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25G - GO LOCAL PRGM STEP 2
REQUEST FOR COUNCIL ACTION mar. CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY: JANUARY 4, 2010 TITLE APPROVED CONSULTANT AGREEMENT FOR GO ? As Recommended LOCAL PROGRAM STEP 2 PUBLIC ? As Amended ? Ordinance on 1 S` Reading OUTREACH ( PROJECT 0 9 - 2 5 0 5 ) ? Ordinance on 2"d Reading ? Implementing Resolution ? Set Public Hearing For CONTINUED TO FILE NUMBER ITY MANAGER RECOMMENDED ACTION Authorize the City Manager and Clerk of the Council to execute the attached agreement with Consensus Inc. in the amount of $50,000, to initiate the Go Local Program Step 2 public outreach program for the Santa Ana and Garden Grove modern streetcar project, subject to nonsubstantive changes approved by the City Manager and City Attorney. DISCUSSION On May 12, 2008 the OCTA Board allocated $5.9 million in Step 2 funding to Santa Ana for planning and development of a modern streetcar concept. On August 3, 2009, the City Council authorized staff to execute an agreement with the Cordoba Corporation and its team of consultants to conduct the Go Local Program Step 2 technical analysis. At the same time, the City Council approved setting aside $50,000 to hire a Public Outreach firm to support Santa Ana's Go Local planning and development activities. Due to the interconnection between the fixed guideway project and the planned SARTC expansion and Santa Ana Boulevard grade separation project, as well as the Station District project, the public outreach team will be asked to develop a program which improves community understanding and solicits community feedback on the City's overall transit vision which also encompasses initiatives such as the Station District and the new Transit Zoning Code. This outreach effort would be coordinated internally between Public Works, Community Development and Planning and Building agencies with assistance from the OCTA Public Affairs Department. Among other things, the public outreach program will clearly communicate anticipated community benefits, potential community impacts, and possible economic development opportunities associated with these various projects. Given the magnitude and complexity of these 25G-1 Consultant Selection Public Outreach January 4, 2010 Page 2 of 2 projects; it is imperative that a skilled team of professionals conduct a comprehensive public outreach campaign (see Exhibit A, Scope of Work). Staff interviewed each of the outreach firms that originally proposed as a team member on the Go Local project. It was determined that Consensus Inc. is best suited to help the City meet its public outreach objectives. Consensus Inc. is a leading strategic communications firm in Southern California with a keen understanding of how community relations, media strategy and political outreach work seamlessly together to deliver results for clients. Consensus Inc. specializes in communicating complex and controversial information to communities, public officials and the media (see Exhibit B, Qualifications). Led by a team of multicultural professionals with a broad range of experience in local, state, and federal government, community relations, media strategy and public relations, Consensus Inc. brings unique insight to the communication challenges marked by emerging polarization among business, government and members of the public. Consensus Inc.'s proposed project manager, George Gonzalez, is fluent in Spanish and is familiar with the community as he helped Santa Ana coordinate a successful 2000 Census. The principal in charge will be Jennifer Labrado. She has been involved with projects such as the Anaheim Fixed Guideway Project, Irvine's i-Shuttle, the California High Speed Train, the Metro Gold Line Foothill Extension and The Boulevards at South Bay. Staff recommends that Council award an agreement to Consensus Inc., who originally was part of the David Evans and Associates project team that proposed on the Go Local Program Step 2 technical analysis, to conduct the public outreach program based upon their related experience, key personnel and project team (see Exhibit C, Agreement). ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funds are available in the Measure M - Street Construction Fund (account no. 3217661-66220, project 09-2505). APPROVED AS TO FUNDS AND ACCOUNTS: Raul Godinez I Francisco Gutierrez Executive Dire r Executive Director Public Works A ncy Finance & Management Services Agency 25G-2 SANTA ANA TRANSIT PROGRAM PUBLIC OUTREACH I. INTRODUCTION The City of Santa Ana requires the assistance of a Consultant with excellent experience in preparing and executing public outreach programs for complex transit studies. The Consultant must have in-depth knowledge of CEQA/NEPA requirements for public participation; familiarity with local leaders, issues, and neighborhoods; understanding of economic development issues and opportunities; and appreciation for the intricate relationship between land use and transportation. The public outreach program shall communicate fixed guideway study information to the public in order to gain community understanding and solicit community feedback. Among other things, the public outreach campaign should clearly communicate anticipated community benefits, potential community impacts, and possible economic development opportunities associated with the Santa Ana Fixed Guideway project. II. PROJECT BACKGROUND The Santa Ana Fixed Guideway Project will serve as local connector to regional and national rail, bus, and airport transportation services provided at the Santa Ana Regional Transportation Center (SARTC). It will also serve as a local circulator in the downtown/government center area, the Station District and several other Santa Ana neighborhoods. The desired attributes of the Santa Ana Fixed Guideway system are: 1. Stimulate land development and economic activity 2. Integrate well with the surrounding community 3. Provide connectivity between regional rail and bus services at SARTC and major destinations 4. Ensure that passenger safety and security are adequately addressed 5. Use clean energy 6. Be attractive, comfortable, friendly, accessible and easy to maintain 7. Integrate well with bicycle and pedestrian activity 8. Provide