HomeMy WebLinkAbout07-09-2014 PCC Agenda PacketCity of San Luis Obispo, Agenda, Promotional Coordinating Committee
Wednesday, July 9, 2014
5:30 P.M.
City Hall – Council Hearing Room
The goals of the City of San Luis Obispo Promotional Coordinating Committee are to (1) improve the quality
of life available to all residents of and visitors to San Luis Obispo and (2) promote, in a manner consistent with
long-range community goals, the development of San Luis Obispo as a regional and tourist center.
CALL TO ORDER: Chair Jill LeMieux
PUBLIC COMMENT: Each speaker is limited to three minutes of public comment. At this time, you may
address the Committee on items that are not on the agenda but are of interest to the public and within the
subject matter jurisdiction of the Promotional Coordinating Committee. The Committee may not discuss or
take action on issues that are not on the agenda other than to briefly respond to statements made or questions
raised, or ask staff to follow up on such issues.
CONSENT ITEMS
C.1 Minutes of the Meeting on June 11, 2014
C.2 Community Promotions Budget Report
C.3 Public Relations Report
C.4 Grants-in-Aid Support Report
C.5 Visitors Center Report
C.6 SLO Happenings – Campaign Report
C.7 TOT Report
PRESENTATIONS
1. QUARTERLY REPORT BY CONTRACTOR 15 min
The SLO Chamber of Commerce will present the 2013-14 year-end reports.
BUSINESS ITEMS
1. SLO HAPPENINGS PROGRAM UPDATE 15 mins
Representatives from Verdin will present an update on the results of the SLO Happenings app during first
and second quarter and discuss the plan for the third quarter promotions.
2. 2014-15 CONTRACTOR WORKSCOPES 15 mins
The committee will review the 2014-15 contractor workscopes for approval.
• SLO Chamber - Public Relations Services
• SLO Chamber- GIA Support
3. SLO HAPPENINGS RFP 20 mins
The taskforce members will present the draft RFP document to the committee’s for review and approval.
4. REVIEW GRANTS IN AID APPLICATION PROCESS 20 mins
The committee will discuss the recent application process and begin the discussion on potential changes
and considerations for the program.
PCC LIAISON REPORTS & COMMUNICATION
At this time Committee members make announcements, report on activities, refer to staff issues for study and
report back to the Committee at a subsequent meeting.
1. GIA UPDATE – LIAISON REPORT
2. TBID BOARD REPORT – TBID Minutes June 11, 2014
3. TOURISM PROGRAM UPDATE
ADJOURN.
POSTING STATEMENT: I, Molly Cano, Tourism Manager, do hereby certify that on July 2, 2014, by 5:00
p.m., a true and correct copy of this agenda was posted on the bulletin board outside City Hall. Internet
access to agendas and related material is available at www.slocity.org.
Promotional Coordinating Committee
Meeting Minutes
Wednesday, June 11, 2014
5:30 pm at City Hall
CALL TO ORDER: Chair Jill LeMieux
PRESENT: Cox, Franciskovich, Levi, Palazzo, Rizzo
STAFF PRESENT: Molly Cano, Tourism Manager
Meeting to order at 5:31 pm
CONSENT AGENDA
The committee discussed edits to the minutes due to spelling errors. The commissioners asked questions
on the Verdin report including if the Facebook advertisements were sponsored posts.
ACTION: Moved by Palazzo/Cox to approve the consent agenda with the spelling edits to the
minutes.
Motion carried 6:0
BUSINESS ITEMS
1. RSVP SENIOR SERVICES FUNDING REQUEST
The committee considered the funding request from RSVP Senior Services. RSVP presented the
committee with the request for $1100 for mostly to be used for the purchasing of ads to promote their
raffle in the New Times. The committee discussed that the new description of how the funds will be
used provided a clearer understanding of how the PCC would support the program. The committee
also asked questions to the organization representative about what the non-profit does for the
community.
ACTION: Moved by Rizzo/Cox to fund RSVP Senior Services at $1100 from the 2014-15 Events
Promotion budget line.
Motion carried 6:0
2. SLO HAPPENINGS PROGRAM RFP
The committee discussed the process for the upcoming SLO Happenings program RFP. The current
contract has exhausted the contract extensions and will expire at the end of December 2014. Staff
presented a recommended timeline on how to move the process forward over the next few months.
Based on the timeline on the work to be completed, the committee appointed a taskforce to work with
staff to write the RFP. The taskforce members are commissioners: Cox, Rizzo, Franciskovich. The
committee also provided the taskforce with direction to consider when writing the RFP. Direction to
the committee included:
• Explain that the value of the app is in the content that the app provides
• Set the budget at up to $32,000 for the first year based on the current funds earmarked in the
2014-15 Community Promotions budget for the PCC.
• Explore how the app can be comprehensive- connect with other event calendars to receive
event listings and/or feed the app listing to other calendars
• Explain outreach opportunities to promote the app to event organizers
DRAFT
Promotional Coordinating Committee Minutes
Page 2
• Include in the workscope the populating of the app with events
3. LOCAL SPECIAL EVENTS PARTNERSHIP PROCESS
The members of the Event Promotions Subcommittee presented the recommendations from the
subcommittee meeting for the new local special event sponsorship funding application process. The
committee discussed the amount to allocate from the budget that has been earmarked for Event
Promotion. The amount earmarked in the PCC’s 2014-15 budget for Events Promotion is $46,900
($48,000 minus the $1100 just allocated to RSVP). The committee reviewed the verbiage staff added
with the TBID’s direction to address the intention of events to keep their events located in San Luis
Obispo after they have termed out of receiving sponsorship funding.
ACTION: Moved by Palazzo/Rizzo for the PCC to approve the application and timeline.
Motion carried 6:0
ACTION: Moved by Cox/Levi for the PCC to allocate up to the amount earmarked within the
2014-15 PCC budget for Events Promotion.
Motion carried 6:0
Then the PCC reviewed and approved the resolution to adopt the events promotion application
process for annual consideration with the TBID.
4. GIA LIAISON ASSIGNMENTS
The committee reviewed the 2014-15 GIA recipient list and assigned committee liaisons.
COMMITTEE COMMUNICATION
GIA Report:
None.
TBID Report:
Staff updated the committee on the recent TBID meeting and reviewed the minutes included with the
agenda.
Tourism Program Update:
Molly Cano presented the Tourism Program update on the following topics:
-Visit California Receptive FAM May 19-24 was in SLO on Wednesday, 5/21. The visit was a success
and the participants were very responsive to the offerings SLO has for visitors. Staff will continue to
follow up with operators.
-With the transition to the new agency, the TBID will hold the first meeting with the new agencies on July
1 at 10:00 am at BCA office. During this meeting the TBID Board will review the strategy and discuss
the approach for the marketing initiatives within the new marketing contracting.
- Reminded the PCC that on 7/1 City Council would be reviewing the program plan for the 2014-15 for
approval including all contracts.
-Staff also reminded the PCC that on 6/17 City Council would be reviewing and approving the GIA grant
recommendations.
