The URL can be used to link to this page

Home My WebLink About12-18-2023 TBID Agenda Packet - Special Meeting Tourism Business Improvement District Board AGENDA Monday, December 18, 2023, 10:00 a.m. City Hall, 990 Palm Street, San Luis Obispo The Tourism Business Improvement District Board holds in-person meetings. Zoom participation will not be supported at this time. INSTRUCTIONS FOR PUBLIC COMMENT: Public Comment prior to the meeting (must be received 3 hours in advance of the meeting): Mail - Delivered by the U.S. Postal Service. Address letters to the City Clerk's Office at 990 Palm Street, San Luis Obispo, California, 93401. Email - Submit Public Comments via email to advisorybodies@slocity.org. In the body of your email, please include the date of the meeting and the item number (if applicable). Emails will not be read aloud during the meeting. Voicemail - Call (805) 781-7164 and leave a voicemail. Please state and spell your name, the agenda item number you are calling about, and leave your comment. Verbal comments must be limited to 3 minutes. Voicemails will not be played during the meeting. *All correspondence will be archived and distributed to members, however, submissions received after the deadline may not be processed until the following day. Public Comment during the meeting: Meetings are held in-person. To provide public comment during the meeting, you must be present at the meeting location. Electronic Visual Aid Presentation. To conform with the City's Network Access and Use Policy, Chapter 1.3.8 of the Council Policies & Procedures Manual, members of the public who desire to utilize electronic visual aids to supplement their oral presentation are encouraged to provide display-ready material to the City Clerk by 12:00 p.m. on the day before the meeting. Contact the City Clerk's Office at cityclerk@slocity.org or (805) 781-7114. Pages 1.CALL TO ORDER Chair Pearce will call the Special Meeting of the Tourism Business Improvement District Board to order. 2.PUBLIC COMMENT FOR ITEMS NOT ON THE AGENDA At this time, people may address the Committee about items not on the agenda. Comments are limited to three minutes per person. Items raised at this time are generally referred to staff and, if action by the Committee is necessary, may be scheduled for a future meeting. 3.CONSENT 3.a MINUTES OF TBID REGULAR MEETING ON NOVEMBER 8, 2023 5 3.b SMITH TRAVEL REPORT (STR)9 3.c TRANSIENT OCCUPANCY TAX (TOT) REPORT 11 3.d SLO CHAMBER PUBLIC RELATIONS MONTHLY REPORT 13 3.e SLO CHAMBER GUEST SERVICES MONTHLY REPORT 15 3.f NOBLE STUDIOS & DCI MARKETING MONTHLY REPORT 17 3.g BADGER BRANDING ORGANIC SOCIAL REPORT 29 4.BUSINESS ITEMS 4.a MARKETING SERVICES RFP APPROVAL 37 Staff will present the draft Marketing Services RFP document for Board input and approval. 4.b MIDWEEKEND PROMOTION Staff and contractors will present the MidWeekend promotion program plan for the Board’s review and input. 4.c PHOTOGRAPHY PROJECT The Board will consider funding additional work to secure ongoing assets with local photographer, Brittany App. 4.d VISIT SLO CAL IPW CO-OP Staff will present a co-op commitment for participation in IPW, May 3-7 in Los Angeles in partnership with Visit SLO CAL funded through the available TBID tradeshow budget. 5.TBID LIAISON REPORTS AND COMMUNICATION 5.a HOTELIER UPDATE – LIAISON REPORTS 5.b PCC UPDATE – LIAISON REPORT 73 5.c VISIT SLO CAL UPDATE – LIAISON REPORT 5.d TOURISM PROGRAM UPDATE – STAFF REPORT 6.ADJOURNMENT The next Regular Meeting of the Tourism Business Improvement District Board is scheduled for January 10, 2024 at 10:00 a.m. in the Council Hearing Room at City Hall, 990 Palm Street, San Luis Obispo. LISTENING ASSISTIVE DEVICES are available -- see the Clerk The City of San Luis Obispo wishes to make all of its public meetings accessible to the public. Upon request, this agenda will be made available in appropriate alternative formats to persons with disabilities. Any person with a disability who requires a modification or accommodation in order to participate in a meeting should direct such request to the City Clerk’s Office at (805) 781-7114 at least 48 hours before the meeting, if possible. Telecommunications Device for the Deaf (805) 781-7410. Agenda related writings or documents provided to the Tourism Business Improvement District Board are available for public inspection on the City’s website, under the Public Meeting Agendas web page: https://www.slocity.org/government/mayor-and-city-council/agendas-and- minutes. Meeting video recordings can be found on the City’s website: http://opengov.slocity.org/WebLink/Browse.aspx?id=61016&dbid=0&repo=CityCl erk Page 4 of 75 1 Tourism Business Improvement District Board Minutes November 8, 2023, 10:00 a.m. City Hall, 990 Palm Street, San Luis Obispo TBID Board Present: Member Lori Keller, Member Winston Newland, Member Nipool Patel, Vice Chair Lydia Bates, Chair Clint Pearce TBID Board Absent: Member Prashant Patel, Member Sandy Sandoval City Staff Present: Economic Development & Tourism Manager Molly Cano, Tourism Analyst Jacqui Clark-Charlesworth, Deputy City Clerk Megan Wilbanks _____________________________________________________________________ 1. CALL TO ORDER A Regular Meeting of the San Luis Obispo Tourism Business Improvement District Board was called to order on November 8, 2023 at 10:03 a.m. in the Council Hearing Room at City Hall, 990 Palm Street, San Luis Obispo, by Chair Pearce. 2. PUBLIC COMMENT FOR ITEMS NOT ON THE AGENDA Public Comment: None --End of Public Comment-- 3. APPOINTMENT - OATH OF OFFICE Deputy City Clerk Megan Wilbanks administered the Oath of Office to Member Nipool Patel. 4. CONSENT Motion By Vice Chair Bates Second By Member Newland To approve Consent Items 4a to 4g. Ayes (5): Member Keller, Member Newland, Member Nipool Patel, Vice Chair Bates, and Chair Pearce Absent (2): Member Patel, and Member Sandoval CARRIED (5 to 0) Page 5 of 75 2 4.a MINUTES OF TBID REGULAR MEETING ON OCTOBER 11, 2023 4.b SMITH TRAVEL REPORT (STR) 4.c TRANSIENT OCCUPANCY TAX (TOT) REPORT 4.d SLO CHAMBER PUBLIC RELATIONS MONTHLY REPORT 4.e SLO CHAMBER GUEST SERVICES MONTHLY REPORT 4.f NOBLE STUDIOS & DCI MARKETING MONTHLY REPORT 4.g BADGER BRANDING ORGANIC SOCIAL REPORT 5. BUSINESS ITEMS 5.a BOARD LIASON PROGRAM AND ASSIGNMENTS Tourism Analyst Jacqui Clark-Charlesworth presented the staff report and responded to inquiries. Public Comment: None --End of Public Comment-- Action: By consensus, the Board reviewed and approved the liaison program and assigned the following property liaisons for the remainder of FY 2024: PROPOSED: FY 2023-24 TBID Board Liaison Assignments Hotel Name TBID Board Liaison Best Western Plus Royal Oak Clint The Butler Hotel Clint Madonna Inn Clint Petit Soleil Clint The Wayfarer San Luis Obispo, Tapestry Collection by Hilton Clint Apple Farm Inn Lori Economy Motel Lori Garden Street Inn Lori Mission Inn- San Luis Obispo Lori Peach Tree Inn Lori Sunbeam Motel Lori Granada Hotel and Bistro Lydia Page 6 of 75 3 Heritage Inn Bed & Breakfast Lydia Hotel Cerro Lydia Hotel San Luis Obispo Lydia San Luis Creek Lodge Lydia The Lofts at SLO Brew Lydia Lamplighter Inn & Suites Nipool La Cuesta Inn Nipool La Quinta Inn & Suites San Luis Obispo Nipool Sands Inn & Suites Nipool Avenue Inn Downtown SLO Nipool Courtyard San Luis Obispo Nipool SLO Inn Prashant Inn at San Luis Obispo Prashant Olive Tree Inn & Suites Prashant San Luis Inn & Suites Prashant University Inn Prashant Vagabond Inn San Luis Obispo Prashant Budget Inn San Luis Obispo Sandy Embassy Suites San Luis Obispo Sandy Hotel Buena Vista - San Luis Obispo Sandy The Leitcher House Sandy Los Padres Inn Sandy Hotel Calle Joaquin Sandy Villa Motel Sandy Hampton Inn & Suites San Luis Obispo Winston Hostel Obispo Winston Motel 6 San Luis Obispo North Winston Motel 6 San Luis Obispo South Winston Quality Suites San Luis Obispo Winston TownePlace Suites San Luis Obispo Winston 5.b MARKETING SERVICES RFP TIMELINE Page 7 of 75 4 Tourism Analyst Jacqui Clark-Charlesworth and Economic Development & Tourism Manager Molly Cano presented the RFP timelines for the marketing services contracts for Board input and discussion. Public Comment: Katy McGrath, Badger Branding David Margulies, The Wayfarer SLO --End of Public Comment-- Action: By consensus, the Board approved staff's recommended process for the Marketing Services Request for Proposals and the timeline for awarding the marketing services contracts. 6. TBID LIAISON REPORTS AND COMMUNICATION 6.a HOTELIER UPDATE – LIAISON REPORTS None. 6.b PCC UPDATE – LIAISON REPORT Chair Pearce provided a brief update on PCC activities. 6.c VISIT SLO CAL UPDATE – LIAISON REPORT Tourism Manager Molly Cano and Chair Pearce provided a brief update on Visit SLO CAL activities. 6.d TOURISM PROGRAM UPDATE – STAFF REPORT Tourism Analyst Jacqui Clark-Charlesworth and Tourism Manager Molly Cano provided a brief update on the tourism programs. 7. ADJOURNMENT The meeting was adjourned at 11:00 a.m. The next Regular Meeting of the Tourism Business Improvement District Board is scheduled for December 13, 2023 at 10:00 a.m. in the Council Hearing Room at City Hall, 990 Palm Street, San Luis Obispo. _________________________ APPROVED BY TOURISM BUSINESS IMPROVEMENT DISTRICT BOARD: XX/XX/2023 Page 8 of 75 November 2023 WD WE Total WD WE Total WD WE Total WD WE Total WD WE Total WD WE Total California 65.66 76.71 68.82 183.38 199.37 188.47 120.40 152.93 129.70 0.91 -2.80 -0.30 2.36 -0.94 1.13 3.29 -3.72 0.82 City of Paso Robles 63.19 79.85 67.95 147.02 262.97 185.96 92.90 209.99 126.36 -2.15 -12.24 -5.79 6.77 1.43 2.44 4.47 -10.98 -3.49 City of Pismo Beach 56.26 84.57 64.35 166.98 270.49 205.85 93.95 228.76 132.47 0.56 -0.56 0.14 1.65 -7.58 -3.27 2.22 -8.10 -3.14 City of San Luis Obispo 61.29 84.35 67.88 140.33 214.95 166.83 86.00 181.31 113.23 8.50 -1.41 4.76 -1.08 -7.20 -5.06 7.33 -8.51 -0.55 City of Morro Bay 53.00 82.50 61.43 115.99 173.92 138.22 61.48 143.49 84.91 1.08 2.93 1.78 1.50 -5.23 -1.66 2.59 -2.45 0.09 WD WE Total WD WE Total WD WE Total WD WE Total WD WE Total WD WE Total California 65.38 67.96 66.12 189.94 183.42 188.02 124.18 124.66 124.32 -1.20 -2.60 -1.62 5.46 -2.37 3.08 4.19 -4.91 1.41 City of Paso Robles 62.27 63.85 62.72 147.48 211.86 166.21 91.83 135.27 104.24 7.42 -21.96 -3.18 14.67 -1.02 4.24 23.17 -22.76 0.93 City of Pismo Beach 48.60 63.34 52.81 161.59 234.24 186.49 78.53 148.36 98.48 -12.38 -3.20 -9.44 2.15 -9.86 -2.25 -10.50 -12.74 -11.48 City of San Luis Obispo 55.16 63.92 57.66 135.25 182.49 150.21 74.60 116.65 86.62 -1.15 -10.27 -4.23 -3.72 -8.13 -6.20 -4.82 -17.57 -10.17 City of Morro Bay 46.33 57.74 49.59 114.35 140.96 123.20 52.98 81.39 61.10 -11.00 -6.15 -9.44 -0.80 -9.12 -3.79 -11.71 -14.71 -12.88 WD WE Total WD WE Total WD WE Total WD WE Total WD WE Total WD WE Total California 52.42 61.11 54.91 164.53 175.37 167.98 86.25 107.16 92.23 -1.96 -1.03 -1.67 -1.89 -2.70 -2.14 -3.81 -3.70 -3.78 City of Paso Robles 60.75 70.11 63.43 152.49 212.92 171.58 92.64 149.28 108.82 -10.05 -12.56 -10.86 6.20 -0.57 3.17 -4.47 -4.47 -8.03 City of Pismo Beach 70.78 79.15 73.17 214.03 260.75 228.47 151.48 206.38 167.17 4.82 7.49 5.63 -5.04 -5.45 -5.08 -0.47 -0.47 0.26 City of San Luis Obispo 62.53 73.84 65.76 153.25 190.84 165.31 95.83 140.92 108.71 2.51 -0.13 1.65 -5.32 -6.64 -5.94 -2.94 -2.94 -4.39 City of Morro Bay 59.11 73.88 63.33 120.57 157.45 132.86 71.26 116.33 84.14 2.90 11.69 5.67 -4.23 -7.12 -4.86 -1.45 -1.45 0.53 WD WE Total WD WE Total WD WE Total WD WE Total WD WE Total WD WE Total California 51.10 64.83 55.03 158.59 175.98 164.44 81.04 114.09 90.48 0.45 -0.31 0.18 0.79 0.43 0.63 1.23 0.12 0.82 City of Paso Robles 42.80 57.20 46.91 129.72 183.90 148.59 55.52 105.19 69.71 -7.59 -10.88 -8.77 4.45 7.36 5.39 -3.48 -4.32 -3.85 City of Pismo Beach 41.64 58.75 46.53 147.29 196.51 165.05 61.33 115.45 76.79 7.97 6.10 7.28 0.86 -7.78 -3.19 8.89 -2.15 3.86 City of San Luis Obispo 46.55 58.27 49.90 129.57 163.82 141.00 60.32 95.46 70.36 8.87 4.93 7.52 -1.20 -5.43 -3.11 7.57 -0.77 4.18 City of Morro Bay 39.88 59.66 45.53 104.19 144.20 119.17 41.55 86.03 54.26 4.77 13.67 7.94 0.70 -0.09 1.00 5.51 13.57 9.01 Current Week Totals Percent Change Occupancy (%)ADR RevPar Occupancy (%)ADR RevPar Current Week Totals Percent Change Occupancy (%)ADR RevPar Occupancy (%)ADR RevPar RevPar Current Week Totals Percent Change Occupancy (%)ADR RevPar Occupancy (%)ADR RevPar Current Week Totals Percent Change Occupancy (%)ADR RevPar Occupancy (%)ADRFor the Week of November 26, 2023 to December 02, 2023 For the Week of November 19, 2023 to November 25, 2023 For the Week of November 12, 2023 to November 18, 2023 For the Week of November 05, 2023 to November 11, 2023 Page 9 of 75 Page 10 of 75 2009-10 2010-11 2011-12 2012-13 2013-14 2014-15 2015-16 2016-17 2017-18 2018-19 2019-20 2020-21 2021-22 2022-23 2023-24 Change +/- to previous FY July 508,195$ 541,806$ 591,184$ 636,778$ 699,845$ 761,346$ 844,845$ 877,391$ 861,241$ 884,317$ 913,019$ 530,064$ 1,214,080$ 1,300,061$ 1,244,066$ -4.3% August 511,564$ 542,194$ 574,395$ 623,655$ 674,244$ 732,271$ 774,501$ 765,232$ 728,932$ 775,513$ 826,465$ 623,523$ 992,620$ 1,089,326$ 1,035,032$ -5.0% September 400,023$ 437,543$ 490,524$ 508,583$ 505,954$ 557,002$ 643,127$ 650,117$ 693,704$ 682,810$ 720,414$ 660,405$ 965,595$ 1,040,391$ 1,006,918$ -3.2% October 414,870$ 442,586$ 437,805$ 469,977$ 509,435$ 594,032$ 642,221$ 628,049$ 601,208$ 650,101$ 711,393$ 632,733$ 889,485$ 986,882$ 885,339$ -10.3%missing hotels November 280,913$ 330,924$ 347,437$ 359,163$ 425,769$ 475,360$ 468,016$ 497,162$ 513,487$ 556,885$ 593,403$ 422,488$ 722,487$ 772,110$ December 246,684$ 274,417$ 314,784$ 319,451$ 355,315$ 391,132$ 429,600$ 434,836$ 473,701$ 488,296$ 488,757$ 236,391$ 638,253$ 630,527$ January 230,279$ 256,351$ 276,165$ 302,153$ 331,853$ 400,239$ 387,304$ 396,559$ 415,690$ 465,547$ 520,813$ 302,621$ 557,369$ 526,691$ February 273,373$ 302,246$ 323,359$ 344,160$ 366,980$ 431,510$ 466,915$ 439,735$ 503,451$ 524,327$ 596,021$ 