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HomeMy WebLinkAbout436804 A-TRAIN MARKETING COMMUNICATIONS INC - CONTRACT - RFP - 8141 MARKETING SERVICES - FORT COLLINS MUSEUM OF Dl Terms and Conditions As Agreed by Fort Collins Museum of Discovery and A -Train Marketing Communications Inc. A -Train Marketing Communications, Inc. (the "Supplier') will bill on an hourly basis at the rate of $95 per hour for all hours accrued by the Supplier on behalf of the Fort Collins Museum of Discovery ("Client") on last day of each calendar month. Supplier will produce a monthly, bi-monthly, or quarterly tracking reports of actual time spent on every aspect of the project. All tracking reports are tracked categorized by project deliverable. When A -Train Marketing Communications, Inc. agrees to accept a project, an estimate based on our knowledge and experience is provided for our client. Each project Is initially estimated as accurately as possible, based on our experience and accounting for normal levels of difficulty. Contingency factors are applied beyond this only when specified as such and agreed upon by you, our client. Supplier shall at all times be indemnified against claims or lawsuits arising from the use, re -working, or modification of any copyrighted or trademarked materials supplied by the Client. It shall be the sole responsibility of the Client to ensure that materials supplied to the Supplier shall be free of any such copyright or trademark infringements, whether by obtaining permissions (written or otherwise), or by the provision of original or royalty/copyright/trademark free materials. It is mutually agreed that the Client will indemnity the supplier against any loss they may incur as the result of any claim, suit or proceedings made or brought against the Supplier based upon any marketing which the Supplier prepared for the Client based on information provided by the Client. Copyright of all materials relating to services performed will be automatically assigned to the Client on full and final payment of fees relating to the services. Until all such fees have been full and finally paid, copyright remains with the Supplier. All oulsourced / out-of-pocket expenses will be approved, in writing, by the Client before being purchased by the Supplier. Invoices for oulsourced expenses will be Included on each monthly invoice. For all Invoices, payment must be received within 30 days of Invoicing or incur a 2% surcharge calculated on a daily basis. All work will cease when an invoice has reached 46 days past due and will not resume until all past due invoices and corresponding surcharges are paid in full. Supplier strives, at all times, to meet all Clients scheduling requirements without assessing additional charges. However, on some occasions when projects or revisions are needed on a very short timeline, it may be necessary to schedule overtime hours and/or additional personnel to accomplish the Client's scheduling requirements. Rush fees vary based on turnaround timeline and project scope, and start at $100 flat fee. Client and Supplier will agree on all applicable fees and timelines before proceeding. Either party to this Agreement may terminate it with one (1) month written notice. The Supplier Is entitled to receive the balance due for work completed and tracked, if any, after all billing and adjustments have been made. The Client, agrees to reimburse the Supplier for all previously approved work in progress as of termination date and will agree to undertake to complete all previously approved reservations, contracts, atc., yet 10 be used, which were entered Into by the Supplier on the Client's behalf. On termination of this Agreement, and payment of all items property chargeable, the Supplier agrees to give all reasonable cooperation in transferring the account to another agency. Client will be billed for the outstanding balance of work completed and tracked if a project becomes inactive for more than 60 days. In accordance with the terms of this Agreement, Supplier agrees to deliver the Job Order described in attachment A In response to the original RFP 8141 Marketing Services, attachment B. This Agreement shall commence October 1, 2015 and shall continue in full force and effect unfit March 31, 2016 unless sooner terminated or to be continued as needed should Client wish to extend planning deadline or secure additional services. All notices provided under this Agreement shaft be effective when mailed, postage prepaid and sent to: A -Train Marketing Communications Inc. Fort Collins Museum of Discovery 125 South Howes, Suite 502 408 Mason Court Fort Collins, CO 80521 Fort Collins, CO 80524 