Meeting adjourned at 6:51 pm
Community Promotions Budget 2014-15
Budget 2014-15 Amount
Budget 388,326$
2013-14 Requested Carryover 3,000$
Total Budget 391,326$
Expenditure Last Updated 7/7/2014
Expenditure Allocated Expended Other Expenditures
Available
Balance Contractor
Grants-in-Aid Program 90,000$ 90,000$ -$ -$ City Administration
Grants-in-Aid Support 25,000$ 25,000$ Chamber of Commerce
Events Promotion 48,000$ 1,100$ 46,900$ City Administration
2015 SLO Happenings Program 32,000$
Visitors Center 95,000$ 95,000$ -$ Chamber of Commerce
PR Contract 58,000$ 58,000$ -$ Chamber of Commerce
Downtown Maps 8,000$ -$ Chamber of Commerce
Beautification 4,000$ 4,000$
Support Cost 5,000$ -$ 5,000$ City Administration
Administration 26,326$
Total 391,326$ 269,100$ -$ 55,900$
Remaining Balance 55,900.00$
Report to City of SLO- PCC Committee
Public Relations Contract
June 2014
Media Releases:
It’s time to find your happy place - Wrote press release positioning San Luis
Obispo as the perfect place for a stress-free summer family vacation, distributed
nationally. A similar release was sent in April with a focus on spring time family travel;
this updated version focused on summer events and attractions.
San Luis Obispo TBID Launches New Mobile Site- Wrote and distributed press
release about SanLuisOBispoVacations.com mobile companion site GOSLO.
Pride in the Plaza - Wrote and distributed press release regarding Pride in the Plaza
and associated Pride week events.
Media/Community Relations:
1. Provided TV ready b-roll of San Luis Obispo to DC news channel 8 for a
segment focusing on cool weather summer destinations.
2. Provided tourism number to Brooke Sperbeck of Mustang News for an
article focusing on the local effects of the regional baseball tournament
hosted by Cal Poly.
3. Worked with the Orientation & Transition Board of Cal Poly and
SmartCollegeVisit.com on a feature about visiting college campus in
summer as opposed to during the school year.
4. Worked with Kate Hudson of City Dog Magazine to feature several San
Luis Obispo wineries in her article on dog friendly wineries.
5. Continued to work with Bob Carden on his central California travel story for
the Washington Post; coordinated people to interview as well as itinerary
suggestions for his June visit.
6. Worked with Jeana Shandraw of SurfandSunshine.com regarding her
August visit to San Luis Obispo; specifically family friendly itinerary
suggestions and accommodations.
7. Responded to a reporter looking for family-friendly travel destinations in
Southern California.
8. Worked with Jamie Moore of Smarter Travel to include San Luis Obispo
on her top 10 slideshow that featured small cities that are worth the trip.
She was specifically interested in economic growth rates, historic
preservation, natural amenities and interesting and new activities and
attractions for visitors.
9. Connected David Wilson, host of "A quick bite" radio show on the The
Crush 92.5, with local restaurants including The Workshop, Emily’s
Cinnamon Rolls, Meze, Café Roma, Palo Meza Pizza and Crawdaddy’s to
feature in upcoming shows.
10. Worked with Zipporah Sandler of Champagne Living to feature San Luis
Obispo as a destination for LGBT travelers.
11. Connected Kristin Colella of MainStreet.com with several affordable, pet
friendly hotels in San Luis Obispo.
12. Worked extensively with Molly Cano and local hotels and restaurants to
host Charlie Chul Jung, author of “All about California" a South Korean
travel guide. He was able to experience dinner at Luna Red, a night at
Apple Farm, a tour of Madonna Inn, Art Bar and our Thursday night
Farmers’ Market.
13. Worked with Aaron Drake, a contributor to Amtrak’s Ride With Pride blog
on his upcoming trip to San Luis Obispo.
14. Submitted the recent renovations of Avenue Inn and La Cuesta Inn to Visit
California’s fall issue of What's New in California.
15. Worked with The Gay and Lesbian Alliance of the Central to highlight
LGBT friendly events this summer as part of the release that showcased
Pride in the Plaza.
16. Continued to work with the City and Rosetta on overall marketing
campaign.
Media Relations/Placement
1. A worthwhile stop on California Highway 1 between San Francisco and
Los Angeles
Iwanoski’s i Blog (German)
http://www.iwanowski.de/blog/2014-06-10/allgemein/usa-westen-san-luis-
obispo-lohnender-stopp-am-california-highway-1-zwischen-san-francisco-
und-los-angeles.html
2. GOSLO mobile companion site
KSBY: Viewership: 22,683
http://www.ksby.com/news/slo-tourism-business-improvement-district-unveils-
new-mobile-version-of-website/
3. Hiking Bishop Peak Trail
Examiner.com: Daily Visitors: 639,000
http://www.examiner.com/article/hiking-bishop-peak-trail
4. Seven Sisters Quilt Show
KSBY: Viewership: 22,683
http://www.ksby.com/news/seven-sisters-quilt-show-kicks-off-saturday-in-san-
luis-obispo/
5. Seven Sisters Quilt Show
Santa Maria Times: 3,114 daily visitors
http://santamariatimes.com/community-calendar-for-santa-maria-
times/article_bb435630-ff1c-5927-b2d7-92b89ea8f528.html
6. Winemakers of SLO Wine Country on Terroir
Touring and Tasting: Circulation 50,000
http://www.touringandtasting.com/destinations/san -luis-obispo/winemakers-
on-terroir/
7. Roll Out the Barrels
Lompoc Record: 3,727 daily visitors
http://www.lompocrecord.com/lompoc-record-community-
calendar/article_f8f7d170-f286-5ab0-88c7-fce8d55da92f.html
8. Roll Out the Barrels kicks off next Thursday
TimesPressRecorder.com: circulation 15,000
http://www.timespressrecorder.com/news/local/article_f0dde5d8 -3689-5edf-
bc53-4852d3066836.html
Grants- in-Aid Marketing Support- June 2014 Report
Organization Event VC PR SM EC EL MTG ST PC
San Luis Obispo Downtown Association Farmers Market 30th Anniversary X X X X X X
San Luis Obispo Vocal Arts Ensemble 2013 CA International Choral Festival X X X X
Senior Volunteer Services/RSVP 5th Annual Giveaway Fundraising Raffle X X X X X X X
San Luis Obispo Soccer Club Summer Classic Tournament X X X X X
Cal Poly Corporation: Cal Poly Arts La Guitarra Festival X X X X X X
Cuesta College Community Programs: Central
Coast Writers' Conference Central Coast Writers' Conference X X X X X X
Cal Poly Corporation on behalf of Central Coast
Center for Arts Education Passport to the Arts X X X X X X
Cuesta College Community Programs: City to the
Sea Half Marathon
City to the Sea Half Marathon, 5K & Kids Fun
Run X X X X X X X
Ecologistics, Inc.Central Coast Bioneers Conference X X X X X X
Foundation for the Performing Arts Center Bravo SLO X X X X X X
Opera of San Luis Obispo The Carmen Project X X X X X X
Ballet Theatre San Luis Obispo 2013-14 Season X X X X X
Civic Ballet 2013 Nutcracker Ballet X X X X
San Luis Obispo Symphony New Year's Eve Anniversary Concert X X X X X X
Jewish Community Center of San Luis Obispo
(JCCSLO)Jewish Film Festival X X X X X X
San Luis Obispo International Film Festival 2014 Festival X X X X X X X
San Luis Obispo Museum of Art SLO Mini Maker Faire X X X X
United Way of San Luis Obispo County Flavor of SLO X X X X X
Almond Country Quilt Guild Seven Sisters Quilt Show X X X X X X X
Cal Poly Corporation: University Arts Gallery Exhibition Season X X X
Central Coast Children's Choir Annual Concerts- 20th Anniversary X X
Cuesta College Fine Arts Division Art Gallery Exhibitions X X
History Center of San Luis Obispo County Exhibit Opening Event X X X
San Luis Obispo Children's Museum Science After Dark X X X X X X
San Luis Obispo Little Theatre 2013-14 Season X X X X
San Luis Obispo Wind Ensemble 2013-14 Season X X X X X X
Black is current month, gray is past work, P is for pending work, D is for Did not workout
26 Total; 23 served to date or in progress
VC- Dropped off materials for display in Visitor Center; brochures, posters, etc.
