Single Source Communications
Tripepi Smith & Associates 12
story plans, new issues or concerns that need to be communicated, identification of major themes or initiatives to address in the coming weeks, review of recent media mentions and social media comments and sharing of communication opportunities uncovered from scanning city council agendas. This will be a working call, during which Tripepi Smith will manage an agenda and provide notes for each call. After each call, the client will receive an action summary email about decisions made on the video call and related action steps.
Tripepi Smith aims to fulfill standard requests within 3 business days. For urgent matters, our team is available 24 hours a day. There is no bad time to call us.
State of the City Support
Tripepi Smith has extensive experience supporting municipal clients with their State of the City events.
Our team works closely with staff to establish a vision and format that best tells the city’s story over the past year. Based on your specific goals, Team Tripepi Smith can produce a compelling video or series of videos, but our support doesn't stop there. We offer comprehensive, end-to-end event assistance, including scriptwriting, rehearsal coordination and overall event management. Additionally, we provide full graphic design services to elevate your PowerPoint presentations, handouts and printed programs, alongside strategic promotion to ensure your State of the City reaches the target audience. We recommend that State of the City support be carried out on an as-needed basis due to varying needs.
Social Media Management and Monitoring
• Content Creation: Our team will create and distribute up to 10 unique social media posts.
Social media content creation involves: planning, fact-checking, sourcing graphics, grammar checking and scheduling the post. Our team has experience producing content across Meta (Facebook and Instagram), Twitter/X, LinkedIn and YouTube. If desired, our team can also distribute content on Nextdoor and other platforms.
• Monitoring: Tripepi Smith will monitor LCF’s social media site inboxes seven days a week for customer service opportunities, mainly responding to questions. When we identify an opportunity to respond, we will aim to do so within 24 hours of the comment post time or message receipt time. We will occasionally require fact-checking and guidance from LCF for more nuanced responses.
• Additional: Our work also includes optimizing social media accounts to enhance performance and/or take advantage of useful features. "Boosted Posts" and other targeted advertisements are also helpful in disseminating information to community members. Tripepi Smith is fully capable of running and tracking these paid campaigns (fees to be agreed upon and paid by LCF).
Media Relations and Content Development
Our team is seasoned in crafting compelling press releases, speeches, media inquiries and news articles, typically up to 500 words, to amplify LCF's story and establish thought leadership. We tailor our work to your desired tone and direction, ensuring consistent execution. Collaboration with your staff might be necessary to ensure subject matter expertise and obtain quote approvals. You can lean on us
Single Source Communications
Tripepi Smith & Associates 13
to manage the entire content creation cycle, from crafting key messages and conducting interviews to drafting content and distributing it to your platforms or the media.
Proofreading and Editing
Tripepi Smith staff will be available to proofread and copyedit staff content, whether press releases, website news articles or external-facing emails as needed. Copyediting will review spelling and grammar, as well as ensure consistency with LCF’s Style Guide parameters.
Communications Calendars and Planning
Every four months, Tripepi Smith will host strategy meetings with key LCF stakeholders, such as the Executive Team. These meetings bring together leaders throughout the organization to:
1. Reflect on communications wins and lessons learned in the previous trimester
2. Create a plan for outreach in the coming quarters. We typically collaborate on a Content Calendar in a Google Sheet for easy reference on what external communications need to happen in the coming six to 12 months
Talking about communications in local government for almost two hours usually gets everyone’s brains churning about how they can get the word out on that next big program or new event. As we discuss audience perceptions and interests, go over best practices and the reasoning/data to back them up, the conversation about communications becomes more than just a strategy meeting. Staff builds perspective on their role as communicators on behalf of their department and the agency. As a result, they become more invested in outreach.
Print and Digital Newsletter Production
Quarterly Print and Digital Newsletter (LCF Vista)
Tripepi Smith proposes continuing newsletter production services, including editorial calendar planning, content writing, graphic design and print management services for a quarterly print newsletter, six pages (8.5x11" trifold) and deliver an ADA-compliant digital version for each newsletter for the City website in accordance with the determined newsletter production schedule. Print and postage fees to be paid by the City to the preferred print vendor.
Single Source Communications
Tripepi Smith & Associates 14
Monthly Digital Newsletter (LCF Bulletin)
LCF’s monthly email newsletter is a direct portal into the world of its community members. Tripepi Smith has used Constant Contact to format and distribute the LCF Bulletin and other messages to amplify LCF’s messages to its residents over the past year.
Outlook Newspaper Recurring Ads
Our team will manage the formatting, layout and scheduling of the Outlook Newspaper advertisements using the City-approved content. We will also handle all third-party print coordination to ensure your ads are published seamlessly.
Accessibility Standards: Tripepi Smith is committed to creating accessible newsletters for everyone. Our designers are trained on ADA (Americans with Disabilities Act) standards and ensure all PDFs are exported with the proper tags. These tags allow assistive technologies, like screen readers, to accurately interpret and convey the content to users with visual impairments.
Website Technical Support, Content Support and Vendor Coordination Unlimited Technical Support
You can continue to engage our team for technical support, to answer questions and to keep the website infrastructure up to date. The WordPress CMS goes through routine updates to add features, fix bugs and plug security holes. Leveraging our team for technical support ensures those updates happen when and as they should. We also fix bugs that may surface. Should the City no longer use the current WordPress platform, the unlimited technical support fee can be cancelled with a 30-day notice.
Content Management Support and Vendor Coordination
Sometimes our clients prefer to have the ease of working with a WordPress expert to make changes to the content on their website. Tripepi Smith provides an affordable content-management model that allows the client to simply call or email content changes to our Webmasters for us to execute on their behalf. Our experience with public and private agencies has allowed us to assess the common needs and frequency of requests. Please note that your team is still responsible for developing content. If needed, Tripepi Smith is available to support your content creation efforts at an incremental cost based on our hourly rates.
Our team will create and update small digital graphics highlighting topics of interest on the website each month. Tripepi Smith is also available to collaborate with web-related vendors as needed.
Responsive Support: Our team is available seven days a week to ensure your content remains current. Standard updates are completed within 24 hours, while urgent requests receive immediate priority for same-day execution, regardless of the day of the week.
Broadcasting Services: Planning Commission Meetings
Multiple municipalities keep Tripepi Smith A/V operators on tap to provide cablecast and recording services for their public meetings. Our team has worked with a variety of common (and uncommon)
Single Source Communications
Tripepi Smith & Associates 15
equipment and software, as well as under a variety of circumstances, which equip them to be a reliable resource for public meeting broadcasts. We organize our process into three phases:
1. Pre-Meeting Prep: A Tripepi Smith A/V operator will arrive up to one hour prior to meetings to set up and test all equipment, perform sound checks and prepare all systems, including Zoom.
We also create relevant graphics, such as custom lower thirds and review meeting agendas for digital media or notable activities that we’ll display during the meeting.
2. Showtime: Our team remains onsite for the entirety of each meeting, which allows them to troubleshoot any issues that may arise.
3. Post-Meeting: Once the meeting has adjourned, our team will prepare meeting recordings that can be rebroadcast to your cablecast system, designated streaming platform(s) and/or formatted to master DVDs.
Crisis and Major Incident Communications Support
There may be cases where LCF may need advice on stakeholder outreach, communication efforts and public engagement initiatives. While the proposed project team can advise on such matters during regular check-in calls, there may be instances when a separate, longer discussion is needed.
Additionally, there may be instances when a serious, emergency issue arises, warranting collaboration among the proposed project team throughout the crisis management period. This includes responding to emergencies through coordinated communications efforts with key external stakeholders. Tripepi Smith will remain available 24/7 to support you through such instances, typically kicking discussions off in a virtual meeting, collaborating in a living workspace and emailing, texting or calling with updates as progress happens.
Performance Reporting
Each month, Tripepi Smith will provide a summary report of the Key Performance Indicators or KPIs (reach, posts, engagement, etc.) related to your controlled social media sites and other key metrics if available, such as website visits, media mentions and email open/click rates. This will help us evaluate the success of our efforts as well as serve as an ongoing feedback mechanism for gathering valuable insights that can help inform ongoing communication strategy. We will also produce a quarterly metrics report and present an annual update to the City Council.
Tripepi Smith’s Approach: Emergency Communications
Tripepi Smith is equipped to provide dedicated communication staffing for the City during declared emergencies, offering 24/7 availability. We can participate in internal briefings, engage on social media, draft high-volume communications and more, as well as partake in emergency operations training alongside City staff.
Tripepi Smith’s Approach: Performance Standards
Tripepi Smith abides by a rigorous procedure of internal review before work product or invoices ever make it to clients for review. Principals, Directors and Senior Business Analysts are all in the upper echelon of the workflow, responsible for final quality assurance of work produced by their peers. Tripepi
Single Source Communications
Tripepi Smith & Associates 16
Smith sets clear deadlines with clients to ensure expectations are met. Every team member holds each other accountable so that deliverables are produced in the most efficient manner possible.
To provide the City with visibility into our operational efficiency, we will create comprehensive monthly Key Performance Indicator (KPI) reports, provide quarterly performance reviews and present annually to the City Council.
Tripepi Smith’s Approach: Data Ownership, Security and Records All deliverables, accounts and data remain the City’s exclusive property. We work to ensure full compliance with the California Public Records Act and your specific records retention requirements, while strictly adhering to the City’s cybersecurity policies to protect your digital footprint. Our commitment to transparency means that, should our contract conclude, we guarantee a seamless and immediate transfer of all credentials and data, ensuring the City maintains control.
Tripepi Smith’s Approach: Staffing and Continuity
The core project team (identified under Key Personnel, Resumes and Rates) will have dedicated availability to support the engagement, including capacity to provide support under urgent notice and/or time constraints. Tripepi Smith is a collaborative firm with many skill sets available.
Team Tripepi Smith consists of over 70 communication experts — robust enough to support your goals, yet small enough to be nimble and responsive. We offer a spectrum of skills that allows us to match the appropriate resource to the task at hand, letting us execute faster at reduced engagement costs. Any Tripepi Smith staff member may be brought onto the engagement to help with our efforts.
Tripepi Smith’s Approach: Accessibility, Equity and Compliance Our firm recognizes the importance of diversity, equity and inclusion through our work, and in our workplace. The teammates at Tripepi Smith span numerous heritages, with the team being majority female and several staff speaking multiple languages.
It’s this ingrained diversity spanning our team, as well as our service to a variety of communities across the West Coast, that we understand the power of diverse representation. Here are four ways we combine communication tools and practices to advance DEI:
1. Accessibility Standards: Our team is trained in ADA compliance to create accessible outreach materials. This includes accessible PDFs, captioned video content and social media posts.
2. Multilingual Support: We break down language barriers with interpreters, translators and diverse communication mediums. This can be social media posts in multiple languages, dedicated contacts for preferred languages and in-person and virtual workshops. We prioritize understanding and meeting client needs early on to ensure inclusivity throughout the project.
3. Inclusive Language: Whenever possible, we use gender-neutral pronouns to avoid wordiness or awkwardness in our writing.
4. Diverse Representation: We showcase a vibrant community in all of our visual content, including graphic design, animation, photos and videos. We actively seek to represent people of all backgrounds, colors, shapes and sizes.
Additionally, all our drone operators are FAA-certified and will comply with FAA and City requirements.
Single Source Communications
Tripepi Smith & Associates 17
Tripepi Smith’s Approach: Ad Hoc Services
If there comes the need for any additional ad hoc services, Tripepi Smith is ready to provide those services and is outlining our hourly rates for the full array of our resources to support City communication efforts.
Examples of these ad hoc requests
include but are not limited to:
photography services; video
production services; graphic design
support (i.e., annual report, PAFR,
Budget at a Glance and mailers);
writing speeches; writing Letters to the
Editor; presentation preparation; media
training sessions; drafting or reviewing
policies and procedures, organizing
press conferences; writing articles for
LCF’s websites or other publications;
marketing campaigns; and other
strategies, tactics and resources
necessary to support your strategic
mission.
Tripepi Smith remains committed to the communication needs of LCF and can provide a multitude of additional comprehensive support services with an in-house team.
Single Source Communications
Tripepi Smith & Associates 18
KEY PERSONNEL, RESUMES AND RATES
Project Team
Depending on the scope of work the City of La Cañada Flintridge selects, the rest of the Tripepi Smith project team may vary. Co-Founder and President Ryder Todd Smith will serve as the account manager, providing oversight throughout the engagement. Day-to-day operations and project milestones will be managed by Business Analysts Cailyn Thompson and Aly Edwards, who will serve as the project managers, with project support from Junior Business Analyst Abby Barahona.
Should any key personnel become unavailable during our engagement, Tripepi Smith will quickly substitute with other Tripepi Smith resources who have commensurate experience, knowledge and/or skill sets. Please see the Appendix for full resumes of key personnel. You can learn more about our individual backgrounds and qualifications at www.TripepiSmith.com/Our-Team.
Ryder Todd Smith
Co-Founder & President
Location: Ladera Ranch, CA | Role: Account Manager
Ryder has over 25 years of experience in government relations, technology and marketing. As president, he leads Tripepi Smith and is the ultimate project owner of its clients, which span over 200 public, private and non-profit agencies. Ryder is also the creator of the City Internet Strategies Study, publisher of PublicCEO and the Civic Business Journal and a frequent speaker on the local government circuit. Additionally, his insights have been published by industry-leading publications, such as Western City Magazine and Public Management Magazine, and local government professional organizations, such as the California City Management Foundation and Municipal Management Association of Northern California have recognized and awarded his support as a longtime partner.
Cailyn Thompson
Business Analyst
Location: Long Beach, CA | Role: Project Manager
Cailyn Thompson brings a strong work ethic and open-minded dynamic to the Tripepi Smith team with a background in recreation, collegiate athletics and event management. She graduated from St. John’s University (SJU) with a master’s degree in business administration, strategic management and a Bachelor of Science in Sport Management with a minor in Business Administration. She developed her skills in leadership, organization and event management during her time at SJU with on-campus internships, the graduate assistantship program and summer employment with the City of Cypress Recreation.
Cailyn is certified in Meta Blueprint (Digital Marketing Associate, Media Planning Professional, Media Buying Professional and Creative Strategy Professional), Google Ads (Display), Hootsuite Social Marketing and Sprout Social. She recently earned her professional certificate in public engagement
Single Source Communications
Tripepi Smith & Associates 19
from the Davenport Institute. Her client list includes the California Joint Powers Insurance Authority, City of La Cañada Flintridge, Galt Arno Cemetery District, Fair Housing Foundation, City of Yorba Linda, City of Vallejo, City of Huntington Beach, City of Los Alamitos and El Toro Water District.
Aly Edwards
Business Analyst
Location: Santa Monica, CA | Role: Project Manager
A proven communicator with a passion for storytelling and community engagement, Aly Edwards has experience with copywriting and editing, social media strategy and management, client relations and event planning.
With a Bachelor of Science in Public Relations from Missouri State University, Aly first came to Tripepi Smith with an already proven track record in social media, event coordination, writing and high-volume operations. During her time at Tripepi Smith, she has led large digital campaigns, managed multiple client accounts, supported conference activations and executed thoroughly planned events.
Aly is certified in Hootsuite Social Marketing and Sprout Social. Her clients include CalChoice, CalCCA, CityGreen Consulting, City of Culver City, City of Jurupa Valley, City of La Canada Flintridge, EricksonHall Construction Company, Jurupa Community Services District, Madison AI, MMANC, MMASC, CCCA and West Coast Arborists.
Abby Barahona
Junior Business Analyst
Location: Culver City, CA | Role: Project Support
Abby Barahona is a creative and energetic team player dedicated to making a positive impact for clients and communities. She brings experience in local government, public policy, marketing communications, graphic design and data analysis. She graduated magna cum laude from Scripps College, receiving a Bachelor of Arts in Public Policy and Spanish. She has held internships with the Pomona College Sustainability Office and start-up company Bigg-A-Bed, where she produced datadriven reports and grew brand social media presence. Abby is passionate about using thoughtful storytelling and design to strengthen local communities and is proud to do so with Tripepi Smith.
Abby is certified in Sprout Social and is a fluent Spanish speaker. Her clients include the City of Palmdale, City of Hawthorne, City of La Cañada Flintridge, City of Suisun City and the California City Management Foundation.
Single Source Communications
Tripepi Smith & Associates 20
Tripepi Smith Organization Chart
Single Source Communications
Tripepi Smith & Associates 21
Rates
Tripepi Smith will continue applying the current 2025-2026 LCF Discounted Rates and related fees for any authorized work in the 2026-2027 agreement. Such work must be clearly authorized in writing before proceeding.
Ryder Todd Smith uses the Principal rate of $308.70, Cailyn Thompson and Aly Edwards use the Business Analyst rate of $115.76 and Abby Barahona uses the Junior Business Analyst rate of $93.71. 2025-26 Hourly Rates Standard Reduced
Retainer
LCF
Discounted
Rates
Principal $380 $315 $308.70
Director $265 $225 $220.50
Art/Creative Director $265 $225 $220.50
Senior Business Analyst $205 $180 $165.38
Business Analyst $150 $125 $115.76
Junior Business Analyst $115 $100 $93.71
Senior Videographer/Animator $205 $175 $165.38
Senior Photographer $175 $150 $137.81
Videographer/Photographer $140 $120 $104.74
Junior Videographer/Photographer $115 $100 $93.71
Senior Graphic Designer $195 $165 $148.84
Graphic Designer $140 $120 $104.74
Junior Graphic Designer $115 $100 $93.71
Web Developer $210 $185 $165.38
Junior Web Developer $115 $100 $93.71
Drone Operator $205 $180 $165.38
Council Chamber A/V Operator $115 $100 $93.71
Single Source Communications
Tripepi Smith & Associates 22
PROPOSED BUDGET
LCF values community engagement and wishes to continue its impact through consistent, continuous communications. We recommend the following services within a Retainer to sustain outreach momentum through a set of recurring deliverables at a set monthly cost for at least 12 months.
Tripepi Smith recommends an extra layer of budget for unpredictable needs, which we can address on either an incremental Fixed Fee or Time & Materials (T&M) basis. We only begin extraneous work with your written consent.
Monthly Retainer Deliverables
Service/Deliverable Scope
Bi-Weekly Strategy Discussions Up to 60-min call outlining action items and deadlines, advising on outreach and strategy. Includes project management.
Social Media Management and
Monitoring
Create and publish social media post content; up to 10 unique posts per week, includes social media graphic design. Posting to three platforms: Facebook, X and Instagram, with selected posts and content published to LinkedIn and YouTube. Includes 7-day per week monitoring and responding.
Press Releases/Official Statements 24 statements per year; up to 500 words each.
Communications Strategy Planning Every four months; TS to provide an overview of communications performance and discuss strategy with department heads.
Print Newsletter (LCF Vista) Includes graphic design and content writing up to four newsletters of six pages (8.5”x11”) per year. ADA-compliant digital version uploaded to City website.
Digital Newsletter (LCF Bulletin) Includes formatting in Constant Contact with content sourced from the articles/releases developed within scope. Sent once per month.
Outlook Newspaper Ads Creation and coordination for distribution of two newspaper ads per month.
Website Technical Support Unlimited website technical support. This does not include content management/update requests or content development.
On-Call General Communications
Advice
Three hours per month; encompasses strategy discussions with City executives, writing and/or reviewing messaging, including crisis communications support.
Instances requiring more than 3 hours will move into time and materials based on LCF Discounted Rates.
Performance Reporting Produce regular report on key performance metrics for external communication channels: social media, email, website, etc. and quarterly report. Presentation to City Council annually.
Total Monthly Cost $12,230
Total Annual Cost $146,760
Single Source Communications
Tripepi Smith & Associates 23
As-Needed Services
We recommend the following scope of services following a Time & Materials (T&M) model that allows you the flexibility to “ramp up” or “ramp down” efforts according to budget and priorities. Tripepi Smith is prepared to provide these services, as needed, at the following approximate costs. We only begin work with your written consent. We recommend an ad-hoc budget of $62,465, not including potential State of the City support costs.
Service/Deliverable Scope Estimated
Cost
Broadcasting Services AV support for the Planning Commission meetings twice per month. Includes travel and updating
$725/month
$8,700/year
Annual Report Content development and graphic design for 20-page annual report. Delivery of ADA-compliant digital version.
$8,425
Popular Annual Financial
Report
Content development and graphic design for annual PAFR.
Delivery of ADA-compliant digital version.
$4,140
Budget at a Glance Content development and graphic design of a budget at a glance document. Delivery of an ADA-compliant version.
Coordination with print vendor
$3,935
Mailers Content development and graphic design of double-sided mailer. Includes coordination with print vendor
$2,285/mailer
Website Content Management
and Vendor Coordination
Monthly updates to the website as requested by City staff and vendor coordination as-needed (Please note that this
approach remains flexible in that TS can continue to support the City if the current WordPress platform is no longer used).
Creation of up to 8 web banners/small digital graphics per month.
$2,915/month
$34,980/year
State of the City Support Tier 1: Video Production Services. Includes scriptwriting, production (1.5 days onsite), check-in meetings with staff and creation of up to 5-minute video
Tier 2: Video Production Services + Event Services. Includes items in Tier 1, plus stage design assistance services, creation of PowerPoint presentation, event photographer and event videography (video and audio equipment)
Tier 3: Video Production Services + Event Services + AddOns. Includes items in tiers 1 and 2, plus drone footage for 5- minute video, two event banners, program, customized
napkins and coasters, and on-site rehearsal
Tier 1:
$14,890
Tier 2:
$25,810
Tier 3:
$48,750
Should the City of La Cañada Flintridge determine Tripepi Smith is the most qualified and responsive vendor, but has a budget number that it must hit, then Tripepi Smith remains open to collaborating to narrow the scope engagement or refine our understanding of the scope needs and will modify our pricing accordingly.
Single Source Communications
Tripepi Smith & Associates 24
Invoicing & Payment Terms
At Tripepi Smith, we bill on either a Retainer, Fixed Fee or Time & Materials basis, with each billing type following its own payment schedule. Regardless, terms are Net 30 days. • Fixed Fee work is billed upon defined milestones.
• Time & Materials work is billed in 15-minute increments (i.e. 4.0, 1.25, 6.5 or 0.75 hours) at the end of the month in which work is done.
• Retainer work is billed on the 15th of each month.
Other Cost Information
Tripepi Smith has related service fees that may come up during our engagement that we want to tell you about.
Annual Increase
Tripepi Smith will increase the hourly rates and retainer fees for all resources by 5% or the national CPI index — whichever is higher — each year on the anniversary of the contract, starting on the first anniversary of any contract when the contract duration is longer than one year. Otherwise, new rates will be negotiated with each new contract.
Retainer Discount
When a client’s retainer exceeds $7,500 per month, they gain access to our reduced retainer rates.
Travel Costs
Travel costs must be pre-authorized and then will be reimbursed by the client for any requested travel to complete a requested scope of work. Travel costs may include airfare, lodging, car rentals and gas.
Additionally, when client work requires that we be onsite, we will invoice for a resource’s travel time at 50% of the resource’s hourly rate.
Equipment Costs
Tripepi Smith offers some services that require equipment, such as drone operations and video production. As such, in those cases, the following rates apply:
Half Day (Under 4 Hours) Full Day (4+ Hours)
Video $450 $650
Drone $550 – Flat Fee
Please note that A/V equipment fees are based on the amount and type of equipment required, with pricing tailored to the specifics of each event.
Music and Video Licensing
Sometimes, the client will want Tripepi Smith to apply music or use stock imagery/video while producing video. In these cases, we will need to apply licensing fees of approximately $100 per song and $200 if
Single Source Communications
Tripepi Smith & Associates 25
we use stock video imagery. This will provide a license for the use of the music and video footage to Tripepi Smith and its clients.
Meltwater Fee
Tripepi Smith offers a standard Meltwater package at a flat rate of $545 per month. This package includes a newsletter digest (of any frequency), up to three queries, and a monthly dashboard. Custom Meltwater solutions are also available upon request.
Website Hosting Fees
If website hosting services are required, Tripepi Smith will charge a $630 website hosting fee and a $30 Domain Registration and DNS service fee, unless otherwise specified in this proposal. Fees will be billed upon commencement of hosting services, and annually thereafter. Please note the website hosting package is limited to 10 Gigabytes of total storage. Additional storage for the site is available for a fee of $1.70 per gig per month of 10 Gigabytes of storage.
Service Fees
Tripepi Smith prefers that clients pay service providers directly to avoid unnecessary administrative costs. You should also know, however, that we have no economic interest in service providers, unless otherwise specified in this proposal.
If a client asks Tripepi Smith to pay for a service provider bill, we will apply a 10% agency fee to the reimbursement expense. Typical service fees include, but are not limited to: print, mailing, digital advertising, media placements, voiceovers, translations and closed captions.
Partner Access
Tripepi Smith has access to entities that may be relevant to our engagement. These partnerships allow Tripepi Smith to offer clients extra media reach or additional services at partner pricing.
Local Information Network of Knowledge (LINK): www.LocalInfoNetwork.com – A community forum for local government professionals in California to discover and share resources, policies, sample work products, best practices and more.
PublicCEO: www.PublicCEO.com – Digital news about public affairs, reaching over 17,500 California government executives through a daily podcast, job board, video podcast and more.
Civic Business Journal: www.CivicBusinessJournal.com – Digital interest stories on the people, companies and solutions that make local government in California more effective.
FlashVote: www.FlashVote.com – Statistically valid surveying that helps leaders make decisions. • Disclaimer: Tripepi Smith President Ryder Todd Smith is an investor in FlashVote.
Tripepi Smith Talent Solutions: www.TSTalentSolutions.com – A multifaceted recruitment consultancy service, combining local government access with communications to advance talent quests and build culture warriors.
Meltwater: www.TripepiSmith.com/Media-Intelligence – An enterprise-class, comprehensive media monitoring solution that is best combined with Tripepi Smith’s analytics team.
Single Source Communications
Tripepi Smith & Associates 26
REFERENCES AND SAMPLE WORK
City of Paramount
While Tripepi Smith’s relationship with the City of Paramount dates back to a communication and brand assessments in 2016 and then temporary program support during the COVID-19 pandemic, the partnership has since evolved into a robust, day-to-day operational role. Beginning in 2023, the City tasked Tripepi Smith with an ongoing general communications scope, including: social media management and monitoring, news article writing, dashboard metric reporting, communications strategy planning, technical and content website support (Paramount Environment Portal and Explore Paramount), A/V support for City Council meeting and cable content channel management. Beyond these daily responsibilities, the City frequently tasks Tripepi Smith with graphic design, video production and photography projects.
2016 to Present John Moreno, City Manager
562-220-2022
[email protected]
16400 Colorado Ave, Paramount, CA 90723
Single Source Communications
Tripepi Smith & Associates 27
City of Indian Wells
The City of Indian Wells has been a client of Tripepi Smith’s since 2018, tapping into the breadth of our team’s skillset. Our scope of services primarily entails graphic design, news article and press release writing, website content updates and social media management. We also provide a monthly metrics report on the overall outreach numbers for the City to ensure clarity on both the quality of content and the overall distribution of that content to members of the community. Additionally, we provide support on editorial calendar creation and maintenance, media relations, strategic messaging, quarterly strategy meetings and photo/video production. Indian Wells first engaged Tripepi Smith for an express communications assessment.
2018 to Present Micaela Wilkey, Management Analyst
760-346-2489
[email protected]
44-950 El Dorado Drive, Indian Wells, CA 92210
Single Source Communications
Tripepi Smith & Associates 28
City of Malibu
Tripepi Smith supported the City of Malibu through the 2024 Franklin Fire and the subsequent 2025 Palisades Fire by delivering expanded crisis communications, including 24/7 messaging coordination, real-time updates across the City’s website and social media, and continuous monitoring of media and community conversations to flag emerging issues and misinformation. The firm developed and maintained a centralized emergency webpage with up-to-date information on fire containment, structural damage, evacuations and partner agency updates from CalFire, Los Angeles County, Caltrans, SoCalGas and Southern California Edison. As the emergency shifted to recovery, Tripepi Smith created the Malibu Rebuilds brand, supported the launch of MalibuRebuilds.org and produced a wide range of recovery-focused materials — such as flyers, newspaper ads, videos and press releases — to guide residents and businesses through the rebuilding process and sustain community engagement.
