AgdaPkt 2002-11-04 - Laserfiche WebLink

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REPORT November 4, 2002 Subject Public Information Support for Public Works Services Recommendation By motion, approve Task Order No. 1 to the professional services agreement with The Sandul Company, Inc. for communication support services related to the proposed recycled water project Background On May 14, 2001 the City Council approved a professional services agreement with the Sandul Company, Inc. to provide necessarily support to staff for public information, communications and outreach programs. The agreement covered a scope of work that was intended to span through Dec. 31, 2001, with an estimated "budget" of 32-40 hours per month. The not-to-exceed value of the agreement was $24,000. The work proceeded as planned with the exception of the sequencing of some specific public information work products related to the proposed recycled water project. For example, when public concerns were raised about the idea of a mandatory connection ordinance and questions were posed about the safety of recycled water, the City Council Utilities Committee requested that the project team refocus on information and notices leading up to the Sept. 16, 2002 public information forum that was added into the information process in late July. As a result of these types of changes as events unfolded, and as a result of time efficiencies accumulated by Mr. Sandul, the budget for the original agreement stretched into the summer of 2002. At this juncture, staff has created a response plan that postpones City Council policy decisions on recycled water from the original goal of August 2002, to the spring of 2003. The response plan is based on the assumption that the staffwill continue to have access to several key consultants who have been working on the project over the past two years, and who will be needed to provide answers to questions raised by the community and the Council. Since continued public information and response to questions are central activities in the plan, staff recommends that the agreement with the Sandul Company be modified by Task Order No. 1, to bridge from early November 2002 through June 2003. Mr. Sandul has proposed to continue services at the billing rates established in the original agreement and has allocated an average of 60 hours per month to respond to direction from staff (See attached letter dated Oct. 18, 2002). The not-to-exceed value of the agreement would be increased by $27,000, from $24,000 to $51,000. Examples of work products that will be created: · Monthly 1-sheet inserts for Redwood Shores home owner associations via mailers from property management firms