Santa Ana City Council
August 4, 2026

AGREEMENT WITH TRIPEPI SMITH & ASSOCIATES INC TO PROVIDE

COMMUNICATIONS AND MEDIA RELATED SERVICES
THIS AGREEMENT is made and entered into on this 4th day of August, 2026 by and between TripepiSmith & Associates,Inc.,a CaliforniaCorporation(“Consultant”),and the City of Santa Ana, a chartercity and municipal corporationorganized and existingunder the Constitutionand laws of the Stateof California(“City”).

RECITALS
On December 18, 2025, the City issuedRequest for ProposalNo. 25-147, by which it sought Consultantstoprovidecomprehensivecommunications,media, and creativeservices.

A.

Consultantsubmitteda responsive proposalselectedby theCity.Consultantrepresentsthat itis ableand willingto providethe servicesdescribedin the scope of work thatwas included in REP No. 25-147 and attached as Exhibit A. Consultant’sproposal shallbe incorporatedby referenceasthough fullyattachedhere to thisAgreement.

B.

In undertakingthe performance of thisAgreement, Consultantrepresentsthat it is knowledgeablein itsfieldand thatany servicesperformedby Consultantunder this Agreement willbe performed in compliance with such standards as may reasonably be expectedfrom a professionalconsultingfirminthefield.

C.

NOW THEREFORE, in considerationof the mutual and respectivepromises,and subjecttothe terms and conditionshereinaftersetforth,thepartiesagree as follows;

1. SCOPE OF SERVICES
Consultantshallperform duringthe term of thisAgreement,the tasksand obligations includingalllabor,materials,tools,equipment,and incidentalcustomary work requiredto fully and adequatelycompletethe servicesdescribedand set forth in Exhibit A and Consultant’s proposedwork planlistedasExhibitB, attachedheretoand incorporatedby reference.

2. COMPENSATION
Cityagreestopay,and Consultantagreestoacceptas totalpayment foritsservicesfor City,theratesand chargesidentifiedin Exhibit C. The totalamount to be expended duringtheterm of thisAgreement, includingany extensionperiodsexercisedby the Parties,shallnot exceed $750,000. Annual expenditures,as defined in Section 3 below, shallnot exceed $150,000.
a.
b. Payment by Cityshallbe made withinforty-five(45) days followingreceiptof proper invoiceevidencingwork performed,subjeetto Cityaceountingprocedures.City and Consultantagreethatallpayments due and owing under thisAgreement shallbe made throughAutomated ClearingHouse (ACH) transfers.Consultantagreesto exeeutethe City’s standard ACH Vendor Payment Authorizationand provide required documentation. Upon verificationof the dataprovided,the City willbe authorizedto deposit payments direetlyinto Consultant’saccount(s)with financial institutions.

Payment need notbe made forwork which failstomeet the standardsof performance setforthin the Recitalswhich may reasonablybe expected by City.

3. TERM
This Agreement shallcommence on August 4, 2026 for a three (3)-yearterm with the option forthe City to grantup to a two (2)one (1)year extension(s),exercisableby a writingby theCityManager and the CityAttorney,unlessterminatedearlierin accordance with Section 15, below.

4. INDEPENDENT CONTRACTOR
Consultant shall,during the entireterm of this Agreement, be construed to be an independent Contractorand not an employee of the City.This Agreement isnot intended nor shall itbe construedto createan employer-employee relationship,a jointventurerelationship,or to allow the City to exercisediscretionor controlover the professionalmanner in which Consultant performs theserviceswhich arethesubjectmatterof thisAgreement; however, theservicestobe provided by Consultantshallbe provided in a manner consistentwith allapplicablestandardsand regulationsgoverning such services.Consultantshallpay allsalariesand wages, employer'ssocial securitytaxes,unemployment insuranceand similartaxes relatingto employees and shallbe responsibleforallapplicablewithholdingtaxes.

5. OWNERSHIP OF MATERIALS
This Agreement createsa non-exclusiveand perpetuallicensefor City to copy, use, modify, reuse,or sublicenseany and allcopyrights,designs,and other intellectualproperty embodied in plans,specifications,studies,drawings,estimates,and other documents or works of authorship fixed in any tangiblemedium of expression,including but not limited to,physical drawingsordatamagneticallyorotherwiserecordedon computer diskettes,which arepreparedor caused to be prepared by Consultant under thisAgreement (“Documents & Data”). Consultant shallrequireallsubcontractorsto agree in writingthat City is granted a non-exclusiveand perpetuallicenseforany Documents & Data the subcontractorpreparesunder thisAgreement.

Consultant representsand warrants that Consultant has the legalrightto licenseany and all Documents & Data. Consultant makes no such representationand warranty in regard to Documents & Data which were provided to Consultantby the City. City shallnot be limitedin any way initsuse of theDocuments and Data atany time,providedthatany such use not within the purposes intendedby thisAgreement shallbe atCity’ssolerisk.

6. INSURANCE
Insurancerequirementsareattachedheretoas ExhibitD.

7. INDEMNIFICATION
Consultantagreestodefend,and shallindemnifyand hold harmlesstheCity,itsofficers, agents,employees,contractors,specialcounsel,and representativesfrom liability:(1)forpersonal injury,damages,justcompensation,restitution,judicialor equitablereliefarisingoutofclaimsfor personalinjury,includingdeath,and claims for propertydamage, which may arisefrom the negligentoperationsof the Consultant,itssubcontractors,agents,employees, or otherpersons actingon itsbehalfwhich relatestotheservicesdescribedin section1 of thisAgreement; and (2) from any claim thatpersonalinjury,damages, justcompensation, restitution,judieialor equitable reliefisdue by reasonof theterms of or effectsarisingfrom thisAgreement. This indemnityand hold harmless agreement appliesto allclaims fordamages, justcompensation, restitution,judicial or equitablereliefsuffered,or allegedtohave been suffered,by reasonof theeventsreferredtoin thisSectionorby reasonof theterms of,or effects,arisingfrom thisAgreement. The Consultant furtheragreesto indemnify,hold harmless,and pay allcostsforthe defenseof the City,including feesand costsforspecialcounseltobe selectedby theCity,regardingany actionby a thirdparty challengingthe validityof this Agreement, or assertingthat personal injury,damages, just compensation,restitution,judicialor equitablereliefdue to personalor propertyrightsarisesby reason of the terms of, or effectsarisingfrom thisAgreement. City may make allreasonable decisionswithrespecttoitsrepresentationinany legalproceeding.Notwithstandingtheforegoing, to the extentConsultant’sservicesare subjectto CivilCode Section2782.8,the above indemnity shallbe limited,to the extentrequiredby CivilCode Section 2782.8, to claims that ariseout of, pertainto,orrelatetothenegligence,recklessness,or willful misconduct of the Consultant.

8. INTELLECTUAL PROPERTY INDEMNIFICATION
Consultantshalldefend and indemnify the City,itsofficers,agents,representatives,and employees againstany and allliability,includingcosts,forinfringementof any United States’ letterspatent,trademark,or copyrightinfringement,includingcosts,containedinthe work product or documents providedby ConsultanttotheCitypursuantto thisAgreement.

9. RECORDS
Consultantshallkeep recordsand invoicesin connectionwith the work to be performed under thisAgreement. Consultantshallmaintaincomplete and accuraterecordswith respectto the costs incurred under this Agreement and any services,expenditures,and disbursements chargedtotheCityfora minimum periodofthree(3)years,or forany longerperiodrequiredby law, from the date of finalpayment to Consultant under thisAgreement. All such records and invoicesshallbe clearlyidentifiable.Consultantshallallow a representativeof the City to examine, audit,and make transcriptsor copies of such records and any other documents created pursuanttothisAgreement duringregularbusinesshours. Consultantshallallow inspectionof all work, data,documents, proceedings,and activitiesrelatedto thisAgreement fora periodof three (3)yearsfrom the dateof finalpayment to Consultantunder thisAgreement.

10. CONFIDENTIALITY
If Consultant receives from the City information which due to the nature of such informationisreasonablyunderstoodtobe eonfidentialand/orproprietary,Consultantagreesthat itshallnot use or diselosesuch informationexcept in the performance of thisAgreement, and furtheragreesto exercisethe same degree of care ituses to protectitsown informationof like importance,butinno eventlessthanreasonablecare.“Confidential Information” shall include all nonpublic information.Confidentialinformation includesnot only writteninformation,but also information transferredorally,visually,electronically,or by other means. Confidential informationdisclosedto eitherpartyby any subsidiaryand/or agent of the otherpartyiscovered by thisAgreement. The foregoingobligationsofnon-useand nondisclosureshallnot apply to any informationthat(a)has been disclosedinpubliclyavailablesources;(b)is,throughno faultof the Consultant disclosedin a publiclyavailablesource;(c)isin rightfulpossessionof the Consultant withoutan obligationof confidentiality;(d)isrequiredtobe disclosedby operationof law; or (e) is independently developed by the Consultant without reference to information disclosedby the City.

