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HomeMy WebLinkAboutBARRIOS & ASSOCIATES, LLC DBA COMMUNICATIONS LAB (2)N N O N _'3 C-.1 0 INSURANCE ON FILE WORK MAY PROCEED UNTIL INSURANCE EXPIRES CLERK OF COUNCIL FIRST AMENDMENT TO AGREEMENT WITH DATE: BARRIOS & ASSOCIATES TO PROMOTE COMMUNITY OUTREACH AND PROMOTIONAL SERVICES A-2021-200-01 THIS FIRST AMENDMENT to the above -referenced agreement is entered into on July 18, 2022, by and between Barrios & Associates, LLC, dba Communications LAB, a California limited liability company ("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. The parties entered into Agreement No. A-2021-200 ("Agreement") dated August 17, 2021, to engage a Consultant having special skill and knowledge in the field of community outreach and promotional services related to the ReadyOC (ROC) Emergency Preparedness Campaign and the "If You See Something, Say Something" (S4) Public Awareness Campaign. B. The Agreement runs through June 30, 2024, with an option to extend the agreement for up to two (2) one (1) year options. The Agreement is current and in -effect. C. As provided by Section 1 of the Agreement, the parties will amend the scope of services on a yearly basis no later than Q3 of the previous fiscal year (FY). Such amendment, as provided by the Agreement, may be done administratively without additional approval by the City Council. The parties understand that additional changes, including revisions to compensation, are subject to approval by the City Council for the City of Santa Ana. D. The parties now wish to amend the Agreement to revise the scope of services for FY 2022-23. No further changes are contemplated by this Amendment. The Parties therefore agree: 1. Section 1, Scope of Services, is hereby amended to update the Scope of Services for FY 2022-23, and replace Exhibits A and B to the Agreement with Exhibits A-1 and B-1 to this First Amendment, attached hereto. 2. Except as modified by this First Amendment, all terms and conditions of the Agreement, shall remain in full force and effect. [signature page to follow] Page 1 of 2 IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. ATTEST 1 P � m. '`:yes• DAISY GOMEZ ,pt Clerk of the Council APPROVED AS TO FORM SONIA R. CARVALHO City Attorney %Nj-�� By: Tamara Bogosian Senior Assistant City Attorney RECOMMENDED FOR APPROVAL Fes, U4e, �tll Jtll7dJ David Valentin Chief of Police CITY OF SANTA ANA KRISTINE RIDGE City Manager BARRIOS & ASSOCIATES, LLC By: Arianna Barrios Title: CEO Page 2 of 2 EXHIBIT A-1 FY 2022-23 READYOC STATEMENT OF WORK General Information: The following Statement of Work (SOW) defines the principal activities and responsibilities of all parties for public outreach services to support the ReadyOC (ROC) Emergency Preparedness Campaign. This scope of work shall stand as an agreement between the City of Santa Ana (here -in -after Santa Ana) and Communications LAB (here -in -after Comm LAB) for the contracted period. Comm LAB will supply the following services: Marketing: Brand Management Collateral (fact sheets, brochures, trifolds,etc.) Digital Communications Website Maintenance Newsletter Development Social Media a. Content Development b. Graphic Design c. KPI reports Advertising: Media: Social/Search ads Paid Advertising Broadcast news promotions Media/corporate promotions Publicity Service Announcements (PSA) Media Training Public Information Support (S4) Outreach -Education -Partnerships: Local Stakeholder Outreach Elected Officials Outreach Partner Outreach Project Management Project Administration Services Routine Meeting with S4 Strategy Team KPI Reports No deviation of this SOW will be allowed without written consent from the Santa Ana Project Manager. Nevertheless, Santa Ana recognizes that projects of this magnitude will likely encounter various unforeseeable events that may cause tasks to overlap or change, and such change will be permissible with the written approval of the Santa Ana Project Manager. This SOW is contingent upon both Comm LAB and Santa Ana fulfilling their respective responsibilities as defined in the Agreement and within this document. Contents The following are included with this SOW: Task Descriptions Project Change Order Project Schedule Milestone Payment Schedule General Project Management Responsibilities Project management occurs throughout the project and is involved in every task. The overall project management activities are listed here for reference. Comm LAB Responsibilities: a. Maintain project communications with Santa Ana's Project Manager. b. Manage the efforts of the Comm LAB team and coordinate Comm LAB activities with the Santa Ana Project Manager. c. Conduct on -site status meetings with Santa Ana's Project Manager on a monthly basis or when reasonably required at the discretion of Santa Ana to discuss project status. d. Provide timely responses, within 48 hours (2) business days, to issues raised by Santa Ana's Project Manager. e. Prepare and submit, no later than the fifth business day of each month, a status activity report that includes: the accomplishments of the previous month, activities planned for the current month and any update to the project schedule. f. Prepare and submit project Change Proposals to Santa Ana's Project Manager as necessary. g. Prepare and submit Task Completion Letter(s) with appropriate invoices to Santa Ana's Project Manager. Santa Ana Responsibilities: a. Maintain project communications with the Comm LAB Project Manager. b. Manage the efforts of ROC involved staff and coordinate ROC activities with the Comm LAB Project Manager. 2 c. The Project Manager must ensure that personnel have ample time, resources, and expertise to carry out their respective tasks and responsibilities. d. The Project Manager or his designee will participate in status meetings with the Comm LAB Project Manager on a monthly basis or as may otherwise be reasonably required to discuss project status. e. Provide timely responses, within 48 hours (2) business days, to issues raised by the Comm LAB Project Manager. f. Liaison with all Santa Ana -provided third -party vendors and associated systems. g. Ensure acceptable Change Orders are approved by authorized signature(s). h. Ensure acceptable Task Completion Letter(s) are approved by the Project Manager or his designee. i. Ensure timely payment of invoices. j. Ensure Comm LAB access to server and network equipment and work areas on a 24x7 basis, with pre -authorization for off -hours. k. Provide workspace for Comm LAB personnel as reasonably requested. SOW Format: Each task includes the following: Title, Objective, Task Description, Responsibilities and Completion Criteria. The tasks are depicted on the project schedule. All parties recognize that the SOW is not formatted chronologically with contractual obligations defaulting to the Project Schedule unless otherwise noted. TASK 1: DIGITAL COMMUNICATIONS Objective: Develop routine email communications to support ReadyOC's overall communications strategy. The newsletter distribution system and database retention will assist in ReadyOC's distribution and reach. Task Description: Through various digital outreach tactics, we will utilize the internal database for email distribution. These monthly newsletters will support the following: a. Micro -campaigns: promotion of various sub -campaigns in relation to our pre - approved micro -campaigns (i.e. emergency kits, college earthquake preparedness, etc.) b. ReadyOC messaging: promotion of general ReadyOC information, tools, resources, etc. Responsibilities: Comm LAB shall: a. Create and send out monthly newsletters in combination with a database collection. b. Routinely distribute information newsletter to database c. Provide KPI report to Santa Ana Project to show progress Santa Ana shall: a. Review, edit and approve newsletter drafts for distribution Completion Criteria: This task is considered complete upon completion of administrative deliverables and when the Santa Ana Project Manager signs the completion letter for each subtask noted below. TASK 1-A: NEWSLETTER DISTRIBUTION Q3 2022 Objective: Distribute monthly newsletter to internal ReadyOC database, partners, and stakeholders to deliver updates and relevant information. Task Description: Create monthly newsletters and set distribution frequency. This includes all aspects related to the curation of a newsletter including but not limited to writing copy and generating graphics. 11 Responsibilities: Comm LAB shall: a. Develop the newsletter and distribution schedule and seek approval of Santa Ana Project Manager. b. Execute newsletter distribution in accordance with the approved plan. Santa Ana shall: a. Approve newsletter plan and approve subsequent newsletters before public distribution. Completion Criteria: This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of September 2022. TASK 1-B: NEWSLETTER DISTRIBUTION Q4 2022 Objective: Distribute monthly newsletter to internal ReadyOC database, partners, and stakeholders to deliver updates and relevant information. Task Description: Create monthly newsletters and set distribution frequency. This includes all aspects related to the curation of a newsletter including but not limited to writing copy and generating graphics. Responsibilities: Comm LAB shall: a. Develop the newsletter and distribution schedule and seek approval of Santa Ana Project Manager. b. Execute newsletter distribution in accordance with the approved plan. Santa Ana shall: c. Approve newsletter plan and approve subsequent newsletters before public distribution. Completion Criteria: This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of December 2022. TASK 1-C: NEWSLETTER DISTRIBUTION Q1 2023 objective: Distribute monthly newsletter to internal ReadyOC database, partners, and stakeholders to deliver updates and relevant information. Task Description: Create monthly newsletters and set distribution frequency. This includes all aspects related to the curation of a newsletter including but not limited to writing copy and generating graphics. Responsibilities: Comm LAB shall: a. Develop the newsletter and distribution schedule and seek approval of Santa Ana Project Manager. b. Execute newsletter distribution in accordance with the approved plan. Santa Ana shall: c. Approve newsletter plan and approve subsequent newsletters before public distribution. Completion Criteria: This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of March 2023. TASK 1-D: NEWSLETTER DISTRIBUTION Q2 2023 Objective: Distribute monthly newsletter to internal ReadyOC database, partners, and stakeholders to deliver updates and relevant information. Task Description: Create monthly newsletters and set distribution frequency. This includes all aspects related to the curation of a newsletter including but not limited to writing copy and generating graphics. Responsibilities: Comm LAB shall: a. Develop the newsletter and distribution schedule and seek approval of Santa Ana Project Manager. b. Execute newsletter distribution in accordance with the approved plan. Santa Ana shall: c. Approve newsletter plan and approve subsequent newsletters before public distribution. Completion Criteria: This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of June 2023. 0 TASK 2: WEBSITE & MOBILE MAINTENANCE Objective: Update, manage, host and maintain the ReadyOC website and provide recommendations for updates to improve the user experience and functionality Task Description: See sub -tasks for specifics. Responsibilities: See sub -tasks for specifics. Completion Criteria: This task is considered complete when all budgeted sub -tasks have been completed in their respective entirety. TASK 2-A: WEBSITE & MOBILE MAINTENANCE (SUMMER/FALL 2022) Objective: Update, manage, host and maintain the ReadyOC website and provide recommendations for updates to improve the user experience and functionality. Task Description: Provide routine updates of the ROC website including content, imagery and navigation. Responsibilities: Comm LAB shall: a. Update the ROC website with any additions/changes provided by the Santa Ana Project Manager b. Ensure all hosting, server, maintenance, and updates are maintained. Santa Ana shall: a. Provide any edits and/or additions for the ROC website b. Approve any update and/or additions to the ROC website. Completion Criteria: This task will be implemented throughout the performance period and when the Santa Ana Project Manager signs the task completion letter. Completion is planned to occur by November 2022. TASK 2-13: WEBSITE & MOBILE MAINTENANCE (WINTER/SPRING 2023) Objective: Update, manage, host and maintain the ReadyOC website and provide recommendations for updates to improve the user experience and functionality. Task Description: Provide routine updates of the ReadyOC website including content, imagery and navigation. Responsibilities: Comm LAB shall: a. Update the ReadyOC website with any additions/changes provided by the Santa Ana Project Manager b. Ensure all hosting, server, maintenance, and updates are maintained. Santa Ana shall: a. Provide any edits and/or additions for the ROC website b. Approve any update and/or additions to the ROC website. Completion Criteria: This task will be implemented throughout the performance period and when the Santa Ana Project Manager signs the task completion letter. Completion is planned to occur by May 2023. TASK 3: SOCIAL MEDIA CONTENT DEVELOPMENT/MANAGEMENT Objective: Develop consistent social media content based on messaging strategies for ReadyOC objectives and micro -campaigns. The content will be focused on increasing users' post engagements and website traffic. Task Description: Develop contemporary and engaging social media content in various formats including graphics, memes, surveys, video, gifs, etc. This content will be used for both the ReadyOC's social media timeline calendar, as well as social media advertising. Responsibilities: Comm LAB shall: a. Develop a 6-week social media calendar with draft respective imagery for Santa Ana Project Manager approval b. The calendar will include: social media platforms, date of publication, copy for social media post, graphic, links, hashtags c. Schedule 6-week social media calendar meetings to review social media calendar when needed d. Implement any updates and/or edits to the social media calendar e. Post time -sensitive content at the direction of the Santa Ana Project Manager Provide 6-week social media KPI reports on post engagement, traffic and trends. Santa Ana shall: a. Provide feedback and input for social media calendar b. Attend 6-week social media calendar meetings when needed c. Provide any time -sensitive social media messaging to staff when appropriate Completion Criteria: This task is considered complete upon completion of administrative deliverables and when the Santa Ana Project Manager signs the completion letter for each subtask noted below. TASK 3-A: READYOC SOCIAL MEDIA CONTENT DEVELOPMENT (Q3 2022) Objective: Develop consistent social media content based on messaging strategies for ReadyOC objectives and micro -campaigns. The content will be focused on increasing users' post engagements and website traffic. Task Description: Develop contemporary and engaging social media content in various formats including graphics, memes, surveys, video, gifs, etc. This content will be used for both the ReadyOC social media timeline calendar, as well as social media advertising. a. Develop Social Media Calendar b. Post time -sensitive information on social media channels c. Keep Social Media Channels Updated Responsibilities: Comm LAB shall: a. Develop a 6-week social media calendar with draft respective imagery for Santa Ana Project Manager approval b. The calendar will include: social media platforms, date of publication, copy for social media post, graphic, links, hashtags c. Schedule 6-week social media calendar meetings to review social media calendar when needed d. Implement any updates and/or edits to the social media calendar e. Post time -sensitive content at the direction of the Santa Ana Project Manager f. Provide 6-week social media KPI reports on post engagement, traffic and trends. Santa Ana shall: a. Provide feedback and input for social media calendar b. Attend 6-week social media calendar meetings when needed c. Provide any time -sensitive social media messaging to staff when appropriate Completion Criteria: This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of September 2022. TASK 3 B• READYOC SOCIAL MEDIA CONTENT DEVELOPMENT t94 20221 Objective: Develop consistent social media content based on messaging strategies for ReadyOC objectives and micro -campaigns. The content will be focused on increasing users' post engagements and website traffic. Task Description: Develop contemporary and engaging social media content in various formats including graphics, memes, surveys, video, gifs, etc. This content will be used for both the ReadyOC social media timeline calendar, as well as social media advertising. a. Develop Social Media Calendar b. Post time -sensitive information on social media channels c. Keep Social Media Channels Updated Responsibilities: Comm LAB shall: a. Develop a 6-week social media calendar with draft respective imagery for Santa Ana Project Manager approval b. The calendar will include: social media platforms, date of publication, copy for social media post, graphic, links, hashtags c. Schedule 6-week social media calendar meetings to review social media calendar when needed d. Implement any updates and/or edits to the social media calendar e. Post time -sensitive content at the direction of the Santa Ana Project Manager f. Provide 6-week social media KPI reports on post engagement, traffic and trends. Santa Ana shall: a. Provide feedback and input for social media calendar b. Attend 6-week social media calendar meetings when needed c. Provide any time -sensitive social media messaging to staff when appropriate Completion Criteria: This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of December 2022. 