Loading...
HomeMy WebLinkAbout3/21/2018 - STAFF REPORTS - 1.I. •,b a v � Y 0 q4IF0 RN�P .�..,.. CITY COUNCIL STAFF REPORT DATE: MARCH 21, 2018 CONSENT CALENDAR SUBJECT: APPROVAL OF A CONSULTING SERVICES AGREEMENT WITH SYMBLAZE INC. TO PROVIDE ONGOING COMMUNICATIONS AND TECHNOLOGY SERVICES FOR THE REMAINING PERIOD OF FOUR MONTHS OF THE BUZZ TROLLEY PROGRAM IN AN AMOUNT NOT TO EXCEED $6,995. FROM: David H. Ready, City Manager BY: Community and Economic Development Department SUMMARY Approval of a Consulting Services Agreement with Symblaze Inc. for Communications and Technology services to assist in the dissolution of the Palm Springs BUZZ Trolley Program. RECOMMENDATION: 1. Approve Agreement No. with Symblaze, Inc. in an amount not to exceed $6,995 for communication and technology support services for the remaining four months of the BUZZ Trolley program. 2. Authorize the City Manager or his designee to execute all necessary documents. STAFF ANALYSIS: On February 21, 2018, City Council voted to end the BUZZ Trolley Program effective June 30, 2018, the end of fiscal year 2017-18. The City has engaged the services of Symblaze, Inc. in the development, branding, marketing and other related activities since 2013 to initiate the program, create the name, brand and image and, following the program launch, to maintain communication tools to promote the brand and keep customers informed about the service. With the BUZZ Trolley Program ending, ongoing communication with customers about service changes, delays or other important news will be an important closeout step. Moreover, there are certain activities necessary for dismantling the program including the removal and archive of social media pages and the website, the termination of the subcontracted user tracking system for the perks program and delivery of the database ITEM NO.=_ City Council Staff Report March 21, 2018-- Page 2 Palm Springs BUZZ Communication and Technology Services-Symblaze to the City, and outreach to participating businesses to inform them on the status of the program. In addition, Symblaze will be delivering project assets to the City including brand and creative files, social media credentials, website archive, and other records. A final newsletter will also be sent to the 1,213 current subscribers. FISCAL IMPACT: Ongoing services in communications and technology for the remaining four months of the BUZZ Trolley Program (March 1 through June 30, 2018) is $6,995 and is budgeted in Measure J —Trolley account number 4500-59462. Diana . Shay Jay irat , Director of Community and Redevelopment Coordinator Econ c Development David H. Ready, Esq., Ph. City Manager Attachments: 1. Consultant Services Agreement 02 symblaze Palm Springs BUZZ: Winding Down the Program (March — June 2018) Statement of Work client City of Palm Springs Project(s) Palm Springs BUZZ: Communications&Technology Services author J. Morgerman, M. Horton, &Team created 13 March 2018 version 3.0 03 i 9MBLZ Contents 1. INTRO..........................................................................................................................................................1 2. SERVICES...................................................................................................................................................2 3. TERMS OF ENGAGEMENT.......................................................................................................................3 3.1 Timeframe.......................................................................................................................................3 3.2 Pricing Summary...........................................................................................................................3 3.3 Payment Terms..............................................................................................................................4 4. ASSUMPTIONS...................................................................................................................I.......................5 5. AGREEMENT..............................................................................................................................................6 CONFIDENTIAL INFORMATION