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R-07-12-06-9B1 - 12/6/2007 RESOLUTION NO. R-07-12-06-9B1 WHEREAS, the City of Round Rock desires to retain professional consulting services for a value assessment of City Park and Recreation Facilities to include Round Rock' s Old Settlers Park, and WHEREAS, Front Row Marketing Services has submitted an Agreement for Purchase of Consulting Services to provide said services, and WHEREAS, the City Council desires to enter into said agreement with Front Row Marketing Services, Now Therefore BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS, That the Mayor is hereby authorized and directed to execute on behalf of the City an Agreement for Purchase of Consulting Services with Front Row Marketing Services, a copy of same being attached hereto as Exhibit "A" and incorporated herein for all purposes . The City Council hereby finds and declares that written notice of the date, hour, place and subject of the meeting at which this Resolution was adopted was posted and that such meeting was open to the public as required by law at all times during which this Resolution and the subject matter hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act, Chapter 551, Texas Government Code, as amended RESOLVED this 6th day of December, 2- 7 . NY WELL, Mayor City of Round Rock, Texas ATTEST: 3A L ' t& SARA L. WHITE, City Secretary 0:\wdox\RESOLUTI\R71206B1.WPD/rmc CITY OF ROUND ROCK AGREEMENT FOR PURCHASE OF CONSULTING SERVICES FOR VALUE ASSESSMENT OF CITY PARK AND RECREATION FACILITIES FOR SPONSORSHIP PROGRAM FROM FRONT ROW MARKETING SERVICES THE STATE OF TEXAS § CITY OF ROUND ROCK § KNOW ALL BY THESE PRESENTS: COUNTY OF WILLIAMSON § That this Agreement for purchase of consulting Services for Value Assessment of City Park and Recreation Facilities for Sponsorship Program (referred to herein as the "Agreement") is made and entered into on this the day of the month of , 2007, by and between the CITY OF ROUND ROCK, TEXAS, a home-rule municipality whose offices are located at 221 East Main Street, Round Rock, Texas 78664, referred to herein as the "City," and FRONT ROW MARKETING SERVICES, whose offices are located at 2834 Riverside Drive, Port Huron, MI 48060 (referred to herein as the "Vendor"). This Agreement supersedes and replaces any previous agreement between the named parties, whether oral or written, and whether or not established by custom and practice. RECITALS: WHEREAS, City desires to purchase Consulting Services for Value Assessment of City Park and Recreation Facilities for Sponsorship Program from Vendor; and WHEREAS, City has issued its "Request for Proposal" for the provision of said services, and City has selected the Proposal submitted by Vendor; and WHEREAS, the parties desire to enter into this Agreement to set forth in writing their respective rights, duties, and obligations; NOW, THEREFORE: WITNESSETH: That for and in consideration of the mutual promises contained herein and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties mutually agree as follows: 1.01 DEFINITIONS A. Agreement means the binding legal contract between City and Vendor whereby City is obligated to buy specified goods and Vendor is obligated to sell specified goods. 00125828.doc/PS C071026-1 EXHIBIT 0123.0703 1 .o "An The Agreement includes the following: (a) City's Request for Proposal designated as RFP 07-021, Specification Number 07-918-76; (b) Vendor's Response to RFP; (c) the contract award; and (d) any exhibits, addenda, and/or amendments thereto. Any inconsistencies or conflicts in the contract documents shall be resolved by giving preference in the following order: (1) This Agreement; (2) Purchaser's Response to RFP; (3) City's Request for Proposal, exhibits, and attachments. B. City means the CITY OF ROUND ROCK, Williamson and Travis Counties, Texas. C. Effective Date means the date upon which the binding signatures of both parties to this Agreement are affixed. D. Force Majeure means acts of God, strikes, lockouts, or other industrial disturbances, acts of the public enemy, orders of any kind from the government of the United States or the State of Texas or any civil or military authority, insurrections, riots, epidemics, landslides, lightning, earthquakes, fires, hurricanes, storms, floods, restraint of the government and the people, civil disturbances, explosions, or other causes not reasonably within the control of the party claiming such inability. E. Goods and/or Services mean the specified supplies, materials, commodities, or equipment and/or the specified services. F. Vendor means FRONT ROW MARKETING SERVICES or any of its subsequent successors or assigns. 2.01 EFFECTIVE DATE, INITIAL TERM, AND ALLOWABLE RENEWALS A. This Agreement shall be effective on the date it has been signed by both parties hereto, and shall remain in full force and effect unless and until it expires by operation of the term stated herein, or until terminated or extended as provided herein. B. The term of this Agreement is for Six (6)months from the effective date hereof. 2 3.01 CONTRACT DOCUMENTS AND EXHIBITS City selected Vendor as the integrator of choice to supply the goods as outlined in RFP 07-021, Specification Number 07-918-76, and Response to RFP submitted by Vendor. RFP 07- 021, Specification Number 07-918-76, and Response to RFP submitted by Vendor are attached hereto collectively as Exhibit "A" and made a part hereof for all purposes. The intent of these documents is to formulate an Agreement listing the responsibilities of both parties as outlined in the RFP and as offered by Vendor in its Response to the RFP. The goods and/or services which are the subject matter of this Agreement are described in Exhibit "A" and, together with this Agreement, comprise the total Agreement and they are fully a part of this Agreement as if repeated herein in full. 4.01 ITEMS AWARDED All bid items on Exhibit"A" are awarded to Vendor. 5.01 COSTS Bid costs listed on Exhibit "A" shall be the basis of any charges collected by Vendor. 6.01 INVOICES All invoices shall include, at a minimum, the following information: A. Name and address of Vendor; B. Purchase Order Number; C. Description and quantity of items received; and D. Delivery dates. 7.01 NON-APPROPRIATION AND FISCAL FUNDING This Agreement is a commitment of City's current revenues only. It is understood and agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year if the governing body of City does not appropriate funds sufficient to purchase the services as determined by City's budget for the fiscal year in question. City may effect such termination by giving Vendor a written notice of termination at the end of its then-current fiscal year. 8.01 PROMPT PAYMENT POLICY In accordance with Chapter 2251, V.T.C.A., Texas Government Code, payment to Vendor will be made within thirty (30) days of the day on which City receives the performance, supplies, materials, equipment, and/or deliverables, or within thirty (30) days of the day on 3 which the performance of services was complete, or within thirty (30) days of the day on which City receives a correct invoice for the performance and/or deliverables or services, whichever is later. Vendor may charge a late fee of one percent (1%) for payments not made in accordance with this Prompt Payment Policy; however, this Policy does not apply to payments made by City in the event: A. There is a bona fide dispute between City and Vendor concerning the supplies, materials, or equipment delivered or the services performed which causes the payment to be late; or B. The terms of a federal contract, grant, regulation, or statute prevent City from making a timely payment with federal funds; or C. There is a bona fide dispute between any of the parties and subcontractors or between a subcontractor and its suppliers concerning supplies, materials, or equipment delivered or the services performed which causes the payment to be late; or D. Invoices are not mailed to City in strict accordance with instructions, if any, on the purchase order or the Agreement or other such contractual agreement. 9.01 GRATUITIES AND BRIBES City may, by written notice to Vendor, cancel this Agreement without liability to Vendor if it is determined by City that gratuities or bribes in the form of entertainment, gifts, or otherwise were offered or given by Vendor or its agents or representatives to any City officer, employee or elected representative with respect to the performance of this Agreement. In addition, Vendor may be subject to penalties stated in Title 8 of the Texas Penal Code. 10.01 TAXES City is exempt from Federal Excise and State Sales Tax; therefore, tax shall not be included in Vendor's charges. 11.01 ORDERS PLACED WITH ALTERNATE VENDORS If Vendor cannot provide the goods as specified, City reserves the right and option to obtain the products from another supplier or suppliers. 12.01 INSURANCE Vendor shall meet all requirements as stated in the attached Request for Proposal No. RFP 07-021 and its proposal response. 4 13.01 CITY'S REPRESENTATIVE City hereby designates the following representatives authorized to act in its behalf with regard to this Agreement: Terri Waggoner Marketing Specialist Parks and Recreation Department 301 West Bagdad, Suite 250 Round Rock, Texas 78664 512-343-3361 14.01 RIGHT TO ASSURANCE Whenever either party to this Agreement, in good faith, has reason to question the other party's intent to perform hereunder, then demand may be made to the other party for written assurance of the intent to perform. In the event that no written assurance is given within the reasonable time specified when demand is made, then and in that event the demanding party may treat such failure as an anticipatory repudiation of this Agreement. 15.01 DEFAULT If Vendor abandons or defaults under this Agreement and is a cause of City purchasing the specified goods elsewhere, Vendor agrees that it may be charged the difference in cost, if any, and that it will not be considered in the re-advertisement of the service and that it may not be considered in future bids for the same type of work unless the scope of work is significantly changed. Vendor shall be declared in default of this Agreement if it does any of the following: A. Fails to make any payment in full when due; B. Fails to fully, timely and faithfully perform any of its material obligations under this Agreement; C. Fails to provide adequate assurance of performance under the"Right to Assurance" section herein; or D. Becomes insolvent or seeks relief under the bankruptcy laws of the United States. 16.01 TERMINATION AND SUSPENSION A. City reserves the right to review the relationship upon the completion of each stage listed in the Scope of Work included in Vendor's Response to RFP include in Exhibit "A" (as hereinafter defined). Upon such review, City may elect to terminate this Agreement, in whole or in part, with or without cause, or may elect to continue. If City 5 decides to terminate the Agreement, it will provide Vendor with written notice thereof, and the Agreement will automatically terminate when Vendor receives said notice. B. The City may terminate this Agreement, in whole or in part, for default if the City provides Consultant with written notice of such default and Consultant fails to cure such default to the satisfaction of the City within ten (10)business days of receipt of such notice(or a greater time if permitted by the City). C. Vendor has the right to terminate this Agreement only for cause, that being in the event of a material and substantial breach by City or by mutual agreement to terminate evidenced in writing by and between the parties. D. In the event City terminates under subsections (A) or(B) of this section, the following shall apply: Upon City's delivery of the referenced notice to Vendor, Vendor shall discontinue all services in connection with the performance of this Agreement and shall proceed to cancel promptly all existing orders and contracts insofar as such orders and contracts are chargeable to this Agreement. Within thirty(30) days after such notice of termination, Vendor shall submit a statement showing in detail the goods and/or services satisfactorily performed under this Agreement to the date of termination. City shall then pay Vendor that portion of the charges, if undisputed. The parties agree that Vendor is not entitled to compensation for services it would have performed under the remaining term of the Agreement except as provided herein. 17.01 INDEMNIFICATION Vendor shall defend (at the option of City), indemnify, and hold City, its successors, assigns, officers, employees and elected officials harmless from and against all suits, actions, legal proceedings, claims, demands, damages, costs, expenses, attorney's fees, and any and all other costs or fees arising out of, or incident to, concerning or resulting from the fault of Vendor, or Vendor's agents, employees or subcontractors, in the performance of Vendor's obligations under this Agreement, no matter how, or to whom, such loss may occur. Nothing herein shall be deemed to limit the rights of City or Vendor (including, but not limited to the right to seek contribution) against any third party who may be liable for an indemnified claim. 18.01 COMPLIANCE WITH LAWS, CHARTER AND ORDINANCES Vendor, its agents, employees and subcontractors shall use best efforts to comply with all applicable federal and state laws, the Charter and Ordinances of the City of Round Rock, as amended, and with all applicable rules and regulations promulgated by local, state and national boards, bureaus and agencies. 19.01 ASSIGNMENT AND DELEGATION The parties hereby bind themselves, their successors, assigns and legal representatives to each other with respect to the terms of this Agreement. Neither party shall assign, sublet or transfer any interest in this Agreement without prior written authorization of the other party. 6 20.01 NOTICES All notices and other communications in connection with this Agreement shall be in writing and shall be considered given as follows: A. When delivered personally to the recipient's address as stated in this Agreement; or B. Three(3) days after being deposited in the United States mail, with postage prepaid to the recipient's address as stated in this Agreement. Notice to Vendor: Front Row Marketing Services Attention: Eric Smallwood 2834 Riverside Drive Port Huron, MI 48060 Notice to City: Assistant City Manager Stephen L. Sheets, City Attorney 221 East Main Street AND TO: 309 East Main Street Round Rock, TX 78664 Round Rock, TX 78664 Nothing contained herein shall be construed to restrict the transmission of routine communications between representatives of City and Vendor. 