HomeMy WebLinkAbout07.B- City Manager RESOLUTION (ID # 3753) DOC ID: 3753 C
CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION
Agreement/Contract
From: Allen Parker M/CC Meeting Date: 03/16/2015
Prepared by: Allen Parker, (909) 384-
5122
Dept: City Manager Ward(s): All
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing
the Execution of a Professional Services Agreement with Tripepi Smith & Associates
for Management of the City's Communications Needs. (#3753)
Current Business Registration Certificate: No
Financial Impact:
$105,000 for the period April 1, 2015 to March 31, 2016 and $110,000 for the period
April 1, 2016 to March 31, 2017
Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
Based on the fact that the cost of a single full-time Public Information Officer (PIO) staff
person, including benefits, would cost the City approximately the same annually as
contracting with for a qualified firm which offers a team of experts for the same dollars
(see attached listing of full-time PTO's), staff requested authorization to send out a
Request for Qualifications.
On August 4, 2014, the MCC approved the City Manager's request.
Background:
On October 8, 2014, the City Manager's Office issued a Request for Qualifications
(RFQ) for Public Relations and Communications Services, with a closing date of
October 20, 2014. In addition to requesting qualifications, the RFQ requested each firm
to submit a work program along with associated costs for two (2) years. The RFQ was
sent to interested public relations and communications firms in the region and posted on
the City's website. The selected firm would be under the direction of the City Manager.
Proposals
The City Manager's Office received a total of eight (8) responses to the RFQ. The
proposals were initially reviewed by the City Manager's Office, and seven (7) were
reviewed by a panel who conducted interviews on December 9, 2014, and December
., 16, 2014, with the various firms listed below. The anel consisted of the City Manager,
p Y er 9
11 .- — „„ „ , , Par_kat Pn_AA2
7.B
3753
Deputy City Manager Bill Manis, Parks and Recreation Director Mickey Valdivia, and
Director of Executive Affairs for Cal State University San Bernardino, Pamela Langford.
The RFQ responses and their respective two-year proposals dollar amounts are
attached.
The criteria used to evaluate the proposals were:
1. Understanding of the RFQ requirements;
2. Firm's experience and ability to perform;
3. Overall cost to the City;
4. Firm's ability to recognize the City's largest public relations challenges and
opportunities;
5. Firm's experience in working with government agencies;
6. Client support and the City's ability to work directly with the firm's
executive team; and
7. Firm's ability to incorporate social media.
The interview panel unanimously agreed that Westbound Communications, Inc. and
Tripepi Smith & Associates were the two best qualified firms. Subsequently,
Westbound Communications withdrew their proposal; and we are recommending the
retention of Tripepi Smith & Associates.
Please note that in negotiations with Tripepi Smith & Associates, their two-year
proposal was reduced from $250,000 to $215,000.
City Attorney Review:
Supporting Documents:
Tripepi Resolution (DOC)
agrmt 3753 (PDF)
Public Information Officer salaries(DOCX)
RFQ RESPONSES (PDF)
Exhibit A - Agreement (DOCX)
.,.,,--- - Packet Pq.493
..•. 1 RESOLUTION NO.
2
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
3 BERNARDINO AUTHORIZING THE EXECUTION OF A PROFESSIONAL
4 SERVICES AGREEMENT WITH TRIPEPI SMITH & ASSOCIATES FOR
MANAGEMENT OF THE CITY'S COMMUNICATIONS NEEDS _
5 N
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
6 SAN BERNARDINO AS FOLLOWS: N
7 a
SECTION 1. The City Manager is hereby authorized to execute a Professional =
8 E
Services Agreement between the City of San Bernardino and Tripepi Smith & Associates, N
9 Q
lo attached hereto as Exhibit"A" and incorporated herein.
11 SECTION 2. The Director of Finance, or designee, is hereby authorized to issue two a
12 Purchase Orders for Tripepi Smith& Associates in the amounts of$105,000 for the period
13
April 1, 2015 to March 31, 2016 and $110,000 for the period April 1, 2016 to March 31, 2017, o
14 V
15 respectively.
m
16
m
17
M
LO
18
19 /// O
20 /// N
a�
21
d
Q.
22
r
23
E
24 t
25
26
27
28
1
Packet Pa:Z4
MR
1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE EXECUTION OF A PROFESSIONAL
2 SERVICES AGREEMENT WITH TRIPEPI SMITH & ASSOCIATES FOR
3 MANAGEMENT OF THE CITY'S COMMUNICATIONS NEEDS
4
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
5 N
d
r
6 Common Council of the City of San Bernardino at a meeting thereof, held on Z
7 the day of , 2015,by the following vote, to wit: <
8 Council Members: AYES NAYS ABSTAIN ABSENT
co
9 Q
MARQUEZ a
10 L
I-
11 BARRIOS N
0
12 VALDIVIA c
v
13 SHORETT 0
E
E
14 NICKEL v
L
15
JOHNSON
16
Cr
17 MULVIHILL
LO
M
18
ti
M
19 Georgeann Hanna, City Clerk o
.2
2o The foregoing Resolution is hereby approved this day of 12015. o
a�
21
.Q
m
22
R. Carey Davis, Mayor
23 City of San Bernardino
Approved as to form: E
24 Gary D. Saenz, City Attorney
25 Q
26
By:
27
28
2
Packet Pa_495
AO""' PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF SAN
BERNARDINO AND TRIPEPI SMITH & ASSOCIATES FOR MANAGEMENT OF THE
CITY'S COMMUNICATIONS NEEDS
This Vendor Services Agreement is entered into this 16th day of March,2015,
by and between Tripepi Smith & Associates ("VENDOR") and the City of San Bernardino
("CITY" or"San Bernardino").
