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HomeMy WebLinkAbout25G - GO LOCAL PRGM STEP 2 (1)REQUEST FOR COUNCIL ACTION mar. CITY COUNCIL MEETING DATE:CLERK OF COUNCIL USE ONLY: JANUARY 4, 2010 TITLE APPROVED CONSULTANT AGREEMENT FOR GO As Recommended LOCAL PROGRAM STEP 2 PUBLIC As Amended Ordinance on 1 S` ReadingOUTREACHPROJECT09 - 2 5 0 5 )Ordinance on 2"d Reading Implementing Resolution Set Public Hearing For CONTINUED TO FILE NUMBER ITY MANAGER RECOMMENDED ACTION Authorize the City Manager and Clerk of the Council to execute the attached agreement with Consensus Inc. in the amount of 50,000, to initiate the Go Local Program Step 2 public outreach program for the Santa Ana and Garden Grove modern streetcar project, subject to nonsubstantive changes approved by the City Manager and City Attorney. DISCUSSION On May 12, 2008 the OCTA Board allocated 5.9 million in Step 2 funding to Santa Ana for planning and development of a modern streetcar concept. On August 3, 2009, the City Council authorized staff to execute an agreement with the Cordoba Corporation and its team of consultants to conduct the Go Local Program Step 2 technical analysis. At the same time, the City Council approved setting aside 50,000 to hire a Public Outreach firm to support Santa Ana's Go Local planning and development activities. Due to the interconnection between the fixed guideway project and the planned SARTC expansion and Santa Ana Boulevard grade separation project, as well as the Station District project, the public outreach team will be asked to develop a program which improves community understanding and solicits community feedback on the City's overall transit vision which also encompasses initiatives such as the Station District and the new Transit Zoning Code. This outreach effort would be coordinated internally between Public Works, Community Development and Planning and Building agencies with assistance from the OCTA Public Affairs Department. Among other things, the public outreach program will clearly communicate anticipated community benefits, potential community impacts, and possible economic development opportunities associated with these various projects. Given the magnitude and complexity of these 25G-1 Consultant Selection Public Outreach January 4, 2010 Page 2 of 2 projects; it is imperative that a skilled team of professionals conduct a comprehensive public outreach campaign see Exhibit A, Scope of Work). Staff interviewed each of the outreach firms that originally proposed as a team member on the Go Local project. It was determined that Consensus Inc. is best suited to help the City meet its public outreach objectives. Consensus Inc. is a leading strategic communications firm in Southern California with a keen understanding of how community relations, media strategy and political outreach work seamlessly together to deliver results for clients. Consensus Inc. specializes in communicating complex and controversial information to communities, public officials and the media see Exhibit B, Qualifications). Led by a team of multicultural professionals with a broad range of experience in local, state, and federal government, community relations, media strategy and public relations, Consensus Inc. brings unique insight to the communication challenges marked by emerging polarization among business, government and members of the public. Consensus Inc.'s proposed project manager, George Gonzalez, is fluent in Spanish and is familiar with the community as he helped Santa Ana coordinate a successful 2000 Census. The principal in charge will be Jennifer Labrado. She has been involved with projects such as the Anaheim Fixed Guideway Project, Irvine's i-Shuttle, the California High Speed Train, the Metro Gold Line Foothill Extension and The Boulevards at South Bay. Staff recommends that Council award an agreement to Consensus Inc., who originally was part of the David Evans and Associates project team that proposed on the Go Local Program Step 2 technical analysis, to conduct the public outreach program based upon their related experience, key personnel and project team see Exhibit C, Agreement). ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funds are available in the Measure M Street Construction Fund account no. 3217661-66220, project 09-2505). APPROVED AS TO FUNDS AND ACCOUNTS: Raul Godinez I Francisco Gutierrez Executive Dire r Executive Director Public Works A ncy Finance Management Services Agency 25G-2 SANTA ANA TRANSIT PROGRAM PUBLIC OUTREACH I.INTRODUCTION The City of Santa Ana requires the assistance of a Consultant with excellent experience in preparing and executing public outreach programs for complex transit studies. The Consultant must have in-depth knowledge of CEQA/NEPA requirements for public participation; familiarity with local leaders, issues, and neighborhoods; understanding of economic development issues and opportunities; and appreciation for the intricate relationship between land use and transportation. The public outreach program shall communicate fixed guideway study information to the public in order to gain community understanding and solicit community feedback. Among other things, the public outreach campaign should clearly communicate anticipated community benefits, potential community impacts, and possible economic development opportunities associated with the Santa Ana Fixed Guideway project. II.PROJECT BACKGROUND The Santa Ana Fixed Guideway Project will serve as local connector to regional and national rail, bus, and airport transportation services provided at the Santa Ana Regional Transportation Center (SARTC). It will also serve as a local circulator in the downtown/government center area, the Station District and several other Santa Ana neighborhoods. The desired attributes of the Santa Ana Fixed Guideway system are: 1. Stimulate land development and economic activity 2. Integrate well with the surrounding community 3. Provide connectivity between regional rail and bus services at SARTC and major destinations 4. Ensure that passenger safety and security are adequately addressed 5. Use clean energy 6. Be attractive, comfortable, friendly, accessible and easy to maintain 7. Integrate well with bicycle and pedestrian activity 8. Provide acost-effective system 9. Meet future mobility needs 10. Maximize use of existing right-of-way 11. Engage with business and activity centers along the line 12. Minimize construction impacts III. SCOPE OF WORK Task 1 -Develop messaging which effectively communicates the linkages among: Santa Ana Fixed Guideway Project SARTC Master Plan 1 EXHIBIT A 25G-3 SANTA ANA TRANSIT PROGRAM PUBLIC OUTREACH Santa Ana Boulevard grade separation Station District New Transit Zoning Code Task 2 Pre are "canned" resentation for Cit leaders and staff to share with: Neighborhoods Business and professional groups Stakeholders Task 3 -Provide support for community meetings includinq• Meeting facilitation Preparation of meeting notices and agendas Review and refinement of presentation materials Preparation and distribution of meeting summaries with action items Task 4 -Attend technical team meetings as requested: Bi-weekly Fixed Guideway Project status meetings Monthly Fixed Guideway Project Development Team meetings Station District team meetings Other meetings to be determined Task 5 -Provide timely written updates to Santa Ana's: Public Works Agency Community Development Agency Planning and Building Agency Others, as requested Task 6 -Assist with CEQA/NEPA public meetings includinq• Scoping meeting(s) Public hearing(s) While carrying out each of the above activities, the Consultant shall gain prior approval from the Fixed Guideway project manager and/or transit program manager for all materials to be presented and distributed to the public In addition, the Consultant shall create and maintain a meeting environment that: Stimulates discussion Encourages everyone to express an opinion Discourages personal attacks Prevents any individual or group from dominating the meeting Finally, the Consultant shall present immediate feedback to the Fixed Guideway project manager and/or Transit program manager when highly controversial issues arise or negatively charged meetings occur. z 25G-4 receiv€; ar.put from st~akehxalders about the scrape of the env<rorarnesEtal review prot:ess. 1~1ora ttaan 1~g stakeholders attended tha_ meetings, consisting of a hybrid open boat€s~:lpresent~tirn fcarmat. Try nofif}r the pt~kal€c caP thy; mt~etings,. Consensus tnc. n~xiied ~,5Jg bilingual notices to stakeholders. placed paid advertisings in 11 Moral publications and asked focal corric€or cities icr distribute irtforrt~atinn to their residents. In addition. Consensus tnc. worked with the technical team to design a presentation that was bath thorough arrd easy-tcr•understand. n the I'~all of 2t1tJ8, Consensus lnc_ fxctlitated Design Workshops with staff frurn each individual corridor city to provide staff an overviev+r of the alignments through their city and t4 obtain feedback on potent[xl impxc#s. Consensus tnr_ is currently working closely with the secti~xn"s tecttraical tea€n to once again engage both the corridor cities and interPSted stakeholders to cpnartaunic~te the details of the Alternatives Anatysis. rlJhile directly supposing the project`s outreach as is required by CE~tA