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HomeMy WebLinkAboutResolution - 2020-R0060 - MC&O Dba The Owen Group - 02/11/2020 Resolution No. 2020-R0060 Item No. 7.16 February 11, 2020 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock is hereby authorized and directed to execute for and on behalf of the City of Lubbock, an Amendment to Professional Services Agreement No. 14814 for Advertising and Marketing Services, by and between the City of Lubbock and MC & O, Inc. DBA the Owen Group of Lubbock, Texas, and related documents. Said Contract is attached hereto and incorporated in this resolution as if fully set forth herein and shall be included in the minutes of the City Council Passed by the City Council on Fcb4:u�y 1 1, 2020 9 _ DANIEL M. POPE, MAYOR ATTEST: kRebcap Garza, City Seer tary APPROVED AS TO CONTENT: Bill Ha n, Deputy anager APPROVED AS TO FORM: -- Resolution No. 2020-R0060 Contract 14814 City of Lubbock,TX Advertising and Marketing Services Agreement This Service Agreement (this"Agreement") is entered into as of the qday of FPhn1A 2020 ("Effective Date") by and between MC&O, Inc. DBA Owen Group, (the Contractor), and the City of Lubbock (the"City"). RECITALS WHEREAS, the City has issued a Request for Proposals 19-14814-TF, Advertising and Marketing Services. WHEREAS, the proposal submitted by the Contractor has been selected as the proposal which best meets the needs of the City for this service; and WHEREAS, Contractor desires to perform as an independent contractor to provide Advertising and Marketing Services,upon terms and conditions maintained in this Agreement; and NOW THEREFORE, for and in consideration of the mutual promises contained herein, the City and Contractor agree as follows: City and Contractor acknowledge the Agreement consists of the following exhibits which are attached hereto and incorporated herein by reference, listed in their order of priority in the event of inconsistent or contradictory provisions: 1. This Agreement 2. Exhibit A General Requirements 3. Exhibit B The Proposal 4. Exhibit C— Best and Final Offer 5. Exhibit D Insurance Requirements Scope of Work Contractor shall provide the services that are specified in Exhibit A. The Contractor shall comply with all the applicable requirements set forth in Exhibit B, C and D attached hereto. Article 1 1.1 The contract shall be for a term of one year,with the option of four,one-year extensions,said date of term beginning upon formal approval. All stated annual quantities are approximations of usage during the time period to be covered by pricing established by this bid. Actual usage may be more or less.Order quantities will be determined by actual need.The City of Lubbock does not guarantee any specific amount of compensation, volume, minimum, or maximum amount of services under this bid and resulting contract. The Contractor must maintain the insurance coverage required during the term of this contract including any extensions. It is the responsibility of the Contractor to ensure that valid insurance is on file with the Purchasing and Contract Management Department as required by contract or contract may be terminated for non-compliance. 1.2 The Contractor shall not assign any interest in this Agreement and shall not transfer any interest in the Agreement, whatsoever, without prior consent of the City. 1.3 All funds for payment by the City under this Agreement are subject to the availability of an annual appropriation for this purpose by the City. In the event of non-appropriation of funds by the City Council of the City of Lubbock for the goods or services provided under the Agreement, the City will terminate the Agreement, without termination charge or other liability, on the last day of the then-current fiscal year or when the appropriation made for the then-current year for the goods or services covered by this Agreement is spent,whichever event occurs first. If at any time funds are not appropriated for the continuance of this Agreement, cancellation shall be accepted by the contractor on 30 days prior written notice, but failure to give such notice shall be of no effect and the City shall not be obligated under this Agreement beyond the date of termination. 1.4 This contract shall remain in effect until the first of the following occurs: (1)the expiration date,(2)performance of services ordered,or(3)termination of by either party with a 30 day written notice. The City of Lubbock reserves the right to award the canceled contract to the next lowest and best bidder as it deems to be in the best interest of the city. Article 2 Miscellaneous. 2.1 This Agreement is made in the State of Texas and shall for all purposes be construed in accordance with the laws of said State,without reference to choice of law provisions. 2.2 This Agreement is performable in, and venue of any action related or pertaining to this Agreement shall lie in, Lubbock,Texas. 2.3 This Agreement and its Exhibits contains the entire agreement between the City and Contractor and supersedes any and all previous agreements, written or oral, between the parties relating to the subject matter hereof. No amendment or modification of the terms of this Agreement shall be binding upon the parties unless reduced to writing and signed by both parties. 2.4 This Agreement may be executed in counterparts,each of which shall be deemed an original. 2.5 In the event any provision of this Agreement is held illegal or invalid, the remaining provisions of this Agreement shall not be affected thereby. 2.6 The waiver of a breach of any provision of this Agreement by any parties or the failure of any parties otherwise to insist upon strict performance of any provision hereof shall not constitute a waiver of any subsequent breach or of any subsequent failure to perform. 2.7 This Agreement shall be binding upon and inure to the benefit of the parties and their respective heirs, representatives and successors and may be assigned by Contractor or the City to any successor only on the written approval of the other party. 2.8 All claims, disputes, and other matters in question between the Parties arising out of or relating to this Agreement or the breach thereof, shall be formally discussed and negotiated between the Parties for resolution. In the event that the Parties are unable to resolve the claims, disputes, or other matters in question within 30 days of written notification from the aggrieved Party to the other Party, the aggrieved Party shall be free to pursue all remedies available at law or in equity. 