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HomeMy WebLinkAbout_Responsive Emails1 From:Szentesi, Whit Sent:Monday, March 24, 2025 4:41 PM To:Colleen Rosenthal; Clancy, Daniel Subject:RE: RFQ for Communications Services (including video and photography) I can’t but Daniel might be able to. @Clancy, Daniel can you please see Colleen’s questions below and help address them? Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager Top 5 Strengths: Activator, Communication, Achiever, Learner, Strategic E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications Do you need communications support? My team is here to support you with your public communications needs. Whether you need help with strategic communications planning, content development or production, or something else, please submit a KBOX ticket and fill out the form to get your request in the queue. Not sure what you need? Visit the City’s Communications Program Sharepoint page for tips and tricks, guides, and helpful resources. From: Colleen Rosenthal <colleen@rosenthalphotography.com> Sent: Monday, March 24, 2025 4:14 PM To: Szentesi, Whit <wszentes@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) Hi Whit, I finally found a moment to complete the new registration. Thank you for your help with this. Is there a way on your end that you can verify that I am indeed included on your city list of vendors through bidnet? Also, in the future if a city department needs photography, I can expect email notification of the work opportunity? Many thanks and best wishes, Colleen On Thu, Mar 20, 2025 at 2:57 PM Colleen Rosenthal <colleen@rosenthalphotography.com> wrote: Hi Whit, Thanks for clarifying things! I could not find BidNet and I could find BidSynch in my records lol! I will just press on. Thanks! Colleen On Thu, Mar 20, 2025 at 7:48 AM Szentesi, Whit <wszentes@slocity.org> wrote: Hi Colleen, 2 To clarify, we used BidSync before, not BidNet. It’s a different service, though with a similar name, I can understand the confusion. Once you register with BidNet, you will be able to submit your qualifications in response to the RFQ. We have to follow a formal process to get you on the on-call list of vendors. Once that’s complete, departments can contact you directly with photography needs. The good news is that this round of on-call agreements will be for a five-year term, so we won’t have to go through this process again for another 4.5 years. I hope that helps clarify things! Thanks, Whit From: Colleen Rosenthal <colleen@rosenthalphotography.com> Sent: Wednesday, March 19, 2025 6:23 PM To: Szentesi, Whit <wszentes@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Ms Szentesi, Please pardon the delay in replying to your notice regarding bidnet. Work has been very busy here, and I am finally taking a moment to clarify some things. I am a bit confused. Do I need to re-register with the BidNet site? I registered a few years ago and have enjoyed working for a few city departments since I was put on an approved vendor list. And, in the past was directly contacted by the departments needing the photography. Has that all changed? Thank you Sincerely, Colleen Rosenthal On Thu, Mar 13, 2025 at 2:24 PM Szentesi, Whit <wszentes@slocity.org> wrote: Good afternoon! 3 I’m reaching out because you have worked with the City in the past and I wanted to let you know that we have issued a Request for Qualifications (RFQ) for Communications Services (including marketing, PR, videography, or photography services). The notice was issued earlier today and can be found on bidnetdirect.com (see: https://www.bidnetdirect.com/california/solicitations/open-bids/RFQ-for-on-call- Consulting-for-Communications-Marketing-Public- Relations/0000379964?purchasingGroupId=88020151&origin=2 ). If you are interested in receiving further correspondence regarding this RFQ will be required to complete a free registration using BidNet. Your proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835-4603 option #2. The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401 . Specification packages and additional information may be obtained at the City's BidNet website at www.BidSync.com. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org Stay connected with the City by signing up for e-notifications 4 -- Colleen Rosenthal Photography www.rosenthalphotography.com phone 805.550-2620 -- Colleen Rosenthal Photography www.rosenthalphotography.com phone 805.550-2620 -- Colleen Rosenthal Photography www.rosenthalphotography.com phone 805.550-2620 1 From:Christiansen, Lindsay Sent:Friday, March 7, 2025 9:27 AM To:Clancy, Daniel Subject:RFQ's Attachments:A - Draft RFQ for On-Call Communications Support 2025.pdf Hi Dan, On Tuesday, council approved the new RFQ’s contract. Can you tell me if it’s been posted to “bid net” yet, ( I believe that is the site we use) and if so, can I get the link to forward out? Thank you, Lindsay Christiansen Administrative Assistant III Confidential City Administration 990 Palm St, San Luis Obispo, CA 93401-3249 E lchristi@slocity.org T 805.783.7836 slocity.org Stay connected with the City by signing up for e-notifications The City of San Luis Obispo is committed to including disabled persons in all of our services, programs and activities. Telecommunications Device for the Deaf (805) 781-7410. 3 Notice Requesting Proposals / Qualifications for Communications Support Services Notice requesting qualifications (RFQ) for on-call consulting for communications support services. The City of San Luis Obispo is requesting proposals from qualified vendors to furnish communications support services. All firms interested in receiving further correspondence regarding this Request for Qualifications (RFQ) will be required to complete a free registration using BidNet [Fill Link]. All proposals must be on BidSync at or before 3:00 PM on [Date], when they are opened electronically on BidNet. The preferred method for bid submission is electronic via BidSync. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. Specification packages and additional information may be obtained at the City's BidSync website at www.BidSync.com. Please contact Dan Clancy at dclancy@slocity.org with questions. Project packages and additional information may be obtained at the City’s BidSync website at www.BidSync.com. Please contact Dan Clancy at dclancy@slocity.org; or Whitney Szentesi with any questions. For technical help with BidSync please contact BidSync tech support at 800-990-9339. TABLE OF CONTENTS A. INTRODUCTION .......................................................................................... Error! Bookmark not defined. B. SCOPE OF WORK ....................................................................................................................................... 1 C. PROJECT SCHEDULE .................................................................................................................................. 2 D. PROJECT BUDGET ...................................................................................... Error! Bookmark not defined. E. GENERAL TERMS AND CONDITIONS ......................................................................................................... 2 F. SPECIAL TERMS AND CONDITIONS .................................................... ERROR! BOOKMARK NOT DEFINED. G. FORM OF AGREEMENT ........................................................................................................................... 14 H. INSURANCE REQUIREMENTS ............................................................ ERROR! BOOKMARK NOT DEFINED. I. PROPOSAL SUBMITTAL FORMS .......................................................... ERROR! BOOKMARK NOT DEFINED. - 1 - A. SCOPE OF WORK The City of San Luis Obispo ("City") seeks qualifications for services to support public communications and enhance community outreach and engagement. I. GENERAL The goal is to ensure mutually beneficial, two-way communication with external (such as residents, non- profit service providers, business owners and operators, business community representatives, other governmental agencies, among others) and internal audiences about City issues and services, leading to a more responsive government and a high level of public confidence. The expected outcome is higher community satisfaction with City communication. Currently, the use of contract services helps to streamline the City’s communication processes to get important information to community members more quickly and, internally, to ensure effective and efficient exchange of information between City departments and employees. The focus of the consultant work will continue to be on communication planning, content creation, community and media outreach training, strategic communications counsel, and support on emergent communications issues as needed, and in a way that aligns with the City’s official Public Engagement and Noticing Manual. If selected to provide on-call consulting services, the Consultant will be expected to sign a service provider agreement with the City. For this agreement or any subsequential amendments, the Consultant will work with a single point of contact in the City’s Administration Department, such as the Public Communications Manager or their designee. While there, once placed on the City’s on-call service provider list, the Consultant will have the opportunity to work with the City on a project-by-project basis. The Consultant will have a single point of contact per project and will be provided with a sample scope of work; however, the final scopes of work will be determined with the selected Consultant as part of any contract during negotiations. II. SAMPLE SCOPE OF WORK 1. Strategic public outreach, information and engagement planning 2. Public information distribution 3. Emergency or crisis communications services 4. Brand awareness strategies 5. Media planning and buying 6. Content creation for smaller assignments, including a. Graphic design b. Website content design c. Social media content production d. Video and photography production e. Key messages development f. Speechwriting and editorial content g. Media relations and news releases h. Informational, educational, social media posts i. Special event planning and promotions 7. Construction project information facilitation 8. Public engagement and information gathering - 2 - B. PROJECT SCHEDULE Advertise RFQ January 2025 Optional Pre-Conference February 2025 Question / Answer Deadline February 2025 Closing of RFQ February 2025 Interviews March 2025 Award Contracts March/April 2025 C. GENERAL TERMS AND CONDITIONS PROPOSAL REQUIREMENTS 1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal (bidder) shall meet all the terms, and conditions of the Request for Qualifications (RFQ) project package. By virtue of its proposal submittal, the bidder acknowledges agreement with and acceptance of all provisions of the RFQ specifications. 2. Proposal Submittal. Each proposal must be submitted on the form(s) provided in the specifications and accompanied by any other required submittals or supplemental materials. Proposal documents shall be submitted electronically via BidNet. However, if you can’t submit electronically, please email a copy to the contacts listed in the RFQ package, if you can’t email it, please send a copy in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. To guard against premature opening, the proposal should be clearly labeled with the proposal title, project number, name of bidder, and date and time of proposal opening. 3. Insurance Certificate. Each proposal must include a certificate of insurance showing: a. The insurance carrier and its A.M. Best rating. b. Scope of coverage and limits. c. Deductibles and self-insured retention. The purpose of this submittal is to generally assess the adequacy of the bidder’s insurance coverage during proposal evaluation; as discussed under paragraph 12 below, endorsements are not required until contract award. The City’s insurance requirements are detailed in Exhibit C to the Agreement (Exhibit A to the RFQ) 4. Proposal Quotes and Unit Price Extension. The extension of unit prices for the quantities indicated and the lump sum prices quoted by the bidder must be entered in figures in the spaces provided on the Proposal Submittal Form(s). Any lump sum bid shall be stated in figures. The Proposal Submittal Form(s) must be totally completed. If the unit price and the total amount stated by any bidder for any item are not in agreement, the unit price alone will be considered as representing the bidder’s intention and the proposal total will be corrected to conform to the specified unit price. - 3 - 5. Proposal Withdrawal and Opening. A bidder may withdraw its proposal, without prejudice prior to the time specified for the proposal opening, by submitting a written request to the Director of Finance for its withdrawal, in which event the proposal will be returned to the bidder unopened. No proposal received after the time specified or at any place other than that stated in the “Notice Inviting Bids/Requesting Proposals” will be considered. 6. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed to make or file, or to be interested as the primary submitter in more than one proposal, except an alternative proposal when specifically requested; however, an individual or business entity that has submitted a sub-proposal to a bidder submitting a proposal, or who has quoted prices on materials to such bidder, is not thereby disqualified from submitting a sub-proposal or from quoting prices to other bidders submitting proposals. 7. Communications. All timely requests for information submitted in writing will receive a written response from the City and all questions and answers on the bid shall be posted publicly on BidNet. Telephone communications with City staff are not encouraged but will be permitted. However, any such oral communication shall not be binding on the City. CONTRACT AWARD AND EXECUTION 8. Proposal Retention and Award. The City reserves the right to retain all proposals for a period of 60 days for examination and comparison. The City also reserves the right to waive non-substantial irregularities in any proposal, to reject any or all proposals, to reject or delete one part of a proposal, and to accept the other, except to the extent that proposals are qualified by specific limitations. See the “special terms and conditions” of these specifications for proposal evaluation and contract award criteria. 9. Competency and Responsibility of Bidder. The City reserves full discretion to determine the competence and responsibility, professionally and/or financially, of bidders. Bidders will provide, in a timely manner, all information that the City deems necessary to make such a decision. 10. Contract Requirement. The bidder to whom the award is made (Consultant) shall execute a written contract with the City within ten (10) calendar days after notice of the award. The contract shall be made in the form adopted by the City and incorporated in these specifications. CONTRACT PERFORMANCE 11. The City’s contract terms and conditions that Consultant will be expected to execute and be bound by are attached hereto as Exhibit A. D. SPECIAL TERMS AND CONDITIONS 1. Contract Award. On-Call contracts will be awarded to the most qualified bidders that, in the City’s sole discretion in accordance with the Proposal Evaluation and Selection criteria set forth herein (if applicable), provides the best proposal. 2. Sales Tax Reimbursement. For sales occurring within the City of San Luis Obispo, the City receives sales tax revenues. Therefore, for bids from retail firms located in the City at the time of proposal closing for which - 4 - sales tax is allocated to the City, 1% of the taxable amount of the bid will be deducted from the proposal by the City in calculating and determining the most qualified lowest cost bidder. 3. Labor Actions. In the event that the successful proposer is experiencing a labor action at the time of contract award (or if its suppliers or sub-consultants are experiencing such a labor action), the City reserves the right to declare said proposer is no longer the most qualified, responsive proposer and to accept the next acceptable proposal from a proposer that is not experiencing a labor action, and to declare it to be the most qualified, responsive proposer. 5. Contract Term. The supplies or services identified in this specification will be used by the City for communications purposes. The prices quoted for these items must be valid for the entire period indicated above unless otherwise conditioned by the proposer in its proposal. 6. Supplemental Purchases Supplemental purchases may be made from the successful proposer during the contract term in addition to the items listed in the Detail Proposal Submittal Form. For these supplemental purchases, the proposer shall not offer prices to the City in excess of the amounts offered to other similar customers for the same item. If the proposer is willing to offer the City a standard discount on all supplemental purchases from its generally prevailing or published price structure during the contract term, this offer and the amount of discount on a percentage basis should be provided with the proposal submittal. 7. Consultant Invoices. The Consultant may deliver either a monthly invoice to the City with attached copies of detail invoices as supporting detail, or in one lump-sum upon completion. 8. Non-Exclusive Contract. The City reserves the right to purchase the items listed in the Detail Proposal Submittal Form, as well as any supplemental items, from other vendors during the contract term. 9. Unrestrictive Brand Names. Any manufacturer's names, trade names, brand names or catalog numbers used in the specifications are for the purpose of describing and establishing general quality levels. Such references are not intended to be restrictive. Proposals will be considered for any brand that meets or exceeds the quality of the specifications given for any item. In the event an alternate brand name is proposed, supplemental documentation shall be provided demonstrating that the alternate brand name meets or exceeds the requirements specified herein. The burden of proof as to the suitability of any proposed alternatives is upon the proposer, and the City shall be the sole judge in making this determination. 10. Delivery. Prices quoted for all supplies or equipment to be provided under the terms and conditions of this RFQ package shall include delivery charges, to be delivered F.O.B. San Luis Obispo by the successful proposer and received by the City within 90 days after authorization to proceed by the City. 11. Submittal of References. Each proposer shall submit a statement of qualifications and references on the form provided in the RFQ package. 12. Statement of Contract Disqualifications. Each proposer shall submit a statement regarding any - 5 - past governmental agency bidding or contract disqualifications on the form provided in the RFQ package. - 6 - E. SUBMITTAL CONTENT 1. Letter of Interest (5-page maximum). Please include in the submittal a letter introducing the Consultant and expressing the Consultant's interest in being considered for on-call consulting services, clearly identifying the applicable sub-area(s) of interest. The letter of interest should also include the following: a. Provide the name of the entity, its mailing address, telephone, facsimile number. Please describe the organization. b. Indicate that the Consultant has the availability and time to dedicate the personnel and resources necessary to provide on-call consulting services. Indicate the intention of the Consultant to adhere to the provisions described in the RFQ. c. Please identify the contact person responsible for the submittal, specifying the name, title, and contact information. d. Please note that the person signing the letter of interest must be a legal representative of the Consultant authorized to bind the Consultant to an agreement in the event of an award. 2. Relevant Experience of Key Personnel and the Firm (10-page maximum). a. Key Personnel Experience. The submittal must identify the key personnel that is to be assigned if awarded a contract, detailing their qualifications, areas of expertise, a summary of their past experience performing similar services for other jurisdictions, and a resume of each key personnel, including experience working with City staff, local Sa n Luis Obis po community groups and decision-makers, and regional partner agencies. b. Firm Experience. The submittal must describe the Firm's pertinent project experience, including a list of performed relevant projects, past performance, individual or team accomplishments, and examples of similar work for San Luis Obispo or neighboring jurisdictions in California, including experience working with City staff, local San Luis Obispo community groups and decision-makers, and regional partner agencies. c. General Firm Information. General firm information including the number of employees, location of firm headquarters, branch offices, and the number of years in business may also be provided. Please note that general firm information is not a substitute for the specific information requested in sections a and b above. 3. Fee Structure. Please include a clear and comprehensive fee schedule, including a detailed statement of hourly rates for all positions and classifications of individuals involved and reimbursable expenses. Please also include the rates for a project-by-project basis, as noted in the Sample Scope of Work above. 4. Client References. Consultants must provide a minimum of three (3) client references. F. ADDITIONAL SERVICES If there are related services not otherwise identified in the City's RFQ, the Proposer may offer those to the City. Proposals are not required to address any additional services in order to be considered an acceptable proposal. However, the final selection of the successful Proposer may be based on the desirability of the additional services offered. - 7 - G. SELECTION PROCESS Submittals received by the deadline will be reviewed by a selection panel comprised of City staff who have relevant knowledge and experience. The panel will score the proposals based upon the qualification materials submitted according to the following criteria: 1. Letter of Interest. Availability demonstrated the capacity and qualifications necessary to provide the consulting services specified in the RFQ. Ability to meet standard City contract and insurance requirements. 2. Relevant Experience. a. Demonstrated ability, based on consultant experience and specific experience of key personnel, to provide technical assistance on the types of tasks listed in the RFQ. b. Expertise. Consultants should have an area of expertise but need not necessarily be experts in every task in each sub-area to achieve a favorable score. For example, a Consultant may be an expert in video production services only and still could achieve a favorable score. a. Prior experience, including the ability to work with City staff, local San Luis Obispo community groups and decision-makers, and regional partner agencies. (30 Points Maximum) 3. Responsiveness to the RFQ. Presentation, completeness, and clarity of information provided. 4. Fee Structure. The Consultant's cost competitiveness and reasonableness. (20 Points Maximum) 5. Client References. (Pass/Fail) The submittals will be scored on a zero to 100-point scale, excluding bonus points. Consultants who qualify will be placed on the list of qualified on-call consultants for each subarea. Placement on the list of qualified on-call consultants is not a guarantee of work and does not constitute a commitment by the City to enter into a contract with the Consultant. As appropriate, the City may conduct an additional competitive process (e.g., solicit bids or issue Requests for Proposals) prior to awarding contracts. The City anticipates that all services will be on an as-needed or on-call basis. H. ADDITIONAL TERMS AND CONDITIONS A. Nondiscrimination. The City will not discriminate against any interested consultant on the grounds of race, religious creed, color, national origin, ancestry, handicap, disability, marital status, pregnancy, sex, age, or sexual orientation. B. City's Right to Modify RFQ. The City reserves the right at its sole discretion to modify this RFQ (including but not limited to the selection criteria) should the City deem that it is in its best interests to do so. Any changes to the proposal requirements will be made by written addendum. The failure of a consultant to read the latest addendums shall have no effect on the validity of such modification. C. City's Right to Cancel RFQ. The City reserves the right at its sole discretion to cancel this RFQ in part or in its entirety should the City deem that it is in the City's best interests to do so. D. City's Right to Reject All Submittals. The City reserves the right, in its sole discretion, to reject all submittals should the City deem that it is in its best interests to do so. - 8 - E. City's Right to Extend RFQ Deadlines. The City reserves the right to extend the deadline for submittals by written addendum should the City deem that it is in its best interests to do so. F. City Right to Negotiate With Consultants. The City reserves the right to negotiate with the consultants on the list of qualified on-call consultants regarding their exceptions to the standard service provider agreement, if any, or regarding other price and terms in their submittals and to require the selected Consultant to submit such technical, price, or other revisions of their submittals as may result from negotiations. G. Standard Form Service Provider Contract. Consultants acknowledge that placement on the list of qualified on-call consultants does not commit the City to award a contract. For any project, the City reserves the right to award a contract to consultants (1) that are on the list of qualified on- call consultants; (2) that have an existing contract with the City, or (3) that are selected through a separate competitive process. Consultants on the list of qualified on-call consultants who are awarded a contract will be expected to sign a service provider agreement with the City. The standard service provider agreement and associated insurance requirements are attached as Attachment B. Comments or exceptions, if any, to the standard service provider agreement and/or insurance requirements must be noted in the Letter of Interest. It is understood that consultants have reviewed the service provider agreement (Attachment B) and will take exception only to those items identified in their Letter of Interest. Neither review of the submittal by the City nor placement on the list of qualified on-call consultants constitutes an acceptance by the City of the Proposer's recommended changes to the service provider agreement. If there are any concerns or proposed exceptions requested to the standard service provider agreement, these issues will be discussed at the time the City awards a contract, if any. H. Cost of Submittals. All costs incurred during submittal preparation or in any way associated with the Consultant's preparations or submission shall be the sole responsibility of the Consultant. I. Liability for Submittal Errors. Consultants are liable for all errors and omissions contained in their submittals. J. Permits and Licenses. Consultants, at their sole expense, shall obtain and maintain during the term of any agreement all appropriate permits, certificates, and licenses including, but not limited to, a City Business License, which will be required in connection with the performance of on-call consulting services. I. ADDITIONAL CONSIDERATIONS AND ASSUMPTIONS 1. All works submitted to and accepted by the City must be an original piece created by the Consultant. 2. All works submitted by the Consultant must be in standard U.S. English and adhere to the Branding and Style Guide. 3. All works must be submitted in Microsoft Word format and include a headline pertaining to the work in bold. The work should appear in a non-bolded Calibri, 12-point font. - 9 - 4. The City reserves the right to use all submitted works in current and/or future forms of current media and/or media to be developed. - 10 - I: PROPOSAL SUBMITTAL FORM - Sample The undersigned declares that she or he: ◼ Has carefully examined [____________], which is hereby made a part of this proposal. ◼ Is thoroughly familiar with its contents. ◼ Is authorized to represent the proposing firm. ◼ Agrees to perform the work as set forth in this proposal. q Certificate of insurance attached; insurance company’s A.M. Best rating: __________________. Firm Name and Address Contact Phone Signature of Authorized Representative Date -11- J. REFERENCES Number of years engaged in providing the services included within the scope of the specifications under the present business name: . Describe fully the last three contracts performed by your firm 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: Agency Name Contact Name Telephone & Email Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome Reference No. 2: Agency Name Contact Name Telephone & Email Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome -12- Reference No. 3 Agency Name Contact Name Telephone & Email Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome -13- K. STATEMENT OF PAST CONTRACT DISQUALIFICATIONS The proposer 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 ◼ If yes, explain the circumstances. Executed on at _______________________________________ under penalty of perjury of the laws of the State of California, that the foregoing is true and correct. ______________________________________ Signature of Authorized Proposer Representative -14- EXHIBIT A : FORM OF AGREEMENT CITY OF SAN LUIS OBISPO PROFESSIONAL SERVICES AGREEMENT This agreement (Agreement) is made and entered into in the City of San Luis Obispo on [DATE], by and between the City of San Luis Obispo, a municipal corporation and charter city (City) and [FILL] hereinafter referred to as Consultant (collectively referred to as the “Parties”). WITNESSETH: WHEREAS, on [date], City requested qualifications for communications support services, (the “Project”); and WHEREAS, the City wants to engage Consultant for on-call, as-needed communication services (the “Services”); and WHEREAS, Consultant is qualified to perform this type of Services and has submitted a written proposal to do so, which has been accepted by City; and NOW, THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter contained, the Parties hereto agree as follows: 1. TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as first written above, for three years, with the option to extend for an additional two years. 2. INCORPORATION BY REFERENCE. Notice Requesting Qualifications for Communications Services and Consultant's proposal dated [date] are hereby incorporated in and made a part of this Agreement, attached as Exhibit A. The City’s insurance requirements are hereby incorporated in and made part of this Agreement, attached as Exhibit B. To the extent that there are any conflicts between the Consultant’s fees and scope of work and the City’s terms and conditions as stated herein, the City’s terms and conditions shall prevail unless specifically agreed otherwise in writing signed by both Parties. 3. CITY’S OBLIGATIONS. For providing services as specified in this Agreement, and upon receipt of an invoice, City will pay and Consultant shall receive compensation as set forth in Consultant’s proposal and pursuant to the Payment Terms set forth in Exhibit B. 4. CONSULTANT’S OBLIGATIONS. For and in consideration of the payments and agreements herein before mentioned to be made and performed by City, Consultant agrees with City to do everything required by this Agreement including that work as set forth in Exhibit A. 5. PAYMENT OF TAXES. The contract prices shall include full compensation for all taxes that Consultant is required to pay. 6. LICENSES AND PERMITS. At all times during the term of this Agreement, Consultant shall have in full force and effect, all licenses required of it by law for the performance of the Services described in this Agreement. The Consultant shall procure all permits and licenses, pay all charges and fees, and give all notices necessary under this Agreement. -15- 7. COMPLIANCE WITH LAW. The Consultant shall keep itself informed of and shall observe and comply with all applicable State and Federal laws and regulations, and county and City of San Luis Obispo ordinances, regulations and adopted codes, which in any manner affect those employed by Consultant or in any way affect the performance of the Services pursuant to this Agreement. The City, and its officers and employees, shall not be liable at law or in equity occasioned by failure of the Consultant to comply with this Section. Failure to comply with local ordinances may result in monetary fines and cancellation of this Agreement. 8. COMPLIANCE WITH INDUSTRY STANDARD. Consultant shall provide services acceptable to City in strict conformance with the Agreement. Consultant shall also provide in accordance with the standards customarily called for under this Agreement using the degree of care and skill ordinarily exercised by reputable providers of such services. Where approval by the City, the City Manager, the Mayor, or other representative of City is required, it is understood to be general approval only and does not relieve Consultant of responsibility for complying with all applicable laws, codes, policies, regulations, and good business practices. 9. INDEPENDENT CONSULTANT. a. Consultant is and shall at all times remain as to the City a wholly independent Consultant. The personnel performing the Services under this Agreement on behalf of Consultant shall at all times be under Consultant's exclusive direction and control. Neither City nor any of its officers, employees, or agents shall have control over the conduct of Consultant or any of Consultant's officers, employees, or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the City. Consultant shall not incur or have the power to incur any debt, obligation, or liability whatsoever against City, or bind City in any manner. b. No employee benefits shall be available to Consultant in connection with the performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Consultant for performing the Services hereunder for City. City shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder. c. Consultant’s duties and services under this agreement shall not include preparing or assisting the public entity with any portion of the public entity’s preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with the public entity. The public entity entering this agreement shall at all times retain responsibility for public contracting, including with respect to any subsequent phase of this project. Consultant/Consultant’s participation in the planning, discussions, or drawing of project plans or specifications shall be limited to conceptual, preliminary, or initial plans or specifications. Consultant/Consultant shall cooperate with the public entity to ensure that all bidders for a subsequent contract on any subsequent phase of this project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by Consultant pursuant to this agreement.” -16- 10. PRESERVATION OF CITY PROPERTY. The Consultant shall provide and install suitable safeguards, approved by the City, to protect City property from injury or damage. If City property is injured or damaged resulting from Consultant’s operations, it shall be replaced or restored at Consultant’s expense. The City’s facilities shall be replaced or restored to a condition as good as when the Consultant began the work. 11. IMMIGRATION ACT OF 1986. The Consultant warrants on behalf of itself and all subConsultants engaged for the performance of the Services that only persons authorized to work in the United States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the Services hereunder. 12. NON-DISCRIMINATION. In the performance of the Services, the Consultant agrees that it will not engage in, nor permit such subConsultants as it may employ, to engage in discrimination in employment of persons because of age, race, color, sex, national origin or ancestry, sexual orientation, or religion of such persons. 13. PAYMENT TERMS. The City’s payment terms are 30 days from the receipt of an original invoice and acceptance by the City of the materials, supplies, equipment, or services provided by the Consultant (Net 30). Consultant will submit invoices monthly for actual services performed. Invoices shall be submitted on or about the first business day of each month, or as soon thereafter as practical, for services provided in the previous month. Final June invoices shall be received no later than the 5th business day of July to meet City fiscal year-end deadlines. Payment shall be made within thirty (30) days of receipt of each invoice as to all non-disputed fees. If the City disputes any of Consultant's fees it shall give written notice to Consultant within thirty (30) days of receipt of an invoice of any disputed fees set forth on the invoice. Any final payment under this Agreement shall be made within forty-five (45) days of receipt of an invoice, therefore. 14. INSPECTION. City shall at all times have the right to inspect the work being done under this Agreement and Consultant shall furnish City with every reasonable opportunity and assistance required for City to ascertain that the Services of the Consultant are being performed in accordance with the requirements and intentions of this Agreement. All work done, and all materials furnished, if any, shall be subject to the City’s inspection and approval. The inspection of such work shall not relieve Consultant of any of its obligations under the Agreement. 15. RELEASE OF INFORMATION. a. All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without City's prior written authorization. Consultant, its officers, employees, agents, or subConsultants, shall not, without written authorization from the City Manager or unless requested by the City Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this Agreement. Response to a subpoena or court order shall not be considered "voluntary" provided Consultant gives City notice of such court order or subpoena. b. Consultant shall promptly notify City should Consultant, its officers, employees, agents, or subConsultants be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions, or other discovery request (“Discovery”), court order, or subpoena from any person or party regarding this Agreement, unless the City is a party to any lawsuit, arbitration, or -17- administrative proceeding connected to such Discovery, or unless Consultant is prohibited by law from informing the City of such Discovery. City retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing, or similar proceeding as allowed by law. Unless City is a party to the lawsuit, arbitration, or administrative proceeding and is averse to Consultant in such proceeding, Consultant agrees to cooperate fully with City and to provide the opportunity to review any response to Discovery requests provided by Consultant. However, City's right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response. 16. OWNERSHIP OF DOCUMENTS. a. Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts, and other such information required by City that relate to the performance of the Services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of City or its designees at reasonable times to such books and records; shall give City the right to examine and audit said books and records; shall permit City to make transcripts or copies therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment. b. Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared in the course of providing the Services under this Agreement shall become the sole property of the City and may be used, reused, or otherwise disposed of by the City without the permission of the Consultant. With respect to computer files, Consultant shall make available to the City, at the Consultant's office and upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, transferring, copying and/or printing computer files. Consultant hereby grants to City all right, title, and interest, including any copyright, in and to the documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared by Consultant in the course of providing the Services under this Agreement. 17. INDEMNIFICATION AND DEFENSE. To the fullest extent permitted by law (including, but not limited to California Civil Code Sections 2782 and 2782.8), Consultant shall indemnify, defend, and hold harmless the City, and its elected officials, officers, employees, volunteers, and agents (“City Indemnitees”), from and against any and all causes of action, claims, liabilities, obligations, judgments, or damages, including reasonable legal counsels’ fees and costs of litigation (“claims”), arising out of the Consultant’s performance or Consultant’s failure to perform its obligations under this Agreement or out of the operations conducted by Consultant, including the City’s passive negligence, except for such loss or damage arising from the sole or active negligence or willful misconduct of the City. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from Consultant’s -18- performance of this Agreement, the Consultant shall provide a defense to the City Indemnitees or at the City’s option, reimburse the City Indemnitees the ir costs of defense, including reasonable legal fees, incurred in defense of such claims. The review, acceptance or approval of the Consultant’s work or work product by any indemnified party shall not affect, relieve or reduce the Consultant’s indemnification or defense obligations. This Section survives the completion of the services or the termination of this contract. The provisions of this section are not limited by and do not affect the provisions of this contract relating to insurance. Consultant’s indemnification obligations under this section extend to any claims arising out of or related to the negligence, recklessness, or willful misconduct of any sub-consultants/ subConsultants. 18. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE. a. The City may at any time, for any reason, with or without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon the Consultant at least thirty (30) days prior written notice. Upon receipt of said notice, the Consultant shall immediately cease all work under this Agreement, unless the notice provides otherwise. If the City suspends or terminates a portion of this Agreement such suspension or termination shall not make void or invalidate the remainder of this Agreement. b. In the event this Agreement is terminated pursuant to this Section, the City shall pay to Consultant the actual value of the work performed up to the time of termination, provided that the work performed is of value to the City. Upon termination of the Agreement pursuant to this Section, the Consultant will submit an invoice to the City pursuant to Section 14. 19. TERMINATION FOR CAUSE. If, during the term of the Agreement, the City determines the Consultant is not faithfully abiding by any term or condition contained herein, the City may notify the Consultant in writing of such defect or failure to perform. This notice must give the Consultant a ten (10) calendar day notice of time thereafter in which to perform said work or cure the deficiency. a. If the Consultant has not performed the work or cured the deficiency within the ten (10) days specified in the notice, such shall constitute a breach of the Agreement and the City may terminate the Agreement immediately by written notice to the Consultant to said effect (“Notice of Termination”). Thereafter, neither party shall have any further duties, obligations, responsibilities, or rights under the Agreement except to comply with the obligations upon termination. b. In said event, the Consultant shall be entitled to the reasonable value of its services performed from the beginning date in which the breach occurs up to the day it received the City’s Notice of Termination, minus any offset from such payment representing the City’s damages from such breach. “Reasonable value” includes fees or charges for goods or services as of the last milestone or task satisfactorily delivered or completed by the Consultant as may be set forth in the Agreement payment schedule; compensation for any other work or services performed or provided by the Consultant shall be based solely on the City’s assessment of the value of the work-in-progress in completing the overall scope. c. The City reserves the right to delay such payment until completion or confirmed abandonment of the project, as may be determined in the City’s sole discretion, so as to -19- permit a full and complete accounting of costs. In no event, however, shall the Consultant be entitled to receive in excess of the not to exceed amount shown in this Agreement. 20. INSURANCE. Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in Exhibit B attached to and made part of this Agreement. 21. BUSINESS LICENSE & TAX. The Consultant must have a valid City of San Luis Obispo business license & tax certificate before execution of the contract. Additional information regarding the City’s business tax program may be obtained by calling (805) 781-7134. 22. SAFETY PROVISIONS. The Consultant shall conform to the rules and regulations pertaining to safety established by OSHA and the California Division of Industrial Safety. 23. PUBLIC AND EMPLOYEE SAFETY. Whenever the Consultant operations create a condition hazardous to the public or City employees, it shall, at its expense and without cost to the City, furnish, erect and maintain such fences, temporary railings, barricades, lights, signs and other devices and take such other protective measures as are necessary to prevent accidents or damage or injury to the public and employees. 24. UNDUE INFLUENCE. Consultant declares and warrants that no undue influence or pressure was used against or in concert with any officer or employee of the City in connection with the award, terms or implementation of this Agreement, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the City has or will receive compensation, directly or indirectly, from Consultant, or from any officer, employee or agent of Consultant, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement. Violation of this Section shall be a material breach of this Agreement entitling the City to any and all remedies at law or in equity. 25. ASSIGNMENT. The Consultant shall not assign, transfer, convey or otherwise dispose of the contract, or its right, title or interest, or its power to execute such a contract to any individual or business entity of any kind without the previous written consent of the City. As required above, before retaining or contracting with any subConsultant for any services under this Agreement, City must consent to such assignment of performance in writing. For City to evaluate such proposed assignment, Consultant shall provide City with the identity of the proposed subConsultant, a copy of the proposed written contract between Consultant and such subConsultant, which shall include an indemnity provision similar to the one provided herein and identifying City as an indemnified party, or an incorporation of the indemnity provision provided herein, and proof that such proposed subConsultant carries insurance at least equal to that required by this Agreement or obtain a written waiver from City for such insurance. 26. AMENDMENT. Any amendment, modification, or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the appropriate review authority according to the City’s Financial Management Manual. Consultant shall not be compensated for any services rendered in connection with its performance of this Agreement which are in addition to those set forth herein, unless such additional services are authorized by the City in advance and in writing. 27. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete Agreement between the Parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral Agreement, understanding, or representation be binding upon the Parties hereto. Each party is entering into this Agreement based solely upon the -20- representations set forth herein and upon each party's own independent investigation of any and all facts such party deems material. 28. NOTICE. All notices to the Parties hereto under this Agreement shall be in writing and shall be sent either by (i) personal service, (ii) delivery by a reputable document delivery service, such as, but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) United States Mail, certified, postage prepaid, return receipt requested. All such notices shall be delivered to the addressee or addressed as set forth below: To City: [DEPT] City of San Luis Obispo [ADDRESS] Attention: To Consultant: Name Mailing Address 29. GOVERNING LAW. Any action arising out of this Agreement shall be brought in the Superior Court of San Luis Obispo County, California, regardless of where else venue may lie. The validity, interpretation, construction and performance of this Agreement, and all acts and transactions pursuant hereto and the rights and obligations of the Parties hereto shall be governed, construed and interpreted in accordance with the laws of the State of California, without giving effect to principles of conflicts of law. 30. AUTHORITY TO EXECUTE AGREEMENT. Both City and Consultant do covenant that each individual executing this Agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. -21- IN WITNESS WHEREOF, the Parties hereto have caused this instrument to be executed the day and year first above written. CITY CONSULTANT _______________________________ By: [Name] Its: [Title of City Manager or Department Head] _______________________________ By: [Name] Its: [Title] APPROVED AS TO FORM: _______________________________ By: J. Christine Dietrick, City Attorney -22- EXHIBIT C INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES Without limiting CONSULTANT’s indemnification of CITY, and prior to commencement of Work, CONSULTANT shall obtain, provide and maintain at its own expense during the term of this AGREEMENT, policies of insurance of the type and amounts described below, and in a form satisfactory to CITY. General liability insurance. CONSULTANT shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted. Automobile liability insurance. CONSULTANT shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with Work to be performed under this AGREEMENT, including coverage for any owned, hired, non-owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident. Workers’ compensation insurance. CONSULTANT shall maintain Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least $1,000,000). CONSULTANT shall submit to CITY, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of CITY, its officers, agents, employees, and volunteers. Umbrella or excess liability insurance. CONSULTANT shall obtain and maintain an umbrella or excess liability insurance policy with limits that will provide bodily injury, personal injury and property damage liability coverage at least as broad as the primary coverages set forth above, including commercial general liability, automobile liability, and employer’s liability. Such policy or policies shall include the following terms and conditions: • A drop-down feature requiring the policy to respond if any primary insurance that would otherwise have applied proves to be uncollectible in whole or in part for any reason; • Pay on behalf of wording as opposed to reimbursement; • Concurrency of effective dates with primary policies; • Policies shall “follow form” to the underlying primary policies; and • Insureds under primary policies shall also be insureds under the umbrella or excess policies. Proof of insurance. CONSULTANT shall provide certificates of insurance to CITY as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers’ compensation. Insurance certificates and endorsements must be approved by CITY’s Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with CITY at all times during the term of this contract. CITY reserves the right to require complete, certified copies of all required insurance policies, at any time. Duration of coverage. CONSULTANT shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the Work hereunder by CONSULTANT, his agents, representatives, employees or subconsultants. Primary/noncontributing. Coverage provided by CONSULTANT shall be primary and any insurance or self- insurance procured or maintained by CITY shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage -23- shall also apply on a primary and non-contributory basis for the benefit of CITY before the CITY’s own insurance or self-insurance shall be called upon to protect it as a named insured. CITY’s rights of enforcement. In the event any policy of insurance required under this AGREEMENT does not comply with these specifications or is canceled and not replaced, CITY has the right but not the duty to obtain the insurance it deems necessary, and any premium paid by CITY will be promptly reimbursed by CONSULTANT or CITY will withhold amounts sufficient to pay premium from CONSULTANT payments. In the alternative, CITY may cancel this AGREEMENT. Acceptable insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyholders’ Rating of A- (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by the CITY’s Risk Manager. Waiver of subrogation. All insurance coverage maintained or procured pursuant to this AGREEMENT shall be endorsed to waive subrogation against CITY, its elected or appointed officers, agents, officials, employees and volunteers or shall specifically allow CONSULTANT or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. CONSULTANT hereby waives its own right of recovery against CITY and shall require similar written express waivers and insurance clauses from each of its subconsultants. Enforcement of contract provisions (non estoppel). CONSULTANT acknowledges and agrees that any actual or alleged failure on the part of the CITY to inform CONSULTANT of non-compliance with any requirement imposes no additional obligations on the CITY nor does it waive any rights hereunder. Requirements not limiting. Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the CONSULTANT ma intains higher limits than the minimums shown above, the CITY requires and shall be entitled to coverage for the higher limits maintained by the CONSULTANT. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the CITY. Notice of cancellation. CONSULTANT agrees to oblige its insurance agent or broker and insurers to provide to CITY with a thirty (30) day notice of cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each required coverage. Additional insured status. General liability policies shall provide or be endorsed to provide that CITY and its officers, officials, employees, and agents, and volunteers shall be additional insureds under such policies. This provision shall also apply to any excess/umbrella liability policies. Prohibition of undisclosed coverage limitations. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to CITY and approved of in writing. Separation of insureds. A severability of interests provision must apply for all additional insureds ensuring that CONSULTANT’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the insurer’s limits of liability. The policy(ies) shall not contain any cross-liability exclusions. Pass through clause. CONSULTANT agrees to ensure that its subconsultants, subConsultants, and any other party involved with the project who is brought onto or involved in the project by CONSULTANT, provide the same minimum insurance coverage and endorsements required of CONSULTANT. CONSULTANT agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. CONSULTANT agrees that upon request, all agreements with consultants, subConsultants, and others engaged in the project will be submitted to CITY for review. -24- CITY’s right to revise specifications. The CITY reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the CONSULTANT ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the CONSULTANT, the CITY and CONSULTANT may renegotiate CONSULTANT’s compensation. Self-insured retentions. Any self-insured retentions must be declared to and approved by CITY. CITY reserves the right to require that self-insured retentions be eliminated, lowered, or replaced by a deductible. Self-insurance will not be considered to comply with these specifications unless approved by CITY. Timely notice of claims. CONSULTANT shall give CITY prompt and timely notice of claims made or suits instituted that arise out of or result from CONSULTANT’s performance under this AGREEMENT, and that involve or may involve coverage under any of the required liability policies. Additional insurance. CONSULTANT shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work. Verification of Coverage. Consultant shall furnish the City with a certificate of insurance showing maintenance of the required insurance coverage, as well as endorsements effecting general liability coverage. All endorsements are to be received and approved by the City before work commences. -25- 1 From:Szentesi, Whit Sent:Monday, March 10, 2025 11:43 AM To:Christiansen, Lindsay Subject:Fw: Update: On-Call Agreement with City of SLO Any word on this yet? — Public Communications Manager City of San Luis Obispo C: 805.440.5446 **Please pardon typos. This message was sent via mobile device. From: Katy McGrath <katy@badgerbranding.com> Sent: Monday, March 10, 2025 11:14:23 AM To: Szentesi, Whit <wszentes@slocity.org> Subject: Re: Update: On-Call Agreement with City of SLO This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Whit- I don't see the On-call Communications Support RFP available on the site. Has it been posted yet? -Katy On Wed, Feb 26, 2025 at 2:33 PM Szentesi, Whit <wszentes@slocity.org> wrote: Hi there, Just a quick follow up on this: the City Council will be reviewing the RFQ for the next round of on-call agreements next Tuesday. Should the City Council approve the RFQ, it will likely be posted the next day or the following day here: https://www.bidnetdirect.com/california/cityofsanluisobispo . Here is a link to the staff report and RFQ attachment: https://pub- slocity.escribemeetings.com/Meeting.aspx?Id=8c798528-b55c-4310-9d1e- 754c8186171a&Agenda=Agenda&lang=English&Item=22&Tab=attachments Please let me know if you have any questions. Thanks, 2 Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager Top 5 Strengths: Activator, Communication, Achiever, Learner, Strategic E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications Do you need communications support? My team is here to support you with your public communications needs. Whether you need help with strategic communications planning, content development or production, or something else, please submit a KBOX ticket and fill out the form to get your request in the queue. Not sure what you need? Visit the City’s Communications Program Sharepoint page for tips and tricks, guides, and helpful resources. From: Szentesi, Whit Sent: Friday, January 10, 2025 9:34 AM Subject: Update: On-Call Agreement with City of SLO Hi partner agencies, I wanted to reach out to give you a quick update on the City’s Communications Program particularly as it relates to our on-call agreement. Our on-call agreement with your agency is about to expire. However, City of San Luis Obispo programs, projects and services can still work with your teams. We will honor any existing Purchase Orders under the original/extended on-call agreement, but any new purchase orders after the agreement expires will need to follow our tiered purchasing process. I will be advising City staff of this. Please note the purchasing thresholds below and the requirements of City staff for each. 3 Request for Qualifications Sometime this spring, we will release a new RFQ and follow a formal process to create a new on-call list of communications consultants that departments can work with for various projects, programs, and services. However, it looks like the on-call agreements will be for a five-year period this time around. The draft RFQ is being reviewed and finalized internally. We will then take it to City Council for approval. If you are interested in working with the City as an on-call consultant again, please let me know and I will be in touch once the RFQ is released. Thank you for your partnership over the last several years! I appreciate your patience as City staff works through the process of developing the new RFQ. Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager 4 City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org Stay connected with the City by signing up for e-notifications -- Katy McGrath Owner / OG Badger Pronouns: she / her Badger Branding | 805 550 0900 4349 Old Santa Fe Rd, Suite 35 | SLO, CA 93401 1 From:Clancy, Daniel Sent:Thursday, March 13, 2025 1:14 PM To:Szentesi, Whit; Christiansen, Lindsay Subject:FW: Question about RFQ On-Call Communications Support 2025 Generating lots of buzz already!! From: Jinah Kim <jinah@wwpvideo.com> Sent: Thursday, March 13, 2025 12:43 PM To: Clancy, Daniel <dclancy@slocity.org> Subject: Re: Question about RFQ On-Call Communications Support 2025 Wonderful thank you for the clarification! We make AMAZING videos and animations, and we would love to provide those services if we win this bid. We are located in Ventura County, and we would have to include travel expenses for any shoots. Do we include those as a separate line item, or should we bake them into the pricing structure? Thanks. Jinah Kim Founder & Executive Producer WorldWise Productions LLC (877) WWP-VIDEO - Ext. 701 (877-997-8433) jinah@wwpvideo.com www.wwpvideo.com On Mar 13, 2025, at 12:35 PM, Clancy, Daniel <dclancy@slocity.org> wrote: Hi. Yes, you can submit only for services you can provide. From: Jinah Kim <jinah@wwpvideo.com> Sent: Thursday, March 13, 2025 12:35 PM To: Clancy, Daniel <dclancy@slocity.org> Subject: Question about RFQ On-Call Communications Support 2025 This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Dan, 2 We would love to bid on this. We only provide video production / animation / professional photography / drone videography and photography / social media content production. We are a full-service video production company. Can we still bid if we only provide select services in the scope of work? Thank you, Jinah Kim Founder & Executive Producer WorldWise Productions LLC (877) WWP-VIDEO - Ext. 701 (877-997-8433) jinah@wwpvideo.com www.wwpvideo.com 1 From:Peter Johnson <peter@tripepismith.com> Sent:Tuesday, March 11, 2025 2:53 PM To:Kacsinta, Madeline Subject:Re: City of San Luis Obispo Communications This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Madeline! So sorry - your email after the MMASC mixer got lost in my personal inbox. This is my work email for future reference! And thanks for following up. I believe we are aware of the RFQ and plan to submit. Our team currently works with Whit and the City under an existing agreement. Look forward to staying in touch and supporting however we can! Peter On Wed, Feb 5, 2025 at 3:35 PM Peter Johnson < wrote: ---------- Forwarded message --------- From: Kacsinta, Madeline <MKacsint@slocity.org> Date: Wed, Feb 5, 2025 at 3:12 PM Subject: City of San Luis Obispo Communications To: Hi Peter, It was nice to see you at the MMASC event last week. I wanted to make sure I got you my contact information and also got you in touch with our Public Communications Manager, Whit Szentesi. She recently sent an email saying that they are routing an RFQ for City Council Approval for new on-call communication consultants. I would reach out to her to see when and where you can find that information when it advertises. It would be great to get you guys on that list. Whit Szentesi pronouns she/her/hers Public Communications Manager E wszentes@slocity.org T 805.783.7716 2 Please reach out if you have any questions or concerns for me. We have so many projects going on that it is challenging to even communicate our communication needs at times. Thanks again! Madeline Kacsinta Capital Improvement Program Administrative Manager Public Works 919 Palm, San Luis Obispo, CA 93401-3218 E MKacsint@slocity.org T 805.781.7094 slocity.org Stay connected with the City by signing up for e-notifications 1 From:BidNet Direct <noreply@bidnet.com> Sent:Thursday, March 13, 2025 10:51 AM To:Clancy, Daniel Subject:Solicitation Publication Approval from BidNet Direct This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. NEED HELP: 800-835-4603 HOME Please note that the publication of the following solicitation has been approved. CS-01 - (RFQ) for on-call Consulting for Communications (Marketing, Public Relations... Publication Date: 03/13/2025 10:50 AM PDT Approval Status Approval Level: Sent for Approval Status: Sent By: Daniel Clancy Organization: City of San Luis Obispo Date: 03/13/2025 10:50 AM PDT Approval Level: Approval Level 1 Status: Approved By: Daniel Clancy Organization: City of San Luis Obispo Date: 03/13/2025 10:50 AM PDT 2 Approval Level: Publication Status: Approved By: Daniel Clancy Organization: City of San Luis Obispo Date: 03/13/2025 10:50 AM PDT If you need assistance, please call BidNet Direct's Support Department at 800-835-4603. Service hours are Monday-Friday from 8:00 am to 8:00 pm EST. Kind Regards, BidNet Direct Support Department support@bidnet.com This message is sent to you as a member of BidNet Direct in connection to your account on www.bidnetdirect.com. BidNet Direct 15 British American Blvd Latham, NY, 12110 USA Use the following links to update your account or find instructions to modify your subscription. Terms and Conditions | Privacy Policy | Contact us DO NOT FORWARD this message to any unauthorized user or another person outside of your organization. This information is only intended for the recipient shown at the email address of dclancy@slocity.org. 1 From:Szentesi, Whit Sent:Thursday, March 13, 2025 3:06 PM To:Clark-Charlesworth, Jacqui Subject:FW: RFQ for Communications Services (including video and photography) This is the email I sent to our previous on-call consultants. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager Top 5 Strengths: Activator, Communication, Achiever, Learner, Strategic E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications Do you need communications support? My team is here to support you with your public communications needs. Whether you need help with strategic communications planning, content development or production, or something else, please submit a KBOX ticket and fill out the form to get your request in the queue. Not sure what you need? Visit the City’s Communications Program Sharepoint page for tips and tricks, guides, and helpful resources. From: Szentesi, Whit Sent: Thursday, March 13, 2025 2:24 PM To: Clancy, Daniel <dclancy@slocity.org> Subject: RFQ for Communications Services (including video and photography) Good afternoon! I’m reaching out because you have worked with the City in the past and I wanted to let you know that we have issued a Request for Qualifications (RFQ) for Communications Services (including marketing, PR, videography, or photography services). The notice was issued earlier today and can be found on bidnetdirect.com (see: https://www.bidnetdirect.com/california/solicitations/open-bids/RFQ-for-on-call-Consulting-for-Communications- Marketing-Public-Relations/0000379964?purchasingGroupId=88020151&origin=2 ). If you are interested in receiving further correspondence regarding this RFQ, you will be required to complete a free registration using BidNet. All proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835- 4603 option #2.) The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. Specification packages and additional information may be obtained at the City's BidNet website at www.BidSync.com. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. 2 Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Jinah Kim <jinah@wwpvideo.com> Sent:Thursday, March 13, 2025 12:35 PM To:Clancy, Daniel Subject:Question about RFQ On-Call Communications Support 2025 This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Dan, We would love to bid on this. We only provide video production / animation / professional photography / drone videography and photography / social media content production. We are a full-service video production company. Can we still bid if we only provide select services in the scope of work? Thank you, Jinah Kim Founder & Executive Producer WorldWise Productions LLC (877) WWP-VIDEO - Ext. 701 (877-997-8433) jinah@wwpvideo.com www.wwpvideo.com 1 From:Clancy, Daniel Sent:Thursday, March 13, 2025 12:36 PM To:Jinah Kim Subject:RE: Question about RFQ On-Call Communications Support 2025 Hi. Yes, you can submit only for services you can provide. From: Jinah Kim <jinah@wwpvideo.com> Sent: Thursday, March 13, 2025 12:35 PM To: Clancy, Daniel <dclancy@slocity.org> Subject: Question about RFQ On-Call Communications Support 2025 This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Dan, We would love to bid on this. We only provide video production / animation / professional photography / drone videography and photography / social media content production. We are a full-service video production company. Can we still bid if we only provide select services in the scope of work? Thank you, Jinah Kim Founder & Executive Producer WorldWise Productions LLC (877) WWP-VIDEO - Ext. 701 (877-997-8433) jinah@wwpvideo.com www.wwpvideo.com 1 From:Alex Raban <alex@rfcfilms.com> Sent:Thursday, March 13, 2025 5:21 PM To:Szentesi, Whit Cc:Clancy, Daniel Subject:Re: RFQ for Communications Services (including video and photography) This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Whit! Thanks for reaching out and letting me know. I just signed up. Thru the link you sent. Let me know if there’s anything else I would need to do. -Raban To help protect your privacy, Microsoft Office prevented automatic download of this picture from the Internet. Alex Raban Owner/Director | Room For Cream Films mobile: 805-458-3960 site: www.roomforcreamfilms.com email: alex@rfcfilms.com address: 2527 Broad St, San Luis Obispo | Ca 93401 On Thu, Mar 13, 2025 at 2:58 PM Szentesi, Whit <wszentes@slocity.org> wrote: Good afternoon! I’m reaching out to inform you that the City of San Luis Obispo has issued a Request for Qualifications (RFQ) for Communications Services, including marketing, PR, videography, or photography services. The notice was issued earlier today and can be found on bidnetdirect.com (see: https://www.bidnetdirect.com/california/solicitations/open-bids/RFQ-for-on-call-Consulting-for- Communications-Marketing-Public-Relations/0000379964?purchasingGroupId=88020151&origin=2 ). If you are interested in receiving further correspondence regarding this RFQ, you will be required to complete a free registration using BidNet. All proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835-4603 option #2.) 2 The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Ben Ferguson <ben@chroniclecreative.co> Sent:Thursday, March 13, 2025 4:30 PM To:Szentesi, Whit; Clancy, Daniel Subject:Re: RFQ for Communications Services (including video and photography) This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Whit and Daniel, Thank you for your email. What type of project would this be for and what specific qualifications are you looking for? On Thu, Mar 13, 2025 at 2:58 PM Szentesi, Whit <wszentes@slocity.org> wrote: Good afternoon! I’m reaching out to inform you that the City of San Luis Obispo has issued a Request for Qualifications (RFQ) for Communications Services, including marketing, PR, videography, or photography services. The notice was issued earlier today and can be found on bidnetdirect.com (see: https://www.bidnetdirect.com/california/solicitations/open-bids/RFQ-for-on-call-Consulting-for- Communications-Marketing-Public-Relations/0000379964?purchasingGroupId=88020151&origin=2 ). If you are interested in receiving further correspondence regarding this RFQ, you will be required to complete a free registration using BidNet. All proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835-4603 option #2.) The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. Thanks, 2 Whit Whit Szentesi pronouns she/her/hers Public Communications Manager City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org Stay connected with the City by signing up for e-notifications -- To help protect your privacy, Microsoft Office prevented automatic download of this picture from the Internet. Ben Ferguson Video Producer chroniclefilms.io vimeo.com/chroniclefilms +1 805 539 5906 1 From:Jacob Green <jacob@jacobgreenandassociates.com> Sent:Thursday, March 13, 2025 2:29 PM To:Szentesi, Whit Subject:RE: RFQ for Communications Services (including video and photography) This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Thank you Whit! Jacob Green President/CEO (909) 238-8536 Jacob@JacobGreenAndAssociates.com www.JacobGreenAndAssociates.com From: Szentesi, Whit <wszentes@slocity.org> Sent: Thursday, March 13, 2025 2:24 PM To: Clancy, Daniel <dclancy@slocity.org> Subject: RFQ for Communications Services (including video and photography) Good afternoon! I’m reaching out because you have worked with the City in the past and I wanted to let you know that we have issued a Request for Qualifications (RFQ) for Communications Services (including marketing, PR, videography, or photography services). The notice was issued earlier today and can be found on bidnetdirect.com (see: https://www.bidnetdirect.com/california/solicitations/open-bids/RFQ-for-on-call-Consulting-for-Communications- Marketing-Public-Relations/0000379964?purchasingGroupId=88020151&origin=2 ). If you are interested in receiving further correspondence regarding this RFQ will be required to complete a free registration using BidNet. Your proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835- 4603 option #2. The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. Specification packages and additional information may be obtained at the City's BidNet website at www.BidSync.com. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager 2 City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Valerie Mercado <valerie@nobleproductionsllc.com> Sent:Thursday, March 13, 2025 6:57 PM To:Clancy, Daniel; Szentesi, Whit Subject:Re: RFQ for Communications Services (including video and photography) This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Thank You for this. Valerie Mercado Noble Productions President & CEO Executive Producer/Director/Host Mobile: 805-260-4766 Email: valerie@nobleproductionsllc.com Please follow me on Instagram and Facebook! Visit Our Work on Youtube Additional Affiliations: Everything Central Coast Podcast Central Coast Now Central Coast Events Services:  Video Production/Live Streaming  TV & Radio Ads  Digital Marketing  Social Media Management  Public Relations/Marketing Consultant  Advertising Agency  Media Placement  Event Promotions  Graphic Design  Content Creation; Reels  Marketing Manager  Networking Dynamo Office Address: 649 Dolliver St., Pismo Beach CA 93449 2 The material contained in this email may be confidential, and may also be the subject of copyright and/or privileged information. If you are not the intended recipient, any use, disclosure or copying of this document is prohibited. If you have received this document in error, please advise the sender and delete the document. This email communication does not create or vary any contractual relationship between Noble Productions and you. Internet communications are not secure and accordingly Noble Productions does not accept any legal liability for the contents of this message. Please note that neither Noble Productions nor the sender accepts any responsibility for viruses and it is your responsibility to scan the email and any attachments. On Thursday, March 13, 2025 at 02:58:20 PM PDT, Szentesi, Whit <wszentes@slocity.org> wrote: Good afternoon! I’m reaching out to inform you that the City of San Luis Obispo has issued a Request for Qualifications (RFQ) for Communicati ons Services, including marketing, PR, videography, or photography services. The notice was issued earlier today and can be found on bidnetdirect.com (see: https://www.bidnetdirect.com/california/solicitations/open-bids/RFQ-for-on-call-Consulting-for- Communications-Marketing-Public-Relations/0000379964?purchasingGroupId=88020151&origin=2 ). If you are interested in receiving further correspondence regarding this RFQ, you will be required to complete a free registration using BidNet. All proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835-4603 option #2.) The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401 . Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org 3 Stay connected with the City by signing up for e-notifications To help protect your privacy, Microsoft Office prevented automatic download of this picture from the Internet. Virus-free.www.avg.com 1 From:Szentesi, Whit Sent:Thursday, March 13, 2025 2:30 PM To:Jacob Green Subject:RE: RFQ for Communications Services (including video and photography) You’re welcome! সহ঺঻ Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager Top 5 Strengths: Activator, Communication, Achiever, Learner, Strategic E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications Do you need communications support? My team is here to support you with your public communications needs. Whether you need help with strategic communications planning, content development or production, or something else, please submit a KBOX ticket and fill out the form to get your request in the queue. Not sure what you need? Visit the City’s Communications Program Sharepoint page for tips and tricks, guides, and helpful resources. From: Jacob Green <jacob@jacobgreenandassociates.com> Sent: Thursday, March 13, 2025 2:29 PM To: Szentesi, Whit <wszentes@slocity.org> Subject: RE: RFQ for Communications Services (including video and photography) This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Thank you Whit! Jacob Green President/CEO (909) 238-8536 Jacob@JacobGreenAndAssociates.com www.JacobGreenAndAssociates.com From: Szentesi, Whit <wszentes@slocity.org> Sent: Thursday, March 13, 2025 2:24 PM To: Clancy, Daniel <dclancy@slocity.org> Subject: RFQ for Communications Services (including video and photography) 2 Good afternoon! I’m reaching out because you have worked with the City in the past and I wanted to let you know that we have issued a Request for Qualifications (RFQ) for Communications Services (including marketing, PR, videography, or photography services). The notice was issued earlier today and can be found on bidnetdirect.com (see: https://www.bidnetdirect.com/california/solicitations/open-bids/RFQ-for-on-call-Consulting-for-Communications- Marketing-Public-Relations/0000379964?purchasingGroupId=88020151&origin=2 ). If you are interested in receiving further correspondence regarding this RFQ will be required to complete a free registration using BidNet. Your proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835- 4603 option #2. The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. Specification packages and additional information may be obtained at the City's BidNet website at www.BidSync.com. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Szentesi, Whit Sent:Thursday, March 13, 2025 2:58 PM To:Clancy, Daniel Subject:RFQ for Communications Services (including video and photography) Good afternoon! I’m reaching out to inform you that the City of San Luis Obispo has issued a Request for Qualifications (RFQ) for Communications Services, including marketing, PR, videography, or photography services. The notice was issued earlier today and can be found on bidnetdirect.com (see: https://www.bidnetdirect.com/california/solicitations/open- bids/RFQ-for-on-call-Consulting-for-Communications-Marketing-Public- Relations/0000379964?purchasingGroupId=88020151&origin=2 ). If you are interested in receiving further correspondence regarding this RFQ, you will be required to complete a free registration using BidNet. All proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835- 4603 option #2.) The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Szentesi, Whit Sent:Thursday, March 13, 2025 4:50 PM To:Ben Ferguson; Clancy, Daniel Subject:RE: RFQ for Communications Services (including video and photography) Hi Ben, This is not for any specific project at this point. If you submit your qualifications, your business will be considered for a non-exclusive, five-year on-call contract. Consultants who qualify will be placed on a list of on-call consultants for each area of expertise. While placement on the list is not a guarantee of work, businesses on the list are more likely to work with the City on special projects that require communications support – such as video production services, social media marketing, graphic design, content creation, etc. We operate on a fiscal year budget, so I’m hoping to have the on-call agreements signed and ready to go before July 1, 2025. Requests for work or purchase orders will only start after that. I’m happy to answer any other questions you might have. Also, more details can be found in the RFQ posted to the BidNet website. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager Top 5 Strengths: Activator, Communication, Achiever, Learner, Strategic E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications Do you need communications support? My team is here to support you with your public communications needs. Whether you need help with strategic communications planning, content development or production, or something else, please submit a KBOX ticket and fill out the form to get your request in the queue. Not sure what you need? Visit the City’s Communications Program Sharepoint page for tips and tricks, guides, and helpful resources. From: Ben Ferguson <ben@chroniclecreative.co> Sent: Thursday, March 13, 2025 4:30 PM To: Szentesi, Whit <wszentes@slocity.org>; Clancy, Daniel <dclancy@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Whit and Daniel, Thank you for your email. What type of project would this be for and what specific qualifications are you looking for? 2 On Thu, Mar 13, 2025 at 2:58 PM Szentesi, Whit <wszentes@slocity.org> wrote: Good afternoon! I’m reaching out to inform you that the City of San Luis Obispo has issued a Request for Qualifications (RFQ) for Communications Services, including marketing, PR, videography, or photography services. The notice was issued earlier today and can be found on bidnetdirect.com (see: https://www.bidnetdirect.com/california/solicitations/open-bids/RFQ-for-on-call-Consulting-for- Communications-Marketing-Public-Relations/0000379964?purchasingGroupId=88020151&origin=2 ). If you are interested in receiving further correspondence regarding this RFQ, you will be required to complete a free registration using BidNet. All proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835-4603 option #2.) The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org 3 Stay connected with the City by signing up for e-notifications -- Ben Ferguson Video Producer chroniclefilms.io vimeo.com/chroniclefilms +1 805 539 5906 1 From:Todd Peterson <todd@redcanary.tv> Sent:Friday, March 14, 2025 10:13 AM To:Szentesi, Whit Subject:Re: RFQ for Communications Services (including video and photography) This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Whit, Was just re-watching that Team Relate video you helped out with a number of years ago. That was pretty awesome. You know I did something like this RFQ about three years ago. Filled out a lot of forms, purchased a bunch of insurance to fulfill the city requirements and never got any calls or messages about potential projects. Wonder if I did something wrong setting it up? Kind of hard to be motivated to go through the process again... Thanks, Todd On Mar 13, 2025, at 2:57 PM, Szentesi, Whit <wszentes@slocity.org> wrote: Good afternoon! I’m reaching out to inform you that the City of San Luis Obispo has issued a Request for Qualifications (RFQ) for Communications Services, including marketing, PR, videography, or photography services. The notice was issued earlier today and can be found on bidnetdirect.com (see:https://www.bidnetdirect.com/california/solicitations/open-bids/RFQ-for-on- call-Consulting-for-Communications-Marketing-Public- Relations/0000379964?purchasingGroupId=88020151&origin=2 ). If you are interested in receiving further correspondence regarding this RFQ, you will be required to complete a free registration using BidNet. All proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835-4603 option #2.) The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to theDepartment of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. Thanks, Whit 2 Whit Szentesi pronouns she/her/hers Public Communications Manager <image001.png> City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org <image002.png><image003.png><image004.png><image005.png><image006.png> Stay connected with the City by signing up for e-notifications 1 From:Szentesi, Whit Sent:Friday, March 14, 2025 3:17 PM To:Dennis Cc:Clancy, Daniel Subject:RE: RFQ for Communications Services (including video and photography) Awesome! Thank you, Dennis! Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager Top 5 Strengths: Activator, Communication, Achiever, Learner, Strategic E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications Do you need communications support? My team is here to support you with your public communications needs. Whether you need help with strategic communications planning, content development or production, or something else, please submit a KBOX ticket and fill out the form to get your request in the queue. Not sure what you need? Visit the City’s Communications Program Sharepoint page for tips and tricks, guides, and helpful resources. From: Dennis <dennis@studio101west.com> Sent: Friday, March 14, 2025 3:05 PM To: Szentesi, Whit <wszentes@slocity.org> Cc: Clancy, Daniel <dclancy@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Whitney, Thanks for the notice. I’ve always had a great experience working with the city of SLO and would love to continue that. I'm on BidNet and will be submitting my bid in the next day or so. Let me know if you need anything else from me. Thanks, Dennis Swanson 2 Dennis Swanson, Photographer Studio101West.com mobile: +1 805-460-6300 Providing exceptional quality photography for the Central Coast since 1988. On Mar 13, 2025, at 2:24 PM, Szentesi, Whit <wszentes@slocity.org> wrote: Good afternoon! I’m reaching out because you have worked with the City in the past and I wanted to let you know that we have issued a Request for Qualifications (RFQ) for Communications Services (including marketing, PR, videography, or photography services). The notice was issued earlier today and can be found on bidnetdirect.com (see:https://www.bidnetdirect.com/california/solicitations/open-bids/RFQ-for-on- call-Consulting-for-Communications-Marketing-Public- Relations/0000379964?purchasingGroupId=88020151&origin=2 ). If you are interested in receiving further correspondence regarding this RFQ will be required to complete a free registration using BidNet. Your proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835-4603 option #2. The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. Specification packages and additional information may be obtained at the City's BidNet website at www.BidSync.com. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager <image001.png> City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org <image002.png><image003.png><image004.png><image005.png><image006.png> Stay connected with the City by signing up for e-notifications 1 From:Dennis <dennis@studio101west.com> Sent:Friday, March 14, 2025 3:05 PM To:Szentesi, Whit Cc:Clancy, Daniel Subject:Re: RFQ for Communications Services (including video and photography) This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Whitney, Thanks for the notice. I’ve always had a great experience working with the city of SLO and would love to continue that. I'm on BidNet and will be submitting my bid in the next day or so. Let me know if you need anything else from me. Thanks, Dennis Swanson Dennis Swanson, Photographer Studio101West.com mobile: +1 805-460-6300 Providing exceptional quality photography for the Central Coast since 1988. On Mar 13, 2025, at 2:24 PM, Szentesi, Whit <wszentes@slocity.org> wrote: Good afternoon! I’m reaching out because you have worked with the City in the past and I wanted to let you know that we have issued a Request for Qualifications (RFQ) for Communications Services (including marketing, PR, videography, or photography services). The notice was issued earlier today and can be found on bidnetdirect.com (see:https://www.bidnetdirect.com/california/solicitations/open-bids/RFQ-for-on- call-Consulting-for-Communications-Marketing-Public- Relations/0000379964?purchasingGroupId=88020151&origin=2 ). If you are interested in receiving further correspondence regarding this RFQ will be required to complete a free registration using BidNet. Your proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835-4603 option #2. The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. 2 Specification packages and additional information may be obtained at the City's BidNet website at www.BidSync.com. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager <image001.png> City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org <image002.png><image003.png><image004.png><image005.png><image006.png> Stay connected with the City by signing up for e-notifications 1 From:Jeffery Szytel <jszytel@wsc-inc.com> Sent:Monday, March 17, 2025 2:13 PM To:Floyd, Aaron Subject:SLO on-call for Marketing, PR, Comms Support Attachments:RFQ On-Call Communications Support 2025.pdf This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Aaron, We’re evaluating this opportunity, and I wanted to see if you were aware of it. Do you anticipate this contract supporting Utilities, and if so, would you like to have access to WSC through a contract like this? Any insight you can oƯer would be appreciated. I hope all is well. Thank you, Jeffery Szytel PE MS MBA Founder & CEO jszytel@wsc-inc.com C: 619.807.8398 betterwaterfuture.com The City of San Luis Obispo is committed to including disabled persons in all of our services, programs and activities. Telecommunications Device for the Deaf (805) 781-7410. Notice Requesting Qualifications (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services. The City of San Luis Obispo requests proposals from qualified vendors to furnish Marketing, Public Relations, Videography, or Photography Services. All firms interested in receiving further correspondence regarding this Request for Qualifications (RFQ) must complete a free registration using BidNet (www.bidnetdirect.com). All proposals must be submitted to BidNet at or before 3:00 PM on April 7, 2025, when they are opened electronically on BidNet. The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. Project packages and additional information may be obtained at the City’s BidNet website at www.bidnetdirect.com/california/cityofsanluisobispo. Contact Dan Clancy at dclancy@slocity.org, or Whitney Szentesi at wszentes@slocity.org for additional information. For technical help with BidNet Sync please contact BidNet tech support at 800-835-4603. TABLE OF CONTENTS A. Scope of Work……………………………………………………………………………………………………………………..1 B. Project Schedule………………………………………………………………………………………………………………….2 C. General Terms……………………………………………………………………………………………………………………..3 D. Special Terms……………………………………………………………………………………………………………………….4 E. Submittal Content………………………………………………………………………………………………………………..5 F. Additional Services……………………………………………………………………………………………………………….5 G. Selection Process………………………………………………………………………………………………………………….6 H. Additional Terms and Conditions………………………………………………………………………………………….6 I. Additional Considerations…………………………………………………………………………………………………….7 J. Proposal Submittal Form………………………………………………………………………………………………………9 K. References…………………………………………………………………………………………………………………………..10 L. Statement of Past Contract Disqualifications……………………………………………………………………….12 Exhibit A: Contract Form - 1 - A. SCOPE OF WORK The City of San Luis Obispo ("City") seeks qualifications for services to support public communications and enhance community outreach and engagement. I. GENERAL The goal is to ensure mutually beneficial, two-way communication with external (such as residents, non- profit service providers, business owners and operators, business community representatives, other governmental agencies, among others) and internal audiences about City issues and services, leading to a more responsive government and a high level of public confidence. The expected outcome is higher community satisfaction with City communication. Currently, the use of contract services helps to streamline the City’s communication processes to get important information to community members more quickly and, internally, to ensure effective and efficient exchange of information between City departments and employees. The focus of the consultant work will continue to be on communication planning, content creation, community and media outreach training, strategic communications counsel, and support on emergent communications issues as needed, and in a way that aligns with the City’s official Public Engagement and Noticing Manual. If selected to provide on-call consulting services, the Consultant will be expected to sign a service provider agreement with the City. For this agreement or any subsequential amendments, the Consultant will work with a single point of contact in the City’s Administration Department, such as the Public Communications Manager or their designee. While there, once placed on the City’s on-call service provider list, the Consultant will have the opportunity to work with the City on a project-by-project basis. The Consultant will have a single point of contact per project and will be provided with a sample scope of work; however, the final scopes of work will be determined with the selected Consultant as part of any contract during negotiations. II. SAMPLE SCOPE OF WORK 1. Strategic public outreach, information and engagement planning 2. Public information distribution 3. Emergency or crisis communications services 4. Brand awareness strategies 5. Media planning and buying 6. Content creation for smaller assignments, including a. Graphic design b. Website content design c. Social media content production d. Video and photography production e. Key messages development f. Speechwriting and editorial content g. Media relations and news releases h. Informational, educational, social media posts i. Special event planning and promotions 7. Construction project information facilitation 8. Public engagement and information gathering - 2 - B. PROJECT SCHEDULE Advertise RFQ March 13, 2025 Question / Answer Deadline March 31, 2025 Closing of RFQ April 7, 2025, at 3 PM Interviews Week of April 7th Award Contracts By April 21, 2025 C. GENERAL TERMS AND CONDITIONS PROPOSAL REQUIREMENTS 1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal (bidder) shall meet all the terms, and conditions of the Request for Qualifications (RFQ) project package. By virtue of its proposal submittal, the bidder acknowledges agreement with and acceptance of all provisions of the RFQ specifications. 2. Proposal Submittal. Each proposal must be submitted on the form(s) provided in the specifications and accompanied by any other required submittals or supplemental materials. Proposal documents shall be submitted electronically via BidNet. However, if you can’t submit it electronically, please email a copy to the contacts listed in the RFQ package, if you can’t email it, please send a copy in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. To guard against premature opening, the proposal should be clearly labeled with the proposal title, project number, name of bidder, and date and time of proposal opening. 3. Insurance Certificate. Each proposal must include a certificate of insurance showing: a. The insurance carrier and its A.M. Best rating. b. Scope of coverage and limits. c. Deductibles and self-insured retention. The purpose of this submittal is to generally assess the adequacy of the bidder’s insurance coverage during proposal evaluation; as discussed under paragraph 12 below, endorsements are not required until contract award. The City’s insurance requirements are detailed in Exhibit C to the Agreement (Exhibit A to the RFQ) 4. Proposal Quotes and Unit Price Extension. The hourly rates and/or lump sum prices quoted by the bidder must be entered in figures in the spaces provided on the Proposal Submittal Form(s). Any lump sum bid shall be stated in figures. The Proposal Submittal Form(s) must be totally completed. If the unit price and the total amount stated by any bidder for any item are not in agreement, the unit price alone will represent the bidder’s intention, and the proposal total will be corrected to conform to the specified unit price. 5. Proposal Withdrawal and Opening. A bidder may withdraw its proposal, without prejudice before the time specified for the proposal opening, by submitting a written request to the Director of - 3 - Finance for its withdrawal, in which event the proposal will be returned to the bidder unopened. No proposal received after the time specified or at any place other than that stated in the “Notice Inviting Bids/Requesting Proposals” will be considered. 6. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed to make or file, or to be interested as the primary submitter in more than one proposal, except an alternative proposal when specifically requested; however, an individual or business entity that has submitted a sub-proposal to a bidder submitting a proposal, or who has quoted prices on materials to such bidder, is not thereby disqualified from submitting a sub-proposal or from quoting prices to other bidders submitting proposals. 7. Communications. All timely requests for information submitted in writing will receive a written response from the City and all questions and answers on the bid shall be posted publicly on BidNet. Telephone communications with City staff are not encouraged but will be permitted. However, any such oral communication shall not be binding on the City. CONTRACT AWARD AND EXECUTION 8. Proposal Retention and Award. The City reserves the right to retain all proposals for a period of 60 days for examination and comparison. The City also reserves the right to waive non-substantial irregularities in any proposal, to reject any or all proposals, to reject or delete one part of a proposal, and to accept the other, except to the extent that proposals are qualified by specific limitations. See the “special terms and conditions” of these specifications for proposal evaluation and contract award criteria. 9. Competency and Responsibility of Bidder. The City reserves full discretion to determine the competence and responsibility, professionally and/or financially, of bidders. Bidders will provide, in a timely manner, all information that the City deems necessary to make such a decision. 10. Contract Requirement. The bidder to whom the award is made (Consultant) shall execute a written contract with the City within ten (10) calendar days after notice of the award. The contract shall be made in the form adopted by the City and incorporated in these specifications. CONTRACT PERFORMANCE 11. The City’s contract terms and conditions that Consultant will be expected to execute and be bound by are attached hereto as Exhibit A. D. SPECIAL TERMS AND CONDITIONS 1. Contract Award. On-Call contracts will be awarded to the most qualified bidders that, in the City’s sole discretion in accordance with the Proposal Evaluation and Selection criteria set forth herein (if applicable), provides the best proposal. 2. Sales Tax Reimbursement. For sales occurring within the City of San Luis Obispo, the City receives sales tax revenues. Therefore, for bids from retail firms located in the City at the time of proposal closing for which sales tax is allocated to the City, 1% of the taxable amount of the bid will be deducted from the proposal by the City in calculating and determining the most qualified lowest cost bidder. - 4 - 3. Labor Actions. In the event that the successful proposer is experiencing a labor action at the time of contract award (or if its suppliers or sub-consultants are experiencing such a labor action), the City reserves the right to declare said proposer is no longer the most qualified, responsive proposer and to accept the next acceptable proposal from a proposer that is not experiencing a labor action, and to declare it to be the most qualified, responsive proposer. 5. Contract Term. The supplies or services identified in this specification will be used by the City for five (5) years for on-call communications services. The prices quoted for these items must be valid for the entire period indicated above unless otherwise conditioned by the proposer in its proposal. 6. Supplemental Purchases Supplemental purchases may be made from the successful proposer during the contract term in addition to the items listed in the Detail Proposal Submittal Form. For these supplemental purchases, the proposer shall not offer prices to the City in excess of the amounts offered to other similar customers for the same item. If the proposer is willing to offer the City a standard discount on all supplemental purchases from its generally prevailing or published price structure during the contract term, this offer and the amount of discount on a percentage basis should be provided with the proposal submittal. 7. Non-Exclusive Contract. The City reserves the right to purchase the items listed in the Detail Proposal Submittal Form, as well as any supplemental items, from other vendors during the contract term. 8. Unrestrictive Brand Names. Any manufacturer's names, trade names, brand names or catalog numbers used in the specifications are for the purpose of describing and establishing general quality levels. Such references are not intended to be restrictive. Proposals will be considered for any brand that meets or exceeds the quality of the specifications given for any item. In the event an alternate brand name is proposed, supplemental documentation shall be provided demonstrating that the alternate brand name meets or exceeds the requirements specified herein. The burden of proof as to the suitability of any proposed alternatives is upon the proposer, and the City shall be the sole judge in making this determination. 9. Delivery. Prices quoted for all supplies or equipment to be provided under the terms and conditions of this RFQ package shall include delivery charges, if applicable, to be delivered F.O.B. San Luis Obispo by the successful proposer and received by the City within 90 days after authorization to proceed by the City. 10. Submittal of References. Each proposer shall submit a statement of qualifications and references on the form provided in the RFQ package. 11. Statement of Contract Disqualifications. Each proposer shall submit a statement regarding any past governmental agency bidding or contract disqualifications on the form provided in the RFQ package. - 5 - E. SUBMITTAL CONTENT 1. Letter of Interest (5-page maximum). Please include in the submittal a letter introducing the Consultant and expressing the Consultant's interest in being considered for on-call consulting services, clearly identifying the applicable sub-area(s) of interest. The letter of interest should also include the following: a. Provide the name of the entity, its mailing address, telephone, email, and facsimile number. Please describe the organization. b. Indicate that the Consultant has the availability and time to dedicate the personnel and resources necessary to provide on-call consulting services. Indicate the intention of the Consultant to adhere to the provisions described in the RFQ. c. Please identify the contact person responsible for the submittal, specifying the name, title, and contact information. d. Please note that the person signing the letter of interest must be a legal representative of the Consultant authorized to bind the Consultant to an agreement in the event of an award. 2. Relevant Experience of Key Personnel and the Firm (10-page maximum). a. Key Personnel Experience. The submittal must identify the key personnel that is to be assigned if awarded a contract, detailing their qualifications, areas of expertise, a summary of their past experience performing similar services for other jurisdictions, and a resume of each key personnel, including experience working with City staff, local Sa n Luis Obis po community groups and decision-makers, and regional partner agencies. b. Firm Experience. The submittal must describe the Firm's pertinent project experience, including a list of performed relevant projects, past performance, individual or team accomplishments, and examples of similar work for San Luis Obispo or neighboring jurisdictions in California, including experience working with City staff, local San Luis Obispo community groups and decision-makers, and regional partner agencies. c. General Firm Information. General firm information including the number of employees, location of firm headquarters, branch offices, and the number of years in business may also be provided. Please note that general firm information is not a substitute for the specific information requested in sections a and b above. 3. Fee Structure. Please include a clear and comprehensive fee schedule, including a detailed statement of hourly rates for all positions and classifications of individuals involved and reimbursable expenses. Please also include the rates for a project-by-project basis, as noted in the Sample Scope of Work above. 4. Client References. Consultants must provide a minimum of three (3) client references. F. ADDITIONAL SERVICES If there are related services not otherwise identified in the City's RFQ, the Proposer may offer those to the City. Proposals are not required to address any additional services in order to be considered an acceptable proposal. However, the final selection of the successful Proposer may be based on the desirability of the additional services offered. - 6 - G. SELECTION PROCESS Submittals received by the deadline will be reviewed by a selection panel comprised of City staff who have relevant knowledge and experience. The panel will score the proposals based upon the qualification materials submitted according to the following criteria: 1. Letter of Interest. Availability demonstrated the capacity and qualifications necessary to provide the consulting services specified in the RFQ. Ability to meet standard City contract and insurance requirements. 2. Relevant Experience. a. Demonstrated ability, based on consultant experience and specific experience of key personnel, to provide technical assistance on the types of tasks listed in the RFQ. b. Expertise. Consultants should have an area of expertise but need not necessarily be experts in every task in each sub-area to achieve a favorable score. For example, a Consultant may be an expert in video production services only and still could achieve a favorable score. c. Prior experience, including the ability to work with City staff, local San Luis Obispo community groups and decision-makers, and regional partner agencies. (30 Points Maximum) 3. Responsiveness to the RFQ. Presentation, completeness, and clarity of information provided. 