HomeMy WebLinkAboutSTRAIGHTLINE COMMUNICATIONS, LLC - 2018INSURANCE NOT ON FILE
WORK MAY NOT. PROCEED
CLERK OF COUNCI! Cd'
DATE; MAY 21 2018
A(.Z) AGREEMENT FOR PREPARATION OF WATER QUALITY CONSUMER
> CONFIDENCE REPORT AND TO PROVIDE RELATED AUXILIARY SERVICES
I is
THIS AGREEMENT is made and entered into this 3rd day of April, 2018 by and between
Straightline Communications, LLC ("Consultant"), and the City of Santa Ana, a charter city and
municipal corporation organized and existing under the Constitution and laws of the State of
California ("City").
RECITALS
A. On January 16, 2418, the City issued Request for Proposal No. 17-131, by which
it sought a consultant to prepare a comprehensive Water Quality Consumer
Confidence Report and to provide related auxiliary support services,
B. Consultant submitted a responsive proposal that was selected by the City.
Consultant represents that it is able and willing to provide the services described
in the scope of work that was included in RFP No. 17-131.
C. In undertaking the performance of this Agreement, Consultant represents that it is
knowledgeable in its field and that any services performed by Consultant under
this Agreement will be performed in compliance with such standards as may
reasonably be expected from a professional contracting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the
terms and conditions hereinafter set forth, the parties agree as follows;
1. SCOPE OF SERVICES
Consultant shall perform the services that were described in the scope of work that was
included in RFP No. 17-131 and further described in Exhibit A, Consultant's proposal is
incorporated in full by reference as though fully set forth herein.
2. COMPENSATION
a. City agrees to pay, and Consultant agrees to accept as total payment for its
services under this Agreement, the rates and charges identified in Exhibit B. The
total annual sum to be expended under the term of this Agreement, including any
extension periods, shall not exceed $70,000.
b. Payment by City shall be made within forty-five (45) days following receipt of
proper invoice evidencing work performed, subject to City accounting
procedures. Payment need not be made for work which fails to meet the
standards of performance set forth in the Recitals and Scope of Work, which may
reasonably be expected by City.
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3. TERM
This Agreement shall commence on the date first written above and terminate on April 2,
2021, unless terminated earlier in accordance with Section 17, below. The term of this
Agreement may be extended for one 2 -year period upon a writing executed by the City Manager
and City Attorney,
4. PREVAILING WAGES
Consultant is aware of the requirements of California Labor Code Section 1720, et seq.,
and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq.,
("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the
performance of other requirements on "public works" and "maintenance" projects. If the
services being performed are part of an applicable "public works" or "maintenance" project, as
defined by the Prevailing Wage Laws, and the total compensation is $1,000 or more, Consultant
agrees to fully comply with such Prevailing Wage Laws. Consultant shall defend, indemnify and
hold the City, its elected officials, officers, employees and agents free and harmless from any
claim or liability arising out of any failureoralleged failure to comply with the Prevailing Wage
Laws.
5. INDEPENDENT CONSULTANT
Consultant shall, during the entire term of this Agreement, be construed to be an
independent Contractor and not an employee of the City. This Agreement is not intended nor
shall it be construed to create an employer-employee relationship, a joint venture relationship, or
to allow the City to exercise discretion or control over the professional manner in which
Consultant performs the services which are the subject matter of this Agreement; however, the
services to be provided by Consultant shall be provided in a manner consistent with all
applicable standards and regulations governing such services. Consultant shall pay all salaries
and wages, employer's social security taxes, unemployment insurance and similar taxes relating
to employees and shall be responsible for all applicable withholding taxes.
6. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use,
modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property
embodied in plans, specifications, studies, drawings, estimates, and other documents or works of
authorship fixed in any tangible medium of expression, including but not limited to, physical
drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared
or caused to be prepared by Consultant under this Agreement ("Documents & Data").
Consultant shall require all subconsultants to agree in writing that City is granted a non-exclusive
and perpetual license for any Documents & Data the subconsultant prepares under this
Agreement. Consultant represents and warrants that Consultant has the legal right to license any
and all Documents & Data. Consultant makes no such representation and warranty in regard to
Documents & Data which were provided to Consultant by the City, City shall not be limited in
any way in its use of the Documents and Data at any time, provided that any such use not within
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the purposes intended by this Agreement shall be at City's sole risk.
7. INSURANCE
Prior to undertaking performance of work under this Agreement, Consultant shall
maintain and shall require its subconsultants, if any, to obtain and maintain insurance as
described below:
a. Commercial General Liability Insurance. Consultant shall maintain commercial
general liability insurance naming the City, its officers, employees, agents,
volunteers and representatives as additional insured(s) and shall include, but not
be limited to protection against claims arising from bodily and personal injury,
including death resulting therefrom and damage to property, resulting from any
act or occurrence arising out of Consultant's operations in the performance of this
Agreement, including, without limitation, acts involving vehicles. The amounts
of insurance shall be not less than the following: single limit coverage applying to
bodily and personal injury, including death resulting therefrom, and property
damage, in the total amount of $1,000,000 per occurrence, with $2,000,000 in the
aggregate. Such insurance shall (a) name the CITY, its officers, employees,
agents, volunteers and representatives as additional insured(s); (b) be primary
with respect to insurance or self-insurance programs maintained by the CITY; and
(c) contain standard separation of insureds provisions.
b. Business automobile liability insurance, or equivalent form, with a combined
single limit of not less than $1,000,000 per occurrence. Such insurance shall
include coverage for owned, hired and non -owned automobiles.
