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HomeMy WebLinkAbout07/06/2010, C12 - 2009-10 COMMUNITY PROMOTIONS CONTRACTS counat ,o j acEnaa Report C ITY OF SAN LU IS O B I S P O FROM: Shelly Stanwyck,Assistant City Manager Brigitte Elke,Principal Administrative Analyst SUBJECT: 2009-10 COMMUNITY PROMOTIONS CONTRACTS RECOMMENDATION 1. As recommended by the Tourism Business Improvement District (TBID) Board, extend the contract for Marketing Services for the TBID (Specification No. 90895) with Level Studios for an additional two years and authorize the Mayor to execute the amendment to the agreement in the amount of$750,000. 2. Authorize the City Manager to enter into various contracts for Community Promotions not to exceed the 2010-11 budget amount of$367,900 and based on the recommendations by the Promotional Coordinating Committee (PCC) and the Tourism Business Improvement District Board(TBID). 3. Authorize the City Manager to enter into contracts utilizing the Tourism Business Improvement District Fund un-appropriated fund balance from the 2009-10 fiscal year for tourism marketing expenditures in 2010-11. DISCUSSION Background With the 2009-11 Financial Plan, the City Council approved the budget for the Community Promotions program and defined the work program for Community Promotions and the Tourism Business Improvement District. Both of these programs are overseen and administered by advisory bodies to the Council. The Promotional Coordinating Committee(PCC)makes recommendations regarding the use of Community Promotions funding and the Tourism Business Improvement District(TBID) Board recommends the use of the TBID assessment. Both boards submitted a budget and work program for the 2009-11 Financial Plan. Since several of the contracts within the work program were one-year commitments,both boards revisited their budgets and established recommendations for use of funding in 2010-11 and respective contract assignments. Division of Responsibilities between the two advisory bodies In order to better define the roles of the two advisory bodies, both advisory bodies agreed that the promotional approach should be divided into the two categories traditionally addressed in tourism marketing; external and internal marketing. The TBID Board will concentrate its efforts on external marketing and provide the driving force behind bringing tourists to San Luis Obispo. The PCC will focus on internal marketing and concentrate its efforts on beautification, events, entertainment, shopping, and dining. This specific division between the two efforts will provide the mechanism to avoid duplication of efforts and implement the measures that entice tourists to visit San Luis Obispo and provide experiences that encourage return visits. Fiscal year 2009-10 Cly- I Council Agenda Report—2010-11 Community Promotion Contracts Page 2 was the first year this division was implemented and the advisory bodies continue to pursue their individual work programs with the new perspective and responsibilities in mind. TBID In 2008,the City released a RFP for marketing services (Specification No. 90895) and awarded the contract to Level Studios as recommended by the TBID board. The two-year contract had an extension clause of two two-year amendments if the defined work scope met the TBID boards expectations and was executed to the board's satisfaction. This original contract had an expiration date of June 30, 2010. Given that the board was pleased with the results of the initial campaign, the developed website, tourism logo, and subsequent media campaign, it requested that the contractor provide a marketing plan for 2010-11. In its June regular monthly meeting, the TBID board approved the budget and the recommended marketing campaign and recommends that Council authorize the extension of the agreement for two-years(Attachment 1). The amount dedicated for the first year of the two-year period is $750,000. The TBID board wants to review the campaign success at the end of the first year and determine the amount to be dedicated to this effort for the second contract year. In its budget deliberation, the TBID board also considered proposals from the San Luis Obispo Chamber of Commerce, the San Luis Obispo Visitors and Conference Bureau, and an independent Public Relations (PR) component. At this point, the TBID board recommends that Council authorize the City Manager to enter into the separate contracts with the Chamber of Commerce for upgraded hotel display and