HomeMy WebLinkAboutAgreement A-23-084 First Amendment to Agreement with UCSF.pdf Agreement No. 23-084
1 FIRST AMENDMENT TO AGREEMENT
2 THIS FIRST AMENDMENT TO AGREEMENT (hereinafter"Amendment") is made and entered
3 into this 28th day of Feb. , 2023, by and between COUNTY OF FRESNO, a Political Subdivision of
4 the State of California, Fresno, California (hereinafter"COUNTY"), and The Regents of the University
5 of California, on behalf of the San Francisco Campus, a Public University, whose address is c/o Office
6 of Sponsored Research, Box 0962 490 Illinois Street, 4'" Floor, San Francisco, CA 94143 (hereinafter
7 "CONTRACTOR").
8 WITNESSETH:
9 WHEREAS, COUNTY and CONTRACTOR entered into Agreement number A-22-067, dated
10 February 22, 2022 (hereinafter"Agreement"), pursuant to which CONTRACTOR agreed to provide
11 leading and facilitating development of a public awareness campaign focused on Black maternal and
12 infant health disparities and interventions to COUNTY; and
13 WHEREAS, COUNTY and CONTRACTOR now desire to amend the Agreement in order to
14 add the provision for CONTRACTOR to advertise activities to promote Voices Fresno and Black Infant
15 Health through print, digital/social, and/or billboard campaigns, effective upon execution, increase the
16 total compensation to accommodate the provision of new and existing services, and extend the length
17 of the Agreement through October 31, 2023.
18 NOW, THEREFORE, for good and valuable consideration, the receipt and adequacy of which
19 is hereby acknowledged, COUNTY and CONTRACTOR agree as follows:
20 1. That all references to "Exhibit A" in existing COUNTY Agreement number A-22-067
21 shall be changed to read, "Revised Exhibit A", attached hereto and incorporated herein by reference.
22 2. That all references to "Exhibit B" in existing COUNTY Agreement number A-22-067
23 shall be changed to read, "Revised Exhibit B", attached hereto and incorporated herein by reference.
24 3. That section 3 of the Agreement, located on page 1, line 25 through line 26, is deleted
25 in its entirety and replaced with the following:
26 "The term of this Agreement shall be for the period commencing on September 1, 2021
27 through and including October 31, 2023."
28 4. That section 5 of the Agreement, located on page 2, line 27 through page 3, line 12, is
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1 deleted in its entirety and replaced with the following:
2 "5. COMPENSATION/INVOICING
3 For services during the period of March 1, 2023 through October 31, 2023, pursuant to
4 Revised Exhibit A, COUNTY agrees to pay CONTRACTOR and CONTRACTOR agrees to receive
5 compensation at the rates set forth in Revised Exhibit B, but in no event shall actual Services
6 performed pursuant to Revised Exhibit A by CONTRACTOR be in excess of Two Hundred Eighty-
7 Eight Thousand Four Hundred and No/100 Dollars ($288,400). For services provided during the period
8 of March 1, 2023 through June 30, 2023, pursuant to Exhibit C, COUNTY agrees to pay
9 CONTRACTOR and CONTRACTOR agrees to receive compensation at the rates set forth in Exhibit
10 D, but in no event shall actual Services performed pursuant to Exhibit C by CONTRACTOR be in
11 excess of One Hundred Twenty Thousand and No/100 Dollars ($120,000). It is understood that all
12 expenses incidental to CONTRACTOR's performance of services under this Agreement shall be borne
13 by CONTRACTOR.
14 CONTRACTOR shall submit monthly invoices by the thirtieth (30"') day of each month
15 for prior month's expenditures, addressed to the County of Fresno, Department of Public Health,
16 Public Health Nursing Division, P.O. Box 11867, Fresno, CA 93775 or
17 DPHBOAP anfresnocountyca.gov, Attention: PHN Division Manager. Invoices shall detail line items as
18 specified in Revised Exhibit B and Exhibit D, including original budget amounts, current month's
19 expenses, year-to-date expenses, and budget balances. In addition, invoices shall also include all
20 relevant supporting documentation including but not limited to copies of original statements, program
21 expense receipts, payroll records and mileage claims."
