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HomeMy WebLinkAboutPro Media Group (Social Media for Parks for 2025) 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: Department: Vendor Name: vt) •\ \-ecVA C-C-C)LX? Sign Date: \ --\g—aLt Ending Date: Amount of Original Contract: 1 b <Cbe Is this an amendment or change order to original contract? Yes or Amended Contract Amount: Purpose: . C> VS SaG� '�P G � �GEC 1- For Clerk's Office to fill out Date uploaded to Gateway: a,OEPA�pTM Q �Pte Gc r Y off F,`� iii• ,!/ A ,�i 1 O M �\ W Jeffersonville Parks & Recreation Department 2025 To: Paul Northam and Amber Ridings Director and Assistant Director, Jeffersonville Parks and Recreation Department From: Sam Wingate Account Manager, ProMedia Group Date: December 9, 2024 ProMediaGroup 4106 Reas Lane New Albany, Indiana 47150 p:812.948.6214 www.promediagroup.com PROPRIETARY AND CONFIDENTIAL 1 Hello. We are honored and excited to continue our partnership with the Jeffersonville Parks & Recreation Department for 2025. We look forward to another year of collaboration, expanding your brand, raising awareness of upcoming events, and increasing community engagement in Jeffersonville. Your continued trust and partnership are invaluable, and we eagerly anticipate the opportunities ahead. This proposal outlines our plan for the upcoming year,with strateg es to maintain your brand's consistency, drive more traffic to your website and social media channels, and strengthen communication with Jeffersonville residents and neighboring communities. Building on past successes, we aim to grow your online presence to further expand your reach and impact. We're excited about the opportunity to continue working together. Your dedication to the community is well known, and we're proud to support that mission. Thank you from the team at ProMedia Group! Our Core Values CREATIVE I COLLABORATIVE I CLIENT-FOCUSED rj PROPRIETARY AND CONFIDENTIAL INA Pto441IN ' ,. 0 411 0 s • 11/1 WEB DESIGN & VIDEO PRODUCTION ` DEVELOPMENT s ri100.7""'"'""L' O i 41 'SPRINT & ,, COMMERCIAL TRADITIONAL MEDIA ° PHOTOGRAPHY . DittlE1 ri... ..1.42;!•'',J; MeUla is .n._.:„.,.,,, Make sure your marketing is too. Our Services + You Project Concept The Jeffersonville Parks&Recreation Department is dedicated to enriching the lives of Jeffersonville residents through well-maintained parks,event spaces,and recreational sports and activities for all ages.The department aims to expand its brand in the digital market space to attract new patrons and employees.The following marketing stretegy outlines our recommendation on how to achieve this goal. Since January 1,2024,we've grown your Facebook following to 25,679 likes and expanded Jeffersonville Parks&Recreation's digital reach to over 2.37 million impressions,including an organic reach of 1.5 million profiles on Facebook. Our ongoing marketing and advertising campaign will continue to nsure brand consistency, drive social media engagement,and elevate brand awareness acros Kentuckiana.This proposal outlines ProMedia Group's comprehensive,multi-faceted Strategy designed to achieve these objectives and support Jeffersonville Parks&Recreation's mission to serve the community. Scope of Work Agency Retainer/Account Management As your agency of record,ProMedia Group will continue to ensure cohesive and consistent branding across all digital and physical assets. Your dedicated account manager will provide expert guidance and consultation,overseeing the creative and strategic aspects of the partnership,while ensuring all deliverables are met.The retainer includes up to(5) hours of account management each month,which can include an optional monthly meeting with your marketing and leadership teams to review progress and plan future strategies.This service includes but is not limited to analytics reviews,graphic design requests,copywriting,public relations, press releases,and physical asset coordination. ProMedia Group and Jeffersonville Parks&Recreations Department will continue to use our project management software called Basecamp.This software will act as your hub for all your account activities,such as communication,schedules,to-do lists,documents,and more. Access for your team to Basecamp is included in the agency retainer. Additional hours beyond the monthly retainer will be billed at$150/hour.Any requests made outside of normal business hours for immediate publication (i.e., public relations/press PROPRIETARY AND CONFIDENTIAL releases) will be billed at a premium of$250/hour, with a minimum of one hour, which will be added to your next monthly invoice. *Any physical asset costs or postage are not included and will be billed separately. Website Hosting, Maintenance, & Content Management ProMedia will continue to host your website on our secure server, maintain a managed hosting environment,perform ongoing site maintenance to optimize performance, run security scans to maintain site security, and complete daily site backups. Clients are requested to send all requests via email to our ticket system at admin@promediaaroup.com.This centralized system streamlines the process of