HomeMy WebLinkAboutEvents Promotion Services 2009THIS AGREEMENT is made and entered into in the City of San Luis Obispo o
this 6-17+day of kl,t,&bt sr ,2009 by and between the CITY OF SAN LUIS
OBISPO a municipal corporation, hereinafter referred to as City, and, th e
MMERGE, INC :;;a nonprofit corporation, hereinafter referre d
to as Contractor .
WITNESSETH :
WHEREAS,the City desires to contract with the Chamber of Commerce t o
promote its advantages as a destination for tourists through events promotionefforts ,
disseminate visitor information at various events in the City, and promote the City's
attractions and event calendar to event visitors .
WHEREAS,Contractor has an established relationship with the City's Grants-in -
Aid recipients and major cultural, social, and recreational events in San Luis Obispo ; an d
WHEREAS,Contractor provides event related services through the Visitors Cente rand the visitslo .com website ;
NOW THEREFORE,in consideration of their mutual promises, obligations, an d
covenants hereinafter contained, the parties hereto agree as follows :
1.TERM .The term of this Agreement shall be from July 1, 2009 until Jun e
30, 2010 .
2.INCORPORATION BY REFERENCE .The scope of work, attached a s
Exhibit A to this agreement is incorporated herein by reference .
3.REPRESENTATION FOR PROGRAM COORDINATION .
3 .1 City.The City Manager or his or her designated representative shall b e
the ,Project Manager representing the City for all purposes under this agreement .
3 .2 Contractor .Contractor shall assign a single Project Manager to hav e
overall responsibility for the progress and execution of this agreement for the Contracto r
at the commencement of the term of this agreement . Lindsey Miller, Marketing Directo r
of Contractor, is designated as the Project Manager . Should circumstances or condition s
subsequent to the execution of this document require a substitute Project Manager fo r
any reason, the Project Manager designee shall be subject to the prior written approval b y
the City Project Manager .
4.CITY'S OBLIGATIONS .For providing services as specified in Exhibit A t o
this Agreement, and upon receipt of monthly invoices with attached copies of work orde r
forms, bills, and detailed billable hours (reflecting the time spent, the employee, and the
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activity undertaken), the City agrees to pay to contractor 12 monthly payments of a
retainer in the amount of Two Thousand Nine Hundred Dollars ($2,900)per month plu s
up to, and no more than,Nineteen Thousand Five Hundred Dollars ($19,500)fo r
expenses pertaining to promotional pieces and giveaways as billed for a total event s
promotion services allocation not to exceed Fifty Four Thousand Three Dollar s
($54,300)for FY 2009-2010 .
5.CONTRACTOR'S OBLIGATIONS .
5 . 1 . Scope of Work - Exhibit A .For and in consideration of City's
promises and the payment obligations, Contractor shall provide services as described i n
Exhibit A attached hereto and incorporated by reference into this Agreement .
5 .2 . Coordination of Efforts with other Contractors .Contracto r
acknowledges the potential for duplication of efforts and costs as a result of the City's
agreements with other contractors under its Community Promotions program . To
coordinate efforts, Contractor shall participate in monthly meetings of the Promotiona l
Coordinating Committee' and its Marketing Subcommittee, and shall provide a 60-da y
action plan at the meeting . In performing its services under this agreement, the Contracto r
agrees to make every reasonable effort to coordinate activities and to identify and avoi d
duplication of costs associated with the Promotional Services .
5 .3 Promotion of City Properties .Contractor agrees during its promotio n
of City and fulfillment of the terms of this Agreement that it shall promote all City of Sa n
Luis Obispo lodging properties, whether or not they are member of the San Luis Obisp o
Chamber of Commerce . Contractor specifically acknowledges that this promotional effor t
could require the production of separate materials to include non-member lodgin g
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 genera l
terms and conditions as specified in Exhibit B, attached and incorporated herein b y
reference .
7.INSURANCE The Contractor shall procure and maintain for the duration o f
the contract insurance which meets the requirements of Exhibit C, attached an d
incorporated herein by reference . As evidence of this insurance, the Contractor shal l
provide the City with both, a Certificate of Insurance and an Endorsement naming the City
as an "Additional Insured".
