HomeMy WebLinkAbout000647 Original Contract City of Port Angeles
Record # 000647
AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN THE
CITY OF PORT ANGELES
AND
BDUB RELATIONS
RELATING TO: Communications Plan for Advanced Metering Infrastructure System,
Voluntary Peak Power Project and Time of Use Rates
THIS AGREEMENT is made and entered into this 0�d day of !�-
2013, by and between THE CITY OF PORT ANGELES, a non-charter coAbity of the State of
Washington, (hereinafter called the "CITY") and BDUB RELATIONS, 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 the
Advanced Metering Infrastructure System, Voluntary Peak Power Project and Time of Use
Rates 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 scope of professional services to be performed 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.
PW 4410 01 Professional Services Agreement Page 1 of 7
II OWNERSHIP OF DOCUMENTS
Upon completion of the work, all documents, exhibits, photographic images, 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 July 31, 2015. 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 per schedule in Exhibit B. 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 [05112106]
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$24,002.25. The budget for
each task is as set forth in the attached Exhibit B.
VII INDEPENDENT CONTRACTOR STATUS
The relation created by this Agreement is that of owner-independent contractor. The
CONSULTANT is not an employee of the City and is not entitled to the benefits provided by
the City to its employees. The CONSULTANT, as an independent contractor, has the authority
to control and direct the performance of the services. The CONSULTANT 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 [06112106]
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 (14) 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 [05/12106]
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.
Failure on the part of the CONSULTANT to maintain the insurance as required shall constitute
a material breach of contract, up which the City may, after giving five business days notice to
the CONSULTANT to correct the breach, immediately terminate the Agreement, or, at its
discretion, procure or renew such insurance and pay any and all premiums in connection
therewith, with any sum so expended to be repaid to the City on demand, or at the sole
discretion of the City, offset against funds due the CONSULTANT from the City.
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
PW 0410_01 Professional Services Agreement Page 5 of 7
Revised [05142106]
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,
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 shall provide the City and any additional insureds with
written notice of any policy cancellation, within two business days of their receipt
of such notice.
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.
PW 0410_01 Professional Services Agreement Page 6 of 7
Revised [05112106]
E. Verif cation 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.
XVI APPLICABLE LAIN
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
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 APP OVER AS TO FORM:
DAN MCKEEN, CITY MANAGER WILLIAM E. BLOOR, Cl A RN-EY
CONSULTANT .ATTEST:
BETH WOOLLEY, bdub ations JASSA HURD, CITY LERK
TITLE:
PW 0410 01 Prafessianal services Agreement Page 7 of 7
Revised [0sJ12f08j
Exhibit A - Scope of Work
The City of Port Angeles has new information to share with constituents regarding its Advanced
Metering Infrastructure system (AMI) and the Voluntary Peak Power Project (VPPP).
Depending on the outcome of those initiatives, a Time of Use (TOU) rate plan could be
implemented in late 2014 or early 2015. The City is committed to being an informative partner
to residents and utility customers. Therefore, the goals for communicating about these projects
are to:
• Provide clear, accurate information in a form that answers common questions of
customers and residents,
• Make information easy to access for all stakeholders,
• Give people opportunities to engage with City staff around these programs,
• Ensure customer service staff have the tools to help inform citizens and answer
questions about the updated information and impacts,
• Ensure other city employees and leaders, including City Council, have updated
information to support their interactions with citizens regarding these projects, and
• Use a streamlined approach that minimizes cost and maximizes reach.
In keeping with existing communications plans bdub relations will:
• Update materials produced to introduce the AMI, VPPP and TOU programs,
• Create new communications to present new information,
• Support the City's efforts to engage the community directly through its billing system,
customer service staff, website, Town Hall meetings, and
• Integrate existing information and key messages about all projects into the updated and
new materials.
In mid-August (2013), the City will determine AMI system implementation next steps. The
outreach process will begin as soon as the project's direction is decided. Town Hail meetings
will be held in November to ensure the community is updated on the City's AMI plan. TOU
communications activities will be guided by future decisions about the AMI system.
Implementation activities
In the spirit of Port Angeles' city government's ongoing efforts to be a trusted partner to its
citizens, bdub relations makes the following recommendations for efficiently publicizing new
information and engaging constituents about AMI, VPPP and TOU. A final list of activities will
be provided once approved by the City.
PHASE I; AMI and VPPP outreach
1. Groundwork. Interview appropriate City staff, review City-provided input documents and
complete any needed research to ensure materials are accurate and reflect current
information on related subjects (radio frequency transmissions, in particular). This will
ideally be completed before starting work on materials, ensuring accurate information
across projects and requiring less staff time in the document review process.