22 COUNTY and CONTRACTOR agree that this Amendment is sufficient to amend the
23 Agreement and, that upon execution of this Amendment, the Agreement and this Amendment together
24 shall be considered the Agreement.
25 The parties agree that this Amendment may be executed by electronic signature as provided in
26 this section. An "electronic signature" means any symbol or process intended by an individual signing
27 this Amendment to represent their signature, including but not limited to (1) a digital signature; (2) a
28 faxed version of an original handwritten signature; or (3) an electronically scanned and transmitted (for
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1 example by PDF document) of a handwritten signature. Each electronic signature affixed or attached
2 to this Amendment (1) is deemed equivalent to a valid original handwritten signature of the person
3 signing this Amendment for all purposes, including but not limited to evidentiary proof in any
4 administrative or judicial proceeding, and (2) has the same force and effect as the valid original
5 handwritten signature of that person. The provisions of this section satisfy the requirements of Civil
6 Code section 1633.5, subdivision (b), in the Uniform Electronic Transaction Act(Civil Code, Division 3,
7 Part 2, Title 2.5, beginning with section 1633.1). Each party using a digital signature represents that it
8 has undertaken and satisfied the requirements of Government Code section 16.5, subdivision (a),
9 paragraphs (1) through (5), and agrees that each other party may rely upon that representation. This
10 Amendment is not conditioned upon the parties conducting the transactions under it by electronic
11 means and either party may sign this Amendment with an original handwritten signature.
12 The Agreement, as hereby amended, is ratified and continued. All provisions, terms,
13 covenants, conditions and promises contained in the Agreement and not amended herein shall remain
14 in full force and effect.
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1 IN WITNESS WHEREOF,the parties hereto have executed this First Amendment to Agreement
2 as of the day and year first hereinabove written.
3
4 CONTRACTOR COUNTY OF FRESNO
The Regents of the University of
5 C - t 91nilp ; pn Francisco
6 2/13/2023
7 (Au ff i Z�N MTTIgnature) Spf Q i tero, Chairman of the Board of
Cynthia Palacios-EScobedo, pe or the County of Fresno
8 Government contract officer
Print Name&Title
9
490 Illinois street, 4th Floor
10
San Francisco, CA 94143
11 Mailing Address ATTEST:
12 Bernice E. Seidel
Clerk of the Board of Supervisors
13 County of Fresno, State of California
14
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17
By: , -
18 Deputy
FOR ACCOUNTING USE ONLY:
19
20 Fund: 0001
21 Subclass: 10000
22 ORG: 56201700, 56201715
23 Account: 7295
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Revised Exhibit A
Page 1 of 6
Voices Fresno Campaign: Scope of Work
September 1, 2021 through October 31, 2023
Phase 1: Co-create the Voices Fresno campaign infrastructure in partnership with Fresno
community champions (Timeline: Sep. 1, 2021 —Nov. 30, 2021)
1. CONTRACTOR shall:
a. In partnership with COUNTY, convene a Voices Fresno Community Champions
Workgroup (Workgroup) internal virtual kickoff event.
i. Facilitate two half-day virtual planning sessions with Workgroup.
ii. Facilitate discussion of the following items: goal setting, communications
(including channels, style, and messaging) and events preferences, asset
mapping (for potential new community partnerships), and survey/evaluation
criteria and preferences.
iii. Provide virtual community organizing and outreach training to prepare
Workgroup to conduct virtual surveys and focus groups.
iv. Review and analyze data from planning sessions, focus groups, surveys and
other stakeholder conversations to create a place-based, community-level
campaign plan, and present the plan to the workgroup and COUNTY.
v. Set criteria for Voices Fresno ambassadors, develop a short list of potential
ambassadors and work with Workgroup to recruit and secure ten (10)
ambassadors. Some Workgroup members may also serve as ambassadors.
b. Evaluate current levels of awareness of Black infant mortality and Black Infant Health
resources in Fresno to establish a baseline for measuring campaign impact.
i. In collaboration with the Workgroup, develop tools and methods (surveys, focus
groups, event/activity evaluation) to measure current and future community
awareness and perceptions of Black infant mortality, availability of Black Infant
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Revised Exhibit A
Page 2 of 6
Health resources and preferences for communication strategies and tactics. The
results will serve as the baseline from which CONTRACTOR can measure
impact at the end of the first year of this campaign.
ii. Evaluation tools will be distributed, and responses will be collected through
COUNTY and Workgroup channels and networks. COUNTY's separate
advertising agreement with marketing firm, JP Marketing, may be used to assist
with boosting social media survey ads.
