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HomeMy WebLinkAbout05(C) - Resolution Approving Park and Trail Plan Communications Services Contract Report€0&\1 - ?CITY COUNCIL AGENDA REPORT :So'\�MEETING DATE: November 15, 2024 PREPARED BY: Steve Hart, Parks & Recreation Manager PRESENTED BY: Nick Monserud, Public Works Director/City Engineer ITEM: 5C AGENDA ITEM: Approve Park and Trail Plan Communications Services Contract BACKGROUND: Upon the adoption of the Park and Trail System Plan, staff have begun developing communication strategies to begin implementing the plan in 2025. Staff have received a proposal from Rapp Strategies Inc. to assist in engaging and informing residents about the newly adopted plan. Rapp Strategies is a public affairs agency that specializes in helping municipalities communicate with its residents. The purpose of this elevated level of communication is to provide opportunity for community feedback to shape the priorities and levels of investment for the park and trail projects identified in the system plan. The proposal from Rapp Strategies includes a detailed timeline and deliverables to be received by the city and its residents. The proposed term of this contract is through May 2025, with options to extend services through November 2025. FINANCIAL IMPACT: The fee for these services is a proposed $5,000 per month. Staff have budgeted for this planned expense in the 2025 budget in the Parks Contracted Services line item. ATTACHMENTS: 1.Resolution 2.Rapp Strategies Contract City of Prior Lake I 4646 Dakota Street SE I Prior Lake MN 55372 2021.03 Page 1 of 9 Standard Contract Services for Parks Communications Services____________ This agreement (“Agreement”) is between the City of Prior Lake, Minnesota ("City"), whose business address is 4646 Dakota Street SE, Prior Lake, MN 55372, and Rapp Strategies, Inc. a Minnesota public affairs agency ("Contractor") whose business address is 1300 Godward Street NE, Suite 4500, Minneapolis, MN 55413. Based on the mutual promises and covenants set forth herein, the sufficiency of which are hereby acknowledged, the City and Contractor agree as follows: 1. Scope of Work. Contractor agrees to provide, perform and complete all the services in accordance with the terms of this Agreement and attached Exhibit A (“Work”). The terms of this Agreement shall take precedence over any provisions of the Contractor’s proposal and/or general conditions. If Contractor’s proposal is attached as Exhibit A, City rejects any contract terms and/or general conditions included in such proposal unless specifically agreed to by the City in writing. 2. Effective Date and Term of Agreement. This Agreement shall become effective as of November 15, 2024. The Work shall be completed by May 31, 2025 3. Compensation for Services. City agrees to pay the Contractor a fixed sum of $5,000 monthly as full and complete payment for the Work (“Contract Price”). A. Any changes in the scope of the Work which may result in an increase to the compensation due the Contractor shall require prior written approval by an authorized representative of the City or by the City Council. The City will not pay additional compensation for services or materials that do not have prior written authorization. B. If Contractor is delayed in performance due to any cause beyond its reasonable control, including but not limited to strikes, riots, fires, acts of God, governmental actions, actions of a third party, or actions or inactions of City, the time for performance shall be extended by the period of time lost by reason of the delay. Contractor will be entitled to payment for its reasonable additional charges, if any, due to the delay. 4. Method of Payment. Contractor shall prepare and submit to City, on a monthly basis, itemized invoices setting forth work performed and the payments requested under this Agreement. Contractor shall provide an itemized listing of all expenses and such other documentation as reasonably required by the City. Each invoice shall contain the City’s project number and a progress summary showing the current billing, past payments and unexpended balance of the Contract Price. Invoices submitted shall be paid in the same manner as other claims made to the City. A. Claims. In compliance with Minn. Stat. 471.38, by making a claim for payment, Contractor is declaring that the account, claim, or demand is just and correct and that no part of it has been paid. B. Waiver of Claims. The Contractor’s acceptance of final payment shall constitute a waiver of all claims by the Contractor except those previously made in writing and identified by the Contractor as unsettled at the time of application for final payment. 5. Compliance with Laws and Regulations. In providing the Work, the Contractor shall abide by all statutes, ordinances, rules, and regulations pertaining to the Work. Any violation of 2021.03 Page 2 of 9 statutes, ordinances, rules and regulations pertaining to the Work shall constitute a material breach of this Agreement and entitle the City to immediately terminate this Agreement. 