HomeMy WebLinkAbout07/17/2007, C10 - 2007-08 COMMUNITY PROMOTIONS CONTRACTS i
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CITY O F SAN LUIS O S I S P O
FROM: Shelly Stanwyck,Assistant City Administrative Officer
Brigitte Elke,Principal Administrative Analyst
SUBJECT: 2007-08 COMMUNITY PROMOTIONS CONTRACTS
CAO RECOMMENDATION
Approve Community Promotion's contracts to:
(1) Provide funding in the amount of $43,500 in 2007-08 for public relations services and
authorize the Mayor to execute a one-year agreement with the San Luis Obispo Chamber of
Commerce(Chamber) for said services.
(2) Provide funding in the amount of$88,900 in 2007-08 for visitor and electronic information
services and authorize the Mayor to execute a one-year agreement with the San Luis Obispo
Chamber of Commerce(Chamber)for said services.
(3) Provide funding in the amount of $72,200 in 2007-08 for regional marketing services and
authorize the Mayor to execute a one-year agreement with the San Luis Obispo County
Visitors and Conference Bureau (VCB)for said services.
DISCUSSION
Background
The City's annual Community Promotion budget is $423,100 for fiscal year 2007-08. This money
is recommended to be allocated to three contractors to promote the City as a visitor destination. In
2003, in light of the growing competition from neighboring communities as well as the bordering
counties, rising gasoline prices, fluctuating hotel occupancy rates, and the importance of transient
occupancy tax revenue on San Luis Obispo's fiscal health Council adopted a promotional strategy
with the following main objectives:
1. Increase transient occupancy and sales tax.
2. Promote San Luis Obispo as a tourist destination for two-night stays or longer.
3. Enhance and use as a fulfillment tool the visitslo.com website.
4. Develop and maintain strategic alliances.
5. Collect more data about the City's market position.
6. Establish accountability standards for the community promotions contractors.
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Since the adoption of the Tourism Marketing Plan, several of its main objectives have been
accomplished. First, a Community Promotions Brand, San Luis Obispo—Experience the SLO Life
was developed and adopted by Council. The brand is used in all of the City's community
promotions efforts. Second, specific data about the City's market position and efforts to promote
the City were gathered and studied by Campbell Rinker Research in 2004. The data confirmed the
results of prior studies about the type of visitor to the City and the success of various methods used
to attract visitors to the City. All City promotional contractors have used this information in their
outreach efforts to the potential visitors. The other adopted objectives are ongoing activities on
which the Promotional Coordinating Committee and the City's Community Promotions contractors
continue to focus their efforts. The adopted budget for 2008-09 allocates funding for an updated
effectiveness study.
To accomplish its main objectives, the City applies a strategy of diversified promotions effort with
several local organizations and an advertising agency assisting in the implementation of the overall
community promotions program. The City's diversified approach to marketing has provided a
means to leveraging limited funds through unique visitor services, direct and regional marketing
efforts, and access to specialists in the local tourism industry. Four contracts are proposed to
accomplish this diversified approach for 2007-08 in the following areas: public relations, visitor
services,regional marketing and advertising.
The City's community promotions program is overseen by the PCC and staffed by the
Administration Department's Principal Administrative Analyst.
1. Development of Agreements
In developing the proposed community promotions funding and agreements for 2007-08, the
PCC formed an Ad Hoc committee staffed by John Conner, Debbie Nicklas and Terry Conner.
This committee reviewed the previous funding allocations, the results from the contractors'
efforts for 2006-07 and the existing service agreements with the contractors. Upon review and
discussion, the Ad Hoc committee agreed that the allocations adopted in the approved 2007-09
budget were appropriate and forwarded draft agreements on to the contractors for their review
and consideration. After all parties concurred as to the basic terms, the Ad Hoc committee
recommended to the PCC the adoption of the Community Promotion funding allocations as set
forth in the approved 2007-08 budget and the adoption of the three proposed agreements. The
PCC is scheduled to approve the agreements in its July 11`h meeting for recommendation to
Council.
2. Timing of Approval
Due to the timing discrepancy between the final approval of the City's Financial Plan for 2007-
09 on June 19, 2007 and the PCC's monthly meeting, scheduled for the second Wednesday of
the month, the PCC had not given final approval to the proposed work scope as recommended by
the Ad Hoc committee and reviewed by the contractors to submit the agenda report in time for
the July 17 Council meeting. However, staff found it imperative to present the agreements to
Council for approval in order not to interrupt the promotional efforts put forth by the contractors.
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Since both the Ad Hoc committee and the contractors have approved the changes to the work
scope, staff does not anticipate any major changes by the PCC. The PCC minutes will be
distributed as a red file after the monthly meeting on July 11, 2007.
The advertising contract was approved by Council on July 3, 2007 and awarded to Verdin
Marketing Ink after an open RFP process and according to the PCC's recommendation.
Specific Funding Allocation and Agreement Recommendations
In each of the proposed community promotions agreements, the contractors agree to coordinate
their efforts with the other contractors to avoid duplication and overlap. They also all agree to
implement the City's Tourism Marketing Plan goals and objectives, promote the Community
Promotions brand, and continue to maintain and develop strategic alliances with identified
community groups. Additionally, even though both are membership organizations, the Chamber
and VCB agree to promote all City lodging properties (whether or not they are a member of
either organization) during the promotion of the City as defined in their respective agreements.
Finally, each of the agreements addresses the Tourism Marketing Plan's objective of developing
accountability standards for the contractors by requiring monthly reports with detailed
information about the various activities undertaken on behalf of the City. These standards are
addressed in the respective contracts under Exhibit A—Work Scope.
Council will note that all of the agreements are for a one-year term. The Ad Hoc committee felt
strongly that in order to retain flexibility in the community promotions program and to respond
to the varied conditions present in today's tourism industry one-year terms would be preferred
for the City.
The Three Agreements: Summary and Scope of Services
1. Public Relations
The Public Relations Agreement is proposed to be with the San Luis Obispo Chamber of
Commerce (Chamber) in the amount of$43,500 for 2007-08 (Attachment 2). The Chamber will
provide staff a monthly accounting of "billable hours", time spent on the contract and activities
undertaken, and will receive a monthly stipend of$3,500. The Public Relations Agreement also
proposes a $1,500 reserve for expenses incurred for public relations services, such as media kits
or "giveaways" to travel writers. The Chamber has agreed to promote the advantages of San
Luis Obispo as a destination for tourists, disseminate visitor information, and properly respond to
inquiries about activities taking place in the City. The Chamber is qualified to arrange and
obtain favorable media coverage about the City in various radio, print, television and electronic
news and entertainment outlets.
More specific services to be performed by the Chamber while providing the City with public
relations services include: the maintenance and development of relationships with travel writers
and editors, writing and distributing 12 press releases a year about the City and four "What's
New in San Luis Obispo" releases, and maintaining the existing "press room" on the visirslo.com
website. The Chamber will also seek to achieve various media goals such as coordinating 30
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travel writer visits to San Luis Obispo, having eight magazine articles on the City appear in
various publications and getting extensive newspaper and broadcast coverage in the target
markets. The Chamber will track all media placements and coverage for the year which is
expected to meet a total value of$1,000,000 in advertising equivalent, and a broadcast coverage
to approximately two million people.
