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Home My WebLink About2001-08-06 City Council (4)City of Palo Alto City Manager’s Report 14 TO:HONORABLE CITY COUNCIL FROM:CITY MANAGER DEPARTMENT: UTILITIES DATE: SUBJECT: AUGUST 6, 2001 CMR:329:01 APPROVAL OF OPEN PURCHASE CONTRACTS WITH CARL AND MANOR ADVERTISING IN THE AMOUNT OF $100,000 FOR GRAPHIC DESIGN RECOMMENDATION Staff recommends that Council approve and authorize the Mayor to execute the attached two open purchase contracts with Carl & Manor Advertising in the amount of $100,000 to provide design assistance to the Utilities Department. DISCUSSION The Utilities Department communicates information to customers about current programs, technical resources and industry trends through: advertisements, brochures, newsletters, bill inserts, news releases, public event displays, fact sheets, program packets, and the Internet. The energy crisis in California has created a need to develop and implement conservation/efficiency programs. The urgency to inform Palo Alto residents and businesses through outreach and marketing materials has heightened the need for additional graphic design assistance. Since December 6, 1999, the Utilities Department spent $63,592 on graphic design and outreach materials and is anticipating an additional expenditure of $100,000 to cover a three-year period ending November 30, 2002. The work will be funded and managed by the Utility Marketing Services and Public Relations staff who serve as primary points of communications outreach and contact between the Utilities Department and customers. CMR:329:01 Page 1 of 3 Selection Process Staff sent a request for proposals (RFP) to sixteen advertising firms on July 23, i999. The proposal period was 16 days. A total of five firms submitted proposals. Those firms not responding indicated that they did not submit a proposal because they were too busy, couldn’t comply with the rules and regulations and remain competitive, and/or the City of Palo Alto is financially not viable as a client. A selection team consisting of staff from the Utilities Department and the Administrative Services Department Purchasing Division reviewed the proposals. All five firms were invited to participate in interviews the week of August 30, 1999, through September 3, 1999. The selection team evaluated each firm’s qualifications and submittal in response to the RFP using the following criteria: sample submitted description of how the samples represent the client and the client’s goals, suitability of style with the Utilities Department, quality of work, ability to communicate, experience, and cost. Based upon the evaluation of these proposals, open purchase contracts were issued to Jeff Carl Associates (Carl & Manor Advertising, $25,000), Flux51 ($25,000), and Tensuan Design ($10,000). Time constraints and staffing reductions have resulted in significant changes at Flux51 and Tensuan Design. For these reasons City staff recommends renewing the open purchase contracts with Carl & Manor Advertising. During the past year and half, Carl & Manor Advertising has proven its ability to meet the City’s design and timeline requirements exceptionally well. RESOURCE IMPACT Funds for the open purchase contracts are included in the FY 2000-01 Utilities Operating Budget. POLICY IMPLICATIONS This report does not represent any change .to existing City policies and is in accordance w~th Council approved Utilities Strategic Plan objectives to enhance customer satisfaction by delivering valued products and services and identify and maintain the unique advantages of municipal ownership. ENVIRONMENTAL REVIEW This is not a project under the California Environmental Quality Act. CMR:329:01 Page 2 of 3 ATTACHMENTS Attachment A: Attachment B: Attachment C: Attachment C: Open Purchase Contract UMS21185 Open Purchase Contract UAD21105 Request for Proposal RFP # 115905/06 Appendix to Utilities Strategic Plan PREPARED BY: Anthony C. Utilit3 erio Representative DEPARTMENT HEAD APPROVAL: ULRICH of Utilities CITY MANAGER APPROVAL: CHRIS M(~G.ENSEN Assistant to the City Manager CMR:329:01 Page 3 of 3 TO: VENDOR I.D. .54819 DELIVERY DATE 1/30/02 ITEM QTY. UNIT PURCHASE ORDER City of Palo Alto Carl & Manor Advertising PLEASE NOTE: THIS P.O. NUMBER MUST APPEAR ON ALL INVOICES, PACKAGES, SHIPPING PAPERS AND CORRESPONDENCE PERT/MNING TO...~.....~THIS ORDER PURCHASE ORDER (P.O.) No. UMS21185 SHIP TO 9515 Soquel Drive, Suite 213 Aptos, CA 95003 TERMS RO.B. POINT SHIP VIA INET 30 Ship Point ORDER DATE DE~. / DI~ 07/19/01 ~S/Elaine/2229 DESCRIP~ON ******OPEN PURCHASE CONTRACT****** Provide graphic design and final art for Utility Marketing Services per RFP 115905/06 and response thereto which are attached hereto and incorporated into this contract. BUYER Lutze Utilities Marketing Svc City of Palo Alto, Civic 250 Hamilton Ave. 3rd Floor BID / REQUEST NUMBER UMSIII85 KEY CODE-O~ECT 23241290 3107 ESTIMATED VAL: $50,000 for the perioc 08/08/01 through 11/30/02. ~CONTACT: Anthony Enerio 329-2494. SEND INVOICE TO THE "SHIP TO" ADDRESS BELOW THE BLANKET ORDER PURCHASE NUMBER IN THE UPPER RIGHT-HAND CORNER. Vendor will be responsible for requesting identification from each CITY employee receiving merchandise and/or service on this Order. The employee must sign and PRINT his/her name and the Department/Division ***************************** CHANGES. No changes are allowed to this order without *** CONTINUED MAIL INVOICES TO City of Palo Alto Accounts Payable P.O. Box 10250 Palo Alto, CA 94303 UNIT PRICE "ORDER AMOUNT 50,000.00 50,000.01 \DIRECT ALL \CITY OF PALO ALTO COMMUNICATION\PURCHASING DEPT. AND ~P.O. BOX 10250 ACKNOWLEDGEMENT/PALO ALTO, CA 94303 TO /(650) 329-2271/ DELIVERIES ACCEPTED ONLY BETWEEN 8:00 AM & 3:00 PM UNLESS OTHER ARRANGEMENTS ARE INDICATED HEREIN. VEHDO~ CM NOTVALIDUNLESSSIGNED TOTAL TAX PURCHASING MANAGER ~BRO. BSU~E~TO~E~RMSANDCOND~ONSSTA~DBELO~ANDON~EREVERSE SPECIRCATIONS - Any specifications and/or drawings referred to and/or attached hereto are expressly made a part of this Purchase Order. DELIVERY - Please notify the City promptly if delivery cannot be made on or before the date specified. ORDER IDENTIFICATION- Show the P.O. number on all shipping labels, packing lists, invoices, and communications. If partial shipment is authorized, so indicate on all documents. Complete packing lists must accompany each shipment. INVOICE - A separate invoice is required for each order. Send to address indicated above. TAX. This Purchase Order is exempt from Federal Tax, (Certificate furnished upon request) but is subject to sales tax when applicable. PURCHASE ORDER City of Palo Alto Carl & Manor Advertising TO:9515 Soquel Drive, Suite 213 Aptos, CA 95003 VENDOR I.D.TERMS F.O.B. POINT / 54819 NET 30 ~hip Point DELIVERY DATE ORDER DATE DEPT. / DIV. 1/30/02 07/19/01 ~S/Elaine/2229 TEM QTY. UNIT DESCRIPTION SHIP VIA BUYER ~. Lutze BID / REQUEST NUMBER UMSIII85 KEY CODE-OBJECT PLEASE NOTE: THIS P.O. NUMBER MUST APPEAR ON ALLINVOICES, PACKAGES, SHIPPING PAPERS AND CORRESPONDENCE PERTAINING TO THIS ORDER PURCHASE ORDER (P.O.) No. UMS21185 SHIP TO an authorized "CHANGE ORDER"! ******************************* CITY OF PAL0 ALTO Mayor ATTEST: Utilities Marketing Svc City of Palo Alto, Civic 250 Hamilton Ave. ~rd Floor ~ILINVOICESTO City of PaiD Alto Accounts Payable P.O. Box 10250 PaiD Alto, CA 94303 UNIT PRICE ORDER AMOUN’f City Clerk APPROVED AS TO FORM: Ariel P. Calonne City Attorney DIRECT ALL \CITY OF PALO ALTO COMMUNICATION\PURCHASING DEPT. AND .~P.O. BOX 10250 \CKNOWLEDGEMENT/PALO ALTO, CA 94303"r~/(650) ~o~oo~/ DELIVERIES ACCEPTED ONLY BETWEEN 8:00 AM & 3:00 PM JNLESS OTHER ARRANGEMENTS ARE INDICATED HEREIN. VENDOR CM NOT VALID UI~’~JG~/i PURCHASING MANAGER TAX / O. 00 TOTAL ~50,000.00 THIS P.O. IS SUBJECT TO THE TERMS AND CONDITIONS STATED BELOW, AND ON THE REVERSE SPEClRCATIONS - Any specifications and/or drawings referred to and/or attached hereto are expressly made a part of this Purchase Order. DELIVERY o Please notify the City promptly if delivery cannot be made on or before the date specified. ORDER IDENTIFICATION - Show the P.O. number on all shipping labels, packing lists, invoices, and communications. If partial shipment is authorized, so indicate on all documents. Complete packing lists must accompany each shipment. INVOICE - A separate invoice is required for each order. Send to address indicated above. TAX. This Purchase Order is exempt from Federal Tax, (Certificate furnished upon request) but is subject to sales tax when applicable. CITY of PURCHASING & CONTRACT ADMINISTRAT!ON ACCEPTANCEs’AGREEMENT: City of Polo Alto icily) reserves the right to reject any and all quotations to waive any mformaNties, and. uniess otherwise specified by Seller, to accept any ~tem in a quotation. By accepting or filling this Purchase Order (P.O.) Seller agrees to the terms and conditions herein which shall prevail over any inconsistent previsions in any form or other paper submitted by Seller. All shipments or services performed shall be deemed to have been made pursuant hereto. No other terms are acceptabie. This P.O. including ali slaecifications and drawings shall constitute the entire agreement between the parties uniess modified in wnting b~ City. CITY’S PROPERTY: Seller agrees that the information, tools, jigs, dies. or materials, and drawings, patterns, and specifications supplied or paid for by City shall be and remain City property and shaft be held by Seller forCity unless directed otherwise. Se~ler sha!! ~ccc’unt for such ~tems andkeep them protected, insured, and in good working conditions w,thout expense to City. DELIVERY: The terms of delivery are as stated on the reverse side hereof. The obhgation of Seller to meet the de!ivory dates, specihcat~ons and ouantities set fort, in herein is of the essence of tnis p.O. Nc boxing, packing or cartage charge will be allowed unless authorized by th~s P.O. Deliveries are to be made both in quantities and a~ times specified herein or if not, such quantities ~.nd t~mes are specified pursuant to City’s written instruction. Items not delivered may be canceled without penalty to City. Shipments in greater or lesser quantity than ordered may be returned at Seller’s expense unless written autnonzation is issued by City. PRICES: The price which Seller charges in filling this P.O. shall not be h~gher than Selisr’s most recent quote or charge to City for such materials, supplies, setices and/or ihstallations unless City expressly agrees otherwise m, writing. Notwithstanding the prices set forth in the P.O CitysP.al! recewethe bar, eli¯ of any~enera reducton nthe price cf any ~,em!si l,~ted herein which may be made by Seller at any t~me prior ~o the last deiivery of goods or services covered by this TERMINATION: C,tv shal have the ngm to termmate this P.O. or any 3ar~ t~ereo~ ~oon ten, 10~ Gays no;ice m writing Io Sel~e’.: ~ ~,’- k,..auz Cadse. C~t~, may termmate~[~ or any DOFf Of P.O. w~[rt,,..