6. Contractor’s Employees. Contractor and its employees, representatives and agents shall comply with all City policies (no smoking, parking location, check in, sign it, etc.). Contractor and its employees, representatives and agents shall use care, coordination and communication in order to ensure City employees and guests are not disturbed or inconvenienced. Contractor’s employees, representatives and agents shall be neat appearing and at City’s request wear an identification badge approved by the City. Contractor must honor the City’s request to reassign an employee, representative or agent whom the City determines is unsuitable for the Work. When necessary, Contractor’s employees, representatives and agents will be provided with keys or access cards in order to perform their work. Any lost keys or cards that result in rekeying a space or other cost to the City will be billed back to the Contractor. The City shall have the right to perform or require to be performed criminal background checks on any employee, representative or agent of the Contractor who will perform any aspect of the Work. The Contractor shall cooperate with the City in the performance of all such criminal background checks. 7. Contractor’s Representative. Contractor has designated a project representative to coordinate with the City and manage the Work. The project representative shall be assisted by other staff members as necessary to facilitate the completion of the Work in accordance with the terms of this Agreement. Contractor may not remove or replace the project representative without the approval of the City. 8. Standard of Care. Contractor shall exercise the same degree of care, skill and diligence in the performance of the Work as is ordinarily exercised by members of the profession under similar circumstances in Scott County, Minnesota. Contractor shall be liable to the fullest extent permitted under applicable law, without limitation, for any injuries, loss, or damages proximately caused by Contractor's breach of this standard of care. Contractor shall put forth reasonable efforts to complete the Work in a timely manner. Contractor shall not be responsible for delays caused by factors beyond its control or that could not be reasonably foreseen at the time of execution of this Agreement. Contractor shall be responsible for costs, delays or damages arising from unreasonable delays in the performance of the Work. 9. City’s Obligations. City will provide access to public and private property as necessary for Contractor to perform the Work. City shall give thorough consideration to all reports, sketches, estimates, drawings, and other documents presented by the Contractor, and shall inform the Contractor of all decisions required of City within a reasonable time so as not to delay the Work. The City shall furnish the Contractor with a copy of any applicable policy, standard or criteria, including but not limited to, design and construction standards, that may be required for the Work. 10. City's Representative. City has designated a project representative with respect to the Work. He or she shall have authority to transmit instructions, receive information, and interpret the City's policy and decisions with respect to the Work. 11. Ownership of Documents. All plans, diagrams, analyses, reports and information generated in connection with the performance of this Agreement (“Information”) shall become the property of the City, but Contractor may retain copies of the Information as records of the services provided. The City may use the Information for its purposes and the Contractor also may use the Information for its purposes. Use of the Information for the purposes of the Work 2021.03 Page 3 of 9 does not relieve any liability on the part of the Contractor, but any use of the Information by the City or the Contractor beyond the scope of this Agreement is without liability to the other, and the party using the Information agrees to defend and indemnify the other from any claims or liability resulting therefrom. 12. Insurance. Prior to starting the Work, Contractor shall procure, maintain and pay for such insurance as will protect Contractor and City against claims or loss which may arise out of operations by Contractor or by any subcontractor or by anyone employed by any of them or by anyone for whose acts any of them may be liable. Contractor agrees to maintain all coverage required herein throughout the term of this Agreement and for a minimum of two years following City’s written acceptance of the Work. A. Such insurance shall include, but not be limited to, the following minimum coverages and limits of liability: i. Commercial General Liability Insurance. Commercial General Liability Insurance protecting Contractor and City from claims for damages for bodily injury, including death, and from claims for property damage, which may arise from operations under this Agreement. The Commercial General Liability Policy shall be on ISO form CG 00 01 12 07 or CG 00 01 04 13, or the equivalent. Such insurance shall cover liability arising from premises, operations, independent contractors, products-completed operations, personal and advertising injury, and liability assumed under an insured contract (including the tort liability of another assumed in a business contract). There shall be no endorsement or modification of the Commercial General Liability form arising from pollution, explosion, collapse, underground property damage or work performed by subcontractors. The City, including its elected and appointed officials, employees, and agents, must be endorsed as an Additional Insured using ISO Form CG 20 10 or equivalent for Ongoing Operations and ISO Form CG 20 37 or equivalent for Products/Completed Operations. Insurance minimum limits are as follows: 1,000,000 – per occurrence 2,000,000 – annual aggregate 2,000,000 – annual aggregate – Products/Completed Operations ii. Workers’ Compensation Insurance. Workers’ Compensation Insurance for all Contractor’s employees in accordance with the statutory requirements of the State of Minnesota. The Contractor shall also provide Employer’s Liability Insurance with minimum limits as follows: 500,000 – Bodily Injury by Disease per employee 500,000 – Bodily Injury by Disease aggregate 500,000 – Bodily Injury by Accident The Contractor shall maintain “stop gap” coverage if Contractor obtains Workers’ Compensation coverage from any state fund if Employer’s liability coverage is not available. If Minnesota Statutes, Section 176.041 exempts the Contractor from Workers’ Compensation insurance, the Contractor must provide a written statement, signed by 2021.03 Page 4 of 9 an authorized representative, indicating the qualifying exemption that excludes the Contractor from the Minnesota Workers’ Compensation requirements. iii. Business Automobile Liability Insurance. Business Automobile Liability Insurance protecting City and Contractor from claims for damages for bodily injury, including death, and from claims for property damage resulting from the ownership, operation, maintenance or use of all autos which may arise from operations under this Agreement. Insurance minimum limits are as follows: 1,000,000 – per occurrence Combined Single Limit for Bodily Injury and Property Damage including Owned, Hired, and Non-owned Automobiles. iv. Professional/Technical (Errors and Omissions) Liability Insurance. Professional Liability (Errors and Omissions) Insurance that provides coverage for all claims the Contractor may become legally obligated to pay resulting from any actual or alleged negligent act, error, or omission related to the Contractor’s professional services required under this Agreement. The Contractor is required to carry the following minimum limits: 2,000,000 – per claim 2,000,000 – annual aggregate The retroactive or prior acts date of such coverage shall not be after the effective date of this Agreement and the Contractor shall maintain such insurance for a period of at least two years, following completion of the work. If such insurance is discontinued, extended reporting period coverage must be obtained by the Contractor to fulfill this requirement. B. All of the insurance policies required by this Agreement shall comply with the following: i. The Contractor’s policies, except Worker’s Compensation Insurance and Professional/Technical Liability Insurance, shall be primary insurance and non- contributory to any other valid and collectible insurance available to the City with respect to any claim arising out of the Contractor’s performance under this Agreement including the defense and indemnity obligations assumed by Contractor under this Agreement. ii. An Umbrella or Excess Liability insurance policy may be used to supplement the Contractor’s policy limits to satisfy the full policy limits required by this Agreement. iii. All insurance shall be provided on an occurrence basis and not on a claims-made basis, except professional liability insurance or other coverage not reasonably available on an occurrence basis; provided that all such claims-made coverage is subject to the approval of the City Attorney. iv. Any insurance limits in excess of the minimum limits shall be available to the City. v. All policies, except professional liability, shall be endorsed with a waiver of subrogation in favor of the City, including its elected and appointed officials, employees, and agents for losses arising from activities under this Agreement. vi. It shall be Contractor’s responsibility to pay any retention or deductible for the coverages required. The City may require the Contractor to provide proof of ability to pay losses and related expenses within the deductible and retention. vii. The Contractor is required to submit a Certificate of Insurance acceptable to the City as evidence of the required insurance coverage requirements. 2021.03 Page 5 of 9 viii. The Contractor’s policies and Certificate of Insurance shall contain a provision that coverage afforded under the policies shall not be cancelled without at least thirty days’ advanced written notice to the City, or ten days’ written notice for non- payment of premium. ix. The Contractor is responsible to review and ensure all subcontractors comply with the insurance provisions contained herein and said insurance is maintained as specified. x. If the City authorizes the Contractor to be self-insured, a Certificate of Self- Insurance must be attached. xi. The Contractor shall obtain insurance policies from insurance companies having an “AM BEST” rating of A- (minus); Financial Size Category (FSC) VII or better and authorized to do business in the State of Minnesota, or as approved by the City. xii. The City reserves the right to immediately terminate this Agreement if the Contractor is not in compliance with the insurance requirements and retains all rights to pursue any remedies against the Contractor. xiii. All insurance policies must be open to inspection by the City, and copies of policies must be submitted to the City’s authorized representative upon written request. xiv. The City’s failure to approve or disapprove the Contractor’s policies or certificates shall not relieve the Contractor of full responsibility to maintain the required insurance. xv. If the coverage period shown on the Contractor's current certificate of insurance ends during the duration of the project, the Contractor must, prior to the end of the coverage period, obtain a new certificate of insurance showing that coverage has been extended. xvi. No representation is made that the minimum insurance requirements are sufficient to cover the obligations of the Contractor under this Agreement. C. Effect of Contractor’s Failure to Provide Insurance. If Contractor fails to provide the specified insurance, then Contractor will defend, indemnify and hold harmless the City, the City's officials, agents and employees from any loss, claim, liability and expense (including reasonable attorney's fees and expenses of litigation) to the extent necessary to afford the same protection as would have been provided by the specified insurance. Except to the extent prohibited by law, this indemnity applies regardless of any strict liability or negligence attributable to the City (including sole negligence) and regardless of the extent to which the underlying occurrence (i.e., the event giving rise to a claim which would have been covered by the specified insurance) is attributable to the negligent or otherwise wrongful act or omission (including breach of contract) of Contractor, its subcontractors, agents, employees or delegates. Contractor agrees that this indemnity shall be construed and applied in favor of indemnification. Contractor also agrees that if applicable law limits or precludes any aspect of this indemnity, then the indemnity will be considered limited only to the extent necessary to comply with that applicable law. The stated indemnity continues until all applicable statutes of limitation have run. If a claim arises within the scope of the stated indemnity, the City may require Contractor to take one of the following actions within fifteen days of receiving notice from the City.: i. Furnish and pay for a surety bond, satisfactory to the City, guaranteeing performance of the indemnity obligation; or ii. Furnish a written acceptance of tender of defense and indemnity from Contractor's insurance company. 2021.03 Page 6 of 9 13. Indemnification. Contractor will defend and indemnify City, its officers, agents, and employees and hold them harmless from and against all judgments, claims, damages, costs and expenses, including a reasonable amount as and for its attorney’s fees paid, incurred or for which it may be liable resulting from any breach of this Agreement by Contractor, its agents, representatives, contractors and employees, or any negligent or intentional act or omission performed, taken or not performed or taken by Contractor, its agents, representatives, contractors and employees, relative to this Agreement. City will indemnify and hold Contractor harmless from and against any loss for injuries or damages arising out of the negligent acts of the City, its officers, agents or employees. 14. Termination. This Agreement may be terminated by either party by thirty days' written notice delivered to the other party at the addresses written above. Upon termination under this provision if there is no fault of the Contractor, the Contractor shall be paid for Work performed until the effective date of termination. 15. Mediation. Each dispute, claim or controversy arising from or related to this Agreement shall be subject to mediation as a condition precedent to initiating arbitration or legal or equitable actions by either party. Upon service of a written notice requesting mediation, the parties shall have ten (10) days to jointly select one person to act as mediator. If the parties are unable to agree upon a mediator, the parties shall ask the Scott County District Court to select a mediator. The mediation shall be conducted pursuant to the commercial mediation procedures of the American Arbitration Association but shall not be administered by the American Arbitration Association. No arbitration or legal or equitable action may be instituted for a period of 90 days from the filing of the request for mediation unless a longer period of time is provided by agreement of the parties. Each party shall bear its own costs of the mediation process. The parties shall share equally the fees and expenses of the mediator. Mediation shall be held in the City of Prior Lake unless another location is mutually agreed upon by the parties. The parties acknowledge that mediation is a voluntary process, and that the mediator does not have the authority to bind either party absent the party’s consent. The parties shall memorialize any agreement resulting from the mediation in a mediated settlement agreement, which agreement shall be enforceable as a settlement in any court having jurisdiction thereof. 16. Notice. Any notice required or permitted under this Agreement shall be delivered in one or more of the following manners: (i) delivered personally; (ii) mailed by United States mail; or iii) deposited cost paid with a nationally recognized, reputable overnight courier. Notice shall be delivered or directed to an officer or agent of the Contractor or to the City Manager as applicable at the address set forth on page 1 of this Agreement. Notice shall be deemed effective on the date of receipt. Any party may change its address for the service of notice by giving written notice of such change to the other party in any manner above specified, 10 days prior to the effective date of such change. 