a�
r
WITNESSETH:
0
N
WHEREAS, the Mayor and Common Council has determined that it is advantageous a
and in the best interest of the CITY to contract for Management of the City's communications 06
needs; and E
Cn
WHEREAS, the City of San Bernardino did solicit and accept quotes from available
vendors for management of the City's communication needs; and,
WHEREAS,VENDOR is the lowest and best bidder to provide said services to CITY; _
0
NOW, THEREFORE,the parties hereto agree as follows:
1. SCOPE OF SERVICES. E
E
For the remuneration stipulated, San Bernardino hereby engages the services of 0
VENDOR to provide those products and services as set forth on Exhibit"A,"attached hereto and L-
0
incorporated herein. N
Cra�
0
2. COMPENSATION AND EXPENSES.
a. For the services delineated above, the CITY, upon presentation of an invoice, shall
pay the VENDOR up to the amount of$105,000.00 for the period of April 1, 2015 to ti
March 31, 2016 and$110,000.00 for the period of April 1, 2016 to March 31,2017.
b. No other expenditures made by VENDOR shall be reimbursed by CITY.
Ln
M
r
3. TERM; TERMINATION. E
The term of this Agreement shall be for a period from April;1,2015 to March 31, 2017. C
This Agreement may be terminated at any time by thirty (30) days' written notice by �j
either party. The terms of this Agreement shall remain in force unless mutually amended. The E
duration of this Agreement may be extended with the written consent of both parties.
0
4. INDEMNITY. a
Vendor agrees to and shall indemnify and hold the City, its elected officials, employees,
agents or representatives, free and harmless from all claims, actions, damages and liabilities of
any kind and nature arising from bodily injury, including death, or property damage, based or
asserted upon any actual or alleged act or omission of Vendor, its employees, agents, or
Packet;Pq.496
subcontractors, relating to or in any way connected with the accomplishment of the work or
performance of services under this Agreement, unless the bodily injury or property damage was
actually caused by the sole negligence of the City, its elected officials, employees, agents or
representatives. As part of the foregoing indemnity, Vendor agrees to protect and defend at its
own expense, including attorney's fees, the City, its elected officials, employees, agents or
representatives from any and all legal actions based upon such actual or alleged acts or
omissions. Vendor hereby waives any and all rights to any types of express or implied
indemnity against the City, its elected officials, employees, agents or representatives, with
respect to third party claims against the Vendor relating to or in any way connected with the a
accomplishment of the work or performance of services under this Agreement.
0
N
N
5. INSURANCE. a
While not restricting or limiting the foregoing, during the term of this Agreement, 06
VENDOR shall maintain in effect policies of comprehensive public, general and automobile
liability insurance, in the amount of$1,000,000.00 combined single limit, and statutory worker's Cn
compensation coverage, and shall file copies of said policies with the CITY's Risk Manager
prior to undertaking any work under this Agreement. CITY shall be set forth as an additional
named insured in each policy of insurance provided hereunder. The Certificate of Insurance ~
furnished to the CITY shall require the insurer to notify CITY at least 30 days prior to any =
change in or termination of the policy. °
6. NON-DISCRIMINATION.
In the performance of this Agreement and in the hiring and recruitment of employees, E
VENDOR shall not engage in, nor permit its officers, employees or agents to engage in,
discrimination in employment of persons because of their race, religion, color, national origin, 0
ancestry, age, mental or physical disability, medical condition, marital status, sexual gender or N
sexual orientation, or any other status protected by law. a
d
7. INDEPENDENT CONTRACTOR.
VENDOR shall perform work tasks provided by this Agreement, but for all intents and ti
purposes VENDOR shall be an independent contractor and not an agent or employee of the
CITY. VENDOR shall secure, at its expense, and be responsible for any and all payment of LO
Income Tax, Social Security, State Disability Insurance Compensation, Unemployment M
Compensation, and other payroll deductions for VENDOR and its officers, agents, and E
employees, and all business license, if any are required, in connection with the services to be
performed hereunder.
d
E
8. BUSINESS REGISTRATION CERTIFICATE AND OTHER REQUIREMENTS.
VENDOR warrants that it possesses or shall obtain prior to execution of this Agreement,
and maintain a business registration certificate pursuant to Chapter 5 of the Municipal Code, and Q
any other licenses, permits, qualifications, insurance and approval of whatever nature that are
legally required of VENDOR to practice its business or profession.
z
Packet N6.497
9. NOTICES.
Any notices to be given pursuant to this Agreement shall be deposited with the United
States Postal Service,postage prepaid and addressed as follows:
TO THE CITY: TO THE VENDOR:
Allen Parker, City Manager Tripepi Smith&Associates
300 North"D" Street P.O. Box 52152 a
San Bernardino, CA 92418 Irvine, CA 92619
Telephone: (909) 384-5122 °
N
N
Q
10. ATTORNEYS' FEES
In the event that litigation is brought by any party in connection with this Agreement,the
prevailing party shall be entitled to recover from the opposing party all costs and expenses, cn
including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any of its
rights or remedies hereunder or the enforcement of any of the terms, conditions or provisions �-
hereof. The costs, salary and expenses of the City Attorney and members of his office in
enforcing this Agreement on behalf of the CITY shall be considered as "attorneys' fees" for the
purposes of this paragraph. °
ca
11. ASSIGNMENT.
VENDOR shall not voluntarily or by operation of law assign, transfer, sublet or E
encumber all or any part of the VENDOR's interest in this Agreement without CITY's prior 0
written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void o
and shall constitute a breach of this Agreement and cause for the termination of this Agreement. y
Regardless of CITY's consent, no subletting or assignment shall release VENDOR of
VENDOR's obligation to perform all other obligations to be performed by VENDOR hereunder
for the term of this Agreement.