426,144$ 716,045$ 718,467$ March 326,099$ 333,783$ 392,266$ 426,879$ 448,103$ 520,795$ 559,235$ 549,642$ 577,285$ 602,781$ 268,458$ 614,973$ 820,473$ 805,947$ April 423,158$ 451,133$ 475,913$ 486,850$ 564,617$ 610,894$ 609,439$ 708,724$ 641,919$ 741,364$ 69,184$ 742,477$ 1,068,408$ 1,057,701$ May 372,997$ 433,874$ 447,116$ 489,862$ 546,916$ 601,614$ 598,093$ 645,114$ 630,820$ 665,603$ 174,982$ 760,006$ 919,831$ 910,444$ June 490,326$ 512,543$ 578,234$ 610,948$ 630,729$ 727,028$ 731,038$ 765,362$ 796,899$ 835,727$ 409,945$ 973,975$ 1,100,000$ 1,147,826$ Total/Average 4,478,481$ 4,859,400$ 5,249,181$ 5,578,460$ 6,059,758$ 6,803,224$ 7,154,334$ 7,357,923$ 7,438,338$ 7,873,272$ 6,292,853$ 6,925,799$ 10,604,646$ 10,986,373$ 4,171,355$ 2022-23 2023-24 Change +/-2022-23 2023-24 Change +/-2022-23 2023-24 Change +/- July 82.6 83.5 1.1%206.04 199.85 -3.0%170.2 166.97 -1.9% August 75.8 74 -2.4%191.58 190.04 -0.8%145.18 140.59 -3.2% September 72.7 71.2 -2.1%192.94 194.69 0.9%140.26 138.57 -1.2% October 69.9 70.1 0.3%182.95 184.24 0.7%127.88 129.19 1.0% November 62.1 185.60 115.19 December 54.2 167.13 90.6 January 50.4 136.70 68.90 February 66 157.11 103.64 March 64.1 159.05 101.91 April 74.0 188.24 141.32 May 67.5 181.38 122.36 June 74.2 206.77 153.52 Total/Average 67.79 -0.01 179.62$ -0.01 123.41$ -0.01 Updated: 12/08/2023 Occupancy ADR RevPAR*Figures from Smith Travel Research Report TOT Comparison Page 11 of 75 Page 12 of 75 Report to City of SLO – TBID and PCC Public Relations Contract November 2023 PR ACTIVITY Implementation/Proactive Work Hosted mountain bike Youtuber Tony DaSilva Continued planning for travel writer Erica Zazo's upcoming visit Continued planning for travel writer Matthew Meltzer's upcoming visit Began planning for travel writer E'Louise Ondash's upcoming visit Implemented communications/PR copy and strategy for Buy Local Bonus Continued working with the City and Noble Studios/DCI on overall tourism marketing campaign Worked with Noble on the quarterly visitslo.com media center update Responsive leads Pitched "Only in California Black Friday Deals" and "Glitz and Glam: Ringing in the New Year" story ideas to Visit California Met with Wine Country Media team to explore potential partnerships Partnerships Continued planning for SoCal Spring Media Mission with DCI Continued planning for group FAM during the Film Festivaol with DCI and SLO International Film Festival Coordinated with the City and Downtown SLO on holiday happenings and local promotions Attended a planning session for 2024 Visit SLO PR work with the City Launch for Buy Local Bonus in partnership with the City, Verdin and Badger Branding Continue planning for Eat Local Bonus in partnership with the City, Verdin and Badger Branding Met with Visit SLO CAL's PR team Attended the TBID's Partner Reception PUBLICATION PLACEMENTS UVPM AD VALUE PILLARS RESULT OF KSBY Shop in San Luis Obispo this holiday season and you could earn a $25 gift card 478,000 $19.77 Support Local PROACTIVE PITCHING KCBX Downtown SLO businesses brace for holiday shopping with annual city program 22,000.00 $1.21 Support Local PROACTIVE PITCHING KSBY Holiday happenings in San Luis Obispo 478,000 $19.77 Family PROACTIVE PITCHING VISIT CALIFORNIA California Holiday Getaways 230,243.00 Cultural PROACTIVE PITCHING VISIT CALIFORNIA Only-in-California Black Friday Deals PROACTIVE PITCHING YAHOO NEWS ‘What’s a San Luis Obispo?’ California city trends after new Spotify Wrapped feature confuses users 180,340,000.00 $109,863.11 Cultural TIME A Breakdown of Spotify Wrapped's Suggested Sound Towns 17,450,000.00 $6,279.19 Cultural MEDIUM The 2023 Wine Harvest 70,560,000.00 $6,500.13 Beer/Wine WINE ENTHUSIAST Hook, Wine and Sinker: The SLO Coast AVA Is a Maritime Oasis 408,000.00 $84.33 Beer/Wine MSN 10 Most Popular Wine Countries In California, Ranked By Visitor Experience 67,150,000.00 $15.444.86 Beer/Wine TRAVEL NOIRE san luis obispo - Travel Noire 904,000.00 $34.22 Cultural TRAVEL NOIRE Things To Do In San Luis Obispo 904,000.00 $34.22 Cultural THE TRAVEL 10 Best Places To Retire Across America 2,670,000.00 $97.51 Cultural EXPLORE Festive Inns For A Classic Country Christmas 632,000.00 $0.12 Family PASO ROBLES DAILY NEWS Downtown San Luis Obispo announces upcoming holiday happenings 85,000.00 $6.39 Family PASO ROBLES DAILY NEWS Downtown SLO Holiday events kick off this Friday 85,000.00 $6.39 Family MUSTANG NEWS The City of San Luis Obispo celebrates 40 years as a recognized “Tree City” in the U.S.347,000.00 $8.80 Sustainability TOTALS 15 341,535,000.00 $122,914.41 TOTAL YTD 507,001,692.00 $386,053.90 70 848,536,692.00 $508,968.31 Page 13 of 75 Page 14 of 75 Nov Oct Nov 2022 2023 2023 Asia 0% Walk-ins 5,465 6,719 6,242 Europe 23% Phone Calls 1,580 116 173 Australia/NZ 23% Emails & Digital 1,273 1,079 1,389 UK 15% N. America 23% C. America 15% Nov Oct Nov S. America 0% 2022 2023 2023 Calls 90 14 26 West Coast 5% Southwest 12% Midwest 25% Nov Oct Nov South 35% 2022 2023 2023 East Coast 23% Referrals 1,273 63 56 Northern CA 17% Central Coast 68% Nov Oct Nov Central Valley 4% 2022 2023 2023 Desert 0% Email 87 127 154 Southern CA 11% Phone Calls 445 281 211 Nov Nov Nov 2022 2023 2023 YTD Fulfilled N/A 12 VisitSLO.com 84 294 VISITOR CENTER ACTIVATIONS No external activations VISITOR CENTER HIGHLIGHTS 1) Qualifying businesses getting ready for the Buy Local Bonus program 3) Hired a new Visitor Center Manager - Jessica Blanco 2) Launched the Buy Local Bonus program to all of our locals and visitors INFORMATION REQUESTS EVENTS SHARED REPORT TO CITY OF SLO - TBID & PCC GUEST SERVICES CONTRACT NOVEMBER 2023 DEMOGRAPHIC SNAPSHOT International Travelers VISITOR INTERACTION CALLS TO 877-SLO-TOWN HOTEL REFERRALS HOTEL AVAILABILITY TRACKER Domestic Travelers California Travelers Page 15 of 75 Page 16 of 75 Agency Report ·November 2023 SLO-TBID Page 17 of 75 Agency Repor t November Activity &Performance What’s Ahead: ●Quarterly Marketing Plan FY23-24: Visit SLO - 30/60/90 Marketing Plan - FY23-24 Paid Media Paid Search In November,paid search drove 24,218 impressions (-9%YoY),2,912 clicks (-30%YoY),12%CTR (-23%YoY),a 38.45%conversion rate (+74%YoY),a $5.36 average CPC (+95%YoY)and 4,196 sessions (-9.4%YoY)while driving 742 hotel referrals (+11%YoY),80 homestay referrals (-1%YoY), and 146 things to do referrals (-7%YoY)at a 37%increase in cost YoY. Overall,we are feeling the impact of industry wide cost increases with a 95%increase in average CPC year-over-year,but the strong conversion rate on the site in addition to the 37%increase in paid search budget has helped to keep hotel and homestay referrals relatively stable from a YoY perspective.In November we ran a new keyword match test on our Boutique hotels campaign at the recommendation of Google.While the test campaign performed well,ultimately our existing campaigns continued to outperform.The test campaign was paused,and new paid search tactics focused on prioritizing hotel and homestay conversions were implemented.We anticipate positive results from these new optimizations and continue to look for opportunities to maximize the increased paid search spend in the coming months. 2 Page 18 of 75 This graph shows PoP data as YoY comparisons within the GA4 dashboard are not available as GA4 was implemented less than one year ago. Paid Social Paid social drove 1,584,325 impressions (+119%YoY),666,683 users reached,and 22,811 clicks (+152%YoY)across Facebook and Instagram with a 1.44%CTR for FB/Instagram (+15%YoY)for 7,596 sessions (+135%YoY)while driving 1 hotel referrals,1 Homestay referrals,and 2 things to do referrals at a 73%increase in cost YoY. 3 Page 19 of 75 Display Display drove 1,417,833 impressions (+63%YoY),6,374 clicks (+86%YoY),a 0.45%CTR (+14% YoY),and 4,209 sessions (+17%YoY)while driving 18 hotel referrals,5 homestay referrals,and 9 things to do referrals,at a 38%increase in cost YoY. This graph shows PoP data as YoY comparisons within the GA4 dashboard are not available as GA4 was implemented less than one year ago. 4 Page 20 of 75 Video Video campaigns drove 276,152 impressions (+53%YoY),4,817 clicks (+873%YoY),a 1.74%CTR (+534%YoY),and 3,100 sessions (+1,335%YoY)while driving 1 things to do referral,and 39 newsletter signups,at a 30%increase in cost YoY. Proactively monitored and optimized paid media placements ($38,723 spend). Harvest on the Coast |Display Harvest on the Coast |Display drove 396,743 impressions with a 0.56%CTR,2,220 clicks,and a 0.37%conversion rate.We targeted people interested in food and wine festivals,wine enthusiasts, and foodies living within 50 miles of our target regions.Over the course of the campaign,Harvest on the Coast |Display drove 8 total partner referrals with 2 hotel referrals,3 newsletter signups,1 restaurant referral,and 2 visitor guide downloads. 5 Page 21 of 75 Harvest on the Coast |Paid Social Harvest on the Coast -paid social drove 476,494 impressions.We targeted people interested in food and wine festivals,wine enthusiasts and foodies living within 50 miles of our target regions. We also targeted past attendees via an email list.The standard targeting drove a 0.90%CTR while the past attendees ad set drove a 2.46%CTR with 1,219 clicks.Over the course of the campaign, Harvest on the Coast |Paid Social drove 20 hotel referrals,2 homestay referrals,2 things-to-do referrals,3 restaurant referrals,and 1 newsletter signup. Harvest on the Cost and other signature event promotions such as SLO International Film Fest have continued to outperform our standard campaigns.We recommend leaning into these signature event campaigns in the future for paid media as we’ve seen this drive great engagement and efficient partner referrals. Email Marketing Monthly Newsletter In November,we sent a monthly newsletter to all subscribers with featured content around upcomin events,the Buy Local Bonus,and a highlight of the LoBro neighborhood.We tested leading our hotels block to the Places to Stay page instead of the hotels page,which led to an increase in homestay referrals and decreased hotel referrals.This newsletter performed well in terms of open rate,but the click rate was slightly lower than our last three monthly newsletters.When looking at 6 Page 22 of 75 the monthly newsletters over the last 12 months,the November newsletter ranked 4th in terms of click rate.Overall,those who did click the email showed positive engagement behavior across the site with a total average session duration of almost 4 minutes. November Newsletter Snapshot ●Email Campaigns Sent:1 ●Audience Reached:All Newsletters Subscribers ●Recipients:29,563 ●Open Rate:44.1% ●Click Rate:1.9% ●Number of Website Sessions:325 (-65.4%PoP) ●Average Session Duration:3:59 (+11%PoP) ●Pages /Session:3.39 (+14%PoP) ●Engagement Rate:55.69%(+2%PoP) ●Total Hotel Referrals:19 (-54%PoP) ●Total Homestay Referrals:15 (+88%PoP) ●Total Things to Do Referrals:14 (-44%PoP) Our September newsletter significantly outperformed any of our other monthly newsletters this year by the number of clicks.When looking into that email,the content around new businesses in SLO seemed to be the largest driving factor.Our recommendation would be to refresh the new businesses content on a consistent cadence to feature within upcoming newsletters where applicable. Search Engine Optimization (SEO)&Content Creation Organic search traffic decreased 20%period-over-period and increased 5%year-over-year. Year-over-year organic hotel partner referrals increased 168%,homestay partner referrals increased 170%,and things to do referrals increased 22%.YoY Average Session Duration decreased 2%and pages per session increased 12%. Page 1 keywords increased by 10%PoP,and total keywords increased by 7%.We are continuing to monitor SEO performance across all of our pages since our new website launched in July,and are seeing good organic improvements across the board. ●SEO Optimizations completed ○Cal Poly ○Golf Courses 7 Page 23 of 75 Website The website saw a 1%increase in sessions period-over-period.The engagement rate averaged 48% (+14%PoP),with the highest engagement coming from organic search,referral,and email traffic. Pages per session increased by 6%PoP,and average session duration increased by 3%with an average duration of 1:51.The largest increases in traffic PoP came from email and direct traffic.In November we saw 1,729 Hotel Referrals (+47%YoY),193 Homestay referrals (+33%YoY),and 2,005 Things to Do referrals (+23%YoY). ●WP core update to 6.4.1 ●Plugins: ○Events Calendar and Events Calendar PRO ○Relevanssi Premium ○Permalink Manager Pro ○Gravity Forms ○ACF ○Tiny PNG ○WP SMTP Mail ○Yoast ○Safe SVG ●Theme Updates ○Removed rotation of hero accent SVG to remove dotted boundary encountered on some browsers ○Updated the CtaControl script used to input CTA values in most blocks with a more reliable version ○Added top margin to image gallery block 8 Page 24 of 75 Web Retainer Includes the injection of 10 hours for the approved SLO International Film Festival and Harvest on the Coast campaign support. Monthly Progress Task Hours Accomplishments Monthly Maintenance, Coordination,and Management 17.75 Filter work,homepage updates,MailChimp list hygiene and list analysis,gallery added to Media page 9 Page 25 of 75 Creative Services 10 Page 26 of 75 Monthly Progress Task Hours Accomplishments Monthly Maintenance, Coordination,and Management 0 No creative services requests for the month PR,Media,And Influencer Relations Proactive Pitch Development: ●Accessibility –All Client Pitch (November)–Monitoring in Progress ●One Town,Many Flavors (Wine,Farmers’Market,Public Market)-In Progress ●Holiday Happenings –Pitching in Progress Proactive/Reactive Pitching and Outreach: ●Travel Awaits,Art-filled Cities,Sheryl Nance-Nash 11 Page 27 of 75 ●Anonymous HARO,Eco-Friendly Travel ●Travel +Leisure,Black Friday and Cyber Monday ●Wealth of Geeks,Eco-Friendly Travel ●The Discover,Film Festivals ●Noreen L.Kompanik,Rovology,Best U.S.College Towns ●Elaine Glusac,AARP,Where to go in 2024 ●Elaine Glusac,NYT,Black