HomeMy WebLinkAbout1998-161 Agrmt - Communications Groupthe communications group, inc.
',40 ~\' ~,t ee:, F~*~dd~r,g One · Post Office Box 1329, Asqland, Oregon 97520
Office: 541-4827899,Fax: 541 482 25S3
December 11, 1998
Mike Freeman
City Administrator
City of Ashland, Oregon
20 East Main Street
Ashland, OR 97520
Dear Mike,
As you requested, here is our revised estimate of what it would take to launch the
Ashland Fiber Network through the rest of this fiscal year, based on our last
conversation. Work after June 30, 1999 would be estimated separately. I have
also enclosed a personal services agreement between the communications
group, inc. and the city of Ashland.
Thanks for inviting us to the Packet Engines reception. It was dazzling. We can't
wait to get started.
Warm regards,
-%
Jim Beaver,
President
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e communications group, nc.
i411 A ~,:re¢l, Bdl dt~g Or,e · Post Off,ce Box 1329, Ashland, Oregon 97520
Othce: 541 482 7899 · Fax: 541-482-2553
ESTIMATE
DATE
CLIENT
PROJECT
NOTES
TEAM
December 11, 1998
Ashland, Oregon
Electric Department
20 East Main Street
Ashland, OR 97520
Ashland Fiber Network
Estimated budget for planning and execution of marketing communications.
These figures are estimates only.
All design estimates include one full-color comprehensive and one round of
revision, unless otherwise noted. Additional revisions will be billed at hourly
rates. Production fees cover preparation of the materials for the printer and
printing supervision.
All copywriting estimates include one draft and one round of revision.
Project Management
Jim Beaver, Project Manager
Responsibilities include: Research, marketing plan, media plan, issues
management, public relations, consulting and account management.
Design Services
Eric Bradford Warren, Creative Director
Responsibilities include: Graphic design, production of artwork, design
consulting.
Copywriting
Lisa Niebuhr, Writer
Mary Korbulic, Writer
Responsibilities include:
content.
Copywriting, news releases, news letters, website
Store Design
Craig Hudson, Designer
Responsibilities include:
Design of AFN's retail store.
Web Site Design
Project A, Designer
Responsibilities include: Web site/page design and development, HTML coding.
Project Coordination
Nancy Beaver, Office ManagerResponsibilities include: Project coordination,
media buying and account service.
PLANNING
IDENTITY
MARKETING
ACTIVITIES
Marketing Communication Plan
Includes development of goals, objectives, strategies,
tactics, key messages, audiences, challenges,
opportunities, creative platform, timelines and budget.
Media Plan
Includes selection and planning of advertising media to
reach targeted market segments.
Subtotal Planning
Brand Name
Research, conceptualization
Logotype and/or Symbol
Three concepts:
Materials:
Graphic Standards
Design:
Production:
Materials:
Duplication:
Business Papers
Design:
Prod uction:
Materials:
Subtotal Identity
Capabilities Folder/Brochure
Brochure design, 8-pages:
Insert design (generic):
Production:
Materials:
Copywriting:
Project management
Subtotal Marketing
$6,900.00
1,000.00
650.00
3,000.00
60.00
520.00
260,00
60.00
300.00
520.00
260.00
40.00
975.00
260.00
39000
80.00
1,500.00
400.00
$7,900.00
$5,670.00
3,605.00
PUBLIC
RELATIONS
Speaker's Bureau
Presentation development:
Subtotal Public Relations
$750.00
$750.00
ADVERTISING
Print Advertising Campaign
Design (x6 ads)
Prod uction:
Imagesetting:
Creative and copywriting (x6 ads):
Radio Advertising Campaign
Creative and copywriting (x3 ads):
Production:
Direct Mail Postcards
Design (used for all neighborhoods):
Prod uction:
Materials:
Copywriting:
City Vehicles
Fleet design:
Production:
Materials:
Point of Purchase
Rack brochure design:
Rack brochure copywriting:
Production:
Materials:
Display card design:
Display card copywriting:
Production:
Materials:
Subtotal Advertising
65000
130.00
180.00
90000
45000
450.00
26000
13OO0
2000
110.00
325.00
130.00
30.00
26000
150.00
13000
2000
130.00
75.00
130.00
20.00
$4,680.00
(CONTINUED)
ACTIVITIES continued
ORIGINAL
ARTWORK
PRINTING
Photography
Testimonial portraits (x6):
Unlimited use of images in campaign:
Film, processing, prints:
Model fees:
Illustration
AFN layout diagram (xl):
Spot illustrations (x6):
Art Direction and Scanning
Art direction of images:
Scanning of images (x13):
Sub-total Original Artwork
Business Papers
2/0-PMS, Environment 24~ writing & 80# cover,
various sizes - Estimate from Mustard Press
Letterhead Q2,500:
#10 Envelopes Q2,500:
Business Cards (x8) Q1,000:
Labels Q2,000:
Capabilities Folder/Brochure
Cover: 4/4-CMYK, Environment 80# cover
4 pages 9x12" simple die-cut, fold & glue pocket
Guts: 4/4-CMYK, Vintage Velvet 80# text
4 pages 9x12"
Estimate from CDS: $1.25 each
Q10,000:
City Vehicles
4-PMS, 2 signs per vehicle
Estimate from Hale Signs:
Q10 vehicles:
$26500/vehicle
Direct Mail Postcards
2/2 PMS, Environment 80# Cover, 4x6"
Estimate from Mustard Press: $0.11 each
Q9,000:
Postage @ $0.15 each:
Point of Purchase
Rack brochures Q5,000:
Display cards:
Subtotal Printing
$2,100.00
353.00
382.00
353.00
589.00
1,765.00
390.00
520.00
295.00
384.00
398,00
404.00
12,53900
2,650.00
990.00
1,350.00
1,500.00
500.00
$6,452.00
$21,010.00
4
OTHER
ACTIVITIES
TOTAL
Store Design - concept
Estimate from Craig Hudson
Additional Professional Services
Meetings, reports, research and evaluation,
new opportunities, issues management,
customer service training,
additional creative work, design and production,
copywriting, project management.
