HomeMy WebLinkAboutProMedia Group City of Jeffersonville
Government Contract Coversheet
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Department of Redevelopment/Redevelopment Commission
Media Marketing Plan
To: Rob Waiz
Dir of Redevelopment and Economic Development
City of Jeffersonville
From: Dan Williamson
Founder & CEO, ProMedia Group
Date: January, 2025
A
ProMediaGroup
4106 Reas Lane
New Albany, Indiana 47150
p: 812.948.6214
www.promediagroup.com
PROPRIETARY AND CONFIDENTIAL
Our Services + You
Project Concept
The City of Jeffersonville (hereby referred to as the City) has experienced remarkable growth
and development over the last decade. To further support this progress,the City's Department
of Redevelopment seeks a comprehensive media marketing plan to promote continued
economic development and redevelopment projects. The following marketing strategy outlines
our recommendation on how to achieve this goal.
ProMedia Group, Southern Indiana's leading digital marketing agency, has been the driving force
behind the City of Jeffersonville's communications. As the City's trusted partner, ProMedia
Group will continue to collaborate and implement a comprehensive digital strategy designed to
ensure brand consistency, enhance digital engagement, and drive awareness of redevelopment
initiatives, ultimately creating a stronger foundation for economic growth.
The following contract outlines ProMedia Group's comprehensive scope of work, encompassing
a multi-faceted strategy designed to achieve these objectives effectively and efficiently.
Scope of Work
Account Management & Public Relations
As your agency of record, ProMedia Group will work to create a cohesive and consistent brand
across all of the City of Jeffersonville'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 service includes a dedicated account manager who will act as a
bridge between the City and the various departments within ProMedia Group. Your account
manager will assist in writing Press Releases, managing inquiries from the new media, and
attending the City's weekly staff and Board of Public Works BOPW meetings to ensure seamless
communication and alignment.
Newsletter: "Jeffersonville Progress"
ProMedia Group will produce (2) color newsletters, Spring and Fall. Creative concepts,
copywriting, graphic design, and project management will be provided to complete written news
stories that will be printed and mailed. The newsletter will be added to the website and
promoted on Facebook, Instagram, and Twitter (X) by sharing release dates and links to view
online and share. Optional use of the City's Constant Contact email marketing software for
distribution is included, upon request. All costs for physical asset acquisition or postage
expenses are not included in this proposal and will be invoiced separately.
PROPRIETARY AND CONFIDENTIAL
Social Media Management
ProMedia Group will provide a social media management strategy aimed at enhancing the City's
online presence by modernizing content with engaging, high-quality video assets while
maintaining a strong organic posting schedule. Each platform will be used strategically to reach
different audience segments, highlighting redevelopment efforts, community stories, and city
initiatives. The focus will be on fostering community engagement, increasing visibility, and
reinforcing the City's commitment to growth and progress.
Newly produced videos will be the foundation of content, bringing redevelopment projects and
city improvements to life. Posts will be visually dynamic, informative, and interactive to
encourage public interest and involvement.
A dedicated social media specialist will be responsible for monitoring social media channels
and will act as a page moderator to monitor inquiries and field questions, as well as garner the
attention of the client when a user requires additional assistance. Negative comments, foul
language, slander, and irrelevant posts will be hidden or removed from social media platforms.
Facebook
Build community awareness and engagement through video storytelling, project updates, and
city initiatives. This platform will serve as the primary conduit of information for visitors and
residents.
Posting Frequency: 3-4 times per week
Content Approach:
• Use high-quality videos to showcase redevelopment projects, from concept to
completion.
• Feature "before-and-after"transformations to highlight progress.
• Promote city events, ribbon cuttings, and public meetings.
• Spotlight local businesses and residents benefiting from city growth.
• Create engagement-driven posts, including Q&A sessions, polls, and community
spotlights.
• Post a mix of video, photo, and carousel content to maximize engagement.
• Optimize for Facebook's algorithm by encouraging comments, shares, and
discussions.
Services for this platform include:
• Uploading new cover art quarterly
• Manage Facebook video upload & captioning
• Regularly seek out new businesses in Jeffersonville to "Like"
• Coordinate with the City to define a monthly budget for boosting posts and
running additional promotions
PROPRIETARY AND CONFIDENTIAL
Instagram
Visually showcase redevelopment and city initiatives with a focus on modern, eye-catching
content.
Posting Frequency: 3-4 times per week
Content Approach:
• Leverage Instagram Reels (short, dynamic videos) to highlight redevelopment
progress, city events, and community stories.
