HomeMy WebLinkAbout1998-03-10; City Council; Resolution 98-691
2
3
4
5
6
7
0 0
EXHIBIT 2
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 SERVICES FOR
VISTAKARLSBAD INTERCEPTOR SEWER REACHES
VC5BC TO VC9, CMWD 91-403 CONTRACT NO. 31821
WHEREAS, proposals were requested to provide community relations and
8
9
10
11 WHEREAS, responses were received from Katz and Associates, Roni Hicks &
12 Associates, and Stoorza, Ziegaus and Metzger, and after review of proposals, the staff
13 recommended Katz and Associates based on an evaluation of their experience and
l4 expertise in the field of community relations and construction support services; and
construction support services for the VistalCarlsbad Interceptor Sewer, during the
design phase and construction phase; and
15
16
17
18
19
20 403; and
WHEREAS, the City Council of the City of Carlsbad, California has determined it
necessary and in the public interest for approval and acceptance of a proposal from
Katz and Associates to provide community relations and construction support services
for VistalCarlsbad Interceptor Sewer Reaches VC5B to VC9, CMWD Project No. 91-
21 WHEREAS, funds in the amount of $3,920,000 have been appropriated in the
22
23
1997-98 budget for the VistalCarlsbad Interceptor Sewer and the project cost estimated
24
for the interceptor sewer portion of the community relations and construction support
26
25 services is $87,035 and $3,70Ofor contingencies, therefore, there are sufficient funds
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of 27
available for this project; and
Carlsbad, California, as follows: 28
IJ
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
0 0
1. That the above recitations are true and correct.
2. That the attached agreement between Katz & Associates and the City of
Carlsbad to provide community relations and construction support services associated
with the VistalCarlsbad Interceptor Sewer Reaches VCSB to VC9 Project be approved
and accepted.
1 3. That the Mayor is authorized and directed to execute the proposed
agreement between Katz & Associates and the City of Carlsbad.
PASSED, APPROVED AND ADOPTED at a regular meeting of the City Council
of the City of Carlsbad held on loth day of March , 1998, by the
following vote to wit:
AYES: Council Members Lewis, Finnila, Nygaard and Kulchin
NOES: None
ABSENT: None
ABSTAIN: Council Member Hall
ATTEST:
(SEAL)
CMWD 91 -403
0 e
AGREEMENT
THIS AGREEMENT is made and entered into as of the 12th day of
MARCH , 1998, by and between the CITY OF CARLSBAD, a municipal
corporation, hereinafter referred to as “City”, and Katz & Associates. Inc., a Nevada
corporation, hereinafter referred to as “Contractor.”
RECITALS
City requires the services of a full-service communications Contractor to provide
the necessary communitv relations/construction manaaement 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, City and Contractor agree as follows:
1. CONTRACTOR’S OBLIGATIONS
The Contractor’s obligations are outlined in the attached Exhibit “A.”
1
CAdD 4/- Y83
rev. 8/26/96
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) vears 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 satisfactory performance and the City'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 (30) 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 all 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. 8126196
3
0
11. TERMINATION OF CONTRACT
In the event of the Contractots 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 Contractor by certified mail of the termination of the
Contractor. The Contractor, thereupon, has five (5) working days to deliver said
documents owned by the City and all work in progress to the District Enqineer. 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 City 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 City, 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
- e 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 Citv Engineer or desianee. A copy of such documented dispute shall be
forwarded to both parties involved along with recornmended methods of resolution
which would be of benefit to both parties. The City Enaineer or desiqnee or principal
receiving the fetter 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 fowarded 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 LAWSUITS
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 litigation 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 Fake Claims Act, provides for
civil penalties where a person knowingly submits a false claim to a public entity. These
provisions include false claims made with deliberate ignorance of the false information
rev. 8/26/96
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 City of Carlsbad to disqualify the Contractor
from the selection process. wnitial)
The provisions of Carlsbad Municipal Code sections 3.32.025, 3.32.026,
3.32.027 and 3.32.028 pertaining to false claims are incorporated herein by reference.
mlnitial) -
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 Cii. 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 Crty. The payment made to
the Contractor pursuant to the contract shall 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 hisiher employees or subcontractors. The
rev. 8126196
7
e 0
City shall not be required to pay any workers' compensation insurance or
unemployment contributions on behalf of the Contractor or his/her 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 Immigration 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 City will provide copies of the approved plans to any other agencies.
rev. 8/26196
8
0 0
16, OWNERSHIP OF DOCUMENTS
All 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 hisher records.