acost-effective system 9. Meet future mobility needs 10. Maximize use of existing right-of-way 11. Engage with business and activity centers along the line 12. Minimize construction impacts III. SCOPE OF WORK Task 1 -Develop messaging which effectively communicates the linkages among: • Santa Ana Fixed Guideway Project • SARTC Master Plan 1 EXHIBIT A 25G-3 SANTA ANA TRANSIT PROGRAM PUBLIC OUTREACH • Santa Ana Boulevard grade separation • Station District • New Transit Zoning Code Task 2 Pre are "canned" resentation for Cit leaders and staff to share with: • Neighborhoods • Business and professional groups • Stakeholders Task 3 -Provide support for community meetings includinq• • Meeting facilitation • Preparation of meeting notices and agendas • Review and refinement of presentation materials • Preparation and distribution of meeting summaries with action items Task 4 -Attend technical team meetings as requested: • Bi-weekly Fixed Guideway Project status meetings • Monthly Fixed Guideway Project Development Team meetings • Station District team meetings • Other meetings to be determined Task 5 -Provide timely written updates to Santa Ana's: • Public Works Agency • Community Development Agency • Planning and Building Agency • Others, as requested Task 6 -Assist with CEQA/NEPA public meetings includinq• • Scoping meeting(s) • Public hearing(s) While carrying out each of the above activities, the Consultant shall gain prior approval from the Fixed Guideway project manager and/or transit program manager for all materials to be presented and distributed to the public In addition, the Consultant shall create and maintain a meeting environment that: • Stimulates discussion • Encourages everyone to express an opinion • Discourages personal attacks • Prevents any individual or group from dominating the meeting Finally, the Consultant shall present immediate feedback to the Fixed Guideway project manager and/or Transit program manager when highly controversial issues arise or negatively charged meetings occur. z 25G-4 EXHIBIT B 25G-5 ~r~+~~~ ; firm PruY~e ~ ~irrr~ ~x~r~ri~n€;~ 9 Project ~x~P,rienc',~ , , . ~i ~t~ff Bi~~r~~phies .................................................................8 25G-6 ~ns~nsu~nc. tl C:~r3Ct. ~'i:i?(i•J cif', (1; i~I E;frtGE;, Firm Pr~~le ~:ansens~s inc. is tine of the largest firms in the western United Mates specializing in community vela#Ierss. since 19136, the firm has successfully engaged the public, buitding grassra~ots community support far complex prajects in the transportation, environmental, put~lic fz~c;i=ides artd real estate industries. Our extensive transportation experience includes designing and implementing public; involLsen7ent prograrris far multi-modal, multi-jurisdictional prajects often located within mufti-cultural communities. Our corr~rnu^ication programs are strategically designed to allow for w;de participation while reducing conflic# and confusion. 7'he Consensus Inc. portfolio of transportation prajects includes: ¦ ~`ransporta#ion planning }feasibility studies ¦ Goods moven~enL~freigt corridor studies ¦ Enviror~rrEental Impact Reports'~tatements ¦ Nigh-speed rail • Sus rapid transit expansions ¦ Sridge retro?its ¦ Major investment Studies. for highway corridors ¦ Light rail expansions ¦ Urban {:,•arrictor studies ¦ Interstate highway expansions Consensus inc. believes that mobili#y serves as the fo:~ndation for the ctualihr of life and economic• viability of our region. Engaging the public in the development andrmplementation of transportation solutions provides stakeholders wikh a sense of ownership and accaurrtat~ility as concepts evolve into reality. Firm Experience Ov~.>r the past years. Consensus inc. zas provided public s~uireach expertise for transportation projects thra;~gttout Califarnla. ~ snapshot of the transportation-related public outreach programs designed and implert~ented by our highly sk=lied staff is provided be'C7k41. 25G-7 t F k t to t"~ - kl r: „m_._ ,..-,.,.~.~....-af _~-.,a ~W ~";~'.~'7!t'iLt#sA.;=~Sa Hic)~ ;eed Tr,~iri jvt:[ i;A Nigh-.~;:~nt-d R~ii Auh~=;;y Riti~rs ~'e Geunt~y-~Srange County t~err Majar Inuestn~enE St,,d~ 't'7:, Si~.t~, t~rar~~~ ,,,,;;rat, P~a~or i^wzst~rcnt Study. O~iA R9rtra C~a4d . , ;r~trt~th;ll Extension ~:fGL~~E Ct~nUt~e~ u; i AutnaritY efr~ C~naraa , r~,~su rta~or: Cc:rdor Prfl;ec;t,_spran~e lane; cx;~ ~~;~r:l ",!I~t.s Anahe;rn % red Gc~s~eway ~ ~ .~rYt An;~hzzir~l T- ~sf I:"aster€3tr~t7 ::'y t~f ~n~?tsier? Gcr Lo as Alamitos ~ Seal Such Cues of Lois Alan ~ix~s 8 Seat irte state dry `Niderrnr~ - Snvitt>ttmerifal Pha~5~3 Ct~7A -S t 1... ,(l~ vir.~ ~US 1•°'1 ~=?ee gay Gerrdpr ;rnp~~v~mer~„ Study CaH.ra~^s+Metro Las Ar~yeles to ~-r ~ H:F ~;~eed t <a:n Project H `~~.~ed Rail Auttlor,ry 101 y~~ .^tE>rch~7roga !mprpve7~~~r3f ?~cgram SCAG Caitr~3r~s Met '~c'd Line Fi~o'tZitt Extensit~n LA;rOni<ir;U I• temairu~r~;l F~irpu~ FvivLFE C,o~?siruc; urn A'.~t'r~it~TY San S ° . t~ nod :~d~ Alterna4ives,: ~ayt,l1 SAR ~.=xG hS . •.~';r, t~i~jer inv~s'r~ert' St.~'Y "stetrn # ;Interim NpV Lane i~rc~.€ ~~-enE Study 1;a~.~ I-; 1 ? ^,°tajor ~ ~ irr,dc~- Stardy t,9ar~~=Ci~lirrns SR, l 7~. ,v€;menz Study t.',•t-i S~rn F_~r~ ar~r r t. .;y East-YU'~rst 7rarrs+t C~irrd~r P~.1~3tr~ +"'r~, ire L,~~el ~~4ct~~ Na9irzr~a` -1t =:h ,'r°, Study ti.• • ; e "_~te aC7Ts C~3ilartara iii+. ~•ueed Rar€ Fid:.,a; _.s S.au'y SuAG LI~XSc~c,th -~r:r~e i~~et~nty;i Hirsh-S~+eed Grr~und Accas~ Stu~h? SLAG S~rid~~ Irr;7sr ~~~nt Program - C ty of t-cam A^re3es P:letrcVc :!<~n E3.=kersfiel~ 1 -,,..,,>~t~!tatit~r3 System Study (;aliransrKer- C:~3G PutEv' s ny `.^1e~CSid~ Ivti+~or I~~.