21.01 APPLICABLE LAW; ENFORCEMENT AND VENUE This Agreement shall be enforceable in Round Rock, Texas, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein, exclusive venue for same shall lie in Williamson County, Texas. This Agreement shall be governed by and construed in accordance with the laws and court decisions of the State of Texas. 22.01 EXCLUSIVE AGREEMENT This document, and all appended documents, constitutes the entire Agreement between Vendor and City. This Agreement may only be amended or supplemented by mutual agreement of the parties hereto in writing. 23.01 DISPUTE RESOLUTION If a dispute or claim arises under this Agreement, the parties agree to first try to resolve the dispute or claim by appropriate internal means, including referral to each party's senior management. If the parties cannot reach a mutually satisfactory resolution, then and in that event 7 any such dispute or claim will be sought to be resolved with the help of a mutually selected mediator. If the parties cannot agree on a mediator, City and Vendor shall each select a mediator and the two mediators shall agree upon a third mediator. Any costs and fees, other than attorney fees, associated with the mediation shall be shared equally by the parties. City and Vendor hereby expressly agree that no claims or disputes between the parties arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9 USC Section 1-14) or any applicable state arbitration statute. 24.01 SEVERABILITY The invalidity, illegality, or unenforceability of any provision of this Agreement or the occurrence of any event rendering any portion or provision of this Agreement void shall in no way affect the validity or enforceability of any other portion or provision of this Agreement. Any void provision shall be deemed severed from this Agreement, and the balance of this Agreement shall be construed and enforced as if this Agreement did not contain the particular portion or provision held to be void. The parties further agree to amend this Agreement to replace any stricken provision with a valid provision that comes as close as possible to the intent of the stricken provision. The provisions of this section shall not prevent this entire Agreement from being void should a provision which is of the essence of this Agreement be determined void. 25.01 MISCELLANEOUS PROVISIONS Standard of Care. Vendor represents that it employs trained, experienced and competent persons to perform all of the services, responsibilities and duties specified herein and that such services, responsibilities and duties shall be performed in a manner according to generally accepted industry practices. Time is of the Essence. Vendor understands and agrees that time is of the essence and that any failure of Vendor to fulfill obligations for each portion of this Agreement within the agreed timeframes will constitute a material breach of this Agreement. Vendor shall be fully responsible for its delays or for failures to use best efforts in accordance with the terms of this Agreement. Where damage is caused to City due to Vendor's failure to perform in these circumstances, City may pursue any remedy available without waiver of any of City's additional legal rights or remedies. Force Majeure. Neither City nor Vendor shall be deemed in violation of this Agreement if it is prevented from performing any of its obligations hereunder by reasons for which it is not responsible as defined herein. However, notice of such impediment or delay in performance must be timely given and all reasonable efforts undertaken to mitigate its effects. Multiple Counterparts. This Agreement may be executed in multiple counterparts, any one of which shall be considered an original of this document; and all of which, when taken together, shall constitute one and the same instrument. 8 IN WITNESS WHEREOF, City and Vendor have executed this Agreement on the dates indicated. City of Round Rock, Texas Front Row Marketing Services By: By: Title: Title: Date Signed: Date Signed: Attest: By: Christine R. Martinez, City Secretary For City,Approved as to Form: By: Stephan L. Sheets, City Attorney 9 EXHISIT 'W' RFP 07-021 Specification Number 07-918-76 Dated: March 2007 City of Round Rock REQUEST FOR PROPOSALS VALUE ASSESSMENT OF CITY PARK AND RECREATION FACILITIES FOR SPONSORSHIP PROGRAM 1. PURPOSE: The City of Round Rock, Texas seeks the services of qualified professional consultant(s) to evaluate and assess, and assign value to a sponsorship package for City facilities and amenities to include, but not be limited to Old Settlers Park, Clay Madsen Recreation Center,Allen R Baca Center for Senior and Community Activities and Round Rock's Skate Park. Project shall include presenting to City Council and assisting with public input, interaction with other government agencies and potential sponsorship partners and all other duties necessary to complete an assessment. 2. DEFINITIONS: The following definitions will be used for identified terms throughout the specification and proposal document: 2.1. Agreement—A mutually binding legal document obligating the Vendor to furnish the goods, equipment or services, and obligating the City to pay for it. 2.2. City—Identifies the City of Round Rock,Travis and Williamson County,Texas. 2.3. Deliverables means the goods,products,materials,and/or services to be provided to the City by Proposer if awarded the contract 2.4. Goods represent materials,supplies,commodities and equipment. 2.5. Professional Services means services that use skills that are predominantly mental or intellectual, rather than physical or manual including, but not limited to, accounting,architecture, land surveying, law, medicine, optometry and professional engineering. 2.6. Proposal is a complete, properly signed response to a Solicitation that if accepted,would bind the Proposer to perform the resulting contract. 2.7. Proposer identifies persons and entities that submit a proposal. 2.8. Purchase Order-is an order placed by the Purchasing Office for the purchase of Goods or Services written on the City's standard Purchase Order form and which,when accepted by the Bidder, becomes a contract.The Purchase Order is the Bidder's authority to deliver and invoice the City for Goods or Services specified, and the City's commitment to accept the Goods or Services for an agreed upon price. 2.9. Services-work performed to meet a demand. The furnishing of labor,time,or effort by the vendor and their ability to comply with promised delivery dates, specification and technical assistance specified 2.10. Subcontractor-Any person or business enterprise providing goods, labor,and/or services to a Vendor if such goods, equipment, labor, and/or services are procured or used in fulfillment of the Vendor's obligations arising from a contract with the City. 2.11. Vendor—(Sometimes referred to as Contractor)A person or business enterprise providing goods, equipment, labor and/or services to the City as fulfillment of obligations arising from a contract or purchase order. 3. BACKGROUND 3.1. Old Settlers Park(OSP) is a 570 acre park filled with sports and recreation facilities which greatly contribute to Round Rock's Sports Capital of Texas tourism campaign. The park facilities include: 15 baseball fields, 2 football fields, 5 girls softball fields, 5 full-size soccer fields or 12 half-size soccer fields (if full-size and half-size are combined), 12 tennis courts, 2 sand volleyball courts, 1 professionally- designed 18 hole disc golf course, two rentable pavilions, and lake.An additional $13 million, 5 girl softball fields and 5 adult softball fields complex will open in fall of 2008. 3.2. Conservative park visitor numbers per year at more than 900,000 visits. In 2006, Round Rock opened the Rock'N River Family Aquatic Center in OSP which had attendance numbers of 77,249 in its 9-week opening season. 3.2.1. Si na e: The City has identified the following opportunities for signage, but not be limited to: 3.2.1.1. Entrance to OSP off Hwy 79. This signage shall be visible to all visitors to the park and patrons of Dell Diamond (five-year attendance total 3,374,337 not including Sami Shows and other events held there throughout the year). 3.2.1.2. Ball Fields at OSP to include outfield, scoreboards and concession stands. 3.2.1.3. Trash cans at OSP are estimated between 100 and 150. Page 1 of 7 RFP 07-021 Specification Number 07-918-76 Dated: March 2007 3.2.1.4. Rock'N River Family Aquatic Center. 3.2.1.5. Additional signage as recommended by sponsor/sponsorship firm at other park entrances and directional signs at Aten Loop, Harrell Parkway, Whitlow Way. 4. CITY FACILITIES AND AMMENTIES: for consideration with the sponsorship. 4.1. Old Settlers Park (OSP) is a 570 acre park filled with sports and recreation facilities which greatly contribute to Round Rock's Sports Capital of Texas tourism campaign. The park facilities include: 15 baseball fields, 2 football fields, 5 full-size soccer fields or 12 half-size soccer fields (if full-size and half- size are combined), 12 tennis courts, 2 sand volleyball courts, 1 professionally-designed 18 hole disc golf course, two rentable pavilions, and lake.An additional $13 million, 5 girl softball fields and 5 adult softball fields complex will open in fall of 2008 4.1.1. Annual Events: The following events take place at Old Settlers Park and shall be included in the value assessment of this Park only. Proposers shall not give them sponsorship tiers. 4.1.1.1. July 4th Frontier Days Celebration—from 10 am— 10 pm at Old Settlers Park. Celebration includes parade, arts and craft vendors, live music, fireworks. Sponsor benefits: TV ads run on Round Rock's Channel 10 to promote the July 4 Frontier Days Celebration and with television news partner Fox 7. Website link from www.roundrockfrontierdays.com, onsite banner at park, Mayor announces sponsors to guests, sampling opportunity possible, entry in parade optional for added visibility. Included in Round Rock Leader full page advertisement for event. 4.1.1.2. Texas Road Rash Inline Skate—attracts approximately 300 skaters. Sponsor benefits: Logo on event T-shirt, Ch. 10 promotion, on-site banner placement at event, materials/sample in event packet. Entire event is on Old Settlers Park roads and side roads. Looped course for repeated visibility as they skate through the park. This event received recognition as 5th in the nation by Marathon Skating.com and won the"Best of Texas"award from City Sports Texas Magazine" 4.1.1.3. Outlaw Trail 100—attracts almost 1000 cyclists. Sponsor benefits: Include opportunity to be on event T-shirt, in Ch. 10 promotion, on Outlaw Trail 100 website, materials/sample in event packet. Event is from 8 am—5 pm with cyclists starting and finishing in Old Settlers Park. 4.1.1.4. City of Round Rock Easter Egg Hunt-attracts more than 3000 youth and their parents. 9 am— 11 am at Old Settlers Park pavilion. Sponsor benefits include: announcements during event, event advertising in Round Rock Leader, city website link. 4.1.1.5. Fall Fun Festival- Halloween event with more than 2500 children in 2006 and parents at Old Settlers Park pavilion. Approx: 9 am— 11 am. Sponsor benefits include: announcements during event, on-site opportunity, signage, city website. 4.1.1.6. Non City sponsored events taking place at Old Settlers Park include, but are not limited to the TX Country Music Festival, Local and state UIL track meet, Triple Crown Tournaments, Kick It soccer, pavilion rentals, and various soccer, baseball and football leagues. 4.2. Baseball Fields: The City of Round Rock has a complex with 15 baseball fields at Old Settlers Park. The fields serve both community league play and various tournaments. 4.3. Softball complex: The City of Round Rock is building a softball complex at Old Settlers Park with 5 girls softball fields and 5 adult softball fields slated to open in fall of 2008. 5 girls softball fields currently exist at Old Settlers Park. 4.4. Rock'N River Family Aquatic Center is an outdoor public pool with a lazy river, water playground and large water slide located within Old Settlers Park. The facility had 77,249 visitors in its inaugural 9-week opening season. 4.5. Soccer fields: The City of Round Rock has 5 full size soccer fields or 12 half size soccer fields at Old Settlers Park which are used for league and tournament play. 4.6. Clay Madsen Recreation Center is a 55,000 sq ft. facility that houses two full size gymnasiums, a six lane, 25 yard lap pool (indoor pool schedule), four racquetball courts, a cardio/weight room, meeting rooms, game room, babysitting room, and a full kitchen. Signage opportunities available in weight room and Page 2 of 7 RFP 07-021 Specification Number 07-918-76 Dated: March 2007 gymnasium. Clay Madsen Recreation Center has more than 100,000 patrons annually enter the Clay Madsen Recreation Center(based on 2006 attendance numbers). 4.7. Allen R Baca Center is a 29,000 sq. ft facility which serves as an adult activity center with social, recreational, and educational programs specifically for adults ages 50 and up. The floor plan includes a cardio/weight room, computer lab, meeting space, banquet room, two kitchens, billiards room, a TV/Game room and an arts and crafts room. Signage opportunities in lunchroom and weight room. Membership and rental attendance is approximately 15,000 per year(based on 2006 rental and membership counts). 4.8. City West Side Recreation Center will be located on the west side of IH-35. (Future addition estimated 2009) 4.9. Skate Park—The city will open a 12,000 square foot skatepark in the Spring of 2007 behind the Clay Madsen Recreation Center. The concrete park will feature both a bowl and street elements including banks, ledges and rails. 4.10. Combination Sponsorship: Based on recommendation from sponsorship firm, consider combining sponsorship of City West Side Recreation Center, Clay Madsen Recreation Center or Allen R Baca Center if applicable. 4.11. Website- Banner ads are not currently available. Sponsor information can go on OSP page. 4.12. Parks and Recreation Proqram Brochure—The City prints a program brochure three times a year for a total of 58,000 booklets per year. Space is available in this brochure to showcase sponsors of the parks system and facilities. 5. SCOPE OF WORK The purpose of this Request for Proposal is to establish an agreement with a qualified vendor to assess, identify and make recommendations of park and recreation facilities. The Vendor shall: 5.1. Provide estimated timeline for project to include timeline for assessment, sponsor tier creation and goals for sponsorship sale. 5.2. Assess facilities based on current and future City growth patterns. 5.3. Make recommendation on project to include soliciting and maintaining sponsorships. 5.4. Recommend facilities/amenities that should be packaged in entirety or pieced by facility and/or field. 5.5. Determine value and feasibility of securing naming rights for OSP based on park facilities, events, and park attendance. 