17. REPRODUCTION RIGHTS
The Contractor agrees that all copp'ghts 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 City.
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 act or
omission of the Contractor, any subcontractor, anyone directiy 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 Clty 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 0
19. ASSIGNMENT OF CONTRACT
The Contractor shail 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 Ci.
21. PROHIBITED INTEREST
No official of the City 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. 8/26/96
10
0 0
22. VERBAL AGREEMENT OR CONVERSATION
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 contract.
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, that 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 0
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 carrier 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 Liability (i the use of an automobile is involved for
Contractor's work for the City). $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
,' 0 0
4. Professional Liability. The requirement for professional liability
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 City 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 Ci 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 0
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 City: Title William E. Plurnmer, District Enqineer -
Name Carlsbad Municbal Water District
Address 5950 El Camino Real
Carlsbad. California 92008
For Contractor: Title sar& M. C&+L ?rcsiacA
Name <Gt?-k ~I~SO~G~QS, I ret.
Address q>2 5 gxectc-h JC Sq~,afl, 5k;t-C 5%
I
u
LC fol(q, w qdO37
1
ArchitecVLicense Number. p3 /A
ArchitecVLicense Number.
28. BUSINESS LICENSE
Contractor shall obtain and maintain a City of Carisbad 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
CONTRACTOR:
KATZ & ASSOCIATES, INC., a Nevada corporation
(name of Contractor)'
<dl- t A sso Li 6-tt 5 ) Cnc .
n 1
By: JhLly.%A (sign here)
& M. kCLft/ fRSldr4 (print namehitie)
By: dl,
(sbn here) J
&/& w* e4.tt/SNJ;& "t
(print namehitie)
day of ~~b~~ ,I9 q-? .
vwM5)ror w
ATTEST:
lQ2AiLR Q&y ALETHA L. RAUTENKRANZ City Clerk
(Proper notarial acknowledgment of execution by Contractor must be attached.)
(President or vice-president and secretary or assistant secretary must sign for corporations. If only one
officer signs, the corporation must attach a resolution certified by th6 secretary or assistant secretary under corporate seal empowering that officer to bind the corporation.) --" .":~ -.
APPROVED AS TO FORM: ..- <. ~ ._" - - -. -
RONALD R. BALL
.. .. " - . .. ". .- . .. ~. .
.-
, .. . .. ~- ._. - -2 . .,
~ , .,. - .. . ..
.. , . _. ." .
..
.. - ~.. . ..I
eputy City Attorney
15
- rev. 8/26/96
,. I- o 0
STATE OF CALIFORNIA 1
COUNTYOF 5AA-J D/a 1 \ ss.
On w, 137 before me, Mauy A, /+xemut, de.htc-u PML
DATE - NAME AND TITLE OF OFFlCaR
personally appeared %a M, k/,st
NAME(S) OF SIGNER@)
pd personally known to me - OR - 0 proved to me on the basis of satisfactory evidence to be the person(s) whose
naune(s) islare subscribed to the within instrument and acknowledged to me that he/she/they executed the same in
hishedtheir authorized capacity(ies), and that by hishedtheir signature(s) on the instrument the person(s), or the entity
upon behalf of which the person(s) acted, executed the instrument.
WITNESS my hand and official seal.
(This area for official notary seal.)
1
Title or Type of Dowment i
Date of Document No. of Pages
Signer(s) other than named above
CMWD 91 403
06/14/95 Rev.
0 0
EXHIBIT "A"
Carlsbad Municipal Water District
Prepared for:
Kelly J. Efimoff
Carlsbad Municipal Water District
5950 E1 Camino Real
Carlsbad, CA 92008
I
Submitted by: m hssocm
4275 Executive Square, Suite 530
La Jolla, CA 92037
(61 9) 452-003 1, ext. 327
katzandassociates.com
(619) 552-8437 fax
0 e
I I lm&l -
$&o +“ev
*..I,*.+
: d %
Scope of work Design Phase Services
Task 1 - Media Relations/Press Releases
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, c&g
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 reIated to design milestones. Communication themes will
include understanding the purpose and need for the projects,
environmental concerns, project timelines, specificity regarding pipeline
dimensions, Iocations and anticipated construction plans. Notifications
regarding community meetings, District and City news and project
updates will be communicated to the community through a variety of
media.