2.9 At any time during the term of the contract, or thereafter,the City,or a duly authorized audit representative of the City or the State of Texas, at its expense and at reasonable times, reserves the right to audit Contractor's records and books relevant to all services provided to the City under this Contract. In the event such an audit by the City reveals any errors or overpayments by the City, Contractor shall refund the City the full amount of such overpayments within 30 days of such audit findings, or the City, at its option, reserves the right to deduct such amounts owing the City from any payments due Contractor. 2.10 The City reserves the right to exercise any right or remedy to it by law, contract, equity, or otherwise, including without limitation,the right to seek any and all forms of relief in a court of competent jurisdiction. Further, the City shall not be subject to any arbitration process prior to exercising its unrestricted right to seek judicial remedy.The remedies set forth herein are cumulative and not exclusive, and may be exercised concurrently. To the extent of any conflict between this provision and another provision in, or related to,this do. 2.11 The contractor shall not assign or sublet the contract, or any portion of the contract, without written consent from the Director of Purchasing and Contract Management. Should consent be given, the Contractor shall insure the Subcontractor or shall provide proof of insurance from the Subcontractor that complies with all contract Insurance requirements document,this provision shall control. 2.12 Contractor acknowledges by supplying any Goods or Services that the Contractor has read, fully understands, and will be in full compliance with all terms and conditions and the descriptive material contained herein and any additional associated documents and Amendments. The City disclaims any terms and conditions provided by the Contractor unless agreed upon in writing by the parties. In the event of conflict between these terms and conditions and any terms and conditions provided by the Contractor,the terms and conditions provided herein shall prevail. The terms and conditions provided herein are the final terms agreed upon by the parties,and any prior conflicting terms shall be of no force or effect. 2.13 Section 2270.002, Government Code, (a)This section applies only to a contract that: (1) Is between a governmental entity and a company with 10 or more full-time employees; and (2) has a value of$100,000 or more that is to be paid wholly or partly from public funds of the governmental entity. (b)A governmental entity may not enter into a contract with a company for goods or services unless the contract contains a written verification from the company that it: (1)does not boycott Israel; and (2)will not boycott Israel during the term of the contract. 2.14 SB 252 prohibits the City from entering into a contract with a vendor that is identified by The Comptroller as a company known to have contracts with or provide supplies or service with Iran, Sudan or a foreign terrorist organization. -----INTENTIONALLY LEFT BLANK----- IN WITNESS WHEREOF, the parties hereto have caused this Contract to be executed the day and year first above written. Executed in triplicate. CITY OF LUBB "K CONTRACTOR _ BY: Daniel M. Pope, Mayor AuthoKIepresentative ATTEST: Mack QWE�— Print Name Rebe\QaZarza, City Secret, ry s4 Z-Texas A-e Address APP O CONTENT: LQ l `' 44O _1 City, State, Zip Code Ldei�VWkEs ommunications & Marketing Man ger APPROVED FO Amy Sims, u ity rney City of Lubbock,TX RFP 19-14814-TF Advertising and Marketing Services Exhibit A GENERAL REQUIREMENTS I INTENT a) The City of Lubbock (hereinafter called "City") is seeking proposals from interested firms and individuals,(hereinafter called"Proposer")to provide Advertising and Marketing Services. The City may make multiple awards, selecting multiple firms to provide the products desired, if multiple awards are in the best interest of the City. A decision to make a multiple award of this RFP, however, is an option reserved by the City, based on the needs of the City. b) Offerors are invited to submit demonstrated competence and qualifications of their firm for providing these services. c) The information contained within this document is intended to provide interested firms with the requirements and criteria that will be used to make the selection. 2 SCOPE OF WORK The City of Lubbock, hereinafter referred to as "the City", is soliciting proposals for the services of a full-service advertising/marketing agency to assist with a variety of marketing, advertising, and other media campaigns for various City departments. Services may involve a single aspect of a media campaign all the way to a 360 media campaign. Strategies for advertising campaigns may be: a) ATL(Above the Line) i. Typically thought of as traditional advertising/marketing channels that are disseminated to a mass audience(TV, Radio, Print, etc). Above the line campaigns are typically difficult to measure. b) BTL(Below the Line) i. Advertising targeted to a specific audience at a specific time in a specific place. Below the line advertising is extremely measurable and allows you to get direct feedback and interaction with the intended audience. c) TTL (Through the Line) i. A combination or mix of ATL and BTL advertising. Needed advertising means may include, but are not limited to: print; video; audio; online; social media; and billboards/banners. The Offeror will advise on advertising/marketing strategy; content and design of material; prepare the advertising/marketing product; select the appropriate media for advertising; place the buy; and handle the billing. The City will pay the Offeror its hourly rate for these services and will reimburse the offeror the invoiced amount for media buys. The main priority, goal, and objective for the various City departments would be to determine the best way to reach its target audience for a specific event1program. Specific priorities though will vary by department and by event/program. Video work could include anything from a 15-second PSA/Promo to a 30-minute or longer informational video. The video work could also include animation. Completed projects could be needed in a variety of media, including digital and DVD. Offerors are invited to submit demonstrated competence and qualifications of their firm for providing these services. The information contained within this document is intended to provide interested firms with the requirements and criteria that will be used to make the selection. S Twch c-Bid Docs RFP 14-14814.TF I_ City of Lubbock,TX