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HomeMy WebLinkAboutKP Public Affairs 2020-12-02KP Public Affairs – ProfSvcsAgreement- December 2, 2020 PAGE 1 OF 7 AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES This Agreement, made and entered into this 2nd day of December, 2020 (“Effective Date”), by and between CITY OF UKIAH, CALIFORNIA, hereinafter referred to as "City" and KP Public Affairs, a Limited Liability Company organized and in good standing under the laws of the state of California, hereinafter referred to as "Consultant". RECITALS This Agreement is predicated on the following facts: a.City requires consulting services related to community engagement. b.Consultant represents that it has the qualifications, skills, experience and properly licensed to provide these services, and is willing to provide them according to the terms of this Agreement. c.City and Consultant agree upon the Scope-of-Work and Work Schedule attached hereto as Attachment "A", describing contract provisions for the project and setting forth the completion dates for the various services to be provided pursuant to this Agreement. TERMS OF AGREEMENT 1.0 DESCRIPTION OF PROJECT 1.1 The Project is described in detail in the attached Scope-of-Work (Attachment "A"). 2.0 SCOPE OF SERVICES 2.1 As set forth in Attachment "A". 2.2. Additional Services. Additional services, if any, shall only proceed upon written agreement between City and Consultant. The written Agreement shall be in the form of an Amendment to this Agreement. 3.0 CONDUCT OF WORK 3.1 Time of Completion. Consultant shall commence performance of services as required by the Scope-of-Work upon receipt of a Notice to Proceed from City. Consultant shall complete the work to the City's reasonable satisfaction, even if contract disputes arise or Consultant contends it is entitled to further compensation. 4.0 COMPENSATION FOR SERVICES 4.1 Basis for Compensation. For the performance of the professional services of this Agreement, Consultant shall be compensated on a time and expense basis not to exceed a guaranteed maximum dollar amount of $10,000 per month. This excludes additional expenses such as a digital ad buy, printing, mailing, website development or other items that may arise – if such activities/expenses become necessary or advisable, Consultant shall work with the City to identify appropriate budget and implementation parameters. COU No. 2021-154 KP Public Affairs – ProfSvcsAgreement- December 2, 2020 PAGE 2 OF 7 4.2 Changes. Should changes in compensation be required because of changes to the Scope-of-Work of this Agreement, the parties shall agree in writing to any changes in compensation. "Changes to the Scope-of-Work" means different activities than those described in Attachment "A" and not additional time to complete those activities than the parties anticipated on the date they entered this Agreement. 4.3 Sub-contractor Payment. The use of sub-consultants or other services to perform a portion of the work of this Agreement shall be approved by City prior to commencement of work. The cost of sub-consultants shall be included within guaranteed not-to-exceed amount set forth in Section 4.1. 4.4 Terms of Payment. Payment to Consultant for services rendered in accordance with this contract shall be based upon submission of monthly invoices for the work satisfactorily performed prior to the date of the invoice less any amount already paid to Consultant, which amounts shall be due and payable thirty (30) days after receipt by City. The invoices shall provide a description of each item of work performed. Invoices shall be accompanied by documentation sufficient to enable City to determine progress made and to support the expenses claimed. 5.0 ASSURANCES OF CONSULTANT 5.1 Independent Contractor. Consultant is an independent contractor and is solely responsible for its acts or omissions. Consultant (including its agents, servants, and employees) is not the City's agent, employee, or representative for any purpose. It is the express intention of the parties hereto that Consultant is an independent contractor and not an employee, joint venturer, or partner of City for any purpose whatsoever. City shall have no right to, and shall not control the manner or prescribe the method of accomplishing those services contracted to and performed by Consultant under this Agreement, and the general public and all governmental agencies regulating such activity shall be so informed. Those provisions of this Agreement that reserve ultimate authority in City have been inserted solely to achieve compliance with federal and state laws, rules, regulations, and interpretations thereof. No such provisions and no other provisions of this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between Consultant and City. Consultant shall pay all estimated and actual federal and state income and self- employment taxes that are due the state and federal government and shall furnish and pay worker's compensation insurance, unemployment insurance and any other benefits required by law for himself and his employees, if any. Consultant agrees to indemnify and hold City and its officers, agents and employees harmless from and against any claims or demands by federal, state or local government agencies for any such taxes or benefits due but not paid by Consultant, including