10 TASK 3-C: READYOC SOCIAL MEDIA CONTENT DEVELOPMENT (Q1 20231 Objective: Develop consistent social media content based on messaging strategies for ReadyOC objectives and micro -campaigns. The content will be focused on increasing users' post engagements and website traffic. Task Description: Develop contemporary and engaging social media content in various formats including graphics, memes, surveys, video, gifs, etc. This content will be used for both the ReadyOC social media timeline calendar, as well as social media advertising. a. Develop Social Media Calendar b. Post time -sensitive information on social media channels c. Keep Social Media Channels Updated Responsibilities: Comm LAB shall: a. Develop a 6-week social media calendar with draft respective imagery for Santa Ana Project Manager approval b. The calendar will include: social media platforms, date of publication, copy for social media post, graphic, links, hashtags c. Schedule 6-week social media calendar meetings to review social media calendar when needed d. Implement any updates and/or edits to the social media calendar e. Post time -sensitive content at the direction of the Santa Ana Project Manager f. Provide 6-week social media KPI reports on post engagement, traffic and trends. Santa Ana shall: a. Provide feedback and input for social media calendar b. Attend 6-week social media calendar meetings when needed c. Provide any time -sensitive social media messaging to staff when appropriate Completion Criteria: This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of March 2023. TASK 3-D: READYOC SOCIAL MEDIA CONTENT DEVELOPMENT (Q2 2023) Objective: Develop consistent social media content based on messaging strategies for ReadyOC objectives and micro -campaigns. The content will be focused on increasing users' post engagements and website traffic. Task Description: Develop contemporary and engaging social media content in various formats including graphics, memes, surveys, video, gifs, etc. This content will be 11 used for both the ReadyOC social media timeline calendar, as well as social media advertising. a. Develop Social Media Calendar b. Post time -sensitive information on social media channels c. Keep Social Media Channels Updated Responsibilities: Comm LAB shall: a. Develop a 6-week social media calendar with draft respective imagery for Santa Ana Project Manager approval b. The calendar will include: social media platforms, date of publication, copy for social media post, graphic, links, hashtags c. Schedule 6-week social media calendar meetings to review social media calendar when needed d. Implement any updates and/or edits to the social media calendar e. Post time -sensitive content at the direction of the Santa Ana Project Manager f. Provide 6-week social media KPI reports on post engagement, traffic and trends. Santa Ana shall: a. Provide feedback and input for social media calendar b. Attend 6-week social media calendar meetings when needed c. Provide any time -sensitive social media messaging to staff when appropriate Completion Criteria: This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of June 2023. TASK 4• READYOC SOCIAL MEDIA ADVERTISING (BUDGET) Objective: Deploy social media advertising within the project budget to promote ReadyOC's overall objectives and micro -campaigns when relevant. Task Description: Deploy the digital advertising strategy and budget to boost ROC's social media channels, messaging, micro -campaigns, and objectives. a. Boost social media timeline content b. Develop social media advertisements Responsibilities: Comm LAB shall: a. Execute digital advertising with allocated funds b. Execute routine advertising programming and monitor results c. Provide KPI reports at the end of each task monitoring success and opportunities Santa Ana shall: 12 a. Review KPI report at the end of each subsequent digital marketing task order Completion Criteria: This task is considered complete upon completion of administrative deliverables and when the Santa Ana Project Manager signs the completion letter for each subtask noted below. TASK 4-A: READYOC SOCIAL MEDIA ADVERTISING (Q3 2022 Objective: Deploy social media advertising within the project budget to promote ReadyOC's overall objectives and micro -campaigns when relevant. Task Description: Deploy the digital advertising strategy and budget to boost ROC's social media channels, messaging, micro -campaigns, and objectives. a. Boost social media timeline content b. Develop social media advertisements Responsibilities: Comm LAB shall: a. Execute digital advertising with allocated funds b. Execute routine advertising programming and monitor results c. Provide KPI reports at the end of each task monitoring success and opportunities Santa Ana shall: a. Review KPI report at the end of each subsequent digital marketing task order Completion Criteria: This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of September 2022. TASK 4-13: READYOC SOCIAL MEDIA ADVERTISING (Q4 2022 Objective: Deploy social media advertising within the project budget to promote ReadyOC's overall objectives and micro -campaigns when relevant. Task Description: Deploy the digital advertising strategy and budget to boost ROC's social media channels, messaging, micro -campaigns, and objectives. a. Boost social media timeline content b. Develop social media advertisements Responsibilities: Comm LAB shall: 13 a. Execute digital advertising with allocated funds b. Execute routine advertising programming and monitor results c. Provide KPI reports at the end of each task monitoring success and opportunities Santa Ana shall: a. Review KPI report at the end of each subsequent digital marketing task order. Completion Criteria: This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of December 2022. TASK 4 C: READYOC SOCIAL MEDIA ADVERTISING (Q1 2023) Objective: Deploy social media advertising within the project budget to promote ReadyOC's overall objectives and micro -campaigns when relevant. Task Description: Deploy the digital advertising strategy and budget to boost ROC's social media channels, messaging, micro -campaigns, and objectives. a. Boost social media timeline content b. Develop social media advertisements Responsibilities: Comm LAB shall: a. Execute digital advertising with allocated funds b. Execute routine advertising programming and monitor results c. Provide KPI reports at the end of each task monitoring success and opportunities Santa Ana shall: a. Review KPI report at the end of each subsequent digital marketing task order. Completion Criteria: This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of March 2023. TASK 4 D• READYOC SOCIAL MEDIA ADVERTISING (Q2 20231 Objective: Deploy social media advertising within the project budget to promote ReadyOC's overall objectives and micro -campaigns when relevant. Task Description: Deploy the digital advertising strategy and budget to boost ROC's social media channels, messaging, micro -campaigns, and objectives. 14 a. Boost social media timeline content b. Develop social media advertisements Responsibilities: Comm LAB shall: a. Execute digital advertising with allocated funds b. Execute routine advertising programming and monitor results c. Provide KPI reports at the end of each task monitoring success and opportunities Santa Ana shall: a. Review KPI report at the end of each subsequent digital marketing task order. Completion Criteria: This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of June 2023. TASK 5: MICRO CAMPAIGN: READY TO REACT Objective: Develop a comprehensive plan to promote ReadyOC's micro -campaign "Ready to React" and increase awareness of emergency preparedness tactics and tools among citizens. Especially important to know what to do before first responders arrive on the scene. Task Description: Create, establish and implement a plan to promote ROC's emergency preparedness micro -camp, Ready to React. The plan will include outreach channels, partnerships, procedures, proposed activities, communications and schedule. Responsibilities: Comm LAB shall: a. Develop the micro campaign plan, identify partners, outreach channels, activities, promotional materials, schedule and budget. b. Present micro campaign plan timeline for the approval of Santa Ana Project Manager , c. Begin to execute micro -campaign tasks in accordance with the approved plan. Santa Ana shall: a. Approve micro campaign plan for execution and provide input. Completion Criteria: This task is considered complete upon completion of administrative deliverables and when the Santa Ana Project Manager signs the completion letter for each subtask noted below. 15 TASK 5-A: MICRO CAMPAIGN: READY TO REACT: VIDEO PRODUCTION Objective: Develop an effective messaging and outreach strategy to deliver key messages via video to Orange County's citizens that increase ReadyOC's engagement, preparedness and promote disaster safety. Task Description: Research, identify and craft messaging and outreach strategy to raise awareness of emergency preparedness through video content. This task includes: a. Mapping out effective messaging, scripts and calls to action b. Identifying representatives to participate in the video production. c. Record and develop videos with partners to keep the public prepared. Responsibilities: Comm LAB shall: a. Create a strategy to appeal to the selected demographic. b. Provide messaging options and taglines for marketingladvertising. c. Record emergency preparedness videos with partners. d. Present strategy to and seek approval of Santa Ana Project Manager e. Begin to execute strategy in accordance with the approved plan. Santa Ana shall: a. Approve messaging and outreach strategy for execution. Completion Criteria: This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of July 2022. Objective: Develop, produce and create ReadyOC collateral materials for use in all communications as appropriate. Task Description: a. Develop design, content, design and distribution of all materials supporting ROC initiative Ready to React. Responsibilities: Comm LAB shall: a. Identify the number and type of collateral materials to be created. b. Develop all materials and seek approval from the Santa Ana Project Manager c. Produce materials in accordance with the Santa Ana Project Manager's guidance 16 Santa Ana shall: a. Approve materials and provide feedback Completion Criteria: This task is considered complete upon the order or delivery of the promotional materials, given requirements in some instances for upfront payment, and when the Santa Ana Project Manager signs the task completion letter. Completion is planned to occur by July 2022. TASK 5-C: MICRO CAMPAIGN: READY TO REACT: STAKEHOLDER OUTREACH Objective: Execute external outreach to identified stakeholders regarding ReadyOC's micro campaign, Ready to React. Task Description: Identify a list of existing and new stakeholders to increase emergency preparedness amongst citizens throughout Orange County as part of the Ready to React campaign. Responsibilities: Comm LAB shall: a. Develop a list of existing and potential stakeholders for the approval of the Santa Ana Project Manager b. Begin reaching out to existing partners to provide resources and digital collateral. Santa Ana shall: a. Provide approval on the list of potential stakeholders. Completion Criteria: This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of August 2022. TASK 6: MICRO CAMPAIGN: EVACUATION TEXT ALERTS Objective: Increase local awareness and outreach for residents to sign up for evacuation text alerts during emergencies. This campaign will be in partnership with AlertOC. Task Description: Increase public outreach efforts on social media and through our partnerships for residents to sign up for text alerts through AlertOC. Responsibilities: Comm LAB shall: 17 a. Increase outreach efforts for AlertOC signups.n b. Provide outline to Santa Ana Project Manager for approval Santa Ana shall: a. Provide final approval of micro -campaign overview Completion Criteria: This task is considered complete upon completion of administrative deliverables and when the Santa Ana Project Manager signs the completion letter for each subtask noted below. Objective: Develop an effective messaging and outreach strategy to educate residents on the importance of enrolling in the evacuation text alert system through promotional videos. Task Description: Research, identify and craft messaging, outreach, and video strategy to drive up enrollment in evacuation text alerts. This task includes: a. Mapping out effective messaging and calls to action b. Identifying partners and spokespeople to participate in the videos c. Identifying additional partnerships Responsibilities: Comm LAB shall: a. Create a strategy to appeal to the selected demographics and geographic targeted areas. b. Identify spokespeople c. Begin to execute strategy in accordance with the approved plan. d. Provide messaging options and taglines for marketing/advertising Santa Ana shall: a. Provide feedback and input on messaging and outreach strategies. b. Approve messaging and outreach strategy for execution. Completion Criteria: This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of July 2022. In Objective: Develop, produce and update ROC collateral materials for use in all programming and communications as appropriate. Task Description: Handle design, writing, production and distribution of all materials supporting ROC initiatives. Responsibilities: Comm LAB shall: a. Develop all materials and seek approval from the Santa Ana Project Manager b. Produce materials in accordance with the Santa Ana Project Manager's guidance Santa Ana shall: a. Approve materials and provide feedback Completion Criteria: This task is considered complete upon the order or delivery of the promotional materials, given