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Office of the City Manager

CONSENT CALENDAR May 20, 2008 To: From: Honorable Mayor and Members of the City Council Phil Kamlarz, City Manager

Submitted by: Mary Kay Clunies-Ross, City Managers Office Subject: Contract: Graphic Design Services

RECOMMENDATION Adopt a Resolution authorizing the City Manager to execute a one-year agreement with Sphinx Graphics to provide graphic design services for the period June 1, 2008 through June 1, 2009 in the amount of $25,000, with an option for 4 one-year extensions for a total five (5) year contract amount not to exceed $125,000. FISCAL IMPACTS OF RECOMMENDATION The contract with Sphinx Graphics will result in well-designed City publications and the creation of standards and templates that will allow a citywide look and feel across departments and into the future, even without the designers direct involvement. Funds are budgeted in 010-0701-410-3038 (City Managers Office). Funding will be included in the budget for each fiscal year that the contract is in effect. However, the authority to spend these funds is subject to the Budget Adoption each fiscal year, and therefore, the contract will be subject to termination for nonappropriation of funds. CURRENT SITUATION AND ITS EFFECTS Several years ago, the City did a major graphics re-design and branding campaign. As part of that effort, the logo of the City, the City font, and the City color palate were selected. The logo, which is drawn from an element in the Citys famous Romare Bearden montage, is well recognized as belonging to the City and is widely appreciated throughout the community. The City colors are the colors that appear in the logo. The font, RennieMackintoshITC, is similarly well known. Because of the publics solid identification with these design elements, as well as City staffs continued feeling that the logo represents them, there is no desire on the part of the City Managers Office to change them. The logo and the font are usually included in City publications one way or another. However, the brochures, bill inserts, newsletters, flyers and reports have since been designed separately and over time, weve seen a deterioration of quality and cohesive

2180 Milvia Street, Berkeley, CA 94704 Tel: (510) 981-7000 TDD: (510) 981-6903 Fax: (510) 981-7099 E-Mail: manager@ci.berkeley.ca.us Website: http://www.ci.berkeley.ca.us/manager

Contract: Graphic Design Services

CONSENT CALENDAR May 20, 2008

image. Because City publications look so different from each other, it is hard for residents and customers to appreciate the depth of services the City has to offer. The contract with Sphinx Graphics will improve the visual appeal, consistency, and identifiably of all City print and on-line publications; create print publications that are attractive and clearly identifiable as being from the City of Berkeley; and provide staff and other designers with the templates and guidelines to create publications that meet City standards. By creating strong design standards and appealing publications, we will increase the usefulness of those publications and the cumulative impact of the Citys wide variety of services. BACKGROUND On October 24, 2007, the City issued an RFP (Specification No. 08-10286-C) for graphic design by posting the RFP on the Citys website. The RFP stated that the selected contractor would design several documents and templates and provide a certain level of graphics design training for staff. There were only three respondents and staff determined that it was not an adequately competitive pool. The RFP was revised (Specification No. 08-10286-C-REBID) to have a more narrow focus and reposted. Nine bids were received and after a review of all bids, staff narrowed the pool down to three top firms. All three were interviewed and evaluated according to the standards set out in the RFP. Finally, staff reviewed samples of the work product of all three firms. Based on the cost analysis, comparison of the approach, experience of the designers and the quality of the work, staff recommends that Sphinx Graphics be awarded the Citys graphic design contract. RATIONALE FOR RECOMMENDATION Sphinx Graphics has extensive experience working with the City of Berkeley. This is the firm who originally established the current city look and feel and has since designed the new Berkeley Public Library cards, Rent Board brochures, and several publications for the Citys Solid Waste division. They were the firm with the strongest graphic design approach and appeal in a variety of print and web media. They also have experience in establishing and implementing citywide templates and standards. Their extensive knowledge of the City of Berkeley organization and staff will reduce the start up and orientation time another firm would need, and will also increase the depth and speed with which we can install the design standards across departments. This will allow us to make faster improvements to the look of all City publications. ALTERNATIVE ACTIONS CONSIDERED The City does not have a staff person with the skills or capacity to take on a project of this magnitude.

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Contract: Graphic Design Services

CONSENT CALENDAR May 20, 2008

CONTACT PERSON Mary Kay Clunies-Ross, Public Information Officer, City Managers Office, 510-981-7008 Attachments: 1: Resolution

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RESOLUTION NO. ##,###-N.S. EXECUTE A CONTRACT WITH SPHINX GRAPHICS FOR GRAPHIC DESIGN SERVICES WHEREAS, professionally designed publications are more useful, more effective, and more informative to residents and customers and a standard appearance of City documents will increase residents knowledge of city services and functions; and WHEREAS, the City does not have a staff person with either the graphic design skills or capacity to review and design the quantity of publications that need those services; and WHEREAS, a competitive RFP process was performed; and WHEREAS, funds are available for the first year ($25,000) in the current year budget in the general fund, budget code 010-0701-410-3038 (City Managers Office) and contract has been entered into the City contract database, and assigned CMS number F3WL3. NOW THEREFORE, BE IT RESOLVED by the Council of the City of Berkeley that the City Manager is authorized to execute a contract and any amendments with Sphinx Graphics to review current documents, design Citys annual report, design other publications and create templates for frequently created documents like program brochures and event flyers for the period June 1, 2008 through June 1, 2009 in the amount of $25,000, with an option for 4 one-year extensions for a total five (5) year contract amount not to exceed $125,000. A record signature copy of said contract and any amendments would be on file in the Office of the City Clerk.

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