Loading...
HomeMy WebLinkAbout25G - AGMT EMERG PREPAREDNESS CAMPAIGNREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 18, 2018 TITLE: APPROVE AN AGREEMENT WITH WESTBOUND COMMUNICATIONS, INC. FOR "READY OC" EMERGENCY PREPAREDNESS AND "IF YOU SEE SOMETHING, SAY SOMETHINGTM11 PUBLIC AWARENESS CAMPAIGNS (STRATEGIC PLAN NO.1&6) C MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1� Reading ❑ Ordinance on 20d Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute the attached agreement with Westbound Communications, Inc. for the period of September 18, 2018 through June 30, 2019, with two one-year options for renewal, to continue the Ready OC Emergency Preparedness Campaign and the "If You See Something, Say Something TM" Public Awareness Campaign, for a total three- year amount not to exceed $1,335,000, subject to non -substantive changes approved by the City Manager and City Attorney. DISCUSSION The United States Department of Homeland Security has developed the Urban Areas Security Initiative (UASI) funding program. UASI is designed to address the unique planning, equipment, training, and exercise needs of high -threat, high-density urban areas and provides funds to local emergency first responders that assist in building an enhanced and sustainable capacity to prevent, protect, respond to, mitigate and recover from acts of terrorism. The grant specifically provides funding for anti -terrorism equipment, planning, training, exercises and technical assistance. In FY 2006, the United States Department of Homeland Security combined the Anaheim UASI and the Santa Ana UASI into a single Urban Area. The City of Santa Ana now shares grant administrative responsibilities with the City of Anaheim, annually alternating the function of lead administrative agency. Anaheim manages the grant during the even years (i.e., 2010, 2012, 2014 etc.), while Santa Ana manages the grant during the odd years (i.e., 2009, 2011, 2013, etc.). On July 5, 2018, the Police Department issued a request for proposals (RFP #18-058) for Emergency Preparedness & Public Awareness Campaigns. On August 7, 2018, the City received proposals from two firms, Perceive Communications and Westbound Communications, Inc. An evaluation committee consisting of representatives the Anaheim/Santa Ana Urban Area (ASAUA) reviewed and rated the two proposals based on established evaluation criteria outlined within the RFP and subsequent Addendum. 25G-1 Westbound Communications Consultant Agreement September 18, 2018 Page 2 The results of the RFP evaluation are as follows: Vendor Score Westbound Communications, Inc. 76 Perceive Communications 62 100 point max Westbound Communications, Inc. was the most responsive and capable respondent. Westbound Communications brings valuable expertise and institutional knowledge to both campaigns as the initial creators, and primary creative directors since the inception of ReadyOC and "if You See Something, Say Something TM". This includes all branding, strategies, micro -campaigns, and established media relationships with organizations such as the Los Angeles Angels of Anaheim, i - Heart Media, the Anaheim Ducks National Hockey team, Amatrak, Registar of Voters, and John Wayne Airport. It is anticipated that the current scope of services developed by the consultant will differ or expand as promotional opportunities arise. It is not uncommon for new marketing opportunities to be made available within the region after the commencement of the agreement. The final determination of services provided by Westbound may be adjusted in writing, and executed by the City Manager and Chief of Police, and by Westbound Communications, Inc. The agreement term will run from September 18, 2018 to June 30, 2019, and provide for two one-year options for renewal. The total agreement amount of $1,335,000 includes $445,000 for the initial term, and $445,000 for each one- year renewal option. Execution of years two and three of this agreement are contingent upon a UASI Grant award to the Anaheim/Santa Ana Urban Area for FY2018 & FY2019 respectively, and that the award is sufficient in size to sustain both campaigns. Future UASI Grant funds must be recognized and appropriated by the City Council prior to any expenditure on these programs under this agreement. STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal # 1 Community Safety, Objective #6, (enhance Public Safety integration, communications and community outreach). 25G-2 Westbound Communications Consultant Agreement September 18, 2018 Page 2 FISCAL IMPACT Funds are available for the first term of this agreement in the FY17 UASI Grant Program fund accounts (no. 12514407-62300-18423001186-3492 and 12514407-62300-18423101186-3498). APPROVED AS TO FUNDS AND ACCOUNTS: LDentin Sergi Vidal Chief of Police Assistant Director Santa Ana Police Department Finance and Management Services Agency Exhibit. 1. Agreement with Westbound Communications, Inc. 25G-3 25G-4 CONSULTANT AGREEMENT THIS AGREEMENT is made and entered into this 18a' day of September 2018, by and ue-loris.abetweenNWestbound,CohCalifornia Corporation ("Consultant") and the City of Santa Ana, a charter city and municipal`coiporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. On July 5, 2018, the City issued Request for Proposal No. 18-058, by which it sought a Consultant having special skill and knowledge in the field of community outreach and promotional services related to the ReadyOC (ROC) Emergency Preparedness Campaign and the "If You See Something, Say SomethingTm" (S4) Public Awareness Campaign. B. The City, acting through the Santa Ana Police Department in its capacity as a Core City for the Anaheim/Santa Ana Urban Area under the FY17 Urban Areas Security Initiative, has applied for, received and accepted a grant from the U.S. Department of Homeland Security, Federal Emergency Management Agency, through the State of California, Office of Emergency Services, to enhance security and overall preparedness to prevent, protect, mitigate, respond to, and recover from acts of terrorism, hereinafter referred to as "the Grant." C. Consultant submitted a responsive proposal on August 6, 2018, and represents that it has the necessary skills and experience to expand and enhance the current Ready OC and "If You See Something, Say Somethinem" Campaigns and existing websites utilizing successful marketing strategies and outlets such as multi -media events, social media venues, Public Service Announcement videos, radio station advertisements, and business partnership groups. D. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Consultant shall perform those services as set forth in Exhibit A for the Ready OC Campaign and Consultant shall perform those services as set forth in Exhibit B for the "If You See Something, Say Somethingrm" Campaign. Consultant's proposal is incorporated by reference as though fully set forth herein. 25G-5 2. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services during the term of the Agreement (2018-2019), the rates and charges identified in Exhibit A and B. The total sum to be expended under this Agreement shall not exceed one million three hundred and thirty-five thousand dollars ($1,335,000.00) during the three-year term of this Agreement. Funding for fiscal years 2019-2020 and 2020-2021 are contingent upon grant funding being secured by the City, and if such funding is not secured, the Agreement will terminate when the current term's funding is exhausted. b. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed and deliverables completed, subject to City accounting procedures. Payment need not be made for work, which fails to meet the standards of performance set for in the Recitals, which may reasonably be expected by City. 3. TERM This Agreement shall commence on September 18, 2018 and continue until June 30, 2019; unless terminated earlier in accordance with Section 13, below. The term of this Agreement may J be extended for up to two (2) one (1) year options to renew at the City's sole discretion upon a writing executed by the City Manager and the City Attorney. Pursuant to Section 2.a., any extension is contingent upon funding being secured by the City. 4. OWNERSHIP OF MATERIALS, SUPPLIES, DRAWINGS, SPECIFICATIONS, PROGRAMS AND SYSTEMS Any and all records, papers, plans, drawings, specifications, programs, systems and other materials prepared by Consultant pursuant to this Agreement shall be the property of the City. Consultant agrees to provide the City with any such materials whenever requested to do so. 5. 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. 25G-6 6. INSURANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Consultant shall maintain commercial general liability insurance naming the City, its officers, agents, volunteers, and employees as additional insured(s) and shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Consultant's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence and $2,000,000 in the aggregate. Such insurance shall (a) name the City, its officers, employees, agents, volunteers and representatives as additional insured(s); (b) be primary and not contributory with respect to insurance or self-insurance programs maintained by the City; and (c) contain standard separation of insured's provisions. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for hired and non -owned automobiles. c. Worker's Compensation Insurance. In accordance with the provisions of Section 3300 of the Labor Code, Consultant, if Consultant has any employees, is required to be insured against liability for worker's compensation or to undertake self-insurance. Prior to commencing the performance of the work under this Agreement, Consultant agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. The following requirements apply to the insurance to be provided by Consultant pursuant to this section: (i) Consultant shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. (ii) Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved in form by the City. (iii) Certificates and policies shall state that the policies shall not be cancelled or reduced in coverage or changed in any other material aspect without thirty (30) days prior written notice to the City. (iv) Where the amounts or coverage provided by the certificates of insurance provides coverage greater than those listed by this Agreement, the amounts 25G-7 provided by the certificates of insurance shall be incorporated by reference into the Agreement. (v) Consultant shall supply City with a fully executed additional insured endorsement. e. If Consultant fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to terminate this Agreement. Such termination shall not affect Consultant's right to be paid for its time and materials expended prior to notification of termination. Consultant waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. 7. INDEMNIFICATION Consultant agrees to and shall defend, indemnify and hold harmless the City, its officers, agents, employees, Consultants, 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 direct or indirect operations of the Consultant or its subcontractors, agents, employees, or other persons acting on their 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, 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. 8. 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 25G-8 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. 9. CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 10. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by telefacsimile or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: (714) 647-6956 Copy to: Chief of Police City of Santa Ana 60 Civic Center Plaza (M-97) P.O. Box 1981 To Consultant: Santa Ana, CA 92702 Fax: (714) 245-8007 Westbound Communications, Inc. Scott Smith 625 The City Drive, Suite 480 Orange, CA 92868 Telephone: (714) 663-8188 A party may change its address by giving notice in writing to the other party. Thereafter, any notice, tender, demand, delivery, or other communication shall be addressed and transmitted to the new address. If sent by mail, any notice, tender, demand, delivery, or other 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 telefacsimile, any notice, tender, demand, delivery, or other communication shall 25G-9 be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 11. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant regarding the subject matter herein 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, that terms and conditions hereof, shall not bind or obligate Consultant nor the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein. 12. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other Consultants retained by City. 13. TERNIINATION 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 temrination, subject to the following conditions: a. Asa condition of such payment, the City of Santa Ana may require Consultant to deliver to the City all work product completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work, which fails to meet the standard of performance specified in the Recitals of this Agreement. 14. DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by 25G-10 applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 15. JURISDICTION - VENUE This Agreement and all questions relating to its validity, interpretation, performance, and enforcement shall be government and construed in accordance with the laws of the State of California. This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 16. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 17. SEVERABILITY In the event that one or more of the phrases, sentences, clauses, paragraphs or sections contained in this Agreement shall be declared invalid or unenforceable by valid judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall not affect any of the remaining phrases, sentences, clauses, paragraphs or sections of this Agreement, which shall be interpreted to carry out the intent of the parties hereunder. 