HomeMy WebLinkAboutC25450 - Advertising for El Paseo Business Improvement DistrictQ.l
CITY OF PALM DESERT
STAFF REPORT
REQUEST: APPROVAL OF CONTRACT WITH CREATIVE I GROUP, INC. FOR
ADVERTISING SERVICES FOR THE EL PASEO BUSINESS
IMPROVEMENT DISTRICT
SUBMITTED BY: RUTH ANN MOORE, ECONOMIC DEVELOPMENT MANAGER
CONTRACTOR: STEPHANIE D. GREEN
CREATIVE I GROUP, INC.
74-333 HIGHWAY 111, SUITE 106
PALM DESERT, CA 92260
DATE: JUNE 22, 2006
CONTENTS: CONTRACT NO. C25450
Recommendation:
By Minute Motion, that the City Council approve Contract No. C25450 with
Creative I Group, Inc. for one year, July 1, 2006 through June 30, 2007, in
an amount not -to -exceed $230,000 for advertising services, including
$42,000 in agency retainer fees, for the El Paseo Business Improvement
District, and authorize the Mayor to execute same.
Funds are available in Account No. 271-4491-464-3215.
Executive Summary:
Three advertising agencies responded to a Request for Proposal called by the El Paseo
Business Improvement District (EPBI D) for advertising/marketing services. After review,
the Board members chose to recommend Creative I Group, Inc., as the agency for the
District. The total budget is approximately $230,000, with $42,000 in agency retainer fees.
Discussion:
The El Paseo Business Improvement District is required this year to go out for bid for
advertising services for the District. The contractor for this account is responsible for
overseeing the marketing and public relations plan for the EPBID, web page oversight,
internal merchant communications, and other various duties. A Request for Proposal
(RFP) was advertised in The Desert Sun, on the City's website, and posted for the required
amount of time per the City's purchasing procedures.
GABusClrlRuth Ann Moore\WPDOCSWfrpls\E! Paseo Award of Contract 06.071.wpd
Staff Report
Approval of Contract No. C25450 (Creative I Group, Inc.)
Page 2
June 22, 2006
Three companies responded to the RFP and are as follows:
Creative I Group, Inc., Palm Desert, CA $ 3,500 monthly retainer
PMA Advertising, Palm Springs, CA $ 3,000 monthly retainer
Quinn -design, Dubuque, IA $10,000 monthly retainer
At a special meeting of the EPBID on June 9, 2006, the proposals were reviewed by the
Board of Directors. Although Creative I Group was not the low bid, in the Board's opinion,
they have the most extensive background in retail advertising. By a vote of 6-0, with
Member Shimer absent, they recommend to City Council to award the advertising contract
to Creative I Group, Inc.
Therefore, staff recommends that City Council authorize the Mayorto execute the contract
for Creative I Group, Inc.
4hSubm' ed by:
n Mo6re
Economic Development Manager
Approval:
in McCarthy, A ed elopment Paul Gibson, Director of Finance
Carlos L. Ortega, ity Manager CITY COUNCIL A TION:
APPROVED DENIED
RRCIUVBD OTHER
M38TING DATE
AYRS :4��i
NOES: �,.
AESEN'P:
ABSTASN:
j7ERIFIRD BY: 4ih"CitY
Original on File Clerk's Office
G:IBusCtrNRuth Ann MooreIWPD0CSWfrpts\E1 Paseo Award of Contract 06-071.wpd
CONTRACT NO.
AGENCY SERVICE CONTRACT
1. PARTIES: This contract is entered into this 1s` day of July, 2006, by and between
the CITY OF PALM DESERT, a municipal corporation, hereinafter referred to as
"CITY", and Creative I Group, Inc, Palm Desert, CA, hereinafter referred to as
"CREATIVE I GROUP"
2. SCOPE OF SERVICE: Subject to the terms and conditions of this contract,
CREATIVE I GROUP shall furnish and provide the services and materials as
outlined in the Addendum, in accordance with the proposal presented to and
accepted by the El Paseo Business Improvement District (EPBID):
(a) Prepare or cause to be prepared art work and advertisements for approval
by the CITY or its designee (EPBID). In connection therewith, CREATIVE
I GROUP shall;
(i) Work within the marketing plan as approved by the CITY or its
designee, which plans and schedules 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 EPBID;
(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
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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 other wise verify proper
delivery and distribution thereof:
(v) Maintain a permanent file of all art work and advertising materials,
which materials 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, 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
112
(b) Prepare, publish, and distribute or cause to be prepared, published, and
distributed such publications containing matter publicizing EPBID, as may
be requested by the City or its designee. In connection therewith,
CREATIVE I GROUP shall:
(i) Furnish or cause to be furnished all required research, writing,
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CONTRACT NO.
