HomeMy WebLinkAboutBarrios & Associates, LLC - 2018-02-26AMENDMENT NO. 1 TO AGREEMENT
BETWEEN THE CITY OF HUNTINGTON BEACH AND
BARRIOS & ASSOCIATES, LLC FOR PUBLIC EDUCATION AND
OUTREACH TO THE OAK VIEW COMMUNITY AS PART OF THE
EPIC CHALLENGE GRANT AWARD
THIS AMENDMENT is made and entered into by and between the CITY OF
HUNTINGTON BEACH, a California municipal corporation, hereinafter referred to as
"CITY," and BARRIOS & ASSOCIATES, LLC, a consulting firm, hereinafter referred
to as "CONSULTANT."
WHEREAS, CITY and CONSULTANT are parties to that certain agreement,
dated February 26, 2018, entitled "Professional Services Contract Between the City of
Huntington Beach and Barrios & Associates, LLC, for Public Education and Outreach to
the Oak View Community as Part of the Epic Challenge Grant Award," which agreement
shall hereinafter be referred to as the "Original Agreement;" and
City and Consultant wish to amend the compensation for services by an additional
not to exceed amount of Twenty Thousand Dollars ($20,000.00).
NOW, THEREFORE, it is agreed by City and Consultant as follows:
I . COMPENSATION INCREASE
The not to exceed amount of compensation of the Original Agreement is
increased by Twenty Thousand Dollars ($20.000.00). The new not to exceed amount
shall now be Thirty Thousand Dollars ($30,000.00).
18-6463/179233/hnv 1
3. REAFFIRMATION
Except as specifically modified herein, all other terms and conditions of
the Original Agreement shall remain in full force and effect.
Arianna Barrios, CEO
BARRIOS & ASSOCIATES
4-. I vvz'���
By
Arfannez E,rrriOS
print name
ITS: (circle one) Chairman/President/Vice President
By:L ,,L--vY ` °`d' r -
h-i u kI na 6�Lr r i 6
Print name ��- --
ITS: circle one) Secretard Chi ief Pinancia
ffic r sst. Secretary - Treasurer -
18-6463/179233/mv 2
CITY OF HUNTINGTON BEACH, a municipal
corporation,of the State of California
APPROVED
ity Attorney otr
1/1B
Receive and File
City Clerk
CITY OF HUNTINGTON BEACH
Professional Service Approval Form
Amendment # 1
1. Date Requested: 4/23/18
2. Contract Number to be Amended:
RECEIVED
APR 2 4'
Finance L-)ep 601'
3. Department: City Manager
4. Requested By: Kirsten Graham
5. Name of Consultant: Barrios & Associates, LLC
6. Amount of Original/Prior Contract: $10,000
7. Additional Compensation Requested: $20,000
8. Original Commencement Date: 2/26/2018
9. Original Termination Date: N/A
10. Extended Date Requested: N/A
11. Reason for Contract Amendment:
More funds needed -to omplete work.
r% l
Purchasing Approval Signature Date
12. Are sufficient funds available to fund this contract? Yes ® No ❑
13. Business Unit and Obiect Code where funds are budgeted:
Account number
Contractual Dollar Amount
Business unit. object #
Fiscal Year
17/18
Fiscal Year
Fiscal Year
Fiscal Year
124030101.69300
$20,000
$
$
$
t' JDe_rr*tfn6t
pro al Signature Date
Head Signature Date
1414— szvp""
City Wla4e� Approval Signature Date
professional service approval form - amendment .doc
REV: February 2015
3 PROFESSIONAL SERVICES
FISCL YEAR 2017118
CITY MANAGER
Professional services including governmental
membership, state and federal consultingllobbying
City Manager
services, economic analysis, legal services, grant
(includes Office
releated consulting services, graphic services, and
of Business
other consulting and professional services related to
Development)
business development, real estate services (including
but not limited to appraisals, right-of-way services,
acquisitions, title), public information, marketing and
other administrative professional services.
Amount'
It 398,494,00
Date ;Vendor
. Amount :
Contract Value
Notes
8/19/2016 HUD-HOME-CDBG Grant Consulting
$
-
$
120,000
Amendment #1
9/15/2016 Keyser Marston Amendment #2
$
40,000
$
380,000.00
Amendment 2
Keyser Marsten
$
67,500.00
$
180,000.00
4/24/2017 RSG
$
11,000.00
$
120,000.00
Amendment #1
9/7/2017 CCA Feasibility Study
$
50,000.00
CANCELLED
9/11/2017 PW Org Review
$
63,200.00
$
63,200,00
9/29/2017 Business attraction services
$
28500.00
$
28,500.00
FY 18/19 FY 19/20 FY 20/21
Amount I Amount I . Amount
$ 40,000.00
$ 67,500.00
10112/2017 Thomas Cole Edwards Inc
$
5,000.00
$
5,000,00
airport noise
11/20/2017 BBK
$
20.000.00
$
20,000.00
11/20/2017 Whittingham Public Affairs Advisors
$
6,000.00
$
6,000.00
2/13/2018 Barrios and Associates
$
10,000.00
$
10,000.00
Community Outreach
2/22/2018 State Advocacy
$
15,000.00
$
195,000.00
Award to Townsend $ 60,000.00 $ 60,000.00 $ 60,000.00
3/7/2018 Harris Miller Miller Hanson Inc. (HMMH Inc.)
$
30,000.00_
$
30,000.00
Airport Noise Study
3/16/2018 Whittingham Public Affairs Advisors
$
6,000.00
$
12,000.00
Amendment #1
3/16/2018 BBK
$
10,000.00
$
30,000.00
Amendment #1
3/29/2018 GRC Associates
$
12,000.00
$
85,000.00
Amendment #1 requires CC $ 47,500.00 $ 25,500.00
3/29/2018 Cornerstone
$
10,000.00
$
15,000.00
Amendment #1 ($5K orig) $ - $ -
4/24/2018 Barrios and Associates
$
20,000.00
Amendment #1
Total. Value
$ 354,200.00
PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
BARRIOS & ASSOCIATES, LLC
FOR
PUBLIC EDUCATION AND OUTREACH TO THE OAK VIEW COMMUNITY
AS PART OF THE EPIC CHALLENGE GRANT AWARD
THIS AGREEMENT ("Agreement") is made and entered into by and between the City of
Huntington Beach, a municipal corporation of the State of California, hereinafter referred to as
"CITY," and Barrios & Associates, a consulting firm hereinafter referred to as "CONSULTANT."
WHEREAS, CITY desires to engage the services of a consultant to assist the City with
outreaching the Oak View Community about advanced energy technologies, energy efficiency,
and workforce development opportunities related to the City's participation in a grant with the
University of California hvine, funded by the California Energy Commission; and
Pursuant to documentation on file in the office of the City Clerk, the provisions of the
Huntington Beach Municipal Code, Chapter 3.03, relating to procurement of professional service
contracts have been complied with; and
CONSULTANT has been selected to perform these services,
NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows:
I. SCOPE OF SERVICES
CONSULTANT shall provide all services as described in Exhibit "A," which is
attached hereto and incorporated into this Agreement by this reference. These services shall
sometimes hereinafter be referred to as the "PROJECT."
CONSULTANT hereby designates a person who shall represent it and be its sole
contact and agent in all consultations with CITY during the performance of this Agreement.
18-6286/174591hnv 1 of 11
2. CITY STAFF ASSISTANCE
CITY shall assign a staff coordinator to work directly with CONSULTANT in the
performance of this Agreement.
TERM; TIME OF PERFORMANCE
Time is of the essence of this Agreement. The services of CONSULTANT are to
commence on 21 o, 2018 (the "Commencement Date"). This Agreement shall
automatically terminate three (3) years fiom the Commencement Date, unless extended or sooner
terminated as provided herein. All tasks specified in Exhibit "A" shall be completed no later than
six (6) months from the Commencement Date. The time for performance of the tasks identified in
Exhibit "A" are generally to be shown in Exhibit "A." This schedule may be amended to benefit
the PROJECT if mutually agreed to in writing by CITY and CONSULTANT.
In the event the Commencement Date precedes the Effective Date, CONSULTANT
shall be bound by all terms and conditions as provided herein.
4. COMPENSATION
In consideration of the performance of the services described herein, CITY agrees
to pay CONSULTANT on a time and materials basis at the rates specified in Exhibit "B," which
is attached hereto and incorporated by reference into this Agreement, a fee, including all costs and
expenses, not to exceed Ten Thousand Dollars ($10,000.00).
5. EXTRA WORK
In the event CITY requires additional services not included in Exhibit "A" or
changes in the scope of services described in Exhibit "A," CONSULTANT will undertake such
work only after receiving written authorization from CITY. Additional compensation for such
extra work shall be allowed only if the prior written approval of CITY is obtained.
18-6286/174591/niv 2 of 11
6. METHOD OF PAYMENT
CONSULTANT shall be paid pursuant to the terms of Exhibit "R."
7. DISPOSITION OF PLANS ESTIMATES AND OTHER DOCUMENTS
CONSULTANT agrees that title to all materials prepared hereunder, including,
without limitation, all original drawings, designs, reports, both field and office notices,
calculations, computer code, language, data or programs, maps, memoranda, letters and other
documents, shall belong to CITY, and CONSULTANT shall turn these materials over to CITY
upon expiration or termination of this Agreement or upon PROJECT completion, whichever shall
occur first. These materials may be used by CITY as it sees fit.
