HomeMy WebLinkAboutPR 15737: PHILLIPS PRODUCTIONS, INC., CONTRACTMemorandum.
City of Port Arth ur, Texas
Finance Department
To: Steve Fitzgibbons, City Manager
From: Rebecca Underhill, Assistant City Manag ist a 'on
Date: February 18, 2010
Subject: Proposed Resolution 15737
In cooperation with the EDC and the Convention and Visitor's Bureau, the City desires to enter into an
agreement with Phillips Productions, Inc. This company will provide public relations and marketing
services. Their mission will be to present a united, focused message from the City to the public.
This $78,000 annual agreement will be funded by the City of Port Arthur (General Fund), the Hotel
Occupancy Tax Fund, and the EDC. The term .is one yeaz, with the option to renew for two additional
years at the same rate.
The EDC Boazd approved this project at their Februazy 8ei meeting. This agreement will be contingent
upon the City Council's adoption of the Budget amendment ordinance, also presented on this agenda.
P. R. NO.15737
ru -2-11-10
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO
EXECUTE A CONTRACT WITH PHILLIPS PRODUCTIONS,
INC. FOR STRATEGIC PUBLIC RELATIONS AND
INTEGRATED MARKETING COMMUNICATIONS
WHEREAS, in partnership with the Port Arthur Convention and Visitor's Bureau and the Port
Arthur 4A Economic Development Corporation, the City Council desires to enhance the Public Image of
Port Arthur; and.
WHEREAS, pursuant to Section 252.022 (4) of the Local. Government Code, this is a procurement
for personal, professional or planning services and competitive bidding or proposals aze not required; and
WHEREAS, Phillips Productions, Inc. has more than thirty years experience in this arena; and
WHEREAS, the term of the agreement is one year, with one additional optional year; and
WHEREAS, the agreement will be funded.l/3 from the General Fund of the City, 1/3 from the
Hotel Occupancy Tax Fund, and 1/3 from the Port Arthur Section 4A Economic Development Corporation;
and;
NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
PORT ARTHUR:
Section 1. The facts and opinions in the preamble aze true and correct.
Section2. The City of Port Arthur EDC approved the funding and participation of this project
at their Board meeting on February 8, 2010.
Section 3. The City Manager is hereby authorized to execute an agreement with Phillips
Productions, Inc. in substantially the same form as attached hereto as Exhibit 1.
Section 4. That a copy of this Resolution be spread upon the minutes of the City Council.
READ, ADOPTED, AND APPROVED, this day of February, 2010, AD, at a Regular
Meeting of the City Council of the City of Port Arthur, Texas by the following vote:
AYES: Mayor:
Councilmembers:
ATTEST:
Terri Hanks, Ciry Secretary
APPROVED AS TO FORM:
" v (/t~C
Val Tizeno, Acting City
APPROVED FOR ADMINISTRATION:
Steve Fitzgibbons, City Manager
ebecca Underhill, Assistant City Manager/Administration
FOR THE PORT ARTHUR S~EC~TIO~N 4A ECONOMIC DEVELOPMENT CORPORATION
Floyd Bati ,CEO
Available funding pending approval of budget amendment Ordinance PO 6067
Deborah Echols, Finance Director
Account Numbers (1/3 each)
General Fund 001-1003-512.59-00 MI0103
Hotel Occupancy Tax Fund 140-1405-551.59-00 M10103
Port Arthur EDC 120-1429-582.54-00 M10103
THE STATE OF TEXAS § Exhibit. "A"
COUNTY OF JEFFERSON §
CONTRACT
FOR PROFESSIONAL SERVICES
THIS AGREEMENT, entered into as of this day of February, A.D., 2010,
by and between the City of Port Arthur, Port Arthur, Texas (hereinafter called the "CITY°
or the "OWNER") acting herein by its City Manager, duly authorized by Resolution on of
the City Council, the City of Port Arthur and Phillips Productions, Inc.
