Consideration and Approval of Contract:  Approve a professional services contract for Election Consulting and Public Outreach services with NuPoint Marketing, LLC in the amount of $145,185.

1. Approve a professional services contract for Election Consulting and Public Outreach services (Contract No. 2020-85) with NuPoint Marketing, LLC in the amount of $145,185; and
2. Authorize the City Manager to execute the necessary documents.

The City Council is considering potential ballot measures for affordable housing, parks and recreation, open space, watershed protection and unfunded pension liability for the November 2020 general election.  Staff recommends using NuPoint Marketing, LLC (NuPoint Marketing) to conduct surveys, focus groups and research for further evaluation and feedback prior to bringing the more refined ballot measures forward for the City Council's consideration.  In addition, NuPoint Marketing would develop publicity pamphlets, graphic design and informational materials, website design and launch, educational videos, and social media messaging as part of public outreach services for those ballot measures selected for the November 2020 general election. 

This professional services contract is funded in FY 2020-2021 in account 021-05-106-0363-4-4290 with a budget of $50,000 and in the recommended budget for FY 2021-2022 in account 001-01-011-0016-1-4290 with a budget of $150,000.

These potential ballot measures support the following Council Goals, Regional Plan goals and policies, and Climate Action and Adaptation Plan goals.

Council Goals:
High Performing Governance

• Enhance the organization's fiscal stability and increase efficiency and effectiveness

Safe & Healthy Community

• Foster a safe, secure, and healthy community

Livable Community

• Provide amenities and activities that support a healthy lifestyle.
• Support the development of attainable and accessible housing

Environmental Stewardship

• Actively manage and protect all environmental and natural resource

Regional Plan:

• E&C.3.3. Invest in forest health and watershed protection measures
• E&C.3.4. Increase the region's preparedness for extreme climate events
• E&C.6.7. Use best practices to control the spread of exotic and invasive plants, weeds, and animals, and eradicate where possible.
• OS.1.4. Use open space as opportunities for non-motorized connectivity, to interact with nature, and to enjoy the views and quiet.
• OS.1.5. Integrate open space qualities into the built environment.
• WR.6.3. Implement best management practices to protect, restore, and maintain surface waters and their contributing watersheds.
• NH.3.1. Provide a variety of housing types throughout the City and region, including purchase and rental options, to expand the choices available to meet the financial and lifestyle needs of our diverse population.
• NH.3.3 Increase the availability of affordable housing for very low-income persons, through innovative and effective funding mechanisms.
• NH.3.5. Encourage and incentivize affordable housing.
• NH.4.1. Expand the availability of affordable housing throughout the region by preserving existing housing, including housing for very low-income persons.
• NH.5.3. Support and expand programs that prevent homelessness.
• NH5.4. Make transitional housing resources available to populations experiencing homelessness.
• REC.1.4. Design new or updated public facilities to include parks, open space, and/or recreational opportunities where feasible.

Climate Action and Adaptation Plan:
Natural Environment

• Strategy 1. Protect existing forests, resources and meaningful open space.
• Strategy 2. Improve forest management through collaboration with regional partners

No.

1. Approve the professional services contract for Election Consulting and Public Outreach to NuPoint Marketing; or
2. Do not Approve the professional services contract to NuPoint Marketing.

On January 28, 2020, Staff sought direction from the City Council on the possibility of hiring an outside consultant for Election Consulting and Public Outreach for the upcoming 2020 election in November and presented the City Council with a draft scope of work. The City Council gave staff direction to proceed with a procurement to hire an election consultant, and gave input to incorporate into the scope of work that would be part of the Request for Proposals (RFP).

On January 31, 2020, Purchasing staff posted the RFP solicitation for Election Consultant and Public Outreach services on the PlanetBids website and advertised the RFP in the Arizona Daily Sun February 4th and 9th, 2020. Additionally, Purchasing sent out courtesy email notifications of the solicitation on the PlanetBids website to 6 known firms that provide this type of service. There were 4 proposals received and opened electronically on February 21, 2020.  A six member selection committee consisting of City staff and two outside local organizations reviewed and evaluated the proposals. Based upon the numerical scoring of the proposals, the selection committee identified NuPoint Marketing as the most qualified firm to provide all services. The selection committee determined it was in the best interest to the City to award to one firm in lieu of multiple for different services. Final scores of the evaluation are as followed:

NuPoint Marketing       521
GlobaLocal                  506
Maguire Company       500
Beta Public Relations  441 

NuPoint Marketing's proposal demonstrated a clear recognition of knowledge and experience in both Election Consulting and Public Outreach.

The current election timeline is as follows:

March 31, 2020 - City Council finalizes potential ballot measures
March through June 2020 - Preliminary preparations for public outreach, surveys, etc.
July 7, 2020 - Deadline for the City Council to call the election
July through October 2020 - Preparation of final public outreach informational materials and educational presentations to public
August 2020 - Staff to finalize Publicity Pamphlet for distribution
November 3, 2020 - Election Day

NuPoint Marketing will provide public outreach to the community as part of the scope of work of this professional services contract, including, a public survey process that would start soon after the contract is finalized.

Two representatives form the community assisted in the evaluation of the proposals resulting in the selection of NuPoint Marketing.