8. HOLD HARMLESS
CONSULTANT hereby agrees to protect, defend, indemnify and hold harmless
CITY, its officers, elected or appointed officials, employees, agents and volunteers from and
against any and all claims, damages, losses, expenses, judgments, demands and defense costs
(including, without limitation, costs and fees of litigation of every nature or liability of any kind
or nature) arising out of or in connection with CONSULTANT's (or CONSULTANT's
subcontractors, if any) negligent (or alleged negligent) performance of this Agreement or its failure
to comply with any of its obligations contained in this Agreement by CONSULTANT, its officers,
agents or employees except such loss or damage which was caused by the sole negligence or willful
misconduct of CITY. CONSULTANT will conduct all defense at its sole cost and expense and
CITY shall approve selection of CONSULTANT's counsel. This indemnity shall apply to all
claims and liability regardless of whether any insurance policies are applicable. The policy limits
do not act as limitation upon the amount of indemnification to be provided by CONSULTANT.
18.6286/174591/mv 3 of 11
9. PROFESSIONAL LIABILITY INSURANCE
CONSULTANT shall obtain and furnish to CITY a professional liability insurance
policy covering the work performed by it hereunder. This policy shall provide coverage for
CONSULTANT's professional liability in an amount not less than One Million Dollars
($1,000,000.00) per occurrence and in the aggregate. The above -mentioned insurance shall not
contain a self -insured retention without the express written consent of CITY; however an insurance
policy "deductible" of Ten Thousand Dollars ($10,000.00) or less is permitted. A claims -made
policy shall be acceptable if the policy further provides that:
A. The policy retroactive date coincides with or precedes the initiation of the
scope of work (including subsequent policies purchased as renewals or
replacements).
B. CONSULTANT shall notify CITY of circumstances or incidents that might
give rise to future claims.
CONSULTANT will make every effort to maintain similar insurance during the
required extended period of coverage following PROJECT completion. If insurance is terminated
for any reason, CONSULTANT agrees to purchase an extended reporting provision of at least two
(2) years to report claims arising from work performed in connection with this Agreement.
If CONSULTANT fails or refuses to produce or maintain the insurance required by
this section or fails or refuses to furnish the CITY with required proof that insurance has been
procured and is in force and paid for, the CITY shall have the right, at the CITY's election, to
forthwith terminate this Agreement. Such termination shall not affect Consultant's right to be paid
for its time and materials expended prior to notification of termination. CONSULTANT waives
18-62861174591/mv 4 of 11
the right to receive compensation and agrees to indemnify the CITY for any work performed prior
to approval of insurance by the CITY.
10. CERTIFICATE OF INSURANCE
Prior to commencing performance of the work hereunder, CONSULTANT shall
furnish to CITY a certificate of insurance subject to approval of the City Attorney evidencing the
foregoing insurance coverage as required by this Agreement; the certificate shall:
A. provide the name and policy number of each carrier and policy;
B. state that the policy is currently in force; and
C. shall promise that such policy shall not be suspended, voided or canceled
by either party, reduced in coverage or in limits except after thirty (30) days'
prior written notice; however, ten (10) days' prior written notice in the event
of cancellation for nonpayment of premium.
CONSULTANT shall maintain the foregoing insurance coverage in force until the
work under this Agreement is fully completed and accepted by CITY.
The requirement for carrying the foregoing insurance coverage shall not derogate
from CONSULTANT's defense, hold harmless and indemnification obligations as set forth in this
Agreement. CITY or its representative shall at all times have the right to demand the original or a
copy of the policy of insurance. CONSULTANT shall pay, in a prompt and timely manner, the
premiums on the insurance hereinabove required.
11. INDEPENDENT CONTRACTOR
CONSULTANT is, and shall be, acting at all times in the performance of this
Agreement as an independent contractor herein and not as an employee of CITY. CONSULTANT
shall secure at its own cost and expense, and be responsible for any and all payment of all taxes,
18-6286/174591/mv 5 of 11
social security, state disability insurance compensation, unemployment compensation and other
payroll deductions for CONSULTANT and its officers, agents and employees and all business
licenses, if any, in connection with the PROJECT and/or the services to be performed hereunder.
12. TERMINATION OF AGREEMENT
All work required hereunder shall be performed in a good and workmanlike
mamier. CITY may terminate CONSULTANT's services hereunder at any time with or without
cause, and whether or not the PROJECT is fully complete. Any termination of this Agreement by
CITY shall be made in writing, notice of which shall be delivered to CONSULTANT as provided
herein. In the event of termination, all finished and unfinished documents, exhibits, report, and
evidence shall, at the option of CITY, become its property and shall be promptly delivered to it by
CONSULTANT.
13. ASSIGNMENT AND DELEGATION
This Agreement is a personal service contract and the work hereunder shall not be
assigned, delegated or subcontracted by CONSULTANT to any other person or entity without the
prior express written consent of CITY. If an assignment, delegation or subcontract is approved,
all approved assignees, delegates and subconsultants must satisfy the insurance requirements as
set forth in Sections 9 and 10 hereinabove.
14. COPYRIGHTS/PATENTS
CITY shall own all rights to any patent or copyright on any work, item or material
produced as a result of this Agreement.
15. CITY EMPLOYEES AND OFFICIALS
CONSULTANT shall employ no CITY official nor any regular CITY employee in
the work performed pursuant to this Agreement. No officer or employee of CITY shall have any
18-6286/174591/mv 6 of 11
financial interest in this Agreement in violation of the applicable provisions of the California
Government Code.
16. NOTICES
Any notices, certificates, or other communications hereunder shall be given either
by personal delivery to CONSULTANT's agent (as designated in Section 1 hereinabove) or to
CITY as the situation shall warrant, or by enclosing the same in a sealed envelope, postage prepaid,
and depositing the same in the United States Postal Service, to the addresses specified below.
CITY and CONSULTANT may designate different addresses to which subsequent notices,
certificates or other communications will be sent by notifying the other party via personal delivery,
a reputable overnight carrier or U. S. certified mail -return receipt requested:
TO CITY:
City of Huntington Beach
ATTN: Antonia Graham, Assistant to the
City Manager
2000 Main Street
Huntington Beach, CA 92648
17. CONSENT
TO CONSULTANT:
Barrios & Associates
Attention: Arianna Barios, CEO
701 E. Chapman Avenue
Orange, CA 92866
When CITY's consent/approval is required under this Agreement, its
consent/approval for one transaction or event shall not be deemed to be a consent/approval to any
subsequent occurrence of the same or any other transaction or event.
18. MODIFICATION
No waiver or modification of any language in this Agreement shall be valid unless
in writing and duly executed by both parties.
18-62861174591/mv 7 of 1 i
19. SECTION HEADINGS
The titles, captions, section, paragraph and subject headings, and descriptive
phrases at the beginning of the various sections in this Agreement are merely descriptive and are
included solely for convenience of reference only and are not representative of matters included
or excluded from such provisions, and do not interpret, define, limit or describe, or construe the
intent of the parties or affect the construction or interpretation of any provision of this Agreement.
20. INTERPRETATION OF THIS AGREEMENT
The language of all parts of this Agreement shall in all cases be construed as a
whole, according to its fair meaning, and not strictly for or against any of the parties. If any
provision of this Agreement is held by an arbitrator or court of competent jurisdiction to be
unenforceable, void, illegal or invalid, such holding shall not invalidate or affect the remaining
covenants and provisions of this Agreement. No covenant or provision shall be deemed dependent
upon any other unless so expressly provided here. As used in this Agreement, the masculine or
neuter gender and singular or plural number shall be deemed to include the other whenever the
context so indicates or requires. Nothing contained herein shall be construed so as to require the
commission of any act contrary to law, and wherever there is any conflict between any provision
contained herein and any present or future statute, law, ordinance or regulation contrary to which
the parties have no right to contract, then the latter shall prevail, and the provision of this
Agreement which is hereby affected shall be curtailed and limited only to the extent necessary to
bring it within the requirements of the law.
21. DUPLICATE ORIGINAL
The original of this Agreement and one or more copies hereto have been prepared
and signed in counterparts as duplicate originals, each of which so executed shall, irrespective of
18-6286/174591hnv 8 of 11
the date of its execution and delivery, be deemed an original. Each duplicate original shall be
deemed an original instrument as against any party who has signed it.
22. IMMIGRATION
CONSULTANT shall be responsible for full compliance with the immigration and
naturalization laws of the United States and shall, in particular, comply with the provisions of the
United States Code regarding employment verification.
23. LEGAL SERVICES SUBCONTRACTING PROHIBITED
CONSULTANT and CITY agree that CITY is not liable for payment of any
subcontractor work involving legal services, and that such legal services are expressly outside the
scope of services contemplated hereunder. CONSULTANT understands that pursuant to
Huntington Beach City Charter Section 309, the City Attorney is the exclusive legal counsel for
CITY; and CITY shall not be liable for payment of any legal services expenses incurred by
CONSULTANT.
24, ATTORNEY'S FEES
In the event suit is brought by either party to construe, interpret and/or enforce the
terms and/or provisions of this Agreement or to secure the performance hereof, each party shall
bear its own attorney's fees, such that the prevailing party shall not be entitled to recover its
attorney's fees from the nonprevailing party.
25. SURVIVAL
Terms and conditions of this Agreement, which by their sense and context survive
the expiration or termination of this Agreement, shall so survive.
18-6286/174591/mv 9 of 11
26. GOVERNING LAW
This Agreement shall be governed and construed in accordance with the laws of the
State of California.
