Agenda

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Item # 18.

Council Meeting

Meeting Date:	10/12/2021
Department:	Communications & Marketing
Pillars:	Optimize the Addison Brand
Milestones:	Continue development and implementation of the Long-Term Financial Plan

AGENDA CAPTION:

Consider Action on a Resolution Approving a Professional Consulting Agreement Between the Town of Addison and Sunwest Communications, Inc. for Public Relations Consulting Services and Authorizing the City Manager to Execute the Contract in an Amount Not to Exceed $90,000.

BACKGROUND:

The Town of Addison has contracted with Shiroma Southwest for more than 10 years to promote Addison’s Special Events. The last agency review was in 2014 and Shiroma was again awarded the contract. The contract Council approved with Shiroma in 2016 was for one year, with four one-year renewable terms. That contract expired September 30, 2021.

In July 2021, staff released a Request for Proposal (RFP) on Bid Sync. The current contract includes the following services: active, on-going participation in the Special Events planning process; development and execution of specific features for each event to maximize overall publicity value and build attendance; creation of a comprehensive media and publicity plan and execution strategy for each event; placement of all publicity including customized local, regional and national; drafting of all media materials; on-site coordination and field production of all TV and key print interview; coordination of all on-line media including the development and execution of blogger campaigns; media monitoring, documentation and analysis of all media exposure obtained for each event including calculations of impressions and assignment of media dollar values; creation of a summary recap for each event. The agency also assists with tourism-related public relations on an as-needed basis.

Addison received five responses to the RFP. These submittals were reviewed by a panel consisting of Special Events Director Jasmine Lee, Public Communications Director Mary Rosenbleeth, Marketing Specialist Amber Patterson, Tourism Coordinator Alisha Holmberg, and Purchasing Manager Wil Newcomer. After reviewing the responses and interviewing two firms, the panel agreed that Sunwest was the most qualified provider. Staff then created a detailed scope of services and financial arrangement with Sunwest Communications.

Shiroma Southwest merged with Sunwest in April 2021. While Mary Shiroma is now serving in an advisory role, the team managing Addison’s account are now working as part of Sunwest.

The Town’s budget for this service is $90,000 and is funded out of the hotel fund.

RECOMMENDATION:

Administration recommends approval.

Attachments
Resolution - Sunwest Communications Service Agreement