Loading...
HomeMy WebLinkAboutAD07-049 - Change Order - #1 - The Fearey Group - Kent Events Center -Community Outreach & Public Relations - 06/29/2007 Records Ma,-o,..3,a" 3geme P KEN? - Document WA5H'.GTON _ a4a CONTRACT COVER SHEET This is to be completed by the Contract Manager prior to submission to City Clerks Office. All portions are to be completed, if you have questions, please contact Mary Simmons, City Clerks Office. Vendor Name: Contract Number: This is assigned by Mary ` Simmons Vendor Number: 1 Qc (� I -19 Project Name: L(PJ -Y�- C �� Contract Effective Date: __I 1 �� Contract Termination Date: t Z ?.JI 0-7 Contract Renewal Notice (Days): I v� Number of days required notice for termination or renewal or amendment Contract Manager: Department:AbT �. r i c - ADCL7832 07/02 3• 6- KENT WP5...GT.N Kent Events Center The Fearey Group Change Order No. One NAME OF CONTRACTOR, CONSULTANT, OR VENDOR: The Fearev Group ("Contractor") CONTRACT NAME & PROJECT NUMBER Kent Events Center Public Relations Consultant ORIGINAL CONTRACT DATE: This Change Order amends the above-referenced contract; all other provisions of the contract that are not inconsistent with this Change Order shall remain in effect. For valuable consideration and by mutual consent of the parties, the project contract is modified as follows: 1. Section I of the Agreement, entitled"Description of Work," is hereby modified as follows: Additional Public Relations services may become necessary to as provided within the Scope of Services and Cost Estimate, dated, attached and incorporated as Exhibit A. 2. The contract amount and time for performance provisions of Section II "Compensation," and Section III, "Time for Completion," are hereby modified as follows- Original Contract Sum, $65,000.00 including applicable alternates and WSST. Net Change by Previous Change Orders -0- (incl applicable WSST) Current Contract Amount $65,000 00 (incl. Previous Change Orders) Current Change Order $10,000.00 Applicable WSST Tax on this Change Order $-0- Revised Contract Sum $75,000 00 Original Time for Completion December 31, 2007 (Phase II Contract) (insert date) Revised Time for Completion under No change prior Change Orders (insert date) Days Required ± for this Change Order -0- calendar days Revised Time for Completion No change (insert date) Pursuant to Section F.Modification. No waiver, alteration, or modification of any of the provisions of this Agreement shall be binding unless in writing and signed by a duly authorized representative of the City and Consultant, entitled "Changes," of the Contract executed by the parties, the Contractor accepts all requirements of this Change Order by signing below Also, pursuant to the above-referenced contract, Contractor agrees to waive any protest it may have regarding this Change Order and acknowledges and accepts that this Change Order constitutes final settlement of all claims of any kind or nature arising from or connected with any work either covered or affected by this Change Order, including, without limitation, claims related to contract time, contract acceleration, onsite or home office overhead, or lost profits. The parties whose names appear below swear under penalty of perjury that they are authorized to enter into this contract modification, which is binding on the parties of this contract. 3. The Contractor will adjust the amount of its performance bond (if any) for this project to be consistent with the revised contract sum shown in section 2, above. IN WITNESS, the parties below have executed this Agreement, which will become effective on the last date written below. CONTRAC CITY OF KENT: By: By: S:z2r�_ Zr- (sign, re (signatu eJ Its e. u Print Name: Its ItS ci�Q1� r MA1 77t1e) Tale) Date: 6 a f G 7 DATE: (��2I �D? APPROVED AS TO FORM: Kent Law Department Contract Modification No.2Fearey Change Order#1 -2OF2 THE FEAREYGROUP The City Of Kent 00 Ben Wolters 2�O Fourth Avenue South Kent,WA 98032 June 12,2007 Dear Ben Additional services of up to 510,000 were required to execute Phase Two of I lie Fearcy Group's public relations contract with the city of Kent Sin Y, I Natalie Quick Sr,Vice President and Director, Public Affairs The Fearey Group A Public Relations Phase II Plan for The City of Kent Event Center January 5, 2007 1 Tr,E FE `EY GkVu1' Situation Overview - Phase II The city of Kent is considering building a 6,500-seat events center within close proximity to Kent Station and other local amenities The anchor tenant for the event center will be the Seattle Thunderbirds There will also be meeting space as well as additional concerts and year-round attractions that will help make the center a cultural magnet for the city While the project is still in early design, it is likely a multi-million dollar project, with 80 percent funded by local bonds. The city is hoping to secure the remaining 20 percent from the state Work will need to be done to ensure