11. CONFLICT OF INTEREST CLAUSE
Consultant covenants that itpresentlyhas no interestsand shall not have interests, director indirect,which would conflictin any manner with performance of services specifiedunder thisAgreement.
a.
b. No immediate family members of eitherthe Mayor, City Council Member, or any appointed City Official,including appointed board and commission members, as definedunder the City’sMunicipal Code, whose positionwith the City shallaward or influence the award of this Agreement, or any competing contract or amendment thereof,shallbe employed in any capacityby the Consultantor have any otherdirect or indirectfinancialbenefitor interestin thisAgreement. c. The sectionalso prohibitsthe awarding of any agreement, contract, grant, or any amendment to those awards, to any former full-timeemployee forone-yearfrom date of employee separationexceptforany CalPERS retireeas authorizedby City Council resolution
d. The Consultant must comply with all conflictof interest laws, ordinances, and regulationsnow ineffectorhereaftertobe enactedduring theterm of thisAgreement.

The Consultant warrants that it is not now aware of any factswhich conflictwith the prohibitionsdefinedabove.IftheConsultanthereafterbecomes aware of any factsthat might reasonablybe expectedtocreatea conflictofinterest,itmust immediatelymake fullwrittendisclosureof such factsto the City.Full written disclosure must include, but isnot limitedto,identificationof allpersonsimplicatedand a complete description of allrelevantcircumstances.Failureto comply with the provisionsof thisparagraph willbe a materialbreach of thisAgreement.
e. Consultant covenants that none of itsdirectors,officers,employees, or agents shall participateinselectingor administratingany subcontractsupported(inwhole or inpart) by City funds stemming from the Agreement where the awarding of the subcontract has any director indirectfinancialbenefitor interestto any individual,as definedin subsections(b)and (c)above.

12. NON-DISCRIMINATION
Consultantshallnot discriminatebecause of race,color,creed,religion,sex,maritalstatus, sexual orientation,gender identity,gender expression, gender, medical conditions,genetic information,or militaryand veteranstatus,age,nationalorigin,ancestry,or disability,as defined and prohibitedby applicablelaw, in the recruitment,selection,teaching,training,utilization, promotion,terminationor otheremployment relatedactivitiesor any servicesprovided under this Agreement. Consultantaffirmsthatitisan equalopportunityemployer and shallcomply with all applicablefederal,stateand locallaws and regulations.

13. EXCLUSIVITY AND AMENDMENT
This Agreement representsthe complete and exclusivestatementbetween the City and Consultant,and supersedes any and allotheragreements, oralor written,between the parties.In the eventof a conflictbetween theterms of thisAgreement and any attachmentshereto,theterms of thisAgreement shallprevail.This Agreement may not be modified exceptby writteninstrument signedby theCityand by an authorizedrepresentativeof Consultant.The partiesagreethatany terms or conditionsof any purchase order or other instrument that are inconsistentwith, or in additionto,the terms and conditionshereof,shallnot bind or obligateConsultantor theCity.Each party to this Agreement acknowledges that no representations,inducements, promises or agreements,orallyor otherwise,have been made by any party,or anyone actingon behalf of any party,which isnot embodied herein.

14. ASSIGNMENT
Inasmuch as thisAgreement isintendedto securethe specializedservicesof Consultant, Consultantmay not assign,transfer,delegate,or subcontractany interesthereinwithout the prior writtenconsent of the City and any such assignment,transfer,delegationor subcontractwithout theCity'spriorwrittenconsentshallbe considerednulland void.Nothing inthisAgreement shall be construed to limitthe City’sabilityto have any of the serviceswhich are the subjectto this Agreement performedby Citypersonnelorby otherConsultantsretainedby City.

15. TERMINATION
This Agreement may be terminated by the City upon thirty(30) days written notice of termination.In such event.Consultant shallbe entitledtoreceiveand theCityshallpay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination,subjectto thefollowingconditions:

As a conditionof such payment, the Executive Directormay requireConsultantto deliverto the City allwork product(s)completed as of such date,and in such case such work product shallbe the propertyof the City unless prohibitedby law, and Consultantconsentsto the City'suse thereofforsuch purposes as the City deems appropriate.
a.

Payment need not be made for work which failsto meet the standard of performancespecifiedintheRecitalsof thisAgreement.
b.

16. WAIVER
No waiver of breach,failureof any condition,or any rightor remedy containedin or grantedby theprovisionsof thisAgreement shallbe effectiveunless itisin writing and signed by thepartywaivingthebreach,failure,rightorremedy.No waiver of any breach,failureor right,or remedy shallbe deemed a waiver of any otherbreach,failure,rightor remedy, whether or not similar,nor shallany waiver constitutea continuingwaiver unlessthe writingso specifies.

17. JURISDICTION - VENUE
This Agreement has been executedand deliveredintheStateof Californiaand the validity, interpretation,performance,and enforcementof any of the clausesof thisAgreement shallbe determinedand governed by the laws of the Stateof California.Both partiesfurtheragree that Orange County, California,shallbe thevenue forany actionor proceeding thatmay be brought or ariseout of,in connectionwith orby reasonof thisAgreement.

18. PROFESSIONAL LICENSES
Consultantshall,throughoutthe term of thisAgreement, maintain allnecessarylicenses, permits,approvals,waivers,and exemptionsnecessaryfortheprovisionof theserviceshereunder and requiredby the laws and regulationsof the United States,the Stateof California,the City of SantaAna and allothergovernmentalagencies.ConsultantshallnotifytheCityimmediately and in writingof itsinabilityto obtainor maintain such permits,licenses,approvals,waivers, and exemptions. Saidinabilityshallbe causeforterminationof thisAgreement.

19. NOTICE
Any notice,tender,demand, delivery,or othercommunication pursuant to thisAgreement shallbe inwritingand shallbe deemed tobe properlygiven ifdeliveredin person or mailed by firstclassor certifiedmail,postageprepaid,or sentby fax or othertelegraphiccommunication in themanner providedinthisSection,tothefollowingpersons:

To City:

City Clerk
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax: 714- 647-6956
With courtesy copies to:

City Manager's Office
City of Santa Ana
20 Civic Center Plaza (M-31)
P.O. Box 1988
Santa Ana, California 92702
To Consultant:

Tripepi Smith & Associates, Inc.

Attn: Ryder Todd Smith
22702 Crown Valley Pkwy., Ste. D4-139
Ladera Ranch, CA 92694
A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded.

20. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement.
[ signature page to follow]

SIGNATURE PAGE TO AGREEMENT WITH TRIPEPI SMITH & ASSOCIATES INC

TO PROVIDE COMMUNICATIONS AND MEDIA RELATED SERVICES
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written.

ATTEST:

Jennifer L. Hall
City Clerk
APPROVED AS TO FORM:

SONIA R. CARVALHO
City Attorney
By:��
/2than T. Martinez
Assi::ty Attorney

CITY OF SANTA ANA
Alvaro Nufiez
City Manager
CONSULTANT:

Ryder Todd Smith
President

EXHIBIT A

SCOPE OF SERVICES

CITY OF SANTA ANA

EXHIBIT A

SCOPE OF SERVICES
Consultant shallperform services as set forth below.

The Cityseeks a qualifiedfirmto provide comprehensive communications, media, and creative services.The selected contractor willsupport strategicmessaging, branding, publicengagement, and content development across multipleplatformsto ensure consistent,effective,and high-qualitycommunications. The Cityisseekinga firm that can provide allor at least4 (four)of the below services.The Citymay award to multiplefirms in order to obtain allthe services listed below. Please indicate inyour proposalwhich ofthese servicesyou are ableto provide. Include what the typicaltimeline would be to provide the below servicesor to produce specificcontent, such as socialmedia posts,pressreleases,videos,photos and other deliverables.

1. OPTION A: StrategicCommunications, Marketing & Planning a. Develop and implement communications, marketing, and outreach strategies, b. Conduct research,surveys,and audience analysesto inform communication plans, c. Provide strategicguidance on messaging, positioning,and brand alignment, d. Facilitatemessage-alignment sessionswith Citydepartments and leadershipto maintain internalconsistency intone and style.

