HomeMy WebLinkAboutC32270B - Profssnl Svcs - 1e11 ParkwayCITY OF PALM DESERT
CITY MANAGERS OFFtCE
STAFF REPORT
REQUEST: REQUEST FOR AWARD OF CONTRACT NO. C32270B TO
WESTBOUND COMMUNiCATfONS AND BURKE RIX
COMMUNICATIONS IN THE AMOUNT OF $291,000.00 FOR
PROFESSIONAL SERVICES RELATED TO THE 1 E11 PARKWAY
PROJECT, WiTH FUNDS TO BE REIMBURSED THROUGH A
GRANT FROM THE CALiFORNIA DEPARTMENT OF
TRANSPORTATION.
SUBMITTED BY: Ryan Stendeli, Senior Management Anatyst
DATE: Aprii 25, 2013
CONTENTS: Draft Agreement
Executed Grant Funding Agreement
Recommendation
By Minute Motion:
Award Contract No. C32270B to Westbound Communications and
Burke Rix Communications in the amount of $291,000.00 for
professional services refated to the 1 e11 Parkway Project.
2. Appropriate $291,000.00 from Fund 400 Capital Reserve monies to
Account No. 400-4915-466-4001. Funding will be reimbursed
through a Califomia Department of Transportation grant.
Backqround
At its meeting of March 22, 2012, the City Council authorized staff to submit a proposal
to co-manage a grant with CVAG for the purposes of community outreach reiating to the
1 e11 Parkway project. StafF was successfui in attaining the grant, and at its meeting of
September 24, 2012, the City Council approved a Memorandum of Understanding with
CVAG to co-manage the grant. CVAG transferred �22,500.00 to the City to cover staff's
time in this process. CVAG staff is conducting the buik of the work on this project, and it
shou{d not be a burden to Cit�r staff.
CVAG staff conducted the RFP and selection process and has selected two firms to
work as a team through this process. The two firms selected are Westbound
Communications, San Bemardino, and Burke Rix Communications, Palm Springs. A
detaiied scope outlining each firm's scope of work is inciuded in the draft contract. Staff
Staff Report
CVAG 1 e11 Parkway Grant
April 25, 2013
Page 2 of 2
has discussed this dual contract approach with the grant manager, and they are
supportive of this approach.
Fiscal Analvsis
The City will be reimbursed for all expenses and staff time related to this project.
Submitted By:
Ryan Stendell
Senior Management Analyst
Paul S. Gibson, Director of Finance
Apprc
John
Jt�.X
`�
;ity Manager
CITY COUNCILA�i'ION
APPROVED � DF.NiED
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Original on File with City�lerk's Office
AGREEMENT FOR PROFESSIONAL SERVICES
This AGREEMENT is made and entered into this day of , 2013,
("Effective Date") by and befinreen the CITY OF PALM DESERT ("City") and Westbound
Communications and Burke Rix Cammunications, California companies ("Consultants")
(sometimes referred to individually or coiiectively as "Party" or "Parties").
WITNESSETH
WHEREAS, City desires to retain Consultants as independent contractors to perform
certain technical and professional consulting services in connection with the Parkway 1e11
project, subject to the terms and conditions specified below, in the documents attached and
incorporated herein, and applicable federal, state, and local law.
NOW, THEREFORE, in consideration of performance by the Parties of the mutual
promises, covenants, and conditions herein contained, the Parties hereto agree as follows:
1. Consultants' Services.
1.1 Nature of Services. Consultants shali provide professional and technical
services on a non-exclusive basis, as more particularly described in Section 3, below, and in
Exhibit A, Scope of Work.
1.2 Personnel. Consultants represent that it has, or will secure at its own
expense, all personnel required to perform the services under this Agreement. All of the services
required under this Agreement will be performed by Consultants or under its direct supervision,
and all personnel engaged in the work shall be qualified, and shall be authorized or permitted
under state and Iocal law to perform such services.
1.3 Standard of PerFormance. Consultants shall perform all services under
this Agreement in accordance with the standard of care generally exercised by like
professionals under similar circumstances and in a manner reasonably satisfactory to City.
1.4 Consultants Representatives. For the purposes of this Agreement, the
Consultants Representative shall be Carrie Gilbreth with Westbound Communications and Brian
Rix with Burke Rix Communications ("Cansultants Representatives").
1.5 Time of Commencement. The execution of this Agreement by the Parties
does not constitute an authorization to proceed. A separate written Notice to Proceed shall be
issued by the City Representative, and Consultants shall not commence work until receipt of
such written Notice(s) to Proceed, as further set forth in Sections 2 and 3, below.
1.6 Time of Performance/Time is of the Essence. Consultants shall
commence the services contemplated under this Agreement immediately upon receipt of a
written Notice to Proceed from the City, and shall prosecute to compfetion each task fisted in
Section 3 in a timely and diligent manner in accordance with the schedule appended to this
agreement as Exhibit B.
4.1 Not-to-Exceed Fee. City shail pay to Consultant a total amount not to
exceed $291,000 for the basic services described in Exhibit A. Payment shall be made on a
monthly basis, based upon the hourly rates defined in Exhibit C. multiplied by the number of
hours worked by each classification of personnel assigned to the project during the previous
calendar month. The not-to-exceed fee shall not be exceeded without written agreement
between the parties.
4.2 Additional Services. Additional services beyond those described in Exhibit
A shall be reimbursed on a time-spent basis at the hourly rates described in Exhibit C. City shall
not be obligated to compensate Consultants for additional services performed without advance
authorization from the City Representative.
4.3 Reimbursable Expenses. City shall pay to Consultants actual costs plus
ten percent (10%), subject to the limitation given below, for expenses incurred on behalf of the
project for long distance telephone calls, reproduction, express delivery and courier services,
postage, out-of-town travel if pre-approved in writing by the City Representative, and other
expenses directly attributable to the project and expressly approved by the City Representative.
4.4 Extraordinary Expenses/Costs. No claims for additional services,
expenses or costs incurred by Consultants will be allowed unless such additional services,
expenses or costs are authorized by City in writing prior to the performance or incurrence of
such services, expenses or costs. Any additional services, expenses or costs authorized by City
shall be compensated at rates mutually agreed upon by the Parties in writing.
5. Method of Payment.
5.1 Invoices. Consultants shal� submit to City invoices each month for all
services, if any, completed, and all expenses or costs incurred pursuant to this Agreement
during the preceding month. The invoices shall describe the services rendered during the period
and shall show the number of hours worked, the hourly rates charged, and any milestone
achievements. Copies of receipts for expenses or costs shall be submitted with each invoice.
City shall review such invoices and notify Consultants in writing within fifteen (15) calendar days
of any disputed amounts.
5.2 Pavment. City shall pay all undisputed portions of the invoice within thirty
(30) calendar days after receipt of the invoice up to the maximum amounts set forth in Section
4.
5.3 Audit of Records. At any time during regular working hours, all records,
invoices, time cards, cost control sheets, and other records maintained by Consultants shall be
available for review and audit by the City.
6. Ownership of Work Product
6.1 Propertv of Citv. All documents including but not limited to plans, bids,
proposals, correspondence, permits, certificates, contracts, change orders, invoices, receipts,
reports, analyses or other written material developed or obtained by Consultants in the
performance of this Agreement, including any and all intellectual property rights arising
therefrom ("Work Product"), shall be and remain the property of City without restriction or
limitation upon its use or dissemination by City. Promptly upon the completion of each
Assignment, or at any other time upon reasonable notice to Consuitants by City, Consultants
shall deliver all Work Product to City.
6.2 Reuse of Work Product. City and Consultants agree that all documents,
other than invoices, prepared by Consultants pursuant to this Agreement shall be used
exclusivefy for the subject project, and shall not be used for any other work without the mutual
agreement of the Parties. Such materiai shall not be the subject of a copyright application by
Consu{tants. In the event Consultants permit the reuse or other use of such Work Product, City
shall require the party using them to indemnify and hold harm{ess City and Consultants
regarding such reuse or other use, and City shall require the party using them to e{iminate any
and all references to Consultants from such Work Product. In the event City reuses such Work
Product on any project other than the project for which they were prepared, such reuse shall be
at the sole risk of City unless City compensate Consultants for such reuse.
7. Conflict of Interest/Prohibited Conduct and Interests
7.1 Conflict of Interest. Consultants and their officers, employees, associates
and sub-consultants, if any, will comply with all conflict of interest statutes of the State of
California appficable to Consuitants' services under this Agreement, including, but not limited to,
the Politicaf Reform Act (Government Code Section 8100, et seq.) and Government Code
Section 1090. During the term of this Agreement, Consultants shall retain the right to perForm
similar services for other clients, but Consultants and their officers, employees, associates and
sub-consultants shaN not, without the prior written approval of the City Manager, perform work
for another person or entity for whom Consultants are not currently performing work that would
require Consultants or one of its officers, employees, associates or sub-consultants to abstain
from a decision under this Agreement pursuant to a conflict of interest statute.
7.2 No Solicitation. Consultants, on behalf of itself and its officers, employees,
agents and representatives, warrants that they have not employed or retained any company or
person, other than a bona fide employee working solely for Consultants, to solicit or secure this
Agreement, and that it has not paid or agreed to pay any company or person, other than a bona
fide employee working solely for Consultants, any contingent upon or resulting from the award
or making of this Agreement. For breach or violation of this warranty, City shali have the right to
terminate this Agreement without notice or liabifity, or in its discretion to deduct from the contract
price or consideration, or otherwise recover, the fufl amount of such fee, commission,
percentage, brokerage fee, gift or contingent fee.
