Consideration and Approval of Contract: Cooperative Contract for On-Call City Wide Public Relations/Involvement Services with Beta Public Relations, LLC in an amount not to exceed $300,000.00 per contract year for public outreach services. 
 

1. Approve the Cooperative Purchase Contract with Beta Public Relations, LLC for City-Wide On-Call Public Relations/Involvement Services in an amount not to exceed $300,000.00 per contract year and a contract duration of four years; and
2. Authorize the City Manager to execute the necessary documents.

Staff recommends the approval and award of the Cooperative Purchase Contract (Contract) with Beta Public Relations, LLC (Beta PR) in an amount not to exceed $300,000.00 per contract year, which will authorize public outreach services for various City projects. Beta PR's contract was procured through the use of a cooperative purchase contract under City of Prescott’s on-call contract with Beta PR. Beta PR's public outreach services will help to inform residents adjacent to projects and the surrounding neighborhoods on construction activities, road closures, and schedules during the construction of projects, as they have successfully done on many City projects since 2019. Beta PR's experience with many City of Flagstaff projects makes it a specialized provider of expertise in all City of Flagstaff project outreach needs.  Some examples of the work performed includes producing materials in multiple languages, monitoring social media, facilitating community meetings, notifying residents through mailers, door hangers, and eNewsletters, establishing and maintaining project websites, and creating and monitoring project hotlines.  This is a key service the City's project managers utilize in an on-call form to keep projects moving forward with successful outreach to those affected by nuances of projects. 
 

Project Name: On-Call City Wide – Public Relations/Involvement Services with Beta Public Relations, LLC
Cost: annual cost will be dependent on need and usage
Account Number Budgeted: various, depending on which Divisions utilize services
FY Budgeted Amount: $300,000 across all City Divisions
Funding Source: Any and all City Divisions on an as needed basis. 

None. 

1. Approve the award as recommended; or
2. Reject approval of the award as recommended. 

Purchasing staff reviewed the cooperative purchase contract and amendment between Beta PR and the City of Prescott to confirm the validity of the terms and conditions. This cooperative purchase contract conforms with City procurement rules.  The City of Prescott conducted a competitive and open procurement process through Request for Proposal 2024-003 that resulted in an On-Call Professional Services Agreement Contract No 2024-003 with Contractor. Purchasing staff worked with contractor to develop the attached Contract.

For past projects, Beta PR presented the following services:
Inform, Involve, Empower:
-In November 2014, voters approved a dedicated sales tax increase to fund road repairs and street safety improvements throughout the City of Flagstaff.
-Since 2015 the Project has been listed as a proposed project in the interactive map on the Road Repair and Street Safety section of the City of Flagstaff's Website at: www.flagstaff.az.gov/roadsafety.
-Updates to the Road Repair and Street Safety Program, which include the proposed Project, have been presented by the Capital Improvements Engineer at multiple Transportation Commission Meetings, Council Meetings, and Budget Meetings.
-In October 2020, Beta PR, on behalf of the City, sent an Upcoming Project Notice that included information on how to view a virtual project presentation located on the Project Website at www.coconinoestates.com, a project hotline number, and how to sign up to receive regular project updates by email.
-Beta PR established and will maintain the project hotline for interested parties to use as a resource for Project information, answers Project specific questions, and for contacting the Project Team throughout the duration of the Project.
-Beta PR gathered contact information to create a database to electronically distribute eNews articles to interested parties with Project updates and information throughout the duration of the Project.
-Weekly updates consisting of schedule, sequence, and impacts will be provided through construction to residences that sign up to receive them.
-Staff met with several individual property owners during design and will continue to do so throughout construction.
-Construction Notices will be sent to the residents adjacent to and in the area surrounding the Project prior to the start of construction.
-The Project Website will be updated to keep the public informed during construction.

 

N/A

N/A

N/A

N/A

N/A