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HomeMy WebLinkAboutAnimal Shelter Website Rebuild City of Jeffersonville Government Contract Coversheet Please note: All information MUST be completely filled out and submitted to Clerk's Office within 48 hrs of execution. Date Submitted to Clerk: 8/3/2023 Department: Animal Shelter Vendor Name: Pro Media Sign Date: 7/19/2023 Ending Date: Amount of Original Contract: 10,145.00 Is this an amendment or change order to original contract? Yes or No Amended Contract Amount: Purpose: Rebuild the animal shelter webiste For Clerk's Office to fill out Date uploaded to Gateway: Je e so?' ‘,/ • 2023 Marketing Proposal To: Sarah Green, Jeffersonville Animal Shelter Director From: Dan Williamson CEO, ProMedia Group Date: May 10, 2023 ria ProMediaGroup 4106 Reas Lane New Albany, Indiana 47150 p: 812.948 6214 www.promediagroup.com PROPRIETARY AND CONFIDENTIAL Our Services W� • Brand Identity Video Production & Photography Brand identity is what sets you apart from the We built our company on video and it's what we crowd. It is more than a logo — it is building an are known for. Video remains the most experience that evokes a response. engaging medium to tell a story, and we are here to help you share yours. With our Our brand identity experts will help you develop a production team,we manage the entire process, unique brand for your clients to ensure your from script development to post-production. message is not just seen or heard,but that it's memorable. We can update your current branding, The right photography will set your business or we can work with you to create all new branding. apart and will translate your brand, products, Whatever the case,we can create a brand guide that serves as a path for anyone who wishes to use and/or services beautifully. your colors, logos, and messaging in any medium that they choose so that you can ensure your brand is uniform and recognizable. I 0/�►- • IQ• I"] Digital & Social Advertising Web Design & Development Taking a fully integrated approach to digital marketing,we blend SEO,website Custom web design and development starts with optimization, Google and Social Media Ads, us listening to your needs. Website design is a content development, and online advertising methodology and a creative craft. ProMedia Group to help our clients reach their goals and designs each website with the user in mind while track their campaigns. employing sophisticated analytics to address ongoing user visits and to optimize for The HTML construction of the website will conversions. comply with current standards for search engine optimization (SEO),with an emphasis on Our websites embody modern,easy-to-use,fully Google compatibility. The entire site, including responsive designs so they function equally well all page flows,will be formatted correctly and on mobile phones and tablets as on laptops and logically to make the site easy to crawl. desktop computers. a.• BIM 3 wo PROPRIETARY AND CONFIDENTIAL t1( 1.=J Social Media Marketing Content & Copywriting Social media marketing is time-consuming. We ProMedia Group will help you develop the can help you save time and money by creating tone and voice for your brand to the content your customers will engage with, communicate effectively with consumers. We click,share,and like. We will tackle Facebook, will also make sure that the content on your Instagram,and LinkedIn so you can focus your site is tidy and limited to 500 words per page energy on your business. so that your SEO will organically thrive. Whether it is a newsletter,social media post, Our specialists will work with you to establish blog post,press release,or what-have-you,we monthly goals and a strategic posting will be your wordsmiths. schedule.The overall social campaign will showcase services,client and employee success stories,events,promotions,and industry news. 8°8 T T Experienced Team & Dedicated Account Managers We have assembled an amazingteam to help P Print & Traditional Media you set your goals and deliver on them.We're like a superhero team,each with our own Often overlooked in the digital age,traditional extraordinary strengths,but we also value media is still a vital marketing tool. In fact, collaboration and teamwork.We work together there's more opportunity than ever to employ internally and externally to make sure you have print,TV, Radio, Billboards,and other marketing a great experience working with ProMedia mediums in a creative way that yields incredible Group. results. Whether you need fliers,mailers, custom signage,or a sales leave-behind,we'll Best of all,you have a dedicated account hook you up with our designers to create manager to hold your hand through the process something that's eye-catching and effective. and to address any comments,concerns,or questions.Your account manager will be there should you need anything-whether it is a deliverable,a fresh attack strategy,or even just a pep talk. We're looking