2024 to Present Cynthia Alba, Management Analyst
310-456-2489, Ext. 232
[email protected]
23825 Stuart Ranch Rd., Malibu, CA 90265
Single Source Communications
Tripepi Smith & Associates 29
APPENDIX: RESUMES
RYDER TODD SMITH
TRIPEPI SMITH – CO-FOUNDER/PRESIDENT 11/00 – PRESENT
• Provide communications advice, strategy and execution services to a range of small to mid-sized public and private sector clients spanning local government, real estate, finance, technology and healthcare verticals MAVENT INC – SENIOR VICE PRESIDENT, OPERATIONS 05/05 – 11/09 • Responsible for quality assurance, technology operations and internal infrastructure organizations • Built team of technology professionals to manage multi-site production environment at co-location facilities • Managed vendor relationships and reviewed all invoices • Brought focus to key areas, including system documentation, knowledge sharing with other employees, schedule management for finite resources and enhanced security • Developed and managed the departmental budgets for three groups MAVENT INC – VICE PRESIDENT, MARKETING 08/04 – 05/05
• Managed the Company’s outside PR firm relationship, creative firm relationship, corporate website, ad campaigns, conference schedule, conference logistics and internal employee communications • Developed and managed the marketing budget
MAVENT INC – VICE PRESIDENT, GOVERNMENT RELATIONS 02/03 – 08/04 • Monitored nationwide political activities that were pertinent to Mavent’s interests • Developed relationships with third-party interest groups that impacted the Company’s product • Participated in industry conferences and represented the Company at industry events OLYMPIC STAFFING SERVICES – INFORMATION TECHNOLOGY MANAGER 01/98 – 11/00 • Managed and controlled all aspects of the technology environment at this five-location, 35-employee company
NORTHROP GRUMMAN CORPORATION – GOVERNMENT REPRESENTATIVE 07/97 – 12/97 • Worked directly with the Director of State and Local Government Relations to research issues of concern to Northrop Grumman
• Developed agendas to target upcoming legislative issues • Assisted in lobbying work and development of testimony
EDUCATION
CLAREMONT MCKENNA COLLEGE – CLAREMONT, CA
• Dual Major: Bachelor of Arts in Politics, Philosophy and Economics (PPE) and Economics
DESIGNATIONS
• Rose Institute of State and Local Government, Chair ......10/21 – PRESENT Vice-Chair..................................................................................04/17 – 10/21
Single Source Communications
Tripepi Smith & Associates 30
CAILYN THOMPSON
TRIPEPI SMITH – BUSINESS ANALYST 09/21 – PRESENT
• Manage projects and accounts, direct client meetings, host training and workshops and foster external relationships
• Manage communications content, including website, press releases, social media and communication assessments
• Serves as lead of digital advertising team and acts as one of the team’s Meta and Google experts; creating and overseeing digital advertising campaigns and providing system support CITY OF CYPRESS – DAY CAMP DIRECTOR 04/19 – 09/21
• Planned and coordinated the program’s day-to-day operations • Managed participant information, camp supply records and resource records • Directed staff training and conducted weekly planning meetings ST. JOHN’S UNIVERSITY – ATHLETIC ADMINISTRATION GRADUATE ASSISTANT 09/19 – 05/21 • Assisted with the coordination and creation of game contracts for 16 NCAA Division I teams • Supported the Deputy Athletics Director by organizing the staffing and operation of the Athletic Fueling Station
• Maintained program budgets and expense reports
ST. JOHN’S UNIVERSITY – ATHLETIC EQUIPMENT OPERATIONS INTERN 09/18 – 05/19 • Assisted in the daily operations of equipment procurement • Maintained inventory and assisted with the distribution of equipment for 16 NCAA Division I teams, team staff and athletics departmental staff
ST. JOHN’S UNIVERSITY – ATHLETIC EVENTS AND PROGRAMMING INTERN 09/16 – 05/19 • Supported the Assistant Athletics Director by overseeing Division I game day operations • Assisted with event planning and management
• Acted as site supervisor for external events
EDUCATION
ST. JOHN’S UNIVERSITY – QUEENS, NY
• Master of Business Administration in Strategic Management • Bachelor of Science in Sport Management
CERTIFICATIONS
• Professional Certificate in Public Engagement from the Davenport Institute for Public Engagement and Civic Leadership........................................03/26 • Meta Certified Media Buying Professional.............................................09/23 • Meta Certified Creative Strategy Professional.......................................09/23 • Meta Certified Media Planning Professional..........................................04/23 • Meta Certified Digital Marketing Associate ............................................12/21 • Meta Certified Creative Strategy Professional.......................................02/22 • Sprout Social..........................................................................................02/22
SOFTWARE
• Adobe Acrobat
• Adobe Lightroom
• Concur Solutions
• Google Suite
• Microsoft Office Suite
Single Source Communications
Tripepi Smith & Associates 31
ALY EDWARDS
TRIPEPI SMITH – BUSINESS ANALYST 11/25 – PRESENT
• Conduct market research to provide client insights
• Manage social media and respond to public questions
• Write stories and press releases for the firm’s website and city clients TRIPEPI SMITH – JUNIOR BUSINESS ANALYST 04/22 – 06/24
WORTHE REAL ESTATE GROUP – OFFICE ADMINISTRATOR,
ACCOUNTING ASSISTANT 10/19 – 03/22
• Delivered promotional content to the creative production team and organized and logged ongoing footage • Collaborated with graphic designers to provide art direction for promotional artwork development • Researched the competitive landscape, analyzed valuable partnerships and arranged visual presentations CARIUMA AND CANN – RETAIL/MARKETING ASSOCIATE 05/19 – 09/19 • Drove new customer acquisition by owning sales process from pitch to sale • Planned and hosted promotional events and partner collaborations held in pop-up space • Collaborated with marketing to ideate effective and unique social media and in-store campaigns EMISSOURI STATE UNIVERSITY PRSSA CHAPTER – PR CHAIR AND SOCIAL MEDIA INTERN 05/17 – 05/18
• Ran social media accounts and teams, driving member growth 100% year over year • Initiated networking opportunities and student events, including a regional conference and monthly chapter meetings
• Coordinated fundraising and publicity efforts with local businesses
EDUCATION
MISSOURI STATE UNIVERSITY – SPRINGFIELD, MO
• Bachelor of Science in Public Relations | Minor in English
CERTIFICATIONS
• Hootsuite Social Marketing ....................................................................04/22
SOFTWARE
• Canva • Google Suite • Microsoft Office Suite
Single Source Communications
Tripepi Smith & Associates 32
ABBY BARAHONA
TRIPEPI SMITH – JUNIOR BUSINESS ANALYST 08/25 – PRESENT • Conduct market research and data analysis to provide client insights • Develop social media content for several clients and manage audience engagement • Write e-newsletters and press releases for local government agencies CLAREMONT MCKENNA COLLEGE POLICY LAB – LAB MANAGER 01/25 – 05/25 • Directed student researchers analyzing operational challenges in Los Angeles Superior Court family courts • Identified trends to optimize judicial workload management and improve court efficiency • Conducted weekly performance evaluations and provided feedback to ensure high-quality and timely work • Compiled two comprehensive reports outlining strategies to reduce workload for LA family court judges BIGG-A-BED – CAMPUS DIRECTOR & MARKETING LEAD 01/24 – 05/25 • Launched targeted social media campaigns and campus marketing events, doubling bed purchases within one year
• Grew Instagram following by 300+ through the creation of social media content reaching 2,000+ viewers • Led four-person team in executing marketing initiatives; in charge of event coordination and task delegation POMONA COLLEGE SUSTAINABILITY OFFICE – ANNUAL REPORT INTERN 06/24 – 08/24 • Analyzed and created graphic designs showing emissions data using Excel and Tableau • Developed recommendations for carbon offset strategies to align with Pomona’s 2030 carbon neutrality plan • Assessed 900+ ton rise in Scope 3 travel emissions, visualizing data and recommending strategies • Compiled waste diversion data, reporting 5.6% 10-year increase, and recommending improvements
EDUCATION
SCRIPPS COLLEGE – CLAREMONT, CA
• Dual Major: Bachelor of Arts in Public Policy and Spanish
CERTIFICATIONS
• Sprout Social..........................................................................................08/25 • Kantata OX Fundamentals.....................................................................08/25
SOFTWARE
• Canva
• Microsoft Office Suite
• Google Suite
• Sprout Social
• LCMS
• Tableau
• Meta
• STATA
• R Studio
• SIMAP
AGREEMENT FOR CONTRACT SERVICES
By and Between
CITY OF LA CAÑADA FLINTRIDGE
and
TRIPEPI SMITH AND ASSOCIATES, INC.
Contract for Citywide Communications Services 1
AGREEMENT FOR CONTRACT SERVICES
BETWEEN THE CITY OF LA CAÑADA FLINTRIDGE AND
TRIPEPI SMITH AND ASSOCIATES, INC.
THIS AGREEMENT FOR CONTRACT SERVICES (herein “Agreement”) is made and entered into this 1st day of July, 2026, by and between the City of La Cañada Flintridge, a California municipal corporation (“City”) and Tripepi Smith and Associates, Inc., a California Corporation (“Contractor”). City and Contractor may be referred to, individually or collectively, as “Party” or “Parties.”
RECITALS
A. The City has sought, by issuance of a Request for Proposals or Invitation for Bids, the performance of the services defined and described particularly in Article 1 of this Agreement.
B. Contractor, following submission of a proposal or bid for the performance of the services defined and described particularly in Article 1 of this Agreement, was selected by the City to perform those services.
C. Pursuant to the City of La Cañada Flintridge’s Municipal Code, the City has authority to enter into and execute this Agreement.
D. The Parties desire to formalize the selection of Contractor for performance of those services defined and described particularly in Article 1 of this Agreement and desire that the terms of that performance be as particularly defined and described herein.
OPERATIVE PROVISIONS
NOW, THEREFORE, in consideration of the mutual promises and covenants made by the Parties and contained herein and other consideration, the value and adequacy of which are hereby acknowledged, the Parties agree as follows:
ARTICLE 1. SERVICES OF CONTRACTOR
1.1 Scope of Services.
In compliance with all terms and conditions of this Agreement, the Contractor shall provide those services specified in the “Scope of Services” attached hereto as Exhibit “A” and incorporated herein by this reference, which may be referred to herein as the “services” or “work” hereunder. As a material inducement to the City entering into this Agreement, Contractor represents and warrants that it has the qualifications, experience, and facilities necessary to properly perform the services required under this Agreement in a thorough, competent, and professional manner, and is experienced in performing the work and services contemplated herein. Contractor shall at all times faithfully, competently and to the best of its ability, experience and talent, perform all services described herein. Contractor covenants that it shall follow the highest professional standards in performing the work and services required hereunder and that all materials will be both of good quality as well as fit for the purpose intended. For purposes of this Agreement, the phrase “highest professional standards” shall mean those standards of practice recognized by one or more first-class firms performing similar work under similar circumstances.
Contract for Citywide Communications Services 2
1.2 Contractor’s Proposal.
The Scope of Services shall include the Contractor’s scope of work or bid which shall be incorporated herein by this reference as though fully set forth herein. In the event of any inconsistency between the terms of such proposal and this Agreement, the terms of this Agreement shall govern.
1.3 Compliance with Law.
Contractor shall keep itself informed concerning, and shall render all services hereunder in accordance with, all ordinances, resolutions, statutes, rules, and regulations of the City and any federal, state, or local governmental entity having jurisdiction in effect at the time service is rendered.
1.4 California Labor Law.
If the Scope of Services includes any “public work” or “maintenance work,” as those terms are defined in California Labor Code section 1720 et seq. and California Code of Regulations, Title 8, Section 16000 et seq., and if the total compensation is $1,000 or more, Contractor shall pay prevailing wages for such work and comply with the requirements in California Labor Code section 1770 et seq. and 1810 et seq., and all other applicable laws, including the following requirements:
(a) Public Work. The Parties acknowledge that some or all of the work to be performed under this Agreement is a “public work” as defined in California Labor Code Section 1720 and that this Agreement is therefore subject to the requirements of Division 2, Part 7, Chapter 1 (commencing with Section 1720) of the California Labor Code relating to public works contracts and the rules and regulations established by the California Department of Industrial Relations (“DIR”) implementing such statutes. The work performed under this Agreement is subject to compliance monitoring and enforcement by the DIR. Contractor shall post job site notices, as prescribed by regulation.
(b) Prevailing Wages. Contractor shall pay prevailing wages to the extent required by California Labor Code Section 1771. Pursuant to California Labor Code Section 1773.2, copies of the prevailing rate of per diem wages are on file at City Hall and will be made available to any interested party on request. By initiating any work under this Agreement, Contractor acknowledges receipt of a copy of the DIR determination of the prevailing rate of per diem wages, and Contractor shall post a copy of the same at each job site where work is performed under this Agreement.
(c) Penalty for Failure to Pay Prevailing Wages. Contractor shall comply with and be bound by the provisions of Labor Code Sections 1774 and 1775 concerning the payment of prevailing rates of wages to workers and the penalties for failure to pay prevailing wages. The Contractor shall, as a penalty to the City, forfeit two hundred dollars ($200) for each calendar day, or portion thereof, for each worker paid less than the prevailing rates as determined by the DIR for the work or craft in which the worker is employed for any public work done pursuant to this Agreement by Contractor or by any subcontractor. (d) Payroll Records. Contractor shall comply with and be bound by the provisions of Labor Code Section 1776, which requires Contractor and each subcontractor to: keep accurate payroll records and verify such records in writing under penalty of perjury, as specified in Section 1776; certify and make such payroll records available for inspection as provided by Section 1776; and inform the City of the location of the records.
(e) Apprentices. Contractor shall comply with and be bound by the provisions of California Labor Code Sections 1777.5, 1777.6, and 1777.7 and California Code of Regulations Title 8, Section 200 et seq.
Contract for Citywide Communications Services 3
concerning the employment of apprentices on public works projects. Contractor shall be responsible for compliance with these aforementioned Sections for all apprenticeable occupations. Prior to commencing work under this Agreement, Contractor shall provide the City with a copy of the information submitted to any applicable apprenticeship program. Within sixty (60) days after concluding work pursuant to this Agreement, Contractor and each of its subcontractors shall submit to the City a verified statement of the journeyman and apprentice hours performed under this Agreement.
(f) Eight-Hour Work Day. Contractor acknowledges that eight (8) hours labor constitutes a legal day's work. Contractor shall comply with and be bound by California Labor Code Section 1810. (g) Penalties for Excess Hours. Contractor shall comply with and be bound by the provisions of California Labor Code Section 1813 concerning penalties for workers who work excess hours. The Contractor shall, as a penalty to the City, forfeit twenty-five dollars ($25) for each worker employed in the performance of this Agreement by the Contractor or by any subcontractor for each calendar day during which such worker is required or permitted to work more than eight (8) hours in any one calendar day and forty (40) hours in any one calendar week in violation of the provisions of Division 2, Part 7, Chapter 1, Article 3 of the Labor Code. Pursuant to Labor Code section 1815, work performed by employees of Contractor in excess of eight (8) hours per day, and forty (40) hours during any one week shall be permitted upon public work upon compensation for all hours worked in excess of eight (8) hours per day at not less than one and one-half (1½) times the basic rate of pay.
(h) Workers’ Compensation. California Labor Code Sections 1860 and 3700 provide that every employer will be required to secure the payment of compensation to its employees if it has employees. In accordance with the provisions of California Labor Code Section 1861, Contractor certifies as follows:
“I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract.” Contractor’s Authorized Initials ___________________
(Name, Title)
(i) Contractor’s Responsibility for Subcontractors. For every subcontractor who will perform work under this Agreement, Contractor shall be responsible for such subcontractor's compliance with Division 2, Part 7, Chapter 1 (commencing with Section 1720) of the California Labor Code, and shall make such compliance a requirement in any contract with any subcontractor for work under this Agreement. Contractor shall be required to take all actions necessary to enforce such contractual provisions and ensure subcontractor's compliance, including without limitation, conducting a review of the certified payroll records of the subcontractor on a periodic basis or upon becoming aware of the failure of the subcontractor to pay his or her workers the specified prevailing rate of wages. Contractor shall diligently take corrective action to halt or rectify any such failure by any subcontractor.
1.5 Licenses, Permits, Fees and Assessments.
Contractor shall obtain at its sole cost and expense such licenses, permits and approvals as may be required by law for the performance of the services required by this Agreement. Contractor shall have the sole obligation to pay for any fees, assessments and taxes, plus applicable penalties and interest, which may be imposed by law and arise from or are necessary for the Contractor’s performance of the services required by
Contract for Citywide Communications Services 4
this Agreement, and shall indemnify, defend and hold harmless the City, its officers, employees, or agents of City, against any such fees, assessments, taxes, penalties, or interest levied, assessed, or imposed against the City hereunder.
1.6 Familiarity with Work.
By executing this Agreement, Contractor warrants that Contractor: (i) has thoroughly investigated and considered the scope of services to be performed, (ii) has carefully considered how the services should be performed, and (iii) fully understands the facilities, difficulties and restrictions attending performance of the services under this Agreement. If the services involve work upon any site, Contractor warrants that Contractor has or will investigate the site and is or will be fully acquainted with the conditions there existing, prior to commencement of services hereunder. Should the Contractor discover any latent or unknown conditions, which will materially affect the performance of the services hereunder, Contractor shall immediately inform the City of such fact and shall not proceed except at Contractor’s risk until written instructions are received from the Contract Officer.
1.7 Software and Computer Services.
If the Scope of Services includes the provision and/or installation of any software, computer system, or other computer technology, Contractor represents and warrants that it is familiar with and/or has inspected City’s current infrastructure, equipment, computer system, and software and that the software, computer system, or other computer technology provided and/or installed by Contractor under this Agreement is compatible, and shall be fully functional, with such infrastructure, equipment, computer system, and software of the City.
Contractor acknowledges that the City is relying on this representation by Contractor as a material consideration in entering into this Agreement.
1.8 Care of Work.
The Contractor shall adopt reasonable methods during the life of this Agreement to furnish continuous protection to the work, and the equipment, materials, papers, documents, plans, studies, and/or other components thereof to prevent losses or damages, and shall be responsible for all such damages, to persons or property, until acceptance of the work by the City, except such losses or damages as may be caused by the City’s own negligence.
1.9 Further Responsibilities of Parties.
Both Parties agree to use reasonable care and diligence to perform their respective obligations under this Agreement. Both Parties agree to act in good faith to execute all instruments, prepare all documents, and take all actions as may be reasonably necessary to carry out the purposes of this Agreement. Unless hereafter specified, neither Party shall be responsible for the service of the other. Contractor hereby further acknowledges that the City is greatly concerned about the cost of work and services to be performed pursuant to this Agreement. For this reason, Contractor agrees that if Contractor becomes aware of any facts, circumstances, techniques, or events that may or will materially increase or decrease the cost of the work or services contemplated herein or, if Contractor is providing design services, the cost of the project being designed, Contractor shall promptly notify the Contract Officer of said fact, circumstance, technique or event and the estimated increased or decreased cost related thereto and, if Contractor is providing design services, the estimated increased, or decreased cost estimate for the project being designed.
Contract for Citywide Communications Services 5
1.10 Additional Services.
The City shall have the right at any time during the performance of the services, without invalidating this Agreement, to order extra work beyond that specified in the Scope of Services or make changes by altering, adding to or deducting from said work. No such extra work may be undertaken unless a written order is first given by the Contract Officer (as defined below) to the Contractor, incorporating therein any adjustment in (i) the Contract Sum (or a portion of the compensation due to Contractor) for the actual costs of the extra work, and/or (ii) the time to perform this Agreement, which said adjustments are subject to the written approval of the Contractor. Any increase in compensation of up to ten percent (10%) of the Contract Sum or Thirty Thousand Dollars ($30,000), whichever is less; or, in the time to perform of up to one hundred eighty (180) days, may be approved by the Contract Officer. Any greater increases, taken either separately or cumulatively, must be approved by the City Council. It is expressly understood by Contractor that the provisions of this Section shall not apply to services specifically set forth in the Scope of Services. Contractor hereby acknowledges that it accepts the risk that the services to be provided pursuant to the Scope of Services may be more costly or time consuming than Contractor anticipates and that Contractor shall not be entitled to additional compensation therefor. The City may in its sole and absolute discretion have similar work done by other Contractors. No claims for an increase in the Contract Sum or time for performance shall be valid unless the procedures established in this Section are followed.
1.11 Contract Modifications.
Additional terms and conditions of this Agreement, if any, which are made a part hereof are set forth in the “Contract Modifications” attached hereto as Exhibit “B” and incorporated herein by this reference. In the event of a conflict between the provisions of Exhibit “B” and any other provisions of this Agreement, the provisions of Exhibit “B” shall govern.
1.12 Campaign Contributions.
This Agreement is subject to Government Code section 84308 (commonly known as the Levine Act), as amended by Senate Bill 1439 (2022), Senate Bill 1181 (2024), and Senate Bill 1243 (2024), unless otherwise exempt under subpart (a)(5)(B) of that section. Contractor shall disclose any contribution to an elected or appointed City official’s campaign or committee in an amount of more than five hundred dollars ($500) made within 12 months preceding the Commencement Date, by Contractor, its, her, or his agent, or another party affiliated with Contractor. Contractor shall provide a signed copy of the attached Campaign Contribution Disclosure Form to City prior to, or concurrent with, Contractor's execution of this Agreement and no later than the Commencement Date.
ARTICLE 2. COMPENSATION AND METHOD OF PAYMENT.
2.1 Contract Sum.
Subject to any limitations set forth in this Agreement, City agrees to pay Contractor the amounts specified in the “Schedule of Compensation” attached hereto as Exhibit “C” and incorporated herein by this reference. The total compensation, including reimbursement for actual expenses, shall not exceed Seven Hundred Twenty Five Thousand One Hundred Dollars and Zero Cents ($725,100.00) (the “Contract Sum”), unless additional compensation is approved pursuant to Section 1.9.
Contract for Citywide Communications Services 6
2.2 Method of Compensation.
The method of compensation may include: (i) a lump sum payment upon completion; (ii) payment in accordance with specified tasks or the percentage of completion of the services, less contract retention; (iii) payment for time and materials based upon the Contractor’s rates as specified in the Schedule of Compensation, provided that (a) time estimates are provided for the performance of sub tasks, (b) contract retention is maintained, and (c) the Contract Sum is not exceeded; or (iv) such other methods as may be specified in the Schedule of Compensation.
2.3 Reimbursable Expenses.
Compensation may include reimbursement for actual and necessary expenditures for reproduction costs, telephone expenses, and travel expenses approved by the Contract Officer in advance, or actual subcontractor expenses of an approved subcontractor pursuant to Section 4.5, and only if specified in the Schedule of Compensation. The Contract Sum shall include the attendance of Contractor at all project meetings reasonably deemed necessary by the City. Coordination of the performance of the work with the City is a critical component of the services. If Contractor is required to attend additional meetings to facilitate such coordination, Contractor shall not be entitled to any additional compensation for attending said meetings.
2.4 Invoices.
Each month Contractor shall furnish to the City an original invoice for all work performed and expenses incurred during the preceding month in a form approved by the City’s Director of Finance. By submitting an invoice for payment under this Agreement, Contractor shall be deemed to have certify compliance with all provisions of this Agreement. The invoice shall contain all information specified in Exhibit “C”, and shall detail charges for all necessary and actual expenses by the following categories: labor (by sub-category), travel, materials, equipment, supplies, and sub-contractor contracts. Sub-contractor charges shall also be detailed by such categories. Contractor shall not invoice the City for any duplicate services performed by more than one person.
The City shall independently review each invoice submitted by the Contractor to determine whether the work performed and expenses incurred are in compliance with the provisions of this Agreement. Except as to any charges for work performed or expenses incurred by Contractor which are disputed by the City, or as provided in Section 7.3, the City will use its best efforts to cause Contractor to be paid within forty-five (45) days of receipt of Contractor’s correct and undisputed invoice; however, Contractor acknowledges and agrees that due to the City warrant run procedures, the City cannot guarantee that payment will occur within this time period. In the event any charges or expenses are disputed by the City, the original invoice shall be returned by the City to Contractor for correction and resubmission. Review and payment by the City for any invoice provided by the Contractor shall not constitute a waiver of any rights or remedies provided herein or any applicable law.
2.5 Waiver.
Payment to Contractor for work performed pursuant to this Agreement shall not be deemed to waive any defects in work performed by Contractor.
ARTICLE 3. PERFORMANCE SCHEDULE
3.1 Time of Essence.
Time is of the essence in the performance of this Agreement.
Contract for Citywide Communications Services 7
3.2 Schedule of Performance.
Contractor shall commence the services pursuant to this Agreement upon receipt of a written notice to proceed and shall perform all services within the time period(s) established in the “Schedule of Performance” attached hereto as Exhibit “D” and incorporated herein by this reference. When requested by the Contractor, extensions to the time period(s) specified in the Schedule of Performance may be approved in writing by the Contract Officer, but not exceeding one hundred eighty (180) days cumulatively.
3.3 Force Majeure.
The time period(s) specified in the Schedule of Performance for performance of the services rendered pursuant to this Agreement shall be extended because of any delays due to unforeseeable causes beyond the control and without the fault or negligence of the Contractor, including, but not restricted to, acts of God or of the public enemy, unusually severe weather, fires, earthquakes, floods, epidemics, quarantine restrictions, riots, strikes, freight embargoes, wars, litigation, and/or acts of any governmental agency, including the City, if the Contractor shall within ten (10) days of the commencement of such delay notify the Contract Officer in writing of the causes of the delay. The Contract Officer shall ascertain the facts and the extent of delay, and extend the time for performing the services for the period of the enforced delay when and if in the judgment of the Contract Officer such delay is justified. The Contract Officer’s determination shall be final and conclusive upon the Parties to this Agreement. In no event shall Contractor be entitled to recover damages against the City for any delay in the performance of this Agreement under this Section, however caused. Contractor’s sole remedy will be an extension of this Agreement pursuant to this Section.
3.4 Term.
Unless earlier terminated in accordance with Article 7 of this Agreement, this Agreement shall continue in full force and effect until completion of the services, but not exceeding three (3) years from the date hereof (“Term”), except as otherwise provided in the Schedule of Performance (as shown on Exhibit “D” attached hereto). The City Manager may, at his/her sole discretion, extend the Term for two (2) additional one-year terms.
ARTICLE 4. COORDINATION OF WORK
4.1 Representatives and Personnel of Contractor.
The following principals of Contractor (“Principals”) are hereby designated as being the principals and representatives of Contractor authorized to act in its behalf with respect to the work specified herein and make all decisions in connection therewith:
Ryder Todd Smith, Co-Founder and President
Sydni Overly, Director
It is expressly understood that the experience, knowledge, capability and reputation of the foregoing principals were a substantial inducement for the City to enter into this Agreement. Therefore, the foregoing principals shall be responsible during the Term of this Agreement for directing all activities of Contractor and devoting sufficient time to personally supervise the services hereunder. All personnel of Contractor, and any authorized agents, shall at all times be under the exclusive direction and control of the Principals. For purposes of this Agreement, the foregoing Principals may not be replaced nor may their responsibilities be substantially
Contract for Citywide Communications Services 8
reduced by Contractor without the express written approval of the City. Additionally, Contractor shall utilize only competent personnel to perform services pursuant to this Agreement. Contractor shall make every reasonable effort to maintain the stability and continuity of Contractor’s staff and subcontractors, if any, assigned to perform the services required under this Agreement. Contractor shall notify City of any changes in Contractor’s staff and subcontractors, if any, assigned to perform the services required under this Agreement, prior to and during any such performance.
4.2 Status of Contractor.
Contractor shall have no authority to bind the City in any manner, or to incur any obligation, debt, or liability of any kind on behalf of or against City, whether by contract or otherwise, unless such authority is expressly conferred under this Agreement or is otherwise expressly conferred in writing by the City. Contractor shall not at any time or in any manner represent that Contractor or any of Contractor’s officers, employees, or agents are in any manner officials, officers, employees, or agents of the City. Neither Contractor, nor any of Contractor’s officers, employees, or agents, shall obtain any rights to retirement, health care, or any other benefits which may otherwise accrue to the City’s employees. Contractor expressly waives any claim Contractor may have to any such rights.
