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