forward to building a relationship with you. PROPRIETARY AND CONFIDENTIAL Our Services + You Project Concept The Jeffersonville Animal Shelter needs a website with easily digestible and organized information to better its mission of providing every animal that enters the shelter with the best care possible. Providing the best care possible to the animals in our community means providing the best possible resources in an accessible way,which is the aim of creating a new, modern, responsive, and user-friendly website. Scope of Work Website Management ProMedia will build the Jeffersonville Animal Shelter website through WordPress on ProMedia's server which is hosted through WPEngine. Using a customized theme and user-friendly page builder,the website will be easy to edit for the client with minimal training. The new website will feature a new color palette that's derived from the Jeffersonville Animal Shelter logo to create a more visually appealing, cohesive, and modern style. Using website integrations offered by Petango, ProMedia Group will integrate adoptable pets (separated by cats and dogs) and lost/found pets into the website.This feature alongside a more professional and modern style, will allow the Jeffersonville Animal Shelter website to stand out in the community. The WordPress website will be hosted on ProMedia's secure servers,will be responsive,and will include an SSL certificate. SEO will be a component of the new website, using keywords,Google Analytics, and Google Search Console to create a website that is easier for potential clients to find and navigate. Every page will have appropriate header tags, meta descriptions, social sharing options,featured page images, etc. Any pertinent content from the current site will be carried over and appropriately placed on the new site. ProMedia will assist in writing and creating new text for the redesigned site. We propose keeping similar top navigation in regards to the current website but laying out the content within those pages more appropriately. With the new website,we aim to have less clicking and faster navigation. The top navigation will be: 1. Home Page a. CTA Header(Links to About, Resources, and Adoption) b. Services (Blurbs and links to Owner Surrender and TNR) c. Short About/History(Link to more expansive About page) d. Featured Pets Post Carousel/Grid e. How to support blurb (link(s)to more support information) f. Facebook/Instagram Feed/Testimonials PROPRIETARY AND CONFIDENTIAL 2. About Page a. Small History in Community b. Statistics on animals helped, adopted, returned to families, etc. c. Mission and Vision 3. Adoptable pets, set up in tabs a. Cats Tab b. Dogs Tab c. Barn Cats Tab 4. Support Us! 5. Events 6. Community Resources, set up in tabs a. Lost Pets- Petango b. Spay/Neuter Vouchers c. Kitten Care d. Behavioral Resources- Dogs e. Behavioral Resources- Cats f. Community Cats (Maybe renamed to Neighborhood Cats?) 7. Contact Us a. Will include general location information, phone numbers, google map, and contact form. 8. QR Code Accessible page for people to submit their images and videos The current Jeffersonville Animal Shelter website contains a lot of helpful and relevant information that could use some organization, expansion,and style updates. The goal of the proposed navigational menu is to keep users interested and keep information easy to find. Once the website is functional, approved, and launched, ProMedia will perform ongoing maintenance for the website and ensure the site is performing optimally as well as provide a recorded training session to the Jeffersonville Animal Shelter staff so that they can make small day-to-day changes to the website. A monthly analytics report will be provided with information about the site's previous month's performance. See "Website Fine Print" below for more information. Photography ProMedia will provide (2) 1/2 day on-location photo acquisitions with the Jeffersonville Animal Shelter to acquire photography to be used to showcase the products and services available. These (35-40) photos will also be used on the website and also used to drive social media marketing and digital advertising initiatives. The Jeffersonville Animal Shelter will work alongside ProMedia to schedule and provide a list of any specific photos acquired. PROPRIETARY AND CONFIDENTIAL Investment Services Investment Website Services • Website Design & Development $8,000 • Hosting, Maintenance,Security (4- 1 hrs Content $395/mo Management/Month) Marketing Initiative Investment ❑ Photography $1,750 Payment Terms A deposit of 50% on non-monthly services is due upon signing the proposal with the balance due with the first monthly installment. Monthly services will be billed as indicated. Website Fine Print Website Content Management-Changes&Updates Website content management includes up to 1 hour/"job'per month,as requested by the client.These jobs can be new page builds,content updates,graphic design work,plugin