HomeMy WebLinkAboutPR 21031: APPROVAL OF TIME EXTENSION ON ADVERTISING CONTRACT , ,
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City of
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INTEROFFICE MEMORANDUM
Date: August 28, 2019
To: The Honorable Mayor and City Council
Through: Ron Burton, Interim City Manager
From: Donald Stanton, Interim Director of Utilities
RE: PR 21031 —Approval of Time Extension on Advertising Contract
Introduction:
The intent of this Agenda Item is to seek City Council's approval of a time extension of 125
days for the Fats, Oils, Grease advertising campaign with Hoopla Advertising. The creation of a
television commercial, and other deliverables, are taking longer than expected. The extension
will allow the contractor to deliver a quality product. No additional cost to the City is associated
with the extension.
Background:
In March of 2019,the Council passed Resolution No. 19-147, awarding the contract of the Fats,
Oils, Grease advertising campaign to Hoopla Advertising.
Budget Impact:
There is no additional cost to the extension of time on the contract.
Recommendation:
It is recommended that City Council adopt Proposed Resolution No. 21031, which extends the
duration of the contract an extra 125 days from August 28, 2019 to December 31, 2019.
"Remember,we are here to serve the Citizens of Port Arthur"
P. R. No. 21031
08/28/2019 bw
Page 1 of 2
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER
TO EXTEND THE CONTRACT END DATE BETWEEN THE
CITY OF PORT ARTHUR AND HOOPLA ADVERTISING
OF PORT ARTHUR, TEXAS FOR THE FATS, OILS, AND
GREASE ADVERTISING CAMPAIGN, EXTENDING THE
DURATION OF THE CONTRACT WITH A TIME
EXTENSION OF 125 DAYS DUE TO AN
UNDERESTIMATED TIME NEEDED TO COMPLETE THE
PROJECT AT NO EXTRA COST.
WHEREAS, pursuant to Resolution No. 19-147 (Exhibit A), City Council approved an
advertising campaign for public education regarding fats, oils and grease; and,
WHEREAS, the creation of a television commercial, and other deliverables, are taking
longer than expected; and,
WHEREAS, an extension of the contract for an additional 125 days is needed, changing
the end of the contract to December 31, 2019; and,
WHEREAS,no additional cost is associated with the extension; and,
WHEREAS,the extension will allow the contractor to deliver a quality product.
NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF PORT ARTHUR:
THAT, the facts and opinions in the preamble are true and correct; and,
THAT, the City Manager of the City of Port Arthur is hereby authorized and directed to
sign a contract extension with Hoopla Advertising of Port Arthur, Texas, increasing the duration
of the project for an additional 125 days until December 31,2019 due to an underestimation of the
time needed to complete the advertising campaign, at no additional cost to the City; and,
THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City
Council.
P. R. No. 21031
08/28/2019 bw
Page 2 of 2
Council.
READ, ADOPTED,AND APPROVED THIS day of , 2019 at
a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote:
AYES: Mayor ;
Councilmembers ;
NOES:
Thurman"Bill" Bartie
Mayor
ATTEST: APPROVED AS TO FORM:
4 Ae
Sherri Bellard Val- . Ti no
City Secretary Cit Atto -y
APPROVED FOR ADMINISTRATION:
Ron Burton
Interim City Manager
Donnie Stanton
Interim Director of Utilities
APPROVED AS TO AVAILABILITY
OF FUNDING:
[(AL
Kandy Daniel Clifto (Williams
Interim Director of Finance Purchasing Manager
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P. R. No. 20736
03-12-19
Page 1 of 3
RESOLUTION NO. /9 /V 7
A RESOLUTION AUTHORIZING THE CITY MANAGER
TO EXECUTE A CONTRACT BETWEEN HOOPLA
ADVERTISING OF PORT ARTHUR, TEXAS AND THE
CITY OF PORT ARTHUR, TEXAS FOR MARKETING
AND CONSULTING SERVICES FOR F.O.G. (FATS,
OILS, AND GREASE) PROGRAM KICK-OFF AND
INITIATIVE WITH A PROJECTED BUDGETARY
IMPACT OF $35,800 PLUS THREE (3) MONTHS OF
ADVERTISEMENT AT A COST $7,600 PER MONTH.
FUNDING IS AVAILABLE FROM WATER
ADMINSTRATION FUND ACCOUNT NO. 410-1260-
532.54-00.
