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Home My WebLink About25H - WESTBOUND COMMUNICATIONS OC EMERGENCY PREPAREDNESS CAMPAIGNREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY: SEPTEMBER 7, 2010 TITLE: AGREEMENT WITH WESTBOUND COMMUNICATIONS FOR READY OC EMERGENCY PREPAREDNESS CAMPAIGN CITY MANAGER APPROVED ? As Recommended ? As Amended ? Ordinance on 1" Reading ? Ordinance on 2"d Reading ? Implementing Resolution ? Set Public Hearing For CONTINUED TO FILE NUMBER RECOMMENDED ACTION Authorize the City Manager and the Clerk of Council to execute the attached agreement with Westbound Communications for the continuance of the Ready OC Emergency Preparedness Campaign that serves the Anaheim/Santa Ana Urban Area. These services will be provided for an amount not to exceed $250,000, subject to non-substantive changes approved by the City Manager and City Attorney. DISCUSSION The United States Department of Homeland Security has developed the Urban Areas Security Initiative (UASI) funding program. UASI provides funds to local emergency first responders to enhance security and overall preparedness against acts of terrorism. The City of Santa Ana has fiscal responsibility for the FY09 UASI grant for the Anaheim/ Santa Ana Urban Area which encompasses 34 jurisdictions in Orange County. In March 2009, the Santa Ana Police Department chose Westbound Communications to provide web-based and multi-media communications and marketing services for emergency preparedness. In the next contract period, Westbound Communications will plan and execute several multi-media events, expand outreach into social media venues, and continue to support the core advisory and business partnership group. The goal of this agreement is to continue encouraging Orange County residents to become prepared, aware, pro-active and involved in their personal and community safety plans. 25H-1 Westbound Communications September 7, 2010 Page 2 FISCAL IMPACT Funds are available in the FY 2009 UASI Grant Program fund account (no. 12514407-62300- 10427401186-3492). a? (,7-- PM. Walters Chief of Police Police Department Exhibits: 1. Agreement APPROVED AS TO FUNDS AND ACCOUNTS: A u?,nz . I -,, t, --) ?LA--, - --E Francisco Gutierrez Executive Director Finance & Mgmt. Services Agency 25H-2 CONSULTANT AGREEMENT THIS AGREEMENT, made and entered into this S`h day of September, 2010 by and -Kdtwee Westbound Communications, Inc. ("Consultant'), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"), hereinafter referred to as "Agreement." RECITALS A. The City desires to retain the services of a consultant having special skill and services. in me next o B. City, acting through the Santa Ana Police Department in its capacity as the Core City for the Santa Ana Urban Area under the FY09 Urban Areas Security Initiative ("UASI"), 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 any 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, incorporated herein by reference. 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 a royalty-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: Page 1 of 9 25H-3 (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 total sum to be expended under this Agreement shall not exceed $250,000.00 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. e. 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 services pursuant to this Agreement, unless terminated earlier in accordance with Section 13, below. 5. INDEPENDENT CONTRACTOR Consultant shall, during the entire team 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 of this 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. Page 2 of 9 25H-4 6. INSURANCE a. 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: Commercial General Liability Insurance. Consultant shall maintain commercial general liability insurance naming the City, its officers, employees, agents, volunteers and representatives as additional insured(s) and shall include, but not be limited to protection against claims arising from bodily injury and personal injury, including occurrence arising out of Consultant's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting there from, and property damage, in the total amount of $1,000,000 per occurrence, $2,000,000 general aggregate. Consultant shall supply City with a fully executed additional insured endorsement in substantially the form attached hereto as Exhibit B upon execution of this Agreement and shall be approved in form by the City Attorney. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non-owned automobiles. Worker's Compensation Insurance. In accordance with the provisions of Section 3300 of the Labor Code, Consultant, if Consultant has any employees, is required to be insured against liability for worker's compensation or to undertake self-insurance. Prior to commencing the performance of the work under this Agreement, Consultant agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. The following requirements apply to the insurance to be provided by Consultant pursuant to this section: (i) Consultant shall maintain all insurance required above in fiill force and effect for the entire period covered by this Agreement. (ii) Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved in form by the City Attorney. (iii) 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 nonpayment of premium. Page 3 of 9 25H-5 e. 