05 - Laserfiche WebLink

BACKGROUND In accordance with the City's purchasing policy, a Request for Qualifications (RFQ) was advertised seeking graphic design services. RFQs are used to procure professional services that have broad specifications subject to multiple approaches, many potential types of consultants or services providers that may be interested, and/or specifications that may be refined during the service provider review process. Professional graphic designers have worked with the City on various projects spanning over 20 years. Graphic designers enhance our ability to present information/concepts to the public in a way that is accessible, understandable, informative, and reflective of the City's brand standards. The City currently utilizes graphic designers to accomplish established ongoing and upcoming projects, such as: • Activities Guides (Library & Recreation Department — 3 issues per year) • Annual Reports (City of Pleasanton Annual Report, Pleasanton Police Department Annual Report, Operations Services Department Annual Report, Water Quality Report) • Branding (Logos and related collateral as outlined in the City's Style Guide) • Campaigns (Police Department Recruitment and Shop Local) • Financial Reports (Annual Comprehensive Financial Report, Budget in Brief, and Popular Annual Financial Report) • Flyers/Brochures/Mailers (multiple outreach and education pieces - SB 1383 brochure, District Elections mailer, Your Government brochure) • Presentations (branded templates, infographics) • City Newsletter (Pleasanton Progress — 3 editions of per year) • Vehicle Wrap Design (Paratransit vehicle, L&R Mobile Outreach vehicle) • Wayfinding (Pioneer Cemetery kiosk, Civic Center maps) DISCUSSION In April 2022, an RFQ was advertised by the City, with a specific effort to notify Pleasanton -based companies as included in the City's business license database. In response to the RFQ, staff received 10 responses; these Statements of Qualifications were reviewed by an inter -departmental selection committee which selected four qualified firms to assist the City with ongoing and upcoming graphic design needs: Ogden Costa Creative Group, Jennifer Hines Design, Tom Kane Design, and Uptown Studios. The Pleasanton -based Ogden Costa Creative Group has provided excellent service to the City of Pleasanton for 20 years, during which the firm has consistently demonstrated a high level of professionalism and quality of work. Based on project need, staff finds it appropriate to award the largest annual agreement in an amount of $90,000 annually to Ogden Costa Creative Group. Staff recommends entering into a three-year agreement, with a not to exceed amount of $270,000, with the ability to renew the agreement for two additional one-year periods (also with an annual not to exceed amount of $90,000). The renewals would be based on contractors' performance during the most recent Page 2 of 4