Targeted print publications include:
J San Diego Union-Tribune, North County Edition
J North County Times
J Carlsbad Business Journal (targeting Chamber member business
owners)
J BeachNews
J CarlsbadSun
J Village Voice
J Momador (Hispanic)
J All Homeowner Association Newsletters
News releases allow the dissemination of project information to all media
outlets simultaneously, which is crucial to maintaining good relations
with reporters. All appropriate releases also will be distributed to local
television stations, including Daniel’s Cablevision and local radio news
stations. K&A will draft and distribute two news releases in this phase.
I
Cmkbad Municipal’ Water District
Public AfairdMdia Relations Services
0 a
m Task 2 - Meeting Attendance
Meetings are by far the most widely used public participation technique --
ASSOCIA-TES and for good reason. Held at targeted sites throughout the community - (inchding sites where the
pipelines will be 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
staff the forum to learn more
about the public’s interests and I concerns about this project.
In addition, K&A recommends scheduling meetings with affected
business and residents to substantially precede appropriate design
milestones in order 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 informal 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
community leaders and the media are often present at these types of
meetings.
Fom such as public meetings and speaking presentations provide a
two-way exchange of information between District and City staff and the
public - a key component in any public information. Presentation reports
should be prepared after each presentation to document all questions
asked, needed follow-up, etc. While the majority of these presentations <a Carhbad Municipai Water District
Public AfairdMeda Relatiom Services
%.* ..sa**
2
0 0
j lKpiJzq AssocLm3 -
will 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 community” 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 the Carlsbad Village Business Association and Project Progress
Meetings 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 handled 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
hdamental reality is that
different segments of the
f& .* ..,.*
public will choose to participate on different issues and for very different
reasons.
3 Carlsbad Municipal Water District
Public AflairdMedia Relations services
r lW&I .I
z*y!o -8 ;a %* ....*'
0 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
and so forth - we are defining another public to which we belong if an
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 Iittle 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 influence 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 directly
and indirectly impacted by the project. The list will be used for all
mailings, meeting notifications, project updates, speaker presentations,
one-on-one briefings and all other communications needs. Contact list
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.
Task. 5 - Newsletters
Newsletters are a means of sustaining 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 useful information to recipients,
including 24-hour telephone and contact
information, explanation of the projects'
purpose and need, design timelimes,
milestones, impacts, answers to
commonly &ked questions, glossary of "" "- ""_ "" ""- "
terms to define any technical jargon,
"- "". ""
"" "" """ "" ""._ ""_
_I "- """ -_- "" "" . .. ..
project facts "at a &mey, and the opportunity to rnd comments on a
"clip and mail" section of the newsletter. Developing articles from
District and City staff as well as design consultants will provide the
community first hand knowledge from the most appropriate parties.
4 Carlsbad Municipal Wder Dispict
Public AffairdMedia Relations Services
0 0
r . lW%l -
23 :
'"., ..,..*.*
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
and assistant project manager. A mailing list comprised of impacted
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 information. 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
regular communication.
Task 6 - Community Relations & Design Support
Katz & Associates will be available to strategically assist with tasks 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 , regardiig 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 concerns. K&A will meet with the Carlsbad City Council
and coordinate a construction route tour. Our goal is to coordinate these
meetings within 60 days after a notice to proceed has been granted.
I
5 Carlsbod Municipar Water Diitrict
Public AffairdMedia Relations Services
0 0
, Ii& USOCIATES I. I
:&.: +=e,
*ah r.d
Particularly in the construction phase, media activities will heighten with
community meetings, and inquiries from the public will become
increasingly important. K&A will generate news coverage reflecting
varying phases of the projects, conduct and arrange 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 collateral materials
geared toward specific communities. We will translate all informational
materials SO the Hispanic community, a healthy population in 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 information 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 the project, the design and
construction elements and the District and City’s commitment to a
successllly completed project. When deemed appropriate, a glossary 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 also be distributed upon request to the media or to answer
general inquiries from 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 especially valuable to personnel who are contacted by the media
for information, clarification, interview, statements, etc., including the
general manager, board of directors, director of administration and other
key staE members.
~
Carisbad Municipal Water District
Public AflairdiUdia Relations Services
7
0 e
1 W& AssoclATEs
I I
Maa A map illustrating the route alignment of the projects will be developed
and included in information packets distributed at community meetings.
The maps will also be used in varying forums when communicating with
the public to ensure they have accurate information about the specific
location of the projects.