2. OPTION B: Digital& Social Media Services
a. Manage the City'ssocialmedia channels,includingcontent planning,posting,monitoring, and response strategies,
b. Develop and optimizeweb and socialmedia strategies,includinganalytics,SEO/SEM, and performance metrics,
c. Provide website support and maintenance as needed,
d. Create and distributeemail campaigns and newsletters, e. Delivera Monthly Metricsand AnalyticsReport summarizing performance acrossdigital platforms.

3. OPTION C: Media & Public Relations
a. Manage media, stakeholder,public,and government relations efforts, b. Draftand distributepress releases,media alerts,news articles,and related materials, c. Provide on-callsupport for press releasedevelopment and crisis communications as needed,
d. Coordinate interviews,press briefings,and media opportunities, e. Delivermedia trainingworkshops for Citystaffand Councilmembers.

4. OPTION D: Creative Services& Content Development
a. Graphic design for digital,print,and out-of-home applications, b. Brand and logo development, refinement,and implementation, c. Writing,editorialservices,thought leadership content, and content marketing, d. Illustration,infographics,and visualstorytellingassets, e. Photography servicesfor events, portraits,and campaigns, f. Videography, broadcasting,podcasting,and drone services, g. Animation and motion graphics production,
h. Production of digital,print,radio,and out-of-home advertising.

5. OPTION E: Event Production & Technical Support
City of Santa Ana RFP No. 25-147 Page 11 of 31

CITY OF SANTA ANA
a. Provide production servicesforCityevents, publicmeetings, virtualgatherings,and presentations,
b. Delivertechnicalsupport for audio,video, livestreaming,and hybrid events, c. Support Citystaffwith trainingand preparation for publicappearances and presentations.

6. OPTION F: Web Design & Implementation
a. Design, update, and implement website features and layouts, b. Ensure accessible,user-friendlydesignalignedwith Citybranding, c. Provide ongoing website optimization,
d. Assistwith website updates and compliance with the Americans with Disabilities Act Title II Web and Mobile ApplicationAccessibilityRule.

7. OPTION G: Output & DistributionServices
a. Manage digitaldistributionof communications and marketing materials, b. Coordinate printproduction,printmanagement, and mail-handlingservices, c. Provide campaign asset deliveryacross multiple platforms.

8. OPTION H: StaffTraining 8(Capacity Building
a. Delivertrainingfor Citystaffon media relations,socialmedia, photography, branding,and related competencies,
b. Providetrainingand support forvirtualplatforms,presentationskills,and event facilitation.

Cityof Santa Ana RFP No. 25-147 Page 12 of 31

EXHIBIT B
CONSULTANT’S PROPOSED WORK PLAN
Single Source Communications
D. PROPOSED WORK PLAN
Santa Ana’s Needs
The Cityof Santa Ana isseeking a partnerinreaching and engaging itscommunity through ongoing and as-needed communication and media-related services. As the County Seat of Orange County, the City isknown for itsvibrancy, artsand diversity,along with a strong mission to deliverefficientpublic services withinan informed community thatharvests a diverseeconomy with a strongemphasis on youth opportunity and resident qualityof life.

We willaccomplish these goals through an array of communication support services, which support consistentstrategicmessaging, branding, publicengagement and content development.

Tripepi Smith’s Approach
TripepiSmith isproposing comprehensive communications support aligned with each of the City’s requested service options A through H. We willdeliverthe services using clear,consistentworkflow tailoredto the City’sneeds through ongoing and as-needed communications and media-related services.Our general workflow ishighlightedbelow under ProjectManagement, and option-specific services are outlined within each option.

Quality assurance isensured across Tripepi Smith through a rigorous procedure of internalreview before work product ever makes itto clientsfor review. Principals,Directorsand Senior Business Analysts are allinthe upper echelon of the workflow,responsible forfinalqualityassurance of work produced by theirpeers. Tripepi Smith sets clear deadlines with clientsto ensure expectations are met.

Every team member holds each other accountable so thatdeliverablesare produced inthe most efficientmanner possible.

ProjectManagement
Tripepi Smith begins allengagements with a kickoffmeeting with the clientto introduce personnel to one another, define Key Performance Indicators(metrics,goals and timelines),review project management processes and ensure each stakeholder has a fullunderstanding oftheirresponsibilities.

TripepiSmith primarilyuses the followingtoolsto manage projects:
• Google Workspace foremail, creatingreal-timecollaborativedocuments and instantmessaging • Zoom or Google Meet for conference calls
• Sprout Socialforsocialmedia management; postingand monitoringcomments/messages • Meltwater for media intelligenceand media relations
• Kantata forproject/taskmanagement, internalprojectstatus updates and time entry These tools enable project managers to quickly determine a project’sbudget status,review the schedule of tasks, send rapid notificationsto the whole team ifissues arise and, generally,sustain momentum on our efforts.
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Single Source Communications
Communication Methods
Regular check-in callswith the City are a primary communication method for Tripepi Smith, as they provide a forum to coordinateour effortswith staffand sustain momentum on projects.Dependent upon projectneed, Tripepi Smith willschedule a recurring,weekly, bi-weekly or monthly call(s)thatwill include designated lead(s)forour engagement. These callswillgenerally focus on trends, new issues or concerns that need to be communicated to us, identificationof major themes or ideas to address inthe coming weeks, a general review of citystaff,tools in place and platforms that we need access to in order to effectivelyjump intoand callto action.We produce work, such as socialmedia posts and responses, ina shared workspace where you can see progress in realtime and provide instant feedback. These processes and tools allow for enhanced collaboration and expedite the production process
Option A: StrategicCommunications, Marketing & Planning Effectivecommunication and informed participationare key to the successfuldeliveryof Cityservices.

Santa Ana’s aim isto improve communication processes, toolsets and tactics so that itis communicating earlyand often inorder to buildtrust,dialogue, engagement, understanding, relationshipsand support withinthe community. From policyeducation to capitalimprovement projects, Tripepi Smith offerscomprehensive strategiccommunications support to achieve your agency's outreach and engagement goals forany initiative.Through a dedicated strategytailoredto your target audience, our team can help you leverage a robust communications toolsetto garner interestand participation.

Our strategic communications services include:
• Creating and executing strategic
communications plans
• Developing talkingpoints
• Developing and distributinginternaland
external surveys
• Developing and managing a dedicated
website
Strategic Planning Meetings/Sessions
TripepiSmith willfacilitatetriannualstrategicplanningsessions with key Citystakeholders,includingthe Executive Team and department leadership as appropriate. These meetings bring together leaders throughout the organization to:

1. Reflect on communications wins and lessons learned picked up inthe previous four months

2. Create a plan foroutreach inthe coming months. We typicallycollaborateon 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 inlocalgovernment foralmost two hours usuallygets everyone’s brains churning about how they can get the word out on thatnext big program or new event. The nature of our work gives us the abilityto probe deeper intocityevents and programs while stillthinking broadly about how to get the word out on them. As we discuss audience perceptionsand interests,go over best practicesand the reasoning/data to back them up, the conversation about communications becomes Developing marketing plans
Executing phone and email outreach
Engaging stakeholders infocus groups
Placing digitaland printadvertisements
Writing and distributingpublic service
announcements
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Single Source Communications
more than just a strategy meeting. Staffbuilds perspective on their role as communicators on behalf of theirdepartment and the agency. As a result,they become more invested in outreach Strategic Communications Pians
As we’ve seen and know, the City of Santa Ana iscommitted to continuously improving its communication processes. An objective,third-partyreview, can identifystrengths,weaknesses and opportunitiesforgrowth. Our data-drivenanalysisof your digitalplatformsand stakeholder interviews offersactionable insightsto inform strategicdecision-making. Our tailored recommendations will empower you to enhance your messaging, engage with the publicmore effectivelyand ultimatelyboost your overallcommunication effectiveness.For Santa Ana, effectivecommunication and public engagement means;
• Improving publicaccess to timely,helpfuland accurate informationabout the Cityand itsservices; • Providingmultipleeasy, meaningful and successfulways to engage with the City;and • Promoting transparency in the City’sdecision-making process and outcomes of key citywide issues that affectthe dailylivesof our community.

A Communications Plan serves as a roadmap forachieving these outcomes. The Plan serves two main purposes:

1. Itisan internalresource for City staffas they carry out day-to-day communications and public engagement activities.

2. Itdemonstrates the City'scommitment to effectivecommunications and meaningful engagement with itscommunity.

Drawing on our experience working with the City,Tripepi Smith will tailor the communications planning process to Santa Ana’s established practices, priorities,and internalculture.Rather than starting from scratch, our process builds on institutional knowledge, existing tools and lessons learned.