PR- Sent out Press Release to local media list
SM- Ran event through Social Media outlets
EC- Included in Event Calendar one-sheet sent out to local hoteliers, wineries, etc.
EL- Included in Event Listings sent to local media highlighting upcoming local events
MTG- Meet with Groups in person to offer public relations advice and support
ST- Sell Tickets for events through the Visitor Center
PC- In place of in person meeting, had phone call with group to discuss details.
Notes from the month:
Visitor Services Contract Report
June 2014
Highlights from June in the Visitor Center:
Gave away 100 tickets for SLO Blues Game
Gave away 100 tickets & coupons for Circus Vargas
Selling tickets for SLO Renaissance Festival
Selling RSVP raffle tickets
SLO events promoted through Visitor Center:
An Afternoon of Epicurean Delights
SLO Wedding Expo @ the Embassy Suites
SLO Blues Baseball
SLO Library Quilt Display
SLO Brew presents METALACHI
Cal Poly presents Wind Spring Concert
SLO Concours benefiting Hospice
Smart Studio Fundraiser Wine Tasting
Sierra Vista Saving “Strokes” Golf Tournament
Friday Night Concerts in the Plaza
Cal Poly Graduation
SLO Museum of Art Film
Barrels in the Plaza
Seven Sisters Quilt Show
Dallidet Adobe @ the Gardens
SLO Botanical Children’s Adventure
Monthly Visitor Center Interactions:
June 2014 May 2014 May 2013
Visitors in Center: 6,549 6,375 5,491
Phone calls: 483 428 521
Emails: 139 153 166
Calendar of Events:
Events in the June calendar: 137
Promotional Product Sales:
Visitor Guides: 29
City Maps: 62
Promotional Product Giveaways:
Rotary de Tolosa: 150 Hike SLO Maps, 150 Tear-off maps, 25 paso & slo wine maps. CalPoly Housing:
250 Visitors Guide & CalPoly Alumni: 100 Visitors Guide. Circus Vargas: 100 Visitors Guide
SLO HAPPENINGS MONTHLY REPORT
DATE: JULY 9, 2014
APP SUMMARY
The SLO Happenings app has continued to
experience exciting growth. During the month
of June, the app had 390 total downloads,
2,008 sessions (previously called visits) and
2,051 page views. The splash page continues to
direct iPhone and Android users to their
appropriate app stores for instant
downloading. Printed cards promoting the app
are continually distributed to local hotels and
the SLO Visitor’s Center.
ADVERTISING
Media Outlet Impressions Clicks Click thru rate
Facebook ad for Facebook Page Likes 41,539 1,436 3.46%
Facebook ad for Splash Page 2,959 83 2.81%
KSBY In-App Banner Ads 41,755 177 .42%
SOCIAL MEDIA
In June, we posted upcoming events and information on the Facebook page 6-7 times per week, which
has been successful at increasing engagement of the page. During the month of June we gained 798
additional likes, which brought our total likes to 15,649. Our average weekly reach, which is the
number of unique people who saw any content from our page, was 12,786.
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Facebook Likes
Likes
128
666
262
1342
0
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Downloads
Sessions
June
App
Stats
Android
iPhone
TOT Comparision
2007-08 2008-09 2009-10 2010-11 2011-12 2012-13 2013-14 Change +/-2012-13 2013-14 Change +/-2012-13 2013-14 Change +/-
July 565,386$ 565,637$ 508,195$ 541,806$ 591,184$ 636,778$ 699,845$ 9.9%83.4 86.8 4.2 127.70$ 132.62$ 4.2
August 573,057$ 609,452$ 511,564$ 542,194$ 574,395$ 623,655$ 674,244$ 8.1%81.5 82.9 2 127.75$ 133.26$ 4.6
September 465,179$ 416,859$ 400,023$ 437,543$ 490,524$ 508,583$ 505,954$ -0.5%73 73.9 1.3 119.34$ 121.10$ 1.5
October 418,474$ 416,905$ 414,870$ 442,586$ 437,805$ 469,977$ 509,435$ 8.4%68.8 70.6 2.6 114.95$ 119.51$ 4.0
November 375,287$ 354,737$ 280,913$ 330,924$ 347,437$ 359,163$ 425,769$ 18.5%56.6 62.8 10.9 $107.59 113.79$ 5.8
December 312,510$ 274,871$ 246,684$ 274,417$ 314,784$ 319,451$ 355,315$ 11.2%50.9 54.9 9.2 $100.40 107.23$ 6.9
January 287,474$ 258,316$ 230,279$ 256,351$ 276,165$ 302,153$ 331,853$ 9.8%52.2 54.7 4.7 97.96$ 102.51$ 4.6
February 342,220$ 292,343$ 273,373$ 302,246$ 323,359$ 344,160$ 366,980$ 6.6%60.8 63.7 5.3 $105.25 104.94$ 2.4
March 386,458$ 289,506$ 326,099$ 333,783$ 392,266$ 426,879$ 448,103$ 5.0%68.1 66.2 -1.9 106.61$ 107.46$ 3.6
April 388,911$ 391,891$ 423,158$ 451,133$ 475,913$ 486,850$ 564,617$ 16.0%71.7 75.4 5.2 118.03$ 124.53$ 5.8
May 435,516$ 393,431$ 372,997$ 433,874$ 447,116$ 489,862$ 546,916$ 11.6%69.5 70.3 1.4 118.35$ 128.38$ 8.6
June 513,631$ 456,098$ 490,326$ 512,543$ 578,234$ 610,948$ 79.5 130.32$
Total/Average 5,064,103$ 4,720,046$ 4,478,481$ 4,859,400$ 5,249,181$ 5,578,460$ 68.00 114.52$
Occupancy ADR
Figures from Smith Travel Research report
Tourism Business Improvement District
Meeting Minutes
Wednesday, June 11, 2014
10 am at City Hall
CALL TO ORDER: Chair Nipool Patel
PRESENT: Patel, Hutton, Walker, Wilkins, Conner, Adams
STAFF PRESENT: Molly Cano, Tourism Manager
Call to Order at 10:02 am
OATH OF OFFICE
Commissioners Michael Adams and John Conner were sworn in to serve on the TBID Board.
