2006-008 Extends Ambit Contract for Annexation ConsultingRESOLUTION 2006-08
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM
BEACH, FLORIDA, AUTHORIZING THE MAYORAND VILLAGE CLERKTO ENTER INTO
A FIRST AMENDMENT AND EXTENSION TO CONTRACT FOR MARKETING AND
PUBLIC RELATIONS CONSULTING SERVICES WITH AMBIT, INC., D/B/A AMBIT
MARKETING COMMUNICATIONS, ACORPORATION, ATTACHED AS EXHIBIT "A",
WHICH CONTRACT PROVIDES TO THE VILLAGE PROFESSIONAL AND
CONSULTATION SERVICES TO ACHIEVE VILLAGE ANNEXATION GOALS; AND,
PROVIDING FOR AN EFFECTIVE DATE.
BE IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA:
Section 1. The Village Council of the Village of North Palm Beach, Florida, does hereby
approve the First Amendment and Extension to Contract for Marketing and Public
Relations Consulting Services with Ambit, Inc., d/b/a Ambit Marketing Communications, a
corporation, attached as Exhibit "A", which contract provides to the Village professional
and consultation services to achieve Village annexation goals.
Section 2. The Mayor and Village Clerk are hereby authorized and directed to execute
the First Amendment and Extension to Contract for Marketing and Public Relations
Consulting Services with Ambit, Inc. set forth in Exhibit "A" for and on behalf of the Village
of North Palm Beach.
Section 3. This resolution shall take effect immediately upon its adoption.
PASSED AND ADOPTED THIS 9th DAY OF FEBRUA Y, 2006.
(Village Sea.) '
MAYOR
ATTEST:
-~
VILLAGE CLERK
FIRST AMENDMENT AND EXTENSION TO
CONTRACT FOR MARKETING AND
PUBLIC RELATIONS CONSULTING SERVICES
THIS FIRST AMENDMENT AND EXTENSION TO CONTRACT is to that certain
Contract for Marketing and Public Relations Consulting Services entered into July 12,
2005, by and between VILLAGE OF NORTH PALM BEACH, FLORIDA, a municipal
corporation, hereinafter referred to as "VILLAGE," and AMBIT, INC., d/b/a AMBIT
MARKETING COMMUNICATIONS, acorporation authorized to do business in the State of
Florida, hereinafter referred to as "CONSULTANT."
WITNESSETH:
WHEREAS, VILLAGE and CONSULTANT are desirous of extending and amending
the Contract for Marketing and Public Relations Consulting Services in various respects as
hereinafter set forth.
NOW, THEREFORE, in consideration of the premises and of the mutual benefits,
promises and agreements herein contained, it is agreed as follows:
1. Article 2 (Schedule) and Exhibit "C" are amended to provide that Item 3 of the
Scope of Services shall be completed by the election date scheduled in March, 2007.
2. Exhibit "A" (Scope of Services and Deliverables) is hereby amended by the
revised Exhibit "A" attached to and made part of this First Amendment and Extension
Agreement.
3. Exhibit "B" (Budget Estimate and Invoicing) is hereby amended by the revised
Exhibit "B" attached to and made part of this First Amendment and Extension agreement.
First Amendment and Extension to Contract for
Marketing and Public Relations Consulting Services
Page 2
4. Consultant shall only perform that portion of Scope of Services as directed
from time to time by the Village Council. Consultant shall keep the Village Council
informed and report to the Council not less frequently than monthly.
5. All terms and provisions of the Contract for Marketing and Public Relations
Consulting Services between the parties that are not specifically in conflict with this First
Amendment and Extension Agreement shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have hereunto set their hands and
seals on the %~~~ day of February, 2006.
(Village Seal)
Attest:
r- /
Village Clerk
VILLAGE OF NORTH PALM BEACH
(VILLAGE)
r/
By:
Its Mayor
AMBIT, INC., d/b/a AMBIT MARKETING
COMMUNICATIONS (CONSULTANT)
Stanley C. Br ~ n
Executive Vice President
EXHIBIT A -Revision 1
Annexation Campaign
Scope of Services and Deliverables
Item 3 of Exhibit A is hereby modified as follows:
ACTION PLAN
• Create and implement a public outreach campaign to promote the positive qualities of the
Village. Target audience includes residents of the Village, prospective annexation areas and
North Palm Beach County.
• Create a Question and Answer brochure containing information about the possible
annexation of Lost Tree Village and Hidden Key. Mail the Q & A to residents of each area
with a letter from the Village Mayor indicating that:
o The Village is interested in entering into a program of annexation
o The Council will be requesting a meeting with each homeowner association to
discuss the question of annexation.
