HomeMy WebLinkAboutWESTBOUND COMMUNICATIONS - 2010
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CONSUL T ANT AGREEMENT
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THIS AGREEMENT, made and entered into this 11 th day of March, 20 0 by and
between Westbound Communications, Inc. (hereinafter "Consultant"), d the City of
Santa Ana, a charter city and municipal corporation organized and exist" g under the
Constitution and laws of the State of California (hereinafter "City").
RECITALS
A. The City desires to retain a consultant having special skill an knowledge in
the field of professional Web Site and promotional communi ations services.
B. City, acting through the Santa Ana Police Department in its apacity as the
Core City for the Santa Ana Urban Area under the FY08 Ur an Areas
Security Initiative, has applied for, received and accepted a g ant from the
Federal Department of Homeland Security, Office of Domes ic Preparedness,
through the State of California, Emergency Management Ag ncy, to enhance
countywide emergency preparedness, hereinafter referred to s "the Grant."
C. Consultant represents that Consultant is able and willing to p ovide such
services to the City.
D. In undertaking the performance of this Agreement, Consulta t represents that
it is knowledgeable in its field and that nay services perform d by Consultant
under this Agreement will be performed in compliance with uch standards as
may reasonably be expected from a professional consulting rm in the field.
NOW THEREFORE, in consideration of the mutual and respective pro ises, and subject
to the terms and conditions hereinafter set forth, the parties agree as foIl ws:
Consultant shall continue web site enhancement and hosting se ices, as well as
promotional services for the ReadyOC (ROC) Emergency Prepa edness
Campaign, as set forth in Exhibit A attached to this Agreement.
1. SCOPE OF SERVICES
2. COPYRIGHT
Except as otherwise provided in the terms and conditions of this greement,
consultant may copyright any books, publications or other copyr ghtable materials
developed in the course of or under this agreement. However, t federal
awarding agency, State Administrative Agency (SAA) and City eserve a royalty-
free, non-exclusive, and irrevocable license to reproduce, publis or otherwise
use, and to authorize others to use, for federal government, SAA and/or City
purpose:
(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 an the language of
the publisher's release form must ensure the preservation of hese rights.
3. COMPENSA nON
a. City agrees to pay, and Consultant agrees to accept as total p yment for its
services, the rates and charges identified in Exhibit A. The t tal sum to be
expended under this Agreement shall not exceed $135,000.0 during the term
of this Agreement.
b. Out of pocket expenses, including mileage, copies and phon , will be billed
separately on the first of each month, for the preceding mont . Expenses that
individually exceed $500, or aggregate $1,000 in anyone m nth, will require
prior written approval of City.
c. Payment by City shall be made within thirty (30) days folio ing receipt of
proper invoice evidencing work performed, subject to City a counting
procedures. Payment need not be made for work which fails to meet the
standards of performance set for in the Recitals which may r asonably be
expected by City.
4. TERM
This Agreement shall commence on the date first written above nd terminate on
completion of all training pursuant to this Agreement, unless te inated earlier in
accordance with Section 13, below.
5. INDEPENDENT CONTRACTOR
Consultant shall, during the entire term of this Agreement, be co strued to be an
independent contractor and not an employee of the City. This A reement is not
intended nor shall it be construed to create and employer-emplo ee relationship, a
joint venture relationship, or to allow the City to exercise discret on or control
over the professional manner in which Consultant performs the s rvices which are
the subject matter of this Agreement; however, the services to b provided in a
manner consistent with all applicable standards and regulations overning such
services. Consultant shall pay all salaries and wages, employer' social security
taxes, unemployment insurance and similar taxes relating to em loyees and shall
be responsible for all applicable withholding taxes.
6. INSURANCE
Prior to undertaking performance of work under this Agreement, Consultant shall
maintain and shall require its subcontractors, if any, to obtain and maint in insurance as
described below:
a. Commercial General Liability Insurance. Consultant shall main in commercial
general liability insurance naming the City, its officers, employe s, agents,
volunteers and representatives as additional insured(s) and shall nclude, but not
be limited to protection against claims arising from bodily injury and personal
injury, including death resulting there from and damage to prope y, resulting
from any act or occurrence arising out of Consultant's operation in the
performance of this Agreement, including, without limitation, ac s involving
vehicles. The amounts of insurance shall be not less than the fol owing: single
limit coverage applying to bodily and personal injury, including eath resulting
there from, and property damage, in the total amount of $1 ,000, 00 per
occurrence, $2,000,000 general aggregate. Consultant shall sup ly City with a
fully executed additional insured endorsement in substantially th form attached
hereto as Exhibit B upon execution of this Agreement and shall e approved in
form by the City Attorney.