NOTE: the design of the evaluation tools and their dissemination/collection
approach is dependent upon the Workgroup preferences, outcome of the data
review and COVID safety guidelines.
c. Provide graphic support as needed for creating or customizing up to ten (10) designs of
various promotional or educational materials for planning sessions and internal
communications purposes.
i. These materials will include a PowerPoint presentation summarizing the
proposed campaign, sample campaign materials (brochures, facts sheets,
advertisements, billboard, infographics, sample website pages and Instagram
profiles of existing Voices Fresno) for community champions to react to.
ii. Presentation and materials will be customized with Fresno-specific data about
birth outcomes, demographics, and resources as needed. Design support will
also include adjusting campaign materials based on community feedback.
d. Interview, photograph and film ten (10) Voices Fresno ambassadors during a full-day
photograph/filming session or two consecutive half-day sessions (depending on
ambassador's availability, preferences and COVID safety guidelines). The interviews,
photographs and videos will be featured at the campaign launch event and throughout
the campaign. Ambassadors' family members may also be included in photography and
filming if they so choose.
i. Extend invitations and confirm ambassadors' attendance.
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Revised Exhibit A
Page 3 of 6
ii. Interview ambassadors during video shoot.
iii. Contract through CONTRACTOR'S Procurement system and manage a
photographer and a videographic to take still photos and shoot videos of the
ambassadors.
iv. Book studio and manage photo/video shoot logistics.
2. COUNTY shall:
a. Pay CONTRACTOR for cost of participation incentives for community champions,
ambassadors and survey/focus group participants.
b. Pay CONRACTOR for all costs of the photo/filming session, including filming,
photography and studio costs as well as participant incentives (i.e., gift cards).
c. Pay CONTRACTOR for travel and lodging for two (2) of CONTRACTOR's staff
members, one (1) photographer and one (1) videographer for one night for the
photo/video shoot(to allow for an early morning set up time). If a qualified photographer
and videographer based in Fresno is contracted, travel and lodging will not be needed.
d. Provide food vouchers for participants in the Workgroup kickoff.
Phase 2: Campaign launch with virtual open mic/spoken word event—plan, promote and
support event launch and potential pre-event workshop (Dec. 1, 2021 — Feb. 28, 2022)
NOTE: The design of the launch activities is dependent upon the Workgroup preferences, data from
the pre-launch evaluation described in Phase 1. While there is an existing spoken word scene in
Fresno, the workgroup may prefer a different format. Should this happen, CONTRACTOR will change
the style of the event accordingly but do that within the same staff hours and budget allocated for the
launch.
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Revised Exhibit A
Page 4 of 6
1. CONTRACTOR shall:
a. Provide guidance on virtual event format based on learnings from the Voices Oakland
open miclspoken word launch event, including how to engage with local spoken word
artists, vendor and swag strategy.
b. Provide suggested event schedule and script for emcees and other Voices Fresno
representative.
c. Create up to ten (10) unique designs of event promotional materials and educational
materials to be made available digitally at the virtual event, including items such as
posters, brochures, calendars, banners and promotional giveaways.
d. Contract through CONTRACTOR's procurement system and manage a videographer to
create Voices Fresno campaign video (using clips from the advocate video shoot that
takes place in Phase 1) that will be debuted at the virtual launch event and used as a
signature piece throughout the campaign.
e. Promote event to COUNTY's partners and stakeholders via Voices and PTBi website,
social media, newsletters, as well as COUNTY and Workgroup channels.
f. Provide live social media coverage of the event via Voices and PTBi social media
channels.
g. Report on any social media and website results generated from the event such as event
attendance and metrics from social media videos and posts.
h. Convene monthly planning calls with the Workgroup to receive input and report on
progress.
2. COUNTY shall:
a. Pay CONTRACTOR for the cost of the videographer who will create the campaign
video.
b. Pay CONTRACTOR for virtual launch event production, including hiring a virtual event
production partner(i.e., Zoom consultant if deemed necessary), talent booking (spoken
word emcees and artists), photographer, coordinating community vendors, catering,
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Revised Exhibit A
Page 5 of 6
and printing and distribution of campaign materials post-event.
c. Leverage COUNTY networks to drive event participation.
