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BCRUA_R-09-08-25-7C RESOLUTION NO. R-09- D 8-2&'-70, WHEREAS, the Brushy Creek Regional Utility Authority ( --BCRUA' ' ) desires to enter into an agreement with Group Solutions RJW for professional consulting services, Now Therefore BE IT RESOLVED BY THE BRUSHY CREEK REGIONAL UTILITY AUTHORITY, That the Board President is hereby authorized and directed to execute on behalf of the BCRUA an agreement for professional consulting services with Group Solutions RJW, a copy of same being attached hereto as Exhibit --All and incorporated herein for all purposes . The Board hereby finds and declares that written notice of the date, hour, place and subject of the meeting at which this Resolution was adopted was posted and that such meeting was open to the public as required by law at all times during which this Resolution and the subject matter hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act, Chapter 551, Texas Government Code, as amended. RESOLVED this 25th day of August, 2009 . MITC4 FULLER President Brush Regional Utility Authority ATTEST:IN A q �J-a—rd Secretary c:\Documents and settings\schambless\Local Settings\"Temporary Internet Files\ULA2DB\Res BCRUA - consulting Services Agreement (00169506).DOC/MC BRUSHY CREEK REGIONAL UTILITY AUTHORITY(BCRUA) AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES WITH GROUP SOLUTIONS RJW This Agreement shall recite the contractual terms whereby the Brushy Creek Regional Utility Authority engages Group Solutions RJW to perform, by way of illustration and not limitation, the following services: Public affairs consulting services in relation to developing and implementing public information programs designed to facilitate the successful implementation of the following described project, and public affairs consulting services in relation to implementing effective communication with potentially affected interests in order to facilitate successful and timely implementation of the following described project: The municipalities of Round Rock, Cedar Park, and Leander are partnering to form a local government corporation,the Brushy Creek Regional Utility Authority,to acquire and treat water from Lake Travis and distribute it to their customers. The project will produce a reliable source of water at competitive prices for each partner. Costs will be proportionately shared, and all partners anticipate significant savings through this regional approach. This Agreement (hereinafter referred to as the "Agreement") is made by and between the Brushy Creek Regional Utility Authority, a statutorily-defined Texas local government (hereinafter referred to as the "BCRUA"), and Group Solutions RJW, whose offices are located at 8401 Shoal Creek Boulevard, Austin, Texas 78757(hereinafter referred to as the"Consultant"). RECITALS: WHEREAS,BCRUA has determined that there is a need for the delineated services; and WHEREAS,BCRUA desires to contract for such professional services; and WHEREAS, the parties desire to enter into this Agreement to set forth in writing their respective rights, duties and obligations hereunder; NOW,THEREFORE,WITNESSETH: That for and in consideration of the mutual promises contained herein and other good and valuable consideration, the sufficiency and receipt of which are hereby acknowledged, it is mutually agreed between the parties as follows: 1.01 EFFECTIVE DATE,DURATION,AND TERM This Agreement shall be effective from August 1, 2009 upon the execution of this Agreement by each party hereto, and shall remain in'full force and effect unless and until it expires by operation of the term indicated herein, or is terminated or extended as provided herein. The initial term of this Agreement shall be until full and satisfactory completion of the work specified herein is achieved, but in no event later than July 31, 2010. At BCRUA's option, this Agreement may be renewed for two (2) additional twelve (12) month periods from the expiration date of the initial term, only upon the express written agreement of both parties and only provided Consultant has performed each and every contractual obligation specified in this Agreement. 00164404/jkg 1 BCRUA reserves the right to review the Agreement and contractual relationship at any time, and may elect to terminate same with or without cause or may elect to continue. 