7.3 No Financial Interest — Citv. No officer, member or employee of City
during his or her tenure or one year thereafter shall have any interest, direct or indirect, in this
Agreement or the proceeds thereof. The Parties hereto covenant and agree that not to their
knowledge no member of the City Council, or officer or employee of City has any interest,
whether contractual, non-contractual, financial or otherwise, in this Agreement, or the subject
matter thereof, nor any business or financial relationship with Consultants, and that if any such
interest comes to the knowledge of either Party at any time a full and complete discfosure of all
such information wi11 be made in writing to the other Party or Parties, even if such interest would
not be considered a conflict of interest under applicable laws.
7.4 No Financial Interest — CVAG. No officer, member or employee of CVAG
during his or her tenure or one year thereafter shall have any interest, direct or indirect, in this
Agreement or the proceeds thereof. The Parties hereto covenant and agree that not to their
knowledge no member of the CVAG Executive Committee, or officer or employee of CVAG has
specifically designed to protect against acts, errors or omissions of the Consultants and
"Covered Professional Services" as designated in the policy must specifically include work
performed under this agreement. The policy limit shall be no less than $1,000,000 per claim
and in the aggregate. The policy must "pay on behalf of' the insured and must contain a
provision establishing the insurer's duty to defend. The policy retroactive date must be on or
before the effective date of this agreement.
9.3 Automobile Liabilitv. Consultants shall provide auto liability coverage with
a limit of no less than $1,000,000 per accident. If Consultants owns no vehicles, this
requirement may be met through a non-owned auto endorsement to the CGL policy.
9.4 Waiver. If the Consultants do not carry Worker's compensation coverage,
or if the Consultants will not operate any vehicles at any time within the scope of the services in
the agreement, provisions for coverage may be waived upon review and approval of the City's
Risk Manager.
10. Status as Independent Contractor. ConsuJtants are, and sha!! at aN times
remain as to City, a wholly independent contractor. Consultants shall have no power to incur
any debt, obligation, or liability on behalf of City. Neither City nor any of its officials, employees
or agents shall have control over the conduct of Consultants or any of Consultants' employees,
except as set forth in this Agreement.
11. Non-Assign Ability; Subcontracting. Consultants shall not assign or
subcontract all or any portion of this Agreement without the City's prior, written consent. Any
attempted or purported assignment or sub-contracting by Consultants shall be null, void and of
no effect.
12. Non-Discrimination and Equal Employment Opportunity. In the performance
of this Agreement, Consultants shall not discriminate against any employee, subcontractor, or
applicant for employment because of race, color, creed, religion, sex, marital status, nationa!
origin, ancestry, age, physica! or mental disability, medical condition, or sexual orientation.
Consultants will take affirmative action to ensure that subcontractors and applicants are
employed, and that employees are treated during employment, without regard to their race,
color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental
disability, medical condition, or sexual orientation. This clause shall be included in any contract
prepared or approved by Consultants in connection with performance of its services under this
Agreement.
13. Cooperation. In the event any claim or action is brought against City or CVAG
reiating to Consultants' performance or services rendered under this Agreement, Consultants
shall render any reasonable assistance and cooperation which City or CVAG might require.
14. Termination. The right is reserved by the City to terminate the Agreement at any
time upon seven (7) days written notice, in the event the project is to be abandoned or
indefinitely postponed, or in the event the Consultants' services, in the sole judgment of City, are
unsatisfactory or because of the Consultants' failure to prosecute the work with diligence or
within the time limits specified or because of his disability or death. In any such case, the
Consultants shall be paid the reasonable value of the services rendered, based upon
Consultants' standard hourly rates, up to the time of the termination. The Consultants shafl
keep adequate recards to substantiate costs and provide copies of original time-cards in the
event of termination or suspension.
15. Notices. Any notices, bills, invoices, or reports required by this
Agreement shall be given by first class U.S. mait or by personal service. Notices shall be
deemed received on (a) the day of delivery if de(ivered by hand or overnight courier service
during Consuitants' and City's regular business hours or by facsimiie before or during
Consultants' regular business hours; or (b) on the third business day following deposit in the
United States mail, postage prepaid, to the addresses heretofore set forth in the Agreement, or
to such other addresses as the Parties may, from time to time, designate in writing pursuant to
the provisions of this section. All notices shall be delivered to the Parties at the following
addresses:
City: John Wohlmuth, City Manager
City of Palm Desert
73-510 Fred Waring Drive
Palm Desert, California 92260-2578
Tel: (760) 346-0611
Fax: (760) 341-6372
With a copy to: Ryan Stendel!
City of Palm Desert
73-510 Fred Waring Drive
Palm Desert, California 92260-2578
Tel: (760) 346-0611
Fax: (760) 341-6372
Consultants: Carrie Gilbreth
Westbound Communications
1505 South D Street, Suite 201
San Bernardino, CA 92408
Tel: (909) 3848188
FAX: (714) 663-8181
and
Brian Rix
Burke Rix Communications
431 South Palm Canyon Dr., Suite 206
Palm Springs, CA 92262
Tel: (760) 327-9708
Fax: 760.327.9788
18. Non-Waiver of Terms, Rights and Remedies. Waiver by either Party of
any one or more of the conditions of performance under this Agreement shall not be a waiver of
any other condition of performance under this Agreement. In no event shall the making by City
of any payment to Consultants constitute or be construed as a waiver by City of any breach of
covenant, or any default which may then exist on the part of Consultants, and the making of any
such payment by City shall in no way impair or prejudice any right or remedy available to City
with regard to such breach or default.
17. Attorney's Fees. In the event that either Party to this Agreement shall
commence any legal action or proceeding for damages for breach, or to enforce or interpret the
provisions of this Agreement, the prevailing party in such action or proceeding shall be entitled
to recover its costs of suit, including reasonable attorney's fees and experts' cosis.
18. Exhibits; Precedence. AH documents referenced as exhibits in this
Agreement are hereby incorporated in this Agreement. In the event of any material discrepancy
between the express provisions of this Agreement and the provisions of any document
incorporated herein by reference, the provisions of this Agreement shall prevail.
19. Entire Agreement. This Agreement, and any other documents
incorporated herein by specific reference, represents the entire and integrated agreement
between Consultants and City. This Agreement supersedes all prior ora( or writfen negofiations,
representations or agreements. No promise or representation, whether oral or written, express
or implied, that is not set forth herein, shall be binding or have any force or effect. This
Agreement may not be amended, nor any provision waived, except in a writing signed by the
Parties which expressly refers to this Agreement.
20. Partial Invalidity. In case any provision of this Agreement should be
deemed by a court of competent jurisdiction to be invalid, illegal or unenforceable in any
respect, the validity, legality or enforceability of the remaining provisions shall not be affected or
impaired thereby.
21. Successors. This Agreement shall bind and inure to the benefit of the
respective heirs, personal representatives, successors and assigns of the parties to this
Agreement.
22. Waivers. No waiver of any breach or default of any term or provision of
this Agreement shall be deemed a waiver of any other term or provision of this Agreement, and
no waiver shall be valid unless in writing and executed by the waiving party.
23. Construction. Section headings in this Agreement are soleiy for the
convenience of the parties and are not a part of and shall not be used to interpret this
Agreement. This Agreement shall not be construed as if it had been prepared by one of the
parties, but rather as if both parties have prepared it. Unless otherwise indicated, a!I references
to Sections ace to this Agreement. A!! exhibits to this Agreement are hereby incorporated by
reference.
IN WITNESS WHEREOF, said parties have executed this Agreement effective as of the
Effective Date above.
CONSULTANTs
By: gy:
Westbound Communications Burke Rix Gommunications
lts:
Its:
CITY OF PALM DESERT
Mayor
ATTEST:
Rachelle D. Klassen, City Clerk
APPROVED AS TO FORM
Dave Erwin, City Attorney
EXHIBIT A
SCOPE OF WORK
EXHIBIT B
SCHEDULE
EXHIBIT C
BUDGET
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DEPARTMENT OF TRANSPORTATION
ADMINISTRATION
DIV1510N OF PROCUREMENT AND CQNTRACTS MS-GS
1727 301° S7'Rlit: f
SACRAMCNTO, CA 95816-7Q06
PI IONE (916) 227- 6142
1'AX {916) 227-6155
�"1`Y (800) 735-0193 or (916) 227-2857 ,
INTBRNET http://cultrans-opac.ca.gov
December 28, 2012
City of Palm Desert
73-510 Fred Waring Drive
Palm Desert, CA 92260-2578
Dear Contractor:
F�Ifi t : �.. t.t .� ei!
. ��'-
���"+�
Flex yoar pmrer�
Be energy e„(%tclenr�
Contract No. 74A0692
A fully executed copy of the above-referenced Contract is enclosed for your files. You are not
authorized to commence work until you have been not�ed by the State's designated Contract
Manager to begin work. The Contract Manager is not authorized to approve payment for any work
or services performed prior to contract approval, nor is the Contract Manager authorized to change
the terms ot the contract without an approved contract amendment.
All invoices are to be submltted to the Contract Manager in trfpUcate:
• with the above Contract Number placed next to your firm's name,
• with your Address and Phone Number preprinted on the invoice in the format shown in the
contract, if appropriate,
• with All Documentation required to prove costs, and
• with Any Additionai Information �equired by the terms of the contract.
You are encouraged to pay your suppliers and subcontractors in a timely manner. You are also
reminded that, unless stipulated otherwise in the contract, you must pay your suppliers and
subcontractors prior to requesting any reimbursemen#, if applicable, from the State.
A fully approved contract or additional amendment is required to:
• extend the term of the contract.
• change the description or scope of work.
• allow any additional cos� to be incurred which would exceed the cost timit set in the corrtract.
"Caltrans �mproves mohililv across Cnlifornla"
Page 2
A minimum of 60 days shouid be allowed for processing a contract amendment.
All questions regarding invoices, documentation supporting invoices, payments, and services are
to be directed to Rebecca Forbes at 909-38&7138.
