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HomeMy WebLinkAboutBARRIOS & ASSOCIATES, LLC DBA COMMUNICATIONS LAB (3)INSURANCE NOT ON FILE WORK MAY NOT PROCEED CITY CLERK DATE: A-2021-200-02 SECOND AMENDMENT TO AGREEMENT WITH BARRIOS & ASSOCIATES TO PROMOTE 0 Pau) COMMUNITY OUTREACII AND PROMOTIONAL SERVICES CMaw l� THIS SECOND AMENDMENT to the above -referenced agreement is entered into on 15' day of August, 2023, by and between Barrios & Associates, LLC, dba Communications LAB, a California limited liability co company ("Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and o existing under the Constitution and laws of the State of California ("City"). L� o 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 SomethingTDA' (S4) Public Awareness Campaign. B. The parties amended the Agreement on July 18, 2022 to update the Scope of Services for FY 2022-23, and replaced Exhibits A and B to the Agreement with Exhibits A-1 and B-I to this First Amendment C. 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. D. 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. E. The parties now wish to amend the Agreement to revise the scope of services for FY 2023-24. 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 2023-24, and replace Exhibits A-1 and B-1 to the Agreement with Exhibits A-2 and B-2 to this First Amendment, attached hereto. 2. Except as modified by this Second 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 IFE rk H � Ci E APPROVED AS TO FORM SONIA R. CARVALHO City Attorney By: "4=� Tamara Bogosian Senior Assistant City Attorney RECOMMENDED FOR APPROV David CITY OF SANTA ANA KitISTINE RIDGE City Manager BARRIOS & ASSOCIATES, LLC By: Arianna Barrios Tide: CEO 8/21/2023 Page 2 of 2 If You See Something, Say Something (S4)/ — OC Initiative & SafeOC FY2023-2024 S4 STATEMENT OF WORK Exhibit A-2 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 Advertising: I�IITIU Newsletter Development Social Media 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 -Ed u cation -Pa rtnershi ps: 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 monthly 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 Santa Ana's 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. L 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 DISTRIBTTION 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 (Gen Z reporting, frauds, and scams) 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 (Q3 2023) 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 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 September 2023. TASK 1-13: NEWSLETTER DISTRIBUTION (Q4 2023) 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 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 2023. TASK 1-C: NEWSLETTER DISTRIBUTION (Q1 2024) 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 Project Manager for approval. 6VII NWI iT-WiMIF 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 March 2024. TASK 1-D: NEWSLETTER DISTRIBUTION (Q2 2024) 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 2024. 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 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 completion letter. Planned completion and invoicing will be at the end of July 2023. TASK 2-113: WEBSITE & MOBILE MAINTENANCE (WINTERISPRING 2024) 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 completion letter. Planned completion and invoicing will be at the end of February 2024. 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 2023) Objective: Develop consistent social media content based on messaging strategies for SafeOC'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 2023. TASK 3-113: SAFEOC SOCIAL MEDIA CONTENT DEVELOPMENT (Q4 2023) Objective: Develop consistent social media content based on messaging strategies for SafeOC'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: 146T,1111IAdl:101MII 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 2023. TASK 3-C: SAFEOC SOCIAL MEDIA CONTENT DEVELOPMENT (Q1 2024) Objective: Develop consistent social media content based on messaging strategies for SafeOC'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 March 2024. TASK 3-D: SAFEOC SOCIAL MEDIA CONTENT DEVELOPMENT (Q2 2024) Objective: Develop consistent social media content based on messaging strategies for SafeOC'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 June 2024. TASK 4: SOCIAL MEDIA ADVERTISING (AD SPEND) 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: �ZTiTi1AGl-0ifllA 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. F�TiF7.