HomeMy WebLinkAbout2024-135FIRST AMENDMENT TO AGREEMENT
FOR UTILITY SERVICES COMPREHENSIVE RATE STUDY
This First Amendment to that certain Agreement to provide Utility Services
Comprehensive Rate Study is entered into effective as of June 18, 2024, by and between Indian
River County, a political subdivision of the State of Florida ("County") and Stantec Consulting
Services, Inc. ("Consultant").
BACKGROUND RECITALS
WHEREAS, the County and the Consultant entered into an Agreement for Utility Services
Comprehensive Rate Study effective November 7, 2023; and
WHEREAS, the parties desire to amend the Scope of Services detailed in the Request for
Proposals to include marketing services to assist with the communication of the rate study results to
the Departments' customers; and
WHEREAS, the parties desire to amend Exhibit 1 — Scope of Services and Not to Exceed Fee;
and
NOW, THEREFORE, in consideration of the foregoing, and other good and valuable
consideration, the receipt and sufficiency of which are hereby acknowledged, the County and the
Contractor agree as follows:
1. The background recitals are true and correct and form a material part of this First Amendment.
2. Study Requirements in the Scope of Services portion of the Request for Proposals is modified as
follows:
1. Awarded services to include the design and production of planning, presentation, and
communications materials, as well as web site development services.
3. Exhibit I Pricing is amended to reflect new pricing and is attached to this Amendment.
4. All other terms and provisions of the Agreement shall be unchanged and remain in full force and
effect.
IN WITNESS WHEREOF, the parties have caused this First Amendment to be executed effective
the day and year first set forth above.
Stantec Consulting Services, Inc. INDIAN RIVER COUNTY, FLORID ,� t ,��M!`�M!ss�•..
BOARD OF COUNTY CO SLE
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Printed name: ��/-t��� t�j1 ley, y sanAdams, C auman
Title: tl,ee. L'�.ts,c( �•, �- '9l%;�, ll�n`S.�` ��;:
Attest: an L. Butler, Clerk of C' u'
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(Corporate Seal) And Comptroller
Date: �� % 12Y By. ,
DepAty C rk
Appr e
JM A. Titk nich, Jr. County Administrator
Approved as to form and legal sufficie
_William K. DeT3raal, County Attorney
(3 Stantec
Scope of Services
TASK 1- WRITTEN COMMUNICATIONS PLAN
A written communications plan is a key component of successful engagement and is the framework from which
the project team will operate. The plan has multiple facets, each of which is arrived at through a collaborative
effort between the County's project team and Stantec. Due to the shorter engagement period associated with
the project, this effort will result in a summary style plan, consisting of 4-5 pages as outlined below:
• Stakeholder Mapping (to be provided by the County)
• Key Messaging (4-5 key messages that address the 'what, 'why' and 'when' of the rate study)
• Outreach strategy, including identifying the tools to be used and the timing of each to maximize reach
within budget and time allowed.
• Outreach schedule, which will build off the schedule for considering identified rate increases, ensuring
that stakeholder touchpoints are in alignment with the key milestone dates.
The development of the communications plan in iterative in nature and will require 2 virtual meetings, to
develop and review drafts of the items outlined above.
TASK 2 - CORE OUTREACH TEAM COORDINATION
To best serve the project, a core outreach team should be developed that includes key members of the County
staff as well as the Stantec rate study and public engagement specialists. Others may be added or participate
periodically, but the core group of 6-8 individuals will typically engage on a one-hour scheduled call every other
week for the duration of the effort until rate adjustments are formally considered to coordinate action items,
discuss issues/feedback, and evaluate/review progress on the various engagement tools. The estimated hours
and fees included herein assume a twice a month calls for a period of 4 months.
TASK 3 — WEBSITE DEVELOPMENT
The development of a focused website is key to establishing a communication portal with stakeholders for
information about the utility and the rate study. Efforts are made to drive as much communication as possible
to and through the website for utility information, rate study updates, schedule, and to function as a repository
for questions and comments. These questions and comments will be sent to a web -based e-mail address and
then forwarded automatically to an e-mail address of the County's choosing for cataloguing and responses.
It is recommended that the website utilize a vanity URL that can outlast the project so the site can used if
desired as a future reporting tool on the success of the program and proactive communications about Indian
River County Utilities Department and future rate reviews/updates.
The site will be designed using a service such as Squarespace or GoDaddy and will be hosted on a third -party
server. Once created, the URL and the website will belong to the County. Upon initial development, once a
month updates to the website are included in the estimated fee for a period of up to 4 months. However,
domain name costs and web services costs (estimated at $1,500 / year) will be the responsibility of the County.
777 S Harbour Island Boulevard, Suite 600 • Tampa, Florida 33602-5729 . Phone (904) 631-5109
Purge 2
® Stantec
TASK 4 — ROADSHOW PRESENTATION
Many times, the most effective means of communicating with stakeholders is to meet them 'where they are'
One effective tool to do this is to prepare a short, 5 -10 -minute core presentation, such as a narrated
PowerPoint played as a video, which conveys the major rate study elements, including key messages,
milestones, schedule, and helps stakeholders understand where they can get additional information. While this
presentation is expected to be given by County staff to various groups, Stantec will help develop the
presentation, review and guide the narration script, and even provide narration if desired. This same
presentation can be used to facilitate community roundtables as well.
TASK 5 — COLLATERAL MATERIALS
Every public engagement plan benefits from consistent messaging and the use of appropriate collateral
materials that can help reduce complex matters to understandable and consumable language. Each piece of
material should contain consistent branding with the website, using County -approved colors and logos.
Working with the County, the following one-page fact sheets will be developed with suitable graphics and text:
a. Summary fact sheet about the rate study with a QR code that links to the website.
b. FAQ's, limited to five questions intended to address the 'what,' 'why' and 'when' of the study.
c. One page talking points sheet for customer service, addressing potential customer questions, and
directing them as appropriate.
d. Business card sized collateral item with QR code for website.
ESTIMATED HOURS & FEE BY TASK
Based upon the tasks as described herein, the anticipated resource distribution and level of effort needed to
complete each task, and the hourly rates from the consulting agreement for the rate study, we have prepared
an estimate of the cost of each task as shown below. As such, we would propose to provide the requested
public engagement services on a time and material basis for a not to exceed amount of $35,000.
k 1 Written Communications Plan
2
1
16
2
3
0
24 $
k 2 Core Outreach Team Coordination
8
0
8
0
0
2
18 $
k 3 Website Development
2
2
18
24
26
9
81 $1
k 4 Roadshow Presentation
4
1
6
0
1
2
14 $
k 5 Collateral Materials
3
3
10
6
4
0
26 $
777 S Harbour Island Boulevard, Suite 600 • Tampa, Florida 33602-5729 . Phone (904) 631-5109
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® Stantec