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HomeMy WebLinkAboutC19223 Full Gallop Marketing - Advertising ServicesCITY OF PALM DESERT COMMUNITY SERVICES STAFF REPORT REQUEST: Award Contract No. C19223 to Full Gallop Marketing Communications in the amount of $78,000 for Advertising Services. DATE: June 10, 2004 CONTENT: Contract; Resolution 03-49 Recommendation: By Minute Motion, concur with the Marketing Committee's recommendation and award Contract No. C19223 to Full Gallop Marketing Communications in the amount of $78,000 for Advertising Services and authorize the Mayor to execute the agreement on behalf of the City. Executive Summary: Since the City Council approved bringing the public relations effort in-house and contracting out for advertising services, Full Gallop Marketing Communications has been awarded this contract. Full Gallop Marketing has assisted in branding Palm Desert as an upscale resort destination. With the creation of the new Visitor Information Center materials such as a City maps, Civic Center Park map, Hiking Trails map, Biking map, AIPP map and Dining Guide, we now better serve our visitors as well as residents. Ms. Close's creative approach to advertising and marketing is of great benefit to the City. In the last two years there has been a significant increase in requests for Visitor Information and Vacation Planners. As a result of Ms. Close's creativity, in the past three years, the City of Palm Desert has received 16 Addy Awards and nine Citations of Excellence, including Best of Show, Best of Print, and Best of Electronic recognitions, from the Advertising Federation of the Desert. As stated in resolution number 03-49 (attached) for the creation of this committee, every five years, or as otherwise recommended, the Marketing Committee will be responsible for participating in the review process of all interested agencies. Therefore, next year this contract will go out to bid. The Marketing Committee concurs with Staffs recommendation of a one-year renewal of the contract with Ms. Close of Full Gallop Marketing Communications for FY 2004/05. Submitted By: 1 P'LQ_r`GQ47) Kristy K r iding Marketing Manager Approval: Carlos L. Orte City Manager heila R. Gilligan Assistant City Manager al4"b/.4 ul Gibson Director of Finance CONTRACT NO. C19223 ADVERTISING COORDINATOR SERVICES AGREEMENT 1. Parties: This Agency Service Agreement ("Agreement") is entered into this 30th day of June, 2004, by and between the CITY OF PALM DESERT, a municipal corporation, hereinafter referred to as "CITY", and FULL GALLOP MARKETING COMMUNICATIONS, hereinafter referred to as "FULL GALLOP." 2. Scope of Services: Subject to the terms and conditions of this Agreement, FULL GALLOP shall furnish and provide the following services and materials, including but not limited to those services outlined in the proposal presented to and accepted by the Palm Desert Marketing Committee: a) Prepare or cause to be prepared art work and advertisements for approval by the CITY or its designee. In connection therewith, FULL GALLOP shall: i) Work within the approved marketing plan and schedule as set forth by the Marketing Committee for the period between June 30, 2004, and June 30, 2005, for approval by the CITY or its designee, which plan and schedule shall include recommendations as to the media, art and copy appeals, budgets and coordination of such advertising with other marketing and advertising activities within the City of Palm Desert; G:\CityClrk\Kristy Kneidina\WP Data\Full Gallopn Contract 2004-05.wyd 1 ADVERTISING COORDINATOR SERVICES AGREEMENT CONTRACT NO. C19223 ii) Prepare cost estimates and furnish the same to the CITY, or its designee, for their approval, enter into contracts for space or time in media for approved advertisement, and forward copy and instruction for placement; iii) Create, design, and supervise the production of advertising to be published in newspapers, periodicals, magazines, trade journals, and other media; iv) Check insertion of approved advertising and otherwise verify proper delivery and distribution thereof; v) Maintain a permanent file of all art work and advertising materials, which shall be the property of the CITY and shall be made available to the CITY for use by it without additional cost or charge; and vi) Evaluate and recommend payment for all expenses incurred for art work and advertisements and for the placement and publishing thereof in newspapers, periodicals, magazines, trade journals, and other media subject to reimbursement in accordance with the provisions of Section 4. b) Prepare, publish, and distribute or cause to be prepared, published, and distributed such publications containing matter publicizing Palm Desert facilities and services (including but not limited to collateral materials, brochures, website design, and special projects) as may be requested by the G \.CityCkk\Kristy Kneiding\WP Data\Full Gallopn Contract 2004-05.wpd 2 ADVERTISING COORDINATOR SERVICES AGREEMENT CONTRACT NO. C19223 CITY or its designee. In connection therewith, FULL GALLOP shall: i) Furnish or cause to be furnished all required research, writing, editing, type specification, typesetting, photography, layout, illustration, assembly, and all other details connected with any such requested projects; ii) Perform such other services as may be necessary to print, publish, and distribute any such projects; and iii) Evaluate and recommend payment for all expenses incurred for the preparation and distribution of any such projects in accordance with Section 4. c. Assist in the promotion of such public relations events as the CITY or its designee may request. In connection therewith, FULL GALLOP shall: i) Prepare or cause to be prepared such exhibit and display materials as may be requested and approved in writing by the CITY or its designee; and ii) Evaluate and recommend payment of all expenses incurred in the preparation of exhibits and display materials in accordance with Section 4. 