4. Fee Structure. The Consultant's cost competitiveness and reasonableness. (20 Points Maximum) 5. Client References. (Pass/Fail) The submittals will be scored on a zero to 100-point scale, excluding bonus points. Consultants who qualify will be placed on the list of qualified on-call consultants for each subarea. Placement on the list of qualified on-call consultants is not a guarantee of work and does not constitute a commitment by the City to enter into a contract with the Consultant. As appropriate, the City may conduct an additional competitive process (e.g., solicit bids or issue Requests for Proposals) prior to awarding contracts. The City anticipates that all services will be on an as-needed or on-call basis. H. ADDITIONAL TERMS AND CONDITIONS A. Nondiscrimination. The City will not discriminate against any interested consultant on the grounds of race, religious creed, color, national origin, ancestry, handicap, disability, marital status, pregnancy, sex, age, or sexual orientation. B. City's Right to Modify RFQ. The City reserves the right at its sole discretion to modify this RFQ (including but not limited to the selection criteria) should the City deem that it is in its best interests to do so. Any changes to the proposal requirements will be made by written addendum. The failure of a consultant to read the latest addendums shall have no effect on the validity of such modification. C. City's Right to Cancel RFQ. The City reserves the right at its sole discretion to cancel this RFQ in part or in its entirety should the City deem that it is in the City's best interests to do so. D. City's Right to Reject All Submittals. The City reserves the right, in its sole discretion, to reject all submittals should the City deem that it is in its best interests to do so. - 7 - E. City's Right to Extend RFQ Deadlines. The City reserves the right to extend the deadline for submittals by written addendum should the City deem that it is in its best interests to do so. F. City Right to Negotiate With Consultants. The City reserves the right to negotiate with the consultants on the list of qualified on-call consultants regarding their exceptions to the standard service provider agreement, if any, or regarding other price and terms in their submittals and to require the selected Consultant to submit such technical, price, or other revisions of their submittals as may result from negotiations. G. Standard Form Service Provider Contract. Consultants acknowledge that placement on the list of qualified on-call consultants does not commit the City to award a contract. For any project, the City reserves the right to award a contract to consultants (1) that are on the list of qualified on- call consultants; (2) that have an existing contract with the City, or (3) that are selected through a separate competitive process. Consultants on the list of qualified on-call consultants who are awarded a contract will be expected to sign a service provider agreement with the City. The standard service provider agreement and associated insurance requirements are attached as Attachment B. Comments or exceptions, if any, to the standard service provider agreement and/or insurance requirements must be noted in the Letter of Interest. It is understood that consultants have reviewed the service provider agreement (Attachment B) and will take exception only to those items identified in their Letter of Interest. Neither review of the submittal by the City nor placement on the list of qualified on-call consultants constitutes an acceptance by the City of the Proposer's recommended changes to the service provider agreement. If there are any concerns or proposed exceptions requested to the standard service provider agreement, these issues will be discussed at the time the City awards a contract, if any. H. Cost of Submittals. All costs incurred during submittal preparation or in any way associated with the Consultant's preparations or submission shall be the sole responsibility of the Consultant. I. Liability for Submittal Errors. Consultants are liable for all errors and omissions contained in their submittals. J. Permits and Licenses. Consultants, at their sole expense, shall obtain and maintain during the term of any agreement all appropriate permits, certificates, and licenses including, but not limited to, a City Business License, which will be required in connection with the performance of on-call consulting services. I. ADDITIONAL CONSIDERATIONS AND ASSUMPTIONS 1. All works submitted to and accepted by the City must be an original piece created by the Consultant. 2. All works submitted by the Consultant must be in standard U.S. English and adhere to the Branding and Style Guide. 3. All works must be submitted in Microsoft Word format and include a headline pertaining to the work in bold. The work should appear in a non-bolded Calibri, 12-point font. - 8 - 4. The City reserves the right to use all submitted works in current and/or future forms of current media and/or media to be developed. - 9 - J: PROPOSAL SUBMITTAL FORM - Sample The undersigned declares that she or he: ◼ Has carefully examined [____________], which is hereby made a part of this proposal. ◼ Is thoroughly familiar with its contents. ◼ Is authorized to represent the proposing firm. ◼ Agrees to perform the work as set forth in this proposal. q Certificate of insurance attached; insurance company’s A.M. Best rating: __________________. Firm Name and Address Contact Phone Signature of Authorized Representative Date -10- K. REFERENCES Number of years engaged in providing the services included within the scope of the specifications under the present business name: . Describe fully the last three contracts performed by your firm 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: Agency Name Contact Name Telephone & Email Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome Reference No. 2: Agency Name Contact Name Telephone & Email Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome -11- Reference No. 3 Agency Name Contact Name Telephone & Email Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome -12- L. STATEMENT OF PAST CONTRACT DISQUALIFICATIONS The proposer 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 ◼ If yes, explain the circumstances. Executed on at _______________________________________ under penalty of perjury of the laws of the State of California, that the foregoing is true and correct. ______________________________________ Signature of Authorized Proposer Representative -13- EXHIBIT A : FORM OF AGREEMENT CITY OF SAN LUIS OBISPO PROFESSIONAL SERVICES AGREEMENT This agreement (Agreement) is made and entered into in the City of San Luis Obispo on [DATE], by and between the City of San Luis Obispo, a municipal corporation and charter city (City) and [FILL] hereinafter referred to as Consultant (collectively referred to as the “Parties”). WITNESSETH: WHEREAS, on March 13, 2025, City requested qualifications for communications support services, (the “Project”); and WHEREAS, the City wants to engage Consultant for on-call, as-needed communication services (the “Services”); and WHEREAS, Consultant is qualified to perform this type of Services and has submitted a written proposal to do so, which has been accepted by City; and NOW, THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter contained, the Parties hereto agree as follows: 1. TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as first written above, for three years, with the option to extend for an additional two years. 2. INCORPORATION BY REFERENCE. Notice Requesting Qualifications for Communications Services and Consultant's proposal dated ________ are hereby incorporated in and made a part of this Agreement, attached as Exhibit A. The City’s insurance requirements are hereby incorporated in and made part of this Agreement, attached as Exhibit B. To the extent that there are any conflicts between the Consultant’s fees and scope of work and the City’s terms and conditions as stated herein, the City’s terms and conditions shall prevail unless specifically agreed otherwise in writing and signed by both Parties. 3. CITY’S OBLIGATIONS. For providing services as specified in this Agreement, and upon receipt of an invoice, City will pay and Consultant shall receive compensation as set forth in Consultant’s proposal and pursuant to the Payment Terms set forth in Exhibit B. 4. CONSULTANT’S OBLIGATIONS. For and in consideration of the payments and agreements herein before mentioned to be made and performed by City, Consultant agrees with City to do everything required by this Agreement including that work as set forth in Exhibit A. 5. PAYMENT OF TAXES. The contract prices shall include full compensation for all taxes that Consultant is required to pay. 6. LICENSES AND PERMITS. At all times during the term of this Agreement, Consultant shall have in full force and effect, all licenses required of it by law for the performance of the Services described -14- in this Agreement. The Consultant shall procure all permits and licenses, pay all charges and fees, and give all notices necessary under this Agreement. 7. COMPLIANCE WITH LAW. The Consultant shall keep itself informed of and shall observe and comply with all applicable State and Federal laws and regulations, and county and City of San Luis Obispo ordinances, regulations and adopted codes, which in any manner affect those employed by Consultant or in any way affect the performance of the Services pursuant to this Agreement. The City, and its officers and employees, shall not be liable at law or in equity occasioned by failure of the Consultant to comply with this Section. Failure to comply with local ordinances may result in monetary fines and cancellation of this Agreement. 8. COMPLIANCE WITH INDUSTRY STANDARD. Consultant shall provide services acceptable to City in strict conformance with the Agreement. Consultant shall also provide in accordance with the standards customarily called for under this Agreement using the degree of care and skill ordinarily exercised by reputable providers of such services. Where approval by the City, the City Manager, the Mayor, or other representative of City is required, it is understood to be general approval only and does not relieve Consultant of responsibility for complying with all applicable laws, codes, policies, regulations, and good business practices. 9. INDEPENDENT CONSULTANT. a. Consultant is and shall at all times remain as to the City a wholly independent Consultant. The personnel performing the Services under this Agreement on behalf of Consultant shall at all times be under Consultant's exclusive direction and control. Neither City nor any of its officers, employees, or agents shall have control over the conduct of Consultant or any of Consultant's officers, employees, or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the City. Consultant shall not incur or have the power to incur any debt, obligation, or liability whatsoever against City, or bind City in any manner. b. No employee benefits shall be available to Consultant in connection with the performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Consultant for performing the Services hereunder for City. City shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder. c. Consultant’s duties and services under this agreement shall not include preparing or assisting the public entity with any portion of the public entity’s preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with the public entity. The public entity entering this agreement shall at all times retain responsibility for public contracting, including with respect to any subsequent phase of this project. Consultant/Consultant’s participation in the planning, discussions, or drawing of project plans or specifications shall be limited to conceptual, preliminary, or initial plans or specifications. Consultant/Consultant shall cooperate with the public entity to ensure that all bidders for a subsequent contract on any subsequent phase of this project have access to the same information, including all conceptual, -15- preliminary, or initial plans or specifications prepared by Consultant pursuant to this agreement.” 10. PRESERVATION OF CITY PROPERTY. The Consultant shall provide and install suitable safeguards, approved by the City, to protect City property from injury or damage. If City property is injured or damaged resulting from Consultant’s operations, it shall be replaced or restored at Consultant’s expense. The City’s facilities shall be replaced or restored to a condition as good as when the Consultant began the work. 11. IMMIGRATION ACT OF 1986. The Consultant warrants on behalf of itself and all subConsultants engaged for the performance of the Services that only persons authorized to work in the United States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the Services hereunder. 12. NON-DISCRIMINATION. In the performance of the Services, the Consultant agrees that it will not engage in, nor permit such subConsultants as it may employ, to engage in discrimination in employment of persons because of age, race, color, sex, national origin or ancestry, sexual orientation, or religion of such persons. 13. PAYMENT TERMS. The City’s payment terms are 30 days from the receipt of an original invoice and acceptance by the City of the materials, supplies, equipment, or services provided by the Consultant (Net 30). Consultant will submit invoices monthly for actual services performed. Invoices shall be submitted on or about the first business day of each month, or as soon thereafter as practical, for services provided in the previous month. Final June invoices shall be received no later than the 5th business day of July to meet City fiscal year-end deadlines. Payment shall be made within thirty (30) days of receipt of each invoice as to all non -disputed fees. If the City disputes any of Consultant's fees it shall give written notice to Consultant within thirty (30) days of receipt of an invoice of any disputed fees set forth on the invoice. Any final payment under this Agreement shall be made within forty-five (45) days of receipt of an invoice, therefore. 14. INSPECTION. City shall at all times have the right to inspect the work being done under this Agreement and Consultant shall furnish City with every reasonable opportunity and assistance required for City to ascertain that the Services of the Consultant are being performed in accordance with the requirements and intentions of this Agreement. All work done, and all materials furnished, if any, shall be subject to the City’s inspection and approval. The inspection of such work shall not relieve Consultant of any of its obligations under the Agreement. 15. RELEASE OF INFORMATION. a. All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without City's prior written authorization. Consultant, its officers, employees, agents, or subConsultants, shall not, without written authorization from the City Manager or unless requested by the City Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this Agreement. Response to a subpoena or court order shall not be considered "voluntary" provided Consultant gives City notice of such court order or subpoena. b. Consultant shall promptly notify City should Consultant, its officers, employees, agents, or subConsultants be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions, or other -16- discovery request (“Discovery”), court order, or subpoena from any person or party regarding this Agreement, unless the City is a party to any lawsuit, arbitration, or administrative proceeding connected to such Discovery, or unless Consultant is prohibited by law from informing the City of such Discovery. City retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing, or similar proceeding as allowed by law. Unless City is a party to the lawsuit, arbitra tion, or administrative proceeding and is averse to Consultant in such proceeding, Consultant agrees to cooperate fully with City and to provide the opportunity to review any response to Discovery requests provided by Consultant. However, City's right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response. 16. OWNERSHIP OF DOCUMENTS. a. Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts, and other such information required by City that relate to the performance of the Services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of City or its designees at reasonable times to such books and records; shall give City the right to examine and audit said books and records; shall permit City to make transcripts or copies therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment. b. Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared in the course of providing the Services under this Agreement shall become the sole property of the City and may be used, reused, or otherwise disposed of by the City without the permission of the Consultant. With respect to computer files, Consultant shall make available to the City, at the Consultant's office and upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, transferring, copying and/or printing computer files. Consultant hereby grants to City all right, title, and interest, including any copyright, in and to the documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared by Consultant in the course of providing the Services under this Agreement. 17. INDEMNIFICATION AND DEFENSE. To the fullest extent permitted by law (including, but not limited to California Civil Code Sections 2782 and 2782.8), Consultant shall indemnify, defend, and hold harmless the City, and its elected officials, officers, employees, volunteers, and agents (“City Indemnitees”), from and against any and all causes of action, claims, liabilities, obligations, judgments, or damages, including reasonable legal counsels’ fees and costs of litigation (“claims”), arising out of the Consultant’s performance or Consultant’s failure to perform its obligations under this Agreement or out of the operations conducted by Consultant, -17- including the City’s passive negligence, except for such loss or damage arising from the sole or active negligence or willful misconduct of the City. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from Consultant’s performance of this Agreement, the Consultant shall provide a defense to the City Indemnitees or at the City’s option, reimburse the City Indemnitees the ir costs of defense, including reasonable legal fees, incurred in defense of such claims. The review, acceptance or approval of the Consultant’s work or work product by any indemnified party shall not affect, relieve or reduce the Consultant’s indemnification or defense obligations. This Section survives the completion of the services or the termination of this contract. The provisions of this section are not limited by and do not affect the provisions of this contract relating to insurance. Consultant’s indemnification obligations under this section extend to any claims arising out of or related to the negligence, recklessness, or willful misconduct of any sub-consultants/ subConsultants. 18. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE. a. The City may at any time, for any reason, with or without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon the Consultant at least thirty (30) days prior written notice. Upon receipt of said notice, the Consultant shall immediately cease all work under this Agreement, unless the notice provides otherwise. If the City suspends or terminates a portion of this Agreement such suspension or termination shall not make void or invalidate the remainder of this Agreement. b. In the event this Agreement is terminated pursuant to this Section, the City shall pay to Consultant the actual value of the work performed up to the time of termination, provided that the work performed is of value to the City. Upon termination of the Agreement pursuant to this Section, the Consultant will submit an invoice to the City pursuant to Section 14. 19. TERMINATION FOR CAUSE. If, during the term of the Agreement, the City determines the Consultant is not faithfully abiding by any term or condition contained herein, the City may notify the Consultant in writing of such defect or failure to perform. This notice must give the Consultant a ten (10) calendar day notice of time thereafter in which to perform said work or cure the deficiency. a. If the Consultant has not performed the work or cured the deficiency within the ten (10) days specified in the notice, such shall constitute a breach of the Agreement and the City may terminate the Agreement immediately by written notice to the Consultant to said effect (“Notice of Termination”). Thereafter, neither party shall have any further duties, obligations, responsibilities, or rights under the Agreement except to comply with the obligations upon termination. b. In said event, the Consultant shall be entitled to the reasonable value of its services performed from the beginning date in which the breach occurs up to the day it received the City’s Notice of Termination, minus any offset from such payment representing the City’s damages from such breach. “Reasonable value” includes fees or charges for goods or services as of the last milestone or task satisfactorily delivered or completed by the Consultant as may be set forth in the Agreement payment schedule; compensation for any other work or services performed or provided by the Consultant shall be based solely -18- on the City’s assessment of the value of the work-in-progress in completing the overall scope. c. The City reserves the right to delay such payment until completion or confirmed abandonment of the project, as may be determined in the City’s sole discretion, so as to permit a full and complete accounting of costs. In no event, however, shall the Consultant be entitled to receive in excess of the not to exceed amount shown in this Agreement. 20. INSURANCE. Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in Exhibit B attached to and made part of this Agreement. 21. BUSINESS LICENSE & TAX. The Consultant must have a valid City of San Luis Obispo business license & tax certificate before execution of the contract. Additional information regarding the City’s business tax program may be obtained by calling (805) 781-7134. 22. SAFETY PROVISIONS. The Consultant shall conform to the rules and regulations pertaining to safety established by OSHA and the California Division of Industrial Safety. 23. PUBLIC AND EMPLOYEE SAFETY. Whenever the Consultant operations create a condition hazardous to the public or City employees, it shall, at its expense and without cost to the City, furnish, erect and maintain such fences, temporary railings, barricades, lights, signs and other devices and take such other protective measures as are necessary to prevent accidents or damage or injury to the public and employees. 24. UNDUE INFLUENCE. Consultant declares and warrants that no undue influence or pressure was used against or in concert with any officer or employee of the City in connection with the award, terms or implementation of this Agreement, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the City has or will receive compensation, directly or indirectly, from Consultant, or from any officer, employee or agent of Consultant, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement. Violation of this Section shall be a material breach of this Agreement entitling the City to any and all remedies at law or in equity. 25. ASSIGNMENT. The Consultant shall not assign, transfer, convey or otherwise dispose of the contract, or its right, title or interest, or its power to execute such a contract to any individual or business entity of any kind without the previous written consent of the City. As required above, before retaining or contracting with any subConsultant for any services under this Agreement, City must consent to such assignment of performance in writing. For City to evaluate such proposed assignment, Consultant shall provide City with the identity of the proposed subConsultant, a copy of the proposed written contract between Consultant and such subConsultant, which shall include an indemnity provision similar to the one provided herein and identifying City as an indemnified party, or an incorporation of the indemnity provision provided herein, and proof that such proposed subConsultant carries insurance at least equal to that required by this Agreement or obtain a written waiver from City for such insurance. 26. AMENDMENT. Any amendment, modification, or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the appropriate review authority according to the City’s Financial Management Manual. Consultant shall not be compensated for any services rendered in connection with its performance of this Agreement which are in addition to those set forth herein, unless such additional services are authorized by the City in advance and in writing. -19- 27. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete Agreement between the Parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral Agreement, understanding, or representation be binding upon the Parties hereto. Each party is entering into this Agreement based solely upon the representations set forth herein and upon each party's own independent investigation of any and all facts such party deems material. 28. NOTICE. All notices to the Parties hereto under this Agreement shall be in writing and shall be sent either by (i) personal service, (ii) delivery by a reputable document delivery service, such as, but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) United States Mail, certified, postage prepaid, return receipt requested. All such notices shall be delivered to the addressee or addressed as set forth below: To City: Administration Department (Communications) City of San Luis Obispo 990 Palm St. San Luis Obispo, CA 93402 Attention: Whitney Szentesi (wszentes@slocity.org) To Consultant: Name Mailing Address 29. GOVERNING LAW. Any action arising out of this Agreement shall be brought in the Superior Court of San Luis Obispo County, California, regardless of where else venue may lie. The validity, interpretation, construction and performance of this Agreement, and all acts and transactions pursuant hereto and the rights and obligations of the Parties hereto shall be governed, construed and interpreted in accordance with the laws of the State of California, without giving effect to principles of conflicts of law. 30. AUTHORITY TO EXECUTE AGREEMENT. Both City and Consultant do covenant that each individual executing this Agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. -20- IN WITNESS WHEREOF, the Parties hereto have caused this instrument to be executed the day and year first above written. CITY CONSULTANT _______________________________ By: [Name] Its: [Title of City Manager or Department Head] _______________________________ By: [Name] Its: [Title] APPROVED AS TO FORM: _______________________________ By: J. Christine Dietrick, City Attorney -21- EXHIBIT C INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES Without limiting CONSULTANT’s indemnification of CITY, and prior to commencement of Work, CONSULTANT shall obtain, provide and maintain at its own expense during the term of this AGREEMENT, policies of insurance of the type and amounts described below, and in a form satisfactory to CITY. General liability insurance. CONSULTANT shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted. Automobile liability insurance. CONSULTANT shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with Work to be performed under this AGREEMENT, including coverage for any owned, hired, non-owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident. Workers’ compensation insurance. CONSULTANT shall maintain Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least $1,000,000). CONSULTANT shall submit to CITY, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of CITY, its officers, agents, employees, and volunteers. Umbrella or excess liability insurance. CONSULTANT shall obtain and maintain an umbrella or excess liability insurance policy with limits that will provide bodily injury, personal injury and property damage liability coverage at least as broad as the primary coverages set forth above, including commercial general liability, automobile liability, and employer’s liability. Such policy or policies shall include the following terms and conditions: • A drop-down feature requiring the policy to respond if any primary insurance that would otherwise have applied proves to be uncollectible in whole or in part for any reason; • Pay on behalf of wording as opposed to reimbursement; • Concurrency of effective dates with primary policies; • Policies shall “follow form” to the underlying primary policies; and • Insureds under primary policies shall also be insureds under the umbrella or excess policies. Proof of insurance. CONSULTANT shall provide certificates of insurance to CITY as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers’ compensation. Insurance certificates and endorsements must be approved by CITY’s R isk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with CITY at all times during the term of this contract. CITY reserves the right to require complete, certified copies of all required insurance policies, at any time. Duration of coverage. CONSULTANT shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the Work hereunder by CONSULTANT, his agents, representatives, employees or subconsultants. Primary/noncontributing. Coverage provided by CONSULTANT shall be primary and any insurance or self- insurance procured or maintained by CITY shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage -22- shall also apply on a primary and non-contributory basis for the benefit of CITY before the CITY’s own insurance or self-insurance shall be called upon to protect it as a named insured. CITY’s rights of enforcement. In the event any policy of insurance required under this AGREEMENT does not comply with these specifications or is canceled and not replaced, CITY has the right but not the duty to obtain the insurance it deems necessary, and any premium paid by CITY will be promptly reimbursed by CONSULTANT or CITY will withhold amounts sufficient to pay premium from CONSULTANT payments. In the alternative, CITY may cancel this AGREEMENT. Acceptable insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyholders’ Rating of A- (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by the CITY’s Risk Manager. Waiver of subrogation. All insurance coverage maintained or procured pursuant to this AGREEMENT shall be endorsed to waive subrogation against CITY, its elected or appointed officers, agents, officials, employees and volunteers or shall specifically allow CONSULTANT or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. CONSULTANT hereby waives its own right of recovery against CITY and shall require similar written express waivers and insurance clauses from each of its subconsultants. Enforcement of contract provisions (non estoppel). CONSULTANT acknowledges and agrees that any actual or alleged failure on the part of the CITY to inform CONSULTANT of non-compliance with any requirement imposes no additional obligations on the CITY nor does it waive any rights hereunder. Requirements not limiting. Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the CONSULTANT ma intains higher limits than the minimums shown above, the CITY requires and shall be entitled to coverage for the higher limits maintained by the CONSULTANT. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the CITY. Notice of cancellation. CONSULTANT agrees to oblige its insurance agent or broker and insurers to provide to CITY with a thirty (30) day notice of cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each required coverage. Additional insured status. General liability policies shall provide or be endorsed to provide that CITY and its officers, officials, employees, and agents, and volunteers shall be additional insureds under such policies. This provision shall also apply to any excess/umbrella liability policies. Prohibition of undisclosed coverage limitations. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to CITY and approved of in writing. Separation of insureds. A severability of interests provision must apply for all additional insureds ensuring that CONSULTANT’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the insurer’s limits of liability. The policy(ies) shall not contain any cross-liability exclusions. Pass through clause. CONSULTANT agrees to ensure that its subconsultants, subConsultants, and any other party involved with the project who is brought onto or involved in the project by CONSULTANT, provide the same minimum insurance coverage and endorsements required of CONSULTANT. CONSULTANT agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. CONSULTANT agrees that upon request, all agreements with consultants, subConsultants, and others engaged in the project will be submitted to CITY for review. -23- CITY’s right to revise specifications. The CITY reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the CONSULTANT ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the CONSULTANT, the CITY and CONSULTANT may renegotiate CONSULTANT’s compensation. Self-insured retentions. Any self-insured retentions must be declared to and approved by CITY. CITY reserves the right to require that self-insured retentions be eliminated, lowered, or replaced by a deductible. Self-insurance will not be considered to comply with these specifications unless approved by CITY. Timely notice of claims. CONSULTANT shall give CITY prompt and timely notice of claims made or suits instituted that arise out of or result from CONSULTANT’s performance under this AGREEMENT, and that involve or may involve coverage under any of the required liability policies. Additional insurance. CONSULTANT shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work. Verification of Coverage. Consultant shall furnish the City with a certificate of insurance showing maintenance of the required insurance coverage, as well as endorsements effecting general liability coverage. All endorsements are to be received and approved by the City before work commences. -24- 1 From:Jeffery Szytel <jszytel@wsc-inc.com> Sent:Monday, March 17, 2025 2:55 PM To:Floyd, Aaron Subject:RE: SLO on-call for Marketing, PR, Comms Support Got it, thanks for the quick reply, Aaron. We’ll keep up our due diligence. Jeffery Szytel PE MS MBA Founder & CEO jszytel@wsc-inc.com C: 619.807.8398 betterwaterfuture.com From: Floyd, Aaron <afloyd@slocity.org> Sent: Monday, March 17, 2025 2:27 PM To: Jeffery Szytel <jszytel@wsc-inc.com> Subject: RE: SLO on-call for Marketing, PR, Comms Support Hi Jeff, I wasn’t aware of the RFQ. It sounds like it’s something out of Admin. It wouldn’t specifically be something for us – but dependent upon the nature of the need, it could definitely be used by Utilities. If we had to do outreach on some technical area, WSC would be a benefit, but I’m not really sure what they have in mind for this. Aaron From: Jeffery Szytel <jszytel@wsc-inc.com> Sent: Monday, March 17, 2025 2:13 PM To: Floyd, Aaron <afloyd@slocity.org> Subject: SLO on-call for Marketing, PR, Comms Support This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Aaron, We’re evaluating this opportunity, and I wanted to see if you were aware of it. Do you anticipate this contract supporting Utilities, and if so, would you like to have access to WSC through a contract like this? Any insight you can oƯer would be appreciated. I hope all is well. Thank you, Jeffery Szytel PE MS MBA Founder & CEO jszytel@wsc-inc.com C: 619.807.8398 betterwaterfuture.com 1 From:Floyd, Aaron Sent:Monday, March 17, 2025 2:27 PM To:Jeffery Szytel Subject:RE: SLO on-call for Marketing, PR, Comms Support Hi Jeff, I wasn’t aware of the RFQ. It sounds like it’s something out of Admin. It wouldn’t specifically be something for us – but dependent upon the nature of the need, it could definitely be used by Utilities. If we had to do outreach on some technical area, WSC would be a benefit, but I’m not really sure what they have in mind for this. Aaron From: Jeffery Szytel <jszytel@wsc-inc.com> Sent: Monday, March 17, 2025 2:13 PM To: Floyd, Aaron <afloyd@slocity.org> Subject: SLO on-call for Marketing, PR, Comms Support This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Aaron, We’re evaluating this opportunity, and I wanted to see if you were aware of it. Do you anticipate this contract supporting Utilities, and if so, would you like to have access to WSC through a contract like this? Any insight you can oƯer would be appreciated. I hope all is well. Thank you, Jeffery Szytel PE MS MBA Founder & CEO jszytel@wsc-inc.com C: 619.807.8398 betterwaterfuture.com 1 From:Clara Eisinger <clara.eisinger@cmgalliance.com> Sent:Tuesday, March 18, 2025 1:57 PM To:Clancy, Daniel; Szentesi, Whit Cc:Mario Rojas; Rene Cota Subject:(RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Dan and Whitney, I have a couple of questions regarding the proposal forms for the RFQ for On-Call Consulting for Marketing, Public Relations, Videography, or Photography Services for the City of San Luis Obispo CS-01. Specifically, could you clarify whether J. Proposal Submittal Form is required? The document labels it as a "sample," so I wanted to confirm whether proposers are expected to complete and submit it or if it is simply a guideline for structuring the proposal. Additionally, will any pricing forms be provided? On page 2, the RFQ states, "The hourly rates and/or lump sum prices quoted by the bidder must be entered in figures in the spaces provided on the Proposal Submittal Form(s)." However, no such form appears to be included. Could you clarify how pricing should be formatted and submitted? I appreciate your time and guidance. Thank you in advance for your help, 1 From:dennis@studio101west.com Sent:Wednesday, March 19, 2025 8:56 AM To:Szentesi, Whit Cc:Clancy, Daniel Subject:Re: RFQ for Communications Services (including video and photography) FYI My bid was submitted this morning. Let me know if you need anything else from me. Best Regards, Dennis Swanson To help protect your priv To help protect your priv To help protect your priv To help protect your priv To help protect your priv To help protect your privacy, Microsoft Office prevented automatic download of this picture from the Internet. Dennis Swanson, Photographer Photography: Studio101West.com Design: Studio101WestDesign.com office: +1 805-460-6300 cell: +1 805-235-3801 Providing exceptional quality photography and graphic design for the Central Coast since 1988. On Mar 14, 2025, at 3:17 PM, Szentesi, Whit <wszentes@slocity.org> wrote: Awesome! Thank you, Dennis! Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager Top 5 Strengths: Activator, Communication, Achiever, Learner, Strategic E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications Do you need communications support? My team is here to support you with your public communications needs. Whether you need help with strategic communications planning, content development or production, or something else, please submit a KBOX ticket and fill out the form to get your request in the queue. Not sure what you 2 need? Visit the City’s Communications Program Sharepoint page for tips and tricks, guides, and helpful resources. From: Dennis <dennis@studio101west.com> Sent: Friday, March 14, 2025 3:05 PM To: Szentesi, Whit <wszentes@slocity.org> Cc: Clancy, Daniel <dclancy@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Whitney, Thanks for the notice. I’ve always had a great experience working with the city of SLO and would love to continue that. I'm on BidNet and will be submitting my bid in the next day or so. Let me know if you need anything else from me. Thanks, Dennis Swanson <image001.jpg> Dennis Swanson, Photographer Studio101West.com mobile: +1 805-460-6300 Providing exceptional quality photography for the Central Coast since 1988 . On Mar 13, 2025, at 2:24 PM, Szentesi, Whit <wszentes@slocity.org> wrote: Good afternoon! I’m reaching out because you have worked with the City in the past and I wanted to let you know that we have issued a Request for Qualifications (RFQ) for Communications Services (including marketing, PR, videography, or photography services). The notice was issued earlier today and can be found on bidnetdirect.com (see:https://www.bidnetdirect.com/california/solicitations/open- bids/RFQ-for-on-call-Consulting-for-Communications-Marketing-Public- Relations/0000379964?purchasingGroupId=88020151&origin=2 ). If you are interested in receiving further correspondence regarding this RFQ will be required to complete a free registration using BidNet. Your proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835- 4603 option #2. The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401 . 3 Specification packages and additional information may be obtained at the City's BidNet website at www.BidSync.com. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager <image001.png> City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org <image002.png><image003.png><image004.png><image005.png><image006.p ng> Stay connected with the City by signing up for e-notifications 1 From:Szentesi, Whit Sent:Wednesday, March 19, 2025 9:04 AM To:dennis@studio101west.com Cc:Clancy, Daniel Subject:RE: RFQ for Communications Services (including video and photography) Great, thank you, Dennis! From: dennis@studio101west.com <dennis@studio101west.com> Sent: Wednesday, March 19, 2025 8:56 AM To: Szentesi, Whit <wszentes@slocity.org> Cc: Clancy, Daniel <dclancy@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) FYI My bid was submitted this morning. Let me know if you need anything else from me. Best Regards, Dennis Swanson Dennis Swanson, Photographer Photography: Studio101West.com Design: Studio101WestDesign.com office: +1 805-460-6300 cell: +1 805-235-3801 Providing exceptional quality photography and graphic design for the Central Coast since 1988. On Mar 14, 2025, at 3:17 PM, Szentesi, Whit <wszentes@slocity.org> wrote: Awesome! Thank you, Dennis! Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager Top 5 Strengths: Activator, Communication, Achiever, Learner, Strategic 2 E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications Do you need communications support? My team is here to support you with your public communications needs. Whether you need help with strategic communications planning, content development or production, or something else, please submit a KBOX ticket and fill out the form to get your request in the queue. Not sure what you need? Visit the City’s Communications Program Sharepoint page for tips and tricks, guides, and helpful resources. From: Dennis <dennis@studio101west.com> Sent: Friday, March 14, 2025 3:05 PM To: Szentesi, Whit <wszentes@slocity.org> Cc: Clancy, Daniel <dclancy@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Whitney, Thanks for the notice. I’ve always had a great experience working with the city of SLO and would love to continue that. I'm on BidNet and will be submitting my bid in the next day or so. Let me know if you need anything else from me. Thanks, Dennis Swanson <image001.jpg> Dennis Swanson, Photographer Studio101West.com mobile: +1 805-460-6300 Providing exceptional quality photography for the Central Coast since 1988. On Mar 13, 2025, at 2:24 PM, Szentesi, Whit <wszentes@slocity.org> wrote: Good afternoon! I’m reaching out because you have worked with the City in the past and I wanted to let you know that we have issued a Request for Qualifications (RFQ) for Communications Services (including marketing, PR, videography, or photography services). The notice was issued earlier today and can be found on bidnetdirect.com (see:https://www.bidnetdirect.com/california/solicitations/open- bids/RFQ-for-on-call-Consulting-for-Communications-Marketing-Public- Relations/0000379964?purchasingGroupId=88020151&origin=2 ). 3 If you are interested in receiving further correspondence regarding this RFQ will be required to complete a free registration using BidNet. Your proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835- 4603 option #2. The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401 . Specification packages and additional information may be obtained at the City's BidNet website at www.BidSync.com. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager <image001.png> City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org <image002.png><image003.png><image004.png><image005.png><image006.p ng> Stay connected with the City by signing up for e-notifications 1 From:Clara Eisinger <clara.eisinger@cmgalliance.com> Sent:Wednesday, March 19, 2025 10:31 AM To:Clancy, Daniel Cc:Szentesi, Whit; Mario Rojas; Rene Cota Subject:Re: (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 Thank you! The linked image cannot be displayed. The file may have been moved, renamed, or deleted. Verify that the link points to the correct file and location. On Wed, Mar 19, 2025 at 1:27 PM Clancy, Daniel <dclancy@slocity.org> wrote: Hi Clara, You can use any format you’d like for your proposal; those are just general guidelines. In your proposal, please list your hourly rates for staff for the specific services you provide, Thanks, Dan From: Szentesi, Whit <wszentes@slocity.org> Sent: Wednesday, March 19, 2025 9:45 AM 2 To: Clara Eisinger <clara.eisinger@cmgalliance.com>; Clancy, Daniel <dclancy@slocity.org> Cc: Mario Rojas <mario.rojas@cmgalliance.com>; Rene Cota <rene.cota@cmgalliance.com> Subject: RE: (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 Hi Clara, I’m going to defer to Dan on that these questions. @Clancy, Daniel can you please advise? Thanks, Whit From: Clara Eisinger <clara.eisinger@cmgalliance.com> Sent: Tuesday, March 18, 2025 1:57 PM To: Clancy, Daniel <dclancy@slocity.org>; Szentesi, Whit <wszentes@slocity.org> Cc: Mario Rojas <mario.rojas@cmgalliance.com>; Rene Cota <rene.cota@cmgalliance.com> Subject: (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Dan and Whitney, I have a couple of questions regarding the proposal forms for the RFQ for On-Call Consulting for Marketing, Public Relations, Videography, or Photography Services for the City of San Luis Obispo CS-01. Specifically, could you clarify whether J. Proposal Submittal Form is required? The document labels it as a "sample," so I wanted to confirm whether proposers are expected to complete and submit it or if it is simply a guideline for structuring the proposal. Additionally, will any pricing forms be provided? On page 2, the RFQ states, "The hourly rates and/or lump sum prices quoted by the bidder must be entered in figures in the spaces provided on the Proposal Submittal Form(s)." However, no such form appears to be included. Could you clarify how pricing should be formatted and submitted? I appreciate your time and guidance. Thank you in advance for your help, 3 1 From:Szentesi, Whit Sent:Wednesday, March 19, 2025 9:45 AM To:Clara Eisinger; Clancy, Daniel Cc:Mario Rojas; Rene Cota Subject:RE: (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 Hi Clara, I’m going to defer to Dan on that these questions. @Clancy, Daniel can you please advise? Thanks, Whit From: Clara Eisinger <clara.eisinger@cmgalliance.com> Sent: Tuesday, March 18, 2025 1:57 PM To: Clancy, Daniel <dclancy@slocity.org>; Szentesi, Whit <wszentes@slocity.org> Cc: Mario Rojas <mario.rojas@cmgalliance.com>; Rene Cota <rene.cota@cmgalliance.com> Subject: (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Dan and Whitney, I have a couple of questions regarding the proposal forms for the RFQ for On-Call Consulting for Marketing, Public Relations, Videography, or Photography Services for the City of San Luis Obispo CS-01. Specifically, could you clarify whether J. Proposal Submittal Form is required? The document labels it as a "sample," so I wanted to confirm whether proposers are expected to complete and submit it or if it is simply a guideline for structuring the proposal. Additionally, will any pricing forms be provided? On page 2, the RFQ states, "The hourly rates and/or lump sum prices quoted by the bidder must be entered in figures in the spaces provided on the Proposal Submittal Form(s)." However, no such form appears to be included. Could you clarify how pricing should be formatted and submitted? I appreciate your time and guidance. Thank you in advance for your help, 2 1 From:Szentesi, Whit Sent:Wednesday, March 19, 2025 10:41 AM To:Clancy, Daniel; Clara Eisinger Cc:Mario Rojas; Rene Cota Subject:RE: (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 You may also list rates for a menu of services. For example, you could list a standard rate for a strategic communications plan, or other specific services you offer. Thanks, Whit From: Clancy, Daniel <dclancy@slocity.org> Sent: Wednesday, March 19, 2025 10:27 AM To: Szentesi, Whit <wszentes@slocity.org>; Clara Eisinger <clara.eisinger@cmgalliance.com> Cc: Mario Rojas <mario.rojas@cmgalliance.com>; Rene Cota <rene.cota@cmgalliance.com> Subject: RE: (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 Hi Clara, You can use any format you’d like for your proposal; those are just general guidelines. In your proposal, please list your hourly rates for staff for the specific services you provide, Thanks, Dan From: Szentesi, Whit <wszentes@slocity.org> Sent: Wednesday, March 19, 2025 9:45 AM To: Clara Eisinger <clara.eisinger@cmgalliance.com>; Clancy, Daniel <dclancy@slocity.org> Cc: Mario Rojas <mario.rojas@cmgalliance.com>; Rene Cota <rene.cota@cmgalliance.com> Subject: RE: (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 Hi Clara, I’m going to defer to Dan on that these questions. @Clancy, Daniel can you please advise? Thanks, Whit From: Clara Eisinger <clara.eisinger@cmgalliance.com> Sent: Tuesday, March 18, 2025 1:57 PM To: Clancy, Daniel <dclancy@slocity.org>; Szentesi, Whit <wszentes@slocity.org> Cc: Mario Rojas <mario.rojas@cmgalliance.com>; Rene Cota <rene.cota@cmgalliance.com> Subject: (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. 2 Hi Dan and Whitney, I have a couple of questions regarding the proposal forms for the RFQ for On-Call Consulting for Marketing, Public Relations, Videography, or Photography Services for the City of San Luis Obispo CS-01. Specifically, could you clarify whether J. Proposal Submittal Form is required? The document labels it as a "sample," so I wanted to confirm whether proposers are expected to complete and submit it or if it is simply a guideline for structuring the proposal. Additionally, will any pricing forms be provided? On page 2, the RFQ states, "The hourly rates and/or lump sum prices quoted by the bidder must be entered in figures in the spaces provided on the Proposal Submittal Form(s)." However, no such form appears to be included. Could you clarify how pricing should be formatted and submitted? I appreciate your time and guidance. Thank you in advance for your help, 1 From:Clancy, Daniel Sent:Wednesday, March 19, 2025 10:27 AM To:Szentesi, Whit; Clara Eisinger Cc:Mario Rojas; Rene Cota Subject:RE: (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 Hi Clara, You can use any format you’d like for your proposal; those are just general guidelines. In your proposal, please list your hourly rates for staff for the specific services you provide, Thanks, Dan From: Szentesi, Whit <wszentes@slocity.org> Sent: Wednesday, March 19, 2025 9:45 AM To: Clara Eisinger <clara.eisinger@cmgalliance.com>; Clancy, Daniel <dclancy@slocity.org> Cc: Mario Rojas <mario.rojas@cmgalliance.com>; Rene Cota <rene.cota@cmgalliance.com> Subject: RE: (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 Hi Clara, I’m going to defer to Dan on that these questions. @Clancy, Daniel can you please advise? Thanks, Whit From: Clara Eisinger <clara.eisinger@cmgalliance.com> Sent: Tuesday, March 18, 2025 1:57 PM To: Clancy, Daniel <dclancy@slocity.org>; Szentesi, Whit <wszentes@slocity.org> Cc: Mario Rojas <mario.rojas@cmgalliance.com>; Rene Cota <rene.cota@cmgalliance.com> Subject: (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Dan and Whitney, I have a couple of questions regarding the proposal forms for the RFQ for On-Call Consulting for Marketing, Public Relations, Videography, or Photography Services for the City of San Luis Obispo CS-01. Specifically, could you clarify whether J. Proposal Submittal Form is required? The document labels it as a "sample," so I wanted to confirm whether proposers are expected to complete and submit it or if it is simply a guideline for structuring the proposal. Additionally, will any pricing forms be provided? On page 2, the RFQ states, "The hourly rates and/or lump sum 2 prices quoted by the bidder must be entered in figures in the spaces provided on the Proposal Submittal Form(s)." However, no such form appears to be included. Could you clarify how pricing should be formatted and submitted? I appreciate your time and guidance. Thank you in advance for your help, 1 From:Szentesi, Whit Sent:Wednesday, March 19, 2025 9:51 AM To:sorr@wsc-inc.com Cc:Clancy, Daniel Subject:Re: RFQ for Communications Services Hi Sierra, Thank you for calling about the recent RFQ we posted. Yes, both the City’s Public Works Department and the Utilities Department use the list of on-call consultants we provide for various programs and projects, as their allocated budget allows. I’m including our Financial Analyst, Dan Clancy, here as well in case you have any further questions. Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Colleen Rosenthal <colleen@rosenthalphotography.com> Sent:Wednesday, March 19, 2025 6:23 PM To:Szentesi, Whit Subject:Re: RFQ for Communications Services (including video and photography) This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Ms Szentesi, Please pardon the delay in replying to your notice regarding bidnet. Work has been very busy here, and I am finally taking a moment to clarify some things. I am a bit confused. Do I need to re-register with the BidNet site? I registered a few years ago and have enjoyed working for a few city departments since I was put on an approved vendor list. And, in the past was directly contacted by the departments needing the photography. Has that all changed? Thank you Sincerely, Colleen Rosenthal On Thu, Mar 13, 2025 at 2:24 PM Szentesi, Whit <wszentes@slocity.org> wrote: Good afternoon! I’m reaching out because you have worked with the City in the past and I wanted to let you know that we have issued a Request for Qualifications (RFQ) for Communications Services (including marketing, PR, videography, or photography services). The notice was issued earlier today and can be found on bidnetdirect.com (see: https://www.bidnetdirect.com/california/solicitations/open-bids/RFQ-for-on-call- Consulting-for-Communications-Marketing-Public- Relations/0000379964?purchasingGroupId=88020151&origin=2 ). If you are interested in receiving further correspondence regarding this RFQ will be required to complete a free registration using BidNet. Your proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835-4603 option #2. The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. Specification packages and additional information may be obtained at the City's BidNet website at www.BidSync.com. 2 Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org Stay connected with the City by signing up for e-notifications -- Colleen Rosenthal Photography www.rosenthalphotography.com phone 805.550-2620 1 From:Colleen Rosenthal <colleen@rosenthalphotography.com> Sent:Thursday, March 20, 2025 2:57 PM To:Szentesi, Whit Subject:Re: RFQ for Communications Services (including video and photography) Hi Whit, Thanks for clarifying things! I could not find BidNet and I could find BidSynch in my records lol! I will just press on. Thanks! Colleen On Thu, Mar 20, 2025 at 7:48 AM Szentesi, Whit <wszentes@slocity.org> wrote: Hi Colleen, To clarify, we used BidSync before, not BidNet. It’s a different service, though with a similar name, I can understand the confusion. Once you register with BidNet, you will be able to submit your qualifications in response to the RFQ. We have to follow a formal process to get you on the on-call list of vendors. Once that’s complete, departments can contact you directly with photography needs. The good news is that this round of on-call agreements will be for a five-year term, so we won’t have to go through this process again for another 4.5 years. I hope that helps clarify things! Thanks, Whit From: Colleen Rosenthal <colleen@rosenthalphotography.com> Sent: Wednesday, March 19, 2025 6:23 PM To: Szentesi, Whit <wszentes@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Ms Szentesi, 2 Please pardon the delay in replying to your notice regarding bidnet. Work has been very busy here, and I am finally taking a moment to clarify some things. I am a bit confused. Do I need to re-register with the BidNet site? I registered a few years ago and have enjoyed working for a few city departments since I was put on an approved vendor list. And, in the past was directly contacted by the departments needing the photography. Has that all changed? Thank you Sincerely, Colleen Rosenthal On Thu, Mar 13, 2025 at 2:24 PM Szentesi, Whit <wszentes@slocity.org> wrote: Good afternoon! I’m reaching out because you have worked with the City in the past and I wanted to let you know that we have issued a Request for Qualifications (RFQ) for Communications Services (including marketing, PR, videography, or photography services). The notice was issued earlier today and can be found on bidnetdirect.com (see: https://www.bidnetdirect.com/california/solicitations/open-bids/RFQ-for-on-call- Consulting-for-Communications-Marketing-Public- Relations/0000379964?purchasingGroupId=88020151&origin=2 ). If you are interested in receiving further correspondence regarding this RFQ will be required to complete a free registration using BidNet. Your proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835-4603 option #2. The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. Specification packages and additional information may be obtained at the City's BidNet website at www.BidSync.com. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. Thanks, Whit 3 Whit Szentesi pronouns she/her/hers Public Communications Manager City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org Stay connected with the City by signing up for e-notifications -- Colleen Rosenthal Photography www.rosenthalphotography.com phone 805.550-2620 -- Colleen Rosenthal Photography www.rosenthalphotography.com phone 805.550-2620 1 From:Szentesi, Whit Sent:Thursday, March 20, 2025 7:48 AM To:Colleen Rosenthal Subject:RE: RFQ for Communications Services (including video and photography) Hi Colleen, To clarify, we used BidSync before, not BidNet. It’s a different service, though with a similar name, I can understand the confusion. Once you register with BidNet, you will be able to submit your qualifications in response to the RFQ. We have to follow a formal process to get you on the on-call list of vendors. Once that’s complete, departments can contact you directly with photography needs. The good news is that this round of on-call agreements will be for a five-year term, so we won’t have to go through this process again for another 4.5 years. I hope that helps clarify things! Thanks, Whit From: Colleen Rosenthal <colleen@rosenthalphotography.com> Sent: Wednesday, March 19, 2025 6:23 PM To: Szentesi, Whit <wszentes@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Ms Szentesi, Please pardon the delay in replying to your notice regarding bidnet. Work has been very busy here, and I am finally taking a moment to clarify some things. I am a bit confused. Do I need to re-register with the BidNet site? I registered a few years ago and have enjoyed working for a few city departments since I was put on an approved vendor list. And, in the past was directly contacted by the departments needing the photography. Has that all changed? Thank you Sincerely, Colleen Rosenthal On Thu, Mar 13, 2025 at 2:24 PM Szentesi, Whit <wszentes@slocity.org> wrote: Good afternoon! I’m reaching out because you have worked with the City in the past and I wanted to let you know that we have issued a Request for Qualifications (RFQ) for Communications Services (including marketing, PR, videography, or photography services). The notice was issued earlier today and can be found on bidnetdirect.com (see: https://www.bidnetdirect.com/california/solicitations/open-bids/RFQ-for-on-call- Consulting-for-Communications-Marketing-Public- Relations/0000379964?purchasingGroupId=88020151&origin=2 ). 2 If you are interested in receiving further correspondence regarding this RFQ will be required to complete a free registration using BidNet. Your proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835-4603 option #2. The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. Specification packages and additional information may be obtained at the City's BidNet website at www.BidSync.com. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org Stay connected with the City by signing up for e-notifications -- Colleen Rosenthal Photography www.rosenthalphotography.com phone 805.550-2620 1 From:Colleen Rosenthal <colleen@rosenthalphotography.com> Sent:Monday, March 24, 2025 5:11 PM To:Szentesi, Whit Cc:Clancy, Daniel Subject:Re: RFQ for Communications Services (including video and photography) Hi Daniel, Whit kindly gave me your contact info so that hopefully you can confirm that my recent completion of the bidnet registration process has set me in good standing to continue to be able to provide photographic services to the City of SLO. Would it be possible for you to confirm my status? Many thanks, Colleen Rosenthal On Mon, Mar 24, 2025 at 4:41 PM Szentesi, Whit <wszentes@slocity.org> wrote: I can’t but Daniel might be able to. @Clancy, Daniel can you please see Colleen’s questions below and help address them? Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager Top 5 Strengths: Activator, Communication, Achiever, Learner, Strategic E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications Do you need communications support? My team is here to support you with your public communications needs. Whether you need help with strategic communications planning, content development or production, or something else, please submit a KBOX ticket and fill out the form to get your request in the queue. Not sure what you need? Visit the City’s Communications Program Sharepoint page for tips and tricks, guides, and helpful resources. 2 From: Colleen Rosenthal <colleen@rosenthalphotography.com> Sent: Monday, March 24, 2025 4:14 PM To: Szentesi, Whit <wszentes@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) Hi Whit, I finally found a moment to complete the new registration. Thank you for your help with this. Is there a way on your end that you can verify that I am indeed included on your city list of vendors through bidnet? Also, in the future if a city department needs photography, I can expect email notification of the work opportunity? Many thanks and best wishes, Colleen On Thu, Mar 20, 2025 at 2:57 PM Colleen Rosenthal <colleen@rosenthalphotography.com> wrote: Hi Whit, Thanks for clarifying things! I could not find BidNet and I could find BidSynch in my records lol! I will just press on. Thanks! Colleen On Thu, Mar 20, 2025 at 7:48 AM Szentesi, Whit <wszentes@slocity.org> wrote: Hi Colleen, To clarify, we used BidSync before, not BidNet. It’s a different service, though with a similar name, I can understand the confusion. Once you register with BidNet, you will be able to submit your qualifications in response to the RFQ. We have to follow a formal process to get you on the on-call list of vendors. Once that’s complete, departments can contact you directly with photography needs. The good news is that this round of on-call agreements will be for a five-year term, so we won’t have to go through this process again for another 4.5 years. I hope that helps clarify things! Thanks, 3 Whit From: Colleen Rosenthal <colleen@rosenthalphotography.com> Sent: Wednesday, March 19, 2025 6:23 PM To: Szentesi, Whit <wszentes@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Ms Szentesi, Please pardon the delay in replying to your notice regarding bidnet. Work has been very busy here, and I am finally taking a moment to clarify some things. I am a bit confused. Do I need to re-register with the BidNet site? I registered a few years ago and have enjoyed working for a few city departments since I was put on an approved vendor list. And, in the past was directly contacted by the departments needing the photography. Has that all changed? Thank you Sincerely, Colleen Rosenthal On Thu, Mar 13, 2025 at 2:24 PM Szentesi, Whit <wszentes@slocity.org> wrote: Good afternoon! I’m reaching out because you have worked with the City in the past and I wanted to let you know that we have issued a Request for Qualifications (RFQ) for Communications Services (including marketing, PR, videography, or photography services). The notice was issued earlier today and can be found on bidnetdirect.com (see: https://www.bidnetdirect.com/california/solicitations/open-bids/RFQ-for-on-call- Consulting-for-Communications-Marketing-Public- Relations/0000379964?purchasingGroupId=88020151&origin=2 ). If you are interested in receiving further correspondence regarding this RFQ will be required to complete a free registration using BidNet. Your proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835-4603 option #2. The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401 . 4 Specification packages and additional information may be obtained at the City's BidNet website at www.BidSync.com. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org Stay connected with the City by signing up for e-notifications -- Colleen Rosenthal Photography www.rosenthalphotography.com phone 805.550-2620 -- Colleen Rosenthal Photography 5 www.rosenthalphotography.com phone 805.550-2620 -- Colleen Rosenthal Photography www.rosenthalphotography.com phone 805.550-2620 -- Colleen Rosenthal Photography www.rosenthalphotography.com phone 805.550-2620 1 From:Colleen Rosenthal <colleen@rosenthalphotography.com> Sent:Monday, March 24, 2025 4:14 PM To:Szentesi, Whit Subject:Re: RFQ for Communications Services (including video and photography) Hi Whit, I finally found a moment to complete the new registration. Thank you for your help with this. Is there a way on your end that you can verify that I am indeed included on your city list of vendors through bidnet? Also, in the future if a city department needs photography, I can expect email notification of the work opportunity? Many thanks and best wishes, Colleen On Thu, Mar 20, 2025 at 2:57 PM Colleen Rosenthal <colleen@rosenthalphotography.com> wrote: Hi Whit, Thanks for clarifying things! I could not find BidNet and I could find BidSynch in my records lol! I will just press on. Thanks! Colleen On Thu, Mar 20, 2025 at 7:48 AM Szentesi, Whit <wszentes@slocity.org> wrote: Hi Colleen, To clarify, we used BidSync before, not BidNet. It’s a different service, though with a similar name, I can understand the confusion. Once you register with BidNet, you will be able to submit your qualifications in response to the RFQ. We have to follow a formal process to get you on the on-call list of vendors. Once that’s complete, departments can contact you directly with photography needs. The good news is that this round of on-call agreements will be for a five-year term, so we won’t have to go through this process again for another 4.5 years. I hope that helps clarify things! Thanks, Whit From: Colleen Rosenthal <colleen@rosenthalphotography.com> Sent: Wednesday, March 19, 2025 6:23 PM To: Szentesi, Whit <wszentes@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) 2 This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Ms Szentesi, Please pardon the delay in replying to your notice regarding bidnet. Work has been very busy here, and I am finally taking a moment to clarify some things. I am a bit confused. Do I need to re-register with the BidNet site? I registered a few years ago and have enjoyed working for a few city departments since I was put on an approved vendor list. And, in the past was directly contacted by the departments needing the photography. Has that all changed? Thank you Sincerely, Colleen Rosenthal On Thu, Mar 13, 2025 at 2:24 PM Szentesi, Whit <wszentes@slocity.org> wrote: Good afternoon! I’m reaching out because you have worked with the City in the past and I wanted to let you know that we have issued a Request for Qualifications (RFQ) for Communications Services (including marketing, PR, videography, or photography services). The notice was issued earlier today and can be found on bidnetdirect.com (see: https://www.bidnetdirect.com/california/solicitations/open-bids/RFQ-for-on-call- Consulting-for-Communications-Marketing-Public- Relations/0000379964?purchasingGroupId=88020151&origin=2 ). If you are interested in receiving further correspondence regarding this RFQ will be required to complete a free registration using BidNet. Your proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835-4603 option #2. The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401 . Specification packages and additional information may be obtained at the City's BidNet website at www.BidSync.com. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. 3 Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org Stay connected with the City by signing up for e-notifications -- Colleen Rosenthal Photography www.rosenthalphotography.com phone 805.550-2620 -- Colleen Rosenthal Photography www.rosenthalphotography.com phone 805.550-2620 -- Colleen Rosenthal Photography www.rosenthalphotography.com phone 805.550-2620 1 From:Clancy, Daniel Sent:Tuesday, March 25, 2025 9:56 AM To:Colleen Rosenthal; Szentesi, Whit Subject:Re: RFQ for Communications Services (including video and photography) Hi Colleen, Yes, you are registered from what I can see. Thanks, Dan Get Outlook for iOS From: Colleen Rosenthal <colleen@rosenthalphotography.com> Sent: Monday, March 24, 2025 5:11:02 PM To: Szentesi, Whit <wszentes@slocity.org> Cc: Clancy, Daniel <dclancy@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) Hi Daniel, Whit kindly gave me your contact info so that hopefully you can confirm that my recent completion of the bidnet registration process has set me in good standing to continue to be able to provide photographic services to the City of SLO. Would it be possible for you to confirm my status? Many thanks, Colleen Rosenthal On Mon, Mar 24, 2025 at 4:41 PM Szentesi, Whit <wszentes@slocity.org> wrote: I can’t but Daniel might be able to. @Clancy, Daniel can you please see Colleen’s questions below and help address them? Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager Top 5 Strengths: Activator, Communication, Achiever, Learner, Strategic 2 E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications Do you need communications support? My team is here to support you with your public communications needs. Whether you need help with strategic communications planning, content development or production, or something else, please submit a KBOX ticket and fill out the form to get your request in the queue. Not sure what you need? Visit the City’s Communications Program Sharepoint page for tips and tricks, guides, and helpful resources. From: Colleen Rosenthal <colleen@rosenthalphotography.com> Sent: Monday, March 24, 2025 4:14 PM To: Szentesi, Whit <wszentes@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) Hi Whit, I finally found a moment to complete the new registration. Thank you for your help with this. Is there a way on your end that you can verify that I am indeed included on your city list of vendors through bidnet? Also, in the future if a city department needs photography, I can expect email notification of the work opportunity? Many thanks and best wishes, Colleen On Thu, Mar 20, 2025 at 2:57 PM Colleen Rosenthal <colleen@rosenthalphotography.com> wrote: Hi Whit, Thanks for clarifying things! I could not find BidNet and I could find BidSynch in my records lol! I will just press on. Thanks! Colleen On Thu, Mar 20, 2025 at 7:48 AM Szentesi, Whit <wszentes@slocity.org> wrote: Hi Colleen, 3 To clarify, we used BidSync before, not BidNet. It’s a different service, though with a similar name, I can understand the confusion. Once you register with BidNet, you will be able to submit your qualifications in response to the RFQ. We have to follow a formal process to get you on the on-call list of vendors. Once that’s complete, departments can contact you directly with photography needs. The good news is that this round of on-call agreements will be for a five-year term, so we won’t have to go through this process again for another 4.5 years. I hope that helps clarify things! Thanks, Whit From: Colleen Rosenthal <colleen@rosenthalphotography.com> Sent: Wednesday, March 19, 2025 6:23 PM To: Szentesi, Whit <wszentes@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Ms Szentesi, Please pardon the delay in replying to your notice regarding bidnet. Work has been very busy here, and I am finally taking a moment to clarify some things. I am a bit confused. Do I need to re-register with the BidNet site? I registered a few years ago and have enjoyed working for a few city departments since I was put on an approved vendor list. And, in the past was directly contacted by the departments needing the photography. Has that all changed? Thank you Sincerely, Colleen Rosenthal On Thu, Mar 13, 2025 at 2:24 PM Szentesi, Whit <wszentes@slocity.org> wrote: Good afternoon! I’m reaching out because you have worked with the City in the past and I wanted to let you know that we have issued a Request for Qualifications (RFQ) for Communications Services (including marketing, PR, 4 videography, or photography services). The notice was issued earlier today and can be found on bidnetdirect.com (see: https://www.bidnetdirect.com/california/solicitations/open-bids/RFQ-for-on-call- Consulting-for-Communications-Marketing-Public- Relations/0000379964?purchasingGroupId=88020151&origin=2 ). If you are interested in receiving further correspondence regarding this RFQ will be required to complete a free registration using BidNet. Your proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835-4603 option #2. The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401 . Specification packages and additional information may be obtained at the City's BidNet website at www.BidSync.com. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org Stay connected with the City by signing up for e-notifications 5 -- Colleen Rosenthal Photography www.rosenthalphotography.com phone 805.550-2620 -- Colleen Rosenthal Photography www.rosenthalphotography.com phone 805.550-2620 -- Colleen Rosenthal Photography www.rosenthalphotography.com phone 805.550-2620 -- Colleen Rosenthal Photography www.rosenthalphotography.com phone 805.550-2620 1 From:Colleen Rosenthal <colleen@rosenthalphotography.com> Sent:Tuesday, March 25, 2025 2:43 PM To:Clancy, Daniel Cc:Szentesi, Whit Subject:Re: RFQ for Communications Services (including video and photography) Thank you for checking Daniel. It is appreciated. Best Wishes, Colleen On Tue, Mar 25, 2025 at 9:56 AM Clancy, Daniel <dclancy@slocity.org> wrote: Hi Colleen, Yes, you are registered from what I can see. Thanks, Dan Get Outlook for iOS From: Colleen Rosenthal <colleen@rosenthalphotography.com> Sent: Monday, March 24, 2025 5:11:02 PM To: Szentesi, Whit <wszentes@slocity.org> Cc: Clancy, Daniel <dclancy@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) Hi Daniel, Whit kindly gave me your contact info so that hopefully you can confirm that my recent completion of the bidnet registration process has set me in good standing to continue to be able to provide photographic services to the City of SLO. Would it be possible for you to confirm my status? Many thanks, Colleen Rosenthal On Mon, Mar 24, 2025 at 4:41 PM Szentesi, Whit <wszentes@slocity.org> wrote: I can’t but Daniel might be able to. @Clancy, Daniel can you please see Colleen’s questions below and help address them? Thanks, Whit 2 Whitney Szentesi pronouns she/her/hers Public Communications Manager Top 5 Strengths: Activator, Communication, Achiever, Learner, Strategic E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications Do you need communications support? My team is here to support you with your public communications needs. Whether you need help with strategic communications planning, content development or production, or something else, please submit a KBOX ticket and fill out the form to get your request in the queue. Not sure what you need? Visit the City’s Communications Program Sharepoint page for tips and tricks, guides, and helpful resources. From: Colleen Rosenthal <colleen@rosenthalphotography.com> Sent: Monday, March 24, 2025 4:14 PM To: Szentesi, Whit <wszentes@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) Hi Whit, I finally found a moment to complete the new registration. Thank you for your help with this. Is there a way on your end that you can verify that I am indeed included on your city list of vendors through bidnet? Also, in the future if a city department needs photography, I can expect email notification of the work opportunity? Many thanks and best wishes, Colleen On Thu, Mar 20, 2025 at 2:57 PM Colleen Rosenthal <colleen@rosenthalphotography.com> wrote: Hi Whit, Thanks for clarifying things! I could not find BidNet and I could find BidSynch in my records lol! I will just press on. Thanks! Colleen 3 On Thu, Mar 20, 2025 at 7:48 AM Szentesi, Whit <wszentes@slocity.org> wrote: Hi Colleen, To clarify, we used BidSync before, not BidNet. It’s a different service, though with a similar name, I can understand the confusion. Once you register with BidNet, you will be able to submit your qualifications in response to the RFQ. We have to follow a formal process to get you on the on-call list of vendors. Once that’s complete, departments can contact you directly with photography needs. The good news is that this round of on-call agreements will be for a five-year term, so we won’t have to go through this process again for another 4.5 years. I hope that helps clarify things! Thanks, Whit From: Colleen Rosenthal <colleen@rosenthalphotography.com> Sent: Wednesday, March 19, 2025 6:23 PM To: Szentesi, Whit <wszentes@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Ms Szentesi, Please pardon the delay in replying to your notice regarding bidnet. Work has been very busy here, and I am finally taking a moment to clarify some things. I am a bit confused. Do I need to re-register with the BidNet site? I registered a few years ago and have enjoyed working for a few city departments since I was put on an approved vendor list. And, in the past was directly contacted by the departments needing the photography. Has that all changed? Thank you Sincerely, Colleen Rosenthal 4 On Thu, Mar 13, 2025 at 2:24 PM Szentesi, Whit <wszentes@slocity.org> wrote: Good afternoon! I’m reaching out because you have worked with the City in the past and I wanted to let you know that we have issued a Request for Qualifications (RFQ) for Communications Services (including marketing, PR, videography, or photography services). The notice was issued earlier today and can be found on bidnetdirect.com (see: https://www.bidnetdirect.com/california/solicitations/open-bids/RFQ-for-on-call- Consulting-for-Communications-Marketing-Public- Relations/0000379964?purchasingGroupId=88020151&origin=2 ). If you are interested in receiving further correspondence regarding this RFQ will be required to complete a free registration using BidNet. Your proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835-4603 option #2. The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401 . Specification packages and additional information may be obtained at the City's BidNet website at www.BidSync.com. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org 5 T 805.783.7716 slocity.org Stay connected with the City by signing up for e-notifications -- Colleen Rosenthal Photography www.rosenthalphotography.com phone 805.550-2620 -- Colleen Rosenthal Photography www.rosenthalphotography.com phone 805.550-2620 -- Colleen Rosenthal Photography www.rosenthalphotography.com phone 805.550-2620 -- Colleen Rosenthal Photography www.rosenthalphotography.com phone 805.550-2620 6 -- Colleen Rosenthal Photography www.rosenthalphotography.com phone 805.550-2620 1 From:Szentesi, Whit Sent:Wednesday, March 26, 2025 3:03 PM To:Clancy, Daniel Subject:RE: RFQ for Communications Services (including video and photography) Yes, that’s what I was asking. LOL Will you save this for your records? Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager Top 5 Strengths: Activator, Communication, Achiever, Learner, Strategic E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications Do you need communications support? My team is here to support you with your public communications needs. Whether you need help with strategic communications planning, content development or production, or something else, please submit a KBOX ticket and fill out the form to get your request in the queue. Not sure what you need? Visit the City’s Communications Program Sharepoint page for tips and tricks, guides, and helpful resources. From: Clancy, Daniel <dclancy@slocity.org> Sent: Wednesday, March 26, 2025 2:44 PM To: Szentesi, Whit <wszentes@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) It’s OK to accept via email. Is that what you’re asking? Get Outlook for iOS From: Szentesi, Whit <wszentes@slocity.org> Sent: Wednesday, March 26, 2025 1:06:26 PM To: Clancy, Daniel <dclancy@slocity.org> Subject: FW: RFQ for Communications Services (including video and photography) Hey Dan, Please advise on the below and attached. Thanks, Whit 2 Whitney Szentesi pronouns she/her/hers Public Communications Manager Top 5 Strengths: Activator, Communication, Achiever, Learner, Strategic E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications Do you need communications support? My team is here to support you with your public communications needs. Whether you need help with strategic communications planning, content development or production, or something else, please submit a KBOX ticket and fill out the form to get your request in the queue. Not sure what you need? Visit the City’s Communications Program Sharepoint page for tips and tricks, guides, and helpful resources. From: Dustin Wise <Dustin@thewisestudio.com> Sent: Wednesday, March 26, 2025 11:58 AM To: Szentesi, Whit <wszentes@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hey Whit! Thanks so much for reaching out and presenting this opportunity. I'm coming back from Malawi, Africa from a film trip so I apologize for the delay! I'd love to still be considered for on call videography work with the city. Last year our production company was able to successfully film and edit those three recycling PSAs and the year prior we produced the recycling training video. Since that time we've continued work locally with videos for SLO RTA on how to ride their buses, videos with local education platform Science Discovery doing a janitor training video, and then of course our own work outside of the area in corporate retreats and humanitarian projects. We're also working on a quote for the Office of Emergency Services revamping a training video for Diablo Power Plant. I've submitted the signed RFQ PDF complete with references. Let me know if I missed anything there. I've also uploaded our rate sheet and a general proposal of our work and team at Wise Studio. Has the city landed on potential videos for 2025? I know that last year it was helpful for us to quote with the three videos in mind and knowing a little bit about the structure. I'd love the chance to talk to your team about your upcoming needs and I'm hopeful we can collaborate again. Thanks! 503-709-0916 / thewisestudio.com/ On Thu, Mar 13, 2025 at 3:24 PM Szentesi, Whit <wszentes@slocity.org> wrote: 3 Good afternoon! I’m reaching out because you have worked with the City in the past and I wanted to let you know that we have issued a Request for Qualifications (RFQ) for Communications Services (including marketing, PR, videography, or photography services). The notice was issued earlier today and can be found on bidnetdirect.com (see: https://www.bidnetdirect.com/california/solicitations/open-bids/RFQ-for-on-call- Consulting-for-Communications-Marketing-Public- Relations/0000379964?purchasingGroupId=88020151&origin=2 ). If you are interested in receiving further correspondence regarding this RFQ will be required to complete a free registration using BidNet. Your proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835-4603 option #2. The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. Specification packages and additional information may be obtained at the City's BidNet website at www.BidSync.com. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Clancy, Daniel Sent:Wednesday, March 26, 2025 2:44 PM To:Szentesi, Whit Subject:Re: RFQ for Communications Services (including video and photography) It’s OK to accept via email. Is that what you’re asking? Get Outlook for iOS From: Szentesi, Whit <wszentes@slocity.org> Sent: Wednesday, March 26, 2025 1:06:26 PM To: Clancy, Daniel <dclancy@slocity.org> Subject: FW: RFQ for Communications Services (including video and photography) Hey Dan, Please advise on the below and attached. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager Top 5 Strengths: Activator, Communication, Achiever, Learner, Strategic E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications Do you need communications support? My team is here to support you with your public communications needs. Whether you need help with strategic communications planning, content development or production, or something else, please submit a KBOX ticket and fill out the form to get your request in the queue. Not sure what you need? Visit the City’s Communications Program Sharepoint page for tips and tricks, guides, and helpful resources. From: Dustin Wise <Dustin@thewisestudio.com> Sent: Wednesday, March 26, 2025 11:58 AM To: Szentesi, Whit <wszentes@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hey Whit! Thanks so much for reaching out and presenting this opportunity. I'm coming back from Malawi, Africa from a film trip so I apologize for the delay! I'd love to still be considered for on call videography work with the city. Last year our production company was able to successfully film and edit those three recycling PSAs and the year prior we produced the recycling training video. Since that time we've continued work locally with videos for SLO 2 RTA on how to ride their buses, videos with local education platform Science Discovery doing a janitor training video, and then of course our own work outside of the area in corporate retreats and humanitarian projects. We're also working on a quote for the Office of Emergency Services revamping a training video for Diablo Power Plant. I've submitted the signed RFQ PDF complete with references. Let me know if I missed anything there. I've also uploaded our rate sheet and a general proposal of our work and team at Wise Studio. Has the city landed on potential videos for 2025? I know that last year it was helpful for us to quote with the three videos in mind and knowing a little bit about the structure. I'd love the chance to talk to your team about your upcoming needs and I'm hopeful we can collaborate again. Thanks! 503-709-0916 / thewisestudio.com/ On Thu, Mar 13, 2025 at 3:24 PM Szentesi, Whit <wszentes@slocity.org> wrote: Good afternoon! I’m reaching out because you have worked with the City in the past and I wanted to let you know that we have issued a Request for Qualifications (RFQ) for Communications Services (including marketing, PR, videography, or photography services). The notice was issued earlier today and can be found on bidnetdirect.com (see: https://www.bidnetdirect.com/california/solicitations/open-bids/RFQ-for-on-call- Consulting-for-Communications-Marketing-Public- Relations/0000379964?purchasingGroupId=88020151&origin=2 ). If you are interested in receiving further correspondence regarding this RFQ will be required to complete a free registration using BidNet. Your proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835-4603 option #2. The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. Specification packages and additional information may be obtained at the City's BidNet website at www.BidSync.com. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager 3 City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Szentesi, Whit Sent:Wednesday, March 26, 2025 12:06 PM To:Clancy, Daniel Subject:FW: RFQ for Communications Services (including video and photography) Attachments:Wise Studio 2025 Rate Sheet copy.png; RFQ On-Call Communications Support 2025 - signed.pdf; Wise Studio Proposal - 2025.pdf Hey Dan, Please advise on the below and attached. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager Top 5 Strengths: Activator, Communication, Achiever, Learner, Strategic E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications Do you need communications support? My team is here to support you with your public communications needs. Whether you need help with strategic communications planning, content development or production, or something else, please submit a KBOX ticket and fill out the form to get your request in the queue. Not sure what you need? Visit the City’s Communications Program Sharepoint page for tips and tricks, guides, and helpful resources. From: Dustin Wise <Dustin@thewisestudio.com> Sent: Wednesday, March 26, 2025 11:58 AM To: Szentesi, Whit <wszentes@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hey Whit! Thanks so much for reaching out and presenting this opportunity. I'm coming back from Malawi, Africa from a film trip so I apologize for the delay! I'd love to still be considered for on call videography work with the city. Last year our production company was able to successfully film and edit those three recycling PSAs and the year prior we produced the recycling training video. Since that time we've continued work locally with videos for SLO RTA on how to ride their buses, videos with local education platform Science Discovery doing a janitor training video, and then of course our own work outside of the area in corporate retreats and humanitarian projects. We're also working on a quote for the Office of Emergency Services revamping a training video for Diablo Power Plant. 2 I've submitted the signed RFQ PDF complete with references. Let me know if I missed anything there. I've also uploaded our rate sheet and a general proposal of our work and team at Wise Studio. Has the city landed on potential videos for 2025? I know that last year it was helpful for us to quote with the three videos in mind and knowing a little bit about the structure. I'd love the chance to talk to your team about your upcoming needs and I'm hopeful we can collaborate again. Thanks! 503-709-0916 / thewisestudio.com/ On Thu, Mar 13, 2025 at 3:24 PM Szentesi, Whit <wszentes@slocity.org> wrote: Good afternoon! I’m reaching out because you have worked with the City in the past and I wanted to let you know that we have issued a Request for Qualifications (RFQ) for Communications Services (including marketing, PR, videography, or photography services). The notice was issued earlier today and can be found on bidnetdirect.com (see: https://www.bidnetdirect.com/california/solicitations/open-bids/RFQ-for-on-call- Consulting-for-Communications-Marketing-Public- Relations/0000379964?purchasingGroupId=88020151&origin=2 ). If you are interested in receiving further correspondence regarding this RFQ will be required to complete a free registration using BidNet. Your proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835-4603 option #2. The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. Specification packages and additional information may be obtained at the City's BidNet website at www.BidSync.com. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. 3 Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org Stay connected with the City by signing up for e-notifications The City of San Luis Obispo is committed to including disabled persons in all of our services, programs and activities. Telecommunications Device for the Deaf (805) 781-7410. Notice Requesting Qualifications (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services. The City of San Luis Obispo requests proposals from qualified vendors to furnish Marketing, Public Relations, Videography, or Photography Services. All firms interested in receiving further correspondence regarding this Request for Qualifications (RFQ) must complete a free registration using BidNet (www.bidnetdirect.com). All proposals must be submitted to BidNet at or before 3:00 PM on April 7, 2025, when they are opened electronically on BidNet. The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. Project packages and additional information may be obtained at the City’s BidNet website at www.bidnetdirect.com/california/cityofsanluisobispo. Contact Dan Clancy at dclancy@slocity.org, or Whitney Szentesi at wszentes@slocity.org for additional information. For technical help with BidNet Sync please contact BidNet tech support at 800-835-4603. TABLE OF CONTENTS A.Scope of Work……………………………………………………………………………………………………………………..1 B.Project Schedule………………………………………………………………………………………………………………….2 C.General Terms……………………………………………………………………………………………………………………..3 D.Special Terms……………………………………………………………………………………………………………………….4 E.Submittal Content………………………………………………………………………………………………………………..5 F.Additional Services……………………………………………………………………………………………………………….5 G.Selection Process………………………………………………………………………………………………………………….6 H.Additional Terms and Conditions………………………………………………………………………………………….6 I.Additional Considerations…………………………………………………………………………………………………….7 J.Proposal Submittal Form………………………………………………………………………………………………………9 K.References…………………………………………………………………………………………………………………………..10 L.Statement of Past Contract Disqualifications……………………………………………………………………….12 Exhibit A: Contract Form -1 - A.SCOPE OF WORK The City of San Luis Obispo ("City") seeks qualifications for services to support public communications and enhance community outreach and engagement. I.GENERAL The goal is to ensure mutually beneficial, two-way communication with external (such as residents, non- profit service providers, business owners and operators, business community representatives, other governmental agencies, among others) and internal audiences about City issues and services, leading to a more responsive government and a high level of public confidence. The expected outcome is higher community satisfaction with City communication. Currently, the use of contract services helps to streamline the City’s communication processes to get important information to community members more quickly and, internally, to ensure effective and efficient exchange of information between City departments and employees. The focus of the consultant work will continue to be on communication planning, content creation, community and media outreach training, strategic communications counsel, and support on emergent communications issues as needed, and in a way that aligns with the City’s official Public Engagement and Noticing Manual. If selected to provide on-call consulting services, the Consultant will be expected to sign a service provider agreement with the City. For this agreement or any subsequential amendments, the Consultant will work with a single point of contact in the City’s Administration Department, such as the Public Communications Manager or their designee. While there, once placed on the City’s on-call service provider list, the Consultant will have the opportunity to work with the City on a project-by-project basis. The Consultant will have a single point of contact per project and will be provided with a sample scope of work; however, the final scopes of work will be determined with the selected Consultant as part of any contract during negotiations. II.SAMPLE SCOPE OF WORK 1.Strategic public outreach, information and engagement planning 2.Public information distribution 3.Emergency or crisis communications services 4.Brand awareness strategies 5.Media planning and buying 6.Content creation for smaller assignments, including a.Graphic design b.Website content design c.Social media content production d.Video and photography production e.Key messages development f.Speechwriting and editorial content g.Media relations and news releases h.Informational, educational, social media posts i.Special event planning and promotions 7.Construction project information facilitation 8.Public engagement and information gathering -2 - B. PROJECT SCHEDULE Advertise RFQ March 13, 2025 Question / Answer Deadline March 31, 2025 Closing of RFQ April 7, 2025, at 3 PM Interviews Week of April 7th Award Contracts By April 21, 2025 C.GENERAL TERMS AND CONDITIONS PROPOSAL REQUIREMENTS 1.Requirement to Meet All Provisions. Each individual or firm submitting a proposal (bidder) shall meet all the terms, and conditions of the Request for Qualifications (RFQ) project package. By virtue of its proposal submittal, the bidder acknowledges agreement with and acceptance of all provisions of the RFQ specifications. 2.Proposal Submittal. Each proposal must be submitted on the form(s) provided in the specifications and accompanied by any other required submittals or supplemental materials. Proposal documents shall be submitted electronically via BidNet. However, if you can’t submit it electronically, please email a copy to the contacts listed in the RFQ package, if you can’t email it, please send a copy in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. To guard against premature opening, the proposal should be clearly labeled with the proposal title, project number, name of bidder, and date and time of proposal opening. 3.Insurance Certificate. Each proposal must include a certificate of insurance showing: a.The insurance carrier and its A.M. Best rating. b.Scope of coverage and limits. c.Deductibles and self-insured retention. The purpose of this submittal is to generally assess the adequacy of the bidder’s insurance coverage during proposal evaluation; as discussed under paragraph 12 below, endorsements are not required until contract award. The City’s insurance requirements are detailed in Exhibit C to the Agreement (Exhibit A to the RFQ) 4.Proposal Quotes and Unit Price Extension. The hourly rates and/or lump sum prices quoted by the bidder must be entered in figures in the spaces provided on the Proposal Submittal Form(s). Any lump sum bid shall be stated in figures. The Proposal Submittal Form(s) must be totally completed. If the unit price and the total amount stated by any bidder for any item are not in agreement, the unit price alone will represent the bidder’s intention, and the proposal total will be corrected to conform to the specified unit price. 5.Proposal Withdrawal and Opening. A bidder may withdraw its proposal, without prejudice before the time specified for the proposal opening, by submitting a written request to the Director of -3 - Finance for its withdrawal, in which event the proposal will be returned to the bidder unopened. No proposal received after the time specified or at any place other than that stated in the “Notice Inviting Bids/Requesting Proposals” will be considered. 6.Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed to make or file, or to be interested as the primary submitter in more than one proposal, except an alternative proposal when specifically requested; however, an individual or business entity that has submitted a sub-proposal to a bidder submitting a proposal, or who has quoted prices on materials to such bidder, is not thereby disqualified from submitting a sub-proposal or from quoting prices to other bidders submitting proposals. 7.Communications. All timely requests for information submitted in writing will receive a written response from the City and all questions and answers on the bid shall be posted publicly on BidNet. Telephone communications with City staff are not encouraged but will be permitted. However, any such oral communication shall not be binding on the City. CONTRACT AWARD AND EXECUTION 8.Proposal Retention and Award. The City reserves the right to retain all proposals for a period of 60 days for examination and comparison. The City also reserves the right to waive non-substantial irregularities in any proposal, to reject any or all proposals, to reject or delete one part of a proposal, and to accept the other, except to the extent that proposals are qualified by specific limitations. See the “special terms and conditions” of these specifications for proposal evaluation and contract award criteria. 9.Competency and Responsibility of Bidder. The City reserves full discretion to determine the competence and responsibility, professionally and/or financially, of bidders. Bidders will provide, in a timely manner, all information that the City deems necessary to make such a decision. 10.Contract Requirement. The bidder to whom the award is made (Consultant) shall execute a written contract with the City within ten (10) calendar days after notice of the award. The contract shall be made in the form adopted by the City and incorporated in these specifications. CONTRACT PERFORMANCE 11.The City’s contract terms and conditions that Consultant will be expected to execute and be bound by are attached hereto as Exhibit A. D. SPECIAL TERMS AND CONDITIONS 1.Contract Award. On-Call contracts will be awarded to the most qualified bidders that, in the City’s sole discretion in accordance with the Proposal Evaluation and Selection criteria set forth herein (if applicable), provides the best proposal. 2.Sales Tax Reimbursement. For sales occurring within the City of San Luis Obispo, the City receives sales tax revenues. Therefore, for bids from retail firms located in the City at the time of proposal closing for which sales tax is allocated to the City, 1% of the taxable amount of the bid will be deducted from the proposal by the City in calculating and determining the most qualified lowest cost bidder. -4 - 3.Labor Actions. In the event that the successful proposer is experiencing a labor action at the time of contract award (or if its suppliers or sub-consultants are experiencing such a labor action), the City reserves the right to declare said proposer is no longer the most qualified, responsive proposer and to accept the next acceptable proposal from a proposer that is not experiencing a labor action, and to declare it to be the most qualified, responsive proposer. 5.Contract Term. The supplies or services identified in this specification will be used by the City for five (5) years for on-call communications services. The prices quoted for these items must be valid for the entire period indicated above unless otherwise conditioned by the proposer in its proposal. 6.Supplemental Purchases Supplemental purchases may be made from the successful proposer during the contract term in addition to the items listed in the Detail Proposal Submittal Form. For these supplemental purchases, the proposer shall not offer prices to the City in excess of the amounts offered to other similar customers for the same item. If the proposer is willing to offer the City a standard discount on all supplemental purchases from its generally prevailing or published price structure during the contract term, this offer and the amount of discount on a percentage basis should be provided with the proposal submittal. 7.Non-Exclusive Contract. The City reserves the right to purchase the items listed in the Detail Proposal Submittal Form, as well as any supplemental items, from other vendors during the contract term. 8.Unrestrictive Brand Names. Any manufacturer's names, trade names, brand names or catalog numbers used in the specifications are for the purpose of describing and establishing general quality levels. Such references are not intended to be restrictive. Proposals will be considered for any brand that meets or exceeds the quality of the specifications given for any item. In the event an alternate brand name is proposed, supplemental documentation shall be provided demonstrating that the alternate brand name meets or exceeds the requirements specified herein. The burden of proof as to the suitability of any proposed alternatives is upon the proposer, and the City shall be the sole judge in making this determination. 9.Delivery. Prices quoted for all supplies or equipment to be provided under the terms and conditions of this RFQ package shall include delivery charges, if applicable, to be delivered F.O.B. San Luis Obispo by the successful proposer and received by the City within 90 days after authorization to proceed by the City. 10.Submittal of References. Each proposer shall submit a statement of qualifications and references on the form provided in the RFQ package. 11.Statement of Contract Disqualifications. Each proposer shall submit a statement regarding any past governmental agency bidding or contract disqualifications on the form provided in the RFQ package. -5 - E.SUBMITTAL CONTENT 1.Letter of Interest (5-page maximum). Please include in the submittal a letter introducing the Consultant and expressing the Consultant's interest in being considered for on-call consulting services, clearly identifying the applicable sub-area(s) of interest. The letter of interest should also include the following: a.Provide the name of the entity, its mailing address, telephone, email, and facsimile number. Please describe the organization. b.Indicate that the Consultant has the availability and time to dedicate the personnel and resources necessary to provide on-call consulting services. Indicate the intention of the Consultant to adhere to the provisions described in the RFQ. c.Please identify the contact person responsible for the submittal, specifying the name, title, and contact information. d.Please note that the person signing the letter of interest must be a legal representative of the Consultant authorized to bind the Consultant to an agreement in the event of an award. 2.Relevant Experience of Key Personnel and the Firm (10-page maximum). a.Key Personnel Experience. The submittal must identify the key personnel that is to be assigned if awarded a contract, detailing their qualifications, areas of expertise, a summary of their past experience performing similar services for other jurisdictions, and a resume of each key personnel, including experience working with City staff, local Sa n Luis Obis po community groups and decision-makers, and regional partner agencies. b.Firm Experience. The submittal must describe the Firm's pertinent project experience, including a list of performed relevant projects, past performance, individual or team accomplishments, and examples of similar work for San Luis Obispo or neighboring jurisdictions in California, including experience working with City staff, local San Luis Obispo community groups and decision-makers, and regional partner agencies. c.General Firm Information. General firm information including the number of employees, location of firm headquarters, branch offices, and the number of years in business may also be provided. Please note that general firm information is not a substitute for the specific information requested in sections a and b above. 3.Fee Structure. Please include a clear and comprehensive fee schedule, including a detailed statement of hourly rates for all positions and classifications of individuals involved and reimbursable expenses. Please also include the rates for a project-by-project basis, as noted in the Sample Scope of Work above. 4.Client References. Consultants must provide a minimum of three (3) client references. F.ADDITIONAL SERVICES If there are related services not otherwise identified in the City's RFQ, the Proposer may offer those to the City. Proposals are not required to address any additional services in order to be considered an acceptable proposal. However, the final selection of the successful Proposer may be based on the desirability of the additional services offered. -6 - G.SELECTION PROCESS Submittals received by the deadline will be reviewed by a selection panel comprised of City staff who have relevant knowledge and experience. The panel will score the proposals based upon the qualification materials submitted according to the following criteria: 1.Letter of Interest. Availability demonstrated the capacity and qualifications necessary to provide the consulting services specified in the RFQ. Ability to meet standard City contract and insurance requirements. 2.Relevant Experience. a.Demonstrated ability, based on consultant experience and specific experience of key personnel, to provide technical assistance on the types of tasks listed in the RFQ. b.Expertise. Consultants should have an area of expertise but need not necessarily be experts in every task in each sub-area to achieve a favorable score. For example, a Consultant may be an expert in video production services only and still could achieve a favorable score. c.Prior experience, including the ability to work with City staff, local San Luis Obispo community groups and decision-makers, and regional partner agencies. (30 Points Maximum) 3.Responsiveness to the RFQ. Presentation, completeness, and clarity of information provided. 