(hereinafter called the "CONSULTANT") acting Robert L. Phillips its President (Name
and office or position) hereunto duly authorized:
WITNESSETH THAT:
WHEREAS, the CITY desires to engage the CONSULTANT (1) to render certain
technical and professional services hereafter described in "Scope of Services° or (2)
perform certain work hereafter described in "Scope of Services": NOW, THEREFORE,
the Parties hereto do mutually agree as follows:
1. Em~lovment of CONSULTANT
The CITY hereby agrees to engage the CONSULTANT and the CONSULTANT
hereby agrees to perform the "Scope of Services" hereinafter set forth.
2. SCOPE OF SERVICES
Consulting services shall be provided as follows:
A. BASIC SERVICES
(a) Description of Work: CONSULTANT will perform the work described
below: include the following services:
SEE DESCRIPTION OF BASIC SERVICES ATTACHMENT "A^
(b) Compensation: Consultant's compensation for-Basic
Services shall be as set forth in Paragraph 5.
B. ADDITIONAL SERVICES
(a) Description of Work: All work performed by CONSULTANT
at request of OWNER which is not included in the Basic
Services defined above, shall constitute Additional Services. Unless
included in said Basic Services, Additional Services shall include:
Feature writing, printing costs, video productions, still photography.
b. Compensation: CONSULTANT'S compensation for Additional Services
shall be negotiated and approved in advance, as necessary.
3. Time of Performance
CONSULTANT will proceed immediately upon execution of this Contract with
performance of the services called for under "Basic Services". CONSULTANT shall
immediately submit to OWNER in writing evidence of delay satisfactory to the City
Manager's reasonable discretion, upon. which an extension of time equal to the period of
actual delay shall be granted in writing.
4. Information and Services to be Furnished CONSULTANT
It is agreed that the CITY will furnish, without charge, for the use of the Contract,
information, data, reports, records, and maps as are existing, available, and necessary
for the carrying out of the work of the CONSULTANT as outlined under "Scope of
Services". The CITY and its agencies will cooperate with the CONSULTANT in every way
possible to facilitate the performance of the work described in this Contract.
5. Compensation and Method of Payment
COMPENSATION
CITY will pay CONSULTANT for work performed and services rendered
under Paragraph 2 "Scope of Services", (Basic Services and Additional
Services) at the following rates:
$78,000 per year for the Basic Services described in Attachment "A".
PAYMENT
CONSULTANT will invoice OWNER monthly at $6,500.
6. Records
CONSULTANT shall keep accurate records, including time sheets and travel
vouchers, of all time and expenses allocated to performance of Contract work. Such
records shall be kept in the office of the CONSULTANT for a period of not less than five
(5) years and shall be made available to the CITY for inspection and copying upon
reasonable request.
7. Ownership of Documents
All documents, including original drawings, estimates, specifications, field notes
and data are property of OWNER. CONSULTANT may retain reproducible copies of
drawings and other documents.
8. Professional Liability
A. CONSULTANT shall be .responsible for the use and employment of
reasonable skill and care befitting the profession in the designs,
drawings, plans, specifications, data, reports, and designation of
materials, labor and equipment provided by CONSULTANT for the
project covered by this Contract. Approval by CITY shall not constitute
nor be deemed a release or waiver of the responsibility and liability of
CONSULTANT for the. accuracy and competency of such designs,
drawings, plans, specifications, data reports and designation of
materials and equipment.
B. If services include periodic visits to the site to inspect work performed
by another Contractor; CONSULTANT is responsible for exercising
reasonable care and skills befitting the profession to assure that the
Contractor performs the work in accordance with Contract Documents
and to safeguard the CITY against. defects and deficiencies in the work;
provided, however, CONSULTANT does not guarantee or insure the
work completed by the Contractor. During visits to the construction
site, and on the basis of the CONSULTANT'S on site observations as an
experienced and qualified design professional, he will keep the CITY
informed of the extent of the progress of the work, and advise the
OWNER of material and substantial defects and deficiencies in the work
of contractors which are discovered by the CONSULTANT or otherwise
brought to the CONSULTANT'S attention in the course of the project,
and may, on behalf of the CITY exercise whatever rights the CITY may
have to disapprove work and materials as failing to conform to the
Contract. documents.