Phase 3: Digital storytelling campaign and webinar(Mar. 1, 2022—October 31, 2023)
1. CONTRACTOR shall:
a. Have Communication team develop and publish ten (10) long-form feature stories on
the Voices website and social media—one for each of the ten (10) Fresno
ambassadors, and one story per month for ten (10) months on the Voices website and
social media channels.
i. Feature stories will be in written and social media video format(60 seconds
each).
ii. Interwoven into each feature story will be discussion about facts, statistics, and
research findings about Black infant and maternal mortality and links to Black
Infant Health Fresno resources.
b. Have the option to have Communication team partner with JP Marketing to provide
graphic design support for COUNTY's paid promotion of Voices Fresno social media
posts. Team to provide up to ten (10) unique designs of advertisements to support JP
Marketing's advertising efforts.
c. Have Fresno Community Organizing Coordinator manage and activate Voices
ambassadors, Workgroup and other partners to share feature stories with their
networks.
d. Deliver two (2)webinars related to improving Black birth outcomes in Fresno.
e. Convene monthly Workgroup calls to receive input and report on progress.
f. Create and deliver report on any social media or website traffic results generated from
Mar. 1, 2022—Oct. 31, 2023.
g. Develop and conduct activities to promote Voices Fresno through print, digital/social
and/or billboard campaigns.
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Revised Exhibit A
Page 6 of 6
2. COUNTY shall:
a. Facilitate and may fund through a separate COUNTY contract for JP Marketing's
advertising activities to promote Voices Fresno through print, digital/social and/or
billboard campaigns.
b. Provide media relations support including press releases, media outreach, interview
coordination and coverage tracking. (CONTRACTOR can provide strategic counsel for
these activities as needed.
Phase 4: Evaluation of campaign impact to date (Aug. 1, 2023—October 31, 2023)
1. CONTRACTOR shall:
a. Have Communications team provide one-year wrap up report on Fresno related website
and social media results.
b. Have Community engagement team conduct public awareness survey to assess impact
of campaign after one year of activity.
c. Have both teams provide Strength, Weakness, Opportunities and Threats (SWOT)
Analysis and recommendations for any changes to strategy for year two of the
campaign.
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Program Director/Principal Investigator(Last,First,Middle): Cobbins, Alexis Revised Exhibit B
DETAILED BUDGET FOR INITIAL BUDGET PERIOD FROM THROUGH
DIRECT COSTS ONLY 9/1/2021 10/31/2023
ROLE ON Cal. Acad. Summer INST.BASE SALARY FRINGE
NAME PROJECT Mnths Mnths Mnths SALARY REQUESTED BENEFITS TOTAL
Cobbins, Alexis PD/PI 0.18 2,174 739 2,913
Apeles, Linda Communications 1.44 15,776 6,626 22,402
Director
Letts, Emily Communications 1.8 13,475 5,660 19,135
Manager
Newman, Loren Designer 2.70 17,536 7,365 24,901
Ashley
Williams, Shanell L Community 1.44 11,795 4,954 16,749
Engagement Director
Jacob, Riya Communications 0.36 2,144 900 3,044
Assistant
SelinaLao, Selina Events Manager 0.36 2,375 998 3,373
Mack-Franklin, Campaign Coordinator 7.2 33,164 13,929 47,093
Kendalyn
SUBTOTALS 10 98,4391 41,171 139,610
CONSULTANT COSTS
MJE Strategies 30,769
EQUIPMENT (Itemize)
SUPPLIES (Itemize by category)
Project Supplies 6,396
TRAVEL
PT13i Community Engagement&Communications staff travel to Fresno 3,000
Travel to Photo/video shoot(2 UCSF staff members) 1,000 4,000
INPATIENT CARE COSTS
OUTPATIENT CARE COSTS
ALTERATIONS AND RENOVATIONS (Itemize by category)
OTHER EXPENSES (Itemize by category)
Data Network Recharge 699
IT Field Services (ITFS) Desktop Support 913
GAEL Insurance 801
Photographer(ambassador profiles) 4,678
Videographer/editor(Fresno profile videos and launch video) 11,500
Freelance writers and transcribers 3,000
Web designer/developer 500
Web hosting 80
Photo/video studio rental, catering and supplies for photo/video shoot 1,400
Participation incentives for Community Champions/Ambassadors/Survey and-Focus 10,500
Production of Virtual Launch Event 7,000 1 41,071
CONSORTIUM/CONTRACTUAL COSTS DIRECT COSTS
SUBTOTAL DIRECT COSTS FOR INITIAL BUDGET PERIOD (Item 7a,Face Page) $ 221,846
CONSORTIUM/CONTRACTUAL COSTS I FACILITIES AND ADMINISTRATIVE COSTS 66,554
TOTAL DIRECT COSTS FOR INITIAL BUDGET PERIOD $ 288,400
PHS 398(Rev.03/2020 Approved Through 02/28/2023) OMB No.0925-0001
Page_ Form Page 4
Exhibit C
Page 1 of 2
Black Infant Health: Scope of Work
March 1, 2023 through June 30, 2023
1. CONTRACTOR shall:
a. Oversee the marketing strategy and media buy for the statewide Black Infant Health
public awareness campaign.
