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Item 14 - Communications and Media-Related Services
City Manager's Office 71 www.santa-ana.gov/cm Item # 14 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report August 4, 2026 TOPIC: Communications and Media-Related Services AGENDA TITLE Agreement with Tripepi Smith and Associates, Inc. for Communication and Media- Related Services (Specification No. 25-147) (General Fund) RECOMMENDED ACTION Authorize the City Manager to execute an agreement with Tripepi Smith and Associates, Inc. to provide communication and media-related services for a three-year term in an amount not to exceed $150,000 annually from August 4, 2026 through August 3, 2029 with the option for two (2) one-year extensions for a total not-to-exceed amount of$750,000 (Agreement No. A-2026-XXX). GOVERNMENT CODE 484308 APPLIES: Yes DISCUSSION The City of Santa Ana issued Request for Proposals (RFP) No. 25-147 to solicit qualified firms to provide communication and media-related services. These services include strategic communications, digital and social media management, media relations, creative content development, event production support, website services, output and distribution services, and staff training to support the City's ongoing public information and community engagement efforts. The purpose of these services is to support the City's public information, community engagement, branding, and outreach efforts through strategic communication and professional content development. Effective communication helps keep residents informed, engaged, and connected to the programs, services, and initiatives that impact their community. By providing timely, accurate, and accessible information across a variety of platforms, these services promote transparency, encourage community participation, and enhance the City's ability to reach and engage diverse audiences. Request for Proposals (RFP) No. 25-147 was issued on December 18, 2025, on the City's online bid management and publication system. A summary of vendor participation and results is as follows: Public Artworks by Emigdio Vasquez, Sergio O'Cadiz Moctezuma, and Additional Artists August 4, 2026 Page 2 265 Vendors notified 18 Santa Ana vendors notified 57 Vendors downloaded the RFP packet 14 Responsive proposals received 2 Responsive proposals received from Santa Ana vendors Proposals were opened on February 10, 2026, and evaluated. Fourteen proposals were received by the RFP deadline and were determined to be responsive to the specifications and met the City's requirements. An evaluation committee reviewed and scored all 14 proposals using the evaluation criteria established in the RFP. The four highest-ranked firms are summarized below: Firm Rank Score Tripepi Smith and Associates 1 94.67 JPW Communications 2 94.33 Rocket Launch 3 89.00 Communications LAB 4 88.33 Staff recommends awarding an agreement to the highest-ranked firm, Tripepi Smith and Associates. Based on the evaluation process, the firm demonstrated the strongest overall qualifications, technical expertise, staffing resources, and strategic capabilities to effectively support the City's communications and public engagement objectives. The agreement includes a standard termination provision that allows the City to terminate the agreement upon thirty (30) days' written notice. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funding is available in the current FY 2026-27 budget, and funding for subsequent fiscal years will be included in proposed budgets for City Council consideration. Funding allocations for the renewal option years will follow the same account allocation shown below. The table below shows the breakdown for the three-year term and the renewal options: Fiscal Department Accounting Fund Accounting Amount Year Unit— Description Unit,Account Account# Description FY 26-27 City 01103012- General Fund Professional $150,000 Manager's 62300 Contract Office Services FY 27-28 City 01103012- General Fund Professional $150,000 Manager's 62300 Contract Public Artworks by Emigdio Vasquez, Sergio O'Cadiz Moctezuma, and Additional Artists August 4, 2026 Page 3 Office Services FY 28-29 City 01103012- General Fund Professional $150,000 Manager's 62300 Contract Office Services FY 29-30 City 01103012- General Fund Professional $150,000 Manager's 62300 Contract Office Services FY 30-31 City 01103012- General Fund Professional $150,000 Manager's 62300 Contract Office Services TOTAL $750,000 EXHIBIT(S) 1. Agreement with Tripepi Smith and Associates Submitted By: Paul Eakins, Public Affairs Information Officer Approved By: Alvaro Nunez, City Manager AGREEMENT WITH TRIPEPI SMITH &ASSOCIATES INC TO PROVIDE COMMUNICATIONS AND MEDIA RELATED SERVICES THIS AGREEMENT is made and entered into on this 4th day of August, 2026 by and between Tripepi Smith & Associates, Inc., a California Corporation ("Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California("City"). RECITALS A. On December 18, 2025, the City issued Request for Proposal No. 25-147, by which it sought Consultants to provide comprehensive communications,media,and creative services. B. Consultant submitted a responsive proposal selected by the City.Consultant represents that it is able and willing to provide the services described in the scope of work that was included in RFP No. 25-147 and attached as Exhibit A. Consultant's proposal shall be incorporated by reference as though fully attached here to this Agreement. C. 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 perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described and set forth in Exhibit A and Consultant's proposed work plan listed as Exhibit B, attached hereto and incorporated by reference. 2. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services for City, the rates and charges identified in Exhibit C. The total amount to be expended during the term of this Agreement, including any extension periods exercised by the Parties,shall not exceed$750,000. Annual expenditures,as defined in Section 3 below, shall not exceed $150,000. b. Payment by City shall be made within forty-five(45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. City and Consultant agree that all payments due and owing under this Agreement shall be made through Automated Clearing House(ACH)transfers. Consultant agrees to execute the City's standard ACH Vendor Payment Authorization and provide required documentation. Upon verification of the data provided, the City will be authorized to deposit payments directly into Consultant's account(s) with financial institutions. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. 3. TERM This Agreement shall commence on August 4, 2026 for a three (3)-year term with the option for the City to grant up to a two (2) one (1) year extension(s), exercisable by a writing by the City Manager and the City Attorney, unless terminated earlier in accordance with Section 15, below. 4. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent Contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an 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 by Consultant shall 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. 5. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes,which are prepared or caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. 6. INSURANCE Insurance requirements are attached hereto as Exhibit D. 7. INDEMNIFICATION Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel,and representatives from liability: (1)for personal injury,damages,just compensation,restitution,judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Consultant, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section I of this Agreement; and(2) from any claim that personal injury, damages,just compensation, restitution,judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages,just compensation,restitution,judicial or equitable relief suffered,or alleged to have been suffered,by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. 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 challenging the validity of this Agreement, or 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.Notwithstanding the foregoing, to the extent Consultant's services are subject to Civil Code Section 2782.8,the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. 8. INTELLECTUAL PROPERTY INDEMNIFICATION Consultant shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent,trademark,or copyright infringement,including costs,contained in the work product or documents provided by Consultant to the City pursuant to this Agreement. 9. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three(3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 10. 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 transferred orally, visually, electronically, or by other means. Confidential 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. 11. CONFLICT OF INTEREST CLAUSE a. 