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 tb-and?liall iii di r-i ify arid-Bold-harmles"he-City;-its-ofhcers 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. 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. Page 4 of 9 25H-6 9. CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has no 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 mailedby first classified mail, postage prepai , or t-byUletat 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 With courtesy copies to: and 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 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, Page 5 of 9 25H-7 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 greement 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. 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. Page 6 of 9 25H-8 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. 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. 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. Page 7 of B 25H-9 b. Consultant shall provide to City all records and inforination 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 finds 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 exclnide`d7from the par icipalio in, be demed-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. 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 H 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 fuiding 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 Page 8 of 9 25H-10 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. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: MARIA HUIZAR Clerk of the Council APPROVED AS TO FORM: JOSEPH W. FLETCHER City Attorney By: RYAN O. HODGE Deputy City Attorney CITY OF SANTA ANA DAVID N. REAM City Manager WESTBOUND COMMUNICATIONS, INC. RICK MILTENBERGER Senior Vice President Tax ID# Page 9of9 25H-11 Exhibit A 2010 PHASE 3: August 2010 -- March 2012 STATEMENT OF WORK General Information: The following Statement of Work (SOW) defines the principle activities and responsibilities of 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 ROC Advertising and Promotional Communications o Paid radio advertising o Social media outreach o Broadcast news promotions o Media/corporate promotions o Publicity services o Marketing Support for ROC Program o Multimedia production and outreach o f=aith-based and citizen outreach 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: Contents The following are included with this SOW: • Task Descriptions • Project Change Order 25H-12 • Project Schedule • Milestone Payment Schedule General Project Management Responsibilities Project management occurs throughout the project and is involved in every task. The overall project management activities are listed here for reference. 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 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. f. Liaison with all Santa Ana-provided third-party vendors and associated systems. g. Ensure acceptable Change Orders are approved by authorized signature(s). h. Ensure acceptable Task Completion Letter(s) are approved by the Project Manager or his designee. i. Ensure timely payment of invoices. j. Ensure WBC access to server and network equipment and work areas on a 240 basis, with pre-authorization for off-hours. k. Provide workspace for WBC personnel as reasonably requested. 2 25H-13 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. Phase 3 - Task 1: Hard Launch of Promise to Prepare Objective: Task Description: This is the "Phase II-B" of the Promise to Prepare campaign, which includes promotional marketing activities as described in Tasks 1-A, 1-B, and 1-C and represents public outreach activities during the months of August 2010 through December 2010. The objectives of the Hard Launch are: • Stage hard launch of Promise to Prepare and promote visits to readoc.org Web site • Organize and coordinate partnerships paid broadcast advertising campaigns • Leverage all outreach to increase state of preparedness by local citizens Task I -A: Radio Promotion Objective: Develop, implement and launch a 2-4 week paid promotion with a major radio syndicate in Southern California (Clear Channel or CBS Radio) that includes on-air content and online content that promotes emergency preparedness among Orange County residents, with special focus on the Promise to Prepare campaign. Task Description: As part of the "Hard Launch" of Promise to Prepare, the use of popular radio stations and their on-air personalities will effectively reach Orange County residents of varying backgrounds. By working with a radio "syndicate, ReadyOC messages will be aired on multiple stations to reach mainstream as well as more specific segments of the population. On-air and online promotions will be developed and implemented to attract and promote emergency preparedness. Activities will include: a. Radio Partner Selection - Develop/present project brief to Clear Channel and CBS Radio and solicit bids for paid advertising promotion. Select a winner based on potential success in best promoting emergency preparedness. b. Plan Development and Review - Working with radio partner, a plan will be developed and implemented for promotional period to take place within the month of September 2010. Plan will have on-air and online outreach components. c. Coordination of Advertising and Online Promotions -- work directly with radio partner on the management of the promotional period, developing copy for advertising spots and 25H-14 public service announcements, completing air checks, securing data from the online components, and reporting results to the Steering Committee. d. Summary Report of Online Outreach -Analyze data of registered "click-throughs" from radio Web sites to ReadyOC; monitoring the number of promises to prepare that come as a result of the radio promotion. A final report will be prepared and delivered to the Steering Committee. 