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City of Elk Grove City Council Staff Report

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City of Elk Grove City Council Staff Report AGENDA ITEM NO. 8.21 CITY OF ELK GROVE CITY COUNCIL STAFF REPORT AGENDA TITLE: Adopt a resolution authorizing the City Manager to approve a contract amendment with Ross-Campbell, Inc., in the amount of $30,000, increasing the total contract amount to $72,000 and extending the contract termination date to December 31, 2013 MEETING DATE: December 8, 2010 PREPARED BY: Cedar Kehoe, Integrated Waste Manager DEPARTMENT HEAD: Richard Shepard, Public Works Director RECOMMENDED ACTION: Staff recommends approval of a contract amendment with Ross-Campbell, Inc., in the amount of $30,000, increasing the total contract amount to $72,000 and extending the contract term date to December 31, 2013. BACKGROUND Ross-Campbell, Inc. is the contracted media relations firm hired as a consultant by the County of Sacramento (County) to represent the Regional Recycling Group (Group), of which Elk Grove is a member. The County was the founding member of the Group and the sole entity involved in the selection process of Ross-Campbell, Inc., hired as the consultant responsible for the planning, preparation and execution of tasks to implement programs on behalf of the Group at large. The Group is a consortium of over thirty (30) cities and counties from Northern California that work together to promote programs to meet AB939 state diversion requirements, composting programs, used oil and filter 1 Elk Grove City Council December 8, 2010 Page 2 of 3 recycling and beverage recycling. The purpose of the Group is to pool monetary resources from all jurisdictions in the County in order to reach a broader audience. The "economy of scale" is of tremendous benefit when Group members collaborate on media campaigns, instead of jurisdictions attempting to implement campaigns individually. The Ross-Campbell, Inc. contract scope includes the Annual Used Oil Recycling Campaign and the Annual Holiday Recycling Campaign via the following: 1. Program promotion through radio and television commercial spots; 2. Outreach materials, including billboards, surveys, residential contests and incentive programs; 3. Inclusion on websites, such as www.recycleusedoil.com and www.holidayrecycling.com; and 4. Inclusion in campaign planning and comprehensive reviews, updates and final summary of results. The original contract, which will terminate December 31, 2010, had a total contract authority of $42,000 (not-to-exceed $14,000 per year for three (3) years). The amendment to the contract will add an additional $30,000 (not- to-exceed $10,000 per year for three (3) years), bringing the total contract authority to an amount of $72,000 and a new term date of December 31, 2013. FISCAL IMPACT There is no impact to the General Fund. The Used Oil Recycling Campaign is funded through the annual Used Oil Payment Plan (formerly the Used Oil Block Grant) distributed by the California Department of Resources Recycling and Recovery (CalRecycle). The Holiday Recycling Campaign is funded through the annual Recycling Grant, also distributed by CalRecycle. Any additional expenses incurred to promote AB939 diversion programs that are within the scope of the contract (not-to-exceed $2,000) will be funded through the Integrated Waste residential budget (Fund 501). 2 Elk Grove City Council December 8, 2010 Page 3 of 3 ATTACHMENTS: 1. Resolution 2. Ross-Campbell, Inc. Contract 3. Summary of Annual Used Oil Recycling Campaign 4. Summary of Annual Holiday Recycling Campaign 3 ATTACHMENT 1 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ELK GROVE AUTHORIZING THE CITY MANAGER TO APPROVE A CONTRACT AMENDMENT WITH ROSS-CAMPBELL, INC. FOR REGIONAL RECYCLING MEDIA RELATIONS SERVICES IN THE AMOUNT OF $30,000 OVER A PERIOD OF THREE YEARS FOR A TOTAL COMPENSATION AMOUNT NOT TO EXCEED $72,000 EXTENDING THE CONTRACT TERMINATION DATE TO DECEMBER 31, 2013 WHEREAS, Ross-Campbell, Inc., is the County of Sacramento’s (County) selected consultant used to promote the Regional Recycling Group’s (Group) initiatives, of which the County is the Group’s founder and the City of Elk Grove is a member; and WHEREAS, the Group executes campaigns on behalf of its members to promote programs that meet AB939 state diversion requirements, composting programs, used oil and filter and beverage recycling; and WHEREAS, the City of Elk Grove participates as a member of the Group in order to contribute to a pool of resources that allow the Group to reach a broader audience through various media resources; and WHEREAS, on December 27, 2007, the City of Elk Grove entered into a three (3)-year contract with Ross-Campbell, Inc., in order to participate in the Group’s Annual Used Oil Recycling Campaign and the Annual Holiday Recycling Campaign; and WHEREAS, the existing contract will terminate on December 31, 2010; and WHEREAS, the City of Elk Grove wishes to continue contracting with Ross- Campbell, Inc., as a member of the Group. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Elk Grove hereby authorizes the City Manager to amend the contract with Ross-Campbell, Inc. for regional recycling media relations services in the amount of $30,000 over a period of three years for a total compensation amount not to exceed $72,000 and extending the contract termination date to December 31, 2013. th PASSED AND ADOPTED by the City Council of the City of Elk Grove this 8 day of December 2010. SOPHIA SCHERMAN, MAYOR of the CITY OF ELK GROVE ATTEST: APPROVED AS TO FORM: JASON LINDGREN, CITY CLERK SUSAN COCHRAN, CITY ATTORNEY 4 FIRST AMENDMENT TO CONTRACT FOR ROSS-CAMPBELL, INC. - CONSULTANT Northell Califollia Regional Recycling Group - U sed Oil and Recycling Campaigns THIS FIRST AMENDMENT TO CONTRACT ("First Ainendment") is made and entered into between City of Elk Grove, a Municipal Coiporation ("City") and Ross-Campbell, Inc., a California coiporation ("Consultant"), and hereby amends the agreement entered into between the parties on December 27, 2007 as contract number C-07-527 ("Contract"). 1. It is the intent of the City and Consultant to continue to be bOiiid by all terms and conditions of the Contract, all of which are expressly incoiporated into this First Amendinent by this reference, except as expressly changed by this First Amendinent. 2. The Contract shall teniiinate no later than December 31, 2013 ("Extension") without the prior written consent of the City, signed by the City Manager, in the manner provided in Section 5 of the Contract, Amendiiients, Changes or Modifications. The City of Elk Grove shall have the option, but not the obligation, to extend the term of this Contract for up to three (3) additional consecutive one (1) year periods following the Extension date by providing written notice to Consultant not less than sixty (60) calendar days plior to the termination of this Contract ("Extension Options"). 3. Compensation to Consultant shall be as set forth in Exhibit B as amended herein. Unless Consultant obtains the advanced written consent of the City Manager, total compensation during the Extension period shall not exceed Thirty Thousand Dollars ($30,000.00) and total compensation under the Contract and First Amendiiient to Consultant shall not exceed Seventy Two Thousand Dollars ($72,000.00). 5 City of Elk Grove Ross-Campbell, Iiic. Re: Recycling Campaigns Page 2 4. Consultant and City also agree to amend Exhibits A and B to the Contract in their entirety as attached hereto and incoiporated herein by reference. AGREED to this day of , 2010, by the pai1ies as follows. Approved as to f0l111: CONSULTANT By: By: Att011ey for Consultailt Shawn Campbell, Princ' Approved as to form: CITY OF ELK GROVE By: Laura S. Gil, City Manager Attest to: Jason Lindgren, City Clerk 6 City of Elk Grove Ross-Campbell, Iiic. Re: Recycling Campaigns Page 3 EXHIBIT A Scope of Work Consultant shall be responsible for the planning, preparation and execution of tasks associated with the City of Elk Grove's participation in the Noi1heni Califo11ia Regional Recycling Group's "Regional Recycling Group" public outreach campaigns. The tasks below describe the activities that shall be performed by Consultant to meet vaiious waste reductions, recycling and clean water goals of the City, including those related to AB 939, household hazardous waste recycling, beverage container recycling, backyard composting, and other environmental programs. Pooling the resources of the Regional Recycling Group's participants shall enable the City to take pai1 in a high-profie media outreach effort without individually incuning the high costs noiiually associated with this tye of promotion. Task 1: Annual Regional Used Oil Recycling Campaign Scope of Work: Consultant shall include the City of Elk Grove within the Regional Recycling Group's annual Used Oil Recycling Campaign to promote used oil and fiter recycling, and oil change interval reduction. The campaign may include participation fi:om over 30 cities and counties, which wil result in the campaign achieving signiIÌcant economies of scale. The City of Elk Grove shall receive "exposure" based on the total money collected from all cities for the individual campaign. The number of contributing (paiticipating) cities varies for each campaign depending on each city's ability to contribute. Consultant shall update the Regional Recycling Group in scheduled monthly meetings of the budget for each campaign based on the contributions from participating cities. When the total budget has been detennined for the campaign, Consultant shall suggest, based on their level of expertise, to the Regional Recycling Group how many and which type of media spots and other means of adveitising may be purchased. The Regional Recycling Group shall decide as a whole how the monies wil be spent based on the suggestions of the Consultant. Each campaign's outreach type and quantity of media spots purchased wil vaiy each campaign depending on total amount of money collected from participating cities.
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