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HomeMy WebLinkAboutC3 PCC Events Promotion Outreach RFPCity of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number FROM: Michael Codron, Assistant City Manager Prepared By: Molly Cano, Tourism Manager SUBJECT: ISSUANCE OF REQUEST FOR PROPOSAL FOR EVENTS PROMOTION OUTREACH SERVICES FROM PROMOTIONAL COORDINATING COMMITTEE RECOMMENDATIONS 1. As recommended by the Promotional Coordinating Committee (PCC), authorize the issuance of a Request for Proposal (RFP) Specification No. 91305 for Events Promotion Outreach Services. 2. Authorize the City Manager to enter into a contract for Events Promotion Outreach Services based on the recommendation by the Promotional Coordinating Committee (PCC). DISCUSSION Background In 2010, the Promotional Coordinating 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 a 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 PCC 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-smartphone 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. The current contract has exhausted the allowed contract extensions as originally outlined in the RFP in 2010. In order to continue this program, the PCC is requesting proposals from marketing or digital agencies for Events Promotion Outreach Services to manage the SLO Happenings brand and app. The contracted agency will be responsible for enhancing and managing the SLO 8/19/14 C3 C3 - 1 Council Agenda Report—PCC RFP FOR EVENTS PROMOTION OUTREACH SERVICES Page 2 Happenings program. On June 11, 2014, the PCC assigned a committee taskforce to guide staff on the development of the RFP. The PCC also provided input to the taskforce on the direction and considerations for the workscope of the RFP. Taskforce Deliberation The PCC taskforce met on June 24, 2014 to draft the RFP. The taskforce discussed and prioritized the objectives for the campaign. They also discussed the timeline of the contract and agreed that it was important to adjust the contract to be in line with the City’s budget on a fiscal year schedule. The budget recommended for calendar year 2015 through June 2016 (18 months) will be up to $48,000 for the enhanced development, promotion and execution of the SLO Happenings program. The taskforce felt it was imperative to state within the RFP that the key to success for the app is the quality of the content that it maintains and so the RFP responses 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 PCC Recommendation The scope of work and campaign objectives were presented by the taskforce at the Regular PCC meeting of July 9, 2014. The PCC unanimously approved the scope with minimal changes to verbiage and recommended release of the RFP as set forth in the preliminary RFP deadlines. The budget was recommended at $48,000 for an 18 month contract with the opportunity to extend the contract at the mutual agreement of both parties for up to an additional three, one-year terms. (Attachment 1 RFP & Attachment 2 PCC Minutes) FISCAL IMPACT The total amount budgeted in the 2014-15 Financial Plan Supplement is $388,200 for the Community Promotions Program. On July 1, 2014, City Council earmarked $32,000 for the Events & Activities Support Program and the remaining $16,000 will be allocated from the 2015-16 budget for the purpose of this contract. (Attachment 3 City Council Minutes) ALTERNATIVES The City Council may choose to deny or defer the authorization to issue this RFP for Events Promotion Outreach Services. Staff does not recommend this option as the existing contract will expire on December 31, 2014 without the ability to extend the term. ATTACHMENTS 1. Request for Proposal – Specification No. 91305 2. PCC Minutes – July 9, 2014 3. City Council Minutes – July 1, 2014 t:\council agenda reports\2014\2014-08-19\pcc events promotion outreach rfp\council agenda report_pcc rfp.docx C3 - 2 Notice Requesting Proposals for Events Promotion Outreach Services for the City of San Luis Obispo Administration Specification No. 91305 The City of San Luis Obispo is requesting sealed 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. 