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Professional Services Agreement; December 2018
AGREEMENT FOR SERVICES
THIS AGREEMENT FOR PROFESSIONAL SERVICES is made and entered into this _____day of May 2026, by and between the CITY OF LANCASTER, a municipal corporation and charter city, (“City”), and TRIPEPI SMITH & ASSOCIATES, INC. , a California Corporation. (“Service Provider”) (collectively, sometimes referred to hereinafter as the “Parties”).
RECITALS
WHEREAS, the City desires to engage Service Provider to perform certain technical and professional services, as provided herein, identified as:
GENERAL COMMUNICATIONS
& MARKETING SUPPORT SERVICES(THE “SERVICES”)
WHEREAS, the principal members of Service Provider are qualified and duly registered/licensed under the laws of the State of California, and Service Provider desires to accept such engagement;
NOW, THEREFORE, the parties agree as follows:
1. Parties to the Agreement.
The parties to this Agreement are:
A. CITY: City of Lancaster
B. SERVICE PROVIDER: TRIPEPI SMITH & ASSOCIATIES, INC.
2. Notices. All written notices required by or related to this Agreement shall be sent by Certified Mail, Return Receipt Requested, postage prepaid and addressed as listed below. Neither party to this Agreement shall refuse to accept such mail; parties to this Agr eement shall promptly inform the other party of any changes of address. All notices required by this Agreement are effective on the day of receipt, unless otherwise indicated herein.
CITY City of Lancaster
Attn: Trolis Niebla, City Manager
44933 North Fern Avenue
Lancaster, California 93534
SERVICE PROVIDER Tripepi Smith & Associates
Attn: Ryder Todd Smith
27702 Crown Valley Parkway Suite D4 #139
Ladera Ranch, CA 92694
3. Successors and Assigns. The terms hereof shall be binding upon and inure to the benefit of the successors and assigns of the parties hereto; provided, however, that no party hereto shall assign
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Professional Services Agreement; December 2018
any of the benefits and burdens hereunder, whether voluntarily or by operation of law, without prior written consent of the other party, and any such assignments without said consent shall be void.
4. Description of Work. The City hereby engages Service Provider, and Service Provider accepts such engagement, to perform professional services set forth in “Scope of Services and Rates Schedule,” attached hereto as Exhibit “A” and incorporated herein by reference. Service P rovider shall perform and complete, in a manner satisfactory to the City, all work and services set forth in Exhibit “A.” The City Manager or his designee shall have the right to review and inspect the work during the course of its performance at such times as may be specified by the City Manager, or his designee.
5. Obligations of the Service Provider.
A. Service Provider shall perform as required by this Agreement and in accordance with the Scope of Services and Rates Schedule set forth in Exhibit A.
B. Service Provider shall be responsible for payment of all employees’ wages and benefits, and shall comply with all requirements pertaining to employer’s liability, workers’ compensation, unemployment insurance, and Social Security.
C. Service Provider shall not subcontract any of the work required to perform the Services without the express prior written approval of the City.
City hereby expressly approves the
subcontracting of supplying and printing envelopes to Victor Envelopes.
6. Hold Harmless and Indemnification . Service Provider agrees to indemnify and hold harmless the City, its elected officials, officers and employees, from and against any and all third- party claims, losses, obligations, or liabilities whatsoever, including reasonable attorney’s fees, incurr ed to the extent arising out of or related to Service Provider’s negligent or willful wrongful acts, errors or omissions, or those of its employees or agents. Service Provider agrees to defend the City, its officers and employees, using counsel of the City’s choosing, from and against any and all claims covered by the indemnity in the preceding sentence.
7. Amendments. Any amendment, modification, or variation from the terms of this Agreement shall be in writing and shall be effective only upon mutual written approval by the City and Service Provider.
8. Non-Discrimination and Equal Employment Opportunity.
A. In the performance of this Agreement, Service Provider shall not discriminate against any employee, subcontractor, or applicant for employment because of race, color, religion, ancestry, sex, national origin, physical or mental disability or age. Service Provider will take affirmative action to ensure that subcontractors and applicants are employed, and that employees are treated during employment without regard to their race, color, religion, ancestry, sex, national origin, physical or mental disability or age. Affirmative action relating to employment shall include, but not be limited to the following: employment, upgrading, demotion or transfer; recruitment; layoff or termination; rates of pay or other forms of compensation; and selection for training including apprenticeship.