• Create carousel posts featuring project breakdowns, step-by-step
transformations, and interviews with city leaders.
• Utilize Instagram Stories for real-time updates, behind-the-scenes content, and
interactive elements like polls and Q&A.
• Maintain a polished, modern aesthetic with bold text overlays for silent viewers.
• Use a consistent hashtag strategy (#OnlylnJeff, #JeffersonvilleGrowth,
#GrowingJeff) to increase reach and discoverability.
• Encourage user-generated content by featuring resident testimonials and
community contributions.
Services for this platform include:
• Management of Instagram account
• The number of posts each month will be dependent on available photo/video
content
Twitter(X)
Provide real-time updates, quick announcements, and engagement with local discussions.
Posting Frequency: 3-4 times per week
Content Approach:
• Share short video clips (under 30 seconds) highlighting key redevelopment
updates.
• Post quick project progress reports with images, GIFs, or brief videos.
• Engage with residents by responding to comments and retweeting community
discussions.
• Use Twitter polls and Q&A threads to drive engagement.
• Share links to longer content on Facebook and YouTube.
Services for this platform include:
• Monitor the feed at least once a day and share other newsworthy items
• Mentions and Messages will be checked daily and replied to when necessary
• Regularly seek out businesses and local organizations to follow
PROPRIETARY AND CONFIDENTIAL
YouTube
Serve as a long-form storytelling platform for redevelopment efforts and city initiatives.
Posting Frequency: 2-3 videos per month
Content Approach:
• Publish long-form videos (90-120 seconds) detailing redevelopment projects,
including time-lapse progress footage and interviews with stakeholders.
• Create YouTube Shorts (30-60 seconds)to provide quick project updates,
community engagement stories, and promotional teasers.
• Organize content into playlists such as "Redevelopment Projects,""Community
Spotlights," and "City Events" for easy navigation.
• Optimize titles, descriptions, and tags for search visibility.
• Share links across other social platforms to drive traffic to YouTube content.
Services for this platform include:
• Manage uploads of all video content
• Each video will be given a summary, sorted into proper categories, and tagged
• Each video will be closed-captioned
• Management of a customized YouTube channel, including a banner, picture,
channel name & handle, description, social media links, and a customized home
tab.
Video & Photography
Video News Release
ProMedia Group will produce (12) video news releases (VNR) yearly titled "Jeff Currents" for the
City of Jeffersonville. Videos will target a run time of 90-120 seconds, depending on the
content acquired. Each video will feature up to two interviews and feature accompanying b-roll
footage. Video topics may range from project updates to more residential pieces (living,
shopping, dining, and current events). ProMedia Group will also provide up to (8) photo ops per
month
ProMedia Group will provide the following services per month for this production:
• Pre-Production Coordination & Setup
• Up to 6 hours of on-location video acquisition
• Up to 6 hours of video producing &offlining
• Up to 6 hours of digital video editing and post-production
• Publish each video to social media channels
• Photography: up to (8) photo ops per month
o Up to 1 hour on location per photo op
PROPRIETARY AND CONFIDENTIAL
Reels
ProMedia Group will produce (24) 30-60 second reel videos a year. These video reels will be
shot in a vertical 9:16 format, and each reel will be filmed over a single one-hour-long
acquisition. These reels can be used as elevated photo ops, spotlighting stories that may not be
large enough for a "Jeff Currents" but need more visual coverage than a social media post with
photos. The reels can feature short on-camera segments from a single individual or be set to
music.
ProMedia Group will provide the following services for this production:
• Up to 1 hour on-location video reel acquisition
• Up to 3 hours of digital editing and post-production
• Publish each video to social media channels
Note:Travel outside of a 25-mile radius of the ProMedia office in New Albany, IN, will be billed
separately at a rate of$0.70/mile.
Digital/Social Advertising
The City's digital advertising campaign will leverage newly produced video content to reach
targeted audiences across multiple platforms, ensuring a consistent and impactful message.
Ads will be delivered via a cross-platform approach, utilizing Facebook, Instagram,YouTube
Shorts, and Spotify Video Ads to maximize visibility, engagement, and reach.
This strategy will focus on promoting the City's redevelopment efforts, initiatives, and
quality-of-life improvements to residents, businesses, and potential investors. The content will
be tailored to each platform while maintaining a unified message across all channels.
This service includes the creation of graphics, ad copy, and video adaptations for the campaign,
ensuring content is optimized for each platform. All advertising will be submitted to the client
for approval before launch. ProMedia recommends the following channels for your campaign.