9. Indemnification
CONSULTANT shall comply with the requirements of all applicable laws, rules,
and regulations in connection with the services of CONSULTANT and shall exonerate,
indemnify and hold harmless the CITY, its officers, agents and all employees from any
and all liability; loss or damage arising out of noncompliance with such laws, rules and
regulations; without limitation, CONSULTANT shall assume full responsibility for
payments of Federal, State and Local taxes or contributions imposed or required. under
the Social Security Worker's Compensation, and Income Tax Laws with respect to
CONSULTANT'S employees. Further, CONSULTANT shall exonerate, indemnify and
hold harmless the CITY, its officers, agents and all employees from any and all liability,
lass, damages, expenses or claims for infringement of any copyright or patent arising
out of the use of any plans, designs, drawings, or specifications furnished by
CONSULTANT in the performance of this Contract.
10. Address of Notices and Communications
OWNER:
City of Port Arthur
P.O. Box 1089
Port Arthur, Texas 77641
ATTN: Rebecca Underhill
CONSULTANT:
Phillips Productions, Inc.
2728 N. Harwood, Suite 200
Dallas, Texas 75201
All notices and communications under this contract shall be mailed or delivered
to OWNER and. CONSULTANT at the above addresses.
11. Captions
Each paragraph of this Contract has been supplied with a caption to serve only
as a guide to the contents. The caption does not control the meaning of any Paragraph
or in any way determine its interpretation or application.
12. Successors-and Assi¢nments
The OWNER and the CONSULTANT each binds himself and his successors,
executors, administrators and assigns to the other party of this Contract and to the
successors, executors, administrators and assigns of such other party, in respect to all
covenants of this Contract. Except as above, neither the OWNER nor the
CONSULTANT shall assign, sublet or transfei his interest in this Contract without the
written consent of the other. Nothing herein shall be construed as creating any
personal liability on the part of any officer or agent of any public body which may be a
party hereto.
13. Term and Termination
The term of this agreement is one year. It may be renewed at the mutual
agreement of the parties for one additional years.
Either party may terminate this agreement at any time by written notice given.
thirty (30) days in advance of termination date.
14. Changes
The CITY may, from time to time, request changes in the scope of the services of
the CONSULTANT to be performed hereunder. Such changes, including any increase or
decrease in the amount of the CONSULTANT'S compensation, which are mutually
agreed upon by and between the CITY and CONSULTANT shall be incorporated in
written amendments to this Contract.
15. Personnel
A. The CONSULTANT represents that he has, or will secure at his own
expense, all personnel required in performing the services under this
Contract. Such personnel shall not be employees of or have any
contractual relationship with the City.
B. All of the services required hereunder shall be performed by
the CONSULTANT or under his supervision and all personnel
engaged in the work shall be fully qualified and shall be authorized or
permitted under State and Local law to perform such services.
C. None of the work or services covered by this Contract shall be
subcontracted without the prior written approval of the City. Any work
or services subcontracted hereunder shall be specified by written
Contract or agreement and shall be subject to each provision of this
Contract.
16. Reports and Information
The CONSULTANT at such times and in such forms as the CITY may require,
shall-furnish the CITY such periodic reports as it may request pertaining to the work or
services undertaken pursuant to .this Contract, the costs and obligations incurred or to
be incurred in connection therewith, and any other matters covered by this Contract..
17. Civil Rights
No person shall, on the grounds of race, religion, color, sex or national origin, be
excluded from participation in, be denied the benefits of, or be subjected to
discrimination under any program or activity of the CITY.
18. Interest of CONSULTANT and Employees
The CONSULTANT covenants that he presently has no interest. and shall not
acquire any interest, direct or indirect, in the study area or any parcels therein or any
other interest which would conflict in any manner or degree with the performance of his
services hereunder.
The CONSULTANT further covenants that in the performance of this Contract, no
person having such interest shall be employed.
19. Incorporation of Provisions Required by Law
Each provision and clause required by law to be inserted into the. Contract shall
be deemed to be enacted herein and the Contract shall be read and enforced as though
each were included herein. If through mistake or otherwise any such provision is not
inserted or is not correctly inserted, the Contract shall be amended to make such
insertion on application by either party.
EXECUTED IN Two 2) counterparts (each of which is an original) on behalf of
CONSULTANT by Robert L. Phillips shown below, and on behalf of the City by its C~
Manager (thereto duly authorized) this day of February A:D., 2010.