- ~b:J~e. A~, c;a~m o~ Sehe~ for carnages ,2~z?: C~.:se. It Send: fads to make any oeiiver~ ac.;ctna-ct’ ",,’;~t" Ule a:ree~ ce~ivery sate, del~ver~" schedJ~e olr~e’v,,sc :arts [c cDserve of comu~v with any of the air, dr C:Ty mGv ,-: audition t=t an’.," c.tb,’r r~gb~ o" remea’i prov~ed the te~m cq :~:.s P.O tn the ever: c1 term~natlop for cause. C~ty may purchase SUL,D.~’t" or sBrvlces e~sewher~ on sucr ~erms or in such manner as C::v m~v deem a:~orapna:£ and Seller shall be i~able to for any cost sqc. om£r ~xpenses’ncurred by City wh,ch s charged to INSPEC.TiDN _’~:t~. shot h<’:~’e :r,e r~n’, to .nsEac~, and amu,ove ~r ,m~+:. :z ----.- ma, ue re-se~z{ceo or re-maid;ida at So!!et’s exDense. &~ .... ;r-~,.,~ qo~w~ths~and;n~ prlcr payment by City ,&,Se-,~r s oDi~atlor, s to wave defects that exist. ALTO ~URC’-<ASE C,=DER TERMS b CONDITIONS WARRANTY: Set!dr expressi¥ warrants that ai! materials, supphes, se,vices and,dr ins~aiia~dons c~vered by this P.O. shaI!:¯~lc~nfo-m to t 1= S~f cations Oravvlncls sampes or other descriptions spec~fiea by ~ty or ff none are bo spe~hled, o Seller’s standard specdications or the standards o{ the ASTM or ANSI or other national standard orgamzat~on;(2}be new and unless specified to the contrary pn the face hereof, will be free from defects in materia~ and workmanship and will be free of all liens and encumbrances and will conform to any affirmation of fact made on the container or label;(31be adequately contamed, packaged, marked, labeled on,mr prowdea tn compliance with aN applicable federai and state laws and regula]~ons (including matenats deemed nazardousL(4)be performed w~[hm the rules and regulations of the Occupational Safety and HeaXn Act of !970 {as amenaed); (5)be produced or transferred or d~sposed of as required by- federa~ and state laws and regulations under the conditions of the Toxic Substances Control Act; the Hazardous Matenals Control and Hazardous Waste Reguiations: and, other toxic laws and programs. Seller further expressly agrees to protect, indemnify, hold harmless and defend City, its City Council members, officers and employees from and against any and al! claims, demands, liabilities, losses, damages, costs, expenses, i~ens, penalties, suits, or judgments City mav incur, arismg in whole or in part in connection with or as a result of Seller’s acts. or omissions unoer this P.Q. Further, Seller shall protect, indemnify and hold harmless City, its employees and agents for any loss. damage, hne, liability, fee (including reasonable charges and fees) or expense arismg m connexion with or resulting from Seller’s failure to furnish materials or supphes or perform services that conform with any warranty contained herein. !5)have good marketable title. GOVERNING LAW: Th~s P.O. shah be governed bythe Laws of’the State of’California. INDEPENDENT CONTRACTOR, INSURANCE: Seller certifies, DY acceotance, that heishe ~s an indeoendent contractor. Seller shal! protect, defend, anO indemnify and noid City h~rmiess agmnst aii damages, liability, claims, losses and expenses (including attorney’s fees) arising out of. or resulting in any way from Seller’s negligence ~n providin~ the goods or services purchased hereunder or from any act or omission of Seller, its agents, employees or sueooqtractor. Seller shall maintain such public liability insurance, including contractual liability, automobile and general public liabihty. (inciuding non-owned automobile liability) Worker’s Comp-~nsat~on. and employer’s iiabilit;, insurance as will adeduately protect C~’,’.,, against such damage, liabilities, claims, losses and expenses (inciudmg attorneys" fees). Seller agrees to submit certificates of msurance, evidencing its insurance coverage when requested by Cit,!. NON-DISCRIMINATION: By acceDtir~ this PC., SeNer certifies that it IS in eomD!i~tr]c~ w!th tiie ~aual C.pf_,ortLinl:)’ el&use required by ExecutiveOrder I 1249. as amended the Polo A~to M,Jq~cipa~ Code. a£ amended. and any other £Qua~ opportunity ~.ograms thz" a~Oly FORCE t~AJEURE: Ctv may deiav deiivery or acceptance occasioned by cause~ beyond its control. Seller shall hold sHch materials. suppiie£, ser,:~c(~ ans..or mste!’,at~cns at the direction o; City end shah oefiver them when the cause affecting the delay i~as bee~ removed. Cit.v sha!! be responsible on~’¢ for Seller’s direct additione; costs m hoidmg the gooos or delayino ~erfarmance of this P.O. at Citvs request. Seiier shali disc b~ excused if deliver’,.’ ’.s ae~ayed by unforeseen events be’7ond its reasonable control provioea Se~er notifies City as soon as they occur. City may canoe: this P.C if such deiavexce~.dstb.irtv i30) days from the onginaidehveryoa[e Seiier shah .~s~ ~ts best effcqs to grant preference ,:u tiffs P.C. eve" ~hose of other customers which were placed after this P 0.. AUTHORITY OF AGENT OR FACTOR: Sailer represents that. whenever it e×ec~tes this P.O. on behalf of a tmrd party as an agent or factor, ~t snaii a~sciose the existence of the agency or factor re;a:icnshir, tD City. Belier shal~ be deemed to have the lega~ aUthOrity to enter rata t!is P.O. With City on behaff of the third part,~’. INTERPRETATION OF CONTRACT DOCUMENTS" In the event of a conflict between me terms of this P.C:. and the attached s~ecificat~ons with respect to any oblig~,t~on of Seller. the provisions which impose the greater ob!:gattons upon Sei~er shall prevail.. TO: VENDOR I.D. 54819 DEUVERY DATE 1/30/02 FFEM QTY.UNIT PURCHASE ORDER City of Palo Alto Carl & Manor Advertising 9515 Soquel Drive, Suite 213 Aptos, CA 95003 TERMS F.O.B. POINT NET 30 Ship Point ORDERD~E DEPT./OI~ 07/19/01 ~AD/Clerkson/2656 DESCRIPTOR SHIP VIA B~ER ~. Lutze BID / REQUEST NUMBER UADIII05 ******OPEN PURCHASE CONTRACT****** Provide graphic design and final art for UAD Public Relations per RFP 115905/06 and response thereto which are attached hereto and incorporated into this contract. ESTIMATED VAL: $50,000 for the period 08/08/01 through 11/30/02 CONTACT: Linda Clerkson 650-329-2656 SEND INVOICE TO THE "SHIP TO" ADDRESS BELOW THE BLANKET ORDER PURCHASE NUMBER IN THE UPPER RIGHT-HAND CORNER. Vendor will be responsible for requesting identification from each CITY employee receiving merchandise and/or service on this Order. The employee must sign and PRINT his/her name and the Department/Division ***************************** CHANGES. No changes are allowed to this order without *** CONTINUED PLEASE NOTE: THIS P.O. NUMBER MUST APPEAR ON ALL INVOICES, PACKAGES, SHIPPING PAPERSAND CORRESPONDENCE PERTAINING TO THIS ORDER PURCHASE ORDER (P.O.) No. UAD21105 SHIP TO Utilities Marketing Svc City of Palo Alto, Civic 250 Hamilton Ave. 3rd Floor ~IL INVOICES TO City of Palo Alto Accounts Payable P.O. Box 10250 Palo Alto, CA 94303 K~ CODE-O~ECT UNIT PRICE 21211120 3120 50,000.00 ORDER AMOUNT 50,000.0( DIRECT ALL \CITY OF PALO ALTO COMMUNICATION\PURCHASING DEPT.-- AND ,)P.O. BOX 10250 ACKNOWLEDGEMENT/PALO ALTO, CA 94303 / (650) o-,~ DELIVERIES ACCEPTED ONLY BETWEEN 8:00 AM & 3:00 PM UNLESS OTHER ARRANGEMENTS ARE INDICATED HEREIN. VENDOR CM NOT VALID UNLESS SIGNED TAX ~ PURCHASING MANAGER TOTAL THIS P.O. IS SUBJECT TO THE TERMS AND CONDmONS STATED BELOW, AND ON THE REVERSE SPECIRCATIONS - Any specifications and/or drawings referred to and/or attached hereto are expressly made a part of this Purchase Order. DEUVERY - Please notify the City promptly ff delivery cannot be made on or before the date specified. ORDER IDENTIFICATION - Show the P.O. number on all shipping labels, packing lists, invoices, and communications. partial shipment is authorized, so indicate on all documents. Complete packing lists must accompany each shipment. INVOICE - A separate invoice is required for each order. Send to address indicated above. TAX - This Purchase Order is exempt from Federal Tax, (Certificate furnished upon request) but is subject to sales tax when applicable. TO: VENDOR I.D. )54819 DELIVERY DATE .1/30/02 ITEM QTY. PURCHASE ORDER City of Palo Alto Carl & Manor Advertising 9515 Soquel Drive, Suite 213 Aptos, CA 95003 TERMS F.O.B. POINT PLEASE NOTE: THiS P.O. NUMBER MUST APPEAR ON ALL INVOICES, PACKAGES, SHIPPING PAPERSAND CORRESPONDENCE PERTAINING TO_...._ THIS ORDER PURCHASE ORDER (P.O.) No. UAD21105 SHIP TO ~ INET 30 ~hip Point ORDER DATE DEPT. / DI~ 07/19/01 ~AD/Clerkson/2656 UNIT DESCRIP~ON 3tilities Marketing Svc 3ity of Palo Alto, Civic 250 Hamilton Ave. 3rd Floor ~IL INVOICES TO SHIP VIA BUYER ~. Lutze BID / REQUEST NUMBER UADI 1105 KEY CODE-OBJECT an authorized "CHANGE ORDER"! ****************************** CITY OF PAL0 ALTO Mayor ATTEST: City Clerk DIRECT ALL ~ COMMUNICATION\ AND ,~ ACKNOWLEDGEMENTiTO / APPROVED AS TO FORM: Ariel P. Calonne City Attorney CITY OF PALO ALTO PURCHASING DEPT. P.O. BOX 10250 PALO ALTO, CA 94303 (650) 329-2271 DELIVERIES ACCEPTED ONLY BETWEEN 8:00 AM & 3:00 PM UNLESS OTHER ARRANGEMENTS ARE INDICATED HEREIN. VENDOR City of Palo Alto Accounts Payable P.O. Box 10250 Palo Alto, CA 94303 UNIT PRICE ORDER AMOUNT NOT VALID U,I~ CM ~S,~F_~/i ~) I TAX ~ O. O0 PURCHASING MANAGER / "I~OTAL>50,000. O0 THIS RO. IS SUBJECT TO THE TERMS AND CONDITIONS STATED BELOW, AND ON THE REVERSE SPECIFICATIONS - Any specifications and/or drawings referred to and/or attached hereto are expressly made a part of this Purchase Order. DELIVERY - Please notify the City promptly if delivery cannot be made on or before the