RFP 19-14814-TF Advertising and Marketing Services The offerors will be required to furnish the following with their proposals: a. Hourly fee for agency services. B. Name of the account executive who will handle the account. C. Commission percentages on all placed media, printing and production. D. Please include any languages, if any, that your company can translate into, and how much the translation services cost. E. Each Offeror must complete, and submit with their proposal, their pricing schedule attached hereto as Exhibit "A". F. Each Offeror must complete, and submit with their proposal, their vendor questionnaire attached hereto as Exhibit "B". G. Proposed method for handling billing with the City of Lubbock. H. Offeror's demonstrated ability with effective advertising: print publications, video production, and online/social media campaigns. See evaluation criteria. I. One original and five copies of proposal, clipped on or in notebook. J. In order to maintain consistent branding across the organization, final projects proofs need to be reviewed by the Public Information Office in addition to the requesting department. 3 TERM OF CONTRACT The contract shall be for a term of one year, with the option of four, one-year extensions, said date of term beginning upon formal approval. All stated annual quantities are approximations of usage during the time period to be covered by pricing established by this bid. Actual usage may be more or less. Order quantities will be determined by actual need. The City of Lubbock does not guarantee any specific amount of compensation, volume, minimum, or maximum amount of services under this bid and resulting contract.The Contractor must maintain the insurance coverage required during the term of this contract including any extensions. It is the responsibility of the Contractor to ensure that valid insurance is on file with the Purchasing and Contract Management Department as required by contract or contract may be terminated for non-compliance. 4 ALTERNATE OFFERS/EXCEPTIONS Offers submitted as alternates,or on the basis of exceptions to specific conditions of purchase and/or required specifications, must be submitted as an attachment referencing the specific paragraph number(s) and adequately defining the alternate or exception submitted. Detailed product brochures and/or technical literature, suitable for evaluation, must be submitted with the proposal. S1Pwch=\Bid Docs`.RFP 19-14514 7F I? Exhibit B 4"L u Ock TEXAS Advertising & Marketing Services the owenrou g p 606.766.2292 II 1502 Tons Avenue,LubbeckA 79401 0 owsu p.cen the oven group September 16,2019 1.108-718.2m The Honorable Daniel M.Pope 1.e06.Tee M Mayor of Lubbock 15O Tears Anrw lrblret.Tlt rs+o1 Re:RFP 19.14814-TF Advertising&Marketing Services Mop on Dear Mayor Pope and Members of the Lubbock City Council, Thank you for the opportunity to submit a proposal for advertising and marketing services for the city of Lubbock..We are excited for the possibility of serving the city as your partner for all marketing services.The Owen Group has more than 31 years of marketing and advertising experience working with a wide variety of businesses and government entities. Our proposal includes the following elements: Experience and Reputation Services Offered References Service Approach Turnaround Time for Services Required Samples of Finished Products Customer Services Examples Key Personnel/Staffing/HUB Certification HUB Subcontracting Plan Additional Required Forms We fully understand the services requested and are able to provide those services in a timely and efficient manner. As a lifetime citizen born and raised In Lubbock,I appreciate that the City is seeking a partnership from local advertising professionals and we look forward to the opportunity to work together. MC&O,Inc.DBA Owen Group Is a HUB Vendor as Certified by the State of Texas. HUB Certification was granted on July 13,2017. Sincerely, 4,4 460 —� Mack Owen President/Co-Owner Marketing & Advertising Experience The Owen Group has coordinated marketing campaigns for our clients since the agency's inception.We have created and produced thousands of short-form/long--form commercials and videos for clients in Lubbock,Amarillo,Dallas,Abilene,El Paso, Austin,San Antonio,San Angelo and Midland/Odessa.We have also developed public relations strategy and execution for our clients with multiple case studies available. In addition to the many successful projects that The Owen Group has completed,the agency maintains long-standing relationships with our clients.This is evidence that The Owen Group can provide services for our clients in a way that ensures effective- ness over a long period of time.The agency's client list has remained constant because of its ability to reflect a solid foundation of trust,fairness,responsiveness and results. Below is a list of our key clients for which we provide marketing services: — Texas Tech.University — Texas Tech Unkmrsity Health Sciences Center — Covenant Health — Covenant Health Fbandation — Southern Homes by Dan Wilson — Lubbock National Bank/Commerce National Bank— Lubbock,Fort Worth,Austin,College Station — Lubbock Independent School Distrlct — Lubbock isD Athletic Hall of Honor Awards Ceremony — Alamo DraBhouse Cinema-Lubbock and El Paso — Lubbock Arts Alliance-Lubbock Arts Festival,Lubbock Cultural District — MalouFs-Lubbock and souddake — McGavock Nissan-Lubbock,Abilene,Amarillo and San Marcos — Infiniti of Lubbock — lYs Pftt Control — Ga%"g Family Dental — Grace Clinic -- Group NIRE — Texas Tech University Double T Varsity Club — GLEAMM 6 List of Services The Owen Group Advertising Agency was founded in 1988 by Mack Owen and has provided advertising,production and marketing services to clients throughout Texas and the southwestern portion of the United States for more than So years. The agency's areas of expertise include: — Graphic design for print,outdoor,digital and web applications — Website development and maintenance — PhotugraphY — Audio and video production for radio,iv,digital/social media and video usage — Social media outreach strategies and services — Marketing management and brand strategy — Public relations strategy and execution — Template creation for print materials — Campaign planning and management — Traditional and nontraditional media strategy and placement — Creative strategy and development — Sports marketing — Reputation managiement — Copywriting for print,outdoor,digital/social,web,tv and radio content Our marketing experience is extensive and recognized nationally.In addition to numerous American Advertising Awards,The Owen Group has been awarded 18 national Telly Awards for excellence in video production,copywriting and concept development.We have also been recognized locally and nationally for excellence in graphic design. 