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. b. No immediate family members of either the Mayor, City Council Member, or any appointed City Official, including appointed board and commission members, as defined under the City's Municipal Code,whose position with the City shall award or influence the award of this Agreement, or any competing contract or amendment thereof, shall be employed in any capacity by the Consultant or have any other direct or indirect financial benefit or interest in this Agreement. c. The section also prohibits the awarding of any agreement, contract, grant, or any amendment to those awards, to any former full-time employee for one-year from date of employee separation except for any Ca1PERS retiree as authorized by City Council resolution d. The Consultant must comply with all conflict of interest laws, ordinances, and regulations now in effect or hereafter to be enacted during the term of this Agreement. The Consultant warrants that it is not now aware of any facts which conflict with the prohibitions defined above. If the Consultant hereafter becomes aware of any facts that might reasonably be expected to create a conflict of interest, it must immediately make full written disclosure of such facts to the City. Full written disclosure must include, but is not limited to,identification of all persons implicated and a complete description of all relevant circumstances. Failure to comply with the provisions of this paragraph will be a material breach of this Agreement. e. Consultant covenants that none of its directors, officers, employees, or agents shall participate in selecting or administrating any subcontract supported(in whole or in part) by City funds stemming from the Agreement where the awarding of the subcontract has any direct or indirect financial benefit or interest to any individual, as defined in subsections (b) and(c) above. 12. NON-DISCRIMINATION Consultant shall not discriminate because of race,color,creed,religion, sex,marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 13. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to,the terms and conditions hereof,shall not bind or obligate Consultant or 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 is not embodied herein. 14. 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. 15. TERMINATION This Agreement may be terminated by the City 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(s) 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. 16. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy.No waiver of any breach, failure or right,or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 17. JURISDICTION-VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County,California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 18. 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. 19. NOTICE Any notice,tender, demand, delivery,or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: City Clerk City of Santa Ana 20 Civic Center Plaza(M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 With courtesy copies to: City Manager's Office City of Santa Ana 20 Civic Center Plaza (M-31) P.O. Box 1988 Santa Ana, California 92702 To Consultant: Tripepi Smith & Associates, Inc. Attn: Ryder Todd Smith 22702 Crown Valley Pkwy., Ste. D4-139 Ladera Ranch, CA 92694 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been 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 fax, 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. 20. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. [signature page to follow] SIGNATURE PAGE TO AGREEMENT WITH TRIPEPI SMITH & ASSOCIATES INC TO PROVIDE COMMUNICATIONS AND MEDIA RELATED SERVICES IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: CITY OF SANTA ANA Jennifer L. Hall Alvaro Nunez City Clerk City Manager APPROVED AS TO FORM: SONIA R. CARVALHO CONSULTANT: City Attorney athan T. Martinez Ryder odd Smith Assistant City Attorney Pr ent EXHIBIT A SCOPE OF SERVICES CITY OF SANTA ANA EXHIBIT A SCOPE OF SERVICES Consultant shall perform services as set forth below. The City seeks a qualified firm to provide comprehensive communications, media, and creative services. The selected contractor will support strategic messaging, branding, public engagement, and content development across multiple platforms to ensure consistent, effective, and high-quality communications. The City is seeking a firm that can provide all or at least 4 (four) of the below services. The City may award to multiple firms in order to obtain all the services listed below. Please indicate in your proposal which of these services you are able to provide. Include what the typical timeline would be to provide the below services or to produce specific content, such as social media posts, press releases, videos, photos and other deliverables. 1. OPTION A: Strategic Communications, Marketing& Planning a. Develop and implement communications, marketing, and outreach strategies. b. Conduct research, surveys, and audience analyses to inform communication plans. c. Provide strategic guidance on messaging, positioning, and brand alignment. d. Facilitate message-alignment sessions with City departments and leadership to maintain internal consistency in tone and style. 2. OPTION B: Digital &Social Media Services a. Manage the City's social media channels, including content planning, posting, monitoring, and response strategies. b. Develop and optimize web and social media strategies, including analytics, SEO/SEM, and performance metrics. c. Provide website support and maintenance as needed. d. Create and distribute email campaigns and newsletters. e. Deliver a Monthly Metrics and Analytics Report summarizing performance across digital platforms. 3. OPTION C: Media & Public Relations a. Manage media, stakeholder, public, and government relations efforts. b. Draft and distribute press releases, media alerts, news articles, and related materials. c. Provide on-call support for press release development and crisis communications as needed. d. Coordinate interviews, press briefings, and media opportunities. e. Deliver media training workshops for City staff and Councilmembers. 4. OPTION D: Creative Services &Content Development a. Graphic design for digital, print, and out-of-home applications. b. Brand and logo development, refinement, and implementation. c. Writing, editorial services,thought leadership content, and content marketing. d. Illustration, infographics, and visual storytelling assets. e. Photography services for events, portraits, and campaigns. f. Videography, broadcasting, podcasting, and drone services. g. Animation and motion graphics production. h. Production of digital, print, radio, and out-of-home advertising. 5. OPTION E: Event Production &Technical Support City of Santa Ana RFP No.25-147 Page 11 of 31 y CITY OF SANTA ANA a. Provide production services for City events, public meetings, virtual gatherings, and presentations. b. Deliver technical support for audio, video, livestreaming, and hybrid events. c. Support City staff with training and preparation for public appearances and presentations. 6. OPTION F: Web Design & Implementation a. Design, update, and implement website features and layouts. b. Ensure accessible, user-friendly design aligned with City branding. c. Provide ongoing website optimization. d. Assist with website updates and compliance with the Americans with Disabilities Act Title II Web and Mobile Application Accessibility Rule. 7. OPTION G: Output& Distribution Services a. Manage digital distribution of communications and marketing materials. b. Coordinate print production, print management, and mail-handling services. c. Provide campaign asset delivery across multiple platforms. 8. OPTION H: Staff Training& Capacity Building a. Deliver training for City staff on media relations, social media, photography, branding, and related competencies. b. Provide training and support for virtual platforms, presentation skills, and event facilitation. City of Santa Ana RFP No.25-147 Page 12 of 31 EXHIBIT B CONSULTANT'S PROPOSED WORK PLAN Single Source Communications D. PROPOSED WORK PLAN Santa Ana's Needs The City of Santa Ana is seeking a partner in reaching and engaging its community through ongoing and as-needed communication and media-related services. As the County Seat of Orange County, the City is known for its vibrancy, arts and diversity, along with a strong mission to deliver efficient public services within an informed community that harvests a diverse economy with a strong emphasis on youth opportunity and resident quality of life. We will accomplish these goals through an array of communication support services, which support consistent strategic messaging, branding, public engagement and content development. Tripepi Smith's Approach Tripepi Smith is proposing comprehensive communications support aligned with each of the City's requested service options A through H. We will deliver the services using clear, consistent workflow tailored to the City's needs through ongoing and as-needed communications and media-related services. Our general workflow is highlighted below under Project Management, and option-specific services are outlined within each option. Quality assurance is ensured across Tripepi Smith through a rigorous procedure of internal review before work product ever makes it to clients for review. Principals, Directors and Senior Business Analysts are all in the upper echelon of the workflow, responsible for final quality assurance of work produced by their peers. Tripepi Smith sets clear deadlines with clients to ensure expectations are