17. Independent Contractor. At all times and for all purposes, Contractor is an independent contractor engaged by City to perform the services described in this Agreement and Contractor shall have no authority to employ persons or make purchases on behalf of City, or otherwise bind or obligate City. No statement in this Agreement shall be construed to find the Contractor an employee of the City. 18. Employees. Contractor agrees not to hire any employee or former employee of City and City agrees not to hire any employee or former employee of Contractor prior to termination of this Agreement and for one year thereafter, without prior written consent of the former employer in each case. 2021.03 Page 7 of 9 19. Assignment or Subcontract. Contractor shall not subcontract any part of the Work; nor may Contractor assign this Agreement, or any interest arising herein, without the prior written consent of the City. 20. Audit Disclosure. Pursuant to Minn. Stat. 16C.05, Subd. 5, the books, records, documents and accounting procedures and practices of the Contractor or other parties relevant to this Agreement are subject to examination by the City and either the Legislative Auditor or the State Auditor for a period of six years after the effective date of this Agreement. 21. Data Practices. Any reports, information, data, etc. given to, or prepared or assembled by the Contractor under this Agreement which the City requests to be kept confidential, shall not be made available to any individual or organization without the City's prior written approval. This Agreement is subject to the Minnesota Government Data Practice Act, Minnesota Statutes Chapter 13 (“Data Practices Act”). All government data, as defined in the Data Practices Act, which is created, collected, received, stored, used, maintained, or disseminated by Contractor in performing any of the functions of the City during performance of this Agreement is subject to the requirements of the Data Practice Act and Contractor shall comply with those requirements as if it were a government entity. All subcontracts entered into by Contractor in relation to this Agreement shall contain similar Data Practices Act compliance language. 22. Non-Discrimination. During the performance of this Agreement, the Contractor shall not discriminate against any employee or applicant for employment because of race, color, creed, religion, national origin, sex, marital status, status with regard to public assistance, disability, sexual orientation or age. The Contractor shall post in places available to employees and applicants for employment, notices setting forth the provision of this non-discrimination clause and stating that all qualified applicants will receive consideration for employment. The Contractor shall incorporate the foregoing requirements of this paragraph in all of its subcontracts for the Work, and will require all of its subcontractors for the Work to incorporate such requirements in all subcontracts for the Work. The Contractor further agrees to comply with all aspects of the Minnesota Human Rights Act, Minnesota Statutes 363.01, et. seq., Title VI of the Civil Rights Act of 1964, and the Americans with Disabilities Act of 1990. 23. Conflicts. No salaried officer or employee of the City and no member of the Council, or Commission, or Board of the City shall have a financial interest, direct or indirect, in this Agreement. The violation of this provision renders this Agreement void. 24. Rights and Remedies. The duties and obligations imposed by this Agreement and the rights and remedies available thereunder shall be in addition to and not a limitation of any duties, obligations, rights and remedies otherwise imposed or available by law. 25. Damages. In the event of a breach of this Agreement by the City, Contractor shall not be entitled to recover punitive, special or consequential damages or damages for loss of business. 26. Enforcement. The Contractor shall reimburse the City for all costs and expenses, including without limitation, attorneys' fees paid or incurred by the City in connection with the enforcement by the City during the term of this Agreement or thereafter of any of the rights or remedies of the City under this Agreement. 2021.03 Page 8 of 9 27. Governing Law. This Agreement shall be controlled by the laws of the State of Minnesota. Venue and jurisdiction for any action, suit or proceeding arising out of this Agreement shall be only in the courts of Scott County, Minnesota or the federal courts for the United States for the District of Minnesota. 28. Entire Agreement. The entire agreement of the parties is contained herein. This Agreement supersedes all oral agreements and negotiations between the parties relating to the subject matter hereof as well as any previous agreements presently in effect between the parties relating to the subject matter hereof. Any alterations, amendments, deletions, or waivers of the provisions of this Agreement shall be valid only when expressed in writing and duly signed by the parties, unless otherwise provided herein. 