the legal costs associated with defending against any audit, claim, demand or law suit. Consultant warrants and represents that it is a properly licensed professional or professional organization with a substantial investment in its business and that it maintains its own offices and staff which it will use in performing under this Agreement. KP Public Affairs – ProfSvcsAgreement- December 2, 2020 PAGE 3 OF 7 5.2 Conflict of Interest. Consultant understands that its professional responsibility is solely to City. Consultant has no interest and will not acquire any direct or indirect interest that would conflict with its performance of the Agreement. Consultant shall not in the performance of this Agreement employ a person having such an interest. If the City Manager determines that the Consultant has a disclosure obligation under the City’s local conflict of interest code, the Consultant shall file the required disclosure form with the City Clerk within 10 days of being notified of the City Manager’s determination. 6.0 INDEMNIFICATION 6.1 Insurance Liability. Without limiting Consultant's obligations arising under Paragraph 6.2 Consultant shall not begin work under this Agreement until it procures and maintains for the full period of time allowed by law, surviving the termination of this Agreement insurance against claims for injuries to persons or damages to property, which may arise from or in connection with its performance under this Agreement. A. Minimum Scope of Insurance Coverage shall be at least as broad as: 1. Insurance Services Office ("ISO) Commercial General Liability Coverage Form No. CG 20 10 10 01 and Commercial General Liability Coverage – Completed Operations Form No. CG 20 37 10 01. 2. ISO Form No. CA 0001 (Ed. 1/87) covering Automobile Liability, Code 1 "any auto" or Code 8, 9 if no owned autos and endorsement CA 0025. 3. Worker's Compensation Insurance as required by the Labor Code of the State of California and Employers Liability Insurance. 4. Errors and Omissions liability insurance appropriate to the consultant’s profession. Architects’ and engineers’ coverage is to be endorsed to include contractual liability. B. Minimum Limits of Insurance Consultant shall maintain limits no less than: 1. General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage including operations, products and completed operations. If Commercial General Liability Insurance or other form with a general aggregate limit is used, the general aggregate limit shall apply separately to the work performed under this Agreement, or the aggregate limit shall be twice the prescribed per occurrence limit. 2. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage. 3. Worker's Compensation and Employers Liability: Worker's compensation limits as required by the Labor Code of the State of California and Employers Liability limits of $1,000,000 per accident. KP Public Affairs – ProfSvcsAgreement- December 2, 2020 PAGE 4 OF 7 4. Errors and Omissions liability: $1,000,000 per occurrence. C. Deductibles and Self-Insured Retentions Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects to the City, its officers, officials, employees and volunteers; or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. D. Other Insurance Provisions The policies are to contain, or be endorsed to contain, the following provisions: 1. General Liability and Automobile Liability Coverages a. The City, it officers, officials, employees and volunteers are to be covered as additional insureds as respects; liability arising out of activities performed by or on behalf of the Consultant, products and completed operations of the Consultant, premises owned, occupied or used by the Consultant, or automobiles owned, hired or borrowed by the Consultant for the full period of time allowed by law, surviving the termination of this Agreement. The coverage shall contain no special limitations on the scope-of-protection afforded to the City, its officers, officials, employees or volunteers. b. The Consultant's insurance coverage shall be primary insurance as respects to the City, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees or volunteers shall be in excess of the Consultant's insurance and shall not contribute with it. c. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officers, officials, employees or volunteers. d. The Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 2. Worker's Compensation and Employers Liability Coverage The insurer shall agree to waive all rights of subrogation against the City, its officers, officials, employees and volunteers for losses arising from Consultant's performance of the work, pursuant to this Agreement. 3. Professional Liability Coverage If written on a claims-made basis, the retroactivity date shall be the effective date of this Agreement. KP Public Affairs – ProfSvcsAgreement- December 2, 2020 PAGE 5 OF 7 4. All Coverages Each Insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City. E. Acceptability of Insurers Insurance is to be placed with admitted California insurers with an A.M. Best's rating of no less than A- for financial strength, AA for long-term credit rating and AMB-1 for short-term credit rating. F. Verification of Coverage Consultant shall furnish the City with Certificates of Insurance and with original Endorsements effecting coverage required by this Agreement. The Certificates and Endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The Certificates and Endorsements are to be on forms provided or approved by the City. Where by statute, the City's Workers' Compensation - related forms cannot be used, equivalent forms approved by the Insurance Commissioner are to be substituted. All Certificates and Endorsements are to be received and approved by the City before Consultant begins the work of this Agreement. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. If Consultant fails to provide the coverages required herein, the City shall have the right, but not the obligation, to purchase any or all of them. In that event, the cost of insurance becomes part of the compensation due the contractor after notice to Consultant that City has paid the premium. G. Subcontractors Consultant shall include all subcontractors or sub-consultants as insured under its policies or shall furnish separate certificates and endorsements for each sub- contractor or sub-consultant. All coverage for sub-contractors or sub-consultants shall be subject to all insurance requirements set forth in this Paragraph 6.1. 6.2 Indemnification. Notwithstanding the foregoing insurance requirements, and in addition thereto, Consultant agrees, for the full period of time allowed by law, surviving the termination of this Agreement, to indemnify the City for any claim, cost or liability that arises out of, or pertains to, or relates to any negligent act or omission or the willful misconduct of Consultant in the performance of services under this contract by Consultant, but this indemnity does not apply to liability for damages for death or bodily injury to persons, injury to property, or other loss, arising from the sole negligence, willful misconduct or defects in design by the City, or arising from the active negligence of the City. “Indemnify,” as used herein includes the expenses of defending against a claim and the payment of any settlement or judgment arising out of the claim. Defense costs include all costs associated with defending the claim, including, but not limited to, the fees of KP Public Affairs – ProfSvcsAgreement- December 2, 2020 PAGE 6 OF 7 attorneys, investigators, consultants, experts and expert witnesses, and litigation expenses. References in this paragraph to City or Consultant, include their officers, employees, agents, and subcontractors. 7.0 CONTRACT PROVISIONS 7.1 Ownership of Work. All documents furnished to Consultant by City and all documents or reports and supportive data prepared by Consultant under this Agreement are owned and become the property of the City upon their creation and shall be given to City immediately upon demand and at the completion of Consultant's services at no additional cost to City. Deliverables are identified in the Scope-of-Work, Attachment "A". All documents produced by Consultant shall be furnished to City in digital format, using software and media approved by City. 7.2 Governing Law. Consultant shall comply with the laws and regulations of the United States, the State of California, and all local governments having jurisdiction over this Agreement. The interpretation and enforcement of this Agreement shall be governed by California law and any action arising under or in connection with this Agreement must be filed in a Court of competent jurisdiction in Mendocino County. 7.3 Entire Agreement. This Agreement plus its Attachment(s) and executed Amendments set forth the entire understanding between the parties. 7.4 Severability. If any term of this Agreement is held invalid by a court of competent jurisdiction, the remainder of this Agreement shall remain in effect. 7.5 Modification. No modification of this Agreement is valid unless made with the agreement of both parties in writing. 7.6 Assignment. Consultant's services are considered unique and personal. Consultant shall not assign, transfer, or sub-contract its interest or obligation under all or any portion of this Agreement without City's prior written consent. 7.7 Waiver. No waiver of a breach of any covenant, term, or condition of this Agreement shall be a waiver of any other or subsequent breach of the same or any other covenant, term or condition or a waiver of the covenant, term or condition itself. 7.8 Termination. This Agreement may only be terminated by either party: 1) for breach of the Agreement; 2) because funds are no longer available to pay Consultant for services provided under this Agreement; or 3) City has abandoned and does not wish to complete the project for which Consultant was retained. A party shall notify the other party of any alleged breach of the Agreement and of the action required to cure the breach. If the breaching party fails to cure the breach within the time specified in the notice, the contract shall be terminated as of that time. If terminated for lack of funds or abandonment of the project, the contract shall terminate on the date notice of termination is given to Consultant. City shall pay the Consultant only for services performed and expenses incurred as of the effective termination date. In such event, as a condition to payment, Consultant shall provide to City all finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs and reports prepared by the Consultant under this Agreement. Consultant shall be entitled to receive just and equitable compensation for any work satisfactorily completed KP Public Affairs – ProfSvcsAgreement- December 2, 2020 PAGE 7 OF 7 hereunder, subject to off-set for any direct or consequential damages City may incur as a result of Consultant's breach of contract. 