4.3 Contract Officer.
The Contract Officer shall be Arabo Parseghian, Assistant City Manager, or such person as may be designated by the City Manager. It shall be the Contractor’s responsibility to assure that the Contract Officer is kept informed of the progress of the performance of the services and the Contractor shall refer any decisions which must be made by the City to the Contract Officer. Unless otherwise specified herein, any approval of the City required hereunder shall mean the approval of the Contract Officer. The Contract Officer shall have authority, if specified in writing by the City Manager, to sign all documents on behalf of the City required hereunder to carry out the terms of this Agreement.
4.4 Independent Contractor.
Neither the City, nor any of its officers, employees, or agents, shall have any control over the manner or means by which Contractor, or its officers, employees, agents, or subcontractors, perform the services required herein, except as otherwise set forth herein. Contractor shall perform all services required herein as an independent contractor of the City and shall remain under only such obligations as are consistent with that role.
Contractor shall not at any time or in any manner represent that it, or any of its officers, employees, agents, or subcontractors, are officers, employees, or agents of the City. The City shall not in any way or for any purpose become or be deemed to be a partner of Contractor in its business or otherwise or a joint venturer or a member of any joint enterprise with Contractor. Contractor shall not incur or have the power to incur any debt, obligation, or liability whatever against the City, or bind the City in any manner. Contractor represents and warrants that the personnel used to provide services to the City pursuant to this Agreement shall at all times be under Contractor’s exclusive control and direction. No City employee benefits shall be available to Contractor, its officers, employees, agents, or subcontractors, in connection with the performance of this Agreement. The City shall not be liable for compensation or indemnification to Contractor, its officers, employees, agents, or subcontractors, for injury or sickness arising out of performing services hereunder.
4.5 Prohibition Against Subcontracting or Assignment.
Contract for Citywide Communications Services 9
The experience, knowledge, capability, and reputation of Contractor, its principals and employees were a substantial inducement for the City to enter into this Agreement. Therefore, Contractor shall not contract with any other entity to perform in whole or in part the services required hereunder without the express written approval of the City. In addition, neither this Agreement nor any interest herein may be transferred, assigned, conveyed, hypothecated, or encumbered voluntarily or by operation of law, whether for the benefit of creditors or otherwise, without the prior written approval of the City. No approved transfer shall release the Contractor or any surety of Contractor of any liability hereunder without the express consent of the City.
ARTICLE 5. INSURANCE AND INDEMNIFICATION
5.1 Insurance Coverages.
Without limiting Contractor’s indemnification of the City, and prior to commencement of any services under this Agreement, Contractor shall obtain, provide and maintain at its sole cost and expense during the Term of this Agreement, policies of insurance of the type and amounts described below and in a form satisfactory to City.
(a) General Liability Insurance. Contractor 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, including without limitation, blanket contractual liability. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted.
(b) Automobile Liability Insurance. Contractor 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 Contractor arising out of or in connection with the services 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.
(c) Professional Liability (errors & omissions) Insurance. Contractor shall maintain professional liability insurance that covers the Services to be performed in connection with this Agreement, in the minimum amount of $1,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this Agreement and Contractor agrees to maintain continuous coverage through a period no less than three (3) years after completion of the services required by this Agreement.
(d) Workers’ Compensation Insurance. Contractor shall maintain Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least $1,000,000). (e) Subcontractors. Contractor shall include all subcontractors as insureds under its policies or shall furnish separate certificates and certified endorsements for each subcontractor. All coverages for subcontractors shall include all of the requirements stated herein. (f) Additional Insurance. Policies of such other insurance, as may be required in the Contract Modifications in Exhibit “B”.
5.2 General Insurance Requirements.
(a) Proof of Insurance. Contractor shall provide certificates of insurance to the City as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for
Contract for Citywide Communications Services 10
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 the City at all times during the Term of this Agreement. The City reserves the right to require complete, certified copies of all required insurance policies, at any time.
(b) Duration of Coverage. Contractor shall procure and maintain for the duration of this Agreement insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the Services hereunder by Contractor, its agents, representatives, employees, or subcontractors.
(c) Primary/Noncontributing. Coverage provided by Contractor shall be primary and any insurance or self-insurance procured or maintained by the 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 the City before the City’s own insurance or self-insurance shall be called upon to protect it as a named insured. (d) 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, the City has the right, but not the duty, to obtain the insurance it deems necessary and any premium paid by the City will be promptly reimbursed by Contractor or the City will withhold amounts sufficient to pay premium from Contractor payments. In the alternative, the City may cancel this Agreement. (e) Acceptable Insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or that 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 VI (or larger) in accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by the City’s Risk Manager. (f) Waiver of Subrogation. All insurance coverage maintained or procured pursuant to this agreement shall be endorsed to waive subrogation against the City, its elected or appointed officers, agents, officials, employees, and volunteers or shall specifically allow Contractor or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Contractor hereby waives its own right of recovery against the City, and shall require similar written express waivers and insurance clauses from each of its subcontractors.
(g) Enforcement of Contract Provisions (non-estoppel). Contractor acknowledges and agrees that any actual or alleged failure on the part of the City to inform Contractor of non-compliance with any requirement imposes no additional obligations on the City, nor does it waive any rights hereunder. (h) 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 Contractor maintains higher limits than the minimums shown above, the City requires and shall be entitled to coverage for the higher limits maintained by the Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.
Contract for Citywide Communications Services 11
(i) Notice of Cancellation. Contractor 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. (j) Additional Insured Status. General liability and automobile policies shall provide or be endorsed to provide that the 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. (k) 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 the City and approved by the City in writing. (l) Separation of Insureds. A severability of interests provision must apply for all additional insureds ensuring that Contractor’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.
(m) Pass Through Clause. Contractor agrees to ensure that its subcontractors, subcontractors, and any other party involved with the services who is brought onto or involved in the services by Contractor, provide the same minimum insurance coverage and endorsements required of Contractor. Contractor 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. Contractor agrees that upon request, all agreements with Contractors, subcontractors, and others engaged in the services will be submitted to the City for review. (n) City’s Right to Revise Specifications. The City reserves the right at any time during the Term of this Agreement to change the amounts and types of insurance required by giving the Contractor ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the Contractor, the City and Contractor may renegotiate Contractor’s compensation. (o) Deductibles / Self-insured Retentions. Any deductibles and self-insured retentions must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions with respect to the City, it officers, officials, employees, agents, and volunteers, or the Contractor shall provide a financial guarantee satisfactory to the city guaranteeing payment of losses and related investigations, claims administration and defense expense. (p) Timely Notice of Claims. Contractor shall give the City prompt and timely notice of claims made or suits instituted that arise out of or result from Contractor’s performance under this Agreement, and that involve or may involve coverage under any of the required liability policies. (q) Additional Insurance. Contractor 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.
5.3 Indemnification.
To the full extent permitted by law, Contractor agrees to indemnify, defend and hold harmless the City, its officers, employees and agents (“Indemnified Parties”) against, and will hold and save them and each of them harmless from, any and all actions, either judicial, administrative, arbitration or regulatory claims, damages to persons or property, losses, costs, penalties, obligations, errors, omissions or liabilities whether actual or threatened (herein “claims or liabilities”) that may be asserted or claimed by any person, firm or entity
Contract for Citywide Communications Services 12
arising out of or in connection with the negligent performance of the work, operations or activities provided herein of Contractor, its officers, employees, agents, subcontractors, or invitees, or any individual or entity for which Contractor is legally liable (“indemnitors”), or arising from Contractor’s or indemnitors’ reckless or willful misconduct, or arising from Contractor’s or indemnitors’ negligent performance of or failure to perform any term, provision, covenant or condition of this Agreement, and in connection therewith:
(a) Contractor will defend any action or actions filed in connection with any of said claims or liabilities and will pay all costs and expenses, including legal costs and attorneys’ fees incurred in connection therewith;
(b) Contractor will promptly pay any judgment rendered against the City, its officers, agents, or employees for any such claims or liabilities arising out of or in connection with the negligent performance of or failure to perform such work, operations, or activities of Contractor hereunder; and Contractor agrees to save and hold the City, its officers, agents, and employees harmless therefrom; (c) In the event the City, its officers, agents, or employees is made a party to any action or proceeding filed or prosecuted against Contractor for such damages or other claims arising out of or in connection with the negligent performance of or failure to perform the work, operation or activities of Contractor hereunder, Contractor agrees to pay to the City, its officers, agents ,or employees, any and all costs and expenses incurred by the City, its officers, agents, or employees in such action or proceeding, including, but not limited to, legal costs and attorneys’ fees.
(d) Contractor shall incorporate similar indemnity agreements with its subcontractors and if it fails to do so Contractor shall be fully responsible to indemnify the City hereunder therefore, and failure of the City to monitor compliance with these provisions shall not be a waiver hereof. This indemnification includes claims or liabilities arising from any negligent or wrongful act, error or omission, or reckless or willful misconduct of Contractor in the performance of professional services hereunder. The provisions of this Section do not apply to claims or liabilities occurring as a result of the City’s sole negligence or willful acts or omissions, but, to the fullest extent permitted by law, shall apply to claims and liabilities resulting in part from the City’s negligence, except that design professionals’ indemnity hereunder shall be limited to claims and liabilities arising out of the negligence, recklessness or willful misconduct of the design professional. The indemnity obligation shall be binding on successors and assigns of Contractor and shall survive termination of this Agreement.
ARTICLE 6. RECORDS, REPORTS, AND RELEASE OF INFORMATION
6.1 Records.
Contractor shall keep, and require subcontractors to keep, such ledgers, books of accounts, invoices, vouchers, canceled checks, reports, studies, or other documents relating to the disbursements charged to City and services performed hereunder (the “books and records”), as shall be necessary to perform the services required by this Agreement and enable the Contract Officer to evaluate the performance of such services. Any and all such documents shall be maintained in accordance with generally accepted accounting principles and shall be complete and detailed. The Contract Officer shall have full and free access to such books and records at all times during normal business hours of the City, including the right to inspect, copy, audit, and make records and transcripts from such records. Such records shall be maintained for a period of three (3) years following completion of the services hereunder, and the City shall have access to such records in the event any audit is required. In the event of dissolution of Contractor’s business, custody of the books and records may be given to the City, and access shall be provided by Contractor’s successor in interest. Notwithstanding the above, the
Contract for Citywide Communications Services 13
Contractor shall fully cooperate with the City in providing access to the books and records if a public records request is made and disclosure is required by law including but not limited to the California Public Records Act.
6.2 Reports.
Contractor shall periodically prepare and submit to the Contract Officer such reports concerning the performance of the services required by this Agreement as the Contract Officer shall require.
6.3 Ownership of Documents.
All drawings, specifications, maps, designs, photographs, studies, surveys, data, notes, computer files, reports, records, documents, and other materials (the “documents and materials”) prepared by Contractor, its employees, subcontractors, and agents in the performance of this Agreement shall be the property of the City and shall be delivered to the City upon request of the Contract Officer or upon the termination of this Agreement, and Contractor shall have no claim for further employment or additional compensation as a result of the exercise by the City of its full rights of ownership use, reuse, or assignment of the documents and materials hereunder. Any use, reuse or assignment of such completed documents for other projects and/or use of uncompleted documents without specific written authorization by the Contractor will be at the City’s sole risk and without liability to Contractor, and Contractor’s guarantee and warranties shall not extend to such use, reuse or assignment. Contractor may retain copies of such documents for its own use. Contractor shall have the right to use the concepts embodied therein. All subcontractors shall provide for assignment to the City of any documents or materials prepared by them, and in the event Contractor fails to secure such assignment, Contractor shall indemnify the City for all damages resulting therefrom. Moreover, Contractor with respect to any documents and materials that may qualify as “works made for hire” as defined in Title 17 Section 101 of the United States Code, such documents and materials are hereby deemed “works made for hire” for the City.
6.4 Confidentiality and Release of Information.
(a) All information gained or work product produced by Contractor in performance of this Agreement shall be considered confidential, unless such information is in the public domain or already known to Contractor. Contractor shall not release or disclose any such information or work product to persons or entities other than City without prior written authorization from the Contract Officer. (b) Contractor, its officers, employees, agents or subcontractors, shall not, without prior written authorization from the Contract Officer or unless requested by the City Attorney, voluntarily provide documents, declarations, letters of support, testimony at depositions, response to interrogatories or admissions, or other information concerning the work performed under this Agreement. Response to a subpoena or court order shall not be considered “voluntary” provided Contractor gives the City sufficient notice of such court order or subpoena to allow it to raise relevant objections. (c) If Contractor, or any officer, employee, agent, or subcontractor of Contractor, provides any information or work product in violation of this Agreement, then the City shall have the right to reimbursement and indemnity from Contractor for any damages, costs and fees, including attorney’s fees, caused by or incurred as a result of Contractor’s conduct. (d) Contractor shall promptly notify the City should Contractor, its officers, employees, agents, or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions or other discovery request, court order, or subpoena from any party regarding this Agreement and the work performed there under. The City retains the right, but has no obligation, to represent Contractor or be present at any deposition, hearing or similar proceeding. Contractor
Contract for Citywide Communications Services 14
agrees to cooperate fully with the City and to provide the City with sufficient opportunity to review or file appropriate objections to any response to discovery requests provided by Contractor. However, this right to review any such response does not imply or mean the right by the City to control, direct, or rewrite said response.
ARTICLE 7. ENFORCEMENT OF AGREEMENT AND TERMINATION
7.1 California Law.
This Agreement shall be interpreted, construed, and governed both as to validity and to performance of the Parties in accordance with the laws of the State of California. Legal actions concerning any dispute, claim or matter arising out of or in relation to this Agreement shall be instituted in the Superior Court of the County of Los Angeles, State of California, or any other appropriate court in such county, and Contractor covenants and agrees to submit to the personal jurisdiction of such court in the event of such action. In the event of litigation in a U.S. District Court, venue shall lie exclusively in the Central District of California, in the County of Los Angeles, State of California.
7.2 Disputes; Default.
In the event that Contractor is in default under the terms of this Agreement, the City shall not have any obligation or duty to continue compensating Contractor for any work performed after the date of default.
Instead, the City may give notice to Contractor of the default and the reasons for the default. The notice shall include the timeframe in which Contractor may cure the default. This timeframe is presumptively thirty (30) days, but may be extended, though not reduced, if circumstances warrant, as determined by the Contract Officer. The cure period may run concurrently with the termination period as provided in Section 7.7, if the option to cure in the alternative to termination. During the period of time that Contractor is in default, the City shall hold all invoices and shall, when the default is cured, proceed with payment on the invoices. In the alternative, the City may, in its sole discretion, elect to pay some or all of the outstanding invoices during the period of default. If Contractor does not cure the default, the City may take necessary steps to terminate this Agreement under this Article. Any failure on the part of the City to give notice of the Contractor’s default shall not be deemed to result in a waiver of the City’s legal rights or any rights arising out of any provision of this Agreement.
7.3 Retention of Funds.
Contractor hereby authorizes the City to deduct from any amount payable to Contractor (whether or not arising out of this Agreement): (i) any amounts the payment of which may be in dispute hereunder or which are necessary to compensate City for any losses, costs, liabilities, or damages suffered by City, and (ii) all amounts for which City may be liable to third parties, by reason of Contractor’s acts or omissions in performing or failing to perform Contractor’s obligation under this Agreement. In the event that any claim is made by a third party, the amount or validity of which is disputed by Contractor, or any indebtedness shall exist which shall appear to be the basis for a claim of lien, the City may withhold from any payment due, without liability for interest because of such withholding, an amount sufficient to cover such claim. The failure of the City to exercise such right to deduct or to withhold shall not, however, affect the obligations of the Contractor to insure, indemnify, and protect the City as elsewhere provided herein.
7.4 Waiver.
Waiver by any Party to this Agreement of any term, condition, or covenant of this Agreement shall not constitute a waiver of any other term, condition, or covenant. Waiver by any Party of any breach of the
Contract for Citywide Communications Services 15
provisions of this Agreement shall not constitute a waiver of any other provision or a waiver of any subsequent breach or violation of any provision of this Agreement. Acceptance by the City of any work or services by Contractor shall not constitute a waiver of any of the provisions of this Agreement. No delay or omission in the exercise of any right or remedy by a non-defaulting Party on any default shall impair such right or remedy or be construed as a waiver. Any waiver by either Party of any default must be in writing and shall not be a waiver of any other default concerning the same or any other provision of this Agreement.
7.5 Rights and Remedies are Cumulative.
Except with respect to rights and remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the Parties are cumulative and the exercise by either Party of one or more of such rights or remedies shall not preclude the exercise by it, at the same or different times, of any other rights or remedies for the same default or any other default by the other Party.
7.6 Legal Action.
In addition to any other rights or remedies, either Party may take legal action, in law or in equity, to cure, correct or remedy any default, to recover damages for any default, to compel specific performance of this Agreement, to obtain declaratory or injunctive relief, or to obtain any other remedy consistent with the purposes of this Agreement. Notwithstanding any contrary provision herein, Contractor shall file a statutory claim pursuant to Government Code Sections 905 et seq. and 910 et seq., in order to pursue a legal action under this Agreement.
7.7 Termination Prior to Expiration of Term.
This Section shall govern any termination of this Agreement except as specifically provided in the following Section for termination for cause. The City reserves the right to terminate this Agreement at any time, with or without cause, upon thirty (30) days’ written notice to Contractor, except that where termination is due to the fault of the Contractor, the period of notice may be such shorter time as may be determined by the Contract Officer. In addition, the Contractor reserves the right to terminate this Agreement at any time, with or without cause, upon sixty (60) days’ written notice to the City, except that where termination is due to the fault of the City, the period of notice may be such shorter time as the Contractor may determine. Upon receipt of any notice of termination, Contractor shall immediately cease all services hereunder except such as may be specifically approved by the Contract Officer. Except where the Contractor has initiated termination, the Contractor shall be entitled to compensation for all services rendered prior to the effective date of the notice of termination and for any services authorized by the Contract Officer thereafter in accordance with the Schedule of Compensation or such as may be approved by the Contract Officer, except as provided in Section 7.3. In the event the Contractor has initiated termination, the Contractor shall be entitled to compensation only for the reasonable value of the work product actually produced hereunder. In the event of termination without cause pursuant to this Section, the terminating party need not provide the non-terminating party with the opportunity to cure pursuant to Section 7.2.
7.8 Termination for Default of Contractor.
If termination is due to the failure of the Contractor to fulfill its obligations under this Agreement, the City may, after compliance with the provisions of Section 7.2, take over the work and prosecute the same to completion by contract or otherwise, and the Contractor shall be liable to the extent that the total cost for completion of the services required hereunder exceeds the compensation herein stipulated (provided that the City shall use reasonable efforts to mitigate such damages), and the City may withhold any payments to the Contractor for the purpose of set-off or partial payment of the amounts owed the City as previously stated.
Contract for Citywide Communications Services 16
7.9 Attorneys’ Fees.
If either Party to this Agreement is required to initiate or defend or made a party to any action or proceeding in any way connected with this Agreement, the prevailing party in such action or proceeding, in addition to any other relief which may be granted, whether legal or equitable, shall be entitled to reasonable attorney’s fees. Attorney’s fees shall include attorneys’ fees on any appeal, and in addition a Party entitled to attorneys’ fees shall be entitled to all other reasonable costs for investigating such action, taking depositions and discovery and all other necessary costs the court allows which are incurred in such litigation. All such fees shall be deemed to have accrued on commencement of such action and shall be enforceable whether or not such action is prosecuted to judgment.
ARTICLE 8. CITY OFFICERS AND EMPLOYEES: NON-DISCRIMINATION
8.1 Non-liability of City Officers and Employees.
No officer or employee of the City shall be personally liable to the Contractor, or any successor in interest, in the event of any default or breach by the City or for any amount which may become due to the Contractor or to its successor, or for breach of any obligation of the terms of this Agreement.
8.2 Conflict of Interest.
Contractor covenants that neither it, nor any officer or principal of its firm, has or shall acquire any interest, directly or indirectly, which would conflict in any manner with the interests of the City or which would in any way hinder Contractor’s performance of services under this Agreement. Contractor further covenants that in the performance of this Agreement, no person having any such interest shall be employed by it as an officer, employee, agent, or subcontractor without the express written consent of the Contract Officer. Contractor agrees to at all times avoid conflicts of interest or the appearance of any conflicts of interest with the interests of the City in the performance of this Agreement.
No officer or employee of the City shall have any financial interest, direct or indirect, in this Agreement nor shall any such officer or employee participate in any decision relating to this Agreement which affects her/his financial interest or the financial interest of any corporation, partnership or association in which (s)he is, directly or indirectly, interested, in violation of any State statute or regulation. The Contractor warrants that it has not paid or given and will not pay or give any third party any money or other consideration for obtaining this Agreement.
8.3 Covenant Against Discrimination.
Contractor covenants that, by and for itself, its heirs, executors, assigns, and all persons claiming under or through them, that there shall be no discrimination against or segregation of, any person or group of persons on account of race, color, creed, religion, sex, gender, sexual orientation, marital status, national origin, ancestry, or other protected class in the performance of this Agreement. Contractor shall take affirmative action to insure that applicants are employed and that employees are treated during employment without regard to their race, color, creed, religion, sex, gender, sexual orientation, marital status, national origin, ancestry, or other protected class.
8.4 Unauthorized Aliens.
Contractor hereby promises and agrees to comply with all of the provisions of the Federal Immigration and Nationality Act, Title 8 Section 1101 et seq. of the United States Code, as amended, and in connection therewith, shall not employ unauthorized aliens as defined therein. Should Contractor so employ such
Contract for Citywide Communications Services 17
unauthorized aliens for the performance of work and/or services covered by this Agreement, and should any liability or sanctions be imposed against the City for such use of unauthorized aliens, Contractor hereby agrees to and shall reimburse the City for the cost of all such liabilities or sanctions imposed, together with any and all costs, including attorneys’ fees, incurred by the City.
ARTICLE 9. MISCELLANEOUS PROVISIONS
9.1 Notices.
Any notice, demand, request, document, consent, approval, or communication either Party desires or is required to give to the other Party or any other person shall be in writing and either served personally or sent by prepaid, first-class mail, in the case of the City, to the City Manager and to the attention of the Contract Officer (with her/his name and City title), City of La Cañada Flintridge, One Civic Center Drive, La Cañada Flintridge, CA 91011, and in the case of the Contractor, to the person(s) at the address designated on the execution page of this Agreement. Either Party may change its address by notifying the other Party of the change of address in writing. Notice shall be deemed communicated at the time personally delivered or in seventy-two (72) hours from the time of mailing if mailed as provided in this Section.
9.2 Interpretation.
The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either Party by reason of the authorship of this Agreement or any other rule of construction which might otherwise apply.
9.3 Counterparts and Electronic Signatures.
This Agreement may be executed in two or more counterparts, each of which when so executed shall be deemed to be an original and all of which when taken together shall constitute one and the same instrument. The words “execution,” “signed,” “signature,” and words of like import in this Agreement or in any other certificate, agreement or document related to this Agreement, shall include images of manually executed signatures transmitted by facsimile or other electronic format (including, without limitation, “pdf”, “tif” or “jpg”) and other electronic signatures in accordance with Title 2, Section 22003 of the California Code of Regulations (including, without limitation, DocuSign and AdobeSign). The use of electronic signatures and electronic records (including, without limitation, any contract or other record created, generated, sent, communicated, received, or stored by electronic means) shall be of the same legal effect, validity and enforceability as a manually executed signature or use of a paper-based record-keeping system to the fullest extent permitted by applicable law, including the Federal Electronic Signatures in Global and National Commerce Act, the California Uniform Electronic Transactions Act, and any other applicable law, including, without limitation, any state law based on the Uniform Electronic Transactions Act or the Uniform Commercial Code.
9.4 Integration; Amendment.
This Agreement including the attachments hereto is the entire, complete, and exclusive expression of the understanding of the Parties. It is understood that there are no oral agreements between the Parties hereto affecting this Agreement and this Agreement supersedes and cancels any and all previous negotiations, arrangements, agreements, and understandings, if any, between the Parties, and none shall be used to interpret this Agreement. No amendment to or modification of this Agreement shall be valid unless made in writing and approved by the Contractor and by the City Council. The Parties agree that this requirement for written modifications cannot be waived and that any attempted waiver shall be void.
Contract for Citywide Communications Services 18
9.5 Severability.
In the event that any one or more of the phrases, sentences, clauses, paragraphs, or sections contained in this Agreement shall be declared invalid or unenforceable by a valid judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall not affect any of the remaining phrases, sentences, clauses, paragraphs, or sections of this Agreement, which are hereby declared as severable and shall be interpreted to carry out the intent of the Parties hereunder unless the invalid provision is so material that its invalidity deprives either Party of the basic benefit of their bargain or renders this Agreement meaningless.
9.6 Warranty & Representation of Non-Collusion.
No official, officer, or employee of City has any financial interest, direct or indirect, in this Agreement, nor shall any official, officer, or employee of City participate in any decision relating to this Agreement which may affect their financial interest or the financial interest of any corporation, partnership, or association in which they are directly or indirectly interested, or in violation of any corporation, partnership, or association in which they are directly or indirectly interested, or in violation of any State or municipal statute or regulation.
The determination of “financial interest” shall be consistent with State law and shall not include interests found to be “remote” or “noninterests” pursuant to Government Code Sections 1091 or 1091.5. Contractor warrants and represents that it has not paid or given, and will not pay or give, to any third party including, but not limited to, any City official, officer, or employee, any money, consideration, or other thing of value as a result or consequence of obtaining or being awarded any agreement. Contractor further warrants and represents that they have not engaged in any act(s), omission(s), or other conduct or collusion that would result in the payment of any money, consideration, or other thing of value to any third party including, but not limited to, any City official, officer, or employee, as a result of consequence of obtaining or being awarded any agreement.
Contractor is aware of and understands that any such act(s), omission(s) or other conduct resulting in such payment of money, consideration, or other thing of value will render this Agreement void and of no force or effect.
Contractor’s Authorized Initials ___________________
(Name, Title)
9.7 Authority.
The persons executing this Agreement on behalf of the Parties hereto warrant that: (i) such Party is duly organized and existing, (ii) they are duly authorized to execute and deliver this Agreement on behalf of said Party, (iii) by so executing this Agreement, such Party is formally bound to the provisions of this Agreement, and (iv) that entering into this Agreement does not violate any provision of any other agreement to which said Party is bound. This Agreement shall be binding upon the heirs, executors, administrators, successors, and assigns of the Parties.
[SIGNATURES APPEAR ON THE FOLLOWING PAGE]
Contract for Citywide Communications Services 19
IN WITNESS WHEREOF, the Parties hereto have executed this Agreement on the date and year first-above written.
CITY:
CITY OF LA CAÑADA FLINTRIDGE, a municipal
corporation
By:
_______________________________________________
Dr. Daniel Jordan
City Manager
APPROVED AS TO FORM:
ALESHIRE & WYNDER, LLP
Adrian R. Guerra
City Attorney
ATTEST:
Tania Garcia
City Clerk
CONTRACTOR:
(INSERT COMPANY NAME)
By:
_______________________________________________
Name: Ryder Todd Smith
Title: Co-Founder and President
Email Address: [email protected]
Phone Number: (626) 536-2173
By:
_______________________________________________
Name: Nicole Tripepi Smith
Title: Chief Financial Officer
Email Address: [email protected]
Phone Number: (626) 536-2173
Address: 27702 Crown Valley Parkway, D4 #139 Ladera
Ranch, CA 92694
Two corporate officer signatures required when Contractor is a corporation, with one signature required from each of the following groups: 1) Chairman of the Board, President or any Vice President; and 2) Secretary, any Assistant Secretary, Chief Financial Officer or any Assistant Treasurer. CONTRACTOR’S
SIGNATURES SHALL BE DULY NOTARIZED UNLESS EXECUTED UTILIZING DIGITAL SIGNATURE IN ACCORDANCE WITH CALIFORNIA CODE OF REGULATIONS TITLE 2 SECTION 22003. IN ADDITION, THE APPROPRIATE ATTESTATIONS SHALL BE INCLUDED AS MAY BE REQUIRED BY THE BYLAWS, ARTICLES OF INCORPORATION, OR OTHER RULES OR REGULATIONS APPLICABLE TO CONTRACTOR’S BUSINESS ENTITY.
