1 City of Lake Elsinore
Downtown Developments Project
Proposed Public Outreach Services Work Plan (24 Months)
The City of Lake Elsinore (City) is currently revitalizing its historic Downtown area. To support this ini
a
ve, a unified outreach and engagement plan is essen
al to keep stakeholders and the public
informed about ongoing developments. Arellano Associates (AA) will work with the City Team to help develop a cohesive public outreach program for the Downtown Development Projects. The outreach program will share with the stakeholders the general scope of work for developments in progress, an
cipated schedules, and opportuni
es for input.
TASKS & DESCRIPTIONS
Task 1: Project Management & Administra
on
AA will support the project team by a+ending monthly team mee ngs and facilita
ng ongoing
administra
ve and management tasks necessary to support the project.
Deliverables:
• A+endance at monthly check-in mee
ngs, as needed
• Monthly invoice packages and progress reports
Task 2: Outreach Plan & Reports
AA will develop a comprehensive and flexible Public Outreach Plan (Plan) describing outreach strategies, engagement activities, and proposed schedule. The Plan aims to emphasize meaningful engagement and active participation with a variety of stakeholder groups. The Plan will outline specific strategies f or engagement, with particular consideration for the b usiness community. In addition to describing the overall vision, key collaterals, and deliverables schedule, the Plan will identify the following:
• Targeted audiences and tailored no
fica
on tac
cs
• Digital outreach and engagement tools and pla2orms
Deliverables:
• Outreach Plan
• Perodic reports, as needed per development
Task 3: No
fica
on Strategy
To promote project awareness, AA recommends using a multifaceted outreach approach that provides targeted outreach to key community stakeholders and takes a broader strategy to reach the general public. This means relying on new and established relationships with businesses and community groups to promote the project’s messaging and provide details about upcoming developments. AA will work with the City’s Public Information Office to develop a notification plan for each development project.
Tactic examples may include:
• Eblasts
• Social media calendar
• City Newsle+ers
• Digital Toolkits
• Construc
on Updates
2 Deliverables:
• No
fica
on Plans for each development (up to 6)
Task 4: Branding, Collateral & Website
AA will develop cohesive branding and logo for the project. The branding will represent a visual identity for the multiple development projects, including color schemes, typography, and other design elements.
The project’s logo and branding will serve as a recognizable representation of the project and will be used across all collateral materials. AA will also create one (1) PowerPoint Template and up to four (4) collateral material sets to support the outreach process, and may include a factsheet, FAQ, and social media graphics. After approval of English content, AA will translate appropriate collateral into Spanish.
AA will also develop and maintain a project webpage on the existing City website with added and recommended Arc GIS StoryMap capability. The website will serve as the central repository of information for each downtown development project. AA will work with the City on website content and mapping data, prior to final posting.
Deliverables:
• Project Branding
• One (1) onsite photo & video session
• Up to four (4) sets of collateral materials
• Wri+en transla
ons for collateral in Spanish
• Website design and maintenance
Task 5 Stakeholder Database
To ensure stakeholders are informed at key touchpoints, AA will build a stakeholder database by utilizing the I-15/SR-74 database list and existing City contact lists and by gathering stakeholder contacts throughout the project. The initial list will also include stakeholders from local community-based organizations, academic institutions, business owners, regional agencies, and other appropriate contacts. AA will collaborate with City staff to review and reconcile existing contact lists into one comprehensive database. AA will maintain the database throughout the project and add contacts as stakeholders join the mailing list.
Assumptions:
• City will share recent stakeholder databases and contacts Deliverables:
• Stakeholder database & maintenance
Task 6 Stakeholder Briefing Support
Throughout the project, the team may need to conduct targeted stakeholder briefings. For this effort, AA will provide presentation content related to the ou treach process, assist with logistics and materials development, attend, and prepare presentation summaries.
Assumptions:
• City will lead main presentation content
Deliverables:
3 • Planning, attendance, facilitation if directed and documentation of up to 3 Stakeholder Briefings
AA Budget
Downtown Development Projects
Public Engagement Support
24 months 5/28/2024
LABOR COSTS TOTAL
*Rate: 195.19$ 147.06$ 147.06$ 128.34$ 117.65$ 90.91$ 74.87$ Task Description Hours Cost Hours Cost Hours Cost Hours Cost Hours Cost Hours Cost Hours Cost Hours Cost 1 Project Management & Administration 36 7,026.84$ 72 10,588$ - -$ - -$ - -$ - -$ - -$ 108 17,615.16$ 2 Outreach Plan & Reports 5 975.95$ 20 2,941$ - -$ - -$ - -$ 35 3,182$ 15 1,123$ 75 8,222.05$ 3 Notification Strategy 75 14,639.25$ 150 22,059$ - -$ - -$ - -$ 100 9,091$ 65 4,867$ 390 50,655.80$ 4 Branding, Collateral & Website 25 4,879.75$ 75 11,030$ 45 6,618$ 25 3,209$ 25 2,941$ 100 9,091$ - -$ 295 37,767.70$ 5 Stakeholder Database 2 390.38$ 10 1,471$ - -$ - -$ - -$ 25 2,273$ 15 1,123$ 52 5,256.78$ 6 Stakeholder Briefing Support 12 2,342.28$ 24 3,529$ - -$ - -$ - -$ 12 1,091$ - -$ 48 6,962.64$ LABOR SUBTOTAL 155 30,254.45$ 351 51,618$ 45 6,618$ 25 3,209$ 25 2,941$ 272 24,728$ 95 7,113$ 968 126,480.13$ ESTIMATED DIRECT COSTS**
Mileage 1,000.00$
Prints 1,000.00$
Translation 3,000.00$
Digital Tools 500.00$
SUB-TOTAL 5,500.00$
TOTAL PROPOSED BUDGET 131,980.13$
* Fully Burdened rate is inclusive overhead and profit fee ** To be billed at actual cost.
City of Lake Elsinore
Stacey Falcioni Stephanie Espinoza Kyle Santiago Dan Oberle Nancy Verduzco Assistant Project CoordinatorProject CoordinatorProject Manager Deputy Project Manager Creative Lead Media Lead Sr. Tech Coordinator