27. SIGNATORIES
Each undersigned represents and warrants that its signature hereinbelow has the
power, authority and right to bind their respective parties to each of the terms of this Agreement,
and shall indemnify CITY fully for any injuries or damages to CITY in the event that such
authority or power is not, in fact, held by the signatory or is withdrawn.
28. ENTIRETY
The parties acknowledge and agree that they are entering into this Agreement freely
and voluntarily following extensive arm's length negotiation, and that each has had the opportunity
to consult with legal counsel prior to executing ties Agreement. The parties also acknowledge and
agree that no representations, inducements, promises, agreements or warranties, oral or otherwise,
have been made by that party or anyone acting on that patty's behalf, which are not embodied in
this Agreement, and that that party has not executed this Agreement in reliance on any
representation, inducement, promise, agreement, warranty, fact or circumstance not expressly set
forth in this Agreement. This Agreement, and the attached exhibits, contain the entire agreement
between the parties respecting the subject matter of this Agreement, and supersede all prior
understandings and agreements whether oral or in writing between the parties respecting the
subject matter hereof
29. EFFECTIVE DATE
This Agreement shall be effective on the date of its approval by the City Attorney.
This Agreement shall expire when terminated as provided herein.
18-62$6117459I/niv 10 of 11
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed
by and through their authorized officers.
CONSULTANT,
Arianna Barrios, CEO
Barrios & Associates
By:
Aria a �3�} .14YiCs
print name
ITS: (circle one t
AN
By:
QRI�I� i,oGH2t�
print name
ITS: (circle one SecretarylChief FinanciaiDM"rMsst.
18fi286/174591/mv 11 of 11
CITY OF HUNTINGTON BEACH,
a municipal corporation of the State of
California ,
Director/Chief
(Pursuant To HBMC §3.03.100)
WE
EXHIBIT "A„
A. STATEMENT OF WORK: (Narrative of work to be performed)
The CITY is a sub -grantee of the University of California Irvine (UCI) - Advanced Power and
Energy program who has received funding from the California Energy Commission to create a
scalable and replicable model of an advanced energy community within the City of Huntington
Beach. On November 7, 2016 the City Council formally accepted grant funds from UCI to fund
Phase I of the project. The City will receive $90,000 from the California Energy Commission
and is required to outreach the community using these grant funds. The CONSULTANT shall
assist the City with public education and outreach to the Oak View Community.
B. CONSULTANT'S DUTIES AND RESPONSIBILITIES:
The CONSULTANT shall perform the following:
- Community Relations and Education - CONSULTANT will provide staff support for
community workshops. The CONSULTANT staff assigned shall be knowledgeable in energy
efficiency programs available to the community, particularly for low-income residents.
CONSULTANT shall assist in the facilitation of said workshops, outreach events as specified by
the CITY.
- Copywriting and Traslations - CONSULTANT will provide copywriting and copyediting
support as needed of the printed materials that have been developed for the community
workshops. CONSULTANT shall provide on -site translation services at community events. As
needed the CONSULTANT will provide additional copywriting support in Spanish for any
electronic outreach media such as web pages, email communications, and social media posts.
EXHIBIT A
- Graphic Design (As Needed) - CONSULTANT will provide graphic design and print layout as
needed for the development of written reports and presentations pertaining to the final outcome
reporting of this grant project,
- Video Production (As Needed) - CONSULTANT has an in-house video production team as
well as state-of-the-art digital equipment. Should the City decide that a video record of these
community workshops should be undertaken, the CITY has the option to utilize the services of
the CONSULTANT.
C. CITY'S DUTIES AND RESPONSIBILITIES:
The CITY shall work collaboratively with the CONSULTANT and the University of California
Irvine to engage and educate the community on advanced energy technologies pursuant under
the grant conditions set forth by the California Energy Commission.
D. WORK PROGRAM/PROJECT SCHEDULE:
The Consultant will have six (G)months from contract approval to complete the Statement of
Work.
EXHIBIT A
EXHIBIT "B"
Payment Schedule (Hourly Payment)
A. Hourly Rate
CONSULTANT'S fees for such services shall be based upon the following hourly rate and
cost schedule:
B. Travel Charges for time during travel are not reimbursable.
C. Billing
1. All billing shall be done monthly in fifteen (15) minute increments and matched to
an appropriate breakdown of the time that was taken to perform that work and who
performed it.
2. Each month's bill should include a total to date. That total should provide, at a glance,
the total fees and costs incurred to date for the project.
3. A copy of memoranda, letters, reports, calculations and other documentation
prepared by CONSULTANT may be required to be submitted to CITY to
demonstrate progress toward completion of tasks. In the event CITY rejects or has
comments on any such product, CITY shall identify specific requirements for
satisfactory completion.
4. CONSULTANT shall submit to CITY an invoice for each monthly payment due.
Such invoice shall:
A) Reference this Agreement;
B) Describe the services performed;
C) Show the total amount of the payment due;
D) Include a certification by a principal member of CONSULTANT' fiirn that
the work has been performed in accordance with the provisions of this
Agreement; and
E) For all payments include an estimate of the percentage of work completed,
Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is
making satisfactory progress toward completion of tasks in accordance with this
Agreement, CITY shall approve the invoice, in which event payment shall be made
within thirty (30) days of receipt of the invoice by CITY. Such approval shall not be
unreasonably withheld. If CITY does not approve an invoice, CITY shall notify
CONSULTANT in writing of the reasons for non -approval and the schedule of
performance set forth in Exhibit "A" may at the option of CITY be suspended until
the parties agree that past performance by CONSULTANT is in, or has been brought
Exhibit B
into compliance, or until this Agreement has expired or is terminated as provided
herein.
5. Any billings for extra work or additional services authorized in advance and in
writing by CITY shall be invoiced separately to CITY. Such invoice shall contain all
of the information required above, and in addition shall list the hours expended and
hourly rate charged for such time. Such invoices shall be approved by CITY if the
work performed is in accordance with the extra work or additional services requested,
and if CITY is satisfied that the statement of hours worked and costs incurred is
accurate. Such approval shall not be unreasonably withheld. Any dispute between
the parties concerning payment of such an invoice shall be treated as separate and
apart from the ongoing performance of the remainder of this Agreement.
2
Exhibit B
EXHIBIT "B"
Payment Schedule (Fixed Fee Payment)
1. CONSULTANT shall be entitled to monthly progress payments toward the fixed fee
set forth herein in accordance with the following progress and payment schedules.
2. Delivery of work product: A copy of every memorandum, letter, report, calculation
and'other documentation prepared by CONSULTANT shall be submitted to CITY to demonstrate
progress toward completion of tasks. In the event CITY rejects or has comments on any such product,
CITY shall identify specific requirements for satisfactory completion.
3. CONSULTANT shall submit to CITY an invoice for each monthly progress payment
due. Such invoice shall:
A) Reference this Agreement;
B) Describe the services performed;
C) Show the total amount of the payment due;
D) Include a certification by a principal member of CONSULTANT's firm that the
work has been performed in accordance with the provisions of this Agreement;
and
E) For all payments include an estimate of the percentage of work completed.
Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making
satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall
approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the
invoice by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an
invoice, CITY shall notify CONSULTANT in writing of the reasons for non -approval and the schedule
of performance set forth in Exhibit "A" may at the option of CITY be suspended until the parties
agree that past performance by CONSULTANT is in, or has been brought into compliance, or until
this Agreement has expired or is terminated as provided herein.
4. Any billings for extra work or additional services authorized in advance and in writing
by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the information
required above, and in addition shall list the hours expended and hourly rate charged for such time.
Such invoices shall be approved by CITY if the work performed is in accordance with the extra work
or additional services requested, and if CITY is satisfied that the statement of hours worked and costs
incurred is accurate. Such approval shall not be unreasonably withheld. Any dispute between the
parties concerning payment of such an invoice shall be treated as separate and apart from the ongoing
performance of the remainder of this Agreement.
Exhibit B
CITY OF HUNTINGTON BEACH
Professional Service Approval Form
` PART I
Date: 2/12/2018 Project Manager Name: Antonia Graham
Requested by Name if different from Project Manager:
Department: City Manager
FEB 13 d0 0
Finance Department
PARTS I OF THE PROFESSIONAL. SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED
BY THE REQUESTING DEPARTMENT AND SIGNED BY THE CITY MANAGER, FOR APPROVAL,
BEFORE PROCEEDING WITH THE SOLICITATION OR CONTRACT PROCESS. PART I MUST BE FILED
WITH ALL APPROVED CONTRACTS.
1) Briefly provide the purpose for the agreement:
The City is part of a grant team that was awarded $1.9 million as part of the California Energy
Commission EPIC Challenge. Part of our responsibility as part of this grant team is to outreach and
educate the Oakview Community on Energy efficiency best practices and renewable energy technologies.
The City had hired a Civic Spark Fellow to conduct this outreach but the Fellow resigned from the
program, now the City must complete its obligation and must hire a consulting firm to complete this work
prior to the grant completion date of June 2018.
2) Estimated cost of the services being sought: $ 10,000
3) Are sufficient funds available to fund this contract? ® Yes ❑ No
If no, please explain:
4) Check below how the services will be obtained:
❑ A Bid solicitation process in accordance to the MC 3.03.060 procedures will be conducted.
❑ MC 3.03.08(b) — Other Interagency Agreement procedure will be utilized.
® MC 3.03.08 -- Contract Limits of $30,000 or less exempt procedure will be utilized.
5) Is this contract generally described on the list of professional service contracts approved by the City
Council? If the ;answ^ to this question is "No," the contract will require approval from the City Council.)
