HomeMy WebLinkAboutItem 04 Award for FireMed Program Marketing and Advertising Contract
AGENDA ITEM SUMMARY
Meeting Date:
Meeting Type:
Department:
Staff Contact:
November 26, 2007
Regular Session
Fire & Life Safety
Dennis Murphy
Bart Noll
726-3737
Consent Calendar
SPRINGFIELD
CITY COUNCIL
Staff Phone No:
Estimated Time:
ITEM TITLE:
AWARD FOR FIREMED PROGRAM MARKETING AND ADVERTISING
CONTRACT
ACTION
REQUESTED:
By motion, authorize City Manager to sign the contract with Ad Group (a
division of Shelton Turnbull) in the amount not to exceed $330,000 for
, 2008 FireMed advertising and marketing services. ·
ISSUE
STATEMENT:
After a successful campaign in 2007, the FireMed program is starting
, plans for the 2008 FireMed membership campaign, April 1 - June 30,
2008. Eugene' Fire & EMS and Lane Rural Fire/Rescue remain as
partners with Springfield Fire & Life Safety. FireMed also negotiated a
renewal of a marketing partnership with REACH Air Medical' Services,
Inc. to provide an air ambulance option to FireMed members, FireMed
Plus. REACH operates a helicopter from the Corvallis airport.
ATTACHMENTS:
A. Contract with Ad Group
DISCUSSIONI
FINANCIAL
IMPACT:
FireMed partners selected Ad Group through an RFP process, as the
marketing and advertising campaign manager for the 2008 campaign. Ad
Group staff members have worked for FireMed locally, as well as with
other agencies, since the inception of FireMed in 1986. We expect that
Ad Group's expertise and continuing work in the program will provide new
growth in memberships. By continuing a quality marketing program, the
membership growth should continue into the future. Last year total
membership revenue for all agencies was over $1.7 million.
FireMed received four written proposals and interviewed three finalists.
Proposals were judged on pertinent experience of the agency and the
project manager, method and creative approach, cost (ability to perform
within budget,) and ability to start and complete the project in a timely
fashion. These criteria are drawn from Springfield Municipal Code,
Section 2.708(3) which enumerates the acceptable criteria for evaluating
proposals.
The interview panel included four staff members from Springfield and two
from Eugene. Two members each from Springfield and Eugene voted on
the selection. The decision was unanimous.
FireMed accomplishes its large marketing campaign by pooling resources
among FireMed agencies. Springfield provides program administration;
therefore, the funds will "pass through" the city's FireMed budget.
CITY OF SPRINGFIELD
INDEPENDENT CONTRACTOR AGREEMENT
(Type 3: For Personal Services Contracts Requiring Professional Liability Insurance)
Dated:
November 26, 2007
Parties:
City of Springfield
,225 Fifth Street
Springfield, OR 97477
("CITY")
and
Ad Group (a division of Shelton
Turnbull)
("I ndependent Contractor")
Additional Independent Contractor Information:
A. Type of Entity:
B. Address:
C. Telephone:
D. Fax No:
E. SSN or Fed. 1.0. No:
F. Professional License(s) No:
G. Oregon Agency Issuing License:
H. Foreign Contractor DYes [8] No
(Foreign means not domiciled in or registered to do business in Oregon) See Exhibit 8(11).
o Sole Proprietorship
o Partners 0 Limited Liability Company 181 Corporation
P.O. Box 22008, Eugene, OR 97402
(541)687-1214 Ext. 266
(541)484-1007
93-0646314
CITY Account Number(s) To Be Charged (Include Percentages):
~_35401:~~~~1nt ~~er"en~9~ ~
~15-35401:~}400_~_~-=~~=--==---, ~ ' ==---
615-35401-645001 _______________ I
In consideration of the mutual covenants contained herein, the parties agree to the following terms,
provisions and conditions:
1. Services to be Performed by Independent Contractor. Independent Contractor shpllperform the.
services described on Attachment 1. '
2. Payment by CITY. CITY shall pay Independent Contractor according to the sum and schedule
described on Attachment 2 attached hereto and incorporated herein by this reference and in an
amount not to exceed $330,000.
3. Term. This Agreement is effective as of the date first set forth above and shall continue until
September 30, 2008, unless earlier terminated in accordance with the provisions of this Agreement or
by mutual consent of the parties.
11/2007 Independent Contractor Agreement for Personal Services Type 3
Page 1 of 8
4. Independent Contractor Status. By its execution of this Agreem~nt, Independent Contractor
certifies its status as an "Independent Contractor" as that term is used under the laws of the State of
Oregon, and that all performance of any labor or services required to be performed by Independent
Contractor under the terms of this Agreement shall be performed in accordance with the standards set
forth in ORS 670.600, and as more specifically set forth on Exhibit "A" attached hereto and
incorporated herein by this reference.
5. Conformance with Oregon Public Contracts Law (ORS Chapter 279). Independent Contractor
shall comply with all applicable provisions of Oregon law for public contracts, including, but not limited
to ORS 279B.220, ORS 279B.225, ORS 279B.230, and ORS 279B.235, and as more fully set forth on
Exhibits "A" and "B" attached hereto and incorporated herein by this reference.
6. Work Performed. The work to be performed by Independent Contractor includes services generally
performed by Independent Contractor in his/her/its usual line of business.
7. Tax duties and Liabilities. Independent Contractor shall be responsible for all federal, state and
local taxes, if any, ?pplicable to any payments received pursuant to this Agre~ment, including but not
limited to income tax, payroll tax, social security and self-employment tax. CITY shall not withhold,
pay, or in any other manner be responsible for payment of any taxes on behalf of Independent
Contractor.
8. Reimbursement Of Expenses. Independent Contractor shall not be entitled to reimbursement by
CITY for any expenses incurred by Independent Contractor unless otherwise agreed in writing. '
9. ,Materials and Supplies. Independent Contractor shall supply all materials and supplies needed to
perform the services required unless otherwise agreed in writing.
10. No Authority To Bind CITY. Independent Contractor shall have no authority to enter into contracts
on behalf of CITY, it's officers, agents and employees. This Agreement shall not create a partnership
or joint venture of any sort between the parties. '
11. Federal Employment Status. In the event payment made pursuant to this Agreement is to be
charged against federal funds, Independent Contractor hereby certifies that it is not currently
employed by the Federal Government and the amount charged does not exceed Independent
Contractor's normal charge for the type of services provided
12. Indemnification and Hold Harmless. Independent Contractor shall defend, indemnify and hold
harmless City from and against all liability or loss and against all claims or actions based upon or
arising out of damage or injury to persons or property caused by or sustained in connection with the
performance of this Contract by Independent Contractor except, pursuant to ORS 30.140, for losses,
claims, or actions resulting from the sole negligence of City. .
The Independent Contractor shall assume all responsibilities for the work, and bear all losses and
damages directly or indirectly resulting to the Indepehdent Contractor, the City, or to others on account
of the character or performance of the work, unforeseen difficulties, accidents, or any other cause
whatsoever. The Independent Contractor shall assume defense of, indemnify and save harmless the
City, its officials, agents, and employees from all claims, liability, loss, damage and injury of every
kind, nature and description, directly or indirectly resulting from activities in the performance of the
Contract, the ownership, maintenance or use of motor vehicles in connection therewith, or the acts,
omissions, operations, or conduct of the Independent Contractor or any Subcontractor under the
Contractor any way arising out of the Contract, irrespective of whether any act, omission or conduct
of the City connected with the Contract is a condition or contributory cause of the claim, liability loss,
damage or injury and irrespective or whether act, omission, or conduct of the Independent Contractor
or Subcontractor is merely a condition rather than a cause of a claim, liability, loss damage or injury.
The Independent Contractor shall not be liable for nor be required to defend or indemnify, the City
11/2007 Independent Contractor Agreement for Personal Services Type 3
Page 2 of 8
relative to claims for damage or damages resulting solely from acts or omissions of the City, its
officials, agents or employees. The absence of or inadequacy of the liability insurance required in .
section 13 below shall not negate Independent Contractor's obligations in this paragraph.