TripepiSmith willbegin thisengagement with a whiteboard session with the projectteam. Itisup to the clientwhether that meeting be in-person or virtual,which willimpact the budget.

During the whiteboard session, we willhave a robust discussion around prioritiesto accomplish and the timelineforimplementing each objective.Followingthe whiteboard session, TripepiSmith willdevelop a comprehensive plan thatprovides both guidance forinternalworkflows and processes, as well as detailed action steps to achieve each objective.

Following feedback from the client,we willthen delivera finaldraftof the Plan. This entireprocess usually takes anywhere from 3-6 weeks to complete, though the timelinemay vary based on additional community engagement requests, stakeholders' responsiveness and availability. 22 Tripepi Smith & Associates
SingleSource Communications
The Strategic Communications Pian wiiiinclude:
• Communications goals, objectives,
strategiesand tactics
• Internal workflow
• Target audiences and messaging
framework
Option B: Digitaland Social Media Services
Over the past year, Tripepi Smith has developed social media content and carried out digitalplacements forSanta Ana which alignwith the City’svoice,brand standards and community expectations. We have also been the City’spartner fortimelywebsite updates, comprehensive media monitoring and newsletter creation. Because
Implementation timeline
Measuring success
Education and outreach packages
Social Media Management and Content Development
• Content Creation: Our content creationprocess includes planning,fact-checking,graphic coordination, editing,and scheduling across platforms including Facebook, Instagram, X, Linkedin, and Nextdoor.
• Monitoring: TripepiSmith willmonitor Santa Ana’s socialmedia siteinboxes seven days a week for customer service opportunities,mainly responding to questions. • Additional: Our work also includesoptimizingsocialmedia accounts to enhance performance and/or take advantage of usefulfeatures."Boosted Posts" and other targeted advertisements are also helpfulin disseminating information to community members. Tripepi Smith isfully capable of running and trackingthese paid campaigns (feesto be agreed upon and paid by Santa Ana).

Media Intelligence
Over the past year, TripepiSmith has developed a strong understanding of Santa Ana’s media environment, regional outletsand the issues thattend to generate public interest.Our media intelligence services are designed to help the Citystay informed,anticipateemerging topicsand respond strategically.

Our media intelligenceservices blend our in-house expertise with the advanced software of Meltwater, an enterprise-class,comprehensive media monitoring solutionthatstreamlines media monitoring, reporting,analyticsand more fora number of benefits:
• Powerful Monitoring: Track everything being said about your agency inthe news and online forums.
• Stay Ahead of Crises: Identifyand address potentialissues before they snowball,protectingyour reputation and minimizing disruption.
• Tailored to You: Ditch generic reports and metrics, instead receive insightstailoredto your goals. • Smarter Decisions: Make informed choices based on data, not guesswork. • Top-Tier Tool, Affordable Price: Harness the same Al solutionused by big businesses, without the big budget.
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SingleSource Communications
We understand that no two communities are the same. That'swhy we take a collaborativeapproach to tailora solutionthat perfectlymeets your needs. We'llwork closelywith you to identifyrelevant keywords fortrackingmedia coverage specificto your agency. You'llthen begin to receiveregular reportson media mentions, sentiment analysis,locationdata and top sources. Additionally,we can leverage the toolto curate media liststo support your publicrelationsgoals.

Please note thateach variableishighlycustomizable, which can impact the scope of work and therefore the cost ofthisservice.Based on our understandingof the City’scurrentneeds, we recommend a base package includingup to fivequeries, a monthly dashboard, and a newsletter at a City-selected frequency,with flexibilityto adjustas prioritiesevolve.

Website and Newsletter Content Development, Design, Success Tracking Website Support
Residents, businesses, vendors, investors and partners relyon publicagency websites for key informationand resources. TripepiSmith has firsthandexperience supporting Santa Ana’s website content needs and understands the internalcapacitychallenges thatcan arise.

Old informationcan lingertoo long.New informationdoes not land on the website ina timelyfashion.

Sometimes new features are rolled out from the website company, but your staffis not trained to implement the new features.Finally,keeping staffup to speed on how to use the website content management system takes a lotof time and for most of them, itisa low priorityintheirjob.

Our team of content management specialistsknows how to use the tools and technologies of common localgovernment website platformsused today.Now you have a singlepartnerto help you manage the website and support in-house staffin making sure your website isan up-to-date and effectivetoolfor communicating with your stakeholders.

Email Newsletters
A regularemail newsletterisa directportalintothe world of your community members. E-newsletters also offeranalyticsthatallow agencies to measure how cost-effectivetheircampaigns were, either through native digitalengagement or interactionwith QR codes or URLs. Using Constant Contact, we help optimize newsletterdesign,content strategy,and distributionwhile providingactionableanalytics.

E-Newsletter Configuration, Set-Up & Strategy
Tripepi Smith offerse-newsletter establishment and revamping services.Our work includes:
• Managing and refiningemail distributionlists
• Designing or updating templates aligned with City branding • Developing content regularly
• Establishingworkflows thatsupport consistent,timelydelivery Newsletter Metric Reports
We provide regular reports on open rates,click-throughs,and engagement trends, along with recommendations forcontinuous improvement.
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Monthly Metric& AnalyticReport
TripepiSmith currentlyprovidesongoing measurement and reportingsupportforthe Cityof Santa Ana and understands the importance of clear, actionable insights—rather than data for data’s sake. Our monthly metricsand analyticsreportsare designed to help our team and Citystaffquicklyunderstand what isworking, where adjustments may be needed and how communications effortsare supporting broader City goals.

Each month, we provide a concise summary of key performance indicators(KPIs) across the City’s controlledcommunication channels, includingsocialmedia reach, postingfrequency, engagement, audience growth, media mentions and more.

Option C: Media and Public Relations
Press Release & News Article Creation
TripepiSmith has already partneredwith Santa Ana staffto develop and distributemultiplepress materials this lastyear that are accurate, clear,and aligned with City priorities.Building on this experience, we willcontinue to craftpress releases and news articles— typicallyup to 500 words — thatelevate the City’sstorywhile maintainingthe professionalismand tone expected by Santa Ana’s leadership and residents.

Our process emphasizes collaborationand efficiencyand includes:
• Message development informed by Citycontext and Council direction • Coordination with subject matter experts to ensure accuracy • Drafting,editing,and approval management
• Distributionto media outletsand City-owned platforms
On-Call Strategic Communications Advice, Media/Government Relations & Crisis Communications Having worked closelywith City staff,Tripepi Smith understands the importance of timely,thoughtful guidance when sensitiveor time-criticalissues arise.There may be cases where Santa Ana needs advice on stakeholder outreach, communication effortsand publicengagement initiatives.While the proposed projectteam can advise on such matters during regular check-in calls,there may be instances when a separate,longerdiscussion isneeded.

Additionally,there may be instanceswhen a serious,emergency issue arises,warrantingcollaboration among the proposed projectteam throughout the crisismanagement period and over our engagement.

This includesresponding to emergencies through coordinated communications effortswith key external stakeholders. TripepiSmith willremain available24/7 to support you through such instances,typically kicking discussions offin a virtualmeeting, collaboratingin a livingworkspace and emailing, texting or callingwith updates as progress happens.

Proactively working on crisis communications, we can create emergency messaging templates for your staffto utilizeduring crisisscenarios, so the City has a quick response time in communicating with the public.
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Media Training
TripepiSmith offersstafftrainingina range of communications areas, includingsocialmedia, photography, general cablecast, PDF compression, virtualplatforms, brand implementation and media training.These trainingsare generallyheld virtually,but can also be conducted in-person,eitherway, the goal isto furtherautonomize your team and give them the necessary communication training specificto the experiences and environments likelyencountered by Santa Ana. Your staffwould coordinate outreach to appropriatestaffabout the session date(s).Our team handles everythingelse including project management, curriculum preparation, scenario development, custom trainingresource preparation,trainingfacilitationand intervieweditingand distribution(ifconducted).

Option D: Creative Services and Content Development
Branding and Graphic Design Services
In today’s age of information saturation,it’smore important than ever for local governments to cut through the noise by designing materialsthatare attractive,interestingand reflectiveof the message.

Our diversedesign team, from seasoned creativedirectorsto detail-orientedtechnicians, illustrators, color experts and data visualizationspecialists,ensures we can tackle projects of every scale.

Moreover, we’ve honed an expertise in inspiringaction among residents through daily collaborationwith a wide range of publicagencies. This translatesto impactfulvisualsthatgrab attention,effectively communicate your message in a clear and engaging way and also inform the public.As public agency engagement specialists,accessibilityisa cornerstone of every projectthatwe undertake.

