HomeMy WebLinkAboutStaff Report 4610
City of Palo Alto (ID # 4610)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 4/29/2014
City of Palo Alto Page 1
Summary Title: Second Contract Amendment with Riezbos Holzbaur Group
LLC for Design Services
Title: Approval of Second Contract Amendment With the Riezbos Holzbaur
Group LLC to Increase the Total Compensation by $30,000 from $121,212 to
$151,212 for Design Work for the Administrative Services Department
From: City Manager
Lead Department: Administrative Services
Recommendation
Staff recommends that Council approve the Second Amendment to the Contract with Riezbos
Holzbaur Group LLC to increase the total compensation by $30,000 from $121,212 to $151,212
for design work for the Administrative Services Department.
Executive Summary
This second contract amendment will ensure that documents published by the Office of
Management and Budget such as the annual budget documents will have a consistent design
within the next 1 ½ years.
Background
On December 17, 2012, the City Council approved Amendment One to the contract by adding
$37,212 to the original contract amount of $84,000, increasing total compensation to $121,122,
for design work for the Administrative Services Department (ASD) and the Library Department
(Library). ASD requested a contractual increase in the amount of $12,912 for a redesign of the
FY 2013-2023 Long Range Financial Forecast, the FY 2014 Budget document cover, and the FY
2015-2024 Long Range Financial Forecast. The Library requested contractual increase in the
amount of $24,300 for brand development including a style guide.
Discussion
On December 16, the City Council approved a contract with Finite Matters to compile and
publish the City’s budget documents. In the first phase of transitioning to the new budget
publication software, staff redesigned the operating budget document as part of the FY 2015
budget process. In the second phase of implementing the new publication software, staff will
publish the FY 2016 Capital Budget during the FY 2016 budget process. Further, staff intends to
City of Palo Alto Page 2
publish as part of the release of the FY 2015 and FY 2016 Adopted Budget documents, a short
and succinct Budget in Brief document, which include infographics.
To ensure consistency in design within the next 1 ½ years between the FY 2015-2024 Long
Range Financial Forecast, the FY 2016 Operating Budget document, the FY 2016 Capital Budget
document, as well as related budget in briefs, staff requests to amend the contract with
Riezebos Holzbaur Group LLC. For design work for the FY 2017 budget documents, if needed,
staff intends to issue a Request for Proposals. The amendment also includes approximately 40
hours of as-needed design and production services at a billable rate of $100 per hour.
Resource Impact
The recommended increase in total compensation amounts to $30,000. Funds for this contract
amendment in the amount of $10,000 are available in the FY 2014 Administrative Services
Department budget. Funds for FY 2015 in the amount of $20,000 are subject to the
appropriation of funds as part of the approval of the FY 2015 Budget.
Environmental Review
The approval of this contract is not a project under the California Environmental Quality Act.
Attachments:
Attachment A: S12144615 Riezbos Holzbaur Group Amendment 2 (PDF)
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AMENDMENT NO. 2 TO CONTRACT NO. S12144615
BETWEEN THE CITY OF PALO ALTO AND
RIEZBOS HOLZBAUR GROUP
This Amendment No. 2 to Contract No. S12144615
(“Contract”) is entered into April 30, by and between the CITY OF
PALO ALTO, a charter city and a municipal corporation of the State
of California (“CITY”), and RIEZBOS HOLZBAUR GROUP, a California
Corporation, located at 847 Sansome Street, 3rd Floor, San
Francisco, California (“CONTRACTOR”).
R E C I T A L S:
WHEREAS, the Contract was entered into between the
parties for the provision of Pollution Prevention Public Outreach
and Graphic Design Support; and
WHEREAS, the Contract was amended on December 10, 2012
for the provision of Library Branding and Design Support for the
Long Range Financial Forecast Document and Fiscal Year 2012-2013
Budget Book Cover;
WHEREAS, the parties wish to amend the Contract to add
additional services and compensation and to extend the term;
NOW, THEREFORE, in consideration of the covenants, terms,
conditions, and provisions of this Amendment, the parties agree:
SECTION 1. Section 3 is hereby amended to read as
follows:
“The term of this agreement is from June 01, 2012 to
August 31, 2015 inclusive, subject to the provisions of Sections Q
and V of the General Terms and Conditions.”