18. CERTIFICATIONS a. Debarment and Suspension — Contractor will comply, and all its contractors will comply, with applicable federal suspension and debarment regulations including, but not limited to, Executive Orders 12549 and 12689, and 2 Code of Federal Regulations (CFR) §200.212 and codified in 2 CFR Part 200. b. Section 504 of the Rehabilitation Act of 1973 (Handicapped) - All recipients of federal funds must comply with Section 504 of the Rehabilitation Act of 1973 (The Act). Therefore, the federal funds recipient pursuant to the requirements of The Act hereby gives assurance that no otherwise qualified handicapped person shall, solely by reason of handicap be excluded from the participation in, be denied the benefits of or be subject to discrimination, including discrimination in employment, in any program or activity that receives or benefits from federal financial assistance. The Contractor agrees it will ensure 25G-11 that requirements of The Act shall be included in the agreements with and be binding on all of its contractors, subcontractors, assignees or successors. C. Americans with Disabilities Act of 1990 - (ADA) Contractor must comply with all requirements of the Americans with Disabilities Act of 1990 (ADA), as applicable. d. Lobbying and Political Activity - None of the funds, materials, property, or services provided directly or indirectly under this agreement shall be used for any partisan political activity, or to further the election or defeat of any candidate for public office, or otherwise in violation of the provisions of the "Hatch Act". e. Contractor will comply with all applicable lobbying prohibitions and laws, including those found in United States Code Title 31, § 1352, et seq., and agrees that none of the funds provided under this award may be expended by the Contractor to pay any person to influence, or attempt to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with any federal action concerning the award or renewal of any federal contract, grant, loan, or cooperative agreement. f. Contractor will comply, and all its contractors will comply, with all requirements of the Byrd Anti -Lobbying Amendment (31 U.S.C. 1352), as applicable. g. Non -Discrimination and Equal Opportunity - Contractor will comply, and all its contractors will comply, with Title VI of the Civil Rights Act of 1964, as amended; Section 504 of the Rehabilitation Act of 1964, as amended; Subtitle A, Title II of the Americans with Disabilities Act (ADA) (1990); Title IX of the Education Amendments of 1972; the Age Discrimination Act of 1975, as amended; Drug Abuse Office and Treatment Act of 1972, as amended; Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970, as amended; Section 523 and 527 of the Public Health Service Act of 1912, as amended; Title VIII of the Civil Rights Act of 1968, as amended; Department of Justice Non -Discrimination Regulations, 28 CFR Part 42, Subparts C, D, E, and G; and Department of Justice regulations on disability discrimination, 28 CFR Part 35 and 39. In the event a Federal or State court, Federal or State administrative agency, or the Contractor makes a finding of discrimination after a due process hearing on the grounds of race, color, religion, national origin, sex, or disability against a recipient of funds, the Contractor will forward a copy of the findings to CITY which will, in tum, submit the findings to the Office of Civil Rights, Office of Justice Programs, U.S. Department of Justice. h. Contractor will comply, and all its contractors will comply, with all requirements of the Executive Order 11246 of September 24, 1965, entitled "Equal Employment Opportunity," as amended by Executive Order 11375 of October 13, 1967, and as supplemented in Department of Labor regulations (41 CFR chapter 60), as applicable. i. Contractor will comply, and all its contractors will comply, with all requirements of the California Public Contract Code Section 10295.3, as applicable. 8 25G-12 j. Contractor will comply, and all its contractors will comply, with all requirements of the Copeland "Anti -Kickback" Act (18 U.S.C. 874) as supplemented in Department of Labor regulations (29 CFR Part 3), as applicable. k. Contractor will comply, and all its contractors will comply, with all requirements of the Davis -Bacon Act (40 U.S.C. 276a to 276a-7) as supplemented by Department of Labor regulations (29 CFR Part 5), as applicable. 1. Contractor will comply, and all its contractors will comply, with all requirements of Sections 103 and 107 of the Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708) as supplemented by Department of Labor regulations (29 CFR Part 5), as applicable. In. Contractor will comply, and all its contractors will comply, with all applicable standards, orders or requirements issued under Section 306 of the Clean Air Act (42 U.S.C. 1857(h)), Section 508 of the Clean Water Act (33 U.S.C. 1368), Executive Order 11738, and the Environmental Protection Agency regulations (40 CFR part 15), as applicable. n. Contractor will comply, and all its contractors will comply, with all requirements of the Energy Policy and Conservation Act (Pub. L. 94-163, 89 Stat. 871), (53 FR 8078, 8087, Mar. 11, 1988, as amended at 60 FR 19639, 19645, Apr. 19, 1995), as applicable. o. Contractor will comply, and all its contractors will comply, with all requirements of Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act, as applicable. p. Contractor will comply with the Federal Water Pollution Control Act (33 U.S.C. 1251-1387) as applicable. q. Contractor agrees that the Department of Homeland Security shall have the authority to seek patent rights for any process, product, invention or discovery developed and paid for with funding through this Agreement based on the requirements of 37 CFR§ 401, as applicable. r. Pursuant to 2 CFR section 200.315, Contractor may copyright any work that is subject to copyright and was developed, or for which ownership was acquired, under a Federal award. The Federal awarding agency reserves a royalty -free, nonexclusive and irrevocable right to reproduce, publish, or otherwise use the work for Federal purposes, and to authorize others to do so. The Federal government has the right to: (1) Obtain, reproduce, publish or otherwise use the data produced under a Federal award; and (2) Authorize others to receive, reproduce, publish, or otherwise use such data for Federal purposes. S. Contractor will provide information pursuant to 2 CFR section 200.315(e) for response to a Freedom of Information Request when applicable. 25G-13 t. Contractor will comply with the provisions oft C.F.R. section 200.315 regarding the use of intangible property. U. Contractor will comply with all applicable local, state and federal statutes, codes and regulations regarding the use of state or federal grant funds and property acquired with those grant funds. V. If the product is defective, does not function as represented or advertised, City is entitled to either a full refund of the purchase price or replacement of the product for a new product at the City's election. 19. EXHIBITS All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. 20. AUTHORITY The person(s) executing this Agreement on behalf of the parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said parties and that by so executing this Agreement, the parties hereto are formally bound to the provisions of this Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: SONIA R. CARVAIAHO Assistant City Attorney RECOMMENDED FOR APPROVAL DAVID VALENTIN Chief of Police CITY OF SANTA ANA RAUL GODINEZ II City Manager WESTBOUND COMMUNICATIONS, INC. SCOTT SMITH President & CEO 10 25G-14 EXHIBIT A FY17 READYOC STATEMENT OF WORK General Information: The following Statement of Work (SOW) defines the principle activities and responsibilities of all parties for public outreach services to support the ReadyOC (ROC) Emergency Preparedness Campaign. This scope of work shall stand as an agreement between the City of Santa Ana (herein after Santa Ana) and Westbound Communications (herein after WBC) for the contracted period. WBC will supply the following services: o ROC Website Management o Site content updating o Social media content updating o Site optimization o Site maintenance ROC Advertising and Promotional Communications o Paid advertising o Social media outreach o Broadcast news promotions o Media/corporate promotions o Publicity services o Public Information Outreach Support for ROC Program o Multimedia production and outreach o Citizen and faith -based outreach o Project Administration Services No deviation of this SOW will be allowed without written consent from the Santa Ana Project Manager. Nevertheless, Santa Ana recognizes that projects of this magnitude will likely encounter various unforeseeable events that may cause tasks to overlap or change, and such change will be permissible with the written approval of the Santa Ana Project Manager. This SOW is contingent upon both WBC and Santa Ana fulfilling their respective responsibilities as defined in the Agreement and within this document. Contents The following are included with this SOW: • Task Descriptions • Project Change Order • Project Schedule • Milestone Payment Schedule 25G-15 General Project Management Responsibilities Project management occurs throughout the project and is involved in every task. The overall project management activities are listed here for reference. Westbound Responsibilities: a. Maintain project communications with Santa Ana's Project Manager. b. Manage the efforts of the WBC staff and coordinate WBC activities with the Santa Ana Project Manager. c. Conduct on-site status meetings with Santa Ana's Project Manager on a monthly basis or when reasonably required at the discretion of Santa Ana to discuss project status. d. Provide timely responses, within ten (10) business days, to issues raised by Santa Ana's Project Manager. e. Prepare and submit, no later than the fifth business day of each month, a status activity report that includes: the accomplishments of the previous month, activities planned for the current month and any update to the project schedule. f. Prepare and submit project Change Proposals to Santa Ana's Project Manager as necessary. g. Prepare and submit Task Completion Letter(s) with appropriate invoices to Santa Ana's Project Manager. Santa Ana Responsibilities: a. Maintain project communications with the WBC Project Manager. b. Manage the efforts of ROC involved staff and coordinate ROC activities with the WBC Project Manager. c. The Project Manager must ensure that personnel have ample time, resources, and expertise to carry out their respective tasks and responsibilities. d. The Project Manager or his designee will participate in status meetings with the WBC Project Manager on a monthly basis or as may otherwise be reasonably required to discuss project status. e. Provide timely responses, within ten (10) business days, to issues raised by the WBC Project Manager. f. Liaison with all Santa Ana -provided third -party vendors and associated systems. g. Ensure acceptable Change Orders are approved by authorized signature(s). h. Ensure acceptable Task Completion Letter(s) are approved by the Project Manager or his designee. i. Ensure timely payment of invoices. j. Ensure WBC access to server and network equipment and work areas on a 24x7 basis, with pre -authorization for off -hours. k. Provide workspace for WBC personnel as reasonably requested. 25G-16 SOW Format: Each task includes the following: Title, Objective, Task Description, Responsibilities and Completion Criteria. The tasks are depicted on the project schedule. All parties recognize that the SOW is not formatted chronologically with contractual obligations defaulting to the Project Schedule unless otherwise noted. TASK 1: 2018-19 READYOC MARKETING ROAD MAP Objective: Create, establish and implement a formal marketing plan and road map to best promote and provide outreach for ROC during the campaign period. The road map will include project schedules, management procedures and proposed activities. Task Description: Develop, refine, review and approve plan for all campaign initiatives, including the marketing plan and project schedule. Activities include: a. Launch Meetings — conduct a minimum of two meetings with the Santa Ana Project Manager and one meeting ROC Steering Committee to present strategies and recommendations and to get approval to proceed with the Road Map. b. 2018-19 Marketing Road Map — develop and submit a comprehensive marketing communications and promotions plan detailing strategies, objectives, tasks, schedules and metrics for all ROC and Promise to Prepare (P2P) activities during the contracted period. This includes delivery of a 50-60 slide PowerPoint deck plan that details all strategic goals and programming for review by the ROC Steering Committee and for final approval by the Santa Ana Project Manager. c. Project Schedule — develop and complete a comprehensive project schedule that details timing for all activities. d. Project Management & Control Procedures — review and update, as needed, all currently approved control and administrative procedures (change orders, approval processes, etc.) and documents currently on file with the Santa Ana Project Manager. Responsibilities: WBC shall: a. Develop the initiative and seek plan approval from the ROC Steering Committee b. Execute the promotion in accordance with the approved plan Santa Ana shall: a. Approve plan and promotion elements Completion Criteria: This task is considered complete upon the completion of the deliverables detailed in the task description above and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be the end of October 2018. 