TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUCIL
FROM: DENNIS McLEAN, DIRECTOR OF FINANCE AND INFORMATION TECHNOLOGY
DATE: JANUARY 24, 2005
SUBJECT: AWARD OF PROFESSIONAL SERVICES CONTRACT FOR PUBLIC INFORMATION SERVICES REGARDING PROPOSED WATER QUALITY AND FLOOD PROTECTION PROGRAM
Approve the attached professional services agreement with Moore Iacofano Goltsman, Inc. for public information consulting services regarding the Proposed Water Quality and Flood Protection Program for an amount "not to exceed" $61,500.
BACKGROUND AND DISCUSSION
On March 2, 2004, the City Council approved the retention of Moore, Iacofano, Goltsman, Inc. ("MIG") to perform public information services regarding the proposed infrastructure-financing project. Joyce Vollmer, Tim McLarney and Pat McLaughlin of MIG are members of the Infrastructure Financing Team (the "Team"). As a part of the Team, MIG staff participated in the development of proposed Water Quality and Flood Protection Program (the "Program") presented to the City Council on November 30, 2004 and January 4, 2005.
Scope of Services – Phase 1 Services Provided Through January 4, 2005
MIG conducted one-on-one interviews with a group of community stakeholders identified by the Team between October 7 and October 20, 2004. These interviewees represented a range of community interests and experience. The results of the interviews were used in the formation of a baseline phone survey that began in early November 2004. Subject to approval of the proposed Agreement by the City Council, MIG would continue the survey process and reports its findings in March or April 2005.
Action Taken By City Council on January 4, 2005
At a meeting on January 4, 2005, the City Council voted to continue the process that would enable the property owners to decide whether or not to set a user fee for the proposed Water Quality & Flood Protection Program. They did not decide whether or not to actually conduct a mail ballot election to establish a user fee at that time, but to continue the process. Staff expects to bring an item to the City Council on or before April 19, 2005, for the City Council to decide whether or not to conduct a mail ballot election on or before August 30, 2005.
Scope of Services – Proposed Phase 2
Overview Of The Proposed Community Education and Outreach Process
MIG has prepared the accompanying Phase 2 - Community Education and Outreach Strategy (see Exhibit A), for the proposed Water Quality And Flood Protection Program. MIG understands that the City's role, and thus the role of MIG as the City's contractor, is as an impartial provider of factual information regarding the state of the City's infrastructure and the details of a possible infrastructure fee without any express advocacy whatsoever.
In that regard, MIG proposes the following phase 2 public education and communication The education process for the proposed user fee would include development of public education materials, development of multimedia campaign (i.e. Channel 33 and 3), development of direct mail educational material, preparation and completion of a mail survey with property owners prior to the actual ballot measure and coordination of the preparation of the actual mail ballot and notices, if the mail ballot election is approved by the City Council. MIG would develop the education process with input from Staff, community stakeholders, members of the FAC and the City Council.
MIG would conduct a mailback survey with likely voters (property owners who are likely to return a mailback ballot). MIG would mail 6,000 surveys to property owners. The results of the survey would provide information that would be useful to refine educational materials. The results would also provide the City with an impression of the property owners’ willingness to pay various user fee rates, which will assist the City Council in making a decision whether to proceed with the mail ballot election.
The proposed Professional Services Agreement includes a provision for a "not to exceed" fee quotation of $61,500. Staff expects that the FY04-05 appropriation in the Finance program of the General fund will be sufficient to pay MIG pursuant to the scope of services. Therefore, a budget adjustment is not requested at this time.
Director Of Finance And Information Technology
Attachments: Exhibit A - Phase 2 Community Education and Outreach Strategy
Exhibit B – Fee Schedule