Agreement

City of Glendale — Regular Meeting (2022-08-09)

Extracted text (via ocr_local) 39722 characters

PROFESSIONAL SERVICES AGREEMENT

MARKETING AGENCY FOR THE GLENDALE CONVENTION & VISITORS BUREAU

City of Glendale Solicitation No. RFP 21-40

This Professional Services Agreement ("Agreement") is entered into and effective between CITY OF GLENDALE,
an Arizona municipal corporation ("City") and Madden Preprint Media, LLC, an Arizona limited liability company,
authorized to do business in the State of Arizona,"Consultant") as of the day of , 2022

(“Effective Date”).

RECITALS

A. City intends to undertake a project for the benefit of the public and with public funds that is more fully set
forth in Exhibit A, Project (the "Project");

B. City desires to retain the professional services of Consultant to perform certain specific duties and produce
the specific work as set forth in the attached Exhibit B, Project Scope of Work (“Scope”);
Cc. Consultant desires to provide City with professional services (“Services”) consistent with best consulting or
architectural practices and the standards set forth in this Agreement, in order to complete the Project; and
D. City and Consultant desire to memorialize their agreement with this document.
AGREEMENT

The parties hereby agree as follows:

1 Key Personnel; Other Consultants and Subcontractors.

1.2

Professional Services. Consultant will provide all Services necessary to assure the Project is
completed timely and efficiently consistent within Project requirements, including, but not limited
to, working in close interaction and interfacing with City and its designated employees, and working
closely with others, including other consultants or contractors, retained by City.

Project Team.

Project Manager.

()

Consultant will designate an employee as Project Manager with sufficient training,
knowledge, and experience to, in the City's opinion, complete the project and
handle all aspects of the Project such that the work produced by Consultant is
consistent with applicable standards as detailed in this Agreement; and

The City must approve the designated Project Manager.

Project Team.

()

The Project Manager and all other employees assigned to the Project by
Consultant will comprise the "Project Team."

Project Manager will have responsibility for and will supervise all other employees
assigned to the Project by Consultant.

Discharge, Reassign, Replacement.

()

Consultant acknowledges the Project Team is comprised of the same persons and
roles for each as may have been identified in Exhibit A.

Consultant will not discharge, reassign, replace or diminish the responsibilities of
any of the employees assigned to the Project who have been approved by City
without City's prior written consent unless that person leaves the employment of
Consultant, in which event the substitute must first be approved in writing by City.

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(3) Consultant will change any of the members of the Project ‘Team at the City's
request if an employee's performance does not equal or exceed the level of
competence that the City may reasonably expect of a person performing those
duties, or if the acts or omissions of that person are detrimental to the
development of the Project.

Subcontractors.

63) Consultant may engage specific technical contractors (each a "Subcontractor") to
furnish certain service functions.

(2) Consultant will remain fully responsible for Subcontractor's services.
(3) Subcontractors must be approved by the City.

(4) Consultant will certify by letter that all contracts with Subcontractors have been
executed incorporating requirements and standards as set forth in this Agreement.

Schedule. The Services will be undertaken in a manner that ensures the Project is completed timely and
efficiently in accordance with the Project.

Consultant’s Work.

3.2

3.3

3.4

Standard. Consultant must perform Services in accordance with the standards of due diligence,
cate, and quality prevailing among consultants having substantial experience with the successful
furnishing of Services for projects that are equivalent in size, scope, quality, and other criteria under
the Project and identified in this Agreement.

Licensing. Consultant warrants that:

Consultant and its Subconsultants or Subcontractors will hold all appropriate and required
licenses, registrations and other approvals necessary for the lawful furnishing of Services
("Approvals"); and

Neither Consultant nor any Subconsultant or Subcontractor has been debarred or
otherwise legally excluded from contracting with any federal, state, or local governmental
entity ("Debarment"’).

(1) City is under no obligation to ascertain or confirm the existence or issuance of any
Approvals or Debarments, or to examine Consultant's contracting ability.

(2) Consultant must notify City immediately if any Approvals or Debarment changes
during the Agreement's duration. The failure of the Consultant to notify City as
required will constitute a material default under the Agreement.

Compliance.

