HomeMy WebLinkAbout24-019 - HB Strategies - Public Information Officer Support
Contract Number:
24-019
City of Tukwila
Council Approval N/A
6200 Southcenter Boulevard, Tukwila WA 98188
CONTRACT FOR SERVICES
This Agreement is entered into by and between the City of Tukwila, Washington, a non-charter optional
municipal code city hereinafter referred to as “the City,” and HB Strategies, LLC, hereinafter referred to as
“the Contractor,” whose principal office is located at 2926 Warren Avenue Seattle WA 98109.
WHEREAS the City has determined the need to have certain services performed for its citizens but does
not have the manpower or expertise to perform such services; and
WHEREAS the City desires to have the Contractor perform such services pursuant to certain terms and
conditions; now, therefore,
IN CONSIDERATION OF the mutual benefits and conditions hereinafter contained, the parties hereto agree
as follows:
1.Scope and Schedule of Services to be Performed by Contractor. The Contractor shall perform
those services described on Exhibit A attached hereto and incorporated herein by this reference as if
fully set forth. In performing such services, the Contractor shall at all times comply with all Federal,
State, and local statutes, rules and ordinances applicable to the performance of such services and the
handling of any funds used in connection therewith. The Contractor shall request and obtain prior
written approval from the City if the scope or schedule is to be modified in any way.
2.Compensation and Method of Payment. The City shall pay the Contractor for services rendered
according to the rate and method set forth on Exhibit B attached hereto and incorporated herein by this
reference. The total amount to be paid shall not exceed $20,000 at a rate of $1,500.00 per month.
3.Contractor Budget. The Contractor shall apply the funds received under this Agreement within the
maximum limits set forth in this Agreement. The Contractor shall request prior approval from the City
whenever the Contractor desires to amend its budget in any way.
4.Duration of Agreement. This Agreement shall be in full force and effect for a period commencing
February 1, 2024, and December 31, 2024, unless sooner terminated under the provisions hereinafter
specified.
5.Independent Contractor. Contractor and City agree that Contractor is an independent contractor with
respect to the services provided pursuant to this Agreement. Nothing in this Agreement shall be
considered to create the relationship of employer and employee between the parties hereto. Neither
Contractor nor any employee of Contractor shall be entitled to any benefits accorded City employees
by virtue of the services provided under this Agreement. The City shall not be responsible for withholding
or otherwise deducting federal income tax or social security or contributing to the State Industrial
Insurance Program, or otherwise assuming the duties of an employer with respect to the Contractor, or
any employee of the Contractor.
shall defend, indemnify and hold the Public Entity, its officers, officials,
6.Indemnification. The Contractor
employees and volunteers harmless from any and all claims, injuries, damages, losses or suits including
attorney fees, arising out of or in connection with the performance of this Agreement, except for injuries
and damages caused by the sole negligence of the Public Entity.
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Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115,
then, in the event of liability for damages arising out of bodily injury to persons or damages to property
caused by or resulting from the concurrent negligence of the Contractor and the Public Entity, its
officers, officials, employees, and volunteers, the Contractor’s liability hereunder shall be only to the
extent of the Contractor’s negligence. It is further specifically and expressly understood that the
indemnification provided herein constitutes the Contractor's waiver of immunity under Industrial
Insurance, Title 51 RCW, solely for the purposes of this indemnification. This waiver has been mutually
negotiated by the parties. The provisions of this section shall survive the expiration or termination of this
Agreement.
7. Record Keeping and Reporting.
A. The Contractor shall maintain accounts and records, including personnel, property, financial and
programmatic records which sufficiently and properly reflect all direct and indirect costs of any
nature expended and services performed in the performance of this Agreement and other such
records as may be deemed necessary by the City to ensure the performance of this Agreement.
B. These records shall be maintained for a period of seven (7) years after termination hereof unless
permission to destroy them is granted by the office of the archivist in accordance with RCW Chapter
40.14 and by the City.
8. Audits and Inspections. The records and documents with respect to all matters covered by this
Agreement shall be subject at all times to inspection, review or audit by law during the performance of
this Agreement.
9. Termination. This Agreement may at any time be terminated by the City giving to the Contractor thirty
(30) days written notice of the City’s intention to terminate the same. Failure to provide products on
schedule may result in contract termination. If the Contractor’s insurance coverage is canceled for any
reason, the City shall have the right to terminate this Agreement immediately.
10. Discrimination Prohibited. The Contractor, with regard to the work performed by it under this
Agreement, will not discriminate on the grounds of race, religion, creed, color, national origin, age,
veteran status, sex, sexual orientation, gender identity, marital status, political affiliation, the
presence of any disability, or any other protected class status under state or federal law, in the
selection and retention of employees or procurement of materials or supplies.
11. Assignment and Subcontract. The Contractor shall not assign or subcontract any portion of the
services contemplated by this Agreement without the written consent of the City.
12. Entire Agreement; Modification. This Agreement, together with attachments or addenda, represents
the entire and integrated Agreement between the City and the Contractor and supersedes all prior
negotiations, representations, or agreements written or oral. No amendment or modification of this
Agreement shall be of any force or effect unless it is in writing and signed by the parties.
13. Severability and Survival. If any term, condition or provision of this Agreement is declared void or
unenforceable or limited in its application or effect, such event shall not affect any other provisions
hereof and all other provisions shall remain fully enforceable. The provisions of this Agreement, which
by their sense and context are reasonably intended to survive the completion, expiration or cancellation
of this Agreement, shall survive termination of this Agreement.
14. Notices. Notices to the City of Tukwila shall be sent to the following address:
City Clerk, City of Tukwila
6200 Southcenter Blvd.
Tukwila, Washington 98188
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Notices to the Contractor shall be sent to the following address:
HB Strategies, LLC
2926 Warren Avenue North
Seattle WA 98109
15.Applicable Law; Venue; Attorney’s Fees. This Agreement shall be governed by and construed in
accordance with the laws of the State of Washington. In the event any suit, arbitration, or other
proceeding is instituted to enforce any term of this Agreement, the parties specifically understand and
agree that venue shall be properly laid in King County, Washington. The prevailing party in any such
action shall be entitled to its attorney’s fees and costs of the suit.
DATED this day of February, 2024.
CITY OF TUKWILA HB Strategies, LLC
____________________________________
Marty Wine, Interim City Administrator Bradley Harwood, Communications Consultant
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Exhibit A: SCOPE OF WORK
City Communications Public Information Officer Support
Overview
The City Public Information Officer (PIO) consultant is responsible for developing and implementing
effective communication strategies to disseminate accurate and timely information to the public, media, and
other stakeholders including city staff. The PIO serves as the primary media contact for the city, ensuring
consistent and transparent communication between the city administration, elected officials, and the
community. This position requires exceptional communication skills, crisis communication management
abilities, and a deep understanding of public relations. This position is not responsible for onsite Police and
Fire media incident support and spokesperson duties.
Project goals include:
For assigned issues, projects or events develop citywide communications plans and calendars
for staff to generate content and provide information to internal and external audiences.
Helping the city communicate in “plain speak” messaging to support meaningful access for all
audiences.
Anticipating questions and issues and assisting in developing responses to the media and the
public.
Helping tonsure exchange of information between the city, elected, appointed officials,
community organizations and other public agencies.
Specific support for the city in its 2024 labor negotiations where communications support is
needed.
Coordinate messaging across multiple City channels, department staff, outside organizations and
agencies and officials.
Key Responsibilities
Other work areas:
1.Citywide Communication Strategy Development:
Develop and execute comprehensive communication strategies to effectively convey the city's
initiatives, programs, and policies to the public.
Collaborate with various city departments to identify key messages, target audiences, and
appropriate communication channels.
Conduct research and analysis to identify communication trends and best practices, ensuring the
city's communication strategies remain relevant and effective.
Create communications plans incorporating key goals, basic messaging, tools/tactics, and raft
timeline/calendar.
Advise on and develop consistent messaging, including talking points, FAQ’s and fact sheets.
Engage and manage media, including planning and coordinating any necessary interviews/media
events/news conferences.
Prepare, coordinate internal approval, and issue media releases.
Where appropriate, monitor web and social media including developing/managing content to
achieve goals.
Identify key messengers and trusted, reliable sources to convey to serve as spokesperson when
designated.
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2.Media Relations
Serve as the primary point of contact for media inquiries, coordinating responses and
interviews with the appropriate city personnel.
Draft press releases, media advisories, talking points, and other media materials as needed
and circulate for approval.
When appropriate organize press conferences, briefings, and media events to effectively
communicate important city updates.
3.Task: Assist with Collective Bargaining Communications.
Support the City of Tukwila in development and implementation of message and
communication tools for the city’s response to active collective bargaining negotiations.
Specific services include brainstorming different communication strategies for various
internal and external audiences, using multiple channels of communication, developing
messages and talking points in the “voice” of the Mayor and city leadership.
Goals include highlighting the city’s continued efforts to faithfully bargain with the union,
consistently communicating the status of the negotiations, anticipate stakeholder and
employee questions and provide answers and/or talking points for city leadership to use to
respond.
Coordination of this element is with Chief People Officer and Lead Negotiator to strategize
effective communications after each mediation session.
4.Crisis Management:
•Partner with city staff planning, developing and implementing crisis communication plans to
address emergencies, natural disasters, or other incidents that may impact the community.
•Provide on-call strategic advice and issue management counsel on emerging issues.
5.Internal Communication:
•Coordinate internal communication efforts to ensure consistent messaging and information
flow within the city administration and departments. Use other event and media messages to
develop internal messages to inform city staff.
•Collaborate with department heads to develop and implement internal communication
strategies, including newsletters, intranet updates, and staff briefings.
•Work with Communications Roundtable group to share information, facilitate training
sessions and workshops to enhance the communication skills of city staff members.
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Exhibit B: Compensation
The Contractor shall be paid a monthly retainer of $1,500 for services.
Payments shall be made upon receipt of a written invoice from the Contractor, detailing hours worked in
service of each goal as outlined in Exhibit A. Payment will be made in the form of a check mailed via US
Postal service.
The Contractor shall provide the City of Tukwila with a current IRS form W-9 for the means of proper tax
reporting and payment.
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