91305. All proposals must be received by the Department of Finance and Information Technology by September 19, 2014 at 3:00 pm, 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 Attachment 1 C3 - 3 2 Specification No. 91305 TABLE OF CONTENTS A. Description of Work 3 B. General Terms and Conditions 6 Proposal Requirements Contract Award and Execution Contract Performance C. Special Terms and Conditions 10 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 12 E. Insurance Requirements 14 F. Proposal Submittal Forms 15 References Statement of Disqualifications Proposal Submittal Form C3 - 4 3 Section A 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 C3 - 5 4  Create awareness and ongoing reminders for San Luis Obispo City events year-round  Target San Luis Obispo County residents including all incorporated cities, San Luis Obispo City, plus Santa Maria  Gather and 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: • Enter 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 obtaining and managing content • Discuss the approach to promote event organizer adoption and use • Include a budget for the app management and enhancement development detailing all integrated components and app hosting • Identify the work to be completed between January – December 2015 and January – June 2016 including budget allocations • Identify the program manager and key personnel responsible for the campaign 2. Statement of the proposed workscope for the app promotion. The workscope should: C3 - 6 5 • Summarize overall promotional strategy including traditional and social media • State the general approach (philosophy) toward most effectively reaching targeted 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 • Briefly identify the campaign calendar between January – December 2015 and January – June 2016 including budget allocations • 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. C3 - 7 6 Section B GENERAL TERMS AND CONDITIONS PROPOSAL REQUIREMENTS 1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal (bidder) shall meet all of the terms, and conditions of the Invitation for Bids (IFB) or Request for Proposals (RFP) specifications package. By virtue of its proposal submittal, the bidder acknowledges agreement with and acceptance of all provisions of the IFB/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 that 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 bidder, and date and time of proposal opening. No FAX submittals will be accepted. 3. Insurance Certificate. Each proposal must include a certificate of insurance showing: a. The insurance carrier and its A.M. Best rating. b. Scope of coverage and limits. c. Deductibles and self-insured retention. The purpose of this submittal is to generally assess the adequacy of the bidder’s insurance coverage during proposal evaluation; as discussed under paragraph 12 below, endorsements are not required until contract award. The City’s insurance requirements are detailed in Section E. 4. Proposal Quotes and Unit Price Extensions. The extensions of unit prices for the quantities indicated and the lump sum prices quoted by the bidder must be entered in figures in the spaces provided on the Proposal Submittal Form(s). Any lump sum bid shall be stated in figures. The Proposal Submittal Form(s) must be totally completed. If the unit price and the total amount stated by any bidder for any item are not in agreement, the unit price alone will be considered as representing the bidder's intention and the proposal total will be corrected to conform to the specified unit price. 5. Proposal Withdrawal and Opening. A bidder may withdraw its proposal, without prejudice prior to the time specified for the proposal opening, by submitting a written request to the Director of Finance for its withdrawal, in which event the proposal will be returned to the bidder unopened. No proposal received after the time specified or at any place other than that stated in the "Notice Inviting Bids/Requesting Proposals" will be considered. All proposals will be opened and declared publicly. Bidders or their representatives are invited to be present at the opening of the proposals. 6. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed to make or file, or to be interested in more than one proposal, except an alternative proposal when specifically requested; however, an individual or business entity that has submitted a sub- proposal to a bidder submitting a proposal, or who has quoted prices on materials to such bidder, is not thereby disqualified from submitting a sub-proposal or from quoting prices to other bidders submitting proposals. C3 - 8 7 7. Cooperative Purchasing. During the term of the contract, the successful bidder will extend all terms and conditions to any other local governmental agencies upon their request. These agencies will issue their own purchase orders, will directly receive goods or services at their place of business and will be directly billed by the successful bidder. 8. 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 9. Proposal Retention and Award. The City reserves the right to retain all proposals for a period of 60 days for examination and comparison. The City also reserves the right to waive non-substantial irregularities in any proposal, to reject any or all proposals, to reject or delete one part of a proposal and accept the other, except to the extent that proposals are qualified by specific limitations. See the "special terms and conditions" in Section C of these specifications for proposal evaluation and contract award criteria. 10. Competency and Responsibility of Bidder. The City reserves full discretion to determine the competence and responsibility, professionally and/or financially, of bidders. Bidders will provide, in a timely manner, all information that the City deems necessary to make such a decision. 11. Contract Requirement. The bidder to whom award is made (Contractor) shall execute a written contract with the City within ten (10) calendar days after notice of the award 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. 12. 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. 13. Business Tax. The Contractor must have a valid City of San Luis Obispo business tax certificate before execution of the contract. Additional information regarding the City's business tax program may be obtained by calling (805) 781-7134. CONTRACT PERFORMANCE 14. 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. 15. 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. 16. Payment of Taxes. The contract prices shall include full compensation for all taxes that the Contractor is required to pay. 17. Permits and Licenses. The Contractor shall procure all permits and licenses, pay all charges and fees, and give all notices necessary. C3 - 9 8 18. Safety Provisions. The Contractor shall conform to the rules and regulations pertaining to safety established by OSHA and the California Division of Industrial Safety. 19. 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. 20. 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 resulting from 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. 21. 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. 22. 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. 23. 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 that 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. 24. 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). 25. 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. 26. 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. 27. Interests of Contractor. The Contractor covenants that it presently has no interest, and shall not acquire any interest—direct, indirect or otherwise—that 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 C3 - 10 9 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. 28. 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 that 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. 29. 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. 30. 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. This 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. C3 - 11 10 Section C 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. C3 - 12 11 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. C3 - 13 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. W I T N E S S E T H: WHEREAS, on ________, City requested proposals for Events Promotion Outreach Services for the City of San Luis Obispo per Specification No. 91305 WHEREAS, the City’s Promotional Coordinating Committee reviewed and evaluated the proposals; and WHEREAS, in its TBD regular meeting, recommended that Contractor be commissioned to execute events promotion services pursuant to Specification No. 91305; 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, by written amendment to be executed by the City Manager, three times for an additional one year term. 2. INCORPORATION BY REFERENCE. City Specification No. 91305 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 [$ ]for the term of the agreement. Funds will be divided with $32,000 from 2014-15 and the remaining funds of $16,000 from 2015-16. Second year funding is dependent upon budget appropriation and approval. Payments will be made monthly based on presented invoices. 