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Item 22 - Consumer Confidence Report and Auxiliary Services
Public Works Agency www.santa-ana.org/public-works Item # 22 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report July 18, 2023 TOPIC: Consumer Confidence Report and Auxiliary Services AGENDA TITLE Approve Agreements with Communications LAB, CV Strategies, and Straightline Communications LLC for On -Call Consumer Confidence Report and Auxiliary Services in an Aggregate Amount Not to Exceed $900,000, for up to Five -Year Terms (RFP 23- 014) (Non -General Fund) RECOMMENDED ACTION Authorize the City Manager to execute an agreement with Communications LAB, CV Strategies, and Straightline Communications LLC to provide annual Consumer Confidence Report and Auxiliary Services on an as needed basis, in an aggregate amount not to exceed $900,000, for a three-year term beginning July 18, 2023 and expiring July 17, 2026 with an option for one, two-year extension, subject to non - substantive changes approved by the City Manager and City Attorney. DISCUSSION The Public Works Agency (PWA)'s Water Resources Division oversees and maintains the daily operations of the Water System and Sanitary Sewer System. The City's water system is comprised of approximately 478 miles of water mains with the sewer system having approximately 390 miles of sewer mains serving the 333,000 residents and businesses of the City of Santa Ana. The City's Water Resources Division is required by the California Health & Safety Code §116470 and California Code of Regulations, Title 22, Article 20 to prepare an annual water quality Consumer Confidence Report (CCR) and provide it to customers by July 1S' of each year. The CCR summarizes information regarding the water quality of the City's local and imported water sources, detected contaminants, compliant drinking water regulations (including monitoring requirements), and educational outreach information. Additionally, consultants will assist the Water Resources Division with the following: create a strategic plan, update the website, create public service announcement videos, community outreach, and promotional service campaigns. A Request for Proposals (RFP) for preparation of the Water Quality CCR and Auxiliary Support Services was advertised on April 13, 2023 on the City's online bid management Consumer Confidence Report and Auxiliary Services July 18, 2023 Page 2 and publication system. Over 1,025 vendors received notification related to City's RFP. A total of three proposals were received, evaluated by a selection committee, and deemed qualified to fulfill the City's requirements. Firm Location Communications Lab Oran e, CA CV Strategies Palm Desert, CA Strai htline Communications LLC Sherman Oaks, CA Staff recommends awarding agreements to the following consultants: Communications Lab, CV Strategies, and Straightline Communications LLC. All three firms have submitted proposals and references that demonstrate a strong history of professional and consistent service provisions. FISCAL IMPACT The current fiscal year funding is available in FY 2023-24 budget and future fiscal year funding will be included in the proposed budgets for City Council consideration. Funds for extension options, if exercised, will be included in the proposed budgets for subsequent years. Fiscal Accounting Fund Accounting Unit, Amount Year Unit — Description Account Account # Description Contract 3-Year Term FY 23-24 06017644- Water Water Quality, $180,000 62300 Contract Services - Professional FY 24-25 06017644- Water Water Quality, $180,000 62300 Contract Services - Professional FY 25-26 06017644- Water Water Quality, $180,000 62300 Contract Services - Professional Optional Contract Extension 2-Year Term FY 26/27 06017644- Water Water Quality, $180,000 62300 Contract Services - Professional FY 27/28 06017644- Water Water Quality, $180,000 62300 Contract Services - Professional TOTAL: $900,000 Consumer Confidence Report and Auxiliary Services July 18, 2023 Page 3 EXHIBIT(S) 1. Agreement with Communications LAB 2. Agreement with CV Strategies 3. Agreement with Straightline Communications LLC Submitted By: Nabil Saba, P.E., Executive Director — Public Works Agency Approved By: Kristine Ridge, City Manager EXHIBIT 1 CONSULTANT AGREEMENT BETWEEN THE CITY OF SANTA ANA AND COMMUNICATIONS LAB FOR PREPARATION OF CONSUMER CONFIDENCE REPORTS AND AUXILIARY SERVICES ON AN ON -CALL BASIS THIS AGREEMENT is made and entered into on this 18th day of July, 2023 by and between Communications LAB ("Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. On April 13, 2023 the City issued a Request for Proposal ("RFP") No. 23-014, by which it desired to retain a consultant having special skill and knowledge in the preparation of Annual Consumer Confidence Reports regarding the City's water system and sanitary sewer system, as well as the performance of the following "Auxiliary Services" including, but not limited to: the creation of a Strategic Plan; updating the City website and web based CCR; composing and designing ready for print brochures, postcards letters, and bill inserts for public distribution; development of water related campaigns; targeted outreach for water campaigns; creation of live action media and videos including Public Service Announcements, on an on -call basis for the City's Public Works Agency. B. Consultant submitted a responsive proposal that was among those selected by the City. Consultant represents that it is able and willing to provide such services described in the scope of work that was included in the RFP No. 23-014. C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Consultant shall perform all those services described above and described in the scope of work section included in RFP No. 23-014 on an on -call basis and at the City's sole discretion during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described and set forth above, and in the "Scope of Services - Exhibit A", attached hereto and incorporated by reference, and as further described in Consultant's Proposal, attached hereto an incorporated herein by this reference as "Consultant's Proposal - Exhibit B". 2. COMPENSATION a. City neither warrants nor guarantees any minimum or maximum compensation to Consultant under this Agreement. Consultant shall be paid only for actual services Page 1 of 9 performed under this Agreement at the rates and charges identified in Consultant's Fee Proposal, which is attached hereto and fully incorporated herein by this reference as "Compensation - Exhibit C". Consultant is one of three (3) separate consultants selected to provide services on an on -call basis under RFP No. 23-014. The total compensation for services provided by all consultants selected under RFP No. 23-014 shall not exceed the shared aggregate amount of $900,000.00 during the term of this Agreement, including any extension periods, as set forth in Section 3, below. b. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. 3. TERM This Agreement shall commence on July 18, 2023 and end on July 17, 2026 for an initial three-year term, with the option for the City to grant one (1), two-year extension exercisable by a writing by the City Manager and the City Attorney, unless terminated earlier in accordance with Section 15, below. 4. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer -employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 5. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant shall require all subconsultants to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subconsultant prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. Page 2 of 9 6. INSURANCE Consultant shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Consultant, its agents, representatives, employees or subconsultants. a. Consultant shall not commence work for the City until it has provided evidence satisfactory to the City that it has secured all insurance required under this Section. In addition, Consultant shall not allow any subconsultant to commence work on any subcontract until it has secured all insurance required under this Section. b. Insurance coverage shall be at least as broad as: (i) Commercial General Liability (CGL): Insurance Services Office Form CG 00 O1 covering CGL on an "occurrence" basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000.00 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit. (ii) Workers' Compensation insurance as required by the State of California, with Statutory Limits, and Employer's Liability Insurance with limit of no less than $1,000,000.00 per accident for bodily injury or disease. (iii)Professional Liability (Errors and Omissions) Insurance appropriates to the Consultant's profession, with limit no less than $1,000,000.00 per occurrence or claim, $2,000,000.00 aggregate. (iv)If the Consultant maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City. c. Other Insurance Provisions. The insurance policies are to contain, or be endorsed to contain, the following provisions: (i) Additional Insured Status. The City, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Consultant including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Consultant's insurance (at least Page 3 of 9 as broad as ISO Form CG 20 10 1185 or both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if later revisions used). (ii) Primary Coverage. For any claims related to this contract, the Consultant's insurance coverage shall be primary insurance primary coverage at least as broad as ISO CG 20 01 04 13 as respects the City, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Consultant's insurance and shall not contribute with it. (iii)Notice of Cancellation. Each insurance policy required above shall state that coverage shall not be canceled, except with notice to the City. (iv)Waiver of Subrogation. Consultant hereby grants to City a waiver of any right to subrogation which any insurer of said Consultant may acquire against the City by virtue of the payment of any loss under such insurance. Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer. (v) Self -Insured Retentions. Self -insured retentions must be declared to and approved by the City. The City may require the Consultant to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self - insured retention may be satisfied by either the named insured or City. (vi)Acceptability of Insurers. Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best's rating of no less than A: VII, unless otherwise acceptable to the City. (vii) Verification of Coverage. Consultant shall furnish the City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to City before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant's obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. (viii) Subcontractors. Consultant shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Consultant shall ensure that City is an additional insured on insurance required from subcontractors. Page 4 of 9 (ix)Special Risks or Circumstances. City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. 7. INDEMNIFICATION Consultant agrees to defend, and shall 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 negligent operations of the Consultant, its subconsultants, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Consultant's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. 8. INTELLECTUAL PROPERTY INDEMNIFICATION Consultant shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Consultant to the City pursuant to this Agreement. 9. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three Page 5 of 9 (3) years from the date of final payment to Consultant under this Agreement. 10. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 11. CONFLICT OF INTEREST CLAUSE 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. 12. NON-DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 13. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any Page 6 of 9 party, which is not embodied herein. 14. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other consultant and/or consultants retained by City. 15. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 16. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 17. JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 18. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder Page 7 of 9 and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 19. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Jennifer L. Hall City Clerk City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 With courtesy copies to: Nabil Saba Executive Director of Public Works Agency City of Santa Ana 20 Civic Center Plaza P.O. Box 1988 Santa Ana, California 92702 To Consultant: Arianna Barrios Chief Executive Officer Communications LAB 701 E. Chapman Avenue Orange, CA 92866 Phone: 949-215-5549 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these Page 8 of 9 time frames, weekends, federal, state, County or City holidays shall be excluded. 20. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: JENNIFER L. HALL City Clerk APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By: J THAN T. MART Z Assistant City Attorney RECOMMENDED FOR APPROVAL: NABIL SABA Executive Director Public Works Agency CITY OF SANTA ANA: KRISTINE RIDGE City Manager CONSULTANT: ARi NNA BARRIOS Chief Executive Officer Page 9 of 9 EXHIBIT A SCOPE OF SERVICES Exhibit A CITY OF SANTA ANA RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES Appendix ATTACHMENT 1: SCOPE OF WORK City of Santa Ana RFP 23-014 Consumer Confidence Report (CCR) and Auxiliary Services Page 12 Exhibit A CITY OF SANTA ANA RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES SCOPE OF WORK A. INTRODUCTION AND BACKGROUND The City of Santa Ana Public Works Agency —Water Resources Division oversees and maintains the daily operations of the Water System and Sanitary Sewer System. The City's water system it's comprised of approximately 478 miles of water mains, and the sewer system has approximately 390 miles of sewer mains. We serve all the City of Santa Ana and their 333,000 residents and businesses. We strive to provide award winning potable water and good public service to each resident and business in the City. The City is seeking agencies and professionals interested in providing services through innovative and informative content to improve and relay City messaging for water resources issues and related information. The focus for these services is to create the annual Consumer Confidence Report (CCR), and water content services, and strategic communication pieces as the City focuses on delivering these messages to the residents, businesses and stakeholders. The City is looking for opportunites to better communicate water related issues and to keep everyone informed. B. CONSULTANT RESPONSIBILITIES The selected consultants are intended to, among other items previously stated, assist and provide the City with resources and materials to the City on strategic communication, message delivery and other technical documents such as the preparation of the consumer confidence report (CCR's). The Consultants shall provide all labor, materials, services, and equipment necessary for the services described herein. The Consultant shall possess all permits, licenses, and approvals necessary to provide goods/services required in the Scope of Work. It is the sole responsibility of the consultants to comply with all copyright rules and regulations when it pertains to images, logos, graphics, drawings, and any other intellectual property and materials. C. SCOPE OF SERVICES Public water providers are required by California Health & Safety Code §116470 and California Code of Regulations, Title 22, Article 20 to prepare an annual water quality Consumer Confidence Report (CCR) and provide it to their customers by July 1st of each year. The CCR summarizes information regarding the water quality of the City's local and import water sources, detected contaminants, compliance with drinking water regulations (including monitoring requirements), and educational outreach information. The successful Consultant will need to review the State Water Resources Control Board Division of Drinking Water's annual Preparing Your California Drinking Water Consumer Confidence Report Guidance for Water Suppliers for detailed guidelines. The City of Santa Ana is soliciting proposals from qualified consulting firms to prepare and deliver City of Santa Ana RFP 23-014 Consumer Confidence Report (CCR) and Auxiliary Services Page 13 CITY OF SANTA ANA Exhibit A RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES a comprehensive Water Quality Consumer Confidence Report and provide the following auxiliary support services described herein: I. Interactive and web based CCR — (Attachment 4: Additional Provisions, Fee Item #1) • Attend meetings with City Staff to coordinate the content and the format of the web -based WQCCR (Assume two (2), two-hour meetings); • City will provide water quality data (imported, groundwater, etc.) to Consultant; • Archive previous years Water Quality Consumer Confidence Reports; • Prepare workflow procedure in developing Water Quality Consumer Confidence Report's water quality tables and all constituents; • Collect, prepare and edit and format 12 water related articles for the web -based WQCCR; • Supply City -specific graphics, icons, symbols, photos and pictures to be used, for the development of the web -based WQCCR at its various sections such as the PWA Director and Water Manager's message, water conservation, water quality, drought, WQCCR, water capital improvement construction projects, rate notices, Food Oil & Grease (FOG) Management & Control Program, etc.; • Supply other graphics, photos, pictures and other related visual material & effects to support the production of the web -based WQCCR; • Maintain and continuously update the information and facts on the City's web -based WQCCR (Assume four (4) annual updates); • Make available in PDF format for printing the entire WQCCR in English and Spanish; • Final Water Quality Consumer Confidence Report and PDF files will be submitted to City Staff by June 1st of each year. • It is the responsibility of the Consultant to comply with the all the copyright rules and regulations when it pertains to photos, pictures, logos, graphics, drawings, and all written material. II. Strategic Plan - (Attachment 4: Additional Provisions, Fee Item #2) Consultant will create a custom, multi -year Strategic Plan for the City's Water Resources Division that will thoroughly describe strategic goals, core values, priorities, objectives, action steps, and key performance indicators; and will support its implementation. Submitted proposals will need to provide deliverables and implementation schedule. Strategic Assessment: Gather input, feedback evaluate City's existing Strategic Plan to establish a framework for Division's 2023 Strategic Plan. Goals: • Assess current strategic efforts • Gather input from City management, staff, stakeholders • Evaluate existing directive/documents • Determine Division's needs • Identify opportunities for accomplishing goals • Establish direction for workshops • Create groundwork for strategic plan development City of Santa Ana RFP 23-014 Consumer Confidence Report (CCR) and Auxiliary Services Page 14 Exhibit A CITY OF SANTA ANA RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES Deliverables: • Interviews summaries • SWOT analysis • Internal analysis • Workshops topic and questions Strategic Plan Workshops: Consultant will plan and facilitate targeted, comprehensive workshops to identify future goals. Goals: • Facilitate fruitful, collaborative discussions • Solicit input for plan creation • Work out policy goals • Motivate staff to maintain the Plan up to date and useful for ongoing operations Deliverables: • Workshop planning/facilitation • Workshop Summary • Follow-up findings III. Auxiliary Services — (Attachment 4: Additional Provisions, Separate Rates) On -Call Support Services, Printed Products, Etc.: The City is seeking qualified Consultants and communications service providers to provide and assist the City as previously described with the preparation of technical and non -technical documents, messaging campaigns, strategic messaging and general communication suport as needed and not limited to: • Attend meetings with City staff to coordinate and develop tasks, and program management and logistics; • Compose and design ready for print water related direct -mail brochures, postcards, letters and bill inserts for public distribution on topics including, but not limited to: 1) Prop 218 notifications, 2) water conservation, 3) water drought, 4) water campaigns, 5) water capital improvement construction projects, 6) event announcements and others. A total of 24 double sided brochures must be quoted per contract year; • Create all required standard and special messages and public notices regarding water quality standards; • Write and edit water and wastewater system related articles specific to the City of Santa Ana to be printed in newspapers, newsletters, pamphlets, and press releases for a total of 12 per contract year; • Develop an annual water related campaign; • Develop strategies with targeted outreach for water campaign, Water Youth Poster Contest and special events; • Create targeted media list(s) for ongoing initiatives as well as special events; • Work as liaison with any partners, etc., to create and maintain communications and enlist City of Santa Ana RFP 23-014 Consumer Confidence Report (CCR) and Auxiliary Services Page 15 Exhibit A CITY OF SANTA ANA RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES their cooperation in promoting campaigns and events on an as -needed basis; • Develop Water Quality Packet for Water Youth Contest, which will include water related activity worksheets, word scramble, and word search for school aged children (ages 5-12 years old); • Supply specific graphics, icons, symbols, and pictures, and other related visual material to support the production of printable literature to be used for the various water campaigns including, but not limited to water conservation, water quality, WQCCR, water construction projects, the drought, rate notices, and others; • Compose and design posters for water related Public Service Announcements for the City's bus shelters. A total of (4) different designs for each campaign shall be quoted for each contract year; • Assist with copywriting and editing of all promotional materials such as fliers, brochures, advertisements, scripts, PowerPoint presentations, etc., to maintain brand consistency; • Draft presentations, scripts and speaking points for key City spokespeople; • Provide other Support Services and produce printed products; • All material produced under this agreement for release to public must include Spanish and Vietnamese translation; • Strategic communication; • Key messages and narratives; • Presentations, dashboard reports; • Infographics, brochures, illustrations, fact sheets; • Social media messaging, press release, newsletter material; • Outreach campaign materials; • Live action media, short videos; • It is the responsibility of the Consultant to comply with the all the copyright rules and regulations when it pertains to photos, pictures, logos, graphics, drawings, and all written material. D. DISTRIBUTION OF WORK No work shall be allowed to proceed until authorized by City Staff - The proposer can submit their proposals for the Consumer Confidence Report (CCR), and/or for all other services described herein. The proposer will not be disqualified if they submit for only one of the services requested such and the CCR and/or Strategic Plan. ---End of SCOPE OF WORK Section --- City of Santa Ana RFP 23-014 Consumer Confidence Report (CCR) and Auxiliary Services Page 16 EXHIBIT B CONSULTANT'S PROPOSAL EXHIBIT B LI 40 CommunicationsLAB dscoveryour vote REQUEST FOR PROPOSAL N0.23-014 CONSUMER CONFIDENCE REPORT & AUXILIARY SERVICES Prepared for: My of Santa Ana, Public Works Agency - Water Resources 13 701 E Chapman Avenue 0 P: 949-215-5539 ext 101 0 arianna@communicationslab.com Orange, CA 92866 C: 714-878-4864 www.CommunicationsLAB.com 00MII:11r:? Table of Contents 0 CONSUMER CONFIDENCE REPORT & AUXILIARY SERVICES RFP NO.23-014 1 - Statement of Qualifications a. Cover Letter b. Agreement Statement c. Firm & Team Experience d. Understanding Scope of Services e. Relevant Experience f. References g. Fee 2 - Scope of Services 3 - Certifications (Appendix) a. RFP FORMS b. Proof of Insurance c. SBE / DBE / WMBE / MBE / DGS Certifications d. Additional Work Samples 4 - Fee Proposal (Provided Under Separate Cover) W:MIMIN a. Cover Letter • PREPARED FOR: City of Santa Ana Public Works • Water Reso RFP No. 23-014 *:/:11:11r: Ms. Kathia Reyes, Project Manager City of Santa Ana - Public Works Water Resources 220 S. Daisy Avenue, Bldg. A, Santa Ana, CA 92703 ommunications LAB (the dba for Barrios & Associates, LLC) is pleased to submit the following proposal in response to the City of Santa Ana Public Works Water Resources Request For Proposal No. 23-0014 Consumer Confidence Report & Auxiliary Services. We are excited at the prospect of becnminn your new collaborative partner to lead these efforts and be( part of your team. We have extensive experience providing public and private ganizations alike with exceptional consulting services in all areas outlined in the RFP. These engagements include some most challenging public benefit projects in Southern Califorr history including the Orange County Toll Road extension an ange County Water District's Groundwater Replenishment P Our firm also boasts extensive marketing acumen having pri community outreach, public relations and strategic communl to such clients as Disneyland Resort, City of Anaheim, South California Edison, LA Metro and, the City of Huntington Bea Communications LAB has a deep understanding of today's agency landscape and the expertise to drive visibility to reach your communications goals. To meet your stated objectives, we are pleased to offer access to Communi- cations LAB's entire team of professionals, from both our City of Orange headquarters. Furthermore, Communi- cations LAB extensive background working with water agencies across Orange County will serve the City well. Communications LAB is a full -service communications, marketing and outreach firm that offers a variety of client services including: strategic communications counseling, media relations and marketing communications, digital A strategies, social media expertise, Hispanic media rela- tions and community outreach, branding, graphic design, in-house video production, photography, copy writing 00MII41r:? for publications, advertising develop m nd placement and special event management, ranging from trade w booths to large-scale public events. Finally, our firm is a certified Small/Wo n/Minority-Owned and Disadvantaged Business Enterprise (SBE BE/WMBE/DBE), rec- ognized by the California Public Utilities mmission and nationally by the Women's Business Enterprise Nat al Council. As a minority - owned firm, our communications philos y is highly inclusive and sensitive to the needs of underrepresent ommunities. We are authorized to work on public works prof s throughout California as certified by the state's Department of G ral Services (DGS). A full list of our certifications is provided in the PENDIX of this proposal. As owner and CEO of Communications LAB, I am authorized to sub- mit this proposal on behalf of my firm and will be your key point of contact throughout the procurement pro s. We would be honored to interview with your team and share m in-depth information about our capabilities. My contact infor tion is below for future correspondence. Sincerely, Arianna Barrios, CEO, Communications LAB 701 E. Chapman Avenue, Orange, CA 92866 PH: 949-215-5549 EM: Arianna@CommunicationsLAB.com W: www.CommunicationsLAB.com :*:I:II:Ikr:? b. Agreement Statement • PREPARED FOR: City of Santa Ana lic Works • Water Resources RFP No. 23-014 ONMII:111r:? ommunications LAB has reviewed the City of Santa Ana's Standard Agreement and attests to our concurrence with any and all provisions contained therein. We also affirm that our agency carries the full insurance coverage as outlined in the agreement and has provided a sample, General Information copy in the appendix of this proposal. :*:I:II:Ikr:? c. Firm & Team Experience I PREPARED FOR: City of Santa Ana lic Works • Water Resources RFP No. 23-014 00MII:11r:? Firm Profile ommunications LAB (the dba for Barrios & Associates, LLC) is wholly owned by Arianna Barrios. The business was incorporated from a sole proprietorship consulting firm (2005 to 2013), to a limited liability company in February, 2013 at which time Ms. Barrios assumed the title of chief executive officer (CEO). In April of that year, Barrios & Associates, LLC acquired the Media Relations and Public Outreach portfolio of Faubel Public Affairs. The acquisition increased the total number of employees to six including Brian Lochrie, Barrios' husband, who serves as the firm's president. Together, Lochrie and Barrios, the "L" and "B" of Communications LAB. In August 2017 the firm acquired the Thomas Communication Group (TCG) and have continued to grow the boutique agency to include 22 full -time and 2 part-time employees. For more information about our agency, visit www.CommunicationsLAB.com Full Service Capabilities kdministrative Assistance & Management kdvertising - Print & Digital knimations & Explainer Videos Branding & Marketing Campaigns ;hange Management Consulting ;ommunications & Media Training ;ommunity Outreach ;risis Communications Support ;onstruction Relations ;opywriting & Editing >igital Strategies -npact Evaluation & Measurement Dr Projects and Programs 3raphic Design & Illustration 3overnment Relations iispanic Outreach & Media Relations • Electronic/Print design & Layout • Embedded Staffing Support • Event Support & Guest Management • Photography • Publications Management • Public Policy Consulting • Media Relations • Media Planning & Buying • Social Media Management • Marketing Strategy & Campaigns • Special Events Management • Translation Services: Spanish • Video Production - PSAs, Social Reels • Video Production - Live Streaming • Website Design & Development • Website Management & Maintenance. 