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HomeMy WebLinkAbout1998-03-10; City Council; 14589; APPROVAL OF CONTRACT WITH KATZ & ASSOCIATES, INC. TO PROVIDE COMMUNITY RELATIONS AND CONSTRUCTION SUPPORT SERVICES FOR VISTA|CARLSBAD INTERCEPTOR SEWER REACHES VC5B TO VC9, CMWD 91-403 CONTRACT NO. 31821rca 2 2 2 .. z 0 F 0 4 4 23 2 3 0 0 1 CITY OF CARLSBAD - AGENDA BILL AB# /f flq TITLE: APPROVAL OF CONTRACT WITH KATZ & DEPT. HD. CITY Any. MTG. -3/1!?198 AND CONSTRUCTION SUPPORT SERVICES FOR DEPT. CMWD TO VC9, CMWD 91 -403 CITY MGR. ASSOCIATES, INC. TO PROVIDE COMMUNITY RELATIONS VISTNCARLSBAD INTERCEPTOR SEWER REACHES VC5B CONTRACT NO. 31 821 e RECOMMENDED ACTION: Adopt Resolution No. qf-ks for approval of contract with Katz & Associates, provide community relations and construction support services for Vista/Carlsbad Ink Sewer Reaches VC5B to VC9, CMWD Project No. 91-403, Contract No. 31821. ITEM EXPLANATION: Final design is in process on the Vista/Carlsbad Interceptor Sewer Reaches VCSB t This sewer consists of approximately 2,900 lineal feet of 36-inch diameter pipeline Jefferson Street and 3,600 lineal feet of 42-inch diameter pipeline along Jefferson Strt Oak Street. The estimated construction cost for the interceptor sewer is $2.7 million. Residents, businesses and traffic will be directly impacted by the construction activity and traffic impacts will be noted throughout all areas adjacent to construction. Cons time is estimated at up to seven months which makes it important to communicate messages to the businesses and residents in the area. Proposals were requested to provide professional community relations and const support services for the Vista/Carlsbad Interceptor Sewer. Responses were receive Katz and Associates, Roni Hicks & Associates, and Stoorza, Ziegaus and Metzger, reviewing the proposals and conducting interviews, staff recommends Katz & Associ provide community relations services. Katz & Associates provided the most thoroul creative approach to establishing a positive, mutually beneficial relationship betwe community and the City staff. Katz & Associates will provide a combination of public relations services including the following: I. Media Relations/Press Releases 2. Meeting Attendance (Coordination with Pipeline Design Engineers) 3. Contract Specifications (Developing requirements for Contractor respect to communications with the Public) 4. Developing a Contact List of the Local Community - Resident and Bb 0 rg a nizat io ns 5. Newsletters (For Community Distribution) 6. 7. Elected Official Briefings 8. Progress Reports (K&A Progress) 9. Public Liaison (Construction Hotline Management) IO. Media Relations ActivitiedPress Releases (Construction) 1 I. Informational Materials (Project Data) 12. Meetings (Community Coordination) 13. Community Open Houses Community Relations and Design Support e e ' Page 2 of Agenda Bill ho. /$J'fy 14. Construction Meetings (Meetings with the Contractors) 16. Overall Community Relations & Construction Management Services 15. Crisis Communication Plan FISCAL IMPACT: The project cost estimated for professional community relations and construction services is $87,035, and $3,700 for contingencies. These costs are summarized in Ta TABLE 1 Funds in the amount of $3,920,000 have been appropriated for this project of $2,899,800 are available in the 1997-98 budget for the VistalCarlsbad Interceptor Therefore, there are sufficient funds available for this project. EXHIBITS: 1 . Location Map - VistalCarlsbad Interceptor Sewer Replacement Project, Project No. 91-403. 2. Resolution No. 98-Jy for approval and acceptance of a proposal from I Associates, Inc. to provide community relations and construction support semi VistalCarlsbad Interceptor Sewer Reaches VC5B to VC9, CMWD Project No. E Contract No. 31 821. 3. Professional Services Agreement between the City of Carlsbad and b Associates. LOCATION MAP VISTA / CARLSBAD INTERCEPTER SEWER 1 2 3 4 5 6 7 8 9 10 11 12 13 l4 15 16 17 18 19 20 21 ** 23 24 25 26 27 28 €XH\BI RESOLUTION NO. 98-69 A RESOLUTION OF CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, FOR APPROVING AN AGREEMENT WITH KATZ & ASSOCIATES, INC. TO PROVIDE COMMUNITY RELATIONS AND CONSTRUCTION SUPPORT S E RVI C ES FOR VISTNCARLSBAD INTERCEPTOR SEWER REACHES VC5BC TO VC9. CMWD 91-403 CONTRACT NO. 31821 WHEREAS, proposals were requested to provide community relations i construction support services for the Vista/Carlsbad Interceptor Sewer, during design phase and construction phase; and WHEREAS, responses were received from Katz and Associates, Roni Hick Associates, and Stoorza, Ziegaus and Metzger, and after review of proposals, the s recommended Katz and Associates based on an evaluation of their experience E expertise in the field of community relations and construction support services; and WHEREAS, the City Council of the City of Carlsbad, California has determinec necessary and in the public interest for approval and acceptance of a proposal frc Katz and Associates to provide community relations and construction support servic for Vista/Carlsbad Interceptor Sewer Reaches VC5B to VC9, CMWD Project No. $ 403;and WHEREAS, funds in the amount of $3,920,000 have been appropriated in t 1997-98 budget for the VistalCarlsbad Interceptor Sewer and the project cost estimatl for the interceptor sewer portion of the community relations and construction suppc services is $87,035 and $3,70Ofor contingencies, therefore, there are sufficient fun available for this project; and NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City Carlsbad, California, as follows: I 1 2 3 4 5 6 7 8 9 lo 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 0 e 1. That the above recitations are true and correct. 