managing website updates and ensures that our team promptly addresses requests. All requests have a turnaround time of 3-5 business days; however, depending on the complexity of the request, there may be delays. ProMedia Group will notify Jeff Parks of any unexpected delays in this event. Any urgent request with a turnaround time of less than 24 hours cannot be guaranteed. *See the Web site Fine Print below for more information. Domain Ownership: Currently, ProMedia Group manages the domains jeffparks.ora and jammininieff.com on behalf of the Jeffersonville Parks & Recreation Department. Invoicing for these occurs annually and is added to the monthly invoice at the time of renewal. Video & Photography ProMedia Group may provide professional photography and videog-aphy services at the client's request.These may include, but are not limited to: event coverage, product photography, commercials,general footage acquisitions,etc. All projects that fall under our production services will be quoted on a case-by-case basis and are separate from this proposal. Social Media Management ProMedia Group will continue to manage and create content for the Jeffersonville Parks & Recreation Department's Facebook and lnstagram accounts. Our team will collaborate with the client to develop a monthly content calendar,with up to 400 posts scheduled across the calendar year (January 1 -December 31, 2025). These may include :static/animated graphics, photography, reels, and/or stories. This calendar will be provided in advance for client review, edits, and approval. Upon request, individual posts can be sent for approval prior to publication. Should you wish to implement an ongoing post-by-post approval process, our Account Manager will coordinate this within Basecamp. Any requests for social media posts made outside of normal business hours for immediate publication will be billed at a premium of$250/hour, with a minimum of one hour. This charge PROPRIETARY AND CONFIDENTIAL will be added to your next monthly invoice. For urgent after-hours cancellations,our team can also provide pre-approved graphics for immediate use by the Jeffersonville Parks &Recreation Department team. Client-Created Graphics In the event that the Jeffersonville Parks&Recreation Department opts to create its own graphics for registrations or events,the following specifications must be met: • Facebook/Instagram: 1080 x 1080 pixels • Facebook Video: 1280 x 720 pixels • General Story: 1080 x 1920 pixels • Facebook Event Header:820 x 360 pixels for both desktop&mobile use • The client may also provide a Canva link with editing access,and ProMedia Group will make size adjustments or minor changes as needed. For graphics containing registration dates (i.e.,"Registration opens on December 1st"),please also provide a general version (only with the registration deadline, if needed). Should ProMedia Group be provided the Canva link to edit,our team will create this version on your behalf. Facebook Event Creation At the written request of the client,ProMedia Group will create up to(12) Facebook Events to gamer additional interest.These will be boosted at a minimum of S50 over a two-week timeline to audiences within a 30-mile radius of Jeffersonville. Boosting a Facebook event allows you to reach a broader audience and increase attendance or engagement with your event.These events will show as"sponsored"events in your audience's newsfeeds,event pages,Facebook's right-hand columns,and audience networks,as well as a connected Instagram account. Audiences that choose"interested"or"attending"within the event will receive automatic event reminders. • The Jeffersonville Parks&Recreation Department will submit all information,references, and/or requested imagery/graphics with the understanding that deliverables will be met within 1-3 business days of this submission. • Event descriptions and graphics will be provided to the client via email or uploaded into Basecamp for review,with publication happening after final written approval is received. *Events needed with less than a 24-hour turnaround cannot be guaranteed. Event Follow-Up and Media Posting Publications following community events will be pre-planned in alignment with client expectations and detailed in advance. If photo or video assets are acquired for an event: • Upon approval,the Account Manager will upload them to social media within 1-2 business days. Should a significant amount of time between the event and approval take PROPRIETARY AND CONFIDENTIAL place, ProMedia Group will advise on the relevancy of publication before moving forward. • For events where the City of Jeffersonville or the Jeffersonville Mayor's Office has photo acquisitions, ProMedia Group will share these on the Jeffersonville Parks & Recreation Department's Facebook page and/or the Jeff Parks Department's Instagram as a Story upon request.. • If the Department has permission to create its own posts using media from the City or Mayor's Office, our Account Manager will schedule the pose:for the business day following the social media release. Social Media Monitoring and Moderation A dedicated social media