and NEPA, Consensus inc. conducts general outreach within the CCarridrar area, €~s well as in the Southern Califomia region given the large-scale scope of high-speed rail, ~;onsensus Inn. identifies and pricrifizes community argxnizations that will have the most interest in the protect, as well as high-level stakeholders with Interested ccanstitue~ncies. resulting in mere than 11t1 groups and elected c;fficials receiving tariefirags on the project since 2>:fJ7. In addition, Consensus Inc. conducts extensive outreach throughout Southern California to inform stakeholders about bath the local.. rojer~t corridor anti statewide sy°sterro. Hy targeting comn7ura;ty- centric events, Consensus lnc. has engaged more than ~t,tlf?Ct sfakeholders ir=E conversations about tt~e prra~ect sin~,e ~t~~7 and, as s~ result, signed up more than StJ~ indlviduxis to the project's mailing ist and collect~;cf~rraore i°a°an 5tl video te5tirncan;girls about'he project. The sur;cessful media relations strategy crafted by Consensus lnc. resulted in an abundant;e of stories in print, tetevisi€~n, radio: ~~nd online rt~edittnas - including a front-page graphic and subsequent Page 3 texture story by the Jrange County register. 1 he California FCigh-Speed nail system is also a popular topic in the blogosphere. which Consensus inn:, rnonitcrs ~~~eekty. along Lwifh such social mediums as l~acehocrk, Pu9ySlaaUe, and Twitter. 25G-10 1 I~c~t~tlc tr€vc~la~enaent t~'roe~rarn fc€r fhe ,Ar€at€een€ Fixed-~tlideway 7'r~€nsit ~;ur~'idor Study, Lacat Sft~~dy and ,~naheir€~ '7ransiP ~~faster i'!!J Consensus Irc. is c;urrerltly engaged as the outreach sub-consultar•:.t tivith the PEAS&J technical tears for the Anaheim Fixed-Guides~vay Transit Corridpr Study. As part of the ~o LtacK.l Progrars, the City of Anaheirra was selecteft by iMe grange County Transporkation Au#hority i4C~C'T`A} to advance the study of a frxed-guideway systems hrough the environmental study process and to complete r.,onr..eptual engineering and design far the prt~jert. ~rhe Anaheim F'ixed- uideway project is envisioned to operate as a high-capacl#y system, providing convenient and efticien# Transfers to ~y'tetrolink, Amtrak, bus Rapid Transit ~BRT), local bus, and future high-speed twain services r;onnecting at ARTIC. This connection vril! link C7range Counhy's '"backbone" Pie#rolink commuter rail sys#em fv the City of Anaheim's major employnaen# and activity centers in the Platinum Triangle and The Anaheim Resort Consensus Inc. is charged s+vith leading the outreach efforts on behalf of the city. The puBlic outreach strategy is designed to educate stakeholders, elected officials, and ether target audiences and ensure maximum public input throughout the study. t7utreaoh activities inctude implementing public workshops and open houses at kev pr~jec:# rrailestones, including early s~coping, scoping and the release cnf the f~rafi ~nviranmental impact Report {pE1R)IQra#t Environenta3 Impact Ste#ement i;DFIS}. In addition, Consensus tnc. is er:.gaq€ng s#akeholders Irs the er7viron?~nental process by conducting irforr>~atirnas= briefrngs and presentations to key comrnunitj%graups. Cvnsenst;s inc. developed comprehensive put:,ltc information materials for the proem, including projecf fact sheet, web site, e-mail blasts and newsletter to better inform the public about the prc€jert's Purpose and 1Veed, alternatives under consideration and key project milestones. Alf outreach performed c#t€rinct the Public I€?valvemen# Prat~rarti is designed to comply with all EII=? DES rerauiren~enis. includ>ng environmental justice outreach, Cc>nsens~;~_~ Inr.. uses also iavoived sn Phase t of the project, which inclu i r~•enfiing a targeted public involvement program to devAt«p a "frar~sit dvtastc;r Plars In affilatiart with C7CTA's Go Lc€c:al I 25G-11 onsensuslnc. Irteru+.t. tnrEn,~,;ti, lrr~lir~rce~. Prograrrr, The Transit rv9aster Plan strived to mee# the City's current and futs~re mobility neeris, with ~,ar~sidera#ioi, fc~r ho~~~ commuters, including residents, workers, and visitors travel - tia~hile simultaneously exploring new modes of #ransperta#ion fhat ;gill enhance their ability To get places safely and efficiency. fey outreach activities in Phase 'i included: identifying and briefing key Anaheim business leaders, fdrmulating the strategy and implementats'on of an open house, and developing and facilitating t'wo key Stakeholder "Workshops ~,vhich brought important business and community leaders to tho table to discuss their vision for Transit wrthln the city and solEcrted them feedback an the ~nit~al transrt concepts. fJutreach ~~aas also conducted at both Metrolink train statirans, resulting in