Item 4JCITY OF
SOJTHLAKE
MEMORANDUM
November 27, 2018
To: Shana Yelverton, City Manager
From: Alison Ortowski, Assistant City Manager
Subject: Item 4J: Approve contract spending with Cubic Creative, Inc. in
an amount over $50,000 but not to exceed $80,000.
Action
Requested: Approve contract spending with Cubic Creative, Inc. in an
amount over $50,000 but not to exceed $80,000.
Background
Information: The purpose of this item is to approve contract spending with
Cubic Creative, Inc. in an amount over $50,000 but not to
exceed $80,000 to fund additional marketing and branding
services.
The City currently contracts with Cubic Creative to provide
digital advertising management and related creative services
for our tourism marketing efforts. Under this contract, Cubic
creates and places digital and print advertising targeted to
the visitor audiences.
This item proposes expanding that service to include the
development of branding messages in support of the
expanded house of brand creative work that was completed
in 2017.
Under this expanded service, Cubic would create a voice
and tone guide that would provide the City with consistent
messaging in alignment with the City's focus areas. The
guide will include vision, strategy and message statements
for each focus area, from both internal and external
perspectives. It will also provide sample ads and suggested
imagery as well as hashtags for each message.
This guide would be used to ensure that all communication
efforts going forward, including marketing and public
relations, promote consistent messages that result in not
only audience understanding of the City's brand but most
importantly, advocacy that promotes our brand.
Financial
Considerations: Currently, the City contracts with Cubic for $50,000 in the
Hotel Occupancy Tax Fund to provide digital advertising
management and related creative services for our visitor
engagement efforts. The total amount requested for this
Honorable Mayor and City Council
Meeting Date: December 4, 2018
Item 4J: Approve contract spending with Cubic Creative, Inc. in an amount over
$50,000 but not to exceed $80,000.
Page 2of2
contract expansion is $30,000, and the proposed funding
source is the FY 2019 general fund budgets for the Office of
Marketing and Communication and Economic Development,
which included $30,000 for marketing and branding services.
No budget increase is being requested. Rather, this item is a
request to allow total spend with Cubic to exceed the City
Manager's expenditure authority, with a total spend cap at
$80,000.
Strategic Link: This item is linked to the City's Strategy Map within the focus
area of Performance Management & Service Delivery, and
meets the corporate objective C6 - Enhance the sense of
community by providing excellent customer service and
citizen engagement opportunities (C6)
Alternatives: Alternatives may include:
City Council decision to approve as presented
City Council decision to approve with modifications
City Council denial of request
Supporting
Documents: Cubic Creative Scope of Work
Staff
Recommendation: Approve contract spending with Cubic Creative, Inc. in an
amount over $50,000 but not to exceed $80,000.
cubc 13
Southlake I City Department Key Messaging
Project
Prepared For
Alison Ortowski
City of Southlake
Created By
Account Service Team
Cubic, Inc.
(918) 587-7888
accountservice(4)cubiccreative.com
http://www.cubiccreative.com
T+ 918.587.78881 F+ 918.398.9081
1 643 S. Boston avenue/ Tule, CCK 74119 IDSA
cubiccneative.com
Quote
Services
Name/Description
City Department Key Messaging Project
Price Qty Subtotal
$30,000.00 /
Fixed
Project Scope to include:
- Review and analysis of current messaging
- In-person project kick-off meeting in Southlake to establish key metrics for
success.
- In-person or phone interviews with key staff of the City Manager's Office and the
Office of Marketing and Communication.
Deliverables to include:
- Voice and tone guide outlining key messages for internal and external audiences
for each department as outlined by client: Safety and Security, Mobility/Traffic
Managment, Infrastructure, Partnerships, Volunteerism, Performance Management,
Quality Development
- Sample ads/imagery for each department: Safety and Security, Mobility/Traffic
management, Infrastructure, Partnerships, Volunteerism, Performance Management,
Quality Development
- Hashtag recommendations for each department: Safety and Security,
Mobility/Traffic management, Infrastructure, Partnerships, Volunteerism,
Performance Management, Quality Development
Includes two rounds of changes to Voice & Tone Guide and Sample Ads/Imagery.
Cost includes travel.
$30,000.00
Subtotal: $30,000.00
Total cast: $30,000.00
Standard Terms
Third -party Fees
The quoted price includes all of Cubic's services plus any third -party costs indicated in the quote.
While we do not anticipate any costs outside those in the quote, items not included are
photography, travel, photocopies, CD/DVDs, express mail, other courier services, third -party fees,
etc., unless specifically indicated as quote line item. All work outside of this scope will require an
approved estimate before work begins.
Quote, Ownership, and Payment Terms
Estimate Expiration - Cubic will honor this estimated price for up to 90 days from the date of
this quote. Cubic reserves the right to adjust the pricing and scope of work if the quote is
approved after 90 days. If the price is adjusted or scope modified, the client will have 15 days to
review and approve the adjusted quote.
Time for Payment - Payment is due at each milestone upon the client's acceptance of the
deliverables. All invoices are payable upon receipt. A 1.5% monthly service charge is payable on
all overdue balances postmarked more than thirty (30) days after the invoice date. The grant of
any license or right of copyright is conditioned on receipt of full payment.
Default of Payment - The client shall assume responsibility for all collection of legal fees
necessitated by default in payment.
Estimates - If this form is used for an estimate or assignment confirmation, the fees and
expenses shown are estimates only. Final fees and expenses shall be shown when invoice is
rendered. The client's approval shall be obtained for any increases in fees or expenses that
exceed the original estimate by 10% or more.
Expenses - The client shall reimburse Cubic for pre -approved expenses arising from this
assignment, including the payment of any sales taxes due on this assignment.
Changes - The client shall be responsible for making additional payments for changes that fall
outside this scope of services. However, no additional payment shall be made for changes
required to conform to the original assignment description.
Ownership and Return of Artwork - Upon the final release and full payment, the client retains
ownership of all final original artwork, in any media, including digital files. Stock image rights
only apply to this project designed and developed by Cubic and are not transferrable to other
media or future versions.
Cancellation - In the event of cancellation of this assignment, ownership of all copyrights and
any original artwork shall be retained by Cubic and a cancellation fee for work completed, based
on expenses already incurred, shall be paid by the client.
Signed by:
City of Southlake
Date