M
to
ti
12. VENUE.
The parties hereto agree that all actions or proceedings arising in connection with this
LO
Agreement shall be tried and litigated either in the State courts located in the County of San M
Bernardino, State of California or the U.S. District Court for the Central District of California, E
Riverside Division. The aforementioned choice of venue is intended by the parties to be M
mandatory and not permissive in nature.
as
E
13. GOVERNING LAW.
This Agreement shall be governed by the laws of the State of California.
Q
14. SUCCESSORS AND ASSIGNS.
This Agreement shall be binding on and inure to the benefit of the parties to this
Agreement and their respective heirs, representatives, successors, and assigns.
3
Packet Pg.498
15. HEADINGS.
The subject headings of the sections of this Agreement are included for the purposes of
convenience only and shall not affect the construction or the interpretation of any of its
provisions.
16. SEVERABILITY.
If any provision of this Agreement is determined by a court of competent jurisdiction to
be invalid or unenforceable for any reason, such determination shall not affect the validity or
enforceability of the remaining terns and provisions hereof or of the offending provision in any y
other circumstance, and the remaining provisions of this Agreement shall remain in full force
and effect. °
N
N
Q
17. REMEDIES; WAIVER. 06
All remedies available to either party for one or more breaches by the other party are and
shall be deemed cumulative and may be exercised separately or concurrently without waiver of Cn
any other remedies. The failure of either party to act in the event of a breach of this Agreement
by the other shall not be deemed a waiver of such breach. or a waiver of future breaches, unless
such waiver shall be in writing and signed by the party against whom enforcement is sought.
N
18. ENTIRE AGREEMENT; MODIFICATION. r
This Agreement constitutes the entire agreement and the understanding between the
parties, and supersedes any prior agreements and understandings relating to the subject matter of
this Agreement. This Agreement may be modified or amended only by a written instrument E
executed by all parties to this Agreement. °
U
r
a
a�
Cl)
ti
M
ti
/// w
E
L
HI
E
t
V
Q
4
Packet Pg.499
PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF SAN
BERNARDINO AND TRIPEPI SMITH& ASSOCIATES FOR MANAGEMENT OF THE
CITY'S COMMUNICATIONS NEEDS
IN WITNESS THEREOF, the parties hereto have executed this Agreement on the day
and date set forth below.
N
d
Dated: , 2015 TRIPEPI SMITH& ASSOCIATES
i 0
I o
N
N
Q
By:
t
r
Its: cn
Q
as
Q.
�L
Dated , 2015 CITY OF SAN BERNARDINO
0
ca
By.
Allen Parker, City Manager E
0
v
Approved as to Form: o
w
Gary D. Saenz, City Attorney y
a�
s
a�
By:`"
LO
M
M
LO
ti
M
2
E
L
W
d
E
t
V
Q
5
Packet Pq. wo
7.13.c-
From the Transparent California Website
Public Information Officer
Full Salary(Including Benefits)
2013 0
N
N
Q
06
City Salary
w
E
Cn
Anaheim 139,542
.Q
m
Azusa 110,713
Burbank 135,299 0
Oxnard 92,991
E
Pasadena 143,026 E
0
U
Perris 96,411 �o
N
Redlands 156,518
Cr
Roseville 126,818
CO)
LO
ti
Vacaville 144,763
N
d
West Hollywood 123,985
N
L
d
SB Proposed Annual Contract 110,000
O
_
0
E
L
2
a
a�
E
.c
R
Q
P 0 et';Pg. 501
Public Relations and Communications Services
RFQ Responses — October 2014
Public Relations Firm Proposed Amount
2 Year Period
1 Desmond & Louis, Inc.
Nicole Desmond, CEO $144,000
Yucaipa, CA
0
N
2 The 20/20 Network a
Steve Lambert, Partner/Co-Owner $252,000 06
Upland, CA
E
W
3 DeGrave Communications
Liselle Regueiro DeGrave, Consultant $135,000
Murrieta, CA ~
N
C
4 Allegra Consulting
Suzanne Madison, Principal & Project Mgr None provided
Pasadena, CA
E
0
5 Tripepi Smith & Associates
Ryder Todd Smith, Founder & President 0
PO Box 52152 $250,000 W
Irvine, CA 92619 Cr
6 O'Rorke, Inc.
Abbi Hertz, Senior Acct. Supervisor M
Beverly Hills, CA $136,000 - $207,000 Cn
w
7 Westbound Communications o
Carrie Gilbreth, Project Manager $250,000 w
San Bernardino, CA
d
U.
8 Whitefrog Design, LLC
Y
Matthew Leeds, Owner $430,000
Redlands, CA 92373
(Did not interview based on cost)
a
i
i
Par_ket Pa_ -02
Exhibit A
..- ..
Formatted Font:(Default)Times NeN 3n,
12 pt
d
r
City of San Bernardino v
0
Public Relations and Communications Services Q
for the Office of the City Manager 06
City of San Bernardino E
300 North D Street °
m
a
City Manager—6th Floor i-
Attn:Allen Parker w
c
0
San Bernardino,CA 92418
E
E
0
U
L
0
d
Cr
a)
M
W)
Submitted by Ryder Todd Smith
c
Version 2.0 m
E
d
d
L
Q
t
x
TREPEPI SMITH ASSOCIATES
a�
E
v
M
Q
�, Packet;Pg503 .
