HomeMy WebLinkAboutC-3768 - Newport Beach Conference on WomenC_n f
NEWPORT BEACH WOMEN'S CONFERENCE
AGREEMENT
THIS AGREEMENT ( "Agreement ") is made and entered into as of this c day of
ftL41 , 2005, by and between the THE CITY OF NEWPORT BEACH, a municipal
corporation (the "CITY "), and CALIFORNIA MARKETING CONCEPTS, INC., a corporation
whose principal place of business is P.O. Box 5711, Balboa Island, California, 92662,
( "CONSULTANT "), and is made with reference to the following:
FEE STRUCTURE
CONSULTANT shall develop and execute an approved Marketing and Public Relations Plan of
Work and Budget for the First Annual Newport Beach Women's Conference. CONSULTANT
shall provide ongoing marketing and public relations consultation and services.
CONSULTANT shall execute all marketing programs with consent and approval from THE
NEWPORT BEACH WOMEN'S CONFERENCE, a non- profit organization, ( "NBWC ") and the
CITY.
In order to develop, manage and execute a comprehensive marketing and public relations
program on behalf of the NBWC and CITY, CONSULTANT shall require the following:
MARKETING & PUBLIC RELATIONS MONTHLY RETAINER
The monthly retainer fee of $2,500.00 shall 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 1, 2005 to September 1, 2005). Monthly Activity Reports shall
reflect an appropriate schedule of activities and results. Compensation for all work performed
in accordance with this Agreement, including all reimbursable items and subconsultant fees,
shall not exceed Seventeen Thousand Seven Hundred Fifty Dollars and no /100 ($17,750.00)
without additional written authorization from the CITY.
MARKETING CONSULTATION SERVICES
When appropriate, CONSULTANT shall provide additional marketing consultation for NBWC
and CITY at a rate of $75.00 per hour to be presented in writing to CITY in advance for
approval.
CREATIVE & GRAPHIC DESIGNER SERVICES
When appropriate, CONSULTANT shall provide additional marketing creative services on
behalf of NBWC and CITY at a rate of $75.00 per hour to be presented in writing to CITY in
advance for approval.
MARKETING COORDINATION & ADMINISTRATION
When appropriate, CONSULTANT shall provide additional marketing support services for
NBWC and CITY at the rate of $50.00 per hour to be presented in writing to NBWC and CITY
in advance for approval.
MISCELLANEOUS EXPENSES
Subject to the overall expenditure limitations set forth above, CITY shall reimburse
CONSULTANT on a monthly basis for out -of- pocket expenses incurred in the performance of
work executed on behalf of CITY. Such out -of- pocket expenses include, but are not limited to,
reimbursements for postage, photocopying, messenger services, printing and seminars. Out -
of- pocket expenses are not to exceed $300.00 per month without advance written approval of
the CITY. Out -of- pocket costs and expenses are payable upon receipt of invoice.
REPORTING STRUCTURE
CONSULTANT shall provide NBWC and CITY with a monthly activity report. This Agreement
will be administered by the City Manager's Office and Assistant City Manager Sharon Wood
shall have the authority to act for the City under this Agreement.
ACCOUNT EVALUATION
Account evaluation shall be conducted between CONSULTANT and NBWC on a monthly
basis to ensure the success of the overall comprehensive marketing and public relations
program.
CONFLICT OF INTEREST CLAUSE
CONSULTANT or its officers, agents or employees may be subject to the provisions of the
California Political Reform Act of 1974 ( "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 foroseeably financially affect such interest. This would not prohibit 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 the CITY, NBWC and their officers,
employees, agents, and volunteers for any and all claims for damages resulting from
CONSULTANT's violation of this section. At the start of a new agreement, CONSULTANT
shall disclose any existing work agreements, contracts, or other forms of compensation with
vendors of the NBWC or CITY. If a new Agreement, contract, or other form of compensation
with an existing or proposed vendor of NBWC or CITY should develop during the Agreement
term, CONSULTANT shall disclose the relationship prior to the acceptance of any contract or
budget allocation by NBWC.
TERMINATION CLAUSE
CONSULTANT or CITY can terminate this Agreement for any reason with a ten (10) day
advance written notice.
IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed on the day
and year first written above.
APPROVED AS TO FORM AND
CONTENT:
Cam-- C�
Aar6n C. Harp, Assi t nt City Attorney
for the City of Newport Beach
AT ST: A
By.
La onne Harkfess, City Clerk
CITY OF NEWPORT BEACH
A Municipal Corporation
By: +s./
omer Bludau, 9fty Manager
for the City of Newport Beach
MARKETING CONCEPTS, INC.
[005
CITY 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 4architects 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.
garketing Proposal for First Annual96. 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 9:28nM
California Marketing Conc 949 -875 -0501
• •
=-!
Cable Ma irketlna Cots
Work Agreement
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t.Q:N'G E FT 3
Proposal Submitted By:
California Marketing Concepts
PO Box 5711
Balboa island, CA 82662
(949) 675 -0507
www.AskCMC.com
p.2
Apr 18 2005 9:28AM California Marketing Cone 949 -675 -0501 p.3
CMC, Inc. Work Agreement - Confidential Page 2 411 &7005
A�--
C All{4RNIA
14kRIIiING
CON(Em
April 151h, 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
14th, 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 (CIVIC, Inc.) and The Newport Beach Women's Conference (NBWC)
effective upon signing through September 3(rh , 2005.
NEWPORT BEACH WOMEN% CONFERENCE
WORE( 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 RELAPONS 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 1a, 2005)
"Monthly Activity Reports will reflect an appropriate schedule of activities and results.
u
Apr 18 2005 9:29RM California Marketing Conc 949 - 675 -0501 p.4
............_.. -- ...
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& GRAPHIC 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 Caflfomia 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.
Apr 18 2005 9:29RM California Marketing Conc
•
CMC, Inc. Work Agreement - Confidential Page 4
Acknowledged and agreed by:
949 - 675 -0501
•
Peggy Fort Date Leslie Diagle
President City Councilwoman
California Marketing Concepts The City of Newport Beach
4
4/18/2005
Date
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