C. Worker's Compensation Insurance. In accordance with the California Labor
Code, Consultant, if Consultant has any employees, is required to be insured
against liability for worker's compensation or to undertake self-insurance. Prior
to commencing the performance of the work under this Agreement, Consultant
agrees to obtain and maintain any employer's liability insurance with limits not
less than $1,000,000 per accident.
d. If Consultant is or employs a licensed professional such as an architect or
engineer: Professional liability (errors and omissions) insurance, with a combined
single limit of not less than $1,000,000 per claim with $2,000,000 in the
aggregate.
e. The following requirements apply to the insurance to be provided by Consultant
pursuant to this section:
(i) Consultant shall maintain all insurance required above in full force and
effect for the entire period covered by this Agreement.
(ii) Certificates of insurance shall be furnished to the City upon execution of
this Agreement and shall be approved by the City.
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(iii) Certificates and policies shall state that the policies shall not be cancelled
or reduced in coverage or changed in any other material aspect, by
consultant, without thirty (30) days prior written notice to the City,
(iv) Consultant shall supply City with a fully executed additional insured
endorsement.
If Consultant fails or refuses to produce or maintain the insurance required by this
section or fails or refuses to furnish the City with required proof that insurance
has been procured and is in force and paid for, the City shall have the right, at the
City's election, to forthwith terminate this Agreement, Such termination shall not
affect Consultant's right to be paid for its time and materials expended prior to
notification of termination, Consultant waives the right to receive compensation
and agrees to indemnify the City for any work performed prior to approval of
insurance by the City,
8. INDEMNIFICATION
Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers,
agents, employees, consultants, special counsel, and representatives from liability: (1) for
personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of
claims for personal injury, including death, and claims for property damage, which may arise
from the negligent operations of the Consultant or its subconsultants, agents, employees, or other
persons acting on their behalf which relates to the services described in section 1 of this
Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution,
J udicial or equitable relief is due by reason of the terms of or effects arising from this Agreement.
This indemnity and hold harmless agreement applies to all claims for damages, just
compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered,
by reason of the events referred to in this Section or by reason of the terms of, or effects, arising
from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all
costs for the defense of the City, including fees and costs for special counsel to be selected by the
City, regarding any action by a third party challenging the validity of this Agreement, or
asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief
due to personal or property rights arises by reason of the terms of, or effects arising from this
Agreement. City may make all reasonable decisions with respect to its representation in any
legal proceeding. Notwithstanding the foregoing, to the extent Consultant 's services are subject
to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by
Civil Code Section 2782,8, to claims that arise of, pertain to, or relate to the negligence,
recklessness, or willful misconduct of the Consultant.
9. INTELLECTUAL, PROPERTY INDEMNIFICATION
Consultant shall defend, indemnify and hold harmless the City, its officers, agents,
representatives, and employees against any and all liability, including costs, and attorney's fees,
for infringement of any United States' letters patent, trademark, or copyright contained in the
work product or documents provided by Consultant to the City pursuant to this Agreement.
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10. RECORDS
Consultant shall keep records and invoices in connection with the work to be performed
under this Agreement, Consultant shall maintain complete and accurate records with respect to
the costs incurred under this Agreement and any services, expenditures, and disbursements
charged to the City for a minimum period of three (3) years, or for any longer period required by
law, from the date of final payment to Consultant under this Agreement. All such records and
invoices shall be clearly identifiable. Consultant shall allow a representative of the City to
examine, audit, and make transcripts or copies of such records and any other documents created
pursuant to this Agreement during regular business hours. Consultant shall allow inspection of
all work, data, documents, proceedings, and activities related to this Agreement for a period of
three (3) years from the date of final payment to Consultant tinder this Agreement.
11. CONFIDENTIALITY
If Consultant receives from the City information which due to the nature of such
information is reasonably understood to be confidential and/or proprietary, Consultant agrees
that it shall not use or disclose such information except in the performance of this Agreement,
and further agrees to exercise the same degree of care it uses to protect its own information of
like importance, but in no event less than reasonable care. "Confidential Information" shall
include all nonpublic information. Confidential information includes not only written
information, but also information transferred orally, visually, electronically, or by other means.
Confidential information disclosed to either party by any subsidiary and/or agent of the other
party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure
shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is,
through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful
possession of the Consultant without an obligation of confidentiality; (d) is required to be
disclosed by operation of law; or (e) is independently developed by the Consultant without
reference to information disclosed by the City,
12. CONFLICT OF INTEREST CLAUSE
Consultant covenants that it presently has no interest and shall not have interests, direct
or indirect, which would conflict in any manner with performance of services specified under
this Agreement.
13. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement
shall be in writing and shall be deemed to be properly given if delivered in person or mailed by
first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in
the manner provided in this Section, to the following persons:
To City: Clerk of the City Council
City of Santa Ana
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20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax 714- 647-6956
Executive Director
Public Works Agency
City of Santa Ana
20 Civic Center Plaza (M-21)
P.O. Box 1988
Santa Ana, CA 92702
Fax 714.647-5635
To Consultant: Straightline Communications, LLC
14930 Greenleaf Street
Sherman Oaks, CA 91403
Attn: Linda O' Hanlon, President
A party may change its address by giving notice in writing to the other party, Thereafter,
any communication shall be addressed and transmitted to the new address. If sent by mail,
communication shall be effective or deemed to have been given three (3) days after it has been
deposited in the United States mail, duly registered or certified, with postage prepaid, and
addressed as set forth above. If sent by fax, communication shall be effective or deemed to have
been given twenty-four (24) hours after the time set forth on the transmission report issued by the
transmitting facsimile machine, addressed as set forth above. For purposes of calculating these
time frames, weekends, federal, state, County or City holidays shall be excluded.
14. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and
Consultant regarding the subject matter herein, and supersedes any and all other agreements, oral
or written, between the parties. In the event of a conflict between the terns of this Agreement
and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not
be modified except by written instrument signed by the City and by an authorized representative
of Consultant. The parties agree that any terms or conditions of any purchase order or other
instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not
bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no
representations, inducements, promises or agreements, orally or otherwise, have been made by
any party, or anyone acting on behalf of any party, which are not embodied herein.
15. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Consultant,
Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior
written consent of the City and any such assignment, transfer, delegation or subcontract without
the City's prior written consent shall be considered null and void. Nothing in this Agreement
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shall be construed to limit the City's ability to have any of the services which are the subject to
this Agreement performed by City personnel or by other consultants retained by City.
16. WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or
granted by the provisions of this Agreement shall be effective unless it is in writing and signed
by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or
right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether
or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.
17. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of
termination. In such event, Consultant shall be entitled to receive and the City shall pay
Consultant compensation for all services performed by Consultant prior to receipt of such notice
of termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Consultant to
deliver to the City all work product completed as of such date, and in such case
such work product shall be the property of the City unless prohibited by law, and
Consultant consents to the City's use thereof for such purposes as the City deems
appropriate.
b. Payment need not be made for work which fails to meet the standard of
performance specified in the Recitals of this Agreement.
18. NON-DISCRIMINATION
Consultant shall not discriminate because of race, color, creed, relation, sex, marital
status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited
by applicable law, in the recruitment, selection, training, utilization, promotion, termination or
other employment related activities or in connection with any activities under this Agreement.
Consultant affirms that it is an equal opportunity employer and shall comply with all applicable
federal, state and local laws and regulations.
19. JURISDICTION -VENUE
This Agreement has been executed and delivered in the State of California and the
validity, interpretation, performance, and enforcement of any of the clauses of this Agreement
shall be determined and governed by the laws of the State of California, Both parties further
agree that Orange County, California, shall be the venue for any action or proceeding that may
be brought or arise out of, in connection with or by reason of this Agreement.
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20. PROFESSIONAL LICENSES
Consultant shall, throughout the term of this Agreement, maintain all necessary licenses,
permits, approvals, waivers, and exemptions necessary for the provision of the services
hereunder and required by the laws and regulations of the United States, the State of California,
the City of Santa Ana and all other governmental agencies. Consultant shall notify the City
immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals,
waivers, and exemptions. Said inability shall be cause for termination of this Agreement.
21. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature herein below has the
power, authority and right to bind their respective parties to each of the terms of
this Agreement, and shall indemnify City fully, including reasonable costs and
attorney's fees, for any injuries or damages to City in the event that such authority
or power is not, in fact, held by the signatory or is withdrawn.
b. All exhibits referenced herein and attached hereto shall be iheorporated as if fully
set forth in the body of this Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year
first above written.
ATTEST:
APPROVED AS TO FORM
SONIA R. CARVALHO
City Attorney
By: tvv- 14.
JoYA M. Funic
Assistant City Attorney
RECOMMENDED FO ROVAL
hleJ
Edwm "William" Galvez, P.'k
Acting Executive Director, Public Works Agency
CITY OF SANTA ANA
RAUL GODIN8Z II
City Manager
CONSULTANT
ame:
Title:
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SL PROPOSAL
City of Santa Ana I Water Resources Division
RFP #17-131
EXHIBIT A
SCOPE OF SERVICES
APPROACH
SL will use a systematic and disciplined approach to completing the CCR to ensure the City of
Santa Ana meets all regulatory requirements well in advance of the State of California's July 1
deadline. Our approach is thorough: each client meeting and conference call is followed-up with
a recap listing important points discussed, next steps, deadlines and individuals responsible for
each milestone. We will remain in continual contact with City staff to keep them apprised of our
progress. Reminders are sent to City staff when deliverables are needed. Within this structure,
we strive to be nimble and responsive, always adapting to special circumstances that may arise
and meeting client's requests in a timely manner.
2017 WQCCR
Overview: The City of Santa Ana, Water Resources Division, as with all private and municipal
water districts, is required by federal and state agencies to produce and distribute an annual
"Water Quality Consumer Confidence Report" (WQCCR) by July 1 each year to inform residents
about the source and quality of their drinking water, This mandate was established by Congress
in 1996 and expanded the terms of content and format for annual water quality reports that
California water systems began distributing in 1990. The WQCCR includes information on water
sources, drinking water regulations, monitoring requirements, levels of any detected
contaminants, and additional educational information. The WQCCR is designed to help
consumers make informed choices that affect their health, educate consumers about the
challenges of delivering safe drinking water, and highlight the importance of conserving and
protecting this valuable resource.