4.Fee Structure. The Consultant's cost competitiveness and reasonableness. (20 Points Maximum) 5.Client References. (Pass/Fail) The submittals will be scored on a zero to 100-point scale, excluding bonus points. Consultants who qualify will be placed on the list of qualified on-call consultants for each subarea. Placement on the list of qualified on-call consultants is not a guarantee of work and does not constitute a commitment by the City to enter into a contract with the Consultant. As appropriate, the City may conduct an additional competitive process (e.g., solicit bids or issue Requests for Proposals) prior to awarding contracts. The City anticipates that all services will be on an as-needed or on-call basis. H.ADDITIONAL TERMS AND CONDITIONS A.Nondiscrimination. The City will not discriminate against any interested consultant on the grounds of race, religious creed, color, national origin, ancestry, handicap, disability, marital status, pregnancy, sex, age, or sexual orientation. B.City's Right to Modify RFQ. The City reserves the right at its sole discretion to modify this RFQ (including but not limited to the selection criteria) should the City deem that it is in its best interests to do so. Any changes to the proposal requirements will be made by written addendum. The failure of a consultant to read the latest addendums shall have no effect on the validity of such modification. C.City's Right to Cancel RFQ. The City reserves the right at its sole discretion to cancel this RFQ in part or in its entirety should the City deem that it is in the City's best interests to do so. D.City's Right to Reject All Submittals. The City reserves the right, in its sole discretion, to reject all submittals should the City deem that it is in its best interests to do so. -7 - E.City's Right to Extend RFQ Deadlines. The City reserves the right to extend the deadline for submittals by written addendum should the City deem that it is in its best interests to do so. F.City Right to Negotiate With Consultants. The City reserves the right to negotiate with the consultants on the list of qualified on-call consultants regarding their exceptions to the standard service provider agreement, if any, or regarding other price and terms in their submittals and to require the selected Consultant to submit such technical, price, or other revisions of their submittals as may result from negotiations. G.Standard Form Service Provider Contract. Consultants acknowledge that placement on the list of qualified on-call consultants does not commit the City to award a contract. For any project, the City reserves the right to award a contract to consultants (1) that are on the list of qualified on- call consultants; (2) that have an existing contract with the City, or (3) that are selected through a separate competitive process. Consultants on the list of qualified on-call consultants who are awarded a contract will be expected to sign a service provider agreement with the City. The standard service provider agreement and associated insurance requirements are attached as Attachment B. Comments or exceptions, if any, to the standard service provider agreement and/or insurance requirements must be noted in the Letter of Interest. It is understood that consultants have reviewed the service provider agreement (Attachment B) and will take exception only to those items identified in their Letter of Interest. Neither review of the submittal by the City nor placement on the list of qualified on-call consultants constitutes an acceptance by the City of the Proposer's recommended changes to the service provider agreement. If there are any concerns or proposed exceptions requested to the standard service provider agreement, these issues will be discussed at the time the City awards a contract, if any. H.Cost of Submittals. All costs incurred during submittal preparation or in any way associated with the Consultant's preparations or submission shall be the sole responsibility of the Consultant. I.Liability for Submittal Errors. Consultants are liable for all errors and omissions contained in their submittals. J.Permits and Licenses. Consultants, at their sole expense, shall obtain and maintain during the term of any agreement all appropriate permits, certificates, and licenses including, but not limited to, a City Business License, which will be required in connection with the performance of on-call consulting services. I.ADDITIONAL CONSIDERATIONS AND ASSUMPTIONS 1.All works submitted to and accepted by the City must be an original piece created by the Consultant. 2.All works submitted by the Consultant must be in standard U.S. English and adhere to the Branding and Style Guide. 3.All works must be submitted in Microsoft Word format and include a headline pertaining to the work in bold. The work should appear in a non-bolded Calibri, 12-point font. -8 - 4.The City reserves the right to use all submitted works in current and/or future forms of current media and/or media to be developed. -9 - J: PROPOSAL SUBMITTAL FORM - Sample The undersigned declares that she or he: ◼Has carefully examined [____________], which is hereby made a part of this proposal. ◼Is thoroughly familiar with its contents. ◼Is authorized to represent the proposing firm. ◼Agrees to perform the work as set forth in this proposal. q Certificate of insurance attached; insurance company’s A.M. Best rating: __________________. Firm Name and Address Contact Phone Signature of Authorized Representative Date Wise Studio 855 Francis Ave San Luis Obispo, CA 93401 Dustin Wise 503-709-0916 3-26-25 -10- K.REFERENCES Number of years engaged in providing the services included within the scope of the specifications under the present business name: 10 . Describe fully the last three contracts performed by your firm 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: Agency Name Contact Name Telephone & Email Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome Reference No. 2: Agency Name Contact Name Telephone & Email Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome Cory Jones Documented projects in Brazil, twice in Tanzania, twice in the Philippines, and most recently in Malawi (Feb 2025). Malawi contract amount: $12,000 for filming + editingThe videos and photos from these trips have provided insight to the donors and clients as well as informed the generalpublic of their sustainability efforts. (805) 540-0481. cory@reducereusegrow.org 7440 Portola Rd Reduce Reuse Grow Atascadero CA 93423 Mike DiMilo Science Discovery - IWMA (805) 781-8341. mike@mysciencediscovery.com 265 Prado Rd San Luis Obispo, CA 93401 Filmed and edited Spanish and English versions of a JanitorTraining video complete with graphics and instructions for disposing of different forms of trash, recycling, compost, and hazardous waste. The contract totaled $3,500 and the video is nearing completion. We have just submitted the final version this month to IWMA for approval and theyhave not released anything yet. -11- Reference No. 3 Agency Name Contact Name Telephone & Email Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome Swoogo Events (402) 990-1309. abby@swoogo.com Abby Foutch 1027 Lavender Ct Carpinteria, CA 93013 Documented 7+ company retreats and events with Swoogo inVegas, Bermuda, Destin, Cancun, and others. I work closely with their team to create catered content on their company culture withkey interviews. Recent contract amount: $4,500Project outcome: videos have been circulated for marketing content,shared internally to instill company culture, and for hiring purposes. -12- L.STATEMENT OF PAST CONTRACT DISQUALIFICATIONS The proposer 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 ◼If yes, explain the circumstances. Executed on at _______________________________________ under penalty of perjury of the laws of the State of California, that the foregoing is true and correct. ______________________________________ Signature of Authorized Proposer Representative x -13- EXHIBIT A : FORM OF AGREEMENT CITY OF SAN LUIS OBISPO PROFESSIONAL SERVICES AGREEMENT This agreement (Agreement) is made and entered into in the City of San Luis Obispo on [DATE], by and between the City of San Luis Obispo, a municipal corporation and charter city (City) and [FILL] hereinafter referred to as Consultant (collectively referred to as the “Parties”). WITNESSETH: WHEREAS, on March 13, 2025, City requested qualifications for communications support services, (the “Project”); and WHEREAS, the City wants to engage Consultant for on-call, as-needed communication services (the “Services”); and WHEREAS, Consultant is qualified to perform this type of Services and has submitted a written proposal to do so, which has been accepted by City; and NOW, THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter contained, the Parties hereto agree as follows: 1.TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as first written above, for three years, with the option to extend for an additional two years. 2.INCORPORATION BY REFERENCE. Notice Requesting Qualifications for Communications Services and Consultant's proposal dated ________ are hereby incorporated in and made a part of this Agreement, attached as Exhibit A. The City’s insurance requirements are hereby incorporated in and made part of this Agreement, attached as Exhibit B. To the extent that there are any conflicts between the Consultant’s fees and scope of work and the City’s terms and conditions as stated herein, the City’s terms and conditions shall prevail unless specifically agreed otherwise in writing and signed by both Parties. 3.CITY’S OBLIGATIONS. For providing services as specified in this Agreement, and upon receipt of an invoice, City will pay and Consultant shall receive compensation as set forth in Consultant’s proposal and pursuant to the Payment Terms set forth in Exhibit B. 4.CONSULTANT’S OBLIGATIONS. For and in consideration of the payments and agreements herein before mentioned to be made and performed by City, Consultant agrees with City to do everything required by this Agreement including that work as set forth in Exhibit A. 5.PAYMENT OF TAXES. The contract prices shall include full compensation for all taxes that Consultant is required to pay. 6.LICENSES AND PERMITS. At all times during the term of this Agreement, Consultant shall have in full force and effect, all licenses required of it by law for the performance of the Services described -14- in this Agreement. The Consultant shall procure all permits and licenses, pay all charges and fees, and give all notices necessary under this Agreement. 7.COMPLIANCE WITH LAW. The Consultant shall keep itself informed of and shall observe and comply with all applicable State and Federal laws and regulations, and county and City of San Luis Obispo ordinances, regulations and adopted codes, which in any manner affect those employed by Consultant or in any way affect the performance of the Services pursuant to this Agreement. The City, and its officers and employees, shall not be liable at law or in equity occasioned by failure of the Consultant to comply with this Section. Failure to comply with local ordinances may result in monetary fines and cancellation of this Agreement. 8.COMPLIANCE WITH INDUSTRY STANDARD. Consultant shall provide services acceptable to City in strict conformance with the Agreement. Consultant shall also provide in accordance with the standards customarily called for under this Agreement using the degree of care and skill ordinarily exercised by reputable providers of such services. Where approval by the City, the City Manager, the Mayor, or other representative of City is required, it is understood to be general approval only and does not relieve Consultant of responsibility for complying with all applicable laws, codes, policies, regulations, and good business practices. 9.INDEPENDENT CONSULTANT. a.Consultant is and shall at all times remain as to the City a wholly independent Consultant. The personnel performing the Services under this Agreement on behalf of Consultant shall at all times be under Consultant's exclusive direction and control. Neither City nor any of its officers, employees, or agents shall have control over the conduct of Consultant or any of Consultant's officers, employees, or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the City. Consultant shall not incur or have the power to incur any debt, obligation, or liability whatsoever against City, or bind City in any manner. b.No employee benefits shall be available to Consultant in connection with the performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Consultant for performing the Services hereunder for City. City shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder. c.Consultant’s duties and services under this agreement shall not include preparing or assisting the public entity with any portion of the public entity’s preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with the public entity. The public entity entering this agreement shall at all times retain responsibility for public contracting, including with respect to any subsequent phase of this project. Consultant/Consultant’s participation in the planning, discussions, or drawing of project plans or specifications shall be limited to conceptual, preliminary, or initial plans or specifications. Consultant/Consultant shall cooperate with the public entity to ensure that all bidders for a subsequent contract on any subsequent phase of this project have access to the same information, including all conceptual, -15- preliminary, or initial plans or specifications prepared by Consultant pursuant to this agreement.” 10.PRESERVATION OF CITY PROPERTY. The Consultant shall provide and install suitable safeguards, approved by the City, to protect City property from injury or damage. If City property is injured or damaged resulting from Consultant’s operations, it shall be replaced or restored at Consultant’s expense. The City’s facilities shall be replaced or restored to a condition as good as when the Consultant began the work. 11.IMMIGRATION ACT OF 1986. The Consultant warrants on behalf of itself and all subConsultants engaged for the performance of the Services that only persons authorized to work in the United States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the Services hereunder. 12.NON-DISCRIMINATION. In the performance of the Services, the Consultant agrees that it will not engage in, nor permit such subConsultants as it may employ, to engage in discrimination in employment of persons because of age, race, color, sex, national origin or ancestry, sexual orientation, or religion of such persons. 13.PAYMENT TERMS. The City’s payment terms are 30 days from the receipt of an original invoice and acceptance by the City of the materials, supplies, equipment, or services provided by the Consultant (Net 30). Consultant will submit invoices monthly for actual services performed. Invoices shall be submitted on or about the first business day of each month, or as soon thereafter as practical, for services provided in the previous month. Final June invoices shall be received no later than the 5th business day of July to meet City fiscal year-end deadlines. Payment shall be made within thirty (30) days of receipt of each invoice as to all non -disputed fees. If the City disputes any of Consultant's fees it shall give written notice to Consultant within thirty (30) days of receipt of an invoice of any disputed fees set forth on the invoice. Any final payment under this Agreement shall be made within forty-five (45) days of receipt of an invoice, therefore. 14.INSPECTION. City shall at all times have the right to inspect the work being done under this Agreement and Consultant shall furnish City with every reasonable opportunity and assistance required for City to ascertain that the Services of the Consultant are being performed in accordance with the requirements and intentions of this Agreement. All work done, and all materials furnished, if any, shall be subject to the City’s inspection and approval. The inspection of such work shall not relieve Consultant of any of its obligations under the Agreement. 15.RELEASE OF INFORMATION. a.All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without City's prior written authorization. Consultant, its officers, employees, agents, or subConsultants, shall not, without written authorization from the City Manager or unless requested by the City Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this Agreement. Response to a subpoena or court order shall not be considered "voluntary" provided Consultant gives City notice of such court order or subpoena. b.Consultant shall promptly notify City should Consultant, its officers, employees, agents, or subConsultants be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions, or other -16- discovery request (“Discovery”), court order, or subpoena from any person or party regarding this Agreement, unless the City is a party to any lawsuit, arbitration, or administrative proceeding connected to such Discovery, or unless Consultant is prohibited by law from informing the City of such Discovery. City retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing, or similar proceeding as allowed by law. Unless City is a party to the lawsuit, arbitra tion, or administrative proceeding and is averse to Consultant in such proceeding, Consultant agrees to cooperate fully with City and to provide the opportunity to review any response to Discovery requests provided by Consultant. However, City's right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response. 16.OWNERSHIP OF DOCUMENTS. a.Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts, and other such information required by City that relate to the performance of the Services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of City or its designees at reasonable times to such books and records; shall give City the right to examine and audit said books and records; shall permit City to make transcripts or copies therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment. b.Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared in the course of providing the Services under this Agreement shall become the sole property of the City and may be used, reused, or otherwise disposed of by the City without the permission of the Consultant. With respect to computer files, Consultant shall make available to the City, at the Consultant's office and upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, transferring, copying and/or printing computer files. Consultant hereby grants to City all right, title, and interest, including any copyright, in and to the documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared by Consultant in the course of providing the Services under this Agreement. 17.INDEMNIFICATION AND DEFENSE. To the fullest extent permitted by law (including, but not limited to California Civil Code Sections 2782 and 2782.8), Consultant shall indemnify, defend, and hold harmless the City, and its elected officials, officers, employees, volunteers, and agents (“City Indemnitees”), from and against any and all causes of action, claims, liabilities, obligations, judgments, or damages, including reasonable legal counsels’ fees and costs of litigation (“claims”), arising out of the Consultant’s performance or Consultant’s failure to perform its obligations under this Agreement or out of the operations conducted by Consultant, -17- including the City’s passive negligence, except for such loss or damage arising from the sole or active negligence or willful misconduct of the City. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from Consultant’s performance of this Agreement, the Consultant shall provide a defense to the City Indemnitees or at the City’s option, reimburse the City Indemnitees the ir costs of defense, including reasonable legal fees, incurred in defense of such claims. The review, acceptance or approval of the Consultant’s work or work product by any indemnified party shall not affect, relieve or reduce the Consultant’s indemnification or defense obligations. This Section survives the completion of the services or the termination of this contract. The provisions of this section are not limited by and do not affect the provisions of this contract relating to insurance. Consultant’s indemnification obligations under this section extend to any claims arising out of or related to the negligence, recklessness, or willful misconduct of any sub-consultants/ subConsultants. 18.SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE. a.The City may at any time, for any reason, with or without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon the Consultant at least thirty (30) days prior written notice. Upon receipt of said notice, the Consultant shall immediately cease all work under this Agreement, unless the notice provides otherwise. If the City suspends or terminates a portion of this Agreement such suspension or termination shall not make void or invalidate the remainder of this Agreement. b.In the event this Agreement is terminated pursuant to this Section, the City shall pay to Consultant the actual value of the work performed up to the time of termination, provided that the work performed is of value to the City. Upon termination of the Agreement pursuant to this Section, the Consultant will submit an invoice to the City pursuant to Section 14. 19.TERMINATION FOR CAUSE. If, during the term of the Agreement, the City determines the Consultant is not faithfully abiding by any term or condition contained herein, the City may notify the Consultant in writing of such defect or failure to perform. This notice must give the Consultant a ten (10) calendar day notice of time thereafter in which to perform said work or cure the deficiency. a.If the Consultant has not performed the work or cured the deficiency within the ten (10) days specified in the notice, such shall constitute a breach of the Agreement and the City may terminate the Agreement immediately by written notice to the Consultant to said effect (“Notice of Termination”). Thereafter, neither party shall have any further duties, obligations, responsibilities, or rights under the Agreement except to comply with the obligations upon termination. b.In said event, the Consultant shall be entitled to the reasonable value of its services performed from the beginning date in which the breach occurs up to the day it received the City’s Notice of Termination, minus any offset from such payment representing the City’s damages from such breach. “Reasonable value” includes fees or charges for goods or services as of the last milestone or task satisfactorily delivered or completed by the Consultant as may be set forth in the Agreement payment schedule; compensation for any other work or services performed or provided by the Consultant shall be based solely -18- on the City’s assessment of the value of the work-in-progress in completing the overall scope. c.The City reserves the right to delay such payment until completion or confirmed abandonment of the project, as may be determined in the City’s sole discretion, so as to permit a full and complete accounting of costs. In no event, however, shall the Consultant be entitled to receive in excess of the not to exceed amount shown in this Agreement. 20.INSURANCE. Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in Exhibit B attached to and made part of this Agreement. 21.BUSINESS LICENSE & TAX. The Consultant must have a valid City of San Luis Obispo business license & tax certificate before execution of the contract. Additional information regarding the City’s business tax program may be obtained by calling (805) 781-7134. 22.SAFETY PROVISIONS. The Consultant shall conform to the rules and regulations pertaining to safety established by OSHA and the California Division of Industrial Safety. 23.PUBLIC AND EMPLOYEE SAFETY. Whenever the Consultant operations create a condition hazardous to the public or City employees, it shall, at its expense and without cost to the City, furnish, erect and maintain such fences, temporary railings, barricades, lights, signs and other devices and take such other protective measures as are necessary to prevent accidents or damage or injury to the public and employees. 24.UNDUE INFLUENCE. Consultant declares and warrants that no undue influence or pressure was used against or in concert with any officer or employee of the City in connection with the award, terms or implementation of this Agreement, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the City has or will receive compensation, directly or indirectly, from Consultant, or from any officer, employee or agent of Consultant, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement. Violation of this Section shall be a material breach of this Agreement entitling the City to any and all remedies at law or in equity. 25.ASSIGNMENT. The Consultant shall not assign, transfer, convey or otherwise dispose of the contract, or its right, title or interest, or its power to execute such a contract to any individual or business entity of any kind without the previous written consent of the City. As required above, before retaining or contracting with any subConsultant for any services under this Agreement, City must consent to such assignment of performance in writing. For City to evaluate such proposed assignment, Consultant shall provide City with the identity of the proposed subConsultant, a copy of the proposed written contract between Consultant and such subConsultant, which shall include an indemnity provision similar to the one provided herein and identifying City as an indemnified party, or an incorporation of the indemnity provision provided herein, and proof that such proposed subConsultant carries insurance at least equal to that required by this Agreement or obtain a written waiver from City for such insurance. 26.AMENDMENT. Any amendment, modification, or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the appropriate review authority according to the City’s Financial Management Manual. Consultant shall not be compensated for any services rendered in connection with its performance of this Agreement which are in addition to those set forth herein, unless such additional services are authorized by the City in advance and in writing. -19- 27.COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete Agreement between the Parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral Agreement, understanding, or representation be binding upon the Parties hereto. Each party is entering into this Agreement based solely upon the representations set forth herein and upon each party's own independent investigation of any and all facts such party deems material. 28.NOTICE. All notices to the Parties hereto under this Agreement shall be in writing and shall be sent either by (i) personal service, (ii) delivery by a reputable document delivery service, such as, but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) United States Mail, certified, postage prepaid, return receipt requested. All such notices shall be delivered to the addressee or addressed as set forth below: To City: Administration Department (Communications) City of San Luis Obispo 990 Palm St. San Luis Obispo, CA 93402 Attention: Whitney Szentesi (wszentes@slocity.org) To Consultant: Name Mailing Address 29.GOVERNING LAW. Any action arising out of this Agreement shall be brought in the Superior Court of San Luis Obispo County, California, regardless of where else venue may lie. The validity, interpretation, construction and performance of this Agreement, and all acts and transactions pursuant hereto and the rights and obligations of the Parties hereto shall be governed, construed and interpreted in accordance with the laws of the State of California, without giving effect to principles of conflicts of law. 30.AUTHORITY TO EXECUTE AGREEMENT. Both City and Consultant do covenant that each individual executing this Agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. -20- IN WITNESS WHEREOF, the Parties hereto have caused this instrument to be executed the day and year first above written. CITY CONSULTANT _______________________________ By: [Name] Its: [Title of City Manager or Department Head] _______________________________ By: [Name] Its: [Title] APPROVED AS TO FORM: _______________________________ By: J. Christine Dietrick, City Attorney Dustin Wise, Owner Wise Studio -21- EXHIBIT C INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES Without limiting CONSULTANT’s indemnification of CITY, and prior to commencement of Work, CONSULTANT shall obtain, provide and maintain at its own expense during the term of this AGREEMENT, policies of insurance of the type and amounts described below, and in a form satisfactory to CITY. General liability insurance. CONSULTANT shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted. Automobile liability insurance. CONSULTANT shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with Work to be performed under this AGREEMENT, including coverage for any owned, hired, non-owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident. Workers’ compensation insurance. CONSULTANT shall maintain Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least $1,000,000). CONSULTANT shall submit to CITY, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of CITY, its officers, agents, employees, and volunteers. Umbrella or excess liability insurance. CONSULTANT shall obtain and maintain an umbrella or excess liability insurance policy with limits that will provide bodily injury, personal injury and property damage liability coverage at least as broad as the primary coverages set forth above, including commercial general liability, automobile liability, and employer’s liability. Such policy or policies shall include the following terms and conditions: •A drop-down feature requiring the policy to respond if any primary insurance that would otherwise have applied proves to be uncollectible in whole or in part for any reason; •Pay on behalf of wording as opposed to reimbursement; •Concurrency of effective dates with primary policies; •Policies shall “follow form” to the underlying primary policies; and •Insureds under primary policies shall also be insureds under the umbrella or excess policies. Proof of insurance. CONSULTANT shall provide certificates of insurance to CITY as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers’ compensation. Insurance certificates and endorsements must be approved by CITY’s R isk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with CITY at all times during the term of this contract. CITY reserves the right to require complete, certified copies of all required insurance policies, at any time. Duration of coverage. CONSULTANT shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the Work hereunder by CONSULTANT, his agents, representatives, employees or subconsultants. Primary/noncontributing. Coverage provided by CONSULTANT shall be primary and any insurance or self- insurance procured or maintained by CITY shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage -22- shall also apply on a primary and non-contributory basis for the benefit of CITY before the CITY’s own insurance or self-insurance shall be called upon to protect it as a named insured. CITY’s rights of enforcement. In the event any policy of insurance required under this AGREEMENT does not comply with these specifications or is canceled and not replaced, CITY has the right but not the duty to obtain the insurance it deems necessary, and any premium paid by CITY will be promptly reimbursed by CONSULTANT or CITY will withhold amounts sufficient to pay premium from CONSULTANT payments. In the alternative, CITY may cancel this AGREEMENT. Acceptable insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyholders’ Rating of A- (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by the CITY’s Risk Manager. Waiver of subrogation. All insurance coverage maintained or procured pursuant to this AGREEMENT shall be endorsed to waive subrogation against CITY, its elected or appointed officers, agents, officials, employees and volunteers or shall specifically allow CONSULTANT or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. CONSULTANT hereby waives its own right of recovery against CITY and shall require similar written express waivers and insurance clauses from each of its subconsultants. Enforcement of contract provisions (non estoppel). CONSULTANT acknowledges and agrees that any actual or alleged failure on the part of the CITY to inform CONSULTANT of non-compliance with any requirement imposes no additional obligations on the CITY nor does it waive any rights hereunder. Requirements not limiting. Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the CONSULTANT ma intains higher limits than the minimums shown above, the CITY requires and shall be entitled to coverage for the higher limits maintained by the CONSULTANT. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the CITY. Notice of cancellation. CONSULTANT agrees to oblige its insurance agent or broker and insurers to provide to CITY with a thirty (30) day notice of cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each required coverage. Additional insured status. General liability policies shall provide or be endorsed to provide that CITY and its officers, officials, employees, and agents, and volunteers shall be additional insureds under such policies. This provision shall also apply to any excess/umbrella liability policies. Prohibition of undisclosed coverage limitations. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to CITY and approved of in writing. Separation of insureds. A severability of interests provision must apply for all additional insureds ensuring that CONSULTANT’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the insurer’s limits of liability. The policy(ies) shall not contain any cross-liability exclusions. Pass through clause. CONSULTANT agrees to ensure that its subconsultants, subConsultants, and any other party involved with the project who is brought onto or involved in the project by CONSULTANT, provide the same minimum insurance coverage and endorsements required of CONSULTANT. CONSULTANT agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. CONSULTANT agrees that upon request, all agreements with consultants, subConsultants, and others engaged in the project will be submitted to CITY for review. -23- CITY’s right to revise specifications. The CITY reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the CONSULTANT ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the CONSULTANT, the CITY and CONSULTANT may renegotiate CONSULTANT’s compensation. Self-insured retentions. Any self-insured retentions must be declared to and approved by CITY. CITY reserves the right to require that self-insured retentions be eliminated, lowered, or replaced by a deductible. Self-insurance will not be considered to comply with these specifications unless approved by CITY. Timely notice of claims. CONSULTANT shall give CITY prompt and timely notice of claims made or suits instituted that arise out of or result from CONSULTANT’s performance under this AGREEMENT, and that involve or may involve coverage under any of the required liability policies. Additional insurance. CONSULTANT shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work. Verification of Coverage. Consultant shall furnish the City with a certificate of insurance showing maintenance of the required insurance coverage, as well as endorsements effecting general liability coverage. All endorsements are to be received and approved by the City before work commences. -24- PRESENTED BY DUSTIN WISE PROJECT PROPOSAL MARCH 25,2025 PREPARED FOR CITY OF SLO BEYOND STORYTELLING INTRODUCTION Wise Studio is a full service agency with an emphasis oncommercial work, corporate storytelling, and dronecoverage. We work hard to tailor our content toindividuals and businesses to share their messagevisually. Past clients include: American Express, Department of Defense, Sony, City of San LuisObispo, City of Santa Maria, Resy, Canva, PBS (Moveable Feast & FieldTrip with Curtis Stone), Billabong, Animal Planet (Redwood Kings) , ChrisBurkard Studio, Daou Winery, Moshpit Digital Agency, The OffsiteRetreats, numerous construction companies, 3 Separate WaterTreatment Facilities (SLO WRRF, Paso Robles, Ventura) COLLABORATION We recognize that everyone brings unique experiencesand knowledge to the conversation. Our creative process allows time and space forexploration in order to produce fresh content. BALANCE Finding a balance between form and function is one of our greatest strengths. Delivering messaging in a beautiful and seamless waytakes dedication to the craft. AUTHENTIC We listen. We act. And we deliver. WHO WE ARE Dustin Wise is a jack of all trades in the content creation world. Previously hired as a drone operator, cameraman, digital media manager for cooking shows he spent most of 2020 transitioning his work to focus on remote editing work. He has 12 years of experience in video production ranging from travel films to weddings to corporate storytelling. Production: Video production entails conceptualizing in terms of finding talent, locations, and creating a shot list for our filming days. The goal is to set ourselves up to be informative, be engaging, and promote the company goals. Filmmaking: Filmmaking involves utilizing our shot lists and pre production plans to actually capture imagery in a variety of ways: interviews, highlighting key locations, utilizing aerial/ drone video, and capturing audio. Editing/Post Production: Post production for us means piecing together our footage according to the video scope and plan. We would be able to combine graphics, music, and ultimately trim and arrange clips in an edit that draws the viewer in and keeps you watching. ABOUT US THE TEAM ADAM TROVAO JEFF BRUNDAGE CHRISTIAN RAMIREZ ALEX RABAN JEREMY BISHOP DUSTIN WISE Filmer, event specialist Camera Operator, editor Photographer Camera Operator Photographer, drone operator Owner, producer ,cameraman Wise Studio’s collaborative approach begins with our team. The diverse skill sets and experiences foster an environment where ideas flow and we are able to work alongside our clients to make their dreams become reality. EXPERTISE & EXPERIENCE PUBLIC & CIVIC DOCUMENTARY COMMERCIAL Airport Wastewater City/County Gov Public Safety Wildlife Action sports Awareness Television Corporate Testimonials EDUCATION K-12 Higher Education Virtual The Solid Waste Section of the Utilities Department of the City of San Luis Obispo aimed to create 3 videos on varying topics such as organics recycling, recycling contamination, and tips on reducing waste. These videos were filmed at city offices as well as around SLO County Deliverables 3 x 90 second Public Service Announcement with voiceover Team Dustin Wise - Producer, Editor Alex Raban - Videographer CITY OF SLO PSA RECYCLING VIDEOS 2024 RELEVANT EXPERIENCE CANVA & REDUCE REUSE GROW SUSTAINABILITY + REFORESTATION VIDEOS RRG has partnered with the design company Canva to develop a program called One Print. One Tree. which plants a tree for every Canva Print order. This program supports landscape restoration projects around the globe that contribute to habitat conservation, watershed preservation, poverty alleviation, and other impacts aimed at protecting biodiversity and transforming the quality of life in the regions they’re implemented. I’ve documented these projects in Brazil, twice in Tanzania, twice in the Philippines, and this year in Malawi. Deliverables: 6 x 3 minute videos Team: Dustin Wise - Filmmaker, Cory Jones - Producer, Drasko Bogdanovic - Photographer RELEVANT EXPERIENCE SLOW MONEY SLO: FARM TO SCHOOL PROGRAM RELEVANT EXPERIENCE We were hired by Slow Money SLO to tell the story of Farm to School, a program aimed at connecting school dining services with local farms. The goal of the video was to share with the community a little more about Farm to School - who is involved, why they do it, and a brief progress report. Deliverables: 7 minute video Team: Dustin Wise - director of photography + editor Robin Ayers - Additional Filmer SOLUTION PRE PRODUCTION FILMING SCOPE POST PRODUCTION PHASE 01 PHASE 02 PHASE 03 Brand Onboarding Share styles and logos Share questions for testimonials Share voiceover and text script Shot List Creation + Music selection Breakdown of Cost: Included in filming and post production fee videographer Day Rate: estimated at $1,000/day Options for second shooter Deliverables: Post Production Deliverables Cost: Based on edited length TIMELINE WE PROVIDE AN EFFICIENT CREATIVE PROCESS Our process begins with working with you to establish project need and goals. Through this process, we will establish a storyline that will balance budget and creativity. REFERENCES LAUREN YOUNG - RESY XAMERICAN EXPRESS ABBY FOUTCH - SWOOGOEVENTS MEGAN ZANZINGER -OFFSITE CO 01 03 02 Lauren@parallel-pr.com 914-907-6339 Events in Miami, New York, and Los Angeles to promote the partnership between American Express’ credit cards and Resy, the restaurant reservation app. abby@swoogo.com 402-990-1309 3+ years of events, interviews, and catered video content megan@theoffsiteco.com 321-243-0270 Company Retreats worldwide for over 5 years. 60+ events LET'S WORK TOGETHER DUSTIN WISE CONTACT PHONE WEBSITE EMAIL 503-709-0916 www.thewisestudio.com Dustin@thewisestudio.com 1 From:Szentesi, Whit Sent:Friday, March 28, 2025 8:49 AM To:Leslie Spring; Clancy, Daniel Cc:Susanne Bankhead Subject:Re: Questions: RFQ for On-call Consulting for Marketing, Public Relations, Videography, or Photography Services One project I'm sure will require on-call support is the Citywide Single Vote public information campaign. As far as projects in other departments, I suspect some CIP projects would require on-call support but I'm not sure at what level. We have directed departments to only use the allocated budget for on-call agreements. I do envision a similar structure as the last contract term. Thanks, Whit This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Whit and Dan, Happy Friday! To help us prepare our response to your RFQ, we have the following two questions:  What projects (if any) are currently planned to be executed with on-call support over the course of the contract?  Do you envision a similar structure and size of bench as the last contract term? We appreciate how much work the RFQ process takes, so thank you in advance for your help answering these questions. Leslie To help protect your priv acy, Microsoft Office prevented automatic download of this picture from the Internet. Leslie Spring | Senior Communications & Marketing Director FROM GOVERNMENT. FOR GOVERNMENT. ® 2710 Loker Avenue W, Suite 300, Carlsbad, CA 92010 P: 760.683.8395 x701 | E: leslie@jpwcomm.com W: www.jpwcomm.com 1 From:Leslie Spring <leslie@jpwcomm.com> Sent:Friday, March 28, 2025 5:55 AM To:Szentesi, Whit; Clancy, Daniel Cc:Susanne Bankhead Subject:Questions: RFQ for On-call Consulting for Marketing, Public Relations, Videography, or Photography Services This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Whit and Dan, Happy Friday! To help us prepare our response to your RFQ, we have the following two questions:  What projects (if any) are currently planned to be executed with on-call support over the course of the contract?  Do you envision a similar structure and size of bench as the last contract term? We appreciate how much work the RFQ process takes, so thank you in advance for your help answering these questions. Leslie To help protect your priv acy, Microsoft Office prevented automatic download of this picture from the Internet. Leslie Spring | Senior Communications & Marketing Director FROM GOVERNMENT. FOR GOVERNMENT. ® 2710 Loker Avenue W, Suite 300, Carlsbad, CA 92010 P: 760.683.8395 x701 | E: leslie@jpwcomm.com W: www.jpwcomm.com 1 From:Amanda Pebler <apebler@wsc-inc.com> Sent:Friday, March 28, 2025 12:04 PM To:Szentesi, Whit; Clancy, Daniel Cc:Sierra Orr Subject:FW: Questions: RFQ for on-call Consulting for Marketing, Public Relations Flag Status:Completed This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hello, WSC would like to ask the following questions regarding the RFQ for On-call Consulting for Marketing, Public Relations, Videography, or Photography Services. 1. In the RFQ, it mentions the addition of resumes for key personnel. Are resumes expected to be included in the 10-page limit for the Relevant Experience of Key Personnel and the Firm section, or can they be included in an appendix? 2. If possible, please provide a summary of any anticipated or likely projects, programs, campaigns, or specific tasks that you anticipate may result in work through this contract. Knowing if this contract will primarily support specific departments or types of work will help us tailor our relevant experience and project-based fees. 3. The RFP states “Please also include the rates for a project-by-project basis, as noted in the Sample Scope of Work above.” The sample scope lists sixteen general tasks. Given the nature of on-call work, these understandably do not include the level of deta il regularly required to provide an estimate. Would it be acceptable for us to make assumptions to provide estimates on a portion of these tasks? If not, please provide additional direction on how you would like these project-by-project rates/task estimates structured. We look forward to your response. Amanda Pebler MSED pronouns: she/her/hers apebler@wsc-inc.com C: 707.567.6322 O: 503.419.6336 ext 406 expectwsc.com 1 From:Ren Agarwal <rena@storyaz.studio> Sent:Monday, March 31, 2025 5:06 PM To:Clancy, Daniel; Szentesi, Whit Subject:Re: (RFQ) for on-call Consulting for Communications This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hello Daniel and Whitney, we would like to submit the following question regarding the RFP.  Beyond General Liability, can we provide certificates of insurance for additional coverages required by the City, specifically Auto, Umbrella, and WC if our firm is selected? Sincerely, Ren Ren Agarwal CEO StoryAZ Studio To help protect your priv acy, Microsoft Office prevented automatic download of this picture from the Internet. (415) 320-1456 rena@storyaz.studio storyaz.studio 95 Third Street, 2ND FLR, San Francisco, CA To help protect your priv acy, Microsoft Office prevented automatic download of this picture from the Internet.To help protect your privacy, Microsoft Office prevented automatic download of this picture from the Internet. To help protect your priv acy, Microsoft Office prevented automatic download of this picture from the Internet. StoryAZ Studio Content marketing from A to Z storyaz.studio 415-320-1456 1 From:Mary Verdin <mary@verdinmarketing.com> Sent:Monday, March 31, 2025 5:00 PM To:Szentesi, Whit Subject:On-Call Communications Support RFQ - Questions This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Whitney - I didn't see a place on the BidNet Direct portal to submit questions on the RFQ, so am emailing the one we have here:  On page 5 of the RFQ, in item E3 you request a “clear and comprehensive fee schedule” and “rates for a project-by- project basis.” I just wanted to confirm that our hourly rates for that work will suffice and you aren’t looking for ranges for actual project work, since the specifications and scope of individual projects aren’t detailed out for the RFQ. Thank you! Mary --- Mary Verdin President & CEO Verdin P.O. Box 3060 San Luis Obispo, CA 93403 Mobile: 805.235.0507 Office: 805.541.9005 www.VerdinMarketing.com 1 From:Jinah Kim <jinah@wwpvideo.com> Sent:Monday, March 31, 2025 6:53 PM To:Clancy, Daniel Subject:Re: Questions for RFQ - On Call Consulting for Videography / photography Flag Status:Completed Hi Dan - I’m happy to do that, but there isn’t a place anywhere on Bidnetdirect.com for this solicitation, that has a button to ask a question. The only thing it allows us to do is download the documents. bidnetdirect.com Please let me know if there’s something I’m not seeing. I couldn’t find a place to ask a question, so I emailed you by today’s Q&A deadline. Thank you, Jinah Kim Founder & Executive Producer WorldWise Productions LLC (877) WWP-VIDEO - Ext. 701 (877-997-8433) jinah@wwpvideo.com www.wwpvideo.com On Mar 31, 2025, at 5:55 PM, Clancy, Daniel <dclancy@slocity.org> wrote: Hi Jonah, Please post these questions to BidNet and the City will answer publicly. Thanks, Dan Get Outlook for iOS From: Jinah Kim <jinah@wwpvideo.com> Sent: Monday, March 31, 2025 5:09:46 PM To: Clancy, Daniel <dclancy@slocity.org> Subject: Questions for RFQ - On Call Consulting for Videography / photography 2 This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi again Dan, here are some more questions regarding this RFQ: 1. Does it count against a bidding firm if they have never done work with the City / County / Community of SLO before? 2. Is there an incumbent video production / photography vendor? If so - who is it please, and how long have they been a vendor? 3. How many videos does the city create typically in a year, and what are the budgets for those videos? 4. Are there recurring videos (like for annual awards shows or Earth Day, etc..) that the city already knows it will need in the coming years? Thank you! Jinah Kim Founder & Executive Producer WorldWise Productions LLC (877) WWP-VIDEO - Ext. 701 (877-997-8433) jinah@wwpvideo.com www.wwpvideo.com 1 From:Clancy, Daniel Sent:Monday, March 31, 2025 5:56 PM To:Jinah Kim Subject:Re: Questions for RFQ - On Call Consulting for Videography / photography Hi Jonah, Please post these questions to BidNet and the City will answer publicly. Thanks, Dan Get Outlook for iOS From: Jinah Kim <jinah@wwpvideo.com> Sent: Monday, March 31, 2025 5:09:46 PM To: Clancy, Daniel <dclancy@slocity.org> Subject: Questions for RFQ - On Call Consulting for Videography / photography This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi again Dan, here are some more questions regarding this RFQ: 1. Does it count against a bidding firm if they have never done work with the City / County / Community of SLO before? 2. Is there an incumbent video production / photography vendor? If so - who is it please, and how long have they been a vendor? 3. How many videos does the city create typically in a year, and what are the budgets for those videos? 4. Are there recurring videos (like for annual awards shows or Earth Day, etc..) that the city already knows it will need in the coming years? Thank you! Jinah Kim Founder & Executive Producer WorldWise Productions LLC (877) WWP-VIDEO - Ext. 701 (877-997-8433) jinah@wwpvideo.com www.wwpvideo.com 2 1 From:Jinah Kim <jinah@wwpvideo.com> Sent:Monday, March 31, 2025 4:10 PM To:Clancy, Daniel Subject:Questions for RFQ - On Call Consulting for Videography / photography This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi again Dan, here are some more questions regarding this RFQ: 1. Does it count against a bidding firm if they have never done work with the City / County / Community of SLO before? 2. Is there an incumbent video production / photography vendor? If so - who is it please, and how long have they been a vendor? 3. How many videos does the city create typically in a year, and what are the budgets for those videos? 4. Are there recurring videos (like for annual awards shows or Earth Day, etc..) that the city already knows it will need in the coming years? Thank you! Jinah Kim Founder & Executive Producer WorldWise Productions LLC (877) WWP-VIDEO - Ext. 701 (877-997-8433) jinah@wwpvideo.com www.wwpvideo.com 1 From:Wallace, Christine Sent:Monday, March 31, 2025 10:07 AM To:katie@stacymillerpa.com Subject:FW: RFQ for Communications Services (including video and photography) From: Szentesi, Whit <wszentes@slocity.org> Sent: Monday, March 31, 2025 10:05 AM To: Wallace, Christine <cwallace@slocity.org> Subject: FW: RFQ for Communications Services (including video and photography) Feel free to pass on to anyone you think might be interested in being an on-call consultant. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager Top 5 Strengths: Activator, Communication, Achiever, Learner, Strategic E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications Do you need communications support? My team is here to support you with your public communications needs. Whether you need help with strategic communications planning, content development or production, or something else, please submit a KBOX ticket and fill out the form to get your request in the queue. Not sure what you need? Visit the City’s Communications Program Sharepoint page for tips and tricks, guides, and helpful resources. From: Szentesi, Whit Sent: Thursday, March 13, 2025 2:58 PM To: Clancy, Daniel <dclancy@slocity.org> Subject: RFQ for Communications Services (including video and photography) Good afternoon! I’m reaching out to inform you that the City of San Luis Obispo has issued a Request for Qualifications (RFQ) for Communications Services, including marketing, PR, videography, or photography services. The notice was issued earlier today and can be found on bidnetdirect.com (see: https://www.bidnetdirect.com/california/solicitations/open- bids/RFQ-for-on-call-Consulting-for-Communications-Marketing-Public- Relations/0000379964?purchasingGroupId=88020151&origin=2 ). If you are interested in receiving further correspondence regarding this RFQ, you will be required to complete a free registration using BidNet. All proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835- 4603 option #2.) 2 The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Clancy, Daniel Sent:Monday, March 31, 2025 5:55 PM To:Ren Agarwal; Szentesi, Whit Subject:Re: (RFQ) for on-call Consulting for Communications Hi Ren, If selected, a certificate of insurance will be acceptable as proof of insurance. Regards, Dan Get Outlook for iOS From: Ren Agarwal <rena@storyaz.studio> Sent: Monday, March 31, 2025 6:06 PM To: Clancy, Daniel <dclancy@slocity.org>; Szentesi, Whit <wszentes@slocity.org> Subject: Re: (RFQ) for on-call Consulting for Communications This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hello Daniel and Whitney, we would like to submit the following question regarding the RFP.  Beyond General Liability, can we provide certificates of insurance for additional coverages required by the City, specifically Auto, Umbrella, and WC if our firm is selected? Sincerely, Ren Ren Agarwal CEO StoryAZ Studio To help protect your priv acy, Microsoft Office prevented automatic download of this picture from the Internet. (415) 320-1456 rena@storyaz.studio 2 storyaz.studio 95 Third Street, 2ND FLR, San Francisco, CA To help protect your priv acy, Microsoft Office prevented automatic download of this picture from the Internet.To help protect your privacy, Microsoft Office prevented automatic download of this picture from the Internet. To help protect your priv acy, Microsoft Office prevented automatic download of this picture from the Internet. StoryAZ Studio Content marketing from A to Z storyaz.studio 415-320-1456 1 From:Szentesi, Whit Sent:Monday, March 31, 2025 10:05 AM To:Wallace, Christine Subject:FW: RFQ for Communications Services (including video and photography) Feel free to pass on to anyone you think might be interested in being an on-call consultant. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager Top 5 Strengths: Activator, Communication, Achiever, Learner, Strategic E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications Do you need communications support? My team is here to support you with your public communications needs. Whether you need help with strategic communications planning, content development or production, or something else, please submit a KBOX ticket and fill out the form to get your request in the queue. Not sure what you need? Visit the City’s Communications Program Sharepoint page for tips and tricks, guides, and helpful resources. From: Szentesi, Whit Sent: Thursday, March 13, 2025 2:58 PM To: Clancy, Daniel <dclancy@slocity.org> Subject: RFQ for Communications Services (including video and photography) Good afternoon! I’m reaching out to inform you that the City of San Luis Obispo has issued a Request for Qualifications (RFQ) for Communications Services, including marketing, PR, videography, or photography services. The notice was issued earlier today and can be found on bidnetdirect.com (see: https://www.bidnetdirect.com/california/solicitations/open- bids/RFQ-for-on-call-Consulting-for-Communications-Marketing-Public- Relations/0000379964?purchasingGroupId=88020151&origin=2 ). If you are interested in receiving further correspondence regarding this RFQ, you will be required to complete a free registration using BidNet. All proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835- 4603 option #2.) The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. Thanks, 2 Whit Whit Szentesi pronouns she/her/hers Public Communications Manager City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Szentesi, Whit Sent:Tuesday, April 1, 2025 11:54 AM To:Mary Verdin Cc:Clancy, Daniel Subject:RE: On-Call Communications Support RFQ - Questions Hi Mary! Hourly rates will work just fine, but City staff who aren’t communications professionals may have a hard time understanding how hourly rates might translate into deliverables like a news release or a Reel for Instagram. Oftentimes, they just need a one-off deliverable like that, so it would be good to give staff a general sense of what those deliverables cost, based on your rates. A range is fine also. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager Top 5 Strengths: Activator, Communication, Achiever, Learner, Strategic E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications Do you need communications support? My team is here to support you with your public communications needs. Whether you need help with strategic communications planning, content development or production, or something else, please submit a KBOX ticket and fill out the form to get your request in the queue. Not sure what you need? Visit the City’s Communications Program Sharepoint page for tips and tricks, guides, and helpful resources. From: Mary Verdin <mary@verdinmarketing.com> Sent: Monday, March 31, 2025 5:00 PM To: Szentesi, Whit <wszentes@slocity.org> Subject: On-Call Communications Support RFQ - Questions This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Whitney - I didn't see a place on the BidNet Direct portal to submit questions on the RFQ, so am emailing the one we have here:  On page 5 of the RFQ, in item E3 you request a “clear and comprehensive fee schedule” and “rates for a project-by- project basis.” I just wanted to confirm that our hourly rates for that work will suffice and you aren’t looking for ranges for actual project work, since the specifications and scope of individual projects aren’t detailed out for the RFQ. 2 Thank you! Mary --- Mary Verdin President & CEO Verdin P.O. Box 3060 San Luis Obispo, CA 93403 Mobile: 805.235.0507 Office: 805.541.9005 www.VerdinMarketing.com 1 From:Szentesi, Whit Sent:Tuesday, April 1, 2025 11:39 AM To:Amanda Pebler; Clancy, Daniel Cc:Sierra Orr Subject:RE: Questions: RFQ for on-call Consulting for Marketing, Public Relations Hi Amanda, 1. In the RFQ, it mentions the addition of resumes for key personnel. Are resumes expected to be included in the 10-page limit for the Relevant Experience of Key Personnel and the Firm section, or can they be included in an appendix? This can be included as an appendix. 2. If possible, please provide a summary of any anticipated or likely projects, programs, campaigns, or specific tasks that you anticipate may result in work through this contract. Knowing if this contract will primarily support specific departments or types of work will help us tailor our relevant experience and project-based fees. This is up to departments and is not something we are tracking, but upcoming Capital Improvement Projects would likely need consultant support and my department will likely use a consultant to build out a public engagement plan to help inform voters of the Citywide Single Vote. I would recommend going to our website (www.slocity.org) to get an idea of the projects or programs we oƯer. The idea is that once a vendor is an on-call consultant, any City program can reach out to get communications support. 3. The RFP states “Please also include the rates for a project-by-project basis, as noted in the Sample Scope of Work above.” The sample scope lists sixteen general tasks. Given the nature of on-call work, these understandably do not include the level of deta il regularly required to provide an estimate. Would it be acceptable for us to make assumptions to provide estimates on a portion of these tasks? If not, please provide additional direction on how you would like these project-by-project rates/task estimates structured. Yes, this is fine. Work will be requested on a project-by-project basis as needed and as long as it is within the allocated budget, but the types of work requested would likely include: communications plans, public engagement plans, surveys, news releases, content/creative e- newsletter, creative for social media content (posts, reels and short-form videos, etc.), website landing page content (including graphic design elements), light graphic design work (a flyer or poster), heavy graphic design work (presentations, reports, etc.), photography services (photo shoots), and/or videography (long-form or short-form). It is helpful for staƯ to have a range to understand how much each item/service costs so that they can determine whether it is within budget or not. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager Top 5 Strengths: Activator, Communication, Achiever, Learner, Strategic E wszentes@slocity.org C 805.440.5446 2 Stay informed by signing up for e-notifications Do you need communications support? My team is here to support you with your public communications needs. Whether you need help with strategic communications planning, content development or production, or something else, please submit a KBOX ticket and fill out the form to get your request in the queue. Not sure what you need? Visit the City’s Communications Program Sharepoint page for tips and tricks, guides, and helpful resources. From: Amanda Pebler <apebler@wsc-inc.com> Sent: Friday, March 28, 2025 12:04 PM To: Szentesi, Whit <wszentes@slocity.org>; Clancy, Daniel <dclancy@slocity.org> Cc: Sierra Orr <sorr@wsc-inc.com> Subject: FW: Questions: RFQ for on-call Consulting for Marketing, Public Relations This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hello, WSC would like to ask the following questions regarding the RFQ for On-call Consulting for Marketing, Public Relations, Videography, or Photography Services. 1. In the RFQ, it mentions the addition of resumes for key personnel. Are resumes expected to be included in the 10-page limit for the Relevant Experience of Key Personnel and the Firm section, or can they be included in an appendix? 2. If possible, please provide a summary of any anticipated or likely projects, programs, campaigns, or specific tasks that you anticipate may result in work through this contract. Knowing if this contract will primarily support specific departments or types of work will help us tailor our relevant experience and project-based fees. 3. The RFP states “Please also include the rates for a project-by-project basis, as noted in the Sample Scope of Work above.” The sample scope lists sixteen general tasks. Given the nature of on-call work, these understandably do not include the level of deta il regularly required to provide an estimate. Would it be acceptable for us to make assumptions to provide estimates on a portion of these tasks? If not, please provide additional direction on how you would like these project-by-project rates/task estimates structured. We look forward to your response. Amanda Pebler MSED pronouns: she/her/hers apebler@wsc-inc.com C: 707.567.6322 O: 503.419.6336 ext 406 expectwsc.com 1 From:Szentesi, Whit Sent:Wednesday, April 2, 2025 11:47 AM To:Clancy, Daniel Subject:RE: RFQ for Communications Services (including video and photography) Dan, Can you please advise on this one? I’m not quite sure how to respond. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager Top 5 Strengths: Activator, Communication, Achiever, Learner, Strategic E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications Do you need communications support? My team is here to support you with your public communications needs. Whether you need help with strategic communications planning, content development or production, or something else, please submit a KBOX ticket and fill out the form to get your request in the queue. Not sure what you need? Visit the City’s Communications Program Sharepoint page for tips and tricks, guides, and helpful resources. From: dennis@studio101west.com <dennis@studio101west.com> Sent: Wednesday, April 2, 2025 11:44 AM To: Szentesi, Whit <wszentes@slocity.org> Cc: Clancy, Daniel <dclancy@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) Hi Whitney, I noticed there is an addendum to your Bidnet RFQ. Since I already submitted mine is that something I should worry about? I can do it but wanted to make sure it’s needed first. Thanks, Dennis 2 Dennis Swanson, Photographer Studio101West.com mobile: +1 805-460-6300 Providing exceptional quality photography for the Central Coast since 1988. On Mar 19, 2025, at 9:04 AM, Szentesi, Whit <wszentes@slocity.org> wrote: Great, thank you, Dennis! From: dennis@studio101west.com <dennis@studio101west.com> Sent: Wednesday, March 19, 2025 8:56 AM To: Szentesi, Whit <wszentes@slocity.org> Cc: Clancy, Daniel <dclancy@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) FYI My bid was submitted this morning. Let me know if you need anything else from me. Best Regards, Dennis Swanson <image001.png><image003.png><image005.png><image007.png><image009.png> <image011.jpg> Dennis Swanson, Photographer Photography: Studio101West.com Design: Studio101WestDesign.com office: +1 805-460-6300 cell: +1 805-235-3801 Providing exceptional quality photography and graphic design for the Central Coast since 1988. On Mar 14, 2025, at 3:17 PM, Szentesi, Whit <wszentes@slocity.org> wrote: Awesome! Thank you, Dennis! Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager Top 5 Strengths: Activator, Communication, Achiever, Learner, Strategic E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications 3 Do you need communications support? My team is here to support you with your public communications needs. Whether you need help with strategic communications planning, content development or production, or something else, please submit a KBOX ticket and fill out the form to get your request in the queue. Not sure what you need? Visit the City’s Communications Program Sharepoint page for tips and tricks, guides, and helpful resources. From: Dennis <dennis@studio101west.com> Sent: Friday, March 14, 2025 3:05 PM To: Szentesi, Whit <wszentes@slocity.org> Cc: Clancy, Daniel <dclancy@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Whitney, Thanks for the notice. I’ve always had a great experience working with the city of SLO and would love to continue that. I'm on BidNet and will be submitting my bid in the next day or so. Let me know if you need anything else from me. Thanks, Dennis Swanson <image001.jpg> Dennis Swanson, Photographer Studio101West.com mobile: +1 805-460-6300 Providing exceptional quality photography for the Central Coast since 1988. On Mar 13, 2025, at 2:24 PM, Szentesi, Whit <wszentes@slocity.org> wrote: Good afternoon! I’m reaching out because you have worked with the City in the past and I wanted to let you know that we have issued a Request for Qualifications (RFQ) for Communications Services (including marketing, PR, videography, or photography services). The notice was issued earlier today and can be found on bidnetdirect.com (see:https://www.bidnetdirect.com/california/solicitatio ns/open-bids/RFQ-for-on-call-Consulting-for-Communications-Marketing- Public-Relations/0000379964?purchasingGroupId=88020151&origin=2 ). If you are interested in receiving further correspondence regarding this RFQ will be required to complete a free registration using BidNet. Your 4 proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835-4603 option #2. The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. Specification packages and additional information may be obtained at the City's BidNet website at www.BidSync.com. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager <image001.png> City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org <image002.png><image003.png><image004.png><image005.png ><image006.png> Stay connected with the City by signing up for e-notifications 1 From:Clancy, Daniel Sent:Wednesday, April 2, 2025 12:12 AM To:Jinah Kim Subject:RE: Questions for RFQ - On Call Consulting for Videography / photography Hi, Per the RFQ bid package, you can call a tech help number if you have issues with BidNet. We have had multiple other bids where suppliers were able to post questions, so it is possible to post questions. The deadline was 3 p.m. on 3/31; the questions below were submitted past the deadline at 4:10 p.m. I will confer with the City’s primary project manager and get back to you about the below questions. Thanks, Dan From: Jinah Kim <jinah@wwpvideo.com> Sent: Monday, March 31, 2025 6:53 PM To: Clancy, Daniel <dclancy@slocity.org> Subject: Re: Questions for RFQ - On Call Consulting for Videography / photography Hi Dan - I’m happy to do that, but there isn’t a place anywhere on Bidnetdirect.com for this solicitation, that has a button to ask a question. The only thing it allows us to do is download the documents. bidnetdirect.com Please let me know if there’s something I’m not seeing. I couldn’t find a place to ask a question, so I emailed you by today’s Q&A deadline. Thank you, Jinah Kim Founder & Executive Producer WorldWise Productions LLC (877) WWP-VIDEO - Ext. 701 (877-997-8433) jinah@wwpvideo.com www.wwpvideo.com 2 On Mar 31, 2025, at 5:55 PM, Clancy, Daniel <dclancy@slocity.org> wrote: Hi Jonah, Please post these questions to BidNet and the City will answer publicly. Thanks, Dan Get Outlook for iOS From: Jinah Kim <jinah@wwpvideo.com> Sent: Monday, March 31, 2025 5:09:46 PM To: Clancy, Daniel <dclancy@slocity.org> Subject: Questions for RFQ - On Call Consulting for Videography / photography This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi again Dan, here are some more questions regarding this RFQ: 1. Does it count against a bidding firm if they have never done work with the City / County / Community of SLO before? 2. Is there an incumbent video production / photography vendor? If so - who is it please, and how long have they been a vendor? 3. How many videos does the city create typically in a year, and what are the budgets for those videos? 4. Are there recurring videos (like for annual awards shows or Earth Day, etc..) that the city already knows it will need in the coming years? Thank you! Jinah Kim Founder & Executive Producer WorldWise Productions LLC (877) WWP-VIDEO - Ext. 701 (877-997-8433) jinah@wwpvideo.com www.wwpvideo.com 3 1 From:Jinah Kim <jinah@wwpvideo.com> Sent:Wednesday, April 2, 2025 8:49 AM To:Clancy, Daniel Subject:Re: Questions for RFQ - On Call Consulting for Videography / photography Thank you Dan! Apologies that I had issues with the site. Jinah Kim Principal & Executive Producer WorldWise Productions LLC (877) WWP-VIDEO - Ext. 701 (877-997-8433) jinah@wwpvideo.com www.wwpvideo.com On Apr 2, 2025, at 12:12 AM, Clancy, Daniel <dclancy@slocity.org> wrote: Hi, Per the RFQ bid package, you can call a tech help number if you have issues with BidNet. We have had multiple other bids where suppliers were able to post questions, so it is possible to post questions. The deadline was 3 p.m. on 3/31; the questions below were submitted past the deadline at 4:10 p.m. I will confer with the City’s primary project manager and get back to you about the below questions. Thanks, Dan From: Jinah Kim <jinah@wwpvideo.com> Sent: Monday, March 31, 2025 6:53 PM To: Clancy, Daniel <dclancy@slocity.org> Subject: Re: Questions for RFQ - On Call Consulting for Videography / photography Hi Dan - I’m happy to do that, but there isn’t a place anywhere on Bidnetdirect.com for this solicitation, that has a button to ask a question. The only thing it allows us to do is download the documents. bidnetdirect.com <image001.png> 2 Please let me know if there’s something I’m not seeing. I couldn’t find a place to ask a question, so I emailed you by today’s Q&A deadline. Thank you, Jinah Kim Founder & Executive Producer WorldWise Productions LLC (877) WWP-VIDEO - Ext. 701 (877-997-8433) jinah@wwpvideo.com www.wwpvideo.com On Mar 31, 2025, at 5:55 PM, Clancy, Daniel <dclancy@slocity.org> wrote: Hi Jonah, Please post these questions to BidNet and the City will answer publicly. Thanks, Dan Get Outlook for iOS From: Jinah Kim <jinah@wwpvideo.com> Sent: Monday, March 31, 2025 5:09:46 PM To: Clancy, Daniel <dclancy@slocity.org> Subject: Questions for RFQ - On Call Consulting for Videography / photography This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi again Dan, here are some more questions regarding this RFQ: 1. Does it count against a bidding firm if they have never done work with the City / County / Community of SLO before? 2. Is there an incumbent video production / photography vendor? If so - who is it please, and how long have they been a vendor? 3. How many videos does the city create typically in a year, and what are the budgets for those videos? 3 4. Are there recurring videos (like for annual awards shows or Earth Day, etc..) that the city already knows it will need in the coming years? Thank you! Jinah Kim Founder & Executive Producer WorldWise Productions LLC (877) WWP-VIDEO - Ext. 701 (877-997-8433) jinah@wwpvideo.com www.wwpvideo.com 1 From:dennis@studio101west.com Sent:Wednesday, April 2, 2025 11:44 AM To:Szentesi, Whit Cc:Clancy, Daniel Subject:Re: RFQ for Communications Services (including video and photography) Hi Whitney, I noticed there is an addendum to your Bidnet RFQ. Since I already submitted mine is that something I should worry about? I can do it but wanted to make sure it’s needed first. Thanks, Dennis To help protect your privacy, Microsoft Office prevented automatic download of this picture from the Internet. Dennis Swanson, Photographer Studio101West.com mobile: +1 805-460-6300 Providing exceptional quality photography for the Central Coast since 1988. On Mar 19, 2025, at 9:04 AM, Szentesi, Whit <wszentes@slocity.org> wrote: Great, thank you, Dennis! From: dennis@studio101west.com <dennis@studio101west.com> Sent: Wednesday, March 19, 2025 8:56 AM To: Szentesi, Whit <wszentes@slocity.org> Cc: Clancy, Daniel <dclancy@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) FYI My bid was submitted this morning. Let me know if you need anything else from me. Best Regards, Dennis Swanson <image001.png><image003.png><image005.png><image007.png><image009.png> <image011.jpg> Dennis Swanson, Photographer office: +1 805-460-6300 cell: +1 805-235-3801 2 Photography: Studio101West.com Design: Studio101WestDesign.com Providing exceptional quality photography and graphic design for the Central Coast since 1988. On Mar 14, 2025, at 3:17 PM, Szentesi, Whit <wszentes@slocity.org> wrote: Awesome! Thank you, Dennis! Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager Top 5 Strengths: Activator, Communication, Achiever, Learner, Strategic E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications Do you need communications support? My team is here to support you with your public communications needs. Whether you need help with strategic communications planning, content development or production, or something else, please submit a KBOX ticket and fill out the form to get your request in the queue. Not sure what you need? Visit the City’s Communications Program Sharepoint page for tips and tricks, guides, and helpful resources. From: Dennis <dennis@studio101west.com> Sent: Friday, March 14, 2025 3:05 PM To: Szentesi, Whit <wszentes@slocity.org> Cc: Clancy, Daniel <dclancy@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Whitney, Thanks for the notice. I’ve always had a great experience working with the city of SLO and would love to continue that. I'm on BidNet and will be submitting my bid in the next day or so. Let me know if you need anything else from me. Thanks, Dennis Swanson 3 <image001.jpg> Dennis Swanson, Photographer Studio101West.com mobile: +1 805-460-6300 Providing exceptional quality photography for the Central Coast since 1988 . On Mar 13, 2025, at 2:24 PM, Szentesi, Whit <wszentes@slocity.org> wrote: Good afternoon! I’m reaching out because you have worked with the City in the past and I wanted to let you know that we have issued a Request for Qualifications (RFQ) for Communications Services (including marketing, PR, videography, or photography services). The notice was issued earlier today and can be found on bidnetdirect.com (see:https://www.bidnetdirect.com/california/solicitatio ns/open-bids/RFQ-for-on-call-Consulting-for-Communications-Marketing- Public-Relations/0000379964?purchasingGroupId=88020151&origin=2 ). If you are interested in receiving further correspondence regarding this RFQ will be required to complete a free registration using BidNet. Your proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835-4603 option #2. The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. Specification packages and additional information may be obtained at the City's BidNet website at www.BidSync.com. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager <image001.png> City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org <image002.png><image003.png><image004.png><image005.png ><image006.png> Stay connected with the City by signing up for e-notifications 4 1 From:dennis@studio101west.com Sent:Wednesday, April 2, 2025 11:44 AM To:Szentesi, Whit Cc:Clancy, Daniel Subject:Re: RFQ for Communications Services (including video and photography) Hi Whitney, I noticed there is an addendum to your Bidnet RFQ. Since I already submitted mine is that something I should worry about? I can do it but wanted to make sure it’s needed first. Thanks, Dennis To help protect your privacy, Microsoft Office prevented automatic download of this picture from the Internet. Dennis Swanson, Photographer Studio101West.com mobile: +1 805-460-6300 Providing exceptional quality photography for the Central Coast since 1988. On Mar 19, 2025, at 9:04 AM, Szentesi, Whit <wszentes@slocity.org> wrote: Great, thank you, Dennis! From: dennis@studio101west.com <dennis@studio101west.com> Sent: Wednesday, March 19, 2025 8:56 AM To: Szentesi, Whit <wszentes@slocity.org> Cc: Clancy, Daniel <dclancy@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) FYI My bid was submitted this morning. Let me know if you need anything else from me. Best Regards, Dennis Swanson <image001.png><image003.png><image005.png><image007.png><image009.png> <image011.jpg> Dennis Swanson, Photographer office: +1 805-460-6300 cell: +1 805-235-3801 2 Photography: Studio101West.com Design: Studio101WestDesign.com Providing exceptional quality photography and graphic design for the Central Coast since 1988. On Mar 14, 2025, at 3:17 PM, Szentesi, Whit <wszentes@slocity.org> wrote: Awesome! Thank you, Dennis! Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager Top 5 Strengths: Activator, Communication, Achiever, Learner, Strategic E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications Do you need communications support? My team is here to support you with your public communications needs. Whether you need help with strategic communications planning, content development or production, or something else, please submit a KBOX ticket and fill out the form to get your request in the queue. Not sure what you need? Visit the City’s Communications Program Sharepoint page for tips and tricks, guides, and helpful resources. From: Dennis <dennis@studio101west.com> Sent: Friday, March 14, 2025 3:05 PM To: Szentesi, Whit <wszentes@slocity.org> Cc: Clancy, Daniel <dclancy@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Whitney, Thanks for the notice. I’ve always had a great experience working with the city of SLO and would love to continue that. I'm on BidNet and will be submitting my bid in the next day or so. Let me know if you need anything else from me. Thanks, Dennis Swanson 3 <image001.jpg> Dennis Swanson, Photographer Studio101West.com mobile: +1 805-460-6300 Providing exceptional quality photography for the Central Coast since 1988 . On Mar 13, 2025, at 2:24 PM, Szentesi, Whit <wszentes@slocity.org> wrote: Good afternoon! I’m reaching out because you have worked with the City in the past and I wanted to let you know that we have issued a Request for Qualifications (RFQ) for Communications Services (including marketing, PR, videography, or photography services). The notice was issued earlier today and can be found on bidnetdirect.com (see:https://www.bidnetdirect.com/california/solicitatio ns/open-bids/RFQ-for-on-call-Consulting-for-Communications-Marketing- Public-Relations/0000379964?purchasingGroupId=88020151&origin=2 ). If you are interested in receiving further correspondence regarding this RFQ will be required to complete a free registration using BidNet. Your proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835-4603 option #2. The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. Specification packages and additional information may be obtained at the City's BidNet website at www.BidSync.com. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager <image001.png> City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org <image002.png><image003.png><image004.png><image005.png ><image006.png> Stay connected with the City by signing up for e-notifications 4 1 From:Brittany App <brittany@appsphotography.com> Sent:Thursday, April 3, 2025 12:15 PM To:Szentesi, Whit; Clancy, Daniel Subject:Re: RFQ for Communications Services (including video and photography) This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Thank you both! I just got everything submitted. সহ঺঻ Looking forward to hopefully working with you all again soon. With Gratitude, Brittany Brittany App Photographer : Filmmaker : Sheep-Shearer www.AppsPhotography.com www.WhereThereOnceWasWater.com 805-704-3996 From: Szentesi, Whit <wszentes@slocity.org> Date: Thursday, March 13, 2025 at 2:24 PM To: Clancy, Daniel <dclancy@slocity.org> Subject: RFQ for Communications Services (including video and photography) Good afternoon! I’m reaching out because you have worked with the City in the past and I wanted to let you know that we have issued a Request for Qualifications (RFQ) for Communications Services (including marketing, PR, videography, or photography services). The notice was issued earlier today and can be found on bidnetdirect.com (see: https://www.bidnetdirect.com/california/solicitations/open-bids/RFQ-for-on-call-Consulting-for-Communications- Marketing-Public-Relations/0000379964?purchasingGroupId=88020151&origin=2 ). If you are interested in receiving further correspondence regarding this RFQ will be required to complete a free registration using BidNet. Your proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835- 4603 option #2. The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. Specification packages and additional information may be obtained at the City's BidNet website at www.BidSync.com. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. Thanks, Whit 2 Whit Szentesi pronouns she/her/hers Public Communications Manager City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Katy McGrath <katy@badgerbranding.com> Sent:Friday, April 4, 2025 1:45 PM To:Clancy, Daniel Cc:Szentesi, Whit Subject:Re: BidNet Support Attachments:Badger Branding On-call Services RFP Response.zip This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Daniel and Whit- I spoke to a rep at BidNet. They said they haven't experienced this question before, so are escalating it up through the customer support channels. I am not sure that I will hear back from them today, since they are on eastern time, and I know the bid is due on Monday. I have attached our response here, just in case I am not able to reply through BidNet in time. Thank you for your accommodations! If I am able to re-submit through BidNet, I will let you know. Thank you! -Katy On Thu, Apr 3, 2025 at 4:21 PM Clancy, Daniel <dclancy@slocity.org> wrote: Hi Katy, I called BidNet support today, and I was not able to get an answer to whether if you withdrew your bid, it would cancel the entire bid. However, as I mentioned, we will take your bid via email if you are having issues navigating BidNet. The below resources were provided to me also around how to use the software and the phone numbers to call if you’re having technical issues. Please let me know if you need anything else. Regards, Dan 2 Please see the following tutorial links on how to best navigate the BidNet Direct Platform: Registration and Account Activation Managing your BidNet Direct Account Searching Solicitations and Submitting Bids Buyer Support: • General Buyer Support = The buyer support team can be reached at 800-835-4603 option 3 or buyersupport@bidnet.com. The buyer support team is available Monday through Friday from 9am - 5:30pm EST. After 5:30pm EST, we have an on-call person for emergencies until 8pm EST. Vendor Support: • General Vendor Support = The vendor support team can be reached at 800-835-4603 option 2 or support@bidnet.com. The vendor support team is available Monday through Friday from 8am to 8pm EST. -- Katy McGrath Owner / OG Badger Pronouns: she / her Badger Branding | 805 550 0900 4349 Old Santa Fe Rd, Suite 35 | SLO, CA 93401 Katy McGrath Work History Badger Branding April 2020 – Present Owner All tasks as described below at ( iii ) Design plus: • Managerial tasks including payroll, human resources, hiring, accounts payable/receivable • Client contracting including executing and tracking against Purchase Orders • Business Development. Over $195,000 in sales during first 9 months of operation with projections at $250,000 for the first year of operation. ( iii ) Design March 2015 – March 2020 Studio Project Manager, Account Director • Direct design and development teams on execution and manage projects to deliver on-time, and on-budget • Distill client ideas into actionable deliverables; marketing presence, collateral, events, and promotions • Guide clients in brand voice, messaging, and tone • Create ad, brochure, social media, and website copy; write and edit press releases • Develop marketing strategies and manage editorial calendars for clients and studio StudioGood (now Matchfire) March 2010 – February 2015 Director, Client Programs • Developed and maintained relationships with top -tier clients, including Unilever, Electrolux, and eBay • Planned, managed, and delivered digital marketing campaigns and contests across client -owned media • Executed projects requiring multiple vendors and inter-departmental cooperation Verdin Marketing Ink (now Verdin) August 2007 – March 2010 Account/Creative Manager • Managed 12 client accounts at once, with average annual billing of $108,000 • Directed award-winning marketing campaigns for clients such as Zoller Wine Styling and SLO tourism • Executed effective campaigns (messaging, PR, and collateral) through marketing plans and strategies • Defined client opportunities as creative resource for other account leads • Managed client projects from start to finish, including budgets, implementation and reporting; collateral development; ad development (concept to media run); PR components; print facilitation and delivery San Luis Obispo Mozart Festival (now Festival Mozaic) May 2004 – August 2007 Marketing & Public Relations Director • Managed website content, including page design, navigation, updates, and e-marketing • Managed Public Relations – press release distribution and follow up, calendar management, coordination with travel writers and music critics, coordination of local speaking engagements and media interviews • Oversaw editing and production of Marketing Collateral and Plan and subsequent report of effectiveness • Managed $62,000 marketing budget, including $35,000 allocated for out -of-market advertising buys • Liaised with 10 media sponsors at an in-kind value of over $173,000 Education California Polytechnic State University at San Luis Obispo • B.S., Environmental Horticultural Science with a concentration in Communications and Marketing Technology Skills • Adobe: In-Design, Illustrator, Photoshop • Web design: Squarespace, WebFlow • Project management apps and platforms • Web maintenance: WordPress, Squarespace • Microsoft Office suite • Mac and PC 805-550-0900 katy@badgerbranding.com linkedin.com/in/katymcgrath Moll ̀Burchett E[perience MaUkeWing ManageU - SLO BUeZ / RRd & HammeU OcW µ21 - Feb '23 JaQ ¶20 ± OcW µ21 . 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I create and maintain a content schedule, shoot engaging social media content, oversee website updates, and design physical marketing materials. In my role, I ensure a seamless and memorable experience for every guest, combining hospitality with creative marketing to elevate the spa’s brand. SOCIAL MEDIA INTERN The Consumed Podcast with Jaime Lewis (Summer 2023) Served as the Social Media Intern for the Consumed Podcast, where responsibilities included creating engaging content, scheduling posts, and monitoring audience interaction across various social media platforms. Collaborated with the podcast team to optimize social media strategies, increase brand visibility, foster community engagement, and contributed to rebranding media accounts. Club Pilates (January 2023-November 2024) MARKETING COORDINATOR & FRONT DESK TEAM Served as the Marketing Coordinator & Front Desk Team Member for Club Pilates locations in San Luis Obispo, Paso Robles, and Arroyo Grande. Was responsible for developing and implementing marketing strategies to increase brand awareness and drive customer engagement. Collaborated with management to organize promotional events and manage social media channels. Efficiently coordinated marketing efforts to effectively promote Club Pilates services and attract new clients. Upheld company standards and member relations while assisting members with all needs. PUBLIC RELATIONS & MARKETING DIRECTOR Trustee Keri Gorsage for OVSD School Board (July 2024-Present) Responsible for creating and executing branding materials, including lawn signs, banners, and digital content. Built and managed the candidate's website, ensuring user-friendly navigation and timely updates. Designed engaging social media posts, coordinated campaign events, and developed a cohesive visual identity to enhance community support and drive voter turnout. S K I L L S Social Media Graphic Design Proficient in Adobe softwares Content Creation Customer Relations Event Execution & Logistics Risk Management Time Management M C E R T I F I C A T I O N S SLO Cal Cvent L E A D E R S H I P & I N V O L V E M E N T DIRECTOR OF NEW MEMBERSHIP EXPERIENCE Alpha Omicron Pi (January 2023-December 2023) Worked with new sorority members on understanding ritual and sorority education and helped with the transitionary period. Aided the Membership Experience Vice President with the planning and orchestration of sisterhood events. DIRECTOR OF SOCIAL MEDIA Alpha Omicron Pi (March 2022-December 2022) Created and planned content for social media sites such as TikTok to increase public engagement and positivity in the sorority community. Managed sorority members to participate in content when needed. VICE PRESIDENT OF MEMBERSHIP INTEGRITY Alpha Omicron Pi (January 2024-December 2024) Oversaw membership finances, ensuring adherence to organizational values and standards. Facilitated member education on integrity, ethics, and accountability. Used risk management skills to execute chapter events and ensure safety for members. Collaborated with the executive team to maintain a positive and inclusive chapter environment. EXPERIENCE INDUSTRY MANAGEMENT AUCTION COMMITEE MEMBER Cal Poly’s EIM Department (September 2024-February 2025) Played a key leadership role in organizing and executing the department’s annual auction fundraiser. Solicited auction items, developed event branding and graphic design elements, and collaborated on the program and event slideshow. Led live auction spotting and gained hands-on experience with auction software. Oversaw the full setup and takedown of the event, ensuring a seamless and successful experience for attendees. SANTA BARBARA WINE AUCTION VOLUNTEER Santa Barbara Vintner’s Association (November 2024) Assisted with auction registration, checkout, and live auction bidder counting. Organized silent auction lot items. EVENT EXPERIENCE DIRECTOR Camp PolyHacks (January 2025) Led the planning and execution of Camp PolyHacks, ensuring a seamless event experience from start to finish. Developed and implemented the event’s décor vision, coordinated with local vendors for catering, and managed setup and takedown logistics. Worked closely with the finance team to maintain budgetary constraints while delivering a high-quality event. Oversaw event operations throughout the weekend to guarantee a smooth and engaging experience for participants. M Ashley Tuliau Experience FREELANCE GRAPHIC DESIGNER • Brand Development • Advertising • Web Design • Graphics SSCS, INC. UI/UX Designer • User Interface Design • Cascading Style Sheets (CSS) • Marketing Campaigns BADGER BRANDING •Digital Content Associate • Visual Communications • Graphic Design • Social Media Marketing MARKETING INTERNSHIPS • Hellomellow Skincare • University Graphic Systems • iii Design Skills • Adobe Suite • Front-end Development • Photography • Communications • Attention to Detail Education • Cal Poly San Luis Obispo •B.S., Graphic Communications Professional Summary Multi-disciplinary designer based in Austin, TX. Passionate about color theory, practicing yoga, and curating my Spotify playlists. -12- L.STATEMENT OF PAST CONTRACT DISQUALIFICATIONS The proposer 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 ◼If yes, explain the circumstances. Executed on at _______________________________________ under penalty of perjury of the laws of the State of California, that the foregoing is true and correct. ______________________________________ Signature of Authorized Proposer Representative 4/7/25 4349 Old Santa Fe Rd., San Luis Obispo, CA -9 - J: PROPOSAL SUBMITTAL FORM - Sample The undersigned declares that she or he: ◼Has carefully examined [____________], which is hereby made a part of this proposal. ◼Is thoroughly familiar with its contents. ◼Is authorized to represent the proposing firm. ◼Agrees to perform the work as set forth in this proposal. q Certificate of insurance attached; insurance company’s A.M. Best rating: __________________. Firm Name and Address Contact Phone Signature of Authorized Representative Date Badger Branding 4349 Old Santa Fe Rd. Suite 35 San Luis Obispo, CA 93401 Katy McGrath 805-550-0900 4/7/25 On-Call RFP -10- K.REFERENCES Number of years engaged in providing the services included within the scope of the specifications under the present business name: . Describe fully the last three contracts performed by your firm 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: Agency Name Contact Name Telephone & Email Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome Reference No. 2: Agency Name Contact Name Telephone & Email Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome City of San Luis Obispo Jacqui Clark-Charlesworth 805-781-7216 jclark@slocity.org 990 Palm St. San Luis Obispo, CA 93401 SLO TBID - ShareSLO Social Media Community Management 5 Diablo Canyon Power Plant - Pacific Gas & Electric Adam Pasion 805-305-5420 adam.pasion@pge.com Diablo Canyon Road Avila Beach, CA 93424 Ongoing creative services for the DCPP communications department for internal communications and public-facing information; the DCPP Decommissioning Panel for public-facing materials; and DEIB communications materials. -11- Reference No. 3 Agency Name Contact Name Telephone & Email Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome San Luis Ranch Cate Norton 805-550-0544 cate@sanluisranch.org 1042 Legacy Ln San Luis Obispo, CA 93401 Ongoing creative services for the San Luis Ranch housing development for neighborhood and facility logo marks, public- facing brochures and marketing materials, website maintenance and updates. 1 From:BidNet Direct <noreply@bidnet.com> Sent:Monday, April 7, 2025 3:01 AM To:Clancy, Daniel Subject:Solicitations Closing today on BidNet Direct This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. The linked image cannot be displayed. The file may have been mov ed, renamed, or deleted. Verify that the link points to the correct file and location. NEED HELP: 800-835-4603 HOME The linked image cannot be displayed. The file may have been moved, renamed, or deleted. Verify that the link points to the correct file and location. Daniel Clancy, 2 The following solicitation(s) will close today: Solicitation Number Title Closing Date CS-01 (RFQ) for on-call Consulting for Communications (Marketing, Public Relations... 04/07/2025 03:00 PM PDT If you need assistance, please call BidNet Direct's Support Department at 800-835-4603. Service hours are Monday-Friday from 8:00 am to 8:00 pm EST. Kind Regards, BidNet Direct Support Department support@bidnet.com This message is sent to you as a member of BidNet Direct in connection to your account on www.bidnetdirect.com. BidNet Direct 15 British American Blvd Latham, NY, 12110 USA Use the following links to update your account or find instructions to modify your subscription. Terms and Conditions | Privacy Policy | Contact us The linked image cannot be displayed. The file may have been mov ed, renamed, or deleted. Verify that the link points to the correct file and location. DO NOT FORWARD this message to any unauthorized user or another person outside of your organization. This information is only intended for the recipient shown at the email address of dclancy@slocity.org. 1 From:Danielle Sevilla <danielle@murakawacommunications.com> Sent:Monday, April 7, 2025 2:58 PM To:Clancy, Daniel; Szentesi, Whit Subject:City of San Luis Obispo RFQ for On-Call Consulting for Communications (Marketing, Public Relations, Videography, or Photography Services) CS-01 Attachments:MURAKAWA COMMUNICATIONS_SLO (RFQ) Submittal for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services.pdf This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Good afternoon Mr. Clancy and Ms. Szentesi, Murakawa Communications is pleased to submit our response to the City of San Luis Obispo's Request for Qualifications for On-Call Consulting for Communications (Marketing, Public Relations, Videography, or Photography Services) RFQ CS-01. We've submitted our response via Bid Net as per the RFQ instructions, and have attached the response here as well. We look forward to the opportunity to work with the City of San Luis Obispo. Thank you for your time and consideration. Sincerely, --Danielle Sevilla DANIELLE SEVILLA vice president & director of special forces 116 South Catalina Avenue, Suite 103 Redondo Beach, CA 90277 310-710-3264 cell 310-376-2236 office 310-379-3953 fax www.murakawacommunications.com Mailing address: 2110 Artesia Boulevard #354, Redondo Beach, CA 90278 Grant me courage to serve others For in service there is true life. – Cesar Chavez City of San Luis Obispo – RFQ for On-Call Consulting for Communications (Marketing, Public Relations, Videography, or Photography Services) CS-01 Dan Clancy: dclancy@slocity.org Whitney Szentesi: wszentes@slocity.org April 7, 2025 Trisha Murakawa, Principal Email: trisha@murakawacommunications.com Phone: 310 376 2236 2110 Artesia Blvd., #B354 Redondo Beach, CA 90278 Fax 310 379 3953 Murakawa Communications Federal Small Business WBE – WBENC, WBE, MBE, DBE - CA CPUC CA SBE - Small Business Enterprise - CA DGS DIR #1000035958 DUNS: 179730606, CAGE: 6PYR7 Tax ID: 541611 – General Management, 541820 – Public Relations, 541613 – Marketing Consulting San Luis Obispo (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 April 7, 2025 Page 1 Murakawa Communications, Inc. 1. Letter of Interest Dear Mr. Clancy and Ms. Szentes, Murakawa Communications, Inc. is pleased to submit this letter expressing our interest in being considered for on-call consulting services under the City of San Luis Obispo’s Request for Qualifications (RFQ) for Marketing, Public Relations, Videography, and Photography Services. With a strong history of providing strategic communications including marketing, public engagement and education, community outreach, media relations, social media content development, collateral development, crisis communications and management, and other related services for municipal agencies, we are confident in our ability to support the City of San Luis Obispo’s efforts to enhance community outreach and engagement. Murakawa Communications is a woman-owned, Southern California-based firm specializing in community outreach, marketing, branding, stakeholder engagement, and strategic communications for public agencies. Murakawa is also certified as a small business enterprise (SBE), minority business enterprise (MBE), and disadvantaged business enterprise (DBE). Over the years, we have worked extensively with clients like you, including LA Metro, the City of Los Angeles Department of Public Works LA Sanitation & Environment and the Bureau of Engineering, West Basin Municipal Water District, the Los Angeles Public Library, cities including Manhattan Beach, Redondo Beach, Torrance, Santa Monica, counties including Los Angeles, San Diego and Ventura, and other government agencies, to develop multilingual, data-driven, and culturally responsive communication strategies. We understand the importance of clear, transparent, and inclusive public messaging, and we take pride in crafting tailored, effective campaigns that resonate with diverse audiences. We are particularly interested in providing on-call services in the following areas: ● Strategic public outreach and engagement ● Marketing and public relations support ● Community-focused digital and print content creation ● Media relations and crisis communications If desired, our firm also has the capability to coordinate and provide Videography and/or Photography Services utilizing one of our trusted vendors. Murakawa Communications has the capacity and flexibility to dedicate the personnel and resources necessary to support the City’s communication needs on an on-call basis. Our team is prepared to provide rapid response communications, content development, media outreach, and strategic public engagement planning as needed. We are fully committed to adhering to all provisions outlined in the RFQ, including compliance with the City’s Public Engagement and Noticing Manual, contractual requirements, and insurance provisions. Please note that Murakawa Communications meets or exceeds all insurance requirements. A certificate of insurance will be provided if awarded a contract for On -Call Consulting Services for Communications. Our firm is insured by United States Liability Insurance Company (USLI) and Travelers Insurance Company, both of which have AM Best ratings of A++. San Luis Obispo (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 April 7, 2025 Page 2 Murakawa Communications, Inc. For any questions regarding this submittal, please contact: Trisha Murakawa, Principal Murakawa Communications, Inc. 116 South Catalina Avenue #103, Redondo Beach CA 90277 Phone: 310.376.2236 Fax: 310.379.3953 Email: trisha@murakawacommunications.com As the Principal and authorized representative of Murakawa Communications, I, Trisha Murakawa, affirm that I am legally empowered to bind the firm to an agreement in the event of an award. Additionally, I declare that: ● I have carefully examined the Request for Qualifications (RFQ) for On-Call Consulting for Marketing, Public Relations, Videography, and Photography Services, which is hereby made a part of this submittal. ● I am thoroughly familiar with its contents, requirements, and conditions. ● I am authorized to represent the proposing firm, Murakawa Communications, Inc. ● I agree to perform the work as set forth in this submittal, including compliance with all applicable provisions of the RFQ. ● I confirm that Murakawa Communications, Inc. has the availability and capacity to dedicate the personnel and resources necessary to provide on-call consulting services as required. ● I confirm that this proposal will be valid for no less than 60 days to allow for examination and comparison. ● I acknowledge our review and receipt of all addenda/amendments associated with this proposal, including Addendum No. 1 issued on March 13, 2025. ● I intend to adhere to all provisions outlined in the RFQ, including the City’s Public Engagement and Noticing Manual, insurance requirements, and contract terms (Exhibit A). ● I acknowledge that prices quoted for all supplies or equipment provided under the terms and conditions of this RFQ shall include delivery charges, if applicable, to be delivered F.O.B. San Luis Obispo. The successful proposer will ensure delivery within 90 days after authorization to proceed by the City. We appreciate the opportunity to be considered for this important contract and look forward to the possibility of supporting the City of San Luis Obispo’s communications efforts. Please feel free to reach out should you require any additional information , documentation or clarification. Sincerely, Trisha Murakawa, Principal Email: trisha@murakawacommunications.com Phone: 310 376 2236 / Fax: 310 379 3953 116 South Catalina Avenue #103, Redondo Beach CA 90277 San Luis Obispo (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 April 7, 2025 Page 3 Murakawa Communications, Inc. Table of Contents Section Page Cover Page - 1.Letter of Interest 1 Table of Contents 3 J. Proposal Submittal Form 4 2.Relevant Experience of Key Personnel and the Firm 6 3.Fee Structure 16 4.Client References -K. References 18 L. Statement of Past Contract Disqualifications 21 Appendix -Resumes -Insurance Certificate Statement -Sample Budget 23 San Luis Obispo (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 April 7, 2025 Page 4 Murakawa Communications, Inc. J. Proposal Submittal Form - Please see Proposal Submittal Form on next page(s) -9 - J: PROPOSAL SUBMITTAL FORM - Sample The undersigned declares that she or he: ◼Has carefully examined [RFQ Request for Qualifications (RFQ) for On-Call Consulting for Marketing, Public Relations, Videography, and Photography Services], which is hereby made a part of this proposal. ◼Is thoroughly familiar with its contents. ◼Is authorized to represent the proposing firm. ◼ q Agrees to perform the work as set forth in this proposal. Certificate of insurance: To be provided in the event of contract award; Murakawa Communications meets or exceeds all insurance requirements; insurance company’s A.M. Best rating: A++ Firm Name and Address Contact Phone Signature of Authorized Representative Date April 4, 2025 Murakawa Communications, Inc. 116 South Catalina Avenue #103 Redondo Beach, CA 90277 Trisha Murakawa, Principal 310.376.2236 San Luis Obispo (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 April 7, 2025 Page 6 Murakawa Communications, Inc. 2. Relevant Experience of Key Personnel and the Firm A. Key Personnel Experience Murakawa Communications, Inc. has a highly qualified team with extensive experience in public engagement, media relations, branding, content creation, and strategic communications. Our team members have successfully led community outreach initiatives, media campaigns, and public information programs for various municipal agencies, including those in transportation, water infrastructure, and environmental services. Our team is prepared to support the City of San Luis Obispo with comprehensive, high -impact public outreach and communications services that align with the Sample Scope of Work outlined in the RFQ. We look forward to bringing our expertise to this engagement and partnering with the City to enhance its communication efforts. Trisha Murakawa – Finds solutions to even the most complex problems   Role: Principal-in-Charge | Strategic Communications Lead Trisha Murakawa has more than 30 years of experience solving problems in the built environment. As principal of Murakawa Communications, a strategic communications and public affairs firm, Trisha works with architecture, engineering and construction professionals on transportation, water, construction, solid waste and community planning projects for public agencies throughout Southern California.  She has particular expertise in imparting controversial information on these topics and bringing diverse publics together to provide input and feedback on complex projects, ensuring that all voices are heard.   Prior to forming Murakawa Communications, Trisha was president and managing partner of Lang & Murakawa, a strategic communications and public affairs firm based in downtown Los Angeles, a public affairs officer for the Los Angeles County Metropolitan Transportation Authority where she helped move projects through the environmental clearance process, coordinated construction mitigation programs and developed and implemented marketing campaigns for small businesses affected by subway construction. At Murakawa Communications, she has strengthened her expertise and has created a team of highly skilled professionals who specialize in supporting and guiding high-profile clients with controversial, sensitive projects as they move through the various phases required to bring complicated projects to completion while also ensuring equity and inclusion in the public outreach and input process.    A leader in many professional and community organizations, Trisha serves on the boards of Women’s Transportation Seminar, LAX Coast Chamber and 211 LA County. A volunteer in her community, she has also served on the boards of Little Tokyo Service Center Community Development Corporation; UCLA Alumni Association; American Lung Association in California; Pacific Asian Counseling Services and is a former member of four commissions in Redondo Beach.  Trisha currently serves as an elected member of the El Camin o College Board of Trustees; as President of the Board her priorities include workforce development and enrollment, retention and completion for all but, especially non -traditional students including foster youth, formerly incarcerated and system impacted, and older students.   San Luis Obispo (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 April 7, 2025 Page 7 Murakawa Communications, Inc. Trisha received her B.A. in sociology from the University of California, Los Angeles.   