2. That the attached agreement between Katz & Associates and the Cit Carlsbad to provide community relations and construction support services assock with the VistaKarlsbad Interceptor Sewer Reaches; VC5B to VC9 Project be appro and accepted. 3. That the Mayor is authorized and directed to execute the prop0 agreement between Katz & Associates and the City of Carlsbad. PASSED, APPROVED AND ADOPTED at a regular meeting of the City COL of the City of Carlsbad held on loth day of March , 1998, by following vote to wit: AYES: Council Members Lewis, Finnila, Nygaard and Kulchin NOES: None ABSENT: None ABSTAIN: Council Member Hall ATTEST: ALETHA L. RAUTENKRANZ, City Clerk (SEAL) CMWD 91-403 0 6 AGREEMENT THIS AGREEMENT is made and entered into as of the 12th day 01 ,19x, by and between the CITY OF CARLSBAD, a municipal corporation, hereinafter referred to as "City", and Katz & Associates. Inc.. a Nevada MARCH cormration, hereinafter referred to as "Contractor." RECITALS City requires the services of a full-service communications Contractor to provide the necessary communihr relations/construction managlement services for preparation and implementation of a public affairs program to support design and construction of the Vista/Carlsbad Interceptor Sewer and the South Carlsbad Village Storm Drain Projects; and Contractor possesses the necessary skills and qualifications to provide the services required by the City; NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, Ci and Contractor agree as follows: 1. CONTRACTOR'S OBLIGATIONS The Contractor's obligations are outlined in the attached Exhibit "A." - rev. 8/26/96 1 &u/r, 4/-Yd3 0 0 withhold a ten percent (10%) retention until the project has been accepted by the City. .. Incremental payments, if applicable, should be made as outlined in attached Exhibit "A." 5. DURATION OF CONTRACT This agreement shall extend for a period of three (3) years from date thereof. The contract may be extended by the City Manager for four (4) additional one (1) year periods or parts thereof, based upon a review of satisfadiory perfo~a~ce and the CRy'S needs. The parties shall prepare extensions in writing indicating effective date and length of the extended contract. 6. PAYMENT OF FEES Payment of approved items on the invoice shall be mailed to the Contractor within 30 days of receipt of the invoice. 7. FINAL SUBMISSIONS Within thirty (301 days of completion and approval of the final progress report, the Contractor shall deliver to the City the following items: Five (5) copies of all newsletters and press releases. Five (5) copies of ail informational materials Five (5) copies of the final contact list Five (5) copies of the final progress report 8. CHANGES IN WORK If, in the course of the contract, changes seem merited by the Contractor or the rev. 8/26/96 3 I a 0 11- TERMINATION OF CONTRACT In the event of the Contractor's failure to prosecute, deliver, or perform the work as provided for in this contract, the City Manager may terminate this contract for nonperformance by notifying the Contraktor by certified maiJ of the termination of the Contractor. The Contractor, thereupon, has five (5) working days to deliver said documents owned by the City and ail work in progress to the District Enaineer. The District Engineer shall make a determination of fact based upon the documents delivered to City of the percentage of work which the Contractor has performed which is usable and of worth to the Ci in having the contract completed, Based upon that finding as reported to the City Manager, the Manager shall determine the final payment of the contract This agreement may be terminated by either party upon tendering thirty (30) days written notice to the other party. In the event of such suspension or termination, upon request of the Cii, the Contractor shall assemble the work product and put same in order for proper filing and closing and deliver said product to City. In the event of termination, the Contractor shall be paid for work performed to the termination date; however, the total shall not exceed the lump sum fee payable under paragraph 4. The City Manager shall make the final determination as to the portions of tasks completed and the compensation to be made. 12. DISPUTES If a dispute should arise regarding the performance of work under this agreement, the following procedure shall be used to resolve any question of fact or rev. 8/26/96 5 a 0 .. interpretation not otherwise settled by agreement between parties. Such questions, if they become identified as a part of a dispute among persons operating under the provisions of this contract, shall be reduced to writing by the principal of the Contractor or the City Enaineer or desianee. A copy of such documented dispute shall be forwarded to both parties involved along with recommended methods of resolution which would be of benefit to both parties. The Citv Enaineet or desianee or principal receiving the letter shall reply to the letter along with a recommended method of resolution within ten (10) days. If the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining the dispute shall be forwarded to the City Council for their resolution through the Office of the City Manager. The City Council may then opt to consider the directed solution to the problem. In such cases, the action of the City Council shall be binding upon the parties involved, although nothing in this procedure shall prohibit the parties seeking remedies available to them at law. 13. CLAIMS AND LAWSUlTS The Contractor agrees that any contract claim submitted to the City must be asserted as part of the contract process as set forth in this agreement and not in anticipation of titigation or in conjunction with litigation. The Contractor acknowledges that if a false claim is submitted to the