HomeMy WebLinkAbout5.1064 Original ContractAMENDMENT No. 2 TO THE
AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN THE
CITY OF PORT ANGELES
AND
PARKER LEPLA
5. Witozi
RELATING TO: Communications Plan for the City's AMI System
THIS AGREEMENT is made and entered into this /S day of
2011, by and between THE CITY OF PORT ANGELES, a non charter code city of the State of
Washington, (hereinafter called the "CITY and Parker LePla, a Washington Corporation
authorized to do business in the state of Washington (hereinafter called the "CONSULTANT
WHEREAS, the CITY desires professional services related to a Communications Plan for its
electric utility; and
WHEREAS, the CITY desires to engage the professional services and assistance of a qualified
consulting firm to perform the scope of work as detailed in Exhibit A, and
WHEREAS, the CONSULTANT represents that it is in full compliance with the statutes of the
State of Washington for professional registration and /or other applicable requirements, and
WHEREAS, the CONSULTANT represents that it has the background, experience, and ability
to perform the required work in accordance with the standards of the profession, and
WHEREAS, the CONSULTANT represents that it will provide qualified personnel and
appropriate facilities necessary to accomplish the work;
NOW, THEREFORE, in consideration of the above representations and the terms, conditions,
covenants, and agreements set forth below, the parties hereto agree as follows:
I REVISED SCOPE OF WORK
The scope of professional services to be performed and the results to be achieved by the
CONSULTANT shall be as detailed in the attached Exhibit A and shall include all services and
material necessary to accomplish the work.
The CITY may review the CONSULTANT'S work product, and if it is not satisfactory, the
CONSULTANT shall make such changes as may be required by the CITY. Such changes
shall not constitute "Extra Work" as related in Section XII of this Agreement.
The CONSULTANT agrees that all services performed under this Agreement shall be in
accordance with the standards of the profession and in compliance with applicable federal,
state and local laws.
The Scope of Work may be amended upon written approval of both parties.
Page 1 of 2
11 MAXIMUM COMPENSATION
The additional work authorized by the Amendment is in the total of $27,105.00, including all
items contained on Page X of Exhibit A.
III TIME OF PERFORMANCE
The work for each task shall be completed according to the schedule in the attached Scope of
Work, and must be completed on or before December 31, 2012.
IV SIGNATURES
Except as modified herein, the original AGREEMENT as amended shall remain in effect.
In WITNESS WHEREOF, the parties hereto have executed Amendment No. 2 to the
Agreement as of the date and year first written above.
CITY OF PORT ANGELES
KENT MYERS T `Y MANAGER
CONSULTANT
Page 2 of 2
APPROVED AS TO FORM:
ATTEST:
WILLIAM E. BLOOR, CITY ATTORNEY
JAp( SSA HURD, CITY CLERK
CITY OF PORT ANGELES
AMI System Communications Plan Consultant Agreement
Amendment 2: Exhibit A
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Amendment 2 will use additional funding provided by the Bonneville Power
Administration to expand the range of Residential DR media materials and
advertisements. The Amendment will also address an identified gap by providing
information to the City's general service (small business) customers, who have DR
opportunities similar to the City's residential customers.
The objectives for Commercial Demand Response pilot project communications are
virtually the same as for the Residential DR Pilot Communications Plan. And
because the City will recruit for commercial DR pilot volunteers at the same time
it seeks residential volunteers, the activities for this project can be integrated into
the existing AMI and DR Residential communications plans.
Parker LePla will create demand response materials specifically for the City's
general service customers where necessary and piggy -back on existing residential
demand response communication activities as much as possible.
TASK 1 AND 11 WORK SCHEDULE
TASK I: RESIDENTIAL DR MEDIA MATERIALS
EXECUTION December 31, 2011
TASK II: COMMERCIAL (Small Business) DR MEDIA MATERIALS
EXECUTION December 31, 2011
1
BUDGET
TASK I:
CHANGES TO RESIDENTIAL DEMAND RESPONSE MEDIA MATERIALS
APPROVED IN AMENDMENT ONE
DELIVERABLE COST
PHASE ONE: MAKING INFORMATION CLEAR TO MEET THE NEEDS OF ALL CITIZENS AND
POTENTIAL PARTICIPANTS
Two- page microsite changed to:
Demand Response webpage text writing and header graphic identifying
page as separate from AMI page, for residential pilot project /ongoing use
based on AMI visual theme. Includes: copywriting one informational page
and design of one header graphic. [City of Port Angeles will upload to the
City's website and administer; does not include use of additional images]
Printing Pilot Project /DR overview document Quantity decreased from
5,000 to 2,000
Sub -Total Credit from changes to Amendment One deliverables
ADDITIONAL RESIDENTIAL DEMAND RESPONSE MEDIA MATERIALS
DELIVERABLE COST
PHASE ONE: MAKING INFORMATION CLEAR TO MEET THE NEEDS OF ALL CITIZENS AND
POTENTIAL PARTICIPANTS
Customize design of AMI letter template for DR pilot program
documents
Write one -page double -sided Demand Response Frequently Asked
Questions (FAQs) based on Information provided by City
Printing Demand Response FAQs, Q =2,000 double sided
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$7,300 approved in
Amendment One
$3,204 actual cost
$4,006 credit
$690.00 approved in
Amendment One
$458.00 actual cost
$232.00 credit
$4,238.00 credit
$391.00
$1,782.00
$458.00
PHASE TWO: FOUNDATION FOR CITIZEN UNDERSTANDING —STAFF PREPARATIONS
CSR training, 2 -hour facilitated workshop by one Parker LePla staff on
communicating about DR, the pilot and helping customers sign up
Travel expenses
PHASE THREE: ANNOUNCING THE PROJECT AND RECRUITING VOLUNTEERS
Quarter Page ad to recruit volunteers. Content creation and design for
black and white ad in the Sunday Peninsula Daily News. Includes 2
rounds of revisions [Does not include image purchase].
