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HomeMy WebLinkAboutWESTBOUND COMMUNICATIONS - 2010 \NSU~~NCE ON FILe. 0 WOfl,KI M,,~~~~~~~XP\BES UNillS -&; - l () --- tZ.1 ClERK Or COUNCIL i\ MTE: 3 -q - I u A-2010-036 CONSUL T ANT AGREEMENT ~ ~.... rt C) C>- .G ~L4 ~ ~ d.,+ () ~ (\] . w <.J a .--J THIS AGREEMENT, made and entered into this 11 th day of March, 20 0 by and between Westbound Communications, Inc. (hereinafter "Consultant"), d the City of Santa Ana, a charter city and municipal corporation organized and exist" g under the Constitution and laws of the State of California (hereinafter "City"). RECITALS A. The City desires to retain a consultant having special skill an knowledge in the field of professional Web Site and promotional communi ations services. B. City, acting through the Santa Ana Police Department in its apacity as the Core City for the Santa Ana Urban Area under the FY08 Ur an Areas Security Initiative, has applied for, received and accepted a g ant from the Federal Department of Homeland Security, Office of Domes ic Preparedness, through the State of California, Emergency Management Ag ncy, to enhance countywide emergency preparedness, hereinafter referred to s "the Grant." C. Consultant represents that Consultant is able and willing to p ovide such services to the City. D. In undertaking the performance of this Agreement, Consulta t represents that it is knowledgeable in its field and that nay services perform d by Consultant under this Agreement will be performed in compliance with uch standards as may reasonably be expected from a professional consulting rm in the field. NOW THEREFORE, in consideration of the mutual and respective pro ises, and subject to the terms and conditions hereinafter set forth, the parties agree as foIl ws: Consultant shall continue web site enhancement and hosting se ices, as well as promotional services for the ReadyOC (ROC) Emergency Prepa edness Campaign, as set forth in Exhibit A attached to this Agreement. 1. SCOPE OF SERVICES 2. COPYRIGHT Except as otherwise provided in the terms and conditions of this greement, consultant may copyright any books, publications or other copyr ghtable materials developed in the course of or under this agreement. However, t federal awarding agency, State Administrative Agency (SAA) and City eserve a royalty- free, non-exclusive, and irrevocable license to reproduce, publis or otherwise use, and to authorize others to use, for federal government, SAA and/or City purpose: (1) the copyright in any work developed through this agreement and (2) any rights of copyright to which the subcontractor purchases ownership with support through this grant. The Federal government's, SAA s and City's rights identified above must be conveyed to the publisher an the language of the publisher's release form must ensure the preservation of hese rights. 3. COMPENSA nON a. City agrees to pay, and Consultant agrees to accept as total p yment for its services, the rates and charges identified in Exhibit A. The t tal sum to be expended under this Agreement shall not exceed $135,000.0 during the term of this Agreement. b. Out of pocket expenses, including mileage, copies and phon , will be billed separately on the first of each month, for the preceding mont . Expenses that individually exceed $500, or aggregate $1,000 in anyone m nth, will require prior written approval of City. c. Payment by City shall be made within thirty (30) days folio ing receipt of proper invoice evidencing work performed, subject to City a counting procedures. Payment need not be made for work which fails to meet the standards of performance set for in the Recitals which may r asonably be expected by City. 4. TERM This Agreement shall commence on the date first written above nd terminate on completion of all training pursuant to this Agreement, unless te inated earlier in accordance with Section 13, below. 5. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be co strued to be an independent contractor and not an employee of the City. This A reement is not intended nor shall it be construed to create and employer-emplo ee relationship, a joint venture relationship, or to allow the City to exercise discret on or control over the professional manner in which Consultant performs the s rvices which are the subject matter of this Agreement; however, the services to b provided in a manner consistent with all applicable standards and regulations overning such services. Consultant shall pay all salaries and wages, employer' social security taxes, unemployment insurance and similar taxes relating to em loyees 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 maint in insurance as described below: a. Commercial General Liability Insurance. Consultant shall main in commercial general liability insurance naming the City, its officers, employe s, agents, volunteers and representatives as additional insured(s) and shall nclude, but not be limited to protection against claims arising from bodily injury and personal injury, including death resulting there from and damage to prope y, resulting from any act or occurrence arising out of Consultant's operation in the performance of this Agreement, including, without limitation, ac s involving vehicles. The amounts of insurance shall be not less than the fol owing: single limit coverage applying to bodily and personal injury, including eath resulting there from, and property damage, in the total amount of $1 ,000, 00 per occurrence, $2,000,000 general aggregate. Consultant shall sup ly City with a fully executed additional insured endorsement in substantially th form attached hereto as Exhibit B upon execution of this Agreement and shall e approved in form by the City Attorney. b. Business automobile liability insurance, or equivalent form, wit a combined single limit of not less than $1,000,000 per occurrence. Such in rance shall include coverage for owned, hired and non-owned automobiles. c. Worker's Compensation Insurance. In accordance with the prov sions of Section 3300 of the Labor Code, Consultant, if Consultant has any empl yees, is required to be insured against liability for worker's compensation or to u dertake