City, it may be considered fraud and the Contractor may be subject to criminal prosecution. The Contractor acknowledges that California Government Code sections 12650 et sea., the False Claims Act, provides for civil penafties where a person knowingly submits a false daim to a public entity. These provisions include false cfaims made with deliberate ignorance of the false information rev. 8126196 6 0 0 or in reckless disregard of the truth or falsity of information. If the City of Carlsbad seeks to recover penalties pursuant to the False Claims Act, it is entitled to recover its litigation costs, including attorney's fees. The Contractor acknowledges that the filing of a false claim may subject the Contractor to an administrative debarment proceeding wherein the Contractor may be prevented to act as a Contractor on any public work or improvement for a period of up to five years. The Contractor acknowledges debarment by another jurisdiction is grounds for the Cii of Carlsbad to disqualify the Contrador from the selection process. Wlnitiat) The provisions of Carlsbad Municipal Code sections 3.32.025, 3.32.026, I. 3.32.027 and 3.32.028 pertaining to false claims are incorporated herein by reference. -Initial) - 14. STATUS OF THE CONTRACTOR The Contractor shall perform the services provided for herein in Contractor's own way as an independent Contractor and in pursuit of Contractor's independent calling, and not as an employee of the Ci. Contractor shall be under control of the City only as to the result to be accomplished, but shall consult with the City as provided for in the request for proposal. The persons used by the Contractor to provide services under this agreement shall not be considered employees of the City for any purposes whatsoever. The Contractor is an independent Contractor of the Ci. The payment made to the Contractor pursuant to the contract shatl be the full and complete compensation to which the Contractor is entitled. The City shall not make any federal or state tax withholdings on behalf of the Contractor or hisher employees or subcontractors. The rev. 8/26/96 7 0 9 City shall not be required to pay any workers' compensation insurance or unemployment contributions on behalf of the Contractor or hislher employees or subcontractors. The Contractor agrees to indemnify the City within 30 days for any tax, retirement contribution, social security, overtime payment, unemployment payment or workers' compensation payment which the City may be required to make on behalf of the Contractor or any employee or subcontractor of the Contractor for work done under this agreement or such indemnification amount may be deducted by the City from any balance owing to the Contractor. The Contractor shall be aware of the requirements of the lmrnigration Reform and Control Act of 1986 and shall comply with those requirements, including, but not limited to, verifying the eligibility for employment of all agents, employees, subcontractors and Consultants that are included in this agreement 15. CONFORMITY TO LEGAL REQUIREMENTS The Contractor shall cause all drawings and specifications to conform to all applicable requirements of law: federal, state and local. Contractor shall provide all necessary supporting documents, to be filed with any agencies whose approval is necessary. The Cii will provide copies of the approved plans to any other agencies. rev. 8/26/96 8 0 e 16. OWNERSHIP OF DOCUMENTS ,411 plans, studies, sketches, drawings, reports, and specifications as herein required are the property of the City, whether the work for which they are made be executed or not. In the event this contract is terminated, all documents, plans, specifications, drawings, reports, and studies shall be delivered forthwith to the City. Contractor shall have the right to make one (1) copy of the plans for hislher records. 17. REPRODUCTION RIGHTS The Contractor agrees that all copyrights which arise from creation of the work pursuant to this contract shall be vested in Ci and hereby agrees to relinquish all claims to such copyrights in favor of Ci. 18. HOLD HARMLESS AGREEMENT Contractor agrees to indemnify and hold harmless the City of Carlsbad and its officers, officials, employees and volunteers from and against all claims, damages, losses and expenses including attorney fees arising out of the performance of the work described herein caused in whole or in part by any willful misconduct or negligent ad or omission of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, except where caused by the active negligence, sole negligence, or willful misconduct of the City of Carlsbad. Contractor shall at its own expense, upon written request by the City, defend any such suit or action brought against the City, its officers, officials, employees and volunteers. Contractors indemnification of City shall not be limited by any prior or subsequent declaration by the Contractor. rev. 8/26\96 9 0 e 19. ASSIGNMENT OF GONTRAGT The Contractor shall not assign this contract or any part thereof or any monies due thereunder without the prior written consent of the City. 20. SUBCONTRACTING If the Contractor shall subcontract any of the work to be performed under this contract by the Contractor, Contractor shall be fully responsible to the City for the acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly employed by the subcontractor, as Contractor is for the acts and omissions of persons directly employed by Contractor. Nothing contained in this contract shall create any contractual relationship between any subcontractor of Contractor and the City. The Contractor shall bind every subcontractor and every subcontractor of a subcontractor by the terms of this contract applicable to Contractor's work unless specifically noted to the