Memorandum 15-049 Marine Trades Promotional Video Contract Award

Memorandum 15-049

TO:                       HOMER CITY COUNCIL & MARVIN YODER, CITY MANAGER

FROM:                  RACHEL TUSSEY, ADMINISTRATIVE SECRETARY

THROUGH:         BRYAN HAWKINS, PORT DIRECTOR/HARBORMASTER

DATE:                   APRIL 7, 2015

SUBJECT:           MARINE TRADES PROMOTIONAL VIDEO RFP RESULTS

The City of Homer advertised a request for proposals from qualified firms for video production services to create a short (3 to 5 minute) commercial video for promoting the Homer Marine Trades Association and Homer Port and Harbor.

The video is to focus on all marine trades-related activity currently taking place in Homer, and also highlight Homer’s location/connectivity, weather advantage in Alaska, and the skillset of our residential workforce.  Proposers were asked to present a themed storyboard depicting “Homer is in the Business of Boats”, and include items such as: various vessel sizes and capabilities, geographic advantages, climate, diversity of workforce, what skills are available, and Homer’s connectivity by land, sea, and air.  The completed product will be used as a promotional tool at trade shows, posted on social media sites such as YouTube and Facebook, and for the City’s web page.

The City Clerk’s Office received five “responsive” proposals by qualified firms prior to the deadline of April 3 at 4:30pm.  A committee was organized for the purpose of evaluating and scoring proposals, which consisted of Homer Marine Trades Association members and Port and Harbor staff.  All responses were evaluated per the grading criteria laid out in the Request for Proposals.

Upon review, two firms equally scored the highest.  The RFP Review Committee selected Brinster & Company of Homer, Alaska as the primary choice, and Dickerson Stills & Motion of Homer, Alaska as the runner-up.  The City of Homer reserves the right to award a contract to the highest ranked firm based solely on the written proposal, whom will be invited to enter into contract negotiations with the City of Homer.  If an agreement with the proposer cannot be reached, the next highest ranked proposer may be contacted for negotiations.  The City of Homer reserves the right to terminate negotiations with any proposer should it be in the City of Homer’s best interest.

Recommendation 

Staff recommends that City Council award the Marine Trades Promotional Video contract to Brinster & Company of Homer, Alaska for a total estimated cost of $8,905.00, not to exceed $9,000.00, and direct staff to begin the contract negotiations.  If the City upholds its right to select the runner-up in the circumstance that contract negotiations fail with the primary choice, staff further recommends that City Council recognize Dickerson Stills & Motion of Homer, Alaska may be selected for contract negotiations.

Fiscal Note

100-0112-5210 Economic Development: Professional & Special Services