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HomeMy WebLinkAboutResolution - 2008-R0351 - Contract For Marketing Services For Citibus - The Thomas Agency - 09_11_2008Resolution No. 2008-RO351 September 11, 2008 Item No. 5.7 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock or his designee BE and is hereby authorized and directed to execute for and on behalf of the City of Lubbock a Contract for marketing services for Citibus, by and between the City of Lubbock and The Thomas Agency, and all related documents. Said Contract is attached hereto and incorporated into this Resolution as if fully set forth herein and shall be included in the minutes of the Council. Passed by the City Council this 11th day of September , 2008. TOM MARTIN, MAYOR ATTEST: Rebe. ca Garza, City Secretary AS TO CONTENT: ion and Public Works APPROVED AS TO FORM: gs:/ccdocs/Citbus-res.Marketing Agrmnt-The Thomas Agency 09.03,08 Resolution No. 2008-R0351 MARKETING AGREEMENT STATE OF TEXAS COUNTY OF LUBBOCK This contract, (the "Contract"), effective as of October 1, 2008 (the "Effective Date"), is by and between the City of Lubbock, (the "City"), a Texas Home Rule Municipal Corporation, and The Thomas Agency, a Texas corporation, whose principal place of business is located at 4601 South Loop 289, Suite 20, Lubbock, Lubbock County, Texas (the "Contractor"). NOW THEREFORE, for and in consideration of the terms, covenants and conditions set forth in this Contract, the City and Contractor hereby agree as follows: TERM The term of this Contract commences on the Effective Date and continues without interruption until September 30, 2013, unless otherwise terminated in accordance with the provisions hereof. COMPENSATION For each twelve month period of the term of this Contract, said period to coincide with the City of Lubbock's fiscal year (October 1 through September 30), City, by and through its transit system management company (Citibus), shall reimburse Contractor for the following: 1) actual costs incurred and documented for eligible expenses; 2) the gross amount invoiced for eligible media buys; and 3) the agreed agency fee. Reimbursement shall not, in any case, exceed an amount equal to FIFTY THOUSAND AND NO/100 DOLLARS ($50,000.00) for the applicable twelve month period.. TERMINATION A. General. The City may terminate this Contract for any reason upon thirty (30) days written notice to Contractor, and no compensation shall thereafter be due or owing to Contractor from City, except for those eligible services provided in full prior to Contractor's receipt of City's notice of intent to terminate. B. Remedies. The City shall be entitled to exercise any right or remedy available to it at law or equity, including without limitation, immediate termination of this Contract and assertion of action for damages and/or injunctive relief. The exercise of any right or remedy shall not preclude the concurrent or subsequent exercise of any other right or remedy and all other right and remedies shall be cumulative. REPRESENTATIONS AND WARRANTIES A. Existence. Contractor is a corporation duly organized, validly existing, and in good standing under the laws of the State of Texas and is qualified to carry on its business in the State of Texas. B. Corporate Power. Contractor has the corporate power to enter into and perform this Contract and al I other activities contemplated hereby. C. Authorization. Execution by the undersigned, delivery and performance of this Contract and the activities contemplated hereby have been duly and validly authorized by all the requisite corporate action on the part of the Contractor. This Contract constitutes legal, valid, and binding obligations of the Contractor and is enforceable in accordance with the terms thereof. D. Contractor. Contractor maintains a professional staff and employs, as needed, only qualified specialists experienced in providing advertising services and are familiar with all laws, rules, and regulations, both state and federal, including without limitation, the applicable laws, regarding the activities contemplated hereby. E. Performance. Contractor shall conduct all activities contemplated by this Contract in a good and workmanlike manner, and comply with all laws, rules, and regulations, both state and federal. If any of the activities of the Contractor, or omissions of the activities required herein, shall cause, in whole or in part, liability or loss on the part of the City, it shall be deemed that the Contractor did not perform said activities (or omitted the performance of said activities) in a good and workmanlike manner. F. Use of Copyrighted Material. Contractor warrants that any materials provided by Contractor for use by City pursuant to this Contract shall not contain any proprietary material owned by any other party that is protected under the Copyright Act or any other similar law. Contractor shall be solely responsible for ensuring that any material provided by Contractor pursuant to this Contract satisfy the requirement and Contractor agrees to protect, defend, and hold City harmless from all liability of loss to which City is exposed on account of Contractor's failure to perform this duty. SCOPE OF WORK The Contractor shall perform the work and services listed below. A. Working in conjunction with Citibus staff, determine the best and most appropriate marketing strategy for Citibus each fiscal year. B. Conduct marketing campaigns as directed by Citibus, and within established budgets C. Contract for the placement of all required and approved advertisements with appropriate media. D. Prepare and provide all production work necessary for such advertisements. E. Provide detailed and itemized account of Contractor's services, in writing, at the end of each month during the term of this Contract. F. Obtain approval of all work from the Citibus staff members designated by the Citibus General Manager. INDEPENDENT CONTRACTOR STATUS Contractor and City agree that Contractor shall perform the duties under this Contract as an independent contractor. The Contractor has the sole discretion to determine the manner in which the services are to be performed. 