2. Visitor and Electronic Information Services
The Visitor and Electronic Information Services Agreement is also proposed to be with the
Chamber in the amount of$88,,900 for 2007-08 (Attachment 3). The Chamber will promote the
advantages of San Luis Obispo as a destination for tourists, disseminate visitor information and
properly respond to inquiries about activities taking place in the City. The Chamber is qualified
to provide, and its Visitors' Center is equipped to carry out, such activities on behalf of the City
in an efficient and economical manner. In this separate agreement for visitor and electronic
information services, the Chamber has agreed to provide specific services including: maintaining
a public office in a central location for visitor information, providing a high level of customer
service to visitors, providing information about the City, maintaining the visitslo.com website
and making enhancements to the website as recommended by the PCC.
3. Regional Marketing Services
The Regional Marketing Services Agreement is proposed to be with the Visitors and Conference
Bureau (VCB) in the amount of$72,200 for 2007-08 (Attachment 4). The VCB will promote the
advantages of San Luis Obispo County as a destination for tourists seeking to visit the Central
Coast. The City's tourist amenities become far more attractive when they are marketed as the
central location for all county-wide destinations. The VCB is in a position to accomplish this
aim in an efficient and economical manner for the City. The VCB plans to undertake several
niche marketing initiatives in 2007-08 and will introduce its new website in July 2007. The VCB
will work closely with the other contractors and the PCC to include the City in those initiatives.
Specific services to be provided by the VCB for regional marketing include: the maintenance and
development of information that suits the needs of visitors and conference attendees, developing
group business and conferences, coordinating with the City to create and implement a marketing
campaign, acting as a city-wide film commission, maintaining electronic information about the
City, disseminating and promoting the City's brand image for community promotions.
FISCAL IMPACT
The total amount currently budgeted in the 2007-08 Financial Plan for Community Promotions is
$423,100. The funds are to be allocated for Public Relations $43,500, Visitors and Information
Services $88,900, Regional Marketing Services $72,200, and Advertising Services $187,500.
Additional funding is provided for enhanced promotions$25,000, an advertising effectiveness study
$5,000 and$1,000 for support expenses.
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ALTERNATIVES
The Council could choose to fund the contractors at different levels or modify the scope of services..
Staff does not recommend adjustments, as the proposed contracts are the result of carefully
negotiated exchanges.
ATTACHMENTS
1. Agreement to Provide Public Relations Services
2. Agreement to Provide Visitor and Electronic Information Activities
3. Agreement to Provide Regional Marketing Services
ATTACHMENT 1
AGREEMENT TO PROVIDE PUBLIC RELATIONS SERVICES
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on
this day of , 2007 by and between the CITY OF SAN LUIS
OBISPO, a municipal corporation, hereinafter referred to as City, and; the SAN LUIS
OBISPO CHAMBER OF COMMERCE, INC., a nonprofit corporation, hereinafter referred
to as Contractor.
WITNESSETH:
WHEREAS, the City desires to contract with the Chamber of Commerce to
promote its advantages as a destination for tourists through public relations efforts,
disseminate visitor information and properly respond to inquiries about activities taking
place in the City; and
WHEREAS, Contractor is qualified to arrange and obtain favorable media
coverage about the City in various radio, print, television and electronic news and
entertainment outlets; and
WHEREAS, Contractor undertakes public relations services as an integral part of
its operations; and on behalf of the City, and is in a position to accomplish such aims and
purposes of the City in an efficient and economical manner;
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 July 1, 2007 until June
30, 2008.
2. INCORPORATION BY REFERENCE. Exhibit A.
3. REPRESENTATION FOR PROGRAM COORDINATION.
3.1 City. The City Administrative Officer or his designated representative
shall be the Project Manager representing the City for all purposes under this agreement.
3.2 Contractor. Contractor shall assign a single Project Manager to have
overall responsibility for the progress and execution of this Agreement for the Contractor.
Dave Garth, President/CEO of Contractor is hereby designated as the Project Manager.
Should circumstances or conditions subsequent to the execution of this document require
a substitute Project Manager for any reason, the Project Manager designee shall be
subject to the prior written approval by the City Project Manager.
4. CITY'S OBLIGATIONS. For providing services as specified in Exhibit A to
this Agreement, and upon receipt of monthly invoices with attached copies of work order
forms, bills, and detailed billable hours (reflecting the time spent, the employee, and the
activity undertaken), the City agrees to pay to contractor 12 monthly payments of a
gmmbor Public Rotations contract 2007-08
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n C ATTACHMENT
retainer in the amount of Three Thousand Five Hundred Dollars ($3,500) per month
plus up to, and._no more than, OneThousand Five Hundred Dollars ($1,500) for
expenses as billed for a total public relations services allocation not to exceed Forty
Three Thousand Five Hundred Dollars ($43,500)for 2007-08
5. CONTRACTOR'S OBLIGATIONS.
5. 1. Scope of Work - Exhibit A. For and in consideration of the payments
and agreements to be made and performed by City, Contractor agrees to provide
services as described in Exhibit A attached hereto and incorporated into this Agreement.
5.2. Tourism Marketing Plan. Contractor agrees to assist the City in
achieving the major objectives set forth in the City of San Luis Obispo's Tourism
Marketing Plan.
5.3. Coordination of Efforts with other Contractors. In addition to
Contractor, the City has service agreements for its community promotions efforts with the
San Luis Obispo County Visitors and Conference Bureau (VCB) for regional promotion
and marketing services as well as with Verdin Marketing Ink to provide advertising
services. Contractor acknowledges the potential for duplication of efforts and costs as a
result of these agreements with the City. To coordinate efforts, Contractor agrees to
participate in monthly meetings of the Promotional Coordinating Committee's Marketing
Subcommittee and provide a 60-day action plan at the meeting. In performing its services
under this agreement, the Contractor agrees to make every reasonable effort to
coordinate activities and to identify and avoid duplication of costs associated with the
Promotional Services, VCB, and advertising services agreements.
5.4 Promotion of City Properties. Contractor agrees during its promotion
of City and fulfillment of the terms of this Agreement that it shall promote all City of San
Luis Obispo lodging properties, whether or not they are member of the San Luis Obispo
Chamber of Commerce. Contractor acknowledges that this promotional effort could
require the production of separate materials to include non-member lodging properties on
an information list and a link on the visitslo.com website to a list of non-member
properties.
6. GENERAL TERMS AND CONDITIONS. Contractor shall meet all general
terms and conditions as specified in Exhibit B.
7. INSURANCE. The Contractor shall procure and maintain for the duration of
the Agreement insurance which meets the requirements of Exhibit C. As evidence of this
insurance, the Contractor shall provide the City with a Certificate of Insurance and an
Endorsement naming the City as an "Additional Insured".
8. 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 or the City Administrative Officer (CAO), up to the authority granted to
the CAO by Council
Chamber Public Relations Contract 2007-08
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ATTACHMENT 1
9. INDEPENDENT CONTRACTOR. Notwithstanding any representations,
oral or written, between the parties, including any and all agents or representatives
thereof, Contractor at all times covered by the terms of this Agreement is acting as a free
and independent contractor, not as an agent of the City. Any and all supervision and
direction by any City official, department or body shall be only that necessary to provide
broad general outlines, and Contractor will use its own initiative and discretion in
performing the details of work herein.
10. 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. 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 Chamber of Commerce
1039 Chorro Street
San Luis Obispo, CA 93401
Attn: Dave Garth
12. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do
covenant that each individual executing this Agreement on behalf of each parry 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
Audrey Hooper, City Clerk Dave Romero, Mayor
Chamber Public Relations Contract 2007-08
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ATTACHMENT 9
APPROVED AS TO FORM: CONTRACTOR
By:
Jo n Lowell, City Attorney Dave Garth, President/CEO
San Luis Obispo Chamber of Commerce
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ATTACHMENT 1
EXHIBIT A
SCOPE OF WORK FOR PUBLIC RELATIONS SERVICES
1. Assist in implementing the City's Tourism Marketing Plan Goals and Objectives.
1.1.Continue to maintain and improve upon strategic alliances including supporting
partnership opportunities with the San Luis Obispo Vintners on their two main
events, Cal Poly Open House & Alumni relations, the Arts Community on
special events, the City's Parks and Recreation Department through special
events and marketing opportunities.