7 Service Turnaround Tiefraines Graphic Design,in"Wig branding and lows The Owen Group is accustomed to working with tight deadlines.For example,while designing the main invitation for the 2o18 Covenant Gala,we were given eight weeks for concept,design and printing and we were able to meet the deadline,even with multiple revisions and changes.However,we can also turn around design deliverables within a single day when the project requires extremely quick turnaround. Video Production Depending on the request,we can deliver video projects against strict deadlines. For example,while producing an extensive video project for Cogdell Memorial Hospital in Snyder,we were able to shoot and edit=separate short videos featuring physicians,support staff and patients within a three-week window.However,it is not unusual for us m produce a video or commercial within one to two days when our client needs the video in a timely manner.Ihis is especially true for the large quantity of social media videos we produce on a weekly basis. Electronic Media We have more than 3o years of experience with media placement using multiple markets in Texas,New Mexico,Colorado and Oklahoma.We have extensive experience developing and placing media campaigns on extremely short notice,with varying client- mandated lientmandated budgets.For example,we developed media plans in two days for the Super PAC supporting Congressman Jodey Arringtorfs congressional campaign in 2016. Social Media Our digital media staff develops social media strategy for the majority of our clients on a daily,weekly and monthly basis.We devote a great deal of time and effort into social media strategy and execution,using weekly and monthly planning calendars to coordinate campaigns for our clients.In fact,the majority of our clients require daily social media coordination.We are more than capable of accommodating and implementing any social media strategy required by the City of Lubbock. Service Turnaround Timeframes Continued Web Design We have created custom website designs for a large variety of clients in the past year. Our web designers are able to create designs for hosted websites as well as design for websites that we do not manage on a daily basis.Similar to graphic design,we can deliver web designs within a day's notice,depending on the project and the deadline. Content Development Our digital media staff manages all content development.As with social media, we devote a great deal of time and effort into content development,using weekly and monthly planning calendars to coordinate campaigns for our clients. Photography . Depending on the project,we can deliver photography projects with very tight deadlines but also work with clients that provide ample lead time.For example,the website design for Group NiRE required extensive on-site photography.Our photography team was able to provide photography for web design and for social media in a short,one-week window. With our own in-house photographer,we are able to handle most photo projects within a one-day turnaround,and sometimes same-day delivery within hours of a request. Each photography project is reviewed individually to determine the best-case outcome. Service Turnaround Timeframes Continued Website Development In addition to web design,we have created all new websites builds for a large variety of clients in the past year.We invest a great deal of time into website development to ensure a successful website launch for our clients.Ideally,we prefer to have 3-4 months to plan,coordinate,design and build the site,although more extensive sites can take up to 6 months.New website clients include: Grace Clinic httpsVI-amcehealthsyste We assisted with the current design and we now maintain the site. Gerwig Family Dental httM//a..-*rwjggmil alxom We designed and built the site and maintain the site. Southern Homes We designed and built the site and maintain the site. Group HIRE htt • /arou»nire.com We designed and built the site and maintain the site. FirstBank Classic Baseball Tournament(pro bone) h tin://firs tba n kclass i c.com We designed and built the site and maintain the site. Applied Revenue Managemem htt-p j�1f gp pHedrewnuemanaoement.cora We designed and built the site and maintain the site. Discowwy Healthenre Group htWdh lam We designed and built the site and maintain the site o Lubbock ISD Athletics Hall of Honor(pro bond) httW/1IisdhaIjgfhonar= We designed and built the site and maintain the site. Texas Tech Double T pub httpsW-&ubletyarsiWub.com We designed and built the site and maintain the site. GLEAMM httpsW-gleam m_org We designed and built the site and maintain the site. Chas.S.Middleton&Sons httpglZ hasAmiddleton.com We maintain and host the site Lubbock Cultural District htps✓/lubbockcultumldistrict.ora We designed and built the site and maintain the site. Cogdell Menw rial Hospital,Snyder hUp;IZgVMhos-j2ftaLcom We designed and built the site and maintain the site. Stacked Restaurant We designed and built the site and maintain the site. Caprock Classic-Hey Scouts(pro bond) htts;,4�ca»rockclassic.M We designed and built the site and maintain the site. 11 Examples of Services Lubbock National Bank/Commerce National Bank —Lubbock,Austin,College Station,Fort Worth We have created and produced multiple marketing campaigns for the banks in all markets. Lubbock Int School District We developed a four-year campaign to highlight the Lubbock tso as a retention and recruiting campaign. httpsZ4!