AgdaPkt 2008-11-24 - Laserfiche WebLink

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6.1F Page 1 REPORT November 24, 2008 SUBJECT Redwood City Recycled Water Project - Professional Program Management Services RECOMMENDATION Approve by motion Amendment NO.3 to the professional services agreement with Data Instincts for public information and outreach services for the Recycled Water Project, and authorize the City Manager to sign amendment BACKGROUND In April of 2003, Data Instincts joined the Recycled Water Project Team under an authorization by the City Manager. The firm has continued to add substantial experience and skills in several critical areas of the management strategy. During the years in which Data Instincts has been a part of the project team, significant strides have been made in public outreach, including communication with potential commercial and industrial recycled water users, as well as dialog with a variety of community members. Data Instincts has continued to develop various outreach materials for the purpose of promoting recycled water use and to keep the community informed of construction progress during the project. Data Instincts has also develop a highly effective intranet-based project management "portal" for internal and external communications and project team information sharing and data storage. The negotiated scope of services and the corresponding budget for Data Instincts reflect an effective long-term public information program that is based on a solid policy commitment, and a focuses on meeting community needs continuously and professionally. The level of effort in the previous years will build on the efforts throughout 2010; with emphasis on information sharing that can impact project design and construction. The Amendment also considers unanticipated events, emerging stakeholder groups, and other unforeseen factors that can occur when implementing any new project. Staff recommends that the City Council approve an additional funding authorization amending the Agreement in the not to exceed amount of $218,000, from $587,575 to $805,575. All tasks and services will be provided on an as-needed basis, and staff intends to review Data Instincts results and determine which tasks and activities may be subsequently performed by City staff under the guidance of Data Instincts. ALTERNATIVES The work included in this scope of services could be provided by adding city staff. However, this would result in a staff down-sizing at the end of the project phase. Staff believes that Data Instincts performance to date and their readiness to move quickly on critical path tasks is a key efficiency factor.