electronic kiosk at the Visitor Center, as well as a new concierge training program for the amount of$53,400. The board also recommends the release of a request for proposal (RFP) for the PR component and asks Council to authorize the City Manager to release the RFP once the workscope is developed and to execute a contract as recommended by the TBID board within a budget of$45,000 (Attachment 2). In its budget deliberations, the TBID board also allocated funding for the hotel membership fees to the San Luis Obispo Visitors and Conference Bureau and recommends funding at $29,001. Promotional Coordinating Committee Concentrating its efforts on internal marketing, the PCC recommended in its budget proposal for 2009-11 the allocation of funding to two CIP projects to complete the design and construction phase of the directional sign program in addition to the construction of map kiosks and donation boxes for the City's Open Space entrances. The committee also recommended growing the current ShopSLO campaign into a countywide program and the City entered into a two-year contract with Verdin Marketing Ink. to that end. All these efforts will continue in 2010-11 and $115,000 is allocated to these efforts (Attachment 2). Evaluation of Agreements and current partnerships By recommendation from the PCC, the City has contracted with the Chamber for many years to offer services related to tourism marketing. Over the years, the committee has worked closely with the Chamber of Commerce to enhance, refine, and improve the services for optimum return of investment to the City. The Chamber has been very responsive, collaborative and has consistently demonstrated success and thorough follow-up on the contracted services. When discussing the new budget and related contracts, the PCC felt it needed to further streamline all of its efforts to enhance the experience for visitors to San Luis Obispo. The Committee therefore formed a contract task fi Council Agenda Report—2010-11 Community Promotion Contracts Page 3 force to look into the contractual obligations that ended on June 30, 2010 and to make recommendations as to the contracts in 2010-11. The task force met in two meetings to gather its thoughts and initial ideas and then met with Chamber representatives to establish the desired services and required work scope. In collaboration, the two parties established a new program to deliver Visitor Center Services, Events Promotion and a brand new Economic Development component that will create an economic development microsite on www.slochamber.ore (Attachment 2). After presentation to the full committee, the PCC approved the presented contracts and work scope and recommends that Council authorize the City Manager to execute the contracts with the San Luis Obispo Chamber of Commerce. In its initial work program the contract task force recommended the development of an events brochure to be sent to County residents to invite them to San Luis Obispo to enjoy the cultural activities, shop, and dine. After review of the item with the Chamber representatives and the full PCC in a special meeting on June 23,2010, the PCC recommends releasing a RFP for this line item. It therefore asks the Council to authorize the City Manager to release the RFP and enter into a contract if the proposal is within a budget of $58,000. The PCC will oversee the RFP process, develop the required workscope, and make a recommendation to the City Manager after evaluation of the proposals received. FISCAL IMPACT The total amount currently budgeted in the 2010-11 Financial Plan for Community Promotions is $1,226,100. The TBID fund is further expected to carry over an un-appropriated fund balance of $265,800 per the Financial Plan Supplement.The exact un-appropriated fund balance will not be know until August when the entire 2009-10 collection has occurred and the City's audit has been substantially completed. However, there is sufficient funding for the recommended contracts and RFPs as recommended by the two advisory bodies. ALTERNATIVES 1. The Council could choose to fund the contracts at different levels or modify the scope of services. The advisory bodies and staff do not recommend adjustments, as the proposed contracts are the result of careful review, discussion, and negotiations between the parties. 