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HomeMy WebLinkAbout03/16/1999, C2 - REQUEST FOR PROPOSALS FOR CITY OF SAN LUIS OBISPO'S TOURISM ADVERTISING CONTRACT FOR 1999-2001 jcouncil M-;=L. _C,y acEnoa aEpont iC2 CITY OF SAN LUIS O B I S P 0 FROM: Ken Hampian,Assistant City Administrative Officer f4 Prepared By: Wendy George,Assistant to the City Administrative Officer W SUBJECT: REQUEST FOR PROPOSALS FOR CITY OF SAN LUIS OBISPO'S TOURISM ADVERTISING CONTRACT FOR 1999-2001 CAO RECOMMENDATION Approve the Promotional Coordinating Committee (FCC's) proposed Request for Proposals for 1999-2001 Marketing Services for the City of San Luis Obispo. DISCUSSION As part of its tourism promotional program, the City of San Luis Obispo contracts with an advertising firm to develop a paid advertising campaign to encourage overnight travel to the City, especially during the off-season (November through March). Overnight travel has traditionally been the focal point of the campaign because of its relationship to the local tax base. It helps to generate revenues for the City through increases in the Transient Occupancy Tax (TOT) and sales tax receipts. The City's program has typically relied on a combination of cable and print media and has been geared to the Southern California travel market. More recently,promotional opportunities have been explored in the Bakersfield and San Jose areas, as well. At its March 10, 1999, meeting the PCC is expected to approve the proposed 1999-2001 Marketing Services Request for Proposals (RFP). The terms of the RFP are very similar to those used for the prior contract. The RFP requires the contractor to develop a campaign, including advertising concept, design and production, media buys and placement, and other services as necessary. It also requires that the advertising firm coordinate its efforts with the promotional services provided by the San Luis Obispo Chamber of Commerce and the San Luis Obispo County Visitors and Conference Bureau. In addition, the contractor must maintain an effective working relationship with the PCC, attending their meetings at least monthly and providing monthly written reports on completed activities. Two changes are being proposed for this RFP. The first is to add the ability to extend the contract for an additional two years upon the mutual agreement of both parties. In the past we have automatically gone out for new proposals every two years, even though we are frequently perfectly happy with the current contractor and end up rehiring that same business. By allowing one option to extend the contract, we will be potentially eliminating the need to embark on a time consuming process unnecessarily. The second change is to include an option for proposers to add up to $15,000 in optional "additives" to the proposal. The tentative marketing contract budgets for 1999-2000 and 2000- 2001, based on the current budget plus the standard cost of living factor, are $144,600 and C2-1 Council Agenda Report-Marketing Request for Proposals Page 2 $148,900 respectively. During the goal setting process, the PCC suggested that the Council consider increasing total funding for City promotion by 10%. By allowing the option for proposers to include up to an additional$15,000 in"additives",which amounts to approximately an additional 10% more funding for the contract, the PCC will have an opportunity to evaluate whether or not there are real marketing advantages which can be derived from a proposed increase. If the PCC believes that the "additives" are worthwhile, it will request the additional funding from the Council at the time of the marketing contract approval. The RFP is very straight forward. Interested applicants will be given approximately three and a half weeks to prepare a marketing campaign to promote the City. All proposals received by the City will be reviewed and ranked by the PCC. Once this process is complete,the PCC will forward a recommendation to the City Council as to the proposed contract recipient. The Council will be taking action on this item in June or early July. FISCAL IMPACT The RFP has been prepared using dollar amounts that are expected to be included in the proposed 1999-2001 Financial Plan: $144,600 and $148,900 respectively. In addition, it allows for up to $15,000 in optional "additives" to be considered. The exact amount of the contract will not be determined until the Council approves the contract in June or early July, at which time final approval will be requested for any proposed"additives". This fact was made clear in the RFP. ALTERNATIVES Eliminate the opportunity to include $15,000 of optional additives in the parameters of the RFP. Staff does not support this alternative. We feel that the chance for a proposer to add additional marketing suggestions will allow the PCC to evaluate actual ideas that may or may not substantiate its belief that 10% additional funding for the marketing contract will have tourist attraction significance. Attachment Marketing RFP C2-2 ��►iIIIf11�IIhIIP�ll�ll�' ` � I�II'll�llil'll;�' �� � ► city Of SAn LEGS OBISPO Notice Requesting Proposals for MARKETING SERVICES for the City of San Luis Obispo Administration Specification No.90009 The City of San Luis Obispo