HomeMy WebLinkAboutResolutions - 1990.12.13 - 18247Miscellaneous Resolution # 90298 December 13, 1990
BY: Larry Crake, Chairperson
Planning & Building Committee
IN RE: Oakland County Solid Waste Management System
Public Information and Education Program - Contract -
Stone, August, Baker
To the Oakland County Board of Commissioners
Mr. Chairperson, Ladies and Gentlemen:
WHEREAS, an important beginning element of the proposed
Oakland County Solid Waste Management System is the provision of
public information and education services to insure that all
Oakland County residents, persons employed in the County's many
commercial and industrial businesses, and the many governmental
leaders are fully aware of the benefits of the System; and
WHEREAS, a Committee composed of representatives of the
Planning and Building Committee, the Finance Committee and the
Executive's staff have issued Requests for Proposals, have received
and analyzed the proposals, have interviewed the top three firms
and have recommended that the firm of Stone, August and Baker be
retained to provide information and education services for the
Oakland County Solid Waste Management System; and
WHEREAS, a work plan and project cost estimate have been
prepared, which are detailed in the attachments and proposed
contract, which show that over the next 42 months, a massive effort
should be put forth at an estimated total cost of $1,099,400; and
WHEREAS, the first major steps in launching such a program
involve measurement of public opinion and attitudes, following
which a detailed information and education program can be
developed; and during the early months of 1991, much assistance is
necessary as Phase I of the Solid Waste Management System is
solidified and begun (all at an estimated cost of $159,900); and
WHEREAS, after completion of the detailed information and
education Plan, the remainder of the program will be fully
developed and cost estimates for the on-going elements of the
project revised.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of
Commissioner does herewith approve of a contract with the firm of
Stone, August, and Baker in the total amount not to exceed $159,900
for Part I (Plan Development) and Part II, Phase I (Initial System
Development); and
BE IT FURTHER RESOLVED that additional funds for the on-going
effort will be requested only after completion of Part I (Plan
Development) and a presentation of the detailed results to the
Planning and Building Committee and after the Planning & Building
Committee and the Finance Committee make their recommendation to
the full Board of Commissioners; and
BE IT FINALLY RESOLVED that the Chairman of the Board of
Commissioners and the County Executive are herewith authorized to
sign the contract documents on behalf of the County.
Mr. Chairperson, on behalf of the Planning & Building
Committee, I move the adoption of the foregoing resolution.
f„--1:arry C ake, Chairperson
I/ Planning & Building Committee
I 77::PpOVE;HE FOREGOING RESOLUTION
ounty Exe9titi
Zt2
ate
December 13, 1990
FISCAL NOTE (Misc. 90298)
BY: FINANCE COMMITTEE, DR. G. WILLIAM CADDELL, CHAIRPERSON
IN RE: OAKLAND COUNTY SOLID
AND EDUCATION PROGRAM
WASTE MANAGEMENT SYSTEM PUBLIC INFORMATION
- CONTRACT - STONE, AUGUST, BAKER
TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Mr. Chairperson, Ladies and Gentlemen:
Pursuant to Rule XI-G of this Board, the Finance Committee has
reviewed the above named Resolution and finds:
1) A selection committee analyzed proposals, interviewed firms and
recommended Stone, August, Baker to perform information and
educational services;
2) A work plan with cost estimates through June, 1994 has been
developed with a total cost of $1,099,400 as described in
Attachment A of the contract;
3) The contract limits efforts to $159,900 which supports Part I and
Part II-Phase I efforts;
4) Part I scope of work is the research project to develop the
program which effectively meets the county's needs and Part II
Phase I is the first part of the program to support the county's
"Reduce First" program and inform the citizens of the county's
solid waste program;
5) The contract has been approved consistent with the
Contract/Program Review Policy;
6) Funds in the amount of $159,900 are available in the Solid Waste
Management Professional Services line item, which should be
transferred to the Educational Services line item;
7) These funds are recoverable from the sale of Solid Waste Bonds;
8) The attached contract is recommended in an amount not to exceed
$159,900 and the Budget is amended as follows:
Number
4-83300-101-01-00-3128
4-83300-101-01-00-3324
Name Amount
Solid Waste- Professional Services $(159,900)
Solid Waste- Educational Services 159,900
Total
FINANCE COMMITTEE
dq7/no9070fn
Resolution # 90298 December 13, 1990
Moved by Crake supported by Johnson the resolution be adopted.