2. Update existing-project-specific documents regarding new timeframes and changes.
a. AMI: AMI Overview, FAQs, Peak Demand/Rate Structure Overview
b. VPPP: Overview, FAQs
3. Create new one- a e document regarding costs associated with the AMI
system and new meters.
4. Create one-page website navigation and content guide containing tactics for making
updated information easy for City website visitors to discover and access. To be
implemented by City website staff.
5. Write_new text for the AMI ("New Meters" page) and VPPP web pages, containing the
new information and project next steps.
6. Notify customers residents and stakeholders directl .
a. Utility bill insert inviting to a Town Hall meeting
b. Media ads and engagement re: Town Hall meeting
c. Town Hall meeting presentation
d. Utility bill insert informing customers re: City's decision to proceed/not proceed
with final phase of AMI system implementation
7. Notify specific community stakeholder groups directl .
a. VPPP volunteers via letter
b. City staff via City's newsletter
8. Engage local media through a press release about AMI next steps and announcing the
Town Hall Meeting.
9. Update City government with the latest information and support their efforts to provide
accurate information to constituents.
a. Utility Advisory Committee
b. City Council
c. Customer Service Representatives
If the City decides in mid-August to postpone AMI implementation for a significant period of
time, it will be necessary to complete most of the activities listed above (but in a different order
than what's proposed in the schedule that follows this section). Existing document updates,
such as project Overviews and FAQs, would not be necessary.
PHASE II: TOU outreach
1. Update existinci Overview document that explains the rate system.
2. Create new informational materials
a. FAQ page as second side to Overview
b. Palm card for easy distribution of key information through utility billing center and
other locations throughout Port Angeles
3. Write new text for the Utility web_page explaining the new rate system; link the "New
Meters" page to the information.
4. Notify customers residents and stakeholders directl .
a. Utility bili insert inviting to a Town Hall meeting
AMI/VPPP&TOU Communications
b. Media ads and engagement re: Town Hall meeting
c. Town Hall meeting presentation
5. Engage local media through a press release about TOU and announcing the Town Hall
Meeting.
6. Update City government with the latest information and support their efforts to provide
accurate information to constituents.
a. Utility Advisory Committee
b. City Council
c. Customer Service Representatives
PHASE III: Obtaining feedback about AMI and VPPP
To gage customer satisfaction and understand AM] and TOU rate impacts, bdub relations
recommends surveying customers directly. The survey will be issued following installation of all
new meters and after VPPP participants have had sufficient time to experience any possible
effects of appliance adjustments related to the program--ideally within six months of AMI
system completion (currently scheduled for 10/31/14).
1. Survey questionnaire that includes a section for VPPP participants in print and online
formats distributed through;
a. Utility bill insert
b. City's website
Exhibit B — Budget Costs
To ensure a full program is offered to the City and its constituents, the following budget is based
on a 10% reduction from our usual government/nonprofit rates. Invoices will reflect actual time
expended for each deliverable up to/no more than the proposed cost.
PIP 1�
/I?[Jf7, ,S�
<�4MIz° �1P .PP
CH
Interviews & document reviews by bdubF....
Groundwork relations to obtain needed information for $480.00
writing the described materials
Town Hall Meetiw& Invitations Subtotal for deliverables = $3,770.00
��Utlllty bill insert r 8�112x 11gl sidedrap,terpplate8 00
document __
_,.,,...._..u......e.,, .,,..._:,.....,,�.......wb....,eeea..,...,_-5.......iaS.+.,_.,�.,,..,.,..,........,...;,,;5,:.... ...-..........µ.».,.,,,...,,,.,.:�..w'M..»-...,«a..- ,,, _ �_
Peninsula Daily News print ad Camera ready artwork, including text, for $1056.00�
/page full color ad
One eye cgtching text statement from
:Peninsula Da�fy News online ad $60 QO
City's website
KONP Radio
announcement public service Text for one 30-second radio spot $120.00
Ol pentad orn°MetroNet'web pane .... µText and final artwork forv,static ad
..
Town Hall Meeting Presentation PowerPoint and associated notes for Citv $800.00
_.�.._._
AMI/VPPP&TOU Communications
staff presenter .._ ___ m...,.._.. _w. .__.
Media Engagement Subtotal for deliverables. ......:m._.._.�..._�.�,,,�
= $300.00
_.___ ____.__.__.-._._ ..... ____...__._ ________._.___._ .,._-.._._-_. ..-...._....._._.._..___
News Release announcing AMI next Text only
steps and upcoming Town Hall $300.00
meetings
AMl Documents: U dates & New ` Subtotal for deliverables` '$2 83175
Overview status u date onl 8-112 x 11", double-sided document $717.7
FAQs status update onli . :8-1 2 x 11", double-sided document 717.75
Peak Demand Overview (status 8-112 x 11", single-sided document $479.25
update on )
Cost Overview f 8 112 x <11", sir le sided document, $738:00
Cid staff newsletter article Text ons $180.00
VPPP Documents: Updates & New Subtotal for deliverables $1,495.50
Overv�ewstatusupdate onl 8 112 x 11° double sided document .x
_ _ _ _.._. .,. .. . .. w ..