self- insurance. Prior to commencing the performance of the work un er this Agreement, Consultant agrees to obtain and maintain any emplo er's liability insurance with limits not less than $1,000,000 per accident. d. The following requirements apply to the insurance to be provide by Consultant pursuant to this section: (i) Consultant shall maintain all insurance required abov in full force and effect for the entire period covered by this Agreeme t. (ii) Certificates of insurance shall be furnished to the Cit upon execution of this Agreement and shall be approved in form by the City Attorney. (iii) Certificates and policies shall state that the policies s all not be canceled or reduced in coverage or changed in any ot er material aspect without thirty (30) days prior written notice to he City, ten (10) days notice if cancellation is due to non paymen of premium. e. If Consultant fails or refuses to produce or maintain the insuranc required by this section or fails or refuses to furnish the City with required p oof that insurance has been procured and is in force and paid for, the Ci shall have the right, at the City's election, to forthwith terminate this Agreeme t. Such termination shall not effect Consultant's right to be paid for its ti e and materials expended prior to notification of termination. Consultant waive the right to receive compensation and agrees to indemnify the City for any ork performed prior to approval of insurance by the City. 7. INDEMNIFICATION Consultant agrees to and shall indemnify and hold harmless the ity, its officers, agents, employees, consultants, special counsel, and representati es from liability for personal injury, damages, just compensation, restitution, judi ial or equitable relief arising out of claims from personal injury, including healt , and claims for property damage, which may arise from the direct or indirect op rations of the Consultant or its contractors, subcontractors, agents, employees, or other persons acting on their behalf which relates to the services described in ection 1 of this Agreement, to the extent the same are due to their negligence or ther wrongful conduct. The Consultant further agrees to indemnify, hold harm ess, and pay all costs for the defense of the City, including fees and costs for spe ial counsel to be selected by the City, regarding any action by a third party asserti g that personal injury, damages, just compensation, restitution, judicial or equit ble relief due to personal or property rights arises by reason of the terms of, or ef ects arising from this Agreement. City may make all reasonable decisions with re pect to its representation in any legal proceeding. 8. CONFIDENTIALITY If Consultant receives from the City information which due to th nature of such information is reasonably understood to be confidential and/or p oprietary, Consultant agrees that it shall not use or disclose such informati n except in the performance of this Agreement, and further agrees to exercise th same degree of care it uses to protect its own information of like importance, bu in no event less than reasonable care. "Confidential Information" shall include a I nonpublic information. Confidential information includes not only written 'nformation, but also information disclosed to either party by any subsidiary and/ r agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply 0 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 ightful 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 onsultant without reference to information disclosed by the City. 9. CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has not interests and shall ot have interests, direct or indirect, which would conflict in any manner with pe formance of services specified under this Agreement. 10. NOTICE Any notice, tender, demand, delivery, or other communication p rsuant to this Agreement shall be in writing and shall be deemed to be properly given 'f delivered in person or mailed by first class or certified mail, postage prepaid, or sent by telefacsimile or other telegraphic communication in the manner provided in this Secti n, to the following persons: To City: Clerk of the City Council City of Santa Ana P.O. Box 1988 Santa Ana, CA 92702-1988 Fax (714) 647-6956 With courtesy copies to: Chief of Police City of Santa Ana 60 Civic Center Plaza (M-97) P.O. Box 1981 Santa Ana, CA 92702 Fax (714) 245-8007 And City Attorney City of Santa Ana 20 Civic Center Plaza (M-29) P.O. Box 1988 Santa Ana, CA 92702 To Consultant: Westbound Communications Rick Miltenberger 625 The City Drive, Suite 360 Orange, CA 92868 A party may change its address by giving notice in writing to the other arty. Thereafter, communication shall be addressed and transmitted to the new address. I sent by mail, communication shall be effective or deemed to have bee given three (3) ays after it has been deposited in the United States mail, duly registered or certified, wi h postage prepaid, and addressed as set forth above. If sent by telefacsimile, com unication shall be effective or deemed to have been given twenty-four (24) hours after t e 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, deral, state, County or City holidays shall be excluded. 11. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statemen between the City and Consultant, and supersedes any and all other agreements, or I 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 Agree ent shall prevail. This Agreement may not be modified except by written instrum nt signed by the City and by an authorized representative of Consultant. The pa ies agree that any terms or conditions of any purchase order or other instrument th t 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 acknowle ges that no representations, inducements, promises or agreements, orally or therwise, have been made by any party, or anyone acting on behalf of any party which are not embodied herein. 12. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialize services of Consultant, Consultant may not assign, transfer, delegate, or sub ontract any interest herein without the prior written consent of the City and ny such assignment, transfer, delegation or subcontract without the City' prior written consent shall be considered null and void. Nothing in this Agree ent shall be construed to limit the City's ability to have any of the services w ich are the subject to this Agreement performed by City personnel or by oth r consultants retained by City. 13. TERMINATION This Agreement may be terminated by either party upon thirty ( 0) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services perfo ed by Consultant prior to receipt of such notice of termination, subject 0 the following conditions: a. As a condition of such payment, the Executive Director may eqUlre Consultant to deliver to the City all work product completed s of such date, and in such case such work product shall be the property oft e City unless prohibited by law, and Consultant consents to the City's use hereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the tandard of performance specified in the Recitals of this Agreement. 14. DISCRIMINATION Consultant shall not discriminate because of race, color, creed, r ligion, sex, marital status, sexual orientation, age, national origin, ancestry, r disability, as defined and prohibited by applicable law, in the recruitment, sel ction, training, utilization, promotion, termination or other employment related ctivities. Consultant affirms that it is an equal opportunity employer and s all comply with all applicable federal, state and local laws and regulations. 15. JURISDICTION - VENUE This Agreement has been executed and delivered in the State of alifornia and the validity, interpretation, performance, and enforcement of any of he clauses of this Agreement shall be determined and governed by the laws of the tate of California. Both parties further agree that Orange County, Calif, mia, shall be the venue for any action or proceeding that may be brought or arise ut of, in connection with or by reason of this Agreement. 16. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintai all necessary licenses, permits, approvals, waivers, and exemptions necessary or the provision of the services hereunder and required by the laws and regulatio s of the United States, the State of California, the City of Santa Ana and all othe governmental agencies. Consultant shall notify the City immediately and in w iting of its inability to obtain or maintain such permits, licenses, approvals, aivers, and exemptions. Said inability shall be cause for termination of this greement. 17. CONSULTANT CERTIFICATIONS a. Audit Records - With respect to all matters covered by this a reement all records shall be made available for audit and inspection by t e City, the grant agency and/or their duly authorized representatives for a peri d of three (3) years from the termination of this Agreement. For a period of three years after final delivery hereunder or ntil all claims related to this Agreement are finally settled, whichever is lat r, Consultant shall preserve and maintain all documents, papers and record relevant to the . services provided in accordance with this Agreement, includ ng the Attachments hereto. For the same time period, Consultant s all make said documents, papers and records available to City and the age cy from which City received grant funds or their duly authorized representa ive(s), for examination, copying, or mechanical reproduction on or off e premises of Consultant, upon request during usual working hours. b. Consultant shall provide to City all records and information equested by City for inclusion in quarterly reports and such other reports or re ords as City may be required to provide to the agency from which City receive grant funds or other persons or agencies. c. Section 504 of the Rehabilitation Act of 1973 Handica ed - All recipients of federal funds must comply with Section 04 of the Rehabil'tation Act of 1973 (The Act). Therefore, the federal funds recipient pursu nt to the. requirements of The Act hereby gives assurance that no othe ise qualified person shall, solely by reason of handicap be excluded from the participation in, be denied the benefits of or be subject to discrimination, i cluding discrimination in employment, in any program or activity th receives benefits from federal financial assistance. The Consultant a ees it will ensure that requirements of The Act shall be included in the greements with and be binding on all of its contractors, subcontractors, assig ees or successors. d. Americans with Disabilities Act of 1990 (ADA) - Consultan must comply with all requirements of the Americans with Disabilities Act f 1990 (ADA), as applicable. e. Political Activity - None of the funds, materials, property, or ervices provided directly or indirectly under this agreement shall be used for an partisan political activity, or to further the election or defeat of any ca idate for public office, or otherwise in violation of the provisions of the "Hatc Act." f. Civil Rights Compliance and Notification of Findings - Cons Itant will comply, and all its contractors (or sub recipients) will comply, with the nondiscrimination requirements of the Omnibus Crime Contr 1 and Safe Streets Act of 1968, as amended, 42 USC 3789 (d), or Victims of Cri e Act (as appropriate); Title VI of the Civil Rights Act of 1964, as ame ded; Section 504 of the Rehabilitation Act of 1964, as amended; Subtitle A, Tit e II of the Americans with Disabilities Act (ADA) (1990); Title IX of th Education Amendments of 1972; the Age Discrimination Act of 1975; D partment of Justice Non-Discrimination Regulations, 28 CFR Part 42, Sub arts C, D, E, and G; and Department of Justice regulations on disability discrim nation, 28 CFR Part 35 and 39. In the event a Federal or State court, Federal r State administrative agency, or the Consultant makes a finding of d.scrimination after a due process hearing on the grounds of race, color, relig on, national origin, sex, or disability against a recipient of funds, the Cons ltant will forward a copy of the findings to the City which will, in turn, ubmit the findings to the Office of Civil Rights, Office of Justice Progra s, U.S. Department of Justice. 18. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature h rein below has the power, authority and right to bind their respective parties 0 each of the terms of this Agreement, and shall indemnify City fully, incl ding reasonable costs and attorney's fees, for any injuries or damages to City n the event that such authority or power is not, in fact, held by the signatory. b. All Exhibits referenced herein and attached hereto shall be in orporated as if fully set forth in the body of this Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Agree ent the date and year first above written. ATTEST: CITY OF SANTA ANA '-JvJ~ #j/V MARIA HUIZAR . Clerk of the Council DAVIDN. REAM City Manager APPROVED AS TO FORM: JOSEPH W. FLETCHER City Att ey Tax ID# EXHIBIT A STATEMENT OF WORK General Information: The following Statement of Work (SOW) defines the principle activities a d responsibilities of all parties for professional web site and promotional communications se ices to support the ReadyOC (hereinafter ROC) Emergency Preparedness Campaign. This scope of work shall stand as an agreement between the City of Santa Ana (hereinafter Sant Ana) and Westbound Communications (hereinafter WBC). WBC will supply the following services: o ROC Web Site Management o Site content updating o Social media content updating o Site optimization o Site maintenance o Marketing and Promotional Support for ROC Program o Establishment of a Phase II Marketing Plan o Design and Printing of Collateral Materials o Advertising Services o Event Marketing o Publicity Services o Project Administration Services No deviation of this SOW will be allowed without written consent from th Santa Ana Project Manager. Nevertheless, Santa Ana recognizes that projects of this mag itude will likely encounter various unforeseeable events that may cause tasks to overla or change, and such change will be permissible with the approval of Santa Ana Project Mana er. This SOW is contingent upon both WBC and Santa Ana fulfilling their re pective responsibilities as defined in the Agreement and within this document. Attachments The following attachments are included with this SOW: Attachment A-1 Attachment A-2 Attachment A-3 Attachment A-4 Marketing Plan Project Change Order Project Schedule Milestone Payment Schedule General Project Management Responsibilities Project management occurs throughout the project and is involved in ev ry task. The overall project management activities are listed here for reference. Westbound ResDonsibilities: a. Maintain project communications with Santa Ana's Project Mana er. b. Manage the efforts of the WBC staff and coordinate WBC activiti s with the Santa Ana Project Manager. c. Conduct on site status meetings with Santa Ana's Project Manag r on a monthly basis or when reasonably required at the discretion of Santa Ana to dis uss project status. d. Provide timely responses, within ten (10) business days, to issue raised by Santa Ana's Project Manager. e. Prepare and submit, no later than the fifth business day of each onth, a status report that includes: the accomplishments of the previous month, activiti s planned for the current month and any update to the project schedule. f. Prepare and submit project Change Proposals to Santa Ana's Pr ject Manager as necessary. g. Prepare and submit Task Completion Letter(s) to Santa Ana's Pr ject Manager as necessary. Santa Ana ResDonsibilities: a. Maintain project communications with the WBC Project Manager. b. Manage the efforts of ROC involved staff and coordinate ROC ac ivities with the WBC Project Manager. c. The Project Manager must ensure that their personnel have ampl time, resources, and expertise to carry out their respective tasks and responsibilities. d. The Project Manager or his designee will participate in the status eeting with the WBC Project Manager on a monthly basis or as may otherwise be reas nably required to discuss project status. e. Provide timely responses, within ten (10) business days, to issue raised by the WBC Project Manager. f. Liaison with all Santa Ana-provided third-party vendors and asso iated systems. g. Ensure acceptable Change Orders are approved by authorized si nature(s). h. Ensure acceptable Task Completion Letter(s) are approved by th Project Manager or his designee. i. Ensure timely payment of invoices. j. Ensure WBC access to server and network equipment and work reas on a 24x7 basis, with pre-authorization for off-hours. k. Provide workspace for WBC personnel as reasonably requested. 2 SOW Format: Each task include the following: Title, Objective, Task Description, Resp nsibilities and Completion Criteria. The tasks are depicted on the project schedule. All arties recognize that the SOW is not formatted chronologically with contractual obligations de aulting to Project Schedule unless otherwise noted. Task 1: Phase II Initiation Objective: Establish project schedules, marketing plan and procedures Task Description: The next portion of the ROC campaign will begin with a Phase IIlnitiatio ,including all key Santa Ana and WBC project participants The objectives of this task are to: 1. Reintroduce all project participants 2. Review roles of key participants 3. Refine, review and approve Phase II initiatives, including the arketing plan and project schedule Responsibilities: WBC shall: a. Designate the lead Project Manager who will direct WBC's efforts and serve as the primary point of contact for Santa Ana. The responsibilities of the BC Project Manager include: 1. Maintain project communications with Santa Ana's Project Ma 2. Manage the efforts of WBC staff and coordinate WBC activitie project team members. 3. Measure, evaluate and report the progress against the Projec Schedule, to be developed, reviewed and finalized 4. Resolve deviations from the Project Schedule. 5. Monitor the project to ensure that support resources are avail ble as scheduled and as identified in the Agreement. 6. Coordinate and oversee the installation of all WBC activities. 7. Review and administer change control procedures through Sa ta Ana's Project Manager, whereby Santa Ana's requested change and associ ted payment schedule is described in a Standard Change and Approval Le er commonly referenced as "Project Change Order", issued by the WBC Pr ject Manager. 