contrary in the subcontract in question approved in writing by the City. 21. PROHIBITED INTEREST No officiai of the Ci who is authorized in such capacity on behalf of the Ci to negotiate, make, accept, or approve, or take part in negotiating, making, accepting, or approving of this agreement, shall become directly or indirectly interested personally in this contract or in any part thereof. No officer or employee of the City who is authorized in such capacity and on behalf of the City to exercise any executive, supervisory, or similar functions in connection with the performance of this contract shall become directly or indirectly interested personally in this contract or any part thereof. rev. 8/26/36 IO e 0 22. VERBAL AGREEMENT OR CONVERSATION .1 No verbal agreement or conversation with any officer, agent, or employee of the City, either before, during or after the execution of this contract, shall affect or modify any of the terms or obligations herein contained nor entitle the Contractor to any additional payment whatsoever under the terms of this canttad. 23. SUCCESSORS OR ASSIGNS Subject to the provisions of Paragraph 18, "Hold Harmless Agreement," all terms, conditions, and provisions hereof shall inure to and shall bind each of the parties hereto, and each of their respective heirs, executors, administrators, successors, and assigns. 24. EFFECTIVE DATE This agreement shall be effective on and from the day and year first written above. 25. CONFLICT OF INTEREST The City has determined, using the guidelines of the Political Reform Act and the City's conflict of interest code, #at the Contractor will not be required to file a conflict of interest statement as a requirement of this agreement. However, Contractor hereby acknowledges that Contractor has the legal responsibility for complying with the Political Reform Act and nothing in this agreement releases Contractor from this responsibility. 26. INSURANCE The Contractor shall obtain and maintain for the duration of the contract and any rev. 8/26/96 11 0 8 -. ., and all amendments insurance against claims for injuries to persons or damage to property which may arise out of or in connection with performance of the work hereunder by the Contractor, his agents, representatives, employees or subcontractors. Said insurance shall be obtained from an insurance camer admitted and authorized to do business in the State of California. The insurance carrier is required to have a current Best's Key Rating of not less than "A-:V" and shall meet the City's policy for insurance as stated in Resolution No. 91403. A. Coverases and Limits. Contractor shall maintain the types of coverages and minimum limits indicated herein, unless a lower amount is approved by the City Attorney or City Manager: 1. Comprehensive General Liability Insurance. $1,000,000 combined single-limit per Occurrence for bodily injury, personal injury and property damage. If the submitted policies contain aggregate limits, general aggregate limits shall apply separately to the work under this contract or the general aggregate shall be twice the required per occurrence limit. 2. Automobile Liabiiii (i the use of an automobile is involved for Contractor's work for the Civ). $1,000,000 combined single-limit per accident for bodily injury and property damage. 3. Workers' Compensation and Employer's Liability. Workers' Compensation limits as required by the Labor Code of the State of California and Employer's Liability limits of $1,000,000 per accident for bodily injury. rev. 8/26/96 12 t- e e 4. Professional Liability. The requirement for Professional liabilitv I* insurance is waived. B. Additional Provisions. Contractor shall ensure that the policies of insurance required under this agreement contain, or are endorsed to contain, the following provisions. 1. The C& shall be named as an additional insured on all policies excluding Workers' Compensation and Professional Liability. 2. The Contractor shall furnish certificates of insurance to the City before commencement of work. 3. The Contractor shall obtain occurrence coverage, excluding Professional Liability which shall be written as claims-made coverage. 4. This insurance shall be in force during the life of the agreement and any extension thereof and shall not be canceled without 30 days prior written notice to the City sent by certified mail. 5. If the Contractor fails to maintain any of the insurance coverages required herein, then the City will have the option to declare the Contractor in breach, or may purchase replacement insurance or pay the premiums that are due on existing policies in order that the required coverages may be maintained. The Contractor is responsible for any payments made by the City to obtain or maintain such insurance and the City may collect the same from the Contractor or deduct the amount paid from any sums due the Contractor under this agreement. rev. 8/26/96 13 0 e -- 27. RESPONSIBLE PARTIES .. The name of the persons who are authorized to give written notices or to receive written notice on behalf of the City and on behalf of the Contractor in connection with the foregoing are as follows: For Cii: Title William E. Plummer. District Engineer Name Carlsbad Municioal Water District Address 5950 Et Camino Real Carlsbad. California 92008 For Contractor: Title sar& M. ~&+t QHr iatA # Name <&hk AfiSo~citeS, 5-C. Address (rS75 ~~Ck-t\Je$qk,ar(, 5k;t-C 530 I u CS f61(41 u 7,037 / Architectkicense Number: tJ /A ArchitecNicense Number: 28. BUSlNESS LICENSE Contractor shall obtain and maintain a Cii of Carlsbad Business License for the duration of the contract. 