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The Board of Water Commissioners for the City of Detroit, Water and Sewerage Department authorizes the Director to approve DWSD Contract 6005348, a piggyback off City of Detroit Contract 6005209, for Media Strategy Planning and Buying (MSPB) services, with Emerald Media, LLC for a term of two (2) years and nine (9) months and a total contract not-to-exceed amount of $1,400,000. This also authorizes the Director to take such other action as may be necessary to accomplish the intent of this vote.
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Agenda of June 21, 2023
Item No. 2023-126
Contract No.: 6005348
Contractor: Emerald Media, LLC (DBB)
Address: 440 Burroughs, Suite 134, Detroit, MI, 48202
Proposed Contract Amount: $1,400,000.00
Proposed Current Contract Term: 7/1/23 - 4/17/26 (2 years 9 months)
TO: The Honorable
Board of Water Commissioners
City of Detroit, Michigan
FROM: Gary Brown, Director
Detroit Water and Sewerage Department
RE: Proposed Contract 6005348
To buy and place Media including Billboards, Radio and Print for Public Affairs
Emerald Media, LLC
MOTION
Upon recommendation of Marqaicha Welch, Procurement Manager, the Board of Water Commissioners for the City of Detroit, Water and Sewerage Department, authorizes the Director to approve DWSD Contract 6005348, a piggyback off City of Detroit Contract 6005209, for Media Strategy Planning and Buying (MSPB) services, with Emerald Media, LLC for a term of two (2) years and nine (9) months and a total contract not-to-exceed amount of $1,400,000. This also authorizes the Director to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND / JUSTIFICATION
Since February 2018, DWSD has annually budgeted for a media buy to educate customers and stakeholders on water and sewer programs, bill assistance, system upgrades, and other department information to complement multi-faceted marketing information campaigns. The media buy has included the cost to secure advertising placement on radio, television, GSTV (gas station pumps) and streaming services. This is coordinated strategically at the advisement of the PR and Marketing Services contractor under the leadership of the DWSD Public Affairs Director with approval from the DWSD Director. The message and audience are chosen specific to each campaign strategy. The content is either produced by the PR and Marketing Services contractor or in-house at DWSD. DWSD is now aligning with the City’s media buyer in order to reduce costs, thus increasing the placement of advertising, and also to avoid competing with other City advertising initiatives. The $700,000.00 media buying services specific to DWSD through Emerald Media will be for FY24 and FY25 for a total of $1,400,000.00 and will piggyback the existing City contract with the vendor.
PROCUREMENT METHOD
DWSD Public Affairs Department is requesting to piggyback off an existing City of Detroit contract 6005209. The Office of Contracting and Procurement issued a Request for Proposals (RFP) #183082 for a Media Strategist for Planning and Buying. The award to the lowest equalized bidder, Emerald Media, was approved by City Council on 5/16/23. This vendor has CRIO certifications as a Detroit Based Business, Detroit Small Business and Women-Owned Business.
The Vendor has agreed to the request to piggyback off the City’s contract and also confirmed that the DWSD work will not significantly change, alter or remove from their ability to provide services to the City of Detroit.
This DWSD contract was initiated through requisition #506746 which was approved on 5/4/23. The vendor’s insurance is current and their clearances expire on 4/17/24. A formal contract is not required. Per DWSD procurement protocol, Mayoral Review will also be obtained.
SUMMARY
A. Contract No.: 6005348
B. Contractor: Emerald Media, LLC
C. Contract Amount: $1,400,000.00
D. Contract Term: 7/1/23 - 4/17/26
E. Funding Source: O&M Funds
F. GL String(s):
5720-20168-483421-616100-000205-10790-0000-000000 - 47.1% Water
5820-20179-493421-616100-000226-15805-0000-000000 - 52.9 % Sewer
G. Fiscal Year Breakdown: FY 23-24: $700,000.00
FY 24-25: $700,000.00
This proposed contract was presented to the DWSD Finance Sub Committee on June 7, 2023. Per the DWSD Procurement Policy, Mayoral Review will also be obtained.