2. The Council could direct the advisory bodies and staff to release Request for Proposals for all the services outlined. This is not recommended since the recommended contractors are well positioned to execute the established workscope in a cohesive and economical manner. ATTACHMENTS 1. First Amendment to Agreement with Level Studios 2. Summary of contracts, financial obligation, and recommended workscope 3. Draft Minutes—TBID Board meeting June 9, 2010 4. Draft Minutes—PCC meeting June 9, 2010 5. Draft Minutes—PCC Special Meeting, June 23, 2010 j r FIRST AMENDMENT TO AGREEMENT ATTACHMENT 1 THIS AMENDMENT TO THE AGREEMENT is made and entered into in the City of San Luis Obispo on this day of by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City,and LEVEL Studios hereinafter referred to as Contractor. WITNESSETH: WHEREAS, on January 7,2009 City requested proposals for Marketing services for the City of San Luis Obispo lodging industry per Specification No.90895;and WHEREAS, pursuant to said request, Contractor submitted a proposal which was accepted by City for said services;and WHEREAS,the agreement allowed for two additional two-year terms;and WHEREAS, the Tourism Business Improvement District Board has overseen the contractors work and is pleased with the workscope and results achieved;and WHEREAS, the Tourism Business Improvement District Board recommends a first two-year extension of the agreement for marketing services. NOW THEREFORE, in consideration of their mutual promises,obligations,and covenants hereinafter contained, the parties hereto agree as follows: 1. TERM. The term of this Agreement shall be from the date of this Agreement is made and entered, as first written above,until June 30,2012. By mutual agreement of both parties,the term of this Amendment may be extended once for an additional two years. 2. INCORPORATION BY REFERENCE. City Specification No. 90895, Contractor's original proposal and the proposal presented on May 12,2010 are hereby incorporated in and made a part of this Agreement. 3. CITY'S OBLIGATIONS. For providing services as specified in this Agreement, City will pay and Contractor shall receive therefore compensation in a total sum not to exceed $750,000 for the 2010-11 fiscal year. The City's obligation for the second contract year will be determined based on the recommendation of the Tourism Business Improvement District Board. 4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City, Contractor agrees with City to provide services as described in Exhibit A attached hereto and incorporated into this Agreement. ct , a—LI ATTACHMENT 1 5. AMENDMENTS. Any amendment,modification,or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the Council of the City. 6. COMPLETE AGREEMENT. This written Agreement,including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement,understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral agreement,understanding,or representation be binding upon the parties hereto. 7. NOTICE. All written notices to the parties hereto shall be sent by United States mail,postage prepaid by registered or certified mail addressed as follows: City City Clerk City of San Luis Obispo 990 Pahn Street San Luis Obispo,CA 93401 Contractor LEVEL Studios 3450 Broad Street,Suite 107 San Luis Obispo,CA 93401 8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that each individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such parry. IN WITNESS WBEREOF, 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: City Clerk David F.Romero Mayor APP D AS TO FORM: CONTRACTOR By: ttorney EXHIBIT A ATTACHMENT 1 SCOPE OF WORK FOR MARKETING SERVICES 1. Implement the strategies as outlined in the Marketing Plan by utilizing the full marketing mix as it pertains to tourism related marketing. Planning, developing and implementing promotional tools on the City and Tourism Business Improvement District's (TBID) behalf that meet the criteria of reaching the defined target audience considering traditional and new media opportunities. All campaigns will aggressively market the City's tourism website www.sanluisobispovaccatiohs.com and utilize the tourism logo "Sincerely, California. All campaigns are subject to TBID Board review and approval prior to implementation. 2. Continue to explore cooperative marketing opportunities with the San Luis Obispo Vintners, Cal Poly, the Arts Community, San Luis Obispo County Visitors and Conference Bureau, the Chamber of Commerce, the Downtown Association, etc. 3. Maintain an effective working relationship with the TBID Board. Scheduled meetings will normally be on a monthly basis with the TBID Board and Contractor should provide input, refine, and adjust marketing objectives and strategies as recommended by the TBID Board. 