Loading...
HomeMy WebLinkAboutR-81-0939RESOLUTION NO. 8 1- 9 3 9 A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH HALE & HOLLAND ADVERTISING, INC., IN SUBSTANTIALLY THE FORM ATTACHED HERETO, FOR PROFESSIONAL ADVERTISING SERVICES FOR THE PURPOSE OF RECRUITING APPLICANTS FOR THE POSITIONS OF POLICE OFFICER AND PUBLIC SERVICE AIDE AT A COST NOT TO EXCEED ONE HUNDRED THOUSAND DOLLARS ($100,000.00) WITH FUNDS THEREFOR ALLOCATED FROM SIXTY SEVEN THOUSAND SIX HUNDRED SIXTEEN DOLLARS ($67,616.00) OF THE POLICE DEPARTMENT BUDGET AND THIRTY-TWO THOUSAND THREE HUNDRED EIGHTY FOUR DOLLARS ($32,384.00) ENCUMBERED FROM THE SPECIAL PROGRAMS AND ACCOUNTS, PUBLIC SAFETY CONTINGENCY FUND. WHEREAS, the City of Miami is desirous of conducting a multimedia advertising campaign for the recruitment of Police Officers and Public Service Aides; and WHEREAS, the City Corrunission has adopted an Ordinance establishing an affirmative action goal of eighty percent (80%) for appointment of minorities and women to the positions of Police Officer and Public Service Aide; and WHEREAS, Hale & Holland Advertising, Inc. has the necessary skills and is willing to conduct a multimedia advertising campaign for Police Officers and Public Service Aides; and WHEREAS, Hale & Holland Advertising, Inc. has committed itself to make necessary arrangements, including sub -agreements, to assure the recruitment of Hispanic, Black and Women applicants for the positions of Police Officer and Public Service Aide; NOW,THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The City Manager is hereby authorized to exe- cute an agreement with Hale & Holland Advertising, Inc. for professional advertising services to be provided for the City of Miami's Police Recruitment Program,in substantially the form attached hereto,in an amount not to exceed One Hundred Thousand Dollars ($100,000.00), with funds therefor hereby allora}pd fgnm CITY COMMISSION MEETING OF NOV1 2 1981 81-9 aournon.....-..NM ..�...:... ummu�.....�..�.�...w..... 9 63 Sixty Seven Thousand Six Hundred Sixteen Dollars ($67,616.00) of the Police Department Budget and Thirty-two Thousand Three Hundred Eighty Four Dollars ($32,384.00) encumbered from the Special Programs and Accounts, Public Safety Contingency Fund. PASSED AND ADOPTED this 12 day of November , 1981. ATTEST: RALP G. ONGIE, CITY CLE PREPARED AND APPROVED BY: ROBERT F. CLARK DEPUTY CITY ATTORNEY APPROVED AS TQ F� A,_ND CORRECTNESS GEORAE F. KNOX, JR. CIT ATTORNEY MAURICE A. FERRE t 9 A Y 0 R J 81-939 A Mai R1 33 -c Howard V. Gary October 28, 1981 City Manager Proposed Resolution and Contract for Police Advertising (for City Commission Approval) Robert D. Krause, Director:.`' `� Department of Human Resources --- r� It is recommended that the City enter into a professional advertising contract with Hale & Holland Advertising, Inc. for obtain- ing advertising services in conjunction with the City's police recruitment program, per •• => the attached Resolution. -� The proposed contract would total an amount not to exceed $100,000.00. The funding includes $67,616.00 from the Police Department Budget and $32,384.00 from the Special Programs and Accounts, Public Safety _ Contingency Fund. The latter amount was encumbered from an unexpended balance for advertising from the previous fiscal year. The contract proposes to retain the same firm that conducted last year's successful police advertising campaign. That firm was previously known as Graphic Productions/Design, Inc. The new name is Hale & Holland Advertising, Inc. The efforts of the Hale & Holland firm were exceptional in recruiting qualified applicants from all segments of the minority community. Additionally, there are four points that emphasize the choice of Hale & Hclland to continue as the contractor for this fiscal year's Police Recruitment Advertising Campaign. The first is that the City can make use of existing advertising ma- terials while new materials are being created. These include news- paper and radio ads, plus posters, brochures and other materials. Also, the advertising campaign must commence in mid -November in order _ to obtain qualified applicants by December 14, for the January Academy Class. Second, by using Dale & Rolland we were able to accomplish our recruit- ment goal without using all the allocated funds. This generated a saving of $32,384.00. This sum was encumbered to be used for the same purposes this year. Third, the advertising firm was able to increase the applicant flow last year, making it possible for the City to increase its hiring 81 - 939 Howard V. Gary October 28, 1981 Page - 2 - goal from 275 to 330, a total that was more than double the hiring in any prior year. Fourth, customarily in the field of advertising wise and prudent business practice normally provides a continuing relationship with the same firm, especially when that relationship is successful and produc- tive. It is therefore recommended that the City Manager be authorized to enter into the proposed contract with Hale & Holland Advertising, Inc. per the attached resolution. RRIETITSM 9 1- PROFESSIONAL SERVICES CONTRACT THIS AGREEMENT, made this day of by and between the City of ldiami, a municipal