HomeMy WebLinkAbout25A - OC EMERGENCY PREPAREDNESS REQUEST FOR
COUNCIL ACTION
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CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY:
MARCH 1, 2010
TITLE: APPROVED
? As Recommended
AGREEMENT WITH WESTBOUND ? As Amended
COMMUNICATIONS FOR READY OC ? ordinance on ~s~ Reading
? Ordinance on 2"d Reading
EMERGENCY PREPAREDNESS CAMPAIGN ? Implementing Resolution
? Set Public Hearing For
CONTINUED TO
FILE NUMBER
CITY MANAGER
RECOMMENDED ACTION
Authorize the City Manager and the Clerk of the Council to execute an agreement in an amount
not to exceed $150,000 with Westbound Communications, subject to non-substantive changes
approved by the City Manager and City Attorney for the Emergency Preparedness Campaign
within the Anaheim/Santa Ana Urban Homeland and Security Area.
DISCUSSION
The United States Department of Homeland Security provides funds to local emergency first
responders to enhance security and overall preparedness against acts of terrorism. Santa Ana
has been designated as an Urban Area Core City for the eighth year for the area which
encompasses the 34 jurisdictions in Orange County.
In FY2009, the Santa Ana Police Department accepted the bid by Westbound Communications
and entered into an agreement to provide web-based and multi-media communications and
marketing services for emergency preparedness. This agreement is Phase II of a public
awareness campaign to provide citizens critical public safety information.
With oversight by the Santa Ana Police Department Homeland Security Division, Westbound will
continue to expand and update the current ReadyOC website. Westbound Communications will
plan and execute several multi-media events, expand outreach into social media venues, and
establish a core advisory and business partnership group. The goal of this agreement is to
encourage Orange County residents to become prepared, aware, pro-active and involved in their
personal and community safety plans.
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Agreement for Orange County
Emergency Preparedness Campaign
March 1, 2010
Page 2
FISCAL IMPACT
Funds are available in the FY 2008 UASI Grant fund account (no.12514490-62300, activity
10424001186 account category 3492).
APPROVED AS TO FUNDS AND ACCOUNTS:
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Paul M. Walters Francisco Gutierrez
Chief of Police Executive Director
Police Department Finance & Mgmt. Services Agency
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CONSULTANT AGREEMENT
THIS AGREEMENT, made and entered into this 11~` day of March, 2010 by and
between Westbound Communications, Inc. (hereinafter "Consultant"), and the City of
Santa Ana, a charter city and municipal corporation organized and existing under the
Constitution and laws of the State of California (hereinafter "City").
RECITALS
A. The City desires to retain a consultant having special skill and knowledge in
the field of professional Web Site and promotional communications services.
B. City, acting through the Santa Ana Police Department in its capacity as the
Core City for the Santa Ana Urban Area under the FY08 Urban Areas
Security Initiative, has applied for, received and accepted a grant from the
Federal Department of Homeland Security, Office of Domestic Preparedness,
through the State of California, Emergency Management Agency, to enhance
countywide emergency preparedness, hereinafter referred to as "the Grant."
C. Consultant represents that Consultant is able and willing to provide such
services to the City.
D. In undertaking the performance of this Agreement, Consultant represents that
it is knowledgeable in its field and that nay services performed by Consultant
under this Agreement will be performed in compliance with such standards as
may reasonably be expected from a professional consulting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject
to the terms and conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
Consultant shall continue web site enhancement and hosting services, as well as
promotional services for the ReadyOC (ROC) Emergency Preparedness
Campaign, as set forth in Exhibit A attached to this Agreement.
2. COPYRIGHT
Except as otherwise provided in the terms and conditions of this agreement,
consultant may copyright any books, publications or other copyrightable materials
developed in the course of or under this agreement. However, the federal
awarding agency, State Administrative Agency (SAA) and City reserve aroyalty-
free, non-exclusive, and irrevocable license to reproduce, publish or otherwise
use, and to authorize others to use, for federal government, SAA and/or City
purpose:
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(1) the copyright in any work developed through this agreement; and
(2) any rights of copyright to which the subcontractor purchases ownership with
support through this grant. The Federal government's, SAA's and City's
rights identified above must be conveyed to the publisher and the language of
the publisher's release form must ensure the preservation of these rights.
3. COMPENSATION
a. City agrees to pay, and Consultant agrees to accept as total payment for its
services, the rates and charges identified in Exhibit A. The total sum to be
expended under this Agreement shall not exceed $135,000.00 during the term
of this Agreement.
b. Out of pocket expenses, including mileage, copies and phone, will be billed
separately on the first of each month, for the preceding month. Expenses that
individually exceed $500, or aggregate $1,000 in any one month, will require
prior written approval of City.
c. Payment by City shall be made within thirty (30) days following receipt of
proper invoice evidencing work performed, subject to City accounting
procedures. Payment need not be made for work which fails to meet the
standards of performance set for in the Recitals which may reasonably be
expected by City.
4. TERM
This Agreement shall commence on the date first written above and terminate on
completion of all training pursuant to this Agreement, unless terminated earlier in
accordance with Section 13, below.