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Professional Services Agreement; December 2018
B. The provisions of subsection A above shall be included in all solicitations or advertisements placed by or on behalf of Service Provider for personnel to perform any services under this Agreement. The City shall have access to all documents, data and records of Service Provider and its subcontractors for purposes of determining compliance with the equal employment opportunity and non- discrimination provisions of this Section.
9. Term; Effective Date. This Agreement shall become effective and shall be in full force and effect upon the execution of the Agreement by the City and the Service Provider. This Agreement shall continue in full force and effect for twelve (12) months, unless the Agreement is sooner terminated in accordance with this Agreement; provided, however, that the City and the Service Provider may mutually agree in writing to extend the Term of this Agreement.
10. Termination.
A. For Convenience. The City may terminate this Agreement at any time without cause by giving thirty (30) days written notice to the other party of such termination and specifying the effective date thereof. In the event of termination of this Agreement, Se rvice Provider will be paid for work completed through the date of termination within thirty (30) days following submittal of a final invoice.
B. For Cause. If Service Provider fails to perform the services called for by this Agreement or so fails to make progress as to endanger performance of this Agreement in accordance with its terms, Service Provider shall correct such failure within ten (10) da ys (or such longer period that the City may authorize in writing) after receipt of notice from the City specifying such failure.
Should the failure not be corrected within this time period, the City may immediately terminate the Agreement by written notice to Service Provider.
C. In the event of termination, whether for convenience or cause, reports, plans, studies and other documents (collectively, “documents”) related to the Services shall become the City’s property. Service Provider shall provide all documents to the City that h ave not yet been within ten (10) calendar days after termination of the Agreement.
11. Independent Contractor. Service Provider is an independent contractor and shall have no power or authority to incur any debt, obligation or liability on behalf of the City. It is expressly understood between the Parties to this Agreement that no employee/employer relationship is intended.
12. Insurance.
A. The Service Provider, at its expense, shall maintain in effect at all times during the term of this Agreement the following coverage and limits of insurance, which shall be maintained with insurers listed “A-, VIII” or better in the Best’s Key Rating Guide:
Commercial General Liability
Each Occurrence $1,000,000
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Professional Services Agreement; December 2018
Per Project General Aggregate $2,000,000
Including Products/Completed Operations; Contractual Liability/Independent Contractors; Property Damage
(Coverage shall be at least as broad as ISO form CG2010 11/85 or CG2010 07/04 and CG2037 07/04 combined, or an equivalent providing ongoing and completed operations)
Commercial Automobile Liability
Combined Single Limit per Accident for
Bodily Injury and Property Damage $1,000,000
(Coverage shall be at least as broad as ISO form CA00 01)
Workers Compensation
As Required by the State of California Statutory Limits
Employers’ Liability
Each Accident $1,000,000
Bodily Injury by Disease $1,000,000
Each Employee $1,000,000
(A Waiver of Subrogation must be provided on behalf of the Certificate Holder for the Workers Compensation & Employers’ Liability policies)
Professional Liability
Each Occurrence $1,000,000
General Aggregate $1,000,000
B. The Service Provider’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insured’s liability.
C. Professional liability insurance written on a “claims made” basis must be renewed for a period of three (3) years after this contract expires or is terminated. Such insurance must have the same coverage and limits as the policy that was in effect during t he term of this contract and will cover Service Provider for all claims made by the City insured entities arising out of any acts or omissions of Service Provider or its officers, employees, or agents during the time this Agreement was in effect.
D. Any deductibles or self -insurance retentions must be declared and approved by the City. At the City’s option, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City insured entities or the insurer shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses.
E. All insurance shall be primary and non- contributory as respects the City insured entities. Any insurance or self -insurance maintained by the City insured entities shall be in excess of the Service Provider’s insurance and shall not contribute with it.
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Professional Services Agreement; December 2018
F. Service Provider shall furnish the City with Certificates of Insurance and with original endorsements effecting coverage required by this Agreement. Certificates of Insurance shall meet the following requirements:
(1) Show that the insurance policy has been endorsed to state that coverage shall not be suspended, voided, cancelled, reduced in coverage or in limits except after 30 days’ prior written notice (10 days’ written notice for non-payment) to the City of Lancaster.
(2) List in the “Descriptions of Operations/Locations/Vehicles” section:
General Communications and Marketing Support Services
The City of Lancaster, its elected officials, officers, employees and volunteers are included as additional covered parties, but only insofar as the operations under this contract are concerned.”
(3) List in the “Certificate Holder” section:
The City of Lancaster, 44933 Fern Avenue, Lancaster, California 93534.