25G-17 TASK 2: READYOC STAKEHOLDER MEETING & PROMOTIONS Objective: Manage campaign updates, administration and promotions to the Steering Committee and Santa Ana Project Manager through activities including, but not limited to, meetings, monthly activity reporting, programming documentation, regular communications and presentations to Steering Committee and corresponding agency partners (ex: OCEMO, OCIAC, UAWG, COAD, OCCPSA, etc.). Task Description: Provide campaign and promotion updates to the Santa Ana Project Manager through daily and weekly phone calls, emails and meetings (as needed or requested). Manage the ongoing reporting and measurement of campaign data including event impressions, media coverage, social media impressions and website traffic, among others. Maintain weekly and monthly communication with the Steering Committee, including at least one in-person meeting a quarter. Conduct up to eight presentations or meetings with agency and campaign partners. Responsibilities: WBC shall: a. Coordinate, manage and participate in at least one Steering Committee meeting per quarter b. Provide daily, weekly and monthly campaign and promotion updates to the Santa Ana Project Manager c. Manage the weekly and monthly reporting of campaign measurement d. Manage ongoing expense tracker, budget and campaign schedule e. Submit task completion letters with task invoices to the Santa Ana Project Manager Santa Ana shall: a. Approve campaign progress, updates and promotions b. Support and facilitate partnering and sponsorship efforts with Steering Committee Completion Criteria: This task is considered complete upon completion of administrative deliverables and when the Santa Ana Project Manager signs the completion letter for each subtask noted below. To assure cost and quality controls while accommodating the monthly nature of required work, the task completion is divided into quarterly periods, with each period being considered completed as described in the following subtasks. TASK 2-A: READYOC STAKEHOLDER MEETING & PROMOTIONS (SEP -OCT 2018) Objective: Manage campaign updates, administration and promotions to the Steering Committee and Santa Ana Project Manager through activities including, but not limited to, meetings, monthly activity reporting, programming documentation, regular communications and presentations to Steering Committee and corresponding agency partners during this quarterly period. Task Description: 25G-18 Provide campaign and promotion updates to the Santa Ana Project Manager through daily and weekly phone calls, emails and meetings (as needed or requested). Manage the ongoing reporting and measurement of campaign data including event impressions, media coverage, social media impressions and website traffic, among others. Maintain weekly and monthly communication with the Steering Committee, including at least one formal meeting/conference call during the quarter, unless otherwise directed and approved by the Santa Ana Project Manager. Responsibilities: WBC shall: a. Coordinate, manage and participate in at least one Steering Committee meeting b. Provide daily, weekly and monthly campaign and promotion updates to the Santa Ana Project Manager c. Manage the weekly and monthly reporting of campaign measurement d. Manage ongoing expense tracker, budget and campaign schedule e. Submit task completion letters with task invoices to the Santa Ana Project Manager Santa Ana shall: a. Approve campaign progress, updates and promotions b. Support and facilitate partnering and sponsorship efforts with Steering Committee Completion Criteria: This task is considered complete upon completion of administrative deliverables and when the Santa Ana Project Manager signs the completion letter for the task. Planned completion and implementation is by the end of October 2018. TASK 2-B: READYOC STAKEHOLDER MEETING & PROMOTIONS (NOV 2018 -FEB 2019 Objective: Manage campaign updates, administration and promotions to the Steering Committee and Santa Ana Project Manager through activities including, but not limited to, meetings, monthly activity reporting, programming documentation, regular communications and presentations to Steering Committee and corresponding agency partners during this quarterly period. Task Description: Provide campaign and promotion updates to the Santa Ana Project Manager through daily and weekly phone calls, emails and meetings (as needed or requested). Manage the ongoing reporting and measurement of campaign data including event impressions, media coverage, social media impressions and website traffic, among others. Maintain weekly and monthly communication with the Steering Committee, including at least one formal meeting/conference call during the quarter, unless otherwise directed and approved by the Santa Ana Project Manager. Responsibilities: WBC shall: a. Coordinate, manage and participate in at least one Steering Committee meeting b. Provide daily, weekly and monthly campaign and promotion updates to the Santa Ana Project Manager c. Manage the weekly and monthly reporting of campaign measurement 25G-19 d. Manage ongoing expense tracker, budget and campaign schedule e. Submit task completion letters with task invoices to the Santa Ana Project Manager Santa Ana shall: a. Approve campaign progress, updates and promotions b. Support and facilitate partnering and sponsorship efforts with Steering Committee Completion Criteria: This task is considered complete upon completion of administrative deliverables and when the Santa Ana Project Manager signs the completion letter for the task. Planned completion and implementation is by the end of February 2019. TASK 2-C: READYOC STAKEHOLDER MEETING & PROMOTIONS (MAR -APR 20191 Objective: Manage campaign updates, administration and promotions to the Steering Committee and Santa Ana Project Manager through activities including, but not limited to, meetings, monthly activity reporting, programming documentation, regular communications and presentations to Steering Committee and corresponding agency partners during this quarterly period. Task Description: Provide campaign and promotion updates to the Santa Ana Project Manager through daily and weekly phone calls, emails and meetings (as needed or requested). Manage the ongoing reporting and measurement of campaign data including event impressions, media coverage, social media impressions and website traffic, among others. Maintain weekly and monthly communication with the Steering Committee, including at least one formal meeting/conference call during the quarter, unless otherwise directed and approved by the Santa Ana Project Manager. Responsibilities: WBC shall: a. Coordinate, manage and participate in at least one Steering Committee meeting b. Provide daily, weekly and monthly campaign and promotion updates to the Santa Ana Project Manager c. Manage the weekly and monthly reporting of campaign measurement d. Manage ongoing expense tracker, budget and campaign schedule e. Submit task completion letters with task invoices to the Santa Ana Project Manager Santa Ana shall: a. Approve campaign progress, updates and promotions b. Support and facilitate partnering and sponsorship efforts with Steering Committee Completion Criteria: This task is considered complete upon completion of administrative deliverables and when the Santa Ana Project Manager signs the completion letter for the task. Planned completion and implementation is by the end of April 2019. 25G-20 TASK 2-D: READYOC STAKEHOLDER MEETING & PROMOTIONS (MAY -JUNE 2019 Objective: Manage campaign updates, administration and promotions to the Steering Committee and Santa Ana Project Manager through activities including, but not limited to, meetings, monthly activity reporting, programming documentation, regular communications and presentations to Steering Committee and corresponding agency partners during this quarterly period. Task Description: Provide campaign and promotion updates to the Santa Ana Project Manager through daily and weekly phone calls, emails and meetings (as needed or requested). Manage the ongoing reporting and measurement of campaign data including event impressions, media coverage, social media impressions and website traffic, among others. Maintain weekly and monthly communication with the Steering Committee, including at least one formal meeting/conference call during the quarter, unless otherwise directed and approved by the Santa Ana Project Manager. Responsibilities: WBC shall: a. Coordinate, manage and participate in at least one Steering Committee meeting b. Provide daily, weekly and monthly campaign and promotion updates to the Santa Ana Project Manager c. Manage the weekly and monthly reporting of campaign measurement d. Manage ongoing expense tracker, budget and campaign schedule e. Submit task completion letters with task invoices to the Santa Ana Project Manager Santa Ana shall: a. Approve campaign progress, updates and promotions b. Support and facilitate partnering and sponsorship efforts with Steering Committee Completion Criteria: This task is considered complete upon completion of administrative deliverables and when the Santa Ana Project Manager signs the completion letter for the task. Planned completion and implementation is by the end of June 2019. TASK 3: READY FOX PROGRAM Objective: Continue to expand the Ready Fox character as a brand mascot to help expand exposure opportunities for education programming, as well as explore the character's role and community member acceptance in the larger campaign. Activities will include further character integration into school and after-school assemblies along with the expansion of Ready Fox content to promote the ROC mobile app, social media channels, community events, website and more. Task Description: See sub -tasks for descriptions. Responsibilities: 25G-21 See sub -tasks for specifics. Completion Criteria: This task is considered complete when all budgeted sub -tasks have been completed in their respective entirety and when the Santa Ana Project Manager signs the task completion letter. TASK 3-A: READY FOX CONTENT & COLLATERAL Objective: Develop and distribute a set of Ready Fox branded content and collateral materials. Task Description: Craft and disseminate Ready Fox materials that create visibility for the mascot and that support campaign efforts to generate preparedness action among OC families. Activities will include: a. Ready Fox Illustrations — develop additional set of 5-6 character illustrations (color line drawings) and poses for use in all materials and for posting/download from the website b. Ready Fox Hard Copy Content — create a minimum of 5 new collateral pieces such as coloring sheets, posters, flyers and other hard copy materials for use across the campaign. c. Ready Fox Digital/Video Content— create a minimum of 5 pieces of digital and/or video content using Ready Fox to promote preparedness messages and app downloads/website visits. Responsibilities: WBC shall: a. Create the content and seek plan and program approval from the Santa Ana Project Manager in alignment with the ROC Steering Committee b. Produce and distribute materials at events, via social media and website and other campaign channels. c. Produce and distribute materials via appropriate online, digital and mobile platforms Santa Ana shall: a. Approve collateral materials content and edits/refinements. Completion Criteria: This task is considered complete when each listed assignment is completed and when the Santa Ana Project Manager signs the task completion letter. Planned completion and implementation is by the end of October 2018. TASK 3-13: READY FOX INTEGRATED MOBILE APP & WEBSITE MICRO CAMPAIGN #1 Objective: Build and implement a "micro campaign" (a highly targeted promotion that is in -market for a specifically defined time period) focused on leveraging the Ready Fox character to actively promote and drive downloads/traffic to the ROC mobile app and ReadyOC.org site. 25G-22 Task Description: Create, distribute, manage and measure a digital, mobile and/or traditional media (i.e. bus advertising, bus shelter or other) integrated campaign that seeks to drive trackable mobile app downloads and/or website visits. The program will be for a minimum run of three months and will feature the Ready Fox character in static, illustrated and/or animated creative, touting the app/website. Mediums to be used may include mobile (i.e. CBS Mobile, Pandora, etc.), digital (via Outfront Media, CBS Local and others) and/or traditional non -digital media channels. Specific metrics will be developed and approved by the Project Manager prior to the micro campaign's launch. Responsibilities: WBC shall: a. Create the micro campaign and seek plan and program approval from the Santa Ana Project Manager in alignment with the ROC Steering Committee b. Implement and managed the approved campaign c. Provide campaign assessment and results Santa Ana shall: a. Approve the campaign and review progress/metrics reports Completion Criteria: This task is considered complete when the campaign is implemented and when the Santa Ana Project Manager signs the task completion letter. Planned completion and implementation is by the end of November 2018. TASK 3-B: READY FOX INTEGRATED MOBILE APP & WEBSITE MICRO CAMPAIGN #2 Objective: Build and implement a second round "micro campaign" that again leverages the Ready Fox character to actively promote and drive downloads/traffic to the ROC mobile app and ReadyOC.org site. Task Description: Create, distribute, manage and measure a digital, mobile and/or traditional media (i.e. bus advertising, bus shelter or other) integrated campaign that seeks to drive trackable mobile app downloads and/or website visits. The program will be for a minimum run of three months and will feature the Ready Fox character in static, illustrated and/or animated creative touting the app/website. Mediums to be used may include mobile (i.e. CBS Mobile, Pandora, etc.), digital (via Outfront Media, CBS Local and others) and/or traditional non -digital media channels. Specific metrics will be developed and approved by the Project Manager prior to the micro campaign's launch. Responsibilities: WBC shall: a. Create the micro campaign and seek plan and program approval from the Santa Ana Project Manager in alignment with the ROC Steering Committee b. Implement and managed the approved campaign c. Provide campaign assessment and results 25G-23 Santa Ana shall: a. Approve the campaign and review progress/metrics reports Completion Criteria: This task is considered complete when the campaign is implemented and when the Santa Ana Project Manager signs the task completion letter. Planned completion and implementation is by the end of March 2019. TASK 4: PROMISE TO PREPARE (P2P) PROMOTION Objective: Extend and maintain the momentum of the P2P program. The emphasis will be on strong public outreach presence, programming, media and marketplace exposure through the end of the contract period. Task Description: The promotion includes the ongoing public pronouncement that ROC will achieve tangible steps towards preparedness, or documented "Promises to Prepare," from Orange County residents, businesses and community members. This will be achieved through public outreach and media promotions including, but not limited to, the ROC Preparedness Bucket List program, Ready Together promotion, video public service announcements (PSAs), smartphone app management and enhancements, and paid and/or earned media outreach. Responsibilities: See sub -tasks for specifics. Completion Criteria: This task is considered complete when all budgeted sub -tasks have been completed in their respective entirety and when the Santa Ana Project Manager signs the task completion letter. TASK 4-A: ROC EMERGENCY PREPAREDNESS BUCKET LIST Objective: Plan, develop and implement concept, distributing a minimum of 1,000 branded five -gallon ROC emergency preparedness buckets to Orange County community members. (Note: WBC in collaboration with the Santa Ana Project Manager will seek to expand the number of distributed buckets through partnering/sponsorship efforts with the Corporate Advisory Council and other community stakeholder groups such as Lowe's.) Task Description: Expand and enhance the existing Preparedness Bucket List program momentum that encourages Orange County residents to add preparedness to their "bucket list" — i.e. making sure residents receive a bucket and begin gathering emergency kit items. The ROC -branded buckets will be selectively promoted and distributed to OC community members as a demonstration of a simple preparedness step with suggestions included of what key emergency kit items to place within it. Along with serving as a tangible action step toward preparedness, the bucket concept offers numerous promotional opportunities via publicity, the website, social media and other ROC communication channels. An initial quantity of 1,000 10 25G-24 branded buckets will be produced. WBC and the ROC team will also seek to expand the program and amount of buckets to be distributed via corporate and business partnerships and sponsorships. Responsibilities: WBC shall: a. Plan and develop the program with approval from the Santa Ana Project Manager in alignment with the ROC Steering Committee b. Execute the program in accordance with approved plans Santa Ana shall: a. Approve initiative concepts and materials b. Support and facilitate partnering and sponsorship efforts Completion Criteria: This task is considered complete upon the production of a minimum of 1,000 buckets and when the Santa Ana Project Manager signs the task completion letter (distribution occurs throughout the contract period). Planned completion of the bucket purchase will be by October 2018. TASK 4-13: MEDIA PROMOTIONS (FALL 2018) Objective: Develop and implement media promotions and concentrated publicity outreach to local print, online, broadcast and/or theater/cinema outlets to promote ROC programming elements, the Promise to Prepare initiatives and the calendar of activities. Task Description: Develop and implement media promotions including, but not limited to, management and enhancement of the ROC smartphone app, advertising and/or online promotions, video PSA creation and media outreach to local outlets to direct OC residents to commit to preparedness steps. Task includes ongoing measurement and tracking of promotional elements. Activities will include: a. Publicity/Media Outreach — conduct outreach to targeted local media to achieve a minimum of two earned or sponsored placements during the contract period. b. Video PSA— create at least one updated and engaging :30 -second video PSA via Animoto or similar application to increase exposure of ROC in OC community via the ROC website, YouTube channel, city websites and potentially local public access stations, selected regional theatre venues, etc. Responsibilities: WBC shall: a. Develop the initiative and seek plan and program approval from the Santa Ana Project Manager in alignment with the ROC Steering Committee b. Execute the promotions in accordance with the approved plan Santa Ana shall: a. Approve plan and promotion elements 25G-25 ii Completion Criteria: This task is considered complete upon the completion or booking and scheduling of the deliverables, given media requirements in some instances for upfront payment and when the Santa Ana Project Manager signs the task completion letter. Planned completion and implementation will be by end of November 2018. TASK 4-C: MEDIA PROMOTIONS (SPRING 2019 Objective: Develop and implement media promotions and concentrated publicity outreach to local print, online, broadcast and/or theater/cinema outlets to promote ROC programming elements, the Promise to Prepare initiatives and the calendar of activities. Task Description: Develop and implement media promotions including, but not limited to, management and enhancement of the ROC smartphone app, advertising and/or online promotions, video PSA creation and media outreach to local outlets to direct OC residents to commit to preparedness steps. Task includes ongoing measurement and tracking of promotional elements. Activities will include: a. Publicity/Media Outreach — conduct outreach to targeted local media to achieve a minimum of two earned or sponsored placements during the contract period. b. Video PSA — leverage existing :30 -second video PSA via Animoto or similar application from Task 4-13 and focus on efforts to expand exposure of ROC via additional placements within the OC community via the ROC website, YouTube channel, city websites, local public access stations, selected regional theatre venues, etc. Responsibilities: WBC shall: a. Develop the initiative and seek plan and program approval from the Santa Ana Project Manager in alignment with the ROC Steering Committee b. Execute the promotions in accordance with the approved plan Santa Ana shall: a. Approve plan and promotion elements Completion Criteria: This task is considered complete upon the completion or booking and scheduling of the deliverables, given media requirements in some instances for upfront payment and when the Santa Ana Project Manager signs the task completion letter. Planned completion and implementation will be by the end of April 2019. TASK 4-D: SOCIAL MEDIA & BROADCAST VIDEO PROMOTION (FALL 2018) Objective: 25G-26 12 Create and distribute a series of unique videos using white board, two-dimensional or other "illustrative" techniques. Task Description: Research, identify, plan and produce one creative: 30 video concept using "illustrative" techniques for distribution via social media, website and/or broadcast platforms (local cable TV, theatres, etc.). Responsibilities: WBC shall: a. Plan, develop and produce the video with approval from the Santa Ana Project Manager in alignment with the ROC Steering Committee b. Execute distribution in accordance with approved plans Santa Ana shall: a. Approve initiative concepts, production and distribution plan Completion Criteria: This task is considered complete upon completion of all tasks and when the Santa Ana Project Manager signs the task completion letter. Planned completion and implementation will be by December 2018. TASK 4-E: SOCIAL MEDIA & BROADCAST VIDEO PROMOTION (SPRING 2019 Objective: Create and distribute a series of unique videos using white board, two-dimensional or other "illustrative" techniques. Task Description: Research, identify, plan and produce one creative, :30 video concept using "illustrative" techniques for distribution via social media, website and/or broadcast platforms (local cable TV, theatres, etc.). Responsibilities: WBC shall: c. Plan, develop and produce the video with approval from the Santa Ana Project Manager in alignment with the ROC Steering Committee d. Execute distribution in accordance with approved plans Santa Ana shall: b. Approve initiative concepts, production and distribution plan Completion Criteria: This task is considered complete upon completion of all tasks and when the Santa Ana Project Manager signs the task completion letter. Planned completion and implementation will be by May 2019. 13 25G-27 TASK 5: EDUCATION -BASED OUTREACH Objective: Continue to execute activities with OC education organizations, schools and after-school programs to support ROC emergency preparedness efforts and the Promise to Prepare initiative. This includes leveraging, as needed, the previously created Ready Fox character - based programming/assembly. Task Description: See sub -tasks for specifics. Responsibilities: See sub -tasks for specifics. Completion Criteria: This task is considered complete when all budgeted sub -tasks have been completed in their respective entirety. TASK 5-A: READY FOX ASSEMBLIES PROGRAM (FALL 20181 Objective: Continue implementation of the successful Ready Fox/Promise to Prepare school assemblies educational programming. This will be accomplished through a multitude of activities, including expanded assemblies, presentations to community and stakeholder groups, bus advertising and more. Task Description: Handle all aspects of programming, materials development and distribution, school assemblies and other activities/events. Activities and assignments include: a. Elementary School Assembly Program - extend and implement elementary school assembly program and promotion throughout Orange County, seeking to conduct approximately 8 total assemblies during the contracted period. i. This encompasses scheduling, supporting and promoting assemblies leveraging Officer John Reed or another professional speaker with elementary schools throughout Orange County. ii. Officer John Reed/professional speaker is responsible for conducting assemblies on his own, with the exception of 1-2 assemblies which will be additionally staffed for formal research and feedback as well as for quality control. iii. Tasks include booking assemblies, managing the annual calendar, promoting events through OCDE, school districts and individual school sites, capturing, posting and distributing video, photos and other content, creating and distributing information kits, post -event school follow-up and more. b. OCDE & School Districts Communication Program - develop and disseminate regular quarterly communications that promote ROC and P2P emergency preparedness initiatives to and through the county (OCDE) and school districts. Responsibilities: WBC shall: 25G-28 14 a. Develop the initiative and seek plan approval from the Santa Ana Project Manager in alignment with the ROC Steering Committee Santa Ana shall: a. Approve plan and activities Completion Criteria: This task is considered complete upon delivery of presentations to the required schools and when the Santa Ana Project Manager signs the task completion letter. Completion is planned to occur by November 2018. TASK 5-13: READY FOX ASSEMBLIES PROGRAM (WINTER/SPRING 2019) Objective: Continue implementation of the successful Ready Fox/Promise to Prepare school assemblies educational programming. This will be accomplished through a multitude of activities, including expanded assemblies, presentations to community and stakeholder groups, bus advertising and more. Task Description: Handle all aspects of programming, materials development and distribution, school assemblies and other activities/events. Activities and assignments include: a. Elementary School Assembly Program - extend and implement elementary school assembly program and promotion throughout Orange County, seeking to conduct approximately 8 total assemblies during the contracted period. L This encompasses scheduling, supporting and promoting assemblies leveraging Officer John Reed or another professional speaker with elementary schools throughout Orange County. ii. Officer John Reed/professional speaker is responsible for conducting assemblies on his own, with the exception of 1-2 assemblies which will be additionally staffed for formal research and feedback as well as for quality control. iii. Tasks include booking assemblies, managing the annual calendar, promoting events through OCDE, school districts and individual school sites, capturing, posting and distributing video, photos and other content, creating and distributing information kits, post -event school follow-up and more. b. OCDE & School Districts Communication Program - develop and disseminate regular quarterly communications that promote ROC and P213 emergency preparedness initiatives to and through the county (OCDE) and school districts. Responsibilities: WBC shall: a. Develop the initiative and seek plan approval from the Santa Ana Project Manager in alignment with the ROC Steering Committee Santa Ana shall: a. Approve plan and activities Completion Criteria: 25G-29 is This task is considered complete upon delivery of presentations to the required schools and when the Santa Ana Project Manager signs the task completion letter. Completion is planned to occur by April 2019. TASK 5-C: MEDIA OUTREACH FEATURING READY FOX (FALL 2018) Objective: Implement a combined bus -mobile promotion featuring Ready Fox and Officer Friendly, or create illustrated version featuring only Ready Fox, in support of educational programming, family preparedness planning and the overall Promise to Prepare initiative. Task Description: Implement a bus -mobile advertising promotion throughout Orange County using previously created visuals of John Reed and Ready Fox (or new illustrated artwork featuring Ready Fox) to share the message of preparedness among the community. This includes a minimum buy of 20 OCTA bus ads and a minimum mobile/digital run of 4 -weeks. Responsibilities: WBC shall: a. Develop the initiative and seek plan (and creative, if needed) approval from the Santa Ana Project Manager in alignment with the ROC Steering Committee Santa Ana shall: a. Approve plan and activities Completion Criteria: This task is considered complete upon purchase and implementation of the bus advertising and when the Santa Ana Project Manager signs the task completion letter. Completion is planned to occur by October 2018. TASK 5-D: MEDIA OUTREACH FEATURING READY FOX (WINTER/SPRING 2018) Objective: Implement a combined bus -mobile promotion featuring Ready Fox and Officer Friendly, or create illustrated version featuring only Ready Fox, in support of educational programming, family preparedness planning and the overall Promise to Prepare initiative. Task Description: Implement a bus -mobile advertising promotion throughout Orange County using previously created visuals of John Reed and Ready Fox (or new illustrated artwork featuring Ready Fox) to share the message of preparedness among the community. This includes a minimum buy of 20 OCTA bus ads and a minimum mobile/digital run of 4 -weeks. Responsibilities: WBC shall: b. Develop the initiative and seek plan (and creative, if needed) approval from the Santa Ana Project Manager in alignment with the ROC Steering Committee Santa Ana shall: 16 25G-30 b. Approve plan and activities Completion Criteria: This task is considered complete upon purchase and implementation of the bus advertising and when the Santa Ana Project Manager signs the task completion letter. Completion is planned to occur by April 2019. TASK 5-E: PROFESSIONAL SERVICES STAFFING Objective: Provide professional staffing through Officer John Reed for education -based outreach such as school assemblies, after-school programs and other similar activities supporting the ROC campaign. Task Description: Officer Reed leads all staffing for school assemblies and other education -based programming. This includes staffing a minimum of two dozen elementary school assembly programs based on an annual events calendar coordinated, booked and administered by the Westbound team. This task covers both professional services fees and out of pocket costs for expenses such as mileage and materials. Responsibilities: WBC shall: a. Develop the initiative and seek plan approval from the Santa Ana Project Manager in alignment with the ROC Steering Committee Santa Ana shall: a. Approve plan and activities Completion Criteria: Services and costs under this task, since they are professional services, are invoiced monthly as accrued by Officer Reed. Detailed time sheets and expense reports will be submitted with all invoices. Completion of all assignments under this contract will occur by May 2019. TASK 6: COMMUNITY & CITIZENS OUTREACH Objective: Develop and implement ongoing community and citizens' outreach at targeted community, emergency preparedness, faith -based and other designated events and/or presentation venues, seeking to reach and engage with hundreds of thousands of citizens and community members. Task Description: See sub -tasks for specifics. Responsibilities: See sub -tasks for specifics. 