8. Conduct on-site status meetings with Santa Ana's Project Ma ager on a monthly basis, or as may otherwise by reasonably required to discuss roject status. WBC must make themselves available for monthly on-site meetings recognizing that Santa Ana may waive their right to hold an on-site meeting if onditions warrant. 9. Provide timely responses to issues related to project progress raised by Santa Ana's Project Manager. 3 10. Prepare and submit, no later than the fifth business day of ea h month, a status report that identifies the activities of the previous month, as w II as activities planned for the current month, including an updated Project Schedule. b. Establish a schedule, locations and agenda to meet with Santa A a personnel for the requirements validation meetings related to the overall project. c. Work with Santa Ana personnel in designing and approving the f rmat of an action item log to be used in conjunction with the Project Schedule. The purp ses of the log are to identify outstanding issues, provide continual status updates on s ecific tasks and to identify responsibilities of the parties. Santa Ana shall: a. Designate a Project Manager whose responsibilities include: 1. Maintain project communications with WBC's Project Manage. 2. Identify the efforts required of Santa Ana staff to meet Santa na's task requirements and milestones in the Statement of Work and Pr ject Schedule. 3. Assist WBC in developing a detailed Project Schedule definin the detailed tasks and a schedule of WBC and Santa Ana responsibilities. 4. Review the Project Schedule with WBC's Project Manager. 5. Monitor the project to ensure that support resources are avail ble as scheduled. 6. Attend status meetings with WBC's Project Manager. 7. Provide timely responses to issues related to project progress raised in writing by WBC's Project Manager. 8. Liaison and coordinate with other ROC partners, other govern ental agencies, contractors and common carriers. 9. Review and administer change control procedures, hardware nd software certification, and all related project tasks required to maintain he implementation schedule. 10. Ensure that all documents are approved or rejected by Santa na within ten (10) business days of submission, unless explicitly addressed in th Contract or Statement of Work. 11 . Approve and release payments in a timely manner. b. Ensure that all appropriate Santa Ana personnel attend and activ Iy participate in the Phase II Initiation. c. Ensure acceptable Standard Change Order and Approval Letter( ) are approved by authorized signature(s). d. Work with WBC personnel in designing and approving of the for at of an action item log to be used in conjunction with the Project Schedule. The purp ses of the log are to identify outstanding issues, provide continual status updates on s ecific tasks and to identify responsibilities of the parties. Completion Criteria: This task is considered complete when the Phase II Initiation has been eld/approved with WBC representatives in attendance, an action item log has been develo ed by both WBC and Santa Ana, and a schedule has been prepared. 4 Task 2: Micro Campaians Objective: Develop and implement a series of promotions for ROC during 2010 Task Description: The micro campaigns will be designated promotional initiatives that will e individually implemented with a specific beginning and end date (see following sub-t sks for specifics). Responsibilities: See sub-tasks for specifics. Completion Criteria: This task is considered complete when all budgeted sub-tasks have bee completed in their respective entirety. Task 2-A: 'Pledae to Prepare' Promotion Objective: Develop, implement and launch a 6-8 week promotion that 'launches' a ew ROC 'pledge' as the thematic linchpin for the 2010 campaign. Task Description: The promotion will include the public pronouncement that ROC will seek a to-be-determined number of 'pledges' from Orange County residents, businesses and co munity members that commit them to take emergency preparedness action through the use 0 : a. Promotion Plan Brief - create a 2-3 page brief that specifies pro otion details and timeline b. Media Announcement - press release, press conference and oth r appropriate press outreach leveraging key partners (i.e. Supervisor Pat Bates office etc.) c. Corporate Advisory Council Advocacy & Support - press confere ce and other appropriate leveraging of the re-established group (see Task 3 fo more details) d. Radio Advertisements - develop and implement a 4-6 week radio promotional campaign similar in scope to the Phase I Clear Channel program n 2009 e. ROC Web Site - create 'pledge' widget, ticker, online sign-up for and database structure to support promotion and capture/track pledges f. Online Promotion - create a plan for online promotion through co ntywide web sites, portals and other channels Responsibilities: WBC shall: a. Develop the promotion and seek plan approval from the ROC Ad isory Committee b. Execute the promotion in accordance with the approved plan Santa Ana shall: 5 a. Approve plan and promotion elements Completion Criteria: This task is considered complete upon the deployment of all tasks as pe the Phase II Marketing Plan, the Promotion Plan Brief and/or agreed upon departure . Task 2-8: Video Competition Objective: Develop, implement and launch a 6-8 week contest and promotion cent red around the creation of videos (:10 to :15 seconds) from the community that compel, inspires, demonstrates and/or underscores a pledge to emergency preparedness Task Description: Aligned with the 'pledge' theme for 2010, the contest will be designed dr ve the public to the ROC web site and to engage community members in actively taking em rgency preparedness actions. The content and promotion will be implemented through the us of: a. Promotion Plan Brief - create a 2-3 page brief that specifies cont nt details and the promotional timeline b. Contest & Judging Criteria - this includes detailing contest param ters and rules that are in accordance with grant funding regulations or stipulations, a well as establishing judging and award parameters c. Media Announcements - press releases, media calendars and ot er appropriate press outreach to announce