Friday/Cyber Monday ●GoBanking Rates,Affordable Destinations ●Bon Appetit,Dining Diaries Hosted Media Visit or Influencer Partnerships (3-5 visits/partnerships in 2023-24) ●Individual Media Visits -3 Complete ○Lina Lecara,LA Weekly,August 2-4 ○Eileen Ognitz &Andrew Yemma,Taking the Kids,August 9-11 ○Susan Lanier-Graham,North Peoria Lifestyle,October 26 ●Upcoming Individual Media Visits (Confirmed) ○Erica Zazo,Backpacker Magazine,Dates December 6-9 ○Matt Meltzer,Fifty Grand,December 20 (refurbished hotels) DCI’s All Client Pitch Initiative Proposed:(4-6 pitches throughout 2023-24) Progress: 5 Complete:What’s New in 2024 (July 2023),Hispanic Heritage Month (August 2023),Foodie Destinations (September 2023),Babymoons (October 2023), Accessibility (November 2023) DCI 2023-24 SLO Coverage Grid: ●https://docs.google.com/spreadsheets/d/1X5vv8eqMyV4HSLq4nod-fio_XtbqSyap54Hau1w V7yY/edit?usp=sharing 12 Page 28 of 75 November 2023 ORGANIC SOCIAL REPORT Date: 12/13/23Page 29 of 75 Followers: 27,577 ( 2.5 %) Total Follower Gain: 664 Total Posts: 142 Total Impressions: 372,120 ( 14.2%) (includes both organic & paid) Total stories: 160 Total Engagements:10,790 ( 6.5%) Engagement Rate: 2.9% ( 24%) INSTAGRAM TOP POSTS: In November, we saw a great leap in audience with a 664 total follower gain. Our engagements and engagement rate increased as well. As seen below, our giveaway posts were the most popular which explains the boost in engagement. Our impressions only slightly decreased this month, although our top posts’ impressions are much higher than last month’s. Page 30 of 75 Page Fans: 98,194 ( 0.02%) Total Net Audience Growth: -29 Total Posts: 23 Total Impressions: 1,503,741 ( 35 %) Total Organic: 40,949 ( 69%) Total Engagements: 23,540 ( 43%) Engagement Rate: 1.57 % ( 12.4%) FACEBOOK TOP POSTS: In November, we saw decreases in analytics in response to the large spike in growth we had last month. We saw the Buy Local Bonus, Shop Small Saturday, and New Local Businesses in SLO posts performing the best, showing that local events/deals/happenings are out performing other content on this platform. Page 31 of 75 Followers: 55 Total Net Growth: 1 Total Impressions: 902 ( 4.1%) Total Saves: 6 ( 45%) Engagements: 44 ( 0.01%) Total Audience: 637 ( 8.1%) Engaged Audience: 31 ( 19%) In November, we saw a leap in audience, as well as, engaged audience on this platform. This means more people are seeing our content, saving or “pinning”, and sharing it this month. The same two boards remain most popular among Pinterest users. TOP POSTS: PINTEREST Page 32 of 75 Total Audience: 188 Total Net Growth: 13 Total Posts: 4 Impressions: 575 ( 23.7%) Engagements: 29 ( 24%) Engagement Rate: 5% ( 24.3%) LINKEDIN TOP POSTS: In November, we stayed above the industry standard in engagement rate. We had a boost in followers, as well as impressions. This means that we are expanding our reach in viewership. Page 33 of 75 Total Posts: 2 Story Views: 65 Story Impressions: 9.3k Story Clicks: 4 Interaction Rate: 60% (Average Rate: 67%) Completion Rate: 52.8% (Average Rate: 52%) CA Travel Stories - Crowdriff POSTS THIS MONTH: As a reminder, Impressions are the number of times our Stories appeared in Google Discover and search results. Story Views are the total number of times someone opened a story. Story Clicks are the total number of Visit Website and Learn More clicks within the Story. Interaction Rate includes swipe ups, story completions, and sessions where someone spends 5 seconds on a single page and taps to the next page. Completion Rate is when the user views all pages within the Story. Page 34 of 75 WHAT WE WORKED ON THIS MONTH: - Buy Local Bonus Launch, Shop Small Saturday - Food & Beverage - National Pickle Day, Coffee in SLO, Cider in SLO - Local Amenities -Happy Hour Round-Up -Live Music Round-Up - Collaborations with @downtownslo & @slocal - Outdoor SLO -Parks Round-Up, Arbor Day, Hiking Reel, Murals in SLO, Biking in SLO - New Businesses in SLO - Giveaways / Ticket Tuesday -Christmas at the Carrisa, Fremont Theatre, Autumn Soiree - Created SLO Playlist in response to Spotify Wrapped 2023 Page 35 of 75 DECEMBER’S FOCUS: - Buy Local Bonus, Shop Small / Support Local - Holiday Themed Posts -Ornament Round-Up, Stocking Stuffers, Holiday in the Plaza, 4 Last Minute Gifts - Outdoor Experiences -Nature Nights at SLO Botanical -Hiking Madonna Mountain at Night (Christmas Tree) -Farmers’ Market - Collaborations with @downtownslo & @slocal - New Businesses in SLO - Giveaways / Ticket Tuesday -SLO Rep Theatre, New Year’s Event at SLO Brew -Food & Bev -Soup Season Reel, National Sangria Day, Sandwich Shops Page 36 of 75 The City of San Luis Obispo is committed to including disabled persons in all of our services, programs and activities. Telecommunications Device for the Deaf (805) 781-7410. Notice Requesting Proposals for Destination Marketing Services for the City of San Luis Obispo Tourism Business Improvement District (Visit San Luis Obispo) The City of San Luis Obispo is requesting sealed proposals for consulting services associated with the comprehensive marketing services for tourism promotion. All firms interested in receiving further correspondence regarding this Request for Proposals (RFP) will be required to complete a free registration using BidSync (https://www.bidsync.com/bidsync-app- web/vendor/register/Login.xhtml). All proposals must be received via BidSync by the Department of Finance at or before 4:00 pm on Monday, March 4, 2024 when they will be opened electronically via BidSync on the proposal end date and time. The preferred method for bid submission is electronic via BidSync. However, if you wish to submit a paper copy, please submit it in a sealed envelope to the Department of Finance, City of San Luis Obipso, 990 Palm Street, San Luis Obispo, CA, 93401. An optional pre-proposal meeting will be held to answer any questions that the prospective proposers may have regarding the City's request for proposals. Pre-proposal Meeting Information February 6, 2024 at 9:15 am PST Insert Zoom Registration Link A letter of Intent to Bid is requested, but not required for this RFP. The optional Intent to Bid is to be submitted to the City’s Tourism & Community Promotions Manager, Jacqui Clark-Charlesworth, at jclark@slocity.org by 5:00 p.m. on February 19, 2024. Project packages and additional information may be obtained at the City’s BidSync website at www.BidSync.com. Please contact the City’s Tourism & Community Promotions Manager, Jacqui Clark- Charlesworth, at jclark@slocity.org with any questions. For technical help with BidSync please contact BidSync tech support at 800-990-9339. Page 37 of 75 TABLE OF CONTENTS A. INTRODUCTION ......................................................................................................................................... 2 B. SCOPE OF WORK ....................................................................................................................................... 4 C. PROJECT SCHEDULE .................................................................................................................................. 7 D. PROJECT BUDGET ..................................................................................................................................... 7 E. GENERAL TERMS AND CONDITIONS ......................................................................................................... 7 F. SPECIAL TERMS AND CONDITIONS .................................................... ERROR! BOOKMARK NOT DEFINED. G. FORM OF AGREEMENT ........................................................................................................................... 24 H. INSURANCE REQUIREMENTS ............................................................ ERROR! BOOKMARK NOT DEFINED. I. PROPOSAL SUBMITTAL FORMS .......................................................... ERROR! BOOKMARK NOT DEFINED. Page 38 of 75 -2- A. INTRODUCTION The City of San Luis Obispo’s (“City”) Tourism Business Improvement District (“TBID”) is seeking proposals from qualified full-service, highly creative and innovative marketing agencies for execution of the integrated destination marketing program for the City of San Luis Obispo’s tourism marketing program, Visit San Luis Obispo. I. RFP Objective The TBID is requesting proposals from full-service marketing agencies to serve as the agency-of-record (AOR) to conduct the organization’s overall marketing and branding efforts for Visit San Luis Obispo. The TBID is looking for a passionate, creative and committed agency of people with big ideas who possess the ability to execute those ideas effectively on behalf of the destination. Responding agencies should have experience in marketing travel destinations and/or lifestyle brands and prior experience serving as an agency-of-record. As the AOR, the contracted agency will be responsible for creating and executing a comprehensive marketing plan to support the TBID’s branding, marketing, advertising and digital initiatives. II. Background San Luis Obispo is a leading tourism destination on the Central Coast of California. Located halfway between San Francisco and Los Angeles, the City of San Luis Obispo is at the heart of the vibrant San Luis Obispo County region (also known as “SLO CAL”). Approximately 1.5 million visitors visit San Luis Obispo annually to enjoy destination offerings including the charming downtown, iconic attractions like Bubblegum Alley, Thursday Night Farmers’ Market, and Cal Poly State University, in addition to using SLO as homebase for day trips to nearby beaches, wine regions or other attractions. In October 2008, after decades of City directed efforts and at the request of the local lodging industry, the San Luis Obispo City Council established the San Luis Obispo Tourism Business Improvement District. All lodging business within the city limits of San Luis Obispo are assessed. The annual assessment rate is two percent (2%) of gross short-term room rental revenue. The TBID is a special assessment district within the City jurisdiction that provides specific benefits to payors, by funding marketing, advertising, promotions, and sales efforts for assessed businesses. To manage the TBID’s activities, the City Council appointed an Advisory Board of hoteliers to make recommendations to Council regarding the use of the assessment funds. The Board’s primary focus is to promote San Luis Obispo as a visitor destination to enhance the economic wellbeing of the lodging industry. In the fifteen-year history of the TBID, the lodging businesses have seen great benefits from the tourism marketing efforts of the district in the form of increased annual occupancy and average daily rate, and subsequently the City has benefited from the increase in transient occupancy tax. The past few years hotel room inventory within the City has expanded dramatically and will continue to grow, which is why the TBID desires to continue evolving their destination marketing efforts to remain competitive and expand their market share. III. Organizational Structure The TBID program is overseen by a City Council appointed Advisory Board. The Board is comprised of seven SLO lodging members. Board members serve four-year staggered terms. The leadership consists of a Chair and Vice Chair. The TBID Board Chair also serves on another City advisory body, the Promotional Page 39 of 75 -3- Coordinating Committee. The TBID is currently staffed by two City of San Luis Obispo employees – 1.5 FTE. The program functions of the staff are organizational planning and operations, project and contract management, partnership development, stakeholder management and industry relations. IV. Current Agency Structure The TBID currently operates with a team of collaborative marketing service providers to execute the comprehensive destination marketing program. The team includes: • AOR: a marketing agency-of-record responsible for creating and executing the comprehensive marketing plan to drive Visit San Luis Obispo’s branding, marketing, advertising and digital initiatives. o National PR firm: a subcontractor to the AOR responsible for proactive media outreach. • Content marketing agency: a separately contacted agency responsible for organic social media content. • SLO Chamber of Commerce: a separately contracted organization that provides guest service operations, operates the SLO Visitor Center, and leads local public relations efforts. The term of the current AOR (including the National PR firm) will expire in June 2024. Based on the outcome of the RFP process a transition period will be established. These agencies are required to work collaboratively and professionally to ensure a seamless transition for Visit San Luis Obispo. V. Contract Term The successful proposer will enter into a 2-year contract for marketing services with the City of San Luis Obispo to begin no later than July 1, 2024 and terminate on June 30, 2026. The City reserves the right to extend the agreement once for an additional 2-year term at the recommendation of the TBID Board, providing funding is appropriated for this purpose in subsequent budgets. The contract will be reviewed annually for performance and program evaluation. A proposed extension will also be assessed according to program direction, funding and consistency of price and scope of work continuity. VI. Response Structure Prospective respondents are to submit proposals which demonstrate adeptness at providing an integrated and innovative marketing program. To allow for varied agency models to participate in this RFP process, the following structures will be accepted: • An individual agency may provide a response for the entire scope of services. • An individual agency may provide a response for the scope of the services achieved through subcontracting portions of work from additional agencies. These proposals will need to identify the lead contracting agency and subcontracting agencies and delineate the assigned