i. The media buy period is March 1, 2023 through June 30, 2023.
ii. The media buy will use existing collateral from prior campaigns.
iii. The final media buy plan will be approved by COUNTY prior to the start of the
campaign and will be subject to adjustment-based performance.
b. Provide graphic design support as needed for creating or customizing Black Infant Health
program promotional or educational materials.
i. These materials will include brochures, facts sheets, infographics, postcards,
promotional items, and templates for PowerPoint, flyers, social media, and email
newsletters.
c. Interview, photograph, and film five (5) Black Infant Health participants, staff, and/or
partners in Northern California during a full-day photograph/filming session or two
consecutive half-day sessions (depending on individual's availability, preferences, and
COVID safety guidelines). The interviews, photographs, and videos will be featured on
the program website, social media platforms, and throughout the campaign. Individual's
family members may also be included in photograph and filming if they so choose.
i. Schedule interview session with individual.
ii. Extend invitations and confirm attendance of individual.
iii. Contract through CONTRACTOR's Procurement system and manage a
photographer and a videographer to take still photos and shoot videos of the
individuals.
iv. Book studio and manage photo/video shoot logistics.
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Exhibit C
Page 2 of 2
d. Design and conduct activities to promote Black Infant Health through print, digital/social,
radio, TV, and/or billboard campaigns.
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Exhibit D
Program Director/Principal Investigator(Last,First,Middle): Cobbins, Alexis
DETAILED BUDGET FOR INITIAL BUDGET PERIOD FROM THROUGH
DIRECT COSTS ONLY 3/1/2023 6/30/2023
List PERSONNEL(Applicant organization only)
Use Cal,Acad,or Summer to Enter Months Devoted to Project
Enter Dollar Amounts Requested(omit cents)for Salary Requested and Fringe Benefits
ROLE ON Cal. Acad. Summer INST.BASE SALARY FRINGE
NAME PROJECT Mnths Mnths Mnths SALARY REQUESTED BENEFITS TOTAL
Cobbins, Alexis PD/PI 0
Areca Smit Communications 0.2 130,632 2,177 997 3,174
Director
SUBTOTALS 00 2,177 997 3,174
CONSULTANT COSTS
WE Strategies 89,095
EQUIPMENT (Itemize)
SUPPLIES (Itemize by category)
TRAVEL
INPATIENT CARE COSTS
OUTPATIENT CARE COSTS
ALTERATIONS AND RENOVATIONS (Itemize by category)
OTHER EXPENSES (Itemize by category)
Data Network Recharge 9
CCDSS 11
GAEL insurance 19
39
CONSORTIUM/CONTRACTUAL COSTS DIRECT COSTS
SUBTOTAL DIRECT COSTS FOR INITIAL BUDGET PERIOD (Item 7a,Face Page) $ 92,308
CONSORTIUM/CONTRACTUAL COSTS I FACILITIES AND ADMINISTRATIVE COSTS 27,692
TOTAL DIRECT COSTS FOR INITIAL BUDGET PERIOD $ 120,000
PHS 398(Rev.03/2020 Approved Through 02/28/2023) OMB No.0925-0001
Page_ Form Page 4