8.AMENDMENTS .Any amendment, modification, or variation from the term s
of this Agreement shall be in writing and shall be effective only upon approval by the Cit y
Council, or the City Manager for amounts up to the authority granted to the City Manage r
by the City Council .
9.INDEPENDENT CONTRACTOR .Notwithstanding any representations ,
oral or written, between the parties, including any and all agents or representative s
thereof, Contractor at all times covered by the terms of this Agreement is acting as a fre e
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 provid e
broad general outlines, and Contractor will use its own initiative and discretion i n
performing the details of work herein .
10.COMPLETE AGREEMENT .This written Agreement, including all writing s
specifically incorporated herein by reference, shall constitute the complete agreemen t
between the parties hereto . No oral agreement, understanding, or representation no t
reduced to writing and specifically incorporated herein shall be of any force or effect, no r
shall any such oral agreement, understanding, or representation be binding upon th e
parties hereto .
11.NOTICE .All written notices to the parties hereto shall be sent by Unite d
States mail, postage prepaid by registered or certified mail addressed as follows :
City Clerk
City of San Luis Obisp o
990 Palm Stree t
San Luis Obispo, CA 9340 1
Chamber of Commerc e
1039 Chorro Stree t
San Luis Obispo, CA 9340 1
Attn : Dave Gart h
12.AUTHORITY TO EXECUTE AGREEMENT .Both City and Contractor d o
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 Corporatio n
City
Contracto r
.,ai i
C'"Jerk
By
David F . Romero, Mayo r
APPROVED AS TO FORM :CONTRACTO R
By :
Dave Garth, President/CE O
San Luis Obispo Chamber of Commerce
EXHIBIT A
SCOPE OF WORK FOR EVENTS PROMOTION SERVICE S
1.Create an Events Promotion program that capitalizes from the wealth of local event s
and increase their visibility and utilize them as an point of departure to attract visitor s
to San Luis Obispo .
The program will provide :
1 .1 Collaboration with marketing directors to attract media to the event and offer t o
host the press trip during the event .
1 .2Create event package to sell to potential visitors .
1 .3Offer PR advice and help with executing PR plans .
1 .4 Promotion of the event through the Visitors Center and the visitslo .com website .
2.The Contractor will utilize selected events as determined by the Promotiona l
Coordinating Committee to promote the City of San Luis Obispo as a touris m
destination to patrons at the events by having a booth at the event . Contractor wil l
be present to promote SLO Tourism at events such as National Train Day in Lo s
Angeles, Plein Air Festival, Festival Mozaic, SLO Vintners events, City-to-Se a
Marathon, SLO Film Festival, Culinary Carnival, Cal Poly Open House, Cal Pol y
Homecoming, Pride in the Plaza, SLO Triathlon, SLO Symphony, Arts Obispo, etc .
3.Contractor will produce promotional materials and giveaways to take to the event s
and hand-out at the booth .
4.Contractor will develop two special promotional campaigns dictated by curren t
tourism interest trends such as HikeSLO, BikeSLO, OutdoorSLO, and/o r
WineCountrySLO .
5.Produce, design, and send out an e-blast newsletter to the current data base o f
registered recipients of the San Luis Obispo newsletter .
6.Provide written reports on Event Promotion activities monthly (by noon on the first
Wednesday of the month)to the City of San Luis Obispo's Administratio n
Department to be included in the PCC's meeting packets . At a minimum the reports
shall include :
6 .1 . Summary of activities & achievements relating to work scope as outlined i n
Appendix A
6 .2 . Summary of collaborations with strategic alliances during the reporting period .
6 .3 . Summary of events promoted or represented San Luis Obispo at .
6 .4 . Statistical Summary of people reached during events .
6 .5 . Summary of outreach efforts on behalf of event organizations .
6 .6 . Summary on generated media coverage for events .
7. Once a quarter, present the PCC with a detailed oral report highlightin g
achievements as compared to the work scope and elaborate on upcoming plan s
and events .
S .