date specified. ORDER IDENTIRCATION - Show the P.O. number on all shipping labels, packing lists, invoices, and communications. partial shipment is authorized, so indicate on all documents. Complete packing lists must accompany each shipment. INVOICE - A separate invoice is required for each order. Send to address indicated above. TAX -This Purchase Order is exempt from Federal Tax, (Certificate furnished upon request) but is subject to sales tax when applicable. PURCHAS!NO & CONTRACT ADMINISTRATION CITY of PALe ALTO PlNANCE PURCHASE ORDER TERMS ~-~ CONDITIONS ACCEPTANCE/AGREEMENT: City of Pale Alto (City) reserves the right to reject any and al! quotations, to waive any informalities, and. unless otherwise specified by Seller, to accept any item in a quotation. By accepting or filling this Purchase Order (P.O.) Seller agrees to the terms and conditions herein which, sh.all prevail over any inconsistent provisions in any form or other paper submitted by Seller. All shipments or services performed shall be deemed to have been made pursuant hereto. No other terms are acceptable. This P.O. including all specifications and drawings shall constitute the entire agreement between the parties unless modified m writing by City. CITY’S PROPERTY: Seller agrees that the information, tools, jigs, dies. or materials, and drawings, patterns, and specifications supplied or paid for by City shal! be and remain City property and shall be held by Seller for City unless directed otherwise. Se!ler shall account for such ~tems and keep them protected, insured, and in good working conditions v,’~thcu~. expense to City. DELIVERY: The terms of delivery are as stated on the reverse side hereof. The obligation of Seller to meet the delivery dates, ¯ specifications and ouant~ties set forth herein is of the essence of this P.O. No Poxing, packing or cartage charge will be allowed unless authorized by this P.O. Deliveries are to be made both in quantities and at times soecified herein or if not, such quantities and times are specified pursuant to City’s wntten instruction. Items not delivered may be canceied without penalty to City. Shipments in greater or lesser quantity than ordered may be returned at Seller’s expense unless written authorization is issued by City. PRICES: The price which Seller charges in filling this P.O. shall not be h~gher than Selier’s most recent duote or charge to City for such materials, suppiies, ser¢~ces and/or ~nsta!lations unless City expressly agrees c~herw~se m. wrmng. Notwithstanding the prices set forth in the P.O. City shah receive the benefit of any general reduction in the price of any ~terr.!si liste~ herein which may b9 made by Seller at any time prior tc the last oeiivery of goods or services covered by this P.O TERMINATION: C~;v shah have the nght to terminate this P.O. or any part thereof unon ten {10) days notice in writing to Seller. i] i,~,’i~hout Cause C~t~ may terminate a!! or any part of this P.O. witn~d: cause. Any clam~ by Seller for damages due to termination w~thout cause must be submitted to City wrthin thirty (30~ day,~ after effective date of termmation. {2;=or Ca~se. If Seller fads to make any dehvery in accs;da-;c~, w~t~- the agreed dahvery date, delivery schedule, or otmarv,’~se fails tc observe, or comply with any of the other instrucl cq.q. ~errn:: condmons o~ warranties apoiicable to this P.O., C~t’i mav ~*: addlt~en ::, any cth,:r nghZ o" remedy provided by this P.O. o" by ta~,. ter.~qate ah c~ en,~ paq of this P, O. in wnting withou, r-t,., i,abi :v o~ C’.tv w~tn respect to Seller at any time during the term o! ih,~ P.O. !n the e~,ent of ~erminatlon for cause, City may purchase SubDi~u5 or s~rvices elsewhere on such terms or in such manner as C:r,, ma,; deem appropnat~ and Seller shall be liable to City’ for any cc.s~ t-q2 otnar expenses incurred by City which is charged to City. n~:,.’e th,~ r~gnt tC :nsDect and approve or LF R’.3~eq~;= . SUpDh£S services and/or damaged nag nonconformmg materials and!or for croci! o- refund, at Seller’s expense. cf such matena~s and.o~ supplies. re-se~qceG or re-restarted at Seller’s expense. AI~ "C p~Or Payment by C~v. obhgaz,ons to wave defects that exist. WARRANTY: Seller expressly warrants that ai! materials, supplies, services and/or mstatiations covered by this P.O. shall: (1)conform to the specifications, drawings, samples or other descriptions specified by C~ty or if none are so specified, to Seller’s standard specifications or the standards of the ASTM or ANSI or other national standard orgamzation; (2)be new and unless specified to the contrary-on the face hereof, will be free from defects in material and workmanship and will be free of all liens and encumbrances and wil! conform to any affirmation of fact made on the container or label; (3)be adequately contained, packaged, marked, labeled andior provided in compliance with all applicable federai and state laws and regulations (including materials deemed hazardous);(4)be performed withm the rules and regulations of the Occupational Safety and Hea!tn Act of 1970 (as amended); (5)be.produced or transferred or disposed of as required by federal and state laws and regulations under the conditions of the Toxic Substances Control Act; the Hazardous Materials Control and Hazardous Waste Regulations; and, other toxic laws and programs. Seller further expressly agrees to protect, indemnify, hold harmless and defend City, its City Council members, officers and employees from and against any and al! claims, demands, liabilities, losses, damages, costs, expenses, liens, penalties, suits, or judgments City may incur, ansing in whole or in part in connection with or as a result of Seller’s acts or omissions under this P.O. Further, Seller shall protect, indemnify and hold harmless City, its employees and agents for any loss, damage, fine, liability, fee (including reasonable charges and fees) or expense arising in connexion with or resulting from Seller’s failure to furnish materials or supplies or perforrn services that conform with any warranty contained herein. (6)have good marketable title. GOVERNING LAW: This P.O. shall be governed by the Laws of’~he State of California. INDEPENDENT CONTRACTOR, INSURANCE: Seller certifies, by acceptance, that be/she is an independent contractor. Seller shall protect, defend, and indemnify and hold City harmless agamst all damages, liability, clmms, losses and expenses (including attorney’s fees) arising out of. or resulting in any way from Seller’s negligence ~n providing the goods or services purchased hereunder or from any act or omission of Seller, its agents, employees or subcontractor. Seller shall maintain such public liability insurance, mcluding contractual liability, automobile and general public liability, (including non-owned automobile liability) Worker’s Compensation, and emp!over’s liability insurance as will adequately protect City against such damage, liabilities, claims, losses and expenses (including attorneys’ fees). Seller agrees to submit certificates of insurance, evidencing its insurance coverage when requested by City. NON-DISCRIMINATION: By accepting this P.O.. Seller certifies that it is m comDiiance with the Equal Opportunity Clause required by Executive Order 112~6~ as amended, the Pale A!to Municipai Code. as amended. and any other equal cDportund7 programs that apply. FORCE I~IAJEURE: City may delay delivery or acceptance occasioned by causes beyond its control. Seller shall hold such materials, supplies, serwces andor mstailations at the direction of C~ty and shall eellver them when ~l~e cause affecting the delay has been removed. City shah be responsible only for Seller’s direct additionai costs m holding the goods or delaying performance of this P.O. at City’s request. Seiier shall also be excused if delivery is delayed by unforeseen events beyond its reasonable control, provided Seller notifies City as soon as they occur. Cit~ may canoe! this P.O. if such delay exceeds thirty (30) davs from the originai delivery date. Seller shah use ~ts east efforts to grant oreference to this P.O. over those of other customers ~,vhlch were placed after this P.O. AUTHORITY OF AGENT OR FACTOR: Seller represents that. whenever it executes this P.O. on behalf of a third party as an agent or factor, it shah disclose the existence of the agency or factor relaticnshm, to Cit,,. Selier shall be deemed to have the legal authority to enter ~nto th~s P.O. with City on behalf of the third party. INTERPRETATION OF CONTRACT DOCUMENTS: tn the event of a conflict ~etween the terms of this P.O. and the attached specifications with respect to any obligation of Seller, the provisions which impose the greater obligations uDon Seiler shaft prevail.