more than 74th surveys being distributed and h~3ndreds of people engaged and educated on the Transit fvtaster Plan. Tfae survey results were used to help determine the preferences .and needs of riders and :vii! contribute to the alternative development for the Go Loral Program. to addition, Consensus Inc. worked in collaboration with the City's puts#ic information office #o develop wsb appropriate; information on the study, complete uvith an interactive online survey for interested staketOO€ders. Awarer:.ess cf This option r~ras also publicized through the development and distribution of a press re=ease to both 'the C3range County Kegis#er and the t~va local community newspapers. Tetlra Tech, Ir~c. The Boulevards of South Bay (Former Cal Con?pacd Laridfrll): Carson, CA Community Relafians Etfarts for Sifs F7estoretitrn of Former Cal Compacf Lanc+~Jt Consensus Inc. was engaged in early 26©8 to conduct community relations for si#e restoration cf The 8culevards at South Say, a t.57- acre proposed mixed-use development in Carson, CA. 8ehveen tg~g and 1565 the property was a mt;nicipal landfill site, and in recent years elevated levels of chemicals of concern were found in I the landfill and yraundwater. The ss#e is dc~cated between the i-;;05 and a residential co~nrrunity Chat consists of three moh~le esta#e parks and numerous single-#amily homes. 25G-12 AGREEMENT FOR PROVISION OF PUBLIC OUTREACH SERVICES THIS AGREEMENT, made and entered into this 4th day of January, 2010 by and between Consensus, Inc., a California corporation (hereinafter "Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (hereinafter "City"). RECITALS A. The City desires to retain a consultant having special skill and knowledge in the field of public outreach, to update the public regarding Santa Ana's proposed development of a Fixed Guideway System. B. Consultant represents that Consultant is able and willing to provide such services to the City. C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1.SCOPE OF SERVICES Consultant shall perform public outreach services to gain community understanding and solicit community feedback regarding the proposed Fixed Guideway System. Among other things, the public outreach campaign will communicate anticipated community benefits,potential community impacts, and possible economic development opportunities associated with the Santa Ana Fixed Guideway project (Exhibitl). 2.DELIVERY OF WORK PRODUCT -OWNERSHIP Consultant warrants and represents that it has the absolute right to enter into and performthisAgreementandwillperformitsobligationshereunderinaccordancewithstandardsand practices prevailing in the industry. Consultant's contribution to the Project, including works to be produced by Consultant hereunder, will not infringe or misappropriate the proprietary or personal rights of any third person or party. Consultant shall deliver to City any work productwhichresultsfromtheservicesprovided. Said work product shall be submitted in hard copy and produced in a form compatible with City's information systems, as agreed between the ProjectManagerandConsultant. EXHIBIT C 25~-16 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 priorwrittenconsentoftheCityandanysuchassignment, transfer, delegation or subcontract withouttheCity's prior written consent shall be considered null and void. Nothing in this AgreementshallbeconstruedtolimittheCity's ability to have any ofthe services which are the subject tothisAgreementperformedbyCitypersonnelorbyotherconsultantsretainedbyCity. 13.TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice oftermination. In such event, Consultant shall be entitled to receive and the City shall pay ConsultantcompensationforallservicesperformedbyConsultantpriortoreceiptofsuchnoticeoftermination,subject to the following conditions: a. As a condition of such payment, the Executive Director may require Consultant to delivertotheCityallworkproductcompletedasofsuchdate, and in such case such work product shall bethepropertyoftheCityunlessprohibitedbylaw, and Consultant consents to the City's use thereofforsuchpurposesastheCitydeemsappropriate. However, any use of unfinished work productshallbeatCity's sole risk. b. Payment need not be made for work which fails to meet the standard ofperformancespecifiedintheRecitalsofthisAgreement. 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 prohibitedbyapplicablelaw, in the recruitment, selection, training, utilization, promotion, termination orotheremploymentrelatedactivities. Consultant affirms that it is an equal opportunity employerandshallcomplywithallapplicablefederal, state and local laws and regulations. 