the contest, encourage entries, showcase elected finalists and ultimately promote winners d. Contest Partnering - explore and, if appropriate, secure a partner hip with a media property (KOCE, KABC) and/or school (UCI, Chapman College) t assist with contest and promotional production e. Web Site - create contest widget, sign-ups and database structu to support promotion f. Viral Promotion of Selected Submissions - leverage appropriate ontest submissions for viral online promotion g. ROC Video - create and virally distribute ROC-developed video romoting the contest (and demonstrating potential approaches) h. Online Promotion - create a plan for online promotion through co ntywide web sites, portals and other channels Responsibilities: WBC shall: a. Develop the promotion and seek plan approval from the ROC Ad isory Committee b. Execute the promotion in accordance with the approved plan Santa Ana shall: a. Approve plan and promotion elements Completion Criteria: 6 This task is considered complete upon the deployment of all tasks as pe the Phase II Marketing Plan, the Promotion Plan Brief and/or agreed upon departure Task 2-C: Leveraaed Pledae Drives Objective: Explore opportunities through the ROC Steering Committee to partner w th key county organizations to help drive community-wide emergency preparedness pi dges. Task Description: Work with the ROC Steering Committee to target the OC Fair, Angels a d the Ducks for no- cost and/or in-kind support for the ROC campaign. The scope of these dives will be proportional to the ability of the committees (or Corporate Advisory Cou cil) to leverage relationships to minimize or eliminate promotional and/or sponsorship c sts. Currently, there is .!1Q UASI grant funding allocated to the 2010 ROC campaign budget. Mi imally, ROC can establish some type of canvassing effort at each venue to drive emerge cy awareness, promote the Pledge to Prepare and capture pledges. Responsibilities: WBC shall: a. Work with ROC Steering Committee and/or Corporate Advisory Council to support inquiries as appropriate Santa Ana shall: a. Work with ROC Steering Committee and/or Corporate Advisory Council to support inquiries as appropriate Completion Criteria: This task is currently unbudgeted. Criteria will be established pending re ource commitment from a sponsoring organization. Task 3: Corporate Advisory Council Objective: Re-establish group of business and community leaders who have experi nee in emergency response and/or marketing and engage them in supporting ROC. Task Description: The council will be designed to bring leaders together to help provide op extensions, and ongoing support for ReadyOC. Responsibilities: See sub-tasks for specifics. Completion Criteria: 7 This task is considered complete when all budgeted sub-tasks have bee completed in their respective entirety. Task 3-A: Partici ant Solicitation Recruitment & Orientati n Objective: Identify, solicit, recruit, secure and orient a minimum of 12 participants Task Description: The steps to rebuilding this advisory group include the following: a. Previous Member Outreach - develop and implement outreach to all appropriate previous members; create and distribute invite; coordinate all foil w-up and recruitment b. New Member Outreach - research and develop list of prospectiv new members; create and distribute invite; coordinate all follow-up and recruitment c. Orientation Meeting - plan and conduct orientation meeting and resentation for secured advisory group participants d. Media Announcement - develop and distribute press release ann uncing advisory board members e. Web Site - announce and promote advisory committee members through site. Responsibilities: WBC shall: a. Identify invite prospects b. Execute all task elements Santa Ana shall: a. Review and approve invite prospects list b. Review and approve outreach elements Completion Criteria: This task is considered complete upon the deployment of all tasks as pe the Phase II Marketing Plan and/or agreed upon departures. Task 3-8: Council Meetinas (2) Objective: Develop and conduct two Corporate Advisory Council meetings subseq ent to the initial Orientation session Task Description: Manage all meeting components, including participant invitation, logistic management, meeting objectives, agenda and presentations, pre- and post-meeting c mmunications and other elements as appropriate. 8 Responsibilities: WBC shall: a. Handle all pre-, during and post-meeting management b. Execute two Corporate Advisory Council meetings per the Projec Schedule Santa Ana shall: a. Review and approve meeting dates, logistics, objectives, agenda ,presentations and correspondence Completion Criteria: This task is considered complete upon the completion of two meetings p r the Phase II Marketing Plan and/or agreed upon departures. Task 4: Web Site & Social Media Objective: Develop and implement ongoing web site and social media content, mai tenance and management activities. Task Description: Handle all aspects of annual web site and social media content updates, site optimization, site maintenance and site management needs for readyoc.org in 2010. Responsibilities: See sub-tasks for specifics. Completion Criteria: This task is considered complete when all budgeted sub-tasks have bee completed in their respective entirety. Task 4-A: Content U dates Mana ement & Maintenance - First Trimester Objective: Develop and implement ongoing web site and social media content, mai tenance and management activities for January 2010 through April 2010. Task Description: Handle all aspects of annual web site and social media content updates, site optimization, site maintenance and site management needs in accordance with ROC app oved protocols: a. Site Administration - oversee and coordinate site administration latform (web server hardware and software) in conjunction with the County of Orange respond to platform errors or failures; manage and monitor monthly, quarterly and an ual site analytics; respond to daily web inquiries and comments; provide 24/7 supp rt of platform 9 b. Site Maintenance - develop and implement all ongoing content onitoring, adjustments and updates in accordance with ROC approve protocols; serve