25G-31 17 Completion Criteria: This task is considered complete when all budgeted sub -tasks have been completed in their respective entirety. TASK 6-A: COMMUNITY & CITIZENS OUTREACH (FALL 20181 Objective: Develop and implement ongoing community and citizens' outreach at targeted community, emergency preparedness, faith -based and other designated events and/or presentation venues, seeking to reach and engage with hundreds of thousands of citizens and community members. Task Description: Calendar, staff and manage up to 8 community (ex. Irvine Global Village Festival) and emergency preparedness (ex. Dana Point Preparedness Expo) events as well as presentations and faith -based Ready Sunday events to targeted community organ izations/groups. Activities include: a. Master Community & Citizen Events Calendar - create and manage a master annual calendar for all milestone events that ROC will participate in and/or staff in support of emergency preparedness outreach efforts and the P2P initiative. b. Event Promotion & Staffing - promote and staff (as appropriate) up to 8 community events throughout Orange County that are aligned with the Master Community & Citizen Events Calendar. Event activities may include table displays, team presentations, ROC/102P materials and giveaway distribution and more. Responsibilities: WBC shall: a. Develop the outreach and seek plan approval from the Santa Ana Project Manager in alignment with the ROC Steering Committee b. Execute the outreach in accordance with the approved plan Santa Ana shall: a. Approve plan and promotional elements Completion Criteria: This task is considered complete upon the completion of the calendared event outreach and when the Santa Ana Project Manager signs the task completion letter. Completion is planned December 2018. TASK 6-13: COMMUNITY & CITIZENS OUTREACH (WINTER/SPRING 2019) Objective: Develop and implement ongoing community and citizens' outreach at targeted community, emergency preparedness, faith -based and other designated events and/or presentation venues, seeking to reach and engage with hundreds of thousands of citizens and community members. is 25G-32 Task Description: Calendar, staff and manage up to 8 community (ex. Rossmoor Community Festival) and emergency preparedness (ex. OCWD Children's Water Festival) events as well as presentations and faith -based Ready Sunday events to targeted community organ izations/groups. Activities include: a. Master Community & Citizen Events Calendar - create and manage a master annual calendar for all milestone events that ROC will participate in and/or staff in support of emergency preparedness outreach efforts and the P213 initiative. b. Event Promotion & Staffing - promote and staff (as appropriate) up to 8 community events throughout Orange County that are aligned with the Master Community & Citizen Events Calendar. Event activities may include table displays, team presentations, ROC/P213 materials and giveaway distribution and more. Responsibilities: WBC shall: a. Develop the outreach and seek plan approval from the Santa Ana Project Manager in alignment with the ROC Steering Committee b. Execute the outreach in accordance with the approved plan Santa Ana shall: a. Approve plan and promotional elements Completion Criteria: This task is considered complete upon the completion of the calendared event outreach and when the Santa Ana Project Manager signs the task completion letter. Completion is planned by April 2019. TASK 7: 2018/2019 CORPORATE ADVISORY COUNCIL (CAC) & PARTNERING Objective: Continue managing current CAC group with emphasis on enhancing participation benefits, retaining current active members, and expanding successes in leveraging CAC resources, connections and contributions to the overall ROC initiative during the contract period. Task Description: See sub -tasks for specifics. Responsibilities: See sub -tasks for specifics. Completion Criteria: This task is considered complete when all budgeted sub -tasks have been completed in their respective entirety. TASK 7-A: CAC & PARTNERING (FALL 2018) 19 25G-33 Objective: Continue managing current CAC group with emphasis on enhancing participation benefits, retaining current active members, and expanding successes in leveraging CAC resources, connections and contributions to the overall ROC initiative during the year. Task Description: Continue momentum to expand the success of the council to help provide opportunities, extensions, and ongoing support for ROC. Activities include: a. CAC Designated Ambassador — continue to leverage and refine the designated CAC ambassadors to facilitate and deepen relationship efforts. b. One -on -One Outreach Tour— continue successful strategy to outreach to CAC members in a high -touch, one-to-one manner to generate customized opportunities for promotional investment and support of the ROC campaign. Responsibilities: WBC shall: a. Develop and implement the program with approval from the Santa Ana Project Manager in alignment with the ROC Steering Committee Santa Ana shall: a. Approve the program and promotional efforts Completion Criteria: This task will be implemented throughout the performance period and when the Santa Ana Project Manager signs the task completion letter. Completion is planned to occur by December 2018. TASK 7-13: CAC & PARTNERING (WINTER/SPRING 20191 Objective: Continue managing current CAC group with emphasis on enhancing participation benefits, retaining current active members, and expanding successes in leveraging CAC resources, connections and contributions to the overall ROC initiative during the year. Task Description: Continue momentum to expand the success of the council to help provide opportunities, extensions, and ongoing support for ROC. Activities include: a. CAC Designated Ambassador — continue to leverage and refine the designated CAC ambassadors to facilitate and deepen relationship efforts. b. One -on -One Outreach Tour— continue successful new strategy to outreach to CAC members in a high -touch, one-to-one manner to generate customized opportunities for promotional investment and support of the ROC campaign. Responsibilities: WBC shall: a. Develop and implement the program with approval from the Santa Ana Project Manager in alignment with the ROC Steering Committee 20 25G-34 Santa Ana shall: a. Approve the program and promotional efforts Completion Criteria: This task will be implemented throughout the performance period and when the Santa Ana Project Manager signs the task completion letter. Completion is planned by April 2019. TASK 8• WEBSITE, SOCIAL MEDIA & MOBILE OUTREACH AND MAINTENANCE Objective: Update, manage, host and maintain the ReadyOC.org website and provide recommendations for updates to improve the user experience and functionality. Also update, manage and maintain campaign social media channels 24/7 during the contract term. Website and social media will be leveraged to continue to support the campaign's public awareness and engagement activities. Task Description: See sub -tasks for specifics. Responsibilities: See sub -tasks for specifics. Completion Criteria: This task is considered complete when all budgeted sub -tasks have been completed in their respective entirety. TASK 8-A: WEBSITE, SOCIAL MEDIA. ONLINE & MOBILE APP OUTREACH AND MAINTENANCE (FALL 2018) Objective: Update, manage, host and maintain the ReadyOC.org website and provide recommendations for updates to improve the user experience and functionality. Also update, manage and maintain campaign social media channels, Twitter, Facebook, Instagram and YouTube, 24/7 through the fall 2018. Task Description: Handle all aspects of website and social media updates, optimization, hosting, maintenance, management and metrics/reporting needs in accordance with ROC approved processes and protocols. a. Web Hosting Service — coordinate and maintain third party hosting service for website on annual basis with service provider b. Interactive Web Elements - create and implement three Animoto presentations (online video/photo presentations) and three to four new focus area updates for the website homepage per month c. Quality Check — implement a quality check of all links, content and verbiage of the ReadyOC.org website to ensure content is up-to-date for visitors 21 25G-35 d. Social Media Content - create and share engaging photo, video and relevant preparedness content via social media channels daily, tracking the impressions weekly e. Manage and Enhance ROC Smartphone App — track downloads weekly, send monthly push notifications, update technical features and enhance smartphone app for Apple and Android mobile and tablet products with a new feature such improvement navigation and database functionality. f. App Promotion Plan & Program — develop and implement plan to promote and drive app downloads. This will include a mix of publicity, advertising, video, website, social media and other offline and online marketing elements. Responsibilities: WBC shall: a. Develop the initiative, elements and seek plan approval from the Santa Ana Project Manager in alignment with the ROC Steering Committee Santa Ana shall: a. Approve web elements, collateral materials and social media plan Completion Criteria: This task is considered complete upon the completion of the support period and when the Santa Ana Project Manager signs the task completion letter. Completion is planned by December 2018. Objective: Update, manage, host and maintain the ReadyOC.org website and provide recommendations for updates to improve the user experience and functionality. Also update, manage and maintain campaign social media channels, Twitter, Facebook, Instagram and YouTube, 24/7 during this period. Task Description: Handle all aspects of website and social media updates, optimization, hosting, maintenance, management and metrics/reporting needs in accordance with ROC approved processes and protocols. a. Web Hosting Service — coordinate and maintain third party hosting service for website on annual basis with service provider b. Interactive Web Elements - create and implement two Animoto presentations (online video/photo presentations) and three to four new focus area updates for the website homepage per month c. Quality Check — implement a quality check of all links, content and verbiage of the ReadyOC.org website to ensure content is up-to-date for visitors d. Social Media Content - create and share engaging photo, video and relevant preparedness content via social media channels daily, tracking the impressions weekly e. Manage and Enhance ROC Smartphone App — track downloads weekly, send monthly push notifications, update technical features and enhance smartphone app for Apple 22 25G-36 and Android mobile and tablet products with a new feature such improvement navigation and database functionality. f. App Promotion Plan & Program — develop and implement plan to promote and drive app downloads. This will include a mix of publicity, advertising, video, website, social media and other offline and online marketing elements. Responsibilities: WBC shall: a. Develop the initiative, elements and seek plan approval from the Santa Ana Project Manager in alignment with the ROC Steering Committee Santa Ana shall: a. Approve web elements, collateral materials and social media plan Completion Criteria: This task is considered complete upon the completion of the support period and when the Santa Ana Project Manager signs the task completion letter. Completion is planned by the end of March 2019. TASK 9: COLLATERAL MATERIALS Objective: Develop, produce and update ROC and P2P collateral materials for use in all programming as appropriate. Task Description: Handle design, writing, production and distribution of all materials supporting ROC and P2P initiatives. a. ROC Preparedness Bucket List Flyers, 2,000 total quantity b. ROC Family Emergency Plans, 15,000 total quantity c. P2P Fact Sheets, 15,000 total quantity Responsibilities: WBC shall: a. Develop all materials and seek approval from the Santa Ana Project Manager in alignment with the ROC Steering Committee b. Produce materials in accordance with Steering Committee approvals Santa Ana shall: a. Approve materials Completion Criteria: This task is considered complete upon the order or delivery of the promotional materials, given requirements in some instances for upfront payment, and when the Santa Ana Project Manager signs the task completion letter. Completion is planned to occur by December 2018. TASK 10: PROMOTIONAL MATERIALS 23 25G-37 Objective: Develop, produce and update ROC and P2P promotional materials for use in all programming as appropriate. Task Description: Handle design, writing, production and distribution of all materials supporting ROC and P2P initiatives. a. ROC/P2P Wristbands, 10,000 total quantity b. ROC/P2P Emergency Document Bags, 15,000 total quantity c. ROC/P2P Hand -Crank Flashlights, 1,000 total quantity Responsibilities: WBC shall: a. Develop all materials and seek approval from the Santa Ana Project Manager in alignment with the ROC Steering Committee b. Produce materials in accordance with Steering Committee approvals Santa Ana shall: a. Approve materials Completion Criteria: This task is considered complete upon the order or delivery of the promotional materials, given requirements in some instances for upfront payment, and when the Santa Ana Project Manager signs the task completion letter. Completion is planned to occur by February 2019. 