Moved by Aaron supported by Ferrens the resolution be amended by
deleting the 3rd WHEREAS paragraph.
A sufficient majority having voted therefor, the amendment carried.
Vote on resolution, as amended:
AYES: Pappageorge, Pernick, Price, Rewold, Skarritt, Caddell, Calandro,
Crake, Ferrens, Huntoon, Jensen, Johnson, R. Kuhn, Luxon, McConnell, Moffitt. (16)
NAYS: Aaron, Gosling, Law, McCulloch, McPherson, Olsen. (6)
A sufficient majority having voted therefor, the resolution, as amended
was adopted.
STATE OF MICHIGAN)
COUNTY OF OAKLAND
I, Lynn D. Allen, Clerk of the County of Oakland, do hereby certify that the foregoing
resolution is a true and accurate copy of a resolution adopted by the Oakland County
Board of Commissioners on December 13, 1990
with the original record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set Iny hand and affixed the seal of the County
of Oakland at Pontiac, Michigan this 13th day of... _ilgceMDleal6/422(......1,9 911._
Ott. ....4.,,—,. ,i.....).. .. .
-- Lyn/. Allen, County Clerk
1301 WEST LONG LAKE ROAD
SUITE 350
TROY, MICHIGAN 48099
(313) 641-0400
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STONE AUGUST BAKER PUBLIC
RELATIONS
A Detailed Proposal For
OAKLAND COUNTY SOLID WASTE MANAGEMENT SYSTEM
PUBLIC INFORMATION AND EDUCATION PROGRAM
November 29, 1990
-/ z
STONE,
AUGUST
BAKER
COMMUNICATIONS
COMPANIES
STONE. AUGUST & COMPANY
R.J. BAKER ADVERTISING
THE STRATEGY COMPANY
H.G PRODUCTIONS
A MEMBER OF
THE AMERICAN ASSOCIATIONS
OF ADVERTISING AGENCIES
Page 2
Based on our discussion of prevailing attitudes and experience
with the subject areas, we believe we should sample four distinct
areas within the county (see attached map) in a way that will
enable us to talk about the similarities and differences between
these areas.
Once we have the research in hand we can develop a specific
communications plan. This plan will contain the following
sections:
1. SITUATION ANALYSIS: A detailed discussion of the
situation including the key findings of the research,
activity timetables, anticipated opposition activities
and other information which will affect the plan and
the development of the program.
2. OBjECTIVES: A clear statement of what it is we want
to accomplish in terms of building awareness and
understanding, changing preconceptions, building
consensus and gaining citizen support for the County's
Solid Waste Management Plan.
Page 3
3. STRATEGIES: A series of approaches to accomplish the
objectives based on the facts and understanding from
the situation analysis. This is a joint effort of
representatives of all the communications disciplines
in out company and, we believe, is a crucial creative
element in developing the most effective program
possible.
4. TACTICS: The layout of specific programs and
activities that carry out the strategies. This will
involve a description of tactical programs including
press relations, advertising, literature, outreach,
community relations, consensus building, etc.
5. ACTION PLAN: A timetable, budget and schedules of
activities that will delineate who does what, when,
through what approval process, where and so on.
Page 4
6. EVALUATION: This final section spells out the
activity involved in monitoring and measuring the
progress toward the objectives. Because we are
starting the project with a very replicable piece of
research, we'll be able to carry forward this
evaluation process with some accuracy. In turn, this
will help to monitor the value the County gets for its
money as well as helping us to all work together to
keep the program moving forward in the most effective
way possible.
2. Timetable and Budget:
A. Research Phase T: Four focus groups with randomly
selected participants. One group from each of the four
geographic areas described by the Oakland County
Department of Solid Waste Management.
