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HomeMy WebLinkAboutKATHRYN KATIE ERSLEV - CONTRACT - RFP - P984 BIKE MONTH MARKETING COORDINATORSERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and Kathryn (Katie) T. Erslev, Independent Consultant, hereinafter referred to as "Service Provider". WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Service Provider agrees to provide services in accordance with the Scope of Services attached hereto as Exhibit "A", consisting of two (2) page[s], and incorporated herein by this reference. 2. Time of Commencement and Completion of Services The services to be performed pursuant to this Agreement shall be initiated within five (5) days following execution of this Agreement. Services shall be completed no later than July 13, 2005. Time is of the essence. Any extensions of the time limit set forth above must be agreed upon in a writing signed by the parties. 3. Delay. If either party is prevented in whole or in part from performing its obligations by unforeseeable causes beyond its reasonable control and without its fault or negligence, then the party so prevented shall be excused from whatever performance is prevented by such cause. To the extent that the performance is actually prevented, the Service Provider must provide written notice to the City of such condition within fifteen (15) days from the onset of such condition. 4. Early Termination by City/Notice. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Service Provider. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by SA Ja ary 2005 Bicycle and City Advocacy 1) 2003 — present Fort Collins Cycling Club (FCCC) Board of Directors 1. Advocacy Chair (3 years) 2. Webmaster (2 years) www.fccycleclub.org 3. Recreational co -director (1 year) 2) 1997 Fort Collins Bicycle Plan Focus Group member 3) 1986-90 City of Fort Collins Library Board Trustee. Professional Organizing Experience 1) 1986 — present Host and/or leader for national trainings for Unitarian Universalist (UU) Religious Educators. 1. Point person responsible for publicity, meals, hospitality, lodging, fees, materials, schedule, and follow-up. 2. Received the Angus McClean District Award for my work as organizer for District events (1989). 2) 2000- present Director of Religious Education, UU Fellowship, Lafayette, CO 1. Responsible for RE program and volunteer coordination. (p-t) 3) 1984-1999 D.R.E., Foothills UU Church, Fort Collins, CO Other Professional Positions 1) 1998-present Author 1. Four (4) UU curricula for the national denomination 2. One (1) UUA published book 2) 2000-present Marketing Associate, ExperiencePlus! Specialty Tours, Inc 1. Create websites, publicity for international bike tour company on a seasonal basis. 3/25/05 Pricing for P984 Bike Month 2005 Coordinator Proposal submitted by Katie Erslev Business Challenge Tasks Est. Hrs. Cost Promote Event with media (pre and post event) 15 $300.00 Update printed materials for registration/mailing (4/11-15) 10 $200.00 Coordinate direct mail to potential participants (4/22) 10 $200.00 Track registraion/participation (RSVP's due May 6) 10 $200.00 Host two breakfasts for participating businesses (mid -May) 10 $200.00 Distribute materials to companies (by 5/20) 7 $140.00 Recognize/reward winning businesses as well as participants 7 $140.00 Collect participation data and report results 7 $140.00 Identify company coordinators and boost BTW ridership 10 $200.00 Host appreciation luncheon for participating businesses (early June) 10 $200.00 Total Business Challenge Tasks 96 $1,920.00 Breakfast Station Tasks Get commitments from sponsors for the est. 19 stations (by 5/6) 20 $400.00 Confirm station locations with necessary entities 10 $200.00 Get commitment from bike shops for a tech at each station (by 5/6) 10 $200.00 Coordinate thank -you event to distribute supplies (see above) 0 $0.00 Publicize breakfast stations before and after via flyers and business. 10 $200.00 Develop ads and coordinate advertising with media 15 $300.00 Total Breakfast Station tasks 65 $1,300.00 T-Shirt Tasks Coordinate distribution of T-shirts to volunteers as well as sell them 15 $300.00 Develop system for those who want to buy them 10 $200.00 Distribute order form to businesses (mid -May) 10 $200.00 Total TShirt Tasks 35 $700.00 Schedule/Brochure/Poster Tasks Distribute printed piece for station map and location (mid -May) 10 $200.00 Coordinate with CDOT on poster delivery 2 $40.00 Distribute posters/schedules city-wide 10 $200.00 Work w/Parent Magazine on content for schedule/insert 5 $100.00 Total TShirt Tasks 27 $540.00 Mileage on car ($.47 per mile for 500 miles) $235.00 TOTAL ALL INCLUSIVE MAXIMUM PRICE for Coordinator 223 $4,460.00 the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: City: Service Provider: City of Fort Collins, Purchasing Kathryn (Katie) T. Erslev PO Box 580 705 Birky Place Fort Collins, CO 80522 Fort Collins, CO 80526 In the event of early termination by the City, the Service Provider shall be paid for services rendered to the date of termination, subject only to the satisfactory performance of the Service Provider's obligations under this Agreement. Such payment shall be the Service Provider's sole right and remedy for such termination. 