DEPARTMENT OF BUDGET AND FISCAL SERVICES CITY AND COUNTY OF HONOLULU 530 SOUTH KING STREET. ROOM 208 HONOLULU, HAWAII 96813 PHONE: (808) 768-3900 - FAX: (808) 768-3179 0 INTERNET: NELSON H. KOYANAGI. JR. DIRECTOR KIRK CALDWELL MAYOR GARY T. KUROKAWA DEPUTY DIRECTOR March 10, 2016 Ms. Joan Bennet Joan Bennet and Associates, Inc. dba Bennet Group 3300A Pacific Heights Road Honolulu, Hawaii 96813 Dear Ms. Bennet: SUBJECT: Contract No. MA-HPD-1600101 The City County of Honolulu has awarded you the contract to Furnish Public Relations Training for 3 Twelve (12) Month Period. This contract must be executed by duly authorized officials with notarial acknowledgement of every signature appearing on the contract and bond if applicable. In case of a corporation, the titles of the persons signing must be stated. The contract must be returned within ten (10) calendar days after receipt of this notice, together with any bonds or project insurance that are required. You will be notified when the contract has been fully executed by the City and County of Honolulu. Should you have any questions regarding this matter, please contact Lance Sugimura at (808) 768-3792, facsimile (808) 768-3299. Sincerely, Wem? Purchasing Administrator I WKl:ls Attachment CONTRACT NO. THIS AGREEMENT, made and entered into on 1 8 2015 . by and between the CITY AND COUNTY OF HONOLULU, a municipal corporation existing under and by virtue of the laws of the State of Hawaii with offices at Honolulu Hale, 530 South King Street, Honolulu, Hawaii 96813, hereinafter called the and JOAN BENNET AND ASSOCIATES, INC., dba BENNET GROUP whose principal place of business is 3300A Pacific Heights Rd, Honolulu, Hawaii 96813, hereinafter called the WITN ESSETH THAT: WHEREAS, the CITY desires to engage the CONTRACTOR to Furnish Public Relations Training for a Twelve (12) Month Period; WHEREAS, this AGREEMENT is Exempt from Chapter 1030, HRS, pursuant to Section 3-120-4(b) Hawaii Administrative Rules and WHEREAS, the CONTRACTOR is willing and able to provide the services set forth in this NOW, TH EREFORE, the CITY and the CONTRACTOR in consideration of the foregoing and of the mutual promises hereinafter set forth, the sufficiency and adequacy of which are hereby acknowledged, and intending to be legally bound, hereby mutually agree as follows: 1. This Contract and the following documents, appendices and exhibits collectively form the or ?Contract Documents?, all of which are attached hereto and incorporated herein: This Contract Appendix A: Scope of Work Appendix B: Term/Schedule of Work Appendix C: Pricing/Certifications Appendix D: Special Provisions Appendix E: General Terms and Conditions The Contract Documents as listed hereinabove are in the order of controlling preference should there be any conflict in the terms of the Contract Documents. 2. The CONTRACTOR shall furnish all services, labor, goods, materials, supplies, equipment and other incidentals reasonably necessary for the successful completion of the work contemplated under Appendix A: Scope of Work and this AGREEMENT. 3. The CITY agrees to pay the CONTRACTOR for the satisfactory performance and completion of the services to be rendered during the duration of this AGREEMENT in FOR accordance with the payment schedule and provisions, all set forth in the AGREEMENT and at the rate or rates set forth in Appendix C: Pricing/Certifications. 4. The CONTRACTOR shall perform said work in an efficient manner so as entirely to complete and perform said work within the time set forth in Appendix B: Term/Schedule of Work. IN WITNESS WHEREOF, this AGREEMENT is executed herein by the duly authorized officers or agents of the CITY and the CONTRACTOR. CITY AND COUNTY OF HONOLULU JOAN BENNET AND ASSOCIATES, INC. dba BENNET GROUP BY: BY: PRI NA PRINTED NAME: NE sommo ANAGIJR. Wm . 'ector, TITLE: . Department of Budget and Fiscal Services\ I7th DATE: . DATE: MAR I a 2015 ?y ?Am/In Milo APPROVED AS TO F0 AND LEGALITY Deputy Corporation Counsel City and Coun of Honolulu DUANE Nil. STATE OF HAWAII ACKNOWLEDGMENT STATE OF _I-Ig?mau\ s.s. moi COUNTY OF l?uw On this day of Merck, Mir;ka before me appeared . and to me known, to be the person(s) described in and, who, being by me duly sworn, did say that hel?E?/they?blare f?Dch-ov- and of Mammal-m4 Assoc?Leeann; Emma Gimp the CONTRACTOR named in the foregoing instrument, and that he/she/they is/are authorized to sign said instrument on behalf of the CONTRACTOR, and acknowledges that he/she/they executed said instrument as the free act and deed of the CONTRACTOR. 0 tam; (Signatm NOQMM gammy u?c.c.JIIamthma e. . Fri-.9. (Print name) (Nam-gtamp or Seal) tary Public. State of My Commission Expires: (47/1? NOTARY CERTIFICATE (Hawaii Administrative Rules ?5-11-8) Document Identi?cation or Description: Carth- - $00. 0 pm t-t [toolDI .$212th a 'k -. i4 Undated at time a. 3.10ng 4 Doc. Date: gf ngtarization_ No. of Pages: I Jurisdiction: 1? 