5.6. Consider all other necessary factors to create assessment. 5.7. Present findings to City of Round Rock staff and prepare presentation and present to Round Rock City Council. 5.8. Sponsorship Tiers: Create sponsorship tier package for all park and recreation facilities to include, but not limited to OSP park-wide sponsorship (additional tiers for various facilities and amenities within OSP), City West Side Recreation Center, Clay Madsen Recreation Center,Allen R Baca Center and the Skatepark facilities to the package, based on results of assessment. 5.9. Recommend packaging of parks assets to City. 5.10. Provide individual pricing for determining the sponsorship of each city facility as outlined in paragraph 4. 6. TECHNICAL EXPERTISE: Interested firms or teams shall have extensive knowledge and expertise in the areas: 6.1. Sponsorship sales and negotiation (at least 5 years) 6.2. Sponsorship Valuation (at least 5 years) 6.3. Property Assessment Experience 6.4. Measurement of tangible and intangible assets. 6.5. Key items will be experience with valuation of city and governmental facilities to include festivals, parks, and facilities. 6.6. Interested firms should have general knowledge of: 6.6.1. Public Input 6.6.2. Sponsorship placement within facilities and amenities (as pertain to sponsorship benefits). 6.6.3. Coordination with state and federal resource agencies 6.6.4. Strategic partnerships Page 3 of 7 RFP 07-021 Specification Number 07-918-76 Dated: March 2007 6.6.5. Contract Management 6.6.6. Advertising and Marketing 7. DELIVERABLES: The successful Proposer shall provide, but not limited to, each item listed in the Scope of Work. The firm shall also provide the following services: 7.1. Strategic Plan: Develop a plan with short-term and long-term options, advantages, disadvantages and recommendations. The Plan shall include, but is not limited to: 7.1.1. Evaluation of each option and a recommended course of action to be taken 7.1.2. Staffing needs for the options proposed. 7.1.3. Additional costs for the options proposed. 7.1.4. Total cost to the City of Round Rock to include sponsor relationship maintenance cost throughout the life of the contract 7.2. Executive Summary 7.2.1. The successful proposer shall provide a synopsis of all findings. 7.2.2. Selected proposer shall deliver 5 printed copies of the plan and an electronic copy in Microsoft Word, Microsoft Excel or PDF. 7.3. Project Coordination: 7.3.1. Consultant shall coordinate a kick off meeting. 7.3.2. Consultant shall coordinate and make presentations to the City, City Council and participatory vendors as requested. 7.3.3. Consultant shall make final recommendations to the City and shall make presentation to City Council. 8. CITY CONTACT: All responses for Request for Proposals(RFP), as well as any questions, clarifications or requests for general information are to be directed to: Carolyn Brooks Purchaser 221 E Main St Round Rock, TX 78664 Telephone (512)-218-5457 cmb@round-rock.tx.us 8.1. The individual above may be telephoned for clarification of the specifications of this Request for Proposals only. No authority is intended or implied that specifications may be amended or alternates accepted prior to closing date without written approval of the City. Under no circumstances will private meetings be scheduled between proposers and city staff. 9. PROPOSAL SCHEDULE 9.1. It is the City's intention to comply with the following project schedule: 9.1.1. Request for Proposals released March 20, 2007 9.1.2. Deadline for questions March 28, 2007 9.1.3. Send response to all questions/addendums March 30, 2007 9.1.4. Responses for RFP due AT 3:OOPM April 10, 2007 NOTE:These dates represent a tentative schedule of events. The City reserves the right to modify these dates at any time, with appropriate notice to prospective proposers. 9.2. All questions regarding the RFP shall be submitted in writing by 5:00 pm on March 21, 2007.All interested marketing/sponsorship firms will be provided with a copy of the questions submitted and the City's response. Questions shall be submitted to the contact named above. 10. PROPOSAL DUE DATE: 10.1. Sealed proposals are due no later than 3:00 P.M April 3, 2007 to the office of the Purchasing Department. Mail or carry sealed proposals to: City of Round Rock, Texas, 221 E. Main Street, Round Rock, Texas 78664. 10.2. Proposals received after this time and date will not be considered. Page 4 of 7 RFP 07-021 Specification Number 07-918-76 Dated: March 2007 10.3. Facsimile or electronically transmitted proposals are not acceptable. 10.4. Each proposal and each proposal variation shall be submitted in one(1) original and five (5) copies. 11. PROPOSAL SUBMISSION REQUIREMENTS: Interested and qualified firms or teams should: 11.1. Submit one (1) original and five(5) copies of materials that demonstrate their experience in performing projects of this scale and complexity. 11.2. Limit documentation to 11 pages and shall include: 11.2.1. Identification of the firm/team responding to the RFQ to include a brief summary of team member experiences. (*1 page) 11.2.2. A summary demonstrating the firm's/team's qualifications to satisfy all the technical areas identified in the section "Technical Expertise." (*2 pages) 11.2.3. A representative list of projects of a scale and complexity similar to the project being considered by the city. The list should include the project location, client, services provided by your firm for the project, term of sponsorship and an owner contact name. (*3 pages) 11.2.4. Project timeline outlining the steps the firm would take in the creation of the sponsorship package, how the firm will evaluate and measure our property's assets including tangibles and intangibles. (*4 pages) 11.2.5. Provide the level (e.g. local, regional, national) and the industries in which you have secured sponsorship sales and the time span of which the firm has worked with the sponsor. Page and/or representative list of sponsors who endorse the firm's/team's sponsorship packages. (*1 page) *page numbers are approximate 11.3. Provide references: Provide the name, address, telephone number and point of contact of at least three clients that have utilized the same or similar product and services within the last 2 years. References may be checked prior to award. Any negative responses received may result in disqualification from consideration for award. Failure to include references with submittal may result in disqualification from consideration for award. 11.4. Identify any subcontractors to be used for this project. Experience, qualifications and references of the subcontractors shall be submitted. The City reserves the right to approve or disapprove all subcontractors prior to any work being performed. 12. EVALUATION CRITERIA: All proposals received shall be evaluated based on the best value for the City by considering all or part of the criteria listed, as well as any relevant criteria specifically listed in the solicitation: 12.1. Technical Expertise 12.2. Project Process and Outline 12.3. Client List/Sponsor Reference and Experience 12.4. Compliance with Requested Form and Information 12.5. Completeness, technical competence and clarity of the proposal 12.6. Reputation of the Proposer and the Proposer's services 12.7. Price 12.8. The extent to which the goods or services meet the City's needs. 12.9. Bidder's past relationship with the City. All vendors will be evaluated on their past performance and prior dealings with the City to include, but not limited to, failure to meet specifications, poor quality, poor workmanship, late delivery. 13. EVALUATION PROCESS 13.1. A committee comprised of City Staff and others as appropriate will review the responses to the RFP and will develop a short list of firms/teams. 13.2. Interviews will be conducted with each of the"short listed"firms/teams to discuss their qualifications, resources, and availability to provide the services requested. 13.2.1. Based upon the interviews, the selection committee will recommend a firm/team for the Sponsorship Project identified. Page 5 of 7 RFP 07-021 Specification Number 07-918-76 Dated: March 2007 13.2.2. A contract with the recommended firm/team for the project will then be negotiated. This process will be completed with the City Council's authorization to the Mayor for the execution of the contract or the execution of the contract by the City Manager. 13.3. The City of Round Rock will not provide compensation or defray any cost incurred by any firm related to the response to this request. The City of Round Rock reserves the right to negotiate with any and all persons or firms. The City of Round Rock also reserves the right to reject any or all RFQ(s), or to accept any RFQ deemed most advantageous, or to waive any irregularities or informalities in the RFQ received, and to revise the process and/or schedule as circumstances require. 14. CONFIDENTIALITY OF PROPOSAL CONTENT 14.1. All proposals submitted in response to this RFP shall be held confidential until an agreement is awarded. Following the agreement award, proposals are subject to release as public information unless the proposal or specific parts of the proposal can be shown to be exempt from the Texas Public Information Act. Proposers are advised to consult with their legal counsel regarding disclosure issues and take the appropriate precautions to safeguard trade secrets or any other proprietary information. The City assumes no obligation or responsibility for asserting legal arguments on behalf of potential Proposers. 14.2. If a Proposer believes that a proposal or parts of a proposal are confidential, then the Proposer shall so specify. The Proposer shall stamp in bold red letters the term "CONFIDENTIAL"on that part of the proposal, which the Proposer believes to be confidential. Vague and general claims as to confidentiality shall not be accepted. All proposals and parts of proposals that are not marked as confidential will be automatically considered public information after the agreement is awarded. 15. CLARIFICATION OF PROPOSALS 15.1. The City reserves the right to request clarification or additional information specific to any proposal after all proposals have been received. 16. EX PARTE COMMUNICATION: 16.1. Please note that to insure the proper and fair evaluation of a bid, the City of Round Rock prohibits ex parte communication (e.g., unsolicited) initiated by the Bidder to the City Official or Employee evaluating or considering the bids prior to the time a bid decision has been made. Communication between Bidder and the City will be initiated by the appropriate City Official or Employee in order to obtain information or clarification needed to develop a proper and accurate evaluation of the bid. Ex parte communication may be grounds for disqualifying the offending Bidder from consideration or award of the bid then in evaluation, or any future bid. 17. CONFLICT OF INTEREST 17.1. Effective January 1, 2006, Chapter 176 of the Texas Local Government Code (House Bill 914) requires that any vendor or person considering doing business with a local government entity disclose the vendor or person's affiliation or business relationship that might cause a conflict of interest with a local government entity. The Conflict of Interest Questionnaire form is available from the Texas Ethics Commission at www.ethics.state.tx.us. Completed Conflict of Interest Questionnaires may be mailed or delivered by hand to the City Secretary. If mailing a completed form, please mail to: City of Round Rock Christine Martinez, City Secretary 221 East Main Street Round Rock, Texas 78664 17.2. Any attempt to intentionally or unintentionally conceal or obfuscate a conflict of interest may automatically result in the disqualification of the vendor's proposal. Page 6 of 7 RFP 07-021 Specification Number 07-918-76 Dated: March 2007 18. DISCLOSURE OF LITIGATION 18.1. Each Proposer shall include in its proposal a complete disclosure of any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty. 19. RIGHT TO REPRODUCE DOCUMENTATION AND OTHER INFORMATION 19.1. The City shall have the right to reproduce any and all manuals, documentation, software or other information stored on electronic media supplied pursuant to the agreement at no additional cost to the City, regardless of whether the same be copyrighted or otherwise restricted as proprietary information; provided, however, that such reproductions shall be subject to the same restrictions on use and disclosure as are set forth in the agreement. 19.2. The Awarded Proposer agrees to execute any non-exclusive copyright assignments or reproduction authorizations that may be necessary for the City to utilize the rights granted in this subparagraph. 20. INDEPENDENT CONTRACTOR 20.1. It is understood and agreed that the Contractor shall not be considered an employee of the City. 20.2. The Contractor shall not be within protection or coverage of the City's Worker'Compensation insurance, Health Insurance, Liability Insurance or any other insurance that the City from time to time may have in force and effect. 21. INVOICING 21.1. Contractor shall submit one original and two copies of each invoice referencing the assigned Purchase Order number to the following address: City of Round Rock Accounts Payable 221 East Main Street Round Rock, TX 78664-5299 22. PROMPT PAYMENT POLICY 22.1. Payments will be made within thirty days after the City receives the supplies, materials, equipment, or the day on which the performance of services was completed or the day, on which the City receives a correct invoice for the service, whichever is later. The Contractor may charge a late fee (fee shall not be greater than that which is permitted by Texas law) for payments not made in accordance with this prompt payment policy; however, this policy does not apply to payments made by the City in the event: 22.1.1. There is a bona fide dispute between the City and Contractor concerning the supplies, materials, services or equipment delivered or the services performed that causes the payment to be late; or 22.1.2. The terms of a federal contract, grant, regulation, or statute prevent the City from making a timely payment with Federal Funds; or 22.1.3. There is a bona fide dispute between the Contractor and a subcontractor or between a subcontractor and its suppliers concerning supplies, material, or equipment delivered or the services performed which caused the payment to be late; or 22.1.4. The invoice is not mailed to the City in strict accordance with instructions, if any, on the purchase order or contract or other such contractual agreement. 