=sr"'~rat Siudy >'4letrt3 25G-8 ~onsen~uslnc, ~n"ce>ract. Inneuate, lr;tlue~rc:~, Rr~ject Experience California High-~p~e~ Rail Au~hc~rity Pu~ii~ 3nvoi~ement Program for flee Feasibility and Enwiranrrrentai CALlFO~tJIA Studies of a l"ligh-speed Raii System in Caiifnmia ~;~~-Speed Rrail Authority Since 1994, Consensus Inc. has developed and implemen#ed statewide public involvement programs -including strategic communications and media relations programs -for the California Nigh-Speed Rail Authority (CNSRA}. Our work includes public involvement programs for various feasibility and environmental studies for a proposed statewide system. Consensus Inc. has successfully reached out to elected offirials, public agencies, special interest groups, communi#y stakeholders, city and county staffs, i;hambers of commerce and other business organize#ions to provide them with project information speoific #o the development of initial alternatives, gain their feedback and comments, and answer their questions rely#ed to high-speed rail in California. ~ California Statewide Nigh Speed Ralf Feasibility Studies (1994 - 159fi} Public involvement Programs for the Los Angeles to Bakersfield Segment: Program-Level Enviranmen#al impact Statement/ Ftepork {EIS,EiR} {2gg1 - 2803} Los Angeles to f~'alrndale Section Environmental Review and Preliminary Engineering {2gg7 to Present} Anaheim to Los Anr~eles Corridor Section (20177 #o Present). Consensus Inc_ directs the public involvement program for the Anaheir~~ to Los Angeles (A-LA} corridor for the environmental review and preliminary engineering phase of the project. This section is part of ar 8gt3-mile high-speed train line that will run throughout the state from San C)iego to the Bay Area and Sacramento. The A-LA section is considered to be the furthest along in development, and much of Consensus inc.'s outreach program is used as the model far the Qther ser<tions. In Spring 2gg7, Consensus inc. coordinated and executed three public scopina meetings in Anaheim, Norwalk anri Los Angeles #o r 25G-9 receiv€; ar.put from st~akehxalders about the scrape of the env<rorarnesEtal review prot:ess. 1~1ora ttaan 1~g stakeholders attended tha_ meetings, consisting of a hybrid open boat€s~:lpresent~tirn fcarmat. Try nofif}r the pt~kal€c caP thy; mt~etings,. Consensus tnc. n~xiied ~,5Jg bilingual notices to stakeholders. placed paid advertisings in 11 Moral publications and asked focal corric€or cities icr distribute irtforrt~atinn to their residents. In addition. Consensus tnc. worked with the technical team to design a presentation that was bath thorough arrd easy-tcr•understand. !n the I'~all of 2t1tJ8, Consensus lnc_ fxctlitated Design Workshops with staff frurn each individual corridor city to provide staff an overviev+r of the alignments through their city and t4 obtain feedback on potent[xl impxc#s. Consensus tnr_ is currently working closely with the secti~xn"s tecttraical tea€n to once again engage both the corridor cities and interPSted stakeholders to cpnartaunic~te the details of the Alternatives Anatysis. `rlJhile directly supposing the project`s outreach as is required by CE~tA and NEPA, Consensus inc. conducts general outreach within the CCarridrar area, €~s well as in the Southern Califomia region given the large-scale scope of high-speed rail, ~;onsensus Inn. identifies and pricrifizes community argxnizations that will have the most interest in the protect, as well as high-level stakeholders with Interested ccanstitue~ncies. resulting in mere than 11t1 groups and elected c;fficials receiving tariefirags on the project since 2>:fJ7. In addition, Consensus Inc. conducts extensive outreach throughout Southern California to inform stakeholders about bath the local.. ?rojer~t corridor anti statewide sy°sterro. Hy targeting comn7ura;ty- centric events, Consensus lnc. has engaged more than ~t,tlf?Ct sfakeholders ir=E conversations about tt~e prra~ect sin~,e ~t~~7 and, as s~ result, signed up more than StJ~ indlviduxis to the project's mailing (ist and collect~;cf~rraore i°a°an 5tl video te5tirncan;girls about'he project. The sur;cessful media relations strategy crafted by Consensus lnc. resulted in an abundant;e of stories in print, tetevisi€~n, radio: ~~nd online rt~edittnas - including a front-page graphic and subsequent Page 3 texture story by the Jrange County register. 1 he California FCigh-Speed nail system is also a popular topic in the blogosphere. which Consensus inn:, rnonitcrs ~~~eekty. along Lwifh such social mediums as l~acehocrk, Pu9ySlaaUe, and Twitter. 25G-10 _ ~1 I~c~t~tlc tr€vc~la~enaent t~'roe~rarn fc€r fhe ,Ar€at€een€ Fixed-~tlideway 7'r~€nsit ~;ur~'idor Study, Lacat Sft~~dy and ,~naheir€~ '7ransiP ~~faster {~i'!!J Consensus Irc. is c;urrerltly engaged as the outreach sub-consultar•:.t tivith the PEAS&J technical tears for the Anaheim Fixed-Guides~vay Transit Corridpr Study. As part of the ~o LtacK.l Progrars, the City of Anaheirra was selecteft by iMe grange County Transporkation Au#hority i4C~C'T`A} to advance the study of a frxed-guideway systems #hrough the environmental study process and to complete r.,onr..eptual engineering and design far the prt~jert. ~rhe Anaheim F'ixed- ~uideway project is envisioned to operate as a high-capacl#y system, providing convenient and efticien# Transfers to ~y'tetrolink, Amtrak, bus Rapid Transit ~BRT), local bus, and future high-speed twain services r;onnecting at ARTIC. This connection vril! link C7range Counhy's '"backbone" Pie#rolink commuter rail sys#em fv the City of Anaheim's major employnaen# and activity centers in the Platinum Triangle and The Anaheim Resort Consensus Inc. is charged s+vith leading the outreach efforts on behalf of the city. The puBlic outreach strategy is designed to educate stakeholders, elected officials, and ether target audiences and ensure maximum public input throughout the study. t7utreaoh activities inctude implementing public workshops and open houses at kev pr~jec:# rrailestones, including early s~coping, scoping and the release cnf the f~rafi ~nviranmental impact Report {pE1R)IQra#t Environenta3 Impact Ste#ement i;DFIS}. In addition, Consensus tnc. is er:.gaq€ng s#akeholders Irs the er7viron?