2. Use the City of San Luis Obispo's Community Promotion's Brand, San Luis Obispo
—Experience the SLO Life!in all materials and promote its use by the media.
3. Focus of Public Relations Efforts
3.1.Utilize targeted themes, for instance, the Great Outdoors or the Cultural Center,
as an umbrella "theme" for promoting the Arts Community, culinary, eco and
recreational tourism hiking, biking, sightseeing, shopping and other activities
that can easily be undertaken in the City. Identify and refine themes and
public relations focus at monthly marketing meetings with the Promotional
Coordinating Committee's (PCC) Marketing Subcommittee.
3.2. Provide information to travel editors and assignment editors about local events
such as: Music & Arts Festivals, Tour of California, Jeep Mountain Bike Race,
etc. Make sure to highlight events according to the Grants in Aid events
supported by the City Council.
3.3. Target various niche interests including: culinary tourism, eco and recreational
tourism, developing travel trends, and writers specializing in these and other
relevant special interests.
3.4. Continue to assist in achieving the Tourism Marketing Plan's goal of
maintaining and improving upon strategic alliances by supporting special
events through the promotion to visitors and residents.
4. Media Relations
4.1. Aggressively maintain and develop relationships with travel writers and editors.
Conduct ongoing outreach to key newspaper, magazine, guidebook, television,
radio, online, and syndicated editors, writers and producers.
4.2. Target the following media markets: the Bay Area including San Jose, the
Central Valley, the greater Phoenix Area, the Sacramento Region, Orange
County, Los Angeles County, Ventura, as well as new markets as they
develop.
4.3. Respond timely to media requests for information about the City.
4.4. Upon request, or in connection with a targeted story pitch (and when an article
is likely to result) serve as the primary host to coordinate accommodations,
meals, meetings, tours and other personal services for visiting travel writers.
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Chamber Public Relations Contract 200/-08
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ATTACHMENT 1
4.5. Attempt to meet the following Media Relations Goals:
4.5.1. 30 domestic press visits.
4.5.2. Eight magazine articles focusing on the City or some niche travel related
aspect of the City in travel oriented and/or specialty publications identified
by the Contractor and PCC Marketing Subcommittee or by the Ad
Contractor as a publication an ad is being placed in.
4.5.3. 24 newspaper articles in target markets' newspapers such as: LA Times,
San Jose Mercury News, and so forth that focus on the City, a special
event in the City, or some niche travel related aspect of the City as
identified by the Contractor and PCC Marketing Subcommittee.
4.5.4. 24 general media coverage in target markets (e.g. mention in Calendar of
Events, planning materials, etc.).
4.5.5. 12 articles or informational updates in electronic media. including travel
sites, electronic publications, etc.
4.5.6. Two broadcast events in the target markets.
4.5.7 Identify the top 20 most frequently used California or Central Coast Guide
Books to the PCC Marketing Subcommittee. Advocate for, and/or update
City coverage in those guide books to ensure that it is current and
representative of the current Tourism Marketing Plan objectives.
Respond to specialty publication inquires to the Chamber and provide
current factual information.
5. Specific Public Relations Efforts
5.1. Develop story ideas to elicit coverage about the City and promote fresh story
ideas through press releases, destination updates, tourism trends and story
pitches. Possible ideas for 2007-08 could include: shopping in Downtown San
Luis Obispo, hiking and biking in San Luis Obispo, Fall Arts events, San Luis
Obispo Vintners and Growers wine events, local bike races, eco and
recreational tourism and other ideas developed at the monthly meeting of the
PCC Marketing Subcommittee. Coordinate story pitches with the advertising
and regional marketing contractors and provide pitches to the media outlets
the ad and regional marketing contractors advertises in during the time the
advertisements are running.
5.2. Write and distribute a minimum of 12 press releases per year and four
quarterly What's New in San Luis Obispo targeted to the media.
6. Maintain Information
6.1. Maintain a computer mailing list of travel oriented media outlets (newspapers,
magazines, radio, television stations, freelance writers, electronic media
sources, etc.) with a core group of contacts. Provide list to City upon request.
6.2. Update listings about the City in various publications, both print and electronic.
Seek out new publications for the City to be listed in.
6.3. Coordinate with the Chamber Visitors Center regarding an annual special
events calendar.
6.4. Develop and maintain a Press Room on the visitslo.com website. Include in
the press room the following: general information about the City, contact
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Chamber Public Relations Contract 2007-0.-
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ATTACHMENT 1
information, Frequently Asked Questions, story ideas, what's new, press
releases that are downloadable, articles about the City, and image gallery with
several high resolution images.
6.5. Report on activity, network opportunities, and placements achieved through
the City's contract with Media Kitty.
7. Provide written reports on Public Relations activities monthly (by noon on the first
Wednesday of the month) to the City of San Luis Obispo's Administration
Department to be included in the PCC's meeting packets. At a minimum the reports
shall include:
7.1. Summary of media contacts during the reporting period.
7.2. Copies of press releases sent out during the reporting period.
7.3. Summary of editorial and/or stories published during the reporting period and
copies thereof. Include the publication, total circulation, column inch and total
valuation per the Gale Directory or other similar publication
7.4. Summary of materials distributed during the reporting period.
7.5. Summary of strategic alliances supported during the reporting period.
B. Once a quarter, present the PCC with a detailed oral report highlighting
achievements as compared to the workscope and elaborate on upcoming plans and
events.
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ATTACHMENT I
Exhibit B
GENERAL TERMS AND CONDITIONS
1. Business Tax. 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.
2. Ability to Perform. 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.
3. Laws to be Observed. 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.
4. Payment of Taxes. The contract prices shall include full compensation for all taxes which
Contractor is required to pay.
5. Permits and Licenses. Contractor shall procure all permits and licenses, pay all charges and
fees,and give all notices necessary.
6. Safety Provisions. Contractor shall conform to the rules and regulations pertaining to safety
established by OSHA and the California Division of Industrial Safety.
7. Public and Employee Safety. Whenever 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.
8. Preservation of City Property. 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 Contractor's operations, it shall be replaced or restored at Contractor's
expense. The facilities shall be replaced or restored to a condition as good as when the
Contractor began work.
9. Immigration Act of 1986. Contractor warrants on behalf of itself and all sub-contractors
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.
10. Contractor Non-Discrimination. In the performance of this work, Contractor agrees that it will
not engage in, nor permit such sub-contractors 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.
11. Work Delays: Should 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
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Chamber Public Relations Contract 2007-00.
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ATTACHMENT 1
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.
12. Payment Terms. The City's payment terms are 30 days from the receipt of an original invoice
and acceptance by the City of the services provided by Contractor(Net 30).
13. Inspection. Contractor shall furnish City with every reasonable opportunity for City to ascertain
that the services of 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.
14. 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.
15. Interests of Contractor. 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. Contractor further covenants that, in the
performance of this work, no sub-contractor or person having such an interest shall be employed.
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, Contractor shall at all times be deemed an independent contractor and not
an agent or employee of the City.
16. Hold Harmless and Indemnification: 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 damagesor injuries to any person or property,
including injury to 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 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 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.