00MII:11111r:? Client LA Metro - Active Transportation LA Metro - West Santa Ana Project LA Metro - Bike Share Industry Forum SBCTA - Arrow Train City of Lake Forest City of Huntington Beach City of Cypress Disneyland Resort Southern California Edison TRC, Inc. Metropolitan Water District Optimus Properties, LLC County of Orange East Orange County Water District BOMA OC IREM OC North Orange County Public Safety Task Force Cigna Healthcare (LA / IE / OC / SD) OC Tax Ready OC / Safe OC Santa Margarita Water District OC Forum Orange County Water District The Toll Roads (OC) California Ambulance Association YMCA Orange County Keystone Property Management UCI Mind Yorba Linda Water District San Gabriel Valley Oversight Group Poseidon Water (HB Desalination) Jacobs Engineering Metrolink CA Transportation Commission Centennial Real Estate Orange Unified School District Capistrano Unified School District CalOptima Canon, Inc. California Hospital Association KPC Global Health Melone Geyer Project Type CEQA Outreach CEQA Outreach Facilitation / Outreach CEQA Outreach / Events Community Ascertainment PR / Video / Crisis Comms PR / Video / Crisis Comms CEQA Outreach / Entitlements Hispanic Media Relations Stormwater Education On -Call PR / OUtreach Entitlement Outreach PR / Video / Outreach PR / Video / Outreach Assoc. Mgmt. / PR / Events Assoc. Mgmt. / PR / Events PR / Video / Events / Mktg Government Relations Assoc. Mgmt. / PR / Events PR/ Social/ Video/ Crisis Comms PR / Crisis Comms / Social Assoc. Mgmt. / PR / Events Groundwater Replenishment PR / Crisis Comms / Outreach PR / Govt. Relations / Outreach PR / Crisis Comms / Entitlements PR / Crisis Comms / Strategy Strategic Comms / Social Media PR / Social / Crisis Comms CEQA Outreach CEQA Outreach / Crisis Comms Stormwater & Recycling Outreach On -Call PR / Mktg / Outreach Mktg & Design Entitlement Outreach PR/ Mktg/ Crisis & Construction Comms PR / Mktg / Crisis Comms / Bond Outreach Latino Community Outreach Special Events Community Outreach / Initiative Campaign PR / Brand / Social / Ads / Crisis Comms Entitlement Outreach Status Active Active Completed Completed Active Active Active Active Active Active Active Completed Active Active Active Active Active Active Active Active Active Active Completed Completed Active Active Completed Active Active Completed Completed Active Active Completed Completed Completed Completed Completed Completed Completed Completed Completed ONMI11.112 ? Meet Our Team Cornrrmicat ions JLV r 9�ahon e are excited to introduce you to our full project team. In the following pages you will see experienced profession- als, and some exciting new additions to our overall team. We think you will agree that the assembled strength we have brought together here is ... well, exceptional. All the team members presented here have confirmed availability of no less than 50% of their profes- sional time. No person designated as "key" shall be removed or re- placed without prior written notification and approval from McCarthy. But first, let's discuss organization... LJ L] rir 5A % Arianna Barrios Team Leader & Sr. Strategist Communications LAB Taylor Dietz Diana Moreno Community Liaison Project Manager Communications LAB Communications LAB Kelsey Eiben Digital Strategies Communications LAB Jorgie Sandoval Community Liaison Communications LAB Diego Teran Hispanic Outreach Communications LAB Martin McIntosh Jessica Van Oyen Amanda McGuire Kailey Gaffikin Brian Lochrie Business Outreach Graphic Manager Social Media Manager Event Manager Video Production Communications LAB Communications LAB Communications LAB Communications LAB Communications LAB Jose Vasquez Troy Le Zane Toledo Produution Coordinator Social Media Copy Editor Communications LAB Coordinator Communications LAB Communications LAB Victoria Torres Graphic Design Communications LAB W:MIMIN I d. Understanding of Scope of Services • PREPARED FOR: City of Santa Ana Public Works • Water Resc RFP No. 23-014 O:1:11:118:? Our Approach NEVER. STOP. LEARNING. 0 ur award -winning community outreach firm takes this mantra to heart. Each project, every community and each agency has its own story and respecting those voices has informed our expertise and taught us valuable lessons regarding the importance of creating dynamic communication strategies. Ours is never a cookie -cutter approach. Rather, our tailored strategies are living, breathing and continuously adjusted to meet the goal. We have successfully executed this approach many time and it has allowed us to build a wide regional support network that we can draw upon for the projects we undertake. This is what sets us apart. While we approach each project with the individual attention it deserves, our experience and re- lationships are put at the client's disposal in a collaborative effort to create something unique to meet your specific objectives. We draw upon local history, institutional knowledge and professional acumen, and stakeholders to view data through a new lens, tailoring our messages to be their most effective. We've experienced first hand how neighborhood characteristics, such as education and language, can be deeply polarizing even where geographic distance is relatively minor. Our past projects have taught us that these differences do not need to be impossible barriers but rather unique differentiators. You can rest assured that with our team as your partner, you will not only obtain the results you are seeking, but you will also gain valuable insights as to the nuances and needs that exist throughout the diverse community you serve. M:Il:l12 Our Understanding INNOVATION. COLLABORATION. METRICS. s a firm actively engaged with water infrastructure and public works projects such as the City of Santa Ana executes, it is fair to say that we have a strong understanding of what a best - in -class organization seeks in a communications partner. We relish the opportunity to work with an organization that values partnership and collaboration and find new and innovative ways to inform and educate your residents, key stakeholders and elected representatives. We have carefully reviewed the RFP and understand the specific projects and overall objectives. We look forward to exploring new concepts and strategies in this environment. Santa Ana's strong, team - driven environment and focus on excellence aligns closely to our own culture and we are excited by the possibilities. As issues around water continue too top the headlines, it has never been more important to provide the communities we serve with transparent and timely information - whether it be drought -related messages, Prop. 218 notifications or water quality reporting - we have the expertise to deliver these messages. We look forward to working with the City of Santa Ana, its Public Works Department and Water Resources Division with creative energy to help you meet all your communications goals. G 1 L�l :*:I:II:Ikr:? e. Relevant Experience • lic Works PREPARED FOR: City of Santa Ana • Water Resources CCR & Auxiliary Services 00MII:1111r:? Similar Experience rrr SJF7855 of tre , -" Srrral� ■� ommunications LAB is fortunate to claim among its own team former journalists, court - certified translators, award -winning marketing practitioners and video production experts, social media specialists, and accredited APR professionals. Together, we deliver a wide variety of services to public and private organizations, supporting efforts in transportation, hospitality, water, and utilities. Our firm is a unique blend of public affairs, community outreach, and strategic communications. With an in-depth understanding of the CEQA/NEPA process and the need for organizations, particularly those focused on large-scale construction projects, to engage in robust public relations, Communications LAB has become an award -winning agency due to its innovative approach to consensus building, third - party advocacy, and awareness building. Our firm has extensive experience in performing work on infrastructure projects whether they be transportation efforts, water reliability projects or public utility upgrades. We are hands-on by nature and understand the critical need to maintain extensive relationships with the media and key stakeholders. It is our philosophy that there is no better way to communicate the benefits and impact of projects we advocate for. ONMI11.112 ? RELEVANT ri EXPERIENCE CASE STUDY Groundwater Replenishment System A PirrF. Solulian to Orange COUg19 S Water Nerds The most effective crisis communications case study we have developed and implemented was the Orange County Water District (OCWD) and Orange County Sanitation District (OCSD) Groundwater Replenishment System (GWRS). GWRS purifies sewer water through a four -step, multi -year process. This purified water then gets pumped to the Anaheim lakes where it percolates into the groundwater to be reused as drinking water. Known as "Indirect Potable Reuse (IPR)," this water recycling process was attempted both in Los Angeles and San Diego and failed due to the lack of public acceptance. Tagged with the moniker "toilet to tap", it was rejected by both the public and then the elected officials. For Orange County, communications LAB developed a strategy of intensive community outreach and public education prior to moving forward with the public regulatory process. We developed an extensive crisis communications plan for this project. Our primary goal, however, was to inoculate ourselves from opposition and we brought in scientists, university professors, doctors, nurses, water chemists and engineers, all of whom lauded our efforts and ensured the public of its safety. We held multiple editorial board meetings with several newspapers including the Orange County Register, Daily Pilot, Huntington Beach Independent and LA Times. When it was approved by both the OCWD and OCSD Boards there was no organized opposition to the project. It was built and operates successfully to this day. McCarthy was the contractor selected to build the facility. In fact, it is going through its another water recycling expansion now. It is true that this project was approved and built prior to social media becoming more ubiquitous. The strategy may be different today, but we are confident the results would be the same. It took hard work and lots of shoe leather visiting every service club, gardening club and mom's group in north and central Orange County, but our speakers bureau — which covered hundreds of groups and organizations — was the key to our success and built a reservoir of goodwill and respect that allowed the project to be built with hundreds of people cheering at the ground breaking and no opponents. 00MII:11111r:? RELEVANT EXPERIENCE CASE STUDY East Orange County Water District (EOCWD) is one of the smallest wholesale and retail service providers of water in Orange County. Its service area covers areas of East Orange, Tustin and the unincorporated area of North Tustin. In 2014, EOCWD faced a crisis communications challenge and with a small staff of six, did not have the resources to develop the messages and adequately communicate these public education messages to their customers. Through an extensive and robust community outreach effort that focused on the benefits of local control and the efficiencies of small government, we were able to engage the local community and as a result we staved off this larger agency. In the end, thanks to our crisis communications strategy and implementation, EOCWD was able to earn the votes at LAFCO, which allowed our client to provide sewer service as well as water to its customers. Outcomes Achieved The crisis communications and outreach effort Communications LAB provided to EOCWD won the Orange County Public Relations Society's 2018 top prize, a Protos, for excellence in Public Affairs. In addition, Communications LAB successfully rebranded the agency and manages all social media, community outreach and Preparedness campaigns. Dates of Service - 2019 to Present Key Personnel Project Manager - Brian Lochrie Strategic Communications - Arianna Barrios Director of Digital Strategies - Kelsey Eiben Outreach Manager - Diana Moreno Creative Director - Jessica Van Oyen Copywriter - Zane Toledo Services Provided • Public Affairs • Website Development • Community Outreach • Crisis Communications • Graphic Design • Social Media • Micro Campaigns �D ,LINTY RICT 00mill-IIIIIIIIIIIIIIII:? An FWr i(. RELEVANT EXPERIENCE CASE STUDY Since 2014, Communications LAB has been the agency of record for Southern California Edison's Hispanic Community & Media Relations. In this capacity, we are engaged with assisting the agency with working directly with Hispanic media throughout the Greater Los Angeles area and the San Gabriel Valley in particular. Over the years, Communications LAB has gained deep roots in the Los Angeles -area working with the local media, government officials, schools and Hispanic business groups to share information and important crisis communication messages. Unique Features • Media Relations • Strategic Communications • Strategic Initiative Support • Crisis Communications • Renewable & New Energy Presentations • School Outreach & Programs • Translations • Video Production Project Area(s): • Los Angeles County • Ventura County • Kern County • Orange County • San Bernardino County • Riverside County Dates of Service - 2014 - Present Key Personnel Strategic Advisor - Arianna Barrios Account Manager - Diego Teran Account Coordinator - Jorgie Sandoval E I N MW I RELEVANT EXPERIENCE CASE STUDY Communication LAB conducted the first Southwest Lake Forest Neighborhood Improvement Needs Assessment to identify root causes of perceived lower quality of life in the southwest area of the city. Initially, quality -of -life concerns were captured during a bi-annual citywide survey, which found that "Area 2" residents felt their quality of life was lower than other areas, plus a desire for improvements in the community. As part of a multi -pronged approach to capture honest feedback and document needs, Comm LAB canvassed residential and business stakeholders, conducted interviews with residents, business, and city stakeholders, conducted a community pop-up event, bilingual surveys, and sent letters. In our comprehensive assessment, we discovered that residents were concerned about a variety of specific issues, including traffic, lightning, parking, noise, crime, issues related to homelessness, property maintenance, bulky item disposal, street sweeping, trash, beautification, and a need for accessible parks. In the wake of our assessment, we developed a series of key recommendations with specific, actionable items that should be considered by the Task Force. Since the completion of the assessment, the Southwest Lake Forest Task Force has implemented many of the report's recommendations such as improved street lighting and parking signage, increased code enforcement action and police patrols at specific locations and, increased bulky item pick up efforts. Unique Features: The study area was home to a diverse community of residential and business stakeholders, including some ethnic minorities. To alleviate the perception of a lower quality of life in the neighborhood, our team also educated residents about the available city services and programs. Key Accomplishments: As a result of our work, the City of Lake Forest received the American Planning Association -California Award of Merit for its first Neighborhood Improvement Project. The project was also featured during a panel on successful neighborhood improvement projects at the 2022 American Planning Association -California Annual Conference. RELEVANT EXPERIENCE CASE STUDY City of Huntington Beach City of Huntington Beach 2000 Main Street Huntington Beach, CA 92648 Catherine Jun, Assistant City Manager Phone: (714) 536-5202 Email: catherine.jun@surfcity-hb.org Public Relations / Marketing Campaigns / Crisis Communications First tapped in 2019, Communications LAB works with the City of Huntington Beach to improve community outreach, communications, and counteract misinformation about the City. Working directly with the office of the City Manager, Communications LAB has made its team available in a wide variety of areas including: crisis communications, graphic design, social media, video production, media training, event assistance, media relations, and more. Over the past year, Communications LAB assisted the City in producing a series of Virtual Town Halls to connect residents with their city and county leaders and promote factual information about COVID-19, vaccinations, mental health awareness, and more. The Comm LAB team has also been asked to document city events and conduct interviews with local residents and businesses to share the stories of the "Real HB" to counter negative portrayals of the City at the national, state, and regional levels. Shown below are a series of Comm LAB created street banners showcasing amazing places and assets around the City while the adjacent page highlights live, virtual events the agency has produced for the City. 0:I:II:111111r:? Media Training For Communications LAB, one of our core values is to share our knowledge. We are inspired by communications and take great pride in our ability to train others to become better communicators. Training programs, seminars, on -camera practice sessions and pre -debate practice sessions are all part of our toolkit. As a national member of the Public Relations Society of America, we have team members, such as Justin Glover, who have achieved national APR accreditation and who leads certification training in turn. In addition, we conduct trainings for the tools we create, such as web and email. For the City of Huntington Beach, and many of our other clients, we have been called upon to conduct extensive, multi -day media training and preparation with all of the city's elected officials and executive management. Our methodology involves providing on -camera exercises and review for the trainees to assess their on -air presence and track improvement Destination Marketing Huntington Beach is home to several world -class events that draw millions to the City each year including the World Championship of Surfing, Annual Pacific Airshow, BMX and Skateboarding competitions. Miles of public beaches and restored wetlands attract locals and tourist alike to spend their summers in Surf City U.S.A. As part of our engagement with the City, Communications LAB has been called upon to maintain the City's external news website: Surf City Break and, last year, we assisted the City in creating its pitch deck and marketing materials for consideration by the U.S. Olympic Committee in a bid to host the 2028 Summer Olympic events for action sports in Huntington Beach. Additional writing samples for this client can be found at www.SurfCityBreak.com *uu BD NIILRES FHO� I_Il,� Iltltl�li� 1r .� ii �J�IEIUIEI RION !R TOP JH2i +iA-kx 2UwwrufflirA i 00MII:IIIIIIi:? RELEVANT EXPERIENCE CASE STUDY Ready OC & Safe OC City of Santa Ana Police Department 60 Civic Center Plaza, Santa Ana, CA 92701 Michael Smith, Police Officer I Homeland Security / UASI Phone: (714) 536-5202 Email: MSmith5@santa-ana.org In 2021, the City of Santa Ana in partnership with the City of Anaheim solicited to find a new contractor to manage and oversee the countywide Ready OC and See Something, Say Something programs funded by a grant from the federal government through Homeland Security. The search was the first time the programs had received new leadership in more than 10 years and Communications LAB was tapped to breathe new life into the emergency preparedness programs. In nine short months, the Comm LAB team has conducted a massive overhaul of both programs that has included top to bottom strategy assessment, brand alignment, rebranding, new visual assets, two new websites, email outreach programs, partner development, microcampaigns and more. Of specific note, the Comm LAB team recognized the disconnect between the two program which kept the from efficiently working together. The See Something, Say Something was rebranded and relaunched under the name Safe OC at a press conference in early 2022. Together, the new programs have begun garnering attention countywide, drawing subscribers and impressive social media followings at a fastest pace in three months than either program had garnered in almost 10 years of existence. Dates of Service:2021 - Present Key Personnel: Kelsey Eiben, Project Manager Contract Amount: $400,000 Arianna Barrios, Strategist Michelle Lim, Social Media Zane Toledo, Copy Writer Jessica Van Oyen, Graphic Design ReadydC Oronge County's emergenrypreparedness resource SafeOC :*:I:II:Ikr:? roc 5.3K followers • 624 following A.II!, OC aI by Ka Miiv • .Tani:-r} 31 •• 'heck a,H Behind The Badge's latesl crnerage an SafeOC! n* r"iundl grrorl to *(cirn Oho pdc W syper{rime arld vlcllmizabun, vvhCh 51retdvN r lr beyond fraud :Kid idcnlity lhail- i*; 11rc racuu or SakOC, .T iwv f!r reinvigg . io rnubliC sale y wetmile and camptign Mm is pars pr I" natign*l 'Sne $pm$Ik4V, $8y $O elrung' 8ria-I&fixism item-.)Ik.' FW.,frfl mafa h)fe --} 'Safe00' ain1 criw - Fichirl In Latest News Smwbx ry marl: Men .hair ra leak fsrvara sup•�ty t Pt.Um r+fs k•. jnr iL V Yem Ih'-0M41 tv.eapen for-eG MC,f rare 6Wh*rKtln.ae la CvittE� �!K let+'+C'r#i11A r�pFrTitilro[ stet mueryke. PoMcr �q' pWt R� yyi�pp PoH4tl {Ips`r GMk ivOrOrltlekw�w Emergency Preparedness ,5toer a Uege+scj,r&r w;Ike a nm or ra"wkr, samedrr s tnx-gemy strsYts tan)nwke -r ro rtier}erle.n Fetd aI'rrlp. Thxt where vo4rr5eeo wllh LIIe tan+witywa enxrgrxyxr-4ur[earn sLeg IR FOX 11 Y bob DE(Mtre a iW in IMn WL'I She deals on Po )' t yel tFAMN4 a►d pm"in Ts ■ere. »W er3Oimid oh br uc+tl for sl*W! Fbfw44kk Kku Iiiuy -yMilPOW vrlanr deuhz .t. f. References EXHIBIT B I dic Works PREPARED FOR: City of Santa Ana • Water Resources RFP No. 23-014 ONMI11.112 ? APPENDIX CITY OF SANTA ANA RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES ATTACHMENT 3: PROPOSER'S REFERENCES List and describe fully the contracts performed by your firm which demonstrate your ability to provide the supplies, equipment or services included in the scope of the proposal specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications. Reference Customer Name: City of Santa Ana - Police Dept Address: 60 Civic Center Plaza, Santa Ana, CA 92701 Contract Amount: $300,000 Contact Individual: Michael Smith, Homeland Secutirty/UASI Phone Number: 714-536-5202 Email: msmith5@santa-ana.org Year: 2020 - Present Description of supplies, equipment, or services provided: Emergency Prparedness & Countywide Campaigns , Social Media & Marketing Reference Customer Name: Clty of Anaheim Address: 200 South Anaheim Blvd. Anaheim, CA 92805 Contract Amount: $80,000 Annually Contact Individual: Jim Vanerpool, City Manager Phone Number: 714-765-4311 Email: jvanerdpool@anaheim.net Year: 2013 - 2022 Description of supplies, equipment, or services provided: Public Policy, Social Media, Public facing staffing, Event Management, Constituent Relations Rnfnrnnrn Customer Name: County of Orange Contact Individual: Julie MacDonald, Dir. of Communications Address: 405 W 5th Street, Suite 458 Santa Ana, CA 92701 Contract Amount: $150,00 - Varies by Project Phone Number: 714-719-7962 Email: jmacdonald@ochca.com Year: 2022 - Present Description of supplies, equipment, or services provided: Video Production, Media Relations, Social Media, Graphic Design, On -Call Services, Campaign Creation City of Santa Ana RFP 23-014 Consumer Confidence Report (CCR) and Auxiliary Services Page 19 EXHIBIT B 2. Scope of Services • l l dic Works PREPARED FOR: City of Santa Ana • Water Resources RFP No. 23-014 00MII:1111r:? Management Plan s denoted in the included resumes, each of the key Communications LAB team members below is Senior Project Managers in their own right with demonstrated expertise in manag- ing complex teams and projects. In this way, Communications LAB can provide McCarthy SoPAC superior expert support. Should there be limited professional availability within our own team, our firm can step up to fill those roles with ease. Additionally, should a particular project require specialized skills, project area knowledge or audience sensitivity, we have an incredible bench of strategic partners to supplement our team to support McCarthy. In this way, you are always assured of exceptional professional leadership from the Communications LAB team. A (Winning) Communications Process 2u • Define The Goals & Objectives • Identify Audiences & Potential Issues • Develop & Test Messaging • Utilize Effective Communications Channel(s) • Evaluate & Respond to Input • Measure Results & Refine Strategy • Repeat As Needed • Report the Results .M i " ,IT EXHIBIT B Project Tools & Methodology Communications LAB Methodology begins with Quality Control. We utilize a number of tools to ensure everyone on the project and client team is continuously informed of a given project's status, milestones and expected tasks, as well as where any one project fits into the overall strategy. SmartSheet IR 7q Q Web -based Collaborative Project Management Tool Project Archive/Documentation Tool liSalesforce Web -based 0 Siloed & Proprietary Customer Relationship Management Exceptional Communications Tools Database Management 1 ONMI11.112 ? i EF91:Q., Project Elements Once a project is awarded to our team, the Team Leader and Account Manager will schedule an initial Kick -Off Meeting with the client to make formal introductions between assigned team members and confer on the project timeline and milestones. We will use this meeting to make initial decisions on the project management tool the client prefers to utilize and set parameters for information gathering. With these essential start-up tasks complete, a project moves forward smoothly and with accountability. Our Project Manager will utilize the selected project management tool, coupled with regular communications with the client, to monitor the project at all times and provide the Client team (in any office,) with real-time access and updates for the duration. Our project manager adjusts project schedules, progress milestones and tasks assignments as feedback is received from the Client. We have a well -tested process for working on project's such as these and it begins with breaking the overall project into three (3) individual elements outlined in the RFP. By moving through these phases with intention, we insure our ability to meet the Client's timeline for completion and deliverables. As stated in the RFP, Communications is prepared to provide the Division with all the services outlined, including: • Attend meetings with City Staff to coordinate the content and the format of the web -based • WQCCR (Assume two (2), two-hour meetings); • City will provide water quality data (imported, groundwater, etc.) to Consultant; • Archive previous years Water Quality Consumer Confidence Reports; • Prepare workflow procedure in developing Water Quality Consumer Confidence Report's water quality tables and all constituents; • Collect, prepare and edit and format 12 water related articles for the web -based WQCCR; • Supply City -specific graphics, icons, symbols, photos and pictures to be used, for the development of the web -based WQCCR at its various sections such as the PWA Director and Water Manager's message, water conservation, water quality, drought, WQCCR, water capital improvement construction projects, rate notices, • Food Oil & Grease (FOG) Management & Control Program, etc.; • Supply other graphics, photos, pictures and other related visual material & effects to support the production of the web -based WQCCR; • Maintain and continuously update the information and facts on the City's web -based WQCCR (Assume four (4) annual updates); • Make available in PDF format for printing the entire WQCCR in English and Spanish; • Final Water Quality Consumer Confidence Report and PDF files will be submitted to City Staff by June 1 st of each year. • It is the responsibility of the Consultant to comply with the all the copyright rules and regulations when it pertains to photos, pictures, logos, graphics, drawings, and all written material. These tasks are well known to our firm as we are already providing similar serves to municipal agencies and water districts throughout the county. In Communications LAB the Division will receive highly experienced professionals, award -winning graphic deign and coupled with best -in -class community outreach support. We note that the timeline for this first task is extremely tight and that too, we are able to accommodate with our small but mighty team of professionals. We are prepared to manage and deliver all aspects of this project. 0 M111WhrgCampai9n - - lone 6 9 wr• ..�. n ten. o n *:/:11.]1r:? Communications LAB Strategy Components • Identify Key Objectives & Goals • Craft a Wide Variety of Story Ideas, Marketing Campaign Concepts for Client Review • Develop Comprehensive Project Plans with Detailed Timelines and Key Milestones Clearly Outlined • Execute the Plan (or Multiple Plans Depending on Client Needs) Measure Progress and Assess Metrics Adjust as Needed and Continue Implementation Provide Detailed Campaign Reporting & Final Reports to Client Following the delivery of Project 1 - Interactive & Web -based CCR, we launch into Project 2, development of the Divisions Strategic Plan for 2023. This element will also create the roadmap for the managing components of Project 3 - On -Going Support. Development of this important document will align the Division's goals with that of the wider agency, the needs of your community and that of our team to the Division's needs. Our first step is to have a complete, 360-degree picture of what is needed and the landscape in which we are building the Division's 2023 Strategic Plan. ASCERTAINMENTS - EXTERNAL & INTERNAL A main component of this centers on conducting external/internal ascertainments to develop a clear picture of where the areas of improvement lay and what recommendations (if any) we should consider as we build the new plan. Furthermore, these efforts will help define what new resources or problems should be understood moving forward. Ascertainment are conducted as interviews with key stakehold- ers, pre -approved by the client project leadership. Following the completion of these interviews, and once the survey work is complete, we then develop recommendations for Project Team in a timely manner so that the information maintains its value. It is our experience that assessments (and research in general) that drag on lose their significance and insight. Ascertain- ments will be invaluable to the development of a strategic and comprehensive Brand Platform. Upon delivery, we want the platform to be thoughtful and defensible because it will be based on real data. Questions used during the interviews will be standardized for all participants and will be vetted with the client prior to any interview being conducted. Potential ascertainment interviewees may include: • City Council Members • City Manager • Division Leadership • City PIO • City Program Leaders • Chamber of Commerce Leaders • Educational Leadership (K-12 & Colleges) • Local Neighborhood Groups 0:I:II:11r:? i COMMUNICATIONS AUDIT Communications LAB intends to conduct a complete and exhaustive analysis of the Division's current commu- nications channels, their usage and the various means by which it communicates. This Communications Audit is an assessment of the Division's existing communications materials, strategies, tactics, media tools, messaging, frequency of the message, platforms, image/visual consistency and metrics for measuring results. We will consider the Division's various audiences and provide a breakdown based on the efficacy of the com- munications program for each audience. This will help to provide a baseline for our new plan with recommen- dations at the conclusion of the task. It is always an interesting exercise for an organization to see, in its totality, all the ways in which they touch their audiences. Are they consistent? Following this exercise, we begin building out the Strategic Plan through facilitated meetings with Division's staff. We undergo a thorough draft and editing phase while creating a visual narrative that will guide the team going forward once the final document is adopted. This includes team presentations, collateral material and other elemental reminders of the Division's goals to be used throughout the Division. 