� G1iF1��iF11F 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 (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: 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 2023. TASK 4-113: SAFEOC SOCIAL MEDIA & SEARCH ADVERTISING (Q4 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. [.�Ti"TTIiTWiMIA 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 2023. TASK 4-C: SAFEOC SOCIAL MEDIA & SEARCH ADVERTISING (Q1 2024) 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 March 2024. TASK 4-D: SAFEOC SOCIAL MEDIA & SEARCH ADVERTISING (Q2 2024) 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: 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: 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 2024. TASK 5: MICRO CAMPAIGN: SCAMS & REPORTING Objective: Promote the micro campaign plan to enhance awareness on scams and how to report them. Educate followers on the most up-to-date scams and how to avoid and report them. Task Description: Implement a plan them. The plan will include outreach communications, and schedule. Responsibilities: Comm LAB shall: to promote scam awareness and how to report channels, partnerships, proposed assets, 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: SCAMS AND REPORTING: STAKEHOLDER OUTREACH Objective: Execute an audit of existing SafeOC stakeholders to then identify a new list of potential stakeholders who can assist in the outreach, advertising, and communications of promoting awareness for scams and reporting. Task Description: Identify a list of existing and new stakeholders to increase scam and reporting awareness amongst citizens throughout Orange County. This task includes: 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: 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 August 2023. TASK 5-B: MICRO CAMPAIGN: SCAMS AND REPORTING: COLLATERAL & WEBSITE UPDATE Objective: Develop scams and reporting collateral and webpages that are 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 scams and reporting 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 scams and reporting on behalf of SafeOC. b. Present collateral to and seek approval of Santa Ana Project Manager. 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 2023. TASK 5-C: MICRO CAMPAIGN: SCAMS & REPORTING: VIDEO DEVELOPMENT Objective: Develop an effective messaging and outreach strategy to educate residents on the importance of identifying scams and how to report them through promotional videos. Task Description: Research, identify and craft messaging, outreach, and video strategy to bring awareness to scams and how to report. This task includes: a. Mapping out effective messaging and calls to action. b. Identifying outreach channels with high traffic in the selected demographic and geographic areas. c. Setting messaging frequency. d. Identifying partnerships. Responsibilities: Comm LAB shall: a. Create a strategy to appeal to the selected demographics and geographic targeted areas. b. Present strategy to and seek the approval of the Santa Ana Project Manager. c. Begin to execute strategy in accordance with the approved plan. d. Provide messaging options and taglines for marketing/advertising. Santa Ana shall: Provide feedback and input on messaging and outreach strategies. 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 2024. 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: Approve micro campaign plan for execution and provide input. Q 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: PUBLIC STAKEHOLDERS & SCHOOL OUTREACH Objective: Reach out to identified local schools 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 school outreach strategy to promote micro -campaign. b. Present strategy to and seek approval of Santa Ana Project Manager. c. Begin to execute strategy in accordance with the approved plan. d. 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 August 2023. TASK 6-13: 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 Gen Z 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. c. Promote/boost videos within budget. d. Present videos to and seek approval of Santa Ana Project Manager. 6�TOWTATIT-WIIMIF 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 January 2024. TASK 7: IDENTIFY EARNED MEDA OPPORTUNITIES (PRINT/DIGITAL) 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: 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: l g "NiiTi, W.01-30iFllp 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. TASK 7-A: IDENTIFY EARNED MEDA OPPORTUNITIES (PRINT/DIGITAL) (SUMMER/FALL 2023) 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: 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 2024. TASK 7-B: IDENTIFY EARNED MEDA OPPORTUNITIES (BROADCAST) (SUMMER/FALL 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 February 2024. 