work. • Multiple agencies may collaborate to present a single proposal that includes the full scope of work. These proposals will need to demonstrate previous projects that have required similar collaboration and a clear definition of how communication will maximize the partnership of these companies. Page 40 of 75 -4- B. SCOPE OF WORK The selected agency is responsible for the comprehensive destination marketing functions across all channels of paid, owned and managed. The work effort and production encompass development of all creative, content, optimization and reporting for the TBID’s brand marketing program. I. Required Marketing Service Elements The following are the required minimum expected elements of the marketing services efforts included in the work program for the selected agency. Brand Strategy & Management: Serve as the steward for the Visit San Luis Obispo brand and deliver recommendations for overall brand amplification. • Provide oversight and management of the brand book. • Provide brand strategy, direction and development for Visit San Luis Obispo as the organization and destination. • Establish recommendations for amplification of sub brands like Sustainable SLO. • Coordinate and design all collateral/swag to support the brand. Account Strategy & Project Management: Guide the development and execution of the overarching marketing strategy and oversee the plans to support the various Visit San Luis Obispo program initiatives. • Lead the development and execution of a two-year Tourism Marketing Plan derived from research and insights that support the long- and short-term goals of Visit San Luis Obispo in collaboration with the full TBID team. o Deliver a creatively designed digital document of the plan for publishing and distribution. • Serve as the primary contributor to the quarterly marketing plan/work program coordination efforts with the full TBID team. o Maintain and manage collaborative repository for work program coordination. • Provide ongoing support and input to the implementation of the TBID Strategic Inititaives. • Apply research analysis and data to enhance and optimize the marketing initiatives when applicable. • Provide management of project timelines and development to ensure tasks get done in a timely manner and that marketing projects stay within timing and budgetary constraints. • Guide, support and add value to the extended TBID team. • Collaborate with the full TBID team including content agency and SLO Chamber of Commerce. Creative Services: Establish compelling messaging and visuals to build awareness and create demand, while driving optimal performance. • Develop the strategies, campaign themes, and set goals for ongoing and promotional campaigns. • Support marketing objectives through creative direction, coordination and design. • Create, manage and oversee the visual and messaging representation of branded SLO TBID marketing assets for a cohesive and impactful look and feel across all touchpoints. • Provide creative services including but not limited to website development, digital assets, limited print design and event activation. • Development of creative assets and executions to fulfill media placements. • Utilize video/photo assets and build content specific to campaign needs. o Direct, coordinate, produce and deliver visual assets when needed. Page 41 of 75 -5- o Manage contractors, videographers, photographers, etc. to ensure deliverables are on- time and on-budget. • Develop creative assets to support the implementation of strategic partnerships and TBID sponsored events. o Creation of co-branded ads, toolkit resources for partners, and landing page development. • Collateral and asset development will be required on an as-needed basis. o Design and delivery of the printed and digital destination brochure and other organizational materials. • Integrate diversity, equity and inclusion across all channels and creative elements representing San Luis Obispo. Paid Media and Search Strategy & Management: Implement a high performing paid media strategy focused on driving brand awareness and destination consideration among audiences likely to visit San Luis Obispo. • Create multi-channel campaigns aligned with marketing objectives for paid media and search engine marketing. • Paid media strategy, management, and ongoing optimizations may include the following: o Development of an annual paid media strategy adjusted quarterly for performance. o Digital media budget recommendations by audience and channel. Channels should include: display, paid social, paid search, native, content sponsorships and video • Ongoing management, reporting and optimization of campaigns. • Establish an ongoing SEO strategy to drive high intent visitors to the website. Website Maintenance & Services: Ensure VisitSLO.com is a high performing, consistently maintained, engaging and secure site. • Serve as the principal advisor and provider for website marketing strategy including management, maintenance, development and content creation. • Provide ongoing design and development enhancements, content creation, site development and maintenance. o Implement listing updates four times a year. o Recommend and perform site enhancements. o Complete general website update requests for content. o Provide website support for TBID initiatives including landing page development. Content Development: Provide valuable, engaging and authentic content to help communicate the experiences and offerings of San Luis Obispo. • Create and provide relevant and timely information on the website to be leveraged and distributed across the TBID’s channels. o Each month create new content and update existing content on the site. • Newsletter development and deployment to the Visit San Luis Obispo database. o Maintain the email system overall including management and maintenance of the subscriber lists and utilize the various lists accordingly. o Manage the design/template customization, copy and distribution of the email. • Fulfill advertorial copy and partner content contribution. ** The TBID currently retains a separate content agency to for social media strategy, content and channel management. Coordination and collaboration with staff and content agency is required.** Page 42 of 75 -6- Reporting: Report on all work program outcomes in a way that demonstrates meaningful results that resonate with the City Council, TBID Board, stakeholders and staff. • Produce a written monthly activity report, deliver a written and verbal quarter production report, and submit an annual contract review report. • Development of a comprehensive Visit San Luis Obispo annual report in collaboration with staff and cross-agency teams. o Deliver a creatively designed digital document of the annual report for publishing and distribution along with an approximately 3-minute professionally produced highlight video. II. OPTIONAL SERVICES In addition to those items listed in Part B Section I, Required Marketing Service Elements, there are services the TBID may desire to use depending on the availability, quality and price of the service offered. Proposals are not required to address optional services to be considered an acceptable proposal. Any fees associated with the services from this section included in the proposer’s response must be accommodated within the budget total outlined in Part D, Project Budget. Final selection, however, of the successful proposal may be based on the ability of the consultant to provide these services at an acceptable price as determined by the City. Proactive Public Relations: Provide services for ongoing media relations, proactive pitching and media management. • Potential Public Relations service may include: o Maintain Most Wanted Media list. o Development and maintenance of the PR strategy and pitching editorial calendar. o Development of quarterly pitches and proactive media outreach to secure placements from the Most Wanted Media List. o Coordination of qualified journalists to participate in a series of individual media visits and/or small group FAM. o Coordination of out-of-market desk sides, media event or “SLO on the road” activation. **The TBID currently retains the SLO Chamber of Commerce to serve as the local public relations representative to primarily pitch local and regional media, respond to media requests, and execute media visits along with other duties. Coordination and collaboration with staff and SLO Chamber is required.** III. ADDITIONAL SERVICES If there are related services not otherwise identified in the RFP, the proposer may offer those to the TBID. Included in the list below are considerations. Proposals are not required to address any additional services to be considered an acceptable proposal. Any fees associated with the services from this section included in the proposer’s response do not need to be accommodated within the budget total outlined in Part D Project Budget. However, final selection of the successful proposer may be based on the desirability of the additional services offered. • Research • Event Attraction • Group Sales • Organic Social Media Page 43 of 75 -7- IV. REFERENCE MATERIALS Provided below are several TBID documents and plans related to the past, current and future marketing efforts. The following should be carefully considered and integrated into the proposal: • 2022-24 Marketing Plan • 2022-23 Annual Report & Sizzle Reel • Visitor Research & Brand Sentiment • 2019-24 TBID Strategic Plan C. PROJECT SCHEDULE The table below shows the preliminary timeline. Proposals shall include detailed schedules (with tasks, milestones, deliverables, and meetings identified by month or quarter) that are generally consistent with the preliminary timeline. It is understood that the schedule may be adjusted based on selected agency feedback when the contract is finalized. Preliminary Schedule Tasks Weekly • Agency & Staff Check In Monthly • 2nd & 4th Wednesday/Month – TBID Board Meeting Quarterly • All Agency Planning Meeting Bi-Annually • TBID Partner Reception July – August • Marketing and Advertising Plan Development August – October • Annual Report Development September – May • Shoulder Season Advertising Campaign January – March • Seasonal Promotion March / April • Annual Planning with the Board/All Agency Marketing Retreat May / June • Review and Budgeting July • City Council Annual Budget & Workplan Approval D. PROJECT BUDGET This contract will initially be funded up to $1,150,000 for services rendered each fiscal year for the 2024- 2026 term. Funding at this level is dependent on the actualization of the overall TBID revenues. This budget figure is inclusive but not limited to marketing strategy, creative and content production, media planning and placement (both offline and online), website, reporting, account management fees, and out- of-pocket expenses. However, the City reserves the right to adjust both the budget and related services. The City is open to multiple avenues of service remuneration, depending upon the preferences of the agency, in relation to TBID’s annual budget allocation. E. GENERAL TERMS AND CONDITIONS PROPOSAL REQUIREMENTS 1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal (bidder) shall meet all the terms, and conditions of the Request for Proposals (RFP) project package. By virtue of its proposal submittal, the bidder acknowledges agreement with and acceptance of all provisions of the RFP specifications. Page 44 of 75 -8- 2. Proposal Submittal. Each proposal must be submitted on the form(s) provided in the specifications and accompanied by any other required submittals or supplemental materials. Proposal documents shall be submitted electronically via BidSync. However, if you can’t submit electronically, please send your bid copy in a sealed envelope to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. To guard against premature opening, the proposal should be clearly labeled with the proposal title, project number, name of bidder, and date and time of proposal opening. No FAX submittals will be accepted. 3. Insurance Certificate. Each proposal must include a certificate of insurance showing: a. The insurance carrier and its A.M. Best rating. b. Scope of coverage and limits. c. Deductibles and self-insured retention. The purpose of this submittal is to generally assess the adequacy of the bidder’s insurance coverage during proposal evaluation; as discussed under paragraph 12 below, endorsements are not required until contract award. The City’s insurance requirements are detailed in Section E. 4. Proposal Quotes and Unit Price Extension. The extension of unit prices for the quantities indicated and the lump sum prices quoted by the bidder must be entered in figures in the spaces provided on the Proposal Submittal Form(s). Any lump sum bid shall be stated in figures. The Proposal Submittal Form(s) must be totally completed. If the unit price and the total amount stated by any bidder for any item are not in agreement, the unit price alone will be considered as representing the bidder’s intention and the proposal total will be corrected to conform to the specified unit price. 5. Proposal Withdrawal and Opening. A bidder may withdraw its proposal, without prejudice prior to the time specified for the proposal opening, by submitting a written request to the Director of Finance for its withdrawal, in which event the proposal will be returned to the bidder unopened. No proposal received after the time specified or at any place other than that stated in the “Notice Inviting Bids/Requesting Proposals” will be considered. All proposals will be opened and declared publicly. Bidders or their representatives are invited to be present at the opening of the proposals. 6. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed to make or file, or to be interested as the primary submitter in more than one proposal, except an alternative proposal when specifically requested; however, an individual or business entity that has submitted a sub-proposal to a bidder submitting a proposal, or who has quoted prices on materials to such bidder, is not thereby disqualified from submitting a sub-proposal or from quoting prices to other bidders submitting proposals. 