01172.0001 2150523.2 6/2/2026 A-1
EXHIBIT “A”
SCOPE OF SERVICES
I. Contractor will perform the following services:
A. Governance and Coordination
i. Contractor shall work under the direction of the Assistant City Manager (ACM).
ii. Contractor shall coordinate with the City’s internal communications team. iii. Contractor shall not communicate directly with City Council Members unless expressly authorized in writing.
iv. Contractor shall not provide political, advocacy, or policy advice.
B. Core Services
i. Strategic communications planning and project management
1. Regular recommendations and strategic sessions on improving the City’s communication efforts, including the incorporation of new/updated industry Best Management Practices (BMP).
2. Public relations support for highly political or major City actions, strategies on protecting and enhancing the City’s reputation through proactive messaging and image management.
3. Ongoing Project Management and Strategy
a. Bi-weekly 60-minute calls facilitated by Contractor. b. Preparation of agendas, meeting notes, and written action summaries.
c. Maintenance of a shared project workspace.
d. Weekly internal audits of social media and active
campaigns.
e. Turnaround standards: standard requests within three (3) business days; time-sensitive requests within 24–48 hours as approved by the Assistant City Manager.
f. Creation and implementation of public outreach plans for events, townhalls, or other major city initiatives.
g. Creation and tracking of QR Codes.
4. Support in development and Coordination of the City’s State of the City.
ii. Social media management and monitoring
1. Content creation, fact-checking, graphic design, scheduling, and posting.
2. Up to ten (10) unique posts per week across major social media platforms, such as Facebook, Instagram, and X.
3. Seven-day-per-week monitoring of City social media inboxes.
01172.0001 2150523.2 6/2/2026 A-2
4. Monitoring and resharing of relevant posts from the City’s Public Safety agencies
5. Initial response goal within 24 hours, excluding City holidays.
6. Escalation of sensitive or policy-related inquiries to City staff.
7. Paid advertising only with prior written City approval.
8. Facilitate social media archival services (subscription paid by City).
iii. Media relations and content development
1. Drafting press releases and official statements (up to 500 words).
2. Up to twenty-four (24) releases or statements annually.
3. Coordination of media inquiries with City staff.
4. Drafting articles, speeches, letters, and presentations as requested.
5. Contractor shall not act as the City’s spokesperson. iv. Proofreading and editing
1. Copyediting and proofreading of City-provided materials.
2. Compliance with City Style Guide and branding standards. v. Communications calendars and planning
1. Triannual (every four months) planning sessions with City leadership.
2. Development of a rolling six- to twelve-month Communications Calendar.
3. Written summaries of themes and outreach priorities. vi. Print and digital newsletter production
1. Print Newsletter
a. Quarterly production of print newsletter (up to four issues annually).
b. Editorial planning, writing, graphic design, and print coordination.
c. Six pages per issue (8.5” x 11”).
d. ADA-compliant digital version.
e. Printing and postage paid by the City but coordinated by the Contractor with a third-party vendor.
2. Digital Newsletter – LCF Bulletin:
a. Monthly distribution via City-approved platform.
b. Formatting, layout, and scheduling.
c. Content sourced from approved City materials.
3. Outlook Newspaper Reoccurring Ads
a. Twice a month, production of a newspaper ad.
b. Formatting, layout, and scheduling. Canva Templates
provided by the City.
01172.0001 2150523.2 6/2/2026 A-3
c. Content sourced from approved City materials.
d. Standard ad size is a quarter page (5”x7.5”) but may be up to a half (10”x7.5”) or full (10”x15.5”) page depending on content.
e. Printing paid by the City but coordinated by the Contractor. vii. Website technical support, content support, and vendor coordination
1. Posting of City-approved content.
2. Technical updates and publishing support, including review for ADA compliance of all posted materials.
3. Coordination and management of all third-party website vendors, including hosting providers.
4. Routine updates within two (2) business days; urgent updates same day when authorized.
5. Creation and update of small digital graphics highlighting topics of interest consistent with ongoing city promotions.
6. Original content drafting excluded unless separately approved. viii. Broadcasting services for City meetings
1. Provision of broadcasting services for the Planning Commission's regular and special meetings.
2. Staffing, technical setup, live or recorded broadcasting, and postmeeting processing.
3. Additional broadcasting services for other City meetings or events as requested and authorized. Price per cost of each additional meeting.
ix. Crisis and major incident communications support (Non-emergency declared matters) (as needed service not part of the retainer)
1. Contractor shall support City communications during crisis and major incidents for upon request by the City Manager or Assistant City Manager.
2. Drafting messaging and managing high-volume communications.
3. Participation in post-incident after-action communications summaries.
4. 24/7 availability applies only during major incidents or as authorized.
x. Performance reporting and KPI tracking, which maybe be presented to the City Council on a quarterly basis.
C. Emergency Communications
01172.0001 2150523.2 6/2/2026 A-4
i. Contractor shall support and provide communication staffing for City emergency communications when activated and shall operate in compliance with SEMS, NIMS, ICS, EOC, and JIC protocols.
Participation in City emergency operations training is required (between two to four trainings a year).
1. 24/7 availability applies only during declared emergencies or as
2. authorized.
3. Active monitoring and engagement on Social Media during a declared emergency.
4. Participate in internal briefing to gather information for communication purposes.
5. Drafting messaging and managing high-volume communications.
6. Drafting of City’s Mayor’s Message and other communication materials.
7. Participation in post-incident after-action communications summaries.
8. Contractor staff member(s) assigned to the City shall participate in City emergency operations training alongside City staff to ensure readiness to serve as part of the City’s Emergency Operations Center (EOC).
II. As part of the services, Contractor will prepare and deliver the following tangible work products to the City:
A. 60 minute Bi-Weekly Strategy Discussions with City Staff.
B. Social Media Management and Monitoring, with up to ten unique posts per week and seven day a week monitoring and responding.
C. Press Releases/Official Statements.
D. Communications Strategy Planning
1. Every four months provide a written overview of communications performance and discuss strategy with City department heads.
D. Print Newsletters (LCF Vista)
1. Up to four newsletters of six pages per year, with an ADAcompliant digital version uploaded to the City’s website.
E. Digital Newsletter (LCF Bulletin)
1. One per month.
F. Outlook Newspaper Ads
1. Creation and coordination for distribution of two newspaper ads per month.
01172.0001 2150523.2 6/2/2026 A-5
G. On-Call General Communications Advice
1. Three hours per month, encompassing strategy discussions with City executives, writing and/or reviewing messaging, including crisis communications support.
H. Annual presentation to the City Council, highlighting KPI performance reporting and best management practices.
III. In addition to the requirements of Section 6.2 and Parts I and II in this Exhibit, during performance of the services, Contractor will keep the City appraised of the status of performance by delivering the following status reports:
A. As needed and directed by the Contract Officer.
IV. All work product is subject to review and acceptance by the City, and must be revised by the Contractor without additional charge to the City until found satisfactory and accepted by City.
V. Contractor will utilize the following personnel to accomplish the services:
A. Ryder Todd Smith
B. Cailyn Thompson
C. Aly Edwards
D. Abby Barahone
01172.0001 2150523.2 6/2/2026 B-1
EXHIBIT “B”
CONTRACT MODIFICATIONS
(Superseding Contract Boilerplate)
None.
01172.0001 2150523.2 6/2/2026 C-1
EXHIBIT “C”
SCHEDULE OF COMPENSATION
I. Contractor shall perform the following tasks at the following rates:
Monthly Retainer Deliverables
Service/Deliverable Scope
Bi-Weekly Strategy Discussions Up to 60-min call outlining action items and deadlines, advising on outreach and strategy.
Includes project management.
Social Media Management and
Monitoring
Create and publish social media post content; up to 10 unique posts per week includes social media graphic design. Posting to three platforms: Facebook, X and Instagram, with selected posts and content published to LinkedIn and YouTube. Includes 7-day per week monitoring and responding.
Press Releases/Official Statements 24 statements per year; up to 500 words each.
Communications Strategy Planning Every four months; TS to provide an overview of communications performance and discuss strategy with department heads.
Print Newsletter (LCF Vista) Includes graphic design and content writing up to four newsletters of six pages (8.5”x11”) per year. ADA-compliant digital version uploaded to City website.
Digital Newsletter (LCF Bulletin) Includes formatting in Constant Contact with content sourced from the articles/releases developed within scope. Sent once per month.
Outlook Newspaper Ads Creation and coordination for distribution of two newspaper ads per month.
Website Technical Support Unlimited website technical support. This does not include content management/update requests or content development.
On-Call General Communications Advice Three hours per month; encompasses strategy discussions with City executives, writing and/or reviewing messaging, including crisis communications support.
Instances requiring more than 3 hours will move into time and materials based on LCF Discounted Rates.
Performance Reporting Produce regular report on key performance metrics for external communication channels: social media, email, website, etc. and quarterly report. Presentation to City Council annually.
Total Monthly Cost $12,230
Total Annual Cost $146,760
01172.0001 2150523.2 6/2/2026 C-2
As-Needed Services
Service/Deliverable Scope Cost
Broadcasting Services AV support for the Planning Commission meetings twice per month. Includes travel and updating
$725/month
$8,700/year
Annual Report Content development and graphic design for 20-page annual report. Delivery of ADA-compliant digital version.
$8,425
Popular Annual Financial
Report
Content development and graphic design for annual PAFR.
Delivery of ADA-compliant digital version.
$4,140
Budget at a Glance Content development and graphic design of a budget at a glance document. Delivery of an ADA-compliant version.
Coordination with print vendor
$3,935
Mailers Content development and graphic design of double-sided mailer. Includes coordination with print vendor
$2,285/mailer
Website Content Management
and Vendor Coordination
Monthly updates to the website as requested by City staff and vendor coordination as-needed (Please note that this
approach remains flexible in that TS can continue to support the City if the current WordPress platform is no longer used). Creation of up to 8 web banners/small digital graphics per month.
$2,915/month
$34,980/year
State of the City Support Tier 1: Video Production Services. Includes scriptwriting, production (1.5 days onsite), check-in meetings with staff and creation of up to 5-minute video
Tier 2: Video Production Services + Event Services. Includes items in Tier 1, plus stage design assistance services, creation of PowerPoint presentation, event photographer and event videography (video and audio equipment)
Tier 3: Video Production Services + Event Services + AddOns. Includes items in tiers 1 and 2, plus drone footage for 5- minute video, two event banners, program, customized
napkins and coasters, and on-site rehearsal
Tier 1:
$14,890
Tier 2:
$25,810
Tier 3:
$48,750
III. Within the budgeted amounts for each Task, and with the approval of the Contract Officer, funds may be shifted from one Task subbudget to another so long as the Contract Sum is not exceeded per Section 2.1, unless Additional Services are approved per Section 1.9.
IV. The City will compensate Contractor for the services performed upon submission of a valid invoice. Each invoice is to include:
01172.0001 2150523.2 6/2/2026 C-3
A. Line items for all personnel describing the work performed, the number of hours worked, and the hourly rate.
B. Line items for all materials and equipment properly charged to the Services.
C. Line items for all other approved reimbursable expenses claimed, with supporting documentation.
D. Line items for all approved subcontractor labor, supplies, equipment, materials, and travel properly charged to the Services.
V. The total compensation for the Services shall not exceed the Contract Sum as provided in Section 2.1 of this Agreement.
VI. The Contractor’s billing rates for all personnel are attached as Exhibit “C-1”.
01172.0001 2150523.2 6/2/2026 C-4
EXHIBIT “C-1”
Rates
Contractor will continue applying the current 2025-2026 LCF Discounted Rates and related fees for any authorized work in the 2026-2027 agreement. Such work must be clearly authorized in writing before proceeding.
Ryder Todd Smith uses the Principal rate of $308.70, Cailyn Thompson and Aly Edwards use the Business Analyst rate of $115.76 and Abby Barahona uses the Junior Business Analyst rate of $93.71 Travel Costs
Travel costs must be pre-authorized and then will be reimbursed by the client for any requested travel to complete a requested scope of work. Travel costs may include airfare, lodging, car rentals and gas.
Additionally, when client work requires onsite presence, Contractor will invoice for travel time at 2025-26 Hourly Rates
Standard
Reduced
Retainer
LCF
Discounted
Rates
Principal $380 $315 $308.70
Director $265 $225 $220.50
Art/Creative Director $265 $225 $220.50
Senior Business Analyst $205 $180 $165.38
Business Analyst $150 $125 $115.76
Junior Business Analyst $115 $100 $93.71
Senior Videographer/Animator $205 $175 $165.38
Senior Photographer $175 $150 $137.81
Videographer/Photographer $140 $120 $104.74
Junior Videographer/Photographer $115 $100 $93.71
Senior Graphic Designer $195 $165 $148.84
Graphic Designer $140 $120 $104.74
Junior Graphic Designer $115 $100 $93.71
Web Developer $210 $185 $165.38
Junior Web Developer $115 $100 $93.71
Drone Operator $205 $180 $165.38
Council Chamber A/V Operator $115 $100 $93.71
01172.0001 2150523.2 6/2/2026 C-5
50% of the resource’s hourly rate.
Equipment Costs
Contactor offers some services that require equipment, such as drone operations and video production. In those cases, the following rates apply:
Half Day (Under 4
Hours)
Full Day (4+ Hours)
Video $450 $650
Drone $550 – Flat Fee
Annual Increase
Contractor’s hourly rates and retainer fees for all resources will increase at the rate as measured by the Consumer Price Index for all urban consumers (CPI-U) for the Los Angeles-Long Beach Anaheim area, but no more than 5% each year on the anniversary of the contract, starting on the first anniversary of any contract when the contract duration is longer than one year.
01172.0001 2150523.2 6/2/2026 D-1
EXHIBIT “D”
SCHEDULE OF PERFORMANCE
I. Contractor shall perform all services timely in accordance with the following schedule:
A. On a regular and ad-hoc basis as determined by the Contract Office during the Term of the Agreement established in section 3.4.
II. The Contract Officer may approve extensions for performance of the services in accordance with Section 3.2.
1055 E Colorado Blvd, Suite 500, Pasadena, CA 91106 P: 949-215-5539 | F: 949-215-5549 [email protected] | communicationslab.com Prepared For: The City of La Cañada Flintridge • City Manager’s Office
REQUEST FOR PROPOSAL
PROFESSIONAL SERVICES FOR CITYWIDE
COMMUNICATIONS SERVICES
2 Prepared for: City of La Cañada Flintridge • RFP: Citywide Communications Support
Cover Letter
4 Prepared for: City of La Cañada Flintridge • RFP: Citywide Communications Support
Prepared by: Communications LAB • www.CommunicationsLAB.com 5 May 7, 2026
Arabo Parseghian, Assistant City Manager
City of La Cañada Flintridge
One Civic Center Drive
La Cañada Flintridge, CA 91011
On behalf of Communications LAB, I am pleased to submit our proposal in response to the City of La Cañada Flintridge’s Request for Proposals for Professional Citywide Communications Services. We are genuinely excited about this opportunity and believe our team is exceptionally well positioned to serve as LCF’s trusted communications partner.
Communications LAB is an award-winning, full-service communications and community outreach firm headquartered in Orange, California but would service this engagement from our Pasadena office with local team members — just minutes from La Cañada Flintridge! Founded in 2013, our firm has grown into a recognized Top 5 PR Agency in Orange County and has been retained by cities, counties, water agencies, and regional transportation authorities throughout Southern California. We are proud to hold certifications as a Woman-Owned Business Enter-prise (WBE), Woman-Owned Small Business (WOSB), Minority Business Enterprise (MBE), Disadvantaged Business Enterprise (DBE), and Small Business Enterprise (SBE) at the state and federal levels.
What distinguishes Communications LAB from other communications firms is our deeply embedded model of partnership with municipal clients. We do not operate as a vendor at arm’s length — we embed ourselves as an extension of City staff. For cities like Cypress, where we have served as the public information arm since 2022, our team manages everything from daily social media content and newsletters to press releases, website updates, and special event support — all in close coordination with the City Manager’s office. We know how municipal organizations work, how to operate within approval structures, and how to move quickly when a crisis or time-sensitive communication arises.
La Cañada Flintridge’s needs as described in the RFP align directly with what we have successfully delivered for other residential contract cities in Southern California: strategic communications planning, social media management and monitoring, media relations, newsletter production, website coordination, emergency communications support, and high-quality ad hoc services including annual reports, budget summaries, and public service announcements. We are fully prepared to provide all of these services and the enhancements described in this proposal.
We understand that the City is seeking more than a service provider — it is seeking a partner that operates with the discretion, accountability, and community-first mindset that LCF residents deserve. Communications LAB will work exclusively under the direction of the Assistant City Manager and will adhere to all governance protocols outlined in the RFP, including turnaround standards, City Style Guide compliance, and data ownership Sincerely,
Arianna Barrios, CEO
Communications LAB
701 E Chapman Avenue, Orange, CA 92866
O: 949.215.5539 ext.. 101 | C: 714.878.4864
E: [email protected]
Cover Letter
FIRM HIGHLIGHTS
• Top 5 PR Firm in Orange County
• Award-Winning Campaigns & Outreach
• SBE / DBE / MBE / WBE Certified
• Offices in LA & Orange Counties
Communications Support Clients:
Southern California Edison, Disneyland Resort,
Santa Ana PD - ReadyOC | SafeOC, County of
Orange, Cities of Carson, Camarillo, Rosemead,
Irvine, Huntington Beach, Cypress, Anaheim, Lake
Forest, Laguna Hills, San Jose.
Services Provided:
Media Relations, Copywriting, Bilingual Support,
Crisis Comms, Graphic Design, Video Production,
Media Training, Social Media/Social Listening,
Video Production, Event Mgmt., Web Mgmt.
6 Prepared for: City of La Cañada Flintridge • RFP: Citywide Communications Support
01172.0001/563136.1
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
STATE OF CALIFORNIA
COUNTY OF LOS ANGELES
On __________, 2026 before me, ________________, personally appeared ________________, proved to me on the basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.
WITNESS my hand and official seal.
Signature: _____________________________________
OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent reattachment of this form
CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT
INDIVIDUAL
CORPORATE OFFICER
_______________________________
TITLE(S)
PARTNER(S) LIMITED
GENERAL
ATTORNEY-IN-FACT
TRUSTEE(S)
GUARDIAN/CONSERVATOR
OTHER_____________________________
__
______________________________________
SIGNER IS REPRESENTING:
(NAME OF PERSON(S) OR ENTITY(IES))
_________________________________________
____
_________________________________________
____
___________________________________
TITLE OR TYPE OF DOCUMENT
___________________________________
NUMBER OF PAGES
___________________________________
DATE OF DOCUMENT
___________________________________
SIGNER(S) OTHER THAN NAMED ABOVE
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy or validity of that document.
La Canada Flintridge RFP Response - Citywide Comms
Barrios and Associates, LLC (dba Communications LAB)
54 May 7, 2026
May 7 Arianna Barrios Joseph Stewart Orlowsky
CEO
Notarized remotely online using communication technology via Proof.
X
X
EXHIBIT “A”
NON-COLLUSION AFFIDAVIT
STATE OF CALIFORNIA )
COUNTY OF ) ss
, being first duly sworn, deposes and
says that he is
(Sole owner, partner, president, secretary, etc.)
of ,
Subscribed and sworn before me
this day of
(Notary Seal)
the party making the foregoing bid; that such bid is not made in the interest of or on behalf of any undisclosed person, partnership, company, association, organization or corporation; that such bid is genuine and not collusive or sham; that such bidder has not directly or indirectly colluded, conspired, connived or agreed with any bidder or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that said bidder has not in any manner, directly or indirectly, sought by agreement, communication or conference with anyone to fix the bid price of said bidder or of any other bidder, or to fix any overhead, profit or cost element of such bid price, or of that of any other bidder, or to secure an advantage against the public body awarding the contract or anyone interested in the proposed contract; that all statements contained in such bid price or of that of any other bidder, or to secure an advantage against the public body awarding the contract or anyone interested in the proposed contract; that all statements contained in such bid are true; and, further, that said bidder has not, directly or indirectly, submitted his bid price or any breakdown thereof, or the contents there of, or divulged information or data relative thereto, or paid and will not pay any fee in connection therewith to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof, or to any other individual except to such person or persons as have a partnership or other financial interest with said bidder in his general business.
Signed:
Title:
Signature of Notary Public
Arianna Barrios
Sole Owner, and Chief Executive Officer
Barrios & Associates, LLC (dba Communications LAB)
7th May, 2026
Owner & CEO
Notarized remotely online using communication technology via Proof.
Firm Qualifications &
Experience
Communications LAB (the dba for Barrios & Associates, LLC) is wholly owned by Arianna Barrios. The business was incorporated from a sole proprietorship consulting firm (2005 to 2013), to a limited liability company in February, 2013 at which time Ms. Barrios assumed the title of chief executive officer (CEO). In April of that year, Barrios & Associates, LLC acquired the Media Relations and Public Outreach portfolio of Faubel Public Affairs. The acquisition increased the total number of employees to six including Brian Lochrie, Barrios’ husband, who serves as the firm’s president. Together, Lochrie and Barrios form the “L” and “B” of Communications LAB, and have continued to grow the boutique agency. In August 2017 the firm acquired Thomas Communication Group (TCG) and today, the growing agency includes 16 full- and part-time team members across two offices in Orange and Pasadena, CA. As a woman- and minority-owned business, Communications LAB maintains federal, state, and regional certification as an SBE/DBE/WBE/MBE/WOSB.
For more information about our agency, visit www.CommunicationsLAB.com 8 Prepared for: City of La Cañada Flintridge • RFP: Citywide Communications Support Firm Qualifications
Communications LAB - OC
701 E Chapman Avenue
Orange, CA 92866
P: 949-215-5539
Arianna Barrios, CEO
O: 949-215-5539 ext. 101
C: 714-878-4864
E: [email protected]
Certifications
• Women-Owned Business Enterprise
• Minority-Owned Business Enterprise
• Small & Disadvantaged Business Enterprise
• California DGS / DIR Certified
Firm Conditions
• No Pending Litigation or Mergers
• Fiscally Solvent & No Pending Bankruptcies
•14 Years in Business
LOCATIONS &
LEADERSHIP
Prepared by: Communications LAB • www.CommunicationsLAB.com 9 • Advertising - Print & Digital
• Animations & Explainer Videos
• Branding & Marketing Campaigns
• Ballot Initiatives & Campaigns
• Community Canvassing
• Community Outreach & Engagement
• Communications & Media Training
• Communication Plans
• Crisis Communications Support
• Copywriting & Editing
• Digital Marketing Strategies
• Graphic Design & Illustration
• Government Relations
• Hispanic Outreach & Media Relations
• Electronic/Print Design & Layout
• Embedded Staffing Support
• Event Production & Management
• Event Support: Guest Relations
• Photography
• Public Hearings & Meetings
• Publications Management
• Public Policy Consulting
• Public Opinion Polling & Surveys
• Marketing Strategy & Campaigns
• Media Relations
• Media Planning & Buying
• Search & Digital Ad Marketing
• Strategic Communications
• Social Media Content Creation
• Social Media Strategy
• Social Media Community Mgmt.
• Special Events Management
• Translation Services: Spanish
• Video Production - PSAs, Reels
• Video Production - Live Streaming
• Website Design / Management / Maintenance
Communications LAB attests to its concurrence any and all provisions as contained in the Sample Agreement provided in the solicitation document.
We note no exceptions or deviations from those provisions.
Arianna Barrios, Owner & CEO of Communications LAB, is the firm’s Principal Agent and primary contact throughout the procurement period. Ms.
Barrios will ensure both she and the designated Project Manager will be available for any potential interview, and the signatory for all agreements.
Firm Capabilities & Services
Our Firm’s Unique Strength: Former Government Insiders
One of Communications LAB’s defining advantages is our lived experience inside government. Our team includes former legislative aides, district directors, policy advisors, court-certified translators, broadcast journalists, and accredited APR communications professionals. This diverse background means we understand approval processes, public records requirements, political sensitivities, and the accountability standards that govern municipal communications — and we operate accordingly, every day. “Whether in Carson, Cypress, Santa Ana, or San Diego, we know how to work as an extension of staff and promote each public agency we serve with passion and expertise. Our goal is to share your story in a way that highlights its unique character and makes your residents proud.” — Arianna Barrios, CEO Statement of Firm Status
Communications LAB attests that it has no pending or past civil or criminal litigation, no adverse determinations at any level of government, and has never been terminated from a contract for convenience or cause. We have no known conflict of interests with the City of La Cañada Flintridge.
Watch Us Sizzle - Scan Now
STRATEGIC COMMUNICATIONS, PR,
MEDIA RELATIONS, OUTREACH EVENTS
S
ince 2022, Communications LAB has provided strategic communications support to the City of Cypress. Effectively serving as the City’s public information office, our team develops and implements communications and marketing efforts to highlight city news, services, programs, and special events, as well as media relations.
We have introduced several enhancements to improve the quality and reach of the City's communications, including the creation of a brand guide, adoption of a social media strategy, improved video production and streamlining the production of the City’s newsletter. Working in conjunction with the City Manager and various City Departments, our team helps increase transparency by ensuring that the City’s website and mobile app are up to date. In addition, we draft talking points, speeches, press releases, and proactively monitor news sites to stay on top of important topics that may affect the City of Cypress.
As the City’s digital storyteller, our team creates daily social media content (Facebook, Instagram, Twitter and YouTube) promoting programs, resources, services and events. We also produce bi-weekly “Minute with the Mayor” video segments, a bi-weekly email newsletter, monitor social channels, respond to resident inquiries, and bring issues that need to be addressed to the attention of City staff. On a quarterly basis, City leadership receives reports on social media reach, engagement, and growth. By providing this broad range of communications support, we aim to keep the residents of Cypress informed and engaged.
SERVICES PROVIDED
• Government Relations & Special Projects
• Media Relations & PR
• Graphic Design & Website Mgmt.
• Social Media, Email Outreach & Newsletters
• Video Production
STAFF ASSIGNED
• Diana Moreno, PM
• Brooke Hester, Asst. PM
• Arianna Barrios, Crisis Comms
• Brian Lochrie, Video Production
• Jose Vazquez, Video Production
CONTACT: Peter Grant, Former City Manager - City of Cypress PH: 714-335-1685 | EM: [email protected]
Key Accomplishments.
A brand guide and social media strategy have been adopted by the City of Cypress to enhance communications. As part of our services, the City has access to an award-winning video production and graphic design team that has created more visually appealing content. In 2025, Comm LAB completed a complete citywide rebrand for Cypress presenting a new, refreshed identity. 10 Prepared for: City of La Cañada Flintridge • RFP: Citywide Communications Support
RELEVANT EXPERIENCE & REFERENCES
F
irst tapped in 2019, Communications LAB worked with the City of Huntington Beach until 2023 to improve community outreach, communications, and counteract misinformation about the City. Working directly with the office of the City Manager, Communications LAB has made its team available in a wide variety of areas including: crisis communications, graphic design, social media, video production, media training, event assistance, media relations, and more.
Government Relation Special Projects
Communications LAB assisted the City in producing a series of Virtual Town Halls to connect residents with their city and county leaders and promote factual information about COVID-19, vaccinations, mental health awareness, and more. The Comm LAB team has also been asked to document city events and conduct interviews with local residents and businesses to share the stories of the “Real HB” to counter negative portrayals of the City at the national, state, and regional levels. Shown above are a series of Comm LAB created street banners showcasing amazing places and assets around the City while the adjacent page highlights live, virtual events the agency has produced for the City.
Destination Marketing
Huntington Beach is home to several world-class events that draw millions to the City each year including the World Championship of Surfing, Annual Pacific Airshow, BMX and Skateboarding competitions. Miles of public beaches and restored wetlands attract locals and tourist alike to spend their summers in Surf City U.S.A.
As part of our engagement with the City, Communications LAB has been called upon to maintain the City’s external news website:
Surf City Break and, last year, we assisted the City in creating its pitch deck and marketing materials for consideration by the U.S.
Olympic Committee in a bid to host the 2028 Summer Olympic events for action sports in Huntington Beach.