13. Ownership of Documents . All plans, specifications, reports, studies, maps and other documents prepared or obtained by Service Provider in the course of performing the work and are required by this Agreement to be delivered to the City shall be the property of the City. Basic sketches, charts, computations and similar data prepared or obtained by Service Provider under this Agreement shall, upon request, be made available to City without restriction or limitation on their use. Service Provider’s pre - existing copyrights remain the property of the Service Provider.
14. Data Provided to Service Provider. City shall provide to Service Provider, without charge, all data, including reports, records, maps and other information, now in the City’s possession which may facilitate the timely performance of the work described in Exhibit A.
15. Service Provider’s Warranties and Representations.
Service Provider warrants and represents to City as follows:
A. Service Provider has not employed or retained any person or entity, other than a bona fide employee working exclusively for Service Provider, to solicit or obtain this Agreement.
B. Service Provider has not paid or agreed to pay any person or entity, other than a bona fide employee working exclusively for Service Provider, any fee, commission, percentage, gift, or any other consideration contingent upon or resulting from the execution of this Agreement. Upon any breach or violation of this warranty, City shall have the right, in its sole discretion, to terminate this Agreement without further liability, or, in the alternative, to deduct from any sums payable hereunder the full amount or value of any such fee, commission, percentage or gift.
C. Service Provider has no knowledge that any officer or employee of the City has any interest, whether contractual, noncontractual, financial, proprietary, or otherwise, in this transaction or in the business of the Service Provider, and that if any such interest comes to the knowledge of Service
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Professional Services Agreement; December 2018
Provider at any time, a complete written disclosure of such interest will be made to City, even if such interest would not be deemed a prohibited “conflict of interest” under applicable laws.
D. Upon the execution of this Agreement, Service Provider has no interest, direct or indirect, in any transaction or business entity which would conflict with or in any manner hinder the performance of services and work required by this Agreement, nor shall any such interest be acquired during the term of this Agreement.
16. Resolution of Disputes.
A. Disputes regarding the interpretation or application of any provisions of this Agreement shall, to the extent reasonably feasible, be resolved through good faith negotiations between the parties.
B. If the parties cannot resolve the dispute through good faith negotiations, either party may give Notice of Dispute to the other party. The Notice of Dispute shall state the nature of the dispute and the corrective action necessary to remedy the dispute.
After Notice of Dispute, the parties shall first attempt to resolve any disputes by mediation. The parties shall agree on a single mediator . Mediation shall be conducted in Lancaster, California. Each party shall pay its own attorneys’ fees and the costs of mediation shall be split equally between the parties.
If the dispute has not been resolved by mediation within 45 days after Notice of Dispute, or the parties are unable to agree to a mediator, within 15 days after Notice of Dispute, then, the dispute may, upon agreement of the parties be resolved by binding arbitration.
C. If any action at law or in equity is brought to enforce or interpret any provisions of this Agreement, the prevailing party in such action shall be entitled to reasonable attorney’s fees, cost and necessary disbursements, in addition to such other relief as may be sought and awarded.
17. Exhibits.
The following exhibits to which reference is made in this Agreement are deemed incorporated herein in their entirety:
Exhibit “A” Scope of Services and Rates Schedule
18. Governing Law.
This Agreement shall be governed by the laws of the State of California.
19. Effective Date.
This Agreement shall become effective as of the date set forth below on which the last of the parties, whether City or Service Provider, executes said Agreement.
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Professional Services Agreement; December 2018
[Signatures begin on next page.]
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Professional Services Agreement; December 2018
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed and attested by their respective officers thereunto duly authorized.
CITY OF LANCASTER
LANCASTER, CALIFORNIA
By:
Trolis Niebla, City Manager
Dated:
SERVICE PROVIDER
TRIPEPI SMITH & ASSOCIATES, INC.
By:
Ryder Todd Smith, President
Dated:
ATTEST:
City Clerk
APPROVED AS TO FORM:
City Attorney
CONTRACT SUBMISSION APPROVAL:
__________________________________________
Department Head
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Professional Services Agreement; December 2018
EXHIBIT A
SCOPE OF SERVICES
AND RATES SCHEDULE
[SEE NEXT PAGE ]
Strategic Communications Support
Services
City of Lancaster
January 1, 2026
By: Ryder Todd Smith
Co-founder & Principal
Tripepi Smith & Associates
Single Source Communications
Tripepi Smith & Associates
2 Table of Contents
COVER LETTER ................................ ................................ ............. 3 TRIPEPI SMITH REFRESHER ................................ ........................ 4 TRIPEPI SMITH TEAM ................................ ................................ .... 7 PROJECT UNDERSTANDING/SCOPE OF WORK ......................... 8 COST PROPOSAL ................................ ................................ ........ 15
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Tripepi Smith & Associates
3 COVER LETTER
Thank you for the opportunity to present Tripepi Smith’s offerings in response to the City of Lancaster’s need for expanded Strategic Communications Support Services.
