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HomeMy WebLinkAbout25C - AGMT - WEBSITE MAINT AND COMM SRVS REQUEST FOR.'` COUNCIL ACTION CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY: JUNE 4, 2012 TITLE: APPROVED ? As Recommended AGREEMENT WITH WESTBOUND El Amended El Or dinance on 15t Reading COMMUNICATIONS FOR WEB-SITE ? Ordinance on 2Id Reading MAINTENANCE AND COMMUNICATION ? Implementing Resolution SERVICES FOR EMERGENCY ? Set Public Hearing For PREPAREDNESS (UASI FUNDED) CONTINUED TO FILE NUMBER CITY MANAGER RECOMMENDED ACTION Authorize the City Manager and the Clerk of the Council to execute the attached agreement with Westbound Communications for the continuation of the Ready OC Emergency Preparedness Campaign in an amount not to exceed $550,000, subject to non-substantive changes approved by the City Manager and City Attorney. DISCUSSION The United States Department of Homeland Security, Office of Grants and Training has developed the Urban Areas Security Initiative (UASI) funding program. This initiative was designed to enhance the domestic preparedness of urban areas by ensuring that all emergency first responders have adequate and appropriate equipment to prevent, respond to, and recover from acts of terrorism. In 2011, Santa Ana was designated as an Urban Area Core City for the ninth consecutive year. The City of Santa Ana has fiscal responsibility for the FY11 UASI grant for the Santa Ana/Anaheim Urban Area which encompasses the 34 jurisdictions in Orange County. On October 3, 2011, the City of Santa Ana entered into an agreement with Westbound to provide web-based and multi-media communications and marketing services. This agreement is Phase V of a continuing marketing and public awareness campaign to provide emergency preparedness information to the citizens of the Santa Ana/Anaheim Urban Area. With oversight by the Santa Ana Police Department Homeland Security Division, Westbound will maintain the "ReadyOC" website. Additionally, the company will continue to plan and execute multi-media events and outreach into social media venues, as well as oversee a core advisory and business partnership group. The goal of this program is to encourage Orange County residents to become involved within their respective communities in emergency preparedness 25C-1 Agreement with Westbound Communications June 4, 2012 Page 2 activities. A 10 percent contingency has been included in the award amount for unforeseen planning activities and ongoing maintenance of the website. FISCAL IMPACT Funds are available in the FY 2011 UASI Grant Fund account (no. 12514407-62300, Activity 12423001186, Account 3492). APPROVED AS TO FUNDS AND ACCOUNTS: Paul M. Walters Francisco Gutierrez Chief of Police Executive Director Police Department Finance & Mgt. Services Agency OL/EG 25C-2 CONSULTANT AGREEMENT THIS AGREEMENT, made and entered into this 4'h day of June, 2012 by and between Westbound Communications, Inc. (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 professional web site and promotional communications services. B. City, acting through the Santa Ana Police Department in its capacity as the Core City for the Anaheim/Santa Ana Urban Area under the FYI I Urban Areas Security Initiative, has applied for, received and accepted a grant from the Federal Department of Homeland Security, Office of Domestic Preparedness, through the State of California, Emergency Management Agency, to enhance countywide emergency preparedness, hereinafter referred to as "the Grant." C. Consultant was chosen in a competitive bidding process and represents that it is able and willing to provide such services to the City. D. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Consultant shall continue web site enhancement and hosting services, as well as promotional services, expansion and updating of the ReadyOC (ROC) Emergency Preparedness Campaign, expansion of outreach into social media venues and business partnership group oversight, as set forth in greater detail in Exhibit A attached hereto and incorporated herein. ~ 2. COPYRIGHT Except as otherwise provided in the terms and conditions of this agreement, Consultant may copyright any books, publications or other copyrightable materials developed in the course of or under this Agreement. However, the federal awarding agency, State Administrative Agency (SAA) and City reserve a royalty-free, non-exclusive, and irrevocable license to reproduce, publish 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 1 25C-3 (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 and the language of the publisher's release form must ensure the preservation of these rights. 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 A. The total sum to be expended under this Agreement shall not exceed $550,000.00 during the term of this Agreement. b. Out of pocket expenses, including mileage, copies and phone, will be billed separately on the first of each month, for the preceding month. Expenses that individually exceed $500, or aggregate $1,000 in any one month, will require prior written approval of City. c. Payment by City shall be made within thirty (30) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set for in the Recitals which may reasonably be expected by City. 4. TERM This Agreement shall commence on the date first written above and terminate upon completion of all services pursuant to this Agreement, unless terminated earlier in accordance with Section 13, below. 5. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create and 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 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: a. Commercial General Liability Insurance. Consultant shall maintain commercial general liability insurance naming the City, its officers, employees, agents, volunteers and representatives as additional insured(s) and shall include, but not be limited to protection against claims arising from bodily injury and personal injury, including death resulting there from 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 2 25C-4 amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting there from, and property damage, in the total amount of $1,000,000 per occurrence, $2,000,000 general aggregate. Consultant shall supply City with a fully executed additional insured endorsement in substantially the form attached hereto as Exhibit B upon execution of this Agreement and shall be approved in form by the City Attorney. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for 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, ten (10) days notice if cancellation is due to non payment of premium. 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 for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims from personal injury, including health, and claims for property damage, which may arise from the direct or indirect operations 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, to the extent the same are due to their negligence or other wrongful conduct. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the 3 25C-5 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 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 not interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 10. