HomeMy WebLinkAbout07/15/2003, C5 - REQUEST FOR PROPOSALS FOR COMMUNITY INFORMATION AND OUTREACH SERVICES FOR THE WATER CONSERVATION, S Council M.vtin¢Dv�e
July 15, 2003
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CITY OF SAN LUIS OBISPO
FROM: John Moss, Utilities Direct
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Prepared By: Ron Munlities Conservation Coordinator
SUBJECT: REQUEST FOR PROPOSALS FOR COMMUNITY INFORMATION AND
OUTREACH SERVICES FOR THE WATER CONSERVATION, SOLID
WASTE REDUCTION, ENERGY AND WATER REUSE PROGRAMS.
CAO RECOMMENDATION
Approve the request for proposals (RFP) for Community Information and Outreach Services,
Specification number 90443, and authorize contract award by the CAO, if the selected proposal
is within the approved budget for this project ($63,200 for fiscal year 2003-2004 and $60,000 for
fiscal year 2004-2005).
DISCUSSION
The Utilities Department is requesting approval to seek professional assistance and oversight of a
community information and outreach program for our water conservation, water reuse, energy
and solid waste programs. With the assistance of marketing/advertising professionals, staff plans
to continue and expand our community information program, designed to reach diverse
audiences in our community and to encourage evaluation and feedback on our projects and
programs. In the Request for Proposals, staff has stressed our desire to use creativity, innovation
and current technology to share objective and factual information evenly with our community.
The term of the contract is for a two year period with the option to extend for one additional year
upon CAO approval. Our proposed 2003-2005 budget is $63,200 for the first fiscal year and
60,000 for the second fiscal year, including direct advertising costs, and combining all programs.
Programs Included in the Community Outreach
Water Reuse
During this Financial Plan period, the focus of the outreach for the Water Reuse project will be to
provide information regarding water quality as it relates to public health issues and to maintain a
project awareness in the community. Since it is a goal of the Council to achieve additional
sources of water supply, this portion of the outreach program will provide timely information to
the community as the City prepares for the actual deliveries of recycled water scheduled to begin
at the end of 2004. This component is estimated at $3,200 for the first fiscal year of the contract.
The three components below are activities of the Utilities Conservation Office and are estimated
at combined total of$60,000 per year.
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Council Agenda Report- RFP for Community Information and Outreach Services
Page 2
Water Conservation
Water conservation has been and will continue to be a significant ongoing component of the
City's water management strategy. The goal of the information program would be to encourage
the continued efficient and non-wasteful use of water to keep water use at or below the City's per
capita water planning figure of 145 gallons per person per day. Extra emphasis will be given to
efficient irrigation practices during the term of the contract.
Reduction in Solid Waste to Meet AB 939 Goal
The City is required to continue to reduce the amount of waste going to the landfill by 50%..In
addition to the programs in place (recycling and green waste), a public information and education
program is necessary to continue to attain the mandated goal.
Energy
With direction from the City Council, the Utilities Conservation Office's public information
program has included energy conservation tips and information for the past two years in its
overall message. This component of the program has provided the community useful
information and is recommended to continue as part of the overall program during the 2003-2005
Financial Plan period.
Project Components and Work Scope
There are two broad work components:
1. To build community involvement and knowledge of our projects and programs by
identifying appropriate ways to reach specific target audiences.
2. To establish ongoing evaluation and reporting on our programs and outreach activities.
Evaluation and Selection Process
The proposal closing date is scheduled for August 20, 2003 After a review of the proposals
based on the evaluation criteria set forth in the RFP, finalists will be invited for a follow-up
presentation/interview (if necessary) before a review committee composed of staff from the
Utilities Department.
Based on the results of their written proposal, oral presentation, and reference checks, the review
committee will present its recommended selection to the CAO. It is anticipated that contract
award will be made by September 5, 2003.
Prospective Proposers
In addition to publishing a formal notice requesting proposals, the RFP will be mailed to a
limited number of firms specializing in this type of service. A list of prospective bidders is
attached.
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Council Agenda Report- RFP for Community Information and Outreach Services
Page 3
FISCAL IMPACT
The budget for this project is $63,200 for the first fiscal year. This amount includes $3,200 from
the Water Reuse public information budget and $60,000 from the 2003-2004 and $60,000 for the
2004-2005 consulting services line item in the approved Utilities Conservation Office operating
budget.
ATTACHMENT
Bidders list
ON FILE IN THE COUNCIL OFFICE
Request for proposals for Community Information and Outreach Services
CS'� �
PROPOSERS LIST ATTACHMENT
Community Information and Outreach Services—SPECIFICATION NO.90443
Barnett, Cox &Associates Tom Jones and Associates
748 Pismo Street 75 Zaca Lane
San Luis Obispo, CA. 93401 San Luis Obispo, CA. 93401.
Fishlips Creative Sugs Lombardi Advertising
1951 Santa Barbara St., Suite C 520 Higuera Street
San Luis Obispo, CA. 93401 San Luis Obispo, CA. 93401
Josephine Crawford Art Promotion Green Car Group
873 Church St. 505 Higuera
San Luis Obispo,CA. 93401 San Luis Obispo, CA. 93401
Central Coast Media,LLC HAR Marketing
4251 S. Higuera St., Suite 300 PO Box 104
San Luis Obispo, CA. 93401 Morro Bay, CA. 93443
Pandora and Company The Oneal Group, Inc.
350 Mitchell Drive 645 Main St.#G
Los Osos,CA. 93402 Morro Bay,CA. 93442
RocGlo Communications, Inc.
PO Box 170
Arroyo Grande, CA. 93421