b. Business automobile liability insurance, or equivalent form, wit a combined
single limit of not less than $1,000,000 per occurrence. Such in rance shall
include coverage for owned, hired and non-owned automobiles.
c. Worker's Compensation Insurance. In accordance with the prov sions of Section
3300 of the Labor Code, Consultant, if Consultant has any empl yees, is required
to be insured against liability for worker's compensation or to u dertake self-
insurance. Prior to commencing the performance of the work un er this
Agreement, Consultant agrees to obtain and maintain any emplo er's liability
insurance with limits not less than $1,000,000 per accident.
d. The following requirements apply to the insurance to be provide by Consultant
pursuant to this section:
(i) Consultant shall maintain all insurance required abov in full force and
effect for the entire period covered by this Agreeme t.
(ii) Certificates of insurance shall be furnished to the Cit upon
execution of this Agreement and shall be approved in form by the City
Attorney.
(iii) Certificates and policies shall state that the policies s all not be
canceled or reduced in coverage or changed in any ot er material
aspect without thirty (30) days prior written notice to he City, ten
(10) days notice if cancellation is due to non paymen of premium.
e. If Consultant fails or refuses to produce or maintain the insuranc required by
this section or fails or refuses to furnish the City with required p oof that
insurance has been procured and is in force and paid for, the Ci shall have the
right, at the City's election, to forthwith terminate this Agreeme t. Such
termination shall not effect Consultant's right to be paid for its ti e and materials
expended prior to notification of termination. Consultant waive the right to
receive compensation and agrees to indemnify the City for any ork performed
prior to approval of insurance by the City.
7. INDEMNIFICATION
Consultant agrees to and shall indemnify and hold harmless the ity, its officers,
agents, employees, consultants, special counsel, and representati es from liability
for personal injury, damages, just compensation, restitution, judi ial or equitable
relief arising out of claims from personal injury, including healt , and claims for
property damage, which may arise from the direct or indirect op rations of the
Consultant or its contractors, subcontractors, agents, employees, or other persons
acting on their behalf which relates to the services described in ection 1 of this
Agreement, to the extent the same are due to their negligence or ther wrongful
conduct. The Consultant further agrees to indemnify, hold harm ess, and pay all
costs for the defense of the City, including fees and costs for spe ial counsel to be
selected by the City, regarding any action by a third party asserti g that personal
injury, damages, just compensation, restitution, judicial or equit ble relief due to
personal or property rights arises by reason of the terms of, or ef ects arising from
this Agreement. City may make all reasonable decisions with re pect to its
representation in any legal proceeding.
8. CONFIDENTIALITY
If Consultant receives from the City information which due to th nature of such
information is reasonably understood to be confidential and/or p oprietary,
Consultant agrees that it shall not use or disclose such informati n except in the
performance of this Agreement, and further agrees to exercise th same degree of
care it uses to protect its own information of like importance, bu in no event less
than reasonable care. "Confidential Information" shall include a I nonpublic
information. Confidential information includes not only written 'nformation, but
also information disclosed to either party by any subsidiary and/ r agent of the
other party is covered by this Agreement.
The foregoing obligations of non-use and nondisclosure shall not apply 0 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 ightful
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 onsultant
without reference to information disclosed by the City.
9. CONFLICT OF INTEREST CLAUSE
Consultant covenants that it presently has not interests and shall ot have
interests, direct or indirect, which would conflict in any manner with pe formance of
services specified under this Agreement.
10. NOTICE
Any notice, tender, demand, delivery, or other communication p rsuant to this
Agreement shall be in writing and shall be deemed to be properly given 'f 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 Secti n, 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
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 arty. Thereafter,
communication shall be addressed and transmitted to the new address. I sent by mail,
communication shall be effective or deemed to have bee given three (3) ays after it has
been deposited in the United States mail, duly registered or certified, wi h postage
prepaid, and addressed as set forth above. If sent by telefacsimile, com unication shall
be effective or deemed to have been given twenty-four (24) hours after t e 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, deral, state,
County or City holidays shall be excluded.
11. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statemen between the City
and Consultant, and supersedes any and all other agreements, or I 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 Agree ent shall prevail.
This Agreement may not be modified except by written instrum nt signed by the
City and by an authorized representative of Consultant. The pa ies agree that any
terms or conditions of any purchase order or other instrument th t 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 acknowle ges that no
representations, inducements, promises or agreements, orally or therwise, have
been made by any party, or anyone acting on behalf of any party which are not
embodied herein.
12. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialize services of
Consultant, Consultant may not assign, transfer, delegate, or sub ontract any
interest herein without the prior written consent of the City and ny such
assignment, transfer, delegation or subcontract without the City' prior written
consent shall be considered null and void. Nothing in this Agree ent shall be
construed to limit the City's ability to have any of the services w ich are the
subject to this Agreement performed by City personnel or by oth r consultants
retained by City.
13. TERMINATION
This Agreement may be terminated by either party upon thirty ( 0) days written
notice of termination. In such event, Consultant shall be entitled to receive and
the City shall pay Consultant compensation for all services perfo ed by
Consultant prior to receipt of such notice of termination, subject 0 the following
conditions:
a. As a condition of such payment, the Executive Director may eqUlre
Consultant to deliver to the City all work product completed s of such date,
and in such case such work product shall be the property oft e City unless
prohibited by law, and Consultant consents to the City's use hereof for such
purposes as the City deems appropriate.
b. Payment need not be made for work which fails to meet the tandard of
performance specified in the Recitals of this Agreement.
14. DISCRIMINATION
Consultant shall not discriminate because of race, color, creed, r ligion, sex,
marital status, sexual orientation, age, national origin, ancestry, r disability, as
defined and prohibited by applicable law, in the recruitment, sel ction, training,
utilization, promotion, termination or other employment related ctivities.
Consultant affirms that it is an equal opportunity employer and s all 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 alifornia and the
validity, interpretation, performance, and enforcement of any of he clauses of this
Agreement shall be determined and governed by the laws of the tate of
California. Both parties further agree that Orange County, Calif, mia, shall be the
venue for any action or proceeding that may be brought or arise ut of, in
connection with or by reason of this Agreement.
16. PROFESSIONAL LICENSES
Consultant shall, throughout the term of this Agreement, maintai all necessary
licenses, permits, approvals, waivers, and exemptions necessary or the provision
of the services hereunder and required by the laws and regulatio s of the United
States, the State of California, the City of Santa Ana and all othe governmental
agencies. Consultant shall notify the City immediately and in w iting of its
inability to obtain or maintain such permits, licenses, approvals, aivers, and
exemptions. Said inability shall be cause for termination of this greement.
17. CONSULTANT CERTIFICATIONS
a. Audit Records - With respect to all matters covered by this a reement all
records shall be made available for audit and inspection by t e City, the grant
agency and/or their duly authorized representatives for a peri d of three (3)
years from the termination of this Agreement.
For a period of three years after final delivery hereunder or ntil all claims
related to this Agreement are finally settled, whichever is lat r, Consultant
shall preserve and maintain all documents, papers and record relevant to the .
services provided in accordance with this Agreement, includ ng the
Attachments hereto. For the same time period, Consultant s all make said
documents, papers and records available to City and the age cy from which
City received grant funds or their duly authorized representa ive(s), for
examination, copying, or mechanical reproduction on or off e premises of
Consultant, upon request during usual working hours.
b. Consultant shall provide to City all records and information equested by City
for inclusion in quarterly reports and such other reports or re ords as City may
be required to provide to the agency from which City receive grant funds or
other persons or agencies.
c. Section 504 of the Rehabilitation Act of 1973 Handica ed - All recipients
of federal funds must comply with Section 04 of the Rehabil'tation Act of
1973 (The Act). Therefore, the federal funds recipient pursu nt to the.
requirements of The Act hereby gives assurance that no othe ise qualified
person shall, solely by reason of handicap be excluded from the participation
in, be denied the benefits of or be subject to discrimination, i cluding
discrimination in employment, in any program or activity th receives
benefits from federal financial assistance. The Consultant a ees it will
ensure that requirements of The Act shall be included in the greements with
and be binding on all of its contractors, subcontractors, assig ees or
successors.
d. Americans with Disabilities Act of 1990 (ADA) - Consultan must comply
with all requirements of the Americans with Disabilities Act f 1990 (ADA),
as applicable.
e. Political Activity - None of the funds, materials, property, or ervices provided
directly or indirectly under this agreement shall be used for an partisan
political activity, or to further the election or defeat of any ca idate for public
office, or otherwise in violation of the provisions of the "Hatc Act."
f. Civil Rights Compliance and Notification of Findings - Cons Itant will
comply, and all its contractors (or sub recipients) will comply, with the
nondiscrimination requirements of the Omnibus Crime Contr 1 and Safe Streets
Act of 1968, as amended, 42 USC 3789 (d), or Victims of Cri e Act (as
appropriate); Title VI of the Civil Rights Act of 1964, as ame ded; Section 504
of the Rehabilitation Act of 1964, as amended; Subtitle A, Tit e II of the
Americans with Disabilities Act (ADA) (1990); Title IX of th Education
Amendments of 1972; the Age Discrimination Act of 1975; D partment of
Justice Non-Discrimination Regulations, 28 CFR Part 42, Sub arts C, D, E, and
G; and Department of Justice regulations on disability discrim nation, 28 CFR
Part 35 and 39. In the event a Federal or State court, Federal r State
administrative agency, or the Consultant makes a finding of d.scrimination
after a due process hearing on the grounds of race, color, relig on, national
origin, sex, or disability against a recipient of funds, the Cons ltant will
forward a copy of the findings to the City which will, in turn, ubmit the
findings to the Office of Civil Rights, Office of Justice Progra s, U.S.
