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HomeMy WebLinkAboutItem 4.08 MarketBrochureValformCITY CLERK FILE # 0600-30 AGENDA STATEMENT CITY COUNCIL MEETING DATE: September 19, 2000 SUBJECT: Consultant Services for Promotional Marketing Brochure Report Prepared by: Christopher L. Foss, Economic Development Director ATTACHMENTS: 1. Resolution Approving Agreement with Consultant 2. Consultant Services Agreement RECOMMENDATION: 1. Adopt Resolution Approving Agreement with ValForms, Inc. for Marketing Brochure Production Services 2. Authorize the City Manager to execute the agreement FINANCIAL STATEMENT: Proposed cost of service will not exceed $28,500. Funds are available in FY 2000-2001 budget. DESCRIPTION: The City of Dublin has worked, since the inception of the Economic Development program in 1994, to strengthen and diversify the city's economic base. Those efforts are intended to recruit and retain businesses and has been augmented by print materials, the City's web site, and most recently as promotional video. For FY 2000-2001, the City Cotmcil has directed staff to proceed with the development of a promotional marketing brochure that will supplement the city's overall economic development efforts. On August 1, 2000, the City Council directed staff to issue a Request forQualifications/Proposal (RFQ/P) for consultants to produce an 8rpage marketing brochure. The RFP was mailed to 51 consultants throughout the Bay Area, and the City received 12 responses. The responses were reviewed by City staff in such areas as cost, quality of work, creativity, and production timeframe. Staffs review provided four finalists that were interviewed on September 12, 2000. It was the consensus of the interview panel that ValForms, Inc., in conjunction with its subsidiary JHKdesign, Associates, be recommended for selection for the following reasons. First, their proposal was consistent with the elements outlined in the RFP. Second, their proposal included creative ideas for the city's brochure, including six possible themes. Third, they are familiar with Dublin and the Tri-Valley area. Fourth, their proposal was competitive with regards to cost and production schedule. The proposal from ValForms, Inc. calls for the completion of the promotional marketing brochure within 10-12 weeks at a cost not to exceed $ 28,500. Staff conducted a reference check on ValForms, Inc. and their references were exemplary. H/cc-forms/agdastmt. doc COPIES TO: ITEM NO. There are sufficient funds in the FY 2000-2001 budget to proceed with the work outlined in the proposal. RECOMMENDATION: It is therefore staffs recommendation that the City Cotmcil adopt the proposed resolution approving the Consultant Services Agreement with ValForms, Inc. and authorize the City Manager to sign on the City's behalf. RESOLUTION NO. - O0 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN APPROVING AGREEMENT WITH VALFORMS, INCORPORATED TO PREPARE A PROMOTIONAL MARKETING BROCHURE FOR THE CITY OF DUBLIN WHEREAS, the City Council has identified the completion of a promotional marketing video as a high priority for FY 2000-2001; and WHEREAS, the City issued a Request for Qualifications/Proposals to qualified marketing and public relations firms and subsequently interviewed four (4) qualified consultants; and WHEREAS, ValForms, Incorporated was determined to be the most qualified consultant; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does approve the agreement with ValForms, Incorporated. BE IT FURTHER RESOLVED that the City Manager is authorized to execute the agreement. PASSED, APPROVED AND ADOPTED this 19th day of September, 2000. AYES: NOES: ABSENT: ABSTAIN: ATTEST: Mayor City Clerk ATTACHMENT A STANDARD CONTRACTUAL SERVICES AGREEMENT ~-~ ~ / '7 THIS AGREEMENT is made at Dublin, Califomia, as of September 19, 2000, by and between the CITY OF DUBLIN, a municipal corporation ("CITY"), and ValForms, Incorporated ("CONTRACTOR"), who agree as follows: 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, CONTRACTOR shall provide to CITY the services described in Exhibit A. CONTRACTOR shall provide said services at the time, place and in the manner specified in Exhibit A. 2. PAYMENT. CITY shall pay CONTRACTOR for services rendered pursuant to this Agreement at the time and in the manner set forth in Exhibit B. The payments specified in Exhibit B shall be the only payments to be made to CONTRACTOR for services rendered pursuant to this