29- ENTIRE AGREEMENT This agreement, together with any other written document referred to or contemplated herein, embody the entire agreement and understanding between the rev. 8/26/96 14 0 0 parties relating to the subject matter hereof. Neither this agreement nor any provision hereof may be amended, modified, waived or discharged except by an instrument in writing executed by the party against which enforcement of such amendment, waiver or discharge is sought. Executed by Contractor this 2 54 k day of umbb I- ,1947 I d/4.ftkfJ$Wi&5, CiC . CONTRACTOR: KAT2 & ASSOCIATES, lNC., a Nevada corporation (name of Contractor)' By: Jh4 LLq. (sign here) v ATTEST: Sofa M. tdt/ ()rcSldra PJWl, 4 &,/e $2- ALETHA L. RAUTENKRANZ City Clerk &,L w. hk/IPfq;& +-t (print namehitle) (Proper notarial acknowledgment of execution by Contractor must be attached.) (President or vice-president and secretary or assistant secretary m officer signs, the corporation must attach a resolution certified by under corporate seal empowering that officer to bind the corporatian. APPROVED AS TO FORM: RONALD R. BALL for corporations. If only on1 - rev. 8/26/9r 15 i -a 0 0 STATE OF CALIFORNIA 1 COUNTYOF s&u 01- 1 ss* on &v. 25, 1997 before me, Mduu A beetwn. Afe.t-21-u PIbhi OATE - NAME AND TITLE OF OFfiCEh NAME(S) OF SIGNER(S) personallyappeared Sa MI I( - &- pb perscmalfy known to me - OR - 0 proved to me on the basis of satisfactory evidence to be the person(s) 1 name(s) islare subscribed to the within instrument and acknowledged to me that hdsheithey executed the SE hishedtheir authorized capacity(ies), and that by hidherltheir signature@) on the insttument the person(s), or the upon behalf of which the person(@ acted, executed the instrument c WITNESS my hand and official seal. (This area for official notary seal.) Tie or Type of Dqment Date of Document Signer@) other than named above No. of Pages CMWD 91 403 06114/95 I a 0 EXHIBIT 'A" Carlsbad Municipal Water District Prepared for: Kelly J. Efimoff Carlsbad Municipal Water District 5950 El Camino Real Carisbad, CA 92008 Submitted by: m 4275 Executive Square, Suite 530 La Jolla, CA 92037 (6 19) 452-003 1, ext. 327 katzmdassociates.com (619) 5m437 fa 0 0 Scopeof Work Design Phase Services Task 1 - Media RelatiorWPress Releases AssoclATEs Working effectively with the media can contribute greatly to a project's success. The media offers an excellent way to educate the public about the benefits and progress of the projects. Therefore, K&A will incorporate media relations as part of the public education plan. This includes media briefings, identifying an approved spokesperson, crafting key messages about the project and distributing timely and informative news releases. Given the dynamic nature and the potential for high visibility of projects that impact businesses and residents, a communications plan to address a variety of probable scenarios is a must K&A will work with Carlsbad Municipal Water District (District) staff to develop, prepare and distribute to targeted media, news releases specifically related to design miIestones. Communication themes will include understmdiug the purpose and need for the projects, environmental concern, project timelines, specificity regarding pipeline dimensions, locations and anticipated construction plans. Notifications regarding community meetings, District and City news and project updates will be communicated to the community dhrough a variety of media. Targeted print publications include: J San Diego Union-Tribune, North County Edition J NorthCountyTimes J Carlsbad Business Journal (targeting Chamber member business owners) J BeachNews 4 CarlsbadSun J ViageVoice J Informador (Hispanic) 4 All Homeowner Association Newsletters News releases allow the dissemination of project information to all media outlets simultaneously, which is mciai to maintaining good relations television stations, including Daniel's Cablevision and local radio news stations. K&A will draft and distribute two news releases in this phase. m with reporters. All appropriate releases also will be distri'buted to local cmlsbad Municipal' Water Disrrid ., p Public AfairdMedia Relations Services * %* AssoclATEs m Task 2 - Meeting Attendance Meetings are by far the most widely used public participation technique - and for good reason Held at targeted sites throughout the community (including sites where the pipelines will he constructed), these venues allow the public an opportunity to learn about the project, meet and speak with District staffon an informal basis and ask a variety of questions. The meetings also will provide sWthe forum to learn more about the public’s interests and concerns about this project. In addition, K&A recommends scheduling meetings with affected business and residents to substantially precede appropriate design milestones in orcier to communicate with and respond to all affected audiences. K&A will work with District and City staffto develop and provide all necessary meeting materials and visuals to help disseminate all project information in an easy to understand manner with ample time devoted to question and answer sessions. K&A will work with District and City staff to develop a single speaker or a core group of knowledgeable speakers who can effectively address the need for and benefits of the projects to community and civic associations, such as the Carlsbad Chamber of Commerce, Kiwanis, Rotary and planning committees and councils. Similar to community meetings, speaking presentations provide an intimate and idonnal setting in which to discuss project issues and engage in open discussions A targeted list of community and civic organizations will be developed and presentations will be scripted, scheduled and staffed Message consistency is important in outreach presentations, and business and communityleaders and the media are often present at these types of meetings. Forums such as public meetings