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by telefacsimile or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana P.O. Box 1988 Santa Ana, CA 92702-1988 Fax (714) 647-6956 Copy to: Chief of Police City of Santa Ana 60 Civic Center Plaza (M-97) P.O. Box 1981 Santa Ana, CA 92702 Fax (714) 245-8007 4 25C-6 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 party. Thereafter, communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have bee given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by telefacsimile, 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. 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 either party 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: 5 25C-7 a. As a condition of such payment, the City Manager, or his designee, may require Consultant to deliver to the City all work product completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 14. DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by 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 has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 16. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 17. CONSULTANT CERTIFICATIONS a. Audit Records - With respect to all matters covered by this agreement all records shall be made available for audit and inspection by the City, the grant agency and/or their duly authorized representatives for a period of three (3) years from the termination of this Agreement. For a period of three years after final delivery hereunder or until all claims related to this Agreement are finally settled, whichever is later, Consultant shall preserve and maintain all documents, papers and records relevant to the services provided in accordance with this Agreement, including the Attachments hereto. For the same time period, Consultant shall make said documents, papers and records available to City and the agency from which City received grant funds or their duly authorized representative(s), for examination, copying, or mechanical reproduction on or off the premises of Consultant, upon request during usual working hours. 6 25C-8 b. Consultant shall provide to City all records and information requested by City for inclusion in quarterly reports and such other reports or records as City may be required to provide to the agency from which City received grant funds or other persons or agencies. c. Section 504 of the Rehabilitation Act of 1973 - All recipients of federal funds must comply with Section 504 of the Rehabilitation Act of 1973 (The Act). Therefore, the federal funds recipient pursuant to the requirements of The Act hereby gives assurance that no otherwise qualified person shall, solely by reason of handicap be excluded from the participation in, be denied the benefits of or be subject to discrimination, including discrimination in employment, in any program or activity that receives benefits from federal financial assistance. The Consultant agrees it will ensure that requirements of The Act shall be included in any agreements with and be binding on all of its contractors, subcontractors, assignees or successors. d. Americans with Disabilities Act of 1990 (ADA) - Consultant must comply with all requirements of the Americans with Disabilities Act of 1990 (ADA), as applicable. e. Political Activity - None of the funds, materials, property, or services provided directly or indirectly under this Agreement shall be used for any partisan political activity, or to further the election or defeat of any candidate for public office, or otherwise in violation of the provisions of The Hatch Act. f. Civil Rights Compliance and Notification of Findings - Consultant will comply, and all of its contractors (or subrecipients) will comply, with the nondiscrimination requirements of the Omnibus Crime Control and Safe Streets Act of 1968, as amended, 42 USC 3789 (d), or Victims of Crime Act (as appropriate); Title VI of the Civil Rights Act of 1964, as amended; Section 504 of the Rehabilitation Act of 1964, as amended; Subtitle A, Title II of the Americans with Disabilities Act (ADA) (1990); Title IX of the Education Amendments of 1972; the Age Discrimination Act of 1975; Department of Justice Non-Discrimination Regulations, 28 CFR Part 42, Subparts C, D, E, and G; and Department of Justice regulations on disability discrimination, 28 CFR Part 35 and 39. In the event a Federal or State court, Federal or State administrative agency, or the Consultant makes a finding of discrimination after a due process hearing on the grounds of race, color, religion, national origin, sex, or disability against a recipient of funds, the Consultant will forward a copy of the findings to the City which will, in turn, submit the findings to the Office of Civil Rights, Office of Justice Programs, U.S. Department of Justice. 18. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. 7 25C-9 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: CITY OF SANTA ANA, a charter city and municipal corporation MARIA HUIZAR PAUL M. WALTERS Clerk of the Council Interim City Manager APPROVED AS TO FORM: SONIA R. CARVALHO CONSULTANT: City Attorney WESTBOUND COMMUNICATIONS, INC. By: TERESA JUDD-GIELDA RICK MILTENBERGER Assistant City Attorney Senior Vice President Tax ID# 8 25C-10 EXHIBIT A ReadyOC FY11 Budget: Q1/2012 - Q3/2013 STATEMENT OF WORK EXECUTIVE OVERVIEW • Making Solid Preparedness In-Roads - the award-winning ReadyOC (ROC) campaign has made solid inroads to educate and empower Orange County's more than 3.2 million residents and 1.5 million employees to better prepare for disaster situations. Even so, significant work still needs to be done to prepare the county for future disaster scenarios. • Best Practice Model - the current ROC program has been hailed as a regional and national best practice model for emergency preparedness campaigns due to its innovative approaches and unique focus on generating meaningful preparedness actions. Enhancing this success requires a combination of expanding countywide preparedness messages horizontally (through broad-based outreach) and extending the program vertically into the education community, faith-based organizations, key citizen groups, and more. • Increasing Awareness to Support Action - the more times people see or hear a message, the more likely it is to resonate. In CY 2011, the total number of campaign impressions - a measure of how many times a message is seen or heard - jumped from 7,419,037 to 10,504,059. Increasing these annual impression levels is crucial to supporting increases in actual preparedness actions. • The BIG Difference = Driving Action! - perhaps even more significant for ROC, more than 140,000 individuals took measurable preparedness action by the end of 2011 through making publicly-documented "promises to prepare". This represents more than three percent of the county's population. While relatively small, this percentage is symbolically_ crucial. It demonstrates that ROC - unlike any other known regional or national emergency preparedness efforts in the U.S. - is actually driving meaningful preparedness action! • Leveraging P2P Momentum, But Much To Do - for CY 2012 and CY 2013, ROC is leveraging this momentum by extending its "Promise to Prepare" (P2P) outreach to reach "one in 20" promises, or five percent of the county's