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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 C8 C8 - 1 THIS PAGE IS INTENTIONALLY LEFT BLANK C8 - 2 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 ATTACHMENT 1 C8 - 3 THIS PAGE IS INTENTIONALLY LEFT BLANK C8 - 4 ATTACHMENT 2 C8 - 5 C8 - 6 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 7-15-14 C7 ATTACHMENT 3 C8 - 7 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 C8 - 8