~nental process by conducting irforr>~atirnas= briefrngs and presentations to key comrnunitj%graups. Cvnsenst;s inc. developed comprehensive put:,ltc information materials for the proem, including projecf fact sheet, web site, e-mail blasts and newsletter to better inform the public about the prc€jert's Purpose and 1Veed, alternatives under consideration and key project milestones. Alf outreach performed c#t€rinct the Public I€?valvemen# Prat~rarti is designed to comply with all EII=? DES rerauiren~enis. includ>ng environmental justice outreach, Cc>nsens~;~_~ Inr.. uses also iavoived sn Phase t of the project, which inclu >~i _ :~r~•enfiing a targeted public involvement program to devAt«p a "frar~sit dvtastc;r Plars In affilatiart with C7CTA's Go Lc€c:al I 25G-11 ~onsensuslnc. Irteru+.t. tnrEn,~,;ti, lrr~lir~rce~. Prograrrr, The Transit rv9aster Plan strived to mee# the City's current and futs~re mobility neeris, with ~,ar~sidera#ioi, fc~r ho~~~ commuters, including residents, workers, and visitors travel - tia~hile simultaneously exploring new modes of #ransperta#ion fhat ;gill enhance their ability To get places safely and efficiency. fey outreach activities in Phase 'i included: identifying and briefing key Anaheim business leaders, fdrmulating the strategy and implementats'on of an open house, and developing and facilitating t'wo key Stakeholder "Workshops ~,vhich brought important business and community leaders to tho table to discuss their vision for Transit wrthln the city and solEcrted them feedback an the ~nit~al transrt concepts. fJutreach ~~aas also conducted at both Metrolink train statirans, resulting in more than 74th surveys being distributed and h~3ndreds of people engaged and educated on the Transit fvtaster Plan. Tfae survey results were used to help determine the preferences .and needs of riders and :vii! contribute to the alternative development for the Go Loral Program. to addition, Consensus Inc. worked in collaboration with the City's puts#ic information office #o develop wsb appropriate; information on the study, complete uvith an interactive online survey for interested staketOO€ders. Awarer:.ess cf This option r~ras also publicized through the development and distribution of a press re=ease to both 'the C3range County Kegis#er and the t~va local community newspapers. Tetlra Tech, Ir~c. _ The Boulevards of South Bay (Former Cal Con?pacd Laridfrll): Carson, CA Community Relafians Etfarts for Sifs F7estoretitrn of Former Cal Compacf Lanc+~Jt Consensus Inc. was engaged in early 26©8 to conduct community relations for si#e restoration cf The 8culevards at South Say, a t.57- acre proposed mixed-use development in Carson, CA. 8ehveen tg~g and 1565 the property was a mt;nicipal landfill site, and in recent years elevated levels of chemicals of concern were found in I the landfill and yraundwater. The ss#e is dc~cated between the i-;;05 and a residential co~nrrunity Chat consists of three moh~le esta#e parks and numerous single-#amily homes. 25G-12 Tetra Tech. Ina. led site remediation activities to restore the site. contain the haste: and prepare for development. These actrv€tes incl~~ded initial r~radinc~ of the farmer landfill area folkowed by campactir~n of the landfill waste using a technology known as deep Dyr7atr,ic; Cr;~mpractian {C7DC}. DDC is tk;e process of carr~paating soil ~snd underlying waste by dropping a heavy v~~eight from a rig. "t"he implementation of DDC for this project is the most extensive use of this technology ir= the Soutt7ern Catifarnia region, Additional activities included construction of an engineered landfill cap of it>w linear density polyethylene ~~{ELOPE), instaltation of a landfill gas collection .and treatment system. installation of a groundwater collection anti treatment s~~sterr3, monitoring of the ground water, and installation of a building prcateetion system under each occupied building. Since begi:=3ning work early last year, Consensus tnc_ has employed a variety of techniques to convey technical information to the community and reduce anxiety surrounding site remediation activities. A prajPct manager from Consensus knc. staffs an on-sl#e ccammunity relations office and manitt~rs the project information line to address issues and questions from kocal residents and stakeholders. The project information lirye allows Consensus lnc, to tmm~;drately respond to concerns and report teem to t%e on-site teCklrllt;al tean"t. Concerns relayed through the project information line help Tetra Tech, Inc. id€:ntifiy an+~ rectify potential issues before they escalate to regulatory agencies. During the seven-month duration of DDC ac#ivities. Consensus Inc. received calls from adjacent residents voicing concerns regarding vibration Levels, Conse: seas (r'==.c_ worked collaborativel'ywlth the on-site keam and the DISC to immediately respond to resident concerns by conducting home visits and. at times, installing vibration monitorrng equipment to ensure vbratron levels ~~•ere compliant with the regulatory standards. Although vibr<~tion levels did nr~t surpass approved standards, adjustments were occasionally made in response to the community's calls to lessen the inconvenience crested by the. residual vibration levels. Consensus Ir?c, has worked closely with the DISC, the City, anti eiecisior~i-rrtakers to ensure regulatory standards and public pa~tif.;ipation requirements are met and stakeholders concerns are addressed. Consensus Inc. aontinr~es to play an integral role in 25G-13 _ ~t~~~'~1SUS~1C, t~ e t-,~-.'r.~< tF,e . =;r? ,r~:;rerfrent by it ~ ~.,a t : - to?, r ::l :4 >~?sr;g rln4: ciis5~rrF3nating tr?~ rect;.~~r~>d's~' ~.:t;-, ? , t~:~,=r,rrai~r~lrr I,~t~ .rate fv9tYetlttyS. Staffi Bi~grap~~hi~~ Jennifer ~.abrado. dice 're~l~enf ~Q ~ ~ ~s vsce presiden+ tr.- , ~ is~ge sooty, ~3ennifer . ` t'. ~ Labrado bangs ar: ~r- ,€:r.'t tssue~~, pc~llths Arad ~r £i'3r1'lr3°7unltl@~ t(3 C}G4 r .~~rEaaS StratE (~`kC canamunicatlon arc ~ ",z,r ~e~y Cansensus I,ac. clients while leadln^' n€ ^:~~1~ business opportinitiec Ira C'rrange Cflunty .3en speclalize~s _r ~ -i=ns of infrastructure ^yrL7]eCts 9^ wiu£ ' I `r~iri, traia~,t-,Urtati~an t(J aiternatave er?~'e!~y SL~;r7t~' 'C. C0tT7rilLr ~'_,tf(~rl t ' > bne, ~ iz.f ,.;t ~r ~ derstandabte anu ' E~'want t?'i `t ~~9itPi meare than , h<3s wt;rked Ir= the (,riuate; riart.~rc>i,t ~r:c f ashy nxavigatr-~s from o'.~mrraurtlty ~.er~t~.;:, t: Jen Is a graduate s;t t ;~;t;~~tnizec3, t~;c~ra Fi3~n~atlran's Eeltowc Pror~ras~ tr= ;r; reteiveri her f3achetorofARs ira Amer?o~sn Studies' ; r' ttt~._,~ ~~I•~ ~f (;~3liforsala at Davis. She h©1ds rrernbershp Ir€ ni . „ . lonaf organizations, and her work has beer recczc,n,rf>ti t 'Ji t:e l.c~s Angeles ara~! Orange County chapters of the F~:arflc _ z: ~~ocfety of America (PRSA). J E Michelle Sinning, Seniar Account Manger used in the twine z:at~~lr;t -~,.i.~: pubirc relations anr~ outreach programs fra= tra~~.~„ =fate development; ti~ economic deve(ope;~t ' _ she has ~rtcnslt~e E', i~tlEq rl E:nCt' Ir'P i7(jv E'rt~::lrt<< rV kin£; ~t)r fir?".'