�vimeo.0047-00 McGavock Nissan Lubbodl Abilene,Amarillo and Wichita,Infiniti of Lubbock We have developed multiple PR and advertising campaigns for their dealerships. htt.pl;//vimeo.com/226ou3ii Zhb sb be6cc Pearl Hospitality Grand opening Video for Hilton Garden Inn The campaign included a video highlighting the hotel's grand opening gala,featuring guests,entertainment and food. htt2WMmeo.com1-&qs�oo�oZ Grace Clinie To celebrate the first to years of Grace Clinic,we produced a video featuring the staff and employees of Grace Clinic. We also produced a series of short videos featuring physicians discussing various diseases and treatment plans. S hUpssVAimeo.ram/z� 6q I Examples of Services Continued Texas Tisch Unhr nft Health Sciences Center Shn Life Caster Project Produced a long-form,so-minute video as an educational piece highlighting features of the TruHsc Sim Life Center. htpsW-vimeo,coif ssaof�5s Texans for Integrity Produced a series of commercials and videos for a political action committee during the District ig Congressional Race. Various Print Examples: juWw League of Lubbock The junior League of Lubbock celebrated their both birthday with a fundrasing gala.The Owen Group was in charge of all print and graphics for the event. Maloufs of Lubbock and Southlake All of Maloufs print needs are met by The Owen Group.The example is of an invite for a fundraising event called"Maloufs Night Out." Lubbock ISD All promotion of the renovated PlainsCapital Park was designed by The Owen Group. Covenant Health Throughout 2oi8,Covenant Health is celebrating loo years in the community.The Owen Group is currently in charge of all print,digital, outdoor and other advertising promoting these events. The following link is for all of the various print examples: htt��,�L1��e4R�RigLLZ$�0000a�/o8�usdf�� 1 Key Personnel Mack Owen I pRB MENT arra co-owrrsst Mack Owen is founder and president of The Owen Group.Mack earned a degree in advertising from Texas Tech University in 1981.After serving seven years as a copywriter and account manager with Phil Price Advertising in Lubbock,he opened his own agency in 1.988.Owen is a 1994 recipient of The Silver Medal award,the most prestigious award given by the American Advertising Federation and is a frequent judge for the American Advertising Federation Addy Awards.He was named an Outstanding Alumni in the College of Mass Communications from Texas Tech University in soo4.He is a frequent guest lecturer in the College of Media and Communications at Texas Tech University and served as faculty advisor for Texas Teclis AAF Student Competition Team in aoo3. Rebecca Owen I cro arm co-owmm Rebecca has acted as controller since the agency became incorporated in December of zo=Rebecca Owen is a 1979 graduate of Texas Tech University and is responsible for all accounts payable and receivable. Teague Dill I DutacTOR of Di©rrAL mzDZA Arm AccouNT mmAom Teague Dill is in his seventh year as director of digital media.Teague received his degree in Electronic Media&Communication from Texas Tech University and leads the digital strategy team within the agency.He develops,implements and optimizes digital marketing campaigns across all channels for our clients and is highly creative in devising campaigns that engage,inform and motivate potential customers.With Google AdWords and Analytics Certifications,he is instrumental in the success our clients have achieved in the digital realm. 14 Barry Helms I ART DImccroR AND PRINCIPAL.DESIGNER Barry Helms has served as art director since October Zola Barry received his GFA degree in Communication Design from Texas Tech University in 2oio.Barry's design work in Public Awareness Advertising has been acknowledged by the design community in publications,including Creative Quarterly.His peers and professors at Texas Tech also acknowledged Barry's work with the"Best In Show"award for his logo work.Mr.Helms was awarded a Silver Addy in 20m3 for his design work for the 2o=Lubbock Music Festival.He took home the Judge's Choice Addy in 2m5 for his print design.Barry served as Adjunct Professor for the Graphic Design program at Texas Tech University from 2oW 2o15. Sammi Judd I PRoiRCT MANAGER Sammi Judd is the agency project manager.She is from Colleyville,Texas,but currently resides in Lubbock as a graduate student at Texas Tech University. Ama Martinez I FRONT END wEB DEVELOPER/oRAnnc DEs1Gmm Ama received a Bachelor of Arts in Advertising from Texas Tech University in 2oii and a Bachelor of Fine Arts in Graphic Design in 2mg.Throughout her studies,Ama was recognized in her class as a leader and trop designer.She was awarded EmDash Scholarship for Excellence in Graphic Design(Publication)and chosen to lead the Texas Tech team in the Disney Imaginations competition as a sophomore. Mari Chapa I GRAPHIC DItSiamm Mari received her Bachelor of Fine Arts for Graphic Design from Texas Tech University where she also minored in Fashion Design. 115 1 City of Lubbock,TX RFP 19-14814-Th' Advertising and Marketing Services BEST AND FINAL OFFER EXHIBIT A Schedule of Rates DESCRIPTION HOURLY RATE Design $90 Shooting and editing $140 Web design services 590 Public relations planning&coordination 590 Creative and copywriting $90 Translation services(print&electronic) $65 COMMISSIONS "Mediila(Examfifoplds:local television,cable&radio) %15 Printing&production(Examples:newspaper,magazine&brochures) 9615 LIST ANY OTHER HOURLY RATES OR COMMISIONS IN THE SPACE PROVIDED BELOW Automotive travel required outside Lubbock County .580 per mile(standard IRS rate) All invoices must be itemized,showing the hourly breakdown and commission percentages. Submitted by: Mack Owen PreskientlCo Owner 12-26.19 Please note new address: 1312 Ave 0,Lubbock,TX 79401 jZ alxFp I L City of Lubbock,TX RFP 29-148WTF Advertising and Marketing Services EXHIBIT B Vendor Questionnaire 1.What separates your agmey hmn other ageneies? Through our years of experience,we have a unique understanding of our client's goals and objectives.With more than 31 years working with all types of clients,we have learned to respond to the needs of our clients very quickly and at a fair cost of services.We have a broad and extensive understanding of all areas of marketing,advertising and public relations.We have a strong digital team and have managed successful social and digital campaigns for many local clients.From our experience with clients throughout the state of Texas,we have a true understanding of what makes Lubbock unique.Every employee will be involved with the City of Lubbock as a client,from the owner to newest designer.We do not pass off the client to a junior account manager. s.What services does your agency provide{in-house printing:print eopywriHng+ television copywriting,radio copy►writing,creative development,illustrations, slogans+PR,eollateral development+translations,etc.)? — Campaign Planning and Management — Brand Strategy,Planning and Management — Media Strategy,Media Planninp,Placement and Post Buy Analysis — Creative Strategy and Campaign Development -- Graphic Design for Print,Outdoor,Digital and Web Applications — Sports Marketing — Audio and Video Production for Radio,TV and Internet — Reputation Management — Social Media Management — Website Design,Hosting and Management 1-7 Vendor Questionnaire Continued 3.Describe the creative process and haw/when year agency involves the client. We always take a beam approach to the creative process.We believe that every staff member can make contributions to the creative process and include the entire staff in idea generation sessions,brainstorming,problem solving,etc.Each Owen Group client has unique needs and interests in the creative process.Some of our clients prefer that we present ideas and they only approve or disapprove. Some clients like to be involved in the process.We believe that our clients have their own responsibilities and our goal is to provide complete campaign coordination designed for success so that the client can invest their valuable time with their daily obligations and duties. 