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Page 1 of 3 <br />Item #3 <br /> CITY COUNCIL AGENDA REPORT <br /> <br />September 16, 2025 <br />City Manager <br /> <br />TITLE: AUTHORIZE THE CITY MANAGER TO ENTER INTO A PROFESSIONAL <br />SERVICES AGREEMENT WITH ROJAS PUBLIC AFFAIRS FOR ON-CALL <br />COMMUNICATIONS SUPPORT IN THE AMOUNT NOT TO EXCEED $350,000 <br />FOR THREE YEARS <br /> <br />SUMMARY <br />The City has experienced an increase in communications needs, specifically for large-scale, <br />citywide projects. In July, staff advertised for general on-call communications support via a <br />Request for Proposals (RFP) and six general communications firms responded. Staff <br />recommends that the City Council award an on-call agreement to Rojas Public Affairs for a <br />not-to-exceed amount of $350,000 for a three-year term. No amount of money or work is <br />guaranteed, and work will be assigned based solely on recognized need. <br /> <br />RECOMMENDATION <br />Authorize the City Manager to enter into a professional services agreement with Rojas Public <br />Affairs for on-call communications support in the amount not to exceed $350,000 for three <br />years. <br /> <br />BACKGROUND <br />The City has experienced an increase in communications needs, specifically for large-scale, <br />citywide projects. In July, staff advertised for general on-call communications support via a <br />Request for Proposals (RFP). The types of services advertised in the RFP include, but are not <br />limited to: strategic communications planning and implementation, media relations and <br />training, branding, speechwriting, graphic design, photography, and videography. <br /> <br />These services will provide support for various City projects and initiatives. Since this is a <br />varied and ongoing need, the City has found the best mechanism to acquire these services is <br />through the use of an “on-call” agreement. <br /> <br />The RFP described the type of work needed, indicated that the City would be seeking multiple <br />firms to perform the work, and indicated the intention to enter into a three-year on-call <br />agreement with work assigned as needed. <br /> <br />DISCUSSION <br />The City has historically used consultants for larger-scale communications around specific <br />projects or topics, such as the Regional Groundwater Facilities Projects, water rate education, <br />strategic plan development, and budget engagement. Bundling this work into a single on-call <br />contract for as-needed work will enhance efficiency. While the dollar amount for this contract is <br />larger than previous project-specific contracts, the total is comparable to the multiple contracts <br />the City has entered into in the past. <br /> <br />Page 22 of 264