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Home My WebLink About07/06/1999, C13 - CONTRACT EXTENSION FOR BARNETT, COX AND ASSOCIATES FOR PUBLIC RELATIONS SERVICES FOR THE UTILITIES CONSERVATION PROGRAM council Mm°DW July6. 1999= acEnba nEpout CITY OF SAN LUIS 0 B I S P 0 FROM: John Moss, Utilities Direct Prepared By: Ron Munds, Utilities Conservation Coordinato()v�7 SUBJECT: Contract Extension for Barnett, Cox and Associates for Public Relations Services for the Utilities Conservation Program. CAO RECOMMENDATION Approve the contract and authorize the Mayor to execute a two year agreement with Barnett, Cox & Associates for $65,000 per year for the 1999-01 fiscal years for public relations services for the Utilities Conservation Program. DISCUSSION The Utilities Conservation Program has relied on professional public relations services to assist in the dissemination of public information and promote the program since 1989. Barnett, Cox and Associates (BC&A) has provided these services for the program since 1990. Selection of BC&A has historically been through a Request for Proposal (RFP) process. Staff is requesting a sole source contract with BC&A for the following reasons: • In previous years, BC&A has responded to the City's RFP in the most innovative and fiscally responsible manner which has resulted in them being awarded the contract on a continuous basis since 1990. The past two years, BC&A has been the only consulting firm which has responded to the RFP. Given this fact, it is staffs opinion that in order to prevent an interruption to the public information program until a RFP is approved, proposals are solicited and the award of the contract is completed, extending the contract is the best option available. • For the past nine years, BC&A has demonstrated a commitment to excellence and innovation when assisting Utilities Conservation staff in achieving the conservation programs goals for both water and solid waste management. The firm's staff and available resources have provided the program with the creative approach needed to keep the program's message contemporary while providing the services in a cost effective manner. • Over the period of time BC&A has worked with the conservation program, they have developed effective methods of providing the community conservation related information and have created a continuity in the themes and approach for each conservation program component. These include the SLO Answerman which deals with both water and solid waste issues and Globo, the environmentally friendly super hero, who educates the public on how to reduce waste. C13-1 Council Agenda Report—BCBA Contract Extension Page 2 Because of BC&A's experience with the conservation program and the fact that they have been the only firm to submit a proposal for the past two years, staff is recommending that the Utilities Conservation Program enter into a two year contract for public relations services. The contract period will correspond with recently adopted financial plan period and will promote continuity in the Utilities Conservation Program's public information component. The action will also provide for high quality developmental services and program implementation in a timely manner. Exhibit A to the proposed agreement identifies the scope of services to be provided in the first year of the agreement(1999-00). FISCAL IMPACT The adopted 1999-01 Financial Plan identifies in the Utilities Conservation budget in line item 500.55130.7227, $73,000 each year for public relations and advertising activities. Staff is recommending a $65,000 per year contract agreement with BC&A and retaining the remaining $8,000 for a cooperative water conservation advertising campaign being developed with other water agencies. ALTERNATIVE The Council could direct staff to prepare a RFP for Council approval. This alternative is not recommended given the experience which BC&A has with the conservation program and the fact that no other public relations consulting company has submitted a proposal for the past two years. ATTACHMENTS BC&A Contract C13-2 AGREEMENT THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this day of ' by and between the CITY OF SAN LUIS OBISPO, a municipal corporation,hereinafter referred to as City,and Barnett,Cox and Associates,hereinafter referred to as Consultant. WITNESSETH: WHEREAS, the public information and education is an important component of the City's Utilities Conservation Program. _ WHEREAS, Consultant is qualified to perform this type of service and has submitted a proposal to do so which has been accepted by City. NOW THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter contained,the parties hereto agree as follows: 1. TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as first written above,until acceptance or completion of said services. 2. CITY'S OBLIGATIONS. For providing services as specified in this Agreement, City will pay and Consultant shall receive therefor compensation in a total sum not to exceed $65,000 per year for a two year period. 4. CONSULTANT'S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City, Consultant agrees with City to provide services as set forth in Exhibit A attached hereto and incorporated into this Agreement. Consultant further agrees to the contract performance terms as set forth in Exhibit B attached hereto and incorporated into this Agreement. 5. AMENDMENTS. Any amendment,modification,or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the City Administrative Officer of the City. 6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect,nor shall any such oral agreement,understanding, or representation be binding upon the parties hereto. C13-3 Agreement Page 2 7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows: City John Moss,Utilities Director City of San Luis Obispo 990 Palm Street San Luis Obispo,CA 93401 Phone: 805.781.7215 Phone: 805.781.7198 Consultant David Cox Barnett,Cox and Associates 979 Osos St.,Suite F San Luis Obispo,CA. 93401 Phone: 805.545.8887 Phone: 805.545.0860 8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Consultant do covenant that each individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. IN WITNESS WHEREOF,the parties hereto have caused this instrument to be executed the day and year first above written. ATTEST: CITY OF SAN LUIS OBISPO,A Municipal Corporation By: City Clerk Mayor APPROVED AS TO FORM: CONSULTANT N • By: rn C13-4 979 OSOS ST., SUITE SAN LUIS OBISP CALIFORNIA 9340 8 0 5 . 5 4 5 . 8 8 8 far 805 . 545 . 