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 C3 - 14 13 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. 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 C3 - 15 14 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. C3 - 16 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. 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 C3 - 17 16 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 C3 - 18 17 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 C3 - 19 Promotional Coordinating Committee Meeting Minutes Wednesday, July 9, 2014 5:30 pm at City Hall CALL TO ORDER: Chair Jill LeMieux PRESENT: LeMieux, Cox, Franciskovich, Palazzo, Rizzo, Pearce STAFF PRESENT: Molly Cano, Tourism Manager Meeting to order at 5:32 pm PUBLIC COMMENT No public comment. CONSENT AGENDA ACTION: Moved by Rizzo/Palazzo to approve the consent agenda . Motion carried 6:0 PRESENTATIONS 1. QUARTERLY REPORT BY CONTRACTOR The SLO Chamber of Commerce presented the 2013-14 year-end reports as the year-in-review. The Chamber reported that the Visitor Center served over 72,000 guests in the new space. That was an 11% increase in traffic year over year. They also printed and distributed 100,000 tear off maps funded through the PCC. The maps were provided quarterly and as needed to the hotels within the City. Other programs included participation at the Cal Poly events, promotion of over 16,000 events and distributed the redesigned monthly event sheet. For GIA the Chamber utilized their deep connections in the community provide hands on marketing support to the 25 GIA recipients and as a result, many of the events were picked up in local as well as industry specific outlets. In addition the Chamber shared the results of the PR efforts including the SLO accolades on numerous Best Of lists and other PR highlights locally, nationally, and internationally. BUSINESS ITEMS 1. SLO HAPPENINGS PROGRAM UPDATE Representatives from Verdin presented an update on the results of the SLO Happenings app during first and second quarter. The app began development in November 2013 and was designed first in wireframes with the new look, then built for ios and android platforms. The app was programmed as a web-based portal to manage events and provided and event submission tool. The app launched in March with the Film Festival and the splash-page on the City’s site directs user to the appropriate app store for downloading. Printed cards were also created to promote the app and distributed to events, local hotels, and the Visitor Center and are continually replenished monthly. Quarterly results for the app include: nearly 3000 downloads, 9,000 sessions, and nearly 10,00 app page views. Facebook ads started in February with total impressions of nearly 200,000. KSBY ads as the digital banners only showed about 700 click thru. Verdin recommended to the committee to move the digital ads to a new program with Charter that allowed more detailed analytics, demographic data, and an increase in impressions and click thurs for the same budget. Facebook results for January-June showed total likes increased by 24% and post engagements rate increased to 5% with the weekly reach of 11,500 average per week. Verdin DRAFT Attachment 2 C3 - 20 Promotional Coordinating Committee Minutes Page 2 also reported on contests and campaigns offered through social and presented the information on the new twitter account. The committee discussed the contracts recommendation to move the digital advertising funds from KSBY to Charter and directed it back to the agency as the experts on the allocation of the marketing funds for the desired program results. 2. 2014-15 CONTRACTOR WORKSCOPES Due to the committee’s lack of quorum to vote on the workscopes, the item was postponed to the August meeting. 