4. Provide budget management. Pay invoices and account for all such activity conducted on the City and TBID's behalf in monthly billing materials. 5. Provide account services such as, but not limited to, marketing concept, design and production, events promotion, media buys and placement, account budget and additional services as needed. Provide status reports on the account budget including standing to date monthly reports. The agency should indicate whether they intend to collect a flat fee or accept a commission. If contracted with a flat fee, agencies are required to dedicate the commission amount to.the purchase of additional advertising. 8. Provide the TBID Board with timely, written reports, one week prior to the regular monthly meeting, which is held the second Wednesday of each month at 2:00 pm, on the status of all aspects of the marketing campaign. Personally present a monthly report on past activities and continuation of plan at the monthly regular TBID board meeting. The.reports should encompass: Summary of all marketing activities in the reporting period. Summary of advertising placed during the reporting period. Summary of direct consumer marketing placed during the reporting period. Summary of results and responses to materials during the reporting period. Examples of materials distributed during the reporting period including proof of advertising. Summary of strategic alliances supported during the reporting period. Website.statistics. r ! 3 - , ATTACHMENT 1 9. Planning and commissioning any research activity that the TBID Board and City Council may require, including suggestions for and methods of continuing evaluation of the effectiveness of the commissioned marketing campaign. 10.Coordinating activities of the marketing campaign with the TBID Board and establish an effective working relationships with its members and assigned staff to achieve coordinated and efficient use of all available resources thus avoiding duplication of efforts with other city promotional efforts. 11.Provide advertising "fulfillment" services in response to requests for material arising out of the TBID's marketing program. 4 c-1a -� ATTACHMENT 1 City of SLO TBID 2010/2011 Marketing Budget Print $79,000 Ma LA g Special Central Coast Getaw _ ays $6,000 Westways Discover $18,000 Via Discover $15,000 California Visitor's Guide $33,000 Skywest _ $7,000 Banners MUM Valueclick/Traffic Marketplace Optimized Channel Placements $60,000 Hotels.com $60,000 Trip Advisor __ $60,000 !Social Ads $40,000, Buzzlogic $40,000 Social Networking________ $46,000 Smarty" $36,000 Social Networking Content Support $10,000 PPC - __ -_ __ - -__.___- _.. _.._. __. _ ___ $108,000 Google Adwords, Yahoo and Bing $108,000 SEO _- ,R __.___-_. _-._ _: ___-. $12;000 New Content and Page Optimization, Link Acquisition $12,000 Email - $40-0-00- List 000List Rentals $15,000 Delivery and Database Management $10,000 Messaging and Content Creation $15,000 iAssets T $50g Banners $30,000 Promo Pages $10,000 Email Templates $10,000 Media Subtotal $555,000 Site Features _ - $85,000 Site Maintenance $20,000 Regular Feature and Content Updates $20,000 Itinerary Builder $20,000 Promo Development $15,000 Project Management and Reporting $10,000 Site Subtotal $85,000 M Program ane ement _-- - ._ _--_---._ _-_ - _-- _ $110,000: Media Director $35,000 Senior Marketing Strategist $15,000 Business Intelligence Analyst $45,000 Account Manager $15,000 Management Subtotal $110,000 Program Total $750,000 c a_g- EXHIBIT B ATTACHMENT 1 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 that 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. 5 �a -� 10. Contractor Non-Discrimination. In the performance .,ithis work, Co rOAQOMENT 1 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 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. 6 ATTACHMENT 1 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 milestone or task satisfactorily delivered or completed by Contractor as may be set forth in the Amended 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. 7 et 3L Il Al IAUMMEN I 1 22. Attendance at Meetings and Hearings. As part of the vv. rkscope 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. 