For the past 11 years, Straightline Communications has worked with the City to produce this
annual report and has helped the City fulfill this mandate. For the first time in 2012, the City
was able to "go green" and meet its requirements with a paperless alternative. Straightline
Communications designed, produced and launched www.SantaAnaCCR.orp, making available
the 2012 CCR online as well as electronically. Straightline Communications also assisted the
City in meeting its notification requirements and "good faith" efforts to ensure water customers
and all other consumers of Santa Ana water are informed about the WQCCR, its expected date
of release, and how they can obtain a copy of the report. These special communications have
included announcements on water bills, bill stuffers, flyers, bus shelter ads, social media posts
and press releases.
S L P R O P O S A L
City of Santa Ana I Water Resources Division
RFP #17-131
Implementation Plan:
1. SL will conduct, obtain, and analyze data from various sources to ensure and provide
current information regarding water regulations and any variances for California pubic water
suppliers. This incudes obtaining and carefully reviewing the CCR Guidance Manual (a
document released each year by the California Department of Public Health Division of
Drinking Water and Environmental Management) to assess changes in report content,
format, and distribution, ensuring the CCR is in conformance with the State regulations and
law. SL will also monitor the Department's website for changes in required content such as
terms of newly adopted Maximum Contaminant Levels, Public Health Goals, and other
revised regulatory requirements. SL is familiar with water quality monitoring regulations for
public water systems and has a good understanding of water quality reporting and
notification procedures required by federal and state regulatory agencies.
2. SL will coordinate all meetings with City staff throughout the term of its agreement. At the
onset of SL's engagement, we will call an initial meeting with the Water Resources
Manager, Principal Civil Engineer, and other City staff to discuss the PWA Water Resources
Division's objectives, projects, programs and initiatives for the year. During the meeting, we
will discuss and recommend specific content and design themes for the 2017 CCR, as well
as refine our production timeline. Content will include, but not be limited to:
• Opening message from the PWA Executive Director
• Mandatory Requirements: Information about the City's water system and sources of
water (e.g. ground water, surface water etc.); contacts and a list of opportunities for
public participation in decisions that affect drinking water quality; statement in other
languages about the importance of the report and contact information; definitions of key
terms regarding contaminant data; a key of terms and abbreviations; the centerpiece of
the CCR: a table reporting levels of regulated and unregulated detected contaminants;
and—if applicable—a Tier 3 public notice for a monitoring violation or other type of
violation or situation, The CCR also includes mandatory statements about: drinking
water contaminants; contaminants that may reasonably be expected to be found in
drinking water; the risk of infection for some people who may be more vulnerable to
contaminants; and special requirements for nitrate, arsenic, and lead.
• Articles about water and energy conservation tips, other green initiatives, ways to
prevent source water pollution, important public works projects in development, rebate
programs, landscaping tips, water education programs sponsored by the City, and more.
• Checklists and other helpful tools to detect water leaks, read water meters, ways to save
money on water bills, and a list of important City telephone numbers, which has been a
popular feature.
S L P ROP OSA L
City of Santa Ana I Water Resources Division
RFP #17-131
• Supporting graphics and photos such as images of PWA personnel at work, Santa Ana
landmarks, native plants, a California map with its water systems, logos, icons, charts
and infographics. All graphics and images will comply with all copyright rules and
regulations.
3. SL will prepare and present an outline of the content along with a design concept. The
design concept will be distinctive with its own theme, yet maintain the overall CCR branding
established three years ago. This design will be carried throughout the interactive and web
based WQCCR, as well as all special communications relating to the 2017 CCR,
4. Special communications are designed to inform customers about the 2017 CCR and its
expected date of release. SL will (1) develop and coordinate water customer bill messages
(electronic and print); (2) write announcements to be published in Santa Ana Green, Nixel,
and local newspapers; (3) design bus shelter ads, flyers, and full color bill stuffers; and (4)
develop a series of social media posts with graphics to promote the CCR.
5. Upon the City's approval of the CCR content outline and design concept, we will begin
working on the editorial content, which will involve client conference calls, research,
interviews, copywriting, and editing. Once the editorial content is reviewed and approved by
the City, we will submit the content for translation into Spanish.
6. SL will design an 8.5 x 11 PDF report that can be downloaded from santaanaCCR.org and
printed by Santa Ana residents, The design will include creating new graphics and charts;
purchasing stock photography; stylizing, formatting, and proofing the data tables supplied by
the Water Resources Division; and coordinating additional images from other City
departments and water agencies (when applicable). We will layout two versions: English
and Spanish, and will execute two rounds of client revisions before generating a final draft.
The final draft will be submitted to our proofreader for any typos or minor design
inconsistencies, which will be corrected or adjusted at that time before submitting to the
client for final approval.
7. As the PDF report is being finalized, SL will focus on updating santaanaccr.org with the new
CCR content. We will archive the previous year's content and create new pages for the
2017 CCR. Updating the site includes CMS extension testing and revisions, creation of
additional graphics if needed, content proofing, generation of a new table of contents and
changes to the site's navigation. Aside from completing the online 2017 CCR, we will
manage and update the site throughout the year while provide recommendations to the
Water Manager regarding best practices in web design, technology platforms, and
navigation as well as ways to best leverage the site for important announcements.
S L P R O P O S A L
City of Santa Ana I Water Resources Division
RFP #17-131
ANCILLARY SERVICES & PROJECTS
SL will design and produce outreach material as well as support all other communications
needs of the Water Resources Division throughout the year. In addition to the 2017 WQCCR
outlined above, SL will:
Develop an annual strategic plan that will meet the Water Resources Division's
objectives, initiatives and budget. The plan, which will essentially serve as a blueprint
for the Water Resources Division's outreach activities and outline actionable steps, will
be developed after our initial meeting with the Water Resources Manager, Principal Civil
Engineer, and other City staff.