Yes ❑ No
er Signature (Purchasing Approval) Date
6) Amount, Business Unit (8 digits) and Object Code (5 digits) where funds are budgeted
(Please note that a budget check will occur at the object code level):
Account number
Contractual Dollar Amount
Business unit. object #
Fiscal Year
17/18
Fiscal Year
Fiscal Year
124030101.69300
$10000
$
$
$
$
$
$
$
$
l
Bud g ,t Approval
Department Head Signature(s)
's Signature
e `ram
Manager's Signature
APPROVED [0 DENIED ❑
part 1 spark fellow procurement.doc
REV: February 2015
a���
Date
Date
4go I it)
Date
to
✓t��41SiVC)D�t CITY OF
HUNTINGTON BEACH
gV }xt Professional
• • . Approval
• • • Form
p TI
�QUNT����i�� � • � �
City
part 1 spark fellow procurement.doc
REV: February 2015
Signature
Date
barrios
&ASSOCIATES
Prepared for:
City of Huntington Beach
Prepared by: " ')
Barrios & Associates, LLC
701 E. Chapman Avenue, Orange, CA
barrios
&ASSOCIATES
Antonia Graham, CSM, Env Sp
Assistant to the City Manager
Office of the City Manager
City of Huntington Beach
2000 Main Street
Huntington Beach, CA 92648
Dear Ms. Graham:
February 5, 2018
Barrios & Associates, LLC is a full -service communications consulting firm that specializes in community
outreach, media relations, social media support and e-newsletter production and management services —
with a key focus on Latino audiences. At present, we are currently serving as the agency of record for both
Southern California Edison (Hispanic Media Outreach) and Ca]Optima (Hispanic Community Engagement)
with who we have achieved strong success.
It is our understanding that the City of Huntington Beach is currently undertaking a targeted, Latino
community outreach project that focuses on building awareness and providing community education on
energy efficiency, green tech, and low-income household utility programs. This pilot program is grant -
funded and ready to begin a series of community workshops. The City is seeking assistance from a
qualified contractor to support this effort with particular needs in the area of written translation, interpreters,
meeting facilitation, as well as graphic design. Although it was not initially discussed, our firm also has the
ability to provide additional support for the scheduled community workshops with additional resources such
as video production for wider distribution or archival purposes as well as the ability to stream your meetings
live via social media utilizing Facebook Live or YouTube.
Barrios & Associates is well suited to meet these needs and has the capacity to provide such services with
immediate effect. This proposal outlines hourly fees for our services for your review and approval.
We are a certified woman -and -minority -owned business enterprise (WMBE) and disadvantaged business
enterprise (DBE) and have several staff members fluent in Spanish and specializing in Latino outreach. We
have the resources and ability to provide translation services into Spanish if needed.
We look forward to working closely with your staff.
Sincerely,
Arianna Barrios, CEO
Barrios & Associates, LLC
bROOS
e'r ATES
Scope of Work
Consulting & Support Services
Barrios & Associates, LLC has outlined the following areas of expertise required to support this effort.
Community Relations & Education
o Barrios & Associates will provide staff support for upcoming community workshops. Staff
provided will be knowledgeable in energy efficiency programs available to the local
community, particularly for low-income residents. BAA will assist in the facilitation of said
workshops, be fluent Spanish -speakers, and have the ability to field and answer questions
from the participants.
• Copywriting & Translations
o Barrios & Associates will provide copywriting and copyediting support as needed of the printed
materials that have been developed for the community workshops. Staff provided will be a
certified legal translator in Spanish. BAA will also provide as needed, translated transcripts of
minutes and questions collected as part of these meetings.
o As needed, BAA will provide additional copywriting support in Spanish for any electronic
outreach media such as web pages, email communications and social media posts.
• Graphic Design (As Needed)
o Barrios & Associates will provide graphic design and print layout support as needed for the
development of written reports and presentations pertaining to the final outcome reporting of
this grant project.
• Video Production (As Needed)
o Barrios & Associates has an in-house video production team as well as state-of-the-art digital
equipment. Should the City decide that a video record of these community workshops should
be undertaken, this assistance can be added on to our engagement utilizing the hourly rates
provided under the Cost Proposal section of this proposal.
barrios
&,aMCWEs
Personnel I
Arianna Barrios
Position: Strategic Planner / Web
Designer
Experience: 25 Years
Education: B.A., CSU Fullerton
Arianna is the CEO of Barrios &
Associates, LLC. With more than
more than 20 years of experience
in marketing and communications,
having served school districts,
`government agencies, nonprofits
and Fortune 500 companies, her
strong ability to work and form
professional relationships with a
wide variety of individuals
throughout Orange County will
prove to be an excellent asset to
achieving the goals of this project.
In addition to her business
leadership, Barrios is an elected
member of the Rancho Santiago
Community College District Board
of Trustees and serves on
numerous nonprofit boards.
bagios
&AZ GATES
Our Team
Diego Teran
Position: Multicultural Outreach
Experience: 15 Years
Education: M.B.A, CSU Long
Beach
Diego Teran is a specialist in
Latino Community Outreach,
speaks four languages and
several Spanish dialects. In
addition, he is a certified legal
translator and has more than 15
years of experience In marketing
and advertising, focus groups
and multicultural outreach.
Diego joined Barrios &
Associates from Disneyland
Resort where he served as a
spokesperson for the
organization. His current client
portfolio for BAA includes
Southern California Edison and
CalOptima among others.
Francisco Barajas
Position: Social Media Specialist
Experience: 10 Years
Education: M.P.P., Pepperdine
University
Francisco joined Barrios &
Associates, LLC in 2013 as an
account coordinator where his
skills and ability to build
relationships quickly showed him
to be a valuable member of the
team. Francisco now serves as an
Account Manager and specializes
in Latino Outreach, Government
Relations and Public Policy.
His client portfolio includes Orange
County Taxpayers Association,
South Orange County Economic
Coalition and, Orange County
Transportation Authority among
others.
Professional Experience
Overall Experience, Reliability and Continuity of the Firm
A limited liability company, Barrios & Associates, LLC (BAA) is owned by CEO Arianna, a Mexican -
American with a rich heritage in Orange County. The company maintains certification as a woman and
minority owned business enterprise (DBEMMBE/SBE) from the CPUC, METRO and WBENC. The agency
serves public and private clients with a strong focus on community outreach for infrastructure project with a
particular focus on the Latino community. Areas of core expertise include water, transportation, power,
healthcare and education.
Barrios & Associates, LLC employs a staff of ten and subcontracts with a number of talented professionals,
expanding its capabilities and network of relationships. Its main office is located at 701 E. Chapman
Avenue, in the historic Old Towne district of Orange, California.
Experience with Projects That Have Large Community Outreach Component
Barrios & Associates, LLC specializes in community outreach and public education primarily for
infrastructure improvement projects with a focus on water, power and roads in particular. The specific
outreach services BAA provides include everything from crisis communications and media relations to
social media management and marketing services. BAA is a rare Orange County -based communications
consulting firm that has in-house staff that can provide specialty services such as website design, video
production and graphic design, but also has the experience and expertise to conduct full advertising and
marketing campaigns as well as boots -on -the -ground community outreach, event management and public
affairs. In addition to the vast public agency clients we work with, we also provide graphic design, event
management and marketing consulting services for private companies including Disney, Honda and
Toshiba.
Current clients that have a large community outreach component include; The City of Anaheim, The City of
Dana Point, CalOptima, the Orange County Transportation Authority (OCTA), the Transportation Corridor
Agencies (TCA — Toll Roads), San Diego Gas & Electric (SDG&E), Southern California Edison (SCE),
Santa Margarita Water District (SMWD), Moulton Niguel Water District (MNWD), East Orange County
Water District (EOCWD), Mesa Water District, Orange County Taxpayers Association (OCTax).
prrios
V SOCIATES
Cost Proposal
Communications LAB proposes an hourly rate structure for this engagement based on the
information provided below. This engagement would have a not -to -exceed amount of $15,000 and
a term of February 1 through June 30, 2018.
Arianna Barrios
CEO
$195 / Hour
Francisco Barajas
$160 /Hour
Account Manager
Graphic Designer $100 / Hour
barrioTas
�nssoc�n
Barrios & Associates, LLC
701 E. Chapman Avenue, Orange, CA 92866
P 714.878.4864 E Arianna@BarriosandAssociates.com
Graham, Antonia
From:
Graham, Kirsten
Sent:
Wednesday, February 07, 2018 10:22 AM
To:
Graham, Antonia
Subject:
Energy Efficiency Workshop Information
From Westbound Communications:
From: Rick Miltenberger[mailto:RMiltenberger@westboundcommunications.com]
Sent: Wednesday, February 07, 2018 10:17 AM
To: Graham, Kirsten; Carrie Gilbreth
Subject: RE: Energy Efficiency Workshop Information
Hj Kirsten. Thanks so much for reaching out to Westbound for this interesting and important project.
From our conversation and the provided materials, our understanding is that the City of HB is seeking assistance to
develop and implement an outreach and education effort (Advanced Energy Community Engagement) to promote
energy efficiency with a focus on bilingual residents in the community of Oak View. Per our discussion, this would
initially involve conducting several workshops at the Oak View Family Resource Center.
Given the provided budget parameter, the following outlines our thoughts on how Westbound can best assist:
Project Brief— develop, present, revise and complete a two -page planning document that specifies outreach
goals, objectives, target audiences, approaches, tactics, metrics and timing. We believe a brief is imperative
upfront to align all stakeholders on the assignment and ultimate deliverables within a written, reviewed and
approved document. This approach will get us on a well-defined path to action as quickly and efficiently as
possible. This document will also clarify roles, responsibilities and review/approval protocols. Budget is $1,200,
or 8 total hours.