15.JURISDICTION -VENUE This Agreement and all questions relating to its validity, interpretation, performance, andenforcementshallbegovernmentandconstruedinaccordancewiththelawsoftheStateofCalifornia. This Agreement has been executed and delivered in the State of California and thevalidity, interpretation, performance, and enforcement of any of the clauses of this AgreementshallbedeterminedandgovernedbythelawsoftheStateofCalifornia. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that maybebroughtorariseoutof, in connection with or by reason of this Agreement. 6 25G-21 EXHIBIT 1 SANTA ANA FIXED TRANSIT PROGRAM PUBLIC OUTREACH I.INTRODUCTION The public outreach program shall communicate fixed guideway study information to the public in order to gain community understanding and solicit community feedback. Among other things, the public outreach campaign should clearly communicate anticipated community benefits, potential community impacts, and possible economic development opportunities associated with the Santa Ana Fixed Guideway project. II.PROJECT BACKGROUND The Santa Ana Fixed Guideway Project will serve as local connector to regional and national rail, bus, and airport transportation services provided at the Santa Ana Regional Transportation Center SARTC). It will also serve as a local circulator in the downtown/government center area, the Station District and several other Santa Ana neighborhoods. The desired attributes of the Santa Ana Fixed Guideway system are: 1. Stimulate land development and economic activity 2. Integrate well with the surrounding community 3. Provide connectivity between regional rail and bus services at SARTC and major destinations 4. Ensure that passenger safety and security are adequately addressed 5. Use clean energy 6. Be attractive, comfortable, friendly, accessible and easy to maintain 7. Integrate well with bicycle and pedestrian activity 8. Provide acost-effective system 9. Meet future mobility needs 10. Maximize use of existing right-of-way 11. Engage with business and activity centers along the line 12. Minimize construction impacts III. SCOPE OF WORK Task 1 -Develop messaging which effectively communicates the linkages among: Santa Ana Fixed Guideway Project SARTC Master Plan Santa Ana Boulevard grade separation Station District New Transit Zoning Code Task 2 Prepare "canned" presentation for City leaders and staff to share with Neighborhoods Business and professional groups Stakeholders 8 25G-23 Task 3 -Provide support for community meetings includinq• Meeting facilitation Preparation of meeting notices and agendas Review and refinement of presentation materials Preparation and distribution of meeting summaries with action items Task 4 -Attend technical team meetings as reguested• Bi-weekly Fixed Guideway Project status meetings Monthly Fixed Guideway Project Development Team meetingsStationDistrictteammeetings Other meetings to be determined Task 5 -Provide timely written updates to Santa Ana's• Public Works Agency Community Development Agency Planning and Building Agency Others, as requested Task 6 -Assist with CEQA/NEPA public meetings includinq• Scoping meeting(s) Public hearing(s) While carrying out each of the above activities, the Consultant shall gain prior approval from the FixedGuidewayprojectmanagerand/or transit program manager for all materials to be presented anddistributedtothepublic In addition, the Consultant shall create and maintain a meeting environment that:Stimulates discussion Encourages everyone to express an opinion Discourages personal attacks Prevents any individual or group from dominating the meeting Finally, the Consultant shall present immediate feedback to the Fixed Guideway project manager and/orTransitprogrammanagerwhenhighlycontroversialissuesariseornegativelychargedmeetingsoccur. IV. GENERAL REQUIREMENTS A. The Consultant shall carry out the instructions received from the City of Santa Ana and shallcooperatewiththeCityandotherinvolvedagencies. B. The documents furnished under the Agreement shall be of a quality acceptable to the City ofSantaAna. The criteria for acceptance shall be a product of neat appearance, well organized,technically and grammatically correct, checked, and dated and having the maker and checkeridentified. The minimum standard of appearance, organization and content of the documentsshallbethatofsimilartypesproducedbytheCityandsetforthinrelatedCityofSantaAnaandotherinvolvedagencies' manuals. The Consultant shall modify its work as necessary to meetthelevelofacceptabilitydefinedbythecriteriaabove. C. The Consultant's work will be subject to inspections by representatives of the City of Santa Anaandotherinvolvedagencies. 