DATE: December 10, 2019
SUBJECT:
Title
RESOLUTION SELECTING AND AUTHORIZING THREE-YEAR AGREEMENTS WITH KATZ & ASSOCIATES, INC.; MOORE IACOFANO GOLTSMAN, INC.; NUFFER, SMITH, TUCKER, INC.; AND SOUTHWEST STRATEGIES, LLC FOR AS-NEEDED STRATEGIC COMMUNICATIONS CONSULTING SERVICES FOR AN AGGREGATE AMOUNT NOT TO EXCEED $700,000 BEGINNING ON JANUARY 1, 2020 AND ENDING DECEMBER 31, 2022. FUNDS FOR FISCAL YEAR 2020 HAVE BEEN BUDGETED. FUNDS REQUIRED FOR FUTURE FISCAL YEARS WILL BE BUDGETED IN THE APPROPRIATE FISCAL YEAR, SUBJECT TO BOARD APPROVAL UPON ADOPTION OF EACH FISCAL YEAR BUDGET.
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EXECUTIVE SUMMARY:
This action will authorize as-needed agreements for Strategic Communications Consulting Services.
The Marketing & Communications Department uses the services of professional consulting firms to provide advanced skills and to supplement the services of the in-house resources utilizing best practices for citizen engagement, strategic marketing, public outreach, public information and stakeholder relations. These services are needed by the District to provide counsel on an as-needed and per-project basis in various areas related to public initiatives and issues, events, maritime and industrial projects, real estate development, environmental stewardship, public access and parks.
Each agreement is for a three-year period. The aggregate total of all agreements will not exceed $700,000.
Pursuant to BPC Policy No. 110, the District issued a Request for Qualifications (RFQ) on August 20, 2019. The District received seven submittals, of which all were deemed responsive as shown in the following table, interviewed five firms, and selected four firms.
Upon Board approval, Agreements No. 224-2019ND (Attachment A), and 225-2019ND (Attachment B), and 226-2019ND (Attachment C), and 227-2019ND (Attachment D) will be executed.
RECOMMENDATION:
Recommendation
Adopt a resolution selecting and authorizing three-year agreements with Katz & Associates, Inc., Nuffer, Smith, Tucker, Inc., Moore Iacofano Goltsman, Inc. and Southwest Strategies, LLC for as-needed strategic communications consulting services for an aggregate amount not to exceed $700,000.
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FISCAL IMPACT:
Funds for the first year of expenditure are included in the FY 19/20 Marketing & Communications Department’s non-personnel expense budget. Funds required for future fiscal years will be budgeted in the appropriate fiscal year and cost account, subject to Board approval upon adoption of each fiscal year’s budget.
Compass Strategic Goals:
This agenda item supports the following Strategic Goal(s).
• A Port that the public understands and trusts.
• A vibrant waterfront destination where residents and visitors converge.
• A Port with a comprehensive vision for Port land and water uses integrated to regional plans.
DISCUSSION:
The Marketing & Communications Department is responsible for implementing the District’s marketing, public relations, community notification and community outreach programs. In order to perform the approved workplan on schedule and cost-effectively, the Marketing & Communications Department supplements in-house staff with professional consulting firms that provide specific technical expertise.
Staff has implemented the process for procurement of consultants in accordance with BPC Policy No. 110. The RFQ for As-Needed Strategic Communications Consulting Services was issued on August 20, 2019 and an information exchange meeting was held on August 29, 2019. During the advertisement period, 2,383 vendors were notified, there were 78 prospective bidders, and 65 vendors downloaded the files.
Each agreement is for a three-year period. The agreement value was determined based on previous as-needed agreements and expectation of future workloads. The agreements are for the following amounts:
Following is a description of the selection process, results and recommendation:
Analysis
On September 17, 2019, the District received responsive proposals from seven firms. The firms are listed alphabetically in the following table.
Qualifications were reviewed by a panel of District staff. Five of the seven firms were selected for interviews based on their written submittals, and interviews were conducted on November 6, 2019. The evaluation panel considered the written submittals, presentations, and responses to interview questions. Based on a decision analysis process, the firms were ranked based on the criteria established in the RFQ. The five firms are described below, in the order in which they were ranked:
#1 - Katz & Associates - Katz & Associates and its proposed staff demonstrated relevant experience and a full scope of services, including District executive experience; assistance with public and stakeholder outreach for the Port Master Plan Update; and longtime coordination of the Port’s Maritime Stakeholder Forum. As a full-service firm, they showcased compelling public agency projects including recent leadership of SANDAG’s Mid-Coast Trolley service and Long Beach’s Port Master Plan Update. Their approach demonstrated ability to quickly and comprehensively plan and execute communications campaigns, an understanding of District requirements and stakeholders, as well as a history of working on very high-level, high-profile campaigns. Their capability to perform was demonstrated by their well-established team based in San Diego, with subcontractor relationships geared toward needs in specific geographic areas. Based on the experience of their team, Katz & Associates’ proposed costs were deemed fair and reasonable.