1.02 CONTRACT AMOUNT; AND SCOPE OF SERVICES DELINEATION In consideration for the professional services to be performed by Consultant, BCRUA agrees to pay Consultant a total sum not to exceed Forty-one Thousand and No/100 Dollars ($41,000.00) in payment for services and the Scope of Services deliverables as delineated herein. For purposes of this Agreement, Consultant has issued its Scope of Services for the assignments delineated herein, and a Budget for Consulting Services. Such Scope of Services is attached hereto as Exhibit"A" and incorporated herein by reference for all purposes. Such Budget is attached hereto as Exhibit "B" and incorporated herein by reference for all purposes. This Agreement, and its accompanying exhibits, shall evidence the entire understanding and agreement between the parties and shall supersede any prior proposals,correspondence or discussions. Consultant shall satisfactorily provide all services described under the attached Scope of Services within the contract term specified in Section 1.01. Consultant's undertakings shall be limited to performing services for BCRUA and/or advising BCRUA concerning those matters on which Consultant has been specifically engaged. Consultant shall perform its services in accordance with this Agreement, in accordance with any appended exhibits, in accordance with due care, and in accordance with prevailing consulting industry standards for comparable services. 1.03 PAYMENT FOR SERVICES; AND SUPPLEMENTAL AGREEMENTS Payment for Services: In consideration for the consulting services to be performed by Consultant, BCRUA agrees to pay Consultant in accordance with the terms set forth below: All payments to Consultant shall be made on the basis of the invoices submitted by Consultant and approved by BCRUA in accordance with Section 1.04 herein. Payment for Reimbursable Expenses: There shall be no payment for reimbursable expenses in this Agreement. Not-to-Exceed Total: Unless subsequently changed by additional Supplemental Agreement hereto, duly authorized by appropriate Board action, Consultant's total compensation hereunder shall not exceed $41,000.00. This amount represents the absolute limit of BCRUA's liability to Consultant hereunder unless same shall be changed by additional Supplemental Agreement, and BCRUA shall pay, strictly within the confines of the not-to-exceed sum recited herein, Consultant's professional fees for work done on behalf of BCRUA. Deductions: No deductions shall be made for Consultant's compensation on account of penalty, liquidated damages or other sums withheld from payments to Consultant. Additions: No additions shall be made to Consultant's compensation based upon Project claims, whether paid by BCRUA or denied. Supplemental Agreements: The terms of this Agreement may be modified by written Supplemental Agreement hereto, duly authorized by appropriate Board action, if BCRUA determines that there has been a significant change in(1)the scope, complexity, or character of the services to be performed; or (2)the duration of the work. Any such Supplemental Agreement must be executed by both parties within the period specified as the term of this Agreement. Consultant shall not perform any work or incur any additional costs prior to the execution, by both parties, of such Supplemental Agreement. 2 Consultant shall make no claim for extra work done or materials furnished unless and until there is full execution of any Supplemental Agreement, and BCRUA shall not be responsible for actions by Consultant nor for any costs incurred by Consultant relating to additional work not directly authorized by Supplemental Agreement. 1.04 TERMS OF PAYMENT Invoices: To receive payment, Consultant shall prepare and submit a series of monthly detailed invoices to BCRUA for services rendered. Each invoice for professional services shall detail the services performed, along with documentation. All payments to Consultant shall be made on the basis of the invoices submitted by Consultant and approved by BCRUA. Should additional backup material be requested by BCRUA, Consultant shall comply promptly. In this regard, should BCRUA determine it necessary, Consultant shall make all records and books relating to this Agreement available to BCRUA for inspection and auditing purposes. If BCRUA has any dispute with work performed, then BCRUA shall notify Consultant within thirty (30) days after receipt of invoice. In the event of any dispute regarding the work performed, then and in that event Consultant shall either(a) satisfactorily re-perform the disputed services or (b) provide BCRUA with an appropriate credit. Payment of Invoices: BCRUA reserves the right to correct any error that may be discovered in any invoice that may have been paid to Consultant and to adjust same to meet the requirements of this Agreement. Following approval of invoices, BCRUA shall endeavor to pay Consultant promptly, but no later than the time period required under the Texas Prompt Payment Act described in Section 1.08 herein. Under no circumstances shall Consultant be entitled to receive interest on payments which are late because of a good faith dispute between Consultant and BCRUA or because of amounts which BCRUA has a right to withhold under this Agreement or state law. BCRUA shall be responsible for any sales, gross receipts or similar taxes applicable to the services, but not for taxes based upon Consultant's net income. Offsets: BCRUA may, at its option, offset any amounts due and payable under this Agreement against any debt (including taxes) lawfully due to BCRUA from Consultant, regardless of whether the amount due arises pursuant to the terms of this Agreement or otherwise and regardless of whether or not the debt due to BCRUA has been reduced to judgment by a court. 