PLACEWORKS (2) - 2018 - Laserfiche WebLink

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In this task, PlaceWorks will support the City in preparing materials for workshops and community events and getting the word out about the General Plan Update effort. Materials generated as part of this task can include a General Plan 101 brochure, meeting notices, General Plan summary sheets, and other materials that can be used to communicate key Ideas related to the plan. This task can Integrate graphics produced through other PS tasks, including simulations; illustratives; and/or massing scale, Infrastructure, public realm, and transportation Improvement diagrams of existing and future uses in the eight Land Use Scenario Corridors, as appropriate to convey an idea or message. The specific number and type of materials and products to be prepared (other than those specifically noted below) will be determined during the preparation of the Review of the Community Engagement Plan in Task 1. It is anticipated that the supporting materials will be prepared for events such as Neighborhood Ward workshops, pop -ups at community events, city boards and commissions, and Santa Ana Comi-ink. The hope is that the materials prepared over the duration of the update process can be used during discussions with the various groups and events. It is assumed that the preparation of land use maps or alternatives will be produced and budgeted separately. (This task does not include preparation of or printing costs for large scale maps.) PlaceWorks will work with the City to identify materials that require translation into multiple languages. PlaceWorks has the in- house capability to translate materials into Spanish and would look to the City to assist with materials prepared in Vietnamese. (We used this same approach with the City of Westminster and the materials that were prepared for their recent General Plan Update.) If outside translation services are needed, they would be extra to this contract. Deliverables: Digital versions (draft and final) of: Advertising and Meeting Support Materials, Including flyers/notices (Design) Up to 6 General Plan Summary Sheets or FAQs (English, Spanish, Vietnamese) Banners (English, Spanish) Process Infographic (English, Spanish) TASK 3. MEETINGS AND CONFERENCE CALLS This task assumes that In -person meetings and conference calls will be needed periodically during the update effort to gain clarification or input on the materials drafted and to receive Input on the effectiveness of meetings and the outreach collateral that was prepared to support the City's outreach efforts. This effort assumes approximately 30 total hours of time over an 8- month timeframe to participate in these discussions with City staff. If It is determined that more hours are necessary to touch base regarding product edits or other items over the estimated 8-month timeframe, a scope and budget refinement would be needed. Deliverables: Meetings and Conference Calls (30 hours) Reimbursables To keep costs at a minimum, the majority of deliverables proposed for this task will be produced and provided to the City in a digital format for printing and reproduction. Deliverables and products produced as part of this effort should be closely connected to the deliverables and products produced In conjunction with PS8, Graphic Design and Document Support, to avoid duplication and identify cost savings. Reimbursables include things such as map production, photocopies, graphics, materials, mileage, and supplies. The project budget assumes that reimbursables will not exceed 5 percent of the labor total (and we will work within that budget as we are defining the hard -copy deliverables for the Community Engagement Plan and Creating Content tasks). If the City requests more copies of documents or printouts of maps than the estimated budget can accommodate, an augment to the budget would be required. SCHEDULE Community outreach and engagement tasks are expected to occur at key milestones throughout the process and are estimated to be complete within an 8-month timeframe. Task 1, Peer Review of Outreach and Engagement Plan, will be completed at the outset of the effort (within approximately the first month) because it sets the stage for communications with the community and will help to tie together the engagement efforts needed for the other tasks associated with the General Plan Update. Task 2, RFP 17-082: GENERAL PLAN UPDATE AND SUSTAINA6ILITY—PSS: COMMUNITY ENGAGEMENT I PLACEWORKS 7