Additional writing samples for this client can be found at www.SurfCityBreak.com Media Training
For the City of Huntington Beach, and many of our other clients, we have been called upon to conduct extensive, multi-day media training and preparation with all of the city’s elected officials and executive management. Our methodology involves providing oncamera exercises and review for the trainees to assess their on-air presence and track improvement
STRATEGIC COMMUNICATIONS, PR &
SPECIAL OUTREACH PROJECTS
CONTACT: Jennifer Carey, Former HB Public Affairs Manager EM: [email protected]
Prepared by: Communications LAB • www.CommunicationsLAB.com 11
RELEVANT EXPERIENCE & REFERENCES
S
ince 2021, Communications LAB has been the Agency of Record for the countywide emergency preparedness initiative (Ready OC) and the local iteration of the national See Something, Say Something program under the title of SafeOC.
Overseen by the City of Santa Ana/Anaheim Urban Area Initiative (UASI) and funded by a grant from the Department of Homeland Security, our firm was selected to work in partnership with the Santa Ana Police Department to manage public awareness campaigns to help residents prepare for emergencies and protect themselves from local extremism. The search was the first time the programs had received new leadership in more than 10 years and Communications LAB was tapped to breathe new life into the emergency preparedness programs.
In nine short months, the Comm LAB team has conducted a massive overhaul of both programs that has included top to bottom strategy assessment, brand alignment, rebranding, new visual assets, two new websites, email outreach programs, partner development, microcampaigns and more. Of specific note, the Comm LAB team recognized the disconnect between the two program which kept the from efficiently working together. The See Something, Say Something was rebranded and relaunched under the name Safe OC at a press conference in early 2022. Together, the new programs have begun garnering attention countywide, drawing subscribers and impressive social media followings at a fastest pace in three months than either program had garnered in almost 10 years of existence.
Dates of Service: 2021 - Present
Contract Amount: $250,000 annually
COUNTYWIDE EMERGENCY
PREPAREDNESS COMMS & CAMPAIGNS
Officer Jason McFall, SAPD - Homeland Security / UASI
PH: (714) 536-5202 | EM: [email protected]
COLLEGE READY =
EMERGENCY READY
10 MUSTHAVES
Quick tips to stay safe,
connected, and in control.
First-Aid Kit Portable Phone
Charger
Bottled
Water
Personal
Medications
Non-Perishable
Snacks
Whistle/
Pepper Spray
Cash
(small bills)
Flashlight &
Extra Batteries
Emergency
Contact Card
Copies of ID/
Insurance
VISIT READYOC.COM !
Scan the QR code to access tools, information, and resources to stay informed and prepared throughout your college journey. @ReadyOC
12 Prepared for: City of La Cañada Flintridge • RFP: Citywide Communications Support
RELEVANT EXPERIENCE & REFERENCES
Prepared by: Communications LAB • www.CommunicationsLAB.com 13
RELEVANT EXPERIENCE & REFERENCES
CITY OF LAKE FOREST:
SOUTHWEST LAKE FOREST
NEIGHBORHOOD NEEDS ASSESSMENT
REFERENCE: Sean McGovern, Assistant to the City Manager P: 949-461-3437 | E: [email protected]
Communication LAB conducted the first Southwest Lake Forest Neighborhood Improvement Needs Assessment to identify root causes of perceived lower quality of life in the southwest area of the city. Initially, quality-of-life concerns were captured during a bi-annual citywide survey, which found that “Area 2” residents felt their quality of life was lower than other areas, plus a desire for improvements in the community.
As part of a multi-pronged approach to capture honest feedback and document needs, Comm LAB canvassed residential and business stakeholders, conducted interviews with residents, business, and city stakeholders, conducted a community pop-up event, bilingual surveys, and sent letters. In our comprehensive assessment, we discovered that residents were concerned about a variety of specific issues, including traffic, lightning, parking, noise, crime, issues related to homelessness, property maintenance, bulky item disposal, street sweeping, trash, beautification, and a need for accessible parks. In the wake of our assessment, we developed a series of key recommendations with specific, actionable items that should be considered by the Task Force.
Since the completion of the assessment, the Southwest Lake Forest Task Force has implemented many of the report’s recommendations such as improved street lighting and parking signage, increased code enforcement action and police patrols at specific locations and, increased bulky item pick up efforts.
Unique Features:
The study area was home to a diverse community of residential and business stakeholders, including some ethnic minorities. To alleviate the perception of a lower quality of life in the neighborhood, our team also educated residents about the available city services and programs.
Key Accomplishments:
As a result of our work, the City of Lake Forest received the American Planning Association-California Award of Merit for its first Neighborhood Improvement Project. The project was also featured during a panel on successful neighborhood improvement projects at the 2022 American Planning Association-California Annual Conference.
14 Prepared for: City of La Cañada Flintridge • RFP: Citywide Communications Support
Project Approach &
Understanding
16 Prepared for: City of La Cañada Flintridge • RFP: Citywide Communications Support Understanding of La Cañada Flintridge’s Needs
La Cañada Flintridge is a distinctive residential community — a contract city nestled in the San Gabriel Mountain foothills of Los Angeles County. Its character as a tight-knit, engaged community means that communications must be precise, timely, and transparent.
Residents and community stakeholders are informed and expect their City to communicate proactively and authentically — not reactively. The City manages a growing volume of public information across print, digital, social, broadcast, and emergency platforms, and is seeking a communications partner that can coordinate seamlessly with City staff without requiring constant hand-holding or oversight.
From the RFP, we understand that the City’s priorities include:
• Serving as a collaborative extension of the internal communications team, operating under ACM direction • Maintaining high standards for turnaround, responsiveness, and quality across all deliverables • Managing an integrated mix of social media, newsletters, website, media relations, and print publications • Supporting emergency communications readiness, including EOC activation and SEMS/NIMS/ICS compliance • Providing performance accountability through KPI reporting to City leadership and the City Council • Protecting and enhancing the City’s reputation with proactive messaging and careful issues management Our Approach: The Communications LAB Partnership Model
Communications LAB does not operate like a traditional vendor. We embed ourselves as a true extension of City staff — available, responsive, and proactive. From day one, we assign a dedicated project manager as the single point of contact for City staff, supplemented by a broader team of specialists who activate as needed. Our approach is structured around the following principles:
1. Governance & Coordination (Section 3.1)
Our team will work exclusively under the direction of the Assistant City Manager. We will establish a clear communication protocol with the City’s internal team, maintain a shared project workspace (e.g., Basecamp or equivalent), and produce written agendas, meeting notes, and action summaries for all bi-weekly calls. We will not communicate directly with City Council Members unless expressly authorized in writing, and we will not provide political, advocacy, or policy advice.
Enhancement: In addition to bi-weekly calls, Communications LAB will proactively surface weekly communications opportunities and potential issues to City staff — a brief weekly ‘pulse check’ email or message summarizing social media trends, media coverage, and recommended content opportunities.
2. Strategic Communications Planning (Section 3.2)
Our team will develop a comprehensive rolling six- to twelve-month Communications Calendar aligned with City priorities and key milestones. Triannual planning sessions will be facilitated by our senior team, producing written summaries of outreach themes and priorities. We will incorporate Best Management Practices (BMPs) from industry organizations such as PRSA and NAGC, and conduct regular internal audits of active campaigns and social media performance.
Enhancement: Communications LAB will introduce a proactive media monitoring protocol, regularly scanning local and regional news sources for items relevant to LCF — community concerns, neighboring city actions, legislative developments — and providing brief staff advisories when warranted. This allows the City to stay ahead of potential issues rather than responding to them reactively.
3. Social Media Management & Monitoring (Section 3.2)
Our dedicated social media team will manage up to ten unique posts per week across Facebook, Instagram, and X, including content creation, fact-checking, graphic design, scheduling, and posting. We will monitor City social media inboxes seven days per week with an initial response goal of 24 hours (excluding City holidays), escalating sensitive or policy-related inquiries directly to City staff. We will coordinate resharing of relevant content from public safety partner agencies and facilitate social media archival services.
Enhancement: Beyond the stated scope, Communications LAB will develop a social media content calendar on a rolling four-week basis, allowing City staff to review and approve content in advance — improving quality control while reducing ad hoc requests. We will also provide monthly analytics reporting that benchmarks LCF’s performance against comparable cities.
ANNUAL
BUDGET
FISCAL YEAR
2025-2026
PROPOSED
CITY OF CYPRESS
Prepared by: Communications LAB • www.CommunicationsLAB.com 17
4. Media Relations & Content Development (Section 3.2)
Communications LAB will draft up to 24 press releases and official statements annually (up to 500 words each), coordinate media inquiries with City staff, and draft articles, speeches, letters, and presentations as requested. All materials will comply with the City Style Guide. We will not act as the City’s spokesperson.
Enhancement: Our team includes former broadcast journalists and media training specialists who can support LCF staff in preparing for high-profile media engagements. We can offer quarterly media readiness reviews to help City spokespeople stay sharp and message-ready — a value-add our city clients have found particularly beneficial during sensitive public issues.
5. Newsletter Production (Print & Digital) (Section 3.2) Communications LAB will manage the complete lifecycle of both the quarterly print newsletter (up to six pages per issue, four issues annually) and the monthly LCF Bulletin digital newsletter. Services include editorial planning, writing, graphic design, layout, print coordination, and vendor management. All deliverables will be produced in ADA-compliant digital versions. We will also produce twice-monthly Outlook newspaper ads using City-provided Canva templates, formatted to the specified sizes.
Enhancement: We will establish an editorial planning cycle with rolling four-issue planning horizons, allowing City departments to submit story ideas and information in advance — reducing last-minute requests and improving content depth and accuracy.
18 Prepared for: City of La Cañada Flintridge • RFP: Citywide Communications Support
6. Website Technical Support & Vendor Coordination (Section 3.2) Our web team will provide posting of City-approved content, technical updates, ADA compliance review of all posted materials (WCAG 2.1 AA), and coordination with third-party website vendors including hosting providers. Routine updates will be completed within two business days; urgent updates will be addressed the same day when authorized. We will also create and update small digital graphics aligned with ongoing City promotions.
7. Broadcasting Services (Section 3.2)
Communications LAB offers in-house video production capabilities, including staffing, technical setup, live and recorded programming for broadcasting, and post-meeting processing for special events and public hearings. Unfortunately we do not offer ongoing broadcasts services for such regular city meetings such as Planning Commission. Should the city request live-streaming and recorded video services for Town Halls, or Special Events, Communications LAB offers such services as part of our overall service engagement offering. Our team has produced live-streamed and special eventsr, such as State of the City gatherings for cities across the region.
8. Crisis & Major Incident Communications (Section 3.2) Communications LAB maintains a structured crisis response protocol for non-emergency declared matters. We can be activated by the City Manager or ACM as needed, draft rapid-response messaging, manage high-volume communications, and participate in post-incident after-action summaries. Our experience managing crisis communications for the City of Huntington Beach, ReadyOC/ SafeOC, and the North Orange County Public Safety Collaborative has prepared our team to respond quickly, accurately, and with appropriate discretion.
9. Emergency Communications (Section 3.3)
Communications LAB is fully prepared to support the City’s Emergency Operations Center (EOC) when activated. Our team members assigned to LCF will participate in required training (two to four sessions annually) and will operate in compliance with SEMS, NIMS, ICS, EOC, and JIC protocols. As the Agency of Record for ReadyOC and SafeOC since 2021 — Orange County’s countywide emergency preparedness program — we have hands-on experience managing public communications during declared emergencies, including 24/7 monitoring, rapid message drafting, and social media engagement. • 24/7 availability during declared emergencies or as authorized • Active social media monitoring and engagement during emergency events • Participation in internal briefings to gather information for messaging • Drafting of Mayor’s Messages, resident advisories, and emergency communications • Post-incident after-action communications summaries
10. Performance Reporting & KPI Tracking (Section 3.4)
Communications LAB will provide monthly KPI performance reports covering social media reach and engagement, newsletter open rates, press release distribution, website analytics, and project completion metrics. Quarterly performance reviews will be conducted with City leadership, and an annual presentation to the City Council will highlight KPI trends and industry best management practices. We will implement corrective action plans as needed when performance standards are not met.
Enhancement: In addition to quantitative KPIs, Communications LAB will provide quarterly qualitative assessments — evaluating message resonance, community sentiment trends, and recommendations for strategic adjustments. This ‘beyond the numbers’ reporting helps City leadership understand not just what happened, but why and what to do next.
VALUE-ADDED SERVICE - Minute with the Mayor Monthly Videos To underscore our desire to be the City of La Canada Flintridge’s next communications partner, we would like to offer the following value-added program service at no additional charge: Monthly ‘Minute with the Mayor’ videos.
These monthly videos are a wonderful way to communicate upcoming events, key issues, and special communications to the entire city. Our team will script, schedule, film, edit and deliver professionally produced pieces for posting across all city social media channels, website, public affairs station and city partners.
To: Kris Murray, Executive Director, Association of California Cities-Orange County From: Alexandra Lochrie & Victoria Castro, Communications LAB Date: March 15th, 2023
Re: Social Media Report (January 1 - March 15th 2024)
DIGITAL
MARKETING
REPORT
Prepared by: Communications LAB • www.CommunicationsLAB.com 19 Communications LAB provides a full suite of communications services to meet all of the City’s stated needs noted in the Ad Hoc Services category. We propose integrating these projects into our overall engagement proposal to provide a comprehensive, and highly cost-effective, contracting opportunity. As such, the City will receive all the following elements:
• Annual Digital Annual Report: Writing, design, layout (~20 pages), ADA-compliant digital version • Annual Digital PAFR: Writing, design, layout, ADA-compliant digital version • Annual Budget at a Glance: Writing, design, layout, print coordination • Miscellaneous Mailers: ½ page double-sided PSA mailers (approximately 4/year) • Video Production: PSAs, instructional videos, informational videos — produced by our in-house award-winning video team • Graphic Design & Templates: Digital graphics, user guides, mailers, banners, pamphlets • Photography: Event and portrait photography
• Drone Services: Licensed FAA Part 107 drone operation for aerial photography and video The only element not included in this offering is “community photography by licensed photographers” as we assume the City is seeking, high-end specialty photographer for marketing and advertising purposes. While Communications LAB such services to a limited extent, we maintain an exclusive partnership with the Staff Photographer for Sunset Magazine who can provide such highend services. We can provided additional cost estimates as needed.
Ad Hoc Services
20 Prepared for: City of La Cañada Flintridge • RFP: Citywide Communications Support
Key Personnel, Resume,
& Rates
22 Prepared for: City of La Cañada Flintridge • RFP: Citywide Communications Support Project Manager
Among Justin’s previous experience leading client projects include:
• City of Anaheim - PM - Public Policy, Strategic Communications, Crisis Comms, Outreach • LA Metro - APM - Vermont Transit Corridor
• LA Metro - PM - Active Transportation Strategic Plan Update • LA Metro – PM - West Santa Ana Branch DTLA Alternatives • LA Metro – PM - Bike Share Industry Forum
• County of Orange – PM - OC Stormwater Program
• SGVCOG – PM - SR60 Chokepoint Study
Justin Glover will serve as team’s Project Manager and act as Metro’s day-to-day point of contact. Justin’s exceptional organization and leadership acumen, allows him to manager both up and down the chain of command to move initiatives and assignments forward. Justin’s thorough understanding of the public agencies, their funding strategies and the unique communities they serve gives him tremendous insight into what’s best and what’s next.
Through his experience, Justin has worked on some of the most complex and sensitive issues throughout the region and provided marketing strategies and tactical implementations that sway public opinion while delivering measurable outcomes. His experience includes awardwinning community outreach programs, public affairs expertise and crisis communications. Justin currently leads Communications LAB’s Los Angeles team from our satellite offices in Pasadena and has experience leading large teams to deliver for our clients and make their vision a reality.
Justin serves as Vice President of Accounts at Communications LAB drawing on more than a decade of transportation and public agency expertise. He is currently acting as Project Manager on two Metro public outreach programs that are wrapping up shortly.
With a detail-oriented focus on defining a client’s objectives, organized goal setting and ability to build internal consensus around the key metrics for success, Justin is a powerful, no-nonsense manager with a proventrack record of delivering projects on-time and on-budget.
Justin Glover
Vice President - Communications LAB
1055 E. Colorado Blvd, 5th Floor
Pasadena, CA 91101
PH: 626-788-6553
EM: [email protected]
EX: 20+ Years
Project Management, Strategic
Comms, Outreach Programs,
Community Outreach
Prepared by: Communications LAB • www.CommunicationsLAB.com 23 Justin Glover
1055 E. Colorado Blvd.
Pasadena, CA 91101
626-788-6553
[email protected]
Summary
Justin is an experienced public affairs
professional. Since 2011, he’s worked
with numerous public agencies and
private firms in Southern California
to deliver messages to residents and
stakeholders.
Justin also spent nearly five years as a
spokesperson for insurance giant State
Farm. Before that, he worked for a
statewide-elected cabinet member in
Florida.
Education
Accreditation in Public Relations (APR)
Public Relations Society of America/
Universal Accreditation Board, 2012
Bachelor of Arts, English Literature
Florida State University, FL
Areas of Expertise
Project Management
Communications Strategy
Public Outreach Programs
• Transportation
• Water
Writing and editing
Public policy advocacy
Crisis Communications
Vice President, Public Affairs
Communications LAB
Pasadena, CA
2011-Present
• Provided project managment for public outreach for the following transportation-related projects:
· OCTA/Caltrans South County Improvements project to add capacity to I-5 freeway (enviromental and construction phases) · OCTA/Caltrans I-5 El Toro Interchange project
· OCTA/Caltrans SR-57 project to add capacity to SR-57
· LA Metro West Santa Ana Branch/Southeast Gatelway line adding light rail from LA Union Station to Artesia with project focus on DTLA
· LA Metro Vermont Transit Corridor project adding bus rapid transit along Vermont Ave., the city’s busiest transit corridor. · Orange County Stormwater Program, various water districts and regional power and water infrastructure companies and well as private real estate developers seeking project approval. • To support public outreach projects, managed the development of collaterals including press releases, op-eds, social media editorial calendars and strategies, print mailers, advertisements, videos, photography, etc.
• Provided event support at public meetings, luncheons, programs and fundraisers.
• Managed staff including account executives, graphic designers, web designers, account coordinators and interns.
Public Affairs Specialist/Spokesperson,
State Farm Insurance
Tallahassee and Winter Haven, Florida
2006-2011
• Served as media contact for crisis communications in the state capital, managing relationships with dozens of print, radio, TV and online reporters across Florida.
• Served as a representative of the company in the halls of Tallahassee, Florida’s state capital. Supported direct lobbying efforts and rallied grassroots behind the company’s legislative agenda.
• Advised senior-level executives on internal and external communications.
Communication Coordinator/Spokesperson
Citizens Property Insurance Corp.
Tallahassee, Florida
2004-2006
Public Information Specialist
Chief Financial Officer’s Office
Tallahassee, Florida
2001-2004
Resume: Justin Glover, APR
24 Prepared for: City of La Cañada Flintridge • RFP: Citywide Communications Support This staffing strategy provides consistent project management and exceptional professional support for any initiative or project our firm is assigned and ensures SCAG is served in a cohesive manner.
Jose Vazquez
Video Production
Communications LAB
Tamya Silerio
Event Specialist
Communications LAB
Jessica Van Oyen
Graphic Designer
Communications LAB
Organizational Chart
Key Personnel
DeJanae Johnson
Asst. Project Mgr.
Communications LAB
Justin Glover
Project Manager
Communications LAB
Arianna Barrios
Strategic Comms Dir.
Communications LAB
Brooke Hester
Copy Writer / Editor
Communications LAB
Support Personnel
Max Lochrie
Social Media Mgr.
Communications LAB
Diego Teran
Media Relations
Communications LAB
Adilene Tinoco
Outreach Specialist
Communications LAB
Brian Lochrie
Video Production
Communications LAB
Joseph Gonzalez
Digital Media
Communications LAB
Prepared by: Communications LAB • www.CommunicationsLAB.com 25 Communications LAB
Team Member Project Role Avail. Yrs. Exp. Location
Justin Glover* Crisis Comms, Issues Management, Public Affairs 40% 20+ Pasadena, CA Arianna Barrios* Strategic Communications, Media Training 50% 25+ Orange, CA DeJanae Johnson* Asst. Project manager, Event Specialist, Outreach 40% 7+ Pasadena, CA Diego Teran* Bilingual Support, Translations, Interpretations 40% 20+ Orange, CA Brooke Hester* Outreach, Copy Writer, Copy Editor 40% 5+ Pasadena, CA Jessica Van Oyen Graphic Design, Illunstrations, Soical Media Graphics 50% 7+ Orange, CA Max Lochrie* Photography, Video Editor, Web & Digital Support 50% 5+ Pasadena, CA Jose Vasquez Video Production Manager, Editor, Photography 50% 5+ Orange, CA Adilene Tinoco Sr. Outreach Specialist 40% 5+ Pasadena, CA Joseph Gonzalez Digital Media, Social Media Manager, Comm Outreach 50% 5+ Orange, CA Tanya Silerio Event Specialist, Community Outreach, Admin. Support 50% 5+ Pasadena, CA Please note that each team member’s educational background and current position within the firm is included in their individual resume.
Communications LAB attests that no team member denoted as KEY (*) in this proposal will be removed or substituted without written authorization from the client.
Team Availability
26 Prepared for: City of La Cañada Flintridge • RFP: Citywide Communications Support Arianna Barrios
701 E. Chapman Avenue
Orange, CA 92866
949-215-5539 ext. 101
[email protected]
Summary
Exceptional performance in
identifying market/business
opportunities and creating
programs, promotions, and
relationships to outpace the
competition.
Strong technology experience with
team building qualifications. Awardwinning video producer, web designer, and public policy
consultant.
Elected Office
Rancho Santiago Community
College District, Trustee Area 7
Term: 2011-2020
City of Orange
Councilmember, District 1
Term: 2020 - Present
Education
Bachelor of Arts, Communications
Emphasis: Public Relations
Minor: Political Science
California State University, Fullerton
Areas of Expertise
Project Management
Strategic Communications
Media Training
Marketing Communications
Strategic Messaging
Graphic Design and New Media
Website Production
Public Policy
Government Relations
CEO, Communications LAB
Orange, CA
2013-Present
• Small business owner / operator overseeing a team of highly skilled communications and government affairs professionals.
• Specializing in public works, infrastructure and transportation projects • Develop community outreach strategies and public participation opportunities for public comment during CEQA/NEPA processes. • Provide strategic consultation and award-winning services to clients across the Southern California region.
• Clients Under Management (partial list): Orange County Transportation Authority, Transportation Corridor Agency, East Orange County Water District, Orange Unified School District, William Lyon Homes, LA Metro, Southern California Edison, City of Anaheim, Lumitron Technologies, OC Tax, OC Forum, South Orange County Economic Coalition, Cigna Health Care, Orange County Council of Governments (OCCOG), Santa Margarita Water District, San Bernardino County Transportation Authority.
Marketing & Communications Consultant, Barrios & Associates Orange, CA
2008-13
• Consulting and advising candidates, elected officials, and municipalities on public policy, community outreach, and voter communications
• Developing and implementing social media networks, including Blog, Facebook, and Twitter for community and voter outreach • Developed successful online tactical plans and social media networks for several Orange County businesses and public figures including OC Supervisor Todd Spitzer; Orange Mayor Cavecche; • Partnered on development and implementation of major theme park’s media events, and partners for national premiere • Development of online, interactive promotions and Fortune 500 corporate outreach strategies
Marketing Director, Taylor Woodrow Homes / Taylor Morrison Irvine, CA
2005-2008
• Developed partnership with the Disneyland Resort for the Innoventions Dream Home Project and managed project from construction to launch.
• Proactively developed viable marketing, public relations, and business strategies to increase product awareness.
• Successfully opened new markets and implemented company’s online Internet podcasting, penetrating a larger and more diversified customer base, and reducing advertising costs by 20%.
• Managed internal and external communications, and identifed media opportunities for senior management
Resume: Arianna Barrios
Prepared by: Communications LAB • www.CommunicationsLAB.com 27 DeJanae Johnson
701 E Chapman Avenue
Orange, CA 92866
O: 949-215-5539
C: 949-993-6246
[email protected]
Summary
Dynamic marketing professional
with a proven track record in driving
sales and enhancing brand presence.
At Nordstrom, she boosted brand
reputation and customer satisfaction
through compelling fashion narratives.
Her role allows her to leverage her
creative vision, strategic skills, and
event curation expertise in delivering
impactful results.
Education
Bachelor of Arts,
Public Relations and Advertising
Cal State Dominguez Hills
Areas of Expertise
Strategic Communication
Negotiations Public Speaking
Community Outreach
Event Logistics
Event Planning
Event Management
Tactics & Skills
Community Engagement
Leadership
Event Management
Public Outreach
Negotiations
Time Management
Efficient Communications
Relationship Building
Event Curation
Account Manager
Communications LAB
2024-Present
• Provide comprehensive account management support for clients with a focus on networking and relationship building.
• Develop & Implement client-specific strategic planning and communication goals.
• Curate and execute social media, email communication and newsletter campaigns to engage membership attendance and retention
Marketing Specialist
A New De Inc.
2020-2023
• Achieved a 39% increase in social media engagement through strategic content creation and management.
• Consistently surpassed quarterly growth targets by 24%, driving significant revenue growth for clients.
• Orchestrated Google Ad campaigns with an 11.64% conversion rate and improved organic traffic by 34% through SEO
optimization.
• Built a network of 500+ professionals and planned monthly events, fostering collaborations and expanding client outreach.
Brand Manager
Flexwork
2019 - 2020
• Event Logistics Oversight: Managed venue contracts, on-site requirements, and post-event finances for seamless execution. • Program Coordination: Collaborated with talent and venue staff to develop comprehensive event programs and schedules.
• Clear Communication: Served as a liaison between event hosts and talent managers, establishing effective communication channels. • Proactive Problem Solving: Anticipated and addressed potential issues, ensuring smooth collaboration with cross-functional teams.
Brand Manager
Aelius MD, Inc.
2018 - 2020
• Implemented custom market penetration strategy utilizing paid media marketing (Facebook ads, SEOs), email marketing, and direct selling.
• Product Guide Development: Developed new product guide handouts for trade shows, mass mailing lists, and email blasts, targeting urgent care and private practices.
• Trade Show Management: Designed and organized booth spaces enhancing brand awareness and presence in a competitive field.
Resume: DeJanae Johnson
28 Prepared for: City of La Cañada Flintridge • RFP: Citywide Communications Support Brooke Hester
701 E Chapman Avenue
Orange, CA 92866
949-606-3065
[email protected]
Summary
Brooke is a dedicated professional with
a strong foundation in communications
and public relations. She excels in
managing social media platforms,
crafting compelling copy, and
facilitating public outreach initiatives.
Her meticulous approach to client
relations and strategic communication
highlights her passion for amplifying
client voices and driving successful
public affairs campaigns.
Education
Associates Degree, Communications
Bachelor of Arts, Communications & PR
Certificate, Digital Communications
Areas of Expertise
Social Media Management
Strategic Communication
Community Outreach
Public Affairs
Event Management
Program Proficiency
Leadership
Event Management
Community Engagement
Public Outreach
Short and long-form copy
Time Management
Efficient Communications
Microsoft Office
Canva
Mailchimp
Asana
Public Affairs Executive
Communications LAB, Orange, CA
April 2024-Present
• Provide comprehensive account management support for
multiple clients with a focus on government agencies.
• Perform project-specific research to support public outreach and event planning.
• Implements client-specific strategic planning and
communication goals.
• Develop and execute social media, email communication and newsletter campaigns to engage client audiences.
Public Affairs/Social Media Intern
Communications LAB, Orange, CA
August 2023-December 2023
• Coordinated event logistics and communication, ensuring successful outcomes and positive attendee experiences.
• Crafted visually appealing social media graphics with engaging copy, driving increased traffic and engagement.
• Created event newsletters that significantly increased ticket sales.
Podcast Host & Producer
Straight Up, On the Rocks
2020-2020
• Conceptualized and produced weekly podcast episodes
covering a range of topics resulting in increased listenership and engagement.
• Developed a social media strategy to promote the podcast resulting in a 40% increase in followers and a 30% increase in engagement.
Freelance Social Media Manager
Il Sole Nuova Cucina, Rancho Santa Margarita, CA
2020-2022
• Created promotional marketing deliverables for special events, resulting in increased attendance.