5. INDEPENDENT CONTRACTOR
Consultant shall, during the entire term of this Agreement, be construed to be an
independent contractor and not an employee of the City. This Agreement is not
intended nor shall it be construed to create and employer-employee relationship, a
joint venture relationship, or to allow the City to exercise discretion or control
over the professional manner in which Consultant performs the services which are
the subject matter ofthis Agreement; however, the services to be provided in a
manner consistent with all applicable standards and regulations governing such
services. Consultant shall pay all salaries and wages, employer's social security
taxes, unemployment insurance and similar taxes relating to employees and shall
be responsible for all applicable withholding taxes.
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6. INSURANCE
Prior to undertaking performance of work under this Agreement, Consultant shall
maintain and shall require its subcontractors, if any, to obtain and maintain insurance as
described below:
(i) Certificates of insurance shall be furnished to the City upon
execution of this Agreement and shall be approved in form by the
City Attorney.
(ii) Certificates and policies shall state that the policies shall not be
canceled or reduced in coverage or changed in any other material
aspect without thirty (30) days prior written notice to the City, ten
(10) days notice if cancellation is due to non payment of premium.
d. If Consultant fails or refuses to produce or maintain the insurance required by
this section or fails or refuses to furnish the City with required proof that
insurance has been procured and is in force and paid for, the City shall have
the right, at the City's election, to forthwith terminate this Agreement. Such
termination shall not effect Consultant's right to be paid for its time and
materials expended prior to notification of termination. Consultant waives the
right to receive compensation and agrees to indemnify the City for any work
performed prior to approval of insurance by the City.
7. INDEMNIFICATION
Consultant agrees to and shall indemnify and hold harmless the City, its officers,
agents, employees, consultants, special counsel, and representatives from liability
for personal injury, damages, just compensation, restitution, judicial or equitable
relief arising out of claims from personal injury, including health, and claims for
property damage, which may arise from the direct or indirect operations of the
Consultant or its contractors, subcontractors, agents, employees, or other persons
acting on their behalf which relates to the services described in Section 1 of this
Agreement, to the extent the same are due to their negligence or other wrongful
conduct. The Consultant further agrees to indemnify, hold harmless, and pay all
costs for the defense of the City, including fees and costs for special counsel to be
selected by the City, regarding any action by a third party asserting that personal
injury, damages, just compensation, restitution, judicial or equitable relief due to
personal or property rights arises by reason of the terms of, or effects arising from
this Agreement. City may make all reasonable decisions with respect to its
representation in any legal proceeding.
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8. CONFIDENTIALITY
If Consultant receives from the City information which due to the nature of such
information is reasonably understood to be confidential and/or proprietary,
Consultant agrees that it shall not use or disclose such information except in the
performance of this Agreement, and further agrees to exercise the same degree of
care it uses to protect its own information of like importance, but in no event less
than reasonable care. "Confidential Information" shall include all nonpublic
information. Confidential information includes not only written information, but
also information disclosed to either party by any subsidiary and/or agent of the
other party is covered by this Agreement.
The foregoing obligations of non-use and nondisclosure shall not apply to any
information that (a) has been disclosed in publicly available sources; (b) is, through no
fault of the Consultant disclosed in a publicly available source; (c) is in rightful
possession of the Consultant without an obligation of confidentiality; (d) is required to be
disclosed by operation of law; or (e) is independently developed by the Consultant
without reference to information disclosed by the City.
9. CONFLICT OF INTEREST CLAUSE
Consultant covenants that it presently has not interests and shall not have
interests, direct or indirect, which would conflict in any manner with performance of
services specified under this Agreement.
10. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this
Agreement shall be in writing and shall be deemed to be properly given if delivered in
person or mailed by first class or certified mail, postage prepaid, or sent by telefacsimile
or other telegraphic communication in the manner provided in this Section, to the
following persons:
To City: Clerk of the City Council
City of Santa Ana
P.O. BOX 1988
Santa Ana, CA 92702-1988
Fax (714) 647-6956
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With courtesy copies to:
Chief of Police
City of Santa Ana
60 Civic Center Plaza (M-97)
P.O. Box 1981
Santa Ana, CA 92702
Fax (714) 245-8007
And City Attorney
City of Santa Ana
20 Civic Center Plaza (M-29)
P.O. Box 1988
Santa Ana, CA 92702
To Consultant: Westbound Communications
Rick Miltenberger
625 The City Drive, Suite 360
Orange, CA 92868
A party may change its address by giving notice in writing to the other party. Thereafter,
communication shall be addressed and transmitted to the new address. If sent by mail,
communication shall be effective or deemed to have bee given three (3) days after it has
been deposited in the United States mail, duly registered or certified, with postage
prepaid, and addressed as set forth above. If sent by telefacsimile, communication shall
be effective or deemed to have been given twenty-four (24) hours after the time set forth
on the transmission report issued by the transmitting facsimile machine, addressed as set
forth above. For purposes of calculating these time frames, weekends, federal, state,
County or City holidays shall be excluded.
11. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City
and Consultant, and supersedes any and all other agreements, oral or written,
between the parties. In the event of a conflict between the terms of this
Agreement and any attachments hereto, the terms of this Agreement shall prevail.