and speaking presentations provide a two-way exchange of idonnation between District and City staf€and the public - a key component in any public idormation. Presentation reports should be prepared after each presentation to document all questions asked, needed follow-up, etc. While the majority of these presentations 2 Carfsbad Municipal Water District ASSOCIATES rn 0 0 wiil probably be made by District or City staff, presenters also may include members of the community with established credibility among these target organizations, adding a ‘‘community to community” element to the “District to communityy’ presentations. Finally, based on the hands-on community relationship the City and District has with its constituents, it may be valuable to create opportunities for board members to participate in this outreach process. K&A will attend all designated meetings with community organizations, including tlie Carlsbad Village Business Association and Project Progress Metings as specified in the Request for Proposal to total UP to five meetings throughout this phase. Task 3 - Contract Specifications Assistance In projects where a variety of consultants are employed, periodic update meetings are helpful. Such meetings will allow K&A to inform design consultants of community feedback and allow the consultants to provide first hand project knowledge, including specifications about all design components. At all meetings, the project manager will be fully prepared to elaborate on any public relations and community and media relations plans. K&A will attend two meetings, and the project manager will remain in constant contact with the appropriate parties to ensure all contract specifications assistance are handIed effectively. Task 4 - Contact List One of the first steps in beginning a public education program is defining who “the public” is for your issue. For instance, the people who will be concerned about the construction of a pipeline in their neighborhood are not necessarily concerned about the purpose and need for the project. The fundamental reality is that different segments of the public will choose to participate on different issues and for very different reasons. 3 Carkbad Municipal Watw District a 0 We often think of the “public” as a single entity. In fact, there is no single public but an endless multitude of interests and groups. All of us belong to many such groups, and each time we identify ourselves as something - a Republican, an accountant, city employee, environmentalist issue comes up that affects that identity. Some of these interests or groups are well organized and others exist in potential only. Many neighborhoods have little inclination to organize for general political action but can be organized in a hurry if there is a perceived threat to that neighborhood. The important point is that people participate in issues in response to some perceived interest and stay organized as long as that interest continues to be affected. Some groups, once formed, find a continuing reason for staying organized as a group and continue to exert intluence on other issues while other groups may disband shortly after they enjoy a “victory“ or perhaps what they see as a defeat. K&A will develop a database of all key organizations, elected officials, business owners and representatives and all other publics who are diectly and indirectly impacted by the project. The list will be used for all mailings, meeting notifications, project updates, speaker presentations, one-on-one briehgs and all other communications needs. Contact lii development will begin in the design phase and will be maintained throughout the construction phase with routine monitoring to ensure all information is accurate, current and comprehensive. ad so forth we are defining another public to wk& we bhng if an j-@Ej Task 5 - Newsletters .. Newsletters are a means of sustamm g interest throughout a project that may last for a significant amount of time, such as the Sewer Replacement and Storm Drain Projects. Newsletters are effective if they contain important and well information to recipients, including 24-hour telephone and contact purpose and need, design timelines, milestones, impacts, answers to commonly &ked questions, glossary of terms to &he any technical jargon, project fkts “at a glance” and the opportunity to mail comments on a “clip and mail” section of the newsletter. Developing articles fiom District and City staff as well as design consultants will provide the Communify first hand knowledge fiom the most appropriate parties. information, explanation ofthe proje& --.e ---- --A- --- _--..--- --- -I--. --a- _--- _---- _...-- --- -a_- ---- __I --- ------ 4 Carisbad Municipal Water Distrkt Public AgdrdMdia Relotiom Services <a % 8 *-* ../ 0 0 K&A will recommend story ideas, determine and oversee production schedules and ensure proper distribution of all newsletters. Copy writing, revisions and photo coordination will be partnered by the project manager residents, business owners, elected officials and others will be used. The newsletters will provide these audiences with more information than can be communicated through the news media, and they offer the project team the ability to ensure accurate and timely inf'ormation. When appropriate, pertinent design specifics can be included in the City of Carlsbad's newsletter that highlights community happenings. K&A will produce one newsletter during the four-month design phase to disseminate current information to the target audiences and maintain and assistant project manager. A mailing list comprised of impacted mi regular communication. Task 6 - Community Refations & Design Support Katz & Associates will be+ available to strategically assist wia Q& not specifically