Agreement. CONTRACTOR shall submit all billings for said services to CITY in the manner specified in Exhibit B; or, if no manner be specified in Exhibit B, then according to the usual and customary procedures and practices which CONTRACTOR uses for billing clients similar to CITY. 3. FACILITIES AND EOUIPMENT. Except as set forth in Exhibit C, CONTRACTOR shall, at its sole cost and expense, furnish all facilities and equipment which may be required for furnishing services pursuant to this Agreement. CITY shall furnish to CONTRACTOR only the facilities and equipment listed in Exhibit C according to the terms and conditions set forth in Exhibit C. 4. GENERAL PROVISIONS. The general provisions set forth in Exhibit D are part of this Agreement. In the event of any inconsistency between said general provisions and any other terms or conditions of this Agreement, the other term or condition shall control insofar as it is inconsistent with the general provisions. 5. EXHIBITS. All exhibits referred to herein are attached hereto and are by this reference incorporated herein. ATTACHMENT B 6. CONTRACT ADMINISTRATION. This Agreement shall be administered by Richard C. Ambrose ("ADMINISTRATOR"). All correspondence shall be directed to or through the ADMINISTRATOR or his or her designee. NOTICES. Any written notice to CONTRACTOR shall be sent to: Bob Trimble ValForms, Inc. 1061 Serpentine Lane, Suite F Pleasanton, CA 94566 Any written notice to CITY shall be sent to: City of Dublin Attn.: Richard Ambrose P. O. Box 2340 Dublin, CA 94568 Executed as of the day first above stated: Attest: City Clerk CITY OF DUBLIN a municipal corporation By "CITY" By "CONTRACTOR" Approved as to form: City Attorney EXHIBIT A SCOPE OF SERVICES The Contractor will provide services as outlined in the attached proposal. Exhibit A Page 1 of 1 9/13/2000 EXHIBIT B PAYMENT SCHEDULE CITY shall pay CONTRACTOR an amount not to exceed $ 28,500 for brochure production services to be performed pursuant to this Agreement. CONTRACTOR shall submit bi-monthly/monthly invoices during the term of this Agreement. The total sum stated above shall be the total which CITY shall pay for services to be rendered by CONTRACTOR pursuant to this Agreement. CITY shall not pay any additional sum for any expense or cost whatsoever incurred by CONTRACTOR in rendering services pursuant to this Agreement. CITY shall make no payment for any extra, further or additional service pursuant to this Agreement unless such extra service and the price therefor is agreed to in writing executed by the City Manager or other designated official of CITY authorized to obligate CITY thereto prior to the time such extra service is rendered. The services to be provided under this Agreement may be terminated without cause at any point in time in the sole and exclusive discretion of CITY. In this event, CITY shall compensate the CONTRACTOR for all outstanding costs incurred as of the date of written notice thereof and shall terminate this Agreement. CONTRACTOR shall maintain adequate logs and timesheets in order to verify costs incurred to date. The CONTRACTOR is not authorized to perform any services or incur any costs whatsoever under the terms of this Agreement until receipt of a fully executed Purchase Order from the Finance Department of the City of Dublin. Exhibit B Page 1 of 1 9/13/2000 EXHIBIT C CITY shall furnish physical facilities such as desks, filing cabinets, and conference space, as may be reasonably necessary for CONTRACTOR'S use while consulting with CITY employees and reviewing records and the information in possession of CITY. The location, quantity, and time of furnishing said physical facilities shall be in the sole discretion of CITY. In no event shall CITY be obligated to furnish any facility which may involve incurring any direct expense, including, but not limiting the generality of this exclusion, long-distance telephone or other communication charges, vehicles, and reproduction facilities. Exhibit C Page 1 of 1 9/13/2000 EXHIBIT D GENERAL PROVISIONS 1. INDEPENDENT CONTRACTOR. At all times during the term of this Agreement, CONTRACTOR shall be an independent contractor and shall not be an employee of CITY. CITY shall have the right to control CONTRACTOR only insofar as the results of CONTRACTOR'S services rendered pursuant to this Agreement; however, CITY shall not have the right to control the means by which CONTRACTOR accomplishes services rendered pursuant to this Agreement. 