FAQs (status update ons „8-112 x 11 double-sided document $657.75
Letter to UPPP volunteers:,. Single-sided, text ons .$180,,00
Website
_ Subtotal forAeliverables -$900-00,
One-page..document outlining tactics for
Access & content guide helping visitors navigate from City home $240.00
_ pale #o AMI & VPPP information ��.w�_._,._
Update AM:I;
i Letter to participants„ � � Text onl
w, ._. M_.. 180.00
Update VPPP web page _ Add new information dafes $180.00
TOTAL BUDGET PHASE I �
w_. _._..___.,_ ..... _.. ._w __.,.._........mM_ $14,018.75
PHASE 11 TOU Outreach
Townz Halle Meetin & Invitatiions Subtotal for deliverables
.�....�._�...n.�...�.�.__.__._... :.�:. ;.,,�._ $4,7;:26.25
Utility bill insert 8-112 x 11", double-sided in-template $1,094.25
document
Camera ready q_prkj including text, for $1056.00
l?enlrisuia Daily Newsprint ad , If r
a e fU colo ad x y>
Peninsula Daily News online ad One eye-catching text statement from
Which visitors can link to the City's website
NR, di public,serie+; �.' �
anrid ncemeent ;r y T�Xt for one 30-second radio spot $120.00
OI den ad on MetroNet web pale Text and final artwork for static ad $996.00
PowerPoint and a�socipted noted r Cit '
To�N ;,Hail 1L/eeting Preser]tat�on 3 w ' y Z x
eater � �
r
Media Eng eTpnt :.. .... w ::Subtotal for deliiverables $30 00
News Release to announce Town Text only
Hall meeting, introduce TOU $300.00
OU Documents Subtotal for deliverables $1,923 00
_
gOverview�and FAQs mrw . .mmµ :m '8 112 x 11" double sided document
Palm card Hand-sized, double sided info piece in
$888.75
_......._.____.,,___.__..__.._..__......
existing tem late
1lllebsite Subtotal for deliverables $360
U#il�ty gage TOU section
Text;�xpia�ning TOU rates and hoW to,
k mangy e �Ib a$36 0:
Stakeholder Updates---.&S u port Subtotal, or deliverables:= $2
UAC presentation
PowerPoint and facilitated telephone
conference
;City CouJ�cii presentation ( �' PowerPoint and asso`c�ated no#es fob Clty ,
staff risen"ter basedoni.UAC' reseritation 400 00
1 to 2-hour workshop on answering
customer questions and concerns re:
CSR workshop updated AMI & VPPP information. $$00.00
Includes interactive exereses.
Travel µ Miliage,andferry passa e. estimated S120.00,
,m.- _ .......x_
` TOTAL BUDGET PHASE II
m_ v., , w _..._,,...._, _.m.._ $8,625 25
..,, ,
AMi1VPPP&TOU Communications
a'
PH;oSEll'Ij:
E
OBTAINING FEEbBACK
Utility bill insert (survey) 8-112 x 11", double-sided survey in 974.2 5
template
Online survey -. ,;N SaieSsuruey uploaded and<Ilnke� to City's $180:..00
website
TOTAL, BiJDGfT PHASE III $1,154 25
NOTAL PROJECT PHASES 1 Ili $24,00.2.25
These costs are based on a streamlined process and the following assumptions:
• Two text editing rounds maximum for each deliverable prior to layout in its designed format
• Two editing rounds maximum for each deliverable after the text is placed in its designed
format(for typos or other small edits only)
• No design changes to the existing document templates
The following expenses are not included in the budget provided above:
• Printing
• Purchase of advertising space
o PDN print or online
o Oiypen/MetroNet page
o KONP PSNs
• Purchase of stock photography or other images for use in the materials
Exhibit C — Schedule
The following schedule is based on the AMI System Phase IA & II Implementation Plan Update
(dated 7128113) and the City's goal to update residents on the project's status via Town Hall
meetings in November, 2013. The table offers two possible scenarios based on the date by
which the City makes key decisions impacting the AMI Implementation Plan. The
communications plan and schedule ensures City officials are prepared to assist the public. In
both options, updated documents will be available to stakeholders to reinforce the information
presented in-person.