23. OVERCHARGES 23.1. Contractor hereby assigns to purchaser any and all claims for overcharges associated with this purchase which arise under the antitrust laws of the United States, 15 USGA Section 1 et seq., and which arise under the antitrust laws of the State of Texas, Bus. and Com. Code, Section 15.01, et seg. Page 7 of 7 FRONT=&SROW MARKETING SERVICES O To: David Buzzell and Terri Waggoner From: Eric Smallwood Re: City and Consultant Scope of Services regarding City of Round Rock RFP for "Value Assessment of City Park and Recreation Facilities for Sponsorship Program" Exhibit A SCOPE OF SERVICES TO BE PROVIDED TO THE CONSULTANT BY THE CITY CITY OF ROUND ROCK Value Assessment of City Park and Recreation Facilities For Sponsorship Program The City will provide the following services to the Consultant in the performance of the project upon request. A. Provide any existing data and support with research needed in the analysis phase concerning the project,if applicable. B. Coordinate stakeholder informational interview meetings with the Consultant in the market. C. Provide a City liaison to serve as a project administrator role and acting as a key conduit for the City and Consultant team. D. Provide all necessary collateral support with existing photos, graphs, maps and collateral materials in a format that meets industry standards to reproduce into project reports, presentations, and collateral. Provide necessary support to reproduce existing photos, graphs, maps and other collateral materials into project reports and presentations. E. Provide project consultation to present policy and procedures that will influence and dictate methods to market and sell the assets proposed for sale F. Provide information in a reasonable turnaround manner and communicate with the Consultant lead to create feasible timelines, milestones and projections based on City approval processes, procurement protocols and regulations. Front Row Marketing Services 2834 Riverside Dr.-Port Huron,MI-48060 Ph:810-984-2608-Fax:810-984-2606 1 EXHIBIT B SCOPE OF SERVICES TO BE PERFORMED BY CONSULTANT CITY OF ROUND ROCK Value Assessment of City Parks&Recreation Facilities For Sponsorship Program A. The scope of this project is to create and implement a sponsorship program that will increase revenue streams for City. The goal will be to identify and evaluate appropriate assets within the City's Park and Recreation facilities and develop an overall sponsorship strategy, B. Front Row will work with the City to identify all core assets related to the project.The goal of this project is to first identify all sponsorship revenue opportunities tied to the City Park and Recreation Facilities. Understanding that the City of Round Rock looks to generate maximum revenues from a 'sponsorship through partnership' program and intends to receive annual revenues from the sponsorship program, an in-depth benefit analysis will be conducted of all identified sponsorship inventory. Inventory rate cards will be developed,along with appropriate sponsorship packages for specific business categories. Professional and attractive collateral materials will be created, including cover letters, 'teaser pieces", presentations, proposals. A target list of national and regional corporations will be developed using our extensive knowledge and resources within the Round Rock market. Some of this sponsorship revenue will be obtained from `budget relieving trade'. An approach Front Row will explore while conducting the Value Assessment will be to examine what the City will be purchasing over the next few years and/or what capital projects will be coming to fruition. Front Row would look into leveraging business partnerships within those categories if appropriate. C. Scope of Work: 1.Project Plan-Develop a plan for managing the program effectively and efficiently. a. Initial site visit to City by FRMS project team and meet with City of Round Rock to discuss project plan Not included in on-site meetings. b. Develop and approve project timeline c. Due diligence on potential,benefits to be offered by city. d. Questionnaire delivered to the City e. Create a progress schedule for the project to include timelines for assessment, sponsor tier creation and goals for sponsorship sale. f. Attend minimum of (2) on-site meetings and provide periodic reports and presentations as requested by city. g. Develop and implement a marketing strategy Deliverable:Project Plan and progress schedule outline Front Row Marketing Services 2834 Riverside Dr.-Port Huron,MI-48060 Ph:810-984-2608-Fax:810-984-2606 2 2. Research and Inventory-conduct all research necessary to give assessment on park and Front Row's feasibility of park sponsorship potential. a. Develop a comprehensive inventory of the city assets. Inventory to include assets already in existence in addition to plans for growth by the city. This inventory will include the assets listed in section G. b. Analyze and review demographics for the city of Round Rock. c. Assess facilities based on current and future City growth patterns. d. Begin preparation of sponsorship targets list. e. Comparable analysis - Develop an overview of sponsorship trends in comparable cities, markets and facilities. f. Analyze total number of impressions for existing and suggested signage locations g. Analyze and study feasibility of securing naming rights for appropriate city facilities. h. Deliver to the City a full Value Analysis of the Park and Recreation Facilities Deliverable: Provide raw data and findings of assessment and full-value analysis of the park and recreation facilities. 3. Strategic Sponsorship Plan a. Due diligence on potential business categories to solicit. b. Consult on all aspects of advertising and marketing revenue streams c. Prepare for potential proposals for specific business categories d. Sponsorship Tiers:Create sponsorship tier package for all park and recreation facilities to include,but not limited to facilities outlined in Section E of this document. i. Develop an overall strategy for implementation of corporate sponsorship efforts. ii. Recommend facilities/amenities that should be packaged in entirety or pieced by facility and/or field iii. Develop sales and marketing collateral and presentation materials for prospective partners. iv. Development of solicitation cover letters and proposals v. Develop requirements for product placement and/or vending deals vi. Propose rights benefits and financial package vii. Create rate cards and packages for sale based on fair market value.Rate cards to include pricing of individual assets as well as pricing for combined packages. viii. Provide individual pricing for determining the sponsorship of each city facility ix. Make recommendation on project to include soliciting and maintaining sponsorships. x. Develop strategies to maximize benefits for individual and packaged sponsorships and their identified partnership opportunities e. Approval of final rate card for sponsorship inventory f. Develop servicing and fulfillment procedures Front Row Marketing Services 2834 Riverside Dr.-Port Huron,MI-48060 Ph:810-984-2608-Fax:810-984-2606 3 g. Set up procedures for city/sponsor communication h. Assist in developing an associated campaign budget to include all necessary costs. L Prepare a public relations plan and assist the city of Round Rock in presenting the partnership to various media and governmental entities. Deliverable: Sponsorship plan with executive summary and synopsis of findings. 4. Report Findings a. Prepare presentation and present to Round Rock City Staff and Council. D. Deliverables: 1. Strategic Plan: Develop a plan with short-term and long-term options, advantages, disadvantages and recommendations.The Plan shall include,but is not limited to: i. Evaluation of each option and a recommended course of action to be taken. ii. Staffing needs for the options proposed. iii. Additional costs for the options proposed. iv. Total cost to the City of Round Rock to include sponsor relationship maintenance cost throughout the life of the contract. 2. Executive Summary: L The successful proposer shall provide a synopsis of all findings. ii. Selected proposer shall deliver 5 printed copies of the plan and an electronic copy in Microsoft Word,Microsoft Excel or PDF. 3. Project Coordination: i. Consultant shall coordinate a kick off meeting. ii. Consultant shall coordinate and make presentations to City staff, City Council and participatory vendors as requested. iii. Consultant shall make final recommendations to the City and shall make presentation to City Council. E. Assets to be evaluated and assessed are to include,but are not Iimited to: a. Old Settlers Park i. Signage: 1. Entrance to OSP off Hwy 79 2. Ball Fields at OSP Front Row Marketing Services 2834 Riverside Dr.-Port Huron,MI-48060 Ph:810-9842608-Fax:810-984-2606 4 3. Trash cans at OSP 4. Rock'N River Family Aquatic Center 5. Additional recommended signage ii. Annual Events: 1. July 44h Frontier Days Celebration 2. Texas Road Rash Inline Skate 3. Outlaw Trail 100 4. City of Round Rock Easter Egg Hunt 5. Fall Fun Festival 6. Non-City sponsored evens taking place at Old Settlers Park b. Clay Madsen Recreation Center c. Allen R Baca Center for Senior and Community Activities d. Skate Park e. City West Side Recreation Center f. Website g. Parks and Recreation Program Brochure Front Row Marketing Services 2834 Riverside Dr.-Port Huron,MI-48060 Ph:810.984-2608-Fax:810-984-2606 5 EXHIBIT C HOURLY/DAY BREAKDOWN to be performed by Consultant-Estimated start Date:December 1,2007 Hours/Days Date to be Notes: Stage of Services to Complete Completed I. Project Plan Initial site visit to City by FRMS project team and meet with City of Round Rock to discuss project plan.Not included in on-site Week of Dec meetings below. 2 days 10th 'Most of this will be completed Due diligence on potential benefits to be during the On-site visit and offered by City 12 hours By Dec 14th questionnaire This questionnaire will be issued within 4 days of contract signing;the time to complete will be based on the Questionnaire delivered to the City Dec 5th Dec 51h Cities completing the data. Create a progress schedule for the project to include timelines for assessment,sponsor tier creation and goals for sponsorship sale, 1 day Dec 611, Attend minimum of(2)on-site meetings and This will depend on number of provide periodic reports and presentations Minimum of 2 meetings and requests by the as requested by city. onsite As needed City Develop and implement a marketing strategy. 2 weeks Dec 21St II. Research and inventory Develop a comprehensive inventory of the This will be included in city assets.Inventory to include assets questionnaire already in existence in addition to plans for growth by the city.This inventory will include the assets listed in section G. 8 hours Jan 41h Review what the City has for Analyze and review demographics for the updated demographics City of Round Rock 4 hours Jan 4th information Assess facilities based on current and future City growth patterns. 1 day Jan 8th Begin preparation of sponsorship targets list 4 hours Jan 7th Develop an overview of current sponsorship trends in comparable cities,markets and facilities 4 hours Jan 14th This wilt take place during the on-site Analyze total number of impressions for Week of Jan visit as well as post questionnaire existing and suggested signage locations 4 days 14th analysis Front Row Marketing Services 2834 Riverside Dr.-Port Huron,MI-48060 Ph:810-984-2608-Fax:810-984-2606 6 Hours/Days Date to be Notes: Stage of Services to Complete Completed Analyze and study feasibility of securing 2 hours Jan 215t naming rights for appropriate city facilities. Deliver to the City a full Value Analysis of the Park and Recreation Facilities 8 hours Jan 29th Time is to compile report III. Strategic Sponsorship Plan Due diligence on potential business To be reviewed with categories to solicit 8 hours Jan 315t City Consult on all aspects of advertising and Week of Feb marketing revenue streams. 1 week 4th Prepare for potential proposals for specific business categories. 8 hours Feb 11th Sponsorship tiers:create sponsorship tier package for all parks and recreation facilities to include OSP park-wide sponsorship,City Westside Recreation Center,Clay Madsen Recreation Center,Allen R Baca Center and the skate park facilities based on results of Feb 12& assessment. 16 hours 13th Develop an overall strategy for implementation of corporate sponsorship Week of Feb efforts 3 days 18th Recommend facilities/amenities that should be packaged in entirety or pieced by facility and/or field. 4 hours Feb 20th Develop sales and marketing collateral and presentation materials for prospective Week of Feb partners-One SAMPLE to be provided 3 days 25th Develop solicitation cover letters,proposals and presentations-One SAMPLE to be Week of provided 3 days March 3rd Develop requirements for product placement and/or vending deals 4 hours March 4th Propose rights benefits and financial package. 4 hours March 6th Create rate cards and packages for sale based on fair market value. Rate cards to include pricing of individual assets,as well as pricing for the packaging of combined assets 8 hours March 7th Provide individual pricing for determining the sponsorship of each city facility. 4 hours March 12th Make recommendation on project to include soliciting and maintaining sponsorships. 4 hours March 13th Develop strategies to maximize benefits for individual and packaged sponsorships and their identified partnership opportunities 8 hours March 181h Front Row Marketing Services 2834 Riverside Dr.-Port Huron,NII-48060 Ph:810-984-2608-Fax:810-984-2606 7 Hours/Days Notes: Stage of Services to Complete Approval of final rate card of sponsorship inventory 8 hours March 20th Develop servicing and fulfillment Week of procedures 2 days March 25th Set up procedures for city/sponsor communication 8 hours March 27th Assist in developing of an associated campaign budget to include all necessary costs. 4 hours March 31st Determine value and feasibility of securing naming rights for OSP based on park facilities,events and park attendance. 4 hours March 31s+ IV. Report Findings Prepare presentation and present to Round TBD-target Rock City Staff and Council. 5 days April Front Row Marketing Services 2834 Riverside Dr.-Port Huron,MI-48060 Ph:810-984-2608-Fax:810-984-2606 8 EXHIBIT D FEE SCHEDULE All services described in the attached exhibits shall be performed for a total sum of$39,000, there will be NO reimbursable expenses. Payment Structure: The following payments will be paid upon the delivery of the section items,as outlined in Exhibit B. Section I-Project Plan $10,000 Section II-Research and Inventory $10,000 Section III-Strategic Sponsorship Plan $10,000 Section IV-Report Findings $9,000 TOTAL FEE $39,000 Front Row Marketing Services 2834 Riverside Dr.