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Council approves contract with Gap Strategists for bond election services after debate over cost and scope
Summary
Beaumont council approved a contract with Gap Strategists for bond-election communications and outreach work, authorizing the city manager to enter an agreement for roughly $98,000 of services that staff said can be reimbursed from bond proceeds; council debated whether in-house staff could do the work or a lower-cost local vendor should be used.
Beaumont City Council approved a resolution allowing the city manager to enter an agreement with Gap Strategists to provide bond election communications and outreach services, with staff saying the work is likely reimbursable from bond proceeds.
The contract — presented by staff as a recommendation of approval — drew extended discussion from council members who questioned whether the scope and cost were appropriate. Councilman Hilliard said, “I don't understand why we feel we need to spend a $100,000 to get them to go with us,” while staff and the city manager described the consultants as specialists with expertise and legal knowledge needed for a large, multiproposition bond effort.
City staff outlined the contract’s major tasks, which the council packet summarized as: messaging and project coordination; production and mailing of two direct-mail pieces; website, social media and digital communications; open houses, a speakers bureau and pop-up events; rapid response and media relations; and associated project expenses such as printing, web hosting and travel. Staff said the vendor pared an original, larger proposal down to a roughly $98,000 package.
Tracy (communications) told council the city’s communications staff numbers are limited and that outreach for a bond of the proposed size — staff cited a $264 million bond package in presentation remarks — would be time-consuming and carry legal pitfalls. She said there are “legal guardrails” about what the city and staff can and cannot say in public communications around a bond election, and staff recommended using experienced consultants to help avoid missteps.
Opponents on council argued for a smaller scope or local vendors. Councilman Grinchon called the proposal “a shocking example of wasteful spending” and suggested using local firms and the city’s existing communications and printing resources to save money. Councilwoman Sherwood and others suggested the council could identify a spending amount they were comfortable with and ask staff to pare the scope accordingly.
Staff confirmed that earlier work done by Gap Strategists remains with the city (packet materials and some campaign graphics) and that the consultant’s original contract ended in August; staff said the new agreement would extend services through the election phase. Staff also said the costs could be reimbursed from bond proceeds should propositions be approved and bonds issued.
The council approved the resolution by voice vote after additional staff and manager remarks that hiring the consultant could protect city staff from accusations of bias in outreach and provide specialized capacity for rapid response during public discussions. City Manager remarks noted the decision to hire a third party is ultimately up to council, and reimbursement from bond proceeds means the expense would not be drawn from the city’s general fund before bonds are sold.
Council asked staff to return with reduced scopes if the council preferred a lower cost; staff acknowledged some tasks could be pared down and that some items in the consultant’s original package had already been removed from the proposed contract.