Special Buiietins
K&A will drafl and distribute up to two special project 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 detours, 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
surfaced auiong community groups, residents and others. The bulletins
will provide these audiences with far more information 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 communiQ and
environmental causes. These young activists have a growing influence on
decisions made by their parents. With the education they receive fiom
classroom presentations, they are able to make informed decisions and
communicate to their parents what they have learned. To supplement and
reinforce classroom learning, tours of the route alignment of the projects
are encouraged as they are popular among students.
Jefferson and Pine Elementary Schools are near the impacted routes and
presentations to fifth grade students would offer a valuable
communication medium, not only with students, but the teachers,
administration and parents that have a vested interest in what is
happening in the surrounding areas. K&A has developed a teacher’s
guide, student activity booklets and outreach materials to teachers for
other programs where community education is vital.
K&A will develop one-page student activity lessons that illustrate the
phases of the projects and how the community will benefit.
I c7g Carlsbad Municipal Water Disrrict ; Public AffairdMedia Relations Services
+% ..,,.a*
9
e 0
7 lm4 -A
Public Meetinp 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 excellent way to respond
to the concern of community members. Often a preferred format for
“neighborhood oriented” issues, they offer project leaders the opportunity
to informally present a project, tailor the information to that specific area,
and ideaIly increase the comfort level and improve the communications
between community members and project staff.
K&A will work with District and City staff to develop and provide all
necessary meeting materials and visuals to help disseminate all project
information in an easy-to-understand manner.
Task 13 - Community Open Houses
An effective way to communicate with influential people in the
community is to arrange open house presentations to include civic
organizations, business association meetings,
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 formal setting and
disseminate important project information to
a large and broad-based audience, as opposed I to smaller ihtimate meetings outlined &-Task 12.
?& +s4?v Carkbad Municipal Water District
Public AflairdMiia Relatiom Services 5 ”% p 4 rss.*
10
r i
IM%%l - ~
e e
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&A’s project manager will attend one construction meeting. These
meetings will offer the opportunity for imperative discussions about the
communities’ perceptions, requests, mitigation and all other feedback that
will be important to the project.
Task 15 - Crisis Communications Plan
An important facet of any project, especially a construction project, is to
form a plan. of action €or crisis situations in advance of crisis. Being
prepared allows you to immediately take control of a situation. Some
helpfid steps to take early in the life of a project are iden-g a media
spokesperson, developing key messages, providing the media with status
report news briefings, and scheduling internal briefings to coordinate
internal and external communication.
Task 16 - Overall Community Relafions &
Construction Management Services
K&A will handle all public relations program management activities
including developing a comprehensive community involvement schedule
of activities, planning meetings, handling internal team correspondence
on community issues, etc. This task also includes all program
management/direction-oriented activities, meetings with staff and
ongoing account management issues.
kg construction projects that create heavy public impacts, it is critical
to outreach to specific parties regarding varying needs and concerns.
Throughout construction, K&A will coordinate on-going daily intedace
with District and City staf€ 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 effort.
zg Carlibad Municipal Water D3trict : Public AffairsiMedia Relations Swvices t
-44 ..,.LO*
11
-, '
..
om
00- -' Q\
a- si?
A a
L El c) a
94
m 9) u -e m 9)
+I* OL " &Z
QR
3za
" =PI
&
VS - z .E
$%I %
" a w
rLll OOY s? g zip 2s 22 & u"D f 1 € B 5
6 c C!