requirements in some instances for upfront payment, and when the Santa Ana Project Manager signs the task completion letter. Completion is planned to occur by July 2022. Objective: Execute an audit of existing ROC stakeholders to then identify a new list of potential stakeholders to provide communications resources and collateral. Task Description: Identify a list of existing and new stakeholders to increase emergency preparedness and signs ups for AlertOC's text alerts. a. Conduct stakeholder outreach regarding AlertOC b. Work with Santa Ana Project Manager in outreach Responsibilities: Comm LAB shall: a. Develop a list of existing and potential stakeholders for the approval of the Santa Ana Project Manager b. Begin reaching out to existing partners to provide resources and digital collateral. Santa Ana shall: b. Provide approval on the list of potential stakeholders. Completion Criteria: 19 This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of August 2022. TASK 7: MICRO CAMPAIGN: EMERGENCY KITS Objective: Plan, develop and outline micro -campaign concept for residents to easily assemble a ReadyOC emergency preparedness kit for their home, work and car. Task Description: See sub -tasks for specifics. Responsibilities: See sub -tasks for specifics. Completion Criteria: This task is considered complete when all budgeted sub -tasks have been completed in their respective entirety. TASK 7-A: MICRO CAMPAIGN: EMERGENCY KITS: PARTNER DEVELOPMENT Objective: Plan and develop a messaging and outreach strategy to increase the numbers of partners who are interested in supporting ReadyOC and the emergency preparedness kit micro campaign. Task Description: Develop a timeline, outreach and messaging strategy to potential partners to increase awareness and support amongst partners. Responsibilities: Comm LAB shall: a. Create an outline for messaging and outreach to support our campaign's efforts to increase partner awareness for preparedness. b. Provide messaging options and taglines for marketing/advertising Santa Ana shall: c. Provide approval of messaging and outreach strategy Completion Criteria: This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be the end of July 2022. FIE Objective: Develop, produce and update ReadyOC collateral materials for use in all outreach and communications as appropriate. Task Description: Handle design, writing, production and distribution of all materials supporting ReadyOC initiatives. Responsibilities: Comm LAB shall: a. Identify number and type of collateral materials to be created. b. Develop all materials and seek approval from the Santa Ana Project Manager c. Produce materials in accordance with the Santa Ana Project Manager's guidance Santa Ana shall: a. Approve materials and provide feedback Completion Criteria: This task is considered complete upon the order or delivery of the promotional materials, given requirements in some instances for upfront payment, and when the Santa Ana Project Manager signs the task completion letter. Completion is planned to occur by July 2022. TASK 7-C: MICRO CAMPAIGN: EMERGENCY KITS: STAKEHOLDER OUTREACH Objective: Execute an audit of existing ReadyOC stakeholders to then identify a new list of potential stakeholders to provide emergency kit resources, information and collateral. Task Description: Identify a list of existing and new stakeholders to increase emergency preparedness amongst citizens throughout Orange County. Responsibilities: Comm LAB shall: a. Develop a list of existing and potential stakeholders for the approval of the Santa Ana Project Manager b. Begin reaching out to existing partners to schedule strategy discussions and outreach events Santa Ana shall: a. Provide approval on the list of potential stakeholders. Completion Criteria: 21 This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of August 2022. TASK 8: EARNED MEDIA OUTREACH Objective: Develop and implement media promotions and concentrated publicity outreach to local print, online and/or broadcast outlets to promote ROC programming elements, initiatives and calendar of activities. Task Description: Develop and implement media promotions including, but not limited to, management and enhancement of the ReadyOC's objectives, mission and micro campaigns. Task includes ongoing measurement and tracking of promotional elements. Activities will include: a. Publicity/Media Outreach — conduct outreach to targeted local and/or national media to achieve a minimum of two. earned or sponsored placements during the contract period. b. Video PSA— leverage existing :30-second video PSA and focus on efforts to expand exposure of ReadyOC via additional placements within the OC community via the ROC website, YouTube channel, city websites, local public access stations, selected regional theatre venues, etc. Responsibilities: Comm LAB shall: a. Execute outreach to local and/or national media outlets to promote ReadyOC b. Work with partners and stakeholders to acquire public spokespeople when approriate c. Plan, develop and produce any necessary video with approval from the Santa Ana Project Manager d. Execute distribution in accordance with approved plans Santa Ana shall: a. Approve initiative concepts, production and distribution plan. Completion Criteria: This task is considered complete upon completion of administrative deliverables and when the Santa Ana Project Manager signs the completion letter for each subtask noted below. 22 Objective: Develop and implement media promotions and concentrated publicity outreach to local print and/or online outlets to promote ReadyOC programming elements, initiatives and the calendar of activities. Task Description: Develop and implement media promotions including, but not limited to, management and enhancement of the ReadyOC's messaging, values and/or micro campaigns. Task includes ongoing measurement and tracking of promotional elements. Responsibilities: Comm LAB shall: a. Execute media pitches and outreach to local print/online outlets to promote ReadyOC b. Plan, develop and produce necessary video assets with approval from the Santa Ana Project Manager. c. Execute distribution in accordance with approved plans Santa Ana shall: a. Approve initiative concepts, production and distribution plan Completion Criteria: This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of October 2022. Objective: Develop and implement media promotions and concentrated publicity outreach to broadcast outlets to promote ReadyOC programming elements, initiatives and the calendar of activities. Task Description: Develop and implement media promotions including, but not limited to, management and enhancement of the ReadyOC messaging, objectives and/or micro campaigns. Task includes ongoing measurement and tracking of promotional elements. Responsibilities: Comm LAB shall: a. Execute media pitches and outreach to local and/or national broadcast outlets to promote ReadyOC b. Plan, develop and produce the video with approval from the Santa Ana Project Manager in alignment c. Execute distribution in accordance with approved plans Santa Ana shall: 23 a. Approve initiative concepts, production and distribution plan Completion Criteria: This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of October 2022. Objective: Develop and implement media promotions and concentrated publicity outreach to local print and/or online outlets to promote ReadyOC programming elements, initiatives and the calendar of activities. Task Description: Develop and implement media promotions including, but not limited to, management and enhancement of the ROC messaging, values and/or micro campaigns. Task includes ongoing measurement and tracking of promotional elements. Responsibilities: Comm LAB shall: a. Execute media pitches and outreach to local printlonline outlets to promote ReadyOC b. Plan, develop and produce the video with approval from the Santa Ana Project Manager. c. Execute distribution in accordance with approved plans Santa Ana shall: d. Approve initiative concepts, production and distribution plan Completion Criteria: This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of May 2023. Objective: Develop and implement media promotions and concentrated publicity outreach to broadcast outlets to promote ReadyOC programming elements, initiatives and the calendar of activities. Task Description: zi Develop and implement media promotions including, but not limited to, management and enhancement of ReadyOC's messaging, objectives, and/or micro campaigns. Task includes ongoing measurement and tracking of promotional elements. Responsibilities: Comm LAB shall: a. Execute media pitches and outreach to local and/or national broadcast outlets to promote ReadyOC b. Plan, develop and produce the video with approval from the Santa Ana Project Manager. c. Execute distribution in accordance with approved plans Santa Ana shall: a. Approve initiative concepts, production and distribution plan Completion Criteria: This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of May 2023. TASK 9: PROJECT MANAGEMENT & PARTNER RELATIONS Objective: Manage campaign updates and activities including, but not limited to meetings, monthly activity reporting, programming documentation, regular communications and presentations to Santa Ana Project Manager and corresponding agency partners during this task order. Task Description: Provide campaign and promotion updates to the Santa Ana Project Manager through regularly scheduled phone calls and/or emails and meetings (as needed or requested). Manage the ongoing reporting and measurement of campaign data and maintain weekly and monthly communication with the Santa Ana Project Manager including at least one formal meeting/conference call during the quarter, unless otherwise directed and approved by the Santa Ana Project Manager. Responsibilities: Comm LAB shall: a. Coordinate, manage and participate in at least one team meeting b. Provide monthly or bi-monthly campaign and promotion updates to the Santa Ana Project Manager c. Manage the weekly and monthly reporting of campaign measurement d. Manage ongoing budget and campaign schedule e. Submit task completion letters with task invoices to the Santa Ana Project Manager 25 Santa Ana shall: a. Approve campaign progress, updates and promotions b. Support and facilitate partnering and sponsorship efforts. Completion Criteria: This task is considered complete upon completion of administrative deliverables and when the Santa Ana Project Manager signs the completion letter for each subtask noted below. Objective: Manage campaign updates and activities including, but not limited to meetings, monthly activity reporting, programming documentation, regular communications and presentations to Santa Ana Project Manager. Task Description: Provide campaign and promotion updates to the Santa Ana Project Manager through regularly scheduled phone calls and/or emails and meetings (as needed or requested). Manage the ongoing reporting and measurement of campaign data and maintain monthly or bi-monthly communication with the Santa Ana Project Manager including at least one formal meeting/conference call during the quarter, unless otherwise directed and approved by the Santa Ana Project Manager. Responsibilities: Comm LAB shall: a. Provide monthly campaign or bi-monthly promotion updates to the Santa Ana Project Manager b. Manage the weekly and monthly reporting of campaign measurement c. Manage ongoing budget and campaign schedule d. Submit task completion letters with task invoices to the Santa Ana Project Manager e. Work with ReadyOC partners to provide regular updated per quarter. Santa Ana shall: a. Approve campaign progress, updates and promotions b. Support and facilitate partnering and sponsorship efforts. Completion Criteria: This task is considered complete upon completion of administrative deliverables and when the Santa Ana Project Manager signs the completion letter for the task. Planned completion and implementation are by the end of November 2022. 26 TASK 9-113: READYOC PROJECT MANAGEMENT & PARTNER RELATIONS (WINTERISPRING) Objective: Manage campaign updates and activities including, but not limited to meetings, monthly activity reporting, programming documentation, regular communications and presentations to Santa Ana Project Manager and corresponding agency partners during this task order. Task Description: Provide campaign and promotion updates to the Santa Ana Project Manager through regularly scheduled phone calls and/or emails and meetings (as needed or requested). Manage the ongoing reporting and measurement of campaign data and maintain monthly or bi-monthly communication with the Santa Ana Project Manager including at least one formal meeting/conference call during the quarter, unless otherwise directed and approved by the Santa Ana Project Manager. Responsibilities: Comm LAB shall: a. Coordinate, manage and participate in at least one team meeting b. Provide monthly or bi-monthly campaign and promotion updates to the Santa Ana Project Manager c. Manage the weekly and monthly reporting of campaign measurement d. Manage ongoing budget and campaign schedule e. Submit task completion letters with task invoices to the Santa Ana Project Manager f. Work with ReadyOC partners to provide regular updated per quarter. Santa Ana shall: a. Approve campaign progress, updates and promotions b. Support and facilitate partnering and sponsorship efforts. Completion Criteria: This task is considered complete upon completion of administrative deliverables and when the Santa Ana Project Manager signs the completion letter for the task. Planned completion and implementation are by the end of May 2023. TASK 10: COLLATERAL MATERIALS Objective: Develop, produce and update ReadyOC collateral materials for use in all programming and communications as appropriate. These will only be digital collateral items. 