€€,~ ir? ~ : t~)i£~u ar?d tr~r~ ar ,t~~,r, ~ -'t5 ir~r ~~t?ents ira the • ~ {~.;s:.sr=JZ,ti<~r7,r8816SI-~it`..lnr~it~.,if~~.i`v°'-~! i'iii3tiYrieS,.~at~t(3hE-i`. r : ~ , 4 25G-14 , expertise in crisis and reputation management. providing strategic counsel on sail and groundwater cantarnination and sensitive health care industry issues. Michele has wri#ten feature stories for The San C?ie~a Dail} Transcript, San Mega Ei~~sirsess Jcrumat, California Real E ,Mate Journal, V'1'es#ern Real Estate News. Business Facilities and t~,1.~ltifamily Executive. She is a graduate of the University of VWiscr~nsin. Stevens Paint, with a):3S in Communication {'with cancentraticrns rr pu#~llc relations and journa?3sm). She is an ac~creditecl member of the Publir, Reiatians Se~ciety of America. .a. s e _ g ~ ~r* (aeortfe 1W ~ n.;s ~xter ~it,N experience n rammunicatians strategies far water. paver, and air quality issues and has managed - catr~municaUans for land use and transportation programs ~ ~ - throughr~ut Sauthern California. George's trilingual and bicultural knawledge is invata~ahle far interactian ?n•ith iraditianally hard to reach ' cammtanities and for facilitating understanding of complex legislative ' issues. George has served as press deputy to Cauncilmember Jose 4' Huizar, Distract 1~3 ?n the City of Las Angeles as Census 20{~{~ Coard€natcar far the Clty of Santa Ana, and as Acaderni~, Coordinator far the State of Californoa Stuttent Opportunity and Access Program. Me received his MA in Public Policy franc Claremont Gr<~duate Unlvers=ty and his ~A in Political Science from Calitornsa Sta#e University at Fullerton. George is fluent in Span::sh. 25G-15 AGREEMENT FOR PROVISION OF PUBLIC OUTREACH SERVICES THIS AGREEMENT, made and entered into this 4th day of January, 2010 by and between Consensus, Inc., a California corporation (hereinafter "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 (hereinafter "City"). RECITALS A. The City desires to retain a consultant having special skill and knowledge in the field of public outreach, to update the public regarding Santa Ana's proposed development of a Fixed Guideway System. B. Consultant represents that Consultant is able and willing to provide such services to the City. 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 public outreach services to gain community understanding and solicit community feedback regarding the proposed Fixed Guideway System. Among other things, the public outreach campaign will communicate anticipated community benefits, potential community impacts, and possible economic development opportunities associated with the Santa Ana Fixed Guideway project (Exhibitl). 2. DELIVERY OF WORK PRODUCT -OWNERSHIP Consultant warrants and represents that it has the absolute right to enter into and perform this Agreement and will perform its obligations hereunder in accordance with standards and practices prevailing in the industry. Consultant's contribution to the Project, including works to be produced by Consultant hereunder, will not infringe or misappropriate the proprietary or personal rights of any third person or party. Consultant shall deliver to City any work product which results from the services provided. Said work product shall be submitted in hard copy and produced in a form compatible with City's information systems, as agreed between the Project Manager and Consultant. EXHIBIT C 25~-16 In regard to all material produced as a deliverable under this Agreement, including but not limited to records, papers, drawings, specifications, programs, systems and other materials prepared by Consultant, Consultant agrees, for itself and its affected officers, employees, agents, contractors, and volunteer workers, that (a) other such material shall be the property of the City, and may not be copyrighted without prior review from the City, and (b) the authors of all such material, whether copyrighted or not, award to the City, and to its officers, agents and employees acting within the scope of their official duties, as a condition of payment to the Consultant, a royalty-free, nonexclusive, irrevocable license throughout the world for governmental purposes to disclose, publish, translate, reproduce, and use such materials. 3. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services, the rates and charges identified in Exhibit 2. The total sum to be expended under this Agreement shall not exceed $50,000 during the term of this Agreement. b. Payment by City shall be made within thirty (30) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. City shall retain ten percent (10%) of the contract price for each project until the completed Project has been accepted by City. 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. 4. TERM This Agreement shall commence on the date first written above and terminate on December 31, 2010, unless terminated earlier in accordance with Section 13, below. The term of this Agreement maybe extended by a writing executed by the Executive Director of Public Works and the City Attorney. 5. INDEPENDENT CONTRACTOR I 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. 6. INSURANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: 2 25G-17 a. Commercial General Liability Insurance. Consultant shall maintain commercial general liability insurance which shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Consultant's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence. Such insurance shall (a) name the City, its officers, employees, agents, volunteers and representatives as additional insured(s); (b) be primary with respect to insurance or self-insurance programs maintained by the City; and (c) contain standard separation of insureds provisions. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 combined single limit. Such insurance shall include coverage for owned, hired and non-owned automobiles. c. Worker's Compensation Insurance. In accordance with the provisions of Section 3300 of the Labor Code, Consultant, if Consultant has any employees, is required to be insured against liability for worker's compensation or to undertake self-insurance. Prior to commencing the performance of the work under this Agreement, Consultant agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. The following requirements apply to the insurance to be provided by Consultant pursuant to this section: (i) Consultant shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. (ii) Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved in form by the City Attorney. (iii) Certificates and policies shall state that the policies shall not be canceled or reduced in coverage or changed in any other material aspect without thirty (30) days prior written notice to the City. e. If Consultant fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such termination shall not effect Consultant's right to be paid for its time and materials expended prior to notification of termination. Consultant waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. 7. INDEMNIFICATION Consultant agrees to and shall 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 3 25G-18 for personal injury, including health, and claims for property damage, which may arise from the negligence, recklessness or willful misconduct of the Consultant or its contractors, subcontractors, agents, employees, or other persons acting on their behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the negligence, recklessness or willful misconduct of Consultant 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 asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. 8. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 9. CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 10. NOTICE , Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by facsimile or other telegraphic communication in the mariner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 4 25G-19 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 facsimile (714) 647-6956 With courtesy copies to: Public Works Agency -Transportation Engineering Div. City of Santa Ana 20 Civic Center Plaza (M-43) P.O. Box 1988 Santa Ana, California 92702 facsimile (714) 647-5616 and City Attorney City of Santa Ana 20 Civic Center Plaza (M-29) P.O. Box 1988 Santa Ana, California 92702 facsimile (714) 647-6515 To Consultant: Consensus Inc. 66 Wilshire Boulevard, Suite 100 Los Angeles, California 90017 Facsimile (213) 438-1764 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 facsimile, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 11. 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 nor the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein. 5 25G-20 12. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other consultants retained by City. 13. 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 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. However, any use of unfinished work product shall be at City's sole risk. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 14. DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 15. JURISDICTION -VENUE This Agreement and all questions relating to its validity, interpretation, performance, and 'enforcement shall be government and construed in accordance with the laws of the State of California. This Agreement has been executed and delivered in the State of California and the ,.validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 6 25G-21 16. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of her inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 17. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature hereinbelow 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. Captions and headings in this Agreement, including the title of this Agreement, are for convenience only and are not to be considered in construing this Agreement. c. 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. CITY OF SANTA ANA ATTEST: MARIA D. HUIZAR DAVID N. REAM Clerk of the Council City Manager APPROVED AS TO FORM: JOSEPH W. FLETCHER City Attorney CONSENSUS, INC. By: Laura Sheedy Assistant City Attorney JENNIFER LABRADO Vice President Tax ID# 7 25G-22 EXHIBIT 1 SANTA ANA FIXED TRANSIT PROGRAM PUBLIC OUTREACH I. INTRODUCTION The public outreach program shall communicate fixed guideway study information to the public in order to gain community understanding and solicit community feedback. Among other things, the public outreach campaign should clearly communicate anticipated community benefits, potential community impacts, and possible economic development opportunities associated with the Santa Ana Fixed Guideway project. II. PROJECT BACKGROUND The Santa Ana Fixed Guideway Project will serve as local connector to regional and national rail, bus, and airport transportation services provided at the Santa Ana Regional Transportation Center (SARTC). It will also serve as a local circulator in the downtown/government center area, the Station District and several other Santa Ana neighborhoods. The desired attributes of the Santa Ana Fixed Guideway system are: 1. Stimulate land development and economic activity 2. Integrate well with the surrounding community 3. Provide connectivity between regional rail and bus services at SARTC and major destinations 4. Ensure that passenger safety and security are adequately addressed 5. Use clean energy 6. Be attractive, comfortable, friendly, accessible and easy to maintain 7. Integrate well with bicycle and pedestrian activity 8. Provide acost-effective system 9. Meet future mobility needs 10. Maximize use of existing right-of-way 11. Engage with business and activity centers along the line 12. Minimize construction impacts III. SCOPE OF WORK Task 1 -Develop messaging which effectively communicates the linkages among: • Santa Ana Fixed Guideway Project • SARTC Master Plan • Santa Ana Boulevard grade separation • Station District • New Transit Zoning Code Task 2 Prepare "canned" presentation for City leaders and staff to share with • Neighborhoods • Business and professional groups • Stakeholders 8 25G-23 Task 3 -Provide support for community meetings includinq• • Meeting facilitation • Preparation of meeting notices and agendas • Review and refinement of presentation materials • Preparation and distribution of meeting summaries with action items Task 4 -Attend technical team meetings as reguested• • Bi-weekly Fixed Guideway Project status meetings • Monthly Fixed Guideway Project Development Team meetings • Station District team meetings • Other meetings to be determined Task 5 -Provide