WHEREAS, the City's National Pollutant Discharge Elimination System (NPDES)
wastewater discharge permit, issued by the Texas Commission on Environmental Quality
(TCEQ) requires the City to increase the level of maintenance, operation, and capital
improvement and repair to collection system, and to have in place a F.O.G. (Fats, Oils, and
Grease) control program; and
WHEREAS, the TCEQ requires cities to market and begin educating, inspecting and
permitting F.O.G. contributors within the City's jurisdiction and outreach materials; and
WHEREAS, the City of Port Arthur has received and reviewed qualification proposals
from five (5) marketing consulting firms concerning public awareness and advertising for F.O.G.
(Fats, Oils, and Grease) Program Initiative; and
WHEREAS, City Staff after reviewing the qualifications, and scores finds that Hoopla
Advertising, Inc., had the highest ranking and has been chosen to perform the Marketing and
Advertising Consulting Services for the F.O.G. Program Initiative; (See Exhibit "A"); and
P. R. No. 20736
03-12-19fr
Page 2 of 3
WHEREAS, Pursuant to Resolution No. 19-077, the City negotiated a cost of$35,800
plus three months of advertisement at a cost of$7,600 per month; and
WHEREAS, funds are budgeted and available for this Advertising and Consulting
Services in the Water Administration Division Account Number 410-1260-532.54-00.
NOW THEREFORE, BE IT RESOLVED BY CITY COUNCIL OF CITY
OF PORT ARTHUR:
THAT, the facts and opinions in the preamble are true and correct; and.
THAT, the City Manager of the City of Port Arthur is hereby authorized to execute a
contract on behalf of the City of Port Arthur with Hoopla Advertising, Inc. for Marketing
Consulting Services for the F.O.G. Program Initiative in the amount of$35,880 plus $7,600 per
month for three (3) months of advertisement for a total amount of$58,600, in substantially the
same form as attached hereto as Exhibit"B"; and,
THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City
Council.
CC�
READ, ADOPTED AND APPROVED THIS S day of �� , 2019
at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following
vote: -
AYES: Mayor LJ
Councilmembers97)-2..adjJ. Q/(d
,c-d-)&14
NOES: /�6YL .
P. R. No. 20736
03-12-19fr
Page 3 of 3
�.t
Derrick Frw
Mayor
ATTEST: APPROVED AS TO FORM:
/ 4 /-r-0,
Sherr :ellard ale '7 -no
City ecretary City • orney
A' 'ROVED FOR ADMINISTRATION:
Rebecca lidera,CPA
Interim City Manager
Donald Stanton
Interim Director of Water Utilities
(8.7b, h4/'.-
Clift.n Williams, CPPB
Purchasing Manager
APPROVED AS TO AVAILABILITY OF FUNDS:
Kandy Daniel
Inierim Director of Finance
CONTRACT FOR MARKETING CONSULTING SERVICES AND
FATS,OILS,GREASE INITIATIVE ADVERTISEMENT
THIS AGREEMENT,made this day of ,2019,
by and between the City of Port Arthur, a municipal corporation organized under the laws of the State of
Texas, hereinafter called "OWNER" or "CITY" and Hoopla Advertising herein acting by and through
hereinafter called"CONTRACTOR"
WITNESSETH: That for and in consideration of the payment terms,conditions and agreements set forth
herein,OWNER and CONTRACTOR agree as follows:
I. The term of this Contract shall be 12 weeks from start date on Notice to Proceed.
2. The Contractor will perform work as stated in the Contract Documents.
3. During the term of this Contract,the Contractor will furnish at his own expense all of the
materials, supplies,tools,equipment, labor and other services necessary to connection therewith,
excepting those supplies specifically not required of Contractor in the Specifications.
4. The CONTRACTOR agrees to perform all the work described in the proposal and contract
documents and to comply with the terms therein for the rates stated in the proposal $35,800 for
marketing consulting services plus$7,600 per month for three(3)months for advertisement for a
total amount of$58,600.00.
5. The term"Contract Documents"means and includes the following:
(A) Agreement
(B) General Information
(C) Specifications
(D)Rate Sheet
(E) Notice of Award
(F) Notice of Proceed
6. This Agreement shall be binding upon all parties hereto and their respective heirs,executors,
administrators,successors and assigns.
7. IN WITNESS WHEREOF,the parties hereto have executed,or caused to be executed by their
duly authorized officials,this Agreement in(2 copies)each of which shall be deemed an original
on the date first above written.
Signed on the 26 day of ArklAj 2019
ATTEST CITY OF PORT ARTHUR
Ac/90 4,oaL7 BY PtipW_c_0,.2tivd-C4-0
Sherri Bella) ity Secretary Harvey Robinson,Interim City Manager
Signed on the C 7 day of it/174 it" 2019
WITNESSED: HOOPLA ADVERTISING
BY f2a-ia
Print Name: Print Name: Z/36-2T r 476-
Title: Title: d Com/// /e