Department of Justice.
18. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature h rein below has
the power, authority and right to bind their respective parties 0 each of the
terms of this Agreement, and shall indemnify City fully, incl ding reasonable
costs and attorney's fees, for any injuries or damages to City n 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 in orporated as if
fully set forth in the body of this Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this Agree ent the date and
year first above written.
ATTEST:
CITY OF SANTA ANA
'-JvJ~ #j/V
MARIA HUIZAR .
Clerk of the Council
DAVIDN. REAM
City Manager
APPROVED AS TO FORM:
JOSEPH W. FLETCHER
City Att ey
Tax ID#
EXHIBIT A
STATEMENT OF WORK
General Information:
The following Statement of Work (SOW) defines the principle activities a d responsibilities of
all parties for professional web site and promotional communications se ices 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 Sant 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 th Santa Ana Project
Manager. Nevertheless, Santa Ana recognizes that projects of this mag itude will likely
encounter various unforeseeable events that may cause tasks to overla or change, and such
change will be permissible with the approval of Santa Ana Project Mana er.
This SOW is contingent upon both WBC and Santa Ana fulfilling their re pective
responsibilities as defined in the Agreement and within this document.
Attachments
The following attachments are included with this SOW:
Attachment A-1
Attachment A-2
Attachment A-3
Attachment A-4
Marketing Plan
Project Change Order
Project Schedule
Milestone Payment Schedule
General Project Management Responsibilities
Project management occurs throughout the project and is involved in ev ry task. The overall
project management activities are listed here for reference.
Westbound ResDonsibilities:
a. Maintain project communications with Santa Ana's Project Mana er.
b. Manage the efforts of the WBC staff and coordinate WBC activiti s with the Santa Ana
Project Manager.
c. Conduct on site status meetings with Santa Ana's Project Manag r on a monthly basis
or when reasonably required at the discretion of Santa Ana to dis uss project status.
d. Provide timely responses, within ten (10) business days, to issue raised by Santa
Ana's Project Manager.
e. Prepare and submit, no later than the fifth business day of each onth, a status report
that includes: the accomplishments of the previous month, activiti s planned for the
current month and any update to the project schedule.
f. Prepare and submit project Change Proposals to Santa Ana's Pr ject Manager as
necessary.
g. Prepare and submit Task Completion Letter(s) to Santa Ana's Pr ject Manager as
necessary.
Santa Ana ResDonsibilities:
a. Maintain project communications with the WBC Project Manager.
b. Manage the efforts of ROC involved staff and coordinate ROC ac ivities with the WBC
Project Manager.
c. The Project Manager must ensure that their personnel have ampl time, resources, and
expertise to carry out their respective tasks and responsibilities.
d. The Project Manager or his designee will participate in the status eeting with the WBC
Project Manager on a monthly basis or as may otherwise be reas nably required to
discuss project status.
e. Provide timely responses, within ten (10) business days, to issue raised by the WBC
Project Manager.
f. Liaison with all Santa Ana-provided third-party vendors and asso iated systems.
g. Ensure acceptable Change Orders are approved by authorized si nature(s).
h. Ensure acceptable Task Completion Letter(s) are approved by th Project Manager or
his designee.
i. Ensure timely payment of invoices.
j. Ensure WBC access to server and network equipment and work reas on a 24x7 basis,
with pre-authorization for off-hours.
k. Provide workspace for WBC personnel as reasonably requested.
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SOW Format:
Each task include the following: Title, Objective, Task Description, Resp nsibilities and
Completion Criteria. The tasks are depicted on the project schedule. All arties recognize that
the SOW is not formatted chronologically with contractual obligations de aulting 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 IIlnitiatio ,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 arketing 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 BC Project Manager
include:
1. Maintain project communications with Santa Ana's Project Ma
2. Manage the efforts of WBC staff and coordinate WBC activitie
project team members.
3. Measure, evaluate and report the progress against the Projec Schedule, to be
developed, reviewed and finalized
4. Resolve deviations from the Project Schedule.
5. Monitor the project to ensure that support resources are avail ble 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 Sa ta Ana's Project
Manager, whereby Santa Ana's requested change and associ ted payment
schedule is described in a Standard Change and Approval Le er commonly
referenced as "Project Change Order", issued by the WBC Pr ject Manager.
