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Home My WebLink AboutC34642 - CA1 - Public Relations Program CONTRACT NO. C34642 STAFF REPORT CITY OF PALM DESERT ECONOMIC DEVELOPMENT DEPARTMENT MEETING DATE: November 16, 2017 REQUEST: AUTHORIZE AN AMENDMENT TO CONTRACT NO. C34642 WITH H&L PARTNERS FOR THE DEVELOPMENT AND IMPLEMENTATION OF A PUBLIC RELATIONS PROGRAM Recommendation By Minute Motion that the City Council: 1 . Approve an amendment to marketing services contract C34642 with H&L Partners in an amount not to exceed $40,000.00 for the development and implementation of a public relations (PR) program; and 2. Authorize the Mayor to execute said agreement on behalf of the City. Funds are available in Professional Other, Account No. 1 1 0441 7-4309000. Committee/Commission Recommendation At its regular meeting on September 5, 2017, the Marketing Committee reviewed the proposed Public Relations plan and unanimously voted to recommend its adoption. Strategic Plan The implementation of a PR program impacts the following Tourism & Marketing priorities as specified in the 2013-2033 Strategic Plan: • Priority 3: Attract new and developing travel/tourism markets. • Priority 4: Support the city's tourism industry through enhancement of its marketing efforts with an allocation of additional city resources. Executive Summary Approval of staff's recommendation will result in approval of a PR program for FY 17/18, as part of the City's overall Marketing Plan. The plan is a refinement of last fiscal year's strategy, and includes visits to the City by individual journalists, deskside media visits, and a digital influencer program during El Paseo Fashion Week and Palm Desert Food & Wine. Staff recommends approval as submitted. November 16, 2016 — Staff Report Public Relations Program FY 17/18 Page 2 of 3 Background At its June 08, 2017 meeting, the City Council approved contract C34642 with H&L Partners to provide marketing services for the City of Palm Desert. In addition to the specific services outlined in the contract, these services include the development and implementation of a public relations program for consideration outside of that contract. The City's FY 17/18 Marketing Plan, which was approved by the City Council at its regular meeting on September 7, 2017, allocates $40,000 for a PR program. Based on the City's expanded PR efforts of the past two years, Staff worked with H & L to craft a PR plan for FY 17/18 that maximizes this budget to execute the strategies outlined in the Marketing Plan. H&L recommends, with staff support, that for FY 17/18 the City re-allocate these funds to support a three-pronged program, including: 1. Individual hosting of targeted journalists 2. Deskside media visits 3. An expanded "digital influencer" program for Fashion Week and Food & Wine. Individual hosting of targeted journalists For each of the past two years, the City has hosted a Media familiarization trip involving journalists who visited the City as one group at the same time. These trips consumed the bulk of the allotted PR budget for both years. H&L's recommendation for the current fiscal year is to allocate $12,000 to invite specifically targeted journalists for a more personalized experience of Palm Desert. This allows the City to continue developing relationships with media outlets and individual journalists established over the past year, which will result in better quality coverage in publications that complement the rest of the Marketing Plan. Deskside media visits In June 2017, Staff and H&L conducted a successful series of deskside visits with publications in New York, including Conde Nast Traveler, Travel & Leisure, Good Housekeeping, Martha Stuart Living and others. H & L recommends an allocation of $8,500, inclusive of all H&L staff time and travel costs, to further these relationships and develop new ones. Regular visits with national publications help establish Palm Desert as a destination worthy of coverage, while enabling the City's team to knowledgeably pitch articles that better fit within each publication's editorial calendar. An expanded "digital influencer"program for Fashion Week and Food& Wine El Paseo Fashion Week and Palm Desert Food & Wine are the pinnacle of Palm Desert's season, and as such present a prime opportunity to gain earned media exposure for the City. For the past two years, the City has experienced tremendous PR \\srv-h12k3\groups\Econ Development\Thomas Soule\Staff Reports\Public Relations FY 