4.Provide two short case studies showing your agency's creative process and results. Lubbock Lidependent School District The Owen Group was retained by the Lubbock Independent School District in 2o12 to create an aggressive awareness campaign.Specifically,the scope of work was to include: — Market research to guide the visibility campaign within internal and external audiences. — Message development and marketing strategies through internal and external vehicles. — Advertising development,placement and billing- - Establish strategies and training processes for schools to market themselves. — Recommendations to transition the marketing plan execution to the existing communications staff. Additionally,the goals of the campaign were: — To provide an aggressive campaign to build awareness of the District as the district of choice in providing the highest quality education,unique programming and support for students — To improve internal perceptions and provide strategies to integrate the brand within customer service functions at both the campus and central office levels — To improve perceptions of the District as a valued community asset worthy of investment and trusted as a community partner We are currently in year three of a three-year campaign for the District and the response has been very positive.The theme of the campaign is YOUR CHILD'S STORY BEGINS HERE.The campaign continues to evolve with new stories as new aspects of the campaign are developed. Each member of our current staff has contributed to this account.The account team assigned to USD is the same team that will be.assigned to your account. 1 Vendor Questionnaire Continued Covenant Centennial Campaign The Owen Group was retained by the Covenant Health Foundation in=7 to coordinate a one year celebration campaign. This goal of the Centennial campaign was to create awareness with the public and internally during the year-long celebration of Covenant's ioo years of service in Lubbock. We worked closely with key members of the campaign team at Covenant to plan and coordinate monthly events designed to commemorate the Centennial.The campaign required extensive print and collateral design and printing.Paid and earned media were also a part of the campaign,include video production and an intensive social media campaign.The campaign culminated at the end of so t8 with the planning and implementation of the Covenant Gala. S.If your agency has worked In the past or are currently working for another municipality,provide a description of work perforated. We have not worked with a municipality,although Lubbock ISD may have similarities b.Does your agency have any potential account conHiets? We have no potential conflicts. y.In the past three 3 years,have you had a contract canceled or not extended due to performance issues?If yea,please explain in detail. We have not had a contract canceled or not extended due to performance. 1 Description of Methodology A description of the methodology to be used to coanplete the project to include,but not be limited to,how recommendations will be formulated and commitment of adequate appropriate resources to the project. The core value of The Owen Groups account management team is centered upon dependability,honesty,quality assurance and timeliness.Equipped with a wide range of industry expertise,each one of our team members serves as a vital element in every client project we acquire.With a strong background of creating countless advertising solutions for our clients,we make it our sole priority to keep our clients'reputations top-of-mind when developing any and all campaigns.For any project,large or small,a key team will be accordingly formed on The Owen Group's side to strategize,develop and execute all upcoming projects. After each project is clearly laid out and the project estimate is approved by the client, The Owen Group has an in-house agency meeting led by the Account Manager.In this meeting,a project brief is created and customized by project factors.These factors include campaign goal(s),overall message,direct crompetitors and/or obstacles,traditional and nontraditional media tactic solutions and client budgets.From this project brief, appropriate team members are assigned their tasks through a project management system,Asana.This system proves a vital resource in the organizational development of every project that runs through The Owen Group,no matter the magnitude.This tool is integrated across all departments to help track deadlines,create tasks,set progress markers and above all,ensure quality control.In addition,all team members utilize Toggl, a time-tracking system,in order to manage employee time coding,which in turn,holds the agency responsible for staying within the agreed upon hours and fees for all approved client estimates. 20 Description of Methodology Continued For the Citic of Lubbock,The Owen Group would follow the most efficient processes for all day-to-day operations.Below is a list of just a few of the practices we would recommend in order to provide the highest caliber of account service.Of course,we would want to discuss these practices with the project manager at the City of Lubbock to make sure they fulfilled their specific needs.The Owen Group strives to have the most effective client- agency relationship — Weekly/Bi-Weckly Status Reporting-updated on a weekly or bi-weekly basis by the Account Manager.A face-to-face meeting could be set up the same day/time each week for the account team members to review all active projects with the City of Lubbock contact person(s).The Owen Group is available to meet on-site at the City of Lubbock offices for all meetings,as well as meet under short,day-of notice. — Monthly Budget Control Reporting-tracked and reported monthly by the Account Manager to the City of Lubbock day-to-day contact person(s). — Monthly Media Reoancillation Reporting-tracked and reported monthly by the Account Manager and Media Strategy Director to the City of Lubbock contact person(s). — Digital