13. Insurance. .
13.1. General Insurance. The Independent Contractor shall maintain in force for the duration of this
agreement a Commercial General Liability insurance policy written on an occurrence basis with
limits not less than $1,000,000 per occurrence and $2,000,000 in the aggregate. The policy will
contain a "per project" aggregate endorsement. Automobile Liability (owned, non-owned and
hired) insurance with limits not less than$1,OOO,OQO per occurrence shall be maintained. The
City, its employees, officials ahd agents will be named as an Additional Insured where
operations are being conducted related to this contract, on the General Liability policy as
respects to work or services performed under this agreement to the extent that the death or
bodily injury to persons or damage to property arises out of the fault of the Independent
Contractor or the fault of the Independent Contractor's agents, representatives or
subcontractqrs. This insurance will be primary over any insurance the City may carry on its
~n. .
13.2. Professional Liability. Independent Contractor shall maintain in force during the duration of
this Agreement (and, if it is a claims made policy, for a year following completion of the project)
a professional liability policy, approved by the City's Risk Manager as to terms, conditions and
limits.
13.3. Asbestos Abatement. (Only applicable to Asbestos Contracts) The Commercial General Liability
policy shall be written on a form that meets the following criteria and must be ASBESTOS
SPECIFIC as follows:
a. A full occurrence form, or
b. A limited occurrence form with at least a three-year (3) tail, or
c. A claim made form with a three-year (3) tail.
13.4. Workers' Compensation. Independent Contractor shall provide and maintain workers'
compensation coverage for its employees, officers, agents, or partners, as required by applicable
workers' compensation laws. If Independent Contractor is exempt from coverage, a written
statement signed by Contractor so stating the reason for the exemption shall be provided to the
City. ,
13.5. Evidence of Coverage. Evidence of the required coverages issued by a company satisfactory
to the City shall be provided to the City by way of a certificate of insurance before any work or
services commence. A 30-day notice of cancellation or material change in coverage clause
shall be included. It is the Independent Contractor's obligation to provide the 30 days notice if
not done so by the Independent Contractor's insurance company(s). Failure to maintain the
proper insurance shall be grounds for immediate termination of this contract.
13.6. Equipment and Material. The Independent Contractor shall be responsible for any loss,
damage, or destruction of its own property, equipment, and materials used in conjunction with
the work.
13.7. Subcontractors. The Independent Contractor shall require all subcontractors to provide and
maintain general liability, auto liability, professional liability (as applicable), and workers'
compensation insurance with coverage's equivalent to those required of the general contractor in
this contract. The Independent Contractor shall require certificates of insurance from all
subcontractors as evidence of coverage.
13.8. Exception or Waivers. Any exception or waiver of these requirements shall be subject to review
and approval from the City's Risk Manager.
14. Termination. The performance of work under this Agreement may beterminated by CITY, in whole or
in part, whenever for any reason CITY shall determine that such termination is in the best interest of
CITY. Any such termination shall be effected by delivery to the Independent Contractor of a Notice of
Termination specifying the extent to which performance of the work under the Agreement is
terminated and the date on which such termination is effective. Upon delivery to the Independent
Contractor of a Notice of Termination under this paragraph, the Independent Contractor and CITY
11/2007 Independent Contractor Agreement for Personal Services Type 3
Page 3 of 8
, shall, by agreement, make an appropriate written modification to this Agreement governing completion
of portions of the independent Contractor's work and payment therefore by CITY.
15. Rights In Data. All original written material, including programs, card decks, tapes, listings, and other ,
documentation originated and prepared for CITY pursuant to this Agreement, shall become '
exclusively the property of CITY. The ideas, concepts, know-how, or techniques developed during the
course of this Agreement by Independent Contractor personnel can by used by either party in any way
it may deem appropriate. Material already in Independent Contractor's possession, independently
developed by Independent Contractor outside the scope of this Agreement, or rightfully obtained by
Independent Contractor from third parties, shall belong Independent Contractor. This agreement shall
not preclude Independent Contractor from developing materials which are competitive, irrespective of
, their similarity to materials which might be delivered to CITY pursuant to this Agreement. Independent
Contractor shall not, however, use any written materials developed under this Agreement in
developing materials for others, except as provided in this section.
16. Confidentiality. During the course of performance hereunder, Independent Contractor or its agent,
employees, or contractors, may receive confidential information. Independent Contractor agrees to
use its best efforts to maintain the confidentiality of such information and to inform each agent and
employee performing services of the confidentiality obligation that pertains to such information.
17. Assignment/Subcontract. Independent Contractor shall not assign, sell, transfer, subcontract or
sublet rights, or delegate responsibilities under this agreement, in whole or in part, without the' prior
written approval of CITY. No such written approval shall relieve Independent Contractor of any
obligations of this Agreement, and any transferee or subcontractor shall be considered the agent of
Independent Contractor. Independent Contractor shall remain liable as between the original parties to
this Agreement as if no such assignment had occurred.
18. Successors In Interest. The provisions of this Agreement shall be binding upon and shall inure to
the benefit of the parties to this Agreement and their respective successors and assigns.
19. Compliance With All Government Regulations. Independent Contractor shall comply with all
Federal, State and local laws, codes, regulations and ordinances applicable to the work performed
under this Agreement. Failure to comply with such requirements shall constitute a breach of contract
and shall be grounds for termination of this Agreement. Damages or costs resulting from
noncompliance shall be the sole responsibility of Independent Contractor.
20. Attorney Fees. In the event a lawsuit of any kind is instituted on behalf of CITY to enforce any
provision of this Agreement, Independent Contractor shall pay such additional sums as the Court may
adjudge reasonable for attorney fees plus all costs and disbursements at trial and on any appeal.
21. Force Majeure. Neither party to this Agreement shall be held responsible for delay or default caused
by fire, riot, acts of God and/or war which is beyond that party's reasonable control. CITY may
terminate this Agreement upon written notice after determining such delay or default will unreasonably
prevent successful performance of the Agreement.
22. Assistance Regarding Patent And Copyright Infringement. In the event of any claim or suit
against CITY on account of any alleged patent or copyright infringement arising out of the
performance of this Agreement or out of the use of any material furnished or work or services
performed hereunder, Independent Contractor shall defend CITY against any such suit or claim and
hold CITY harmless from any and all expenses, court costs, and attorney's fees in connection with
such claim or suit.
23. Severability. If any, provision of this Agreement is declared by a court to be illegal or in conflict with
any law, the validity of the remaining terms and provisions shall not be affected; and the rights and
obligations of the parties shall be construed and enforced as if the Agreement did not contain the
partiqular provision held to be invalid.
11/2007 Independent Contractor Agreement for Personal Services Type 3
Page 4 of 8
24. Access To Records. CITY and its duly authorized representatives shall have access to books,
documents, papers and records of Independent Contractor which are directly pertinent to this
Agreement for the purpose of making audit, examination, excerpts and transcripts.
25. Waiver. Failure of CITY to enforce any provision of this Agreement shall not constitute a waiver or
relinquishment by CITY of the right to such performance in the future nor of the right to enforce any
other provision of this Agreement.
26. Amendments. The terms of this Agreement shall not be waived, altered, modified, supplemented or
amended in any manner whatsoever, without prior written approval of CITY, No modification of this
Agreement shall bind either party unless reduced to writing and subscribed by both parties, or ordered
by a Court. .
.27. Nondiscrimination. Independent Contractor shall comply with all applicable requirements of Federal
and State civil rights and rehabilitation statutes, rules and regulations.
28. Dual Payment. Independent Contractor shall not be compensated for work performed under this
contract from any CITY agency other than the agency which is a party to this contract.
29. Remedies. This Agreement shall be governed by and construed in accordance with the laws of the
State of Oregon, and any litigation arising out of this Agreement shall be conducted in the courts of the
State of Oregon, County of Lane.
30. Entire Agreement. This Agreement signed by both parties is the parties' final and entire Agreement
and supersedes all prior and contemporaneous oral or written communications between the parties,
their agents and representatives. There are no representations, promises, terms, conditions or
obligations other than those contained herein.