1.05 REQUIRED REPORTS Consultant agrees to provide BCRUA with any necessary detailed final written reports, together with all information gathered and materials developed during the course of the project. Additionally, Consultant agrees to provide BCRUA with any necessary oral presentations of such detailed final written reports, at BCRUA's designation and at no additional cost to BCRUA. 1.06 LIMITATION TO SCOPE OF SERVICES Consultant and BCRUA agree that the Scope of Services to be performed is generally enumerated in Exhibit "A" attached hereto. Notwithstanding anything herein to the contrary, the parties agree that BCRUA retains absolute discretion and authority for all funding decisions, such decisions to be based solely on criteria accepted by BCRUA which may be influenced by but not be dependent on Consultant's work. 1.07 NON-APPROPRIATION; AND FISCAL FUNDING This Agreement is a commitment of BCRUA's current revenues only. It is understood and agreed that 3 BCRUA shall have the right to terminate this Agreement at the end of any fiscal year if the governing body of BCRUA does not appropriate funds sufficient to purchase the services as determined by BCRUA's budget for the fiscal year in question. BCRUA may effect such termination by giving Consultant a written notice of termination at the end of its then-current fiscal year. 1.08 PROMPT PAYMENT POLICY In accordance with Chapter 2251, V.T.C.A., Texas Government Code, any payment to be made by BCRUA to Consultant will be made within thirty (30)days of the date BCRUA receives goods under this Agreement, the date the performance of the services under this Agreement are completed, or the date BCRUA receives a correct invoice for the goods or services, whichever is later. Consultant may charge interest on an overdue payment at the "rate in effect" on September l of the fiscal year in which the payment becomes overdue, in accordance with V.T.C.A., Texas Government Code, Section 2251.025(b). This Prompt Payment Policy does not apply to payments made by BCRUA in the event: (a) There is a bona fide dispute between BCRUA and Consultant, a contractor, subcontractor, or supplier about the goods delivered or the service performed that cause the payment to be late;or (b) There is a bona fide dispute between Consultant and a subcontractor or between a subcontractor and its supplier about the goods delivered or the service performed that causes the payment to be late; or (c) The terms of a federal contract, grant, regulation, or statute prevent BCRUA from making a timely payment with federal funds; or (d) The invoice is not mailed to BCRUA in strict accordance with any instruction on the purchase order relating to the payment. 1.09 TERMINATION This Agreement may be terminated for any of the following conditions: (1) By BCRUA for reasons of its own, with or without cause, and not subject to the mutual consent of any other party, such written termination notice to be given to the other party not less than thirty(30)days prior to termination. (2) By mutual agreement and consent of the parties, such agreement to be in writing. (3) By either party for failure by the other party to perform the services set forth herein in a satisfactory manner, such termination notice to be given in writing to the other party. (4) By either party for failure by the other party to fulfill its obligations herein. (5) By satisfactory completion of all services and obligations described herein. Should BCRUA terminate this Agreement as herein provided, no fees other than fees due and payable at the time of termination shall thereafter by paid to Consultant. BCRUA shall pay Consultant for all uncontested services performed to date of notice of termination. If either party defaults in performance of this Agreement or if BCRUA terminates this Agreement for default on the part of the other party, then BCRUA shall give consideration to the actual costs incurred by Consultant in performing the work to the date of default. The cost of the work that is 4 useable to BCRUA, the cost to BCRUA of employing another firm to complete the useable work, and other factors will affect the value to BCRUA of the work performed at the time of default. The termination of this Agreement and payment of an amount in settlement as set forth above shall extinguish all rights, duties, and obligations of BCRUA and the terminated party to fulfill contractual obligations. Termination under this section shall not relieve the terminated party of any obligations or liabilities which occurred prior to cancellation. 