8. Conduct on-site status meetings with Santa Ana's Project Ma ager on a monthly
basis, or as may otherwise by reasonably required to discuss roject 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 onditions warrant.
9. Provide timely responses to issues related to project progress raised by Santa Ana's
Project Manager.
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10. Prepare and submit, no later than the fifth business day of ea h month, a status
report that identifies the activities of the previous month, as w II as activities planned
for the current month, including an updated Project Schedule.
b. Establish a schedule, locations and agenda to meet with Santa A a personnel for the
requirements validation meetings related to the overall project.
c. Work with Santa Ana personnel in designing and approving the f rmat of an action item
log to be used in conjunction with the Project Schedule. The purp ses of the log are to
identify outstanding issues, provide continual status updates on s ecific 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 Manage.
2. Identify the efforts required of Santa Ana staff to meet Santa na's task
requirements and milestones in the Statement of Work and Pr ject Schedule.
3. Assist WBC in developing a detailed Project Schedule definin 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 avail ble 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 govern ental agencies,
contractors and common carriers.
9. Review and administer change control procedures, hardware nd software
certification, and all related project tasks required to maintain he implementation
schedule.
10. Ensure that all documents are approved or rejected by Santa na within ten (10)
business days of submission, unless explicitly addressed in th Contract or
Statement of Work.
11 . Approve and release payments in a timely manner.
b. Ensure that all appropriate Santa Ana personnel attend and activ Iy participate in the
Phase II Initiation.
c. Ensure acceptable Standard Change Order and Approval Letter( ) are approved by
authorized signature(s).
d. Work with WBC personnel in designing and approving of the for at of an action item
log to be used in conjunction with the Project Schedule. The purp ses of the log are to
identify outstanding issues, provide continual status updates on s ecific tasks and to
identify responsibilities of the parties.
Completion Criteria:
This task is considered complete when the Phase II Initiation has been eld/approved with
WBC representatives in attendance, an action item log has been develo ed by both WBC and
Santa Ana, and a schedule has been prepared.
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Task 2:
Micro Campaians
Objective:
Develop and implement a series of promotions for ROC during 2010
Task Description:
The micro campaigns will be designated promotional initiatives that will e individually
implemented with a specific beginning and end date (see following sub-t sks for specifics).
Responsibilities:
See sub-tasks for specifics.
Completion Criteria:
This task is considered complete when all budgeted sub-tasks have bee completed in their
respective entirety.
Task 2-A:
'Pledae to Prepare' Promotion
Objective:
Develop, implement and launch a 6-8 week promotion that 'launches' a ew ROC 'pledge' as
the thematic linchpin for the 2010 campaign.
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 co munity members that
commit them to take emergency preparedness action through the use 0 :
a. Promotion Plan Brief - create a 2-3 page brief that specifies pro otion details and
timeline
b. Media Announcement - press release, press conference and oth r appropriate press
outreach leveraging key partners (i.e. Supervisor Pat Bates office etc.)
c. Corporate Advisory Council Advocacy & Support - press confere ce and other
appropriate leveraging of the re-established group (see Task 3 fo 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 n 2009
e. ROC Web Site - create 'pledge' widget, ticker, online sign-up for and database
structure to support promotion and capture/track pledges
f. Online Promotion - create a plan for online promotion through co ntywide web sites,
portals and other channels
Responsibilities:
WBC shall:
a. Develop the promotion and seek plan approval from the ROC Ad isory Committee
b. Execute the promotion in accordance with the approved plan
Santa Ana shall:
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a. Approve plan and promotion elements
Completion Criteria:
This task is considered complete upon the deployment of all tasks as pe the Phase II
Marketing Plan, the Promotion Plan Brief and/or agreed upon departure .