specialist will monitor Jeffersonville Parks & Recreation Department's social media channels during regular business hours. Responsibili':ies include: • Acting as a page moderator to respond to inquiries, field questions, and flag user interactions needing client attention. • Hiding or removing inappropriate comments, foul language slander, and irrelevant posts in accordance with city social media guidelines. • Allowing all comments that adhere to the city's social media policies to remain, unless removal is specifically requested by the client in writing. Facebook: httos://www.facebook.com/@JeffParksandEvents Instagram:https://vvww.instaaram.com/jeffoarksandevents/ Digital/Social Advertising ProMedia Group recommends creating and implementing a digital/social advertising strategy to engage with audiences and spread brand awareness, in addition to the Facebook-boosted events listed above. We will create a robust branding campaign using multiple media channels to deliver to an audience based on identified demographics, such as age, gender, education level, and location. All advertising will be delivered via cross-platforms. This service includes creating graphics and corresponding copy for the campaign,which will be submitted to the client for approval before launch. ProMedia recommends the following channels for your campaign. This service is not required but is available upon request and will be added to your next monthly invoice. Social Media Advertising-ProMedia Group will create motion graphics ads to be placed on Facebook and Instagram to engage with audiences and encourage interaction among individuals on both your platform page and your website. These ads show only to the target audience as "sponsored" and do not show as a post on your platform page. PROPRIETARY AND CONFIDENTIAL Additionally, at the request of the client,ProMedia Group will provide negotiation,media planning,and buying services to create an advertising campaign that is effective and cost-efficient. ProMedia Group will meet with all media(TV,radio,print,direct mail, billboards, digital/web, etc.).The advertising costs will be in addition to this proposal. • Streaming Radio- Your commercials run on streaming platforms Pandora and Spotify (see above).The commercials will be delivered to people that fit your target profile. • Streaming TV-Your commercials run on streaming video platforms,such as Hulu, YouTube TV,SlingTV,etc.The commercials will be delivered to people that fit your target profile. Analytics At the beginning of each month,a ProMedia Group representative!krill upload your key analytics reports for the previous month to your Basecamp account for your review,or email them at your request.These analytics will provide key measures for the perform nce of your marketing campaign and your website. Using these reports, ProMedia Group ill be able to monitor and make adjustments accordingly. Investment Prices are based on a one-year agreement Monthly Service Investment/mo Agency Retainer/Account Management $750 Website Services I $500 • Hosting, Maintenance,&Content Management 1 Social Media Management $3,600 Social/Digital Advertising • Facebook Boosted Events(12) $50/per event • Facebook/Instagram Ads TBD Total Monthly Investment $4,900 PROPRIETARY AND CONFIDENTIAL ( In-Kind Trade Jeffersonville Parks&Recreation to Provide Holiday Event Support Sponsorship $5,000 • Booth Space at all Holiday Events • Verbal Mention at all Holiday Events • Logo Placement on Parks Website-City Partners Page i • 20 Jeffersonville Aquatic Center passes Total Trade Value $5,000 The value of the in-kind trade provided by Jeffersonville Parks&Recreation Department,totaling$5,000,is fully reflected in the total monthly investment above,which includes all services and trade considerations as outlined, Payment Terms Any additional services will be added to the next monthly installment.Monthly invoices are due as indicated. Website Fine Print We maintain the website hosting environment(data center)for all of our websites.Ourwebsltes 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.Items not included in the project scope include logo desig 1,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 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 intemet 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 personal information such as social security numbers,credit card numbers,or other types of sensitive information in our database 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.Conslitently 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. While ProMedia Group strives to ensure that all automatic updates are performed smoothly and without issue,we cannot guarantee that automatic updates to the server;PHP version,WordPress core,builders,themes,and individual plugins will not cause unforeseen problems.ProMedia Group will monitor the websites to the best Of our ability,but any issues observed by the client should be directed to ProMedia Group,and we will rectify the problem as soon as possible.ProMedia Group is not liable for any loss of functionality,data,or revenue resulting from these automatic updates. PROPRIETARY AND CONFIDENTIAL Terms of Service ProMedia Group(Agency)agrees to be bound by these Terms of Service(TOS)when we process your payment information. You(Client)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 withyou 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 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 your account for nonpayment 10 days after the due date.Should service be suspended for any reason,I eluding 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 Agency'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 remall 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,website traffic,or other communications to 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. 