8 C� —�� ATTACHMENT Budget Allocation Recommended by the Tourism Business Improvement District Board Contractor Workscope Budget Allocation Level Studios Marketing Services $750,000 Attachment 1 —Contract Amendment and workscope SLO Chamber of Hotel Board& Kiosk $27,600 Commerce Replace the current hotel board with a flat screen TV monitor that rotates the TBID members' 37 logos and have a direct dial telephone with links to TBID member hotels. Build an indoor/outdoor Visitors Center kiosk incorporated into the existing building to be accessible from the outside 24/7. Concierge Program $25,800 Contractor will establish a program that offers classes to front desk staff to become "ambassadors"for the San Luis Obispo Tourism. SLO VCB Membership dues for all hotel members $29,001 To be determined RFP for Public Relations Services- The $45,000 TBID board will define the desired work scope, evaluate proposals, and recommend the referred contractor to the City Manager Total Expenditure $877,401 2010-11 Budget $ 8539800 2009-10 Un-appropriated Fund Balance ** $ 265,800 Total TBID Budget 2010-11 $1,119,600 Proposed Expenditure Level Studios $750,000 SLO Chamber of Commerce $ 53,400 SLO VCB $ 29,001 RFP $ 45,000 Total Expenditure $877,401 Un-appropriated Balance $242,200 ** The exact un-appropriated fund balance will not be know until August when the entire 2009- 10 collection has occurred and the City's audit has been substantially completed. ��-6 TACHN2 . Budget Allocation Recommended by the Promotional Coordinating Committee Contractor Workscope Budget Allocation_ SLO Chamber of Visitors Center Services $76,500 Commerce Operate a Visitors Center in downtown San Luis Obispo to assist tourists with information about tourist attractions and hotel availability. Events Promotion $40,000 Manage local public relations efforts to San Luis Obispo events. Respond to media requests seeking information about the City of San Luis Obispo. Represent"San Luis Obispo Tourism"at two Cal Poly Events—Open House&Homecoming Economic Development $30,000 Encourage and help businesses to start, grow, and relocate in/to San Luis Obispo by creating a comprehensive microsite for businesses to find information on the economic development of San Luis Obispo as well as doing business in San Luis Obispo To be determined RFP for Events Brochure- The PCC will $58,000 define the desired work scope, evaluate proposals, and recommend the preferred contractor to the City Manager 2010-11 Budget $ 3729300 2010-11 Previous Commitments ** $ 1159000 2010-11 Contracts recommended incl. RFP $ 204,500 Total PCC Budget 2010-11 $ 3197500 Un-appropriated Balance $ 529800 ** Previous Commitments Directional Sign Program—Construction $ 509000 Open Space Kiosks—2 open spaces $ 159000 ShopSLO/DineSLO Campaign—Two-year contract $ 50,000 �1 Tourism Business Improvement District Board p,Tf pCHMENT 3 Minutes Wednesday, June 9, 2010 2:00 pm Council Chamber— City Hall CALL TO ORDER: Chair John Conner PRESENT: Billing, Wallace, Koper, Brown, Norris, Hutton STAFF PRESENT: Brigitte Elke, Principal Administrative Analyst PUBLIC COMMENT John Summer—thanking for'TBID to fund the VCB in full in 2010-11. Point out that SLO received 30 to 31% of web traffic over the last four years. Driven by marketing. Asked to show ROI and they have done that. Asked for equity and they have done so. CONSENT AGENDA ACTION: Moved Wallace/Hutton to approve the consent agenda as presented. Motion carried 6:0 Commissioner Norris abstained since she had not reviewed the items. PRESENTATION 1. SUNSET - SAVOR THE SAVOR COAST Steve Burns went over how the event came about through efforts that started just about a year ago. Thanks to SLO that was one of first supporters the event now has double the cash support than anticipated. Brief overview but main focus was to thank and give update. Josh showed the Taylor Florence commercial. Sunset $1 mio of ad support Were at Celebration Weekend. Big push from Sunset in about 3 weeks. Aggressive campaign to drive tickets prices. Sunset loved bag design, better than their own. Wallace: push to introduce local hotels into info about shuttles, programs, etc. Steve: VCB will sponsor front-desk seminar. Sunset will have items to give to unhappy , customers to make good 2. SAN LUIS OBISPO SYMPHONY Patty Thayer introduces Brian Hermanson the new ED for the Symphony. Proposal for funding. Appreciate that TBID funding is also available for cultural event that usually produce visitors that stay longer and spend more. 0�-� S C MACHMEW 3 Anniversary year for the Symphony. One of the marketing points for SIO is the Symphony. 50 for 50 due to anniversary. 