3) Term: The term of this contract shall commence on June 30, 2004, and end on June 30, 2005. G:\CityC1rk11Gisty Kneiding\WP Data\Full Gallopn Contract 2004-05.wpd 3 ADVERTISING COORDINATOR SERVICES AGREEMENT CONTRACT NO. C19223 4) Compensation: The amount budgeted for advertising and publicizing the City of Palm Desert's facilities, services, events, and for the production of collateral materials is established as part of the City's fiscal year budget for the period of July 1, 2004, to June 30, 2005. The CITY's liability for advertising materials and services under this contract shall not exceed the amount budgeted. The CITY reserves the right, at any time during the term or any extension thereof, to adjust the amount budgeted for advertising services. Prior to performing any services or furnishing any material contemplated by this contract to be undertaken and furnished by FULL GALLOP, the CITY or its designee, after conferring with FULL GALLOP, shall authorize the services rendered and materials to be furnished, the agreed compensation to be paid for these services, the manner of payment, the description of the estimate of reimbursable expense, and such other matters as may be deemed proper. Subject to the limitations and provisions set forth in this Section, the CITY shall compensate and reimburse FULL GALLOP as follows: a) The CITY will pay FULL GALLOP a flat fee of six thousand five hundred dollars ($6,500) per month to cover advertising services and other projects, including but not limited to collateral materials, brochures, website design, and special projects (in accordance with the proposal presented by FULL GALLOP to the Promotion Committee and/or any marketing mutually agreed to by the parities hereto). Such services include but are not limited to meetings, account planning and service, production management, media G:\CityClrk,Kristy Knciding\WP Data Tull Gallopn Contract 2004-05.wpd 4 ADVERTISING COORDINATOR SERVICES AGREEMENT CONTRACT NO. C19223 planning and buying, secretarial and clerical. The parties estimate that FULL GALLOP will provide an average of approximately 160 hours per month of services; the actual number of hours provided in a given month may be more or Tess than 160. b) FULL GALLOP will purchase media at the lowest rate available. All billings will be submitted at net costs for payment by the CITY. FULL GALLOP will not markup billings or receive commissions. c) FULL GALLOP shall bill the CITY monthly for the previous month's activities. Each invoice shall contain, in reasonable detail, the projects and services worked on and rendered with supporting documentation or reimbursable costs and expenses. Payment and reimbursement will be made in due course of payment by the CITY. d) FULL GALLOP shall keep full and accurate books ofaccounts and records and other pertinent data in accordance with generally accepted accounting principles reflecting all transactions contemplated by this Agreement. 5) Termination: Either party may terminate this Agreement at any time by giving the other party thirty (30) days written notice of its intent to terminate, provided, however, the CITY's obligation to compensate and reimburse FULL GALLOP for services rendered or materials furnished or contracted for as of the date of notification by either party of the election to terminate, shall continue in accordance with the terms herein. G:\CityClrk\Kristy Kneiding\WP Data\Full Gallopn Contract 2004-05.wpd 5 ADVERTISING COORDINATOR SERVICES AGREEMENT CONTRACT NO. C19223 6) Marketing Committee: The CITY reserves the right to designate the Marketing Committee of the CITY or any other committee or individual as its representative for any part of the review and approval retained by the CITY under any provisions of this Agreement and will advise FULL GALLOP of such designation, and such designation shall continue until modified by the CITY. 7) Owner of Work: All art work, advertisement of any form, exhibit and display materials or other printed material, logos, designs, drawings, and models prepared or performed under this Agreement shall be the property of the CITY. FULL GALLOP specifically transfers any "right of reproduction" as defined by California Civil Code S982 and S988 to the CITY and its assigns. FULL GALLOP also agrees to maintain adequate books and records of all works in progress throughout the duration of this Agreement. Said books and records shall be and remain the property of the CITY upon the expiration or earlier termination of this Agreement. Within five (5) days of any expiration or earlier termination of this Agreement, FULL GALLOP agrees that it shall provide the CITY with the aforementioned books and records. G:\Cit}CIrk\Kristy Kneiding\WP Data\Full Gallopn Contract 