7. Communications. All timely requests for information submitted in writing will receive a written response from the City. Telephone communications with City staff are not encouraged but will be permitted. However, any such oral communication shall not be binding on the City. CONTRACT AWARD AND EXECUTION Page 45 of 75 -9- 8. Proposal Retention and Award. The City reserves the right to retain all proposals for a period of 60 days for examination and comparison. The City also reserves the right to waive non-substantial irregularities in any proposal, to reject any or all proposals, to reject or delete one part of a proposal and accept the other, except to the extent that proposals are qualified by specific limitations. See the “special terms and conditions” in Section C of these specifications for proposal evaluation and contract award criteria. 9. Competency and Responsibility of Bidder. The City reserves full discretion to determine the competence and responsibility, professionally and/or financially, of bidders. Bidders will provide, in a timely manner, all information that the City deems necessary to make such a decision. 10. Contract Requirement. The bidder to whom award is made Contractor shall execute a written contract with the City within ten (10) calendar days after notice of the award. The contract shall be made in the form adopted by the City and incorporated in these specifications. CONTRACT PERFORMANCE 11. The City’s contract terms and conditions that Contractor will be expected to execute and be bound by are attached hereto as Exhibit A. F. SPECIAL TERMS AND CONDITIONS 1. Contract Award. Subject to the reservations set forth in Paragraph 9 of Section E (General Terms and Conditions) of these specifications, the contract will be awarded to the lowest responsible, responsive proposer. 2. Sales Tax Reimbursement. For sales occurring within the City of San Luis Obispo, the City receives sales tax revenues. Therefore, for bids from retail firms located in the City at the time of proposal closing for which sales tax is allocated to the City, 1% of the taxable amount of the bid will be deducted from the proposal by the City in calculating and determining the lowest responsible, responsive proposer. 3. Labor Actions. In the event that the successful proposer is experiencing a labor action at the time of contract award (or if its suppliers or subcontractors are experiencing such a labor action), the City reserves the right to declare said proposer is no longer the lowest responsible, responsive proposer and to accept the next acceptable low proposal from a proposer that is not experiencing a labor action, and to declare it to be the lowest responsible, responsive proposer. 4. Failure to Accept Contract. The following will occur if the proposer to whom the award is made (Contractor) fails to enter into the contract: the award will be annulled; any bid security will be forfeited in accordance with the special terms and conditions if a proposer's bond or security is required; and an award may be made to the next lowest responsible, responsive proposer who shall fulfill every stipulation as if it were the party to whom the first award was made. 5. Contract Term. Page 46 of 75 -10- The supplies or services identified in this specification will be used by the City for FY 24-26. The prices quoted for these items must be valid for the entire period indicated above unless otherwise conditioned by the proposer in its proposal. 6. Contract Extension. The term of the contract may be extended by mutual consent for an additional two-year term for a total of four years. 7. Supplemental Purchases Supplemental purchases may be made from the successful proposer during the contract term in addition to the items listed in the Detail Proposal Submittal Form. For these supplemental purchases, the proposer shall not offer prices to the City in excess of the amounts offered to other similar customers for the same item. If the proposer is willing to offer the City a standard discount on all supplemental purchases from its generally prevailing or published price structure during the contract term, this offer and the amount of discount on a percentage basis should be provided with the proposal submittal. 8. Contractor Invoices. The Contractor may deliver either a monthly invoice to the City with attached copies of detail invoices as supporting detail, or in one lump-sum upon completion. 9 Non-Exclusive Contract. The City reserves the right to purchase the items listed in the Detail Proposal Submittal Form, as well as any supplemental items, from other vendors during the contract term. 10. Unrestrictive Brand Names. Any manufacturer's names, trade names, brand names or catalog numbers used in the specifications are for the purpose of describing and establishing general quality levels. Such references are not intended to be restrictive. Proposals will be considered for any brand that meets or exceeds the quality of the specifications given for any item. In the event an alternate brand name is proposed, supplemental documentation shall be provided demonstrating that the alternate brand name meets or exceeds the requirements specified herein. The burden of proof as to the suitability of any proposed alternatives is upon the proposer, and the City shall be the sole judge in making this determination. 11. Delivery. Prices quoted for all supplies or equipment to be provided under the terms and conditions of this RFP package shall include delivery charges, to be delivered F.O.B. San Luis Obispo by the successful proposer and received by the City within 90 days after authorization to proceed by the City. 12. Start and Completion of Work. Work on this project shall begin immediately after contract execution and shall be completed within 90 calendar days thereafter, unless otherwise negotiated with City by mutual agreement. 13. Change in Work. The City reserves the right to change quantities of any item after contract award. If the total quantity of any changed item varies by 25% or less, there shall be no change in the agreed upon unit price for that item. Unit pricing for any quantity changes per item in excess of 25% shall be subject to negotiation with the Contractor. 14. Submittal of References. Each proposer shall submit a statement of qualifications and references Page 47 of 75 -11- on the form provided in the RFP package. 15. Statement of Contract Disqualifications. Each proposer shall submit a statement regarding any past governmental agency bidding or contract disqualifications on the form provided in the RFP package. Page 48 of 75 -12- PROPOSAL CONTENT FOR TOURISM MARKETING SERVICES 1. Proposal Content. Your proposal must include the following information: Submittal Forms a. Proposal submittal summary. b. Certificate of insurance. c. References from at least three contacts for whom you have provided similar services. d. Professional work product samples. Qualifications & Description of Prosper e. Services & Activities. Provide a description of the nature of the agency’s services and activities. Provide the year in which the agency was formed and any acquisitions in the past 5-years. Note the company’s history and expertise in travel and tourism advertising. List the address from which the primary work on the contract would be performed and size of agency by headcount. List the number of full and part-time employees. Do not list any subcontractors in this section. f. Conflicts of Interest. List all tourism-related clients for whom you have acted in the United States during the past 18 months. You must certify that there are no conflicts of interest between any existing contracts. Client relationships that could potentially be a conflict of interest must be listed together with a discussion of how the agency will resolve the potential conflict of interest. The selected agency cannot be working with a DMO located in San Luis Obispo County during the contract period. g. Personnel/Management. Identify those individuals on the agency’s account team who will manage the contract work by position title. Include a description of the duties for each position title. Identify specific individuals who will be conducting day-to-day activities. Include the number of years employed by the agency. Note who will be the contract manager and primary contact. Please indicate availability and accessibility of agency resources and staff devoted to this campaign. h. Subcontractors. Identify all proposed subcontractors. Document which portions of service they will be perform and address their ability to perform the work. Additionally, Proposer should submit signed letters of commitment for all proposed subcontractors. The use of subcontractors is subject to approval by the Tourism & Community Promotions Manager. In the case subcontractors are approved their costs will be the responsibility of the agency and should be included in the proposal and Scope of Work (SOW). i. Statement and explanation of any instances where your agency or subcontractors has been removed from a project or disqualified from proposing on a project. Page 49 of 75 -13- Scope of Work Acknowledgment For each of the following project areas, the Proposer should prove capability; describing strategies to be used and quality controls. Sufficient detail must be given and must include examples of past projects, ability to meet deadlines, and managerial experience. The Proposer should demonstrate experience of the tourism space, knowledge and understanding of brand in marketplace, and the shifting dynamics of how consumers receive and use information today. j. Onboarding. Discuss your approach to onboarding as the AOR for Visit San Luis Obispo. k. Brand Management: Discuss your approach to serving as the steward for the Visit San Luis Obispo brand and delivering recommendations for overall brand amplification. l. Marketing Strategy: Discuss your marketing plan development process. How would you approach the development and execution of the overarching marketing strategy for Visit San Luis Obispo? m. Content Development: How would you use content to help communicate the experiences and offerings in San Luis Obispo? What role do you see content on owned channels like the website and email in the marketing program for Visit San Luis Obispo? n. Creative Services: Discuss your creative process and how that process is scaled for campaigns of different sizes. How will you utilize creative services for Visit San Luis Obispo? o. Paid Media Planning: What is your process in deciding where, when and how to purchase media. What tools or analytics will you use for Visit San Luis Obispo? What elements determine your purchasing decisions? What is your optimization strategy? Give us an overview of your philosophy as it relates to planning and buying media for a budget of this size and tracking/optimizing to metrics. p. Organic Search: What role do you see SEO in the marketing mix for VisitSLO.com? How would you determine success for the site? q. Website Development: Provide an overview of how your agency will approach ongoing design and development enhancements, content development, site development, and maintenance for VisitSLO.com. Discuss your experience inheriting an existing website. Discuss your familiarity and experience using a WordPress based site. r. Research & Analytics: Provide an overview of how you determine success. What analytic tools or services will you use for Visit San Luis Obispo, and what type of information will you be reporting back to the TBID Board monthly? Please define how your analytics can be converted into insights, and how the insights will help guide us in making decisions on how we market in the future. How will you demonstrate meaningful results that resonate with the Board? s. Travel and Administration: Discuss your approach to account administration for Visit San Luis Obispo including travel and meeting attendance. Page 50 of 75 -14- Innovation Case Study The TBID is constantly seeking new opportunities to connect with our target audiences and build and leverage the power of the Visit San Luis Obispo brand. Provide a case study that demonstrates how your agency has pushed a client beyond the norm for their industry and achieved success. The example does not have to be tourism specific. Work Program o Work Plan: Submit a preliminary work plan or schedule for the completion of the following project tasks based on a contract period of July 1, 2024 – June 30, 2026. The objective of the work plan is to give TBID an opportunity to study how Proposers would schedule various elements and distribute the workload among staff. Include the estimated hours for your staff in performing each phase of the work, including subcontractors, so we can clearly see who will be doing what work, and how much time it will take. The work plan should include a schedule for completion of the following project tasks: ▪ Brand evaluation for depth and execution ▪ Strategic Marketing Planning ▪ Advertising Campaign Development ▪ Production/Creative Services/Content Development ▪ Website Enhancements ▪ Media Planning & Buying ▪ Research & Analytics ▪ Reporting ▪ Other o Describe any optional or additional services being proposed by your agency. o Provide any other information that would assist us in making this contract award decision. o Description of assumptions critical to development of the response which may impact cost or scope. Budget Proposer shall provide an overview of how they would allocate the TBID budget using dollar figures and percentages. These allocations will be used to demonstrate your agency’s philosophy on resource allocation and compensation. If commissions or other fees are part of the media, production, or subcontractor inclusion, proposers must list the percentage rates of those commissions and fees. Provide your point of view on compensation – commission, retainer, hourly fees or any hybrid approach. Please provide a cost proposal/rate sheet for all work elements described in this RFP. Cost proposal must contain any and all costs that would be invoiced to the City for the performance of these services. Page 51 of 75 -15- Work Elements to be included: • Brand Strategy & Management • Account Strategy & Project Management • Creative Services • Paid Media and SEO Strategy & Management • Paid Media Buy • Website Maintenance & Services • Content Development • Reporting • Other (please specify) The proposal should contain summary of the following: • Hourly billing rates • Projected hours by task • Any additional costs/charges • Annual rate increases, if any • Terms of payment References o The names, email addresses and phone numbers of a least three clients we may contact. Projects done for these clients should be similar in scope and style to the RFP. o Three examples of quality deliverables produced in the past two years. Proposal Length o Proposers will provide a maximum 30-page proposal. This page limit for proposal content is exclusive of a cover sheet and required City forms and appendices. 