1.10 INDEPENDENT CONTRACTOR STATUS Consultant is an independent contractor, and is not BCRUA's employee. Consultant's employees or subcontractors are not BCRUA's employees. This Agreement does not create a partnership, employer-employee, or joint venture relationship. No party has authority to enter into contracts as agent for the other party. Consultant and BCRUA agree to the following rights consistent with an independent contractor relationship: (1) Consultant has the right to perform services for others during the term hereof. (2) Consultant has the sole right to control and direct means, manner and method by which services required by this Agreement will be performed. (3) Consultant has the right to hire assistants as subcontractors, or to use employees to provide the services required by this Agreement. (4) Consultant or its employees or subcontractors shall perform services required hereunder, and BCRUA shall not hire, supervise, or pay assistants to help Consultant. (5) Neither Consultant nor its employees or subcontractors shall receive training from BCRUA in skills necessary to perform services required by this Agreement. (6) BCRUA shall not require Consultant or its employees or subcontractors to devote full time to performing the services required by this Agreement. (7) Neither Consultant nor its employees or subcontractors are eligible for participation in any employee pension, health,vacation pay, sick pay, or other fringe benefit plan of BCRUA. 1.11 NON-SOLICITATION All parties hereto agree that they shall not directly or indirectly solicit for employment, employ, or otherwise retain staff of the other during the term of this Agreement. 1.12 CONFIDENTIALITY; AND MATERIALS OWNERSHIP Any and all programs, data, or other materials furnished by BCRUA for use by Consultant in connection with services to be performed under this Agreement, and any and all data and information gathered by Consultant, shall be held in confidence by Consultant as set forth hereunder. All parties agree to hold all confidential information in the strictest confidence and not make any use thereof other than for the performance of this Agreement. Notwithstanding the foregoing, the parties recognize and understand that BCRUA may be subject to the Texas Public Information Act and its duties run in accordance therewith. Any materials created or developed by Consultant in connection with services performed hereunder, including all trademark and copyright rights, shall be the sole property of BCRUA at the expiration of this Agreement. 5 1.13 WARRANTIES Consultant warrants that all services performed hereunder shall be performed consistent with generally prevailing professional or industry standards, and shall be performed in a professional and workmanlike manner. Consultant shall re-perform any work not in compliance with this warranty. 1.14 INDEMNIFICATION Consultant agrees to hold harmless, exempt, and indemnify BCRUA, its officers, agents, directors, servants, representatives and employees, from and against any and all suits, actions, legal proceedings, demands, costs, expenses, losses, damages, fines, penalties, liabilities and claims of any character,type, or description, including but not limited to any and all expenses of litigation, court costs, attorneys fees and all other costs and fees incident to any work done as a result hereof. BCRUA agrees to hold harmless, exempt, and indemnify Consultant, its officers, agents, directors, servants, representatives and employees, from and against any and all suits, actions, legal proceedings, demands, costs, expenses, losses, damages, fines, penalties, liabilities and claims of any character,type, or description, including but not limited to any and all expenses of litigation, court costs, attorneys fees and all other costs and fees incident to any work done as a result hereof. In no event shall either party be liable to the other for special or consequential damages, statutory or otherwise. 1.15 ASSIGNMENT AND DELEGATION The parties each hereby bind themselves, their successors, assigns and legal representatives to each other with respect to the terms of this Agreement. Neither party may assign any rights or delegate any duties hereunder without the other's prior written approval. 1.16 LOCAL, STATE AND FEDERAL TAXES Consultant shall pay all income taxes, and FICA (Social Security and Medicare taxes) incurred while performing services under this Agreement. BCRUA will not do the following: (l) Withhold FICA from Consultant's payments or make FICA payments on its behalf, (2) Make state and/or federal unemployment compensation contributions on Consultant's behalf, or (3) Withhold state or federal income tax from any of Consultant's payments. 1.17 INSURANCE REQUIREMENTS Insurance. Consultant, at Consultant's sole cost, shall have and maintain during the term of this Agreement professional liability insurance coverage in the minimum amount of One Million Dollars from a company authorized to do insurance business in Texas and otherwise acceptable to BCRUA. Subconsultant Insurance. Without limiting any of the other obligations or liabilities of Consultant, Consultant shall require each subconsultant performing work under this Agreement to maintain during the term of the Agreement, at the subconsultant's own expense, the same stipulated minimum insurance required in the immediately preceding paragraph, including the required provisions and additional policy conditions as shown below. As an alternative, Consultant may include its subconsultants as additional insureds on its own coverages as prescribed under these requirements. Consultant's certificate of insurance shall note in such event that the subconsultants are included as additional insureds. 