2004-05.wpd 6 ADVERTISING COORDINATOR SERVICES AGREEMENT CONTRACT NO. C19223 IN WITNESS WHEREOF, the parties have caused this Agreement to be executed by their respective authorized officers or representatives as of the date and year first above written. FULL GALLOP MARKETING CITY OF PALM DESERT COMMUNICATIONS A Municipal Corporation By: By: Printed Name: Date: (SIGNATURE MUST BE NOTARIZED) ATTEST: G:\CityClrk\Kristy KneidinglWP Data\Full Gallopn Contract 2004-05.wpd 7 By: City Clerk RESOLUTION NO. 03-49 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM DESERT, CALIFORNIA, DISBANDING THE PROMOTION COMMITTEE AND ESTABLISHING A PALM DESERT MARKETING COMMITTEE WHEREAS, the Palm Desert City Council amended the bylaws and established new direction for the Promotion Committee on September 11, 1997, to advise the City of Palm Desert regarding the best method of planning and implementing an advertising, activities, and promotion program; and WHEREAS, the responsibilities of the Promotion Committee, as it was established in 1997, were to review monthly billing, to evaluate the effectiveness of programs, and direct an outside marketing agency; and WHEREAS, in July, 2000, the City created the position of Marketing Manager to bring a more dedicated effort and focus to the marketing of the City, at a significantly reduced rate. The responsibilities of this position have replaced those assigned to the Promotion Committee as it was established; and WHEREAS, the City Council formed a subcommittee of staff and two Council liaisons for the purpose of reviewing the goals, objectives, and bylaws. The City Council has found it appropriate to review all of its committees and commissions, particularly those long established, for the purpose of determining the rule of the committee today in Palm Desert, its organization, its structure, and effectiveness; and WHEREAS, this review has been completed with a finding that the existing Promotion Committee in its current structure is not meeting the City's needs as they exist today. NOW, THEREFORE, BE -IT RESOLVED by the City Council of the City of Palm Desert, California, that Resolution No. 97-77, establishing the organization, objectives, and responsibilities of -the -Palm Desert Promotion Committee is hereby -rescinded. NOW, THEREFORE, BE IT FURTHER RESOLVED by the City Council of the City of Palm Desert, California, that a Marketing Committee shall be established with the following organization, objectives, and responsibilities: 1. The objective of the Marketing Committee will be to review, monitor, and evaluate the marketing, advertising; and-public-rotations-ef forts: - G:ICiIClit Xaren RussolApenda Items\Resolution-Promolion Commilles.wpd Page 1 RESOLUTION NO. 03-49 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM DESERT, CALIFORNIA, DISBANDING THE PROMOTION COMMITTEE AND ESTABLISHING A PALM DESERT MARKETING COMMITTEE April 24, 2003 2. The purpose of the Marketing Committee is to evaluate the annual marketing and media plans, to participate in the creation of an annual marketing budget, and to review the expenditures of the annual marketing budget. 3. The Committeeshall review print and electronic media advertising, review collateral materials, and make recommendations for special events requesting financial support from the City. 4. At least once every five years or as otherwise recommended by the Committee, the Committee shall conduct a formal competition to select a consultant/advertising agency to provide contractual professional services required by the City. 5. This Committee shall be comprised of seven members representing a large hotel, a small hotel/motel, a large retailer, a small retailer, a shopping center, a restaurant, and a tourism advocate. 6. Members of this Committee shall be appointed by and serve at the pleasure of the City Council for four-year temns commencing upon appointment and based upon the calendar year. However, initial appointments will be made in a manner so as to stagger the terms to provide continuity of membership. 7. Regularly scheduled meetings will be held bi-monthly and will be scheduled at a time and date approved by appointed members. 8. A chair and vice -chair shall be selected by the membership to serve a one-year term. Such annual review and appointment is to promote equal opportunity of the membership to serve in a leadership role. 9. Written records of actions taken or recommendations made shall be kept by an official recording secretary. 10. Members will be permitted two unexcused absences per calendar year. The third unexcused absence will constitute an automatic resignation. Excused absences include a death in the family, hospitalization, jury duty, or military service. G:1CityClt1tiKaien Russolftenda MemsViesoeutiarâ–ºPramotion Cammittea vd Page 2 RESOLUTION. NO. 03-49 ' RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM DESERT, CALIFORNIA, DISBANDING THE PROMOTION COMMITTEE AND ESTABLISHING A PALM DESERT MARKETING COMMITTEE April24, 2003 PASSED, APPROVED, and ADOPTED by the City Council of the City of Palm Desert, Califomia, at its regular meeting held on the 24th day of April, 2003, by the following vote, to wit: AYES: CRITES, FERGUSON, BELLY, SPIEGEL, BENSON NOES: NONE ABSENT: NONE ABSTAIN: NONE ATTEST: RACHELL.E D.'KLASSE CITY CLERK G:\CiityClrk\Karen Russo A nda Items\Resolution-Promotion ee.,,,p, Page 3