-Port Huron,MI-48060 Ph:810-984-2608-Fax:810-984-2606 9 DATE: November 29, 2007 SUBJECT: City Council Meeting - December 6, 2007 ITEM: 9131. Consider a resolution authorizing the Mayor to execute a contract with Front Row Marketing to perform a value assessment for the possible sale of naming rights and sponsorships of City Park and Recreation Facilities. Department: Parks and Recreation Staff Person: Rick Atkins, Director of Parks and Recreation Terri Waggoner Justification: Funding: Cost: $38,000.00 Source of funds: General Fund #5216-100-23000 Outside Resources: Front Row Marketing Background Information: The scope of this project is to give a value assessment for a sponsorship program that will increase revenue streams for City. The goal is to identify and evaluate appropriate assets within the City's Park and Recreation facilities and develop an overall sponsorship strategy. Front Row will work with the City to identify all core assets related to the project and to first identify all sponsorship revenue opportunities tied to the City Park and Recreation Facilities. Understanding that the City of Round Rock looks to generate maximum revenues from a sponsorship through partnership' program and intends to receive annual revenues from the sponsorship program, an in-depth benefit analysis will be conducted of all identified sponsorship inventory. This inventory will give the City the opportunity to recognize the tangible sponsorship value of Old Settlers Park and City amenities. Public Comment: N/A EXECUTED DOCUMENT FOLLOWS CITY OF ROUND ROCK AGREEMENT FOR PURCHASE OF CONSULTING SERVICES FOR VALUE ASSESSMENT OF CITY PARK AND RECREATION FACILITIES FOR SPONSORSHIP PROGRAM FROM FRONT ROW MARKETING SERVICES THE STATE OF TEXAS § CITY OF ROUND ROCK § KNOW ALL BY THESE PRESENTS: COUNTY OF WILLIAMSON § That this Agreement for purchase of consulting Services for Value Assessment of City Park and Recreation Facilities for Sponsorship Program (referred to herein as the "Agreement") is made and entered into on this the G day of the month of'Plt 1A 6Gr-. , 2007, by and between the CITY OF ROUND ROCK, TEXAS, a home-rule municipality whose offices are located at 221 East Main Street, Round Rock, Texas 78664, referred to herein as the "City," and FRONT ROW MARKETING SERVICES, whose offices are located at 2834 Riverside Drive, Port Huron, MI 48060 (referred to herein as the "Vendor"). This Agreement supersedes and replaces any previous agreement between the named parties, whether oral or written, and whether or not established by custom and practice. RECITALS: WHEREAS, City desires to purchase Consulting Services for Value Assessment of City Park and Recreation Facilities for Sponsorship Program from Vendor; and WHEREAS, City has issued its"Request for Proposal" for the provision of said services, and City has selected the Proposal submitted by Vendor; and WHEREAS, the parties desire to enter into this Agreement to set forth in writing their respective rights,duties,and obligations; NOW,THEREFORE: WITNESSETH: That for and in consideration of the mutual promises contained herein and other good and valuable consideration,the receipt and sufficiency of which are hereby acknowledged,the parties mutually agree as follows: 1.01 DEFINITIONS A. Agreement means the binding legal contract between City and Vendor whereby City is obligated to buy specified goods and Vendor is obligated to sell specified goods. 00125768.doc/PS C071026-1 0123.0703 7- v-1-1-.- o&- :5$I The Agreement includes the following: (a) City's Request for Proposal designated as RFP 07-021, Specification Number 07-918-76; (b) Vendor's Response to RFP; (c) the contract award; and (d) any exhibits, addenda, and/or amendments thereto. Any inconsistencies or conflicts in the contract documents shall be resolved by giving preference in the following order: (1) This Agreement; (2) Purchaser's Response to RFP; (3) City's Request for Proposal,exhibits, and attachments. B. City means the CITY OF ROUND ROCK, Williamson and Travis Counties, Texas. C. Effective Date means the date upon which the binding signatures of both parties to this Agreement are affixed. D. Force Majeure means acts of God, strikes, lockouts, or other industrial disturbances, acts of the public enemy, orders of any kind from the government of the United States or the State of Texas or any civil or military authority, insurrections, riots, epidemics, landslides, lightning,earthquakes, fires,hurricanes, storms, floods,restraint of the government and the people, civil disturbances, explosions, or other causes not reasonably within the control of the party claiming such inability. E. Goods and/or Services mean the specified supplies, materials, commodities, or equipment and/or the specified services. F. Vendor means FRONT ROW MARKETING SERVICES or any of its subsequent successors or assigns. 2.01 EFFECTIVE DATE,INITIAL TERM,AND ALLOWABLE RENEWALS A. This Agreement shall be effective on the date it has been signed by both parties hereto, and shall remain in full force and effect unless and until it expires by operation of the term stated herein,or until terminated or extended as provided herein. B. The term of this Agreement is for Six(6)months from the effective date hereof. 2 3.01 CONTRACT DOCUMENTS AND EXHIBITS City selected Vendor as the integrator of choice to supply the goods as outlined in RFP 07-021, Specification Number 07-918-76, and Response to RFP submitted by Vendor. RFP 07- 021, Specification Number 07-918-76, and Response to RFP submitted by Vendor are attached hereto collectively as Exhibit "A" and made a part hereof for all purposes. The intent of these documents is to formulate an Agreement listing the responsibilities of both parties as outlined in the RFP and as offered by Vendor in its Response to the RFP. The goods and/or services which are the subject matter of this Agreement are described in Exhibit "A" and, together with this Agreement, comprise the total Agreement and they are fully a part of this Agreement as if repeated herein in full. 4.01 ITEMS AWARDED All bid items on Exhibit"A"are awarded to Vendor. 5.01 COSTS Bid costs listed on Exhibit"A" shall be the basis of any charges collected by Vendor. 6.01 INVOICES All invoices shall include, at a minimum,the following information: A. Name and address of Vendor; B. Purchase Order Number; C. Description and quantity of items received; and D. Delivery dates. 7.01 NON-APPROPRIATION AND FISCAL FUNDING This Agreement is a commitment of City's current revenues only. It is understood and agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year if the governing body of City does not appropriate funds sufficient to purchase the services as determined by City's budget for the fiscal year in question. City may effect such termination by giving Vendor a written notice of termination at the end of its then-current fiscal year. 8.01 PROMPT PAYMENT POLICY In accordance with Chapter 2251, V.T.C.A., Texas Government Code, payment to Vendor will be made within thirty(30) days of the day on which City receives the performance, supplies, materials, equipment, and/or deliverables, or within thirty (30) days of the day on 3 which the performance of services was complete, or within thirty (30) days of the day on which City receives a correct invoice for the performance and/or deliverables or services, whichever is later. Vendor may charge a late fee of one percent (1%) for payments not made in accordance with this Prompt Payment Policy; however,this Policy does not apply to payments made by City in the event: A. There is a bona fide dispute between City and Vendor concerning the supplies, materials, or equipment delivered or the services performed which causes the payment to be late; or B. The terms of a federal contract, grant,regulation,or statute prevent City from making a timely payment with federal funds; or C. There is a bona fide dispute between any of the parties and subcontractors or between a subcontractor and its suppliers concerning supplies,materials,or equipment delivered or the services performed which causes the payment to be late;or D. Invoices are not mailed to City in strict accordance with instructions, if any, on the purchase order or the Agreement or other such contractual agreement. 9.01 GRATUITIES AND BRIBES City may, by written notice to Vendor, cancel this Agreement without liability to Vendor if it is determined by City that gratuities or bribes in the form of entertainment, gifts, or otherwise were offered or given by Vendor or its agents or representatives to any City officer, employee or elected representative with respect to the performance of this Agreement. In addition,Vendor may be subject to penalties stated in Title 8 of the Texas Penal Code. 10.01 TAXES City is exempt from Federal Excise and State Sales Tax; therefore, tax shall not be included in Vendor's charges. 11.01 ORDERS PLACED WITH ALTERNATE VENDORS If Vendor cannot provide the goods as specified, City reserves the right and option to obtain the products from another supplier or suppliers. 12.01 INSURANCE Vendor shall meet all requirements as stated in the attached Request for Proposal No. RFP 07-021 and its proposal response. 4 13.01 CITY'S REPRESENTATIVE City hereby designates the following representatives authorized to act in its behalf with regard to this Agreement: Terri Waggoner Marketing Specialist Parks and Recreation Department 301 West Bagdad, Suite 250 Round Rock, Texas 78664 512-343-3361 14.01 RIGHT TO ASSURANCE Whenever either party to this Agreement, in good faith, has reason to question the other party's intent to perform hereunder, then demand may be made to the other party for written assurance of the intent to perform. In the event that no written assurance is given within the reasonable time specified when demand is made,then and in that event the demanding party may treat such failure as an anticipatory repudiation of this Agreement. 15.01 DEFAULT If Vendor abandons or defaults under this Agreement and is a cause of City purchasing the specified goods elsewhere, Vendor agrees that it may be charged the difference in cost, if any, and that it will not be considered in the re-advertisement of the service and that it may not be considered in future bids for the same type of work unless the scope of work is significantly changed. Vendor shall be declared in default of this Agreement if it does any of the following: A. Fails to make any payment in full when due; B. Fails to fully,timely and faithfully perform any of its material obligations under this Agreement; C. Fails to provide adequate assurance of performance under the"Right to Assurance"section herein; or D. Becomes insolvent or seeks relief under the bankruptcy laws of the United States. 16.01 TERMINATION AND SUSPENSION A. City reserves the right to review the relationship upon the completion of each stage listed in the Scope of Work included in Vendor's Response to RFP include in Exhibit "A" (as hereinafter defined). Upon such review, City may elect to terminate this Agreement, in whole or in part, with or without cause, or may elect to continue. If City 5 decides to terminate the Agreement, it will provide Vendor with written notice thereof, and the Agreement will automatically terminate when Vendor receives said notice. B. The City may terminate this Agreement, in whole or in part,for default if the City provides Consultant with written notice of such default and Consultant fails to cure such default to the satisfaction of the City within ten(10)business days of receipt of such notice(or a greater time if permitted by the City). C. Vendor has the right to terminate this Agreement only for cause,that being in the event of a material and substantial breach by City or by mutual agreement to terminate evidenced in writing by and between the parties. D. In the event City terminates under subsections(A)or(B)of this section,the following shall apply: Upon City's delivery of the referenced notice to Vendor,Vendor shall discontinue all services in connection with the performance of this Agreement and shall proceed to cancel promptly all existing orders and contracts insofar as such orders and contracts are chargeable to this Agreement. Within thirty(30)days after such notice of termination,Vendor shall submit a statement showing in detail the goods and/or services satisfactorily performed under this Agreement to the date of termination. City shall then pay Vendor that portion of the charges, if undisputed. The parties agree that Vendor is not entitled to compensation for services it would have performed under the remaining term of the Agreement except as provided herein. 17.01 INDEMNIFICATION Vendor shall defend (at the option of City), indemnify, and hold City, its successors, assigns, officers, employees and elected officials harmless from and against all suits, actions, legal proceedings, claims, demands, damages, costs, expenses, attorney's fees, and any and all other costs or fees arising out of,or incident to, concerning or resulting from the fault of Vendor, or Vendor's agents, employees or subcontractors, in the performance of Vendor's obligations under this Agreement, no matter how, or to whom, such loss may occur. Nothing herein shall be deemed to limit the rights of City or Vendor (including, but not limited to the right to seek contribution)against any third party who may be liable for an indemnified claim. 18.01 COMPLIANCE WITH LAWS,CHARTER AND ORDINANCES Vendor, its agents, employees and subcontractors shall use best efforts to comply with all applicable federal and state laws, the Charter and Ordinances of the City of Round Rock, as amended, and with all applicable rules and regulations promulgated by local, state and national boards,bureaus and agencies. 19.01 ASSIGNMENT AND DELEGATION The parties hereby bind themselves, their successors, assigns and legal representatives to each other with respect to the terms of this Agreement. Neither party shall assign, sublet or transfer any interest in this Agreement without prior written authorization of the other party. 6 20.01 NOTICES All notices and other communications in connection with this Agreement shall be in writing and shall be considered given as follows: A. When delivered personally to the recipient's address as stated in this Agreement; or B. Three(3)days after being deposited in the United States mail,with postage prepaid to the recipient's address as stated in this Agreement. Notice to Vendor: Front Row Marketing Services Attention: Eric Smallwood 2834 Riverside Drive Port Huron,MI 48060 Notice to City: Assistant City Manager Stephen L. Sheets, City Attorney 221 East Main Street AND TO: 309 East Main Street Round Rock, TX 78664 Round Rock,TX 78664 Nothing contained herein shall be construed to restrict the transmission of routine communications between representatives of City and Vendor. 