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03-22 Resolution No. 03-22 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH MARKETPLACE MEDIA GROUP, INC. FOR MARKETING SERVICES FOR THE HIGHLANDS GOLF COURSE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Ed Schock, Mayor, and Dolonna Mecum, City Clerk, be and are hereby authorized and directed to execute an agreement on behalf of the City of Elgin with Marketplace Media Group, Inc . for marketing services for The Highlands Golf Course, a copy of which is attached hereto and made a part hereof by reference . s/ Ed Schock Ed Schock, Mayor Presented: February 12 , 2003 Adopted: February 12 , 2003 Omnibus Vote : Yeas : 6 Nays : 0 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk DRAFT 1/13/03 FIRST AMENDMENT AGREEMENT THIS FIRST AMENDMENT AGREEMENT is made and entered into this (37M day of .47a414 , 2003 , by and between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as "CITY" ) and MARKETPLACE MEDIA GROUP, INC. , an Illinois corporation (hereinafter referred to as "CONSULTANT" ) . WHEREAS, the CITY and CONSULTANT have previously entered into an Agreement dated January 23 , 2002 , relating to the CONSULTANT providing certain professional services for the CITY' S proposed new Highlands Golf Course (hereinafter referred to as the "Agreement" ) ; WHEREAS, the CITY has requested and the CONSULTANT has agreed to provide additional services; and WHEREAS, Section IID of the Agreement provides that additional services by the CONSULTANT beyond the scope of work of the Agreement requires prior written approval of the City Council . NOW, THEREFORE, for and in consideration of the mutual undertakings as contained herein, and the mutual undertakings as contained in the Agreement between the CITY and the CONSULTANT of January 23 , 2002 , along with all other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties hereto agree as follows : 1 . That the foregoing recitals are incorporated into this First Amendment Agreement in their entirety. 2 . That the Agreement between the CITY and the CONSULTANT dated January 23 , 2002 , is hereby amended as follows : A. Section I entitled "SCOPE OF SERVICES" is amended by adding the following Subparagraph C thereof to read as follows : C. CONSULTANT shall also perform and provide the following additional Phase II services as follows : PHASE II MARKETING: 1 . Develop and implement radio, cable and newspaper advertising. 2 . Develop and implement miscellaneous printing and PR activities . A detailed Scope of Services for the Phase II services is attached hereto as Attachment "B" . B . Section II entitled "PROGRESS REPORTS" is amended by adding the following Subparagraph E thereto as follows : E. All elements of the marketing plan are to be completed and implemented by April 30 , 2003 . C . Section IV, entitled "PAYMENTS TO THE CONSULTANT" is amended by adding the following Subparagraph C thereto as follows : C. The CITY shall reimburse the CONSULTANT for the Phase II services under this First Amendment Agreement a not-to-exceed amount of Fifty Thousand Dollars and no/l00 ($50 , 000 . 00) , regardless of the actual time expended or costs incurred by the CONSULTANT unless SUBSTANTIAL modifications to the project are authorized in writing by the CITY. D. Section X entitled "INDEMNIFICATION" is amended by adding the following sentence thereto: The provisions of this paragraph shall survive any termination and/or expiration of this Agreement . 3 . The reasons for the changes as outlined by this First Amendment Agreement are germane to the original contract as signed. 4 . That except as amended herein the terms and provisions of the Agreement between the CITY and the CONSULTANT of January 23 , 2002 shall remain in full force and effect . 2 5 . That in the event of any conflict between the provisions of this First Amendment Agreement and the Agreement of January 23 , 2002 , the terms of this First Amendment Agreement shall control . IN WITNESS WHEREOF, the parties hereto have entered into and executed this First Amendment Agreement on the date and year first written above . CITY OF ELGIN MARKETPLACE MEDIA GROUP, INC . Gil" B By /����`�.�� Y Ed Schock Mayor President Attest : Attest : n� /d 0 By City Clerk Secretary F:\Legal Dept\Agreement\Marketplace Media- (Highlands)Amendment Agrt.doc 3 . : ATTACHMENT B ADVERTISING/MARKETING PLAN FOR THE HIGHLANDS OF ELGIN December 11, 2002 Strategy: Develop Public Relations Strategy &Creative Direction For Advertising $525 Print Advertising Develop 3 Basic Ads For: Grand Opening 630 Golf Guides 210 Generic Ad 315 Dearchive & Reformat For Different Media $105 x 5 525 Photography: Stock Photos & Photo Shoot [1] 1, 525 Media: Grand Opening Daily Herald 3-1/4 Pages [$692] 2 , 077 1-1/2 Page [1, 385] 1, 385 Elgin Courier 3-1/4 Pages [742] 2, 226 1-1/2 Page [1,487] 1, 487 Chicago Trib 1-1/4 Page [2, 008] 2, 008 2-1/8 Page [1 , 004] 2, 008 Golf Guides Chicago Trib 1-1/4 Page 5 , 416 Pioneer Press 1-1/4 Page 2 , 316 Chicagoland Web Presence 1 , 900 Public Relations Develop Two Releases Basic Release About Project To Date Including Research, Writing, Send To Media & Follow-Up 415 Second Release On Grand Opening 415 Background/Fact Sheet 190 . t S The Highlands of Elgin December 11 , 2002 Page-Two PR Cont . Press Kit $265 Cable Television Creative: Story Board, Writing 525 Production, Editing, Music 2, 900 & Narration Talent 750 Media: Individual Spots TBA 3 , 000 Print Materials Posters : Creative & Printing 650 Misc Printing 1 , 100 Banners : Creative, Printing & Prep 2, 900 Grand Opening Activities Invitations : Creative, Printing & Mailing 365 Activities : TBA 7 , 500 Web Page Design 420 Sub-Total $45 , 948 Contingency 4 , 052 Total Highlands Budget $50 , 000 ° OF Et° Agenda Item No. Gr City of Elgin _ ,.. E c E . January 17, 2003 G 1 � TO: Mayor and Members of the City Council N AECI�EATIO NAL LE13111.E FROM: Olufemi Folarin, Interim City Manager AN-CF`L'T^U M;�T 7FNS NITIES SUBJECT: Marketplace Media Group, Inc. Agreement Amendment I PURPOSE The purpose rpose of this memorandum is to provide the Mayor and members of the City Council with information to consider entering into agreement amendment I with Marketplace Media Group, Inc . , for Phase II marketing services for The Highlands. BACKGROUND In January 2002 , the City Council entered into an agreement with Marketplace Media Group to develop Phase I marketing services for The Highlands. These services were as follows : • Highlands logo development • Develop Phase II pre-opening marketing plan/strategies for overall facility awareness and recruitment Marketplace Media Group has completed the Phase I work. The Phase II Marketing Plan is attached for consideration which includes the following elements: • Develop and implement radio, cable, and newspaper advertising and PR • Develop and implement miscellaneous printing activities • Coordinate Grand Opening events A detailed Scope of Service and cost breakdown are attached. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None. r . . r Marketplace Media Highlands January 17, 2003 Page 2 &FINANCIAL IMPACT The contract with Marketplace Media will total $50, 000 . The 2003 Budget has $53, 000 budgeted and available in the Golf Fund, Advertising, account number 540-5801-775.32-04 . LEGAL IMPACT \N/$111Zone. ALTERNATIVES The alternative would be to not enter into an agreement with Marketplace Media Group, Inc. RECOMMENDATION It is recommended that the City Council approve amendment I with Marketplace Media Group, Inc. for Phase II marketing services rfor the Highlands at a cost not to exceed $50, 000 . Respectfully submitted, AMR Olufemi - 140 Inte im �- ager MM Attachments r .........