This Agreement may not be modified except by written instrument signed by the
City and by an authorized representative of Consultant. The parties agree that any
terms or conditions of any purchase order or other instrument that are inconsistent
with, or in addition to, the terms and conditions hereof, shall not bind or obligate
Consultant nor the City. Each party to this Agreement acknowledges that no
representations, inducements, promises or agreements, orally or otherwise, have
been made by any party, or anyone acting on behalf of any party which are not
embodied herein.
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12. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of
Consultant, Consultant may not assign, transfer, delegate, or subcontract any
interest herein without the prior written consent of the City and any such
assignment, transfer, delegation or subcontract without the City's prior written
consent shall be considered null and void. Nothing in this Agreement shall be
construed to limit the City's ability to have any of the services which are the
subject to this Agreement performed by City personnel or by other consultants
retained by City.
13. TERMINATION
This Agreement may be terminated by either party upon thirty (30) days written
notice of termination. In such event, Consultant shall be entitled to receive and
the City shall pay Consultant compensation for all services performed by
Consultant prior to receipt of such notice of termination, subject to the following
conditions:
a. As a condition of such payment, the Executive Director may require
Consultant to deliver to the City all work product completed as of such date,
and in such case such work product shall be the property of the City unless
prohibited by law, and Consultant consents to the City's use thereof for such
purposes as the City deems appropriate.
b. Payment need not be made for work which fails to meet the standard of
performance specified in the Recitals of this Agreement.
14. DISCRIMINATION
Consultant shall not discriminate because of race, color, creed, religion, sex,
marital status, sexual orientation, age, national origin, ancestry, or disability, as
defined and prohibited by applicable law, in the recruitment, selection, training,
utilization, promotion, termination or other employment related activities.
Consultant affirms that it is an equal opportunity employer and shall comply with
all applicable federal, state and local laws and regulations.
15. JURISDICTION -VENUE
This Agreement has been executed and delivered in the State of California and the
validity, interpretation, performance, and enforcement of any of the clauses of this
Agreement shall be determined and governed by the laws of the State of
California. Both parties further agree that Orange County, California, shall be the
venue for any action or proceeding that may be brought or arise out of, in
connection with or by reason of this Agreement.
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16. PROFESSIONAL LICENSES
Consultant shall, throughout the term of this Agreement, maintain all necessary.
licenses, permits, approvals, waivers, and exemptions necessary for the provision
of the services hereunder and required by the laws and regulations of the United
States, the State of California, the City of Santa Ana and all other governmental
agencies. Consultant shall notify the City immediately and in writing of its
inability to obtain or maintain such permits, licenses, approvals, waivers, and
exemptions. Said inability shall be cause for termination of this Agreement.
17. CONSULTANT CERTIFICATIONS
a. Audit Records -With respect to all matters covered by this agreement all
records shall be made available for audit and inspection by the City, the grant
agency and/or their duly authorized representatives for a period of three (3)
years from the termination of this Agreement.
For a period of three years after final delivery hereunder or until all claims
related to this Agreement are finally settled, whichever is later, Consultant
shall preserve and maintain all documents, papers and records relevant to the
services provided in accordance with this Agreement, including the
Attachments hereto. For the same time period, Consultant shall make said
documents, papers and records available to City and the agency from which
City received grant funds or their duly authorized representative(s), for
examination, copying, or mechanical reproduction on or off the premises of
Consultant, upon request during usual working hours.
b. Consultant shall provide to City all records and information requested by City
for inclusion in quarterly reports and such other reports or records as City may
be required to provide to the agency from which City received grant funds or
other persons or agencies.
c. Section 504 of the Rehabilitation Act of 1973 (Handicapped) -All recipients
of federal funds must comply with Section 04 of the Rehabilitation Act of
1973 (The Act). Therefore, the federal funds recipient pursuant to the
requirements of The Act hereby gives assurance that no otherwise qualified
person shall, solely by reason of handicap be excluded from the participation
in, be denied the benefits of or be subject to discrimination, including
discrimination in employment, in any program or activity that receives
benefits from federal financial assistance. The Consultant agrees it will
ensure that requirements of The Act shall be included in the agreements with
and be binding on all of its contractors, subcontractors, assignees or
successors.
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d. Americans with Disabilities Act of 1990 (ADA) -Consultant must comply
with all requirements of the Americans with Disabilities Act of 1990 (ADA),
as applicable.
e. Political Activity -None of the funds, materials, property, or services provided
directly or indirectly under this agreement shall be used for any partisan
political activity, or to further the election or defeat of any candidate for public
office, or otherwise in violation of the provisions of the "Hatch Act."
£ Civil Rights Compliance and Notification of Findings -Consultant will
comply, and all its contractors (or sub recipients) will comply, with the
nondiscrimination requirements of the Omnibus Crime Control and Safe Streets
Act of 1968, as amended, 42 USC 3789 (d), or Victims of Crime Act (as
appropriate); Title VI of the Civil Rights Act of 1964, as amended; Section 504
of the Rehabilitation Act of 1964, as amended; Subtitle A, Title II of the
Americans with Disabilities Act (ADA) (1990); Title IX of the Education
Amendments of 1972; the Age Discrimination Act of 1975; Department of
Justice Non-Discrimination Regulations, 28 CFR Part 42, Subparts C, D, E, and
G; and Department of Justice regulations on disability discrimination, 28 CFR
Part 35 and 39. In the event a Federal or State court, Federal or State
administrative agency, or the Consultant makes a finding of discrimination
after a due process hearing on the grounds of race, color, religion, national
origin, sex, or disability against a recipient of funds, the Consultant will
forward a copy of the findings to the City which will, in turn, submit the
findings to the Office of Civil Rights, Office of Justice Programs, U.S.