is requesting proposals for marketing the City as a visitor destination for the 1999-2000 and 2000-01 fiscal years,pursuant to Specification No. 90009 All proposals must be received by the Department of Finance by 4:00 p.m. April 30, 1998,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 Wendy George at(805) 781-7151. C2-3 TABLE OF CONTENTS A. Description of Work 3 B. General Terms and Conditions 5 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 11 E. Insurance Requirements 13 F. Proposal Submittal Forms 14 References Statement of Disqualifications Proposal Submittal Form 2 C2-4 DESCRIPTION OF WG,�. The City of San Luis Obispo has traditionally conducted a marketing campaign to promote San Luis Obispo as a visitor destination to enhance the economic well-being of City residents and businesses. The primary purpose of the campaign is to encourage overnight travel to San Luis Obispo from other parts of California. The promotional efforts are coordinated by the Promotional Coordinating Committee(PCC), a seven-member advisory body to the City Council. In addition to the marketing campaign, the City currently contracts with the San Luis Obispo Chamber of Commerce for visitor services and additional non-advertising promotional and public relations services. The City also contributes to the San Luis Obispo County Visitors and Conference Bureau for promotion through county-wide cooperative initiatives. Coordination with these programs will be essential for a successful campaign. The City has found that the public interest and welfare will be best served by the solicitation of marketing services to conduct a comprehensive campaign that includes direct advertising to target California markets, as well as alternative advertising methods, and which provides a means to clearly evaluate the effectiveness of the campaign. For the purposed of this proposal, the budget for direct advertising and marketing services is considered to be $144,600 in 1999/2000 and $149,000 in 2000/01. In addition, this proposed budget includes funding for a high quality promotional document, currently the Chamber of Commerce Visitors Guide, to be used as part of the City's advertising `Yulfillment" package. Finally,proposes are invited to consider additional "additives" to their proposal in the amount up to $15,000. "Additives" will be evaluated by the PCC and may or may not be recommended to the City Council. The final exact budget amounts will be determined by the City Council in late June or July, 1999. &e-c-i&Services 1. Planning, preparing and implementing a marketing campaign, on the City's behalf, subject to PCC recommendation and City Council approval. 2. Providing account services such as, but not limited to, ad concept, design and production, media buys and placement, and additional services as needed. Also, checking, paying invoices and accounting for all such activity conducted on the City's behalf in any media. Agencies should indicate whether they intend to collect a flat fee or accept a commission. If collecting a fee, agencies are required to dedicate the commission amount to the purchase of additional advertising. 3. Designing and conducting a program to monitor effectiveness of the marketing campaign. 4. Establishing and maintaining an effective working relationship with the PCC. Liaison between the PCC and Contractor will be through the PCC Marketing Subcommittee. Scheduled meetings will normally be on a monthly basis with the PCC Marketing Subcommittee and Contractor to refine and adjust campaign objectives as recommended by the PCC. 5. Providing the PCC with timely, written monthly reports, one week prior to the regular meeting, on the status of all aspects of the marketing campaign. Attending monthly PCC 3 C2-5 meetings to discuss _.mpaign activities. 6. Planning and commissioning any research activity that the PCC or City Council may require, including suggestions for and methods of continuing evaluation of the effectiveness of marketing campaigns. 7. Coordinating activities of the marketing campaign with promotional services provided by the San Luis Obispo Chamber of Commerce and the San Luis Obispo county Visitors and Conference Bureau. Establishing effective working relationships with staff of the organizations referenced above, and other City bodies, to achieve coordinated and efficient use of all available resources,avoiding a duplication of efforts. EACH PROPOSAL PACKAGE MUST INCLUDE THE FOLLOWING STATEMENTS AND INFORMATION TO BE CONSIDERED FOR SELECTION: 1. Statement of the proposed workscope. The workscope should: • Cover two fiscal years(July, 1999,through June,2001). • Summarize the marketing campaign. • State the objective of, and general approach (philosophy) toward, the marketing campaign. • State the specific strategy for achieving the above objective (i.e., include a general schedule of media placement and other activities) • Include a budget for the campaign and a fee schedule for services to be provided. • Identify the agency program manager and key personnel responsible for the campaign, such as copy and design/production personnel, and any subcontractors. 2. 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 proposer; 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. 