3. SLO HAPPENINGS PROGRAM RFP The taskforce members presented the draft RFP document to the committee and discussed the items that they had added to the document. The committee particularly discussed adjusting the contract to match the fiscal year schedule since it was no longer a printed piece per year. ACTION: Moved by Palazzo/Pearce to approve the RFP document and recommend the release of the RFP to City Council. Motion carried 6:0 4. REVIEW GRANTS IN AID APPLICATION PROCESS The committee discussed the recent application process and began the discussion on potential changes and considerations for the program. The committee discussed the sustainable funding model and how to address the term limits for funding consideration. The committee felt that it the model was important to maintain. The committee discussed creating an in-kind support package to offer to events that didn’t receive funding but met certain criteria. The committee directed staff to begin the development of the package and for it to be considered further at a later meeting. 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: - 7/1: Council approval of the community promotions program including the PCC and TBID program plans and recommended allocations - Events Promotion sponsorship funding application is now open. Meeting today was 4:30pm in the Council Chambers to answer any questions from the events. The applications are due to the City by 5pm on August 8 for consideration - GIA contracting for 2014-15 is underway and reviewing the final reports that are due by August 31, 2014 Meeting adjourned at 7:05 pm Attachment 2 C3 - 21 City of San Luis Obispo, Council Agenda, City Hall, 990 Palm Street, San Luis Obispo Tuesday, July 1, 2014 5:00 p.m. SPECIAL JOINT MEETING OF THE CITY COUNCIL AND PLANNING COMMISSION Council Chamber 990 Palm Street CALL TO ORDER: Mayor Jan Marx ROLL CALL: Council Members John Ashbaugh, Dan Carpenter, Kathy Smith, Vice Mayor Carlyn Christianson, and Mayor Jan Marx Planning Commissioners Hemalata Dandekar, Michael Draze, John Fowler, Ronald Malak, William Riggs, Vice-Chairperson Michael Multari, and Chairperson John Larson ABSENT: Hemalata Dandekar and Ronald Malak PUBLIC HEARINGS PH1. PRESENTATION OF THE PUBLIC HEARING SCHEDULE OF THE LAND USE AND CIRCULATION ELEMENTS OF THE GENERAL PLAN (LUCE) UPDATE AND DRAFT ENVIRONMENTAL IMPACT REPORT (DEIR) TO PLANNING COMMISSION AND CITY COUNCIL City Attorney Dietrick explained that Council Members Ashbaugh, Carpenter, and Smith have conflicts of interest and Planning Commissioner Draze and Fowler have potential conflicts of interest as interpreted under by the Political Reform Act (as administered by the Fair Political Practices Commission) in relation to the Land Use and Circulation Element (LUCE) update and will be recusing themselves; advised that the rule of necessity applies due to a lack of quorum available for City Council and Planning Commission deliberations. Following a random drawing by lot, Council Member Smith and Commissioner Draze returned to the dais and Council Members Ashbaugh and Carpenter and Commissioner Fowler left the Chambers at 5:12 p.m. Community Development Director Johnson, Traffic Manager Hudson, and Jeff Oliveira, Oliveira Environmental Consulting, narrated a PowerPoint presentation entitled “Land Use and Circulation Element” and responded to Council and Planning Commission inquiries. Hudson explained level of service impact resolution per project. The City Council and Planning Commission receive and filed a presentation on the LUCE and DEIR. Adjourn at 6:25 p.m. to Regular Meeting of July 1, 2014 Attachment 3 C3 - 22 San Luis Obispo - Regular Meeting Agenda of July 1, 2014 Page 2 6:00 p.m. REGULAR MEETING Council Chamber 990 Palm Street CALL TO ORDER: Mayor Jan Marx ROLL CALL: Council Members John Ashbaugh, Dan Carpenter, Kathy Smith, Vice Mayor Carlyn Christianson, and Mayor Jan Marx PLEDGE OF ALLEGIANCE: Council Member Ashbaugh PUBLIC COMMENT PERIOD FOR ITEMS NOT ON THE AGENDA There were 4 people desiring to speak on items not on the agenda. CONSENT AGENDA MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY COUNCIL MEMBER SMITH, CARRIED 5-0, to approve Consent Calendar Items C1 thru C10, with the removal of Item C-8 for separate consideration. C1. WAIVE READING IN FULL OF ALL RESOLUTIONS AND