Department of Justice.
18. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature herein below has
the power, authority and right to bind their respective parties to each of the
terms of this Agreement, and shall indemnify City fully, including reasonable
costs and attorney's fees, for any injuries or damages to City in the event that
such authority or power is not, in fact, held by the signatory.
b. All Exhibits referenced herein and attached hereto shall be incorporated as if
fully set forth in the body of this Agreement.
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and
year first above written.
ATTEST: CITY OF SANTA ANA
MARIA HUIZAR DAVID N. REAM
Clerk of the Council City Manager
APPROVED AS TO FORM:
JOSEPH W. FLETCHER
City Attorney WESTBOUND COMMUNICATIONS, INC.
By:
RICK MILTENBERGER
Senior Vice President
Tax ID#
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EXHIBIT A
STATEMENT OF WORK
General Information:
The following Statement of Work (SOW) defines the principle activities and
responsibilities of all parties for professional web site and promotional communications
services to support the ReadyOC (hereinafter ROC) Emergency Preparedness Campaign.
This scope of work shall stand as an agreement between the City of Santa Ana
(hereinafter Santa Ana) and Westbound Communications (hereinafter WBC).
WBC will supply the following services:
o ROC Web Site Management
o Site content updating
o Social media content updating
o Site optimization
o Site maintenance
o Marketing and Promotional Support for ROC Program
o Establishment of a Phase II Marketing Plan
o Design and Printing of Collateral Materials
o Advertising Services
o Event Marketing
o Publicity Services
o Project Administration Services
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 approval of Santa Ana Project Manager.
This SOW is contingent upon both WBC and Santa Ana fulfilling their respective
responsibilities as defined in the Agreement and within this document.
Attachments
The following attachments are included with this SOW:
Attachment A-1 Marketing Plan
Attachment A-2 Project Change Order
Attachment A-3 Project Schedule
Attachment A-4 Milestone Payment Schedule
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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.
Westbound Responsibilities:
a. Maintain project communications with Santa Ana's Project Manager.
b. Manage the efforts of the WBC staff and coordinate WBC activities with the
Santa Ana Project Manager.
c. Conduct on site status meetings with Santa Ana's Project Manager on a monthly
basis or when reasonably required at the discretion of Santa Ana to discuss project
status.
d. Provide timely responses, within ten (10) 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
report that includes: the accomplishments of the previous month, activities
planned for the current month and any update to the project schedule.
f. Prepare and submit project Change Proposals to Santa Ana's Project Manager as
necessary.
g. Prepare and submit Task Completion Letter(s) to Santa Ana's Project Manager as
necessary.
Santa Ana Responsibilities:
a. Maintain project communications with the WBC Project Manager.
b. Manage the efforts of ROC involved staff and coordinate ROC activities with the
WBC Project Manager.
c. The Project Manager must ensure that their 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 the status meeting with the
WBC Project Manager on a monthly basis or as may otherwise be reasonably
required to discuss project status.
e. Provide timely responses, within ten (10) business days, to issues raised by the
WBC Project Manager.
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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
Project Schedule unless otherwise noted.
Task 1: Phase II Initiation
Objective:
Establish project schedules, marketing plan and procedures
Task Description:
The next portion of the ROC campaign will begin with a Phase II Initiation, including all
key Santa Ana and WBC project participants
The objectives of this task are to:
1. Reintroduce all project participants
2. Review roles of key participants
3. Refine, review and approve Phase II initiatives, including the marketing plan
and project schedule
Responsibilities:
WBC shall:
a. Designate the lead Project Manager who will direct WBC's efforts and serve as
the primary point of contact for Santa Ana. The responsibilities of the WBC
Project Manager include:
1. Maintain project communications with Santa Ana's Project Manager.
2. Manage the efforts of WBC staff and coordinate WBC activities with Santa
Ana's project team members.
3. Measure, evaluate and report the progress against the Project Schedule, to be
developed, reviewed and finalized
4. Resolve deviations from the Project Schedule.
5. Monitor the project to ensure that support resources are available as scheduled
and as identified in the Agreement.
6. Coordinate and oversee the installation of all WBC activities.
7. Review and administer change control procedures through Santa Ana's
Project Manager, whereby Santa Ana's requested change and associated
payment schedule is described in a Standard Change and Approval Letter
commonly referenced as "Project Change Order", issued by the WBC Project
Manager.
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8. Conduct on-site status meetings with Santa Ana's Project Manager on a
monthly basis, or as may otherwise by reasonably required to discuss project
status. WBC must make themselves available for monthly on-site meetings,
recognizing that Santa Ana may waive their right to hold an on-site meeting if
conditions warrant.
