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Home My WebLink About07/10/2001, C6 - CONTRACT EXTENSION FOR BARNETT, COX AND ASSOCIATES FOR PUBLIC RELATIONS SERVICES FOR THE UTILITIES council JU July ].0_ 9nni DA agenba wpont Im.N." C 6' J CITY OF S AN LUIS O B I S P O FROM: John Moss, Utilities Director Prepared By: Ron Munds, Utilities Conse ation Coordinator 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$75,000 per year for the 2001-2003 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. • For the past eleven 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 and Sammy the Soaring Steelhead which deals with water issues and Globo, the environmentally friendly super hero, who educates the public on how to reduce waste. • Because of the media purchasing power BC&A has because of the size of the agency, the City benefits from the reduced media rates and other added allowances that BC&A receives from the various media outlets. Council Agenda Report—BC&A Contract Extension Page 2 • A significant portion of the contract amount goes directly to media expenditures and promotional materials. Because of BC&A's experience with the conservation program and the high quality, cost effective services they have provided, staff is recommending that the Utilities Conservation Program enter into a two year contract for public relations services. The contract period will correspond with the 2001-2003 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 (2001-2002). FISCAL IMPACT The adopted 2001-2003 Financial Plan identifies in the Utilities Conservation budget in line item 500.55130.7227, $75,000 each year for public relations and advertising activities. 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 quality of service they have provided over the years. ATTACHMENTS Attachment 1-BC&A Contract Attachment I 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 Contractor. WITNESSETH: WHEREAS, public information and education is an important component of the City of San Luis Obispo's Utilities Conservation Program. WHEREAS, on July 10, 2001, the Council of the City of San Luis Obispo approved a contract extension to the Contractor. 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 of this Agreement is made and entered,as first written above,until June 30,.2003. 2. INCORPORATION BY REFERENCE. Contractor's proposal dated June 27, 2001, are hereby incorporated in and made apart of this Agreement. 3. CITY'S OBLIGATIONS. For providing services as specified in this Agreement, City wily pay and Contractor shall receive therefore compensation based on hours and materials billed as specified in the proposal,total amount not to exceed$15,000 per year. 4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements herein before mentioned to be made and performed by City, Contractor agrees with City to do everything required by this Agreement and provide services as described in Exhibit A attached hereto and incorporated into this Agreement. Attachment 1 Agreement Page 2 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, or designee. 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. 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 879 Morro Street San Luis Obispo,CA 93401 Phone: 805.781.7215 Phone: 805.781.7198 Contractor David Cox Barnett,Cox and Associates 748 Pismo Street San Luis Obispo,CA. 93401 Phone: 805.545.8887 Phone: 805.545.0860 8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor 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 Cabo t Y�. - Attachment 1 Agreement Page 3 APPROVED AS TO FORM: CONSULTANT By: *tyt David Cox s Attachment 1 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 ANII. 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 signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements are to be received and approved by the City before work commences. Exhibit A 10 Community Information and Outreach Program Presented to the City of San Luis Obispo Utilities Department Submitted by: Barnett Cox & Associates June 27, 2001 Exhibit A e.r.rtr r.. a•...run. 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 2001-2003 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 these two primary 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 2001-2003 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-to-day life. CbU Exhibit A 114 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 Tribune and the New Times. 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 Farmer's 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 and its services. Could also include a survey that they send back. Exhibit A Budget/Fee Schedule Budget: $75,000 Element Total Advertising $46,000 Production Costs $ 6,000 Media/Public Relations $13,000 Materials/Printing/Postage/Misc. $10,000 Total $Z5 Agency Fees Fees Total Agency Hourly Fees • Principals $140/hour • Art Director $120/hour • Associates $100/hour • Graphic Design $100/hour • Production $85/hour Commissions 15% of gross Materials 25% of net FILE NUMBE�72-01 FILE NUMB R:72-01 FILE NUMB :72-01 OCCUPAN OCOC CUPA 3560 BU OCK 35801"7L CK 3590 B LOCK SAN IS OBISPO,CA 93401- SANBISPO,CA 93401-7118 SA UIS OBISPO,CA 93401- FILE NUMBP:72-01 FILE/PA 2-01 FILE NUMB :72-01 OCCUP OCC OCCUPA 1299 O CU. 14953711 O UTTSAN IS OBISPO,CA93401- SANO,CA 93401 SAN L IS OBISPO,CA 93401 FILE.NU BER:72-01 FIL/NUM 72-01 FILE/NUMB : 2-01 OCCU ANT OCOCC3731 RCUTT 37 3745 SA LUIS OBISPO,CA 93401 SAPO,CA 93401 SANO,CA 93401- FILE NU BER:72-01 FIL/NUMER:72-01 FILE NU ER:72-01 OCCANT OCOCCU ANT 3761 RCUTT 37 3777 RCUTT $AN UIS OBISPO,CA 93401-8334 SAPO,CA 93401- S LUIS OBISPO,CA 93401- FILE NU BER:72-01 FILE/NUMR: 2-01 FIL/NUER:72-01 OCCU ANOCOC3805 RCU381B 38SA LUIS OBISPO,CA 93401- SANO,CA 93401- SASPO,CA 93401- 076-481-008/FILE#:72-01 076-481-002/FILE#:72-01 076-491-001/FILE#:72-01 ANDERSON JEANNE A CENTRAL COAST MORTGAGE CO EVANS LEO M ETAL 3580 BULLOCK LN 5193 VIA ANDREA 2248 GLACIER LN SLO CA 93401-7118 DOS VIENTOS RANCH CA 91320- SANTA MARIA CA 93455-5726 076-481-015/FILE#:72-01 076.481-012/FILE#:72-01 076-491-004/FILE#:72-01 FARRIOR JACK H III&LORENE F FIALA PAUL E GARAY FELICITAS N ETAL 1495 ORCUTT RD 3745 ORCUTT RD 3811 ORCUTT RD SLO CA 93401-5946 SLO CA 93401-8365 SLO CA 93401-8334 076-481-014/FILE#:72-01 076-491-003/FILE#:72-01 076-481-001/FILE#:72-01 HALL GARNEY B&VICKY [MEL PHYLLIS E TRE MADDALENA JOSEPHINE E TRE 3711 ORCUTT ROAD 3777 ORCUTT RD 1299 ORCUTT ROAD SLO CA 93401-8334 SLO CA 93401-8334 SLO CA 93401-5942 076-481-016/FILE#:72-01 076.491-002/FILE#:72-01 076-481-011/FILE#:72-01. MUICK NICHOLAS TRE ETAL PARSONS BARBARA TRE ETAL PEPPERTREE PROPERTIES A CA GEN PTP 3731 ORCUTT RD 4650 PORTOLA ROAD 2699 FLORA ST SLO CA 93401-8365 ATASCADERO CA 93422-2324 SLO CA 93401-4621 076-481-007/FILE#:72-01 053-061-024/FILE#:72-01 SANDPIPER INVESTMENTS INC SANDPIPER INVESTMENTS INC %CHARLES PRATT PO BOX 1877 PO BOX 1856 SLO CA 93406-1877 SLO CA 93406-1856