7.B.e
Table of Contents
N
d
Cover Letter g f°
U
Staffing 4 N
Approach/Work Plan 6 Q
Communicating about the Bankruptcy Case 6 =
Experience/Work Samples 7 E
Cost/Budget 9 Q
a�
Cost Estimates 9
�L
Rates 10 ,
Estimates for Specific Services it N
c
Capacity 11
0
Facilities 12
Insurance 12
E
Subcontractors 14 0
Nondiscrimination 14 U
0
Local Resources 14 N
References 15
Cr
Evidence of Licensure in State of California 16 °'
Cr
M
ti
M
C
d
E
d
d
L
Q
K
W
E
V
2
W
Q
2
Packet Pg.,-504
Cover Letter
Thank you for this opportunity to propose delivery and execution of public relations and w
communication services for the Office of the City Manager at the City of San Bernardino.
Tripepi Smith is incorporated in the State of California and is licensed to operate in the State. If N
we are selected by the City of San Bernardino,Tripepi Smith will acquire the appropriate Q
business license to conduct business in the City.
t
Tripepi Smith is ready to serve as a partner to help the City of San Bernardino tell its story to E
residents,City staff and the rest of the world. E
4)
Regards, C-
•L
F-
E
Ryder Todd Smith o
Founder&President V
Tripepi Smith and Associates 0
N
d
7
Cr
N
M
LO
ti
M
a+
C
N
E
d
N
L
Q
s
X
U1
c
m
E
U
W
Q
3
Packet Pg. 505
Staffing
Tripepi Smith will staff the following resources to help the City of San Bernardino achieve N
success with its communications:
am
U
Ryder Todd Smith, Ryder leads Tripepi Smith and is the ultimate project owner on all work y
President&Co- handled by the firm.He is the creator of the City Internet Strategies Study Q
Founder and is a frequent speaker on the local government circuit on local 06
government use of the Internet to engage and connect with residents.He s
is a resident of Tustin,CA where he serves on the Planning Commission. 'P
Ryder graduated from Claremont McKenna College with a Bachelor of N
Arts in Politics-Philosophy-Economics and a dual degree in Economics.
a
Ryder's client experience includes with work the following public ~
agencies:City of Livermore,City of Placentia,City of Tustin,City of '
Rancho Santa Margarita,City of Norwalk,City of Duarte,City of La _
Canada Flintridge,Independent Cities Finance Authority JPA,Big o
Independent Cities Excess Pool JPA,and Regional Government Services
U
JPA.
Work for these clients included website development,branding and E
identity creation,ongoing ghost writing,photography,videography, O
messaging,media relations and holistic communication assessments. CL
Ryder has also work with several local government associations to assist m
with their marketing and communication efforts.These entities include, 3
Municipal Management Association of Northern California,Municipal m
Information Systems Association of California,California City
Management Foundation,California Utility Executive Management M
Association,California Contract Cities Association and Association of M
California Cities. �-
c
Karalee Watson, Karalee combines a background in political fieldwork with a goal to °3
Senior Business advance local government policy ideas that positively impact
Analyst communities.This is evidenced in both her work experience and role as a
Planning Commissioner in her home city of Yorba Linda,CA.Karalee Q
keeps herself connected with new ideas through her work as an adjunct Q
professor at California State University,Fullerton where she teaches �_-
public policy and government to undergraduate students. She holds a BA -2
in Political Science and Government and an MA in Political Science from x
California State University,Fullerton. w
c
w
s
U
Q
4
Packet Pg. 506
Jon Barilone, Jon is an expert in social media,online community management and
Senior Business electronic media.His experience includes extensive work in the
Analyst educational and non-profit sectors.Jon received his BA from Claremont
McKenna College in Literature. W
.5
Shannon O'Hare, Shannon is skilled at matching public policy with communication
Business Analyst strategies for local governments. Shannon has executed City Internet Q
Strategy Studies for Tripepi Smith and handled social media support for otf
various Tripepi Smith clients including the California City Management
r
Foundation and the California Utility Executive Management E
Association. Shannon is the account lead on the City of Livermore N_
engagement with Tripepi Smith and was the co-author on the Q
Q
Communications Assessment Tripepi Smith delivered to the City of Q-
Livermore.She is a resident of Pleasanton,CA. Shannon graduated from
the University of California,Santa Cruz with a Bachelor of Arts in '
Politics and a minor in Legal Studies. She went on to earn her Masters in
Public Policy from Rutgers University. O
R
U
Kjerstin Nichter, Kjerstin is experienced in both digital and printed media communications.
Graphic Artist While she has a background in general marketing,her passion is design E
and creativity and using art to convey complex messages in compelling E
ways. 0
U
Satyen Aghor, Satyen is an experienced web designer and developer with particular
Designer& expertise in the WordPress platform.He is responsible for design of many
Developer logos,websites and collateral materials that have been delivered to happy
a
Tripepi Smith clients.
Eric Hood, Eric Hood is an experienced photojournalist with work product that has ,M
Photographer/ appeared in several Southern California publications.His photo skills also M
Videographer translate to his work in videography.Eric holds a BA in Film Production
&Cinematography from California State University,Long Beach
E
m
L
On this engagement,we anticipate the following roles for team members: Q
Q
Account Lead—Ryder Todd Smith ..