6 Consultant shall obtain and monitor the; certificates of insurance from each subconsultant in order to assure compliance with the insurance requirCinents. Consultant must retain the certificates of insurance for the duration of this Agreement, and shall have the responsibility of enforcing these insurance requirements among its subconsultants. BCRUA shall be entitled, upon request and without expense, to receive copies of these certificates of insurance. Insurance Policy Endorsements. Each insurance policy hereunder shall include the following conditions by endorsement to the policy: (1) Each policy shall require that thirty(30)days prior to the expiration, cancellation, non-renewal or any material change in coverage, a notice thereof shall be given to BCRUA by certified mail to: General Manager Brushy Creek Regional Utility Authority 221 East Main Street Round Rock,Texas 78664 . Consultant shall also notify the BCRUA, within twenty-four (24) hours of receipt, of any notices of expiration, cancellation, non-renewal, or material change in coverage it receives from its insurer. (2) Companies issuing the insurance policies shall have no recourse against BCRUA for payment of any premiums or assessments for any deductibles which all are at the sole responsibility and risk of Consultant. (3) Terns `BCRUA" or "the Brushy Creek Regional Utility Authority" shall include all authorities, boards, commissions, departments, and officers of BCRUA and individual members, employees and agents in their official capacities, or while acting on behalf of the Brushy Creek Regional Utility Authority. (4) The policy clause "Other Insurance" shall not apply to any insurance coverage currently held by BCRUA, to any future coverage, or to BCRUA's Self-Insured Retentions of whatever nature. (5) Consultant and BCRUA mutually waive subrogation rights each may have against the other for loss or damage,to the extent same is covered by the proceeds of insurance. Cost of Insurance. The cost of all insurance required herein to be secured and maintained by Consultant shall be borne solely by Consultant, with certificates of insurance evidencing such minimum coverage in force to be filed with BCRUA. 1.18 COMPLIANCE WITH LAWS,CHARTER AND ORDINANCES Consultant, its consultants, agents, employees and subcontractors shall use best efforts to comply with all applicable federal and state laws, the Charter and ordinances of the member cities, as amended, and all applicable rules and regulations promulgated by local, state and national boards, bureaus and agencies. Consultant shall further obtain all permits, licenses, trademarks, copyrights, and the like required in the performance of the services contracted for herein, and same shall belong solely to BCRUA at the expiration of the term of this Agreement. 1.19 FINANCIAL INTEREST PROHIBITED Consultant covenants and represents that Consultant, its officers, employees, agents, consultants and subcontractors will have no financial interest, direct or indirect, in the purchase or sale of any product, materials or equipment that will be recommended or required hereunder. 7 1.20 DESIGNATION OF BCRUA REPRESENTATIVE BCRUA hereby designates the following representative authorized to act in its behalf with regard hereto: Chris Lippe, General Manager 221 East Main Street Round Rock, Texas 78664 Telephone: (512) 844-7419 Email: clippe@bcrua.org 1.21 NOTICES All notices and other communications in connection with this Agreement shall be in writing and shall be considered given as follows: (1) When delivered personally to recipient's address as stated herein;or (2) Three (3) days after being deposited in the United States mail, with postage prepaid to the recipient's address as stated in this Agreement. Notice to Consultant: Group Solutions RJW 8401 Shoal Creek Boulevard Austin,TX 78757 Notice to BCRUA: General Manager 221 East Main Street Round Rock, TX 78664 Nothing contained in this section shall be construed to restrict the transmission of routine communications between representatives of BCRUA and Consultant. 1.22 APPLICABLE LAW; ENFORCEMENT AND VENUE This Agreement shall be enforceable in Williamson County, Texas, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein, exclusive venue for same shall lie in Williamson County, Texas. This Agreement shall be governed by and construed in accordance with the laws and court decisions of Texas. 