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 completion of the promotional period. Completion is planned for the end of October 2010. Task 1-B ABC7 Promotion Objective: Develop, implement and launch a partnership between ReadyOC and ABC7 and their ReadySoCal platform. This paid advertising and promotional partnership will help elevate awareness for the Promise to Prepare campaign and will serve as an important component of the hard launch. Specific elements of this promotion will be on-air advertising and online outreach linking abc7.com with ReadyOC.org. Task Description: As part of the "Hard Launch" of Promise to Prepare, ABC7 will connect its popular ReadySoCal campaign to ReadyOC. ABC7 will serve promote Promise to Prepare through on-air mentions, online promotion and by offering their new reporters to serve in some official capacity for our launch event. On-air and online promotions will be developed and implemented to attract and promote emergency preparedness. Activities will include: a. Broadcast Partnership with ABC7 - Develop/present project brief to ABC7 in order to receive a contract in return. b. Plan Development and Review - Working with AQBC7's Public Affairs Dept., a plan will be developed and implemented for promotional period to take place within the month of September 2010. Plan will have on-air and online outreach components. c. Coordination of Advertising and Online Promotions - work directly with ABC7 on the management of the promotional period, developing copy for advertising spots and public service announcements, securing data from the online components, and reporting results to the Steering Committee. d. Summary Report of Online Outreach -Analyze data of registered "click-throughs" from ABC7 to ReadyOC; monitoring the number of Promises to Prepare that come as a result of the partnership. A final report will be prepared and delivered to the Steering Committee. 25H-15 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 completion of the promotional period. Planned completion will be October 2010. Task 1-C Launch Event and Partnering Objective: Develop and organize a launch campaign and specific event to kick off the Hard Launch of the Promise to Prepare campaign. The key component in this launch is a special event to recognize the Promise to Prepare campaign and its goal to secure promises from at least 32,000 Orange County residents. Also included in Task 1-C are three promotional nights at Anaheim Ducks hockey games where ReadyOC will have outreach to fans through the video board, through public announcement and by having a table with representatives personally conversing with fans and introducing them to Promise to Prepare. Specific elements of this task include: Task Description: The Promise to Prepare campaign will be formally introduced to Orange County residents through a special event designed to secure editorial media coverage. The main launch event and various partnering opportunities with the Anaheim Ducks will involve Orange County Supervisor Pat Bates and other local government officials who have pledged support for the ReadyOC.org emergency preparedness platform. The Promise to Prepare theme will be emphasized at the main launch event and also at the three promotional nights with the Anaheim Ducks. Activities will include: a. Plan and stage a special event designed to attract editorial press coverage. b. "Pitch" and correspond with reporters and producers from broadcast and print media outlets that service the Orange County region. c. Coordinate and manage three promotional nights with the Anaheim Ducks hockey team, which will include coordination of the public address announcements, content for the giant video screens at the Honda Center, and coordination of staff to secure Promise to Prepare sign-ups. 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 25H-16 Santa Ana shall: a. Approve plan and promotion elements Completion Criteria: This task is considered complete upon the completion of the promotional period. Planned completion will be October. 