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HomeMy WebLinkAboutC24-428 Merritt and Grace LLC AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN EAGLE COUNTY, COLORADO AND MERRITT AND GRACE, LLC THIS AGREEMENT (“Agreement”) is effective as of _____________ by and between Merritt and Grace, LLC, a Colorado limited liability company (hereinafter “Consultant” or “Contractor”) and Eagle County, Colorado, a body corporate and politic (hereinafter “County”). RECITALS WHEREAS, the Communications Department requires a sustainable strategic communication plan including recommendations and best practices, along with tools and templates for maximizing outreach about Eagle County leadership’s priorities, organization principles, and specific programs. Some work to occur remotely, and some on site at the county building located at 500 Broadway, Eagle, Colorado (the “Property”); and WHEREAS, Consultant is authorized to do business in the State of Colorado and has the time, skill, expertise, and experience necessary to provide the Services as defined below in paragraph 1 hereof; and WHEREAS, this Agreement shall govern the relationship between Consultant and County in connection with the Services. AGREEMENT NOW, THEREFORE, in consideration of the foregoing and the following promises Consultant and County agree as follows: 1. Services. Consultant agrees to diligently provide all services, labor, personnel and materials necessary to perform and complete the services described in Exhibit A (“Services”) which is attached hereto and incorporated herein by reference. The Services shall be performed in accordance with the provisions and conditions of this Agreement. a. Consultant agrees to furnish the Services no later than February 1, 2025 and in accordance with the schedule established in Exhibit A. If no completion date is specified in Exhibit A, then Consultant agrees to furnish the Services in a timely and expeditious manner consistent with the applicable standard of care. By signing below Consultant represents that it has the expertise and personnel necessary to properly and timely perform the Services. b. In the event of any conflict or inconsistency between the terms and conditions set forth in Exhibit A and the terms and conditions set forth in this Agreement, the terms and conditions set forth in this Agreement shall prevail. Docusign Envelope ID: 7440173D-072B-4521-AB60-86F7F8E395D8 10/14/2024 2 Eagle County Prof Services Final 8/15/2022 c. Consultant agrees that it will not enter into any consulting or other arrangements with third parties that will conflict in any manner with the Services. 2. County’s Representative. The Communications Department’s designee shall be Consultant’s contact with respect to this Agreement and performance of the Services. 3. Term of the Agreement. This Agreement shall commence upon the date first written above, and subject to the provisions of paragraph 12 hereof, shall continue in full force and effect through the 1st of November, 2024. 4. Extension or Modification. This Agreement may not be amended or supplemented, nor may any obligations hereunder be waived, except by agreement signed by both parties. No additional services or work performed by Consultant shall be the basis for additional compensation unless and until Consultant has obtained written authorization and acknowledgement by County for such additional services in accordance with County’s internal policies. Accordingly, no course of conduct or dealings between the parties, nor verbal change orders, express or implied acceptance of alterations or additions to the Services, and no claim that County has been unjustly enriched by any additional services, whether or not there is in fact any such unjust enrichment, shall be the basis of any increase in the compensation payable hereunder. In the event that written authorization and acknowledgment by County for such additional services is not timely executed and issued in strict accordance with this Agreement, Consultant’s rights with respect to such additional services shall be deemed waived and such failure shall result in non-payment for such additional services or work performed. 5. Compensation. County shall compensate Consultant for the performance of the Services in a sum computed and payable as set forth in Exhibit A. The performance of the Services under this Agreement shall not exceed $30,000. Consultant shall not be entitled to bill at overtime and/or double time rates for work done outside of normal business hours unless specifically authorized in writing by County. a. Payment will be made for Services satisfactorily performed within thirty (30) days of receipt of a proper and accurate invoice from Consultant. All invoices shall include detail regarding the hours spent, tasks performed, who performed each task and such other detail as County may request. b. Any out-of-pocket expenses to be incurred by Consultant and reimbursed by County shall be identified on Exhibit A. Out-of-pocket expenses will be reimbursed without any additional mark-up thereon