PHASE I: AMI and VPPP Outreach Schedule
Sr �'
r F s
AMI Project direction City and vendor decide next by by
ste s 8130113 9127113
Groundwork< Information download (bdub
_ _ rel�tiohs
Within 1 week
utility,bifl inserfi�..Town Hall
Meeting invitation Final artwork due to billing vendor 9120' 9120'"
AMIIVPPP&TOU Communications
AMI document u dates Overview, FAQs Peak Demand '
p 9113113 10/11/13
COostO erview�stted�.�.,... .__._...._...__ ....._...._._..._w__
AMI new documents/outreach akehoI er 9113113
letters 10/11/13
VPPP documents updates Overview FAQs 9113113 10/11/13
VPPP outreach Letter to volunteers ready to mail 9113113 10/11/13
1Nebs�te wide ,.�w. Nav ation and content. uide 911311.3 10/11/13
AMI web page update New text and document 9113113 10/11/13
_ downloads (as above)
�"VPPP web a e u_ date s New text and document
p g p 9113/1<3 1011111"3
1,;downloads above
_� Daily N_ ads Invitation to ��..w...
.�.�....µ.M,_... W�ry Daily,News, nntT .�. -�v��.--�.�--�.._.. .....�.
Peninsula Town Hall meetings 10/22/13 10/29/13
Peninsula Dail News,;oniin ad Invitation to�fTown Haff m_eetm s 10/28113 1115113
_
KONP Radio PSA invitation to Town Hall meetings 10/28/13 1115113
{�Iy aen adwon
-Metrotpa a "`" lnv►fatian fa Town<HalI meetings X10128113 1115113
-- _. ... .._ __ 10/28/13 �� 1.115113
News release Announce Town Hall meeting
and new AMI information
µ m._
Tow rt Hall gs Meetin �� '. .: W PowerPoint prese�tatron
1111211.3 11119113"h
AMI, VPPP & communication
UAC presentation plan update depending on project 1114114 3111114
status
r AI11 �1/PPP & comrun�cat!on �
City Council presentation ,� � � 1 311811=4�
Ian`` 1z 112 /14s
CSR workshop Helping customers re.-
VPPP
e:VPPP update 1121114 3118114
Cat Sta#f newsletter article 317114,-
Utility
�
Y_.w AM ._w� :, 317114 3118114"
tility bill insert re. City's If NOT approved on 2128114 3120114* NIA
decision to roceed/not proceed a "--
p p If APPROVED on 5130/14 NIA _ 6120114
Utility bill insert to recruit VPPP
participants Final artwork due to billing vendor 31201143120114*
etfer to ex�stingsandpnew VPPP �,'Explarn protect, benefits and 511114 511114
artic�pant � ire uirelner�"ts ,
VPPP website a .__�.-_.�.w,,..•,.a.,..w,_ .�_..-�wu,,,�.,,..M.,_.. _ .. .
te
J 511114 511114
*Due date for utility bill inserts are estimated ���" � ���""��"�"_.�""m"`-_"""""
This schedule assumes a streamlined review process by City personnel and by bdub
relations once the City's feedback is received.
PHASE II: TOU Outreach Schedule
Utility bill insert dawn ball 2,morihs before j ;'
r x r
'Meet�n ir�vitat�criInafxartwork dFUe e to vender r
ing
Update Overview and create .�..m
TOU document update TBD
FAQ page
TOU outreach document= Create palm card for distribution TBD
n �
AMIIVPPP&TOU Communications
i
r w.w In bi1llnc center; other locales
and how to manatee uT^'.W G._�,M. :_. .e..._ n._.._..._.�..,, .. ._,.
Utility website page update Create section about TOU rates TBD
eninsuia ❑a�I�rNew print ads _w Invitation to own::: a11 meetrngs µ m TBD
. m ._� .
Peninsula Daily News: online ad Invitation to Town Hall meetings__ TBD
KQNP Radio pA 1nvltafronyttTown Hall rneetingsm,._,.�Ww:_:m TBD
OI en ad on MetroNet page Yp _ p Invitation #o Town Hall meetings TBD
News
ease
Ani�ounoe Town Ha!! meeting
and neuv AMI rnformatlof TBDf '
UAC presentation AMi, VPPP & communication w gy 1111114
C>ItyCottwc�l pr sentt>lon '' RAMI, yPgP & omrxturnca ��� �
r 6�� lQn
f r Calanu�date F `S By 111111Y4
CSR workshop Helping customers re; AMI & By 1111114
VPPP update
Town Hal I,Meetings
PowerRolnt presentation
PHASE III: Schedule for Obtaining Feedback about AMI and VPPP
U .:�_ __
rtsury �.._,..�
elit bill insee r --Final artwork due to billing vendor 1212114' 12120114`
Online surr►ae Ff z Upfoa¢ed and linked to Citys
AMI/VPPP&TOU Communications