5. Contract Sum. The City shall reimburse the Service Provider for the performance of this Contract on an agreed upon hourly billing rate, with an agreed upon estimate of hours needed to complete the tasks, and will reimburse any direct expenses with proper documentation and original receipts (or copies of) per attached Exhibit "B"-Cost Breakdown. This contract shall not to exceed Four Thousand Four Hundred Sixty Dollars ($4,460). Final payment shall be made following acceptance of the work by the City. Upon final payment, all work rendered by the Service Provider shall become the sole property of the City. 6. City Representative. The City will designate, prior to commencement of the work, its representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the services provided under this agreement. All requests concerning this agreement shall be directed to the City Representative. A letter to proceed shall accompany the contract. No work may begin prior to the date of the contract and no work will be reimbursed past the date of the contract. Billing will be due within 30 days after the contract has expired. SA January 2005 7. Independent Service provider. The services to be performed by Service Provider are those of an independent service provider and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Service Provider's compensation hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or for any other purpose. 8. Personal Services. It is understood that the City enters into the Agreement based on the special abilities of the Service Provider and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Service Provider shall neither assign any responsibilities nor delegate any duties arising under the Agreement without the prior written consent of the City. 9. Acceptance Not Waiver. The City s approval or acceptance of, or payment for any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement or cause of action arising out of performance of this Agreement. 10. Warran . (a) Service Provider warrants that all work performed hereunder shall be performed with the highest degree of competence and care in accordance with accepted standards for work of a similar nature. (b) Unless otherwise provided in the Agreement, all materials and equipment incorporated into any work shall be new and, where not specified, of the most suitable grade of their respective kinds for their intended use, and all workmanship shall be acceptable to City. (c) Service Provider warrants all equipment, materials, labor and other work, provided under this Agreement, except City -furnished materials, equipment and labor, against defects and nonconformances in design, materials and workmanshiptworkwomanship for a period beginning with the start of the work and ending twelve (12) months from and after final acceptance under the Agreement, regardless whether the same were furnished or performed by Service Provider or by any of its subcontractors of any tier. Upon receipt of written notice from City of any such defect or nonconformances, the affected item or part thereof shall be redesigned, repaired or replaced by Service Provider in a manner and at a time acceptable to City. sn January ewe 11. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default thereof. 12. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non -defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non -defaulting party for the non-defautting party's reasonable attorney fees and costs incurred because of the default. 13. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 14. Indemnity/insurance. a. The Service Provider agrees to indemnify and save harmless the City, its officers, agents and employees against and from any and all actions, suits, claims, demands or liability of any character whatsoever brought or asserted for injuries to or death of any person or persons, or damages to property arising out of, result from or occurring in connection with the performance of any service hereunder. b. The Service Provider shall take all necessary precautions in performing the work hereunder to prevent injury to persons and property. 