Price agreements establish set prices that remain in effect for a designated period of time. This allows City departments to utilize the agreements in the performance of their operations without requiring a bid process each time a service or commodity is required.
The City’s price agreement for marketing that is used primarily by the Parks, Recreation, and Tourism Department will expire June 30, 2018, with no remaining renewal options. The services include marketing strategy; media buys and placement, design and content development, advertising, photography, and a number of other services.
The Procurement Division issued a Request for Proposals (RFP) on March 30, 2018. The RFP was published on the City’s website through Public Purchase, the City’s e-bidding provider, which notified 10 potential respondents; 10 accessed the RFP.
Five (5) responses were received by the April 12, 2018 deadline: Carr Strategies, Clear Entertainment and Marketing (Clear), Lundmark Advertising & Design, Manus Media, and Sage Communications. The responses received from Lundmark, Manus, and Sage were deemed non-responsive because they did not meet the minimum response requirements of the RFP.
An evaluation committee comprised of City staff from multiple departments evaluated the proposals received from Carr Strategies and Clear Entertainment and Marketing in accordance the evaluation criteria in the RFP: response to required RFP documents, project approach, qualifications of firm and its personnel team, tools for data analytics and performance reporting, and price. Both firms were interviewed by the evaluation committee to determine the best value solution for the City.
Clear Entertaining and Marketing received the highest score and provided the lowest priced proposal. Staff recommends award of a one-year contract with two possible one-year extensions to Clear Entertaining and Marketing.