27 Task Description: Handle design, writing, production and distribution of all digital collateral materials supporting ReadyOC initiatives. Responsibilities: Comm LAB shall: a. Identify the amount and type of digital collateral materials to be created. b. Develop all materials and seek approval from the Santa Ana Project Manager c. Produce materials in accordance with the Santa Ana Project Manager's guidance Santa Ana shall: a. Approve materials and provide feedback Completion Criteria: This task is considered complete upon the order or delivery of the promotional materials, given requirements in some instances for upfront payment, and when the Santa Ana Project Manager signs the task completion letter. Completion is planned to occur by May 2023. TASK 11: PROMOTIONAL MATERIALS Objective: Develop, produce and update ReadyOC promotional materials for use in all programming as appropriate. These will only be digital promotional items. Task Description: Handle design, writing, production and distribution of all digital promotional materials supporting ReadyOC. Responsibilities: Comm LAB shall: a. Identify the amount and type of digital collateral materials to be created. b. Develop all materials and seek approval from the Santa Ana Project Manager. Santa Ana shall: a. Approve materials Completion Criteria: This task is considered complete upon the order or delivery of the promotional materials, given requirements in some instances for upfront payment, and when the Santa Ana Project Manager signs the task completion letter. Completion is planned to occur by May 2023. m FY22 ReadyOC Milestone Payment Schedule TASK 1 DIGITAL COMMUNICATIONS Task 1-A Newsletter Distribution (Q322) $1,500 Task 1-13 Newsletter Distribution (Q4 22) $1,500 Task1-C Newsletter Distribution (Q1 23) $1,500 Task1-D Newsletter Distribution (02 23) $1,500 TASK 2 WEBSITE'& MOBILE MAINTENANCE Task 2-A Website, Social Media & Mobile Outreach/Maintenance (Fall 2021) $1,500 Task 2-13 Website, Social Media & Mobile Outreach/Maintenance (Winter/Spring 2022) $1,500 TASK 3 SOCIAL MEDIA OUTREACHi Task 3-A ReadyOC Social Media Content Development (Q3 22) $3,000 Task 3-13 ReadyOC Social Media Content Development (Q4 22) $3,000 Task 3-C ReadyOC Social Media Content Development (Q1 23) $3,000 Task 3-D ReadyOC Social Media Content Development (Q2 23) $3,000 TASK 4 ADVERTISING (BUDGET) Task 4-A ReadyOC Social Media/Search Advertising (Q322) $3,000 Task 4-13 ReadyOC Social Media/Search Advertising (Q4 22) $3,000 Task 4-C ReadyOC Social Media/Search Advertising (Q123) $3,000 Task 4-D ReadyOC Social Media/Search Advertising (02 23) $3,000 TASK 5 MICRO CAMPAIGN: READY TO'REACT Task 5-A Video Production $5,000 Task 5-B Collateral Development $2,500 Task 5-C Stakeholder Outreach $2,500 TASK 6 MICRO CAMPAIGN: EVACUATION TEXT ALERTS Task 6-A Video Production $5,000 Task 6-13 Collateral Development $2,500 Task 6-C Stakeholder Outreach $2,000 .tASK7r MICRO CAMPAIGN: EMERGENCY fKITS Task 7-A Partner Development $5,000 Task 7-13 Collateral Development $1,500 Task 7-C Stakeholder Outreach $1,500 TASK 8 EARNED MEDIA OUTREACH Task 8-A Identify Earned Media Opportunities (Print/Digital) Summer/Fall $5,000 Task 8-13 Identify Earned Media Opportunities (Broadcast) Summer/Fall $5,000 Task 8-C - Identify Earned Media Opportunities (Print/Digital) Winter/Spring $5,000 Task 8-D Identify Earned Media Opportunities (Broadcast) Winter/Spring $5,000 TASK 9 PROJECT MANAGEMENT & PARTNER RELATIONS Task 9-A ReadyOC Project Management & Partner Relations (SummedFall) $2,500 Task 9-13 ReadyOC Project Management & Partner Relations (Winter/Spring) $2,500 TASK 10 COLLATERAL MATERIALS $1,000. TASK 11 PROMOTIONAL MATERIALS $1,006 29 CONTINGENCY _ $10,000 TOTAL $97,500 im If You See Something, Say Something (S4)/ — OC Initiative & SafeOC Exhibit B-1 FY 2022-23 S4 STATEMENT OF WORK General Information: The following Statement of Work (SOW) defines the principal activities and responsibilities of all parties for public outreach services to support the See Something Say Something (S4) Emergency Preparedness Campaign. This scope of work shall stand as an agreement between the City of Santa Ana (here -in -after Santa Ana) and Communications LAB (here -in -after Comm LAB) for the contracted period. Comm LAB will supply the following services: Marketing: Brand Management Collateral Development (fact sheets, infographics, etc.) Video Production Digital Communications Website Maintenance Newsletter Development Social Media Advertising: 1"T041F3 a. Content Development b. Graphic Design c. KPI reports Social/Search ads Paid Advertising Broadcast news promotions Media/corporate promotions Publicity Service Announcements (PSA) Media Training Public Information Support (S4) Outreach -Education -Partnerships: Local Stakeholder Outreach Elected Officials Outreach Partner Outreach Project Management Project Administration Services Routine Meeting with S4 Strategy Team KPI Reports No deviation of this SOW will be allowed without written consent from the Santa Ana Project Manager. Nevertheless, Santa Ana recognizes that projects of this magnitude will likely encounter various unforeseeable events that may cause tasks to overlap or change, and such change will be permissible with the written approval of the Santa Ana Project Manager. This SOW is contingent upon both Comm LAB and Santa Ana fulfilling their respective responsibilities as defined in the Agreement and within this document. Contents The following are included with this SOW: Task Descriptions Project Change Order Project Schedule Milestone Payment Schedule General Project Management Responsibilities Project management occurs throughout the project and is involved in every task. The overall project management activities are listed here for reference. Comm LAB Responsibilities: a. Maintain project communications with Santa Ana's Project Manager. b. Manage the efforts of the Comm LAB team and coordinate Comm LAB activities with the Santa Ana Project Manager. c. Conduct status meetings with Santa Ana's Project Manager on a monthly basis or when reasonably required at the discretion of Santa Ana to discuss project status. d, Provide timely responses, within 48 hours (2) business days, to issues raised by Santa Ana's Project Manager. e. Prepare and submit, no later than the fifth business day of each month, a report that includes the accomplishments and tasks completed in the previous month f. Prepare and submit project Change Proposals to Santa Ana's Project Manager as necessary. g. Prepare and submit Task Completion Letter(s) with appropriate invoices to Santa Ana's Project Manager. Santa Ana Responsibilities: a. Maintain project communications with the Comm LAB Project Manager. b. Manage the efforts of S4 involved staff and coordinate S4 activities with the Comm LAB Project Manager. c. The Project Manager must ensure that personnel have ample time, resources, and expertise to carry out their respective tasks and responsibilities. d. The Project Manager or his designee will participate in status meetings with the Comm LAB Project Manager on a monthly basis or as may otherwise be reasonably required to discuss project status. e. Provide timely responses, within 48 hours (2) business days, to issues raised by the Comm LAB Project Manager. f. Liaison with all Santa Ana -provided third -party vendors and associated systems. g. Ensure acceptable Change Orders are approved by authorized signature(s). h. Ensure acceptable Task Completion Letter(s) are approved by the Project Manager or his designee. i. Ensure timely payment of invoices. j. Ensure Comm LAB access to server and network equipment and work areas on a 24x7 basis, with pre -authorization for off -hours. k. Provide workspace for Comm LAB personnel as reasonably requested. SOW Format: Each task includes the following: Title, Objective, Task Description, Responsibilities and Completion Criteria. The tasks are depicted on the project schedule. All parties recognize that the SOW is not formatted chronologically with contractual obligations defaulting to the Project Schedule unless otherwise noted. TASK 1: NEWSLETTER DISTRIBTUION Objective: Develop and distribute consistent email communications to inform the public about S4 updates, alerts, and tips to help improve public safety. Task Description: Through various digital tactics, we will work to not only develop necessary assets to be included in our email distribution but will also work to build on our internal database to grow our email distribution. These monthly newsletters will support the following: a. Micro -campaigns: promotion of various material and messaging in relation to our pre -approved micro -campaigns (cyber security, school reporters and video game security) b. S4 messaging: promotion of general S4 information, tools, resources, etc. Responsibilities: Comm LAB shall: a. Create a monthly newsletter and distribute to our database. b. Provide KPI report to Santa Ana Project to show progress Santa Ana shall: a. Review, edit, and approve newsletter drafts for distribution Completion Criteria: This task is considered complete upon the fulfillment of the deliverables detailed in the task descriptions below by the Santa Ana Project Manager. TASK 1-A: NEWSLETTER DISTRIBUTION Objective: Distribute monthly newsletter to internal SOC database, partners, and stakeholders to deliver updates and relevant information. Task Description: Collect information and develop assets relevant to updates that will be delivered via email distribution. Responsibilities: Comm LAB shall: a. Comm LAB will develop content for newsletter and all relevant assets. b. Maintain and update the newsletter database accordingly. c. Present draft newsletter to the Santa Ana PD project manager for approval. Santa Ana shall: Provide any relevant assets in its possession to be added to the newsletter. Provide approval. Completion Criteria: This task is considered complete upon the fulfillment of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of September 2022. TASK 1-13: NEWSLETTER DISTRIBUTION Objective: Distribute monthly newsletter to internal SOC database, partners, and stakeholders to deliver updates and relevant information. Task Description: Collect information and develop assets relevant to updates that will be delivered via email distribution. Responsibilities: Comm LAB shall: a. Comm LAB will develop content for newsletter and all relevant assets. b. Maintain and update the newsletter database accordingly. c. Present draft newsletter to the Santa Ana PD project manager for approval. Santa Ana shall: a. Provide any relevant assets in its possession to be added to the newsletter. b. Provide approval. Completion Criteria: This task is considered complete upon the fulfillment of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of December 2022. TASK 1-C: NEWSLETTER DISTRIBUTION objective: Distribute monthly newsletter to internal SOC database, partners, and stakeholders to deliver updates and relevant information. Task Description: Collect information and develop assets relevant to updates that will be delivered via email distribution. Responsibilities: Comm LAB shall: a. Comm LAB will develop content for newsletter and all relevant assets. b. Maintain and update the newsletter database accordingly. c. Present draft newsletter to the Santa Ana PD project manager for approval. Santa Ana shall: Provide any relevant assets in its possession to be added to the newsletter. Provide approval. Completion Criteria: This task is considered complete upon the fulfillment of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of March 2023. TASK 1-D: NEWSLETTER DISTRIBUTION Objective: Distribute monthly newsletter to internal SOC database, partners, and stakeholders to deliver updates and relevant information. Task Description: Collect information and develop assets relevant to updates that will be delivered via email distribution. Responsibilities: Comm LAB shall: a. Comm LAB will develop content for newsletter and all relevant assets. b. Maintain and update the newsletter database accordingly. c. Present draft newsletter to the Santa Ana PD project manager for approval. Santa Ana shall: a. Provide any relevant assets in its possession to be added to the newsletter. b. Provide approval. Completion Criteria: This task is considered complete upon the fulfillment of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of June 2023. TASK 2: WEBSITE AND MOBILE MAINTENANCE Objective: Update, manage, host and maintain website and mobile app. Provide recommendations for updates to improve the user experience and functionality. Task Description: Provide routine management and necessary updates as directed by the Project Manager, Responsibilities: Provide direction to Comm LAB regarding any necessary updates. Completion Criteria: This task is considered complete upon fulfillment of administrative deliverables and when the Santa Ana Project Manager signs the completion letter for each subtask noted below. TASK 2-A: WEBSITE & MOBILE MAINTENANCE (SUMMER/FALL 2022) Objective: Maintain the SafeOC website and mobile app. Comm LAB will provide any necessary updates, adjustments, assets and/or software to improve the user experience -and provide accura4e information. Task Description: Provide routine updates of the S4 website including content, imagery and navigation. Responsibilities: Comm LAB shall: a. Update the S4 website with any additions/changes provided by the Santa Ana Project Manager b. Ensure all hosting, server, maintenance, and updates are maintained. Santa Ana shall: a. Provide any edits and/or additions for the S4 website b. Approve any update and/or additions to the S4 website. Completion Criteria: This task is considered complete upon the fulfillment of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of November 2022. TASK 2 B: WEBSITE & MOBILE MAINTENANCE (WINTER/SPRING 2023) Objective: Maintain the SafeOC website and mobile app. Comm LAB will provide any necessary updates, adjustments, assets and/or software to improve the user experience and provide accurate information. Task Description: Provide routine updates of the S4 website including content, imagery and navigation. Responsibilities: Comm LAB shall: a. Update the S4 website with any additions/changes provided by the Santa Ana Project Manager b. Ensure all hosting, server, maintenance, and updates are maintained. Santa Ana shall: a. Provide any edits and/or additions for the S4 website b. Approve any update and/or additions to the S4 website. Completion Criteria: This task is considered complete upon the fulfillment of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task 2 completion letter. Planned completion and invoicing will be at the end of May 2023. TASK 3: SOCIAL MEDIA OUTREACH Objective: Develop consistent social media content based on messaging strategies for SafeOC objectives and micro -campaigns. The content will be focused on increasing users' post engagements and website traffic. Task Description: Develop contemporary and engaging social media content in various formats including graphics, memes, surveys, video, gifs, etc. This content will be used for both the SOC social media timeline calendar, as well as social media advertising. Responsibilities: Comm LAB shall: a. Develop a 6-week social media calendar with draft respective imagery for Santa Ana Project Manager approval b. The calendar will include: social media platforms, date of publication, copy for social media post, graphic, links, hashtags c. Schedule 6-week social media calendar meetings to review social media calendar when needed d. Implement any updates and/or edits to the social media calendar e. Post time -sensitive content at the direction of the Santa Ana Project Manager Santa Ana shall: a. Provide feedback and input for social media calendar b. Attend 6-week social media calendar meetings when needed c. Provide any time -sensitive social media messaging to staff when appropriate Completion Criteria: This task is considered complete upon completion of administrative deliverables and when the Santa Ana Project Manager signs the completion letter for each subtask noted below. _ TASK 3 A• SAFEOC SOCIAL MEDIA CONTENT DEVELOPMENT (Q3 20221 Objective: Develop consistent social media content based on messaging strategies for Safe OC's objectives and micro -campaigns. The content will be focused on increasing users' post engagements and website traffic. Task Description: Develop contemporary and engaging social media content in various formats including graphics, memes, surveys, video, gifs, etc. This content will be used for both SafeOC's social media timeline calendar, as well as social media advertising. a. Develop social media calendar b. Post time -sensitive information on social media channels c. Keep social media channels updated d. Respond to any relevant or time sensitive comments Responsibilities: Comm LAB shall: a. Develop a 6-week social media calendar with draft respective imagery for Santa Ana Project Manager approval b. The calendar will include social media platforms, date of publication, copy for social media post, graphic, links and hashtags. c. Implement any updates and/or edits to the social media calendar d. Post time -sensitive content at the direction of the Santa Ana Project Manager Santa Ana shall: a. Provide feedback and input for social media calendar b. Approve 6-week social media calendar c. Provide any time -sensitive social media messaging to staff when appropriate Completion Criteria: This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of September 2022. 