Our graphic design work spans:

New logos,logo modernization, sub
logos, branding (guidelines& templates),
campaigns
Brochures, guides, newsletters, reports
Animated visuals for social media, video
and web
PDF, accessibility,ADA compliance
PPT, presentations,meeting materials
Stationery,business cards, templates
Social media, web banners, email
Infographics,financials,instructions
Posters, banners, signage
Conference materials,booths, swag
During our time supporting the City,Tripepi Smith has developed a strong understanding of Santa Ana’s visual standards, audience expectations and accessibility requirements. Our design services willbuildon thisfoundation to produce materials that are visually compelling, on-brand and easy to understand.

Content Creation: Writing, Editorial Service, Thought Leadership Our years ofexperience producing well-craftedlanguage forclientshave honed our thought leadership in streamlining the writingprocess. Tripepi Smith staffwillbe availableto proofread and copy editstaff content,whether press releases,website news articlesor external-facingemails as needed. Copy editingwillreview spellingand grammar, as wellas ensure consistency with Santa Ana’s StyleGuide parameters.
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Photography, Videography and Animation
Photography
With experience spanning a varietyof multimedia projects,includingvideography, photography, drone, event coverage, event production or a combination thereof, Tripepi Smith’s talented in-house photographers understand the impact of photography of the City'siconicsites.

The adage, “a pictureisworth a thousand words,” ringstrue,especiallyforlocalgovernments whose communications are most impactfulwhen representing the communities inwhich they serve.

Our team contains experts inmultipleformat outputs,which ensures thatyour photos willbe compatible across your distributionplatforms.We provide photography services for:
• Portraiture(Studio and environmental)
• Architecture
• Behind-the-Scenes
• Events (Ribbon cuttings,tree lightings,
summer activities,concerts and more)
• Conferences & Networking Events
• Fine Arts Shows/Gatherings
• Graduation Events
• Groundbreaking Ceremonies
• Promotional
• Keynote/Presentation Speakers
• Stock Imagery (Includingdrone)
Videography
Tripepi Smith prides itselfon providinga varietyof high-qualityvideo production servicesto many satisfiedclients.Animators, videographers,editors,drone operators and AN technicians form our robust, in-house video team, who share over a decade’s worth of experience producing video products for both public and privateagencies. Our approach isgrounded in reliability,technical excellence and a clearunderstanding ofthe agency's standards,facilitiesand public-facingresponsibilities.

Our team can work closely with your staffto support a wide range of communication needs.

From public meetings, State of the City,PSAs, community event recaps (Arbor Day, Earth Day, etc.),podcast production, short “Reel” videos and more. We produce polished video content which informs, engages and builds trustwith residents.

Drone Enhancements
Tripepi Smith provides complete drone services forpublic agencies that mitigaterisk,shiftliabilitiesand provide on-demand services foryour drone needs. Our FAA-certifieddrone operators capture compelling video and photos that showcase sites,event magnitude and unique perspectives that can support key messages and be used on an array of communication tools.

Animated Video
Tripepi Smith has talented in-house animators who bring your ideas to lifethrough short-form video storytelling.Whether you need to inform stakeholders about a complex concept or promote an evergreen program thatcan be used foryears to come, TripepiSmith can be your partnerinanimated video creation. Our team isequipped to handle allaspects of the process, from providing creative directionto executing overallprojectmanagement and everything inbetween. m.m 27«Tripepi Smith & Associates
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Advertising: Digital,Print,Radio, Out-of-Home
DigitalAdvertising
Digitaladvertisingsignificantlyscales the distributionvariable of our axiom; Content x Distribution = Impact. Once we’ve honed inon your message, we leverage a mix of digitalad placements to drive community awareness of and interestinour subjectmatter.Throughout a campaign, we typicallytrack ad performance metrics to optimize placements.

Our outreach plans prioritizethe “organic reach” thatcomes with distributionvia existingagency platforms,such as newsletters,websites and socialmedia channels. Generally,organic reach refersto the number of people who see a post without the use of paid promotion or advertising.

Only then do we layeron “paid reach” tactics,such as digitaladvertising,to targetaudiences. In most cases, we leverage geo-targeting (digitaladvertisingbased on geographic location)across YouTube, Meta (Facebook/lnstagram), X (Twitter),Nextdoor and Google. The placements themselves typically consist of a combination of marketing copy, animated videos, social media posts and/or curated collateral.Allplacements linkback to a cornerstone webpage or website where people can findmore information and resources.

PrintAdvertising
Ads in localnewspaper publications,such as the Orange County Registrar,offeranother means of reaching residentsoffline,as well as those who might not use the internetto digest news, such as seniors.Afterresearchingavailablead spots,our team advises on an ad strategy,inclusiveof identifyinga budget for placements. Upon clientapproval, our team moves intoad production, creating ad concepts forclientstakeholders to consider.Only afterclientapproval willour team move intothe restof the creativeprocess,craftingcopy and a design that captures readers’ attention.Final ad products always referaudiences to a campaign's standalone website/webpage for additionaldetails.

Radio Advertising
TripepiSmith’s advertisingexperience includesmanaging ad placements forradiostations.Pandora and Spotify.We’ve found thatradio isan effectivetoolforpublicizingopportunitiesto engage with local government initiatives.

Tripepi Smith manages the entiread coordination process. Our writersdevelop a radio scriptthat,once approved by clientstakeholders,we help produce as a voiceover recording.We also combine insights from our clients,as well as our media intelligencesoftware.Meltwater (see Media IntelligenceServices), to determine the most appropriate radio station(s)on which to place our radio ad(s),as well as advise on budget based on market conditions,outreach goals and overallbudget.

Out-of-Home Advertising
Billboards and other out-of-home (outdoor) advertisements, such as vehicle wraps and bus shelter ads, enhance the widespread presence of a message or initiativeby bringingdigitalmessaging to the tangibleworld.To bringthese ads to life,we collaboratewith outdoor advertisingcompanies to identify viable billboardlocation options. We turn this intoa listof recommendations forplacements and budget thatwe present foryour consideration.

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Single Source Communications
With your blessing on a billboardadvertisingplan,we move intoa phase of creation,coordinatingad concepts, developing copy and designing imagery to intriguefutureonlookers and driveour message.

Once we finalizethe design, we coordinate logisticswith outdoor advertisingcompanies.

All billboardplacements linkback to a cornerstone webpage or website where people can findmore information and resources.

Option E: Event Production and Technical Support
A/V Support and Live Streaming
Tripepi Smith’s videographers are well-equipped to provide day of event AA/ support, which may include,but isnot limitedto,livepresentations,PowerPoint slides,video and sound insynchrony with the event.

Our team isalso equipped with the knowledge to delivervideo content through livemeans. This includes broadcasting to localPEG channels as wellas web-based services such as Granicus, YouTube Live and Cablecast.

Live streaming includes pre-productionand production phases, which consistof determining the distributionof the video stream, establishingconnectivitywith the venue, set-up and breakdown of equipment and digitalcopies ofthe recordingforredistributionifnecessary.

Option F: Web Design and Implementation
With decades of combined experience managing websites forpublicagencies, TripepiSmith provides comprehensive website services ranging from content strategy, creation and maintenance to full-scale website redesigns,optimizationand technicalsupport.Whether refreshingan existingsite,or buildinga new one, our approach prioritizesuser experience, staffusability,search engine optimization(SEO), and accessibilitybest practices,including support forAmericans with DisabilitiesAct (ADA) standards.

Our goal isto delivermodern, intuitivewebsites thatserve both public-facingusers and internalstaff effectively.

All websites are built,hosted and maintained on WordPress, an open-source content management system thatallowsforflexibility,scalabilityand ease of use. As a dedicated hostingprovider,we secure and support our clientwebsites in a controlledenvironment designed for reliability,performance and security— delivering99.99% uptime. Responsive design ensures optimal performance across desktop, tabletand mobile devices,while integratedfeatures— such as custom navigation,forms, calendars, emergency alerts,language translation,social media feeds and third-partyintegrations— support day- to-day operations and publiccommunication needs.

Our structured,five-phase development process guides each projectfrom kickoffthrough launch, emphasizing collaboration,clear documentation, qualitycontroland stafftraining.Following launch, clientsreceive dedicated technical support, ongoing maintenance options and direct access to our team to ensure long-term website stabilityand success.

Please Note: The web page we launch willseek to be compliant with the latestADA standards.

However, ongoing webpage changes and evolving ADA standards could undermine the webpage’s ADA compliance overtime. For example, staffcould add an image withoutalternativetext,breaking compliance or a non-complaint PDF might be uploaded to the site.Your agency willneed to make sure 29 Tripepi Smith & Associates m
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the PDF documents and images are ADA compliant. TripepiSmith does not offerlegal coverage or assurance of ADA compliance.