2. Proposal Evaluation and Selection. Proposals will be evaluated by the TBID Board using a two- phase selection process as follows: Phase 1 – Written Proposal Review/Finalist Candidate Selection. The written proposals will be evaluated on the following criteria: o Understanding of the work required by the TBID. o Quality, clarity and responsiveness of the proposal. o Professional qualifications necessary for successfully performing the work required by the TBID. o Background and experience of the specific individuals managing and assigned to this project. o Recent team experience in successfully performing similar services. o Creativity of the proposed approach in completing the work. o Demonstrated competence and ability to complete the work. o Value of services. o Quality of references. Phase 2 – Pitch Interview and Consultant Selection. Finalist candidates will make 1-2 oral Page 52 of 75 -16- presentations to the TBID Board and staff. The purpose of this second phase is to clarify and resolve any outstanding questions or issues about the proposal and to evaluate the proposer’s ability to clearly and concisely present information. The contract award will not be based solely on price, but on a combination of factors as determined to be in the best interest of the TBID. After evaluating the proposals and discussing them further with the finalists or the tentatively selected contractor, the City reserves the right to further negotiate the proposed work and/or method and amount of compensation. 3. Proposal Review and Award Schedule. The following is an outline of the anticipated schedule for proposal review and contract award: 1. Issue RFP January 24, 2024 2. Pre-Proposal Meeting (optional) February 6, 2024 3. Receive Proposals March 4, 2024 4. Complete Proposal Evaluations March 25, 2024 5. In-Person Pitch Interview April 15, 2024 6. Conduct Finalist Interviews April 29, 2024 7. Finalize TBID Recommendation May 8, 2024 8. Execute Contract June 1, 2024 9. Start Work July 1, 2024 4. Pre-Proposal Meeting. An optional pre-proposal meeting will be held at the following location, date, and time to answer any questions that prospective bidders may have regarding this RFP: Pre-proposal Meeting Information February 6, 2024 at 9:15 am PST Insert Zoom Registration Link 5. Ownership of Materials. All original drawings, plan documents and other materials prepared by or in possession of the Contractor as part of the work or services under these specifications shall become the permanent property of the City and shall be delivered to the City upon demand. 6. Release of Reports and Information. Any reports, information, data, or other material given to, prepared by or assembled by the Contractor as part of the work or services under these specifications shall be the property of the City and shall not be made available to any individual or organization by the Contractor without the prior written approval of the City. 7. Copies of Reports and Information. If the City requests additional copies of reports, drawings, specifications, or any other material in addition to what the Contractor is required to furnish in limited quantities as part of the work or services under these specifications, the Contractor shall provide such additional copies as are requested, and City shall compensate the Contractor for the costs of duplicating of such copies at the Contractor's direct expense. 8. Required Deliverable Products. The Contractor will be required to provide: a. One electronic submission - digital-ready original .pdf of all final documents. If you wish to file a paper copy, please submit in sealed envelope to the address provided in the RFP. Page 53 of 75 -17- b. Corresponding computer files compatible with the following programs whenever possible unless otherwise directed by the project manager: Word Processing: MS Word Spreadsheets: MS Excel Desktop Publishing: InDesign Virtual Models: Sketch Up Digital Maps: Geodatabase shape files in State Plan Coordinate System as specified by City GIS staff c. City staff will review any documents or materials provided by the Contractor and, where necessary, the Contractor will be required to respond to staff comments and make such changes as deemed appropriate. ALTERNATIVE PROPOSALS 9. Alternative Proposals. The proposer may submit an alternative proposal (or proposals) that it believes will also meet the City's project objectives but in a different way. In this case, the proposer must provide an analysis of the advantages and disadvantages of each of the alternative and discuss under what circumstances the City would prefer one alternative to the other(s). 10. Attendance at Meetings and Hearings. As part of the work scope and included in the contract price is attendance by the Contractor at up to 24 public meetings annually to present and discuss its findings and recommendations. Contractor shall attend as many "working" meetings with staff as necessary in performing work-scope tasks. 11. Accuracy of Specifications. The specifications for this project are believed by the City to be accurate and to contain no affirmative misrepresentation or any concealment of fact. Bidders are cautioned to undertake an independent analysis of any test results in the specifications, as City does not guaranty the accuracy of its interpretation of test results contained in the specifications package. In preparing its proposal, the bidder and all subcontractors named in its proposal shall bear sole responsibility for proposal preparation errors resulting from any misstatements or omissions in the plans and specifications that could easily have been ascertained by examining either the project site or accurate test data in the City's possession. Although the ef fect of ambiguities or defects in the plans and specifications will be as determined by law, any patent ambiguity or defect shall give rise to a duty of bidder to inquire prior to proposal submittal. Failure to so inquire shall cause any such ambiguity or defect to be construed against the bidder. An ambiguity or defect shall be considered patent if it is of such a nature that the bidder, assuming reasonable skill, ability and diligence on its part, knew or should have known of the existence of the ambiguity or defect. Furthermore, failure of the bidder or subcontractors to notify City in writing of specification or plan defects or ambiguities prior to proposal submittal shall waive any right to assert said defects or ambiguities subsequent to submittal of the proposal. To the extent that these specifications constitute performance specifications, the City shall not be liable for costs incurred by the successful bidder to achieve the project’s objective or standard beyond the amounts provided there for in the proposal. Page 54 of 75 -18- In the event that, after awarding the contract, any dispute arises as a result of any actual or alleged ambiguity or defect in the plans and/or specifications, or any other matter whatsoever, Contractor shall immediately notify the City in writing, and the Contractor and all subcontractors shall continue to perform, irrespective of whether or not the ambiguity or defect is major, material, minor or trivial, and irrespective of whether or not a change order, time extension, or additional compensation has been granted by City. Failure to provide the hereinbefore described written notice within one (1) working day of contractor's becoming aware of the facts giving rise to the dispute shall constitute a waiver of the right to assert the causative role of the defect or ambiguity in the plans or specifications concerning the dispute. SECTION H: INSURANCE REQUIREMENTS Insurance Requirements – Standard Professional Services The Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, its agents, representatives, employees or subcontractors. Minimum Scope of Insurance. Coverage shall be at least as broad as: 1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001). 2. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code 1 (any auto). 3. Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance. Minimum Limits of Insurance. Contractor shall maintain limits no less than: 1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit of $2,000,000. 2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage. 3. Employer's Liability: $1,000,000 per accident for bodily injury or disease. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials, employees and volunteers; or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. Other Insurance Provisions. The general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions: Page 55 of 75 -19- 1. The City, its officers, officials, employees, agents and volunteers are to be covered as insureds as respects: liability arising out of activities performed by or on behalf of the Contractor; products and completed operations of the Contractor; premises owned, occupied or used by the Contractor; or automobiles owned, leased, hired or borrowed by the Contractor. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officers, official, employees, agents or volunteers. 2. For any claims related to this project, the Contractor's insurance coverage shall be primary insurance as respects the City, its officers, officials, employees, agents and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, agents or volunteers shall be excess of the Contractor's insurance and shall not contribute with it. 3. The Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 4. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A:VII. Verification of Coverage. Contractor shall furnish the City with a certificate of insurance showing maintenance of the required insurance coverage. Original endorsements effecting general liability and automobile liability coverage required by this clause must also be provided. The endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements are to be received and approved by the City before work commences. Page 56 of 75 -20- SECTION I: PROPOSAL SUBMITTAL FORM The undersigned declares that she or he has carefully examined [__________], which is hereby made a part of this proposal; is thoroughly familiar with its contents; is authorized to represent the proposing firm; and agrees to perform the specified work for the following cost quoted in full: Work Plan Budget 2024-25 2025-26 Service $ Amount % of Budget $ Amount % of Budget Brand Strategy & Management Account Strategy & Project Management Creative Services Paid Media and SEO Strategy & Management Paid Media Buy Website Maintenance & Services Content Development Reporting Other Total Certificate of insurance attached; insurance company’s A.M. Best rating: __________________. Firm Name and Address Contact Phone Signature of Authorized Representative Date Page 57 of 75 -21- REFERENCES Number of years engaged in providing the services included within the scope of the specifications under the present business name: . Describe fully the last three contracts performed by your firm that demonstrate your ability to provide the services included with the scope of the specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications. Reference No. 1: Agency Name Contact Name Telephone & Email Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome Reference No. 2: Agency Name Contact Name Telephone & Email Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome Page 58 of 75 -22- Reference No. 3 Agency Name Contact Name Telephone & Email Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome Page 59 of 75 -23- STATEMENT OF PAST CONTRACT DISQUALIFICATIONS The proposer shall state whether it or any of its officers or employees who have a proprietary interest in it, has ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project because of the violation of law, a safety regulation, or for any other reason, including but not limited to financial difficulties, project delays, or disputes regarding work or product quality, and if so to explain the circumstances. ◼ Do you have any disqualification as described in the above paragraph to declare? Yes No ◼ If yes, explain the circumstances. Executed on at _______________________________________ under penalty of perjury of the laws of the State of California, that the foregoing is true and correct. ______________________________________ Signature of Authorized Proposer Representative Page 60 of 75 -24- EXHIBIT A : FORM OF AGREEMENT MASTER SERVICE AGREEMENT THIS MASTER SERVICE AGREEMENT (hereinafter referred to as “Agreement”) is made and entered into in the City of San Luis Obispo on [date], by and between the CITY OF SAN LUIS OBISPO, a municipal corporation (hereinafter referred to as the “City”), and AGENCY (hereinafter referred to as “Contractor”). At times throughout this Agreement, Client and Contractor will be individually referred to as “Party” or collectively referred to as “Parties.” W I T N E S S E T H: WHEREAS, the City wishes to market San Luis Obispo as a travel destination resulting in overnight stays in the City of San Luis Obispo lodging businesses; and WHEREAS, on January 24, 2024, the City requested proposals for marketing services for the City of San Luis Obispo lodging industry, specifically the Tourism Business Improvement District (hereinafter referred to as the “TBID”); and WHEREAS, Contractor is qualified to perform this type of service and has submitted a proposal to do so which has been accepted by the City. NOW THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter contained, the parties hereto agree as follows: 1. TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as first written above until June 30, 2026, and acceptance or completion of said services. By mutual agreement of both Parties, the term of this Agreement may be extended once for an additional two-year period. 