7.9 Duplicate Originals. This Agreement may be executed in duplicate originals, each bearing the original signature of the parties. When so signed, each such document shall be admissible in administrative or judicial proceedings as proof of the terms of the Agreement between the parties. 8.0 NOTICES Any notice given under this Agreement shall be in writing and deemed given when personally delivered or deposited in the mail (certified or registered) addressed to the parties as follows: CITY OF UKIAH SAGE SANGIACOMO, CITY MANAGER 300 SEMINARY AVENUE UKIAH, CALIFORNIA 95482-5400 9.0 SIGNATURES IN WITNESS WHEREOF, the parties have executed this Agreement the Effective Date: CONSULTANT BY: ______________ __12/2/2020____________ Date PRINT NAME: Alison MacLeod 20-0459811 IRS IDN Number CITY OF UKIAH BY: ____________________ Date SAGE SANGIACOMO, CITY MANAGER ATTEST ____________________ CITY CLERK Date Jan 22, 2021 Kristine Lawler (Jan 23, 2021 15:14 PST) Kristine Lawler Jan 23, 2021 November 20, 2020  To:   The City of Ukiah, Attn: Shannon Riley, Deputy City Manager  From:   Alison MacLeod, KP Public Affairs Proposed Program Lead  Re:    Proposal for Communications Services  Thank you for the opportunity to provide recommendations and a proposal for services to support the  City of Ukiah. Based on our current understanding, we recommend the City implement a multi‐pronged  communications program that includes strategic message development and outreach to help position  Ukiah to achieve its goals for moving forward. While we have outlined our proposed activities below, we  will refine our approach as we work with City leadership and staff and engage in the community.  PROPOSED COMMUNICATIONS PROGRAM  Situation  While the City is working hard to protect and improve quality of life for Ukiah residents, staff lacks the  resources and expertise to effectively and efficiently communicate these efforts and engage with the  community.  An outreach, messaging and education effort can help as the City pursues sustainable  provision of municipal services throughout Ukiah Valley and navigates the economic recovery after the  pandemic.   There is an opportunity for the City to elevate its communication efforts to proactively tell its story,  increase understanding, and build awareness of the benefits of key City decisions.  By crafting clear  PROPOSAL ATTACHMENT A KP Public Affairs | 2  messages, recruiting new messengers, and using a series of communication channels, the City can  improve how it is perceived and its ability to make positive progress in the region.  Proposed Approach  A big part of the success for any public information program depends on effectively communicating the  realities of current situation and the real‐life implications for people in continuing the status quo, and  then effectively communicating the policy goals of elected leadership and how those goals offer a path  forward.   Proposed Program Elements  The key elements of our proposed communications program include:   Message Development: Build out key message tracks for each policy area – with major points  and supporting information – that the City can use as a basis for communicating the issues at  hand and what they mean for the residents and the region’s future.   Materials Development: Create a series of materials that can be used in outreach and education  efforts.   Social Media: Deploy informational content through the City’s own social channels, and position  partners to share content.   Earned Media: Work with local reporters to improve their understanding of key issues facing the  Ukiah Valley, and place regular columns and contributed pieces to help get the City’s story on  residents’ kitchen tables.   Stakeholder Outreach: Conduct a multi‐faceted outreach program that targets different  constituencies with education on issues. Part of this effort could involve the creation of a  “community working group.”                       KP Public Affairs | 3  ABOUT KP PUBLIC AFFAIRS  KP has extensive experience working on public relations programs for municipalities which has provided  us the understanding, strategic background, and tactical expertise needed to design an effective  communications and outreach plan for Ukiah.  Specifically, our local government experience includes  working with the Sacramento Transportation Agency on a public education campaign and developing a  comprehensive internal and external communications plan for the City of Davis. We also created  marketing materials and a communications plan for the City of West Sacramento as it prepared to  launch its Kids Home Run initiative aimed at boosting educational attainment and workforce  development; we participated in the formation of an updated land use policy within the City of  Paramount; and we work with the City of Marina on communications related to regional water supply  issues.  Additionally, we worked for many years for Westlands Water District to implement a strategic  outreach program to educate and engage stakeholders on complex, controversial water supply issues.  