10 TASK 3-13: SAFEOC SOCIAL MEDIA CONTENT DEVELOPMENT (Q4 2022) Objective: Develop consistent social media content based on messaging strategies for Safe OC's objectives and micro -campaigns. The content will be focused on increasing users' post engagements and website traffic. Task Description: Develop contemporary and engaging social media content in various formats including graphics, memes, surveys, video, gifs, etc. This content will be used for both Safe OC's social media timeline calendar, as well as social media advertising. a. Develop social media calendar b. Post time -sensitive information on social media channels c. Keep social media channels updated d. Respond to any relevant or time sensitive comments Responsibilities: Comm LAB shall: a. Develop a 6-week social media calendar with draft respective imagery for Santa Ana Project Manager approval b. The calendar will include social media platforms, date of publication, copy for social media post, graphic, links and hashtags. c. Implement any updates and/or edits to the social media calendar d. Post time -sensitive content at the direction of the Santa Ana Project Manager Santa Ana shall: a. Provide feedback and input for social media calendar b. Approve 6-week social media calendar c. Provide any time -sensitive social media messaging to staff when appropriate Completion Criteria: This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of December 2022. TASK 3-C: SAFEOC SOCIAL MEDIA CONTENT DEVELOPMENT (Q1 2023) Objective: Develop consistent social media content based on messaging strategies for Safe OC's objectives and micro -campaigns. The content will be focused on increasing users' post engagements and website traffic. 11 —Task=Description:=Develop=contemporary and engagingsocial-=media=content in- ---- various formats including graphics, memes, surveys, video, gifs, etc. This content will be used for both Safe OC's social media timeline calendar, as well as social media advertising. a. Develop social media calendar b. Post time -sensitive information on social media channels c. Keep social media channels updated d. Respond to any relevant or time sensitive comments Responsibilities: Comm LAB shall: a. Develop a 6-week social media calendar with draft respective imagery for Santa Ana Project Manager approval b. The calendar will include social media platforms, date of publication, copy for social media post, graphic, links and hashtags. c. Implement any updates and/or edits to the social media calendar d. Post time -sensitive content at the direction of the Santa Ana Project Manager Santa Ana shall: a. Provide feedback and input for social media calendar b. Approve 6-week social media calendar c. Provide any time -sensitive social media messaging to staff when appropriate Completion Criteria: This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of March 2023. TASK 3 D• SAFEOC SOCIAL MEDIA CONTENT DEVELOPMENT (Q2 2023) Objective: Develop consistent social media content based on messaging strategies for Safe OC's objectives and micro -campaigns. The content will be focused on increasing users' post engagements and website traffic. Task Description: Develop contemporary and engaging social media content in various formats including graphics, memes, surveys, video, gifs, etc. This content will be used for both Safe OC's social media timeline calendar, as well as social media advertising. 12 a. Develop social media calendar b. Post time -sensitive information on social media channels c. Keep social media channels updated d. Respond to any relevant or time sensitive comments Responsibilities: Comm LAB shall: a. Develop a 6-week social media calendar with draft respective imagery for Santa Ana Project Manager approval b. The calendar will include social media platforms, date of publication, copy for social media post, graphic, links and hashtags. c. Implement any updates and/or edits to the social media calendar d. Post time -sensitive content at the direction of the Santa Ana Project Manager Santa Ana shall: a. Provide feedback and input for social media calendar b. Approve 6-week social media calendar c. Provide any time -sensitive social media messaging to staff when appropriate Completion Criteria: This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of June 2023. TASK 4: SOCIAL MEDIA ADVERTISING (BUDGET) Objective: Promote SafeOC's overall objectives and micro -campaigns when relevant on its main social media platforms via online advertising. Task Description: Execute the digital advertising strategy to boost S4's social media channels, messaging, micro -campaigns, and objectives. a. Boost social media timeline content to targeted audiences b. Create any necessary content Responsibilities: Comm LAB shall: a. Boost social media timeline content to targeted audiences b. Create social media advertisements 13 c. Analyze engagement and advertising results d. Provie KPI report on performance Santa Ana shall: a. Provide feedback and approval on digital advertising budget on search and social b. Review KPI report at the end of each subsequent digital marketing task order. Completion Criteria: This task is considered complete upon fulfillment of administrative deliverables and when the Santa Ana Project Manager signs the completion letter for each subtask noted below. TASK 4 A: SAFEOC SOCIAL MEDIA & SEARCH ADVERTISING (Q3 2022) Objective: Promote SafeOC's overall objectives and micro -campaigns when relevant on its main social media platforms via online advertising. Task Description: Execute the digital advertising strategy to boost S4's social media channels, messaging, micro -campaigns, and objectives. a. Boost social media timeline content to targeted audiences b. Create any necessary content Responsibilities: Comm LAB shall: a. Boost social media timeline content to targeted audiences b. Create social media advertisements c. Analyze engagement and advertising results d. Provie KPI report on performance Santa Ana shall: a. Provide feedback and approval on digital advertising budget on search and social b. Review KPI report at the end of each subsequent digital marketing task order. Completion Criteria: This task is considered complete upon the fulfillment of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of September 2022. 14 TASK 4-13: SAFEOC SOCIAL MEDIA & SEARCH ADVERTISING (Q4 2022) Objective: Promote SafeOC's overall objectives and micro -campaigns when relevant on its main social media platforms via online advertising. Task Description: Execute the digital advertising strategy to boost S4's social media channels, messaging, micro -campaigns, and objectives. a. Boost social media timeline content to targeted audiences b. Create any necessary content Responsibilities: Comm LAB shall: a. Boost social media timeline content to targeted audiences b. Create social media advertisements c. Analyze engagement and advertising results d. Provie KPI report on performance Santa Ana shall: a. Provide feedback and approval on digital advertising budget on search and social b. Review KPI report at the end of each subsequent digital marketing task order. Completion Criteria: This task is considered complete upon the fulfillment of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of December 2022. TASK 4-C: SAFEOC SOCIAL MEDIA & SEARCH ADVERTISING (Q1 2023) Objective: Promote SafeOC's overall objectives and micro -campaigns when relevant on its main social media platforms via online advertising. Task Description: Execute the digital advertising strategy to boost S4's social media channels, messaging, micro -campaigns, and objectives. a. Boost social media timeline content to targeted audiences b. Create any necessary content Responsibilities: 15 Comm LAB shall: a. Boost social media timeline content to targeted audiences b. Create social media advertisements c. Analyze engagement and advertising results d. Provie KPI report on performance Santa Ana shall: a. Provide feedback and approval on digital advertising budget on search and social b. Review KPI report at the end of each subsequent digital marketing task order. Completion Criteria: This task is considered complete upon the fulfillment of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of March 2023. TASK 4 D• SAFEOC SOCIAL MEDIA & SEARCH ADVERTISING (Q2 2023) Objective: Promote SafeOC's overall objectives and micro -campaigns when relevant on its main social media platforms via online advertising. Task Description: Execute the digital advertising strategy to boost S4's social media channels, messaging, micro -campaigns, and objectives. a. Boost social media timeline content to targeted audiences b. Create any necessary content Responsibilities: Comm LAB shall: a. Boost social media timeline content to targeted audiences b. Create social media advertisements c. Analyze engagement and advertising results d. Provie KPI report on performance Santa Ana shall: a. Provide feedback and approval on digital advertising budget on search and social c. Review KPI report at the end of each subsequent digital marketing task order. Completion Criteria: 16 This task is considered complete upon the fulfillment of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of June 2023. TASK 5: MICRO CAMPAIGN: CYBER SECURITY Objective: Promote the micro campaign plan to enhance cyber security awareness, deter online fraud/identity theft and enhance privacy; a special focus will be placed on the 65+ demographic to inform them of cyber security threats. Task Description: Implement a plan to promote cyber security awareness and deter online threats. The plan will include outreach channels, partnerships, proposed assets, communications, and schedule. Responsibilities: Comm LAB shall: a. Implement the plan to promote the micro campaign, contact partners, execute online outreach and develop promotional materials. b. Develop an outreach timeline for the next year c. Begin to execute micro -campaign tasks in accordance with the approved plan. Santa Ana shall: a. Approve micro campaign plan for execution and provide input. Completion Criteria: This task is considered complete upon completion of administrative deliverables and when the Santa Ana Project Manager signs the completion letter for each subtask noted below. TASK 5-A: MICRO -CAMPAIGN: CYBER SECURITY: VIDEO PRODUCTION Objective: Develop videos to deliver key messages to Orange County's general population on the cyber security micro campaign. These videos will include representative(s) from identified local stakeholders and/or partners. Task Description: Research and create videos to raise awareness of cyber security threats particular amongst the 65+ age demographic. This task includes: a. Identify partnerships b. Conceptualize messages and scripts 17 c. Collect necessary collateral d. Develop assets (graphic designs, lower thirds, etc.) e. Post production and finalize video f. Post and promote on social media Responsibilities: Comm LAB shall: a. Create videos to appeal to the selected demographic b. Present videos to and seek approval of Santa Ana Project Manager c. Distribute videos in accordance with the approved plan Santa Ana shall: a. Provide necessary information and collateral. b. Approve videos for distribution. Completion Criteria: This task is considered complete upon the fulfillment of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of October 2022. TASK 5-113: MICRO CAMPAIGN: CYBER SECURITY: COLLATERAL DEVELOPMENT Objective: Develop cyber security collateral that is conducive to SafeOC's approved content that will engage and reach our targeted demographics. Task Description: Create and develop collateral to help promote SafeOC's cyber security micro -campaign. a. Identify the number of assets to be developed b. Develop content for collateral materials c. Create any needed graphic design and/or assets for collateral d. Work with Santa Ana Project Manager on approval Responsibilities: Comm LAB shall: a. Create collateral to promote cyber security on behalf of SafeOC. b. Present collateral to and seek approval of Santa Ana Project Manager 18 Santa Ana shall: a. Santa Ana Project Manager will approve collateral for implementation. Completion Criteria: This task is considered complete upon the fulfillment of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of November 2022. TASK 6: MICRO CAMPAIGN: GENZ REPORTING Objective: Encourage students from middle school to college to report suspicious behavior online; particularly social media. These reports will be directed to our partner The Orange County Intelligence Assessment Center. Task Description: Encourage students to report suspicious behavior exhibited online or via other social media platforms. The plan will include outreach materials, identify partnerships, communications, and outreach timeline. Responsibilities: Comm LAB shall: a. Develop the outreach plan, identify partners and promotional materials. b. Present micro campaign plan timeline for the approval of Santa Ana Project Manager c. Begin to execute micro -campaign tasks in accordance with the approved plan. Santa Ana shall: a. Approve micro campaign plan for execution and provide input. Completion Criteria: This task is considered complete upon completion of administrative deliverables and when the Santa Ana Project Manager signs the completion letter for each subtask noted below. TASK 6-A: MICRO CAMPAIGN: GENZ REPORTING• OUTREACH TIMELINE 19 Objective: Establish an outreach timeline for stakeholder, partners, and/or local schools (students in grades 6-12 and college campuses) to promote GenZ Reporting. Task Description: Create, establish, and implement a timeline to promote campaign. This task includes: a. Developing a draft calendar with respective outreach activities for Santa Ana Project Manager approval Responsibilities: Comm LAB shall: a. Create a timeline. b. Present timeline to and seek approval of Santa Ana Project Manager c. Execute activities in accordance with the approved timeline. Santa Ana shall: a. Approve timeline for execution. Completion Criteria: This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of October 2022. TASK 6-B: MICRO CAMPAIGN: GENZ REPORTING: VIDEO DEVELOPMENT Objective: Develop videos to deliver key messages to Orange County's general population conducive to SafeOC's objectives to encourage Genz demographics to report suspicious activity. Task Description: Research and create videos to raise awareness of reporting initiatives. This task includes: a. Identify partnerships b. Conceptualize messages and scripts c. Collect necessary collateral and produce film Responsibilities: Comm LAB shall: a. Create videos to appeal to the selected demographic b. Draft scripts and any necessary digital assets 20 c. Promote/boost videos within budget d. Present videos to and seek approval of Santa Ana Project Manager Santa Ana shall: a. Provide necessary information and collateral. b. Approve videos for distribution. Completion Criteria: This task is considered complete upon the fulfillment of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of November 2022. TASK 6-C: MICRO CAMPAIGN: GEN Z REPORTING• COLLATERAL DEVELOPMENT Objective: Develop micro campaign GenZ reporting collateral that is conducive to SafeOC's approved content that will impact and reach among targeted demographic. Task Description: Create, establish, and distribute to identified partners, collateral to help promote SafeOC's reporting objectives. a. Develop identified collateral with respective content and design for Santa Ana Project Manager approval Responsibilities: Comm LAB shall: a. Identify collateral items to be created b. Develop content and graphic design for collateral materials c. Present collateral to and seek approval of Santa Ana Project Manager Santa Ana shall: a. Approve collateral for implementation. Completion Criteria: This task is considered complete upon the fulfillment of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task 21 completion letter. Planned completion and invoicing will be at the end of November 2022. TASK 6-D: MICRO CAMPAIGN: GENZ REPORTING: SCHOOL OUTREACH Objective: Send executive out to identified local school to educate students on the importance of capturing and reporting suspicious behavior exhibited online, especially on social media platforms (SnapChat, Instagram, TikTok, YouTube, Twitter