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HomeMy WebLinkAbout09-19-2016 Agreement - Barnett Cox and Associates - Communications Support ServicesAGREEMENT THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this �9*V7 day of September, by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and Barnett Cox and Associates, a California Corporation, hereinafter referred to as Contractor. WITNESSETH: WHEREAS, on April 06, 2016 City requested proposals for the communication and support services per Specification No. 91493. WHEREAS, pursuant to said request, Contractor submitted a proposal that was accepted by City for said communication and support services. NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the parties hereto agree as follows: 1. TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as first written above, for a period of one year at which time the performance of the Contractor will be evaluated and the City will make a determination of whether to continue with consultant services. 2. INCORPORATION BY REFERENCE. City Specification No. 91493 and Contractor's proposal dated August 3, 2016 are hereby incorporated in and made a part of this Agreement. 3. CITY'S OBLIGATIONS. For providing delinquent account collection services as specified in this Agreement 3, 2016 City will pay Contractor in accordance with compensation set forth Exhibit A. 4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City, Contractor agrees with City to do everything required by this Agreement as shown in Exhibit A. 5. AMENDMENTS. Any amendment, modification or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the Council of the City. 6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding, or representation be binding upon the parties hereto. 7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows: City City of San Luis Obispo 990 Palm Street San Luis Obispo, CA 93401 Greg Hermann Contractor Barnett Cox & Associates 711 Tank Farm Road, Suite 210 San Luis Obispo, CA 93401 Attn: Kerri Parris -Brown 8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that each individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written. ATTEST: City Clerk APPROVED AS TO FORM: CITY OF SAN LUIS OBISPO Gify anager Contractor EXHIBIT A Communications Support Services Scope PROGRAM OBJECTIVE The goal of City communication functions is to ensure mutually beneficial, two-way communication with external (such as residents, non-profit service providers, business owners and operators, business community representatives, other governmental agencies among others) and internal audiences about City issues and services, leading to a more responsive government and a high level of public confidence. It is anticipated that the outcome from this effort will be increased community satisfaction with City communication. The use of BCA's services will help streamline communication to get important information to community members more quickly and, internally, will ensure effective and efficient exchange of information to between City departments and employees. SUPPORT INFORMATION • Current communication strategies are ad hoc and decentralized, often resulting in a duplication of effort and inefficient use of resource ■ Contracting BCA is an alternative to hiring a staff person to perform the communications services functions and is being pursued to assess the need for this scope of work on an ongoing basis • Client anticipates approximately half of BCA workload will be generated by BCA, from outreaching to departments about ongoing needs and pitching communications needs and opportunities ■ Client does not currently use social media or have social media platforms built out. However, several departments do individually use social media and client is open to developing a social media strategy. ■ Client agrees to allow BCA access to website analytics in order to glean metrics about online content • Client has an existing email database of customers, which can be accessed and use by BCA for client purposes • Client will assign single point of contact within the City for BCA outreach services that may require additional information, City staff involvement, approvals, or other feedback. BARNETT COX GOCA& ASSOCIATES SCOPE OF WORK Under the direction of the Client, BCA will serve as consultants providing communications support services to assist the client in developing a 12 -month communication plan and to complete tasks related to the plan for the City of San Luis Obispo, with primary business office located in San Luis Obispo, CA. BCA will work proactively with the Client's representative(s) to this contract to generally perform the following actions: 1. Prepare a 12 -month communication & work plan within 30 days of contract start. 2. Provide communications services support for external and internal audiences about city issues and services, as well as ongoing strategic counsel to city staff, as needed, on issues, programs and plan implementation. 3. Review and propose needed modifications to existing communication policies, procedures and guidelines, such as the 2003 Press Policy & Public Information Manual and the 2015 Public Engagement and Noticing Manual. 4. Create public information as needed for city issues, events, projects, and services including news releases, articles, website content, PowerPoint presentations, infographics fact sheets and other informational materials. 5. Assist with community and media outreach, as well as training for city employees on communication and media outreach skills 6. Identify and develop various outreach methods to enhance community engagement and education of both internal and external audiences, including social media 7. Be available for emergency communication services 8. Initiate meetings to familiarize BCA of client departmental issues and needs, and acquire background information regarding customers, target audiences, business issues, problem areas, opportunities and threats for the client. 9. Recommend processes to ensure various departmental representatives have knowledge of and access to BCA contract services. 10. Monitor media, as necessary, to maintain awareness of client presence and mentions. 