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HomeMy WebLinkAboutHallman Associates, Inc-7/7/2014CITY OF WATERLOO Council Communication City Council Meeting: July 7, 2014 Prepared: June 27, 2014 Dept. Head Signature: # of Attachments: SUBJECT: Creative Services Agreement For Pedestrian & Motorcyclist Safety Awareness Campaign With Hellman Associates, Inc. Submitted by: Sandie Greco, Traffic Operations Superintendent Recommended City Council Action: Approve Agreement with Hellman for pedestrian & motorcyclist safety awareness campaign. Summary Statement: City has received IDOT authorization to implement a broadcast radio campaign. Expenditure Required $15,000.00 Source of Funds $15,000.00 IDOT Grant 100% reimbursable Policy Issue Alternative Background Information: For Hellman Associates to develop and execute a campaign for implementing a broadcast radio campaign for pedestrians and motorcyclists safety by addressing both groups and the drivers. The goal of the campaign is to reduce fatal crashes through increasing public awareness. Iowa DOT Project No. CS -TSF -8155(740) Traffic Operations Project No. TOF-222 Creative Services Agreement For Pedestrian & Motorcyclist Safety Awareness Campaign Waterloo, Iowa Metropolitan Area f4 This is an AGREEMENT, made as of the /7 day of F '- in the year 2014; By and BETWEEN the City of Waterloo, identified as the Client; city of Waterloo 625 Glenwood Waterloo, Iowa 50703 and the Agency; Hellman Associates, Inc. 1225 West Fourth Street Waterloo, Iowa 50702 for the following project: The Client wishes to implement a broadcast radio campaign for pedestrians and motorcyclists safety by addressing both groups and the drivers. The goal of the campaign is to reduce fatal crashes through increasing public awareness. Under this agreement, the Client contracts the services of the Agency to develop and execute the campaign. The Agency is willing to perform such work in accordance with the terms hereinafter provided and warrants that it is in compliance with laws of the state of Iowa. A. SCOPE OF SERVICES A.1. Meetings and Correspondence: The Agency will coordinate a variety of meetings and correspondence with the Client throughout the duration of the campaign. Said meetings include, but are not limited to, an initial meeting to discuss the goals and timelines for all activities pertaining to the campaign; verbal, written and/or in-person correspondence pertaining to drafts and approvals of creative materials, media plans and the like; ongoing campaign progress and reporting communications. A.2. Creative Production: The Agency will be responsible for the development of radio scripts, talent recruitment, and production coordination of radio spots. The Client will be responsible for the review and approval of said radio spots at various milestones in their development. A.3. Media Strategy, Negotiation and Placement: The Agency will conduct media research and planning activities to achieve the best value to the Client. Upon approval of media plans, Agency will negotiate and secure placement of radio spots. This negotiation will include the contracting of paid and donated/in-kind placements as necessary to achieve the best value. Campaign duration June 2014 to October 2014. B. PROJECT COSTS B,1. Creative Development The Agency will develop three (3), 30 -second radio spots. Creative development tasks include: research, script writing, revisions, production coordination and production hard costs (inclusive of talent fees, studio recording and editing services). B.2. Media: The Agency will conduct research, strategic planning, negotiation and placement activities pursuant with this campaign. B.3. Non -Costs: The Client will not be responsible for costs for travel, phone calls, or other correspondence coordination hard costs; media placement fees in the form of commission or the like; billing or administrative duties necessary for the execution of said campaign. 6.4. Total Project Cost: not to exceed $15,000.00 C. FORM OF COMPENSATION C.1. The Agency will be compensated for services as outline in section B of this document. Agency does not collect any additional compensation from any third party entity participating or acting as a vendor in said campaign. This includes, but is not limited to, broadcast industry commissions. C.1.1. It is expected that the Agency spend about $10,000 of the project cost on direct pass- through media placement contracts on behalf of the Client. C.2. The Agency will submit billing pursuant with the compensation as defined in this document on a monthly basis. The exact amount to be accrued each month and invoiced accordingly will be based on the direct hours and direct costs associated with said month's direct activities. C.3. The Client is responsible for remitting payment of monthly billing on 30 -day terms. C.4. Maximum Amount: The project budget is $15,000.00. Amounts beyond $15,000.00 shall not be payable by the Client without prior Client authorization. D. TERMS AND CONDITIONS D.1. The campaigns anticipated date is between June 2014 and the close of October 2014. D.2. Ownership of Documents: All documents, scripts, recordings, and productions shall become the property of the Client upon approval of completed work and drafts. Materials owned by Client shall be delivered to Client by the Agency at the conclusion of project and/or at the request of Client. There shall be no restriction or limitation on the future use by the Client. D.3. Revision of Work: All materials developed by Agency on behalf of Client are subject to review and approval. Approval is required prior to release of any information for public consumption or review. D.4. In the event that work product prepared by the Agency is found to be in error and revision of the work product is necessary, the Agency agrees that it shall do such revisions without expense to the Client, even though final payment may have been received. Client remains responsible for review and approval of all work products. Agency is not held liable for work product content found in error that was originally provided directly from Client. Agency will make its best good faith effort to identify and correct content found to be in error that originated with Client. D.S. Rights of Termination: The right is reserved by the Client to terminate this agreement at any time upon no less than thirty (30) days written notice to the Agency. D.6. General Compliance with Laws: The Agency shall comply with all Federal, State and Local laws and ordinances applicable to the work. D.7. The Agency, with regard to the work performed by it, will not discriminate on the grounds of race, religion, age, physical disability, sex or national origin including procurement of materials and leases of equipment. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their proper officials thereunto duly authorized as of the dates below indicated. Hellman Associates, Inc. Vice President/Business Development Date: Date: