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HomeMy WebLinkAboutPublic Relations Services Contract 2009THIS AGR this 4-0,1 day of to as Contractor. J�.ha�✓ �f �aa�lD NT is made and entered into in the City of S hTUis Obispo on GIST' , 2009 by and between the CITY OF SAN LU S orporation, hereinafter referred to as City, and; theme OIFif a nonprofit corporation, hereinafter referred WITNESSETH: WHEREAS, the City desires to contract with the Chamber of Commerce to promote its advantages as a destination for tourists throug _ �,-O TJV rts, disseminate visitor information and properly respond to inquiries about activities taking place in the City; and WHEREAS, Contractor is qualified coverage about the City in various radio, entertainment outlets; and to arrange and obtain favorable media print, television and electronic news 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; WHEREAS, Contractor has an image library of San Luis Obispo and the surrounding area of over 50,000 images that is available for public relation efforts. 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, 2009 until June 30, 2010. 2. INCORPORATION BY REFERENCE. The scope of work, attached as 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 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 at the commencement of the term of this agreement. Lindsey Miller, Marketing Director of Contractor, is 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. Council, or the City Manager for amounts up to the authority granted to the City Manager by the City 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 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 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. Coordinate with Grants -in -Aid recipients to increase event and cultural promotion through PR outreach. 2. Use the City of San Luis Obispo's Community Promotion's Brand, San Luis Obispo — Experience the SLO Life! or any newly developed tourism brand in visitor and electronic information materials 3. Focus Public Relations Efforts by 3.1. Utilizing 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 meetings with the Promotional Coordinating Committee's (PCC) and its Marketing Subcommittee. 3.2. Providing information to travel editors and assignment editors about local events such as: Music & Arts Festivals, Food & Wine events, outdoor activities, etc. Make sure to highlight events according to the Grants in Aid events supported by the City Council. 3.3. Targeting various niche interests including: culinary, eco, recreational, and cultural tourism, developing travel trends, and writers specializing in these and other relevant special interests. 4. Media Relations 4.1. Aggressively develop and maintain relationships with travel writers and editors focusing on major media. Conduct ongoing outreach to key newspapers magazines, guidebooks, television and radio stations, online, and syndicated editors, writers and producers. Concentrate efforts on publications with national reach and relevancy. 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. Department to be included in the PCC's meeting packets. At a minimum the reports shall include: 7.1. Summary of activities & achievements relating to work scope as outlined in Appendix A 7.2. Summary of media contacts during the reporting period. 7.3. Copies of press releases sent out during the reporting period. 7.4. 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 publications' advertising rates. 7.5. Summary of value of published articles. 7.6. Summary of materials distributed during the reporting period. 7.7. Summary of strategic alliances supported during the reporting period. 8. 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.