and are included in the not to exceed contract amount set forth above. Out-of-pocket expenses shall not include any payment of salaries, bonuses or other compensation to personnel of Consultant. Consultant shall not be reimbursed for expenses that are not set forth on Exhibit A unless specifically approved in writing by County. c. If, at any time during the term or after termination or expiration of this Agreement, County reasonably determines that any payment made by County to Consultant was improper because the Services for which payment was made were not performed as set forth in this Agreement, then upon written notice of such determination and request for reimbursement from County, Consultant shall Docusign Envelope ID: 7440173D-072B-4521-AB60-86F7F8E395D8 3 Eagle County Prof Services Final 8/15/2022 forthwith return such payment(s) to County. Upon termination or expiration of this Agreement, unexpended funds advanced by County, if any, shall forthwith be returned to County. d. County will not withhold any taxes from monies paid to the Consultant hereunder and Consultant agrees to be solely responsible for the accurate reporting and payment of any taxes related to payments made pursuant to the terms of this Agreement. e. Notwithstanding anything to the contrary contained in this Agreement, County shall have no obligations under this Agreement after, nor shall any payments be made to Consultant in respect of any period after December 31 of any year, without an appropriation therefor by County in accordance with a budget adopted by the Board of County Commissioners in compliance with Article 25, title 30 of the Colorado Revised Statutes, the Local Government Budget Law (C.R.S. § 29-1-101 et. seq.) and the TABOR Amendment (Colorado Constitution, Article X, Sec. 20). 6. Sub-consultants. Consultant acknowledges that County has entered into this Agreement in reliance upon the particular reputation and expertise of Consultant. Consultant shall not enter into any sub-consultant agreements for the performance of any of the Services or additional services without County’s prior written consent, which may be withheld in County’s sole discretion. County shall have the right in its reasonable discretion to approve all personnel assigned to the subject Project during the performance of this Agreement and no personnel to whom County has an objection, in its reasonable discretion, shall be assigned to the Project. Consultant shall require each sub-consultant, as approved by County and to the extent of the Services to be performed by the sub-consultant, to be bound to Consultant by the terms of this Agreement, and to assume toward Consultant all the obligations and responsibilities which Consultant, by this Agreement, assumes toward County. County shall have the right (but not the obligation) to enforce the provisions of this Agreement against any sub-consultant hired by Consultant and Consultant shall cooperate in such process. The Consultant shall be responsible for the acts and omissions of its agents, employees and sub-consultants or sub-contractors. 7. Insurance. Consultant agrees to provide and maintain at Consultant’s sole cost and expense, the following insurance coverage with limits of liability not less than those stated below: a. Types of Insurance. i. Workers’ Compensation insurance as required by law. ii. Auto coverage with limits of liability not less than $1,000,000 each accident combined bodily injury and property damage liability insurance, including coverage for owned, hired, and non-owned vehicles. iii. Commercial General Liability coverage to include premises and operations, personal/advertising injury, products/completed operations, broad form property damage with limits of liability not less than $1,000,000 per occurrence and $2,000,000 aggregate limits. Docusign Envelope ID: 7440173D-072B-4521-AB60-86F7F8E395D8 4 Eagle County Prof Services Final 8/15/2022 iv. Professional liability insurance with prior acts coverage for all Services required hereunder, in a form and with an insurer or insurers satisfactory to County, with limits of liability of not less than $1,000,000 per claim and $2,000,000 in the aggregate. In the event the professional liability insurance is on a claims-made basis, Consultant warrants that any retroactive date under the policy shall precede the effective date of this Agreement. Continuous coverage will be maintained during any applicable statute of limitations for the Services and Project. b. Other Requirements. i. The automobile and commercial general liability coverage shall be endorsed to include Eagle County, its associated or affiliated entities, its successors and assigns, elected officials, employees, agents and volunteers as additional insureds. ii. Consultant’s certificates of insurance shall include sub-consultants as additional insureds under its policies or Consultant shall furnish to County separate certificates and endorsements for each sub-consultant. All coverage(s) for sub-consultants shall be subject to the same minimum requirements identified