Sincerely,
��� �,�,-4� � ..-,� ( y.tz � i i %�a. ttr-�
Bethany Castleberry
Corrtract Analyst
cc: Rebecca Forbes
Enc.: Contract No. 74A0692
"('altrarrs improves mobilrty across Catifornia"
Contract No. C3Z2T0
City of Palm Desert
Agreem�t Number 74A0692
Page 1 of 12
FUND TRANSFER AGREEMENT
THIS FUND TRANSFER AGREEMENT (FTA), between the State of Califomia acting by
and through its Department of Transportation, referred to herein as CALTRANS and the
City of Palm Desert, herein after referred to as AGENCY, will commence on
January 2, Z013, or approvat by CALTRANS, whichever occurs later. This FTA is of no
effect unless approved by CALTRANS. Agency shall not rec�eive payment for work
perFormed p�ior to approvai of the FTA and before receipt of Notice to Procesd by the
CALTRANS Contract Manager. This FTA shatl expire on February 28, 2415.
0
1. Under this FTA, CALTRANS is conveying State grant funds ta AGENCY, pursuant to
Budget Act Line Item 2660-102-0042T, who wil( oonduct transportation studies and
planning within the regional area under the jurlsdiction of AGENCY.
2. AGENCY has agreed to implement the Public Outreach for the Coachella Parkway
1 e11 Project, hereinafter the Project, subject to the terms and conditions of this FTA.
The Soope of Work and Project Timeline are attached hereto as Attachment II.
3. The resolution authorizing AGENCY to execute this FTA pertaining to the above
described Project is attached hereto as Attachment I.
4. All services performed by AGENCY pursuant to this FTA are tntended to be
performed in accordance with all applicable State and AGENCY laws, ordinances,
regulations, and CALTRANS published manuals, policies, and procedures. In case
of conflict between State and AGENCY laws, ordinances, or regulations, the order of
precedence applicability of these laws shatt be State and AGENCY laws and
regulations respectively.
5. Project funding is as fotlows:
FUND TITLE
SHA
FUND 30URCE
State
DOLLAR AMOUNT
s291,000.00
6. This FTA is exempt from legal review and approval by the Department of General
Services, pursuant to Public Contract Code Section 10295.
Contract No. C32270
SECTION I
AGENCY AGREES:
City of Palm Desert
Agreement Number 74A0692
Page 2 of 12
To timely and satisfactorily camptete all Project Work described in Attachment il within
the project budget and in accordance with the items of this FTA.
SECT{4N {{
IT IS MUTUALLY AGREED:
in consideration of the foregoing and the mutuai promises of the parties hereto,
AGENCY and CALTRANS agree as foliows:
1. Notification of P ie
A. AGENCY's Project IManager is Ryan Stendeli, (760) 346-0611.
B, CALTRANS' Contract Manage� is Rebecca Forbes, (909) 388-7139.
C. Ali notices herein provided to be given. or which may be given, by either party ta
the ather, shall be deerned to have been fuily given when made in writing and
received by the parties at their respective addresses:
City of Paim Desert
Attention: Ryan Stendell, Project Manager
73-510 Fred Waring Drive
Palm Desert, CA 92260-2578
Califomia Department of Transpartation
District 8 — Community Planning
Attention: Rebecca Forbes, Contract Manager
464 West 4�' Street, 6�' Floor, MS-722
San Bemardina, CA 92401
2. Period of Peiformance
A. Reimbursabls work under this FfA shall begin no earfier than on
January 2, 2013, contingent upon the approval by CALTRANS and receipt of the
Notice to Proceed letter of this FTA by the CALTRANS Contract Manager, and wiil
expire on February 28, 2015.
B. AGENCY wili attend a kickoff meeting with CALTRANS to be scheduled within
one (1) week from receipt of Notice to Proceed letter by the CALTRANS' Contract
Manager.
Contract No. C32270
3. Chanaes in Terms/Amendments
City of Paim Desert
Agreement Number 74A0692
Page 3 oi 12
This FTA may onty be amended during the period of performanae by mutual written
agreement of the parties signed by the signato�ies ar their successors.
4. Cost Limit,�tion
A. The total amount reimbursable to AGENCY pursuant to this FTA by CALTRANS
shall not exceed E2S1,000.00.
B. It is agreed and understaod that this FTA fund limit is an es#imate and tha#
CALTRANS will only reimburse the cost of senrices actualiy rendered as
authorized by the CALTRANS Contract Manager at or below that fund limitation
estabiished hereinabove.
5. Termination
A. CALTRANS reserves the right to terminate this �TA upon written notice to
AGENCY at least thirty (30) days in advance of the effective date of such
termination in the event AGENCY fails to proceed with PROJECT wo�ic in
accordance with the tenns of this FTA.
B. in the event of termination for convenience, CALTRANS will reimburse AGENCY
fo� ali allowable, authorized costs up to the date of termination.
C. AGENCY has sixty (60) days after the Term(nation Date to submit invoices to
CALTRANS to make final ailowable payments for P�o�ect costs in accordance to
the terms of this FTA.
6. Budaet Continsrencv Clause
A. it is mutuaily agreed that if the U.S. Congress or the State Legislature fail to
appropriate or a{tocate funds during the current year and/or any subsequsnt years
covered undar this FTA does not appropriate sufficisnt funds for the program, this
Agreemen# shatl be of no further force and effect. !n this event, CALTRANS shaii
have no liability to pay any funds whatsoever to AGENCY or to fumish any othe�
considerations under this Agresment and AGENCY shall not be obligated to
perform any provisions of this FTA.
B. if funding for any fiiscal year is reduced or deleted by the U.S. Congress o� the
State Legislature for purposes of this program, CALTRANS shali have the option
to either terminate this Agreement with na liability occurring to CALTRANS, or
offer a FTA Amendment to AGENCY to reflect the reduced amaunt.
Contract No. C33270
7. Pavment and Invoicinq
City of Patm Desert
Agreement Number 74A0692
Page 4 of 12
A. The method of payment for this FTA will be based on actual altowable costs.
CALTRANS will reimburse AGENCY for expended actual allowable direct costs
and induding, but not timited to labor costs, travel, and contracted cansultant
services costs incuRed by AGENCY in perfonnance of the Project work. Indirect
costs are reimbursable only if the AGENCY has an approved Indirect Cost
Ailocation Plan or an indirect Cost Rate Proposal as set forth in Section tl - Cost
Principais� Item 9. d. The total cost shali not exceed the oost reimbursement
limitation set forth in Section 11- Cost Limitations, ltem 4. a. Actual costs shall
not exceed the estimated wage rates, labor costs, travel and other estimated
costs and fees set forth in Attachment I! without an amendment to this FTA, as
agreed between CALTRANS and AGENCY.
B. Reimbursemen# of AGENCY expenditures wil{ be authoriied onfy for those
altowabis oosts actually incurred by AGENCY in the pertarmance of the Project
work. AGENCY must not only have incurred the expenditures on or after the start
date and the issuance of the No�ce to Proceed letter for this FTA and before the
Expiration Date, but must have aiso paid for those costs to claim any
reimbursement.
C. Travei expenses and per diem rates are not to exceed the rate specified by the
State of Califomia Depa�tment of Personnei Administration for simila� employees
(i.e. non-represented employees) unless written verification is supplied #hat
govemmant hotel rates were not then oommercially avaitable to AGENCY, its sub-
�ecipients, contractors, and/or subcontractors, at the t9me and tocation required as
specifled in the Califomia Department of Transportation's Travel Gutde Exception
Process at the foltowing tink; htto:liwww.dot.ca.caov/hq/ascltravel/a�p b/bu1.htm.
D. AGENCY may submit invoices to CALTRANS at least quarterly but no more
frequently than monthly in arrears for completion of milestones in accordance with
the Project Timeline in Attaahment It to the satisfaction of the CALTRANS'
Contract AAanager. invoic�s shal{ reference this FTA Number and shail be signed
and submitted to the CALTRANS' Cor+tract Manager at the foliowing address, as
stated in Section 11- NotiNcation of Parties, item 1. c.
E. Invoices shali include the following infarmatian:
1) Names of the AGENCY persannel performing work
2) Dates and times of project woric
3) Locations of project work
4) itemized casts as set farth in Attachment {I, inciuding iden#ification of each
employee or subcontractor staff that provided services during the peria! of the
lnvoice, the number of hours and hou�ly rates for each empfoyee or
subcontractor staff member, authorized travel expenses with receipts, receipts
for authorized materials or supplies, and subcontractar invoices.
Contract No. C322T0
City of Palm Desert
Agreement Number 74A0682
Page 5 of 12
5) AGENCY shall submi# written progress reports with each set of invaces to
aliow the CALTRANS' Contract Manager to detennine if AGENCY is
performing to expectations, is on schedule, is within funding aost limitat(ons, to
communicate interim findings, and to afford occasions for airing difficuitles
respecting spec►al problems encountered so that remedies can be deveioped.
F. Inoomp4ate or lnaccurate invoices shall be retumed to the AGENCY unapproved
for coRectior►.
G. CA�TRANS wiil reimburse AGENCY for ali aflowabis Project costs at least
quarterly but no more frequently than monthly in arrears as promptly as
CALTRANS fiscai procedures permit upon receipt of an itemized signed invoice.
H. The FTA Expiratlon Date refers to the last date far AGENCY to incur valid Project
costs or credits and is the date the FTA expires. AGENCY has sixty {60) days
after that Expiratiorr Date to make finai allowable payments to Project contractors
or vendors, submit the ProjecYs Final Product(s) as defin�l in Attachment il and
final invoice to CALTRANS for reimbursement for allowable Project costs. Any
unexpended Project funds not invoiced by the sixtieth (60th) day wiil be reverted
and wiil no longer be accessibie to reimburse late Project invotces.