Kev Target Audiences:Jeffersonville and nearby community residents(ages 25-65)interested in local development,events,and
community updates,as well as business owners and entrepreneurs in the region.
Facebook& Instagram Ads
Drive awareness, community engagement, and public support for city initiatives through highly
targeted video campaigns.
Strategy:
• Video Ad Types:
o Short-form (15-30 sec) for quick engagement.
o Medium-length (30-60 sec) for storytelling and deeper messaging.
• Targeting:
PROPRIETARY AND CONFIDENTIAL
o Local residents, business owners, and potential investors.
o Demographic and behavioral targeting to reach engaged community members.
• Placement:
o Feeds, Stories, Reels, and in-stream video ads.
• Call-to-Action (CTA):
o Encourage engagement through comments, shares, and visits to city resources.
o Direct users to project updates,community meetings, and website content.
YouTube Shorts Ads
Capture high-intent viewers with visually engaging, mobile-first video content.
Strategy:
• Video Format:
o Vertical, fast-paced videos (15-30 sec) optimized for mobile viewing.
• Targeting:
o Geo-targeted to Jeffersonville and surrounding areas.
o Interest-based targeting (economic development, local news, real estate).
• Placement:
o YouTube Shorts and in-feed video placements.
• Call-to-Action (CTA):
o Encourage viewers to explore the City's redevelopment projects.
O Drive traffic to the city's website or dedicated landing pages.
Spotify Video Ads
Reach on-the-go listeners with visual storytelling through Spotify's video ad placements.
Strategy:
• Video Format:
O 15-30 sec high-impact video ads that autoplay when users engage with the app.
• Targeting:
O Location-based targeting for Jeffersonville and surrounding areas.
O Demographic targeting (age, interests, listening habits).
• Placement:
o Mobile and desktop video ad placements between songs or podcasts.
• Call-to-Action (CTA):
o Promote city initiatives and drive awareness for key projects.
o Encourage visits to the city's website or social channels for more information.
PROPRIETARY AND CONFIDENTIAL
Website Hosting, Maintenance, & Content Management
ProMedia Group will continue to host your site (cityofjeff.net) on our secure server. We will
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 4 hours 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 and information, as well as collaborating with ProMedia Group to draft and
approve any changes to the site. Unused hours do not carry over to the following month.
Clients are requested to send all requests via email to our ticket system at
admin@promediagroup.com. This centralized system streamlines the process of managing
website updates and ensures that requests are promptly addressed by our team. All requests
have a turnaround time of 3-5 business days; however, depending on the complexity of the
request,there may be delays. In this event, ProMedia Group will notify the City of Jeffersonville
of any unexpected delays. Any urgent request made with a less than 24-hour turnaround time
cannot be guaranteed.
Clients may be provided with a login to the backend so they can make updates and changes as
they wish. Training documents will be provided to your team upon request for easy
follow-through. However, please note that ProMedia Group is the preferred point of contact for
any content additions, alterations, or additional website management you may need.
See Website Fine Print below for more information. Please note that this agreement does not
include the production, management, or hosting of Facebook Live streams, which are invoiced
separately.
Domain Ownership: If ProMedia Group has not purchased or is not maintaining the domain,the
client remains solely responsible for billing and renewals. Alternatively,the domain can be
transferred to ProMedia Group's domain provider for management, ensuring seamless billing,
renewal, and DNS configuration.
Analytics
At the beginning of each month, a ProMedia Group representative will review and send your key
analytics reports for the previous month. 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.
PROPRIETARY AND CONFIDENTIAL
Investment
Prices are based on a multi-year agreement
Monthly Service Investment/mo
Accnt Mgmt/Public Relations/Newsletter Coordination $600
Social Media Management $2,500
Video & Photography $4,800
Digital/Social Advertising $2,500
Website Hosting, Maintenance, &Content Updates $1,550
Total Monthly Investment $11,950
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 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 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 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 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.
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 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 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,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 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 cancellation is received 90 days prior to the renewal date.Upon renewal,an
automatic 3%yearly increase in fees will apply.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,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 Stage 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 damages(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 as 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 personnel.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 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 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.
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 outlined in this agreement.This agreement is
demonstrated by the signatures below:
Accepted for by,1,01(~ it,Aa..Pr
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Title: a 4-5'44 `- -r'"
Date: 1 Z yz
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Accepted for ProMedia Group by Dan Williamson
Signed: C � e�-�_
Title: CEO/Founder Date 1130/25
PROPRIETARY AND CONFIDENTIAL