50 events one is brand new— New Year eve concerts. SF and Santa Barbara have it. Draw to City, be festive without bar involvement. Will be happy event with popular music and Chef Megan Loring. County visitors who will hopefully spend the night as well as out of county visitors. Ads will be placed in collaboration with the partners and will utilize Level's efforts. Stay a while page in all programs with all hoteliers listed and link to SinCal. Direct mail still works. Inclusion in season brochure designated to SLO hoteliers. Trading lists with Mozaic and film Festival to increase from Symphony's list of 12;000. City of SLO would be promoted throughout the season. Request for$10,000 with potential to get people here and get them to come back. Subcommittee to look at proposal. BUSINESS ITEMS 1. LEVEL STUDIOS Ryan with standard monthly update,but before that introduced a Cal Poly class that did a project in their Senior project and two winners presented their media plan and proposald. Cody, Sara, and Stephanie. Level asked them to create a media plan for the TBID. Boosting SLO as destination and increase nights. Cultural adventures and 50+travels were the target audiences. Ryan will leave clippings for board members to review. Website update to encourage engagement= offering and promotions. Monthly promotion coinciding with the monthly newsletter. Entering automatically through sign up for the newsletter. $ amount against stay and no need for hotel offerings. Mozaic included with tickets to concerts. 2. 2010-11 BUDGET Chair started the discussion and ask the board to go over the proposed budget line item by line time and approve each budget items separately. Level Studios 2010-11 Marketing Services ACTION: Moved Wallace/Hutton to approve the extension of the contract for two-years and approved $750,000 in expenditure for fiscal year 2010-11. Motion carried 7:0 Public Relations ACTION: Moved Hutton/Norris to approve $45,000 and ask staff to prepare a RFP document to that effect. Motion carried 7:0 Events Promotion ACTION: Moved Wallace/Koperto approve $110,000 for events promotion to be used as recommended by the Events Promotion subcommittee in fiscal year 2010-11 Motion carried 7:0 Cra -/� A1[ACHMEW 3 San Luis Obispo Visitors & Conference Bureau (VCB) This item had been sent back to the contracts task force for further evaluation of the request made by the VCB. The task force met, but had not received the additional material requested from the VCB and therefore recommends to approve the membership portion of the request and postpone the decision regarding a general contribution until such material can be reviewed. ACTION: Moved Brown/Koper to approve the membership fees for all San Luis Obispo hoteliers in the amount of$29,000. Motion carried 5:0 Commissioner Billing and Wallace abstained due to their being on the VCB board of directors. R&D — Star Report ACTION: Moved Norris/Hutton to approve the commissioning of the STR report for 2010-11 in the amount of$3,700. Motion carried 6:0 Trade Shows ACTION: Moved Koper/Wallace to approve $10,000 towards funding of possible tradeshow attendance in 2010-11 Motion carried 7:0 San Luis Obispo Chamber of Commerce ACTION: Moved Brown/Koper to approve the funding in the amount of$27,600 for a Visitors Center hotel board and kiosk station. Motion carried 7:0 San Luis Obispo Chamber of Commerce ACTION: Moved Wallace/Hutton.to approve the funding in the amount of$25,800 for the development and execution of a concierge/ambassador program. Motion carried 7:0 City Funding ACTION: Moved Hutton/Brown to approve the funding of 4% of TBID assessment revenue toward the City's administrative cost. Motion carried 7:0 3 SAVOR THE CENTRAL COAST EVENT FLYER The board asked staff to send the flyer electronically to all TBID members. Cla--17- TBID LIAISON REPORTS ATTACHMENT 3 1. HOTELIER UPDATES no reports were given 2. VCB UPDATE The new visitors guide is now available. This year's attendance at PowWow was deemed a great success. 