11. Provide all creative, graphic design, and other production services as needed in development of deliverables as required by the plan and directed by the client. 12. Provide continuous account service and consultation to ensure prompt completion of projects. 13. Maintain internal procedures that ensure budget control, prompt billing and quality control. 14. Provide regular contact reports on all meeting decisions, regular financial and project status reports. DELIVERABLES BARNETT COX i� & ASSOCIATES 4 In alignment with the client's requested scope of services, BCA will complete the following deliverables as needed. The cost per item is an estimate, and may be revised based on project complexity. Service Includes Communication & Work Plan Developed in concert with City staff to contain measurable objectives, messaging points and other details. Includes review and recommend updates to the Press Policy and Public Information Project Completion Date: Manual. 30 days from start of contract News release on complex City Research, interviews, writing and two rounds of revisions actions News releases focused on city Research, writing, two revision rounds events, meetings, services, day- to-day topics Two page fact sheet Copy only; research, writing, two rounds of revision Power Point presentation (40 Writing/organization using City template and images slides) Communication & Media Preparation, materials, execution and follow up Outreach Training Writing/Message Delivery, etc. Hands on sessions; may also be executed via webinar or other Training method. includes all preparation and materials development Graphic Design 2 -page fact Design based on existing style guide sheet Photography Photo shoot and photo touch ups, delivery, inventory management Social media strategy and build To include developed of a centralized social media strategy and out process, as well as account setup and build out on platforms to be determined, including Facebook, Twitter, NextDoor, etc. BARNETT COX & ASSOCIATES Project Completion: 90-120 days from contract start Social media maintenance Content creation (including graphic design, copywriting, and video on occasion) for various social media platforms as identified in Social Media Strategy. Includes audience engagement and monitoring Project Duration: begins 3-4 months from contract start, and lasts through duration of contract Graphic Design and Copywriting To include content development for any tasks not outlined above, Support SERVICES NOT OUTLINED IN DELIVERABLES LIST In addition to the aforementioned deliverables list, BCA will provide account management, creative (graphic design, copywriting, video production, photography, web updates, etc.), and production coordination services to support the overall communications services contract as requested by client. OWNERSHIP OF MATERIAL The client shall retain exclusive ownership of all materials, produced by BCA for full and complete use in the designated market area noted below including products, ideas, artwork, slogans, reports, publications (all electronic and otherwise), etc., resulting from this contractual relationship with BCA. Ownership to intellectual information, underlying programming, and processes unique to formats electronic and otherwise that define the product produced by BCA on behalf of the client is retained by BCA. BCA retains the right to show materials, not deemed confidential, for promotional purposes and to retain rights to appropriate design identification in printed materials for promotional purposes. Materials will be provided to client PDF and native file format. MARKET AREA DESIGNATION For the purposes of this agreement, the market area in which BCA will serve as consultant, and where the clients materials are designated as exclusive is defined as San Luis Obispo, Santa Barbara and Monterey Counties, California. CONFIDENTIALITY Except as may be provided for by law or specifically authorized in writing by the client, BCA agrees to strictly protect and maintain the confidentiality of any and all work performed for i BARNETT COX ® & ASSOCIATES the client hereunder and any related information confided to BCA, developed through, or to which BCA becomes aware of through this business relationship. BCA also agrees to restrict access to any and all work performed for the client to a single account manager, who in turn will not work with clients and persons on projects of competing interest. CONTRACT PRICING FEE SCHEDULE Invoicing will be based upon the following fee schedule, which will remain in effect for the term of the contract. Monthly Fixed Fee of $9,958 Material costs including media, licensing fees, music fees, talent fees, production charges and handling charges where applicable, are not included in the hourly fees and may be subject to a surcharge. Client may be subject to deposits on certain material costs. BCA's hourly service rates are as follows: Account Executive $175 p/hr Account Manager $130 p/hr Creative $130 p/hr Production Coordinator $100 p/hr INVOICING PROTOCOL BCA will invoice the client monthly on or before the 15th calendar day of the month for work performed during the previous month. To ensure transparency, each invoice will reference jobs and services, time applied to each job including billing descriptions, media costs, production, fees and material expense and sales tax where applicable. Client will mail payment to BCA for the net amount of uncontested invoices no later than thirty (30) days after receipt of each invoice by the client. Any past due balances under this agreement shall bear interest at the rate of 1.5 percent per month (18.0 annual percentage rate) on unpaid balances. RETENTION OF MATERIALS BCA will retain on behalf of the client artwork, video and audio master files, underlying programming, print files and other vendor related materials for a period of three years. After this period, the client may request the master files. The client may incur costs associated with library search and assembly of such materials. By providing PDF and native files and materials to the client, BCA relinquishes all responsibility for the material. BARNETT COX & ASSOCIATES