BOARD MEETING DATE: March 7, 2003
AGENDA NO. 4

Renew Contracts with Strategy Workshop and TLC MediaWorks for Media Relations and Public Relations Services

SYNOPSIS: 

On March 1, 2002, the Board authorized a one-year renewal of contracts for media outreach with Strategy Workshops and TLC MediaWorks. Staff recommends renewing the contracts with the two consultants for one additional year -- the Strategy Workshop contract for one year for an amount not to exceed $124,000, and the TLC MediaWorks contract for one year for an amount not to exceed $77,000.

COMMITTEE: 

Administrative, February 14, 2003, Recommended for Approval

RECOMMENDED ACTION:

Authorize the Chairman to extend the original contracts by a one-year amendment with Strategy Workshops for media relations/public relations services for an amount not to exceed $124,000 and with TLC MediaWorks for an amount not to exceed $77,000.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

AQMD’s Media Communications Office handles all media contacts with AQMD, press events, web site content and management; assists in public outreach programs and other duties. In light of the Board’s interest in carrying out a strategic media plan, as well as continuing AQMD activities in rulemaking, environmental justice and other initiatives, AQMD continues to need outside assistance in pursuing its media activities.

On February 16, 2001, in response to bids received under RFP #P2001-27, the Board authorized the execution of a one-year contract for media outreach with Strategy Workshop for an amount not to exceed $120,000 and TLC MediaWorks for an amount not to exceed $55,000.

On March 1, 2002, staff recommended to the Board continuing the Strategy Workshop contract for an additional year for an amount not to exceed $120,000.

Based in Los Angeles, Strategy Workshop has implemented numerous media and public outreach campaigns for public and private organizations and elected officials including the Alameda Corridor Transportation Authority, numerous Los Angeles City Council members, Congresswomen Maxine Waters and Barbara Boxer, AT&T, Los Angeles World Airports and many others.

During the past year, Strategy Workshop played an integral role in helping publicize AQMD’s Rule 1421 (phase-out of perchloroethylene at dry cleaners) to the Korean-American community; developing a strategic media plan for 2003, writing news releases on a variety of topics, setting up newspaper editorial board meetings for AQMD Board members and the Executive Officer, publicizing AQMD’s Small Business Conference and other duties.

Staff further recommended continuing the TLC MediaWorks contract for one year for an amount not to exceed $75,000.

Also based in Los Angeles, TLC MediaWorks has directed all publicity for the past several years for the Los Angeles Marathon, in addition to many successful media and public outreach programs for arts organizations including the California Arts Council and the California Youth Theatre, as well as such non-profits as Michael Milken’s CapCure prostate cancer foundation and InsideOut Community Arts.

During the past year, TLC MediaWorks took the lead role in AQMD’s successful sponsorship of the Santa Monica Pier Twilight Dance Series; assisted in developing and executing a highly successful news conference and boat tour on air pollution at the ports, and played an integral role in media outreach leading up to the successful adoption of AQMD’s Rule 1421. In addition, TLC MediaWorks wrote press releases and media advisories and consulted on an ongoing basis on many major AQMD issues.

Extension of an existing contract on a sole-source basis is authorized under the District’s Procurement Policy, Section VIII(B)(2)(d)(2) – (time extension of existing contract). After this proposed one-year extension, staff will issue a request for proposals prior to recommending consultant services for Year 2004.

Staff is pleased with the work being done by these two contractors and feels the AQMD would benefit by maintaining the momentum gained by their work efforts in developing innovative programs.

Proposal

Staff recommends renewing the contracts for media outreach with Strategy Workshop for one additional year for an amount not to exceed $124,000, bringing the total contract funding to $364,000; and with TLC MediaWorks for one additional year for an amount not to exceed $77,000, bringing the total contract funding to $207,000. The proposed amount includes a 3% CPI adjustment over last year’s contract amounts.

Resource Impacts

Funding for these contracts is included in the FY 2003-04 Budget and will be provided for in the following budget process.

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