17. Year 2000 Compliance. The Contractor warrants that the goods or services provided to the
City, including those provided through subcontractors, are "Year 2000 compliant." For the
purpose of this contract, "Year 2000 compliant" means that goods or services provided to the
City will continue to fully function, fault-free, before, at and after the Year 2000, without
interruption or human intervention;.and if applicable, any data outside of the date range 1990-
1999, including leap years, will be correctly processed in any level of computer hardware or
software, including,but not limited to, microcode, firmware, application programs, files and data
bases. This warranty supersedes all warranty disclaimers or limitations, and all limitations on
liability, otherwise provided by the Contractor.
Upon request by the City,the Contractor will provide the City with a description of its Year 2000
compliance strategy,or statement of why this is not relevant to contract performance.
18. Contract Assignment. 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.
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ATTACHMENT 1
19. Termination. If, during the term of the contract, the City determines that Contractor is not
faithfully abiding by any term or condition contained herein, the City may notify Contractor in
writing of such defect or failure to perform; which notice must give Contractor a 10 (ten)
calendar day notice of time thereafter in which to perform said work or cure the deficiency.
If 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 Contractor to said effect. Thereafter, neither party shall have
any further duties, obligations,responsibilities,or rights under the contract.
In said event, 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 Contractor as may be set forth in the
Agreement payment schedule; compensation for any other work, services or goods performed or
provided by 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 Contractor be entitled to
receive in excess of the compensation quoted in its proposal.
20. Ownership of Materials. All original drawings, plan documents and other materials prepared
by or in possession of 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.
21. Release of Reports and Information. Any reports, information, data, or other material given
to, prepared by or assembled by Contractor as part of the work or services under these
specifications shall be the property of City, and shall not be made available to any individual or
organization by Contractor without the prior written approval of the City.
22. Copies of Reports and Information. If the City requests additional copies of reports,drawings;
specifications, or any other material in addition to what Contractor is required to furnish in
limited quantities as part of the work or services under these specifications, Contractor shall
provide such additional copies as are requested, and City shall compensate Contractor for the
costs of duplicating of such copies at the Contractor's direct expense.
23. Attendance at Meetings and Hearings. As part of the workscope and included in the contract
price is attendance by the Contractor to public meetings to present and discuss its findings and
recommendations. Contractor shall attend as many "working" meetings with staff as necessary in
performing workscope tasks.
Chamber Public Relations Contract 2007-08
Page 10
ATTACHMENT 1
Exhibit C
INSURANCE
Insurance. 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 Contractor, its agents,representatives, employees, or sub-contractors.
a. Minimum scope of insurance. Coverage shall be at least as broad as:
• Insurance Services Office Commercial General Liability coverage (occurrence
form CG 0001).
• Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile
Liability,code 1 (any auto).
• Workers' Compensation insurance as required by the State of California and
Employer's Liability Insurance.
• Errors and Omissions Liability insurance as appropriate to Contractor's profession.
b. Minimum limits of insurance. Contractor shall maintain limits no less than:
• 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.
• Automobile Liability: $1,000,000 per accident for bodily injury and property
damage.
• Employer's Liability: $1,000,000 per accident for bodily injury or disease.
• Errors and Omissions Liability: $1,000,000 per occurrence.
C. 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 Contractor shall procure a bond
guaranteeing payment of losses and related investigations, claim administration and
defense expenses.
d. Other insurance provisions. The general liability and automobile liability policies are to
contain,or be endorsed to contain, the following provisions:
• 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 Contractor; products and completed operations of Contractor; premises owned,
occupied or used by Contractor; or automobiles owned, leased, hired or borrowed
by Contractor. The coverage shall contain no special limitations on the scope of
protection afforded to the City, its officers, official, employees, agents or
volunteers.
• For any claims related to this project, Contractor's insurance coverage shall be
primary insurance as respects the City, its officers, officials,employees, agents and
bio-X7
Chamber Public Relations Contract 20t 6-07
Page 11
- ATTACHMENT I
volunteers. Any insurance or self-insurance maintained by the City, its officers,
officials, employees, agents or volunteers shall be excess of Contractor's insurance
and shall not contribute with it.
• 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.
• 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.
• Each insurance policy required by this clause shall be endorsed to state that
coverage shall not be suspended, voided, canceled by either party, reduced in
coverage or in limits except after thirty (30) days' prior written notice by certified
mail,return receipt requested,has been given to the City.
e. Acceptability of insurers. Insurance is to be placed with insurers with a current A.M.
Best's rating of no less than ANII.
f. 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.
Chamber Public Relations Contract 20u6-07
Page 12
ATTACHMENT2 '
AGREEMENT TO PROVIDE VISITOR & ELECTRONIC INFORMATION SERVICES
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on
this day of 2007, by and between the CITY OF SAN LUIS
OBISPO, a municipal corporation, hereinafter referred to as City, and; the SAN LUIS
OBISPO CHAMBER OF COMMERCE, INC., a nonprofit corporation, hereinafter referred
to as Contractor.
WITNESSETH:
WHEREAS, the City desires to contract with the Chamber of Commerce to
promote its advantages as a destination for tourists, disseminate visitor information and
properly respond to inquiries about activities taking place in the City; and
WHEREAS, Contractor is qualified for and its visitors center is equipped to carry
out such activities on behalf of the City, and is in a position to accomplish such aims and
purposes of the City in an efficient and economical manner;
WHEREAS, the City and Contractor had previously entered into an Agreement on
August 18, 2005 for visitor center services and website marketing and as recommended
by the PCC, the City wishes to continue to contract with the Contractor for these services
and make minor revisions to the 2005 Agreement to reflect the current direction of the
Community Promotions Program;
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 July 1, 2007'until June
30, 2008.
2. INCORPORATION BY REFERENCE. Exhibit A.
3. REPRESENTATION FOR PROGRAM COORDINATION.
3.1 City. The City Administrative Officer or the designated representative
shall be the Project Manager representing the City for all purposes under this agreement.
3.2 Contractor. Contractor shall assign a single Project Manager to have
overall responsibility for the progress and execution of this agreement for the Contractor.
Dave Garth, President/CEO of Contractor is hereby designated as the Project Manager.
Should circumstances or conditions subsequent to the execution of this document require
a substitute Project Manager for any reason, the Project Manager designee shall be
subject to the prior written approval by the City Project Manager.
4. CITY'S OBLIGATIONS. For providing services as specified in Exhibit A to
this Agreement, and upon receipt of Contractor's monthly contractor report, City agrees to
pay to Contractor 12 monthly installment payments, in the amount of Seven Thousand
���7
{� ATTACHMENT 2
One Hundred Ninety Two Dollars ($7,408), for a total of Eighty Eight Thousand Four
Hundred and Eight Dollars($88,900)for 2007-08.
5. CONTRACTOR'S OBLIGATIONS.
5. 1. Scope of Work - Exhibit A. For and in consideration of the payments
and agreements to be made and performed by City, Contractor agrees to provide
services as described in Exhibit A attached hereto and incorporated into this Agreement.
5.2. Tourism Marketing Plan. Contractor agrees to assist the City in
achieving the major objectives set forth in the City of San Luis Obispo's Tourism
Marketing Plan.
5.3. Coordination of Efforts with other Contractors. In addition to
Contractor, the City has service agreements for its community promotions efforts with the
San Luis Obispo County Visitors and Conference Bureau (VCB) for regional promotion
and marketing services as well as with Barnett, Cox and Associates to provide advertising
services. Contractor acknowledges the potential for duplication of efforts and costs as a
result of these agreements with the City. To coordinate efforts, Contractor agrees to
participate in monthly meetings of the Promotional Coordinating Committee's Marketing
Subcommittee and provide a 60-day action plan at the meeting. In performing its services
under this agreement, the Contractor agrees to make every reasonable effort to
coordinate activities and to identify and avoid duplication of costs associated with the
Promotional Services, VCB, and advertising services agreements.