etc.) Task Description: Research, identify and contact local schools as part of the outreach strategy to encourage reporting amongst GenZ demographics. This task includes: a. Identifying local schools to contact b. Create outreach messaging for schools to utilize c. Distribute any digital versions of collateral materials Responsibilities: Comm LAB shall: a. Create a strategy to contact local schools. b. Collect a database of contacts for local schools c. Present strategy to and seek approval of Santa Ana Project Manager d. Begin to execute strategy in accordance with the approved plan. e. Provide messaging options and taglines for marketing/advertising Santa Ana shall: a. Approve messaging and outreach strategy for execution. Completion Criteria: This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of January 2023. TASK 7: IDENTIFY EARNED MEDA OPPORTUNITIES Objective: Develop and implement media promotions and concentrated publicity outreach to local print and online publications -to promote SafeOC's objectives and initiatives. Task Description: 22 Develop and implement media promotions including, but not limited to, advertising and/or online promotions, video PSA creation and media outreach to local outlets to direct OC residents to report suspicious activity. Activities will include: a. Conduct media outreach to targeted local publications (prinvdigital) to achieve a minimum of two earned or sponsored placements during the task period. b. Working with publications and our partners to provide necessary information, resources, and SafeOC spokespeople for any related media stories. Responsibilities: Comm LAB shall: a. Plan and execute earned media outreach strategy b. Execute distribution in accordance with approved plans c. Seek approval of Santa Ana Project Manager on earned media stories. Santa Ana shall: a. Approve initiative concepts, production, and distribution plan. Completion Criteria: This task is considered complete upon completion of administrative deliverables and when the Santa Ana Project Manager signs the completion letter for each subtask noted below. Objective: Develop and implement media promotions and concentrated publicity outreach to local print and online publications to promote SafeOC's objectives and initiatives. Task Description: Develop and implement media promotions including, but not limited to, advertising and/or online promotions, video PSA creation and media outreach to local outlets to direct OC residents to report suspicious activity. Activities will include: 23 a. Conduct media outreach to targeted local publications (print/digital) to achieve a minimum of two earned or sponsored placements during the task period. b. Working with publications and our partners to provide necessary information, resources, and SafeOC spokespeople for any related media stories. Responsibilities: Comm LAB shall: a. Plan and execute earned media outreach strategy b. Execute distribution in accordance with approved plans c. Seek approval of Santa Ana Project Manager on earned media stories. Santa Ana shall: a. Approve initiative concepts, production, and distribution plan. Completion Criteria: This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of January 2023. Objective: Develop and implement media promotions and concentrated publicity outreach to local and national broadcast publications to promote SafeOC's objectives and initiatives. Task Description: Develop and implement media promotions, video PSAs, and media outreach to local and national broadcast publications to direct OC residents to report suspicious activity. Activities will include: a. Conduct media outreach to targeted local and national broadcast outlets to achieve a minimum of one earned or sponsored placements during the task period. b. Working with publications and our partners to provide necessary information, resources, and SafeOC spokespeople for any related media stories. Responsibilities: 24 Comm LAB shall: a. Plan and execute earned media outreach strategy b. Execute distribution in accordance with approved plans c. Seek approval of Santa Ana Project Manager on earned media stories. Santa Ana shall: a. Approve initiative concepts, production, and distribution plan. Completion Criteria: This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of January 2023. Objective: Develop and implement media promotions and concentrated publicity outreach to local print, online, broadcast and/or theater/cinema outlets to promote programming elements, initiatives, and the calendar of activities. Task Description: Develop and implement media promotions including, but not limited to advertising and/or online promotions, video PSA creation and media outreach to local outlets to direct OC residents to commit to preparedness steps. Task includes ongoing measurement and tracking of promotional elements. Responsibilities: Comm LAB shall: a. Plan, develop and produce the video with approval from the Santa Ana Project Manager b. Execute distribution in accordance with approved plans Santa Ana shall: a. Approve initiative concepts, production and distribution plan Completion Criteria: 25 This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of June 2023. Objective: Develop and implement media promotions and concentrated publicity outreach to local and national broadcast publications to promote SafeOC's objectives and initiatives. Task Description: Develop and implement media promotions, video PSAs, and media outreach to local and national broadcast publications to direct OC residents to report suspicious activity. Activities will include: a. Conduct media outreach to targeted local and national broadcast outlets to achieve a minimum of one earned or sponsored placements during the task period. b. Working with publications and our partners to provide necessary information, resources, and SafeOC spokespeople for any related media stories. Responsibilities: Comm LAB shall: a. Plan and execute earned media outreach strategy b. Execute distribution in accordance with approved plans c. Seek approval of Santa Ana Project Manager on earned media stories. Santa Ana shall: a. Approve initiative concepts, production, and distribution plan. Completion Criteria: This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of June 2023. TASK 8: PROJECT MANAGEMENT & PARTNER RELATIONS 26 Objective: Manage campaign updates and activities including, but not limited to meetings, monthly activity reporting, programming documentation, regular communications and presentations to Santa Ana Project Manager and identified corresponding agency partners during this task order. Task Description: Provide campaign updates to the Santa Ana Project Manager through regularly scheduled phone calls and/or emails and meetings (as needed or requested). Manage the ongoing reporting and measurement of campaign data and maintain weekly and/or monthly communication with the Santa Ana Project Manager. Responsibilities: Comm LAB shall: a. Coordinate and manage at least one team meeting per month with internal team. b. Coordinate, schedule and manage any necessary meetings with local partners. c. Provide weekly and/or monthly campaign updates to the Santa Ana Project Manager d. Manage the monthly reporting of campaign measurement e. Manage ongoing budget and campaign schedule f. Submit task completion letters with task invoices to the Santa Ana Project Manager Santa Ana shall: a. Approve campaign progress, updates and promotions b. Support and facilitate partnering and sponsorship efforts with Steering Committee Completion Criteria: This task is considered complete upon completion of administrative deliverables and when the Santa Ana Project Manager signs the completion letter for each subtask noted below. TASK 8-A: PROJECT MANAGEMENT & PARTNER RELATIONS (SUMMER/FALL) Objective: Manage campaign updates and activities including, but not limited to meetings, monthly activity reporting, programming documentation, regular communications and presentations to Santa Ana Project Manager and identified corresponding agency partners during this task order. 27 Task Description: Provide campaign updates to the Santa Ana Project Manager through regularly scheduled phone calls and/or emails and meetings (as needed or requested). Manage the ongoing reporting and measurement of campaign data and maintain weekly and/or monthly communication with the Santa Ana Project Manager. Responsibilities: Comm LAB shall: a. Coordinate and manage at least one team meeting per month with internal team. b. Coordinate, schedule and manage any necessary meetings with local partners. c. Provide weekly and/or monthly campaign updates to the Santa Ana Project Manager d. Manage the monthly reporting of campaign measurement e. Manage ongoing budget and campaign schedule f. Submit task completion letters with task invoices to the Santa Ana Project Manager Santa Ana shall: a. Approve campaign progress, updates and promotions b. Support and facilitate partnering and sponsorship efforts with Steering Committee Completion Criteria: This task is considered complete upon completion of administrative deliverables and when the Santa Ana Project Manager signs the completion letter for the task. Planned completion and implementation are by the end of January 2023. TASK 8 B: PROJECT MANAGEMENT & PARTNER RELATIONS (WINTER/SPRING) Objective: Manage campaign updates and activities including, but not limited to meetings, monthly activity reporting, programming documentation, regular communications and presentations to Santa Ana Project Manager and identified corresponding agency partners during this task order. Task Description: Provide campaign updates to the Santa Ana Project Manager through regularly scheduled phone calls and/or emails and meetings (as needed or requested). Manage the ongoing reporting and measurement of campaign data and maintain weekly and/or monthly communication with the Santa Ana Project Manager. PA. Responsibilities: Comm LAB shall: a. Coordinate and manage at least one team meeting per month with internal team. b. Coordinate, schedule and manage any necessary meetings with local partners. c. Provide weekly and/or monthly campaign updates to the Santa Ana Project Manager d. Manage the monthly reporting of campaign measurement e. Manage ongoing budget and campaign schedule f. Submit task completion letters with task invoices to the Santa Ana Project Manager Santa Ana shall: a. Approve campaign progress, updates and promotions b. Support and facilitate partnering and sponsorship efforts with Steering Committee Completion Criteria: This task is considered complete upon completion of administrative deliverables and when the Santa Ana Project Manager signs the completion letter for the task. Planned completion and implementation are by the end of June 2023. TASK 9: ORANGE COUNTY INTELLIGENCE ASSESMENT CENTER WEBSITE Objective: Refresh Orange County Intelligence Assessment Center (OCIAC) website to improve user experience, navigability, and meet the needs of the new digital strategy. Task Description: Evaluate, propose modifications and update OCIAC website. This includes but is not limited to: finding technical problems, removing outdated links, updating existing copy, adding new user features. Responsibilities: Comm LAB shall: a. Review OCIAC website and identify any immediate modifications and updates needed. b. Create wireframes, content, site maps, and new website for approval. c. Seek approval from Santa Ana Project Manager to make modifications. 29 Santa Ana shall: a. Approve website refresh recommendations. Completion Criteria: This task is considered complete upon completion of administrative deliverables and when the Santa Ana Project Manager signs the completion letter for each subtask noted below. TASK 9-A: OCIAC WIREFRAMES & SITEMAP Objective: Based on OCIAC's objectives and long-term goals, staff will develop a site map of the new website's navigation as well as an outline of the site's main pages. Task Description: The sitemap and wireframes will showcase how all of the OCIAC content, imagery, resources etc. will be organized on the new website. This draft will provide an opportunity to highlight the team's overall objectives before programming starts. a. Provide a sitemap of the new OCIAC navigation including all sub -pages b. Provide wireframes or lay -outs of the Home, About and "Submit a Tip" pages. Responsibilities: Comm LAB shall: a. Provide sitemap and layout options for the approval of the Santa Ana Project Manager b. Implement any requested edits/changes to the sitemap and wireframes Santa Ana shall: a. Review and audit draft sitemap and wireframes b. Provide any feedback, edits to staff c. Relay final approval of sitemap and wireframes Completion Criteria: This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of October 2022. 30 TASK 9-B: OCIAC CONTENT DEVELOPMENT Objective: Develop a comprehensive document merging the existing OCIAC website copy with additions required for the new website. This document will serve as a guide for website developers as they finalize the new website. Task Description: Develop a comprehensive document illustrating OCIAC's mission, values, and objectives. In addition, information not on the existing website will be added to this document. a. Copy existing information from the OCIAC website into a document. b. Update the document with new copy mirroring the approved site map. c. Seek approval of the document from the Santa Ana Project Manager. Responsibilities: Comm LAB shall: a. Provide draft copy for the review of the Santa Ana Project Manager and team b. Update the document with any changes requested by the Santa Ana Project Manager c. Provide a final copy of the website content Santa Ana shall: a. Review and edit the draft website copy b. Provide edits and final approval Completion Criteria: This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of December 2022. TASK 9-C: OCIAC WEBSITE LAUNCH Objective: Create a contemporary website that is reflective of OCIAC's overall goals and objectives. The development of the new website will be based on a contemporary model with an easy -to -navigate interface for users. Task Description: 31 Develop a modern site with useful, yet aesthetically pleasing elements that will create a positive experience for users accessing the website for information. a. Develop a comprehensive new website for OCIAC b. Ensure mobile compatibility c. Include SEO to optimize results Responsibilities: Comm LAB shall: a. Develop a draft website that is reflective of approved copy, sitemap and wireframes b. Implement updates from the Santa Ana project manager c. Provide final website Santa Ana shall: a. Provide all edits to staff to implement b. Approve final website before transitioning live Completion Criteria: This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be at the end of February 2023. TASK 10: COLLATERAL MATERIALS Objective: Develop, produce and update digital collateral materials for use in all programming and communications as appropriate. Task Description: Handle design, writing, production and digital distribution of all materials supporting initiatives. Responsibilities: Comm LAB -shall: a. Develop all materials and seek approval from the Santa Ana Project Manager b. Produce materials in accordance with the Santa Ana Project Manager's guidance 32 Santa Ana shall: a. Approve materials and provide feedback Completion Criteria: This task is considered complete upon the order or delivery of the promotional materials, given requirements in some instances for upfront payment, and when the Santa Ana Project Manager signs the task completion letter. Completion is planned to occur by February 2023. TASK 11: PROMOTIONAL MATERIALS Objective: Develop, produce and update promotional materials for use in all programming as appropriate in digital format only. Task Description: Handle design, writing, production and digital distribution of all digital promotional materials supporting. Responsibilities: Comm LAB shall: a. Develop all materials and seek approval from the Santa Ana Project Manager. b. Produce materials in accordance with Steering Committee approvals Santa Ana shall: a. Approve materials Completion Criteria: This task is considered complete upon the order or delivery of the promotional materials, given requirements in some instances for upfront payment, and when the Santa Ana Project Manager signs the task completion letter. Completion is planned to occur by February 2023. FY22 SafeOC Milestone Payment Schedule TASK 1 DIGITAL COMMUNICATIONS -. Task 1-A.. Newsletter Distribution (Q3 22) _ $1,500 Task 1-6 Newsletter Distribution (Q4 22) $1,500 33 Task 1-C Newsletter Distribution (Q1 23) - $1,500 Task 1-D Newsletter Distribution (Q2 23) $1,500 TASK 2 WEBSITE & MOBILE MAINTENANCE - Website, Social Media & Mobile Outreach/Maintenance (Fall 2021) $1,500 Task 2-A Website, Social Media & Mobile Outreach/Maintenance (Winter/Spring 2022) $1,500 Task 2-13 TASK3 ' SOCIAL MEDIAOUTREACH SafeOC Social Media Content Development (Q3 22) $3,000 Task 3-A SafeOC Social Media Content Development (Q4 22) $3,000 Task 3-B SafeOC Social Media Content Development (Q1 23) $3,000 Task 3-C SafeOC Social Media Content Development (Q2 23) $3,000 Task 3-D _ TASK_4 -- ADVERTISING (BUDGET) ' SafeOC Social Media/Search Advertising (Q3 22) $3,000 Task 4-A SafeOC Social Media/Search Advertising (Q4 22) $3,000 Task4-3 SafeOC Social Media/Search Advertising (Q1 23) $3,000 Task 4-C SafeOC Social Media/Search Advertising (Q2 23) $3,000 Task 4-D TASK S - MICRO CAMPAIGN: CYBER SECURITTY Task5-A Video Development $6,000 Task 5-B Collateral Development. $2,500 TASK 6 MICRO CAMPAIGN: REPORTING Task 6-A Outreach Timeline $1,500 Task 6-13 Video Development $5,000 Task 6-C Collateral Development $2,500 Task 6-D School Outreach $3,000 TASK 7 EARNED MEDIA OUTREACH Identify Earned Media Opportunities (Print/Digital) Summer/Fall $5,000 Task 7-A Identify Earned Media Opportunities (Broadcast) Summer/Fall $5,000 Task 7-B Identify Earned Media Opportunities (Print/Digital) Winter/Spring $5,000 Task?