Workshop Presentation Deck ($1,800 or 12 hours total) — create and deploy an up to 30-slide PowerPoint
bilingual master presentation deck with speaker notes that showcases the need and benefits of implementing
energy efficient activities/technology/measures at home. Slides will be visually -oriented with minimal text
derived from authorized energy efficiency experts. Westbound will rely on HB partners (ex. UCI, Edison) for
expert -based content. Once content is received, we will work to ensure that the content is then converted and
presented in consumer -friendly terms. Budget is $1,800, or 12 total hours.
Bilingual Workshops (3) — develop and implement three bilingual workshops (up to two hours each) to be
conducted at Oak View Family Resource Center. Westbound will develop the work shop concept, handle
meeting logistics and lead the meeting with a bilingual presenter (leveraging the presentation deck). Budget is
$9,000, or 60total hours.
• Workshop Promotional Flyer/Graphic— create a one -page flyer/graphic (initially built in a 8.5" x 11" format) In
English and Spanish that promotes the workshops. Westbound will rely on the City of HB and its partners to
assist with distribution at the Oak View Family Resource Center and through other appropriate channels. The
flyer/graphic will be available digitally and in print format. It can be updated up to three times to account for
multiple workshop dates. Budget is $1,500, or 10 hours.
Important Given the budget, Westbound will focus on the above tasks. In turn, we will rely on HB to handle promotion
and outreach to get folks to the workshop (with the help of the flyer/graphicl). We're assuming there is some level of a
built in audience given that the FRC facility regularly draws community members for Its myriad of activities and services.
We hope the above meets your needs We look forward to working with you on this project.
Rick Miltenberger, Partner
Westbound Communications
625 The City Drive, Suite 480, Orange, CA 92868
0: 714.663.8188 1 C: 949.939.4733
Learn more about us...
Website I LinkedIn I Facebook I Twitter
FLINT I SPRIGGS I BABB
FSB
core strategies
Dear Kirsten Graham:
Thank you for the opportunity to introduce ourselves and provide you with a quote for the energy efficiency workshop
and materials for the City of Huntington Beach. Based on our rates and time needed to successfully deliver for this
project, we have put together two possible scopes and budgets. Anticipated timeline for this project would be set for
late April- beginning of May. Please find Scope A and Scope B below. A more detailed proposal is available upon request.
Scope A: $15,000
- Coordinate meetings with city staff and Southern California Edison to discuss the development of materials
- Research and gather information for workshop material development
- Develop educational materials including workshop presentation
- Provide Spanish translated materials
Scope B: $30,000
- Scope A plus,
- Attend the 4-5 workshops with city staff and handle communication throughout workshop
- Staff the subject matter expert that will be presenting and assist with meeting management
Manage coordination and set-up of event
- Provide workshop Spanish translation and answer questions in -language
Track questions and requests for further information at each workshop and follow up with staff and constituents
to assure timely response
Thank you for your time and we hope to hear from you at your earliest convenience.
Sincerely,
FSB Core Strategies
PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
BARRIOS & ASSOCIATES, LLC
FOR
PUBLIC EDUCATION AND OUTREACH TO THE OAK VIEW COMMUNITY
AS PART OF THE EPIC CHALLENGE GRANT AWARD
THIS AGREEMENT ("Agreement") is made and entered into by and between the City of
Huntington Beach, a municipal corporation of the State of California, hereinafter referred to as
"CITY," and Barrios & Associates, a consulting firm hereinafter referred to as "CONSULTANT."
WHEREAS, CITY desires to engage the services of a consultant to assist the City with
outreaching the Oak View Community about advanced energy technologies, energy efficiency,
and workforce development opportunities related to the City's participation in a grant with the
University of California Irvine, funded by the California Energy Commission; and
Pursuant to documentation on file in the office of the City Clerk, the provisions of the
Huntington Beach Municipal Code, Chapter 3.03, relating to procurement of professional service
contracts have been complied with; and
CONSULTANT has been selected to perform these services,
NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows:
1. SCOPE OF SERVICES
CONSULTANT shall provide all services as described in Exhibit "A," which is
attached hereto and incorporated into this Agreement by this reference. These services shall
sometimes hereinafter be referred to as the "PROJECT."
CONSULTANT hereby designates a person who shall represent it and be its sole
contact and agent in all consultations with CITY during the performance of this Agreement.
18-6286/174591/mv I of I I
2. CITY STAFF ASSISTANCE
CITY shall assign a staff coordinator to work directly with CONSULTANT in the
performance of this Agreement.
3. TERM, TIME OF PERFORMANCE
Time is of the essence of this Agreement. The services of CONSULTANT are to
commence on 2AD, 2018 (the "Commencement Date"). This Agreement shall
automatically terminate three (3) years from the Commencement Date, unless extended or sooner
terminated as provided herein. All tasks specified in Exhibit "A" shall be completed no later than
six (6) months from the Commencement Date. The time for performance of the tasks identified in
Exhibit "A" are generally to be shown in Exhibit "A." This schedule may be amended to benefit
the PROJECT if mutually agreed to in writing by CITY and CONSULTANT.
In the event the Commencement Date precedes the Effective Date, CONSULTANT
shall be bound by all terms and conditions as provided herein.
4. COMPENSATION
In consideration of the performance of the services described herein, CITY agrees
to pay CONSULTANT on a time and materials basis at the rates specified in Exhibit "B," which
is attached hereto and incorporated by reference into this Agreement, a fee, including all costs and
expenses, not to exceed Ten Thousand Dollars ($10,000.00).
5. EXTRA WORK
In the event CITY requires additional services not included in Exhibit "A" or
changes in the scope of services described in Exhibit "A," CONSULTANT will undertake such
work only after receiving written authorization from CITY. Additional compensation for such
extra work shall be allowed only if the prior written approval of CITY is obtained.
I8-6286/174591/niv 2 of 1 1
6. METHOD OF PAYMENT
CONSULTANT shall be paid pursuant to the terms of Exhibit "B."
7. DISPOSITION OF PLANS ESTIMATES AND OTHER DOCUMENTS
CONSULTANT agrees that title to all materials prepared hereunder, including,
without limitation, all original drawings, designs, reports, both field and office notices,
calculations, computer code, language, data or programs, maps, memoranda, letters and other
documents, shall belong to CITY, and CONSULTANT shall turn these materials over to CITY
upon expiration or termination of this Agreement or upon PROJECT completion, whichever shall
occur first. These materials may be used by CITY as it sees fit.
8. HOLD HARMLESS
CONSULTANT hereby agrees to protect, defend, indemnify and hold harmless
CITY, its officers, elected or appointed officials, employees, agents and volunteers from and
against any and all claims, damages, losses, expenses, judgments, demands and defense costs
(including, without limitation, costs and fees of litigation of every nature or liability of any kind
or nature) arising out of or in connection with CONSULTANT's (or CONSULTANT's
subcontractors, if any) negligent (or alleged negligent) performance of this Agreement or its failure
to comply with any of its obligations contained in this Agreement by CONSULTANT, its officers,
agents or employees except such loss or damage which was caused by the sole negligence or willful
misconduct of CITY. CONSULTANT will conduct all defense at its sole cost and expense and
CITY shall approve selection of CONSULTANT's counsel. This indemnity shall apply to all
claims and liability regardless of whether any insurance policies are applicable. The policy limits
do not act as limitation upon the amount of indemnification to be provided by CONSULTANT.
18-6286/174591/mv 3 of 11
9. PROFESSIONAL LIABILITY INSURANCE
CONSULTANT shall obtain and furnish to CITY a professional liability insurance
policy covering the work performed by it hereunder. This policy shall provide coverage for
CONSULTANT's professional liability in an amount not less than One Million Dollars
($1,000,000.00) per occurrence and in the aggregate. The above -mentioned insurance shall not
contain a self -insured retention without the express written consent of CITY; however an insurance
policy "deductible" of Ten Thousand Dollars ($10,000.00) or less is permitted. A claims -made
policy shall be acceptable if the policy further provides that:
A. The policy retroactive date coincides with or precedes the initiation of the
scope of work (including subsequent policies purchased as renewals or
replacements).
B. CONSULTANT shall notify CITY of circumstances or incidents that might
give rise to future claims.
CONSULTANT will make every effort to maintain similar insurance during the
required extended period of coverage following PROJECT completion. If insurance is terminated
for any reason, CONSULTANT agrees to purchase an extended reporting provision of at least two
(2) years to report claims arising from work performed in connection with this Agreement.
If CONSULTANT fails or refuses to produce or maintain the insurance required by
this section or fails or refuses to furnish the CITY with required proof that insurance has been
procured and is in force and paid for, the CITY shall have the right, at the CITY's election, to
forthwith terminate this Agreement. Such termination shall not affect Consultant's right to be paid
for its time and materials expended prior to notification of termination. CONSULTANT waives
18-6286/174591/mv 4 of 11
the right to receive compensation and agrees to indemnify the CITY for any work performed prior
to approval of insurance by the CITY.
10. CERTIFICATE OF INSURANCE
Prior to commencing performance of the work hereunder, CONSULTANT shall
furnish to CITY a certificate of insurance subject to approval of the City Attorney evidencing the
foregoing insurance coverage as required by this Agreement; the certificate shall:
A. provide the name and policy number of each carrier and policy;
B. state that the policy is currently in force; and
C. shall promise that such policy shall not be suspended, voided or canceled
by either party, reduced in coverage or in limits except after thirty (30) days'
prior written notice; however, ten (10) days' prior written notice in the event
of cancellation for nonpayment of premium.