above. Consultant and sub-consultants, if any, shall maintain the foregoing coverage in effect until the Services are completed. In addition, all such policies shall be kept in force by Consultant and its sub-consultants until the applicable statute of limitations for the Project and the Services has expired. iii. Insurance shall be placed with insurers duly licensed or authorized to do business in the State of Colorado and with an “A.M. Best” rating of not less than A-VII. iv. Consultant’s insurance coverage shall be primary and non-contributory with respect to all other available sources. Consultant’s policy shall contain a waiver of subrogation against Eagle County. v. All policies must contain an endorsement affording an unqualified thirty (30) days’ notice of cancellation to County in the event of cancellation of coverage. vi. All insurers must be licensed or approved to do business within the State of Colorado and all policies must be written on a per occurrence basis unless otherwise provided herein. vii. Consultant’s certificate of insurance evidencing all required coverage(s) is attached hereto as Exhibit B. Upon request, Consultant shall provide a copy of the actual insurance policy and/or required endorsements required under this Agreement within five (5) business days of a written request from County, and hereby authorizes Consultant’s broker, without further notice or authorization by Consultant, to immediately comply with any written request of County for a complete copy of the policy. viii. Consultant shall advise County in the event the general aggregate or other aggregate limits are reduced below the required per occurrence limit. Consultant, at its own expense, will Docusign Envelope ID: 7440173D-072B-4521-AB60-86F7F8E395D8 5 Eagle County Prof Services Final 8/15/2022 reinstate the aggregate limits to comply with the minimum limits and shall furnish County a new certificate of insurance showing such coverage. ix. If Consultant fails to secure and maintain the insurance required by this Agreement and provide satisfactory evidence thereof to County, County shall be entitled to immediately terminate this Agreement. x. The insurance provisions of this Agreement shall survive expiration or termination hereof. xi. The parties hereto understand and agree that the County is relying on, and does not waive or intend to waive by any provision of this Agreement, the monetary limitations or rights, immunities and protections provided by the Colorado Governmental Immunity Act, as from time to time amended, or otherwise available to County, its affiliated entities, successors or assigns, its elected officials, employees, agents and volunteers. xii. Consultant is not entitled to workers’ compensation benefits except as provided by the Consultant, nor to unemployment insurance benefits unless unemployment compensation coverage is provided by Consultant or some other entity. The Consultant is obligated to pay all federal and state income tax on any moneys paid pursuant to this Agreement. 8. Indemnification. The Consultant shall indemnify and hold harmless County, and any of its officers, agents and employees against any losses, claims, damages or liabilities for which County may become subject to insofar as any such losses, claims, damages or liabilities arise out of, directly or indirectly, this Agreement, or are based upon any performance or nonperformance by Consultant or any of its sub-consultants hereunder; and Consultant shall reimburse County for reasonable attorney fees and costs, legal and other expenses incurred by County in connection with investigating or defending any such loss, claim, damage, liability or action. This indemnification shall not apply to claims by third parties against the County to the extent that County is liable to such third party for such claims without regard to the involvement of the Consultant. This paragraph shall survive expiration or termination hereof. 9. Ownership of Documents. All documents prepared by Consultant in connection with the Services shall become property of County. Consultant shall execute written assignments to County of all rights (including common law, statutory, and other rights, including copyrights) to the same as County shall from time to time request. For purposes of this paragraph, the term “documents” shall mean and include all reports, plans, studies, tape or other electronic recordings, drawings, sketches, estimates, data sheets, maps and work sheets produced, or prepared by or for Consultant (including any employee or subconsultant in connection with the performance of the Services and additional services under this Agreement). 