Page 5
B. Research Phase II: 600 telephone interviews (150 in
each area)
Timetable: 9 weeks
Budget: Outside costs $42,250
Time $ 6,250
$48,500 Total:
C. Plan Development:
Timetable: 3 weeks
Budget: Time $12,000
Materials $ 1,400
Total $13,400
$61,900
Page 6
Part II Communications Program
Subject to revision based on the results of the surveys to be
conducted, we anticipate that the following actions will be
required during the two phases of activity leading to the final
implementation of Oakland County's Solid Waste Plan as amended.
PHASE 1
Objectives -
Commitment by municipalities of 1,000 tons of waste per day.
Gain public support for an initial bond issue.
Begin public education program toward "Reduce First."
Principal effort will be directed within a very short time span -
beginning even before the research phase is complete - toward
reaching municipal officials and local newspaper editorial
writers. The objective is to gain their support for the
commitment by a sufficient number of communities to guarantee
that at least 1,000 tons per day of municipal solid waste will be
committed to achieve ilimiligrOm Oakland County's Solid Waste system
goals. That target is expected to be reached by March 1, 1991,
or at such time as sufficient municipal commitment has been
attained.
Page 7
To be undertaken in support of this are:
o Editorial briefings
o Development of fact sheets
o Direct mail to community leaders
o Background information regarding waste problems and
practical solutions
o Letters to editors
o Op-ed articles
An overlapping effort will be to secure public recognition of the
need for - and the advantages to be gained from - the timely
issuance of limited tax general obligation bonds to underwrite
the initial costs of Oakland County's Waste Reduction Program
(the payback to be financed through tipping fees and the sale of
recovered materials).
This will be accomplished through continued contact with the
print media, plus an aggressive effort to place speakers before a
great number of diverse groups. In addition, we shall determine
the desirability of creating an extensive information kit and a
videotape presentation that can be used also as a tool on cable
television.
Page 8
While this phase of our activity is targeted to an interim date
of May 10, 1991, an on-going effort will be initiated that will
continue thereafter to educate the people of Oakland County
regarding:
o The advantages to individuals, the community, the nation
and the Earth to be gained through citizen efforts to
separate waste material at the source
o Reducing the requirements for landfill space within
Oakland County
o Saving huge sums that otherwise would be spent to
transport and deposit wastes elsewhere.
This activity will encompass a vast array of public and community
relations and other communication initiatives including but not
limited to:
o News releases
o Printed materials ranging from informational booklets for
adults and students
o Selected special events at various public centers around
the County
o Community Advisory Boards
Page 9
o Support services for the periodic newsletter
o Additional promotional activities to foster corporate
involvement
o Multi-media advertising effort that will incorporate
outdoor displays and other approaches.
Estimated time required 550 Hours
Anticipated cost including collateral $ 98,000
Page 10
PHASE 2
Objectives:
Achieving commitment of 2,000 tons per day of municipal solid
waste, and development of the proposed incinerator.
The result of this phase would be to involve virtually all 61
municipalities in Oakland County in a continuous effort to:
o Source separate and recover waste material
o Reduce the volume of the remaining waste through a waste
to energy (WTE) effort conducted at the yet-to-be-built
Auburn Hills WTE site.
Achieving those results would require:
o Commitment of at least 2,000 tons per day of waste from
communities within the county
o Undertaking a second bond issue
o Extensive citizen cooperation.
We anticipate attaining those goals will be a function of an
intensified effort incorporating all that has been undertaken
during Phase 1, plus additional innovations such as:
Page 11
o Series of executive briefings for governmental and
industrial leaders
o Oakland County's own annual Earth Day observances and
other special events
o Working with local communities to have them establish
"block captains" who will be enlisted to encourage and
educate their neighbors regarding the value of
participation in Oakland County's Reduce First
movement.
While the WTE facility is expected to be completed sometime in
1994, the educational process should not cease at that point.
However, for budgeting purposes, we are using the arbitrary cut-
off date of June 30, 1994.
Page 12
The research to be developed under Part I, and the Plan that
follows, which will be based on that research, will direct the
advertising and other collateral activity. The amount suggested
below is subject to revision dependent upon the levels of
advertising needed to help accomplish the goals of this effort,
and may be considerably higher than indicated.