8. j,ocai Match Funds
A. Except where expressiy allowed in writing herein, reimbursement of credits for
tacal matching funds wiil be made or allowed oniy for worlc perfarmed on and after
the date of issuance of the Notice to Proceed and prior to the Exptration Date of
this FTA.
B. AGENCY agrees to contribute the statutorily required local contribution of
matching funds if any is speci�ed within this FTA or in any Attachment hereto,
toward the actual cost of the services described in /�ttachment 11. AGENCY shall
contribube not iess than its required match amount toward the services described
herein. locat cash and in-kind match requirements can be found in the
Environmental Justice arx! Community-Based Transpartation Planning Handbook
located at the �ffice of Community Planning website:
httc�://www.dot.ca.aov/ha/tao%fficesJocp/ei cbto toolbox.html
9. Cost Principles
A. AGENCY agrees to comply w�th Titie 2, Code of Federal Regulattons {CFR), Part
225 (formerly Office of Managemen# and Budget Circuiar A-87), Cost Principies
for State, Local and Triba{ Govemments, and 49 CFR, Pa�t 1 S, Uniform
Administrative Requirements for Grants and Cooperative Agreements to State
and Local Govemments.
Contra�t No. C32270
City of Paim Desert
Agreement Number 74A0692
Page 6 of 12
B. AGENCY agrees, and wiA assure #hat its contractors and subcontractors will be
obligated to agree, that (a) Contract Cost Principies and Procedures, 48 CFR,
Federal Acquisition Regulations Syst�m, Chapter 1, Part 31, et seq., shall be
used to determine the allowability of individual ProJect cost items and (b) alt
parties shall comply with Faderal administrative procedures in accordance with 49
CFR, Part 18, Uniform Administrative Requirements for Grants and Cooperative
Agreements to State and local Govemments. Every sub-recipient receiv4ng
Project funds as a sub-recipient, contractor, or subcontractor under this FTA shall
comply with Federaf administrative procedures in accordance w(th 49 CFR, Part
18, Uniform Administrative Requiremertts for Grants and Cooperative Agreements
to State and Local Govemments.
C. Any Project costs fior which AGENCY has received payment or credit that are
deteRnined by subsequent audit to be unaliowabie under 2 CFR, Part, 48 CFR,
Chapter 1, Part 31 or 49 CFR, Part 18, are subject to repayment by AGENCY to
CALTRANS. Should AGENCY fai( ta reimburse moneys due CALTRAtVS within
thirty {30) days of discovery or demand, or within such other period as may be
agreed in writing between the pa�ies hereto, CALTRANS is authorized to
intercept and withhold future payments due AGENCY from CALTRANS or any
third-party source, including, but not limited to, the State Treasurer, the State
Controlier or any other fund source.
D. Prior to AGENCY seeking reimbursement of indirect casts, AGENCY must
prepare and submit annually to CALTRANS an Indirect Cost Ailocation Plan or an
lndirect Cost Rate Proposal in acvordance with 2 CFR, Part 225 and Locai
Assistance Procedures Manuai (lPP 04-1U).
10. Americans wlth Disabilities Act
By signing this FTA, AGENCY assures CALTRANS that In the course of performing
Project work, it wiii #uiiy compiy with the appiicable provisions of the Americans with
Disabilities Act (ADA) of 1990, which prehibits discrimination on the basis of disabiiity,
as we11 as al! appiicable regulations an� guide{ines issued pursuant to the ADA. (42
U.S.C. 12101 et seq.)
11. Indemniflcatlon
Neither CALTRANS nor any officer or employee thereof is responsible for any injury,
damage or liabiiity occurring by reason of anything done or omitted to be done by
AGENCY, its officers, employees, agents or its subcontractors under or in connection
with any work, authority os jurisdiction conferred upon AGENCY under this FTA. it is
understood and agreed that AGENGY, shall ft+ily defend, indemniiy and save
harmiess CALTRANS and all its officers and employees from ali claims, suits or
actions of every name, kind and description occurring by reason of anything done or
omitted to be done by AGENCY, its officers, employees, agents or subcontractors
under this FTA.
Coht�act No. C32270
12. ,�on-Discriminatfon
City of Palm Desert
Agreement Number 74A0692
Page 7 of 12
A. During the pertormance of this FTA, AGENCY and all of its sub-recipients and its
sub-c;ontractors� if any, shall not unlawFuily discriminate, harass or allow
harassment, agains# any employee or applicant for employment because of sex,
race, color, ancestry, refigious creed, national origin, disability (inciuding HIV and
AIDS), mentai disability, medicai conditian (cancer), age {over 40), marita! status,
denial of family and medical care leave, and deniai of pregnancy disability leave.
AGENCY, I#s subcontracto�s, and sub-recipients shall ensure that the evaluation
and treatmen# of their employees and appiicants far empltiyment are free from
such discrimination and harassment. AGENCY, its subcontractors and sub-
recipients shall comply with the provisions of the Fair Employment and Housing
Act (Govemment Code [GCj Section 12900 et seq.) and the applicable
regufations promufgated hereunder (Califomia Code of Ragutations, Title 2,
Section 7285.0 et seq.). The appficable regulations of the �air Empioyment and
Housing Commission implementing GC Section 12990 (a f), set farth in Chapter 5
of Division 4 of Ttle 2 of the Califomia Code of Regulations, are incorporated into
this FTA by this reference and are made a part hereof as if set forth in futl.
AGENCY, its subcontractors, and sub-recipients shall give written notice of their
obligations under this dause to labor organizations with which they have a
collective bargaining or other collective bargaining agreements in place.
B. AGENCY shali inciude the nondiscrimination and compiiance provisions of this
clause in all subcontracts to perForm work under this FTA.
13. Retention of Records/Audits
A. AGENCY, its contractors, subcontractors and sub-recipients shail establish and
maintain an accoun�ng system and records that properiy accumulate and
segregate incurred Project costs and matching funds by line. The accounting
system of AGENCY, its contractors, ail subcontractors, and sub-recipients shall
conform to Generaliy Accepted Accounting Principles (GAAP), enable the
determination of incurred costs at interim points of.completion. and provide
support for reimbursement payment vouchers or invoiaes. All accounting reoords
and other supporting papers of AGENCY, its contractors, subcontractars and sub-
recipients oonnected with Project performance under this FTA shall be maintained
for a minimum of three (3) years from the date of final payment to AGENCY and
shall be hetd open to inspection, copying, and audit by representatives of
CALTRANS, the Califomia State Auditor, and auditors representing the federal
government. Copfes thereof wiil be fumished by AGENCY, its contractors, its
subcontractors and sub-recipients upon receipt of any request made by
CALTRANS or its agents. In conducting an audit of the costs and match credits
claimed under thts FTA, CAI.TRANS wiil rely to the rnaximum extent possible on
any prior audit of AGENCY pursuant to the provisions of State and Agency law.
In the absence of such an audit, any acceptable audit v�rork pertormed by
AGENCY's extemal and intemal auditors may be relied upon and used by
CALTRANS when planning and conducting additionai audits.
Contraet No. C32270
City of Palm Desert
Agreement Number 74A0692
Page 8 of 12
B. For the purpase of determining compliance with appiicabie State and Agency law
in connection wi#h the performance of AGENCY's contracts with third partiss
pu�uant to GC Section 8546.7, AGENCY, AGENCY's sub-recipients, contractors,
subcontractors, and CALTRANS shall each maintain and make available for
inspection ali books, documents, papers, acoounting records, and other evidence
pertaining to the perFormance of such contracts, induding, but not iimiied to, the
costs of administering thase various contracts. A{I of the abave referenced parties
shatl make such materials available at their respective offices at a!{ reasonable
times during the entire Project period and for three (3) years from the date of flnal
payment to AGENCY under this FTA. CALTRANS, the Califomia State Audito�,
or any duly authorized representative of CALTRANS or the United States
Department of Transportation, shail each have access to any books, records, and
documents that are pertinent to a Project for audits, examinations, excerpts, and
transactions, and AGENCY shali fumish copies thereof if requested.
C. AGENCY, its sub-recipients, contractors, and subcontractors wii{ permit access to
aA records af employment, employment �Ivertisements, empioyment appfication
farms, and other perdnent data and reoords by the State Fair Employment
Practices and Housing Cammission, or any other AGENCY of the State of
Califomia designated by CALTRANS, for the purpose of any investigation to
ascertain campliance with this FTA.
D. Additionally, aii grants may be subject to a pre-award audit prior to execution of
the FTA to ensure AGENCY has an adequate flnanciai management system in
piace to accumulate and segregate reasonable, al{owable and allocable c�osts.
14. Disnutes
A. Any dispute cancern(ng a question of fact arising under this FTA that is no#
disposed of by agreement shali be dedded by the CALTRANS Contract Officer�
who may consider any written or verbal evidence submitted by AGENCY. The
decision of the CALTRANS Contract Officer shait be CALTRANS finai decision
regarding the dispute.
B. Neither the pendency of a dispute nor its cansideration by the CALTRANS
Contract Officer wili excuse AGENCY from full and timely pertormance in
accordance with the terms of the FTA.
15. Third-Party Contracts
A. AGENCY shaif perForm the work contemplated with resources avallabie within its
awn organization and no portion of the work sha{I be subcontracted without prior
written authorizatian by CALTRANS Contract Manager unless expressly included
(sub-reapient identified) in Attachment Il as part of the ident�fied Projec# work.
Contract No. C32270
City af Pa{m Desert
Agreem�t Number 74A0692
Page9of12
B. AGENCY may use their procurement procedures as long as they comply with 49
CFR, Part §18.36 and Local Assistance Procedures Manual, Chapter 10. All
govemment funded oonsultant procurement transactions must be conducted
using a fair and competitive p�ocurement process that is consistent with 49 CFR,
Part §18.36.