10. Notice. Any notice required by this Agreement shall be deemed properly delivered when (i) personally delivered, or (ii) when mailed in the United States mail, first class postage prepaid, or (iii) when delivered by FedEx or other comparable courier service, charges prepaid, to the parties at their respective addresses listed below, or (iv) when transmitted via e-mail with confirmation of receipt. Either Docusign Envelope ID: 7440173D-072B-4521-AB60-86F7F8E395D8 6 Eagle County Prof Services Final 8/15/2022 party may change its address for purposes of this paragraph by giving five (5) days prior written notice of such change to the other party. COUNTY: Eagle County, Colorado Attention: Justin Patrick 500 Broadway Post Office Box 850 Eagle, CO 81631 Telephone: 970-328-8614 E-Mail: justin.patrick@eaglecounty.us With a copy to: Eagle County Attorney 500 Broadway Post Office Box 850 Eagle, Co 81631 Telephone: 970-328-8685 E-Mail: atty@eaglecounty.us CONSULTANT: Merritt and Grace, LLC Allison Hastey allison@merrittandgrace.com 720.278.9860 Frances Tourtelot, Partner frances@merrittandgrace.com 11. Coordination. Consultant acknowledges that the development and processing of the Services for the Project may require close coordination between various consultants and contractors. Consultant shall coordinate the Services required hereunder with the other consultants and contractors that are identified by County to Consultant from time to time, and Consultant shall immediately notify such other consultants or contractors, in writing, of any changes or revisions to Consultant’s work product that might affect the work of others providing services for the Project and concurrently provide County with a copy of such notification. Consultant shall not knowingly cause other consultants or contractors extra work without obtaining prior written approval from County. If such prior approval is not obtained, Consultant shall be subject to any offset for the costs of such extra work. 12. Termination. County may terminate this Agreement, in whole or in part, at any time and for any reason, with or without cause, and without penalty therefor with seven (7) calendar days’ prior written notice to the Consultant. Upon termination of this Agreement, Consultant shall immediately provide County with all documents as defined in paragraph 9 hereof, in such format as County shall direct and Docusign Envelope ID: 7440173D-072B-4521-AB60-86F7F8E395D8 7 Eagle County Prof Services Final 8/15/2022 shall return all County owned materials and documents. County shall pay Consultant for Services satisfactorily performed to the date of termination. 13. Venue, Jurisdiction and Applicable Law. Any and all claims, disputes or controversies related to this Agreement, or breach thereof, shall be litigated in the District Court for Eagle County, Colorado, which shall be the sole and exclusive forum for such litigation. This Agreement shall be construed and interpreted under and shall be governed by the laws of the State of Colorado. 14. Execution by Counterparts; Electronic Signatures. This Agreement may be executed in two or more counterparts, each of which shall be deemed an original, but all of which shall constitute one and the same instrument. The parties approve the use of electronic signatures for execution of this Agreement. Only the following two forms of electronic signatures shall be permitted to bind the parties to this Agreement: (i) Electronic or facsimile delivery of a fully executed copy of the signature page; (ii) the image of the signature of an authorized signer inserted onto PDF format documents. All documents must be properly notarized, if applicable. All use of electronic signatures shall be governed by the Uniform Electronic Transactions Act, C.R.S. §§ 24-71.3-101 to 121. 15. Other Contract Requirements. a. Consultant shall be responsible for the completeness and accuracy of the Services, including all supporting data or other documents prepared or compiled in performance of the Services, and shall correct, at its sole expense, all significant errors and omissions therein. The fact that the County has accepted or approved the Services shall not relieve Consultant of any of its responsibilities. Consultant shall perform the Services in a skillful, professional and competent manner and in accordance with the standard of care, skill and diligence applicable to Consultants performing similar services. Consultant represents and warrants that it has the expertise and personnel necessary to properly perform the Services and covenants that its professional personnel are duly licensed to perform the Services within Colorado. This paragraph shall survive termination of this Agreement. b. Consultant agrees to work in an expeditious manner, within the sound exercise of its judgment and professional standards, in the performance of this Agreement. Time is of the essence with respect to this Agreement. c. This Agreement constitutes an agreement for performance of the Services by Consultant as an independent contractor and not as an employee of County. Nothing contained in this Agreement shall be deemed to create a relationship of employer-employee, master-servant, partnership, joint venture or any other relationship between County and Consultant except that of independent contractor. Consultant shall have no authority to bind County. d. Consultant represents and warrants that at all times in the performance of the Services, Consultant shall