2p.-. Imo:/:Ill�r:? While this final project element may evolve over the course of an engagement, it is important to note that Communications LAB can offer the Division a wide variety of outreach and communications services. These include but are not limited to the following services: Crisis Communications / Emergency Information Plans Crisis Communications and Emergency Information Plans are vitally important in today's landscape. When the worst happens, you don't want to be creating your response, it should be hard -wired into the operations so you can respond quickly. As stated previously, we begin this process by utilizing powerful project management tools building emergency plans for use at a moment's notice. We understand that it is not our job to set policy, but to appropriately communicate a client's position, clearly and consistently. As your advocate, this role is never more important than when there is a crisis. As a resource or as an extension of staff, our team has the experience to handle a wide variety of issues with a steady hand to protect your reputation. This includes online responses through various digital strategies and social media channels. Our team also has vast experience in developing op-ed articles for board members or community stakeholders to consider for submission. These can often prove to be a great benefit, showing strong support for the client in moments of great difficulty and reminding community members that there is always another side to the story. Communications LAB can coordinate media briefings, VIP Tours and Events or, provide tradition public relations pitching efforts to the media. Communications LAB's Brian Lochrie is a senior practitioner of Public Relations and will lead our efforts to reach all the target audiences through a variety of tactics. Keeping your stakeholders, other divisions, your elected officials and community members informed and engaged will be his primary goals. As our strategy is put into action, they will over see such tasks as: • Day to Day Media Relations Support • Identify Key Individuals for a Speakers Bureau & Spokesperson Bench (Bilingual candidate too!) • Media Training, Murder Boarding for Designated Spokespeople • Crafting Talking Points & FAQs (for all levels of media and stakeholders) In addition, we have another team member who will provided unprecedented experience to this aspect of our efforts: Diego Teran. Diego has spent the last four years working with Southern California Edison managing Hispanic media relationships statewide through weather events, power outages and wildfires. The relationships he has formed are superb and at the Division's disposal whenever needed. Communications Training For Communications LAB, one of our core values is to share our knowledge. We are inspired by communications and take great pride in our ability to train others to become better communicators. Training programs, seminars, on -camera practice sessions and debate practice sessions are all part of our toolkit. As a national member of the Public Relations Society of America, we have several team members who have achieved national APR i 4 #.� L x Ad accreditation and who lead certification training in turn. In addition, we conduct trainings for the tools we create, such as web management, social media management and email communications. Public Affairs (As Needed) Another core component of our team's strength is our extensive experience in public affairs. Communications LAB has been at the center of some of the region's largest, and sometimes controversial, initiatives. Our leader, CEO Arianna Barrios, is an elected official in her own right and offers more than 15 years in public policy experience. Our team provides monitoring of all municipal agendas, provides education to public officials, presentation support to local city councils and works to provide the advocacy platform you may need for a new initiatives. Furthermore, our management of Orange County's leading public affairs channels, OC Forum, OC Tax, South Orange County Economic Coalition, BOMA OC and IREM OC, provides our clients with unique opportunities to have their messages shared with other thought leaders and policy makers across the region in a way that few other firms have access to. We are also prepared to provide staffing to the Division leadership as they attend policy meetings and larger regional gatherings. Public Information Officer (As Needed) Communications LAB is experienced in serving as the public information officer for its clients both public and private. We serve in that role for the North Orange County Public Safety Collaborative, the City of Cypress, Southern California Edison (Hispanic Media) among others. We also serve in the PIO role for many of the non-profit associations we manage including the BOMA OC, the IREM OC, and the California Ambulance Association. Brian Lochrie, Diana Moreno, Arianna Barrios, Kelsey Eiben and Diego Teran have all served in this capacity for a wide variety of our clients. In addition, Justin and Arianna have provided such services in crisis communi- cations capacities for national and statewide agency's. Furthermore, we provide media relations and messag- ing support for many of our clients who have PIOs or Communications Directors such as the Cities of Cypress l� and Huntington Beach, several water districts throughout the region and corporate clients such as Southern California Edison and Disneyland. We have an excellent relationship with the local media including reporters and editors at the Southern Cali- fornia News Group and the Orange County Register, Los Angeles Times, San Diego Union Tribune and, Long Beach Press Telegram. We also maintain close contacts with the key reporters for the broadcast media serving Southern California such as Spectrum News, KABC7, KNBC4, KCAL9/KCBS2, KTLAS and KTTV11 and all the regional radio news directors. We're also familiar with the editorial board managers at the OC Register, • LA Times, Business Journals and Voice of OC and would be pleased to set up editorial board briefings at the appropriate times for new large-scale projects or major initiatives. We have former journalists on our team who have decades of experience in drafting news releases, and we have the in-house ability to accompanying them with "VNRs" or video news releases as well to enhance the opportunities for electronic media interest, social media and online outlets. Media Tours & Events A top five PR firm in Orange County, Communications LAB achieved that ranking by understanding the media and helping them get the story they need with the message we want. Award -winning and committed to our client's success, all six of the top executives assigned to this proposal have extensive experience in planning, managing and executing complex media tours and events. Arianna Barrios has managed multiple press events for the Disneyland Resort while Brian Lochrie has successfully completed more than 100 media tours of public facilities for Poseidon Water's Desalination Facility, Orange County Groundwater Replenishment Project and the Cadiz Water Project. Diego Teran has provided similar services for Southern California Edison and the Disneyland Resort ensuring Hispanic Media feels valued and supported with in -language spokespersons and translated media materials. Press events can be as simple as a ten person bus tour or as grand as a red carpet initiative roll -out with celebrities and events over multiple days. Our team can plan, execute or assist no matter what the need. We can bring in additional support staff to supplement the client's team and represent you professionally. We can manage such events soup to nuts because our logistical acumen is second to none in producing flawless events. We create detailed, minute by minute event plans and run -of -show documents, manage vendors, prepare collateral, produce media gifts and keepsakes as well as run our own video production crews to capture the event for your archive and create client Video News Releases or capture b-roll for post -event marketing opportunities. Digital Strategies & Social Media (As Needed) As experienced professionals in managing comprehensive projects for several public agencies, we know how to develop a 30,000-foot integrated strategy, as well as an itemized day-to-day execution plan. If called upon, our team can share our experience and expertise with your digital/social team to assess and advise on best practices for these channels. We believe overall success is best achieved by clearly outlining our goals and strategy, aligning ALL the channels from which your message is delivered and continually assessed by analytical data. The City may already have in-house teams that manage these channels for the wider agency, Communications LAB can assist the Division with providing important content that can be rolled into the master channels. i :*:I:II:Ikr:? I G. Fee I PREPARED FOR: City of Santa Ana c Works • Water Resources RFP No. 23-014 M:Il:i12 ommunications LAB as requested in the RFP instructions, has provided a detailed FEE PROPOSAL under separate cover including standard hourly rates, project fees utilizing the forms provided. We have included our standard rate sheet here for future reference. in this section. :*:I:II:Ikr:? Agency Rate Sheet Senior Communications Strategist Arianna Barrios $20C Project Manager & Crisis Comms. Diana Moreno $175 Media Relations & Video Production I Brian Lochrie $175 Public Policy Manager I Taylor Dietz $150 Digital Strategies I Kelsey Eiben $175 Graphics Manager I Jessica Van Oyen $150 Social Media Manager I Amanda McGuire $140 Multicultural Outreach Manager I DiegoTeran* $140 Events Manager I Jorgie Sandoval* $130 Outreach Coordinator I Tanya Silerio* $120 Copy Editor I Zane Toledo $120 13. CERTIFICATIONS FORMS PROOF OF INSURANCE GFRTIFIGATIONS ADDITIONAL WORK SAMPLES PREPARED FOR: City of Santa Ana Public Works • Water Resources RFP No. 23-014 • CITY OF SANTA ANA RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES NON -COLLUSION AFFIDAVIT (Title 23 United States Code Section 112 and Public Contract Code Section 7106) In conformance with Title 23 United States Code Section 112 and Public Contract Code 7106 the BIDDER declares that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or sham; that the BIDDER has not directly or indirectly induced or solicited any other BIDDER to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any BIDDER or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the BIDDER has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the BIDDER or any other BIDDER, or to fix any overhead, profit, or cost element of the bid price, or of that of any other BIDDER, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the bid are true; and, further, that the BIDDER has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid. Note: The above Non -collusion Affidavit is part of the Proposal. BIDDERS are cautioned that making a false certification may subject the certifier to criminal prosecution. Signed State of California County of Subscribed and sworn to (or affirmed) before me on this day of , 20_, by , proved to me on the basis of satisfactory evidence to be the person(s) who appeared before me Notary Public Signature Notary Public Seal City of Santa Ana RFP 23-026 Consumer Confidence Report (CCR) and Auxiliary Services Page 32 ONMI11.112 ? CITY OF SANTA ANA RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES NON-DISCRIMINATION CERTIFICATION The undersigned consultant or corporate officer, during the performance of this contract, certifies as follows: The Consultant shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The Consultant shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment without, regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Consultant agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause. 2. The Consultant shall, in all solicitations or advertisements for employees placed by or on behalf of the Consultant, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin. 3. The Consultant shall send to each labor union or representative of workers with which he/she has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers' representatives of the Consultant's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. 4. The Consultant shall comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor. 5. The Consultant shall furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his/her books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation, to ascertain compliance with such rules, regulations, and orders. 6. In the event of the Consultant's non-compliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, the contract may be canceled, terminated, or suspended in whole or in part and the Consultant may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Execution Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulations, or order of the Secretary of Labor, or as otherwise provided by law. City of Santa Ana RFP 23-026 Consumer Confidence Report (CCR) and Auxiliary Services Page 34 CITY OF SANTA ANA RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES 7. The Consultant shall include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontract or purchase order as the administering agency may direct as means of enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event the Consultant becomes involved in, or is threatened with, litigation with a subconsultant or vendor as a result of such direction by the administering agency, the Consultant may request that the United States enter into such litigation to protect the interests of the United States. 8. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats. 1939, and as amended, no discrimination shall be made in the employment of persons upon public works because of race, religious creed, color, national origin, ancestry, physical handicaps, mental condition, marital status, or sex of such persons, except as provided in Section 1420, and any consultant of public works violating this Section is subject to all the enalties imposed for a violation of the Chapter. Signed: Title: Arianna Barrios, CEO Firm: Barrios & Associates, LLC (dba Communications LAB) Date: May 12, 2023 City of Santa Ana RFP 23-026 Consumer Confidence Report (CCR) and Auxiliary Services Page 35 ONMI11.112 ? CITY OF SANTA ANA RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES NON -LOBBYING CERTIFICATION The prospective participant certifies, by signing and submitting this bid or proposal, to the best of his or her knowledge and belief, that: (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure of Lobbying Activities," in conformance with its instructions. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. The prospective participant also agrees by submitting his or her bid or proposal that he or she shall require that the language of this certification be included in all lower tier subcontracts, which exceed $100,000 and that all such subrecipients shall certify and disclose accordingly. Signed: / Title: Arianna Barrios, CEO Firm: Barrios & Associates, LLC (dba Communications LAB Date: May 12, 2023 City of Santa Ana RFP 23-026 Consumer Confidence Report (CCR) and Auxiliary Services Page 33 00MII:11r:? ACb oP CERTIFICATE OF LIABILITY INSURANCE FDATF (MM/DD/YYYY) 03/17/2023 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Bannister & Associates Insurance Agency CA License #0691071 CONTACT Jonathan Severson PHONE FAX AIC No Ext: 714 536-6086 AIC No:(714) 536-4054 E-MAIL ADDRESS: Jonathan@bai-ins.com 305 17th Street Huntington Beach CA 92648 INSURERS AFFORDING COVERAGE NAIC # INSURERA:Sentinel Insurance Company INSURED (949) 215-5539 INSURERS: Hartford Casualty insurance CO Barrios and Associate, LLC dba Communications Lab INSURERC: Philade hia indemnity Ins Co INSURER D: Axis Insurance Company 701 E Chapman Avenue INSURER E: Orange CA 92866 INSURER F : COVERAGES CERTIFICATE NUMBER: Cert ID 12434 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADDL INSD SUBR WVD POLICYNUMBER POLICY EFF MM/DD/YYYY POLICY EXP MMIDDIYYYY LIMITS A R COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 CLAIMS -MADE FXI OCCUR 72SBABG0546 04/01/202304/01/2024 'RIM MIMES Ea occu ante $ 1,000,000 MED EXP (Any one person) $ 10,000 PERSONAL &ADV INJURY $ 1,000,000 AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2,000,000 GEN'L POLICY PRO FX LOC JECT PRODUCTS-COMP/OPAGG $ 2,000,000 $ OTHER: AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT Ea accident $ 1,000,000 BODILY INJURY (Per person) $ A ANY AUTO 72SBABG0546 04/01/202304/01/2024 OWNED SCHEDULED AUTOS ONLY AUTOS BODILY INJURY (Per accident) $ PROPERTYDAMAGE Per accident $ R HIRED NON -OWNED AUTOS ONLY R AUTOS ONLY A R UMBRELLA LIAB R OCCUR 72SBABG0546 04/01/2023 04/01/2024 EACH OCCURRENCE $ 6,000,000 AGGREGATE $ 6,000,000 EXCESS LIAB CLAIMS -MADE DED F-TRETENTION$ Retention $ 10,000 B AND EMPLOYERS' LIABILITY AND EMPS YERS'LSATIONILIT YIN ANYPROPRIETOR/PARTNER/EXECUTIVE 72WECAW7EH6 04/01/2023 04/01/2024 R STATUTE ERPER H E.L. EACH ACCIDENT $ 1,000,000 OFFICER/MEMBER EXCLUDED? ❑ (Mandatory in NH) NIA E.L. DISEASE - EA EMPLOYEE $ 1,000,000 If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ 1,000,000 C Professional Liability PHSD1778561 04/01/2023 04/01/2024Limit (per claim): $ 2,000,000 Deductible: $5,000/claim Limit (aggregate): $ 4,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. For Informational Purposes Only AUTHORIZED REPRESENTATIVE ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016103) The ACORD name and logo are registered marks of ACORD Page 1 of 2 :*:I:II:Ikr:? 00MII:11r:? Ali �.i�7Ad+�4 ."I'.l Nclrapait=I 4,al:pa-tat ar lu.rthudtp Metro Apnl 2, 2019 110_ ARTANNA BARREDS RAMMS & ASSOCLUES, LLCI}EACOkOMMCATIOVS LAB 701 B . Chapman Avelme DFJLNGE. CAA 92266 Subject: Small By dmg Enterprise Cenificadan -0 S �i:z.--,rVy 0j:j.Ea LM Anr'e!. G5 K012-2YS! ]ikafrO bulb 1 Y-, L1, - 4;1VU h'I n7G 1. G 1G" We are pleased te adnw yea dratzb*F-cimfulrev0eri• of ;cur appli€atian and suppWUrLg dWum,emabon,the Las Mgeles CDuTtty Metropolitan Transpxtthan Auffianty QdEtru} has dQbern3LT*d that T ow firm meets the eligibility standards to be €er ied as a Sena].] BusiRess Enterprise (SEE) as regtm•ed wWor Metro's SEE PraQram. Yow Erm-%U be listed in 1•ierrals SBE database of €erdfL d SBEs under the follawing specific areas of expertise: NA>C,S 541430: C*R.AFHM DESIGN SERVICES VAMS 541b13: MAREETIr+fG CO'gSMTEgG VICE'S NAMS 54ISM: PUBLIC RELATLDNS AirSNCTES NAIGS 5418M: Dn= MAIL AEG VAICS 541410: ]1dlARXYM4GRESEARCHAND RUELIC OFLVION POLL.L;G Yanr SEE certification is valid for five years from the date of this h tEr and applies anll• for the above NAILS crde(s). Any addnimE and re>riskms mast he submuted to- bistro for review and apprOVa] . In arder to- effw= your confi nft SEE status, you are requ LTed to submir an almua] update alana w1th nTpmLAi dacumen atian. If n,a cba*iges are noted, then yanr SEE sQtus mma u current. If there are cba►upes,.Ietr-D w iLl review to deDe=E €araiimed SEE eligibibty. Please *late_ I ffur SEE sta=remains ineffecd ndk! s )&4xonv(ifiesyou oUwrsrn'iae_ After dse fie -}rear oEa ieadm period, � ur entim file twill be nevievved in cider bi as€ertain Conti mpd SEE eerdf adan ;iarus. Lau R'LIl be nrxttfied ofthe pendit SEE stems review and a7 dacumentation upd3 sr&mssar4 PAW1)a the eapiracb3ndaie. Also. shou]d an3• chafes accua 1hat could affect your certific 3d011. status pAcT io receipi of the armual apdare appticmien, a h as changes in I -our frm'a name, businessmailing address.Mm*rship, mana<eraent orcollrrol, or failure to meer the g4AicAlebudness siw staridardsorpersonA net wonh snndard, pLeaie nodff• Mecm idiately. Metro resen-es she right w wiabdraw rhis ceni:Fkzdan if at any timme it is deermined rbai : s was 1mxmi►L!-1y obt reed by false, misleading, €r incorrect information. Yaur SBE aertit5 i6m is subou to review at any time. The firm thereby consents to the examination of its banks, records, and documents by Mesra. CaFL2-ranaatiow, and rlvulcyou for yaor iriterest m _lttetro's SEE Program Shaddyou ba�,e anf5 questions,pLease oantaetus at (213) 922,260- Far informatkm anhLtTD c ntm- jng opportu ddes,please visit uar vrebsite at w%Tvmetro.net. Sincerely, S• Urlq- Fong Pnnripa]Cero aaonOifioer Diversity & acmoDoic Ogpmanity Deparrment 00mil:Alt:? �a+�•p�a G4•��.r DnC W IC�+'�' llra :,x�+�,ta• 1:� . I b"Em Zhnspo -W" A itt-Wty I Ilk A ,P4-_ L4 nr �?,s r mrt•ina Metro CALLIEFOENIA [TN FEED CERTIFICATION PROGRAM ApriL 2, 2019 C CF# 41694 33erro File.#6346 1k6. ARIAVNA BARRIOS EARRIUIS & A5SDG[ATM, LUC DEA COX IMUNICAIIO\5 LAB 701 E . Chapman Avenue DRJU4GE, CA 92866 5nbject: Disadva kUE!ed Business Enterprise Cermfic'anon Dear MS. ARIAN%UL BARRIOS: We are pleased bo ad4ise you tat after careful re-0ery of )-our appEcation and supporting dacumenuation, the Las Angeles County \I,etropolitan Traatspartation Authnrit5 (Nietw) hm dwemAred that your f= meets the elipbiW standards to be certified as a Disadvanrtaged Buz[T*ss Enterprise (DBE) as required umkT the U-3_Departmenc of TYmsponatian(US. DOT) Regulatian49 CFR Fart 26, as amended. Ihis cenMcation nill be recagniz dby mUofdheUS. DOT reei knt&inC`ah r:a Your firm will be listed in Lbe CalifarniaUrufied Certification Ptagam (CUCM database of ontiGed DBEs under dhe, fuB wing speci& arms} of expertise that }non have idend&A on the NAIC 5 codes form of the afptieat M package : NAILS 5414346: GRAPHIC DESIGN SERVICES NAILS 541613: tL REETINGCOVSLTLTING SERVICES %TAIBCS 541220: PUBLIC RK ATIDNS AGENCIES %TAICS 5419% DIFI3Gr MAIL. ADVERTMEgG �TAKZ 541910:1s11AREFI24G RESEARCH AND PUBLIC OPINION POLLS G Your DEE cKtffu2tuon zppbLs only for the above ctde(s). Yon may rwmEw your fiams information in the CUCP DBE database which can be iooessed at the CUGP websne ar wwPrzdif nTnz cp ocr . AM additions and rei'imams muse be submitted to .Aetrm i i review and approval. In order ta ensure ymy carainui% DEE status, you are required tD submit an armual update along with supposing dacum,entatian. If na dhanges roe nabed, then your DBE status remains current. If there are changes, Moro will review to detain ne mwbmmd DBEs eLgrbr]rtg. Please note, your DBE arms remains in effect unless Mr-un6nlotifei.you oth,eradse_ Also, should anrg changes Der` u that oauld weed your certification Jae prior to receipt of the annual update, such as changes in ymr finame, bnsinesz,tn ling address, ca'nersh*, mougemom or conanL, oT failure bo meet the applicable business sim standards or personalnat win aandard, please TMotifu Itidetm k,,. e&iWly. Faihm to submit forms andfor chafe of info-rmation viilL be deed a failure to- cwparage under 5wtJon 26.109 of the l nlal mu_ hdetre reserves therigbt to wadraw ibis cenificationif at any time it is determined &aiirLwas knowingly obaine+d by false, ukdeadeng,or iwonm information. Yaur DEE certifcatianis subject to re4'ieW at ark time. The fuzu &mby omwmtsto beesambtadon ofiit&books. awais artd dDmimmentE by L'&cm. Congrafilatimu, wW thank you Ex vcw interest in the DBE program- Should;ou have array questions, please cmvbrtm at(2U)922-26DD_For in& mzumon NklaoecHurasctutg appoatundties, please visit mrvL*bum at wwwmietm.net. SIrLCa3ei4' 1 Shirley Wang Principal {'ertificaucn er Di%*ni.nr & E€an000ic Gppam nit; Department :*:I:II:Ikr:? r.y .Q; M:Il:i12 Printed on: 4/5/2022 4:12:08 PM To verify most current certification status go to: https://www.caleprocure.ca.gov � 7C Office of Small Business & DVBE Services Certification ID: 2010881 Legal Business Name: Barrios & Associates, LLC Doing Business As (DBA) Name 1: Communications LAB Doing Business As (DBA) Name 2: Address: 701 E. Chapman Ave ORANGE CA 92866 Certification Type SB(Micro) Status Approved Email Address: arianna@communicationstab.com Business Web Page: http://www.communications[ab.com Business Phone Number: 949/215-5539 Business Fax Number: 949/215-5549 Business Types: Service From To 04/05/2022 05/31/2024 Stay informed! KEEP YOUR CERTIFICATION PROFILE UPDATED! -LOG IN at CaleProcure.CA.GOV Questions? Email: OSDSHELP@DGS.CA.GOV Call OSDS Main Number: 916-375-4940 707 3rd Street, 1-400, West Sacramento, CA 95605 M:Il:i12 Contractor Information Legal Entity Name BARRIOS & ASSOCIATES, LLC Legal Entity Type LLC Status Active Registration Number 1000053829 Registration effective date 07/01/22 Registration expiration date 06/30/24 Mailing Address 701 E. CHAPMAN AVENUE ORANGE 92866 CA ... Physical Address 701 E. CHAPMAN AVENUE ORANGE 92866 CA ... Email Address arianna@communicationslab.com Trade Name/DBA COMMUNICATIONS LAB Comm LAB License Number (s) Legal Entity Information Corporation Entity Number: Federal Employment Identification Number: Member name (s)_ Member Legal Name: Member Legal Entity Type: Agent for service: Agent of Service Name: Agent of Service Mailing Address: Worker's Compensation Registration History Effective Date Expiration Date 08/23/18 06/30/19 11/13/17 06/30/18 06/13/20 06/30/21 07/01/21 06/30/22 07/01/22 06/30/24 201302410206 462030008 Barrios & Associates LLC LLC Arianna Barrios 701 E Chapman Avenue Orange 92 Do you lease employees through Professional Employer Organization (PEO)?: No Please provide your current worker's compensation insurance information below: PEOlnformationPEO PEO PEO Name Phone Email 00MII:1111r:? WHO TOOK THE SURVEY? 707 randomly selected ` residents participated, resulting in a margin of error of 3.7% ' 65% /—'- 219% ARE 51f, OWN � ® EMPLOYED HOMES JI& FULL-TIME GENDER • 51% `le►nale ■ 47%,Kale L 1% Chher • 2% %refer not to answer ETHNICITY 38% Caucasian �i 341/6 Asian i 19116 Hispanic 4% African-American/Black in 2% Middle Eastern 1% Pacific Islander in 1% Mixed Heritage i 2% Prefer not to answer 1% Other ih <1% American Indian or Alaskan Native TIME IN CYPRESS - 51% 15 years or longer U19% 1-4 years 17% 5-9 years 10% 10-14 years 2% Less than one year -AGE - 37% Ages 35-54 24% Under 35 34% Seniors 4.1 % Prefer not over 55 to say WHAT DID YOU TELL US? MMfeel Cypress is a safe place to live cmrate Cypress as an excellent/good place to live rate Cypress as an excellent/good place to raise a family rate Cypress' quality of life as excellent/good are very/somewhat satisfied with the City's efforts to provide municipal services are very/somewhat satisfied with the City's efforts ' to provide fire protection and medical services WHAT SHOULD WE PRIORITIZE? Addressing homelessness, managing growth/development, and managing traffic were identified as the top service needs. AC Unit ;© 24 kWh Central Air conditioning unit for an average day.' Data Center 19.4 kWh Required to run a single server unit in a data center for an entire day.2 Electric Vehicle 13.2 kWh Used to drive an electric O O vehicle for one day.' By the Numbers Desalination Energy Usage Making fresh drinking water from the ocean requires energy, but not as much as some of our other favorite things, like TV's, Air-conditioning, and electric vehicles. Seawater desalination has long been used in regions all over the world where fresh water is in short supply and recent improvements in desalination technology have resulted in reduced energy consumption and lower operating costs. • Water Heater 12.5 kWh Hot Water for an average household per day.^ [1] Duke Energy [4] Duke Energy T= [2] Data Science Association [5] Poseidon Water's Carlsbad Seawater [3] US Environmental Protection Agency Desalination Plant & Federal Housing Administration Poseidon's Carlsbad and Huntington Beach desalination projects will not only be the first large-scale seawater desalination plants built in the state, they will be the largest, most technologically advanced, energy efficient and environmentally friendly seawater desalination plants in the Western Hemisphere. Desalination 7.6 kWh Required to produce the daily water supply for an average household.5 M:Il:i12 DECEMBER 2015 THE CARLSBA Desalination Project [}00 000 Enhancing Water Reliability for 5an Diego County There's no question that executing a massive project the size and scope of the Carlsbad Desalination Project takes considerable effort. Over the past three years, the construction crews and Project team worked diligently to ensure the timely completion of the largest, most technologically advanced and energy - efficient seawater desalination plant in the Nation. 2177 These statistics put this monumental undertaking into perspective. The Desalination Plant will provide enough 116 high -quality drinking water to serve more than 1 400,000 RESIDENTS vi in San Diego County. ............................................ 100% of plant construction is now complete. ............................................ ik1.5 MILLION A ;& Labor Hours Were needed for Project construction, equal to employing 500 workers at the peak of construction. As of June 2015, all 1 of delivery pipeline have been installed. ONMI11.112 ? Video Samples SHORT VIDEOS / PSAs Short :30 public service announcements, and videos: Orange County Mosquito and Vector Control District ORANGE COUNTY STORMWATER PROGRAM_ • DON'T DOUBT THE DROUGHT CAMPAIGN FOR THE SANTA MARGARITA WATER DISTRICT_ MID LENGTH VIDEOS • Oranae Countv Transportation Authoritv's (OCTA) 1-5 Freewav / El Toro Road Interchanae Improvement Project options and • OCTA's "Learning Lanes" video series, • Moulton Niguel Water District's Irrigation Troubleshooting and Look for Leaks videos • Orange Unified School District's "We are Orange Unified" and Building Success videos Orange County Auditor -Controller's "Taxpayers Count" video series Orange County Stormwater Program's Turf Removal video LONG FORM VIDEOS Laguna Niguel's State of the City video in 2018, • Rancho Santa Maraarita's State of the Citv event oroaram • OCTA's 1-5 South Improvement Project Dedication Ceremony • Oranae Countv Taxoavers Association's OCTax Talk series OC Forum Programs L EXHIBIT B V Communications Acoveryourvoce REQUEST FOR PROPOSAL N0.23-014 CONSUMER CONFIDENCE REPORT & AUXILIARY SERVICES Prepared for: Clty of Santa Ana, Public Works Agency - Water Resources 101E Chapman Avenue P: 949-215-5539 ext 101 0 a arianna@communicationslab.com Orange, CA 92866 C: 714-878-4864 www.CommunicationsLAB.com EXHIBIT C COMPENSATION Consultant's Fee Proposal including hourly rates if applicable CITY OF SANTA ANA EXHIBIT C RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES APPENDIX ATTACHMENT 2: FEE PROPOSAL Certification - I certify that I have read, understand and agree to the terms and conditions of this Request for Proposal. I have examined the ATTACHMENT 1: SCOPE OF WORK. I am familiar with all the existing conditions and limitation that may impact work requests. I understand and agree that I am responsible for reporting any errors, omissions or discrepancies to the City for clarification prior to the submission of my proposal. CCR: Proposal Item Price —Lump Sum Fee (Per Year) must be inclusive of all costs, including, but not limited to, direct and indirect costs for labor, overhead, incidental supplies, travel, mileage, and fuel to produce the annual Water Quality Consumer Confidence Report. Strategic Plan: Proposal Item Price —Lump Sum Fee must be inclusive of all costs, including, but not limited to, direct and indirect costs for labor, overhead, incidental supplies, travel, mileage, and fuel to produce Strategic Plan. Proposer shall submit hourly rates schedule, which shall include but not limited to, direct and indirect costs for labor, for staff per job classification, material, equipment rates, overhead, incidental supplies, travel, mileage, and fuel. Any special materials purchased by the consultant only after discussed and authorized by the City projects manager or designee in writing Prior to commencement of auxiliary services, Consultant shall provide separate quotes, upon request by the City, which shall be approved by the City's Public Works Water Resources Division. FEE SCHEDULE The undersigned declares that he/she has carefully examined the request for proposal, that he/she has examined the Proposed Scope of Services, and hereby proposes to furnish all material and do all the work required to complete the said work in accordance with said Proposed Scope of Services, for the unit price(s) set forth in the following schedule: TO: CITY COUNCIL OF THE CITY OF SANTA ANA FROM: Barrios & Associates, LLC (dba Communications LAB) Item # Bid Item Unit Quantity Amount Consumer Confidence Report (CCR) Lump Sum 1. Consumer Confidence Report 1 (Per Calendar $ 12,500 Year Consumer Confidence Report Total: $ 12,500 City of Santa Ana RFP 23-014 Consumer Confidence Report (CCR) and Auxiliary Services Page 17 CITY OF SANTA ANA EXHIBIT C RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES Strategic Plan 2. Strategic Plan 1 Lump Sum $ $10,000 Strategic Plan Total: $ $10,000 BIDDER INFORMATION: Legal Company Name: Barrios & Associates, LLC (dba Communications LAB) Business address: 701 E. Chapman Avenue, Orange, CA 92866 Phone Number: 949-215-5539 ext. 101 Email Address: arianna@communicationslab.com Authorized Signature: Name: Arianna Barrios Title: CEO City of Santa Ana RFP 23-014 Consumer Confidence Report (CCR) and Auxiliary Services Page 18 EXHIBIT 2 CONSULTANT AGREEMENT BETWEEN THE CITY OF SANTA ANA AND CV STRATEGIES FOR PREPARATION OF CONSUMER CONFIDENCE REPORTS AND AUXILIARY SERVICES ON AN ON -CALL BASIS THIS AGREEMENT is made and entered into on this 18th day of July, 2023 by and between CV Strategies ("Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. On April 13, 2023 the City issued a Request for Proposal ("RFP") No. 23-014, by which it desired to retain a consultant having special skill and knowledge in the preparation of Annual Consumer Confidence Reports regarding the City's water system and sanitary sewer system, as well as the performance of the following "Auxiliary Services" including, but not limited to: the creation of a Strategic Plan; updating the City website and web based CCR; composing and designing ready for print brochures, postcards letters, and bill inserts for public distribution; development of water related campaigns; targeted outreach for water campaigns; creation of live action media and videos including Public Service Announcements, on an on -call basis for the City's Public Works Agency. B. Consultant submitted a responsive proposal that was among those selected by the City. Consultant represents that it is able and willing to provide such services described in the scope of work that was included in the RFP No. 23-014. C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Consultant shall perform all those services described above and described in the scope of work section included in RFP No. 23-014 on an on -call basis and at the City's sole discretion during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described and set forth above, and in the "Scope of Services - Exhibit A", attached hereto and incorporated by reference, and as further described in Consultant's Proposal, attached hereto an incorporated herein by this reference as "Consultant's Proposal - Exhibit B". 2. COMPENSATION a. City neither warrants nor guarantees any minimum or maximum compensation to Consultant under this Agreement. Consultant shall be paid only for actual services performed under this Agreement at the rates and charges identified in Consultant's Fee Page 1 of 9 Proposal, which is attached hereto and fully incorporated herein by this reference as "Compensation - Exhibit C". Consultant is one of three (3) separate consultants selected to provide services on an on -call basis under RFP No. 23-014. The total compensation for services provided by all consultants selected under RFP No. 23-014 shall not exceed the shared aggregate amount of $900,000.00 during the term of this Agreement, including any extension periods, as set forth in Section 3, below. b. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. 3. TERM This Agreement shall commence on July 18, 2023 and end on July 17, 2026 for an initial three-year term, with the option for the City to grant one (1), two-year extension exercisable by a writing by the City Manager and the City Attorney, unless terminated earlier in accordance with Section 15, below. 4. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer -employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 5. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant shall require all subconsultants to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subconsultant prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. Page 2 of 9 6. INSURANCE Consultant shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Consultant, its agents, representatives, employees or subconsultants. a. Consultant shall not commence work for the City until it has provided evidence satisfactory to the City that it has secured all insurance required under this Section. In addition, Consultant shall not allow any subconsultant to commence work on any subcontract until it has secured all insurance required under this Section. b. Insurance coverage shall be at least as broad as: (i) Commercial General Liability (CGL): Insurance Services Office Form CG 00 O1 covering CGL on an "occurrence" basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000.00 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit. (ii) Workers' Compensation insurance as required by the State of California, with Statutory Limits, and Employer's Liability Insurance with limit of no less than $1,000,000.00 per accident for bodily injury or disease. (iii)Professional Liability (Errors and Omissions) Insurance appropriates to the Consultant's profession, with limit no less than $1,000,000.00 per occurrence or claim, $2,000,000.00 aggregate. (iv)If the Consultant maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City. c. Other Insurance Provisions. The insurance policies are to contain, or be endorsed to contain, the following provisions: (i) Additional Insured Status. The City, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Consultant including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Consultant's insurance (at least Page 3 of 9 as broad as ISO Form CG 20 10 1185 or both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if later revisions used). (ii) Primary Coverage. For any claims related to this contract, the Consultant's insurance coverage shall be primary insurance primary coverage at least as broad as ISO CG 20 01 04 13 as respects the City, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Consultant's insurance and shall not contribute with it. (iii)Notice of Cancellation. Each insurance policy required above shall state that coverage shall not be canceled, except with notice to the City. (iv)Waiver of Subrogation. Consultant hereby grants to City a waiver of any right to subrogation which any insurer of said Consultant may acquire against the City by virtue of the payment of any loss under such insurance. Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer. (v) Self -Insured Retentions. Self -insured retentions must be declared to and approved by the City. The City may require the Consultant to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self - insured retention may be satisfied by either the named insured or City. (vi)Acceptability of Insurers. Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best's rating of no less than A: VII, unless otherwise acceptable to the City. (vii) Verification of Coverage. Consultant shall furnish the City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to City before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant's obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. (viii) Subcontractors. Consultant shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Consultant shall ensure that City is an additional insured on insurance required from subcontractors. Page 4 of 9 (ix)Special Risks or Circumstances. City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. 7. INDEMNIFICATION Consultant agrees to defend, and shall 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 negligent operations of the Consultant, its subconsultants, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Consultant's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. 8. INTELLECTUAL PROPERTY INDEMNIFICATION Consultant shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Consultant to the City pursuant to this Agreement. 9. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three Page 5 of 9 (3) years from the date of final payment to Consultant under this Agreement. 10. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 11. CONFLICT OF INTEREST CLAUSE 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. 12. NON-DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 13. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any Page 6 of 9 party, which is not embodied herein. 14. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other consultant and/or consultants retained by City. 15. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 16. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 17. JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 18. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder Page 7 of 9 and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 19. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Jennifer L. Hall City Clerk City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 With courtesy copies to: Nabil Saba Executive Director of Public Works Agency City of Santa Ana 20 Civic Center Plaza P.O. Box 1988 Santa Ana, California 92702 To Consultant: Erin La Combe Chief Executive Officer CV Strategies 73700 Dinah Shore Drive Palm Desert, CA 92211 Phone: 760-641-0739 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these Page 8 of 9 time frames, weekends, federal, state, County or City holidays shall be excluded. 20. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: JENNIFER L. HALL City Clerk APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney ZNATHAN T. MART EZ Assistant City Attorney RECOMMENDED FOR APPROVAL: NABIL SABA Executive Director Public Works Agency CITY OF SANTA ANA: KRISTINE RIDGE City Manager CONSULTANT: 44 I.A ERIN LA COMBE Chief Executive Officer Page 9 of 9 EXHIBIT A SCOPE OF SERVICES Exhibit A CITY OF SANTA ANA RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES Appendix ATTACHMENT 1: SCOPE OF WORK City of Santa Ana RFP 23-014 Consumer Confidence Report (CCR) and Auxiliary Services Page 12 Exhibit A CITY OF SANTA ANA RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES SCOPE OF WORK A. INTRODUCTION AND BACKGROUND The City of Santa Ana Public Works Agency —Water Resources Division oversees and maintains the daily operations of the Water System and Sanitary Sewer System. The City's water system it's comprised of approximately 478 miles of water mains, and the sewer system has approximately 390 miles of sewer mains. We serve all the City of Santa Ana and their 333,000 residents and businesses. We strive to provide award winning potable water and good public service to each resident and business in the City. The City is seeking agencies and professionals interested in providing services through innovative and informative content to improve and relay City messaging for water resources issues and related information. The focus for these services is to create the annual Consumer Confidence Report (CCR), and water content services, and strategic communication pieces as the City focuses on delivering these messages to the residents, businesses and stakeholders. The City is looking for opportunites to better communicate water related issues and to keep everyone informed. B. CONSULTANT RESPONSIBILITIES The selected consultants are intended to, among other items previously stated, assist and provide the City with resources and materials to the City on strategic communication, message delivery and other technical documents such as the preparation of the consumer confidence report (CCR's). The Consultants shall provide all labor, materials, services, and equipment necessary for the services described herein. The Consultant shall possess all permits, licenses, and approvals necessary to provide goods/services required in the Scope of Work. It is the sole responsibility of the consultants to comply with all copyright rules and regulations when it pertains to images, logos, graphics, drawings, and any other intellectual property and materials. C. SCOPE OF SERVICES Public water providers are required by California Health & Safety Code §116470 and California Code of Regulations, Title 22, Article 20 to prepare an annual water quality Consumer Confidence Report (CCR) and provide it to their customers by July 1st of each year. The CCR summarizes information regarding the water quality of the City's local and import water sources, detected contaminants, compliance with drinking water regulations (including monitoring requirements), and educational outreach information. The successful Consultant will need to review the State Water Resources Control Board Division of Drinking Water's annual Preparing Your California Drinking Water Consumer Confidence Report Guidance for Water Suppliers for detailed guidelines. The City of Santa Ana is soliciting proposals from qualified consulting firms to prepare and deliver City of Santa Ana RFP 23-014 Consumer Confidence Report (CCR) and Auxiliary Services Page 13 CITY OF SANTA ANA Exhibit A RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES a comprehensive Water Quality Consumer Confidence Report and provide the following auxiliary support services described herein: I. Interactive and web based CCR — (Attachment 4: Additional Provisions, Fee Item #1) • Attend meetings with City Staff to coordinate the content and the format of the web -based WQCCR (Assume two (2), two-hour meetings); • City will provide water quality data (imported, groundwater, etc.) to Consultant; • Archive previous years Water Quality Consumer Confidence Reports; • Prepare workflow procedure in developing Water Quality Consumer Confidence Report's water quality tables and all constituents; • Collect, prepare and edit and format 12 water related articles for the web -based WQCCR; • Supply City -specific graphics, icons, symbols, photos and pictures to be used, for the development of the web -based WQCCR at its various sections such as the PWA Director and Water Manager's message, water conservation, water quality, drought, WQCCR, water capital improvement construction projects, rate notices, Food Oil & Grease (FOG) Management & Control Program, etc.; • Supply other graphics, photos, pictures and other related visual material & effects to support the production of the web -based WQCCR; • Maintain and continuously update the information and facts on the City's web -based WQCCR (Assume four (4) annual updates); • Make available in PDF format for printing the entire WQCCR in English and Spanish; • Final Water Quality Consumer Confidence Report and PDF files will be submitted to City Staff by June 1st of each year. • It is the responsibility of the Consultant to comply with the all the copyright rules and regulations when it pertains to photos, pictures, logos, graphics, drawings, and all written material. II. Strategic Plan - (Attachment 4: Additional Provisions, Fee Item #2) Consultant will create a custom, multi -year Strategic Plan for the City's Water Resources Division that will thoroughly describe strategic goals, core values, priorities, objectives, action steps, and key performance indicators; and will support its implementation. Submitted proposals will need to provide deliverables and implementation schedule. Strategic Assessment: Gather input, feedback evaluate City's existing Strategic Plan to establish a framework for Division's 2023 Strategic Plan. Goals: • Assess current strategic efforts • Gather input from City management, staff, stakeholders • Evaluate existing directive/documents • Determine Division's needs • Identify opportunities for accomplishing goals • Establish direction for workshops • Create groundwork for strategic plan development City of Santa Ana RFP 23-014 Consumer Confidence Report (CCR) and Auxiliary Services Page 14 Exhibit A CITY OF SANTA ANA RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES Deliverables: • Interviews summaries • SWOT analysis • Internal analysis • Workshops topic and questions Strategic Plan Workshops: Consultant will plan and facilitate targeted, comprehensive workshops to identify future goals. Goals: • Facilitate fruitful, collaborative discussions • Solicit input for plan creation • Work out policy goals • Motivate staff to maintain the Plan up to date and useful for ongoing operations Deliverables: • Workshop planning/facilitation • Workshop Summary • Follow-up findings III. Auxiliary Services — (Attachment 4: Additional Provisions, Separate Rates) On -Call Support Services, Printed Products, Etc.: The City is seeking qualified Consultants and communications service providers to provide and assist the City as previously described with the preparation of technical and non -technical documents, messaging campaigns, strategic messaging and general communication suport as needed and not limited to: • Attend meetings with City staff to coordinate and develop tasks, and program management and logistics; • Compose and design ready for print water related direct -mail brochures, postcards, letters and bill inserts for public distribution on topics including, but not limited to: 1) Prop 218 notifications, 2) water conservation, 3) water drought, 4) water campaigns, 5) water capital improvement construction projects, 6) event announcements and others. A total of 24 double sided brochures must be quoted per contract year; • Create all required standard and special messages and public notices regarding water quality standards; • Write and edit water and wastewater system related articles specific to the City of Santa Ana to be printed in newspapers, newsletters, pamphlets, and press releases for a total of 12 per contract year; • Develop an annual water related campaign; • Develop strategies with targeted outreach for water campaign, Water Youth Poster Contest and special events; • Create targeted media list(s) for ongoing initiatives as well as special events; • Work as liaison with any partners, etc., to create and maintain communications and enlist City of Santa Ana RFP 23-014 Consumer Confidence Report (CCR) and Auxiliary Services Page 15 Exhibit A CITY OF SANTA ANA RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES their cooperation in promoting campaigns and events on an as -needed basis; • Develop Water Quality Packet for Water Youth Contest, which will include water related activity worksheets, word scramble, and word search for school aged children (ages 5-12 years old); • Supply specific graphics, icons, symbols, and pictures, and other related visual material to support the production of printable literature to be used for the various water campaigns including, but not limited to water conservation, water quality, WQCCR, water construction projects, the drought, rate notices, and others; • Compose and design posters for water related Public Service Announcements for the City's bus shelters. A total of (4) different designs for each campaign shall be quoted for each contract year; • Assist with copywriting and editing of all promotional materials such as fliers, brochures, advertisements, scripts, PowerPoint presentations, etc., to maintain brand consistency; • Draft presentations, scripts and speaking points for key City spokespeople; • Provide other Support Services and produce printed products; • All material produced under this agreement for release to public must include Spanish and Vietnamese translation; • Strategic communication; • Key messages and narratives; • Presentations, dashboard reports; • Infographics, brochures, illustrations, fact sheets; • Social media messaging, press release, newsletter material; • Outreach campaign materials; • Live action media, short videos; • It is the responsibility of the Consultant to comply with the all the copyright rules and regulations when it pertains to photos, pictures, logos, graphics, drawings, and all written material. D. DISTRIBUTION OF WORK No work shall be allowed to proceed until authorized by City Staff - The proposer can submit their proposals for the Consumer Confidence Report (CCR), and/or for all other services described herein. The proposer will not be disqualified if they submit for only one of the services requested such and the CCR and/or Strategic Plan. ---End of SCOPE OF WORK Section --- City of Santa Ana RFP 23-014 Consumer Confidence Report (CCR) and Auxiliary Services Page 16 EXHIBIT B CONSULTANT'S PROPOSAL 00MII:111r:? REQUEST FOR PROPOSALS CITY OF SANTA ANA PUBLIC WORKS AGENCY Consumer Confidence Report (CCR) and Auxiliary Services I r�- s-.ter rw _ . i tl F rwy IM MEW �V. M ` A SUBMITTED FRIDAY, MAY 12, 2023, BY: RFP 23-014 SANTA ANA PIKE I ~...; yiw :-=ri VI Los Angeles • Palm Desert • Sacramento CVSTRATEGIES.COM Los ANGELES I PALM DESERT I SACRAMENTO May 12, 2023 Kathia Reyes, Project Manager City of Santa Ana Public Works Agency 220 S. Daisy Ave., Building A, Santa Ana, CA 92703 Dear Ms. Reyes, CV Strategies is pleased to present this proposal for services related to development of your agency's annual Consumer Confidence Report and Strategic Plan, as well as on -call communications services. We look forward to continuing our professional partnership with the Public Works Agency Division of Water Resources. With more than 18 years of experience working with special districts, CV Strategies is prepared to collaborate with agency staff to create all elements of successful strategic communications, including planning, guiding, creating and developing messaging, content and graphics. Our deep knowledge of the water industry and the region will allow us to effectively create a nexus between your messages and community benefit. The following proposal details our approach to creating effective and sustainable communications for the Division of Water Resources, including the CCR, continuing and completing the work we started on your Strategic Plan, and providing additional services such as providing content for newsletters, press releases and presentations as well as branded graphics and design of fact sheets and other collateral. There is no better firm than CV Strategies to help the Division communicate its story to customers and stakeholders. Our comprehensive communications and public engagement firm, founded in 2007, has an in-house team of strategic planners, brand managers, content developers, graphic designers, photographers and videographers who are available 24 hours a day, 7 days a week to turn your communications goals into action. We are a California Corporation - S Corp headquartered at 73700 Dinah Shore Drive, Palm Desert, CA 92211, with offices in Los Angeles and Sacramento. Should you need additional information, please do not hesitate to contact our Vice President, Tara Bravo Mulally, directly at 510-300-5843. We look forward to partnering with you on this project and are happy to present this proposal, which is firm and binding for 120 days from the date of receipt. Agreement Statement: We concur with any and all provisions as contained in the standard agreement attached as ATTACHMENT 4: STANDARD AGREEMENT in the Appendix of the RFR Sincerely, 404w" V' _ Erin La Combe President, CEO & Founder CV Strategies, S-Corporation 73700 Dinah Shore Drive Palm Desert, CA 92211 erin@cvstrat.com 1760.641.0739 ............................................. Cover Letter . 2 ....................................................................................................................................... Background ....................................................................................................................................... . 4. Firm's Qualifications 5 ....................................................................................................................................... Organizational Chart ........................................................................................................................................ . 6 Resumes ........................................................................................................................................ 7 Project Understanding & Approach 12 ........................................................................................................................................ Scope of Work ........................................................................................................................................ 15 Relevant Experience & References ........................................................................................................................................ 18 Appendix ................................................................................................................. 25 Partial Client List 26 ........................................................................................................................................ Optional Services Offered 27 ....................................................................................................................................... Value-added Services . 28 ....................................................................................................................................... Attachments ....................................................................................................................................... . 29. &ackoraunit CV Strategies is a communications and community engagement firm that leverages expertise, influence and instincts to enhance the ways public agencies tell their stories. Founded in 2007 by former television news director Erin La Combe, CV Strategies helps clients blend media, _ messaging and audiences to connect with communities and drive support on the issues that matter. CV Strategies' staff of 22 is made up of former journalists, news executives, marketing experts and designers who use their storytelling skills to provide value to clients. CV Strategies is a California small business averaging about $2 million in gross receipts annually. We are not a subsidiary of a larger company. The firm is currently involved in active, ongoing communications initiatives with more than 100 public agencies throughout California. Our strategists provide support on issues as diverse as branding, website design, strategic planning, crisis communications, public education campaign architecture, and tactical outreach implementation. Our extensive experience makes us adept at crafting effective messaging for organizations with varying stories to tell. The firm has developed conservation, education and engagement campaigns for clients across the state. With offices in Palm Desert, Los Angeles, and Sacramento, our team members leverage their diverse expertise, contacts, and skill sets to support water industry, energy and government clients. Our firm is deadline -oriented and driven to deliver updates and results that identify measurable targets and achieve progress throughout a project's scope. We provide our clients with a diverse set of tactics to help them meet their outreach objectives with a wide variety of audiences. Through careful research, planning and strategic implementation, our specialists work closely with staff to create effective and innovative solutions to communication challenges. CV Strategies unites these elements to fulfill the organization's vision and ensure achievement of communication goals. WE UNDERSTAND PUBLIC AGENCIES. With more than 100 current public agency clients across the state, CV Strategies consultants have an intimate knowledge of municipalities and special districts, and are well versed in the tactics that enhance customer engagement and messaging success. WE KNOW THE REGION. We understand the unique relationships, communities, and issues of the region, as well as the messages that resonate with stakeholders. In addition, an extensive portfolio of strategic communication initiatives for public sector clients throughout the state has fostered a deep understanding of the issues that impact California communities. 