population. As part of this, the successful forays into the education- and faith-based communities are underway. But there is much work still to do. • Becoming One of the Most Prepared Regions Anywhere - the next phase of the campaign (Q1/2012 through Q3/2013) will be even more pivotal. The ROC vision is that OC will be recognized as one of the most prepared regions anywhere in the U.S. • Extending and Expanding ROC to Achieve the Vision - to achieve this vision, the ROC campaign must extend even more deeply into OC through broader-based marketing that generates the large-scale awareness level necessary to support the campaign's P2P efforts. To achieve this will require highly dedicated communication outreach efforts that are specifically tailored to consider and address language, cultural, economic and other 9 25C-11 significant variables. It also means leveraging private-public partnerships and other community collaborations to bring preparedness messages to the forefront. General Information: The following Statement of Work (SOW) defines the principle activities and responsibilities of all parties for public outreach services to support the ROC Emergency Preparedness Campaign. This scope of work shall stand as an agreement between the City of Santa Ana (hereinafter Santa Ana) and Westbound Communications (hereinafter WBC). WBC will supply the following services: o ROC Web Site Management o Site content updating o Social media content updating o Site optimization o Site maintenance o ROC Advertising and Promotional Communications o Paid radio advertising o Social media outreach o Broadcast news promotions o Media/corporate promotions o Publicity services o Marketing Support for ROC Program o Multimedia production and outreach o Faith-based and citizen outreach o Project Administration Services No deviation of this SOW will be allowed without written consent from the Santa Ana Project Manager. Nevertheless, Santa Ana recognizes that projects of this magnitude will likely encounter various unforeseeable events that may cause tasks to overlap or change, and such change will be permissible with the approval of Santa Ana Project Manager. This SOW is contingent upon both WBC and Santa Ana fulfilling their respective responsibilities as defined in the Agreement and within this document. Contents The following are included with this SOW: • Task Descriptions • Project Change Order • Project Schedule • Milestone Payment Schedule io 25C-12 General Project Management Responsibilities Project management occurs throughout the project and is involved in every task. The overall project management activities are listed here for reference. Westbound Responsibilities: a. Maintain project communications with Santa Ana's Project Manager. b. Manage the efforts of the WBC staff and coordinate WBC activities with the Santa Ana Project Manager. C. Conduct on-site status meetings with Santa Ana's Project Manager on a monthly basis or when reasonably required at the discretion of Santa Ana to discuss project status. d. Provide timely responses, within ten (10) business days, to issues raised by Santa Ana's Project Manager. e. Prepare. and submit, no later than the fifth business day of each month, a status report that includes: the accomplishments of the previous month, activities planned for the current month and any update to the project schedule. f. Prepare and submit project Change Proposals to Santa Ana's Project Manager as necessary. g. Prepare and submit Task Completion Letter(s) to Santa Ana's Project Manager as necessary. Santa Ana Responsibilities: a. Maintain project communications with the WBC Project Manager. b. Manage the efforts of ROC involved staff and coordinate ROC activities with the WBC Project Manager. c. The Project Manager must ensure that their personnel have ample time, resources, and expertise to carry out their respective tasks and responsibilities. d. The Project Manager or his designee will participate in the status meeting with the WBC Project Manager on a monthly basis or as may otherwise be reasonably required to discuss project status. e. Provide timely responses, within ten (10) business days, to issues raised by the WBC Project Manager. f. Liaison with all Santa Ana-provided third-party vendors and associated systems. g. Ensure acceptable Change Orders are approved by authorized signature(s). h. Ensure acceptable Task Completion Letter(s) are approved by the Project Manager or his designee. i. Ensure timely payment of invoices. j. Ensure WBC access to server and network equipment and work areas on a 24x7 basis, with pre-authorization for off-hours. k. Provide workspace for WBC personnel as reasonably requested. it 25C-13 SOW Format: Each task includes the following: Title, Objective, Task Description, Responsibilities and Completion Criteria. The tasks are depicted on the project schedule. All parties recognize that the SOW is not formatted chronologically with contractual obligations defaulting to Project Schedule unless otherwise noted. Task 1: Promise to Prepare (P2P) Promotion Push Objective: Extend and maintain momentum of P2P program and push. The emphasis will be on strong public outreach presence and marketplace exposure in 2012 and extending to the end of Q3/2013. Included will be a refinement and subtle but vital shift in the P2P messaging platform from a goal of securing "132,000" promises to "1 in 20 OCers" taking a step to get prepared. Task Description: The promotion includes the ongoing public pronouncement that ROC will to achieve promises to prepare from OC residents, businesses and community members. Task 1-A: ROC Smartphone App Platform Expansion & Promotion Objective: Continue to refine and promote ROC smartphone applications (both iPhone/iPad and Droid) through dedicated outreach across calendar of activities, with the goal of having more than 1,000 downloads on each smartphone platform (totaling more than 2,000) by Q3/2013. Task Description: The program includes the following activities: a. App Enhancements - work to enhance existing applications, including features updates, technical platform refinements, etc. b. Platform Extensions - stage formal launch of the Droid platform. C. App Promotion Plan & Program - develop and implement plan to promote the availability of the apps and to drive downloads. This will include a mix of publicity, advertising, video, website, social media and other offline and online marketing elements. Responsibilities: WBC shall: a. Develop the initiative and seek plan and program approval from the ROC Steering Committee b. Execute the promotion in accordance with the approved plan Santa Ana shall: a. Approve plan and promotion elements Completion Criteria: This task is considered complete upon the completion of the deliverables. Planned completion and implementation will be by Q3/2012. 