HomeMy WebLinkAbout11 Contract amendment with Pond Collective AGENDA ITEM #11
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Public Utility District
MEETING DATE: August 2, 2023
TO: Board of Directors
FROM: Steven Poncelet, Public Information Officer
SUBJECT: Consideration of a Contract Amendment with Pond Collective
APPROVED BY.
Brian C. Wright, General Manager
RECOMMENDATION:
Authorize the General Manager to execute an amendment to the contract with Pond
Collective to increase the amount by $12,500, for a new contract not to exceed amount
of$27,000.
BACKGROUND:
The District has a robust communications program that is integral to educating our
customers and community about the District's mission and helping with customer
engagement, program promotions, and calls to action. While staff play a lead role in
executing the District's communications plans, outside expert consultants are used to
support and enhance District efforts. This can include outside expertise in public
relations, marketing design, photography/videography, and digital media. These
professional services are procured through the District's standard procedures and
approval processes.
ANALYSIS AND BODY:
The District has consistently used outside marketing design consulting services to
support District communications and outreach. Marketing design consultants support
the creation of logos, brand images, marketing collateral, and other visuals that support
the District's messaging. The District's contract for 2023 marketing design was
awarded in December 2023 to Pond Collective for an amount not to exceed
$14,500. The contract was awarded under the authority of the General Manager and
was intended to cover the District's typical marketing design needs.
In addition to the above, the District in 2023 is undergoing a mid-cycle review of the
TDPUD Strategic Plan 2021-2024, along with the development and proposal of the
FY24 and FY25 budgets. The strategic plan review includes an update to the Board's
strategic initiatives, which were developed originally with significant community
engagement and input. Staff are again planning to engage our community in a
meaningful way to bring them into the mid-cycle review and to get input on existing,
revised, and new potential initiatives. To accomplish this, the District is planning a
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series (seven total) of 'Community Circle' meetings focused on our neighborhoods
across town. Key steps towards engaging the community, getting robust attendance at
the Community Circle meetings, and receiving meaningful input involve a
comprehensive marketing and outreach plan to raise awareness of the mid-cycle
review of the strategic plan/Community Circle meetings, educate on the past, present,
and potential future each initiative, and achieve robust attendance at each
meeting. This effort requires significant marketing design support for branding of the
Community Circles, creating compelling advertising and outreach materials, updating
the strategic plan website, and targeting the various neighborhoods around town.
In addition to the significant effort around the mid-cycle review of the strategic plan plus
community circle meetings, the District is also in 2023 developing and proposing the
FY24 and FY25 budgets. This process includes the development of an Electric Utility
Cost of Service Analysis and will be informed by the District's development of an
updated Greenhouse Gas (GHG) Inventory along with an Integrated Resource Plan
(IRP). As the District undergoes these efforts, it is imperative that our customers and
community are aware of our actions, understand our mission and how a public utility
operates, and have the information to understand our performance. A strong
communications and outreach effort is underway and will also require additional
marketing design consulting services.
GOALS AND OBJECTIVES:
District Code 1 .05.020 Objectives:
1. Responsibly serve the public.
District Code 1 .05.030 Goals:
3. Engage with our customers and communities in a welcoming and transparent way to
identify opportunities.
FISCAL IMPACT:
The current contract with Pond Communications for FY23 is not to exceed $14,500 and
is in the approved FY23 budget under 1/2.2.930.10.753. Staff are requesting an
additional $12,500 for a total not to exceed contract amount of $27,000. The approved
budget also includes $40,000 under 1/2.2.930.10.655 and Staff are forecasting excess
funds in this account at the end of the year to cover the additional $12,500.
ATTACHMENTS:
None
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