Analytics Reporting-tracked and reported monthly by the Account Manager and Director of Digital Media to the City of Lubbock day to-day contact person(s).This includes all online media metrics as well as social media monitoring and soft metrics. Offeroes specific expertise in areas pertinent to the project to include a listing and brief description of similar projects completed(with the dates of completion)or in progress and a list of references by name,address,and telephone number for each project listed.This list of projects in progress shall include the phase of work that each project is currently in(i.e. design,bid,construction),and the estimated completion date. 1 Description of Methodology Continued Covenant Health Foundation solo 1%nd Raising Campaign and Awareness Campaigns Earlier this year,we were hired by the Foundation to develop recommendations for the future fund raising efforts for solo and well into the future.The Owen Group developed a research strategy to include extensive focus group research.71hose focus groups were held in late spring and we provided recommendations for future campaigns in June.We just completed the design of a large booklet/brochure that highlights future fund raising campaigns. We presented a comprehensive marketing campaign proposal to begin in solo and run through 2o23 with possibility of extending beyond 2023.This campaign in comprehensive and includes all types of traditional media,digital and social media,video production,extensive print design and more. Contact: Steve Crisman President,Covenant Foundation 8o6-725-6o8g Lubbock Arts Alliance We have coordinated the marketing campaigns for the Lubbock Arts Alliance since 2cn6. We are currently developing the campaign for the 2o2o Lubbock Arts Festival.We have also developed a marketing campaign to promote the Cultural District.Our campaigns include traditional media,digital media,video production and print/collateral design. Contact: Elizabeth Regner Executive Director 8o6-744r2787 Tmas Tech University Health Sciences Center The Owen Group was recently selected through the RFP process to provide creative marketing services for TTUHSC.We are currently in the process of designing various print materials for TTUHSC in Abilene for a student recruitment campaign. Contact: Amanda Graham Director of Marketing and Brand Strategy 806-743-76o6 2 Description of Methodology Continued Turas Tech Uniwnft Ststem The Owen Group was recently hired to provide design and printing services for an upcoming TTU System retreat.We are now developing logos and branding for the retreat. After a team for four Owen Group team members attend the retreat this fall,we will design various print materials to be distributed to all members of the leadership beams at TTU summarizing the decisions made at the ret at. Contact: Scott Lacefield Executive Director of Media Relations&Communications Office of the Chancellor I Texas Tech University System 8o6-742-oo57 A brodwre of past work with emphasis on comparable projects. Samples of our work are included under separate cover in this proposal. Description of Methodology Continued List of prinelpal(s)of the proper and amount of time that princlpal(s)will be involved In the project. Mack Owen-President,Co-Owner and Account Manager Mack will be involved with this account on a daily basis. Rebecca Owen-CEO/CFO and Co-Owner Rebecca will be involved with financial aspects of the account included billing and hourly tirnekeeping. Staff Members to be involved with this account: Barry Helms-Art Director and Principal Designer Teague Dill-Director of Digital Media,Assistant Creative Director Sammi Judd-Project Manager Overview of proposed human capital in the area of: Graphic Design,including branding and logos-Barry Helms,Ama Martinez,Mari Perez Video Production-Teague Dill,Mack Owen Electronic Media-Teague Dill,Ama Martinez,Barry Helms,Sammi Judd Social Media-Teague Dill,Barry Helms,Ama Martinez,Sammi Judd,Mari Perez Web Design-Teague Dill,Ama Martinez Content Development-Mack Owen,Teague Dill,Sammi Judd,Barry Helms,Ama Martinez Photography-Teague Dill Website Development-Teague Dill,Ama Martinez mle organisational structure of the employees who will be assigned to this project along with resumes of those ice.If a faint venture is expected,then provide the organizational structure of the sub-contractor and resumes of those persona who will be involved in the project. A complete list of staff and their resumes are included in this proposal. Description of Methodology Continued Zhe proposer mast assure the city that he/she will to the best of his/her knowledge, information and belief,be cognisant of,comply with,and enforce,where applicable and to the extent required,all applicable federal or state statutes and local ordinances. I assure the city that all information included in this proposal is true and accurate to the best of my knowledge.We will comply with all applicable federal or state statutes and local ordinances. Mac =/Co-Owner n Presi Describe the offeroes methodology for handling errors and omissions For the City of Lubbock,The Owen Group would follow the most efficient processes for all day-today operations.Below is a list of just a few of the practices we would recommend in order to provide the highest caliber of account service.Of course, we would want to discuss these practices with the project manager at the City of Lubbock to make sure they fulfilled their specific needs.The Owen Group strives to have the most effective client-agency relationship —Weekly/Bi-Weekly Status Reporting-updated on a weekly or bi weekly basis by the Account Manager.A face-to-face meeting would be set up the same day/time each week for the account team members to review all active projects with the day-to-day City of Lubbock contact person(s).The Owen Group is available to meet on-site at the city offices for all meetings,as well as meet under short,day-of notice. When an error occurs by our fault,we will accept full responsibility for the error and do everything in our power to resolve the issue and any consequences of the error. Description of Methodology Continued Maclosur+e of any obligations posing a potential conflict of interest,including service on city boards and/or commissions and any current contracts with the city of lubbod.Deis would apply to the proposer as well as consultants euboontracted by the proposer. This information is included in the proposal. Offerors are strongly encouraged to explore and implement methods for the atiliaation of local resources,and to outline how they would address outreach