met. Every team member holds each other accountable so that deliverables are produced in the most efficient manner possible. Project Management Tripepi Smith begins all engagements with a kickoff meeting with the client to introduce personnel to one another, define Key Performance Indicators (metrics, goals and timelines), review project management processes and ensure each stakeholder has a full understanding of their responsibilities. Tripepi Smith primarily uses the following tools to manage projects: • Google Workspace for email, creating real-time collaborative documents and instant messaging • Zoom or Google Meet for conference calls • Sprout Social for social media management: posting and monitoring comments/messages • Meltwater for media intelligence and media relations • Kantata for project/task management, internal project status updates and time entry These tools enable project managers to quickly determine a project's budget status, review the schedule of tasks, send rapid notifications to the whole team if issues arise and, generally, sustain momentum on our efforts. Tripepi20 Single Source Communications Communication Methods Regular check-in calls with the City are a primary communication method for Tripepi Smith, as they provide a forum to coordinate our efforts with staff and sustain momentum on projects. Dependent upon project need, Tripepi Smith will schedule a recurring, weekly, bi-weekly or monthly call(s) that will include designated lead(s) for our engagement. These calls will generally focus on trends, new issues or concerns that need to be communicated to us, identification of major themes or ideas to address in the coming weeks, a general review of city staff, tools in place and platforms that we need access to in order to effectively jump into and call to action. We produce work, such as social media posts and responses, in a shared workspace where you can see progress in real time and provide instant feedback. These processes and tools allow for enhanced collaboration and expedite the production process Option A: Strategic Communications, Marketing & Planning Effective communication and informed participation are key to the successful delivery of City services. Santa Ana's aim is to improve communication processes, toolsets and tactics so that it is communicating early and often in order to build trust, dialogue, engagement, understanding. relationships and support within the community. From policy education to capital improvement projects, Tripepi Smith offers comprehensive strategic communications support to achieve your agency's outreach and engagement goals for any initiative. Through a dedicated strategy tailored to your target audience, our team can help you leverage a robust communications toolset to garner interest and participation. Our strategic communications services include: • Creating and executing strategic • Developing marketing plans communications plans 0 Executing phone and email outreach • Developing talking points • Engaging stakeholders in focus groups • Developing and distributing internal and • Placing digital and print advertisements external surveys 0 Writing and distributing public service • Developing and managing a dedicated announcements website Strategic Planning Meetings/Sessions Tripepi Smith will facilitate triannual strategic planning sessions with key City stakeholders. including the Executive Team and department leadership as appropriate. These meetings bring together leaders throughout the organization to: 1. Reflect on communications wins and lessons learned picked up in the previous four months 2. Create a plan for outreach in the coming months. We typically collaborate on a Content Calendar in a Google Sheet for easy reference on what external communications need to happen in the coming six to 12 months Talking about communications in local government for almost two hours usually gets everyone's brains churning about how they can get the word out on that next big program or new event. The nature of our work gives us the ability to probe deeper into city events and programs while still thinking broadly about how to get the word out on them. As we discuss audience perceptions and interests, go over best practices and the reasoning/data to back them up, the conversation about communications becomes 21 Tripepi Single Source Communications more than just a strategy meeting. Staff builds perspective on their role as communicators on behalf of their department and the agency. As a result, they become more invested in outreach Strategic Communications Plans As we've seen and know, the City of Santa Ana is committed to continuously improving its communication processes. An objective, third-party review, can identify strengths, weaknesses and opportunities for growth. Our data-driven analysis of your digital platforms and stakeholder interviews offers actionable insights to inform strategic decision-making. Our tailored recommendations will empower you to enhance your messaging, engage with the public more effectively and ultimately boost your overall communication effectiveness. For Santa Ana, effective communication and public engagement means: • Improving public access to timely, helpful and accurate information about the City and its services; • Providing multiple easy, meaningful and successful ways to engage with the City; and • Promoting transparency in the City's decision-making process and outcomes of key citywide issues that affect the daily lives of our community. A Communications Plan serves as a roadmap for achieving these outcomes. The Plan serves two main purposes: 1. It is an internal resource for City staff as they carry out day-to-day communications and public engagement activities. 2. It demonstrates the City's commitment to effective communications and meaningful engagement with its community. Drawing on our experience working with the City, Tripepi Smith will tailor the communications planning process to Santa Ana's established practices, priorities, and internal culture. Rather than starting from scratch, our process builds on institutional knowledge, existing tools and lessons learned. Tripepi Smith will begin this engagement with a whiteboard session with the project team. It is up to the client whether that meeting be in-person or virtual, which will impact the budget. During the whiteboard session, we will have a robust discussion around priorities to accomplish and the timeline for implementing each objective. Following the whiteboard session, Tripepi Smith will develop a comprehensive plan that provides both guidance for internal workflows and processes, as well as detailed action steps to achieve each objective. Following feedback from the client, we will then deliver a final draft of the Plan. This entire process usually takes anywhere from 3-6 weeks to complete, though the timeline may vary based on additional community engagement requests, stakeholders' responsiveness and availability. 22 Associates _ Single Source Communications The Strategic Communications Plan will include: • Communications goals, objectives, 0 Implementation timeline strategies and tactics • Measuring success • Internal workflow • Education and outreach packages • Target audiences and messaging framework Option B: Digital and Social Media Services Over the past year, Tripepi Smith has developed social media content and carried out digital placements for Santa Ana which align with the City's voice, brand standards and community expectations. We have also been the City's partner for timely website updates. comprehensive media monitoring and newsletter creation. Because Social Media Management and Content Development • Content Creation: Our content creation process includes planning, fact-checking, graphic coordination, editing, and scheduling across platforms including Facebook. Instagram, X, Linkedln, and Nextdoor. • Monitoring: Tripepi Smith will monitor Santa Ana's social media site inboxes seven days a week for customer service opportunities, mainly responding to questions. • Additional: Our work also includes optimizing social media accounts to enhance performance and/or take advantage of useful features. "Boosted Posts" and other targeted advertisements are also helpful in disseminating information to community members. Tripepi Smith is fully capable of running and tracking these paid campaigns (fees to be agreed upon and paid by Santa Ana). Media Intelligence Over the past year, Tripepi Smith has developed a strong understanding of Santa Ana's media environment, regional outlets and the issues that tend to generate public interest. Our media intelligence services are designed to help the City stay informed, anticipate emerging topics and respond strategically. Our media intelligence services blend our in-house expertise with the advanced software of Meltwater, an enterprise-class, comprehensive media monitoring solution that streamlines media monitoring. reporting, analytics and more for a number of benefits: • Powerful Monitoring: Track everything being said about your agency in the news and online forums. • Stay Ahead of Crises: Identify and address potential issues before they snowball, protecting your reputation and minimizing disruption. • Tailored to You: Ditch generic reports and metrics, instead receive insights tailored to your goals. • Smarter Decisions: Make informed choices based on data, not guesswork. • Top-Tier Tool, Affordable Price: Harness the same Al solution used by big businesses, without the big budget. 