5.4 Promotion of City Properties. Contractor agrees during its promotion
of City and fulfillment of the terms of this contract that it shall promote all City of San Luis
Obispo lodging properties, whether or not they are member of the San Luis Obispo
Chamber of Commerce. Contractor acknowledges that this promotional effort could
require the production of separate materials to include non-member lodging properties on
an information list and a link on the visitslo.com website to a list of non-member
properties.
5.5. Allocation of Funds. Contractor shall allocate a total of Fifteen
Thousand Dollars ($15,000) of the City's annual compensation for the maintenance and
improvement to the visitslo.com website. The nature and extent of any improvements or
changes to the site shall be mutually agreeable to both parties and are more particularly
described in Exhibit A.
6. GENERAL TERMS AND CONDITIONS. Contractor shall meet all general
terms and conditions as specified in Exhibit B.
7. INSURANCE. The Contractor shall procure and maintain for the duration of
the contract insurance which meets the requirements of Exhibit C. As evidence of this
insurance, the Contractor shall provide the City with a Certificate of Insurance and an
Endorsement naming the City as an "Additional Insured".
ATTACHMENT 2
8. 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 or the City Administrative Officer (CAO), up to the authority granted to
the CAO by Council.
9. INDEPENDENT CONTRACTOR. Notwithstanding any representations,
oral or written, between the parties, including any and all agents or representatives
thereof, Contractor at all times covered by the terms of this agreement is acting as a free
and independent contractor, not as an agent of the City. Any and all supervision and
direction by any City official, department or body shall be only that necessary to provide
broad general outlines, and Contractor .will use its own initiative and discretion in
performing the details of work herein.
10. 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. 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 Chamber of Commerce
1039 Chorro Street
San Luis Obispo, CA 93401
Attn: Dave Garth
12. 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
Audrey Hooper, City Clerk Dave Romero, Mayor
C�� oe4�
C ATTACHMENT
APPROVED AS TO FORM: CONTRACTOR
By:
Jonatt n Lowell, City Attorney Dave Garth, President/CEO
San Luis Obispo
Chamber of Commerce
AITACHMEW 2
EXHIBIT A
SCOPE OF WORK FOR VISITOR & ELECTRONIC INFORMATION SERVICES
1. Assist in implementing the City's Tourism Marketing Plan Goals and Objectives.
1.1.Continue to maintain and improve upon strategic alliances including supporting
partnership opportunities with the San Luis Obispo Vintners on their two main
events, Cal Poly Open House & Alumni relations, the Arts Community on
special events, the City's Parks and Recreation Department through special
events and marketing opportunities.
2. Use the City of San Luis Obispo's Community Promotion's Brand, San Luis Obispo
— Experience the SLO Life!in visitor and electronic information materials.
3. Maintain a public office in a central location in Downtown San Luis Obispo for
visitors information (the "Visitors Center") that has regular hours that suits the needs
of visitors.
3.1. The Visitors Center is presently located at 1039 Chiorro Street, very near to the
historic Mission. San Luis Obispo de Tolosa. The City acknowledges that the
present location of the Visitors Center may have to change to another suitable
downtown location during the term of this contract because of the anticipated
redevelopment of the property. The Chamber agrees to provide 30 days
written notice to the City of any relocation of the Visitors Center.
4. Provide visitor information that suits the needs of visitors to San Luis Obispo.
4.1. Provide high level of personal customer service to visitors with an adequate
number of trained employees to handle the seasonal flow of visitors to the
Visitors Center.
4.2. Respond to high volumes of information requests including telephone calls and
emails.
4.3. Serve as a contract for information requests from potential visitors as well as a
referral agency to local lodging and other resources.
4.4. Maintain electronically an annual events calendar.
4.5. In the Visitors Center dispense City maps, hotel/motel directories, visitors
guides, brochures, pamphlets, and general statistics about the community.
5. Maintain the updated visitslo.com website by providing:
5.1. A media room
5.2. A list of 'What to do" in San Luis Obispo when traveling with children and pets.
5.3. Historical information with a particular focus on the Mission.
5.4. Electronic versions of maps and brochures that are useful to visitors.
5.5. Post the monthly electronic newsletter produced by Verdin Marketing Ink.
5.6. Monitor search engine response to key words related to visiting San Luis
Obispo.
ATTACHMENT 2
6. Provide written reports on activities monthly (by noon on the first Wednesday of the
month) to the City of San Luis Obispo's Administration Department to be included in
the Promotional Coordinating Committee' meeting packets. At a minimum the
reports shall include:
6.1. Summary of monthly website information.
6.2. Number of visitors to the center for the month.
6.3. Number of advertising fulfillment packets mailed and number of respondents
to various promotional activities for the month and aggregated total.
6.4. Summary of monthly telephone and email information requests..
6.5. Type and quantity of any special materials distributed to groups.
6.6. Description of partnership events or promotional opportunities undertaken and
outcomes.
7. Once a quarter, present the PCC with a detailed oral report highlighting
achievements as compared to the work scope and elaborate on upcoming plans
and events.
��o zy
- ATTACHMENT 2
Exhibit B
GENERAL TERMS AND CONDITIONS
1. Business Tax. 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.
2. Ability to Perform. 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.
3. Laws to be Observed. 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.
4. Payment of Taxes. The contract prices shall include full compensation for all taxes which
Contractor is required to pay.
5. Permits and Licenses. Contractor shall procure all permits and licenses, pay all charges and
fees,and give all notices necessary.
6. Safety Provisions. Contractor shall conform to the rules and regulations pertaining to safety
established by OSHA and the California Division of Industrial Safety.
7. Public and Employee Safety. Whenever 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.
8. Preservation of City Property. 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 Contractor's operations, it shall be replaced or restored at Contractor's
expense. The facilities shall be replaced or restored to a condition as good as when the
Contractor began work.
9. Immigration Act of 1986. Contractor warrants on behalf of itself and all sub-contractors
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.
10. Contractor Non-Discrimination. In the performance of this work, Contractor agrees that it will
not engage in, nor permit such sub-contractors 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.
11. Work Delays. Should 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
ATTACHMENT 2
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.
12. Payment Terms. The City's payment terms are 30 days from the receipt of an original invoice
and acceptance by the City of the services provided by Contractor(Net 30).
13. Inspection. Contractor shall furnish City with every reasonable opportunity for City to ascertain
that the services of 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.
14. 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.
15. Interests of Contractor. 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. Contractor further covenants that, in the
performance of this work, no sub-contractor or person having such an interest shall be employed.
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, Contractor shall at all times be deemed an independent contractor and not
an agent or employee of the City.
16. Hold Harmless and Indemnification. 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 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 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 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.
17. Contract Assignment. 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.
18. Termination. If, during the term of the contract, the City determines that Contractor is not
faithfully abiding by any term or condition contained herein, the City may notify Contractor in
writing of such defect or failure to perform; which notice must give Contractor a 10 (ten)
calendar day notice of time thereafter in which to perform said work or cure the deficiency.
If 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 Contractor to said effect. Thereafter, neither party shall have
any further duties, obligations, responsibilities,or rights under the contract.
In said event, 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
RTTRCHMENT 2
breach. "Reasonable value" includes fees or charges for goods or services as of the last
milestone or task satisfactorily delivered or completed by Contractor as may be set forth in the
Agreement payment schedule; compensation for any other work, services or goods performed or
provided by 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 Contractor be entitled to
receive in excess of the compensation quoted in its proposal.