a site moderators, reviewing and vetting all content prior to posting; spearhead all u dates and responses as follows: 1. Daily Review o Review any stakeholder (e.g., municipal blog page) an lor user submitted content (e.g., email request) and respond within 48 hours of receipt during Monday through Thursday. Submissions or inquiries re eived Friday through Sunday will be responded to before end of business on the following Monday. o An automated response will be in place that immediate acknowledges receipt of any submission or email and will alert the se der when to expect a formal response. o Appropriate "In the News" items will be checked Monda through Friday for updates and accuracy by the Westbound team. OC Re ister-customized RSS feed content as well as any ROC stakeholder-provided material (e.g., training and event announcements) will be vetted and updated s appropriate. o Follow all protocols from the approved ROC Web Admi istration and Maintenance System. 2. Standard Content and Link Updates o Review any stakeholder (e.g., municipal blog page) an lor user submitted content (e.g., email request) and respond within 48 hours of receipt during Monday through Thursday. Submissions or inquiries re eived Friday through Sunday will be responded to before end of business on the following Monday. o Monitor and respond to all standard, non-emergency c ntent and link updates within three business days. o Follow all protocols from the approved ROC Web Admi istration and Maintenance System. 3. Central Focus Area Updates o Updates to the Central Focus Area on the Home page ill be made, at a minimum, every 30 days. o WBC will manage content update ideas and materials, ubmitting these to the ROC Advisory Committee for review and approval at Ie st two weeks prior to the go-live date. 4. County Emergency Response & Recovery Home Page Up ates o During a countywide or significant regional emergencyl isaster event, the ReadyOC.org Home page will be updated to advise an direct visitors to appropriate information resources in accordance with 0 erational emergency management protocols. o WBC will be responsible for monitoring the Home page and returning it to the standard configuration upon direction from the c. Social Media Content Management & Posting - develop and monitor content as well as manage platforms for ROC Twitter, FaceBook and YouTube soci I media channels. All content will be updated in accordance with the approved System ogs for each channel. 10 These System Logs detail frequency of updates, monitoring criter a and all management processes. Responsibilities: WBC shall: a. Handle implementation of all tasks listed above b. Coordinate with Santa Ana Project Manager for all necessary ap rovals Santa Ana shall: a. Review and approve content updates as appropriate Completion Criteria: This task is considered complete when all elements have been appropri tely deployed based on the Phase II Marketing Plan and System Logs. Task 4-8: Content U dates Mana ement & Maintenance - Second Trimester Objective: Develop and implement ongoing web site and social media content, mai tenance and management activities for May 2010 through August 2010. Task Description: Handle all aspects of annual web site and social media content updates, site optimization, site maintenance and site management needs in accordance with ROC app oved protocols: a. Site Administration - oversee and coordinate site administration latform (web server hardware and software) in conjunction with the County of Orange respond to platform errors or failures; manage and monitor monthly, quarterly and an ual site analytics; respond to daily web inquiries and comments; provide 24/7 supp rt of platform b. Site Maintenance - develop and implement all ongoing content onitoring, adjustments and updates in accordance with ROC approve protocols; serve a site moderators, reviewing and vetting all content prior to posting; spearhead all u dates and responses as follows: 1. Daily Review o Review any stakeholder (e.g., municipal blog page) an lor user submitted content (e.g., email request) and respond within 48 hours of receipt during Monday through Thursday. Submissions or inquiries re eived Friday through Sunday will be responded to before end of business on the following Monday. o An automated response will be in place that immediate acknowledges receipt of any submission or email and will alert the se der when to expect a formal response. o Appropriate "In the News" items will be checked Monda through Friday for updates and accuracy by the Westbound team. OC Re ister-customized RSS feed content as well as any ROC stakeholder-provided material (e.g., training and event announcements) will be vetted and updated s appropriate. 11 o Follow all protocols from the approved ROC Web Admi istration and Maintenance System. 2. Standard Content and Link Updates o Review any stakeholder (e.g., municipal blog page) an lor user submitted content (e.g., email request) and respond within 48 hours of receipt during Monday through Thursday. Submissions or inquiries re eived Friday through Sunday will be responded to before end of business on the following Monday. o Monitor and respond to all standard, non-emergency c ntent and link updates within three business days. o Follow all protocols from the approved ROC Web Admi istration and Maintenance System. 