City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2023-00729 6/27/2023 Consent Item 10.
Supplemental Agreement: Public Outreach and Education Efforts for Stormwater Pollution Prevention
File ID: 2023-00729
Location: Citywide
Recommendation: Pass a Motion authorizing the City Manager, or the City Manager's designee, to execute Supplemental Agreement No. 3 to City Agreement No. PRC000996-03 with Sagent (formerly ProProse LLC) to continue public outreach and education efforts regarding stormwater pollution prevention in a not-to-exceed amount of $230,000, bringing the agreement's total not-to-exceed amount to $544,965.
Contact: Nathalie Redenbaugh, Administrative Analyst, (916) 808-7116, [email protected]; Jessica McCabe, Program Analyst, (916) 808-5921, [email protected]; Lisa Moretti, Supervising Engineer, (916) 808-5390, [email protected]; Pravani Vandeyar, Director, (916) 808-1434, [email protected]; Department of Utilities Presenter: None
Attachments:
1-Description/Analysis
2-Supplemental Agreement No. 3
Description/Analysis
Issue Detail: The City and its partners in the Sacramento Stormwater Quality Partnership (Partnership) carry out stormwater pollution prevention outreach to meet National Pollutant Discharge Elimination System (NPDES) Stormwater Permit requirements. The proposed supplemental agreement will continue the services of ProProse LLC dba Sagent (hereinafter Sagent) with public outreach and educational efforts regarding stormwater pollution prevention. As a partner in the Partnership, the City’s shared portion of the cost is $53,280.
Policy Considerations: This supplemental agreement exceeds the City Managers authority and requires City Council approval in conformance with City Code 3.64.040: City council approval is
File ID: 2023-00729 6/27/2023 Consent Item 10.
required to execute supplemental agreements for services where the original amount was under $250,000 if the amount to be expended under the supplemental agreement is $25,000 or more.
Economic Impacts: None
Environmental Considerations: The activity described in this report has been determined to not be a project pursuant to the California Environmental Quality Act (CEQA). CEQA Guidelines Section 15378(b). The activity is a continuing administrative and maintenance activity [CEQA Guidelines section 15378 (b)] and is not subject to CEQA [CEQA Guidelines Section 15060(c)(3)].
Sustainability: The proposed project is consistent with the 2035 General Plan by supporting the policy to, “control sources of pollutants and improve and maintain urban runoff water quality through storm water protection measures consistent with the City’s NPDES Permit” (Goal ER1.1.3) as it will assist the City in meeting the regulatory objectives in the NPDES Permit with a goal to improve and maintain urban runoff water quality. Additionally, this outreach aligns with the City’s sustainability goal of protecting the quality of drinking water sources.
Commission/Committee Action: Not applicable.
Rationale for Recommendation: RFQ Q20141311007 was used to select Sagent and City Agreement PRC00996 was approved on June 23, 2020, in an amount not-to-exceed $84,970.
Supplemental Agreement No. 1 extended the term of the contract through July 1, 2022, for an amount not-to-exceed $114,995, bringing the total not-to-exceed amount to $199,965. Supplemental Agreement No. 2 extended the time of performance through June 30, 2023, for an amount not-to- exceed $115,000, for a total amount not-to-exceed $314,965. Supplemental Agreement No. 3 will extend the time of performance through June 30, 2025, for an amount not-to-exceed $230,000, bringing the total contract not-to-exceed amount to $544,965.
Approval of this supplemental agreement is recommended to contribute to permit compliance by continuing Sagent’s public outreach and education efforts regarding stormwater pollution prevention.
Financial Considerations: The proposed agreement is for a not-to-exceed amount of $230,000.
The cost of this services agreement will be shared by the Partnership pursuant to the terms of a Memorandum of Understanding (MOU), approved by the City Council at the July 31, 2012 council meeting (City Resolution No. 2012-0279). There is also a contribution (up to 20%) from Sacramento Regional County Sanitation District (Regional San) pursuant to Agreement No. 90000264, approved on September 21, 2022 for Integrated Pest Management public outreach campaign costs, which cannot exceed $150,000 in the agreement term of April 1, 2022 through December 31, 2027.
The proposed agreement includes a not-to-exceed amount of $70,000 funded by Regional San and Partnership cost-shared services for the remaining amount of $160,000. City only services is estimated to be $53,280. Sufficient funding exists in the NPDES Stormwater Program (I14010200), Storm Drainage Fund (6011) and NPDES Stormwater Program, Storm Drainage Fund Reimbursables (Fund 6211) to award the agreement.
Fund Name Project No. Fund No. Description Amount (USD) NPDES
Stormwater
Program, Storm
Drainage Fund
I14010200 6011 City of Sacramento
Cost (33.3% of the
Partnership share)
Estimated
$53,280
NPDES
Stormwater
Program, Storm
Drainage Fund
Reimbursables
I14010200 6211 Cost Share
Reimbursed by
Partnership per
MOU
Estimated
$106,720
NPDES
Stormwater
Program, Storm
Drainage Fund
Reimbursables
I14010200 6211 Cost Share
Reimbursed by
Regional San*
Not To Exceed
$70,000
File ID: 2023-00729 6/27/2023 Consent Item 10.