timely written updates to Santa Ana's• • Public Works Agency • Community Development Agency • Planning and Building Agency • Others, as requested Task 6 -Assist with CEQA/NEPA public meetings includinq• • Scoping meeting(s) • Public hearing(s) While carrying out each of the above activities, the Consultant shall gain prior approval from the Fixed Guideway project manager and/or transit program manager for all materials to be presented and distributed to the public In addition, the Consultant shall create and maintain a meeting environment that: • Stimulates discussion • Encourages everyone to express an opinion • Discourages personal attacks • Prevents any individual or group from dominating the meeting Finally, the Consultant shall present immediate feedback to the Fixed Guideway project manager and/or Transit program manager when highly controversial issues arise or negatively charged meetings occur. IV. GENERAL REQUIREMENTS A. The Consultant shall carry out the instructions received from the City of Santa Ana and shall cooperate with the City and other involved agencies. B. The documents furnished under the Agreement shall be of a quality acceptable to the City of Santa Ana. The criteria for acceptance shall be a product of neat appearance, well organized, technically and grammatically correct, checked, and dated and having the maker and checker identified. The minimum standard of appearance, organization and content of the documents shall be that of similar types produced by the City and set forth in related City of Santa Ana and other involved agencies' manuals. The Consultant shall modify its work as necessary to meet the level of acceptability defined by the criteria above. C. The Consultant's work will be subject to inspections by representatives of the City of Santa Ana and other involved agencies. 9 25G-24 V. ESTABLISHING OF FEES The fee proposal shall include anot-to-exceed $50,000 fee and a detailed labor hour breakdown by task and classifications. Include all incidental costs estimated to accrue during the life of the contract. Include a billing rate schedule for the prime consultant and any subconsultants with an hourly billing rate by classification. As this will be a multi-year project, include billing rates for the current year as well as subsequent calendar years covering the duration of the project. VI. PRIME CONSULTANT RESPONSIBILITIES The selected consultant will be required to assume responsibilities for all services offered in his/her proposal. The selected consultant will be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the contract. VII. DELAYS The City reserves the right to delay scheduled dates if it is to the advantage of the City of Santa Ana. VIII. PROJECT CONTROL Control of the project shall remain the total responsibility of City of Santa Ana. 10 25G-25 Consensus I nteract. I n novate. 1 nfl u ence. DRAFT SCOPE OF WORK CITY OF SANTA ANA STRATEGIC COMMUNICATIONS AND OUTREACH SERVICES TIMING:.JANUARY -MARCH, 2010 Submitted: December 11, 2009 Revised: December 28, 2009 INTRODUCTION Consensus Inc. is pleased to prepare this scope of work for the City of Santa Ana for strategic communications and outreach services for the Santa Ana station district, fixed-guideway and 48-parcel redevelopment projects. Since 1986, Consensus has successfully engaged the public, building grassroots community support for complex projects in the transportation, environmental, public facilities and real estate industries. Our communication programs are strategically designed to allow for wide participation while reducing conflict and confusion. Given the history of contention with some elements of this combined project, it's even more important to design an effort that: • Communicates proactively with stakeholders the project's objectives, purpose and need, alternatives and the importance of public participation • Engages abroad-based group of stakeholders in the process, including communities that have been historically disengaged due to language or cultural barriers • Solicits usable feedback from stakeholders that results in an understanding of where there is support and opposition for certain alternatives and elements under evaluation and what types of measures might be implemented to mitigate concerns • Implements a legally defensible public involvement program that meets the guidelines set out by the California Environmental Quality Act/National Environmental Policy Act This initial proposal encompasses athree-month effort to establish a comprehensive branding and communications infrastructure designed to properly position the project in the public's eye -promoting a greater understanding of the overall redevelopment goals of the City and the current efforts underway. Attention will be paid to crafting visuals and messages that resonate with the public, increasing the effectiveness of the City's communications effort while meeting public involvement program goals. A media relations component will help strengthen the credibility of the City and project developers, promoting an interest in a cooperative and open relationship with the press and the public it serves. Following is a list of activities proposed for this initial effort: Project Brand !i Consensus will, in concert with the City of Santa Ana, design a logo and visual identity for the project. This visual identity will be communicated across all printed documents, including newsletters, fact sheets, scoping and presentation materials, and to the extent possible, the project Web site. If appropriate, a tagline will be developed to help strengthen the public's understanding of the project and its brand qualities. Brand Research Consensus will conduct an informal focus group or five to seven key stakeholder interviews to solicit information helpful for shaping the project's brand. It's important to hear directly from stakeholders their concerns and impressions from previous redevelopment efforts, and solicit initial feedback on a shortlist of concepts. If possible, we will engage stakeholders in community meetings or workshops scheduled for other purposes in order to conserve budget. !