Quarter Page ad media purchase in Sunday Peninsula Daily News for
Sunday and three consecutive week days.
Radio Ad placement on KONP: 3x /day for the week following the PDN
Sunday print ad (to run 21 times total).
PHASE FOUR: COMMUNICATING WITH PARTICIPANTS
Editing 7 communications written by Port Angeles $150 /one -page item
(2 versions of welcome letter, letter /email acknowledging volunteers,
letter /email informing those not selected, email for sending prior to
survey due dates, one acknowledging when surveys are completed and
thank you letter).
Welcome letters (2 versions, one sided) layout in template. [Does not
include use of images, Port Angeles will Print]
PHASE FIVE: COMMUNICATING RESULTS TO ALL AUDIENCES
Quarter Page ad to announce results and invite broader participation.
Content creation and design for black and white ad in the Sunday
Peninsula Daily News. Includes 2 rounds of revisions [Does not include
image purchase].
Quarter Page ad media purchase in Peninsula Daily News
Radio Ad placement on KONP: 3x /day for the week following the PDN
Sunday print ad (to run 21 times total).
Savings Scenarios, double sided
Printing Saving Scenarios Q =1,000
Implementation management
Sub -Total
Budget Credit from changes to Amendment One deliverables
Residential Demand Response Sub -Total
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$1,750.00
$118.00
$1,860.00
$2,453.85
$525.00
$1,050.00
$1,063.00
$1,860.00
$932.40
$525.00
$1,680.00
$389.00
$3,020.75
$19,858.00
$4,238.00
$15,620.00
TASK II
GENERAL SERVICE DEMAND RESPONSE MEDIA MATERIALS
DELIVERABLE COST
PHASE ONE: MAKING INFORMATION CLEAR TO MEET THE NEEDS OF ALL CITIZENS AND
POTENTIAL PARTICIPANTS
Use the existing DR residential and AMI communications plans for
integrating commercially focused activities. NOTE: this pilot is up to 15
months so timing communications about results needs attention
Top -line messages and translation of technical criteria into language that
helps potential candidates appropriately self select. Uses residential DR
messages as a foundation.
Customize design of AMI letter template for commercial DR pilot
program documents
Write one -page single -sided Project overview document based on
Information provided by City, and flow content into existing template.
Assumes simpler pilot instructions and process.
Write one -page one -sided Demand Response Frequently Asked
Questions (FAQs) based on Information provided by City, and flow
content into existing template. Assumes fewer FAQs than for residential
program.
Create text for commercial Demand Response page on City's website
(single page); recommend images to support text.
PHASE THREE: ANNOUNCING THE PROJECT AND RECRUITING VOLUNTEERS
1/3 page Recruiting Utility Bill Insert soliciting participants, write copy
and design full color, 3.5" x 8.5 double -sided inserts [Does not include
use of images]
Quarter Page ad to recruit volunteers. Content creation and design for
Full Color, ad in the Sunday Peninsula Daily News. Includes 2 rounds of
revisions [Does not include image purchase]. Add commercial pilot as
part of invitation for residential project
Quarter Page color ad media purchase in Sunday Peninsula Daily News.
Radio Ad to recruit volunteers. Copywriting one 60- second radio ad. Add
commercial recruitment to residential DR ad.
Radio Ad placement on KONP: M -W 3x /day following the PDN Sunday
print ad (to run 9 times total).
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0
$1,000.00
$391.00
$1,239.00
$1,239.00
$1,000.00
$1,630.00
0
0
0
0
PHASE FOUR: COMMUNICATING WITH PARTICIPANTS
Editing 5 communications written by Port Angeles $150 /one -page item
(Letter /email acknowledging volunteers, letter /email informing those not
selected, email for sending prior to survey due dates, one acknowledging
when surveys are completed and thank you letter
Welcome letter that ensures participants know the benefits of
participation, what they are likely to experience and what is required of
them. One version, flow into template.
Follow -up Utility bill insert (Letter sized, newsletter style) for informing
and updating customers. Write copy and flow into existing 8.5" x 11"
double -sided template. [Does not include use of images]
Edit survey written by Port Angeles that fulfills the City's /projects
informational needs and gives volunteers the opportunity to provide
meaningful feedback.
PHASE FIVE: COMMUNICATING RESULTS TO ALL AUDIENCES
End Pilot Customer Utility Bill Insert that focuses on DR pilot final
results and recruits post -pilot DR volunteers from the rest of your
customer base (if decision made to do so). Include in a scheduled AMI
insert, if timing allows.
Since this is at 15 months, timing must be reviewed.
Edit Savings Scenarios written by Port Angeles, double sided $932.00
General Service (Small Business) SUB -TOTAL $11,395.00
TOTALS
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$750.00
$1,532.00
$1,532.00
$150.00
0
Residential DR Media Materials Sub -Total $15,620.00
General Service DR Media Material Sub -Total $11,395.00
Amendment Two Total Budget $27,015.00
AMENDMENT No. 1 TO THE
AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN THE
CITY OF PORT ANGELES
AND
PARKER LEPLA
5.CoG L
RELATING TO: Communications Plan for the City's AMI System
THIS AGREEMENT is made and entered into this ,2 day of
2010, by and between THE CITY OF PORT ANGELES, a non charter code city of the State of
Washington, (hereinafter called the "CITY and Parker LePla, a Washington Corporation
authorized to do business in the state of Washington (hereinafter called the "CONSULTANT
WHEREAS, the CITY desires professional services related to a Communications Plan for its
electric utility; and
WHEREAS, the CITY desires to engage the professional services and assistance of a qualified
consulting firm to perform the scope of work as detailed in Exhibit A, and
WHEREAS, the CONSULTANT represents that it is in full compliance with the statutes of the
State of Washington for professional registration and /or other applicable requirements, and
WHEREAS, the CONSULTANT represents that it has the background, experience, and ability
to perform the required work in accordance with the standards of the profession, and
WHEREAS, the CONSULTANT represents that it will provide qualified personnel and
appropriate facilities necessary to accomplish the work;
NOW, THEREFORE, in consideration of the above representations and the terms, conditions,
covenants, and agreements set forth below, the parties hereto agree as follows:
I REVISED SCOPE OF WORK
The scope of professional services to be performed and the results to be achieved by the
CONSULTANT shall be as detailed in the attached Exhibit A and shall include all services and
material necessary to accomplish the work.