Option G: Output and DistributionServices
TripepiSmith has a solidtrackrecord increatingand managing digitalplacements, includingMeta Boosted Posts. We activelytrack and analyze performance metrics to optimize placements. We leverage a strategicmix of digitalad tacticsto drivecommunity awareness.

TripepiSmith willalso partnerwith your trustedprintingand mailingvendor to distributeapproved materials.We willsend print-readyfilesto the vendor and obtain a timeline and finalproof for your approval. We only proceed with printingand mailing afteryou’ve signed offon the proof.Our team will oversee the entireprocess, includingsecuring confirmationof mailingcompletion.

Option H: StaffTrainingand Capacity Building
Tripepi Smith has provided these service detailswithin Section C: Media and Public Relations.

Implementation Plan
Tripepi Smith recommends a hybrid deliverable model that combines recurring,predictable and reliable monthly deliverablesthrough a retainer along with a flexibletime and materials engagement that allows the Cityto request serviceson an as-needed basis.Both engagements are outlinedbelow with anticipated timeframes for implementation or completion, as necessary. Please note that there are services withinthe retainerengagement that are included inthe multipleservice options of the RFP.

Monthly Retainer Engagement
The followingserviceswillrecur on a monthly basis,and have been determined based upon our understanding of your current needs, our past services and anticipated future initiatives.

Service/Deliverable Scope Timeline
Bi-weekly calls,up to 60-minutes induration.Includes content calendar,agenda and one page post callactionreport
Recurring, Bi-WeeklyProject Management
Bi-Monthly or other
desired frequency
Press Release, Media
Advisories, Public Statements
Drafting2 press releases,media advisories,or public
statements up to 500 words. Includes research, draftingand distributingto platforms
Creation and posting of up to 16 socialmedia posts. Includes monitoring,responding to comments and Spanish translation 4 posts/weekSocial Media Management and
Monitoring
Creationand postingof up to 2 digitalads. Excludes
advertising fees
Per Cityguidance,
implementation within 72-
hours
DigitalAds
E-Newsletter Content Creation Creation of up to 1 e-newsletterin Constant Contact. Includes one draftand one finalcopy
Monthly
Includes up to 5 queries per month, access to dashboard and any frequency of newsletter
MonthlyMeltwater Media Monitoring
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Monthly Retainer Engagement (Cont.)
Scope TimelineService/Deliverable
Monthly Metrics Reporting Deliveryof monthly reportingcapturing key performance indicatorsforcontrolledsocial media platforms and other digital platformsupon request.

Monthly
Comms StrategyPlanning
(Triannual)
Virtualmeeting up to 2 hours with leadershipto fine-tuneand execute marketing strategy,wins and evaluate futuregoals Triannual.Per City
approval - recommended
April,August & December
Time and Materials Engagement
The followingservicesare recommended to occur on an as-needed basis,based upon Cityneed, frequency and overalldesire. We can accommodate any request to commence services within 72-hours and willprovide a more detailedactionplan upon commencement of services. We have outlined the deliverables based upon the options listedwithin the RFP and have excluded deliverables which we have included in the monthly retainerengagement.

Option A: Strategic Communications, Marketing & Planning Scope TimelineOption A
Engagement kickoffcall,up tot1 hour At projectcommencementProjectManagement Includes 1 hour strategymeeting with a Directorand Senior Business Analystfollowedby a detailedactionitem listfor both the Cityand TripepiSmith
Upon desired frequencyOn-Call StrategicAdvice
Creation and virtualdistributionof outreach surveys. Includes summary findings
Upon desired frequencyGoogle Form Survey
Includes interviewswith (2) City Staff,(5) Council members, platformsreview,key observations and tacticalexecution steps summary report,up to 5 pages in length
Communications Plan Process takes
approximately 3-8 weeks,
depending on interview
schedules
Option B: Digital& Social Media Services
TimelineOption B Scope
Website Support Ongoing website support to the Citywebsite. Excludes content creation,website layout,page or structuralchanges
Upon desired frequency
Creation of Constant Contact or Mailchimp email campaign in English and Spanish languages. Includesset-up,strategy, template creation,two draftsand one finalcopy
Upon desired frequencyEmail Campaign
Option C: Media & Public Relations Services
Option C Scope Timeline
Upon desired frequencyOn-Call Crisis Communications
Advice
Includes 1 hour strategymeeting with a Directorand Senior Business Analyst followed by a detailedaction item listfor both the Cityand TripepiSmith
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Time and MaterialsEngagement (Cent.)
Option C Scope Timeline
Draftingadditionalpress releases,media advisories,or public statements up to 500 words. Includes research, draftingand distributing
Press Release. Media
Advisories, Public Statements
Upon desiredfrequency
Media Training options can vary from virtualtrainingconsisting of 1-2 people and in-persontrainingfrom 2-25+ attendees.

Media trainingincludes message map, 1-on-1 camera mock
interview,mock press conference and feedback/debrief
Media Training Upon desired frequency
Option D: Creative Services & Content Development
Option D Scope Timeline
Graphic Design Creation of infographics,postcard, banner, brochure, flyerand othermedia as needed. Excludes printand mailingfees
Upon desired frequency
One photographer fora full-day(8 hours) onsitephoto shoot, post shoot image processing,review and travelcosts
Photography Services Upon desiredfrequency
One videographerfora full-day(8 hours)onsitevideoshoot, post shoot footage processing, review and travelcosts
Stock Video Shoot Upon desiredfrequency
Creation of up to one 1-minute animated video. Includes pre- and post-production,music, caption,image and voiceoverfees Animated Video Upon desired frequency
Brand servicescan range from simple logo mock-ups for
departments/events/campaigns to modernization of the
existinglogo which involvesresearch on regionalcontext, similaragencies, historyand demographics. Deliverablesmay includeLogo LibraryRefresh,Brand GuidelineUpdates, Brand Templates (Socialmedia. Email Signature,Zoom Background, Newsletter, PPT, etc.)
Brand and Logo Development,
Refinement & Implementation
Upon desired frequency
Simple logo mock-ups
take approximately 2
weeks
Review and editorialservices of writtencontent produced by Citystaff.Includesstrategicoversight,contentdevelopment of one-page of writtencontent
Content Development: Writing,
EditorialServices & Thought
Leadership
Upon desiredfrequency
Ad creation,management, monitoring forout-of-home, print, radio, bus shelter advertisements. Includes content
development, design and publishing/posting
Advertising Production Upon desired frequency
Option E: Event Production and Technicai Support
*Please note there is a crossover of the services identified withinOption E of the RFP which overlaps within Option C and Option D. Here, we address AV needs specificallyoutlined within Option E.

Option E Scope Timeline
Onsite AA/ Services Minimum of 2.5 hours onsite support fora/v production servicesforCityevents, publicmeetings, presentationsor
technical support
Upon desired frequency
Minimum of 1-hourvirtualsupport or a/v productionservices forCityevents, publicmeetings, virtualgatherings,
presentationsor technicalsupport
Virtual A/V Services Upon desired frequency
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Time and Materials Engagement (Cent.)
Option F: Web Design & Implementation
Option F Scope Timeline
TS Built WordPress Website Assumes up to 1,500 pages forcontentmigrationand up to 15,000 assets to transfer.Includes virtualkickoff,project management, design, programming, content migration,quality assurance, ADA scan, stafftrainingand sitemanual
Startto completion is
approximately 6 months to
launch of new website
Ongoing contentupdates tothe Citywebsite.Excludes content creation,website layout,page or structuralchanges
Website Content Development Upon desiredfrequency
Option G: Output & Distribution Services
Option F Scope Timeiine
PrintManagement, Mail
Management and Production
Oversight
Assumes an unknown volume. Estimate based upon one file document inwhich Tripepi Smith manages the printproduction, proof,and maildelivery
Upon desiredfrequency
Assist Citywith campaign materialdistributionAsset DeliveryAcross Multiple Platforms
Upon desiredfrequency
Option H: StaffTraining & Capacity Building
Option C Scope Timeline
Stafftrainingoptions can vary from virtualtrainingconsistingof 1-2 people and in-person trainingfrom 2-25+ attendees.