IN WITNESS WHEREOF the parties have executed this Agreement to be effective the date first
set forth above.
CITY OF SPRINGFIELD:
INDEPENDENT CONTRACTOR
By:
Name:
Title:
Date:
By:
Name:
Title:
Date:
'" ". ,.-, ',-. ~~ .t\ll""n
~~ ,'::i ~,.. ~.J h v ~ t'JJ
/-,c::' 'i{j~~t/l ~ ~\.'-\
~,----_..-
g{F;(~:E oi?~hT!~~df1N~
1.1/2007 Independent Contractor Agreement for Personal Services Type 3
Page 5 of 8
EXHIBIT "A"
CITY OF SPRINGFIELD
INDEPENDENT CONTRACTOR AGREEMENT'
Independent Contractor Status
All performance of any labor or services required to be performed by Independent Contractor.
shall be performed in accordance with the standards set forth in ORS 670.600 (2005), and as
follows:
A person is customarily engaged in an independently established business if any three of the
following six requirements are met:
1. The person maintains a business location:
a. That is separate from the business or work location of the person for whom the
services are provided; or, .
b. That is in a portion of the person's residence and that portion is used primarily
for the business.
2. The person bears the risk of loss related to the business or the provision of services as
shown by factors such as:
a. The person enters into fixed-price contracts;
b. The person is required to correct defective' work;
c. The person warrants the services provided; or,
d. The person negotiates indemnification agreements or purchases liability
insurance, performance bonds or errors and omissions insurance.
4. The person provides contracted services for two or more different persons within a 12-
month period, or the person routinely engages in business advertising, solicitation or
other marketing efforts reasonably calculated to obtain new contracts to provide similar
services.
5. The person makes a significant investment in the business, through means such as:,
a. Purchasing tools or equipment necessary to provide the services;
b. Paying for the premises or facilities where the services are provided; or
c. Paying for licenses, certificates or specialized training required to provide the
services.
6. The person has the authority to hire other persons to provide o'r to assist in providing
,the services and has the authority to fire those persons.
11/2007 Independent Contractor Agreement for Personal Services Type 3
Page 6 of 8
EXHIBIT "B" .
City of Springfield
. Public Contracts
Conformance with Oregon Public Contractors Laws
Pursuant to Oregon law, every public contract shall contain the following conditions:
1) Make payment promptly, as due, to all persons supplying to the contractor labor or material for the performance of the work provided
for in the contract ORS 279B.220(1)
2) , Pay all contributions or amounts due the Industrial Accident Fund from the contractor or subcontractor incurred in the performance of
the contract. ORS 279B.220(2).
3) Not permit any lien or claim to be filed or prosecuted against the state or a county, school district, municipality, municipal
corporation or subdivision thereof, on account of any labor or material fumished. ORS 279B.220(3).
4) Pay to the Department of Revenue all sums withheld from employees under ORS 316.167. ORS 279B.220(4).
5) If the agreement is for lawn and landscape maintenance, it s~all contain a condition requiring the contractor to salvage, recycle,
compost or mulch yard waste material at an approved site, if feasible and cost-effective. ORS 279B.225.
6) Promptly, as due, make payment to any person, copartnership, association or corporation furnishing medical, surgical and hospital
care services or other needed care and attention, incident to sickness or injury, to the employees of the contractor, of all sums that the
contractor agrees to pay for the services and all moneys and sums that the contractor collected or deducted from tIie wages of
employees under any law, contract or agreement for the purpose of providing or paying for the services. All employers shall comply
with ORS 656.017. ORS 279B.230.
7) A person may not be employed for more than 10 hours in anyone day, or 40 hours in anyone week, except in cases of necessity,
emergency or when the public policy absolutely requires it, and in such cases, except in cases of contracts for personal services
designated under ORS 279A.055, the employee shall be paid at least time and a half pay:
a) For all overtime in excess of eight hours a day or 40 hours in anyone week when the work week is five consecutive
days; or ,
b) For all overtime in excess of 10 hours in anyone day or 40 hours in anyone week when the work week is four
consecutive days, Monday th~ough Friday; and
c) For all work performed on Saturday and on any legal holiday specified in ORS 279B.020.
An employer must give notice in writing to employees.who work on a public contract, either at the time of hire or before
commencement of work on the contract, or by posting a notice in a location frequented by employees, of the number of hours per day
and days per week that the employees may be required to work. ORS 279B.235(1)-(2).
8) If the agreement is for personal services, the contract shall contain a provision that the employee shall be paid at least time and a half
for all overtime worked in excess of 40 hours in anyone week, except for individuals under personal services contracts who are
excluded under ORS 653.010 to 653.261 or under 29 U.S.c. 201-209 from receiving overtime. ORS 279B.235(2).
9) Contracts for services must contain a provision that requires that persons employed under contracts shall receive at least time and half
pay for work performed on the legal holidays specified in a collective bargaining agreement or in ORS 279B.020(1)(b)(B)-(G) and for
all time worked in excess of 10 hours in anyone day or in excess of 40 hours in anyone week, whichever is greater. Employer shall
give notice in writing to employees who work on a contract for services, either at the time of hire or before commencement of work
on the contract, or by posting a notice in a location frequented by employees, of the number hours per day and days per week that the
employees may be required to work. ORS 279B.235(5),
If this agreement is for a public improvement, the contract shall contain the following conditions:
10) Make payment promptly, as due, to all persons supplying to the contractor labor or material for tlle performance of the work provided
for in the contract. ORS 279C.505(1)(a).
11) Pay all contributions or amounts due the Industrial Accident Fund from the contractor or subcontractor incurred in the performance of
the contract. ORS 279C.505(1)(b).
12) Not permit any lien or claim to be filed or prosecuted against the state or a county, school district, municipality, municipal
corporation or subdivision thereof, on account of any labor or material furnished. ORS 279C.505(1)(c).
,13) , Pay to the Department of Revenue all sums withheld fromemployees under ORS 316.167. ORS 279C.505(1)(d).
14) The contractor shall demonstrate that an employee drug testing program is in place. ORS 279C.505(2).
11/2007 Independent Contractor Agreement for Personal Services Type 3
Page 7 of 8
15) If the contractor fails; neglects or refuses to make prompt payment of any claim for labor or services furnished to the contractor or
subcontractor by any person in connection with the public improvement contract as the claim becomes due, the proper officer or
officers representing the state or a countY, school district, municipality, municipal corporation or subdivision thereof, as the case may
be, may pay such claim to the person furnishing labor or services and charge the amount of the payment against the funds due or to
become due the contract by re.ason of the contract. If the contractor or first-tier subcontractor fails, neglects or refuses to make
payment to a person furnishing labor or materials in connection with the public improvement contract within 30 days after receipt of
payment from the contracting agency or a contractor, the contractor or first-tier subcontractor shall owe the person the amount due
plus interest charges commencing at the end of the lO-day period that payment is due under ORS 279C.580(4) and is subject to a
good faith dispute as defined in ORS 279C.580. If the contractor or a subcontractor fails, neglects or refuses to make payment to a
person furnishing labor or materials in connection with the public improvement contract, the person may file a complaint with the
Construction Contractors Board, unless payment is subject to a good faith dispute as defined in ORS 279C.580. ORS 279C.515.
16) The payment ofa claim does not relieve the contactor or the contractor's surety from obligation with respect to any unpaid claims.
ORS 279C.515(4). .
17) A person may not be employed for more than 10 hours in anyone day, or 40 hours in anyone week, except in cases of necessity,
emergency or when the public policy absolutely requires it, and in such cases, except in cases of contracts for personal services
designated under ORS 279C.100, the employee shall be paid at least time and a half pay:
a) For all overtime in excess of eight hours a day or 40 hours in anyone week when the work week is five consecutive
days; or,
b) For all overtime in excess of I 0 hours in anyone day or 40 hours in anyone week when the work week is four
consecutive days, Monday through Friday; and,
c), For all work performed on Saturday and on any legal holiday specified in ORS 279B.020. ORS 279C.520(1).