2. INCORPORATION BY REFERENCE. City Bid is hereby incorporated in and made a part of this Agreement and attached as Exhibit A. The Contractor's proposals dated (DATE) (hereinafter collectively referred to as the “Proposal”) are hereby incorporated in and made a part of this Agreement and attached as Exhibit B. The City’s General Terms and Conditions are hereby incorporated in an d made a part of this Agreement and attached as Exhibit C. To the extent that there are any conflicts between the Contractor’s fees and scope of work and the City’s General Terms and Conditions, the City’s General Terms and Conditions shall prevail, unless specifically agreed otherwise in writing signed by both Parties. Page 61 of 75 -25- 3. ASSIGNMENT. Except as may be necessary in the rendition of the services and obligations as provided herein, neither Contractor nor the City may assign, in whole or in part, this Agreement, or subcontract, transfer, or delegate any of their respective rights or obligations under this Agreement, without the other party’s prior written consent. Any attempt to assign, subcontract, transfer, or delegate the obligations provided herein in violation of this paragraph is void in each instance. 4. Representation of Parties. 4.1 City. The City delegates to the TBID the responsibilities of the City in the administration of the SOW. The City shall designate a single project manager to have overall responsibility for the progress and execution of the City’s obligations under this Agreement at the commencement of the term of this Agreement (hereinafter referred to as the “City Project Manager”). 4.2 Contractor. Contractor shall assign a single project manager to have overall responsibility for the progress and execution of this Agreement for the Contractor at the commencement of the term of this Agreement (hereinafter referred to as the “Contractor Project Manager”). Should circumstances or conditions subsequent to the execution of this Agreement require a substitute Contractor Project Manager for any reason, the designation of a new Contract Project Manager shall be subject to the written appro val by the City Project Manager within seven (7) days of such designation. If the City Project Manager declines to approve the new Contract Project Manager designation, the Parties shall identify a mutually agreeable Contract Project Manager within seven (7) days of the City Project Manager’s decision. 4.3 Subcontractors. City acknowledges that Contractor may, for the progress and execution of this Agreement, engage third party suppliers and other vendors and subcontractors (hereinafter collectively referred to as “Subcontractor” or “Subcontractors”) from time to time to provide certain services in furtherance of Contractor’s obligations under this Agreement. Contractor is responsible for adhering to specified procedure for hiring Subcontractors as set forth in Exhibit A, attached hereto and incorporated by reference to this Agreement, including, but not limited to, the requirement that Contractor identify proposed Subcontractors to the City, document services Subcontractors will perform in furtherance of this Agreement, and address the Subcontractors’ ability to perform the work to the City Project Manager. Contractor’s use of Subcontractors is subject to written approval by the City Project Manager. Should the City Project Manager approve Contractor’s proposed Subcontractors, costs of Subcontractors’ service(s) will be the sole responsibility of Contractor unless otherwise agreed upon in writing by the City. Contractor shall supervise Subcontractors’ provision of services in furtherance of this Agreement and endeavor to guard against any loss to City as the result of Subcontractors’ failure to properly execute such services. If City enters into arrangements with third-party vendors, subcontractors, or suppliers for the provision of materials or services in furtherance of this Agreement (hereinafter referred to as “Preferred Suppliers”), Contractor agrees to utilize such Preferred Suppliers in the discharge of Contractor’s obligations hereunder. City shall be solely responsible for Preferred Suppliers’ costs and provision of services in furtherance of this Agreement. Page 62 of 75 -26- 5. CITY'S OBLIGATIONS. For providing services as specified in this Agreement and upon approval of the monthly report and receipt of detailed monthly invoice , City will pay, and Contractor shall receive, compensation in a total sum for all services rendered inclusive of retainer, service fees, incidental and contract expense reimbursement, and advertising commitments, not to exceed $AMOUNT for fiscal year 2024-25 and $AMOUNT for fiscal year 2025-26. Compensation for all services rendered under this Agreement shall be paid according to the payment schedule set forth in the applicable SOW. 6. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements herein before mentioned to be made and performed by City, Contractor agrees with City to provide services as set forth in the City Bid, attached hereto and incorporated by reference into this Agreement as Exhibit A. 6.1 Scope of Work. For and in consideration of City’s promises and payment obligations, Contractor shall provide services as described in Exhibit A. Contractor will also perform services as defined and set forth in any subsequent Scope of Work, Retainer, Work Order, or any other document setting forth work to be performed (hereinafter collectively referred to as “SOW”) that has been agreed upon by the Parties and acknowledged and accepted by the City Project Manager in writing. Any such SOW and any subsequent SOW that has been agreed upon by the Parties and acknowledged and accepted by the City Project Manager in writing, shall be fully incorporated into this Agreement as an exhibit. 6.3 Coordination of Efforts with other Contractors. In performing its services under this Agreement, Contractor agrees to make every reasonable effort to coordinate activities with the City’s Preferred Suppliers as referenced in Paragraph 4.3 and to avoid duplication of costs or services associated with services provided by Preferred Suppliers. 6.4 City Approval of Materials. Contractor shall submit to the City for its approval all elements of any materials to be produced or placed hereunder, including, but not limited to, all copy, layouts, slogans, websites artworks, graphic materials, and photography (hereinafter collectively referred to as “Materials”). Submission for prior approval of Materials will not be required to the extent that they are preliminary only. 6.5 Release of Reports and Information. Any reports, information, data, or other material given to, prepared by or assembled by Contractor as part of the work or services under this Agreement shall be the property of the City, and shall not be made available to any individual or organization by Contractor without the prior written approval of the City Project Manager. 6.6 Copies of Reports and Information. If the City requests additional copies of reports, drawings, specifications, or any other material in addition to what Contractor is required to furnish in limited quantities as part of the work or services under this Agreement, Contractor shall provide such additional copies as are requested, and the City shall compensate Contractor for the costs of duplicating of such copies at the Contractor's direct expense. 6.7 Attendance at Meetings and Hearings. As part of the Agreement and included in the Agreement price is in-person attendance by the Contractor at up to (NUMBER) public meetings to present and discuss findings and recommendations. Contractor shall attend as many working meetings as necessary in performing SOW tasks. 6.8 Agency Travel & Administration. Contractor shall be responsible for all agency travel requirements related to the execution of the services detailed in Exhibit A. Compensation for all services rendered under this Page 63 of 75 -27- Agreement, including the expenses related to Contractor’s travel, shall be paid by the City according to the payment schedule set forth in the applicable SOW. 6.9 Incidental Expenses. City acknowledges and understands that Contractor may have to pay third -party expenses for certain services or goods that (1) Contractor cannot provide directly, (2) are necessary in Contractor’s judgment for completion of the SOW, and (3) were not included in any third-party expenses identified in the SOW that are paid directly by City. Incidental expenses include all expenses incurred for the City’s account in furtherance of the Contractor’s obligations under this Agreement, including, but not limited to, the cost of packaging material for shipment, postage, messenger, shipping charges, copyright or trademark charges, website hosting, and any advertisement buys media and online sources. Compensation for all services rendered under this Agreement shall be paid according to the payment schedule set forth in the appliable SOW. Prior to incurring any such expense on behalf of the City, Contractor shall provide the City Project Manager with written notice of the anticipated expense to be reimbursed by the City and seek the City’s approval of such expense. Contractor will not incur the expense in the absence of the City’s approval. If the City does not approve the expense within three (3) business days, City acknowledges that SOW timelines may be extended pending receipt of approval. City shall reimburse Contractor for any approved expense within thirty (30) days of receipt of Contractor’s monthly invoice and record of payment of the expense. Contractors’ requests for reimbursement from the City are subject to the expense limitations set forth in Paragraph 4 of this Agreement. 7. Ownership of Materials. All original documents and other materials prepared by or in possession of Contractor as part of the work or services under this Agreement shall become the permanent property of the City and shall be delivered to the City upon demand. Any and all patents, copyrights, trade secrets, trademarks and any other intellectual property rights associated with work developed or created by Contractor pursuant to any SOW (any such work is referred to as “Work Product”) shall belong exclusively to City and City is the sole, exclusive, worldwide, perpetual owner of all right, title, and interest thereto. City and Contractor specifically agree that the Work Product is “Work Made For Hire” as defined in the United States Copyright Act of 1976 (17 U.S.C. § 101 et seq.) and any applicable state law. If for any reason, any of the Work Product would not be consider ed to be “Work Made for Hire” under applicable law, Contractor does hereby sell, assign, and transfer to City the entire right, title and interest in and to the property rights in the Work Product subject to the provisions of this Section. Upon request by City, Contractor shall provide City with any additional information and documentation that is necessary for registration or transfer of any intellectual property right in and to the Work Product at an additional cost to the City. 8. INSURANCE. The Contractor shall procure and maintain for the duration of the contract insurance which meets the requirements of Exhibit C, attached and incorporated herein by reference. As evidence of this insurance, the Page 64 of 75 -28- Contractor shall provide the City with both, a Certificate of Insurance and an Endorsement naming the City as an “Additional Insured”. 9. AMENDMENTS. Any amendment, modification, or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the City Manager of the City. 10. TERMINATION. Contractor agrees to the terms set forth in the City’s General Terms and Conditions, including, but not limited to, the terms set forth in paragraph 20, attached hereto and incorporated by reference as Exhibit C . If, at any time during the term of this Agreement, the City determines that the execution of the terms and obligations set forth are not feasible due to funding shortages to the TBID or other unforeseen circumstances, including, but not limited to, the discontinuation of the TBID, the City reserves the right to terminate this Agreement. Contractor will be paid compensation due and payable to the date of termination. Contractor further acknowledges that the City reserves to terminate this Agreement if Contractor is acquired by any other agency or company during the term of this Agreement. 