The CITY may review the CONSULTANT'S work product, and if it is not satisfactory, the
CONSULTANT shall make such changes as may be required by the CITY. Such changes
shall not constitute "Extra Work" as related in Section XII of this Agreement.
The CONSULTANT agrees that all services performed under this Agreement shall be in
accordance with the standards of the profession and in compliance with applicable federal,
state and local laws.
The Scope of Work may be amended upon written approval of both parties.
Page 1 of 2
II MAXIMUM COMPENSATION
The additional work authorized by the Amendment is in the total of $69,801.00, including all
items contained on Pages 1 -20 of Exhibit A.
III TIME OF PERFORMANCE
The work for each task shall be completed according to the schedule in the attached Scope of
Work, and must be completed on or before December 31, 2012.
IV SIGNATURES
Except as modified herein, the original AGREEMENT as amended shall remain in effect.
In WITNESS WHEREOF, the parties hereto have executed Amendment No. 1 to the
Agreement as of the date and year first written above.
CITY OF PORT ANGELES
KENT MYERS,r MANAGER
CONSULTANT
Page 2 of 2
APPROVED AS TO FORM:
WILLIAM E. BLOOR, CITY ATTORNEY
ATTEST:
JAJSSA HURD, CITY CLERK
CITY OF PORT ANGELES
AM1 System Communications Plan Amendment 1: Exhibit A
ParkerLeP a
COMMUNICATIONS OBJECTIVES
At its best, government is transparent as well as informative particularly when it
undertakes major financial investment and change on behalf of its constituents.
The City must clearly articulate the benefits and potential drawbacks of the new
AMI system in order to promote dialog and for the system to be accepted and
embraced by your community. To the extent that you proactively communicate
you have the opportunity to confront misperceptions and address concerns as well
as educate and move your city forward. To the extent you engage citizens directly
in activities related to system implementation, you can generate understanding
and support. To that end this plan will:
Help City of Port Angeles staff provide customers and residents with excellent
customer service throughout the AMl system implementation phase and beyond
o Ensure that all staff who have AMI system implementation and related
customer service responsibilities are able to accurately and fairly represent
its merits and potential drawbacks in formal and informal communications
o Ensure all staff with AMI customer service responsibilities are able to
accurately and fairly represent the new Time -of -Use demand -based rate
schedule
o Ensure that other city employees and leaders, including the City Council,
have the toots they need to explain the City's basic rationale for
implementing the AMI system on behalf of the community and to help
citizens learn more
o Detail a process for updating all personnel at the appropriate level before,
during and after implementation so the impacts are clearly understood and
accessible by the public
Provide customers and residents of the City with timely information throughout the
transition to the new AMI system
Ensure that results of the City's investment are shared
Use a streamlined approach so materials and activities achieve maximum reach
using minimal resources
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PHASE ONE: MAKING INFORMATION CLEAR AND AVAILABLE IN
MULTIPLE FORMATS THAT MEET CITIZEN AND CUSTOMERS'
NEEDS
1. Create a visual theme that expresses the value of AMI,
namely: "The sensible next step"
The visual theme is the basis for the look and feel of all communications about
the project —from bill inserts to a template for information documents to ads
inviting citizens to information meetings. It provides a visual cue so people
(city staff as well as citizens) recognize your communications as relating to
AMI. This is not an "over the top" image but a low -key design that
demonstrates the value of being sensible.
2. Create a series of flexible communication tools, each
with multiple uses
Palm -sized cards that explain the AMI system's value and how to access more
information
One and two -sided document templates in which to provide more in -depth
information, as needed, such as: project overview, FAQ's, and project updates via
utility bill inserts
Posters, placed on city property, to inform staff and residents with key information
about the project and timeline
Door hangers to inform customers about their installation
Utility bill that is easy to read and provides information that helps customers
control their costs. Content and design based on vendor selected for AMI system.
Utility bill insert one page, two -sided newsletter -style template designed to go
with new bill
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3. Create an AMI project page /section in the Utility
Information Center on the City of Port Angeles website
General information about AMI systems
Specific information about the City's system and implementation plan
In -depth information about the project and the technology
Engage visitors via emailed questions /answers, news feed and links to AMI news
stories and information about other communities using AMI
o Site to submit form for "be sensible first" contest to have first meter
installed
Coincide launch of new page(s) with initial public announcements regarding AMI
system
PHASE TWO: FOUNDATION FOR CITIZEN UNDERSTANDING—
STAFF PREPARATIONS
4. Train CSRs (customer service representatives) and AMI
implementation staff about the system's impacts so
they can appropriately inform the public
Hold a 2 -hour interactive staff meeting to launch the project, celebrating the
change and expected impacts (include Energy Conservation, water division staff)
before the vendor equipment demos, if at all possible
o Build excitement: "Welcome to the 21s century and new ways to help
people benefit from new technologies and control resource usage on their
own terms. It's the sensible approach to dealing with change."