comply with any and all applicable laws, codes, rules and regulations. Docusign Envelope ID: 7440173D-072B-4521-AB60-86F7F8E395D8 8 Eagle County Prof Services Final 8/15/2022 e. This Agreement contains the entire agreement between the parties with respect to the subject matter hereof and supersedes all other agreements or understanding between the parties with respect thereto. f. Consultant shall not assign any portion of this Agreement without the prior written consent of the County. Any attempt to assign this Agreement without such consent shall be void. g. This Agreement shall be binding upon and shall inure to the benefit of the parties hereto and their respective permitted assigns and successors in interest. Enforcement of this Agreement and all rights and obligations hereunder are reserved solely for the parties, and not to any third party. h. No failure or delay by either party in the exercise of any right hereunder shall constitute a waiver thereof. No waiver of any breach shall be deemed a waiver of any preceding or succeeding breach. i. The invalidity, illegality or unenforceability of any provision of this Agreement shall not affect the validity or enforceability of any other provision hereof. j. Consultant shall maintain for a minimum of three years, adequate financial and other records for reporting to County. Consultant shall be subject to financial audit by federal, state or county auditors or their designees. Consultant authorizes such audits and inspections of records during normal business hours, upon 48 hours’ notice to Consultant. Consultant shall fully cooperate during such audit or inspections. k. The signatories to this Agreement aver to their knowledge, no employee of the County has any personal or beneficial interest whatsoever in the Services or Property described in this Agreement. The Consultant has no beneficial interest, direct or indirect, that would conflict in any manner or degree with the performance of the Services and Consultant shall not employ any person having such known interests. 16. Data Security. a. Definitions: i. “County Data” means all data created by or in any way originating with County and End Users, and all information that is the output of any computer processing, or other electronic manipulation, of any information that was created by or in any way originating with County and End Users, in the course of using and configuring the Services provided under this Agreement, and includes all records relating to County’s use of Contractor Services and Protected Information. ii. “End User” means the individuals (including, but not limited to employees, authorized agents, students and volunteers of County; Third Party consultants, auditors and other independent contractors performing services for County; any governmental, accrediting or regulatory bodies lawfully requesting or requiring access to any Services; customers of County provided services; and any external users collaborating with County) authorized by County to access and use the Services provided by Contractor under this Agreement. Docusign Envelope ID: 7440173D-072B-4521-AB60-86F7F8E395D8 9 Eagle County Prof Services Final 8/15/2022 iii. “Protected Information” includes, but is not limited to, personally-identifiable information, student records, protected health information, criminal justice information or individual financial information and other data defined under C.R.S. § 24-72-101 et seq., and personal information that is subject to local, state or federal statute, regulatory oversight or industry standard restricting the use and disclosure of such information. The loss of such Protected Information would constitute a direct damage to the County. iv. “Security Incident” means the potentially unauthorized access by non-authorized persons to personal data or non-public data the Contractor believes could reasonably result in the use, disclosure or theft of County Data within the possession or control of the vendor. A Security Incident may or may not turn into a data breach. b. During the course of Contractor's performance of the Work, the Contractor may be required to maintain, store, process or control County Data. The Contractor represents and warrants that: i. Contractor will take all reasonable precautions to maintain all County Data in a secure environment to prevent unauthorized access, use, or disclosure, including industry-accepted firewalls, up-to-date anti-virus software, and controlled access to the physical location of the hardware containing County Data; ii. Contractor’s collection, access, use, storage, disposal and disclosure of County Data shall comply with all applicable data protection laws, as well as all other applicable regulations and directives; iii. Contractor will notify County of any Security Incident as soon as practicable, but no later than 24 hours after Contractor becomes aware of it; iv. Contractor will provide information sufficient to satisfy County’s legal and regulatory notice obligations. Upon notice of a Security Incident, County shall have the authority