PUBLIC COMMENT
None.
CONSENT AGENDA
ACTION: Moved by Hutton/Wilkins to approve the consent agenda.
Motion carried 6:0
PRESENTATIONS
1. ROSETTA YEAR-END REPORT
Ryan Allshouse and Freya Wilkerson from Rosetta presented the final year-end report for their contract with the
SLO TBID. The report covered the web analytics, happenings & updates, and PR. Highlights of the web analytics
showed site visits were up 74% compared to 2013 and new visits were up 7%. Ryan presented the artwork
commissioned for the Chamber Visitor Guide and SAVOR bag. Ryan also presented the TBID’s new mobile
experience, GoSLO. Event promotion for the quarter included Roll Out the Barrel and SLO Concours. They also
presented a recap of the recent PR work completed by the Chamber of Commerce. Ryan and Freya thanked the
Board for the past 5 years and shared that it was honor to work on San Luis Obispo’s tourism promotion.
BUSINESS ITEMS
1. COUNTYWIDE TMD UPDATE
The Board received an update from Visit San Luis Obispo County on the outcome of the property visits. Stacie
Jacob and Paul Sloan stated that as follow up to the TBID Special Meeting in May, Visit SLO County developed a
one page fact sheet that was distributed to the hotels and was designed to educate and inform the constituents on the
district as directed by the TBID Board. Property outreach was done by Visit SLO County staff and members of the
TBID Board and staff when available. They stated that all properties with the exception of Petit Soleil had been
contacted and as a result of the outreach, 71% of the inventory or 63% of the properties in SLO support the
formation of the district. The Board asked if they expected to receive any additional signatures for support before the
end of the month and Visit SLO County expressed that they did have continuing conversations with a couple
properties but still had not received the signed petitions for the intention to support. Commissioner Conner
DRAFT
Tourism Board Improvement District Minutes Page 2
Page 2 of 3
expressed that 2/3 of the properties should be in support for the district to be considered, as was the requirement
when the SLO TBID was initiated originally. The Board discussed the 2/3 benchmark. The majority of the Board
expressed that the 2/3 requirement was achieved based on the results from the property visits of 63% of the
properties signing to support the formation of the district after receiving education on the matter and that the
information presented was substantial enough for the TBID Board to form a recommendation. There was no public
comment on the matter.
ACTION: Moved by Wilkins/Walker for the TBID Board to approve the process for the proposed
Countywide TMD and to endorse the formation of the TMD on behalf of the San Luis
Obispo lodging constituents, based on the intention to support the initiative from 63% of
the properties and 71% of the inventory within the City of SLO to-date.
Motion carried 5:1
Opposed by Conner
The Board directed Visit San Luis Obispo County to present an update at the July TBID Board meeting
on the final results of the property visits and the receipt of the intention to support petitions. The Board
also directed staff to include the Visit San Luis Obispo County list of SLO properties in support of the
formation of the TMD in the staff report to City Council when the time came for it to be considered.
2. STRATEGIC PLAN
The Strategic Plan taskforce members presented the recommendations from the taskforce meeting
including the formation of two standing TBID subcommittees, assignments, and the prioritization of the
strategic imperatives. They asked staff to review the documents with the Board. The Board discussed how
the formation of the Management Committee would establish a succession plan for the TBID Board Chair
role. The Board was asked to volunteer for a committee. Committee assignments are as follows:
Management Committee:
• Clint Pearce
• Matt Wilkins
• Michael Adams
Marketing Committee:
• Kimberly Walker
• Dean Hutton
• John Conner
3. LOCAL SPECIAL EVENTS PARTNERSHIP PROCESS
The members of the Event Promotions Subcommittee presented the recommendations from the
subcommittee meeting for the new local special event sponsorship funding application process. The
Board discussed the amount to allocate from the budget that has been earmarked for Event Promotion.
The Board also directed staff to include verbiage to address the intention of events to keep their events
located in San Luis Obispo after they have termed out of receiving sponsorship funding.
ACTION: Moved by Hutton/Conner for the TBID Board to approve the application and timeline
with the addition of langue to address the intention to keep the event in San Luis Obispo.
Motion carried 6:0
ACTION: Moved by Hutton/Conner for the TBID Board to approve the application and timeline
with the addition of langue to address the intention to keep the event in San Luis Obispo.
Motion carried 6:0
Tourism Board Improvement District Minutes Page 3
Page 3 of 3
ACTION: Moved by Hutton/Conner for the TBID Board to approve the application and timeline
with the addition of langue to address the intention to keep the event in San Luis Obispo.
Motion carried 6:0
COMMITTEE COMMUNICATION
HOTELIER UPDATE
The hotels commented on the feedback from the property visits.
Hutton noted that one property was interested in transportation for graduation weekend.
PCC UPDATE
Clint Pearce reviewed the minutes with the Board of the PCC’s March meeting.
TOURISM PROGRAM UPDATE
-Visit California Receptive FAM May 19-24– Wednesday, 5/21 will be in SLO
-Media Visit- Thursday journalist working on an article about the mission trail for the SD Union Tribune
-Marketing Contract – approved by Council at May 6 meeting
-Special Meeting on Monday 5/19 at 10am at City Hall
-Cal Poly feasibility study for new hotel and conference center- would like to come present their findings
to the TBID at a meeting in the near future
-Applications for TBID vacant positions are due Friday at 5pm
Meeting adjourned at 10:54 am
SCOPE OF WORK FOR MARKETING SUPPORT SERVICES TO GIA PROGRAM
Objective: Secure ROI of the GIA investment by assisting the organizations in utilizing the
funding to increase attendance and nurture collaboration.
Goal: Increase awareness of the supported events to attract residences and visitors in order to
maximize the event income to move toward self-sufficiency.
1. Manage a comprehensive marketing support program available to all Grants-in-Aid
recipients to enhance event visibility and increase event attendance. The program will
include support through:
• Writing press releases and distributing to local, regional and national media outlets
• Promoting events through social media channels
• Including events in event calendars to local tourism-related businesses
• Including events in upcoming event releases to local media outlets
• Meeting in-person, or by phone with groups
• Offering to sell tickets through the Visitor Center (at no charge)
• Promoting events through the Visitor Center by display of event materials- brochures,
posters, etc.
• Distribution of the easy-to-use, monthly local events one-pager to the local hospitality
industry that is consistent with the “look and feel” of the city’s messaging efforts
2. Provide a monthly events calendar to all tourism outlets in the City including all lodging
properties that embodies the City’s tourism brand.
3. Provide written reports all support activities monthly (by noon on the first Wednesday of the
month) to the City of San Luis Obispo’s Administration Department to be included in the
PCC’s meeting packets. At a minimum the reports shall include:
3.1. A matrix of services fulfilled for each organization
3.2. List of issues encountered and current and future opportunities
3.3. List of media reached out to and copy of press releases sent
3.4. Copy of the monthly events calendar.
3.5. Summary on generated media coverage for events.
3.6. Maintenance of a digital clip book of articles garnered through media outreach.
3.7. Monitoring of ROI achieved from media outreach and reporting on, at minimum, ad
value equivalency, overall impressions, and circulation figures.
4. Once a quarter, present the PCC with a detailed oral report highlighting achievements as
compared to the work scope and elaborate on upcoming plans and events.
SCOPE OF WORK FOR PUBLIC RELATIONS SERVICES
Goal: Increase awareness and maintain the positive public image of the City of San
Luis Obispo, targeting its residents, and visitors on a local, regional, and state-wide
level.
Objectives: Through the public relations process and in collaboration with the City’s
Tourism Manager:
1. To continue to strengthen San Luis Obispo’s position as a sought after tourist
destination
2. To promote community activities that are meaningful to residents and visitors and
support the high quality of life enjoyed in SLO
3. Work in close partnership with the TBID marketing agency to develop/coordinate
messaging to maximize the city’s PR effectiveness
Reactive PR Component:
- Provide information at the request of journalist- including travel writers, bloggers,
and the general media.
- Coordinate and host press trips featuring City of San Luis Obispo lodging
properties, restaurants and activities, whenever possible.
- Provide PR support to local events:
o Prepare and distribute materials and photography through collateral and
digital channels, undertake any research and fact checking for media;
make any introductions and contacts media needs for story.
o Represent the City at specific events such as Cal Poly Open House and
Homecoming. Representation includes a booth at the event that highlights
San Luis Obispo, two (2) staff members from the Visitors Center who work
throughout the duration of the event time.
- Monitor outreach effectiveness by providing analysis based on media monitoring
system established metrics.
Proactive PR Component:
- Develop and implement a comprehensive annual public relations and
communications strategy and plan and incorporate conventional and digital
communication channels as part of the strategy.
- On a monthly basis, develop and pitch story ideas to media on tourism related
topics, news stories, and to promote events in an effort to obtain third-party
coverage for the City of San Luis Obispo.
- Prepare and distribute up to 24 press releases per year on behalf of the City,
through all channels and Vocus- media management tool.
o Coordinate branding and messaging with the City’s Tourism Manager.
o Releases are to be reviewed by the City of San Luis Obispo Tourism
Manager with a 24-hour response turnaround and include City of San Luis
Obispo’s tourism boiler plate when appropriate.
- Coordinate and maintain the media kit in order to provide collateral and online
tourist information, as part of the Communication Plan.
o In addition to the Chamber Visitor Guide and media information, the Media
Kit should include: City of SLO lodging information, ever-green release on
the City of SLO tourism information pointing journalists to the City’s
tourism website, www.sanluisobsipovacations.com, and contact
information for the City of San Luis Obispo’s Tourism Manager.
- Monitor outreach effectiveness by providing analysis based on media monitoring
system established metrics.
Implement the City’s support for local public relations efforts for San Luis Obispo
events:
a. Work with event groups supported by the City of San Luis Obispo to offer
public relations assistance and assist in the execution of a comprehensive
public relations plan.
b. Maintain and develop relationships with local and state-wide media for events
promotion.
c. Send out media releases about events to local and state-wide media (as
many as needed) for active events promotion.
d. Provide a monthly events calendar to all tourism & lodging outlets in the City.
Reports
1. Provide written reports on activities monthly (by noon on the first Wednesday of the
month) to the City of San Luis Obispo’s Administration Department to be included in
the Promotional Coordinating Committee’ monthly meeting packets. At a minimum
the reports shall include:
1.1. Summary of activities & achievements relating to the work scope as outlined in
Exhibit A and A.1.
1.2. Number and copies of press releases distributed.
1.3. Listing of media outlets contacted and worked with over the course of the month.
1.4. Maintenance of a digital clip book of articles garnered through media outreach.
1.5. Provide relevant articles in the proper format for use in the press section of the
city’s tourism website.
1.6. Monitoring of ROI achieved from media outreach and reporting on, at minimum,
ad value equivalency, overall impressions, and circulation figures.
2. Once a quarter, present the PCC with a detailed oral report highlighting
achievements as compared to the work scope and elaborate on upcoming plans and
events.
EXHIBIT A.1
SCOPE OF WORK FOR PUBLIC RELATIONS SERVICES
Public Relations Strategy Overview
Objectives
1. To continue to strengthen San Luis Obispo’s position as a sought after tourist
destination
2. To promote community activities that are meaningful to residents and visitors and
support the high quality of life enjoyed in SLO
3. Work in close partnership with the TBID marketing agency to develop/coordinate
messaging to maximize the city’s PR effectiveness
Two Primary Target Markets
The two areas of focus for SLO promotional efforts will be:
• Visitors from outside the area
• SLO County residents
Tactics to Reach Visitors From Outside the Area:
1. Focused Messaging:
The primary target demographic of visitors to SLO is people ages 40-69. While this
remains a primary focus, we will also be looking to reach across all age groups to attract
people to the area based on their interests. We will work with targeted media to focus
delivering content and stories that appeal to what people value, and what is important to
them. Some areas of focus include:
• Families- newer travelers, interested in outdoor activities, child-friendly events
as well as family friendly restaurants. Safety, ease and fun are their main
concerns.
• Outdoor Enthusiasts- interested in outdoor activities as well as events, food,
wine and beer. Looking to get away from an urban environment or explore a
new challenge.
• Foodies- interested in the locally grown and sourced foods throughout the
area as well as wine and beer. They care about the process behind every
bite.
• Experience Seekers - Seeking boutique destinations, insider knowledge, and
hidden gems. The ultimate compliment to an experience seeker is being
stopped on the street and asked for directions.
• Events- Community Promotions funded events through GIA and Events
Promotion of PCC/TBID, as appropriate
Additional -- although smaller -- target demographics will be:
• The LGBT community- interested in an open minded, welcoming/accepting
community.
• Cal Poly Alum and Parents- interested in re-visiting their college stomping
grounds and knowing about where their children are going to school, looking for
fun local experiences while they’re here.
• Travelers with Pets- interested in knowing their pets are warmly welcomed. They
feel valued and comfortable when their pet is.
• Girls Getaway- interested in spending time together while bonding and
experiencing San Luis Obispo.
• History Buffs- interested in the historical and cultural things to do and see.
Always looking for facts you can’t find online or in a book.
• On a Budget- interested in a unique experience for a good price.
• Couples Getaway- interested in a relaxed, memorable experiences
Tactics to Reach Residents of SLO County
While SLO welcomes guests from outside our area, we are equally passionate about
promoting amazing offerings and activities to those that live in the city and surrounding
areas. To do that effectively, we will work with local media to highlight the various
events and activities going on in our area.
