HomeMy WebLinkAbout01-10-2017 Amendment to agreement between the City and Verdin MarketingAMENDMENT TO AGREEMENT
THIS AMENDMENT TO AGREEMENT is made and entered in the City of San Luis Obispo on ,
by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, herein after referred to as City, and
VERDIN MARKETING INK CO., a California corporation, hereinafter referred to as Contractor.
WITNESSETH:
WHEREAS, on January 15, 2014 the City entered into an Agreement with Contractor for Community
Outreach and Information Services per Specification No. 91271; and
WHEREAS, based on the satisfactory performance by contractor, the City desires to extend the contract for
an additional year and Contractor has submitted a proposal for this purpose that is acceptable to the City.
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter
contained, the parties hereto agree as follows:
The scope of services and related compensation is hereby amended as set forth in Exhibit A
attached hereto. The Agreement is hereby extended for one additional year terminating on January 15, 2018.
2. All other terms and conditions of the Agreement remain in full force and effect,
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year
first written above.
ATTEST:
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Carrie Gallagher, City Clerif
APPROVED AS TO FORM:
CITY OF SAN LUIS OBISPO
By: ) k
Katie Lich City Manager
CONTRACTOR
Verdin Marketing Ink Co.
By:
Mary G, Verdin T
Its:
City Manager Report
Final City Manage
City Administration
A
)ver Name
DJJ
Date Approved
.......... ,.
01/10/17
Reviewer Routing List
Reviewer Name
Date Reviewed
City Attorney
JMA
12/29/16
Finance
XB
1/3/17
December 27, 2016
FROM:
PREPARED BY:
SUBJECT:
Carrie Mattingly, Utilities Director AT 161228
Mychal Boerman, Water Resources Program Manager
Verdin Marketing Contract Extension
RECOMMENDATION
Authorize the extension of the Communication Information and Outreach Services contract to Verdin
Marketing (Verdin) for one year in the amount of $46,000.
DISCUSSION
Background
On October 15, 2013 City Council approved the issuance of the Request for Proposals for Community
Information and Outreach Services for the Utilities Department and authorized the City Manager to
enter into a contract with a qualified consultant. The scope of work required included:
1. Build community involvement and knowledge of the Utilities Department's programs and
services by identifying appropriate ways to reach specific target audiences.
2. Develop outreach strategies that include a year-round comprehensive approach which
promotes the Stormwater Pollution Prevention Program and is consistent with the City Phase
II stormwater permit.
3. Establish ongoing evaluation and reporting on the Stormwater Pollution Prevention
Program's outreach activities including an assessment of the effectiveness of the overall
information and outreach program.
After evaluation of the proposals, the contract was awarded to Verdin Marketing. The original
contract was for a three-year time period with the option for a one-year extension. This contract is
paid on a per -project basis and not by a monthly retainer which allows the Utilities Department to use
Verdin as needed.
During the current contract period Verdin has assisted with developing information for the community
water forum, radio commercials, television commercials, press releases, the Resource Newsletter, and
a variety of Stormwater Pollution Program needs. Verdin has helped identify ways to expand the
Department's reach by developing the Utilities Department Facebook and creating creative outreach
Verdin Marketing Contract Extension Page 2
methods such as Pandora radio commercials/advertisements. Verdin has also helped the Department
navigate sensitive subjects such as the City's THM water quality violation.
Due to staff's satisfactory experience with Verdin's work, staff requests the execution of the optional
one-year extension.
FISCAL IMPACT
These services were approved as part of the 2015-2017 Financial Plan. A total of $46,000 has been
budgeted for this contract annually. The funding is apportioned to Stormwater Pollution Prevention
contract services in the amount of $6,000, Water Administration Contract Services in the amount
of $20,000, and Wastewater Administration Contract Services in the amount of $20,000 each fiscal
year. The necessary funding will be included in the 2017-19 budget request.
Fiscal Impact Summary
Item
Current
Proposed
Current
Proposed
Change
Newsletter, PR, & Social Media
Stormwater Pollution Prevention
40,000
6,000
40,000
6,000
-
-
Total
$ 46,000.00
$ 46,000.00
$ -
Funding By Source
Item
Current
Proposed
Change
Water Fund
20,000
20,000
-
Sewer Fund
20,000
20,000
-
Stormwater Fund
6,000
6,000
-
Total
$ 46,000.00
$ 46,000.00
1 $ -
ALTERNATIVES
Alternatives to this contract extension are:
1. The utilization of the BCA contract to produce all outreach material for the Utilities
Department. This is not recommended due to the existing relationship that the Utilities
Department has with Verdin. Staff wishes to develop a relationship with BCA over the course
of the next year in order to ensure consistency between current and future messaging.
2. Release a new RFP. This is not recommended due to the satisfactory product that Verdin has
delivered during the duration of the existing contract. Release of a new RFP might require a
significant time investment in developing a relationship and understanding with the new
contractor, due to existing drought conditions staff would like to maintain consistency in our
messaging to the community.
ATTACHMENT
1. Verdin Proposal
2. Verdin Contract Amendment