Topics can also include social media, photography, general cablecast,PDF compression, virtualplatforms,brand
implementation and more
Media Training Upon desiredfrequency
Tripepi Smith & Associates

EXHIBIT C

COST PROPOSAL
Single Source Communications

COST PROPOSAL
TripepiSmith recommends thatour engagement followa hybrid pricingmodel which provides recurring, predictableand reliablemonthly deliverablesfollowinga retainerengagement, and a flexibletime and materials engagement, which allows the Cityto request services, as-needed. As a result,we have broken down our cost proposal intoa combination of Retainer and Time & Material elements. Each Element offersa unique set of benefits:
• Retainer: Sustains outreach momentum by ensuring a set of recurringdeliverablesat a set monthly cost,usuallyfor a period of at least 12 months. • Time & Materials:Allows flexibilityto “ramp up” or “ramp down” effortsaccordingto budget and priorities.

Retainer Engagement
Service/Deliverable Scope
Project Management Bi-weekly calls,up to 60-minutes induration.Includes content calendar, agenda and one page post callactionreport
Press Release, Media
Advisories, Public Statements
Drafting2 press releases,media advisories,or publicstatements up to 500 words.

Includes research, draftingand distributingto platforms Social Media Management and
Monitoring
Creation and posting of up to 16 social media posts. Includes monitoring, responding to comments and Spanish translation
Creation and postingof up to 2 digitalads. Excludes advertisingfees.DigitalAds E-Newsletter Content Creation Creation of up to 1 e-newsletterin Constant Contact. Includes one draft and one finalcopy
Meltwater Media Monitoring Includes up to 5 queries per month, access to dashboard and any frequency of newsletter
Delivery of monthly reportingcapturing key performance indicators for controlled socialmedia platformsand otherdigitalplatformsupon request.

Monthly Metrics Reporting
Comms Strategy Planning
(Triannual)
Virtualmeeting up to 2 hours with leadership to fine-tuneand execute marketing strategy,wins and evaluate futuregoals.

Monthly Retainer:$9,060
Annual Cost: $108,720
Time & Materials Engagement
Option A: Strategic Communications, Marketing & Planning ScopeOption A Cost Estimate
ProjectManagement Engagement kickoffcall,up to 1 hour $885/call 34Tripepi Smith & Associates
Single Source Communications
Option A Scope Cost Estimate
Includes1 hour strategymeeting witha Directorand Senior Business Analyst followed by a detailed action item listfor both the Cityand TripepiSmith
On-Call StrategicAdvice $715/call
Creation and virtualdistributionof outreach surveys. Includes summary findings
Google Form Survey $1,180
Includes interviewswith (2)CityStaff,(5)Council members, platforms review, key observations and tacticalexecution steps summary report,up to 5 pages in length
Communications Plan $15,590
Option B: Digital& Social Media Services
Scope Cost EstimateOption B
Ongoing website support to the Citywebsite. Excludes content creation,website layout,page or structuralchanges
$220/HourWebsite Support
Creation of 8 totalcampaigns in Constant Contact or
Mailchimp email campaign inEnglishand Spanish languages.

Includes set-up,strategy,template creation,two draftsand one finalcopy
$7,320Email Campaign
Option C: Media & Public Relations Services
Cost EstimateOption C Scope
$680/CallIncludes 1 hour strategymeeting with a Directorand Senior Business Analystfollowedby a detailedactionitem listfor both the City and TripepiSmith
Draftingadditionalpress releases,media advisories,or public statements up to 500 words. Includes research, draftingand distributing
On-Call Crisis Communications
Advice
$500 per ReleasePress Release, Media
Advisories, Public Statements
Media Trainingoptions can vary from virtualtrainingconsisting of 1-2 people and in-persontrainingfrom 2-25+ attendees.

Media trainingincludes message map, 1-on-1 camera mock
interview,mock press conference and feedback/debrief
$5,060Media Training
Option D: Creative Services & Content Development
Cost EstimateScopeOption D
$2,020FlyerGraphic Design
(excludes printand mailing
fees)
$1,780Brochure
$1,660
$1,370
Banner
Postcard/Door Flanger
Infographics $940
One photographer fora full-day(8 hours) onsitephoto shoot, post shoot image processing,review and finaldelivery
One videographer fora full-day(8 hours) onsite video shoot, post shoot footage processing,review and finaldelivery
$5,055Photography Services
$6,460Stock Video Shoot
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Option D Scope Cost Estimate
Creation of up to one 1-minuteanimated video.Includespre- and post-production,music,caption,image and voiceoverfees Animated Video $4,700
Sub-logo development forcampaign, departments or events:

Usses existinglogo fornew design. Includesproject
management, three drafts,and up to two revisions
Logo LibraryRefresh:Refresh existinglogo librarywith
modernized logo
Brand GuidelineUpdate
Brand Templates:

Social Media Template
Email SignatureTemplate
Zoom Background
Newsletter Header
PowerPoint Template
Brand and Logo Development,
Refinement & implementation
$2,760
$1,200
$1,000
$900
$200
$600
$600
$1,200
Editing/Copyservicesand strategicoversight,content
development of up to 500 words of writtencontent
Content Development: Writing,
EditorialServices & Thought
Leadership
$1,100
Creation of up to 1 e-newsletter in Constant Contact. Includes one draftand one finalcopy
E-Newsletter Content Creation $1,460
Radio Ad: Includesresearch,drafting,reviewing,postingof 1 radio ad
BillboardAd: Includesdesign,contentdevelopment, creation of 1 billboardad, ad monitoring/management forup to 12 months.

With Spanish translation
Bus ShelterAd: Includes design, content development,
creationof 1 bus shelterad, ad monitoring/management forup to 12 months. With Spanish translation
PrintAd: Includesdesign, content development, creationof 1 printad. With Spanish translation
AdvertisingProduction $630
$1,910
$1,910
$2,395
Option E: Event Production and Technical Support
Option E Scope Cost Estimate
Onsite AA/ Services Minimum of 2.5 hours onsitesupport fora/v production servicesforCityevents,publicmeetings, presentationsor
technical support
Minimum of 1-hour virtualsupport or a/v productionservices forCityevents, publicmeetings, virtualgatherings,
presentations or technicalsupport
$460/ 2.5 Hour Minimum
Virtual /W Services $280/1 Hour Minimum
Option F: Web Design & Implementation
Option F Scope Cost Estimate
TS Built WordPress Website Assumes up to 1,500 pages forcontent migration and up t 15,000 assets to transfer.Includesvirtualkickoff,project $60,140
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Option F Scope Cost Estimate
management, design, programming, content migration,quality assurance, ADA scan, stafftrainingand sitemanual
Draftwebsite content copy to the Citywebsite. Excludes
website layout,page or structuralchanges
Website Content Development $1,120
Option G: Output & Distribution Services
Option F Scope Cost Estimate
PrintManagement, Mail
Management and Production
Oversight
Assumes an unknown volume. Estimate based upon 1
print/mailfiledocument inwhich TS manages the print
production,proof,and maildelivery
Assist Citywith campaign materialdistributionacross platforms $80
Asset Delivery Across Multiple
Platforms
$1,980
Option H: StaffTraining & Capacity Building
Option C Scope Cost Estimate
stafftrainingassumes virtualtrainingconsistingof 1-2 people.

Topics can also includesocialmedia, photography,general cablecast, PDF compression, virtualplatforms,brand
implementationand more. Includesscenarioscripting,
template trainingresources, finalrecording file,summary recap Media Training $6,585
Should the City of Santa Ana determine Tripepi Smith is the most qualifiedand responsive vendor, but has a budget number that itmust hit,then Tripepi Smith remains open to collaborating to narrow the scope engagement or refineour understanding of the scope needs and willmodify our pricing accordingly.
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As-Needed Services
Tripepi Smith willapply the followingstandard hourly rates and relatedfees for any authorized as- needed (Time & Materials)work. Such work must be clearlyauthorized inwritingbefore proceeding.

Standard Reduced Retainer2025-26 Hourly Rates
Principal
Director
$380 $315
$265 $225
Art/Creative Director $265 $225
Senior Business Analyst
Business Analyst
Junior Business Analyst
Senior Videographer/Animator
Senior Photographer
Videographer/Photographer
Junior Videographer/Photographer
Senior Graphic Designer
Graphic Designer
Junior Graphic Designer
Web Developer
Junior Web Developer
Drone Operator
Council Chamber A/V Operator
$205
$150
$180
$125
$115
$205
$175
$140
$115
$100
$175
$150
$120
$100
$195 $165
$140 $120
$115
$210
$100
$185
$115
$205
$115
$100
$180
$100
Invoicing& Payment Terms
At Tripepi Smith, we billon eithera Retainer, Fixed Fee or Time & Materials basis,with each billingtype followingitsown payment schedule. Regardless, terms are Net 30 days. • Fixed Fee work isbilledupon defined milestones.
• Time & Materialswork isbilledin 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.
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Other Cost Information
Tripepi Smith has relatedservice fees that may come up during our engagement thatwe want to tellyou about.

