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HomeMy WebLinkAboutSAE_Communications Bid - OnCall CommCity of San Luis Obispo / Crisis Communication Planning/Implementation Proposal City of San Luis Obispo Request for Qualifications Response Solicitation 2110-004 O N -C ALL C OMMUNICATION S UPPORT S ERVICES Submitted by SAE Communications Nov . 1, 202 1 Public Agency Strategic and Crisis Communications 2934 Victoria Meadow Court Pleasanton, CA 94566 510-714-4470 www.saecommunications.com 1737 Paterna Road Santa Barbara, CA 93103 805-450-4886 www.saecommunications.com City of San Luis Obispo / Crisis Communication Planning/Implementation Proposal SAE Communications Page 2 Table of Contents Table of Contents ................................................................................................ 2 1. Letter of Interest ........................................................................................... 3 2. Relevant Experience of Key Personnel and the Firm ...................................... 5 3. Fee Structure ................................................................................................ 9 4. Client References ........................................................................................ 10 5. Additional Services ..................................................................................... 12 6. Statement of Past Contract Disqualification - None..................................... 14 City of San Luis Obispo / Crisis Communication Planning/Implementation Proposal SAE Communications Page 3 1. Letter of Interest Dan Clancy, Department of Finance City of San Luis Obispo 990 Palm Street San Luis Obispo, CA 93401 Dear Mr. Clancy, Ms. Szentesi, et al: SAE Communications is pleased to present this response to the City’s Request for Qualifications for on-call consulting for communications support services. We look forward to being considered for the following areas of consulting service, per the Scope of Work noted in your RFQ: 1. Strategic public outreach, information and engagement planning 2. Public information distribution 3. Emergency communications services 4. Small projects - content creation, including d. Key message development e. Speechwriting and editorial content Items proposed by SAE Communications, not included in the City’s Scope of Work: 1. Presentation training 2. Media training We have organized this RFQ response to follow the list of requested information: a. Name of the entity and company description SAE Communications www.saecommunications.com Sheri Benninghoven, APR, Principal 1737 Paterna Road Santa Barbara, CA 93103 805-450-4886 sheri@saecommunications.com Scott Summerfield, Principal 2934 Victoria Meadow Court Pleasanton, CA 94566 510-714-4470 scott@saecommunications.com City of San Luis Obispo / Crisis Communication Planning/Implementation Proposal SAE Communications Page 4 SAE Communications is a California consultancy founded in 1991 to assist public agencies prepare and implement strategic communications plans/programs; write emergency public information plans; conduct training; and show up – in person or virtually – when bad things happen in a client community, such as mass shooting, wildfire, oil spill, issues-related crisis, etc. We focus solely on work for cities, counties, special districts and local/state colleges/universities. b. Availability/time & resources Our two principals have the availability and time to provide on-call consulting services to the City of San Luis Obispo. c. Minimum qualification listed in Scope of Work We have the minimum qualifications to meet the proposed on-call services listed at the top of this letter. d. Adherence to RFQ provisions We will adhere to the provisions described in the RFQ. e. Commitment to sign service provider agreement If selected to provided on-call services, SAE will sign a service provider agreement with the City. f. Contact person The contact person for this submittal is Scott Summerfield, principal for contracts administration, 510-714-4470, scott@saecommunications.com. g. Legal representative authorized to enter into an agreement The contact person noted in item f above is a legal representative of SAE and able to bind the firm to an agreement. Scott Summerfield Sheri Benninghoven, APR Principal Principal SAE Communications SAE Communications City of San Luis Obispo / Crisis Communication Planning/Implementation Proposal SAE Communications Page 5 2. Relevant Experience of Key Personnel and the Firm Key Personnel Experience – qualifications, areas of expertise, summary of past experience performing similar services, resume, including with SLO. Scott Summerfield (SAE principal) is an expert in public agency strategic communications with four decades of award-winning public information/public participation experience, along with tenures at several organizations focused on community issues. Scott specializes in assisting organizations with their communications plan development and training programs, overseeing all research activities and supervises SAE Communications’ San Francisco Bay Area activities from his Pleasanton office. Scott is the former Public Information Officer for the City of Newark and managed the largest grant program in League of California Cities history, supervising a team of nine communications consultants throughout the state who worked with local communities to implement public education and public participation projects. He also serves as Dean of Instruction for the California Governor’s Office of Emergency Management / California Specialized Training Institute, where he teaches crisis communications and media relations. Structuring of public input processes are a cornerstone of his municipal background, and Scott’s public participation approach of identif ying all possible affected audiences and