2010. Task 2: Video Public Service Announcement and Promotion Objective: Develop produce and promote a video-based public service announcement (PSA) that will have many different uses including being aired on community access television stations across Orange County. The content of the video will focus on 3-4 separate emergency scenarios including earthquake, wildfire, flooding and extreme weather conditions. Task Description: The PSA will be created and used to promote ReadyOC across multiple video platforms. This PSA will actually be four different short videos, each that addressed the need to be better prepared for the potential of specific emergency situations. These video PSAs will be produced by a trained production company working in tandem with WBC. The production and post production of these video PSAs will be managed. Once they are approved by the Steering Committee, the next step is to utilize these videos by posting them on readyoc.org, producing DVDs that will be used during all appropriate citizen outreach events, sent to public access television stations at all Orange County cities, and given to members of the Steering Committee, Corporate Advisory Board and to the emergency managers at all Orange County jurisdictions. 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 completion of the promotional period. Planned completion will be October 2010. Task 3-A: Faith-Based and Citizen Outreach - September 2010 throuah December 2010 Objective: Develop and implement seasonal 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. 6 25H-17 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: T_his_taskis_consWered com iep to upon the completion of the promotional completion will be December 15, 2010. . Planned Task 3-13• Faith-Based and Citizen Outreach - January 2011 through June 2011 Objective: Develop and implement seasonal 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. 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 completion of the promotional period. Planned completion will be June 15, 2011. Task 3-C: Faith-Based and Citizen Outreach - July 2011 through December 2011 Objective: Develop and implement seasonal 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. 25H-18 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 completion of the promotional period. Planned completion will be December 15, 2011. Task 4: Calendar Year 2011 ReadyOC Campaign & Schedule Objective: Establish project schedules, marketing plan and procedures Task Description: The 2011 ROC campaign will begin with the development of a detailed campaign and schedule, which will set the roadmap for the 2011 schedule. The objectives of this task are to: • Reintroduce all project participants • Review roles of key participants • Refine, review and approve 2011 initiatives, including the marketing plan and project schedule Responsibilities: WBC shall: a. Develop the 2011 campaign and schedule. 1. Measure, evaluate and report the progress against the schedule, to be developed, reviewed and finalized 2. Monitor the project to ensure that support resources are available as scheduled and as identified in the Phase 3 Agreement. 3. 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. 4. Work with Santa Ana personnel in designing and approving the format of an action item log to be used in conjunction with the 2011 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. Approve the 2011 campaign and schedule. 25H-19 I . 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; assist WBC in developing a detailed Project Schedule defining the detailed tasks and a schedule of WBC and Santa Ana responsibilities. 2. Review the Project Schedule with WBC's Project Manager. 3. Monitor the project to ensure that support resources are available as scheduled. 4. Attend status meetings with WBC's Project Manager. 5. Provide timely responses to issues related to project progress raised in writing by WBC's Project Manager. 6. Liaison and coordinate with other ROC partners, other governmental agencies, contractors and common carriers. 8. 9 .Review-and-administer change control procedures, hardware and software certification, and all related project tasks required to maintain the implementation schedule. 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. Approve and release payments in a timely manner. Completion Criteria: This task is considered complete when the Calendar Year 2011 Campaign and Schedule are approved by the Steering Committee. Scheduled completion date: March 2011 Task 5: Micro Campaigns Objective: Develop and implement a series of promotions for ROC during 2011. 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 5-A: `Promise 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 2011 campaign, which provides continuity of programming since it will build upon the 2010 Promise to Prepare campaign. 25H-20 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 there-established group (see Task 3 for more details) d._ RadiaAdvertisements -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 5-B: ReadyOC Night at Angel Stadium Objective: Develop, implement and stage the second annual ReadyOC Night at a Los Angeles Angels of Anaheim Major League Baseball game. Task Description: Using the blueprint of the 2010 campaign, this promotion will include a "readiness giveaway item" pre-game activities to secure Promises to Prepare, public address announcements about ReadyOC, public service announcements on the Stadium video screen and other complementary activities to promote ReadyOC and the Promise to Prepare campaign. Responsibilities: WBC shall: a. Work with the Steering Committee to identify and develop the ReadyOC Night at Angels Stadium promotion. b. Execute the promotion in accordance with the approved plan to 25H-21 Santa Ana shall: a. Approve plan and promotion elements Completion Criteria: This task is considered complete upon completion of the promotion. Task 5-C: Leveraged Promise 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 2011 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 6: Corporate Advisory Council Objective: Manage 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. rl 25H-22 Completion Criteria: This task is considered complete when all budgeted sub-tasks have been completed in their respective entirety. Task 6-A: Council Meetings (1) Objective: Develop and conduct one Corporate Advisory Council meetings in Spring 2011. 