• Consistently posted on social media platforms, successfully engaging and growing the audience.
• Developed and maintained a cohesive brand identity across all marketing materials.
Resume: Brooke Hester
Prepared by: Communications LAB • www.CommunicationsLAB.com 29 Resume: Max Lochrie
Max Lochrie
701 E. Chapman Avenue
Orange, CA 92866
949-215-5539
[email protected]
Summary
UCLA Alumni with a Bachelor of Arts
degree from the Music History and
Industry program which has equipped
Max with the skills to execute a wide
variety of creative positions with the
utmost proficiency. Max’s objective is to
provide efficient creative insight to client
website projects applying his technical
skills to the delivery of strong, brand
cohesive websites.
Education
Bachelor of Arts, 2023
Music Industry & History
UCLA
Associate of Arts, 2021
Jazz Performance
Los Angeles City College
Areas of Expertise
Logic Pro X
Ableton Live
Pro Tools
Adobe Creative Suite
Adobe Premiere
Wix Design Studio Web Platform
6+ Years of Jazz Guitar
4+ Years of Classical Guitar
Awards & Service Record
Herb Alpert Scholarship UCLA 2021
Marrion Suovanen Classical Guitar
Award LACC 2019
BSA Eagle Scout Award - 2017
Web Developer
Communications LAB
Orange, CA
January 2023 - Present
• Currently working as a website developer and designer for top tier makreting & outreach firm
• Responsible for designing and launching several websites including SaveOCHorses.Com, NOCpublicsafety.com, and
OCHopecenter.org.
• Provides client guidance on technical and stylistic web interfaces with quick and efficient project turnaround times, • Strong programming and design principals.
Audio Engineer
Playground Studios
January 2024 – Present
• Audio engineer and studio assistant for Grammy-award nominated producer, Jeff Gitty.
• Assisted on sessions with variety of recording artists including Syd the Kid, Babyface, The Monsters & Strangerz, Theron Thomas • Duties include setting up the studio for live performances, quantizing audio, tracking vocals, managing the patch bay and outboard gear, and interfacing with artists, songwriters, and producers.
Assistant to General Manager
The Lodge Room
2022 - 2023
• Assist the General Manager in the preparation and oversight of the 500-person capacity venue located in Highland Park Los Angeles • Assist in a wide variety of venue technical operations including sound and lighting set up, general production, security and ticketing check-ing, conducting research and writing band briefs. • Manage VIP hospitality, set-up green rooms for artists and special guests.
Music Studio Consultant
UCLA Res Life
2022 - 2023
• Assisted in day-to-day studio operations, including setting up workstations, sourcing equipment, providing guidance to students interested in recording at the University facilities.
• Coordinated and planned events such as the Res Life concerts on the Hill series, and DAW workshops.
• Coordinated logistics such as scheduling, tech troubleshooting, and front desk work.
30 Prepared for: City of La Cañada Flintridge • RFP: Citywide Communications Support Diego Teran
701 E. Chapman Avenue
Orange, CA 92866
949-215-5539 ext. 109
[email protected]
Summary
Diego Teran brings more than fifteen
years of experience in translation
projects in entertainment, legal,
and consumer products. During his
career he has coordinated awardwinning television advertising campaigns, conducted primary brand
research and managed contests
for Latino outreach. Diego is fluent
in four languages, holds a master’s
degree in Business Administration
and is a certified legal translator in
Spanish.
Education
Master of Business Administration
Cal State University, Long Beach
Bachelor of Arts, Marketing
Florida International University, FL
Associate of Arts, Fine Arts
Long Beach City College, CA
Certificate of Legal Interpretation
(Spanish), So. California School of
Interpretation, Santa Fe Springs
Mobilization
Spokesperson - Bilingual
Areas of Expertise
Translation
Interpretation
Multicultural Outreach
Multicultural Marketing &
Advertising
Public Outreach Campaigns
Hispanic Media Relations
Focus Group Facilitation Grassroots
Sr. Account Manager, Public Affairs
Communications LAB
Orange, CA
2016-Present
• Manage multicultural campaigns in Spanish for Southern California Edison (SCE) and CalOptima.
• Managed SCE campaign that highlighted statewide Hispanic recipients of $40,000 college scholarship on print, radio, T.V. and social media.
• Earned Protos Award in multicultural campaign category • Earned Bravo National Award for Public Education campaign of the year from the Hispanic Publica Relations Association • Promote events that engage Hispanic population participation for CalOptima.
• Manage voice-overs and media production as needed for CalOptima’s website and video assets.
• Facilitate focus groups for member needs assessment project for CalOptima.
Interpreter/Translator , Law Offices of Juan Laguna, Esq. and LRA Interpreters
Santa Ana, CA
2014-Present
• Interpret/translate legal documents for immigration proceedings and asylum seekers.
• Conduct simultaneous interpretation for Spanish-speaking defendants at deposition preparations.
Communication Specialist, The Walt Disney Company
Anaheim, CA
2012 – 2014
• Craft and execute communication plans that included video production, collateral production and editorial for Toys for Tots and Disney VoluntEARS Community Fund internal campaigns.
Toys for Tots campaign had a 30 percent increase in toy collection compared to previous year.
• Develop editorial content for The Disneyland Resort Line biweekly publication for an audience of 20,000 readers. • Write and publish headlines for Disney Parks and Resorts intranet, with continuous monitoring of metrics to adapt and modify topics.
• Edit content and populate daily operational publication for Disneyland Resort managers.
Spanish Translator, The Walt Disney Company
Anaheim, CA
2006 – 2012
Resume: Diego Teran
Prepared by: Communications LAB • www.CommunicationsLAB.com 31 Resume: Jessica Van Oyen
Jessica Van Oyen
701 E. Chapman Avenue
Orange, CA 92866
949-215-5539 ext. 107
[email protected]
Summary
Jessica is Communications LAB’s AwardWinning Graphics Manager. She has been awarded with top honors from the Orange
County Public Relations Society of America
for her design work on behalf of the Orange
Unified School District, Orange County
Transportation Authority and East Orange
County Water District. Jessica is well versed
in both illustration and digital mediums to
create unique and original imagery.
Education
Bachelor of Fine Arts,
Graphic Design Emphasis
Magna Cum Laude
California State University, Fullerton
Areas of Expertise
Branding
Illustration
UI Design
Visual Design
Photography
Transportation Marketing Project
OCTA I-5 South Improvement Project
• Flyers
• Mailers
• Presentation Boards
• Social Media Graphics
OCTA SR-57 Improvement Project
• Flyers
• Mailers
• Presentation Boards
LA METRO
• Flyers
• Mailers
• Presentation Boards
• Customer Personas
Graphics Manager, Communications LAB
Orange, CA
2018 – Present
Lead Designer For Key Clients:
• East Orange County Water District– Community
Outreach Materials
• Centennial Real Estate – MainPlace Transformation
Project Outreach
• Orange Unified School District – STEM Facility
Groundbreaking Ceremonies (OHS, VPHS, EMHS, CHS)
• Orange County Transportation Authority – SR-57
Northbound Improvement Project; South County I-5
Improvement Project, SR-73 to El Toro Road
• Transportation Corridor Agencies – Community Outreach Materials
Tactics, Skills, Program Implementation:
• Strategic planning and timeline development
• Project research and development
• Branding strategy refinement
• Vector graphics creation
• Infographic research and design
• Photo editing for best image quality
• Target audience research and refinement
• Logo research and development
Graphic Design Intern, Relished
Tustin, CA
2016-2016
Lead Designer For Company Ad Campaigns:
• Which Relished Girl Are You?
• One Dress, 5 Ways
• A Relished Halloween
• Give Thanks
• Simply Stylish Holidays
• Tactics, Skills, Program Implementation:
• Designed, illustrated, and scheduled content for their social media presence, online store front, various
electronic marketing avenues, and printed material for
industry expos.
• Worked in a team to plan out and execute promotional
campaigns, with a focus on appealing to seasonal trends and a strong brand identity.
32 Prepared for: City of La Cañada Flintridge • RFP: Citywide Communications Support Resume: Joseph Gonzalez
Joseph Gonzalez
701 E. Chapman Avenue
Orange, CA 92866
949-215-5539
[email protected]
Summary
Joseph is
Education
BA: Advertising & Public Relations
CSU Dominguez Hills
AA: Communications
Fullerton College
Areas of Expertise
Social Media Content Creation
Digital Content
Website Management
Event Logisitics
Guest Management
Community Outreach
Public Affairs Executive
Communications LAB
Orange, CA
December 2025 - Present
• Social Media Management for multiple client protfolios including: ReadyOC, SafeOC, YLWD, OCTA, EOCWD
• Social Media Marketing (Paid Advertising) for multiple client portfolios including: ReadyOC, SafeOC, EOCWD
• Digital Communications (eNewsletters & marketing email) for multiple client portfolios including: ReadyOC, SafeOC, EOCWD, YLWD.
• Event Support & Guest Management
• Community Outreach and Engagement: Canvassing and
Community Boothing
Communications & Marketing Internship
Mission Driven PR
Los Angeles, CA
January 2025 - May 2025
• Worked and coordinated PR events for non-profi ts to raise money such as Five Acres annual gala
• On-site support and problem solving for events held
• Created and maintained contact with vendors and clients leading up to events
• Website design and content management for silent auctions held
• Managed photo and video capture to highlight key event moments and brand presence
Catering Specialist/ Team Member
Mendocino Farms
Brea, CA
August 2017 - November 2021
• Catering specialists in charge of planning delivery and preparation of food items, consulted with clients on catering orders, oversaw emails regarding payment and order
information, and coordinated deliveries with drivers
• Performed cleaning duties, oversaw food preparation for guest and catering orders
Proposed Budget
34 Prepared for: City of La Cañada Flintridge • RFP: Citywide Communications Support Communications LAB proposes servicing this contract as a flat-fee monthly retainer with an annual Not-To-Exceed budget. This scenario gives the City access to all that our agency has to offer, provides all the services the City is seeking, while providing budget certainty throughout the engagement. This methodology removes dramatic swings in monthly invoicing that a time and materials engagement can generate, and, because we are utilizing a blended professional hourly rate, rather than our standard tiered rates, the City receives exceptional value for its taxpayers regardless of team seniority or hours expended by the contractor.
In addition, the monthly retainer we propose views the City's needs holistically, and therefore encompasses all the stated core services described in the RFP, including governance and coordination, strategic planning, social media management and monitoring, media relations, newsletter production, twice-monthly newspaper ads, website support and vendor coordination, proofreading/editing, and communications calendar development, as well as all the anticipated ad hoc projects, plus value-added components for a straightforward monthly retainer fee.
Proposed Budget
2026 Professional Rates
Team Member Title Rate
Arianna Barrios CEO $150
Brian Lochrie President $150
Martin McIntosh Vice President $150
Justin Glover Vice President $150
Diana Moreno Director, Public Affairs $150
Diego Teran Sr. Manager, Public Affairs $150
Jessica Van Oyen Graphic Designer $150
Brooke Hester Manager, Public Affairs $150
Jessica Reynoza Manager, Assoc. Mgmt. $150
Adeline Tinoco Manager, Public Affairs $150
DeJanae Johnson Manager, Public Affairs $150
Alexandra Lochrie Manager, Public Affairs $150
Max Lochrie Manager, Web Dev $150
Joseph Gonzalez Coordinator, Social Media $150
Tanya Silerio Account Executive $150
Jose Vazquez Video Production $150
Account Intern Account Intern $0
Updated May 2026
Prepared by: Communications LAB • www.CommunicationsLAB.com 35 Note: Printing, postage, and third-party subscription costs (e.g., social media archival, distribution platforms) are paid directly by the City. The retainer covers all professional services, project management, and production by Communications LAB staff.
36 Prepared for: City of La Cañada Flintridge • RFP: Citywide Communications Support
References & Sample Work
38 Prepared for: City of La Cañada Flintridge • RFP: Citywide Communications Support County of Orange - Orange County Health Care Agency
2022 - Present
Strategic Communications, Branding, Web Development, Digital Strategies, Video Production, Media Relations, Media Events
405 W. 5th Street, #458, Santa Ana, CA 92701
Julie MacDonald, Director of Communications
Phone: (714) 719-7962
Email: [email protected]
Association of California Cities - Orange County (ACC-OC) 2023 - June 2025
Strategic Communications, Branding, Web Development, Digital Strategies 25108 Marguerite Pkwy, Ste. A. 225, Mission Viejo, CA 92692-2400 Kris Murray, Executive Director
Phone: (949) 981-3743
Email: [email protected]
City of Cypress
2022 to Present
Media Relations, Crisis Communications, Social Media, Graphic Design, Video Production, Events Peter Grant, Former City Manager (current Yorba Linda City Manager) 5275 Orange Avenue, Cypress, CA 90630
PH: (714) 335-1685
EM: [email protected]
City of Santa Ana - Police Department
January 2020 - Present
Emergency Preparedness Marketing Campaigns, Social Media Mgmt., Web Dev, Media Relations, Media Events, Strategic Communications, Countywide Collaboration & Partnership Mgmt.
Officer Jason McFall, Homeland Security / UASI
60 Civic Center Plaza, Santa Ana, CA 92701
PH: (714) 536-5202
EM: [email protected]
City of Huntington Beach
2019 to 2023
Media Relations, Strategic Communications, Crisis Communications, Video Production, Web Services Jen Carey, Former Public Affairs / Communications Manager 2000 Main Street, Huntington Beach, CA 92648
Phone: (714) 536-5579
Email: [email protected]
Our References
Orange County Transportation Authority
550 S. Main Street
P.O. Box 14184
Orange, CA 92863-1584
(714) 560-OCTA
www.octa.net
Northbound SR-57 from Orangewood Avenue to Katella Avenue is a vital segment of the SR-57 freeway, providing over 120,000 daily motorists access to major employment, commercial, academic and entertainment destinations.
This corridor is already heavily congested and expected to grow nearly 15% by 2045, so improving existing and future mobility is essential to keeping Orange County moving.
OCTA and Caltrans District 12 are working together, in partnership with the cities of Anaheim and Orange, to study how to alleviate congestion, enhance freeway operations, and improve regional circulation of goods and services along this segment of northbound SR-57.
PROJECT OVERVIEW
The Project Approval/Environmental Document process, also known as the environmental study process, will study the potential environmental effects of the proposed project and develop measures to avoid, minimize and/or mitigate these effects as feasible.
As mandated by the California Environmental Quality Act (CEQA) and the National Environmental Policy Act (NEPA), an Initial Study/Environmental Assessment (IS/EA) will be prepared. A draft environmental document containing the results of each technical study will be available for public review and comment during a public review period, estimated for late 2018.
ENVIRONMENTAL STUDY PROCESS
Initiate Project
Prepare Draft Environmental Document
Conduct Technical Studies
Noticing and Public Information Open House
Circulate Draft Environmental Document & Public Open House Identify Preferred Alternative
Final Environmental Document
Public Participation
Mid-2016
Late 2017 - Mid-2018
Mid-2016 - Late 2017
Mid-2017
Late-2018
Late 2018
Late 2019
Ongoing
ESTIMATED SCHEDULE
PROPOSED IMPROVEMENTS
Extending the 5th general-purpose lane between Orangewood Avenue and Katella Avenue
Improving the Katella Avenue off-ramp by widening the bridge over the railroad tracks or constructing a new 2-lane bridge over the railroad tracks Converting the Orangewood Avenue straight/slip on-ramp to a loop on-ramp 1 mile
AFFECTED CITIES
Anaheim and Orange
AT A GLANCE
Fact Sheet as of 10/2018
17OC_058 Estimated schedule and cost subject to change
TOTAL ESTIMATED
COST:
$30-40 million
FUNDING SOURCE: OC Go
SPONSORING
AGENCY:
OCTA
CEQA/NEPA
LEAD AGENGY:
Caltrans
COMMUNITY
OUTREACH:
Fernando Chavarria
(714) 560-5306
[email protected]
WEBSITE: www.octa.net/57fwy
FACEBOOK: facebook.com/57freeway
TWITTER: @57fwy
DEVELOPMENT
PHASE:
Project Approval/
Environmental
Document (PA/ED)
LENGTH
SR-57 NORTHBOUND
IMPROVEMENT
PROJECT
ORANGEWOOD TO KATELLA
SANTA ANA RIVER W Sycamore Ave
W Katella Ave
E Katella Ave
E Howell Ave
Orangewood Ave
N Rampart St ARTIC Honda
Center
Angel Stadium
ORANGE
ANAHEIM
Project Limits
Railroad
Freeway
*Map not to scale
Orange County Transportation Authority
Public Outreach RM 738
550 S. Main St.
P.O. Box 14184
Orange, CA 92863-1584 SANTA ANA RIVER
SANTA ANA RIVER
Portola
MiddleSchool
Orangewood Ave
W Sycamore Ave
W Collins Ave
W Struck Ave
W Katella Ave E Katella Ave
E Howell Ave
Main St
Main St
Main St
N Eckhoff St N Eckhoff St
Orangewood Ave
W Palm Ave
N Rampart St
W Maple Ave
ARTIC
Honda
Center
Angel Stadium
El Camino
Real Park
ANAHEIM
ORANGE
Project Limits
Public Hearing Location
Surface Street
Railroad
Freeway
*Map is not to scale
Frequently Asked Questions
BACKGROUND
1. What is the SR-57 Northbound Freeway
The SR
Improvement Project?
-57 Northbound
County’s half
Freeway Improvement Project is part of OC Go (formerly Measure M), Orange -cent sales tax for local transportation improvements, passed by nearly 70 percent of Orange County voters in 2006. The project proposes to extend the fifth regular (general-purpose) lane in the northbound direction between Orangewood Avenue and Katella Avenue, as well as increase merging distances and improve ramps. The project is located next to the cities of Anaheim and Orange and is currently in the Project Approval and Environmental Document (PA/ED) process, commonly referred to as the preliminary engineering and environmental
2. What agencies are responsible for the proposed project? study process.
The California Department of Transportation (Caltrans) is the lead agency under the California Environmental Quality Act (CEQA) and the National Environmental Policy Act (NEPA). The Orange County Transportation Authority (OCTA) is the sponsoring agency. The cities of Anaheim and Orange are part of the project development team.
3. Why is the proposed project necessary?
The SR-57 Northbound Freeway is currently congested during peak periods, and the future mainline between Orangewood Avenue and Katella Avenue is forecast to lack sufficient capacity, which will result in poor mobility. Also, the exiting northbound mainline lacks continuity in the fifth general purpose lane from the Orangewood Avenue northbound on-ramp to 550 feet immediately north of the Katella Avenue northbound off-ramp. Lastly, several existing nonstandard design features, including weaving and merging issues, adversely affect freeway operations.
Therefore, the purpose of the project is to relieve existing and future congestion and improve mobility by adding capacity. Additionally, the project’s purpose is to extend the northbound fifth general purpose lane between Orangewood Avenue and Katella Avenue to establish lane continuity. And finally, the project’s purpose is to improve northbound freeway operations by reducing and eliminating nonstandard design features and improving weave length between interchanges.
4. What is the Total Estimated Capital Outlay Cost
The total estimated
?
capital outlay cost ranges from $38.6 to $42.4 million (in current dollars). Adjusted for escalation, the estimated range is $49.5 to $54.3 million, depending on the build alternative. Funding for the environmental study phase of the project is provided by OC Go.
Prepared by: Communications LAB • www.CommunicationsLAB.com 39 Collateral Samples
SHARE YOUR IDEAS TO IMPROVE I-5/EL TORO ROAD INTERCHANGE WHEN: WHERE:
WHY YOU SHOULD ATTEND:
ABOUT THE PROJECT:
Please join OCTA and Caltrans District 12 at a PUBLIC INFORMATION MEETING/OPEN HOUSE for the proposed I-5/El Toro Road Interchange Project.
Wednesday, July 25, 2018
5:30 – 7:30 p.m.
OPEN HOUSE FORMAT
Laguna Woods City Hall
24264 El Toro Road
Laguna Woods, CA 92637
Public participation is an essential part of the environmental study process. You’re invited to the meeting to:
• Learn about the project, current schedule, the preliminary engineering process and environmental study process.
• Meet the project development team.
• Ask questions and share comments for improving the I-5/El Toro Road Interchange.
If you’re unable to attend, please visit www.octa.net/I-5ElToroInterchangeProject or contact:
Fernando Chavarria, OCTA Outreach
[email protected] or 714-560-5306
(Llame para recibir informatión en español)
The I-5/El Toro Road Interchange
Improvement Project proposes to improve
traffic flow, optimize signal operations,
reduce traffic congestion at intersections
of local streets, and reduce backup at
freeway on- and off-ramps. The project is
currently in the environmental study and
preliminary engineering process, which
began in mid-2017 and is expected to be
completed in late 2019.
Caltrans is the lead agency for the project
under CEQA and NEPA, and OCTA is the
sponsoring agency. The project is funded
by OC Go (formerly known as Measure M),
Orange County’s Transportation
Investment Plan renewed by nearly 70% of
voters in 2006. Measure M information can
be viewed at:
www.octa.net/pdf/ investmentplan.pdf
COMPARTA SUS IDEAS PARA MEJORAR EL PASO A DESNIVEL I-5/EL TORO ROAD CUÁNDO: DÓNDE:
IMPORTANCIA DE SU ASISTENCIA:
ACERCA DEL PROYECTO:
OCTA y Caltrans Distrito 12 le invitan a asistir a UNA REUNIÓN PÚBLICA INFORMATIVA (FORMATO DE CASA ABIERTA) sobre la propuesta del Proyecto de Paso a Desnivel I-5/El Toro Road.
Miércoles, 25 de julio, 2018
5:30-7:30 p.m.
FORMATO DE CASA ABIERTA
Alcaldía de Laguna Woods
24264 El Toro Road
Laguna Woods, CA 92637
La participación pública es una parte esencial del proceso del estudio ambiental. Usted está invitado a acompañarnos en esta junta para:
• Aprender sobre el proyecto, su programación, el proceso de ingeniería preliminar y el proceso de studio ambiental.
• Conocer al equipo de desarrollo del Proyecto.
• Hacer preguntas y compartir sus comentarios para mejorar el Paso a Desnivel I-5/El Toro Road
En caso de que no pueda asistir y quiera más información sobre el proyecto vaya a www.octa.net/I-5ElToroInterchangeProject o contacte a:
Fernando Chavarria, OCTA Outreach
[email protected] or 714-560-5306
(Llame para recibir informatión en español)
El Proyecto de Paso a Desnivel I-5/El Toro
Road propone mejorar el flujo de tráfico,
optimizer las operaciones de señal,
reducir la congestion del tráfico en las
intersecciones de las calles locales, y
reducir la reserve de tráfico en rampas de
entrada y salida. El proyecto se encuentra
actualmente en el estudio ambiental y el
proceso preliminar de ingeniería, los
cuales empezaron a mediados de 2017 y
se espera que terminen a fines de 2019.
Caltrans es la agencia líder del proyecto
bajo CEQA y NEPA, y OCTA es la agencia
patrocinadora. El proyecto es financiado
por OC Go (antes conocido como la Medida
M,) el Plan de inversión de transporte del
Condado de Orange que fue renovado por
cerca del 70% de los votantes en 2006. Para
más información sobre la Medida M vaya a:
www.octa.net/pdf/ investmentplan.pdf.
www.octa.net/ElToroInterchange
I5ELTORO @I5ELTORO
www.octa.net/ElToroInterchange
I5ELTORO @I5ELTORO
For your convenience, project information is presented at six sequential stations. Each station is color-coded, focuses on a specific topic and is staffed by a subject-matter expert. We welcome your questions and feedback. Please keep in mind that this study is in the early stages and your feedback will be considered in the development of the draft environmental document. You are invited to visit the comment station to share your questions and feedback. Thank you.
STATION 1
INTRODUCTION
STATION 3
PROPOSED IMPROVEMENTS
STATION 4
ENVIRONMENTAL
STUDY PROCESS
STATION 5
STAY CONNECTED
STATION 2
PROJECT OVERVIEW
STATION 6
PUBLIC COMMENT
& SURVEY
REGISTRATION
ENTRANCE
GUIDE TO MEETING EXHIBITS
COUNCIL SEATING
IMPROVEMENTS ARE
DOWN THE ROAD
OCTA.NET/15ELTORO
CONSTRUCTION
BEGINS
MID-2019
40 Prepared for: City of La Cañada Flintridge • RFP: Citywide Communications Support Collateral Samples
707 randomly selected
residents participated,
resulting in a margin of error of 3.7%
GENDER
AGE
51% Female
47% Male
1% Other
2% Prefer not
to answer
ETHNICITY
TIME IN CYPRESS
WHAT CAN WE DO BETTER?
38% Caucasian
34% Asian
19% Hispanic
4% African-American/Black
2% Middle Eastern
1% Pacific Islander
1% Mixed Heritage
2% Prefer not to answer
1% Other
<1% American Indian
or Alaskan Native
51% 15 years or longer
19% 1-4 years
17% 5-9 years
10% 10-14 years
2% Less than one year
65%
OWN
HOMES
49% ARE
EMPLOYED
FULLTIME
WHO TOOK THE SURVEY?
37% Ages 35-54
34% Seniors
over 55
24% Under 35
4.1% Prefer not
to say
WHAT DID YOU TELL US?
WHAT SHOULD
WE PRIORITIZE?
Close to 1/3 of respondents could not think of one
change they desired or stated flatly that no changes are needed – everything is fine. These were the two most
frequently mentioned responses to the question!
Addressing homelessness, managing
growth/development, and managing traffic
were identified as the top service needs.
95% feel Cypress is a safe place to live
91% rate Cypress as an excellent/good place to live
rate Cypress as an excellent/good place to 91% raise a family 90% rate Cypress’ quality of life as excellent/good
are very/somewhat satisfied with the City’s efforts 84% to provide municipal services are very/somewhat satisfied with the City’s efforts 98% to provide fire protection and medical services
CITYOF CYPRESS
COMMUNITY SURVEY
SOCIAL CHANNELS FOLLOWING
FACEBOOK 4,655 / 4,070 (LIKES)
INSTAGRAM 3,259
TWITTER 1,031
YOUTUBE 134
SOCIAL MEDIA FOLLOWING
SOCIALMEDIA
REPORT
To: City of Cypress
From: Michelle Lim, Social Media Manager, Communications LAB Date: November 3, 2022
Re: Social Media Ads Report // Jun-Oct 2022
6/22-10/22
TOP FACEBOOK POSTS
State of the City
Engagements: 6
Reach: 24,056
Cost Per Click: $4.16
Vendors Wanted
Engagements: 67
Reach: 4,251
Links Click: 78
P
AID
TOP SOCIALMEDIA POSTS
TOP FACEBOOK VIDEO
PERFORMANCE
TOP FACEBOOK
EVENTS
O
R
G
A
NIC
ANNUAL
BUDGET
FISCAL YEAR
2025-2026
PROPOSED
CITY OF CYPRESS
1 Prepared by: Communications LAB • www.CommunicationsLAB.com 41
RELEVANT EXPERIENCE & REFERENCES
42 Prepared for: City of La Cañada Flintridge • RFP: Citywide Communications Support Click Here to
View Full Copy
Click Here to
View Full Copy
ANNUAL
BUDGET
FISCAL YEAR
2025-2026
PROPOSED
CITY OF CYPRESS
1 Collateral Samples
March 2025
What We're Watching – Hackers for Hire - A Growing
Cybersecurity Threat
The rise of "hackers for hire" is reshaping the cybercrime landscape.
This recent Forbes article highlights how mercenary hackers operate like contractors, infiltrating systems for a fee and turning cyberattacks into an on-demand service. Once confined to the dark web, these services have entered the mainstream, making cybercrime more prevalent than ever.
Hack-for-hire groups often pose as legitimate cybersecurity firms, offering services like penetration testing and network security assessments. However, many engage in corporate espionage, data breaches, and cyber warfare—actions that threaten businesses, governments, and individuals. The growing role of AI in cybercrime and rising global unemployment among tech professionals have helped to fuel this dangerous trend.
Not all hack-for-hire operations are illegal. Ethical hackers (or white-hat hackers) provide penetration testing to help companies identify and fix vulnerabilities before bad actors exploit them. However, the distinction between ethical and malicious hacking is becoming increasingly blurred.