ORDINANCES MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY COUNCIL MEMBER SMITH, CARRIED 5-0, to waive reading of all resolutions and ordinances as appropriate. C2. MINUTES OF CITY COUNCIL MEETINGS OF JUNE 12, 2014 MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY COUNCIL MEMBER SMITH, CARRIED 5-0, to approve the Minutes of the City Council meeting of June 12, 2014. C3. COLLECTION OF DELINQUENT SOLID WASTE COLLECTION AND DISPOSAL ACCOUNTS - RESOLUTION MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY COUNCIL MEMBER SMITH, CARRIED 5-0, to adopt Resolution No. 10540 (2014 Series) entitled “A Resolution of the City Council of the City of San Luis Obispo, California, authorizing the San Luis Obispo County Assessor to assess amounts due on delinquent solid waste collection and disposal accounts as liens against the properties.” Attachment 3 C3 - 23 San Luis Obispo - Regular Meeting Agenda of July 1, 2014 Page 3 C4. 2014-15 COMMUNITY PROMOTIONS PROGRAM – TOURISM BUSINESS IMPROVEMENT DISTRICT AND PROMOTIONAL COORDINATING COMMITTEE MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY COUNCIL MEMBER SMITH, CARRIED 5-0, to: 1. Authorize the City Manager to enter into various contracts for the Tourism Business Improvement District (TBID) not to exceed the 2014-15 program budget of $1,232,774 and based on the recommendations by the TBID Board. 2. Authorize the City Manager to enter into various contracts for Community Promotions not to exceed the 2014-15 program budget of $362,000 and based on the recommendations by the Promotional Coordinating Committee (PCC). 3. Authorize the City Manager to enter into contracts utilizing the TBID Fund un- appropriated fund balance from the 2013-14 Fiscal Year for tourism marketing expenditures in 2014-15 and based on the recommendations by the TBID Board. 4. Authorize the City Manager to enter into contracts utilizing the TBID Fund Reserve of $100,000 for tourism marketing expenditures in 2014-15 and based on the recommendations by the TBID Board. 5. As recommended by the Tourism Business Improvement District (TBID) Board, approve the financing of the contract with Zeppelin Technology Inc. for Helium, a new back end hotel booking platform, and authorize the City Manager to execute the agreement in the amount of $135,000, with the carryover of $13,500 from the 2013/14 TBID budget and the remaining $121,500 to be allocated from the 2014/15 TBID budget. C5. APPROVAL OF THE FINAL MAP FOR TRACT 2353 -1 - 408 PRADO ROAD (TR 120 -13) – RESOLUTION MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY COUNCIL MEMBER SMITH, CARRIED 5-0, to adopt Resolution No. 10541 (2014 Series) entitled “A Resolution of the City Council of the City of San Luis Obispo, California, approving the Final Map for Tract 2353-1 (408 Prado, TR 120-13),” and authorizing the Mayor to execute the Subdivision Agreement on behalf of the City. Attachment 3 C3 - 24 San Luis Obispo - Regular Meeting Agenda of July 1, 2014 Page 4 C6. REPLACEMENT OF FOUR POLICE UNMARKED SEDANS, REPLACEMENT OF ONE UNMARKED VEHICLE, REPURPOSE OF ONE SWAT SUV AS AN UNMARKED VEHICLE AND PURCHASE OF ONE SWAT TRUCK, SPECIFICATION NO. 90576, 91230, 91025 MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY COUNCIL MEMBER SMITH, CARRIED 5-0, to: 1. Approve the use of Cooperative Purchasing Agreement with State of California Contract No. 1-14-23-20 (A-G), effective through February 2, 2016, for the purchase of one Ford Interceptor Utility, four Ford Interceptor Sedans, and one Ford F350 Crew Cab Pickup. 2. Authorize the Finance Director to execute a purchase order to Folsom Lake Ford in the amount of $153,953.07 for one Ford Interceptor Utility, and four Ford Interceptor Sedans. 3. Authorize the Finance Director to execute a purchase order to Downtown Ford in the amount of $45,876.43 for one Ford F350 Crew Cab pickup. 4. Authorize the surplus designation of four unmarked Police vehicles, and two unmarked SUVs, fleet Asset No’s. 0808, 0209, 0330, 0901, 0809, and 0604 by sale, auction, trade-in or other method in accordance with the City’s policies and procedures as prescribed in the Financial Management Manual Section 405-L and 480. C7. REQUEST FOR PROPOSALS FOR CITY FIREWALLS, INTRUSION PROTECTION AND VIRTUAL PRIVATE NETWORK SYSTEMS UPGRADE - SPECIFICATION NO. 91241 MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY COUNCIL MEMBER SMITH, CARRIED 5-0, to: 1. Authorize the issuance of the request for proposals (RFP) to upgrade the City’s Firewalls, Intrusion Protection and Virtual Private Network (VPN) Systems Upgrade. 