The City is experiencing a demand for an increased volume of communications support in addition to a demand for a greater diversity of services, and this proposal outlines Tripepi Smith’s response to those increased needs. This proposal offers all requested information, including Tripepi Smith’s understanding of your needs, our approach, our cost proposal and more.
Tripepi Smith has a deep understanding of the City of Lancaster, having supported the City in various communications efforts since 2019. We are intimately familiar with your brand, your voice and your preferred workflows. Tripepi Smith understands the unique dynamics of local government agencies, from the Antelope Valley (where we are also currently supporting the City of Palmdale) and across California and other western states.
The team consists of over 70 communication experts — robust enough to support your goals, yet small enough to be nimble and responsive. Within Team Tripepi Smith, we have the expertise and the adaptability to flex to Lancaster’s varying communications needs over time. Lancaster will need only one communications partner.
We are eager to further our collaboration and build upon our shared achievements. It is an honor to be considered for this upcoming phase. We look forward to the chance to explore our proposal with you further.
Authorization
I affirm that I have the legal authorization to bind Tripepi Smith into agreements with the City of Lancaster and to make the statements below on behalf of the firm. This proposal is valid for up to seven months from the date of submission. [email protected] is our preferred point of contact throughout the evaluation process.
Regards,
Ryder Todd Smith
Co-Founder & President, Tripepi Smith & Associates, Inc.
[email protected] • (626) 536-2173 • 27702 Crown Valley Parkway, D4#139, Ladera Ranch, CA, 92694
Single Source Communications
Tripepi Smith & Associates
4 TRIPEPI SMITH REFRESHER
A Public Affairs Firm that Understands Local Government Tripepi Smith excels in public affairs and marketing. Founded in 2000 and incorporated as a California corporation in 2002, the company is headquartered in Orange County, California, with staff throughout the western United States. We work in a complex environment where successful communications go hand-in-hand with marketing and technical expertise. As a full-service marketing and creative services firm, Tripepi Smith offers the right professionals for the job while being small enough to be nimble and responsive. Our team offers a broad spectrum of experience and skills that allow us to apply the appropriate resource to the appropriate tasks; this allows us to execute work faster and reduce engagement costs.
Tripepi Smith's team comprises over 70 full-time professionals experienced in local government. Our staff includes former municipal employees with backgrounds in creative services, public information and city management, as well as seasoned directors, analysts and practice area specialists. Accredited public relations (APR) professionals guide effective messaging while policy wonks provide counsel on public affairs. TS Creatives fashion compelling branding, websites, print and digital design, social media, photography and videography. We employ multiple FAA-certified drone pilots and operate a full-scale video production studio with extensive event and broadcast experience.
The Result: We can tell a complete story across media, all within our one team.
Firm Structure and Financial Matters
Tripepi Smith was founded in 2000 and incorporated in 2002 as a California S Corporation. The firm has two corporate officers, who are also the co-founders with equal ownership of the business:
Co-Founder & President Ryder Todd Smith
Chief Financial Officer Nicole Smith
Ryder and Nicole have signing authority to bind Tripepi Smith into agreements with clients. Tripepi Smith has generated a profit every year it has been in operation. We have never had a legal claim filed against us and have never failed to fulfill a contract commitment.
In addition to the President/CEO and CFO, multiple principals and directors oversee the day-to-day operations of a team of analysts, graphic designers, photographers and videographers. Please refer to our Org Chart for full details.
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5 Grounded in Civic Affairs
CFO Nicole Tripepi Smith is a second-generation civic-affairs professional (her father was a city manager for 28 years). President Ryder Todd Smith brings over 25 years of public agency marketing and communications experience to the table.
Office Locations
Since early 2017, Tripepi Smith has operated in a completely virtual office environment. Being virtual enhances operational resilience and grants us access to a flexible and diverse workforce. The team — composed of policy wonks, creative message developers, broadcast specialists, videography experts, technology gurus and graphic artists — resides throughout Arizona, California, Idaho, Montana, North Carolina, Tennessee, Texas, Utah, Washington, with a majority based in California.
