Adopt resolution rejecting bids from Kelley Display and Vaughn Display and awarding purchase order for December, Fall, and St. Patrick's Day banners to Sierra Display and purchase order for Flag banners to Street Scenes. FINANCIAL STATEMENT: A total of $16,800 is budgeted for purchase of banners. The lowest responsive bids received are as follows (see also bid summary Exhibit 2) : Sierra Display: December, Fall, and St. Patrick's Banners $ 11,383.86 Street Scenes: Flag Banners $ 1,480.86 TOTAL: $ 12,864.72 The $16,800 budget also includes funds to purchase additional hardware. Staff has purchased two sets of hardware to date at a cost of approximately $300 in order to provide two additional banner locations. DESCRIPTION: On August 12th, the City Council authorized Staff to solicit bids for purchase of banners. Four types of banners are to be purchased: new Fall banners, a new style of St. Patrick's Day banner to be used along with the existing banners, an additional quantity of Flag banners, and a few additional December holiday banners to fill out all of the bracket locations. A total of four suppliers submitted bids. The low bidder for Fall, Flag, and St. Patrick's Day banners, Kelley Display, is not an authorized distributor for the Flag banners, which are copyrighted by Street Scenes Banner Co. , nor for the Fall or St. Patrick's Day banners, which are copyrighted by Kalamazoo Banner Works. Mr. Kelley stated that his intent was to produce banners which were slightly different than those specified in order not to infringe on the copyright. While it may be possible for Mr. Kelley to accomplish this, Staff (including Legal Counsel) feels that Kelley Display's bid should not be accepted, as the bid documents stated that the products bid were to conform to the designs specified. Vaughn Display, who provided the second lowest bid for St. Patrick's Day banners, is also not an authorized distributor for Kalamazoo Banner Works. The lowest responsible bidder for the December, Fall, and St. Patrick's Day banners, Sierra Display, is an authorized distributor for Kalamazoo Banner Works. Street Scenes provided the second lowest bid for the Flag banners. Staff recommends that the City Council adopt the resolution rejecting the bids from Kelley Display and Vaughn's as non-responsive and awarding purchase orders to the lowest responsive bidders for each type of banner. CITY CLERK ----------------------------------------- FILE FROH �_01 ITEM NO. 77 VA60 COPIES TO: Bidders r RESOLUTION NO. -91 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN REJECTING LOW BIDS AS NONRESPONSIVE AND AWARDING PURCHASE ORDERS FOR STREET BANNERS TO SIERRA DISPLAY AND STREET SCENES BANNER COMPANIES WHEREAS, the City of Dublin did, on August 27, 1991, publicly open, examine, and declare all sealed bids for providing street banners as described in the approved specifications for Project Number 91-05 authorized by the City Council on August 12, 1991, which specifications are hereby expressly referred to for a description of said work and for all particulars relative to the proceedings under the request for bids; and WHEREAS, the City Engineer has recommended that the low bids received from Kelley Display and Vaughn Display be rejected on the basis that the items bid do not conform with the items specified in the proposal package; and WHEREAS, the City Engineer has recommended that the bids hereinafter mentioned are the lowest responsive bids for providing the products specified. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby reject the bids received from Kelley Display and Vaughn Display and award purchase orders under Project Number 91-05 as follows: 1) December Holiday, Fall, and St. Patrick's Day banners to Sierra Display, Inc. , at a total price of $11,383.86. 