Services will be furnished in compliance with applicable federal, state, county and local
statutes, rules, regulations, ordinances, building codes, life safety codes, and other
standards and criteria designated by City.

Consultant must not discriminate against any employee or applicant for employment on
the basis of race, color, teligion, sex, national origin, age, marital status, sexual orientation,
gender identity or expression, genetic characteristics, familial status, U.S. military veteran
status or any disability. Consultant will require any Sub-contractor to be bound to the
same requirements as stated within this section. Consultant, and on behalf of any
subcontractors, watrants compliance with this section.

Coordination: Interaction.

For projects that the City believes requires the coordination of various professional
services, Consultant will work in close consultation with City to proactively interact with

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3.5

any other professionals retained by City on the Project ("Coordinating Project
Professionals").

Consultant will meet to review the Project, Schedule and in-progress work with
Coordinating Project Professionals and City as often and for durations as City reasonably
considers necessaty in order to ensure the timely work delivery and Project completion.

For projects not involving Coordinating Project Professionals, Consultant will proactively
interact with any other contractors when directed by City to obtain or disseminate timely
information for the proper execution of the Project.

Work Product.

Ownership. Upon receipt of payment for Services furnished, Consultant grants to City,
and will cause its Subconsultants or Subcontractots to grant to the City, the exclusive
ownership of and all copyrights, if any, to evaluations, reports, drawings, specifications,
ptoject manuals, surveys, estimates, reviews, minutes, all "architectural work" as defined in
the United States Copyright Act, 17 U.S.C § 101, ef seg., and other intellectual work product
as may be applicable ("Work Product"),

(1) This grant is effective whether the Work Product is on paper (¢.g., a "hatd copy"),
in electronic format, or in some other form.

(2) Consultant watrants, and agtees to indemnify, hold harmless and defend City for,
from and against any claim that any Work Product infringes on third-party
proprietary interests.

Delivery. Consultant will deliver to City copies of the preliminary and completed Work
Product promptly as they are prepared.

City Use.
(1) City may reuse the Work Product at its sole discretion.

(2) In the event the Work Product is used for another project without further
consultations with Consultant, the City agrees to indemnify and hold Consultant
harmless from any claim arising out of the Work Product.

(6) In such case, City will also remove any seal and title block from the Work Product.

Compensation for the Project.

4.1

4.2

Compensation. Consultant's compensation for the Project, including those furnished by its
Subconsultants or Subcontractors will not exceed $1,800,000 as specifically detailed in Exhibit D
("Compensation").

Change in Scope of Project. The Compensation may be equitably adjusted if the originally

contemplated Scope as outlined in the Project is significantly modified.

Adjustments to Compensation require a written amendment to this Agreement and may
tequite City Council approval.

Additional services which are outside the Scope of the Project contained in this Agreement
may not be performed by the Consultant without prior written authorization from the City.

Notwithstanding the incorporation of the Exhibits to this Agreement by reference, should
any conflict arise between the provisions of this Agreement and the provisions found in
the Exhibits and accompanying attachments, the provisions of this Agreement shall take
priority and govern the conduct of the parties.

Allowances. An “Allowance” may be identified in Exhibit D only for work that is required by the
Scope and the value of which cannot reasonably be quantified at the time of this Agreement.

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a. As stated in Sec. 4.1 above, the Compensation must incorporate all Allowance amounts
identified in Exhibit D and any unused allowance at the completion of the Project will
remain with City.

b. Consultant may not add any mark-up for work identified as an Allowance and which is to
be performed by a Subconsultant.

c. Consultant will not use any portion of an Allowance without prior written authorization
from the City.

d. Examples of Allowance items include, but ate not limited to, subsurface pothole

investigations, survey, geotechnical investigations, public participation, radio path studies
and material testing.

4.4 Expenses. City will reimburse Consultant for certain out-of-pocket expenses necessarily incurred
by Consultant in connection with this Agreement, without mark-up (the “Reimbursable
Expenses”), including, but not limited to, document reproduction, materials for book preparation,
postage, courier and overnight delivery costs incurred with Federal Express or similar carriers,
travel and car mileage, subject to the following:

a. Mileage, airfare, lodging and other travel expenses will be reimbursable only to the extent
these would, if incurred, be reimbursed to City of Glendale personnel under its policies
and procedures for business travel expense reimbursement made available to Consultant
for review prior to the Agreement’s execution, and which policies and procedures will be
furnished to Consultant;

b. The Reimbursable Expenses in this section ate approved in advance by City in writing; and

c. The total of all Reimbursable Expenses paid to Consultant in connection with this
Agreement will not exceed the “not to excced” amount identified for Reimbursable
Services in the Compensation.