.Q
Media Engagement Lead—Karalee Watson x
W
Onsite Resource and Daily Manager—Karalee Watson
m
Additional Support Staff:Kjerstin Nichter,Shannon O'Hare,Eric Hood,and Satyen Aghor. t
R
w
Q
5
Packet Pg. 507
Approach/Work Plan
Since the RFP was let and responded to last year,the situation and scope of desired services has y
changed.There are now three key areas of focus for the City's communications effort:
m
U
1. Work with the Bankruptcy Committee to support all communication efforts related to the N
bankruptcy and the Plan of Adjustment.This includes consideration of audiences such as Q
city residents,creditors,the general public outside the City and City Staff. 06
2. Support communication linkages with an ongoing community strategic planning process
that is taking place. E
N
3. Assist in the initiation of a rebrand of the City that centers on the Plan of Adjustment and Q
pathway forward as laid out by that plan. a
•L
Communicating about the Bankruptcy Case
Throughout all communication plans the City's bankruptcy process looms large.With over two w
_
years of work,so far,the ongoing impact of the process and the final result can and will generate
significant news events.Under the direction of the City Manager,Tripepi Smith first and
foremost would want any messaging on the matter to be guided by legal advice and facts. _
Second,Tripepi Smith's role will be to always think of the opportunity to communicate the facts E
of the case to City residents,City staff and finally creditors(though in all likelihood,the E
0
creditors have their own news sources or attorneys already involved).The key point is that any 0
messaging around the bankruptcy will require significant coordination with the City's legal
counsel.We are sophisticated enough to recognize that the needs of the legal case and
negotiations are primary regarding communications about the bankruptcy process,but Tripepi 3
Cr
Smith will at least provide ideas and make requests regarding messaging that otherwise might a)
never have been considered.
M
LO
I,-
M
r
C
N
E
N
d
L
Q
x
w
a�
E
U
r
a
6
Packet[Pa. 508
Experience/Work Samples
Tripepi Smith specializes in three key areas:marketing,technology and public affairs.The firm's y
clients include a number of non-profit,public and private companies and agencies that are
�
focused in the local government sector. o
U)
The firm was founded in 2001 and is directed by Ryder )
Todd Smith.Ryder has a strong background in technology,
and has applied that background and knowledge to his
passion for communications and local government.Ryder T h
pology
CO
regularly attends regional meetings of local government to Q
stay current on issues affecting cities and to offer his Q
insights on the impact of technologies on communications, F-
particularly in the local government space.He is a frequent
Public Affairs
speaker on local government social media use,digital C
technologies and new concepts in public outreach and
engagement.He has been invited to speak before the
California Contract Cities Association,the California
League of Cities-City Manager Division Annual E
Conference,the Municipal Management Association of Northern California and the Municipal O
U
Management Association of Southern California,among others. o
w
Tripepi Smith has capabilities that span the technology and marketing world,including:
• Written content generation including articles,advertorials,white papers,interviews, 0
personal essays,business copy and more
• Editorial calendar creation and execution Ln
• Email newsletter generation and distribution
• One-on-one community engagement and outreach
• Press release execution
E
• Media relations and engagement
L
• Full video production/editing/distribution,particularly as optimized for the Internet
• Website development Q
a
• Photography
• Social media management and strategic planning
t
• Graphic arts generation for logos,website design,banners and more W
TSA Principal Ryder Todd Smith is a graduate of Claremont McKenna College(CMC).In his
m
time at CMC,Ryder worked at the Rose Institute of State and Local Government and through E
that work spent significant time working on Inland Empire related matters.He is familiar with
the politics,personalities and people of the Inland Empire region. Q
7
Packet Pg. 509
7.B.e
The following are examples of Tripepi Smith's engagement with public agencies:
City of Norwalk(www.norwalk.org)—Tripepi Smith was recently engaged by the City of y
Norwalk to execute a communications assessment and to provide ongoing support for website
.r
implementation and strategy.The City has certain key communications assets in place but o
recognizes there is more that can be done to enhance connections with the community.Tripepi N
Smith will remain engaged with the City after the assessment to assist staff with communications Q
efforts and provide strategic advice on leveraging all of the City's communication platforms to
reach residents.Tripepi Smith started our engagement with the City of Norwalk in January 2015.
U)
City of Livermore(www.citvoflivermore.net)—Tripepi Smith was engaged by the City of Q
Livermore to execute an evaluation of the City's communication methodologies and offer advice Q.
on improving the City's methods,including communicating the City's objective and reinforcing
the City's brand.Tripepi Smith executed the evaluation,delivered a report to the Council and
was subsequently retained by the City to provide ongoing support to address the issues raised in o
the evaluation and help the City improve its citizen engagement.Tripepi Smith initiated its 2
engagement with the City of Livermore in September 2013.To find a copy of our work,please
'c
see:http://www.tfl)oisinitli.coin/wp-content/uploads/2014/01/LivertnoreTSAStaffReportpdf
and a video of our presentation to council:httv://www.tri-valle3iv.org/streaminWLCC/LCC-01- E
13-14.html O
U
City of La Canada Flintridge(www.lc£ca.gov)—Tripepi Smith was engaged by the City of La 0
Canada Flintridge to provide communication support for this small contract city.The City has
minimal staff available to support communications,but an obligation to reach out to residents s
and update them on critical issues.Tripepi Smith provided a holistic evaluation of the City's
communication practices and was then retained to help the City execute ongoing
communications activity including social media management,quarterly printed community ti
newsletter creation,media relations and graphic design services.Tripepi Smith started its
engagement with the City in 2013. See LCF social media sites:
https:/lxa,,ww.facebook.coni.'eitvoflacanadallintridae/;https://tNvitter.comiTlieCityofLCF and
m
hMs://www.voutube.convuser/TheCitvofLCF.Additionally,seethe community newsletters L
produced by Tripepi Smith,here:http://wxvw.lefca.2ov/vista/vista-cabinet Q
City of Duarte(www.accessduarte.com)—Tripepi Smith was engaged by the City of Duarte to Q
i
provide a communications assessment for the City.The City was already using several
communication platforms but wanted to expand and enhance the platforms used to communicate x
with residents.Tripepi Smith provided a full list of recommended platforms and strategies as w
well suggested areas of collaboration for the City to leverage community programs and partner
a�
agencies to better disseminate information and publicize City information,events,and messages. E
t
Tripepi Smith started its work with Duarte in May 2014.Tripepi Smith's work for Duarte is not
publicly available. Q
8
Cost/Budget
The prior RFP requested an hourly rates arrangement for services in this engagement.Tripepi N
Smith has provided hourly rates below as well as some general estimates for cost to execute
certain services based on those hourly rates.Note that given the dynamic environment that we U
0
would be entering,the flexibility of an hourly contract arrangement makes sense. N
Q
However,the City's issues are complex and to remain an effective partner with the City,Tripepi
Smith recognizes that there will be ramp up work on the background of the issues at hand,plus
ongoing engagement across a spectrum of groups that are involved with the community, E
N
bankruptcy and at the Council level. Q,
d
0.