9 25G-24 Consensus I nteract. In novate. 1 nfl u ence. DRAFT SCOPE OF WORK CITY OF SANTA ANA STRATEGIC COMMUNICATIONS AND OUTREACH SERVICES TIMING:.JANUARY -MARCH, 2010 Submitted: December 11, 2009 Revised: December 28, 2009 INTRODUCTION Consensus Inc. is pleased to prepare this scope of work for the City of Santa Ana for strategic communications and outreach services for the Santa Ana station district, fixed-guideway and 48-parcel redevelopment projects. Since 1986, Consensus has successfully engaged the public, building grassroots community support for complex projects in the transportation, environmental, public facilities and real estate industries. Our communication programs are strategically designed to allow for wide participation while reducing conflict and confusion. Given the history of contention with some elements of this combined project, it's even more important to design an effort that: Communicates proactively with stakeholders the project's objectives, purpose and need, alternatives and the importance of public participation Engages abroad-based group of stakeholders in the process, including communities that have been historically disengaged due to language or cultural barriers Solicits usable feedback from stakeholders that results in an understanding of where there is support and opposition for certain alternatives and elements under evaluation and what types of measures might be implemented to mitigate concerns Implements a legally defensible public involvement program that meets the guidelines set out by the California Environmental Quality Act/National Environmental Policy Act This initial proposal encompasses athree-month effort to establish a comprehensive branding and communications infrastructure designed to properly position the project in the public's eye -promoting a greater understanding of the overall redevelopment goals of the City and the current efforts underway. Attention will be paid to crafting visuals and messages that resonate with the public, increasing the effectiveness of the City's communications effort while meeting public involvement program goals. A media relations component will help strengthen the credibility of the City and project developers, promoting an interest in a cooperative and open relationship with the press and the public it serves. Following is a list of activities proposed for this initial effort: Project Brand i Consensus will, in concert with the City of Santa Ana, design a logo and visual identity for the project. This visual identity will be communicated across all printed documents, including newsletters, fact sheets, scoping and presentation materials, and to the extent possible, the project Web site. If appropriate, a tagline will be developed to help strengthen the public's understanding of the project and its brand qualities. Brand Research Consensus will conduct an informal focus group or five to seven key stakeholder interviews to solicit information helpful for shaping the project's brand. It's important to hear directly from stakeholders their concerns and impressions from previous redevelopment efforts, and solicit initial feedback on a shortlist of concepts. If possible, we will engage stakeholders in community meetings or workshops scheduled for other purposes in order to conserve budget. o~7s ncur Irlc. I?744 Sr:y~~=vx Grcle, Suite IBC Irwne CA 926?4 9<?9 252.1~E`~ nv~~ consensusinc Cnill E~~~26 Develop Themes and Messages In conjunction with the City of Santa Ana, Consensus will develop themes and messages that will shape all communications with identified audiences. The messages will highlight the long term economic, transportation and cultural benefits of the project. Messages will be refined throughout the project in response to emerging community issues and project milestones. Stakeholder Database Consensus Inc. will develop the initial database of key community and business organizations and leaders. The database will include elected officials, neighborhood associations, local organizations and institutions, community centers, schools, and employment centers. The database will be used to communicate with stakeholders for the life of the project and will be carefully categorized to allow for tailored communications to specific stakeholder groups. Project Hotline An "800" telephone hotline number will be set up for the project. The recorded message will direct callers to various options such as asking a question, leaving a comment, more information about the public hearings or being added to the mailing list. All communications will be logged and those voicemail messages indicating support for the project will be saved electronically