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Home My WebLink AboutItem 11h - Purchase of Banners for 2023 Breeders' Cup DATE: October 3, 2023 TO: Honorable Mayor and City Council FROM: Jason Kruckeberg, Assistant City Manager/Development Services Director SUBJECT: PURCHASE ORDER WITH THE AMGRAPH GROUP FOR FABRICATION AND INSTALLATION OF BANNERS FOR THE 2023 BREEDERS’ CUP IN THE AMOUNT OF $40,803.78 AND AUTHORIZATION OF ADDITIONAL EXPENSES IN SUPPORT OF THE BREEDERS’ CUP CEQA: Not a Project Recommendation: Approve SUMMARY Santa Anita Park is hosting the 2023 Breeders’ Cup World Championships of horse racing on November 3 and 4. This is the ninth time the Breeders’ Cup will be run at Santa Anita in the past 20 years. Each year the event is held locally, the City’s Economic Development Division budgets for various marketing and promotional efforts in support of the event. One of the most visible and tangible aspects of promotion that the City helps with is the placement of banners on light poles throughout the City and over the street. Therefore, it is recommended that the City Council approve a Purchase Order with the Amgraph Group for fabrication and installation of banners for the 2023 Breeders’ Cup in the amount of $40,803.78 and authorize additional expenses in support of the Breeders’ Cup. BACKGROUND The 2023 Breeders’ Cup will be the 40th in the event’s history. Santa Anita Park has hosted the event 11 times since its inception and nine times in the past 20 years. The racetrack and the City are featured prominently on international television throughout the event. The event will be held over two days, Friday, November 3 and Saturday November 4, 2023, and a total of 14 champions will be crowned in various race categories and classifications. Santa Anita has been the site of many iconic moments in Breeders’ Cup history and boasts the largest two-day attendance for the event, with 118,484 attending in 2016. In terms of wagering, the 2019 event at Santa Anita set a record at the time with over $175 million wagered. Additionally, it is estimated that this year’s event will spur over $100 million in spending throughout Southern California. Purchase Order – Breeders’ Cup Banners October 3, 2023 Page 2 of 3 The City has long partnered with Santa Anita Park on the Breeders’ Cup, from police and fire services, to assistance with traffic control and signal timing, to marketing and promotion. Regarding marketing, the City’s Economic Development Division has typically budgeted funds to assist with various promotional efforts locally. This has included banners, lighting and decorations; transit shuttles from local hotels and the light rail station; mailers and publications; and restaurant and hotel promotions. For this year’s event, Arcadia has agreed to fund banners Citywide as well as downtown lighting and flag decorations, transit services, and general marketing efforts. DISCUSSION The single-largest expense regarding marketing is the cost of the banners. Santa Anita Park works with the Amgraph Group each year on their various banner projects and the company is well known to the City. Amgraph Group submitted their artwork and proposal in August and the banners were approved on August 28, 2023. The banners were recently installed (both street pole and over the street banner at Baldwin and Huntington) and act as an excellent visual promotion for the City and the event (see Attachment A for the approval and artwork). The total cost of the banners plus tax is $40,803.78 for this year’s event. Even though funding was included in this year’s budget, this expense exceeds the administrative authority needed for approval. Therefore, it is recommended that the City Council authorize the Purchase Order with the Amgraph Group. In addition to the banners, it should be noted that the City has other marketing and promotional expenses related to the Breeders’ Cup. The City will be providing shuttle services from all local hotels to the Racetrack for both days of the event as well as transportation from the light rail station. This is a service that the City has provided for many Breeders’ Cup events and it is always well received and appreciated by attendees staying locally. The cost of this service was $8,947 for the 2019 event and is estimated to be similar for this year’s event. This service is covered using the City’s Transit funding. Additionally, the City will be assisting with lighting and flag decorations in the Downtown area as well as website and local electronic promotions. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), as it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA. FISCAL IMPACT The Economic Development budget for the 2023-24 Fiscal Year includes $40,000 specifically for Breeders’ Cup marketing and promotion as well as an additional $30,000 for general streetscape beautification efforts. The cost of the banners is $40,803.78 and additional costs for decorations and lighting are estimated to be below $3,500, which is Purchase Order – Breeders’ Cup Banners October 3, 2023 Page 3 of 3 well within the overall budget. As mentioned above, the Transit fund will pay for the City’s shuttle service for the event, estimated to be just under $10,000. RECOMMENDATION It is recommended that the City Council determine that this action does not constitute a project under the California Environmental Quality Act (“CEQA”); and approve a Purchase Order with the Amgraph Group for fabrication and installation of banners for the 2023 Breeders’ Cup in the amount of $40,803.78 and authorize additional expenses in support of the Breeders’ Cup. Attachment “A”: Banner Approval Packet Attachment “B”: Invoice from The Amgraph Group The AmGraph Group 2091 Del Rio Way Ontario, CA 91761-8038 Phone: (909) 937-7570 INVOICE Santa Anita Park Andrew Arthur 285 West Huntington Dr. Arcadia, CA 91066 Santa Anita Park Andrew Arthur 285 West Huntington Dr. Arcadia, CA 91066 S h i p T o S o l d T o Customer Code TermsSalespersonInvoice #Invoice DateShip DateP.O. Number SANCA6 Signed Quote #12388 9/27/23 16556013 Scott Greenwald Net 30 Days Job 16556 Breeders Cup – Arcadia CLPBs (2 Sizes) & ASB Qty Ordered Qty Shipped Description Unit Price UM Amount 5 $175.00City Light Pole Banner5 $175.00 290 $25,998.50City Light Pole Banner290 $25,998.50 8 $538.00Across the Street Banner8 $538.00 1 $795.00Custom Installation1 $795.00 1 $10,495.80Custom Installation1 $10,495.80 Breeders Cup - ARCADIA 35" x 96" double-faced banners printed 4cp on white vinyl (8 images), sleeves top and bottom, reinforce sleeve ends with 1" binding. 35" x 72" double-faced banners printed 4cp on white vinyl (5 images), sleeves top and bottom, reinforce sleeve ends with 1" binding. 30ft W x 4ft H d/f on white vinyl - black back, join two single faces back to back, 2" webbing on 4 sides between faces, reinforced 4 corners with extra pieces of vinyl, #4 grommets every 3ft on top and bottom, 16 windvents with cuts and flaps closed to prevent air between faces, bulk roll for install Installation and removal of 145 double-units, 8 single-units and 1 ASB. Job Description The AmGraph Group 2091 Del Rio Way Ontario, CA 91761-8038 Phone: (909) 937-7570 INVOICE Santa Anita Park Andrew Arthur 285 West Huntington Dr. Arcadia, CA 91066 Santa Anita Park Andrew Arthur 285 West Huntington Dr. Arcadia, CA 91066 S h i p T o S o l d T o Customer Code TermsSalespersonInvoice #Invoice DateShip DateP.O. Number SANCA6 Signed Quote #12388 9/27/23 16556013 Scott Greenwald Net 30 Days Job 16556 Breeders Cup – Arcadia CLPBs (2 Sizes) & ASB Qty Ordered Qty Shipped Description Unit Price UM Amount 35"x96" = 290 Banners / 145 Double Units 35"x72" = 8 Banners / 8 Single Units 360"x48" = 1 Across Street Banner WINDVENTS REQUIRED Target Install Date 9/18/2023 Subtotal Total Due $40,803.78 Arcadia $2,801.48 $38,002.30 Thank you for your Business!