Task 2-8:
Video Competition
Objective:
Develop, implement and launch a 6-8 week contest and promotion cent red around the
creation of videos (:10 to :15 seconds) from the community that compel, inspires,
demonstrates and/or underscores a pledge to emergency preparedness
Task Description:
Aligned with the 'pledge' theme for 2010, the contest will be designed dr ve the public to the
ROC web site and to engage community members in actively taking em rgency preparedness
actions. The content and promotion will be implemented through the us of:
a. Promotion Plan Brief - create a 2-3 page brief that specifies cont nt details and the
promotional timeline
b. Contest & Judging Criteria - this includes detailing contest param ters and rules that
are in accordance with grant funding regulations or stipulations, a well as establishing
judging and award parameters
c. Media Announcements - press releases, media calendars and ot er appropriate press
outreach to announce the contest, encourage entries, showcase elected finalists and
ultimately promote winners
d. Contest Partnering - explore and, if appropriate, secure a partner hip with a media
property (KOCE, KABC) and/or school (UCI, Chapman College) t assist with contest
and promotional production
e. Web Site - create contest widget, sign-ups and database structu to support promotion
f. Viral Promotion of Selected Submissions - leverage appropriate ontest submissions
for viral online promotion
g. ROC Video - create and virally distribute ROC-developed video romoting the contest
(and demonstrating potential approaches)
h. Online Promotion - create a plan for online promotion through co ntywide web sites,
portals and other channels
Responsibilities:
WBC shall:
a. Develop the promotion and seek plan approval from the ROC Ad isory Committee
b. Execute the promotion in accordance with the approved plan
Santa Ana shall:
a. Approve plan and promotion elements
Completion Criteria:
6
This task is considered complete upon the deployment of all tasks as pe the Phase II
Marketing Plan, the Promotion Plan Brief and/or agreed upon departure
Task 2-C:
Leveraaed Pledae Drives
Objective:
Explore opportunities through the ROC Steering Committee to partner w th key county
organizations to help drive community-wide emergency preparedness pi dges.
Task Description:
Work with the ROC Steering Committee to target the OC Fair, Angels a d the Ducks for no-
cost and/or in-kind support for the ROC campaign. The scope of these dives will be
proportional to the ability of the committees (or Corporate Advisory Cou cil) to leverage
relationships to minimize or eliminate promotional and/or sponsorship c sts. Currently, there is
.!1Q UASI grant funding allocated to the 2010 ROC campaign budget. Mi imally, ROC can
establish some type of canvassing effort at each venue to drive emerge cy 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 re ource commitment
from a sponsoring organization.
Task 3:
Corporate Advisory Council
Objective:
Re-establish group of business and community leaders who have experi nee 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 op
extensions, and ongoing support for ReadyOC.
Responsibilities:
See sub-tasks for specifics.
Completion Criteria:
7
This task is considered complete when all budgeted sub-tasks have bee completed in their
respective entirety.
Task 3-A:
Partici ant Solicitation Recruitment & Orientati n
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 foil w-up and recruitment
b. New Member Outreach - research and develop list of prospectiv new members; create
and distribute invite; coordinate all follow-up and recruitment
c. Orientation Meeting - plan and conduct orientation meeting and resentation for
secured advisory group participants
d. Media Announcement - develop and distribute press release ann uncing 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 pe the Phase II
Marketing Plan and/or agreed upon departures.
Task 3-8:
Council Meetinas (2)
Objective:
Develop and conduct two Corporate Advisory Council meetings subseq ent to the initial
Orientation session
Task Description:
Manage all meeting components, including participant invitation, logistic management,
meeting objectives, agenda and presentations, pre- and post-meeting c mmunications and
other elements as appropriate.
8
Responsibilities:
WBC shall:
a. Handle all pre-, during and post-meeting management
b. Execute two Corporate Advisory Council meetings per the Projec Schedule
Santa Ana shall:
a. Review and approve meeting dates, logistics, objectives, agenda ,presentations and
correspondence
Completion Criteria:
This task is considered complete upon the completion of two meetings p r 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, mai tenance 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 bee completed in their
respective entirety.
Task 4-A:
Content U dates Mana ement & Maintenance - First Trimester
Objective:
Develop and implement ongoing web site and social media content, mai tenance and
management activities for January 2010 through April 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 app oved protocols:
a. Site Administration - oversee and coordinate site administration latform (web server
hardware and software) in conjunction with the County of Orange respond to platform
errors or failures; manage and monitor monthly, quarterly and an ual site analytics;
respond to daily web inquiries and comments; provide 24/7 supp rt of platform
9
b. Site Maintenance - develop and implement all ongoing content onitoring, adjustments
and updates in accordance with ROC approve protocols; serve a site moderators,
reviewing and vetting all content prior to posting; spearhead all u dates and responses
as follows:
1. Daily Review
o Review any stakeholder (e.g., municipal blog page) an lor user submitted
content (e.g., email request) and respond within 48 hours of receipt during
Monday through Thursday. Submissions or inquiries re eived Friday through
Sunday will be responded to before end of business on the following Monday.
o An automated response will be in place that immediate acknowledges
receipt of any submission or email and will alert the se der when to expect a
formal response.
o Appropriate "In the News" items will be checked Monda through Friday for
updates and accuracy by the Westbound team. OC Re ister-customized RSS
feed content as well as any ROC stakeholder-provided material (e.g., training
and event announcements) will be vetted and updated s appropriate.
o Follow all protocols from the approved ROC Web Admi istration and
Maintenance System.