research,installation,etc-pretty much any change that can be done in under an hour.The client is responsible for providing the content or working with ProMedia Group to secure new content,such as photos,videos,or copy. All jobs/requests have a 3-5 business day turnaround. Depending on the complexity,it may be longer,in which ProMedia Group will notify the client of this delay. If in doubt,ask—we're happy to discuss. Fine Print&Legal Jargon We maintain the website hosting environment(data center)for all of our websites.Our websites may be hosted outside of our environment.However,we do not guarantee the quality or have control outside our own hosting environment.Our hosting packages DO NOT include email services;we only host your website as that is what we believe we are the best at providing quality service for. Server usage is a privilege we offer customers hosting websites with us. It is not a right.You agree that the service we provide you may be limited or terminated at any time should we deem your traffic dangerous to the internet reputation of our servers or domain names.If you host your own service,you understand we do not provide that service for you. Forwarding of other domains to your service can be provided. Your use of our services must be reasonable.You may not collect and store in our database personal information such as social security numbers,credit card numbers,or other types of sensitive information unless implicitly with the use of an SSL.We hold the right to permanently remove that Information from our servers otherwise if not using an SSL.You may not place excessive burdens on our CPUs,servers,or other resources.You agree that we may place restrictions on your use of our service to the extent that your use exceeds the use by similarly situated customers. You understand that bandwidth,connection speeds,and other similar indices of capacity are maximum numbers. Consistently reaching these capacity numbers may result in our need to place restrictions on your use of the Service. We will be reasonable in our response with the utmost consideration for our clients. PROPRIETARY AND CONFIDENTIAL Terms of Service ProMedia Group agrees to be bound by these Terms of Service(TOS)when we process your payment information.You (Customer)agree to be bound by this TOS and our Privacy Policy upon signing this contract. We may amend our Terms of Service or Privacy Policy from time to time.We will notify you of these changes to our policy. 1.CONTACT INFORMATION-You are required to provide us with accurate information when setting up your account and during the course of our relationship.On occasion,we may need to communicate with you by email about your service.You agree to maintain a working email address that is monitored daily.We have no responsibility or liability for interruptions in service based on communications that are misdirected,blocked,or otherwise not received as a result of your failure to provide us with updated contact information.All of our regular contact with customers is done by email.The primary contact in our records is considered by us to be our customer.Only that entity may request changes to your account.That contact email can be set up by us and will be through Gmail or your service of choice. 2. PAYMENT-You are responsible for the fees and charges displayed on our pricing page or on your invoice debited to your account.All payments are made prior to the period of service being provided.The initial payment begins hosting immediately and is not dependent upon usage.Our obligation to provide service to you is contingent upon your payment of the fees by your due date.It is your responsibility to ensure that we receive payment.We may temporarily deactivate websites for nonpayment 10 days after the due date.Should service be suspended for any reason,including nonpayment, fees will continue to accrue.If fees accrue beyond 30 days,we will terminate the account. 3. BILL DISPUTES-If ever you have an issue with a bill,we will work with you in all good faith to immediately resolve it. 4.TERMINATION -We require a ninety(90)day notice prior to canceling ProMedia Group's services,however,you will still be bound by this contract and you will be required to pay any amount remaining in the contract retainer.This contract stays in place and automatically renews unless notice of cancelation is received 90 days prior to the renewal date.If for some reason one part of this contract becomes invalid or unenforceable,the remaining parts of it remain in place.We may also terminate your account at any time if we,at our discretion,deem it necessary for any reason,including nonpayment or inappropriate content. If we terminate your account and decide to restart your services,new setup fees may apply,and we cannot guarantee that we can restore your previous content. Upon termination,your account will be closed.We have no responsibility to forward email or website traffic or other communications to you once your account is closed.You are encouraged to keep service active during a transition period should you seek to gather and/or transfer your content.The website belongs to you and can be transferred upon your request once your account is paid in full and closed. 