5. Billings and Payment.

5.1 Applications.

a. Consultant will submit monthly invoices (each, a "Payment Application") to City's Project
Manager and City will remit payments based upon the Payment Application as stated
below.

b. The petiod covered by each Payment Application will be one calendar month ending on
the last day of the month.

5.2 Payment.

a. After a full and complete Payment Application is received, City will process and remit
payment within 30 days.

b. Payment may be subject to or conditioned upon City's receipt of:

Gd) Completed work generated by Consultant and its Subconsultants and
Subcontractors; and

(2) Unconditional waivers and releases on final payment from all Subconsultants and
Subcontractors as City may reasonably request to assure the Project will be free of
claims arising from required performances under this Agreement.

5.3 Review and Withholding. City's Project Manager will timely review and certify Payment

Applications.

a. If the Payment Application is rejected, the Project Manager will issue a written listing of
the items not approved for payment.

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Termination.

City may withhold an amount sufficient to pay expenses that City reasonably expects to
incur in correcting the deficiency or deficiencies rejected for payment.

6.1 For Convenience. City may terminate this Agreement for convenience, without cause, by
delivering a written termination notice stating the effective termination date, which may not be less
than 15 days following the date of delivery.

Consultant will be equitably compensated for Services furnished prior to receipt of the
termination notice and for reasonable costs incurted.

Consultant will also be similarly compensated for any approved effort expended, and
approved costs incutred, that are directly associated with Project closeout and delivery of
the required items to the City.

6.2 For Cause. City may terminate this Agreement for cause if Consultant fails to cure any breach of
this Agreement within seven days after receipt of written notice specifying the breach,

Consultant will not be entitled to further payment until after City has detetmined its

damages. If City's damages resulting from the breach, as determined by City, are less than
the equitable amount due but not paid Consultant for Services furnished, City will pay the
amount due to Consultant, less City's damages, in accordance with the provision of Sec. 5.

If City's direct damages exceed amounts otherwise duc to Consultant, Consultant must pay
the difference to City immediately upon demand; however, Consultant will not be subject
to consequential damages more than $1,000,000 or the amount of this Agreement,
whichever is greater.

Conflict. Consultant acknowledges this Agreement is subject to A.R.S. § 38-511, which allows for
cancellation of this Agreement in the event any person who is significantly involved in initiating,
negotiating, securing, drafting, or creating the Agreement on City's behalf is also an employee, agent, or
consultant of any other patty to this Agreement.

Insurance. For the duration of the term of this Agreement, Consultant shall procure and maintain
insurance against claims for injuries to persons ot damages to property which may arise from or in
connection with the performance of all tasks ot work necessary to complete the Project as herein defined.
Such insurance shall cover Consultant, its agent(s), representative(s), employee(s) and any subcontractors.

8.1 Minimum Scope and Limit of Insurance. Coverage must be at least as broad as:

Commercial General Liability (CGL): Insurance Services Office Form CG 00 01,
including products and completed operations, with limits of no less than $1,000,000 per
occurrence for bodily injury, personal injury, and property damage. If a general aggregate
limit applies, cither the general aggregate limit shall apply separately to this project/location
or the general agpregate limit shall be twice the required occurrence limit.

Automobile Liability: Insurance Services Office Form Number CA 0001 covering Code 1
(any auto), with limits no less than $1,000,000 per accident for bodily injury and property
damage.

Professional Liability. Consultant must maintain a Professional Liability insurance
covering ettots and omissions arising out of the work or services performed by Consultant,
of anyone employed by Consultant, ot anyone for whose acts, mistakes, ertors and
omissions Consultant is legally liability, with a liability insurance limit of $1,000,000 for
each claim and a $2,000,000 annual aggregate limit.

Worker’s Compensation: Insurance as required by the State of Arizona, with Statutory
Limits, and Employers’ Liability insurance with a limit of no less than $1,000,000 per
accident for bodily injury or disease.