9. Provide timely responses to issues related to project progress raised by Santa
Ana's Project Manager.
10. Prepare and submit, no later than the fifth business day of each month, a status
report that identifies the activities of the previous month, as well as activities
planned for the current month, including an updated Project Schedule.
b. Establish a schedule, locations and agenda to meet with Santa Ana personnel for
the requirements validation meetings related to the overall project.
c. Work with Santa Ana personnel in designing and approving the format of an
action item log to be used in conjunction with the Project Schedule. The purposes
of the log are to identify outstanding issues, provide continual status updates on
specific tasks and to identify responsibilities of the parties.
Santa Ana shall:
a. Designate a Project Manager whose responsibilities include:
1. Maintain project communications with WBC's Project Manager.
2. Identify the efforts required of Santa Ana staff to meet Santa Ana's task
requirements and milestones in the Statement of Work and Project Schedule.
3. Assist WBC in developing a detailed Project Schedule defining the detailed
tasks and a schedule of WBC and Santa Ana responsibilities.
4. Review the Project Schedule with WBC's Project Manager.
5. Monitor the project to ensure that support resources are available as
scheduled.
6. Attend status meetings with WBC's Project Manager.
7. Provide timely responses to issues related to project progress raised in writing
by WBC's Project Manager.
8. Liaison and coordinate with other ROC partners, other governmental
agencies, contractors and common carriers.
9. Review and administer change control procedures, hardware and software
certification, and all related project tasks required to maintain the
implementation schedule.
10. Ensure that all documents are approved or rejected by Santa Ana within ten
(10) business days of submission, unless explicitly addressed in the Contract
or Statement of Work.
11. Approve and release payments in a timely manner.
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b. Ensure that all appropriate Santa Ana personnel attend and actively participate in
the Phase II Initiation.
c. Ensure acceptable Standard Change Order and Approval Letter(s) are approved
by authorized signature(s).
d. Work with WBC personnel in designing and approving of the format of an action
item log to be used in conjunction with the Project Schedule. The purposes of the
log are to identify outstanding issues, provide continual status updates on specific
tasks and to identify responsibilities of the parties.
Completion Criteria:
This task is considered complete when the Phase II Initiation has been held/approved
with WBC representatives in attendance, an action item log has been developed by both
WBC and Santa Ana, and a schedule has been prepared.
Task 2: Micro Campaigns
Objective:
Develop and implement a series of promotions for ROC during 2010
Task Description:
The micro campaigns will be designated promotional initiatives that will be individually
implemented with a specific beginning and end date (see following 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: `Pledge to Prepare' Promotion
Objective:
Develop, implement and launch a 6-8 week promotion that `launches' a new ROC
`pledge' as the thematic linchpin for the 2010 campaign.
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Task Description:
The promotion will include the public pronouncement that ROC will seek a to-be-
determined number of `pledges' from Orange County residents, businesses and
community members that commit them to take emergency preparedness action through
the use of:
a. Promotion Plan Brief - create a 2-3 page brief that specifies promotion details and
timeline
b. Media Announcement -press release, press conference and other appropriate
press outreach leveraging key partners (i.e. Supervisor Pat Bates office, etc.)
c. Corporate Advisory Council Advocacy & Support -press conference and other
appropriate leveraging of the re-established group (see Task 3 for more details)
d. Radio Advertisements -develop and implement a 4-6 week radio promotional
campaign similar in scope to the Phase I Clear Channel program in 2009
e. ROC Web Site -create `pledge' widget, ticker, online sign-up form and database
structure to support promotion and capture/track pledges
f. Online Promotion - create a plan for online promotion through countywide web
sites, portals and other channels
Responsibilities:
WBC shall:
a. Develop the promotion and seek plan approval from the ROC Advisory
Committee
b. Execute the promotion in accordance with the approved plan
Santa Ana shall:
a. Approve plan and promotion elements
Completion Criteria:
This task is considered complete upon the deployment of all tasks as per the Phase II
Marketing Plan, the Promotion Plan Brief and/or agreed upon departures.
Task 2-B: Video Competition
Objective:
Develop, implement and launch a 6-8 week contest and promotion centered around the
creation of videos (:10 to :15 seconds) from the community that compels, inspires,
demonstrates and/or underscores a pledge to emergency preparedness.
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Task Description:
Aligned with the `pledge' theme for 2010, the contest will be designed drive the public to
the ROC web site and to engage community members in actively taking emergency
preparedness actions. The content and promotion will be implemented through the use of:
a. Promotion Plan Brief - create a 2-3 page brief that specifies content details and
the promotional timeline
b. Contest & Judging Criteria -this includes detailing contest parameters and rules
that are in accordance with grant funding regulations or stipulations, as well as
establishing judging and award parameters
c. Media Announcements -press releases, media calendars and other appropriate
press outreach to announce the contest, encourage entries, showcase selected
finalists and ultimately promote winners
d. Contest Partnering -explore and, if appropriate, secure a partnership with a media
property (KOCE, KABC) and/or school (UCI, Chapman College) to assist with
contest and promotional production
e. Web Site -create contest widget, sign-ups and database structure to support
promotion
f. Viral Promotion of Selected Submissions -leverage appropriate contest
submissions for viral online promotion
g. ROC Video -create and virally distribute ROC-developed video promoting the
contest (and demonstrating potential approaches)
h. Online Promotion - create a plan for online promotion through countywide web
sites, portals and other channels
Responsibilities:
WBC shall:
a. Develop the promotion and seek plan approval from the ROC Advisory
Committee
b. Execute the promotion in accordance with the approved plan
Santa Ana shall:
a. Approve plan and promotion elements
Completion Criteria:
This task is considered complete upon the deployment of all tasks as per the Phase II
Marketing Plan, the Promotion Plan Brief and/or agreed upon departures.