Contact Information
Email: [email protected]
Phone: (626) 536-2173
Mail: 27702 Crown Valley Parkway, D4#139, Ladera Ranch, CA, 92694
Single Source Communications
Tripepi Smith & Associates
6 Our Services
Tripepi Smith operates at the intersection of marketing, technology and public affairs. We excel in each of these areas, but the true power lies in our ability to seamlessly integrate them. This holistic approach allows us to craft impactful solutions for our clients.
Strategy, Marketing,
Communications
Creative Services
Strategic Development, Research,
Surveys, Messaging
Social Media Management
Web and Social Media Strategy,
Optimization (SEO), Metrics
Web Hosting and Support
Email Campaigns
Relations
(Media, Stakeholders, Public, Government)
Support and Training for Events,
Presentations and Virtual Gatherings
Digital, Print, Radio,
Out-of-Home Advertising
Staff Training
(Media, Social Media, Photo, Brand Implementation)
Association Management Services
Full-Service Graphic Design
for Digital, Print and Outdoor
Brand and Logo Development
Content Creation
(Writing, Editorial, Thought Leadership)
Output Services
(Digital Distribution, Print Management, Mail
Management)
Illustration and Information Graphics
Photography
Videography, Broadcasting, Podcasting,
Drone
Event Production, Technical and AV
Support
Animation and Motion Graphics
Web Design and Implementation
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Tripepi Smith & Associates
7 TRIPEPI SMITH TEAM
Organization Chart
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Tripepi Smith & Associates
8 PROJECT UNDERSTANDING/SCOPE OF WORK
Lancaster’s Needs
The City is seeking an integrated parter to advise upon, plan and execute strategic communications to advance the City’s priorities. The City doesn’t just need more content; it needs alignment and clarity in terms of communications regarding where Lancaster is headed as a City.
That is precisely what Tripepi Smith plans to deliver upon through this proposed work. With Tripepi Smith as a strategic communications partner, we don’t just execute — we help you navigate the future.
Tripepi Smith’s Approach
Strategic Communications Support Services
Tripepi Smith provides a strategic communications extension of the City’s leadership team. To meet the City’s need for an integrated, highly engaged partner, we offer a comprehensive suite of services designed to align communications efforts with the City’s overarching mission.
CORE STRATEGIC PILLARS
Proactive Strategic Governance
• Triannual Strategic Communications Planning Sessions: We move beyond status updates to conduct deep-dive strategic sessions. These meetings serve to recalibrate the City’s communications against emerging events and issues, legislative shifts, and Council priorities, ensuring the City’s communications roadmap remains agile and relevant. • Cross-Departmental Synergy & Support: We support empowering departmental efforts while ensuring brand and messaging consistency. By facilitating cross-departmental planning and delivering communications support to departments as needed, we ensure that departments speak with a unified voice while advancing efficiency of effort. • Strategic Communications Plan: We develop a foundational roadmap that isn’t a static document, but a dynamic strategy. This plan defines the City’s communications goals and objectives and establishes key performance indicators necessary to measure success.
High-Stakes Advisory & Capacity Building
• On-Call Executive Counsel: Strategy happens in real-time. Our team provides 24/7 on-call advice for sensitive issues, crisis mitigation, and high-level communications navigation, acting as a trusted sounding board for City leadership and staff.
• Media Empowerment Training: We empower City leaders and staff to share clear, impactful stories.
Our team trains participants to stay on message and enhance their confidence, through message map development, mock interviews, mock press conferences, and group feedback. Our Media Empowerment Training will elevate your media relations strategy and ensure the City’s message is heard clearly, even in high-pressure environments.
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9 • Resident Academy & Community Literacy: We support the development of Resident Academies to build a pipeline of informed, engaged community ambassadors, fostering a deeper understanding of municipal governance and long-term City goals.
Integrated Multi-Channel Execution
• Digital Ecosystem Stewardship: We treat the City’s website and social media as active engagement hubs. Our approach focuses on user experience and storytelling to ensure residents find value in every digital touchpoint.
• Narrative Development (Press & eNews): We tell the City's story through high-impact news articles, eNewsletters, and press releases.
• Strategic Design & Visual Identity: Our graphic design services ensure that every visual asset — from infographics to formal reports — reinforces a professional, transparent, and modern image of the City.
Data-Driven Accountability
• Monthly Metric & Analytic Report: We deliver actional reports of the key performance indicators 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 helps us evaluate success and provides valuable insights to inform ongoing communication strategy.