ACCEPTED:
OWNER:
CITY OF PORT ARTHUR, TEXAS
City Manager
ATTEST:
City Secretary
PROPOSED AND AGREED TO:
CONSULTANT:
PHILLIPS PRODUCTIONS, INC.
President
DATE:
ATTEST:
Officer or Secretary
APPROVED AS TO FORM:
Acting City Attorney
~-2$~l0
The City of Port Arthur, Texas
Proposal for Strategic Public Relations and Integrated Marketing Communications
Respectfully submitted by:
Phillips Productions, Inc:
International Center II
2728 N. Harwood
Suite 200
Dallas, Texas 75201
Telephone - 214-741-1300
Facsimile - 214-741'-3942
Email - michael@phillipsproductions.com
~~~,
~~
~.
A blank piece. of paper While we embrace technology -largely the reason Phillips can offer reasonable
and a pen rates to our clients -- many of our client initiatives start with tools like pen and
paper.
Our ideas, our visions -whether for new city identity, reputation management
f
or marketing solutions --are the genius of our comprehensive, results-grabbing.
work.
At the end of the day, As 3,000 messages per day bombard the average American (via ads; phone
we re messengers calls, articles, emails, meetings and conversations) business people, marketers
and communicators have to wonder what messages really stick and how.
At Phillips, anon-traditional, full-service firm based in Dallas, Texas, we
create break-through-the-cluttermessaging. At the end of the 3,000 message
day -- our messages -teamed with the appropriate vehicles --live with your
target audience, motivate understanding and encourage action.
We trelieve the new Phillips delivers cost-effective results to its clients through strategic planning,
consumer sensibility targeted public relations, integrated marketing communications and Web
is authenticity
solutions harmonized with authentic business and branding objectives.
First things first Phillips has formulated amulti-faceted approach to strategic planning. We
will conduct a communications assessment with all of the City's key players.
Through the assessment process, we are able to evaluate Port Arthur's current
situation, goals and objectives, past successes, communications expectations,
target audiences, and more. We will examine the necessities of today and
tomorrow in light of the City's goals and capabilities.
When producing a plan for Port Arthur, we will make sure the City gets a plan
that's both decision-oriented and action-oriented. A good strategic plan is,
after all, one of the most important things to receive from your public relations
and marketing investment.
Managing public The consumer is in charge.. Trust in media falls. Trust in word of mouth rises.
relations when the Now there's traditional media, new media and consumer-generated media.
public is doing atl the
relations Media explodes. Every day, 50,000 blogs are created. People are watching
less TV. Reading fewer newspapers. And Internet usage grows. Now there
are traditional influencers and new influencers. Conversation is more
important than messaging.
Hype or Truth?
The truth is thatour definition of public relations has exploded. Our idea of
influencers has expanded. And effective public relations has as much to do
with building relationships through wnversations and-word of mouth as it does
with marketing campaigns and message delivery.
Phillips has discovered four principles to building successful public relations
campaigns:
Listen first Listen first. Seems obvious. We hear about the value of listening to customers
every day. It is common sense. Still, many organizations find it hard to do this
outside the research.function. Listening used to be focus groups and surveys.
Now, it happens in real time every day.
Offer deepening ways Engagement means interaction, participation and spending time with a brand
to engage with people or issue. Engagement goes where impressions and media hits cannot easily
go -- toward loyalty and advocacy.
Build relationships Today Port Arthur must move from short-term campaign thinking to long-term
not campaigns relationship and community building. And the City must move away from trying
to control the message. to convening a conversation. Phillips will endorse the
authentic story of Port Arthur to leverage its third party credibility. We have
Texas strength. Local power. Both essential for success.
Measure performance You can create a measurement recipe today that can guide strategy and help
make budget decisions on where your marketing and communication dollars
can be spent. From authentic story telling to search engine optimization.
Our public relations core competencies include:
• Planning
• Media relations
• Media training
• Social media engagement
• Community relations
• Reputation management
Integrated marketing Integrated marketing communications is a simple concept. It ensures that all
communications forms of communications and messages are carefully linked together. At
Phillips, we believe the Web comes first followed by traditional media. This
capitalizes on both push and pull strategies.
