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HomeMy WebLinkAboutAgenda Statement 1983/07/19 Item 12 COUNCIL AGENDA STATEMENT Item 12 Meeting Date 7/19/83 ITEM TITLE: Resolution //34/Approving Six-Month Public Relations Consultant Contract with Nuffer/SI�-i-th Associates SUBMITTED BY: Director of Management Services (4/5ths Vote: Yes NoX ) REVIEWED BY: City Manager 0 On March 29, 1983, the City Council considered the City Manager's report on the Public Information Program and directed staff to prepare RFP's to obtain professional public relations consultant advice for the City's Public Information Coordinator. As part of the regular FY 1983-84 budget process, the Council appropriatea funding (at $800 per month) for this purpose in the Public Information Budget Activity within the Management Services Department. At a June 9, 1983, joint meeting with the Steering Committee of the Business and Industry Development Commission (BIDC), the Redevelopment Agency considered a separate request from the Steering Committee for authorization to use BIDC and matching Agency funds for a public relations consultant contract specifically oriented toward economic development promotion, and the Agency authorized the use of up to $1 ,000 per month ($500 from the BIDC and $500 Agency match) for a six-month contract. The RFP issued for public relations consulting services encompassed the economic development promotional objectives requested by the BIDC as well as the objective suggested by the City Manager for advice in establishing the City's Public Information Program. A selection committee comprised of Councilman Len Moore, City Manager John Goss, and Bob Santos, Chairman of the Public Relations Subcommittee of the BIDC Steering Committee, reviewed the ten proposals received in response to the RFP and interviewed three of the ten firms. The Selection Committee ranked Nuffer/Smith Associates as the firm best suited to meet the Redevelopment Agency and BIDC objectives, and the Director of Management Services has negotiated the attached contract with Nuffer/Smith. This item is being provided separately for consideration by both the City Council (on July 19) and the Redevelopment Agency (on July 21 ) because part of the funding for the contract comes directly from the Redevelopment Agency and part of the funding is channeled through the Public Information Unit of the Management Services Department. RECOMMENDATION: Adopt the Resolution approving a six-month contract with Nuffer/Smith Associates for public relations services. Page 2, Item 12 Meeting Date 7/19/83 BOARDS/COMMISSIONS RECOMMENDATION: At its July 12 meeting, the Steering Committee of the Business and Industry Development Commission took the following actions: (1 ) recommended that the City Council and Redevelopment Agency approve the proposed six-month contract with Nuffer/Smith Associates for public relations services; (2) authorized City staff to encumber $3,000 from the Steering Committee's Revolving Fund to make monthly payments of $500 to Nuffer/Smith Associates during the six-month contract; and (3) established an on-going Public Relations Subcommittee to coordinate with the City's contract administrator. The Public Relations Subcommittee will consist of Bob Santos, Garry Butterfield, and Niek Slijk. DISCUSSION: Selection Process On May 11, 1983, an RFP for public relations consultant services was issued to 16 public relations firms. Five of the sixteen firms were specifically selected by the Director of Management Services because they were considered the best public relations agencies in San Diego; the remaining eleven firms asked to be sent copies of the RFP, some in response to an ad placed in the "San Diego Daily Transcript." Ten firms submitted proposals in response to the RFP by the May 27 deadline: Bob Battenfield and Associates Cella and Company Patricia Doering and Associates Executor Gable Agency Roni Hicks and Associates Kaufman-Lansky-Baker Martha J. Murphy and Company Nuffer/Smith Associates Stoorza Company The Selection Committee (Len Moore, John Goss, and Bob Santos) reviewed the proposals of the above ten firms and met on June 13 to narrow down the ten proposals to the following three firms that were invited to make oral presentations to the Selection Committee on June 20: Bob Battenfield and Associates, Nuffer/Smith Associates, and Stoorza Company. After reviewing the submitted proposals, interviewing the above three firms, and conducting reference checks, the Selection Committee ranked Nuffer/Smith Associates as the firm best suited to meet the Redevelopment Agency and BIDC Steering Committee objectives. The Selection Committee's evaluation was based on the following criteria: 1 . Firm's analysis of approach to meeting contract objectives: - Providing advice and limited assistance to Public Information Coordinator in developing and implementing City's Public Information Program R-- 113, q Page 3, Item 12 Meeting Date 7/19/83 - Generating positive attitudes among the San Diego County Business Community for the City of Chula Vista (with assistance from Public Information Coordinator) 2. Firm's overall approach to contract objectives: - Comprehensiveness - Imagination/Creativity - Reflecting an organized process for meeting the contract objectives 