5.AGENCY OF RECORD-The Client hereby agrees that ProMedia Group is the agency of record for all advertising,marketing, media buys,and public relations.Agency is hereby authorized to make purchases on Client's behalf pending Client's approval.The agency shall put forth its best effort to further the Client's interest and endeavor to make their communication successful. Payment Agreement 1.CLIENT COOPERATION-Client represents that the Authorized Representative has authority to act on behalf of the Client, including but not limited to,accepting/approving any completed Workflow Stage services,issuing change orders,and signing other writings with respect to Project.Clients may change their Authorized Representative at any time upon written notice to ProMedia Group.The client agrees to fully and promptly cooperate with ProMedia Group in connection with its services hereunder by making the Client's Authorized Representative available to assist ProMedia Group by,among other things,reviewing and accepting/approving completed Workflow Stages,and otherwise pursuant to the Agreement upon ProMedia Group's reasonable request. 2.APPROVALS-The Client's Authorized Representative will be required to approve or suggest revisions during the Project. After being given materials for approval,the Authorized Representative will be notified and thereafter,will have 10 days to make revisions in writing and submit the same to ProMedia Group or sign-off indicating the Client's acceptance thereof.If the Client makes no revisions during these revision periods or fails to timely sign-off,ProMedia Group may deem all services rendered in connection with the completed Workflow Stage to meet the Client's satisfaction and to have been approved and ProMedia Group may then proceed to the next Workflow Stage. 3.INVOICES-The contractor will submit a quote to be signed.Upon acceptance of the quote,an initial deposit invoice and incremental invoices for all services performed will be submitted to the Client.Payments for these invoices are due as indicated on the invoice. PROPRIETARY AND CONFIDENTIAL 4. INDEMNIFICATION-The Client agrees to indemnify and hereby holds harmless ProMedia Group and its agents, employees,and Subcontractors from and against any and all losses,expenses,claims,liabilities,and damages(whether consequential,incidental,or otherwise)resulting from the use or reproduction of Client Materials/Media furnished by Client hereunder or Client's breach of Agreement. 5.LIABILITY-ProMedia Group warrants to the Client that the material,analysis,data,programs,and services to be rendered hereunder will be of the quality designated and will be performed by qualified personnel.ProMedia Group makes no other warranties,written,oral,or implied,including without limitation the warranty of fitness for purpose or merchantability.In no event shall ProMedia Group be liable for indirect,incidental,special,or consequential damages,whether or not the possibility of such damages has been disclosed to ProMedia Group in advance or could have been reasonably foreseen. ProMedia Group's liability for Client's actual damages will be limited to the actual amount paid by Client for the aforementioned services.This limitation shall apply regardless of the form of the action,whether such liability arises from a claim based on contract warranty,tort,or otherwise,including negligence.This limitation does not include liability due to a claim by the Client for bodily injury,damage to real property,or damage to tangible personal property for which ProMedia Group was found legally liable. 6.QUOTES-Quotes are valid for thirty(30)days.This proposal is good from the date presented up to thirty(30)days from the presentation.After that ProMedia Group reserves the right to renegotiate this proposal. 7. DISCLAIMER-The customer agrees to fully indemnify and hold ProMedia Group free from harm in any and all claims resulting from the customer not having obtained all the required copyright,and/or any other necessary permissions,as well as any ADA violations for the websites and materials ProMedia Group or customer provides. 8.INTELLECTUAL PROPERTY RIGHTS•Please read this disclaimer carefully.The content included in this document,all ideas,concepts,art,and presentations made are the intellectual and creative property of ProMedia Group.You may not reuse,republish,or reprint this content without our written consent. Acceptance & Signatures The parties hereby agree to terms and conditions set for in this agreement. This agreement is demonstrated by the sigriat res below: • Accepted for by t 1 Signed:A) �`\�z C�t�. t Title: `{ Date: 1 — Accepted f is Group by Dan ili n Signed: Title: CEO Date: 7 / 21 PROPRIETARY AND CONFIDENTIAL