19. Ownership of Materials. All original drawings, plan documents and other materials prepared
by or in possession of 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.
20. Release of Reports and Information. Any reports, information, data, or other material given
to, prepared by or assembled by Contractor as part of the work or services under these
specifications shall be the property of City, and shall not be made available to any individual or
organization by Contractor without the prior written approval of the City.
21. Copies of Reports and Information. If the City requests additional copies of reports,drawings,
specifications, or any other material in addition to what Contractor is required to furnish in
limited quantities as part of the work or services under these specifications, Contractor shall
provide such additional copies as are requested, and City shall compensate Contractor for the
costs of duplicating of such copies at the Contractor's direct expense.
22. Attendance at Meetings and Hearings. As part of the workscope and included in the contract
price is attendance by the Contractor to public meetings to present and discuss its findings and
recommendations. Contractor shall attend as many "working" meetings with staff as necessary in
performing workscope tasks.
ATTACHMENT 2
Exhibit C
INSURANCE
Insurance. 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 Contractor, its agents, representatives, employees, or sub-
contractors.
a. Minimum scope of insurance. Coverage shall be at least as broad as:
• Insurance Services Office Commercial General Liability coverage (occurrence
form CG 0001).
• Insurance Services Office form number CA 0001 (Ed. 1/87) covering
Automobile Liability,code 1 (any auto).
• Workers' Compensation insurance as required by the State of California and
Employer's Liability Insurance.
• Errors and Omissions Liability insurance as appropriate to Contractor's
profession.
b. Minimum limits of insurance. Contractor shall maintain limits no less than:
• 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.
• Automobile Liability: $1,000,000 per accident for bodily injury and property
damage.
• Employer's Liability: $1,000,000 per accident for bodily injury or disease.
• Errors and Omissions Liability: $1,000,000 per occurrence.
C. 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 Contractor shall procure a
bond guaranteeing payment of losses and related investigations, claim administration and
defense expenses.
d. Other insurance provisions. The general liability and automobile liability policies are to
contain, or be endorsed to contain, the following provisions:
• 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 Contractor; products and completed operations of Contractor;
premises owned, occupied or used by Contractor, or automobiles owned, leased,
hired or borrowed by Contractor. The coverage shall contain no special
limitations on the scope of protection afforded to the City, its officers, official,
employees,agents or volunteers,
• For any claims related to this.project, Contractor's insurance coverage shall be
primary insurance as respects the City, its officers, officials; employees, agents
ATTACHMENT 2
Exhibit C- Insurance
and volunteers. Any insurance or self-insurance maintained by the City, its
officers, officials,employees,agents or volunteers shall be excess of Contractor's
insurance and shall not contribute with it.
• 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.
• Contractors 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.
• Each insurance policy required by this clause shall be endorsed to state that
coverage shall not be suspended, voided, canceled by either party, reduced in
coverage or in limits except after thirty (30) days' prior written notice by
certified mail,return receipt requested, has been given to the City.
e. Acceptability of insurers. Insurance is to be placed with insurers with a current A.M.
Best's rating of no less than ANN..
f. 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.
- - ATfACHMENT3
AGREEMENT TO PROVIDE REGIONAL MARKETING SERVICES
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on
this the day of , 2007 by and .between the CITY OF SAN LUIS
OBISPO, a municipal corporation, hereinafter referred to as City, and; the SAN LUIS
OBISPO COUNTY VISITORS AND CONFERENCE BUREAU, a nonprofit corporation,
hereinafter referred to as Contractor.
WITNESSETH:
WHEREAS, the City desires to contract with.the Contractor to promote San Luis
Obispo County and the City s advantages as a destination for tourists seeking to visit this
region of California; and
WHEREAS, Contractor is qualified for and is equipped to carry out such activities
on behalf of the City, and is in a position to accomplish such aims and purposes of the
City in an efficient and economical manner;
WHEREAS, the City and Contractor had previously entered into an Agreement on
June 12, 2006 for regional promotion, marketing services and as recommenced by the
PCC, the City wishes to continue to contract with the Contractor for these services and
make minor revisions to the 2006 Agreement to reflect the current direction of the
Community Promotions Program;
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 July 1, 2007 until June
30, 2008.
2. INCORPORATION BY REFERENCE. Exhibit A.
3. REPRESENTATION FOR PROGRAM COORDINATION.
3.1 City. The City Administrative Officer or his designated representative
shall be the Project Manager representing the City for all purposes under this agreement.
3.2 Contractor. Contractor shall assign a single Project Manager to have
overall responsibility for the progress and execution of this agreement for the Contractor.
Jonni Biaginni, Executive Director of Contractor is hereby designated as the Project
Manager. Should circumstances or conditions subsequent to the execution of this
document require a substitute Project Manager for any reason, the Project Manager
designee shall be subject to the prior written approval by the City Project Manager.
VCB Regional Marketing Contract 2006-07
Page 1
ATTACHMENT 3
4. CITY'S OBLIGATIONS. For providing services as specified in Exhibit A to
this Agreement, and upon receipt of Contractor's monthly contractor report, City agrees to
pay to Contractor 12 monthly installment payments, in the amount of Six Thousand and
Eight Dollars ($6,016.67), for a total of Seventy Two Thousand Two Hundred Dollars
($72,200.00)for 2007-08.
5. CONTRACTOR'S OBLIGATIONS..
5. 1. Scope of Work Exhibit A. For and in consideration of the payments
and agreements to be made and performed by City, Contractor agrees to provide
services as described in Exhibit A attached hereto and incorporated into this Agreement.
5.2.. Tourism Marketing Plan. Contractor agrees to assist the City in
achieving the major objectives set forth in the City of San Luis Obispo's Tourism
Marketing Plan.
5.3. Coordination of Efforts with other Contractors. In addition to
Contractor, the City has service agreements for its community promotions efforts with the
San Luis Obispo Chamber of Commerce for public relations and visitors and electronic
information services as well as with Verdin Marketing Ink for advertising .services.
Contractor acknowledges the potential for duplication of efforts as a result of these
agreements with the City. To coordinate efforts, Contractor agrees to attend the monthly
meetings of the Promotional Coordinating Committee's Marketing Subcommittee and
provide a 60-day action plan at that meeting. In performing its services under this
agreement; Contractor agrees to make every reasonable effort to coordinate activities
and to identify and avoid duplication efforts in association with the visitors and electronic
information, public relations and advertising services agreements..
5.4 Promotion of City Properties. City acknowledges that Contractor is a
membership based organization. Contractor agrees during its promotion of City and
fulfillment of the terms of this contract that it shall promote all City of San Luis Obispo
lodging properties, whether or not they are member of the San Luis Obispo County
Visitors and Conference Bureau. Contractor acknowledges that this promotional effort
will require a link on Contractor's website to a list of non-member properties and could
result in the insertion, when required and produced by the City, of separate materials to
include non-member lodging properties on information lists and other materials.
6. GENERAL TERMS AND CONDITIONS. Contractor shall meet all general
terms and conditions as specified in Exhibit B.
7. INSURANCE. The Contractor shall procure and maintain for the duration of
the contract insurance which meets the requirements of Exhibit C. As evidence of this
insurance, the Contractor shall provide the City with a Certificate of Insurance and an
Endorsement naming the City as an "Additional Insured".
VCB Regional Marketing Contract 2006-07
p.2
ATTACHMENT 3
8. 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 or the City Administrative Officer (CAO), up to the authority granted to
the CAO by Council.