SECTION 2. Section 5 is hereby amended to read as
follows:
“CITY shall pay and CONTRACTOR agrees to accept as not to exceed compensation for the full performance
of the Services and reimbursable expenses, if any:
The total maximum lump sum compensation of dollars ($ ); OR
The sum of dollars ($ ) per hour, not to exceed a total maximum compensation amount of
dollars ($ ); OR
A sum calculated in accordance with the fee schedule set forth
in Exhibit C, not to exceed a total maximum compensation
amount of One Hundred Fifty One Thousand, Two Hundred
Eleven Dollars and Fifty Cents ($151,211.50).”
Attachment A
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SECTION 3. The following exhibit(s) to the Contract
is/are hereby amended to read as set forth in the attachment(s) to
this Amendment, which are incorporated in full by this reference:
a. Exhibit “A” entitled “Scope of Services” shall also
include A1.
b. Exhibit “C” entitled “Compensation” shall also
include C1.
SECTION 4. Except as herein modified, all other
provisions of the Contract, including any exhibits and subsequent
amendments thereto, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have by their duly
authorized representatives executed this Amendment on the date
first above written.
APPROVED:
__________________________
City Manager
APPROVED AS TO FORM:
__________________________
Senior Asst. City Attorney
RIEZBOS HOLZBAUR GROUP
By:___________________________
Name:_________________________
Title:________________________
Attachments:
EXHIBIT "A1": SCOPE OF SERVICES
EXHIBIT "C1": COMPENSATION
Attachment A
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EXHIBIT A1
AMENDMENT 2 - SCOPE OF SERVICES
Administrative Services Project – Various FY 2015 and FY 2016 Office of Management and Budget
documents
RIEZBOS HOLZBAUR GROUP will provide to the City of Palo Alto, Office of Management and
Budget with creative services for their Long Range Financial Forecast, Operating Budget, Capital
Budget, and Budget in Brief documents. Includes creative direction, graphic design, and final deliverables
(creative assets). Tandem Creative will be available for additional ‘as-needed’ creative services.
Task and Work Plan for each design item as outlined in Exhibit C
PHASE I. DESIGN
PRESENTATION 1. We will present distinctive and creative concepts to the City of Palo Alto Budget
team for review. This stage also provides staff with an opportunity to provide feedback. The layouts will
include representative elements that appear in the various documents. The creative layouts will include a
text design, tables, graphs, charts, photo treatment, and icons as needed. In addition, Tandem will provide
cover design layouts for selection.
IMPLEMENTATION. The Tandem Creative team will incorporate changes to the creative concept based
on staff feedback.
PRESENTATION 2. Tandem will provide revised layouts to the City of Palo Alto Budget team for a
second review.
POLISH. Based on the second round of feedback, our Creative Director and creative team will edit and
fine-tune the design for presentation.
FINAL PRESENTATION. Tandem will provide revised layouts to the City of Palo Alto Budget team for
final review and sign-off.
PHASE II. DELIVERY
Upon signoff of the design layouts, Tandem will prepare the design files for handover to the City and/or
Finite Matters to facilitate their composition of the interior pages of the documents. Deliverables:
Indesign files of cover and interior pages, idml files, fonts, a pdf, and any necessary links.
Tandem will be available for as-needed graphic services during the composition of the documents.
Attachment A
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EXHIBIT C 1
AMENDMENT 2 - SCHEDULES OF FEES
Administrative Services Project – Various FY 2015 and FY 2016 Office of Management and Budget
documents
The City may choose Option 1 or Option 2 for the Budget in Brief Documents as part of the
Design phase.
Attachment A
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Total Compensation for this Section (includes $5,090 for as needed graphic design services at
$100 per hour: $30,000
Attachment A