Title
Street Transportation Department Public Outreach and Community Engagement Services - RFQu 63-2001 (Ordinance S-50954)
Description
Request to authorize the City Manager, or his designee, to allow additional expenditures under Contracts 151323 with Gunn Communications, Inc.; 151324 with HDR Engineering, Inc.; 151325 with RIESTER Sonoran, LLC; 151326 with Urias Communications, LLC; and 151327 with Your Project Marketing & Outreach, LLC for Public Outreach and Community Engagement services for the Street Transportation Department. Further request to authorize the City Controller to disburse all funds related to this item. The additional expenditures will not exceed $400,000.
Report
Summary
The Street Transportation Department uses contracted public engagement firms to assist with capital improvement projects and projects that affect large numbers of parcels. Enhanced public engagement helps shape projects and create awareness for people who may be temporarily affected by construction. The current contracts allow the department to effectively problem-solve, obtain temporary construction easements, provide public notification, prepare public meeting materials, and operate project hotlines. Additionally, the contracted firms provide graphic design and multimedia support to help the department reach broad and diverse audiences regarding transportation-related programs, projects, and services. The existing contracts will expire Jan. 31, 2025.
With passage of the Vision Zero Road Safety Action Plan, the Street Transportation Department was tasked with educating all road users about safety as part of the "Five Es" (Evaluation, Engineering, Enforcement, Equity and Education) effort and has seen success and traction with the Scan the Street for Wheels and Feet public safety awareness campaign. The success helped the department successfully compete and win a $120,000 grant from the Governor's Office of Highway Safety. Additionally, $250,000 in funding specifically allocated for education in the Vision Zero Road Safety Action Plan will be used to further leverage the safety campaign. A small additional amount may be needed for production of creative elements such as social media graphics, clips for social media use, media planning, and campaign scheduling. The Street Transportation Department requests a total of $400,000 in additional capacity to be able to use the grant and for Vision Zero Road Safety Action Plan public engagement and education.
Contract Term
The contract term remains unchanged, ending on Jan. 31, 2025.
Financial Impact
Upon approval of $400,000 in additional funds, the revised aggregate value of the contracts will not exceed $2,618,900. Funds are available in the Street Transportation Department’s budget.
Concurrence/Previous Council Action
The City Council previously approved:
- Street Transportation Department Public Outreach and Community Engagement Services - Contracts 151322, 151323, 151324, 151325, 151326, 151327 - (Ordinance S-46184) on Nov. 20, 2019;
- Street Transportation Department Public Outreach and Community Engagement Services - Contract 151323 - (Ordinance S-48129) on Nov. 17, 2021;
- Arizona Governor's Office of Highway Safety Grant Agreement - Amendment - Contract 136645 (Ordinance S-49026) on Sept. 21, 2022;
- Street Transportation Department Public Outreach and Community Engagement Services - Contracts 151322, 151323, 151324, 151325, 151326, 151327 - (Ordinance S-50165) on Sept. 20, 2023; and
- Street Transportation Department Public Outreach and Community Engagement Services - Contracts 151322, 151323, 151324, 151325, 151326, 151327 - (Ordinance S-50277-0020) on Nov. 1, 2023.
Department
Responsible Department
This item is submitted by Deputy City Manager Alan Stephenson and the Street Transportation Department.