2. Authorize the City Manager to award a contract for if the selected proposal is within the approved budget of $441,500. C8. ORDINANCE ADOPTION - AMENDING THE CITY’S ZONING MAP TO ADJUST THE BOUNDARY BETWEEN THE EXISTING OFFICE AND MEDIUM-HIGH DENSITY RESIDENTIAL ZONING CATEGORIES ON THE SITE AT 1321 AND 1327 OSOS STREET (CITY FILE NO. GP/R/ER 96-13) Vice Mayor Christianson recused herself from deliberation on the Pacific Courtyards Project, located at 1321 and 1327 Osos Street, because she owns property within 500’ of the subject property and left the Chambers at 7:13 p.m. Attachment 3 C3 - 25 San Luis Obispo - Regular Meeting Agenda of July 1, 2014 Page 5 MOTION BY COUNCIL MEMBER SMITH, SECOND BY COUNCIL MEMBER ASHBAUGH, CARRIED 4-0-1 (VICE MAYOR CHRISTIANSON ABSTAINING), to adopt Ordinance No. 1603 (2014 Series) entitled “An Ordinance of the City of San Luis Obispo, California, amending the zoning map to reconfigure the boundary between the office (O-H) and medium-high density residential (R-3-H) with the historical preservation overlay zoning districts on the site for the property at 1321 and 1327 Osos Street; GP/R/ER 96-13” to match the approved Land Use Element Map designations. (Intro. on 06/10/14) C9. PARK MOWER REPLACEMENT - SPECIFICATION NO. 91238 MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY COUNCIL MEMBER SMITH, CARRIED 5-0, to: 1. Approve the use of Cooperative Purchasing Agreement with National IPA Contract #120535 with the City of Tucson and Toro Company, effective November 27, 2012, for the purchase of a turf mower replacement, Specification Nos. 91238 2. Authorize the Finance Director to execute a purchase order to Turf Star in the amount of $60,610 for the purchase of one Toro GM4000-D Tier 4 compliant diesel mower including taxes and delivery. 3. Authorize the Finance Director to transfer funding from two completed Fleet Replacement CIP projects to the Fleet Replacement Completed Projects account. 4. Authorize the Finance Director to use $14,000 in Fleet Replacement Completed Projects funding to cover a shortfall in the project account for the mower replacement C10. AUDITING SERVICES CONTRACT AMENDMENT MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY COUNCIL MEMBER SMITH, CARRIED 5-0, to: 1. Accept the fee proposal in the amount of $12,000 from Glenn Burdette Certified Public Accountants to compile the financial statements to be presented within the Comprehensive Annual Financial Report (CAFR) for the year ended June 30, 2014. Auditors will begin work June 23, 2014. 2. Agree to the extension of the existing agreement between the auditor and the City for an additional two years, as provided for in the current agreement. 3. Approve the First Amendment to the Auditor Agreement. Attachment 3 C3 - 26 San Luis Obispo - Regular Meeting Agenda of July 1, 2014 Page 6 PUBLIC HEARINGS PH2. NOVEMBER 2014 BALLOT MEASURE TO EXTEND THE ESSENTIAL SERVICES SALES AND USE TAX, ESTABLISHING THE REVENUE ENHANCEMENT OVERSIGHT COMMISSION, ADOPTION OF FISCAL RESPONSIBILITY PHILOSOPHY AND TOOLS FOR INCREASED ACCOUNTABILITY – RESOLUTIONS AND ORDINANCE INTRODUCTIONS City Manager Lichtig and Assistant City Manager Codron narrated a presentation entitled “The Essential Services Measure” and responded to Council inquires. MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY VICE MAYOR CHRISTIANSON, CARRIED 4-1 (COUNCIL MEMBER CARPENTER VOTING NO), to adopt Resolution No. 10542 (2014 Series) entitled “A Resolution of the City Council of the City of San Luis Obispo, California, calling and giving notice of the holding of a General Municipal Election to be held Tuesday, November 4, 2014 for the submission to the voters a question whether to extend an existing half cent local revenue measure for an additional eight years.” MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY VICE MAYOR CHRISTIANSON, CARRIED 4-1 (COUNCIL MEMBER CARPENTER VOTING NO), to introduce Ordinance No. 1604 (2014 Series) entitled “A Ordinance of the City Council and the People of the City of San Luis