to direct Contractor to provide notice to any potentially impacted individual or entity, at Contractor’s expense, and Contractor shall be liable for any resulting damages to County. v. Where Contractor has been contracted to maintain, store or process personal information on behalf of the County, it shall be deemed a “Third-Party Service Provider as defined in C.R.S. § 24-73-103(1)(i), and Contractor shall maintain security procedures and practices consistent with C.R.S § 24-73-101 et seq.; and vi. Contractor will promptly return or destroy any County Data upon request from the County Representative. c. Contractor’s indemnification obligations identified elsewhere in this Contract shall apply to any breach of the provisions of this Paragraph. [REST OF PAGE INTENTIONALLY LEFT BLANK] Docusign Envelope ID: 7440173D-072B-4521-AB60-86F7F8E395D8 10 Eagle County Prof Services Final 8/15/2022 IN WITNESS WHEREOF, the parties have executed this Agreement the day and year first set forth above. COUNTY OF EAGLE, STATE OF COLORADO, By and Through Its COUNTY MANAGER By: ___________________ Jeff Shroll, County Manager CONSULTANT: Merritt and Grace, LLC By: ____________________________ Print Name: _____________________ Title: ___________________________ Docusign Envelope ID: 7440173D-072B-4521-AB60-86F7F8E395D8 Founder/Partner Allison Hastey 11 Eagle County Prof Services Final 8/15/2022 EXHIBIT A SCOPE OF SERVICES, SCHEDULE, FEES Docusign Envelope ID: 7440173D-072B-4521-AB60-86F7F8E395D8 Eagle County Strategic Communications Proposal Prepared by Merritt and Grace LLC Revised Wednesday,September 25 2024 Allison Hastey,Partner |she,her allison@merrittandgrace.com |720.278.9860 Frances Tourtelot,Partner |she,her frances@merrittandgrace.com |303.435.1139 Docusign Envelope ID: 7440173D-072B-4521-AB60-86F7F8E395D8 Overview 2 Team 2 Experience 3 Approach 4 Considerations 6 Flexibility &Sustainability 6 Thank you 6 Eagle County |Strategic Communications |Page 1 Docusign Envelope ID: 7440173D-072B-4521-AB60-86F7F8E395D8 Overview About Us At Merritt+Grace,we thrive on collaboration,excellent service and proven results for our clients.Business partners Allison Hastey and Frances Tourtelot founded the marketing communications agency in 2014 to fulfill dreams of building a Colorado-based,client-centric,women-owned business.We are thrilled to use our combined 35+years of expertise to serve clients in the governmental,entertainment,and arts and culture spaces.Our suite of services include strategic planning,brand development,campaign management,digital media,social marketing,and evaluation. As an SBA-certified Woman Owned Small Business (WOSB)small agency,we will work within the required timeline and budget with flexibility,efficiency and transparency while providing the highest level of service with low overhead cost.Our clients are our valued partners.We recognize they are the experts in their fields and we provide marketing communications expertise to accomplish mutually-defined goals & objectives.We will hit the ground running and provide: ●Strategic communication planning expertise tailored to public sector clients ●Resources to conduct workshops and/or training,and provide evidenced based recommendations ●Strong collaboration skills to guide and manage the project working with a variety of team members ●Focus on communication inclusion and accessibility Merritt+Grace is uniquely positioned to successfully partner with Eagle County to co-create a sustainable and engaging plan for the Communications Department.The plan will aim to effectively convey the Communications Department’s approach,role,initiatives,and value in promoting Eagle County’s activities in context of the county’s principles and goals. Team Who We Are Allison and Frances will co-manage this project as the day to day contact for Eagle County.Having both partners a part of this project will help to streamline the development and execution,while bringing their years of experience and expertise to the table. Allison Hastey |Founder/Partner Allison Hastey’s experience as a Founder /Partner at Merritt+Grace encompasses all aspects of marketing communication for clients in the public and private sectors.She excels at strategy,messaging, planning,and research.Her passion for public sector campaigns started during her prior experience as the Communications Unit Director at the Colorado Department of Public Health &Environment.Allison has strong relationships with statewide local governmental organizations and community partners due to her management of numerous public awareness efforts.In addition to the work she’s led at Merritt+Grace, Eagle County |Strategic Communications |Page 2 Docusign Envelope ID: 7440173D-072B-4521-AB60-86F7F8E395D8 Allison has worked on Amendment 35 tobacco education,retail marijuana education and prevention,early childhood obesity,and family planning.View Allison’s LinkedIn Profile Frances Tourtelot |Founder/Partner Frances’experience as a Founder /Partner at Merritt+Grace encompasses all aspects of marketing communication for clients in