Ancillary Strategic Assets
Tripepi Smith stands ready to deploy additional specialized resources to support the City’s big-picture goals. Such support may include, but is not limited to:
• Policy & Procedure Optimization: Reviewing and drafting internal communications policies to ensure organizational consistency.
• Multimedia Storytelling: High-end photography and video production that humanizes City staff and highlights priority events, programs and successes.
Dedicated Website(s) Development
The City has expressed a desire for at least one standalone website, dedicated to a particular department, event or issue. Tripepi Smith builds, hosts and maintains websites on WordPress to ensures that each client website is customized to their unique needs. As a dedicated hosting provider, we also secure all 60+ of our client websites, guaranteeing a 99.99% uptime and uninterrupted access to users.
Dozens of our public agencies, private companies and associations have enjoyed the following workflow in our efforts to help them create a dedicated website. We’re optimistic that this process will reap similar successes for Lancaster as we set out to accomplish goals for your new website.
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10 SCOPE AND IMPLEMENTATION
Tripepi Smith will build a fresh, modern, user-friendly and visually appealing website using an open- source content management system (CMS) called WordPress. WordPress all but guarantees your future website success. Responsive website design ensures your new site is optimized for desktop, tablet and mobile devices. Other features include a dead-simple content management system, a modern and responsive look and feel, custom menus and updated navigation, dynamic homepage slider, custom form integration, language translation, social media feed integration, content library management, 3rd party embed functionality, custom calendar integration, emergency alert banner/popups, custom user roles and ADA compliance capabilities. Upon completion, we will Search Engine Optimize (SEO) your website to ensure visitors can easily discover information.
We begin every website engagement with a kickoff meeting with Tripepi Smith’s project team and staff from Lancaster to go over team introductions, project timeline, website analytics and client expectations.
We then move into our five-phase development process.
Website Development Process
Website Specifications Document (WSD): We work with your stakeholders to envision your new website and identify the goals you wish for it to accomplish. The WSD itself is a core requirements document that ensures our project teams share the same vision for the final website. Getting this document right at the outset is critical to our success on this shared endeavor.
At this stage, we also identify content “buckets” that will eventually need to be filled by either (1) pulling content from the current website or (2) your team creating new content. In order to meet our milestones, it is imperative that you deliver content for the website before we begin programming. A delayed delivery on content could impact our schedule.
While you are responsible for identifying what content needs to be transferred and for writing any new content, know that our team is available to support your efforts at an incremental cost based on our hourly rates.
Website Design: Using the WSD, we will design up to three concepts of the homepage for you to consider. We continue to iterate until we design the look and feel that is just right for your agency.
Website Coding: Next, our web developers focus inward for a few weeks, coding the site to bring your vision to life.
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11 Content Migration and Training: In this phase, we start to populate the new website with content from your existing website and/or the new content you have created. Adding content at this phase helps get ahead of potential layout issues. Toward the end of this phase, we invite you to review the beta site and contribute to a “bug list” that tracks all discovered issues. We encourage authentic engagement during this process. At this time, we will also conduct a staff training session, if applicable.
Quality Assurance Testing and Launch: Last, we conduct a round of testing and quality assurance as we near the home stretch. This ensures a great experience for users on day one of your brand-new website being live in the world. This phase also involves a critical cutover process in which our team will coordinate with your information technology staff to implement DNS changes.
Once the site is “live,” Tripepi Smith provides 30 days of unlimited support to address new bugs or questions. We pride ourselves on our customer service. You will have direct cell phone numbers and emails for all project staff. Remember: we are a phone call away and will address needs for your website as quickly as possible. For the rare, more complex issues that may crop up, we provide a timeline for resolution and ensure a consistent line of communication as we work to resolve the issue.
TECHNOLOGIES
Here is a breakdown of some of the technologies we intend to implement on your website.
ADA Compliance
Public agencies are obligated to meet Section 508 standards to achieve ADA compliance. Design considerations, such as contrast ratios of text to background or the addition of description text to images necessary, can help your website accommodate both visual and non-visual users.
The site we launch will seek to be compliant with the latest ADA standards. However, ongoing website changes and evolving ADA standards could undermine the website’s ADA compliance over time. For example, staff could add an image without alternative text, breaking compliance. Tripepi Smith can train your team to prevent these kinds of issues, but ultimately the onus will be on website editors to remain vigilant as they modify website content. Additionally, while we may achieve compliance with website content, many webpages link to PDFs that will also need to be ADA compliant. Your agency will need to make the PDF documents themselves ADA compliant. We are available to train or assist you in seeking PDF compliance on an hourly basis. Tripepi Smith does not offer legal coverage or assurance of ADA compliance.