-C Identify Earned Media Opportunities (Broadcast) Winter/Spring $5,000 Task 7-13 `_ PROJECT MANAGEMENT & PARTNERS RELATIONS TASK 8 SafeOC Project Management & Partner Relations (Summer/Fall) $2,500 Task 8-A SafeOC Project Management & Partner Relations (Winter/Spring) $2,500 Task 8-B ORANGE COUNTY INTELLIGENCE ASSESMENT CENTER WEBSITE TASK 9 Task 9-A OCIAC Wireframes & Sitemap $1,000 Task 9-13 OCIAC Content Development Task 9-C OCIAC Website Launch $3,000 TASK10 COLLATERAL MATERIALS $1,000 TASK 11 - PROMOTIONAL MATERIALS $2,000 CONTINGENCY $10,000 34 TOTAL $97,500 35 Angle bv,yyAuour,nyto Amy,icu go„e,I.. 4tRO- CERTIFICATE OF LIABILITY IN 1y1•pp�Ayr}�y'f^y �l.0 I" Date: 2022.08.15 DATE DD V CU_ 8 22) 09/27/2022 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY ORNEGATIVELYAMEND, 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 have ADDITIONAL INSURED provisions or 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 Bannister & Associates Insurance Agency CA License #0691071 Street untingtngton Beach CA 92698 Huntington CONTACT NAME: Kerry M WakelPHONE INC, NO (719) 536-6066 71:aC No: (719) 536-9054 ADDRESS: kerry@bai-ins.com INSURERS AFFORDING COVERAGE NAIC# (NSURERA: Ohio SecurityInsurance company 24082 INSURED (949) 215-5539 Barrios and Associate, LLC INSURER B: Philade hia Indemnity Ins. Co. 18058 INSURER C: American Fire and Casualty Co. 24066 dba Communications Lab 701 E Chapman Avenue INSURERD:Axis Insurance Company 37273 INSURER E: Orange CA 92866 INSURER F 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 ADDL O SUBR POLICY NUMBER POLICY EFF MMIDDIYYYYI POLICY EXP (MMIDD[YN`YYI LIMITS A X COMMERCIAL GENERAL LIABILITY CLAIMS -MADE OCCUR Y Y BKS (23) 56589875 09 /O1/2022 04/01/2023 EACH OCCURRENCE $ 1,000,000 PREMISESEaoccurrDAMAGE TO R fDence $ 500,000 MED EXP (Any one person) $ 15, 000 PERSONAL &AOV INJURY $ 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO- JECT lxl LOG OTHER: GENERAL AGGREGATE $ 2 000,000 PRODUCTS - COMP/OP AGG $ 2,000,000 $ A AUTOMOBILE LIABILITY ANY AUTO OWNED SCHEDULED AUTOS ONLY AUTOS HIRED X NON -OWNED AUTOS ONLY AUTOS ONLY HAS (23) 56589875 04/01/2022 04/01/2023 COMBINED ISINGLE LIMIT $ 1,000,000 BODILY INJURY (Per person) $ BODILY INJURY (Per awident) $ X PROPERTY DAMAGE Per accident $ Tx UMBRELLA LIAB EXCESS LIAB X OCCUR CLAIMS-MADE09/Ol/2022 ESA (23) 56589875 09/01/2023 EACH OCCURRENCE $ 6,000,000 AGGREGATE $ 6,000,000 DED RETENTION$ $ A WORKERS COMPENSATION AND EMPLOYERS' LIABILITY YIN ANYPROPRIETOR/PARTNERIEXECUTIVE OFFICERIMEMBEREXCLUDED7 (Mandatary In NH) It yes, describe under DESCRIPTION OF OPERATIONS below NIA XWS (23) 56589875 04/01/2022 04/01/2023 _ X STATUTE OER E.L. EACH ACCIDENT $ 1 000 000 E.L. DISEASE - EA EMPLOYEE $ 1,000,000 E.L. DISEASE -POLICY LIMIT $ 1,000,000 B Professional Liability PHSD1699192 Deductible: $5,000/claim 04/01/2022 04/01/2023 Limit (per claim): Limit (aggregate): $ 2,000, 000 $ 4,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached If more space is required) City of Santa Ana and Santa Ana Police Department, its officers, officials, employees, and volunteers are named as additional insureds (off -site and ongoing operations only) withrespectsgeneral liability policy limits. Primary and non-contributory wording applies with respects general o. liability policy limits. Waiver of subrogation applies with respects general liability policy limits. SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN City of Santa Ana ACCORDANCE WITH THE POLICY PROVISIONS. Risk Management Division 20 Civic Center Plaza AUTHORIZED REPRESENTATIVE Santa Ana CA 92702 i _ RiskMamsprenfDlWsEmt of s"a REVIEIC/ED&APPROVED Sr. ©1988.2015 CORD & ) A4ft AOZV 44 ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD ��""-�" RJsk ManagkmanESPedalist CERTIFICATE COVERAGES OVERFLOW DATE (MAP/o4/z7/2022 YI oz2 PRODUCER INSURED Bannister & Associates Insurance Agency Barrios and Associate, LLC CA License #0691071 dba Communications Lab 305 17th Street 701 E Chapman Avenue Huntington Beach CA 92648 Orance CA 92866 CONTACT NAME: PHONE (A/C, No, Ext): PHUINt WL, IYO, cxq: Kerry M Wakely 1 (714) 536-6086 (949) 215-5539 rCOTICWATF NIIBARFR• Cort In 11794 REVISION NUMBER: HUUI I INSR LTR I V I VNL a W TYPE OF INSURANCE ADOL INSR SUBR WVD POLICY NUMBER POLICY EFF IMM/00/VYYV) POLICY E%P (MAP/DD/YVYY) LIMITS D Cyber Liability P-001-000135295-04 05/01/2022 05/01/2023 Limit claim): (per $ 2,000,000 Deductible: $2,500/a1a1. Limit (aggregate): $ 2,000,000 $ a a $ $ Certificate Coverages Overflow (11/2010) �,.�; R1VL}FtanagelnaetDNlefan. t REVIEWED&APPROVED BY:. LOW Risk Mimigement:SPCOARst Policy Number: BKS (23) 56589875 COMMERCIAL GENERAL LIABILITY CG 88 10 04 13 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. COMMERCIAL GENERAL LIABILITY EXTENSION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART INDEX SUBJECT PAGE NON -OWNED AIRCRAFT 2 NON -OWNED WATERCRAFT 2 PROPERTY DAMAGE LIABILITY - ELEVATORS el EXTENDED DAMAGE TO PROPERTY RENTED TO YOU (Tenant's Property Damage) 2 MEDICAL PAYMENTS EXTENSION 3 EXTENSION OF SUPPLEMENTARY PAYMENTS - COVERAGES A AND B 3 ADDITIONAL INSUREDS -BY CONTRACT, AGREEMENT OR PERMIT 3 PRIMARY AND NON-CONTRIBUTORY- ADDITIONAL INSURED EXTENSION 5 ADDITIONAL INSUREDS -EXTENDED PROTECTION OF YOUR "LIMITS OF INSURANCE" 6 WHO IS AN INSURED - INCIDENTAL MEDICAL ERRORS/MALPRACTICE AND WHO IS AN INSURED - FELLOW EMPLOYEE EXTENSION - MANAGEMENT EMPLOYEES g NEWLY FORMED OR ADDITIONALLY ACQUIRED ENTITIES 7 FAILURE TO DISCLOSE HAZARDS AND PRIOR OCCURRENCES 7 KNOWLEDGE OF OCCURRENCE, OFFENSE, CLAIM OR SUIT 7 LIBERALIZATION CLAUSE 7 BODILY INJURY REDEFINED 7 a m EXTENDED PROPERTY DAMAGE 8 WAIVER OF TRANSFER OF RIGHTS OF RECOVERY AGAINST OTHERS TO US - 8 WHEN REQUIRED IN A CONTRACT OR AGREEMENT WITH YOU ,,.o_v RIAMR M9� =tD[viam 8 ' t REVIEWED&APPROVE)8Y. © 2013 Liberty Mutual Insurance E'I rijuAeo CG 88 10 04 13 Includes copyrighted material of Insurance Services Office, Inc., with its permis: =RWIM rusk ManagementSpeeialist x'a;v3. ..4.._mYd"'"�ssa:.x':'.33�`kW.uEta�a.ati4Lk. With respect to coverage afforded by this endorsement, the provisions of the policy apply unless modified by the endorsement. A. NON -OWNED AIRCRAFT Under Paragraph 2. Exclusions of Section I - Coverage A - Bodily Injury And Property Damage Liability, exclusion g. Aircraft, Auto Or Watercraft does not apply to an aircraft provided: 1. It is not owned by any insured; 2. It is hired, chartered or loaned with a trained paid crew; 3. The pilot in command holds a currently effective certificate, issued by the duly constituted authority of the United States of America or Canada, designating, her or him a commercial or airline pilot; and 4. It is not being used to carry persons or property for a charge. However, the insurance afforded by this provision does not apply if there is available to the insured other valid and collectible insurance, whether primary, excess (other than insurance written to apply specifically in excess of this policy), contingent or on any other basis, that would also apply to the loss covered under this provision. B. NON -OWNED WATERCRAFT Under Paragraph 2. Exclusions of Section I - Coverage A - Bodily Injury And Property Damage Liability, Subparagraph (2) of exclusion g. Aircraft, Auto Or Watercraft is replaced by the following: This exclusion does not apply to: (2) A watercraft you do not own that is: (a) Less than 52feet long; and (b) Not being used to carry persons or property for a charge. C. PROPERTY DAMAGE LIABILITY - ELEVATORS 1. Under Paragraph 2. Exclusions of Section I - Coverage A - Bodily Injury And Property Damage Liabil- ity, Subparagraphs (3), (4) and (6) of exclusion j. Damage To Property do not apply if such "property damage" results from the use of elevators. For the purpose of this provision, elevators do not include vehicle lifts. Vehicle lifts are lifts or hoists used in automobile service or repair operations. 2. The following is added to Section IV - Commercial General Liability Conditions, Condition 4. Other Insurance, Paragraph b. Excess Insurance: The insurance afforded by this provision of this endorsement is excess over any property insurance, whether primary, excess, contingent or on any other basis. D. EXTENDED DAMAGE TO PROPERTY RENTED TO YOU (Tenant's Property Damage) If Damage To Premises Rented To You is not otherwise excluded from this Coverage Part: 1. Under Paragraph 2. Exclusions of Section I - Coverage A- Bodily Injury and Property Damage Liability: a. The fourth from the last paragraph of exclusion j. Damage To Property is replaced by the follow- ing: Paragraphs (1), (3) and (4) of this exclusion do not apply to "property damage" (other than damage by fire, lightning, explosion, smoke, or leakage from an automatic fire protection system) to: (i) Premises rented to you for a period of 7 or fewer consecutive days; or (ii) Contents that you rent or lease as part of a premises rental or lease agreement for a period of more than 7 days. Paragraphs (1), (3) and (4) of this exclusion do not apply to "property damage" to contents of premises rented to you for a period of 7 or fewer consecutive days. A separate limit of insurance applies to this coverage as described in Section III - Limits of Insurance. AleleAtanagenuretD'alakm REVIEWED & APPROVED BY: © 2013Liberty Mutual Insurance AquAdaurta CG88100413 Includes copyrighted material of Insurance Services Office, Inc., with itspermis: SPIN, Roskmaru1gementspecialist a b. The last paragraph of subsection 2. Exclusions is replaced by the following: Exclusions c. through n. do not apply to damage by fire, lightning, explosion, smoke or leakage from automatic fire protection systems to premises while rented to you or temporarily occupied by you with permission of the owner. A separate limit of insurance applies to Damage To Premises Rented To You as described in Section III - Limits Of Insurance. 2. Paragraph 6. under Section III - Limits Of Insurance is replaced by the following: 6. Subject to Paragraph 5. above, the Damage To Premises Rented To You Limit is the most we will pay under Coverage A for damages because of "property damage" to: a. Any one premise: (1) While rented to you; or (2) While rented to you or temporarily occupied by you with permission of the owner for damage by fire, lightning, explosion, smoke or leakage from automatic protection sys- tems; or b. Contents that you rent or lease as part of a premises rental or lease agreement. 3. As regards coverage provided by this provision D. EXTENDED DAMAGE TO PROPERTY RENTED TO YOU (Tenant's Property Damage) - Paragraph 9.a. of Definitions is replaced with the following: 9.a. A contract for a lease of premises. However, that portion of the contract for a lease of premises that indemnifies any person or organization for damage by fire, lightning, explosion, smoke, or leakage from automatic fire protection systems to premises while rented to you or temporarily occupied by you with the permission of the owner, or for damage to contents of such premises that are Included in your premises rental or lease agreement, is not an "insured contract". E. MEDICAL PAYMENTS EXTENSION If Coverage C Medical Payments is not otherwise excluded, the Medical Payments provided by this policy are amended as follows: Under Paragraph 1. Insuring Agreement of Section I - Coverage C - Medical Payments, Subparagraph (b) of Paragraph a. is replaced by the following: (b) The expenses are incurred and reported within three years of the date of the accident; and F. EXTENSION OF SUPPLEMENTARY PAYMENTS - COVERAGES A AND B 1. Under Supplementary Payments - Coverages A and B, Paragraph 1.b. is replaced by the following: b. Up to $3,000 for cost of bail bonds required because of accidents or traffic law violations arising out of the use of any vehicle to which the Bodily Injury Liability Coverage applies. We do not have to furnish these bonds. 