An employer shall give notice in writing to employees who work on a public contract either at the time of hire or before
, commencement of work on the contract, or by posting a notice in a location frequented by employees, of the number of hours per day
and days per week that the employees may be required to work. ORS 279B.520(2),
18) If the agreement is for personal services, the contract shall contain a provision that the employee shall be paid at least time and a half
for all overtime worked in excess of 40 hours in anyone week, except for individuals under personal services contracts who are
excluded under ORS 653.010 to 653.261 or under 29 U.S.c. 201-209 from receiving overtime. ORS 279C.520(3).
19) Contracts for services must contain a provision that requires that persons employed under contracts shall receive at least time and half
pay for work performed on the legal holidays specified in a collective bargaining agreement or in ORS 279C.540( I )(b )(B)-(G) and for
all time worked in excess of 10 hours in anyone day or in excess of 40 hours in anyone week, whichever is greater. An employer
shall give notice in writing to employees who work on a contract for services, either at the time of hire or before commencement of
work on the contract, or by posting a notice in a location frequented by employees, of the number of hours per day and days per week
that the employees may b~,required to work. ORS 279C.520(5)
20) Solicitation documents for a public improvement contract shall make specific reference to federal, state and local agencies that have
enacted ordinances, rules or regulations dealing with the prevention of environmental pollution and the preservation of natural
resources that affect the performance of the contract. A solicitation document must also make special reference to known conditions
at the construction site that may require the successful bidder to comply with the ordinances, rules or regulations identified under
ORS 279C.525(1). If the successful bidder encounters a condition not referred to in the solicitation documents, not caused by the
successful bidder and not discoverable by a reasonable prebid visual site inspection, and the condition requires compliance with the
ordinances, rules or regulations referred to under ORS 279C.525(1), the successful bidder shall immediately give notice of the '
condition to the contracting agency. The successful bidder may not commence work nor incur any additional job site costs in regard
to the condition encountered and described in ORS 279.525(3) without written direction from the contracting agency. ORS
279C.525.
21) Promptly, as due, make payment to any person, copartnership, association or corporation furnishing medical, surgical and hospital
care services or other needed care and attention, incident to sickness or injury, to the employees of the contractor, of all sums that the
contractor agrees to pay for the services and all moneys and sums that the contractor collected or deducted from the wages of
employees under any law, contract or agreement for the purpose of providing or paying for the services. All employers shall comply
with ORS 656.017. ORS 279C.530.
22) A contract for public works shall contain a provision stating the existing state prevailing rate and wage and, if applicable, the federal
prevailing rate of wage required. Every contract and subcontract shall contain a provision that workers shall be paid not less than the
specified minimum hourly rate of wage in accordance with ORS 279C.838. ORS 279C.830(1).
If this agreement is for demolition, tbe contract shall also contain the following conditions:
23) Contractor must salvage or recycle construction and demolition debris, iffeasible and cost-effective. ORS 279C.510(1)
11/2007 Independent Contractor Agreement for Personal Services Type 3
Page 8 of 8
ATTACHMENT 1
City of Springfield ,
Scope of Work, FireMed Advertising & Marketing Service
Independent Contractor shall perform Advertising and Marketing services for the 2008
. FireMed campaign as described as Exhibit C, "RFP Response: November 15, 2007
Amendment" submitted by Independent Contractor in response to the CITY's "Request
. for Proposal (RFP), FireMed Ambulance Membership,Advertising and Marketing
Campaign Management" herein described as Exhibit D, and further as per the
Amendment herein described as Exhibit E. '
Specifically, Independent Contractor shall provide the services described as:
. 1. Marketing & Advertising Plan: Agency Management and Campaign
Coordination .
2. Media Campaign Planning & Purchase
3. General Acquisition Mailing
4. Member Renewal Program
5. General Acquisition Program
. 6. ' Newspaper Insert
7. Mid-Campaign Reminder
8. Member Retention Packet
9. Post Campaign Renewal Offer
10. JobCare Business Membership Program
II. Other Advertising & Marketing Components
12. Post-Campaign Analysis and Evaluation
13. Sub-Contractor
'\
Exhibit C
RFP Response: November 15,2007
ADMENDMENT
. Eugene! Springfield J Lane Rural FireMed
2007 - 08 MembershipMarketing Campaign
AdGroup / Advertising & Marketing
A Division of Shelton Turnbull
An Employee Owned Company
Working Document / November 2007
@ AdGroup · Private & Confidential. page 2 of 24
Eugene / Springfield I Lane Rural
FireMed Proposal'
Table of Contents
Introduction
Qualifying Experience .. ............................. ...... ... .............. Pages 4-7
Historical Background ....... ............................................ .......... ........8
Perspective / Air Medical Services Membership.... ......... .......... ...... ... ....9
Project Manager / Team Members ................... ..................... ...10 - 11
Section I: Marketing & Advertising Plan
Agency Management & Campaign Coordination. . ... ........ .......... ......... .12
Strategic and Creative Approach. .... ..... ....... .....,' ............ ... ......... ... ..13
Section II: Media Campaign Planning & Purchase
Broadcast Media, Radio and Newspaper.... ...... ... .... ..... .,........ ... ..... ...14
Section III: Direct Marketing
General Acquisition Mailing (Self-mailer)................................ ...... ...15
Member Renewal Program ...... ...... .............. ... ...... ....... ............... .15
General Acquisition Program ................. ..................................... .16
Newspaper Insert. . . .. .. ~ . . . . . . . . .. . . . . . . . .. . . . . . . . . . . . . . . . . .. '. " . .. . .. . .. . . . . .. . . .. . . . .16
Mid-Campaign Reminder..................... ...... .... ...... .................... .~..17
Member Retention Packet ............................... .. . .. . .'. . ... ..... . .. . .. . ... ..17
Post Campaign Renewal Offer..................................................... ..18
Section IV: JobCare Business Membership Program
Chamber of Commerce, Employer, Employee Packets. ... . .. . ... .. ... ... ... . . ...19
Section V: Other Advertising & Marketing Components
Web Site, Co-Marketing Partners & Others............................. ...... .20-21
Section VI:
Post Campaign Analysis / Sub-Contractor........ ... ...... ............ .......... ...22
References.. . . . . . . : . . . . . . . .. . . .. . .. ... . . . . . . .. .. . .. . . .. .. . .. . ... .. .. . . .. . .. . ... . . . .. . . . . .23
Budget Summary.. ......... ......... ..... .... ....., .... ........ ............. ........ ...24
Working Document / November 2007
@ AdGroup · Private & Confidential. page 3 of 24
. . Qualifying Experience
2007 FireMed Campaign
Weare grateful for the confidence that the Eugene, Springfield and Lane Rural
PireMed Systems have demonstrated by awarding us the contract for the 2007
Advertising and Marketing Campaign. As we have carefully reviewed our
strategies and tactics we realize that, even though the campaign was a success in
that we were able to reverse the five year downwar4 trend in a mature market, we
can (must) improve our performance and continue the upward trend by gaining a
, significant amount of new members,in the upcoming 2008 Membership
Campaign. We have analyzed some new strategic improvements and if we are the
successful agency chosen to implement the 2008 Campaign we will be able to
leverage our experience and continue to generate growthin.both numbers.QC ,..
members and in net revenues. We have a strong team with great experience and
we lookforward to the privilege and the challenge.
On-Line FireMed Web Site
A major accomplishment was the design and implementation of a new more .
powerful presence on the web. Despite the impact of starting late and going on-
, line in mid-campaign, we were able to enhance the informational content and
begin the process of driving members to use the site to have most of their
questions answered. This has resulted in a significantly higher utilization of the
site for acquisition, benefit information and for enrollment. This results in saving
administrative costs since it minimizes some aspects of personal responses and
still maximizes the member's access to the benefits and privileges of being a
member. In a sense the site enriches and expedites the experience of being a
member. . .it adds value to informational aspects of membership utilization. This
will be a great advantage when we seek to expand into the younger and more
"web-savvy" demographics. Plus it allows access 24/7!
