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Home My WebLink About10-29-07 Item 4F, TCAAP Communications Plan Consultant October 29, 2007 O:cio~~r2~;?Q(jt.. Agenda Item: Motion to Approve contracting with Davis Communications for the Deveiopm-e'rifiiil"d Implementation of a TCAAP Communications Plan Budgeted Amount: . .. . ..._..._...-....$0 Actual Amount:.n _____~ ~O Funding Source: - -- 4.F. ~ ~HlLLS Request for Council Action Prepared By: Dept.: Council Mtg. Date: Final Action Needed By: SK Administration Motion to Approve Contracting with Davis Communications Management, Inc., for the Development of TCAAP Communications Plan in the amount of $8,500, with Plan Implementation at $150 per hour pending negotiation of a monthly retainer amount. Staff recommends contracting with Davis Communications Management as outlined in the City of Arden Hills TCAAP Communications Proposal Submitted by Davis Communications Management. Planning: PTRC: N/A N/A X Memo/Letter: Memorandum from Stacie Kvilvang, Ehlers & Associates/TCAAP Project Manager, dated 10-29-07 Resolution No.: Ordinance No.: Engineering Recommendation: Attorney Recommendation: X Other: Resume of Ted Davis, Principal; Fee Proposal --"" This work will be reimbursed by the developer per the terms of the Preliminary Development Agreement. The city will process invoices for the work, make payments, and provide work direction. Then the City will invoice the developer for reimbursement. ~~!!filffijgf[~~tR!:~1?1jjro:e'n~~2ibii!1,L.............. The proposal submitted by Davis Communications indicates an $8,500 fee for Communication Plan Development, $2,000 for media training, ! and $150/hour for Plan Implementation (with the option of a monthly retainer.) The Communications Committee did not recommend i inclusion of the media training. Therefore the recommendation is for $8,500 for the Communication Plan Development, and Plan i Implementation as negotiated following the completion of the plan. A copy of the full proposal is available upon request. . . EHLERS LEADERS IN PUBLIC FINANCE o :E w :E To: Michelle Wolfe - City Administrator City Council From: Stacie Kvilvang - Ehlers & Associates Subject: Communications Strategy Date: October 29, 2007 On July 30, 2007, the City Council directed staff to work with the Communications Committee to seek proposals from firms to assist the City in developing a communications strategy for TCAAP. On August 28, 2007, the Communications Committee met to discuss which firms to request proposals from. Based upon those discussions, staff solicited and received proposals from the following two (2) firms: 1. Goff & Howard Inc.; and 2. Davis Communications On September 12, 2007, the Communications Committee received copies of the proposals and a chart summarizing them for comparison purposes. On September 25, 2007, the Communications Committee met to review the two proposals and decided to interview both firms based upon their submittals. On October 9, 2007, the Communications Committee interviewed the firms and based upon the interviews, they are recommending moving forward with Davis Communications for the development of a Communications Plan and implementation thereof (not media training). The cost of the development of the Plan is $8,500 and will be paid by RRLD as a reimbursable cost under the Preliminary Development Agreement (PDA). Please contact me at 651-697-8506 with any questions. cc: File ~. COMMUNICATIONS I .. MANAGEMENT incorporated 1940 Eleanor Avenue saint Paul, MN 55116 Voice: (651) 690-9852 Fax: (651) 690-1397 Ted Davis Principal- Davis Communications Management Ted Davis has helped executives and organizations seize opportunities through strategic communications counsel for twenty-one years. As Principal of Davis Communications Management, he counsels business and community leaders on communications strategy, media relations and grassroots organization. He helps clients reach their customers and constituents with messages that inspire them to take action. Ted has played a lead strategic role in several high profile public issue communications campaigns including the redevelopment of the University of Sl. Thomas' Saint Paul Campus, the public outreach efforts for the Central Corridor Transit Line, funding for the Regis Center for Art at the University of Minnesota and a high profile community effort to bring a home cooked meal to Minnesota National Guard members deployed in Kosovo. Prior to founding Davis Communications Management, he served as Communications Director for the Saint Paul Area Chamber of Commerce. At the Chamber, Ted managed communications and grassroots strategy for the business community's successful effort to support state funding for a new arena at RiverCentre. He planned and executed the unified media relations strategy for the east metro business community and often served as spokesperson. Ted acted as chief speechwriter for chamber officers and was part of the team that brought the America's Smithsonian exhibition to Saint Paul. During his tenure, the Chamber achieved a new level of visibility and effectiveness both in terms of public influence and membership growth. Ted's public sector experience includes service as Communications Director for the Saint Paul Public Housing Agency. In that role, he positioned the agency's executive director among the top public housing administrators in the nation and gained national media coverage for the agency as the top organization in its industry. A resident of Saint Paul, Ted has been active in the community for many years. He has as co-chair of the Leadership Saint Paul Program Committee, as board chair for the Saint Paul Neighborhood Network, and as a community council officer. In 2002 he was named one the Business Journal's 40 leaders under the age of 40. In 2004, he was named a WCCO Good Neighbor for his leadership in the Saint Paul to Kosovo effort. Ted is accredited by the Public Relations Society of America and holds a bachelor's degree in journalism from the University of Minnesota School of Journalism and Mass Communications. He is a frequent speaker on public relations issues and has served as adjunct faculty at the University of Minnesota and Metropolitan State University. City of Arden Hills/ TCAAP Communications Proposal v. Fee Proposal Davis Communications Management, Inc. is committed to developing long-term relationships with our clients. With this in mind, we seek to establish budgets that deliver on our clients' objectives in the most cost-efficient manner possible. Below is our budget for Communications consulting services for the City of Arden Hills. Communication Plan Development $8,500 Communications plan development as discussed above. This includes consuitation with key staff, volunteers, stakeholders and consultants to determine clear goals and objectives, development of key messages, the development of a tactical implementation plan that can be managed either by staff or by Davis Communications Management, Inc. The end product of this process will be a plan that can be implemented on short notice by any combination of staff and communications consuitants. Media Training for Spokespeople $2,000 Davis Communications Management, Inc. will customize a media training session for spokespeople. This session will officials the tools to effectively work with the media in both crisis situations and in proactive media relations opportunities. Plan implementation $150 per hour or monthly retainer The planning process will define the communications needs for the City of Arden Hills. Because the plan will define the scope of this work, we recommend that implementation assistance fees be negotiated as either a retainer or an hourly agreement following completion of the plan. We will assist, supplement and support city staff and policy makers at whatever level is needed. Team members are always available to respond to media calls, prepare presentations and manage meetings. We are able to respond to immediate legislative needs and quickly developing communications situations. ~. ' COMMUNICATIONSj MANAGEMENT illCoiAAral~o Page 13