Obispo, California, amending Chamber 3.15 of the Municipal Code to extend the existing ‘Essential Services Transactions (Sales) and Use Tax,’ for an additional eight years (March 31, 2023), to be administered by the State Board of Equalization; update the purpose statement; and provide for additional citizen oversight and accounting transparency.” MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY VICE MAYOR CHRISTIANSON, CARRIED 4-1 (COUNCIL MEMBER CARPENTER VOTING NO), to adopt Resolution No. 10543 (2014 Series) entitled “A Resolution of the City Council of the City of San Luis Obispo, California, setting priorities for filing written arguments regarding a City Measure and directing the City Attorney to prepare an impartial analysis.” MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY VICE MAYOR CHRISTIANSON, CARRIED 4-1 (COUNCIL MEMBER CARPENTER VOTING NO), to adopt Resolution No. 10544 (2014 Series) entitled “A Resolution of the City Council of the City of San Luis Obispo, California, providing for the filing of rebuttal arguments for City Measures submitted at Municipal Elections.” MOTION BY VICE MAYOR CHRISTIANSON, SECOND BY COUNCIL MEMBER ASHBAUGH, CARRIED 4-1 (COUNCIL MEMBER CARPENTER VOTING NO), to adopt Resolution No. 10545 (2014 Series) entitled “A Resolution of the City Council of the City of San Luis Obispo, California, requesting the San Luis Obispo County Board of Supervisors to consolidate the General Municipal Election on Tuesday, November 4, 2014, with the Statewide General Election to be held on that date.” Attachment 3 C3 - 27 San Luis Obispo - Regular Meeting Agenda of July 1, 2014 Page 7 MOTION BY MAYOR MARX, SECOND BY COUNCIL MEMBER SMITH, CARRIED 4-1 (COUNCIL MEMBER CARPENTER VOTING NO), to introduce Ordinance No. 1605 (2014 Series) entitled “An Ordinance of the City Council of the City of San Luis Obispo, California, establishing the Citizens’ Revenue Enhancement Oversight Commission (REOC).” MOTION BY COUNCIL MEMBER SMITH, SECOND BY COUNCIL MEMBER ASHBAUGH, CARRIED 4-1 (COUNCIL MEMBER CARPENTER VOTING NO), to adopt Resolution No. 10546 (2014 Series) entitled “A Resolution of the City Council of the City of San Luis Obispo, California, adopting its Fiscal Responsibility Philosophy.” Council directed staff to develop a project plan (including elements of public outreach) for implementing tools to increase accountability and transparency regarding City finances and operations, including performance measures and dashboards. By consensus, Council reviewed the education and outreach program and directed that staff is authorized to present information about the benefits of Measure Y on the City’s website and to responded to public inquiries, but may not make educational presentations. PH3. REVIEW OF AMENDMENTS TO MUNICIPAL CODE TITLE 17: ZONING REGULATIONS, ASSOCIATED WITH THE BEDROOM DEFINITION, REGULATIONS FOR GUEST QUARTERS AND ACCESSORY STRUCTURES, AND ZONING AMENDMENT INITIATIONS WITH A CATEGORICAL EXEMPTION FROM ENVIRONMENTAL REVIEW – ORDINANCE INTRODUCTION Community Development Director Johnson, Community Development Deputy Director Davidson, and Associate Planner Carloni narrated a presentation entitled “Zoning Regulations Amendment” and responded to Council inquires. MOTION BY COUNCIL MEMBER ASHBAUGH, SECOND BY VICE MAYOR CHRISTIANSON, CARRIED 5-0, to introduce Ordinance No. 1606 (2014 Series) entitled “An Ordinance of the City Council of the City of San Luis Obispo amending Title 17 (Zoning Regulations) of the Municipal Code associated with the bedroom definition, guest quarters and accessory structure regulations and zoning amendment initiations with a Categorical Exemption From Environmental Review” (CEQA Guidelines Section 15061.b3). LIAISON REPORTS Council liaison reports were received from Council Member Ashbaugh and Mayor Marx. COUNCIL COMMUNICATIONS City Attorney to forward correspondence regarding adverse impacts of application of revised real property regulations on local representation. Attachment 3 C3 - 28 San Luis Obispo - Regular Meeting Agenda of July 1, 2014 Page 8 ADJOURNMENT 10:20 P.M. The next Regular Meeting to be held on Tuesday, July 15, 2014 at 6:00 p.m. in the City Council Chambers, 990 Palm Street, San Luis Obispo, California. Attachment 3 C3 - 29 Page intentionally left blank. C3 - 30