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HomeMy WebLinkAbout2009-105 - Trozzolo CommunicationsBILL N0.2009-105 ORDINANCE N0.2009-105 AN ORDINANCE AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT FOR MARKETING AND COMMUNICATIONS SERVICES WITH TROZZOLO COMMUNICATIONS GROUP WHEREAS, the City of Riverside ("City") has engaged in negotiations with Trozzolo Communications Group ("Trozzolo) for the provision of mazketing and communications services ("the Services'. WHEREAS, the City and Trozzolo have reached an agreement concerning the provision of and payment for such Services. NOW, THEREFORE, be it ordained by the Boazd of Aldermen of the City of Riverside, Missouri, as follows: Section 1. The City of Riverside shall enter into an agreement whereby Trozzolo shall provide mazketing and communications services, pursuant to the Agreement For Services, in substantially the form attached Exhibit A (the "Agreement") to the City in exchange for a total amount not to exceed $40,000.00. Section 2. The execution and delivery of the Agreement, in substantially the form attached hereto as Exhibit A, is approved, and the Mayor is authorized to execute the Agreement and to take such other actions reasonably necessary to carry out the intent of this Ordinance on behalf of the City, the execution of the Agreement being conclusive evidence of such approval. Section 3. The Mayor, the City Administrator, the City Attorney and other appropriate City officials are hereby authorized to take any and all actions as may be deemed necessary or convenient to carry out and comply with the intent of this Ordinance and to execute and deliver for and on behalf of the City all certificates, instruments, agreements and other documents, as may be necessary or convenient to perform all matters herein authorized. Section 4. This Ordinance shall be in full force and effect from and after its passage and approval. /~~ Passed this .U ~r day o¢z~~ 2009. ~~o `~~ Mayor Kathleen L. Rose AT ity Clerk Letter of Agreement Between Trozzolo Communications Group and The City of Riverside, Missouri We are pleased to serve as your marketing communications agency. In this memorandum, we set out the terms of our arrangement with you. 1. We shall provide the services typically rendered by a marketing agency. In particular, we expect these services to include: (a) Leading the development and/or implementation of a marketing plan that applies public relations and marketing techniques to help increase awareness and consideration for Riverside among prospective residences, businesses and developers. The plan will provide a process to manage communications through a turnkey set of strategies and tactics that can either be executed with the agency's assistance or solely by City of Riverside marketing staff. (b) Planning and research to develop a plan with measurable objectives, strategies, tactics and key messages. (c) Development of a logo, theme line and brand standards/user guidelines. (d) Preparing and presenting the plan to key audiences within The City of Riverside. 2. We shall obtain your approval of actions on your behalf, as follows: (a) Before proceeding to execute major ideas, plans, programs or communications, we will obtain your general approval. (b) Approval on matters of information and communications content, budget, costs and changes in strategy will be obtained from Meredith Hauck. (c) Unless you clearly tell us otherwise, your approval will constitute authority to proceed to the next stage of the project. A delay in approving materials can result in missing deadlines and/or additional costs. (d) We shall provide cost estimates prior to commencing work on any collateral piece or separate activity. 3. You may cancel or stop any and all plans, schedules or work in progress. We shall act promptly to fulfill those directions. However, you will be responsible for all cancellation costs, charges which reasonably cannot be avoided, services rendered by us before notice to stop, and other costs and expenses which reasonably cannot be prevented under the circumstances. 4. We will not be liable in the event our performance is delayed or prevented or any work is rendered obsolete or unusable due to any causes beyond our reasonable control, including but not limited to acts of nature, riots, accidents, labor disputes, governmental acts, industry changes, inability to obtain materials, or failure of third party performance. In such event, we will attempt to minimize your cost. However, you will be responsible for all charges, costs and expenses which cannot reasonably be avoided under the circumstances. We agree to exercise our best judgment in preparing and placing your publicity with a view to avoiding any claims, proceedings or suits being made or instituted against you or us. 6. After material has been issued by us to the media or to another third party, its use is no longer under our control. We cannot assure the use of press materials by any media. Similarly, we cannot control the form or manner of use by the media or others of the material, including, but not limited to, the accurate presentation of information supplied by us. Nothing in this memorandum shall be deemed to require us to undertake any campaign, prepare any materials or publicity, or cause publication of any copy or article, which, in our judgment, would be misleading, indecent, libelous, unlawful, or otherwise prejudicial to your interest or to ours. Similarly, nothing in this memorandum shall be construed as committing us to violate any lawful contractual commitments to media or others. 