9' (Notary Stamp or Seal) Signatu reof?NUt-arr/ Date of Certi?cate gammy ul. Printed Name of Notary APPENDIX A: SCOPE OF WORK I. OVERVIEW: The Honolulu Police Department (HPD) is requesting the Furnishing of Public Relations Training for a period of twelve (12) months. ll. CONTRACTOR RESPONSIBILITIES: 1. Review current branding, public relations, media, outreach and event related practices. 0 Estimated Time Frame: 40 hours, to be completed in ?rst month of contract. 0 Cost: $7,600 plus tax Develop a plan to improve practices based on initial review. 0 Estimated Time Frame: 8 hours, to be completed in second month of contract 0 Cost: $1,520 plus tax Training for the internal communications team to lead plan implementation including the coordination, and management of communications with the public, the media, and employees. 0 Estimated Time Frame: 15 hours, to be completed within the ?rst two months of the contract 0 Cost: $2,850 plus tax Create basic training materials and guides for HPD employees on the subject of digital, social, and traditional media. Material produced will be property of the City. 0 Estimated Time Frame: 30 hours. to be completed within the ?rst three months of contract 0 Cost: $5,700 plus tax Provide in-house training to approximately ?fty (50) HPD Command Staff regarding social media, media outlets, and performing interviews for the media. To be executed in mid-size groups of 5-10 individuals per session. 0 Estimated Time Frame: Sessions to be completed within the ?rst three months of contract. 0 Cost: $2,000 per session for 10 sessions plus tax Provide Intensive in-house training for a small group or individual training for 5-10 employees that regularly interact with the media. 0 Estimated Time Frame: Initial sessions to be completed within ?rst three months of contract with follow-up training throughout the remainder of the contract. 0 Cost: $2,500 per session for 15 sessions plus tax Upon the request of HPD, Contractor shall be able to train selected individuals, organize outreach and media events, provide communications services for Appendix A: Scope of Work 1 existing events and assist in the preparation of employees involved in media events. 50% of time allotted will be allocated to training for HPD communications team. and 50% for planning and implementation. Also included will be presentations, reports, and other materials related to events, public presentations, and internal brie?ngs. 0 Estimated Time Frame: 10 hours per event as opportunities arise throughout the course of the contract. 0 Cost: $1,900 per event plus tax 8. Account management and monitoring, including strategic coordination meetings, monitoring, analysis and reporting. 0 Estimated time frame: 5 hours per week for the duration of the contract. 0 Cost: $49,400 per year plus tax 9. Upon the request of HPD. Contractor shall review, consult, and train/coach HPD speakers regarding media and social media responses. 0 Estimated Time Frame: 2 hours per week for the duration of the contract. 0 Cost: $190.00 per hour plus tax 10. Emergency (Crisis) Response 0 This total does not include crisis communications, which will be billed separately at our crisis communications hourly rate as described below: 0 Upon the request of HPD. Contractor shall be available for consultation within twenty four (24) hours for consultation regarding high pro?le incidents that occur after normal business hours; only to be utilized in crisis communications scenarios that do not fall within the scope of work stated above. 0 Hourly rate: $230 plus tax Appendix A: Scope of Work 2 APPENDIX B: TERM I SCHEDULE OF WORK I. DELIVERY TERM: The term of the contract shall be for a period of twelve (12) months. The contract shall begin March 21, 2016 and end March 20, 2017, unless othenivise mutually agreed upon by the parties hereto or otherwise specified in the award letter to be issued to the Contractor. Further, by mutual agreement between the parties hereto, the contract may be extended on a month-to-month or term basis, not to exceed a twelve-month extension at a time, for an additional period or periods not to exceed a total of forty-eight (48) months. Any extension to the contract is subject to the availability of funds and will be at the same contract unit prices and under the same terms and conditions as specified. ll. PAYMENT REQUIREMENTS: Invoices shall be sent to the following address: Honolulu Police Department Finance Department 801 South King Street Honolulu, Hawaii 96813 PH: (808) 723-3919 Appendix B: Term/Schedule of Work '1 THE FOLLOWING SHALL BE DETACHED FROM THE SOLICITATION DOCUMENT AND SUBMITTED AS THE BID. The Offeror shall not include samples or descriptive literature unless expressly requested. Any unsolicited samples, descriptive literature, or attachments will not be examined or tested, and will not be