12 25C-14 Task 1-13: Fall 2012 Radio Promotion (English & Spanish) Objective: Develop and implement an expanded month-long radio promotional campaign during Fall 2012. The program will include on-air spots, public service show interviews, scheduled on-air DJ chatter, on-air remote promotions, online promotions/adlets, etc., with specific emphasis on the P2P campaign and message. Task Description: The use of popular radio stations and their on-air personalities will effectively reach Orange County residents of varying backgrounds. By working with a radio syndicate such as Clear Channel (particularly the KIIS FM, KOST 103.7 and KSBR 98.7 stations), ROC messages will be aired on multiple stations to reach mainstream as well as more specific segments of the population. On-air and online promotions will be developed and implemented to attract and promote emergency preparedness. Importantly, this effort will expand on previously successful promotions through Clear Channel through a broader reach that will include at least one Spanish language station with a high level of Orange County listenership. Activities will include: a. Plan Development & Review - working with Clear Channel, a plan will be developed and implemented for a promotional period to take place during Fall 2012. The plan will consist of both on-air and online outreach components. b. Coordination of Advertising and Online Promotions - work directly with radio partner on the management of the promotional period, developing copy for advertising spots, public service announcements, completing air checks, securing data from the online components, and reporting results to the Steering Committee. C. Summary Report of Online Outreach - analyze data of registered "click-throughs" from the radio websites to ReadyOC and monitoring the number of promises to prepare that come as a result of the radio promotion. A final report will be prepared and delivered to the Steering Committee. Responsibilities: WBC shall: a. Develop the promotion and seek plan approval from the ROC Steering Committee b. Execute the promotion in accordance with the approved plan Santa Ana shall: a. Approve the plan and promotional elements Completion Criteria: This task is considered complete upon the completion of the promotional period. Completion is planned for the end of Q3/2012. 13 25C-15 Task 1-C: Winter 2012 Radio Promotion (English & Spanish) Objective: Develop and implement an expanded month-long radio promotional campaign during Winter 2012. The program will include on-air spots, public service show interviews, scheduled on-air DJ chatter, on-air remote promotions, online promotions/adlets, etc., with specific emphasis on the P2P campaign and message. Task Description: The use of popular radio stations and their on-air personalities will effectively reach Orange County residents of varying backgrounds. By working with a radio syndicate such as Clear Channel (particularly the KIIS FM, KOST 103.7 and KSBR 98.7 stations), ROC messages will be aired on multiple stations to reach mainstream as well as more specific segments of the population. On-air and online promotions will be developed and implemented to attract and promote emergency preparedness. Importantly, this effort will expand on previously successful promotions through Clear Channel through a broader reach that will include at least one Spanish language station with a high level of Orange County listenership. Activities will include: a. Plan Development & Review - working with Clear Channel, a plan will be developed and implemented for a promotional period to take place during Winter 2012. The plan will consist of both on-air and online outreach components. b. Coordination of Advertising and Online Promotions - work directly with radio partner on the management of the promotional period, developing copy for advertising spots, public service announcements, completing air checks, securing data from the online components, and reporting results to the Steering Committee. C. Summary Report of Online Outreach - analyze data of registered "click-throughs" from the radio websites to ReadyOC and monitoring the number of promises to prepare that come as a result of the radio promotion. A final report will be prepared and delivered to the Steering Committee. Responsibilities: WBC shall: a. Develop the promotion and seek plan approval from the ROC Steering Committee b. Execute the promotion in accordance with the approved plan Santa Ana shall: a. Approve the plan and promotional elements Completion Criteria: This task is considered complete upon the completion of the promotional period. Completion is planned for the end of Q4/2012. 14 25C-16 Task 1-D: Spring 2013 Radio Promotion (English & Spanish) Objective: Develop and implement an expanded month-long radio promotional campaign during Spring 2013. The program will include on-air spots, public service show interviews, scheduled on-air DJ chatter, on-air remote promotions, online promotions/adlets, etc., with specific emphasis on the P2P campaign and message. Task Description: The use of popular radio stations and their on-air personalities will effectively reach Orange County residents of varying backgrounds. By working with a radio syndicate such as Clear Channel (particularly the KIIS FM, KOST 103.7 and KSBR 98.7 stations), ROC messages will be aired on multiple stations to reach mainstream as well as more specific segments of the population. On-air and online promotions will be developed and implemented to attract and promote emergency preparedness. Importantly, this effort will expand on previously successful promotions through Clear Channel through a broader reach that will include at least one Spanish language station with a high level of Orange County listenership. Activities will include: a. Plan Development & Review - working with Clear Channel, a plan will be developed and implemented for a promotional period to take place during Spring 2013. The plan will consist of both on-air and online outreach components. b. Coordination of Advertising and Online Promotions - work directly with radio partner on the management of the promotional period, developing copy for advertising spots, public service announcements, completing air checks, securing data from the online components, and reporting results to the Steering Committee. C. Summary Report of Online Outreach - analyze data of registered "click-throughs" from the radio websites to ReadyOC and monitoring the number of promises to prepare that come as a result of the radio promotion. A final report will be prepared and delivered to the Steering Committee. Responsibilities: WBC shall: a. Develop the promotion and seek plan approval from the ROC Steering Committee b. Execute the promotion in accordance with the approved plan Santa Ana shall: a. Approve the plan and promotional elements Completion Criteria: This task is considered complete upon the completion of the promotional period. Completion is planned for the end of Q2/2013. ]s 25C-17 Task 1-E: Fall 2013 Radio Promotion (English & Spanish) Objective: Develop and implement an expanded month-long radio promotional campaign during Fall 2013. The program will include on-air spots, public service show interviews, scheduled on-air DJ chatter, on-air remote promotions, online promotions/adlets, etc., with specific emphasis on the P2P campaign and message. Task Description: The use of popular radio stations and their on-air personalities will effectively reach Orange County residents of varying backgrounds. By working with a radio syndicate such as Clear Channel (particularly the KIIS FM, KOST 103.7 and KSBR 98.7 stations), ROC messages will be aired on multiple stations to reach