_~o~7s ncur Irlc. I?744 Sr:y~~=vx Grcle, Suite IBC Irwne CA 926?4 9<?9 252.1~E`~ , ~nv~~ consensusinc Cnill E~~~26 Develop Themes and Messages In conjunction with the City of Santa Ana, Consensus will develop themes and messages that will shape all communications with identified audiences. The messages will highlight the long term economic, transportation and cultural benefits of the project. Messages will be refined throughout the project in response to emerging community issues and project milestones. Stakeholder Database Consensus Inc. will develop the initial database of key community and business organizations and leaders. The database will include elected officials, neighborhood associations, local organizations and institutions, community centers, schools, and employment centers. The database will be used to communicate with stakeholders for the life of the project and will be carefully categorized to allow for tailored communications to specific stakeholder groups. Project Hotline An "800" telephone hotline number will be set up for the project. The recorded message will direct callers to various options such as asking a question, leaving a comment, more information about the public hearings or being added to the mailing list. All communications will be logged and those voicemail messages indicating support for the project will be saved electronically as audio files, and used to demonstrate support to decision- makers. Project E-mail An a-mail account will be established and managed by Consensus Inc. The a-mails received will be logged and summarized before being forwarded to the City of Santa Ana on a weekly basis. If there are any a-mails received that require special attention, they will be forwarded immediately. Project Fact Sheet Consensus will develop a bilingual (English/Spanish), graphically pleasing fact sheet that showcases the City's vision of the transportation, economic development, and regional interconnectivity as a result of the project. The fact sheet will include a support card that can be used to add project supporters and others to the project communications database. Web site Consensus will provide recommendations to the City of Santa Ana for creating a standalone project Web site to properly highlight the project brand and messaging. The site will include interactive components that can further engage potential supporters and stakeholders. A section for people to sign up to receive project updates will be added. The Web site will be a virtual home to all public documents, including the fact sheet, frequently asked questions, newsletter and public meeting documents. Newsletter Consensus will work with the City of Santa Ana to develop afull-color newsletter that will be mailed to the project database and also distributed at the scoping meetings. The newsletter would include more thorough background information on the project and all of its components, giving a clear picture of the City's current planning efforts and the benefits to the public for such a comprehensive effort. i Team Meetings Consensus will coordinate with the project team, participate in team meetings and strategy discussions in person or on conference calls, prepare for milestones, and report on communications and outreach matters. Consensus has included in this scope of work attendance at one monthly project development team (PDT) meeting from January through March, and two bi-weekly technical team meetings every other Wednesday during the month of January. Consensus has also planned for three additional team meetings on such topics as station design. 25G-27 Community Meetings /Community Presentations Consensus is prepared to assist the City of Santa Ana in staffing and providing logistical support for the two project communitywide meetings that will serve as listening sessions, allowing stakeholders the opportunity to listen to and provide feedback on project. Consensus recommends that two communitywide meetings be held as well as one business community specific meeting. Scoping Meeting Consensus will assist the City of Santa Ana is staffing the CEQA/NEPA required scoping meetings for the project. Consensus Inc. will develop and send meeting notices, advertise the meeting through local newspapers (Orange County Register, Miniondas, Excelsior), create materials (welcome/agenda, comment sheets, speaker cards, etc.), and then set up and help facilitate meetings. Public Notices Consensus Inc. will prepare and mail meeting/scoping/public hearing notices that will then be mailed to community stakeholders, as well as draft legal and reminder advertisements to notice each meeting in newspapers. Consensus Inc. will mail the Notice of Preparation/Notice of Availability to responsible public agencies for their review and comments. PROPOSED BUDGET Consensus has outlined a detailed budget for the enclosed scope of work. Thank you for your consideration, and we took forward to the prospect of working with you on this exciting project. Strategic Communications and Outreach Services • Team meetings $7,025 o Monthly PDT (Jan. -March) o Technical team (two) o Up to three other team meetings • Public meetings/open houses $5,425 o Two Station District/Fixed Guideway open houses o One fixed-guideway meeting for the business community o One fixed-guideway meeting for the general public • Brand development $3,545 o Logo, tagline, visual identity package o Includes one team meeting • Brand research $3,500 o Focus group of key stakeholders or 5-7 stakeholder interviews • Project Hotline, E-mail Account $765 • Stakeholder Database $2,000 • Fact Sheet $1,910 • Newsletter $5,585 • Web site $2,700 o Includes two meetings with Consensus Account Manager • Messaging $1,040 • Public relations $6,000 o Press releases (two), op/ed (one), o Media relations o Reputation management consulting • Scoping meetings $2,010 o Two scoping meetings -March/April o Budget includes guidance and attendance/assist with facilitation • Scoping materials $815 o Sign-in sheets, name badges, comment cards, directional signs o Input on board development 25G-28 • Scoping notice $2,280 o Including translation Consensus Subtotal: $44, 600 Graphic Design/Web • Branding $1,500 • Fact sheet $500 • Board template $200 • Newsletter $1,200 • Web design $1,000 • Web programming $1,000 o Budget includes making site ADA compliant if required Graphics Subtotal: $5,400 Grand Total: $50,000 25G-29 25G-30