Annual Increase
Pricingshallremain firmforthe entireinitialAgreement term. Thereafter,any proposed pricing adjustment forfollow-on renewal periods shallbe submitted to the City Representative inwritingat least ninety(90) days priorto the new Agreement term. The Cityreservesthe rightto accept,reject,or negotiate any proposed pricingadjustment not to exceed the Bureau of Labor Statistics Consumer Price Index (CPI) data as follows:Los Angeles-Long Beach-Anaheim, CA; All Urban Consumers; Not Seasonally Adjusted;annualized change comparing the most recent month’s reported data to the same month of the prioryear. (This information may be found on the U.S. Department of Labor’s website at www.bis.qov.j
Retainer Discount
When a client’sretainerexceeds $7,500 per month, they gain access to our reduced retainerrates.

Travel Costs
Travel costs must be pre-authorized and then willbe reimbursed by the clientforany requested travelto complete a requested scope of work. Travel costs may include airfare,lodging,car rentalsand gas.

Additionally,when clientwork requiresthatwe be onsite,we willinvoice for a resource’s traveltime at 50% of the resource’s hourly rate.

Equipment Costs
Tripepi Smith offerssome services that require equipment, such as drone operations and video production.As such, inthose cases, the followingrates apply:

FullDay (4+ Hours)Half Day (Under 4 Hours)
$450 $650Video
$550 - Flat FeeDrone
Please note thatAA/ equipment fees are based on the amount and type of equipment required,with pricingtailoredto the specificsof each event.

Music and Video Licensing
Sometimes, the clientwillwant TripepiSmith to apply music or use stock imagery/video while producing video. Inthese cases, we willneed to apply licensingfees of approximately $100 per song and $200 if we use stock video imagery. This willprovide a license for the use of the music and video footage to Tripepi Smith and itsclients.
39 Tripepi Smith & Associates
SingleSource Communications
Other Cost Information (Cont.)
Meltwater Fee
TripepiSmith offersa standard Meltwater package ata flatrate of $525 per month. This package includes a newsletter digest (ofany frequency), up to fivequeries, and a monthly dashboard. Custom Meltwater solutions are also available upon request.

Website Hosting Fees
Ifwebsite hostingservicesare required,TripepiSmith willcharge a $630 website hostingfee and a $30 Domain Registrationand DNS service fee, unless otherwise specified in thisproposal. Fees willbe billedupon commencement of hosting services,and annually thereafter. Please note the website hostingpackage islimitedto 10 Gigabytes oftotalstorage.Additionalstorage forthe siteisavailablefor a fee of $1.70 per gig per month of 10 Gigabytes of storage.

Service Fees
TripepiSmith prefersthatclientspay service providersdirectlyto avoid unnecessary administrative costs. You should also know, however, that we have no economic interestinserviceproviders,unless otherwise specified in thisproposal.

Ifa clientasks TripepiSmith to pay for a service provider bill,we willapply a 10% agency fee to the reimbursement expense. Typicalservicefees include,but are not limitedto:print,mailing,digital advertising,media placements, voiceovers, translationsand closed captions.

Partner Access
TripepiSmith has access to entitiesthat may be relevantto our engagement. These partnerships allow Tripepi Smith to offerclientsextra media reach or additionalservices at partner pricing.

Local Information Network of Knowledge (LINK):www.LocallnfoNetw ork.com - A community forum forlocal government professionalsinCaliforniato discoverand share resources,policies,sample work products,best practicesand more.

OLini
PublicCEO: www.PublicCEO.com - Digitalnews about publicaffairs,reaching over 17,500 California government executives through a dailypodcast,job board, video podcast and more.mPUBLIC Civic Business Journal: www.CivicBusinessJournal.com - Digitalintereststorieson the people, companies and solutionsthatmake localgovernment in California more effective.CB) FlashVote: www.FlashVote.com - Statisticallyvalidsurveyingthathelps leadersmake decisions. • Disclaimer:TripepiSmith President Ryder Todd Smith is an investor in FlashVote.

Q FlashVote
Tripepi Smith Talent Solutions: www.TSTalentSolutions.com - A multifaceted recruitment consultancy service,combining localgovernment access with communications to advance talentquests and buildculture warriors.
9 TRIPEPISHITH• TAiiwr jCK,n>0*»-
Meltwater: www.TripepiSmith.com/Media-Intelliqence - An enterprise-class,comprehensive media monitoringsolutionthatisbestcombined withTripepiSmith’sanalyticsteam. <o>
40 TripepiSmith & Associates

EXHIBIT D

INSURANCE REQUIREMENTS

Consultant shall procure and maintain for the dur ation of the agreement, the following insurance coverages:

MINIMUM SCOPE AND LIMIT OF INSURANCE

Consultant shall maintain limits of insuranc e coverage in the following minimum amounts and shall be at least as broad as:

 Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, in cluding products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence and $2,000,000 aggregate.
 Workers’ Compensation (WC): As required by the State of California, with statutory limits, and Employer’s Liability Insu rance with limit of no less than $1,000,000 per accident, per employee, per policy for bodily inju ry or disease. This requirement can be waived if Consultant has no employees.
 Cyber Liability (CL): Insurance, with limits not less than $2,000,000 per occurrence or claim and $2,000,000 aggregate. Coverage shall be su fficiently broad to respond to the duties and obligations as is undertaken by Cons ultant in this agreement and shall include, but not be limited to, claims involving securi ty breach, system failure, data recovery, business interruption, cyber extortion, social engineering, infringement of intellectual property, including but not limited to infringement of c opyright, trademark, trade dress, invasion of privacy violations, information th eft, and release of private information. The policy shall provide coverage for breach response costs, regulatory fines and penalties as well as credit monitoring expenses.

If Consultant maintains broader coverage an d/or higher limits than the minimums shown above, City requires and shall be entitled to th e broader coverage and/ or the higher limits maintained by Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to City.

Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:

1. CGL policies: City of Santa Ana, its City Council, its officers, officials, employees, agents, and volunteers are to be covered as additional insureds with respect to liability arising out of work or operations performed by or on behalf of the Consultant including materials, parts, equipment, and personnel furnished in connection with such work or operations.

2. CGL, CL, and WC policies: Insurance comp any(ies) agrees to waive all rights of subrogation against City, its City Council, its officers, officials, employees, agents, and

volunteers for losses paid under the term s of any policy which arise from work performed by Consultant for City.

3. All required insurance policies: For any claims related to this contract, Consultant’s insurance coverage shall be primary and a ny insurance maintained by City, its City Council, its officers, officials, employees , agents, or volunteers shall not contribute with it.

4. All required insurance policies: A severability of interest provision must apply for all the additional insureds, ensuring that Consu ltant’s insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the insurer’s limits of liability.

5. Each insurance policy required herein shall provide that coverage shall not be canceled, suspended, voided, reduced in coverage or in limits, non-renewed by the carrier, or materially changed except after thirty (30) days prior written notice has been given to City. Ten (10) days prior written notice shall be provided to City for policy cancellation or non-renewal due to non-payment.

6. Certificate Holder on each Evidence of Insu rance certificate shall be: City of Santa Ana, Attention: City Manager’s Office, 20 Civic Center Plaza, M-31, Santa Ana, CA 92701. The name and location of the event shou ld be included in the Description of Operations section of each certificate.

Self-Insured Retentions
Self-insured retentions must be declared to and approved by the City. City may require Consultant to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.

Acceptability of Insurers
Insurance is to be placed with insurers authorized to conduct business in the state of California with a current A.M. Best rating of no less than A:VII, unless otherwise acceptable to City.

Verification of Coverage
Consultant shall furnish City with original Certificates of Insurance including all required amendatory endorsements (or copies of the ap plicable policy language effecting coverage required by this clause) and a copy of the Decl arations and Endorsement Page of the CGL policy listing all policy endorsements to Entity before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive Consultant’s obligation to provide them. City reserves the right to requi re complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.

Claims Made Policies
If any of the required policies provide coverage on a claims-made basis:

1. The retroactive date must be shown and must be before the date of the contract or the beginning of work.

2. Insurance must be maintained and evidence of insurance must be provided for at least three (3) years after completion of work.

3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the cont ract effective date, Consultant must purchase

“extended reporting” coverage for a minimum of three (3) years after completion of work.

Subcontractors
Consultant shall require and verify that all sub-contractors maintain insurance meeting all the requirements stated herein, and Consultant shall ensure that City is an additional insured on insurance required from sub-contractors.

Special Risks or Circumstances
City reserves the right to modify these requ irements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.