SR-510-002 (3)
Council Meeting: September 11, 2001 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Modification to Agreement #7871 (CCS) with Cowan Communication
Arts for the Design and Production of Outreach Materials for the City?s
Environmental Public Education Initiatives
INTRODUCTION
This report requests that City Council authorize the City Manager to modify Agreement
#7871 (CCS) with Cowan Communication Arts (CCA) for the design and production of
outreach materials for several of the City?s environmental public education initiatives in
an amount not to exceed $147,500 for FY 01/02 and $150,000 for FY 02/03. The
materials will be used to increase community awareness of programs that will ultimately
lead to an improvement in the environmental quality of the community.
BACKGROUND
The City of Santa Monica?s environmental initiatives are linked under the Sustainable
City Program (SCP), which was formally adopted by City Council in 1994. This program
was developed by the City?s Task Force on the Environment to comprehensively
address environmental, economic and social concerns within the city. Goals of the SCP
include reducing resource consumption, reducing waste generation and pollution,
reducing the use of hazardous materials, and safeguarding the local environment and
public health.
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To achieve these goals the Santa Monica public must be aware of environmentally
preferable purchasing and lifestyle choices, appropriate handling and disposal of
household chemicals, and other sustainable practices such as energy and water
conservation. Professional services for the design and production of outreach materials
that include print advertising, outdoor advertising, exhibitor displays, website
development, and printed collateral materials are an important component in achieving
these goals. Prior to FY 2001-2001, the design and production of these outreach
materials occurred under multiple vendor contracts. In order to increase the level of
coordination, cost effectiveness and graphic design consistency of the education and
outreach materials it was decided to consolidate most of the design and production
services under a single multi-year contract.
DISCUSSION
On February 20, 2001, the City entered into an Agreement 7871 (CCS) with CCA to
provide professional services for the design and production of environmental outreach
materials. CCA was selected in a competitive bid process in October 2000 and City
Council authorized the City Manager to negotiate and execute an agreement with CCA
on January 9, 2001. The agreement provides the City the option to renew for two
additional years from July 1, 2001 to June 30, 2002 and from July 1, 2002 to June 30,
2003, with no budget specified for those years.
This report requests Council to authorize the City Manager to modify the agreement to
allow for expenditures up to $147,500 for FY 2001-2002 and up to $150,000 for FY
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2002-2003. The City will retain the right to renew the agreement for FY 2002-2003,
subject to Council approval of Environmental Programs Division budget request for that
year.
During FY 2000-2001 CCA designed and produced: a Spanish-language version of the
City?s Environmental Directory; a series of print advertisements, billing inserts and bus
posters for the City?s household hazardous waste program; graphics for the Santa
Monica Green Map; signs for the Santa Monica Festival; and printed materials for the
used oil and filter recycling program and the urban runoff program. CCA?s scope of
work for FY 2001-2002 will include provision of graphic design and copy-writing
services, website design, camera-ready artwork, and production oversight of printed
brochures and flyers, banners, displays, posters, and truck signs; and development of
cost-effective production and distribution strategies. Funds for media buys and for the
production of banners are included in the Environmental Programs Division advertising
budget on a per project basis and are not included in the scope of this agreement.
The overall intent of the proposed contract is to provide a comprehensive, integrated
and consistent education and outreach effort to all sectors of the Santa Monica
community. The proposed integrated scope of work is also expected to increase the
cost-effectiveness of the advertising and outreach campaigns for the City?s extensive
environmental programs.
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BUDGET/FISCAL IMPACT
The cost for the entire scope of work will not exceed $147,500 for FY 2001-2002.
Funds for the project, in the amount of $147,500, are available in existing Environmental
Programs Division Account Number 31662.522540. Funds for FY 2002-2003 will be
requested as part of Environmental Programs Division?s budget request for that year,
and renewal of the Agreement for this continued scope of services will be contingent
upon City Council adoption of the FY 2002-2003 budget.
RECOMMENDATIONS
It is recommended that City Council authorize the City Manager to modify Agreement
#7871 (CCS) with Cowan Communication Arts for the design and production of
outreach materials for the City?s environmental public education initiatives in an amount
not to exceed $147,500 for FY 01/02 and not to exceed $150,000 for FY 02/03.
Prepared by: Craig Perkins, Environmental and Public Works Management Director
Brian Johnson, Environmental Programs Manager
Dean Kubani, Senior Environmental Analyst
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