Implement strategies outlined in the plan to promote the City's various initiatives and
campaigns, including: Every Drop Countsl, Fill It From The Tap[, Santa Ana's Award
Winning Water, Annual Mayor's Challenge, Annual WQCCR, Annual Youth Water
Poster Contest, as well as the FOG and SoCal Water$mart Rebate programs. This may
include establishing community partnerships and creating and coordinating a special
event.
Recommend and develop artwork for items that promote these campaigns and
initiatives. These promotional items, which the Division hands out at community events,
would include branded tee-shirts, stress release balls, erasers, rulers, tote bags, sports
bottles, water pitchers, shower timers, cell phone holders, pencils/pends, crayon boxes,
California Native seeded paper coasters, food scrapers, and yard signs.
• Write, edit, design, and generate camera-ready art for printed pieces that promote the
City's initiatives and campaigns including direct mail brochures, flyers, newsletters,
postcards, informational and activity packets. banners, posters, bus shelter ads and
signage.
• Write and edit press releases for distribution to the media and articles for Santa Ana
Green and Nixel about important water -related announcements, water quality programs,
and water construction projects.
Develop submissions for awards by the APWA, OCEC and CMUA to garner further
recognition for the PWA's Water Resources Division.
Develop water -related messaging, talking points, and multi -media presentations for City
Councilmembers, the PWA Executive Director, and Water Resources Division Manager
as needed.
SL PROPOSAL
City of Santa Ana I Water Resources Division
RFP ##17-131
• Producing these types of special projects will involve additional client meetings and/or
conference calls, research, interviews, copywriting, editing, design, creating new
graphics, purchasing stock photography, proofreading, vendor relations, obtaining
estimates, and coordinating with City approved vendors, Not included in the scope of
the budget is actual printing, product purchases, wire services for press releases
or other significant reimbursable costs such as photography.
Implementation Plan:
1. As stated above, SL will assess, identify and prioritize the focus of the Division's outreach in
2018 (and each year following) in collaboration with the Water Resources Manager,
Principal Civil Engineer, and other City staff, This will be accomplished during our initial
meetings, after which we will develop a strategic plan outlining the projects to be carried out.
2. With each project, SL will make recommendations for messaging and branding, outline
action Items, assign tasks, and develop a specific production timeline.
As in all good strategic planning, we will build in flexibility to support arising needs
throughout the year and ensure the City's initiatives are effective.
S L P R O P O S A L
City of Santa Ana I Water Resources Division
RFP #17-131
SUMMARY OF DELIVERABLES
• Creation of the interactive and web based WQCCR
o twelve (12) water related articles
o All required standard and special messages and notices
o All graphics, charts, pictures and other visuals to support the WQCCR design
o Design and layout of the 8.5 x 11 PDF report in English and Spanish.
o Archiving previous WQCCR, web design and programming for new WQCCR,
and ongoing updates to santeenaccr.org
• Ancillary Services and Printed Products
o Development of one (1) annual strategic plan which will include strategies and
tactics for the Water Resources Division's campaigns, initiatives and special
events
o A total of twenty-four (24) double sided brochures (or other print formats such as
postcards, letters, bill stuffers, flyers) for public distribution on water -related
topics and campaigns
o Development of all required standard and special messages and public notices
regarding water quality standards
o Branding for one (1) new water related campaign per year
o A total of twelve (12) water -related articles to be published in local newspapers,
pamphlets and City newsletters per year
o A total of four (4) bus shelter ads/posters per year to announce the annual
WQCCR and other initiatives/campaigns
o One (1) Youth Activity Packet and Teacher Packet (associated with the Youth
Water Poster Contest) each year
o All visuals to support the production of printed collateral and promotional items
as outlined in previous section "Ancillary Services & Projects"
o All research, writing, editing, SpanishNietnamese translation (as needed) and
creative development for written materials, and presentations as outlined in
previous section "Ancillary Services & Projects"
o Meetings, conference calls, emails and other program management to effectively
execute activities and products as outlined in previous section "Ancillary Services
& Projects"
S L P R O P O S A L
City of Santa Aria I Water Rf.;S lurcea DMSiorn
RFP #17-131
SCHEDULE I TIMELINE
SL has provided a preliminary timeline (schedule) for the production of the WQCCR. This
timeline is accelerated due to the late start in developing the WQCCR and mandatory deadline.
A schedule for all else contained in this proposal will be created after specific deliverables and
deadlines are established.
DATE
'21
WQCCR MILESTONE
-Mar
Project Start
22 -Mar
Kick-off Meeting
29 -Mar
Complete special CCR communications
29 -Mar
Complete CCR content outline + design concepts
2 -Apr
Begin work on CCR content development
2 -Apr
Tables with data from City due
5 -Apr
Complete 2018 Communications Plan
5 -Apr
Bus shelter ad artwork to vendor
5 -Apr
Meeting + presentation of work in progress
12 -Apr
CCR articles, tips, etc, approvals due
19 -Apr
Meeting + presentation of PDF report design
23 -Apr
PDF report revisions
26 -Apr
PDF CCR finalized and approvals
4 -May
Meeting + presentation of site design proposal
18 -May
Finalize site design
25 -May
Site testing, approvals
1 -Jun
2017 CCR goes live
1 -Jul
July 1 mandatory deadline
EXHIBIT B
APPENDIX
ATTACHMENT 4: ADDI`I'IONAL PROVISIONS
CERTIFICATION AND PROPOSAL ELL: SCHEDULE
Certification - I certify that I have read, UIRI rstitlld and agree to the terns and con(tltlon of this I�cquesf for
Proposals. I have examined the Scope of Services (Appendix A) and am familiar with the scope of work. I ani
familiar with all the existing conditions and limitations that ,lay impact work requests. t understand and agree
that I am responsible for reporting any errors, omissions ordiscrepancies to the City for clarification prior to the
submission ormy proposal.