Attn: Gretchen Gaede Attn: Donna Jared, Cathy Jonas Gretchen@atrainmarketinq.com diaredOfcmod.oro;c'ones®cmod.o1 A-Traln Marketing Communications Inc. www, atrairtmarketin t.com 970-419.3218 Museum ADiscovery Clie I natur Print Name: 71Yl6& a_O '- Date: 16.46 oZ A -Train Marketing Communications (Attachment A) Job Order Date: 09-23-2015 Client Name: Fort Collins Museum of Discovery Billing Address: 408 Mason Court, Fort Collins, CO 80524 Work to Be Performed: The list of services below have been included to represent those activities detailed in original proposal number 5141 Marketing Services (see Exhibit A Scope of Services, incorporated herein by this reference) and can be further discussed and negotiated between the fiscal agent, A -Train Marketing Communications and the Museum of Discovery collectively to address modifications or amendments. Estimated Fees: Please note: All rates are estimates based on our non-profit hourly rate of $95 per hour. The fees estimated below are to support the duration of the project and are based on assumptions regarding the general information that has been provided in the RFP document. Should A -Train Marketing partner with the Museum of Discovery on this project, a concrete budget for services will be provided, not to exceed a budget amount as defined by the Museum of Discovery. Proiect Deliverables (based on an estimated seven month engagement, as detailed in Proposal 8141 Marketing Services): Background Research / Review of Existing Data: $1900 Audience / Market Analysis: $2375 Implementation Calendar. $950 Promotions Strategy: S2850 Digital Strategy: $1425 Communications Plan: $3325 Partnership Plan (for securing non -monetary promotional relationships): $1900 Financial Projections, Conversion Strategy and Evaluation: $2650 Meetings and Reporting: $2660 Contingency $2,000 TOTAL: $22,235 Fees for additional services as noted in the "Additional Opportunities" section Graphic Design & Production: billed hourly as needed at $95 /hour Media Relations: billed hourly as needed at $95 /hour Ad Buying / Contract Negotiations: Time spent on media planning, negotiating rates, developing and managing your budget and insertions, and reconciling invoices is not billed to the client. Rather, as your Agency of Record, A -Train Marketing Communications, Inc. receives a 15% agency commission on your ad spend from most media, and negotiates rates to reflect this 15% commission for all publications. You are able to receive our expertise and save significant time in both planning and execution while paying the same rates for your advertising that you would without an agency involved. Note, however, that we require a minimum advertising spend of $10,000 per year in order for our time and efforts to be covered by the 15%, agency commission. Sponsor Identification: billed hourly as needed at $95 /hour A -Train Marketing Communications Inc. Ww .auainmarketina.com 970419.3218 General Expectations for Working with an Agency Try to understand our role: C It is important that you realize the scope of our work is limited to developing and implementing marketing strategies, managing marketing activities, creating effective marketing communications vehicles, developing greater exposure, and driving people to considering your company when they need your products or services. We are a time -based company: you are paying us for the time we spend, not for a specific product or outcome. Creativity takes time! Realistic Expectations 7 We must have a clear understanding of the results you seek so we can develop a strategy that will create those results. Meeting the goals we set out together is how we measure our success. It takes time and momentum to gel the results you're looking for. If you need immediate results, expect to pay more for direct response advertising and other money -oriented investments. If your marketing budget is limited, understand that time -oriented investments such as public relations and "relationship marketing" take a longer time to create results and are more difficult to measure. Timely and thorough feedback and approval: o We need your help to meet deadlines and get strategies implemented; we expect thorough reviews so all changes on a draft come at once; all jobs must have a signed proofing agreement before going to print. Keep Projects Moving 2 We can't get results without your commitment, input, and dedication to provide us with the direction we need to implement your marketing projects. We will save you a lot of time, but we still will need your time and attention to get things done. Honesty C We can't know whether we're meeting and exceeding your expectations, or