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. .MI .017VII71F 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 2024. TASK 7-D: IDENTIFY EARNED MEDA OPPORTUNITIES (BROADCAST) (WINTERISPRING 2024) 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 May 2024. TASK 8: 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 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. 4FMI "MANW1,715 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 (SUMMERWALL) 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 the task. Planned completion and implementation are by the end of August 2023. TASK 8-13: 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 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. 6�Tii —' iWI 1IF 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 2024. TASK 1 DIGITAL COMMUNICATIONS Task 1-A Newsletter Distribution (Q3 23) $1,500 Task 1-B Newsletter Distribution (Q423) $1,500 Task 1-C Newsletter Distribution (0124) $1,500 Task 1-D Newsletter Distribution (Q224) $1,500 TASK 2 WEBSITE & MOBILE MAINTENANCE Task 2-A Website, Social Media & Mobile Outreach/Maintenance (Summer/Fall2023) $1,000 Task 2-B Website, Social Media & Mobile Outreach/Maintenance (Winter/Spring 2024) $1,000 TASK 3 SOCIAL MEDIA OUTREACH Task 3-A SafeOC Social Media Content Development (Q3 23) $6,000 Task 3-13 SafeOC Social Media Content Development (Q4 23) $6,000 Task 3-C SafeOC Social Media Content Development (Q1 24) $6,000 Task 3-D SafeOC Social Media Content Development (Q2 24) $6,000 TASK 4 ADVERTISING (BUDGET) Task 4-A SafeOC Social Media/Search Advertising (Q3 23) $3,000 Task 4-13 SafeOC Social Media/Search Advertising (04 23) $3,000 Task 4-C SafeOC Social Media/Search Advertising (Q1 24) $3,000 Task 4-D SafeOC Social Media/Search Advertising (02 24) $3,000 TASK 5 MICRO CAMPAIGN: FRAUDS AND SCAMS Task 5-A I Public Stakeholder $1,500 Task 5-B Collateral & Website Development $3,000 Task 5-C Video Development $4,000 TASK 6 MICRO CAMPAIGN: GENZ REPORTING Task 6-A Public Stakeholder & School Outreach $5,000 Task 6-B Video Development $5,000 TASK 7 EARNED MEDIA OUTREACH Task 7-A Identify Earned Media Opportunities (Print/Digital) Summer/Fall $5,000 Tasl<7-B Identify Earned Media Opportunities (Broadcast) Summer/Fall $5,000 Task 7-C Identify Earned Media Opportunities (Print/Digital) Winter/Spring $5,000 Task 7-D Identify Earned Media Opportunities (Broadcast) Winter/Spring $5,000 TASK 8 PROJECT MANAGEMENT & PARTNERS RELATIONS Task 8-A SafeOC Project Management & Partner Relations (Summer/Fall) $2,500 Task 8-B SafeOC Project Management & Partner Relations (Winter/Spring) $2,500 CONTINGENCY $10,000 $97,500 READY OC FY2023-2024 READYOC STATEMENT OF WORK I�m:x�=tea 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 Marketing Advertising: Media: Website Maintenance Newsletter Development Social Media a. Content Development b. Graphic Design c. KPI reports Social/Search ads and/or 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 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. Prepare and submit project Change Proposals to Santa Ana's Project Manager as necessary. 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. 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 Santa Ana's 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. 67101T17TTii 9 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., natural disaster preparedness and active shooter awareness) 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 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: 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 2023. TASK 1-13: NEWSLETTER DISTRIBUTION (Q4 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 December 2023. TASK 1-C: NEWSLETTER DISTRIBUTION (Q1 20241 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 2024. TASK 1-1): NEWSLETTER DISTRIBUTION (Q2 2024 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 2024. 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 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 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 July 2023. TASK 2-B: WEBSITE & MOBILE MAINTENANCE (WINTER/SPRING 2024) 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 2024. 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 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 completion of administrative deliverables and when the Santa Ana Project Manager signs the completion letter for each subtask noted below. 