Proposal Itern Price --Lump Sunt i'ce (Par l'estr� const lac inclusive of all coots including, tint not united
to, direct and indirect costs far labor overhead incidental supplies travel, mileage anal fuel fo toaclueo
the annual Water Quality Consumer Confidence Report.
Please orovide separate rate seliedule to produee Auxiliary ierviees Support Services and Printed
Products. Rate increases due to material costs increases shill be subject to mukually at recarblc terms
between the Water Resortrees Division and the Corasultaat. Labor increases are not nitovved for the
duration of tine contract.
Water Quality Consumer Continence Report and Auxiliary Support Services
EEE SCHEDULE
TO: CITY COUNCIL OF THE MY OF SANTA ANA
FROM: __...._Straightline Communications
REQUIREMENT:
`['he t rldel;signed declares that he/she has carefully examined the request for proposal, that he/she has examined
the Proposed Scope of Services, and hereby proposes to furirish all material and do all the work required to
complete the said work in accordance with said Proposed Scope of Services, for the ullit price(s) set forth in the
following schedule:
Sh_ai biline Communications LLC _.___..._......... ...... 818.386.1916
Login Nameoff"ompany Phone and Fax Numbers
City of Santa Ana RFP 17-131
EXHIBIT$
14930 Greenleaf Sweet, Sherman Oaks, CA 91403
Business Address
Linda O'flanlon President
apj)lleablo) Contractor license number (if applicable)
THIS FORM MUST BE COMPLETED AND INCLU D WITH THE PRO
RKLOM WITH
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
City of Santa Ana RFP 17-131
EXHIBIT B
5L PR0P0SAL
City ref Sanhu A11..1 i Water
Rf'f' #'I Y., 91
FEE AND HOURLY RATE SCHEDULES
Fee Schedule
Following is a breakdown of labor and direct costs per task. These costs make up the total
annual cost of $45,000 for deliverables outlined in the proposal, See the attached "Certification
of Understanding & Proposal Fee Schedule" under Exhibit D.
Project/Task Not -to -Exceed
Total Amount
WQCCR: Creation of the Interactive and web -based WQCCR. Ongoing $12,500
management and maintenance of santaanacer.org. (includes all visuals to
support the production of printed collateral and promotional items)
Printed Products
Design and production of print -ready art for a total of twenty-four (24) double
$10,000
sided brochures (or other print formats such as bill stuffers, postcards, letters,
flyers) for public distribution on water -related topics and campaigns
Design and production of print -ready art for a total of four (4) bus shelter
$3,000
adstposters per year to announce the annual WQCCR and other
initiativos/campaigns
Development of one (1) Youth Activity Packet and Teacher Packet
$1,250
(associated with the Youth Water Poster Contest)
Ancillary Services
Branding for one (1) new water related campaign
$1,250
A total of twelve (12) water -related articles to be published in local
$6,000
newspapers, pamphlets and City newsletters per year
Other written/electronic materials including press releases, awards
$7,500
submissions, talking points, and multi -media presentations as outlined In
previous section "Ancillary Services & Projects"
Strategic planning, meetings, conference calls, emails and other project
$3,500
management to effectively executive all activities outlined in proposal.
EXHIBIT B
S L P R O P OSA L
( ily of Santa Ants I W ah i Dio-' w_
FO -1' il/ is '. .I
Hourly Rate Schedule
Hourly rates for all staff and agent classifications that may be assigned to work on this project
are outlined below;
Principals and associates providing professional services related to research,
creative development, writing, editing, editorial placement, strategic planning,
general client counsel and meetings etc................................................................................. $175
I
Graphicand web designer...................................................................................................... $110
Proofreader... ..... ...... .................................... -- ................. ......................... ...................... $75
Translator.......... ............................ ......................................................................... I ...... ............ $50
ACill CERTIFICATE OF LIABILITY INSURANCE
`i
DATE(MM/DDNYYY)
11/28/2017
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to
the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the
certificate holder in lieu of such endorsement(s).
PRODUCER
CONTACT
NAME:
PHONE (888) 202-3007 FAX No
Hiscox Inc. d/b/a/ Hiscox Insurance Agency in CA
AooAIL
aess: contact@hiscox.com
520 Madison Avenue
INSURERS AFFORDING COVERAGE NAIL q
32nd Floor
INSURER A: Hiscox Insurance Company Inc 10200
New York, NY 10022
INSURED
INSURER B;
INSURERC:
STRAIGHTLINE COMMUNICATIONS
INSURER D:
14930 Greenleaf Street
INSURER E:
INSURER F:
Sherman Oaks CA 91403
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR
LTR
TYPE OF INSURANCE
ADDLSUBR
POLICY NUMBER
MMIDD�
MMIDD�
LIMITS
X I COMMERCIAL GENERAL LIABILITY
EACHOCCURRENCE $ 1,000,000
'X'OCCUR
CLAIMS MADE
DAMAGE TO RENTED
PREMISES 'Eaoccunnence $ 100,000
MED EXP (Any one parson) $ 5,000
PERSONAL$ADV INJURY $ 0
A
Y
UDC -1531232 -CGL -18
01/12/2018
01/12/2019
GEN'L AGGREGATE LIMIT APPLIES PER:
GENERALAGGREGATE $ 2,000,000
X POLICY ECT LOC
PRODUCTS - COMP/OP AGO s SIT Gen. Agg.