filename: PS BUZZ—Program Wirt-down—Mar-Jun 2018—SOW—v3 0 Symblaze,Inc./Symblaze Praha s.r.o. page ii/8 0 symblaze 2. Services Winding down the BUZZ program requires activity on several fronts. Over the next four months, we propose to: • Continue to communicate service changes (hours changes, delays, special holidays, etc.)to users. • Communicate the approaching service termination to: o Residents o Visitors o Businesses • Develop &deploy consistent messaging to answer the many questions we're getting about program termination. Wind down and dismantle all digital brand touch poi nts—including social-media pages and the Website. • Dismantle program technology infrastructure—including the subcontracted user-tracking system for the Perk Program). • Release final,farewell eNewsletter—to ensure all subscribers are aware of the termination. • Delivery to the City of Palm Springs a final package of project assets, including: o Brand &creative files o Social-media credentials o Website archive o Perk Program business &user records o Short written guide to all assets—to ensure a clean handoff. This Statement of Work covers the period 01 March thru to 30 June 2018, at which point services will end (save for any remaining loose ends). CONFIDENTIAL INFORMATION filename: PS BUZZ-Program Wind-down-Mar-Jun 2018-SOW-v3 OC @ Symblaze,Inc./Symblaze Praha s.r.o. - page 2/8 d symblaze 3. Terms of Engagement 3.1 Timeframe This proposal assumes a 4-month term: 01 March to 30 June 2018. 3.2 Pricing Summary This package of services is offered for $6,995—a discounted price that breaks down as follows: • March—$2,000 • April—$3,000 • May—$1,000 • June—$995 Following are the hourly rates for participating team member—all reduced as a courtesy: • Account Director&Strategist-$115/hr • Art Director—$85/hr • Technologist/Sitebuilder—$70/hr Please note: The discounted total price and reduced hourly rates described above assume the complete package described in this Statement of Work. If the package is reduced during the service term, pricing for remaining services will be determined on a time-and-materials basis at our regular rates, which are 25% to 30% higher.) Work levels will vary week to week, as many of the activities—like dismantling digital brand touchpoints and technology infrastructure, releasing a final eNewsletter, and archiving and delivering all project assets to the City—are one-time tasks. Following are ranges of hours for each activity described above, under Services: • Continue to communicate service changes (hours changes, delays, special holidays, etc.)to users. o Account Director&Strategist—0.25-0.75 hr/week o Art Director—0.25-0.75 hr/week o Technologist/Sitebuilder—0 hr/week • Communicate the approaching service termination to residents, businesses, &visitors: o Account Director&Strategist—0.5-1.5 hrl/week o Art Director—0.25-0.75 hr/week o Technologist/Sitebuilder—0 hr/week • Develop &deploy consistent messaging to answer the many questions we're getting about program termination. o Account Director&Strategist—0.25 hr/week o Art Director—0 hr/week o Technologist/Sitebuilder-0 hr/week CONFIDENTIAL INFORMATION filename: PS BUZZ-Program Wind-down-Mar-Jun 2018-SOW-v3© 06 symblaze • Wind down and dismantle all digital brand touchpoints—including social-media pages and the Website. Account Director& Strategist-3 hr(one-time) o Art Director-0 hr • Technologist/Sitebuilder—2 hr(one-time) • Dismantle program technology infrastructure—including the subcontracted user-tracking system for the Perk Program). o Account Director& Strategist—6 hr(one-time) o Art Director-0 hr c Technologist/Sitebuilder— 6 hr(one-time) • Release final,farewell eNewsletter—to ensure all subscribers are aware of the termination. Account Director&Strategist—4 hr(one-time) o Art Director—3 hr(one-time) o Technologist/Sitebuilder—4 hr(one-time) • Delivery to the City of Palm Springs a final package of project assets, including: o Account Director&Strategist—8 hr(one-time) o Art Director—2 hr(one-time) o Technologist/Sitebuilder—6 hr(one-time) Total blended team hours in any given week will range from as low as 2 hours to as much as 20 hours. 