3. Firm's experience in performing similar work for other agencies 4. Background of firm's key personnel 5. Reasonableness of proposed rate structure 6. General evaluation of firm's proposal--does the firm fully understand the nature, magnitude, and integrated aspects of the project and is it capable of providing the required services In reviewing the Nuffer/Smith proposal , the Selection Committee also gave consideration to Nuffer/Smith 's familiarity with the City and its objectives and to the Selection Committee's evaluation of Nuffer/Smith's meeting of previous contract objectives. After the Selection Committee completed its evaluation and selected Nuffer/Smith as the highest ranked firm, the Director of Management Services negotiated the attached contract (Exhibit "1") with Nuffer/Smith. The proposed contract provides for a maximum total payment of $10,800 over the six-month period ($1 ,800 per month) for Nuffer/Smith professional services, out-of-pocket and office expenses, and any approved costs of production. The contract provides for a final reconciliation at the end of the six-month contract period. This reconciliation is designed to insure that the Redevelopment Agency only pays for services actually received; if Nuffer/Smith's approved total billable expenses are less than $10,800, the Agency will only pay Nuffer/Smith for the reduced amount. Work Programs and Coordination between Nuffer/Smith and Public Information Coordinator The proposed services to be received from Nuffer/Smith are delineated in Exhibit "A" of the contract. Also attached for your information, as Exhibit "2", is the preliminary work program for the City's Public Information Coordinator. The Director of Management Services, as the Contract Administrator for the Nuffer/Smith contract and as the department head of the Public Information Unit, will be responsible for insuring appropriate coordination between // 3?-V Page 4, Item 12 Meeting Date 7/19/83 Nuffer/Smith and the Public Information Coordinator. It is proposed that Nuffer/Smith and the Public Information Coordinator will function as a team, with Dave Nuffer having lead responsibility for the BIDC-requested objectives (related to obtaining favorable publicity for Chula Vista in the San Diego business community) and Mark Cox having lead responsibility for the remainder of the Public Information work program. Not only would Nuffer/Smith provide advice and limited assistance to the Public Information Coordinator, but also Mark Cox would be involved in assisting Nuffer/Smith in the specific economic development promotion work requested by the BIDC. The expected benefits of this team approach are to insure proper coordination and the maximum utilization of available resources and to help the Public Information Coordinator assume an increasing role in direct economic development promotion as well as the other aspects of the Public Information program. Thus, this arrangement should help minimize the BIDC's future public relations consultant needs. FISCAL IMPACT: Adequate FY 1983-84 funds are budgeted for the $10,800 maximum cost for the six-month contract. The funding would come from the following sources: $3,000 from the Business and Industry Development Commission's Revolving Fund (995-9950-RF01 , current balance $5,817.62) ; $3,000 from the Redevelopment Agency, split equally between the Bayfront Development account (990-9907-5201 ) and the Town Centre I Project account (990-9901-5201) ; and $4,800 from the Management Services Public Information account (100-0215-5201 ). The Management Services Public Information funding will be reimbursed by the Redevelopment Agency. JT:vt WPC 0147I : by tho City chW,n, VOA E ( ! c4 ,»_ Dated Form No. F-229 12/73 CERTIFICATE OF CITY/DIRECTOR OF FINANCE Certification of Unappropriated Balance I HEREBY CERTIFY that the money required for the appropriation of funds for the purpose set forth in the attached resolution is available in the Treasury, or is anticipated to come into the Treasury, and is otherwise unappropriated. Amount $ Fund Purpose Bidder Director of Finance The City of Chula Vista Date By Certification of Unencumbered Balance I HEREBY CERTIFY that the indebtedness and obligation to be incurred by the contract or agreement authorized by the attached resolution can be incurred without the violation of any of the provisions of the Charter of the City of Chula Vista, or the Constitution or the laws of the State of California, that sufficient monies have been appropriated for the purpose of said contract, that sufficient monies to meet the obligations of the contract are actually in the Treasury, or are anticipated to come into the Treasury to the credit of the appropriation from which the same are to be drawn, and that said monies now actually in the Treasury, together with the monies anticipated to come into the Treasury, to the credit of said appropriation are otherwise unencumbered. Amount Not to Exceed $ 10,800.00 3,000.00 995-9950-RFO1 3,000.00 990-9907-5201 /4 4,800.00 100-0215-5201 Director of Finance 10,800.00 The City of Chula Vista Date 7/19/83 By Fund See Above Dept./Activity Administration Purpose Six-Month Public Relations Consultant Contract Bidder Nuffer/Smith Associates Certificate No. 8 ......._. .... ......... ... . .