Title
Staff Report for a City of San Leandro City Council Resolution to Approve and Authorize the City Manager to Execute an Amendment to the Consulting Services Agreement with SAE Communications to Provide Emergency, Disaster and Crisis related Communications Services
Staffreport
SUMMARY AND RECOMMENDATIONS
SAE Communications (SAE) is currently under a $49,800 contract to develop a citywide strategic communications plan. The proposed contract amendment would add an additional $25,000 for the development of an emergency public information plan for the entire city. The plan will include: providing strategic counsel, writing communications strategic plans, preparing a communications plan, conducting communications training, and being readily available - in person or virtually - to assist when emergencies or disasters occur.
BACKGROUND AND ANALYSIS
The City of San Leandro does not currently have access to third-party support in assisting with external communications when emergencies or disasters occur. Given the realities of modern life in the 21st century including the 24/7 news cycle, active public presence on social media, and our desire to communicate transparently with the community, it is considered a best practice for municipalities to receive strategic counsel from outside objective communications professionals during emergencies or disasters.
SAE is already under City contract to develop a citywide strategic communications plan. The amount of that existing consulting services agreement is $49,800. The plan will provide comprehensive communications recommendations on how the City communicates with City employees and residents. The proposed contract amendment would add an additional $25,000 for the development of an emergency public information plan for the entire city. The emergency communications services agreement that is recommended to be added to the existing contract will complement SAE’s current work on the citywide strategic communications plan. The contract would be structured as a not-to-exceed amount of funding that could be drawn down on an as-needed basis.
SAE has broad experience providing strategic counsel for high-profile municipal confidence issues while bringing a wide range of emergency management experience. SAE has provided communications counsel, media relations, and Joint Information Center (JIC) management for many of California's most challenging recent events. For example, SAE has supported various agencies in responding to the COVID-19 pandemic, support to the 2020 Santa Clara Unit Lightning Complex Fire, 2020 election security, 2019 Conception dive boat tragedy, 2018 Montecito debris flow, 2017 Thomas Fire, as well as mass shooting incidents and multiple oil spills, including spills off the Gaviota Coast in Santa Barbara County. SAE also advises on issues such as cyberattacks, Public Records Act response and First Amendment videography.
Proposed Scope of Work
If adopted, the proposed scope of work would include:
1) Communications Planning / Provide Strategic Counsel
• Meet with and/or teleconference with staff to understand scope of work
• Provide plans, analysis, and strategic counsel to staff
• Serve as on-call communications counsel
• Anticipate and address communications issues of importance to the City
2) Prepare Materials / Advise Upon Communications Tools/Methods
• Develop key messages, Q&A, talking points, opinion pieces, press releases, advisories, and other materials as advised/requested/required
• Assist with development of presentation materials
3) Media Relations
• Develop media strategy
• Produce/edit press releases and media advisories
• Conduct onsite key message development & delivery interview preparation and training sessions for key City staff and elected officials
• Provide preparation/support prior to significant interview opportunities
• Monitor media coverage and provide input/follow-up as directed and as appropriate
• Advise on media relations/pitching opportunities
4) Community Relations
• Collaborate on community relations needs
• Prepare FAQs, community letters, etc. for public dissemination
• Advise on community relations opportunities
• Research relationships with community organizations and advice regarding engagement
5) Social Media Strategy, Content
• Collaborate on social media strategy
• Advise on social media content
• Prepare content as needed
6) Internal City Communications
• Recommend outreach program to reach all City employees
• Collaborate on materials for dissemination to internal audiences
Fiscal Impacts
This proposed amendment includes a not-to-exceed amount of $25,000. Sufficient funds are available in the adopted FY 2021-2022 citywide budget in account: 010-14-015-5120
Attachments to Staff Report
• Proposed Amendment to Consulting Services Agreement
• Proposed Scope of Services
PREPARED BY: Paul Sanftner, Communications and Community Relations Manager, City Manager’s Office