as audio files, and used to demonstrate support to decision- makers. Project E-mail An a-mail account will be established and managed by Consensus Inc. The a-mails received will be logged and summarized before being forwarded to the City of Santa Ana on a weekly basis. If there are any a-mails received that require special attention, they will be forwarded immediately. Project Fact Sheet Consensus will develop a bilingual (English/Spanish), graphically pleasing fact sheet that showcases the City's vision of the transportation, economic development, and regional interconnectivity as a result of the project. The fact sheet will include a support card that can be used to add project supporters and others to the project communications database. Web site Consensus will provide recommendations to the City of Santa Ana for creating a standalone project Web site to properly highlight the project brand and messaging. The site will include interactive components that can further engage potential supporters and stakeholders. A section for people to sign up to receive project updates will be added. The Web site will be a virtual home to all public documents, including the fact sheet, frequently asked questions, newsletter and public meeting documents. Newsletter Consensus will work with the City of Santa Ana to develop afull-color newsletter that will be mailed to the project database and also distributed at the scoping meetings. The newsletter would include more thorough background information on the project and all of its components, giving a clear picture of the City's current planning efforts and the benefits to the public for such a comprehensive effort.i Team Meetings Consensus will coordinate with the project team, participate in team meetings and strategy discussions in person or on conference calls, prepare for milestones, and report on communications and outreach matters. Consensus has included in this scope of work attendance at one monthly project development team (PDT) meeting from January through March, and two bi-weekly technical team meetings every other Wednesday during the month of January. Consensus has also planned for three additional team meetings on such topics as station design. 25G-27 Community Meetings /Community Presentations Consensus is prepared to assist the City of Santa Ana in staffing and providing logistical support for the two project communitywide meetings that will serve as listening sessions, allowing stakeholders the opportunity to listen to and provide feedback on project. Consensus recommends that two communitywide meetings be held as well as one business community specific meeting. Scoping Meeting Consensus will assist the City of Santa Ana is staffing the CEQA/NEPA required scoping meetings for the project. Consensus Inc. will develop and send meeting notices, advertise the meeting through local newspapers (Orange County Register, Miniondas, Excelsior), create materials (welcome/agenda, comment sheets, speaker cards, etc.), and then set up and help facilitate meetings. Public Notices Consensus Inc. will prepare and mail meeting/scoping/public hearing notices that will then be mailed to community stakeholders, as well as draft legal and reminder advertisements to notice each meeting in newspapers. Consensus Inc. will mail the Notice of Preparation/Notice of Availability to responsible public agencies for their review and comments. PROPOSED BUDGET Consensus has outlined a detailed budget for the enclosed scope of work. Thank you for your consideration, and we took forward to the prospect of working with you on this exciting project. Strategic Communications and Outreach Services Team meetings 7,025 o Monthly PDT (Jan. -March) o Technical team (two) o Up to three other team meetings Public meetings/open houses 5,425 o Two Station District/Fixed Guideway open houses o One fixed-guideway meeting for the business community o One fixed-guideway meeting for the general public Brand development 3,545 o Logo, tagline, visual identity package o Includes one team meeting Brand research 3,500 o Focus group of key stakeholders or 5-7 stakeholder interviews Project Hotline, E-mail Account 765 Stakeholder Database 2,000 Fact Sheet 1,910 Newsletter 5,585 Web site 2,700 o Includes two meetings with Consensus Account Manager Messaging 1,040 Public relations 6,000 o Press releases (two), op/ed (one), o Media relations o Reputation management consulting Scoping meetings 2,010 o Two scoping meetings -March/April o Budget includes guidance and attendance/assist with facilitation Scoping materials 815 o Sign-in sheets, name badges, comment cards, directional signs o Input on board development 25G-28