mainstream as well as more specific segments of the population. On-air and online promotions will be developed and implemented to attract and promote emergency preparedness. Importantly, this effort will expand on previously successful promotions through Clear Channel through a broader reach that will include at least one Spanish language station with a high level of Orange County Iistenership. Activities will include: a. Plan Development & Review - working with Clear Channel, a plan will be developed and implemented for a promotional period to take place during Fall 2013. The plan will consist of both on-air and online outreach components. b. Coordination of Advertising and Online Promotions - work directly with radio partner on the management of the promotional period, developing copy for advertising spots, public service announcements, completing air checks, securing data from the online components, and reporting results to the Steering Committee. C. Summary Report of Online Outreach - analyze data of registered "click-throughs" from the radio websites to ReadyOC and monitoring the number of promises to prepare that come as a result of the radio promotion. A final report will be prepared and delivered to the Steering Committee. Responsibilities: WBC shall: a. Develop the promotion and seek plan approval from the ROC Steering Committee b. Execute the promotion in accordance with the approved plan Santa Ana shall: a. Approve the plan and promotional elements Completion Criteria: This task is considered complete upon the completion of the promotional period. Completion is planned for the end of Q3/2013. 16 25C-18 Task 1-F: "The Gift of Preparedness" Promotion Objective: Continue the success of this promotion that was initiated in Q4/2011 by creating and executing a holiday-time emergency preparedness promotion centered around giving "The Gift of Preparedness" (this program could potentially extend beyond the holiday season). Orange County residents, schools, businesses and more will be encouraged to give the gift of preparedness to themselves and others during the holiday as a way to make good on stated commitments to Promise to Prepare. The program will feature ROC/P2P messaging and kit items (ex. premium emergency kit) that will be promoted/distributed through seasonal activities (ex. holiday event auctions), community events, the website, the ReadyOC app and more. Task Description: Handle all aspects of programming, materials development and distribution. Broadly, elements are envisioned to include the following: a. Holiday Promotion Plan - develop a formalized plan that defines objectives, strategies and tactics for the program. b. Holiday Event Auctions - identify, select and pursue holiday-time events that feature live and/or silent auctions where ROC will place "higher end" emergency preparedness items (ex. premium survival kit) for auction. C. Major Retail Holiday Events - identify and pursue a select number of large scale holiday events at major regional shopping centers (ex. South Coast Plaza, The Shops at Mission, etc.) to promote ROC and giving the gift of preparedness. This can include distributing branded ROC items (such as a self-charging flashlight) as "stocking stuffers" or other holiday gift. d. ROC Branded Self-Charging Flashlight - acquire and distribute up to 5,000 self- charging flashlights for distribution at holiday events and community events, with an initial emphasis tied into giving the gift of preparedness. Responsibilities: WBC Shall: a. Develop the promotion and seek plan approval from the ROC Steering Committee b. Execute the promotion in accordance with the approved plan Santa Ana shall: a. Approve the plan and promotional elements Completion Criteria: This task is considered complete upon the completion of the promotional period. Completion is planned for the end of Q4/2012. 17 25C-19 Task 1-G: Promise to Prepare 2012 Publicitv Outreach Objective: Develop and implement 2-3 formalized story pitches that drive earned editorial coverage in targeted media. Task Description: The emphasis of this effort will be to develop and implement a plan to secure major editorial stories within regional print, broadcast and/or online media. Sample media outlets might include the Orange County Register, Good Day LA, KTLA Morning News, La Opinion, Telemundo, OC Metro, and others. Activities include creating, pitching and securing 2-3 stories to print and broadcast press that reach OC readers, listeners and/or viewers. Responsibilities: WBC Shall: a. Develop the publicity and seek plan approval from the ROC Steering Committee b. Execute the media relations outreach in accordance with the approved plan Santa Ana shall: a. Approve the plan and publicity elements Completion Criteria: This task is considered complete upon the completion of the outreach period. Completion coincides with the end of Q4/2012. is 25C-20 Task 1-H: Promise to Prepare 2013 Publicity Outreach Objective: Develop and implement 2-3 formalized story pitches that drive earned editorial coverage in targeted media. Task Description: The emphasis of this effort will be to develop and implement a plan to secure major editorial stories within regional print, broadcast and/or online media. Sample media outlets might include the Orange County Register, Good Day LA, KTLA Morning News, La Opinion, Telemundo, OC Metro, and others. Activities include creating, pitching and securing 2-3 stories to print and broadcast press that reach OC readers, listeners and/or viewers Responsibilities: WBC Shall: a. Develop the publicity and seek plan approval from the ROC Steering Committee b. Execute the media relations outreach in accordance with the approved plan Santa Ana shall: a. Approve the plan and publicity elements Completion Criteria: This task is considered complete upon the completion of the outreach period. Completion coincides with the end of Q3/2013. Task 2: Education-Based Outreach Objective: Expand and executive simultaneous "top-bottom" activities with OC education organizations and schools to support ROC emergency preparedness efforts and the Promise to Prepare initiative. Task Description: Handle all aspects of programming, materials development and distribution, school assemblies and other activities/events based on the semesters during 2012/2013. Broadly, specific elements are envisioned to include the following programs and deliverables listed below. Task 2-A: 2012 Education-Based Outreach Objective: Working with schools across OC to promote the P2P initiatives includes communications to Orange County's 180-plus schools and nearly 200,000 students, as well as direct outreach to 10,000-plus elementary-aged children. Task Description: Handle all aspects of programming, materials development and distribution, school assemblies and other activities/events during CY 2012. Broadly, specific elements are envisioned to include the following programs and deliverables listed below. 