3,700 Hours Estimated time required
Estimated cost including media
advertising and collateral
Projected Timetable
Phase 1 Date of approval - May 10, 1991
Phase 2 May 11, 1991 - June 30, 1994
$939,500
Attachment 1
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TOWNSHIP
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MICHIGAN
Oahland Cicn,nty Planning Chinsion
NOVtMat R 1111A
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•
COMMUNICATION CONSULTING AGREEMENT
This Agreement is made this day of
199 , by and between STONE, AUGUST, BAKER COMMUNICATIONS
COMPANIES, 1301 West Long Lake Road, Troy, Michigan 48098, a
Michigan corporation, hereinafter referred to as CONTRACTOR, and
the COUNTY OF OAKLAND, 1200 North Telegraph Road, Pontiac,
Michigan 48341-1043, a Michigan constitutional corporation,
hereinafter referred to as CLIENT.
IT IS AGREED:
For and in consideration of the sum of the payments of
the amounts hereinafter specified, the part ies agree as follows:
1. Employment: CLIENT agrees to retain and employ
CONTRACTOR as communication managers and counselors commencing
, 199_.
2. Acceptance: CONTRACTOR accepts such employment
and retention and agrees to perform the services of communication
managers and counselors advising CLIENT on its communication
management and counseling needs as set forth below.
3. Time of Performance: This Agreement and
employment of CONTRACTOR shall commence on , 199 , •
•
•
• and shall continue unt i 1 ' the • work product is delivered to
CLIENT, or until termination by either party as provided by this
Agreement.
4. Professional Services: CONTRACTOR shall
provide professional communication services to CLIENT for the
Oakland County Solid Waste Management System implementation as
support ed by resources provided by CLIENT. CONTRACTOR shall
perform professional services as detailed on Attachment "A".
5. Report Requirement s: CONTRACTOR shall report
to DANIEL T. MURPHY, County Executive, or his designee.
CLIENT shall report to
6. Compensation: CLIENT agrees to compensate
CONTRACTOR f or the professional services of its employees and
associates at the rate of $85.00 per hour. This rate shall not be
adjusted until January I, 1992. Thereafter, CONTRACTOR and
CLIENT may negotiate adjustment s to this rate. CONTRACTOR
agrees to keep accurate records for all time and expenses incurred
on behalf of CLIENT and submit bills to CLIENT, by task, along
with corresponding, itemized expense reports, on a monthly and
systematic basis. CLIENT reserves the right to approve those
individuals assigned to this project.
Services including, but not limited to, subcon-
tractor charges )1LIIP printing, engraving, photography, typesetting,
L 4
111 art work and layout, media ti'me a'nd space, and film and tape pro-
duction costs purchased by CONTRACTOR on behalf of CLIENT are
subject to a 17.65% administrative production services charge for
which CLIENT agrees to compensate CONTRACTOR. CONTRACTOR
shall provide copies of invoices to verify charges.
7. Expenses: In addition to any professional fees
and services, CLIENT shall reimburse CONTRACTOR for actual
reasonable expenses incurred in the performance of professional
services on behalf of CLIENT. Those expenses include, but are
not necessarily limited to, transportation in all forms, meal and
lodging expenses, telecommunication charges, copying charges,
postage, specialist consulting fees, and other direct expenses as
may be required. CONTRACTOR shall provide copies of invoices to
verify expenses.
8. Cost Limitation: The total accumulative profes-
sional fees, purchased services and expenses under this Agreement
shall not exceed One Hundred Fifty-Nine Thousand Nine Hundred
.
Dollars ($159,900). CONTRACTOR shall notify CLIENT approxi-
mately thirty (30) days prior to the time when the accumulative
professional fees, purchased services and expenses will equal One
Hundred Fifty-Nine Thousand Nine Hundred Dollars ($159,900).
9. Termination: Either party may terminate this
Agreement upon thirty (30) days' written notice to the other •
It •
411 party. CLIENT agrees to 'pay to CONTRACTOR professional fees
and services, expenses and other invoices of CONTRACTOR billed
or incurred as of the effective date of termination or incurred
after the date of termination as necessary for the orderly and
professional conclusion of the Agreement or work in progress at
the date of termination. CONTRACTOR agrees to deliver all work
product to CLIENT which has been completed as of the effective
date of termination upon payment as defined above.
10. Relationship of Parties: CONTRACTOR is
retained by CLIENT only for the purposes and to the extent
herein, and CONTRACTOR'S relationship during the period of this
Agreement to CLIENT shall be that of an independent contractor.
11. Waiver of Default: Failure of CONTRACTOR or
CLIENT to exercise any right under this Agreement shall not be
deemed a waiver of that right or any other right existing
hereunder.
12. Client Cooperation: CLIENT agrees to be
timely, reasonable and cooperative in its consultations, review
and considerations with CONTRACTOR.
•
13. Michigan Law: This Agreement and all actions
arising hereunder shall be governed by, subject to, and construed
according to the laws of the State of Michigan. •
14. Indemnify and Hold Harmless: CLIENT,, to the
extent permitted by law, shall and does hereby indemnify
CONTRACTOR against any damages, costs and expenses, including
actual attorney fees, incurred in defending any action or pro-
ceedings attributable to the negligent acts or omissions of
CLIENT, its of ficials or employees in connection with the
performance of this Agreement.
CONTRACTOR shall and does hereby indemnify
CLIENT against any damages, costs and expenses, including actual
attorney fees, incurred in defending any act ion or proceedings
attributable t o the negligent acts or omissions of CONTRACTOR
and its employees arising from its professional performance under
this Agreement. •
15. Insurance: CONTRACTOR agrees to obtain/main-
tamn the following insurance coverage:
Limits
A. Comprehensive General Liability $1,000,000 CSL
Broad Form Endorsement with the
following as minimum requirements:
1. Products and completed
operations;
2. Broad Form Property damage;
3. Premises/Operations;
4. Independent Contractors;
5. (Blanket) Broad Form Contractual;
6. Personal Injury - delete con-
tractual exclusion "A";
7. Additional Insured-Oakland County,
Oakland County Employees and
appointed and elected officials
and their agents.
• B. Worker's Compensation As required by law
Employer's Liability
I I, •
•
C. Automobile Liability, includ- $1,000,000 CSL
ing hired and leased vehicles,
owned and non-owned autos
No-Fault
*Combined Single Limit
16. Certificates of Insurance: CONTRACTOR agrees
to supply Certificates of Insurance and duplicate policies which
shall contain the following clauses:
A. "Any coverage afforded the County of Oakland
shall apply as primary and not excess to any
insurance issued in the name of the County of
Oakland, et al."
B. "The insurance company(s) issuing the policy or
policies shall have no recourse against the
County of Oakland for payment of any premiums
or for assessments under any form of policy."
C. "Any and all deductibles in the above described
insurance policies shall be assumed by and be
for the account of and at the sole risk of the
Contractor."
All Certificates are to provide thirty (30) days'
As required by law
written notice of material change or cancellation. Certificates
of Insurance must be provided no less than ten (10) working days
before commencement of work to the Risk Management Department.
Insurance carriers are subject to the approval of Oakland County.
Coverages and limits are also subject to the approval of Oakland
County as to conformity with contract requirements.
17. Entire Agreement: The foregoing contains the
entire Agreement of the parties hereto, and no modification
thereof shall be binding upon the parties unless the same is in •
..
I n It I,,
411 writing, signed by the respective .parties hereto.
IN WITNESS WHEREOF, we the undersigned have executed
this Agreement in duplicate the date and year so stated.
WITNESS: STONE, AUGUST, BAKER COMMUNICATIONS
COMPANIES, a Michigan corporation
By:
Its:
Date:
WITNESS: COUNTY OF OAKLAND, a Michigan
constitutional corporation •
By:
ROY REWOLD
Its: Chairperson, Board of
Commissioners
Date:
And
By:
DANIEL T. MURPHY
Its: County Executive
Date:
•