HomeMy WebLinkAbout07-21-2015 C8 Crime Prevention Contract ExtensionCity of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number
FROM: Chris Staley, Acting Chief of Police
Prepared By: Christine Wallace, Neighborhood Outreach Manager
SUBJECT: CRIME PREVENTION MARKETING CONTRACT EXTENSION
RECOMMENDATION
Approve and execute an extension of the existing agreement with Verdin Marketing for a two
year period ending on June 30, 2017.
DISCUSSION
In July 2014, the Council authorized the Police Department to release a Request for Proposal
document (RFP) seeking proposals from qualified marketing firms to assist with crime
prevention and community outreach to residents. In response to the RFP, two proposals were
received and Verdin Marketing was selected.
Verdin has provided excellent marketing guidance and oversight, created a variety of brilliantly
creative print and electronic ads, coordinated media buys at discounted rates and re-designed
existing print materials. Staff is requesting a contract extension, which would add two years to
the original term of the agreement and end on June 30, 2017. At that time, a new RFP document
will be prepared and released to solicit new proposals.
FISCAL IMPACT
The contract amount will remain the same and funds in the amount of $20,000 per fiscal year are
included in the Police Department’s budget. There will be no additional impact to the General
Fund associated with this action.
ALTERNATIVE
Do not approve the amendment to the agreement with Verdin. This option is not recommended
due to the 90 day time period need to prepare, release and award a contract. The start of school
outreach conducted by the Police Department requires significant assistance from the contracting
agency.
ATTACHMENTS
1. Contract Amendment
2. Original Contract
3. CAR Requesting RFP Release
\\Chstore7\Team\Council Agenda Reports\2015\2015-07-21\Crime Prevention Contract Extension\CAR Verdin Contract Extension.docx
July 21, 2015
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AMENDMENT TO AGREEMENT NO. 91302
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., hereinafter referred to as Contractor.
WITNESSETH:
WHEREAS, on October 17, 2014 the City entered into an Agreement with Contractor for Crime Prevention
Marking Contract per Specification No. 91302 (“Agreement”); and
WHEREAS, the City desires to extend the term of the Agreement for an additional two (2) years and
Contractor has mutually agreed.
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter
contained, the parties hereto agree as follows:
1. Amended Term. The term of the Agreement shall be until June 30, 2017.
2. Other Terms. 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: CITY OF SAN LUIS OBISPO
____________________________________ By: ____________________________________
City Clerk City Manager
APPROVED AS TO FORM: CONTRACTOR
_____________________________________ By: ____________________________________
City Attorney
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ATTACHMENT 2
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City of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number
FROM: Steve Gesell, Chief of Police
Prepared By: Christine Wallace, Neighborhood Outreach Manager
SUBJECT: CRIME PREVENTION MEDIA SERVICES REQUEST FOR PROPOSAL
RECOMMENDATION
1. Authorize the release of a Request for Proposal (RFP) for crime prevention and
community outreach marketing services for fiscal year 2014-2015 in an amount not to
exceed $20,000, with the option to extend two additional years. (Specification No.
91302).
2. Authorize the City Manager to execute an agreement with the selected vendor.
DISCUSSION
Background
The Police Department has contracted with a professional marketing firm to develop messaging
print and web-based material focused on neighborhood issues and specific crime problems in the
City. The contract allows the Police Department to communicate information regarding
municipal codes, neighborhood expectations and public safety to all residents, but with an
emphasis to students. The current contract with Verdin Marketing expired June 30, 2014. As the
Police Department has contracted with Verdin for a number of years, staff believes it is
appropriate to release a new RFP. If marketing services are required during the RFP submittal
time period, the Police Department has a separate contract services account available to cover
necessary expenditures.
The RFP will solicit proposals from marketing and advertising firms or consultants who can
provide professional guidance, oversight and design for the Office of Neighborhood Services
community outreach information. The focus of the community outreach will be primarily on
neighborhood wellness and building community involvement and crime prevention. Staff will
ensure the messaging is consistent with and complimentary to any outreach associated with the
Community Civility effort and the Neighborhood Wellness Major City Goal.
FISCAL IMPACT
Marketing and outreach funds in the amount of $20,000 per fiscal year are included in the Police
Department’s budget. There will be no additional impact to the General Fund associated with
this action.
ALTERNATIVES
1. Modify the RFP. Staff could be directed to modify the RFP to focus on different subject
matter or target audiences. Staff believes the focus of the RFP is most in line with the
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CRIME PREVENTION MEDIA CONTRACT RFP Page 2
current needs of the City. Staff will have the flexibility under the contract to adjust the
focus of the marketing to meet emergent needs.
2. Reduce the Budgeted Allocation. Reducing the budget would significantly curtail the
quality and amount of outreach the Police Department will be able to conduct.
3. Decline to Authorize the RFP. Staff does not recommend this alternative. Because of the
transient nature of student age residents in the city, there is a need to continually
communicate neighborhood wellness initiatives
ATTACHMENT
1. RFP for Neighborhood Wellness and Crime Prevention Media Services
docume T:\Council Agenda Reports\2014\2014-07-15\Approval of RFP for Crime Prevention Contract (Gesell-Wallace)\CAR CRIME PREVENTION MEDIA CONTRACT.docxnt1
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