9. INDEPENDENT CONTRACTOR. Notwithstanding any representations,
oral or written, between the parties, including any and all agents or representatives
thereof, Contractor at all times covered by the terms of this agreement is acting as a free
and independent contractor, not as an agent of the City. Any and all supervision and
direction by any City official, department or body shall be only that necessary to provide
broad general outlines, and Contractor will use its own initiative and discretion in
performing the details of work herein.
10. 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. 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 San Luis Obispo County Visitors & Conference Bureau
811 EI Capitan Way #200
San Luis Obispo, CA 93401
Attn: Jonni Biaggini
12. 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 parry.
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
Audrey Hooper, City Clerk Dave Romero, Mayor
VCB Regional Marketing Contract 2006-07
p.3
R1ffRCHMENT 3
APPROVED AS TO FORM: CONTRACTOR
By:
JoAgt owell, City Attorney Jonni Biaggini, Executive Director
San Luis Obispo County VCB
VC8 Regional Marketing Contract.J06.07
p.4
ATTACHMENT 3
EXHIBIT A
SCOPE OF WORK FOR REGIONAL MARKETING SERVICES
1. Assist in implementing the City's Tourism Marketing Plan Goals and Objectives..
1.1. Continue to partner with the San Luis Obispo Vintners on their two main
events, Cal Poly Open House and the Arts Community on special events and
marketing opportunities.
2. When promoting the City of San Luis Obispo utilize the Community Promotions'
Brand, San Luis Obispo — Experience the SLO Life!
3. Provide visitor information that suits the needs of conference attendees and
potential visitors in order to promote the variety of activities in San Luis Obispo.
Include information that pursues the goal of the City of San Luis Obispo being the
destination for vacation stays for two days or longer.
4. Maintain electronic information services through a visitor oriented website and other
electronic media.
4.1. Respond to high volumes of information requests including telephone calls and
emails.
4.2. Serve as contact for potential visitors as well as a referral agency to local
resources.
4.3. Continue to add City of San Luis Obispo special events to VCB website and
highlight the cultural offerings during the various months.
4.4. Distribute various electronic newsletters of which at.least six feature City of San
Luis Obispo events, activities, amenities: "What's New" and press releases to
members of the media contacts database considering collaborations as
defined under 1.1
5. Develop group business and conferences..
5.1. Focus efforts to increase conference, retreat, government, and travel industry
business through targeted sales efforts emphasizing mid-week and off-season
business.
5.2. Represent the City and region by attending major travel and sales shows that
directly impact the target market.
5.3. Work with individual prospects to coordinate conferences.
5.4. Promote the use of the Performing Arts Center, Damon Garcia Sports Fields,
and other major facilities in the City of San Luis Obispo for use for major
events.
VCB Regional Marketing Contract 2006-07
p.5
ATTACHMENT 3
6. Create and implement a coordinated marketing campaign for the San Luis Obispo
County Region.
6.1. Coordinate efforts with the City's Advertising and Public Relations Contractors
to pursue mutually beneficial opportunities and to avoid overlapping marketing
efforts.
6.2. Market the region as a destination.
6.3. Develop appropriate materials to accomplish marketing campaign including
website, weblinks, monthly contests, e-newsletter, magazine advertisements,
etc.
6.4. Distribute a minimum of six topical press releases that include the following:
Amgen Tour of California, Jeep King of the Mountain World Championship
Races; San Luis Obispo County Wine Trail features, major cultural events and
outdoor activities in and around San Luis Obispo.
6.5. Host and coordinate various journalists' visits.
6.6. Produce electronic and in print visitors' guides.
6.7. Attend various media oriented trade shows in California or locally. Attend
several leisure/group meeting trade shows representing the City as
appropriate.
7. Serve as the film commission for the County of San Luis Obispo. Serve as the
liaison for filming activities in the region and in the City. Assist in the coordination of
film activities in the City as well as with compliance with City ordinances pertaining
to filming.
8. Provide written reports on activities monthly (by noon on the first Wednesday of the
Month) to the City of San Luis Obispo's Administration Department to be included in
the Promotional Coordinating Committee's monthly meeting packets. At a minimum
the reports shall include:
8.1. Summary of activities & achievements relating to work scope as outline in
Appendix A
8.2. Summary of monthly VCB Website information
8.3. Summary of public relations efforts with travel writers, editors, radio journalists
and television producers including press releases, contacts and media
placements. Discussion of any travel writer trips hosted or planned.
8.4. Summary of advertising placements.
8.5. When possible a discussion of City specific public relations and advertising
efforts.
8.6. Media placement reports tracked through a clipping service.
9. Once a quarter, present the PCC with a detailed oral report highlighting
achievements as compared to the work scope and elaborate on upcoming plans and
events.
elo
VCB Regional Marketing Contrac.2006-07
P.6
ATTACHMENT 3
GENERAL TERMS AND CONDITIONS
1. Business License & Tax. 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.
2. Ability to Perform. 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.
3. Laws to be Observed. 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.
4. Payment of Taxes. The contract prices shall include full compensation for all taxes which
Contractor is required to pay.
5. Permits and Licenses. Contractor shall procure all permits and licenses, pay all charges and
fees,and give all notices necessary.
6. Safety Provisions. Contractor shall conform to the rules and regulations pertaining to safety
established by OSHA and the California Division of Industrial Safety.
7. Public and Employee Safety. Whenever 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.
8. Preservation of City Property. 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 Contractors operations, it shall be replaced or restored at Contractor's
expense. The facilities shall be replaced or restored to a condition as good as when the
Contractor began work.
9. Immigration Act of 1986. Contractor warrants on behalf of itself and all sub-contractors
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.
10. Contractor Non-Discrimination.. In the performance of this work, Contractor agrees that it will
not engage in, nor permit such sub-contractors 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.
11. Work Delays. Should 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
c5ld �!
VCB Regional Marketing Contract 2006.07
p.7
ATTACHMENT 3
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.
12. Payment Terms. The City's payment terms are 30 days from the receipt of an original invoice
and acceptance by the City of the services provided by Contractor(Net 30).
13. Inspection. Contractor shall furnish City with every reasonable opportunity for City to ascertain
that the services of 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.
14. 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.
15. Interests of Contractor. 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. Contractor further covenants that, in the
performance of this work, no sub-contractor or person having such an interest shall be employed.
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, Contractor shall at all times be deemed an independent contractor and not
an agent or employee of the City.
16. Hold Harmless and Indemnification. 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 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 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 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.
17. Contract Assignment. 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.
18. Termination. If, during the term of the contract, the City determines that Contractor is not
faithfully abiding by any term or condition contained herein, the City may notify Contractor in
writing of such defect or failure to perform; which notice must give Contractor a 10 (ten)
calendar day notice of time thereafter in which to perform said work or cure the deficiency.
If 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 Contractor to said effect. Thereafter, neither party shall have
any further duties;obligations,responsibilities,or rights under the contract.
In said event, 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
VC8 Regional Marketing Contract 21,,,6-07
P.8
ATTACHMENT 3
milestone or task satisfactorily delivered or completed by Contractor as may be set forth in the
Agreement payment schedule; compensation for any other work, services or goods performed or
provided by 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 Contractor be entitled to
receive in excess of the compensation quoted in its proposal.
19. Ownership of Materials. All original drawings, plan documents and other materials prepared
by or in possession of 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.
20. Release of Reports and Information. Any reports, information, data, or other material given
to, prepared by or assembled by Contractor as part of the work or services under these
specifications shall be the property of City, and shall not be made available to any individual or
organization by Contractor without the prior written approval of the City.
21. Copies of Reports and Information. If the City requests additional copies of reports,drawings,
specifications, or any other material in addition to what Contractor is required to furnish in
limited quantities as part of the work or services under these specifications, Contractor.shall
provide such additional copies as are requested, and City shall compensate Contractor for the
costs of duplicating of such copies at the Contractors direct expense.