We were able to deliver strategic messages through many channels, dramatically grow the district’s  social media audience/engagement, shape earned media coverage, and recruit third parties to help  amplify the district’s messages.   KP Project Team Members:  This project will be managed by a team of skilled public affairs and communications  professionals and will be led by Alison MacLeod. We will seek ongoing feedback to ensure that  the program implementation is consistent with the City’s requirements and desired direction. We  frequently conduct bi‐weekly calls and provide regular progress reports for our clients, but we are happy  to adjust the reporting structure accordingly to meet your needs.      Alison MacLeod | Project Manager  Alison is a Partner at KP and runs a wide variety of local and statewide public relations programs for KP  clients. She has extensive experience in strategic communications programs, media relations, coalition  building, project siting, grassroots outreach, stakeholder engagement and community education. She  has managed regional marketing and community outreach initiatives that involved comprehensive  public education programs related to transportation, and city services. She has worked with many local  governments and agencies including the City of Davis, City of West Sacramento, City of Marina, and  transportation districts/ JPAs. Her outreach programs have paved the way for successful buildout of  controversial projects, and helped secure major grant funding for expanded rail service in the Central  Valley. She understands how to design and execute localized community outreach programs to build  public and political support during environmental review and permitting processes for developments.    Tom van der List | Stakeholder Outreach Manager  Tom van der List joined KP in 2017, bringing with him a strong background in community relations,  grassroots advocacy and campaign management. He has provided key stakeholder outreach, logistical,  reporting and documentation support for a variety of statewide, regional, and local projects. Tom  KP Public Affairs | 4  worked on various transportation and rail efforts including the California High‐Speed Rail Project,  multiple projects with the Los Angeles County Metropolitan Transportation Authority (Metro), land use  projects, and more. Tom has successfully built and guided the activities of working groups including local  community and business leaders, generated community interest and knowledge of transportation  projects, and conducted outreach for public meetings large and small.    In 2018, Tom managed an onsite presentation and stakeholder outreach at the National Governors  Association annual meeting on behalf of a Fortune 500 company. He provided day‐to‐day  communications support for Westlands Water District, including the creation of persuasive video  content, fact sheets and infographics, drafting of press releases and op‐eds, and distribution of  information to key stakeholder audiences.     Angela Hughes | Content Manager  Angela Hughes brings almost a decade of experience in community partnerships and engagement,  content creation and development, media relations, and event planning. Angela has worked with a  range of clients including local government agencies in New York City, San Francisco and Arizona,  elected officials, non‐profit organizations, and small businesses. She is passionate about strategic  communications outreach and increasing awareness through compelling narrative and messaging to  support an overall mission, objectives, and goals with a strong focus on equity and inclusion. As a former  broadcast journalist, Angela specializes in engaging diverse audiences including youth and  families, people with disabilities, elderly (65+) residents, non‐English speaking residents, low‐income  residents, and African American communities.  Previously, Angela worked as a communications and  marketing coordinator for the San Francisco Unified School District where she served over 60,000+  students and their families. She helped build awareness through media pitching, generating content,  social media campaigns, and facilitating staff training and workshops. Angela’s diverse skill set includes  research, coalition‐building, crisis communications, graphic design, and audio/video production.      Proposed Budget:  The budget for a communications and outreach project as outlined above shall be $10,000 per month on  a month‐to‐month basis. We will work with you to refine the scope of work and activity timeline in order  to calibrate the budget appropriately. The monthly fee would include our staff time to develop  messaging and materials, provide support for community outreach or briefings, create informational  tools and mechanisms to cascade out information through local stakeholders, conduct media relations,  and prepare sample content for engagement on social media platforms. This excludes additional  expenses such as a digital ad buy, printing, mailing, website development or other items that may arise –  if such activities/expenses become necessary or advisable, we would work with the City to identify  appropriate budget and implementation parameters.  Should either party wish to discontinue services,  advance notice shall be provided in writing no less than 30 days from the termination date.