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8.2

8.3

8.4

8.5

Indemnification.

To the fullest extent permitted by law, Consultant must defend, indemnify, and hold
harmless City and its elected officials, officers, employees and agents (each, an
“Indemnified Party," collectively, the "Indemnified Parties") for, from, and against any and
all claims, demands, actions, damages, judgments, settlements, personal injury (including
sickness, disease, death, and bodily harm), property damage (including loss of use),
infringement, governmental action and all other losses and expenses, including attorneys‘
fees and litigation expenses (each, a "Demand or Expense" collectively "Demands or
Expenses") asserted by a third-party (ie. a person or entity other than City or Consultant)
and that arises out of or results from the breach of this Agreement by the Consultant or
the Consultant’s negligent actions, errors ot omissions (including any Subconsultant or
Subcontractor or other person or firm employed by Consultant), whether sustained before
or after completion of the Project.

This indemnity and hold harmless provision applies even if a Demand or Expense is in
part due to the Indemnified Party's negligence or breach of a responsibility under this
Agreement, but in that event, Consultant will be liable only to the extent the Demand or
Expense results from the negligence or breach of a responsibility of Consultant or of any
person or entity for whom Consultant is responsible.

Consultant is not required to indemnify any Indemnified Parties for, from, or against any
Demand or Expense resulting from the Indemnified Party's sole negligence or other fault
solely attributable to the Indemnified Party.

Other Insurance Provisions. The insurance policies required by the Section above must contain,
or be endorsed to contain the following insurance provisions:

The City, its officers, officials, employees and volunteers are to be covered as
additional insureds of the CGL and automobile policies for any liability arising from or
in connection with the performance of all tasks or work necessary to complete the Project
as herein defined. Such liability may arise, but is not limited to, liability for materials, parts
or equipment furnished in connection with any tasks, ot work performed by Consultant or
on its behalf and for liability arising from automobiles owned, leased, hired or borrowed
on behalf of the Consultant. General liability coverage can be provided in the form of an
endorsement to the Consultant’s existing insurance policies, provided such endorsement is
at least as broad as ISO Form CG 20 10, 11 85 or both CG 20 10 and CG 23 37, if later
revisions are used.

Fot any claims related to this Project, the Consultant’s insutance coverage shall be
ptimary insurance with respect to the City, its officers, officials, employees, and
volunteers. Any insurance or self-insurance maintained by the City, its officers, officials,
employees or volunteets shall be in excess of the Consultant’s insurance and shall not
contribute with it.

Each insurance policy required by this Section shall provide that coverage shall not be
canceled, except after providing notice to the City.

Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating of
no less than A: VI, unless the Consultant has obtained prior approval from the City stating that a
non-conforming insurer is acceptable to the City.

Waiver of Subrogation. Consultant hereby agrees to waive its rights of subrogation which
any insurer may acquite from Consultant by virtue of the payment of any loss. Consultant agrees
to obtain any endorsement that may be necessary to effect this waiver of subrogation. The
Workers’ Compensation Policy shall be endorsed with a waiver of subrogation in favor of the City
for all work performed by the Consultant, its employees, agent(s) and subcontractor(s).

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10.

11.

8.6 Verification of Coverage. Within 15 days of the Effective Date of this Agreement, Consultant shall
furnish the City with original certificates and amendatory endorsements, or copies Of any applicable
insurance language making the coverage required by this Agreement effective. All certificates and
endorsements must be received and approved by the City before work commences. Failure to
obtain, submit or secure the City’s approval of the required insurance policies, certificates or
endorsements prior to the City’s agreement that work may commence shall not waive the
Consultant’s obligations to obtain and verify insurance coverage as otherwise provided in this
Section. The City reserves the right to require complete, certified copies of all required insurance
policies, including any endorsements or amendments, required by this Agreement at any time
during the Term stated herein.

Consultant’s failure to obtain, submit or secure the City’s approval of the required insurance
policies, certificates or endorsements shall not be considered a Force Majeure or defense for any
failure by the Consultant to comply with the terms and conditions of the Agreement, including any
schedule for performance or completion of the Project.

8.7 Subcontractors. Consultant shall require and shall verify that all subcontractors maintain insurance
meeting all requirements of this Agreement.