3. SLO CHAMBER OF COMMERCE & CCTC PR was achieved in Wine Spectator and CEO Dave Garth featured in the BBC's "Postcard from across the pond". The new promotional brochure is finished and the Chamber is working on distribution. CCTC Molly Morrison has been elected to the CCTC board of directors. The organization attended PowWow and had 26 appointments. San Luis Obispo County featured on May 16th in the Today Show and at some date in "In Good Morning England". The meeting adjourned at 3:40 p.m. w 1 y Promotional Coordinating Committee ATTACHMENT 4 Minutes Wednesday, June 9, 2010 5:30 pm City Hall Council Hearing Room 990 Palm Street CALL TO ORDER: Chair Terry Conner 5:30 pm PRESENT: LeMieux, Babb, Davis, J. Conner, Rizzo, Palazzo STAFF PRESENT: Brigitte Elke, Principal Administrative Analyst PUBLIC COMMENT There was no public commen CONSENT AGENDA ACTION: Moved by Babb/Davis to approve the consent agenda as presented. Motion carried 7:0 PRESENTATIONS 1. SUNSET— SAVOR THE CENTRAL COAST Steve Bums from O'Donnel Lane, the Events Management company for Savor, thanked the committee for the provided funding and becoming the first sponsor of the event! He reported that Sunset's Marketing team is already selling the 2011 event to national sponsors. $70,000 in tickets have been sold to date and local tickets are almost sold out. The Tribune wrap was instant ticket seller and the team is confident that they will sell out. 2. SALMONID RESTORATION FEDERATION — 2011 CONFERENCE Freddy Otte, City Biologist presented the conference that is currently in its 29th year and the only one of its kind in California. The organizers are hoping to bring the 2011 conference to San Luis Obispo and choose the City as one of five cities to rotate the conference in. the conference is always scheduled mid-March. The Vets Hall will be the venue for the event seminars. The event is usually supported by grants from Fish & Game, but this funding is not likely available for 2011. In 2011, Stormwater will be a big topic at the conference and will attract people not usually present at the conference. They have 300 to 400 participants each year for a four-day conference. The conference cost is about $80,000 and the organizing committee is looking for$15,000 to offset cost for seminars related to Stormwater and Fish Passage, and provide for transportation to and from field trips. The 0 /a -19 ATTACHMENT 4 committee members asked Mr. Otte to present a more detailed line item budget in July to better assess revenue and expenditure. 3. CONTRACT UPDATES Lindsey Miller with the Chamber of Commerce reported on the PR efforts and achieved placements on MSN.com BBC's "Postcards from across the pond", and Wine Spectator. She also assisted the TBID's PR agency with a writer from the Houston Chronicle and was working with a writer from National Geographic. The Chamber will give a review of its 2009-10 efforts in July. BUSINESS ITEMS 1. ELECTION OF CHAIR AND VICE-CHAIR Commissioner J. Conner suggested to elect Marco Rizzo as chair and Dusty Davis as Vice-Chair for the 2010-11 fiscal year. Both commissioners were willing to serve in this function. ACTION: Moved by J. Conner/Davis to elect Marco Rizzo as Chair for 2010-11. Motion carried 7:0 ACTION: Moved by Babb/J. Conner to elect Dusty Davis as Vice-Chair for 2010-11. Motion carried 7:0 Immediate past-chair T. Conner handed the meeting over to Chair Rizzo. 2. SHOPSLO / DINESLO 2010-11 CAMPAIGN Mary Verdin recapped the 2009-10 campaign goals and what the agency set out to achieve. The DineSLO logo was created as well as the website for ShopSLO and DineSLO. The media campaign in 2009 was mainly geared towards the holidays and became a great success with most media outlets matching the media buy placed. Both campaigns are gaining popularity in the social media outlets. However, the agency also learned through the efforts around Mothers' Day that personal outreach to merchants will be the key to success in 2010-11. For the next fiscal year, the team plans on building on last year's success and actively encourage the use of the sites from both, merchants and customers. The social media campaigns has been very successful and the team plans on building a Farmers' Market presence. The media plan will be presented at the July meeting. The committee encouraged the contractor to allocate funding to assist merchants in creating the online presence and to maybe hold a workshop or training session. In addition, the committee encouraged incentives to customers to use the websites and engage in the campaigns. 3. 