10.1 Contractor Obligation Upon Termination. Upon termination or expiration of this Agreement, Contractor shall return and remit to the City, at Contractor’s expense, all work files related to this Agreement within ten (10) business days. 11. INDEPENDENT CONTRACTOR. Notwithstanding any representations, oral or written, between the parties, including any and all agents or representatives thereof, Contractor at all times covered by the terms of this Agreement is acting as a free and independent contractor, not as an agent of the City. Any and all supervision and direction by any City official, department or body shall be only that necessary to provide broad general outlines, and Contractor will use its own initiative and discretion in performing the details of work herein. City shall not deduct withholding taxes, social security taxes, or any other taxes required to be deducted by an employer. Further, Contractor shall not be entitled to any benefits accruing to City’s employees other than those stated in this agreement. Contractor does not have, nor shall it hold itself out as having any right, power or authority to create any contractual obligation, either express or implied, on behalf of, in the name of, or binding upon, City, or to pledge credit, or to extend credit in City’s name unless City provides prior written consent thereto. 12. SEVERABILITY. If any term, provision, covenant or condition of this Agreement is held by an arbitrator or court of competent jurisdiction to be invalid, void, or unenforceable, the remainder of the provisions will remain in full force and effect and will in no way be affected, impaired, or invalidated. 13. UNFAIR COMPETITION. Contractor acknowledges and agrees that the sale, unauthorized use, or disclosure of any non-public information learned about the City during the term of this Agreement in a manner that conflicts with the SOW(s) or competes with the purpose of this Agreement constitutes unfair competition. Contractor promises and agrees not to engage in any unfair competition with the City, either during the term of this Agreement or at any other time thereafter. Contractor further agrees that it will not provide destin ation marketing services, whether or not for compensation, to any other entities promoting destinations within San Luis Obispo County during the term of this Agreement. Page 65 of 75 -29- 14. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the Parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding, or representation be binding upon the Parties hereto. This Agreement may only be altered, modified, amended, or changed in whole or in part, in writing executed by both Parties. 15. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows: City Administration Department City of San Luis Obispo 990 Palm Street San Luis Obispo, CA 93401 Contractor AGENCYAGENCY ADDRESS ADDRESS 16. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that each individual executing this agreement on behalf of each Party is a person duly authorized and empowered to execute Agreements for such Party. Page 66 of 75 -30- IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written. CITY OF SAN LUIS OBISPO, A Municipal Corporation By: _____________________________________ Derek Johnson, City Manager APPROVED AS TO FORM: CONTRACTOR ________________________________ By: _____________________________________ Christine Dietrick, City Attorney AGENCY Page 67 of 75 -31- EXHIBIT A [Placeholder for RFP and Contractor’s Proposal] Page 68 of 75 -32- EXHIBIT B INSURANCE REQUIREMENTS INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES Without limiting CONSULTANT’s indemnification of CITY, and prior to commencement of Work, CONSULTANT shall obtain, provide and maintain at its own expense during the term of this AGREEMENT, policies of insurance of the type and amounts described below, and in a form satisfactory to CITY. General liability insurance. CONSULTANT shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted. Automobile liability insurance. CONSULTANT shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with Work to be performed under this AGREEMENT, including coverage for any owned, hired, non-owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident. Professional liability (errors & omissions) insurance. CONSULTANT shall maintain professional liability insurance that covers the Services to be performed in connection with this AGREEMENT, in the minimum amount of $1,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this AGREEMENT and CONSULTANT agrees to maintain continuous coverage through a period no less than three (3) years after completion of the services required by this AGREEMENT. Workers’ compensation insurance. CONSULTANT shall maintain Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least $1,000,000). CONSULTANT shall submit to CITY, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of CITY, its officers, agents, employees, and volunteers. Umbrella or excess liability insurance. CONSULTANT shall obtain and maintain an umbrella or excess liability insurance policy with limits that will provide bodily injury, personal injury and property damage liability coverage at least as broad as the primary coverages set forth above, including commercial general liability, automobile liability, and employer’s liability. Such policy or policies shall include the following terms and conditions: • A drop-down feature requiring the policy to respond if any primary insurance that would otherwise have applied proves to be uncollectible in whole or in part for any reason; • Pay on behalf of wording as opposed to reimbursement; • Concurrency of effective dates with primary policies; • Policies shall “follow form” to the underlying primary policies; and • Insureds under primary policies shall also be insureds under the umbrella or excess policies. Page 69 of 75 -33- Proof of insurance. CONSULTANT shall provide certificates of insurance to CITY as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers’ compensation. Insurance certificates and endorsements must be approved by CITY’s Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with CITY at all times during the term of this contract. CITY reserves the right to require complete, certified copies of all required insurance policies, at any time. Duration of coverage. CONSULTANT shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the Work hereunder by CONSULTANT, his agents, representatives, employees or subconsultants. Primary/noncontributing. Coverage provided by CONSULTANT shall be primary and any insurance or self-insurance procured or maintained by CITY shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of CITY before the CITY’s own insurance or self-insurance shall be called upon to protect it as a named insured. CITY’s rights of enforcement. In the event any policy of insurance required under this AGREEMENT does not comply with these specifications or is canceled and not replaced, CITY has the right but not the duty to obtain the insurance it deems necessary, and any premium paid by CITY will be promptly reimbursed by CONSULTANT or CITY will withhold amounts sufficient to pay premium from CONSULTANT payments. In the alternative, CITY may cancel this AGREEMENT. Acceptable insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyholders’ Rating of A- (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by the CITY’s Risk Manager. Waiver of subrogation. All insurance coverage maintained or procured pursuant to this AGREEMENT shall be endorsed to waive subrogation against CITY, its elected or appointed officers, agents, officials, employees and volunteers or shall specifically allow CONSULTANT or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. CONSULTANT hereby waives its own right of recovery against CITY and shall require similar written express waivers and insurance clauses from each of its subconsultants. Enforcement of contract provisions (non estoppel). CONSULTANT acknowledges and agrees that any actual or alleged failure on the part of the CITY to inform CONSULTANT of non-compliance with any requirement imposes no additional obligations on the CITY nor does it waive any rights hereunder. Requirements not limiting. Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the CONSULTANT maintains higher limits than the minimums shown above, the CITY requires and shall be entitled to Page 70 of 75 -34- coverage for the higher limits maintained by the CONSULTANT. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the CITY. Notice of cancellation. CONSULTANT agrees to oblige its insurance agent or broker and insurers to provide to CITY with a thirty (30) day notice of cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each required coverage. Additional insured status. General liability policies shall provide or be endorsed to provide that CITY and its officers, officials, employees, and agents, and volunteers shall be additional insureds under such policies. This provision shall also apply to any excess/umbrella liability policies. Prohibition of undisclosed coverage limitations. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to CITY and approved of in writing. Separation of insureds. A severability of interests provision must apply for all additional insureds ensuring that CONSULTANT’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the insurer’s limits of liability. The policy(ies) shall not contain any cross-liability exclusions. Pass through clause. CONSULTANT agrees to ensure that its subconsultants, subcontractors, and any other party involved with the project who is brought onto or involved in the project by CONSULTANT, provide the same minimum insurance coverage and endorsements required of CONSULTANT. CONSULTANT agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. CONSULTANT agrees that upon request, all agreements with consultants, subcontractors, and others engaged in the project will be submitted to CITY for review. CITY’s right to revise specifications. The CITY reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the CONSULTANT ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the CONSULTANT, the CITY and CONSULTANT may renegotiate CONSULTANT’s compensation. Self-insured retentions. Any self-insured retentions must be declared to and approved by CITY. CITY reserves the right to require that self-insured retentions be eliminated, lowered, or replaced by a deductible. Self-insurance will not be considered to comply with these specifications unless approved by CITY. Timely notice of claims. CONSULTANT shall give CITY prompt and timely notice of claims made or suits instituted that arise out of or result from CONSULTANT’s performance under this AGREEMENT, and that involve or may involve coverage under any of the required liability policies. Additional insurance. CONSULTANT shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work. Verification of Coverage. Contractor shall furnish the City with a certificate of insurance showing maintenance of the required insurance coverage, as well as endorsements effecting general liability coverage. All endorsements are to be received and approved by the City before work commences. Page 71 of 75 Page 72 of 75 1 Promotional Coordinating Committee Minutes November 8, 2023, 5:30 p.m. City Hall, 990 Palm Street, San Luis Obispo PCC Members Present: Committee Member Maureen Forsberg, Committee Member John Thomas, Vice Chair Lori Lerian, Chair Samantha Welch PCC Members Absent: Committee Member Clint Pearce, Committee Member Anni Wang, Committee Member Robin Wolf City Staff Present: Economic Development & Tourism Manager Molly Cano, Tourism Analyst Jacqui Clark-Charlesworth _____________________________________________________________________ 1. CALL TO ORDER A Regular Meeting of the San Luis Obispo Promotional Coordinating Committee was called to order on November 8, 2023 at 5:30 p.m. in the Council Hearing Room at City Hall, 990 Palm Street, San Luis Obispo, by Chair Welch. 2. PUBLIC COMMENT FOR ITEMS NOT ON THE AGENDA Public Comment: None --End of Public Comment-- 3. CONSENT Motion By Committee Member Thomas Second By Committee Member Forsberg To approve Consent Items 3a. through 3f. Ayes (4): Committee Member Forsberg, Committee Member Thomas, Vice Chair Lerian, and Chair Welch Absent (3): Committee Member Pearce, Committee Member Wang, and Committee Member Wolf Page 73 of 75 2 CARRIED (4 to 0) 3.a MINUTES OF THE REGULAR MEETING ON OCTOBER 11, 2023 3.b 2023-24 COMMUNITY PROMOTION BUDGET REPORT 3.c SLO CHAMBER MONTHLY PUBLIC RELATIONS REPORT 3.d SLO CHAMBER GUEST SERVICES REPORT 3.e SLO CHAMBER GRANT SUPPORT REPORT 3.f TRANSIENT OCCUPANCY TAX (TOT) REPORT 4. PRESENTATIONS 4.a PUBLIC RELATIONS MONTHLY ACTIVITY UPDATE Hollie West, SLO Chamber presented the report and responded to inquiries. Public Comment: None --End of Public Comment-- Action: No action taken on this item. 4.b SUPPORT LOCAL QUARTERLY REPORT Ashley Scarcella, Verdin presented the report and responded to inquiries. Public Comment: None --End of Public Comment-- Action: No action taken on this item. 4.c PUBLIC ART PROMOTION PROGRAM REPORT Ashley Scarcella, Verdin presented the report and responded to inquiries. Public Comment: None --End of Public Comment-- Action: No action taken on this item. 5. BUSINESS ITEMS Page 74 of 75 3 5.a BUY LOCAL & EAT LOCAL BONUS PROGRAM PLANS Economic Development & Tourism Manager Molly Cano and Tourism Analyst Jacqui Clark-Charlesworth presented the staff report and responded to inquiries. Public Comment: A member of the public (unnamed) asked clarifying questions and staff responded. --End of Public Comment-- Action: No action taken on this item. 6. PCC LIAISON REPORTS AND COMMUNICATION 6.a GIA LIAISON REPORT – Liaison Assignments No reports on this item. 6.b COMMITTEE OUTREACH UPDATE – Committee Report No Community Outreach Updates. 6.c TBID BOARD REPORT – TBID Meeting Minutes: OCTOBER 11, 2023 Economic Development and Tourism Manager Molly Cano and Toursim Analyst Jacqui Clark-Charlesworth provided an update on items the TBID has been working on. 6.d TOURISM PROGRAM UPDATE – Staff Report Economic Development & Tourism Manager Molly Cano provided an update on the Tourism Program. 7. ADJOURNMENT The meeting was adjourned at 6:42 p.m. The next Regular Meeting of the Promotional Coordinating Committee is scheduled for December 13, 2023 at 5:30 p.m. in the Council Hearing Room at City Hall, 990 Palm Street, San Luis Obispo. APPROVED BY PROMOTIONAL COORDINATING COMMITTEE: XX/XX/202X Page 75 of 75