• Meet with homeowners associations and interested groups to listen to suggestions and
recommendations and explain the Village position.
• Meet with the County Commissioner and relevant members of the Legislative Delegation to
update them on the Village annexation program.
• Package and present key Village information to the sales organizations of major
developments under construction within the Village to encourage reference to the Village in
the sales materials.
• Consider providing Village services by contract to potential annexation areas, where possible,
to showcase the Village team.
IMPLEMENTATION
STATE OF THE VILLAGE REPORT
Create a 4/color annual report that promotes the Village. Include messages from Council
members and the Village Manager. Mail to Village residents and potential annexation areas.
Complete 1St quarter 2006.
QUARTERLY NEWSLETTER
Replace the existing monthly newsletter with an updated 8-page 4/color newsletter to be
distributed quarterly to residents. Include messages from Council members and departments,
along with photos of events. Transition the information distributed within the current newsletter to
the Village web site. Publish two issues in 2006; July/August/September and
October/November/December 2006.
WEB SITE
Redesign and modernize the Village Web site. Include new pages describing the annexation
program and provide information to inquiring homeowners. Complete 1 sc quarter 2006.
PUBLIC RELATIONS
Place feature stories in local publications by creating interest from local and regional media.
Emphasis will be placed on pitching interesting, timely and newsworthy story lines about the
Village.
Story lines that will be pursued with the media and printed in the newsletter include:
• Village 50T" anniversary
• New public safety building, groundbreaking, topping out, opening
• Golf course design and improvements including ground breaking
• Fiscal responsibility
• Meet the Village Manager
• Department of Public Safety information including Marine Patrol
• Outstanding residents
• Noteworthy businesses
QUESTION 8~ ANSWER BROCHURE INCLUDING LETTER FROM THE MAYOR
During the early part of 2006, all residents in the proposed annexation areas will receive a letter
from the Mayor with a brochure that highlights annexation questions and answers. The
information will describe the Village's intentions and facts about the prospective annexation.
It will also request a formal presentation to the Home Owners association board. Letter and
brochure will be tailored to each of the areas. Completion 1 Sc quarter 2006.
An active program of collaboration with the Village Manager is anticipated, beginning with an
initial determination of the scope of activities and requirements for success.
Thereafter, based on the approved plan and budget, activities will be coordinated with the Village
Manager to assure an effective outreach program. Our experience suggests that as the
campaign unfolds, some elements of the plan may require modifications to react to resident and
stakeholder feedback. As members of the team, we look forward to bringing our experience and
enthusiasm to the table, working closely with the Village Manager to quickly respond as the
conditions may require.
EXHIBIT B -Revision 1
Annexation Campaign
Budget Estimate
Item 3 of Exhibit B is hereby modified as follows:
A. VILLAGE OUTREACH
State of the Village Report
Production of 8 page, 4/color brochure including design, layout, art
and creative direction, photo retouching, copy editing, printing and
mailing. (Does not include postage.)
Quantity 11,000 ....................................................................................... . $15,000 - $18,000
Quarterly newsletter
Production of 22" x 17" folded to 8-1/2" x 11" (8 page) 4/color
newsletter including design, layout, art and creative direction,
photo retouching, copy editing, printing, and mailing. (Does not
include postage.)
Quantity 11,000 x 2 issues ........................................................................ $20,000 - $25,000
Village Web site
Redesign home page and standard interior page template, adding
page with annexation information. Design will be consistent with
graphics approved for the Annual Report and Newsletter ......................... .. $7,500 - $10,000
Public Relations
Public relations to local and regional media with emphasis on
pitching interesting, timely and newsworthy story lines to the media
about the Village. Package and present key Village information to
the sales organizations of major developments under construction
within the Village to encourage orientation to the Village in the
sales materials.
Monthly retainer $2,500 (12 months) ......................................................... $30,000.
B. LOST TREE VILLAGE and HIDDEN KEY activities January through June 2006
Question & Answer brochure with letter from Village Mayor
Production of 6-panel 2/color brochure with Mayor's letter including
design, layout, copywriting, art, and creative direction, printing,
mailing and postage.
Quantity 1,500 ............................................................................................. $6,000 - $8,000
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Planning, attendance and presentation assistance at public
outreach meetings with home owners associations. Meet with small
groups, individuals and Village Councilmen where possible.
Arrange and participate in meetings with county commissioner and
relevant members of the Legislative Delegation.
Presentation/update meetings to Village Manager and Council.
Consultant time including Blosser Sayfie, Ambit Marketing and
Land Research Management ...................................................................... $5,000 - $8,000
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