Key Skills: ● Public outreach and engagement strategy ● Stakeholder engagement and relationship-building ● CBO partnership programs ● Strategic branding and public information campaigns ● Media relations, key messaging, and public relations ● Project management and community-based initiatives Relevant Experience: Trisha Murakawa has more than 30 years of experience in strategic communications, public affairs, and project management. She specializes in public outreach, stakeholder engagement, and marketing initiatives that serve diverse communities. Trisha has worked on large-scale transportation, infrastructure, and municipal projects, including those for LA Metro, West Basin Municipal Water District, LA Sanitation & Environment, and the City of Los Angeles. The projects have each included working with a variety of key stakeholders and opinion leaders including community-based organizations, faith-based organizations, institutions, local as well as state elected officials and their staff, as well as regional partnering agencies such as neighboring cities and counties, transportation authorities, transit agencies, etc. ● ach, public meetings, a robust partnership program with community based organizations, and digital engagement for a large-scale transit expansion. ● City of Los Angeles Public Library Public Relations Office Led a skills analysis and professional development training initiative to strengthen the Library’s public relations and branding strategy. ● Los Angeles World Airports – Consolidated Rental Car Facility Managed community outreach and public engagement for one of the largest rental car facilities in the world, ensuring transparency and public participation. ● Mesa Water District Capital Improvement Projects Provides construction information and public engagement support for multiple water infrastructure projects. Danielle Sevilla – Develops trust with the public on controversial projects Role: Senior Project Manager Danielle Sevilla Danielle Sevilla has more than 25 years of experience in strategic communications, public affairs and project management, working with public agencies, non-profits, and community organizations. Key qualifications include project management; strategic plann ing; community outreach and education; and public participation. She is an expert in connecting with public audiences because of her skillfulness imparting controversial information in a sensitive manner and her responsiveness to their con cerns. San Luis Obispo (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 April 7, 2025 Page 8 Murakawa Communications, Inc. With each client, the overarching goal is to ensure projects are completed on time and within budget while protecting and enhancing the client’s image, reputation, and relationships. Areas of practice include water, transportation, planning, construction mitigation, and communications training. Ms. Sevilla’s past work includes Associate Director for the San Francisco AIDS Foundation’s HIV Prevention Project and Associate at LA-area public affairs firm Diverse Strategies for Organizing. She is a member of the Public Relations Society of America, the Society of Hispanic Professional Engineers, and the Asian American Architects/Engineers Association. A long-time volunteer with Palos Verdes Peninsula 4-H Club, she also serves on the boards of the SGV 4-H Fair, Raices y Semillas: Opciones Educativas, a homeschooling organization, and Centinela Youth Services, a restorative justice organization serving youth and families, as well as the LAX Coastal Chamber of Commerce's Diversity, Equity, Inclusion, and Access (DEIA) committee where she worked with committee members to create a DEIA certification program for the Chamber. She received her B.A. in English from the University of California, Berkeley. Key Skills: ● Community outreach and engagement planning ● Public information distribution and messaging ● Event facilitation and stakeholder coordination ● Diversity, equity, and inclusion in public participation ● Media relations and crisis communications Relevant Experience: With over 20 years of experience, Danielle specializes in strategic outreach, community engagement, and content creation for public agencies. ● LA Sanitation & Environment – Clean Water Program Conducts community outreach, construction mitigation, and crisis communications for the City’s wastewater infrastructure improvements. Works closely with project teams comprised of various public works bureaus, executive and management staff, contractors, city council districts, neighborhood councils, businesses, residents, and key stakeholders groups, ● County of San Diego Regional Decarbonization Framework Led public engagement including social media engagement, and facilitated community discussions and public participation and input on sustainability and environmental justice initiatives. Coordinated audio/visual services, translation and interpretation services. Coordinated and facilitated community meetings including virtual, in-person, and hybrid sessions. Worked with County staff, elected officials, community-based organizations, tribal organization s, and water agencies ● City of Redondo Beach – King Harbor Amenities Plan Managed community outreach, web site and content development, social media strategy, project videos, and content development to engage stakeholders in waterfront redevelopment efforts. Provided support for community meetings, pop-up events, public hearings, branded and targeted collateral materials during the four phases of outreach and engagement. Facilitated Working Committee meetings. San Luis Obispo (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 April 7, 2025 Page 9 Murakawa Communications, Inc. ● LA Metro Vermont Transit Corridor Pre-Environmental Phase Provided public outreach and Spanish-language engagement, ensuring culturally and linguistically accessible communication. Joshua Melendez – Gains public acceptance and support for tough projects Role: Deputy Project Manager Joshua Melendez is an expert explaining highly complex public works projects and their importance to the lay audience to gain cooperation and understanding. Passionate about the need and benefit of these infrastructure projects combined with an honest comm itment to service, he works with project team staff and stakeholders at all levels on difficult projects including sewer rehabilitation projects, construction projects in major arterials and in dense, highly utilized urban areas, and other public works pro jects that ultimately improve quality of life. Joshua has obtained the Google Project Management Certificate and is currently pursuing the Project Management Professional certificate (PMI) and an Accreditation in Public Relations in 2025. As a former high school Varsity basketball player, Joshua had previously volunteered his time in several community youth basketball leagues and as a coach for several club teams. His “big picture” goal is to foster, create and promote positive environments through important infrastructure projects that will serve commu nities for years to come. Joshua received a B.A. in business management economics from the University of California, Santa Cruz. Key Skills: ● Public outreach and engagement ● Construction awareness and mitigation ● Digital and print content development ● Event planning and public facilitation ● Community relations and issue resolution Relevant Experience: Joshua has served as project manager and fulfilled key roles in community engagement, public outreach, and project facilitation for large-scale infrastructure and municipal projects. ● City of Los Angeles Department of Public Works – Bureau of Sanitation Provides public outreach, construction awareness, and construction mitigation for the Safe Clean Water Program, facilitating public education on sewer infrastructure projects. ● City of Manhattan Beach – 8MG Peck Reservoir Replacement Project Managed public outreach, event planning, and stakeholder engagement for a major capital improvement project in a residential neighborhood. ● Beach Cities Green Streets Program Led community engagement initiatives for a multi-jurisdictional stormwater management project. San Luis Obispo (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 April 7, 2025 Page 10 Murakawa Communications, Inc. ● LA Metro Vermont Transit Corridor Pre-Environmental Phase Provided on-the-ground outreach and event coordination to engage local communities in transit planning. John Saito, Project Manager – Changing lives by building relationships Role: Public Outreach and Stakeholder Engagement Lead John Saito has more than 30 years of experience working in the public affairs, community and nonprofit sectors. His varied career experiences have allowed him to form professional relationships with diverse individuals and groups, honing his skills in team building, networking, listening and finding solutions to an array of issues and conflicts. John began his career as a reporter and editor for 15 years at The Rafu Shimpo, a bilingual daily newspaper serving the Japanese American community in Southern California. He saw how a local paper could keep a community informed and connected through the printed word, fueling his passion for community outreach, education, and the importance of always maintaining mutual respect and transparency when working with the public. He served the community for 12 years at the YMCA as a program director for two Y bran ches in the LA area. John experienced how the power of quality programming could bring kids from diverse ethnic and socioeconomic backgrounds together under one roof, building bridges and partnerships through a shared experience. Now, he uses the same approach in his work in public affairs, serving as key relationship builder between those developing important infrastructure projects and their stakeholders.  John is a chapter president of the Japanese American Citizens League, the largest and oldest Asian American civil rights organization in the country and is the current editorial board chair for its bi -weekly publication, The Pacific Citizen, and serves on the board of the Asian American Drug Abuse Program. He received his B.A. in English from Loyola Marymount University.   Key Skills: ● Community engagement and grassroots outreach ● Stakeholder coordination and relationship management ● Construction awareness and mitigation ● Media relations and messaging development ● Public event facilitation Relevant Experience: John has over 30 years of experience in public affairs, outreach, and community engagement. ● West Basin Municipal Water District – Palos Verdes Recycled Water Pipeline Served as Deputy Project Manager, leading public outreach and stakeholder coordination for a 3.7 - mile recycled water pipeline project. ● LA County Department of Public Works – Siting Element Update Managed public participation and stakeholder engagement for zero-waste initiatives. San Luis Obispo (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 April 7, 2025 Page 11 Murakawa Communications, Inc. ● Mesa Water District – Construction Awareness Program Led public information efforts for multiple water infrastructure projects, including new wells and pipelines. ● LA Metro Vermont Transit Corridor Provided community engagement and stakeholder outreach for a multi -phase transit corridor project. Gayle Greenberg – Connects with as well as balances the competing needs of clients and stakeholders Role: Media Relations & Crisis Communications Specialist Gayle Greenberg has spent most of her career working in the public arena. Her expertise is in anticipating problems and seeking win-win solutions for all parties when approaching projects for her clients. This is a skill she first honed while working as a manager for world renowned leaders in the hospitality industry and luxury retail establishments, fine-tuned during her more than 15 years of service to elected officials in Southern California and continues today in her work with public agencies on high profile public projects. These varied experiences allow her to seamlessly migrate between grassroots and grasstops. While attending California State University, Northridge, Gayle majored in political science and theater arts. She continued her political science studies at California State University, Los Angeles. Gayle’s past work experience includes her work as a Field and Constituent Outreach Supervisor for the Honorable Xavier Becerra, a prominent former member of Congress as well as Biden Administration Secretary of the Department of Health and Human Services. She joined Murakawa Communications in 2015. Gayle is an alum of the Anti-Defamation League’s Glass Leadership Institute and the LAX Coastal Chamber Leadership Academy Program as well as an international election observer and presenter at various meetings, events, and conferences through her involvement with the Friedrich Naumann Foundation. Key Skills: ● Media strategy and crisis communications ● Community relations and public information campaigns ● Stakeholder engagement and government affairs ● Social media and digital communications ● Issue management and messaging development Relevant Experience: Gayle has worked extensively in media relations, strategic communications, and stakeholder engagement for public sector projects. ● Los Angeles International Airport (LAX) – Consolidated Rent-A-Car Facility Served as Community Construction Liaison, managing public communications and stakeholder engagement for a major airport infrastructure project. ● Metro 1st/Central Station Improvement Project Led public participation efforts for an urban rail station connecting downtown Los Angeles to the Arts District and Little Tokyo. San Luis Obispo (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 April 7, 2025 Page 12 Murakawa Communications, Inc. ● Safe Sidewalks LA Program Developed and implemented a citywide outreach plan for the City of Los Angeles' sidewalk accessibility program. ● West Basin Hyperion Secondary Effluent Pump Station Project Managed public communication and outreach strategies for a major water recycling facility upgrade. Firm Background Founded in 2001, Murakawa Communications, Inc., a strategic communications and public affairs firm, partners with AEC professionals to solve problems in the built environment, build public support and garner community input, while raising the visibility and enhancing the reputation and relationships of clients with the public. Specializing in public engagement and public participation with an equity focus for transportation, community planning, water, solid waste, and construction projects, we partner with our clients and colleagues including public entities and those in the AEC industry to fulfill our mission: to improve quality of life and make the world a better place. Our strategic approach begins with embracing and promoting the values and vision of our clients to achieve their desired results and includes strong project management, anticipating problems, identifying key challenges and opportunities as well as remaining flexible to adjust and adapt to change. Equity, transparency, and accountability are key in our engagement strategy. We are sensitive, insightful and understanding of how best to communicate and build trust with a variety of internal and external stakeholders ranging from the highly sophisticated and powerful, to the marginalized vocal organizers, to the quiet, apathetic or unconcerned constituency. We recognize that every community is unique and requires an individualized approach that is authentic and always respectful. Murakawa Communications is honored to work with agencies leading the way in their respective fields on their most important projects including: ▪ City of Los Angeles - Bureau of Engineering, Department of Transportation, LA Sanitation and Environment ▪ Transit Agencies - LA Metro, Orange County Transportation Authority ▪ Los Angeles Department of Water and Power ▪ Los Angeles Public Library ▪ Los Angeles World Airports ▪ County of Los Angeles Department of Public Works/Flood Control District, Sanitation District ▪ Cities of Manhattan Beach, Redondo Beach, Torrance, Lomita ▪ Counties of Ventura and San Diego ▪ Water Districts - Mesa Water District, West Basin Municipal Water District San Luis Obispo (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 April 7, 2025 Page 13 Murakawa Communications, Inc. Murakawa Communications, an MBE/WBE/DBE/SBE, is 100 percent owned by Trisha Murakawa since its inception. With over two decades of experience, we have built a reputation for developing multilingual, data -driven, and culturally responsive outreach strategies that effectively connect public agencies with diverse communities and ensure meaningful public participation. We have designed and executed strategic communication plans that help agencies navigate complex infrastructure projects, public initiatives, and environmental programs while fostering transparency and trust among residents, business owners, and key stakeholders. Our expertise spans digital and traditional media strategies, public meetings and workshops, crisis communication, social marketing, and strategic content development. Our ability to tailor outreach strategies to the specific needs of each community allows us to bridge communication gaps and ensure accessibility across diverse linguistic, cultural, and socioeconomic groups. Our team is highly skilled in community engagement planning, media relations, digital storytelling, event facilitation, and public education campaigns, allowing us to effectively translate complex technical information into compelling, easy-to-understand messaging. Whether through grassroots outreach, digital engagement, strategic branding, or crisis communication planning, we help our clients enhance their visibility, increase public awareness, and strengthen their relationships with the communities they s erve. At Murakawa Communications, our mission is to create inclusive, transparent, and impactful communication strategies that empower communities and help public agencies achieve their outreach and engagement goals. We look forward to bringing our expertise, innovation, and commitment to the City of San Luis Obispo. Relevant Projects Safe Clean Water Program Metrics and Monitoring Report – LA County Public Works We provided community engagement and outreach support for the Safe Clean Water Program, helping to educate stakeholders on regional water conservation efforts. Our team facilitated public meetings and developed materials to ensure clear communication between the county and local communities. 8MG Peck Reservoir Replacement Project – City of Manhattan Beach For this critical infrastructure project, we led community engagement efforts, facilitated public meetings, conducted community pop-up events, special event planning and execution, and developed strategic messaging to inform residents and businesses about project impacts. Our team also played a key role in construction mitigation communication, ensuring that stakeholders remained informed and engaged throughout the project’s lifecycle. San Diego County Regional Decarbonization Framework – County of San Diego San Luis Obispo (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 April 7, 2025 Page 14 Murakawa Communications, Inc. Murakawa Communications served as the prime contractor for this initiative, providing strategic public engagement, meeting facilitation, collateral development, social media engagement, and stakeholder engagement for climate-related projects. Our work focused on providing strategic counsel, facilitating public participation, hosting community meetings (both virtual and in-person), and developing multilingual outreach materials including social media strategy and content to ensure broad accessibility. The project involved regional partners, community-based organizations, and municipal agencies, a structure similar to San Luis Obispo’s needs for engagement across multiple audiences. Consolidated Rental Car Facility (ConRAC)– Los Angeles World Airports Murakawa Communications handled community engagement and public outreach for the ConRAC; services included proactive project mitigation measures targeting a wide array of stakeholders from high level elected officials to businesses and residents adjacent to the airport, to the civic leadership of adjacent cities and communities, to thought leaders and and institutional stakeholders. Tactics included one-on-one door-to-door canvassing, community briefings and stakeholder presentations, social media, media relations and town hall meeteings. ConRAC will be the largest rental car facility in the world. Beach Cities Green Streets Program – Manhattan Beach, Hermosa Beach, Redondo Beach, Torrance As part of a multi-jurisdictional effort to improve stormwater management, we managed public outreach and engagement activities across multiple cities. Working with elected officials from different cities, targeting diverse audiences with competing needs and priorities throughout each city, o ur team developed educational materials and coordinated public meetings and pop-ups to ensure that residents and businesses understood the benefits and environmental impact of the program in order to increase understanding and garner support for this controversial project. LA Metro Sepulveda Transit Corridor – Community Engagement Support We provided strategic outreach support for LA Metro’s transit corridor project, focusing on community engagement and stakeholder relations. Our team facilitated public input meetings, staffed community outreach events, and developed messaging to communicate key project goals and benefits to local residents. Experience with San Luis Obispo and Neighboring Jurisdictions While we have not directly worked with the City of San Luis Obispo, our experience with regional agencies and public works projects in cities and counties similar to San Luis Obispo aligns well with the City’s needs for on- call communications support. We have successfully executed public engagement efforts in jurisdictions facing community engagement challenges, including multi-city initiatives that required coordination with regional partners, city staff, and community groups. Our approach emphasizes clear communication, public participation, and stakeholder engagement strategies tailored to the specific needs of each community. By leveraging our experience with municipal agencies, infrastructure projects, and public education campaigns, we are well-positioned to support the City of San Luis San Luis Obispo (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 April 7, 2025 Page 15 Murakawa Communications, Inc. Obispo in enhancing its public outreach and engagement efforts. We are confident that our knowledge, expertise, and successful track record demonstrate our ability to meet the needs of your City. We look forward to the opportunity to bring our expertise in strategic communications and public engagement to the City of San Luis Obispo, ensuring effective outreach and community involvement in future city initiatives. General Firm Information Murakawa Communications, Inc. is a woman-owned SBE-, MBE-, and DBE-certified strategic communications firm headquartered in Redondo Beach, California. We specialize in public outreach, stakeholder engagement, marketing, branding, media relations, and community education initiatives for public agencies, infrastructure projects, and environmental programs across California. Headquarters and Service Areas ● Headquarters: Redondo Beach, California ● Service Areas: Cities and Counties throughout California ● Branch Offices: None. We operate from our headquarters and maintain a mobile, flexible team that allows us to work on-site or remotely based on project needs. Number of Employees Murakawa Communications operates with a core team of eight communications strategists, project managers, outreach specialists, project coordinators and administrative support staff supplemented by strategic partnerships with designers, content creators, opinion research and survey experts, translators and interpreters, A/V teams, and other subject matter experts. Our structure allows us to scale resources as needed, ensuring we can meet the demands of on -call consulting engagements like the one proposed by the City of San Luis Obispo. Years in Business Murakawa Communications has been in operation for over 20 years, successfully providing marketing, branding, public engagement, and stakeholder communication services to public sector clients. Our experience spans infrastructure, transportation, environmental programs, water management, and community-based initiatives. We take pride in our ability to adapt to new jurisdictions, tailor outreach strategies to meet community - specific needs, and develop innovative, culturally relevant engagement approaches for the public agencies we serve. We look forward to the opportunity to bring this expertise to the City of San Luis Obispo and support its ongoing communications initiatives. San Luis Obispo (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 April 7, 2025 Page 16 Murakawa Communications, Inc. 3. Fee Structure Hourly rates for all positions and classifications Last Name First Name Position Rate ($/hr) Effective Date Murakawa Trisha principal $ 226.38 2025 Sevilla Danielle sr director/sr proj/outreach manager $ 196.35 2025 Melendez Joshua project/outreach manager $ 150.15 2025 Greenberg Gayle sr project/outreach manager $ 184.80 2025 Saito John sr project/outreach manager $ 184.80 2025 Everett Bell sr director/sr proj/outreach manager $ 196.35 2025 Lopez Elsa program/project support $ 115.50 2025 Reimbursable expenses Please note that this is not an all-inclusive list, this is a sample list of potential reimbursable direct costs. Specific reimbursable expenses to be determined upon project assignment with detailed project information. Sample Reimbursable Direct Costs Printing TBD based on project needs Graphic Design TBD based on project needs Translation and Interpretation TBD based on project needs A/V TBD based on project needs Venue TBD based on project needs Refreshments TBD based on project needs Premium Items TBD based on project needs Video & Photography TBD based on project needs Meeting Materials TBD based on project needs Other Equipment and Supplies TBD based on project needs Rates for a project-by-project basis, as noted in Sample Scope of Work Murakawa Communications assigns staff based on project scope and needs of the individual project; it is not possible to include project-by-project basis budget without having specific, detailed information on project needs. Our firm is diligent in providing the stellar services at all times while being budget conscious, including monitoring budget, providing the client with a monthly update on percentage of budget utilized, percentage of budget remaining, and look-ahead budget assumptions when needed. Project budgets are determined by project needs and details including • Type of project San Luis Obispo (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 April 7, 2025 Page 17 Murakawa Communications, Inc. •Duration of project schedule •Specific phases of the project •Location •Size of project area •Project impacts •Target audience(s) •Number and type of meetings •Translation and interpretation needs •Collateral needs Without project details, we cannot determine a budget; however, we’ve included a sample budget in the Appendix as an example of how we approach budget development and cost assumptions. San Luis Obispo (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 April 7, 2025 Page 18 Murakawa Communications, Inc. 4. Client References - Please see K. References on next page(s) -10- K. REFERENCES Number of years engaged in providing the services included within the scope of the specifications under the present business name: 24 . Describe fully the last three contracts performed by your firm 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: Agency Name Contact Name Telephone & Email Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome Reference No. 2: Agency Name Contact Name Telephone & Email Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome LA Metro Lilian de Loza-Gutierrez 213.922.7479 W, 213.864.3445 C delozagutierrezl@metro.net One Gateway Plaza Los Angeles CA 90012 Project: Vermont Transit Corridor Environmental Clearance Phase Community Engagement Contract amount: $4.87M Dates of contract: 2023 - 2028 Services provided: Strategic communications, community outreach and engagement, public engagement, education, and participation, meeting facilitation, event coordination and execution, collateral development, translation and interpretation, community based organization partnership program. Project outcome: Ongoing Project: Clean Water (waste water) Program Contract amt: $2.2 M Dates of contract: 2020 - 2025 (current contract; previous contract iterations dating back to 2012) Services provided: Community outreach and engagement, public engagement and education, collateral development, branding, construction mitigation, crisis communications planning, special events, media and speakers training. Project outcome: Ongoing City of Los Angeles, LA Sanitation and Environment Tonya Shelton 213.485.5303 tonya.shelton@lacity.org 1149 S Broadway 9th Floor Los Angeles CA 90015 -11- Reference No. 3 Agency Name Contact Name Telephone & Email Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome Los Angeles World Airports Project: Consolidated Rental Car Facility Contract amt: $1.3M Dates of contract:2018 - 2024 Services provided: community engagement, public outreach, collateral development, branding, construction mitigation Stephanie Sampson 714.394.8212 San Luis Obispo (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 April 7, 2025 Page 21 Murakawa Communications, Inc. L. Statement of Past Contract Disqualifications - Please see Statement of Contract Disqualifications on next page(s) -12- L.STATEMENT OF PAST CONTRACT DISQUALIFICATIONS The proposer 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 ◼If yes, explain the circumstances. Executed on at _Redondo Beach, CA ______________________ under penalty of perjury of the laws of the State of California, that the foregoing is true and correct. ______________________________________ Signature of Authorized Proposer Representative N/A - Murakawa Communications has no disqualifications as described in the above paragraph April 4, 2025 San Luis Obispo (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 April 7, 2025 Page 23 Murakawa Communications, Inc. Appendix On next page(s), please see the following: - Insurance Certificate Statement - Resumes - Sample Budgets San Luis Obispo (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 April 7, 2025 Page 24 Murakawa Communications, Inc. Insurance Certificate Statement In response to the insurance requirements outlined in the RFQ for On -Call Consulting for Marketing, Public Relations, Videography, and Photography Services, Murakawa Communications, Inc. will provide required certificate of insurance upon contract award. As requested, our insurance coverage meets or exceeds the City’s requirements, including: ● Insurance Carrier and A.M. Best Rating: ○ United States Liability Insurance Company (USLI) ■ A.M. Best Rating: A++ ○ Travelers Insurance ■ A.M. Best Rating: A++ ● Scope of Coverage and Limits: ○ General Liability Insurance: Coverage of $1,000,000 per occurrence and $2,000,000 aggregate – our policy exceeds this requirement. ○ Automobile Liability Insurance: Coverage of $1,000,000 combined single limit for all owned, hired, and non-owned vehicles – our coverage meets this requirement. ○ Workers’ Compensation Insurance: Statutory limits with $1,000,000 employer’s liability coverage – our coverage meets this requirement. ○ Umbrella or Excess Liability Insurance: Additional coverage limits providing extended liability protection – our coverage includes this requirement. ● Deductibles and Self-Insured Retention: ○ General Liability: Will be provided as needed. ○ Automobile Liability: Will be provided as needed. ○ Workers’ Compensation: Will be provided as needed. We confirm that Murakawa Communications, Inc. maintains all necessary coverage to fulfill the contractual requirements outlined in the RFQ and is prepared to provide endorsement documentation upon request. San Luis Obispo (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 April 7, 2025 Page 25 Murakawa Communications, Inc. Resumes KEY QUALIFICATIONS Trisha Murakawa has more than 25 years of experience in strategic communications, public affairs and project management working in the AEC industry. She specializes in complex controversial projects and works with her clients to identify public issues and concerns and mitigate or address them before they escalate. Early in her career, she worked in transportation in bus operations, rail planning and rail construction where she has extensive experience in public engagement for large scale public projects. Prior to founding her firm, Trisha worked for Metro, UCLA Government Relations and two members of the California state legislature. A leader in the community, Trisha serves on the boards of the LAX Coastal Chamber of Commerce and 211 LA. She also serves as an elected member the El Camino Community College Board of Trustees representing El Segundo, Manhattan Beach, Hermosa Beach and north Redondo Beach, chairs the communications committee for the statewide trustees association Diversity, Equity, Inclusion and Accessibility Steering Committee and sits on the professional development committee for the Community College League of California. EXPERIENCE LA Metro 2023 – present Vermont Transit Corridor Environmental Clearance Phase Community Engagement Trisha serves as principal-in-charge and project manager for the project. Murakawa Communications is the prime contractor managing the community engagement program for the Vermont Transit Corridor, a new transit system that will be implemented on 12.4 miles of Vermont Avenue from Hollywood Boulevard to 120th Street. The multi-pronged project includes 1) near-term improvements for existing local bus service; 2, 3 and 4) the state and federal environmental clearance processes for a bus rapid transit (BRT) system and the accompanying design processes; 5) construction of the BRT; and 6 and 7) the state and federal environmental clearance processes for a rail system that will be built in the future. The Murakawa team leads the community engagement program for the highly visible project that includes a complex, community-based equity-driving partnership program to ensure a community-led process in a diverse community with multiple cultures, languages, and needs. Tasks include a street assessment to document and catalog community assets; support for cultural needs assessment; urban design charettes; collateral development; key stakeholder outreach including briefings and meetings with high level key stakeholders, elected officials and their staff, neighborhood councils, and business improvement districts; community meetings to gather community input and feedback; community conversations with CBOs; door-to-door canvass; bus-rider engagement; immersive interactive digital engagement; construction awareness and education; and the legally required environmental approval process leading to Metro Board decisions. 2021 - 2022 Vermont Transit Corridor Pre-Environmental Phase Community Engagement Trisha served as the project manager for the $1.4 million pre-environmental phase of the Vermont Transit Corridor project, the region’s busiest North/South transit 2013 – present LA Sanitation and Environment Clean Water (Wastewater) Program Trisha serves as principal-in-charge for the LASAN Clean Water Program. Our team works with LASAN and BOE for the repair and rehabilitation for the 6,700 miles of sewers for the Clean Water (Wastewater) program that includes numerous projects in all phases including conceptual design, environmental review, construction and maintenance. Trisha helps provide support and guidance and works on special projects for the director. Trisha Murakawa Principal EDUCATION B.A., Sociology UCLA, 1987 RELEVANT SKILLS • Strong communication and project management skills • Crisis communications and crisis management expertise • Long standing relationships with grassroots leaders • Extensive experience working on equity issues • Managing Metro’s CBO partnership program for high visibility equity project REFERENCES LA Sanitation and Environnent Tonya Shelton Public Information Director 213 485 5303 Los Angeles World Airports Stephanie Sampson Director, Community Relations 424 646 7309 LA County Metro Lilian Deloza Gutierrez Executive Officer – Community Relations 213 922 7479 Trisha Murakawa Page 2 2019 City of Los Angeles Public Library, Public Relations Office Murakawa Communications conducted a skills analysis and developed recommendations for professional development and training. This included conducting a SWOT analysis (strengths, weaknesses, opportunities and threats) for the Library’s public relations team. The MC team met with directors to develop program goals and expected outcomes, developed the interview tool covering evaluation areas, conducted individual interviews with all members of the public relations team, and drafted a findings report which included a list of recommendations for professional development priorities for the PR team and developed a measurement tool to evaluate work and services. It was avital throughout the project to create a safe space for participants, develop trust and respect with the two directors to share honest and constructive feedback about their own individual strengths and areas in need of further capacity building. Murakawa Communications also conducted refresher professional development training workshops addressing branding and communications. Trisha served as Project Manager, leading all tasks. 2018 - 2024 Los Angeles World Airports LAX Consolidated Rental Car Facility (ConRAC) LAX Gateway Partners (P3 Team) and the Los Angeles World Airports are building the Consolidated Rental-Car-Facility that is part of the Landside Access Management Program to expand the airport and improve the LAX guest experience. The ConRAC campus will house rental car companies and their administrative offices to facilitate the ready/return of vehicles including idle vehicle spaces, employee parking spaces, maintenance and car washing operations and ConRAC administrative operations. Trisha serves as part of the communications team working closely with the LAMP communications manager, the P3 communications manager and the full-time Murakawa project manager. 2022 – present Los Angeles Bureau of Engineering/Los Angeles Department of Transportation Liechty Middle School Active Transportation Program Trisha serves as principal-in-charge and task leader for an active transportation program in Pico Union to connect five elementary and preschools to a middle school. The project seeks ways to connect the neighborhood and preschools and elementary schools to the local middle school by creating safe non-motorized pedestrian and bicycle connections through engineering design, traffic signals, sidewalks, crosswalks and improved lighting. Public outreach and community engagement is a critical task to ensure the heavily immigrant Spanish-speaking community is able to engage in the project design and implementation. 2004 – present West Basin Municipal Water District Construction Information Program Trisha serves as principal-in-charge and project manager for various capital improvement projects for West Basin Municipal Water District’s construction projects including various recycled water pipeline projects, water pump stations, valve replacement projects and the new 3.5-mile-long Palos Verdes Recycled Water Pipeline. Trisha and the Murakawa team conduct on-the-ground community engagement to ensure stakeholders along the alignment including residents, businesses, students, commuters and property owners know what to expect. KEY QUALIFICATIONS Danielle Sevilla is a dynamic communications professional with more than 20 years of experience in strategic communications, public affairs and project management. Known for her creativity and innovative approach to public outreach, Danielle excels at transforming complex, technical issues into accessible, compelling narratives that resonate with a wide range of stakeholders. She is an expert in connecting with people and her crossover skills allow her to successfully impart controversial information thoughtfully to reach a variety of stakeholders ranging from high level influential leaders to grass roots advocates to the average person, she is able to develop appropriate outreach and communication strategies in English and Spanish depending on the need. Her experienced diplomacy enables her to gain the confidence of audiences even when delivering news that otherwise might not be well received. With each client, the overarching goal is to ensure projects are completed on time and within budget while protecting the client’s reputation and relationships with the community, striving to ensure that equity and diversity are part of the public process. Areas of practice include transportation, planning, and water; environmental review; staff and board development; speaker and media training; and construction mitigation. Committed to public service, she serves on the board of Centinela Youth Services, the LAX/Coastal Chamber’s DEIA committee, the SGV 4H club fair board and the PVP 4H club, and Raices y Semillas: Opciones Educativas. EXPERIENCE LA Sanitation and Environment 2012 - present Clean Water (Wastewater) Program Danielle serves as a Community Outreach Team member assisting the LA Sanitation Clean Water Program with community outreach and education, construction mitigation, crisis communications, and media/speakers training for the clean water (wastewater) program and sewer construction/repair projects across the City. Danielle’s outreach role includes informing key stakeholders and the general public about projects and related impacts, gaining public support, responding to questions and complaints including property damage and restoration issues, and working closely with project teams to mitigate construction impacts. Tasks include development of outreach plans and strategies, identifying and working with key stakeholders, collateral development, and key messaging. Danielle works closely with the public information director and project teams, as well as with Council offices, neighborhood councils, residents and businesses to communicate sensitive and complicated information about the program and specific projects. Two project examples under the umbrella of the Clean Water Program are the Venice Dual Force Main (VDFM) and the Venice Auxiliary Pumping Plant (VAPP) projects, which included environmental review phases amidst significant opposition from neighboring jurisdictions, key stakeholder groups, residents and businesses. Danielle worked diligently to garner project support, develop positive relationships with key stakeholders including the Council District, and mitigate construction impacts to residents and businesses, including implementation of a business outreach and ad campaign. LA Metro Vermont Transit Corridor Environmental Phase Community Engagement 2024 - present Danielle provides community outreach and engagement support, including staffing outreach events, community events, community and public meetings and presentations, and served as task leader for the Street Assessment to Danielle Sevilla Vice President & Director of Special Forces EDUCATION B.A., English UC Berkeley, 1994 RELEVANT SKILLS • Noted for expertise with controversial and politically sensitive projects • Creative problem-solver known for effective communication and facilitation • Recognized for building relationships with the public and key stakeholders • Expert in reaching underserved, underrepresented and hard-to-reach constituencies REFERENCES LA Sanitation and Environment Tonya Shelton Public Information Director 213 485 5303 LADPW Bureau of Engineering Gevork Mkrtchyan, MS, PE Civil Engineer 818 378 6218 LADPW Bureau of Contract Administration Jim Cassley Principal Construction Inspector 213 798 5707 Danielle Sevilla Page 2 document and catalog community assets. Murakawa serves as the prime contractor and project manager for the Vermont Transit Corridor, a new transit system that will be implemented on 12.4 miles of Vermont Avenue from Hollywood Boulevard to 120th street. The multi-pronged project includes multiple phases and tasks/goals, including the state and federal environmental clearance processes for a bus rapit transit (BRT) system and the accompanying design processes as well as the state and federal environmental clearance process for a rail system that will be built in the future. Vermont Transit Corridor Pre-Environmental Phase Community Engagement 2021 - 2022 The Vermont Transit Corridor is the region’s busiest north/south transit corridor, spanning over ten miles, traversing through many diverse communities. This high priority equity project included a community-based partnership program to reach disenfranchised stakeholders and increase participation of a diverse population of constituents. Danielle supported public education and outreach events including working with constituents on interactive mapping, storytelling, and listening sessions, event logistics, and conducted monolingual Spanish presentations and data collection sessions to increase culturally and linguistically accessible engagement opportunities for the project. Regional Connector Project 2016 Murakawa Communications served as task leader responsible for the public participation and outreach tasks for an active transportation project for an urban rail planning project, responsible for community engagement with the Little Tokyo and Arts District Station to garner input and feedback for urban design elements such as pedestrian, safety, lighting, parking, and bike improvements. Danielle served as task leader; responsibilities included community engagement, one-to- one key opinion leader interviews, stakeholder briefings, design charette facilitation and public participation, community and public meeting coordination including event planning and execution, logistics, and facilitation, and presented information in engaging and culturally appropriate ways to key stakeholders. 2021-2022 City of Redondo Beach King Harbor Amenities Plan The City of Redondo Beach conducted a planning effort to establish a holistic framework plan to improve and enhance public amenities and potential resources for the City’s King Harbor waterfront. As subconsultant, Murakawa conducted community outreach and engagement; Danielle was task co-leader to support community meetings, pop-up events and public hearings during the four phases of outreach and engagement, worked with the project team and Working Committee to advance the planning process, develop and maintain a project website, create project videos, and maintain a social media presence. Website, videos, and social media postings were geared towards increasing visibility and understanding of the project, garner public support for the project, obtain input and feedback from the community, increase participation and attendance at events, and steer the public to the project website for information, updates, and questions. Joshua Melendez Public Relations Manager EDUCATION B.A., Business Management Economics UC Santa Cruz REFERENCES Tonya Durrell LA Sanitation & Environment Public Information Director 213 485 5303 Robert P. Garcia City of Los Angeles Department of Public Works Bureau of Engineering Wastewater Conveyance Construction Division 213 847 5657 KEY QUALIFICATIONS Joshua Melendez is an expert in explaining highly complex public works projects and their importance to the lay audience to gain cooperation and understanding about the needs and benefits to the community, as well as to garner public participation and turnout at outreach events. Passionate about improving quality of life through public infrastructure projects as well as City services and amenities provided to constituents, Joshua works with project team staff and stakeholders from grass roots to grass tops. Prior to joining Murakawa Communications, Joshua held management roles in the restaurant, property management and music industries. His keen drive to be a part of the business world began as a student at UC Santa Cruz where he supervised the university-sponsored recreational sports leagues. Experience included brand management, development and execution of targeted marketing and outreach plans, key messaging, and collateral development. As a former high school Varsity basketball player, Joshua had previously volunteered his time in several community youth basketball leagues and as a coach for several club teams. His “big picture” goal in his volunteer activities is to foster, create and promote positive environments for all kids who deserve the time to grow into positive leaders of the future. EXPERIENCE 2021 – present City of Los Angeles, Department of Public Works, Bureau of Engineering Leichty Middle & Neighborhood Elementary Schools Safety Improvement Active Transportation Project Murakawa Communications serves as a subconsultant and task leader for this project’s public outreach program. This project is designed to improve active transportation, such as walking or bicycling, around the neighborhood to improve overall quality of life. The Murakawa team is responsible for public education, outreach, and engagement, particularly for property owners as new streetlights are proposed and will require an official vote by said property owners. Josh serves as task leader for the project. Additional tasks include collateral development, key messaging, and development of other communication tools. 2021 - 2022 LA Metro Vermont Transit Corridor Pre-Environmental Phase Community Engagement Josh provided outreach and logistical support during the pre-environmental phase of the Vermont Transit Corridor project, the region’s busiest North/South transit corridor—Vermont Avenue from Hollywood Boulevard to 120th Street. This included tailored outreach events in communities along the corridor, working directly with constituents on interactive mapping, storytelling, and listening sessions, event set- up and breakdown. Josh supported thoughtful and engaging outreach events geared towards garnering public participation and feedback in culturally appropriate and sensitive ways. 2017 - present City of Los Angeles Department of Public Works, Bureau of Sanitation Community Services Group Josh provides public outreach assistance to the Community Services Group with sewer outreach for the LA Sanitation Safe Clean Water Program. Josh serves as part of the outreach team helping to inform residents, property owners and the public about the sewer repair program. He is an expert in obtaining right-of-way entries Joshua Melendez Responsibilities include outreach, education, and construction mitigation services on a variety of sewer construction and repair projects throughout the City of Los Angeles – including projects related to the City’s wastewater treatment plants. Project types range from short-term, long-term, and emergency, with each involving a variety of impacts to the community. An assignment Josh is currently working on is the Hyperion Perimeter Road Improvement Project, a project undertaken to stabilize hillside road adjacent to the Hyperion Water Reclamation Plant facilities and a City of El Segundo residential neighborhood. Due to recent at events at Hyperion, this project required intensive outreach and solutions to the highly engaged community’s needs Josh leads the outreach for pre-construction property assessments for nearby properties, helped lead a temporary relocation program for residents due to impactful construction activities, held community meetings, and provided updates via Mailchimp, eblasts, and the project website. 2021-present Beach Cities EWMP Project The City of Torrance along with the cities of Hermosa Beach, Manhattan Beach, and Redondo Beach, have joined together to secure funding for green streets projects throughout the four cities. While each of the partner cities are distinctly unique from each other and will have specific BMPs for their individual green streets projects, they share highly sophisticated, politically astute and environmentally savvy constituencies that easily and effectively organize around issues that are important to them. Murakawa Communications was brought on board to conduct a community outreach program to inform the design process in advance of any construction. Tasks include outreach and education to increase understanding and garner support for the project; education on the various BMPs including porous pavement, catch basin trash screens, bio-filtration/bioretention systems, vegetated curb extensions, planters, swales, rain gardens and drywells; coordination and execution of outreach events including neighborhood pop-ups, canvasses, and community events; development of collateral materials; obtain meaningful feedback from the community on the BMPs and project designs. Josh serves as task leader. Community members within the Beach Cities had previously gathered enough support to eliminate projects that they deemed unnecessary for their neighborhood, including a green streets project with what the community perceived as negative impacts to a local greenway and a lack of public participation and inclusion. As task leader, Josh ensured that open communication occurred between constituents and the project team during the design process, and planned, coordinated and executed community events to further educate the public about the benefits of the project and rebuild trust with the community. 2020-present City of Manhattan Beach, 8MG Peck Reservoir Replacement Project Serving as sub consultant, Murakawa Communications is conducting Public Relations and Outreach Services for the Peck Reservoir Replacement Project. In addition to the reservoir, the $23.5M capital improvement project includes an operations building, pump station, electrical control building, water treatment facility, and ancillary facilities. The ambitious project is located in a residential neighborhood with a highly engaged and environmentally aware constituency, with an adjacent baseball field, pool, and park. Tasks include construction mitigation; development of all collateral including project FAQ, fact sheet, construction notices, and emergency notices; social media postings; website copy; template presentations; public outreach meetings and neighborhood pop-ups; meetings and presentations to key stakeholder groups, key opinion leaders, city staff, and city council members; community information hotline. Josh serves as project manager. Page 2 KEY QUALIFICATIONS John Saito has more than 30 years of experience working in the public affairs, community and nonprofit arenas as an editor and journalist for a daily community newspaper and as a program director for the YMCA. His key qualifications include program management, community outreach, marketing, media relations, staff supervision, professional development, budget oversight and fundraising. A leader and volunteer in his community, John is president of the Venice-West Los Angeles chapter of the Japanese American Citizens League (JACL), the largest and oldest Asian American civil rights organization in the country. He also serves as an editorial board member for the JACL newspaper, Pacific Citizen, a national publication and is a board director for AADAP, Inc., a nonprofit organization that changes lives and saves families affected by substance abuse. In addition, he is a charter member of the Asian Pacific Alumni Society at Loyola High School. EXPERIENCE 2021 - present West Basin Municipal Water District Murakawa Communications is hired by the West Basin to serve as the agency’s construction awareness manager for recycling water pipeline construction and water well construction in the cities of Carson, El Segundo, Lawndale, Redondo Beach and Torrance. Pipelines range in size from four inches to 60 inches in diameter. John has been working with West Basin since 2021. Currently, John serves as the deputy project manager for the public outreach program for the Palos Verdes Recycled Water Pipeline project, a 3.7 mile-long recycled water pipeline and a booster pump station in Torrance and Palos Verdes Estates currently under construction. Key issues include permit approvals/temporary construction easements and construction impacts for the overall project that runs in a major arterial, across a major state highway/arterial along a densely populated corridor with single and multi-family units, major commercial shopping centers, parks and schools. Tasks include public outreach -door- to-door canvassing, pop-ups., collateral development; key messaging; working closely with project staff and public entities staff; responding to questions, concerns and complaints that come in via phone or email and addressing those with the project team. 2020 City of Los Angeles Department of Public Works, Bureau of Sanitation San Fernando Valley Green Streets Improvement Projects LA Sanitation and Environment is in the process of implementing the Stormwater Capture Master Plan to increase the local water supply in Los Angeles. The project is installing drywells, rain gardens and other landscaping features to capture stormwater that will vastly increase the amount of local water for potable use. John serves as the task leader for public outreach and community engagement for the multiple projects during the design phase to obtain public input on the design and public information during the construction phase. 2020 - present LA County Department of Public Works Murakawa Communications serves as a subconsultant for various Public Works projects, including the Los Angeles County Siting Element Update. As part of the County’s Zero Waste program, Murakawa Communications was a subconsultant responsible for reviewing and collaborating with the prime consultant to update the Environmental Justice document for the Siting Element. John worked to build a stronger stakeholder list for the environmental justice documents that included organizations and stakeholders to whom the County could communicate about the Siting Element update and increased the list from 83 to 195 organizations and coordinated translation and interpretation for the public hearings. John Saito Project Manager EDUCATION B.A., English Loyola Marymount University, 1985 RELEVANT SKILLS • Extensive experience working in water & transportation • Expertise with CBOs • Long standing grassroots community volunteer & leader • Well-versed in equity issues • Strong communication & project management skills REFERENCES Mesa Water District Celeste Carrillo, Public Affairs 949 631 1200 West Basin Municipal Water District Amy Rocha, Manager of Communications 310 660 6218 Alex Saab Council Member, City of Downey 562 904 7274 Jim Williamson Board of Managers, Collins & Katz Family YMCA (Former Westside Family YMCA) 310 597 8137 John Saito Page 2 2020 - present Mesa Water District Murakawa Communications serves as Mesa Water’s construction awareness manager for water infrastructure projects including wells, pipelines, pump stations and valves in the cities of Costa Mesa and Santa Ana. Projects are located in residential streets and neighborhoods, private complexes, major arterials and Mesa Water property. John has served as project manager on several projects, including the Mesa Water Reliability Facility. Mesa Water District is renovating its Mesa Water Reliability Facility (MWRF) to create a state-of-the-art education center to host programs and tours for students that meet state curriculum requirements. The facility, in a single-family-home residential community, has no parking for its visitors so the first phase included the construction of a walking path and installation of 58 parking spaces to accommodate visitor parking, but required the removal of more than 35 mature trees. John, as the project manager, developed a communication plan that resulted in public acceptance and was implemented during the Covid-19 pandemic under strict social distance guidelines. Tasks included branding, key messaging, and public education on sensitive community concerns. John also works on the Wilson Street Pipeline, a one-mile-long 12-inch potable water pipeline in a major arterial that crosses three major arterials in Costa Mesa. Key issues include coordination with the Orange County Transportation Authority because of the impact to three bus stops in the pipeline alignment as well as coordination and communication with commercial property owners, several retail businesses in five very active shopping centers as well as residential stakeholders in single- family homes and multi-family residences. John, as the project manager, will proactively communicate with stakeholders along the alignment to ensure they are aware of the construction and address any potential issues to minimize impact and gain public acceptance. 2021 - present LA Metro Vermont Transit Corridor Environmental Clearance Phase Community Engagement November 2023 - present Murakawa Communications is the prime contractor managing the community engagement program for the Vermont Transit Corridor, a new transit system that will be implemented on 12.4 miles of Vermont Avenue from Hollywood Boulevard to 120th Street. The multi- pronged project includes 1) near-term improvements for existing local bus service; 2, 3 and 4) the state and federal environmental clearance processes for a bus rapid transit (BRT) system and the accompanying design processes; 5) construction of the BRT; and 6 and 7) the state and federal environmental clearance processes for a rail system that will be built in the future. The Murakawa team leads the community engagement program for the highly visible project that includes a complex community-based equity-driving partnership program to ensure a community-led process in diverse ethnic communities along the corridor. Tasks include a street assessment to document and catalog community assets; support for cultural needs assessment; urban design charettes; collateral development; key stakeholder outreach including briefings and meetings key stakeholders, elected officials and staff, and business improvement districts; community meetings to gather input and feedback; community conversations with CBOs; door-to-door canvass; bus-rider engagement; immersive interactive digital engagement; construction awareness and education; and required environmental approval process leading to Board decisions. John provides community outreach and engagement support on a variety of tasks. Vermont Transit Corridor Pre-Environmental Phase Community Engagement - 2021 - 2022 John provided extensive support conducting outreach during the pre-environmental phase of the Vermont Transit Corridor project, the region’s busiest North/South transit corridor— Vermont Avenue from Hollywood Boulevard to 120th Street. The project is a high priority equity project for Metro as it covers more than ten miles and traverses through many diverse communities from Hollywood through Koreatown and Pico Union to South LA to West Athens and the Harbor Gateway. KEY QUALIFICATIONS A native Angeleno, Gayle Greenberg has spent the majority of her career working in the public arena. For 15 years, Gayle served as a Congressional Field and Constituent Outreach Supervisor and Field Deputy working with grass roots and grass tops stakeholders throughout the Southern California region to develop and maintain solid working relationships. Her expertise in anticipating problems and seeking win-win solutions for all parties, when approaching projects for her clients, is a skill Gayle honed first while working as a manager for high profile leaders in the hospitality industry and continues in her work with public agencies on high profile public projects. Ms. Greenberg’s combined experience of customer service and community relations enables her to both connect with stakeholders and address their concerns while working to achieve the desired results for her clients. Gayle is an alumni of the Anti-Defamation League’s Glass Leadership Institute and the LAX Coastal Chamber Leadership Academy Program as well as an international election observer and presenter at various meetings, events, and conferences through her involvement with the Friedrich Naumann Foundation. EXPERIENCE 2024 – present City of Lomita Downtown Lomita Stormwater Project The Downtown Lomita Stormwater Capture Project, a transformative initiative that will capture and treat stormwater and prevent urban pollutants from flowing into the Wilmington Drain and Machado Lake through stormwater diversion, infiltration, bioretention, streetscapes and landscapes. Ms. Greenberg serves as task leader for community engagement seeking input on design elements and to ultimately obtain project acceptance from those directly affected by project implementation. November 2023 – present LA Metro Vermont Transit Corridor Environmental Clearance Phase Community Engagement Murakawa Communications is the prime contractor managing the community engagement program for the Vermont Transit Corridor, a new transit system that will be implemented on 12.4 miles of Vermont Avenue from Hollywood Boulevard to 120th Street. The Murakawa team leads the community engagement program for the highly visible project that includes a complex, community-based equity-driving partnership program to ensure a community-led process in a diverse community with multiple cultures, languages, and needs. All community engagement activities must keep the project compliant to move the project through the environmental clearance process into construction and operation to improve mobility for the busiest transit corridor in Metro’s system. Gayle provides community outreach and engagement support on a variety of tasks. 2018 – 2024 Los Angeles International Airport (LAX) LAX Consolidated Rent-A-Car (ConRAC) Facility The Consolidated Rent-A-Car (ConRAC) facility is one of the major components of LAX’s Landside Access Modernization Program (LAMP). Operational ready in 2023, it will consolidate rental car operations currently Gayle Greenberg Project Manager EDUCATION Political Science Major Theater Minor CSU, Northridge Political Science Major CSU, Los Angeles RELEVANT SKILLS • Strong project management experience • Key understanding of complex issues • Effective communicator • Highly organized with an attention to detail • Extensive work with diverse audiences throughout Southern California • Initiative-taker and collaborator REFERENCES Parsons Corporation Stephanie Sampson Senior Business Operations & Development Specialist (Former Communications Director, LAX Development Projects) 714 394 8212 Gayle Greenberg Page 2 spread across the surrounding area of LAX into one location. LAX represents the number two rental car market of any domestic airport and this new facility will create a better rental car experience for the hundreds of thousands of travelers renting cars each year. Ms. Greenberg is the Community Construction Liaison for the ConRAC project. She provides primary day-to-day communication and outreach activities on behalf of the developer in conjunction with LAX. 2017 City of Los Angeles Safe Sidewalk LA In December of 2016, the City of Los Angeles launched Safe Sidewalks LA, an unprecedented 3o year $1.4 billion investment to repair hazardous sidewalks, making them accessible to everyone. The program prioritizes requests from those with mobility-related disabilities and considers the proximity to transportation corridors and transit stops. Residents can also take advantage of a rebate program offered to property owners who initiate and pay for their own repairs. Ms. Greenberg was responsible for developing, implementing, and tracking a city-wide outreach plan. Her work consisted of introducing the project to the public as well as boosting participation rates. 2016 - 2019 West Basin Hyperion Secondary Effluent Pump Station Improvements Project West Basin partners with the City of Los Angeles to purchase secondary effluent from the Hyperion Water Reclamation Plant, which is used as the source water for West Basin’s recycling program. West Basin owns and operates a pumping station located at the Hyperion Water Reclamation Plant which conveys secondary effluent to West Basin’s Edward C. Little Water Recycling Facility (ECLWRF) in El Segundo where it is further treated to produce recycled water. This pumping station plays a critical role in West Basin’s recycled water system as it is the sole source of supply for the ECLWRF. This project will improve the reliability and redundancy of the facility and accommodate future growth of West Basin’s water recycling program. As project manager Ms. Greenberg handled all communication and outreach activities. 2015 - 2019 Metro 1st/Central Station Improvement Project The 1st/Central Station Improvement Project is an active transportation planning project as part of an urban rail system currently under construction. Ms. Greenberg served as task leader responsible for the public participation and outreach tasks. The planning project connects an urban rail station in downtown Los Angeles to the historic Arts District and Little Tokyo neighborhoods. She was responsible for developing the outreach plan in three project phases and the respective implementation that included raising project awareness and defining clarity in conditions where the target audience was inundated with multiple messages from the same agency – working in a cluttered attention environment. She successfully managed sensitive issues for the client in two different neighborhood communities that sometimes have shared and sometimes competing interests. KEY QUALIFICATIONS Reverend Everett Bell, Jr. has over 25 years of experience in public outreach and community engagement projects. He specializes in engaging with faith-based organizations throughout Southern California, working to ensure that they are represented in public engagement efforts. He has a clear understanding of the challenges that many underserved and underrepresented communities face when striving to have their voices heard. He works with faith-based organizations to become catalysts for change. In addition to his work on the Metro Vermont Transit Corridor project, Reverend Bell has engaged faith-based organizations in a variety of efforts, including to address recidivism of youth and young adults, increase voter turnout in underrepresented areas, and reduce gun violence in some of the most challenged communities. Other relevant experience includes creating two Community Development Corporations in South Los Angeles, and training faith leaders in the areas of community engagement and economic development at the Faith Leadership Institute at USC’s Center for Religion and Civic Culture. EXPERIENCE LA Metro Vermont Transit Corridor Environmental Clearance Phase Community Engagement – November 2023 - present Murakawa Communications is the prime contractor managing the community engagement program for the Vermont Transit Corridor, a new transit system that will be implemented on 12.4 miles of Vermont Avenue from Hollywood Boulevard to 120th Street. The multi-pronged project includes 1) near-term improvements for existing local bus service; 2, 3 and 4) the state and federal environmental clearance processes for a bus rapid transit (BRT) system and the accompanying design processes; 5) construction of the BRT; and 6 and 7) the state and federal environmental clearance processes for a rail system that will be built in the future. The Murakawa team leads the community engagement program for the highly visible project that includes a complex and community-based equity-driving partnership program to ensure a community-led process in a diverse community that varies as one moves along the corridor. Tasks include a street assessment to document and catalog community assets along the corridor; support for cultural needs assessment; urban design charettes; collateral development; key stakeholder outreach including briefings and meetings with high level key stakeholders and elected officials and their staff; community meetings to gather community input and feedback; community conversations with CBOs; door-to-door canvass; bus-rider engagement; construction awareness and education; and the legally required environmental approval process leading to Metro Board decisions. Reverend Bell is Deputy Project Manager overseeing the overall project, serving as task leader for a variety of engagement activities, and as part of the core project team he is CBO program director. Rev. Everett Bell, Jr. EDUCATION B.S., Business Administration in Finance, Real Estate, and Law California State University, Long Beach RELEVANT SKILLS •Proven track record of building effective relationships with community-based organizations •Experienced in incorporating faith leaders and organizations in the public engagement process •Skilled in facilitating sensitive conversations between diverse stakeholders to reach consensus REFERENCES The Change Company Antonio Villaraigosa, Board Chairman 213.590.1376 Steven Sugarman, CEO 310.433.1066 USC Center for Religion and Civic Culture Dr. Najuma Smith-Pollard Assistant Director for Public and Community Engagement 323.873.7724 Rev. Everett Bell, Jr. Page 2 Vermont Transit Corridor Pre-Environmental Phase Community Engagement – 2021 - 2023 Facilitated engagement CBOs located throughout the corridor. Served as bridge to engage faith-based organizations. Supported the development of CBO programs and community events. Responsible for administration and execution of bus intercepts at multiple locations. Facilitated discussions that highlighted ideas, concerns, and fears of community members regarding the project. The Change Company Chairman, Community Advisory Board (CAB) 2019- Present Leads the CAB in discussions of programs and services offered by large mortgage-based CDFI and their impact on underserved communities nationwide. Engages federal regulators and policy makers on the impact of existing policies on underserved and underbanked communities. Reviews all loan programs to guard against predatory programs. Engages real estate and mortgage professionals to increase homeownership opportunities for underserved community members. Impact Southern California CDC Founder and Director 2016- Present Engages small, minority business owners to expand capacity. Identifies small businesses for engagement in supplier diversity programs. Assists organizations to complete MBE certification through Supplier Clearinghouse. KEY QUALIFICATIONS Elsa Lopez has more than 28 years of experience in customer service and account management working in a variety of professional settings including small business and corporations. Elsa is skilled at finding creative solutions for challenges that may occur on any project. With extensive expertise providing project coordination and administrative support, she keeps project teams on task and organized throughout the lifetime of a project. Key qualifications include excellent communication skills, an ability to build and maintain positive working relationships in even the most difficult situations, and resourcefulness under pressure and changing circumstances. Elsa creates collateral pieces that are both appealing, educational and tailored to targeted audiences. She is committed to providing high quality service and cares about her clients. A team player with exceptional time management and multi-tasking abilities, she is fluent in Spanish. EXPERIENCE 2023 - present LA Metro - Vermont Transit Corridor Environmental Clearance Phase Community Engagement Murakawa Communications is the prime contractor managing the community engagement program for the Vermont Transit Corridor, a new transit system that will be implemented on 12.4 miles of Vermont Avenue from Hollywood Boulevard to 120th Street. The multi-pronged project includes 1) near-term improvements for existing local bus service; 2, 3 and 4) the state and federal environmental clearance processes for a bus rapid transit (BRT) system and the accompanying design processes; 5) construction of the BRT; and 6 and 7) the state and federal clearance processes for a rail system that will be built in the future. environmental The Murakawa team leads the community engagement program for the highly visible project that includes a complex and community-based equity-driving partnership program to ensure a community-led process in a multiple diverse communities throughout the project corridor. Tasks include a street assessment to document and catalog community assets along the corridor; support for cultural needs assessment; urban design charettes; collateral development; key stakeholder outreach including briefings and meetings with high level key stakeholders, elected officials and their staff, neighborhood councils, and business improvement districts; community meetings to gather community input and feedback; community conversations with CBOs; door-to-door canvass; bus-rider engagement; immersive interactive digital engagement; construction awareness and education; and the legally required environmental approval process leading to Metro Board decisions. Elsa serves as project coordinator and administrative task leader, providing overall project support to team members on a variety of outreach and engagement tasks, as well as staffing community outreach events and working closely with project partners. Elsa is the “glue” that holds the various complex project components together! 2023 - present West Basin Municipal Water District - Palos Verdes Recycled Water Pipeline - Torrance and Palos Verdes Estates Murakawa Communications serves as prime contractor for the public outreach and construction mitigation program for a 3.7-mile-long recycled water pipeline and a booster pump station in South Torrance and Palos Verdes Estates currently under construction. The project alignment includes a major arterial as well as a major state highway/arterial along a densely populated corridor with single and multi-family units, major commercial shopping centers, parks and schools. Elsa provides administrative support for the project as well as outreach staffing support conducting door-to-door canvasses and pop-up events. Elsa Lopez Project Assistant RELEVANT SKILLS • Experience working with grassroots and grass tops communities • Strong communication, project management and organizational skills • Team player REFERENCES Cathedral Corporation Vice President Marketing Toni Schottenhammer (310) 714-2455 Creamer Printing Company Susan Creamer Owner (323) 292-2848 Page 2 2014 - 2020 Cathedral Corporation – Inglewood CA Account Manager, Western Region Cathedral Corporation provides fundraising solutions for dioceses, parishes, churches, schools, and other non-profit organizations to be more financially secure and to establish a connection with their members, key stakeholders in their community and the community at large. Elsa served the U.S Western region as primary contact for presentation sales offering financial and communication program solutions. These programs include Capital Campaigns, Annual and one time Appeals for which Elsa supported ongoing account management. Responsibilities included client relations providing support for communication through Non-Profit and First- Class bulk mailings. Elsa’s experience includes design and set up of communication leaders, flyers, forms, and data management. Elsa was the main contact at the Los Angeles bulk mailing post office. 1992 - 2014 Creamer Printing Company – Inglewood CA General Manager Creamer Printing was a full line printing company for printing and bulk mailings for church and other non-profit organizations. They were the primary service provider fulfilling the needs of this niche market in the greater Los Angeles and Orange County areas. Elsa served as hands-on general manager in all areas of the business. She was responsible for business development, research and development of new product lines and customer retention. Additional responsibilities included all human resource duties for up to 20 employees and temporary workers including employee management and scheduling. Elsa was the primary contact for sales, customer service, design, typesetting and data management. Elsa was the main contact for bulk mailings at the Los Angeles bulk mailing post office. 1987 - 1991 El Taco Restaurant – Tucson AZ Owner/Manager El Taco Restaurant was a local Mexican eatery. Elsa’s role was owner and manager, overseeing all business aspects of this restaurant. She was responsible for purchasing, accounting, budget, payroll, and taxes. Elsa oversaw the kitchen, menu development, and training of staff to ensure excellent customer service. 1985 - 1987 Catholic Cemeteries – Tucson AZ Sales Representative Elsa was a sales representative selling cemetery properties. Elsa procured sales by cold-calling and going door to door. This position required her to develop trust with prospects in order to discuss this sensitive subject. San Luis Obispo (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services CS-01 April 7, 2025 Page 27 Murakawa Communications, Inc. Sample Budget CONFIDENTIAL CLIENT Cost Analysis Support Murakawa Communications Budget (Implementation) Tasks Description Total Total Hours 150.15 Hours 226.38 Hours 196.35 Hours 184.80 Hours Cost/Task 1 Project Management 56 8408.40 48 10866.24 24 4712.40 48 8870.40 176 32,857.44$ 2 Collateral Development 20 3003.00 10 2263.80 10 1963.50 10 1848.00 50 9,078.30$ 3 Meetings and Presentations for Key Stakeholders 50 7507.50 44 9960.72 44 8639.40 20 3696.00 158 29,803.62$ 4 Conduct Community Meetings 30 4504.50 20 4527.60 20 3927.00 20 3696.00 90 16,655.10$ 5 Final Outreach Report 20 3003.00 12 2716.56 10 1963.50 10 1848.00 52 9,531.06$ Subtotal 176 26426.40 134 30334.92 108 21205.80 108 19958.40 526 97,925.52$ Grand total 97,925.52$ *Direct costs are listed in the SOW and are optional. Actual costs to be determined with REDACT CLIENT NAME approval. JM TM DS JS Murakawa Communications March 17, 2025 1 From:Alex Rodriguez <alex@dcgco.com> Sent:Monday, April 7, 2025 10:08 AM To:Clancy, Daniel; Szentesi, Whit Subject:RFQ Attachments:RFQ On-Call Communications Support 2025.pdf This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Good morning Dan and Whitney. My name is Alex Rodriguez and I plan on submitting a response to the RFQ posted on Bidnet. I am seeking clarification because the document I downloaded (attached) says the day for submission is April 14, but the website says April 7. Can you please verify which date is correct? Thanks in advance! alex To help protect your privacy, Microsoft Office prevented automatic download of this picture from the Internet. To help protect your privacy, Microsoft Office prevented automatic download of this picture from the Internet.ᐧ CONFIDENTIALITY NOTICE: This transmission from us may contain privileged and confidential information. It, and any attachments, are intended only for the addressee(s). If you are not the intended recipient, you are hereby notified that any review, dissemination, distribution, or duplication of this communication and its attachments is strictly prohibited by applicable state and federal law. If you are not the intended recipient, please contact the sender by reply email and destroy all copies of the original message and attachments. The City of San Luis Obispo is committed to including disabled persons in all of our services, programs and activities. Telecommunications Device for the Deaf (805) 781-7410. Notice Requesting Qualifications (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services. The City of San Luis Obispo requests proposals from qualified vendors to furnish Marketing, Public Relations, Videography, or Photography Services. All firms interested in receiving further correspondence regarding this Request for Qualifications (RFQ) must complete a free registration using BidNet (www.bidnetdirect.com). All proposals must be submitted to BidNet at or before 3:00 PM on April 14, 2025, when they are opened electronically on BidNet. The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. Project packages and additional information may be obtained at the City’s BidNet website at www.bidnetdirect.com/california/cityofsanluisobispo. Contact Dan Clancy at dclancy@slocity.org, or Whitney Szentesi at wszentes@slocity.org for additional information. For technical help with BidNet Sync please contact BidNet tech support at 800-835-4603. TABLE OF CONTENTS A. Scope of Work……………………………………………………………………………………………………………………..1 B. Project Schedule………………………………………………………………………………………………………………….2 C. General Terms……………………………………………………………………………………………………………………..3 D. Special Terms……………………………………………………………………………………………………………………….4 E. Submittal Content………………………………………………………………………………………………………………..5 F. Additional Services……………………………………………………………………………………………………………….5 G. Selection Process………………………………………………………………………………………………………………….6 H. Additional Terms and Conditions………………………………………………………………………………………….6 I. Additional Considerations…………………………………………………………………………………………………….7 J. Proposal Submittal Form………………………………………………………………………………………………………9 K. References…………………………………………………………………………………………………………………………..10 L. Statement of Past Contract Disqualifications……………………………………………………………………….12 Exhibit A: Contract Form - 1 - A. SCOPE OF WORK The City of San Luis Obispo ("City") seeks qualifications for services to support public communications and enhance community outreach and engagement. I. GENERAL The goal is to ensure mutually beneficial, two-way communication with external (such as residents, non- profit service providers, business owners and operators, business community representatives, other governmental agencies, among others) and internal audiences about City issues and services, leading to a more responsive government and a high level of public confidence. The expected outcome is higher community satisfaction with City communication. Currently, the use of contract services helps to streamline the City’s communication processes to get important information to community members more quickly and, internally, to ensure effective and efficient exchange of information between City departments and employees. The focus of the consultant work will continue to be on communication planning, content creation, community and media outreach training, strategic communications counsel, and support on emergent communications issues as needed, and in a way that aligns with the City’s official Public Engagement and Noticing Manual. If selected to provide on-call consulting services, the Consultant will be expected to sign a service provider agreement with the City. For this agreement or any subsequential amendments, the Consultant will work with a single point of contact in the City’s Administration Department, such as the Public Communications Manager or their designee. While there, once placed on the City’s on-call service provider list, the Consultant will have the opportunity to work with the City on a project-by-project basis. The Consultant will have a single point of contact per project and will be provided with a sample scope of work; however, the final scopes of work will be determined with the selected Consultant as part of any contract during negotiations. II. SAMPLE SCOPE OF WORK 1. Strategic public outreach, information and engagement planning 2. Public information distribution 3. Emergency or crisis communications services 4. Brand awareness strategies 5. Media planning and buying 6. Content creation for smaller assignments, including a. Graphic design b. Website content design c. Social media content production d. Video and photography production e. Key messages development f. Speechwriting and editorial content g. Media relations and news releases h. Informational, educational, social media posts i. Special event planning and promotions 7. Construction project information facilitation 8. Public engagement and information gathering - 2 - B. PROJECT SCHEDULE Advertise RFQ March 13, 2025 Question / Answer Deadline March 31, 2025 Closing of RFQ April 7, 2025, at 3 PM Interviews Week of April 7th Award Contracts By April 21, 2025 C. GENERAL TERMS AND CONDITIONS PROPOSAL REQUIREMENTS 1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal (bidder) shall meet all the terms, and conditions of the Request for Qualifications (RFQ) project package. By virtue of its proposal submittal, the bidder acknowledges agreement with and acceptance of all provisions of the RFQ specifications. 2. Proposal Submittal. Each proposal must be submitted on the form(s) provided in the specifications and accompanied by any other required submittals or supplemental materials. Proposal documents shall be submitted electronically via BidNet. However, if you can’t submit it electronically, please email a copy to the contacts listed in the RFQ package, if you can’t email it, please send a copy in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. To guard against premature opening, the proposal should be clearly labeled with the proposal title, project number, name of bidder, and date and time of proposal opening. 3. Insurance Certificate. Each proposal must include a certificate of insurance showing: a. The insurance carrier and its A.M. Best rating. b. Scope of coverage and limits. c. Deductibles and self-insured retention. The purpose of this submittal is to generally assess the adequacy of the bidder’s insurance coverage during proposal evaluation; as discussed under paragraph 12 below, endorsements are not required until contract award. The City’s insurance requirements are detailed in Exhibit C to the Agreement (Exhibit A to the RFQ) 4. Proposal Quotes and Unit Price Extension. The hourly rates and/or lump sum prices quoted by the bidder must be entered in figures in the spaces provided on the Proposal Submittal Form(s). Any lump sum bid shall be stated in figures. The Proposal Submittal Form(s) must be totally completed. If the unit price and the total amount stated by any bidder for any item are not in agreement, the unit price alone will represent the bidder’s intention, and the proposal total will be corrected to conform to the specified unit price. 5. Proposal Withdrawal and Opening. A bidder may withdraw its proposal, without prejudice before the time specified for the proposal opening, by submitting a written request to the Director of - 3 - Finance for its withdrawal, in which event the proposal will be returned to the bidder unopened. No proposal received after the time specified or at any place other than that stated in the “Notice Inviting Bids/Requesting Proposals” will be considered. 6. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed to make or file, or to be interested as the primary submitter in more than one proposal, except an alternative proposal when specifically requested; however, an individual or business entity that has submitted a sub-proposal to a bidder submitting a proposal, or who has quoted prices on materials to such bidder, is not thereby disqualified from submitting a sub-proposal or from quoting prices to other bidders submitting proposals. 7. Communications. All timely requests for information submitted in writing will receive a written response from the City and all questions and answers on the bid shall be posted publicly on BidNet. Telephone communications with City staff are not encouraged but will be permitted. However, any such oral communication shall not be binding on the City. CONTRACT AWARD AND EXECUTION 8. Proposal Retention and Award. The City reserves the right to retain all proposals for a period of 60 days for examination and comparison. The City also reserves the right to waive non-substantial irregularities in any proposal, to reject any or all proposals, to reject or delete one part of a proposal, and to accept the other, except to the extent that proposals are qualified by specific limitations. See the “special terms and conditions” of these specifications for proposal evaluation and contract award criteria. 9. Competency and Responsibility of Bidder. The City reserves full discretion to determine the competence and responsibility, professionally and/or financially, of bidders. Bidders will provide, in a timely manner, all information that the City deems necessary to make such a decision. 10. Contract Requirement. The bidder to whom the award is made (Consultant) shall execute a written contract with the City within ten (10) calendar days after notice of the award. The contract shall be made in the form adopted by the City and incorporated in these specifications. CONTRACT PERFORMANCE 11. The City’s contract terms and conditions that Consultant will be expected to execute and be bound by are attached hereto as Exhibit A. D. SPECIAL TERMS AND CONDITIONS 1. Contract Award. On-Call contracts will be awarded to the most qualified bidders that, in the City’s sole discretion in accordance with the Proposal Evaluation and Selection criteria set forth herein (if applicable), provides the best proposal. 2. Sales Tax Reimbursement. For sales occurring within the City of San Luis Obispo, the City receives sales tax revenues. Therefore, for bids from retail firms located in the City at the time of proposal closing for which sales tax is allocated to the City, 1% of the taxable amount of the bid will be deducted from the proposal by the City in calculating and determining the most qualified lowest cost bidder. - 4 - 3. Labor Actions. In the event that the successful proposer is experiencing a labor action at the time of contract award (or if its suppliers or sub-consultants are experiencing such a labor action), the City reserves the right to declare said proposer is no longer the most qualified, responsive proposer and to accept the next acceptable proposal from a proposer that is not experiencing a labor action, and to declare it to be the most qualified, responsive proposer. 5. Contract Term. The supplies or services identified in this specification will be used by the City for five (5) years for on-call communications services. The prices quoted for these items must be valid for the entire period indicated above unless otherwise conditioned by the proposer in its proposal. 6. Supplemental Purchases Supplemental purchases may be made from the successful proposer during the contract term in addition to the items listed in the Detail Proposal Submittal Form. For these supplemental purchases, the proposer shall not offer prices to the City in excess of the amounts offered to other similar customers for the same item. If the proposer is willing to offer the City a standard discount on all supplemental purchases from its generally prevailing or published price structure during the contract term, this offer and the amount of discount on a percentage basis should be provided with the proposal submittal. 7. Non-Exclusive Contract. The City reserves the right to purchase the items listed in the Detail Proposal Submittal Form, as well as any supplemental items, from other vendors during the contract term. 8. Unrestrictive Brand Names. Any manufacturer's names, trade names, brand names or catalog numbers used in the specifications are for the purpose of describing and establishing general quality levels. Such references are not intended to be restrictive. Proposals will be considered for any brand that meets or exceeds the quality of the specifications given for any item. In the event an alternate brand name is proposed, supplemental documentation shall be provided demonstrating that the alternate brand name meets or exceeds the requirements specified herein. The burden of proof as to the suitability of any proposed alternatives is upon the proposer, and the City shall be the sole judge in making this determination. 9. Delivery. Prices quoted for all supplies or equipment to be provided under the terms and conditions of this RFQ package shall include delivery charges, if applicable, to be delivered F.O.B. San Luis Obispo by the successful proposer and received by the City within 90 days after authorization to proceed by the City. 10. Submittal of References. Each proposer shall submit a statement of qualifications and references on the form provided in the RFQ package. 11. Statement of Contract Disqualifications. Each proposer shall submit a statement regarding any past governmental agency bidding or contract disqualifications on the form provided in the RFQ package. - 5 - E. SUBMITTAL CONTENT 1. Letter of Interest (5-page maximum). Please include in the submittal a letter introducing the Consultant and expressing the Consultant's interest in being considered for on-call consulting services, clearly identifying the applicable sub-area(s) of interest. The letter of interest should also include the following: a. Provide the name of the entity, its mailing address, telephone, email, and facsimile number. Please describe the organization. b. Indicate that the Consultant has the availability and time to dedicate the personnel and resources necessary to provide on-call consulting services. Indicate the intention of the Consultant to adhere to the provisions described in the RFQ. c. Please identify the contact person responsible for the submittal, specifying the name, title, and contact information. d. Please note that the person signing the letter of interest must be a legal representative of the Consultant authorized to bind the Consultant to an agreement in the event of an award. 2. Relevant Experience of Key Personnel and the Firm (10-page maximum). a. Key Personnel Experience. The submittal must identify the key personnel that is to be assigned if awarded a contract, detailing their qualifications, areas of expertise, a summary of their past experience performing similar services for other jurisdictions, and a resume of each key personnel, including experience working with City staff, local Sa n Luis Obis po community groups and decision-makers, and regional partner agencies. b. Firm Experience. The submittal must describe the Firm's pertinent project experience, including a list of performed relevant projects, past performance, individual or team accomplishments, and examples of similar work for San Luis Obispo or neighboring jurisdictions in California, including experience working with City staff, local San Luis Obispo community groups and decision-makers, and regional partner agencies. c. General Firm Information. General firm information including the number of employees, location of firm headquarters, branch offices, and the number of years in business may also be provided. Please note that general firm information is not a substitute for the specific information requested in sections a and b above. 3. Fee Structure. Please include a clear and comprehensive fee schedule, including a detailed statement of hourly rates for all positions and classifications of individuals involved and reimbursable expenses. Please also include the rates for a project-by-project basis, as noted in the Sample Scope of Work above. 4. Client References. Consultants must provide a minimum of three (3) client references. F. ADDITIONAL SERVICES If there are related services not otherwise identified in the City's RFQ, the Proposer may offer those to the City. Proposals are not required to address any additional services in order to be considered an acceptable proposal. However, the final selection of the successful Proposer may be based on the desirability of the additional services offered. - 6 - G. SELECTION PROCESS Submittals received by the deadline will be reviewed by a selection panel comprised of City staff who have relevant knowledge and experience. The panel will score the proposals based upon the qualification materials submitted according to the following criteria: 1. Letter of Interest. Availability demonstrated the capacity and qualifications necessary to provide the consulting services specified in the RFQ. Ability to meet standard City contract and insurance requirements. 2. Relevant Experience. a. Demonstrated ability, based on consultant experience and specific experience of key personnel, to provide technical assistance on the types of tasks listed in the RFQ. b. Expertise. Consultants should have an area of expertise but need not necessarily be experts in every task in each sub-area to achieve a favorable score. For example, a Consultant may be an expert in video production services only and still could achieve a favorable score. c. Prior experience, including the ability to work with City staff, local San Luis Obispo community groups and decision-makers, and regional partner agencies. (30 Points Maximum) 3. Responsiveness to the RFQ. Presentation, completeness, and clarity of information provided. 4. Fee Structure. The Consultant's cost competitiveness and reasonableness. (20 Points Maximum) 5. Client References. (Pass/Fail) The submittals will be scored on a zero to 100-point scale, excluding bonus points. Consultants who qualify will be placed on the list of qualified on-call consultants for each subarea. Placement on the list of qualified on-call consultants is not a guarantee of work and does not constitute a commitment by the City to enter into a contract with the Consultant. As appropriate, the City may conduct an additional competitive process (e.g., solicit bids or issue Requests for Proposals) prior to awarding contracts. The City anticipates that all services will be on an as-needed or on-call basis. H. ADDITIONAL TERMS AND CONDITIONS A. Nondiscrimination. The City will not discriminate against any interested consultant on the grounds of race, religious creed, color, national origin, ancestry, handicap, disability, marital status, pregnancy, sex, age, or sexual orientation. B. City's Right to Modify RFQ. The City reserves the right at its sole discretion to modify this RFQ (including but not limited to the selection criteria) should the City deem that it is in its best interests to do so. Any changes to the proposal requirements will be made by written addendum. The failure of a consultant to read the latest addendums shall have no effect on the validity of such modification. C. City's Right to Cancel RFQ. The City reserves the right at its sole discretion to cancel this RFQ in part or in its entirety should the City deem that it is in the City's best interests to do so. D. City's Right to Reject All Submittals. The City reserves the right, in its sole discretion, to reject all submittals should the City deem that it is in its best interests to do so. - 7 - E. City's Right to Extend RFQ Deadlines. The City reserves the right to extend the deadline for submittals by written addendum should the City deem that it is in its best interests to do so. F. City Right to Negotiate With Consultants. The City reserves the right to negotiate with the consultants on the list of qualified on-call consultants regarding their exceptions to the standard service provider agreement, if any, or regarding other price and terms in their submittals and to require the selected Consultant to submit such technical, price, or other revisions of their submittals as may result from negotiations. G. Standard Form Service Provider Contract. Consultants acknowledge that placement on the list of qualified on-call consultants does not commit the City to award a contract. For any project, the City reserves the right to award a contract to consultants (1) that are on the list of qualified on- call consultants; (2) that have an existing contract with the City, or (3) that are selected through a separate competitive process. Consultants on the list of qualified on-call consultants who are awarded a contract will be expected to sign a service provider agreement with the City. The standard service provider agreement and associated insurance requirements are attached as Attachment B. Comments or exceptions, if any, to the standard service provider agreement and/or insurance requirements must be noted in the Letter of Interest. It is understood that consultants have reviewed the service provider agreement (Attachment B) and will take exception only to those items identified in their Letter of Interest. Neither review of the submittal by the City nor placement on the list of qualified on-call consultants constitutes an acceptance by the City of the Proposer's recommended changes to the service provider agreement. If there are any concerns or proposed exceptions requested to the standard service provider agreement, these issues will be discussed at the time the City awards a contract, if any. H. Cost of Submittals. All costs incurred during submittal preparation or in any way associated with the Consultant's preparations or submission shall be the sole responsibility of the Consultant. I. Liability for Submittal Errors. Consultants are liable for all errors and omissions contained in their submittals. J. Permits and Licenses. Consultants, at their sole expense, shall obtain and maintain during the term of any agreement all appropriate permits, certificates, and licenses including, but not limited to, a City Business License, which will be required in connection with the performance of on-call consulting services. I. ADDITIONAL CONSIDERATIONS AND ASSUMPTIONS 1. All works submitted to and accepted by the City must be an original piece created by the Consultant. 2. All works submitted by the Consultant must be in standard U.S. English and adhere to the Branding and Style Guide. 3. All works must be submitted in Microsoft Word format and include a headline pertaining to the work in bold. The work should appear in a non-bolded Calibri, 12-point font. - 8 - 4. The City reserves the right to use all submitted works in current and/or future forms of current media and/or media to be developed. - 9 - J: PROPOSAL SUBMITTAL FORM - Sample The undersigned declares that she or he: ◼ Has carefully examined [____________], which is hereby made a part of this proposal. ◼ Is thoroughly familiar with its contents. ◼ Is authorized to represent the proposing firm. ◼ Agrees to perform the work as set forth in this proposal. q Certificate of insurance attached; insurance company’s A.M. Best rating: __________________. Firm Name and Address Contact Phone Signature of Authorized Representative Date -10- K. REFERENCES Number of years engaged in providing the services included within the scope of the specifications under the present business name: . Describe fully the last three contracts performed by your firm 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: Agency Name Contact Name Telephone & Email Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome Reference No. 2: Agency Name Contact Name Telephone & Email Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome -11- Reference No. 3 Agency Name Contact Name Telephone & Email Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome -12- L. STATEMENT OF PAST CONTRACT DISQUALIFICATIONS The proposer 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 ◼ If yes, explain the circumstances. Executed on at _______________________________________ under penalty of perjury of the laws of the State of California, that the foregoing is true and correct. ______________________________________ Signature of Authorized Proposer Representative -13- EXHIBIT A : FORM OF AGREEMENT CITY OF SAN LUIS OBISPO PROFESSIONAL SERVICES AGREEMENT This agreement (Agreement) is made and entered into in the City of San Luis Obispo on [DATE], by and between the City of San Luis Obispo, a municipal corporation and charter city (City) and [FILL] hereinafter referred to as Consultant (collectively referred to as the “Parties”). WITNESSETH: WHEREAS, on March 13, 2025, City requested qualifications for communications support services, (the “Project”); and WHEREAS, the City wants to engage Consultant for on-call, as-needed communication services (the “Services”); and WHEREAS, Consultant is qualified to perform this type of Services and has submitted a written proposal to do so, which has been accepted by City; and NOW, THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter contained, the Parties hereto agree as follows: 1. TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as first written above, for three years, with the option to extend for an additional two years. 2. INCORPORATION BY REFERENCE. Notice Requesting Qualifications for Communications Services and Consultant's proposal dated ________ are hereby incorporated in and made a part of this Agreement, attached as Exhibit A. The City’s insurance requirements are hereby incorporated in and made part of this Agreement, attached as Exhibit B. To the extent that there are any conflicts between the Consultant’s fees and scope of work and the City’s terms and conditions as stated herein, the City’s terms and conditions shall prevail unless specifically agreed otherwise in writing and signed by both Parties. 3. CITY’S OBLIGATIONS. For providing services as specified in this Agreement, and upon receipt of an invoice, City will pay and Consultant shall receive compensation as set forth in Consultant’s proposal and pursuant to the Payment Terms set forth in Exhibit B. 4. CONSULTANT’S OBLIGATIONS. For and in consideration of the payments and agreements herein before mentioned to be made and performed by City, Consultant agrees with City to do everything required by this Agreement including that work as set forth in Exhibit A. 5. PAYMENT OF TAXES. The contract prices shall include full compensation for all taxes that Consultant is required to pay. 6. LICENSES AND PERMITS. At all times during the term of this Agreement, Consultant shall have in full force and effect, all licenses required of it by law for the performance of the Services described -14- in this Agreement. The Consultant shall procure all permits and licenses, pay all charges and fees, and give all notices necessary under this Agreement. 7. COMPLIANCE WITH LAW. The Consultant shall keep itself informed of and shall observe and comply with all applicable State and Federal laws and regulations, and county and City of San Luis Obispo ordinances, regulations and adopted codes, which in any manner affect those employed by Consultant or in any way affect the performance of the Services pursuant to this Agreement. The City, and its officers and employees, shall not be liable at law or in equity occasioned by failure of the Consultant to comply with this Section. Failure to comply with local ordinances may result in monetary fines and cancellation of this Agreement. 