Tripepi Smith has outlined an estimated budget of hours for supporting the above three identified L
areas of work.That budget for hours is broken down into the following activities: ~
• Weekly Project Management and Communication Summary Activity 0
• Bankruptcy Committee Meetings and Related Time
• Media Monitoring and Review c
• Attendance at Select Council Meetings E
• Attendance and Support of Select Community Meetings E
• Press Release Drafting V
Additionally,there are a series of one-time project oriented activities that include: N
d
• Kickoff Interviews and Conversations Across City
• Connecting with and Supporting the Community Strategic Planning Process
• Research and Background Reading on the Bankruptcy M
Ln
• Support of a City Rebranding Effort M
These activities are anticipated to be spread across a two-year period. If the City wishes to c
0
accelerate the work into the first year,the first year cost could be higher than estimated. E
0
d
Cost Estimates L
a
First year costs,running from April 1,2015 to March 31,2016 are estimated at$105,000. Q
Second year costs are estimated at$110,000.
These are estimates.This is a time and materials contract and if the scope is adjusted by the City, x
the work involved proves more extensive than anticipated,or more is asked of Tripepi Smith,the
W
costs may rise.Alternatively,if the City asks less of Tripepi Smith,or the work is not as
involved,the costs for the City will drop. Tripepi Smith will provide monthly updates on E
t
estimated to actual time and costs to as to better project long-term costs. If the City requests an
expansion of our work,written confirmation of that scope expansion and the potential impact on Q
these estimates will be provided and approved by the appropriate City Staff member.
9
Packet Pg. 511
7.B.e
Rates
The following hourly rates have been used throughout this RFP response to estimate the cost of w
the communication options presented below.
TSA Principal-$185/Hour N
N
TSA Senior Business Analyst-$85/Hour a Ca
TSA Business Analyst-$75/Hour
N
TSA Junior Business Analyst-$50/Hour Q
a�
TSA Graphic Artist-$60/Hour a
H
TSA Senior Graphic Artist-$80/Hour w
C
TSA Photographer-$75/Hour
c�
All rates are subject to a 5%annual inflation adjustment.Time is billed in fifteen-minute c
increments.Travel time is billed at half rate.Invoices are net 30 days. P
E
0
U
N
a�
Cr
d
M
Ln
ti
M
r
N
E
N
L
a
a
.Q
M
K
W
♦+
d
.0
V
Y
a
10
Packet Pg. 512
Estimates for Specific Services
Tripepi Smith estimates the following costs to deliver on these example services:
N
Service Hours Cost Estimate"
m
R
Setup of Email Template& FLAT $1,500
0
Service Fees(Year 1) N
Assembly of Quarterly Email 30 $2,750/Quarterly Q
Newsletter 06
"Brandin Light"Process 120 $14,000
All Day Photo Shoot 12 $900 E
Recommended Monthly 80 $7,000/Month Q
Baseline Engagement Q
Production Support on Video 10 $1,000/Video
Assets ,
Monthly Editorial Calendar 10 $900/Month
Management of Social Media 0
Manage Online Advertising Fixed $400/Month
Campaign Monthly Fee
(Assumes 12 Month
Campaign) E
Press Release Creation 7 $1,000 0
Press Kit Review 20 $2,500 L
Assembly of Story Pitch 12 $1,500
Online Press Portal Page 35 $4,100 N
m
Creation 0
Press Conference Execution 10 $2,250
Crisis Communications Plan 30 $4,000
Review
LO
Incident Media Response 6 $850 M
Staff Support Satellite TV 5 $700
Interview =
CD
"The mix of labor to accomplish work identified will result in a variance in the blended hourly E
rates.
L
CD
Capacity Q
Q
Tripepi Smith generally operates our team with sufficient capacity to leave room for interim Q
project engagements,sales support and ongoing R&D.To the extent the client demands impinge
on available staff time,Tripepi Smith can temporarily suspend non-essential activities to redirect w
resources while also seeking out additional talent.Additionally,as identified above,Tripepi =
Smith has several consultants on the team that are available to expand their time if required to E
meet immediate client demands. s
R
r
Q
11
Packet Pg. M 3
Facilities
Tripepi Smith maintains an office in Irvine,CA.The team,however,is spread throughout w
California(mostly LA and Orange Counties).As such,the staff is accustomed to operating in a
virtually connected world.The entire team,including consultants,is connected through Google U
0
Apps for collaboration and communication that spans geographic distances.When face-to-face N
work is required,the team huddles up at convenient locations or in the office. Q
06
All employees rely primarily on their cell phones for telephonic communication. M
E
Given the nature of communications works crises can happen at any time and the need for E
communications does not end at 5 PM.As such,Tripepi Smith resources are effectively on call
24-7,and all clients are provided with the cell phone numbers of key staff to ensure Tripepi
Smith is readily available to serve our clients.