Staying vigilant and proactive is key to defending against this growing cyber threat.
Remember, if you see something, say something! Learn how to report suspicious activities online by visiting our website.
How to Report Cybercrimes
Home Security - How to Prevent Break-Ins
October 2025
Why We Prepare: Drier Conditions Expected for
Upcoming SoCal Winter Season
After last winter's devastating fires, there was hope for relief as a new winter season approached. However, this may not be the case. ABC 7 meteorologist Ginger Zee reported that La Niña is expected to impact Southern California, leading to drier weather over the next few months.
This is particularly significant because winter is the peak season for Santa Ana winds. With Southern California’s winter forecasted to become drier and drought conditions worsening, it is crucial to begin preparation now. To prepare for the potential of windstorms, ReadyOC advises residents to secure loose items, wear masks during dust storms, and stay indoors when active windstorms occur.
For more tips on how to get prepared, visit our website.
Winter Preparedness
Ready to React: Beware of Flash Floods
Prepared by: Communications LAB • www.CommunicationsLAB.com 43
RELEVANT EXPERIENCE & REFERENCES
to
•Incorporated in 1909
•Full-service City
•1,500 full-and-part-time employees
•$425 million city budget
•Committed to supporting the LA2028
Olympic events by serving as the host for
the action sports of surfing, skateboarding
and BMX by adopting Resolution 2021-55
WE ARE
44 Prepared for: City of La Cañada Flintridge • RFP: Citywide Communications Support
RELEVANT EXPERIENCE & REFERENCES
Appendix
CERTIFICATE OF LIABILITY INSURANCE
DATE (MM/DD/YYYY)
04/01/2026
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 be endorsed. If SUBROGATIONIS 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).
PRODUCER
INSPERITY INSURANCE SVCS LLC
61617362
19001 CRESCENT SPRINGS DRIVE
KINGWOOD TX 77339
CONTACT NAME:
PHONE
(A/C, No, Ext):
(855) 677-6418 FAX
(A/C, No):
(866) 384-3402
E-MAIL ADDRESS:
INSURER(S) AFFORDING COVERAGE NAIC#
INSURER A : Hartford Underwriters Insurance Company 30104
INSURED
BARRIOS AND ASSOCIATES, LLC DBA
COMMUNICATIONS LAB
701 E CHAPMAN AVE
ORANGE CA 92866-1620
INSURER B : Hartford Accident and Indemnity Company 22357 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 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.
INSR
LTR TYPE OF INSURANCE ADDLINSR
SUBR
WVD POLICY NUMBER POLICY EFF(MM/DD/YYYY)
POLICY EXP
(MM/DD/Y YYY) LIMITS
A
COMMERCIAL GENERAL LIABILITY
61 SBW BZ6G74 04/01/2026 04/01/2027
EACH OCCURRENCE $1,000,000
CLAIMS-MADE X OCCUR DAMAGE TO RENTED
PREMISES (Ea occurrence) $1,000,000
X General Liability MED EXP (Any one person) $10,000
PERSONAL & ADV INJURY $1,000,000
GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $2,000,000 POLICY X PROJECT LOC PRODUCTS - COMP/OP AGG $2,000,000 OTHER:
B
AUTOMOBILE LIABILITY
61 UEG CM6983 04/01/2026 04/01/2027
COMBINED SINGLE LIMIT
(Ea accident) $1,000,000
X ANY AUTO BODILY INJURY (Per person)
ALL OWNED
AUTOS
SCHEDULED
AUTOS BODILY INJURY (Per accident)
X HIRED
AUTOS X NON-OWNEDAUTOS
PROPERTY DAMAGE
(Per accident)
A
X UMBRELLA LIAB
EXCESS LIAB
X OCCUR
CLAIMSMADE 61 SBW BZ6G74 04/01/2026 04/01/2027
EACH OCCURRENCE $6,000,000
AGGREGATE $6,000,000
DED RETENTION $ 10,000
WORKERS COMPENSATION
AND EMPLOYERS' LIABILITY
ANY
PROPRIETOR/PARTNER/EXECUTIVE
OFFICER/MEMBER EXCLUDED?
(Mandatory in NH)
If yes, describe under
DESCRIPTION OF OPERATIONS below
N/ A
PER
STATUTE
OTHER
Y/N E.L. EACH ACCIDENT
E.L. DISEASE -EA EMPLOYEE
E.L. DISEASE - POLICY LIMIT
A Employee Benefits Liability 61 SBW BZ6G74 04/01/2026 04/01/2027 Each Claim Limit Aggregate Limit
$1,000,000
$2,000,000
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Those usual to the Insured's Operations.
CERTIFICATE HOLDER CANCELLATION
For Informational Purposes
701 E CHAPMAN AVE
ORANGE CA 92866-1620
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
© 1988-2015 ACORD CORPORATION. All rights reserved.
ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD 46 Prepared for: City of La Cañada Flintridge • RFP: Citywide Communications Support
© 1988-2016 ACORD CORPORATION. All rights reserved.
The ACORD name and logo are registered marks of ACORD
CERTIFICATE HOLDER
ACORD 25 (2016/03)
AUTHORIZED REPRESENTATIVE
CANCELLATION
DATE (MM/DD/YYYY) CERTIFICATE OF LIABILITY INSURANCE
JECT LOC PRO- POLICY
GEN'L AGGREGATE LIMIT APPLIES PER:
CLAIMS-MADE OCCUR
COMMERCIAL GENERAL LIABILITY
PREMISES (Ea occurrence) $ DAMAGE TO RENTED
EACH OCCURRENCE $
MED EXP (Any one person) $
PERSONAL & ADV INJURY $
GENERAL AGGREGATE $
PRODUCTS - COMP/OP AGG $
DED RETENTION $
CLAIMS-MADE
OCCUR
$
AGGREGATE $
UMBRELLA LIAB EACH OCCURRENCE $
EXCESS LIAB
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) INSR
LTR TYPE OF INSURANCE POLICY NUMBER POLICY EFF
(MM/DD/YYYY) POLICY EXP(MM/DD/YYYY) LIMITS
PER
STATUTE OTHER
E.L. EACH ACCIDENT
E.L. DISEASE - EA EMPLOYEE
E.L. DISEASE - POLICY LIMIT
$
$
$
ANY PROPRIETOR/PARTNER/EXECUTIVE
If yes, describe under
DESCRIPTION OF OPERATIONS below
(Mandatory in NH)
OFFICER/MEMBER EXCLUDED?
WORKERS COMPENSATION
AND EMPLOYERS' LIABILITY Y / N
AUTOMOBILE LIABILITY
ANY AUTO
ALL OWNED SCHEDULED
HIRED AUTOS NON-OWNED AUTOS AUTOS
AUTOS
COMBINED SINGLE LIMIT
BODILY INJURY (Per person)
BODILY INJURY (Per accident)
PROPERTY DAMAGE $
$
$
$
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.
INSD
ADDL
WVD
SUBR
N / A
$
$
(Ea accident)
(Per accident)
OTHER:
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 statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
INSURED
PHONE
(A/C, No, Ext):
PRODUCER
E-MAIL
ADDRESS:
FAX
(A/C, No):
CONTACT
NAME:
NAIC #
INSURER A :
INSURER B :
INSURER C :
INSURER D :
INSURER E :
INSURER F :
INSURER(S) AFFORDING COVERAGE
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED
IN ACCORDANCE WITH THE POLICY PROVISIONS.
Acct#: 3017562 08/19/2025
LOCKTON COMPANIES, LLC 888-828-8365 3657 Briarpark Dr., Suite 700 Houston, TX 77042
Indemnity Insurance Company of North America 43575
BARRIOS AND ASSOCIATES, LLC
701 E CHAPMAN AVE
ORANGE, CA 92866-1620
A C74032989 10/01/2025 10/01/2026
X
1,000,000
1,000,000
1,000,000
[email protected]
For Informational Purposes Only
Prepared by: Communications LAB • www.CommunicationsLAB.com
47 48 Prepared for: City of La Cañada Flintridge • RFP: Citywide Communications Support
FIRM CERTIFICATIONS
Secretary of State
Certificate of Status
I, SHIRLEY N. WEBER, PH.D., California Secretary of State, hereby certify:
The above referenced entity is active on the Secretary of State's records and is authorized to exercise all its powers, rights and privileges in California.
This certificate relates to the status of the entity on the Secretary of State’s records as of the date of this certificate and does not reflect documents that are pending review or other events that may impact status.
No information is available from this office regarding the financial condition, status of licenses, if any, business activities or practices of the entity.
Active
Entity Name:
Entity No.:
Registration Date:
Entity Type:
201302410206
01/24/2013
Limited Liability Company - CA
Status:
Formed In: CALIFORNIA
BARRIOS AND ASSOCIATES, LLC
IN WITNESS WHEREOF, I execute this certificate and affix the Great Seal of the State of California this day of June 25, 2025.
SHIRLEY N. WEBER, PH.D.
Secretary of State
Certificate No.:
To verify the issuance of this Certificate, use the Certificate No. above with the Secretary of State Certification Verification Search available at bizfileOnline.sos.ca.gov. 341342127
Prepared by: Communications LAB • www.CommunicationsLAB.com 49 Certification Type Status From To
SB(Micro) Approved 10/13/2025 10/31/2027
SB-PW Approved 10/13/2025 10/31/2027
Printed on: 10/13/2025 12:18:15 PM
To verify most current certification status go to: https://www.caleprocure.ca.gov Office of Small Business & DVBE Services
Certification ID: 2036756
Legal Business Name:
Barrios and Associates, LLC
Doing Business As (DBA) Name 1:
Communications LAB
Doing Business As (DBA) Name 2:
Comm LAB
Address:
701 E Chapman Ave
Orange
CA 92866
Email Address:
[email protected]
Business Web Page:
https://www.communicationslab.com
Business Phone Number:
949/215-5539
Business Fax Number:
949/215-5549
Business Types:
Service
Stay informed! KEEP YOUR CERTIFICATION PROFILE UPDATED! -LOG IN at CaleProcure.CA.GOV
Questions?
Email: [email protected]
Call OSDS Main Number: 916-375-4940
707 3rd Street, 1-400, West Sacramento, CA 95605
FIRM CERTIFICATIONS
Contractor Information
Legal Entity Name
BARRIOS & ASSOCIATES, LLC
Legal Entity Type
LLC
Status
Active
Registration Number
1000053829
Registration effective date
07/01/24
Registration expiration date
06/30/27
Mailing Address
701 E. CHAPMAN AVENUE ORANGE 92866 CA …
Physical Address
701 E. CHAPMAN AVENUE ORANGE 92866 CA …
Email Address
[email protected]
Trade Name/DBA
COMMUNICATIONS LAB
Comm LAB
License Number (s)
Registration History
Effective Date Expiration Date
08/23/18 06/30/19
11/13/17 06/30/18
06/13/20 06/30/21
07/01/21 06/30/22
07/01/24 06/30/27
07/01/22 06/30/24
Legal Entity Information
Corporation Entity Number: 201302410206
Member name(s):
Member Legal Name: Arianna Barrios
Member Legal Entity Type: Sole Proprietorship
Agent for service:
Agent of Service Name: Arianna Barrios
Agent of Service Mailing Address: 701 E Chapman Avenue Orange 92866 CA United Stat Worker's Compensation
Do you lease employees through Professional Employer Organization (PEO)?: Yes Please provide your current worker's compensation insurance information below:
PEO InformationPEO Name Insperity, Inc.PEO Phone (888) 553-0506PEO Email [email protected] Insured by Carrier
Registrations https://cadir.my.salesforce-sites.com/ContractorSearch/registrationSear... 1 of 2 6/16/24, 11:34 PM
50 Prepared for: City of La Cañada Flintridge • RFP: Citywide Communications Support
FIRM CERTIFICATIONS
Prepared by: Communications LAB • www.CommunicationsLAB.com 51
FIRM CERTIFICATIONS
February 20, 2024 CUCP# 41694
Metro File #6346
Ms Arianna Barrios
Barrios & Associates, LLC DBA Communications LAB
701 E. Chapman Avenue
ORANGE, CA 92866
Subject: Disadvantaged Business Enterprise Certification Dear Ms Arianna Barrios:
We are pleased to advise you that after careful review of your application and supporting documentation, the Los Angeles County Metropolitan Transportation Authority (Metro) has determined that your firm meets the eligibility standards to be certified as a Disadvantaged Business Enterprise (DBE) as required under the U.S. Department of Transportation (U.S. DOT) Regulation 49 CFR Part 26, as amended. This certification will be recognized by all of the U.S. DOT recipients in California. Your firm will be listed in the California Unified Certification Program (CUCP) database of certified DBEs under the following specific area(s) of expertise that you have identified on the NAICS codes form of the application package:
NAICS 541430: GRAPHIC DESIGN SERVICES
NAICS 541613: MARKETING CONSULTING SERVICES
NAICS 541820: PUBLIC RELATIONS AGENCIES
NAICS 541860: DIRECT MAIL ADVERTISING
NAICS 541910: MARKETING RESEARCH AND PUBLIC OPINION POLLING Your DBE certification applies only for the above code(s). You may review your firms information in the CUCP DBE database which can be accessed at the CUCP website at https://californiaucp.dbesystem.com. Any additions and revisions must be submitted to Metro for review and approval.
In order to ensure your continuing DBE status, you are required to submit an annual update along with supporting documentation. If no changes are noted, then your DBE status remains current. If there are changes, Metro will review to determine continued DBE eligibility. Please note, your DBE status remains in effect unless Metro notifies you otherwise.
Also, should any changes occur that could affect your certification status prior to receipt of the annual update, such as changes in your firm's name, business/mailing address, ownership, management or control, or failure to meet the applicable business size standards or personal net worth standard, please notify Metro immediately. Failure to submit forms and/or change of information will be deemed a failure to cooperate under Section 26.109 of the Regulations.
Metro reserves the right to withdraw this certification if at any time it is determined that it was knowingly obtained by false, misleading, or incorrect information. Your DBE certification is subject to review at any time. The firm thereby consents to the examination of its books, records and documents by Metro.
Congratulations, and thank you for your interest in the DBE program. Should you have any questions, please contact us at (213) 922-2600. For information on Metro contracting opportunities, please visit our website at www.metro.net/connect.
Sincerely,
52 Prepared for: City of La Ca
ñada Flintridge • RFP: Citywide Communications Support
SUPPLIER CLEARINGHOUSE
CERTIFICATE OF ELIGIBILITY
CERTIFICATION EXPIRATION DATE: February 11, 2028
Minority Business Enterprise (MBE)
Barrios and Associates, LLC
The Supplier Clearinghouse for the Utility Supplier Diversity Program of the California Public Utilities Commission hereby certifies that it has audited and verified the eligibility of:pursuant to Commission General Order 156, and the terms and conditions stipulated in the Verification Application Package. This Certificate shall be valid only with the Clearinghouse seal affixed hereto.Eligibility must be maintained at all times and renewed within 30 days of any changes in ownership or control. Failure to comply may result in a denial of eligibility. The Clearinghouse may reconsider certification if it is determined that such status was obtained by false, misleading or incorrect information. Decertification may occur if any verification criterion under which eligibility was awarded later becomes invalid due to Commission ruling. The Clearinghouse may request additional information or conduct on-site visits during the term of verification to verify eligibility.This certification is valid only for the period that the above firm remains eligible as determined by the Clearinghouse .
Utility companies may direct inquiries concerning this Certificate to the Clearinghouse at (800) 359-7998.
VON: 13050174 DETERMINATION DATE: February 11, 2025
FIRM CERTIFICATIONS
Prepared by: Communications LAB • www.CommunicationsLAB.com 53
FIRM CERTIFICATIONS
SUPPLIER CLEARINGHOUSE
CERTIFICATE OF ELIGIBILITY
CERTIFICATION EXPIRATION DATE: February 11, 2028
Women Business Enterprise (WBE)
Barrios and Associates, LLC
The Supplier Clearinghouse for the Utility Supplier Diversity Program of the California Public Utilities Commission hereby certifies that it has audited and verified the eligibility of:pursuant to Commission General Order 156, and the terms and conditions stipulated in the Verification Application Package. This Certificate shall be valid only with the Clearinghouse seal affixed hereto.Eligibility must be maintained at all times and renewed within 30 days of any changes in ownership or control. Failure to comply may result in a denial of eligibility. The Clearinghouse may reconsider certification if it is determined that such status was obtained by false, misleading or incorrect information. Decertification may occur if any verification criterion under which eligibility was awarded later becomes invalid due to Commission ruling. The Clearinghouse may request additional information or conduct on-site visits during the term of verification to verify eligibility.This certification is valid only for the period that the above firm remains eligible as determined by the Clearinghouse .
Utility companies may direct inquiries concerning this Certificate to the Clearinghouse at (800) 359-7998.
VON: 13050174 DETERMINATION DATE: February 11, 2025
1055 E Colorado Blvd, Suite 500, Pasadena, CA 91106 P: 949-215-5539 | F: 949-215-5549 [email protected] | communicationslab.com Prepared For: The City of La Cañada Flintridge • City Manager’s Office
REQUEST FOR PROPOSAL
PROFESSIONAL SERVICES FOR CITYWIDE
COMMUNICATIONS SERVICES
City of La Cañada Flintridge
CITYWIDE COMMUNICATIONS SERVICES
Respectfully submitted: May 7, 2026
2 TABLE OF
CONTENTS
4 4.1 Cover letter
6 4.2 Firm qualifications and experience with similar projects 11 4.3 Project understanding and approach
20 4.4 Key personnel, résumés and rates
23 4.5 Proposed budget
26 4.6 References and sample work
33 Appendix
3 4.1 Cover letter
3
4 City of La Cañada Flintridge
Attn: Arabo Parseghian, Assistant City Manager
One Civic Center Dr.
La Cañada Flintridge, CA 91011
Dear Mr. Parseghian and Selection Committee,
The City of La Cañada Flintridge is seeking a communications partner who can bring structure, consistency and strategic clarity to a growing and highly visible body of work. JPW Communications is built to deliver exactly that and serve as a seamless extension of your team to ensure your communications are timely, accessible and aligned with City priorities.
Our value is simple: we make complex, high-volume communications easier to manage, more effective and more reliable.
We do this by combining strategic oversight with day-to-day execution. From managing social media, newsletters and media relations to coordinating vendors, supporting City initiatives and stepping in during critical moments, we will provide consistent coverage without adding burden to staff. Our structured workflows, defined turnaround times and proactive planning ensure nothing falls through the cracks and everything moves forward efficiently.
At the same time, we will help the City move from reactive to proactive communications. Through ongoing planning, performance tracking and regular strategic guidance, we will ensure each message contributes to a larger, cohesive narrative—strengthening public trust, improving understanding and reinforcing the City’s reputation over time.
JPW brings deep public sector experience, which translates into faster onboarding, fewer missteps and communications that reflect how cities actually operate. We understand the importance of accuracy, transparency and coordination with leadership, and we are comfortable working within established protocols while maintaining flexibility as needs evolve.
Accessibility and compliance are built into everything we do. All deliverables meet ADA Title II and WCAG 2.1 AA standards, reducing risk while ensuring information is truly accessible to your community.
Finally, when communications demand urgency—whether during an incident or a high-profile issue—our team will be prepared to step in with coordinated messaging and steady execution. Our approach is grounded in real-world experience: we have served in-house as public agency staff, including participation in EOC training and activations, so we understand how to operate within established SEMS, NIMS and ICS frameworks. This is further strengthened by our Senior Vice President Susanne Bankhead’s CP3 certification through the International Association for Public Participation, reflecting the highest standard of expertise in public engagement during both routine and high-stakes situations. The result is a team that brings structure to complex moments so the City can respond with confidence.
We would welcome the opportunity to support La Cañada Flintridge as a trusted communications partner. Thank you for your consideration.
Jenny Windle, Founder and President | [email protected] | 760-683-8395 x700 Nice to meet you.
COVER LETTER
5 Alone we can do so little; together,
we can do so much.
“
— Helen Keller
Partnership starts here.
La Cañada Flintridge is managing an
increasing volume and complexity
of communications, creating an
opportunity to bring greater alignment,
efficiency and cohesion across
channels and initiatives.
JPW will partner with your team to
implement a structured approach that
connects strategy to execution. We
will establish organized workflows,
streamline coordination and create a
steady rhythm of communication that
improves visibility, reduces duplication
and ensures priorities are consistently
advanced.
We will also bring a disciplined planning
framework that aligns content,
outreach and key milestones, so
efforts are not only responsive, but
intentional and well-timed. With regular
evaluation and refinement, the City’s
communications will become more
focused, measurable and impactful.
6 4.2 Firm
qualifications and
experience with
similar projects
7 ABOUT US
Allow us to introduce ourselves. JPW was born from the need for a communications firm that offers the rare combination of exceptional service, creative ideas and strategic solutions that can only come from firsthand service in the public sector. We serve government enthusiastically, and that means that we understand the challenges you face, why they matter, and how to solve them.
OUR HISTORY
JPW was founded in 2015 by long-time government
communicator Jenny Windle, and we are a team of experts who provide award-winning services for government agencies.
Together, we bring 125+ years of collective experience working inside and alongside cities, counties, states and special districts.
We do this because we believe that public agencies deserve the very best in communication services.
THE JPW EXPERIENCE
We balance big ideas with practical applications designed just for government, and the result is strategic communication that actually works.
OUR VISION
To inspire thriving communities through collaboration and shared understanding
A staff born from
government, for
government
DESCRIPTION OF ORGANIZATION
7 OUR CERTIFICATIONS
We are a proudly woman-owned organization and certified Small/ Micro Business Enterprise.
VIDEO: MEET JPW
Hear our founding
story and learn what
makes JPW different
from other firms.
CLICK OR SCAN TO WATCH
8 Our team of 11 will bring extensive experience supporting cities across California in delivering communications programs that strengthen trust, improve understanding and equip staff and leadership with the tools needed to connect effectively with their communities. From managing day-to-day communications to supporting major initiatives and community outreach, we will help La Cañada Flintridge communicate clearly and with purpose.
Our expertise
Why we’re different
Co-ownership of outcomes
JPW’s work is shaped by real-world public sector experience and grounded in the specific needs of your community. We are not the “save-as” people—we will tailor our approach to reflect La Cañada Flintridge’s priorities, character and expectations. As former in-house communicators, we understand the demands placed on City staff and will operate as a true extension of your team, bringing both strategic insight and reliable execution.
We also recognize that this work represents an investment of public funds, and it should deliver meaningful, ongoing value. Our focus will be on building systems, tools and processes that support the City beyond any single deliverable—creating a communications program that is sustainable, adaptable and continuously improving.
We will co-own the success of this work with you, bringing a thoughtful, efficient process that strengthens alignment, improves coordination and enhances how the City connects with its community over time.
EXPERIENCE AND QUALIFICATIONS
9 Full service,
and at your
service
Team JPW has the strategists, project
managers, multimedia designers and certified
community engagement experts that the City
of La Cañada Flintridge needs to communicate
the value of your services and engage the
community you serve. We are also proud to
reiterate that Susanne Bankhead, our senior
vice president and partner, is one of only three
certified public participation professionals
in California. Coupled with our in-house
design team that includes videography and
photography offerings, we are truly a fullservice agency.
STRATEGIC COMMUNICATIONS COMMUNITY OUTREACH
Planning and research
Crisis management
Target audience segmentation
Message and persona development
SWOT analysis
Competitive landscape analysis
Community surveys, focus groups/interviews
Communications, materials
and branding audit
Outreach process design
Community engagement strategies
Public meeting design and implementation
Meeting facilitation
Construction marketing and outreach
Surveys, stakeholder interviews
focus groups
Multicultural outreach
Pop-up outreach events
MARKETING & CAMPAIGNS MEDIA
Campaign research, planning
and implementation
Branding and graphic design
Behavior change campaigns
Persona creation
Paid media ad planning
Social media campaigns
Video production and photography
Media and public relations
Social media campaigns
Social media planning
Social media graphic design
Public relations
Press release writing
Media relations
Media lists
Media pitching
Copywriting
PUBLIC PARTICIPATION CREATIVE
Outreach strategy planning
Public meeting design and implementation
Meeting facilitation
Prop 218 outreach
Construction marketing and outreach
Survey development; stakeholder interviews;
focus groups
NEPA, CEQA
Graphic design
Branding and rebranding
Logo design
Videography
Photography
Social media design
Newsletter template design
Style guides
Interactive digital toolkits
10 Similar project
experience
JPW Communications brings a proven track
record of delivering comprehensive citywide
communications services for municipal
governments and public agencies across
California. Our experience reflects the full
scope outlined in this RFP, including strategic
communications planning, media relations,
digital content development, community
outreach and stakeholder engagement.
We work closely with City staff to provide
clear, accurate and timely communications,
supported by strong writing, thoughtful strategy
and effective collaboration.
The following representative clients highlight
our experience providing similar services in
partnership with cities and public agencies,
demonstrating our ability to support both
day-to-day communications and high-profile
initiatives with consistency and professionalism.
JPW Communications has no civil or criminal
litigation in which the firm has been judged
guilty or liable and therefore has no disclosures
to report under this requirement.
• City of Carlsbad: Multimedia design, social media, e-newsletter, campaign development, on-going implementation
• City of Chula Vista: Multimedia design, economic development • City of Encinitas: Strategic counsel, emergency communications, strategic planning, community engagement, multimedia design, social media, e-newsletter, campaign development, on-going implementation
• City of Escondido: Multimedia design, print collateral, community engagement, ongoing implementation • City of Fountain Valley: Multimedia design, podcast production, social media, campaign development, on-going implementation
• City of Glendora: City rebrand, strategic plan and communications audit, on-going implementation
• City of Lancaster: Multimedia design, publication design • City of Long Beach: Multimedia design, campaign development, on-going implementation
• City of Menifee: Multimedia design, print collateral, newsletters • City of Palmdale: Multimedia design, campaign development • City of Riverside: Multimedia design, campaign development • City of San Luis Obispo: Strategic counsel, emergency communications, strategic planning, community engagement, multimedia design, social media, e-newsletter, campaign development, on-going implementation
• City of San Marcos: Strategic counsel, emergency communications, strategic planning, community engagement, multimedia design, social media, e-newsletter, campaign development, on-going implementation
• City of Santa Ana: Multimedia design, emergency communications, social media, e-newsletter, campaign development, photography
• City of Tustin: Strategic counsel, emergency communications, strategic planning, community engagement, multimedia design, social media, e-newsletter, campaign development, on-going implementation
• County of Merced: Strategic planning, multimedia design, on-going implementation • Port of Redwood City: Strategic counsel, emergency communications, strategic planning, multimedia design, social media, e-newsletter, campaign development, ongoing implementation support • Port of San Diego: Strategic counsel, emergency communications, multimedia design, campaign development, on-going implementation support • Western Municipal Water District: Strategic counsel, emergency communications, strategic planning, community engagement, multimedia design, social media, e-newsletter, campaign development, on-going implementation support
11 4.3 Project
understanding
and approach
11
1212
Fingerprint
Framework
To deliver the full scope of services outlined
in this RFP, JPW will apply our proprietary
Fingerprint Framework—a structured, proven
approach that connects strategy, execution
and performance across all areas of City
communications.
The scope requires a partner who can manage
ongoing communications, coordinate across
departments, support leadership priorities and
scale during critical moments. The Fingerprint
Framework is designed to do exactly that.
Grounded in best practices from the
International Association for Public
Participation (IAP2) and the Public Relations
Society of America (PRSA), the framework
ensures that communications are not only wellexecuted, but aligned, accessible and effective.
For La Cañada Flintridge, this will translate into:
• Clear coordination and governance:
Establishing defined workflows, roles
and communication protocols to support
alignment with the City Manager’s Office
and internal teams.
• Consistent, high-quality execution:
Managing content development, social
media, media relations and outreach with
reliable turnaround times and a strong
editorial standard.
INVESTIGATE
STRATEGIZE
EXECUTE
OPTIMIZE
FINGERPRINT FRAMEWORK
• Proactive planning and organization:
Developing communications calendars
and structured planning sessions that align
messaging with City priorities, initiatives
and key milestones.
• Integrated channel management: Ensuring
newsletters, website updates, social media
and print materials work together as a
cohesive system rather than standalone
efforts.
• Preparedness and responsiveness:
Providing a framework for scaling
communications during emergencies or
high-profile issues, with clear processes
and coordinated messaging.
