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CC - CONSENT ITEM: (1) Approval of a One-Year Professional Services Agreement with S Groner Associates for Educational Outreach for Environmental Programs and Operations Initiatives in an Amount Not-to-Exceed $60,000; and (2) Authorization to the City Manager to Approve Amendments to the Agreement for Two Additional One-Year Terms at $60,000 Annually.
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Meeting Date: June 12, 2023
Contact Person/Dept: Wallis Nash, Senior Management Analyst
Phone Number: (310) 253-6445
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Attachments: Yes [] No [X]
Commission Action Required: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (06/07/2023)
Department Approval: Yanni Demitri, Director of Public Works/City Engineer (05/31/2023)
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RECOMMENDATION
Staff recommends the City Council (1) approve a one-year professional services agreement with S Groner Associates (SGA) for educational outreach in an amount not-to-exceed $60,000; and (2) authorize the City Manager to approve amendments to the agreement for two additional one-year terms at $60,000 annually.
BACKGROUND
Environmental policy from the federal, state, and local level changes frequently. In order to adequately distribute the information in a timely and easy to comprehend fashion, the City sought professional services to assist with public outreach. SB 1383 not only requires municipalities to meet certain thresholds of educational outreach, it also requires extensive behavioral change by all residents and businesses in order to comply. Due to the nuanced subject-matter, the City sought a qualified firm who would be able to help residents and businesses understand the new requirements and reframe their waste management practices. Additionally, the City would like to encourage innovative waste management practices so that residents and businesses are already utilizing the best environmental practices before they become mandates.
DISCUSSION
On April 13, 2023, the City released a Request for Proposals (RFP) in search of a firm to provide innovative promotional and educational materials about initiatives implemented by the City including but not limited to: SB 1383, organics, recycling, refuse, sustainability, stormwater, and environmental events. A total of five proposals were received by the May 11, 2023 submission deadline. The proposers are listed below in alphabetical order:
• ID 360
• MBI
• Murakawa Communications
• North Star Alliances
• SGA
The proposals were evaluated based on the qualifications and experience of the firm and proposed team; questions/responses to the scope of services; and total project costs. Staff determined SGA to be the best qualified.
SGA specializes in public outreach for environmental policies and sustainable practices. As part of their proposal, SGA provided examples of 23 projects for other Southern California agencies with a similar, if not identical, scope, subject matter, and deliverables. As part of this contract, SGA would create messaging that is strategic and compelling to disseminate information about changes in environmental legislation that is engaging for the public including those who are not interested in sustainability. SGA will develop metrics and create a strategic plan to address the target audience through multiple channels including, but not limited to, social media, quarterly newsletters, press releases, and workshops. SGA will augment the City’s goal of proactively educating residents, businesses, and visitors about environmental best practices and encouraging them to adopt these procedures.
Staff recommends the City Council approve the professional services agreement for $60,000 annually to provide the educational outreach for the Environmental Operations and Programs division of the Department of Public Works.
FISCAL ANALYSIS
The first year of the agreement with SGA will be for an amount not-to-exceed $60,000 beginning in Fiscal Year 2023-2024. The Proposed Budget for Fiscal Year 2023-2024 includes sufficient funding for these services in Account #20260400.517300 (Refuse Collection - Advertising and Public Relations).
ATTACHMENTS
None.
MOTION
That the City Council:
1. Approve a one-year professional services agreement with SGA in amount not-to-exceed $60,000 for Fiscal Year 2023-2024; and
2. Authorize the City Manager to approve two additional one-year terms at $60,000 annually; and
3. Authorize the City Attorney to review/prepare the necessary documents; and
4. Authorize the City Manager to execute such documents on behalf of the City.