Insurance 0
0
Tripepi Smith has the required insurance policies to work with the City.The requirements are
similar to the requirements we have experienced with our other city clients. Our current general
liability policy covers$2,000,000 per incident with a$4,000,000 aggregate cap.Tripepi Smith E
E
carries workers' compensation insurance.Any deficiencies found in Tripepi Smith's insurance 0
U
coverage will be addressed if we enter contract negotiations with the City. o
Below is a copy of a recently generated Certificate of Insurance.The City can be named as an to
insured if Tripepi Smith is selected.
Cr
m
M
LO
ti
M
C
C1
E
N
' L
Q
s
x
w
c
a�
E
s
c�
.r
Q
12
Packet Pg. 514
TRIPE-0 OP ID:VF
CERTIFICATE OF LIABILITY INSURANCE 10f09!
oA1=91 014
?014 N
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER THIS .4+
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED
REPRESENTATIVE OR PRODUCER AND THE CERTIFICATE HOLDER V
IMPORTANT: It the certificate holder is an ADDITIONAL INSURED,the policy(ies)must be endorsed. It SUBROGATION IS WAIVED,subject to 0
the terms and conditions of the policy,certain policies may require an endorsement A statement on this cartificate,do not confer rights to the N
es
cerUOcata holder in lieu of such sndorsoment s Q
PROWCER rL I Tage E.Peterson
Momentous insurance Brokerage "No" E. 818-453-9643 FAX Not.1316-053-96fi3
5990 Sepulveda Blvd,Suite 550 • —
Van Nuys,CA 91411 mirESS:tpeterson�dmmibi.com
Tags Peterson
e11URERf51 AffORfNNG COVERAGE NAICA
INSURE.AA:Sentinel Insurance Company Ltd E
INSURED Tripepi Smith 8 Associates nsuaraa:Hartford Fire insurance Co.
Ryder B.Nicole Smith SAURIERC —�- W tD
PO Box 52152 — a
Irvine,CA 92619 ►dtmrao:
WatAtF.R E __ IZ
e16URERi: 'L'
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: ~
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE SEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD r
INDICATED. NOTWITHSTANDING ANY REOUiREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS N
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS. _
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. O
LTA TYPE OF Yts11RANCY PtN.IICY NUMSER 4ledrri wMKIDlYri LiMITe Y
GENERAL LLAe1ItY EAOH OCCURRENCE S 2,000,0 00
A X mw.'RCIM.GENERAL LMLITY 72SBAAP9446 06720/2014 06/20/2015 aeEMSES EA PCO.. is 1.000,00 V
LLAIhArA1ADf QOCCtw Nm EAPIMy ve pvrmn) is 10,000 •�
PERSON&a ATIV PJUW s 2,000,000 3
GENERAL AGGRE 00.000 E
GErtL AGGREGATE Lear APPLIES PER PROOUCiS.COAf+A1P AGG 1 4,000,0
-X1 POLICY PRA LOC s O
AusoMOaLELweJTY P=1S---' I _2,000,0 U
X ream AUTOS X 1
Ormy INJURY(P®Imnenl s L-
AU�o TO ra ARUD 2SBAAP9446 OW2012014 0W2WN1lS e00CYNAMY)PRr—) _.._................ 4"-
Autos rPER AcattNT Y
S fA
(D
X UfeBRfw LUa X OCL 1R EACH OCCURRENCE s 1.000,0 3
A cxrsas LrAe aA.C.MADE nSSAAP9446 06J2012014 0612012015 AGGREGATE s __-1.000,0
oED I X IR=rmays 10000 IS
iNoexERS COMPOIIAIreN X WC STATLL Or
AND EMPLOYERS UAINUTY ..Elt
B �P aEa�c n YIN CGF7491 06122014 0612012015 Ei EAON ACeEn is 1,000.0 O �NIA
Irdw.'y in NMI EL.DISEASE.EA EAM..GYE S 1,000.0 M
M
IFyes,Pr•,oiee undo
DESCRLaTIdf OE OPF.MiIONS P.IVe EL DSEASE.POLICI'LPAT s 1,000,000 P�
M
C
oESCROTnN w oPERAnaa r LncATPNa rET:wctrs(NbcPACdID Car.AAMbeN sm.a,P.,I.w.+P•�.N N.wR.AI N
The City of Long Beach, its Board r
of Harbor Coi—oners, empl.Z—a and E
agents are included as additional insured, as respects the operations of the (D
named insured, where required by written contract, per form SSOOOS0405
(pages ll-13 of 24), coverage is primary sad non-contributory per form y
5300080405 (pages 16-17 of 24) •• •see notes•••
Q
CERTIFICATE HOLDER CANCELLATION Q
SHOULD ANY OF THE ABOVE DESCRIBED POLICES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF. NOTICE WILL BE DELIVERED IN
The City of Long Beach ACCORDANCE WITH THE POLICY PROVISIONS. k
4801 Airport Plaza Drive ----- (�
Long Beach,CA 9D815 _rNDIYED W--
®1988.2010 ACORD CORPORATION.All rights reserved.