2. LICENSES: PERMITS: ETC. CONTRACTOR represents and warrants to CITY that he has all licenses, permits, qualifications and approvals of whatsoever nature which are legally required for CONTRACTOR to practice his profession. CONTRACTOR represents and warrants to CITY that CONTRACTOR shall, at his sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals which are legally required for CONTRACTOR to practice his profession. 3. TIME. CONTRACTOR shall devote such time to the performance of services pursuant to this Agreement as may be reasonably necessary for satisfactory performance of CONTRACTOR'S obligations pursuant to this Agreement. 4. INSURANCE REOUIREMENTS. CONTRACTOR shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the CONTRACTOR, his agents, representatives, employees or subcontractors. (a) Minimum Scope of Insurance. Coverage shall be at least as broad as: 1. Insurance Services Office form number GL 0002 (Ed. 1/73) covering comprehensive General Liability and Insurance Services Office form number GL 0404 covering Broad Form Comprehensive General Liability; or Insurance Services Office Commercial General Liability coverage ("occurrence" form CG 0001 .) 2. Insurance Services Office form number CA 0001 (Ed. 1/78) covering Automobile Liability, code 1 "any auto" and endorsement CA 0025. 3. Workers' Compensation Insurance as required by the Labor Code of the State of California and Employers Liability Insurance. Exhibit D Page 1 of 5 9/13/2000 (b) (c) (d) Minimum Limits of Insurance. CONTRACTOR shall maintain limits no less than: 1. General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage. If commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. 2. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage. 3. Workers' Compensation and Employers Liability: Workers' Compensation limits as required by the Labor Code of the State of California and Employers Liability limits of $1,000,000 per accident. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the CITY. At the option of the CITY, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the CITY, its officers, officials and employees; or the CONTRACTOR shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. Other Insurance Provisions. The policies are to contain, or be endorsed to contain, the following provisions: 1. General Liability and Automobile Liability Coverages. a. The CITY, its officers, officials, employees and volunteers are to be covered as insureds as respects: liability arising out of activities performed by or on behalf of the CONTRACTOR; products and completed operations of the CONTRACTOR, premises owned, occupied or used by the CONTRACTOR, or automobiles owned, leased, hired or borrowed by the CONTRACTOR. The coverage shall contain no special limitations on the scope of the protection afforded to the CITY, its officers, officials, employees or volunteers. Exhibit D Page 2 of 5 9/13/2000 (e) (g) (h) b. The CONTRACTOR'S insurance coverage shall be primary insurance as respects the CITY, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the CITY, its officers, officials, employees or volunteers shall be excess of the CONTRACTOR'S insurance and shall not contribute with it. c. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the CITY, its officers, officials, employees or volunteers. d. The CONTRACTOR'S insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 2. Workers' Compensation and Employers Liability Coverage. The insurer shall agree to waive all fights of subrogation against the CITY, its officers, officials, employees and volunteers for losses arising from work performed by the CONTRACTOR for the CITY. Acceptability of Insurers. Insurance is to be placed with insurers with a Bests' rating of no less than A:VII. Verification of Coverage. CONTRACTOR shall furnish CITY with certificates of insurance and with original endorsements effecting coverage required by this clause. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificates and endorsements are to be received and approved by the CITY before work commences. The CITY reserves the right to require complete, certified copies of all required insurance policies, at any time. Subcontractors. CONTRACTOR shall include all subcontractors as insureds under its policies or shall fumish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein. The Risk Manager of CITY may approve a variation in those insurance requirements upon a determination that the coverages, scope, limits and forms of such insurance are either not commercially available or that the CITY's interests are otherwise fully protected. Exhibit D Page 3 of 5 9/13/2000 CONTRACTOR NO AGENT. Except as CITY may specify in writing, CONTRACTOR shall have no authority, express or implied, to act on behalf of CITY in any capacity whatsoever as an agent. CONTRACTOR shall have no authority, express or implied, pursuant to this Agreement to bind CITY to any obligation whatsoever. ASSIGNMENT PROHIBITED. No party to this Agreement may assign any right or obligation pursuant to this Agreement. Any attempted or purported assignment of any right or obligation pursuant to this Agreement shall be void and of no effect. PERSONNEL. CONTRACTOR shall assign only competent personnel to perform services pursuant to this Agreement. In the event that CITY, in its sole discretion, at any time during the term of this Agreement, desires the removal of any such persons, CONTRACTOR shall, immediately upon receiving notice from CITY of such desire of CITY, cause the removal of such person or persons. STANDARD OF PERFORMANCE. CONTRACTOR shall perform all services required pursuant to this Agreement in the manner and according to the standards observed by a competent practitioner of the profession in which CONTRACTOR is engaged in the geographical area in which CONTRACTOR practices his profession. All instruments of service of whatsoever nature which CONTRACTOR delivers to CITY pursuant to this Agreement shall be prepared in a substantial, first class and workmanlike manner and conform to the standards of quality normally observed by a person practicing in CONTRACTOR's profession. HOLD HARMLESS AND RESPONSIBILITY OF CONTRACTORS. CONTRACTOR shall take all responsibility for the work, shall bear all losses and damages directly or indirectly resulting to him, to any subcontractor, to the CITY, to CITY officers and employees, or to parties designated by the CITY, on account of the performance or character of the work, unforeseen difficulties, accidents, occurrences or other causes predicated on active or passive negligence of the CONTRACTOR or any subcontractor. CONTRACTOR shall indemnify, defend and hold harmless the CITY, its officers, officials, directors, employees and agents from and against any or all loss, liability, expense, claim, costs (including costs of defense), suits, and damages of every kind, nature and description directly or indirectly arising from the performance of the work. This paragraph shall not be construed to exempt the CITY, its employees and officers from its own fraud, willful injury or violation of law whether willful'or negligent. Exhibit D Page 4 of 5 9/13/2000 , For purposes of Section 2782 of the Civil Code the parties hereto recognize and agree that this agreement is not a construction contract. By execution of this agreement CONTRACTOR acknowledges and agrees that he has read and understands the provisions hereof and that this paragraph is a material element of consideration. Approval of the insurance contracts does not relieve the CONTRACTOR or subcontractors from liability under this paragraph. GOVERNMENTAL REGULATIONS. To the extent that this Agreement may be funded by fiscal assistance from another governmental entity, CONTRACTOR shall comply with all applicable rules and regulations to which CITY is bound by the terms of such fiscal assistance program. DOCUMENTS. All reports, data, maps, models, charts, studies, surveys, photographs, memoranda or other written documents or materials prepared by CONTRACTOR pursuant to this Agreement shall become the property of CITY upon completion of the work to be performed hereunder or upon termination of the Agreement. Exhibit D Page 5 of 5 9/13/2000 DUB] .l_N _':'s a Grea: Zace :o Grow! INCORPORATED jHKdesign ,'-, ~, ,% ~) ¢'1/:\ T l~ ,"-; INCORPORATED JHKdesign A S S O C I A T E S August 24, 2000 Mr. Chris Foss Economic Development Director CITY OF DUBLIN 100 Civic Center Dublin, CA 94568 Proposal for Marketing Brochure for Economic Development Dear Chris: Enclosed please find our proposal for the City of Dublin's Economic Development marketing collaterals. As you can see from the enclosed materials, ValForms, Inc. and our subsidiary JHKdesign, have the expertise, personnel and production capabilities to produce a creative, professional and effective piece reflecting Dublin's unique position in the East