#2 - Nuffer, Smith, Tucker - Nuffer, Smith, Tucker is a well-established full-service firm with recent District experience, particularly with the Chula Vista Bayfront parks design process and the Port Master Plan Update, and a high level of understanding of the District’s requirements and processes. Additionally, they demonstrated relevant experience and a full scope of services working with other local public agencies including SANDAG, San Diego Regional Chamber of Commerce, and San Diego County Water Authority. They also showcased experience with business-to-business and business-to-consumer client campaigns. Their approach was well defined and strategic, and included ideas for applying lessons from the private sector to the District. Their capability to perform was illustrated by their long-term client relationships, their record and qualifications as a full-service agency. Based on the experience of their team, Nuffer, Smith, Tucker’s proposed costs were deemed fair and reasonable.
#3 - Moore Iacofano Goltsman, Inc. - Moore Iacofano Goltsman (MIG) and its proposed staff demonstrated relevant experience and a full scope of services working with public agencies including the District, SANDAG, San Diego Tourism Authority and various cities within the County, including a number of the District’s member cities. Their approach was integrated, utilizing multiple tools and key metrics that demonstrated that they understood the needs of the District and were familiar with its processes. In particular, the panel noted that MIG was integral in coordinating with the various interested stakeholders for the San Diego 250 campaign. Their capability to perform was illustrated by their record and qualifications as a full-service agency. Based on the experience of their team, MIG’s proposed costs were deemed fair and reasonable.
#4 - Southwest Strategies - Southwest Strategies and its proposed staff demonstrated relevant experience and a full scope of services, particularly with stakeholder and political outreach. With public and private sector clients including SANDAG, City of Chula Vista, General Dynamics NASSCO and BAE systems, Southwest Strategies already has a deep understanding of the District’s projects and regional relationships that would serve them well in planning and executing District public communications and outreach campaigns. In that regard, they demonstrated various approaches to different types of campaigns and ability to meet various goals and objectives. Based on the experience of their team, Southwest Strategies’ proposed costs were deemed fair and reasonable.
#5 - Wright On Communications - Wright On Communications and its proposed staff demonstrated relevant experience and a full scope of services but fell short on demonstrating knowledge of the District’s needs and its diverse interests and audiences. While they provided a lot of significant information about metrics and discussed reporting tools, they didn’t explain what they would track or the benefits. They also seemed hesitant to take on challenging campaigns. Based on the experience of their team, Wright On Communications’ proposed costs were deemed fair and reasonable.
General Counsel’s Comments:
The Office of the General Counsel has reviewed and approved this agenda, proposed contracts, and resolution, as presented, as to form and legality.
Environmental Review:
The proposed Board action, including without limitation, a resolution selecting and authorizing agreements for as-needed strategic communications consulting services, does not constitute a “project” under the definition set forth in California Environmental Quality Act (CEQA) Guidelines Section 15378 because no direct or indirect changes to the physical environment would occur. CEQA requires that the District adequately assess the environmental impacts of projects and reasonably foreseeable activities that may result from projects prior to the approval of the same. Any project developed as a result of Board’s action that requires the District or the Board’s discretionary approval resulting in a physical change to the environment will be analyzed in accordance with CEQA prior to such approval. CEQA review may result in the District, in its sole and absolute discretion, requiring implementation of mitigation measures, adopting an alternative, including without limitation, a “no project alternative” or adopting a Statement of Overriding Consideration, if required. The proposed Board action in no way limits the exercise of this discretion. Therefore, no further CEQA review is required.
In addition, the proposed Board action complies with sections 21, 35, and 81 of the Port Act, which allow for the Board to pass resolutions, to do all acts necessary and convenient for the exercise of its powers, and to use District funds for expenses of conducting the District. The Port Act was enacted by the California Legislature and is consistent with the Public Trust Doctrine. Consequently, the proposed Board action is consistent with the Public Trust Doctrine.
The proposed Board action does not allow for “development,” as defined in Section 30106 of the California Coastal Act, or “new development,” pursuant to Section 1.a. of the District’s Coastal Development Permit (CDP) Regulations because they will not result in, without limitation, a physical change, change in use or increase the intensity of uses. Therefore, issuance of a Coastal Development Permit or exclusion is not required. However, development within the District requires processing under the District’s CDP Regulations. Future development, as defined in Section 30106 of the Coastal Act, will remain subject to its own independent review pursuant to the District’s certified CDP Regulations, PMP, and Chapters 3 and 8 of the Coastal Act. The Board’s action in no way limits the exercise of the District’s discretion under the District’s CDP Regulations. Therefore, issuance of a CDP or exclusion is not required at this time.
Equal Opportunity Program:
Due to limited known sub opportunities, no SBE goal was established for this agreement.
PREPARED BY:
Brianne Page
Public Information Officer, Marketing & Communications
Attachment(s):
Attachment A: Agreement 224-2019ND with Katz & Associates, Inc. for As-Needed Strategic Communications Consulting Services
Attachment B: Agreement 225-2019ND with Nuffer, Smith, Tucker, Inc. for As-Needed Strategic Communications Consulting Services
Attachment C: Agreement 226-2019ND with Moore, Iacofano, Goltsman, Inc. for As-Needed Strategic Communications Consulting Services
Attachment D: Agreement 227-2019ND with Southwest Strategies, LLC for As-Needed Strategic Communications Consulting Services