086 b c a @ b arnettcox.co www. barnettcox.co Community Information and Outreach Program Presented to the City of San Luis Obispo Utilities Department Submitted by: Bamett Cox &Associates June 22, 1999. C13-5 A D V E R T I S 1 N G P U B L I C R E L A T 1 0 N S G R A P H I C D E S I G 1• Summary of Outreach Program Barnett Cox &Associates (BC&A) has enjoyed working with the City Utilities Department on past community education programs. This experience has enabled us to create identities-for various City services and programs, execute advertising and information programs to promote them and generally work as a partner with City staff in achieving desired communications objectives. BC&A recommends the City build on its past successes and use established identities and programs for its 1999-2000 information program plan. Specifically, BC&A's outreach programs will be consistent with past programs and will introduce new elements where needed. The outreach program needs to encompass two areas: Water conservation and Solid Waste Recycling. BC&A will devise communications programs which utilize a combination of advertising and public relations to inform and educate local citizens. The challenge for the communications programs is to inform customers and move them to desired behavior changes. The City of SLO has distinguished itself with ongoing outreach programs communicating City efforts—using tools such as the Resource newsletter, the Shop Earth Smart campaign, print ads and TV-radio commercials and PSAs, speaking engagements, school programs and public relations efforts generating news coverage and publicity. The 1999-2000 program is recommended to maintain these same tools as part of an overall outreach program. General advertising, public relations and grassroots community education are all critical to the continued success of City programs. Residents and business managers must be educated about City successes as well as informed about upcoming plans that may impact day-today life. C13-6 ADVE RTIS ING P U B L I C R E L A T 1 0 N S G R A P H I C D E S I G Campaign Specifics Advertising • Identify and develop a campaign theme for print and radio designed to appeal to different target groups and provide a platform for providing information. • Plan broadcast media buys to take advantage of the slower times (Jan—March) whenever possible to obtain best rates. Negotiate matching bonus schedules with radio and TV stations as public service. • Plan newspaper buys in order to take advantage of significantly lower contract rates. Negotiate larger ad sizes or free color where appropriate. News Coverage • Produce fact sheets for distribution to news personnel on an as-needed basis. • Generate regular press releases and communicate story ideas to the media using mainstream and specialty local publications such as the New Times and San Luis Obispo Magazine. Grassroots Community Education • Work with the City's Office of Neighborhood Services to include conservation information in their materials that go out to neighborhood groups. • Continue presence at Farmees Market and in schools. BC&A will produce whatever materials are required to provide information in a fun, appealing way. • Provide, via direct mail, information on the Utilities Department as a general mailer to City residents, possibly including a survey that they send back. C13-7 A D V E R T I S 1 N G P U B L I C R E L A T 1 0 N S G R A P H I C D E S 1 G Budget/Fee Schedule Budget: $65,000 .Element Total Advertising $38,000 Production Costs $ 5,500 Media/Public Relations $12,000 Materials/Printing/Postage/Misc. $10,000 Total 65 MOP Agency Fees Fees Total Agency Hourly Fees • Principals $100/hour • Art Director $100/hour • Associates $85/hour • Graphic Design $85/hour • Production $70/hour Commissions 15% of gross Materials 25% of net C13-8 A D V E R T I S I N G P U B L I C R E L A T 1 0 N S G R A P H I C D E S 1 G P Exhibit .D C13-9 INSURANCE REQUIREMENTS: Consultant Services The Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, its agents,representatives,employees,or subcontractors. Minimum Scope of Insurance. Coverage shall be at least as broad as: 1. Insurance Services Office Commercial General Liability coverage(occurrence form CG 0001). 2. Insurance Services Office form number CA 0001 (Ed. 1/87)covering Automobile Liability, code 1 (any auto). 3. Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance. 4. Errors and Omissions Liability insurance as appropriate to the consultant's profession. Minimum Limits of Insurance. Contractor shall maintain limits no less than: I. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability or other form with a general aggregate limit is used,either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. 2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage. 3. Employer's Liability: $1,000,000 per accident for bodily injury or disease. 4. Errors and Omissions Liability: $1,000,000 per occurrence. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either. the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers,officials,employees and volunteers; or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. Other Insurance Provisions. The general liability and automobile liability policies are to contain, or be endorsed to contain,the following provisions: 1. The City, its officers, officials, employees, agents and volunteers are to be covered as insureds as respects: liability arising out of activities performed by or on behalf of the Contractor,products and completed operations of the Contractor, premises owned, occupied or used by the Contractor; or automobiles owned, leased, hired or borrowed by the Contractor. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officers, official, employees, agents or volunteers. 2. For any claims related to this project,the Contractor's insurance coverage shall be primary insurance as respects the City, its officers, officials,employees,agents and volunteers. Any insurance or self- insurance maintained by the City, its officers, officials, employees, agents or volunteers shall be excess of the Contractor's insurance and shall not contribute with it. 3. Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials,employees,agents or volunteers. 4. The Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought,except with respect to the limits of the insurer's liability. 5. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended,voided,cancelled by either party,reduced in coverage or in limits except after thirty(30) days'prior written notice by certified mail,return receipt requested,has been given to the City. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A:V I I. Verification of Coverage. Contractor shall furnish the City with a certificate of insurance showing maintenance of the required insurance coverage. Original endorsements effecting general liability and automobile liability coverage required by this clause must also be provided. The endorsements are to be C13-10