19 25C-21 Deliverables: • Elementary School Assembly Program - Extend and implement elementary school assembly program and promotion throughout Orange County, seeking to conduct approximately 45 total assemblies during the contracted period, or an annual average of 5 assemblies per month over a 9-month period. - This encompasses scheduling, supporting and promoting assemblies leveraging Officer John Reed with elementary schools throughout Orange County. - Officer Reed is responsible for conducting assemblies on his own, with the exception of 10-12 assemblies which will be additionally staffed for formal research and feedback as well as for quality control. - Tasks include booking assemblies, managing the annual calendar, promoting events through OCDE, school districts and individual school sites, capturing, posting and distributing video, photos and other content, creating and distributing information kits (with kit assembly assistance from Officer Reed), post-event school follow-up and more. • OCDE & School Districts Communication Program - Develop and disseminate regular quarterly communications that promote ROC and P2P emergency preparedness initiatives to and through the county (OCDE) and school districts. - Create, promote and distribute quarterly communications and communications tools (total of 8 times during contract period) that support current "pipelining" activities that channel ROC and P2P information through existing vehicles such as newsletters, websites, mailers and so forth. - Stage six meetings and presentations with key OCDE and/or school district officials/representatives to promote and advance the ROC and P2P program and activities. Responsibilities: WBC shall: a. Develop the initiative and seek plan approval from the ROC Steering Committee Santa Ana shall: a. Approve plan and activities Completion Criteria: This task is considered complete upon the completion of the assembly period. Completion is planned for the end of Q4/2012. 20 25C-22 Task 2-B: 2013 Education-Based Outreach Objective: Working with schools across OC to promote the P2P initiatives includes communications to Orange County's 180-plus schools and nearly 200,000 students, as well as direct outreach to 10,000-plus elementary-aged children. Task Description: Handle all aspects of programming, materials development and distribution, school assemblies and other activities/events during the first three quarters of 2013. Broadly, specific elements are envisioned to include the following programs and deliverables listed below. Deliverables: • Elementary School Assembly Program - Extend and implement elementary school assembly program and promotion throughout Orange County, seeking to conduct approximately 45 total assemblies during the contracted period, or an annual average of 5 assemblies per month over a 9-month period. - This encompasses scheduling, supporting and promoting assemblies leveraging Officer John Reed with elementary schools throughout Orange County. - Officer Reed is responsible for conducting assemblies on his own, with the exception of 10-12 assemblies which will be additionally staffed for formal research and feedback as well as for quality control. - Tasks include booking assemblies, managing the annual calendar, promoting events through OCDE, school districts and individual school sites, capturing, posting and distributing video, photos and other content, creating and distributing information kits (with kit assembly assistance from Officer Reed), post-event school follow-up and more. • OCDE & School Districts Communication Program - Develop and disseminate regular quarterly communications that promote ROC and P2P emergency preparedness initiatives to and through the county (OCDE) and school districts. - Create, promote and distribute quarterly communications and communications tools (total of 8 times during contract period) that support current "pipelining" activities that channel ROC and P2P information through existing vehicles such as newsletters, websites, mailers and so forth. - Stage six meetings and presentations with key OCDE and/or school district officials/representatives to promote and advance the ROC and P2P program and activities. Responsibilities: WBC shall: b. Develop the initiative and seek plan approval from the ROC Steering Committee Santa Ana shall: b. Approve plan and activities Completion Criteria: This task is considered complete upon the completion of the assembly period. Completion is planned for the end of Q3/2013. 21 25C-23 Task 3-A: 2012 Faith-Based Outreach "Ready Sunday" Objective: Continue implementing program to support and/or staff key faith- based emergency preparedness events based on the Project Schedule. Task Description: Handle all aspects of event support, staffing and promotion for the first annual Ready Sunday promotion in Fall 2012. This program will build on the pilot tests conducted in 2011 and will evolve into a specific Sunday during Fall 2012 when participating churches, temples and synagogues will recognize Ready Sunday and the importance of being prepared. Their involvement will include ROC messages incorporated into sermons, multimedia materials made available to attendees through websites, video boards and e-newsletters, along with tables positioned in front of church sanctuaries where ROC materials are distributed. Responsibilities: WBC shall: a. Develop the promotion and seek approval from the ROC Steering Committee b. Execute the promotion based on the Task Description Santa Ana shall: a. Approve promotion elements Completion Criteria: This task is considered complete upon the completion of the promotional period. Completion is planned for the end of Q3/2012. Task 3-13: 2013 Faith-Based Outreach "Ready Sunday" Objective: Continue implementing program to support and/or staff key faith- based emergency preparedness events based on the Project Schedule. Task Description: Handle all aspects of event support, staffing and promotion for the second annual Ready Sunday promotion in Fall 2013. This program will build on the 2012 program and will be held during a specific Sunday in Fall 2013 when participating churches, temples and synagogues will recognize Ready Sunday and the importance of being prepared. Their involvement will include ROC messages incorporated into sermons, multimedia materials made available to attendees through websites, video boards and e-newsletters, along with tables positioned in front of church sanctuaries where ROC materials are distributed. Responsibilities: WBC shall: a. Develop the promotion and seek approval from the ROC Steering Committee b. Execute the promotion based on the Task Description 22 25C-24 Santa Ana shall: a. Approve promotion elements Completion Criteria: This task is considered complete upon the completion of the promotional period. Completion is planned for the end of Q3/2013. Task 4: Micro Campaigns Objective: Develop and implement a series of promotions for ROC during Q1/2012 through Q3/2013. Task Description: The micro campaigns will be designated promotional initiatives that will be individually implemented with a specific beginning and end date (see following sub-tasks for specifics). Responsibilities: See sub-tasks for specifics. Completion Criteria: This task is considered complete when all budgeted sub-tasks have been completed in their respective entirety. Task 4-A: 2012 ReadyOC Night at Angel Stadium Objective: Develop, implement and stage the third annual ReadyOC Night at a Los Angeles Angels of Anaheim Major League Baseball game. Task Description: Using the best practices from 2010 and 2011, this promotion will include a "readiness giveaway item" pre-game activities to secure Promises to Prepare, public address announcements about ReadyOC, public service announcements on the Stadium video screen and other complementary activities to promote ReadyOC and the Promise to Prepare campaign. Responsibilities: WBC shall: a. Work with the Steering Committee to identify and develop the ReadyOC Night at Angels Stadium promotion. b. Execute the promotion in accordance with the approved plan Santa Ana shall: a. Approve plan and promotion elements Completion Criteria: This task is considered complete upon completion of the promotion depending on the date assigned by the Angels. It is anticipated to be completed in Q2/2012. 