o Make the focus a communication workshop, training all on the key points
for keeping customers informed
o Provide:
Palm -sized card containing write -up of the key communications
points
One -page project overview, including timeline
FAQs document
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o Include a brainstorming session for how best to assist the public when they
call with questions
Create posters that explain AMI; place in the department break room as well in
other city government locations
5. Develop a detailed approach for answering questions
and concerns
City of Port Angeles' AMI Communications Team uses input from all -staff meeting
to create a decision -tree for helping CSR and other utility employees route
questions to the best source to meet the particular need
o Post on the City's Intranet
Create a plan to appropriately address a large volume of responses (positive and
negative)
Provide city employees with a list of the appropriate people in the utility
department associated with key questions each is equipped to answer so they can
direct citizens to the information they need
o Post on the City's Intranet
o Post on City's website for citizens
6. Explain the AMI system and its benefits to all city
employees and leaders, helping them be informative
spokespeople in accordance with their roles
Meet with the Utility Advisory Committee and City Council to officially launch the
project and provide them with the write -up of key communications points
o Lead discussion of benefits and the key points to cover in every
communication
o Provide one -page overview of the project, including timeline, FAQs and
palm cards
Hold three meetings at City Hall /Council Chambers (in order to include all city
staff, approximately 230 people) to launch the AMI project across all city
departments
o Include a brief communication "workshop" so employees feel informed and
able to help the public
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o Provide employees with palm cards for themselves and to give to citizens to
help explain the project and connect the public to additional information
Distribute the palm cards and overview document to police and fire department
staff and others unable to attend the launch meetings
o Make available on Intranet
o Leave copies in break rooms
Place posters that explain AMI in City Hall, police and fire stations
o Customer facing
o Break rooms
7. Ensure that city government leads the Port Angeles
community by example throughout the change —and
after
Make a document available to the public that specifically addresses the cost of the
system and expected benefits tied specifically to cost as much as possible
o One -page overview
o Detailed report
o Post on City website and Intranet
Establish a protocol for measuring and reporting current city government usage and
costs and for measuring impacts post- implementation
o Take some pre- installation benchmark measurements around fun things as
well as key usage statistics (then do this annually)
Compare cost of a recreation center class at peak vs. a similar
recreation class at an off peak time
Compare cost of different types of activities that happen at the
same time (like basket weaving vs. dance class)
Compare costs of heating a fire station and the police station before
and after implementation
Show how information the City gets from the "smart" meters about individual
usage is protected while that information contributes to helping the City reduce
energy usage and costs
5
Report launch, implementation and system use results information on the home
page and utility information center /AMI page of the City's website
o Monthly updates or more frequently, as needed
Help customers understand and take control of costs
o Create a working "smart" meter that you can take to in- person meetings to
show how they work and the potential benefits (Example: if we put in 50
cents worth of electricity at off -peak time 5 light bulbs stay on for x
minutes; at peak time you only get X minutes)
o Develop "sensible saving" scenarios (by changing X you can save Y amount
on your bill)
Post on City website
Post on City Intranet
8. Prepare staff to provide informative outreach to key
customer and resident audiences
Identify AMI system champions from within city government
o Leaders who are dedicated to the strategy that led to the decision and
individuals who are excited about the impact it will have
Establish and train a team of "Energy Ambassadors" who will proactively seek to
meet community groups —from general "town hall" meetings to specific interest
groups, such as churches and the city's largest employers. The team will ideally
include:
o City Council members, including the Mayor
o City Manager
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o Utility Advisory Committee members, including at least one citizen
representative
o Finance Department and Public Works and Utilities Department leadership
o AMI system champions from all levels of government
Assign each Energy Ambassador to speak to groups that are the best natural fit as
much as possible
o See Phase Three of this plan for more detail
6
Identify potential partners from within the Port Angeles community for
endorsement and in- person presentations (business leaders, environmental leaders,
spiritual leaders, local celebrities)
o Hold a roundtable meeting to present AMI to them and ask for their support
and active involvement
o Brainstorm ideas for engaging their communities of interest over the course
of the project
o Convene the group again to provide an update and share results, when
available; seek support for post installation activities, if appropriate
Create an engaging presentation for use by Energy Ambassadors that can be easily
given and tailored for each audience (and train the Energy Ambassadors to deliver
the presentation)
o Interactive
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o Provide written information, including palm cards, one -page overview and
FAQs to attendees
o Provide a role for private citizen partners who choose to participate
PHASE THREE: INFORMING CUSTOMERS AND CITIZENS PRIOR
TO AMI SYSTEM INSTALLATION
9. Announce to the Port Angeles community that the
City's decision to install the AMI system is about to be
implemented, inviting one and all to town hall style
meetings
Communicate the big picture AMI story, explaining the reasoning behind and
benefits of the new AMI system, and the timeline. Invite community members
to learn more through a series of town hall meetings, encouraging questions
and dialog.
Identify the town hall meeting locations, dates and times for the general public
o Ensure that citizens from all geographic areas have at least one meeting
that's convenient for them to get to.
Announce the AMI system and invite the public to the town hall meetings via the
following vehicles:
7
o City of Port Angeles website
Home page
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Utilities information center /AMI page, launched to coincide with the
other communications
o Utility bill insert
o Media engagement
Press release distributed via newswire and directly (to obtain
possible media coverage about the system and meetings) to:
Peninsula Daily News
KONP
KPLU
Quarter -page print advertisement in the Peninsula Daily News for
three days
Focus on announcing the town halt meetings
Submit town meeting announcements to Peninsula Daily News and
KONP community calendars
o Send invitation letters to large commercial customers, business groups and
community groups such as churches and sports clubs re: town hall meetings
Offer to schedule an Energy Ambassador from the City to speak to
their organization about the City's new AMI system
10. Raise general awareness in the Port Angeles
community about the AMI change -over, the coming
BPA rate hike and the regional movement toward this
technology
Place palm cards throughout the community after they are unveiled at the town
meetings (gathering places, businesses)
o Encourage employees to take them to the places they like to go
Make the one -page project overview and FAQ sheets available at city offices, on
the City's website and Intranet
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Suggest media coverage by pitching story concepts (offering your staff as experts
they can interview) to selected media about:
o The coming BPA rate hikes and tiered structure
o How the Port Angeles AMI system fits into the larger Pacific Northwest
region's AMI and DR systems implementation (Other AMI systems, BPA DR
grantees, the DOE Pacific Northwest Smart Grid Demonstration Project)
o An in -depth human interest story on Gig harbor's AMI system. Five years
down the road how has it affected life there? Councilwoman Brooke Nelson
lived there during the AMI transition; she could be a local angle into the
story.
