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HomeMy WebLinkAboutHellman Associates, Inc.-Creatove Services Agreement-Elementary School Outreach 06.06.2016 Iowa DOT Project No. CS-TSF-8155(751)-85-07 Traffic Operations Project No. TOF-268 Creative Services Agreement Elementary School Outreach Program Waterloo, Iowa Metropolitan Area This is an AGREEMENT, made as of the (.S. day of in the year 2016; 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 has received TSIP funding for the express purpose of developing an outreach program for elementary aged students in the Cedar Valley region. The intent of the project is to continue the long-term development of the Drive Safe Cedar Valley objectives and principles. 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 and public relations materials and the like; ongoing campaign progress and reporting communications. A.2. Creative Production: The Agency will be responsible for the development of School Outreach presentation materials, collateral and novelties as needed by the Client to support the Outreach Program. A.3. Public Relations: The Agency will conduct outreach to elementary schools in the Waterloo and Cedar Falls school districts in an effort to schedule and coordinate speaking engagements. The Agency will conduct outreach to local EMS services in an effort to recruit volunteer partners to participate in speaking engagements. A.4. Media Relations: The Agency will develop a news release and conduct media outreach and pitching to achieve the best value to the Client. Upon approval of media relations materials, Agency will pitch the information to media in an attempt to gain greater coverage and exposure of the program and its intended safety awareness message. Campaign duration to be defined based on budget and available dates for school outreach and speaking engagements. Final duration parameters to be set following initial planning meetings, however, campaign duration is expected to fall within the academic calendar years of 2016 and 2017 as most advantageous to Client. B. PROJECT COSTS B,1. Creative Development: The Agency will provide creative development and fulfillment support for collateral material, presentation material and program giveaway items. Creative development tasks include: research, copywriting, graphic design, revisions, production coordination and production hard costs. B.2. Public Relations: The Agency will conduct research, strategic planning, school outreach, and volunteer outreach. B.3. Media Relations: The Agency will conduct research, media relations material development, media outreach and story pitch activities pursuant with this campaign. B.4. Hard Costs: The Client will be responsible for costs for printing of presentation materials, activity booklets and approved novelty items. B.4. Non-Costs: The Client will not be responsible for costs for travel, phone calls, or other correspondence coordination hard costs; printed materials and novelty items will be invoiced at-cost without mark up for Agency. B.4. Total Project Cost: not to exceed $11,000.00 C. FORM OF COMPENSATION C.1. The Agency will be compensated for services as outlined in section B of this document on an hourly rate. 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.2. The Agencywill 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. City Project Number TOF-268 shall be shown on all invoices. C.3. The Client is responsible for remitting payment of monthly billing on 30-day terms. C.4. Maximum Amount: The project budget is $11,000.00. Amounts beyond $11,000.00 shall not be payable by the Client without prior Client authorization. D. TERMS AND CONDITIONS D.1. The campaign anticipated date is between June 2016 and the close of 2017. 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. Agencywill 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. Date: �.s 2, .2a/d Ross Bruno Vice President/Business Development City of Waterloo, Iowa Date: , Mayor