17-18.docx November 16, 2016 — Staff Report Public Relations Program FY 17/18 Page 3 of 3 success working with Palm Springs Life and other community partners to bring digital influencers to these events. H&L recommends allocating $18,000 of the FY 17/18 budget to expand this program. Fiscal Analysis Funds for all three components of the Public Relations program have been allocated in the FY 2017/2018 marketing budget. Funds are available in Professional Other, Account No. 1 1 0441 7-4309000. Prepared by: Thomas Soule, Tourism & Marketing Manager LEGAL REVIEW DEPT. REVIEW FINANCIAL REVIEW CITY MANAGER - )6_4ey Robert W. Martin Alvarez �� et Moore Lauri Aylaian Hargreaves Director of Director of Finance City Manager City Attorney Economic Development APPLICANT: H&L Partners 30 Maryland Plaza St. Louis, MO 63108 ATTACHMENTS: Professional Service Contract Amendment#1 \\srv-fil2k3\groups\Econ Development\Thomas Soule\Staff Reports Pubhc Relations FY 17-18 docx CITY MUM paw Contract#/P.O.# C34642 Amendment/ 1 OM �;PRO SSI SERVICE', V AMENDMENTChange Order No. nia, Contingency: YES NO X Contract Purpose Public Relations Program Account No. 1104417-4309000 Consultant's Name H&L Partners Project No. N/A Address: 30 Maryland Plaza, St. Louis, MO 63108 Vendor No. V0013751 You are hereby requested to comply with the following changes from the contract plans and specifications: DECREASE INCREASE DESCRIPTION OF CHANGES In Contract Price In Contract Price Contract No. C34642 - Public Relations Program $40,000 ALL OTHER TERMS OF SUBJECT CONTRACT TO REMAIN THE SAME. TOTALS: - $40,000 NET CHANGE IN CONTRACT PRICE: $40,000 JUSTIFICATION: Consultant to develop and implement a Public Relations campaign as provided for in the contract. TOTAL BUDGET FOR PROJECT: + $148,000 CONTINGENCY: - Less: Expend. & Encumb. To Date: - 108,000.00 Amount Approved by Council: + - Less: This Change Order Amount: - 40,000.00 Less: Prior Amendment(s): - - BALANCE OF BUDGET $0 Less: This Amendment: - - REMAINING FOR PROJECT: Balance Remaining of Contingency: - The amount of the Contract will be Increased by the Sum of: Forty Thousand Dollars ($40,000.00). Continued on reverse Contract C34642 Amendment No. 1 Continued from front This Professional Service Amendment covers changes to the subject contract as described herein. The Consultant shall perform all work as necessary or required to complete the Professional Service Amendment items for a lump sum price agreed upon between the Consultant and the City of Palm Desert, otherwise referred to as Owner. Contract Time Extension N/A Days. Revised Contract Total $148,000.00 . The undersigned Consultant approves the foregoing Professional Service Amendment # 1 as to the changes, if any, in the contract price specified for each item including any and all supervision costs and other miscellaneous costs relating to the change in work, and as to the extension of time allowed, if any, for completion of the entire work on account of said Professional Service Amendment # 1 . The Consultant agrees to furnish all labor and materials and perform all other necessary work, inclusive of that directly or indirectly related to the approved time extension, required to complete the Professional Service Amendment items. This document will become a supplement of the contract and all provisions will apply hereto. It is understood that the Professional Service Amendment shall be effective when approved by the Owner. Execution of this Professional Service Amendment by the Consultant constitutes a binding accord and satisfaction that fully satisfies, waives, and releases the Owner from all claims, demands, costs, and liabilities, in contract, law or equity, arising out of or related to the subject of the Professional Service Amendment, whether known or unknown, including but not limited to direct and indirect costs and/or damages for delay, disruption, acceleration, and loss of productivity, as well as any and all consequential damages. This document will become a supplement to the Contract and all provisions will apply hereto, all items included above must have required signatures as per the purchase resolution. 1. REQUESTED BY: 2. ACCEPTED BY: DEPARTMENT HEAD CONSULTANT Date Accepted 3. CERTIFIED FUNDS AVAILABLE: 4. APPROVED BY: FINANCE DIRECTOR Jan C. Harnik, MAYOR Date Approved NOTE: No payments will be made prior to City Manager and Council approval CITY MANAGER Date Approved G\Econ Development\Thomas Soule\Staff Reports\C34642 Amendmentat 11-16-17 docx