1.23 EXCLUSIVE AGREEMENT The terms and conditions of this Agreement, including any appended exhibits, constitute the entire agreement between the parties and supersede all previous communications, representations, and agreements, either written or oral, with respect to the subject matter hereof. No modifications of this Agreement will be binding on any of the parties unless acknowledged in writing by the duly authorized governing body or representative for each party. 1.24 DISPUTE RESOLUTION If a dispute arises under this Agreement, the parties agree to first try to resolve the dispute with the help of a mutually selected mediator. If the parties cannot agree on a mediator, BCRUA shall select one mediator and Consultant shall select one mediator and those two mediators shall agree upon a 8 third mediator. Any costs and fees, other than attorney fees, associated with the mediation shall be shared equally by the parties. BCRUA and Consultant hereby expressly agree that no claims or disputes between the parties arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9 USC Section 1-14)or any applicable state arbitration statute. 1.25 ATTORNEY FEES In the event that any lawsuit is brought by one party against any of the other parties in connection with this Agreement, the prevailing party shall be entitled to seek to recover its reasonable costs and reasonable attorney fees. 1.26 FORCE MAJEURE Notwithstanding any other provisions of this Agreement to the contrary, no failure, delay or default in performance of any obligation hereunder shall constitute an event of default or a breach of this Agreement, only to the extent that such failure to perform, delay or default arises out of causes beyond control and without the fault or negligence of the party otherwise chargeable with failure, delay or default; including but not limited to acts of God, acts of public enemy, civil war, insurrection, riots, fires, floods, explosion, theft, earthquakes, natural disasters or other casualties, strikes or other labor troubles, which in any way restrict the performance under this Agreement by the parties. Consultant shall not be deemed to be in default of its obligations if its failure to perform or its substantial delay in performance is due to BCRUA's failure to timely provide requested information, data, documentation, or other material necessary for Consultant to perform its obligations hereunder. 1.27 SEVERABILITY The invalidity, illegality, or unenforceability of any provision of this Agreement or the occurrence of any event rendering any portion of provision of this Agreement void shall in no way affect the validity or enforceability of any other portion or provision of this Agreement. Any void provision shall be deemed severed from this Agreement, and the balance of this Agreement shall be construed and enforced as if this Agreement did not contain the particular portion of provision held to be void. The parties further agree to amend this Agreement to replace any stricken provision with a valid provision that comes as close as possible to the intent of the stricken provision. The provisions of this Article shall not prevent this entire Agreement from being void should a provision which is of the essence of this Agreement be determined void. 1.28 STANDARD OF CARE Consultant represents that it is specially trained, experienced and competent to perform all of the services, responsibilities and duties specified herein and that such services, responsibilities and duties shall be performed, whether by Consultant or designated subconsultants, in a manner according to generally accepted business attraction practices. 1.29 GENERAL AND MISCELLANEOUS The section numbers and headings contained herein are provided for convenience only and shall have no substantive effect on construction of this Agreement. 9 The failure of a party to exercise any right hereunder shall not operate as a waiver of said party's right to exercise such right or any other right in the future. Time is of the essence to this Agreement. Consultant understands and agrees that any failure of Consultant to complete the services due under this Agreement within the agreed term as delineated in Section 1.01 herein will constitute a material breach of this Agreement. This Agreement may be executed in multiple counterparts, which taken together shall be considered as one original. BCRUA agrees to provide Consultant with one (1) fully executed original of this Agreement document. IN WITNESS WHEREOF,the parties have executed this Agreement on the dates hereafter indicated. BRUSHY CREEK REGIONAL UTILITY GROUP SOLUTIONS RJW AUTHORITY By: By: 14- 41 Title: Title: Date: c � �C►Cf`� Date: ATTEST: By: 01ard Secretary Group Solutions RJW Public Involvement Scope of Services Brushy Creek Regional Utility Authority Water Supply Project June 22, 2009 SCOPE OF SERVICES August 2009 through July 2010 (12 months) Group Solutions RJW will perform the following communications and public outreach services in support of crucial BCRUA activities, including construction of a pipeline on Trails End Road, construction of a new water treatment plant, and design of a deep-water intake. Any additional tasks