public and private sectors.Her expertise in strategy,media,process,and evaluation,combined with a passion for collaboration,has led to successful Merritt+Grace projects throughout our 10-year history.In addition,Frances brings a wealth of knowledge from her career,from managing national and international promotions to directing all aspects of event marketing and media planning.In her role as Promotions Director,Ticketmaster North America,she was charged with creating and implementing international promotional programs and charity fundraising campaigns which raised hundreds of thousands of dollars for charity partners.View Frances’LinkedIn Profile Experience About Our Work We have a wealth of experience developing strategic communication plans in the public sector that have specific requirements,project objectives,and priority audience needs.Our strategic planning is informed by our proficiency in developing brands,creative,messaging,materials,and campaigns aimed at reaching various demographics,psychographics,ethnicities,and geographies.This affords us a unique perspective and ability to apply creative thinking across diverse projects.We have developed strategic communication plans for numerous state and local public sector organizations,projects,and campaigns including but not limited to: ●California Department of Health Care Services -Medi-Cal Behavioral Health ●Colorado Association of Area Agencies on Aging (c4a) ●Colorado Behavioral Health Administration ●Colorado Commission of Indian Affairs ●Colorado Department of Human Services ●Colorado Department of Public Health &Environment ●Colorado Office of Employment First ●Eagle County Department of Human Services ●Jefferson County Public Health ●Public Health Institute at Denver Health ●Tri-County Public Health...just to name a few! This work has addressed topics such as behavioral health,early childhood education,youth substance use and abuse,STDs &HIV,safe sleep,healthy eating/active living,and flu and routine vaccinations, among others.We are grateful to work with a variety of clients and partners to research,plan,design and execute effective results-driven campaigns from conception to execution.We seek out projects that enhance the greater good of our state and nation,and the individuals and families that live in it. Our Breadth of Expertise To learn more about our vast experience,we encourage you to view our portfolio here for a sampling of our clients,projects and services. Eagle County |Strategic Communications |Page 3 Docusign Envelope ID: 7440173D-072B-4521-AB60-86F7F8E395D8 Approach All deliverables will be mutually agreed upon at the start of the project and ultimately speak to Eagle County’s goal of developing: ●A sustainable strategic communication plan including recommendations and best practices ●Tools and templates for maximizing outreach about Eagle County leadership’s priorities,organization principles,and specific programs. The communication planning efforts will aim to: ●INCREASE internal and external awareness of Eagle County Communications Department’s efforts,resources,and impact. ●BUILD collaborative relationships to align understanding,support,and messaging around the communications strategic plan. ●MOTIVATE county staff to share their department /program success stories as well as preemptively identify potential public relations issues. ●INFORM community members and partners on how Eagle County is progressing publicly stated goals. Fiscal Responsibility The following is an estimated overview of project deliverables and associated costs to complete this work. Final scope of work,deliverables,timeline and budget to be mutually determined. Category Deliverable Budget %of Total Project Management Account management,client meetings to kick off project, review workshop results and deliverables,admin hours for billing,etc. $5,925.00 19.22% Strategic Planning Desk research of communication shared to date,similar efforts in other states,existing materials,etc. Conduct 4 hour in-person workshop with the Communications team to review existing practices and brainstorm opportunities to effectively communicate and connect Eagle County activities with county principles and goals;identify outlets,audience,focus,processes,etc. Develop an overall Communications Department guiding document,recommendations and best practices based on desk research and workshop.Include process recommendations and tools to collect and synthesize Eagle $14,175.00 45.99% Eagle County |Strategic Communications |Page 4 Docusign Envelope ID: 7440173D-072B-4521-AB60-86F7F8E395D8 County efforts on a recurring basis. Message & Creative Development Work with the Communications team to develop a designed template to highlight county program /project success stories.Draft template copy using existing Eagle County department/program efforts.Template to be 1-2 pages in a fact sheet style with a focus on hierarchy of information,plain language and accessibility. $2,925.00 9.49% Social Media Consultation Provide social media best practices document for Eagle County to consider to optimize profiles,engagement,and value. $3,150.00 10.22% Community Engagement Consultation Provide community engagement best practices document for Eagle County to consider to enhance community engagement efforts across departments. $2,250.00 7.30% Insurance 80%of Professional Liability Insurance uniquely required by Eagle County.