21.01 APPLICABLE LAW; ENFORCEMENT AND VENUE This Agreement shall be enforceable in Round Rock, Texas, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein, exclusive venue for same shall lie in Williamson County, Texas. This Agreement shall be governed by and construed in accordance with the laws and court decisions of the State of Texas. 22.01 EXCLUSIVE AGREEMENT This document, and all appended documents, constitutes the entire Agreement between Vendor and City. This Agreement may only be amended or supplemented by mutual agreement of the parties hereto in writing. 23.01 DISPUTE RESOLUTION If a dispute or claim arises under this Agreement, the parties agree to first try to resolve the dispute or claim by appropriate internal means, including referral to each party's senior management. If the parties cannot reach a mutually satisfactory resolution,then and in that event 7 any such dispute or claim will be sought to be resolved with the help of a mutually selected mediator. If the parties cannot agree on a mediator, City and Vendor shall each select a mediator and the two mediators shall agree upon a third mediator. Any costs and fees, other than attorney fees, associated with the mediation shall be shared equally by the parties. City and Vendor hereby expressly agree that no claims or disputes between the parties arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9 USC Section 1-14)or any applicable state arbitration statute. 24.01 SEVERABILITY The invalidity, illegality, or unenforceability of any provision of this Agreement or the occurrence of any event rendering any portion or provision of this Agreement void shall in no way affect the validity or enforceability of any other portion or provision of this Agreement. Any void provision shall be deemed severed from this Agreement, and the balance of this Agreement shall be construed and enforced as if this Agreement did not contain the particular portion or provision held to be void. The parties further agree to amend this Agreement to replace any stricken provision with a valid provision that comes as close as possible to the intent of the stricken provision. The provisions of this section shall not prevent this entire Agreement from being void should a provision which is of the essence of this Agreement be determined void. 25.01 MISCELLANEOUS PROVISIONS Standard of Care. Vendor represents that it employs trained, experienced and competent persons to perform all of the services, responsibilities and duties specified herein and that such services, responsibilities and duties shall be performed in a manner according to generally accepted industry practices. Time is of the Essence. Vendor understands and agrees that time is of the essence and that any failure of Vendor to fulfill obligations for each portion of this Agreement within the agreed timeframes will constitute a material breach of this Agreement. Vendor shall be fully responsible for its delays or for failures to use best efforts in accordance with the terms of this Agreement. Where damage is caused to City due to Vendor's failure to perform in these circumstances, City may pursue any remedy available without waiver of any of City's additional legal rights or remedies. Force Majeure.Neither City nor Vendor shall be deemed in violation of this Agreement if it is prevented from performing any of its obligations hereunder by reasons for which it is not responsible as defined herein.However,notice of such impediment or delay in performance must be timely given and all reasonable efforts undertaken to mitigate its effects. Multiple Counterparts. This Agreement may be executed in multiple counterparts, any one of which shall be considered an original of this document; and all of which, when taken together, shall constitute one and the same instrument. 8 IN WnrNESS WHEREOF, City and Vendor have executed this Agreement on the dates indicated. City of Roc Front Row Marketing Services ! C By: -"kc- Title: gov Title: ✓ 6 �►/1� —�r�(7 Date Signed: Date Signed: 2,2r,).--7 Attest: By: - City Secretary �IYGC L• tnlln i+e For City, p rov as to orm: By: Steph . Sheets,City Attorney 9 '` " RFP 07-021 EXHIBIT Specification Number 07-918-76 Dated: March 2007 City of Round Rock REQUEST FOR PROPOSALS VALUE ASSESSMENT OF CITY PARK AND RECREATION FACILITIES FOR SPONSORSHIP PROGRAM 1. PURPOSE: The City of Round Rock,Texas seeks the services of qualified professional consultant(s)to evaluate and assess, and assign value to a sponsorship package for City facilities and amenities to include, but not be limited to Old Settlers Park, Clay Madsen Recreation Center,Allen R Baca Center for Senior and Community Activities and Round Rock's Skate Park. Project shall include presenting to City Council and assisting with public input, interaction with other government agencies and potential sponsorship partners and all other duties necessary to complete an assessment. 2. DEFINITIONS: The following definitions will be used for identified terms throughout the specification and proposal document: 2.1. Agreement—A mutually binding legal document obligating the Vendor to furnish the goods,equipment or services, and obligating the City to pay for it. 2.2. City—Identifies the City of Round Rock,Travis and Williamson County,Texas. 2.3. Deliverables means the goods,products,materials,and/or services to be provided to the City by Proposer if awarded the contract 2.4. Goods represent materials,supplies,commodities and equipment. 2.5. Professional Services means services that use skills that are predominantly mental or intellectual, rather than physical or manual including, but not limited to, accounting,architecture, land surveying, law, medicine,optometry and professional engineering. 2.6. Proposal is a complete, properly signed response to a Solicitation that if accepted,would bind the Proposer to perform the resulting contract. 2.7. Proposer identifies persons and entities that submit a proposal. 2.8. Purchase Order-is an order placed by the Purchasing Office for the purchase of Goods or Services written on the City's standard Purchase Order form and which,when accepted by the Bidder, becomes a contract.The Purchase Order is the Bidder's authority to deliver and invoice the City for Goods or Services specified,and the City's commitment to accept the Goods or Services for an agreed upon price. 2.9. Services-work performed to meet a demand. The furnishing of labor,time,or effort by the vendor and their ability to comply with promised delivery dates,specification and technical assistance specified 2.10. Subcontractor-Any person or business enterprise providing goods, labor, and/or services to a Vendor if such goods, equipment, labor,and/or services are procured or used in fulfillment of the Vendor's obligations arising from a contract with the City. 2.11. Vendor—(Sometimes referred to as Contractor)A person or business enterprise providing goods,equipment, labor and/or services to the City as fulfillment of obligations arising from a contract or purchase order. 3. BACKGROUND 3.1. Old Settlers Park (OSP) is a 570 acre park filled with sports and recreation facilities which greatly contribute to Round Rock's Sports Capital of Texas tourism campaign. The park facilities include: 15 baseball fields, 2 football fields, 5 girls softball fields, 5 full-size soccer fields or 12 half-size soccer fields (if full-size and half-size are combined), 12 tennis courts, 2 sand volleyball courts, 1 professionally- designed 18 hole disc golf course, two rentable pavilions, and lake.An additional $13 million, 5 girl softball fields and 5 adult softball fields complex will open in fall of 2008. 3.2. Conservative park visitor numbers per year at more than 900,000 visits. In 2006, Round Rock opened the Rock'N River Family Aquatic Center in OSP which had attendance numbers of 77,249 in its 9-week opening season. 3.2.1. Signage: The City has identified the following opportunities for signage, but not be limited to: 3.2.1.1. Entrance to OSP off Hwy 79. This signage shall be visible to all visitors to the park and patrons of Dell Diamond (five-year attendance total 3,374,337 not including Sami Shows and other events held there throughout the year). 3.2.1.2. Ball Fields at OSP to include outfield, scoreboards and concession stands. 3.2.1.3. Trash cans at OSP are estimated between 100 and 150. Page 1 of 7 RFP 07-021 Specification Number 07-918-76 Dated: March 2007 3.2.1.4. Rock'N River Family Aquatic Center. 3.2.1.5. Additional signage as recommended by sponsor/sponsorship firm at other park entrances and directional signs at Aten Loop, Harrell Parkway, Whitlow Way. 4. CITY FACILITIES AND AMMENTIES: for consideration with the sponsorship. 4.1. Old Settlers Park (OSP) is a 570 acre park filled with sports and recreation facilities which greatly contribute to Round Rock's Sports Capital of Texas tourism campaign. The park facilities include: 15 baseball fields, 2 football fields, 5 full-size soccer fields or 12 half-size soccer fields (if full-size and half- size are combined), 12 tennis courts, 2 sand volleyball courts, 1 professionally-designed 18 hole disc golf course, two rentable pavilions, and lake.An additional $13 million, 5 girl softball fields and 5 adult softball fields complex will open in fall of 2008 4.1.1. Annual Events: The following events take place at Old Settlers Park and shall be included in the value assessment of this Park only. Proposers shall not give them sponsorship tiers. 4.1.1.1. July 4th Frontier Days Celebration—from 10 am — 10 pm at Old Settlers Park. Celebration includes parade, arts and craft vendors, live music, fireworks. Sponsor benefits: TV ads run on Round Rock's Channel 10 to promote the July 4 Frontier Days Celebration and with television news partner Fox 7. Website link from www.roundrockfrontierdays.com, onsite banner at park, Mayor announces sponsors to guests, sampling opportunity possible, entry in parade optional for added visibility. Included in Round Rock Leader full page advertisement for event. 4.1.1.2. Texas Road Rash Inline Skate—attracts approximately 300 skaters. Sponsor benefits: Logo on event T-shirt, Ch. 10 promotion, on-site banner placement at event, materials/sample in event packet. Entire event is on Old Settlers Park roads and side roads. Looped course for repeated visibility as they skate through the park. This event received recognition as 5th in the nation by Marathon Skating.com and won the"Best of Texas"award from City Sports Texas Magazine" 4.1.1.3. Outlaw Trail 100—attracts almost 1000 cyclists. Sponsor benefits: Include opportunity to be on event T-shirt, in Ch. 10 promotion, on Outlaw Trail 100 website, materials/sample in event packet. Event is from 8 am —5 pm with cyclists starting and finishing in Old Settlers Park. 4.1.1.4. City of Round Rock Easter Egg Hunt-attracts more than 3000 youth and their parents. 9 am— 11 am at Old Settlers Park pavilion. Sponsor benefits include: announcements during event, event advertising in Round Rock Leader, city website link. 4.1.1.5. Fall Fun Festival - Halloween event with more than 2500 children in 2006 and parents at Old Settlers Park pavilion. Approx: 9 am — 11 am. Sponsor benefits include: announcements during event, on-site opportunity, signage, city website. 4.1.1.6. Non City sponsored events taking place at Old Settlers Park include, but are not limited to the TX Country Music Festival, Local and state UIL track meet, Triple Crown Tournaments, Kick It soccer, pavilion rentals, and various soccer, baseball and football leagues. 4.2. Baseball Fields: The City of Round Rock has a complex with 15 baseball fields at Old Settlers Park. The fields serve both community league play and various tournaments. 4.3. Softball complex: The City of Round Rock is building a softball complex at Old Settlers Park with 5 girls softball fields and 5 adult softball fields slated to open in fall of 2008. 5 girls softball fields currently exist at Old Settlers Park. 4.4. Rock'N River Family Aquatic Center is an outdoor public pool with a lazy river, water playground and large water slide located within Old Settlers Park.The facility had 77,249 visitors in its inaugural 9-week opening season. 4.5. Soccer fields: The City of Round Rock has 5 full size soccer fields or 12 half size soccer fields at Old Settlers Park which are used for league and tournament play. 4.6. Clay Madsen Recreation Center is a 55,000 sq ft. facility that houses two full size gymnasiums, a six lane, 25 yard lap pool (indoor pool schedule), four racquetball courts, a cardio/weight room, meeting rooms, game room, babysitting room, and a full kitchen. Signage opportunities available in weight room and Page 2 of 7 RFP 07-021 Specification Number 07-918-76 Dated: March 2007 gymnasium. Clay Madsen Recreation Center has more than 100,000 patrons annually enter the Clay Madsen Recreation Center(based on 2006 attendance numbers). 4.7. Allen R Baca Center is a 29,000 sq. ft facility which serves as an adult activity center with social, recreational, and educational programs specifically for adults ages 50 and up. The floor plan includes a cardio/weight room, computer lab, meeting space, banquet room, two kitchens, billiards room, a TV/Game room and an arts and crafts room. Signage opportunities in lunchroom and weight room. Membership and rental attendance is approximately 15,000 per year(based on 2006 rental and membership counts). 4.8. City West Side Recreation Center will be located on the west side of IH-35. (Future addition estimated 2009) 4.9. Skate Park—The city will open a 12,000 square foot skatepark in the Spring of 2007 behind the Clay Madsen Recreation Center. The concrete park will feature both a bowl and street elements including banks, ledges and rails. 4.10. Combination Sponsorship: Based on recommendation from sponsorship firm, consider combining sponsorship of City West Side Recreation Center, Clay Madsen Recreation Center or Allen R Baca Center if applicable. 4.11. Website- Banner ads are not currently available. Sponsor information can go on OSP page. 4.12. Parks and Recreation Program Brochure—The City prints a program brochure three times a year for a total of 58,000 booklets per year. Space is available in this brochure to showcase sponsors of the parks system and facilities. 5. SCOPE OF WORK The purpose of this Request for Proposal is to establish an agreement with a qualified vendor to assess, identify and make recommendations of park and recreation facilities. The Vendor shall: 5.1. Provide estimated timeline for project to include timeline for assessment, sponsor tier creation and goals for sponsorship sale. 5.2. Assess facilities based on current and future City growth patterns. 5.3. Make recommendation on project to include soliciting and maintaining sponsorships. 5.4. Recommend facilities/amenities that should be packaged in entirety or pieced by facility and/or field. 5.5. Determine value and feasibility of securing naming rights for OSP based on park facilities, events, and park attendance. 5.6. Consider all other necessary factors to create assessment. 5.7. Present findings to City of Round Rock staff and prepare presentation and present to Round Rock City Council. 5.8. Sponsorship Tiers: Create sponsorship tier package for all park and recreation facilities to include, but not limited to OSP park-wide sponsorship (additional tiers for various facilities and amenities within OSP), City West Side Recreation Center, Clay Madsen Recreation Center,Allen R Baca Center and the Skatepark facilities to the package, based on results of assessment. 5.9. Recommend packaging of parks assets to City. 5.10. Provide individual pricing for determining the sponsorship of each city facility as outlined in paragraph 4. 6. TECHNICAL EXPERTISE: Interested firms or teams shall have extensive knowledge and expertise in the areas: 6.1. Sponsorship sales and negotiation (at least 5 years) 6.2. Sponsorship Valuation (at least 5 years) 6.3. Property Assessment Experience 6.4. Measurement of tangible and intangible assets. 6.5. Key items will be experience with valuation of city and governmental facilities to include festivals, parks, and facilities. 6.6. Interested firms should have general knowledge of: 6.6.1. Public Input 6.6.2. Sponsorship placement within facilities and amenities (as pertain to sponsorship benefits). 6.6.3. Coordination with state and federal resource agencies 6.6.4. Strategic partnerships Page 3 of 7 RFP 07-021 Specification Number 07-918-76 Dated: March 2007 6.6.5. Contract Management 6.6.6. Advertising and Marketing 7. DELIVERABLES: The successful Proposer shall provide, but not limited to, each item listed in the Scope of Work. The firm shall also provide the following services: 7.1. Strategic Plan: Develop a plan with short-term and long-term options, advantages, disadvantages and recommendations. The Plan shall include, but is not limited to: 7.1.1. Evaluation of each option and a recommended course of action to be taken 7.1.2. Staffing needs for the options proposed. 7.1.3. Additional costs for the options proposed. 7.1.4. Total cost to the City of Round Rock to include sponsor relationship maintenance cost throughout the life of the contract 7.2. Executive Summary 7.2.1. The successful proposer shall provide a synopsis of all findings. 7.2.2. Selected proposer shall deliver 5 printed copies of the plan and an electronic copy in Microsoft Word, Microsoft Excel or PDF. 7.3. Prosect Coordination: 7.3.1. Consultant shall coordinate a kick off meeting. 7.3.2. Consultant shall coordinate and make presentations to the City, City Council and participatory vendors as requested. 7.3.3. Consultant shall make final recommendations to the City and shall make presentation to City Council. 8. CITY CONTACT: All responses for Request for Proposals (RFP), as well as any questions, clarifications or requests for general information are to be directed to: Carolyn Brooks Purchaser 221 E Main St Round Rock, TX 78664 Telephone (512)-218-5457 cmb@round-rock.tx.us 8.1. The individual above may be telephoned for clarification of the specifications of this Request for Proposals only. No authority is intended or implied that specifications may be amended or alternates accepted prior to closing date without written approval of the City. Under no circumstances will private meetings be scheduled between proposers and city staff. 9. PROPOSAL SCHEDULE 9.1. It is the City's intention to comply with the following project schedule: 9.1.1. Request for Proposals released March 20, 2007 9.1.2. Deadline for questions March 28, 2007 9.1.3. Send response to all questions/addendums March 30, 2007 9.1.4. Responses for RFP due AT 3:OOPM April 10, 2007 NOTE: These dates represent a tentative schedule of events. The City reserves the right to modify these dates at any time,with appropriate notice to prospective proposers. 9.2. All questions regarding the RFP shall be submitted in writing by 5:00 pm on March 21, 2007.All interested marketing/sponsorship firms will be provided with a copy of the questions submitted and the City's response. Questions shall be submitted to the contact named above. 10. PROPOSAL DUE DATE: 10.1. Sealed proposals are due no later than 3:00 P.M April 3, 2007 to the office of the Purchasing Department. Mail or carry sealed proposals to: City of Round Rock,Texas, 221 E. Main Street, Round Rock, Texas 78664. 10.2. Proposals received after this time and date will not be considered. Page 4 of 7 RFP 07-021 Specification Number 07-918-76 Dated: March 2007 10.3. Facsimile or electronically transmitted proposals are not acceptable. 10.4. Each proposal and each proposal variation shall be submitted in one (1)original and five (5)copies. 11. PROPOSAL SUBMISSION REQUIREMENTS: Interested and qualified firms or teams should: 11.1. Submit one (1)original and five (5)copies of materials that demonstrate their experience in performing projects of this scale and complexity. 11.2. Limit documentation to 11 pages and shall include: 11.2.1. Identification of the firm/team responding to the RFQ to include a brief summary of team member experiences. (*1 page) 11.2.2. A summary demonstrating the firm's/team's qualifications to satisfy all the technical areas identified in the section "Technical Expertise." (*2 pages) 11.2.3. A representative list of projects of a scale and complexity similar to the project being considered by the city. The list should include the project location, client, services provided by your firm for the project, term of sponsorship and an owner contact name. (*3 pages) 11.2.4. Project timeline outlining the steps the firm would take in the creation of the sponsorship package, how the firm will evaluate and measure our property's assets including tangibles and intangibles. (*4 pages) 11.2.5. Provide the level (e.g. local, regional, national)and the industries in which you have secured sponsorship sales and the time span of which the firm has worked with the sponsor. Page and/or representative list of sponsors who endorse the firm's/team's sponsorship packages. (*1 page) *page numbers are approximate 11.3. Provide references: Provide the name, address, telephone number and point of contact of at least three clients that have utilized the same or similar product and services within the last 2 years. References may be checked prior to award. Any negative responses received may result in disqualification from consideration for award. Failure to include references with submittal may result in disqualification from consideration for award. 11.4. Identify any subcontractors to be used for this project. Experience, qualifications and references of the subcontractors shall be submitted. The City reserves the right to approve or disapprove all subcontractors prior to any work being performed. 12. EVALUATION CRITERIA: All proposals received shall be evaluated based on the best value for the City by considering all or part of the criteria listed, as well as any relevant criteria specifically listed in the solicitation: 12.1. Technical Expertise 12.2. Project Process and Outline 12.3. Client List/Sponsor Reference and Experience 12.4. Compliance with Requested Form and Information 12.5. Completeness, technical competence and clarity of the proposal 12.6. Reputation of the Proposer and the Proposer's services 12.7. Price 12.8. The extent to which the goods or services meet the City's needs. 12.9. Bidder's past relationship with the City. All vendors will be evaluated on their past performance and prior dealings with the City to include, but not limited to, failure to meet specifications, poor quality, poor workmanship, late delivery. 13. EVALUATION PROCESS 13.1. A committee comprised of City Staff and others as appropriate will review the responses to the RFP and will develop a short list of firms/teams. 13.2. Interviews will be conducted with each of the"short listed"firms/teams to discuss their qualifications, resources, and availability to provide the services requested. 13.2.1. Based upon the interviews, the selection committee will recommend a firm/team for the Sponsorship Project identified. Page 5 of 7 RFP 07-021 Specification Number 07-918-76 Dated: March 2007 13.2.2. A contract with the recommended firm/team for the project will then be negotiated. This process will be completed with the City Council's authorization to the Mayor for the execution of the contract or the execution of the contract by the City Manager. 13.3. The City of Round Rock will not provide compensation or defray any cost incurred by any firm related to the response to this request. The City of Round Rock reserves the right to negotiate with any and all persons or firms. The City of Round Rock also reserves the right to reject any or all RFQ(s), or to accept any RFQ deemed most advantageous, or to waive any irregularities or informalities in the RFQ received, and to revise the process and/or schedule as circumstances require. 14. CONFIDENTIALITY OF PROPOSAL CONTENT 14.1. All proposals submitted in response to this RFP shall be held confidential until an agreement is awarded. Following the agreement award, proposals are subject to release as public information unless the proposal or specific parts of the proposal can be shown to be exempt from the Texas Public Information Act. Proposers are advised to consult with their legal counsel regarding disclosure issues and take the appropriate precautions to safeguard trade secrets or any other proprietary information. The City assumes no obligation or responsibility for asserting legal arguments on behalf of potential Proposers. 14.2. If a Proposer believes that a proposal or parts of a proposal are confidential, then the Proposer shall so specify. The Proposer shall stamp in bold red letters the term "CONFIDENTIAL"on that part of the proposal, which the Proposer believes to be confidential. Vague and general claims as to confidentiality shall not be accepted. All proposals and parts of proposals that are not marked as confidential will be automatically considered public information after the agreement is awarded. 15. CLARIFICATION OF PROPOSALS 15.1. The City reserves the right to request clarification or additional information specific to any proposal after all proposals have been received. 16. EX PARTE COMMUNICATION: 16.1. Please note that to insure the proper and fair evaluation of a bid, the City of Round Rock prohibits ex parte communication (e.g., unsolicited) initiated by the Bidder to the City Official or Employee evaluating or considering the bids prior to the time a bid decision has been made. Communication between Bidder and the City will be initiated by the appropriate City Official or Employee in order to obtain information or clarification needed to develop a proper and accurate evaluation of the bid. Ex parte communication may be grounds for disqualifying the offending Bidder from consideration or award of the bid then in evaluation, or any future bid. 17. CONFLICT OF INTEREST 17.1. Effective January 1, 2006, Chapter 176 of the Texas Local Government Code (House Bill 914) requires that any vendor or person considering doing business with a local government entity disclose the vendor or person's affiliation or business relationship that might cause a conflict of interest with a local government entity. The Conflict of Interest Questionnaire form is available from the Texas Ethics Commission at www.ethics.state.tx.us. Completed Conflict of Interest Questionnaires may be mailed or delivered by hand to the City Secretary. If mailing a completed form, please mail to: City of Round Rock Christine Martinez, City Secretary 221 East Main Street Round Rock, Texas 78664 17.2. Any attempt to intentionally or unintentionally conceal or obfuscate a conflict of interest may automatically result in the disqualification of the vendor's proposal. Page 6 of 7 RFP 07-021 Specification Number 07-918-76 Dated: March 2007 18. DISCLOSURE OF LITIGATION 18.1. Each Proposer shall include in its proposal a complete disclosure of any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty. 19. RIGHT TO REPRODUCE DOCUMENTATION AND OTHER INFORMATION 19.1. The City shall have the right to reproduce any and all manuals, documentation, software or other information stored on electronic media supplied pursuant to the agreement at no additional cost to the City, regardless of whether the same be copyrighted or otherwise restricted as proprietary information; provided, however, that such reproductions shall be subject to the same restrictions on use and disclosure as are set forth in the agreement. 19.2. The Awarded Proposer agrees to execute any non-exclusive copyright assignments or reproduction authorizations that may be necessary for the City to utilize the rights granted in this subparagraph. 20. INDEPENDENT CONTRACTOR 20.1. It is understood and agreed that the Contractor shall not be considered an employee of the City. 20.2. The Contractor shall not be within protection or coverage of the City's Worker'Compensation insurance, Health Insurance, Liability Insurance or any other insurance that the City from time to time may have in force and effect. 21. INVOICING 21.1. Contractor shall submit one original and two copies of each invoice referencing the assigned Purchase Order number to the following address: City of Round Rock Accounts Payable 221 East Main Street Round Rock, TX 78664-5299 22. PROMPT PAYMENT POLICY 22.1. Payments will be made within thirty days after the City receives the supplies, materials, equipment, or the day on which the performance of services was completed or the day, on which the City receives a correct invoice for the service, whichever is later. The Contractor may charge a late fee (fee shall not be greater than that which is permitted by Texas law)for payments not made in accordance with this prompt payment policy; however, this policy does not apply to payments made by the City in the event: 22.1.1. There is a bona fide dispute between the City and Contractor concerning the supplies, materials, services or equipment delivered or the services performed that causes the payment to be late; or 22.1.2. The terms of a federal contract, grant, regulation, or statute prevent the City from making a timely payment with Federal Funds; or 22.1.3. There is a bona fide dispute between the Contractor and a subcontractor or between a subcontractor and its suppliers concerning supplies, material, or equipment delivered or the services performed which caused the payment to be late; or 22.1.4. The invoice is not mailed to the City in strict accordance with instructions, if any, on the purchase order or contract or other such contractual agreement. 