u WA Qp * CIE
W .U s 2 m 2
9 e
0 e co m
-: 00 rvvim~w vlc.ljv)~h~ .- -ICI O'O'Oir! >o:m 0 m'v" 2 w 0
! ~ I-; :$ 2 iw:w ! ~
,8' j ,;b I I I I+
I " .,m - Ill.!,il. 1 I 4 n; "j i
v) ,CIiL l=/-ldI IPI d
j 6;
do/o PjOIO v) CI 0 0 0 0 0 0 0 0 0 2 1; I ": jo; ' ~ ' :lA *
o\ CI /gg~gs:xZs CIiN ;
ii
!I I 'I-,. I,
,,mi j
jig r '% jll,;;~~; :+- 8. 2: lgl j
i IZ! 1 ig ! 1 ig:
1;. ,I 1
Y) 69
!-/e m
m/* $lgi i I I CQ /CI I
11 ~i;~~s : i< q j 4: M;
!I
15. ~~ll~ii::; i I lgi j I!, j .. is !I
I,,/. [I 1 11 ' 't-4 Njc'lj-3 2 m!00 I PI
-:-'"~y$ ;I *!-I *io/ , ~ ~ .. ! PI w VI 1o
11
! , # i !3i 1 1 i 12 lrcjj : ! ;I
ill 11
ji[j/
'
nj 0 i'r
;! I :E v)
a lo 2
U/U/" U sp E: -2 41 I !.ci is , a L - 9 -14, Si I v ,a w u 612 z 3 g;E P
S'.?' g 5 ,018 Y 2 2 5 $4;": = 5 4 gj I, I' I g , % :I 2 I 2; o"-
Y z:.-I E E g -2 4.*5 R il &I $i 1: i zs .- c)
&Qi Y. * a ui.2 ; *fj VJ; Q
+ "ISIS 2 f! 8 2 :i & 'rq tu/*: 0 *a ;lii 2 m Y 2 I.$z 'c .I
gi $1; .G g z s 8 3 I 1-19; :;, & + .s ; g ;si !Q
oae:El *!+ 5 3 1 I" / icrqj 1.2 > , ih lg -2im Ais I= -- k
8'2 2 1ii;I: =: e
';j BiC -s .SI 4 g h 5 1 I ' ! i . [w .m + j ! 2 *- I !E;?
2 g Bis 2 0 9 n c;2
all ~- B- %Ji I I i i 1: c g .a I .z $1 z
1 '.E B SW j I j IC aJ g1z : P) :b
; 12 0" + : ?z j pbl 3 ih 0
! Imr aJ E n al 1; ii:ji= j j j jc : l,p! : j IgJ E E2 I ' 1 /v)
=: ; 10 Y r 5 1 liji;! j 1 jh 11 .d 5 fi
gin f li:!i ij!; ;!;I
M/i
*=:At 31% ++ + 3 3 0 3 a!%[ z, 8; z c4 ~,b gig gig g g m 9Idmq' IE 3 I I I ! IV hlg WL g b bi+ 3 a, a12
j jQ i 1 1- '1 ;, ' '24 j zi 1 1:;
r r4
-:w lcftlyt .-( fc) CI m 0 0 I 1%: 1 g w3 fc) fc)!u3 w 0 m 00,m:rWw \o 0- m
i ji ;/ llll'l; [ ! jx jw x.~
w!o/ b" j : 1 I 1 i 2 El I bi 1 j ai iv;2 o o o 2 ~ iC,ziz *j,,/ 6 o;~i*'m N m PINU I I
a Ij
4:
it
i
I ! !z i : *, l
0
a;
v); 1-1 I+' : ; im j
6 Q :=ow~i~=~gQa! ;-w Im-w*v) vo-tw00v)v)/ov ! / 1 !PI I:
; I -39; +I j i I & .c) a' I
1" ! : i j
!/;i; 1 1: & I!;,, e j;T:i 1 j ig
a- jI I ..( !I
PI I :\o m'010 o mica 2 % im ' ! I ' cu ~jo ca!~ ~d o
IO
j lg
. :m 1 1-~~1~ S/*' ' I:
6e,*.I ! ; :YI
1 I!:!!
;I;:;
I!!!;
i :,
I i": .1. 1 !' !' I I !
i 'iI
i :/I ! / jI i!iid
li 1;;:
h
t-.; 4,. I :3 i as w \
'V I, -hJ g 8 1 3 .s I
Y
0.0
-2 -t- d .g r: 0"
Ej CIT aJ i :-, :L ;o alia -c -g 8 ; -8
-5 I 2 e 3
,3 g/ a 5 2 2 E IlII i.5 6% i $ < 2
:g
2 8i.2,Z v) 5 $
3 ,a a& v1' v)
01 o, ~i ! 3 1: 'I s 1 ='e s:2lE 2 c 2 ". Q\ 00 ~l~,;ls!*~ le b w -3;- PI m
3 +j!% 3 I +j 'OT % 24 +
2 a
. "
r al a m a
e a)
cv
([I c
-
ii
*Q\
'00 Q\ * o\-
0 m' '0 e
sz
2:t. E,z LU
B
'E 4 zx
*a
u
-- 0 gs
* .P 9) zzs - e .f3! g#z %
-G w 25 ss! !g E gu
R e2
z
6
a &
a 'i3 "2
u si, '=
Ei
ci U
a" M
Q)
Q u
*
w s 2
9
H
U
&
co e $J si
(Y a cn d
co s - m C ii