o First Smart meter install /ribbon cutting with contest winner (see #11
below)
Pitch the above noted articles /interest stories to the following news outlets:
o Peninsula Daily News
o KONP
o KPLU
11. Engage citizens in system implementation activities
Hold a "be sensible first" contest to see where the first new smart meter will be
installed ending in a ribbon- cutting ceremony
o Announce contest as part of a pre- launch informational bill insert, news
release and media advertisements (see #9 above)
Invite people to participate in contest via town hall meetings with
option of entering at City Hall
o Post invitation on City website
Hold "sensible saving /how to" workshops for large customers and customer groups
(such as downtown businesses by block) on ways to reduce usage in high peak
times, lowering electricity costs.
o Submit meeting announcements to Peninsula Daily News and KONP
community calendars
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Set up a "sensible next step" AMI system educational booth at community events,
such as the Clallam County Fair, Olympic Peninsula Senior Games, local festivals
and school fairs.
o Create a calendar of events with the goal of participating in at least two
per month —try to reach as many different audiences as possible
o Bring the smart meter display unit to demonstrate the impact on cost of
using electricity during high vs. tow rate times
PHASE FOUR: KEEPING CITY STAFF AND CITIZENS INFORMED
THROUGHOUT IMPLEMENTATION
12. Communicate to Customers about the install process
Send a second bill insert announcing the beginning of installations, informing
customers of the installation phases and letting them know they will see a new bill
format in early 2012.
Create two door hangers for individual customer install communications
(electricity and water versions for each):
o Appointment notice: your appointment for install is at X time
o Outcome of installation: your new meter was successfully installed OR the
new meter wasn't successfully installed, why, and process for resolution
Create a one page two -sided document that details information for customers who
will incur installation expenses (if repairs required for installation exceed $750)
o Distribute to impacted individuals
o Post on City website
13. Proactively communicate about progress with all
stakeholders
Monitor relevant local print, radio and online community discussions about the new
system and implementation process
Determine needed meeting schedule with CSR staff to triage volume of calls,
discuss general sentiment of callers and to provide ongoing guidance. Could be
daily at first, then less often.
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11
o Post on Intranet
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o Adjust call center decision -tree, if needed
o Adjust outreach plan, as needed
o Adjust verbal communications (website, bill inserts, etc.), as needed
Use regularly scheduled staff and team meetings to update everyone involved in
implementation at least weekly
o Post brief weekly updates on Intranet
Provide formal monthly updates to City Manager, City Council and all Directors via
email and printed letter
o Request that updates be shared in department meetings (leadership and
field staff)
Use the above communication vehicles to link all city employees to information
about the impact of the AMI system on the City's electricity and water use and
expenditures via the City's website
Press release announcing results post- initial installation phase, distributed via
newswire and directly to:
o Peninsula Daily News
o KONP
o KPLU
Pitch story about the phase one results to all three media outlets linking the
results to larger benefits for the City and the region
PHASE FIVE: AFTER FULL IMPLEMENTATION, FULL
TRANSPARENCY
14. Provide customers with the information they need to
manage costs
Redesign the utility bill to simply communicate usage in peak and off -peak times;
highlight a usage comparison between the customer and the average for their
block or neighborhood and between the current year and the previous year's
usage.
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o Explain the new bill through an accompanying utility bill insert so people
know how to read it.
o Create a newly designed newsletter style utility bill insert to send twice per
year, starting with the new utility bill
15. Measure customer satisfaction with the process and
system and make results public
Send survey via utility bill insert two billing cycles after the install. Measure
satisfaction and ask about benefits /impacts via 2 open -ended questions.
o Provide postage -free response envelope
Provide link to survey online via City website home page and Utility Information
Center
Post results on City website and city Intranet, including detailed results on Utility
Information Center page
16. Keep city employees and the public informed about
city government and overall system usage (electricity
and water)
Starting with pre- implementation, benchmark key statistics annually and
communicate the comparisons
o City website, Intranet and mini AMI website at least twice per year
o Bill insert newsletter twice per year
Develop 2 press releases as usage and customer satisfaction results become
available (initial results post -full implementation and 6 months later)
o Distribute via newswire and to the following media outlets:
Peninsula Daily News
KONP
KPLU
Pitch articles /coverage about the impacts of AMI to the same three news outlets
(see above).
12
Par cerLeP a
17. Continue to engage customers and the larger
community
Post customer "sensible success" stories on the Utility Information Center /AMI
section of the city's website
o Invite customers to submit their stories via website email form
o Free CFL (or other relevant promotional gift) for stories that are posted
Enlist local businesses to compete against each other for the most energy saved
Develop visuals that demonstrate usability and benefits of the system for the
Utility Information Center page
o Average usage patterns per neighborhood, allowing a customer to see how
their usage, as reported on their bill, compares to the average and to other
areas in the City
o Thermostat that illustrates the amount of peak hour use avoided (in
comparison to baseline year)
Connect results to things people care about, such as conservation
o Report cumulative decrease in the amount of energy and water used
Translate that into a concrete benefit such as the amount of salmon
or salmon habitat saved, the amount of greenhouse gas not emitted
Integrate all the above via all established communications channels:
o Utility Information Center /AMI pages on the City's website
o Bill inserts
o Story ideas to local media
13
ParereP a
IMPLEMENTATION BUDGET FOR PARKER LEPLA SERVICES
RESIDENTIAL DEMAND RESPONSE PILOT PROJECT
COMMUNICATIONS PLAN AND MEDIA MATERIAL DEVELOPMENT
PHASE ONE:.P.LAN. E,VELQPMENT ai101NALIZATI
i ^i 'i�''.'
