Agenda

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Item # 1.

Council Meeting

Meeting Date:	10/12/2021
Department:	Communications & Marketing
Pillars:	Optimize the Addison Brand
Milestones:	Promote and protect the Addison Way

AGENDA CAPTION:

Present and Discuss the New Crisis Communications Agency.

BACKGROUND:

The Town of Addison has outsourced its crisis communications efforts to GrayHairPR (GrayHair) since 2016. GrayHair's contract expired on September 30, 2021. Staff will introduce the Town's new crisis communications agency.

In July 2021, staff released a Request for Proposal (RFP) on BidSync for crisis communications services. The RFP included the services provided under the contract with GrayHair: responding to media inquiries concerning crisis communications issues, as well as other assignments (non-crisis and other matters); creating news releases and statements; and serving as spokesperson for Addison when called upon to do so. In addition to these services, the new RFP required that the contracted firm employ technology for social listening, data mining, and forecasting, as well as assist Town staff with social media communications during emergency situations.

Addison received six responses to the RFP. These submittals were reviewed by a panel consisting of Fire Chief David Jones, Police Chief Paul Spencer, Deputy Airport Director Darci Neuzil, Deputy City Manager John Crawford, Marketing Specialist Amber Patterson, Public Communications Director Mary Rosenbleeth, and Purchasing Manager Wil Newcomer. After reviewing the responses and interviewing three firms, the panel agreed to move forward defining a detailed scope of services and financial arrangement with Addison-based TruePoint Communications.

The Town’s current budget for this service is $4,000 per month and it is funded through Combined Services (75%) and the Airport Fund (25%). Unlike the agreement with GrayHair, TruePoint will bill Addison a set hourly rate for services rendered. Unless there is an extended emergency, Addison staff is confident that TruePoint will be able to deliver the requested services at or below the budgeted amount.

Because the contract is under the $50,000 threshold required for Council approval, the City Manager can execute it. However, staff wanted to introduce the TruePoint team to Council since they will be a potential resource for Council moving forward. Their contract began on October 1, 2021.

RECOMMENDATION:

Information only, no action required.