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w _ AMENDMENT NO.Al TO THE PROFESSIONAL SERVICES AGREEMENT
(2017) BY D BETWEEN THE CITY OF ARCADIA AND
tie, ' . THE LEW EDWARDS GROUP
This Amendment No. 1 ("Amendment No. 1") is hereby entered into this i --- day of
kr N , 2018 by and between the City of Arcadia, a municipal corporation of the
State of California, and The Lew Edwards Group, Inc., with respect to that certain Professional
Services Agreement ("Agreement") between the parties dated September 27, 2017 ("Contract").
The Parties agree as follows:
1. Section 3.1.2 of the Agreement is amended by extending the Term from March 31,
2018 to March 31, 2020 ("Extended Term").
2. Section 3.1.1 of the Agreement ("Scope of Services") is amended for the Extended
Term as referenced in the attached Exhibit "A".
3. Section 3.2.2 of the Agreement ("Schedule of Services") is amended for the Extended
Term as referenced in the attached Exhibit "B".
4. Section 3.3.1 of the Agreement ("Compensation") is amended to provide that for the
Extended Term, the total compensation shall not exceed One Hundred Ninety One
Thousand Eight Hundred Ninety Six Dollars ($193,896.00), as referenced in the
attached Exhibit "C".
5. All terms and provisions of the Agreement not amended by this Amendment No. 1 are
hereby reaffirmed.
In witness whereof the Parties have executed this Amendment No. 1 on the date set
forth below.
CITY OF ARCADIA LEW EDWARDS GROUP, INC.
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By:
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City Manager Title: J"� (J `/
Dated: Vct L. 2) 2D I€ Dated: -t 7 / W
ATTEST: i//�j
By: �, _ '' �,,r
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J e / ,,„ „i A
[ , . 'i ..� Title: 4 ' 'J_t
City Clerk
Dated: :_.,5P-Y4
APPROVED AS TO FORM
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Stephen P. Deitsch
City Attorney
Exhibit "A"
SCOPE OF SERVICES
• Assist the City with long-term communications highlighting fiscal challenges and
opportunities, public safety, and service delivery vision.
• Recommend and update timeline of key milestones.
• Engage with key city staff providing police, fire services; community
communications; and finance to understand city planning and develop content
calendars/a cohesive message
• Develop branding/tagline for Community Engagement Programs tied to annual
budget reviews/adoption.
• Develop and continually update Broadcast Messaging Platform for community
engagement program.
• Develop draft content for Public Engagement Messaging Suite, such as website
copy, FAQs, engagement tools, and PowerPoint/Speakers' Presentation
• Recommend strategies to disseminate information and engage the public.
• Provide press releases and other text copy for the Internet, traditional Earned
Media and/or Social Media.
• Work with the City to provide clarifying or correct information to the public on a
rapid response basis as needed. (Consultant does not function as a
spokesperson for the City)
• Recommend additional public opinion research as needed; facilitate/oversee
such research; provide analysis and strategic recommendations from that
research (research costs to be budgeted separately from this Agreement).
• Recommend communications project budget augmentations for FYs 18-19 and
19-20 FYs to accommodate additional Engagement research or Communications
collateral needs.
• Advise the City on the viability of preparing for a potential 2020 ballot measure. If
doing so, add value to the development of staff reports, city resolutions, and
ballot materials.
• Conduct regular telephonic planning sessions, provide ongoing strategic advice.
Legal services/advice are not within Consultant's scope of work. Consultant's services
will conclude on March 31st, 2020.
Exhibit "B"
SCHEDULE OF SERVICES
The following service milestones will be updated and refined further with City
staff based on project needs.
Winter/Spring 2018: Interview Police/Fire Service Providers
Assess City's current communications
vehicles, understand upcoming opportunities
Understand 2018 Budget Review/Adoption
Schedule
Develop Messaging Platform
Select Messengers, conduct Message Training
Develop content calendar for communications
Develop Budget Messaging Strategy/2018
Engagement Goals
Launch Community Presentations (City)
Spring/Summer 2018: Evaluate/refine messaging based on initial
community reactions
Embed messaging in all City communications
Vehicles
Embed messaging in all Budget-related
presentations/discussions
City continues engagement
Fall 2018: City continues engagement
Evaluate communications outreach
Make adjustments/develop engagement plan
for 2019
ANTICIPATED SERVICE MILESTONES (2019)
The following service milestones will be updated and refined further with City
staff based on project needs.
Winter 2019: Reach consensus on 2019 communications
approach
Update Messaging Platform
Develop content calendar for 2019
communications
Develop FY 2019 Budget Messaging Strategy
Spring/Summer 2019: Deploy on 2019 Messaging Plan:
Embed messaging in all City communications
Vehicles
Embed messaging in all Budget-related
presentations/discussions
City continues engagement
Citywide Interactive Mailer is issued in late
May/engaging public on service issues
Develop Ad Hoc City Manager's Round-table
(City)
Fall 2019: City continues engagement
Second citywide mailer to report back to
residents on engagement
Conduct Updated Baseline survey
Analyze results for 2020 revenue measure
Feasibility
Engage community & Key Influentials (City)
Report strategic recommendations to the City
If viable to proceed, assist with ballot measure
Preparations
Prepare for Council Placement
Place Measure (City)
ANTICIPATED SERVICE MILESTONES (2020)
The following service milestones will be updated and refined further with City
staff based on project needs.
Winter 2020: Finalize Survey results for public web-release
Prepare Measure communications suite and
other informational collaterals
Conduct Measure Speaker's Bureau Training
Develop graphics and schedule for up to three
Measure informational mailers (City to
print/mail)
Conduct informational community engagement
and encourage voter participation (City)
Exhibit "C"
COMPENSATION
The Agreement amount of One Hundred Ninety Three Eight Hundred Ninety Six Dollars
($193,896) shall be payable as follows:
• Professional Consulting Fees not to exceed Ninety Thousand Dollars
($90,000) in twenty four payments of Three Thousand Seven Hundred Fifty
Dollars ($3,750) per payment due and payable each month commencing April 1,
2018 with final payment on March 31, 2018.
• Public Opinion Research Study not to exceed Thirty Five Thousand ($35,000)
due and payable upon transmittal of the results to the City. The cost for the
trilingual (English, Mandarin e.g. Simplified Chinese, and Spanish), dual mode
study includes translation.
• Graphics, Mailing Data, and Travel Expenditures not to exceed Nineteen
Thousand ($19,000) due and payable upon invoice by Consultant. These
expenses do not include translation, printing, and mailing costs to be budgeted
and incurred separately but City through its own vendors.
A Original Contrat Amount $ 79,250
B Expended YTD $ (49,896)
C Original Contract Balance $ 29,354 A+B
D Amendment $ 144,000
E Additional Funding $ 114,646 D-C
F Total Contract Authority $ 193,896 A+D