Create 1 -1/2 year communications plan geared to recruit volunteers, keep
them informed; give staff tools to provide excellent customer service;.raise
awareness for all customers and the community about DR :and, its benefits;
report results
Present plan and facilitate AMI Communications Committee discussion via
teleconference
Finalize plan
,PHA RE
PHASE_ T1N0';; IMPLEMENTATIONACTIVITIE
Top -line messages and translation of technical criteria.into.'language that
helps potential candidates, appropriately self select
Write one -page double -sided Project overview document based on
Information provided by City, including FAQs, and flow content into existing
template.
Printing overview document Q =5,000 double -sided
1/3 page Utility bill insert soliciting participants, write copy and design full
color, 3.5" x 8.5 double -sided inserts
[Does not include use of images]
Printing utility bill insert, as described above Q= 10,000 double -sided
Letter sized utility bill insert for informing and updating customers. Write
copy and flow into existing 8.5" x 11" double -sided template. [Does not
include use of images]
Printing Letter sized utility bill insert Q =1,000 double -sided
14
$4,900
$1,205
$1,000
$2,000
$1,782
$690
$1,877
$575
$1,782
$389
Create two -page microsite (linked to /from City website) for pilot project /ongoing use
based'on "sensible next step" theme:
Includes: one. informational page with'log -in feature_for-pilot
participants and administrator; one page housing the survey links, requiring log -in to
access; administrative tool for changing information, updating surveys and a record of
which participants have completed surveys; a form to collect contact data for potential"
participants (data delivered to City"via email); allows for email communication to
participants; survey reminders, confirmation that survey was completed.
[City of Port Angeles provides all necessary artwork; does not include -use of additional-."
images]
Develop surveys and upload to microsite
,SP,ONSE:BUDG
Demand; Re sponse
AMI SYSTEM COMMUNICATIONS PLAN
MEDIA MATERIALS DEVELOPMENT AND IMPLEMENTATION BUDGET
Develop and Implement Media Materials
evefop °V►sualiTheme that expressesh``TFie'sensi
ext; step,:` Includes', presentation; of choices, via
eteconference an 2, rounds,of feedbac
Template Design Decision- making Process. Includes
one for presentation of the following
template designs: one -sided and two -sided
documents, door hanger. Include 2 rounds 0f
revisions on design of these templates at one time.
ne= page,proj'ect;overy ew ;Conten`t`forrdo -s�;c
%2 x 1'1- pr oject overview, including timeline.usin
ion
esigned t Includes�two',rounds of revision
byµ .rnw w r. et
oesf not? Images
"One page project overview Printing Q= 5,000 double
sided.
Professional
Services
(including printing)
ParerLeP a
Media
Placement
PHASE ONE: making information clear and available in multiple" formats that meet citizens and
customer needs
$7,300
$1,500
TOTAL
15
$1,000
$690
$1,000
$690
SETWO: foundation or citizen understanding7 staff preparation
ParerLeP a
16
AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN THE
CITY OF PORT ANGELES
AND
PARKER LEPLA
RELATING TO: Communications Plan for the City's AMI System L
THIS AGREEMENT is made and entered into this day of 7`fu� I
2010, by and between THE CITY OF PORT ANGELES, a non charter cd1e city of the State of
Washington, (hereinafter called the "CITY and Parker LePla, a Washington Corporation
authorized to do business in the state of Washington (hereinafter called the "CONSULTANT
WHEREAS, the CITY desires professional services related to a Communications Plan for its
electric utility; and
WHEREAS, the CITY desires to engage the professional services and assistance of a qualified
consulting firm to perform the scope of work as detailed in Exhibit A, and
WHEREAS, the CONSULTANT represents that it is in full compliance with the statutes of the
State of Washington for professional registration and /or other applicable requirements, and
WHEREAS, the CONSULTANT represents that it has the background, experience, and ability
to perform the required work in accordance with the standards of the profession, and
WHEREAS, the CONSULTANT represents that it will provide qualified personnel and
appropriate facilities necessary to accomplish the work;
NOW, THEREFORE, in consideration of the above representations and the terms, conditions,
covenants, and agreements set forth below, the parties hereto agree as follows:
I SCOPE OF WORK
The CITY may review the CONSULTANT'S work product, and if it is not satisfactory, the
CONSULTANT shall make such changes as may be required by the CITY. Such changes
shall not constitute "Extra Work" as related in Section XII of this Agreement.
The CONSULTANT agrees that all services performed under this Agreement shall be in
accordance with the standards of the profession and in compliance with applicable federal,
state and local laws.
The Scope of Work may be amended upon written approval of both parties.
PW 0410_01 Professional Services Agreement Page 1 of 7
Revised [05/12/06]
The scope of professional services to be performed and the results to be achieved by the
CONSULTANT shall be as detailed in the attached Exhibit A and shall include all services and
material necessary to accomplish the work.
II OWNERSHIP OF DOCUMENTS
Upon completion of the work, all documents, exhibits, photographic negatives, or other
presentations of the work shall become the property of the CITY for use without restriction and
without representation as to suitability for reuse by any other party unless specifically verified
or adapted by the CONSULTANT. However, any alteration of the documents, by the City or by
others acting through or on behalf of the City, will be at the City's sole risk.
III DESIGNATION OF REPRESENTATIVES
Each party shall designate its representatives in writing. The CONSULTANT'S representative
shall be subject to the approval of the CITY.