editing, type specification, typesetting, photography, layout,
illustration, assembly and all other details connected with any such
requested publications;
(ii) Perform such other services as may be necessary to print, publish,
and distribute any such publications; and
(iii) Evaluate and recommend payment for all expenses incurred for the
preparation and distribution of any such publication subject to
reimbursement in accordance with the provisions of Section 4
(c) Assist in preparation and/or execution of such public relations events as the
CITY or its designee may request. In connection therewith, CREATIVE I
GROUP shall:
(i) prepare or cause to be prepared such exhibit and display materials
as may be requested and approved by the CITY or its designee; and
(ii) Evaluate and recommend payment of all expenses incurred in the
preparation of exhibits and display materials subject to
reimbursement in accordance with th provisions of Section 4.
(d) Prepare or cause to prepare such other brochures, maps, reports, exhibits,
display materials, and other printed material outlined in the Addendum as
may be requested and approved by the CITY or its designee, and evaluate
and recommend payment of all expenses incurred in connection therewith
subject to reimbursement in accordance with the provisions of Section 4
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CONTRACT NO.
3. TERM: The term of this contract shall commence on July 1, 2006 and end on
June 30, 2007. The City may, at its sole option, extend said term for an additional
twelve (12) month term by notifying CREATIVE I GROUP in writing of its selection
to extend the term not less than thirty (30) days before the expiration of the initial
term. Said extension shall not exceed a three-year period.
4. COMPENSATION: The CITY's budget for advertising and publicizing the EPBID's
facilities, services and events is established as part of the CITY's fiscal year
budget for the period of July 1, 2006 - June 30, 2007 at $230,000. The CITY's
liability for advertising materials and services under this Contract shall not exceed
the amount budgeted therefore. The CITY reserves the right, at any time during the
term or any extension thereof, to adjust the amount budgeted for advertising and
promotion services. Prior to performing any services or furnishing any material
contemplated by this Contract to be undertaken and furnished by CREATIVE I
GROUP, the CITY or its designee, after conferring with CREATIVE I GROUP, shall
authorize the services rendered and materials to be furnished, the agreed
compensation to be paid for their services, the manner of payment (lump sum or
periodic progress payments), the description and 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 CREATIVE I GROUP as follows:
(a) The CITY will pay CREATIVE I GROUP a flat fee of $3,500 per month to
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CONTRACT NO.
cover advertising services in accordance with the proposal presented by
CREATIVE I GROUP to the EPBID and/or any marketing mutually agreed to
by the parties hereto. Such services include, but are not limited to,
meetings, account planning and service, production management, media
planning and buying, and clerical. The parties estimate that CREATIVE I
GROUP will provide an average of 80 hours per month; the actual number
of hours provided in a given month may be more or less than 80.
(b) CREATIVE I GROUP will purchase media at the lowest rate available. All
billings will be submitted at net costs for payment by the CITY. CREATIVE
I GROUP will not mark up billings or receive commissions.
(c) CREATIVE I GROUP 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 of
reimbursable costs and expenses. Payment and reimbursements provided
for in this Section 4 will be made in due course of payment of the City of
Palm Desert.
(d) CREATIVE I GROUP shall keep full and accurate books of account and
records and other pertinent data in accordance with generally accepted
accounting principles reflecting all transactions contemplated by this
Contract.
5. TERMINATION: Either party may terminate this Contract at any time by giving the
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CONTRACT NO.
other party thirty (30) days written notice of its intent to terminate; provided,
however, the CITY's obligation to compensate and reimburse CREATIVE I GROUP
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.
6. EL PASEO BUSINESS IMPROVEMENT DISTRICT: The CITY reserves the right
to designate the EPBID of the City of Palm Desert 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 Contract and will advise CREATIVE I GROUP
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 Contract shall become the property of the CITY.
CREATIVE I GROUP specifically transfers any "right of reproduction" as defined by
California Civic Code S982 and S988 to the CITY and CITY assigns.
CREATIVE I GROUP agrees to maintain adequate books and records of all
completed designs, plans, reports, drawings, and processes and 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, Contractor agrees that it shall
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provide the City with the aforementioned books and records.
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CONTRACT NO.
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed by their
respective authorized officers or representatives as the date and year first above written.
STEPHANIE D. GREENE,
CREATIVE I GROUP, INC.
STEPHANIE D. GREENE
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CITY OF PALM DESERT
JIM FERGUSON, MAYOR
ATTEST:
RACHELLE D. KLASSEN, CITY CLERK
APPROVED AS TO FORM:
DAVID ERWIN, CITY ATTORNEY