(16)AR 020508 TMG Communications

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In 2006, the City brought on TMC Communications, Inc. (TMG) to support in the development of an outreach strategy and to conduct the outreach campaign. TMG is best prepared to assist the City of Colton in completion of the public outreach campaign. In fact, much of the material is already designed and ready for introduction to the impacted businesses and residents. In order to maintain consistency in public outreach, Staff recommends an extension of TMG Communication's recently expired contract in order to allow them to continue with the same mode of outreach to publicize this open house as was used during previous open houses. The proposed term of TMG Communication's contract is for one month to allow them time to conduct the same kind of outreach for the February 13th meeting as was enacted at previous open houses. Outreach activity will include the cost of mailing invitations to all affected county pocket residents, maintenance and monitoring of the already established Annexation Hotline, and implementing automated calls to households in the county pocket areas inviting them to the February 13ffi meeting. Staff will also ensure that the mailed invitation will be available on the City's website under the established "Annexation" link on the City's homepage. Furthermore, the proposed amendment also retains the professional services of TMG Communications to complete and implement any follow-up tasks that result from the February 13ffi meeting. All outreach information will be made available in Spanish upon request and will be noted in Spanish on all printed material, information phone line greeting and on the Web site. TMG's proposal and draft Professional Services Agreement (Attachments A and B, respectively) also includes all development, logistics management and coordination services necessary to deliver the public outreach program for the February 13th meeting. FINANCIAL IMPACT: Funding for this activity was budgeted in the City Manager's Professional Services Account for FY 2007/08. The additional cost of the outreach is $5,728.72. ENVIRONMENTAL IMPACT: None CONFLICT OF INTEREST — Gift Disclosure Requirements TMG Communications, Inc. President: Aaron Knox Contact: Kristine Scott RECOMMENDATION: Staff recommends Council authorize the City Manager to execute a First Amendment to the City's existing standard Professional Services Agreement with TMG Communications, Inc., extending the term of the agreement to February 29, 2008; expand the scope of services; and increase the total compensation not to exceed five thousand seven hundred twenty eight dollars and seventy-two cents ($5,728.72)