24 25G-38 G1 Z IV V/ W_ a m c 0 N d n r LL 25G-39 m m m rn Q' m m rn m m rn m rn m rn m rn rn m rn m rn m rn m rn rn O O O N O N O N O N O N O N O N O N O N O N O N O N O N O N N N N N N N N N N N _ N N n N N > > U T > T U U U U d T O O li Q' O Z O Z Q O m Z Q O Q a O Q O Q n O O O O O O O O O O O O O O O O O O O O O O O O O O O OO O O O O O O O O O O O O O O O O 0 0 0 0 0 0 0 0 0 0 O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O c:5 O O O O 0 O OO 0 O O O O O O O O O O O O O O O O O O O O O O C 0 C 0 0 C 0 0 N O_ C) O) U N N uJ Ili h m O_ O_ m m O_ Hi E9 to M Vf !9 M to V3 fA Vi Vi Vi (9 to N M RA M M f9 NM M M Vf M fA O N n a rn ## U N d C ILN N Ol Ol Q� Z N m N 6 Q O .V'.. U NO O A O O O rn rn O 6 C C O O O O E E Q 0 E 0 0 E E a x a s LL =a LL a1 O_ oe as °a o c O a o s m o 0 m IL `m 5 OaMtNoN 5 O@ M N N 6 Q d Q m 0 0 LL O N m Zo mmaf w00 0 2 mmUm O -5 O O N O K mO O 0m mnNOi = o o im O O =OD O fJawQJaZn w LLU T cc ywYvwoM�!o lm Z0O O O O O O LL O LL r OE O J O Sn <OO N T b b m O m O m E E Ea E @ U O ZmvO mNmN U U O m O_ L) 0 O Y O Y Y a d QQ O I N 00 I I J O I� U U U w Q [l1 U O Q [D U Q m U O W Q m T N N N N CS CS th V V V<< Q Q] U O W Q m Q m C y N N N Y Y Y Y Y Y Y Y th m 1h N w IO (b r^ Y N. m m m M m m m y m m N N N 1A N N N N r N r t0 Y m Y m 1� y N m N m W y N r N r m y y rn fA to m m m r r r m r r y F- H m m H c a s a a a a a a a a o r r r r r r r r r r U 25G-39 Exhibit B If You See Something, Say Something (S4) — OC Initiative FYI S4 STATEMENT OF WORK General Information: The following Statement of Work (SOW) defines the principle activities and responsibilities of all parties for public outreach services to support the "If You See Something, Say Something" (S4) initiative for Orange County. This scope of work shall stand as an agreement between the City of Santa Ana (hereinafter Santa Ana) and Westbound Communications (hereinafter WBC). WBC will supply the following services during a 10 -month term: o S4 Media Promotions o Paid and sponsored advertising o Public Service Announcements (PSAs) o Earned media (editorial publicity) o Marketing Support for S4 Program 0 2018 marketing road map o Citizen and community outreach o Promotional partnering o Event marketing o Project Administration Services o S4 Microsite and Social Media Platform Management o Site maintenance management o Social media content development and outreach o Social media maintenance management No deviation of this SOW will be allowed without written consent from the Santa Ana Project Manager. Nevertheless, Santa Ana recognizes that projects of this magnitude will likely encounter various unforeseeable events that may cause tasks to overlap or change, and such change will be permissible with the approval of Santa Ana Project Manager. This SOW is contingent upon both WBC and Santa Ana fulfilling their respective responsibilities as defined in the Agreement and within this document. Contents The following are included with this SOW: • Task Descriptions • Project Change Order • Project Schedule • Milestone Payment Schedule 25G-40 General Project Management Responsibilities Project management occurs throughout the project and is involved in every task. The overall project management activities are listed here for reference. Westbound Responsibilities: a. Maintain project communications with Santa Ana's Project Manager. b. Manage the efforts of the WBC staff and coordinate WBC activities with the Santa Ana Project Manager. c. Conduct on-site status meetings with Santa Ana's Project Manager on a monthly basis or when reasonably required at the discretion of Santa Ana to discuss project status. d. Provide timely responses, within ten (10) business days, to issues raised by Santa Ana's Project Manager. e. Prepare and submit, no later than the fifth business day of each month, a status report that includes: the accomplishments of the previous month, activities planned for the current month and any update to the project schedule. f. Prepare and submit project Change Proposals to Santa Ana's Project Manager as necessary. g. Prepare and submit Task Completion Letter(s) to Santa Ana's Project Manager as necessary. Santa Ana Responsibilities: a. Maintain project communications with the WBC Project Manager. b. Manage the efforts of S4 involved staff and coordinate S4 activities with the WBC Project Manager. c. The Project Manager must ensure that their personnel have ample time, resources, and expertise to carry out their respective tasks and responsibilities. d. The Project Manager or his designee will participate in the status meeting with the WBC Project Manager on a monthly basis or as may otherwise be reasonably required to discuss project status. e. Provide timely responses, within ten (10) business days, to issues raised by the WBC Project Manager. f. Liaison with all Santa Ana -provided third -parry vendors and associated systems. g. Ensure acceptable Change Orders are approved by authorized signature(s). h. Ensure acceptable Task Completion Letter(s) are approved by the Project Manager or his designee. i. Ensure timely payment of invoices. j. Ensure WBC access to server and network equipment and work areas on a 24x7 basis, with pre -authorization for off -hours. k. Provide workspace for WBC personnel as reasonably requested. 25G-41 SOW Format: Each task includes the following: Title, Objective, Task Description, Responsibilities and Completion Criteria. The tasks are depicted on the project schedule. All parties recognize that the SOW is not formatted chronologically with contractual obligations defaulting to Project Schedule unless otherwise noted. TASK 1: 2018-19 S4 MARKETING ROAD MAP Objective: Create, establish and implement a formal marketing plan and road map to best promote and provide outreach for S4 during the campaign period. The road map will include project schedules, management procedures and proposed activities. Task Description: Develop, refine, review and approve plan for all campaign initiatives, including the marketing plan and project schedule. Activities include: a. Launch Meetings — conduct a minimum of two meetings with the Santa Ana Project Manager and one meeting with the S4 Steering Committee to present strategies and recommendations to get approval to proceed with the Road Map. b. 2018-19 Marketing Road Map — develop and submit a comprehensive marketing communications and promotions plan detailing strategies, objectives, tasks, schedules and metrics for all S4 activities during the contracted period. This includes delivery of a 30-40 slide PowerPoint deck plan that details all strategic goals and recommended programming for review by the S4 Steering Committee and for final approval by the Santa Ana Project Manager. c. Project Schedule — develop and complete a comprehensive project schedule that details timing for all activities. d. Project Management & Control Procedures — review and update, as needed, all currently approved control and administrative procedures (change orders, approval processes, etc.) and documents currently on file with the Santa Ana Project Manager. Responsibilities: WBC shall: a. Develop the initiative and seek plan approval from the S4 Steering Committee b. Execute the road map in accordance with approved plans Santa Ana shall: a. Approve the plan and promotion elements Completion Criteria: This task is considered complete upon the completion of the above deliverables and when the Santa Ana Project Manager signs the task completion letter. Planned completion and invoicing will be in October 2018. 25G-42 TASK 2: S4 STAKEHOLDER MEETINGS & PROMOTIONS Objective: Manage campaign updates, administration and promotions to the Steering Committee and Santa Ana Project Manager through activities including, but not limited to, meetings, monthly activity reporting, programming documentation, regular communications and presentations to Steering Committee and corresponding agency partners (ex: OCEMO, OCIAC, UAWG, COAD, OCCPSA, etc.). Task Description: Provide campaign and promotion updates to the Santa Ana Project Manager through daily and weekly phone calls, emails and meetings (as needed or requested). Manage the ongoing reporting and measurement of campaign data including event impressions, media coverage, social media impressions and website traffic, among others. Maintain weekly and monthly communication with the S4 Steering Committee, including at least one in-person meeting a quarter. Conduct up to eight presentations or meetings with agency and campaign partners. Responsibilities: WBC shall: a. Coordinate, manage and participate in at least one Steering Committee meeting per quarter b. Provide daily, weekly and monthly campaign and promotion updates to the Santa Ana Project Manager c. Manage the weekly and monthly reporting of campaign measurement d. Manage ongoing expense tracker, budget and campaign schedule e. Submit task completion letters with task invoices to the Santa Ana Project Manager Santa Ana shall: a. Approve campaign progress, updates and promotions b. Support and facilitate partnering and sponsorship efforts with Steering Committee Completion Criteria: This task is considered complete upon completion of administrative deliverables and when the Santa Ana Project Manager signs the completion letter for each subtask noted below. To assure cost and quality controls while accommodating the monthly nature of required work, the task completion is divided into quarterly periods, with each period being considered completed as described in the following subtasks. TASK 2-A: S4 STAKEHOLDER MEETING & PROMOTIONS (SEP -OCT 2018) Objective: Manage campaign updates, administration and promotions to the Steering Committee and Santa Ana Project Manager through activities including, but not limited to, meetings, monthly activity reporting, programming documentation, regular communications and presentations to Steering Committee and corresponding agency partners during this quarterly period. Task Description: Provide campaign and promotion updates to the Santa Ana Project Manager through daily and weekly phone calls, emails and meetings (as needed or requested). Manage the ongoing 4 25G-43 reporting and measurement of campaign data including event impressions, media coverage, social media impressions and website traffic, among others. Maintain weekly and monthly communication with the Steering Committee, including at least one formal meeting/conference call during the quarter, unless otherwise directed and approved by the Santa Ana Project Manager. Responsibilities: WBC shall: a. Coordinate, manage and participate in at least one Steering Committee meeting b. Provide daily, weekly and monthly campaign and promotion updates to the Santa Ana Project Manager c. Manage the weekly and monthly reporting of campaign measurement d. Manage ongoing expense tracker, budget and campaign schedule e. Submit task completion letters with task invoices to the Santa Ana Project Manager Santa Ana shall: a. Approve campaign progress, updates and promotions b. Support and facilitate partnering and sponsorship efforts with Steering Committee Santa Ana shall: a. Approve campaign progress, updates and promotions Completion Criteria: This task is considered complete upon completion of administrative deliverables and when the Santa Ana Project Manager signs the completion letter for the task. Planned completion and implementation is by the end of October 2018. TASK 2-B: S4 STAKEHOLDER MEETINGS & PROMOTIONS (NOV 2018 -FEB 2019 Objective: Manage campaign updates, administration and promotions to the Steering Committee'and Santa Ana Project Manager through activities including, but not limited to, meetings, monthly activity reporting, programming documentation, regular communications and presentations to Steering Committee and corresponding agency partners during this quarterly period. Task Description: Provide campaign and promotion updates to the Santa Ana Project Manager through daily and weekly phone calls, emails and meetings (as needed or requested). Manage the ongoing reporting and measurement of campaign data including event impressions, media coverage, social media impressions and website traffic, among others. Maintain weekly and monthly communication with the Steering Committee, including at least one formal meeting/conference call during the quarter, unless otherwise directed and approved by the Santa Ana Project Manager. Responsibilities: WBC shall: a. Coordinate, manage and participate in at least one Steering Committee meeting b. Provide daily, weekly and monthly campaign and promotion updates to the Santa Ana Project Manager 25G-44 c. Manage the weekly and monthly reporting of campaign measurement d. Manage ongoing expense tracker, budget and campaign schedule e. Submit task completion letters with task invoices to the Santa Ana Project Manager Santa Ana shall: a. Approve campaign progress, updates and promotions b. Support and facilitate partnering and sponsorship efforts with Steering Committee Santa Ana shall: a. Approve campaign progress, updates and promotions Completion Criteria: This task is considered complete upon completion of administrative deliverables and when the Santa Ana Project Manager signs the completion letter for the task. Planned completion and implementation is by the end of February 2019. TASK 2-C: S4 STAKEHOLDER MEETINGS & PROMOTIONS (MAR -APR 2019) Objective: Manage campaign updates, administration and promotions to the Steering Committee and Santa Ana Project Manager through