ACORD 25(2010105) The ACORD name and logo are registered mules of ACORD E
L
V
fC
w
r.+
Q
13
Packet Pg. 515
Subcontractors
Tripepi Smith has identified subcontractor 1099 staff that augments our core team.These team
members include:Eric Hood and Satyen Aghor.From time to time,Tripepi Smith may need to M
add additional consultants to our roster to assist with projects.If these consultants work on City 0
0
of San Bernardino related work,Tripepi Smith will notify the City of these additional V)
subcontractors.
Nondiscrimination
E
U)
Tripepi Smith has a policy of nondiscrimination in employment based on race,age,color,sex, EL
religion,national origin,mental or physical handicap,political affiliation,marital status or other (D
protected class.The Firm also has a drug-free workplace policy. EL
Local Resources
Tripepi Smith will seek to work with local vendors when services are required that cannot be 0
serviced directly by members of the Tripepi Smith team.For example,if the City requires a large .0
r_
print job for a Tripepi Smith-produced collateral piece,Tripepi Smith will price out local San 3
Bernardino vendors.If there is work that can be better priced using local San Bernardino E
E
resources,such as photography work at an event,and Tripepi Smith feels the quality of the 0
0
services will not negatively impact the communication efforts were at executing,Tripepi Smith
will work with those vendors. If selected,Tripepi Smith will review a list of communication 0
41
U)
related vendors previously used by the City who operate in the City,in order to have access to a
list of potential local vendors.
U)
C
E
a)
a)
X
UJ
E
M
U
14
Facket Pg. 516
7.B.e
References
0
d
Name Address Telephone Email Description 0
0
Number N
Q
Troy Brown, 333 Civic Center Dr, (209)831-6000 troy.brown(a)ci.tracy.c Messaging, 06
City of Tracy,CA 95376 a.us communications
Tracy(TSA support,website
Reported to strategy,social cA
Troy for Our media strategy,
Work in communication Q.
`
Livermore channel F-
When he evaluation,press '
was in release support, _
Livermore) messaging 0
development
r-
Kevin Chun, 1327 Foothill Boulevard (818)790-8880 kchun()jcf.ca.gov Messaging
City of La La Canada Flintridge, strategy,content E
Canada CA 91011 assembly,website 0
Flintridge advice,social L
media policy ,o
development and N
management,
newsletter a'
d
creation,
"branding light" M
assessment 'n
ti
Karen 1600 Huntington Drive 626.357.7931 herrerakaren(&accessd City
Herrera, Duarte,CA 91010 uarte.com communications =
Deputy City assessment work,
Manager/ including staff and
PIO key stakeholder
IM
interviews. Q
Photography '
support at key city Q
event and for stock
imagery.
t W
c
d
Additional references are available upon request. E
�a
Q
15
Packet!Pg. 517
Evidence of Licensure in State of California
' N
N
a
t
tfwi+uswt Antrtina(S91 Business Entity Detail CO
t art/rws -- Q
E* ter Statements of ;rata is VNated to the caurornia Lsusinesn Search on viodnasdaf and 59uft3<iy rt"Wor"W 0
Information for Rasuity roaect work Processed torou h Friday October 7,2034.Ptoci p relcr to
=iorw
iiwr¢h Processir1g.1Imes tar the received dates of tiiirgs currently Le nq ptddptsed,Ilse data
Proceaarnp Tfaift provided is n<t il complete or tertlrred retmrd or an er tity,
Disclosure Scott*
Main Pa}e �i .,StAO'rr?rF A F.00IATES,lfIr _
srr„rct , ; 411 ��IIIIIV,� cz+t4rr
terms.somphiii S r*aa U
Statements of Information
3
14-mos4'bitit,o i r Pa 54 CAUFtOTN A E
FiiMp Tina
:S (YSYkiA�,;iVE E
Information ttaauasts p
,tertstK:aias,aaOktsA. 'rUg79ft.GA 97r 62 U
uat�s rCpBr'Lf j
Service of Process ,RY'DEq Toon S41'r?4 i
FAQs i5:t}thQAG�ftttRC�1E �,,
N
'
40Mt9retlnkrsnutian
. kl4lPCA92?V O
Rcesrce"
7
-Ta.Info matio rcxs •III& es th+a 1pro-ration is not.<ontav-)ed if,the California Sectary of State's datataso—
TaY Information
•Stamina A 1360.al"s
It the ata,tu5 of Me<otporation Os"S,-"erder,'U*agent fret her a o(prtCeEs 25 ..
C41A.m*,+ciu+tr, autr matKaltr rovokod.please refer to cAltrornla Corporate ns('.side sattian 2114 for M
Business Ideatlly Thera information relating to strvxv upm cnr;W*#ears Lha+tt have rtrrendared, U)
NisieadtnB Business ti
ioi""nitutiana For r1ronnatiwy on Chtck�il or reservtmo a mane,refer to Name Ave#iabP[ity, M
* iFpr tnrormation on Ordering<erUftates,C40>a5 of dtXVIntntt ardtor status rppoftS or to •.'•
rer♦uest a more cccterslve sex<h,rarer 14 Infioamasion Aoguiesw
C
tar help with starching w aruty rome,refer to Search Tips. y
Foi descriptions of the VaIfOinl fields and status types,rtftr to weld Desuiptio"and
Status Definition*
" °f-- r Mo#ftt 9aards i4aw SMrth ►rsntsr FNandkr beck m 5aar<n rt esutes
Q
Additionally,Tripepi Smith will seek any additional licenses,including a City of San Bernardino Q
business license required to execute work with the City.
s
K
W
c
ru
E
t
U
to
.r
Q
16
Packet Pg. 518