29. Severability. The provisions of this Agreement are severable. If any portion hereof is, for any reason, held by a court of competent jurisdiction to be contrary to law, such decision shall not affect the remaining provisions of this Contract. 30. Waiver. No action nor failure to act by the City or the Contractor shall constitute a waiver of any right or duty afforded any of them under this Agreement, nor shall any such action or failure to act constitute an approval of or acquiescence in any breach thereunder, except as may be specifically agreed in writing. 31. Counterparts. This Agreement may be executed in multiple counterparts, each of which shall be considered an original. In witness whereof, the parties have caused this Agreement to be executed by their duly authorized agents. CITY OF PRIOR LAKE Date Mayor City Manager CONTRACTOR By: ________________________________ Date Its: _______________________________ 10/2+/24 B 2021.03 Page 9 of 9 Exhibit A – Proposal of Work 1 CONTACT: Todd Stone, Managing Director & Chief of Staff | 832.710.5885 | toddstone@rappstrategies.com Todd Rapp, CEO | 651.270.1071 | toddrapp@rappstrategies.com 1300 Godward Street NE, Suite 4500 | Minneapolis, MN 55413 www.rappstrategies.com Rapp Strategies, Inc. Proposal to Provide Communications Services for the City of Prior Lake September 24, 2024 2 TABLE OF CONTENTS Company Overview 3 Our Approach to Referenda 4 Staff Profiles 5 References 6 Work Samples 7 Scope of Work and Budget 11 Sample Communications Schedule 13 3 COMPANY OVERVIEW Rapp Strategies, Inc. (RSI) is pleased to submit a proposal to the City of Prior Lake for professional communications services to help the city inform and engage residents about the city’s developing plan to reinvest in its parks system. Rapp Strategies, Inc. is a full-service public affairs agency with a strong record of success serving clients with strategic counsel and communications services, including media relations, social and digital media content, communications materials, coalition building, research management and analysis, and strategic public relations services. During the past 20 years, Rapp Strategies and its predecessor companies have managed some of the most significant public projects in state history, including the U.S. Bank Stadium and the rebuild of the I-35W bridge. We have developed engagement strategy and supervised the implementation of communications plans for $13 billion in public and publicly supported projects in Minnesota and Wisconsin. Working closely with engineering and construction companies, elected officials and community leaders, we have shaped public information strategies that inform and engage people about critical public investments. We are confident that no other Minnesota firm has a broader background in local government referendum work than Rapp Strategies. We have provided communications support for 109 referenda by local units of government in the Upper Midwest, winning approval from voters in 72% of cases. Our service model focuses on providing strategic counsel, quality public communications, and tangible results for organizations affected by public opinion and policy. The qualities that set us apart drive everything we do. We build lasting loyalties and adapt to our clients' needs. We understand that a successful communications plan starts with a shared vision and understanding how to leverage the strengths and resources of all partners. OUR APPROACH TO COMMUNITY ENGAGEMENT Many local governments seek outside counsel to ensure they meet the public’s expectations for accurate and timely information when identifying new capital projects, engaging with the community to understand their priorities and address their questions, and managing local referendums when new funding sources are required. At Rapp Strategies, we have extensive experience developing strategic communications plans and preparing information materials for local governments to use for public outreach throughout this process. Our experience includes developing a wide range of materials for local governments to use for communications. We have produced a diverse portfolio of websites and other digital messaging, brochures, direct mail pieces, annual reports, newsletters and other publications. As part of our work, we develop comprehensive communications plans, prepare external messaging guides, address potential crises and train staff and leaders to manage media 4 interviews and questions from residents. Further, RSI can provide the direction and oversight of research that can inform communications initiatives and messaging, including qualitative research and scientific polling. OUR APPROACH TO REFERENDA Local governments have a responsibility to inform their residents about significant investments of public resources, and your residents will be looking for accurate information about future investments, especially when they vote on the funding. In Rapp Strategies’ experience, insufficient communication is the most common reason a local government referendum fails. That’s why we work closely with local government leaders to develop and execute outreach and engagement plans that inform residents about the project’s value and scope, highlight their role in shaping the plan, explain how the referendum will finance it, and address their questions . All city communication must conform to the requirements of Minnesota Statute 297A.99, so Rapp Strategies will work with you to ensure that all communication