We have as a major goal to expand both the capabilities and functionalities of the
site as well as integrating access to reciprocating EMS "sister systems" for
information, enrollment and response. . .it can all be done on-line. Again saving
significant costs and achieving great outcome, such as increased customer
satisfaction and renewal.
Working Document / November 2007
@ AdGroup · Private & Confidential · page 4 of 24
JobCare: Employer EMS Membership Program
As we immersed ourselves in the 2007 PireMed campaign we began to realize
that the traditional PireMed demographic could not sustain the growth that we
desired. We have a significant level of saturation within the 65+ demographic
. . . that limits our future. Our answer to that pleasant dilemma is to design and
develop a program that would reach the "working/family" demographic. We have
expended considerably effort and investment in creating a powerful program for
employers to implement in their benefit package to their employees. We expect
that this program can bring us increased members, especially ifthe employers
participate in a cost sharing enrollment with their employees. Again, if we have
the privilegeoTb-eiiig-chosen-as-tliePireMed marketing agency, we will explore
the creation of a year round marketing strategy to' acquire greater penetration into
the "working/family" demographic. We are excited to pursue this opportunity.
FireMed Plus -: Air Medical Service Membership
We have successfully addressed the inclusion of the Air Medical Service
component into our core membership development strategy. Despite previous
attrition, due in part to the addition of this alternative to the core PireMed
Emergency Ambulance Membership, we have successfully positioned the
PireMed Plus Membership as a simple enhancement to b~sic FireMed. We have
worked with the Air Medical Service provider to provide supplementary funding
for increased marketing intensity as well as specific Air Medical Membership
materials which will further validate and focus on the unique benefits to our
member's safety and security: In the hopes that we are the chosen agency we
look forward
to further effectiveness in integrating this component as a "core benefit" (option)
to our basic program.
Working Document / November 2007
@ AdGroup. Private & Confidential · page 5 of 24
2007 FireMed Symposium
We were privileged to participate in the 2007 FireMed Symposium which
allowed us to present our capabilities to a broad constituency of Fire/EMS
professionals statewide. All EMS transport systems are facing intense financial
difficulties in light of the new policies that Medicare has imposed on the
chargeability of service delivery to Medicare patients. Medicare has created a
serious financial crisis by unilateral mandates which allow inadequate
reimbursement to cover the costs of emergency medical transport. The goal of the
, Symposium was to confront the financial challenges and to explore methods of
increasing revenues while maintaining the highest level of EMS response
possible. The solutions seem to be in the arena of strategic partnerships,
increased, efficiencies, cost control and revenue enhancements from more'
powerful membership programs. It is our conviction that a centralized service
p_~l1et\.vo!'k c~81low Fire/EMS systems to save monies, control costs and produce
more revenue.ltrs':nofiiximagic bullet" but it can and will help with both
financial and political stability as relates to Fire/EMS Systems.
The FireMed.Resource Network
.- ,,_ .. ".. _~,'",';"w:""""'~"=~.~: .-;'.':;'_::.. ~':";'..__.:.":"
Our company has taken the initiative to create a suite of services that can be
integrated with teams of service professionals that will allow almost any
Fire/EMS provider to start a successful membership program. . . and do it while
increasing net revenues. Weare calling this consortium the ''FIREMED
RESOURCE NETWORK". To be more definitive, the FireMed Resource
Network is a team of professionals that have the skills, resources and experience
to assist public agencies in developing & marketing local EMS Membership
Revenue Programs. Our vision is to combine the "best of the best" by partnering ,
with both public and private service providers to integrate communication and
marketing capabilities along with administration and fulfillment services that will
minimize the work flow, administrative complexities and make it easier, faster
and more economical for Fire/EMS administrators to generate maximum revenues
from membership programs. We recognize the challenges and we've created
some viable solutions so that agencies can move forward with minimum risks.
We can even assure them of success and increased revenues. Developing this
concept has further imbedded us into the vision that our future is intertwined with
those public agencies that have the courage to face the challenges and act
accordingly. We feel that our commitment to this endeavor gives us unique
qualifications and experiences to merit the privilege of continuing to be the
agency of choice to the Eugene, Springfield & Lane Rural FireMed partnership. "
Working Document I November 2007
@ AdGroup . Private & Confidential · page 6 of 24
Additional Recent Experience
Eugene / Springfield! Lane Rural Firemed
We strategized, designed, produced and implemented a new marketing
and tactical plan for the 2007 renewal, acquisition, and retention
phases of the membership campaign. Adding power, reach and
frequency to the campaign was accomplished by enhancing and
managing multi-media components for television, radio and
newspaper. We also successfully created and produced a strong
JobCare program and a new web site for expanded educational
information and ease of enrollment.
Somoma Valley FireMed: Coordinate and plan entire PireMed
membership program, including member renewal, new member
, acquisition, thank you packet, newspaper, inserts. Coordination with
REACH and integration of Air Medical Services was also incorporated
within the campaign.
Dinuba FireMed: Yearly membership campaign
Western Lane LifeCare: Yearly membership campaign
~..:;: ~.:'~, -<,;,,:..:.:.....:,':-:.'<;'"'
-.-..._" "'-'".-..
Bear V alley LifeCare: Yearly membership campaign
. -. ~ ',,-~-- ...~._.. . ,. ..
. . '-~-'.-"--~"--~_..- ,.~.'-"--. .~_.._.-._-
Holt International: Strategy, design, implementation and
coordination of multi-piece informational packet to families interested
in international adoption.
Holiday Retirement Inc. Collaborate on strategy and creative ideas
with their in-house marketing team to produce all collateral marketing
materials for 305 assisted living residences across the U.S. and
Canada. All marketing materials are produced, warehoused and
mailed through us with quantities exceeding 1,500,000 per year.
'. Good Neighbor Care: Developed fundamental market research
and positioning strategies for senior demographics. Created corporate
image and marketing materials for independent living, assisted living ,
and memory loss facilities. We also implemented a fulfillment
program for over 20 unique facilities nationally.
· Bio-Codex: We provide creative, production and logistical support
services for their national marketing and distribution system including
on-line fulfillment and material management programs. BioCodex
provides laxative and gastrointestinal control medications for adults
'and children.
Working Document / November 2007
@ AdGroup · Private & Confidential. page 7 of 24
Historical Background: .
Since 1975, Ad Group has provided a broad range of services to our clients. We
offer a single source reliability that benefits our clients by utilizing a consistent
. and comprehensive approach to all facets of any marketing campaign.
We have integrated strategy, creative concepts, graphic production capabilities
and mailing fulfillment services to maximize our efficiencies and economies of
scale. Our goal is to provide maximum impact for every dollar invested. That has
been our tradition.
Asthis relates to marketing the membership component of Fire / EMS
programs, we have a long and successful history. In 1986 we partnered with
Eugene Fire and Springfield Fire & Life Safety to create a rev,enue enhanc~ment
. membership program that we called FireMed. We invested ourselves, in concert
with the professional staff of the Springfield Fire Department, and developed a
marketing strategy to create a revenue stream that would allow Fire / EMS
departments to invest in lifesaving training, technologies (defibrillators) and
equipment upgrades - all in the context of saving lives and saving money. Ad
Group has created, managed and developed the protocols for marketing the
membership program with the result that the program saw increases in enrollment
and by 1999 the program acquired and retained over 33,000 member households
covering over 77,000 individuals.
. - - '."--' ~--
_ '4"~_,~,,,__,__,""W'4"'_"".
Ad Group has continued to develop and refine membership marketirig strategies
and work with many other FireMed and LifeCare EMS systems to develop
successful revenue enhancement programs built on concr~te strategies for
membership acquisition and retention. The key being to continually focus on
providing increased benefits to our communities and communicating in a style
consistent with the professional character of the public service EMS systems.