22. Attendance at Meetings and Hearings. As part of the workscope and included in the contract
price is attendance by the Contractor to public meetings to present and discuss its findings and
recommendations. Contractor shall attend as many "working" meetings with staff as necessary in
performing workscope tasks.
VCB Regional Marketing Contract 2006-07
P.9
ATTACHMENT 3
Exhibit C
INSURANCE
Insurance. 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 Contractor, its agents, representatives; employees, or sub-
contractors.
a. Minimum scope of insurance. Coverage shall be at least as broad as:
• Insurance Services Office Commercial General Liability coverage (occurrence
form CG 0001).
• Insurance Services Office form number CA 0001 (Ed. 1/87) covering
Automobile Liability,code 1 (any auto).
• Workers' Compensation insurance as required by the State of California and
Employer's Liability Insurance.
• Errors and Omissions Liability insurance as appropriate to Contractor's
profession.
b. Minimum limits of insurance. Contractor shall maintain limits no less than:
• 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.
• Automobile Liability: $1,000,000 per accident for bodily injury and property
damage.
• Employer's Liability: $1,000,000 per accident for bodily injury or disease.
• Errors and Omissions Liability: $1,000,000 per occurrence.
C. 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 Contractor shall procure a
bond guaranteeing payment of losses and related investigations, claim administration and
defense expenses.
d. Other insurance provisions. The general liability and automobile liability policies are to
contain, or be endorsed to contain, the following provisions:
• 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 Contractor; products and completed operations of Contractor;
premises owned, occupied or used by Contractor; or automobiles owned; leased,
hired or borrowed by Contractor. The coverage shall contain no special
limitations on the scope of protection afforded to the City, its officers, official,
employees, agents or volunteers.
VCB Regional Marketing Contract 2006.07
P.10
ATTACHMENT 3
a For any claims related to this project, 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 Contractor's
insurance and shall not contribute with it.
C 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.
C 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.
e Each insurance policy required by this clause shall be endorsed to state that
coverage shall not be suspended, voided, canceled by either party, reduced in
coverage or in limits except after thirty (30) days' prior written notice by
certified mail,return receipt requested, has been given to the City.
e. Acceptability of insurers. Insurance is to be placed with insurers with a current A.M.
Best's rating of no less than ANLL
f. 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.
VCB Regional Marketing Contract 2006.07
P.t t
council memoRanbum
city of-san lues oBispo, aaimmstRation aEpautment
RED FILE RECEIVED
DATE: July 13, 2007 MEETING AGENDA
DATE-/Z ITEM # C &o JUL 13 2007
TO: City Council SLO CITY CLERK
FROM: Ken Hampian, City Administrative Officer54
Prepared by: Brigitte Elke,Principal Administrative Analyst
SUBJECT: Promotional Coordinating Committee (PCC) Draft Minutes from July 11,2007
With Consent Agenda Item C-10, 2007-08 Community Promotion Contracts, scheduled on July 17,
2007 Council is asked to approve the new Community Promotions contracts for 2007-08 with the
Chamber of Commerce and the San Luis Obispo County Visitors and Conference Bureau. Three
contracts are presented for approval.
1. Public Relations services through the Chamber of Commerce in the amount of$43,500
2. Visitor Center and electronic information services through the Chamber of Commerce in the
amount of$88,900
3. Regional Marketing services through the San Luis Obispo County Visitors and Conference
Bureau in the amount of$72,200
The PCC reviewed the Ad Hoc committee's recommendation at its July 11, 2007 meeting and
unanimously approved the contracts as presented for recommendation to Council. The draft minutes
are attached.
L
COUNCIL jPCDD DIR
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— GAStg0VAARed File.MCC-Comma Renewal-July 11,200Zdor
r Promotional Coordinating Committee DRAFT
Minutes
Wednesday, July 11, 2007
5:30 pm
City Hall
Council Hearing Room
990 Palm Street
CALL TO ORDER: Chair Cate Norton 6:05 pm
PRESENT: T. Conner, Kinney, Babb
STAFF PRESENT: Brigitte Elke, Principal Administrative Analyst
PUBLIC COMMENT
No public comment.
CONSENT AGENDA
ACTION: Moved by Kinney/T. Conner to approve the consent agenda as presented.
Motion carried 4:0.
PRESENTATIONS
1. PUBLIC RELATIONS CONTRACT— QUARTERLY REPORT
Lindsey Miller gave an overview on Public Relations, the Chambe ' ract and its
organization to fulfill the contract. She reported on the PR over the last three months
and the upcoming opportunities that will concentrat arget niche markets and utilization of
the overall marketing theme. Dave Garth intr ed an upcoming opportunity with CalPoly's
Radio Station 1610 AM for tourist info on. Once they finalized all the agreements
needed, they will come back to t C for consideration in the marketing mix and financial
support through the enhan romotion budget.
For 2007-08 the plan includes CaITIA attendance, Jeep King of the Mountain, Tour of
California, ancement of online press room, a quarterly newsletter to hotels and motels,
local sm surveys for 2007 & 2008, survey about repeat visitation, grand opening of
nna Inn Spa and the 50th birthday of Hearst Castle.
V
BUSINESS ITEMS
1. APPROVED BUDGET OVERVIEW
Brigitte Elke presented the approved budget to the comm' i erated the changes that
were requested and ultimately approved. T ee was very pleased to see the
research budget. Jeanne Ki about the enhanced promotional funds and how they
will be used. Bri ' explained that the decision as to who or what to fund is at the
com ' iscretion.
2. CONTRACT REVIEW FOR PF, TOURIST CENTER & REGIONAL
Brigitte Elke presented the work scope of all three contracts as updated by the ad hoc
committee staffed by Debbie Nicklas, John Conner and Terry Conner. The contracts had
been reviewed by the contractors without any changes or comments. Terry Conner
elaborated that the changes were based on the discussions the committee had over the last
few months. The most significant changes were the stressing of the collaboration and
coordination between the contractors as well as all the different industry groups that are
supported through the grants-in-aid program. In addition, the new contracts ask for reporting
according the work scope. All contractors will adjust their reporting accordingly.
Moved by T. Conner/Babb to approve the contracts as presented.
Motion carried 4.0
3. NEW COMMITTEE STRUCTURE
Cate Norton introduced the idea to give the Marketing Subcommittee a more rued
purpose that would concentrate its work on the update of the Mari n and the review
of the individual contracts. This would eliminate the nee monthly outside of the
January through May time frame, unless as
CC for specific assignments.
Moved by Kinney/Babb to rate the efforts of the Marketing Subcommittee on the
yearly Marketing Pla a and contract renewals with specific meeting dates once a
month betwee uary and May. The subcommittee would be on call for special
assignrpMy the PCC.
aptWff carried 4:0
1. GRANTS-IN-AID SUBCOMMITTEE — LIAISON ASSIGNMENT & SU
Brigitte Elke presented the Council approved n list and the committee assigned the
each member to five organizations. aining organizations will be distributed amongst
the remaining members. mttee also discussed better collaboration with the
organization by a ging them to work with the contractors for PR, information at the
Tourism C etc. Lindsey Miller will update the informational brochure for distribution to
th members.
r
2. MARKETING PLAN UPDATE
Brigitte Elke presented the latest draft of the Marl wi be submitting the plan
electronically to all members an ors for review, corrections and changes. The
final version will be to the PCC in August for approval and recommendation to
Council.
woo
The meeting adjourned at 7:35 pm to the August 8, 2007 meeting.