activities including, but not limited to, meetings, monthly activity reporting, programming documentation, regular communications and presentations to Steering Committee and corresponding agency partners during this quarterly period. Task Description: Provide campaign and promotion updates to the Santa Ana Project Manager through daily and weekly phone calls, emails and meetings (as needed or requested). Manage the ongoing reporting and measurement of campaign data including event impressions, media coverage, social media impressions and website traffic, among others. Maintain weekly and monthly communication with the Steering Committee, including at least one formal meeting/conference call during the quarter, unless otherwise directed and approved by the Santa Ana Project Manager. Responsibilities: WBC shall: a. Coordinate, manage and participate in at least one Steering Committee meeting a. Provide daily, weekly and monthly campaign and promotion updates to the Santa Ana Project Manager b. Manage the weekly and monthly reporting of campaign measurement c. Manage ongoing expense tracker, budget and campaign schedule d. Submit task completion letters with task invoices to the Santa Ana Project Manager Santa Ana shall: a. Approve campaign progress, updates and promotions b. Support and facilitate partnering and sponsorship efforts with Steering Committee Santa Ana shall: a. Approve campaign progress, updates and promotions 25G-45 Completion Criteria: This task is considered complete upon completion of administrative deliverables and when the Santa Ana Project Manager signs the completion letter for the task. Planned completion and implementation is by the end of April 2019. TASK 2-D: S4 STAKEHOLDER MEETINGS & PROMOTIONS (MAY -JUN 2019 Objective: Manage campaign updates, administration and promotions to the Steering Committee and Santa Ana Project Manager through activities including, but not limited to, meetings, monthly activity reporting, programming documentation, regular communications and presentations to Steering Committee and corresponding agency partners during this quarterly'period. Task Description: Provide campaign and promotion updates to the Santa Ana Project Manager through daily and weekly phone calls, emails and meetings (as needed or requested). Manage the ongoing reporting and measurement of campaign data including event impressions, media coverage, social media impressions and website traffic, among others. Maintain weekly and monthly communication with the Steering Committee, including at least one formal meeting/conference call during the quarter, unless otherwise directed and approved by the Santa Ana Project Manager. Responsibilities: WBC shall: a. Coordinate, manage and participate in at least one Steering Committee meeting b. Provide daily, weekly and monthly campaign and promotion updates to the Santa Ana Project Manager c. Manage the weekly and monthly reporting of campaign measurement d. Manage ongoing expense tracker, budget and campaign schedule e. Submit task completion letters with task invoices to the Santa Ana Project Manager Santa Ana shall: a. Approve campaign progress, updates and promotions b. Support and facilitate partnering and sponsorship efforts with Steering Committee Santa Ana shall: a. Approve campaign progress, updates and promotions Completion Criteria: This task is considered complete upon completion of administrative deliverables and when the Santa Ana Project Manager signs the completion letter for the task. Planned completion and implementation is by the end of June 2019. TASK 3: S4 MEDIA PROMOTIONS Objective: Develop and implement a comprehensive media promotion program to maximize campaign visibility through paid, sponsored and earned coverage through a combination of outdoor (bus 25G-46 shelters, buses, kiosks, billboards, etc.), print, online, digital and broadcast media Task Description: See sub -tasks for specifics. Responsibilities: See sub -tasks for specifics. Completion Criteria: This task is considered complete when budgeted sub -tasks have been completed in their respective entirety. TASK 3-A: OUTDOOR PROGRAM (FALL 2018 Objective: Develop and implement an awareness program using bus ads, bus shelters, venue kiosks, facility displays, window clings and other outdoor mediums as appropriate. Task Description: Design and produce a minimum of three graphic designs (updated and/or customized "animal' graphics, mobile app promo or other) approved by the Project Manager with support from the S4 Steering Committee and then secure minimum of 50 placements (ex. on bus sides, bus interiors, in bus shelters, etc.) generating a minimum of three million measured impressions. Responsibilities: WBC shall: a. Create and produce three graphic designs and secure a minimum of 50 media placements as described above Santa Ana shall: a. Review and approve the three graphics and the secured media opportunities Completion Criteria: This task is considered complete upon the completion of the deliverables, the pre -purchase of negotiated advertising and/or sponsored space and when the Santa Ana Project Manager signs the task completion letter. Planned completion is November 2018. TASK 3-13: DIGITAL/MOBILE MEDIA PROGRAM (FALL 20181 Objective: Update and expand a mobile/digital awareness program and app download support initiative using geo-targeted digital and/or online media leveraging the animal, mobile app promo and/or other approved graphics. Task Description: Design and produce a minimum of three graphic designs (animal graphics or other) approved by the Project Manager and then research and secure geo-targeted digital/online advertising (delivering a minimum of two million impressions) to drive awareness and promote S4 mobile s 25G-47 app downloads. Responsibilities: WBC shall: a. Create and produce three graphic designs and secure a minimum of media placements as described above Santa Ana shall: a. Review and approve the three graphics and the secured media opportunities Completion Criteria: This task is considered complete upon the completion of the deliverables, the pre -purchase of negotiated advertising and/or sponsored space and when the Santa Ana Project Manager signs the task completion letter. Planned completion is December 2018. TASK 3-C: S4 OUTDOOR OR CINEMA MEDIA PROGRAM (SPRING 2019 Objective: Leverage the fall 2018 program OR explore and implement a selective theater -based PSA program (using still or :30 video PSAs) that promotes the campaign message and emphasizes/encourages active mobile app downloads. Task Description: Leverage existing graphics from fall 2018 OR develop new creative for theater use approved by the Project Manager with support from the S4 Steering Committee. Then either secure a minimum of 50 placements (ex. on bus sides, bus interiors, in bus shelters, etc.) generating a minimum of three million measured impressions OR secure selected placements within OC - based theaters to generate a minimum of one million highly targeted impressions. Responsibilities: WBC shall: a. Create and produce three graphic designs and secure a minimum of 50 media placements OR produce a slide/:30 PSA as described above Santa Ana shall: a. Review and approve the three graphics and the secured media opportunities Completion Criteria: This task is considered complete upon the completion of the deliverables, the pre -purchase of negotiated advertising and/or sponsored space and when the Santa Ana Project Manager signs the task completion letter. Planned completion is April 2019. TASK 3-D: DIGITAL/ONLINE MEDIA PROGRAM (SPRING 2019) Objective: Update and expand a mobile/digital awareness program and app download support initiative using geo-targeted digital and/or online media leveraging the animal, mobile app promo and/or other approved graphics. 9 25G-48 Task Description: Design and produce a minimum of three graphic designs (animal graphics or other) approved by the Project Manager and then research and secure geo-targeted digital/online advertising (delivering a minimum of two million impressions) to drive awareness and promote S4 mobile app downloads. Responsibilities: WBC shall: a. Create and produce three graphic designs and secure a minimum of media placements as described above Santa Ana shall: a. Review and approve the three graphics and the secured media opportunities Completion Criteria: This task is considered complete upon the completion of the deliverables, the pre -purchase of negotiated advertising and/or sponsored space and when the Santa Ana Project Manager signs the task completion letter. Planned completion is May 2019. TASK 4: S4 MOBILE APP MANAGEMENT & GENERAL PROMOTIOM Objective: Continue to develop, update, expand and promote the campaign's S4 mobile app to enhance content, functionality and accessibility, as well as to support downloads. Task Description: See sub -tasks for specifics. Responsibilities: See sub -tasks for specifics. Completion Criteria: This task is considered complete when budgeted sub -tasks have been completed in their respective entirety. TASK 4-A: S4 MOBILE APP DEVELOPMENT & PROMOTION (FALL 2018) Objective: Update, manage, maintain and track the campaign's mobile app content, platform and performance 24/7 in accordance with approved processes and protocols. In addition, support promotional efforts that encourage and drive downloads. This includes developing and/or updating one promotional flyer (8.5" x 11 ") and one promotional "business card" as handouts/giveaways that guide community members/users to the app and highlight app capabilities. Task Description: 25G-49 10 Maintain the campaign's mobile app through daily and weekly management, maintenance and measurement. Responsibilities: WBC shall: a. Update content as appropriate b. Manage the hosting of the mobile app platform c. Develop and/or update and produce one promotional flyer and one "business card" for community distribution in hard copy and digitally Santa Ana shall: a. Approve app updates, management activities, and promotional support materials Completion Criteria: The task is considered complete upon the completion of deliverables and when the Santa Ana Project Manager signs the task completion letter in October 2018. TASK 4-13: S4 MOBILE APP DEVELOPMENT & PROMOTION (SPRING 2019) Objective: Update, manage, maintain and track the campaign's mobile app content, platform and performance 24/7 in accordance with approved processes and protocols. In addition, support promotional efforts that encourage and drive downloads. Task Description: Maintain the campaign's mobile app through daily and weekly management, maintenance and measurement. Responsibilities: WBC shall: a. Update content as appropriate b. Manage the hosting of the mobile app platform Santa Ana shall: a. Approve app updates, management activities, and promotional support materials Completion Criteria: The task is considered complete upon the completion of deliverables and when the Santa Ana Project Manager signs the task completion letter in April 2019. TASK 5: S4 SOCIAL MEDIA AND MICROSITE MANAGEMENT & MAINTENANCE Objective: Update, manage and maintain the campaign social media channels and the KeepOCSafe.org microsite technical and content platforms 24/7 during the contract term. Both platforms will continue to support the campaign's public awareness and engagement activities. Task Description: 25G-50 ii See sub -tasks for specifics. Responsibilities: See sub -tasks for specifics. Completion Criteria: This task is considered complete when all budgeted sub -tasks have been completed in their respective entirety. TASK 5-A: S4 SOCIAL MEDIA & MICROSITE MANAGEMENT (SEP -OCT 2018 Objective: Update, manage and maintain the campaign's social media channels technical and content platforms 24/7, all in accordance with the approved processes and protocols for each medium. In addition, update, manage and maintain the KeepOCSafe.org microsite technical and content platforms. The microsite will continue to support the campaign's public awareness and engagement activities. Task Description: Maintain the campaign's Twitter, Instagram and YouTube social media platforms through daily and weekly content updates, management, maintenance and measurement. This includes, but is not limited to, content research and updates, social media plan, protocol and tracking. Create and implement at least one Animoto or other video/photo presentation. Host, maintain and refresh the KeepOCSafe.org microsite through weekly and monthly technical and content platform updates. These include, and are not limited to, event and backpack display schedules, photos, media coverage, link updates and more. Responsibilities: WBC shall: a. Share content including, but not limited to, videos, graphics, links and photos, via the campaign's Twitter, Instagram and YouTube platforms a minimum of 10 times a week b. Develop and produce one Animoto with approval from the Steering Committee. c. Host the KeepOCSafe.org microsite. d. Manage one technical and content microsite platform update a month. Santa Ana shall: a. Approve microsite updates and management activities, along with social media platform elements. Completion Criteria: The task is considered complete upon the completion of deliverables and when the Santa Ana Project Manager signs the task completion letter in October 2018. TASK 5-B: S4 SOCIAL MEDIA & MICROSITE MANAGEMENT (NOV-DEC 2018) 12 25G-51 Objective: Update, manage and maintain the campaign's social media channels technical and content platforms 24/7, all in accordance with the approved processes and protocols for each medium. In addition, update, manage and maintain the KeepOCSafe.org microsite technical and content platforms. The microsite will continue to support the campaign's public awareness and engagement activities. Task Description: Maintain the campaign's Twitter, Instagram and YouTube social media platforms through daily and weekly content updates, management, maintenance and measurement. This includes, but is not limited to, content research and updates, social media plan, protocol and tracking. Create and implement at least one Animoto or other video/photo presentation. Host and maintain the KeepOCSafe.org microsite through weekly and monthly technical and content platform updates. These include, and are not limited to, event and backpack display schedules, photos, media coverage, link updates and more. Responsibilities: WBC shall: a. Share content including, but not limited to, videos, graphics, links and photos, via the campaign's Twitter, Instagram and YouTube platforms a minimum of 10 times per week. b. Develop and produce one Animoto with approval from the Steering Committee. c. Host the KeepOCSafe.org microsite. d. Manage one technical and content microsite platform update a month. Santa Ana shall: a. Approve microsite updates and management activities, along with social media platform elements. Completion Criteria: The task is considered complete upon the completion of deliverables and when the Santa Ana Project Manager signs the task completion letter in December 2018. TASK 5-C: S4 SOCIAL MEDIA & MICROSITE MANAGEMENT (JAN -MAR 2019 Objective: Update, manage and maintain the campaign's social media channels technical and content platforms 24/7, all in accordance with the approved processes and protocols for each medium. In addition, update, manage and maintain the KeepOCSafe.org microsite technical and content platforms. The microsite will continue to support the campaign's public awareness and engagement activities. Task Description: Maintain the campaign's Twitter, Instagram and YouTube social media platforms through daily and weekly content updates, management, maintenance and measurement. This includes, but is not limited to, content research and updates, social media plan, protocol and tracking. Create and implement at least one Animoto or other video/photo presentation. 