19 WE ARE SKILLED STORYTELLERS. Our backgrounds in journalism, advertising, design, film production and social media marketing have honed keen storytelling instincts that help create dynamic visuals and compelling copy. WE THINK HOLISTICALLY. Our professionals are experienced in gathering and analyzing information in pursuit of a comprehensive and holistic strategic approach. The guidance and counsel we provide is engineered out of an in-depth understanding of client nuance and need. WE DO ALL OUR WORK IN HOUSE. CV Strategies offers a full suite of in-house creative services — concepting, copywriting, design, web production, photography, videography, social and digital media. This combined -services approach improves control of costs and deadlines, while close interaction between designers, copywriters and account coordinators results in deliverables that are cohesive, targeted, and harmonious. KEY PERSONNEL The team and their percentage of time devoted to this project: • Project Director: Erin La Combe, 10% • Project Manager: Tara Bravo Mulally, 30% • Content Development: Janet Zimmerman, 40% • Creative Director: Lynn Oliva, 40% • Graphics Support: Heather Anderson, 20% QUALITY ASSURANCE CV Strategies will ensure staff quality through regular review of work performed. All deliverables undergo a series of management reviews and edits prior to final approval by the Project Director. In addition to the project team identified, the talent and experience of our staff allows for backup if necessary, so deadlines are always met. No subcontractors will be required for this project. ERIN LA COMBE - PRESIDENT, CEO &FOUNDER University of Southern California Los Angeles, California Bachelor of Arts Degree //Broadcast Journalism The California Club Board Member FIND Food Bank // Board Member California Utility Executive Management Association // Board Member Jim Murray Memorial Foundation // Board Member Pacific Southwest Chapter Emmy June 2003 Best Newscast Winner Pacific Southwest Chapter Emmy June 2004 Best Newscast Winner Communicator Award Winner // January 2006 Breaking News Bill Stout Memorial Award of Excellence Winner // March 2006 Best Spot News Coverage Winner March 2006 PROJECT 'EXPERIENCE Turlock Irrigation District — FERC Relicensing, Turlock, California. Created a successful campaign to engage media, the community and ultimately the State Water Resources Control Board to support a science -based approach for relicensing Don Pedro Dam. The project involved a media -focused website, videos, factsheets and press relations. Byron -Bethany Irrigation District — Water Rights Protection, Byron, California. Spearheaded a campaign that resulted in the protection of water rights for farming communities in the San Joaquin Valley. Work included video production, media relations, website creation and event organization to influence state decision -makers. Coachella Valley Water District— Chromium-6 Outreach, Palm Desert, California. Crafted direct mail pieces, quarterly updates and factsheets to educate customers about new state reporting threshold for drinking water. Facilitated community meetings, prepared public presentations and directed videos. Elsinore Valley Municipal Water District — Variable Rates Outreach, Lake Elsinore, California. Led an extensive educational campaign for the District's move to variable sewer rates. The project included online content, FAQs, infographics, newsletter articles, bill inserts, mailers, social media and more. Desert Healthcare District — COVID-19 Outreach, Palm Springs, California. Directed and managed a comprehensive educational effort that includes creation of an online Coachella Valley COVID-19 Resource Center, news releases, newsletter content, social media and media coverage. Hi -Desert Water District — Sewer Assessment District, Yucca Valley, California. Guided the Hi -Desert Water District Water Reclamation Facility and sewer system outreach effort, securing a voter turnout of more than 50% and overwhelming total assessment voter approval of more than 70%. Tactics included designed ads and billboards, media ad buys, legislative document development, microsite creation and video production. TARA BRAVO MULALLY SENIOR VICE PRESIDENT California State University, East Bay Hayward, California Bachelor of Science Business Administration Graduated Cum Laude Cogswell Polytechnical College Sunnyvale, California Computer Arts Focus Association of California I PROJECT EXPERIENCE Water Agencies // ' United Water Conservation District — Water Sustainability Summit 2020, Communications Committee Oxnard, California. Organized and facilitated a regional sustainability summit to foster collaboration in Ventura County. Speakers included Dorene D'Adamo, Friends of the Desert State Water Resources Control Board; Vic Nguyen, California Department of Mountains // Water Resources; Assemblymember Jacqui Irwin (D-Thousand Oaks) and Board of Directors Catherine Freeman, Chief Consultant to the California State Assembly Water, Parks and Wildlife Committee. CV Strategies designed the event materials and presentations, as well as produced the historical and event recap videos. San Bernardino County Superintendent of Schools — Rebrand and Website, San Bernardino, California. When one of the largest educational providers in California needed a new look, it turned to CV Strategies. Tara ABA Stevie Award // led the effort to rebrand the organization starting with employee focus groups iEfficient and progressing to a new website, logo, collateral material templates and a Water Conservation Website style guide. PRSA Capella Award // Elsinore Valley Municipal Water District Notice of Public Hearing PRSA Capella Award iEfficient, Water Conservation Campaign CAPIO Award of Distinction // East Valley Water District Transitioning to Budget Based Rates CAPIO Award of Merit Rowland Water District Strategic Plan CAPIO Award of Distinction // Elsinore Valley Municipal Water District, Variable Sewer Outreach Plan West County Wastewater District — Strategic Planning, Richmond, California. Led the strategic planning process, which included in-depth work sessions with executive staff and board members to identify priorities and initiatives. Those strategic elements were later incorporated into all district communciations, including videos, newsletter articles and community events. Mission Springs Water District —Assessment District, Desert Hot Springs, California. Implemented multiple successful assessment district outreach campaigns. Created "meeting -to -go" video, door hangers, bill inserts and surveys. Helix Water District — Rates & COVID-19 Outreach, La Mesa, California. Developed campaign framework elements including key messages, infographics and board talking points, provided media engagement strategies and campaign outreach plan, adjusting to current events with agility and alacrity. SCV Water — Creation of a New Water Agency, Santa Clarita, California. Developed and facilitated community outreach regarding a potential merger and eventual dissolution of four agencies, creating a new larger agency in the process. Tactics included a microsite, townhall meetings with individualized workstations, branded campaign and surveys. This led to a complete branding process, including a new logo, website, letterhead, etc. I I janet@cvstrat.com _J JANET ZIMMERMAN - DIRECTOR OF ACCOUNT MANAGEMENT California State University Long Beach, California Bachelor of Arts Journalism University of California Los Angeles Undergraduate PROJECT EXPERIENCE Basin Technical Advisory Committee — Led the 19-agency, $466,000 iEfficient conservation campaign that spanned two counties and was a Public Relations Society model for regional cooperation among water agencies. The award -winning of America, Inland Empire campaign included a mobile app to report water waste; earned media Chapter // coverage; billboards; theater, print, radio and geotargeted digital ads; PSAs, sponsorships; collateral, giveaways, signage and activities for event booths; Board Member, Secretary and original content such as kids' activities and videos. In addition to a four -fold 2018-2020 increase in social media followers, surveys throughout the 4-year campaign showed significant increases in awareness of the importance of conservation. Solano Irrigation District — Managed crisis communications following the electrocution deaths of two teenagers in a district -owned canal. The situation required internal strategy discussions, immediate communications with staff, media relations, rumor control, on -camera and newspaper interviews and a press release once a settlement on a civil lawsuit in the case was reached. City of Rancho Cucamonga — Created a strategic communications plan California Newspaper based on a robust audit of collateral and other communications, extensive Publishers Association // interviews and a SWOT analysis with employees, City leaders, Board Better Newspapers Contest members and the community, ride alongs with code enforcement and other personnel. Also updated the City's logo, developed a style guide and social First Place, Feature Story: media policy. "Autism: The Struggle Within" Hi -Desert Water District — Organized a ribbon cutting for the opening of the district's first wastewater treatment plant, part of a multi -year effort to Pulitzer Prize Nominee // eliminate septic tanks. The project included a site visit, pricing for rentals and Coverage and special giveaways, printing photography, and day -of assistance. projects: "Reckoning With Desert Healthcare District— Led a COVID-19 outreach campaign to educate Homelessness," "Crisis and provide resources for the public and position the district as a trusted on Tap," about California's source of information. The campaign included a comprehensive microsite with hyperlinks to web resources, press relations, social media content, water issues, and newsletters, radio and newspaper advertising, and a weekly video update "Breaking the Silence," and message from the district CEO. about sexual assault. Coachella Valley Water District — Managed customer communications for a 10-year, 44-mile pipeline replacement project in Sun City Palm Desert. The outreach campaign includes weekly construction team meetings, weekly e-blasts, newsletter ads, PowerPoint presentations, community meetings and signage. LYNN OLIVA DIRECTOR OF CREATIVE SERVICES Art Institute of California Inland Empire, California Bachelor of Science Graphic Design Adobe Website Creative Design // Suite // HTMUCCS After Effects Wix/ Audition Squarespace Flash Microsoft Illustrator Office // InDesign Access Photoshop Excel Premier Pro PowerPoint Word PRSA Capella Award // Elsinore Valley Municipal Water District Notice of Public Hearing PRSA Polaris Award // Elsinore Valley Municipal Water District Water Quality Report CAPIO Award of Excellence // Elsinore Valley Municipal Water District Water Quality Report CAPIO Best in Show Rowland Water District Newsletter PROJECT EXPERIENrF -- City of Banning — Designed logo and branded outreach materials for the "Inspire Banning" city beautification campaign; created new logo for revamp of city transit system; designed outreach materials for several ballot measures and designed materials for organics recycling campaign. Coachella Water Authority & Sanitary District — Led visual rebranding effort for newly combined agencies, including new logo, collateral and stylesheet, calendars that doubled as a consumer confidence report, and conservation materials; also provided Spanish translation. College of the Desert — Advanced the 2018 and 2019 W2annual reports with modern themed designs. Crafted a marketing campaign look behind "Create Tomorrow" to bridge the reflective Annual Report with the forward focused State of the College event. Water Elsinore Valley Municipal Water District — Created graphics and overall look for numerous projects, including the redesign of the district's Integrated Resources Plan, supporting collateral and graphics, conservation website graphics, quarterly newsletters and bill inserts. Provides Spanish translation as needed. City of Rancho Cucamonga — Designed a 106-page STRATEGIC strategic communications plan for the City that included a detailed brand style guide directing use of approved colors, typography, logos and imagery. The guide helped employees deliver a consistent message to stakeholders and the work led to an updating of the City's logo design and colors. Website Desig n—Designsweb pages inclose collaboration with project teams, creates infographics and iconography, provides photo editing services, and assists with layouts and assets forwebsites, such as wcwd.ora, UnitedWater.ora, and north countytransportationcoalition.org HEATHER ANDERSON Northeastern Illinois University Chicago, Illinois Bachelor of Arts Graphic Design Ball State University Muncie, Indiana Bachelor of Science // Fashion Merchandising/ Marketing Adobe Creative Suite // Illustrator InDesign Photoshop Website Design // HTML/CCS MailChimp GRAPHIC DESIGNER PROJECT EXPERIENCE City of Indio — Created branded ads for numerous City campaigns and events, including Second Saturdays, take center stage Farmers Market and Day of the Dead, as well as City Hall directional and door signs, popup canopies and Coming Soon banners for downtown. Microsoft . NAVI1H ATF Civil Rights Institute of Inland Southern California — Office :;-� Designed all outreach materials for the grand opening Excel `R event, including the save -the -date, invitation, social media sw PowerPoint Y 9� , ers frames, flyers, digital ads, billboards, rack cards, board Word cards and eblasts. Successful outreach drew more than 1,000 people to the celebration. California Club— Updated communications for this historic and exclusive social club in downtown Los Angeles. The challenge included modernizing the look of all materials for members and prospective members while maintaining a sense of sophistication and tradition. Branded materials ranged from a membership guide and wedding events brochure to social media frames and a coffee table book about the club. College of the Desert — Advanced the 2020 annual report with modern themed designs. Crafted a marketing ■` `■ campaign look behind "Create Tomorrow" to bridge the reflective Annual Report with the forward focused State of the College event collateral and invites, harmonizing a look that allows the audience to look to the past while envisioning the future. Designed a number flyers, banners, catalogs, signage, maps, reports, billboards and other collateral based on institutional brand guidelines. Cal Domestic Water Company — Created the layout, curated photography and designed the company's 2021 Annual Report, as well as an in-depth salary survey report presented to the Board of Directors. Other work for this client includes design of shareholder outreach materials and the strategic plan. F - I I rra larg Pjet;-L 'itandins Broach .40%iftbm With a customer base of more than 333,000 residents, the Water Resources Division is responsible for hundreds of miles of water and sewer mains, maintaining water quality and ensuring a reliable supply. Additionally, it is important that the Division convey to the public the immense responsibility and value of its prime commodities: water, sanitary sewer service and an exceptional staff. All communications should reinforce Santa Ana's position as a regional leader in water management and treatment, as well as the City's commitment to using technology for the most efficient and cost-effective service. CV Strategies understands the need to convey this information through the Water Quality Report, in the Strategic Plan and through various communications platforms, including newsletter articles, opinion -editorials, brochures, fact sheets and more. CV Strategies will use a proven, four -phase process based on research, planning, implementation and evaluation to create compelling communications materials and strategic planning documents that help the Division successfully tell its story. Our approach will focus on awareness, agility and measurable gains, creating goodwill among stakeholder groups by creating messaging that is firmly rooted in research and best management practices. The message is then delivered and evaluated for effectiveness, allowing us to pivot as necessary. By using this process, CV Strategies constructs communication that has impact across a wide range of stakeholder groups and outreach. SPECIAL CONSIDERATION: Given the City's diverse demographics, special attention must be paid not just to translation of materials but also to ensuring all segments of the population are represented in photographs and videography and that content is culturally sensitive. CV Strategies is prepared and qualified to address these concerns based on our firm's successful representation of numerous special districts and municipalities in ethnically diverse communities across Southern California. "' W-. r � - .. 0 1 �;JJJ f _,F.L JO. �-G FyKG .r LL�� t y. •u ` K CV Strategies will leverage its experience with Santa Ana's Water Resources Division for the research portion of our work. We will utilize our in-depth knowledge of the area, your customers and stakeholders, and our work history on Division issues to provide important background and contextual information for each outreach task. We will also gauge public impact and media perception by assessing website and social media analytics, media coverage and internal feedback. Utilizing this data will provide insight that allows us to better reach and engage stakeholders and increase the return on your outreach investment. Timing is everything if outreach is to be s successful, which is why our team prioritizes ischeduling and deadlines. Each assignment will begin with a kick-off call or meeting to define the project's goals, objectives and audience, and set deadlines for deliverables and staff review. From there, CV Strategies will create a detailed timeline managed through the collaborative, online Monday.com platform. This allows for deliverable -specific comment, content and design tracking, an important resource for agency feedback and keeping everyone on the same page. Throughout the process, we will keep agency staff informed through regular phone calls, emails and progress meetings as needed. CV Strategies' unique, collaborative approach to crafting outreach materials 0 yields results. Our award -winning creative team includes strategists and writers, graphic designers, web specialists and videographers who can take each assignment and turn it into an effective messaging vehicle. We hold our own brainstorming sessions to develop the right phrase, the right visuals and the right product, whether we are creating a billboard, an ad, a legally required document or a newsletter. Each piece we produce includes the full measure of our skills to ensure effectiveness. Evaluation is a valuable tool that enables us to assess the impact of outreach efforts and will inform the work on future projects. Each assignment will be evaluated for whether it achieved the stated goals and objectives. For example: How many people showed up to the meeting or event that was advertised? What kind of feedback was received in response to outreach? Did a social media post generate a positive discussion and/or comments? What did the analytics show? These are the measures we will use to direct projects going forward, so we are able to land on the sweet spot of what content, visuals and tone are most effective. This process allows us to identify what worked and fix what didn't. The result will tit; M •l•I:.Jm•l='i'l* rj r TASK 1 I TASK 2 6 DEVELOP INTERACTIVE AND WEB -BASED WATER QUALITY REPORTS ■ Meet with staff to determine format, content topics and deadlines, ensuring delivery date of final document to staff by June 1 of each year ■ Coordinate with the Executive Director of the Public Works Agency and Deputy Public Works Director/Water Resources Manager to ensure their messages reflect the organization's vision and priorities ■ Create a custom infographic that highlights accomplishments detailed in the annual report, such as AMI deployment, new wells and infrastructure upgrades ■ Research and write 12 staff -determined articles, including messages from leadership ■ Provide visual concepts for staff review, including branded icons, photography and infographics, and incorporate water quality data and tables ■ Translate content to Spanish and other languages as needed ■ Update information on the Water Quality Report up to four times per year ■ Deliver document in PDF format for printing ■ Audit current strategic partnerships and provide suggestions to build, foster and leverage current and potential connections DEVELOP A MULTI -YEAR STRATEGIC PLAN ■ Leverage the strategic planning work our firm completed in 2022, which included three workshops with leadership and management team members, a TOWS assessment, and creation of the Division's mission, vision and values, as well as goals and objectives within key topic areas ■ Plan and facilitate an additional round of meetings to gather updates and fill any information gaps from the previous effort ■ Create draft Strategic Plan that sets the Division's course over the next three to five years and includes success metrics and implementation schedule ■ Finalize Strategic Plan based on client feedback PROVIDE AUXILIARY COMMUNICATIONS SERVICES ■ Meet regularly with staff to determine needs, priorities and timeline, and provide updates to schedule of deliverables r ■ Provide copywriting and editing services, including scripts, talking points PowerPoint presentations, social media, press ' releases and collateral ■ Employ our extensive knowledge of the water industry to interpret trends and distill complex topics for council, staff and M, %. stakeholders ■ Design nameplates, looks and graphic elements for all collateral and campaign materials ■ Develop campaigns and annual events, with outreach strategies, key messages, implementation plans and recommendations for partnerships to increase promotions ■ Facilitate translation of materials into Spanish and Vietnamese ■ Create 24 direct mail pieces on topics such as water conservation, capital projects and Proposition 218 notifications ■ Write 12 articles related to operations of the water and wastewater systems ■ Cultivate relationships with members of the local and regional media ■ Create a children's activity booklet with original, branded, water -related worksheets and word searches ■ Design bus shelter ads, with four designs for each campaign ■ Script and shoot video interviews and b-roll and produce videos for the website and social media mpppli�-. OW". Relevant Experien�e � References �Jn 2021 BANNUAL 3021 Fullerton Road, Rowland Heights, CA 91748 CONTACT Tom Coleman, o REPORT ; General Manager TColeman@rwd.org 562.697.1726 CV Strategies is the on -call communications arm for Rowland Water District. In addition to providing guidance on strategic planning initiatives and legislative outreach, CV Strategies is tasked with updating, creating content and providing infographics for the District's website and social media accounts. Our firm also generates Rowland's newsletters, annual reports and other digital and print collateral as needed and produced a 6-minute video celebrating the District's history. Extensive rates assistance has included presentation materials for the Board, FAQs, newsletters and bill inserts about rate changes, and spokesperson training. T 'r.h.w.r.n •� M u. C—I- p..y... I:q.dy w.«ra.0 Cslo...'.nn..rr aulry na�..ow. Watt W d OM. wwrr ffltwr ^ Uibn. bffwu P�9r+ u�J r..u.� ��Mp ce.en.wn cw�onv. f....�on M �M.o+trrW Vbr..low0.u�rw..+vr routl b uM N N r.M1.an. W ny pe pl. W WW - W wr. w � r+p.M u wMn w..r Tb.w ^Glair q/rlcu. br._ _ .r eUv. « M4y. b n.0 wpuYbrf .4 r PApl�.f M4lyn .n wrJ www ew w+w.e M+✓f +...m w.. fu+err.a...e,a.a.s�w>tme..r..rr fffr �w w.y.l.m. — 6uA.n<rw aenM.r.Y W^. ^ N.f. b w.r.1M roroM.A MY..ryd ws Yl.nwp.n� ww. a www<eu...rYuaM./.. MM`O-+N �^9 w.r«Mw.M erl oN rodpa wh wcdf Jrow.9.. s ram. •.r.r•vpuw. r. ti..n d W CO\.Ple Dr�1^..�a n.Mr Oo nu. �r9�Sw9 M'.w for e5 �.Rw.r.w ww•Pwal N.e....a.-.nMuwp.od. 4u. ul�.w�wm. dlr M.q. yo,•fh q 40.r�r'•'•.•64 �I�IMT� YWII �TiWwkw.�uwWalk 11N yell Wwte... ......,...<. .s S `1 CONTACT Thad Bettner, General Manager tbettner@gcid.net 1 530.934.8881 Working with staff, CV Strategies developed a long-term communications strategy for the District, which struggled with lack of branding, delays in disseminating important information to stakeholders, and a website that did not reflect current operations or accurately portray GCID's important position in the region. We began by assembling a comprehensive communications framework that included design of a new logo and branded elements, key message development, a website overhaul, and tactics for increasing engagement with employees, landowners, water users, lawmakers and regulatory agencies. As we continue to flesh out the remaining components of the Strategic Communications Plan, the changes have been well -received by the Board, staff and community. CONTACT Mauricio Guardado, General Manager mauriciog@unitedwater.org 805.525.4431 CV Strategies organized and promoted the District's Sustainability Summits in 2020, 2021 and 2022. The innovative conference is designed to identify collaborative solutions to regional water supply challenges. We secured panel participation by State Water Resources Control Board member Dorene D'Adamo and local decision makers. Our team also redesigned the District's website to create a more modern and accessible portal for public information, with revised content, graphics and movement. CV Strategies is closely involved in other aspects of outreach and communications for the District, including strategic consultation, legislative support, collateral development and design, social media, factsheets, presentations and more. 0 C 10 4vto% GLENN-COLUSA IRRIGATION DISTRICT S TY LuE I�SHEET 2021 0 grin . .... tip pisirid I Irtr9a �nST V►A.,TfG C T jot4s GPLAN o�T ' CONTACT Marion Champion, Government and Public Affairs Manager mchampion@mswd.org 760.329.6448 x145 CV Strategies has advanced the Mission Springs Water District narrative for nearly a decade. Working in collaboration with the Public Information Department, we have crafted a five-year Strategic Communications Plan, as well as developed multiple campaigns on the value of water, conservation, assessment districts, wastewater treatment facility projects and meter replacements. We offer communications counsel in times of crisis and have deftly helped the District navigate through critical periods of community concern. Mission Springs Water District Mission Springs Water District is To avoid transfer of the balance. me following payment providing this notice to help options are available: customers with Overdue accounts = = O ONLINE-MSWD.oryPape4ess OTHER OPTIONS : avoid the transfer of the outstanding Wdlmert[ ]Pay balance to their property tax bill. ® BY PHONE - (760) 329-6448 V PaYPaf t The policy applies m accounts with unpaitl water antl service charges O BY MAIL-Sen6 to: ® PayNearme than $5 that are past due for MSWD, 66575 Secpn6 Street, rMxvs II kav vMaMln 60 days or more starting June 30. Desert Hot Springs, CA 92240 WOPgreater 2021. Under California Water Cod. Section 3T 701.5, the delinquency then ® IN PERSON- Ploce checks in the becomes a lien against the property. Night Drop d the MSWD office rzor,uk'j F'On y:rJl ,asriar Jllbs I MSWD is INN for you! '✓ t O due water bills while fund, are vaolllaybl..Vidt ewwwrt M6 C..M orOcalltl760.329. for aethaiseriao rorlwal MSWD customers can apply b this Riversltla County pragmm for —1—ce wnh utllny bins --ding is ovanable.visit www.capn.ruds.oy/cares for more infoananon. The COVIDI9 Community Response no Recovery Fund offers up to $5o0 for people impacted by COVIRI9, as funds allow.Visit www.uaitedwoyoHhaaeselt,org or ton 160-3.2131 for details. United Lift this pmgmm provides rental assistpnce to help keep families in their homes, as well as ulilily bill help. VISN wwwunMUlM.org br actails. When applying, scroll through the dropdown menu to find your cM J�\ MSWD is ready to help!For further assistance,visit www,M1RN o_orco!l 16a329 1c, addif,n,l emergency resources. � yiGHt DROP CONTACT Dr. Kirene M. Bargas, Director of Finance and Administration Kirene.Bargas@bcvwd.org 951.845.9581 ext. 224 CV Strategies helped the Beaumont -Cherry Valley Water District develop an outreach and communications program to improve contact with customers and provide information about programs, services, initiatives, events and important news. The original project started with creation of a special logo and materials to mark the District's 100th anniversary and quickly expanded from there. CV Strategies helped the District craft a social media presence populated by regular and engaging posts, and develops branded collateral and messaging for newsletters, web updates, templates, a customer welcome packet, press releases, content, infographics, a Consumer Confidence Report and breaking news updates. Ila .r `Great Place to Work' award highlights team dedication to service ,.w.� ,gym. �o��er /� '•M1 'KNUW ABOUT Water reliability for customers remains focus bd„emmdn a re reextreme drought o�e,e „ dt`.I ems.= 2021 ANNUAL Water Quality Report `■ 1 lair`Service Quality .g d$illi P F As pea of ae rNpa dAty b al aebnae, ae eM nerd neaan end w++ertsesnr a ou waa eoaue. qen ra wnee e�cn et pgee end winos w p.er dwow do .`.