2. Paragraph 1.d. is replaced by the following: d. All reasonable expenses incurred by the insured at our request to assist us in the investigation or defense of the claim or "suit", including actual loss of earnings up to $500 a day because of time off from work. G. ADDITIONAL INSUREDS -BY CONTRACT, AGREEMENT.OR PERMIT 1. Paragraph 2. under Section II - Who Is An Insured is amended to include as an insured any person or organization whom you have agreed to add as an additional insured in a written contract, written agreement or permit. Such person or organization is an additional insured but only with respect to liability for "bodily injury", "property damage" or "personal and advertising injury" caused in whole or in part by: a. © 2013 Liberty Mutual Insurance CG 88 10 04 13 Includes copyrighted material of Insurance Services Office, Inc., with its permis Your acts or omissions, or the acts or omissions of those acting on your behalf, in the performance of your on going operations for the additional insured that are the subject of the written contract or written agreement provided that the "bodily injury" or "property damage" occurs, or the "per- sonal and advertising injury" is committed, subsequent to the signing of such written contract or written agreement; or Risk Management o[Walon u� REVIEWEDp&APPR10pVe)__a//Y�. eW [fish Manac�ementSpeu�list b. Premises or facilities rented by you or used by you; or c. The maintenance, operation or use by you of equipment rented or leased to you by such person or organization; or d. Operations performed by you or on your behalf for which the state or political subdivision has issued a permit subject to the following additional provisions: (1) This insurance does not apply to "bodily injury", "property damage", or "personal and ad- vertising injury" arising out of the operations performed for the state or political subdivision; (2) This insurance does not apply to "bodily injury" or "property damage" included within the "completed operations hazard". (3) Insurance applies to premises you own, rent, or control but only with respect to the following hazards: (a) The existence, maintenance, repair, construction, erection, or removal of advertising signs, awnings, canopies, cellar entrances, coal holes, driveways, manholes, marquees, hoist away openings, sidewalk vaults, street banners, or decorations and similar expo- sures; or (b) The construction, erection, or removal of elevators; or (c) The ownership, maintenance, or use of any elevators covered by this insurance. However: 1. The insurance afforded to such additional insured only applies to the extent permitted by law; and 2. If coverage provided to the additional insured is required by a contract or agreement, .the insur- ance afforded to such additional insured will not be broader than that which you are required by the contract or agreement to provide for such additional insured. With respect to Paragraph 1.e. above, a person's or organization's status as an additional insured under this endorsement ends when: (1) All work, including materials, parts or equipment furnished in connection with such work, on the project (other than service, maintenance or repairs) to be performed by or on behalf of the additional insured(s) at the location of the covered operations has been completed; or (2) That portion of "your work" out of which the injury or damage arises has been put to its intended use by any person or organization other than another contractor or subcontractor engaged in performing operations for a principal as a part of the same project. With respect to Paragraph 1.b. above, a person's or organization's status as an additional insured under this endorsement ends when their written contract or written agreement with you for such premises or facilities ends. With respects to Paragraph 1.c. above, this insurance does not apply to any "occurrence" which takes place after the equipment rental or lease agreement has expired or you have returned such equipment to the lessor. The insurance provided by this endorsement applies only if the written contract or written agreement is signed prior to the "bodily injury" or "property damage". We have no duty to defend an additional Insured under this endorsement until we receive written notice of a "suit" by the additional insured as required in Paragraph b, of Condition 2. Duties In the Event Of Occurrence, Offense, Claim Or Suit under Section IV - Commercial General Liability Condi- tions. ea." lilekhtanagementDivislon. 3J REVIEWED&APPROVEDBY.' gl 1 ' 1.t rTgwl/t © 2013 Liberty Mutual Insurance Risk Mana9emRnrspecValuc 11 CG 88 10 04 13 Includes copyrighted material of Insurance Services Office, Inc., with its permis. 2. With respect to the insurance provided by this endorsement, the following are added to Paragraph 2. Exclusions under Section I - Coverage A - Bodily Injury And Property Damage Liability: This insurance does not apply to: a. "Bodily injury" or "property damage" arising from the sole negligence of the additional insured. b. "Bodily injury" or "property damage" that occurs prior to you commencing operations at the location where such "bodily injury" or "property damage" occurs. c. "Bodily injury", "property damage" or "personal and advertising injury" arising out of the render- ing of, or the failure to render, any professional architectural, engineering or surveying services, including: j (1) The preparing, approving, or failing to prepare or approve, maps, shop drawings, opinions, reports, surveys, field orders, change orders or drawings and specifications; or (2) Supervisory, inspection, architectural or engineering activities. This exclusion applies even if the claims against any insured allege negligence or other wrongdoing in the supervision, hiring, employment, training or monitoring of others by that insured, . if the "occur- rence" which caused the "bodily injury" or "property damage", or the offense which caused the "personal and advertising injury", involved the rendering of, or the failure to render, any professional architectural, engineering or surveying services. d. "Bodily injury" or "property damage" occurring after: 1 All work, including materials, () g parts or equipment furnished in connection with such work, on the project (other than service, maintenance or repairs) to be performed by or on behalf of the additional insured(s) at the location of the covered operations has been completed; or (2) That portion of "your work" out of which the injury or damage arises has been put to its intended use by any person or organization other than another contractor or subcontractor engaged in performing operations for a principal as apart of the same project. e. Any person or organization specifically designated as an additional insured for ongoing operations by a separate ADDITIONAL INSURED -OWNERS, LESSEES OR CONTRACTORS endorsement is- sued by us and made a part of this policy. 3. With respect to the insurance afforded to these additional insureds, the following is added to Section III - Limits Of Insurance: If coverage provided to the additional insured is required by a contract or agreement, the most we will pay on behalf of the additional insured is the amount of insurance: a. Required by the contract or agreement; or b. Available under the applicable Limits of Insurance shown in the Declarations; whichever is less. This endorsement shall not increase the applicable Limits of Insurance shown in the Declaratio ns. H. PRIMARY AND NON-CONTRIBUTORY ADDITIONAL INSURED EXTENSION This provision applies to any person or organization who qualifies as an additional insured under any form .or endorsement under this policy. " Condition 4. Other Insurance of SECTION IV - COMMERCIAL GENERAL LIABILITY CONDITIONS is amend- ed as follows: a. The following is added to Paragraph a. Primary Insurance: If an additional insured's policy has an Other Insurance provision making its policy excess, and you have agreed in a written contract or written agreement to provide the additional insured coverage on a primary and noncontributory basis, this policy shall be primary and we will not seek contribution from the additional insured's policy for damages we cover. s.. RiskManwMadDiMIan. 3�,�°� g&& REVIEWED&APPROVEDBY. © 2013Liberty Mutual Insurance`ii'ka ata.f)aeua,c+ CG 88 10 04 13 Includes copyrighted material of Insurance Services Office, Inc., with its permisi IW' Risk Maaagemmt Specialist a b. The following is added to Paragraph b. Excess Insurance: When a written contract or written agreement, other than a premises lease, facilities rental contract or agreement, an equipment rental or lease contract or agreement, or permit issued by a state or political subdivision between you and an additional insured does not require this insurance to be primary or primary and non-contributory, this insurance is excess over any other insurance for which the addi- tional insured is designated as a Named Insured. Regardless of the written agreement between you and an additional insured, this insurance is excess over any other insurance whether primary, excess, contingent or on any other basis for which the additional insured has been added as an additional insured on other policies. I. ADDITIONAL INSUREDS -EXTENDED PROTECTION OF YOUR "LIMITS OF INSURANCE" This provision applies to any person or organization who qualifies as an additional insured under any form or endorsement under this policy. 1. The following is added to Condition 2. Duties In The Event Of Occurrence, Offense, Claim or Suit: An additional insured under this endorsement will as soon as practicable: a. Give written notice of an "occurrence" or an offense that may result in a claim or "suit" under this insurance to us; b. Tender the defense and indemnity of any claim or "suit" to all insurers whom also have insurance available to the additional insured; and c. Agree to make available any other insurance which the additional insured has for a loss we cover under this Coverage Part. d. We have no duty to defend or indemnify an additional insured under this endorsement until we receive written notice of a "suit" by the additional insured. 2. The limits of insurance applicable to the additional insured are those specified in a written contract or written agreement or the limits of insurance as stated in the Declarations of this policy and defined in Section III - Limits of Insurance of this policy, whichever are less. These limits are inclusive of and not in addition to the limits of insurance available under this policy. _i, WHO ISAN INSURED -INCIDENTAL MEDICAL ERRORS/MALPRACTICE WHO IS AN INSURED - FELLOW EMPLOYEE EXTENSION - MANAGEMENT EMPLOYEES Paragraph 2.a.(1) of Section II -Who Is An Insured is replaced with the following: (1) "Bodily injury" or "personal and advertising injury": (a) To you, to your partners or members (if you are a partnership or joint venture), to your members (if you are a limited liability company), to a co -"employee" while in the course of his or her employ- ment or performing duties related to the conduct of your business, or to your other "volunteer workers" while performing duties related to the conduct of your business; (b) To the spouse, child, parent, brother or sister of that co -"employee" or "volunteer worker" as a consequence of Paragraph (1) (a) above; (c) For which there is any obligation to share damages with or repay someone else who must pay damages because of the injury described in Paragraphs (1) (a) or (b) above; or (d) Arising out of his or her providing or failing to provide professional health care services. However, if you are not in the business of providing professional health care services or providing profes- sional health care personnel to others, or if coverage for providing professional health care ser- vices is not otherwise excluded by separate endorsement, this provision (Paragraph (d))does not apply. Paragraphs (a) and (b) above do not apply to "bodily injury" or "personal and advertising injury" caused by an "employee" who is, acting in a supervisory capacity for you. Supervisory capacity as used herein means the "employee's" job responsibilities assigned by you, includes the direct supervisinn of other "emnlnv- ees" of yours. However, none of these "employees" are insureds for "bodily j w"kMnnstewn £/ REVIEWED 6 APPROVED BY: s $ A4fe &oA4 © 2013Liberty Mutual insurance a 2lskm"nacemenrs enause CG 88 10 04 13 Includes copyrighted material of Insurance Services Office, Inc., with its permis: i n s advertising injury" arising out of their willful conduct, which is defined as the purposeful or willful intent to cause "bodily injury" or "personal and advertising injury", or caused in whole or in part by their intoxica- tion by liquor or controlled substances. The coverage provided by provision J. is excess over any other valid and collectable insurance available to your "employee". K. NEWLY FORMED ORADDITIONALLY ACQUIRED ENTITIES Paragraph 3, of Section 11 - Who Is An Insured is replaced by the following: 3. Any organization you newly acquire or form and over which you maintain ownership or majority interest, will qualify as a Named Insured if there is no other similar insurance available to that organization. However: a. Coverage under this provision is afforded only until the expiration of the policy period in which the entity was acquired or formed by you; b. Coverage A does not apply to "bodily injury" or "property damage" that occurred before you acquired or formed the organization; and c. Coverage B does not apply to "personal and advertising injury" arising out of an offense committed before you acquired or formed the organization. d. Records and descriptions of operations must be maintained by the first Named Insured. No person or organization is an insured with respect to the conduct of any current or past partnership, joint venture or limited liability company that is not shown as a Named Insured in the Declarations or qualifies as an insured under this provision. L. FAILURE TO DISCLOSE HAZARDS AND PRIOR OCCURRENCES Under Section IV - Commercial General Liability Conditions, the following is added to Condition 6. Repre- sentations: Your failure to disclose all hazards or prior "occurrences" existing as of the inception date of the policy shall not prejudice the coverage afforded by this policy provided such failure to disclose all hazards or prior "occurrences" is not intentional. M. KNOWLEDGE OF OCCURRENCE, OFFENSE, CLAIM OR SUIT Under Section IV - Commercial General Liability Conditions, the following is added to Condition 2. Duties In The Event of Occurrence, Offense, Claim Or Suit: Knowledge of an "occurrence", offense, claim or "suit" by an agent, servant or "employee" of any insured shall not in itself constitute knowledge of the insured unless an insured listed under Paragraph 1. of Section 11 - Who Is An Insured or a person who has been designated by them to receive reports of "occurrences", offenses, claims or "suits" shall have received such notice from the agent, servant or "employee". N. LIBERALIZATION CLAUSE If we revise this Commercial General Liability Extension Endorsement to provide more coverage without additional premium charge, your policy will automatically provide the coverage as of the day the revision is effective in your state. a 0. BODILY INJURY REDEFINED Under Section V - Definitions, Definition 3. is replaced by the following: 3. "Bodily Injury" means physical injury, sickness or disease sustained by a person. This includes mental anguish, mental injury, shock, fright or death that results from such physical injury, sick- ness or disease. / R Risk Mamgormt DkAm REVIEWED & APPRGVE) 8`(: © 2013Liberty Mutual Insurance I ' r� aAavaa CG 88 10 04 13 Includes copyrighted material of Insurance Services Office, Inc., with its permis: Risk ManagementSpegaht P. EXTENDED PROPERTY DAMAGE Exclusion a. of COVERAGE A. BODILY INJURY AND PROPERTY DAMAGE LIABILITY is replaced by the following: a. Expected Or Intended Injury "Bodily injury" or "property damage" expected or intended from the standpoint of the insured. This exclusion does not apply to "bodily injury" or "property damage" resulting from the use of reasonable force to protect persons or property. Q, WAIVER OF TRANSFER OF RIGHTS OF RECOVERY AGAINST OTHERS TO US - WHEN REQUIRED IN A CONTRACT OR AGREEMENT WITH YOU Under Section IV - Commercial General Liability Conditions, the following is added to Condition 8. Trans- fer Of Rights Of Recovery Against Others To Us: We waive any right of recovery we may have against a person or organization because of payments we make for injury or damage arising out of your ongoing operations or "your work" done under a contract with that person or organization and included in the "products -completed operations hazard" provided: 1. You and that person or organization have agreed in writing in a contract or agreement that you waive such rights against that person or organization; and 2. The injury or damage occurs subsequent to the execution of.the written contract or written agree- ment. a a RlekManggmWILDivIdan i REVIEWED&APPROVED BY: A tC&UFr © 2013 Liberty Mutual Insurance`ampuisk M�nac�ement spectalut CG 88 10 04 13 Includes copyrighted material of Insurance Services Office, Inc., with its permis; Santa Ana Police Department • To: Chief David Valentin From: Jeff Hiltbrand CC: Commander Richard Weber Date: October 19, 2022 Re: First Amendment to Agreement - ReadyOC/See Something, Say Something The Homeland Security Division is requesting your signature on the attached First Amendment to the Agreement with Barrios & Associates to promote community outreach and promotional services. This is a continuation of services for the ReadyOC and If You See Something, Say Something campaigns. Jeff Hiltbrand (714) 245-8739