Loading...
HomeMy WebLinkAboutProMedia Group (Parks Website Mgmt, Advertising & Event Promotion City of Jeffers* rnille 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: / — 2 3 - 2.9 Department: 5 �— e C 1 p t')N Vendor Name: 0-'0 J " -ec\ w Cs) c(.\-,j) Sign Date: f —2 2r2y Ending Date: 1 2 " 3 — Zt/ Amount of Original Contract: / Ll vl �e r I `1-JWrt) X /z m.05.= $77 91(- m^t- Is this an amendment or change order to original contract? Yes or ( ) Amended Contract Amount: Purpose:-PAS WFgsc7F MAMT, ADVEICfisiivi Amt. EVeNT -"'t RPt&OT(QM. For Clerk's Office to fill out Date uploaded to Gateway: t \1Y SDtirgRT~i f * 4u 'OW" * 604 FRs WA Jeffersonville Parks and Recreation Department 2024 To: Paul Northam and Amber Ridings Director and Assistant Director, Jeffersonville Parks and Recreation Department From: Sam Wingate Account Manager, ProMediaGroup Date: December 7th,2023 fV ProMediaGroup 4106 Reas Lane New Albany,Indiana 47150 p: 812.948.6214 www.promediagroup.com PROPRIETARY AND CONFIDENTIAL Hello. We are honored to continue our partnership with the Jeffersonville Parks and Recreation Department into the upcoming year, 2024. We look forward to furthering our collaborative efforts in fostering excellence and accomplishing shared objectives. With a commitment to professionalism and shared success,we are excited to embark on another year of collaboration, growth, and achievement. Your continued trust and partnership are invaluable to us, and we eagerly anticipate the opportunities that the future holds for our partnership. In this proposal,we've laid out a plan to continue and expand our partnership. It includes strategies to maintain your brand's consistency, drive more traffic to your website, and increase your organization's overall communication. Building on our past success,we'll be working to grow your online presence even further,while introducing new services to expand your reach and impact. We're genuinely excited about the opportunity to continue working with the Jeffersonville Parks and Recreation. Your dedication to the community is inspiring, and we're here to support you every step of the way. Thanks from the team at ProMedia Group! Our Core Values CREATIVE I COLLABORATIVE I CLIENT-FOCUSED ■■■ ■� PROPRIETARY AND CONFIDENTIAL Our Services 41�� A 0 Mal wow MIP mow WEB DESIGN PIM VIDEO PRODUCTION DEVELOPMEN : • -- A,. 4r— — .I -: rt fir46,„... „-,.., ',..i, iv ,,/ - tea`'•...... 1 00,17; . .„,1 rr ,..1-\...._. _0_ y. PRINT .% COMMERCIAL TRADITION MED A PHOTOGRAPHY 111166,44 . . Eite:00 . .liajcp ii media is plural t plural . 151;:r4b-ii:j Make sure your marketing ing is too. Our Services + You Project Concept The Jeffersonville Parks and Recreation Department is a vital force dedicated to enriching the lives of the city's residents through well-maintained parks, event spaces, recreational sports, and diverse activities for all age groups. From bingo sessions at the Ken Ellis Center for elderly members to the lively Summer in the City program,your initiatives have had a profound impact on countless individuals in Clark County. Through our previous contract efforts, ProMedia Group accomplished the following milestones. We've grown your social media following by more than 1,000 profiles and expanded Jeffersonville Parks and Recreation's digital presence to more than 3.9 million impressions since January of 2023. ProMedia Group, Southern Indiana's leading digital marketing company, will continue to provide an ongoing marketing and advertising campaign that will ensure brand consistency for your department. The following contract outlines ProMedia Group's comprehensive scope of work, encompassing a multi-faceted strategy designed to assist in achieving these goals. Our primary intent is to continue to increase your social following, optimize your website presence, and continue to enhance brand awareness. Scope of Work Agency Retainer/Account Management As your agency of record, ProMedia Group will work to create a cohesive and consistent brand across all of Jeffersonville Parks and Rec Department's digital and physical assets. Our experienced team will provide expert guidance and consultation ensuring your marketing initiatives are on track and aligned with your goals. This will include a monthly meeting with marketing and leadership personnel to review your brand's progress and plan for future needs, ensuring we stay proactive and responsive to any changes or opportunities. This retainer includes up to 5 hours per month of consultation, coordination, and up to 3 press releases per event. PROPRIETARY AND CONFIDENTIAL Photography & Videography Photos Acquisitions ProMedia Group will provide (12) photo acquisitions lasting 2 hours at maximum. These could be used for event coverage, editorial, or journalist-style photography. Professional staff portraits are not covered in this scope of work but can be quoted separately upon request. Events requiring coverage lasting over 2 hours will be billed at $250/hr for each additional hour on location. Scheduling for the photo acquisition should be requested two weeks before the acquisition, and are subject to the availability of our production team. ProMedia Group will provide the following services for each photography session. • 2 Hours on-location photography • 1 Hour of photo grading, selection, and editing • Packaging of final product for web delivery Short Form Videos ProMedia Group will produce (5) 2-3 minute videos. Videos will be shot in traditional 16:9 widescreen formatting. These videos will be used throughout the calendar year for promotions, events, and programs within the Parks Dept. Videos featuring interviews will have no more than three interviews per video. ProMedia Group will provide the following services for each photography session. • Pre-production coordination & setup • 4 Hours on-location video acquisition • 4 Hours of video offlining & producing • 8 Hours of video editing & color correction • Packaging of final product for web delivery Website Hosting, Maintenance, & Content Management ProMedia Group will continue to host your website on our secure server, maintain a managed hosting environment, perform ongoing site maintenance to optimize site performance, run security scans to maintain site security, and complete daily site backups. Website content management includes up to 1 hour of web content updates per month, as requested by the client. These jobs include new page builds, content (copy, photography) updates, graphic