creating a communications program to reach each audience member has served his client organizations well. Scott also served as Director of Communications for the Oakland Chamber of Commerce. The Oakland native is a graduate of San Diego State University with a bachelor’s degree in Telecommunications/Film. Scott is a past president of the California Association of Public Information Officials (CAPIO) and recipient of their Lifetime Achievement Award; grants chair of the Bay Area Sports Hall of Fame; a former executive board member of the City-County Communications and Marketing Association (3CMA); a board member of the Bay Area Cable Excellence Awards; a guest lecturer at the University of Southern California, Annenberg School for Communication in Los Angeles; and is a Dean of Instruction at the California Specialized Training Institute. He has played a key role in SAE’s consulting work for the City of San Luis Obispo, including supporting the City Manager’s Office and Police Department during the BLM protests, in the preparation of a Budget Strategic Communications Program and conducting key message training for City staff. City of San Luis Obispo / Crisis Communication Planning/Implementation Proposal SAE Communications Page 6 Sheri Benninghoven, APR, (SAE principal) is the former Communications Director of the League of California Cities, and one of California's most experienced public relations professionals in helping local governments and educational institutions develop strategic public communications programs. Sheri has extensive experience and working knowledge of journalism, local government operations and finance, public relations and public affairs, State government, crisis communications, and communications research. A graduate of California State University, Fullerton with a degree in Communications and Public Relations, she also graduated from the prestigious Public Sector Marketing program from Public Technology, Incorporated (PTI) in Washington, D.C. She is a former member of the adjunct faculty of the University of Southern California, Annenberg School for Communication in Los Angeles where she taught graduate level communications planning. She joined the private sector in 1991 to start her own consulting firm after nearly two decades in local government public communications and media relations. She specializes in helping state and local governments identify messages and communicate effectively with target audiences; and provides crisis communications counsel to SAE’s clients. She is a former Vice President/Group Manager for Ketchum Public Relations, the world’s fifth largest public relations firm. She founded their Public Sector Marketing Group and also created their California Technology Practice Group. Sheri also served in Ketchum’s renowned Media Training Unit, which trained corporate executives from around the world in media relations. Sheri served as Public Information Officer for the City of Anaheim and developed an award- winning crisis communications training program, which was adopted by the California Specialized Training Institute. She also authored portions of the State’s Multi -Function Hazard Response Plan and has counseled the California Office of Emergency Services. She is a past president of the California Capital Chapter of the Public Relations Society of America, from which she’s accredited; a member and past board member of the California Association of Public Information Officials (CAPIO) and a recipient of their Lifetime Achievement Award; is a founder/past board member of the City-County Communications and Marketing Association (3CMA); and received California State University, Fullerton’s prestigious alumni award. Sheri is active at All Saints-by-the-Sea Episcopal Church. Sheri has played a key role in SAE’s consulting work for the City of San Luis Obispo, including supporting the City Manager’s Office and Police Department during the BLM protests and responding onsite to counsel the City and PD’s response to the death of Officer Luca Benedetti. She was also involved in the preparation of a Budget Strategic Communications Program and conducting key message training for City staff. City of San Luis Obispo / Crisis Communication Planning/Implementation Proposal SAE Communications Page 7 Firm’s Experience – pertinent project experience, relevant projects, past performance, accomplishments, examples of similar work for SLO or neighboring jurisdictions, including SLO experience. Our firm was founded to assist local public agencies with just a few key services: provide strategic counsel; write communications strategic plans; prepare crisis communications plans, whether for issues or disasters; conduct communications training; and show up – in person or virtually – to assist when crises strike. SAE frequently provides strategic counsel for high-profile municipal crises of confidence issues and we bring a remarkable array of crisis management experience. SAE has provided communications counsel, media relations, and Joint Information Center management for many of California's most challenging recent crises. Our disaster experience includes serving as JIC Manager for COVID-19 response in 2020 and 2021, 2020 SCU Lightning Complex Fire, 2020 election security, 2019 Conception dive boat tragedy, 2018 Montecito debris flow, 2017 Thomas Fire, mass shooting incidents and multiple oil spills, including the recent incident off the Gaviota Coast. More specifically, we have counseled public agencies through numerous crises of confidence assignments. These are just a few recent highlights: • San Luis Obispo Police Department’s arrest of a BLM activist, use of tear gas against protesters and various after-action reports • Vacaville Police Department: multiple incidents involving police officers, including a K9 handler’s punching of