2. Standard Content and Link Updates
o Review any stakeholder (e.g., municipal blog page) an lor user submitted
content (e.g., email request) and respond within 48 hours of receipt during
Monday through Thursday. Submissions or inquiries re eived Friday through
Sunday will be responded to before end of business on the following Monday.
o Monitor and respond to all standard, non-emergency c ntent and link updates
within three business days.
o Follow all protocols from the approved ROC Web Admi istration and
Maintenance System.
3. Central Focus Area Updates
o Updates to the Central Focus Area on the Home page ill be made, at a
minimum, every 30 days.
o WBC will manage content update ideas and materials, ubmitting these to the
ROC Advisory Committee for review and approval at Ie st two weeks prior to
the go-live date.
4. County Emergency Response & Recovery Home Page Up ates
o During a countywide or significant regional emergencyl isaster event, the
ReadyOC.org Home page will be updated to advise an direct visitors to
appropriate information resources in accordance with 0 erational 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 soci I media channels. All
content will be updated in accordance with the approved System ogs for each channel.
10
These System Logs detail frequency of updates, monitoring criter a 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 ap rovals
Santa Ana shall:
a. Review and approve content updates as appropriate
Completion Criteria:
This task is considered complete when all elements have been appropri tely deployed based
on the Phase II Marketing Plan and System Logs.
Task 4-8:
Content U dates Mana ement & Maintenance - Second Trimester
Objective:
Develop and implement ongoing web site and social media content, mai tenance 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 app oved protocols:
a. Site Administration - oversee and coordinate site administration latform (web server
hardware and software) in conjunction with the County of Orange respond to platform
errors or failures; manage and monitor monthly, quarterly and an ual site analytics;
respond to daily web inquiries and comments; provide 24/7 supp rt of platform
b. Site Maintenance - develop and implement all ongoing content onitoring, adjustments
and updates in accordance with ROC approve protocols; serve a site moderators,
reviewing and vetting all content prior to posting; spearhead all u dates and responses
as follows:
1. Daily Review
o Review any stakeholder (e.g., municipal blog page) an lor user submitted
content (e.g., email request) and respond within 48 hours of receipt during
Monday through Thursday. Submissions or inquiries re eived Friday through
Sunday will be responded to before end of business on the following Monday.
o An automated response will be in place that immediate acknowledges
receipt of any submission or email and will alert the se der when to expect a
formal response.
o Appropriate "In the News" items will be checked Monda through Friday for
updates and accuracy by the Westbound team. OC Re ister-customized RSS
feed content as well as any ROC stakeholder-provided material (e.g., training
and event announcements) will be vetted and updated s appropriate.
11
o Follow all protocols from the approved ROC Web Admi istration and
Maintenance System.
2. Standard Content and Link Updates
o Review any stakeholder (e.g., municipal blog page) an lor user submitted
content (e.g., email request) and respond within 48 hours of receipt during
Monday through Thursday. Submissions or inquiries re eived Friday through
Sunday will be responded to before end of business on the following Monday.
o Monitor and respond to all standard, non-emergency c ntent and link updates
within three business days.
o Follow all protocols from the approved ROC Web Admi istration and
Maintenance System.
3. Central Focus Area Updates
o Updates to the Central Focus Area on the Home page ill be made, at a
minimum, every 30 days.
o WBC will manage content update ideas and materials, ubmitting these to the
ROC Advisory Committee for review and approval at Ie st two weeks prior to
the go-live date.
4. County Emergency Response & Recovery Home Page Up ates
o During a countywide or significant regional emergencyl isaster event, the
ReadyOC.org Home page will be updated to advise an direct visitors to
appropriate information resources in accordance with 0 erational 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 soci I media channels. All
content will be updated in accordance with the approved System ogs for each channel.
These System Logs detail frequency of updates, monitoring criter a 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 ap rovals
Santa Ana shall:
a. Review and approve content updates as appropriate
Completion Criteria:
This task is considered complete when all elements have been appropri tely deployed based
on the Phase II Marketing Plan and System Logs.