outlined in the scope of work. These activities will further serve to complement this scope, increase community awareness and interest and educate the public about the project in phases or in its entirety. Tasks under this category may include, but are not limited to, media training, messages development, crisis communications preparation, intervention and assistance, event planningkoordination and general public relations consulting. As the public relations consultant, we want to assure the District and City recognize that K&A is available to discuss and strategize any related issues, whether or not they fall under the umbrella of the scope of work Our success is based on our clients' success. Task 7 - Elected Official Briefings It will be especially important to meet with elected officials in Carlsbad regarding the alignment route of the projects and brief them about the impacts their constituents will incur. Not only will the briefings keep Council current on project information, it will provide them the necessary background data to use when their constituents contact them with questions or concern. K&A will meet with the Carlsbad City Council and coordinate a construction route tour. Our god is to coordinate these meetings within 60 days after a notice to proceed has been granted. . 5 Carkbad Mmicipal Waier Dislzid Public AffairNedia Relations Services 3% 4 .r ..d k AssoclAns rn Particularly in the construction phase, media activities will heighten with community meetings, and inquiries fiom the public will become increasingly important. K&A will generate news coverage reflecting varying phases of the projects, conduct and mange background interviews with local key reporters to help foster relationships and coordinate traditional news coverage through news releases, project newsletters, homeowner newsletters, trade publications, template articles for civic association publications and any specific colfateral materials geared toward specific communities. We will transIate ali informational materials so the Hispanic community, a healthy population io the impacted areas, will not be left out of the outreach and educational process. K&A will draft and develop media information kits, or press kits, to include standard and timely facts and infomation about the projects, the District and the City of carlsbad. A combination of recent news releases, graphics, maps, fact sheets, newsletters, brochures and other informational inserts will be tailored for each specific use or event and will emphasize the purpose and need of ?he project, the design and construction elements and the District and City's commitment to a successfidly completed project. When deemed appropriate, a gIossary of terms, treatment definitions and information about the project size, location, service area and expansion details will be included. The information kits will be structured for easy modification and updating and will be used for media briefings, open houses, groundbreakings and dedication ceremonies and news conferences. The kits may aIso be distributed upon request to the media or to mer general inquiries &om the public. As the projects gain momentum, the District and City will receive frequent media inquiries. As the District and City increase its profile within the community and among the media during phases of these projects, key project spokespersons will need to participate in a limited media relations training program that K&A will coordinate if deemed necessary. (Media training is not included in the attached budget.) K&A has extensive experience in this area and is currently coordinating a media relations training program for the City of San Diego Metropolitan Wastewater Department and the City of San Diego Water. This is especidly valuable to personnel who are contacted by the media for information, clarification, interview, statements, etc., including the general manager, board of directors, director of admkistmtion and other key &members. 7 CarkbadMtmic&al Water District ASSOCIATES m e 0 !!&?E A map illustrating the route alignment of the projects will be developed and included in information packets distributed at community meetings. The maps wilI also be used in varying forums when communicating with the public to ensure they have accurate information about the specific location of the projects. MA will draft and distribute up to two special project bulletins Special Bulletins highlighting different project issues to be sent to individuals such as neighbors, leaders of interest groups, elected officials, agency representatives and others who have participated in public meetings and who have exhibited interest in varying aspects of the projects. This may include road access and detoursy noise, traffic routes, and other information. The bulletins differ fiom newsletters and fact sheets in that the bulletins will address specific “hot” or “special” topics that have surfkced auiong community groups, residents and others. The bulletins will provide these audiences with far more infomation than can be communicated through the news media, and they offer the project team the ability to ensure accurate and timely information. Student Communication Research has shown that children are taking the lead in communify and environmental causes. These young activists have a growing influence on decisions made by their parents. With the education they receive from classroom presentations, they are able to make informed decisions and communicate to their parents what they have learned. To supplement and reinforce classroom learningy tours of the route alignment of the projects are encouraged as they are popular among students. Jefferson and Pine EIementary Schools are near the impacted routes and presentations to fit& grade students would offer a valuable communication medium, not only with students, but the teachers, administration and parents &at have a vested interest in what is happening in the surroundiag areas. K&A has developed a teacher’s guide, student activity b00kle;ts and outreach materials to teachers for other programs where commtmity education is vital. K&A will develop one-page student activity Iessons that illustrate the phases of the projects and how the community will benefit. 