HomeMy WebLinkAbout05-05-2015 C6 RFP for SLO HappeningsCity of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number
FROM: Michael Codron, Assistant City Manager
Prepared By: Molly Cano, Tourism Manager
SUBJECT: ISSUANCE OF REQUEST FOR PROPOSAL FOR THE SLO HAPPENINGS
PROMOTIONAL PLAN AND SERVICES FROM THE PROMOTIONAL
COORDINATING COMMITTEE
RECOMMENDATIONS
1. As recommended by the Promotional Coordinating Committee (PCC), approve the
release of a Request for Proposal (RFP) Specification No. 91357 for the SLO Happenings
Promotional Plan and Services.
2. Authorize the City Manager to enter into contract for the Promotional Plan and Services
based on the recommendation by the Promotional Coordinating Committee (PCC),
provided the 2015-16 Community Promotions budget is approved as part of the 2015-17
Financial Plan.
DISCUSSION
Background
In 2010, the Promotional Coordinating Committee commissioned a campaign for events
promotion. The SLO Happenings program, as it came to be called, began with production and
advertising of semi-annual printed and digital event brochures for community events listings.
Based on the positive response and the success of the campaign, the City extended the marketing
contract for SLO Happenings for an additional three year timeframe. Over the course of the
marketing contract the program evolved.
The PCC approved the continuance of the SLO Happenings brochure for the 2013 calendar year
as a digital-only brochure produced quarterly. The digital version allowed for more complete and
up-to-date event information and reprioritized resources within the marketing initiatives to direct
efforts to the engaged Facebook audience.
In 2014, the PCC evolved the program into the development of an application (app) for iOS and
android devices with a custom content management system for an event submission portal. The
app, launched in March 2014, replaced the production of the digital brochure entirely and was
made available for free download through the various app stores. In order to address the non-
mobile traffic, a downloadable monthly event sheet was supplied on the City’s website and to the
City hotels through the Chamber of Commerce. The promotion of the app was through digital
advertising on social media and other local outlets, custom Facebook applications, and public
relations.
In August 2014 as the existing marketing contract approached expiration, the Council approved
the release of a request for proposal for Events Promotion Outreach Services to manage the SLO
Happenings brand and application. Although the RFP was well advertised and distributed, no
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CAR - RFP FOR SLO HAPPENINGS PROMOTION PLAN & SERVICES Page 2
proposal submissions were received. The feedback from the prospective marketing agencies was
that the committee expectations and project workscope outlined within the RFP, were not
feasible within the available program budget. At that point, the PCC through the work of their
SLO Happenings taskforce dedicated extensive time to refine the overall SLO Happenings
program and revise the scope of work. Ultimately the PCC divided the program into two separate
contracts: the technology management; and the promotional services for the campaign.
PCC Recommendation
The scope of work and campaign objectives for the promotional plan and services were
presented by the taskforce in the regular monthly PCC meeting on April 8, 2015. In this meeting,
the PCC unanimously recommended to Council to authorize the release of the RFP for the
promotional plan and services. The budget was recommended at $28,300 for a 12 month contract
with the opportunity to extend the contract at the mutual agreement of both parties for up to an
additional three, one-year terms (Attachment 1 RFP & Attachment 2 PCC Minutes).
FISCAL IMPACT
The PCC has earmarked $32,000 from contract services for the purpose of this program
including but not limited to this contract. This contract will be contingent on Council’s approval
of the Community Promotions program budget within the 2015-17 Financial Plan.
ALTERNATIVES
Deny or defer approval to advertise. The City Council may choose to deny or defer the approval
to issue this RFP for marketing services. Staff does not recommend this option as the existing
marketing contract will expire on June 30, 2015 without the ability to extend the term.
ATTACHMENTS
1. Request for Proposal – Specification No. 91357
2. PCC DRAFT Minutes – April 8, 2015
t:\council agenda reports\2015\2015-05-05\slo happenings rfp\council agenda report_pcc rfp.docx
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Attachment 1
Notice Requesting Proposals for
SLO Happenings Promotional Plan and Services
for the City of San Luis Obispo
Administration Specification No. 91357
The City of San Luis Obispo is requesting sealed proposals for the development and
implementation of a promotional plan to promote events occurring in the City of San Luis Obispo
for the 2015-16 fiscal year, pursuant to Specification No. 91357.
