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Board of Trustees Meeting February 12, 2008 |
Agenda Item: Old Business
Discussion and/or approval to hire a communications/public relations firm in an amount not to exceed $20,000 from Fund #6095.01.225 – Miscellaneous Professional Fees and $60,000 from FY 2008/09 Budget Account #6095.01.215 – Community Outreach Professional Fees.
Background:
The Board of Trustees approved the scope of work to be included in an RFQ at their August 14, 2007 meeting. The RFQ was distributed December 7, 2007 with responses due January 11, 2008. The Executive Committee reviewed the responses at their February 1, 2008, meeting and requested that the three lowest bidders be invited to the February 12, 2008, Trustee meeting to make short presentations before the entire Board.
The RFQ requests that each of the firms review our current media relations, our approaches, and make recommendations to ensure our messages reach the correct markets and are aired at appropriate times. In addition, they will work with the Community Outreach Program to ensure coordination of a consistent public message and enhanced media tools, such as the website, a project the staff has been pursuing for several months.
Staff Recommendation:
As all of the presenting firms have met the criteria proposed by the approved Scope of Work, select one of the three qualified Communication Public Relations firm to begin working on behalf of the District upon completion of the negotiation of a one-year contract.
Fiscal Impact:
Current funds available, including encumbrances, from Fund #6095.01.225 – Miscellaneous Professional Fees is ($2,294.81). A $40,000.00 line item adjustment from Fund #9000.01.225 – Contingency Expense to Fund #6095.01.225 – Miscellaneous Professional Fees will give a new balance for Fund #6095.01.225 – Miscellaneous Professional Fees of $37,705.19. The total cost not to exceed $20,000.00 is approximately 53% of the new balance.
The $60,000.00 from FY 2008/09 will be budgeted separately in Budget Account #6095.01.215 – Community Outreach Professional Fees.