12
Task 4-C:
Content U dates Mana ement & Maintenance - Third Trimester
Objective:
Develop and implement ongoing web site and social media content, mai tenance 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 app oved protocols:
a. Site Administration - oversee and coordinate site administration latform (web server
hardware and software) in conjunction with the County of Orange respond to platform
errors or failures; manage and monitor monthly, quarterly and an ual site analytics;
respond to daily web inquiries and comments; provide 24/7 supp rt of platform
b. Site Maintenance - develop and implement all ongoing content onitoring, adjustments
and updates in accordance with ROC approve protocols; serve a site moderators,
reviewing and vetting all content prior to posting; spearhead all u dates and responses
as follows:
I. Daily Review
o Review any stakeholder (e.g., municipal blog page) an lor user submitted
content (e.g., email request) and respond within 48 hours of receipt during
Monday through Thursday. Submissions or inquiries re eived Friday through
Sunday will be responded to before end of business on the following Monday.
o An automated response will be in place that immediate acknowledges
receipt of any submission or email and will alert the se der when to expect a
formal response.
o Appropriate "In the News" items will be checked Monda through Friday for
updates and accuracy by the Westbound team. OC Re ister-customized RSS
feed content as well as any ROC stakeholder-provided material (e.g., training
and event announcements) will be vetted and updated s appropriate.
o Follow all protocols from the approved ROC Web Admi istration and
Maintenance System.
2. Standard Content and Link Updates
o Review any stakeholder (e.g., municipal blog page) an lor user submitted
content (e.g., email request) and respond within 48 hours of receipt during
Monday through Thursday. Submissions or inquiries re eived Friday through
Sunday will be responded to before end of business on the following Monday.
o Monitor and respond to all standard, non-emergency c ntent and link updates
within three business days.
o Follow all protocols from the approved ROC Web Admi istration and
Maintenance System.
3. Central Focus Area Updates
o Updates to the Central Focus Area on the Home page ill be made, at a
minimum, every 30 days.
13
o WBC will manage content update ideas and materials, ubmitting these to the
ROC Advisory Committee for review and approval at Ie st two weeks prior to
the go-live date.
4. County Emergency Response & Recovery Home Page Up ates
o During a countywide or significant regional emergency/ isaster event, the
ReadyOC.org Home page will be updated to advise an direct visitors to
appropriate information resources in accordance with 0 erational 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 soci I media channels. All
content will be updated in accordance with the approved System ogs for each channel.
These System Logs detail frequency of updates, monitoring criter a 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 ap rovals
Santa Ana shall:
a. Review and approve content updates as appropriate
Completion Criteria:
This task is considered complete when all elements have been appropri tely deployed based
on the Phase II Marketing Plan and System Logs.
Task 5:
Road Shows & Event Support
Objective:
Develop and implement annual program to support and/or staff 10-12 k
emergency preparedness events (Great ShakeOut, National Preparedn
Disaster Preparedness Expo, etc.) based on the Project Schedule
countywide
ss Month, South OC
Task Description:
Handle all aspects of road shows and event support activities for ROC i 2010 based on
Project Schedule.
Responsibilities:
See sub-tasks for specifics.
Completion Criteria:
14
This task is considered complete when all budgeted sub-tasks have bee completed in their
respective entirety.
Task 5-A:
Road Shows & Event Su ort - Februa
Objective:
Develop and implement annual program to support and/or staff key cou
preparedness events based on the Project Schedule.
Task Description:
Handle all aspects of road shows and event support activities based on he Project Schedule.
Responsibilities:
WBC shall:
a. Handle all event implementation and staffing requirements
b. Coordinate with Santa Ana Project Manager for all necessary up ates and approvals
Santa Ana shall:
a. Review and approve event schedule, collateral support materials nd staffing plan
Completion Criteria:
This task is considered complete when all elements have been appropri tely deployed based
on the Phase II Marketing Plan and Project Schedule.
Task 5-8:
Road Shows & Event Su
Objective:
Develop and implement annual program to support and/or staff key cou tywide emergency
preparedness events based on the Project Schedule.
Task Description:
Handle all aspects of road shows and event support activities based on he Project Schedule.
Responsibilities:
WBC shall:
a. Handle all event implementation and staffing requirements
b. Coordinate with Santa Ana Project Manager for all necessary up ates and approvals
Santa Ana shall:
a. Review and approve event schedule, collateral support materials nd staffing plan
Completion Criteria:
This task is considered complete when all elements have been appropri tely deployed based
on the Phase II Marketing Plan and Project Schedule.
15
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~eadyOC Change Order
Attachment A-2
Project Change Order
Following provides sample change order request.
CHANGE ORDER REQUEST
CustomE r/Project Name
CHANGE ORDER REQUEST NO.
ORIGINAL PURCHASE ORDER NUMBER:
CURRENT CONTRACT PRICE: $
REVISED CONTRACT PRICE: $
DESCRIPTION OF CHANGE:
COST DETAILS ARE IDENTIFIED BELOW:
DA TE: xxlxxlxx x
Item
~
Unit Price
E t. Price
PA YMENT TERMS:
APPROVAL:
Westbound
Santa Ana
Contracts Manager
Authorized Signature
Date
Date
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