~ UTILITIES DEPARTMENT PROJECT TITLE: ADVERTISING/COMMUNICATIONS AGENCY REQUEST FOR PROPOSAL (RFP) #115905/06 RFP CLOSES: 3:00 P.M., August 10, 1999 ISSUED: July 23, 1999 TABLE OF CONTENTS: " PART I -Request for Proposals (RFP) PART II-Scope A. B. C. D. E. F* of Services. Introduction Background Services to be Provided Proposal Guidelines Evaluation of Proposals Proposal .Responses PART III -RFP Instructionsand Form Requirements Instructions A.Instructions to Proposers B.Pre-proposal Conference Information C.S(]bmittal Requirements D.Contractor/consultant Selection Process Special Conditions Form 305* 310" 410" 420* 650 Requirements Signature Pages Acknowledgment of Addendum Certification of Non-Discrimination Experience and Financial Qualifications Insurance Certificate Requirements *Completed forms to be submitted with proposal PART I REQUEST FOR PROPOSAL (RFP) The City of Palo Alto, Contract Administration, requests a proposal on behalf of the Utilities Department for services in accordance with the requirements set herein. PROJECT TITLE: ADVERTISING/COMMUNICATIONS AGENCY DESCRIPTION of PROJECT:Utilities DePartment is seeking to retain the services of an advertising/communications agency to provide advertising/marketing communication services, including graphics, to the City of Palo Alto Utilities Marketing Services and Public Relations groups. Minimum requirements are described in the scope of Services (Part II). Purchasing contact: Marina Lutze (650) 329-2500 PROPOSAL OPENING: 3:00 p.m. - Tuesday, August 10, 1999 A PRE-PROPOSAL CONFERENCE IS NOT SCHEDULED for this project. PROPOSAL DOCUMENTS ARE AVAILABLE AT: City of Palo Alto Purchasing Division, 1st Floor 250 Hamilton Avenue " Palo Alto, CA 94301 RFP NO. 115905/06 PART I Page 1 of 3 PART I PROPOSAL REQUIREMENTS: The Proposer shall respond to all requirements in accordance with the terms & conditions, detailed information regarding the scope of project requirements, description and all schedules of PARTS I, II, & ill herein. The Proposer shall be required to: (a) (b) (c) (d) (e) (0 (g) (h) agree with terms and conditions of the Agreement; provide reports, plans, and costs in accordance with the Proposal documents; be licensed with the State of California as required by this Project; give experience and financial qualifications; sign Proposal; be knowledgeable of applicable California and federal laws and regulations and local ordinances; be able to meet insurance requirements; and meet any other requirements as specified. OTHER REQUIREMENTS: Proposers responding to this RFP are required to submit with their RFP all of the requirements included in the Scope of Work or Services and those.of Part !11,/nstructions, and Specia/Conditions herein. Facsimile (fax).proposals will not be accepted. The Proposal and any accompanying documents shall be submitted in a sealed envelope marked as follows: ’tPROPOSAL PROJECT TITLE: ADVERTISING/COMMUNICATIONS AGENCY, RFP #115906106 NAME AND ADDRESS OF COMPANY (PROPOSER)" PROPOSALS SHALL BE DELIVERED TO: City of Palo Alto Purchasing & Contract Administration 1st Floor, Civic Center 250 Hamilton Avenue Palo Alto, CA 94301 OR P.O. Box 10250 Palo Alto, CA 94303 RFP NO. 115905/06 PART I Page 2 of 3 PART I .ISSUED BY AND CONTACT FOR PROCEDURAL INFORMATION: Marina Lutze, Buyer Purchasing and Contract Administration 4th Floor, Civic Center 250 Hamilton Avenue Palo Alto,. CA 94301 Phone: (650) 329-2500 Award and execution of the Contract shall be as described in the Request for Proposal documents. THE SELECTION CRITERIA as determined by the Project Manager and as specified under the Scope of Services (Part II) and the Bid Instructions and Forms (Part III). TERM OF AGREEMENT The term of this Agreement shall be for 12 months. The agreement may be extended for up to two (2) 12-month periods for a maximum of 36 consecutive months, subject to: ¯monetary appropriations by the City Council; the Contractor’s compliance with the terms and conditions as established by this document (RFP); and, a mutual agreement to continue the Agreement with: (a)negotiations beginning 60 days prior to the Agreement expiration date; (b)satisfactory compliance and extensions by the Contractor with the established certificates of insurance, licensing; permits, City’s Agreement or other requirements, if any, of the Terms & Conditions; (C) firm pricing for subsequent Agreement.term as set forth in herein; and, (d)no damages resulting if the contract terminates on account of a lack of monetary appropriations. Proposer’s signature in Section 305 (Part III) herein constitutes an agreement to the terms and conditions as described in this Request for Proposal. RFP NO. 115905/06 PART I Page 3 of 3 PART II SCOPE OF SERVICES ADVERTISING/COMMUNICATIONS AGENCY INTRODUCTION This is a request for proposal (RFP) to provide advertising and marketing communication services to the City of Palo Alto Utilities (CPAU) Marketing Services and Public Relations groups. Estimated budget for the projects is $161,000 for three (3) years. BACKGROUND The City of Pal0 Alto Utilities has been in operation for over 100 years. We are a municipal utility system, one thatis owned and operated by the City (and therefore the City Residents). The customer segments we service include: residential, Commercial, corporate, institutional and industrial classes. The main commodities we provide are water, electricity and gas to utility customers. The benefits we provide are low rates, fast responses, local political control, reliable delivery and a positive environmental focus. Utility Marketing Services and Public Relations are two of the main points of contact between the City of Palo Alto Utilities and customers. Through various media we convey current programs, educational and technical information, and industry trends and updates to our customers. Mediums for presenting this information include but are not limited to advertisements, case studies, newsletters, bill inserts, brochures and program packets. C.SERVICES TO BE PROVIDED As utility industries are changing and being restructured, the urgency to distinguish ourselves from other utilities or energy retailers, remain visible and maintain our image has been heightened. To accomplish this, CPAU is seeking partner(s) to pro~de the following: Section I -Produce new, high-end materials to convey CPAU’s message(s) and work with the City to update existing marketing and communication plans. Primary responsibilities include (but are not limited to): - developing an image campaign for CPAU including strategies, brochures, advertisements, customer bill inserts, direct mail and other materials as necessary -drafting news releases and crisis communications RFP NO. 115905/06 PART Ii Page 1 of [ PART II SCOPE OF SERVICES developing materials within the parameters set by CPAU. The majority of materials to be developed will focus on the deregulation of the California energy (electricity and natural gas) utility industry, CPAU’s image and brand, and CPAU’s contributions to and role in th~ local community. preparing web-ready graphics and/or converting printed outreach materials to be web-ready. Section II -Provide design assistance with short-term and/or quick turnaround projects. Primary responsibilities include (but are not limited to): -designing program packets, newsletters, brochures, advertisements, customer bill inserts, factsheets and display materials. - developing materials within the parameters set by CPAU. The fiaajority of materials to be developed will focus on efficient use of water and energy, and CPAU programs and services. City reserves the right to select more than one agency depending upon bidding agencies’ experience and expertise to meet CPAU’s requirements. PROPOSAL GUIDELINES A suggested format for the contractor’s response to this Request for Proposal is indicated below. These guidelines are intended to facilitate the review of the responses. Bidders are requested to follow these guidelines. The responses should refer to the section number and title - e.g., "1. Project Statement" Project statement Prepare a brief general statement indicating the contractor’,s.overali understanding of the nature of services to be provided. Staffing Contractor is to include information about those professionals on staff who will be assigned to City’s account, specifying individuals’ responsibilities and related experience. Tables I and H and questionnaires I~ and IV - located at end of Part H Fill in responses on City forms for Tables I (Rates), 1I (Cost and estimated amount of time to complete specific projects) and the Questionnaires RFP NO. 115905/06 PART Ii Page 2 of 7 PART II SCOPE OF SERVICES 4.References Provide at least three (3) references related to the scope of the project 5.Samples Provide at least five (5) samples of your design relevant to this project. Please indicate if you would like these returned. EVALUATION OF PROPOSALS All proposals will be reviewed by staff. The most qualified will be invited to an oral interview to further discuss the proposal. The criteria for evaluation include, but not limited to (not in order of priority): 1.Response to this Request for Proposal 2.Qualifications and experience of contractor’s proposed manager and key staff 3.Demonstrated recent experience reflecting type and quality of work required 4.Completeness of the proposal submitted 5.Effecti~ce communication and working relations with client 6.Samples as required 7.Suitability of style with CPAU 8.Cost 9.References , ~_,.!..,., .;, If you have any questions, please contact Marina Lutze, Buyer, at 650-329-2500. . PROPOSAL RESPONSES RFP NO. 115905/06 PART II Page 3 of / PART II SCOPE OF SERVICES Name of Company I. RATES 1.Design 2.Client consultation 3.Client consultation on Web page design 4.Copywriting 5.Editing 6.Lay~out 7.Blue-line proofing 8.Press check 9.Travel/mileage 10.Film separation 11.Other Per hour Bid on one section or both Section I Developing image - High end materials $ $ $ $ $ $ $ $ $ $ $ Section II Short-term/quick. turnarOund design assistance II - Estimate of the amount of time and cost to complete the following projects from design to providing final output on disk (printing excluded). Assume you are given an outline of information and appropriate consultation with client. the RFP correspond to the estimates requested. All are 2- color. o Item No. 1. 2. 3. 4. Description Double-sided brochure (8-1/2" x 11", folded) Newsletter (11" x 17", two-sided, folded) Bill insert (7" x 11", one-sided) Advertisement (approx. 10-1/4" x 14-1/2", size of our local full-page newspaper ads) News release, 1.5 page 8-1/2 x 11, standard news release format Program packet - 1 flyer, program application form, folder design Time Samples included with Cost PROPOSAL RESPONSES RFP NO. 115905/06 PART II Page 4 of f PART II SCOPE OF SERVICES Name of Company. IH - Please indicate your familiarity or experience with the following: 1. Number of years company has been in business: Familiarity with government regulated industries: Not familiar Somewhat familiar Familiar Please explain: Very familiar o Familiarity with the electric power industry: Not familiar Somewhat familiar Please explain: Familiar Very familiar Familiarity with the natural gas industry: Not familiar Somewhat familiar Please explain: Familiar Very familiar °Familiarity with the water industry: Not familiar Somewhat familiar Please explain: Familiar Very familiar Familiarity with commodity marketing and sales: Not familiar.Somewhat familiar Familiar Please explain: Very familiar Familiarity with business-to-business marketing and sales: Not familiar Somewhat familiar Familiar Please explain: Very familiar PROPOSAL RESPONSES RFP NO. 115905/06 PART II Page 5 of 7 PART II SCOPE OF SERVICES Name of Company 8. Familiarity with consumer marketing and sales: Noi familiar Somewhat familiar Please explain: Familiar Very familiar Experience with branding and image campaigns: Not familiar Somewhat familiar Familiar Please explain: Very familiar 10. Experience with public relations materials: Not familiar Somewhat familiar Please explain: Familiar Very familiar 11. Experience with crisis communications: Not familiar Somewhat familiar Please explain: Familiar Very familiar IV - Agency’s services, specialties and experience: l. Provide a brief description of your agency’s services and specialties: 2.Do you write public relations materials - e.g., news releases, feature articles, op-ed pieces, etc.? 3. Do you design displays? Trade show? Point of purchase? 