Issues in their proposal. It is always our intent to utilize local resources when needed.We maintain excellent relationships with our local printers,photographers,videographers and talent. ' Required Information The offerors will be required to furnish the following with their proposals: A.Hearty tee for agency services. Fees are included on Exhibit A,schedule of rates. B.Name of the account executive who will handle the account. Mack Owen will act as account manager and Teague Dill as account executive. C.Commission percentages on all placed media,printing and production. Commissions are included on Exhibit A,schedule of rates. D.Please include any languages,if any,that your company can translate into,and how much the translation services cast. We have employees on staff that are capable of translating from English to Spanish. Fees for translation services are included on Exhibit A. E.Each Offeror must complete,and submit with their proposal,their pricing sched- ule attached hereto as Exhibit W. Attached F.Each Offeror must complete,and submit with their proposal,their vendor ques- tionnaire attached hereto as Exhibit"Ir. Attached. G. Proposed method for handling billing with the City of Lubbock. Invoices are mailed or emailed out the month following services provided.Payment is expected within 45 days of receipt of invoice. H. Offerors demonstnnted ability with effective advertising:print publications, video p nxbwtion,and online/social media campaigns.See evaluation criteria. Video production links and flash drives are included in the proposal. 1.one original and five copies of proposal ellpped on or in notebook need to be re- viewed by the Public Information Office in addition to the rapesting department. One original and five copies are included with our proposal. Exhibit D City of Lubbock,TX RFP 19-14814-TF Advertising and Marketing Services INSURANCE SECTION A. Prior to the approval of this contract by the City,the Contractor shall furnish a completed Insurance Certificate to the City, which shall be completed by an agent authorized to bind the named underwriter(s) to the coverages, limits, and termination provisions shown thereon, and which shall furnish and contain all required information referenced or indicated thereon. THE CITY SHALL HAVE NO DUTY TO PAY OR PERFORM UNDER THIS CONTRACT UNTIL SUCH CERTIFICATE SHALL.HAVE BEEN DELIVERED TO THE CITY. INSURANCE COVERAGE REQUIRED SECTION B. The City reserves the right to review the insurance requirements of this section during the effective period of the contract and to require adjustment of insurance coverages and their limits when deemed necessary and prudent by the City based upon changes in statutory law,court decisions,or the claims history of the industry as well as the Contractor. SECTION C. The Contractor shall obtain and maintain in full force and effect for the duration of this contract,and any extension hereof,at Contractor's sole expense,insurance coverage written by companies approved by the State of Texas and acceptable to the City,in the following type(s)and amount(s): TYPE OF INSURANCE COMBINED SINGLE LIMIT GENERAL LIABILITY ❑ Commercial General Liability ❑ Other General Aggregate ❑ Claims Made ❑ Occurrence Products-Comp/Op AGG ❑ W/Heavy Equipment Personal&Adv.Injury ❑ To Include Products of Complete Operation Endorsements Contractual Liability Fire Damage(Any one Fire) Med Exp(Any one Person) ®PROFESSIONAL LIABILITY General Aggregate $1,000,000 AUTOMOTIVE LIABILITY ❑ Any Auto ❑ All Owned Autos Combined Single Limit ❑ Scheduled Autos ❑ Hired Autos Each Occurrence e ❑ Non-Owned Autos EXCESS LIABILITY ❑ Umbrella Form Each Occurrence Aggregate GARAGE LIABILITY ❑ Any Auto Auto Only-Each Accident ❑ Each Accident Aggregate ❑ BUILDER'S RISK ❑ 100%of the Total Contract Price ❑ INSTALLATION FLOATER ❑ 100%of the Total Material Costs ❑ POLLUTION ❑ CARGO ® WORKERS COMPENSATION STATUTORY AMOUNTS OR OCCUPATIONAL MEDICAL AND DISABILITY ® EMPLOYERS'LIABILITY $500,000 OTHER: COPIES OF ENDOSEMENTS ARE REQUIRED ❑ City of Lubbock named as additional insured on Auto/General Liability on a primary and non-contributory basis. ® To include products of completed operations endorsement. 20 Exhibit D City of Lubbock,TX RFP 19-14814-TF Advertising and Marketing Services INSURANCE SECTION A. Prior to the approval of this contract by the City,the Contractor shall furnish a completed Insurance Certificate to the City, which shall be completed by an agent authorized to bind the named underwriter(s) to the coverages, limits, and termination provisions shown thereon, and which shall furnish and contain all required information referenced or indicated thereon. THE CITY SHALL HAVE NO DUTY TO PAY OR PERFORM UNDER THIS CONTRACT UNTIL SUCH CERTIFICATE SHALL HAVE BEEN DELIVERED TO THE CITY. INSURANCE COVERAGE REQUIRED SECTION B. The City reserves the right to review the insurance requirements of this section during the effective period of the contract and to require adjustment of insurance coverages and their limits when deemed necessary and prudent by the City based upon changes in statutory law,court decisions,or the claims history of the industry as well as the Contractor. SECTION C. The Contractor shall obtain and maintain in full force and effect for the duration of this contract,and any extension hereof,at Contractor's sole expense,insurance coverage written by companies approved by the State of Texas and acceptable to the City,in the following type(s)and amount(s): TYPE OF INSURANCE COMBINED SINGLE LIMIT GENERAL LIABILITY ❑ Commercial General Liability ❑ Other General Aggregate ❑ Claims Made ❑ Occurrence Products-Comp/Op AGG ❑ W/Heavy Equipment Personal&Adv. Injury ❑ To Include Products of Complete Operation Endorsements Contractual Liability Fire Damage(Any one Fire) _ Med Exp(Any one Person) ®PROFESSIONAL LIABILITY General Aggregate 51,000,000 AUTOMOTIVE LIABILITY ❑ Any Auto ❑ All Owned Autos Combined Single Limit ❑ Scheduled Autos ❑ Hired Autos Each Occurrence _. ❑ Non-Owned Autos EXCESS LIABILITY ❑ Umbrella Form Each Occurrence Aggregate GARAGE LIABILITY ❑ Any Auto Auto Only-Each Accident ❑ Each Accident Aggregate ❑ BUILDER'S RISK ❑ 100%of the Total Contract Price ❑ INSTALLATION FLOATER ❑ 100%of the Total Material Costs ❑ POLLUTION ❑ CARGO ® WORKERS COMPENSATION STATUTORY AMOUNTS OR OCCUPATIONAL MEDICAL AND DISABILITY ® EMPLOYERS' LIABILITY x+500,000 OTHER:COPIES OF ENDOSEMENTS ARE REQUIRED ❑ City of Lubbock named as additional insured on AutolGeneral Liability on a primary and non-contributory basis. ® To include products of completed operations endorsement. 20