HomeMy WebLinkAboutVictory Sun, Inc/DOCS/$64,080/Public Relations, Media and Event Planning Services Victory Sun,Inc.
Department of Community Relations-2020
Appropriation#43-590.03 Fund;P.O.#103722
Contract Not To Exceed$64,030.00 A 4 t
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ADDITIONAL SERVICES AMENDMENT TO
AGREEMENT FOR GOODS AND SERVICES
THIS AMENDMENT TO THE AGREEMENT FOR GOODS AND SERVICES ("Agreement') entered into by
and between the City of Carmel and Victory Sun, Inc., (the "Vendor"), as City Contract dated March 7, 2018 shall
amend the terms of the Agreement by adding the additional services to be provided by Vendor consistent with the
Scope of Work attached hereto and incorporated herein as Exhibit"A". The terms and conditions of the Agreement
shall not otherwise be affected by this Additional Services Amendment and shall remain in full force and effect.
IN WITNESS WHEREOF,the parties hereto have made and executed this Amendment as follows:
CITY OF CARMEL, INDIANA Victory Sun, Inc.
by and through its Board of Public
Works and Safety
By: By:
J es Brainard, 'residin. Officer Authorized Signature
ate:
\ianeS5_Ci 5. \C'`D
, /` , Printed Name
Mary An► Burke, a 'der
Date: 3 _ ) . L
Title
Lori S. atso 1f vier FID/TIN: �G SC' 2- 2-15 S 2-
Date: 34/e2va,o
Last Four of SSN if Sole Proprietor:
ATTEST:
Date: 1--60
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Exhibit A
(g)IVICTORY SUN
PR ADVERTISING EVENTS
City of Carmel
Scope of Work
• To assist the City of Carmel in maintaining and building the Carmel Arts Et Design
District brand through events designed for the District's target audience.
• To provide strategic public relations counsel to further the mission of the City of
Carmel.
• To execute responsible advertising investments to optimize the call to action to attend
City of Carmel events.
• To direct activities and event coordination for Art of Wine and Oktoberfest on behalf of
the City of Carmel, including but not limited to:
o Research dates to host events
o Research target audiences for events
o Create a comprehensive timeline complete with goals, objectives, tactics and
dates of completion for events
o Direct the recruitment of and communication with wine vendors for Art of Wine
o Direct the recruitment of and communication with volunteers for Art of Wine
o Direct the recruitment of and communication with Carmel City Center vendors
and approved partners for Oktoberfest
o Confirm and coordinate headlining band for Art of Wine and Oktoberfest
o Write web copy for Art of Wine
o Spearhead art direction on collateral materials for Art of Wine and Oktoberfest
o Spearhead logistics of assigned events, from planning to set up through
execution and clean up
o Assist with sponsorship fulfillment as directed
o Direct public relations efforts for events as approved
■ Includes but is not limited to:
• Communications to target audiences to maximize the user
experience at events
• News release writing
• News releases sent to markets outside of Central Indiana
o Adhere to approved City of Carmel budget for events, media and public
relations
o Meet regularly with City of Carmel representative(s)
o Evaluate measurable objectives through research resources available or
budgeted for by the City of Carmel
• Assist on execution special promotional events and public relations efforts as needed
and within the parameters of the contract
o Including but not limited to: Executing social media posts on Carmel Arts Et
Design District social media channels, assisting the City's team if needed for
summer concerts, providing art direction to graphic designers, and writing cop
for collateral material
Exhibit
Page 1 of 2 Scope of Work �
/.cI`1`�
• Serve on site for vendors and event partners to facilitate set-up, teardown and event
execution for Late Night on Main Street events on the following dates:
o Friday, June 5, 2020
o Saturday, September 5, 2020
o Saturday, October 3, 2020
Cost
The above Scope of Work can be executed for a fee of $90 per hour to be billed monthly and
will be capped at no more than $64,080 billed to the City of Carmel.
Specialty materials and outside services paid for by Victory Sun Inc. will be billed back to City
of Carmel at cost. Examples include but are not limited to media buys, specialty paper, signs,
banners, staff meals, dumpsters, event supplies, and postage.
Cost includes parking fees and mileage incurred by Victory Sun, Inc. for the duration of the
contract (provided all miles driven are within the Marion and surrounding eight counties).
Presented by
Vanessa Stiles
PO Box 199114
Indianapolis, IN 46219
317.696.7102
vsti les@wearevictorysu n.corn
Exhibit iT
Page 2 of 2 Scope of Work
2 0f7 _
Ca INDIANA RETAIL TAX EXEMPT Page 1 of 1
ity o f Ca.rmel CERTIFICATE NO.003120155 002 0 PURCHASE ORDER NUMBER
FEDERAL EXCISE TAX EXEMPT 103722
ONE CIVIC SQUARE 35-6000972 THIS NUMBER MUST APPEAR ON INVOICES,AIP
CARMEL, INDIANA 46032-2584 VOUCHER,DEUVERY MEMO,PACKING SUPS,
SHIPPING LABELS AND ANY CORRESPONDENCE
FORM APPROVED BY STATE BOARD OF ACCOUNTS FOR CITY OF CARMEL-1997
PURCHASE ORDER DATE DATE REQUIRED REQUISITION NO. VENDOR NO. DESCRIPTION
1/22/2020 363028 PUBLIC RELATIONS,MEDIA AND EVENT PLANNING SERVICES
VICTORY SUN INC Community Relations
VENDOR PO BOX 199114 SHIP 1 Civic Square
TO Carmel, IN 46032-
INDIANAPOLIS, IN 46219-
PURCHASE ID BLANKET CONTRACT PAYMENT TERMS FREIGHT
43724
QUANTITY UNIT OF MEASURE DESCRIPTION UNIT PRICE EXTENSION
Department: 1203 Fund:101 General Fund
Account: 43-590.03
1 Each PUBLIC RELATIONS, MEDIA AND EVENT PLANNING $64,080.00 $64,080.00
SERVICES
Sub Total $64,080.00
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Send Invoice To: -y� "' :,,
Community Relations
1 Civic Square -.ice' la `
Carmel,IN 46032- I A •
PLEASE INVOICE IN DUPLICATE
DEPARTMENT —i ACCOUNT PROJECT I PROJECT ACCOUNT I AMOUNT
PAYMENT $64,080.00
SHIPPING INSTRUCTIONS 'A/P VOUCHER CANNOT BE APPROVED FOR PAYMENT UNLESS THE P.O. NUMBER IS MADE A
PART OF THE VOUCHER AND EVERY INVOICE AND VOUCHER HAS THE PROPER SWORN
'SHIP PREPAID. AFFIDAVIT ATTACHED. I HEREBY CERTIFY THAT THERE IS AN UNOBUGATED BALANCE IN
*C.O.D.SHIPMENT CANNOT BE ACCEPTED. THIS APPROPRIATION SUFFICIENT TO PAY FOR THE ABOVE ORDER.
*PURCHASE ORDER NUMBER MUST APPEAR ON ALL SHIPPING LABEL �c� . Q �� �(�.- I
'THIS ORDER ISSUED IN COMPLIANCE WITH CHAPTER 99,ACTS 1945 `/f1,A,► D . `sifi
AND ACTS AMENDATORY THEREOF AND SUPPLEMENT THERETO. ORDERED BY -
Nancy Heck James Crider
TITLE Director Administration
CONTROL NO. 1 03722 CONTROLLER