how to improve upon the quality of service we provide to you, unless you communicate openly and honestly about our performance. Please help us help youl RFP EXHIBIT A SCOPE OF SERVICES (Attachment B) 8141 MARKETING SERVICES — FORT COLLINS MUSEUM OF DISCOVERY BACKGROUND The City of Fort Collins (City), on behalf of the Fort Collins Museum of Discovery, is requesting proposals from qualified individuals or companies (Consultant) to provide marketing consultation and strategy for the 2016 Pterosaurs exhibit at the Fort Collins Museum of Discovery (Museum). The resulting contract will be made directly between the Museum and the awarded vendor. A. The Facility The Fort Collins Museum of Discovery, located at 408 North Mason Street, Fort Collins, CO 80524, is a museum featuring innovative exhibits highlighting cultural and scientific achievements through hands-on exhibits and artifact based experiences. This facility is 47,000 sq. ft. and is a A -Train Marketing Cwnmunlcations Inc. www.atralnm arket ina.com 970-419-3218 LEED Platinum building. The museum has two (2) years of visitation data; year one, the Museum saw over 115,000 visitors and year two, the museum saw over 92,000 visitors. In addition to exhibits there is a research center, gift shop, cafe, digital dome theater, classrooms; rooftop deck and outdoor experiences area. B. The Museum's Mission The Museum creates meaningful opportunities for people of all ages to learn, reflect, and have fun through hands-on and collections -based explorations in science and culture. The overarching theme of the Museum is sustainability, sustainability of sell, environment and community. II. SCOPE OF SERVICES A. Overview The Consultant will work with Museum marketing and development staff to create the marketing and promotions strategy for Pterosaurs, the inaugural travelling exhibit coming to the Museum. Pterosaurs is an exhibit developed by the American Museum of Natural History, and the Museum will be only the third institution to display it. This will be the first exhibit at the Museum to require an additional charge, beyond standard admission. The Consultant will be required to work in cooperation with marketing and design services, development services, and potentially exhibit services both within the Museum and in conjunction with the American Museum of Natural History. The Consultant understands that the Fort Collins Museum of Discovery is a museum artifact - based institution that has delicate exhibits in the facility and will manage its operations in a manner that will not compromise the integrity of the artifact collection or exhibits. B. Project Details Pterosaurs will run for 20 weeks from November 2016 - March 2017. The Consultant will potentially be engaged in the project from August 2015 - March 2017 (or as needed) to fulfill the contract with the Museum. In order to create a comprehensive marketing plan for Pterosaurs, the Consultant will need experience with: • Creating and analyzing the audience matrix • Forecasting attendance • Analyzing regional factors along with Museum needs to help determine ticket price • Establishing success goals for the marketing plan • Developing front end tracking mechanisms to evaluate success of the marketing • Reviewing data to evaluate the success of the marketing campaign strategy, in relation to the established goals and measurement metrics • Promoting large-scale ticketed events, preferably in a museum setting C. Project Deliverables Consultant will be expected to deliver a comprehensive marketing plan and evaluation strategy to the Museum by no later than December 31, 2015. This plan should include: • Summary of Consultant qualifications, including relevant staff A -Train Marketing Communications Inc. w .atrainmarketina.com 970-419-3218 • Analysis of potential markets and audience, including personas • Financial projections • A calendar for implementation of plan • Promotions strategy • Digital marketing strategy • Communications plan for media outreach • Partnership plan for securing non -monetary promotional relationships • Conversion strategy • Evaluation plan D. Additional Opportunities In the process of developing the marketing strategy with existing Museum staff, it may become clear that additional resources will be needed to ensure success. These include, but are not limited to: • Graphic Design and Production • Media Relations Ad Buying/Contract Negotiations • Sponsor Identification Please include a la cane pricing for these services in case additional opportunities to work with the Consultant are required. A -Train Marketing Communications Inc. w w w. a t ra i n m a r k e l i nR , c o m 970-419.3218