23 Tripepi . - Single Source Communications We understand that no two communities are the same. That's why we take a collaborative approach to tailor a solution that perfectly meets your needs. We'll work closely with you to identify relevant keywords for tracking media coverage specific to your agency. You'll then begin to receive regular reports on media mentions, sentiment analysis, location data and top sources. Additionally, we can leverage the tool to curate media lists to support your public relations goals. Please note that each variable is highly customizable, which can impact the scope of work and therefore the cost of this service. Based on our understanding of the City's current needs, we recommend a base package including up to five queries, a monthly dashboard, and a newsletter at a City-selected frequency, with flexibility to adjust as priorities evolve. Website and Newsletter Content Development, Design, Success Tracking Website Support Residents, businesses, vendors, investors and partners rely on public agency websites for key information and resources. Tripepi Smith has firsthand experience supporting Santa Ana's website content needs and understands the internal capacity challenges that can arise. Old information can linger too long. New information does not land on the website in a timely fashion. Sometimes new features are rolled out from the website company, but your staff is not trained to implement the new features. Finally, keeping staff up to speed on how to use the website content management system takes a lot of time and for most of them, it is a low priority in their job. Our team of content management specialists knows how to use the tools and technologies of common local government website platforms used today. Now you have a single partner to help you manage the website and support in-house staff in making sure your website is an up-to-date and effective tool for communicating with your stakeholders. Email Newsletters A regular email newsletter is a direct portal into the world of your community members. E-newsletters also offer analytics that allow agencies to measure how cost-effective their campaigns were, either through native digital engagement or interaction with OR codes or URLs. Using Constant Contact, we help optimize newsletter design, content strategy, and distribution while providing actionable analytics. E-Newsletter Configuration, Set-Up & Strategy Tripepi Smith offers e-newsletter establishment and revamping services. Our work includes: • Managing and refining email distribution lists • Designing or updating templates aligned with City branding • Developing content regularly • Establishing workflows that support consistent, timely delivery Newsletter Metric Reports We provide regular reports on open rates, click-throughs, and engagement trends, along with recommendations for continuous improvement. 24 Tripepi • Single Source Communications Monthly Metric & Analytic Report Tripepi Smith currently provides ongoing measurement and reporting support for the City of Santa Ana and understands the importance of clear, actionable insights—rather than data for data's sake. Our monthly metrics and analytics reports are designed to help our team and City staff quickly understand what is working, where adjustments may be needed and how communications efforts are supporting broader City goals. Each month, we provide a concise summary of key performance indicators (KPls) across the City's controlled communication channels, including social media reach, posting frequency, engagement, audience growth, media mentions and more. Option C: Media and Public Relations Press Release & News Article Creation Tripepi Smith has already partnered with Santa Ana staff to develop and distribute multiple press materials this last year that are accurate, clear, and aligned with City priorities. Building on this experience, we will continue to craft press releases and news articles —typically up to 500 words— that elevate the City's story while maintaining the professionalism and tone expected by Santa Ana's leadership and residents. Our process emphasizes collaboration and efficiency and includes: • Message development informed by City context and Council direction • Coordination with subject matter experts to ensure accuracy • Drafting, editing, and approval management • Distribution to media outlets and City-owned platforms On-Call Strategic Communications Advice, Media/Government Relations & Crisis Communications Having worked closely with City staff. Tripepi Smith understands the importance of timely, thoughtful guidance when sensitive or time-critical issues arise. There may be cases where Santa Ana needs advice on stakeholder outreach, communication efforts and public engagement initiatives. While the proposed project team can advise on such matters during regular check-in calls, there may be instances when a separate, longer discussion is needed. Additionally, there may be instances when a serious, emergency issue arises, warranting collaboration among the proposed project team throughout the crisis management period and over our engagement. This includes responding to emergencies through coordinated communications efforts with key external stakeholders. Tripepi Smith will remain available 24/7 to support you through such instances, typically kicking discussions off in a virtual meeting. collaborating in a living workspace and emailing, texting or calling with updates as progress happens. Proactively working on crisis communications, we can create emergency messaging templates for your staff to utilize during crisis scenarios, so the City has a quick response time in communicating with the public. Tripepi25 Single Source Communications Media Training Tripepi Smith offers staff training in a range of communications areas, including social media. photography, general cablecast, PDF compression, virtual platforms, brand implementation and media training. These trainings are generally held virtually, but can also be conducted in-person, either way, the goal is to further autonomize your team and give them the necessary communication training specific to the experiences and environments likely encountered by Santa Ana. Your staff would coordinate outreach to appropriate staff about the session date(s). Our team handles everything else including project management, curriculum preparation, scenario development, custom training resource preparation, training facilitation and interview editing and distribution (if conducted). Option D: Creative Services and Content Development Branding and Graphic Design Services In today's age of information saturation, it's more important than ever for local governments to cut through the noise by designing materials that are attractive, interesting and reflective of the message. Our diverse design team, from seasoned creative directors to detail-oriented technicians, illustrators, color experts and data visualization specialists, ensures we can tackle projects of every scale. Moreover, we've honed an expertise in inspiring action among residents through daily collaboration with a wide range of public agencies. This translates to impactful visuals that grab attention. effectively communicate your message in a clear and engaging way and also inform the public. As public agency engagement specialists, accessibility is a cornerstone of every project that we undertake. Our graphic design work spans: • New logos, logo modernization, sub- • PPT, presentations, meeting materials logos, branding (guidelines & templates), • Stationery, business cards, templates campaigns • Social media, web banners, email • Brochures, guides, newsletters. reports 0 Infographics, financials, instructions • Animated visuals for social media, video • Posters, banners, signage and web • Conference materials, booths, swag • PDF, accessibility, ADA compliance During our time supporting the City, Tripepi Smith has developed a strong understanding of Santa Ana's visual standards, audience expectations and accessibility requirements. Our design services will build on this foundation to produce materials that are visually compelling, on-brand and easy to understand. Content Creation: Writing, Editorial Service, Thought Leadership Our years of experience producing well-crafted language for clients have honed our thought leadership in streamlining the writing process. Tripepi Smith staff will be available to proofread and copy edit staff content, whether press releases, website news articles or external-facing emails as needed. Copy editing will review spelling and grammar, as well as ensure consistency with Santa Ana's Style Guide parameters. 