3. Central Focus Area Updates o Updates to the Central Focus Area on the Home page ill be made, at a minimum, every 30 days. o WBC will manage content update ideas and materials, ubmitting these to the ROC Advisory Committee for review and approval at Ie st two weeks prior to the go-live date. 4. County Emergency Response & Recovery Home Page Up ates o During a countywide or significant regional emergencyl isaster event, the ReadyOC.org Home page will be updated to advise an direct visitors to appropriate information resources in accordance with 0 erational emergency management protocols. o WBC will be responsible for monitoring the Home page and returning it to the standard configuration upon direction from the c. Social Media Content Management & Posting - develop and monitor content as well as manage platforms for ROC Twitter, FaceBook and YouTube soci I media channels. All content will be updated in accordance with the approved System ogs for each channel. These System Logs detail frequency of updates, monitoring criter a and all management processes. Responsibilities: WBC shall: a. Handle implementation of all tasks listed above b. Coordinate with Santa Ana Project Manager for all necessary ap rovals Santa Ana shall: a. Review and approve content updates as appropriate Completion Criteria: This task is considered complete when all elements have been appropri tely deployed based on the Phase II Marketing Plan and System Logs. 12 Task 4-C: Content U dates Mana ement & Maintenance - Third Trimester Objective: Develop and implement ongoing web site and social media content, mai tenance and management activities for September 2010 through December 2010. Task Description: Handle all aspects of annual web site and social media content updates, site optimization, site maintenance and site management needs in accordance with ROC app oved protocols: a. Site Administration - oversee and coordinate site administration latform (web server hardware and software) in conjunction with the County of Orange respond to platform errors or failures; manage and monitor monthly, quarterly and an ual site analytics; respond to daily web inquiries and comments; provide 24/7 supp rt of platform b. Site Maintenance - develop and implement all ongoing content onitoring, adjustments and updates in accordance with ROC approve protocols; serve a site moderators, reviewing and vetting all content prior to posting; spearhead all u dates and responses as follows: I. Daily Review o Review any stakeholder (e.g., municipal blog page) an lor user submitted content (e.g., email request) and respond within 48 hours of receipt during Monday through Thursday. Submissions or inquiries re eived Friday through Sunday will be responded to before end of business on the following Monday. o An automated response will be in place that immediate acknowledges receipt of any submission or email and will alert the se der when to expect a formal response. o Appropriate "In the News" items will be checked Monda through Friday for updates and accuracy by the Westbound team. OC Re ister-customized RSS feed content as well as any ROC stakeholder-provided material (e.g., training and event announcements) will be vetted and updated s appropriate. o Follow all protocols from the approved ROC Web Admi istration and Maintenance System. 2. Standard Content and Link Updates o Review any stakeholder (e.g., municipal blog page) an lor user submitted content (e.g., email request) and respond within 48 hours of receipt during Monday through Thursday. Submissions or inquiries re eived Friday through Sunday will be responded to before end of business on the following Monday. o Monitor and respond to all standard, non-emergency c ntent and link updates within three business days. o Follow all protocols from the approved ROC Web Admi istration and Maintenance System. 3. Central Focus Area Updates o Updates to the Central Focus Area on the Home page ill be made, at a minimum, every 30 days. 13 o WBC will manage content update ideas and materials, ubmitting these to the ROC Advisory Committee for review and approval at Ie st two weeks prior to the go-live date. 4. County Emergency Response & Recovery Home Page Up ates o During a countywide or significant regional emergency/ isaster event, the ReadyOC.org Home page will be updated to advise an direct visitors to appropriate information resources in accordance with 0 erational emergency management protocols. o WBC will be responsible for monitoring the Home page and returning it to the standard configuration upon direction from the c. Social Media Content Management & Posting - develop and monitor content as well as manage platforms for ROC Twitter, FaceBook and YouTube soci I media channels. All content will be updated in accordance with the approved System ogs for each channel. These System Logs detail frequency of updates, monitoring criter a and all management processes. Responsibilities: WBC shall: a. Handle implementation of all tasks listed above b. Coordinate with Santa Ana Project Manager for all necessary ap rovals Santa Ana shall: a. Review and approve content updates as appropriate Completion Criteria: This task is considered complete when all elements have been appropri tely deployed based on the Phase II Marketing Plan and System Logs. Task 5: Road Shows & Event Support Objective: Develop and implement annual program to support and/or staff 10-12 k emergency preparedness events (Great ShakeOut, National Preparedn Disaster Preparedness Expo, etc.) based on the Project Schedule countywide ss Month, South OC Task Description: Handle all aspects of road shows and event support activities for ROC i 2010 based on Project Schedule. Responsibilities: See sub-tasks for specifics. Completion Criteria: 14 This task is considered complete when all budgeted sub-tasks have bee completed in their respective entirety. Task 5-A: Road Shows & Event Su ort - Februa Objective: Develop and implement annual program to support and/or staff key cou preparedness events based on the Project Schedule. Task Description: Handle all aspects of road shows and event support activities based on he Project Schedule. Responsibilities: WBC shall: a. Handle all event implementation and staffing requirements b. Coordinate with Santa Ana Project Manager for all necessary up ates and approvals Santa Ana shall: a. Review and approve event schedule, collateral support materials nd staffing plan Completion Criteria: This task is considered complete when all elements have been appropri tely deployed based on the Phase II Marketing Plan and Project Schedule. Task 5-8: Road Shows & Event Su Objective: Develop and implement annual program to support and/or staff key cou tywide emergency preparedness events based on the Project Schedule. Task Description: Handle all aspects of road shows and event support activities based on he Project Schedule. Responsibilities: WBC shall: a. Handle all event implementation and staffing requirements b. 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