C. Any subcontract entered into as a �esult of this FTA shall contain alt the provisions
s�putated in this FTA to be applicable to AGENCY's sub-recipients, oontractors,
and subcontractors. Copfes of all agreements with sub-recipients, contractors,
and subcontractors must be submitted to the CALTRANS Contract Manager.
D. CALTRANS does noi have a contractuai re)ationship vv�th the AGENCY's sub-
recipients, contractors, or subcontractors and the AGENCY shail be fuliy
respansibie for ail work performed by its sub-recipients, contractors, or
subcontractors.
E. Prior authorization in writing by the CALTRANS Contract Manager shall be
required before AGENCY ente�s into any non-budgeted purchase orcler or sub-
agreement for supplies, or consuitant services. AGENCY shall provlde an
evatuation of the necessity or desirability of incurring such costs.
F. Any subcontract entered into by AGENCY as a result of this F1'A shali mandate
that Vave{ and per diem reimbursements and third-party contract reimbursements
to subcontractors wtlt be aUowab4e as Project �sts oniy after those costs are
incurred and paid for by the subcont�actors. T�avel expenses ar� per diem rates
for suboontractors shali be reimbursed pursuant to Section 11- Paymer�ts and
Invoicing, kem 7. c.
16. Drua-Free Workniace Certiflcation
By signing this FTA, AGENCY hereby certifies urxier penalty of perjury under the
laws of Cai'sfomia that AGENCY will comp{y with the requirements of the Drug-Free
Workplave Act of 1990 (GC Section 8350 et seg.) and wi41 provide a Drug-Free
workplace by doing ail of the foilowing:
A. Publish a statement notifying empioyees that unlawful manufacture, distribution,
dispensation, possession, or use of a oontrolled substance is prohibited and
specif�ring actions to be taken against employees for violations, as required by GC
Sec�on 8355(a).
B. Establish a Drug-Free Awareness Program as reguired by GC Section 8355(b} to
inform empfoyees about all of the following:
1) The dangers of drug abuse in the workplace.
2) The person's or organization's policy of maintalning a Drug-Free workplace.
3) Any avaitabte counseting, rehabilitation, and employee assistance programs.
4) Penalties that may be imposed upon employees for drug abuse viotations.
Contract No. C32it70
City of Paim Desert
Agreement Number 74A0692
Page 10 of 12
C. Provide, as required by GC Section 8355(c), that every employee who works on
the proposed contract or grant:
1) Wii1 receive a copy of the companys Drug-Free policy statement.
2) Wiif agree to abide by the terms of the company's statement as a condition of
amployment on the oontract or grant.
Failure to comply with these requirements may result in suspension of payments
under this FTA vr termination of this FTA or both, and AGENCY may be inellgible for
the award of any future state cantracts if CALTRANS de#ermines that any of the
foliowing has occurred: (1) AGENCY has made a false certification or, (2) agency
violates the certification by failing to carry out the requirements as noted above.
17. Relationshio of Parties
!t ls expressly understood that this FTA is an Agreement executed by and between
two (2} independent govemmental entities and is not intended to, and sha!! not be
construsd to, create the relationship of agent, senrant, employee, partne�ship, joint
venture or association, o� any other relationshtp whatsoever other than that of an
independent pa�ty.
18. State-Owned Data
A. AGENCY agrees to comply with the following requirements to ensure the
preservation, security, and integ�ity af State-owned data on portable computing
devices and portabie electronic storage media:
1) Encrypt all State-owned data stored on portab(e oomputing devices and
portable electronic storage media using govemment-certified Advanced
Encryption Standard (AES) cipher algorithm with a 256-bit or 128-bit
encryption key to protect CALTRANS data stored on every sector of a hard
drive, including temp fiies, cached data, hibemation files, and even unused
disk space.
2) Data encryption shalt use cryptographic techno{ogy that has been tested and
approved against e�cting standards, such as FIPS 140-2 Seaarity
Requirements for Cryptographic Modules.
3) Enaypt, as described above, all State-owned data transmitted from one
c+omputing device or storage medium to another.
4) Maintain confidentiality of all State-owned data by limiting data sharing to
tt�ose individuals contracted to provide services on behatf of the State, and
limit use of State Information assets for State purposes oniy.
5) Instalt and maintain current anti-virus software, security patches, and upgrades
on al( oomputing devices used during the course of the Agreement.
6) Natify the CALTRANS Contract Manage� immediately of any actual or
attempted vialations of security of State-owned data, inciuding lost or stolen
computing devices, files, or portable electronic storage media containing
State-owned data.
City of Palm Desert
Contract No. C32270 Agreement Number 74A0692
Page 11 oi 12
7) Advise the owner of the State-owned data, the agency Information Security
4fflcer, and the agency Chfef Information Officer of wlnerabilities that may
present a threat to the security of State-owned data and of specific means of
protecting that State-owned data.
B. AGENCY agrees to use the State-owned data onfy for State purpases under this
FTA.
C. AGENCY agrees to not transfer State-owned data to any computing system,
mobile device, or desktop computer without first estabfishing the spec�ications for
information integrity and security as established for the original data file(s). (State
Administrative Manual (SAM) Sectian 5335.1)
19. P1,Qiect Ctose OutiFinal Product
A. AGENCY wi(I provide four (4) copies and four (4� electronic versions of the Final
Produd(s) to the CALTRANS Contract Manager.
B. CALTRANS reserves the right to withhold �nal payment to AGENCY pending
receipt of Final Product(s) to the CALTRANS Contract Manager.
Contract No. C3Z2T0
sEcr�oN ni
ATTACHMENTS:
City of Palm Desert
Agreement Number 74A0692
Page12of12
The following attachments are incorporated into and are made a part of this FTA by this
reference and attachment.
1. AGENCY Resolution
(I. Scope of Woric and Project Timeline
IN WITNESS WHEREOF, the parties hereto have executed this FTA on the day and
year first herein above written:
STATE OF CALIFORNIA
DEPARTMENT C?F TRANSPORTATION
_ ,
By: � ..9,�..:�:.�
,
Title: ��.�r�Fx�R✓r ,� f���.,-� /
Date: ��t/.���2-
CITY OF PALM DESERT
By: `--~--c�"
-r�e: � G�'
Date: � "�
ey:
Title:
Date:
By:
Title:
Date:
CNy ot Palm Desert
ApreemeM Number 74A0892
Atlachment I
Contract No. ��%� Page 1 ot2
RESOLUTIOIV NO. 2012-19
A RESOWTION OF THE CITY OF PALM DESERT AUTHORIZING THE CITY
NIANAGER OR DESiGNEE TO EXECUTE AGREEMENTS WITH THE
CALIFORNfA DEPARTMENT OF TRANSPORTAT1t7N.
The City Counai for the City of P�Im Desert, California, does he�eby DETERMlNE,
ORDER and RESOLVE as foliows:
1NHERF.115, the City Council for the City of Palm Desert is e(igible to receive Federal
andJor Stete funding for certain transportation planning related projects, through the California
Department of Transportation; and
WHEREAS, the Coechella Valley Association of Govemments (CVAG� desires to apply
for State funding through the California Department oi Transportation for a Community Based
Transportation Pianning {CBTP) Grant i�r e 1e11 Parkway Project Outreach effort but is
i�eligible to do so due tn its status as a joint power3 authoriry; and,
WHER�AS, for the purposes of this spec�fc grant appiication, CVAG has appraached
the City of Palm Dese�t and the City ag�ees to serve as tfie "App4icanY and CVAG wiil serve as
the "Sub-Applicant"; and,
WHEREAS, ahouid the City of Paim Oesert be awarded the State CBTP Grant for
CVAG's 1e11 �utreach Project, CVAG will provide a Memorandum of Understanding ouUining
�esponsibiliGes between the City and CVAO for the 1e11 Parkway Project Outresch effort and,
WHER�AS� a Fund Trartisfer AgreemeM between the City of Palm Desert and the
Cali%mia Dapartment ot Transportation must be executed bafore suc� funds can be daimed
th�ough the C81P Grant Rrogram; and,
WHER�AS� CVA{3. in acxordance with tMe Fund Transfer Agreement a�d priar to the
execution of the Agreement between the Ciiy and Caiifomia Department of Transportadan, w!!I
deposit into the general fimd of the Citq of Palm Desert an amoun# equal to 7 5% of the requir+ed
1096 match to the gre� awaM for an amount not to exceed $22,500 which wlll serve as the
grant's requfred iocai cash match: and
WHEREA3, the City of Palm Desert +wishes to delegate autharization to execute the
agreemeM and any amendments thereto.
NOW, THEREFORE� BE IT RE80LVED that the City Gouncil far the Ctty af Paim
Oesert authorizes the City Manager or designee to execute atl Fund Tranafer Agreemer�ts and
any amendmen#s thereto w(th the CaliFomia Depa�tment of Transporta�on.
a�y or Pa�n o.s�n
Reso]uti�n No. 201'L-l9 Conlract No. C322T0 ApraemeMNwnber74A0692
ABachmaM 1
Pape 2 0( 2
PASSED. APPROVED AND ADOP'fE0 at a regu4ar meet+ng of the Palm Desert City
Council, held on this 22nd day ot Marcfi , 2012, by the foNowing vote, to
wit,
AYES:
NOES:
ABSENT:
BEITSOIi, Fili6BiR. BAR1iIL, ICROOIiBN, and SPIEGBL
,�
xoxE
A6STAIN: Nox�
ATf EST: _
c.�_. �,� ' _.
RA HELLE D. KL�iSSEN, CITY CLERK �
City of Palm Desert, Califcmia
; ���� � �
ROBERT A. SP4EGEL, ayc�r��/
�C ���� tS CERTf�FiEUH 0 8E A ULL�, TRUE' A'p
Ci�RRECT COPY OF TNE dRIGlNAL ON FlIE ANp DN
REG�RD IN MY QF�ICE.
aatea:,,.�� r
RACHEi-t.� 0. KIASSEtd, Cityr Clerk
ai Desert, liforn+a
�Y�
:,---r
� .