23 25C-25 Task 4-B: 2013 ReadyOC Night at Angel Stadium Objective: Develop, implement and stage the fourth annual ReadyOC Night at a Los Angeles Angels of Anaheim Major League Baseball game. Task Description: Using the best practices from 2010 - 2012, this promotion will include a "readiness giveaway item" pre-game activities to secure Promises to Prepare, public address announcements about ReadyOC, public service announcements on the Stadium video screen and other complementary activities to promote ReadyOC and the Promise to Prepare campaign. Responsibilities: WBC shall: a. Work with the Steering Committee to identify and develop the ReadyOC Night at Angels Stadium promotion. b. Execute the promotion in accordance with the approved plan Santa Ana shall: a. Approve plan and promotion elements Completion Criteria: This task is considered complete upon completion of the promotion and dependent on the dates assigned by the Angels. It is anticipated to be completed in Q3/2013. Task 4-C: 2012 Leveraged Promise Drives Objective: Explore opportunities through the ROC Steering Committee to partner with key county organizations to help drive community-wide emergency preparedness pledges. Task Description: Work with the ROC Steering Committee to target the OC Fair, Angels and the Ducks for no- cost and/or in-kind support for the ROC campaign. The scope of these drives will be proportional to the ability of the committees (or Corporate Advisory Council) to leverage relationships to minimize or eliminate promotional and/or sponsorship costs. 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 24 25C-26 Completion Criteria: This task is currently unbudgeted. Criteria will be established pending resource commitment from a sponsoring organization. Task 4-D: 2013 Leveraged Promise Drives Objective: Explore opportunities through the ROC Steering Committee to partner with key county organizations to help drive community-wide emergency preparedness pledges. Task Description: Work with the ROC Steering Committee to target the OC Fair, Angels and the Ducks for no- cost and/or in-kind support for the ROC campaign. The scope of these drives will be proportional to the ability of the committees (or Corporate Advisory Council) to leverage relationships to minimize or eliminate promotional and/or sponsorship costs. 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 resource commitment from a sponsoring organization. Task 5-A: 2012 Corporate Advisory Council (CAC) Support & Commitments Objective: Continue managing current CAC group with emphasis on enhancing participation benefits, retaining current active members for 2012, and expanding successes in leveraging CAC resources, connections and contributions to the overall ROC initiative during 2012. Task Description: Continue momentum to expand the success of the council to help provide opportunities, extensions, and ongoing support for ROC. Activities include: a. CAC Designated Ambassador - continue to leverage and refine the designated CAC ambassadors to facilitate and deepen relationship efforts. b. One-on-One Outreach Tour - continue successful new strategy to outreach to CAC members in a high-touch, one-to-one manner to generate customized opportunities for promotional investment and support of the ROC campaign. 25 25C-27 C. CAC Recognition Program - formalize development and implementation of recognition program for CAC members that elevates the prestige for and expands the interest in promoting ROC and emergency preparedness. Responsibilities: WBC shall: a. Develop and implement the program with approval from the ROC Steering Committee Santa Ana shall: a. Approve the program and promotional efforts Completion Criteria: This task is considered complete upon the completion of the tasks. Completion is planned for the end of Q4/2012. Task 5-113: 2013 Corporate Advisory Council (CAC) Support & Commitments Objective: Continue managing current CAC group with emphasis on enhancing participation benefits, retaining current active members for 2013, and expanding successes in leveraging CAC resources, connections and contributions to the overall ROC initiative during 2013. Task Description: Continue momentum to expand the success of the council to help provide opportunities, extensions, and ongoing support for ROC. Activities include: a. CAC Designated Ambassador - continue to leverage and refine the designated CAC ambassadors to facilitate and deepen relationship efforts. b. One-on-One Outreach Tour - continue successful new strategy to outreach to CAC members in a high-touch, one-to-one manner to generate customized opportunities for promotional investment and support of the ROC campaign. C. CAC Recognition Program - formalize development and implementation of recognition program for CAC members that elevates the prestige for and expands the interest in promoting ROC and emergency preparedness. Responsibilities: WBC shall: a. Develop and implement the program with approval from the ROC Steering Committee Santa Ana shall: a. Approve the program and promotional efforts Completion Criteria: This task is considered complete upon the completion of the tasks. Completion is planned for the end of Q4/2013. 26 25C-28 Task 6-A: Website & Social Media Platform 2012 Updates and Maintenance Objective: Review, recommend and pursue platform updates for the readyoc.org website and social media platforms to expand and extend technical capabilities for improved user experience and functionality. This includes recommendations and options for a website design/content organization refresh. Also included will be developing and implementing ongoing website and social media content, maintenance and management activities. Task Description: Handle all aspects of the website and social media content updates, site optimization, site maintenance and site management needs. Activities include: a. Launch of Website Refresh -launch and promote the newly completed refresh of the website. b. Website Content Updates, Management & Maintenance - develop and implement 24/7 website content, maintenance and management activities and support during Q1-Q4/2012. This includes handling all aspects of website updates, site optimization, site maintenance, site management and site metrics/reporting needs in accordance with ROC approved processes and protocols. C. Social Media Content Updates, Management & Maintenance - develop and monitor 24/7 social media content as well as manage platforms for ROC Twitter, Facebook, Linkedin and YouTube channels, all in accordance with the approved