Bay as a city where tradition meets high tech. As both members of the Tri-Valley business community, as well as 30-year Dublin residents, we are proud to call this area our home. The people behind ValForms, Inc. and JHKdesign will bring insightful experience and first-hand knowledge to this project. Our personal and professional pride in our community is sure to be reflected in our approach to the City of Dublin's brochure. We eagerly anticipate hearing from you in September, and welcome the opportunity to meet again to take the next step in this project. Sincerely, Bob Trimble ValForms, Inc. Jody Hubert J H Kdesign Associates Attach merits (:()I<I~()R\]I ()11 i(:15: IOl, i Serpcnii!ll' I,Hu', Suih' t ]~lP,IS;lllhlll, (:,fiiJilrnia i[ I ')25 16 I ()S70 lAX 925 I[>[ 0574 INCORPORATED jHKdesign ASSOCIATES Company Overview ValForms, Inc. was founded in 1991 and is an S Corporation. Our reputation with clients, suppliers and employees remains excellent and we appreciate their confidence in our company and its future. VaIForms prides itself in developing partnerships with its clients and providing real solutions to real needs and established objectives. By listening to our clients, we are able to provide creative solutions at competitive prices. ValForms has been recognized as a leader in the industry by the Small Business Administration, and is the recipient of numerous awards in graphics and printing. IHKdesign, our subsidiary and associate in creative development, was established in 1992. Creative director Jody Hubert Keisling has over twenty years experience in the field of advertising. Her skills include graphic design, copyediting, photographic art direction, marketing, and print production. She is the recipient of three Addy Awards for logo design, brochure design and direct mail collateral. The former art director of Wine Country Magazine, Hanson Art Galleries and Gibbs & Associates, Jody has freelanced for many local advertising agencies. Her diverse clientele includes KMEL Radio, Hitachi Software, San Ramon Regional Medical Center as well as numerous corporate accounts. Jody is capable of overseeing all areas of project management including copywriting, photography and production. JHKdesign is associated with several award-winning corporate and lifestyle writers, including a former editor of Diablo Magazine and feature writers for the Contra Costa Times, and has a stable of reputable commercial photographers available as needed. This network of talent ensures a winning' team will be assembled to produce the City of Dublin's Economic Development collaterals. Service to the Dublin Community Bob Trimble, president of ValForms, Inc. and a 30-year Dublin resident continues to be active in community service. He recently chaired the Graffiti Committee to eradicate graffiti in the City of Dublin. He founded Dublin Partners in Education, an organization that part- ners local businesses with schools. He is the founder of the From Crayons to Computers Warehouse, which allows local schools to use surplus supplies from businesses in the com- munity. To date, over 500 computers have been reconditioned and returned to active use in local schools. He has recently been internationally recognized for designing and han- dling all the fundraising to build a playground for handicapped children in Dublin. He is a member of the Dublin Lions Club and a past member of the Dublin Parks and Community Services Commission. ValForms is a founding member and donates to Newspapers in Education, a program which allows school children to receive copies of local newspapers for discussion and study. In addition, ValForms donated over $15,000 in printing to local groups in 1999. ValForms continues to give back to the City of Dublin and the surrounding communities that we serve. As consultant for the Economic Development marketing collaterals, Bob Trimble not only brings thirty years of expertise in the printing business, but also his out- standing reputation within the Dublin community. (U~)RI'()R,\I I (]1 I I~;[ ,~: iOfil Kerll ,nlinl, [,ul¢, Suih' ] i~jl!,lsarlhlrl, (:,lJih,rlfi,i I~'fl;(l(, INCORPORATED JI-IKdes gn A S S O C I A T E S Our Reputation VaIForms, Inc. printing and design sales in 1999 surpassed $900,000 to Longs Drug Stores, $980,000 to Old Republic Home Protection Company, $100,000 to Davey Tree Surgery Company, $50,000 to the California Youth Soccer Association and over 350 other clients across the United States including Hawaii. Feel free to contact our clients: Ms. Gwen Gallagher, President ................................... 