Working Document / November 2007
@ AdGroup . Private &. Confidential. page B of 24
Perspective:
Weare excited about the opportunity to continue a relationship that reflects, an
innovative vision for FireMed and to further establish a pattern of growth. The
2007 campaign was able to reverse the membership attrition and create a
significant level of growth. We still have serious concerns given the pattern of
stagnation and attrition that has been endemic to the campaigns over the last 6
years. We have seen great advances in operational efficiencies and we are proud
that we have some of the highest levels of professional. EMS service in the entire
nation....ifnot the world. Most of our response times are between 3-6 minutes
and have resulted in the saving of hundreds oflives. FireMed's equipment and
communication systems are without equal and FireMed's personnel are among the
finest in the profession. It would be our privilege to, once again, partner with
your program to grow your membership constituency and enhance the benefits to
the people whq place their confidence in FireMed.
Air Medical Services Membership
Weare also excited about the success of the Air Medical Services component as
part of the overall program. It demonstrates the broad commitment to developing
benefits for our membership that will directly improve their safety and security in
times oflife threatening emergencies.
In regard to the integration of Air Medical membership, we still have some
concerns. We recognize that this component has caused some hesitation in
renewing enrollments beca~se of the following reasons: .
1) Cost of Membership
The increased cost of membership affects this constituency. It is
possible that some measure of attrition will continue to occur.. .
"Can 1 afford this?"
2) Complexity of Enrollment
The complexity of consideration causes some hesitation in making the
decision to enrolL.. "FireMedor FireMed Plus?"
3) Confusion of Necessity
As our members evaluate the necessity of air medical transport we
expect the need to assure them and reinforce our core message of
saving lives and money. .. "Do 1 need this? "
We will continue to address these concerns. We believe they can be overcome
by refining and focusing our marketing efforts and simplifying our messages
acrossa variety of media.
Working Document / November 2007
(9 AdGroup · Private & Confidential. page 9 of 24
Project Manager / Team Members
Project Manager / Marketing Specialist: Bruce Glidden
Bruce brings to each project over 17 years of experience with a wide range "
of clients and industries. Bruce has been the project manager for all
FireMed and LifeCare membership programs for the past nine years, as
well as Eugene / Springfield / Lane Rural's 2007 membership campaign.
Some of his responsibilities include incorporating new or revised
, strategies, working closely with creative directors and implementation and
fulfillment of all components in a timely manner.
In addition, Bruce has considerable experience with other'
commercial, retail and industrial accounts that require careful attention to
detail, coordination & timing and interfacing with production, printing and
various media outlets such as radio, newspaper and television.
Vice President of Creative Services: Jean Paul Dusseault
Jean-Paul (JP) was the originator of the marketing and advertising posture
ofth~ EMS / Fire Mem~~r.sh.ip program. JPbrings a depth of experience
to our team and will help shape and integrate our creative efforts with
_proven enrollment and:b~n~fit str!,ltegies that will help rebuild the
membership base. He has over 30 years experience in the advertising,
marketing and sales on_an international, national and regional basis
JP brings a balance of creativity and practicality that is based on his
education (MFA design) and knowledge of what will work successfully in
, the marketplace. JP has also developed Creative Graphics, a proprietary
products division that market.s to major booksellers and gift shop
companies, e.g. Barnes & Noble and Borders, Inc. Having owned his own
promotion agency for 30 years, JP is committed to working for the success
and profitability of his clients.
Creative & Design: Sue Schaeffer
Sue has a Bachelor of Science Degree in Anthropology from The
University of Wisconsin-Milwaukee and aMaster of Science degree from
the University of Oregon. She has 30 years experience in graphic arts,
preparing marketing materials and communication components for clients
such as FireMed, Holiday Retirement, Se1co,Willamette Valley Company
and the wine industry. Sue has a broad range of expertise, and by
, understanding the larger context in which her designs wlll be used helps to
obtain results in greater effectiveness.
Working Document/November 2007
@ AdGroup · Private &. Confidential. page 10 of 24
'ProJect Manager / Team Members - continued
President: Barry Mill~r
Barry has 21 years of experience leading medium sized companies in the
printing/packaging industry. His impressive customer list includes such
companies as Anheuser-Busch, Heinz, Pennzoil Motor Oil, Pepsi and the
Gallo Winery. Prior to his leadership role in the printing industry, Barry
served in numerous capacities in the areas of strategic planning and
finance. Educationally, Barry holds a Masters Degree in Management
from MIT.
Operations and Production Manager: Ron Baughman
Ron has over 25 years experience in all aspects of printing, production,
and fulfillment in the printing business. Ron has managed production
facilities all along the west coast and has hands-on knowledge of what it
requires to get a project from conception to completion. He manages a
workforce of approximately 50 people, to coordinate their abilities and
schedules to compete jobs correctly and on time.
.._....~~-~ ...~.~.._-- .--
.,."".......... ..' ..-._.
Media Specialist: John Prevedello ,
John Prevedello, who has 19 years of local media and advertising
. experience, started his own agency 4 years ago (Prevedello & Associates).
The agency offers services in the areas of media planning & placement,
television and radio production, print, outdoor and other visual design,
copywriting, creative and internet marketing.
Working Document / November 2007
@ AdGroup · Private & Confidential. page 11 of 24
1. Marketing & Advertising Plan
Agency Management and Campaign Coordination
For the duration of this membership campaign, the staff and management
of Ad Group will be responsible:
· To work with our design team to develop targeted strategies, as
well as new and creative ideas for all visual and graphic design
elements.
· For coordination with broadcast media, cable, radio, newspaper
and billboard (?) advertising to complement and strengthen our
marketing messages.
· To coordinate the scheduling of all changes and enhancements to
the marketing materials.
· To organize all printed components for the direct mail renewal,
acquisition and retention campaigns, as well as for any inserts for
newspaper to meet deadlines for data processing, mailing and
delivery.
· To coordinate the integration of REACH Air Ambulance
membership .acquisition throughout the campaign.
· To help organize and coordinate any specialty advertising
components or incidental support materials.
· To fulfill all material and service requirements at an acceptable
level within budgetary and timeline restrictions.
· To work closely with PireMed staff to implement strategically
focused messages and to create a greater measure of goodwill and
awareness of PireMed within the community.
Professional Fees Budget
Agency Management / Campaign Coordination............... .$6,500.
Creative Services.................................... ....... ......... ..7,500.
Working Document / November 2007
@ AdGroup · Private & Confidential. page 12 of 24
Strategic and Creative Approach for all
Marketing Components
We will continue with the strategic vision that our responsibility is to
increase memberships in both FireMed and FireMed Plus.
This strategy will result in increased net revenues and help assure the
financial stability of the funding necessary to provide the highest level of
quality EMS services. As a component of the strategy we will incorporate
information that will help address the difficult issues created by
inadequate Medicare reimbursement policies. As our community faces
higher costs for EMS transport, higher insurance deductibles and a greater
threat to the financial security of individuals who are "at risk" because of
little or no coverage for EMS services, we want to forcefully present
FireMed Membership as "The SOLUTION".
We will incorporate the fundamental and traditional message components
as well as introduce new and convincing elements that balance both the
risks (of non-membership) and the benefits, privileges and security of
being a FireMed Member.
Tactical Positioning Messages,
1. You are at greater risk! (increased cost of services)
2. FireMed Saves Lives and Saves Money
3. ' FireMed protects your financial security
4. ' FireMed is 'an investment in our community
5. Don't risk your life ...Don 't risk your savings
6. Protect your wholefamily...at home, at work & at play
7. FireMed protects your entire household
8. FireMed gives you "peace of mind"
9. FireMed means Safety & Security
All these will be incorporated into the core campaign aimed at our primary
demographics.
In.addition we will have a major emphasis on the following:
. FireMed PLUS: Air Medical Services Membership
. JobCare Business Program: Employer / Employee Coverage
. Strategic Co-marketing Partnerships: Businesses & Institutions
Working Document / November 2007
@ AdGroup . Private & Confidential · page 13 of 24
2. Media Campaign Planning & Purchase
Broadcast Media - Television
. Broadcast Television
. Cable Support
. Adults age 35 +
. Bookend 15 sec spots - one on each side of a commercial break
. April 28-June 15th: Sign up Campaign
. June 16 - June 30th; Countdown Campaign
. Billboards - 5-10 second sponsorship announcements
Budget... ..... .... ........... ......:..... ........ ... ........ ...... .......~, $68,580.