8. COMPLIANCE WITH INDUSTRY STANDARD. Consultant shall provide services acceptable to City in strict conformance with the Agreement. Consultant shall also provide in accordance with the standards customarily called for under this Agreement using the degree of care and skill ordinarily exercised by reputable providers of such services. Where approval by the City, the City Manager, the Mayor, or other representative of City is required, it is understood to be general approval only and does not relieve Consultant of responsibility for complying with all applicable laws, codes, policies, regulations, and good business practices. 9. INDEPENDENT CONSULTANT. a. Consultant is and shall at all times remain as to the City a wholly independent Consultant. The personnel performing the Services under this Agreement on behalf of Consultant shall at all times be under Consultant's exclusive direction and control. Neither City nor any of its officers, employees, or agents shall have control over the conduct of Consultant or any of Consultant's officers, employees, or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the City. Consultant shall not incur or have the power to incur any debt, obligation, or liability whatsoever against City, or bind City in any manner. b. No employee benefits shall be available to Consultant in connection with the performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Consultant for performing the Services hereunder for City. City shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder. c. Consultant’s duties and services under this agreement shall not include preparing or assisting the public entity with any portion of the public entity’s preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with the public entity. The public entity entering this agreement shall at all times retain responsibility for public contracting, including with respect to any subsequent phase of this project. Consultant/Consultant’s participation in the planning, discussions, or drawing of project plans or specifications shall be limited to conceptual, preliminary, or initial plans or specifications. Consultant/Consultant shall cooperate with the public entity to ensure that all bidders for a subsequent contract on any subsequent phase of this project have access to the same information, including all conceptual, -15- preliminary, or initial plans or specifications prepared by Consultant pursuant to this agreement.” 10. PRESERVATION OF CITY PROPERTY. The Consultant shall provide and install suitable safeguards, approved by the City, to protect City property from injury or damage. If City property is injured or damaged resulting from Consultant’s operations, it shall be replaced or restored at Consultant’s expense. The City’s facilities shall be replaced or restored to a condition as good as when the Consultant began the work. 11. IMMIGRATION ACT OF 1986. The Consultant warrants on behalf of itself and all subConsultants engaged for the performance of the Services that only persons authorized to work in the United States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the Services hereunder. 12. NON-DISCRIMINATION. In the performance of the Services, the Consultant agrees that it will not engage in, nor permit such subConsultants as it may employ, to engage in discrimination in employment of persons because of age, race, color, sex, national origin or ancestry, sexual orientation, or religion of such persons. 13. PAYMENT TERMS. The City’s payment terms are 30 days from the receipt of an original invoice and acceptance by the City of the materials, supplies, equipment, or services provided by the Consultant (Net 30). Consultant will submit invoices monthly for actual services performed. Invoices shall be submitted on or about the first business day of each month, or as soon thereafter as practical, for services provided in the previous month. Final June invoices shall be received no later than the 5th business day of July to meet City fiscal year-end deadlines. Payment shall be made within thirty (30) days of receipt of each invoice as to all non -disputed fees. If the City disputes any of Consultant's fees it shall give written notice to Consultant within thirty (30) days of receipt of an invoice of any disputed fees set forth on the invoice. Any final payment under this Agreement shall be made within forty-five (45) days of receipt of an invoice, therefore. 14. INSPECTION. City shall at all times have the right to inspect the work being done under this Agreement and Consultant shall furnish City with every reasonable opportunity and assistance required for City to ascertain that the Services of the Consultant are being performed in accordance with the requirements and intentions of this Agreement. All work done, and all materials furnished, if any, shall be subject to the City’s inspection and approval. The inspection of such work shall not relieve Consultant of any of its obligations under the Agreement. 15. RELEASE OF INFORMATION. a. All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without City's prior written authorization. Consultant, its officers, employees, agents, or subConsultants, shall not, without written authorization from the City Manager or unless requested by the City Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this Agreement. Response to a subpoena or court order shall not be considered "voluntary" provided Consultant gives City notice of such court order or subpoena. b. Consultant shall promptly notify City should Consultant, its officers, employees, agents, or subConsultants be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions, or other -16- discovery request (“Discovery”), court order, or subpoena from any person or party regarding this Agreement, unless the City is a party to any lawsuit, arbitration, or administrative proceeding connected to such Discovery, or unless Consultant is prohibited by law from informing the City of such Discovery. City retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing, or similar proceeding as allowed by law. Unless City is a party to the lawsuit, arbitra tion, or administrative proceeding and is averse to Consultant in such proceeding, Consultant agrees to cooperate fully with City and to provide the opportunity to review any response to Discovery requests provided by Consultant. However, City's right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response. 16. OWNERSHIP OF DOCUMENTS. a. Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts, and other such information required by City that relate to the performance of the Services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of City or its designees at reasonable times to such books and records; shall give City the right to examine and audit said books and records; shall permit City to make transcripts or copies therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment. b. Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared in the course of providing the Services under this Agreement shall become the sole property of the City and may be used, reused, or otherwise disposed of by the City without the permission of the Consultant. With respect to computer files, Consultant shall make available to the City, at the Consultant's office and upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, transferring, copying and/or printing computer files. Consultant hereby grants to City all right, title, and interest, including any copyright, in and to the documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared by Consultant in the course of providing the Services under this Agreement. 17. INDEMNIFICATION AND DEFENSE. To the fullest extent permitted by law (including, but not limited to California Civil Code Sections 2782 and 2782.8), Consultant shall indemnify, defend, and hold harmless the City, and its elected officials, officers, employees, volunteers, and agents (“City Indemnitees”), from and against any and all causes of action, claims, liabilities, obligations, judgments, or damages, including reasonable legal counsels’ fees and costs of litigation (“claims”), arising out of the Consultant’s performance or Consultant’s failure to perform its obligations under this Agreement or out of the operations conducted by Consultant, -17- including the City’s passive negligence, except for such loss or damage arising from the sole or active negligence or willful misconduct of the City. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from Consultant’s performance of this Agreement, the Consultant shall provide a defense to the City Indemnitees or at the City’s option, reimburse the City Indemnitees the ir costs of defense, including reasonable legal fees, incurred in defense of such claims. The review, acceptance or approval of the Consultant’s work or work product by any indemnified party shall not affect, relieve or reduce the Consultant’s indemnification or defense obligations. This Section survives the completion of the services or the termination of this contract. The provisions of this section are not limited by and do not affect the provisions of this contract relating to insurance. Consultant’s indemnification obligations under this section extend to any claims arising out of or related to the negligence, recklessness, or willful misconduct of any sub-consultants/ subConsultants. 18. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE. a. The City may at any time, for any reason, with or without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon the Consultant at least thirty (30) days prior written notice. Upon receipt of said notice, the Consultant shall immediately cease all work under this Agreement, unless the notice provides otherwise. If the City suspends or terminates a portion of this Agreement such suspension or termination shall not make void or invalidate the remainder of this Agreement. b. In the event this Agreement is terminated pursuant to this Section, the City shall pay to Consultant the actual value of the work performed up to the time of termination, provided that the work performed is of value to the City. Upon termination of the Agreement pursuant to this Section, the Consultant will submit an invoice to the City pursuant to Section 14. 19. TERMINATION FOR CAUSE. If, during the term of the Agreement, the City determines the Consultant is not faithfully abiding by any term or condition contained herein, the City may notify the Consultant in writing of such defect or failure to perform. This notice must give the Consultant a ten (10) calendar day notice of time thereafter in which to perform said work or cure the deficiency. a. If the Consultant has not performed the work or cured the deficiency within the ten (10) days specified in the notice, such shall constitute a breach of the Agreement and the City may terminate the Agreement immediately by written notice to the Consultant to said effect (“Notice of Termination”). Thereafter, neither party shall have any further duties, obligations, responsibilities, or rights under the Agreement except to comply with the obligations upon termination. b. In said event, the Consultant shall be entitled to the reasonable value of its services performed from the beginning date in which the breach occurs up to the day it received the City’s Notice of Termination, minus any offset from such payment representing the City’s damages from such breach. “Reasonable value” includes fees or charges for goods or services as of the last milestone or task satisfactorily delivered or completed by the Consultant as may be set forth in the Agreement payment schedule; compensation for any other work or services performed or provided by the Consultant shall be based solely -18- on the City’s assessment of the value of the work-in-progress in completing the overall scope. c. The City reserves the right to delay such payment until completion or confirmed abandonment of the project, as may be determined in the City’s sole discretion, so as to permit a full and complete accounting of costs. In no event, however, shall the Consultant be entitled to receive in excess of the not to exceed amount shown in this Agreement. 20. INSURANCE. Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in Exhibit B attached to and made part of this Agreement. 21. BUSINESS LICENSE & TAX. The Consultant must have a valid City of San Luis Obispo business license & tax certificate before execution of the contract. Additional information regarding the City’s business tax program may be obtained by calling (805) 781-7134. 22. SAFETY PROVISIONS. The Consultant shall conform to the rules and regulations pertaining to safety established by OSHA and the California Division of Industrial Safety. 23. PUBLIC AND EMPLOYEE SAFETY. Whenever the Consultant operations create a condition hazardous to the public or City employees, it shall, at its expense and without cost to the City, furnish, erect and maintain such fences, temporary railings, barricades, lights, signs and other devices and take such other protective measures as are necessary to prevent accidents or damage or injury to the public and employees. 24. UNDUE INFLUENCE. Consultant declares and warrants that no undue influence or pressure was used against or in concert with any officer or employee of the City in connection with the award, terms or implementation of this Agreement, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the City has or will receive compensation, directly or indirectly, from Consultant, or from any officer, employee or agent of Consultant, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement. Violation of this Section shall be a material breach of this Agreement entitling the City to any and all remedies at law or in equity. 25. ASSIGNMENT. The Consultant shall not assign, transfer, convey or otherwise dispose of the contract, or its right, title or interest, or its power to execute such a contract to any individual or business entity of any kind without the previous written consent of the City. As required above, before retaining or contracting with any subConsultant for any services under this Agreement, City must consent to such assignment of performance in writing. For City to evaluate such proposed assignment, Consultant shall provide City with the identity of the proposed subConsultant, a copy of the proposed written contract between Consultant and such subConsultant, which shall include an indemnity provision similar to the one provided herein and identifying City as an indemnified party, or an incorporation of the indemnity provision provided herein, and proof that such proposed subConsultant carries insurance at least equal to that required by this Agreement or obtain a written waiver from City for such insurance. 26. AMENDMENT. Any amendment, modification, or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the appropriate review authority according to the City’s Financial Management Manual. Consultant shall not be compensated for any services rendered in connection with its performance of this Agreement which are in addition to those set forth herein, unless such additional services are authorized by the City in advance and in writing. -19- 27. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete Agreement between the Parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral Agreement, understanding, or representation be binding upon the Parties hereto. Each party is entering into this Agreement based solely upon the representations set forth herein and upon each party's own independent investigation of any and all facts such party deems material. 28. NOTICE. All notices to the Parties hereto under this Agreement shall be in writing and shall be sent either by (i) personal service, (ii) delivery by a reputable document delivery service, such as, but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) United States Mail, certified, postage prepaid, return receipt requested. All such notices shall be delivered to the addressee or addressed as set forth below: To City: Administration Department (Communications) City of San Luis Obispo 990 Palm St. San Luis Obispo, CA 93402 Attention: Whitney Szentesi (wszentes@slocity.org) To Consultant: Name Mailing Address 29. GOVERNING LAW. Any action arising out of this Agreement shall be brought in the Superior Court of San Luis Obispo County, California, regardless of where else venue may lie. The validity, interpretation, construction and performance of this Agreement, and all acts and transactions pursuant hereto and the rights and obligations of the Parties hereto shall be governed, construed and interpreted in accordance with the laws of the State of California, without giving effect to principles of conflicts of law. 30. AUTHORITY TO EXECUTE AGREEMENT. Both City and Consultant do covenant that each individual executing this Agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. -20- IN WITNESS WHEREOF, the Parties hereto have caused this instrument to be executed the day and year first above written. CITY CONSULTANT _______________________________ By: [Name] Its: [Title of City Manager or Department Head] _______________________________ By: [Name] Its: [Title] APPROVED AS TO FORM: _______________________________ By: J. Christine Dietrick, City Attorney -21- EXHIBIT C INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES Without limiting CONSULTANT’s indemnification of CITY, and prior to commencement of Work, CONSULTANT shall obtain, provide and maintain at its own expense during the term of this AGREEMENT, policies of insurance of the type and amounts described below, and in a form satisfactory to CITY. General liability insurance. CONSULTANT shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted. Automobile liability insurance. CONSULTANT shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with Work to be performed under this AGREEMENT, including coverage for any owned, hired, non-owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident. Workers’ compensation insurance. CONSULTANT shall maintain Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least $1,000,000). CONSULTANT shall submit to CITY, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of CITY, its officers, agents, employees, and volunteers. Umbrella or excess liability insurance. CONSULTANT shall obtain and maintain an umbrella or excess liability insurance policy with limits that will provide bodily injury, personal injury and property damage liability coverage at least as broad as the primary coverages set forth above, including commercial general liability, automobile liability, and employer’s liability. Such policy or policies shall include the following terms and conditions: • A drop-down feature requiring the policy to respond if any primary insurance that would otherwise have applied proves to be uncollectible in whole or in part for any reason; • Pay on behalf of wording as opposed to reimbursement; • Concurrency of effective dates with primary policies; • Policies shall “follow form” to the underlying primary policies; and • Insureds under primary policies shall also be insureds under the umbrella or excess policies. Proof of insurance. CONSULTANT shall provide certificates of insurance to CITY as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers’ compensation. Insurance certificates and endorsements must be approved by CITY’s R isk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with CITY at all times during the term of this contract. CITY reserves the right to require complete, certified copies of all required insurance policies, at any time. Duration of coverage. CONSULTANT shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the Work hereunder by CONSULTANT, his agents, representatives, employees or subconsultants. Primary/noncontributing. Coverage provided by CONSULTANT shall be primary and any insurance or self- insurance procured or maintained by CITY shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage -22- shall also apply on a primary and non-contributory basis for the benefit of CITY before the CITY’s own insurance or self-insurance shall be called upon to protect it as a named insured. CITY’s rights of enforcement. In the event any policy of insurance required under this AGREEMENT does not comply with these specifications or is canceled and not replaced, CITY has the right but not the duty to obtain the insurance it deems necessary, and any premium paid by CITY will be promptly reimbursed by CONSULTANT or CITY will withhold amounts sufficient to pay premium from CONSULTANT payments. In the alternative, CITY may cancel this AGREEMENT. Acceptable insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyholders’ Rating of A- (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by the CITY’s Risk Manager. Waiver of subrogation. All insurance coverage maintained or procured pursuant to this AGREEMENT shall be endorsed to waive subrogation against CITY, its elected or appointed officers, agents, officials, employees and volunteers or shall specifically allow CONSULTANT or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. CONSULTANT hereby waives its own right of recovery against CITY and shall require similar written express waivers and insurance clauses from each of its subconsultants. Enforcement of contract provisions (non estoppel). CONSULTANT acknowledges and agrees that any actual or alleged failure on the part of the CITY to inform CONSULTANT of non-compliance with any requirement imposes no additional obligations on the CITY nor does it waive any rights hereunder. Requirements not limiting. Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the CONSULTANT ma intains higher limits than the minimums shown above, the CITY requires and shall be entitled to coverage for the higher limits maintained by the CONSULTANT. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the CITY. Notice of cancellation. CONSULTANT agrees to oblige its insurance agent or broker and insurers to provide to CITY with a thirty (30) day notice of cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each required coverage. Additional insured status. General liability policies shall provide or be endorsed to provide that CITY and its officers, officials, employees, and agents, and volunteers shall be additional insureds under such policies. This provision shall also apply to any excess/umbrella liability policies. Prohibition of undisclosed coverage limitations. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to CITY and approved of in writing. Separation of insureds. A severability of interests provision must apply for all additional insureds ensuring that CONSULTANT’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the insurer’s limits of liability. The policy(ies) shall not contain any cross-liability exclusions. Pass through clause. CONSULTANT agrees to ensure that its subconsultants, subConsultants, and any other party involved with the project who is brought onto or involved in the project by CONSULTANT, provide the same minimum insurance coverage and endorsements required of CONSULTANT. CONSULTANT agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. CONSULTANT agrees that upon request, all agreements with consultants, subConsultants, and others engaged in the project will be submitted to CITY for review. -23- CITY’s right to revise specifications. The CITY reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the CONSULTANT ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the CONSULTANT, the CITY and CONSULTANT may renegotiate CONSULTANT’s compensation. Self-insured retentions. Any self-insured retentions must be declared to and approved by CITY. CITY reserves the right to require that self-insured retentions be eliminated, lowered, or replaced by a deductible. Self-insurance will not be considered to comply with these specifications unless approved by CITY. Timely notice of claims. CONSULTANT shall give CITY prompt and timely notice of claims made or suits instituted that arise out of or result from CONSULTANT’s performance under this AGREEMENT, and that involve or may involve coverage under any of the required liability policies. Additional insurance. CONSULTANT shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work. Verification of Coverage. Consultant shall furnish the City with a certificate of insurance showing maintenance of the required insurance coverage, as well as endorsements effecting general liability coverage. All endorsements are to be received and approved by the City before work commences. -24- 1 From:William Berry Jr <wbcampaigns@gmail.com> Sent:Tuesday, April 8, 2025 12:26 PM To:Clancy, Daniel Subject:Re: RFP Daniel, Thanks so much for your reply. I am in Chicago right now - but will email my proposal the moment I land this evening. Thanks so much. William Berry To help protect your privacy, Microsoft Office prevented automatic download of this picture from the Internet. William Berry Campaigns 916-508-8215 linkedin.com/in/williamberry2/ To help protect your priv acy, Microsoft Office prevented automatic download of this picture from the Internet. On Tue, Apr 8, 2025 at 2:04 PM Clancy, Daniel <dclancy@slocity.org> wrote: Hi William. 2 On the same day the RFP was released, on March 13th, the City released an addendum in BidNet that changed the date to April 7th closing date. If you’d like to email your bid, please do so, but if you were able to get the initial notification for the bid, the addendum should have made it through also. Thanks, Dan From: William Berry Jr <wbcampaigns@gmail.com> Sent: Tuesday, April 8, 2025 11:56 AM To: Szentesi, Whit <wszentes@slocity.org>; Clancy, Daniel <dclancy@slocity.org> Subject: RFP This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi there, This is regarding the RFQ for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services. The RFQ that I downloaded had a due date of April 14th. When I went to review the RFQ today, I see that the date was changed to April 7th - yesterday. Why and when was the change made? Are changes in due dates typical? I appreciate your response to my concern. 3 Sincerely, William Berry William Berry Campaigns 916-508-8215 linkedin.com/in/williamberry2/ 1 From:William Berry Jr <wbcampaigns@gmail.com> Sent:Tuesday, April 8, 2025 11:56 AM To:Szentesi, Whit; Clancy, Daniel Subject:RFP Flag Status:Flagged This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi there, This is regarding the RFQ for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services. The RFQ that I downloaded had a due date of April 14th. When I went to review the RFQ today, I see that the date was changed to April 7th - yesterday. Why and when was the change made? Are changes in due dates typical? I appreciate your response to my concern. Sincerely, William Berry To help protect your privacy, Microsoft Office prevented automatic download of this picture from the Internet. William Berry Campaigns 916-508-8215 linkedin.com/in/williamberry2/ 2 To help protect your priv acy, Microsoft Office prevented automatic download of this picture from the Internet. 1 From:Christiansen, Lindsay Sent:Thursday, April 24, 2025 9:04 AM To:info@rp3productions.com Subject:City of SLO on-call support Importance:High Hello, We have reviewed your RFQ submission, and your firm has been selected to have a meet & greet with the City of San Luis Obispo Communications team. Please review the following times and let me know what works best for your team. Once you have confirmed a separate email with details will follow. April 29th: 3:30 April 30th: 1:00 2:00 May 1st: 2:00 May 5th: 2:00 Thank you, Lindsay Lindsay Christiansen Administrative Assistant III Confidential City Administration 990 Palm St, San Luis Obispo, CA 93401-3249 E lchristi@slocity.org T 805.783.7836 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Sierra Orr <sorr@wsc-inc.com> Sent:Monday, April 14, 2025 4:22 PM To:Clancy, Daniel Subject:RE: RFQ for on-call Consulting for Marketing, Public Relations, Hi, Thank you so much. Sierra Orr pronouns: she/ her/ hers sorr@wsc-inc.com C: 909.255.9493 betterwaterfuture.com From: Clancy, Daniel <dclancy@slocity.org> Sent: Monday, April 14, 2025 4:15 PM To: Sierra Orr <sorr@wsc-inc.com> Subject: RE: RFQ for on-call Consulting for Marketing, Public Relations, Hi, I will check with the review team, I don’t believe interviews have been scheduled as of yet. From: Sierra Orr <sorr@wsc-inc.com> Sent: Monday, April 14, 2025 4:03 PM To: Clancy, Daniel <dclancy@slocity.org> Subject: RFQ for on-call Consulting for Marketing, Public Relations, This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Good afternoon Mr. Clancy, Water Systems Consulting recently submitted qualifications for the communications related RFQ using BidNet. According to the RFQ, interviews were anticipated to take place last week. I was hoping you might be able to confirm if that took place or if we might still anticipate a response. Thank you so much, Sierra Orr pronouns: she/ her/ hers sorr@wsc-inc.com C: 909.255.9493 betterwaterfuture.com 1 From:Sierra Orr <sorr@wsc-inc.com> Sent:Monday, April 14, 2025 4:03 PM To:Clancy, Daniel Subject:RFQ for on-call Consulting for Marketing, Public Relations, Flag Status:Completed This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Good afternoon Mr. Clancy, Water Systems Consulting recently submitted qualifications for the communications related RFQ using BidNet. According to the RFQ, interviews were anticipated to take place last week. I was hoping you might be able to confirm if that took place or if we might still anticipate a response. Thank you so much, Sierra Orr pronouns: she/ her/ hers sorr@wsc-inc.com C: 909.255.9493 betterwaterfuture.com 1 From:Liselle DeGrave <liselle@degravepr.com> Sent:Tuesday, April 15, 2025 3:43 PM To:Christiansen, Lindsay Subject:Re: City of San Luis Obispo on-call Communications Meet & Greet This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Awesome! Thank you for your email; looking forward to meeting the team. Have a great week. Liselle DeGrave, APR DeGrave Communications, Inc. 951-764-0865 On Tue, Apr 15, 2025 at 2:51 PM Christiansen, Lindsay <lchristi@slocity.org> wrote: Hello, We have reviewed your RFQ submission, and your firm has been selected to have a meet & greet with the City of San Luis Obispo Communications team. Please visit the below link to find available times and schedule accordingly. Once you have confirmed a separate email with details will follow. https://calendly.com/lchristi-slocity/2025-on-call-communication-firms-meet-greet If you have any questions, please let me know. We look forward to connecting with you soon. Thank you, Lindsay Christiansen Administrative Assistant III Confidential City Administration 990 Palm St, San Luis Obispo, CA 93401-3249 E lchristi@slocity.org T 805.783.7836 2 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Mary Verdin <mary@verdinmarketing.com> Sent:Tuesday, April 15, 2025 3:10 PM To:Christiansen, Lindsay Subject:Re: City of San Luis Obispo on-call Communications Meet & Greet Flag Status:Flagged This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Lindsay - Great news to advance to a meet & greet! Can you let me know what the agenda will be so I can determine who I should include in this meeting? Mary --- Mary Verdin President & CEO Verdin P.O. Box 3060 San Luis Obispo, CA 93403 Mobile: 805.235.0507 Office: 805.541.9005 www.VerdinMarketing.com On Tue, Apr 15, 2025 at 2:51 PM Christiansen, Lindsay <lchristi@slocity.org> wrote: Hello, We have reviewed your RFQ submission, and your firm has been selected to have a meet & greet with the City of San Luis Obispo Communications team. Please visit the below link to find available times and schedule accordingly. Once you have confirmed a separate email with details will follow. https://calendly.com/lchristi-slocity/2025-on-call-communication-firms-meet-greet If you have any questions, please let me know. We look forward to connecting with you soon. Thank you, 2 Lindsay Christiansen Administrative Assistant III Confidential City Administration 990 Palm St, San Luis Obispo, CA 93401-3249 E lchristi@slocity.org T 805.783.7836 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Sierra Orr <sorr@wsc-inc.com> Sent:Tuesday, April 15, 2025 3:23 PM To:Christiansen, Lindsay Subject:RE: City of San Luis Obispo on-call Communications Meet & Greet Flag Status:Flagged This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hello Lindsay, Thank you so much for the notification. I look forward to meeting you and the team. For scheduling purposes, do you have a preference for how many, or which, team members join the meet and greet? Also, the scheduling tool states, “A teams link will follow ...” so I wanted to confirm it is indeed virtual rather than in-person. Lastly, if there is anything you would like us to prepare, please let me know. I hope you have a great afternoon. Thank you again, Sierra Orr pronouns: she/ her/ hers sorr@wsc-inc.com C: 909.255.9493 betterwaterfuture.com From: Christiansen, Lindsay <lchristi@slocity.org> Sent: Tuesday, April 15, 2025 2:52 PM Subject: City of San Luis Obispo on-call Communications Meet & Greet Hello, We have reviewed your RFQ submission, and your firm has been selected to have a meet & greet with the City of San Luis Obispo Communications team. Please visit the below link to find available times and schedule accordingly. Once you have confirmed a separate email with details will follow. https://calendly.com/lchristi-slocity/2025-on-call-communication-firms-meet-greet If you have any questions, please let me know. We look forward to connecting with you soon. Thank you, Lindsay Christiansen Administrative Assistant III Confidential You don't often get email from lchristi@slocity.org. Learn why this is important 2 City Administration 990 Palm St, San Luis Obispo, CA 93401-3249 E lchristi@slocity.org T 805.783.7836 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Mary Verdin <mary@verdinmarketing.com> Sent:Tuesday, April 15, 2025 10:39 AM To:Szentesi, Whit; Clancy, Daniel Subject:RFQ for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Good morning - I wanted to check in on your timing for determining your list of qualified vendors for this RFQ. I know the RFQ timeline indicated that contract awards would be out by 4/21. Is that still on track? Appreciate any updates! As you know, we value our relationship with the City and look forward to the opportunity to continue working with you. Thank you, Mary --- Mary Verdin President & CEO Verdin P.O. Box 3060 San Luis Obispo, CA 93403 Mobile: 805.235.0507 Office: 805.541.9005 www.VerdinMarketing.com 1 From:Brittany App <brittany@appsphotography.com> Sent:Wednesday, April 16, 2025 7:48 PM To:Christiansen, Lindsay Subject:Re: City of San Luis Obispo on-call Communications Meet & Greet This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi there! Thank you for this email, and for the opportunity to work with you all again. সহ঺঻ I clicked on that link, as you instructed, but it does not list any available times. Please advise. Thanks! Brittany Brittany App Photographer : Filmmaker : Sheep-Shearer www.AppsPhotography.com www.WhereThereOnceWasWater.com 805-704-3996 From: Christiansen, Lindsay <lchristi@slocity.org> Date: Tuesday, April 15, 2025 at 2:51 PM To: Subject: City of San Luis Obispo on-call Communications Meet & Greet Hello, We have reviewed your RFQ submission, and your firm has been selected to have a meet & greet with the City of San Luis Obispo Communications team. Please visit the below link to find available times and schedule accordingly. Once you have confirmed a separate email with details will follow. https://calendly.com/lchristi-slocity/2025-on-call-communication-firms-meet-greet If you have any questions, please let me know. We look forward to connecting with you soon. Thank you, Lindsay Christiansen Administrative Assistant III Confidential City Administration 990 Palm St, San Luis Obispo, CA 93401-3249 E lchristi@slocity.org 2 T 805.783.7836 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Marianne Boules <marianne@boulesconsulting.org> Sent:Wednesday, April 16, 2025 4:39 PM To:Christiansen, Lindsay Subject:Re: City of San Luis Obispo on-call Communications Meet & Greet This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Good afternoon Lindsay, Thank you for the opportunity to connect with the City of San Luis Obispo Communications team. As a small business, my team and I are excited for the meet and greet! I scheduled a meeting for May 5th at 1:00 PM via Calendly, but it hasn’t shown up on my end for some reason. Could you kindly confirm if the meeting is booked on your side? If so, would you mind sending over the meeting details? I look forward to speaking with you soon! Best regards, Marianne Boules On Tue, Apr 15, 2025 at 2:51 PM Christiansen, Lindsay <lchristi@slocity.org> wrote: Hello, We have reviewed your RFQ submission, and your firm has been selected to have a meet & greet with the City of San Luis Obispo Communications team. Please visit the below link to find available times and schedule accordingly. Once you have confirmed a separate email with details will follow. https://calendly.com/lchristi-slocity/2025-on-call-communication-firms-meet-greet If you have any questions, please let me know. We look forward to connecting with you soon. Thank you, Lindsay Christiansen Administrative Assistant III Confidential 2 City Administration 990 Palm St, San Luis Obispo, CA 93401-3249 E lchristi@slocity.org T 805.783.7836 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Jenny Windle <jenny@jpwcomm.com> Sent:Wednesday, April 16, 2025 4:14 PM To:Christiansen, Lindsay Cc:Susanne Bankhead; Leslie Spring Subject:Re: City of San Luis Obispo on-call Communications Meet & Greet Flag Status:Completed This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Lindsay, Great news! JPW is very excited about this opportunity. I just tried to book a time for the meet and greet but the Calendly link shows no avails for April or May. Can you please help me sort that out? Thank you and we look forward to chatting with the team soon. Jenny ------------------------------- Jenny Windle Founder & CEO JPW Communications jenny@jpwcomm.com (760) 683-8395 x700 From: Christiansen, Lindsay <lchristi@slocity.org> Date: Tuesday, April 15, 2025 at 2:52 PM To: Subject: City of San Luis Obispo on-call Communications Meet & Greet EXTERNAL EMAIL - This email was sent by a person from outside your organization. Exercise caution when clicking links, opening attachments or taking further action, before validating its authenticity. Hello, We have reviewed your RFQ submission, and your firm has been selected to have a meet & greet with the City of San Luis Obispo Communications team. Please visit the below link to find available times and schedule accordingly. Once you have confirmed a separate email with details will follow. https://calendly.com/lchristi-slocity/2025-on-call-communication-firms-meet-greet If you have any questions, please let me know. We look forward to connecting with you soon. Thank you, 2 Lindsay Christiansen Administrative Assistant III Confidential City Administration 990 Palm St, San Luis Obispo, CA 93401-3249 E lchristi@slocity.org T 805.783.7836 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Christiansen, Lindsay Sent:Thursday, April 17, 2025 9:56 AM To:Marianne Boules Subject:RE: City of San Luis Obispo on-call Communications Meet & Greet Hi Marianne- Yes, I can see you are confirmed for Monday, May 5 @ 1:00pm. I will be sending out a confirmation email first of next week with details and team’s link. -L Lindsay Christiansen Administrative Assistant III Confidential City Administration 990 Palm St, San Luis Obispo, CA 93401-3249 E lchristi@slocity.org T 805.783.7836 slocity.org Stay connected with the City by signing up for e-notifications From: Marianne Boules <marianne@boulesconsulting.org> Sent: Wednesday, April 16, 2025 4:39 PM To: Christiansen, Lindsay <lchristi@slocity.org> Subject: Re: City of San Luis Obispo on-call Communications Meet & Greet This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Good afternoon Lindsay, Thank you for the opportunity to connect with the City of San Luis Obispo Communications team. As a small business, my team and I are excited for the meet and greet! I scheduled a meeting for May 5th at 1:00 PM via Calendly, but it hasn’t shown up on my end for some reason. Could you kindly confirm if the meeting is booked on your side? If so, would you mind sending over the meeting details? I look forward to speaking with you soon! Best regards, Marianne Boules 2 On Tue, Apr 15, 2025 at 2:51 PM Christiansen, Lindsay <lchristi@slocity.org> wrote: Hello, We have reviewed your RFQ submission, and your firm has been selected to have a meet & greet with the City of San Luis Obispo Communications team. Please visit the below link to find available times and schedule accordingly. Once you have confirmed a separate email with details will follow. https://calendly.com/lchristi-slocity/2025-on-call-communication-firms-meet-greet If you have any questions, please let me know. We look forward to connecting with you soon. Thank you, Lindsay Christiansen Administrative Assistant III Confidential City Administration 990 Palm St, San Luis Obispo, CA 93401-3249 E lchristi@slocity.org T 805.783.7836 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Jenny Windle <jenny@jpwcomm.com> Sent:Thursday, April 17, 2025 6:16 PM To:Christiansen, Lindsay Cc:Susanne Bankhead; Leslie Spring Subject:Re: City of San Luis Obispo on-call Communications Meet & Greet This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Lindsay, A quick follow up. I checked the schedule again today and it appears new slots opened up. We booked the JPW team for 4/23 at 3 pm. Can you please confirm the format for the meet and greet? Would you like us to prepare a presentation and then be ready for Q&A or do you have another format in mind? Thanks so much for inviting us to participate. Best, Jenny ------------------------------- Jenny Windle Founder & CEO JPW Communications jenny@jpwcomm.com (760) 683-8395 x700 From: Jenny Windle <jenny@jpwcomm.com> Date: Wednesday, April 16, 2025 at 4:14 PM To: Christiansen, Lindsay <lchristi@slocity.org> Cc: Susanne Bankhead <susanne@jpwcomm.com>, Leslie Spring <leslie@jpwcomm.com> Subject: Re: City of San Luis Obispo on-call Communications Meet & Greet Hi Lindsay, Great news! JPW is very excited about this opportunity. I just tried to book a time for the meet and greet but the Calendly link shows no avails for April or May. Can you please help me sort that out? Thank you and we look forward to chatting with the team soon. Jenny ------------------------------- Jenny Windle Founder & CEO JPW Communications jenny@jpwcomm.com (760) 683-8395 x700 2 From: Christiansen, Lindsay <lchristi@slocity.org> Date: Tuesday, April 15, 2025 at 2:52 PM To: Subject: City of San Luis Obispo on-call Communications Meet & Greet EXTERNAL EMAIL - This email was sent by a person from outside your organization. Exercise caution when clicking links, opening attachments or taking further action, before validating its authenticity. Hello, We have reviewed your RFQ submission, and your firm has been selected to have a meet & greet with the City of San Luis Obispo Communications team. Please visit the below link to find available times and schedule accordingly. Once you have confirmed a separate email with details will follow. https://calendly.com/lchristi-slocity/2025-on-call-communication-firms-meet-greet If you have any questions, please let me know. We look forward to connecting with you soon. Thank you, Lindsay Christiansen Administrative Assistant III Confidential City Administration 990 Palm St, San Luis Obispo, CA 93401-3249 E lchristi@slocity.org T 805.783.7836 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Christiansen, Lindsay Sent:Thursday, April 17, 2025 12:25 PM To:Mary Verdin Subject:RE: City of San Luis Obispo on-call Communications Meet & Greet Hi Mary, I don’t have the agenda put together yet, but its going to be a meet/greet type of style with several folks from our communications team, along with a few other folks from the city. I will be sending out formal agenda/ details first of next week. Best, Lindsay Lindsay Christiansen Administrative Assistant III Confidential City Administration 990 Palm St, San Luis Obispo, CA 93401-3249 E lchristi@slocity.org T 805.783.7836 slocity.org Stay connected with the City by signing up for e-notifications From: Mary Verdin <mary@verdinmarketing.com> Sent: Thursday, April 17, 2025 11:06 AM To: Christiansen, Lindsay <lchristi@slocity.org> Subject: Re: City of San Luis Obispo on-call Communications Meet & Greet This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Lindsay - Just checking back on this so I can confirm a date on your calendar! Thanks, Mary --- Mary Verdin President & CEO Verdin P.O. Box 3060 San Luis Obispo, CA 93403 Mobile: 805.235.0507 2 Office: 805.541.9005 www.VerdinMarketing.com On Tue, Apr 15, 2025 at 3:10 PM Mary Verdin <mary@verdinmarketing.com> wrote: Hi Lindsay - Great news to advance to a meet & greet! Can you let me know what the agenda will be so I can determine who I should include in this meeting? Mary --- Mary Verdin President & CEO Verdin P.O. Box 3060 San Luis Obispo, CA 93403 Mobile: 805.235.0507 Office: 805.541.9005 www.VerdinMarketing.com On Tue, Apr 15, 2025 at 2:51 PM Christiansen, Lindsay <lchristi@slocity.org> wrote: Hello, We have reviewed your RFQ submission, and your firm has been selected to have a meet & greet with the City of San Luis Obispo Communications team. Please visit the below link to find available times and schedule accordingly. Once you have confirmed a separate email with details will follow. https://calendly.com/lchristi-slocity/2025-on-call-communication-firms-meet-greet If you have any questions, please let me know. We look forward to connecting with you soon. Thank you, Lindsay Christiansen Administrative Assistant III Confidential 3 City Administration 990 Palm St, San Luis Obispo, CA 93401-3249 E lchristi@slocity.org T 805.783.7836 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Mary Verdin <mary@verdinmarketing.com> Sent:Thursday, April 17, 2025 11:06 AM To:Christiansen, Lindsay Subject:Re: City of San Luis Obispo on-call Communications Meet & Greet This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Lindsay - Just checking back on this so I can confirm a date on your calendar! Thanks, Mary --- Mary Verdin President & CEO Verdin P.O. Box 3060 San Luis Obispo, CA 93403 Mobile: 805.235.0507 Office: 805.541.9005 www.VerdinMarketing.com On Tue, Apr 15, 2025 at 3:10 PM Mary Verdin <mary@verdinmarketing.com> wrote: Hi Lindsay - Great news to advance to a meet & greet! Can you let me know what the agenda will be so I can determine who I should include in this meeting? Mary --- Mary Verdin President & CEO Verdin P.O. Box 3060 San Luis Obispo, CA 93403 Mobile: 805.235.0507 Office: 805.541.9005 www.VerdinMarketing.com On Tue, Apr 15, 2025 at 2:51 PM Christiansen, Lindsay <lchristi@slocity.org> wrote: 2 Hello, We have reviewed your RFQ submission, and your firm has been selected to have a meet & greet with the City of San Luis Obispo Communications team. Please visit the below link to find available times and schedule accordingly. Once you have confirmed a separate email with details will follow. https://calendly.com/lchristi-slocity/2025-on-call-communication-firms-meet-greet If you have any questions, please let me know. We look forward to connecting with you soon. Thank you, Lindsay Christiansen Administrative Assistant III Confidential City Administration 990 Palm St, San Luis Obispo, CA 93401-3249 E lchristi@slocity.org T 805.783.7836 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Mary Verdin <mary@verdinmarketing.com> Sent:Thursday, April 17, 2025 12:30 PM To:Christiansen, Lindsay Subject:Re: City of San Luis Obispo on-call Communications Meet & Greet Okay, thank you! --- Mary Verdin President & CEO Verdin P.O. Box 3060 San Luis Obispo, CA 93403 Mobile: 805.235.0507 Office: 805.541.9005 www.VerdinMarketing.com On Thu, Apr 17, 2025 at 12:25 PM Christiansen, Lindsay <lchristi@slocity.org> wrote: Hi Mary, I don’t have the agenda put together yet, but its going to be a meet/greet type of style with several folks from our communications team, along with a few other folks from the city. I will be sending out formal agenda/ details first of next week. Best, Lindsay Lindsay Christiansen Administrative Assistant III Confidential City Administration 990 Palm St, San Luis Obispo, CA 93401-3249 E lchristi@slocity.org T 805.783.7836 slocity.org 2 Stay connected with the City by signing up for e-notifications From: Mary Verdin <mary@verdinmarketing.com> Sent: Thursday, April 17, 2025 11:06 AM To: Christiansen, Lindsay <lchristi@slocity.org> Subject: Re: City of San Luis Obispo on-call Communications Meet & Greet This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Lindsay - Just checking back on this so I can confirm a date on your calendar! Thanks, Mary --- Mary Verdin President & CEO Verdin P.O. Box 3060 San Luis Obispo, CA 93403 Mobile: 805.235.0507 Office: 805.541.9005 www.VerdinMarketing.com On Tue, Apr 15, 2025 at 3:10 PM Mary Verdin <mary@verdinmarketing.com> wrote: Hi Lindsay - Great news to advance to a meet & greet! Can you let me know what the agenda will be so I can determine who I should include in this meeting? 3 Mary --- Mary Verdin President & CEO Verdin P.O. Box 3060 San Luis Obispo, CA 93403 Mobile: 805.235.0507 Office: 805.541.9005 www.VerdinMarketing.com On Tue, Apr 15, 2025 at 2:51 PM Christiansen, Lindsay <lchristi@slocity.org> wrote: Hello, We have reviewed your RFQ submission, and your firm has been selected to have a meet & greet with the City of San Luis Obispo Communications team. Please visit the below link to find available times and schedule accordingly. Once you have confirmed a separate email with details will follow. https://calendly.com/lchristi-slocity/2025-on-call-communication-firms-meet-greet If you have any questions, please let me know. We look forward to connecting with you soon. Thank you, Lindsay Christiansen Administrative Assistant III Confidential City Administration 990 Palm St, San Luis Obispo, CA 93401-3249 4 E lchristi@slocity.org T 805.783.7836 slocity.org Stay connected with the City by signing up for e-notifications 1 From:joven <joven@wethecreative.com> Sent:Thursday, April 17, 2025 11:54 AM To:Christiansen, Lindsay Cc:Anna Marie Fulguerinas Subject:Re: City of San Luis Obispo on-call Communications Meet & Greet This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Lindsay, Thanks for your email. I'm currently confirming my team's availability and will schedule a time on Calendly today. Thanks for your patience. Best, Joven Orozco President We The Creative (877) 887-1318 WeTheCreative.com/reports 3349 Michelson Drive, Suite 200, Irvine, CA 92612 On Tue, Apr 15, 2025 at 2:51 PM Christiansen, Lindsay <lchristi@slocity.org> wrote: Hello, We have reviewed your RFQ submission, and your firm has been selected to have a meet & greet with the City of San Luis Obispo Communications team. Please visit the below link to find available times and schedule accordingly. Once you have confirmed a separate email with details will follow. https://calendly.com/lchristi-slocity/2025-on-call-communication-firms-meet-greet If you have any questions, please let me know. We look forward to connecting with you soon. 2 Thank you, Lindsay Christiansen Administrative Assistant III Confidential City Administration 990 Palm St, San Luis Obispo, CA 93401-3249 E lchristi@slocity.org T 805.783.7836 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Stephen Groner | SGA <sgroner@sgamarketing.com> Sent:Sunday, April 20, 2025 1:00 PM To:Christiansen, Lindsay Subject:Re: City of San Luis Obispo on-call Communications Meet & Greet This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Lindsay, Just a quick follow-up regarding the meet and greet. First, thank you again for the invitation. It sounds fairly informal, but do you have an agenda or anything specific you would like us to cover in the meeting? We appreciate the opportunity to meet with the Communications Team and would like to make the most of our time together. Thanks. Stephen Stephen Groner, P.E. (he/him) Long Beach | Oakland | San Diego (562) 673-8437 On Tue, Apr 15, 2025 at 2:51 PM Christiansen, Lindsay <lchristi@slocity.org> wrote: Hello, We have reviewed your RFQ submission, and your firm has been selected to have a meet & greet with the City of San Luis Obispo Communications team. Please visit the below link to find available times and schedule accordingly. Once you have confirmed a separate email with details will follow. https://calendly.com/lchristi-slocity/2025-on-call-communication-firms-meet-greet If you have any questions, please let me know. We look forward to connecting with you soon. 2 Thank you, Lindsay Christiansen Administrative Assistant III Confidential City Administration 990 Palm St, San Luis Obispo, CA 93401-3249 E lchristi@slocity.org T 805.783.7836 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Brittany App <brittany@appsphotography.com> Sent:Monday, April 21, 2025 1:56 PM To:Christiansen, Lindsay Subject:Re: City of San Luis Obispo on-call Communications Meet & Greet Flag Status:Flagged I didn’t hear back from you, but I did go in and try the link again, and it worked. Yay! See y’all later this week. সহ঺঻ Looking forward, Brittany Brittany App Photographer : Filmmaker : Sheep-Shearer www.AppsPhotography.com www.WhereThereOnceWasWater.com 805-704-3996 From: Brittany App <brittany@appsphotography.com> Date: Wednesday, April 16, 2025 at 7:48 PM To: Christiansen, Lindsay <lchristi@slocity.org> Subject: Re: City of San Luis Obispo on-call Communications Meet & Greet Hi there! Thank you for this email, and for the opportunity to work with you all again. সহ঺঻ I clicked on that link, as you instructed, but it does not list any available times. Please advise. Thanks! Brittany Brittany App Photographer : Filmmaker : Sheep-Shearer www.AppsPhotography.com www.WhereThereOnceWasWater.com 805-704-3996 From: Christiansen, Lindsay <lchristi@slocity.org> Date: Tuesday, April 15, 2025 at 2:51 PM To: Subject: City of San Luis Obispo on-call Communications Meet & Greet Hello, 2 We have reviewed your RFQ submission, and your firm has been selected to have a meet & greet with the City of San Luis Obispo Communications team. Please visit the below link to find available times and schedule accordingly. Once you have confirmed a separate email with details will follow. https://calendly.com/lchristi-slocity/2025-on-call-communication-firms-meet-greet If you have any questions, please let me know. We look forward to connecting with you soon. Thank you, Lindsay Christiansen Administrative Assistant III Confidential City Administration 990 Palm St, San Luis Obispo, CA 93401-3249 E lchristi@slocity.org T 805.783.7836 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Marianne Boules <marianne@boulesconsulting.org> Sent:Monday, April 21, 2025 4:53 PM To:Christiansen, Lindsay Subject:Re: City of San Luis Obispo on-call Communications Meet & Greet Sounds great, thank you Lindsay! Wishing you a great rest of your week, Marianne On Thu, Apr 17, 2025 at 9:55 AM Christiansen, Lindsay <lchristi@slocity.org> wrote: Hi Marianne- Yes, I can see you are confirmed for Monday, May 5 @ 1:00pm. I will be sending out a confirmation email first of next week with details and team’s link. -L Lindsay Christiansen Administrative Assistant III Confidential City Administration 990 Palm St, San Luis Obispo, CA 93401-3249 E lchristi@slocity.org T 805.783.7836 slocity.org Stay connected with the City by signing up for e-notifications From: Marianne Boules <marianne@boulesconsulting.org> Sent: Wednesday, April 16, 2025 4:39 PM To: Christiansen, Lindsay <lchristi@slocity.org> Subject: Re: City of San Luis Obispo on-call Communications Meet & Greet This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. 2 Good afternoon Lindsay, Thank you for the opportunity to connect with the City of San Luis Obispo Communications team. As a small business, my team and I are excited for the meet and greet! I scheduled a meeting for May 5th at 1:00 PM via Calendly, but it hasn’t shown up on my end for some reason. Could you kindly confirm if the meeting is booked on your side? If so, would you mind sending over the meeting details? I look forward to speaking with you soon! Best regards, Marianne Boules On Tue, Apr 15, 2025 at 2:51 PM Christiansen, Lindsay <lchristi@slocity.org> wrote: Hello, We have reviewed your RFQ submission, and your firm has been selected to have a meet & greet with the City of San Luis Obispo Communications team. Please visit the below link to find available times and schedule accordingly. Once you have confirmed a separate email with details will follow. https://calendly.com/lchristi-slocity/2025-on-call-communication-firms-meet-greet If you have any questions, please let me know. We look forward to connecting with you soon. Thank you, Lindsay Christiansen Administrative Assistant III Confidential City Administration 3 990 Palm St, San Luis Obispo, CA 93401-3249 E lchristi@slocity.org T 805.783.7836 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Susanne Bankhead <susanne@jpwcomm.com> Sent:Monday, April 21, 2025 6:52 PM To:Christiansen, Lindsay Cc:Leslie Spring; Jenny Windle Subject:Re: City of San Luis Obispo on-call Communications Meet & Greet Flag Status:Flagged Hi Lindsay, Hope your week is off to a great start. I wanted to loop back on Jenny’s email below about the format for Wednesday’s meet and greet. Would you be able to share details with us? We assumed the City would want us to prepare a brief presentation but wanted to confirm with you. Any information you could provide would be helpful! Thank you in advance. Susanne Susanne Bankhead | Partner & Senior Vice President FROM GOVERNMENT. FOR GOVERNMENT. ® 2710 Loker Avenue W, Suite 300, Carlsbad, CA 92010 P: 760.683.8395 x706 | E: susanne@jpwcomm.com W: www.jpwcomm.com From: Jenny Windle <jenny@jpwcomm.com> Date: Thursday, April 17, 2025 at 6:16 PM To: Christiansen, Lindsay <lchristi@slocity.org> Cc: Susanne Bankhead <susanne@jpwcomm.com>, Leslie Spring <leslie@jpwcomm.com> Subject: Re: City of San Luis Obispo on-call Communications Meet & Greet Hi Lindsay, A quick follow up. I checked the schedule again today and it appears new slots opened up. We booked the JPW team for 4/23 at 3 pm. Can you please confirm the format for the meet and greet? Would you like us to prepare a presentation and then be ready for Q&A or do you have another format in mind? Thanks so much for inviting us to participate. Best, Jenny ------------------------------- Jenny Windle Founder & CEO JPW Communications jenny@jpwcomm.com (760) 683-8395 x700 2 From: Jenny Windle <jenny@jpwcomm.com> Date: Wednesday, April 16, 2025 at 4:14 PM To: Christiansen, Lindsay <lchristi@slocity.org> Cc: Susanne Bankhead <susanne@jpwcomm.com>, Leslie Spring <leslie@jpwcomm.com> Subject: Re: City of San Luis Obispo on-call Communications Meet & Greet Hi Lindsay, Great news! JPW is very excited about this opportunity. I just tried to book a time for the meet and greet but the Calendly link shows no avails for April or May. Can you please help me sort that out? Thank you and we look forward to chatting with the team soon. Jenny ------------------------------- Jenny Windle Founder & CEO JPW Communications jenny@jpwcomm.com (760) 683-8395 x700 From: Christiansen, Lindsay <lchristi@slocity.org> Date: Tuesday, April 15, 2025 at 2:52 PM To: Subject: City of San Luis Obispo on-call Communications Meet & Greet EXTERNAL EMAIL - This email was sent by a person from outside your organization. Exercise caution when clicking links, opening attachments or taking further action, before validating its authenticity. Hello, We have reviewed your RFQ submission, and your firm has been selected to have a meet & greet with the City of San Luis Obispo Communications team. Please visit the below link to find available times and schedule accordingly. Once you have confirmed a separate email with details will follow. https://calendly.com/lchristi-slocity/2025-on-call-communication-firms-meet-greet If you have any questions, please let me know. We look forward to connecting with you soon. Thank you, Lindsay Christiansen Administrative Assistant III Confidential City Administration 990 Palm St, San Luis Obispo, CA 93401-3249 3 E lchristi@slocity.org T 805.783.7836 slocity.org Stay connected with the City by signing up for e-notifications 1 From:joven <joven@wethecreative.com> Sent:Monday, April 21, 2025 10:06 AM To:Christiansen, Lindsay Cc:Andrea Piña; Andy Ruiz Subject:Re: City of San Luis Obispo on-call Communications Meet & Greet This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Lindsay, I hope you had a great Easter. I'm writing to request the link for today's meet and greet. Please send it over at your earliest convenience. Thanks in advance for your assistance. Best, Joven Orozco President We The Creative (877) 887-1318 WeTheCreative.com/reports 3349 Michelson Drive, Suite 200, Irvine, CA 92612 On Tue, Apr 15, 2025 at 2:51 PM Christiansen, Lindsay <lchristi@slocity.org> wrote: Hello, We have reviewed your RFQ submission, and your firm has been selected to have a meet & greet with the City of San Luis Obispo Communications team. Please visit the below link to find available times and schedule accordingly. Once you have confirmed a separate email with details will follow. https://calendly.com/lchristi-slocity/2025-on-call-communication-firms-meet-greet If you have any questions, please let me know. We look forward to connecting with you soon. 2 Thank you, Lindsay Christiansen Administrative Assistant III Confidential City Administration 990 Palm St, San Luis Obispo, CA 93401-3249 E lchristi@slocity.org T 805.783.7836 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Liselle DeGrave <liselle@degravepr.com> Sent:Tuesday, April 22, 2025 4:38 PM To:Christiansen, Lindsay Subject:Re: City of San Luis Obispo on-call Communications Meet & Greet Good afternoon, Lindsay. Quick question, would you like us to have a presentation ready for this meeting or do you prefer it to be informal? -L On Apr 15, 2025, at 3:43 PM, Liselle DeGrave <liselle@degravepr.com> wrote: Awesome! Thank you for your email; looking forward to meeting the team. Have a great week. Liselle DeGrave, APR DeGrave Communications, Inc. 951-764-0865 On Tue, Apr 15, 2025 at 2:51 PM Christiansen, Lindsay <lchristi@slocity.org> wrote: Hello, We have reviewed your RFQ submission, and your firm has been selected to have a meet & greet with the City of San Luis Obispo Communications team. Please visit the below link to find available times and schedule accordingly. Once you have confirmed a separate email with details will follow. https://calendly.com/lchristi-slocity/2025-on-call-communication-firms-meet-greet If you have any questions, please let me know. We look forward to connecting with you soon. Thank you, Lindsay Christiansen Administrative Assistant III Confidential 2 <image001.png> City Administration 990 Palm St, San Luis Obispo, CA 93401-3249 E lchristi@slocity.org T 805.783.7836 slocity.org <image002.png> <image003.png> <image004.png> <image005.png> <image006.png> Stay connected with the City by signing up for e-notifications 1 From:Christiansen, Lindsay Sent:Tuesday, April 22, 2025 11:02 AM To:Jenny Windle Cc:Susanne Bankhead; Leslie Spring Subject:RE: City of San Luis Obispo on-call Communications Meet & Greet Hi Jenny and team, I am not sure what the heck happened with the link (must love technology সহ঺঻ ) but that is not an option for our team. As of now, I have available the following: Tuesday, April 29th 3:30 4:30 Wednesday, April 30th: 1:00 2:00 Thursday, May 1st: 1:00 2:00 Monday, May 5th: 1:30 2:00 Let me know if any of this work and I will confirm. -L Lindsay Christiansen Administrative Assistant III Confidential lchristi@slocity.org 805.783.7836 From: Jenny Windle <jenny@jpwcomm.com> Sent: Thursday, April 17, 2025 6:16 PM To: Christiansen, Lindsay <lchristi@slocity.org> Cc: Susanne Bankhead <susanne@jpwcomm.com>; Leslie Spring <leslie@jpwcomm.com> Subject: Re: City of San Luis Obispo on-call Communications Meet & Greet This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Lindsay, A quick follow up. I checked the schedule again today and it appears new slots opened up. We booked the JPW team for 4/23 at 3 pm. Can you please confirm the format for the meet and greet? Would you like us to prepare a presentation and then be ready for Q&A or do you have another format in mind? Thanks so much for inviting us to participate. 2 Best, Jenny ------------------------------- Jenny Windle Founder & CEO JPW Communications jenny@jpwcomm.com (760) 683-8395 x700 From: Jenny Windle <jenny@jpwcomm.com> Date: Wednesday, April 16, 2025 at 4:14 PM To: Christiansen, Lindsay <lchristi@slocity.org> Cc: Susanne Bankhead <susanne@jpwcomm.com>, Leslie Spring <leslie@jpwcomm.com> Subject: Re: City of San Luis Obispo on-call Communications Meet & Greet Hi Lindsay, Great news! JPW is very excited about this opportunity. I just tried to book a time for the meet and greet but the Calendly link shows no avails for April or May. Can you please help me sort that out? Thank you and we look forward to chatting with the team soon. Jenny ------------------------------- Jenny Windle Founder & CEO JPW Communications jenny@jpwcomm.com (760) 683-8395 x700 From: Christiansen, Lindsay <lchristi@slocity.org> Date: Tuesday, April 15, 2025 at 2:52 PM To: Subject: City of San Luis Obispo on-call Communications Meet & Greet EXTERNAL EMAIL - This email was sent by a person from outside your organization. Exercise caution when clicking links, opening attachments or taking further action, before validating its authenticity. Hello, We have reviewed your RFQ submission, and your firm has been selected to have a meet & greet with the City of San Luis Obispo Communications team. Please visit the below link to find available times and schedule accordingly. Once you have confirmed a separate email with details will follow. https://calendly.com/lchristi-slocity/2025-on-call-communication-firms-meet-greet If you have any questions, please let me know. We look forward to connecting with you soon. 3 Thank you, Lindsay Christiansen Administrative Assistant III Confidential City Administration 990 Palm St, San Luis Obispo, CA 93401-3249 E lchristi@slocity.org T 805.783.7836 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Courtney Pittam <Courtney@jpwcomm.com> Sent:Tuesday, April 22, 2025 1:06 PM To:Christiansen, Lindsay Cc:Susanne Bankhead; Jenny Windle; Leslie Spring; Lauren Bonanno; Natalia Speedon; Molly Schellenger Subject:Re: City of San Luis Obispo on-call Communications Meet & Greet Hi Lindsay, All good! Our team is available on Tuesday, April 29, at 4:30 p.m. I’ve included everyone planning to attend on this email for reference. Could you confirm the format for the meet and greet? Let us know if you’d like us to prepare a presentation and then be ready for Q&A, or if you have another format in mind. Thank you so much, Courtney Pittam | Senior Marketing & Communications Manager 2710 Loker Avenue W, Suite 300, Carlsbad, CA 92010 P: 760.683.8395 x710 | E: courtney@jpwcomm.com W: www.jpwcomm.com From: Christiansen, Lindsay <lchristi@slocity.org> Sent: Tuesday, April 22, 2025 11:02:13 AM To: Jenny Windle <jenny@jpwcomm.com> Cc: Susanne Bankhead <susanne@jpwcomm.com>; Leslie Spring <leslie@jpwcomm.com> Subject: RE: City of San Luis Obispo on-call Communications Meet & Greet EXTERNAL EMAIL - This email was sent by a person from outside your organization. Exercise caution when clicking links, opening attachments or taking further action, before validating its authenticity. Hi Jenny and team, I am not sure what the heck happened with the link (must love technology সহ঺঻ ) but that is not an option for our team. As of now, I have available the following: Tuesday, April 29th 3:30 4:30 Wednesday, April 30th: 1:00 2:00 Thursday, May 1st: 1:00 2:00 Monday, May 5th: 1:30 2:00 2 Let me know if any of this work and I will confirm. -L Lindsay Christiansen Administrative Assistant III Confidential lchristi@slocity.org 805.783.7836 From: Jenny Windle <jenny@jpwcomm.com> Sent: Thursday, April 17, 2025 6:16 PM To: Christiansen, Lindsay <lchristi@slocity.org> Cc: Susanne Bankhead <susanne@jpwcomm.com>; Leslie Spring <leslie@jpwcomm.com> Subject: Re: City of San Luis Obispo on-call Communications Meet & Greet This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Lindsay, A quick follow up. I checked the schedule again today and it appears new slots opened up. We booked the JPW team for 4/23 at 3 pm. Can you please confirm the format for the meet and greet? Would you like us to prepare a presentation and then be ready for Q&A or do you have another format in mind? Thanks so much for inviting us to participate. Best, Jenny ------------------------------- Jenny Windle Founder & CEO JPW Communications jenny@jpwcomm.com (760) 683-8395 x700 From: Jenny Windle <jenny@jpwcomm.com> Date: Wednesday, April 16, 2025 at 4:14 PM To: Christiansen, Lindsay <lchristi@slocity.org> Cc: Susanne Bankhead <susanne@jpwcomm.com>, Leslie Spring <leslie@jpwcomm.com> Subject: Re: City of San Luis Obispo on-call Communications Meet & Greet Hi Lindsay, Great news! JPW is very excited about this opportunity. I just tried to book a time for the meet and greet but the Calendly link shows no avails for April or May. Can you please help me sort that out? Thank you and we look forward to chatting with the team soon. Jenny 3 ------------------------------- Jenny Windle Founder & CEO JPW Communications jenny@jpwcomm.com (760) 683-8395 x700 From: Christiansen, Lindsay <lchristi@slocity.org> Date: Tuesday, April 15, 2025 at 2:52 PM To: Subject: City of San Luis Obispo on-call Communications Meet & Greet EXTERNAL EMAIL - This email was sent by a person from outside your organization. Exercise caution when clicking links, opening attachments or taking further action, before validating its authenticity. Hello, We have reviewed your RFQ submission, and your firm has been selected to have a meet & greet with the City of San Luis Obispo Communications team. Please visit the below link to find available times and schedule accordingly. Once you have confirmed a separate email with details will follow. https://calendly.com/lchristi-slocity/2025-on-call-communication-firms-meet-greet If you have any questions, please let me know. We look forward to connecting with you soon. Thank you, Lindsay Christiansen Administrative Assistant III Confidential City Administration 990 Palm St, San Luis Obispo, CA 93401-3249 E lchristi@slocity.org T 805.783.7836 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Szentesi, Whit Sent:Thursday, May 1, 2025 10:04 AM To:Kacsinta, Madeline; Brocco, Christine; Iriarte, Juanita; Wallace, Christine; Clark-Charlesworth, Jacqui Subject:FW: RFQ for Communications Services (including video and photography) From our friend Dennis… click the “youtu.be” text link in the video thumbnail to watch them. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager Top 5 Strengths: Activator, Communication, Achiever, Learner, Strategic E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications Do you need communications support? My team is here to support you with your public communications needs. Whether you need help with strategic communications planning, content development or production, or something else, please submit a KBOX ticket and fill out the form to get your request in the queue. Not sure what you need? Visit the City’s Communications Program Sharepoint page for tips and tricks, guides, and helpful resources. From: dennis@studio101west.com <dennis@studio101west.com> Sent: Wednesday, April 30, 2025 3:00 PM To: Szentesi, Whit <wszentes@slocity.org> Cc: Christiansen, Lindsay <lchristi@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) Hi Whit, It was nice meeting your team this afternoon. Below is a link to some of my time-lapse or hyperlapse videos that you can share with your team. I also included a video I produced of the Halter Ranch Winery for JW Design & Construction. AVA Hotel Construction Time Lapse 2 youtu.be Tesla Center Construction, San Luis Obispo youtu.be Halter Ranch Winery youtu.be Best Regards, Dennis Swanson Dennis Swanson, Photographer Photography: Studio101West.com Design: Studio101WestDesign.com office: +1 805-460-6300 cell: +1 805-235-3801 Providing exceptional quality photography and graphic design for the Central Coast since 1988. 3 On Mar 19, 2025, at 9:04 AM, Szentesi, Whit <wszentes@slocity.org> wrote: Great, thank you, Dennis! From: dennis@studio101west.com <dennis@studio101west.com> Sent: Wednesday, March 19, 2025 8:56 AM To: Szentesi, Whit <wszentes@slocity.org> Cc: Clancy, Daniel <dclancy@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) FYI My bid was submitted this morning. Let me know if you need anything else from me. Best Regards, Dennis Swanson Dennis Swanson, Photographer Photography: Studio101West.com Design: Studio101WestDesign.com office: +1 805-460-6300 cell: +1 805-235-3801 Providing exceptional quality photography and graphic design for the Central Coast since 1988. On Mar 14, 2025, at 3:17 PM, Szentesi, Whit <wszentes@slocity.org> wrote: Awesome! Thank you, Dennis! Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager Top 5 Strengths: Activator, Communication, Achiever, Learner, Strategic E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications 4 Do you need communications support? My team is here to support you with your public communications needs. Whether you need help with strategic communications planning, content development or production, or something else, please submit a KBOX ticket and fill out the form to get your request in the queue. Not sure what you need? Visit the City’s Communications Program Sharepoint page for tips and tricks, guides, and helpful resources. From: Dennis <dennis@studio101west.com> Sent: Friday, March 14, 2025 3:05 PM To: Szentesi, Whit <wszentes@slocity.org> Cc: Clancy, Daniel <dclancy@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Whitney, Thanks for the notice. I’ve always had a great experience working with the city of SLO and would love to continue that. I'm on BidNet and will be submitting my bid in the next day or so. Let me know if you need anything else from me. Thanks, Dennis Swanson <image001.jpg> Dennis Swanson, Photographer Studio101West.com mobile: +1 805-460-6300 Providing exceptional quality photography for the Central Coast since 1988. On Mar 13, 2025, at 2:24 PM, Szentesi, Whit <wszentes@slocity.org> wrote: Good afternoon! I’m reaching out because you have worked with the City in the past and I wanted to let you know that we have issued a Request for Qualifications (RFQ) for Communications Services (including marketing, PR, videography, or photography services). The notice was issued earlier today and can be found on bidnetdirect.com (see:https://www.bidnetdirect.com/california/solicitatio ns/open-bids/RFQ-for-on-call-Consulting-for-Communications-Marketing- Public-Relations/0000379964?purchasingGroupId=88020151&origin=2 ). If you are interested in receiving further correspondence regarding this RFQ will be required to complete a free registration using BidNet. Your proposal/qualifications must be submitted on BidNet at or before 3:00 PM 5 on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835-4603 option #2. The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. Specification packages and additional information may be obtained at the City's BidNet website at www.BidSync.com. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager <image001.png> City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org <image002.png><image003.png><image004.png><image005.png ><image006.png> Stay connected with the City by signing up for e-notifications 1 From:Szentesi, Whit Sent:Thursday, May 1, 2025 10:05 AM To:dennis@studio101west.com Cc:Christiansen, Lindsay Subject:RE: RFQ for Communications Services (including video and photography) Thank you, Dennis! It was great chatting with you yesterday. More info to come soon. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager Top 5 Strengths: Activator, Communication, Achiever, Learner, Strategic E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications Do you need communications support? My team is here to support you with your public communications needs. Whether you need help with strategic communications planning, content development or production, or something else, please submit a KBOX ticket and fill out the form to get your request in the queue. Not sure what you need? Visit the City’s Communications Program Sharepoint page for tips and tricks, guides, and helpful resources. From: dennis@studio101west.com <dennis@studio101west.com> Sent: Wednesday, April 30, 2025 3:00 PM To: Szentesi, Whit <wszentes@slocity.org> Cc: Christiansen, Lindsay <lchristi@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) Hi Whit, It was nice meeting your team this afternoon. Below is a link to some of my time-lapse or hyperlapse videos that you can share with your team. I also included a video I produced of the Halter Ranch Winery for JW Design & Construction. AVA Hotel Construction Time Lapse youtu.be 2 Tesla Center Construction, San Luis Obispo youtu.be Halter Ranch Winery youtu.be Best Regards, Dennis Swanson Dennis Swanson, Photographer Photography: Studio101West.com Design: Studio101WestDesign.com office: +1 805-460-6300 cell: +1 805-235-3801 Providing exceptional quality photography and graphic design for the Central Coast since 1988. On Mar 19, 2025, at 9:04 AM, Szentesi, Whit <wszentes@slocity.org> wrote: 3 Great, thank you, Dennis! From: dennis@studio101west.com <dennis@studio101west.com> Sent: Wednesday, March 19, 2025 8:56 AM To: Szentesi, Whit <wszentes@slocity.org> Cc: Clancy, Daniel <dclancy@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) FYI My bid was submitted this morning. Let me know if you need anything else from me. Best Regards, Dennis Swanson Dennis Swanson, Photographer Photography: Studio101West.com Design: Studio101WestDesign.com office: +1 805-460-6300 cell: +1 805-235-3801 Providing exceptional quality photography and graphic design for the Central Coast since 1988. On Mar 14, 2025, at 3:17 PM, Szentesi, Whit <wszentes@slocity.org> wrote: Awesome! Thank you, Dennis! Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager Top 5 Strengths: Activator, Communication, Achiever, Learner, Strategic E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications Do you need communications support? My team is here to support you with your public communications needs. Whether you 4 need help with strategic communications planning, content development or production, or something else, please submit a KBOX ticket and fill out the form to get your request in the queue. Not sure what you need? Visit the City’s Communications Program Sharepoint page for tips and tricks, guides, and helpful resources. From: Dennis <dennis@studio101west.com> Sent: Friday, March 14, 2025 3:05 PM To: Szentesi, Whit <wszentes@slocity.org> Cc: Clancy, Daniel <dclancy@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Whitney, Thanks for the notice. I’ve always had a great experience working with the city of SLO and would love to continue that. I'm on BidNet and will be submitting my bid in the next day or so. Let me know if you need anything else from me. Thanks, Dennis Swanson <image001.jpg> Dennis Swanson, Photographer Studio101West.com mobile: +1 805-460-6300 Providing exceptional quality photography for the Central Coast since 1988. On Mar 13, 2025, at 2:24 PM, Szentesi, Whit <wszentes@slocity.org> wrote: Good afternoon! I’m reaching out because you have worked with the City in the past and I wanted to let you know that we have issued a Request for Qualifications (RFQ) for Communications Services (including marketing, PR, videography, or photography services). The notice was issued earlier today and can be found on bidnetdirect.com (see:https://www.bidnetdirect.com/california/solicitatio ns/open-bids/RFQ-for-on-call-Consulting-for-Communications-Marketing- Public-Relations/0000379964?purchasingGroupId=88020151&origin=2 ). If you are interested in receiving further correspondence regarding this RFQ will be required to complete a free registration using BidNet. Your proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835-4603 option #2. 5 The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. Specification packages and additional information may be obtained at the City's BidNet website at www.BidSync.com. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager <image001.png> City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org <image002.png><image003.png><image004.png><image005.png ><image006.png> Stay connected with the City by signing up for e-notifications 1 From:Szentesi, Whit Sent:Thursday, May 1, 2025 4:00 PM To:North Production Subject:RE: RFQ Consulting for Communications Sure that sounds good. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications From: North Production <sharon@anorthproduction.com> Sent: Thursday, May 1, 2025 4:00 PM To: Szentesi, Whit <wszentes@slocity.org> Subject: Re: RFQ Consulting for Communications How about Thursday at 2:30pm? Would you like me to setup a calendar invite? Sharon www.anorthproduction.com This message contains confidential information and is intended only for the individual named. If you are not the intended recipient you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited. A North Production is a limited liability company registered in the United States. On May 1, 2025, at 3:19 PM, Szentesi, Whit <wszentes@slocity.org> wrote: I have some time next Wednesday or Thursday after 2 p.m., if you’d like to discuss. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications 2 From: North Production <sharon@anorthproduction.com> Sent: Thursday, May 1, 2025 11:01 AM To: Szentesi, Whit <wszentes@slocity.org> Cc: Clancy, Daniel <dclancy@slocity.org> Subject: Re: RFQ Consulting for Communications Hi Whitney, I appreciate you sharing the results with me. Would like to understand where the pricing concerns were. Do you have time to meet next week? Maybe there are a few areas A North Production can work on to provide services in the future. Please share a convenient date and time. Best, Sharon www.anorthproduction.com <image003.png> This message contains confidential information and is intended only for the individual named. If you are not the intended recipient you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited. A North Production is a limited liability company registered in the United States. On May 1, 2025, at 10:21 AM, Szentesi, Whit <wszentes@slocity.org> wrote: Hi Sharon, Thanks for following up. We appreciate you taking the time to submit a proposal for our RFQ. Unfortunately, the proposal did not score high enough to move forward in the process. Specifically, the high hourly rates listed in the fee structure were a concern, especially considering that your company is based out of the area. This does not mean we can’t work with North Production, but it does mean that North Production will not be one of our on-call consultants this time around. I’m happy to chat more with you about this if you’d like. Please let me know if you have any other questions. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications From: Clancy, Daniel <dclancy@slocity.org> Sent: Friday, April 18, 2025 2:54 PM 3 To: North Production <sharon@anorthproduction.com> Cc: Szentesi, Whit <wszentes@slocity.org> Subject: RE: RFQ Consulting for Communications Importance: High Hello, The review team is still in the process of reviewing, and Whit is out of the office until April 28. She will be in touch when she returns. Regards, Dan From: North Production <sharon@anorthproduction.com> Sent: Thursday, April 17, 2025 12:01 PM To: Clancy, Daniel <dclancy@slocity.org> Cc: Szentesi, Whit <wszentes@slocity.org> Subject: RFQ Consulting for Communications This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Daniel and Whitney, I’m checking in about A North Production's bid submitted for RFQ Consulting for Communications. Please see below the confirmation code and screenshot. I’m following up as I did not receive an email confirmation on submission or response to email sent on April 7. The schedule says awardees will be published April 14 - Checking in about the results. Any information you could provide on the same would be much appreciated. If you could look into our submission and share any feedback, I would appreciate that as well. Looking forward to your response. Best, Sharon www.anorthproduction.com <image004.png> This message contains confidential information and is intended only for the individual named. If you are not the intended recipient you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited. A North Production is a limited liability company registered in the United States. 4 <image005.jpg> 1 From:North Production <sharon@anorthproduction.com> Sent:Thursday, May 1, 2025 4:00 PM To:Szentesi, Whit Subject:Re: RFQ Consulting for Communications How about Thursday at 2:30pm? Would you like me to setup a calendar invite? Sharon www.anorthproduction.com This message contains confidential information and is intended only for the individual named. If you are not the intended recipient you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited. A North Production is a limited liability company registered in the United States. On May 1, 2025, at 3:19 PM, Szentesi, Whit <wszentes@slocity.org> wrote: I have some time next Wednesday or Thursday after 2 p.m., if you’d like to discuss. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications From: North Production <sharon@anorthproduction.com> Sent: Thursday, May 1, 2025 11:01 AM To: Szentesi, Whit <wszentes@slocity.org> Cc: Clancy, Daniel <dclancy@slocity.org> Subject: Re: RFQ Consulting for Communications Hi Whitney, I appreciate you sharing the results with me. Would like to understand where the pricing concerns were. Do you have time to meet next week? Maybe there are a few areas A North Production can work on to provide services in the future. Please share a convenient date and time. Best, Sharon www.anorthproduction.com 2 <image003.png> This message contains confidential information and is intended only for the individual named. If you are not the intended recipient you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited. A North Production is a limited liability company registered in the United States. On May 1, 2025, at 10:21 AM, Szentesi, Whit <wszentes@slocity.org> wrote: Hi Sharon, Thanks for following up. We appreciate you taking the time to submit a proposal for our RFQ. Unfortunately, the proposal did not score high enough to move forward in the process. Specifically, the high hourly rates listed in the fee structure were a concern, especially considering that your company is based out of the area. This does not mean we can’t work with North Production, but it does mean that North Production will not be one of our on-call consultants this time around. I’m happy to chat more with you about this if you’d like. Please let me know if you have any other questions. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications From: Clancy, Daniel <dclancy@slocity.org> Sent: Friday, April 18, 2025 2:54 PM To: North Production <sharon@anorthproduction.com> Cc: Szentesi, Whit <wszentes@slocity.org> Subject: RE: RFQ Consulting for Communications Importance: High Hello, The review team is still in the process of reviewing, and Whit is out of the office until April 28. She will be in touch when she returns. Regards, Dan From: North Production <sharon@anorthproduction.com> Sent: Thursday, April 17, 2025 12:01 PM To: Clancy, Daniel <dclancy@slocity.org> 3 Cc: Szentesi, Whit <wszentes@slocity.org> Subject: RFQ Consulting for Communications This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Daniel and Whitney, I’m checking in about A North Production's bid submitted for RFQ Consulting for Communications. Please see below the confirmation code and screenshot. I’m following up as I did not receive an email confirmation on submission or response to email sent on April 7. The schedule says awardees will be published April 14 - Checking in about the results. Any information you could provide on the same would be much appreciated. If you could look into our submission and share any feedback, I would appreciate that as well. Looking forward to your response. Best, Sharon www.anorthproduction.com <image004.png> This message contains confidential information and is intended only for the individual named. If you are not the intended recipient you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited. A North Production is a limited liability company registered in the United States. <image005.jpg> 1 From:Szentesi, Whit Sent:Thursday, May 1, 2025 3:19 PM To:North Production Subject:RE: RFQ Consulting for Communications I have some time next Wednesday or Thursday after 2 p.m., if you’d like to discuss. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications From: North Production <sharon@anorthproduction.com> Sent: Thursday, May 1, 2025 11:01 AM To: Szentesi, Whit <wszentes@slocity.org> Cc: Clancy, Daniel <dclancy@slocity.org> Subject: Re: RFQ Consulting for Communications Hi Whitney, I appreciate you sharing the results with me. Would like to understand where the pricing concerns were. Do you have time to meet next week? Maybe there are a few areas A North Production can work on to provide services in the future. Please share a convenient date and time. Best, Sharon www.anorthproduction.com This message contains confidential information and is intended only for the individual named. If you are not the intended recipient you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited. A North Production is a limited liability company registered in the United States. On May 1, 2025, at 10:21 AM, Szentesi, Whit <wszentes@slocity.org> wrote: Hi Sharon, Thanks for following up. We appreciate you taking the time to submit a proposal for our RFQ. Unfortunately, the proposal did not score high enough to move forward in the process. Specifically, the 2 high hourly rates listed in the fee structure were a concern, especially considering that your company is based out of the area. This does not mean we can’t work with North Production, but it does mean that North Production will not be one of our on-call consultants this time around. I’m happy to chat more with you about this if you’d like. Please let me know if you have any other questions. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications From: Clancy, Daniel <dclancy@slocity.org> Sent: Friday, April 18, 2025 2:54 PM To: North Production <sharon@anorthproduction.com> Cc: Szentesi, Whit <wszentes@slocity.org> Subject: RE: RFQ Consulting for Communications Importance: High Hello, The review team is still in the process of reviewing, and Whit is out of the office until April 28. She will be in touch when she returns. Regards, Dan From: North Production <sharon@anorthproduction.com> Sent: Thursday, April 17, 2025 12:01 PM To: Clancy, Daniel <dclancy@slocity.org> Cc: Szentesi, Whit <wszentes@slocity.org> Subject: RFQ Consulting for Communications This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Daniel and Whitney, I’m checking in about A North Production's bid submitted for RFQ Consulting for Communications. Please see below the confirmation code and screenshot. I’m following up as I did not receive an email confirmation on submission or response to email sent on April 7. The schedule says awardees will be published April 14 - Checking in about the results. Any information you could provide on the same would be much appreciated. 3 If you could look into our submission and share any feedback, I would appreciate that as well. Looking forward to your response. Best, Sharon www.anorthproduction.com This message contains confidential information and is intended only for the individual named. If you are not the intended recipient you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited. A North Production is a limited liability company registered in the United States. 1 From:North Production <sharon@anorthproduction.com> Sent:Thursday, May 1, 2025 4:09 PM To:Szentesi, Whit Subject:Re: RFQ Consulting for Communications Sent - talk to then! Sharon www.anorthproduction.com This message contains confidential information and is intended only for the individual named. If you are not the intended recipient you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited. A North Production is a limited liability company registered in the United States. On May 1, 2025, at 4:00 PM, Szentesi, Whit <wszentes@slocity.org> wrote: Sure that sounds good. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications From: North Production <sharon@anorthproduction.com> Sent: Thursday, May 1, 2025 4:00 PM To: Szentesi, Whit <wszentes@slocity.org> Subject: Re: RFQ Consulting for Communications How about Thursday at 2:30pm? Would you like me to setup a calendar invite? Sharon www.anorthproduction.com <image001.png> This message contains confidential information and is intended only for the individual named. If you are not the intended recipient you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited. A North Production is a limited liability company registered in the United States. 2 On May 1, 2025, at 3:19 PM, Szentesi, Whit <wszentes@slocity.org> wrote: I have some time next Wednesday or Thursday after 2 p.m., if you’d like to discuss. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications From: North Production <sharon@anorthproduction.com> Sent: Thursday, May 1, 2025 11:01 AM To: Szentesi, Whit <wszentes@slocity.org> Cc: Clancy, Daniel <dclancy@slocity.org> Subject: Re: RFQ Consulting for Communications Hi Whitney, I appreciate you sharing the results with me. Would like to understand where the pricing concerns were. Do you have time to meet next week? Maybe there are a few areas A North Production can work on to provide services in the future. Please share a convenient date and time. Best, Sharon www.anorthproduction.com <image003.png> This message contains confidential information and is intended only for the individual named. If you are not the intended recipient you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited. A North Production is a limited liability company registered in the United States. On May 1, 2025, at 10:21 AM, Szentesi, Whit <wszentes@slocity.org> wrote: Hi Sharon, 3 Thanks for following up. We appreciate you taking the time to submit a proposal for our RFQ. Unfortunately, the proposal did not score high enough to move forward in the process. Specifically, the high hourly rates listed in the fee structure were a concern, especially considering that your company is based out of the area. This does not mean we can’t work with North Production, but it does mean that North Production will not be one of our on-call consultants this time around. I’m happy to chat more with you about this if you’d like. Please let me know if you have any other questions. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications From: Clancy, Daniel <dclancy@slocity.org> Sent: Friday, April 18, 2025 2:54 PM To: North Production <sharon@anorthproduction.com> Cc: Szentesi, Whit <wszentes@slocity.org> Subject: RE: RFQ Consulting for Communications Importance: High Hello, The review team is still in the process of reviewing, and Whit is out of the office until April 28. She will be in touch when she returns. Regards, Dan From: North Production <sharon@anorthproduction.com> Sent: Thursday, April 17, 2025 12:01 PM To: Clancy, Daniel <dclancy@slocity.org> Cc: Szentesi, Whit <wszentes@slocity.org> Subject: RFQ Consulting for Communications This message is from an External Source. Use caution when deciding to open attachments, click links, or respond Hi Daniel and Whitney, I’m checking in about A North Production's bid submitted for RFQ Consulting for Communications. Please see below the confirmation code and screenshot. 4 I’m following up as I did not receive an email confirmation on submission or response to email sent on April 7. The schedule says awardees will be published April 14 - Checking in about the results. Any information you could provide on the same would be much appreciated. If you could look into our submission and share any feedback, I would appreciate that as well. Looking forward to your response. Best, Sharon www.anorthproduction.com <image004.png> This message contains confidential information and is intended only for the individual named. If you are not the intended recipient you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited. A North Production is a limited liability company registered in the United States. <image005.jpg> 1 From:North Production <sharon@anorthproduction.com> Sent:Thursday, May 1, 2025 11:01 AM To:Szentesi, Whit Cc:Clancy, Daniel Subject:Re: RFQ Consulting for Communications Hi Whitney, I appreciate you sharing the results with me. Would like to understand where the pricing concerns were. Do you have time to meet next week? Maybe there are a few areas A North Production can work on to provide services in the future. Please share a convenient date and time. Best, Sharon www.anorthproduction.com This message contains confidential information and is intended only for the individual named. If you are not the intended recipient you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited. A North Production is a limited liability company registered in the United States. On May 1, 2025, at 10:21 AM, Szentesi, Whit <wszentes@slocity.org> wrote: Hi Sharon, Thanks for following up. We appreciate you taking the time to submit a proposal for our RFQ. Unfortunately, the proposal did not score high enough to move forward in the process. Specifically, the high hourly rates listed in the fee structure were a concern, especially considering that your company is based out of the area. This does not mean we can’t work with North Production, but it does mean that North Production will not be one of our on-call consultants this time around. I’m happy to chat more with you about this if you’d like. Please let me know if you have any other questions. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications 2 From: Clancy, Daniel <dclancy@slocity.org> Sent: Friday, April 18, 2025 2:54 PM To: North Production <sharon@anorthproduction.com> Cc: Szentesi, Whit <wszentes@slocity.org> Subject: RE: RFQ Consulting for Communications Importance: High Hello, The review team is still in the process of reviewing, and Whit is out of the office until April 28. She will be in touch when she returns. Regards, Dan From: North Production <sharon@anorthproduction.com> Sent: Thursday, April 17, 2025 12:01 PM To: Clancy, Daniel <dclancy@slocity.org> Cc: Szentesi, Whit <wszentes@slocity.org> Subject: RFQ Consulting for Communications This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Daniel and Whitney, I’m checking in about A North Production's bid submitted for RFQ Consulting for Communications. Please see below the confirmation code and screenshot. I’m following up as I did not receive an email confirmation on submission or response to email sent on April 7. The schedule says awardees will be published April 14 - Checking in about the results. Any information you could provide on the same would be much appreciated. If you could look into our submission and share any feedback, I would appreciate that as well. Looking forward to your response. Best, Sharon www.anorthproduction.com 3 This message contains confidential information and is intended only for the individual named. If you are not the intended recipient you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited. A North Production is a limited liability company registered in the United States. 1 From:Szentesi, Whit Sent:Thursday, May 1, 2025 10:12 AM To:Dustin Wise Subject:RE: RFQ for Communications Services (including video and photography) Hi Dustin, Thanks for following up. We really appreciate you taking the time to submit a proposal for our RFQ. Unfortunately, WiseStudio did not include a letter of interest with the submission, as was required, which means the submission did not score enough points to move forward in the process. This does not mean we can’t work with WiseStudio, but it does mean that WiseStudio will not be one of our on-call consultants this time around. I’m happy to chat more with you about this if you’d like. Please let me know if you have any other questions. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications From: Dustin Wise <Dustin@thewisestudio.com> Sent: Monday, April 28, 2025 3:30 PM To: Szentesi, Whit <wszentes@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) Hey Whit! I was just circling back on this RFQ to see the next steps with on call videography work with the city whether you were reviewing, etc. No rush, just figured I'd check in. Have a great week! 503-709-0916 / thewisestudio.com/ On Wed, Mar 26, 2025 at 12:58 PM Dustin Wise <Dustin@thewisestudio.com> wrote: Hey Whit! 2 Thanks so much for reaching out and presenting this opportunity. I'm coming back from Malawi, Africa from a film trip so I apologize for the delay! I'd love to still be considered for on call videography work with the city. Last year our production company was able to successfully film and edit those three recycling PSAs and the year prior we produced the recycling training video. Since that time we've continued work locally with videos for SLO RTA on how to ride their buses, videos with local education platform Science Discovery doing a janitor training video, and then of course our own work outside of the area in corporate retreats and humanitarian projects. We're also working on a quote for the Office of Emergency Services revamping a training video for Diablo Power Plant. I've submitted the signed RFQ PDF complete with references. Let me know if I missed anything there. I've also uploaded our rate sheet and a general proposal of our work and team at Wise Studio. Has the city landed on potential videos for 2025? I know that last year it was helpful for us to quote with the three videos in mind and knowing a little bit about the structure. I'd love the chance to talk to your team about your upcoming needs and I'm hopeful we can collaborate again. Thanks! 503-709-0916 / thewisestudio.com/ On Thu, Mar 13, 2025 at 3:24 PM Szentesi, Whit <wszentes@slocity.org> wrote: Good afternoon! I’m reaching out because you have worked with the City in the past and I wanted to let you know that we have issued a Request for Qualifications (RFQ) for Communications Services (including marketing, PR, videography, or photography services). The notice was issued earlier today and can be found on bidnetdirect.com (see: https://www.bidnetdirect.com/california/solicitations/open-bids/RFQ-for-on-call- Consulting-for-Communications-Marketing-Public- Relations/0000379964?purchasingGroupId=88020151&origin=2 ). If you are interested in receiving further correspondence regarding this RFQ will be required to complete a free registration using BidNet. Your proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835-4603 option #2. The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. 3 Specification packages and additional information may be obtained at the City's BidNet website at www.BidSync.com. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Dustin Wise <Dustin@thewisestudio.com> Sent:Thursday, May 1, 2025 11:53 AM To:Szentesi, Whit Subject:Re: RFQ for Communications Services (including video and photography) Thanks for the clarification and follow up Whit. I am sorry that I missed that element that the letter needed to be separate and labeled as such. I felt as though my proposal covered the pertinent information describing the organization, identifying personnel, contact information, and the other areas referenced in the letter of interest. I understand that this means I won't be on call as a consultant but if you feel as though there is still an opportunity to work together I'd love to open up that conversation once your team starts the process of project ideation. Given our history and ability to deliver in the past I'm happy to consider any form of collaboration. Thanks! To help protect your priv acy, Microsoft Office prevented automatic download of this picture from the Internet. 503-709-0916 / thewisestudio.com/ To help protect your privacy, Microsoft Office prevented automatic download of this picture from the Internet.Instagram On Thu, May 1, 2025 at 11:11 AM Szentesi, Whit <wszentes@slocity.org> wrote: Hi Dustin, Thanks for following up. We really appreciate you taking the time to submit a proposal for our RFQ. Unfortunately, WiseStudio did not include a letter of interest with the submission, as was required, which means the submission did not score enough points to move forward in the process. This does not mean we can’t work with WiseStudio, but it does mean that WiseStudio will not be one of our on-call consultants this time around. I’m happy to chat more with you about this if you’d like. Please let me know if you have any other questions. Thanks, Whit 2 Whitney Szentesi pronouns she/her/hers Public Communications Manager E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications From: Dustin Wise <Dustin@thewisestudio.com> Sent: Monday, April 28, 2025 3:30 PM To: Szentesi, Whit <wszentes@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) Hey Whit! I was just circling back on this RFQ to see the next steps with on call videography work with the city whether you were reviewing, etc. No rush, just figured I'd check in. Have a great week! 503-709-0916 / thewisestudio.com/ On Wed, Mar 26, 2025 at 12:58 PM Dustin Wise <Dustin@thewisestudio.com> wrote: Hey Whit! 3 Thanks so much for reaching out and presenting this opportunity. I'm coming back from Malawi, Africa from a film trip so I apologize for the delay! I'd love to still be considered for on call videography work with the city. Last year our production company was able to successfully film and edit those three recycling PSAs and the year prior we produced the recycling training video. Since that time we've continued work locally with videos for SLO RTA on how to ride their buses, videos with local education platform Science Discovery doing a janitor training video, and then of course our own work outside of the area in corporate retreats and humanitarian projects. We're also working on a quote for the Office of Emergency Services revamping a training video for Diablo Power Plant. I've submitted the signed RFQ PDF complete with references. Let me know if I missed anything there. I've also uploaded our rate sheet and a general proposal of our work and team at Wise Studio. Has the city landed on potential videos for 2025? I know that last year it was helpful for us to quote with the three videos in mind and knowing a little bit about the structure. I'd love the chance to talk to your team about your upcoming needs and I'm hopeful we can collaborate again. Thanks! 503-709-0916 / thewisestudio.com/ On Thu, Mar 13, 2025 at 3:24 PM Szentesi, Whit <wszentes@slocity.org> wrote: Good afternoon! I’m reaching out because you have worked with the City in the past and I wanted to let you know that we have issued a Request for Qualifications (RFQ) for Communications Services (including marketing, PR, videography, or photography services). The notice was issued earlier today and can be found on bidnetdirect.com (see: https://www.bidnetdirect.com/california/solicitations/open-bids/RFQ-for-on-call- Consulting-for-Communications-Marketing-Public- Relations/0000379964?purchasingGroupId=88020151&origin=2 ). If you are interested in receiving further correspondence regarding this RFQ will be required to complete a free registration using BidNet. Your proposal/qualifications must be submitted on BidNet at or before 4 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835-4603 option #2. The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401 . Specification packages and additional information may be obtained at the City's BidNet website at www.BidSync.com. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Mary Verdin <mary@verdinmarketing.com> Sent:Friday, May 2, 2025 12:59 PM To:Szentesi, Whit Cc:Clancy, Daniel Subject:Re: RFQ for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services Yes, all good! Lindsay has been in touch. Hope you had a great trip to China. Looked like a once-in-a-lifetime experience. Sent from my iPhone On May 2, 2025, at 11:33 AM, Szentesi, Whit <wszentes@slocity.org> wrote: Hi Mary, I was on vacation, so I hope this got answered. It looks like we’re scheduled for an interview on Monday. This will be a fairly informal meeting, just a meet and greet to determine if companies are a good fit for the City. As for the timeline, it’s been delayed slightly. We are hoping to notify companies of our intent to sign on-call agreements by mid-May, hoping to have those routed and signed by June 30, 2025, with on-call agreements starting on July 1, 2025. Looking forward to chatting with you next week. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications From: Mary Verdin <mary@verdinmarketing.com> Sent: Tuesday, April 15, 2025 10:39 AM To: Szentesi, Whit <wszentes@slocity.org>; Clancy, Daniel <dclancy@slocity.org> Subject: RFQ for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Good morning - 2 I wanted to check in on your timing for determining your list of qualified vendors for this RFQ. I know the RFQ timeline indicated that contract awards would be out by 4/21. Is that still on track? Appreciate any updates! As you know, we value our relationship with the City and look forward to the opportunity to continue working with you. Thank you, Mary --- Mary Verdin President & CEO Verdin P.O. Box 3060 San Luis Obispo, CA 93403 Mobile: 805.235.0507 Office: 805.541.9005 www.VerdinMarketing.com 1 From:Szentesi, Whit Sent:Friday, May 2, 2025 11:33 AM To:Mary Verdin; Clancy, Daniel Subject:RE: RFQ for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services Hi Mary, I was on vacation, so I hope this got answered. It looks like we’re scheduled for an interview on Monday. This will be a fairly informal meeting, just a meet and greet to determine if companies are a good fit for the City. As for the timeline, it’s been delayed slightly. We are hoping to notify companies of our intent to sign on-call agreements by mid-May, hoping to have those routed and signed by June 30, 2025, with on-call agreements starting on July 1, 2025. Looking forward to chatting with you next week. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications From: Mary Verdin <mary@verdinmarketing.com> Sent: Tuesday, April 15, 2025 10:39 AM To: Szentesi, Whit <wszentes@slocity.org>; Clancy, Daniel <dclancy@slocity.org> Subject: RFQ for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Good morning - I wanted to check in on your timing for determining your list of qualified vendors for this RFQ. I know the RFQ timeline indicated that contract awards would be out by 4/21. Is that still on track? Appreciate any updates! As you know, we value our relationship with the City and look forward to the opportunity to continue working with you. Thank you, Mary --- Mary Verdin President & CEO Verdin P.O. Box 3060 San Luis Obispo, CA 93403 2 Mobile: 805.235.0507 Office: 805.541.9005 www.VerdinMarketing.com 1 From:Szentesi, Whit Sent:Friday, May 2, 2025 11:48 AM To:Dustin Wise Subject:RE: RFQ for Communications Services (including video and photography) Hi Dustin, I’ll definitely keep you and your team in mind. I’m sure we can find an opportunity to collaborate, even if you’re not on the on-call list. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications From: Dustin Wise <Dustin@thewisestudio.com> Sent: Thursday, May 1, 2025 11:53 AM To: Szentesi, Whit <wszentes@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) Thanks for the clarification and follow up Whit. I am sorry that I missed that element that the letter needed to be separate and labeled as such. I felt as though my proposal covered the pertinent information describing the organization, identifying personnel, contact information, and the other areas referenced in the letter of interest. I understand that this means I won't be on call as a consultant but if you feel as though there is still an opportunity to work together I'd love to open up that conversation once your team starts the process of project ideation. Given our history and ability to deliver in the past I'm happy to consider any form of collaboration. Thanks! 503-709-0916 / thewisestudio.com/ On Thu, May 1, 2025 at 11:11 AM Szentesi, Whit <wszentes@slocity.org> wrote: Hi Dustin, 2 Thanks for following up. We really appreciate you taking the time to submit a proposal for our RFQ. Unfortunately, WiseStudio did not include a letter of interest with the submission, as was required, which means the submission did not score enough points to move forward in the process. This does not mean we can’t work with WiseStudio, but it does mean that WiseStudio will not be one of our on-call consultants this time around. I’m happy to chat more with you about this if you’d like. Please let me know if you have any other questions. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications From: Dustin Wise <Dustin@thewisestudio.com> Sent: Monday, April 28, 2025 3:30 PM To: Szentesi, Whit <wszentes@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) Hey Whit! I was just circling back on this RFQ to see the next steps with on call videography work with the city whether you were reviewing, etc. No rush, just figured I'd check in. Have a great week! 3 503-709-0916 / thewisestudio.com/ On Wed, Mar 26, 2025 at 12:58 PM Dustin Wise <Dustin@thewisestudio.com> wrote: Hey Whit! Thanks so much for reaching out and presenting this opportunity. I'm coming back from Malawi, Africa from a film trip so I apologize for the delay! I'd love to still be considered for on call videography work with the city. Last year our production company was able to successfully film and edit those three recycling PSAs and the year prior we produced the recycling training video. Since that time we've continued work locally with videos for SLO RTA on how to ride their buses, videos with local education platform Science Discovery doing a janitor training video, and then of course our own work outside of the area in corporate retreats and humanitarian projects. We're also working on a quote for the Office of Emergency Services revamping a training video for Diablo Power Plant. I've submitted the signed RFQ PDF complete with references. Let me know if I missed anything there. I've also uploaded our rate sheet and a general proposal of our work and team at Wise Studio. Has the city landed on potential videos for 2025? I know that last year it was helpful for us to quote with the three videos in mind and knowing a little bit about the structure. I'd love the chance to talk to your team about your upcoming needs and I'm hopeful we can collaborate again. Thanks! 503-709-0916 / thewisestudio.com/ 4 On Thu, Mar 13, 2025 at 3:24 PM Szentesi, Whit <wszentes@slocity.org> wrote: Good afternoon! I’m reaching out because you have worked with the City in the past and I wanted to let you know that we have issued a Request for Qualifications (RFQ) for Communications Services (including marketing, PR, videography, or photography services). The notice was issued earlier today and can be found on bidnetdirect.com (see: https://www.bidnetdirect.com/california/solicitations/open-bids/RFQ-for-on-call- Consulting-for-Communications-Marketing-Public- Relations/0000379964?purchasingGroupId=88020151&origin=2 ). If you are interested in receiving further correspondence regarding this RFQ will be required to complete a free registration using BidNet. Your proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835-4603 option #2. The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401 . Specification packages and additional information may be obtained at the City's BidNet website at www.BidSync.com. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org 5 T 805.783.7716 slocity.org Stay connected with the City by signing up for e-notifications 1 From:dennis@studio101west.com Sent:Thursday, May 8, 2025 2:19 PM To:Szentesi, Whit Subject:Re: RFQ for Communications Services (including video and photography) That’s awesome. Thanks for letting me know. Best Regards, Dennis Swanson To help protect your priv To help protect your priv To help protect your priv To help protect your priv To help protect your priv To help protect your privacy, Microsoft Office prevented automatic download of this picture from the Internet. Dennis Swanson, Photographer Photography: Studio101West.com Design: Studio101WestDesign.com office: +1 805-460-6300 cell: +1 805-235-3801 Providing exceptional quality photography and graphic design for the Central Coast since 1988. On May 8, 2025, at 1:34 PM, Szentesi, Whit <wszentes@slocity.org> wrote: Hi Dennis, I’m happy to share that we will be moving forward with Studio 101 West! Please keep an eye out over the next few weeks for the on-call agreement. It should come from either Lindsay or directly via DocuSign. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications From: dennis@studio101west.com <dennis@studio101west.com> Sent: Wednesday, April 30, 2025 3:00 PM To: Szentesi, Whit <wszentes@slocity.org> Cc: Christiansen, Lindsay <lchristi@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) 2 Hi Whit, It was nice meeting your team this afternoon. Below is a link to some of my time-lapse or hyperlapse videos that you can share with your team. I also included a video I produced of the Halter Ranch Winery for JW Design & Construction. <image002.jpg> AVA Hotel Construction Time Lapse youtu.be <image004.jpg> Tesla Center Construction, San Luis Obispo youtu.be <image006.jpg> Halter Ranch Winery youtu.be Best Regards, Dennis Swanson <image001.png><image003.png><image005.png><image007.png><image008.png> <image009.jpg> Dennis Swanson, Photographer Photography: Studio101West.com Design: Studio101WestDesign.com office: +1 805-460-6300 cell: +1 805-235-3801 Providing exceptional quality photography and graphic design for the Central Coast since 1988. On Mar 19, 2025, at 9:04 AM, Szentesi, Whit <wszentes@slocity.org> wrote: Great, thank you, Dennis! From: dennis@studio101west.com <dennis@studio101west.com> Sent: Wednesday, March 19, 2025 8:56 AM To: Szentesi, Whit <wszentes@slocity.org> Cc: Clancy, Daniel <dclancy@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) FYI 3 My bid was submitted this morning. Let me know if you need anything else from me. Best Regards, Dennis Swanson <image022.png><image023.png><image024.png><image025.png><image026.png> <image027.jpg> Dennis Swanson, Photographer Photography: Studio101West.com Design: Studio101WestDesign.com office: +1 805-460-6300 cell: +1 805-235-3801 Providing exceptional quality photography and graphic design for the Central Coast since 1988. On Mar 14, 2025, at 3:17 PM, Szentesi, Whit <wszentes@slocity.org> wrote: Awesome! Thank you, Dennis! Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager Top 5 Strengths: Activator, Communication, Achiever, Learner, Strategic E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications Do you need communications support? My team is here to support you with your public communications needs. Whether you need help with strategic communications planning, content development or production, or something else, please submit a KBOX ticket and fill out the form to get your request in the queue. Not sure what you need? Visit the City’s Communications Program Sharepoint page for tips and tricks, guides, and helpful resources. From: Dennis <dennis@studio101west.com> Sent: Friday, March 14, 2025 3:05 PM To: Szentesi, Whit <wszentes@slocity.org> Cc: Clancy, Daniel <dclancy@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) 4 This message is from an External Source. Use caution when deciding to open attachments, click links, or respond Hi Whitney, Thanks for the notice. I’ve always had a great experience working with the city of SLO and would love to continue that. I'm on BidNet and will be submitting my bid in the next day or so. Let me know if you need anything else from me. Thanks, Dennis Swanson <image001.jpg> Dennis Swanson, Photographer Studio101West.com mobile: +1 805-460-6300 Providing exceptional quality photography for the Central Coast since 1988. On Mar 13, 2025, at 2:24 PM, Szentesi, Whit <wszentes@slocity.org> wrote: Good afternoon! I’m reaching out because you have worked with the City in the past and I wanted to let you know that we have issued a Request for Qualifications (RFQ) for Communications Services (including marketing, PR, videography, or photography services). The notice was issued earlier today and can be found on bidnetdirect.com (see:https://www.bidnetdirect.com/calif ornia/solicitations/open-bids/RFQ-for-on-call-Consulting- for-Communications-Marketing-Public- Relations/0000379964?purchasingGroupId=88020151&ori gin=2). If you are interested in receiving further correspondence regarding this RFQ will be required to complete a free registration using BidNet. Your proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835- 4603 option #2. The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department 5 of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. Specification packages and additional information may be obtained at the City's BidNet website at www.BidSync.com. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager <image001.png> City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org <image002.png><image003.png><image004.png><i mage005.png><image006.png> Stay connected with the City by signing up for e- notifications 1 From:Szentesi, Whit Sent:Thursday, May 8, 2025 1:34 PM To:dennis@studio101west.com Subject:RE: RFQ for Communications Services (including video and photography) Hi Dennis, I’m happy to share that we will be moving forward with Studio 101 West! Please keep an eye out over the next few weeks for the on-call agreement. It should come from either Lindsay or directly via DocuSign. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications From: dennis@studio101west.com <dennis@studio101west.com> Sent: Wednesday, April 30, 2025 3:00 PM To: Szentesi, Whit <wszentes@slocity.org> Cc: Christiansen, Lindsay <lchristi@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) Hi Whit, It was nice meeting your team this afternoon. Below is a link to some of my time-lapse or hyperlapse videos that you can share with your team. I also included a video I produced of the Halter Ranch Winery for JW Design & Construction. AVA Hotel Construction Time Lapse youtu.be 2 Tesla Center Construction, San Luis Obispo youtu.be Halter Ranch Winery youtu.be Best Regards, Dennis Swanson Dennis Swanson, Photographer Photography: Studio101West.com Design: Studio101WestDesign.com office: +1 805-460-6300 cell: +1 805-235-3801 Providing exceptional quality photography and graphic design for the Central Coast since 1988. On Mar 19, 2025, at 9:04 AM, Szentesi, Whit <wszentes@slocity.org> wrote: Great, thank you, Dennis! 3 From: dennis@studio101west.com <dennis@studio101west.com> Sent: Wednesday, March 19, 2025 8:56 AM To: Szentesi, Whit <wszentes@slocity.org> Cc: Clancy, Daniel <dclancy@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) FYI My bid was submitted this morning. Let me know if you need anything else from me. Best Regards, Dennis Swanson Dennis Swanson, Photographer Photography: Studio101West.com Design: Studio101WestDesign.com office: +1 805-460-6300 cell: +1 805-235-3801 Providing exceptional quality photography and graphic design for the Central Coast since 1988. On Mar 14, 2025, at 3:17 PM, Szentesi, Whit <wszentes@slocity.org> wrote: Awesome! Thank you, Dennis! Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager Top 5 Strengths: Activator, Communication, Achiever, Learner, Strategic E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications Do you need communications support? My team is here to support you with your public communications needs. Whether you need help with strategic communications planning, content development or production, or something else, please submit a KBOX ticket and fill out the form to get your request 4 in the queue. Not sure what you need? Visit the City’s Communications Program Sharepoint page for tips and tricks, guides, and helpful resources. From: Dennis <dennis@studio101west.com> Sent: Friday, March 14, 2025 3:05 PM To: Szentesi, Whit <wszentes@slocity.org> Cc: Clancy, Daniel <dclancy@slocity.org> Subject: Re: RFQ for Communications Services (including video and photography) This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Hi Whitney, Thanks for the notice. I’ve always had a great experience working with the city of SLO and would love to continue that. I'm on BidNet and will be submitting my bid in the next day or so. Let me know if you need anything else from me. Thanks, Dennis Swanson <image001.jpg> Dennis Swanson, Photographer Studio101West.com mobile: +1 805-460-6300 Providing exceptional quality photography for the Central Coast since 1988. On Mar 13, 2025, at 2:24 PM, Szentesi, Whit <wszentes@slocity.org> wrote: Good afternoon! I’m reaching out because you have worked with the City in the past and I wanted to let you know that we have issued a Request for Qualifications (RFQ) for Communications Services (including marketing, PR, videography, or photography services). The notice was issued earlier today and can be found on bidnetdirect.com (see:https://www.bidnetdirect.com/california/solicitatio ns/open-bids/RFQ-for-on-call-Consulting-for-Communications-Marketing- Public-Relations/0000379964?purchasingGroupId=88020151&origin=2 ). If you are interested in receiving further correspondence regarding this RFQ will be required to complete a free registration using BidNet. Your proposal/qualifications must be submitted on BidNet at or before 3:00 PM on April 7, 2025.(Note: for technical help with BidNet, please call the BidNet vendor support department toll free at 1-800-835-4603 option #2. 5 The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. Specification packages and additional information may be obtained at the City's BidNet website at www.BidSync.com. Please contact Dan Clancy at dclancy@slocity.org (included here) and me with any questions. Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager <image001.png> City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org <image002.png><image003.png><image004.png><image005.png ><image006.png> Stay connected with the City by signing up for e-notifications 1 From:Katy McGrath <katy@badgerbranding.com> Sent:Thursday, May 8, 2025 1:52 PM To:Szentesi, Whit Subject:Re: RFQ for on-call Consulting for Marketing, Public Relations... What great news! Thanks for letting me know, Whit! -Katy On Thu, May 8, 2025 at 1:36 PM Szentesi, Whit <wszentes@slocity.org> wrote: Hi Katy, I’m happy to share that we will be moving forward with Badger Branding! Please keep an eye out over the next few weeks for the on-call agreement. It should come from either Lindsay or directly via DocuSign. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications -- Katy McGrath Owner / OG Badger Pronouns: she / her Badger Branding | 805 550 0900 4349 Old Santa Fe Rd, Suite 35 | SLO, CA 93401 1 From:Mary Verdin <mary@verdinmarketing.com> Sent:Thursday, May 8, 2025 1:34 PM To:Szentesi, Whit Subject:Re: RFQ for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services Excellent! We are excited and grateful. :) Have a great weekend. Mary --- Mary Verdin President & CEO Verdin P.O. Box 3060 San Luis Obispo, CA 93403 Mobile: 805.235.0507 Office: 805.541.9005 www.VerdinMarketing.com On Thu, May 8, 2025 at 1:32 PM Szentesi, Whit <wszentes@slocity.org> wrote: Hi Mary, I’m happy to share that we will be moving forward with Verdin! Please keep an eye out over the next few weeks for the on-call agreement. It should come from either Lindsay or directly via DocuSign. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications 2 From: Mary Verdin <mary@verdinmarketing.com> Sent: Friday, May 2, 2025 12:59 PM To: Szentesi, Whit <wszentes@slocity.org> Cc: Clancy, Daniel <dclancy@slocity.org> Subject: Re: RFQ for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services Yes, all good! Lindsay has been in touch. Hope you had a great trip to China. Looked like a once-in-a-lifetime experience. Sent from my iPhone On May 2, 2025, at 11:33 AM, Szentesi, Whit <wszentes@slocity.org> wrote: Hi Mary, I was on vacation, so I hope this got answered. It looks like we’re scheduled for an interview on Monday. This will be a fairly informal meeting, just a meet and greet to determine if companies are a good fit for the City. As for the timeline, it’s been delayed slightly. We are hoping to notify companies of our intent to sign on-call agreements by mid-May, hoping to have those routed and signed by June 30, 2025, with on- call agreements starting on July 1, 2025. Looking forward to chatting with you next week. Thanks, Whit 3 Whitney Szentesi pronouns she/her/hers Public Communications Manager E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications From: Mary Verdin <mary@verdinmarketing.com> Sent: Tuesday, April 15, 2025 10:39 AM To: Szentesi, Whit <wszentes@slocity.org>; Clancy, Daniel <dclancy@slocity.org> Subject: RFQ for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Good morning - I wanted to check in on your timing for determining your list of qualified vendors for this RFQ. I know the RFQ timeline indicated that contract awards would be out by 4/21. Is that still on track? Appreciate any updates! As you know, we value our relationship with the City and look forward to the opportunity to continue working with you. Thank you, Mary --- Mary Verdin President & CEO Verdin P.O. Box 3060 San Luis Obispo, CA 93403 Mobile: 805.235.0507 Office: 805.541.9005 www.VerdinMarketing.com 1 From:Szentesi, Whit Sent:Thursday, May 8, 2025 1:34 PM To:Jenny Windle Subject:RE: Thank you from JPW! Hi Jenny, I’m happy to share that we will be moving forward with JPW! Please keep an eye out over the next few weeks for the on-call agreement. It should come from either Lindsay or directly via DocuSign. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications From: Jenny Windle <jenny@jpwcomm.com> Sent: Wednesday, April 30, 2025 7:54 PM To: Szentesi, Whit <wszentes@slocity.org>; Brocco, Christine <cbrocco@slocity.org>; Kacsinta, Madeline <MKacsint@slocity.org> Subject: Thank you from JPW! Dear SLO Team: Thank you so much for your time yesterday and the engaging conversation. It was a pleasure to share our appreciation for your work and enthusiasm for continuing our partnership. If you need any other information while you complete the RFQ process, please let us know. We look forward to hearing from you! Best, Jenny Jenny Windle | Founder & Chief Executive Officer FROM GOVERNMENT. FOR GOVERNMENT. ® 2710 Loker Avenue W, Suite 300, Carlsbad, CA 92010 P: 760.683.8395 x700 | E: jenny@jpwcomm.com W: www.jpwcomm.com 1 From:Szentesi, Whit Sent:Thursday, May 8, 2025 1:33 PM To:Mary Verdin Subject:RE: RFQ for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services Hi Mary, I’m happy to share that we will be moving forward with Verdin! Please keep an eye out over the next few weeks for the on-call agreement. It should come from either Lindsay or directly via DocuSign. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications From: Mary Verdin <mary@verdinmarketing.com> Sent: Friday, May 2, 2025 12:59 PM To: Szentesi, Whit <wszentes@slocity.org> Cc: Clancy, Daniel <dclancy@slocity.org> Subject: Re: RFQ for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services Yes, all good! Lindsay has been in touch. Hope you had a great trip to China. Looked like a once-in-a-lifetime experience. Sent from my iPhone On May 2, 2025, at 11:33 AM, Szentesi, Whit <wszentes@slocity.org> wrote: Hi Mary, I was on vacation, so I hope this got answered. It looks like we’re scheduled for an interview on Monday. This will be a fairly informal meeting, just a meet and greet to determine if companies are a good fit for the City. As for the timeline, it’s been delayed slightly. We are hoping to notify companies of our intent to sign on-call agreements by mid-May, hoping to have those routed and signed by June 30, 2025, with on-call agreements starting on July 1, 2025. Looking forward to chatting with you next week. Thanks, 2 Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications From: Mary Verdin <mary@verdinmarketing.com> Sent: Tuesday, April 15, 2025 10:39 AM To: Szentesi, Whit <wszentes@slocity.org>; Clancy, Daniel <dclancy@slocity.org> Subject: RFQ for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Good morning - I wanted to check in on your timing for determining your list of qualified vendors for this RFQ. I know the RFQ timeline indicated that contract awards would be out by 4/21. Is that still on track? Appreciate any updates! As you know, we value our relationship with the City and look forward to the opportunity to continue working with you. Thank you, Mary --- Mary Verdin President & CEO Verdin P.O. Box 3060 San Luis Obispo, CA 93403 Mobile: 805.235.0507 Office: 805.541.9005 www.VerdinMarketing.com 1 From:Clancy, Daniel Sent:Monday, May 12, 2025 11:08 AM To:Szentesi, Whit Cc:sharon@anorthproduction.com Subject:RE: Re: RFQ Submission Thanks, Whit. Nice to meet you, Sharon. Please send me the questions via email, and I’ll do my best to answer. If you'd like to discuss, I’m available. Thanks! Dan From: Szentesi, Whit <wszentes@slocity.org> Sent: Monday, May 12, 2025 11:06 AM To: Clancy, Daniel <dclancy@slocity.org> Cc: sharon@anorthproduction.com Subject: Re: RFQ Submission Hi Dan, I had a quick call with Sharon with A North Production last week regarding her submission to our RFQ. Unfortunately, the submission did not qualify for our on-call list. The submission needed to score a 65/100, and theirs scored a 38 (see scoresheet info below). Vendor name: A North Production Total Score: 38/100 Points Scoring 0-4 points: Unsatisfactory 5 – 9 points: Below Expectations 10-14 points: Meets Expectations 15-19 points: Exceeds Expectations 20-25 points: Outstanding Letter of Interest 10 Relevant Experience 9 Responsiveness to RFQ 10 Fee Structure 9 Notes: While this firm has strong experience with the work that would be required of a consultant, this firm does not seem to have a lot of experience working with or for local government agencies, which could be problematic. This firm works with a lot of sub-contractors, which could be beneficial in terms of time but may end up being more costly; some of the links provided in experience summary did not work; fee structure seemed to be on the pricier side with hourly rates ranging from $200 to $500. Anyway, Sharon had a few questions that I’m not sure how to answer and wanted to connect you two. Thanks, Whit 2 Whit Szentesi pronouns she/her/hers Public Communications Manager City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org Stay connected with the City by signing up for e-notifications 1 From:North Production <sharon@anorthproduction.com> Sent:Monday, May 12, 2025 11:25 AM To:Clancy, Daniel Cc:Szentesi, Whit Subject:Re: RFQ Submission Appreciate you connecting us, Whitney. Daniel, Thanks for your time. I’ll keep the request brief. From the call, we identified two areas where we could improve upon. 1. Serving local municipalities 2. Sharing a specific budget PER 1 - Unfortunately, there are not many marketing projects that have been published for us to qualify to bid for so we are unable to show that experience. However we have worked with non-profits, charities, corporations and NGOs of the requested size. Would that add to our experience list to be an on-call communication service vendor? Since the services requested were a wide range, we submitted a broad service and rate list. After speaking to Whitney, I have a better idea of the request. Is there a way to re-submit our service and rate list to get qualified? Thanks, Sharon www.anorthproduction.com This message contains confidential information and is intended only for the individual named. If you are not the intended recipient you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited. A North Production is a limited liability company registered in the United States. On May 12, 2025, at 11:08, Clancy, Daniel <dclancy@slocity.org> wrote: Thanks, Whit. Nice to meet you, Sharon. 2 Please send me the questions via email, and I’ll do my best to answer. If you'd like to discuss, I’m available. Thanks! Dan From: Szentesi, Whit <wszentes@slocity.org> Sent: Monday, May 12, 2025 11:06 AM To: Clancy, Daniel <dclancy@slocity.org> Cc: sharon@anorthproduction.com Subject: Re: RFQ Submission Hi Dan, I had a quick call with Sharon with A North Production last week regarding her submission to our RFQ. Unfortunately, the submission did not qualify for our on-call list. The submission needed to score a 65/100, and theirs scored a 38 (see scoresheet info below). Vendor name: A North Production Total Score: 38/100 Points Scoring 0-4 points: Unsatisfactory 5 – 9 points: Below Expectations 10-14 points: Meets Expectations 15-19 points: Exceeds Expectations 20-25 points: Outstanding Letter of Interest 10 Relevant Experience 9 Responsiveness to RFQ 10 Fee Structure 9 Notes: While this firm has strong experience with the work that would be required of a consultant, this firm does not seem to have a lot of experience working with or for local government agencies, which could be problematic. This firm works with a lot of sub-contractors, which could be beneficial in terms of time but may end up being more costly; some of the links provided in experience summary did not work; fee structure seemed to be on the pricier side with hourly rates ranging from $200 to $500. Anyway, Sharon had a few questions that I’m not sure how to answer and wanted to connect you two. Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager <image001.png> City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org 3 <image002.png><image003.png><image004.png><image005.png><image006.png> Stay connected with the City by signing up for e-notifications 1 From:North Production <sharon@anorthproduction.com> Sent:Monday, May 12, 2025 10:22 AM To:Szentesi, Whit Subject:Re: RFQ Consulting for Communications Hi Whitney, Following up on our conversation. Could you send the breakdown and make an intro to Dan? Thanks, Sharon www.anorthproduction.com This message contains confidential information and is intended only for the individual named. If you are not the intended recipient you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited. A North Production is a limited liability company registered in the United States. On May 1, 2025, at 16:08, North Production <sharon@anorthproduction.com> wrote: Sent - talk to then! Sharon www.anorthproduction.com <attachment.png> This message contains confidential information and is intended only for the individual named. If you are not the intended recipient you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited. A North Production is a limited liability company registered in the United States. On May 1, 2025, at 4:00 PM, Szentesi, Whit <wszentes@slocity.org> wrote: Sure that sounds good. Thanks, Whit 2 Whitney Szentesi pronouns she/her/hers Public Communications Manager E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications From: North Production <sharon@anorthproduction.com> Sent: Thursday, May 1, 2025 4:00 PM To: Szentesi, Whit <wszentes@slocity.org> Subject: Re: RFQ Consulting for Communications How about Thursday at 2:30pm? Would you like me to setup a calendar invite? Sharon www.anorthproduction.com <image001.png> This message contains confidential information and is intended only for the individual named. If you are not the intended recipient you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited. A North Production is a limited liability company registered in the United States. On May 1, 2025, at 3:19 PM, Szentesi, Whit <wszentes@slocity.org> wrote: I have some time next Wednesday or Thursday after 2 p.m., if you’d like to discuss. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications From: North Production <sharon@anorthproduction.com> Sent: Thursday, May 1, 2025 11:01 AM To: Szentesi, Whit <wszentes@slocity.org> Cc: Clancy, Daniel <dclancy@slocity.org> Subject: Re: RFQ Consulting for Communications Hi Whitney, I appreciate you sharing the results with me. 3 Would like to understand where the pricing concerns were. Do you have time to meet next week? Maybe there are a few areas A North Production can work on to provide services in the future. Please share a convenient date and time. Best, Sharon www.anorthproduction.com <image003.png> This message contains confidential information and is intended only for the individual named. If you are not the intended recipient you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited. A North Production is a limited liability company registered in the United States. On May 1, 2025, at 10:21 AM, Szentesi, Whit <wszentes@slocity.org> wrote: Hi Sharon, Thanks for following up. We appreciate you taking the time to submit a proposal for our RFQ. Unfortunately, the proposal did not score high enough to move forward in the process. Specifically, the high hourly rates listed in the fee structure were a concern, especially considering that your company is based out of the area. This does not mean we can’t work with North Production, but it does mean that North Production will not be one of our on-call consultants this time around. I’m happy to chat more with you about this if you’d like. Please let me know if you have any other questions. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications From: Clancy, Daniel <dclancy@slocity.org> Sent: Friday, April 18, 2025 2:54 PM To: North Production <sharon@anorthproduction.com> Cc: Szentesi, Whit <wszentes@slocity.org> 4 Subject: RE: RFQ Consulting for Communications Importance: High Hello, The review team is still in the process of reviewing, and Whit is out of the office until April 28. She will be in touch when she returns. Regards, Dan From: North Production <sharon@anorthproduction.com> Sent: Thursday, April 17, 2025 12:01 PM To: Clancy, Daniel <dclancy@slocity.org> Cc: Szentesi, Whit <wszentes@slocity.org> Subject: RFQ Consulting for Communications This message is from an External Source. Use caution when deciding to open attachments, click links, or respond Hi Daniel and Whitney, I’m checking in about A North Production's bid submitted for RFQ Consulting for Communications. Please see below the confirmation code and screenshot. I’m following up as I did not receive an email confirmation on submission or response to email sent on April 7. The schedule says awardees will be published April 14 - Checking in about the results. Any information you could provide on the same would be much appreciated. If you could look into our submission and share any feedback, I would appreciate that as well. Looking forward to your response. Best, Sharon www.anorthproduction.com <image004.png> This message contains confidential information and is intended only for the individual named. If you are not the intended recipient you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited. 5 A North Production is a limited liability company registered in the United States. <image005.jpg> 1 From:Szentesi, Whit Sent:Monday, May 12, 2025 11:06 AM To:Clancy, Daniel Cc:sharon@anorthproduction.com Subject:Re: RFQ Submission Hi Dan, I had a quick call with Sharon with A North Production last week regarding her submission to our RFQ. Unfortunately, the submission did not qualify for our on-call list. The submission needed to score a 65/100, and theirs scored a 38 (see scoresheet info below). Vendor name: A North Production Total Score: 38/100 Points Scoring 0-4 points: Unsatisfactory 5 – 9 points: Below Expectations 10-14 points: Meets Expectations 15-19 points: Exceeds Expectations 20-25 points: Outstanding Letter of Interest 10 Relevant Experience 9 Responsiveness to RFQ 10 Fee Structure 9 Notes: While this firm has strong experience with the work that would be required of a consultant, this firm does not seem to have a lot of experience working with or for local government agencies, which could be problematic. This firm works with a lot of sub-contractors, which could be beneficial in terms of time but may end up being more costly; some of the links provided in experience summary did not work; fee structure seemed to be on the pricier side with hourly rates ranging from $200 to $500. Anyway, Sharon had a few questions that I’m not sure how to answer and wanted to connect you two. Thanks, Whit Whit Szentesi pronouns she/her/hers Public Communications Manager City Administration 990 Palm Street, San Luis Obispo, CA 93401-3249 E wszentes@slocity.org T 805.783.7716 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Clancy, Daniel Sent:Wednesday, May 14, 2025 9:05 AM To:Szentesi, Whit Subject:FW: City of San Luis Obispo RFQ for on-call communication support FYI. From: Dustin Wise <Dustin@thewisestudio.com> Sent: Wednesday, May 14, 2025 8:52 AM To: Clancy, Daniel <dclancy@slocity.org> Subject: Re: City of San Luis Obispo RFQ for on-call communication support Thanks Daniel for circling back on this matter. Given the opportunity our production company would still love to have conversations about future projects and we'd be happy to brainstorm on the creative and logistics of bringing those videos to life. Have a great week 503-709-0916 / thewisestudio.com/ On Mon, May 12, 2025 at 7:01 PM Clancy, Daniel <dclancy@slocity.org> wrote: Dear Bidders, Thank you for submitting a bid for the City’s RFQ for on-call communications support. We appreciate the effort and resources your firm invested in preparing your submission. After careful review and consideration, the City has decided not to proceed with an award for your firm. We greatly appreciate your participation and interest in the City’s competitive procurement process, and we encourage your firm to respond to future opportunities with the City. Best Regards, 2 Daniel Clancy Financial Analyst Finance Finance Operations 990 Palm, San Luis Obispo, CA 93401-3249 E DClancy@slocity.org T 805.781.7510 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Szentesi, Whit Sent:Wednesday, May 14, 2025 9:31 AM To:Clancy, Daniel Subject:RE: City of San Luis Obispo RFQ for on-call communication support Thanks for sharing. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications From: Clancy, Daniel <dclancy@slocity.org> Sent: Wednesday, May 14, 2025 9:05 AM To: Szentesi, Whit <wszentes@slocity.org> Subject: FW: City of San Luis Obispo RFQ for on-call communication support FYI. From: Dustin Wise <Dustin@thewisestudio.com> Sent: Wednesday, May 14, 2025 8:52 AM To: Clancy, Daniel <dclancy@slocity.org> Subject: Re: City of San Luis Obispo RFQ for on-call communication support Thanks Daniel for circling back on this matter. Given the opportunity our production company would still love to have conversations about future projects and we'd be happy to brainstorm on the creative and logistics of bringing those videos to life. Have a great week 503-709-0916 / thewisestudio.com/ On Mon, May 12, 2025 at 7:01 PM Clancy, Daniel <dclancy@slocity.org> wrote: Dear Bidders, 2 Thank you for submitting a bid for the City’s RFQ for on-call communications support. We appreciate the effort and resources your firm invested in preparing your submission. After careful review and consideration, the City has decided not to proceed with an award for your firm. We greatly appreciate your participation and interest in the City’s competitive procurement process, and we encourage your firm to respond to future opportunities with the City. Best Regards, Daniel Clancy Financial Analyst Finance Finance Operations 990 Palm, San Luis Obispo, CA 93401-3249 E DClancy@slocity.org T 805.781.7510 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Dustin Wise <Dustin@thewisestudio.com> Sent:Wednesday, May 14, 2025 8:52 AM To:Clancy, Daniel Subject:Re: City of San Luis Obispo RFQ for on-call communication support Thanks Daniel for circling back on this matter. Given the opportunity our production company would still love to have conversations about future projects and we'd be happy to brainstorm on the creative and logistics of bringing those videos to life. Have a great week To help protect your priv acy, Microsoft Office prevented automatic download of this picture from the Internet. 503-709-0916 / thewisestudio.com/ To help protect your privacy, Microsoft Office prevented automatic download of this picture from the Internet.Instagram On Mon, May 12, 2025 at 7:01 PM Clancy, Daniel <dclancy@slocity.org> wrote: Dear Bidders, Thank you for submitting a bid for the City’s RFQ for on-call communications support. We appreciate the effort and resources your firm invested in preparing your submission. After careful review and consideration, the City has decided not to proceed with an award for your firm. We greatly appreciate your participation and interest in the City’s competitive procurement process, and we encourage your firm to respond to future opportunities with the City. Best Regards, Daniel Clancy Financial Analyst Finance 2 Finance Operations 990 Palm, San Luis Obispo, CA 93401-3249 E DClancy@slocity.org T 805.781.7510 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Kara Kong <kara@centricmarketing.com> Sent:Thursday, May 15, 2025 8:28 AM To:Clancy, Daniel Cc:Shannon Brown; Barbara Solorzano; Phoenix Smith Subject:Re: City of San Luis Obispo RFQ for on-call communication support Flag Status:Completed Good morning Daniel: Thank you for letting us know - we are bummed - but we will continue to look for additional opportunities to work with the City! Quick question - is it possible to get our evaluation sheet or schedule a debrief? We always want to learn how we can do better when bidding on RFQs or RFPs like this. Thank you! Kara Kong CENTRIC 760-822-5470 From: Clancy, Daniel <dclancy@slocity.org> Sent: Monday, May 12, 2025 6:01 PM Subject: City of San Luis Obispo RFQ for on-call communication support Dear Bidders, Thank you for submitting a bid for the City’s RFQ for on-call communications support. We appreciate the effort and resources your firm invested in preparing your submission. After careful review and consideration, the City has decided not to proceed with an award for your firm. We greatly appreciate your participation and interest in the City’s competitive procurement process, and we encourage your firm to respond to future opportunities with the City. Best Regards, Daniel Clancy Financial Analyst Finance Finance Operations 990 Palm, San Luis Obispo, CA 93401-3249 E DClancy@slocity.org T 805.781.7510 slocity.org Stay connected with the City by signing up for e-notifications 1 From:Clancy, Daniel Sent:Friday, May 16, 2025 5:40 PM To:tim@defrisco.com Cc:Szentesi, Whit Subject:City of SLO on-call contract - insurance needed Attachments:DeFrisco Agreement.pdf Hi Tim, In connection with your upcoming on-call contract with the City, I need your certificate of insurance; can you please send to me? Thanks, hope you have a great weekend. Daniel Clancy Financial Analyst Finance Finance Operations 990 Palm, San Luis Obispo, CA 93401-3249 E DClancy@slocity.org T 805.781.7510 slocity.org Stay connected with the City by signing up for e-notifications CITY OF SAN LUIS OBISPO ON-CALL PROFESSIONAL SERVICES AGREEMENT This agreement (Agreement) is made and entered into in the City of San Luis Obispo on ____________, by and between the City of San Luis Obispo, a municipal corporation and charter city (City), and DeFrisco Visuals hereinafter referred to as Consultant (collectively referred to as the “Parties”). WITNESSETH: WHEREAS, on March 13, 2025, City requested qualifications for communications support services, (the “Project”); and WHEREAS, the City wants to engage Consultant for on-call, as-needed communication services (the “Services”); and WHEREAS, Consultant is qualified to perform this type of Services and has submitted a written proposal to do so, which has been accepted by City; and NOW, THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter contained, the Parties hereto agree as follows: 1. TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as first written above, until June 30, 2028, with the option to extend for an additional two years. 2. INCORPORATION BY REFERENCE. Notice Requesting Qualifications for Communications Services and Consultant's proposal submittal are hereby incorporated in and made a part of this Agreement, attached as Exhibit A. The City’s insurance requirements are hereby incorporated in and made part of this Agreement, attached as Exhibit B. To the extent that there are any conflicts between the Consultant’s fees and scope of work and the City’s terms and conditions as stated herein, the City’s terms and conditions shall prevail unless specifically agreed otherwise in writing and signed by both Parties. 3. CITY’S OBLIGATIONS. For providing services as specified in this Agreement, and upon receipt of an invoice, City will pay and Consultant shall receive compensation as set forth in Consultant’s proposal and pursuant to the Payment Terms set forth in Exhibit A. 4. CONSULTANT’S OBLIGATIONS. For and in consideration of the payments and agreements herein before mentioned to be made and performed by City, Consultant agrees with City to do everything required by this Agreement including that work as set forth in Exhibit A. 5. PAYMENT OF TAXES. The contract prices shall include full compensation for all taxes that Consultant is required to pay. 6. LICENSES AND PERMITS. At all times during the term of this Agreement, Consultant shall have in full force and effect, all licenses required of it by law for the performance of the Services described in this Agreement. The Consultant shall procure all permits and licenses, pay all charges and fees, and give all notices necessary under this Agreement. 7. COMPLIANCE WITH LAW. The Consultant shall keep itself informed of and shall observe and comply with all applicable State and Federal laws and regulations, and county and City of San Luis Obispo ordinances, regulations and adopted codes, which in any manner affect those employed by Consultant or in any way affect the performance of the Services pursuant to this Agreement. The City, and its officers and employees, shall not be liable at law or in equity occasioned by failure of the Consultant to comply with this Section. Failure to comply with local ordinances may result in monetary fines and cancellation of this Agreement. 8. COMPLIANCE WITH INDUSTRY STANDARD. Consultant shall provide services acceptable to City in strict conformance with the Agreement. Consultant shall also provide in accordance with the standards customarily called for under this Agreement using the degree of care and skill ordinarily exercised by reputable providers of such services. Where approval by the City, the City Manager, the Mayor, or other representative of City is required, it is understood to be general approval only and does not relieve Consultant of responsibility for complying with all applicable laws, codes, policies, regulations, and good business practices. 9. INDEPENDENT CONSULTANT. a. Consultant is and shall at all times remain as to the City a wholly independent Consultant. The personnel performing the Services under this Agreement on behalf of Consultant shall at all times be under Consultant's exclusive direction and control. Neither City nor any of its officers, employees, or agents shall have control over the conduct of Consultant or any of Consultant's officers, employees, or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the City. Consultant shall not incur or have the power to incur any debt, obligation, or liability whatsoever against City, or bind City in any manner. b. No employee benefits shall be available to Consultant in connection with the performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Consultant for performing the Services hereunder for City. City shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder. c. Consultant’s duties and services under this agreement shall not include preparing or assisting the public entity with any portion of the public entity’s preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with the public entity. The public entity entering this agreement shall at all times retain responsibility for public contracting, including with respect to any subsequent phase of this project. Consultant/Consultant’s participation in the planning, discussions, or drawing of project plans or specifications shall be limited to conceptual, preliminary, or initial plans or specifications. Consultant/Consultant shall cooperate with the public entity to ensure that all bidders for a subsequent contract on any subsequent phase of this project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by Consultant pursuant to this agreement.” 10. PRESERVATION OF CITY PROPERTY. The Consultant shall provide and install suitable safeguards, approved by the City, to protect City property from injury or damage. If City property is injured or damaged resulting from Consultant’s operations, it shall be replaced or restored at Consultant’s expense. The City’s facilities shall be replaced or restored to a condition as good as when the Consultant began the work. 11. IMMIGRATION ACT OF 1986. The Consultant warrants on behalf of itself and all subconsultants engaged for the performance of the Services that only persons authorized to work in the United States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the Services hereunder. 12. NON-DISCRIMINATION. In the performance of the Services, the Consultant agrees that it will not engage in, nor permit such subconsultants as it may employ, to engage in discrimination in employment of persons because of age, race, color, sex, national origin or ancestry, sexual orientation, or religion of such persons. 13. PAYMENT TERMS. The City’s payment terms are 30 days from the receipt of an original invoice and acceptance by the City of the materials, supplies, equipment, or services provided by the Consultant (Net 30). Consultant will submit invoices monthly for actual services performed. Invoices shall be submitted on or about the first business day of each month, or as soon thereafter as practical, for services provided in the previous month. Final June invoices shall be received no later than the 5th business day of July to meet City fiscal year-end deadlines. Payment shall be made within thirty (30) days of receipt of each invoice as to all non-disputed fees. If the City disputes any of Consultant's fees it shall give written notice to Consultant within thirty (30) days of receipt of an invoice of any disputed fees set forth on the invoice. Any final payment under this Agreement shall be made within forty-five (45) days of receipt of an invoice, therefore. 14. INSPECTION. City shall at all times have the right to inspect the work being done under this Agreement and Consultant shall furnish City with every reasonable opportunity and assistance required for City to ascertain that the Services of the Consultant are being performed in accordance with the requirements and intentions of this Agreement. All work done, and all materials furnished, if any, shall be subject to the City’s inspection and approval. The inspection of such work shall not relieve Consultant of any of its obligations under the Agreement. 15. RELEASE OF INFORMATION. a. All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without City's prior written authorization. Consultant, its officers, employees, agents, or subconsultants, shall not, without written authorization from the City Manager or unless requested by the City Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this Agreement. Response to a subpoena or court order shall not be considered "voluntary" provided Consultant gives City notice of such court order or subpoena. b. Consultant shall promptly notify City should Consultant, its officers, employees, agents, or subconsultants be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions, or other discovery request (“Discovery”), court order, or subpoena from any person or party regarding this Agreement, unless the City is a party to any lawsuit, arbitration, or administrative proceeding connected to such Discovery, or unless Consultant is prohibited by law from informing the City of such Discovery. City retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing, or similar proceeding as allowed by law. Unless City is a party to the lawsuit, arbitration, or administrative proceeding and is averse to Consultant in such proceeding, Consultant agrees to cooperate fully with City and to provide the opportunity to review any response to Discovery requests provided by Consultant. However, City's right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response. 16. OWNERSHIP OF DOCUMENTS. a. Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts, and other such information required by City that relate to the performance of the Services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of City or its designees at reasonable times to such books and records; shall give City the right to examine and audit said books and records; shall permit City to make transcripts or copies therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment. b. Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared in the course of providing the Services under this Agreement shall become the sole property of the City and may be used, reused, or otherwise disposed of by the City without the permission of the Consultant. With respect to computer files, Consultant shall make available to the City, at the Consultant's office and upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, transferring, copying and/or printing computer files. Consultant hereby grants to City all right, title, and interest, including any copyright, in and to the documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared by Consultant in the course of providing the Services under this Agreement. 17. INDEMNIFICATION AND DEFENSE. To the fullest extent permitted by law (including, but not limited to California Civil Code Sections 2782 and 2782.8), Consultant shall indemnify, defend, and hold harmless the City, and its elected officials, officers, employees, volunteers, and agents (“City Indemnitees”), from and against any and all causes of action, claims, liabilities, obligations, judgments, or damages, including reasonable legal counsels’ fees and costs of litigation (“claims”), arising out of the Consultant’s performance or Consultant’s failure to perform its obligations under this Agreement or out of the operations conducted by Consultant, including the City’s passive negligence, except for such loss or damage arising from the sole or active negligence or willful misconduct of the City. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from Consultant’s performance of this Agreement, the Consultant shall provide a defense to the City Indemnitees or at the City’s option, reimburse the City Indemnitees the ir costs of defense, including reasonable legal fees, incurred in defense of such claims. The review, acceptance or approval of the Consultant’s work or work product by any indemnified party shall not affect, relieve or reduce the Consultant’s indemnification or defense obligations. This Section survives the completion of the services or the termination of this contract. The provisions of this section are not limited by and do not affect the provisions of this contract relating to insurance. Consultant’s indemnification obligations under this section extend to any claims arising out of or related to the negligence, recklessness, or willful misconduct of any sub-consultants/ subconsultants. 18. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE. a. The City may at any time, for any reason, with or without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon the Consultant at least thirty (30) days prior written notice. Upon receipt of said notice, the Consultant shall immediately cease all work under this Agreement, unless the notice provides otherwise. If the City suspends or terminates a portion of this Agreement such suspension or termination shall not make void or invalidate the remainder of this Agreement. b. In the event this Agreement is terminated pursuant to this Section, the City shall pay to Consultant the actual value of the work performed up to the time of termination, provided that the work performed is of value to the City. Upon termination of the Agreement pursuant to this Section, the Consultant will submit an invoice to the City pursuant to Section 14. 19. TERMINATION FOR CAUSE. If, during the term of the Agreement, the City determines the Consultant is not faithfully abiding by any term or condition contained herein, the City may notify the Consultant in writing of such defect or failure to perform. This notice must give the Consultant a ten (10) calendar day notice of time thereafter in which to perform said work or cure the deficiency. a. If the Consultant has not performed the work or cured the deficiency within the ten (10) days specified in the notice, such shall constitute a breach of the Agreement and the City may terminate the Agreement immediately by written notice to the Consultant to said effect (“Notice of Termination”). Thereafter, neither party shall have any further duties, obligations, responsibilities, or rights under the Agreement except to comply with the obligations upon termination. b. In said event, the Consultant shall be entitled to the reasonable value of its services performed from the beginning date in which the breach occurs up to the day it received the City’s Notice of Termination, minus any offset from such payment representing the City’s damages from such breach. “Reasonable value” includes fees or charges for goods or services as of the last milestone or task satisfactorily delivered or completed by the Consultant as may be set forth in the Agreement payment schedule; compensation for any other work or services performed or provided by the Consultant shall be based solely on the City’s assessment of the value of the work-in-progress in completing the overall scope. c. The City reserves the right to delay such payment until completion or confirmed abandonment of the project, as may be determined in the City’s sole discretion, so as to permit a full and complete accounting of costs. In no event, however, shall the Consultant be entitled to receive in excess of the not to exceed amount shown in this Agreement. 20. INSURANCE. Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in Exhibit B attached to and made part of this Agreement. 21. BUSINESS LICENSE & TAX. The Consultant must have a valid City of San Luis Obispo business license & tax certificate before execution of the contract. Additional information regarding the City’s business tax program may be obtained by calling (805) 781-7134. 22. SAFETY PROVISIONS. The Consultant shall conform to the rules and regulations pertaining to safety established by OSHA and the California Division of Industrial Safety. 23. PUBLIC AND EMPLOYEE SAFETY. Whenever the Consultant operations create a condition hazardous to the public or City employees, it shall, at its expense and without cost to the City, furnish, erect and maintain such fences, temporary railings, barricades, lights, signs and other devices and take such other protective measures as are necessary to prevent accidents or damage or injury to the public and employees. 24. UNDUE INFLUENCE. Consultant declares and warrants that no undue influence or pressure was used against or in concert with any officer or employee of the City in connection with the award, terms or implementation of this Agreement, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the City has or will receive compensation, directly or indirectly, from Consultant, or from any officer, employee or agent of Consultant, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement. Violation of this Section shall be a material breach of this Agreement entitling the City to any and all remedies at law or in equity. 25. ASSIGNMENT. The Consultant shall not assign, transfer, convey or otherwise dispose of the contract, or its right, title or interest, or its power to execute such a contract to any individual or business entity of any kind without the previous written consent of the City. As required above, before retaining or contracting with any subconsultant for any services under this Agreement, City must consent to such assignment of performance in writing. For City to evaluate such proposed assignment, Consultant shall provide City with the identity of the proposed subconsultant, a copy of the proposed written contract between Consultant and such subconsultant, which shall include an indemnity provision similar to the one provided herein and identifying City as an indemnified party, or an incorporation of the indemnity provision provided herein, and proof that such proposed subconsultant carries insurance at least equal to that required by this Agreement or obtain a written waiver from City for such insurance. 26. AMENDMENT. Any amendment, modification, or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the appropriate review authority according to the City’s Financial Management Manual. Consultant shall not be compensated for any services rendered in connection with its performance of this Agreement which are in addition to those set forth herein, unless such additional services are authorized by the City in advance and in writing. 27. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete Agreement between the Parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral Agreement, understanding, or representation be binding upon the Parties hereto. Each party is entering into this Agreement based solely upon the representations set forth herein and upon each party's own independent investigation of any and all facts such party deems material. 28. NOTICE. All notices to the Parties hereto under this Agreement shall be in writing and shall be sent either by (i) personal service, (ii) delivery by a reputable document delivery service, such as, but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) United States Mail, certified, postage prepaid, return receipt requested. All such notices shall be delivered to the addressee or addressed as set forth below: To City: Administration Department (Communications) City of San Luis Obispo 990 Palm St. San Luis Obispo, CA 93402 Attention: Whitney Szentesi (wszentes@slocity.org) To Consultant: Tim De Frisco De Frisco Visuals 570 Funston Ave. San Luis Obispo, CA 93401 tim@defrisco.com 29. GOVERNING LAW. Any action arising out of this Agreement shall be brought in the Superior Court of San Luis Obispo County, California, regardless of where else venue may lie. The validity, interpretation, construction and performance of this Agreement, and all acts and transactions pursuant hereto and the rights and obligations of the Parties hereto shall be governed, construed and interpreted in accordance with the laws of the State of California, without giving effect to principles of conflicts of law. 30. AUTHORITY TO EXECUTE AGREEMENT. Both City and Consultant do covenant that each individual executing this Agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. IN WITNESS WHEREOF, the Parties hereto have caused this instrument to be executed the day and year first above written. CITY CONSULTANT _______________________________ By: _______________________________ By: APPROVED AS TO FORM: _______________________________ By: J. 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OY +YVULJHTLYH]PH-((SPJLUZLKWPSV[WHY[ULY OY;^VOV\YTPUPT\T 9,-,9,5*,: 3H\YLU4PSIV\YUL +PYLJ[VY7\ISPJ(ɈHPYZHUK*VTT\UPJH[PVUZ (SSHU/HUJVJR*VSSLNL   L_[  SH\YLUTPSIV\YUL'OHUJVJRJVSSLNLLK\ 4\S[PWSL]PKLVZWYVK\JLK)YVHKJHZ[JVTTLYJPHSZHUKSVUNMVYTPU[LY]PL^Z *OYPZ[PUL>HSSHJL :367VSPJL+LWHY[TLU[ 7\ISPJ(ɈHPYZ4HUHNLY  J^HSSHJL'ZSVJP[`VYN 1VPU[]PKLVWYVK\J[PVU^P[O*HS7VS`MVYUL^Z[\KLU[^LSJVTLTLZZHNPUN -LH[\YPUNPU[LY]PL^Z^P[O7VSPJL*OPLM:JV[[*HS7VS`7VSPJL*OPLM/\NOLZ HUK:36-PYL*OPLM;\NNSL (KHT-\R\ZOPTH (J[P]L;YHUZWVY[H[PVU4HUHNLY *P[`VM:HU3\PZ6IPZWV7\ISPJ>VYRZ   (-\R\ZOP'ZSVJP[`VYN =PKLVWYVQLJ[MVY(J[P]L;YHUZWVY[H[PVU*VTTP[LL 4HY`=LYKPU 7YLZPKLU[*OPLM:[YH[LN`6ɉJLY =LYKPU4HYRL[PUN   THY`']LYKPUTHYRL[PUNJVT =PKLVWYVK\J[PVUVMIYVHKJHZ[;=JVTTLYJPHSZMVYTHU`SVJHSHNLUJPLZHUK I\ZPULZZLZ 4HYJP:WLYSV +PYLJ[VYVM*VTT\UPJH[PVUZ *VTT\UP[`(J[PVU7HY[ULYZOPW:HU3\PZ6IPZWV*(7:36 _ TZWLYSV'JHWZSVVYN 4\S[PWSL]PKLVWYVQLJ[ZMLH[\YPUN[OL^VYRKVULI`[OLHNLUJ` The City of San Luis Obispo is committed to including disabled persons in all of our services, programs and activities. Telecommunications Device for the Deaf (805) 781-7410. Notice Requesting Qualifications (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services. The City of San Luis Obispo requests proposals from qualified vendors to furnish Marketing, Public Relations, Videography, or Photography Services. All firms interested in receiving further correspondence regarding this Request for Qualifications (RFQ) must complete a free registration using BidNet (www.bidnetdirect.com). All proposals must be submitted to BidNet at or before 3:00 PM on April 7, 2025, when they are opened electronically on BidNet. The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. Project packages and additional information may be obtained at the City’s BidNet website at www.bidnetdirect.com/california/cityofsanluisobispo. Contact Dan Clancy at dclancy@slocity.org, or Whitney Szentesi at wszentes@slocity.org for additional information. For technical help with BidNet Sync please contact BidNet tech support at 800-835-4603. TABLE OF CONTENTS A. Scope of Work……………………………………………………………………………………………………………………..1 B. Project Schedule………………………………………………………………………………………………………………….2 C. General Terms……………………………………………………………………………………………………………………..3 D. Special Terms……………………………………………………………………………………………………………………….4 E. Submittal Content………………………………………………………………………………………………………………..5 F. Additional Services……………………………………………………………………………………………………………….5 G. Selection Process………………………………………………………………………………………………………………….6 H. Additional Terms and Conditions………………………………………………………………………………………….6 I. Additional Considerations…………………………………………………………………………………………………….7 J. Proposal Submittal Form………………………………………………………………………………………………………9 K. References…………………………………………………………………………………………………………………………..10 L. Statement of Past Contract Disqualifications……………………………………………………………………….12 Exhibit A: Contract Form - 1 - A. SCOPE OF WORK The City of San Luis Obispo ("City") seeks qualifications for services to support public communications and enhance community outreach and engagement. I. GENERAL The goal is to ensure mutually beneficial, two-way communication with external (such as residents, non- profit service providers, business owners and operators, business community representatives, other governmental agencies, among others) and internal audiences about City issues and services, leading to a more responsive government and a high level of public confidence. The expected outcome is higher community satisfaction with City communication. Currently, the use of contract services helps to streamline the City’s communication processes to get important information to community members more quickly and, internally, to ensure effective and efficient exchange of information between City departments and employees. The focus of the consultant work will continue to be on communication planning, content creation, community and media outreach training, strategic communications counsel, and support on emergent communications issues as needed, and in a way that aligns with the City’s official Public Engagement and Noticing Manual. If selected to provide on-call consulting services, the Consultant will be expected to sign a service provider agreement with the City. For this agreement or any subsequential amendments, the Consultant will work with a single point of contact in the City’s Administration Department, such as the Public Communications Manager or their designee. While there, once placed on the City’s on-call service provider list, the Consultant will have the opportunity to work with the City on a project-by-project basis. The Consultant will have a single point of contact per project and will be provided with a sample scope of work; however, the final scopes of work will be determined with the selected Consultant as part of any contract during negotiations. II. SAMPLE SCOPE OF WORK 1. Strategic public outreach, information and engagement planning 2. Public information distribution 3. Emergency or crisis communications services 4. Brand awareness strategies 5. Media planning and buying 6. Content creation for smaller assignments, including a. Graphic design b. Website content design c. Social media content production d. Video and photography production e. Key messages development f. Speechwriting and editorial content g. Media relations and news releases h. Informational, educational, social media posts i. Special event planning and promotions 7. Construction project information facilitation 8. Public engagement and information gathering - 2 - B. PROJECT SCHEDULE Advertise RFQ March 13, 2025 Question / Answer Deadline March 31, 2025 Closing of RFQ April 7, 2025, at 3 PM Interviews Week of April 7th Award Contracts By April 21, 2025 C. GENERAL TERMS AND CONDITIONS PROPOSAL REQUIREMENTS 1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal (bidder) shall meet all the terms, and conditions of the Request for Qualifications (RFQ) project package. By virtue of its proposal submittal, the bidder acknowledges agreement with and acceptance of all provisions of the RFQ specifications. 2. Proposal Submittal. Each proposal must be submitted on the form(s) provided in the specifications and accompanied by any other required submittals or supplemental materials. Proposal documents shall be submitted electronically via BidNet. However, if you can’t submit it electronically, please email a copy to the contacts listed in the RFQ package, if you can’t email it, please send a copy in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. To guard against premature opening, the proposal should be clearly labeled with the proposal title, project number, name of bidder, and date and time of proposal opening. 3. Insurance Certificate. Each proposal must include a certificate of insurance showing: a. The insurance carrier and its A.M. Best rating. b. Scope of coverage and limits. c. Deductibles and self-insured retention. The purpose of this submittal is to generally assess the adequacy of the bidder’s insurance coverage during proposal evaluation; as discussed under paragraph 12 below, endorsements are not required until contract award. The City’s insurance requirements are detailed in Exhibit C to the Agreement (Exhibit A to the RFQ) 4. Proposal Quotes and Unit Price Extension. The hourly rates and/or lump sum prices quoted by the bidder must be entered in figures in the spaces provided on the Proposal Submittal Form(s). Any lump sum bid shall be stated in figures. The Proposal Submittal Form(s) must be totally completed. If the unit price and the total amount stated by any bidder for any item are not in agreement, the unit price alone will represent the bidder’s intention, and the proposal total will be corrected to conform to the specified unit price. 5. Proposal Withdrawal and Opening. A bidder may withdraw its proposal, without prejudice before the time specified for the proposal opening, by submitting a written request to the Director of - 3 - Finance for its withdrawal, in which event the proposal will be returned to the bidder unopened. No proposal received after the time specified or at any place other than that stated in the “Notice Inviting Bids/Requesting Proposals” will be considered. 6. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed to make or file, or to be interested as the primary submitter in more than one proposal, except an alternative proposal when specifically requested; however, an individual or business entity that has submitted a sub-proposal to a bidder submitting a proposal, or who has quoted prices on materials to such bidder, is not thereby disqualified from submitting a sub-proposal or from quoting prices to other bidders submitting proposals. 7. Communications. All timely requests for information submitted in writing will receive a written response from the City and all questions and answers on the bid shall be posted publicly on BidNet. Telephone communications with City staff are not encouraged but will be permitted. However, any such oral communication shall not be binding on the City. CONTRACT AWARD AND EXECUTION 8. Proposal Retention and Award. The City reserves the right to retain all proposals for a period of 60 days for examination and comparison. The City also reserves the right to waive non-substantial irregularities in any proposal, to reject any or all proposals, to reject or delete one part of a proposal, and to accept the other, except to the extent that proposals are qualified by specific limitations. See the “special terms and conditions” of these specifications for proposal evaluation and contract award criteria. 9. Competency and Responsibility of Bidder. The City reserves full discretion to determine the competence and responsibility, professionally and/or financially, of bidders. Bidders will provide, in a timely manner, all information that the City deems necessary to make such a decision. 10. Contract Requirement. The bidder to whom the award is made (Consultant) shall execute a written contract with the City within ten (10) calendar days after notice of the award. The contract shall be made in the form adopted by the City and incorporated in these specifications. CONTRACT PERFORMANCE 11. The City’s contract terms and conditions that Consultant will be expected to execute and be bound by are attached hereto as Exhibit A. D. SPECIAL TERMS AND CONDITIONS 1. Contract Award. On-Call contracts will be awarded to the most qualified bidders that, in the City’s sole discretion in accordance with the Proposal Evaluation and Selection criteria set forth herein (if applicable), provides the best proposal. 2. Sales Tax Reimbursement. For sales occurring within the City of San Luis Obispo, the City receives sales tax revenues. Therefore, for bids from retail firms located in the City at the time of proposal closing for which sales tax is allocated to the City, 1% of the taxable amount of the bid will be deducted from the proposal by the City in calculating and determining the most qualified lowest cost bidder. - 4 - 3. Labor Actions. In the event that the successful proposer is experiencing a labor action at the time of contract award (or if its suppliers or sub-consultants are experiencing such a labor action), the City reserves the right to declare said proposer is no longer the most qualified, responsive proposer and to accept the next acceptable proposal from a proposer that is not experiencing a labor action, and to declare it to be the most qualified, responsive proposer. 5. Contract Term. The supplies or services identified in this specification will be used by the City for five (5) years for on-call communications services. The prices quoted for these items must be valid for the entire period indicated above unless otherwise conditioned by the proposer in its proposal. 6. Supplemental Purchases Supplemental purchases may be made from the successful proposer during the contract term in addition to the items listed in the Detail Proposal Submittal Form. For these supplemental purchases, the proposer shall not offer prices to the City in excess of the amounts offered to other similar customers for the same item. If the proposer is willing to offer the City a standard discount on all supplemental purchases from its generally prevailing or published price structure during the contract term, this offer and the amount of discount on a percentage basis should be provided with the proposal submittal. 7. Non-Exclusive Contract. The City reserves the right to purchase the items listed in the Detail Proposal Submittal Form, as well as any supplemental items, from other vendors during the contract term. 8. Unrestrictive Brand Names. Any manufacturer's names, trade names, brand names or catalog numbers used in the specifications are for the purpose of describing and establishing general quality levels. Such references are not intended to be restrictive. Proposals will be considered for any brand that meets or exceeds the quality of the specifications given for any item. In the event an alternate brand name is proposed, supplemental documentation shall be provided demonstrating that the alternate brand name meets or exceeds the requirements specified herein. The burden of proof as to the suitability of any proposed alternatives is upon the proposer, and the City shall be the sole judge in making this determination. 9. Delivery. Prices quoted for all supplies or equipment to be provided under the terms and conditions of this RFQ package shall include delivery charges, if applicable, to be delivered F.O.B. San Luis Obispo by the successful proposer and received by the City within 90 days after authorization to proceed by the City. 10. Submittal of References. Each proposer shall submit a statement of qualifications and references on the form provided in the RFQ package. 11. Statement of Contract Disqualifications. Each proposer shall submit a statement regarding any past governmental agency bidding or contract disqualifications on the form provided in the RFQ package. - 5 - E. SUBMITTAL CONTENT 1. Letter of Interest (5-page maximum). Please include in the submittal a letter introducing the Consultant and expressing the Consultant's interest in being considered for on-call consulting services, clearly identifying the applicable sub-area(s) of interest. The letter of interest should also include the following: a. Provide the name of the entity, its mailing address, telephone, email, and facsimile number. Please describe the organization. b. Indicate that the Consultant has the availability and time to dedicate the personnel and resources necessary to provide on-call consulting services. Indicate the intention of the Consultant to adhere to the provisions described in the RFQ. c. Please identify the contact person responsible for the submittal, specifying the name, title, and contact information. d. Please note that the person signing the letter of interest must be a legal representative of the Consultant authorized to bind the Consultant to an agreement in the event of an award. 2. Relevant Experience of Key Personnel and the Firm (10-page maximum). a. Key Personnel Experience. The submittal must identify the key personnel that is to be assigned if awarded a contract, detailing their qualifications, areas of expertise, a summary of their past experience performing similar services for other jurisdictions, and a resume of each key personnel, including experience working with City staff, local Sa n Luis Obis po community groups and decision-makers, and regional partner agencies. b. Firm Experience. The submittal must describe the Firm's pertinent project experience, including a list of performed relevant projects, past performance, individual or team accomplishments, and examples of similar work for San Luis Obispo or neighboring jurisdictions in California, including experience working with City staff, local San Luis Obispo community groups and decision-makers, and regional partner agencies. c. General Firm Information. General firm information including the number of employees, location of firm headquarters, branch offices, and the number of years in business may also be provided. Please note that general firm information is not a substitute for the specific information requested in sections a and b above. 3. Fee Structure. Please include a clear and comprehensive fee schedule, including a detailed statement of hourly rates for all positions and classifications of individuals involved and reimbursable expenses. Please also include the rates for a project-by-project basis, as noted in the Sample Scope of Work above. 4. Client References. Consultants must provide a minimum of three (3) client references. F. ADDITIONAL SERVICES If there are related services not otherwise identified in the City's RFQ, the Proposer may offer those to the City. Proposals are not required to address any additional services in order to be considered an acceptable proposal. However, the final selection of the successful Proposer may be based on the desirability of the additional services offered. - 6 - G. SELECTION PROCESS Submittals received by the deadline will be reviewed by a selection panel comprised of City staff who have relevant knowledge and experience. The panel will score the proposals based upon the qualification materials submitted according to the following criteria: 1. Letter of Interest. Availability demonstrated the capacity and qualifications necessary to provide the consulting services specified in the RFQ. Ability to meet standard City contract and insurance requirements. 2. Relevant Experience. a. Demonstrated ability, based on consultant experience and specific experience of key personnel, to provide technical assistance on the types of tasks listed in the RFQ. b. Expertise. Consultants should have an area of expertise but need not necessarily be experts in every task in each sub-area to achieve a favorable score. For example, a Consultant may be an expert in video production services only and still could achieve a favorable score. c. Prior experience, including the ability to work with City staff, local San Luis Obispo community groups and decision-makers, and regional partner agencies. (30 Points Maximum) 3. Responsiveness to the RFQ. Presentation, completeness, and clarity of information provided. 4. Fee Structure. The Consultant's cost competitiveness and reasonableness. (20 Points Maximum) 5. Client References. (Pass/Fail) The submittals will be scored on a zero to 100-point scale, excluding bonus points. Consultants who qualify will be placed on the list of qualified on-call consultants for each subarea. Placement on the list of qualified on-call consultants is not a guarantee of work and does not constitute a commitment by the City to enter into a contract with the Consultant. As appropriate, the City may conduct an additional competitive process (e.g., solicit bids or issue Requests for Proposals) prior to awarding contracts. The City anticipates that all services will be on an as-needed or on-call basis. H. ADDITIONAL TERMS AND CONDITIONS A. Nondiscrimination. The City will not discriminate against any interested consultant on the grounds of race, religious creed, color, national origin, ancestry, handicap, disability, marital status, pregnancy, sex, age, or sexual orientation. B. City's Right to Modify RFQ. The City reserves the right at its sole discretion to modify this RFQ (including but not limited to the selection criteria) should the City deem that it is in its best interests to do so. Any changes to the proposal requirements will be made by written addendum. The failure of a consultant to read the latest addendums shall have no effect on the validity of such modification. C. City's Right to Cancel RFQ. The City reserves the right at its sole discretion to cancel this RFQ in part or in its entirety should the City deem that it is in the City's best interests to do so. D. City's Right to Reject All Submittals. The City reserves the right, in its sole discretion, to reject all submittals should the City deem that it is in its best interests to do so. - 7 - E. City's Right to Extend RFQ Deadlines. The City reserves the right to extend the deadline for submittals by written addendum should the City deem that it is in its best interests to do so. F. City Right to Negotiate With Consultants. The City reserves the right to negotiate with the consultants on the list of qualified on-call consultants regarding their exceptions to the standard service provider agreement, if any, or regarding other price and terms in their submittals and to require the selected Consultant to submit such technical, price, or other revisions of their submittals as may result from negotiations. G. Standard Form Service Provider Contract. Consultants acknowledge that placement on the list of qualified on-call consultants does not commit the City to award a contract. For any project, the City reserves the right to award a contract to consultants (1) that are on the list of qualified on- call consultants; (2) that have an existing contract with the City, or (3) that are selected through a separate competitive process. Consultants on the list of qualified on-call consultants who are awarded a contract will be expected to sign a service provider agreement with the City. The standard service provider agreement and associated insurance requirements are attached as Attachment B. Comments or exceptions, if any, to the standard service provider agreement and/or insurance requirements must be noted in the Letter of Interest. It is understood that consultants have reviewed the service provider agreement (Attachment B) and will take exception only to those items identified in their Letter of Interest. Neither review of the submittal by the City nor placement on the list of qualified on-call consultants constitutes an acceptance by the City of the Proposer's recommended changes to the service provider agreement. If there are any concerns or proposed exceptions requested to the standard service provider agreement, these issues will be discussed at the time the City awards a contract, if any. H. Cost of Submittals. All costs incurred during submittal preparation or in any way associated with the Consultant's preparations or submission shall be the sole responsibility of the Consultant. I. Liability for Submittal Errors. Consultants are liable for all errors and omissions contained in their submittals. J. Permits and Licenses. Consultants, at their sole expense, shall obtain and maintain during the term of any agreement all appropriate permits, certificates, and licenses including, but not limited to, a City Business License, which will be required in connection with the performance of on-call consulting services. I. ADDITIONAL CONSIDERATIONS AND ASSUMPTIONS 1. All works submitted to and accepted by the City must be an original piece created by the Consultant. 2. All works submitted by the Consultant must be in standard U.S. English and adhere to the Branding and Style Guide. 3. All works must be submitted in Microsoft Word format and include a headline pertaining to the work in bold. The work should appear in a non-bolded Calibri, 12-point font. - 8 - 4. The City reserves the right to use all submitted works in current and/or future forms of current media and/or media to be developed. - 9 - J: PROPOSAL SUBMITTAL FORM - Sample The undersigned declares that she or he: ◼ Has carefully examined [____________], which is hereby made a part of this proposal. ◼ Is thoroughly familiar with its contents. ◼ Is authorized to represent the proposing firm. ◼ Agrees to perform the work as set forth in this proposal. q Certificate of insurance attached; insurance company’s A.M. Best rating: __________________. Firm Name and Address Contact Phone Signature of Authorized Representative Date -10- K. REFERENCES Number of years engaged in providing the services included within the scope of the specifications under the present business name: . Describe fully the last three contracts performed by your firm 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: Agency Name Contact Name Telephone & Email Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome Reference No. 2: Agency Name Contact Name Telephone & Email Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome -11- Reference No. 3 Agency Name Contact Name Telephone & Email Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome -12- L. STATEMENT OF PAST CONTRACT DISQUALIFICATIONS The proposer 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 ◼ If yes, explain the circumstances. Executed on at _______________________________________ under penalty of perjury of the laws of the State of California, that the foregoing is true and correct. ______________________________________ Signature of Authorized Proposer Representative EXHIBIT B INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES Without limiting CONSULTANT’s indemnification of CITY, and prior to commencement of Work, CONSULTANT shall obtain, provide and maintain at its own expense during the term of this AGREEMENT, policies of insurance of the type and amounts described below, and in a form satisfactory to CITY. General liability insurance. CONSULTANT shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted. Automobile liability insurance. CONSULTANT shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with Work to be performed under thi s AGREEMENT, including coverage for any owned, hired, non-owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident. Workers’ compensation insurance. CONSULTANT shall maintain Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least $1,000,000). CONSULTANT shall submit to CITY, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of CITY, its officers, agents, employees, and volunteers. Umbrella or excess liability insurance. CONSULTANT shall obtain and maintain an umbrella or excess liability insurance policy with limits that will provide bodily injury, personal injury and property damage liability coverage at least as broad as the primary coverages set forth above, includin g commercial general liability, automobile liability, and employer’s liability. Such policy or policies shall include the following terms and conditions: •A drop-down feature requiring the policy to respond if any primary insurance that would otherwise have applied proves to be uncollectible in whole or in part for any reason; •Pay on behalf of wording as opposed to reimbursement; •Concurrency of effective dates with primary policies; •Policies shall “follow form” to the underlying primary policies; and •Insureds under primary policies shall also be insureds under the umbrella or excess policies. Proof of insurance. CONSULTANT shall provide certificates of insurance to CITY as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers’ compensation. Insurance certificates and endorsements must be approved by CITY’s Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with CITY at all times during the term of this contract. CITY reserves the right to require complete, certified copies of all required insurance policies, at any time. Duration of coverage. CONSULTANT shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the Work hereunder by CONSULTANT, his agents, representatives, employees or subconsultants. Primary/noncontributing. Coverage provided by CONSULTANT shall be primary and any insurance or self-insurance procured or maintained by CITY shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of CITY before the CITY’s own insurance or self-insurance shall be called upon to protect it as a named insured. CITY’s rights of enforcement. In the event any policy of insurance required under this AGREEMENT does not comply with these specifications or is canceled and not replaced, CITY has the right but not the duty to obtain the insurance it deems necessary, and any premium paid by CITY will be promptly reimbursed by CONSULTANT or CITY will withhold amounts sufficient to pay premium from CONSULTANT payments. In the alternative, CITY may cancel this AGREEMENT. Acceptable insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyhold ers’ Rating of A- (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by the CITY’s Risk Manager. Waiver of subrogation. All insurance coverage maintained or procured pursuant to this AGREEMENT shall be endorsed to waive subrogation against CITY, its elected or appointed officers, agents, officials, employees and volunteers or shall specifically allow CONSULTANT or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. CONSULTANT hereby waives its own right of recovery against CITY and shall require similar written express waivers and insurance clauses from each of its subconsultants. Enforcement of contract provisions (non estoppel). CONSULTANT acknowledges and agrees that any actual or alleged failure on the part of the CITY to inform CONSULTANT of non -compliance with any requirement imposes no additional obligations on the CITY nor does it waive any rights hereunder. Requirements not limiting. Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the CONSULTANT maintains higher limits than the minimums shown above, the CITY requires and shall be entitled to coverage for the higher limits maintained by the CONSULTANT. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the CITY. Notice of cancellation. CONSULTANT agrees to oblige its insurance agent or broker and insurers to provide to CITY with a thirty (30) day notice of cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each required coverage. Additional insured status. General liability policies shall provide or be endorsed to provide that CITY and its officers, officials, employees, and agents, and volunteers shall be additional insureds under such policies. This provision shall also apply to any excess/umbrella liability policies. Prohibition of undisclosed coverage limitations. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to CITY and approved of in writing. Separation of insureds. A severability of interests provision must apply for all additional insureds ensuring that CONSULTANT’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the insurer’s limits of liability. The policy(ies) shall not contain any cross-liability exclusions. Pass through clause. CONSULTANT agrees to ensure that its subconsultants, subconsultants, and any other party involved with the project who is brought onto or involved in the project by CONSULTANT, provide the same minimum insurance coverage and endorsements required of CONSULTANT. CONSULTANT agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. CONSULTANT agrees that upon request, all agreements with consultants, subconsultants, and others engaged in the project will be submitted to CITY for review. CITY’s right to revise specifications. The CITY reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the CONSULTANT ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the CONSULTANT, the CITY and CONSULTANT may renegotiate CONSULTANT’s compensation. Self-insured retentions. Any self-insured retentions must be declared to and approved by CITY. CITY reserves the right to require that self-insured retentions be eliminated, lowered, or replaced by a deductible. Self-insurance will not be considered to comply with these specifications unless approved by CITY. Timely notice of claims. CONSULTANT shall give CITY prompt and timely notice of claims made or suits instituted that arise out of or result from CONSULTANT’s performance under this AGREEMENT, and that involve or may involve coverage under any of the required liability policies. Additional insurance. CONSULTANT shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work. Verification of Coverage. Consultant shall furnish the City with a certificate of insurance showing maintenance of the required insurance coverage, as well as endorsements effecting general liability coverage. All endorsements are to be received and approved by the City before work commences. 1 From:DocuSign NA3 System <dse_NA3@docusign.net> on behalf of Daniel Clancy via Docusign <dse_NA3@docusign.net> Sent:Monday, May 19, 2025 12:00 PM To:Szentesi, Whit Subject:Completed: Complete with Docusign: Brittany App Agreement 2025.pdf Attachments:Brittany App Agreement 2025.pdf; Summary.pdf To help protect your privacy, Microsoft Office prevented automatic download of this picture from the Internet.DocuSign To help protect your priv acy, Microsoft Office prevented automatic download of this picture from the Internet. Your document has been completed VIEW COMPLETED DOCUMENT Daniel Clancy dclancy@slocity.org All parties have completed Complete with Docusign: Brittany App Agreement 2025.pdf. Do Not Share This Email This email contains a secure link to Docusign. Please do not share this email, link, or access code with others. 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If you would rather not receive email from this sender you may contact the sender with your request. CITY OF SAN LUIS OBISPO ON-CALL PROFESSIONAL SERVICES AGREEMENT This agreement (Agreement) is made and entered into in the City of San Luis Obispo on ____________, by and between the City of San Luis Obispo, a municipal corporation and charter city (City) and Brittany App, App’s Photography, hereinafter referred to as Consultant (collectively referred to as the “Parties”). WITNESSETH: WHEREAS, on March 13, 2025, City requested qualifications for communications support services, (the “Project”); and WHEREAS, the City wants to engage Consultant for on-call, as-needed communication services (the “Services”); and WHEREAS, Consultant is qualified to perform this type of Services and has submitted a written proposal to do so, which has been accepted by City; and NOW, THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter contained, the Parties hereto agree as follows: 1.TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as first written above, until June 30, 2028, with the option to extend for an additional two years. 2.INCORPORATION BY REFERENCE. Notice Requesting Qualifications for Communications Services and Consultant's proposal submittal are hereby incorporated in and made a part of this Agreement, attached as Exhibit A. The City’s insurance requirements are hereby incorporated in and made part of this Agreement, attached as Exhibit B. To the extent that there are any conflicts between the Consultant’s fees and scope of work and the City’s terms and conditions as stated herein, the City’s terms and conditions shall prevail unless specifically agreed otherwise in writing and signed by both Parties. 3.CITY’S OBLIGATIONS. For providing services as specified in this Agreement, and upon receipt of an invoice, City will pay and Consultant shall receive compensation as set forth in Consultant’s proposal and pursuant to the Payment Terms set forth in Exhibit A. 4.CONSULTANT’S OBLIGATIONS. For and in consideration of the payments and agreements herein before mentioned to be made and performed by City, Consultant agrees with City to do everything required by this Agreement including that work as set forth in Exhibit A. 5.PAYMENT OF TAXES. The contract prices shall include full compensation for all taxes that Consultant is required to pay. 6.LICENSES AND PERMITS. At all times during the term of this Agreement, Consultant shall have in full force and effect, all licenses required of it by law for the performance of the Docusign Envelope ID: 037A05C5-C4FC-478B-855F-59E2209CBAA0 5/19/2025 | 12:00 PM PDT Services described in this Agreement. The Consultant shall procure all permits and licenses, pay all charges and fees, and give all notices necessary under this Agreement. 7. COMPLIANCE WITH LAW. The Consultant shall keep itself informed of and shall observe and comply with all applicable State and Federal laws and regulations, and county and City of San Luis Obispo ordinances, regulations and adopted codes, which in any manner affect those employed by Consultant or in any way affect the performance of the Services pursuant to this Agreement. The City, and its officers and employees, shall not be liable at law or in equity occasioned by failure of the Consultant to comply with this Section. Failure to comply with local ordinances may result in monetary fines and cancellation of this Agreement. 8. COMPLIANCE WITH INDUSTRY STANDARD. Consultant shall provide services acceptable to City in strict conformance with the Agreement. Consultant shall also provide in accordance with the standards customarily called for under this Agreement using the degree of care and skill ordinarily exercised by reputable providers of such services. Where approval by the City, the City Manager, the Mayor, or other representative of City is required, it is understood to be general approval only and does not relieve Consultant of responsibility for complying with all applicable laws, codes, policies, regulations, and good business practices. 9. INDEPENDENT CONSULTANT. a. Consultant is and shall at all times remain as to the City a wholly independent Consultant. The personnel performing the Services under this Agreement on behalf of Consultant shall at all times be under Consultant's exclusive direction and control. Neither City nor any of its officers, employees, or agents shall have control over the conduct of Consultant or any of Consultant's officers, employees, or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the City. Consultant shall not incur or have the power to incur any debt, obligation, or liability whatsoever against City, or bind City in any manner. b. No employee benefits shall be available to Consultant in connection with the performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Consultant for performing the Services hereunder for City. City shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder. c. Consultant’s duties and services under this agreement shall not include preparing or assisting the public entity with any portion of the public entity’s preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with the public entity. The public entity entering this agreement shall at all times retain responsibility for public contracting, including with respect to any subsequent phase of this project. Consultant/Consultant’s participation in the planning, discussions, or drawing of project plans or specifications shall be limited to conceptual, preliminary, or initial plans or specifications. Consultant/Consultant shall cooperate with the public entity to Docusign Envelope ID: 037A05C5-C4FC-478B-855F-59E2209CBAA0 ensure that all bidders for a subsequent contract on any subsequent phase of this project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by Consultant pursuant to this agreement.” 10. PRESERVATION OF CITY PROPERTY. The Consultant shall provide and install suitable safeguards, approved by the City, to protect City property from injury or damage. If City property is injured or damaged resulting from Consultant’s operations, it shall be replaced or restored at Consultant’s expense. The City’s facilities shall be replaced or restored to a condition as good as when the Consultant began the work. 11. IMMIGRATION ACT OF 1986. The Consultant warrants on behalf of itself and all subconsultants engaged for the performance of the Services that only persons authorized to work in the United States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the Services hereunder. 12. NON-DISCRIMINATION. In the performance of the Services, the Consultant agrees that it will not engage in, nor permit such subconsultants as it may employ, to engage in discrimination in employment of persons because of age, race, color, sex, national origin or ancestry, sexual orientation, or religion of such persons. 13. PAYMENT TERMS. The City’s payment terms are 30 days from the receipt of an original invoice and acceptance by the City of the materials, supplies, equipment, or services provided by the Consultant (Net 30). Consultant will submit invoices monthly for actual services performed. Invoices shall be submitted on or about the first business day of each month, or as soon thereafter as practical, for services provided in the previous month. Final June invoices shall be received no later than the 5th business day of July to meet City fiscal year-end deadlines. Payment shall be made within thirty (30) days of receipt of each invoice as to all non-disputed fees. If the City disputes any of Consultant's fees it shall give written notice to Consultant within thirty (30) days of receipt of an invoice of any disputed fees set forth on the invoice. Any final payment under this Agreement shall be made within forty-five (45) days of receipt of an invoice, therefore. 14. INSPECTION. City shall at all times have the right to inspect the work being done under this Agreement and Consultant shall furnish City with every reasonable opportunity and assistance required for City to ascertain that the Services of the Consultant are being performed in accordance with the requirements and intentions of this Agreement. All work done, and all materials furnished, if any, shall be subject to the City’s inspection and approval. The inspection of such work shall not relieve Consultant of any of its obligations under the Agreement. 15. RELEASE OF INFORMATION. a. All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without City's prior written authorization. Consultant, its officers, employees, agents, or subconsultants, shall not, without written authorization from the City Manager or unless requested by the City Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this Agreement. Response to a subpoena or Docusign Envelope ID: 037A05C5-C4FC-478B-855F-59E2209CBAA0 court order shall not be considered "voluntary" provided Consultant gives City notice of such court order or subpoena. b. Consultant shall promptly notify City should Consultant, its officers, employees, agents, or subconsultants be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions, or other discovery request (“Discovery”), court order, or subpoena from any person or party regarding this Agreement, unless the City is a party to any lawsuit, arbitration, or administrative proceeding connected to such Discovery, or unless Consultant is prohibited by law from informing the City of such Discovery. City retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing, or similar proceeding as allowed by law. Unless City is a party to the lawsuit, arbitration, or administrative proceeding and is averse to Consultant in such proceeding, Consultant agrees to cooperate fully with City and to provide the opportunity to review any response to Discovery requests provided by Consultant. However, City's right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response. 16. OWNERSHIP OF DOCUMENTS. a. Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts, and other such information required by City that relate to the performance of the Services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of City or its designees at reasonable times to such books and records; shall give City the right to examine and audit said books and records; shall permit City to make transcripts or copies therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment. b. Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared in the course of providing the Services under this Agreement shall become the sole property of the City and may be used, reused, or otherwise disposed of by the City without the permission of the Consultant. With respect to computer files, Consultant shall make available to the City, at the Consultant's office and upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, transferring, copying and/or printing computer files. Consultant hereby grants to City all right, title, and interest, including any copyright, in and to the documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared by Consultant in the course of providing the Services under this Agreement. Docusign Envelope ID: 037A05C5-C4FC-478B-855F-59E2209CBAA0 17. INDEMNIFICATION AND DEFENSE. To the fullest extent permitted by law (including, but not limited to California Civil Code Sections 2782 and 2782.8), Consultant shall indemnify, defend, and hold harmless the City, and its elected officials, officers, employees, volunteers, and agents (“City Indemnitees”), from and against any and all causes of action, claims, liabilities, obligations, judgments, or damages, including reasonable legal counsels’ fees and costs of litigation (“claims”), arising out of the Consultant’s performance or Consultant’s failure to perform its obligations under this Agreement or out of the operations conducted by Consultant, including the City’s passive negligence, except for such loss or damage arising from the sole or active negligence or willful misconduct of the City. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from Consultant’s performance of this Agreement, the Consultant shall provide a defense to the City Indemnitees or at the City’s option, reimburse the City Indemnitees the ir costs of defense, including reasonable legal fees, incurred in defense of such claims. The review, acceptance or approval of the Consultant’s work or work product by any indemnified party shall not affect, relieve or reduce the Consultant’s indemnification or defense obligations. This Section survives the completion of the services or the termination of this contract. The provisions of this section are not limited by and do not affect the provisions of this contract relating to insurance. Consultant’s indemnification obligations under this section extend to any claims arising out of or related to the negligence, recklessness, or willful misconduct of any sub-consultants/ subconsultants. 18. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE. a. The City may at any time, for any reason, with or without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon the Consultant at least thirty (30) days prior written notice. Upon receipt of said notice, the Consultant shall immediately cease all work under this Agreement, unless the notice provides otherwise. If the City suspends or terminates a portion of this Agreement such suspension or termination shall not make void or invalidate the remainder of this Agreement. b. In the event this Agreement is terminated pursuant to this Section, the City shall pay to Consultant the actual value of the work performed up to the time of termination, provided that the work performed is of value to the City. Upon termination of the Agreement pursuant to this Section, the Consultant will submit an invoice to the City pursuant to Section 14. 19. TERMINATION FOR CAUSE. If, during the term of the Agreement, the City determines the Consultant is not faithfully abiding by any term or condition contained herein, the City may notify the Consultant in writing of such defect or failure to perform. This notice must give the Consultant a ten (10) calendar day notice of time thereafter in which to perform said work or cure the deficiency. a. If the Consultant has not performed the work or cured the deficiency within the ten (10) days specified in the notice, such shall constitute a breach of the Agreement and the City may terminate the Agreement immediately by written notice to the Consultant to said effect (“Notice of Termination”). Thereafter, neither party shall Docusign Envelope ID: 037A05C5-C4FC-478B-855F-59E2209CBAA0 have any further duties, obligations, responsibilities, or rights under the Agreement except to comply with the obligations upon termination. b. In said event, the Consultant shall be entitled to the reasonable value of its services performed from the beginning date in which the breach occurs up to the day it received the City’s Notice of Termination, minus any offset from such payment representing the City’s damages from such breach. “Reasonable value” includes fees or charges for goods or services as of the last milestone or task satisfactorily delivered or completed by the Consultant as may be set forth in the Agreement payment schedule; compensation for any other work or services performed or provided by the Consultant shall be based solely on the City’s assessment of the value of the work-in-progress in completing the overall scope. c. The City reserves the right to delay such payment until completion or confirmed abandonment of the project, as may be determined in the City’s sole discretion, so as to permit a full and complete accounting of costs. In no event, however, shall the Consultant be entitled to receive in excess of the not to exceed amount shown in this Agreement. 