design work, plugin research/installation, etc. The client is responsible for providing content/information and working with ProMedia to draft and approve any changes on the site. PROPRIETARY AND CONFIDENTIAL All requests have a 3-5 business day turnaround, however, depending on the complexity,the timeline may be longer in which ProMedia Group will notify the Jeffersonville Parks Department of this delay. See Website Fine Print below for more information. Note: The client is responsible for billing and renewals for any domain names not acquired or managed by ProMedia Group. ProMedia Group will ensure the auto-renewable status of domains currently in its possession and will issue these invoices as they renew. These charges are in addition to this proposal. Social Media Management ProMedia Group will continue to provide a complete social media campaign for Jeffersonville Parks and Recreation on Facebook and Instagram. ProMedia Group will, on behalf of the Jeffersonville Parks Department, post up to 6- 8 times per week during peak seasons (May-August) and 3 - 5 times during slower months (January-April, September-December) on Facebook and Instagram, with a total of up to 350 posts per year. The number of posts is being increased due to high demand and overages occurring in the 2023 calendar, as well as allowing for the use of Stories and Reels. These posts will feature graphics and professional photography and will be posted as content is available. ProMedia Group will also monitor messages and comments on the channels and respond accordingly. Social Media will be used to deliver the videos, brand messaging, promote services, etc. Included within this service is public relations management,where we will respond to direct inquiries and monitor comments, as well as tags/reviews/check-ins. Digital/Social Advertising ProMedia Group recommends boosting one post or event page per month as part of the creation and implementation of a digital/social marketing strategy,to assist with reaching a broader audience and expand community participation. Additional Boosts are available upon the client's request. The costs associated with these campaigns are dependent upon the duration of the campaign. Social Media Advertising- ProMedia Group will use targeted ad campaigns on Facebook and Instagram to engage with audiences. The campaign will include motion graphic ads that will engage audiences and encourage interaction among individuals who fit the target profile for your market. The messages are delivered through cross-platforms. Analytics At the beginning of each month, a ProMedia Group representative will upload your key analytics reports for the previous month to your Basecamp account for your review, or email them at your PROPRIETARY AND CONFIDENTIAL request. These analytics will provide key measures for the performance of your marketing campaign and your website. Using these reports, ProMedia Group will be able to monitor and make adjustments accordingly. Addendum from 2023 Contract ProMedia Group honors the two previously contracted projects for Falls Landing and Jeffersonville Parks Department Riverstage commercial included in the 2023 contract. Videography and editing services will be provided in 2024 without additional billing, so long as they fall within the original parameters. Investment Prices are based on a one-year agreement Monthly Service Investment Agency Retainer/Account Management $750/month Website Hosting, Security & Content Management $825/month Social Media Management $3,250/month Social/Digital Advertising TBD upon the length of • Facebook/lnstagram the campaign/boost Photography and Videography • Photo Acquisitions (12) $720/month • Short Form Videos (5) $950/month Total Monthly Investment $6,495 *Rounded to the nearest whole dollar,assuming monthly installments for website redevelopment. Payment Terms Monthly invoices are due as indicated. Website Fine Print 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 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. Items not included in the project scope include logo design, custom graphics and icons,photo manipulation,video editing,and production,multiple-page contact forms or contact forms with conditional logic,pricing,and other features,surveys,and additional contact forms not already PROPRIETARY AND CONFIDENTIAL held within the current site,e-commerce features,converting existing PDFs or Google Docs into webpages,email accounts,and purchase of stock imagery unless specifically outlined in the scope of work above. 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 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. 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 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 resolve it immediately. 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 for you once your account is closed.You are encouraged to keep services active during a transition period should you seek to gather and/or transfer your content. PROPRIETARY AND CONFIDENTIAL 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.The agency is hereby authorized to make purchases on the Client's behalf pending the 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-The client represents that the Authorized Representative has the 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 concerning the 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 according 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. 4.INDEMNIFICATION-The Client agrees to indemnify and hereby holds harmless ProMedia Group and its agents, employees,and Subcontractors from and against any 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 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 website's 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. All information contained here is for presentation purposes.It is not intended as a guide or as professional advice to be used elsewhere.Should you decide to act upon any information presented here without the express consent of ProMedia Group, you do so at your own risk. PROPRIETARY AND CONFIDENTIAL Acceptance & Signatures The parties hereby agree to the terms and conditions set for in this agreement.This agreement is demonstrated by the signatures below: Accepted for_Jeffersonville Park Department_by Signed: 691. ' (* 1)?r ► (in. Title: Pru,A � Date: 7►0 1:1/4 Accepted for ProMedia Group by Dan Williamson Signed: Title: CEO/Founder Date Jan 23, 2024 PROPRIETARY AND CONFIDENTIAL