3.3 Payment Terms This agreement can be billed monthly(at the end of each month)or all at once, depending on what the City would prefer. Invoices are Net 30. CONFIDENTIAL INFORMATION filename: PS BUZZ—Program Wind-down—Mar-Jun 2018—SOW—v3 O� ©Symblaze,Inc./Symblaze Praha s.r.o. page 4 18 symblaze 4. Assumptions The following assumptions are meant to clarify and quantify the scope of required services as understood at this time. If any assumption changes or is incorrect, then the timeframe and/or budget described above may also change. It is assumed that: • Project scope and requirements do not change significantly from the scope and requirements described in this proposal. • SMBLZ has necessary and timely access to necessary City personnel and information. • SMBLZ receives timely, consolidated creative feedback and sign-off from one City resource at key project milestones according to a mutually agreed-upon schedule to be set at commencement of services. • The City of Palm Springs is responsible for all legal clearances—including trademarking. • The City of Palm Springs is responsible for production (e.g., print management, installations, etc.)as well as all media purchases. • The pricing in this proposal includes agency labor fees only. Unless specifically noted otherwise, it does not include: c Cost of any hardware or software. o Cost of stock media assets (like stock photography, video or music). o Printing or print management. (This proposal covers the creation of the print files but not the actual printing or the management of the printing process. SMBLZ would be pleased to offer those services for an additional fee.) o Any other costs other than agency creative, management, &development fees as detailed in this proposal. No such additional costs will be incurred without prior written authorization from City, and when appropriately incurred invoiced on a consolidated monthly basis. CONFIDENTIAL INFORMATION filename: PS Buzz—Program Wind-down—Mar-Jun 2018—SOW—v3 O � ©Symblaze,Inc./Symblaze Praha s.r.o. page 5/8 symhlaie 5. Agreement City of Palm Springs Symblaze, Inc. By: By: Its: Its: Date: Date: CONFIDENTIAL INFORMATION filename: PS BUZZ—Program Wind-down—Mar-Jun 2018—SOW—v3 Off] 0 Symblaze,Inc./Symblaze Praha s.r.o. page 6/8 r7 THE BUZZ MAR 19 . . As patrons of the Buzz since it's inception, we have some observations and suggestions. First of all, we recognize that the faces of the Palm Springs city council are not the same as when the Buzz was launched. But certain questions beg to be asked; for example, was there no plan for sustainability? Why wasn't there a charge from the beginning or certainly as soon as the council recognized there was a financial problem? Having spoken to numerous Buzz riders, all would gladly pay for the service. The latest newspaper article says it costs taxpayers $4 per rider. If paying that fee meant not needing to look for a parking space in downtown Palm Springs or worry about having a designated driver, then bring it on! Again in the same article, the council is going to forfeit $100,000 to terminate the Buzz contract. Why not use that money to keep the Buzz buses in good repair? Basically, you are throwing that money away plus the equity you already have in the buses. Riding the city buses, even at a much cheaper rate, is not comparable in service or ambience. The Buzz could be run much more efficiently, shorten the routes and hours of operation. If the people in the tennis club neighborhood don't want the Buzz traffic, don't go past there. No one ever gets off or on at Spencer's. Run the Buzz Thursday through Sunday from 4 PM till midnight. To help defray the cost of operation, sell advertising to local ,gdd�fi��,l �t�►'�l s�� 1•1 3�a�►ig a . businesses that benefit from Buzz riders and display this advertising on the inside and outside of the buses. We noticed an ad for Trio's inside the Buzz. Why not more of that type of advertising? Please reconsider your decision to terminate the Buzz. '/o -E-7D -3 5 y� /b cr e0C to Le—V? r, LX eel 4-1 �c / ��,,s �. r�cc� ,����►.� mac, 17 l� rY r .n o 1�5rs . "AAA C �653` Ae r/� 1��,�3•f � U SS �� Pa�j c�-r�� mac, SM= lWRACQZ7E1 CLtr$ Etif 13ERNAr<Dj-fqo 1"S E PALMCANYONDR PALMSPRRV%CA9= MAR ? 9 e-17 CA- °3'��62-=i�S5O0 Il1lllrllr�llllr +h n w Lll r