HomeMy WebLinkAboutVisitor & Electronic Information Services 2009•
THIS AGREEMENT is made and entered into in the City of _spa'.rr `'T
this day of 1414Gus ,2009, by and between the CITY OF SAN LUI S
OBISPO, a municipal corporation, hereinafter referred to as City, and, th
COMMERCE, 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 travel destination for tourists, disseminate visitor informatio n
and properly respond to inquiries about activities taking place in the City ; an d
WHEREAS,Contractor is qualified and its visitors center is equipped to carry ou t
such activities on behalf of the City, and is in a position to accomplish such aims an d
purposes of the City in an efficient and economical manner;
WHEREAS,the City and Contractor had previously entered into an Agreement o n
August 18, 2005 for visitor center services and website marketing and as recommende d
by the PCC, the City wishes to continue to contract with the Contractor for these services ;
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 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 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 .
4 .1 . Ongoing Services .For providing services as specified in Exhibit A t o
this Agreement, and upon receipt of Contractor's monthly contractor report, City agrees t o
pay to Contractor twelve (12) monthly installment payments, in the amount of Seve n
Thousand Six Hundred and Twenty Five ($7,625),for a total of Ninety One Thousan d
Five Hundred Dollars ($91,500)for FY 2009-1 0
4 .2 . Visitors Center Improvements .In order to update the center's
appearance and to enhance the user experience, the Contractor will equip the center wit h
a 65" LCD TV and produce a 10-minute High Definition video featuring tourist attraction s
and activities in San Luis Obispo . The City agrees to reimburse Contractor for this wor k
upon receipt of actual invoices therefore in an amount not to exceed Thirteen Thousan d
dollars ($13,000).
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 that during it s
promotion of City and fulfillment of the terms of this contract that it shall promote all City o f
San Luis Obispo lodging properties, whether or not they are member of the San Lui s
Obispo Chamber of Commerce . Contractor specifically acknowledges that thi s
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 t o
a list of non-member properties .
5 .4 . Allocation of Funds .Contractor shall allocate a total of Fiftee n
Thousand Dollars ($15,000)annually from payments made to Contractor by Cit y
pursuant to Section 4 .1 above for the maintenance and improvement to the visitslo .co m
website . The nature and extent of any improvements or changes to the site shall b e
mutually agreeable to both parties and are more particularly described in Exhibit A .
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 an d
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 Cler k
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 b e
executed the day and year first above written .
Cit y
Contractor
ATTEST:CITY OF SAN LUIS OBISPO ,
A Municipal Corporatio n
B yDavid F . Romero, Mayo r
ALA-
-A .4/.I ..A A
./ e/ty Cler klainaCan
APPROVED AS TO FORM :CONTRACTO R
By :2
Dave Garth, President/CE O
San Luis Obisp o
Chamber of Commerce
EXHIBIT A
SCOPE OF WORK FOR VISITOR & ELECTRONIC INFORMATION SERVICE S'frNZ
1.Assist in implementing the City's Tourism Efforts, Goals, and Objectives .
1 .1 . Continue to maintain and improve upon strategic alliances including supportin g
partnership opportunities with the San Luis Obispo Vintners, Cal Poly Ope n
House & Alumni relations, the Arts Community on special events, the City's
Parks and Recreation Department through special events and marketin g
opportunities and Grants-in Aid recipients and allow the use of the Visitors '
Center as an outlet for events .
2.Use the City of San Luis Obispo's Community Promotion's Brand,San Luis Obisp o
– Experience the SLO Life!or any newly developed tourism brand in visitor an d
electronic information materials .
3.Maintain a public office in a central location in Downtown San Luis Obispo for visito r
information (the "Visitors Center") that has regular hours that suits the needs o f
visitors .
3 .1 . The Visitors Center is presently located at 1039 Chorro Street, very near to th e
historic Mission San Luis Obispo de Tolosa . The City acknowledges that th e
present location of the Visitors Center may have to change to another suitabl e
downtown location during the term of this contract because of the anticipate d
redevelopment and seismic retrofit of the property . The Chamber agrees t o
provide 30-day written notice to the City of any relocation of the Visitor s
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 adequat e
number of trained employees to handle the seasonal flow of visitors to th e
Visitors Center.
4 .2 . Respond to high volumes of information requests including telephone calls an d
emails .
4 .3 . Serve as a contract for information requests from potential visitors as well a s
an activity resources and a referral agency to the City's lodging members .
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 and consistently update the "visitslo .com" website by providing :
5 .1 . A media roo m
5 .2 . A list of "what to do" in San Luis Obispo when traveling with children and pets .
5 .3 . Information of cultural events and activities in the City of San Luis Obispo .
5 .4 . Historical information with a particular focus on the Mission .
5 .5 .Electronic versions of maps and brochures useful to visitors .
5 .6 . Produce and post a monthly electronic newsletter on activities in the City .
5 .7 . Monitor search engine response to key words related to visiting San Lui s
Obispo .
6.Provide written reports on activities monthly (by noon on the first Wednesday of th e
month)to the City of San Luis Obispo's Administration Department to be included i n
the Promotional Coordinating Committee' monthly meeting packets . At a minimu m
the reports shall include :
6 .1 . Summary of activities & achievements relating to work scope as outlined i n
Appendix A
6 .2 . Summary of monthly website information .
6 .3 . Number of visitors to the center for the month .
6 .4 . Number of respondents to various promotional activities for the month an d
aggregated total .
6 .5 . Summary of monthly telephone and email information requests .
6 .6 . Type and quantity of any special materials distributed to groups .
6 .7 . Summary of partnerships with event organizations in the Visitors Cente r
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 .
8.In order to modernize the Visitors Center and enhance the user experience, th e
contractor will :
8 .1 . Equip the Visitors Center with a 65" LCD TV monitor, an d
8 .2 . Produce a 10-minute High Definition video to be shown in the Visitors Cente r
and feature activities and attractions in San Luis Obispo .