his canine (caught on video by a bystander); officer’s aggressive response to an autistic juvenile; termination of an officer; arrests of protesters; etc. • South Pasadena’s response to DA investigative report in response to OIS, death of actress • Long Beach Fire Department’s announcement of discipline of sworn personnel • Walnut Creek’s announcement in response to DA’s release of shooting investigation • Santa Cruz’ ongoing communication in response to clearing visible homeless camp • Town of Windsor’s government response to the SF Chronicle’s investigation into allegations of sexual harassment/assault against the mayor • Oxnard College’s investigation into a verbal assault by a professor of a deaf student We also advise on issues such as cyberattacks, Public Records Act response and First Amendment videography. General Firm Information – number of employees, location, branch offices, number of years in business. SAE operates as a sole proprietorship with offices in Santa Barbara and Pleasanton. We are in our 30th year of business. City of San Luis Obispo / Crisis Communication Planning/Implementation Proposal SAE Communications Page 8 Partial Client List Local Government City of Agoura Hills* City of Arcata City of Beverly Hills* City of Brea City of Carlsbad* City of Chula Vista City of Fairfield City of Fremont City of Grover Beach City of Hayward City of Long Beach* City of Los Angeles City of Mountain View City of Newark City of Palo Alto City of Riverside City and County of San Francisco City of Saratoga City of San Jose* City of San Luis Obispo City of Santa Barbara City of Santa Clara* City of Seal Beach* City of Ventura County of Alameda County of Yolo County of Tulare County of Sacramento County of Ventura County of Santa Barbara* County of San Diego Town of Truckee City of Vacaville* Town of Windsor Port of Long Beach* Bay Area Air Quality Mgmt. District* East Bay Municipal Utility District Elsinore Valley Municipal Water District Santa Clara County Open Space Authority Santa Clara Valley Water District Mineta San Jose International Airport Montecito Sanitary District Orange County Fire Authority Rancho California Water District Western Municipal Water District Education Calif. Comm. Colleges Chancellors Office* California Specialized Training Institute* Davis Unified School District Long Beach City College MiraCosta College* Oxnard College* Santa Clara University* San Jose State University* Santa Barbara City College* South Orange County Comm. College Dist. University of California – Davis State Government California Lottery SF Bay Conservation and Dev. Comm. California Office of Emergency Services State Office of Admin. Hearings Associations Association of Local Government Auditors American Association of Port Authorities California Assoc. of Pub. Info Officials* California Healthy Cities Project California Municipal Treasurers Assn. Calif. Society of Muni. Finance Officers California Parks and Recreation Society California State Association of Counties* League of California Cities* National League of Cities *Ongoing relationship City of San Luis Obispo / Crisis Communication Planning/Implementation Proposal SAE Communications Page 9 3. Fee Structure Staffing/Billing Rates Scott Summerfield, Principal Hourly Rate: $325 Sheri Benninghoven, APR, Principal Hourly Rate $325 Terms: • Implementation to occur only following direction/authorization by City staff • SAE will bill against either a contractual not-to-exceed amount as work is implemented or on a project fee, depending on the services requested by the City. We are unable to provide a project-by-project fee until we learn more about the City’s expected services • The hourly rate of $325 for each of the two SAE principals includes office expenses and overhead • Travel costs will be billed at actual cost with no mark-up • City will be billed monthly; an Activity Report and Timesheet will be submitted with each monthly invoice • SAE carries general business insurance and auto insurance at the levels indicated in the RFQ; we will add the City as an additional insured and provide proof of insurance. Workers’ compensation coverage is waived, and we do not carry professional liability/E&O as this is waived by our public agency clients due to the type of consulting work we provide. City of San Luis Obispo / Crisis Communication Planning/Implementation Proposal SAE Communications Page 10 4. Client References Number of years engaged in providing the services included within the scope of the specifications under the present business name: 30. Describe fully three contracts performed by your Firm within the last five years that demonstrate your ability to provide the services included with the scope of the specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your Firm's qualifications. Reference No. 1 Customer Name City of Beverly Hills Contact Individual Keith Sterling, Chief Communications Officer Telephone number 310-285-1034 Street Address 455 N Rexford Dr City, State, Zip Code Beverly Hills, CA 90201 Description of services provided including contract amount, when provided and link to final report Wrote citywide strategic communications plan based on internal and external research, including staff organizational approaches; served as Interim Deputy City Manager for Communications; conduct communications training for citywide staff; serve in the City’s EOC/Joint Information Center; serve as JIC manager for various incidents; provide ongoing counsel. Contract amount: not to exceed of $50,000 per year. Reference No. 2 Customer Name City of Long Beach / Port of Long Beach Contact Individual Kerry Gerot, Director of Communications Telephone number 562-283-7710 Street Address 415 W. Ocean Blvd. City, State, Zip Code Long Beach, CA 90802 Description of services provided including contract amount, when