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HomeMy WebLinkAbout07-27-2015 FreshBuzz Media - SLO Happenings Promotional PlanAGREEMENT THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this day of 2. o i 5, by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and FreshBuzz Media, hereinafter referred to as Contractor. WITNESSETH: WHEREAS, on May 7, 2015 City requested proposals for SLO Happenings Promotional Plan and Services for the City of San Luis Obispo per Specification No. 91357 WHEREAS, the City's Promotional Coordinating Committee reviewed and evaluated the proposals; and WHEREAS, in its June regular meeting, recommended that Contractor be commissioned to execute promotional services pursuant to Specification No. 91357; and WHEREAS, the City accepted the committee's recommendation and the Contractor's proposed services. NOW THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter contained, the parties hereto agree as follows: 1. TERM. The term of this Agreement shall be from the date of this Agreement is made and entered, as first written above, until June 30, 2016. By mutual agreement of both parties, the term of this Agreement may be extended three times for an additional one year term. 2. INCORPORATION BY REFERENCE. City Specification No. 91357 and Contractor's proposal dated May 28, 2015, 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 compensation in a total sum not to exceed $28,300. 4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City, Contractor agrees with City to provide services as described in Exhibit A attached hereto and incorporated into this Agreement. 5. AMENDMENTS. Any amendment, modification, or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the Council of the City. 6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding, or representation be binding upon the parties hereto. 7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows: City City Clerk City of San Luis Obispo 990 Palm Street San Luis Obispo, CA 93401 Contractor FreshBuzz Media Attn. Judith Cohen 263 Harloe Avenue, Suite 100 Pismo Beach, CA 93449 8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that each individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. 2 IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written. ATTEST: PPROVED AS ORM: Christine Dietrick, City Attorney CITY OF SAN LUIS OBISPO, A Municipal Corporation By Katie Lichtig, City Manager CONTRACTOR By: AldithOffoheii, FreshBuzz Media 3 GtT Y O� City Manager Report Final City Manager Approval Approver Name Date Approve City Administration Michael Codron I July 7, 2015 Reviewer Routing List Reviewer Name Date Reviewed City Attorney Jma 7/7/15 Finance & Information Technology mwP 7/7 June 29, 2015 FROM: Michael Codron PREPARED BY: Molly Cano, Tourism Manager SUBJECT: PCC: 2015 -16 SLO Happenings Promotional Plan and Service Agreement RECOMMENDATION As recommended by the Promotional Coordinating Committee (PCC), approve the contract with Fresh Buzz Media in the total amount of $28,300 for the Promotional Plan and Services for SLO Happenings program. DISCUSSION Background During the May 5, 2015 meeting, the City Council authorized the release of the request for proposals (RFP) for the SLO Happenings promotional plan and services. Based on that approval, the RFP was posted on Thursday, May 7, 2015 on the City's website. The RFP was noticed in the Tribune and the list of interested parties was notified of the posting via email. The RFP period closed on Thursday May 28, 2015 at 3:00 pm. At the time of opening there were four proposals that had been received. Three were deemed qualified and one was disqualified because it was submitted too late and had incomplete documentation. The three qualified proposals were received from Create Promotions, Fresh Buzz Media, and S. Lombardi and Associates. PCC Deliberation During the regularly scheduled June 10, 2015 PCC meeting, the Committee thoroughly reviewed and discussed the three proposals for the SLO Happenings promotion contract. Representatives from each of the agencies were present at the meeting to address the questions presented by the committee members. Following that discussion the committee reviewed the compiled evaluation rating results. Ultimately, the PCC determined that Fresh Buzz Media offered the most relevant and thorough proposal to address the work scope required for the project. They determined that Fresh Buzz had the greatest understanding of the program matched by qualified experience performing similar work. This determination was consistent with the Committee's evaluation score results as well. 2015 -16 SLO Happenings Promotional Plan and Service Agreement Page 2 PCC Recommendation During the June 10, 2015 regular meeting, the PCC recommended to contract with Fresh Buzz Media in the amount of $28,300 for the production of a promotion plan and the services to implement the plan for the SLO Happenings program as stated within the proposal. FISCAL IMPACT During the May 5, 2015 meeting, the City Council authorized the City Manager to enter into contract for the Promotional Plan and Services based on the recommendation by the PCC. In the 2015 -16 program budget allocation for Community Promotions, the PCC earmarked $28,300 from the contract services line item for the purpose of SLO Happenings promotional services contingent upon City Council's approval of the 2015 -17 Financial Plan at the June 23, 2015 special meeting. ATTACHMENTS 1. City Council Meeting Minutes — May 5, 2015 2. PCC Meeting Minutes — June 10, 2015 3. Agreement: Fresh Buzz Media