4. Have you written information for the Interact or a Web page? RFP NO. 115905/06 PART Ii Page 6 of / PART II SCOPE OF SERVICES PROPOSAL RESPONSES Name of Company 5.Do you provide consultation on Web page design? Are you able to provide representative URLs of pages your organization has designed and implemented? 6.Can you provide electronic conversion of printed materials into Web-based formatting such as JPEG, GIF and HTML? 7. Check all methods of transferring information that you have access to: fax. deliver disk/final product in person send disk/final product in mail e-mail Interact 8. Are you MAC or PC based? RFP NO. 115905/06 PART II Page 7 of t PART III RFP INSTRUCTIONS AND FORM REQUIREMENTS A.INSTRUCTIONS TO PROPOSERS: Proposal Format: Proposals shall be submitted in accordance with the following Instructions to Proposers and the Scope of Services - Specifications and Requirements (PART II, herein) to receive consideration: 1.0 2.0 3.0 Unless otherwise called for, FOUR (4~ copies of the Proposal, typewritten, shall be submitted. Proposals shall not contain any modification of the’ work or services to be done under the scope of the project. Alternative proposals are acceptable when called for. Exceptions to requirements must be clearly identified in writing with full explanations. 2.1 When requested, the Contractor shall furnish a statement of financial responsibility and experience in the Proposal. 2.2 Before submitting a Proposal, the .Contractor shall examine and read the enclosed documents, visit the site of the services to be provided if applicable, an.d be informed as to all existing conditions and limitations. This RFP shall not commit the City to award a contract, to pay any costs incurred in ¯the preparation of proposal made in response to this RFP, or to procure or contract for services. Interpretation: If any person contemplating the submittal of a proposal for the Project is in doubt as to the proposal procedures, such proposer should contact the City’s Buyer. If any person is in doubt as to the true meaning of any part of the requirements, work, or other proposed agreement documents, he or she should request that the City Project Manager provide a written interpretation or correction thereof. The proposer submitting the request will be responsible for its prompt delivery. Any interpretation or correction of this RFP will be made only by addendum sent to those who have received an RFP. City will not be responsible for any other explanations or interpretations of the RFP. Withdrawal of Proposal: Any proposer may withdraw a proposal, either personally or by telegraphic or written request, at any time prior to the scheduled closing time for receipt of the proposals in response to this RFP. No proposer may withdraw a proposal for a period of sixty (60) days after the time and date set for opening thereof. Addendum: Any addendum issued during this RFP process shallbe indicated in the RFP response (PART II. "Acknowledgment") and shall be made a part of the agreement between the City and the selected contractor. Proposal List: Unless receipt of this RFP is acknowledged, in the form of a letter or a "no response," the Contractor’s name may be removed from the applicable mailing list. Mailing lists are maintained solely as an accommodation to proposers. A "No Response" response may besubmitted on company letterhead or via FAX. Purchasing’s FAX: (650) 329-2468. RFP NO. 115905/06 PART III Page 1 of 11 PART III RFP INSTRUCTIONS AND FORM REQUIREMENTS Opening of Proposals: All proposals, regardless of any irregularities or informalities, will be opened and only the ~ of the contractor publicly read aloud at the time and place set forth herein. Late (delivered) proposals (after the specified date and time of the proposal bid opening) shall be rejected. 1.0 in cases where only one proposal is received, such p.roposal will be publicly opened and the name of the contractor read aloud. Proposers, or their representatives and other interested persons, may be present at the opening of the responses to the RFP. ~ In case of discrepancy between words and figures when evaluating the proposals, the words shall prevail; provided, however, that the City reserves the right to construe any proposal according to its mac intent where it contains a patent mistake. Decision to Reject: The City reserves the unfettered right to reject all proposals for any reason or for no reason, to re-advertise aproposal, or.to cancel a proposal listing and elect to perform the Project and Work itself. The City reserves the right to reject as non-responsive any proposal which is incomplete, modified, unsigned, or illeg~le or which is not otherwise submitted in accordance with the requirements of this Request For Proposal. Scope of Work or Services: Proposer shall be deemed an independent contractor and not an agent, subcontractor or employee of the City. Proposer shall not enter into any subcontract agreement. The Services and Work required are attached hereto as PART I~ and incorporated herein by this reference. Reference ~O Cost or Costs; Any reference to "cost" or "costs" throughout this document is done so purely on the basis of discovering the relationship of the overall estimated costs to budget available. The City shall select these services on the basis of demonstrated competence and on the professional qualifications necessary for the satisfactory performance of the services and work required. Invoicing and Verification of Costs: 1.0 Contractor shall submit invoices and revenue receipts, monthly, in triplic.ate.for the cost of services provided during periods or as. may be required in the RFP. Such costs and revenue shall be identified as defined in the Proposal project tasks and requirements from this RFP, with sufficient detail to provide verification of the invoiced and revenue amount. Invoices and revenue receipts shall include all applicable supporting documentation and shall group charges by fee (where applicable), payroll costs billed and other expenses. 1.1 Invoices with proper documentation, and references, as outlined herein shall be submitted to the: CITY of PALO ALTO P.O. Box 10250 Palo Alto, CA 94303 /kttention: Linda Clerk, son, Project Manager RFP NO. 115905/06 PART III Page 2 of 11 PARTIII RFP INSTRUCTIONS AND FORM REQUIREMENTS 2.0 Contractor shall maintain books and records_ supporting all reimbursable costs for services provided under the agreement. City shall have access (within normal business hours) to such books and to all other records of the contractor as required to verify any and all reimbursable costs invoiced. PRE-PROPOSAL CONFERENCE INFORMATION A PRE-PROPOSAL CONFERENCE IS NOT SCHEDULED for this project. SUBMITTAL REQUIREMENTS Interested proposers shall provide a response in accordance with the Statement of Qualifications contained in the Scope of Services (PART IT) of this RFP, and the following: 5. 6. 7. A brief statement of the proposer’s overall understanding of the nature of the project. and the services to be provided under this RFP. A brief description of the background and capabilities of the proposer, and a statement of direct relevant experience with similar projects. Completeness of the Proposal submitted. Names ofspecific individuals, of both proposer and any subcontractor firms proposed for this project, including their role and relevant experience with similar projects. Cost: A detailed cost breakdown as discussed in the Scope of Services (Part II ofRFP). Three references including contact name, address and phone number. Forms (completed): 305; 310; 410; and 420. D.CONTRACTOR SELECTION PROCESS As a minimum, the evaluation of the proposals and selection of the contractor will be based on the following as well as the criteria listed in PART II: 1.Qualifications and experience of proposed project manager and key staff; 2.Similar experience and expertise in the type of work/service required; 3.Demonstrated experience and methodology used in. performing the work/service; 4.The response to this RFP, including the contractor’s approach and methodology proposed; and, 5.The proposed fee relative to the services to be provided. The City may conduct interviews with the candidates prior to selection. If an interview is required, candidates will be contacted to schedule a date, time and place. RFP NO. 1-15905/06 PART I!1 Page 3 of 11 PART III RFP INSTRUCTIONS AND FORM REQUIREMENTS II. SPECIAL CONDITIONS ~onflict of Interest: The selected Contractor/consultant and any subcontractor may be required to comply with City’s conflict of interest code by filing a financial disclosure form entitled "Statement of Economic Interest, Form 700." This will depend on whether the Contractor/consultant or subcontractor is a Contractor/consultant so defined under the California Political Reform Act and . whether the range of duties and the services to be provided under the agreement entails the making or participation in the making of decisions by the Contractor/consultant or subcontractor which may foreseeably have a material effect on any financial interest of the Contractor/consultant or subcontractor with respect to the agreement and the nature of the services to be rendered will not be. limited in scope nor primarily ministerial in nature. .P_..