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 the authority to act on behalf of the Client,including but not limited to,accepting/approving any completed Workflow Stag services,issuing change orders,and signing other writings with respect to the Project.Clients may change their Authorized representative at any time upon written notice to Agency.Client agrees to fully and promptly cooperate with Agency in connection with its services hereunder by making Client's Authorized Representative available to assist Agency by,among other things,reviewing and accepting/approving completed Workflow Stages,and otherwise pursuant to the Agreement upon Agency's reasonable request. 2.APPROVALS-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 Agency or sign off indicating Client's acceptance thereof.If Client makes no revisions during these revision periods or fails to timely sign-off,Agency may deem all services rendered in connection with the completed Workflow Stage to meet Client's satisfaction and to have been approved and Agency may then proceed to the next Workflow Stage. 3.INVOICES-Agency 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 Client.Payments for these invoices are due as indicated on the invoice. PROPRIETARY AND CONFIDENTIAL 4.INDEMNIFICATION-Client agrees to Indemnify and hereby holds harmless Agency and its agents,employees,and subcontractors from and against any and all losses,expenses,claims,liabilities,and c amages(whether consequential, Incidental,or otherwise)resulting from the use or reproduction of Client Materials/Media furnished by Client hereunder or the breach of this Agreement.Agency agrees to indemnify and hereby holds harmless Client and its agents,employees,and affiliates,from and against any and all losses,expenses,claims,liabilities,and damages(whether consequential,incidental, or otherwise)resulting from(i)Agency's gross negligence or intentional or wilful misconduct or(ii)Agency's breach of this Agreement. Client agrees to fully Indemnify and hold Agency free from harm in any and all claims resulting from Client not having obtained all the required copyright,and/or any other necessary permissions,as well a any ADA violations for the website and materials Client provides.Agency agrees to fully indemnify and hold Client free from harm in any and all claims resulting from Agency not having obtained all the required copyright,and/or any other necessary permissions,as well as any ADA violations for the website and materials Agency provides. 5.LIABILITY-Agency 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 person 1.Agency makes no other warranties, written,oral,or Implied,including without limitation the warranty of fitness for purpose�or merchantability.In no event shall Agency be liable for indirect,Incidental,special,or consequential damages,whether or,not the possibility of such damages has been disclosed to Agency in advance or could have been reasonably foreseen.Agency'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 oar 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 Agency 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 Agency reserves the right to renegotiate this proposal. 7.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 Agency.You may not reuse, republish,or reprint this content without our written consent. Acceptance & Signatures The parties hereby agree to the terms and conditions outlined in this agreement.This agreement is demonstrated by the signatures below:Accepted for �� t T0 �� by E\CZ t Coxicr Signed: 0a),, Title: ?OK-VS kCX, a �CY$ld Date: ( \ V1 l a' Accepted for ProMedia Group by Dan Williamson Signed: 12/18/24 Title:CEO/Founder Date PROPRIETARY AND CONFIDENTIAL t Promedia-12. 17.2024 (Jeff Parks 2025) Final Audit Report 2024-12-18 Created: 2024-12-18 By: ProMedia Group(info@promediagroup.com) Status: Signed Transaction ID: CBJCHBCAABAAFetUDRcDTV9nSTnADgINQHmOOCHVNwHq • "Promedia-12.17.2024 (Jeff Parks 2025)" History Document created by ProMedia Group (info@promediagroup.com) 2024-12-18-2:28:54 PM GMT C Document emailed to Dan Williamson (dan@promediagroup.com)for signature 2024-12-18-2:29:04 PM GMT ` Email viewed by Dan Williamson (dan@promediagroup.com) 2024-12-18-2:45:32 PM GMT Document e-signed by Dan Williamson (dan@promediagroup.com) Signature Date:2024-12-18-2:47:04 PM GMT-Time Source:server Q Agreement completed. 2024-12-18-2:47:04 PM GMT 0 Adobe Acrobat Sign 1