IV TIME OF PERFORMANCE
The CONSULTANT may begin work upon execution of this Agreement by both parties and the
duration of the Agreement shall extend through December 31, 2012. The work shall be
completed in accordance with the schedule set forth in the attached Exhibit C.
V PAYMENT
The CITY shall pay the CONSULTANT as set forth in this section of the Agreement. Such
payment shall be full compensation for work performed, services rendered, and all labor,
materials, supplies, equipment and incidentals necessary to complete the work.
A. Payment shall be on the basis of the CONSULTANT'S standard billing rates as set forth in
Exhibit B multiplied by the actual hours worked, cost for actual labor, overhead and profit
plus CONSULTANT'S direct non -salary reimbursable costs as set forth in the attached
Exhibit B.
B. The CONSULTANT shall submit invoices to the CITY on a monthly basis. Invoices shall
detail the work, hours, employee name, and hourly rate; shall itemize with receipts and
invoices the non -salary direct costs; shall indicate the specific task or activity in the Scope
of Work to which the costs are related; and shall indicate the cumulative total for each task.
C. The CITY shall review the invoices and make payment for the percentage of the project
that has been completed less the amounts previously paid.
D. The CONSULTANT invoices are due and payable within 30 days of receipt. In the event
of a disputed billing, only the disputed portion will be withheld from payment.
E. Final payment for the balance due to the CONSULTANT will be made after the completion
of the work and acceptance by the CITY.
F. Payment for "Extra Work" performed under Section XII of this Agreement shall be as
agreed to by the parties in writing.
PW 0410_01 Professional Services Agreement Page 2 of 7
Revised [05/12/06]
VI MAXIMUM COMPENSATION
Unless otherwise agreed to in writing by both parties, the CONSULTANT'S total compensation
and reimbursement under this Agreement, including labor, direct non -salary reimbursable
costs and outside services, shall not exceed the maximum sum of $35,917.00. The budget for
each task is as set forth in the attached Exhibit B. Budgets for task(s) may be modified upon
mutual agreement between the two parties, but in any event, the total payment to
CONSULTANT shall not exceed $35,917.00.
VII INDEPENDENT CONTRACTOR STATUS
The relation created by this Contract is that of owner independent contractor. The Contractor
is not an employee of the City and is not entitled to the benefits provided by the City to its
employees. The Contractor, as an independent contractor, has the authority to control and
direct the performance of the details of the services to be provided. The Contractor shall
assume full responsibility for payment of all Federal, State, and local taxes or contributions
imposed or required, including, but not limited to, unemployment insurance, Social Security,
and income tax.
VIII EMPLOYMENT
Employees of the CONSULTANT, while engaged in the performance of any work or services
under this Agreement, shall be considered employees of the CONSULTANT only and not of
the CITY, and claims that may arise under the Workman's Compensation Act on behalf of said
employees while so engaged, and any and all claims made by a third party as a consequence
of any negligent act or omission on the part of the CONSULTANT'S employees while so
engaged, on any of the work or services provided to be rendered herein, shall be the sole
obligation and responsibility of the CONSULTANT.
In performing this Agreement, the CONSULTANT shall not employ or contract with any CITY
employee without the City's written consent.
IX NONDISCRIMINATION
The CONSULTANT shall conduct its business in a manner, which assures fair, equal and
non discriminatory treatment of all persons, without respect to race, creed or national origin, or
other legally protected classification and, in particular:
A. The CONSULTANT shall maintain open hiring and employment practices and will welcome
applications for employment in all positions, from qualified individuals who are members of
minorities protected by federal equal opportunity /affirmative action requirements; and,
B. The CONSULTANT shall comply with all requirements of applicable federal, state or local
laws or regulations issued pursuant thereto, relating to the establishment of non
discriminatory requirements in hiring and employment practices and assuring the service
of all persons without discrimination as to any person's race, color, religion, sex, Vietnam
era veteran status, disabled veteran condition, physical or mental handicap, or national
origin.
PW 0410_01 Professional Services Agreement Page 3 of 7
Revised [05/12/06]
X SUBCONTRACTS
A. The CONSULTANT shall not sublet or assign any of the work covered by this Agreement
without the written consent of the CITY.
B. In all solicitation either by competitive bidding or negotiation made by the CONSULTANT
for work to be performed pursuant to a subcontract, including procurement of materials
and equipment, each potential subconsultant or supplier shall be notified by the
CONSULTANT of Consultant's obligations under this Agreement, including the
nondiscrimination requirements.
XI CHANGES IN WORK
Other than changes directed by the CITY as set forth in Section I above, either party may
request changes in the scope of work. Such changes shall not become part of this Agreement
unless and until mutually agreed upon and incorporated herein by written amendments to this
Agreement executed by both parties.
XII EXTRA WORK
The CITY may desire to have the CONSULTANT perform work or render services in
connection with this project, in addition to the Scope of Work set forth in Exhibit A and minor
revisions to satisfactorily completed work. Such work shall be considered as "Extra Work" and
shall be addressed in a written supplement to this Agreement. The CITY shall not be
responsible for paying for such extra work unless and until the written supplement is executed
by both parties.
XIII TERMINATION OF AGREEMENT
A. The CITY may terminate this Agreement at any time upon not less than ten (10) days
written notice to the CONSULTANT. Written notice will be by certified mail sent to the
consultant's designated representative at the address provided by the CONSULTANT.
B. In the event this Agreement is terminated prior to the completion of the work, a final
payment shall be made to the CONSULTANT, which, when added to any payments
previously made, shall compensate the CONSULTANT for the percentage of work
completed.
C. In the event this Agreement is terminated prior to completion of the work, documents that
are the property of the CITY pursuant to Section II above, shall be delivered to and
received by the CITY prior to transmittal of final payment to the CONSULTANT.
