Request for Quotation of Services: Social Media and Marketing Coordinator Submissions must be received no later than 11:00 am Monday August 1, 2016 to: purchasing@westorange.org Recipient: Township of West Orange Anne DeSantis, RPPO, QPA 66 Main Street, Room 111 West Orange, NJ 07052 Phone: (973) 325-4056 Fax: (973) 736-8380 It is your burden to ensure timely receipt of your submission. Scope: The Township of West Orange (the Township ) requires the services of a professional social media and marketing coordinator to continue managing the Township s social media outreach and marketing campaigns and maintain and administer to same on a day-to-day basis. This will be part time, Independent Contractor position and not employer/employee or principal/agent. The manner and means of performing all services shall be subject to the Public Information Officer s sole control unless specified by the Township. Contract is based on an annual basis. Your quote should be based on an annual amount which would be paid in equal monthly installments. Factors for consideration are based on but not limited to experience, availability, cost, and technical expertise. Please provide samples of work provided other clients and references. Contract will require 24/7 availablility to respond to issues,, and will be prohibited from producing unapproved work product regarding West Orange Township. No involvement in any unapproved distribution of information regarding the Township in any manner or medium. Responsibilities of Social Media and Marketing Coordinator (the Consultant ) shall include, but not limited to the following: 1.1 Performance of Services The Coordinator will represent the Township during the term of the contract and will advise and assist the Township as its exclusive marketing and social media consultant. During the Term, the Township shall not engage in any agreement with any third party as consultant for the Services outlined herein, (as defined below) without the prior written
consent of the consultant. The Consultant s duties and responsibilities shall be outlined in Section 1.2 and 1.3 below (collectively, the Services ). The consultant shall be available on call on a 24/7 basis to the Township Officials for the services provided herein. No involvement in any unapproved work product or dissemination or distribution regarding West Orange Township in any manner or medium. 1.2 Social Media Services Ongoing maintenance and administration of social media profiles (Facebook, Twitter, Instagram and YouTube) which includes 24 hour monitoring of profiles, daily postings and interactions (both directed by the Township and organically based on preset parameters), ongoing graphic creation and trafficking of inquiries to proper town representatives. Ongoing maintenance and administration of West Orange Jitney Facebook group and text alert service. Work with Township representatives to create digital/physical outreach campaign, memos, signage, etc. encouraging local businesses to engage with the Township s social media properties and to connect with other businesses in the Township s social ecosystem. 1.3 Marketing Services Create and launch marketing/advertising outreach campaign highlighting diversity of the Township residents (i.e. This is West Orange ). Increase awareness and adoption of Shop West Orange program. Promote existing local businesses, working with committees to bring new businesses to the Township. Creation of additional digital/physical West Orange infographics identifying specific locations, attractions, and more to be used in all outreach and press efforts. Creation of additional video assets as needed or desired for marketing campaigns and initiations. Bridge gap between Township and Board of Education to rally community behind public school initiatives, sports and events. Continue working with local realtors to educate and entice potential residents to make West Orange their home, raise their families, start businesses, and become active in the community. Expansion of Tax Facts program (launched in 2014) to continue providing education regarding municipal taxes to Township residents. Lead group that will create, market, and distribute products that will foster pride and a sense of community within the Township. 1.4 Compensation
Township will pay consultant a total annual amount paid in 12 equal monthly installment. The consultant shall issue monthly invoices to the Township within 10 days of the close of the calendar month. The Township shall remit payment in accordance with the terms of the invoice, or within 30 days of receipt of the invoice from the consultant. 1.5 Expenses The Township agrees to reimburse the Consultant for all reasonable and documented outof-pocket expenses incurred in carrying out the terms of the contract. Out-of-pocket expenses may include but are not limited to travel, meals, lodging, postage, printing, secretarial and similar administrative or operating expenses. The aggregate of all costs and expenses for the calendar year will not exceed $250.00 without the Township s written consent in advance. 1.6 Term Based on Township s agreement term will run 12 months to a maximum of 16 months. 1.7 Termination An agreement may be terminated by writing within 10 days for the following reasons: (a) insolvency, (b) breach of obligations, and (c) engages in unlawful business or other practices. Upon termination, neither party shall have any further obligations under the contract agreement, except for obligations which survive this termination as noted in section 1.8. 