13 25G-52 Host and maintain the KeepOCSafe.org microsite through weekly and monthly technical and content platform updates. These include, and are not limited to, event and backpack display schedules, photos, media coverage, link updates and more. Responsibilities: WBC shall: e. Share content including, but not limited to, videos, graphics, links and photos, via the campaign's Twitter, Instagram and YouTube platforms a minimum of 10 times per week. f. Develop and produce one Animoto with approval from the Steering Committee. g. Host the KeepOCSafe.org microsite. h. Manage one technical and content microsite platform update a month. Santa Ana shall: b. Approve microsite updates and management activities, along with social media platform elements. Completion Criteria: The task is considered complete upon the completion of deliverables and when the Santa Ana Project Manager signs the task completion letter in March 2019. TASK 5-D: S4 SOCIAL MEDIA & MICROSITE MANAGEMENT (APR -JUN 2019 Objective: Update, manage and maintain the campaign's social media channels technical and content platforms 24/7, all in accordance with the approved processes and protocols for each medium. In addition, update, manage and maintain the KeepOCSafe.org microsite technical and content platforms. The microsite will continue to support the campaign's public awareness and engagement activities. Task Description: Maintain the campaign's Twitter, Instagram and YouTube social media platforms through daily and weekly content updates, management, maintenance and measurement. This includes, but is not limited to, content research and updates, social media plan, protocol and tracking. Create and implement at least one Animoto or other video/photo presentation. Host and maintain the KeepOCSafe.org microsite through weekly and monthly technical and content platform updates. These include, and are not limited to, event and backpack display schedules, photos, media coverage, link updates and more. Responsibilities: WBC shall: i. Share content including, but not limited to, videos, graphics, links and photos, via the campaign's Twitter, Instagram and YouTube platforms a minimum of 10 times per week. j. Develop and produce one Animoto with approval from the Steering Committee. k. Host the KeepOCSafe.org microsite. I. Manage one technical and content microsite platform update a month. 14 25G-53 Santa Ana shall: c. Approve microsite updates and management activities, along with social media platform elements. Completion Criteria: The task is considered complete upon the completion of deliverables and when the Santa Ana Project Manager signs the task completion letter in June 2019. TASK 6: S4 MATERIALS & RESOURCES Objective: Develop, produce and update campaign collateral and resource materials for use in all programming as appropriate. Task Description: See sub -tasks for specifics. Responsibilities: See sub -tasks for specifics. Completion Criteria: This task is considered complete when all budgeted sub -tasks have been completed in their respective entirety. TASK 6-A: S4 COLLATERAL MATERIALS Objective: Develop, produce and update campaign collateral materials for use in all programming as appropriate. Task Description: Manage the design, drafting, production and distribution of collateral materials in support of the S4 campaign initiatives. The materials that will be produced are: a. Updated S4 Consumer Handout: 2,000 total quantity b. S4 Color Sheets: 2,000 total quantity Responsibilities: WBC shall: a. Develop all materials and seek approvals from the Steering Committee b. Produce materials in accordance with Steering Committee approvals Santa Ana shall: a. Approve the collateral material elements. Completion Criteria: This task is considered complete upon delivery of the collateral materials and when the Santa Ana Project Manager signs the task completion letter. Completion is planned to occur by October 2018. 15 25G-54 TASK 6-13: S4 RESOURCE MATERIALS Objective: Develop, produce and update campaign resource materials for use in all programming as appropriate. Task Description: Manage the design, drafting, production and distribution of resource materials in support of the S4 campaign initiatives. The resource materials that will be produced are: a. S4 Ribbon Magnets: 1,000 total quantity. b. S4 Additional Promotional Item (e.g. branded wristbands, campaign stickers): 1,000 total quantity. Responsibilities: WBC shall: a. Develop all materials and seek approvals from the Steering Committee. b. Produce materials in accordance with Steering Committee approvals. Santa Ana shall: a. Approve the resource material elements. Completion Criteria: This task is considered complete upon delivery of the collateral materials and when the Santa Ana Project Manager signs the task completion letter. Completion is planned to occur by February 2019. TASK 7: S4 CITIZENS & COMMUNITY OUTREACH Objective: Continue to conduct community and citizens' outreach to secure the campaign's presence at events, via the giant red backpack display and/or through any additional Project Manager - approved promotional element at venues to build on the existing awareness of the campaign. Task Description: See sub -tasks for specifics. Responsibilities: See sub -tasks for specifics. Completion Criteria: This task is considered complete when all budgeted sub -tasks have been completed in their respective entirety. TASK 7-A: S4 CITIZENS & COMMUNITY OUTREACH (SEP -OCT 2018) Objective: 25G-55 16 Continue to conduct community and citizens' outreach to secure the campaign's presence at events via installation of the giant red backpack or comparable approved promotional display and through program -branded materials/signage (ex. T -stands, flyers, posters, signs, window clings, etc.) that are customized and hand -delivered to select countywide venues, community events or facilities. The aim for all outreach is to build on existing awareness campaign awareness. Task Description: Secure a minimum of 5 total venues/events for displays, with a minimum of two displaying the red backpack display. Activities include: a. Master Community & Citizen Events Calendar — create and manage a master annual calendar for all display installation and materials distribution. This includes research and venue/event solicitation for the campaign. b. Display Installation and Management — handle all display logistics for at least two backpack installations. c. Materials Distribution & Management — handle all materials distribution and management for a minimum of 3 total sites/facilities. Responsibilities: WBC shall: a. Develop the outreach and seek plan approval from the ROC Steering Committee. b. Execute the outreach in accordance with the approved plan. Santa Ana shall: a. Approve plan and promotional elements Completion Criteria: This task is considered complete upon the completion of the calendared event outreach and when the Santa Ana Project Manager signs the task completion letter. Formal calendaring of upcoming events will incur upfront logistics and event fees. Completion is planned for October 2018. TASK 7-13: S4 CITIZENS & COMMUNITY OUTREACH (NOV 2018 -JAN 2019 Objective: Continue to conduct community and citizens' outreach to secure the campaign's presence at events and or display of the giant red backpack or another promotional element at venues through the development and extension of promotional partners to build on the existing awareness of the campaign. Task Description: Secure a minimum of 5 total venues/events for displays, with a minimum of two displaying the red backpack display. Activities include: 25G-56 17 a. Master Community & Citizen Events Calendar — create and manage a master annual calendar for all display installation and materials distribution. This includes research and venue/event solicitation for the campaign. b. Display Installation and Management — handle all display logistics for at least two backpack installations. , c. Materials Distribution & Management — handle all materials distribution and management for a minimum of three total sites/facilities. Responsibilities: WBC shall: a. Develop the outreach and seek plan approval from the ROC Steering Committee. b. Execute the outreach in accordance with the approved plan. Santa Ana shall: a. Approve plan and promotional elements Completion Criteria: This task is considered complete upon the completion of the calendared event outreach and when the Santa Ana Project Manager signs the task completion letter. Formal calendaring of upcoming events will incur upfront logistics and event fees. Completion is planned for January 2019. TASK 7-C: S4 CITIZENS & COMMUNITY OUTREACH (FEB -MAR 2019 Objective: Continue to conduct community and citizens' outreach to secure the campaign's presence at events and or display of the giant red backpack or another promotional element at venues through the development and extension of promotional partners to build on the existing awareness of the campaign. Task Description: Secure a minimum of 5 total venues/events for displays, with a minimum of two displaying the red backpack display. Activities include: a. Master Community & Citizen Events Calendar — create and manage a master annual calendar for all display installation and materials distribution. This includes research and venue/event solicitation for the campaign. b. Display Installation and Management — handle all display logistics for at least two backpack installations. c. Materials Distribution & Management — handle all materials distribution and management for a minimum of three total sites/facilities. Responsibilities: WBC shall: a. Develop the outreach and seek plan approval from the ROC Steering Committee. b. Execute the outreach in accordance with the approved plan. Santa Ana shall: 25G-57 is a. Approve plan and promotional elements Completion Criteria: This task is considered complete upon the completion of the calendared event outreach and when the Santa Ana Project Manager signs the task completion letter. Formal calendaring of upcoming events will incur upfront logistics and event fees. Completion is planned for March 2018. TASK 7-D: S4 CITIZENS & COMMUNITY OUTREACH (APR -JUN 2019) Objective: Continue to conduct community and citizens' outreach to secure the campaign's presence at events and or display of the giant red backpack or another promotional element at venues through the development and extension of promotional partners to build on the existing awareness of the campaign. Task Description: Secure a minimum of 5 total venues/events for displays, with a minimum of two displaying the red backpack display. Activities include: a. Master Community & Citizen Events Calendar— create and manage a master annual calendar for all display installation and materials distribution. This includes research and venue/event solicitation for the campaign. b. Display Installation and Management — handle all display logistics for at least two backpack installations. c. Materials Distribution & Management — handle all materials distribution and management for a minimum of 3 total sites/facilities. Responsibilities: WBC shall: a. Develop the outreach and seek plan approval from the ROC Steering Committee. b. Execute the outreach in accordance with the approved plan. Santa Ana shall: a. Approve plan and promotional elements Completion Criteria: This task is considered complete upon the completion of the calendared event outreach and when the Santa Ana Project Manager signs the task completion letter. Formal calendaring of upcoming events will incur upfront logistics and event fees. Completion is planned for June 2019. 19 25G-58 m 25G-59 0 N m m m m� m m m rn m rn m m rn m w m rn m m • O O O O N O O O O O O O O O O m O O O O O N N N N C N O N N N 6 N o N N ` N N N N N C N� N N N N N 0[0 CL O O LL' Z O¢ 0 O d Q O O O t0 LL O 0 0 0 0 0 0 o o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 S 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 D o d o 0 0 0 0 0 0 0 0 0 0 0 0 o e 0 0 0 0 0 0 0 0 0 0 C 0 C 0 C 0 0 0 o 0 S o 0 0 C 0 0 0 o 0 u� 0 m 0 o 0 0 0 0 0 0 0 0 0 0 R9 fA !9 t9 (A f9 fA f9 fA 4f (9 fA M RA f9 E9 EA fA M M fA fA � N m m W W Of N N O p O U N N O O O� m g N Qi O O O C Q1 m N c E E E EE E m Ol P N m N N m C C C C N CC m O O O O 6?O > _NE E E E E O0 . ¢ O) f7 O LL O O S O a` a` a` a` E a E •a al ai •e '� `� m ai a a o. a w ami ami a1Oi ami m s A m m m m E F 9- v a Q a 5 c c E m a E m a •7 d d¢ 0 0 n n w v 0 p a Z o o Q y O a a n>> F J Z5 6 E> E> EQ m OadM> E U U> O > m •a m m r lO (O !O !0 O O W N N(Oj fp N N !q Y W (n In (n (n O a �° O 'y a Z O 0 O M N N N N C O sY V V sT K m a O Q U V 0 Q iv y??? m O m N Q 0 0 0 0 Q gO _ U U N J O U N w U U U U �-' W W m 0 G N Y• � d w ¢ m o o ¢ m o o ¢ m ¢ m(J o ¢ m ¢ m o o NC -4 N N f�J an t� NJ V < ui ui cp cb 1� ri r r Y YN Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y r r r r r r r r r r r r r r r r r r r r a V C Y Y Y N F F 0 25G-59 0 N 25G-60