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Task 2-C: Leveraged Pledge Drives
Objective:
Explore opportunities through the ROC Steering Committee to partner with key county
organizations to help drive community-wide emergency preparedness pledges.
Task Description:
Work with the ROC Steering Committee to target the OC Fair, Angels and the Ducks for
no-cost and/or in-kind support for the ROC campaign. The scope of these drives will be
proportional to the ability of the committees (or Corporate Advisory Council) to leverage
relationships to minimize or eliminate promotional and/or sponsorship costs. Currently,
there is no UASI grant funding allocated to the 2010 ROC campaign budget. Minimally,
ROC can establish some type of canvassing effort at each venue to drive emergency
awareness, promote the Pledge to Prepare and capture pledges.
Responsibilities:
WBC shall:
a. Work with ROC Steering Committee and/or Corporate Advisory Council to
support inquiries as appropriate
Santa Ana shall:
a. Work with ROC Steering Committee and/or Corporate Advisory Council to
support inquiries as appropriate
Completion Criteria:
This task is currently unbudgeted. Criteria will be established pending resource
commitment from a sponsoring organization.
Task 3: Corporate Advisory Council
Objective:
Re-establish group of business and community leaders who have experience in
emergency response and/or marketing and engage them in supporting ROC.
Task Description:
The council will be designed to bring leaders together to help provide opportunities,
extensions, and ongoing support for ReadyOC.
Responsibilities:
See sub-tasks for specifics.
25A-19
Completion Criteria:
This task is considered complete when all budgeted sub-tasks have been completed in
their respective entirety.
Task 3-A: Participant Solicitation. Recruitment & Orientation
Objective:
Identify, solicit, recruit, secure and orient a minimum of 12 participants
Task Description:
The steps to rebuilding this advisory group include the following:
a. Previous Member Outreach -develop and implement outreach to all appropriate
previous members; create and distribute invite; coordinate all follow-up and
recruitment
b. New Member Outreach -research and develop list of prospective new members;
create and distribute invite; coordinate all follow-up and recruitment
c. Orientation Meeting -plan and conduct orientation meeting and presentation for
secured advisory group participants
d. Media Announcement -develop and distribute press release announcing advisory
board members
e. Web Site -announce and promote advisory committee members through site.
Responsibilities:
WBC shall:
a. Identify invite prospects
b. Execute all task elements
Santa Ana shall:
a. Review and approve invite prospects list
b. Review and approve outreach elements
Completion Criteria:
This task is considered complete upon the deployment of all tasks as per the Phase II
Marketing Plan and/or agreed upon departures.
25A-20
Task 3-B: Council Meetings (2)
Objective:
Develop and conduct two Corporate Advisory Council meetings subsequent to the initial
Orientation session
Task Description:
Manage all meeting components, including participant invitation, logistics management,
meeting objectives, agenda and presentations, pre- and post-meeting communications and
other elements as appropriate.
Responsibilities:
WBC shall:
a. Handle all pre-, during and post-meeting management
b. Execute two Corporate Advisory Council meetings per the Project Schedule
Santa Ana shall:
a. Review and approve meeting dates, logistics, objectives, agendas, presentations
and correspondence
Completion Criteria:
This task is considered complete upon the completion of two meetings per the Phase II
Marketing Plan and/or agreed upon departures.
Task 4: Web Site & Social Media
Objective:
Develop and implement ongoing web site and social media content, maintenance and
management activities.
Task Description:
Handle all aspects of annual web site and social media content updates, site optimization,
site maintenance and site management needs for readyoc.org in 2010.
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.
25A-21
Task 4-A: Content Updates, Management & Maintenance -First
Trimester
Objective:
Develop and implement ongoing web site and social media content, maintenance and
management activities for January 2010 through Apri12010.
Task Description:
Handle all aspects of annual web site and social media content updates, site optimization,
site maintenance and site management needs in accordance with ROC approved
protocols:
a. Site Administration -oversee and coordinate site administration platform (web
server hardware and software) in conjunction with the County of Orange; respond
to platform errors or failures; manage and monitor monthly, quarterly and annual
site analytics; respond to daily web inquiries and comments; provide 24/7 support
of platform
b. Site Maintenance -develop and implement all ongoing content monitoring,
adjustments and updates in accordance with ROC approve protocols; serve as site
moderators, reviewing and vetting all content prior to posting; spearhead all
updates and responses as follows:
1. Daily Review
o Review any stakeholder (e.g., municipal blog page) and/or user
submitted content (e.g., email request) and respond within 48 hours of
receipt during Monday through Thursday. Submissions or inquiries
received Friday through Sunday will be responded to before end of
business on the following Monday.
o An automated response will be in place that immediately
acknowledges receipt of any submission or email and will alert the
sender when to expect a formal response.
o Appropriate "In the News" items will be checked Monday through
Friday for updates and accuracy by the Westbound team. OC Register-
customized RSS feed content as well as any ROC stakeholder-
provided material (e.g., training and event announcements) will be
vetted and updated as appropriate.
o Follow all protocols from the approved ROC Web Administration and
Maintenance System.