8.8 Special Risk or Circumstances. ‘The City reserves the right to modify these insurance requirements,
including any limits of coverage, based on the nature of the risk, prior experience, insurer, coverage
or other circumstances unique to the Consultant, the Project or the insurer.

E-verify, Records and Audits. To the extent applicable under A.R.S. § 41-4401, the Consultant warrant
their compliance and that of its subconsultants with all federal immigration laws and regulations that relate
to their employees and compliance with the E-verify requirements under A.R.S. § 23-214(A). The
Consultant or subconsultant’s breach of this warranty shall be deemed a material breach of the Agreement
and may result in the termination of the Agreement by the City under the terms of this Agreement. The City
retains the legal right to randomly inspect the papers and records of the other party to ensure that the other
party is complying with the above-mentioned warranty. The Consultant and subconsultant warrant to keep
their respective papers and records open for random inspection during normal business hours by the other
party. The parties shall cooperate with the City’s random inspections, including granting the inspecting party
entry tights onto their respective properties to perform the random inspections and waiving their respective
tights to keep such papers and records confidential.

No Boycott of Israel. To the extent A.R.S J 35-393 through § 35-393.03 are applicable, the patties hereby
certify that they are not currently engaged in, and agree for the duration of the Agreement to not engage in,
a boycott of goods or services from Israel, as that term is defined in A.R.S § 35-393.

Attestation of PCI Compliance. When applicable, the Consultant will provide the City annually with a
Payment Card Industry Data Security Standard (PCI DSS) attestation of compliance certificate signed by an
officer of Consultant with oversight responsibility.

Notices.

12.1 A notice, request or other communication that is required or permitted under this Agreement (each
a "Notice" will be effective only if:

The Notice is in writing; and

b. Delivered in person or by overnight courier service (delivery charges prepaid), certified or
tegistered mail (return receipt requested).

c Notice will be deemed to have been delivered to the person to whom it is addressed as of
the date of receipt, ift

(1) Received on a business day before 5:00 p.m. at the address for Notices identified
for the Party in this Agreement by U.S. Mail, hand delivery, or overnight courier
service; or

(2) As of the next business day after receipt, if received after 5:00 p.m.

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14.

12.2

The burden of proof of the place and time of delivery is upon the Party giving the Notice.

Digitalized signatures and copies of signatures will have the same effect as original
signatures.

Representatives.

Consultant. Consultant's representative (the "Consultant's Representative") authorized to
act on Consultant's behalf with respect to the Project, and his or her address for Notice
delivery is:

Madden Preprint Media, LLC
c/o Kristin Dialessi

345 E Toole Avenue

Tucson, Arizona 85701

City. City's representative ("City's Representative") authorized to act on City's behalf, and
his or her address for Notice delivery is:

City of Glendale

c/o Paul Evans

5850 W Glendale Avenue, Suite 317
Glendale, Arizona 85301

With required copy to:

City Manager City Attorney

City of Glendale City of Glendale

5850 West Glendale Avenue 5850 West Glendale Avenue

Glendale, Arizona 85301 Glendale, Arizona 85301

Concurrent Notices.

(1) All notices to City's representative must be given concurrently to City Manager
and City Attorney.

(2) A notice will not be deemed to have been received by City's representative until

the time that it has also been received by the City Manager and the City Attorney.

(3) City may appoint one or more designees for the purpose of receiving notice by
delivery of a written notice to Consultant identifying the designee(s) and their
respective addresses for notices.

Changes. Consultant or City may change its representative or information on Notice, by
giving Notice of the change in accordance with this section at least ten days prior to the
change.

Financing Assignment. City may assign this Agreement to any City-affiliated entity, including a non-
profit corporation or other entity whose primary purpose is to own or manage the Project.

Entite Agreement; Survival; Counterparts; Signatures.

14.1

Integration. This Agreement contains, except as stated below, the entire agreement between City
and Consultant and supersedes all prior conversations and negotiations between the parties
regarding the Project or this Agreement.

Neither Party has made any representations, warranties or agreements as to any mattets
concerning the Agreement's subject matter.

Representations, statements, conditions, or warranties not contained in this Agreement will
not be binding on the parties.