not mentioned in this scope will need to be addressed and the budget recalculated to account for additional responsibilities. Stakeholder Communications–Group Solutions RJW will stay abreast of project activities and communicate those activities that may affect stakeholders to those potentially affected groups. A variety of tools may be used, including targeted emails during construction, printed materials (i.e., door hangers), and small group or one-on-one meetings. E-newsletters (Up to 6)—Group Solutions RJW will produce the content for bi-monthly e-newsletters to be distributed to all stakeholder groups. These e-newsletters will be used to provide timely project news,particularly as contractors are selected and construction activities begin. Group Solutions will coordinate with key management staff to procure information and relevant quotes for news items, ensure that content meets layout and design specifications, and provide a current email database for distribution. In addition, Group Solutions will be responsible for posting e-newsletters on the project website. Up to 20 hours will be spent on each e-newsletter. Website and Collateral Materials--Group Solutions will spend up to 8 hours monthly on project materials for use in meetings and/or other stakeholder interactions. Materials could include FAQs, Fact Sheets, and PowerPoint presentations. Group Solutions will assist in getting information posted to the project website such as meeting notices, meeting documentation or other project information. Group Solutions will periodically update other information on the website and make improvements to the website, as necessary. Presentations and Meetings—Group Solutions will assist in scheduling and/or staffing presentations by the project team to the general public and/or organizations. These include up to two "Meet the Contractor" events. Group Solutions will also schedule and/or staff presentations, small group meetings and one-on-one meetings with interested stakeholders, such as those on Trails End Road and those living near Site 4,and will maintain a record of presentations for the project file. To aid public affairs coordination, Group Solutions will attend Volente Council meetings where the BCRUA is being discussed, BCRUA board meetings, and other organizational meetings, as necessary. Group Solutions will spend up to 20 hours per month on this task. Database—Group Solutions will maintain a database of residents, property owners, neighborhood associations, and interested others. Attendees at public meetings will be added to the database following each event. Additionally, as the project progresses and project needs mandate, new stakeholders will be added. The database will be used to disseminate information such as e-newsletters, door hangers and flyers, and invitations to meetings. Up to 6 hours per month will be spent on this task. Hotline/Listening Log—Group Solutions will serve as a first"point of contact" throughout construction, assisting with questions and concerns from residents and interested citizens that are communicated via the project hotline and the project website. If Group Solutions staff cannot address those questions immediately, we will communicate with the appropriate project contact(i.e., general manager, contractor, inspector)to get them prompt attention. Group Solutions will maintain a "Listening Log" which will serve as a record of communications. Issues and unresolved questions from meetings and other project events may be entered into the log as well. The listening log will be reviewed for issues that are repeatedly voiced and communicated to the project team. Up to 16 hours per month will be spent on this task. Team Meetings/Meeting Summaries—Group Solutions will coordinate and attend up to two public involvement team meetings per month for team planning and strategy. Subsequent to those meetings, Group Solutions will produce up to 24 written summaries that capture action items and responsibilities. Up to 8 hours per month will be spent on thistask. Media Relations—Group Solutions RJW will maintain a current media distribution list and maintain relationships with reporters,producers, and editors in order that accurate and timely project news may be disseminated to targeted audiences. Group Solutions will assist with calls from the media and coordinate interviews with appropriate team members as well as suggest story ideas to reporters.News releases and other materials will be produced to aid in notifying the public of meetings and other project-related news. If needed, Group Solutions will also contact the media to correct any misinformation. Coordination and Documentation—Group Solutions RJW will prepare monthly activity reports documenting public involvement activities as well as maintain records of presentations made. Group Solutions RJW will review, respond to and/or initiate project- related correspondence with team members and PAIS as needed. Up to 12 hours per month will be spent on this task.