Fund Name Project No. Fund No. Description Amount (USD) NPDES
Stormwater
Program, Storm
Drainage Fund
I14010200 6011 City of Sacramento
Cost (33.3% of the
Partnership share)
Estimated
$53,280
NPDES
Stormwater
Program, Storm
Drainage Fund
Reimbursables
I14010200 6211 Cost Share
Reimbursed by
Partnership per
MOU
Estimated
$106,720
NPDES
Stormwater
Program, Storm
Drainage Fund
Reimbursables
I14010200 6211 Cost Share
Reimbursed by
Regional San*
Not To Exceed
$70,000
Regional San funds 20% of the Integrated Pest Management (IPM) program costs, which is limited to 20% of annual fiscal IPM campaign costs, ranging from approximately $10,000 to $35,000 per year.
Local Business Enterprise (LBE): ProProse LLC dba Sagent is an LBE.
Background: Sacramento area public agencies, including the Cities of Sacramento, Citrus Heights, Folsom, Elk Grove, Galt, Ranch Cordova and the County of Sacramento, have joined together to form the Sacramento Stormwater Quality Partnership (Partnership). The Partnership conducts regional public outreach programs to educate the public about the harmful effects of stormwater pollution and to motivate people to prevent pollution.
The ultimate purpose is to improve the quality of urban runoff and protect the quality of local creeks and rivers. The National Pollutant Discharge Elimination System (NPDES) Stormwater Permit requires the permittees to ensure that the Regional Public Outreach Program uses appropriate media to measurably increase the knowledge of target communities regarding the impacts of urban runoff on receiving waters. It also requires the implementation of Best Management Practice (BMP) solutions for the target audience that lead to behavioral change and reduce pollutant releases to the municipal storm drain systems and the environment.
A Request for Qualifications (RFQ) was released in December 2019 for Outreach/Community Engagement, and Sagent was selected in 2020 to perform outreach services.
For FY24 and FY25, Sagent will continue stormwater pollution prevention outreach activities through media placement (traditional and digital media), website updates, social media outreach, multicultural marketing and education, and development of marketing and outreach materials. The outreach services provided by Sagent continue to be a viable and cost-effective means of meeting outreach targets and Stormwater Permit requirements.
1 CONTRACT #: PRC000996-03
CONTRACT EFFECTIVE DATE: July 1, 2023
CONTRACT NAME: Sacramento Stormwater Quality Partnership (SSQP) Outreach CONTRACT PROJECT #: I14010200
DEPARTMENT: Utilities
DIVISION: Chief of Staff
PROFESSIONAL SERVICES
CONTRACT AMENDMENT
The City of Sacramento ("City") and ProProse LLC dba Sagent ("Contractor"), as parties to that certain Contract awarded for the above Event and designated as City Contract Number PRC000996-03, including any prior Contract Amendments modifying the Contract (the Contract and Contract Amendments are hereafter collectively referred to as the "Contract"), hereby amend and modify the Contract as follows:
1 SCOPE
The Services specified in the Scope of Services Exhibit of the Contract are amended and the Contractor shall provide the Services as set forth in Attachment 1 to the Scope of Services Exhibit, attached and incorporated herein.
2 TIME OF PERFORMANCE RENEWAL
The Contract is renewed and extended beginning July 1, 2023 and ending June 30, 2025. 3 CONTRACT AMOUNT
In consideration of the Contract Amendment(s) described above, the maximum not-to- exceed amount that is specified in the Contract is INCREASED $230,000, and the Contract's maximum not-to-exceed amount is amended as follows:
In consideration of the Contract Amendment(s) described above, the maximum not-to-exceed amount that is specified in the Contract is INCREASED by $230,000.00, and the Contract's maximum not-to-exceed amount is amended as follows:
Agreement's original not-to-exceed amount: $84,970 Net change by previous supplemental contracts: $229,995 Not-to-exceed amount prior to this supplemental contract: $314,965 Increase/Decrease by this supplemental contract: $230,000 New not-to exceed amount including all supplemental contracts: $544,965
4FULL COMPENSATIONContractor agrees that the amount of increase or decrease in the not-to-exceed amount specified in section, above, shall constitute full compensation for the additional and/or revised Services specified in section, above, and shall fully compensate Contractor for any and all direct and indirect costs that may be incurred by Contractor in connection with such additional and/or revised Services, including costs associated with any changes and/or delays in work schedules or in the performance of other Services or work by Contractor.5AUTHORIZED SIGNATUREContractor warrants and represents that the person or persons executing this amendment on behalf of Contractor has or have been duly authorized by the Contractor to sign this amendment and bind Contractor to the terms hereof.6FULL FORCE AND EFFECTExcept as specifically revised herein, all terms and conditions of the Contract shall remain in full force and effect, and Contractor shall perform all of the services, duties, obligations, and conditions required under the Contract, as supplemented and modified by this amendment to the original agreement. 