~t.e_~d~ Performance of the agreement by each party shall be pursued with due diligence in all requirements hereof; however, neither party shall be liable for any for delay or nonperformance due to causes not reasonably within its control. In the event of any delay resulting from such causes the time for performance and payment hereunder shall be extended for a period of time reasonably necessary to overcome the effect of such delays. In the event of any delay or nonperformance caused by such uncontrollable forces, the party affected shall promptly notify the other in writing of the nature, cause, date of commencement thereof and the anticipated extent of such delay, and shall indicate whether it is anticipated that the completion dates would be affected thereby. ~ The selected Contractor/consultant must provide a certificate of insurance in a form acceptable to City’s 15risk Management prior to entering into the agreement. The certificate shall evidence the Contractor/consultant’s insurance coverage in the forms and amounts set forth in Form 650 to this RFP. The Contractor/consultant shall maintain such insurance as will cover and include the entire obligation assumed in the agreement as well as such insurance as will protect the Contractor/consultant from claims and liability under Worker’s Compensation Acts, personal liability, property damage, and all other claims for damages, including personal injury, and death, which may arise from operations under the agreement. For additional information contact Purchasing, (650) 329- 2500. Ownership: All drawings, plans, reports, specifications, calculations, and other documents prepared by the Contractor/consultant under the agreement shall become the property of City. ~ All design and construction drawings, specifications, reports and related design or construction documents or any other documents under the Project shall be certified by the appropriate registered professional engineer licensed to practice within the State of California RFP NO. 115905/06 PART III Page 4 of 11 PART III RFP INSTRUCTIONS AND FORM REQUIREMENTS Records and Audits: Contractor/consultant shall maintain accurate and complete records specifically relating to the Services provided under the agreement. Contractor/consultant shah also keep records and books of account showing all charges, disbursements, or expenses made or incurred by Contractor/constiltant in the performance of the service herein. Records shall be created which are relevant in determining whether Contractor/consultant is complying with its obligations hereunder. City shall have the right to inspect and audit the books, records, and other items relating to this Agreement. Contractor/consultant shall provide security and retain such records and items for a period of three years from date of final payment under this agreement. Security of Data: The Contractor/consultant agrees that any data provided by the City shall: 1.0 Be kept in confidence and not disclosed to third parties without the prior written approval of City; and 2.0 Not be used in the production, or design of any article or material, report or press release, without City’s prior written consent. These obligations shall survive the termination of the agreement. The Contractor/consultant shall return and deliver all data to City upon City’s request; and in any event upon the completion or termination of all work hereunder, whichever first occurs, and the Contractor/consultant shall be fully responsible for the care and protection of data until such delivery. ~ Except where specifically provided, the proposal fee(s) shall include all federal, state, and local sales, use, excise, transportation, privilege, occupational, and other taxes applicable to service, materials or equipment furnished under the agreement or by the Contractor/consultant’s payroll. The Contractor/consultant agrees to indemnify and save City harmless from and against any liability for any such taxes, or payroll premiums and contributions. Changes: The agreement shall not be assigned or transferred without the written consent of City. No changes or variations of any kind are authorized without a written and signed amendment to the agreement. The proposed work or services shall be diligently prosecuted in accordance with the Project schedule negotiated by the Contractor/consultant and Project Manager. The schedule may be subject to extensions or reductions as may occur from time to time during the course of the Work which shall be effectuated by change orders duly executed by the Project Manager and Contract Administration. Scheduling: Contractor/consultant shall develop and maintain a detailed schedule for the work required under the Contract. Contractor/consultant shall submit progress data ’as required by the Project Manager which shall include the percentage complete and actual start date and actual finish date for all activities worked on by the Contractor/consultant under the Project as required by the Project Manager. RFP NO. 1~15905/06 PART III Page 5 of 11 PART III RFP INSTRUCTIONS AND FORM REQUIREMENTS Standard of Performance: The selected Contractor/consultant shall be required to unconditionally warrant that it shall use sound and professional principles and practices in accordance with the highest degree of skill and care as those observed by national f’trms of established good reputation as well as the current normally accepted industry standards, in the performanc.e of.services required herein. The performance of the Contractor/consultant’s personnel shall also reflect their best professional knowledge, skill and judgement. 2.0 If any failure to meet the foregoing warranty appears during the term of the agreement the City may terminate the agreement and require reimbursement of all expenses necessary to .replace or restore such services. Indemni _ty: The selected Contractor/consultant hereby agrees to protect, indemnify, defend and hold harmless City, its officers, agents, and employees from any and all demands, claims or liability of any nature, including wrongful death, caused by or arising out of the Contractor/consultant’s, its officers’, agents’ or employees’ negligent acts, errors, or omissions, or willful misconduct, or conduct for which the law may impose strict 1.iability on the Proposer in the performance or nonperformance of the agreement. Non-Discrimination Requirement: The Contractor/consultant shall be required to comply with all laws concerning non-discrimination in employment, and shall be subject to all penalties, including penalties set forth in the Palo Alto Municipal Code, in the event of a violation of this provision. ADA Information: Persons with disabilities who require auxiliary aids or services in using City facilities, services or programs; or who require this document be provided in other accessible formats; or who would like information on the City of Palo Alto’s compliance with the Americans with Disabilities Act (ADA) of 1990 should contact the ADA Director for the City of Palo Alto at (415) 329-2550. Interest of Proposer: At all .times the Contractor/consultant shall be deemed to be an independent Contractor/consultant and the proposer shall not be authorized to bind City.to any contract or other obligation. Under the agLeement, the Contractor/consultant shall certify that no one v~ho has or will have any financial interest under the agreement is an officer or employee of City. Entire Agreement: The’agreement between City and the selected Contractor/consultant will constitute the entire agreement of the parties hereto, and will supersede any previous agreement or understandings. The agreement may not be modified except in writing and executed by both parties. .C~t.gy.g,~g_L~L~ The laws of the State of California shall govern this RFP process and the agreement. All services provided to City shall comply with all policies, n~es and regulations which may be in effect during the term of the agreement, as well as all federal, California and local statutes, ordinances, and regulations. RFP NO. 115905/06 PART ill Page 6 of 11 PART III RFP INSTRUCTIONS AND FORM REQUIREMENTS PRO3ECT TEFLE: ADVERTISING/COMMUNICATIONS AGENCY FORM 305 Bidder is a: El El El **California Corporation **Califomia Limited Liability Company **Corporation organized under the laws of the State of with head offices located at and offices in California at .**California Corporations Code section 313 requires two corporate officers to execute contracts. Sole Proprietorship Fictitious Business Names (i.e. "d.b.a."): Proprietor El Partnership El Limited Liability Partnership (list names of partners; state which partner or partners are managing partner(s); attach addendum.) Other (Attach addendum with explanatory details). The undersigned hereby agrees to and accepts the terms and conditions of this RFP. COMPANY NAME AND ADDRESS:"*SIGNATURE OF FIRST OFFICEPJOWNER (MUST BE THE SAME SIGNATURE AS WILL APPEAR ON CONTRACT) (PRINTED NAME OF SIGNATORY) (Till.E)(DATE) (IRS NUMBER) **SIGNATURE OF SECOND OFFICER (CONTRACTOR LICENSE NUMBER/TYPE (MUST BE THE SAME SIGNATURE AS WILL APPEAR ON CONTRACT) (FAX)(PRINTED NAME OF SIGNATORY) (TELEPHONE) Name of Contact:Title: Phone:Fax: ** Signature of First Officer/Owner must be one of ~e following: Cb,~,.in~a~ of Board, President or Vice President ** Signature of Second Officer must be one of the following: Secretary, Assistant Secretary, Chief Financial Officer or Assistant Treasm’er RFP NO. 115905/06 PART III Page 7 of 11 PART III PROJECT TITLE: ADVERTISING/COMMUNICATIONS AGENCY FORM 310 CONTRACTOR’S SPECIAL LICENSE REQUIREMENTS When applicable, and subject to verification of good standing, the Contractor/consultant shall submit a copy of its current professional license as issued by the State of California under Chapter 9 of Division 1II of the California Business and Professions Code (Sections 7000 e_IJ~). The copy of the license shall be attached to the Signature Page herein. ACKNOWLEDGMENT OF ADDENDUM(S) During the RFP process there may be changes to the documents which would require an issuance of an Addendum or Addenda. To assure that all Contractor/consultants receive the update or change Addendum, the following acknowledgment and sign-off is required. NOTE: Failure to execute, the following may-be considered as an irregularity in the request for proposal process. Receipt of the following Addendum is acknowledged. The Contractor/consultant acknowledges that the information contained in the addendum has been considered in the preparation of this RFP. Addendum No. (None_..._), (l_.....D, (2 ), (3..._3, (4..._), (5.._.