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 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 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 2023. TASK 3-C: READYOC SOCIAL MEDIA CONTENT DEVELOPMENTIMANAGEMENT (JANUARY-MARCH 2O24) 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 2024. TASK 3-D: READYOC SOCIAL MEDIA CONTENT DEVELOPMENT/MANAGEMENT (APRIL-JUNE 2024) 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. FT-TiTh7_T,MIMIIII 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 2024. TASK 4: READYOC SOCIAL MEDIA ADVERTISING 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: i, WTAUNIllA 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 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 (JULY-SEPTEMBER 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 September 2023. TASK 4-8: READYOC SOCIAL MEDIA & SEARCH ADVERTISING (OCTOBER- DECEMBER 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 December 2023, TASK 4-C: READYOC SOCIAL MEDIA & SEARCH ADVERTISING WANUARY- MARCH 2O24) 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 2024. 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 June 2024. TASK 5: MICRO CAMPAIGN: NATURAL DISASTER PREP Objective: Develop a comprehensive plan to promote ReadyOC's micro -campaign "Natural Disaster Prep" and increase awareness of natural disasters among citizens; particularly for earthquake and fire preparedness. Task Description: Create, establish, and implement a plan to promote ROC's emergency preparedness micro -camp, Natural Disaster Prep. The plan will include proposed activities, communications, and schedule. Responsibilities: Comm LAB shall: a. Develop the micro campaign plan, identify partners, outreach channels, activities, promotional materials, schedule, and/or budget. b. Present micro campaign plan for the approval of Santa Ana Project Manager c. Begin to execute micro -campaign tasks in accordance with the approved plan. 601T.F.A1i�-FIR-11F 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: NATURAL DISASTER PREP: STAKEHOLDER COLLABORATION Objective: Execute external collaboration with stakeholders to assist in ReadyOC's micro campaign, Natural Disaster Prep and increase awareness of natural disasters among citizens; particularly for earthquake and fire preparedness. Task Description: Research, identify and craft messaging and project strategy to raise awareness of natural disaster preparation through collaboration. This task includes: a. Mapping out effective messaging and action items with stakeholders. b. Identifying stakeholder representatives to participate in natural disaster prep content. c. Develop content 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 marketing/advertising. c. Create emergency preparedness content 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 August 2023. TASK 5-13: MICRO CAMPAIGN: NATURAL DISASTER PREP: PUBLIC AWARENESS & OUTREACH Objective: Execute external outreach to the public and raise awareness regarding ReadyOC's micro campaign, Natural Disaster Prep and increase awareness of natural disasters among citizens; particularly for earthquake and fire preparedness. Task Description: Increase public outreach efforts to encourage emergency preparedness amongst citizens throughout Orange County as part of the Natural Disaster Prep campaign. Comm LAB shall: a. Create a strategy to appeal to the selected demographics and geographic targeted areas. b. Begin to execute strategy in accordance with the approved plan. c. 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 October 2023. TASK 6: MICRO CAMPAIGN: ACTIVE SHOOTER AWARENESS Objective: Increase local awareness and outreach for residents to be prepared for an active shooter situation. Task Description: Increase public outreach efforts on social media and through our partnerships to make citizens more prepared and ready for an active shooter. Responsibilities: Comm LAB shall: a. Increase outreach efforts for active shooter awareness. 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: Increase local awareness and outreach for residents to be prepared for an active shooter situation. Task Description: Research, identify and craft messaging and project strategy to raise awareness about active shooter preparation through collaboration. This task includes: a. Mapping out effective messaging and action items with stakeholders. b. Identifying stakeholder representatives to participate in active shooter awareness content. c. Develop content with partners to keep the public prepared. Responsibilities: a. Create a strategy to appeal to the selected demographic. b. Provide messaging options and taglines for marketing/advertising. c. Create active shooter awareness content 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. 