HomeMy WebLinkAboutTRIPEPI SMITH AND ASSOCIATES, INC. INSURANCE NOT ON FILE
WORK MAY NOT PROCEED A-2026-106
CITY CLERK
DATE: AUG 1 7 2026
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S.G,arcfa(Ol)
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 Iaws 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 held 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 S 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 can 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 not 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
regulation,-,goverrfing 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 MA'TRRIIALS
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 playas, 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 iron-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 mares no such representation and warranty in regard to
Documents &o 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. iNSU.R.ANCE
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 rather persons
actin;on its behalf which relates to the services described in section 1 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,Fold harmless, and pay all casts 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 terns 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 serviccs are subject,to Civil Code Section 2782.8,the above indemnity
shall be limited, to the extent required by Civil Code Section. 2782. , to claims that arise out of,
pertain to, or relate to the negligence,recklessness,or willful misconduct of the Consultant.
g. 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 beep 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 oasts 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 Ul TE11l;.EST 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 Dave any other direct
or indirect financial benefit or interest in this agreement.
c, The section also prohibits the awarding of any agreement, contrast, grant, or any
amendment to these awards, to any former full-tune employee for one-year from date
of employee separation except for any CaIPER s 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 terra.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. Tull 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(ire 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 tens
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 ether 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 ease
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 net 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 Qontinui-ng 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 goverrunental 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 Centex-Plaza(M-30)
P.O. Box 1988
Santa Ana, CA 92702-1989
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 &t 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 NA
nnifer Alvaro Nunez
City Cl k City Manager
APPROVED AS TO FORM:
SONIA R. CARVALHO CONSULTANT:
City Attorney
By: �` E
athan T. Martinez Ryder odd Smith
Assistant City Attorney Fres1 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.
Q. 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,podcastin&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
7 M
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 It
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.
S. 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 WORTS FLAN
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.
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Single Source Carnrnunfcations
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 gas, 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,tooisets 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 teverage a robust communications toolset to garner interest and
participation.
Our strategic communications services Include:
• Creating and executing strategic • Developing marketing plans
communications plans - 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 . 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;
t. Reflect on communications wins and lessons learned picked up in the previous four months
2_ Create a plan for outreach in the corning months. We typically collaborate on a Content Calendar in
a Gaogle 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 prof 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
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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 lessone 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 Loth 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 Man. This entire process
usually takes anywhere from -6 weeks to complete, though the timeline may vary based on additional
community engagement requests, stakeholders' responsiveness and availability.
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Single Source communications
The Strategic Communications Flan will Include:
• Communications goals, objectives, • Implementation timeline
strategies and tactics • Measuring success
• Internal workflow • Education and outreach packages
Target audiences and messaging
framework
Option 13: 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, Instagrarm, X,
Linkedln,and Nextdoor,
• Monitoring: Tripepi Smith will monitor Santa Ana's social me.dia 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 frosts," 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 strung 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 Char 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.
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Single Sourca 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. used 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 there, 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 QR codes or UiRLS. Using Constant Contact,we
Delp 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.
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Single Source Communications
Monthly Metric &Analytic Deport
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 anaiytics 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(KPIs) 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
* Crafting,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, Tdpepi Smith understands the importance of timely,tboughtful
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 regain available 24l7 to support you through such instances,typically
kicking discussions off in a victual 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 Ofte during crisis scenarios,so the City has a quick response
time in communicating with the public.
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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 autonomae your team and give there 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 irnpactful visuals that grab attention, effectively
communicate your message in a clear and engaging gray and also inform the public. As public agency
engagement specialists, accessibility is a cornerstone of every project that we undertake.
Our graphic design work mans.
* New logos, loge.modernization, sub- PPT, presentations, meeting materials
logos, branding (guidelines&templates), Stationery, business cards,templates
campaigns • Social media,web manners, email
. Brochures, guides,newsletters, reports. Infographics,financials, instructions
. Animated visuals for social media,video $ Pesters, 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. Tr'apepi 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.
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Single SOUrre 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," rinds 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-Sceries • Groundbreaking Ceremonies
$ Events (Ribbon cuttings, tree lightings, s Promotional
summer activities, concerts and more) • Keynote/Presentation Speakers
Conferences& Networking Events r 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 bath 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
Daly,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,
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Single Sourve Communications
,Advertising: Digital,Print, Ratio, Cut-of-Home
Digital Advertising
Digital advertising significantly scales the distribution variable of our axiom; Content 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,
Beta (Facebooklinstagram),X (Twitter), Nextdoor and Google, The placements themselves typically
consist of a combination of marketing copy, animated videos, social media hosts 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 internst 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.
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Single Source Communioauons
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 Gablecast.
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 WordPress, 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 Dote: The ► eb 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 altemative text breaking
compliance or a non-complaint PDF might be uploaded to the site. Your agency gill need to make sure
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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 RPP.
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.
Service/Deliverable 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 postslweek
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 t 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
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Monthly Retainer Engagement (Cont.)
r-
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 R P and have excluded deliverables which we
have includes in the monthly retainer engagement.
Option A: Strategic Communications, Marketing &Planning
Optio Timeline
n A Scope
Project Management Engagement kickoff call,up tot 1 hour At project commencement
Includes 1 hour strategy meeting with a Director and Senior
On-Call 5frategic Advice Business Analyst followed by a detailed action item list for both Upon desired frequency
the City and Tripepi Smith
Coogle 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
platfonms 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&Scacial Media Services
Option - Scope Timeline
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 Trlpepi Smith
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Time and Materials Engagement (Cont)
Option C Sc. .
