DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: City Wide
SUBJECT:
Media Purchases from Spurs Sports and Entertainment
SUMMARY:
This ordinance authorizes a contract between the City of San Antonio and San Antonio Spurs Sports and Entertainment, LLC for advertising and promoting the City’s residential recycling program for an amount not to exceed $195,000.00 beginning upon contract award through September 30, 2019. These media purchases will enhance promotional requirements for increased awareness of the SWMD Recycling Program.
BACKGROUND INFORMATION:
In FY 2014, the Solid Waste Management Department (SWMD) launched a partnership with the San Antonio Spurs in order to create more awareness of the City’s recycling initiatives. That partnership has resulted in SWMD’s most successful television initiative to date by being featured during primetime television throughout the NBA season and playoffs. In addition to more recognition for the program, the partnership has helped to increase visitation to the department’s social media pages and websites.
As SWMD continues to move toward reaching the residential recycling goal of 60% by 2025, it is important to continue to pursue marketing initiatives that will help the San Antonio community understand the importance of recycling. By leveraging the fan base of the San Antonio Spurs, SWMD hopes to continue to reach new audiences that may have previously been missed.
ISSUE:
As part of the outreach for the recycling program, SWMD wants to increase awareness by advertising during the NBA San Antonio Spurs games that will be showcased on local and cable television during their 2018-2019 NBA Season. The sponsorship package also includes visibility at the Rampage and San Antonio Football Club (SAFC) games. During the season, SWMD’s 30 second TV commercial (referred to below as a “spot”) will run 219 times, a combination of TV and Radio spots in English and Spanish, plus 2 spots every Rampage game. Forty promotional tickets to one game will be provided to SWMD as part of the purchase agreement and shall be utilized by the department to incentivize participants in SWMD Outreach programs throughout the year, with a particular focus on schools and community events, as well as banners on the Spurs and Rampage websites and social media platforms. Additionally, field scoreboard and digital board advertisements will be displayed around the San Antonio Football Club (SAFC) stadium. This will allow SWMD to reach approximately 1.1 million San Antonio residents who watch and cheer on the Spurs, Rampage, and SAFC teams. All advertisements and promotions described herein shall occur during the 2018-2019 NBA season.
A Request for Offer (RFO) was issued to Spurs Sports and Entertainment, LLC outlining the required scope of work to include all necessary advertisement requirements to support SWMD's Recycling educational outreach initiatives. Spurs Sports and Entertainment, LLC responded to the RFO and will provide said services for a cumulative amount not to exceed $195,000.00 through September 30, 2019.
SWMD has routinely allocated funds within their budgets for marketing and media purchases to promote their programs and services. In some cases, the program requires the utilization of media outlets as a component of the program's work plan. This Ordinance will authorize SWMD to execute media purchases with Spurs Sports and Entertainment, LLC for FY 2019 for SWMD’s recycling education outreach program. Approval by City Council will allow SWMD recycling program to efficiently spend funds allocated for media purchases for FY 2019 and meet the deliverables of their work plans.
The Small Business Economic Development Advocacy (SBEDA) Ordinance requirements were waived due to the lack of small, minority, and/or women businesses available to provide these goods and services.
This contract is an exception to the Local Preference Program.
The Veteran-Owned Small Business Preference Program does not apply to non-professional services contracts, so no preference was applied to this contract.
ALTERNATIVES:
Should this contract not be approved, SWMD will continue to promote the recycling education programs with the traditional means of pamphlets, door hangers, website and social media advertising, radio ads and meeting with homeowners.
FISCAL IMPACT:
This ordinance authorizes a contract between the City of San Antonio and San Antonio Spurs Sports and Entertainment, LLC for advertising and promoting the City’s residential recycling program for an amount not to exceed $195,000.00 beginning upon contract award through September 30, 2019. Funding is available in the Solid Waste Operating and Maintenance Fund FY 2019 Adopted Budget.
RECOMMENDATION:
Staff recommends the authorization of media purchases from Spurs Sports and Entertainment for the promotion of outreach for the recycling program for a cumulative amount not to exceed $195,000.00 in FY 2019 which will allow SMWD's recycling programs to efficiently promote program activities and community outreach.
This contract is procured by means of an exemption from competitive bidding and a Contracts Disclosure form is not required.