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HomeMy WebLinkAboutAGENDA REPORT 2019 0619 REG CCSA ITEM 10FCITY OF MOORPARK, CALIFORNIA City Council Meeting of June 19, 2019 ACTION Approved Staff Reco mmendation. BY B.Garza F. Consider Amendment No. 1 to Extend an Agreement with The Lew Edwards Group for Strategic Consulting, Planning, and Communications Services Related to Community Satisfaction, City Budget Adoption, and Community Priorities. Staff Recommendation: Approve Amendment No. 1 to the Agreement with The Lew Edwards Group, and authorize the City Manager to execute the Amendment, subject to final language approval of the City Manager. (Staff: Troy Brown) Item: 10.F. MOORPARK CITY COUNCIL AGENDA REPORT TO: Honorable City Council FROM: Troy Brown, City Manager DATE: June 19, 2019 Regular Meeting SUBJECT: Consider Amendment No. 1 to Extend an Agreement with The Lew Edwards Group for Strategic Consulting, Planning, and Communications Services Related to Community Satisfaction, City Budget Adoption, and Community Priorities SUMMARY On February 6, 2019, the City Council approved an Agreement with The Lew Edwards Group for strategic consulting, planning, and communications Services related to community satisfaction, City Budget adoption, and community priorities. The Agreement will expire on June 30, 2019, and staff recommends that the Agreement be extended throughout FY 2019/20. BACKGROUND AND DISCUSSION While the City is currently financially stable, the City faces a number of issues when looking to the mid and long-term future, including escalating police costs, escalating landscape maintenance costs, escalating park maintenance costs, escalating street maintenance costs, outdated facilities at its Civic Center, and demand for new facilities such as a new library, more parks and roadway improvments. The City faces these issues at a time when, following a decade of growth since the Great Recession, the economy is overdue for a downturn. In this backdrop, the City will need to prioritize the demand for its services. The City’s FY 2018/19 Budget contained funding for public communication and stakeholder outreach, and, on February 6, 2019, the City Council approved an agreement with The Lew Edwards Group (LEG) for strategic consulting, planning, and communications services related to community satisfaction, city budget adoption, and community priorities through June 30, 2019, at a monthly cost of $5,750. Item: 10.F. 714 Honorable City Council June 19, 2019 Regular Meeting Page 2 During FY 2018/19, LEG reviewed the City’s past and current budget materials, audited recent City issues and media coverage in the public arena, assisted on the design of a Community Satisfaction/Priorities Study, analyzed the survey results, and made recommendations for community engagement to facilitate accomplishing the community priorities identified in the study. This information was then used at the City Council Retreat on May 9, 2019, as the City Council developed its Goals & Objectives for Fiscal Year 2019/2020 and Fiscal Year 2020/2021. Staff also used the information generated in developing the proposed Fiscal Year 2019/20 Budget, which is being considered separately by the City Council tonight. While the Community Satisfaction/Priorities Study yielded very positive marks for Moorpark both for the high quality of life in Moorpark and for the delivery of municipal services, the underlying long-term challenges related to ongoing funding and escalating costs have not changed. A well-planned and well-communicated public outreach and education campaign designed to improve community engagement as the community faces some difficult choices ahead will help the City Council as it develops policy guidance to best serve the public and achieve the public’s priorities, while being cognizant of the resources available to the City government to achieve them. The proposed Amendment would extend the City’s current Agreement through Fiscal Year 2019/20, with LEG to provide strategic consulting and communications services, while developing and implementing the public outreach and education campaign, at the same cost ($5,750 per month) as the current contract. Should the City desire to cancel or abort the public outreach and education campaign, the Agreement contains an opt- out provision for the City with ten-day notice to LEG. FISCAL IMPACT None. Funding for the extension of this Agreement ($69,000) is included in the proposed FY 2019/20 Budget. STAFF RECOMMENDATION Approve Amendment No. 1 to the Agreement with The Lew Edwards Group, and authorize the City Manager to execute the Amendment, subject to final language approval of the City Manager. Attachment – Draft Agreement with The Lew Edwards Group 715 ATTACHMENT AMENDMENT NO. 1 AGREEMENT BETWEEN THE CITY OF MOORPARK AND THE LEW EDWARDS GROUP, FOR STRATEGIC CONSULTING, PLANNING, AND COMMUNICATIONS SERVICES RELATED TO COMMUNITY SATISFACTION, CITY BUDGET ADOPTION, AND COMMUNITY PRIORITIES This Amendment No. 1 to the Agreement between the City of Moorpark, a municipal corporation (“City”), and The Lew Edwards Group, a California corporation (“Consultant”), for strategic consulting, planning, and communications services related to community satisfaction, City budget adoption, and community priorities (“Agreement”), is made and entered into on this ___ day of _________________, 2019. RECITALS WHEREAS, on February 25, 2019 the City and Consultant entered into an Agreement to have the Consultant provide strategic consulting, planning, and communications services related to community satisfaction, City