$
OTHER:
AUTOMOBILE LIABILITY
COMBINED SINGLE LIMIT $
Ea accident)
BODILY INJURY (Per person) $
ANY AUTO
ALL OWNED SCHEDULED
AUTOS AUTOS
BODILY INJURY (Per accident) $
PROPERTY DAMAGE $
Per accitlent
NON -OWNED
HIRED AUTOS AUTOS
UMBRELLA LIAB
OCCUR
EACHOCCURRENCE $
AGGREGATE $
EXCESS LIAB
CLAIMS -MADE
DED RETENTION $
I $
WORKERS COMPENSATION
AND EMPLOYERS' LIABILITY YIN
PER
ER
ANYPROPRIETORIPARTNERIEXECUTIVE
E.L. EACH ACCIDENT $
OFFCER/MEMB ❑
NIA
(Mandatory in NH)
E.L. DISEASE - EA EMPLOYEE $
E.L. DISEASE -POLICY LIMIT $
If yes, tlescribe under
DESCRIPTION OF OPERATIONS below
DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES (ACORD 101, Additional Remarks Schedule, maybe attached if more space isrequired)
The City of Santa Ana and its officers, employees, agents, volunteers and representatives each while acting under the direction of The City of Santa Ana are
named as additional insureds.
The City of Santa Ana
20 Civic Center Plaza
Santa Ana, CA 92701
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS.
ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD
$��A .
ORD CORPORATION. All rights reserved.
1/l8 C9G
WORKERS' COMPENSATION DECLARATION
I Linda O' H a n I O n hereby affirm under penalty of perjury, the
(Name/Title)
following declaration:
I certify on behalf of Straightline Communications that during the term of my
(Organization Name)
contract with the Water Resources Division , City of Santa Ana, I will not
employ any person in any manner so as to become subject to the workers' compensation
laws of California, and agree that if I should become subject to the workers'
compensation provisions of Section 3700 of the Labor Code, I shall forthwith comply
with those provisions.
DATE: June 8, 2018
Lo
Digitally UgneJ by UnG DHanbn
Linda O'Hanlon
small=°ha.....tlinxomm.[am,[=U5
Dale E01006.1E 1.:..1&19A)'O]'
Name: Linda O'Hanlon
Title: President
Telephone: 818-386-1916
WARNING: FAILURE TO SECURE WORKERS' COMPENSATION COVERAGE IS
UNLAWFUL, AND SHALL SUBJECT AN EMPLOYER TO CRIMINAL PENALTIES
AND CIVIL FINES UP TO ONE HUNDRED THOUSAND DOLLARS ($100,000). IN
ADDITION TO THE COST OF COMPENSATION, DAMAGES AS PROVIDED FOR
IN SECTION 3706 OF THE LABOR CODE, INTEREST, AND ATTORNEY'S FEES.
J
A- Zci$ o8(,.
60jop, Brfz- a te- f
®o Interinsurance Exchange of the Automobile Club
C1' Automobile Insurance Policy Change Confirmation
06/12/2018
Named Insured and Mailing Address:
LINDA JANE OHANLON
14930 XXXXXXXXXXXX
Sherman Oaks, CA 91403
Policy Number: CAA078581350
Policy Term Dates: 12/13/2017 - 12/13/2018
IMPORTANT NOTICE: This will confirm the policy change(s) you recently made effective 0611312018. You will be receiving a Policy Change Declaration in
the mail shortly.
DRIVER INFORMATION:
Limits ($)
Vehicle 1
Bodily Injury
1,000,000/1,000,000
$702
Property Damage
Driving Safety Record
Drivers' Names (Last, First)
Date of Birth Gender Rated Veh
Year First
Goo Chargeable Citations Chargeable Accidents
Uninsured/Underinsured Motorist Bodily Injury
100,000/300,000
Licensed
Comprehensive
Ohanlon, Linda
XX -XX -1956 F 01
1973
Y 1 0
Ohanlon, Linda
Excluded F
(See Above)
0 0
VEHICLE INFORMATION:
No. Year Vehicle Garage
Make/Model Zip Code
1
VEHICLE PREMIUM INFORMATION:
Annual Verified Deductibles Special Car Rent. Primary
raged Miles Mileage Salvage Comp. Collision Equip. Expense Driver
No 6,147 Yes No $500 $500 $35 01
Coverages
Limits ($)
Vehicle 1
Bodily Injury
1,000,000/1,000,000
$702
Property Damage
250,000
$446
Medical Payments
Driver Course Loyalty
Professional
Uninsured/Underinsured Motorist Bodily Injury
100,000/300,000
$153
Comprehensive
(See Deductibles)
$162
Collision
(See Deductibles)
$2,346
Car Rental Expense
(See Above)
$82
Uninsured Collision
Uninsured Deductible Waiver
Yes
Included
12- MONTH VEHICLE PREMIUM:
$3,989
LIMIT OF LIABILITY (IF APPLICABLE)
No. Year Vehicle Make/Model Limit of Liabilitv
POLICY DISCOUNTS: Please review these carefully as you are warranting that you are entitled to the following discounts.