26 Tripepi . Single Source Communications Photography, Videography and Animation Photography With experience spanning a variety of multimedia projects, including videography, photography, drone, event coverage, event production or a combination thereof, Tripepi Smith's talented in-house photographers understand the impact of photography of the City's iconic sites. The adage, "a picture is worth a thousand words," rings true, especially for local governments whose communications are most impactful when representing the communities in which they serve. Our team contains experts in multiple format outputs, which ensures that your photos will be compatible across your distribution platforms. We provide photography services for: • Portraiture (Studio and environmental) • Fine Arts Shows/Gatherings • Architecture • Graduation Events • Behind-the-Scenes • Groundbreaking Ceremonies • Events (Ribbon cuttings, tree lightings, • Promotional summer activities, concerts and more) . Keynote/Presentation Speakers • Conferences & Networking Events • Stock Imagery (Including drone) Videography Tripepi Smith prides itself on providing a variety of high-quality video production services to many satisfied clients. Animators, videographers, editors, drone operators and AN technicians form our robust. in-house video team, who share over a decade's worth of experience producing video products for both public and private agencies. Our approach is grounded in reliability, technical excellence and a clear understanding of the agency's standards, facilities and public-facing responsibilities. Our team can work closely with your staff to support a wide range of communication needs. From public meetings, State of the City, PSAs, community event recaps (Arbor Day, Earth Day, etc.), podcast production, short "Reel" videos and more. We produce polished video content which informs, engages and builds trust with residents. Drone Enhancements Tripepi Smith provides complete drone services for public agencies that mitigate risk, shift liabilities and provide on-demand services for your drone needs. Our FAA-certified drone operators capture compelling video and photos that showcase sites, event magnitude and unique perspectives that can support key messages and be used on an array of communication tools. Animated Video Tripepi Smith has talented in-house animators who bring your ideas to life through short-form video storytelling. Whether you need to inform stakeholders about a complex concept or promote an evergreen program that can be used for years to come, Tripepi Smith can be your partner in animated video creation. Our team is equipped to handle all aspects of the process, from providing creative direction to executing overall project management and everything in between. Tripepi • 27 Single Source Communications Advertising: Digital, Print, Radio, Out-of-Home Digital Advertising Digital advertising significantly scales the distribution variable of our axiom: Content x Distribution = Impact. Once we've honed in on your message, we leverage a mix of digital ad placements to drive community awareness of and interest in our subject matter. Throughout a campaign, we typically track ad performance metrics to optimize placements. Our outreach plans prioritize the "organic reach" that comes with distribution via existing agency platforms, such as newsletters, websites and social media channels. Generally, organic reach refers to the number of people who see a post without the use of paid promotion or advertising. Only then do we layer on "paid reach" tactics. such as digital advertising, to target audiences. In most cases, we leverage geo-targeting (digital advertising based on geographic location) across YouTube, Meta (Facebook/Instagram), X (Twitter), Nextdoor and Google. The placements themselves typically consist of a combination of marketing copy, animated videos, social media posts and/or curated collateral. All placements link back to a cornerstone webpage or website where people can find more information and resources. Print Advertising Ads in local newspaper publications, such as the Orange County Registrar, offer another means of reaching residents offline, as well as those who might not use the internet to digest news, such as seniors. After researching available ad spots, our team advises on an ad strategy, inclusive of identifying a budget for placements. Upon client approval, our team moves into ad production, creating ad concepts for client stakeholders to consider. Only after client approval will our team move into the rest of the creative process, crafting copy and a design that captures readers' attention. Final ad products always refer audiences to a campaign's standalone website/webpage for additional details. Radio Advertising Tripepi Smith's advertising experience includes managing ad placements for radio stations, Pandora and Spotify. We've found that radio is an effective tool for publicizing opportunities to engage with local government initiatives. Tripepi Smith manages the entire ad coordination process. Our writers develop a radio script that, once approved by client stakeholders, we help produce as a voiceover recording. We also combine insights from our clients, as well as our media intelligence software, Meltwater (see Media Intelligence Services), to determine the most appropriate radio station(s) on which to place our radio ad(s), as well as advise on budget based on market conditions, outreach goals and overall budget. Out-of-Home Advertising Billboards and other out-of-home (outdoor) advertisements, such as vehicle wraps and bus shelter ads, enhance the widespread presence of a message or initiative by bringing digital messaging to the tangible world. To bring these ads to life, we collaborate with outdoor advertising companies to identify viable billboard location options. We turn this into a list of recommendations for placements and budget that we present for your consideration. 28 Tripepi . - Single Source Communications With your blessing on a billboard advertising plan, we move into a phase of creation, coordinating ad concepts, developing copy and designing imagery to intrigue future onlookers and drive our message. Once we finalize the design, we coordinate logistics with outdoor advertising companies. All billboard placements link back to a cornerstone webpage or website where people can find more information and resources. Option E: Event Production and Technical Support AN Support and Live Streaming Tripepi Smith's videographers are well-equipped to provide day of event AN support, which may include, but is not limited to, live presentations, PowerPoint slides, video and sound in synchrony with the event. Our team is also equipped with the knowledge to deliver video content through live means. This includes broadcasting to local PEG channels as well as web-based services such as Granicus, YouTube Live and Cablecast. Live streaming includes pre-production and production phases, which consist of determining the distribution of the video stream, establishing connectivity with the venue, set-up and breakdown of equipment and digital copies of the recording for redistribution if necessary. Option F: Web Design and Implementation With decades of combined experience managing websites for public agencies, Tripepi Smith provides comprehensive website services ranging from content strategy, creation and maintenance to full-scale website redesigns, optimization and technical support. Whether refreshing an existing site, or building a new one, our approach prioritizes user experience, staff usability, search engine optimization (SEO), and accessibility best practices, including support for Americans with Disabilities Act (ADA) standards. Our goal is to deliver modern, intuitive websites that serve both public-facing users and internal staff effectively. All websites are built, hosted and maintained on Word Press, an open-source content management system that allows for flexibility, scalability and ease of use. As a dedicated hosting provider, we secure and support our client websites in a controlled environment designed for reliability, performance and security— delivering 99.99% uptime. Responsive design ensures optimal performance across desktop, tablet and mobile devices, while integrated features — such as custom navigation, forms, calendars, emergency alerts, language translation, social media feeds and third-party integrations — support day- to-day operations and public communication needs. Our structured, five-phase development process guides each project from kickoff through launch, emphasizing collaboration, clear documentation, quality control and staff training. Following launch, clients receive dedicated technical support, ongoing maintenance options and direct access to our team to ensure long-term website stability and success. Please Note: The web page we launch will seek to be compliant with the latest ADA standards. However, ongoing webpage changes and evolving ADA standards could undermine the webpage's ADA compliance over time. For example, staff could add an image without alternative text, breaking compliance or a non-complaint PDF might be uploaded to the site. Your agency will need to make sure Tripepi . - 29 Single Source Communications the PDF documents and images are ADA compliant. Tripepi Smith does not offer legal coverage or assurance of ADA compliance. Option G: Output and Distribution Services Tripepi Smith has a solid track record in creating and managing digital placements, including Meta Boosted Posts. We actively track and analyze performance metrics to optimize placements. We leverage a strategic mix of digital ad tactics