15. Entire Agreement. This Agreement, along with all Exhibits and other documents incorporated herein, shall constitute the entire Agreement of the parties. Covenants or representations not contained in this Agreement shall not be binding on the parties. SA Jarwary 2DOS 16. Law/Severability. The laws of the State of Colorado shall govern the construction interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. CITY OF FORT COLLINS, COLORADO a municipal corporation By. G UIL-44k. James . O' eill II, CI FNIGP Directo of rchasing and Risk Management Date: ✓ / Z� Kathryn (Katie) . Erslev Independent C nsultant Title:ci%1 'ad G Cam/ Date:���v�- � 7,-r171.S SA January 2005 EXHIBIT "A " Scope of Work: Bike Month 2005 encompasses several components — the Bike to Work Day Business Challenge, Bike to Work Day Breakfast Station coordination, T-shirt coordination and distribution, schedule/poster coordination and distribution. Bike Month 2005 will be during June. Actual 2005 Bike -To -Work (BTW) Day is Wednesday, June 22. Total budget for project not to exceed $4,460. First meeting with selected contractor to be held by April S, 2005. The contractor for this event, in addition to completing the tasks outlined below, will also be the point person for Bike Month, before and after the event. For all activities listed below, contractor will have access to SmartTripsTm office, including but not limited to phone/fax/copier, letter head/envelopes, postage machine, mailing lists, background materials from previous events, limited administrative support, etc. Business Challenge 2005 Businesses are solicited to register for the challenge, and are encouraged to assign a coordinator, who then is the conduit for all communication to employees for Bike -To- Work (BTW) Day. In 2005 approximately 90 businesses are expected to participate. Businesses are typically sent a packet of information about BTW Day and the Business Challenge, and then asked to register with the SmartTripss"Aoffice via fax or email. Once a business is registered, we periodically send them information about activities, events and promotions to encourage cycling on BTW Day. The businesses are also asked to count the number of cyclists on BTW Day, and report those results to the SmartThps'm office by a given date. Businesses are then rewarded for their efforts according to the number of riders participating. In the past, plaques, trophies and framed posters have been used to recognize winners in various employee size categories. Business Challenge tasks: • Promote event with media pre and post event • Update printed materials for registration/mailing (April 11-15) • Coordinate direct mail to potential participants (April 22) • Track registration/participation (RSVP's due May 6) • Two (2) informational breakfasts for participating businesses (mid -May) • Distribute materials (posters, maps, schedules, t-shirt order info, participant signup/tracking sheet) to companies (by May 20) • Recognize/reward winning businesses as well as participants • Collect participation data and report results • Identify company coordinators and work with them (and the SmartTrips"d office) to boost BTW Day ridership • Thank -you appreciation luncheon for participating businesses (early June) sA January M Breakfast Stations In 2004, 19 breakfast stations were set up in and around Fort Collins to serve a light breakfast to cyclists commuting to work. Sites are selected strategically based on locations which would appeal to potential bicycle commuters, and corridors which commuters frequently use. Each station typically has one (1) or two (2) sponsors, which provide staff, who in turn serve food and beverages to bike commuters the morning of the event. The stations are provided a box of materials through the SmartTripsTm office, which includes sign -in sheets, banners, bike maps and brochures, and supplies to make the station noticeable and attractive. Additionally, a bike tech (services provided gratis thanks to local bike shops and repair places) is also available at each station, providing minor tune-ups and adjustments to bikes. Breakfast Station tasks: • Get commitments from sponsors for the estimated 19 stations (by May 6) • Confirm station locations with necessary entities • Get commitment from bike shops for a tech at each station (by May 6) • Coordinate thank -you event to distribute banners/boxes/etc (station box assembly required) and recognize efforts of sponsors (early June) • Publicize breakfast stations before and after via flyers and communication with businesses • Develop ads and coordinate advertising placement with media, before and after BTW Day T-Shirts Each year, a t-shirt is produced with the image of the poster printed on the shirt. We typically produce enough to give a certain number away for free, and some may also be purchased directly through the printer. Total estimated quantity of t shirts to be produced is 815. T-Shirt tasks: • Coordinate distribution of t-shirts to volunteers and or participants, and sell to interested folks Develop system for those who want to buy shirts (go directly to screen printer?) Coordinate distribution of shirts to volunteers and participants Distribute order form (black & white) to participating businesses and interested