• Cultural events such as: SLO Film Festival, Jazz Festival, Festival Mozaic,
Restaurant month, Civic Ballet, Opera
• Sporting events such as: SLO Marathon, Cal Poly Athletics, City to the Sea
Marathon, Bravo SLO, La Guitarra Festival, Summer Soccer Tournament
• Special Interest such as: Remnants from the Past, Science After Dark, Mini
Maker Faire, Quilt Show, Craft Beer Festivals (Oktoberfest)
• All Community Promotions funded events through GIA and Events Promotion of
PCC/TBID
Reach
1. National Reach
Primary targets will be to reach to media outlets in California and the Western United
States. Western United States defined to include Washington, Oregon, Nevada,
Utah, Colorado and Arizona. In addition, the Chamber will proactively outreach to
major national media outlets including magazines and newspapers with a national
reach as well as target guide books for updated and enhanced content.
2. International Reach
The Chamber will collaborate on international public relations efforts with Visit
California, California’s State Office of Tourism, on their international public relation
campaigns. Themes, timing and support will be determined by the organization.
Chamber will be responsive to their needs.
3. Cross Marketing/ Strategic Alliances
The Chamber will proactively seek ways of working with other organizations to both
cross market through public relations initiatives as well as through building strategic
alliances. In the upcoming year we are excited to be collaborating with the city’s new
marketing agency as well as other partners to promote and market San Luis Obispo.
Notice Requesting Proposals for
Events Promotion Outreach Services
for the City of San Luis Obispo
Administration Specification No. TBD
The City of San Luis Obispo is requesting proposals to develop an outreach program to promote
events occurring in the City of San Luis Obispo for the 2015 calendar year, pursuant to
Specification No. TBD.
All proposals must be received by the Department of Finance and Information Technology by
time and date TBD, when they will be opened publicly in the City Hall Council Hearing Room,
990 Palm Street, San Luis Obispo, CA 93401.
Proposals received after said time will not be considered. To guard against premature opening,
each proposal shall be submitted to the Department of Finance in a sealed envelope plainly marked
with the proposal title, specification number, proposer name, and time and date of the proposal
opening. Proposals shall be submitted using the forms provided in the specification package.
Additional information may be obtained by contacting Molly Cano, Tourism Manager, at 805 781-
7165 or mcano@slocity.org
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TABLE OF CONTENTS
A. Description of Work 3
B. General Terms and Conditions 4
Proposal Requirements
Contract Award and Execution
Contract Performance
C. Special Terms and Conditions 8
Proposal Content
Proposal Evaluation and Selection
Proposal Review and Award Schedule
Contract Term
Contract Invoices
Submittal of References
Statement of Contract Disqualifications
Ownership of Materials
Release of Reports and Information
Copies of Reports and Information
D. Agreement 10
E. Insurance Requirements 12
F. Proposal Submittal Forms 13
References
Statement of Disqualifications
Proposal Submittal Form
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DESCRIPTION OF WORK
The City of San Luis Obispo promotes San Luis Obispo as a visitor destination to enhance the
economic well being of City residents and businesses. The Promotional Coordinating Committee
(PCC), a seven-member advisory body to the City Council, administers the budget for internal
community promotions.
Background
The committee promotes the awareness for events happening in the City of San Luis Obispo to
County residents. In 2010, the committee commissioned a campaign for events promotion for the
2011 calendar year. The SLO Happenings program as it came to be called, began with production
and related advertising of semi-annual printed event brochure and website, www.eventslo.org, to
provide on-line access to events listings as advertisements for the events. Based on the positive
feedback received in 2011, the City extended the contract for calendar year 2012 but redirected the
web presence to the City’s website, www.slocity.org/events.
In 2013 calendar year, the committee approved the continued production of the SLO Happenings
brochure however, due to the perceived return on investment, user engagement with the brand and
track-ability, the PCC moved to a quarterly digital-only brochure. The digital version allowed for
more relevant and up-to-date information and engaged a growing Facebook audience reaching
nearly 60,000 readers weekly.
In 2014, the PCC stopped the production of the digital brochure entirely and the SLO Happenings
program evolved into the development of an application (app) with a custom content management
system for an event submission portal. In addition, through the City’s website, there was a platform
to support non-smart phone options to share the information. The promotion of the app was through
social media, contests, and custom Facebook applications, PR and digital advertising to promote
downloads.
Description of Work
The PCC is requesting proposals from marketing or digital agencies for Events Promotion Outreach
Services to manage the SLO Happenings brand and application. The contracted agency will be
responsible for enhancing and managing the SLO Happenings program.
For the purposes of this proposal, the budget for the enhanced development, promotion and
execution of the SLO Happenings program and app in calendar year 2015 through June 2016 (18
months), is considered to be up to $48,000. However, the City is seeking proposals for an
advertising plan and reserves the option to contract for the actual execution of the plan with a
separate entity. In addition the PCC acknowledges that the key to success for the app is the quality
of the content that it maintains. The proposal should therefore be structured into two phases and/or
components:
1. Management of the app including the development and enhancement of the current
technology
2. Promotion of the SLO Happenings program
Objectives of Special Events Campaign
Create awareness and ongoing reminders for San Luis Obispo City events year-round
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Target San Luis Obispo County residents including all incorporated cities, San Luis
Obispo City, plus Santa Maria
Provide information on events and activities happening in San Luis Obispo the City to
residents and visitors
Incorporate City branding and create a cohesive and consistent look of campaign
Keep San Luis Obispo City events top of mind with County residents and visitors
Support the local business community in promoting their offerings, activities, and events
Enhance the capabilities of the SLO Happenings application (app)
Potential Components taken into consideration
Connection between various City event calendars to feed information
Integration of digital features like weather, maps, social, etc.
Possible “Gamification” of the app
EACH PROPOSAL PACKAGE MUST INCLUDE THE FOLLOWING STATEMENTS
AND INFORMATION TO BE CONSIDERED FOR SELECTION:
1. Statement of the proposed workscope for the app management and development. The
workscope should:
• Cover events in calendar year 2015 through June 2016
• Outline of the proposed development of app features
• Summarize the approach to managing app (content, database, etc)
• Discuss the approach to content management
• Discuss the approach to promote event organizer adoption and use
• Include a budget for the app management and enhancement development detailing all
integrated components.
• Identify the program manager and key personnel responsible for the campaign.
2. Statement of the proposed workscope for the app promotion. The workscope should:
• Summarize overall promotional strategy including traditional and social media
• State the general approach (philosophy) toward most effectively reaching targeted
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audiences.
• State the general strategies for achieving the above approach (i.e., include a proposed
schedule marketing efforts)
• Discuss the approach to promoting the event app to event organizers
• Include a budget for the campaign detailing all integrated components.
• Identify the program manager and key personnel responsible for the campaign.
3. Statement of the proposed workscope for the campaign reporting. The workscope should
discuss:
• Download volume and the analytics reporting frequency of use
• What qualitative information will be reported on the app usage
• Tracking website referral to events
• Tracking of Social stats
• Tracking ROI on advertising
• What additional information will be reported for the program
4. Resume of professional experience and samples of previous work (presentation of portfolio,
including work for existing clients and evidence of strategic thinking and problem solving
ability will be requested of those proposers who are selected for interviews). These
materials will become the property of the City of San Luis Obispo.
