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Board of Trustees Meeting March 11, 2008 |
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Agenda Item: Old Business
Approval of contract to engage Kiner Communications to serve as the District’s communications/public relations firm in an amount not to exceed $33,000 from Fund #6095.01.225 – Miscellaneous Professional Fees and $15,000 from FY 2008/09 Budget Account #6095.01.215 – Community Outreach Professional Fees as discretionary funds to be used as needed by General Manger Gomsi as required for work outside of the original scope of work.
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 requested 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.
At the February 12, 2008, Board of Trustees meeting, Trustees heard presentations from three Communication/PR firms. The Board voted to have the General Manager enter into contract negotiations with Kiner Communications and to present the negotiated contract to the Board at their March 11, 2008, meeting for their approval.
Staff Recommendation:
Approval of contract with Kiner Communications with added funds of $15,000 at discretion of General Manager.
Fiscal Impact:
The contract encompasses two budget years; therefore, pro-rata figures are used. Current funds available from Fund #6095.01.225 – Miscellaneous Professional Fees is $32,977, 27% of the budgeted amount for this line item. The pro-rata expenditure is approximately 25% of the available balance. For FY 2008/09 Budget Account #6095.01.215 – Community Outreach Professional Fees this expenditure will be $39,750.