1.8 Mutual Non-Disclosure Disclosure of confidential information shall be the obligation of the Discloser to advise the recipient when confidential information is being disclosed. Confidential Information means, collectively, any information from the Township which is subject to an exception from public disclosure under the New Jersey Open Public Records Act, N.J.S.A. 47:1A-1, et seq., and/or information from Consultant regarding materials provided that at the time of disclose are designated by the Discloser as confidential or proprietary. Confidential information shall not in any event include information or material that: (a) was in public domain when communicated to Recipient; (b) enters the public domain through no fault of the Recipient; (c) was in Recipient s possession free of any obligation of confidence when communicated to Recipient; (d) is rightfully communicated to Recipient by a third party free of any obligation of confidence to Discloser; or (e) is developed by or on behalf of Recipient independently of and without reference to any of Discloser s Confidential Information. 1.9 Ownership The Township is the sole and exclusive owner of all Intellectual Property Rights. All Properties created as a direct result of the Services will be deemed a work made for hire as defined in Section 101 of the United States Copyright Act (as amended). To the extent that
title to any properties do not vest in the Township as the author or such works may not be considered works made for hire, all rights, title and interest therein, including all Intellectual Property Rights, are hereby irrevocably assigned and transferred to the Township by Consultant, and Consultant hereby irrevocably and unconditional waives all enforcement of such rights. 1.10 Indemnification Each party ( indemnitor ) shall defend, indemnify, and hold harmless the other party and its officers, directors, employees, representatives, licensees, and authorized agents ( Indemnitee ) from and against any and all third party claims, liability, damages, costs, and expenses (including reasonable attorneys fees), arising out of, related to, or in connection with Indemnitor s breach of any representation or warranty in the agreement. Indemnitee will promptly notify the indemnitor in writing of any such claim. Indemnitee shall give Indemnitor sole control over the defense and/or settlement of any such claim, except that the indemnitor will not agree to any settlement or compromise that would require Indemnitee to make any payments, bear any obligations, or admit to any liability or wrongdoing on the part of the Indemnitee unless Indemnitor obtains Indemnitee s prior written approval.
Mandatory forms and disclosures: Please include with your proposal: New Jersey Business Registration Certification (copy) Business Entity Disclosure Form
Township of West Orange Essex County, New Jersey BUSINESS ENTITY DISCLOSURE CERTIFICATION Required pursuant to N.J.S.A. 19:44A-20.8 Part I Vendor Affirmation The undersigned, being authorized and knowledgeable of the circumstances, does hereby certify that the has not made and will not make any reportable contributions pursuant to N.J.S.A. 19:44A-1 et seq. that, pursuant to P.L. 2004, c.19 would bar the award of this contract in the one year period preceding the date award by this governing body, to any of the following named candidate committee, joint candidates committee; or political party committee representing the elected officials of the Township of West Orange as defined pursuant to N.J.S.A. 19:44A-3 (p), (q) and (r). Elected Official Political/Candidate Committee(s) o Mayor Robert D. Parisi Election Fund of Mayor Robert D. Parisi o Councilman Jerry Guarino Election Fund of Jerry Guarino o Councilwoman Susan McCartney Election Fund of Susan McCartney o Councilman Victor Cirilo Election fund of Victor Cirilo o Councilman Joe Krakoviak Election Fund of Joe Krakoviak o Councilwoman Michelle Casalino Election Fund of Michelle Casalino o West Orange Democratic County Committee Part II Ownership Disclosure Certification I certify that the list below contains the names and home addresses of all owners holding10% or more of the issued and outstanding stock of the undersigned.check the box that represents the type of entity: Partnership Corporation Sole Proprietorship Subchapter S Corporation Limited Partnership Limited Liability Company Limited Liability Partnership Name of Stock or Shareholder Home Address
Part 3 Signature and Attestation: The undersigned is fully aware that if I have misrepresented in whole or part this affirmation and certification, I and/or the business entity, will be liable for any penalty permitted under law. Name of Business Entity: Signature of Affiant: Title: Printed Name of Affiant: Subscribed and sworn before me this day of, 2. My Commission expires: (Attested by) (seal)
P R O P O S A L Request for Quotation for Social Media and Marketing Coordinator Email Submission Deadline: August 1, 2016 at 11:00 AM To: purchasing@westorange.org Recipient: Anne DeSantis Township of West Orange 66 Main Street, Room 111 West Orange, New Jersey 0752 In accordance with and subject to all stipulations, conditions, requirements, and instructions so far as they relate to this proposal are made part of it, submit my quote for services described: I submit the following annual cost $. Monthly Installments $ With this proposal, please address your experience, availability, and technical knowledge as well as provide references and examples of your work product. NAME : ADDRESS: DATE: PHONE: EMAIL: BY (Signature authorized to execute a contract)
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