provided and link to final report Developed first-ever comprehensive Port Strategic Communications Plan and Emergency Public Information Plan; regularly conduct key message training for commissioners/senior staff; provide ongoing communications counsel, crisis exercises/drills, and incident response. Contract amount: not to exceed of $450,000 over three years. City of San Luis Obispo / Crisis Communication Planning/Implementation Proposal SAE Communications Page 11 Reference No. 3 Customer Name City of Vacaville Contact Individual Kris Concepcion, Fire Chief/Acting PIO Telephone number 707-260-9486 Street Address 650 Merchant St City, State, Zip Code Vacaville, CA 95688 Description of services provided including contract amount, when provided and link to final report Provide ongoing issues-related crisis communications counsel. Conduct key message/media training. Contract amount: varied each year. Reference No. 4 Customer Name City of Santa Cruz Contact Individual Laura Schmidt, Assistant City Manager Telephone number 775-240-2508 Street Address 809 Center St City, State, Zip Code Santa Cruz, CA 95060 Description of services provided including contract amount, when provided and link to final report Provide strategic counsel and training regarding various high-profile issues and crises. Contract amount: varied each year. Reference No. 5 Customer Name City of Agoura Hills Contact Individual Nate Hamburger, City Manager, or Ramiro Adeva, Assistant City Manager Telephone number 818-597-7300 Street Address 30001 Ladyface Ct City, State, Zip Code Agoura Hills, CA 91301 Description of services provided including contract amount, when provided and link to final report Wrote citywide strategic communications plan based on internal and external research, including staff organizational approaches. Contract amount for plan writing: $32,000 City of San Luis Obispo / Crisis Communication Planning/Implementation Proposal SAE Communications Page 12 5. Additional Services Below is a proposed Scope of Work that is typical for SAE’s on -call services for other local government agencies. We look forward to revising this menu of services and entering into a contractual relationship with the City of San Luis Obispo. Potential Scope of Work Elements 1) Communications Planning / Provide Strategic Counsel • Meet with and/or teleconference with staff to understand issues and project • Provide plans, analysis, and strategic counsel to staff • Serve as on-call communications counsel • Anticipate, address issues of importance to the City 2) Prepare Materials / Advise Regarding Communications Tools/Methods • Develop key messages, internal-use Q&A, talking points, opinion pieces, press releases, advisories, other materials as advised/requested/required • Assist with development of presentation materials 3) Media Relations • Develop media strategy • Produce/edit press releases and media advisories • Conduct onsite or virtual key message development & delivery interview preparation and training sessions for key City staff and elected officials • Provide preparation/support prior to significant interview opportunities • Monitor media coverage and provide input/follow-up as directed and as appropriate • Advise on media relations/pitching opportunities 4) Community Relations • Collaborate on community relations needs • Prepare FAQs, community letters, etc. for public dissemination • Advise on community relations opportunities • Research relationship with community organizations and advise re garding engagement • Conduct onsite or virtual presentation training for key City staff and elected officials 5) Social Media Strategy, Content • Collaborate on social media strategy • Advise on social media content • Prepare content as needed City of San Luis Obispo / Crisis Communication Planning/Implementation Proposal SAE Communications Page 13 6) Internal City Communications • Recommend outreach program to reach all City employees • Collaborate on materials for dissemination to internal audiences 7) Strategic Plan Development • Conduct online community survey • Conduct employee survey • Conduct one-on-one interviews with elected/appointed officials, city management staff/employees • Review current communications program, staffing, resources • Prepare comprehensive agency Strategic Communications Plan 8) Emergency Public Information Plan Development • Conduct one-on-one interviews with elected/appointed officials, city management staff/employees • Review current communications program, staffing, resources • Prepare Emergency Public Information Plan 9) Key Message Development & Delivery Training (aka Media Training) • Conduct group training for elected/appointed officials and City staff • Conduct one-on-one simulated interview training 10) Presentation Training • Conduct group training for appointed officials and City staff • Conduct one-on-one presentation training City of San Luis Obispo / Crisis Communication Planning/Implementation Proposal SAE Communications Page 14 6. Statement of Past Contract Disqualification - None The bidder shall state whether it or any of its officers or employees who have a proprietary interest in it, has ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project because of the violation of law, a safety regulation, or for any other reason, including but not limited to financial difficulties, project delays, or disputes regarding work or product quality, and if so to explain the circumstances. ◼ Do you have any disqualification as described in the above paragraph to declare? ☐ Yes ☒ No Executed on Nov. 1, 2021 at Pleasanton, CA under penalty of perjury of the laws of the State of California, that the foregoing is true and correct. ______________________________________ Signature of Authorized Bidder Representative: Scott Summerfield, Principal SAE Communications