budget adoption, and community priorities; and WHEREAS, the City and Consultant now desire to amend the Agreement for an additional period; and WHEREAS, the City and Consultant now desire to amend the Agreement to increase the compensation for services to be performed by Consultant from thirty thousand, five hundred dollars ($30,500.00) by a value of sixty-nine thousand dollars ($69,000.00) for a total contract value of ninety-nine thousand, five hundred dollars ($99,500.00), and document said agreement to amend by jointly approving Amendment No. 1 to the Agreement. NOW, THEREFORE, it is mutually agreed by and between the parties to the Agreement as follows: I. Section 1, TERM, is amended by replacing this section in its entirety as follows: “The term if this Agreement shall be from the date of execution to June 30, 2020, unless this Agreement is terminated, extended, or suspended pursuant to this Agreement.” II. Section 2, SCOPE OF SERVICES, is amended by replacing this section in its entirety as follows: “City does hereby retain Consultant, as an independent contractor, in a contractual capacity to provide strategic consulting, planning, and communications services related to community satisfaction, City budget adoption, and community priorities, as set forth in Exhibits B and C. In the event there is a conflict between the provisions of Exhibit B, Exhibit C, and this Agreement, the language contained in this Agreement shall take precedence. 716 Consultant shall perform the tasks described and set forth in Exhibits B and C. Consultant shall complete the tasks according to the schedule of performance, through June 30, 2020. Compensation for the services to be performed by Consultant shall be in accordance with Exhibits B and C. Compensation shall not exceed the rates or total contract value of ninety-nine thousand, five hundred dollars ($99,500.00) without a written amendment to the Agreement executed by both parties. Payment by City to Consultant shall be in accordance with the provisions of this Agreement.” III. Paragraph 2, Section 5, PAYMENT, is amended by replacing this paragraph in its entirety as follows: “The City agrees to pay Consultant monthly, in accordance with the payment rates and terms and the schedule of payment as set forth in Exhibits B and C. This amount shall not exceed ninety-nine thousand, five hundred dollars ($99,500) for the total term of the Agreement unless additional payment is provided in this Agreement.” IV. Exhibit C, attached hereto, is hereby added to this Agreement. V. Remaining Provisions: Except as revised by this Amendment No. 1, all of the provisions of the Agreement shall remain in full force and effect. In W itness W hereof, the parties hereto have caused this Amendment to be executed the day and year first above written. CITY OF MOORPARK THE LEW EDWARDS GROUP _______________________________ _______________________________ Troy Brown City Manager Catherine Lew President Attest: _______________________________ City Clerk Amendment No. 1 to Agreement between City of Moorpark and The Lew Edwards Group Page 2 717 EXHIBIT C SCOPE OF SERVICES The Lew Edwards Group (LEG) will perform the following services for the City of Moorpark: Launch Community Engagement with Focus on City Priorities/Budget Updates (July 2019 – June 2020) • Develop information documents/engagement tools for use in routine City communications vehicles (bill inserts, City newsletter, website, social media, etc.) • Identify City messengers and conduct informational message training for them • Develop a schedule for community presentations • Develop outreach and advertising strategy for promoting community presentations • Develop answers for community questions and subsequent communications/ engagement materials to address them Continued Strategic Consulting Planning and Communications Services related to Community Satisfaction, City budget adoption, and community priorities (July 2019 – June 2020) • Assess community responses to outreach to better identify community priorities, to advise the City Council in its development of City Goals & Objectives and in development of the City’s FY 2020/21 Budget • Confer with the City on Best Practices being utilized in other cities to address necessary quality of life services • Provide recommendations to proposed city reports, presentations, or documents • Provide recommendations for communications and engagement content • Participate in selected City briefing and planning sessions related to budget adoption • Draft text copy for selected communications collaterals such as FAQs, web content, and other materials • Conduct message training • Provide strategic recommendations for continued community engagement on budget issues • Continuously update timeline of recommended communications engagement and activities The parties expressly acknowledge and agree that legal services or advice are is not within Consultant’s scope of services. Amendment No. 1 to Agreement between City of Moorpark and The Lew Edwards Group Page 3 718 SCHEDULE OF COMPENSATION RATES Twelve (12) monthly payments at Consultant’s rate of Five Thousand Seven Hundred and Fifty Dollars ($5,750) per month due and payable on the last business day of each month, commencing July 31, 2019, and ending June 30, 2020. Professional fees do not include hard project costs such as opinion research, graphic design, printing, bulk postage, or mail house processing fees, which will be budgeted for separately by the City throughout the project. Amendment No. 1 to Agreement between City of Moorpark and The Lew Edwards Group Page 4 719