Loading...
HomeMy WebLinkAbout06/17/2003, C5 - AMENDMENT TO THE COMMUNITY PROMOTIONS PROGRAM'S ADVERTISING CONTRACT council �- -p3 acEnoA Report "®H CT C I T Y OF S AN L U IS O B I S P O FROM: Wendy George,.Assistant City Administrative Officer Prepared By: Shelly Stanwyck, Economic Development Manager SUBJECT: AMENDMENT TO THE COMMUNITY PROMOTIONS PROGRAM'S ADVERTISING CONTRACT CAO RECOMMENDATION (1) Approve the Promotional Coordinating Committee's (PCC) Recommendation to Execute Amendment No. S to the Agreement with Barnett Cox and Associates (BCA) for Community Promotions advertising services to be rendered for an additional two-month term and in an amount not to exceed $12,000. (2) Authorize the Mayor to execute Amendment No. 5 to the Agreement with BCA for Community Promotions advertising services. DISCUSSION Increasing the City's Transient Occupancy Tax (TOT) is one of the major work programs included in the 2003-05 Financial Plan. The City's Community Promotions Program is a comprehensive program that includes the PCC's oversight of the development of an advertising and promotional campaign. The City applies a diversified approach to this effort. Presently there are four separate contracts focusing on providing Visitors Center Services, Public Relations, Direct Advertising and Regional Advertising. Historically, the direct advertising contractor has been filled through the Request For Proposal (RFP)process, and BCA is the current contractor. In response to Council's major work program regarding increasing TOT, and in response to dramatically changed market conditions, the PCC has embarked on the task of drafting an updated Marketing Plan for the Community Promotions Program. The Draft Marketing Plan should be completed and presented to Council for consideration and adoption in.July. The other Community Promotions contracts, which do not require an RFP process (and which are less dependant upon the direction in the Draft Marketing Plan),will also be presented to Council in July. Finally, along with the Draft Marketing Plan, staff' expects to bring the RFP for the direct advertising contract to Council for approval in July, thereby providing potential ad contractors with clear direction regarding the City's Community Promotions based on the new Marketing Plan. However, the RFP process will take several months to complete, and the BCA contract expires on June 30,2003. The direct advertising component of the Community Promotions Program has been the most significant component of the Program. It is critically important, from a competitive perspective, that the City continue to have direct advertising services during this interim period. Itis expected that by September 1, 2003, the RFP process for selecting the direct advertising contract can be completed. BCA has indicated a willingness to extend their current contract an additional two Council Agenda Report—BCA Contract Amendment Page 2 months and for an amount not to exceed $12,000 FISCAL IMPACT The Preliminary 2003-05 Financial Plan has budgeted $378,700 for Community Promotions contract services in 2003-04. Direct advertising is anticipated to be a component of that budget. This would reduce the amount available for direct advertising slightly,but no more than expected in the two-month period that the contract is to be extended. Attachments 1. Amendment No. 5,Agreement with Barnett Cox and Associates 2. PCC Minutes of May 14, 2003 Electronic File Path:G\Projects\PCC\Council Agenda Reports\BCA Contract Amendment-2-mo extension � J GX I ATTACHMENT 1 AMENDMENT NO.5 AGREEMENT WITH BARNETT COX & ASSOCIATES, INC. The AGREEMENT dated October 5, 1999 between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as "City" and BARNETT COX &ASSOCIATES, INC., hereinafter referred to as "Contractor," is hereby amended as follows: SECTION 1, "Term"is modified as follows: ■ The term of these Agreement shall be from the date this Agreement is made and entered, as first written above (October 5, 1999), until September 1, 2003. SECTION 4, "City's Obligations" is modified as follows: For providing services as specified in Attachment 2 to this Agreement, City agrees to cooperate with Contractor and Contractor shall receive additional compensation in an amount not to exceed $12,000. All other terms and conditions of the AGREEMENT shall remain the same. Both City and Contactor covenant that each individual executing this Amendment No. 5 on behalf of each party is a person duly authorized and empowered to execute agreements for such party. C�'- 3 ATTACHMENT 1 IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed on this day of June 2003. ATTEST CITY OF SAN LUIS OBISPO A Municipal Corporation Lee Price, City Clerk Dave Romero, Mayor APPROVED AS TO FORM CONTRACTOR athan Lowell, City Attorney Maggie Cox, President cs � � PROMOTIONAL COORDINATING COMMITTEE ATTACHMENT 2 REGULAR MEETING MINUTES May 14, 2003 Council Hearing Room, City Hall San Luis Obispo, CA 93401 1. CALL TO ORDER Chairperson Bob Griffin called the meeting to order at 5:31 p.m. with the following members present: George Newland, Diane Hunt Roberts, Louise Justice, Debby Nicklas, Cate Norton and Wilda Rosene. Betsy Kiser and Shelly Stanwyck served as staff. Also present were: Judith Bean, Jonni Biaggini, Maggie Cox, Carrie Head, Alex LaChapelle, Dave Garth and Shelley Stout. 2. PUBLIC COMMENT Barry Johnson, of Transitions Mental Health appeared before the PCC to give them the news that the Opening Minds Art Show will not occur in 2003. The show will be held in 2004 and Transitions has a request in for GIA funds for 2004. Barry distributed the Show's materials and provided a check for the $1300 that the group had been awarded for the marketing of their now cancelled show. 3. APPROVAL OF MINUTES The minutes of the regular meeting of April 9, 2003 were approved with some minor corrections (Rosene/Justice, unanimous). 4. ELECTION OF CHAIRS 2003-05 On a motion by Rose, seconded by Nicklas the following committee members were elected to serve as noted. Bob Griffin, Chair of the PCC, Debby Nicklas, Vice Chair, Debby Nicklas, Chair of the Marketing Subcommittee and Diane Hunt Roberts Chair of the GIA Subcommittee. Unanimous. 5. AD CONTRACTOR CONTRACT Staff discussed the timing and practical issues presented by proceeding with the Advertising Contractor RFP before completing the Draft Marketing Plan. Barnett, Cox and Associates have indicated a willingness to amend.their current contract and extend its term through August 2003 to accommodate this timing issue. An RFP for the Advertising Contractor will go out after the Marketing Plan has been adopted so that the respondents have the opportunity to review the objectives of the City's Community Promotions Program. Rosene moved and Hunt Roberts seconded a motion to amend the contract with Barnett, Cox and Associates to extend its term through August 31, 2003 and provide additional funds to the Contractor for services and media purchases in the amount of$12,000. Unanimous. 6. GRANTS IN AID STATUS RECOMMENDATIONS FOR 2003-04 CS-Sf-