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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 .