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16.

1?.

14.2

14.3

14.4

14.5

14.6

14.7

Term.

15.1

15.2

c. Inconsistencies between the solicitation, any addenda attached to the solicitation, the
response of any excerpts attached as Exhibit A, and this Agreement, will be resolved by
the terms and conditions stated in this Agreement.

Interpretation.

a. The parties fairly negotiated the Agreement's provisions to the extent they believed
necessaty and with the legal representation they deemed appropriate.

b. The parties are of equal bargaining position and this Agreement must be construed equally
between the parties without consideration of which of the parties may have drafted this
Agreement.

c The Agteement will be interpreted in accordance with the laws of the State of Arizona.

Survival. Except as specifically provided otherwise in this Agreement, each watranty,

representation, indemnification and hold harmless provision, insurance requirement, and every
other right, remedy and responsibility of a Party, will survive completion of the Project, or the
earlier termination of this Agreement.

Amendment. No amendment to this Agreement will be binding unless in writing and executed by
the parties. Electronic signature blocks do not constitute execution for purposes of this Agreement.
Any amendment may be subject to City Council approval.

Remedies. All rights and remedies provided in this Agreement are cumulative and the exercise of
any one ot more right or remedy will not affect any other rights or remedies under this Agreement
or applicable law.

Severabiliry. If any provision of this Agreement is voided or found unenforceable, that
determination will not affect the validity of the other provisions, and the voided ot unenforceable
provision will be reformed to conform with applicable law.

Counterparts. This Agreement may be executed in counterparts, and all counterparts will together
comprise one instrument.

Renewals. The term of this Agreernent commences upon the effective date and continues for a
one (1) year initial period. The City may, at its option and with the approval of the Consultant,
extend the term of this Agreement an additional three (3), renewable on an annual basis,
Consultant will be notified in writing by the City of its intent to extend the Agreement petiod at
least thirty (30) calendar days prior to the expiration of the original or any renewal Agreement
period. Price adjustments will only be reviewed during the Agreement renewal petiod and will be a
determining factor for any renewal. There are no automatic renewals of this Agreement.

Extension for Procurement Process. Upon the expiration of the Term of this Agreement,
including the initial term and any renewals, at the City’s sole discretion, this Agreement may be
extended on a month-to-month basis for a maximum of six (6) months to allow for the City to
complete its procurement process to select a vendor to provide the services/matetials similar to
those provided under this Agreement. The City will notify the Contractor in writing of its intent to
extend the Agreement at least thirty (30) calendar days prior to the expiration of the Term, Any
extension provided under this subsection will continue under the same terms and conditions as in
effect immediately prior to the expitation of the then-current term.

Dispute Resolution. Any controversy ot claim arising out of or relating to this contract, or the breach
thereof, shall be settled by arbitration administered according to the American Arbitration Association’s
Commercial Arbitration Rules, and judgment on the award rendered by the arbitrator may be entered in any
court having jurisdiction thereof.

Exhibits. The following exhibits, with reference to the term in which they are first referenced, are
incorporated by this reference.

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Exhibit A Project

Exhibit B Scope of Work
Exhibit C Schedule
Exhibit D Compensation

The patties enter into this Agreement effective as of the date shown above.

ATTEST:

julieK.Bower = ———~*«(S#BAZZ:SY:
City Clerk

APPROVED AS TO FORM:

Michael D. Bailey
City Attorney

City of Glendale,
an Arizona municipal corporation

Its: City Manager

By: gee T AN’ s

Its: Chief
Eyccurm

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EXHIBIT A
Professional Services Agreement

PROJECT

Contractor shall perform services as indicated in RFP 21-40.

EXHIBIT B
Professional Services Agreement

SCOPE OF WORK

Consultant will perform services as indicated in RFP 21-40.

EXHIBIT C
Professional Services Agreement

SCHEDULE

City shall provide an annual budget and schedule to the Contractor.

EXHIBIT D
Professional Services Agreement

COMPENSATION

METHOD AND AMOUNT OF COMPENSATION

Consultant will receive an annual budget from the City for marketing services. Contractor shall be paid based on
services provided.

NOT-TO-EXCEED AMOUNT

The total amount of compensation paid to Consultant for full completion of all work required by the Project during
the entire term of the Project must not exceed $1,800,000.

DETAILED PROJECT COMPENSATION

Pricing workbook are attached. Contractor shall be paid based on the services provided at the rates indicated in the
attachments.

City of Glendale
GS Solicitation Number: RFP 21-40 / 42100067
MARKETING AGENCY FOR THE
Glendale | GLENDALE CONVENTION & VISITORS BUREAU RESPONSE
_ WORKBOOK

CITY OF GLENDALE
Procurement Department
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301

Offeror’s to complete this Response Workbook and submit as their response to this RFP.

COVER SHEET
OFFEROR NAME: Madden Preprint Media, LLC

OFFEROR ADDRESS: 345 E Toole Ave, Tucson, AZ, 85701

_ City of Glendale CITY OF GLENDALE
© Solicitation Number: RFP 21-40 / 42100067 soso Wet Glenaie nent
MARKETING AGENCY FOR THE Suite 317
Glendale | GLENDALE CONVENTION & VISITORS BUREAU RESPONSE | Glendale, Arizona 85301
WORKBOOK

Offeror certifies that they have read, understand, and will fully and faithfully comply with this solicitation, its
attachments and any referenced documents. Offeror also certifies that the prices offered were independently
developed ‘ee with any of the other Offerors or potential Offerors.

ING) June 02, 2021

Authorized Sizmature Date
Grady Colson Madden Preprint Media, LLC
Printed Name (Authorized Signatory} Legal Company Name
coo Offeror Certifies it is a (check only one):
Job Title O Proprietorship O Partnership &] Corporation
gcolson@maddenmedia.com 345 E Toole Ave
Email Address Mailing Address
520-344-4221 Tucon, AZ, 85701
Phone Number City, State & Zip Code

Questions regarding this offer should be directed to (if different from above):

Bailey Madden bids@maddenmedia.com
Contact Name Phone Number Email Address
76-0738649

FEDERAL TAXPAYER ID NUMBER (Required):

OFFEROR IS A MINORITY OR WOMEN OWNED BUSINESS: 21 Yes & No

DO YOU HAVE AN ARIZONA TRANSACTION PRIVILEGE TAX (TPT) LICENSE?

{009 Nusiness Code}

(9 Yes, Number 25 Tax Rate:2**__ OR [) No, not required to have an Arizona TPT License

CONFLICT OF INTEREST (SPECIAL NOTICES):
No, | do not have a conflict of interest

O Yes, | have a conflict of interest and response includes the disclosure required (see Exhibit 1, Item #3)
ACKNOWLEDGEMENTS:

By signing this Offer Sheet and submitting the accompanying solicitation response, Offeror is certifying that
they have read, understand, and agree to comply with all required terms and conditions provided in the
EXHIBITS PACKAGE and checked off below. Failure to provide this acknowledgement will result in
disqualification.

& Exhibit 1 - Special Notices @ Exhibit 2 - RFP Standard Terms and Conditions

City of Glendale

C) Solicitation Number: RFP 21-40 / 42100067

MARKETING AGENCY FOR THE

Glendale | GLENDALE CONVENTION & VISITORS BUREAU RESPONSE

WORKBOOK

CITY OF GLENDALE
Procurement Department
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301

& Exhibit 3 - Insurance Requirements

Exhibit 4 - Template Agreement

| CITY OF GLENDALE

SOLICITATION ADDENDUM | Procurement Division
F —— Nu be REP p40 era — -— - . |5850 W. Glendale Avente,
olicitation Number: -4i Addendum #1 Page 1 of 2- Suite 317 i
Glendale | Glendale, AZ 85301
|Solicitation Due Date: June 8, 2021, 2:00 p.m. (Local Time) __ | Phone: (623) 930-2865

RFP 21-40
Marketing Agency for the Glendale Convention & Visitors Bureau

The following questions have been asked to the City. Please see responses below.

| 1. Has the budget been established for this RFP?
No. The budget has not been established and finalized. Please see to RFP 21-40 Section 3.B. Plan and |
Budget.

2. What is all in the annual budget?
Please see Section 3.B. Plan and Budget.

3. What is cadence/frequency of blog writing/development?
Cadence for the blog is based on leisure, focusing on City of Glendale’s attractions, hotels and restaurants.
The frequency is bimonthly.