Radio .
. . Broadcast through nine local radio stations
. Adults 43+
. 60 second commercials with options for different tag
.,"endings - different reasons to join;, and-countdown campaign,
. April 28-June 15th: Sign up Campaign ,
. June 16 -:- June 30th: Countdown Campaign
. Billboards -,10-15 second sponsorship aimouncements
Budget.. .........;.......... ......:................. ............ ........... $27,585.
Newspaper
. Register Guard
. Junction City / West Lane News
. Adults35+
. April 28-June 15th: Sign up Campaign
. June 16 - June 30th: Countdown Campaign
Budget ........... .... ....... ........... ..................... ......... ...... $16,400.
Note: FireMed agrees to fund all media budgets prior to insertion
Working Document / November 2007
@ AdGroup . Private & Confidential · page 14 of 24
...'
L
3. General Acquisition Mailing
Community Wide Mailing
"Three free months" advertised
General Specifications:
. 102,000
. Preparation & Set-up
. ,Suppress Members from List
. Self-Mailer
. 4/4 Colors
. Mail service, Handling and Preparation
. Includes Outgoing Postage (estimated at $18,360)
. Includes Return Postage under Permit #422
First Class (estimated at $530.) .
Budget... ......... .... ....,.. ...................... ..... ......... .$42,775.
,_4. ,Member_R_e~e~atProgram
Renewal Mailing to Existing Members
General Specifications:
. 31,000
. Preparation & Set-up
. Renewal Invoices
. Imp~ting Addresses onto Invoices
. Newsletter
. #9 White Remit Envelope
. #10 Window Business Envelope
. Mail Service, Handling and Preparation
. Includes Postage (estimated at $5580)
Budget....... .......... ............ ........... .......... .......... $21,150.
Working Document / November 2007
@ AdGroup . Private & Confidential · page 15 of 24
, .
. , .
5. General Acquisition Program
Community Wide Mailing to Sign-up New Members
. _.. .....,.. -- - - ...~............;.:~~.;.~~.::.~;:::-;:::-.-:-.::,;:-
.. General Specifications:
. 105,000 (included additional 3000 forrespondingto
mailings, phone calls, web site, walk-ins, etc.)
. Preparation & Set-:up
. Suppress Members from List
. Introductory Letter
. Insert
. Color Brochure
. Application Form
. #9 Blue remit Envelope
. #10 Business Envelope
. Includes Postage (estimated at $18,360)
Budget...................:..............................:........ $54,920.
6. Newspaper Insert
Additional Medium for Increased Frequency
General Specifications
· 49,500
· Preparation & Set-up
'. #9 self-mailer
. Delivered to Register Guard
· Newspaper Insertion
. Includes estimated return postage for permit #422
, Budget....... ...................... ...... ...... ............ ....... $7,450.'
Working Document / November 2007
@ AdGroup . Private & Confidential. page 16 of 24
7. Mid-Campaign Reminder
Postcard mailing to non-renewing members
General Specifications
. 7,000
. Preparation & Set-up
. Suppress Renewed Members from Pile
, . Color Postcard - 5.5 x 8.5
. Includes postage (estimated at $1,260)
Budget...:. .......;..... .......... ............. ........ ........ .... '$3,145.,
8. . Member Retention Packet
A welcome packet to all members
General Specifications
. 31,200 (based on expected growthof2.5 -'-3%)
. Thank You Letters
. #10 Mailing Envelopes
. Informational Booklets
. Wallet Membership Cards - for both PireMed and PireMed Plus
. Bumper Decals - for Both PireMed and FireMed Plus
. Delivered to FireMed Office
Budget............... .......... .................................. $35,190.
Option: See "Other Advertising & Marketing Components" for Ad Group fulfillment.
Working Document I November 2007
@ AdGroup · Private & Confidential · page 17 of 24
9. Post Campaign Renewal Offer
Final urgent mailing to non-renewing members
.General Specifications
. 4500
. Preparation & Set-up
. Suppress Renewed Members from List
. . Letter Explaining Benefits of Membership
. Renewal Application
. Imprint Address onto Application
. #9 Yellow Return Envelope
. #10 Window Envelope
. Includes Postage (estimated at $810)
Budget. ...... .... .................... .............. ........ ........ $4,240.
._....,..__h.. _ ..,.. .
.,.. ..". ...._._,__.. 'v._
Working Document / November 2007
@ AdGroup . Private & Confidential. page 18 of 24
,JobCare Business Membership Program
. Important secondary market targeted to the working / family
demographic in order to increase overall memberships.
, .' Chamber of Commerce FIver - General Specifications
. 3000
. Preparation & Set-up
· Included within Chamber of Commerce Mailings
· Eugene, Springfield and Junction City
· Chambers Insertion fees
. 8.5 x 11 Color Flyers
· Delivered to Each Chamber
, Budget. ......... ........,...... ........... ......... ....,....... ..... $1,780.
Emplover Educational Packet- General Specifications
. 250
· Preparation & Set-up
· Electronic Employer Application.
. Presentation Folder
., Set of Four Inserts
. 8 x 10 Certificates
· Posters
· Business Cards for FireMed Representatives
Budget...... ....... ........ ..................... ........ ....... .... $6,200.
Emplovee Response Packet - General Specifications
. 3000
. Preparation & Set-up
· Membership Application
· Color Flyer Explaining Benefits
Budget .... ....... ......... .,.... ........ ...... ..... .... ........ ..... $1,995.
Working Document / November 2007
@ AdGroup . Private & Confidential. page 19 of 24
11. Other Advertising & Marketing Components ..
Options to discuss with FireMedStaff
By adding additional marketing components we can affect the reach and
frequency of the message we wish to broadcast. .
1. Web Site Revisions
· Enhanced functionalities
· Copy revisions
· Programming
Estimated Budget: ................................................... $4,000. - 6,000.
2. Co-marketing Partners
'..--Marketingwith mission-compatible partners (safety, security for
seniors, etc.)
· Selco, Kendall Ford, EWEB, SUB, Kidsports, etc.
Estimated Budget: . ...:....... ........ ... .... ...... ....................... .... ........ TBD.
.., .... '-'_0_' ..
. ..~-", ._-,--~
3. Member Retention Packet- Third Party Distribution
.Ad Group to distribute packets to all members
., File Management and processing
· Stuff envelopes with FireMed OR FireMed Plus materials
· Presort, ink jet printing and deliver to the post office
· Files from FireMed throughout the campaign - must have at least
200/mailing to qualify for presorted standard postage
Estimated Budget (administration + mail service) ................ $3,075.
Estimated Postage .......................:.........,.... ...'.......................... 5,616.
Total: ...........................................:.........................................$ 8 ,960.
, ,
4. . Senior Directories / Yellow Pages
· The Guide 08
· Senior Resource Directory
· Hispanic Yellow Pages'
Estimated Budget: ..............:....~...........................:................. $4,100.
, Working Document / November 2007
@ AdGroup - Private & Confidential- page 20 of 24
5. Professional Photography
· Targeted to younger demographics (JobCare)
.. Lighting, set-up and digital captures
· Art direction
Estimated Budget...... ....... ..... .......... ........... ..........., .............. $3,000.
6. . Billboards
· 75 showirig (reaches 75% of the population)
· 12 units
· Printing and production
· Throughout May and June
Estimated Budget: .................. ............................. .......,........ $28,600.
. "7" . ..."-::..~=:.~.~~-~-, .-' ".
7. Register Guard.com
· On-line advertisement
· Rotates with other ads on home page
· Targeted to working demographic
Estimated Budget: ................................................................. $2,725.
8. Promotional Banners
· Site promotion
· Community Events
· Educational Opportunities
Estimated Budget: .................,................................................ $1,200.