• Performance tracking and refinement:
Monitoring outputs and outcomes
to continuously improve efficiency,
effectiveness and impact over time.
While the framework provides structure,
it is intentionally flexible. JPW will tailor its
application to reflect La Cañada Flintridge’s
specific workflows, staffing model and
community expectations—ensuring a rightsized, practical approach that supports both daily operations and long-term success.
13 13
Core services
approach (3.2)
JPW will support La Cañada Flintridge with a
comprehensive communications program that
is both structured and adaptable—designed to
manage day-to-day needs while strengthening
long-term effectiveness across all channels.
Rather than approaching each service as
a standalone task, we view this scope as
an interconnected system. Our role is to
bring organization, consistency and forward
momentum to that system, ensuring
communications are not only delivered, but
aligned, timely and working together to support
the City’s priorities.
Strategic
communications
planning
and project
management
JPW will provide ongoing strategic direction
that keeps the City’s communications focused
and evolving. Through regular check-ins and
planning sessions, we will identify opportunities
to improve clarity, timing and coordination, while
incorporating relevant best practices.
This includes supporting leadership during
complex or high-visibility issues by helping
shape messaging early and providing clear
guidance that allows the City to communicate
with confidence. Our approach emphasizes
preparation and consistency, so messaging
remains steady even as situations change.
We will maintain a structured workflow that
keeps projects organized and moving forward.
With bi-weekly coordination meetings,
documented action items and a shared
workspace (ClickUp or other preferred City
system), staff will have clear visibility into
priorities, timelines and next steps without
added administrative burden.
For major initiatives, we will develop targeted
outreach strategies that align messaging,
channels and timing—ensuring the right
information reaches the right audiences. We
will also support the development of the State
of the City, helping shape a clear, cohesive
narrative that reflects the City’s progress and
priorities.
Value to the City: A more organized, proactive
communications function that results in a
communications program that is coordinated,
efficient and effective in reaching the
community.
Social media
management
JPW will manage the City’s social media
channels as a reliable, day-to-day connection
point with the community.
Content will be developed with intention,
grounded in City priorities, verified for accuracy
and designed to be clear and accessible. Rather
than simply maintaining a posting schedule, we
will focus on creating a consistent voice and
cadence that residents can recognize and trust.
We will monitor channels daily to ensure timely
responses to routine inquiries (within 24 hours)
and escalate more complex issues to staff
14 14
when needed. Coordination with Public Safety
partners will also ensure important updates are
shared in a timely fashion.
Performance will be reviewed regularly to
identify what resonates, allowing us to refine
content and improve engagement over time.
Value to the City: An active, responsive social
media presence that keeps residents informed
and minimizes staff’s management burden.
Media relations
JPW will help the City navigate media relations
from a proactive posture.
We will develop well-structured, press-ready
materials that communicate key updates
effectively, while also preparing staff and
leadership with the background and messaging
needed to respond to inquiries with confidence.
In addition to supporting reactive needs, we
will identify opportunities to highlight positive
City initiatives, helping shape a more balanced
narrative in external coverage.
Our role is not to speak on behalf of the City,
but to ensure those who do are well-prepared
and supported. Work in this area also includes
speechwriting, ghostwriting and presentation
support as needed. Regardless of medium or
channel, our goal will be to advance the City’s
story and highlight its value and role within the
community.
Value to the City: Strong message control,
improved consistency and more confidence in
all media interactions to reinforce the City’s role
and value within the community.
Proofreading
and editing
JPW will provide a consistent layer of review
across City communications to ensure materials
are accessible, approachable, accurate and
aligned with established standards.
This includes refining language for readability,
correcting errors and maintaining consistency
in tone and formatting. We will also ensure
alignment with the City’s style and branding
guidelines.
Rather than treating editing as a final step, we
approach it as quality assurance, which helps
ensure communications are polished and easy
for the public to understand.
Value to the City: High-quality communications
that reinforce professionalism and reduce the
risk of errors or inconsistencies.
Calendars and
planning
JPW will establish a forward-looking planning
process that brings purpose and organization to
the City’s communications.
Through regular planning sessions with
leadership, we will identify priorities,
align messaging and map out upcoming
efforts. These insights will inform a rolling
communications calendar that provides
visibility into key initiatives and timing.
This structure will allow the City to anticipate
communication needs, coordinate across
15 15
departments and reduce last-minute requests.
Value to the City: A clearer, more predictable
communications rhythm that supports better
coordination and more intentional outreach.
themes. This forward-looking tool will provide
visibility into what’s ahead, support better
coordination and reduce the need for lastminute communication efforts.
Print and digital
newsletters
JPW will manage both print and digital
publications as key tools for keeping the
community informed.
For the print newsletter, we will shape content
and design in a way that is easy to navigate and
visually consistent, ensuring each issue clearly
communicates important updates. Coordination
with vendors will help maintain smooth
production timelines. All materials will be
designed for ADA compliance and will include
copywriting, proofreading, page layout and
custom graphics (e.g. infographics, illustrations,
charts, etc.) as needed.
The digital bulletin will serve as a more
immediate communication channel, with
content organized for readability and timed to
support ongoing initiatives.
Recurring newspaper ads will reinforce key
messages in a concise format, aligned with
broader communications to ensure consistency
across channels.
Value to the City: Consistent, accessible
publications that extend the City’s reach
and reinforce key messages across multiple
platforms.
Website support
JPW will support the City’s website as a central,
reliable source of information.
We will manage content updates, ensure
materials are accessible and coordinate
with vendors to maintain functionality and
performance. Updates will be handled
efficiently and with flexibility to address urgent
needs when they arise.
Our experience supporting cities with similar
services spans platforms such as Granicus,
PublicInput, CivicPlus, SquareSpace and
WordPress, so we are comfortable working
within a multitude of web environments.
To encourage more time spent on site, build
SEO value and inspire return visits, we will
emphasize strong, optimized graphics and
visual elements. We will also integrate mobilefriendly design, as much as possible, to reach La Cañada Flintridge’s residents on the go.
We recommend maintaining a regular update
cadence for key pages to ensure information
remains current and easy to find.
All routine updates will be made within two (2)
days, per the RFP, with more urgent requests
handled more quickly.
Value to the City: A well-maintained, accessible
website that serves as a dependable hub for
public information.
Broadcasting
(optional)
At this time, JPW does not provide live meeting
broadcasting services. However, we understand
the importance of ensuring public meetings are
accessible, well-coordinated and professionally
delivered to the public.
16 16
JPW can serve as a central point of coordination
with the City’s selected broadcasting
vendor(s), helping manage communication,
scheduling, run-of-show alignment and postmeeting follow-up. Our role will be to ensure expectations are clear, materials are prepared
and the overall process runs smoothly from a
communications standpoint.
As a complementary service, JPW offers
in-house video production services,
including scripting, messaging development,
production and video content creation for City
initiatives, announcements and community
outreach. These services can be leveraged to
complement meeting broadcasts or support
other communication needs.
We recommend establishing clear workflows
between the City, JPW and broadcasting
vendors to streamline coordination, reduce
last-minute issues and ensure a consistent
experience across meetings.
Value to the City: Seamless coordination
of broadcasting efforts with reduced staff
burden, along with access to strategic video
support that enhances broader communication
initiatives.
Crisis and
major incident
communication
support
JPW will support La Cañada Flintridge
during high-pressure situations with a
structured, prepared and steady approach to
communication—ensuring the City can respond
quickly while maintaining clarity, consistency
and public trust.
A key part of our approach is preparation before
a crisis occurs. We will work with City staff
to develop pre-approved messaging, holding
statements and response frameworks for a
range of likely scenarios. This includes scenario
planning for incidents relevant to the City—
such as natural disasters, infrastructure issues,
public safety events or high-profile community
impacts—so the City is not starting from scratch
when time is limited.
These materials will be designed to be flexible
and easily adapted in real time, allowing the
City to communicate quickly while maintaining
accuracy and alignment with leadership.
When a situation arises, JPW will support realtime communications coordination, including drafting and refining messaging, managing
high-volume information flow and ensuring
consistency across platforms. We understand
how to organize information quickly, simplify
complex details and support decision-making
under pressure.
Our team brings firsthand experience in
crisis environments. We have supported
communications for incidents ranging from
wildfires and bluff collapses to a nationally
covered “bomb house” event, and have
operated within activated Emergency
Operations Centers (EOC) as well as
participated in training exercises. We are
familiar with the expectations, pace and
coordination required in these settings and are
prepared to integrate seamlessly with City staff
when activated.
As needed, JPW will provide extended
availability, including 24/7 support during
active incidents, ensuring continuity and
responsiveness.
Following an incident, we will participate in afteraction communications reviews, helping the City evaluate what worked, identify gaps and
refine processes for future readiness.
Value to the City: A prepared, experienced
communications partner who helps the City
respond quickly and confidently—reducing
risk, improving coordination and ensuring clear,
consistent messaging when it matters most.
17 17
Performance and
KPI tracking
JPW will provide clear, actionable insights into
communications performance.
We will track key indicators and provide
quarterly summaries that highlight trends,
successes and opportunities for improvement.
Reporting will be designed to be easy to
understand and useful for decision-making.
Value to the City: Better visibility into
performance, supporting continuous
improvement without added complexity.
Emergency
communication
(3.3)
JPW will support La Cañada Flintridge during
declared emergencies with a coordinated,
responsive approach that builds on the
preparedness outlined in our Core Services.
As described above, our team prioritizes
early planning and pre-approved messaging
frameworks, ensuring the City is equipped
to respond quickly and consistently when
emergencies arise. This foundation allows us to
move from preparation to activation seamlessly.
When engaged, JPW will integrate with City
staff and operate in alignment with established
emergency protocols, supporting real-time
messaging, social media monitoring and highvolume communication needs. Our experience working within EOC environments and training
exercises allows us to adapt quickly and
contribute effectively during active incidents.
We will also support post-incident
communication assessments, helping refine
processes and strengthen readiness over time.
Value to the City: A prepared and experienced
partner who can transition quickly from
planning to execution
Performance
standards (3.4)
JPW will ensure consistency, accountability
and continuous improvement across all
communications efforts.
We will meet defined turnaround expectations
for both routine and time-sensitive requests,
providing dependable support that City staff
can plan around. Performance will be tracked
through monthly KPI reporting, offering visibility
into activity, responsiveness and outcomes.
In addition, we will conduct quarterly
performance reviews to assess what is working
well and where adjustments may be needed. If
any standards are not met, JPW will proactively
identify the issue and implement corrective
actions to maintain service quality.
We also welcome the opportunity to present an
annual summary to the City Council, highlighting
performance trends, key accomplishments and
recommended best practices moving forward.
Value to the City: Clear expectations,
consistent delivery and transparent reporting
that support accountability and ongoing
improvement.
1818
Data ownership,
security and
compliance (3.5)
JPW recognizes that all communications
materials, accounts and data are the property of
the City and will manage them accordingly with
care and transparency.
We will ensure full compliance with the
California Public Records Act, records retention
requirements and the City’s cybersecurity
policies. All content and activity will be
maintained in an organized and accessible
manner to support both operational needs and
public accountability.
Our team will follow established protocols
for data security and access management,
coordinating closely with City staff and vendors
as needed.
At the conclusion of services, JPW will provide
a complete and orderly transfer of all data, files
and credentials, ensuring continuity and ease of
transition.
Value to the City: Secure, well-managed
information systems that protect public
records, support compliance and ensure full
transparency and continuity.
Staff and
continuity (3.6)
JPW will provide a stable, experienced
team structure that ensures consistency,
responsiveness and seamless service over time.
We will designate key personnel who are fully
integrated into the City’s workflow, supported
by additional team members who can step in as
needed to scale services or provide specialized
support. This approach ensures continuity while
maintaining flexibility to meet evolving needs.
We understand the importance of consistency
in staffing and will coordinate closely with
the City on any proposed changes, ensuring
transparency and maintaining trust. In the
event of onboarding or transition, JPW will
implement a structured process to quickly align
team members with City priorities, systems and
expectations. See Section 4.4 for details.
Value to the City: A reliable, well-coordinated
team that maintains continuity while providing
the flexibility to adapt and scale as needed.
Accessibility,
equity and
compliance (3.7)
JPW will ensure all communications are
accessible, inclusive and fully compliant with
applicable standards and regulations.
We will design and review all deliverables
to meet ADA Title II and WCAG 2.1 AA
requirements, integrating accessibility best
practices into our workflows rather than
treating them as a final step. This helps ensure
materials are usable by all members of the
community from the outset.
Our approach to outreach will also prioritize
inclusivity—considering how information is
shared, who is reached and how barriers to
participation can be reduced.
For visual and multimedia content, JPW
will comply with all applicable FAA and City
requirements related to drone, photography
and video services, coordinating with approved
vendors or staff as needed.
Value to the City: Communications that are
accessible, inclusive and compliant—supporting
equitable access to information while reducing
regulatory risk.
19 JPW’s
Fingerprint
Framework
At JPW Communications, we know every
community is unique. That’s why we use
our Fingerprint Framework—a signature,
research-driven process that blends the best
of the International Association for Public
Participation (IAP2) and the Public Relations
Society of America’s (PRSA) gold-standard
approaches. This combination ensures a
proven, repeatable process that delivers
authentic, actionable, and lasting results for
every client.
19 Ad hoc services
(3.8)
JPW will provide flexible, on-demand support
to help La Cañada Flintridge respond to
emerging needs, special projects and timesensitive initiatives without disrupting ongoing communications.
As a full-service communications agency, JPW
offers integrated capabilities across strategy,
writing, design, digital, video and production.
This allows the City to access a broad range
of expertise through a single, coordinated
partner—eliminating the need to manage
multiple vendors and ensuring consistency
across all materials.
Our team is structured to scale quickly, drawing
on in-house specialists as well as trusted
partners when needed. Whether the need is
a one-time deliverable or a more complex,
multi-phase project, we can adapt resources
accordingly while maintaining quality and
efficiency.
For recurring annual deliverables such as
the Annual Report, PAFR and Budget at a
Glance, JPW will manage the full development
process—from organizing and refining content
to writing, layout and design. We focus on
translating technical or financial information
into formats that are clear, visually engaging
and accessible to the public, while maintaining
alignment with the City’s brand.
For print materials, including mailers and
outreach pieces, we will oversee development
and coordinate with vendors to manage
production timelines, proofing and delivery.
JPW also provides a full range of digital and
multimedia services, including graphic design,
templates and video production such as public
service announcements, informational videos
and community-focused content. These assets
can be integrated with broader communication
efforts to reinforce key messages across
platforms.
All ad hoc services will be scoped and
authorized in advance, ensuring transparency,
cost control and alignment with City priorities.
As part of our approach, JPW will offer
reduced hourly rates for ad hoc services when
paired with an ongoing retainer, creating cost
efficiencies for the City while maintaining
access to expanded support. Additional
detail on this structure is provided in our cost
proposal.
Value to the City: A single, full-service
partner that can scale to meet a wide range
of communication needs—delivering highquality, consistent materials while simplifying coordination and maximizing cost efficiency.
Explicit
exclusions (3.9)
JPW understands and respects the boundaries
outlined in this section and will operate fully
within the parameters established by the City.
Our role is to support the City through
clear, accurate and well-coordinated
communications—not to influence policy,
provide legal guidance or engage in advocacy.
All work will be conducted under the direction
of City staff, with appropriate review and
approval processes in place.
We will not engage in lobbying or political
activity, develop independent policy positions or
issue statements on behalf of the City without
authorization. Similarly, any paid media or
promotional efforts will be pursued only with
prior City approval and direction.
20 4.4 Key personnel,
résumés and rates
20
21 Our team
One of JPW’s biggest differentiators is
our people. We are a specially curated
group of government communicators
who deeply understand the nuances of
working in the public space. We have
hand-selected the following team to
work with your team based on their
direct experience and acumen. Our
team is designed to scale as needed.
Résumés follow in Appendix.
PROJECT TEAM
Jenny Windle
President
Susanne Bankhead
Partner and Sr. Vice President
Baylee Akins
Sr. Manager*
Molly Schellenger
Art Director
Kit Caldwell
Multimedia Designer/Videographer
Natalia Speedon
Specialist
Liana Letsos
Coordinator
*Project manager offering
day-to-day support
22 POSITION STANDARD
RATE/HOUR
REDUCED
RETAINER
President $310 $295
Senior Vice President $285 $270
Vice President $260 $245
Senior Director $225 $215
Director $210 $200
Senior Manager $190 $180
Manager $175 $165
Senior Specialist $160 $155
Specialist $140 $135
Coordinator $110 $105
Administrative Assistant $105 $100
2026 Rate sheet
Approach for billing
For time and materials projects, JPW bills in 15-minute increments in accordance with its annual rate sheet, unless otherwise agreed to during contracting. Retainers, if
applicable, will be billed as flat fees. If La Cañada Flintridge proceeds with a retainer of at least $5,000 per month, they will receive our reduced retainer rates for all projects billed as time and materials.
Rate adjustments
JPW adjusts its rates each year at the lesser of CPI or 5 percent. Notices regarding rates adjustments are sent
preceding the adjustment.
Direct costs
Client agrees to reimburse JPW monthly for extraordinary out-of-pocket costs. All travel costs will be billed at net. A customary 20% markup will be added to all other goods and services that are procured on behalf of the client.
MARKETING, COMMUNICATION, ADMINISTRATIVE SERVICES
POSITION STANDARD
RATE/HOUR
REDUCED
RETAINER
Creative Director $210 $200
Art Director $190 $180
Senior Multimedia Designer $175 $165
Multimedia Designer $160 $155
Photographer/Videographer $160 $155
Production Artist $105 $100
CREATIVE SERVICES
23 4.5 Proposed
budget
23
24 About our estimate
JPW recognizes the importance of aligning communications support with the City’s available resources while maintaining flexibility to respond to evolving priorities.
To support this, we recommend a hybrid pricing structure that combines a monthly retainer for ongoing communications with time and materials for services that are more variable in nature. This approach provides the City with consistent, reliable support for day-to-day communications—such as social media, newsletters and coordination—while allowing flexibility to scale efforts as needs arise.
For emergency and major incident communications, JPW recommends handling these services on a time and materials basis. This ensures the City has access to immediate, responsive support during critical moments without allocating retainer resources toward services that are inherently unpredictable.
Additional larger or one-time initiatives, such as video production, specialized design projects or major outreach efforts, can also be scoped separately. This allows the City to preserve retainer capacity for ongoing needs while accessing expanded support when appropriate.
The following pricing outlines a recommended monthly retainer. We offer this as a starting point and welcome the opportunity to refine the structure to best align with the City’s priorities and budget.
25 INCLUDED IN MONTHLY RETAINER (SECTION 3.2 CORE SERVICES) MONTHLY HOURS
ESTIMATED
BUDGET
• Strategic communications planning and ongoing project management • Bi-weekly coordination meetings, agendas, notes and action tracking; shared workspace management and day-to-day coordination
• State of the City activities to be scoped separately. • Social media management and monitoring
• Content development, design, scheduling and posting (up to 10 posts/week); daily monitoring (7 days/week) and response coordination; public safety content monitoring and resharing; social media archival coordination
• Media relations support
• Press releases and official statements (up to 24 annually), media inquiry coordination and messaging support; writing support for speeches, articles and presentations • Proofreading and editing
• Copyediting and quality control for City-provided materials; compliance with City style guide and branding standards
• Communications planning and coordination
• Triannual planning sessions with leadership; development and maintenance of a rolling communications calendar; outreach planning for City initiatives and events; QR code creation and tracking
• Print and digital communications support
• Quarterly print newsletter (content development, design and coordination); monthly digital newsletter (LCF Bulletin); recurring Outlook newspaper ads (2 per month) • Website content and coordination
• Posting of City-approved content; routine updates and ADA compliance review; vendor coordination and technical support; supporting digital graphics aligned with City initiatives
28 hours*
38 hours
19 hours
4 hours
5 hours
56 hours**
6 hours
$3,780
$5,420
$3,110
$600
$690
$6,690
$880
MONTHLY TOTAL 156 HOURS $21,170
Monthly retainer
*Assumes triannual
planning sessions will
replace standing biweekly meetings when
scheduled
**Allocates cost for 4
quarterly productions
equally across 12
months
26 4.6 References and
sample work
26
27 References
CITY OF ENCINITAS
Jennifer Campbell | City Manager | [email protected] | 760-633-2612 Client since 2018
Services provided: economic development campaign, community outreach, public participation, strategic communications plan, ongoing communications support
CITY OF GLENDORA
Adam Raymond | City Manager | [email protected] | 626-914-8201 Client since 2023
Services provided: communications audit, department communications plan, citywide brand and ongoing communications support
CITY OF SAN MARCOS
Michelle Bender | City Manager | [email protected] | 760-744-1050 Client since 2016
Services provided: community engagement, public participation, strategic communications plan, community rebrand and launch, ongoing communications support (serve as city PIO)
CITY OF TUSTIN
Aldo Schindler | City Manager | [email protected] | 714-573-3012 Client since 2019
Services provided: community engagement, public participation planning and implementation, media relations, strategic communications plan, community rebrand and launch
COUNTY OF MERCED
Erick Serrato | Director of Workforce Investment | [email protected] | 209-724-2000 Client since 2024
Services provided: strategic communications plan, workforce development board branding, ongoing communications support
28 CASE STUDY THE OPPORTUNITY
San Marcos was rapidly growing and
needed to unify its messaging, outreach
and branding. With inconsistent visuals
and communications, the City sought a
comprehensive plan to reflect its identity,
support economic development, and guide
everything from public engagement and
recruitments to wayfinding signage.
THE APPROACH
JPW developed a strategic
communications plan that brought all
City messaging and branding under
one cohesive vision. Through research,
stakeholder engagement and creative
development, JPW launched the “Discover
Life’s Possibilities” brand, rolled out
new wayfinding signage, and later led
campaigns such as “Re:Discover San
Marcos” to spotlight local businesses.
THE REWARD
As the City’s ongoing PIO, JPW managed
communications, media relations and
campaign strategy, ensuring the plan
informs every aspect of City outreach.
San Marcos now enjoys a unified,
award-winning brand and proactive
communications that have increased
engagement, strengthened economic
development, and built lasting community
pride. The strategic plan remains the
foundation for it all.
City of
San
Marcos
29 CASE STUDY THE OPPORTUNITY
In the middle of a global pandemic, the
City of Tustin embarked on an ambitious
effort to develop its first strategic
communications plan and community
brand. The goal was to improve how the
City connected with residents, elevate
opportunities for growth and build deeper
trust through transparency—all while
operating with a lean communications
function and navigating increasing
complexity.
THE APPROACH
JPW led a comprehensive research
and strategy process and developed
a communications plan and brand in
tandem, grounded in Tustin’s identity and
future vision, and anchored by the tagline
“Remembering what connects us.” As the
work progressed, JPW transitioned into
an ongoing partner role, which included
supporting the City during high-pressure
moments, most notably the emergency
response when one of Tustin’s historic
WWII hangars burned down. JPW
developed timely messaging during the
situation that drew notable attention.
THE RESULTS
The strategic communications plan
and community brand were adopted
unanimously by the Tustin City Council in
early 2022 and praised for their clarity and
vision. JPW supported implementation
through the development of a
comprehensive, interactive brand toolkit,
including templates, collateral and digital
assets to ensure consistency across all
communications. Beyond the initial rollout,
the City gained a trusted communications
partner—bringing added capacity, structure
and confidence to both day-to-day efforts
and critical moments.
City of
Tustin
30 CASE STUDY
THE OPPORTUNITY
The City of Encinitas, a coastal community
with high public interest and engagement,
required ongoing communications
support to manage both day-to-day
needs and high-profile initiatives.
From major infrastructure projects to
community-facing communications, the
City needed a partner who could provide
strategic guidance, hands-on execution
and the flexibility to respond quickly in
critical moments.
THE APPROACH
JPW partners with the City as an
extension of its team, providing strategic
counsel, social media management and
department-level support. We develop
key communications such as the State
of the City speech and presentations
and produce its Annual Report. We also
support public engagement for highprofile projects, helping communicate complex initiatives. During critical
incidents, including a bluff collapse and
shark attack, we coordinated the City’s
response.
THE RESULTS
Through this partnership, Encinitas
strengthened its ability to communicate
effectively across a wide range
of situations. The City benefited
from: consistent, well-managed
communications across departments
and channels; clear and engaging
leadership messaging and publications;
effective public engagement on complex
projects; and c oordinated and timely
communication during emergency
situations. JPW continues to provide
ongoing support, bringing added capacity,
strategy and reliability to communications.
City of
Encinitas
31 CASE STUDY
THE OPPORTUNITY
Public agencies face a wide range of
emergencies, often with little warning
and intense public and media scrutiny.
In these moments, clear, timely and
coordinated communication is essential
to maintaining public trust and supporting
effective response efforts. Agencies need
more than reactive support; they need a
partner who understands how to prepare
in advance, operate within high-pressure
environments and communicate with
confidence when it matters most.
THE APPROACH
JPW supports agencies through a
structured emergency communications
approach that includes pre-approved
messaging, scenario planning and realtime coordination during active incidents.
We work within EOC environments,
manage high-volume communications
and ensure consistent messaging
across channels during rapidly evolving
situations.
THE RESULTS
JPW has helped agencies navigate
complex, high-visibility emergencies
with greater coordination, clarity and
confidence. We provide:
• Faster organized communication
• Consistent messaging
• Improved coordination internal teams
• Increased readiness
We step in quickly, integrate
seamlessly and support agencies when
communication is most critical.
Emergency
support
32 SAMPLES
DESIGNED FOR PRINT
• AVentures Magazine
• Calleguas Municipal Water District
Landscape Guide
• Encinitas annual report
• Lancaster Outlook
• Menifee Matters
• Western Water OnTap
DESIGNED FOR DIGITAL
• Carlsbad Life in Action (blog)
• Carlsbad Life in Action (social)
• City of San Luis Obispo (projectspecific content)
• City of Tustin (project-specific content)
• Santa Ana Watershed Project
Authority (campaign)
Content
33 Appendix
33
34 Financial and/or relational
disclosure
JPW Communications has no financial or professional affiliations with the City of La Cañada Flintridge or with any property owners adjacent to the project sites.
35 We never know where the process “
will take us.
Jenny Windle is the founder and CEO of JPW
Communications, a California-based agency
redefining how local governments connect
with their communities. Since launching JPW
in 2015, Jenny has transformed the firm from
a one-woman startup into one of the state’s
most trusted and creative public outreach
partners known for blending strategic rigor
with human-centered storytelling.
Before founding JPW, Jenny spent nearly two
decades inside local government, leading
award-winning communications programs
for three California cities and the Port of San
Diego. That experience shaped her belief that
public agencies deserve the same caliber of
creativity and strategy as the private sector,
and that continues to anchor JPW’s mission.
Now in its tenth year, JPW is building toward
a bold vision: to become California’s premier
government communications company. Under
Jenny’s leadership, the team continues to
elevate public sector storytelling, proving that
government communications can be both
inspired and impactful.
EDUCATION
Cal State University, Northridge
Master’s in Public Administration
Western Washington University
Bachelor of Arts in Communications
California State University, Fresno
Certificate in Economic Development
JENNY WINDLE
PRESIDENT
Project
experience
BRANDING
California Association of Public
Information Officials (CAPIO), City
of Glendora, City of Lake Forest, City
of San Marcos, Government Training
Agency, M2C, Inc., Western Water
ECONOMIC DEVELOPMENT
City of Carlsbad, City of Palmdale,
City of Riverside, City of San Diego,
City of San Marcos, City of Vista,
County of Merced, Innovate78, Port
of San Diego, North Valley THRIVE
MARKETING CAMPAIGNS
County of Marion, County of San Luis
Obispo, San Marcos Unified School
District
PUBLIC PARTICIPATION/
COMMUNITY OUTREACH
Cardiff School District, City of
Carlsbad, City of Tustin, Olivenhain
Municipal Water Department, Port
of San Diego, Sacramento Sewer
District, San Diego County Water
Authority, Sweetwater Authority
STRATEGIC COMMUNICATIONS
City of Glendora, City of San
Marcos, County of Merced, County
of San Diego, Long Beach Water
Department, Rancho California Water
Agency, Sweetwater Authority,
Western Water