25A-22
2. Standard Content and Link Updates
o Review any stakeholder (e.g., municipal blog page) and/or user
submitted content (e.g., email request) and respond within 48 hours of
receipt during Monday through Thursday. Submissions or inquiries
received Friday through Sunday will be responded to before end of
business on the following Monday.
o Monitor and respond to all standard, non-emergency content and link
updates within three business days.
o Follow all protocols from the approved ROC Web Administration and
Maintenance System.
3. Central Focus Area Updates
o Updates to the Central Focus Area on the Home page will be made, at
a minimum, every 30 days.
o WBC will manage content update ideas and materials, submitting
these to the ROC Advisory Committee for review and approval at least
two weeks prior to the go-live date.
4. County Emergency Response & Recovery Home Page Updates
o During a countywide or significant regional emergency/disaster event,
the ReadyOC.org Home page will be updated to advise and direct
visitors to appropriate information resources in accordance with
operational emergency management protocols.
o WBC will be responsible for monitoring the Home page and returning
it to the standard configuration upon direction from the
c. Social Media Content Management & Posting -develop and monitor content as
well as manage platforms for ROC Twitter, FaceBook and YouTube social media
channels. All content will be updated in accordance with the approved System
Logs for each channel. These System Logs detail frequency of updates,
monitoring criteria and all management processes.
Responsibilities:
WBC shall:
a. Handle implementation of all tasks listed above
b. Coordinate with Santa Ana Project Manager for all necessary approvals
Santa Ana shall.
a. Review and approve content updates as appropriate
Completion Criteria:
This task is considered complete when all elements have been appropriately deployed
based on the Phase II Marketing Plan and System Logs.
25A-23
Task 4-B: Content Updates, Management & Maintenance -Second
Trimester
Objective:
Develop and implement ongoing web site and social media content, maintenance and
management activities for May 2010 through August 2010.
Task Description:
Handle all aspects of annual web site and social media content updates, site optimization,
site maintenance and site management needs in accordance with ROC approved
protocols:
a. Site Administration -oversee and coordinate site administration platform (web
server hardware and software) in conjunction with the County of Orange; respond
to platform errors or failures; manage and monitor monthly, quarterly and annual
site analytics; respond to daily web inquiries and comments; provide 24/7 support
of platform
b. Site Maintenance -develop and implement all ongoing content monitoring,
adjustments and updates in accordance with ROC approve protocols; serve as site
moderators, reviewing and vetting all content prior to posting; spearhead all
updates and responses as follows:
1. Daily Review
o Review any stakeholder (e.g., municipal blog page) and/or user
submitted content (e.g., email request) and respond within 48 hours of
receipt during Monday through Thursday. Submissions or inquiries
received Friday through Sunday will be responded to before end of
business on the following Monday.
o An automated response will be in place that immediately
acknowledges receipt of any submission or email and will alert the
sender when to expect a formal response.
o Appropriate "In the News" items will be checked Monday through j
Friday for updates and accuracy by the Westbound team. OC Register-
customized RSS feed content as well as any ROC stakeholder-
provided material (e.g., training and event announcements) will be
vetted and updated as appropriate.
o Follow all protocols from the approved ROC Web Administration and
Maintenance System.
25A-24
2. Standard Content and Link Updates
o Review any stakeholder (e.g., municipal blog page) and/or user
submitted content (e.g., email request) and respond within 48 hours of
receipt during Monday through Thursday. Submissions or inquiries
received Friday through Sunday will be responded to before end of
business on the following Monday.
o Monitor and respond to all standard, non-emergency content and link
updates within three business days.
o Follow all protocols from the approved ROC Web Administration and
Maintenance System.
3. Central Focus Area Updates
o Updates to the Central Focus Area on the Home page will be made, at
a minimum, every 30 days.
o WBC will manage content update ideas and materials, submitting
these to the ROC Advisory Committee for review and approval at least
two weeks prior to the go-live date.
4. County Emergency Response & Recovery Home Page Updates ~i
o During a countywide or significant regional emergency/disaster event,
the ReadyOC.org Home page will be updated to advise and direct
visitors to appropriate information resources in accordance with
operational emergency management protocols.
o WBC will be responsible for monitoring the Home page and returning
it to the standard configuration upon direction from the
c. Social Media Content Management & Posting -develop and monitor content as
well as manage platforms for ROC Twitter, FaceBook and YouTube social media
channels. All content will be updated in accordance with the approved System
Logs for each channel. These System Logs detail frequency of updates,
monitoring criteria and all management processes.