City of Palm Desert
Cohtract No. C3Z27Q Agreement Number 74A0692
Attachment II
Page 1 of 8
SCOPE OF WORK
Public Outreach Program for the Coachella Parkway 1e11 Project
INTRODUCTION:
The project is a public outreach program for a neighborhood electric vehicle/bicycle/pedestrian
path along the Whitewater River in the Coachella Valley in central Riverside County. The
path will serve nine Valley ciries, the County of Riverside and five Indian Tribes. The total
lengtiz of the path is about 54 miles along the Whitewater River with other connections that
extend to Desert Hot Springs, Palm Springs and the Salton Sea.
RESPONSIBLE PARTIES:
The Ciry of Palm Desert with the assistance of the Coachella Valley Associarion of
Governments (CVAG) and a consulting fum will perfomi the work. The consultant has not yet
been selected and the proper procurement procedures will be used through a competitive RFP
process. Minor changes to the Scope of Wark may be needed to integrate innovative
appmaches suggested by the consulting firm. lt is anticipated tb�at the overall project scope and
budget will not differ substantially and will not exceed the grant request amaunt. A key
stakeholder is Caltrans who will be invited to participate throughout the project, espe.cially
through the planning process and before taking conceptual ideas to the pubiic.
OVERALL PROJECT OBJECTIVES:
The overall project objecdve is to encourage extensive public participation in the
c�nfiguration, design and general development of a 54-mile bicycle/pedestrian/NEV path along
the Whitewater River in the Coachella Valley. Once completed, the project can proceed to
preliminary and final design and constiuction. The actual building of the path will lead to the
following benefits:
• Air Quality Improvements
• Energy Savin�s
� Mobiliry and Accessibility Improvements
• Transportation System Preservation
• Economic Stimulus
• Public Safery and Security Improvements
• Health Benefits
Contract No. C32270
1. Project Initlation
Task 1.1: Proiect Kick-aff Meetinu
City of Palm Desert
Agre�ment Number 74A0692
Attachment II
Page2of8
Palm Desert and CVAG will hold a kick-off rneeting with Caltians staff ta discuss grant
procedures and project expectations including invoicing (at least quarterly but not more
frequently than monthly}, quarterly reporting and all other relevant project information. A
meeting summary and meeting notes will be prepared.
Respansible Party: City of Palm Desert
Task 1.Z: Proiect Resnonsibilitv Summary
Based on the input from the kick-off meeting, CVAG will prepare a general responsibility
summary that includes specific people and positions ihat will be accountable for various
aspects of the project.
Responsible Party: CVAG
Task 1.3: Establish Proie,ct Team
A Project Team, consisting of affected jurisdicrions, will be created to help guide the progress
of the work. The Project Team will meet monthly, if needed. CVAG will take notes and
produce miiwtes at those meetings.
Rtsponsible Party: CVAG
Task 1.4: Ouarterlv Reoorts to Caltrans
Per the requirements of the contract, CVAG will produce quarterly reports for review and
appmval by the City. Once approved, the City shall forward the quarterly reports to Caltrans
for their review.
Responsible Party: City of Palm Desert
Task 1.5: Invoicinq
Per the requirements of the contcact, the City will prepare invoices for submittal to Caltrans
consistent with Calt�rrans requirements.
Responsible Party: City of Palm Desert
Contract No. C32270
� Task
� 1.1
� !.2
I 1.3
� 1.4
� 1.5
2. Consultant Selection
City of Palm Desert
Agreement Number 74A0692
Attachment II
Page 3 of 8
Deliverable
Proiect Kicl�ofl`'artd MeetinR Notes
Responsibility Summary
Project Team Selection & minutes from
meeti�:�s
Quarterly Reports
Invoices to Caltrans
Task 2.1: �renare RFP and Scopg� Work for Consultant Services
CVAG, with input from Palm Desert arid Caltrans, will prepare the Scope of Work and RFP
for consultant services.
Responsible Pariy: CVAG
Task 2.2: Advertise for Consultant Services
CVAG will place an advertisement for consultant services in trade publications, the local
newspaper, appropriate websites and on CVAG's and Palm Desert's website.
Responsible Party: CVAG
Task 2.3: Salect Consultant
Depending on the response to the RFP, CVAG will establish a team that, at a minimeim,
includes staff from CVAG, Palm Desert and Caltcans to review proposals. If needed,
interviews will be set prior #o a final selection. Once a final selecrion is chosen, CVAG will
negotiate with the consultant to ass�u�e a fair price. Final approval and price for the consultant
will be agreed upon by the review team prior to sending it on for appmval by the governing
bodies.
Responsible Party: CVAG �nd City
Task 2.4: Prenare and Anrnnve Cogg��
CVAG will prepare the fiaal contract for review and approval by the City of PaIm Desert.
Responsible Party: CVAG and City
Contract No. C322T0
Task �eiiverable
City of Palm Desert
Agreement Number 74A0692
Attachment II
Page 4 of 8
2.1 Prepare RFP. for Cons:�ltant Services,
l.2 Proof of publication aad notification
2.3 Proposal review and Consicltant selection
2 � Consultant Contract
3. Development of Outreach Materiats
Task 3.1: Proiect Snecific Website
The Consultant will prepare and maintain a project specific website that outlines the proposed
Whitewater Traii. The website shall be in both English and Spanish. The website should also
announce future meetings, keep the public up-to-date on the progress of the public outreach
and give an opportunity for public comment.
Responsible Party: Consultant
Task 3.2: Pamohlets
The consultant shall develop pamphlets, in both English and Spanish, which will give an
overview of the proposed Whitewater Trail, how people can get involved and other
informarion that is appropriate. There should be 5,000 pamphlets printed for distribution to
public places (city halls, libraries, community centers, etc.)
Responsible Pariy: Consultant
Task 3.3: Sucial Med�
The consultant shall develop and maintain social media sites, such as Facebook and Twitter, so
that the general public can be kept up-to-date on the progress and results of the public oumach
effort.
Responsible Party: Consvltant
Task 3.4: Resoonses to TV. Radio and Newsoaoer Inauiries
As inquiries are received by the City and CVAG, the consultant shall prepare responses
including press releases, talking points and guest editorials. The consultant shall not make
personal appearances or make direct contact with the media without pern�ission from the City
or CVAG.
Contract No. C32270
Responsible Party: Consultant
Task 3.5: Video Flvover of Parkwav
City of Palm Desert
Agreement Number 74A0692
Attachment II
Page 5 of 8
The consultant shall produce a video prepared &om a flyover of all or part of the Parkway
length. The flyover can be done by an actual flight by a plane or helicopter or by a remote
controlled vehicle. Once the video is taken, the consultant shall produce a video that cen be
shown at public meetings and presentations.
I Task
� 3.1
� 3.2
� 3.3
� 3.4
13.s
4. Workshops
Deliverable
Website developrr:ent cPc mnintenance
Pamphlets in English & Spanish
Develop and maintain Social Media sites
Log of responses
Production of �deo Flyover
Task 4.1: Establish Locations for Workshons
Locations for public workshops shall be established. There �all be up to five locations, in the
west end of the Valley, in the central portion and in the east end.
Responsible Party: CVAG
Task 4.2: Hold Wor�Cshons
Up to two public workshops shall be held in each location. The focus of the first workshop
shall be an introduction to the project. This fust meeting may include a visioning process and
a design charette. The second public workshop will present preliminary design options,
including photo simulations, and final findings.
Responsible Pariy: Consultant
Task
4.1
4.2
Deliverabte
Workshop locations
Notes /'rom Workshops
Contract No. C32270
S. Presentations
Task 5.1: Preoare List of Oreanizarions
City of Palrn Desert
Agreement Number 74A0692
Attachment II
Page 6 of 8
The Project Team shall prepare a list of potential organizations for presentations of the project.
The list shall include all nine Valley ciries and the County of Riverside. Other organizations
may include chambers of commerce, visitor serving groups, special interest groups and
community arganizations.
Responsible Party: CVAG
Task 5.2: Prenare Presentadon Materials
The Consultant shall prepare presentadon materials, wluch may include a Powerpoint
presentation, handouts, etc. The material shall highlight progress to date and contact
information.
Responsible Party: Consultant
Task 5.3: Conduct Presentations
The Consultant shaIl make pm.sentations ta the cities, the County of Riverside and other
organizations agreed to by the Froject Team. The Consultant, after the public worlcshops and
presentations, raake a presentation to the City of Palm Desert City Council and the CVAG
Executive Committee.
Responsible Party: Consultant
Task 5.4: Citv Council Presentation and Adontion
The Consultant shall make a presentation to the City of Palm Desert for their review and
SPProval.
Task
S.1
S.2
5.3
S.4
Defiverable
List of 4r'�anxzations
Copies ofPresentrttion materials
Notes, from Presentations
Presentation materials
Contract No. C3Z270
6. Reports
Task 6.1: Prenare Draft Reoort
City of Palm Desert
Agreement Nttmber 74A0692
Attachment II
Page 7 of 8
The Consultant shall prepare a draft project report summarizing the results and findings of the
public outreach pmgram. Five copies of the report shall be submitted to CVAG for
disseminatioa to others.
Respansible Party: Consultant
Task 6.2: Review of Draft Reuort
Caltrans, the City of Palm Desert and CVAG shall review the draft rcport aad give comments
to the Consultant to be included in the fu�al report.
Respottsible Party: CVAG and City
Task 6.3: Prenare Final Renort
The Consultant shall prepare the final report and submit ten copies to CVAC3. The Cottsultant
shall then make a fmal presentation to the City of Palm Desert City Council and the CVA(3
Executive Committee.