23. OVERCHARGES 23.1. Contractor hereby assigns to purchaser any and all claims for overcharges associated with this purchase which arise under the antitrust laws of the United States, 15 USGA Section 1 et seg., and which arise under the antitrust laws of the State of Texas, Bus. and Com. Code, Section 15.01, et sea. Page 7 of 7 FRONTA&SROW MARKETING SERVICES O To: David Buzzell and Terri Waggoner From: Eric Smallwood Re: City and Consultant Scope of Services regarding City of Round Rock RFP for "Value Assessment of City Park and Recreation Facilities for Sponsorship Program" Exhibit A SCOPE OF SERVICES TO BE PROVIDED TO THE CONSULTANT BY THE CITY CITY OF ROUND ROCK Value Assessment of City Park and Recreation Facilities For Sponsorship Program The City will provide the following services to the Consultant in the performance of the project upon request. A. Provide any existing data and support with research needed in the analysis phase concerning the project,if applicable. B. Coordinate stakeholder informational interview meetings with the Consultant in the market. C. Provide a City liaison to serve as a project administrator role and acting as a key conduit for the City and Consultant team. D. Provide all necessary collateral support with existing photos, graphs, maps and collateral materials in a format that meets industry standards to reproduce into project reports, presentations, and collateral. Provide necessary support to reproduce existing photos, graphs, maps and other collateral materials into project reports and presentations. E. Provide project consultation to present policy and procedures that will influence and dictate methods to market and sell the assets proposed for sale F. Provide information in a reasonable turnaround manner and communicate with the Consultant lead to create feasible timelines, milestones and projections based on City approval processes, procurement protocols and regulations. Front Row Marketing Services 2834 Riverside Dr.-Port Huron,MI-48060 Ph:810-984-2608-Fax:810-984-2606 1 EXHIBIT B SCOPE OF SERVICES TO BE PERFORMED BY CONSULTANT CITY OF ROUND ROCK Value Assessment of City Parks&Recreation Facilities For Sponsorship Program A. The scope of this project is to create and implement a sponsorship program that will increase revenue streams for City. The goal will be to identify and evaluate appropriate assets within the City's Park and Recreation facilities and develop an overall sponsorship strategy. B. Front Row will work with the City to identify all core assets related to the project.The goal of this project is to first identify all sponsorship revenue opportunities tied to the City Park and Recreation Facilities. Understanding that the City of Round Rock looks to generate maximum revenues from a 'sponsorship through partnership' program and intends to receive annual revenues from the sponsorship program, an in-depth benefit analysis will be conducted of all identified sponsorship inventory. Inventory rate cards will be developed,along with appropriate sponsorship packages for specific business categories. Professional and attractive collateral materials will be created, including cover letters, 'teaser pieces", presentations, proposals. A target list of national and regional corporations will be developed using our extensive knowledge and resources within the Round Rock market. Some of this sponsorship revenue will be obtained from 'budget relieving trade'. An approach Front Row will explore while conducting the Value Assessment will be to examine what the City will be purchasing over the next few years and/or what capital projects will be coming to fruition. Front Row would look into leveraging business partnerships within those categories if appropriate. C. Scope of Work: 1.Project Plan-Develop a plan for managing the program effectively and efficiently. a. Initial site visit to City by FRMS project team and meet with City of Round Rock to discuss project plan.Not included in on-site meetings. b. Develop and approve project timeline c. Due diligence on potential,benefits to be offered by city. d. Questionnaire delivered to the City e. Create a progress schedule for the project to include timelines for assessment, sponsor tier creation and goals for sponsorship sale. f. Attend minimum of (2) on-site meetings and provide periodic reports and presentations as requested by city. g. Develop and implement a marketing strategy Deliverable:Project Plan and progress schedule outline Front Row Marketing Services 2834 Riverside Dr.-Port Huron,MI-48060 Ph:810-984-2608-Fax:810-984-2606 2 2. Research and Inventory-conduct all research necessary to give assessment on park and Front Row's feasibility of park sponsorship potential. a. Develop a comprehensive inventory of the city assets. Inventory to include assets already in existence in addition to plans for growth by the city. This inventory ulill include the assets listed in section G. b. Analyze and review demographics for the city of Round Rock. c. Assess facilities based on current and future City growth patterns. d. Begin preparation of sponsorship targets list. e. Comparable analysis -Develop an overview of sponsorship trends in comparable cities, markets and facilities. f. Analyze total number of impressions for existing and suggested signage locations g. Analyze and study feasibility of securing naming rights for appropriate city facilities. h. Deliver to the City a full Value Analysis of the Park and Recreation Facilities Deliverable: Provide raw data and findings of assessment and full-value analysis of the park and recreation facilities. 3. Strategic Sponsorship Plan a. Due diligence on potential business categories to solicit. b. Consult on all aspects of advertising and marketing revenue streams c. Prepare for potential proposals for specific business categories d. Sponsorship Tiers:Create sponsorship tier package for all park and recreation facilities to include,but not limited to facilities outlined in Section E of this document. i. Develop an overall strategy for implementation of corporate sponsorship efforts. ii. Recommend facilities/amenities that should be packaged in entirety or pieced by facility and/or field iii. Develop sales and marketing collateral and presentation materials for prospective partners. iv. Development of solicitation cover letters and proposals v. Develop requirements for product placement and/or vending deals vi. Propose rights benefits and financial package vii. Create rate cards and packages for sale based on fair market value.Rate cards to include pricing of individual assets as well as pricing for combined packages. viii. Provide individual pricing for determining the sponsorship of each city facility ix. Make recommendation on project to include soliciting and maintaining sponsorships. x. Develop strategies to maximize benefits for individual and packaged sponsorships and their identified partnership opportunities e. Approval of final rate card for sponsorship inventory f. Develop servicing and fulfillment procedures Front Row Marketing Services 2834 Riverside Dr.-Port Huron,MI-48060 Ph:810-984-2608-Fax:810-984-2606 3 g. Set up procedures for city/sponsor communication h. Assist in developing an associated campaign budget to include all necessary costs. L Prepare a public relations plan and assist the city of Round Rock in presenting the partnership to various media and governmental entities. Deliverable: Sponsorship plan with executive summary and synopsis of findings. 4. Report Findings a. Prepare presentation and present to Round Rock City Staff and Council. D. Deliverables: 1. Strategic Plan: Develop a plan with short-term and long-term options, advantages, disadvantages and recommendations.The Plan shall include,but is not limited to: i. Evaluation of each option and a recommended course of action to be taken. ii. Staffing needs for the options proposed. iii. Additional costs for the options proposed. iv. Total cost to the City of Round Rock to include sponsor relationship maintenance cost throughout the life of the contract. 2. Executive.Summary: i. The successful proposer shall provide a synopsis of all findings. ii. Selected proposer shall deliver 5 printed copies of the plan and an electronic copy in Microsoft Word,Microsoft Excel or PDF. 3. Project Coordination: i. Consultant shall coordinate a kick off meeting. ii. Consultant shall coordinate and make presentations to City staff, City Council and participatory vendors as requested. iii. Consultant shall make final recommendations to the City and shall make presentation to City Council. E. Assets to be evaluated and assessed are to include,but are not Iimited to: a. Old Settlers Park i. Signage: 1. Entrance to OSP off Hwy 79 2. Ball Fields at OSP Front Row Marketing Services 2834 Riverside Dr.--Port Huron,MI-48060 Ph.810-984-2608-Fax:810-984-2606 4 I Trash cans at OSP 4. Rock'N River Family Aquatic Center 5. Additional recommended signage ii. Annual Events: 1. July 41h Frontier Days Celebration 2. Texas Road Rash Inline Skate 3. Outlaw Trail 100 4. City of Round Rock Easter Egg Hunt 5. Fall Fun Festival 6. Non-City sponsored evens taking place at Old Settlers Park b. Clay Madsen Recreation Center c. Allen R Baca Center for Senior and Community Activities d. Skate Park e. City West Side Recreation Center f. Website g. Parks and Recreation Program Brochure Front Row Marketing Services 2834 Riverside Dr.-Port Huron,MI-48060 Ph:810-984-2608-Fax:810-984-2606 5 EXHIBIT C HOURLY/DAY BREAKDOWN to be performed by Consultant-Estimated start Date:December 1,2007 Hours/Days Date to be Notes: Stage of Services to Complete Completed L Project Plan Initial site visit to City by FRMS project team and meet with City of Round Rock to discuss project plan.Not included in on-site Week of Dec meetings below. 2 days 10th Most of this will be completed Due diligence on potential benefits to be during the On-site visit and offered by City 12 hours By Dec 14th questionnaire This questionnaire will be issued within 4 days of contract signing;the time to complete will be based on the Questionnaire delivered to the City Dec 5th Dec 5th Cities completing the data. Create a progress schedule for the project to include timelines for assessment,sponsor tier creation and goals for sponsorship sale. 1 day Dec 6th Attend minimum of(2)on-site meetings and This will depend on number of provide periodic reports and presentations Minimum of 2 meetings and requests by the as requested by city. onsite As needed City Develop and implement a marketing strategy. 2 weeks Dec 21St H. Research and inventory Develop a comprehensive inventory of the This will be included in city assets.Inventory to include assets questionnaire already in existence in addition to plans for growth by the city.This inventory will include the assets listed in section G. 8 hours Jan 4th Review what the City has for Analyze and review demographics for the updated demographics City of Round Rock 4 hours Jan 4th information Assess facilities based on current and future City growth patterns. 1 day Jan 8th Begin preparation of sponsorship targets list 4 hours Jan 7th Develop an overview of current sponsorship trends in comparable cities,markets and facilities 4 hours Jan 14th This will take place during the on-site Analyze total number of impressions for Week of Jan visit as well as post questionnaire existing and suggested signage locations 4 days 14th analysis Front Row Marketing Services 2834 Riverside Dr.-Port Huron,MI-48060 Ph:810-984-2608-Fax:810-984-2606 6 Hours/Days Date to be Notes: Stage of Services to Complete Completed Analyze and study feasibility of securing 2 hours Jan 21St naming rights for appropriate city facilities. Deliver to the City a full Value Analysis of the Park and Recreation Facilities 8 hours Jan 29th Time is to compile report III. Strategic Sponsorship Plan Due diligence on potential business To be reviewed with categories to solicit 8 hours Jan 31St City Consult on all aspects of advertising and Week of Feb marketing revenue streams, 1 week 4th Prepare for potential proposals for specific business categories. 8 hours Feb 11 th Sponsorship tiers:create sponsorship tier package for all parks and recreation facilities to include OSP park-wide sponsorship,City Westside Recreation Center,Clay Madsen Recreation Center,Allen R Baca Center and the skate park facilities based on results of Feb 12& assessment. 16 hours 13th Develop an overall strategy for implementation of corporate sponsorship Week of Feb efforts 3 days 18th Recommend facilities/amenities that should be packaged in entirety or pieced by facility and/or field. 4 hours Feb 20th Develop sales and marketing collateral and presentation materials for prospective Week of Feb partners-One SAMPLE to be provided 3 days 25th Develop solicitation cover letters,proposals and presentations-One SAMPLE to be Week of provided 3 days March 3rd Develop requirements for product placement and/or vending deals 4 hours March 4th Propose rights benefits and financial package. 4 hours March 6th Create rate cards and packages for sale based on fair market value. Rate cards to include pricing of individual assets,as well as pricing for the packaging of combined assets 8 hours March Th Provide individual pricing for determining the sponsorship of each city facility. 4 hours March 12th Make recommendation on project to include soliciting and maintaining sponsorships. 4 hours March 13th Develop strategies to maximize benefits for individual and packaged sponsorships and their identified partnership opportunities 8 hours March 18th Front Row Marketing Services 2834 Riverside Dr.-Port Huron,MI-48060 Ph;810-984-2608-Fax:810-9842606 7 Hours/Days Notes: Stage of Services to Complete Approval of final rate card of sponsorship inventory 8 hours March 20th Develop servicing and fulfillment Week of procedures 2 days March 25th Set up procedures for city/sponsor communication 8 hours March 27th Assist in developing of an associated campaign budget to include all necessary costs. 4 hours March 31st Determine value and feasibility of securing naming rights for OSP based on park facilities,events and park attendance. 4 hours March 31st IV. Report Findings Prepare presentation and present to Round TBD-target Rock City Staff and Council. 5 days April Front Row Marketing Services 2834 Riverside Dr.-Port Huron,MI-48060 Ph:810-984-2608-Fax:810-984-2606 8 EXHIBIT D FEE SCHEDULE All services described in the attached exhibits shall be performed for a total sum of$39,000, there will be NO reimbursable expenses. Payment Structure: The following payments will be paid upon the delivery of the section items,as outlined in Exhibit B. Section I-Project Plan $10,000 Section II-Research and Inventory $10,000 Section III-Strategic Sponsorship Plan $10,000 Section IV-Report Findings $9,000 TOTAL FEE $39,000 Front Row Marketing Services 2834 Riverside Dr.-Port Huron,MI-48060 Ph:810-984-2608-Fax:810-984-2606 9