To seek ADA compliance, Tripepi Smith will use an online tool to scan your website for potential ADA compliance risks. Because online tools are not 100% accurate (they can overestimate non-compliance), our in-house experts evaluate all results and seek to fix identified non-compliance issues. Tripepi Smith can also implement UserWay, another accessibility feature that empowers visitors to customize your website to their needs.
Browser Compatibility
Your website design will be compatible with popular browsers, including Safari, Google Chrome, Microsoft Edge and Firefox. We also design for compatibility and functionality on mobile and tablet devices.
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12 Search Engine Optimization (SEO)
Your new website will be optimized for today’s modern search engines. Tools like Google Webmaster ensure website content is optimally configured and digested to deliver strong search engine results.
Ongoing tinkering and content generation are fundamental to a solid SEO strategy. Here again, on an hourly basis, Tripepi Smith can provide an SEO strategy, if requested.
Site Traffic Patterns and Reports
Google Analytics is an important website tool for reporting website traffic patterns that can help enhance content strategy. We implement it on every website we create, which includes ensuring your website has a Privacy Policy noting use of cookies and tracking tools. If you already have a Google Analytics account and/or Privacy Policy, we will simply transfer them to your new website.
SSL Certificate
An SSL Certificate is a hallmark for any website today. It keeps user data secure, verifies ownership and keeps attackers from creating fake versions of your website, all of which are all critical to earning user trust. Google Chrome even flags and discriminates against websites without SSL. A staple for all TS- built websites, it updates every 3 months for better SEO, security and encryption.
Language Translation
Google Translate integration supports speakers of different languages who use your website.
Custom Forms
Gravity Forms is a plugin that allows staff to create, customize and implement forms throughout the website to create efficiency. For example, the classic contact form is a popular customer service tool that helps users reach your staff.
Emergency Pop-Up/Landing Page Capabilities
Notifying residents and businesses of emergencies is important. With the user-friendly nature of WordPress, creating a pop-up or landing page for emergency information is easy. We implement pop-up software that allows you to customize HTML-supported emergency notifications that can populate on your homepage (or any other webpages for that matter) when/if needed.
Social Media
We all know the power of social media. Giving it a presence on your website is important to helping users discover your other digital platforms so they can stay up to date with recent happenings. Because there are varying degrees of social media integration into a website, we help you select the right option for your goals.
Third-Party Software Integration
The new website will have the ability to embed iframes, HTML or JavaScript codes to display or link to third-party software, such as agenda software embeds, bill pay tools, event registration and integrated chat bots. We’ll work together to determine your third-party software needs and the best formats for their integration.
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13 WEBSITE HOSTING
Tripepi Smith requires hosting websites for our clients so we can control the WordPress environment and security. This does not prevent you from migrating the website to a different hosting provider at any point.
Tripepi Smith hosts sites on the WPEngine platform (www.WPEngine.com), which operates out of a cloud infrastructure built on the Google Cloud platform (Google has multiple Internet access providers).
WPEngine provides top-notch security to its customers, blocking millions of attacks daily. WPEngine performs backups of the environment (including files and the MYSQL database) daily. Restoration can usually happen within 20 minutes, and 30 days of backups are retained.
Tripepi Smith receives a seven-day prior email notification when an update is going to happen on the server. View details on the SLA with WPEngine on www.WPEngine.com/SLA.
The datacenter in which WPEngine runs their servers recently completed a SSAE 18 report — that document is available upon request.
WPEngine and WordPress allow for optimal ongoing maintenance on the website. WPEngine periodically updates the WordPress platform and PHP languages by testing the instance first, then implementing. This ensures that the latest updates are being tested, then properly integrated into your website.
In addition to WPEngine updates, Tripepi Smith can perform these manually, along with plugin updates.
Before implementing any software, running updates or doing major edits on the website, we run a manual backup of your website. If updating software or platforms, the site will be copied to a staging instance (AKA a sandbox instance), and all updates will be tested and reviewed for quality assurance before being implemented on the live site. This ensures that should any issues arise (though often there are no issues), we can assess and resolve them on the staging instance without interrupting the live site.
WEBSITE SECURITY
Tripepi Smith prioritizes cybersecurity as our operations rely entirely on secure servers, applications, websites and cloud environments.