3. A list of three professional references, including names and telephone numbers of current clients
and scope of project for these clients.
4. In your response, please consider the City’s current tourism marketing efforts including the status of
the current SLO Happenings app and other efforts including: www.sanluisobispovacations.com
and ShareSLO.com for potential tie-in opportunities.
GENERAL TERMS AND CONDITIONS
PROPOSAL REQUIREMENTS
1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal
(proposer) shall meet all of the terms, and conditions of the Request for Proposals (RFP)
specifications package. By virtue of its proposal submittal, the proposer acknowledges
agreement with and acceptance of all provisions of the RFP specifications.
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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 enclosed in an envelope which shall be sealed and addressed to
the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo,
CA, 93401. In order to guard against premature opening, the proposal should be clearly
labeled with the proposal title, specification number, name of Proposer, and date and time
of proposal opening. No FAX submittals will be accepted.
3. Proposal Withdrawal and Opening. Proposers may withdraw their 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 proposer unopened. No proposal received after the time specified or at any
place other than that stated in the "Notice Requesting Proposals" will be considered. All
proposals will be opened and declared publicly. Proposers or their representatives are
invited to be present at the opening of the proposals.
4. Submittal of One Proposal Only. No individual or business entity of any kind shall be
allowed to make or file, or to be interested in more than one proposal, except an alternative
proposal when specifically requested.
5. 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
6. 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 the
specifications for proposal evaluation and contract award criteria.
7. Competency and Responsibility of Proposer. The City reserves full discretion to
determine the competence and responsibility, professionally and/or financially, of
proposers. Proposers will provide, in a timely manner, any and all information which the
City deems necessary to make such a decision.
8. Contract Requirement. The proposer to whom award is made (Contractor) shall execute a
written contract with the City within ten (10) calendar days after notice of the award has
been sent by mail to it at the address given in its proposal. The contract shall be made in the
form adopted by the City and incorporated in these specifications.
9. Insurance Requirements. The Contractor shall provide proof of insurance in the form,
coverages, and amounts specified in Section E of these specifications within 10 (ten)
calendar days after notice of contract award as a precondition to contract execution.
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10. Business License & Tax Certificate. The Contractor must have a valid City of San Luis
Obispo business license and tax certificate prior to execution of the contract. Additional
information regarding the City's business tax program may be obtained by calling (805)781-
7134.
CONTRACT PERFORMANCE
11. Ability to Perform. The Contractor warrants that it possesses, or has arranged through
subcontracts, all capital and other equipment, labor, materials, and licenses necessary to
carry out and complete the work hereunder in compliance with any and all federal, state,
county, city, and special district laws, ordinances, and regulations.
12. Laws to be Observed. The Contractor shall keep itself fully informed of and shall observe
and comply with all applicable state and federal laws and county and City of San Luis
Obispo ordinances, regulations and adopted codes during its performance of the work.
13. Payment of Taxes. The contract prices shall include full compensation for all taxes which
the Contractor is required to pay.
14. Permits and Licenses. The Contractor shall procure all permits and licenses, pay all
charges and fees, and give all notices necessary.
15. Safety Provisions. The Contractor shall conform to the rules and regulations pertaining to
safety established by OSHA and the California Division of Industrial Safety.
16. Public and Employee Safety. Whenever the Contractor's operations create a condition
hazardous to the public or City employees, it shall, at its expense and without cost to the
City, furnish, erect and maintain such fences, temporary railings, barricades, lights, signs
and other devices and take such other protective measures as are necessary to prevent
accidents or damage or injury to the public and employees.
17. Preservation of City Property. The Contractor shall provide and install suitable
safeguards, approved by the City, to protect City property from injury or damage. If City
property is injured or damaged as a result of the Contractor's operations, it shall be replaced
or restored at the Contractor's expense. The facilities shall be replaced or restored to a
condition as good as when the Contractor began work.
18. Immigration Act of 1986. The Contractor warrants on behalf of itself and all
subcontractors engaged for the performance of this work that only persons authorized to
work in the United States pursuant to the Immigration Reform and Control Act of 1986 and
other applicable laws shall be employed in the performance of the work hereunder.
19. Contractor Non-Discrimination. In the performance of this work, the Contractor agrees
that it will not engage in, nor permit such subcontractors as it may employ, to engage in
discrimination in employment of persons because of age, race, color, sex, national origin or
ancestry, sexual orientation, or religion of such persons.
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20. Work Delays. Should the Contractor be obstructed or delayed in the work required to be
done hereunder by changes in the work or by any default, act, or omission of the City, or by
strikes, fire, earthquake, or any other Act of God, or by the inability to obtain materials,
equipment, or labor due to federal government restrictions arising out of defense or war
programs, then the time of completion may, at the City's sole option, be extended for such
periods as may be agreed upon by the City and the Contractor. In the event that there is
insufficient time to grant such extensions prior to the completion date of the contract, the
City may, at the time of acceptance of the work, waive liquidated damages which may have
accrued for failure to complete on time, due to any of the above, after hearing evidence as to
the reasons for such delay, and making a finding as to the causes of same.
21. Payment Terms. The City's payment terms are 30 days from the receipt of an original
invoice and acceptance by the City of the materials, supplies, equipment, or services
provided by the Contractor (Net 30).
22. Inspection. The Contractor shall furnish City with every reasonable opportunity for City to
ascertain that the services of the Contractor are being performed in accordance with the
requirements and intentions of this contract. All work done and all materials furnished, if
any, shall be subject to the City's inspection and approval. The inspection of such work
shall not relieve Contractor of any of its obligations to fulfill its contract requirements.
23. Audit. The City shall have the option of inspecting and/or auditing all records and other
written materials used by Contractor in preparing its invoices to City as a condition
precedent to any payment to Contractor.
24. Interests of Contractor. The Contractor covenants that it presently has no interest, and
shall not acquire any interest direct or indirect or otherwise, which would conflict in any
manner or degree with the performance of the work hereunder. The Contractor further
covenants that, in the performance of this work, no subcontractor or person having such an
interest shall be employed. The Contractor certifies that no one who has or will have any
financial interest in performing this work is an officer or employee of the City. It is hereby
expressly agreed that, in the performance of the work hereunder, the Contractor shall at all
times be deemed an independent contractor and not an agent or employee of the City.
25. Hold Harmless and Indemnification. The Contractor agrees to defend, indemnify, protect
and hold the City and its agents, officers and employees harmless from and against any and
all claims asserted or liability established for damages or injuries to any person or property,
including injury to the Contractor's employees, agents or officers which arise from or are
connected with or are caused or claimed to be caused by the acts or omissions of the
Contractor, and its agents, officers or employees, in performing the work or services herein,
and all expenses of investigating and defending against same; provided, however, that the
Contractor's duty to indemnify and hold harmless shall not include any claims or liability
arising from the established sole negligence or willful misconduct of the City, its agents,
officers or employees.
