AgdaPkt 2007-04-09 - Laserfiche WebLink

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6.1 B _ _ _ Page 1 REP�R T To the Honorable Mayor and City Councii. From th'e City Manager April 09, 2007 Subject Redwood City Recycled Water Project— Public Information and Outreach Services Recommendation By Motion, approve Amendment No. 2 to the professional services agreement with Data Instincts for continued public information and outreach services, and authorize the City Manager to execute the agreement amendment Background On July 26, 2004, the City Counci( approved a professiona) service agreement with Data Instincts far implementation of public information and outreach services related ta the Recycled Water Project. On September 9, 2005,the Council approved Amendment No. 1 to the agreement and increased the not-to exceed value to $369,550. Since Data Instincts joined the project team in April 2003 (under an authorization by the City 1lflanager), the firm has continued to add substantial experience and skills in several critical areas of the management strategy. Significant strides have been made in public outreach including: • Based on dialogs with a variety of community members, outreach materials were developed for the purpose of promating recycled water use for commercial landscape irrigation and industria! processes. Other communication tools have been implemented for keeping residents and community organizations informed of construction process, scnedules, and potential traffic disruptions. • A highly sffective intranet-based �r�ject management"porta!"has bpen maintained and expanded for interna! and externa! communications and project team information sharing and data storage. v Communicating with patential commercial property and industrial recycled water users, including successfully receiving 37 applications for recycled water C��V�CSI�iIS. The negotiated scope of services and the corresponding budget for the next 18-month period (April 2007 through October 2008), ref(ects the principle that an effective long-term public information program must be based on a solid policy commitment in the beginning and a focus on meeting community needs continuousiy, professionally, and accountably. All tasks and services will be provided on an as-needed houriy basis perAmendment No. 2 Exhibit A — Scope of Service (see attached). Should the Council approve Amendment No. 2, the amended not-to-exceed authorization for the Agreemen# wiil increase by $218,025.00 from $369,550.00 to $587,575.00. Alternative The work included in this scope of service could be provided by adding city staff. However,