deemed to vary any of the City's provisions or requirements. APPENDIX C: PRICINGICERTIFICATIONS JOAN BENNET ASSOCIATES, INC. Name of Contractor (Legal Name) Director of Budget and Fiscal Services City and County of Honolulu Honolulu, Hawaii 96813 CONTRACT NO. The Contractor hereby agrees to Furnish of Public Relations Training for a period of twelve (12) months, complete the speci?ed work herein, at the prices quoted below, in strict compliance with this Appendix C, Appendix A: Scope of Work, Appendix B: Term/Schedule of Work, Appendix D: Special Provisions and Appendix E: General Terms and Conditions attached hereto and by reference made a part thereof. EST. TOTAL ITEM DESCRIPTION QTY. UOM. PRICE 1. Review HPD's current branding, public relations, media, outreach and event 40 Hours $7,958.11 related practices. (Tax Included) 2. Develop a plan to improve practices based on initial review. 8 Hours $1,591.62 (Tax Included) 3. Training for the internal communications team to lead pian implementation including the 15 Hours $2,7894.29 coordination, and management of communications with the public, the media, and employees. (Tax Included) Appendix C: Pricing/Certifications 1 ITEM DESCRIPTION 4. Create basic training materials and guides for HPD employees on the subject of digital, social. and traditional media. Material produced will be property of the City. (Tax Included) 5. Provide in-house training to approximately 50 HPD Command Staff regarding social media, media outlets. and performing interviews for the media. To be executed in mid-size groups of 5-10 individuals per session. (Tax Included) 6. Provide Intensive in-house training for a small group or individual training for 5-10 employees that regularly interact with the media. (Tax Included) 7. Outreach Program Training. (Tax included) 8. Account management and monitoring, including strategic coordination meetings. monitoring. analysis and reporting. (Tax included) 9. Review. Consult, Coach Medial and Social Media Responses. (Tax Included) 10. Emergency (Crisis) Response. (Tax included) Appendix C: Pricing/Certi?cations EST. QTY. 30 UOM. Hours Per Session Per Session Per Event Per Month Per Hour Per Hour TOTAL PRICE $5,968. 58 $2,094.25 $2,617.80 $1,989.53 $4,310.64 $198.95 $240.84 It is understood and agreed that the goods andlor services as specified herein are being furnished for the exclusive use of the City and County of Honolulu. It is also understood and agreed that the prices include all taxes which shall be applicable to the products or services or the furnishing, sale or purchase thereof whether assessed against, chargeable to or payable by the City and County of Honolulu or any of its agencies or the undersigned. It is also understood and agreed that unless otherwise speci?ed in the contract. prices offered shall be based on f.o.b. place of destination and shall include all applicable freight, delivery. handling and related charges. It is also understood and agreed that the Contractor agrees to submit its offer in accordance with the General Instructions and the General Conditions attached hereto by reference. Since the instructions shall apply to the solicitation only. the instructions shall not be included as a part of the contract. It is also understood and agreed that the Director of Budget and Fiscal Services reserves the right to accept or reject any or all offers if. in the Director's opinion; such acceptance or rejection will be in the best interest of the City and County of Honolulu. The Contractor further understands and agrees that by submitting this offer. the Contractor is declaring that its offer is not in violation of Chapter 84. Hawaii Revised Statutes, concerning prohibited State contracts, and that the offer is certifying that the price(s) submitted was (were) independently arrived at without collusion. The undersigned represents: (Check one only) i A Hawaii business incorporated or organized under the laws of the State of Hawaii; 0R A Non-Hawaii business Lip_t incorporated or organized under the laws of the State of Hawaii. State of Incorporation or Organization: Offeror is: El Sole Proprietor; El Partnership; ?Corporation; El Joint Venture; El Other: Appendix C: Pricing/Certi?cations 3 Business address (Street Address) City, State, Zip Code: Business mailing address (If other than address above) City, State, Zip Code: Payment mailing address (If other than address above) City, State, Zip Code: Business Telephone No: Business Cellular No: Business Fax No.: Business E-Mail Address: Person to Contact if Awarded: Last 4 numbers of Federal identification No.: Respectfully submitted, Arm/lo Cemmumlcahbwg Name of Offeror Belem Wm bum, Vivcoiw Print Name and of Above aisle? Moi Homwu, in on? S?lZu W8 '00? In? reev?treq mve?weewwraewv. um Moumm Jim/W - Or - Last 4 numbers of Social Security No. if Sole PrOprietor: Appendix C: Pricing/Certifications