4, Will there be any budget for social media influencers?

As discussed in Section 3.B. Plan and Budget, the awarded agency would work with the CVB to implement
the plan to meet the budget, It is up to the awarded agency to propose what would be included in their
budget.

5. In regards to designing and supporting corporate and community outreach, is expectation to
facilitate new connections, host events, ete.?
The expectation is not to facilitate or host events but to outreach to local media and promote special events.

6. Section J.1.f—- What are the types and frequency of events seeking in-person PR/communications
support? (ie — annual meeting?)
It is the responsibility of the offeror to propose the types and frequency.

7. Can you provide more specifics about what your website needs? Do you need an agency to redesign
and rebuild your website? Or an agency to just come in and maintain hosting, maintenance, and

| support?
We have onsite staff that maintain the website. Offerors may propose a redesign or rebuild to the website.

8. Are you looking for an agency to rebrand your organization with new logo and brand standards?
This is not being requested at this time as part of this RFP but offerors may propose new logo and brand
standards.

The balance of the specifications and instructions remain the same. The Offeror must acknowledge receipt and
acceptance of this addendum by returning the entire addendum with the proposal submittal.

~ | CITY OF GLENDALE
x SOLICITATION ADDENDUM. Procurement Division
& 5850 W. Glendale Avenue,
Glendal Solicitation Number: RFP 21-40 Addendum #1 Page 2 of 2- Suite 317 |
ale Glendale, AZ 85301
Solicitation Due Date: June 8, 2021, 2:00 p.m. (Local Time) Phone: (623) 930-2865
Name of Company: Madden Preprint Media, LLC |
Address: 345 a iad Ave, Tucson, AZ, 85701 —
Authorized Signature: N oo ee

Print Name and Title:

Grady Colson, COO

| CITY OF GLENDALE

| x SOLICITATION ADDENDUM Procurement Division
&s —— ————— = . — 5850 W. Glendale Avenue!
Glendale Solicitation Number: RFP 21-40 Addendum #2 Page 1 of 2- Suite 317
paoeres Glendale, AZ 85301
‘Solicitation Due Date: June 8, 2021, 2:00 p.m. (Local Time) __ Phone: (623) 930-2865

RFP 21-40
Marketing Agency for the Glendale Convention & Visitors Bureau

| The following questions have been asked to the City. Please see responses below.

1. The RFP references targeting meeting and event planners, What research do you have on this target
audience? Do leisure travelers also fall under this solicitation? Please define this audience (who are they,
where are they from, why do they come). What research do you have on them? What research do you
believe you are missing?

The City has no research on this target audience. Leisure travelers also fall under this solicitation. Audience should
be determined by the offerors, The City is trying to determine what the demographics are. We do not have any
research and it hasn’t been completed in 17 years.

|
2. Can you share your 2019/20 marketing plan to include media so we can better understand your current
| strategies on targeting the various audiences? What has worked and what hasn't?

| This information will not be provided.

3. How will success be measured? By whom and how often? What are your specific goals (i.e increase
occupancy rates, increase tax revenue), please be specific.

Success will be measured by return on investment and success of marketing campaigns. |
4, Can you provide the current agreement with ON Marketing? |
Offerors can request a copy of the current agreement through the City Clerk as a records request. |
5. The workbook is asking " Offeror shall provide a strategic plan that would market the City of Glendale as |
a business and leisure destination." - Are you asking participants to do this in advance of being hired? If yes,

| who owns the rights to the work?

Yes, we are asking for this to be provided as part of the response. Offeror may refer to section 4.15 if they prefer for
this information to be proprietary. The offeror will own the rights to the work.

| 6. The workbook is asking " Offeror shall describe approach to business travel & leisure messaging with
examples for the City of Glendale’s Convention & Visitors Bureau". Are you asking participants to create
message in advance of being hired? If yes, who owns the rights to the work?

| 7, The workbook is asking "Offeror shall provide writing samples for Glendale as a destination and should
include story pitches to media and social media blogs." Are you asking participants to create message in
| advance of being hired? If yes, who owns the rights to the work?

_ Yes, we are asking for this to be provided as part of the response. Offeror may refer to section 4.15 if they prefer for_|