2 EMPLOYMENT OF AGENTS Contractor may employ or retain agents, consultants, contractors, or third parties, to perform certain duties of Contractor under this Contract, provided that Contractor is in no event relieved of any obligation under this Contract. CONFIDENTIALITY Contractor shall retain all information received from or concerning the City and the City's business in strictest confidence and shall not reveal such information to third parties without prior written consent of the City, unless otherwise required by law. INDEMNITY CITY OF LUBBOCK SHALL NOT BE LIABLE OR RESPONSIBLE FOR, AND SHALL BE SAVED, PROTECTED, DEFENDED, AND HELD HARMLESS BY CONTRACTOR FROM AND AGAINST ANY AND ALL SUITS, ACTIONS, LOSSES, DAMAGES, CLAIMS, OR LIABILITY OF ANY CHARACTER, TYPE OR DESCRIPTION, INCLUDING ALL EXPENSES OF LITIGATION, COURT COSTS, AND ATTORNEY'S FEES FOR INJURY OR DEATH TO ANY PERSON, OR INJURY TO ANY PROPERTY, ARISING OUT OF, OR OCCASIONED BY, DIRECTLY OR INDIRECTLY, THE PERFORMANCE OF CONTRACTOR UNDER THIS CONTRACT, INCLUDING CLAIMS AND DAMAGES ARISING IN WHOLE OR IN PART FROM THE NEGLIGENCE OF CITY OF LUBBOCK. COMPLIANCE WITH APPLICABLE LAWS Contractor shall comply with all applicable federal, state, and local laws, statutes, ordinances, rules, and regulations relating in any way, manner or for, to the activities under this Contract, and any amendments thereto. NOTICE A. General. Whenever notice from Contractor to City or City to Contractor is required or permitted by this Contract and no other method of notice is specified, such notice shall be given by (1) actual delivery of the written notice to the other party by hand, facsimile, or other reasonable means (in which case such notice shall be effective upon delivery), or (2) by depositing the written notice in the United States mail, properly addressed to the other party at the address provided in this article, registered or certified mail, return receipt requested, in which case such notice shall be effective on the third business day after such notice is deposited. B. Contractor's Address. Contractor's address and number for the purpose of notice are: The Thomas Agency 4601 South Loop 289, Suite 20 Lubbock, TX 79424 806-795-6399 806-795-7366 (fax) 3 C. City's Address. The City's address and numbers for the purpose of notice are: Citibus P.O. Box 2000 Lubbock, TX 79457 806-712-2009 806-712-2012(fax) With copy to: City Attorney P.O. Box 2000 Lubbock, Texas 79457 806-775-3307 D. Change of Address. Either party may change its address or telephone numbers for purpose of notice by giving written notice to the other party, referring specifically to this Contract, and setting forth such new address or numbers. The address or numbers shall become effective on the 15`h day after such notice is effective. MISCELLANEOUS A. Captions. The captions for the articles and sections in the Contract are inserted in the Contract strictly for the parties' convenience in identifying the provisions to the Contract and shall not be given any effect in constructing this Contract. B. Audit. Contractor shall provide access to its corporate books and records to the City. The City may audit, at its expense and during normal business hours, Contractor's books and records with respect to this Contract between the Contractor and City. C. Records. Contractor shall maintain records that are necessary (1) to substantiate the services provided by Contractor, and (2) to document any business expenses incurred in performing the services. D. Assignability. Contractor may not assign this contract without the prior written approval of the City. E. Successor and Assigns. This Contract binds and inures to the benefit of the City, Contractor, and their respective successors, legal representatives, and assigns. F. Construction and Venue. This Contract shall be governed by and construed in accordance with the laws of the State of Texas. The parties hereto hereby irrevocably consent to the exclusive jurisdiction and venue of the courts of the State of Texas, County of Lubbock, for the purposes of all legal proceedings arising our of or relating to this Contract or the actions that are contemplated hereby. G. Severability. If any provision of this Contract is ever held to be invalid or ineffective by any court of competent jurisdiction, the remainder of this Contract shall not be affected thereby, and shall remain in full force and effect. El H. Amendment. No amendment, modification, or alteration of the terms of this Contract shall be binding unless such amendment, modification, or alteration is in writing, dated, subsequent to this Contract, and duly executed by the Contractor and City. Entire Agreement. This Contract contains the entire agreement between the City and Contractor, and there are no other written or oral promises, conditions, warranties, or representations between the parties relating to or affecting the matters contemplated herein. Executed as of the Effective Date hereof CITY OF LUBBOCK THE THOMAS AGENCY By l k 'L Tom Martin, Mayor ' /n S Title: Vj" r ATTEST: Re Ica Garza City Secretary APPROVED AS TO CONTENT: a��ei *sisstanotoCit!yManager, m Transportation and Public Works APPROVED AS TO FORM: ��' API;!•. ..•rrr.. CITY OF LUBBOCK AGENDA ITEM SUMMARY II. CONSENT AGENDA ITEM #/SUBJECT: # Consider a resolution authorizing the Mayor to execute a contract with The Thomas Agency for marketing services for Citibus. RFP # 2008.2 — FY 2009-13 Marketing Services. (Citibus) BACKGROUND DISCUSSION: This proposal is for Citibus' marketing contract; the contract will begin October 1, 2008, and will run through September 30, 2013. The RFP was advertised in the Avalanche -Journal on June 22 and June 29, 2008. The proposals were due in Citibus' offices on August 5, 2008. The Thomas Agency was the only agency that submitted a proposal. The agency correctly submitted all the required paperwork. The proposal was reviewed by the Lubbock Public Transit Advisory Board at their August 14, 2008 meeting. The Board voted unanimously to recommend to the City Council that the contract be awarded to The Thomas Agency. FISCAL IMPACT: Citibus has budgeted $50,000 for advertising for FY 2009 (October 2008 — September 2009). For the remaining years of the contract, funds have not yet been budgeted, although Citibus anticipates annual expenditures to be in the range of $50,000. The cost of the advertising contract in included in the Citibus budget. No additional funding will be needed from the City of Lubbock for the marketing services. SUMMARY/RECOMMENDATION: The Lubbock Public Transit Advisory Board recommends that RFP 2008.2 be awarded to The Thomas Agency for the contract term of October 1, 2009 — September 30, 2013.