Good Good Student Multi -
Multi -
Mature Driving
Grp -Deg.
Verified
Driver Student Away Vehicle
Policy
Driver Course Loyalty
Professional
Mileage
Yes No No No
Yes
No No Yes
No
Yes
CURRENT 12 -MONTH POLICY PREMIUM TOTAL: $3,989 NEW 12 -MONTH POLICY PREMIUM TOTAL after Policy Changes: $3,989
SUBJECT(S) OF POLICY CHANGE:
THIS IS NOT A BILL
Auto - Add/Change Driver This policy change will not increase or
Auto - Add/Change Other Party decrease your premium.
Auto - Correction A
LCAA0203A Insurance provided to qualfed Auto Club members by the Interinsurance Exchange of the Automobile Club. 8010(1/17)
E20160803 CA Dept. of Insurance Lic. #0003259
061218 Page 1 of 1 % /12- / P / O�,t 3 0.j- y
0 o�OBtLFC!
?fi om Interinsurance Exchange of the Automobile Club
Mailing Address: P.O. BOX 25001 SANTA ANA, CALIFORNIA 92799-5001
BINDER OF INSURANCE
Name and Address of Lienholder or Additional Insured Policy Number: CAA078581350
CITY OF SANTA ANA
20 CIVIC CENTER PLZ
SANTA ANA CA 92701
NOTICE TO LIENHOLDER
IN THE EVENT OF CANCELLATION OF THIS
BINDER, THE EXCHANGE WILL GIVE THE
LIENHOLDER 10 DAYS' WRITTEN NOTICE OF
CANCELLATION.
Loan Number:
The Interinsurance Exchange of the Automobile Club hereby acknowledges itself bound to the named insured for the coverages specified in the
schedule subject to all the provisions of the Exchange's applicable policy form. The issuance of a policy to the named insured or, if a policy is in force,
the issuance of an endorsement covering the automobile, boat or trailer described herein shall void this binder. A pro rata premium charge computed for
the term of coverage in accordance with the current rates of the Exchange in effect at inception of the binder will be made unless such a policy or policy
endorsement is issued. This binder shall not be construed to afford cumulative insurance with any existing policy.
Name of Insured: LINDA JANE OHANLON
DESCRIPTION OF AUTOMOBILE, BOAT, OR TRAILER
Car No.
I Year
Trade Name
Type of Body or Boat
Identification Number
1
1 2017
1 BMW
4301CONV
WBA4U7C3XH5H2O442
AUTOMOBILE INSURANCE
LIMITS OF LIABILITY
"✓" indicates coverage bound and afforded.
Car#1
Car#
Bodily Injury Liability
$1,000 thousand dollars, each person
thousand dollars, each occurrence
El
Property Damage Liability
$ thousand dollars, each occurrence
❑
❑
Medical Payments
$5,000 each person
Il
❑
Underinsured/Uninsured Motorists
Not Less Than $15,000 each person/$30,000 each accident
❑
❑
Comprehensive (incl. Fire and Theft)
(a) Actual Cash Value less $500 deductible
O'
❑
❑
❑
Collision
0 Uninsured Deductible Waiver
(a) Actual Cash Value less $500 deductible
2 E
❑
❑
Uninsured Collision
❑
❑
WATERCRAFT INSURANCE (Boat)
LIMITS OF LIABILITY
"✓" indicates coverage bound and afforded.
Bodily Injury Liability and Property
Damage Liability
Thousand Dollars, each occurrence
Actual cash value not to exceed Limit of Liability of
$ less $ deductible
❑
Physical Damage
Effective Date of Binder: 06/13/2018 12:01 A.M. Pacific Standard Time
This binder shall expire 30 days from the effective date or may be cancelled by the named insured at any time during such 30 -day period. The Exchange
may cancel this binder by mailing to the named insured at the address shown above written notice stating when, not less than 10 days thereafter, such
cancellation shall be effective. The mailing of such notice shall be sufficient proof of notice.
District Office:
By:
(Authorized Representative)
CW4WA
061218
ACSC Management Services, Inc.
ATTORNEY-IN-FACT
NOTICE OF COMPLIANCE
CITY STAFF: PRINT THIS PAGE AND INCLUDE WITH AGREEMENT TO THE CLERK OF THE COUNCIL
Contractor
Straightline Communications LLC
Name:
Project
A-2018-086-01
Number:
Extension of Agreement for Water Quality Consumer
Project
Confidence Report and related Auxiliary Support Services No.
Name:
A-2018-086
The Certificate of Insurance (COI) submitted indicates that the coverages are in
compliance with the insurance requirements. No further action is required at this time.
The compliant coverage(s) are:
TYPE OF POLICY EXPIRATICOI
FILE NAME
INSURANCE NUMBER ON DATE DATE
AUTOMOBIL50461015194102/15/20
02/13/2024 SA 2023 Auto Policy Documents.pdf
E LIABILITY 001 23
GENERAL 11/28/20
P1000424629 01/12/2024 COIStraightlineCommunicationsexp1.12.24.pdf
LIABILITY 22
PROFESSION
11/28/20GL_PL_INSURANCEDOCUMENTS_2023_Sa
AL P1000420699 01/12/2024
22 ntaAna.pdf
LIABILITY
WORKERS
COMPENSAT
03/02/20
ION AND WAIVER 04/02/2023 WC Waiver.pdf
23
EMPLOYERS'
LIABILITY