Press Release,Media Drafting additional press reieases,media advisories,or public Upon desired frequency
Advisories, Public Statements statements up to 500 wards. 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, i-on-4 camera mock
interview, mock press conference and feedback/debrief
[option D. Creative Services &Content Development
Option D Scr r- 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(5 hours)ons€te video shoot, Upon desired frequency
post shoot footage processing,review and travel costs
Animated Video Creation of up to one 1-minute animated video. Includes pre- Upon desired frequency
and post-production,music,caption, image and voiceover fees
Brand and Logo Development, Brand services can range from simple logo mode-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 DevOoprnent,,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 publishIngfposting
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 TiTneline
Cnsite AN Services Minimum of 2.5 hours onsite support far afv production Upon desired frequency
service for City events,public meetings,presentations or
technical support
Virtual A/V 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
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Time and Materials Engagement (Cont.)
Option F. Web Design & Implementation
Option • .- Timeline
T5 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 0: Output& Distribution Services
Optio Timeline
n F 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 distributor; upon desired frequency
Platforms
Option H. staff Training &Capacity Building
Option ! e Timeline
-
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
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 ScopeProject 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 pastsr 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 A Sc. . - Cost Estimate
Project Management Engagement kickoff call, up to 1 hour $8851call
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Option A Scope Cost
On-Call Strategic Advice Includes 4 hour strategy meeting with a Drector and Senior $7151call
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 Flan 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 Scope.
Website Support Ongoing website support to the City website. Excludes content $220IHour
creation,website layout, page or structural changes
Email Campaign Creation of 8 total campaigns in Constant Contact or $7,320
Mailchirnp email campaign in 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 Cost Estimate
on-Call Crisis Communications Includes I hour strategy meeting with a Director and Senior S58010all
Advice Business Analyst followed by a detailed action item list for both
the City and Tripepi Smith
Press Release,Media Crafting additional press releases,media advisories,or public $600 per Release
Advisories,Public Statements statements tap to 500 words. Includes research,drafting and
distributing
Med!a Training Media Vining options can vary from:virtual training consisting $5,060
of 1-2 people and in-person training from 2-25}attendees.
Media training includes message wrap, 1-an-1 camera mock
interview,moat press conference and feedback/debrief
qption D-Creation Services & Content Devel€pirnent
Option
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 short,
Photography Services $5,055
post shoot image processing,review and final delivery
......
Stuck Video Shoot One v'rdeographer for a full-day(8 hours)onsite video shoot, $6,460
post shoat footage processing,review and final delivery
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Option It scope 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
Qra�nd T latest $900
Social Media Template $200
Email Signature Template $600
Zoom Background $boo
Newsletter Header $1,200
PowerPoint Template
Content Development:Writing, EditrngfCopyservices 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 rnonitoringlmanagement 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 monitoringlmanagement 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 alv production $46012.5 Flour Minimum
services for City events,public meetings,presentations or
technical support
lVCinimum of 1-hour virtual support or alv production services
Virtual AN Services $28011 Hour Minimum
for City events,public meetings,virtual gatherings,
presentations or technical support
Option F.Viler Design Implementation
Optio Cost Estimate
n IF Scope
TS Built WordPress Website Assumes up to 1,600 pages for content migration and up t $60,140
15,000 assets to transfir. Includes virtual kickoff,project
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Option ! iCost Estimate 141
management design, programming,content migration,quality
assurance;ADA scan,staff training and site manual
Website Content Development brsft website content Cosy to the City website. Excludes $1,120
website layout, page or structural changes
Option G: Output & Distribution Services
Option F scope.
Print Management,Mail Assumes an unknown volume. Estimate based upon 1 $80
Management and Production print/mall file document in which T5 manages the print
Oversight production,proof,and mail delivery
Asset Delivery Across Multiple Assist City with campaign material distribution across platfbrms $1,980
Platforms
Option H.- Staff Train ing& gapacity Building
Option C ScopeR
Media Training Staff#raining assumes virtual training consisting of 1-2 people.
"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 Anal determine Tripepi Smith is the most qualified and responsive
vender, but has a budget numbor that It merit hit,then Tripepl Smith remains open to
collaborating to naffow the.scope engagement or refine our understanding of the scope
needs and will modify our pricing accordingly.
. .. .... .... . ...
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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 • • r -• rRetainer
Principal $380 $315
Director $265 $225
Art/Creative Director $266 $225
Senior Business Analyst $206 $180
Business Analyst $150 $125
Junior Business Analyst $115 $100
Senior VideographerlAnimator $205 $175
Senior Photographer $175 $150
VideographeriPhotographer $140 $120
Junior Videographer/Photographer $115 $100
Senior Graphic Designer $196 $166
Graphic Designer $140 $120
Junior Graphic Designer $115 $100
Web Developer $210 $185
Junior Web Developer $115 $100
Drone Operator $205 $180
Council Chamber AIV 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
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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.B. Department of Labor's website
at www.bis.aov.)
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:
iL Half R. r .
0 Video $460 $660
,I C�"J Drone $650--Flat Fee
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.
39
Associates
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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
LErtk government professionals in California to discover and share resources, policies, sample work products,best
practices and more
PublicCEQ: 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.
CB) Civic Business Journal: www.CivicSusinessJOUrna�.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.
Flash Vtalg
• Disclaimer:Tripepi Smith President Ryder Todd Smith is an investor in FlashVote.
Tripepi Smith Talent Solutions: www.TSTalentSolutions.com—A multifaceted recruitment consultancy
.P.P service, combining local government access with communications to advance talent quests and build culture
warriors.
<0> Meltwater: www.Tri a i5mith.cornlMedia-Intelligence—An enterprise-class, comprehensive media
monitoring solution that is best combined with Tripepi Smith's analytics team.
Tripepi 40
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 A:VII, 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.