Responsible Party: Consultant
Taslc Deliverable
6.1 DrafP Report
6.2 Responses to Dra� Report
6.3 Flnal Report
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BURKE I RIX
COMMUNICATIONS
4.3 Conduct Presentations
Our team members will be available to conduct presentations in both English and Spanish depending on the
demographic of the audience.
4.4 City of Palm Desert Council Presentation and Adoption
Both Carrie Gilbreth of Westbound and Brian Rix of BRC will be available if needed to present to the Palm
Desert City Council.
5.1 and 5.2 Prepare Draft Report and Final Report
Primary Firm: Westbound
Contributing Firm: PPr
Our team prides itself in delivering quality, award -winning work for our clients. An important aspect of the project
delivery and completion is the final report. our approach is to include accurate accounts of all the work
performed on the project. This includes meeting minutes, meeting sign -in sheets, call logs, a communication
matrix, special event outreach matrix, database, samples of produced materials, photos, video and audio files,
monthly/quarterly reports, results matrix, media coverage matrix and clips.
• Produce five printed, color copies of draft report for review by management team; also reproducible
electronic format
• Produce 10 printed, color copies of final report for management team; also reproducible electronic
format
• Brief executive summary that is visually engaging and can be easily reproduced
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2. Services of City.
2.1 City Representative. For the purposes of this Agreement, the City
Representative shall be Ryan Stendell, or such other person designated by the City's Executive
Director ("City Representative").
2.2 CVAG Representative. For the purposes of this Agreement, the Coachella
Valley Association of Governments Representative shall be Michael Shoberg, or such other
person designated by the CVAG Executive Director ("CVAG Representative").
2.3 Provision of Data. All information, data, reports, and records and maps as
are existing and available from the City and necessary for the carryings out of the work outlined
in Exhibit "A" hereof shall be furnished to Consultants without charge by City, and City shall
cooperate in every way reasonable in the carrying out of the work without delay.
2.4 Reviews and Inspection. The City and CVAG shall review and inspect all
draft and final reports, maps, drawings, materials, and other deliverables in a timely manner.
Consultants shall advise the City in advance of the necessity of such reviews and inspections.
3. Consultants' Scope of Work. Upon delivery by City to Consultants of a written
Notice to Proceed, Consultants shall immediately commence work pursuant to this Agreement.
Consultants' scope of work shall consist of the services in Exhibit A appended to this
Agreement.
3.1 Reporting and Record Keeping,. To assist City in the performance of its
planning, reporting, and financial administration obligations, Consultants shall, throughout the
term of this Agreement, keep City and CVAG reasonably informed of progress on work required
under this Agreement, and of any problems or delays, anticipated or otherwise, associated with
each aspect of the work. Consultants shall promptly respond to any request by City or CVAG for
information, progress reports, or documentation. Consultants shall maintain accurate records of
all work performed for each Assignment under this Agreement, including but not limited to
originals or copies, as applicable, of all deliverable documents described in Exhibit A. Upon the
completion of work, and if requested by the City, Consultants shall deliver to City the originals of
all materials produced in conjunction with the project, and may retain copies of such
documentation, at Consultants' election.
3.2 Compliance with Laws. Consultants shall at all times possess any and all
licenses and permits necessary to provide the services herein, and shall comply with applicable
federal (especially CFR 49 Part 18.36), state (especially Chapter 10 of the Local Assistance
Procedures Manual), and local laws, ordinances, codes, and regulations in the performance of
this Agreement, and with all applicable City of Palm Desert policies and guidelines.
3.3 Confidentiality. Except as otherwise permitted or required by law,
Consultants shall maintain as confidential and shall not disclose any and/or all information
received in the course of performing pursuant to this Agreement. Consultants shall promptly
inform the City in the event Consultants receive a subpoena or court order requiring disclosure
of confidential information.
4. Compensation. City shall pay Consultants for the Services provided under this
Agreement on the following basis.
any interest, whether contractual, non -contractual, financial or otherwise, in this Agreement, or
the subject matter thereof, nor any business or financial relationship with Consultants, and that if
any such interest comes to the knowledge of either Party at any time a full and complete
disclosure of all such information will be made in writing to the other Party or Parties, even if
such interest would not be considered a conflict of interest under applicable laws.
7.5 No Financial Interest — Consultant. Consultants hereby covenant, on
behalf of their respective companies, and its officers, employees, agents and representatives,
that at the time of executing this Agreement it has no interest, and that it shall not acquire any
interest in the future, direct or indirect, which would conflict in any manner or degree with the
performance of services required to be performed pursuant to this Agreement. Consultants
further covenant that in the performance of this Agreement, no person having any such interest
shall be employed by Consultants. At no time during the term of this Agreement, and for one (1)
year thereafter, shall Consultants or anyone acting on Consultants' behalf, accept anything of
value from any contractor or subcontractor performing services in connection with the HIP.
8. Indemnification. Other than in the performance of professional services
and to the fullest extent permitted by law, Consultants shall indemnify, defend and hold the City,
CVAG's and City's elected officials, officers, employees, agents and volunteers free and
harmless from and against all tort liability, including liability for claims, suits, actions, expenses
or costs of any kind, whether actual, alleged or threatened, actual attorney's fees, court costs,
and expert witness fees incurred by City or CVAG, arising out of or in any way connected with,
in whole or in part, the acts or omissions of Consultants, or any of Consultants' officers, agents,
employees or contractors, in the performance of this Agreement, including but not limited to,
claims, suits and liabilities for bodily injury, death or property damage to any individual or entity,
including employees or officials of Consultants. The provisions of this paragraph shall not apply
to claims arising out of the sole negligence or willful misconduct of City or CVAG, any of City's or
CVAG's elected officials, officers, employees or agents.
In addition to the foregoing, Consultants shall indemnify, protect, defend and hold
harmless the City and CVAG, their officials, employees, agents and representatives from and
against any and all losses, liabilities, damages, costs, and expenses, including attorney's fees
and costs to the extent same are caused in whole or in part by any negligent or wrongful act,
error, or omission of the Consultants, its officers, agents, employees or sub -consultants (or any
entity or individual that the Consultants shall bear the legal liability thereof) in the performance
of professional services under this agreement.
9. Insurance. Consultants will maintain insurance in conformance with the
requirements set forth below. If Consultants' existing coverage does not meet the requirements
set forth here, it will be amended to do so. Consultants acknowledge that the insurance
coverage and policy limits set forth in this section constitute the minimum amount of coverage
required. Any insurance proceeds available to City in excess of the limits and coverage required
in this agreement and which is applicable to a given Toss, will be available to City.
9.1 Workers' Compensation and Employer's Liability. Consultants shall
provide Workers Compensation and Employer's Liability Insurance on an approved policy form
providing benefits as required by law with employer's liability limits no less than $1,000,000 per
accident or disease.
9.2 Professional Liability or Errors and Omissions. Professional Liability or
Errors and Omissions insurance as appropriate shall be written on a policy form coverage
BRC •
BURKE I RIX
COMMUNICATIONS
Scope of Work
1.0 Project Meeting Kick-off
Primary Firm: Westbound
Contributing Firm: BRC
Westbound in conjunction with BRC will develop the agenda for the kick-off meeting. In preparation for the
meeting, BRC will advise Westbound on what activities have been completed in conjunction with the current
Master Plan and define the overall goals and objectives of this campaign.
Westbound will also establish an electronic system to house and organize all documents for the duration of the
project. While we have recommended for other clients the option of housing information as a
password -protected intranet within the public website for team members to access information, we recommend
exploring an easy -to -use file sharing system such as DropBox for this project, which will be more cost effective in
the long term and easier to hand over at the completion of the project.
The DropBox folder will house meeting handouts, minutes and records of decisions no later than one business
day following the meeting. What's more, to ensure accuracy of comments and appropriate attribution for meeting
minutes, Westbound will record the kick-off meeting via digital recorder. The audio file will be copied in a digital
format that can be easily uploaded to DropBox.
All team members from Westbound and BRC will attend the kick-off meeting.
• Define measurable overall goals and objectives of campaign; Determine reporting procedure
• Attend project kick-off meeting
• Establish DropBox file sharing system
• Draft and finalize meeting minutes; Create digital audio file of meeting minutes
2.0 Development of Outreach Materials
2.1 Website Development and Maintenance
Primary Firm: Westbound
Contributing Firm: BRC
Westbound in conjunction with BRC will develop a project -specific website. Once the naming process is
completed, we will secure the appropriate domain names for the project and will review the documents on the
current CVAG website to determine what should be included in this website. The objective is to develop a user-
friendly website that will serve as a public resource and sales tool for the project. Content will be developed
with the needs of target audiences in mind while addressing issues relevant to them.
The team will use a Content Management System (CMS), such as Joomla or WordPress. By using a CMS
platform, we will update the website with current information without the help of a third -party programmer,
reducing maintenance costs and ensuring changes can be made quickly if needed. The CMS platform will allow
BRC •
BURKE I RIX
COMMUNICATIONS
us to add and edit pages as necessary as the project develops and needs arise, such as updating the website
with information on future public meetings/workshops and on -going public outreach efforts.
To allow for ease of navigation, the website will follow the "3-click rule," a web design rule that recommends that
a user of a website should be able to find any information with no more than three mouse clicks. Following this
rule will provide information in an organized, logical and accessible manner for all users. The website's primary
navigation bar will include but is not limited to:
Project Overview — A breakdown of the proposed Parkway 1ell and Frequently Asked Questions.
Project Benefits — All audiences and stakeholders can learn about the project's key benefits.
Parkway 1ell Map — Project map and renderings.
Multimedia — Photos, videos and downloadable collateral.
Calendar of Events — Feature upcoming public meetings and workshops.