20. INSURANCE. Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in Exhibit B attached to and made part of this Agreement. 21. BUSINESS LICENSE & TAX. The Consultant must have a valid City of San Luis Obispo business license & tax certificate before execution of the contract. Additional information regarding the City’s business tax program may be obtained by calling (805) 781-7134. 22. SAFETY PROVISIONS. The Consultant shall conform to the rules and regulations pertaining to safety established by OSHA and the California Division of Industrial Safety. 23. PUBLIC AND EMPLOYEE SAFETY. Whenever the Consultant operations create a condition hazardous to the public or City employees, it shall, at its expense and without cost to the City, furnish, erect and maintain such fences, temporary railings, barricades, lights, signs and other devices and take such other protective measures as are necessary to prevent accidents or damage or injury to the public and employees. 24. UNDUE INFLUENCE. Consultant declares and warrants that no undue influence or pressure was used against or in concert with any officer or employee of the City in connection with the award, terms or implementation of this Agreement, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the City has or will receive compensation, directly or indirectly, from Consultant, or from any officer, employee or agent of Consultant, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement. Violation of this Section shall be a material breach of this Agreement entitling the City to any and all remedies at law or in equity. 25. ASSIGNMENT. The Consultant shall not assign, transfer, convey or otherwise dispose of the contract, or its right, title or interest, or its power to execute such a contract to any individual or business entity of any kind without the previous written consent of the City. As required above, before retaining or contracting with any subconsultant for any services under this Docusign Envelope ID: 037A05C5-C4FC-478B-855F-59E2209CBAA0 Agreement, City must consent to such assignment of performance in writing. For City to evaluate such proposed assignment, Consultant shall provide City with the identity of the proposed subconsultant, a copy of the proposed written contract between Consultant and such subconsultant, which shall include an indemnity provision similar to the one provided herein and identifying City as an indemnified party, or an incorporation of the indemnity provision provided herein, and proof that such proposed subconsultant carries insurance at least equal to that required by this Agreement or obtain a written waiver from City for such insurance. 26. AMENDMENT. Any amendment, modification, or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the appropriate review authority according to the City’s Financial Management Manual. Consultant shall not be compensated for any services rendered in connection with its performance of this Agreement which are in addition to those set forth herein, unless such additional services are authorized by the City in advance and in writing. 27. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete Agreement between the Parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral Agreement, understanding, or representation be binding upon the Parties hereto. Each party is entering into this Agreement based solely upon the representations set forth herein and upon each party's own independent investigation of any and all facts such party deems material. 28. NOTICE. All notices to the Parties hereto under this Agreement shall be in writing and shall be sent either by (i) personal service, (ii) delivery by a reputable document delivery service, such as, but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) United States Mail, certified, postage prepaid, return receipt requested. All such notices shall be delivered to the addressee or addressed as set forth below: To City: Administration Department (Communications) City of San Luis Obispo 990 Palm St. San Luis Obispo, CA 93402 Attention: Whitney Szentesi (wszentes@slocity.org) To Consultant: Brittany App, App’s Photography HCR 69 Box 3121 Santa Margarita, CA 93453 Telephone : 805-704-3996 Email : brittany@appsphotography.com 29. GOVERNING LAW. Any action arising out of this Agreement shall be brought in the Superior Court of San Luis Obispo County, California, regardless of where else venue may lie. The validity, interpretation, construction and performance of this Agreement, and all acts and transactions pursuant hereto and the rights and obligations of the Parties hereto shall be Docusign Envelope ID: 037A05C5-C4FC-478B-855F-59E2209CBAA0 governed, construed and interpreted in accordance with the laws of the State of California, without giving effect to principles of conflicts of law. 30. AUTHORITY TO EXECUTE AGREEMENT. Both City and Consultant do covenant that each individual executing this Agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. IN WITNESS WHEREOF, the Parties hereto have caused this instrument to be executed the day and year first above written. CITY CONSULTANT _______________________________ By: _______________________________ By: APPROVED AS TO FORM: _______________________________ By: J. Christine Dietrick, City Attorney Docusign Envelope ID: 037A05C5-C4FC-478B-855F-59E2209CBAA0 City of SLO : RFQ : 2025 : On-Call Photography Consulting Services Letter of Interest Greetings. My name is Brittany App. I’m a professional photographer, with 20+ years of commercial photography experience here in San Luis Obispo County. Thank you for the opportunity to respond to your RFQ. I’d be thrilled to be considered for on-call photography consulting services for the City of SLO. I grew up in SLO County, and have been the Owner/Operator of my humble, woman-owned business in SLO County for twenty-five years now. I am honored when I get the opportunity to lend my photography skills to sharing the story of our brilliant little corner of the world - whether that be through tourism efforts, event photography for some of our biggest local events, story-telling work for local farmers, or editorial work for local magazines. I am passionate about the Central Coast, and grateful to be in communication with you about this work. Thank you, in advance, for your time and consideration. Brittany App, App’s Photography Mailing Address : HCR 69 Box 3121, Santa Margarita, CA 93453 Physical Office Address : 7600 El Camino Real, Ste 10, Atascadero, CA 93422 Telephone : 805-704-3996 Email : brittany@appsphotography.com Brittany App is a professional photographer, based in San Luis Obispo County, providing commercial and event photography services to local businesses, government entities, universities, and the general public. All work is performed on location. -Brittany App has the availability and time to dedicate the personnel and resources necessary to provide on-call photography consulting services -Brittany App intends to adhere to the provisions described in the RFQ. Contact : Brittany App, Owner, 805-704-3996, brittany@appsphotography.com Signed, Brittany App Owner, Photographer, App’s Photography Exhibit A Docusign Envelope ID: 037A05C5-C4FC-478B-855F-59E2209CBAA0 Relevant Experience of Key Personnel and the Firm : Brittany App : Photographer, Owner, Director/Producer Qualifications : Professional Photographer, Director & Producer, 25 years of experience Areas of Expertise : Commercial Photography, Event Photography, Lifestyle Photography, Directing, Producing, Post-Production, Voice-overs & Audio. Summary of Past Experience performing similar services for other jurisdictions : -Multiple ShareSLO campaigns. Worked in conjunction with SLO TBID, providing still photography & video/drone footage for the City of SLO’s promotion of tourism. -Commercial Event Photography for the California Mid State Fair. Annual Contract. 23 years running. Work in coordination with PREC Marketing & Publicity Dept. -Cal Poly, University Marketing. Captured “Learn by Doing” for University-wide re- branding effort. Ongoing work with Cal Poly CAFES, Cal Poly College of Liberal Arts, and Cal Poly Donor Relations. Resume: Brittany App, Photographer Brittany App, first and foremost, is a professional photographer. She is based in San Luis Obispo County, providing commercial and event photography services to local businesses, government entities, universities, and the general public. All work is performed on location. In addition to being a professional photographer, Brittany is also a story-teller, a voice artist, a sheep-shearer & shepherdess. She recently Directed, Produced & DP’d "Where There Once Was Water", a feature-length documentary film. As a photographer, Brittany serves clients locally and throughout California. She specializes in lifestyle and landscape photography, marketing campaigns, commercial photography, tourism campaigns, events, weddings and portraits. Work Experience : 2001 – Present : Owner / Photographer : App’s Photography www.AppsPhotography.com 2014 – Present : Director / Producer / DP : Where There Once Was Water www.WhereThereOnceWasWater.com 2005 – Present : Voice Artist / American General Media / KKAL Krush 92.5 www.Krush925.com Skills : Still Photography, Directing, Producing, Voice Additional Skills : Clear Communication, Joy, Gratitude, Flexibility, Curiosity, Inclusion Organizations : SLO County Farm Bureau, SLO Beaver Brigade, SLO County Farm Trail Docusign Envelope ID: 037A05C5-C4FC-478B-855F-59E2209CBAA0 Education : Cuesta Community College : AA Fine Arts & AA General Studies Contact : Brittany App, 805-704-3996, brittany@appsphotography.com Experience working with City Staff, local community groups, decision makers, regional partner agencies : -City of SLO TBID - ShareSLO Tourism Campaigns – Contributing Photographer -California Mid State Fair – Lead Photographer -SLOMA – Lead Photographer -City of Paso Robles – Civic Engagement – Lead Photographer -Cal Poly CAFES – Contributing Photographer -Cal Poly Donor Relations – Contributing Photographer -FarmsteadED & SLO County Farm Trail – Lead Photographer -SLO Beaver Brigade – Board Member & Lead Photographer -Cal Poly Theatre & Dance Department – Lead Photographer -SLO Community Foundation – Contributing Photographer -SLO International Film Festival – Event Photographer -SLO Chamber of Commerce – Visitors Guides – Cover Photoshoots -Cal Poly University Marketing – Re-brand – Lead Photographer -American General Media – Krush 92.5 - On-Air Voice Talent -EdibleSLO Magazine – Contributing Photographer, Writer -SLO Tribune – Contributing Photographer -SLO Women’s March – Event Photographer -SLOCAL – Savor the Central Coast - Event Photographer Firm Experience List of Performed Relevant Projects : -Cal Poly University Marketing – University Re-brand -California Mid State Fair – Annual Event -Where There Once Was Water – Feature-Length Documentary Film -City of SLO – TBID - ShareSLO Tourism Campaigns -Wetland Preservation Foundation (Lodi) – Short Film & Wildlife Photography -City of Paso Robles - Civic Engagement Campaign Individual or Team Accomplishments : -“Best Photographer in SLO County” – New times, multiple years -Award Winning Director/Producer of film “Where There Once Was Water” Docusign Envelope ID: 037A05C5-C4FC-478B-855F-59E2209CBAA0 Examples of similar work for Cities, regional, community groups, etc : (full portfolio can be found at www.AppsPhotography.com) Docusign Envelope ID: 037A05C5-C4FC-478B-855F-59E2209CBAA0 General Firm Information : Brittany App, App’s Photography : Sole-Proprietorship Number of Employees : 0 Location of Office : 7600 El Camino Real, Ste 10, Atascadero, CA 93422 Number of years in business : 25 Fee Structure : Rates vary are based on job. Baseline rates are as follows: PHOTO / Creative Fee $175/hour + PHOTO / Post-Production $250/day PHOTO / Digital Media Capture Fee $100/day PHOTO / Use Fee / License 20 – 50% of creative fee, depending on license PHOTO / Talent $30/hour/person + PHOTO / Assistants $300/day + PHOTO / Pre-Production $100/day + Docusign Envelope ID: 037A05C5-C4FC-478B-855F-59E2209CBAA0 PHOTO / Sales Tax charged on Use Fees only PHOTO / Licenses & Permits based on job PHOTO / Travel based on job Payment Terms : 25% due to begin work. Balance due after final delivery of images. Sample Bid included below, for bare-bones 2-day photoshoot, with 5-hour shoot days. No talent (models). No assistants. License = Broad use, in perpetuity, non-exclusive. Creative Fee 10 hours x $175 $1750 Post-Production 2 days x $250 $500 Digital Media Capture Fee 2 days x $100 $200 Use Fee 20% x $1750 $350 Travel $50 Sales Tax $30.63 TOTAL $2880.63 Client References : Customer Name Paso Robles Event Center Contact Individual Shonna Howenstine Telephone / Email 805-239-0655 x222 / shonna@midstatefair.com Address PO Box 8, Paso Robles, CA 93447 Description of Services Provided Commercial Event Photography for the annual California Mid State Fair. Duties include coordinating with Marketing team daily, photographing scheduled events, and editing/delivering images on deadline for use in county- wide media outlets. Recurring contract, 23+ years. Customer Name Cal Poly, CAFES Contact Individual AnnMarie Cornejo Telephone / Email 805-756-2427 / ancornej@calpoly.edu Address 1 Grand Avenue, San Luis Obispo, CA 93407 Description of Services Provided Commercial, Lifestyle & Event Photography. Academic setting. Capture “Learn by Doing” for CAFES marketing & storytelling efforts. Photograph various Donor events & Ground-breaking events throughout the year. Docusign Envelope ID: 037A05C5-C4FC-478B-855F-59E2209CBAA0 Customer Name FarmsteadED Contact Individual Lynette Sonne Telephone / Email 408-464-3992 / lynette@lynettesonne.com Description of Services Provided Commercial and Event Photography. Telling the story of local family farms, education & tourism. SLO County Open Farm Days, SLO County Farm Trail, FarmsteadED. Customer Name City of SLO / TBID Contact Individual Jacqui Clark-Charlesworth Telephone / Email 805-781-7216 / Jclark@slocity.org Address 990 Palm St, San Luis Obispo, CA 93401 Description of Services Provided Multiple ShareSLO campaigns for City of SLO TBID. Provided still photography & video for City’s #ShareSLO tourism campaign. Additional Services Available : Professional Voicework / Narration Stock Photography I have tried my best to include all requested information, as well as to adhere to your desired formatting request, outlined in the RFQ. Please confirm your receipt of this packet. And please feel free to reach out if there is any additional information needed. Thanks again for your time & consideration. Sincerely, Brittany App Owner / Photographer, App’s Photography Signed April 3, 2025 Docusign Envelope ID: 037A05C5-C4FC-478B-855F-59E2209CBAA0 The City of San Luis Obispo is committed to including disabled persons in all of our services, programs and activities. Telecommunications Device for the Deaf (805) 781-7410. Notice Requesting Qualifications (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services. The City of San Luis Obispo requests proposals from qualified vendors to furnish Marketing, Public Relations, Videography, or Photography Services. All firms interested in receiving further correspondence regarding this Request for Qualifications (RFQ) must complete a free registration using BidNet (www.bidnetdirect.com). All proposals must be submitted to BidNet at or before 3:00 PM on April 7, 2025, when they are opened electronically on BidNet. The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. Project packages and additional information may be obtained at the City’s BidNet website at www.bidnetdirect.com/california/cityofsanluisobispo. Contact Dan Clancy at dclancy@slocity.org, or Whitney Szentesi at wszentes@slocity.org for additional information. For technical help with BidNet Sync please contact BidNet tech support at 800-835-4603. Docusign Envelope ID: 037A05C5-C4FC-478B-855F-59E2209CBAA0 TABLE OF CONTENTS A.Scope of Work……………………………………………………………………………………………………………………..1 B.Project Schedule………………………………………………………………………………………………………………….2 C.General Terms……………………………………………………………………………………………………………………..3 D.Special Terms……………………………………………………………………………………………………………………….4 E.Submittal Content………………………………………………………………………………………………………………..5 F.Additional Services……………………………………………………………………………………………………………….5 G.Selection Process………………………………………………………………………………………………………………….6 H.Additional Terms and Conditions………………………………………………………………………………………….6 I.Additional Considerations…………………………………………………………………………………………………….7 J.Proposal Submittal Form………………………………………………………………………………………………………9 K.References…………………………………………………………………………………………………………………………..10 L.Statement of Past Contract Disqualifications……………………………………………………………………….12 Exhibit A: Contract Form Docusign Envelope ID: 037A05C5-C4FC-478B-855F-59E2209CBAA0 - 1 - A. SCOPE OF WORK The City of San Luis Obispo ("City") seeks qualifications for services to support public communications and enhance community outreach and engagement. I. GENERAL The goal is to ensure mutually beneficial, two-way communication with external (such as residents, non- profit service providers, business owners and operators, business community representatives, other governmental agencies, among others) and internal audiences about City issues and services, leading to a more responsive government and a high level of public confidence. The expected outcome is higher community satisfaction with City communication. Currently, the use of contract services helps to streamline the City’s communication processes to get important information to community members more quickly and, internally, to ensure effective and efficient exchange of information between City departments and employees. The focus of the consultant work will continue to be on communication planning, content creation, community and media outreach training, strategic communications counsel, and support on emergent communications issues as needed, and in a way that aligns with the City’s official Public Engagement and Noticing Manual. If selected to provide on-call consulting services, the Consultant will be expected to sign a service provider agreement with the City. For this agreement or any subsequential amendments, the Consultant will work with a single point of contact in the City’s Administration Department, such as the Public Communications Manager or their designee. While there, once placed on the City’s on-call service provider list, the Consultant will have the opportunity to work with the City on a project-by-project basis. The Consultant will have a single point of contact per project and will be provided with a sample scope of work; however, the final scopes of work will be determined with the selected Consultant as part of any contract during negotiations. II. SAMPLE SCOPE OF WORK 1. Strategic public outreach, information and engagement planning 2. Public information distribution 3. Emergency or crisis communications services 4. Brand awareness strategies 5. Media planning and buying 6. Content creation for smaller assignments, including a. Graphic design b. Website content design c. Social media content production d. Video and photography production e. Key messages development f. Speechwriting and editorial content g. Media relations and news releases h. Informational, educational, social media posts i. Special event planning and promotions 7. Construction project information facilitation 8. Public engagement and information gathering Docusign Envelope ID: 037A05C5-C4FC-478B-855F-59E2209CBAA0 - 2 - B. PROJECT SCHEDULE Advertise RFQ March 13, 2025 Question / Answer Deadline March 31, 2025 Closing of RFQ April 7, 2025, at 3 PM Interviews Week of April 7th Award Contracts By April 21, 2025 C. GENERAL TERMS AND CONDITIONS PROPOSAL REQUIREMENTS 1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal (bidder) shall meet all the terms, and conditions of the Request for Qualifications (RFQ) project package. By virtue of its proposal submittal, the bidder acknowledges agreement with and acceptance of all provisions of the RFQ specifications. 2. Proposal Submittal. Each proposal must be submitted on the form(s) provided in the specifications and accompanied by any other required submittals or supplemental materials. Proposal documents shall be submitted electronically via BidNet. However, if you can’t submit it electronically, please email a copy to the contacts listed in the RFQ package, if you can’t email it, please send a copy in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. To guard against premature opening, the proposal should be clearly labeled with the proposal title, project number, name of bidder, and date and time of proposal opening. 3. Insurance Certificate. Each proposal must include a certificate of insurance showing: a. The insurance carrier and its A.M. Best rating. b. Scope of coverage and limits. c. Deductibles and self-insured retention. The purpose of this submittal is to generally assess the adequacy of the bidder’s insurance coverage during proposal evaluation; as discussed under paragraph 12 below, endorsements are not required until contract award. The City’s insurance requirements are detailed in Exhibit C to the Agreement (Exhibit A to the RFQ) 4. Proposal Quotes and Unit Price Extension. The hourly rates and/or lump sum prices quoted by the bidder must be entered in figures in the spaces provided on the Proposal Submittal Form(s). Any lump sum bid shall be stated in figures. The Proposal Submittal Form(s) must be totally completed. If the unit price and the total amount stated by any bidder for any item are not in agreement, the unit price alone will represent the bidder’s intention, and the proposal total will be corrected to conform to the specified unit price. 5. Proposal Withdrawal and Opening. A bidder may withdraw its proposal, without prejudice before the time specified for the proposal opening, by submitting a written request to the Director of Docusign Envelope ID: 037A05C5-C4FC-478B-855F-59E2209CBAA0 -3 - Finance for its withdrawal, in which event the proposal will be returned to the bidder unopened. No proposal received after the time specified or at any place other than that stated in the “Notice Inviting Bids/Requesting Proposals” will be considered. 6.Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed to make or file, or to be interested as the primary submitter in more than one proposal, except an alternative proposal when specifically requested; however, an individual or business entity that has submitted a sub-proposal to a bidder submitting a proposal, or who has quoted prices on materials to such bidder, is not thereby disqualified from submitting a sub-proposal or from quoting prices to other bidders submitting proposals. 7.Communications. All timely requests for information submitted in writing will receive a written response from the City and all questions and answers on the bid shall be posted publicly on BidNet. Telephone communications with City staff are not encouraged but will be permitted. However, any such oral communication shall not be binding on the City. CONTRACT AWARD AND EXECUTION 8.Proposal Retention and Award. The City reserves the right to retain all proposals for a period of 60 days for examination and comparison. The City also reserves the right to waive non-substantial irregularities in any proposal, to reject any or all proposals, to reject or delete one part of a proposal, and to accept the other, except to the extent that proposals are qualified by specific limitations. See the “special terms and conditions” of these specifications for proposal evaluation and contract award criteria. 9.Competency and Responsibility of Bidder. The City reserves full discretion to determine the competence and responsibility, professionally and/or financially, of bidders. Bidders will provide, in a timely manner, all information that the City deems necessary to make such a decision. 10.Contract Requirement. The bidder to whom the award is made (Consultant) shall execute a written contract with the City within ten (10) calendar days after notice of the award. The contract shall be made in the form adopted by the City and incorporated in these specifications. CONTRACT PERFORMANCE 11.The City’s contract terms and conditions that Consultant will be expected to execute and be bound by are attached hereto as Exhibit A. D. SPECIAL TERMS AND CONDITIONS 1.Contract Award. On-Call contracts will be awarded to the most qualified bidders that, in the City’s sole discretion in accordance with the Proposal Evaluation and Selection criteria set forth herein (if applicable), provides the best proposal. 2.Sales Tax Reimbursement. For sales occurring within the City of San Luis Obispo, the City receives sales tax revenues. Therefore, for bids from retail firms located in the City at the time of proposal closing for which sales tax is allocated to the City, 1% of the taxable amount of the bid will be deducted from the proposal by the City in calculating and determining the most qualified lowest cost bidder. Docusign Envelope ID: 037A05C5-C4FC-478B-855F-59E2209CBAA0 - 4 - 3. Labor Actions. In the event that the successful proposer is experiencing a labor action at the time of contract award (or if its suppliers or sub-consultants are experiencing such a labor action), the City reserves the right to declare said proposer is no longer the most qualified, responsive proposer and to accept the next acceptable proposal from a proposer that is not experiencing a labor action, and to declare it to be the most qualified, responsive proposer. 5. Contract Term. The supplies or services identified in this specification will be used by the City for five (5) years for on-call communications services. The prices quoted for these items must be valid for the entire period indicated above unless otherwise conditioned by the proposer in its proposal. 6. Supplemental Purchases Supplemental purchases may be made from the successful proposer during the contract term in addition to the items listed in the Detail Proposal Submittal Form. For these supplemental purchases, the proposer shall not offer prices to the City in excess of the amounts offered to other similar customers for the same item. If the proposer is willing to offer the City a standard discount on all supplemental purchases from its generally prevailing or published price structure during the contract term, this offer and the amount of discount on a percentage basis should be provided with the proposal submittal. 7. Non-Exclusive Contract. The City reserves the right to purchase the items listed in the Detail Proposal Submittal Form, as well as any supplemental items, from other vendors during the contract term. 8. Unrestrictive Brand Names. Any manufacturer's names, trade names, brand names or catalog numbers used in the specifications are for the purpose of describing and establishing general quality levels. Such references are not intended to be restrictive. Proposals will be considered for any brand that meets or exceeds the quality of the specifications given for any item. In the event an alternate brand name is proposed, supplemental documentation shall be provided demonstrating that the alternate brand name meets or exceeds the requirements specified herein. The burden of proof as to the suitability of any proposed alternatives is upon the proposer, and the City shall be the sole judge in making this determination. 9. Delivery. Prices quoted for all supplies or equipment to be provided under the terms and conditions of this RFQ package shall include delivery charges, if applicable, to be delivered F.O.B. San Luis Obispo by the successful proposer and received by the City within 90 days after authorization to proceed by the City. 10. Submittal of References. Each proposer shall submit a statement of qualifications and references on the form provided in the RFQ package. 11. Statement of Contract Disqualifications. Each proposer shall submit a statement regarding any past governmental agency bidding or contract disqualifications on the form provided in the RFQ package. Docusign Envelope ID: 037A05C5-C4FC-478B-855F-59E2209CBAA0 - 5 - E. SUBMITTAL CONTENT 1. Letter of Interest (5-page maximum). Please include in the submittal a letter introducing the Consultant and expressing the Consultant's interest in being considered for on-call consulting services, clearly identifying the applicable sub-area(s) of interest. The letter of interest should also include the following: a. Provide the name of the entity, its mailing address, telephone, email, and facsimile number. Please describe the organization. b. Indicate that the Consultant has the availability and time to dedicate the personnel and resources necessary to provide on-call consulting services. Indicate the intention of the Consultant to adhere to the provisions described in the RFQ. c. Please identify the contact person responsible for the submittal, specifying the name, title, and contact information. d. Please note that the person signing the letter of interest must be a legal representative of the Consultant authorized to bind the Consultant to an agreement in the event of an award. 2. Relevant Experience of Key Personnel and the Firm (10-page maximum). a. Key Personnel Experience. The submittal must identify the key personnel that is to be assigned if awarded a contract, detailing their qualifications, areas of expertise, a summary of their past experience performing similar services for other jurisdictions, and a resume of each key personnel, including experience working with City staff, local Sa n Luis Obis po community groups and decision-makers, and regional partner agencies. b. Firm Experience. The submittal must describe the Firm's pertinent project experience, including a list of performed relevant projects, past performance, individual or team accomplishments, and examples of similar work for San Luis Obispo or neighboring jurisdictions in California, including experience working with City staff, local San Luis Obispo community groups and decision-makers, and regional partner agencies. c. General Firm Information. General firm information including the number of employees, location of firm headquarters, branch offices, and the number of years in business may also be provided. Please note that general firm information is not a substitute for the specific information requested in sections a and b above. 3. Fee Structure. Please include a clear and comprehensive fee schedule, including a detailed statement of hourly rates for all positions and classifications of individuals involved and reimbursable expenses. Please also include the rates for a project-by-project basis, as noted in the Sample Scope of Work above. 4. Client References. Consultants must provide a minimum of three (3) client references. F. ADDITIONAL SERVICES If there are related services not otherwise identified in the City's RFQ, the Proposer may offer those to the City. Proposals are not required to address any additional services in order to be considered an acceptable proposal. However, the final selection of the successful Proposer may be based on the desirability of the additional services offered. Docusign Envelope ID: 037A05C5-C4FC-478B-855F-59E2209CBAA0 -6 - G.SELECTION PROCESS Submittals received by the deadline will be reviewed by a selection panel comprised of City staff who have relevant knowledge and experience. The panel will score the proposals based upon the qualification materials submitted according to the following criteria: 1.Letter of Interest. Availability demonstrated the capacity and qualifications necessary to provide the consulting services specified in the RFQ. Ability to meet standard City contract and insurance requirements. 2.Relevant Experience. a.Demonstrated ability, based on consultant experience and specific experience of key personnel, to provide technical assistance on the types of tasks listed in the RFQ. b.Expertise. Consultants should have an area of expertise but need not necessarily be experts in every task in each sub-area to achieve a favorable score. For example, a Consultant may be an expert in video production services only and still could achieve a favorable score. c.Prior experience, including the ability to work with City staff, local San Luis Obispo community groups and decision-makers, and regional partner agencies. (30 Points Maximum) 3.Responsiveness to the RFQ. Presentation, completeness, and clarity of information provided. 4.Fee Structure. The Consultant's cost competitiveness and reasonableness. (20 Points Maximum) 5.Client References. (Pass/Fail) The submittals will be scored on a zero to 100-point scale, excluding bonus points. Consultants who qualify will be placed on the list of qualified on-call consultants for each subarea. Placement on the list of qualified on-call consultants is not a guarantee of work and does not constitute a commitment by the City to enter into a contract with the Consultant. As appropriate, the City may conduct an additional competitive process (e.g., solicit bids or issue Requests for Proposals) prior to awarding contracts. The City anticipates that all services will be on an as-needed or on-call basis. H.ADDITIONAL TERMS AND CONDITIONS A.Nondiscrimination. The City will not discriminate against any interested consultant on the grounds of race, religious creed, color, national origin, ancestry, handicap, disability, marital status, pregnancy, sex, age, or sexual orientation. B.City's Right to Modify RFQ. The City reserves the right at its sole discretion to modify this RFQ (including but not limited to the selection criteria) should the City deem that it is in its best interests to do so. Any changes to the proposal requirements will be made by written addendum. The failure of a consultant to read the latest addendums shall have no effect on the validity of such modification. C.City's Right to Cancel RFQ. The City reserves the right at its sole discretion to cancel this RFQ in part or in its entirety should the City deem that it is in the City's best interests to do so. D.City's Right to Reject All Submittals. The City reserves the right, in its sole discretion, to reject all submittals should the City deem that it is in its best interests to do so. Docusign Envelope ID: 037A05C5-C4FC-478B-855F-59E2209CBAA0 - 7 - E. City's Right to Extend RFQ Deadlines. The City reserves the right to extend the deadline for submittals by written addendum should the City deem that it is in its best interests to do so. F. City Right to Negotiate With Consultants. The City reserves the right to negotiate with the consultants on the list of qualified on-call consultants regarding their exceptions to the standard service provider agreement, if any, or regarding other price and terms in their submittals and to require the selected Consultant to submit such technical, price, or other revisions of their submittals as may result from negotiations. G. Standard Form Service Provider Contract. Consultants acknowledge that placement on the list of qualified on-call consultants does not commit the City to award a contract. For any project, the City reserves the right to award a contract to consultants (1) that are on the list of qualified on- call consultants; (2) that have an existing contract with the City, or (3) that are selected through a separate competitive process. Consultants on the list of qualified on-call consultants who are awarded a contract will be expected to sign a service provider agreement with the City. The standard service provider agreement and associated insurance requirements are attached as Attachment B. Comments or exceptions, if any, to the standard service provider agreement and/or insurance requirements must be noted in the Letter of Interest. It is understood that consultants have reviewed the service provider agreement (Attachment B) and will take exception only to those items identified in their Letter of Interest. Neither review of the submittal by the City nor placement on the list of qualified on-call consultants constitutes an acceptance by the City of the Proposer's recommended changes to the service provider agreement. If there are any concerns or proposed exceptions requested to the standard service provider agreement, these issues will be discussed at the time the City awards a contract, if any. H. Cost of Submittals. All costs incurred during submittal preparation or in any way associated with the Consultant's preparations or submission shall be the sole responsibility of the Consultant. I. Liability for Submittal Errors. Consultants are liable for all errors and omissions contained in their submittals. J. Permits and Licenses. Consultants, at their sole expense, shall obtain and maintain during the term of any agreement all appropriate permits, certificates, and licenses including, but not limited to, a City Business License, which will be required in connection with the performance of on-call consulting services. I. ADDITIONAL CONSIDERATIONS AND ASSUMPTIONS 1. All works submitted to and accepted by the City must be an original piece created by the Consultant. 2. All works submitted by the Consultant must be in standard U.S. English and adhere to the Branding and Style Guide. 3. All works must be submitted in Microsoft Word format and include a headline pertaining to the work in bold. The work should appear in a non-bolded Calibri, 12-point font. Docusign Envelope ID: 037A05C5-C4FC-478B-855F-59E2209CBAA0 - 8 - 4. The City reserves the right to use all submitted works in current and/or future forms of current media and/or media to be developed. Docusign Envelope ID: 037A05C5-C4FC-478B-855F-59E2209CBAA0 - 9 - J: PROPOSAL SUBMITTAL FORM - Sample The undersigned declares that she or he: ◼ Has carefully examined [____________], which is hereby made a part of this proposal. ◼ Is thoroughly familiar with its contents. ◼ Is authorized to represent the proposing firm. ◼ Agrees to perform the work as set forth in this proposal. q Certificate of insurance attached; insurance company’s A.M. Best rating: __________________. Firm Name and Address Contact Phone Signature of Authorized Representative Date Docusign Envelope ID: 037A05C5-C4FC-478B-855F-59E2209CBAA0 -10- K. REFERENCES Number of years engaged in providing the services included within the scope of the specifications under the present business name: . Describe fully the last three contracts performed by your firm 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: Agency Name Contact Name Telephone & Email Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome Reference No. 2: Agency Name Contact Name Telephone & Email Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome Docusign Envelope ID: 037A05C5-C4FC-478B-855F-59E2209CBAA0 -11- Reference No. 3 Agency Name Contact Name Telephone & Email Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome Docusign Envelope ID: 037A05C5-C4FC-478B-855F-59E2209CBAA0 -12- L.STATEMENT OF PAST CONTRACT DISQUALIFICATIONS The proposer 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 ◼If yes, explain the circumstances. Executed on at _______________________________________ under penalty of perjury of the laws of the State of California, that the foregoing is true and correct. ______________________________________ Signature of Authorized Proposer Representative Docusign Envelope ID: 037A05C5-C4FC-478B-855F-59E2209CBAA0 EXHIBIT B INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES Without limiting CONSULTANT’s indemnification of CITY, and prior to commencement of Work, CONSULTANT shall obtain, provide and maintain at its own expense during the term of this AGREEMENT, policies of insurance of the type and amounts described below, and in a form satisfactory to CITY. General liability insurance. CONSULTANT shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted. Automobile liability insurance. CONSULTANT shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with Work to be performed under this AGREEMENT, including coverage for any owned, hired, non-owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident. Workers’ compensation insurance. CONSULTANT shall maintain Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least $1,000,000). CONSULTANT shall submit to CITY, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of CITY, its officers, agents, employees, and volunteers. Umbrella or excess liability insurance. CONSULTANT shall obtain and maintain an umbrella or excess liability insurance policy with limits that will provide bodily injury, personal injury and property damage liability coverage at least as broad as the primary coverages set forth above, including commercial general liability, automobile liability, and employer’s liability. Such policy or policies shall include the following terms and conditions: • A drop-down feature requiring the policy to respond if any primary insurance that would otherwise have applied proves to be uncollectible in whole or in part for any reason; • Pay on behalf of wording as opposed to reimbursement; • Concurrency of effective dates with primary policies; • Policies shall “follow form” to the underlying primary policies; and • Insureds under primary policies shall also be insureds under the umbrella or excess policies. Proof of insurance. CONSULTANT shall provide certificates of insurance to CITY as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers’ compensation. Insurance certificates and endorsements must be approved by CITY’s Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with CITY at all times during the term of this contract. CITY reserves the right to require complete, certified copies of all required insurance policies, at any time. Duration of coverage. CONSULTANT shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the Work hereunder by CONSULTANT, his agents, representatives, employees or subconsultants. Docusign Envelope ID: 037A05C5-C4FC-478B-855F-59E2209CBAA0 Primary/noncontributing. Coverage provided by CONSULTANT shall be primary and any insurance or self-insurance procured or maintained by CITY shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of CITY before the CITY’s own insurance or self-insurance shall be called upon to protect it as a named insured. CITY’s rights of enforcement. In the event any policy of insurance required under this AGREEMENT does not comply with these specifications or is canceled and not replaced, CITY has the right but not the duty to obtain the insurance it deems necessary, and any premium paid by CITY will be promptly reimbursed by CONSULTANT or CITY will withhold amounts sufficient to pay premium from CONSULTANT payments. In the alternative, CITY may cancel this AGREEMENT. Acceptable insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyholders’ Rating of A- (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by the CITY’s Risk Manager. Waiver of subrogation. All insurance coverage maintained or procured pursuant to this AGREEMENT shall be endorsed to waive subrogation against CITY, its elected or appointed officers, agents, officials, employees and volunteers or shall specifically allow CONSULTANT or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. CONSULTANT hereby waives its own right of recovery against CITY and shall require similar written express waivers and insurance clauses from each of its subconsultants. Enforcement of contract provisions (non estoppel). CONSULTANT acknowledges and agrees that any actual or alleged failure on the part of the CITY to inform CONSULTANT of non-compliance with any requirement imposes no additional obligations on the CITY nor does it waive any rights hereunder. Requirements not limiting. Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the CONSULTANT maintains higher limits than the minimums shown above, the CITY requires and shall be entitled to coverage for the higher limits maintained by the CONSULTANT. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the CITY. Notice of cancellation. CONSULTANT agrees to oblige its insurance agent or broker and insurers to provide to CITY with a thirty (30) day notice of cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each required coverage. Additional insured status. General liability policies shall provide or be endorsed to provide that CITY and its officers, officials, employees, and agents, and volunteers shall be additional insureds under such policies. This provision shall also apply to any excess/umbrella liability policies. Prohibition of undisclosed coverage limitations. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to CITY and approved of in writing. Separation of insureds. A severability of interests provision must apply for all additional insureds ensuring that CONSULTANT’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the insurer’s limits of liability. The policy(ies) shall not contain any cross-liability exclusions. Pass through clause. CONSULTANT agrees to ensure that its subconsultants, subconsultants, and Docusign Envelope ID: 037A05C5-C4FC-478B-855F-59E2209CBAA0 any other party involved with the project who is brought onto or involved in the project by CONSULTANT, provide the same minimum insurance coverage and endorsements required of CONSULTANT. CONSULTANT agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. CONSULTANT agrees that upon request, all agreements with consultants, subconsultants, and others engaged in the project will be submitted to CITY for review. CITY’s right to revise specifications. The CITY reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the CONSULTANT ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the CONSULTANT, the CITY and CONSULTANT may renegotiate CONSULTANT’s compensation. Self-insured retentions. Any self-insured retentions must be declared to and approved by CITY. CITY reserves the right to require that self-insured retentions be eliminated, lowered, or replaced by a deductible. Self-insurance will not be considered to comply with these specifications unless approved by CITY. Timely notice of claims. CONSULTANT shall give CITY prompt and timely notice of claims made or suits instituted that arise out of or result from CONSULTANT’s performance under this AGREEMENT, and that involve or may involve coverage under any of the required liability policies. Additional insurance. CONSULTANT shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work. Verification of Coverage. Consultant shall furnish the City with a certificate of insurance showing maintenance of the required insurance coverage, as well as endorsements effecting general liability coverage. All endorsements are to be received and approved by the City before work commences. Docusign Envelope ID: 037A05C5-C4FC-478B-855F-59E2209CBAA0 CERTIFICATE OF LIABILITY INSURANCE Acct#: 1234091 DATE (MM/DD/YYYY) 03/03/2025 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A s tatement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Lockton Affinity, LLC P. O. Box 879610 Kansas City, MO 64187-9610 CONTACT NAME: Lockton Affinity, LLC PHONE (A/C.NO Ext): 888-202-1526 FAX (A/C, No): 913-652-7599 E-MAIL ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC # INSURER A: AIX Spec. Ins. Co. 12833 INSURED Brittany App, App's Photography HC 69 Box 3121 Santa Margarita, CA 93453 INSURER B : INSURER C : INSURER D : INSURER E : INSURER F : COVERAGES CERTIFICATE NUMBER REVISION NUMBER THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PER IOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS , EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADDL INSD SUBR WVD POLICY NUMBER POLICY EFF (MM/DD/YYYY) POLICY EXP (MM/DD/YYYY) LIMITS A X COMMERCIAL GENERAL LIABILITY X 07/12/2024 07/12/2025 COMBINED SINGLE LIMIT (Ea accident) $Included ANY AUTO BODILY INJURY (Per person) $ OWNED AUTOS ONLY HIRED AUTOS ONLY SCHEDULED AUTOS NON-OWNED AUTOS ONLY BODILY INJURY (Per accident) $ X X PROPERTY DAMAGE (Per accident) $ $ UMBRELLA LIAB EXCESS LIAB OCCUR CLAIMS- MADE EACH OCCURRENCE $ AGGREGATE $ D E D RETENTION $ $ WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Y /N N ANYPROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below N / A PER STATUTE OTH- ER E.L. EACH ACCIDENT $ E.L. DISEASE - EA EMPLOYEE $ E.L. DISEASE - POLICY LIMIT $ DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Certificate holder is listed as additional insured in regard to General Liability as per written contract. FarmsteadEd Open Farm Days / Friday Night Marketplace / Friday, June 20, 2025 : 5:00 PM – 8:00 PM CERTIFICATE HOLDER CANCELLATION 1234091 FarmsteadEd 5989 Mustard Creek Rd. Paso Robles, CA 93446 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE . © 1988-2016 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD 52472772 1234091 Docusign Envelope ID: 037A05C5-C4FC-478B-855F-59E2209CBAA0 Certificate Of Completion Envelope Id: 037A05C5-C4FC-478B-855F-59E2209CBAA0 Status: Completed Subject: Complete with Docusign: Brittany App Agreement 2025.pdf Department: Supplier: Source Envelope: Document Pages: 33 Signatures: 3 Envelope Originator: Certificate Pages: 5 Initials: 0 Daniel Clancy AutoNav: Enabled EnvelopeId Stamping: Enabled Time Zone: (UTC-08:00) Pacific Time (US & Canada) 990 Palm Street San Luis Obispo, CA 93422 dclancy@slocity.org IP Address: 170.85.55.71 Record Tracking Status: Original 5/16/2025 3:24:03 PM Holder: Daniel Clancy dclancy@slocity.org Location: DocuSign Signer Events Signature Timestamp Brittany App brittany@appsphotography.com Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 38.95.237.121 Sent: 5/16/2025 3:26:47 PM Viewed: 5/17/2025 9:59:17 AM Signed: 5/17/2025 10:02:24 AM Electronic Record and Signature Disclosure: Accepted: 5/17/2025 9:59:17 AM ID: 38984114-437a-47bb-b3e6-1acd01ebd9a6 Sadie Symens for Christine Dietrick ssymens@slocity.org Deputy City Attorney City of San Luis Obispo Security Level: Email, Account Authentication (None) Signature Adoption: Drawn on Device Using IP Address: 104.129.202.91 Sent: 5/17/2025 10:02:26 AM Viewed: 5/19/2025 7:53:45 AM Signed: 5/19/2025 7:54:07 AM Electronic Record and Signature Disclosure: Not Offered via Docusign Whitney McDonald WMcDonal@slocity.org City Manager City of San Luis Obispo Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 104.129.202.98 Sent: 5/19/2025 7:54:09 AM Resent: 5/19/2025 11:36:54 AM Viewed: 5/19/2025 11:59:48 AM Signed: 5/19/2025 12:00:01 PM Electronic Record and Signature Disclosure: Not Offered via Docusign In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Whitney Szentesi wszentes@slocity.org Public Communications Manager City of San Luis Obispo, Administration Security Level: Email, Account Authentication (None) Sent: 5/19/2025 12:00:03 PM Electronic Record and Signature Disclosure: Accepted: 7/19/2021 9:22:17 AM ID: 2bef4c6c-b57a-4fb8-aabc-aa8b21a5a079 Brittany App brittany@appsphotography.com Security Level: Email, Account Authentication (None) Sent: 5/19/2025 12:00:04 PM Electronic Record and Signature Disclosure: Accepted: 5/17/2025 9:59:17 AM ID: 38984114-437a-47bb-b3e6-1acd01ebd9a6 Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 5/16/2025 3:26:47 PM Envelope Updated Security Checked 5/16/2025 4:12:53 PM Envelope Updated Security Checked 5/16/2025 4:12:53 PM Envelope Updated Security Checked 5/16/2025 4:12:53 PM Envelope Updated Security Checked 5/16/2025 4:12:53 PM Certified Delivered Security Checked 5/19/2025 11:59:48 AM Signing Complete Security Checked 5/19/2025 12:00:01 PM Completed Security Checked 5/19/2025 12:00:04 PM Payment Events Status Timestamps Electronic Record and Signature Disclosure ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, Carahsoft OBO City of San Luis Obispo (we, us or Company) may be required by law to provide to you certain written notices or disclosures. 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All notices and disclosures will be sent to you electronically Unless you tell us otherwise in accordance with the procedures described herein, we will provide electronically to you through your DocuSign user account all required notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to you during the course of our relationship with you. To reduce the chance of you inadvertently not receiving any notice or disclosure, we prefer to provide all of the required notices and disclosures to you by the same method and to the same address that you have given us. Thus, you can receive all the disclosures and notices electronically or in paper format through the paper mail delivery system. If you do not agree with this process, please let us know as described below. Please also see the paragraph immediately above that describes the consequences of your electing not to receive delivery of the notices and disclosures electronically from us. Electronic Record and Signature Disclosure created on: 5/10/2017 10:25:58 AM Parties agreed to: Brittany App, Whitney Szentesi, Brittany App How to contact Carahsoft OBO City of San Luis Obispo: You may contact us to let us know of your changes as to how we may contact you electronically, to request paper copies of certain information from us, and to withdraw your prior consent to receive notices and disclosures electronically as follows: To contact us by email send messages to: keriksso@slocity.org To advise Carahsoft OBO City of San Luis Obispo of your new e-mail address To let us know of a change in your e-mail address where we should send notices and disclosures electronically to you, you must send an email message to us at keriksso@slocity.org and in the body of such request you must state: your previous e-mail address, your new e-mail address. We do not require any other information from you to change your email address.. In addition, you must notify DocuSign, Inc to arrange for your new email address to be reflected in your DocuSign account by following the process for changing e-mail in DocuSign. To request paper copies from Carahsoft OBO City of San Luis Obispo To request delivery from us of paper copies of the notices and disclosures previously provided by us to you electronically, you must send us an e-mail to keriksso@slocity.org and in the body of such request you must state your e-mail address, full name, US Postal address, and telephone number. We will bill you for any fees at that time, if any. To withdraw your consent with Carahsoft OBO City of San Luis Obispo To inform us that you no longer want to receive future notices and disclosures in electronic format you may: i. decline to sign a document from within your DocuSign account, and on the subsequent page, select the check-box indicating you wish to withdraw your consent, or you may; ii. send us an e-mail to keriksso@slocity.org and in the body of such request you must state your e-mail, full name, IS Postal Address, telephone number, and account number. We do not need any other information from you to withdraw consent.. The consequences of your withdrawing consent for online documents will be that transactions may take a longer time to process.. Required hardware and software Operating Systems: Windows2000? or WindowsXP? 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Acknowledging your access and consent to receive materials electronically To confirm to us that you can access this information electronically, which will be similar to other electronic notices and disclosures that we will provide to you, please verify that you were able to read this electronic disclosure and that you also were able to print on paper or electronically save this page for your future reference and access or that you were able to e-mail this disclosure and consent to an address where you will be able to print on paper or save it for your future reference and access. Further, if you consent to receiving notices and disclosures exclusively in electronic format on the terms and conditions described above, please let us know by clicking the 'I agree' button below. By checking the 'I Agree' box, I confirm that: • I can access and read this Electronic CONSENT TO ELECTRONIC RECEIPT OF ELECTRONIC RECORD AND SIGNATURE DISCLOSURES document; and • I can print on paper the disclosure or save or send the disclosure to a place where I can print it, for future reference and access; and • Until or unless I notify Carahsoft OBO City of San Luis Obispo as described above, I consent to receive from exclusively through electronic means all notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to me by Carahsoft OBO City of San Luis Obispo during the course of my relationship with you. 1 From:Clancy, Daniel Sent:Monday, May 19, 2025 11:30 AM To:Szentesi, Whit Subject:RE: Completed: Complete with Docusign: DeGrave Agreement (1).pdf The contract exhibit attached in the RFQ had it as 3, plus 2 so I kept it that way. We’ll do the extensions in Finance when they come up, so it won’t affect your workload From: Szentesi, Whit <wszentes@slocity.org> Sent: Monday, May 19, 2025 10:26 AM To: Clancy, Daniel <dclancy@slocity.org> Subject: RE: Completed: Complete with Docusign: DeGrave Agreement (1).pdf Dan, Aren’t these supposed to be five-year agreements, not three-year agreements. Thanks, Whit Whitney Szentesi pronouns she/her/hers Public Communications Manager E wszentes@slocity.org C 805.440.5446 Stay informed by signing up for e-notifications From: DocuSign NA3 System <dse_NA3@docusign.net> Sent: Monday, May 19, 2025 9:17 AM To: Szentesi, Whit <wszentes@slocity.org> Subject: Completed: Complete with Docusign: DeGrave Agreement (1).pdf Your document has been completed VIEW COMPLETED DOCUMENT 2 Daniel Clancy dclancy@slocity.org All parties have completed Complete with Docusign: DeGrave Agreement (1).pdf. Do Not Share This Email This email contains a secure link to Docusign. 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Download the Docusign App This message was sent to you by Daniel Clancy who is using the Docusign Electronic Signature Service. If you would rather not receive email from this sender you may contact the sender with your request. 1 From:DocuSign NA3 System <dse_NA3@docusign.net> on behalf of Daniel Clancy via Docusign <dse_NA3@docusign.net> Sent:Monday, May 19, 2025 9:21 AM To:Szentesi, Whit Subject:Completed: Complete with Docusign: RP3 Agreement.pdf Attachments:RP3 Agreement.pdf; Summary.pdf To help protect your privacy, Microsoft Office prevented automatic download of this picture from the Internet.DocuSign To help protect your priv acy, Microsoft Office prevented automatic download of this picture from the Internet. Your document has been completed VIEW COMPLETED DOCUMENT Daniel Clancy dclancy@slocity.org All parties have completed Complete with Docusign: RP3 Agreement.pdf. Do Not Share This Email This email contains a secure link to Docusign. 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Download the Docusign App This message was sent to you by Daniel Clancy who is using the Docusign Electronic Signature Service. If you would rather not receive email from this sender you may contact the sender with your request. CITY OF SAN LUIS OBISPO ON-CALL PROFESSIONAL SERVICES AGREEMENT This agreement (Agreement) is made and entered into in the City of San Luis Obispo on ____________, by and between the City of San Luis Obispo, a municipal corporation and charter city (City), and RP3 Productions, hereinafter referred to as Consultant (collectively referred to as the “Parties”). WITNESSETH: WHEREAS, on March 13, 2025, City requested qualifications for communications support services, (the “Project”); and WHEREAS, the City wants to engage Consultant for on-call, as-needed communication services (the “Services”); and WHEREAS, Consultant is qualified to perform this type of Services and has submitted a written proposal to do so, which has been accepted by City; and NOW, THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter contained, the Parties hereto agree as follows: 1.TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as first written above, until June 30, 2028, with the option to extend for an additional two years. 2.INCORPORATION BY REFERENCE. Notice Requesting Qualifications for Communications Services and Consultant's proposal submittal are hereby incorporated in and made a part of this Agreement, attached as Exhibit A. The City’s insurance requirements are hereby incorporated in and made part of this Agreement, attached as Exhibit B. To the extent that there are any conflicts between the Consultant’s fees and scope of work and the City’s terms and conditions as stated herein, the City’s terms and conditions shall prevail unless specifically agreed otherwise in writing and signed by both Parties. 3.CITY’S OBLIGATIONS. For providing services as specified in this Agreement, and upon receipt of an invoice, City will pay and Consultant shall receive compensation as set forth in Consultant’s proposal and pursuant to the Payment Terms set forth in Exhibit A. 4.CONSULTANT’S OBLIGATIONS. For and in consideration of the payments and agreements herein before mentioned to be made and performed by City, Consultant agrees with City to do everything required by this Agreement including that work as set forth in Exhibit A. 5.PAYMENT OF TAXES. The contract prices shall include full compensation for all taxes that Consultant is required to pay. 6.LICENSES AND PERMITS. At all times during the term of this Agreement, Consultant shall have in full force and effect, all licenses required of it by law for the performance of the Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 5/19/2025 | 9:21 AM PDT Services described in this Agreement. The Consultant shall procure all permits and licenses, pay all charges and fees, and give all notices necessary under this Agreement. 7. COMPLIANCE WITH LAW. The Consultant shall keep itself informed of and shall observe and comply with all applicable State and Federal laws and regulations, and county and City of San Luis Obispo ordinances, regulations and adopted codes, which in any manner affect those employed by Consultant or in any way affect the performance of the Services pursuant to this Agreement. The City, and its officers and employees, shall not be liable at law or in equity occasioned by failure of the Consultant to comply with this Section. Failure to comply with local ordinances may result in monetary fines and cancellation of this Agreement. 8. COMPLIANCE WITH INDUSTRY STANDARD. Consultant shall provide services acceptable to City in strict conformance with the Agreement. Consultant shall also provide in accordance with the standards customarily called for under this Agreement using the degree of care and skill ordinarily exercised by reputable providers of such services. Where approval by the City, the City Manager, the Mayor, or other representative of City is required, it is understood to be general approval only and does not relieve Consultant of responsibility for complying with all applicable laws, codes, policies, regulations, and good business practices. 9. INDEPENDENT CONSULTANT. a. Consultant is and shall at all times remain as to the City a wholly independent Consultant. The personnel performing the Services under this Agreement on behalf of Consultant shall at all times be under Consultant's exclusive direction and control. Neither City nor any of its officers, employees, or agents shall have control over the conduct of Consultant or any of Consultant's officers, employees, or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the City. Consultant shall not incur or have the power to incur any debt, obligation, or liability whatsoever against City, or bind City in any manner. b. No employee benefits shall be available to Consultant in connection with the performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Consultant for performing the Services hereunder for City. City shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder. c. Consultant’s duties and services under this agreement shall not include preparing or assisting the public entity with any portion of the public entity’s preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with the public entity. The public entity entering this agreement shall at all times retain responsibility for public contracting, including with respect to any subsequent phase of this project. Consultant/Consultant’s participation in the planning, discussions, or drawing of project plans or specifications shall be limited to conceptual, preliminary, or initial plans or specifications. Consultant/Consultant shall cooperate with the public entity to Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 ensure that all bidders for a subsequent contract on any subsequent phase of this project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by Consultant pursuant to this agreement.” 10. PRESERVATION OF CITY PROPERTY. The Consultant shall provide and install suitable safeguards, approved by the City, to protect City property from injury or damage. If City property is injured or damaged resulting from Consultant’s operations, it shall be replaced or restored at Consultant’s expense. The City’s facilities shall be replaced or restored to a condition as good as when the Consultant began the work. 11. IMMIGRATION ACT OF 1986. The Consultant warrants on behalf of itself and all subconsultants engaged for the performance of the Services that only persons authorized to work in the United States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the Services hereunder. 12. NON-DISCRIMINATION. In the performance of the Services, the Consultant agrees that it will not engage in, nor permit such subconsultants as it may employ, to engage in discrimination in employment of persons because of age, race, color, sex, national origin or ancestry, sexual orientation, or religion of such persons. 13. PAYMENT TERMS. The City’s payment terms are 30 days from the receipt of an original invoice and acceptance by the City of the materials, supplies, equipment, or services provided by the Consultant (Net 30). Consultant will submit invoices monthly for actual services performed. Invoices shall be submitted on or about the first business day of each month, or as soon thereafter as practical, for services provided in the previous month. Final June invoices shall be received no later than the 5th business day of July to meet City fiscal year-end deadlines. Payment shall be made within thirty (30) days of receipt of each invoice as to all non-disputed fees. If the City disputes any of Consultant's fees it shall give written notice to Consultant within thirty (30) days of receipt of an invoice of any disputed fees set forth on the invoice. Any final payment under this Agreement shall be made within forty-five (45) days of receipt of an invoice, therefore. 14. INSPECTION. City shall at all times have the right to inspect the work being done under this Agreement and Consultant shall furnish City with every reasonable opportunity and assistance required for City to ascertain that the Services of the Consultant are being performed in accordance with the requirements and intentions of this Agreement. All work done, and all materials furnished, if any, shall be subject to the City’s inspection and approval. The inspection of such work shall not relieve Consultant of any of its obligations under the Agreement. 15. RELEASE OF INFORMATION. a. All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without City's prior written authorization. Consultant, its officers, employees, agents, or subconsultants, shall not, without written authorization from the City Manager or unless requested by the City Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this Agreement. Response to a subpoena or Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 court order shall not be considered "voluntary" provided Consultant gives City notice of such court order or subpoena. b. Consultant shall promptly notify City should Consultant, its officers, employees, agents, or subconsultants be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions, or other discovery request (“Discovery”), court order, or subpoena from any person or party regarding this Agreement, unless the City is a party to any lawsuit, arbitration, or administrative proceeding connected to such Discovery, or unless Consultant is prohibited by law from informing the City of such Discovery. City retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing, or similar proceeding as allowed by law. Unless City is a party to the lawsuit, arbitration, or administrative proceeding and is averse to Consultant in such proceeding, Consultant agrees to cooperate fully with City and to provide the opportunity to review any response to Discovery requests provided by Consultant. However, City's right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response. 16. OWNERSHIP OF DOCUMENTS. a. Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts, and other such information required by City that relate to the performance of the Services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of City or its designees at reasonable times to such books and records; shall give City the right to examine and audit said books and records; shall permit City to make transcripts or copies therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment. b. Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared in the course of providing the Services under this Agreement shall become the sole property of the City and may be used, reused, or otherwise disposed of by the City without the permission of the Consultant. With respect to computer files, Consultant shall make available to the City, at the Consultant's office and upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, transferring, copying and/or printing computer files. Consultant hereby grants to City all right, title, and interest, including any copyright, in and to the documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared by Consultant in the course of providing the Services under this Agreement. Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 17. INDEMNIFICATION AND DEFENSE. To the fullest extent permitted by law (including, but not limited to California Civil Code Sections 2782 and 2782.8), Consultant shall indemnify, defend, and hold harmless the City, and its elected officials, officers, employees, volunteers, and agents (“City Indemnitees”), from and against any and all causes of action, claims, liabilities, obligations, judgments, or damages, including reasonable legal counsels’ fees and costs of litigation (“claims”), arising out of the Consultant’s performance or Consultant’s failure to perform its obligations under this Agreement or out of the operations conducted by Consultant, including the City’s passive negligence, except for such loss or damage arising from the sole or active negligence or willful misconduct of the City. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from Consultant’s performance of this Agreement, the Consultant shall provide a defense to the City Indemnitees or at the City’s option, reimburse the City Indemnitees the ir costs of defense, including reasonable legal fees, incurred in defense of such claims. The review, acceptance or approval of the Consultant’s work or work product by any indemnified party shall not affect, relieve or reduce the Consultant’s indemnification or defense obligations. This Section survives the completion of the services or the termination of this contract. The provisions of this section are not limited by and do not affect the provisions of this contract relating to insurance. Consultant’s indemnification obligations under this section extend to any claims arising out of or related to the negligence, recklessness, or willful misconduct of any sub-consultants/ subconsultants. 18. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE. a. The City may at any time, for any reason, with or without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon the Consultant at least thirty (30) days prior written notice. Upon receipt of said notice, the Consultant shall immediately cease all work under this Agreement, unless the notice provides otherwise. If the City suspends or terminates a portion of this Agreement such suspension or termination shall not make void or invalidate the remainder of this Agreement. b. In the event this Agreement is terminated pursuant to this Section, the City shall pay to Consultant the actual value of the work performed up to the time of termination, provided that the work performed is of value to the City. Upon termination of the Agreement pursuant to this Section, the Consultant will submit an invoice to the City pursuant to Section 14. 19. TERMINATION FOR CAUSE. If, during the term of the Agreement, the City determines the Consultant is not faithfully abiding by any term or condition contained herein, the City may notify the Consultant in writing of such defect or failure to perform. This notice must give the Consultant a ten (10) calendar day notice of time thereafter in which to perform said work or cure the deficiency. a. If the Consultant has not performed the work or cured the deficiency within the ten (10) days specified in the notice, such shall constitute a breach of the Agreement and the City may terminate the Agreement immediately by written notice to the Consultant to said effect (“Notice of Termination”). Thereafter, neither party shall Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 have any further duties, obligations, responsibilities, or rights under the Agreement except to comply with the obligations upon termination. b. In said event, the Consultant shall be entitled to the reasonable value of its services performed from the beginning date in which the breach occurs up to the day it received the City’s Notice of Termination, minus any offset from such payment representing the City’s damages from such breach. “Reasonable value” includes fees or charges for goods or services as of the last milestone or task satisfactorily delivered or completed by the Consultant as may be set forth in the Agreement payment schedule; compensation for any other work or services performed or provided by the Consultant shall be based solely on the City’s assessment of the value of the work-in-progress in completing the overall scope. c. The City reserves the right to delay such payment until completion or confirmed abandonment of the project, as may be determined in the City’s sole discretion, so as to permit a full and complete accounting of costs. In no event, however, shall the Consultant be entitled to receive in excess of the not to exceed amount shown in this Agreement. 20. INSURANCE. Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in Exhibit B attached to and made part of this Agreement. 21. BUSINESS LICENSE & TAX. The Consultant must have a valid City of San Luis Obispo business license & tax certificate before execution of the contract. Additional information regarding the City’s business tax program may be obtained by calling (805) 781-7134. 22. SAFETY PROVISIONS. The Consultant shall conform to the rules and regulations pertaining to safety established by OSHA and the California Division of Industrial Safety. 23. PUBLIC AND EMPLOYEE SAFETY. Whenever the Consultant operations create a condition hazardous to the public or City employees, it shall, at its expense and without cost to the City, furnish, erect and maintain such fences, temporary railings, barricades, lights, signs and other devices and take such other protective measures as are necessary to prevent accidents or damage or injury to the public and employees. 24. UNDUE INFLUENCE. Consultant declares and warrants that no undue influence or pressure was used against or in concert with any officer or employee of the City in connection with the award, terms or implementation of this Agreement, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the City has or will receive compensation, directly or indirectly, from Consultant, or from any officer, employee or agent of Consultant, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement. Violation of this Section shall be a material breach of this Agreement entitling the City to any and all remedies at law or in equity. 25. ASSIGNMENT. The Consultant shall not assign, transfer, convey or otherwise dispose of the contract, or its right, title or interest, or its power to execute such a contract to any individual or business entity of any kind without the previous written consent of the City. As required above, before retaining or contracting with any subconsultant for any services under this Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 Agreement, City must consent to such assignment of performance in writing. For City to evaluate such proposed assignment, Consultant shall provide City with the identity of the proposed subconsultant, a copy of the proposed written contract between Consultant and such subconsultant, which shall include an indemnity provision similar to the one provided herein and identifying City as an indemnified party, or an incorporation of the indemnity provision provided herein, and proof that such proposed subconsultant carries insurance at least equal to that required by this Agreement or obtain a written waiver from City for such insurance. 26. AMENDMENT. Any amendment, modification, or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the appropriate review authority according to the City’s Financial Management Manual. Consultant shall not be compensated for any services rendered in connection with its performance of this Agreement which are in addition to those set forth herein, unless such additional services are authorized by the City in advance and in writing. 27. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete Agreement between the Parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral Agreement, understanding, or representation be binding upon the Parties hereto. Each party is entering into this Agreement based solely upon the representations set forth herein and upon each party's own independent investigation of any and all facts such party deems material. 28. NOTICE. All notices to the Parties hereto under this Agreement shall be in writing and shall be sent either by (i) personal service, (ii) delivery by a reputable document delivery service, such as, but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) United States Mail, certified, postage prepaid, return receipt requested. All such notices shall be delivered to the addressee or addressed as set forth below: To City: Administration Department (Communications) City of San Luis Obispo 990 Palm St. San Luis Obispo, CA 93402 Attention: Whitney Szentesi (wszentes@slocity.org) To Consultant: Robert Perez RP3 Productions 227 Preisker Ln, Suite G Santa Maria, CA 93454 info@rp3productions.com 29. GOVERNING LAW. Any action arising out of this Agreement shall be brought in the Superior Court of San Luis Obispo County, California, regardless of where else venue may lie. The validity, interpretation, construction and performance of this Agreement, and all acts and Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 transactions pursuant hereto and the rights and obligations of the Parties hereto shall be governed, construed and interpreted in accordance with the laws of the State of California, without giving effect to principles of conflicts of law. 30. AUTHORITY TO EXECUTE AGREEMENT. Both City and Consultant do covenant that each individual executing this Agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. IN WITNESS WHEREOF, the Parties hereto have caused this instrument to be executed the day and year first above written. CITY CONSULTANT _______________________________ By: _______________________________ By: APPROVED AS TO FORM: _______________________________ By: J. Christine Dietrick, City Attorney Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 LETTER OF INTEREST 1 RP3 Productions 227 Preisker Ln, Suite G, Santa Maria, CA 93454 (805) 621-4955 info@rp3productions.com March 27, 2025 City of San Luis Obispo Department of Finance 990 Palm Street San Luis Obispo, CA 93401 To Whom It May Concern: RP3 Productions is pleased to express our strong interest in providing On-Call Marketing Support Services for the City of San Luis Obispo. As a local marketing agency with over 20 years of experience serving the central coast, we are confident in our qualifications to support the goal of professional marketing and the enhancement of public relations and community engagement. Our expertise aligns well with the core areas outlined, particularly the areas of videography, paid media, social media creation, graphic design, and photography production. Our creative marketing strategies reflect the commitment to supporting the city’s marketing objectives and establishing transparent communication between the city and its community. Our team knows how to create content that connects with people. Whether it’s event coverage, video footage, or engaging social media posts, we aim to develop clear, authentic messages that keep the community informed and educated. EXHIBIT A Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 2 RP3 Productions is a small but dynamic team that specializes in visual storytelling, digital marketing, and digital design. Our team members include: ● Robert Perez, Lead Videographer & CEO – Specializing in video production, audio post- production, and aerial drone photography and videography. ● Caleb Kerley, Marketing Director – Experienced in marketing strategy, paid media, graphic design, branding, automations, and campaign development. ● Azuriah Morales, Creative Director – Skilled in video production, video editing, photography, and daily social media engagement. ● Primavera Rosales, Marketing Intern – Hired to assist in social media creation and administrative support Together, we create innovative, informational content that highlights the vibrancy of local communities. Our collaborative approach ensures that every project reflects the client’s goals, fostering long lasting relationships with clients. Availability and Capacity: RP3 Productions has the time, flexibility, staff, and resources to meet the City’s as-needed marketing needs. Client satisfaction, transparent communication, results-driven marketing, team collaboration, and understanding client needs are prioritized by the RP3 team. With the advantage of being local and familiar with the city of San Luis Obispo, we can ensure the delivery of effective marketing solutions. Whether providing ongoing content development or project-specific campaigns, we are prepared to respond promptly to requests. Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 3 Commitment to RFQ Provisions: We confirm our intent to adhere to all provisions described in the Request for Qualifications (RFQ), including compliance with contractual, insurance, and scope-of-work requirements. RP3 Productions understands the importance of meeting the City’s expectations that align with the City’s Public Engagement and Noticing Manual and Branding and Style Guide. Contact Information: For this submittal, please contact Robert Perez, Founder of RP3 Productions, at (805) 621-4955 or via email at info@rp3productions.com. Thank you for considering RP3 Productions. We are excited to collaborate with the City of San Luis Obispo to create innovative marketing that engages and informs the community. We look forward to the opportunity to work together. Sincerely, Robert Perez Authorized Representative, RP3 Productions Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 RP3 PRODUCTIONS—EXPERIENCE & KEY PERSONNEL 4 Experience RP3 Productions is passionate about sharing empowering stories through videography and advertising. Since 2005, we’ve worked with local organizations, businesses, and communities to create impactful content that connects and inspires, Filming live events, shooting community- based projects, or producing personalized marketing campaigns. We focus on bringing each client’s unique ideas to life. Our team is made up of dedicated and articulate individuals who collaborate to craft top-level marketing Key Personnel Robert Perez CEO & Lead Videographer Skills: ● Video shooting and editing ● Event and documentary filmmaking ● Creative direction and project management ● Marketing, branding, and content development ● Live event and on-location videography With a passion for visual storytelling and over 20 years of experience, Robert founded RP3 Productions to help clients communicate their messages in a compelling, visually engaging way. Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 RP3 PRODUCTIONS—EXPERIENCE & KEY PERSONNEL 5 His expertise is demonstrated when directing and producing video content that ranges from community documentaries to promotional marketing campaigns. Robert’s experience includes playing a key role in the video development contributing to video distribution across digital platforms to achieve increased viewership. Robert’s role as a Creative Lead allows him to oversee all aspects of the creative process and film production, ensuring each project reflects RP3’s high standards for quality and excellence. Whether he’s behind the camera filming live events or in the editing suite polishing final cuts, Robert is committed to delivering impactful content that tells a story and builds a connection. His experience working with diverse industries and local organizations gives him a unique ability to adapt strategies and bring solutions that will bring to life the vision of any project. Caleb Kerley Marketing Director Skills: ●Marketing strategy and analytics ●Automations ●Paid Media ●Graphic Design ●Campaign Developement Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 RP3 PRODUCTIONS—EXPERIENCE & KEY PERSONNEL 6 As a marketing director of RP3 Productions, Caleb successfully manages marketing campaigns for over 15 Central Coast companies. His passion for leveraging cutting-edge strategies and technologies helps grow engagement in today’s competitive landscape. His approach combines creativity with data-driven decision-making to craft campaigns that resonate with target audiences and deliver measurable Return On Investment (ROI). He believes in the power of hard work and dedication to create meaningful change and drive success. Caleb possesses expertise in graphic design, branding, and data-driven marketing solutions. His experience includes playing a key role in the strategic video promotion contributing to video distribution across digital platforms to achieve increased viewership. In addition to RP3 Productions, Caleb’s expertise lies in his academic background, combined with his hands-on experience that has equipped him with a unique blend of theoretical knowledge and practical skills. He specializes in creating innovative marketing solutions that drive real results for RP3 clients. He’s been intentional in building RP3’s reputation as a trusted partner for marketing in the Santa Maria area. Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 PROJECT PORTFOLIO 7 San Luis Ambulance Recruitment Video San Luis Obispo Ambulance, a local emergency service provider in San Luis Obispo County 2023 Video: https://youtu.be/7nVW1boTBb8 RP3 Productions created a 2-minute recruitment video showcasing their team in action, including footage of ambulances and medics assisting the community. The video was edited with a thrilling and engaging start, plus a cinematic cut into a heartfelt “join us” message, emphasizing their commitment to the local community. This project directly relates to community-focused content needs emphasized in the city’s marketing objectives. Caleb brought his expertise in graphic design and was able to assist in strategizing an emphasis on the medics’ role in keeping SLO County safe throughout the recruitment video. Caleb’s eye for detail ensured the video promotion and essence had a clean, engaging style. Robert led on- location shooting, capturing footage that highlighted the day-to-day work of the San Luis Ambulance. His knowledge in filming high-energy events and editing impactful videos contributed to an inspiring video that boosted recruitment and respect for the Ambulance workers. The video was featured on San Luis Ambulance's website and social media platforms, reaching over 10,000 views. It contributed to their success in hiring new staff that was dedicated to Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 PROJECT PORTFOLIO 8 ensuring the safety of San Luis Obispo people. This demonstrates our ability to produce persuasive and engaging video content that achieves client’s goals. Softball Field Fundraising Campaign Saint Joseph’s High School, a private school in Santa Maria, CA 2022-2023 Video: https://www.youtube.com/watch?v=_9c9l8J7C8U RP3 Productions produced a video and photo series documenting the construction of their new softball field. This included capturing the start of a new beginning stemming from a dirt lot to a new season. We edited a 3-minute hype video titled “Exciting Times for St. Joseph High School!” for their social media channels and donor events to promote this new transformation. This highlights our capability in video production and in capturing special events. Lead Videographer, Robert, led the on-site shoot and managed post-production, portraying the magic behind the scenes. His work highlighted the transformation of the field and the impact on the girls’ team, delivering visuals that inspired viewers to support the campaign. Caleb leveraged his background in publication and advertisement to showcase a meaningful motif. His graphic skills gave the campaign a high-energy feel that resonated with the audience. Our video and photo work played a key role in their fundraising campaign, which successfully raised over $200,000 in donations from parents, alumni, and local supporters. The video reached 15,000 community viewers. This presents the creation of credible and persuasive content that supports community projects and fundraising efforts. Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 PROJECT PORTFOLIO 9 Santa Maria Fire Department Recruitment Video Santa Maria Fire Department, a public safety agency 30 miles from SLO. July 2023 Video: https://youtu.be/hHExA7zGpPk?si=2GKt6_HRzLZYoock RP3 Productions created a 3-minute recruitment video featuring their fire trucks, training exercises, and a firefighter sharing his experience serving the community. It portrays the pride of a Santa Maria fire fighter in providing public safety all while managing the pressure of protecting the largest city in the county. The video was shared on their social media platforms and website. This demonstrates our skills in video production and social media content relevant to public safety agencies. We are prepared to serve crisis and emergency communications. Robert led the filming process, capturing everything from live-action drills to personal stories that added depth to the narrative. His editing skills helped craft a cohesive video that resonated with viewers and inspired a wave of applications. Caleb’s background in digital marketing and media ensured the result illustrated an online image tailored to engage potential recruits. The Santa Maria Fire Department experienced a surplus of applicants, exceeding their expectations after the video's release. The video achieved 15,000 views within a month. This illustrates our ability to develop effective recruitment videos for public sector organizations. Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 PROJECT PORTFOLIO 10 Cops N Cars Toyota Santa Maria Community event, Santa Maria Police Department and Toyota Santa Maria collaboration. October 2024 Video: https://www.youtube.com/watch?v=Z6IZv5CA4zY RP3 Productions took a lead role in organizing a car show fundraiser for kids. Our responsibilities included shooting promotional videos, designing graphics for flyers and social media, planning the event layout, managing car registration, and providing live social media coverage. The video offers a comedic twist when a police officer pulls over a vibrant aqua Toyota 86’. It references one of tour all-time favorite theme song, “Bad Boys.” Smoothly switching off from nerve-wrecking traffic stop to an assertive invite to the Cops N Cars event! This exemplifies our comprehensive service offerings, including video, photography, social media, and event planning. Caleb created eye-catching posts and promotional graphics for flyers and social media, ensuring a strong community response before and during the event. His live posting and content updates helped boost online visibility, contributing to the event’s success. Robert led the event coordination, managing logistics, car lineups, and on-site video production. His experience in filming live events ensured smooth coverage and post-event content that kept the excitement going long after the event ended. Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 PROJECT PORTFOLIO 11 The event successfully raised $50,000 for the police department’s youth programs, representing a significant benefit to the local community. Our promotional video achieved 25,000 views. This demonstrates that our efforts to manage and promote successful community engagement events can positively support our community and youth. Coast Hills Holiday Campaign Coast Hills Credit Union 2023 Video: https://www.youtube.com/watch?v=RyjBL4hjqR4 RP3 Productions partnered with CoastalHills Federal Credit Union to create a festive holiday campaign that spread seasonal cheer and boosted brand awareness. We produced a 90-second video and photo series that captured joyful moments of families visiting branches, staff in Santa hats, and CoastalHills' signature “give back” spirit. The video plays holiday tunes and jingling bells to remind viewers of the warm, festive winter. The campaign was designed to highlight the bank’s community-focused mission. Media specialist, Caleb, led the video’s creative direction, capturing authentic, euphoric moments and editing them into an engaging finished product. Caleb also managed the release schedule, captioning for multiple platforms, and optimizing viewer engagement across different audiences. His social media expertise helped maximize visibility, boosting Coast Hills’ holiday traffic online. Robert’s post-production planning and concepts developed the perfect holiday video. He also coordinated with branch staff and volunteers to choreograph scenes efficiently, Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 PROJECT PORTFOLIO 12 maintained production timelines, and oversaw lighting and sound setups to ensure professional quality. He ensured that the finished video stayed on-brand while resonating with viewers. The campaign video reached 26,400 views and drove increased customer activity to Coastal Hills branches during the holiday season. This project reflects our ability to create polished video content, manage social media campaigns, and enhance brand awareness. These projects highlight our expertise in creating impactful visual content that portrays community-focused ideals, and our delivery of tangible results for our clientele. We are confident that our skills and experience align well with the City of San Luis Obispo's public relations, marketing, and video production needs. Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 About Us 13 About Us: We're a united network of creative thinkers, strategists, and artists who believe that the correct message, delivered effectively, can make a lasting impression. We're committed to understanding client’s needs, creating captivating content, establishing brand experiences that exceed expectations, and developing fun and enjoyable projects. We have worked with clients from a wide range of industries, such as car dealerships, agriculture, public safety, and more. What motivates us today is the same as when we first started in 2005 in Santa Maria—helping our clients stand out while maintaining authenticity to themselves and their target audience. Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 References 14 References RP3 Productions provides the following three references from past clients, showcasing our videography and marketing work relevant to the City of San Luis Obispo’s needs. Each entry includes full contact details and a description of services, as required. Reference 1 Agency Name: San Luis Ambulance Contact Name: Justin Kelton Telephone Number: 805-423-1705 Email Address: justin@sla.md Mailing Address: 3546 S Higuera St, San Luis Obispo, CA 93401 Description of Services: In 2023, RP3 created a 2-minute recruitment video for San Luis Ambulance, filming medics in action across SLO County. We edited it to highlight their community care, resulting in 12,347 views and boosting hires to keep locals safe. Additionally, we completely manage San Luis Ambulance’s social media and help them with all their marketing needs. Reference 2 Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 References 15 Agency Name: Santa Maria Police Department Contact Name: Lieutenant Felix Diaz Telephone Number: 805-264-1765 Email Address: Fdiaz@cityofsantamaria.org Mailing Address: 1111 Betteravia Rd, Santa Maria, CA 93458 Description of Services: In 2024, RP3 fully managed the Cops N Cars event for Santa Maria PD, delivering videos and photos from start to finish. Our work raised $50,000 for kids’ programs and earned 30,000 video views, showing our end-to-end skills. Reference 3 Agency Name: Saint Joseph’s High School Contact Name: Alejandra Chavez Telephone Number: 805-310-3893 Email Address: Achavez@mjacooling.com Mailing Address: 1370 White Court, Santa Maria, CA 93458 Description of Services: In 2024, RP3 produced a video and photos for Saint Joseph’s softball field fundraising campaign. Our content helped raise over $200,000 and got 25,000 views online, proving our impact for community projects. Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 References 16 These Central Coast clients highlight our ability to deliver impactful content, ready to serve San Luis Obispo. Please contact them to verify our performance Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 Fee Structure 17 Fee Structure RP3 Productions offers competitive pricing for on-call videography, photography, and other marketing services tailored to the City of San Luis Obispo’s needs. Below are our proposed rates, fixed for the 5-year contract term. Hourly Rates Role Rate On Site Videographer/Photographer $100/hour Video/Photo Editing $100/hour Strategy/Consulting $100/hour Graphic Design $50/hour On Site Production Assistant $30/hour Copywriting/SEO $75/hour Email/Social Media Campaigns $75/hour All Other Paid Media $75/hour Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 Fee Structure 18 Flat Rates Example Project Rate 2-Minute Video (filming + editing)$2000 Photo Shoot (50 edited images) $1000 Campaign Development (Strategy, Consulting, Planning, Coordinating) 40 hours $4000 Multi Platform Event Graphics (5 formats) $350 30 Second Clip (filming + editing) $1000 Month Long Social Media Campaign With $5000 Media Spend $500 Additional costs, like travel or equipment rentals, are capped at $200 per project unless pre- approved by the City. Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 Proposal Submittal Form 19 Proposal Submittal Form The undersigned declares that she or he: - Has carefully examined the Request for Qualifications (RFQ), made a part of this proposal. - Is thoroughly familiar with its contents. - Is authorized to represent RP3 Productions. - Agrees to perform the work as set forth in the RFQ. - Has attached a certificate of insurance; carrier: State Farm General Insurance Company, A.M. Best rating: B (Fair). RP3 commits to securing coverage meeting Exhibit C requirements (e.g., $1M per occurrence/$2M aggregate general liability from an A- or better rated carrier) upon award, leveraging support from State Farm Mutual Automobile Insurance Company (A++). RP3 Productions, 227 Preisker Lane, Santa Maria, CA 93458 Contact: Robert Perez, (805) 264-6406, Info@rp3productions.com Signature: Date: April 7, 2025 Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 Statement of Past Contract Disqualifications 20 Statement of Past Contract Disqualifications RP3 Productions has never been disqualified, removed, or prevented from bidding on or completing a federal, state, or local government project due to violations of law, safety issues, or any other reasons. Do you have any disqualification to declare? [ ] Yes [X] No If yes, explain: N/A Executed on April 7, 2025, at Santa Maria, California, under penalty of perjury under the laws of the State of California, that the foregoing is true and correct. Signature: Robert Perez, Owner Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 The City of San Luis Obispo is committed to including disabled persons in all of our services, programs and activities. Telecommunications Device for the Deaf (805) 781-7410. Notice Requesting Qualifications (RFQ) for on-call Consulting for Marketing, Public Relations, Videography, or Photography Services. The City of San Luis Obispo requests proposals from qualified vendors to furnish Marketing, Public Relations, Videography, or Photography Services. All firms interested in receiving further correspondence regarding this Request for Qualifications (RFQ) must complete a free registration using BidNet (www.bidnetdirect.com). All proposals must be submitted to BidNet at or before 3:00 PM on April 7, 2025, when they are opened electronically on BidNet. The preferred method for bid submission is electronic via BidNet. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. Project packages and additional information may be obtained at the City’s BidNet website at www.bidnetdirect.com/california/cityofsanluisobispo. Contact Dan Clancy at dclancy@slocity.org, or Whitney Szentesi at wszentes@slocity.org for additional information. For technical help with BidNet Sync please contact BidNet tech support at 800-835-4603. Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 TABLE OF CONTENTS A. Scope of Work……………………………………………………………………………………………………………………..1 B. Project Schedule………………………………………………………………………………………………………………….2 C. General Terms……………………………………………………………………………………………………………………..3 D. Special Terms……………………………………………………………………………………………………………………….4 E. Submittal Content………………………………………………………………………………………………………………..5 F. Additional Services……………………………………………………………………………………………………………….5 G. Selection Process………………………………………………………………………………………………………………….6 H. Additional Terms and Conditions………………………………………………………………………………………….6 I. Additional Considerations…………………………………………………………………………………………………….7 J. Proposal Submittal Form………………………………………………………………………………………………………9 K. References…………………………………………………………………………………………………………………………..10 L. Statement of Past Contract Disqualifications……………………………………………………………………….12 Exhibit A: Contract Form Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 - 1 - A. SCOPE OF WORK The City of San Luis Obispo ("City") seeks qualifications for services to support public communications and enhance community outreach and engagement. I. GENERAL The goal is to ensure mutually beneficial, two-way communication with external (such as residents, non- profit service providers, business owners and operators, business community representatives, other governmental agencies, among others) and internal audiences about City issues and services, leading to a more responsive government and a high level of public confidence. The expected outcome is higher community satisfaction with City communication. Currently, the use of contract services helps to streamline the City’s communication processes to get important information to community members more quickly and, internally, to ensure effective and efficient exchange of information between City departments and employees. The focus of the consultant work will continue to be on communication planning, content creation, community and media outreach training, strategic communications counsel, and support on emergent communications issues as needed, and in a way that aligns with the City’s official Public Engagement and Noticing Manual. If selected to provide on-call consulting services, the Consultant will be expected to sign a service provider agreement with the City. For this agreement or any subsequential amendments, the Consultant will work with a single point of contact in the City’s Administration Department, such as the Public Communications Manager or their designee. While there, once placed on the City’s on-call service provider list, the Consultant will have the opportunity to work with the City on a project-by-project basis. The Consultant will have a single point of contact per project and will be provided with a sample scope of work; however, the final scopes of work will be determined with the selected Consultant as part of any contract during negotiations. II. SAMPLE SCOPE OF WORK 1. Strategic public outreach, information and engagement planning 2. Public information distribution 3. Emergency or crisis communications services 4. Brand awareness strategies 5. Media planning and buying 6. Content creation for smaller assignments, including a. Graphic design b. Website content design c. Social media content production d. Video and photography production e. Key messages development f. Speechwriting and editorial content g. Media relations and news releases h. Informational, educational, social media posts i. Special event planning and promotions 7. Construction project information facilitation 8. Public engagement and information gathering Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 -2 - B. PROJECT SCHEDULE Advertise RFQ March 13, 2025 Question / Answer Deadline March 31, 2025 Closing of RFQ April 7, 2025, at 3 PM Interviews Week of April 7th Award Contracts By April 21, 2025 C.GENERAL TERMS AND CONDITIONS PROPOSAL REQUIREMENTS 1.Requirement to Meet All Provisions. Each individual or firm submitting a proposal (bidder) shall meet all the terms, and conditions of the Request for Qualifications (RFQ) project package. By virtue of its proposal submittal, the bidder acknowledges agreement with and acceptance of all provisions of the RFQ specifications. 2.Proposal Submittal. Each proposal must be submitted on the form(s) provided in the specifications and accompanied by any other required submittals or supplemental materials. Proposal documents shall be submitted electronically via BidNet. However, if you can’t submit it electronically, please email a copy to the contacts listed in the RFQ package, if you can’t email it, please send a copy in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. To guard against premature opening, the proposal should be clearly labeled with the proposal title, project number, name of bidder, and date and time of proposal opening. 3.Insurance Certificate. Each proposal must include a certificate of insurance showing: a.The insurance carrier and its A.M. Best rating. b.Scope of coverage and limits. c.Deductibles and self-insured retention. The purpose of this submittal is to generally assess the adequacy of the bidder’s insurance coverage during proposal evaluation; as discussed under paragraph 12 below, endorsements are not required until contract award. The City’s insurance requirements are detailed in Exhibit C to the Agreement (Exhibit A to the RFQ) 4.Proposal Quotes and Unit Price Extension. The hourly rates and/or lump sum prices quoted by the bidder must be entered in figures in the spaces provided on the Proposal Submittal Form(s). Any lump sum bid shall be stated in figures. The Proposal Submittal Form(s) must be totally completed. If the unit price and the total amount stated by any bidder for any item are not in agreement, the unit price alone will represent the bidder’s intention, and the proposal total will be corrected to conform to the specified unit price. 5.Proposal Withdrawal and Opening. A bidder may withdraw its proposal, without prejudice before the time specified for the proposal opening, by submitting a written request to the Director of Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 - 3 - Finance for its withdrawal, in which event the proposal will be returned to the bidder unopened. No proposal received after the time specified or at any place other than that stated in the “Notice Inviting Bids/Requesting Proposals” will be considered. 6. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed to make or file, or to be interested as the primary submitter in more than one proposal, except an alternative proposal when specifically requested; however, an individual or business entity that has submitted a sub-proposal to a bidder submitting a proposal, or who has quoted prices on materials to such bidder, is not thereby disqualified from submitting a sub-proposal or from quoting prices to other bidders submitting proposals. 