XIV INDEMNIFICATION /HOLD HARMLESS
CONSULTANT shall defend, indemnify and hold the CITY, its officers, officials, employees and
volunteers harmless from any and all claims, injuries, damages, losses or suits including
attorney fees, arising out of or resulting from the negligent acts, errors or omissions of the
CONSULTANT in performance of this Agreement, except for injuries and damages caused by
the sole negligence of the CITY.
PW 0410_01 Professional Services Agreement Page 4 of 7
Revised [05/12/06]
The CITY agrees to indemnify the CONSULTANT from any claims, damages, losses, and
costs, including, but not limited to, attorney's fees and litigation costs, arising out of claims by
third parties for property damage and bodily injury, including death, caused solely by the
negligence or willful misconduct of the CITY, CITY's employees, or agents in connection with
the work performed under this Agreement.
If the negligence or willful misconduct of both CONSULTANT and CITY (or a person identified
above for whom each is liable) is a cause of such damage or injury, the loss, cost, or expense
shall be shared between the CONSULTANT and the CITY in proportion to their relative
degrees of negligence or willful misconduct and the right of indemnity shall apply for such
proportion.
Should a court of competent jurisdiction determine that this Agreement is subject to RCW
4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or
damages to property caused by or resulting from the concurrent negligence of the
CONSULTANT, the CITY, and the officers, officials, employees, and volunteers of either, the
CONSULTANT'S liability hereunder shall be only to the extent of the CONSULTANT'S
negligence. It is further specifically and expressly understood that the indemnification provided
herein constitutes the CONSULTANT'S waiver of immunity under Industrial Insurance, Title 51
RCW, solely for the purposes of this indemnification. This waiver has been mutually
negotiated by the parties. The provisions of this section shall survive the expiration or
termination of this Agreement. However, the CONSULTANT expressly reserves its rights as a
third person set forth in RCW 51.24.035.
XV INSURANCE
The CONSULTANT shall procure and maintain for the duration of the Agreement, insurance
against claims for injuries to persons or damage to property which may arise from or in
connection with the performance of the work hereunder by the CONSULTANT, its agents,
representatives, employees or subcontractors.
No Limitation. CONSULTANT'S maintenance of insurance as required by the agreement
shall not be construed to limit the liability of the CONSULTANT to the coverage provided by
such insurance, or otherwise limit the CITY'S recourse to any remedy available at law or in
equity.
A. Minimum Scope of Insurance
Consultant shall obtain insurance of the types described below:
1. Automobile Liability insurance covering all owned, non owned, hired and leased vehicles.
Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or a substitute
form providing equivalent liability coverage. If necessary, the policy shall be endorsed to
provide contractual liability coverage; and,
2. Commercial General Liability insurance shall be written on ISO occurrence form CG 00 01
and shall cover liability arising from premises, operations, independent contractors, and
personal injury and advertising injury. The City shall be named as an insured under the
Consultant's Commercial General Liability insurance policy with respect to the work performed
for the City; and,
PW 0410_01 Professional Services Agreement Page 5 of 7
Revised [05/12/06]
3. Workers' Compensation coverage as required by the Industrial Insurances laws of the State
of Washington; and
4. Professional Liability insurance appropriate to the Consultant's profession.
B. Minimum Amounts of Insurance
Consultant shall maintain the following insurance limits:
1. Automobile Liability insurance with a minimum combined single limit for bodily
injury and property damage of $1,000,000 per accident.
2. Commercial General Liability insurance shall be written with limits no less than
$1,000,000 each occurrence, $2,000,000 general aggregate.
3. Professional Liability insurance shall be written with limits no less than
$1,000,000 per claim and $1,000,000 policy aggregate limit.
C. Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions for
Automobile Liability, Professional Liability and Commercial General Liability insurance:
1. The Consultant's insurance coverage shall be primary insurance as respect the
City. Any insurance, self- insurance, or insurance pool coverage maintained by
the City shall be excess of the Consultant's insurance and shall not contribute
with it.
2. The Consultant's insurance shall be endorsed to state that coverage shall not be
cancelled, suspended or materially changed by either party, except after thirty
(30) days prior written notice by certified mail, return receipt requested, has been
given to the City.
3. Any payment of deductible or self- insured retention shall be the sole
responsibility of the CONSULTANT.
4. The CONSULTANT'S insurance shall contain a clause stating that coverage shall
apply separately to each insured against whom claim is made or suit is brought,
except with respects to the limits of the insurer's liability.
D. Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best rating of not less than A:VII.
E. Verification of Coverage
Consultant shall furnish the City with original certificates and a copy of the amendatory
endorsements, including but not necessarily limited to the additional insured endorsement,
evidencing the insurance requirements of the Consultant before commencement of the work.
PW 0410_01 Professional Services Agreement Page 6 of 7
Revised [05/12/06]
XVI APPLICABLE LAW
This Agreement shall be construed and interpreted in accordance with the laws of the State of
Washington, and in the event of dispute the venue of any litigation brought hereunder shall be
Clallam County.
XVII EXHIBITS AND SIGNATURES
This Agreement, including its exhibits, constitutes the entire Agreement, supersedes all prior
written or oral understandings, and may only be changed by a written amendment executed by
both parties. The following exhibits are hereby made a part of this Agreement:
Exhibit A Scope of Work
Exhibit B Budget Costs for Each Task
Exhibit C Schedule for the Work
IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day and
year first written above.
CITY OF PORT ANGELES APPROVED AS TO FORM:
4
KENT MYERS. I Y MANAGER
CONSULTANT
TITLE: r�
(\DAL
V
PW 0410_01 Professional Services Agreement Page 7 of 7
Revised [05/12/06]
ATTEST:
r
WILLIAM E. BLOOR, CITY ATTORNEY
JA SA HURD, CITY CLERK