to drive community awareness. Tripepi Smith will also partner with your trusted printing and mailing vendor to distribute approved materials. We will send print-ready files to the vendor and obtain a timeline and final proof for your approval. We only proceed with printing and mailing after you've signed off on the proof. Our team will oversee the entire process, including securing confirmation of mailing completion. Option H: Staff Training and Capacity Building Tripepi Smith has provided these service details within Section C: Media and Public Relations. Implementation Plan Tripepi Smith recommends a hybrid deliverable model that combines recurring, predictable and reliable monthly deliverables through a retainer along with a flexible time and materials engagement that allows the City to request services on an as-needed basis. Both engagements are outlined below with anticipated timeframes for implementation or completion, as necessary. Please note that there are services within the retainer engagement that are included in the multiple service options of the RFP. Monthly Retainer Engagement The following services will recur on a monthly basis, and have been determined based upon our understanding of your current needs, our past services and anticipated future initiatives. Scope Project Management Bi-weekly calls, up to 60-minutes in duration Includes content Recurring. Bi-Weekly calendar, agenda and one page post call action report Press Release, Media Drafting 2 press releases. media advisories, or public Bi-Monthly or other Advisories. Public Statements statements up to 500 words Includes research. drafting and desired frequency distributing to platforms Social Media Management and Creation and posting of up to 16 social media posts Includes 4 postsMeek Monitoring monitoring, responding to comments and Spanish translation Digital Ads Creation and posting of up to 2 digital ads Excludes Per City guidance, advertising fees implementation within 72- hours E-Newsletter Content Creation Creation of up to 1 e-newsletter in Constant Contact. Includes Monthly one draft and one final copy Meltwater Media Monitoring Includes up to 5 queries per month, access to dashboard and Monthly any frequency of newsletter 30 Tripepi - Single Source Communications Monthly Retainer Engagement (Cont.) Scope Monthly Metrics Reporting Delivery of monthly reporting capturing key performance Monthly indicators for controlled social media platforms and other digital platforms upon request. Comms Strategy Planning Virtual meeting up to 2 hours with leadership to fine-tune and Triannual. Per City (Triannual) execute marketing strategy. wins and evaluate future goals approval—recommended April, August& December Time and Materials Engagement The following services are recommended to occur on an as-needed basis, based upon City need, frequency and overall desire. We can accommodate any request to commence services within 72-hours and will provide a more detailed action plan upon commencement of services. We have outlined the deliverables based upon the options listed within the RFP and have excluded deliverables which we have included in the monthly retainer engagement. Option A: Strategic Communications, Marketing & Planning Option A Scope Timeline Project Management Engagement kickoff call, up tot 1 hour At project commencement On-Call Strategic Advice Includes 1 hour strategy meeting with a Director and Senior Upon desired frequency Business Analyst followed by a detailed action item list for both the City and Tripepi Smith Google Form Survey Creation and virtual distribution of outreach surveys. Includes Upon desired frequency summary findings Communications Plan Includes interviews with(2)City Staff, (5)Council members, Process takes platforms review, key observations and tactical execution steps approximately 3-8 weeks, summary report, up to 5 pages in length depending on interview schedules Option B: Digital & Social Media Services Optio Timeline n B Scope Website Support Ongoing website support to the City website Excludes content Upon desired frequency creation. website layout. page or structural changes Email Campaign Creation of Constant Contact or Mailchimp email campaign in Upon desired frequency English and Spanish languages Includes set-up, strategy, template creation, two drafts and one final copy Option C: Media & Public Relations Services Option C Scope Timeline On-Call Crisis Communications Includes 1 hour strategy meeting with a Director and Senior Upon desired frequency Advice Business Analyst followed by a detailed action item list for both the City and Tripepi Smith •_• 31 Single Source Communications Time and Materials Engagement (Cont.) Option . . Tinneline - Press Release, Media Drafting additional press releases, media advisories, or public Upon desired frequency Advisories. Public Statements statements up to 500 words. Includes research, drafting and distributing Media Training Media Training options can vary from virtual training consisting Upon desired frequency of 1-2 people and in-person training from 2-25+attendees. Media training includes message map, 1-on-1 camera mock interview, mock press conference and feedback/debrief Option D: Creative Services & Content Development Option . • Timeline - Graphic Design Creation of infographics, postcard, banner, brochure, Flyer and Upon desired frequency other media as needed Excludes print and mailing fees Photography Services One photographer for a full-day(8 hours)onsite photo shoot, Upon desired frequency post shoot image processing, review and travel costs Stock Video Shoot One videographer for a full-day(8 hours)onsite video shoot, Upon desired frequency post shoot footage processing, review and travel costs d Creation of up to one 1-minute animated video Includes pre Animated Video Upon desired frequency and post-production, music. caption. image and voiceover fees Brand and Logo Development, Brand services can range from simple logo mock-ups for Upon desired frequency Refinement& Implementation departments/events/campaigns to modernization of the existing logo which involves research on regional context, Simple logo mock-ups similar agencies, history and demographics Deliverables may take approximately 2 include Logo Library Refresh, Brand Guideline Updates, Brand weeks Templates(Social media, Email Signature,Zoom Background, Newsletter, PPT. etc.) Content Development: Writing, Review and editorial services of written content produced by Upon desired frequency Editorial Services&Thought City staff Includes strategic oversight, content development of Leadership one-page of written content Advertising Production Ad creation, management, monitoring for out-of-home,print, Upon desired frequency radio, bus shelter advertisements Includes content development, design and publishing/posting Option E: Event Production and Technical Support "Please note there is a crossover of the services identified within Option E of the RFP which overlaps within Option C and Option D. Here, we address AV needs specifically outlined within Option E. Option E Scope Tinnelline Onsite AN Services Minimum of 2 5 hours onsite support for a/v production Upon desired frequency services for City events, public meetings, presentations or technical support Virtual AN Services Minimum of 1-hour virtual support or a/v production services Upon desired frequency for City events, public meetings, virtual gatherings. presentations or technical support 32 •-. • - Single Source Communications Time and Materials Engagement (Cont.) Option F: Web Design & Implementation Option Timeline F Scope TS Built WordPress Website Assumes up to 1,500 pages for content migration and up to Start to completion is 15.000 assets to transfer Includes virtual kickoff, project approximately 6 months to management, design. programming, content migration, quality launch of new website assurance,ADA scan, staff training and site manual Website Content Development Ongoing content updates to the City website Excludes content Upon desired frequency creation, website layout, page or structural changes Option G: Output & Distribution Services Option Timeline IF Scope Print Management, Mail Assumes an unknown volume. Estimate based upon one file Upon desired frequency Management and Production document in which Tripepi Smith manages the print production. Oversight proof, and mail delivery Asset Delivery Across Multiple Assist City with campaign material distribution Upon desired frequency Platforms Option H: Staff Training & Capacity Building Option Timeline C Scope Media Training Staff training options can vary from virtual training consisting of Upon desired frequency 1-2 people and in-person training from 2-25+attendees Topics can also include social media, photography,general cablecast. PDF compression, virtual platforms, brand implementation and more Tripepi Smith & Associates33 EXHIBIT C COST PROPOSAL Single Source Communications COST PROPOSAL Tripepi Smith recommends that our engagement follow a hybrid pricing model which provides recurring, predictable and reliable monthly deliverables following a retainer engagement, and a flexible time and materials engagement, which allows the City to request services, as-needed. As a result, we have broken down our cost proposal into a combination of Retainer and Time & Material elements. Each Element offers a unique set of benefits: • Retainer: Sustains outreach momentum by ensuring a set of recurring deliverables at a set monthly cost, usually for a period of at least 12 months. • Time & Materials: Allows flexibility to "ramp up" or "ramp down" efforts according to budget and priorities. Retainer Engagement Service/Deliverable . .