Loading...
HomeMy WebLinkAbout10/06/2009, C6 - COMMUNITY INFORMATION AND OUTREACH SERVICES FOR THE WATER CONSERVATION AND STORMWATER POLLUTION PRE l Ancouncil ac en as nEpont CITY OF SAN LUIS O B I S P O FROM: Carrie Mattingly, Utilities Director Prepared By: Ron Munds, Utilities Conservation Manager SUBJECT: COMMUNITY INFORMATION AND OUTREACH SERVICES FOR THE WATER CONSERVATION AND STORMWATER POLLUTION PREVENTION PROGRAMS REQUEST FOR PROPOSALS RECOMMENDATION 1. Approve the request for proposals (RFP) for Community Information and Outreach Services and authorize its issuance, and, 2. Authorize the City Manager to award a two-year contract for community information and outreach services for the water conservation and stormwater pollution prevention programs, with the option of two one-year extensions, if the selected proposal is within the approved budget. DISCUSSION Staff is requesting approval to seek professional assistance with the community information and outreach program for the City's water conservation and stormwater pollution prevention programs. With the assistance of a professional marketing and advertising firm, the City will continue its community information program. Under the consultant's guidance, the program reaches a diverse audience and encourages evaluation and feedback on the City's projects and programs. The City's community outreach programs for water conservation (and more recently stormwater pollution prevention) have been ongoing for over twenty years. The Utilities Department has utilized professional services for the public information and outreach program since 1989. Council last authorized an RFP for community information and outreach services in September, 2006. Through that process, the firm of Barnett, Cox and Associates was awarded a one-year contract with two option years. The contract ends in November 2009. The term of the proposed contract is for two years with the option to extend for two additional one year periods. Based on twenty years of staff experience, a multi-year contract offers the level of continuity necessary to implement an effective public information and outreach program within the community. Optional contract extensions would be granted based upon appropriate performance and subject to City Manager approval. Additionally, the option to extend the contract would be contingent upon program funding being allocated through the 2011-2013 Financial Plan. The total approved 2009-201.1 budget for these services (conservation and stormwater) is Council Agenda Report- RFP for Community Information and Outreach Services Page 2 $47,000 annually. This is a reduction of $40,500 from the current contract amount of $87,500 and was noted as a significant operating program change in the 2009-11 Financial Plan process. Project Components and Work Scope The RFP for professional outreach services stresses the requirement to use creativity, innovation, and current technology to share objective and factual information with the community. There are two broad work components to be addressed by the selected firm: 1. To continue to build successful community involvement and to promote the City's conservation and stormwater programs by identifying appropriate ways to reach specific target audiences. 2. To continue ongoing evaluation of and reporting on the City's conservation and stormwater programs and outreach activities. Community Information and Outreach Programs 1. Stormwater Pollution Prevention The focus of the outreach for the stormwater pollution prevention program is to provide information regarding water quality and pollution prevention to businesses and residents. As a condition of the City's stormwater permit issued by the Regional Water Quality Board, the City must implement a public education information program. The selected firm will assist in meeting this requirement. This component is budgeted at $12,000 per year. 2. Water Conservation Water conservation will continue to be a significant ongoing component of the City's water management strategy. The goal of this information and outreach effort is to encourage the efficient and non-wasteful use of water thereby keeping 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 communicating efficient irrigation practices. This component is budgeted at $35,000 per year. Evaluation and Selection Process The deadline for submitting the proposals is set for October 28, 2009. Based on the evaluation criteria set forth in the RFP, proposals will be reviewed and, if necessary, finalists will be invited for a follow-up presentation/interview before a review committee. The review committee will be composed of staff from the City's Utilities and Administration departments. Reference checks will be conducted. Based on the results of the selection process, a recommendation will be made to the City Manager to award the contract. Contract award is anticipated by the end of November 2009. 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 firms is part of the RFP. Council Agenda Report - RFP for Community Information and Outreach Services Page 3 CONCURRENCE The Public Works Department provides the oversight of the Stormwater Pollution Prevention budget and concurs with the recommendation made in this report. FISCAL IMPACT These services were approved as part of the 2009-2011 Financial Plan. A total of $47,000 annually is budgeted. The funding is apportioned to Stormwater Pollution Prevention contract services in the amount of $12,000 and Utilities Conservation contract services in the amount of $35,000 each fiscal year. ALTERNATIVES 1. Extend the current agreement with Barnett, Cox and Associates. This is not recommended as it is a good fiscal and management practice to seek proposals at regular intervals to ensure the City is receiving competitive services at a reasonable cost. 2. Give direction to staff to amend the request for proposals and approve the RFP based on those changes. ON FILE IN THE COUNCIL OFFICE Request for proposals for Community Information and Outreach Services C 6 -3