Contact Us — The public can submit questions and access the public outreach team's contact
information. Questions will be forwarded to a project -specific email address where inquires will be
addressed within one business day.
Once the project nears completion, the public outreach team will create a CVAG administrator log -in. We will
work closely with the contact who will assume responsibility of the website once work is complete and give a full
training on how to manage and update the website.
• Develop website navigation map
• Develop design proofs
• Develop website copy
• Utilize audience specific tools, such as an English and Spanish translation tool and text size tool
• Continually update, maintain and enhance the website
• Monitor Google Analytics and update and enhance website based on user behavior
2.2 Pamphlets
Primary Firm: Westbound
Contributing Firm: BRC
Our objective is to print and deliver 5,000 pamphlets. We will design a double -sided template (one side English
other side Spanish) that includes an infographic that is target audience -specific. The template will include text
boxes in which we can easily and quickly change content based on which audience group we are targeting and
will speak to the progression of the project. The template and project boilerplate information will allow us to
have a consistent look throughout while the infographic and content will help personalize outreach.
The infographic handouts will focus more on project outputs, clearly demonstrating the progress made to date
along with highlighting how much CVAG and its partner agencies are going above and beyond to communicate
with all audiences. lnfographics are great tools that can easily and visually demonstrate over time the progress
being made on a project. Given the likelihood that these groups will receive more than one update throughout the
duration of the project period, we'll be able to update the same graphics as we meet with them, further
emphasizing the progress over time.
The infographic may include images that highlight the volume of our efforts including the number of work- shops
hosted, meetings held with organizations, pamphlets distributed, and more. This style of handout has been
well received by elected officials, organizations and the community for its easy -to -understand information.
BRC •
BURKE I RIX
COMMUNICATIONS
Westbound
COMMUNICATIONS
17 Develop and distribute English and Spanish printed infographic pamphlets that can be used in public
places (i.e. city halls, community centers, libraries, senior centers, etc.) and throughout the community
Li Distribute pamphlets electronically via Constant Contact
E Post infographic pamphlets on website and promote via social media
2.3 Social Media
Primary Firm: Westbound
Contributing Firm: BRC
Based on our assessment of the proposed project's key audiences and extensive research of social media
user demographics and behavior, the team will implement the following social media plan. In addition, the team
will utilize Vocus' social media monitoring to track conversations and impressions of Parkway 1ell across all
social networks and blogs.
— Facebook will be a primary social media platform to reach and engage our
target audiences. Because Facebook is the most -used social networking platform among all online adults, this
outlet will be the ideal platform for generating conversations, forming relationships with our audiences and
promoting the many benefits of Parkway lell.
We will utilize Facebook to share photos, videos, events and project updates. To supplement our Vocus social
media monitoring, Facebook's Insights tool will offer a comprehensive analysis of content reach, user
engagement and demographics. We will also create custom applications on the Parkway 1ell Facebook page
to further garner public input and engagement, such as photo slideshows, embedded videos and more. The
team will also look into Facebook advertising as a means to grow our online audience by targeting users by zip
code, interests, age and more.
— lnstagram will be key in helping us give a voice to all our audiences, as it is a
popular photo sharing and networking platform across all demographics. We will take advantage of Instagram's
"photos -are -king" platform to capture the beauty of the Coachella Valley and tell the story of how Parkway
1ell will promote healthier living, enhanced public safety, improved mobility and a better economy throughout
the region.
Secondary Platform. YouTub€ — We will utilize video -sharing site YouTube primarily for hosting and sharing
public meeting and workshop videos and the fly -over video. These videos will be integrated into our social
media platforms, featured on our website and in our electronic newsletters and can be shared with partner
agencies, businesses and local governments for their own use.
Once the public outreach project nears completion, we will work closely with the contact who will assume
responsibility of Parkway 1el 1 social media and give a full training on how to manage and update each social
media platform.
• Define measurable goals and objectives with corresponding strategies and tactics
• Develop Facebook page rules of conduct to manage inappropriate user content
• Monitor content performance among targeted audiences through various social media monitoring
tools; adjust strategy to enhance user experience
• Create recommended posting schedule
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COMMUNICATIONS
2.4 Responses to TV Radio and Newspaper Inquiries
Primary Firm: BRC
Contributing Firm: Westbound
Media consists of both reactive and pro -active components and both are important in public outreach. It is
important also to realize the importance of print and radio especially in the environmental justice or Spanish
speaking communities. They have press that is particular to their area or language and it is critical to also
involve them in the process.
We will take a pro -active approach where appropriate to promote the project to various press outlets including:
A. Print and online media: Advocate for positive stories from print outlets such as the Desert Sun, Desert
Star Weekly, Public Record etc. Look for opportunities for op-eds and editorials, orchestrating letters to
the editor, identifying key project milestones for positive media coverage and developing additional
relationships with key journalists.
B. Radio: Promotional interviews on both English and Spanish radio. Look for radio stations to cover and
promote events promoting the project. In some cases purchase advertising time on local "drive time"
stations.
C. Television: Identify opportunities or create opportunities to gain favorable television coverage. For
example, see if there is a local morning or evening TV show might do a series of "sneak preview"
appearances to look at potential trail sites or a local fitness expert willing to take a tour of the existing
trail talking about what is envisioned for the future.
We are also prepared to react quickly to negative press about the Project. We will respond to all TV,
Newspaper and Radio and:
A. Be prepared to issue press releases when necessary to react to unfavorable press or to set the record
straight.
B. Be prepared to do letters to the editor or Valley Voice pieces in response to negative press.
Whether pro -active or reactive, we will first seek the approval of CVAG before disseminating information to the
media.
Develop a tiered media list including television, radio and print for English and Spanish media
Develop press releases, media alerts, talking points and other collateral as needed
G' Develop media training materials and conduct in -person or phone trainings as needed
G' Work with CVAG to identify appropriate spokespeople
2.5 Video Fly -Over of Parkway
Primary Firm: Westbound
Contributing Firm: BRC
Providing target audiences with a well -produced video element is key in helping them understand the project
parameters. A video fly -over of the Parkway will be a great tool to show the true magnitude of the project. We
will the fly -over by helicopter since this avoids some of the pitfalls associated with the drone.
We will contract with a video producer to produce a persuasion video of the project with visual simulation of the
project.
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BURKE l RIX
COMMUNICATIONS
Deliverable,
❑ Produce a video fly -over of the parkway
Develop a video presentation in English with Spanish subtitles
❑ Add video to project website, YouTube channel and promote through social media
3.0 Workshops
Primary Firm: BRC
nnntrihi'tinn Firm: Westbound
We will present a minimum of 10 workshops in a creative method that will get the message of the Parkway to
our intended audience. We will accomplish this by doing the following:
1. Creating site -specific workshops along the existing Whitewater River Trail that could be events as
bike-alongs or public runs. At these events we will provide information about the project and create
media attention for the Parkway.
2. Look for opportunities to distribute information to the community, such as public events at churches,
festivals, farmers markets, art walks, sporting and biking events or other community gathering places.
3.1 Establish Locations for Workshops
Our team will review with CVAG on an ongoing basis opportunities that we think would be beneficial to the
project and, where approved, manage all aspects of scheduling and hosting the workshop or event.
3.2 Hold Workshop6
Our team will be responsible for holding the workshops and doing the presentations. Our team has the ability
to do the workshops in both English and Spanish.
• Personally invite key opinion leaders/individuals
• Develop and distribute notifications/invites
• Develop voting presentation and recording of responses
• Record all comments, feedback and input offered by attendees
• Host a total of 10 workshops
• Create necessary presentation and display materials
• All materials for the workshops will be in both English and Spanish as necessary
4.0 Presentations
Primary Firm: BRC
Contributing Firm: Westbound
Presentations are a critical component to gaining long-term support for this project. Our team will continue to
establish relationships with groups and organizations throughout the project area to communicate and
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COMMUNICATIONS
disseminate information about the project. This will be integrated and complimentary to the outreach efforts
currently under way.
4.1 Prepare List of Organizations
We will work closely with CVAG and the consulting teams to compile a comprehensive list of organizations that
will offer the most opportunity to reach our audience. Following is a sample of the target audiences that will
further be refined to include private communities, country clubs and golf courses:
CVAG Parkway 1e11 Approach for Communicating with Audiences
The graph be'. illus _' the in errelatjonships between primary target audiences
m.i•n h- .r.j- . i -. . . nicate with them.
Regulatory Agencies
Website
Presentations
Workshops
Organizational Newsletter Articles
Utility Bill Inserts
Business Community
Website
Presentations
Pamphlets
Workshops
Organization
Newsletter Articles
Website
Presentations
Pamphlets
Workshops
Community Events
Conservancy Groups
Website
Presentations
Pamphlets
Workshops
Community Events
Health t'),,,,«rnmmrity
Website
Presentations
Pamphlets
Workshops
Organization Newsletter Articles
Community Events
4.2 Prepare Presentation Materials
r.,.
Website
Presentation at Board of
Directors Meeting
Quarterly Update
Briefings with Directors
Recreation Community
Presentation to Board of Directors
Website
Pamphlets
Workshps
Project Displays at Centers
Community Events
Electeds & Staff
Nine Jur: C
Council Presentations
Quarterly Update
Website
Pamphlets at Public Buildings
Workshops
Tribes
Tribal Council Presentation
Quarterly Update
Materials at Reservation Centers
Pamphlets
Workshops
Latino Community
similated, 1st
veneration)
Pamphlets
Website
Neighborhood Dialogues
Community Events
Faith -Based Outreach
School Outreach
Spanish Language Outreach
Seniors
(Full -Tun,:- r
ValI
Presentations at Senior Centers
Website
Pamphlets
Workshps
Faith -Based Outreach
Materials previously developed such as the Prezi and the Infographic will be primarily used and these formats allow
us to customize them as necessary for a particular group.