• �....w APPENDIX CITY OF SANTA ANA RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES ATTACHMENT 3: PROPOSER'S REFERENCES List and describe fully the contracts performed by your firm which demonstrate your ability to provide the supplies, equipment or services included in the scope of the proposal specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications. Reference Customer Name: Rowland Water District Contact Individual: Tom Coleman, General Man Address: 3021 Fullerton Road Rowland Heiqhts, CA 91748 Contract Amount: $105,000/year (average) Phone Number: 562.697.1726 Email: TColeman(cDrwd.o Year: 1 /1 /2011 Description of supplies, equipment, or services provided: Provide on -call communications, guidance on strategic planning and outreach, update and create content and infographics for website and social media, design marketing collateral, produce videos, rates assistance, presentation materials for the Board, FAQs, newsletters and bill inserts. Reference Customer Name: Glenn-Colusa Irriqation District Address: 344 East Laurel Street Willows, CA 95988 Contract Amount: $120,000/year Contact Individual: Thad Bettner, General Manaqer Phone Number: 530.934.8881 Email: tbettner()acid.net Year: 9/1 /2021 Description of supplies, equipment, or services provided: Developed a long-term communications strategy. Assembled a communications framework including logo design, branded elements, key message development, a website overhaul, and tactics for increasing engagement with employees, landowners, water users, lawmakers and regulatory agencies. Reference United Water Customer Name: Conservation District Contact Individual: Mauricio Guardado, General Manager Address: 1701 North Lombard St., Suite 200 Phone Number: 805.525.4431 Oxnard. CA 93030 Contract Amount: $90,000/year Email: mauriciog@unitedwater.org Year: 5/1 /2020 Description of supplies, equipment, or services provided: Organized and promoted the District's Sustainability Summits in 2020, 2021 and 2022. Redesigned the District's website. Closely involved in strategic consultation, legislative support, collateral development and design, social media, factsheets, presentations and more. City of Santa Ana RFP 23-014 Consumer Confidence Report (CCR) and Auxiliary Services CITY OF SANTA ANA RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES Reference Customer Name: Mission Springs Water District Address: 66575 2nd Street Desert Hot Springs, CA 92240 Contract Amount: $78,000/year Marion Champion, Contact Individual: Government and Public Affairs Manager Phone Number: 760.329.6448 x145 Email: mchampion@mswd.org Year: 7/1 /2022 Description of supplies, equipment, or services provided: Crafted a five-year Strategic Communications Plan, developed multiple campaigns on the value of water, conservation, assessment districts, wastewater treatment facility projects and meter replacements, offered communications counsel in times of crisis. THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. • }.F• _ . � 'i � �%t ��^ �� -'.. . � - - _ .. � tic a. . .w '+iC. �.y� f -�►' - �'� �-��a _mod '-��`- �-;k�l J tieiow is a prier list of pertine or messaging campaigns. agencies and cities for which CV Strategies has developed websites, outreach SPECIAL DISTRICTS • Beaumont -Cherry Valley Water District • Bellflower -Somerset Mutual Water Company • Byron -Bethany Irrigation District • Casitas Water District • Castro Valley Sanitary District • Chino Basin Water Conservation District • Coachella Valley Water District • Coachella Water Authority & Sanitary District • Crescenta Valley Water District • Cucamonga Valley Water District • Diablo Water District • Eastern Municipal Water District • East Valley Water District • Elsinore Valley Municipal Water District • Glenn-Colusa Irrigation District • Helix Water District • Hidden Valley Lake Community Services District • Hi -Desert Water District • Indio Water Authority • Jurupa Community Services District • Lakeside Fire Protection District • Mesa Water District • Mission Springs Water District • Moulton Niguel Water District • Municipal Water District of Orange County • Myoma Dunes Water Company • Orange County Water District • Palmdale Water District • Palmdale Recycled Water Authority • Pico Water District • Puente Basin Water Agency • Rancho California Water District • Rowland Water District • San Bernardino Municipal Water Department • San Bernardino Valley Municipal Water District • San Gabriel County Water District • San Gabriel Valley Municipal Water District • San Gorgonio Pass Water Agency • SCV Water • Solano Irrigation District • Turlock Irrigation District • United Water Conservation District • Valley County Water District • Valley of the Moon Water District • Valley Sanitary District • Walnut Valley Water District • West County Wastewater District • Western Municipal Water District • Zone 7 Water Agency/Alameda County MUNICIPALITIES • City of Banning • City of Beaumont • City of Chino • City of Chino Hills • City of Coachella • City of Corona • City of Desert Hot Springs • City of Eastvale • City of Eureka • City of Indio • City of La Quinta • City of Menifee • City of Ontario • City of Oxnard • City of Palm Desert • City of Palm Springs • City of Rancho Cucamonga • City of Rialto • City of San Carlos • City of San Diego • City of Santa Ana • City of Tustin • City of Vallejo ASSOCIATIONS & GOVERNMENTAL AGENCIES • Association of California Water Agencies • ACWA/JPIA -Association of California Water Agencies Joint Powers Insurance Authority • American Water Works Association CA -NV • CALAFCO - California Association of Local Agency Formation Commissions • California Dates Commission • CalMutuals - California Association of Mutual Water Companies • Chino Basin Watermaster • Coachella Valley Regional Water Management Group — CV Water Counts • CSDA - California Special Districts Association • CUEMA - California Utility Executive Management Association • Main San Gabriel Basin Watermaster • Orange County LAFCO • Rivers and Lands Conservancy • Riverside County Department of Public Social Services • Salton Sea Action Committee • San Gabriel Basin Water Quality Authority • San Gabriel Valley Water Association • Santa Ana Watershed Project Authority • SCVGSA - Santa Clarita Valley Groundwater Sustainability Agency HEALTHCARE/MEDICAL • Arrowhead Regional Medical Center • Desert Regional Medical Center • Desert Healthcare District • Desert Oasis Health Care • Heritage Victor Valley Heath Care • Hi -Desert Medical Center ATTRACTIONS/TOURISM/RETAIL • Augustine Casino • Big Rock Pub • City of Indian Wells — The Vue • El Paseo Jewelers • El Paseo Shopping District • Fashion Island • Mitch's on El Paseo • Palm Desert Aquatic Center • Palm Springs Art Museum • Spotlight 29 Casino • The Living Desert • Westin Mission Hills • Westminster Mall EDUCATION • College of the Desert • College of the Desert Alumni Association • College of the Desert Foundation • Inland Empire/Desert Regional Consortium • Norco Community College • San Bernardino County Superintendent of Schools • San Diego Miramar College Additional Information Strategic Counsel — CV Strategies Community Meetings — CV Strategies provides valuable insight on operations, provides event support to increase communications and government relations. community engagement and This high-level support will help guide customer attendance. outreach and stakeholder -relations efforts. Legislative Support — We know local and regional players. Working with staff to prepare legislative documents and research relevant policy will help create an atmosphere for successful policy development and implementation. Media Relations — Staff members at CV Strategies have years of experience in newsrooms and with print media, as well as close relationships with local journalists. We understand how to develop press releases and media alerts that will stand above the rest and achieve results. \ / Collateral Development — CV Strategies sees the value in creating compelling, engaging pieces that connect with customers. Our expertise yields a professional productguided bytheagency's communications strategy and vision. tfl Design Services — From web to advertisements to document design, CV Strategies' in-house design team turns copy into dramatic visual storytelling. Photography and Video Services — Given the importance of visual communication, CV Strategies staffs both a photographer and videographer to create and enhance images and video content that complement compelling written content to tell a complete story. • Training — Focused sessions help staff and �' elected officials hone in on skills that are foundational for agency communication efforts. We build employee confidence and competence through training that includes role-play, practice, and guide materials for ongoing support. Surveys and Analysis — CV Strategies' pollsters will design and conduct large- scale surveys designed to gauge the interest, knowledge and satisfaction among customers and stakeholders. The information is reviewed and analyzed to identify trends and develop outreach recommendations. 40 Translation — Our skilled translator on staff can quickly transform written content into Spanish, or assist with community meetings by providing on -the -fly translation services. One of the things that differentiates CV Strategies from our competitors is that we maintain a fully staffed and equipped video department, which allows us to produce TV -quality videos for our clients. We offer all aspects of video services, including concepting, script writing, interviews, field producing, drone shots, animation, voiceovers and editing. This in-house approach allows us to closely control project quality and costs. EQUIPMENT AVAILABLE: ■ 1 TB SSD Card ■ 24-105 Canon Lens ■ Angler Softbox ■ Black Large Tripod ■ Black Magic Pocket Cinema 4K Camera ■ Black Sandbags ■ Brinno Portable Camera ■ Brinno Time Lapse Grip ■ C-Stand ■ Camvate Shoulder Stand ■ DJI Mavic 2 Drone ■ DJI Mavic 2 Controller ■ Feel World F6 Plus Monitor for Canon Camera ■ Glide Gear Teleprompter ■ GVM Portable Lightpanel ■ Indi-Pro ■ Ipad ■ Litepanels Astra 6X LED Panel am ■ Metal Light Stand ■ Orange Output Extender ■ Outlet Spliter ■ Portable Light Stand(s) ■ PowerDewise Lav Mic ■ Rode Wireless GO II ■ SD Cards ■ Smartphone Vlogging Kit ■ Tripod for Brinno Camera Attachments ..M.-to W�' CITY OF SANTA ANA RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES APPENDIX ATTACHMENT 5: CERTIFICATIONS City of Santa Ana RFP 23-014 Consumer Confidence Report (CCR) and Auxiliary Services Page 31 CITY OF SANTA ANA RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES NON -COLLUSION AFFIDAVIT (Title 23 United States Code Section 112 and Public Contract Code Section 7106) In conformance with Title 23 United States Code Section 112 and Public Contract Code 7106 the BIDDER declares that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or sham; that the BIDDER has not directly or indirectly induced or solicited any other BIDDER to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any BIDDER or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the BIDDER has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the BIDDER or any other BIDDER, or to fix any overhead, profit, or cost element of the bid price, or of that of any other BIDDER, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the bid are true; and, further, that the BIDDER has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid. Note: The above Non -collusion Affidavit is part of the Proposal. BIDDERS are cautioned that making a false certification may subject the certifier to criminal.nrosecLkgQn, r, Signed State of Calif 7'. ia - J County of fi_.r � t Subscribed and sworn to (or affirmed) before me on this i day of �_ V 20 y proved to me on the basis of satisfacto*evfdence to be the personal who appeared beforepie, blip Si`6nAture .R. .,.,...,LLMANN1,� 34__� N�r trrrr-i SiSSt'CountyC1165 �. enudly lt}. 2[326 ll�ll%11,1111111111f11111i ill llln Notary Public Seal R nelary rp�pl•c o� 6v" 00",'."Mjo �" ) IN,, pgnd,cate .e�ps o�N1 Ins ottne nevAVWIOs+ipmeabcmprawrr a etliw��eis ene rite � tr<aetl,Yn�ss ascwrac al .leedily'a! mal d Slate CanEomla. Cdunty'ot ti ' t seedy eefdr e nINSdaY supterihBd end sworn td {vr a .-.L , 5- , r 1 C i ,n , was a veal C;iWe me City of Santa Ana RFP 23-026:-- Consumer Confidence Report (CCR) and P�xiliary Sep Page 32 CITY OF SANTA ANA RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES NON -LOBBYING CERTIFICATION The prospective participant certifies, by signing and submitting this bid or proposal, to the best of his or her knowledge and belief, that: (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure of Lobbying Activities," in conformance with its instructions. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. The prospective participant also agrees by submitting his or her bid or proposal that he or she shall require that the language of this certification be included in all lower tier subcontracts, which exceed $100,000 and that all such subrecipients shall certify and disclose accordingly. Signed: rvik Title: President Firm: CV Strategies Date: 4/25/2023 City of Santa Ana RFP 23-026 Consumer Confidence Report (CCR) and Auxiliary Services Page 33 CITY OF SANTA ANA RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES NON-DISCRIMINATION CERTIFICATION The undersigned consultant or corporate officer, during the performance of this contract, certifies as follows: 1. The Consultant shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The Consultant shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment without, regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Consultant agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause. 2. The Consultant shall, in all solicitations or advertisements for employees placed by or on behalf of the Consultant, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin. 3. The Consultant shall send to each labor union or representative of workers with which he/she has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers' representatives of the Consultant's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. 4. The Consultant shall comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor. 5. The Consultant shall furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his/her books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation, to ascertain compliance with such rules, regulations, and orders. 6. In the event of the Consultant's non-compliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, the contract may be canceled, terminated, or suspended in whole or in part and the Consultant may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Execution Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulations, or order of the Secretary of Labor, or as otherwise provided by law. City of Santa Ana RFP 23-026 Consumer Confidence Report (CCR) and Auxiliary Services Page 34 CITY OF SANTA ANA RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES 7. The Consultant shall include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontract or purchase order as the administering agency may direct as means of enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event the Consultant becomes involved in, or is threatened with, litigation with a subconsultant or vendor as a result of such direction by the administering agency, the Consultant may request that the United States enter into such litigation to protect the interests of the United States. 8. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats. 1939, and as amended, no discrimination shall be made in the employment of persons upon public works because of race, religious creed, color, national origin, ancestry, physical handicaps, mental condition, marital status, or sex of such persons, except as provided in Section 1420, and any consultant of public works violating this Section is subject to all the penalties imposed for a violation of the Chapter. Signed: Title: President Firm: CV Strategies Date: 4/25/2023 City of Santa Ana RFP 23-026 Consumer Confidence Report (CCR) and Auxiliary Services Page 35 EXHIBIT C COMPENSATION Consultant's Fee Proposal including hourly rates if applicable EXHIBIT C COST PROPOSAL CITY OF SANTA ANA PUBLIC WORKS AGENCY Consumer Confidence Report (CCR) and Auxiliary Services SUBMITTED FRIDAY, MAY 12, 2023, BY: RFP 23-014 Los Angeles Palm Desert Sacramento CVSTRATEGIES.COM Fee Item #1: Interactive and web based CCR Fee Item #2: Strategic Plan Auxiliary Services (See rate chart below) Lump Sum $9,020 (per calendar year) Lump Sum 1 $8,750 * Costs based on hourly rates provided below. RATES FOR COMMUNICATIONS SERVICES -CONTRACT TERMS & CONDITIONS CV Strategies is prepared to begin work on this project beginning immediately. Either party may end this agreement by providing written notice to the other party. In the event of termination, CV Strategies shall be paid for all hours and expenses accrued up to the date of termination. CV Strategies will notify City of Santa Ana as we are approaching the estimated cost above. Our firm owns and maintains all of its own equipment and supplies are included in the cost so there would be no additional charge to the client. Optional services or any variability in services rendered by CV Strategies will be billed to the client based on the hourly rate for communications services and will be agreed to by providing a signed written notice. Hard costs incurred by CV Strategies will be billed to the client with a nominal service charge of 10% (not to exceed $250 per item). This includes all anticipated hard costs such as printing, mailing, photography, video, advertising, etc. Required travel mileage will be billed at the published IRS rate. Travel time is billed at half time. All services and hard costs will be billed monthly. Invoices should be paid in full upon receipt. CITY OF SANTA ANA RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES APPENDIX ATTACHMENT 2: FEE PROPOSAL Certification - I certify that I have read, understand and agree to the terms and conditions of this Request for Proposal. I have examined the ATTACHMENT 1: SCOPE OF WORK. I am familiar with all the existing conditions and limitation that may impact work requests. I understand and agree that I am responsible for reporting any errors, omissions or discrepancies to the City for clarification prior to the submission of my proposal. CCR: Proposal Item Price —Lump Sum Fee (Per Year) must be inclusive of all costs, including, but not limited to, direct and indirect costs for labor, overhead, incidental supplies, travel, mileage, and fuel to produce the annual Water Quality Consumer Confidence Report. Strategic Plan: Proposal Item Price —Lump Sum Fee must be inclusive of all costs, including, but not limited to, direct and indirect costs for labor, overhead, incidental supplies, travel, mileage, and fuel to produce Strategic Plan. Proposer shall submit hourly rates schedule, which shall include but not limited to, direct and indirect costs for labor, for staff per job classification, material, equipment rates, overhead, incidental supplies, travel, mileage, and fuel. Any special materials purchased by the consultant only after discussed and authorized by the City projects manager or designee in writing Prior to commencement of auxiliary services, Consultant shall provide separate quotes, upon request by the City, which shall be approved by the City's Public Works Water Resources Division. FEE SCHEDULE The undersigned declares that he/she has carefully examined the request for proposal, that he/she has examined the Proposed Scope of Services, and hereby proposes to furnish all material and do all the work required to complete the said work in accordance with said Proposed Scope of Services, for the unit price(s) set forth in the following schedule: TO: CITY COUNCIL OF THE CITY OF SANTA ANA FROM: CV STRATEGIES Item # Bid Item Unit Quantity Amount Consumer Confidence Report (CCR) 1. Consumer Confidence Report 1 Lump Sum (Per Calendar Year) $ 9,020 Consumer Confidence Report Total: $ 36,080 City of Santa Ana RFP 23-014 Consumer Confidence Report (CCR) and Auxiliary Services Page 17 CITY OF SANTA ANA RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES Strategic Plan 2. Strategic Plan 1 Lump Sum $ 8,750 Strategic Plan Total: $ 8,750 BIDDER INFORMATION: Legal Company Name: CV Strategies Business address Phone Number: Email Address: Authorized Sign, Name: Erin LaCombe Title: President 73700 Dinah Shore Drive, Ste 402 Palm De 760-776-1766 CA 92211 City of Santa Ana RFP 23-014 Consumer Confidence Report (CCR) and Auxiliary Services Page 18 EXHIBIT 3 CONSULTANT AGREEMENT BETWEEN THE CITY OF SANTA ANA AND STRAIGHTLINE COMMUNICATIONS LLC FOR PREPARATION OF CONSUMER CONFIDENCE REPORTS AND AUXILIARY SERVICES ON AN ON -CALL BASIS THIS AGREEMENT is made and entered into on this 18th day of July, 2023 by and between Straightline Communications LLC ("Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. On April 13, 2023 the City issued a Request for Proposal ("RFP") No. 23-014, by which it desired to retain a consultant having special skill and knowledge in the preparation of Annual Consumer Confidence Reports regarding the City's water system and sanitary sewer system, as well as the performance of the following "Auxiliary Services" including, but not limited to: the creation of a Strategic Plan; updating the City website and web based CCR; composing and designing ready for print brochures, postcards letters, and bill inserts for public distribution; development of water related campaigns; targeted outreach for water campaigns; creation of live action media and videos including Public Service Announcements, on an on -call basis for the City's Public Works Agency. B. Consultant submitted a responsive proposal that was among those selected by the City. Consultant represents that it is able and willing to provide such services described in the scope of work that was included in the RFP No. 23-014. C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Consultant shall perform all those services described above and described in the scope of work section included in RFP No. 23-014 on an on -call basis and at the City's sole discretion during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described and set forth above, and in the "Scope of Services - Exhibit A", attached hereto and incorporated by reference, and as further described in Consultant's Proposal, attached hereto an incorporated herein by this reference as "Consultant's Proposal - Exhibit B". 2. COMPENSATION a. City neither warrants nor guarantees any minimum or maximum compensation to Consultant under this Agreement. Consultant shall be paid only for actual services Page 1 of 9 performed under this Agreement at the rates and charges identified in Consultant's Fee Proposal, which is attached hereto and fully incorporated herein by this reference as "Compensation - Exhibit C". Consultant is one of three (3) separate consultants selected to provide services on an on -call basis under RFP No. 23-014. The total compensation for services provided by all consultants selected under RFP No. 23-014 shall not exceed the shared aggregate amount of $900,000.00 during the term of this Agreement, including any extension periods, as set forth in Section 3, below. b. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. 3. TERM This Agreement shall commence on July 18, 2023 and end on July 17, 2026 for an initial three-year term, with the option for the City to grant one (1), two-year extension exercisable by a writing by the City Manager and the City Attorney, unless terminated earlier in accordance with Section 15, below. 4. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer -employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 5. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant shall require all subconsultants to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subconsultant prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. Page 2 of 9 6. INSURANCE Consultant shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Consultant, its agents, representatives, employees or subconsultants. a. Consultant shall not commence work for the City until it has provided evidence satisfactory to the City that it has secured all insurance required under this Section. In addition, Consultant shall not allow any subconsultant to commence work on any subcontract until it has secured all insurance required under this Section. b. Insurance coverage shall be at least as broad as: (i) Commercial General Liability (CGL): Insurance Services Office Form CG 00 O1 covering CGL on an "occurrence" basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000.00 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit. (ii) Workers' Compensation insurance as required by the State of California, with Statutory Limits, and Employer's Liability Insurance with limit of no less than $1,000,000.00 per accident for bodily injury or disease. (iii)Professional Liability (Errors and Omissions) Insurance appropriates to the Consultant's profession, with limit no less than $1,000,000.00 per occurrence or claim, $2,000,000.00 aggregate. (iv)If the Consultant maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City. c. Other Insurance Provisions. The insurance policies are to contain, or be endorsed to contain, the following provisions: (i) Additional Insured Status. The City, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Consultant including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Consultant's insurance (at least Page 3 of 9 as broad as ISO Form CG 20 10 1185 or both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if later revisions used). (ii) Primary Coverage. For any claims related to this contract, the Consultant's insurance coverage shall be primary insurance primary coverage at least as broad as ISO CG 20 01 04 13 as respects the City, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Consultant's insurance and shall not contribute with it. (iii)Notice of Cancellation. Each insurance policy required above shall state that coverage shall not be canceled, except with notice to the City. (iv)Waiver of Subrogation. Consultant hereby grants to City a waiver of any right to subrogation which any insurer of said Consultant may acquire against the City by virtue of the payment of any loss under such insurance. Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer. (v) Self -Insured Retentions. Self -insured retentions must be declared to and approved by the City. The City may require the Consultant to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self - insured retention may be satisfied by either the named insured or City. (vi)Acceptability of Insurers. Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best's rating of no less than A: VII, unless otherwise acceptable to the City. (vii) Verification of Coverage. Consultant shall furnish the City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to City before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant's obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. (viii) Subcontractors. Consultant shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Consultant shall ensure that City is an additional insured on insurance required from subcontractors. Page 4 of 9 (ix)Special Risks or Circumstances. City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. 7. INDEMNIFICATION Consultant agrees to defend, and shall 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 negligent operations of the Consultant, its subconsultants, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Consultant's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. 8. INTELLECTUAL PROPERTY INDEMNIFICATION Consultant shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Consultant to the City pursuant to this Agreement. 9. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three Page 5 of 9 (3) years from the date of final payment to Consultant under this Agreement. 10. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 11. CONFLICT OF INTEREST CLAUSE 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. 12. NON-DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 13. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any Page 6 of 9 party, which is not embodied herein. 14. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other consultant and/or consultants retained by City. 15. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 16. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 17. JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 18. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder Page 7 of 9 and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 19. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Jennifer L. Hall City Clerk City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 With courtesy copies to: Nabil Saba Executive Director of Public Works Agency City of Santa Ana 20 Civic Center Plaza P.O. Box 1988 Santa Ana, California 92702 To Consultant: Linda O'Hanlon President Straightline Communications LLC 14930 Greenleaf Street Sherman Oaks, CA 91403 Phone: 818-386-1916 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these Page 8 of 9 time frames, weekends, federal, state, County or City holidays shall be excluded. 20. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: JENNIFER L. HALL City Clerk APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By�THAN JMARTIX0Z Assistant City Attorney RECOMMENDED FOR APPROVAL: NABIL SABA Executive Director Public Works Agency CITY OF SANTA ANA: KRISTINE RIDGE City Manager CONSULTANT: LINDA O'HANLON President Page 9 of 9 EXHIBIT A SCOPE OF SERVICES Exhibit A CITY OF SANTA ANA RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES Appendix ATTACHMENT 1: SCOPE OF WORK City of Santa Ana RFP 23-014 Consumer Confidence Report (CCR) and Auxiliary Services Page 12 Exhibit A CITY OF SANTA ANA RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES SCOPE OF WORK A. INTRODUCTION AND BACKGROUND The City of Santa Ana Public Works Agency —Water Resources Division oversees and maintains the daily operations of the Water System and Sanitary Sewer System. The City's water system it's comprised of approximately 478 miles of water mains, and the sewer system has approximately 390 miles of sewer mains. We serve all the City of Santa Ana and their 333,000 residents and businesses. We strive to provide award winning potable water and good public service to each resident and business in the City. The City is seeking agencies and professionals interested in providing services through innovative and informative content to improve and relay City messaging for water resources issues and related information. The focus for these services is to create the annual Consumer Confidence Report (CCR), and water content services, and strategic communication pieces as the City focuses on delivering these messages to the residents, businesses and stakeholders. The City is looking for opportunites to better communicate water related issues and to keep everyone informed. B. CONSULTANT RESPONSIBILITIES The selected consultants are intended to, among other items previously stated, assist and provide the City with resources and materials to the City on strategic communication, message delivery and other technical documents such as the preparation of the consumer confidence report (CCR's). The Consultants shall provide all labor, materials, services, and equipment necessary for the services described herein. The Consultant shall possess all permits, licenses, and approvals necessary to provide goods/services required in the Scope of Work. It is the sole responsibility of the consultants to comply with all copyright rules and regulations when it pertains to images, logos, graphics, drawings, and any other intellectual property and materials. C. SCOPE OF SERVICES Public water providers are required by California Health & Safety Code §116470 and California Code of Regulations, Title 22, Article 20 to prepare an annual water quality Consumer Confidence Report (CCR) and provide it to their customers by July 1st of each year. The CCR summarizes information regarding the water quality of the City's local and import water sources, detected contaminants, compliance with drinking water regulations (including monitoring requirements), and educational outreach information. The successful Consultant will need to review the State Water Resources Control Board Division of Drinking Water's annual Preparing Your California Drinking Water Consumer Confidence Report Guidance for Water Suppliers for detailed guidelines. The City of Santa Ana is soliciting proposals from qualified consulting firms to prepare and deliver City of Santa Ana RFP 23-014 Consumer Confidence Report (CCR) and Auxiliary Services Page 13 CITY OF SANTA ANA Exhibit A RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES a comprehensive Water Quality Consumer Confidence Report and provide the following auxiliary support services described herein: I. Interactive and web based CCR — (Attachment 4: Additional Provisions, Fee Item #1) • Attend meetings with City Staff to coordinate the content and the format of the web -based WQCCR (Assume two (2), two-hour meetings); • City will provide water quality data (imported, groundwater, etc.) to Consultant; • Archive previous years Water Quality Consumer Confidence Reports; • Prepare workflow procedure in developing Water Quality Consumer Confidence Report's water quality tables and all constituents; • Collect, prepare and edit and format 12 water related articles for the web -based WQCCR; • Supply City -specific graphics, icons, symbols, photos and pictures to be used, for the development of the web -based WQCCR at its various sections such as the PWA Director and Water Manager's message, water conservation, water quality, drought, WQCCR, water capital improvement construction projects, rate notices, Food Oil & Grease (FOG) Management & Control Program, etc.; • Supply other graphics, photos, pictures and other related visual material & effects to support the production of the web -based WQCCR; • Maintain and continuously update the information and facts on the City's web -based WQCCR (Assume four (4) annual updates); • Make available in PDF format for printing the entire WQCCR in English and Spanish; • Final Water Quality Consumer Confidence Report and PDF files will be submitted to City Staff by June 1st of each year. • It is the responsibility of the Consultant to comply with the all the copyright rules and regulations when it pertains to photos, pictures, logos, graphics, drawings, and all written material. II. Strategic Plan - (Attachment 4: Additional Provisions, Fee Item #2) Consultant will create a custom, multi -year Strategic Plan for the City's Water Resources Division that will thoroughly describe strategic goals, core values, priorities, objectives, action steps, and key performance indicators; and will support its implementation. Submitted proposals will need to provide deliverables and implementation schedule. Strategic Assessment: Gather input, feedback evaluate City's existing Strategic Plan to establish a framework for Division's 2023 Strategic Plan. Goals: • Assess current strategic efforts • Gather input from City management, staff, stakeholders • Evaluate existing directive/documents • Determine Division's needs • Identify opportunities for accomplishing goals • Establish direction for workshops • Create groundwork for strategic plan development City of Santa Ana RFP 23-014 Consumer Confidence Report (CCR) and Auxiliary Services Page 14 Exhibit A CITY OF SANTA ANA RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES Deliverables: • Interviews summaries • SWOT analysis • Internal analysis • Workshops topic and questions Strategic Plan Workshops: Consultant will plan and facilitate targeted, comprehensive workshops to identify future goals. Goals: • Facilitate fruitful, collaborative discussions • Solicit input for plan creation • Work out policy goals • Motivate staff to maintain the Plan up to date and useful for ongoing operations Deliverables: • Workshop planning/facilitation • Workshop Summary • Follow-up findings III. Auxiliary Services — (Attachment 4: Additional Provisions, Separate Rates) On -Call Support Services, Printed Products, Etc.: The City is seeking qualified Consultants and communications service providers to provide and assist the City as previously described with the preparation of technical and non -technical documents, messaging campaigns, strategic messaging and general communication suport as needed and not limited to: • Attend meetings with City staff to coordinate and develop tasks, and program management and logistics; • Compose and design ready for print water related direct -mail brochures, postcards, letters and bill inserts for public distribution on topics including, but not limited to: 1) Prop 218 notifications, 2) water conservation, 3) water drought, 4) water campaigns, 5) water capital improvement construction projects, 6) event announcements and others. A total of 24 double sided brochures must be quoted per contract year; • Create all required standard and special messages and public notices regarding water quality standards; • Write and edit water and wastewater system related articles specific to the City of Santa Ana to be printed in newspapers, newsletters, pamphlets, and press releases for a total of 12 per contract year; • Develop an annual water related campaign; • Develop strategies with targeted outreach for water campaign, Water Youth Poster Contest and special events; • Create targeted media list(s) for ongoing initiatives as well as special events; • Work as liaison with any partners, etc., to create and maintain communications and enlist City of Santa Ana RFP 23-014 Consumer Confidence Report (CCR) and Auxiliary Services Page 15 Exhibit A CITY OF SANTA ANA RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES their cooperation in promoting campaigns and events on an as -needed basis; • Develop Water Quality Packet for Water Youth Contest, which will include water related activity worksheets, word scramble, and word search for school aged children (ages 5-12 years old); • Supply specific graphics, icons, symbols, and pictures, and other related visual material to support the production of printable literature to be used for the various water campaigns including, but not limited to water conservation, water quality, WQCCR, water construction projects, the drought, rate notices, and others; • Compose and design posters for water related Public Service Announcements for the City's bus shelters. A total of (4) different designs for each campaign shall be quoted for each contract year; • Assist with copywriting and editing of all promotional materials such as fliers, brochures, advertisements, scripts, PowerPoint presentations, etc., to maintain brand consistency; • Draft presentations, scripts and speaking points for key City spokespeople; • Provide other Support Services and produce printed products; • All material produced under this agreement for release to public must include Spanish and Vietnamese translation; • Strategic communication; • Key messages and narratives; • Presentations, dashboard reports; • Infographics, brochures, illustrations, fact sheets; • Social media messaging, press release, newsletter material; • Outreach campaign materials; • Live action media, short videos; • It is the responsibility of the Consultant to comply with the all the copyright rules and regulations when it pertains to photos, pictures, logos, graphics, drawings, and all written material. D. DISTRIBUTION OF WORK No work shall be allowed to proceed until authorized by City Staff - The proposer can submit their proposals for the Consumer Confidence Report (CCR), and/or for all other services described herein. The proposer will not be disqualified if they submit for only one of the services requested such and the CCR and/or Strategic Plan. ---End of SCOPE OF WORK Section --- City of Santa Ana RFP 23-014 Consumer Confidence Report (CCR) and Auxiliary Services Page 16 EXHIBIT B CONSULTANT'S PROPOSAL M:Il:i12 PROPOSAL Straightline Communications is pleased to respond to the City of Santa Ana's request for proposals (RFP No.: 23-014) to prepare and deliver a comprehensive Water Quality Consumer Confidence Report (WQCCR) as well as provide a range of ancillary services to support the Water Resource Division's outreach initiatives. 2023 SANTA ANA WATER RESOURCES DIVISION 00, t Vol PROPOSAL—RFP NO: 23-014 Jun 1, 2023 - May 31, 2026 COVER LETTER One of the most important functions of the City of Santa Ana Public Works Agency is to maintain a healthy, reliable and safe drinking water supply for residents. An essential part of its role is to keep residents informed of ongoing water construction projects, critical announcements such as water rate adjustments, and other important initiatives such as water conservation, groundwater protection, its Food Oil & Grease (FOG) Management & Control Program as well as educational and rebate programs available to the public. The Water Resources Division ("Division") is an award -winning utility that has earned recognition for its best tasting and highest quality tap water; state-of-the-art technology; innovation and exceptional engineering; reliability, efficiency and green approach to public works projects; and community service and impact on quality of life. Among the prestigious organizations that have recognized the Division include: • Berkeley Springs International Water Tasting Festival — Gold, Silver and Bronze Awards • Institute for Sustainable Infrastructure (ISI) — Envision Bronze Award • Southern California Chapter of the American Public Works Association (APWA) — Project of the Year Award • Orange County Engineering Council (OCEC) — Engineering Project Achievement Award • California Municipal Utilities Association (CMUA) — Resource Efficiency & Community Service Awards: Best Water Program and Best Energy Program • California Water Environment Association (CWEA) — Medium Collection System of the Year • IDC Government Insights — Smart Water Award Understanding of Need Straightline Communications ("Straightline") looks forward to the opportunity of building upon the PWA's legacy and successes within the scope of this proposal, which —based on our experience —includes the following: • Interactive, html and printable [PDF] Water Quality Consumer Confidence Report (WQCCR) in English. A Spanish and Vietnamese WQCCR will only be provided as a printable PDF, not an interactive html report. • Ongoing updates to the City's web based WQCCR. • Ongoing updates to the Water Resources section of the City's website. • Marketing collateral such as outdoor ads (bus shelters and electronic billboards), banners, posters, flyers, brochures, direct -mail postcards, bill inserts and letters. Special publications Page 1 2 00MII:11r:? PROPOSAL—RFP NO: 23-014 Jun 1, 2023 - May 31, 2026 and informational packets including annual Kids Activity Workbooks and Teacher's Packets to promote the Annual Youth Water Poster Contest. Much of this collateral will be in English, Spanish and Vietnamese. • Media relations including press release writing, story pitching, media outreach and target media list maintenance as needed. • Planning, content development and execution of community outreach campaigns, including... o Annual Youth Water Poster Contest o Every Drop Counts o Water -Wise Landscapes o Fill It From The Tap! o Mayor's Challenge o Santa Ana's Award -Winning Water o Slow The Flow. Save H2O! o Don't Clog with FOG o Cross Connection Control AND SoCal Water$mart Rebate programs • General copywriting and editing including but not limited to: o Water and wastewater system articles for the City's various communication channels including Santa Ana Green, Nixel, website [santa-ana.org] o Posts for the City's social media channels o Rate notices o Awards submissions o Speaking points, scripts, and development of PowerPoint and other multi -media presentations • Other ancillary services to support the Water Resources Division such as research, outside vendor and promotional item sourcing, attendance at select meetings and events, program management and logistics, and strategic partnership development as needed. Following this letter, we present our firm profile and experience, relevant project experience, an organizational chart and team bios. Client references are included in Attachment 3 of the Appendix. Our Scope of Services under Attachment 1 further outlines our understanding of the Division's needs, our approach, a detailed explanation of activities, an implementation plan and a timeline to complete the deliverables. A corresponding budget or Fee Proposal is included under Page 1 3 PROPOSAL—RFP NO: 23-014 Jun 1, 2023 - May 31, 2026 separate cover and submitted via the PlanetBids system as instructed in the City of Santa Ana's RFP. We have reviewed and concur with all provisions as contained in the sample "Standard Agreement" provided by the City of Santa Ana under Attachment 4 of RFP No.: 23-014. We look forward to answering any questions you may have regarding this proposal and thank you again for the opportunity to respond to your RFP. Lind O'Hanlon President Straightline Communications LLC May 10, 2023 Date Page 1 4 PROPOSAL—RFP NO: 23-014 Jun 1, 2023 - May 31, 2026 QUALIFICATIONS & EXPERIENCE Straightline Communications LLC is a strategic public relations and marketing firm based in Los Angeles, California. Since 1991, our overriding focus is to develop meaningful solutions for companies and organizations to influence their target markets and achieve their goals. We've supported large companies across a broad range of industries, and we've helped start-up ventures get on their feet. We've also aided non-profit organizations to develop core messages to create mindshare about social issues. Large and small, we value each of our clients and are proud of the long-term client relationships we've maintained over the years. As a value driven agency, we operate on a cost-efficient basis but have the wherewithal to service all our clients' needs —drawing on a diverse range of in-house and third -party resources. Our structure allows us to bring together the right teams and resources at the right time. We move fluidly with our clients, adjusting according to their needs. Our biggest asset is our associates who are experienced professionals that come from large corporate or PR agency settings. What does all this mean to clients? We deliver large agency strategic thinking and services without high overhead costs and layers of account management. Our current clients include Lockton Insurance Brokers, LLC; City of Santa Ana Public Works; City of Beverly Hills; Phoenix House and SportsCorp Ltd. Due to our structure and current workload, Straightline is fully capable of fulfilling all services and deliverables outlined in this proposal. RELEVANT EXPERIENCE Over the years, Straightline Communications has developed marketing collateral for various municipal water agencies including West Basin Municipal Water District, Central Basin Municipal Water District —and more recently —Mesa Water District and City of Beverly Hills. Projects for these agencies include quarterly newsletters and annual water quality reports for water customers, as well as the development of an RFP for Brand Identity Guidelines based on our expertise in campaign and corporate branding. The wide range of services we have provided to the City of Santa Ana's Water Resources Division over the past +16 years, and more recently, Public Works Agency and City Manager's Office include: Page 1 5 PROPOSAL—RFP NO: 23-014 Jun 1, 2023 - May 31, 2026 Development and management of most all of the above -mentioned community outreach campaigns • Creation of strategic partnerships with Westfield's MainPlace, Santa Ana Zoo, Bowers Museum and Santa Ana Unified School District to promote the Division's Annual Youth Water Poster Contest • Event planning • Social media campaigns • Writing, design and production of annual water quality reports, city calendars, as well as special calendars for the City's 150t" Anniversary and the 2020 Census • Promotional items for the Water Resources Division and 2020 Census including pens, pencils, crayon boxes, placemats, USBs, sketchbooks, t-shirts, mason jars, food scrapers, tote bags, water pitchers, sports bottles, and water conservation kits • Content creation for the PWA's section of santa-ana.org Design and oversight of a special water quality report microsite (santaanaccr.org) • Design of monument and outdoor signage and banners for the City • Development of a full line of marketing collateral • Interviewing and copywriting for press releases as well as articles in Santa Ana Green, Nixel and Cosas newsletter The campaigns Every Drop Counts! and Fill it From The Tap!, which we created to promote water conservation and Santa Ana's high quality drinking water, have earned awards and recognition by the California Municipal Utilities Association (CMUA). We have developed presentations, speeches, and talking points for the (1) Mayor's Challenge; (2) Tree People's "Walking Water" event —attended by heads of the State Water Board, LADWP, Metropolitan Water District, LA Mayor's Office, Food and Water Watch, Owens Valley Committee, and LA Sanitation/One Water; (3) Southern California Spain Investment Summit; (4) William C. Velazquez Institute Latino Academy on Water Policy; (5) American Society of Civil Engineers; and (5) At the Tap: Tools to Identify & Address Community Drinking Water Concerns in Los Angeles County. Page 1 6 PROPOSAL—RFP NO: 23-014 Jun 1, 2023 - May 31, 2026 We have also developed full multi -media presentations for the City of Santa Ana's AMI and IP3 projects, South Main Street Public Arts Program, Water Conservation and FOG Control programs, and Neighborhood Block Beautification Contest, to name a few. We believe our experience is extensive and can fully meet the scope of services outlined in this proposal. STRAIGHTLINE TEAM We enjoy working closely with clients as their in-house public relations and marketing team, participating in monthly meetings to stay apprised of any new issues and new developments as well as to report on our ongoing PR, marketing and community outreach activities. We will continually evaluate and refine goals. We will recommend alternative courses of action and add creative perspective when needed. ORGANIZATIONAL CHART Page 1 7 00MIl1,1112 PROPOSAL—RFP NO: 23-014 Jun 1, 2023 - May 31, 2026 TEAM BIO Linda O'Hanlon Linda O'Hanlon is president of Straightline Communications LLC, where she directs all facets of public relations/marcom activities for clients and counsels senior management on strategic issues and planning. Her expertise includes structuring and implementing consumer, business - to -business and internal communications programs involving strategic planning, media and community relations as well as the development of marketing collaterals and corporate advertising. Over the course of her 35-year career in communications, she has helped deliver results for well-known companies such as Time Life, Holiday Inn, Coldwell Banker, Entertainment Partners, Motion Picture Television Fund (MPTF), Lockton, Forest City Properties, and UCLA. She has structured, implemented and managed community outreach campaigns for public water agencies and integrated corporate communications programs for companies in industries ranging from real estate, hospitality, legal, and financial services to manufacturing, healthcare and insurance. • Positioned client executives as ACA thought leaders in the entertainment industry, securing interviews and stories in national business publications including Wall Street Journal, Bloomberg/Businessweek, Inc., USA Today, Kaiser Health News, US News & World Report, MarketWatch and CFO magazine. • Spearheaded a national media campaign for Coldwell Banker, achieving coverage in all major markets among local network news, national syndicated television and radio programs, daily newspapers, and national publications such as Wall Street Journal and USA Today. • Established a bilateral consumer and business -to -business communications program for a real estate organization, achieving in the first year +100 articles in trade publications and newspapers statewide. • On behalf of a regional bank, implemented a cohesive sales and account retention program involving corporate positioning and message development, industry -targeted letters, customer satisfaction surveys, direct mail and advertising. In addition to organizing client events and industry panel discussions on behalf of select clients, she has also managed event publicity for the UCLA Surgery Department, UCLA Center on Aging (now known as the UCLA Longevity Center), and Phoenix House. Her 34 years of experience consulting executives and emerging businesses leaders has given her a deep understanding of the importance of transformational leadership. She became an Associate Certified Coach accredited by the International Coach Federation (ICF) and a Certified Professional Coach (CPC) and Energy LeadershipTM Index Master Practitioner (ELI- MP) through the Institute for Professional Excellence in Coaching (iPEC) to help organizations with leadership development. • *V101:i111r:? PROPOSAL—RFP NO: 23-014 Jun 1, 2023 - May 31, 2026 TEAM BIO Jessica Padilla Bowen Jessica brings more than 20 years of experience in government and nonprofit communication. She spent 15 years working in communication for the City of Carlsbad serving various departments including Community & Economic Development, Public Works, Library & Cultural Arts and more. She also served as Public Information Officer in the City's Emergency Operations Center. In her role with the City of Carlsbad, she served as the communication representative and media contact; crafted strategic messages for website, social media, print and electronic platforms; managed social media, including Facebook, Twitter and e- newsletters; organized special events from annual fundraisers to festivals to community meetings; oversaw the work of photographers and videographers, producing numerous videos for the community; and managed and cultivated relationships with community and civic organizations. She has managed numerous projects, including: • Carlsbad Sea Level Rise Vulnerability Project. This report was an assessment of the City of Carlsbad's vulnerability to future sea -level rise and associated impacts, which include inundation, erosion, and flooding. It explored these impacts as they relate to beaches, public access, parcels, critical infrastructure, transportation, and environmentally sensitive lands. The report used the protection, accommodation, and managed retreat framework to think about various possible adaptation strategies. • Village & Barrio Master Plan, City of Carlsbad. As Community Engagement Project Manager, Jessica played a key role in the implementation of the outreach plan, organizing and promoting community meetings as well as promoting the availability of the plan for public feedback. • Village & Barrio Parking Study and Management Plan. Jessica produced the Community Outreach Plan, which identified outreach strategies to inform the public of the project, as well as gain their participation. She helped organize and promote community meetings as well as intercept and online survey opportunities and solicited and reviewed public feedback. • Tamarack Area Coastal Improvement Project. Jessica produced the Community Outreach Plan, which identified outreach strategies to inform the public of the project, as well as gain their participation. She presented at pop-up events to elicit public feedback on the coastal project, directing documentation of the process through photo and video. Additionally, she organized and promoted community meetings as well as online survey opportunities. Page 1 9 00MIl:11112 PROPOSAL—RFP NO: 23-014 Jun 1, 2023 - May 31, 2026 TEAM BIO David Barker David is a creative director and multimedia designer who brings our clients' projects to life. With more than 28 years of experience working in Central London, Sydney and now the US, he oversees all aspects of Straightline's project design process, from the conceptual stages to final product delivery. However, David's true strength is how he thinks: he gets the big picture. He is a creative, visual thinker who takes an idea through multiple stages, shaping the idea into a reality. David is expert at corporate identity, rebranding, packaging, environmental graphics and other design mediums such as electronic billboards, vehicle wraps, and exhibit booths. He has developed branding for campaigns and a wide range of collateral materials including brochures, stationery packages, flyers, tent cards, banners, newsletters, advertisements and signage for Straightline clients. His ability to transcend all areas of design —from initial identity programs, through physical and environmental application, to print and marketing campaigns —makes David an important asset to our creative team. His experience includes working with small businesses, retailers and corporate clients, including well-known brands such as Mikawaya, Gucci, Legal & General, AXA, Sydney Olympics 2000, Disney, Australian Recording Industry, Golden Wonder, Los Angeles Ballet Academy and Meiko. Page 1 10 00MIl:i11r:? PROPOSAL—RFP NO: 23-014 Jun 1, 2023 - May 31, 2026 TEAM BIO Frank Herrera Frank is our award -winning team member who has designed, developed and maintained websites for Straightline clients. He helps brands achieve their social media marketing and management goals using the latest Internet research tools. With more than 15 years of experience working on 100s of projects for clients worldwide, he focuses on developing practical solutions, using a wide array of mature and proven CMS components and plugins, to solve common small business website requirements. He specializes in WordPress and Joomla! programming with an emphasis in marketing, eCommerce, community and membership sites. He designs practical and modern Uls that leverage the capabilities of modern technology. Another area of his expertise is in expanding a CMS' core functionality by integrating RIA technologies, such as JavaScript, Flex, ActionScript, jQuery and third -party API's. Competencies • Bootstrap • CSS3 • Drupal • HTML5 • Joomla Design • Joomla Security • Landing Page Design & Code • PSD to HTML • Web Design • Web Programming • WordPress Page 1 11 W:MIANd PROPOSAL—RFP NO: 23-014 Jun 1, 2023 - May 31, 2026 APPENDIX ATTACHMENT 1—SCOPE OF SERVICES ATTACHMENT 2—FEE PROPOSAL, INCLUDING HOURLY RATES [included under separate cover, and submitted via PlanetBids] ATTACHMENT 3—PROPOSER'S REFERENCES ATTACHMENT 4—CERTIFICATIONS NON -COLLUSION AFFIDAVIT NON -LOBBYING CERTIFICATION NON-DISCRIMINATION CERTIFICATION Page 1 12 00MIl:i1111r:? PROPOSAL—RFP NO: 23-014 Jun 1, 2023 - May 31, 2026 ATTACHMENT 1 SCOPE OF SERVICES APPROACH Straightline will use a systematic and disciplined approach to producing the WQCCR each year to ensure the City of Santa Ana meets all regulatory requirements well in advance of the State of California's July 1 deadline. Our approach is thorough: each client meeting and conference call is followed -up with a recap listing important points discussed, next steps, deadlines and individuals responsible for each milestone. We remain in continual contact with City staff to keep them apprised of our progress. Reminders are sent to City staff when information and approvals are needed. Within this structure, we strive to be nimble and responsive, always adapting to special circumstances that may arise and meeting client's requests in a timely manner. WQCCR Overview: The City of Santa Ana, Water Resources Division, as with all private and municipal water districts, is required by federal and state agencies to produce and distribute an annual "Water Quality Consumer Confidence Report" (WQCCR) by July 1 each year to inform residents about the source and quality of their drinking water. This mandate was established by Congress in 1996 and expanded the terms of content and format for annual water quality reports that California water systems began distributing in 1990. The WQCCR includes information on water sources, drinking water regulations, monitoring requirements, levels of any detected contaminants, and additional educational information. The WQCCR is designed to help consumers make informed choices that affect their health, educate consumers about the challenges of delivering safe drinking water, and highlight the importance of conserving and protecting this valuable resource. For the past 16 years, Straightline Communications has worked with the City to produce this annual report and has helped the City fulfill this mandate. For the first time in 2012, the City was able to "go green" and meet its requirements with a paperless alternative. Straightline Communications designed, produced and launched www.SantaAnaCCR.org, making the 2012 CCR available for download or to view online. For each new WQCCR, we archived the previous year's report and have created an online repository of WQCCRs dating back to 2006. We also assisted the City in meeting its notification requirements and "good faith" efforts to ensure water customers and all other consumers of Santa Ana water are informed about the WQCCR, its expected date of release, and how they can obtain a copy of the report. These special Page 1 13 PROPOSAL—RFP NO: 23-014 Jun 1, 2023 - May 31, 2026 communications have included announcements on santa-ana.org, water bills, bill inserts, direct - mail postcard, flyers, bus shelter ads, social media posts and press releases. Implementation Plan: 1. Beginning each February, Straightline will conduct, obtain, and analyze data from various sources to ensure and provide current information regarding water regulations and any variances for California public water suppliers. This includes obtaining and carefully reviewing the CCR Guidance Manual (a document released each year by California's State Water Resources Control Board) to assess changes in report content, format, and distribution, ensuring the CCR is in conformance with state mandates. Straightline will also monitor the Board's website for changes in required content such as terms of newly adopted Maximum Contaminant Levels, Public Health Goals, and other revised regulatory requirements. Straightline is familiar with water quality monitoring regulations for public water systems and has a good understanding of water quality reporting and notification procedures required by federal and state regulatory agencies. 