this is a priority during the 2007 legislative session Just as Kent Station was critical for the economic and cultural advancement of the city of Kent, this event center will have a similar positive impact and will help move city of Kent one giant step closer to becoming a major economic player in the region. The project is off to a positive start and has been well-received by the community after a series of early outreach meetings with the North Park neighborhood and broader community Concerns focused around replacing the existing ballfields and traffic A transportation forum will be held in January to continue a more in-depth dialogue with the community on this topic To help keep the public informed and consistently updated, a project web site launched that enables the community to stay updated on EIS information, project photos, news stones and other project updates Initial media response has also been positive. From a financial perspective, the events center is one of the smaller state-level requests and has been viewed as an asset for the city and the region As a Seattle Times editorial stated, "The arena is another piece of Kent's surge— a surge that has transformed the once-sleepy blue-collar city into an important regional player" Finally, initial conversations around state funding have been productive Meetings with the Governor yielded an initial $3 million in her draft budget for this year Commitments to funding the entire $10 million over time were also received favorably The next challenge will be ensuring legislative support as a complex session unfolds In December, Kent City Council received a pivotal project briefing from city staff and decided to continue moving forward with design and the EIS process The next check in with council will likely occur in first quarter 2007 with a vote to build the events center occurring in the spring The communications and outreach focus must now shift to supporting legislative funding efforts, continuing community outreach and communication and supporting the EIS process 2 Goal • To help the city of Kent continue to successfully move through the due diligence and planning for a 6,500-seat evert center. Objectives • Use the communications and outreach process to help ensure the project stays on time and on budget • Help ensure the economic and quality of life benefits surrounding the new event center are communicated to all target audiences Keep community members informed and engaged during the event center process. Help support legislative funding efforts Target Audiences • Neighbors in North Park and other areas surrounding the proposed project site • Citizen's Advisory Committee members • Kent Mayor and City Councilmembers King County Executive and King County Councilmembers • State elected officials and staff, as well as other key leaders • Business community and civic leaders • Seattle Thunderbirds and other groups that are key tenants for the projects • Thunderbirds fans and season ticket holders • Potential visitors to the event center from around the Puget Sound region • Organizations and associations that could be potential users (i a car shows, monster truck shows, dog shows) Strategies • Develop and update project messaging as needed that positively positions the project with all audiences • Support the City's efforts as needed to secure state funding for the project • Provide media relations support and counsel as it relates to public elements of the project schedule • Hold a transportation forum that effectively engages the community in a dialogue about their transportation concerns surrounding the events center • Continue a community information program that is closely tied to the project schedule and keeps the community informed and engaged prior to all key milestones and decision points • Work to identify potential community concerns and issues early and develop solutions to help mitigate them • Set strategy and help coordinate/facilitate communication needed to support the EIS schedule . • Work with the City to develop and implement recurring project updates to the community via print and/or electronic mediums • Help organize briefings and develop communication materials for the City of Kent to use with external presentations as needed • Work with the Thunderbirds' marketing team to ensure external communications are seamless and coordinated 3 Tactics & Timelines The following tactics corresponding timeline are based on the current protect schedule This element of the plan will need to be updated as the protect evolves and new information is known Protect timelines will !ikely also ;,hange as the protect progresses. FEBRUARY 2007 Strategy & Messaging • Receive approval on project messaging • Update protect overview/fact sheet, timeline, PowerPoint presentation, Frequently Asked Questions, visuals, etc. as needed • Work with the city on ongoing protect challenges as needed This could include