Responsibilities:
WBC shall:
a. Handle implementation of all tasks listed above
b. Coordinate with Santa Ana Project Manager for all necessary approvals
Santa Ana shall:
a. Review and approve content updates as appropriate
Completion Criteria:
This task is considered complete when all elements have been appropriately deployed
based on the Phase II Marketing Plan and System Logs.
25A-25
Task 4-C: Content Uudates. Management & Maintenance -Third
Trimester
Objective:
Develop and implement ongoing web site and social media content, maintenance and
management activities for September 2010 through December 2010.
Task Description:
Handle all aspects of annual web site and social media content updates, site optimization,
site maintenance and site management needs in accordance with ROC approved
protocols:
a. Site Administration -oversee and coordinate site administration platform (web
server hardware and software) in conjunction with the County of Orange; respond
to platform errors or failures; manage and monitor monthly, quarterly and annual
site analytics; respond to daily web inquiries and comments; provide 24/7 support
of platform
b. Site Maintenance -develop and implement all ongoing content monitoring,
adjustments and updates in accordance with ROC approve protocols; serve as site
moderators, reviewing and vetting all content prior to posting; spearhead all
updates and responses as follows:
i. Daily Review
o Review any stakeholder (e.g., municipal blog page) and/or user
submitted content (e.g., email request) and respond within 48 hours of
receipt during Monday through Thursday. Submissions or inquiries
received Friday through Sunday will be responded to before end of
business on the following Monday.
o An automated response will be in place that immediately
acknowledges receipt of any submission or email and will alert the
sender when to expect a formal response.
o Appropriate "In the News" items will be checked Monday through
Friday for updates and accuracy by the Westbound team. OC Register-
customized RSS feed content as well as any ROC stakeholder-
provided material (e.g., training and event announcements) will be
vetted and updated as appropriate.
o Follow all protocols from the approved ROC Web Administration and
Maintenance System.
25A-26
2. Standard Content and Link Updates
o Review any stakeholder (e.g., municipal blog page) and/or user
submitted content (e.g., email request) and respond within 48 hours of
receipt during Monday through Thursday. Submissions or inquiries
received Friday through Sunday will be responded to before end of
business on the following Monday.
o Monitor and respond to all standard, non-emergency content and link
updates within three business days.
o Follow all protocols from the approved ROC Web Administration and
Maintenance System.
3. Central Focus Area Updates
o Updates to the Central Focus Area on the Home page will be made, at
a minimum eve 30 da s.
IS' Y
o WBC will manage content update ideas and materials, submitting
these to the ROC Advisory Committee for review and approval at least
two weeks prior to the go-live date.
4. County Emergency Response & Recovery Home Page Updates
o During a countywide or significant regional emergency/disaster event,
the ReadyOC.org Home page will be updated to advise and direct
visitors to appropriate information resources in accordance with
operational emergency management protocols.
o WBC will be responsible for monitoring the Home page and returning
it to the standard configuration upon direction from the
c. Social Media Content Management & Posting -develop and monitor content as
well as manage platforms for ROC Twitter, FaceBook and YouTube social media
channels. All content will be updated in accordance with the approved System
Logs for each channel. These System Logs detail frequency of updates,
monitoring criteria and all management processes.
Responsibilities:
WBC shall:
a. Handle implementation of all tasks listed above
b. Coordinate with Santa Ana Project Manager for all necessary approvals
Santa Ana shall:
a. Review and approve content updates as appropriate
Completion Criteria:
This task is considered complete when all elements have been appropriately deployed
based on the Phase II Marketing Plan and System Logs.
25A-27
Task 5: Road Shows & Event Support
Objective:
Develop and implement annual program to support and/or staff 10-12 key countywide
emergency preparedness events (Great Shakeout, National Preparedness Month, South
OC Disaster Preparedness Expo, etc.) based on the Project Schedule
Task Description:
Handle all aspects of road shows and event support activities for ROC in 2010 based on
Project Schedule.
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.
i
Task 5-A: Road Shows & Event Support - February 2010 through June
2010
Objective:
Develop and implement annual program to support and/or staff key countywide
emergency preparedness events based on the Project Schedule.
Task Description:
Handle all aspects of road shows and event support activities based on the Project
Schedule.
Responsibilities:
WBC shall:
a. Handle all event implementation and staffing requirements
b. Coordinate with Santa Ana Project Manager for all necessary updates and
approvals
Santa Ana shall:
a. Review and approve event schedule, collateral support materials and staffing plan
Completion Criteria:
This task is considered complete when all elements have been appropriately deployed
based on the Phase II Marketing Plan and Project Schedule.
25A-28
Task 5-B: Road Shows & Event Support -July 2010 through November
2010
Objective:
Develop and implement annual program to support and/or staff key countywide
emergency preparedness events based on the Project Schedule.
Task Description:
Handle all aspects of road shows and event support activities based on the Project
Schedule.
Responsibilities:
WBC shall:
a. Handle all event implementation and staffing requirements
b. Coordinate with Santa Ana Project Manager for all necessary updates and
approvals
Santa Ana shall:
a. Review and approve event schedule, collateral support materials and staffing plan
Completion Criteria:
This task is considered complete when all elements have been appropriately deployed
based on the Phase II Marketing Plan and Project Schedule.
25A-29
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