is informative in nature. While every public referendum is unique, we have found that local governments are most successful when their community outreach and public engagement plan includes the following elements: Vision for the community Challenges that have been identified Process to develop a plan Details of the plan Expected benefits Cost and tax impact Consequences of not moving forward Where to find more information How and where residents can vote It’s important to ensure that your messages and information reaches potential voters on the communications platforms that they prefer. We have found from past experience that residents who support a referendum believe the following: City leadership has a track record of decision-making that residents support. o Past investments have community-wide benefits. o Tax dollars are currently used wisely. o Residents are engaged as part of city decision-making. Residents are given easy access to project information and answers to questions. The investment plan provides high value for the tax dollars invested. Every local government has different communications skills and capacity. Rapp Strategies is flexible in structuring a scope of services plan and budget that meets the needs of our clients. We look forward to the opportunity to meet with the city to better understand its needs and how best to meet them. 5 STAFF PROFILES TODD STONE, MANAGING DIRECTOR Todd is an MBA-trained news leader with 20 years in management positions within major news organizations, including the Star Tribune and Houston Chronicle. He offers strong experience in writing and editing, project management, media relations, and social media. As a communications strategist, Todd understands the complexities of major public investments and the importance of communications planning to keep residents informed. During the November 2023 election, Todd helped lead the public communications efforts for successful referenda in Rochester, Golden Valley, Bloomington and Edina. ANNA SHAY, SENIOR ACCOUNT EXECUTIVE Anna leads project work for public and nonprofit organizations. Anna offers expertise in writing, research, media relations, digital advocacy and social media. She has managed social media channels, developed original content, promoted media coverage, and produced letters to the editor, advocacy emails and press releases. Anna has been the day-to-day lead for several successful communications efforts for school referendums and played a key role in communications for Maple Grove and Edina local referenda. TODD RAPP, PRESIDENT AND CEO With three decades in public service and the private sector, Todd has been part of strategies that addressed some of our region's most complex and important issues. For the past 23 years, Todd has served as Managing Director, President and now President and CEO of Rapp Strategies and its predecessor firms. Prior to 2001, Todd was Director of MN Public Affairs for Northern States Power and served in leadership positions in state government and politics, including as Executive Director to former House Speaker Phil Carruthers. 6 REFERENCES HEIDI NELSON City Administrator, Maple Grove hnelson@maplegrovemn.gov 763-494-6001 JANINE HILL Communications Administrator, Bloomington jhill@bloomingtonmn.gov 952-563-8819 JENNA BOWMAN Strategic Communications & Engagement Director, Rochester JBowman@rochestermn.gov 507-328-2913 JENNIFER BENNEROTTE Communications Director, Edina jbennerotte@edinaMN.gov 952-833-9520 BRETT SKYLES County Administrator, Itasca County Brett.Syles@CO.ITASCA.mn.us 218-327-7363 7 WORK SAMPLES For your consideration, we have provided a variety of examples of our work on communications for community investments, including fact sheets, workplans and websites. EDINA SALES TAX REFERENDUM LOGO FACT SHEET WORKPLAN 8 MAPLE GROVE SALES TAX REFERENDUM LOGO FACT SHEETS 9 BANNER SOCIAL MEDIA 10 HIBBING’S COMMITMENT TO PUBLIC SAFETY 11 SCOPE of SERVICES and BUDGET We consciously work to provide high quality services that meet or exceed client expectations, delivered on time and within budget. If selected, Rapp Strategies will work with the Prior Lake to develop a comprehensive communications and community engagement plan. Todd Stone would serve as the day-to-day project leader. The central goal is to build public awareness about the challenges of the city’s parks system, the benefits of new investments and the funding choices to support improvement projects. If Rapp Strategies is chosen, we recommend starting planning meetings with the city in October, with the goal of kicking off a public engagement initiative before the end of the year. Rapp Strategies work would continue through May 31, 2025, as the city engages residents about their priorities and a funding plan. Our scope of work would include the following: Ongoing strategic counsel and issue management. Biweekly communications planning meetings with the city. o Updates with city council, as needed. Produce core messaging language and talking points. Create a monthly communications workplan through May 2025. Develop and design brand/logo for the parks initiative. Help identify community engagement opportunities. Design and manage a project website, including an evolving FAQ and contact form. Provide community survey design and analysis, working with a polling vendor (Morris Leatherman is Rapp Strategies’ preferred research vendor). Draft one press release to announce the public information initiative. Draft a series of social media posts announcing the public information initiative and four to six social media posts a month through May 2025. Create one PowerPoint presentation for community engagement (12-15 slides) Write and design a fact sheet describing the parks investment plan. Write two guest columns for local newspapers. Lead training sessions with key city employees and city council members to prepare for public questions. Training sessions for media interviews with the city’s designated spokesperson. Monitor and assess engagement across social media, website and news media. Budget: Rapp Strategies proposes a fixed fee of $5,000 per month, invoiced from October 2024 through May 2025 (eight months). 