916.359.8316PHONE2215 21STStreet, Sacramento, CA 95818ADDRESSSagentMarketing.COM ATTACHMENT 3 TO THE SCOPE OF SERVICES EXHBITTo: Jessica McCabe, City of Sacramento; Jeanette Huddleston, County of Sacramento From: Kevin Muela, Sagent CC: Shelley Cousineau, Sagent Date: May 26, 2023 Re: Scope of work: SSQP Paid Media Placement, Web and Social Media Maintenance and Creative Development The City of Sacramento is requesting a scope of work on behalf of the Sacramento Stormwater Quality Partnership (SSQP). For both FY 2024 and FY 2025, Sagent will continue to work with SSQP to improve stormwater conditions while increasing awareness of priority pollutants impacting the Sacramento area. The proposed scope includes traditional media, website maintenance, social media outreach, creative development, communications plan development, partnership coordination, multicultural marketing and education, and the development of marketing and outreach materials. We will use the Three-Year Communications Plan developed during FY 2024 as the strategic guide for work performed in FY 2025. Final items of the scope are subject to SSQP's approval and can be adjusted as needed. Recommended tasks to be performed over the next two fiscal years include: Project Management/Coordination $44,200 Covers project coordination, internal planning, monthly client meetings, budget management, creating and maintaining a quarterly e-newsletter, and overall contract management. Some labor time will be used to continue collaborating with established partners on e-newsletter content development. Towards the end of the fiscal year, Sagent will develop a report identifying and summarizing the activities performed, projects completed, milestones and pending items. A separate scope will be developed for new or follow-up research studies. The results of the previous wave (Wave 5) will be used to inform campaign direction, creative/message development, target audience, and outreach prioritization. See Communications Plan Development for more information. Paid Media $99,050 Includes targeted paid media buy development and placement within Sacramento County across traditional media, digital ads and any new or emerging platforms. Task budget also includes labor time for the Sagent team to develop and traffic campaign assets. Media buy will include negotiated added value and media partnerships to maximize the their team and revised as needed. A paid media recap report will be compiled at the conclusion of the campaign, which will include social media analytics, surveys, website traffic, impressions, and clicks. Communications Plan Development $25,000 Sagent will create a three-engage Sacramento County residents throughout the partnering cities. The communications plan will present a situational analysis, research results and an overview of past initiatives. These items will influence recommended campaign resources, communication tactics, and outreach strategies. Partnership Development $11,400 Includes outreach and communications with existing partners (Green Pro, OWOW program, and RescapeCA) to identify available resources, materials or assets needed, upcoming events and explore interest in potential cross-promotional events. The three-year communications plan will influence final direction of the partnership
916.359.8316 PHONE 2215 21ST Street, Sacramento, CA 95818 ADDRESS SagentMarketing.COM residents on the importance of stormwater pollution prevention and keeping local waterways clean.
If there is interest in developing new partners, Sagent can develop a potential partners list for consideration.
Outreach to potential partners will be done based on a client approved priority list.
Creative Development $13,950
To ens
assets, outreach materials, partner requests, and other assets as needed.
Social Media $36,400
Includes maintenance of the SSQP Facebook and Instagram accounts, with potential for integration of new platforms. Content will continue to focus on fun, educational, and event/webinar posts as well as video content udience,
leveraging popular content to increase engagement and followers. Using analytic data and social media performance, recommendations will be made monthly in proposed content calendars. To optimize the task budget, the monthly content calendars will be sent to SSQP for review prior to image development for initial creative direction.
Task also includes ongoing quarterly analytic reports, paid social media ads, and partner content promotion (Green Pro, OWOW program, and Rescape CA).
Estimated Budget Breakdown
Below is a combined total of all projects listed in the SOW.
Task Item Cost Estimate
Project Management $ 44,200.00
Paid Media $ 99,050.00
Communications Plan Development $ 25,000.00
Partnership Development $11,400.00
Creative Development $ 13,950.00
Social Media $ 36,400.00
Total $ 230,000.00
TOTAL BUDGET $230,000
SIGNATURESThe parties have signed this Contract, effective as of the day and year first stated above. CONTRACTORUnder penalty of perjury, I certify that the information provided here is correct.Signature:{{Sig_es_:signer1:signature }} Title:{{*Sig_es_:signer1:title }}Additional Signature (if required):{{Sig_es_:signer2:signature }} Title:{{*Sig_es_:signer2:title }} CITY OF SACRAMENTOA Municipal Corporation APPROVED AS TO FORM:Signature:{{Sig_es_:signer3:signature }} Title:{{*Sig_es_:signer3:title }}Reviewed By:Signature:{{Sig_es_:signer4:signature }} Title:{{*Sig_es_:signer4:title }}Approved By:Signature:{{Sig_es_:signer5:signature }} Title:{{*Sig_es_:signer5:title }}