processes and protocols for each medium. Responsibilities: WBC shall: a. Develop the initiative and seek plan approval from the ROC Steering Committee Santa Ana shall: a. Approve plan and collateral materials Completion Criteria: This task is considered complete upon the completion of the support period. Completion is planned for the end of Q4/2012. Task 6-B: Website & Social Media Platform 2013 Updates and Maintenance Objective: Review, recommend and pursue platform updates for the readyoc.org website and social media platforms to expand and extend technical capabilities for improved user experience and functionality. This includes recommendations and options for a website design/content organization refresh. Also included will be developing and implementing ongoing website and social media content, maintenance and management activities. Task Description: Handle all aspects of the website and social media content updates, site optimization, site maintenance and site management needs. Activities include: 27 25C-29 a. Launch of Website Refresh -launch and promote the newly completed refresh of the website. b. Website Content Updates, Management & Maintenance - develop and implement 24/7 website content, maintenance and management activities and support during Q1-Q4/2013. This includes handling all aspects of website updates, site optimization, site maintenance, site management and site metrics/reporting needs in accordance with ROC approved processes and protocols. C. Social Media Content Updates, Management & Maintenance - develop and monitor 24/7 social media content as well as manage platforms for ROC Twitter, Facebook, Linkedln and YouTube channels, all in accordance with the approved processes and protocols for each medium. Responsibilities: WBC shall: a. Develop the initiative and seek plan approval from the ROC Steering Committee Santa Ana shall: a. Approve plan and collateral materials Completion Criteria: This task is considered complete upon the completion of the support period. Completion is planned for the end of Q4/2013. TASK 7-A: 2012 COMMUNITY & CITIZENS OUTREACH Objective: Develop and implement ongoing community and citizens' outreach at targeted community, emergency preparedness and other designated events and/or presentation venues, seeking to reach and engage with hundreds of thousands of citizens and community members. Task Description: Calendar, staff and manage up to 36 community (ex. Brea Fest) and emergency preparedness (ex. National Night Out) events as well as presentations to targeted community organizations/groups (ex. Boy Scouts). Deliverables: • Master Community & Citizen Events Calendar Create and manage a master annual calendar for all milestone events that ROC will participate in and/or staff in support of emergency preparedness outreach efforts and the P2P initiative. • Event Promotion & Staffing Promote and staff (as appropriate) up to 36 community events throughout Orange County that are aligned with the Master Community & Citizen Events Calendar. Event activities may include table displays, street team canvassing, ROC/P2P materials and giveaway distribution and more. 2s 25C-30 Responsibilities: WBC shall: a. Develop the outreach and seek plan approval from the ROC Steering Committee b. Execute the outreach in accordance with the approved plan Santa Ana shall: a. Approve plan and promotional elements Completion Criteria: This task is considered complete upon the completion of the support period. Completion is planned for the end of Q4/2012. TASK 7-13: 2013 COMMUNITY & CITIZENS OUTREACH Objective: Develop and implement ongoing community and citizens' outreach at targeted community, emergency preparedness and other designated events and/or presentation venues, seeking to reach and engage with hundreds of thousands of citizens and community members. Task Description: Calendar, staff and manage up to 36 community (ex. Brea Fest) and emergency preparedness (ex. National Night Out) events as well as presentations to targeted community organizations/groups (ex. Boy Scouts). Deliverables: • Master Community & Citizen Events Calendar Create and manage a master annual calendar for all milestone events that ROC will participate in and/or staff in support of emergency preparedness outreach efforts and the P2P initiative. • Event Promotion & Staffing Promote and staff (as appropriate) up to 36 community events throughout Orange County that are aligned with the Master Community & Citizen Events Calendar. Event activities may include table displays, street team canvassing, ROC/P2P materials and giveaway distribution and more. Responsibilities: WBC shall: a. Develop the outreach and seek plan approval from the ROC Steering Committee b. Execute the outreach in accordance with the approved plan Santa Ana shall: a. Approve plan and promotional elements Completion Criteria: This task is considered complete upon the completion of the support period. Completion is planned for the end of Q3/2012. 29 25C-31 TASK 8-A: 2012 COLLATERAL & PROMOTIONAL MATERIALS Objective: Develop, produce and update ROC and P2P collateral materials and promotional materials for use in all programming as appropriate. Task Description: Handle design, writing, production and distribution of all materials supporting ROC and P2P initiatives. Deliverables: • Collateral Materials o ROC Fact Sheets, 10,000 total quantity o ROC Flyers, 20,000 total quantity o ROC Family Emergency Plans, 25,000 total quantity [Note: this is in addition to those produced as part of the Faith-Based program] o P2P Fact Sheets, 20,000 total quantity • Promotional Materials o ROC/P2P Wristbands, 100,000 total quantity o ROC/P2P Emergency Document Bags, 60,000 total quantity ROC/P2P Emergency Contact Magnets, 30,000 total quantity Responsibilities: WBC shall: a. Develop all materials and seek approvals from the ROC Steering Committee b. Produce materials in accordance with Steering Committee approvals Santa Ana shall: a. Approve materials I Completion Criteria: This task is considered complete upon the completion of the support period. Completion is planned for the end of Q4/2012. TASK 8-B: 2013 COLLATERAL & PROMOTIONAL MATERIALS Objective: Develop, produce and update ROC and P2P collateral materials and promotional materials for use in all programming as appropriate. Task Description: Handle design, writing, production and distribution of all materials supporting ROC and P2P initiatives. 30 25C-32 Deliverables: • Collateral Materials o ROC Fact Sheets, 10,000 total quantity o ROC Flyers, 20,000 total quantity o ROC Family Emergency Plans, 25,000 total quantity [Note: this is in addition to those produced as part of the Faith-Based program] o P2P Fact Sheets, 20,000 total quantity • Promotional Materials o ROC/P2P Wristbands, 100,000 total quantity o ROC/P2P Emergency Document Bags, 60,000 total quantity ROC/P2P Emergency Contact Magnets, 30,000 total quantity Responsibilities: WBC shall: a. Develop all materials and seek approvals from the ROC Steering Committee b. Produce materials in accordance with Steering Committee approvals Santa Ana shall: a. Approve materials Completion Criteria: This task is considered complete upon the completion of the support period. 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