12 Video production: Rapp Strategies can oversee the development and production of videos to further support communications efforts. At the city’s request, Rapp Strategies would work with the city to outline the parameters of such a project, and both parties would agree on a separate budget outside of the scope of services and the monthly fee described above. Additional services: Over time, the city may request additional services or communications materials that extend beyond the scope of services described above. Fixed fees for some additional communications materials are: Brochure, $800 Fact sheet, $650 Information mailer, $600 Column/newsletter article, $450 Print ad, poster or yard sign, $400 Design retractable banner, $250 Internal or external emails and letters to the editor, $200 Promotional business card, $100 Printing costs: The city would be responsible for printing costs for any materials produced by Rapp Strategies for the city. 13 SAMPLE COMMUNICATIONS SCHEDULE The following table is an example of how Rapp Strategies would execute the scope of work described above, depending on the final terms of services and initial planning. Month Objective Focus of Communications Deliverables October- December 2024 Develop monthly workplan and foundational communications materials Identify key audiences and effective platforms for reaching residents Identify issues that could impact public support or opposition Create key foundational materials that will be used for public engagement City announces public initiative to engage residents about plans to improve the parks system Launch project website, invite more direct interaction with residents Strategic counsel and issue management Create monthly workplan Planning meetings with city Create key messaging guide talking points Design project brand/logo Write press release to announce initiative Draft social media posts Fact sheet about the project Conduct training for city spokesperson about parks investment plan Identify engagement opportunities January – February 2025 Accelerate opportunities for residents to learn about parks investment opportunities and to provide input Use city meetings to implement the process for evaluating options and discussing funding City begins to publicly refine options and/or scope of the projects Ongoing counsel and issue management Planning meetings with city Complete community engagement presentation (12-15 slides) Continue social media posts Write first guest column Lead training sessions for city staff and council members Pursue community engagement opportunities March – April 2025 Define the value for residents benefits, cost of the projects, funding options) Test plan options through survey Announcement phase as planning moves forward Ongoing counsel and issue management Planning meetings with city Coordinate survey with polling vendor 14 Month Objective Focus of Communications Deliverables Engage various community groups to pressure test the potential funding options Drive residents toward city resources to answer all questions Go meet residents where they gather Continue answering residents questions Complete survey analysis and use results to help drive planning and communications Continue social media posts Monitor engagement on social media, website, and media April – May 2025 Continue working to build public understanding of the plan and best funding option Higher visibility during these months as plan and funding details are announced Make decision on a referendum and announce a date if one is needed Accelerating communication, engagement and responses to inquiries Expect intensifying public interest as an investment plan and funding option becomes clear Ongoing counsel and issue management Planning meetings with city Write second guest column News story pitch to local media Continue social media posts (4-6 per month) Monitor engagement across public platforms June – Election Day Begin to define the choice (X if referendum passes, Y if it doesn’t) City focuses on providing information about the plan and answering public questions Add consequences and voting information to communications plan Continue using most effective platforms to engage residents Ongoing counsel and issue management. Planning meetings with city News media pitch and social media posts Update and/or develop new communications materials explaining the referendum Continue sharing information about the plan and answering residents questions Identify new community engagement opportunities Note: The period – “June – Election Day” – is not part of the scope of services for this proposal.