- Project Management Bi-weekly calls, up to 60-minutes in duration Includes content calendar, agenda and one page post call action report Press Release, Media Drafting 2 press releases, media advisories, or public statements up to 500 words Advisories, Public Statements Includes research, drafting and distributing to platforms Social Media Management and Creation and posting of up to 16 social media posts. Includes monitoring, Monitoring responding to comments and Spanish translation Digital Ads Creation and posting of up to 2 digital ads. Excludes advertising fees. E-Newsletter Content Creation Creation of up to 1 e-newsletter in Constant Contact Includes one draft and one final copy Meltwater Media Monitoring Includes up to 5 queries per month, access to dashboard and any frequency of newsletter Monthly Metrics Reporting Delivery of monthly reporting capturing key performance indicators for controlled social media platforms and other digital platforms upon request Comms Strategy Planning Virtual meeting up to 2 hours with leadership to fine-tune and execute marketing (Triannual) strategy, wins and evaluate future goals Monthly Retainer: $9,060 Annual Cost: $108,720 Time & Materials Engagement Option A: Strategic Communications, Marketing & Planning Option Project Management Engagement kickoff call, up to 1 hour $885/call 34 Single Source Communications Option A Scope • On-Call Strategic Advice Includes 1 hour strategy meeting with a Director and Senior $715/call Business Analyst followed by a detailed action item list for both the City and Tripepi Smith Google Form Survey Creation and virtual distribution of outreach surveys. Includes $1,180 summary findings Communications Plan Includes interviews with (2)City Staff, (5)Council members. $15.590 platforms review, key observations and tactical execution steps summary report, up to 5 pages in length Option B: Digital & Social Media Services Option B Sc• •- Cost Website Support Ongoing website support to the City website. Excludes content $220/Hour creation, website layout, page or structural changes Creation of 8 total campaigns in Constant Contact or Email Campaign $7,320 Mailchimp email campaign in English and Spanish languages Includes set-up, strategy. template creation, two drafts and one final copy Option C: Media S Public Relations Services Option C Scope Cost On-Call Crisis Communications Includes 1 hour strategy meeting with a Director and Senior $680/Call Advice Business Analyst followed by a detailed action item list for both the City and Tripepi Smith Press Release, Media Drafting additional press releases, media advisories, or public $500 per Release Advisories, Public Statements statements up to 500 words Includes research. drafting and distributing Media Training options can vary from virtual training consisting Media Training $5,060 of 1-2 people and in-person training from 2-25+ attendees Media training includes message map, 1-on-1 camera mock interview, mock press conference and feedback/debrief Option D: Creative Services & Content Development Optio Cost Estimate n D Scope Graphic Design Flyer $2,020 (excludes print and mailing Brochure $1,780 fees) Banner $1,660 Postcard/Door Hanger $1.370 Infographics $940 One photographer for a full-day(8 hours)onsite photo shoot, Photography Services $5,055 post shoot image processing, review and final delivery Stock Video Shoot One videographer for a full-day(8 hours)onsite video shoot, $6,460 post shoot footage processing, review and final delivery 3 35 Tripepi • Single Source Communications Option D Sc• •- Cost Animated Video Creation of up to one 1-minute animated video Includes pre- $4,700 and post-production, music, caption, image and voiceover fees Brand and Logo Development, Sub-logo development for campaign, departments or events $2,760 Refinement&Implementation Usses existing logo for new design. Includes project management, three drafts, and up to two revisions Logo Library Refresh Refresh existing logo library with $1,200 modernized logo $1,000 Brand Guideline Update Brand Templates: $900 Social Media Template $200 Email Signature Template $600 Zoom Background $600 Newsletter Header $1,200 PowerPoint Template Content Development: Writing, Editing/Copy services and strategic oversight. content $1,100 Editorial Services&Thought development of up to 500 words of written content Leadership E-Newsletter Content Creation Creation of up to 1 e-newsletter in Constant Contact. Includes $1.460 one draft and one final copy Advertising Production Radio Ad. Includes research, drafting, reviewing, posting of 1 $630 radio ad Billboard Ad Includes design, content development, creation of 1 billboard ad, ad monitoring/management for up to 12 months $1,910 With Spanish translation Bus Shelter Ad: Includes design, content development, $1,910 creation of 1 bus shelter ad, ad monitoring/management for up to 12 months With Spanish translation Print Ad Includes design, content development, creation of 1 $2,395 print ad With Spanish translation Option E: Event Production and Technical Support Option Onsite AN Services Minimum of 2 5 hours onsite support for a/v production $460/2.5 Hour Minimum services for City events, public meetings, presentations or technical support Minimum of 1-hour virtual support or a/v production services Virtual AN Services $280/ 1 Hour Minimum for City events, public meetings, virtual gatherings, presentations or technical support Option F: Web Design & Implementation Option F Scope Cost TS Built WordPress Website Assumes up to 1,500 pages for content migration and up t $60,140 15,000 assets to transfer. Includes virtual kickoff,project Tripepi Smith & Associates36 Single Source Communications Option F Scope Cost management. design, programming, content migration, quality assurance. ADA scan, staff training and site manual Website Content Development Draft website content copy to the City website Excludes $1 120 website layout, page or structural changes Option G: Output& Distribution Services Option F Scope Cost Print Management, Mail Assumes an unknown volume. Estimate based upon 1 $80 Management and Production print/mail file document in which TS manages the print Oversight production, proof, and mail delivery Asset Delivery Across Multiple Assist City with campaign material distribution across platforms $1 980 Platforms Option H: Staff Training & Capacity Building Option C Scope Cost Estimate Media Training Staff training assumes virtual training consisting of 1-2 people $6,585 Topics can also include social media, photography, general cablecast, PDF compression, virtual platforms, brand implementation and more. Includes scenario scripting, template training resources, final recording file, summary recap Should the City of Santa Ana determine Tripepi Smith is the most qualified and responsive vendor, but has a budget number that it must hit, then Tripepi Smith remains open to collaborating to narrow the scope engagement or refine our understanding of the scope needs and will modify our pricing accordingly. 37 Tripepi Single Source Communications As-Needed Services Tripepi Smith will apply the following standard hourly rates and related fees for any authorized as- needed (Time & Materials) work. Such work must be clearly authorized in writing before proceeding. 2025-26 Hourly Rates Standard Reduced Retainer Principal $380 $315 Director $265 $225 Art/Creative Director $265 $225 Senior Business Analyst $205 $180 Business Analyst $150 $125 Junior Business Analyst $115 $100 Senior Videographer/Animator $205 $175 Senior Photographer $175 $150 Videographer/Photographer $140 $120 Junior Videographer/Photographer $115 $100 Senior Graphic Designer $195 $165 Graphic Designer $140 $120 Junior Graphic Designer $115 $100 Web Developer $210 $185 Junior Web Developer $115 $100 Drone Operator $205 $180 Council Chamber A/V Operator $115 $100 Invoicing & Payment Terms At Tripepi Smith, we bill on either a Retainer, Fixed Fee or Time & Materials basis, with each billing type following its own payment schedule. Regardless, terms are Net 30 days. • Fixed Fee work is billed upon defined milestones. • Time & Materials work is billed in 15-minute increments (i.e. 4.0, 1.25, 6.5 or 0.75 hours) at the end of the month in which work is done. • Retainer work is billed on the 15th of each month. 