We also believe the new consumer sensibility is authenticity. People place
authenticity of what they desire above both price and quality. The
demand for authenticity is the result of the emergence of experiences,
rendering technology more human and socially constructed reality.
Phillips creates campaigns that can live across multiple channels. We
approach campaigns from a digital perspective, starting with how a brand
behaves and building up to outbound messaging that lives in traditional media.
We bring creative partnership to new heights in these areas:
• Planning
• Brand development
• Positioning
• Advertising and promotion
• Social media engagement
• .Collateral concept and design
• Direct marketing
• Online marketing
• Sales presentations
• 'Sponsorship
First impressions count Research shows that potential customers decide vnthin the first 3 seconds
whetheror not to leave a Web site. If you're still reading, thank you for
considering Phillips for your Web site development.
We will work together with your IT team in these areas:
• Web site development
• Web site design
• Search engine optimization
• Social media engagement
• Content syndication and blogs
The Phillips approach Our approach is founded in know-how rather than know-it-all. We believe
clients know the inner-workings of their business better than anyone else -
hands down. We listen. We collaborate. We don't pontificate. We will offer
strong. recommendations -- not mandates.
Our skill sets in strategic planning, targeted public relations, integrated
marketing communications and Web solutions enable us to get the job done for
our clients -- hassle- and ego-free-with spectacular results.
Content F;rst. We craft messages thatharmonize with business and branding objectives.
Vehicle second. Only after a message is honed can a proper vehicle be accurately chosen and
employed effectively.
Call us on Christmas Day We know an area of wncem can pop up at anytime, anywhere. It's the nature
if you want of breathing in a creative business. How quick you react and examine ideas is
pivotal td successful implementation -for the next business day or news cycle.
Loose lips sink ships While we may orchestrate campaigns to generate word-of-mouth on the street,
there's a time and place for everything. Many times our clients want us to keep
our mouths sealed, and we do.
We understand the importance of keeping client information proprietary.
Thought leadership Robert L. (Bob) Phillips
Account Supervisor
Bob has more than 30 years experience in business growth management,
television, and flm and video production. He founded the company in 1972
and is host of the nationally syndicated television series, "Texas Country
Reporter." He has a Bachelor of Arts degree and a Master of Arts degree
from SMU, is the author of four books, and a professor of communications at
Amberton University.
Michael D. Grant
Account Executive
Michael has more than 30 years experience in television program development
and marketing communications. Prior to joining Phillips in 2002, he spent 15
years at Belo, a Fortune 1000 media company. He attended Oklahoma.State
University where he majored in Radio(Televisibn/Film. He also completed MBA
business courses at the University of Southern California and Northwestern
University.
The investment Phillips will work with the City of Port Arthur on a monthly retainer basis. This
fee will cover all planning, concepting and design detailed in this proposal. It
also includes any travel expenses incurred by Phillips. Along with 24/7,
~Q O(/
` proactive virtual offce communications, we will be on-site at least two days per
./~
k ~~` . month.
If any of our recommendations require production -- feature writing, printing
costs, video production, still photography and the like -these projects will be
billed separately. If they are needed, we will provide a budget estimate on
these services. Phillips will proceed only after The City approves the work in
advance.
The annual investment by the City will be $78,000. This will break down to a
monthly retainer of $6,500. Ph' '
commitment to ensure consistency in style, attitude and technique when
presenting the Port Arthur approach and message. Aay agreement reached
will include athirty-day out clause for both parties. If the.Giiy-sigr+sa
three-year contract, the monthly reatiner fee will not increase through the term
of the agreement.
Our references Donna Darovich
Director of Public Relations and Marketing
Tarrant County College District
817-515-5209
Dianne Clifton
Director, Communications
Balfour Beatty Construction
214-451-1003
Fred Peters
Director of Public Information and Marketing
Tyler Junior College
903-510-2627
Mike Fry
Advertising /Marketing Manager
Mueller, Inc.
325-365-8157
Ron Hadfield
Assistant Vice President for University Communication
Abilene Christian University
325-674-2690
Tanya Bishop
Direrdor of Advertising
Capital Farm Credit
806-281-1789
Bob Wright
Executive Director of Public Affairs and Marketing
Stephen F. Austin State University
936-468-6200