Title
AUTHORIZATION TO ENTER INTO A CONTRACT WITH
FLOWERS COMMUNICATIONS GROUP FOR VIDEO PRODUCTION SERVICES FOR THE CHICAGO PARK DISTRICT’S SOCIAL MEDIA AND WEB CONTENT, PROMOTIONAL MATERIALS, AND VISUALS FOR PUBLIC PRESENTATIONS
SPECIFICATION NO. P-16006
Body
To the Honorable Board of Commissioners of the Chicago Park District
I. Recommendation
It is recommended that the General Superintendent and CEO or his designee enter into a contract with Flowers Communications Group, for the purposes of providing video production services to the Chicago Park District. The contractor was selected pursuant to a publicly advertised Request for Proposals (“RFP”). No work may commence and no payment shall be made to vendor prior to the execution of a written agreement.
II. Award Information
Company: Flowers Communications Group
303 East Wacker Drive, Ste. 1000
Chicago, IL 60601
Company Type: Illinois Business Corporation
Majority Interest: D. Michelle Flowers 100%
Contract Term: One (1) year with three (3) additional one (1) year extension options.
Contract Amount: Not to exceed $292,000.00 annually.
Scope of Services: The production of the CPD’s video projects for web and social media content. The Awardee will produce up to 10 videos each month that range from twenty seconds to three minutes in length for use on the Chicago Park District’s website and social media platforms, including Facebook and the District’s YouTube channel. Videos will highlight specific aspects of CPD’s programs, events, facilities, and other themes.
Affirmative
Action Goals: The Minority and Women Owned Business Enterprise Participation for this contract include: 95% minority owned and 5% women owned. Flowers Communication Group (“FCG”) is a City of Chicago certified MBE and WBE, and on this contract the MBE participation will be provided by FCG.
Authorization: Authorize the General Counsel to include other relevant terms and conditions in the written Agreement. Authorize the General Superintendent to execute the Agreement and the Secretary to
attest as to the signing of the Agreement and keep an original copy of the Agreement on file.
III. Budget and Financial Information
Budget Classification: Operating
Fiscal Year: 2017
Source of Funds: 001.8150.8150.623130.00001.01.01.00001
IV. Procurement Information
Specification Number: P-16006
Date Issued: March 14, 2016
Number of Proposals Received: Four (4)
Date Proposals Due: April 14, 2016
Four (4) proposals were received on the due date and one (1) proposal was found by the Department of Purchasing (“Purchasing”) to be non-responsive with the requirements specified in the RFP and removed from consideration. Accordingly, three (3) proposals were found by Purchasing to be both responsive and compliant.
The Evaluation Committee (“EC”) was comprised of three (3) voting members, all CPD staff. The EC began their evaluation of the proposals at their first meeting on October 13, 2016, where non-financial proposals were distributed. They met again on October 26,
2016 to discuss the non-financial proposals and distribute the financial proposals. The committee held its third meeting on November 16, 2016 to discuss the financial proposals. The EC decided at the conclusion of their meeting to invite all of the proposers to oral presentations. Oral presentations were held on November 28, 2016, and each session lasted approximately one hour. The EC met once following oral presentations, and at the end of their meeting on January 17, 2017 they decided to send a request for Best and Final Offers to all proposers on January 19, 2017. Purchasing received the Best and Final Offers on January 23, 2017, and the EC met on January 25, 2017 to continue their evaluation and review of the Best and Final Offers. The EC concluded their evaluation and unanimously scored Flowers Communications Group the highest.
V. Explanation
The Chicago Park District requires video production services for the purpose of documenting and highlighting programs, facilities, events and people in the parks. Video content will be used to promote the Chicago Park District on social media platforms, website and the City of Chicago’s municipal channel. Video production services may also be used to create visuals for oral presentations and other projects.
Flowers Communications Group is a Chicago based company that has 25 years’ experience in providing a full range of marketing and creative services including video and social media production and strategies. Their clients include McDonald’s, Miller Coors, AT&T, Commonwealth Edison, the Illinois Department of Transportation, and others. Further, they have the resources and experienced staff required to provide the services required to the Chicago Park District including pre-production, production, and post-production for any project.
Therefore, it is in the best interest of the Chicago Park District to recommend the award of the contract for Video Production Services to Flowers Communication Group.
VI. General Conditions
1) Conflicts: The Agreement shall not be legally binding on the Chicago Park District if entered into in violation of the provisions of 50 ILCS 105, the Public Officer Prohibited Activities Act.
2) Ethics: The Chicago Park District’s Ethics Code, Chapter III of the Code of the Chicago Park District, shall be incorporated into and made part of the agreement.
3) Contingent Liability: Any agreement lawfully entered into for a period of more than one year shall be executory only for the amounts for which the Park District may become
liable in succeeding fiscal years pursuant to Section 17(i) of the Chicago Park District Act, 70 ILCS 1505/17(i). All agreements authorized herein shall contain a clause that any expenditure beyond the current fiscal year is subject to appropriation in the subsequent fiscal year budget.
4) Economic Disclosure Statement (“EDS”): Contractor has submitted a full and complete.