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 August 2023. TASK 6-B: MICRO CAMPAIGN: ACTIVE SHOOTER AWARENESS: COLLATERAL DEVELOPMENT & WEBSITE CONTENT Objective: Create new website content and collateral that is reflective of ROC's overall goals and objectives relating to active shooter awareness. Task Description: Develop, produce, and update collateral and website materials for use in all programming and communications as appropriate. Responsibilities: Comm LAB shall: a. Develop a web page and collateral that is reflective the initiative. b. Implement updates from the Santa Ana project manager. Santa Ana shall: a. Approve materials and provide feedback. 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 2023. TASK 6-C: MICRO CAMPAIGN: ACTIVE SHOOTER AWARENESS: VIDEO PRODUCTION Objective: Develop an effective messaging and outreach strategy to deliver key messages via video to Orange County's citizens that increase ROC engagement, preparedness and promote active shooter awareness. Task Description: Research, identify and craft messaging and outreach strategy to raise active shooter awareness through video content. This task includes: a. Identify partnerships. b. Conceptualize messages and scripts. c. Collect necessary collateral. d. Develop assets (graphic designs, lower thirds, etc.) e. Post -production and finalize videos. f. Post and promote on social media. Responsibilities: Comm LAB shall: a. Create a strategy to appeal to the selected demographic. b. Provide messaging options and taglines for marketing/advertising. c. Record active shooter awareness videos with partners. d. Present strategy to and seek approval of Santa Ana Project Manager e. 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 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 November 2023. TASK 7: 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 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 appropriate. 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. TASK 7-A: EARNED MEDIA OUTREACH: IDENTIFY & EXECUTE EARNED MEDIA OPPORTUNITIES (PRINT/DIGITAL) (SUMMER/FALL 2023) 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 November 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: 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: 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 November 2023. TASK 7-C: EARNED MEDIA OUTREACH: IDENTIFY & EXECUTE EARNED MEDIA OPPORTUNITIES (PRINT/DIGITAL) (WINTER/SPRING 2024) 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 print/online 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 April 2024. 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 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 April 2024. TASK 8: 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 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 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 October 2023. 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. 6m, L`TiMNMI A 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 2024. TASK 1 DIGITAL COMMUNICATIONS Task1-A Newsletter Distribution (Q3 23) $1,500 Task 1-B Newsletter Distribution (Q423) $1,500 Task 1-C Newsletter Distribution (Q1 24) $1,500 Task 1-D Newsletter Distribution (Q2 24) $1,500 TASK 2 WEBSITE & MOBILE MAINTENANCE Task 2-A Website, Social Media & Mobile Outreach/Maintenance (Summer/Fall 2023) $1,000 Task 2-13 Website, Social Media & Mobile Outreach/Maintenance (Winter/Spring 2024) $1,000 TASK 3 SOCIAL MEDIA OUTREACH Task 3-A ReadyOC Social Media Content Development (03 23) $6,000 Task 3-13 ReadyOC Social Media Content Development (04 23) $6,000 Task 3-C ReadyOC Social Media Content Development (Q1 24) $6,000 Task 3-D ReadyOC Social Media Content Development (02 24) $6,000 TASK 4 ADVERTISING (BUDGET) Task 4-A Ready0C Social Media/Search Advertising (03 23) $3,000 Task 4-13 Ready0C Social Media/Search Advertising (Q4 23) $3,000 Task 4-C Ready0C Social Media/Search Advertising (Q1 24) $3,000 Task 4-D ReadyOC Social Media/Search Advertising (Q2 24) $3,000 TASK 5 MICRO CAMPAIGN: NATURAL DISASTER PREP Task 5-A Stakeholder Collaboration $3,500 Task 5-13 Public Awareness & Outreach $3,500 TASK 6 MICRO CAMPAIGN: ACTIVE SHOOTER AWARENESS Task 6-A Stakeholder Collaboration $2,500 Task 6-13 Collateral Development & Website Content $4,000 Task 6-C Video Production $5,000 TASK 7 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 Test<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 8 PROJECT MANAGEMENT & PARTNER RELATIONS Task 9-A ReadyOC Project Management & Partner Relations (Summer/Fall) $2,500 Task 9-B ReadyOC Project Management & Partner Relations (Winter/Spring) $2,500 CONTINGENCY $10,000 $97,500