Explanation
Background: This ordinance authorizes the Director of Public Utilities to enter into an agreement with Irvin Public Relations for Communications Support services. The contract amount being authorized by this ordinance is $100,000.00.
The Sustainable Columbus office works to reduce climate change impact in our community to protect the environment and improve the quality of life for today’s residents and for future generations. The office shapes policy, creates actionable programming to improve the city’s environment, and gives residents the tools to incorporate sustainability into their everyday lives. The work is guided by the Columbus Climate Action Plan, which commits the Columbus community to carbon neutrality by 2050 and a 45% reduction in emissions while imparting equity and improving quality of life for our most climate vulnerable residents.
To better support Sustainable Columbus staff, cross-Departmental City staff, external partners, and stakeholders, Sustainable Columbus recently went through a strategic branding and messaging process. Building on that foundation, the professional communications and marketing services vendor will assist with earned media, digital media, social media, engagement opportunities, and events that will employ behavior change marketing strategies. The communication support will increase visibility and provide an understanding of Sustainable Columbus, its programs, resources, and assist in connecting residents to climate solutions while creating social norms around climate action in Columbus.
This contract will be in effect from December 20, 2024 up to and including December 31, 2025 with the option to renew annually for two (2) additional one (1) year periods upon mutual agreement between the parties, availability of budgeted funds, and approval by City Council. This contract will not automatically renew. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested.
Procurement:
The Department of Public Utilities solicited competitive proposals through Vendor Services and Bonfire from October 4, 2024 to November 1, 2024 for strategic communication services in accordance with the relevant provisions of Chapter 329 of City Code, RFQ028883. Seven proposals were received, two by majority vendors, one by a woman-owned enterprise, two by a minority-owned business, and two not listed. They were all deemed responsive and were evaluated on November 13, 2024. The evaluation committee determined that Irvin Public Relations, LLC. submitted the strongest proposal because of the relevant experience of its project team, its understanding of the Department’s needs, and presented a tailored approach to address those needs.
The following proposals were received:
Vendor City/State CC# Status______
1. Irvin Public Relations Columbus, OH 002045 WBE
2. 4th Street Strategies, LLC Columbus, OH PENDING
3. Blue Strike Environmental Inc. Monterey, CA 047472 MAJ
4. Canvaas Consulting LLC Columbus, OH 031214 MBE
5. Citadel Safety Group Grosse Pointe Farms, MI 050658 MAJ
6. Digilign LLC Santa Monica, CA PENDING
7. Sky Nile Consulting LLC Columbus, OH 042248 MBE
Minority and Women Owned business Enterprise & Small Local Business Enterprise Program:
This contract opportunity was submitted to the City’s Office of Diversity and Inclusion (ODI) for review and assignment of an MBE/WBE goal prior to bidding. After review of the utilization plan and other related information the contractors submitted, ODI approved an MBE/WBE Program goal of 15% for this contract. Failure by the contractor to meet this goal subjects the contractor to the Penalties for Non-Compliance as described in the “City’s Minority and Women-Owned Business Enterprise & Small Local Business Enterprise Program Manual” and in the bid documents for this contract.
There are no subcontractors on this project.
Principal Parties:
Irvin Public Relations, LLC.
61 Jefferson Avenue
Columbus, Ohio 43215
Sarah Irvin Clark, 614-225-9100
Contract Compliance Number: 002045
Contract Compliance Expiration Date: September 22, 2025
MWBE Certification Status: WBE
MWBE Certification Expiration Date: PENDING RENEWAL UPDATE
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
Fiscal Impact: $100,000.00 is budgeted and available from within the Electricity Operating Fund to meet the financial obligations of this contract.
Title
To authorize the Director of Public Utilities to enter into an agreement with Irvin Public Relations for Communications Support services; and to authorize the expenditure of $100,000.00 from the Electricity Operating Fund. ($100,000.00)
Body
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to enter into contract with Irvin Public Relations for Communications Support services; and
WHEREAS, the Department of Public Utilities opened formal bids on November 1st, 2024; and
WHEREAS, the Department of Public Utilities, Division of Power, recommends an award be made to the most responsive and responsible bidder, Irvin Public Relations; and
WHEREAS, it is necessary to authorize the expenditure of $100,000.00 from the Electricity Operating Fund; and
WHEREAS, it has become necessary in the usual daily operations of the Department of Public Utilities in that it is necessary to authorize the Director to enter into an agreement with Irvin Public Relations for Communications Support services; NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Utilities be and is hereby authorized to enter into an agreement with Irvin Public Relations for Communications Support services.
SECTION 2. That this contract is in accordance with the relevant provisions of Chapter 329 of City Code.
SECTION 3. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 4. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 5. That for the purpose stated in Section 1, the expenditure of $100,000.00 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized in Fund 6300, Electricity Operating Fund, in object class 03 Services, per the accounting codes in the attachments to this ordinance.
SECTION 6. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.