CONSULTANT shall maintain the foregoing insurance coverage in force until the
work under this Agreement is fully completed and accepted by CITY.
The requirement for carrying the foregoing insurance coverage shall not derogate
from CONSULTANT's defense, hold harmless and indemnification obligations as set forth. in this
Agreement. CITY or its representative shall at all times have the right to demand the original or a
copy of the policy of insurance. CONSULTANT shall pay, in a prompt and timely manner, the
premiums on the insurance hereinabove required.
11. INDEPENDENT CONTRACTOR
CONSULTANT is, and shall be, acting at all times in the performance of this
Agreement as an independent contractor herein and not as an employee of CITY. CONSULTANT
shall secure at its own cost and expense, and be responsible for any and all payment of all taxes,
18-6286J174591/mv 5 of 11
social security, state disability insurance compensation, unemployment compensation and other
payroll deductions for CONSULTANT and its officers, agents and employees and all business
licenses, if any, in connection with the PROJECT and/or the services to be performed hereunder.
12. TERMINATION OF AGREEMENT
All work required hereunder shall be performed in a good and workmanlike
manner. CITY may terminate CONSULTANT's services hereunder at any time with or without
cause, and whether or not the PROJECT is fully complete. Any termination of this Agreement by
CITY shall be made in writing, notice of which shall be delivered to CONSULTANT as provided
herein. In the event of termination, all finished and unfinished documents, exhibits, report, and
evidence shall, at the option of CITY, become its property and shall be promptly delivered to it by
CONSULTANT.
13. ASSIGNMENT AND DELEGATION
This Agreement is a personal service contract and the work hereunder shall not be
assigned, delegated or subcontracted by CONSULTANT to any other person or entity without the
prior express written consent of CITY. If an assigmnent, delegation or subcontract is approved,
all approved assignees, delegates and subconsultants must satisfy the insurance requirements as
set forth in Sections 9 and 10 hereinabove.
14. COPYRIGHTS/PATENTS
CITY shall own all rights to any patent or copyright on any work, item or material
produced as a result of this Agreement.
15. CITY EMPLOYEES AND OFFICIALS
CONSULTANT shall employ no CITY official nor any regular CITY employee in
the work performed pursuant to this Agreement. No officer or employee of CITY shall have any
18-6286/174591hnv 6 of 11
financial interest in this Agreement in violation of the applicable provisions of the California
Government Code.
16. NOTICES
Any notices, certificates, or other communications hereunder shall be given either
by personal delivery to CONSULTANT's agent (as designated in Section 1 hereinabove) or to
CITY as the situation shall warrant, or by enclosing the same in a sealed envelope, postage prepaid,
and depositing the same in the United States Postal Service, to the addresses specified below.
CITY and CONSULTANT may designate different addresses to which subsequent notices,
certificates or other communications will be sent by notifying the other party via personal delivery,
a reputable overnight carrier or U. S. certified mail -return receipt requested:
TO CITY:
City of Huntington Beach
ATTN: Antonia Graham, Assistant to the
City Manager
2000 Main Street
Huntington Beach, CA 92648
17. CONSENT
TO CONSULTANT:
Barrios & Associates
Attention: Arianna Barios, CEO
701 E. Chapman Avenue
Orange, CA 92866
When CITY's consent/approval is required under this Agreement, its
consent/approval for one transaction or event shall not be deemed to be a consent/approval to any
subsequent occurrence of the same or any other transaction or event.
18. MODIFICATION
No waiver or modification of any language in this Agreement shall be valid unless
in writing and duly executed by both parties.
18-6286/174591/niv 7 of 11
19. SECTION HEADINGS
The titles, captions, section, paragraph and subject headings, and descriptive
phrases at the beginning of the various sections in this Agreement are merely descriptive and are
included solely for convenience of reference only and are not representative of matters included
or excluded from such provisions, and do not interpret, define, limit or describe, or construe the
intent of the parties or affect the construction or interpretation of any provision of this Agreement.
20. INTERPRETATION OF THIS AGREEMENT
The language of all parts of this Agreement shall in all cases be construed as a
whole, according to its fair meaning, and not strictly for or against any of the parties. If any
provision of this Agreement is held by an arbitrator or court of competent jurisdiction to be
unenforceable, void, illegal or invalid, such holding shall not invalidate or affect the remaining
covenants and provisions of this Agreement. No covenant or provision shall be deemed dependent
upon any other unless so expressly provided here. As used in this Agreement, the masculine or
neuter gender and singular or plural number shall be deemed to include the other whenever the
context so indicates or requires. Nothing contained herein shall be construed so as to require the
commission of any act contrary to law, and wherever there is any conflict between any provision
contained herein and any present or future statute, law, ordinance or regulation contrary to which
the parties have no right to contract, then the latter shall prevail, and the provision of this
Agreement which is hereby affected shall be curtailed and limited only to the extent necessary to
bring it within the requirements of the law.
21. DUPLICATE ORIGINAL
The original of this Agreement and one or more copies hereto have been prepared
and signed in counterparts as duplicate originals, each of which so executed shall, irrespective of
18-6286/174591/mv 8 of 11
the date of its execution and delivery, be deemed an original. Each duplicate original shall be
deemed an original instrument as against any party who has signed it.
22. IMMIGRATION
CONSULTANT shall be responsible for full compliance with the immigration and
naturalization laws of the United States and shall, in particular, comply with the provisions of the
United States Code regarding employment verification.
23. LEGAL SERVICES SUBCONTRACTING PROHIBITED
CONSULTANT and CITY agree that CITY is not liable for payment of any
subcontractor work involving legal services, and that such legal services are expressly outside the
scope of services contemplated hereunder. CONSULTANT understands that pursuant to
Huntington Beach City Charter Section 309, the City Attorney is the exclusive legal counsel for
CITY; and CITY shall not be liable for payment of any legal services expenses incurred by
CONSULTANT.
24. ATTORNEY' S FEES
In the event suit is brought by either party to construe, interpret and/or enforce the
terms and/or provisions of this Agreement or to secure the performance hereof, each party shall
bear its own attorney's fees, such that the prevailing party shall not be entitled to recover its
attorney's fees from the nonprevailing party.
25. SURVIVAL
Terms and conditions of this Agreement, which by their sense and context survive
the expiration or termination of this Agreement, shall so survive.
18-6286/174591/mv 9 of 11
26. GOVERNING LAW
This Agreement shall be governed and construed in accordance with the laws of the
State of California.
27. SIGNATORIES
Each undersigned represents and warrants that its signature hereinbelow has the
power, authority and right to bind their respective parties to each of the terms of this Agreement,
and shall indemnify CITY fully for any injuries or damages to CITY in the event that such
authority or power is not, in fact, held by the signatory or is withdrawn.
28. ENTIRETY
The parties acknowledge and agree that they are entering into this Agreement freely
and voluntarily following extensive arm's length negotiation, and that each has had the opportunity
to consult with legal counsel prior to executing this Agreement. The parties also acknowledge and
agree that no representations, inducements, promises, agreements or warranties, oral or otherwise,
have been made by that party or anyone acting on that party's behalf, which are not embodied in
this Agreement, and that that party has not executed this Agreement in reliance on any
representation, inducement, promise, agreement, warranty, fact or circumstance not expressly set
forth in this Agreement. This Agreement, and the attached exhibits, contain the entire agreement
between the parties respecting the subject matter of this Agreement, and supersede all prior
understandings and agreements whether oral or in writing between the parties respecting the
subject matter hereof.
29. EFFECTIVE DATE
This Agreement shall be effective on the date of its approval by the City Attorney.
This Agreement shall expire when terminated as provided herein.
18-6286/174591/mv 10 of 11
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed
by and through their authorized officers.
CONSULTANT,
Arianna Barrios, CEO
Barrios & Associates
By: `
i O'�,/
3
Ar)a UH6 R)A'rr'16s
print name
ITS: (circle one t�GQ
AN f/
By:
MAN Lo"a-1g
print name
ITS: (circle onsst.
S'x'Si3Ono T_
18-6286/174591/mv I 1 of 11
CITY OF HUNTINGTON BEACH,
a municipal corporation of the State of
California
% V' l Director/Chief
U (Pursuant To KBMC §3.03.100)
APPROVED AS
City Attorney &W
Receive and file
City Clerk
EXHIBIT "A"
A. STATEMENT OF WORK: (Narrative of work to be performed)
The CITY is a sub -grantee of the University of California Irvine (UCI) - Advanced Power and
Energy program who has received funding from the California Energy Commission to create a
scalable and repiicable model of an advanced energy community within the City of Huntington
Beach. On November 7, 2016 the City Council formally accepted grant funds from UCI to fund
Phase I of the project. The City will receive $90,000 from the California Energy Commission
and is required to outreach the community using these grant funds. The CONSULTANT shall
assist the City with public education and outreach to the Oak View Community,
B. CONSULTANT'S DUTIES AND RESPONSIBILITIES:
The CONSULTANT shall perform the following:
- Community Relations and Education - CONSULTANT will provide staff support for
community workshops. The CONSULTANT staff assigned shall be knowledgeable in energy
efficiency programs available to the community, particularly for low-income residents.
CONSULTANT shall assist in the facilitation of said workshops, outreach events as specified by
the CITY.