4 C2-6 GENERAL TERMS ANS .:ONDITIONS 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. 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. A proposer 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 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 5 C2-7 written contract wr", the City within ten (10) calendar days aver 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. 10. Business Tax. The Contractor must have•a valid City of San Luis Obispo business 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 wan-ants 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, famish, 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 wan-ants 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. 6 C2-8 19. Contractor Non-i..,crimination. In the performance of t1u, 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. 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 famish 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. 7 C2-9 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 City. 27. Termination. If, during the tens 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. 8 C2-10 SPECIAL TERMS AND . JNDMONS 1. Proposal Content. Your proposal must include the following information: Submittal Fomes 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. Services or data to be provided by the City j. Proposed compensation and payment schedule. k. Any proposed "additives" (up to $15,000) clearly delineated from the remainder of the proposal 1. Any other information that would assist us in making this contract award decision Proposal Length and Copies 1.. Proposals should not exceed 35 pages, including attachments and supplemental materials. in. 8 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 marketing 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 9 C2-11 and discussing then. .arther 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: Issue RFP 4n Receive proposals 4/30 Complete proposal evaluation 5/5 Conduct finalist interviews 5/12 Award contract 6/15 or 7/6 Execute contract 7/15 or earlier depending on date of award 4. Contract Term. The services identified in these specification will be used by the City between July 1, 1999 and June 30, 2001. 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 2 years. 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 famish 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. 10 C2-12 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. WITNESSETH: WHEREAS, on April 7, 1999, City requested proposals for Marketing services for the City of San Luis Obispo per Specification No.90009. WHEREAS, pursuant to said request, Contractor submitted a proposal which was accepted by City for said 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 30,2001. By mutual agreement of both parties, the term of this Agreement may be extended for an additional two years. 2. INCORPORATION BY REFERENCE. City Specification No. 90009 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 therefor compensation in a total sum not to exceed[$ I 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. 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. 11 C2-13 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 fust above written. ATTEST: CITY OF SAN LUIS OBISPO, A Municipal Corporation By: City Clerk City Administrative Officer[or Mayor] APPROVED AS TO FORM: CONTRACTOR By: City Attorney 12 C2-14 INSURANCE REQ, #"EMENTS: Consultant Servi%._s 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: L 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: I. 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 volunteer; 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 fail=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 marl,return receipt requested,has been given to the City. Acceptability of Insurers. Insurance is to be placed with insurer; 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. 13 C2-15 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.l 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 14 C2-16 STATEMENT PROPOSER'S F. _jT 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 15 C2-17 PROPOSAL SUBM1 AL FORM The undersigned declares that she or he has carefully examined Specification No. 90009, 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: DescripHon ot'Activit.%, 1999-2000 2000-01 SUBTOTAL SUBTOTAL TOTAL $ $ ❑ Certificate of insurance attached; insurance company's A.M.Best rating: ❑ Description of your firm's Year 2000 compliance strategy (or statement why this is not relevant to the purchase)attached. Firm Naive and Address Contact Phone Si nature o Authorized Representative Date 16 C2-18 Mt INU Ali NUA DA 3'ITEM # MEMORANDUM F- - OMD DIR Q FIN DIR DFIRE CHIEF Date: March 11, 1999 EM DIR C�i�OL10E CHF To: Mayor&Members of the City Council 4 MEGti1USA [HERS DIR i From: Lee Price, City Clerk RE: Agenda Item #C-2 REQUEST FOR PROPOSALS FOR CITY OF SAN LUIS OBISPO TOURISM ADVERTISING CONTRACT FOR 1999-2001 Staff requests that this item be continued to the meeting of April 6, 1999 to allow for the incorporation of revisions recommended by the PCC at their regular meeting of March 10, 1999. ti RECEIVED MAR 1 1 1999 SLO CITY CLERK