38 Tripepi . Single Source Communications Other Cost Information Tripepi Smith has related service fees that may come up during our engagement that we want to tell you about. Annual Increase Pricing shall remain firm for the entire initial Agreement term. Thereafter, any proposed pricing adjustment for follow-on renewal periods shall be submitted to the City Representative in writing at least ninety (90) days prior to the new Agreement term. The City reserves the right to accept, reject, or negotiate any proposed pricing adjustment not to exceed the Bureau of Labor Statistics Consumer Price Index (CPI) data as follows: Los Angeles-Long Beach-Anaheim, CA. All Urban Consumers: Not Seasonally Adjusted; annualized change comparing the most recent month's reported data to the same month of the prior year. (This information may be found on the U.S. Department of Labor's website at www.bls.go_v.) Retainer Discount When a client's retainer exceeds $7,500 per month, they gain access to our reduced retainer rates. Travel Costs Travel costs must be pre-authorized and then will be reimbursed by the client for any requested travel to complete a requested scope of work. Travel costs may include airfare, lodging, car rentals and gas. Additionally, when client work requires that we be onsite, we will invoice for a resource's travel time at 50% of the resource's hourly rate. Equipment Costs Tripepi Smith offers some services that require equipment, such as drone operations and video production. As such, in those cases, the following rates apply: Half D. • • • D. © Video $460 $650 (3O(o Drone $550 — Flat Fee O Please note that AN equipment fees are based on the amount and type of equipment required, with pricing tailored to the specifics of each event. Music and Video Licensing Sometimes, the client will want Tripepi Smith to apply music or use stock imagery/video while producing video. In these cases, we will need to apply licensing fees of approximately $100 per song and $200 if we use stock video imagery. This will provide a license for the use of the music and video footage to Tripepi Smith and its clients. Tripepi 39 Single Source Communications Other Cost Information (Cont.) Meltwater Fee Tripepi Smith offers a standard Meltwater package at a flat rate of$525 per month. This package includes a newsletter digest (of any frequency), up to five queries, and a monthly dashboard. Custom Meltwater solutions are also available upon request. Website Hosting Fees If website hosting services are required, Tripepi Smith will charge a $630 website hosting fee and a $30 Domain Registration and DNS service fee, unless otherwise specified in this proposal. Fees will be billed upon commencement of hosting services, and annually thereafter. Please note the website hosting package is limited to 10 Gigabytes of total storage. Additional storage for the site is available for a fee of$1.70 per gig per month of 10 Gigabytes of storage. Service Fees Tripepi Smith prefers that clients pay service providers directly to avoid unnecessary administrative costs. You should also know, however, that we have no economic interest in service providers, unless otherwise specified in this proposal. If a client asks Tripepi Smith to pay for a service provider bill, we will apply a 10% agency fee to the reimbursement expense. Typical service fees include, but are not limited to: print, mailing, digital advertising, media placements, voiceovers, translations and closed captions. Partner Access Tripepi Smith has access to entities that may be relevant to our engagement. These partnerships allow Tripepi Smith to offer clients extra media reach or additional services at partner pricing. Local Information Network of Knowledge(LINK): www.LocalInfoNetwork.com—A community forum for local LLrLk government professionals in California to discover and share resources, policies, sample work products, best practices and more. mt. PublicCEO: www.PublicCEO.com —Digital news about public affairs, reaching over 17,500 California government executives through a daily podcast,job board, video podcast and more Civic Business Journal: www.CivicBusinessJournal.com —Digital interest stories on the people, companies and solutions that make local government in California more effective FlashVote: www.FlashVote.com—Statistically valid surveying that helps leaders make decisions. 0 FlashVote • Disclaimer Tripepi Smith President Ryder Todd Smith is an investor in FlashVote. Tripepi Smith Talent Solutions: r ww.TSTalentSolutions.com —A multifaceted recruitment consultancy �iRlEn ule„rH service, combining local government access with communications to advance talent quests and build culture warriors COS Meltwater: www.TripepiSmith.com/Media-Intelligence—An enterprise-class, comprehensive media monitoring solution that is best combined with Tripepi Smith's analytics team. 40 Tripepi EXHIBIT D INSURANCE REQUIREMENTS Consultant shall procure and maintain for the duration of the agreement, the following insurance coverages: MINIMUM SCOPE AND LIMIT OF INSURANCE Consultant shall maintain limits of insurance coverage in the following minimum amounts and shall be at least as broad as: • Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an "occurrence" basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence and $2,000,000 aggregate. • Workers' Compensation (WC): As required by the State of California, with statutory limits, and Employer's Liability Insurance with limit of no less than $1,000,000 per accident, per employee, per policy for bodily injury or disease. This requirement can be waived if Consultant has no employees. • Cyber Liability (CL): Insurance, with limits not less than $2,000,000 per occurrence or claim and $2,000,000 aggregate. Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by Consultant in this agreement and shall include, but not be limited to, claims involving security breach, system failure, data recovery, business interruption, Cyber extortion, social engineering, infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, and release of private information. The policy shall provide coverage for breach response costs, regulatory fines and penalties as well as credit monitoring expenses. If Consultant maintains broader coverage and/or higher limits than the minimums shown above, City requires and shall be entitled to the broader coverage and/or the higher limits maintained by Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to City. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions: 1. CGL policies: City of Santa Ana, its City Council, its officers, officials, employees, agents, and volunteers are to be covered as additional insureds with respect to liability arising out of work or operations performed by or on behalf of the Consultant including materials, parts, equipment, and personnel furnished in connection with such work or operations. 2. CGL, CL, and WC policies: Insurance company(ies) agrees to waive all rights of subrogation against City,its City Council,its officers, officials, employees, agents, and volunteers for losses paid under the terms of any policy which arise from work- performed by Consultant for City. 3. All required insurance policies: For any claims related to this contract, Consultant's insurance coverage shall be primary and any insurance maintained by City, its City Council, its officers, officials, employees, agents, or volunteers shall not contribute with it. 4. All required insurance policies: A severability of interest provision must apply for all the additional insureds, ensuring that Consultant's insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the insurer's limits of liability. 5. Each insurance policy required herein shall provide that coverage shall not be canceled, suspended, voided, reduced in coverage or in limits, non-renewed by the carrier, or materially changed except after thirty (30) days prior written notice has been given to City. Ten(10)days prior written notice shall be provided to City for policy cancellation or non-renewal due to non-payment. 6. Certificate Holder on each Evidence of Insurance certificate shall be: City of Santa Ana, Attention: City Manager's Office, 20 Civic Center Plaza, M-31, Santa Ana, CA 92701. The name and location of the event should be included in the Description of Operations section of each certificate. Self-Insured Retentions Self-insured retentions must be declared to and approved by the City. City may require Consultant to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. Acceptability of Insurers Insurance is to be placed with insurers authorized to conduct business in the state of California with a current A.M. Best rating of no less than ANII, unless otherwise acceptable to City. Verification of Coverage Consultant shall furnish City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to Entity before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive Consultant's obligation to provide them. City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. Claims Made Policies If any of the required policies provide coverage on a claims-made basis: 1. The retroactive date must be shown and must be before the date of the contract or the beginning of work. 2. Insurance must be maintained and evidence of insurance must be provided for at least three (3) years after completion of work. 3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the contract effective date, Consultant must purchase "extended reporting" coverage for a minimum of three (3)years after completion of work. Subcontractors Consultant shall require and verify that all sub-contractors maintain insurance meeting all the requirements stated herein, and Consultant shall ensure that City is an additional insured on insurance required from sub-contractors. Special Risks or Circumstances City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.