2) Flag banners to Street Scenes Banner Company, Inc. , at a total price of $1,480.00. PASSED, APPROVED AND ADOPTED this 9th day of September, 1991. AYES: NOES: ABSENT: Mayor ATTEST: City Clerk a:\sept\awrdban BID RESULTS - PROJECT NO. 91-05 STREET BANNERS DECEMBER FALL ST. PATRICK'S FLAG BIDDER BANNERS BANNERS BANNERS BANNERS UNIT PR TOTAL UNIT PR TOTAL UNIT PR TOTAL UNIT PR TOTAL SIERRA DISPLAY $173.20 $346.40 $155.88 $6,391.08 $80.11 $4,646.38 (NO BID) STREET SCENES NO BID NO BID NO BID $57.00 $1,368.00 +TAX 112.86 $1,480.86 VAUGHN DISPLAY NO BID NO BID $65.00* $3,770.00 $62.00 $1,488.00 KELLEY DISPLAY $180.00 $360.00 $ 55.00* $2,255.00 $52.50* $3,045.00 $55.00* $1,320.00 *As stated in the Staff report, Kelley Display and Vaughn Display are not authorized distributors for the banners specified in the bid documents. Additionally, Kelley Display has acknowledged that an error was made in computing the price for the Fall Banners and that his bid should have been $110 per set for a total of $4,510. REQUEST FOR PROPOSAL CITY OF DUBLIN STREET BANNERS Project No. 91-05 PROPOSALS MUST BE RECEIVED NO LATER THAN TUESDAY AUGUST 27, 1991 AT 10:00 A.M. SPECIFICATION Banners are to be consistently 94" long by 31" wide, with header and #2 brass spur grommets on top and bottom. Materials are to meet the following specifications: * Weather-resistant 100% marine acrylic canvas material (trade names Sunbrella or Ultra) or equal. * 31" width with selvage edges. * Thread to be 138 polyester BST/bonded, stretched, and twisted. * Yarn size 200/2/3 cord with 150 tex size after manufacturing. * Breaking strength of 21.5 lbs. * Resistant to ultraviolet rays, mold, and mildew. * (2) double-stretched, double-rolled, reinforced hems. * Rod pockets to be 3" deep. * Design to be silk-screened heat set thermoplastic screen printing ink. Banners are to be guaranteed against fading and any other weather damage (material and ink) for a period of at least three years following delivery date, based on the banners' being erected for two months per year. DESIGNS The following quantities of individual designs are to be purchased: 2 sets Double (set of two) holiday tree (white on green) with "Seasons Greetings" across the bottom of the banners. 24 ea. Single flag banners. Red and white ink on blue. 58 ea. Single St. Patrick's Day banners. White and light green ink on dark green. 41 sets Double (set of two) fall banners. Screened green/yellow ink on brown. Designs are to conform to the illustrations which are contained on Exhibit A within this bid package. Color samples shall be submitted to the City of Dublin for approval prior to fabricating the banners. PRICING The proposal must be made on the proposal page included in this package and must indicate unit pricing as well as totals. The City of Dublin reserves the right to increase or decrease the quantity ordered of any item, without unit price penalty, in order to conform to the total amount budgeted for the purchase. Pricing must include delivery, sales tax, and any other costs associated with the purchase of the product. Bidders may bid on any or all of the items. Purchase orders may be issued to more than one vendor (however, an individual bid item will not be split up) . Alternate designs will not be considered. DELIVERY The specified quantity of Fall banners and December Holiday banners must be delivered to the City of Dublin no later than October 1, 1991. St. Patrick's Day and Flag banners must be delivered no later than January 15, 1992. If said merchandise is not delivered by these dates, the vendor shall pay to the City of Dublin the sum of $250.00 per day for each and every calendar day's delay in delivering said merchandise beyond the above required dates. Signature of bidder on the proposal form indicates willingness and ability to conform with the specified delivery time. These delivery dates are based upon City Council award of purchase order on September 9, 1991, with purchase order(s) to be issued on September 10, 1991 . PROPOSALS SHALL BE DELIVERED TO: CITY OF DUBLIN PUBLIC WORKS DEPARTMENT 100 CIVIC PLAZA DUBLIN CA 94568 NO LATER THAN TUESDAY, AUGUST 27, 1991 , AT 10:00 A.M. PROPOSALS SHALL BE SEALED, WITH "CITY OF DUBLIN STREET BANNERS BID" CLEARLY MARKED ON THE OUTSIDE OF THE ENVELOPE. TELEPHONE AND FAX BIDS WILL NOT BE CONSIDERED. QUESTIONS REGARDING THIS REQUEST FOR PROPOSAL MAY BE DIRECTED TO THE CITY PUBLIC WORKS DEPARTMENT AT 415/833-6630. PROPOSAL ITEM # DESCRIPTION QUANTITY UNIT/MEAS. UNIT PRICE TOTAL PRICE 1 HOLIDAY BANNERS 2 SET OF TWO $ $ (TREES) - DOUBLE 2 FALL BANNERS 41 SET OF TWO $ $ (LEAVES) - DOUBLE 3 ST. PATRICK'S DAY 58 EA $ $ BANNERS 4 FLAG BANNERS 24 EA $ $ Prices include tax, delivery, and any other costs associated with the product. 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