corporation under the laws of the State of Florida (hereinafter referred to as the "CITY") and Hale & Rolland Advertising, Inc. a Florida corporation (hereinafter referred to as "PROVIDER") having principal offices at 2319 Ponce de Leon Blvd., Coral Gables, Florida, states condition and covenants for the rendering of Professional Advertising Services by said PROVIDER, to the City of Miami Human Resources Department (hereinafter referred to as "DEPARTMENT") at a cost not to exceed One Hundred Thousand Dollars ($100,000.00) for the period of November 15, 1981 through September 30, 1981. WITNESSET11 WHEREAS, the City has entered into a contract with Hale & Holland Advertising, Inc. to advertise openings for the positions of Police Officer and Public Service Aide; and WHEREAS, the PROVIDER has developed and provided service as described elsewhere herein which have proven of value to the City and has demon- strated effectiveness and qualifications to provide these services; and WHEREAS, the CITY is desirous of obtaining such services of the PROVIDER and the PROVIDER is desirous of furnishing such services; NOW, TIiEREFORE, in consideration of the mutual covenants and agreements hereinafter set forth, the parties hereto covenant and agree as follows: ARTICLE I: SCOPE OF SERVICES It is understood that the PROVIDER will provide the following services for the CITY in conjunction with the CITY'S Police Recruitment Program: A. To provide a program of recruitment that will develop a pool of 2,000 or wore qualified applicants within a time schedule that will permit the City to fill vacancies in the positions of Police Officer and Public Service Aide on or about April 30, 1982. B. To provide recruits with the superior qualifications required ow 81 - 939 r for police work in a major central city. - C. To assure that Blacks, Latins and women comprise more than eighty percent (80) of the total applicant pool, in order to assure compliance with the appointment goal of eighty per cent (80%) established by City Ordinance. D. To prepare advertising copy, designs, layouts, tables, scripts, and tapes for a multimedia advertising campaign including newspapers, radio and television stations, billboards, store- front posters, flyers, handouts and related materials as may be required and approved by the Department. E. To conduct a multimedia advertising campaign for recruitment through media sources, both print and broadcast, with em- phasis on recruiting Black, Latin and women applicants. F. To continue the recruitment campaign through September 30, 1982, or through such earlier date as may be determined by the City. ARTICLE II: DELIVERY OF SERVICES Both parties agree to comply with those stipulations which are out- lined in the "Work Statement" narrative which is attached hereto and incorporated herein. ARTICLE III: EFFECTIVE TERM Both parties agree that the effective term of this Agreement shall be from November 16, 1981 through September 30, 1982. ARTICLE IV: AMOUNT PAYABLE A. First Payment The CITY shall reimburse PROVIDER for expenses incurred in placement of advertising and related advertising services in an amount not to exceed One Hundred Thousand Dollars ($100,000.00). Such reimbursement shall be made monthly or bi-weekly as may be agreed between parties. B. Maximum Expenditure The PROVIDER and the CITY hereby agree that the maximum amount payable under this contract shall not exceed One Hundred Thousand Dollars ($100,000.00) and that either party may immediately and at any time terminate this agreement when the cost here and above reaches One hundred Thousand -2- Dollars ($100,000.00). ARTICLE V: TIETIIOD OF 1'A'11,1ENT Payment shall be Blade in accordance with those procedures as out- lined below: The CITY agrees to compensate the PROVIDER for services rendered on a monthly basis in connection with this Afreement and billing should be made at the end of each month. All invoices shall include the following information: 1) Description of services provided 2) Date and time services were provided 3) Additional information as requested by Department. If an invoice is questioned by the Department, the Department shall notify PROVIDER in writing within seven days of receipt of the invoice and mutual agreement shall be reached before payment is made. Unless the invoice is questioned by Department as provided for above, payment shall be made in full by the CITY within thirty (30) days after reciept of invoice from PROVIDER. ARTICLE VI: NOTICES It is understood and agreed between the both parties hereto that all notices which may arise in connection with this Agreement shall be con- sidered sufficient when made in writing and mailed or delivered in person, to the appropriate address of the respective party: FOR CITY: Mr. Arthur Brooks, Special Assistant to the Director of Human Resources. Department of Human Resources City of Miami 1145 N.W. 11 Street, Room 102 P.O. Box 330708 Miami, Florida 33133 FOR PROVIDER: Mr. Winston Hale Hale & Rolland Advertising, Inc. 2319 Ponce de Leon Blvd. Coral Gables, Florida 33134 81-939 ARTICLE VII: MONITORING AND REPORTItiG The PROVIDER agrees to permit the Department and authorized City personnel to monitor the program which is subject of this Agreement according to applicable terms of the Agreement. The PROVIDER agrees to: maintain records of work programs and services as required and furnished by the Department and to provide periodic progress reports to the Depart- ment upon request. All original copies of reports and records shall become the property of the CITY. ARTICI.,E VIII: AMENDMENTS The CITY may at its descretion, amend the Agreement to conform with changes in applicable City, County, State and Federal laws, directives, guidelines and objectives. No amendments to this Agreement shall be binding on either party unless in writing and signed by both parties. Such amendments shall be incorporated as part of this Agreement upon review, approval and execution by the parties hereto. ARTICLE IX: TER1,1IINATION The CITY retains the right to terminate at its discretion for no cause this Agreement by written notice to the PROVIDER of such intent to terminate at least thirty (30) days prior to the effective date of such termination. Such right to terminate prior to the completion of the effective term of Agreement shall be without penalty to the CITY. If through any cause, the PROVIDER shall fail to fulfill in timely and proper manner its obligations under this Agreement, or shall violate any of the covenants, agreements, conditions or stipulations thereof as determined by the Department, the CITY shall thereupon have the right to terminate this Agreement by giving written notice to the PROVIDER of such intent to terminate at least five (5) days prior to the effective date of such termination. ARTICLE X: SUB CONTRACT PROVIDER may enter into sub -agreements with other individuals or firms in order to assure performance of all of the services specified in Article I. Both parties understand that such sub -agreements may be necessary and may be used for but not necessarily limited to production and Spanish language services. PROVIDER shall have sole descretion to enter such sub -agreements and shall have sole responsibility for any, .costs and.liabilities incurred thereunder. 0 ARTICLE XI: CIVIL RIGHTS The PROVIDER agrees to abide by all applicable municipal, county, state and federal laws dealing with non-discrimination in regards to employment, educational opportunities and persons serviced. In carry- ing out the contract, the PROVIDER shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, age, handicap, marital status or national origin. The PROVIDER shall take affirmative action to insure that applicants for employment are employed, and that employees are treated during employment, without regard to their race, color, religion, sex, age, handicap, marital status or national origin. Such action shall include, but not be limited to the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprentice- ship. The PROVIDER shall post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this non-discrimination clause. The PROVIDER shall state that all qualified candidates will recieve considerations for employment without regard to race, color, religion, sex, age, handicap, maritial status or national origin. It is expressly understood that upon reciept of evidence and deter- mination by the Department of such discrimination, in regards to employment, educational opportunities and persons served, the CITY shall have the right to terminate said contract. ARTICLE XII: INDEMNIFICATION The PROVIDER shall indemnify and hold the CITY harmless form and against any and all claims, liabilities, or damages arising from the preparation or presentation of any advertising covered by this agree- ment, including the cost of litigation and counsel fees. ARTICLE XIII: WORK STATEMENT A. PROVIDER shall develop a recruitment program and media advertis- ing, as specified in Article I based on the following target dates: November 16, 1981. Begin placement of newspaper and radio ads using existing advertising materials previously developed by PROVIDER. December 14, 1981. Complete the concept, design production and placement of newspaper display ads in new style and format. - r) - 81 - 939 December 14, 1981. Complete new broadcast media spot ads. B. Advertising shall be prepared in both English and Spanish languages. C. Advertising shall be placed by PROVIDER in such media as it determines on a schedule that will fulfill in scope of services in Article I. The CITY shall have the right of prior approval for specific schedules and media on a monthly basis and to alter schedules and media in order to meet the needs of the CITY. D. The CITY may require production of new flyers, posters and billboard ads, the cost of which shall be included within the scope of Article IV. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the ATTEST: day of RALPH G. ONGIE, CITY CLERK WITNESS THE CITY OF MIAMI, a municipal corporation of the State of Florida BY: HOWARD V. GARY, City Manager Winston Bale, authorized to e agreements for Hale & Holland Advertising, Inc. CORPORATE SEAL cute - 6 - e PREPARED AND APPROVED BY: �,� !ail.( 1 � ,,_.•� _�.! %t BEATRI L BRU '-' ASSISTANT CITY ATTORNEY APPROVED AS TO FORM AND CORRECTNESS: GhO} AF. KNOX, JR. ' CIT TTORNEY - 7 - 81 - 939