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Home My WebLink About11 - Newport Beach Conference on WomenCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 11 April 26, 2005 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Homer L. Bludau, City Manager 644 -3000, hbludau @city.newport- beach.ca.us SUBJECT: MARKETING PROPOSAL FOR FIRST ANNUAL NEWPORT BEACH CONFERENCE ON WOMEN ISSUE: Does the City Council want to approve a $17,750 contract for the marketing and promotion of the women's conference (Newport Beach Conference for Women) with California Marketing Concepts? This cost would be charged to Council account 8250, Special Department Expenses. RECOMMENDATION: Approve agreement. DISCUSSION: Council Member Leslie Daigle is proposing the City Council sponsor a conference for Newport Beach women which would offer speakers on various topics of interest to women on professional, maternal, health, and community involvement levels. The speakers include many women in our community that will inform and inspire attendees. Mothers, daughters, wives, volunteers, business women, health care providers, environmentalists, and architects will share practical ideas on managing increasingly complex life demands. The date for the conference is Wednesday, September 14, 2005, at the Balboa Bay Club. It is anticipated with strong marketing and promotional efforts, the conference could have up to 400 attendees its first year. Council Member Daigle feels it important for the conference first year's success to obtain the services of a professional marketing and promotions firm to assist in promoting this event. She has solicited and is bringing forward a proposal for these services from California Marketing Concepts (Peggy Fort). Ms. Fort was the Executive Director of the recent Corona del Mar Centennial and has had many private and public sector clients in Newport Beach over the years of her firm's existence. Marketing Proposal for First Annual N.B. Conference on Women April 26, 2005 Page 2 The services that California Marketing Concepts would provide include the following: developing sponsorship materials; logo development; media support, coverage and sponsorships; graphic design work; brochure development, and web site design, etc. The firm's work would be accomplished over the next 5 months. The conference would charge participants an attendance fee, which would cover the expenses for the speakers, lunch and the Balboa Bay Club facilities. In time, the event should be able to become self- sustaining financially; however, for the first year, the City Council's support in the form of covering the marketing expenses would be needed. Submitted by: Homer L. Bludau Attachments: Agreement Apr 18 2005 9:28AM California Marketing Conc 949 - 675 -0501 Newport Reach omens Conference California Marketing Concepts Work Agreement Y tlMAWNN (A11toINlA MARKETING (6NCIFIS Proposal Submitted By: California Marketing Concepts PO Box 5711 Balboa Island, CA 92662 (949) 675 -0501 www.AskCMC.com p.2 Apr 18 2005 9:28AM JCalifornia Marketing Conc 949- 675 -0501 p.3 CMC, Inc. Work Agreement - Confidential Page 2 4(1 V2005 r� � ALIf4RN{1� MARKETING (Ompis April 15th, 2005 Ms. Leslie Daigle Newport Beach City Council — District 4 The City of Newport Beach 3300 Newport Blvd. PO Box 1768 Newport Beach, CA 92658 - 8915 Dear Leslie: I truly appreciate the opportunity to work with on The First Annual Newport Beach Women's Conference, to develop and execute The Marketing and Public Relations Plan of Work for the September 141h, 2005 event. Based on our prior discussion and contingent upon approval at the April 26th, 2005 Newport Beach City Council Meeting, I would like to submit the following Work Agreement between California Marketing Concepts (CMC, Inc.) and The Newport Beach Women's Conference (NBWC) effective upon signing through September 301h , 2005. NEWPORT BEACH WOMEN'S CONFERENCE WORK AGREEMENT FEE STRUCTURE California Marketing Concepts (CIVIC, Inc.) will develop and execute an approved Marketing and Public Relations Plan of Work and Budget for The First Annual Newport Beach Women's Conference. CIVIC, Inc. to provide ongoing marketing and public relations consultation and services. CIVIC, Inc. to execute all marketing programs with consent and approval from NBWC, In order to develop, manage and execute a comprehensive marketing and public relations program on behalf of The Newport Beach Women's Conference, California Marketing Concepts will require the following: MARKETING & PUBLIc RELATIONS MONTHLY RETAINER $2,500.00 The monthly retainer fee will cover all ongoing consulting, execution and marketing and public relations activities as outlined in the proposed budget and plan of work. The retainer fee is based on accomplishing the specific responsibilities as outlined based on an estimated (25 -30) hours of work average per month and is to be paid In advance on the first day of the new month. (May 1st— September 1st, 2005) *Monthly Activity Reports will reflect an appropriate schedule otectivities and results. Apr 18 2005 9:29AM California Marketing Conc 949 - 675 -0501 CMC, Inc. Work Agreement - Confidential Page 3 4!18!2005 MARKETING CONSULTATION SERVICES $75.00 per hour When appropriate CMC, Inc. will provide additional marketing consultation for the NBWC at a rate of $75.00 per hour to be presented in advance for approval. CREATIVE & GRAPNIC DESIGNER SERVICES $75.00 per hour When appropriate CMC Inc. to provide marketing creative services on behalf of NBWC to be presented in advance for approval. CMC Inc. to direct execution of the creative production on a per project basis. MARKETING COORDINATION & ADMINISTRATION $50.00 per hour When appropriate CMC, Inc. will provide additional marketing support services for the NBWC at a rate of $50.00 per hour to be presented in advance for approval. MISC. EXPENSES The NBWC will reimburse CMC, Inc. on a monthly basis for all out of pocket expenses incurred in the performance of work executed on behalf of the NBWC. Such out of pocket expenses include, but, are not limited to reimbursements for: postage, photocopying, messenger, printing, seminars etc. Out -of- pocket expenses are not to exceed $300.00 per month without advance client approval. Out -of- pocket costs and expenses are payable upon receipt of invoice. REPORTING STRUCTURE Monthly CMC, Inc. to provide NBWC with a monthly activity report. ACCOUNT EVALUATION Monthly Account evaluation will be conducted between CMC and the NBWC on a monthly basis to ensure the success of the overall comprehensive marketing and public relations program, CONFLICT OF INTEREST CLAUSE Ongoing The Consultant or its employees may be subject to the provisions of the California Political Reform Act of 1974 (the "Act "), which (1) requires such persons to disclose any financial interest that may foreseeably be materially affected by the work performed under this Agreement, and (2) prohibits such persons from making, or participating in making, decisions that will foreseeably financially affect such interest. This would not prohibit the Consultant from presenting proposals and/or participating in discussions related to such interest. If subject to the Act, Consultant shall conform to all requirements of the Act. Failure to do so constitutes a material breach and is grounds for immediate termination of this Agreement by NBWC. Consultant shall indemnify and hold harmless NBWC for any and all claims for damages resulting from Consultant's violation of this Section. At the start of a new agreement, the Consultant shall disclose any existing work agreements, contracts, or other forms of compensation with vendors of the NBWC. If a new work agreement, contract, or other form of compensation with an existing or proposed vendor of the NBWC should develop during the Work Agreement term, the Consultant shall disclose the relationship prior to the acceptance of any contract or budget allocation by the NBWC. TERMINATION CLAUSE Ongoing Either party CMC, Inc. or the NBWC can terminate this work agreement for any reason with a sixty -day advance notice. p.4 S Apr 18 2005 9 :29AM California Marketing Conc 949- 675 -0501 CNIC, Inc. Work Agreement - Confidential Page 4 4/18/2005 Acknowledged and agreed by. Peggy Fort President California Marketing Concepts Date Leslie Diagle City Councilwoman The City of Newport Beach Date P.5