9 Carhbud Municipal Water D~ktrkt .. WI e e Public Meefina Presentation Materials Once a meeting is underway, it is important that all presentation materials appropriately reflect the audience they are intended for. Translating technical jargon into lay terms, using graphics to illustrate complicated processes and including related photos in place of heavy text are all methods to educate the public as opposed to overwhelming them. K&A will work with key presenters to develop professional, polished and appropriate materials that effectively communicate important project information and messages to be used in community meetings and other communication forums. Task I2 - Meetings Similar to meetings in the design phase, K&A will coordinate up to 12 meetings with affected business owners and residents to precede appropriate construction milestones in order to communicate with and respond to all affected audiences. Discussion groups held in private homes are an excelIent way to respond to the concerns of community members. Often a preferred format for “neighborhood oriented” issues, they offer project leaders the opportunity to idormally present a project, tailor the information to tha~ specific area, and ideally increase the comfort level and improve the communications between community members and project staff. K&A will work with District and City staf€ to develop and provide all necessary meeting materials and visuals to help disseminate all project idomation in an easy-to-understand manner. Task 13 - Community Open Houses An effective way to communicate with influential people in the commuuity is to arrange open house presentations to include civic environmental groups and others. K&A will coordinate up to three broad-based community open houses throughout the construction phase. Open houses allow the community at large to interact with District and City staffin a more fod setting and disseminate important project information to a large and broad-based audience, as opposed to smaller htimate meetings outlined in Task 12. organizations, business association meetings, 10 Carkbad Municipal Wter Dimkt ASSOCWTES rn 0 0 K&A Will assist in tailoring all presentations to the technical interests of each audience. K&A Will craft, develop and work with District and City staff to prepare key messages for each community open house. Task 14 - Construction Meetings K&A7s project manager will attend one construction meeting. These meetings will offer the opportunity for imperative discussions about the communities’ perceptions7 requests, mitigation and all other feedback that will be important to the project. Task 15 - Crisis Communications PIan form a plan, of action for crisis situations in advance of crisis. Being An important facet of any project, especially a construction project, is to prepared allows you to immediately take control of a situation. Some helpful steps to take early in the life of a project are identifjing a media spokesperson, developing key messages, providing the media with status report news briefings, and scheduling internal briefings to coordinate internal and extd communication. Task 16 - Overall Community Relafions & Construction Management Services K&A will handle all public relations program management activities including developing a comprehensive communi@ involvement schedule of activities, planning meetings, handling intemal team correspondence on communify issues, etc. This task also includes all program management/direction-oriented activities, meetings with staff and ongoing account management issues. During construction projects that create heavy public impacts, it is critical to outreach to specific parties regarding varying needs and corams. Throughout construction, K&A will coordinate on-going daily interface with District and City staff and project contractors regarding issues not previously scoped for. Coordination and management of unique needs of homeowner associations, organized grassroots parties and other individuals will be met through this extended outreach and communication eEok 11 CurkMMunicipal Watw DWict *a 0 a- 0 e -00 QI o\- .* .I ZP 5s krn gg 3 =E 3 -5 g 0 *a &sa 80 gg g?: “d;i 3 .g sags 12 0 w Z-UE z 9u zz ea za (“ti3 u -- s“ EI 8 a 0’ E k d * Q 0 0 -- 3 * 8 a 9 i2 '0 e 001 - 01- OOQI * *.I( si? 3; LU 54 3 -E 3 ZE *a 0 -- 0 ma L ag - gl- 2g agg g oz g2u 0 zx gn I 8 pg Hvs mb u 0- B P 0' a w 3 4) -Y 0 0 0 0) - 2 s! 'If el 0 $2 -- March 16,1998 Sara M. Katz, President Katz & Associates, Inc. La Jolla, CA 92037 Re: Agreement for Community Relations/Construction Support Senices - Vista 4275 Executive Square, Suite 530 Carlsbad Interceptor Sewer Reaches The Carlsbad City Council, at its meeting of March 10, 1998, adopted Resolution No. 98-69 approving an agreement with Katz & Associates, Inc. to provide the necessary cornmunip relationskonstruction management services for preparation and implementation of a publil affairs program to support design and construction of the VistdCarlsbad Interceptor Sewer ant the South Carlsbad Village Storm Drain Projects. Enclosed please find a fully signed copy of the agreement and a copy of Resolution No. 98-6' for your files. **CMC Assistant City Clerk Enclosures 1200 Carlsbad Village Drive - Carlsbad, California 92008-1 989 - (760) 434-2802