7. Communications. All timely requests for information submitted in writing will receive a written response from the City and all questions and answers on the bid shall be posted publicly on BidNet. Telephone communications with City staff are not encouraged but will be permitted. However, any such oral communication shall not be binding on the City. CONTRACT AWARD AND EXECUTION 8. Proposal Retention and Award. The City reserves the right to retain all proposals for a period of 60 days for examination and comparison. The City also reserves the right to waive non-substantial irregularities in any proposal, to reject any or all proposals, to reject or delete one part of a proposal, and to accept the other, except to the extent that proposals are qualified by specific limitations. See the “special terms and conditions” of these specifications for proposal evaluation and contract award criteria. 9. Competency and Responsibility of Bidder. The City reserves full discretion to determine the competence and responsibility, professionally and/or financially, of bidders. Bidders will provide, in a timely manner, all information that the City deems necessary to make such a decision. 10. Contract Requirement. The bidder to whom the award is made (Consultant) shall execute a written contract with the City within ten (10) calendar days after notice of the award. The contract shall be made in the form adopted by the City and incorporated in these specifications. CONTRACT PERFORMANCE 11. The City’s contract terms and conditions that Consultant will be expected to execute and be bound by are attached hereto as Exhibit A. D. SPECIAL TERMS AND CONDITIONS 1. Contract Award. On-Call contracts will be awarded to the most qualified bidders that, in the City’s sole discretion in accordance with the Proposal Evaluation and Selection criteria set forth herein (if applicable), provides the best proposal. 2. Sales Tax Reimbursement. For sales occurring within the City of San Luis Obispo, the City receives sales tax revenues. Therefore, for bids from retail firms located in the City at the time of proposal closing for which sales tax is allocated to the City, 1% of the taxable amount of the bid will be deducted from the proposal by the City in calculating and determining the most qualified lowest cost bidder. Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 - 4 - 3. Labor Actions. In the event that the successful proposer is experiencing a labor action at the time of contract award (or if its suppliers or sub-consultants are experiencing such a labor action), the City reserves the right to declare said proposer is no longer the most qualified, responsive proposer and to accept the next acceptable proposal from a proposer that is not experiencing a labor action, and to declare it to be the most qualified, responsive proposer. 5. Contract Term. The supplies or services identified in this specification will be used by the City for five (5) years for on-call communications services. The prices quoted for these items must be valid for the entire period indicated above unless otherwise conditioned by the proposer in its proposal. 6. Supplemental Purchases Supplemental purchases may be made from the successful proposer during the contract term in addition to the items listed in the Detail Proposal Submittal Form. For these supplemental purchases, the proposer shall not offer prices to the City in excess of the amounts offered to other similar customers for the same item. If the proposer is willing to offer the City a standard discount on all supplemental purchases from its generally prevailing or published price structure during the contract term, this offer and the amount of discount on a percentage basis should be provided with the proposal submittal. 7. Non-Exclusive Contract. The City reserves the right to purchase the items listed in the Detail Proposal Submittal Form, as well as any supplemental items, from other vendors during the contract term. 8. Unrestrictive Brand Names. Any manufacturer's names, trade names, brand names or catalog numbers used in the specifications are for the purpose of describing and establishing general quality levels. Such references are not intended to be restrictive. Proposals will be considered for any brand that meets or exceeds the quality of the specifications given for any item. In the event an alternate brand name is proposed, supplemental documentation shall be provided demonstrating that the alternate brand name meets or exceeds the requirements specified herein. The burden of proof as to the suitability of any proposed alternatives is upon the proposer, and the City shall be the sole judge in making this determination. 9. Delivery. Prices quoted for all supplies or equipment to be provided under the terms and conditions of this RFQ package shall include delivery charges, if applicable, to be delivered F.O.B. San Luis Obispo by the successful proposer and received by the City within 90 days after authorization to proceed by the City. 10. Submittal of References. Each proposer shall submit a statement of qualifications and references on the form provided in the RFQ package. 11. Statement of Contract Disqualifications. Each proposer shall submit a statement regarding any past governmental agency bidding or contract disqualifications on the form provided in the RFQ package. Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 -5 - E.SUBMITTAL CONTENT 1.Letter of Interest (5-page maximum). Please include in the submittal a letter introducing the Consultant and expressing the Consultant's interest in being considered for on-call consulting services, clearly identifying the applicable sub-area(s) of interest. The letter of interest should also include the following: a.Provide the name of the entity, its mailing address, telephone, email, and facsimile number. Please describe the organization. b.Indicate that the Consultant has the availability and time to dedicate the personnel and resources necessary to provide on-call consulting services. Indicate the intention of the Consultant to adhere to the provisions described in the RFQ. c.Please identify the contact person responsible for the submittal, specifying the name, title, and contact information. d.Please note that the person signing the letter of interest must be a legal representative of the Consultant authorized to bind the Consultant to an agreement in the event of an award. 2.Relevant Experience of Key Personnel and the Firm (10-page maximum). a.Key Personnel Experience. The submittal must identify the key personnel that is to be assigned if awarded a contract, detailing their qualifications, areas of expertise, a summary of their past experience performing similar services for other jurisdictions, and a resume of each key personnel, including experience working with City staff, local Sa n Luis Obis po community groups and decision-makers, and regional partner agencies. b.Firm Experience. The submittal must describe the Firm's pertinent project experience, including a list of performed relevant projects, past performance, individual or team accomplishments, and examples of similar work for San Luis Obispo or neighboring jurisdictions in California, including experience working with City staff, local San Luis Obispo community groups and decision-makers, and regional partner agencies. c.General Firm Information. General firm information including the number of employees, location of firm headquarters, branch offices, and the number of years in business may also be provided. Please note that general firm information is not a substitute for the specific information requested in sections a and b above. 3.Fee Structure. Please include a clear and comprehensive fee schedule, including a detailed statement of hourly rates for all positions and classifications of individuals involved and reimbursable expenses. Please also include the rates for a project-by-project basis, as noted in the Sample Scope of Work above. 4.Client References. Consultants must provide a minimum of three (3) client references. F.ADDITIONAL SERVICES If there are related services not otherwise identified in the City's RFQ, the Proposer may offer those to the City. Proposals are not required to address any additional services in order to be considered an acceptable proposal. However, the final selection of the successful Proposer may be based on the desirability of the additional services offered. Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 - 6 - G. SELECTION PROCESS Submittals received by the deadline will be reviewed by a selection panel comprised of City staff who have relevant knowledge and experience. The panel will score the proposals based upon the qualification materials submitted according to the following criteria: 1. Letter of Interest. Availability demonstrated the capacity and qualifications necessary to provide the consulting services specified in the RFQ. Ability to meet standard City contract and insurance requirements. 2. Relevant Experience. a. Demonstrated ability, based on consultant experience and specific experience of key personnel, to provide technical assistance on the types of tasks listed in the RFQ. b. Expertise. Consultants should have an area of expertise but need not necessarily be experts in every task in each sub-area to achieve a favorable score. For example, a Consultant may be an expert in video production services only and still could achieve a favorable score. c. Prior experience, including the ability to work with City staff, local San Luis Obispo community groups and decision-makers, and regional partner agencies. (30 Points Maximum) 3. Responsiveness to the RFQ. Presentation, completeness, and clarity of information provided. 4. Fee Structure. The Consultant's cost competitiveness and reasonableness. (20 Points Maximum) 5. Client References. (Pass/Fail) The submittals will be scored on a zero to 100-point scale, excluding bonus points. Consultants who qualify will be placed on the list of qualified on-call consultants for each subarea. Placement on the list of qualified on-call consultants is not a guarantee of work and does not constitute a commitment by the City to enter into a contract with the Consultant. As appropriate, the City may conduct an additional competitive process (e.g., solicit bids or issue Requests for Proposals) prior to awarding contracts. The City anticipates that all services will be on an as-needed or on-call basis. H. ADDITIONAL TERMS AND CONDITIONS A. Nondiscrimination. The City will not discriminate against any interested consultant on the grounds of race, religious creed, color, national origin, ancestry, handicap, disability, marital status, pregnancy, sex, age, or sexual orientation. B. City's Right to Modify RFQ. The City reserves the right at its sole discretion to modify this RFQ (including but not limited to the selection criteria) should the City deem that it is in its best interests to do so. Any changes to the proposal requirements will be made by written addendum. The failure of a consultant to read the latest addendums shall have no effect on the validity of such modification. C. City's Right to Cancel RFQ. The City reserves the right at its sole discretion to cancel this RFQ in part or in its entirety should the City deem that it is in the City's best interests to do so. D. City's Right to Reject All Submittals. The City reserves the right, in its sole discretion, to reject all submittals should the City deem that it is in its best interests to do so. Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 - 7 - E. City's Right to Extend RFQ Deadlines. The City reserves the right to extend the deadline for submittals by written addendum should the City deem that it is in its best interests to do so. F. City Right to Negotiate With Consultants. The City reserves the right to negotiate with the consultants on the list of qualified on-call consultants regarding their exceptions to the standard service provider agreement, if any, or regarding other price and terms in their submittals and to require the selected Consultant to submit such technical, price, or other revisions of their submittals as may result from negotiations. G. Standard Form Service Provider Contract. Consultants acknowledge that placement on the list of qualified on-call consultants does not commit the City to award a contract. For any project, the City reserves the right to award a contract to consultants (1) that are on the list of qualified on- call consultants; (2) that have an existing contract with the City, or (3) that are selected through a separate competitive process. Consultants on the list of qualified on-call consultants who are awarded a contract will be expected to sign a service provider agreement with the City. The standard service provider agreement and associated insurance requirements are attached as Attachment B. Comments or exceptions, if any, to the standard service provider agreement and/or insurance requirements must be noted in the Letter of Interest. It is understood that consultants have reviewed the service provider agreement (Attachment B) and will take exception only to those items identified in their Letter of Interest. Neither review of the submittal by the City nor placement on the list of qualified on-call consultants constitutes an acceptance by the City of the Proposer's recommended changes to the service provider agreement. If there are any concerns or proposed exceptions requested to the standard service provider agreement, these issues will be discussed at the time the City awards a contract, if any. H. Cost of Submittals. All costs incurred during submittal preparation or in any way associated with the Consultant's preparations or submission shall be the sole responsibility of the Consultant. I. Liability for Submittal Errors. Consultants are liable for all errors and omissions contained in their submittals. J. Permits and Licenses. Consultants, at their sole expense, shall obtain and maintain during the term of any agreement all appropriate permits, certificates, and licenses including, but not limited to, a City Business License, which will be required in connection with the performance of on-call consulting services. I. ADDITIONAL CONSIDERATIONS AND ASSUMPTIONS 1. All works submitted to and accepted by the City must be an original piece created by the Consultant. 2. All works submitted by the Consultant must be in standard U.S. English and adhere to the Branding and Style Guide. 3. All works must be submitted in Microsoft Word format and include a headline pertaining to the work in bold. The work should appear in a non-bolded Calibri, 12-point font. Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 -8 - 4.The City reserves the right to use all submitted works in current and/or future forms of current media and/or media to be developed. Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 - 9 - J: PROPOSAL SUBMITTAL FORM - Sample The undersigned declares that she or he: ◼ Has carefully examined [____________], which is hereby made a part of this proposal. ◼ Is thoroughly familiar with its contents. ◼ Is authorized to represent the proposing firm. ◼ Agrees to perform the work as set forth in this proposal. q Certificate of insurance attached; insurance company’s A.M. Best rating: __________________. Firm Name and Address Contact Phone Signature of Authorized Representative Date Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 -10- K. REFERENCES Number of years engaged in providing the services included within the scope of the specifications under the present business name: . Describe fully the last three contracts performed by your firm 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: Agency Name Contact Name Telephone & Email Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome Reference No. 2: Agency Name Contact Name Telephone & Email Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 -11- Reference No. 3 Agency Name Contact Name Telephone & Email Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 -12- L.STATEMENT OF PAST CONTRACT DISQUALIFICATIONS The proposer 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 ◼If yes, explain the circumstances. Executed on at _______________________________________ under penalty of perjury of the laws of the State of California, that the foregoing is true and correct. ______________________________________ Signature of Authorized Proposer Representative Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 EXHIBIT B INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES Without limiting CONSULTANT’s indemnification of CITY, and prior to commencement of Work, CONSULTANT shall obtain, provide and maintain at its own expense during the term of this AGREEMENT, policies of insurance of the type and amounts described below, and in a form satisfactory to CITY. General liability insurance. CONSULTANT shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted. Automobile liability insurance. CONSULTANT shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with Work to be performed under thi s AGREEMENT, including coverage for any owned, hired, non-owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident. Workers’ compensation insurance. CONSULTANT shall maintain Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least $1,000,000). CONSULTANT shall submit to CITY, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of CITY, its officers, agents, employees, and volunteers. Umbrella or excess liability insurance. CONSULTANT shall obtain and maintain an umbrella or excess liability insurance policy with limits that will provide bodily injury, personal injury and property damage liability coverage at least as broad as the primary coverages set forth above, includin g commercial general liability, automobile liability, and employer’s liability. Such policy or policies shall include the following terms and conditions: • A drop-down feature requiring the policy to respond if any primary insurance that would otherwise have applied proves to be uncollectible in whole or in part for any reason; • Pay on behalf of wording as opposed to reimbursement; • Concurrency of effective dates with primary policies; • Policies shall “follow form” to the underlying primary policies; and • Insureds under primary policies shall also be insureds under the umbrella or excess policies. Proof of insurance. CONSULTANT shall provide certificates of insurance to CITY as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers’ compensation. Insurance certificates and endorsements must be approved by CITY’s Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with CITY at all times during the term of this contract. CITY reserves the right to require complete, certified copies of all required insurance policies, at any time. Duration of coverage. CONSULTANT shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the Work hereunder by CONSULTANT, his agents, representatives, employees or subconsultants. Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 Primary/noncontributing. Coverage provided by CONSULTANT shall be primary and any insurance or self-insurance procured or maintained by CITY shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of CITY before the CITY’s own insurance or self-insurance shall be called upon to protect it as a named insured. CITY’s rights of enforcement. In the event any policy of insurance required under this AGREEMENT does not comply with these specifications or is canceled and not replaced, CITY has the right but not the duty to obtain the insurance it deems necessary, and any premium paid by CITY will be promptly reimbursed by CONSULTANT or CITY will withhold amounts sufficient to pay premium from CONSULTANT payments. In the alternative, CITY may cancel this AGREEMENT. Acceptable insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyhold ers’ Rating of A-(or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by the CITY’s Risk Manager. Waiver of subrogation. All insurance coverage maintained or procured pursuant to this AGREEMENT shall be endorsed to waive subrogation against CITY, its elected or appointed officers, agents, officials, employees and volunteers or shall specifically allow CONSULTANT or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. CONSULTANT hereby waives its own right of recovery against CITY and shall require similar written express waivers and insurance clauses from each of its subconsultants. Enforcement of contract provisions (non estoppel). CONSULTANT acknowledges and agrees that any actual or alleged failure on the part of the CITY to inform CONSULTANT of non -compliance with any requirement imposes no additional obligations on the CITY nor does it waive any rights hereunder. Requirements not limiting. Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the CONSULTANT maintains higher limits than the minimums shown above, the CITY requires and shall be entitled to coverage for the higher limits maintained by the CONSULTANT. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the CITY. Notice of cancellation. CONSULTANT agrees to oblige its insurance agent or broker and insurers to provide to CITY with a thirty (30) day notice of cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each required coverage. Additional insured status. General liability policies shall provide or be endorsed to provide that CITY and its officers, officials, employees, and agents, and volunteers shall be additional insureds under such policies. This provision shall also apply to any excess/umbrella liability policies. Prohibition of undisclosed coverage limitations. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to CITY and approved of in writing. Separation of insureds. A severability of interests provision must apply for all additional insureds ensuring that CONSULTANT’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the insurer’s limits of liability. The policy(ies) shall not contain any cross-liability exclusions. Pass through clause. CONSULTANT agrees to ensure that its subconsultants, subconsultants, and Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 any other party involved with the project who is brought onto or involved in the project by CONSULTANT, provide the same minimum insurance coverage and endorsements required of CONSULTANT. CONSULTANT agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. CONSULTANT agrees that upon request, all agreements with consultants, subconsultants, and others engaged in the project will be submitted to CITY for review. CITY’s right to revise specifications. The CITY reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the CONSULTANT ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the CONSULTANT, the CITY and CONSULTANT may renegotiate CONSULTANT’s compensation. Self-insured retentions. Any self-insured retentions must be declared to and approved by CITY. CITY reserves the right to require that self-insured retentions be eliminated, lowered, or replaced by a deductible. Self-insurance will not be considered to comply with these specifications unless approved by CITY. Timely notice of claims. CONSULTANT shall give CITY prompt and timely notice of claims made or suits instituted that arise out of or result from CONSULTANT’s performance under this AGREEMENT, and that involve or may involve coverage under any of the required liability policies. Additional insurance. CONSULTANT shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work. Verification of Coverage. Consultant shall furnish the City with a certificate of insurance showing maintenance of the required insurance coverage, as well as endorsements effecting general liability coverage. All endorsements are to be received and approved by the City before work commences. Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 1001486 2005 155279 205 01-19-2023 INSR LTR TYPE OF INSURANCE ADD INSD SUB WVD POLICY NUMBER POLICY EFF (MM/DD/YYYY)POLICY EXP (MM/DD/YYYY)LIMITS A COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO- JECT LOC OTHER: N N 04/08/2024 04/08/2025 EACH OCCURRENCE 1,000,000$ DAMAGE TO RENTED PREMISES (Ea occurrence)300,000$ MED EXP (Any one person)5,000$ PERSONAL & ADV INJURY 1,000,000$ GENERAL AGGREGATE 2,000,000$ PRODUCTS - COMP/OP AGG 2,000,000$ $ AUTOMOBILE LIABILITY ANY AUTO OWNED AUTOS ONLY SCHEDULED AUTOSHIRED AUTOS ONLY NON-OWNED AUTOS ONLY COMBINED SINGLE LIMIT (Ea accident)$ BODILY INJURY (Per person)$ BODILY INJURY (Per accident)$ PROPERTY DAMAGE (Per accident)$ $ UMBRELLA LIAB OCCUR EXCESS LIAB CLAIMS-MADE DED RETENTION $ EACH OCCURRENCE $ AGGREGATE $ $ WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below Y / N N / A PER STATUTE OTH- ER $ E.L. EACH ACCIDENT $ E.L. DISEASE - EA EMPLOYEE $ E.L. DISEASE - POLICY LIMIT $ SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. CANCELLATION AUTHORIZED REPRESENTATIVE 11/13/2024This form was system-generated on . E-MAIL ADDRESS:julia.tipolt.m35h@statefarm.com CONTACT NAME:Julia Tipolt PHONE (A/C, No, Ext):805-688-5537 FAX (A/C, No): INSURER(S) AFFORDING COVERAGE NAIC # INSURER A :State Farm General Insurance Company 25151 INSURER B : INSURER C : INSURER D : INSURER E : INSURER F : PRODUCER INSURED Julia Tipolt 680 Alamo Pintado Rd Ste 101 Solvang CA 93463 Perez, Robert 626 MONTEREY RD SANTA MARIA CA 934557447 REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) 11/13/2024 ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. CERTIFICATE HOLDER The ACORD name and logo are registered marks of ACORD Docusign Envelope ID: EA1A27D4-7B25-47EC-AF37-4C5E51451504 Certificate Of Completion Envelope Id: EA1A27D4-7B25-47EC-AF37-4C5E51451504 Status: Completed Subject: Complete with Docusign: RP3 Agreement.pdf Department: Supplier: Source Envelope: Document Pages: 46 Signatures: 3 Envelope Originator: Certificate Pages: 5 Initials: 0 Daniel Clancy AutoNav: Enabled EnvelopeId Stamping: Enabled Time Zone: (UTC-08:00) Pacific Time (US & Canada) 990 Palm Street San Luis Obispo, CA 93422 dclancy@slocity.org IP Address: 170.85.55.71 Record Tracking Status: Original 5/16/2025 6:56:16 PM Holder: Daniel Clancy dclancy@slocity.org Location: DocuSign Signer Events Signature Timestamp Robert Perez info@rp3productions.com Owner Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 73.170.209.183 Sent: 5/16/2025 6:59:36 PM Viewed: 5/16/2025 7:00:21 PM Signed: 5/17/2025 12:30:09 PM Electronic Record and Signature Disclosure: Accepted: 5/16/2025 7:00:21 PM ID: f6135cc7-d64f-40ab-a731-44cafe4a3610 Sadie Symens for Christine Dietrick ssymens@slocity.org Deputy City Attorney City of San Luis Obispo Security Level: Email, Account Authentication (None) Signature Adoption: Drawn on Device Using IP Address: 104.129.202.91 Sent: 5/17/2025 12:30:10 PM Viewed: 5/19/2025 7:53:04 AM Signed: 5/19/2025 7:53:27 AM Electronic Record and Signature Disclosure: Not Offered via Docusign Whitney McDonald WMcDonal@slocity.org City Manager City of San Luis Obispo Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 104.129.202.98 Sent: 5/19/2025 7:53:29 AM Viewed: 5/19/2025 9:20:51 AM Signed: 5/19/2025 9:21:11 AM Electronic Record and Signature Disclosure: Not Offered via Docusign In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Whitney Szentesi wszentes@slocity.org Public Communications Manager City of San Luis Obispo, Administration Security Level: Email, Account Authentication (None) Sent: 5/19/2025 9:21:13 AM Electronic Record and Signature Disclosure: Accepted: 7/19/2021 9:22:17 AM ID: 2bef4c6c-b57a-4fb8-aabc-aa8b21a5a079 Robert Perez info@rp3productions.com Owner Security Level: Email, Account Authentication (None) Sent: 5/19/2025 9:21:13 AM Electronic Record and Signature Disclosure: Accepted: 5/16/2025 7:00:21 PM ID: f6135cc7-d64f-40ab-a731-44cafe4a3610 Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 5/16/2025 6:59:36 PM Certified Delivered Security Checked 5/19/2025 9:20:51 AM Signing Complete Security Checked 5/19/2025 9:21:11 AM Completed Security Checked 5/19/2025 9:21:13 AM Payment Events Status Timestamps Electronic Record and Signature Disclosure ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, Carahsoft OBO City of San Luis Obispo (we, us or Company) may be required by law to provide to you certain written notices or disclosures. 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Your document has been completed VIEW COMPLETED DOCUMENT Daniel Clancy dclancy@slocity.org All parties have completed Complete with Docusign: SMPA Agreement.pdf. Do Not Share This Email This email contains a secure link to Docusign. Please do not share this email, link, or access code with others. Alternate Signing Method Visit Docusign.com, click 'Access Documents', and enter the security code: 0B295D9B36484E6D9E361F05EB8BC7EC3 About Docusign Sign documents electronically in just minutes. It's safe, secure, and legally binding. Whether you're in an office, at home, on-the-go -- or even across the globe -- Docusign provides a professional trusted solution for Digital Transaction Management™. 2 Questions about the Document? If you need to modify the document or have questions about the details in the document, please reach out to the sender by emailing them directly. Stop receiving this email Report this email or read more about Declining to sign and Managing notifications. If you have trouble signing, visit "How to Sign a Document" on our Docusign Support Center, or become part of the Docusign Community to access tips and guidance from peers. Download the Docusign App This message was sent to you by Daniel Clancy who is using the Docusign Electronic Signature Service. If you would rather not receive email from this sender you may contact the sender with your request. CITY OF SAN LUIS OBISPO ON-CALL PROFESSIONAL SERVICES AGREEMENT This agreement (Agreement) is made and entered into in the City of San Luis Obispo on ____________, by and between the City of San Luis Obispo, a municipal corporation and charter city (City), and Stacy Miller Public Affairs, Inc., hereinafter referred to as Consultant (collectively referred to as the “Parties”). WITNESSETH: WHEREAS, on March 13, 2025, City requested qualifications for communications support services, (the “Project”); and WHEREAS, the City wants to engage Consultant for on-call, as-needed communication services (the “Services”); and WHEREAS, Consultant is qualified to perform this type of Services and has submitted a written proposal to do so, which has been accepted by City; and NOW, THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter contained, the Parties hereto agree as follows: 1.TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as first written above, until June 30, 2028, with the option to extend for an additional two years. 2.INCORPORATION BY REFERENCE. Notice Requesting Qualifications for Communications Services and Consultant's proposal submittal are hereby incorporated in and made a part of this Agreement, attached as Exhibit A. The City’s insurance requirements are hereby incorporated in and made part of this Agreement, attached as Exhibit B. To the extent that there are any conflicts between the Consultant’s fees and scope of work and the City’s terms and conditions as stated herein, the City’s terms and conditions shall prevail unless specifically agreed otherwise in writing and signed by both Parties. 3.CITY’S OBLIGATIONS. For providing services as specified in this Agreement, and upon receipt of an invoice, City will pay and Consultant shall receive compensation as set forth in Consultant’s proposal and pursuant to the Payment Terms set forth in Exhibit A. 4.CONSULTANT’S OBLIGATIONS. For and in consideration of the payments and agreements herein before mentioned to be made and performed by City, Consultant agrees with City to do everything required by this Agreement including that work as set forth in Exhibit A. 5.PAYMENT OF TAXES. The contract prices shall include full compensation for all taxes that Consultant is required to pay. 6.LICENSES AND PERMITS. At all times during the term of this Agreement, Consultant shall have in full force and effect, all licenses required of it by law for the performance of the Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 5/20/2025 | 11:33 AM PDT Services described in this Agreement. The Consultant shall procure all permits and licenses, pay all charges and fees, and give all notices necessary under this Agreement. 7.COMPLIANCE WITH LAW. The Consultant shall keep itself informed of and shall observe and comply with all applicable State and Federal laws and regulations, and county and City of San Luis Obispo ordinances, regulations and adopted codes, which in any manner affect those employed by Consultant or in any way affect the performance of the Services pursuant to this Agreement. The City, and its officers and employees, shall not be liable at law or in equity occasioned by failure of the Consultant to comply with this Section. Failure to comply with local ordinances may result in monetary fines and cancellation of this Agreement. 8.COMPLIANCE WITH INDUSTRY STANDARD. Consultant shall provide services acceptable to City in strict conformance with the Agreement. Consultant shall also provide in accordance with the standards customarily called for under this Agreement using the degree of care and skill ordinarily exercised by reputable providers of such services. Where approval by the City, the City Manager, the Mayor, or other representative of City is required, it is understood to be general approval only and does not relieve Consultant of responsibility for complying with all applicable laws, codes, policies, regulations, and good business practices. 9.INDEPENDENT CONSULTANT. a.Consultant is and shall at all times remain as to the City a wholly independent Consultant. The personnel performing the Services under this Agreement on behalf of Consultant shall at all times be under Consultant's exclusive direction and control. Neither City nor any of its officers, employees, or agents shall have control over the conduct of Consultant or any of Consultant's officers, employees, or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the City. Consultant shall not incur or have the power to incur any debt, obligation, or liability whatsoever against City, or bind City in any manner. b.No employee benefits shall be available to Consultant in connection with the performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Consultant for performing the Services hereunder for City. City shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder. c.Consultant’s duties and services under this agreement shall not include preparing or assisting the public entity with any portion of the public entity’s preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with the public entity. The public entity entering this agreement shall at all times retain responsibility for public contracting, including with respect to any subsequent phase of this project. Consultant/Consultant’s participation in the planning, discussions, or drawing of project plans or specifications shall be limited to conceptual, preliminary, or initial plans or specifications. Consultant/Consultant shall cooperate with the public entity to Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 ensure that all bidders for a subsequent contract on any subsequent phase of this project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by Consultant pursuant to this agreement.” 10.PRESERVATION OF CITY PROPERTY. The Consultant shall provide and install suitable safeguards, approved by the City, to protect City property from injury or damage. If City property is injured or damaged resulting from Consultant’s operations, it shall be replaced or restored at Consultant’s expense. The City’s facilities shall be replaced or restored to a condition as good as when the Consultant began the work. 11.IMMIGRATION ACT OF 1986. The Consultant warrants on behalf of itself and all subconsultants engaged for the performance of the Services that only persons authorized to work in the United States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the Services hereunder. 12.NON-DISCRIMINATION. In the performance of the Services, the Consultant agrees that it will not engage in, nor permit such subconsultants as it may employ, to engage in discrimination in employment of persons because of age, race, color, sex, national origin or ancestry, sexual orientation, or religion of such persons. 13.PAYMENT TERMS. The City’s payment terms are 30 days from the receipt of an original invoice and acceptance by the City of the materials, supplies, equipment, or services provided by the Consultant (Net 30). Consultant will submit invoices monthly for actual services performed. Invoices shall be submitted on or about the first business day of each month, or as soon thereafter as practical, for services provided in the previous month. Final June invoices shall be received no later than the 5th business day of July to meet City fiscal year-end deadlines. Payment shall be made within thirty (30) days of receipt of each invoice as to all non-disputed fees. If the City disputes any of Consultant's fees it shall give written notice to Consultant within thirty (30) days of receipt of an invoice of any disputed fees set forth on the invoice. Any final payment under this Agreement shall be made within forty-five (45) days of receipt of an invoice, therefore. 14.INSPECTION. City shall at all times have the right to inspect the work being done under this Agreement and Consultant shall furnish City with every reasonable opportunity and assistance required for City to ascertain that the Services of the Consultant are being performed in accordance with the requirements and intentions of this Agreement. All work done, and all materials furnished, if any, shall be subject to the City’s inspection and approval. The inspection of such work shall not relieve Consultant of any of its obligations under the Agreement. 15.RELEASE OF INFORMATION. a.All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without City's prior written authorization. Consultant, its officers, employees, agents, or subconsultants, shall not, without written authorization from the City Manager or unless requested by the City Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this Agreement. Response to a subpoena or Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 court order shall not be considered "voluntary" provided Consultant gives City notice of such court order or subpoena. b.Consultant shall promptly notify City should Consultant, its officers, employees, agents, or subconsultants be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions, or other discovery request (“Discovery”), court order, or subpoena from any person or party regarding this Agreement, unless the City is a party to any lawsuit, arbitration, or administrative proceeding connected to such Discovery, or unless Consultant is prohibited by law from informing the City of such Discovery. City retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing, or similar proceeding as allowed by law. Unless City is a party to the lawsuit, arbitration, or administrative proceeding and is averse to Consultant in such proceeding, Consultant agrees to cooperate fully with City and to provide the opportunity to review any response to Discovery requests provided by Consultant. However, City's right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response. 16.OWNERSHIP OF DOCUMENTS. a.Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts, and other such information required by City that relate to the performance of the Services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of City or its designees at reasonable times to such books and records; shall give City the right to examine and audit said books and records; shall permit City to make transcripts or copies therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment. b.Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared in the course of providing the Services under this Agreement shall become the sole property of the City and may be used, reused, or otherwise disposed of by the City without the permission of the Consultant. With respect to computer files, Consultant shall make available to the City, at the Consultant's office and upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, transferring, copying and/or printing computer files. Consultant hereby grants to City all right, title, and interest, including any copyright, in and to the documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared by Consultant in the course of providing the Services under this Agreement. Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 17.INDEMNIFICATION AND DEFENSE. To the fullest extent permitted by law (including, but not limited to California Civil Code Sections 2782 and 2782.8), Consultant shall indemnify, defend, and hold harmless the City, and its elected officials, officers, employees, volunteers, and agents (“City Indemnitees”), from and against any and all causes of action, claims, liabilities, obligations, judgments, or damages, including reasonable legal counsels’ fees and costs of litigation (“claims”), arising out of the Consultant’s performance or Consultant’s failure to perform its obligations under this Agreement or out of the operations conducted by Consultant, including the City’s passive negligence, except for such loss or damage arising from the sole or active negligence or willful misconduct of the City. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from Consultant’s performance of this Agreement, the Consultant shall provide a defense to the City Indemnitees or at the City’s option, reimburse the City Indemnitees the ir costs of defense, including reasonable legal fees, incurred in defense of such claims. The review, acceptance or approval of the Consultant’s work or work product by any indemnified party shall not affect, relieve or reduce the Consultant’s indemnification or defense obligations. This Section survives the completion of the services or the termination of this contract. The provisions of this section are not limited by and do not affect the provisions of this contract relating to insurance. Consultant’s indemnification obligations under this section extend to any claims arising out of or related to the negligence, recklessness, or willful misconduct of any sub-consultants/ subconsultants. 18.SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE. a.The City may at any time, for any reason, with or without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon the Consultant at least thirty (30) days prior written notice. Upon receipt of said notice, the Consultant shall immediately cease all work under this Agreement, unless the notice provides otherwise. If the City suspends or terminates a portion of this Agreement such suspension or termination shall not make void or invalidate the remainder of this Agreement. b.In the event this Agreement is terminated pursuant to this Section, the City shall pay to Consultant the actual value of the work performed up to the time of termination, provided that the work performed is of value to the City. Upon termination of the Agreement pursuant to this Section, the Consultant will submit an invoice to the City pursuant to Section 14. 19.TERMINATION FOR CAUSE. If, during the term of the Agreement, the City determines the Consultant is not faithfully abiding by any term or condition contained herein, the City may notify the Consultant in writing of such defect or failure to perform. This notice must give the Consultant a ten (10) calendar day notice of time thereafter in which to perform said work or cure the deficiency. a.If the Consultant has not performed the work or cured the deficiency within the ten (10) days specified in the notice, such shall constitute a breach of the Agreement and the City may terminate the Agreement immediately by written notice to the Consultant to said effect (“Notice of Termination”). Thereafter, neither party shall Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 have any further duties, obligations, responsibilities, or rights under the Agreement except to comply with the obligations upon termination. b.In said event, the Consultant shall be entitled to the reasonable value of its services performed from the beginning date in which the breach occurs up to the day it received the City’s Notice of Termination, minus any offset from such payment representing the City’s damages from such breach. “Reasonable value” includes fees or charges for goods or services as of the last milestone or task satisfactorily delivered or completed by the Consultant as may be set forth in the Agreement payment schedule; compensation for any other work or services performed or provided by the Consultant shall be based solely on the City’s assessment of the value of the work-in-progress in completing the overall scope. c.The City reserves the right to delay such payment until completion or confirmed abandonment of the project, as may be determined in the City’s sole discretion, so as to permit a full and complete accounting of costs. In no event, however, shall the Consultant be entitled to receive in excess of the not to exceed amount shown in this Agreement. 20.INSURANCE. Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in Exhibit B attached to and made part of this Agreement. 21.BUSINESS LICENSE & TAX. The Consultant must have a valid City of San Luis Obispo business license & tax certificate before execution of the contract. Additional information regarding the City’s business tax program may be obtained by calling (805)781-7134. 22.SAFETY PROVISIONS. The Consultant shall conform to the rules and regulations pertaining to safety established by OSHA and the California Division of Industrial Safety. 23.PUBLIC AND EMPLOYEE SAFETY. Whenever the Consultant operations create a condition hazardous to the public or City employees, it shall, at its expense and without cost to the City, furnish, erect and maintain such fences, temporary railings, barricades, lights, signs and other devices and take such other protective measures as are necessary to prevent accidents or damage or injury to the public and employees. 24.UNDUE INFLUENCE. Consultant declares and warrants that no undue influence or pressure was used against or in concert with any officer or employee of the City in connection with the award, terms or implementation of this Agreement, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the City has or will receive compensation, directly or indirectly, from Consultant, or from any officer, employee or agent of Consultant, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement. Violation of this Section shall be a material breach of this Agreement entitling the City to any and all remedies at law or in equity. 25.ASSIGNMENT. The Consultant shall not assign, transfer, convey or otherwise dispose of the contract, or its right, title or interest, or its power to execute such a contract to any individual or business entity of any kind without the previous written consent of the City. As required above, before retaining or contracting with any subconsultant for any services under this Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 Agreement, City must consent to such assignment of performance in writing. For City to evaluate such proposed assignment, Consultant shall provide City with the identity of the proposed subconsultant, a copy of the proposed written contract between Consultant and such subconsultant, which shall include an indemnity provision similar to the one provided herein and identifying City as an indemnified party, or an incorporation of the indemnity provision provided herein, and proof that such proposed subconsultant carries insurance at least equal to that required by this Agreement or obtain a written waiver from City for such insurance. 26.AMENDMENT. Any amendment, modification, or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the appropriate review authority according to the City’s Financial Management Manual. Consultant shall not be compensated for any services rendered in connection with its performance of this Agreement which are in addition to those set forth herein, unless such additional services are authorized by the City in advance and in writing. 27.COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete Agreement between the Parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral Agreement, understanding, or representation be binding upon the Parties hereto. Each party is entering into this Agreement based solely upon the representations set forth herein and upon each party's own independent investigation of any and all facts such party deems material. 28.NOTICE. All notices to the Parties hereto under this Agreement shall be in writing and shall be sent either by (i) personal service, (ii) delivery by a reputable document delivery service, such as, but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) United States Mail, certified, postage prepaid, return receipt requested. All such notices shall be delivered to the addressee or addressed as set forth below: To City: To Consultant: Administration Department (Communications) City of San Luis Obispo 990 Palm St. San Luis Obispo, CA 93402 Attention: Whitney Szentesi (wszentes@slocity.org) Stacy Miller Public Affairs, Inc. 1237 S. Victoria Ave., Suite 501 Oxnard, CA 99035-1392 Stacy@StacyMillerPA.com 29.GOVERNING LAW. Any action arising out of this Agreement shall be brought in the Superior Court of San Luis Obispo County, California, regardless of where else venue may lie. The validity, interpretation, construction and performance of this Agreement, and all acts and transactions pursuant hereto and the rights and obligations of the Parties hereto shall be Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 governed, construed and interpreted in accordance with the laws of the State of California, without giving effect to principles of conflicts of law. 30.AUTHORITY TO EXECUTE AGREEMENT. Both City and Consultant do covenant that each individual executing this Agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. IN WITNESS WHEREOF, the Parties hereto have caused this instrument to be executed the day and year first above written. CITY CONSULTANT _______________________________ By: _______________________________ By: APPROVED AS TO FORM: _______________________________ By: J. Christine Dietrick, City Attorney Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 April 7, 2025 EXHIBIT A Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 Stacy P U B L I C A F FA I R S I N C. Re: Request for Qualifications -On-Call Communications Services for the City of San Luis Obispo Dear Selection Committee, Thank you for the opportunity to submit qualifications on behalf of Stacy Miller Public Affairs, Inc. (SMPA) for on-call communications services with the City of San Luis Obispo. At SMPA, we bring more than 100 years of combined experience in public relations, digital and traditional marketing, branding, community engagement and content design. We're a passionate team that thrives on helping public agencies connect with their communities in meaningful, authentic ways- and we believe our collaborative, hands-on approach would be a great fit for San Luis Obispo. We're especially excited about the possibility of working with the City of San Luis Obispo. It's a vibrant, forward-thinking community that values transparency, sustainability and innovation-all values we share. Our team has deep roots along the Central Coast and understands the importance of preserving the unique character of SLO while keeping residents informed and engaged. Whether it's supporting public information campaigns, helping navigate sensitive issues, or crafting creative content that reflects the City's voice, we're ready to step in and support your goals. SMPA is known for building thoughtful, integrated communication strategies that work across platforms, from social media and websites to press releases and in-person events. We take pride in staying ahead of industry trends while remaining grounded in proven outreach practices. Our team works closely with clients to make sure every message aligns with their mission and resonates with their audiences. This letter confirms that SMPA meets the insurance requirements outlined in the RFQ, has read and understands the document in full, and is both available and fully capable of meeting the City's expectations and needs. You can learn more about us at StacyMillerPA.com, and I welcome you to reach out directly at 818-402-5806 or via email at Stacy@StacyMillerPA.com. We appreciate your consideration and would love the opportunity to collaborate with the City of San Luis Obispo. Sincerely, Stacy Miller Communications • Public Relations • Government Affairs 1337 S. Victoria Avenue, Suite 501, Oxnard, CA 99035-1392 (805) 246-1433 Venture/Santa Barbara (213) 995-6115 Los Angeles (818) 402-5806 Mobile Stacy@StacyMillerPA.com www.StacyMillerPA.com Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 Stacy Miller Public Affairs, Inc. Request for Qualifications Company Profile The Stacy Miller Public Affairs, Inc. (SMPA) team collectively has more than 100 years of experience and extensive knowledge of community engagement, media and community relations, public education and social media management for public and private organizations. We have a talented and dedicated team known for their ability to develop and integrate full-service public relations and community engagement campaigns. Our team is made up of experienced communications professionals with deep, hands-on knowledge of how local governments operate. Some of our team members have served directly within executive offices of city and county governments, managing internal and external communications at the highest levels. Others have acted as strategic partners to local agencies, supporting a wide range of public engagement efforts across multiple jurisdictions. We also bring expertise in digital and social media, with specialists who know how to craft effective messaging, manage on line communities, and deliver content that resonates with diverse audiences across platforms. SMPA delivers. We are best known for mission-critical work in Santa Barbara County and beyond during the COVID-19 pandemic and during/after the Thomas Fire and 1/9 Debris Flow. Our work has engaged millions of residents, local businesses and visitors and helped connect people with life-saving information via sharply executed websites, community engagement, branded graphic imagery and social media management. We have also worked for various public sector clients across California including the Port of Hueneme, Cities of Santa Barbara, Palmdale, Glendale, Thousand Oaks, Pasadena, Westlake Village, San Gabriel and other municipalities to implement emergency communications, outreach, media management and community support programs. Official Business Name: Stacy Miller Public Affairs, Inc. Primary Contact: Stacy Miller, President & CEO Firm Address: 1237 S. Victoria Ave. #501, Oxnard, California 93035 Contact Information: Stacy@StacyMillerPA.com StacyMillerPA.com 818-402-5806 Type of business entity of consultant: S Corporation -Women Owned Business Federal Employer I.D. Number: 47-3100475 Number of years consultant has been in business under the present business name: 16 Number of years of experience the consultant has been providing required, equivalent, or related services: 35 Any failures or refusals to complete a contract, and explanation. No. Never. Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 SMPA Services Stacy Miller Public Affairs, Inc. (SMPA) is a full-service public relations and communication firm dedicated to delivering the right message at the right time to the right audience. From traditional public relations services to crisis communication, strategic communication, government relations, stakeholder engagement and coalition building, SMPA helps public, private and non-profit clients achieve and surpass their strategic goals. The following SMPA services are available, but not limited to: Community & Stakeholder Outreach To establish relationships with targeted community groups, SMPA focuses on building community outreach programs, organizing events, and providing innovative ways to reach consumers. SMPA develops interactive outreach materials to inform the public and further strengthen brand reputation and credibility. SMPA uses traditional outreach efforts, such as billing inserts and customer information publications like newsletters and brochures, as well as social media. SMPA also specializes in public engagement and information gathering, ensuring stakeholders have a voice and clients have valuable input to guide decisions. Crisis Communications In the world of communications, crisis communications are not an "if" but a "when." SMPA ensures its clients are prepared for when issues arise and will be there every step of the way. SMPA offers emergency and disaster-related communications services, including rapid response messaging, updates, and multi-platform coordination. The SMPA team has supported clients through major events, including the Thomas Fire and subsequent 1/9 Debris Flow, and ongoing communications for the COVID-19 pandemic for counties, cities and special districts. Media Relations SMPA thrives in media relations and helps clients succeed by building brand awareness, increasing credibility, and maintaining strong relationships with Central Coast and California media outlets. SMPA understands the importance of crafting effective communication plans with crucial PR strategies, such as press releases and earned media, ghostwriting op-eds, newsletters, media coordination, key messages for spokespeople, and maintaining a robust PR database. Website & Content Management SMPA knows staying connected with the community is important. SMPA serves as a webmaster with regular postings of meeting agendas and videos, creation of new content, routine updates, and website troubleshooting. Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 Event Planning & Promotions SMPA develops and executes special events designed to engage the public, build brand visibility, and promote programs or initiatives. Services include: •Event logistics and coordination •Creative concepts and branding •Promotion across traditional and digital media •On-site staffing and follow-up communication Content Creation SMPA develops compelling and strategic content to support public outreach, stakeholder engagement, and brand awareness goals. Whether it's crafting persuasive messaging for a community campaign or producing accessible, informative materials for a specific project, SMPA's content is developed to meet the unique needs of each client. The team produces a wide range of content, including informational and educational materials, social media posts, and outreach tools designed to inform, engage, and inspire. From large-scale initiatives to smaller, quick-turnaround assignments, SMPA ensures all content is clear, visually appealing, and aligned with broader communication objectives. Additionally, SMPA has extensive experience facilitating capital improvement and infrastructure/construction-related project information, ensuring complex or technical updates are translated into user-friendly content that helps residents stay informed and connected. Social Media SMPA crafts, implements, and manages social media to complement a comprehensive public relations strategy. Using an organization's website as the "home base," the team drives traffic to and from social platforms to deliver key messages. SMPA develops social content to target audiences and monitors engagement, employing innovative digital media buying strategies to grow reach. SMPA's approach combines strategic content development, community engagement, and high- performing ad campaigns to meet defined goals-whether that's brand awareness, lead generation, or conversion. SMPA also develops, implements, and continuously optimizes paid social media campaigns (including Meta Ads) with audience targeting, creative testing, and performance tracking at every stage of the funnel. Social Media services include: •Social media content planning and production •Campaign development •Monitoring and analytics •Meta (Facebook & lnstagram) ad campaign strategy and implementation Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 Search Engine Optimization (SEO) SMPA provides strategic SEO services to ensure organizations rank higher in search engines, reach the right audience, and build lasting visibility. SMPA combines on-page, technical, and content-driven SEO strategies to create long-term organic growth. We focus on optimizing your website structure, content, and metadata, while also guiding keyword-rich content production and link-building opportunities that align with your broader communications strategy. SEO services include: •SEO audit and technical optimization •Keyword research and strategic content planning •On-page SEO (titles, tags, metadata, internal linking) •Blog and landing page content optimization •Local SEO for geographic visibility •Ongoing reporting and performance insights Benefits of SEO: •Increased visibility in search results •Steady growth in qualified organic traffic •Enhanced user experience and faster site performance •Long-term cost savings compared to paid channels •Greater authority and trust in your sector Google Ads SMPA offers Google Ads management designed to drive immediate traffic and measurable results through paid search. We plan and manage campaigns that align with your goals-whether it's to boost awareness, generate leads, or drive conversions. From keyword targeting to conversion tracking, we handle the full lifecycle of Google Ads campaigns to ensure every dollar spent works harder for your brand. Google Ads services include: •Campaign strategy and keyword planning •Search, Display, and YouTube ad creation •Budget management and bid optimization •Conversion tracking and landing page recommendations •Reporting Benefits of Google Ads: •Immediate visibility on search engines •Precision targeting by intent, location, device, and more •Scalable campaigns based on performance •Real-time analytics for transparent ROI •Flexibility to test messaging and offers Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 Targeted Advertising & Publicity In addition to nurturing relationships with media outlets including local television and newspapers, SMPA assists with advertising and publicity across various platforms. Services include: •Print, radio, video, and streaming ad development and placement •Local radio promotions •Google and Meta/social media platform buys •Event-specific media pushes Translation and Communications SMPA translates media and communication materials into Spanish and other languages upon request. With team members fluent in five languages, SMPA ensures messaging is culturally relevant and reaches all community members effectively. Graphic Design All tactics are supported by a cohesive and professional design approach. SMPA's in-house design team provides: •Branding and logo development •Printed and digital collateral design •lnfographics, visual storytelling, and layout services •Design for social, website, and advertising assets Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 Team Resumes STACY MILLER, PRESIDENT & CEO Stacy Miller is a highly accomplished communications, community engagement and public affairs strategist whose versatility and expertise has been crucial to successful strategic communications projects for public, private, and non-profit organizations. Ms. Miller's professional experience in public, private and non-profit communications, public relations and government affairs extends over 25 years and provides a broad base of expertise that has led organizations and clients to surpass their strategic goals. Prior to launching her consulting firm in 2008, Ms. Miller served as the Intergovernmental Relations Director for the City of Santa Clarita, the third-largest city in Los Angeles County and the Vice President of External Relations for one of California's largest non-profit organizations. She began her career in the private sector with Sunkist Growers. Ms. Miller holds a master's in public administration. She and her husband of 30 years are the proud parents of Trent, a U.S. Army Ranger and Paige a successful professional in the high-tech industry . •SMPA is based in Ventura County •Ms. Miller is a full-time resident of Oxnard, Ventura County's largest city •Served as the Chair of the Board of the Oxnard Chamber of Commerce in 2018 and 2019 •Currently serves as the inaugural President of Oxnard Police Community Foundation (OPCF) •Serves on the Board of the Oxnard Convention and Visitors Bureau (Visit Oxnard) •Active member of the Ventura, Camarillo and Conejo Valley Chambers of Commerce Successes include: •Stacy Miller Public Affairs was selected by the County of Santa Barbara to design a new brand for the county's health department. The rebranding was to bring together all of the branches of the department including human, animal, and environmental health and elevate the values that the department espoused but had not necessarily promoted. SMPA conducted a comprehensive brand discovery that included leadership, employee, and stakeholder interviews, reviews of existing materials and needs, as well as a comprehensive competitive analysis and brand/values mapping process. SMPA arrived at a visual system that elevated the organization's values and brand pillars while bringing the multiple departments into a visually unified code. The new brand functions as a beacon for health in the county. Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 STACY MILLER, PRESIDENT & CEO Successes include: •Lead crisis communication efforts for County of Santa Barbara for COVID-19 pandemic and Recovery efforts •Developed and implemented COVID-19 communication plan •Developed and built two websites for COVID information for residents and businesses •Lead crisis communication efforts for City of Westlake Village for COVID-19 pandemic and recovery efforts •Developed and implemented a comprehensive communication plan and program for COVID-19 and Recovery efforts •Developed and built a website for COVI D information for residents and businesses •Lead crisis communication efforts for County of Santa Barbara during the Thomas Fire and 1/9 Debris Flow •Developed and implemented comprehensive communication plan for both disasters •Developed and built original ReadySBC.org website •Lead COVID-19 communication efforts for ColourPop Cosmetics, Oxnard's largest employer Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 TERRI MAUS-NISICH, SR. VICE PRESIDENT, STRATEGY & ORGANIZATIONAL DEVELOPMENT Ms. Maus-Nisich is an accomplished local government professional with more than 35 years of executive-level experience in the effective development and execution of strategic planning, organizational development, community building, communications, and innovative problem-solving strategies. As Assistant County Executive Officer with the County of Santa Barbara, Ms. Maus-Nisich initially led the municipal services departments and later health and human services, which included First Five, Behavioral Wellness, Public Health, Social Services, Child Support Services, and Community Services. She also oversaw communications, emergency management and spearheaded the advancement of multiple projects and services to facilitate community engagement, advance community recovery from disasters and address the needs of the most vulnerable countywide. Ms. Maus-Nisich also served with the City of Santa Clarita for 15 years in various positions from intern, Analyst, Assistant to the City Manager, Department Head of various departments, and Deputy City Manager. Ms. Maus-Nisich has received numerous awards and recognition in communications, strategic planning, community-based problem solving, organizational development and the delivery of human services programs. In 2023, she was recognized by the California State Legislature for her achievements and contributions as women leader within the State of California. Experience •Stacy Miller Public Affairs Inc., Senior Vice President, Strategy and Organizational Development 2023-Present •County of Santa Barbara, Assistant County Executive Officer, Health and Human Services 2002-2023 •City of Santa Clarita, Deputy City Manager (progressively responsible roles prior) 1987-2002 Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 KATIE FERBER WESCHLER, DIRECTOR, PUBLIC SECTOR COMMUNICATION & STRATEGY With more than a decade of experience in media and public relations, Ms. Ferber Weschler has cultivated a diverse portfolio working with clients ranging from municipal governments and public hospitals to school districts, universities and non-profit organizations. Ms. Ferber Weschler's journey began in local television news as a producer at KSBY-TV in San Luis Obispo before transitioning to the realm of public relations, where her focus shifted toward community engagement, stakeholder building and public policy advocacy. Her expertise has left an indelible mark across various sectors, with notable clients including the County of Santa Barbara, the City of San Luis Obispo, the Port of Hueneme/Oxnard Harbor District, San Luis Coastal School District, Natividad Medical Center, San Luis Obispo Tourism Business Improvement District, Sierra Vista and Twin Cities Medical Centers, Cal Poly SLO, NextEra Energy, Pacific Gas & Electric, Philips 66-Santa Maria Refinery and Chevron. An alumna of Cal Poly San Luis Obispo with a Master of Public Policy and a Bachelor of Science in broadcast journalism, Ms. Ferber Weschler's academic background complements her practical experience. Married to a United States Army Officer, she is deeply committed to facilitating connections between government entities and the communities they serve through innovative, engaging and impactful public relations campaigns. Experience •Lead public relations and community engagement efforts for City of San Luis Obispo, working closely with the City Manager's Office. Projects included: State of the City presentations, Annual REOC Report, City Council communications, •Worked on San Luis Obispo County Citizens for Measure J (Transportation Sales Tax Initiative), in partnership with SLOCOG • 5 years local television news producer at KSBY and KCOY •10 years Public Relations and Community Engagement Strategist/ Account Manager •Master of Public Policy and Bachelor of Science in broadcast journalism, agricultural communications from Cal Poly SLO Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 MORGAN ROUTT, SOCIAL MEDIA SPECIALIST Morgan Routt is a marketing professional specializing in digital storytelling, strategic communications, and brand engagement. She excels in crafting compelling narratives that resonate with audiences and drive meaningful interactions. With experience managing organic social media for five accounts, she oversees content strategy, creation, scheduling, and performance monitoring to enhance brand visibility and community engagement. She holds a Bachelor of Arts in Business Administration with a focus on Marketing from Washington State University's Carson College of Business. Her academic background, combined with hands-on experience, has equipped her with a deep understanding of consumer behavior, brand strategy, and data-driven marketing. Passionate about the ever-evolving digital landscape, she continues to refine her expertise in audience engagement, content strategy, and social media analytics to create impactful and results-driven campaigns. Experience •Managed social media for 10 different client accounts, some across both lnstagram and Facebook, tailoring content to fit unique brand identities. •Led the development of a cohesive brand voice across multiple platforms, ensuring consistency and impact. •Created and executed social media campaigns that increased follower growth and audience interaction. •Designed and implemented a strategic content calendar, improving post-performance and audience retention. Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 Fee Structure Team Member Role Hourly Rate Stacy Miller, Account Supervision, Strategy, Crisis Communications $295 President & CEO Management Terri Maus-Nisich, Sr. Vice President, Strategy, Crisis Communications Advising, Strategy & $225 Organizational Development Organizational Development Katie Ferber Weschler, Director, Account & Project Management, Content Strategy Public Sector $90 Communication & and Development Strategy Morgan Routt, Associate, Social Media Content Development, Social Media $45 & Communications Individual projects can be estimated at an hourly or a retainer-based fee. Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 References Agency Name BEACON Contact Name Marc Beyler Telephone & (510) 316-6095 Email Beyeler@beacon.ca.gov MarcBeyeler@mac.com Street Address 105 East Anapamu Street, Suite 201 City, State, Zip Santa Barbara, CA 93103 Code SMPA led a strategic communications project for BEACON to strengthen messaging, increase visibility, and align stakeholders across the Central California Coast. The engagement began with a targeted Listening Tour Description of featuring interviews with leadership and Board Members to uncover services organizational insights and align priorities. These findings informed the provided development of a professionally written and designed Annual Impact Report, including which showcased BEACON's work on coastal erosion, beach nourishment, and contract ocean health. BEACON's Board praised the final report for its clarity, quality, amount, when and effectiveness in communicating regional impact. To support ongoing provided and outreach, SMPA created a series of customized PowerPoint presentations project tailored to each Board Member's jurisdiction. These "road show" decks outcome equipped BEACON leadership with adaptable, compelling tools to communicate their mission and accomplishments to stakeholders. The project delivered a unified voice, stronger stakeholder engagement, and lasting value for BEACON's communications efforts. Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 References Agency Gold Coast Health Plan (GCHP) Name Contact Susana Enriquez-Euyoque Name Telephone (805) 910-0126 &Email SEnriquez@goldchp.org Street 711 East Daily Drive, Suite 106 Address City, State, Camarillo, CA 93010-6082 Zip Code Since 2017, SMPA has served as a strategic communications partner to Gold Coast Health Plan (GCHP), leading the development and execution of comprehensive Descriptio media strategies to increase public awareness, drive member engagement, and n of support the Plan's strategic priorities. SMPA crafted and implemented targeted, services multi-channel outreach campaigns tailored to GCHP's diverse member base. provided Channels include print, radio, TV, digital, social media, out-of-home, transit, grocery including store ads, and door hangers. SMPA managed every aspect of media planning and contract buying-from vendor negotiations and placement strategy to real-time amount, performance optimization and budget oversight. Creative services focused on when producing compelling, platform-specific content for digital and social media, provided ensuring consistent messaging and branding. SMPA also provided detailed reporting and and analytics through monthly, quarterly, and annual reviews-tracking project performance, identifying high-impact tactics, and refining strategies for future outcome campaigns. GCHP leadership and its Commission have consistently applauded SMPA's work for delivering clear strategy, operational excellence, and measurable results in community outreach and member engagement. Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 References Agency City of Palmdale, CA Name Contact Sara Gallagher Name Telephone (661) 317-6104 &Email SGallagher@Cityof Palmdale.org Street 38300 Sierra Highway, Suite A Address City, State, Palmdale, CA 93550 Zip Code SMPA served as the fully outsourced Communications Division for the City of Description Palmdale, overseeing all internal and external communications functions. Services of services included strategic advisement, public outreach, media relations, crisis provided communication, and content development across all platforms. SMPA managed including public information efforts-crafting press releases, newsletters, and social media contract content to promote city services, events, and initiatives. The team coordinated amount, media inquiries, organized community events, and ensured timely, accurate when messaging during crises. SMPA also maintained the city's website, developed provided internal communication strategies for staff, and supported municipal events and and project hearings. SMPA continues to serve as a strategic and crisis communications outcome consultant to the City Manager and City Council, providing real-time guidance, message development, and media support on high-profile or sensitive issues. Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 Work Samples Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 COUNTY OF SANTA BARBARA The COVID-19 Pandemic The Situation COVID-19 saw millions of people worldwide quarantined, non-essential businesses and services shut down and an overwhelming demand was placed on our healthcare system. On March 4, 2020, the County of Santa Barbara Public Health Department (SBPHD) enlisted SMPA to develop and implement a comprehensive communication. Their goal was to ensure that timely, relevant and potentially life-saving health information was available to the community in a format that was easily accessible 24/7, while at the same time stemming the flow of misinformation. The SMPA Approach COMMUNICATION CRISIS STRATEGY COMMUNICATIONS >>> M. (> EARNED SOCIAL MEDIA MEDIA WEBSITE DESIGN & DEVELOPMENT PUBLIC RELATIONS DIGITAL MARKETING $ COMMUNITY OUTREACH & ENGAGEMENT At the heart of the strategy was the English and Spanish language COVID-19 public information portals- PublicHealthSBC.org-designed to act as a one-stop-shop for all COVID-related information. This included virus facts, frequently asked questions, press releases, informational videos, and more. Subsequent testing, vaccine information, health orders, and blog posts written by local health professionals were added to the website as the virus epidemiological situation evolved. Both English and Spanish websites were updated 24/7 with the latest COVID-19 information. SMPA went on to build-RecoverySBC.org-in order to provide federal, state and local resources for businesses, resources for individuals, community assistance programs and a school reopening framework. Additionally, SMPA created a county-wide community/unity campaign and video, multiple advertising campaigns around testing, vaccination, pediatric vaccination and booster shots. SMPA also created virtual town hall meetings, community outreach programs, media relations efforts, a robust social media presence and traditional signage throughout the community. Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 COUNTY OF SANTA BARBARA The COVID-19 Pandemic • • 0 COWID-tt-•c...ty, >e ♦ +-CO ic,ubliehMlth w,nt to know fflOft about the cov10-19 vacdnt?Clck hefe f0t fT'l()(e mfOl'mahon , ... Everyone 5+ years of age is eligible to be vaccinated. Vaccination Information Links (Community Vaccine Clinics l.isted below) @ Third Doses for lmmunocompromised [±] MyTum Vaccine Scheduler CLICK HERE ...... *.-0 ■ Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 COUNTY OF SANTA BARBARA Thomas Fire & 1/9 Debris Flow Crisis Communications The Situation The County of Santa Barbara experienced its most deadly natural disaster in decades that left twenty-one dead, two missing and presumed dead, and hundreds of homes and businesses destroyed. An unpredictable amount of rain in a short time that fell on charred hillsides on the heels of a devastating fire caused a deadly debris flow; the likes of which had not been experienced in recent memory. SMPA was brought in just two days after the debris flow to assist with external communications. The SMPA Approach a 1•!•1 c:::J ' ' ;., COMMUNICATIONS CRISIS WEBSITE BRANDED COLLATERAL DESIGN STRATEGY COMMUNICATIONS DESIGN & MARKETING & DISTRIBUTION DEVELOPMENT The SMPA team worked alongside County staff and mutual aid representatives to create strategic communication tools and tactics, including a new website, "ReadySBC," that provided the community with up-to-date information regarding recovery efforts and future evacuation orders. The SMPA team met with community groups to learn their concerns and helped craft a name for the event: "The 1/9 Debris Flow," assuring that one community would not be negatively branded with the disaster. SMPA worked with the County and municipal leadership, Fire, and Sheriff departments to help create "Ready, Set, Go," a message for all County agencies to use for future evacuation and preparedness needs. Working alongside County staff, the SMPA team helped develop critical messaging to be used by those speaking on behalf of the County about the emergency response process and procedures. In the early phases of recovery, SMPA created a comprehensive Strategic Communications Plan that included targeted goals, tools and tactics for short-, mid-, and long-term implementation. From the plan, SMPA followed through and created a 10-page booklet for storm readiness and vital evacuation information for distribution in Montecito, as well as the "Take 5 and Stay Alive" information campaign, including a two-sided postcard and graphic, and a comprehensive graphic featuring items for an "emergency kit" for web, press, and social media. Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 COUNTY OF SANTA BARBARA Thomas Fire & 1/9 Debris Flow Crisis Communications Project Collateral cSTRONGER TOGETHER:SAFELY,APART. -. � -. - - MIIMIIIFOIIHAZAAOS (IIOG(hCY IIICCMll'I --_,.._ - ......_ . ...,,... ........ _ ,... ............ ....., 481, 72hoo -•...--....... .......................... _.... le.re nn • County Olnce ot tntrvency M:.,.na,gtnmt Iii aJNtlng u. COJMlilUt\lty to an upc:omJng ll&onn a, duradon and lnl•Nily 110 poN • � risk to lltt«P<Ol)MY • COll\nwnlr, ffltftbtrs •houtd doNty �ttor the Nldoa • HPo O lalldlf pl Who<• ,OU di 90? Whal d ,OU,_? 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Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 PORT OF HUENEME Public Relations and Marketing Campaign The Situation As the only commercial deep-water Port between Los Angeles and San Francisco, the fourth largest container Port in California, and the first banana importation Port on the entire West Coast, the Port of Hueneme is an integral economic engine for Ventura County and beyond. Although a powerhouse in Ventura County, the economic impact of the Port was unknown to many in surrounding communities. The SMPA Approach � � � >>> X � . C> COMMUNICATION BRANDED DIGITAL EARNED SOCIAL PUBLIC STRATEGY & MARKETING MARKETING MEDIA MEDIA RELATIONS IMPLEMENTATION From communicating its relevance as part of the solution to the COVID-19-caused supply chain issue, to helping educate the community about important programs and projects, the Port of Hueneme depends on the communication professionalism and expertise of the SMPA team. On behalf of the Port, the SMPA team combined savvy and strategic communication tools and tactics to successfully share the Port's amazing success stories with area residents, businesses, and community leaders through regional marketing campaigns, including earned and social media, print, and outdoor advertising. In addition, SMPA developed and executed a multi-media marketing campaign that resulted in more than 1.5 million impressions on television and on line streaming platforms, and more than 1.5 million impressions for digital advertisements placed throughout Ventura County. Out-of-home media garnered nearly 7 million impressions. Editorial and sponsored content reached thousands more both online and in print. By using sponsored content and guest editorial placement, SMPA assisted the Port to showcase its position as a top leader in creating supply chain solutions. Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 PORT OF HUENEME Public Relations and Marketing Campaign Project Collateral The Port w; I "" COMM1UNITY THE WORLD TRADES OUR COMMUNITY IS IMPORTANT! Story from """"' Empowering leadership: The strength of female leadership at the Port of Hueneme Port of Hueneme •fltll'I PT cll21,lOH JhiJ-.yii1p,ndJ;ir,._, .... _,_.M'-iw,qftJw,_,onaf.-d,.,_1'l!(//q/llvl,.'SAJOOtYN-,cri:-.,1W;W ,IIWM'd.tlw(Tftt ... qfd!ls"°"'"" Pottof....._•.-111 .... .,,_.,,oi.tc.!UhJoMioft,riW;al$pecl,alli1. s.,bo.0,1tc:10,ol . '-....,,_..1,C Out•Mdi t,WIIWAutlA'l,l'ubk& l'lfftff'IIII MMlcN,IJKobo, 0ultNdl5"Ci.lilt,llu-.ChAti.t,. • MliNge,;St.cyl.efl9e', Clllefc-tc.al&PubllcAtfwtOffic:,tt;KtbtlllDKe .. clO&PonOwtc:to,;OWhtiNl,tdffy,oi.f •t,o,w; Off'oe.,:s.r-drtCr\lt,C-tl\lotAklit10CEO,WCirfiA Eftw-ua :.,.._C-Ut1tiflo.Jisul T ;itot.;n ,Hlt o.r.Gonl.-.S,r'..cal$peciali11,Moei...leintul,a.,.tofthe&owd& 0Mt.Manage,r: Malbft,Jltc:fl)t,onbl,l&of.-i ll ·lMIIC-,ffYQ/"1w!Of In Our Backyard SUBSCRIBE NOW ,,..,,,_., More from The Port of Hueneme---- Pon of Hueneme'& and ..... Community ln_vtt-.d to Go Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 COMMITTEE TO PROTECT RIVERPARK BALLOT INITIATIVE Yes on I, No on J, K & L The Situation In the pivotal 2024 Election, Stacy Miller Public Affairs (SMPA), on behalf of the Committee to Protect RiverPark, spearheaded a strategic campaign to secure a decisive victory for Measure I while defeating the city-altering Measures J, K, and L. The future of RiverPark's special district tax funding, which directly supported vital community services, including park maintenance, tree care, landmark preservation, public safety, and police presence, was at stake. The proposed measures threatened to strip essential funding, leading to a decline in quality of life and a potential drop in property values. SMPA implemented a multi-pronged strategy to ensure the campaign's success, focusing on direct voter outreach, strategic messaging, engaging visuals and robust media relations. Outreach materials included e-newsletters, mailers, door hangers, yard signs, social media graphics and community-submitted op-eds.The result? An overwhelming victory that safeguarded RiverPark's future. Measure I PASSED -75.61% approval Measures J, K, and L DEFEATED-Rejected by 71.31%, 66.05%, and 67.75%, respectively The SMPA Approach >>> EARNED COMMUNICATION PUBLIC WEBSITE DESIGN & MEDIA STRATEGY RELATIONS DEVELOPMENT M $. C> SOCIAL COMMUNITY GOVERNMENT MEDIA OUTREACH RELATIONS Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 COMMITTEE TO PROTECT RIVERPARK BALLOT INITIATIVE Yes on I, No on J, K & L Project Collateral • DON'T BE FOOLED! YOUR RENT WON'T 60 DOWN, BUT YOUR SERVICES WILU Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 CITY OF WESTLAKE VILLAGE COVID-19 Pandemic Community Outreach The Situation The City of Westlake Village engaged SMPA to provide and execute a forward-thinking communication strategy to deliver hyper-local, crucial information to the City's constituents during these highly uncertain times. Immediately, SMPA created ReadyWLV.org-a single-source public information hub with local resources for residents, links to County and State public health updates, interactive maps showing open businesses, Frequently Asked Questions, and regularly updated COVID regulations. Simultaneously, SMPA developed social media graphics. Additionally, SMPA produced informational and educational videos featuring the Mayor and City Councilmembers communicating critical topics, designed infographics, and sent out informational newsletters to residents, businesses and stakeholders containing topical information relating to COVID-19, including changing public health orders and business reopening protocols. To reinforce health order messaging, SMPA launched several public outreach campaigns that promoted stay-at-home health orders and safe practices to slow COVID-19 spread. The SMPA Approach a 1•!•1 >>> COMMUNICATION CRISIS WEBSITE DESIGN & DIGITAL EARNED STRATEGY COMMUNICATIONS DEVELOPMENT MARKETING MEDIA )t w. C> SOCIAL PUBLIC COMMUNITY GOVERNMENT MEDIA RELATIONS OUTREACH RELATIONS Recognizing the need for relief funding that would have a lasting impact in the Westlake Village community, SMPA focused on strengthening strategic partnerships with federal and state government officials. SMPA assisted in crafting and sending letters to California senators, representatives, and assemblymembers requesting enactment of relief legislation containing direct appropriations for municipalities, and later requesting the direct allocation of Coronavirus Aid, Relief and Economic Security (CARES) Act funds to the City. Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 CITY OF WESTLAKE VILLAGE COVID-19 Pandemic Community Outreach Project Collateral Sign up for Emergency Alerts SIGN UP NOW Sqn I.IP •o rr o o you ouo (JO"thng lt\CI l lost cnc.c .. 11 ,nfotm from tho C ty of 'lro u i.o V&.,qo HOME HUI.™ SUtvlW WUIATMOM( OHKW.OftDUlS VIOiOS 111:E.SCKMW WL\'OICi Helping connect you to the information you need Our go.at ,s to p,ov1d Vo" connc<tIons to important ,nr0tm.lt1on .about COVI0·19 Jlf'\d tht �r-stl c V1ll• commun ty EH+IIMWfi i+Hfifrj :Pi:Hii Health Reopening Your Business Vaccine/resting Info Fuld 1M' l.11tt'St htiJlth mfo,mation bou COVI0· 19 from trusted sources FSIS Guid.1n<f and more information about �INV reopening )'Our bus,ness Edi♦ Fin rec;i WHAT'S OPEN FOR LIMITED USE Ctty.ovmed pwlu (WfflliUV.ltag. Community P,1rt rs nfOfhmod UH betWffn the hours of 6am •nd 8 p.m.) , .a ,. for. ,WALKING -JOGGING ,AU,_.ING •■•NG , SIMILAR ACTN'mES (wlthsoa,I d1sundng p,otocols) , GOI.F COURSES wtthpa1d.iS1• •LA.COUNTY TRAILS wtth ... d.t ldv!<kw .org forguidttint-s) WHAT'S CLOSED • Pl.AV GROUNDS , PARK RESTROOMS • P1CNICPAVIUON5 , DAN(NG FOUNTANS , BAS4CET8ALLCOURTS , SKATEPAAK , WESTLAKE VILLAGE DOG- • r.R:OUPGATHEMfGS ANO ORGANIZED SPORTS ACTIYrTIES ARE NOT ALLOWED ™"11'1b-Vifby,,-lt11wr,or,1 r,dtomnt,,.,,,.filOGl ront:1fli9byk"'f)tDIJpll)'f#d d1tmt1"1olol'fWlffl.lmol6,,,.,t,nor 1.no,o,opipo1{;1)',,_h.ot'ldWO"'dM9 dorflf.«, p,,,,t,,,ffX'}lllidtlrMf. f!lCDG eeo 00 Please v,s,t wlv.org for more informat,on. Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 BEACON: Beach Erosion Authority for Clean Oceans & Nourishment Annual Report and Road Show The Situation SMPA led a strategic communications project for BEACON to strengthen messaging, increase visibility, and align stakeholders across the Central California Coast. The engagement began with a targeted Listening Tour, featuring interviews with leadership and Board Members to uncover organizational insights and align priorities. These findings informed the development of a professionally written and designed Annual Impact Report, which showcased BEACON's work on coastal erosion, beach nourishment, and ocean health. BEACON's Board praised the final report for its clarity, quality, and effectiveness in communicating regional impact. To support ongoing outreach, SMPA created a series of customized PowerPoint presentations tailored to each Board Member's jurisdiction. These "road show" decks equipped BEACON leadership with adaptable, compelling tools to communicate their mission and accomplishments to stakeholders. The project delivered a unified voice, stronger stakeholder engagement, and lasting value for BEACON's communications efforts. BEACON Beach Erosion Authority for Clean Oceans and Nourishment How We Do It and Why It Matters BEACON's unique regional cooperation allows us to look at our coastal policies as a whole, understanding that what is happening in one coastal area often affects neighboring jurisdictions. BEACON's science committee is able to gather scientific data and share with alt jurisdictions, and allows the Board to use economies of scale to plan and implement innovative projects based on science. BEACON combines efficiencies and expertise to deliver the ma)(imum benefit at the best cost. This regional cooperation between the eight member agencies has yielded grants and funding while increasing the visibility of BEACON. The BEACON coast belongs to us all! The Beach is a huge economic driver from ports to tourism and creates S17B alone in tourism revenue. BEACON is taking proactive steps to ensure the viability of our coastline and preparing our coastline for sea level rise, not just for humans, but for habitat and wildlife. '' .., ' . . "-~•I '-•-, . ._,., '.'I<' >" ' ·- 't>:. Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 Logo Design VENTURA RANCH --- ---,., FARMWORKER HOUSING Stacy P U B L I C A F FA I R S I N C. THERAPEUTIC LIVING & LEARNING CENTERS Your Shot to ., STOP COVID-19 Vaccinate Santa Barbara County PMA PASADENA United Water � CONSERVATION DISTRICT IT MANAGEMENTASSOCIATION Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 J: PROPOSAL SUBMITTAL FORM The undersigned declares that she or he: ■Has carefully examined "Request for Qualifications for On-Call Communications" which is hereby made a part of this proposal.■Is thoroughly familiar with its contents.■Is authorized to represent the proposing firm.■Agrees to perform the work as set forth in this proposal. q Certificate of insurance attached; insurance company's A.M. Best rating: Firm Name and Address Stacy Miller Public Affairs, Inc, 1237 S. Victoria Ave, #501, Oxnard, CA 93035 Contact Stacy Miller Phone 818 402-5806 Signature of Authorized Representative I Jtaw ../4 Date 4/4/25 Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 v L.STATEMENT OF PAST CONTRACT DISQUALIFICATIONS The proposer 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 VNo If yes, explain the circumstances. 0 Executed on the 4 t h of Agril at Ventura County, CA, under penalty of perjury of the laws of the State of California, that the foregoing is true and correct. Signature of Authorized Proposer Representative Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 EXHIBIT B INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES Without limiting CONSULTANT’s indemnification of CITY, and prior to commencement of Work, CONSULTANT shall obtain, provide and maintain at its own expense during the term of this AGREEMENT, policies of insurance of the type and amounts described below, and in a form satisfactory to CITY. General liability insurance. CONSULTANT shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted. Automobile liability insurance. CONSULTANT shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with Work to be performed under thi s AGREEMENT, including coverage for any owned, hired, non-owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident. Workers’ compensation insurance. CONSULTANT shall maintain Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least $1,000,000). CONSULTANT shall submit to CITY, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of CITY, its officers, agents, employees, and volunteers. Umbrella or excess liability insurance. CONSULTANT shall obtain and maintain an umbrella or excess liability insurance policy with limits that will provide bodily injury, personal injury and property damage liability coverage at least as broad as the primary coverages set forth above, includin g commercial general liability, automobile liability, and employer’s liability. Such policy or policies shall include the following terms and conditions: •A drop-down feature requiring the policy to respond if any primary insurance that would otherwise have applied proves to be uncollectible in whole or in part for any reason; •Pay on behalf of wording as opposed to reimbursement; •Concurrency of effective dates with primary policies; •Policies shall “follow form” to the underlying primary policies; and •Insureds under primary policies shall also be insureds under the umbrella or excess policies. Proof of insurance. CONSULTANT shall provide certificates of insurance to CITY as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers’ compensation. Insurance certificates and endorsements must be approved by CITY’s Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with CITY at all times during the term of this contract. CITY reserves the right to require complete, certified copies of all required insurance policies, at any time. Duration of coverage. CONSULTANT shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the Work hereunder by CONSULTANT, his agents, representatives, employees or subconsultants. Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 Primary/noncontributing. Coverage provided by CONSULTANT shall be primary and any insurance or self-insurance procured or maintained by CITY shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of CITY before the CITY’s own insurance or self-insurance shall be called upon to protect it as a named insured. CITY’s rights of enforcement. In the event any policy of insurance required under this AGREEMENT does not comply with these specifications or is canceled and not replaced, CITY has the right but not the duty to obtain the insurance it deems necessary, and any premium paid by CITY will be promptly reimbursed by CONSULTANT or CITY will withhold amounts sufficient to pay premium from CONSULTANT payments. In the alternative, CITY may cancel this AGREEMENT. Acceptable insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyhold ers’ Rating of A-(or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by the CITY’s Risk Manager. Waiver of subrogation. All insurance coverage maintained or procured pursuant to this AGREEMENT shall be endorsed to waive subrogation against CITY, its elected or appointed officers, agents, officials, employees and volunteers or shall specifically allow CONSULTANT or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. CONSULTANT hereby waives its own right of recovery against CITY and shall require similar written express waivers and insurance clauses from each of its subconsultants. Enforcement of contract provisions (non estoppel). CONSULTANT acknowledges and agrees that any actual or alleged failure on the part of the CITY to inform CONSULTANT of non -compliance with any requirement imposes no additional obligations on the CITY nor does it waive any rights hereunder. Requirements not limiting. Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the CONSULTANT maintains higher limits than the minimums shown above, the CITY requires and shall be entitled to coverage for the higher limits maintained by the CONSULTANT. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the CITY. Notice of cancellation. CONSULTANT agrees to oblige its insurance agent or broker and insurers to provide to CITY with a thirty (30) day notice of cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each required coverage. Additional insured status. General liability policies shall provide or be endorsed to provide that CITY and its officers, officials, employees, and agents, and volunteers shall be additional insureds under such policies. This provision shall also apply to any excess/umbrella liability policies. Prohibition of undisclosed coverage limitations. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to CITY and approved of in writing. Separation of insureds. A severability of interests provision must apply for all additional insureds ensuring that CONSULTANT’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the insurer’s limits of liability. The policy(ies) shall not contain any cross-liability exclusions. Pass through clause. CONSULTANT agrees to ensure that its subconsultants, subconsultants, and Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 any other party involved with the project who is brought onto or involved in the project by CONSULTANT, provide the same minimum insurance coverage and endorsements required of CONSULTANT. CONSULTANT agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. CONSULTANT agrees that upon request, all agreements with consultants, subconsultants, and others engaged in the project will be submitted to CITY for review. CITY’s right to revise specifications. The CITY reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the CONSULTANT ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the CONSULTANT, the CITY and CONSULTANT may renegotiate CONSULTANT’s compensation. Self-insured retentions. Any self-insured retentions must be declared to and approved by CITY. CITY reserves the right to require that self-insured retentions be eliminated, lowered, or replaced by a deductible. Self-insurance will not be considered to comply with these specifications unless approved by CITY. Timely notice of claims. CONSULTANT shall give CITY prompt and timely notice of claims made or suits instituted that arise out of or result from CONSULTANT’s performance under this AGREEMENT, and that involve or may involve coverage under any of the required liability policies. Additional insurance. CONSULTANT shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work. Verification of Coverage. Consultant shall furnish the City with a certificate of insurance showing maintenance of the required insurance coverage, as well as endorsements effecting general liability coverage. All endorsements are to be received and approved by the City before work commences. Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 ACORD 25 (2001/08) The registration notices indicate ownership of the marks by their respective owners ©ACORD CORPORATION 1988, 2007 132849 03-13-2007 All rights reserved CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) 5/19/2025 PRODUCER TOM WADDELL STATE FARM INSURANCE 2861 N VENTURA RD STE 101, OXNARD, CA 93036 OFF: (805) 604-1800 FAX: (805) 604-1800 THIS CERTIFICATE IS ISSUED AS MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW . INSURERS AFFORDING COVERAGE NAIC # INSURED STACY MILLER PUBLIC AFFAIRS INC 1237 VICTORIA AVE #501 OXNARD, CA 93035-1292 INSURER A: State Farm General Insurance Company 25151 25151 INSURER B: State Farm Fire and Casualty Company 25143 25143 INSURER C: State Farm Mutual Auto Insurance Company 25178 25178 INSURER D: INSURER E: COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHST ANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS O F SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR ADD’L INSRD TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE DATE (MM/DD/YY) POLICY EXPIRATION DATE (MM/DD/YY) LIMITS A X GENERAL LIABILITY 06/22/2025 6/22/2026 WC STATU- TORY LIMITS X OTH- ER E.L. EACH ACCIDENT $ 1,000,000 E.L. DISEASE - EA EMPLOYEE $ 1,000,000 E.L. DISEASE - POLICY LIMIT $ 1,000,000 OTHER DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES / EXCLUSIONS ADDED BY ENDORSEMENT / SPECIAL PROVISIONS INSURANCE IS PRIMARY AND NON-CONTRIBUTING THE CITY OF SAN LUIS OBISPO, ITS OFFICERS, AGENTS, EMPLOYEES, AND VOLUNTEERS ARE NAMED AS ADDITIONAL INSURED ON THE BUSINESS GENERAL LIABILITY AND THE AUTO INSURANBCE POLICIES. WAIVER OF SUBROGATION HAS BEEN SUBMITTED AND WILL APPLY TO THE BUSINESS GENERAL LIABILITY, WORKERS COMPENSATION, AND AUTO POLICy. CERTIFICATE HOLDER CANCELLATION ADMINISTRATIN DEPARTMENT (COMMUNICATIONS) CITY OF SAN LUIS OBISPO 990 PALM ST SAN LUIS OBISPO, CA 93402 ATTN: WITNEY SZENTESI (WSZENTES@SLOCITY.ORG) SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL _30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR REPRESENTATIVES. AUTHORIZED REPRESENTATIVE TOM WADDELL, AGENT Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 ACORD 25 (2001/08) IMPORTANT If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). DISCLAIMER The Certificate of Insurance on the reverse side of this form does not constitute a contract between the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon. Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 ACORD 25 (2001/08) The registration notices indicate ownership of the marks by their respective owners ©ACORD CORPORATION 1988, 2007 132849 03-13-2007 All rights reserved CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) 5/19/2025 PRODUCER TOM WADDELL STATE FARM INSURANCE 2861 N VENTURA RD STE 101, OXNARD, CA 93036 OFF: (805) 604-1800 FAX: (805) 604-1800 THIS CERTIFICATE IS ISSUED AS MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW . INSURERS AFFORDING COVERAGE NAIC # INSURED STACY MILLER PUBLIC AFFAIRS INC 1237 VICTORIA AVE #501 OXNARD, CA 93035-1292 INSURER A: State Farm General Insurance Company 25151 25151 INSURER B: State Farm Fire and Casualty Company 25143 25143 INSURER C: State Farm Mutual Auto Insurance Company 25178 25178 INSURER D: INSURER E: COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHST ANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS O F SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR ADD’L INSRD TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE DATE (MM/DD/YY) POLICY EXPIRATION DATE (MM/DD/YY) LIMITS A X GENERAL LIABILITY 06/22/2024 6/22/2025 WC STATU- TORY LIMITS X OTH- ER E.L. EACH ACCIDENT $ 1,000,000 E.L. DISEASE - EA EMPLOYEE $ 1,000,000 E.L. DISEASE - POLICY LIMIT $ 1,000,000 OTHER DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES / EXCLUSIONS ADDED BY ENDORSEMENT / SPECIAL PROVISIONS INSURANCE IS PRIMARY AND NON-CONTRIBUTING THE CITY OF SAN LUIS OBISPO, ITS OFFICERS, AGENTS, EMPLOYEES, AND VOLUNTEERS ARE NAMED AS ADDITIONAL INSURED ON THE BUSINESS GENERAL LIABILITY AND THE AUTO INSURANBCE POLICIES. WAIVER OF SUBROGATION HAS BEEN SUBMITTED AND WILL APPLY TO THE BUSINESS GENERAL LIABILITY, WORKERS COMPENSATION, AND AUTO POLICy. CERTIFICATE HOLDER CANCELLATION ADMINISTRATIN DEPARTMENT (COMMUNICATIONS) CITY OF SAN LUIS OBISPO 990 PALM ST SAN LUIS OBISPO, CA 93402 ATTN: WITNEY SZENTESI (WSZENTES@SLOCITY.ORG) SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL _30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR REPRESENTATIVES. AUTHORIZED REPRESENTATIVE TOM WADDELL, AGENT Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 ACORD 25 (2001/08) IMPORTANT If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). DISCLAIMER The Certificate of Insurance on the reverse side of this form does not constitute a contract between the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon. Docusign Envelope ID: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 Certificate Of Completion Envelope Id: F6CAE1B3-4ACA-48A1-8132-3856DBC89100 Status: Completed Subject: Complete with Docusign: SMPA Agreement.pdf Department: Supplier: Source Envelope: Document Pages: 46 Signatures: 3 Envelope Originator: Certificate Pages: 5 Initials: 0 Daniel Clancy AutoNav: Enabled EnvelopeId Stamping: Enabled Time Zone: (UTC-08:00) Pacific Time (US & Canada) 990 Palm Street San Luis Obispo, CA 93422 dclancy@slocity.org IP Address: 170.85.55.71 Record Tracking Status: Original 5/19/2025 12:47:37 PM Holder: Daniel Clancy dclancy@slocity.org Location: DocuSign Signer Events Signature Timestamp Stacy Miller Stacy@StacyMillerPA.com President Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 104.172.130.58 Sent: 5/19/2025 12:50:12 PM Viewed: 5/20/2025 7:33:56 AM Signed: 5/20/2025 7:36:21 AM Electronic Record and Signature Disclosure: Accepted: 5/20/2025 7:33:56 AM ID: d1ef120e-4cde-4acb-8e9a-5adaf005b906 Sadie Symens for Christine Dietrick ssymens@slocity.org Deputy City Attorney City of San Luis Obispo Security Level: Email, Account Authentication (None) Signature Adoption: Drawn on Device Using IP Address: 104.129.202.91 Sent: 5/20/2025 7:36:23 AM Viewed: 5/20/2025 7:58:31 AM Signed: 5/20/2025 7:58:54 AM Electronic Record and Signature Disclosure: Not Offered via Docusign Whitney McDonald WMcDonal@slocity.org City Manager City of San Luis Obispo Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 104.129.202.83 Sent: 5/20/2025 7:58:56 AM Viewed: 5/20/2025 11:33:32 AM Signed: 5/20/2025 11:33:48 AM Electronic Record and Signature Disclosure: Not Offered via Docusign In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Whitney Szentesi wszentes@slocity.org Public Communications Manager City of San Luis Obispo, Administration Security Level: Email, Account Authentication (None) Sent: 5/20/2025 11:33:50 AM Electronic Record and Signature Disclosure: Accepted: 7/19/2021 9:22:17 AM ID: 2bef4c6c-b57a-4fb8-aabc-aa8b21a5a079 Stacy Miller Stacy@StacyMillerPA.com President Security Level: Email, Account Authentication (None) Sent: 5/20/2025 11:33:52 AM Electronic Record and Signature Disclosure: Accepted: 5/20/2025 7:33:56 AM ID: d1ef120e-4cde-4acb-8e9a-5adaf005b906 Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 5/19/2025 12:50:12 PM Certified Delivered Security Checked 5/20/2025 11:33:32 AM Signing Complete Security Checked 5/20/2025 11:33:48 AM Completed Security Checked 5/20/2025 11:33:52 AM Payment Events Status Timestamps Electronic Record and Signature Disclosure ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, Carahsoft OBO City of San Luis Obispo (we, us or Company) may be required by law to provide to you certain written notices or disclosures. 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Electronic Record and Signature Disclosure created on: 5/10/2017 10:25:58 AM Parties agreed to: Stacy Miller, Whitney Szentesi, Stacy Miller How to contact Carahsoft OBO City of San Luis Obispo: You may contact us to let us know of your changes as to how we may contact you electronically, to request paper copies of certain information from us, and to withdraw your prior consent to receive notices and disclosures electronically as follows: To contact us by email send messages to: keriksso@slocity.org To advise Carahsoft OBO City of San Luis Obispo of your new e-mail address To let us know of a change in your e-mail address where we should send notices and disclosures electronically to you, you must send an email message to us at keriksso@slocity.org and in the body of such request you must state: your previous e-mail address, your new e-mail address. We do not require any other information from you to change your email address.. 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