__) (Check appropriate space/number above) Signature of Contractor Company RFP NO. 115905/06 PART III Page 8 of 11 PART III FORM 410 PROJECT TITLE: ADVERTISING/COMMUNICATIONS AGENCY Certification of ~oadi~crimination: As suppliers of goods or services to the City of Palo Alto, the fLrm and individuals listed below certify that they do not discriminate in employment with regards to age, race, color, religion, sex, national origin, ancestry, disability, or sexual preference; that they are in compliance with all Federal, State and local directives and executive orders regarding nondiscrimination in employment. Firm:DAT!~; Tide of Officer Signing: Signature RFP NO. 115905/06 PART III Page 9 of 11 PART III SECTION 420 EXPERIENCE AND FINANCIAL QUALIFICATIONS The following information concerning the experience and financial qualifications of the Contractor or Consultant are a required part of the Proposal. This information may be included in the Proposer’s " proposal format; this format is provided .for information required only. The information may be used in the Proposal’s evaluation and is certified correctby your signature herein. PROJECT NAME:ADVERTISING/COMMUNICATIONS AGENCY Name of Company: Name of Insurance Carrier: Phone Number: 1. Policy Number:. How many years have you (or your firm) done business under the name listed above? How many years experience have you (or your firm) had which is similar in nature to the work covered in the Proposal? Please provide (in your proposal) relevant references to contracts satisfactorily completed in the last three (3) years. The information should include: Year; Type of services; Company/Agency name and location; and Contract amount. 3.1 Have you (or your firm) previously worked for the City of Palo Alto? m Yes __ No If yes, please include the information in your proposal. Please provide (in your proposal) a list of the Project’s management staff of the proposer who will manage the proposed work as may be required by the Scope of Work or Services listed herein. The information should include: Name; Years of Experience; Field of Expertise/ Capabilities. State location (in your proposal) of information requested under items 1 - 4 above: 1.2.3.4. Contractor/Consultant (Company Name) (Nameffitle)(Date) RFP NO. 115905/06 PART III Page 10 of 11 C. D. E. PART III FORM 650 Insurance Requirements for Contractor/Consultant CONTRACTOR: PROJECT MANAGER:I...ind~ Clerk~n M~r~na Lutze/Bu),er CONTRACT NAME:Advertising/Communications Services GENERAL TERMS AND INSTRUCTIONS THT. CONSULTANT/CONTRACTOR RETd, AT TKFJR SOLE EXPI~ISE, SHALL OBTAIN AND MAINTAIN INSURANCE FOR THE TERM OF THE CONTRACT. CONTRACTORS WILL BE REQUIRED TO PROVIDE A CERT]I~CATE EVIDENCING THE INSURANCE AND NAMING THE CITY AS AN ADDITIONAL INSURED. ALL INSURANCE COVERAGE REQUIRED SHALL BE PROVIDF.D THROUGH CARRIERS WITH A BEST RATING OF A:X OR H]GI-II~ TBAT ARE ADMITTED TO DO BUSINFAS IN THE STATE OF CALIFORNIA. THE CERTIFICATE OF INSURANCE MUST BE COMPLETED AND EXECUTED BY AN AUTHORIZED RF2RESENTATIVE OF THE COMPANY PROVIDING INSURANCE, FILED WITH THE CITY, AND APPROVED BY THE C1TY BEFORE CONTRACT WILL BE CONSIDERED COMPLETE AS RESPECTS INSURANCE. RETURN THE COMPLETED CERTIFICATE TO THE CITY OF PALO ALTO, PURCHASING.& CONTRACT ADMINISTRATION, 250 HAMILTON A VENUE, PALO ALTO 9430]. THE INSURANCE REQUIREMENTS CHECkq~D BELOW ARE REQUIRED. TYPE OF COVERAGE REQUIREMENT LONG FORM ~MJ=imu:m Lim~) ........... I ¯ [] Worker’s Compensation[] Automobile []Comprehensive General Liability: INCLUDING : ¯PERSONAL INJURY- "BROAD FORM PROPERTY DAMAGE ¯BLANKET CONTRACTUAL ¯FIRE LEGAL LIABILITY [] Comprehensive Automobile Liability: INCLUDING : ¯OWNED ¯HIKED ¯NON-OWNED []Professional Liability: Statutory BODILY INJURY PROPERTY DAMAGE BODILY INJURY &PROPERTY DAMAGE COMBINED BODILY INJURY (Each Person) BODILY INJURY (~sqh Qq~urrence ) PROPERTY DAMAGE BODILY INJURY &PROPERTY DAMAGE COMBINED $I,000,000 $I, 000,000 $i,000,000 $I,000,000 Sl,000,000 $I,000(000 $I,000,000 INCLUDING : ¯ ERROR~ AND OMISSIONS ALL DAMAGES ¯MALPRACTICE (If Applicable) ¯NEGLIGENT PERFORMANCE THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED $i, 000,00 0 $I, 000,00 0 $I,000,00 $I, 000,000 The City of Palo Alto, its officers, agents and employees are named as additional insured, but only as to work performed under contract. Said coverage as m the City of Palo Alto, etc., shall be primary coverage, without offset ~gainst City’s existing insurance and any other insurance carried by the City being excess insurance only. Where the work involves excavating, collapse coverage is provided in the amounts above. The policy includes a "Severability of Interest" provision. Deductibles over $5,000 must be indicated and are subject to approval. If such policies are canceled or changed during the period of coverage as stated herein, in such a manneras to affect the Certificate, thirty (30) days written notice will be mailed to the City of Palo Alto, Contract Administration, P.O. Box 10250, 94303 The liability insurance policy includes a comraetual liability eodorsement providing insurance coverage for Contractor’s agreement to indemnify the City. The coverage afforded under the policies is subject to all terms of the policies designated herein and meets all of the provisions called for herein, DATE:.CONTRACT ADMINISTRATOR:. Marina Lutze, Buyer (650) 329-2500 RFP NO. 115905/06 PART III Page 11 of 11 Appendix: Excerpts from Utilities Strategic Plan MISSION STATEMENT "To build value for our citizen owners, to provide dependable returns to the City and citizens of Palo Alto, and to be the preferred full service utility provider while sustaining the environmen~ " SUPPORTING OBJECTIVES 1.Enhance customer satisfaction by delivering valued products and services, o 2.Invest in utility infrastructure to deliver reliable service. 3.Provide superior financial performance to the City and competitive rates to customers. 4.To identify and maintain the unique advantages of municipal ownership. oCaCIATES DVERTISlNG Thank you for the opportunity to present. At this time I would like to submit additional references and personnel. Additional References: Frank DeAnda, President Love Chevrolet #3 Geary Plaza Seaside, CA 93955 (831)899-4211 Kevin Trenberth, General Sales Manager Bob Lynch Ford 6290 Monterey Highway Gilroy, CA 95020 (408)847-1111 Additional Personnel: Glenn Johnson, Designer Glenn has over 17 years design experience. His previous job was working for 10 years at Takigawa Design in Monterey, CA. As Senior Designer, Glenn was responsible for art direction, design, client interface and project man.agement. Project experience includes upscale brochures, corporate identities, press kits and collateral. Clients he has personally done work for include Intel, Novell, Pebble Beach Company, Bemardus Winery, Borland and Icon Review. Glenn is prepared to serve as designer on the City of Palo Alto Utilities Marketing brochure and collateral projects. jeff ~ ASSO T E~S t DV E RT i S I N G August 9, 1999 Madn Lutze, Buyer Purchasing and Contract Administration 4t~ Floor, Civic Center 250 Hamilton Ave. Palo Alto, CA 94301 RE: RFP# 115905/06 Dear Ms. Lutze: Thank you for including my agency on the RFP list for this project. The following is the information that was requested in the RFP #115905/06. In addition to the information provided below, i have also included samples of work and completed the forms that were requested. Thank you for the opportunity to bid. ~cerely, Jeff Cad President at| ASSOCIATES ADVERTISING Project Statament- There are two typed of services to be provided. The flint is to produce and update high-end marketing and communication pieces, including bill inserts, brochures, newspaper ads, web design and other assorted pieces. The agency will also be responsible for developing campaign strategies for projects that include California energy deregulation. The second service to be provided is for quick tumaround pieces that include bill inserts, newspaper ad, newsletters and more. Content of the pieces will focus on water and energy conservation. Agency Background- Jeff Cad & Associates Advertising was formed in July of 1999. After 13 years in the advertising industry, Jeff has formed his own agency. He serves as the agency principle, account executive, pdnt and electronic production manager, and media buyer. Art services are. contracted to several artists Jeff has worked with at other agencies. Staffing- Jeff Carl will serve as Project Manager and Account Executive to the City of Palo Alto. Responsibilities will include account service, billing, client meetings and presentations. Jeff has served as Account Executive for the City of Palo under both Linda Clerkson and Shedlyn Hill for nearly 3 years while working with Robertson Advertising, Inc. Projects for City of Palo Alto included bill insert, newspaper ads, collateral material and a trade show display Brian Wood of Wood & Wood design will serve as Art Director. Brian will be responsible for all design and mechanical aspects of the project. Bdan is a Graphic Designer with over 9 years experience who has worked for a print publication, advertising agency, and now owns his own design studio. Bdan’s portfolio includes newspaper and magazine ads, brochures, corporate identity packages, bill inserts and direct mail. Bdan also worked at Robertson Advertising and served ads the pdmary designer for City of Palo Alto Projects for Linda Clerkson and Shedlyn Hill. ASSOCIATES ADVERTISING References- Sherilyn Hill Utilities Marketing City of Palo Alto 250 Hamilton Ave. Palo Ait0, CA 94301 650-329-2251 Tim Cad Linda Clerkson Cad Chevrolet Public Relations 905 Capitol Expwy Auto Mall City of Palo Alto San Jose, CA 95136 250 Hamilton Ave.Palo Alto, CA 9430 408-2664000 650-329-2656 PART II SCOPE OF SERVICES ’:":-~-.t...