2010-11 COMMUNITY PROMOTIONS CONTRACTS Commissioner Davis reported that the contracts task force met five times. The goal was to realign marketing and PR efforts with the internal focus of the committee. The task force therefore recommended the following budget allocations and contracts: r a -ate ATTACHMENT 4 to remove the website and a-blast newsletter from the contracts as these elements belong to the external efforts. Fund the Visitors Center at the same level as 2009-10 but without the extra investment for hotel boards and kiosks. Funding: $76,500 Economic Development Funding: $30,000 Public Relations and Events Promotion will become one contracts with the following elements: o Local pubic relations efforts for San Luis Obispo events Funding: $25,000 o Respond to media requests seeking information about the City of San Luis Obispo Funding: $10,000 o Represent the City at two Cal Poly events (Homecoming and Open House) $ 5,000 o Produce a high quality 36-page promotional events piece Funding: $58,000 o Re-produce the "Explore SLO" tear-off map $ 4,500 o Re-edit high definition video for Channel 20 play $ 1,500 o Produce SLO Wine map for Visitors Center $ 1,000 o Maintain My Media Subscription $ 1,500 The committee asked staff to incorporate language into the GIA agreements that collaborating with the City's local events promotion contractor to maximize outreach will be mandatory. A longer discussion followed regarding the production of the high-quality brochure. The committee and the contractor agreed to meet in a special meeting to further discuss this item to better define the end product. Regarding the Economic Development component, the committee wanted to make sure that the City's Economic Development Manager, Claire Clark, will be an integrated part which the contractor acknowledged. ACTION: Moved by J. Conner/Palazzo to approve the contracts with the Chamber of Commerce as recommended by the Contracts Task Force with the exception of the Events brochure which will need further discussion. Motion carried 7:0 PCC LIAISON REPORTS TBID Board Report Commissioner J. Conner reporter that the TBID board approved the budget which includes a hotel board and kiosk at the Tourists Center, as well as an ambassador program with the Chamber of Commerce. PCC COMMUNICATIONS Committee Chair T. Conner reminded the committee that the GIA recommendations will be before Council on June 15th Staff asked whether the committee would entertain, a presentation from the City's Transit manager regarding the cuts in trolley services due to reduced Federal and State funding. The committee agreed to agendize the item for July. Meeting adjourned at 7:25 pm. C l a- -a( Promotional Coordinating Committee Attachment 5 Special Meeting Minutes Wednesday, June 23, 2010 5:30 pm - City Hall Council Hearing Room DRAFT CALL TO ORDER: Chair Marco Rizzo 5:30 pm PRESENT: LeMieux, Babb, Davis, J. Conner, Palazzo STAFF PRESENT: Brigitte Elke, Principal Administrative Analyst PUBLIC COMMENT There was no public comment. BUSINESS ITEMS 1. 2010-11 EVENTS BROCHURE The committee met with San Luis Obispo Chamber of Commerce (Chamber) representatives to continue the discussion from the June 9, 2010 regular PCC meeting regarding an events brochure element for fiscal year 2010-11. Dave Garth, CEO and President of the Chamber, informed the committee that the Chamber analyzed the project and came to the conclusion that it was not in the Chambers best interest to pursue this contract as the project did not really fit into the Chamber's mission and work scope. The committee discussed whether a print version was the best way to pursue the objective or whether other means should be considered. In their discussion, the commissioners considered timing, consumer behaviour, and the most cost effective approach. After in-depth discussion and consideration of a multitude of elements and possibilities, the commissioners concluded that a Request for Proposal would be in the City's best interest as the responding companies will develop the most advantageous campaign for the funding available. ACTION: Moved by Davis/Babb to release an RFP in the amount of$58,000 for City of San Luis Obispo Events Promotion to be distributed countywide. Motion carried 6:0 Meeting adjourned at 6:15 pm. �����������iiiiilllillllli;111111► council mcmoRAnbum cny o�san L is owspo, aammistmtionr aepautment �I DATE: July 1, 2010 TO: City Council �L IrC FROM: Katie Lichtig, City Manager Prepared by: Brigitte Elke, Principal Administrative Analyst SUBJECT: Consent Item C12 for July 6, 2010 2009-10 Community Promotions Contracts Consent item C12 pertaining to various contracts under Community Promotions for the fiscal ,year 2010-11 was inadvertently titled 2009-10 Community Promotions Contracts. The City Clerks will release and amendment to the agenda correcting the title to read: 2010-11 COMMUNITY PROMOTIONS CONTRACTS. Cc: Dietrick Codron Malicoat PVT - VV 1 d 1 G:LStcBlE1AARed RlesLSLO Ory BID.dm