parties. (mid -May) Schedule/Brochure/Poster A printed piece (black & white) needs to be developed which includes the breakfast station locations, map of the stations, and information about the Business Challenge and other related Bike Month activities. Target audiences include the general public, as well as local employers. Posters are designed and printed free of charge through the Bike Program at the Colorado Dept. of Transportation (CDO'n, and distributed to each community's bike contact. Schedule/Brochure/Poster tasks: • Distribute printed piece for breakfast station map and locations (may be accomplished cooperatively with Greeley and Loveland) (mid -May) • Coordinate with CDOT on poster delivery (may be completed by project start) • Distribute postersischedules city-wide • Work w/ Parent Magazine on content for schedule/insert. SA January 2005 EXHIBIT "B" COST BREAKDOWN Est. Business Challenge Tasks Hrs. Cost Promote Event with media (pre and post event) 15 $300.00 Update printed materials for registration/mailing (4/11-15) 10 $200.00 Coordinate direct mail to potential participants (4/22) 10 $200.00 Track registration/participation (RSVP's due May 6) 10 $200.00 Host two breakfasts for participating businesses (mid -May) 10 $200.00 Distribute materials to companies (by 5/20) 7 $140.00 Recognize/reward winning businesses as well as participants 7 $140.00 Collect participation data and report results 7 $140.00 Identify company coordinators and boost BTW ridership 10 $200.00 Host appreciation luncheon for participating businesses (early June) 10 $200.00 Total Business Challenge Tasks 96 $1,920.00 Breakfast Station Tasks Get commitments from sponsors for the est. 19 stations (by 5/6) 20 $400.00 Confirm station locations with necessary entities 10 $200.00 Get commitment from bike shops for a tech at each station (by 5/6) 10 $200.00 Coordinate thank -you event to distribute supplies (see above) 0 $0.00 Publicize breakfast stations before and after via flyers and business. 10 $200.00 Develop ads and coordinate advertising with media 15 $300.00 Total Breakfast Station tasks 65 $1,300.00 T-Shirt Tasks Coordinate distribution of T-shirts to volunteers as well as sell them 15 $300.00 Develop system for those who want to buy them 10 $200.00 Distribute order form to businesses (mid -May) 10 $200.00 Total T-Shirt Tasks 35 $700.00 Schedule/Brochure/Poster Tasks Distribute printed piece for station map and location (mid -May) 10 $200.00 Coordinate with CDOT on poster delivery 2 $40.00 Distribute posters/schedules city-wide 10 $200.00 Work w/Parent Magazine on content for schedule/insert 5 $100.00 Total T-Shirt Tasks 27 $540.00 Mileage on car ($.47 per mile for 500 miles) $235.00 TOTAL ALL INCLUSIVE MAXIMUM PRICE for Coordinator (NOT TO EXCEED) 223 $4,460.00 SA January 2005 P984 Bike Month 2005 Coordinator Proposal Submitted to City of Fort Collins 3/27/05 Kathryn (Katie) T. Erslev, independent consultant 705 Birky Place Fort Collins, CO 80526 970-221-2901 ktecolorado@comeast.net Proposal I propose to create an efficient, attractive, inviting and user-friendly Bike Month for the City of Fort Collins for which I would be the point person before, during and after the event. I would use the previous contacts from past years as well as implement new ways to promote maximum collaboration with businesses, sponsors, government, and citizenry. I would use my background and experience in volunteer coordination, marketing and as an author. My goals would be to: • encourage new cyclists to try commuting to work, • encourage businesses to promote bicycle commuting both for Bike Month and for the long term, • and to encourage and acknowledge the existing bicycle commuters. Background and Experience Bicycle Event Organizing 1) FCCC Spring Warm Up Event Ride Organizer (2003, 2004, 2005) a. Recruit business support and sponsorships from REI, Lee's Cyclery, Anheuser-Busch Visitor Center, The Group, ExperiencePlus! Specialty Tours, Inc, Wild Oats, Obee's Subs, Whole Foods, Gibs Bagels, King Soopers, Spring Creek Recumbent Cyclery. b. Work with Larimer County and City of Fort Collins Park and Recreation Department. c. Outreach to new riders as well as established clubs. d. Interface with the MS 150 committee and Bicycle Colorado to share proceeds as well as share publicity. e. Create map, organized press releases and publicized dates in calendar venues for Northern Colorado. f. Distribute posters, brochures, email notices, list sery notices. 2) Bicycle Town Meeting, May 12, 2005 with Dan Grunig, Director of Bicycle Colorado a. I am a member of the founding committee. b. Working on publicity, space and networking to make it a success. 3) On -going FCCC "Roadie Recreational Ride" co-organizer (2003-present) a. on -going publicity (list-serv, calendar notices in papers, website, etc.) b. lead rides of 40 miles in local area on First and Third Saturdays.