866-1500 OLD REPUBLIC HOME PROTECTION Two Annabel Lane, Suite 105, San Ramon, CA 94583 Account established 1978. Services provided include: design and printing of all print collateral materials, a&zertising, brochures, operating forms, warehousing and forms management. Mr. Dennis Speck, Manager Office Services .......................... 210-6785 LONGS DRUG STORES 1 41 North Civic Drive, Walnut Creek, CA 94568 Account established 1981. Services provided include: design and printing of all promotional forms for stores all operating forms, warehousing and forms management. Mrs. Helena Iceman, Executive Director ............................ 426-5437 CALIFORNIA YOUTH SOCCER ASSOCIATION 1249 Quarry Lane Suite 140, Pleasanton, CA 94566 Account established 1990. Services provided include: design and printing of all operating forms, promotional and marketing collateral. Mr. David Rice, Executive Director ................................ 734-1956 TRI-VALLEY COMMUNITY FUND 501 El Charro Road, Pleasanton, CA 94588 Account established 1998. Services provided include: logo development, brochure design, copywriting, photography and production of aft corporate and operating collateral. JHKdesian Associates: Ms. Katie Eyerly, Marketing Director ........................... (415) 538-5607 KMEL RADIO/AMFM INC. 340 Townsend Street, Suite 5-106, San Francisco, CA 94107 Account established 1996. Services provided include: logo development, bumper stickers, media kits, brochures, advertising, event promotion, in-store point of purchase displays, t-shirts, web graphics. Mr. Kirk Hammond, Sales Director ............................ (520) 690-9688 HITACHI SOFTWARE, INC. 601 Gateway Blvd. Suite 500, South San Francisco, CA 94080 Account established 1999. Services provided include: product brochure development, trade show displays, signage, magazine advertising, on-site photo shoot. {' )RII()R,\[I ()1 I ](ZI S: 10(11%t!l'lll'lllil/~' IJrk' Suite [ III ')25 I(11 0570 lAX ')25 i(31 0571 .Scope of this Project k'.~~,,.,.~..,. iNcoRPoRATED A S S O C IA T E S Outline and Concept ................................................................................................$1,500 Narrative and concept of project Storyboards/thumbnail design Copy outline Art Direction .............................................................................................................$6,500 Design Production Project management Copywriting ..............................................................................................................$3,500 Rough draft narrative Edit Review and revise Final draft Photography .............................................................................................................$6,500 Location scout 3-day location shoot Expenses Unlimited usage rights Stock photo purchase Printing ...................................................................................................................$11,500 High resolution drum scanning Color correction Color digital proof High resolution proof and blueline Press check Print 2,500 four-color, 8-page + cover brochures with 4" pocket. Projected Project Cost= $28,500 C()RII()I{,\II ()1:1 i()fll S/!rlmntinI?l,/rle, $~lih' [ II ] 925 ,I I,,\× 'y2.1; I(11 INCORPORATED JHKdesign ASSOCIATES Creative Approach: Sample Photographic Style/Themes Creative would focus on the theme of "growth." Things growing--buildings, families, nature and infrastructure--Dublin is the place where there is room for all to develop side by side. Art Direction would focus on a colorful, bright look-brilliant greens, azure blues and sunflower golds--showing vistas, vast sky and open space. Photography would emphasis movement, and include business planners, families and other individuals actively involved around the community, ie: dining, recreation, schools, housing, shopping, transportation. The body language of arms extended or out stretched in the photos suggests optimism, a willingness to embrace new things and of space to expand. Theme would be carried through with copywriting, and other design elements. Dublin: It's a Great Place to Growl Where Tradition Meets High Tech. The Place To Wrap Your Life Around. Dublin: You're Almost Them. For Everywhere You Grow: Businesses Growth/Family Growth/Personal Growth People to Meet...Spaces to Grow.