parking, ball fields, etc Community Information Program • Continue working with the city of Kent to develop a protect outreach database that includes key neighborhoods, community leaders and Citizen's Advisory Committee members • Develop a plan and secure date for the transportation forum Draft new communication materials and messaging to support this plan as needed • Secure dates with Kent Chamber, Rotary and other civic groups to begin early discussions about site plan, project cost and next steps • Continue updating community information page on city of Kent website. This should include protect updates, new information, milestones, visuals and next steps • Review artists' renderings for external use EIS Communications Support • Help organize community elements of DEIS issuance and public meeting and comment period • Work with team on potential environmental challenges and help develop communications solutions Media Support • Set up reporter background briefings on the events center (prior to cost estimate completion • Work with city to announce general contractor selection (January 16' ) Legislative Support • Develop and begin implementing strategy for communicating project support to key state elected officials • Review option of polling 4 M Tactics & Timelines — cont. MARCH 00 Strate & Messaging • Update messaging and communication materials as design reaches 60% completion and as community feedback is received Also update with noise/light information/transportation analysis information • Work with the city on ongoing project challenges as needed This could include parking, ball fields, etc Community Information Program Continue dialogue with North Park neighbors through 60% design and in advance of DEIS comment period • Develop plan to update the Kent community through small group meetings at 60% design and as noise/light/transportation analysis is complete. • Develop plan to update community through small group meetings at 60% design and in advance of DEIS comment period Continue updating community website with new information as it becomes available • Update civic groups such as Kent Chamber, Rotary as needed EIS Communication Support Help organize community elements of DEIS issuance and public meeting and comment period Media Support Provide counsel to team in preparing for likely media coverage following issuance of DEIS Legislative Support Continue work with the city and external team on state financing component Events • Develop plan for a spring community groundbreaking celebration I� 5 v ' Tactics & Timelines — coat. APRIL 00 A`�'�lb �i,?kt,�F'�+'.'�C .7�.rY�nb^t��3S^*��.'eCv. Vra;,.'$4vi:'zr.*rarw..""s"-s1::r�.rt*;a;a,eey:zh�;ira�+a..,�,.rAr�wa.-s�v�a.{,�rrr r T• _ Strategy & Messaging • Update messaging and communication materials as design reaches 100% completion and as community feedback is received • Work with the city on ongoing project challenges as needed This could include parking, ball fields, etc Community Information Program • Continue dialogue with North Park neighbors and the larger community as new information becomes available. • Develop plan to update community through small group meetings (if needed) at 100% design and in advance of DEIS comment period Continue updating community website with new information as it becomes available • Update civic groups such as Kent Chamber, Rotary as needed • Coordinate outreach to Kent area third party organizations EIS Communication Support • Help with strategy and community elements of FEIS issuance in May. Media Support • Conduct media briefings prior to 100% design • Provide counsel to team in preparing for likely media coverage following issuance of FEIS Legislative Support • Continue work with the city and external team on state financing component Events • Develop plan for a spring community groundbreaking celebration • Develop plan for and execute April 4 press event to announce naming of the KEC 6 Tactics & Timelines — count. 2007 Strategy & Messaging • Update messaging and communication materials as early May deadline for ordering materials is reached • Work with the city on ongoing project challenges as needed This could include parking, ball fields, FEIS issues, etc Community Information Program • Continue dialogue with North Park neighbors and other community groups • Continue to update civic groups such as Kent Chamber, Rotary as needed • Coordinate outreach to Kent area third party organizations EIS Communication Support • Help with strategy and community elements of FEIS issuance Ma Media Support • Provide counsel to team in preparing for likely media coverage following issuance of FEIS • Provide counsel to team in advance and following the May City Council meeting, assess media strategy and coordinate outreach as needed Legislative Support • Determine strategy for support depending on outcome of legislative session Events • Finalize plan for a community groundbreaking celebration 7