26. Contract Assignment. The Contractor shall not assign, transfer, convey or otherwise
dispose of the contract, or its right, title or interest, or its power to execute such a contract to
any individual or business entity of any kind without the previous written consent of the
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City.
27. Termination. If, during the term of the contract, the City determines that the Contractor is
not faithfully abiding by any term or condition contained herein, the City may notify the
Contractor in writing of such defect or failure to perform; which notice must give the
Contractor a 10 (ten) calendar day notice of time thereafter in which to perform said work or
cure the deficiency. If the Contractor has not performed the work or cured the deficiency
within the ten days specified in the notice, such shall constitute a breach of the contract and
the City may terminate the contract immediately by written notice to the Contractor to said
effect. Thereafter, neither party shall have any further duties, obligations, responsibilities,
or rights under the contract except, however, any and all obligations of the Contractor's
surety shall remain in full force and effect, and shall not be extinguished, reduced, or in any
manner waived by the termination thereof. In said event, the Contractor shall be entitled to
the reasonable value of its services performed from the beginning date in which the breach
occurs up to the day it received the City's Notice of Termination, minus any offset from
such payment representing the City's damages from such breach. "Reasonable value"
includes fees or charges for goods or services as of the last milestone or task satisfactorily
delivered or completed by the Contractor as may be set forth in the Agreement payment
schedule; compensation for any other work, services or goods performed or provided by the
Contractor shall be based solely on the City's assessment of the value of the work-in-
progress in completing the overall workscope. The City reserves the right to delay any such
payment until completion or confirmed abandonment of the project, as may be determined
in the City's sole discretion, so as to permit a full and complete accounting of costs. In no
event, however, shall the Contractor be entitled to receive in excess of the compensation
quoted in its proposal.
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SPECIAL TERMS AND CONDITIONS
1. Proposal Content. Your proposal must include the following information:
Submittal Forms
a. Proposal Submittal Form
b. References from a least three firms for whom you have provided similar services.
c. Statement of Contract Disqualifications
General Information
d. Description of your approach to completing the work
e. Experience of your firm in performing similar services
f. Warranties or guarantees that you would provide to the City regarding your
performance in completing the work
g. Resumes of the individuals that would be assigned to this project
h. Hourly billing rates for staff to be assigned to this project, if appropriate.
i. Proposed compensation and payment schedule.
j. Any other information that would assist us in making this contract award decision
Proposal Length and Copies
k. Proposals should not exceed 40 pages, including attachments and supplemental
materials.
l. 9 copies of the proposal must be submitted.
2. Proposal Evaluation and Selection. Proposals will be evaluated by a review committee
based on the following criteria:
a. Understanding of the work required by the City
b. Quality and nature of proposed programs to be implemented for marketing services.
(Innovative concepts and alternative approaches, in addition to direct advertising
campaigns, are desirable.)
c. Proposer’s experience in advertising services, which may include services to public
agencies.
d. Recent experience in successfully performing similar services
e. Proposed approach in completing the work
f. References
g. Background and related experience of the specific individuals to be assigned to this
project
h. Proposed compensation
As reflected above, 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 City. 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.
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3. Proposal Review and Award Schedule. The following is an outline of the anticipated
schedule for proposal review and contract award:
Issue RFP August 25, 2014
Receive proposals September 19, 2014
Complete proposal evaluation September 29 – October 8, 2014
Conduct finalist interviews TBD – Special Meeting of PCC
Award contract November 12, 2014
Execute contract November 17, 2014
4. Contract Term. The services identified in these specifications will be used by the City
between January 1, 2015 and June 30, 2016 (18 month term). The prices quoted for these
items must be valid for the entire period indicated above unless otherwise conditioned by
the proposer in its proposal. Upon the mutual agreement of both parties, the contract may
be extended for up to an additional three, one-year terms.
5. Contractor Invoices. The Contractor shall deliver a monthly invoice to the City, with
attached copies of work order forms or detail invoices.
6. Submittal of References. Each proposer shall submit a statement of qualifications and
references on the form provided in the RFP package.
7. 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.
8. 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.
9. 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 City and shall not be made available to any
individual or organization by the Contractor without the prior written approval of the City.
10. 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.
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AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this day of
, by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as
City, and [ ], hereinafter referred to as Contractor.
W I T N E S S E T H:
WHEREAS, on ________, City requested proposals for Events Promotion services for the City of San Luis
Obispo per Specification No. TBD
WHEREAS, the City’s Promotional Coordinating Committee reviewed and evaluated the proposals; and
WHEREAS, in its November regular meeting, recommended that Contractor be commissioned to execute
events promotion services pursuant to Specification No. TBD; and
WHEREAS, the City accepted the committee’s recommendation and the Contractor’s proposed services.
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 of this Agreement is made and entered, as
first written above, until June 30, 2016. By mutual agreement of both parties, the term of this Agreement may be
extended three times for an additional one year term.
2. INCORPORATION BY REFERENCE. City Specification No. TBD and Contractor's proposal
dated [ ], are hereby incorporated in and made a part of this Agreement.
3. CITY'S OBLIGATIONS. For providing services as specified in this Agreement, City will pay and
Contractor shall receive therefore compensation in a total sum not to exceed [$ ].
4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements
hereinbefore mentioned to be made and performed by City, Contractor agrees with City to provide services as described
in Exhibit A attached hereto and incorporated into this Agreement.
5. 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 Council of the City.
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6. 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.
7. 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 City Clerk
City of San Luis Obispo
990 Palm Street
San Luis Obispo, CA 93401
Contractor [ ]
[ ]
[ ]
[ ]
8. 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.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first
above written.
ATTEST: CITY OF SAN LUIS OBISPO,
A Municipal Corporation
By:
Anthony J. Mejia, City Clerk Katie Lichtig, City Manager
APPROVED AS TO FORM: CONTRACTOR
By:
Christine Dietrick, City Attorney
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INSURANCE REQUIREMENTS: Consultant 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.
4. Errors and Omissions Liability insurance as appropriate to the consultant's profession.
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.
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.
4. Errors and Omissions Liability: $1,000,000 per occurrence.
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:
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. Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall
not affect coverage provided to the City, its officers, officials, employees, agents or volunteers.
4. 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.
5. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended,
voided, cancelled 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.
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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 which 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
Customer Name
Contact Individual
Telephone & FAX number
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
Reference No. 2
Customer Name
Contact Individual
Telephone & FAX number
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
Reference No. 3
Customer Name
Contact Individual
Telephone & FAX number
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
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STATEMENT OF PROPOSER'S 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.
1. Do you have any disqualification as described in the above paragraph to declare?
Yes No
2. If Yes, explain the circumstances.
Executed on at
I declare, under penalty of perjury of the laws of the State of California, that the foregoing is true and correct.
_________________________________________
Signature of Authorized Proposer Representative
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PROPOSAL SUBMITTAL FORM
The undersigned declares that she or he has carefully examined Specification No. 91039, 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:
Description of Activity 2010-11
TOTAL $
Certificate of insurance attached; insurance company’s A.M. Best rating: __________________.
Firm Name and Address
Contact Phone
Signature of Authorized Representative
Date