2. Straightline then coordinates a WQCCR kick-off meeting with the Water Resources Manager, Principal Civil Engineer, Water Quality Manager and other City staff to discuss the Division's objectives, projects, programs, initiatives for the year as well as any regional industry issues that need addressing. During the meeting, we will discuss specific content and design themes for the WQCCR, as well as refine our production timeline. Content will include, but not be limited to: • Opening message from the PWA Executive Director and Water Resources Manager. Mandatory Requirements: Information about the City's water system and sources of water (e.g. ground water, imported water etc.); contacts and a list of opportunities for public participation in decisions that affect drinking water quality; statement in other languages about the importance of the report and contact information; definitions of key terms regarding contaminant data; a key of terms and abbreviations; tables for each water source reporting levels of regulated and unregulated detected contaminants; and —if applicable —a Tier 3 public notice for a monitoring violation or other type of violation or situation. The WQCCR also includes mandatory statements about: drinking water contaminants; contaminants that may reasonably be expected to be found in drinking water; the risk of infection for some people who may be more vulnerable to contaminants; and special requirements for certain chemicals which vary year-to-year. Articles about water and energy conservation tips, other green initiatives, ways to prevent source water pollution, important capital improvement projects completed and in development, rebate programs, landscaping tips, water education programs sponsored by the City, a special section just for kids and more. Page 1 14 PROPOSAL—RFP NO: 23-014 Jun 1, 2023 - May 31, 2026 Checklists and other helpful tools to detect water leaks, read water meters, ways to save money on water bills, and a list of important City telephone numbers, which has been a popular feature. Supporting graphics and photos such as images of PWA personnel at work, Santa Ana landmarks, native plants, a California map with its water systems, logos, icons, charts and infographics. All graphics and images will comply with all copyright rules and regulations. 3. Straightline will prepare and present an outline of the content along with design concepts and a production timeline. The design concept will be distinctive with its own theme yet maintain the overall WQCCR branding we have established for the City of Santa Ana. This design will be carried throughout the interactive and web based WQCCR, as well as all special communications relating to the WQCCR. 4. Special notification pieces are designed to inform customers about the WQCCR and its expected date of release. Straightline will (1) develop and coordinate water customer bill messages (electronic and print) and/or a bill insert; (2) design a direct -mail postcard; (3) write announcements to be published on the City's website as well as Santa Ana Green, Nixel, and the COSAS newsletter; (4) design bus shelter ads and flyers; and (5) develop a series of social media posts with graphics to promote the WQCCR. 5. Upon the City's approval of the WQCCR content outline and design concept, we will begin working on the editorial content, which will involve client conference calls, research, interviews, copywriting, and editing. Once the editorial content is reviewed and approved by the City, we will submit the content for translation into Spanish and Vietnamese. 6. At this time, Straightline will begin the design process. The design will include laying out each page with editorial content and visuals using the established theme. The design process includes creating new graphics and charts; purchasing stock photography; stylizing, formatting, and proofing the data tables supplied by the Water Resources Division; and coordinating additional images from other City departments and water agencies (when applicable). We will layout three versions: English and Spanish, and Vietnamese. We will execute two rounds of client revisions before generating a final draft. The final draft will be submitted to our proofreader for any typos or minor design inconsistencies, which will be corrected or adjusted at that time before submitting to the client for final approval. 7. As the PDF report is being finalized, Straightline will focus on updating santaanaccr.org with the new WQCCR content. We will archive the previous year's content and create new html pages for the current WQCCR. Updating the site includes CMS extension testing and revisions, the creation of additional web banners and graphics, content proofing, the generation of a new table of contents and changes to the site's navigation. Aside from Page 1 15 PROPOSAL—RFP NO: 23-014 Jun 1, 2023 - May 31, 2026 completing the online WQCCR, we will manage and update the site throughout the year while provide recommendations to the Water Resources Manager regarding best practices in web design, technology platforms, and navigation as well as ways to best leverage the site for important announcements. STRATEGIC PLAN Strategic planning is an important process for the Water Resources Division to meet its mission and goals. It follows a protocol that establishes priorities, sets goals, specifies timelines, identifies tangible measures of success and puts into motion execution strategies by which each goal is to be achieved. It is also designed to ensure alignment of all departments with its overall core values and mission. From the onset, Straightline will begin the process of strategic planning by holding a series of meetings with the Division's key stakeholders. We would rely on Cesar Barrera to identify who they should be. We will analyze each department's core competencies and strengths as well as identify gaps and opportunities (SWOT analysis). We will then develop a multi -year strategic roadmap to better meet the Division's long-term goals. The multi -year strategic plan should be viewed as a living document that will be updated, refined and adjusted based on new developments, emerging challenges and changes in priorities. For this reason, we will review and reevaluate the plan each year, adjusting as needed. We have outlined our process below as part of our implementation plan. Implementation Plan: Meeting #1: Kick off meeting with stakeholders [allocate a minimum of 4 hours] to gather feedback and discuss: • Purpose of strategic planning • Division's mission/vision, culture, public image and brand • Current priorities/initiatives [stakeholders come prepared to present] • Top challenges [stakeholders come prepared to present] o External -public facing o Internal -interdepartmental Meeting #2: Joint meeting with stakeholders [allocate a minimum of 4 hours] to discuss external [public facing] initiatives/projects & challenges:* • Effectiveness of current initiatives o What is working; what is not? • Emerging challenges Page 1 16 PROPOSAL—RFP NO: 23-014 Jun 1, 2023 - May 31, 2026 • What solutions most effectively address these challenges? o Create new initiatives/projects and improve/build on existing ones o Feasibility and resources — Do we have the resources [financial and staffing] to allocate to the initiative/project? o How do these initiatives connect to the Division's mission/vision and core values? o Do all communications [written, visual etc.] reflect the Division's brand? o Does the Division's culture align with its core values? • Outreach and communications needs for each initiative/project [existing and new] * Will include select one-on-one interviews Meeting #3: Joint meeting with stakeholders [allocate a minimum of 2 hours] to discuss internal [interdepartmental] processes and communications: • Discuss more effective ways to streamline internal processes o Where do projects get hung up? o How can we improve interdepartmental communications and processes to increase efficiency? • Roles and responsibilities • Protocols • Contingencies: Addressing emergencies/unanticipated projects Straightline will then begin the strategic planning process that will include: • Assessing the Division's mission, vision, and core values [if these need refinement] • Assessing the Division's public image and brand [is it aligned with the Division's core values and mission?] • Identifying challenges, needs, areas for improvement, and untapped opportunities [SWOT analysis] • Assessing the effectiveness of the Division's existing Strategic Plan • Establishing a framework for the 2023 Strategic Plan The framework for the new Strategic Plan will: • Provide an executive summary • Include key message points to be incorporated at the Division level in all communications both external and internal • Make recommendations to streamline inter -department communications, processes and projects • Establish priorities and set goals • Outline execution strategies (actionable steps) by which each goal is to be achieved • Identify individuals responsible for each deliverable • Specify timelines • Include a master planning calendar so all departments are on the same page Page 1 17 0:/:Il:i1111r:? PROPOSAL—RFP NO: 23-014 Jun 1, 2023 - May 31, 2026 • Determine measures of success (key performance indicators) • Establish yearly review/reevaluation Meeting #4: Present strategic plan with the master calendar to stakeholders [allocate a minimum of 2 hours] • Each stakeholder will have had time in advance to reviewing the plan and calendar. • Discuss refinements to plan and roll -out o How can we account for contingencies? • Emphasize the importance of collaboration, clear communication and individual stakeholder's responsibility in maintaining the plan as a living document that drives operational decisions. • Discuss a staff event to reinforce the Division's vision, core values, brand and how each member plays a role. Finalize Plan After collecting feedback from stakeholders at our last meeting, we will finalize the strategic plan and provide a comprehensive written report. We will also develop a visually compelling PowerPoint presentation with an overview of the strategic plan for use at meetings and City Council presentations. The presentation will also be used at a staff event which would be designed to introduce and generate excitement for the Water Resource Division's vision, re -set and reaffirm its culture and values; and unify the various departments with a shared purpose and set of objectives. Leadership Coaching Straightline will support the implementation of the Strategic Plan once it is approved. However, strategies are only as good as those who are leading the teams who execute them. Successful implementation of this plan will require buy -in by staff, interdepartmental team building and high engagement. As such, we can introduce a series of group educational workshops and leadership coaching with department heads/supervisors to: • Build their leadership, communications and problem -solving skills • Work more efficiently with their teams • Learn how to help grow and retain staff with improved engagement and productivity While not requested in this RFP, we can tailor a leadership coaching program designed to achieve desire outcomes after learning about the Division's specific challenges and objectives. The program will not only reinforce the Division's organizational objectives but will help each department head/supervisor define and connect his/her personal values and professional role with the Division's mission, culture, initiatives and overall success. A separate fee proposal will be submitted for the leadership coaching program upon request. Page 1 18 ONMI11.112 ? PROPOSAL—RFP NO: 23-014 Jun 1, 2023 - May 31, 2026 Schedule I Timeline Based on a June 12 start date, we propose the following timeline for the Strategic Plan. DATE MILESTONE 12-Jun Project Start 14-Jun Kick-off Meeting 16-Jun Meeting/workshop summary 21-Jun Meeting #2 23-Jun Meeting/workshop summary 28-Jun Meeting #3 12-July SWOT & internal analysis 19-July Follow up findings 28-July Comprehensive, written strategic plan 2-Aug Meeting #4: Presentation of strategic plan 9-Aug Staff event planning TBD Staff luncheon event + presentation ANCILLARY SERVICES & PROJECTS Straightline will design and produce outreach material as well as support all other communications needs of the Water Resources Division throughout each year: • Implement strategies outlined in the plan to promote the City's various initiatives and campaigns, including: Every Drop Counts!, Fill It From The Tap!, Santa Ana's Award - Winning Water, Annual Mayor's Challenge, Annual WQCCR, Annual Youth Water Poster Contest, Slow The Flow. Save H20!, Don't Clog with FOG! as well as the SoCal Water$mart Rebate programs. Based on the Division's objectives, we may create a new campaign that will involve branding, an outreach strategy and timeline, and —if relevant —establishing community partnerships and creating and coordinating a special event. • Recommend and develop artwork for items that promote these campaigns and initiatives. These promotional items —which the Division hands out at community events —may include branded tee-shirts, stress release balls, erasers, rulers, tote bags, sports bottles, water pitchers, shower timers, cell phone holders, pencils/pends, crayon boxes, California Native seeded paper coasters, food scrapers, and yard signs. Page 1 19 00MII:11r:? PROPOSAL—RFP NO: 23-014 Jun 1, 2023 - May 31, 2026 • Write, edit, design, and generate camera-ready art for printed pieces that promote the City's initiatives and campaigns including direct mail brochures, flyers, newsletters, postcards, informational and activity packets, banners, posters, bus shelter ads and signage. • Write and edit press releases for distribution to the media and articles for Santa Ana Green, Cosas and Nixel about important water -related announcements, water quality programs, and water construction projects. • Develop submissions for awards by the APWA, OCEC and CMUA and other industry organizations to garner further recognition for the Water Resources Division. • Develop water -related messaging, talking points, and multi -media presentations for City Councilmembers, the PWA Executive Director, and Water Resources Division Manager as needed. • Producing these types of special projects will involve additional client meetings and/or conference calls, research, interviews, copywriting, editing, design, creating new graphics, purchasing stock photography, proofreading, vendor relations, obtaining estimates, and coordinating with City approved vendors. Not included in the fee schedule is actual printing, product purchases, or other significant reimbursable costs such as photography. These reimbursable expenses would be incurred and billed only upon approval by the City. Implementation Plan: 1. As stated above, Straightline will assess, identify and prioritize the focus of the Division's outreach each year in collaboration with the Water Resources Manager, Principal Civil Engineer, Water Quality Manager and other stakeholders. This will be accomplished during annual kick-off meetings as well as regularly scheduled monthly meetings, after which we will review and adjust (if needed) the strategic plan and establish the projects to be carried out. 2. With each project, Straightline will make recommendations for messaging and branding, outline action items, assign tasks, and develop a specific production timeline. 3. We utilize Straightline's online platform [Monday.com] to manage workflow processes, enhance client communication, and keep projects on track more effectively. Page 1 20 PROPOSAL—RFP NO: 23-014 Jun 1, 2023 - May 31, 2026 SUMMARY OF DELIVERABLES • Creation of the interactive and web based WQCCR o Theme and various design concepts. o Twelve (12) water related articles (all written content for the WQCCR). o All required [mandated] text and special messages and notices. o All graphics, charts, pictures and other visuals to support the WQCCR design. o Design and layout of three (3) 36-page reports in English, Spanish and Vietnamese. A high -quality print PDF and press -quality PDF (with trim marks) will be provided for each. o Archiving the previous WQCCR, web design and programming for the new WQCCR (a total of 20 html web pages), and ongoing updates to santaanaccr.org. Development of 2023 Strategic Plan o Interviews summaries o SWOT analysis o Internal analysis o Meeting/workshops topic and questions o Meeting/workshop planning/facilitation o Meeting/workshop summary with follow-up findings o Comprehensive, written strategic plan • Ancillary Services and Printed Products o A total of twenty-four (24) double sided brochures (or other print formats such as postcards, letters, bill stuffers, flyers) for public distribution on water -related topics and campaigns. o Development of all required standard and special messages and public notices regarding water quality standards. o Development of all WQCCR notification pieces including one (1) bill insert; one (1) direct -mail postcard; one (1) flyer; one (1) article for the City's various communications channels; (1) bus shelter ad; and three (3) social media posts with graphics to promote the WQCCR. o A total of three (3) bus shelter ads/posters per year to announce other initiatives/campaigns. o Branding, outreach strategy, timeline and supporting outreach materials for one (1) new water related campaign per year. o A total of twelve (12) water -related articles to be published in local newspapers, pamphlets and City newsletters per year. o One (1) Activity Book for Kids with worksheets, word scrambles, word searches, mazes and other activities to support the Youth Water Poster Contest theme each year. Page 1 21 PROPOSAL—RFP NO: 23-014 Jun 1, 2023 - May 31, 2026 o One (1) Teacher's Packet with information about the Youth Water Poster Contest with rules and guidelines, entry forms and parental release forms. o All artwork to support the production of the other printed collateral and promotional items as outlined in previous section "Ancillary Services & Projects." o All research, writing, editing, translation (as needed) and creative development for written materials and presentations as outlined in previous section "Ancillary Services & Projects." o Meetings, conference calls, emails and other program management to effectively execute activities and products as outlined in previous section "Ancillary Services & Projects." Page 1 22 ONMI11.112 ? PROPOSAL—RFP NO: 23-014 Jun 1, 2023 - May 31, 2026 ATTACHMENT 3 PROPOSER'S CLIENT REFERENCES Customer Name: City of Beverly Hills Public Works Department Contact Individual: Melissa Gomez, Senior Management Analyst Address: 345 Foothill Road, Beverly Hills, CA 90210 Telephone: 310.288.2864 Email: mgomez@beverlyhills.org Contract Amount: $21,491 Year: 2021 [Executed] Development of annual Water Quality Report along with accompanying promotional collateral. 2. Customer Name: Mesa Water District Contact Individual: Stacy Taylor, External and Public Affairs Manager Address: 1965 Placentia Ave, Costa Mesa, CA 92627 Telephone: 714.791.0848 Email: stacyt@mesawater.org Contract Amount: $17,850 Year: 2015 Development of RFP for branding guidelines for Mesa Water District. 3. Customer Name: City of Santa Ana, Public Works Agency Contact Individual: Nabil Saba Address: 20 Civic Center Plaza (M-21), P.O. Box 1988, Santa Ana, CA 92702 Telephone: (714) 647-3380 Email: nsaba@santa-ana.org Contract Amount: $600,000 Year: 2022 [Executed] Strategic planning, writing, editing, client counsel and meetings, community outreach, talking points for speeches and presentations, marketing collateral development, outdoor advertising, signage, multi -media presentations. 4. Customer Name: Lockton Insurance Brokers, LLC Contact Individual: Timothy J. Noonan, Chairman Address: 777 South Figueroa Street, Suite 5200, Los Angeles, CA 90017 Telephone: 213.689.0500 Email: tnoonan@lockton.com Retainer Amount: $60,000 Average Yearly Adjusted Amount: $75,000 Year: 2018-2021 [Retainer has grown over the years, since beginning of engagement which dates back to 1996] Strategic planning, writing, editing, client counsel and meetings, media relations, speech writing, multi -media presentations, advertising campaigns, and marketing collateral development. Page 1 23 PROPOSAL—RFP NO: 23-014 Jun 1, 2023 - May 31, 2026 ATTACHMENT 4 CERTIFICATIONS (See following pages) Page 1 24 CITY OF SANTA ANA W:/:Il:i11111r:? RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES NON -COLLUSION AFFIDAVIT (Title 23 United States Code Section 112 and Public Contract Code Section 7106) In conformance with Title 23 United States Code Section 112 and Public Contract Code 7106 the BIDDER declares that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or sham; that the BIDDER has not directly or indirectly induced or solicited any other BIDDER to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any BIDDER or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the BIDDER has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the BIDDER or any other BIDDER, or to fix any overhead, profit, or cost element of the bid price, or of that of any other BIDDER, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the bid are true; and, further, that the BIDDER has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid. Note: The above Non -collusion Affidavit is part of the Proposal. BIDDERS are cautioned that making a false certification may subject the certifier to criminaForon—e—catbfL Signed State of Califo'fnia County of Los Angeles Subscribed and sworn to (or affirmed) before me on this day of , 20_, by , proved to me on the basis of satisfactory evidence to be the person(s) who appeared before me Notary Public Signature Notary Public Seal Page 1 25 City of Santa Ana RFP 23-026 Consumer Confidence Report (CCR) and Auxiliary Services Page 32 CITY OF SANTA ANA EXHIBIT B RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES NON -LOBBYING CERTIFICATION The prospective participant certifies, by signing and submitting this bid or proposal, to the best of his or her knowledge and belief, that: (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure of Lobbying Activities," in conformance with its instructions. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. The prospective participant also agrees by submitting his or her bid or proposal that he or she shall require that the language of this certification be included in all lower tier subcontracts, which exceed $100,000 and that all such subrecipients shall certify and disclose accordingly. Signed: ; --� Title: re dent Firm: Straightline Communications LLC Date: April28, 2023 Page 1 26 City of Santa Ana RFP 23-026 Consumer Confidence Report (CCR) and Auxiliary Services Page 33 CITY OF SANTA ANA EXHIBIT B RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES NON-DISCRIMINATION CERTIFICATION The undersigned consultant or corporate officer, during the performance of this contract, certifies as follows: 1. The Consultant shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The Consultant shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment without, regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Consultant agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause. 2. The Consultant shall, in all solicitations or advertisements for employees placed by or on behalf of the Consultant, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin. 3. The Consultant shall send to each labor union or representative of workers with which he/she has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers' representatives of the Consultant's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. 4. The Consultant shall comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor. 5. The Consultant shall furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his/her books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation, to ascertain compliance with such rules, regulations, and orders. 6. In the event of the Consultant's non-compliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, the contract may be canceled, terminated, or suspended in whole or in part and the Consultant may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Execution Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulations, or order of the Secretary of Labor, or as otherwise provided by law. Page 1 27 City of Santa Ana RFP 23-026 Consumer Confidence Report (CCR) and Auxiliary Services Page 34 CITY OF SANTA ANA EXHIBIT B RFP NO.: 23-014 CONSUMER CONFIDENCE REPORT (CCR) AND AUXILIARY SERVICES 7. The Consultant shall include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontract or purchase order as the administering agency may direct as means of enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event the Consultant becomes involved in, or is threatened with, litigation with a subconsultant or vendor as a result of such direction by the administering agency, the Consultant may request that the United States enter into such litigation to protect the interests of the United States. 8. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats. 1939, and as amended, no discrimination shall be made in the employment of persons upon public works because of race, religious creed, color, national origin, ancestry, physical handicaps, mental condition, marital status, or sex of such persons, except as provided in Section 1420, and any consultant of public works violating this Section is subject to all the s imposed for a violation of the Chapter. Signed: Title: Pr sident Firm: Straightline Communications LLC Date: April28, 2023 Page 1 28 City of Santa Ana RFP 23-026 Consumer Confidence Report (CCR) and Auxiliary Services Page 35 EXHIBIT C COMPENSATION Consultant's Fee Proposal including hourly rates if applicable EXHIBIT C FEE SCHEDULE —RF P NO: 23-014 ATTACHMENT 2 FEE PROPOSAL, INCLUDING HOURLY RATES Certification - I certify that I have read, understand and agree to the terms and conditions of this Request for Proposal. I have examined the ATTACHMENT 1: SCOPE OF WORK. I am familiar with all the existing conditions and limitation that may impact work requests. I understand and agree that I am responsible for reporting any errors, omissions or discrepancies to the City for clarification prior to the submission of my proposal. CCR: Proposal Item Price —Lump Sum Fee (Per Year) must be inclusive of all costs, including, but not limited to, direct and indirect costs for labor, overhead, incidental supplies, travel, mileage, and fuel to produce the annual Water Quality Consumer Confidence Report. Strategic Plan: Proposal Item Price —Lump Sum Fee must be inclusive of all costs, including, but not limited to, direct and indirect costs for labor, overhead, incidental supplies, travel, mileage, and fuel to produce Strategic Plan. Proposer shall submit hourly rates schedule, which shall include but not limited to, direct and indirect costs for labor, for staff per job classification, material, equipment rates, overhead, incidental supplies, travel, mileage, and fuel. Any special materials purchased by the consultant only after discussed and authorized by the City projects manager or designee in writing. Prior to commencement of ancillary services, Consultant shall provide separate quotes, upon request by the City, which shall be approved by the City's Public Works Water Resources Division. Fee Schedule: The undersigned declares that he/she has carefully examined the request for proposal, that he/she has examined the Proposed Scope of Services, and hereby proposes to furnish all material and do all the work required to complete the said work in accordance with said Proposed Scope of Services, for the unit price(s) set forth in the following schedule: TO: CITY COUNCIL OF THE CITY OF SANTA ANA FROM: STRAIGHTLINE COMMUNICATIONS Page 1 1 EXHIBIT C FEE SCHEDULE —RF P NO: 23-014 Item # Bid Item Unit Quantity Amount Consumer Confidence Report 1 Consumer Confidence Report 1 Lump Sum (Per $22,250 (Based on a 36-page print report in 3 Calendar Year) languages. Includes notification pieces, an interactive, web -based version (a total of 20 html web pages), and ongoing maintenance of santaanaccr.org. Consumer Confidence Report Total: $22,250 StrategicPlan 2 Strategic Plan (Includes prepping for, 1 Lump Sum $15,500 attending and providing follow-up on all meetings, workshops and staff event; all interviews; research; and development of all written and multi -media deliverables.) Strategic Plan Total: $15,500 BIDDER INFORMATION: Legal Company Name: Straightline Communication LLC Business address: 14930 Greenleaf Street, Sherman Oaks, CA 91403 Phone Number: (818) 386-1916 Email Address: Authorized Sign Name: Linda O'Hanion Title: President 2023 Hourly Rates (billed at 15 min. increments Principal In Charge $200 @ hour Project Manager/Senior Writer (blended rate)............................................................$185 @ hour Graphic design/collateral development..................................................................... $125 @ hour Translator..................................................................................................................... $75 @ hour Web Developer/Designer.......................................................................................... $125 @ hour Page 1 2