9. Promotional Event Marketing Support
· Magnets, notepads, bookmarks, post-it notes
· Pens, key chains, bumper decals, etc.
Estimated Budget....................... ............ .......... ......... .:......... $3,500.
'I;otal Budget Available:.................................................. $24,490.
Working Document / November 2007
@ AdGroup · Private & Confidential. page 21 of 24
:\
,12. Post-Campaign Analysis and Evaluation
Ad Group will participate in the post campaign analysis. Our participation
will be dependent on Eugene / Springfield's depth of information I
accumulated throughout the membership drive. The goal would be to
analyze the available data to better understand how effective our -
marketing efforts have been in relation to retaining current members,
attracting new members, evaluation of the marketing message and the
medium employed to broadcast our message.
Budget, ......... .......... .......... ................... ... ......... ........... ......... Included
13. Sub-Contractor
Ad Group will not have to rely on many outside contractors. Because we
are a division of Shelton Turnbull, we have internal staff capable of
handling all of the creative, production, printing, bindery and direct mail'
fulfillment for all the collateral marketing components. By utilizing our
own internal strengths, we can control the timelines more efficiently and
be more productive ,as one coordinated management and fulfillment team.
The only subcontractor we would use is:
Prevedello & Associates - Media Specialists
18 years experience specializing in television &radio media planning
, and placement, forged on extensive research including A.C. Nielsen,
Arbitron, MediaAudit and SmartPlus.
Working Document / November 2007
@ AdGroup · Private & Confidential. page 22 of 24
. References
Holt International
Phil Littleton
Vice President of Marketing & Development
687-2202
phi11@holtinternational.org
Wilson Heirgood Insurance
Gordon Groshong
President
342-4441"
gordongroshong@whainsurance.com
Good Neighbor Care
David McCurdy
President / CEO
747-3373, ,
dmccurdy@goodneighbor.com
Visions Technology in Education
John Crowder
President / Owner
349-0905 / 953-4033
john@teamvistech.com
State of Oregon
Dept. of Administrative Services
Pat Smith
Purchasing
503-373-1769
Pat.smith@state.or.us
Working Document / November 2007
@ AdGroup · Private & Confidential. page 23 of 24
Budget Summary -FireMed 2008
Section I: Marketing & Advertising Plan
,. Agency Management / Campaign Coordination. . .. . " . .. ; " . .. . ... ..... ... .. .6,500.
Creative Services.....~...:.......................... ~............................ ..7,500.
Sectiop II: Media Campaign Planning & Purchase
Broadcast Media - Television........ ,..........................;........ ....$68,580.
Radio.. ..........;...................... ................... .,..... .,;............... .27,585.
Newspapers.....~....... .'.................................... .................... ...16,400.
Section III: Direct Marketing
General Acquisition Program (self-mailer).................... ~.......... ...$42,775.
Member Renewal Program.............. ..... ....... ... ........... .... ...... ...21,150.
General Acquisition Program............................... ~.................. .54,920.
Newspaper Insert.....,........ '.................. ,.................................7,450.
Mid-Campaign Reminder.... .... ..... ...... ................... .....:... .~........ .3,145.
Member Retention Packet................... ......................:........... ..35,190.
Post Campaign Renewal Offer..... ................. .... ........................ .4,240.
Section IV: JobCare Bt.siness Membership Program'
Chamber of Commerce Flyers.......................................;....... ...$1,780.
Employer Packets . ....... .............. ......................... ... ... ........ ..6,200.
Employee Packets........... ......... ..,.................................... .......$1;995.
Section V: Other Advertising & Marketing Components
Options for discussion with FireMed Staff.... ..;... ... ... .......... ..,.. ...$24.490.
Grand Total
$330,000.
Working Document / November 2007
@ AdGroup · Private & Confidential. page 24 of 24
Exhibit E. .
Amendment to:
City of Springfield Oregon
, Department of Fire and Life Safety
Request for Proposal (RFP)
FireMed Ambulance Membership.
Marketing and Advertising Campaign Management
The City of Springfield is amending this Request for Proposals by changing the amount
of money available for the FireMed marketing and advertising program to a not-to-
exceed amount of $330,000, and by extending the submission deadlme and some of the
, following decision timeline to accommodate proposers' need to make changes in their
proposals.
Please note the following amendments to this Request for Proposals. Changes are
r"Z~~~,:!?w.,P':;'i.~'Wf' . ~!k~EliJ~~~~{ ... . ~~~~~J."P.;VEI~'~
li!I~11!!'@J~~. Deletions are ~JJ.j.Q.",;Jllt.9JJgn, and changed or new mformatlOn IS uIToerl1i1ea:
SCOPE OF WORK
. .
Total proposed costs, both direct and indirect, for all goods and services, including
.""~~1"'1I'iP:~'>~.}~'lJ .
, postage, must not exceed $'~?@~0..0;;. . "
1. Marketing and Advertising Plan
Timefralle: ~f':~""''''1;",)l."
,,;\.~",_= ,if " ,L ., " . al marketing and
"";J!.::'J~~v'''~'''''",:_''''~~~><~4'':t'>'1':':;T'''~'''''I'''''''l''';:'''"'
advertising plan completed and presented by 1N0Mein0ert3'@~;2@J;)&.
...- "......,,,,, '..... ,-........, ,
7. Other Marketing and Advertising compone'nts
Timeframe: Summary plan submitted as part of Final Marketing Plan on
~J~-"'i't:~~:;~nnpror.:~~r~O-~"'-<1 -I db'
~(,)~~J3:ii0'~f~j0.1'~~~'~' Detm e plan su mItted by December 4, 2007. ., .
Implementation during timeframe agreed to in planning process.
Vendors Proposals and Selection Process:
1. ::Q1e ~E?pos,!ls are due at the above address no later than 2:00 P.M. local time,
ffN:~~~~~~~f~~1 '
2. ,Proposals shall include the following:
[Bullet point 6:]
Exhibit E
.. Total proposed costs both direct and indirect for all goods and services broken .
down by each category outlined in Scope of Work section for a ground and air
. ambulance program, for an amount not to exceed ~~g~ , . .
4. Any proposals may be withdrawn by delivering a written request to do so to
Leslie Wilson, City of Springfield, Finance Department prior to 2;~(jf(gl:R~lrtr~I
iIT~~~'Vffiflr.!lf!1~iN?&9~;;;nY{;9 , , , ", ,
t1me~::i1,)jOYemueg&~~1c.VV'/f1.
9. Timeline
'. Request for Proposal package available: October 9, 2007
· Advertise Daily Journal of Commerce & The Register Guard: 10/16/07 and
10/23/07 .
· Proposals Due by: 2:00 PM local time,
· Final interviews to be conducted approximately; '"
~f~;"'~"''<''':~'''''-'t:.~.,{i''$'.-'-l '~~~f"."!;:<I".. . .
l~o~e'n1~erif:lj;~~I;t~O(i)'!fi.
· Contract Intent to Award announced approximatel
· City Council contract ratification approximately:
ATTACHMENT 2
City of Springfield
Payment Schedule, FireMed Advertising & Marketing.Services
CITY shall pay Independent Contractor for Professional Management and Creative
services, a total of$14,000. CITVwill pay this fee in seven equal monthly installments
of $2000 each. Contractor shall submit invoices on the lOth of each month, starting on
January 10,2007 and ending not later than July 10,2007. CITY will process each
invoice and mail payment on or before the end of each month.
. In addition, Independent Contractor shall invoice CITY for reimbursement of broadcast
media and cable, radio, billboards, newspaper ads, and public relations costs on or before'
the 10th of the month, for services to be provided the following month. CITY will pay
reimbursements on or before the end of the month in which billings are received and
approved by CITY.
CITY will make deposits to the United States Postal Service Bulk Mail and Business
Reply Mail accounts in a timely manner to assure that direct mail proceeds as. scheduled
in the RFP or as modified and agreed to by the parities.
Total payments by CITY to independent Contractor for Professional Management
.. Services, Creative Services, and all reimbursements shall be in an amount not to exceed
$330,000.