WordPress constantly updates both the platform and plugins, including security fixes, stability improvements and new functionality. In addition to the constant updates from WordPress, our hosting provider continuously scans our hosted websites for at-risk issues, such as an outdated plugin that poses a breach risk. Once we receive notice of these issues, we resolve them immediately.
Through WPEngine, Tripepi Smith also has access to 24-hour support — not just a hotline or salesperson — but real developers. The WPEngine environment logs and limits the processes that can write to disk, which is how a majority of vulnerabilities and attacks happen, thus making it very hard to exploit our websites. WPEngine blocks over 2+ million attacks every day. A Tripepi Smith-built website has never experienced a data breach or cyberattack. The WPEngine data center also undergoes SSAE- 18 examinations annually.
Single Source Communications
Tripepi Smith & Associates
14 If an attack were to happen, WPEngine would be our "first responders" on the scene, managing and shutting down the attack on the site. They would also notify Tripepi Smith President Ryder Todd Smith of the issue and next steps. We immediately notify the client, address all the issues necessary and mitigate risks.
WEBSITE TECHNICAL SUPPORT
Once the site is built, you can continue to engage our team for 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 surface after implementation.
The dead-simple CMS empowers staff to update the site without assistance from Tripepi Smith.
However, if City staff hit a snag, have trouble with an update or otherwise need help with updating the website, we can provide assistance.
The scope of support does not include adding new functionality, changing the design of the site or adding graphics or other material changes. Such services are provided on an hourly or project quote basis.
Please note that we provide 30 days of unlimited technical support following website launch to address any issues that arise from the website development project that we could not have foreseen.
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Tripepi Smith & Associates
15 COST PROPOSAL
With the City’s current need for an integrated strategic communications partner, Tripepi Smith recommends the proposed services be carried out on a Time & Materials (T&M) model.
This approach delivers maximum effectiveness and cost-efficiency for the City. The City will have access to the full array of Tripepi Smith services, including key expanded services such as strategic communications planning and cross-departmental synergy and support. As opposed to a monthly flat- rate model, the T&M model provides the City the flexibility to “ramp up” or “ramp down” efforts according to budget and priorities. (In other words, the City will only pay for what it needs in a given month.) Cost- effectiveness for the City of Lancaster is further demonstrated by the fact that the City can expect to have access to the Reduced Retainer rates noted below. (See the “Retainer Discount or Volume Discount” section below for details.)
Tripepi Smith estimates a cost of $275,000 for the period from January 2026 through June 2026, and an estimated cost of $550,000 from July 2026 through June 2027.
We will apply the following standard hourly rates and related fees for any authorized work. All work must be clearly authorized in writing before proceeding.
2026-27 Hourly Rates
Standard Reduced Retainer
Principal $380 $310
Director $265 $226
Art/Creative Director $265 $226
Senior Business Analyst $205 $173
Business Analyst $147 $121
Junior Business Analyst $115 $100
Senior Videographer/Animator $205 $173
Senior Photographer $179 $152
Videographer/Photographer $137 $116
Junior Videographer/Photographer $115 $100
Senior Graphic Designer $194 $163
Graphic Designer $137 $116
Junior Graphic Designer $115 $100
Web Developer $205 $184
Junior Web Developer $115 $100
Drone Operator $205 $179
Council Chamber A/V Operator $115 $100
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Tripepi Smith & Associates
16 Add-On: Flat-Rate Website Development Fee
For a dedicated LPD recruitment website (of approximately 10 webpages), the following fees apply:
Flat-Rate Website Development Fee
• $10,245 one-time, flat-rate fee
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.
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.
For the flat-rate website development fee, the following payment schedule applies:
• 25% to initiate work, 25% at start of design phase, 25% at acceptance of design concepts and initiation of programming and 25% at the end upon client acceptance of the delivered website Annual website hosting fees will be billed upon commencement of hosting services, and annually thereafter.
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 January 24 (the anniversary of the 2025 agreement between Tripepi Smith and the City of Lancaster for General Communications and Marketing Support Services).
Otherwise, new rates will be negotiated with each new contract.
Retainer Discount or Volume Discount
When a client’s retainer exceeds $7,150 per month, they gain access to our reduced retainer rates.
Alternatively, if a client commits to spending at least $15,000 a month on a T&M basis with Tripepi Smith, we will use our above reduced retainer rates.
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Tripepi Smith & Associates
17 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 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 searches, and a monthly dashboard.
Custom Meltwater solutions are also available upon request.
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.
Single Source Communications
Tripepi Smith & Associates
18 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.