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BACKGROUND The Community Services Department provides a variety of recreational activities that include: preschool; youth and teens; environmental education; performing, literary and visual arts; seniors; paratransit services; youth and adult sports; aquatics, field and facility rentals; recreation activities for the developmentally disabled and community- wide special events. These classes, programs and services are advertised in the Department's Activities Guides which is produced and mailed to City residents three times per year. In addition, a digital copy of each issue is also posted and accessible on the City's website. Supplemental promotional pieces are also developed for targeted programs and events, such as the Firehouse Arts Center Season Brochure, advertisements, event banners and posters, program fliers and event invitations. To obtain high quality services at the most reasonable price, the Department conducted a Request for Proposal (RFP) process for graphic services for the Department's Activities Guide as well as various other promotional materials. The RFP was advertised on the City's website and distributed directly to 32 firms. Nine (9) proposals were received and reviewed for content and required information submitted. Four (4) firms were invited to a panel interview to review and discuss their proposals; however one (1) firm did not attend the interview. Based on the quality of the proposals, related experience, previous work history with the Department and cost, Jennifer Hines Design was determined to be the most responsive to the overall requirements of the project. DISCUSSION In reviewing the proposals and conducting the interview, Ms. Hines demonstrated the best understanding of the Department's graphic service needs and production processes. Ms. Hines has extensive experience developing and designing high quality promotional materials and in particular recreation activities guides, as she has designed the Department's Activities Guide for the past twelve (12) years. Ms. Hines has also worked with various printers and understands the process of taking the Guide from design, to review, to print. Staff considers these to be important factors, as Pleasanton currently produces the Activities Guide three times a year, totaling 84,000 copies in addition to other promotional materials which include brochures, fliers, Posters, banner, invitations, etc. Due to the production of the Activities Guide and nature of timeline coordination, it is recommended that the proposed Agreement commence on Septemter 1, 2013 and expire on August 31, 2015, with an option for three additional one year extensions. Submitted by: Fiscal Review: Approved Susan Andrade-Wax Emily k- 4-r ner Nels n Fialho Community Services Director Director of Finance City Manager Attachment: 1. Services Agreement and Scope of Work Page 2 of 2