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, the second of which will be in Spring 2011. Task 6-13: Council Meetings (2) Objective: Develop and conduct two Corporate Advisory Council meetings between July 2011 and December 2011. 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: 12 25H-23 a. Review and approve meeting dates, logistics, objectives, agendas, presentations and correspondence Completion Criteria: This task is considered complete upon the completion of the second meeting, projected to be by December 15, 2011. Task 7: Web Site & Social Media Develop and implement ongoing web site and social media content, maintenance a 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. Task 7-A• Content Updates, Management & Maintenance - January 2011 - June 2011. Objective: Develop and implement ongoing web site and social media content, maintenance and management activities for January 201 through June 2011. 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 24R 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: 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 13 25H-24 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. 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 14 25H-25 Completion Criteria: This task is considered complete when all elements are completed and/or June 15, 2011 Task 7-13: Content Updates, Management & Maintenance - July 2011 - December 2011. Objective: Develop and implement ongoing web site and social media content, maintenance and management activities for July 2011 through December 2011. Task Description: Handle-all-aspects-of-annual web-site-and-social-media_content-u pdates,-site-optimization,_s 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 2417 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. 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. is 25H-26 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 ara contiguration upon airection trom 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 III Marketing Plan and System Logs. 16 25H-27 17 25H-28 n r r O N r M L O V 0 0 0 N L O a d co M O CO m CL d C O N d ?M?A a. O 0 O 0 O 0 O 0 O o O 0 O 0 O 0 O O O O O O O 0 0 0 0 0 0 0 0 0 0 0 0 • O O rn O 0 0 o Cl a o 0 0 Co 0 0 0 0 0 0 0 0 p p O O O 0 N M N M CO 00 CO N to co 0 0 _ H3 69 ER FH fR fA fA EA 63 b} fR EH to Gc} b? N 69 - - - - - - - -- - - - - - O - - - - - - - - - - - r r, - r -- - p ?' C) N r O N c O N N ?j C N U C N z Q o O U r r O O `- O p I r Z m t . N r r- O cV O a Q. C (1) (D m Ul 0 } m 7 Q ? J ? U U U Q O r ? C Z N N N z p C C 2 O ; N Q W O 3 V 0 c c W 0) 0 0 0 a m a v w ? ? 06 0. uj LL - z F o 06 06 0 V U U -ti U O o r O 0) a? cv y c Z od 06 06 06 O U i ° ?' E E 4) 0 o ? a (a (a v 3 .- 1 a`. 0) C ° V- co o m a V- r- v Q } E LL C C E C E N N lC c 0 h N N S' co J Q co 0 o - y oUV U o w m a 0 C: a a a z 2 2 W J w 0) N } O U a M ? N a U a m co co Q Q c c .? U a CO w 4 D _0 N p 3 c ! ? - °r w tZ o ` OD > ° w v _ w LLLL LL U a _ i U v v a = > LL U V ( j r? Q m U Q m U r r ci M M Q m U Q m Q W • GO U) U) C4 e} to t o ? ? co t? c o i t? ti Y Fes- ~ Y M co m Y F ?, ca F Y Y x to x rn x w Y x to x v, ` Y x x rn to Q U) a a a a ? ? ? Q ? ? Q ?? o F- F F F F I - F LO 25H-29 Exhibit'B ADDITIONAL INSURED ENDORSEMENT FOR COMMERCIAL GENERAL LIABILITY POLICY Insurance Company This endorsement modifies such insurance as is afforded by the provisions of Policy # relating to the following: 1. The City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92701; its officers, employees, agents, volunteers and representatives are named as additional insureds ("additional insureds") with regard to liability and defense of suits arising from the operations and uses performed by or on behalf of the named insured. 2. With respect to claims arising out of the operations and uses performed by or on behalf of the named insured, such insurance as is afforded by this policy is primary and is not additional to or contributing with any other insurance carried by or for the benefit of the additional insureds. 3. This insurance applies separately to each insured against whom claim is made or suit is brought except with respect to the company's limits of liability. The inclusion of any person or organization as an insured shall not affect any right which such person or organization would have as a claimant if not so included. 4. With respect to the additional insureds, this insurance shall not be cancelled, or materially reduced in coverage or limits except after thirty (30) days written notice has been given to the City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92701. (Completion of the following, including countersignature, is required to make this endorsement effective.) Effective Policy # this endorsement form as a part of Issued to Named Insured Countersigned by Representative Authorized 25H-30