Explanation
Background: This ordinance authorizes the Director of the Department of Public Utilities to modify an existing contract with Irvin Public Relations, LLC. for strategic communication services. The modification amount being authorized by this ordinance is $75,000.00. The original contract was authorized by Ordinance 2482-2023.
The first stage of this project conducted a communication audit of the Department of Public Utilities communication tools. The audit involved interviews with City Council, Department staff, and City management. It also evaluated the Department’s existing tools and practices comparing them with other local jurisdictions best practices, and reviewed compliance requirements with public records laws. A written report containing information on current usage, industry best practices, and opportunities for growth was provided. The report also contained an assessment of the organizational capacity.
The second stage of the strategic communication services project will continue to provide the Department of Public Utilities with basic storytelling, photography, social media, and video skills. It will also continue to develop the Department’s overall communications strategy and allow its stories to be communicated in a way that aligns with its mission and vision. This is the first of two one-year renewal options. For each year of the contract, funding is contingent on funding availability, mutual agreement between the parties, approval of City Council, and certification of funds by the City Auditor.
Procurement:
The Department of Public Utilities solicited competitive proposals through Vendor Services and Bonfire from May 30, 2023 to June 23, 2023 for strategic communication services in accordance with the relevant provisions of Chapter 329 of City Code, RFQ025035. Five bids were received, three by majority vendors, one by a woman-owned enterprise, and one not listed. They were all deemed responsive and were evaluated on July 10, 2023. 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 term of the contract will be for one-year with two renewal options. For each year of the contract, funding is contingent on funding availability, mutual agreement between the parties, approval of City Council, and certification of funds by the City Auditor.
This ordinance authorizes the first renewal option for the second year of the contract and is being submitted in accordance with the relevant provisions of Chapter 329 of City Code.
1. Amount of additional funds: The total amount of additional funds needed for this contract renewal #1 is $75,000.00. Total contract amount including this modification is $146,250.00
2. Reason additional funds were not foreseen: The need for additional funds was known at the time of the initial contract and this legislation authorizes funding to cover a continuation of the consultant’s work.
3. Reason other procurement processes were not used: Regular procurement processes were utilized and this is the first year of two authorized renewal options.
4. How was cost determined: The renewal is based upon estimated rates established in the existing contract.
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. ODI determined there was not an opportunity for MBE/WBE participation in this contract and did not assign a goal. This contract was not bid with a City of Columbus MBE/WBE Program goal and the requirements of the City’s MBE/WBE Program are not applicable to this contract.
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
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:
The expenditure of $71,250.00 was legislated for strategic communication services by Ordinance 2482-2023. This ordinance will provide funding that will modify the previously authorized amount by $75.000.00. $75,000.00 is budgeted and available from within the Department of Public Utilities Operating Funds to meet the financial obligations of this contract modification. The aggregate total amount authorized, including this modification, is $146,250.00.
$75,000.00 is needed and budgeted for this support.
$37,500.00 has been spent in 2024
$00.00 was spent in 2023
$00.00 was spent in 2022
Title
To authorize the Director of the Department of Public Utilities to modify an existing contract with Irvin Public Relations, LLC. for strategic communication services to increase funding; and to authorize the expenditure of $75,000.00 split between the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds. ($75,000.00)
Body
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to modify an existing contract with Irvin Public Relations, LLC. for strategic communication services; and
WHEREAS, the Department of Public Utilities solicited competitive bids for the strategic communication services in accordance with the provisions of Chapter 329 of City Code through RFQ025035; and
WHEREAS, the contract was bid as a one (1) year contract and permitted two (2) additional renewal options contingent upon mutual agreement of the parties, availability of budgeted funds, approval of City Council, and certification of funds by the City Auditor; and
WHEREAS, five bids were received by three majority vendors, one woman-owned enterprise, and one not listed, all were deemed responsive, and evaluated on July 10, 2023; and
WHEREAS, it is necessary to authorize the expenditure of $75,000.00 from the Public Utilities Operating Fund, split among the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities, to authorize the Director of the Department of Public Utilities to enter into a contract for strategic communication services with Irvin Public Relations, LLC; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Public Utilities be and is hereby authorized to modify an existing contract with Irvin Public Relations, LLC. For strategic communication services to increase funding. The modification amount being authorized by this ordinance is $75,000.00.
SECTION 2. That this contract is in accordance with the relevant provisions of Chapter 329 of the Columbus City Codes.
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 $75,000.00 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from Public Utilities in object class 03 Services, split among the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds, 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.