Billed at cost.
Subtotal Other Activities
$3,000.00
$3,000.00
$53,067.00
the communications group, inc.
~;4n ,~, '-t e~-, Braidung One, Post Office Box 132a, Ashland, Oregon 97520
Of Sce: 541 482 7899 - Fax: 541 482 2553
MARKETING AND PUBLIC RELATIONS SERVICES AGREEMENT
THIS IS AN AGREEMENT (this "Agreement") between the communications
group, inc. and the city of Ashland, Oregon (herein identified as "client") for the
provision of marketing and public relations services in accordance with and
subject to the following terms and conditions.
SERVICES
the communications group, inc. will perform the customary services rendered by
a marketing and public relations firm, including planning, product publicity,
marketing-support communications, feature articles, special event planning and
organization, advertising and other communications as assigned within the
scope of our agreed upon budget.
II.
GENERAL PROVISIONS
1. RELATIONSHIP OF PARTIES the communications group, inc. and client
acknowledge that the relationship created hereunder is that of independent
contracting parties, and this Agreement does not create a joint venture,
partnership, employment relationship, or franchise between them. the
communications group, inc. acknowledges that it retains full control of the
manner in which it performs its work for and provides services to the client.
2. DUTIES AND RESPONSIBILITIES
a. the communications group, inc. agrees to devote its best efforts to the
client's interests and to endeavor in every way to create and develop a
positive image and relationships with the client's key constituent
audiences;
b. the communications group, inc. will comply with all applicable laws,
rules and regulations, whether federal, state, or local, including, without
limitation, the federal and any state Occupational Safety and Health Acts
and Worker's Compensation Acts;
c. the communications group, inc. will pay all business, payroll, property,
income, and other taxes due upon or in connection with the operation of
its independent business.
d. the communications group, inc. will provide any and all insurance
coverage necessary to protect its independent business and company from
all applicable risks, including but not limited to, Worker's Compensation
coverage, unemployment insurance coverage, automobile insurance, and
comprehensive general liability insurance;
e. the communications group, inc. will refrain from doing anything
which would tend to discredit, dishonor, reflect adversely upon, or in any
way injure the good name or business of the client.
3. INSURANCE UPON REOUEST If requested, the communications group, inc.
will supply to client a certificate of insurance verifying public liability coverage
in commercially adequate amounts.
4. CANCELLATION OF PLANS
a. The client reserves the right to modify, reject, cancel, or stop any and all
plans, schedules, or work in process. In such event, the communications
group, inc. shall immediately take proper steps to carry out client's
instructions; but client agrees to assume liability and reimburse the
communications group, inc. for all commitments and expenses incurred
in connection with projects in process on the client's prior authorization
and to pay the communications group. inc. any service charges relating
thereto, in accordance with the provisions of this Agreement.
b. The client shall have the right at all times to examine the
communications group, inc.'s work, including work in process, created for
the client pursuant to this Agreement.
5. INDEMNIFICATION
a. the communications group, inc. agrees to indemnify and save the
client harmless against any and all losses, damages, costs or expenses that
the communications group, inc. may incur, suffer or be required to pay by
reason of our negligent act or omission in connection with the rendering
of our services hereunder.
b. The client agrees to indemnify and save the communications group,
inc. harmless from and against all liability including all actions, claims,
damages, costs and attorney's fees which the communications group, inc.
may incur (or to which we may be a party), arising out of actions taken or
statements made by the communications group, inc. at the client's request
or based upon information provided by the client.