8. Compensation for Services: Trozzolo Communications Group will bill five increments of $8,000 each covering the months of July, August, September, October and November at the end of each month for services rendered during that month. The budget includes all incidental expenses, which will be tracked and billed as follows: (a) Cost plus 15 percent of materials and services purchased and produced for you. 2 (b) Reasonable costs directly attributable to services on your behalf such as: (1) postage, packing and shipping charges; (2) travel expenses; (3) sales taxes; and (4) any other incidental expenses. (c) Payment shall be due within thirty (30) days of the date of the invoice. 9. Confidentiality Trozzolo Communications Group scrupulously safeguards the confidences and privacy rights of present, former and prospective clients. We enter into this agreement with the City of Riverside with the understanding that all communications and materials remain confidential and the client legally owns the rights to papers or materials created and paid for by the client. Confidential practitioner/client communications are not, however, privileged against disclosure in a court of law. 10. Indemnification Trozzolo Communications Group shall indemnify, defend, and hold harmless The City of Riverside, Missouri, and each duector, officer, employee, or agent of The City of Riverside, from and against any and all claims, damages, costs, expenses (including reasonable attorney's fees), and liabilities of any kind arising out of or relating to Trozzolo Communications Group's performance or breach of its responsibilities under this Agreement, including without limitation any liability arising out of any action or failure to take action by Trozzolo Communications Group's employees, agents, or subcontractors, and including without limitation both negligent and intentional acts or omissions. The City of Riverside, Missouri shall indemnify, defend, and hold harmless Trozzolo Communications Group, and each director, officer, employee, or agent of Trozzolo Communications Group, from and against any and all claims, damages, costs, expenses (including reasonable attorney's fees), and liabilities of any kind arising out of or relating to The City of Riverside performance or breach of its responsibilities under this Agreement, including without limitation any liability arising out of any action or failure to take action by The City of Riverside employees, agents, or subcontractors, and including without limitation both negligent and intentional acts or omissions. Please indicate your agreement with the provisions of the memorandum by signing and dating the space provided below on the copy of this memorandum and returning the signed copy to us. 3 Acknowledged, accepted and agreed, on the 21st day of July, 2009. Tr By C1. By 4 BUDGET AUTHORIZATION The City of Riverside, Missouri The following provides a fee estimate for the tactical execution of The City of Riverside, Mo. marketing plan project. This estimate is based on information presently available and covers professional services that would be required to complete the project, as outlined in the RFP. NOTE: The budgets and projects within this scope of work also will include the following: client account management, administration client contact and counsel, weekly and monthly outcome reporting, internal strategy development and brainstorming meetings at Trozzolo, city travel and general time related to the completion of each project. Research and Planning $4,000 • "Deep dive" meeting with key City of Riverside stakeholders and leaders • Review of background materials and information from The City of Riverside, including past/current marketing plans and initiatives, marketing materials samples, surveys and data • Tour of the city • Identification and analysis of strengths, weaknesses, opportunities and threats (SWOT) for Riverside • Collaboration with the Master Plan Update team, led by BI~IIM, to incorporate their research and direction into marketing recommendations Creating a Unique, Memorable Identity $10,500 • Logo development and presentation of three concepts from which the client will select one final logo • Themeline development and presentation of three concepts from which the client will select one final themeline • Creation of logo standards and brand guidelines for use across the City of Riverside • Development of key messages for target audience segments Marketing Materials $13,000 • Development of newsletter and a PowerPoint templates • Development of one generic City of Riverside ad template with general copy • Creation of a folder, letterhead and second sheet (in an InDesign file for both print and electronic use), envelopes and business cards • Creation of a four-panel economic development collateral piece targeted at decision- makers, ranging from other city officials to legislators to key influencer organizations, to provide a broad, compelling look at the City of Riverside Strategic Marketing Communications Plan $12,500 • Development of a marketing communications plan for the City of Riverside, including: - Assessment of resources, strategies and methods for the city - Prioritization of marketing and communication channels - Cross-mazketing and partnership recommendations - Resource allocation recommendations and budget planning • Presentation of plan and deliverables to City of Riverside stakeholders and leaders Total: (Not to exceed) $40,000 These estimates are based on information available at the time this document was prepared. Costs are subject to change should any of the project's recommendations or specifications be modified or altered in any way. If specification changes require a revision in the estimated budget, Trozzolo Communications Group will submit written estimate changes for client approval prior to beginning work on the project. Client Date: Submitted by: