HomeMy WebLinkAbout08 FIRST AMENDMENT TO SPAULDING THOMPSON AND ASSOCIATES AGREEMENTMEETING DATE: APRIL 5, 2016 TO: JEFFREY C. PARKER, CITY MANAGER FROM: CITY MANAGER'S OFFICE SUBJECT: FIRST AMENDMENT TO CONSULTANT SERVICES AGREEMENT WITH SPAULDING THOMPSON & ASSOCIATES SUMMARY Approval is requested to amend the existing Consultant Services Agreement with Spaulding Thompson & Associates to include City-wide public relations and communications services. RECOMMENDATION Authorize the City Manager to execute the attached First Amendment to the Consultant Services Agreement between the City and Spaulding Thompson & Associates; and 2. Approve a supplemental appropriation of $40,000 from the General Fund Reserve. FISCAL IMPACT The compensation for the original Consultant Services Agreement was not to exceed $40,000. Approximately 50% of that amount has been billed to date, leaving a balance of approximately $20,000. Under the First Amendment, the new contract total will not exceed $80,000. COORELATION TO THE STRATEGIC PLAN This action correlates to the City's Strategic Plan for Economic and Neighborhood Development (Goal A) DISCUSSION On March 25, 2015, the City entered into a Consultant Services Agreement (CSA) with Spaulding Thompson & Associates (Consultant) for public relations and communications services for Tustin Legacy. Consultant has performed a wide variety of services to date, such as: Tustin Legacy signage and branding 8 Agenda Item AGENDA REPORT Reviewed: City Manager 010 d Finance Director MEETING DATE: APRIL 5, 2016 TO: JEFFREY C. PARKER, CITY MANAGER FROM: CITY MANAGER'S OFFICE SUBJECT: FIRST AMENDMENT TO CONSULTANT SERVICES AGREEMENT WITH SPAULDING THOMPSON & ASSOCIATES SUMMARY Approval is requested to amend the existing Consultant Services Agreement with Spaulding Thompson & Associates to include City-wide public relations and communications services. RECOMMENDATION Authorize the City Manager to execute the attached First Amendment to the Consultant Services Agreement between the City and Spaulding Thompson & Associates; and 2. Approve a supplemental appropriation of $40,000 from the General Fund Reserve. FISCAL IMPACT The compensation for the original Consultant Services Agreement was not to exceed $40,000. Approximately 50% of that amount has been billed to date, leaving a balance of approximately $20,000. Under the First Amendment, the new contract total will not exceed $80,000. COORELATION TO THE STRATEGIC PLAN This action correlates to the City's Strategic Plan for Economic and Neighborhood Development (Goal A) DISCUSSION On March 25, 2015, the City entered into a Consultant Services Agreement (CSA) with Spaulding Thompson & Associates (Consultant) for public relations and communications services for Tustin Legacy. Consultant has performed a wide variety of services to date, such as: Tustin Legacy signage and branding Agenda Report — First Amendment to CSA April 5, 2016 Page 2of2 • Tustin Legacy website content • Interaction with developers/institutions on press releases, events, etc. • Communication with various media outlets. Consultant's work has been professional and well received by City staff, the development community and the various media outlets. Currently, City-wide public relations and communications activities are overseen by the Management Analyst position in the City Manager's Office, in addition to other job duties. The City desires to enhance and expand City-wide public relations and communications currently performed by that position. Because of the desire for expanded services, City reached out to Consultant to prepare a scope of services focused on assisting with City-wide public relations and communications services in addition to the services already being provided for Tustin Legacy. The additional scope (attached as part of the First Amendment) presents a wide variety of tools and services that can be used to promote City activities and events, increase media coverage and expand overall City awareness. Attachments First Amendment to Consultant Services Agreement between the City of Tustin and Spaulding Thompson and Associates FIRST AMENDMENT TO THIS FIRST AMENDMENT TO CONSULTANT SERVICES AGREEMENT ("First Amendment") is made and entered into to be effective this 25th day of March 2016, by and between the CITY OF TUSTIN, a municipal corporation ("City"), and SPAULDING THOMPSON AND ASSOCIATES ("Consultant"). City and Consultant are sometimes referred to herein collectively as the "Parties". A. City and Consultant entered into that certain Consultant Services Agreement on the 25th day of March, 2015, for professional consulting services related to public relations and communications ("Agreement"), which is incorporated herein by this reference; and B. The Parties desire to supplement and expand the Agreement's scope of services to include the proposal submitted by Consultant to City, dated March 21, 2016, entitled "City of Tustin — Public Relations Program Recommendations", a copy of which is attached as Attachment "1" and incorporated herein by this reference. C. The Parties desire to extend the term of the Agreement for an additional twelve (12) month term, subject to the terms and conditions set forth in this First Amendment. NOW, THEREFORE, upon the foregoing Recitals, City and Consultant agree as follows: 1. Scope of Services. Attachment 1" of this First Amendment is hereby added to the Agreement as Attachment "1" to Exhibit "A". Section 1.1 of the Agreement is hereby amended and restated in its entirety to read as follows: "1.1 Scope of Services. In compliance with the terms and conditions of this Agreement, Consultant shall provide those services: (1) identified in the Proposal as "Scope of Consulting Services" attached hereto as Exhibit "A" and (2) identified in "City of Tustin — Public Relations Program Recommendations" attached hereto as Attachment "1" to Exhibit "A" (the "services" or the "work"). Consultant warrants that all services shall be performed in a competent, professional and satisfactory manner in accordance with all standards prevalent in the industry. In the event of any inconsistency between the terms contained in Exhibit "A", including Attachment "1" to Exhibit "A", and the terms set forth in the main body of this Agreement, the terms set forth in the main body of this Agreement shall govern." 1149455.1 1 2. Term. Section 3.4 of the Agreement is hereby amended and restated in its entirety to read as follows: "3.4 Term. Unless earlier terminated in accordance with Section 7.6 of this Agreement, this Agreement shall continue in full force and effect until satisfactory completion of the services, but not exceeding March 25, 2017, unless extended by mutual written agreement of the Parties." 3. Compensation. For the services rendered pursuant to the Agreement, as modified by this First Amendment, Consultant shall be compensated and reimbursed as specified in Exhibit "A" attached to this First Amendment. The total amount paid to Firm for services rendered between March 25, 2016 and March 25, 2017 shall not exceed $80,000 (eighty -thousand -dollars). 4. Except as modified above, all terms and conditions of the Agreement, as modified by the First Amendment, shall remain unchanged and in full force and effect. 5. The persons executing this First Amendment on behalf of the Parties warrant that they are duly authorized to execute this First Amendment on behalf of said Parties, and that by so executing this First Amendment the Parties are formally bound to the provisions of this First Amendment. 1149455.1 2 IN WITNESS WHEREOF, the Parties have executed this Agreement as of the dates stated below. Date: APPROVED AS TO FORM: David E. Kendig, City Attorney "City" CITY OF TUSTIN, corporation M Jeffrey C. Parker, City Manager "Consultant" a municipal SPAULDING THOMPSON AND ASSOCIATES Date: By: Jessica Spaulding Thompson, President 1149455.1 3 Attachment I 1149455.1 City of Tustin — Public Relations Program Recommendations Presented by Spaulding Thompson & Associates I March 21, 2016 Our program focuses on the following objectives: • Increase media coverage of the City, its successes and advantages • Promote the City's quality of life attributes • Pursuing rankings in regional / national media outlets • Pursue greater exposure to brokers and influencers for business/tenant expansion and relocation Recommended Strategies: Media Kit: Develop media materials to be used in media outreach and pitching. The kit can include: city overview, industry clusters, neighborhood profiles, comparative data sets, city programs. The package can be used for media and other business outreach. We are proposing a scope of work that includes: research and gathering data, copywriting and review/editing, development of an overall look including a pocket folder (with a potential fold out) maps. Photos to be provided/estimated separately. Printing costs not included. Estimated: $5,000 to $8,000 approx (pending how much content is readily available or to be gathered) Media "Best" Rankings: • Time/Money magazine Best Places to Live • Sunset magazine Best Places to Live These are just 2 examples of annual rankings that look at the factors that create a "best place to live." Our team would research and pitch, as appropriate pending research / data used for measurement, the City for consideration to those outlets that publish rankings. Work would include a list of those media outlets that publish rankings for review. Estimated: $2,500 Press Release /Proactive Story Development: We would leverage the City's success, both through the City's proactive work and the success of its private sector, to promote the advantages of Tustin in local, regional and national media. Areas of interest could include tourism, new restaurants, community events, business expansion and entrepreneurialism, retention, neighborhood / parks focus, etc. We could also highlight City programs that support business growth as well. Releases would be used on the City website and to pitch media coverage. Estimated: $1,500 to $2,500 per month Business Conference: Research and strategize for a high-level event that showcases the City's strengths and engages those involved in business expansion and site selection. The focus would be a proactive investment / business growth message, highlighting key areas of opportunity. Event Estimate: To Be Determined Based On Scope. Planning / Strategy Budget Estimated: $1,500 to $2,500 Promotional Advertising: • Orange County Business Journal — pull out supplement and/or Cover Wrap • Greers OC (greersoc.com) Work with the City to develop advertising promotional opportunities both from a lifestyle and business perspective. Two examples include development of a four-page cover wrap with OCBJ and/or a pull out supplement on the City. We could also look at popular online vehicles such as GreersOC to profile quality of life advantages through advertorial development and/or digital banners. Scope of work to include: source ideas and costs, present to City for approval, develop graphics/copy for approved advertising / promotional direction Planning and Advertising Outreach to develop a presentation of options: $1,000 Optional Advertising Costs — For example — copywriting and planning for a supplement on the City for Orange County Business Journal (estimated at 4 original content stories): $2,000 Social Media: Work with the City and its private sector partners to develop ongoing social media content that promotes the City's lifestyle — incorporate video, and human interest stories, business profiles, among other topics of interest. Scope of work: Social Media Strategy — Estimated at $1500 • One hour brand strategy session • Complete review and revision of any existing social media channels • Analysis of competition • Creation of a 90 -day calendar Ongoing Channel Management: Facebook, Twitter, Linkedln — Estimated at $1,150 / month (assume 6 month program at $6,900) • Update Facebook account twice daily/ five times a week • Update Twitter profile 5 times daily, five days a week • Manage Linkedln page for City/Economic Development Agency — and Optional for one Principal Speakers Bureau: Develop a proactive strategy to position Tustin leadership at key events with organizations such as ULI, BIA, NAIOP, CREW, among others, where we can proactively position the city and its success as well as leadership in community / economic development. Scope of work includes list of possible organizations, research/contact to confirm opportunities, pitching and confirmation and implementation upon success of securing speaking opportunity. Estimated at $2,500 Media "Best" Rankings PR/Story Development Business Conference Planning Budget Promotional Advertising Planning Budget: Social Media Investment Summary: $5,000 to $8,000 $1,500 to $2,500 per month $1,500 to $2,500 r Social Media Strategy $1,500 Ongoing (3 Channels) $1,150 per month Speakers Bureau $2,500