- Copywriting and Traslations - CONSULTANT will provide copywriting and copyediting
support as needed of the printed materials that have been developed for the community
workshops. CONSULTANT shall provide on -site translation services at community events. As
needed the CONSULTANT will provide additional copywriting support in Spanish for any
electronic outreach media such as web pages, email communications, and social media posts.
EXHIBIT A
- Graphic Design (As Needed) - CONSULTANT will provide graphic design and print layout as
needed for the development of written reports and presentations pertaining to the final outcome
reporting of this grant project.
- Video Production (As Needed) - CONSULTANT has an in-house video production team as
well as state-of-the-art digital equipment. Should the City decide that a video record of these
community workshops should be undertaken, the CITY has the option to utilize the services of
the CONSULTANT.
C. CITY'S DUTIES AND RESPONSIBILITIES:
The CITY shall work collaboratively with the CONSULTANT and the University of California
Irvine to engage and educate the community on advanced energy technologies pursuant under
the grant conditions set forth by the California Energy Commission.
D. WORK PROGRAMIPROJECT SCHEDULE:
The Consultant will have six (6)months from contract approval to complete the Statement of
Work.
EXHIBIT A
EXHIBIT "B"
Payment Schedule (Fixed Fee Payment)
I. CONSULTANT shall be entitled to monthly progress payments toward the fixed fee
set forth herein in accordance with the following progress and payment schedules.
2. Delivery of work product: A copy of every memorandum, letter, report, calculation
and'other documentation prepared by CONSULTANT shall be submitted to CITY to demonstrate
progress toward completion of tasks. In the event CITY rejects or has comments on any such product,
CITY shall identify specific requirements for satisfactory completion.
3. CONSULTANT shall submit to CITY an invoice for each monthly progress payment
due. Such invoice shall:
A) Reference this Agreement;
B) Describe the services performed;
C) Show the total amount of the payment due;
D) Include a certification by a principal member of CONSULTANT's firm that the
work has been performed in accordance with the provisions of this Agreement;
and
E) For all payments include an estimate of the percentage of work completed.
Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making
satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall
approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the
invoice by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an
invoice, CITY shall notify CONSULTANT in writing of the reasons for non -approval and the schedule
of performance set forth in Exhibit "A" may at the option of CITY be suspended until the parties
agree that past performance by CONSULTANT is in, or has been brought into compliance, or until
this Agreement has expired or is terminated as provided herein.
4. Any billings for extra work or additional services authorized in advance and in writing
by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the information
required above, and in addition shall list the hours expended and hourly rate charged for such time.
Such invoices shall be approved by CITY if the work performed is in accordance with the extra work
or additional services requested, and if CITY is satisfied that the statement of hours worked and costs
incurred is accurate. Such approval shall not be unreasonably withheld. Any dispute between the
parties concerning payment of such an invoice shall be treated as separate and apart from the ongoing
performance of the remainder of this Agreement.
Exhibit B
RECEIVED
CITY OF HUNTINGTON BEACH
Professional Service Approval Form FinancFEe 13 aolg
e p Sflt
PART II
Date: 2/12/2018 Project Manager: Antonia Graham
Requested by Name if different from Project Manager: 04 L4
Department: City Manager
PARTS I & II OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE
COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED FOR APPROVAL. PART I & H MUST
BE FILED WITH ALL APPROVED CONTRACTS.
1) Name of consultant: Barrios and Associates
2) Contract Number: ADM
(Contract numbers are obtained through Finance Administration x 5630)
3) Amount of this contract: $10,000
Account number
Contractual Dollar Amount
Business unit. object #
Fiscal Year
17/18
Fiscal Year
Fiscal Year
124030101.69300
$10,000
$
$
4) Is this contract less than $50,000? ® Yes ❑ No
5) Does this contract fall within $50,000 and $100,000? ❑ Yes ®No
6) Is this contract over $100,000? ❑ Yes ® No
(Note: Contracts requiring City Council Approval need to be signed by the Mayor and City Clerk. Make
sure the appropriate signature page is attached to the contract.)
7) Were formal written proposals requested from at least three available qualified consultants?
® Yes ❑ No
8) Attach a list of consultants from whom proposals were requested (including a contact telephone number.)
9). Attach Exhibit A, which describes the proposed scope of work.
10) Attach Exhibit B, which describfts the payment terms of the contract.
Fiscal Service Purchasing) Date
Budget Manager Approval Signature D to
Director of Finance (or designee) Signature Date
part 2' barrios.docx
REV: February 2015
SUBMISSION
2-5-2018
A [ 6A
'�i� }t•
COMMUNITY
OUTREACH SERVICES
61911110
I-o
41
�U{ F
1 0 q Am, I
!Ikfj ki
-'m
barrios
&ASSOCIATES
Antonia Graham, CSM, Env Sp
Assistant to the City Manager
Office of the City Manager
City of Huntington Beach
2000 Main Street
Huntington Beach, CA 92648
Dear Ms. Grahame
February 5, 2018
Barrios & Associates, LLC is a full -service communications consulting firm that specializes in community
outreach, media relations, social media support and e-newsletter production and management services —
with a key focus on Latino audiences. At present, we are currently serving as the agency of record for both
Southern California Edison (Hispanic Media Outreach) and CalOptima (Hispanic Community Engagement)
with who we have achieved strong success.
It is our understanding that the City of Huntington Beach is currently undertaking a targeted, Latino
community outreach project that focuses on building awareness and providing community education on
energy efficiency, green tech, and low-income household utility programs. This pilot program is grant -
funded and ready to begin a series of community workshops. The City is seeking assistance from a
qualified contractor to support this effort with particular needs in the area of written translation, interpreters,
meeting facilitation, as well as graphic design. Although it was not initially discussed, our firm also has the
ability to provide additional support for the scheduled community workshops with additional resources such
as video production for wider distribution or archival purposes as well as the ability to stream your meetings
live via social media utilizing Facebook Live or YouTube.
Barrios & Associates is well suited to meet these needs and has the capacity to provide such services with
immediate effect. This proposal outlines hourly fees for our services for your review and approval.
We are a certified woman -and -minority -owned business enterprise (WMBE) and disadvantaged business
enterprise (DBE) and have several staff members fluent in Spanish and specializing in Latino outreach. We
have the resources and ability to provide translation services into Spanish if needed.
We look forward to working closely with your staff.
Sincerely,
Arianna Barrios, CEO
Barrios & Associates, LLC
barrios
&ASSOCIATES
Scope of Work
Consulting & Support Services
Barrios & Associates, LLC has outlined the following areas of expertise required to support this effort.
Community Relations & Education
o Barrios & Associates will provide staff support for upcoming community workshops. Staff
provided will be knowledgeable in energy efficiency programs available to the local
community, particularly for low-income residents. BAA will assist in the facilitation of said
workshops, be fluent Spanish -speakers, and have the ability to field and answer questions
from the participants.
• Copywriting & Translations
o Barrios & Associates will provide copywriting and copyediting support as needed of the printed
materials that have been developed for the community workshops. Staff provided will be a
certified legal translator in Spanish. BAA will also provide as needed, translated transcripts of
minutes and questions collected as part of these meetings.
o As needed, BAA will provide additional copywriting support in Spanish for any electronic
outreach media such as web pages, email communications and social media posts.
• Graphic Design (As Needed)
o Barrios & Associates will provide graphic design and print layout support as needed for the
development of written reports and presentations pertaining to the final outcome reporting of
this grant project.
Video Production (As Needed)
o Barrios & Associates has an in-house video production team as well as state-of-the-art digital
equipment. Should the City decide that a video record of these community workshops should
be undertaken, this assistance can be added on to our engagement utilizing the hourly rates
provided under the Cost Proposal section of this proposal.
bgrdos
SOCIATES
Proposal for: City of Huntington Beach — Community Outreach
Personnel
Arianna Barrios
Position: Strategic Planner / Web
Designer
Experience: 25 Years
Education: B.A., CSU Fullerton
Arianna is the CEO of Barrios &
Associates, LLC. With more than
more than 20 years of experience
in marketing and communications,
having served school districts,
government agencies, nonprofits
and Fortune 500 companies, her
strong ability to work and form
professional relationships with a
wide variety of individuals
throughout Orange County will
prove to be an excellent asset to
achieving the goals of this project.
In addition to her business
leadership, Barrios is an elected
member of the Rancho Santiago
Community College District Board
of Trustees and serves on
numerous nonprofit boards.
barrIOS
&ASSOCIATES
I Our Team
Diego Teran
Position: Multicultural Outreach
Experience: 15 Years
Education: M.B.A, CSU Long
Beach
Diego Teran is a specialist in
Latino Community Outreach,
speaks four languages and
several Spanish dialects. In
addition, he is a certified legal
translator and has more than 15
years of experience in marketing
and advertising, focus groups
and multicultural outreach.
Diego joined Barrios &
Associates from Disneyland
Resort where he served as a
spokesperson for the
organization. His current client
portfolio for BAA includes
Southern California Edison and
CalOptima among others.
Francisco Barajas
Position: Social Media Specialist
Experience: 10 Years
Education: M.P.P., Pepperdine
University
Francisco joined Barrios &
Associates, LLC in 2013 as an
account coordinator where his
skills and ability to build
relationships quickly showed him
to be a valuable member of the
team. Francisco now serves as an
Account Manager and specializes
in Latino Outreach, Government
Relations and Public Policy.
His client portfolio includes Orange
County Taxpayers Association,
South Orange County Economic
Coalition and, Orange County
Transportation Authority among
others.
