Explanation
Background: This ordinance authorizes the Director of Columbus Water & Power to modify an existing contract with Irvin Public Relations, LLC. for strategic communication services. The modification amount being authorized by this ordinance is $90,000.00. The original contract was authorized by Ordinance 2482-2023.
The first and second stages of this project conducted a communication audit of Columbus Water & Power’s (CWP) 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 contract provided the Department with basic storytelling, photography, social media, and video skills that were essential in developing the Department’s overall communications strategy.
The third stage of the strategic communication services project continued to provide CWP with basic storytelling, photography, social media, and video skills. It also continued 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 fourth stage will include continued work for CWP strategic communications, including assistance on rebranding, public relations for the blueprint project for the year with story ideas for media pitches and media coverage, identifying key community partnerships to amplify the work of CWP, hosting meetings, strategy calls, and providing updates, and design work for social media, print collateral and the quarterly employee newsletter. The vendor will also continuing work on the Home Road Water Plant Groundbreaking event and the CWP Better Us Awards.
Procurement:
The Department of Public Utilities solicited competitive proposals through Vendor Services and Bonfire from May 30th, 2023, to June 23rd, 2023, for strategic communication services in accordance with the relevant provisions of Chapter 329 of City Code, RFQ025035. Five bids were received and were all deemed responsive and were evaluated on July 10th, 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 original term of the contract was for a period of one-year from the date of execution by the City of Columbus, up to and including October 6th, 2024, with yearly renewal options for an additional two years, for a maximum approved contract length of three years, on a year-by-year basis, authorized by Ordinance 2482-2023. The contract amount authorized was $71,250.00.
Ordinance 1979-2024 authorized the first modification increasing the funding allocations by $75,000.00 and extended the contract through October 6th, 2025.
Ordinance 0070-2025 authorized the second modification increasing the funding allocations by $90,000.00 and extended the contract through October 6th, 2026.
This ordinance authorizes the third modification of the contract, extending the term up to and including October 31st, 2027, adding funding, and is being submitted in accordance with the relevant provisions of Chapter 329 of City Code. For each year of the contract, funding is contingent on availability within the budget, mutual agreement between the parties, approval of City Council, and certification of funds by the City Auditor. This contract does not automatically renew. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested.
1. Amount of additional funds: The total amount of additional funds needed for this contract modification #3 is $90,000.00. Total contract amount including this modification is $326,250.00.
2. Reason additional funds were not foreseen: The need for additional funds was expected at the time of the initial contract, due to the projects that are currently being worked on, rebidding and starting the process over for these projects would not be advantageous to the City.
3. Reason other procurement processes were not used: Work under this modification No. 3 is a continuation of services included in the scope of the original bid contract, as many services and projects the vendor is working on are in progress. No lower pricing or more attractive terms and conditions are anticipated currently.
4. How was cost determined: The modification is based upon estimated rates established in the existing contract.
Principal Party:
Irvin Public Relations, LLC.
61 Jefferson Avenue
Columbus, Ohio 43215
Sarah Irvin Clark, 614-225-9100
Contract Compliance Number: 002045
Contract Compliance Expiration Date: August 25th, 2027
Fiscal Impact: $90,000.00 is available from within the Public Utilities Operating Funds to meet the financial obligations of this contract.
$72,991.67 was spent in 2025
$108,424.99 was spent in 2024
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, extending the term up to and including October 31, 2027; and to authorize the expenditure of $90,000.00 split between the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds. ($90,000.00)
Body
WHEREAS, it is necessary to authorize the Director of Columbus Water & Power to modify an existing contract with Irvin Public Relations, LLC. for strategic communication services; and
WHEREAS, Columbus Water & Power wishes to modify the contract, up to and including October 31st, 2027, and provide additional funding for the same services as under the original agreement; and
WHEREAS, this ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract modifications; and
WHEREAS, it is necessary to authorize the expenditure of $90,000.00 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 Columbus Water & Power, in that it is necessary to authorize the Director of Columbus Water & Power to enter into a modification agreement with Irvin Public Relations, LLC. for strategic communication services; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Columbus Water & Power be and is hereby authorized to modify an existing contract with Irvin Public Relations, LLC. for strategic communication services by extending the term up to and including October 31, 2027. The modification amount being authorized by this ordinance is $90,000.00.
SECTION 2. That this modification is in accordance with the relevant provisions of City Code, Chapter 329, relating to contract modifications and renewals.
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 $90,000.00, or so much thereof as may be needed, be and is hereby authorized 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.