2
6. CONFIDENTIALITY In the performance of the services contemplated by this
Agreement, the communications group, inc. agrees to hold in strict confidence
all Confidential and Proprietary Information that the communications group,
inc. receives relating to the client's business, and the communications group, inc.
will not divulge or otherwise communicate such information to a third party
without the client's prior written consent. As used herein, "Confidential or
Proprietary Information" shall mean information disclosed to or known by the
communications group, inc. as a consequence of its relationship with the client
that is not generally known to the public.
7. WORK-FOR-HIRE AND ASSIGNMENT The client and the communications
group, inc. intend that all property rights to any and all materials, text,
documents, booklets, manuals, references, guides, brochures, advertisements,
music, sketches, drawings, specifications, data, and any other recorded
information created by the communications group, inc. pursuant to this
Agreement in preliminary and final forms and in any media whatsoever
(collectively, the "Material"), shall belong to the client. To the extent permitted
by the U.S. Copyright Act, 17 USC 101, the materials are a work-made-for-hire,
and all ownership of copyright in the Material shall vest in the client at the time
the Material is created.
8. THE CLIENT'S SERVICE MARKS AND TRADEMARKS the
communications group, inc. understands and acknowledges that the rights to all
service marks, trademarks, and trade names used by the client (collectively, the
"Marks") are the property of the client and its affiliates and the communications
group, inc. shall not use any of the Marks without the client's specific prior
written approval. Following the termination of this Agreement the
communications group, inc. shall immediately discontinue use of any Marks.
III.
TERM OF AGREEMENT AND PAYMENT FOR SERVICES
1. PERIOD OF AGREEMENT; NOTICE OF TERMINATION' Once signed, this
Agreement shall continue until terminated by thirty (30) days' written notice by
either party. This Agreement expires on June 30,1999.
2. COMPENSATION DURING PERIOD OF NOTICE After the expiration of the
agreed on interval following notice, no rights or liabilities shall arise out of this
relationship, regardless of any plan which may have been made for future
projects, with the following exception: That any uncancelable contract made on
the client's authorization, and still existing at the expiration of the agreed on
interval following notice, shall be carried to completion by the communications
group, inc. and paid for by the client unless mutually agreed in writing to the
contrary.
3. PAYMENT FOR SERVICES The client agrees to pay the communications
group, inc. in accordance with the Fee Schedule attached hereto. the
communications group, inc. shall provide to the client, at least monthly, billings
for its services, which shall include a complete description satisfactory to the
client of the services rendered. Payment to the communications group, inc. shall
be made by the client within fifteen (15) days of receipt and approval of the
billing. In the event the parties have agreed to compensation based upon
retainer, the communications group, inc. will provide a monthly statement to
the client detailing services provided.
Materials and services purchased on behalf of the client shall be subject to the
standard agency commission of 17.65%. This includes the following materials
and services: Non-commissioned advertising space, outside supplier costs,
finished art, mechanical production, photography, printing, display materials,
premiums and talent outside the firm. This commission does not apply to
expenses such as telephone, postage, staff expenses for transportation, hotels and
meals. Materials and services purchased on behalf of the client will have the
client's approval before they are purchased.
IV.
MISCELLANEOUS
1. EXCLUSIVITY The client shall not retain anyone else for public relations
services while the communications group, inc. is the client's agency. During the
same period, the communications group, inc. shall not provide public relations
and marketing services for any service or product which is directly competitive
with those of the client's products or services for which the communications
group, inc. provides public relations and marketing services.
2. SAMPLES the communications group, inc. reserves the right to use any work
we may produce for you as samples, which we may reproduce in any reasonable
way for our own marketing needs.
3. SEVERABILITY If any part of this contract is found invalid or is superseded,
the balance of this contract shall remain enforceable unless either party's rights
are materially impaired.
the communications group, inc.
City of Ashland. Oregon
(Client)
4
th '
,., e communications group, tnc.
~4u ,A ':,' eet B~id,r~g One,Post OfflEe Box 1329, Ashland, Oregon 97520
Office 541-482-7899-Fax; b4} 482-2553
RATE AND FEE SCHEDULE
Marketing consulting, issues management,
strategic planning, project management.
Copywriting, research, editing.
Creative development, graphic design, art production, design consulting.
Retail store design.
Web site design and development, HTML coding.
Coordination of events, printing projects and other activities. Office support.
$100/hour
$75/hour
$65/hour
$65/hour
$75/hour
$40/hour
Professional services are billed in 1/4 hour increments. Hourly fees are based on timely
scheduling and reasonable expectations, "Rush" schedules are subject to a premium fee
and will be quoted at the time of the work request.