Professional Experience
Overall Experience, Reliability and Continuity of the Firm
A limited liability company, Barrios & Associates, LLC (BAA) is owned by CEO Arianna, a Mexican -
American with a rich heritage in Orange County. The company maintains certification as a woman and
minority owned business enterprise (DBEM/MBE/SBE) from the CPUC, METRO and WBENC. The agency
serves public and private clients with a strong focus on community outreach for infrastructure project with a
particular focus on the Latino community. Areas of core expertise include water, transportation, power,
healthcare and education.
Barrios & Associates, LLC employs a staff of ten and subcontracts with a number of talented professionals,
expanding its capabilities and network of relationships. Its main office is located at 701 E. Chapman
Avenue, in the historic Old Towne district of Orange, California.
Experience with Projects That Have Large Community Outreach Component
Barrios & Associates, LLC specializes in community outreach and public education primarily for
infrastructure improvement projects with a focus on water, power and roads in particular. The specific
outreach services BAA provides include everything from crisis communications and media relations to
social media management and marketing services. BAA is a rare Orange County -based communications
consulting firm that has in-house staff that can provide specialty services such as website design, video
production and graphic design, but also has the experience and expertise to conduct full advertising and
marketing campaigns as well as boots -on -the -ground community outreach, event management and public
affairs. In addition to the vast public agency clients we work with, we also provide graphic design, event
management and marketing consulting services for private companies including Disney, Honda and
Toshiba.
Current clients that have a large community outreach component include: The City of Anaheim, The City of
Dana Point, CalOptima, the Orange County Transportation Authority (OCTA), the Transportation Corridor
Agencies (TCA — Toll Roads), San Diego Gas & Electric (SDG&E), Southern California Edison (SCE),
Santa Margarita Water District (SMWD), Moulton Niguel Water District (MNWD), East Orange County
Water District (EOCWD), Mesa Water District, Orange County Taxpayers Association (OCTax).
barrios
cnssocwTEs
Proposal for. City of Huntington Beach— Community Outreach
Cost Proposal
Communications LAB proposes an hourly rate structure for this engagement based on the
information provided below. This engagement would have a not -to -exceed amount of $15,000 and
a term of February 1 through June 30, 2018.
Arianna Barrios
$195 /Hour
CEO
Diego Teran
Account Manager / $175 / Hour
Certified Translator (Spanish, German)
Francisco Barajas
$160 /Hour
Account Manager
Videographer $125 / Hour
Graphic Designer $100 / Hour
barrios
&ASSOCIATES �
9', 741 E Chapman Ave, Orange, CA92866 714.878.4864 Arianna@BarriosandAssociatesQ
barrios
ASSOCIATES
Barrios & Associates, LLC
701 E. Chapman Avenue, Orange, CA 92866
P 714.878.4864 E Arianna@BarriosandAssociates.com
CITY OF HUNTINGTON BEACH
0 Professional Service Approval Form
PART
Date: 2/12/2018 Project Manager Name: Antonia Graham
Requested by Name if different from Project Manager:
Department: City Manager
RUSH
FEB 13 Pf)
Finance Department
PARTS I OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED
BY THE REQUESTING DEPARTMENT AND SIGNED BY THE CITY MANAGER, FOR APPROVAL,
BEFORE PROCEEDING WITH THE SOLICITATION OR CONTRACT PROCESS. PART I MUST BE FILED
WITH ALL APPROVED CONTRACTS.
1) Briefly provide the purpose for the agreement:
The City is part of a grant team that was awarded $1.9 million as part of the California Energy
Commission EPIC Challenge. Part of our responsibility as part of this grant team is to outreach and
educate the Oakview Community on Energy efficiency best practices and renewable energy technologies.
The City had hired a Civic Spark Fellow to conduct this outreach but the Fellow resigned from the
program, now the City must complete its obligation and must hire a consulting firm to complete this work
prior to the grant completion date of June 2018.
2) Estimated cost of the services being sought: $ 10,000
3) Are sufficient funds available to fund this contract? ® Yes ❑ No
If no, please explain:
4) Check below how the services will be obtained:
❑ A Bid solicitation process in accordance to the MC 3.03.060 procedures will be conducted.
❑ MC 3.03.08(b) — Other Interagency Agreement procedure will be utilized.
® MC 3.03.08 — Contract Limits of $30,000 or less exempt procedure will be utilized.
5) Is this contract generally described on the list of professional service contracts approved by the City
Council? If the answ to this question is "No," the contract will require approval from the City Council.)
Yes ❑ No
Fiscal'ge—rvig6s Mdh6ber Signature (Purchasing Approval) Date
6) Amount, Business Unit (8 digits) and Object Code (5 digits) where funds are budgeted
(Please note that a budget check will occur at the object code level):
Account number
Contractual Dollar Amount
Business unit. object #
Fiscal Year
17/18
Fiscal Year
Fiscal Year
124030101.69300
$10000 _<,,T.
$
$
$
$
$
$
$
$
Signature(s)
�Ar OL re-
Manager's Signature
APPROVED Q DENIED ❑
c9�2c�65
Date
Date
Date(
d
Dlate
part 1 spark fellow procurement.doc
REV: February 2015
:- CITY OF HUNTINGTON BEACH
Professional Service Approval Form
L / PART I
Signature
Z-29 r8'
Date
part 1 spark fellow procurement.doc
REV: February 2015
Graham, Antonia
From:
Graham, Kirsten
Sent:
Wednesday, February 07, 201810:22 AM
To:
Graham, Antonia
Subject:
Energy Efficiency Workshop Information
From Westbound Communications
From: Rick Miltenberger[mailto:RMiltenberger@westboundcommunications.com]
Sent: Wednesday, February 07, 201810:17 AM
To: Graham, Kirsten; Carrie Gilbreth
Subject: RE: Energy Efficiency Workshop Information
Hi Kirsten. Thanks so much for reaching out to Westbound for this interesting and important project.
From our conversation and the provided materials, our understanding is that the City of HB is seeking assistance to
develop and implement an outreach and education effort (Advanced Energy Community Engagement) to promote
energy efficiency with a focus on bilingual residents in the community of Oak View. Per our discussion, this would
initially involve conducting several workshops at the Oak View Family Resource Center.
Given the provided budget parameter, the following outlines our thoughts on how Westbound can best assist:
Project Brief —develop, present, revise and complete a two -page planning document that specifies outreach
goals, objectives, target audiences, approaches, tactics, metrics and timing. We believe a brief is imperative
upfront to align all stakeholders on the assignment and ultimate deliverables within a written, reviewed and
approved document. This approach will get us on a well-defined path to action as quickly and efficiently as
possible. This document will also clarify roles, responsibilities and review/approval protocols. Budget is $1,200,
or 8 total hours.
Workshop Presentation Deck ($1,800 or 12 hours total) —create and deploy an up to 30-slide PowerPoint
bilingual master presentation deck with speaker notes that showcases the need and benefits of implementing
energy efficient activities/technology/measures at home. Slides will be visually -oriented with minimal text
derived from authorized energy efficiency experts. Westbound will rely on HB partners (ex. UCI, Edison) for
expert -based content. Once content is received, we will work to ensure that the content is then converted and
presented in consumer -friendly terms. Budget is $1,800, or 12 total hours.
• Bilingual Workshops (3) — develop and implement three bilingual workshops (up to two hours each) to be
conducted at Oak View Family Resource Center. Westbound will develop the work shop concept, handle
meeting logistics and lead the meeting with a bilingual presenter (leveraging the presentation deck). Budget is
$9,000, or 60 total hours.
• Workshop Promotional Flyer/Graphic— create a one -page flyer/graphic (initially built in a 8.5" x 11" format) in
English and Spanish that promotes the workshops. Westbound will rely on the City of HB and its partners to
assist with distribution at the Oak View Family Resource Center and through other appropriate channels. The
flyer/graphic will be available digitally and in print format. It can be updated up to three times to account for
multiple workshop dates. Budget is $1,500, or 10 hours.
U
Important! Given the budget, Westbound will focus on the above tasks. In turn, we will rely on HB to handle promotion
and outreach to get folks to the workshop (with the help of the flyer/graphic!). We're assuming there is some level of a
built in audience given that the FRC facility regularly draws community members for its myriad of activities and services.
We hope the above meets your needs! We look forward to working with you on this project.
Rick Miltenberger, Partner
Westbound Communications
625 The City Drive, Suite 480, Orange, CA 92868
0: 714.663.81881 C: 949.939.4733
Learn more about us...
Website I LinkedIn I Facebook I Twitter
FLINT I SPRIGGS I BABB
F B
core strategies
Dear Kirsten Graham:
Thank you for the opportunity to introduce ourselves and provide you with a quote for the energy efficiency workshop
and materials for the City of Huntington Beach. Based on our rates and time needed to successfully deliver for this
project, we have put together two possible scopes and budgets. Anticipated timeline for this project would be set for
late April- beginning of May. Please find Scope A and Scope B below. A more detailed proposal is available upon request.
Scope A: $15,000
- Coordinate meetings with city staff and Southern California Edison to discuss the development of materials
- Research and gather information for workshop material development
- Develop educational materials including workshop presentation
- Provide Spanish translated materials
Scope B: $30,000
- Scope A plus,
- Attend the 4-5 workshops with city staff and handle communication throughout workshop
- Staff the subject matter expert that will be presenting and assist with meeting management
Manage coordination and set-up of event
Provide workshop Spanish translation and answer questions in -language
Track questions and requests forfurther information at each workshop and follow up with staff and constituents
to assure timely response
Thank you for your time and we hope to hearfrom you at your earliest convenience.
Sincerely,
FSB Core Strategies