~...Name of Company .........Jef.f Carl, &Associates Bid on one section or both Section I Developing image - High end materials 1.Design Per hour $ 95 Section II Short-term/quick turnaround design assistance 95 2.Client consultation $ 0 $ 0 Client consultation on web page design Copywriting $ $ 65 45 $ $ Editing " Lay-out " $ $ 45 95 $ $ 65 45 45 95 7.Blue-line proofing $0 $ 0 8.Press check 9.Travel/mileage 10.Film separation 11.Other Electronic Transfer $0 $ 0 $---,.,,Z5-~ e $.l~-5~q~,A~ e $45 $45 $ 1_~$ 15 II - Estimate of the amount of time and cost to complete the following projects from design to providing final output on disk (printing excluded). Assume you are given an outline of information and appropriate consultation with client. the RFP correspond to the estimates requested. All are 2- color. Item No. 2. 3. 4. Description Double-sided brochure (8-1/2" x 11", folded) Newsletter (1 I" x 17", two-sided, folded) Bill inser~ (7" x 11", one-sided) Advertisement (approx, I0-I/4" x 14-I/2", size of our local full-page newspaper ads) News release, 1.5 page 8-1/2 x l 1, standard news release format Program packet - 1 flyer, program application form, folder design Time 12 hrs. 13 hrs 7 hrs. 7 hrs. Samples included with Cost $955 $855 $580 $480 31 hrs.$2,565 PROPOSAL RESPONSES RFP NO. 115905/06 PART I! Page 4 of 7 PART II SCOPE OF SERVICES Name of Company Jeff Car! & Associates IH - Please indicate your familiarity or experience with the following: 1. Number of years company has been in business: 2 months Familiarity with government regulated industri~ Not familiar Somewhat familiar @ F~ Please explain: 13 years of retail a~d-9~rtising as years working with Pale Alto utilities Very familiar well as over 3 Familiarity with ~dustry: Not familiar. ~’x Somewhat fam~Familiar Plem expl n: Over 3 years workinq with Pale Very familiar AI~Q utilities Familiarity with the natural gas indtmtry: Not familiar ~ Please explain: -OVer 3 years working Familiar with Pale Very familiar Utilites Familiarity with the water industry: Not familiar (X--Somewhat famili~) Please explain: Familiar Very familiar 6. Familiarity with commodity marketing and sales: ~i~Somewhat familiar Familiar Please explain: ¯ Very familiar Familiarity with bu....q~sir~e-~_o° tc b,~s~-~,marketing and sales: Not familiar ,_x Somewhat familial Familiar Please explain: Promotional and sales work for Very familiar ad aqency PROPOSAL RESPONSES RFP NO, 115905/06 PART II Page 5 of 7 PART II SCOPE OF SERVICES Name of Company Jeff Carl & Associates 8.Familiarity with consumer marketing and sales: Not familiar Somewhat familiar Familiar Please explain: 1 3. years ret~I advertising experience Experience with branding and image campaigns:,~ Not familiar Somewhat familiar Familiar Please explain: Developed several institutional ads for clients 10. E~~ public ~lafions m~edals: ~ Somewhat familiar Familiar Pleas~expl~n:_Agency is not prepared to offer services Ve~ familiar public realtions 11. Experience with crisis communications: ~’-~ f~ Somewhat familiar Familiar ca~T6~xpla[n: Agency is not prpared to offer PR Ve~ familiar services IV - Agency’s services, specialties and experience: Pro~de a brief description of your agency’s services and specialties:Agency provides quality graphics and art services. izing in quick turnaround and affordable pricing. experience in print, electronic and printing. .-Special= Extensive 2.Doyouwrite~blic relationsmatedals - e.g.,newsreleases, featureartieles, op-edpieees, etc.? 3. Do you design displays? Trade show? Point of purchase? Yes Yes 4. Have you written information for the Intemet or a Web page? Yes RFP NO. 115905/06 PART I! Page 6 of [ PART II SCOPE OF SERVICES PROPOSAL RESPONSES Name of Company Jeff Carl & Associates Do you provide consultation on Web page design? Yes Are you able to provide representative URLs of pages your organization has designed and implemented? Yes Can you provide electronic conversion of printed materials into Web-based formatting such as JPEG, GIF and HTML? Yes 7. Check all methods of wansferring information that you have access to: \fax ~,A_deliver disk/final product in person ~_._send disk/final product in mail "x. e-mail 8. Are you MAC or PC based? PC RFP NO. 115905/06 PART II Page 7 of 7 PART III RFP INSTRUCTIONS AND FORM REQUIREMENTS PRO3~C’[’T]33.~; ADVERTISING/COMMUNICATIONS AGENCY Bidder is a: r~ **California Corporation .. **California Limited Liability Company **Corporation organized under the laws of the State of with head offices located at and offices in California at **Califomia Corporations Code section 313 requires two corporate officers to execute contracts. Sole Proprietorship; Jeff ¢~,rl Fictitious Business Names (i.e. "d.b.a."): FORM 305 Proprietor r~Partnership I~ Limited Liability Partnership (list names of partners; state which partner or partners are managing partner(s); ~o~P~ ~E ~D ADDRESS: Jeff Carl & Associates 2607 Willowbrook Ln. #58 Aptos, CA 95003 attach addendum.) Other (Attach addendum with explanatory deta!ls). The undersigned hereby agrees to and accepts the terms and conditions of this RFP. (PRINTED NAME OF SIGNATORY) (Trn.E)~ (DXTE~ **SIGNATORE OF SECOND OFFICER iMUST BE THE SAME SIGNATURE AS W1LL APPEAR ON CO~T) (PRINTED NAME OF SIGNATORY) 562-51-9805 (IRS NUMBER) 9 7 5 7 0 5 6 9 (CONTRACTOR LICENSE NUMBER/TYPE 831-477-2140 (F~X) 831-477-2024 (TELEPHONE) ** Sigmtur¢ of First Ot’ficedOwncr must be on~ of tlc following: Chairman of Board, Pr~sldera or Vice President =* Signature of S=~or~ Officer must ix= one of the followMg: Secretory, Assistant Secretary, Chief F’ms~cia~ Officer or Assistam Treas~Lmr RFP NO. 115905/06 PART ill Page 7 of 11 PART ill PROJECT TITLE: ADVERTISING/COMMUNICATIONS AGENCY FORM 310 CONTRACTOR’S SPECIAL LICENSE REQ~S When applicable, and subject to verification of good standing, the Contractor/consultant shall submit a copy of its current professional license as issued by the State of California under Chapter 9 of Division Ill of the California Business and Professiom Code (Sections 7000 ~. The copy of the license shall be attached to the Signature Page herein. ACKNOWLEDGMENT OF ADDENDUM(S) During the RFP process there may be changes to the documents which would require an issuance of an Addendum or Addenda. To assure that all Comractor/consultants receive the update or change Addendum, the following acknowledgmem and sign-off is required. NOTE: Failure to execute the following may be comidered as an irregularity in the request for proposal process. Receipt of the following Addendum is acknowledged. The Contractor/consultant acknowledges that the information contained in the addendum has been considered in the preparation of this RFP. Addendum No. (NoneS, (1.......3, (2_._), (3__3, (4_._), (5__.J (Check appropriate space/number above) of Contractor Company RFP NO. 115905/06 PART III Page 8 of 11 DISPLAY CONSPICUOUSLY AT PLACE OF BUSINESS FOR WHICH iSSUED CALIFORNIA STATE BOARD OF EQUALIZATION SELLER’S PERMIT 7/1/1999 ~ GIbeD 97570569 JEFF CARL & ASSOCIATES ADVERTISING JEFFREY DAVID CARL 2607 WILLOWBROOK LANE #58 L APTOS, CA 95003 T/~SPB~’d~DOL=S~T ~ ENGAGE W ANYBUS~NS38 CONTRN~ ~ ~ F~3L#.A’I’B~ TI~T BUSINESS ~ ~ POSSESS ~ OPB~ Not v~lld at any other addr~a BOC--~2-R.LZ REV. 12 11,111 I:~I:~IT m VAU~ Ultl~. I~r~D OR C~N~LID IU7 IS NO/~P, Ail, i. IF YOU [ OR DROP ~ O~ A PARTNERSHIP. NOTIFY US OR YOU COLI~) BE R~~ON~BLE FOR ~ALEB AND U8~ TAXES NOTICE TO INDIVIDUALS REGARDING INFORMATION FURNISHED TO THE BOARD OF EQUALIZATION PART III FORM 410 PROJECT TITLE: ADVERTISING/COMMUNICATIONS AGENCY Certification of Nondiscrimination: As suppliers of goods or services t’o the City of Palo Alto, the firm and individuals listed below ~rtify that they do not discriminate in employment with regards to age, race, color, religion, sex, national origin, ancestry, disability, or sexual preference; that they are in compliance with all Federal, State and local directives and executive orders regarding nondiscrimination in employment. Fi-m: Jeff Carl & Associates Advertising DATE: 8/5/99 Tide of Officer Si President RFP NO. 115905/06 PART Iii Page 9 of 11 PART II!SECTION 42O EXPERIENCE AND FINANCIAL QUALIFICATIONS The following information concerning the experience and financial qualifications of the Comractor or- Consultant axe a required part of the Proposal. This information may be .included in the Proposer’s proposal format; this format is provided for information required only. The information may be used in the Proposal’s evaluation and is certified correct by your signature herein. PROJECT NAME: Name of Company: Name of Insurance Carrier: " HArtford Phone Number: 831-685-6580 I. ADVERTISINGICOMMUNICATIONS AGENCY Jeff Carl & Associates Advertising / Allstate Policy Number: 1 0926R9,9221 How many years have you. (or your finn) done business under the name listed above? 2 months How many years experience have you (or your fn’m) had which is similar in nature to the work covered h~ the Proposal? 13 years Please provide (in your proposal) relevant references to contracts satisfactorily completed in the last three (3) years. The information should include: Year; Type of services; Company/Agency name and location; and Contract amount. 3. I Have you (or your f’m’n) previously worked for the City of Palo Alto? ~ Yes ~ No If yes, please include the information in your proposal. Please provide (in your proposal) a list of the Project’s management staff of the proposer who will manage the proposed work as may be required by the Scope of Work or Services listed herein. The information should include: Name; Years of Experience; Field of Expertise/ Capabilities. State location (in your proposal) of information requested under items 1 - 4 above: i. paqe 2 2.Pa_ue 2 3. _ P~_9~ 2 , ,, 4.P=_~e 2 ...... Jeff Carl & .Associates Advertising Contractor/Consultant (Company Name) Jeff Carl / President 8/5/99 (Name/Tide) (Date) RFP NO. 115905/06 PART II!Page 10 of 11