(Projected total cost of $3,000.Exact cost TBD.) $2,400.00 7.79% TOTAL $30,825.00 100.00% Project Timeline The proposed scope of work is based on contract execution in October 2024 with a focus on having all deliverables complete in January -February 2025.The actual timeline will be determined and mutually agreed upon per the final approved scope of work. Deliverable OCT 24 NOV 24 DEC 24 JAN 25 FEB 25 Project Management Strategic Planning Message and Creative Development Project Completion Eagle County |Strategic Communications |Page 5 Docusign Envelope ID: 7440173D-072B-4521-AB60-86F7F8E395D8 Considerations Additional Services The scope of work above does not include the following;however Merritt+Grace is happy to provide these services per client request and additional funding availability. ●Brand development ●Awareness campaign activation such as paid media,earned media,or town halls ●Formal research (focus groups,KIIs, etc.) ●Print /mailing production ●Translation /transcreation Flexibility &Sustainability We incorporate flexibility into our work to ensure our clients can pivot to and/or integrate evolving priorities.We use Google’s low to no cost products and tools to facilitate ease of collaboration and access.We understand our work informs future post-contract efforts,and as such we don’t charge licensing fees for content or artwork developed during the contract.We are only an email or phone call away if there is a question or clarification needed down the road. Thank you We appreciate the opportunity to submit our proposal.Please contact us with questions or if additional information and client references are needed! Eagle County |Strategic Communications |Page 6 Docusign Envelope ID: 7440173D-072B-4521-AB60-86F7F8E395D8 12 Eagle County Prof Services Final 8/15/2022 EXHIBIT B Insurance Certificate Docusign Envelope ID: 7440173D-072B-4521-AB60-86F7F8E395D8 CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) 10/03/2024 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT:If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must be endorsed.If SUBROGATIONIS WAIVED, subject to the terms and conditions of the policy,certain policies may require an endorsement.A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER USAA INSURANCE AGENCY INC/PHS 65812845 The Hartford Business Service Center 3600 Wiseman Blvd San Antonio, TX 78251 CONTACT NAME: PHONE (A/C, No, Ext): (888) 242-1430 FAX (A/C, No): E-MAIL ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC# INSURED MERRITT AND GRACE, LLC 1441 S WASHINGTON ST DENVER CO 80210-2242 INSURER A : Sentinel Insurance Company Ltd.11000 INSURER B : Hartford Insurance Company of the Midwest 37478 INSURER C : INSURER D : INSURER E : INSURER F : COVERAGES CERTIFICATE NUMBER:REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED.NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADDL INSR SUBR WVD POLICY NUMBER POLICY EFF (MM/DD/YYYY) POLICY EXP (MM/DD/Y YYY)LIMITS A COMMERCIAL GENERAL LIABILITY X 65 SBM TQ6364 06/11/2024 06/11/2025 EACH OCCURRENCE $1,000,000 CLAIMS-MADE X OCCUR DAMAGE TO RENTED PREMISES (Ea occurrence)$1,000,000 X General Liability MED EXP (Any one person)$10,000 PERSONAL & ADV INJURY $1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER:GENERAL AGGREGATE $2,000,000 POLICY PRO- JECT X LOC PRODUCTS - COMP/OP AGG $2,000,000 OTHER: A AUTOMOBILE LIABILITY 65 SBM TQ6364 06/11/2024 06/11/2025 COMBINED SINGLE LIMIT (Ea accident)$1,000,000 ANY AUTO BODILY INJURY (Per person) ALL OWNED AUTOS SCHEDULED AUTOS BODILY INJURY (Per accident) X HIRED AUTOS X NON-OWNED AUTOS PROPERTY DAMAGE (Per accident) UMBRELLA LIAB EXCESS LIAB OCCUR CLAIMS- MADE EACH OCCURRENCE AGGREGATE DED RETENTION $ B WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below N/ A 65 WEC AP4812 06/11/2024 06/11/2025 X PER STATUTE OTH- ER Y/N E.L. EACH ACCIDENT $100,000 E.L. DISEASE -EA EMPLOYEE $100,000 E.L. DISEASE - POLICY LIMIT $500,000 A EMPLOYMENT PRACTICES LIABILITY 65 SBM TQ6364 06/11/2024 06/11/2025 Each Claim Limit Aggregate Limit $10,000 $10,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Those usual to the Insured's Operations. EAGLE COUNTY, its associated or affiliated entities, its successors and assigns, elected officials, employees, agents and volunteers are an additional insured per the Business Liability Coverage Form SS0008, attached to this policy. CERTIFICATE HOLDER CANCELLATION Eagle County Government PO Box 850 EAGLE CO 81631-0850 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF,NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE © 1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/03)The ACORD name and logo are registered marks of ACORD Docusign Envelope ID: 7440173D-072B-4521-AB60-86F7F8E395D8