All proposals must be received by the Department of Finance and Information Technology by
Thursday May 28, 2015 at 3:00 pm, when they will be opened publicly in the City Hall Council
Hearing Room, 990 Palm Street, San Luis Obispo, CA 93401.
Proposals received after said time will not be considered. To guard against premature opening,
each proposal shall be submitted to the Department of Finance in a sealed envelope plainly marked
with the proposal title, specification number, proposer name, and time and date of the proposal
opening. Proposals shall be submitted using the forms provided in the specification package.
Additional information may be obtained by contacting Molly Cano, Tourism Manager, at 805 781-
7165 or mcano@slocity.org
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Attachment 1
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Specification No. 91357
TABLE OF CONTENTS
A. Description of Work 3
B. General Terms and Conditions 6
Proposal Requirements
Contract Award and Execution
Contract Performance
C. Special Terms and Conditions 10
Proposal Content
Proposal Evaluation and Selection
Proposal Review and Award Schedule
Contract Term
Contract Invoices
Submittal of References
Statement of Contract Disqualifications
Ownership of Materials
Release of Reports and Information
Copies of Reports and Information
D. Agreement 12
E. Insurance Requirements 14
F. Proposal Submittal Forms 15
References
Statement of Disqualifications
Proposal Submittal Form
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Section A
DESCRIPTION OF WORK
The Promotional Coordinating Committee (PCC), a seven-member advisory body to the City
Council, administers the budget for internal community promotions and advises the City Council in
working to improve the quality of life for all City residents and visitors. One program function of
the PCC is to drive awareness for events happening in the City of San Luis Obispo.
Background
In 2010, the committee commissioned a campaign for events promotion. The SLO Happenings
program, as it came to be called, began with production and advertising of semi-annual printed and
digital event brochure for community events listings. Based on the positive response, the City
extended the contract.
In 2013 calendar year, the PCC approved the continuance of the SLO Happenings brochure but
moved to a digital-only brochure produced quarterly. The digital version allowed for more
complete and up-to-date event information and reprioritized resources within the marketing
initiatives to direct efforts to the engaged Facebook audience.
In 2014, the PCC evolved the program into the development of an application (app) for iOS and
android devices with a custom content management system for an event submission portal. The app
replaced the production of the digital brochure entirely and was made available for free download
through the various app stores. In order to address the non-mobile traffic, a downloadable monthly
event sheet was supplied on the City’s website and to the City hotels through the Chamber of
Commerce. The promotion of the app was through digital advertising on social media and other
local outlets, custom Facebook applications, and public relations.
Program Components
SLO Happenings is a campaign to promote all the organized activities taking place in San Luis
Obispo from concerts, to festivals, to community events or offerings. The SLO Happenings app
was developed to provide a mobile resource to find that information.
The program currently features two components:
1. SLO Happenings App
The hosting and maintenance of the app will be the responsibility of the technology service
provider contracted directly with the PCC. The expectation is that the party awarded the
promotional contract will work closely and collaboratively with the technology service
provider.
2. SLO Happenings Digital and Social Media
Currently the program has a strong social media following on Facebook & Twitter with
engaged active users. The expectation is that the party awarded the promotional contract
will maintain and enhance the social media presence while at the same time drive app
downloads and usage.
The primary user audience for this program is residents of San Luis Obispo City and County. The
secondary user audience is visitors to San Luis Obispo.
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The overall goal for this program is to position SLO Happenings as the go-to resource in San Luis
Obispo for all the events and activities in the community.
The priority objectives for the program as determined by the PCC include:
• Target San Luis Obispo County residents including all incorporated cities, San Luis Obispo
City, plus Santa Maria.
• Gather and provide a known, reliable and comprehensive source for information on events
and activities happening in San Luis Obispo the City to residents and visitors.
• Keep San Luis Obispo City events top of mind with residents and visitors
• Support the local business community in promoting their offerings, activities, and events
• Provide an excellent user experience for the SLO Happenings brand.
• Promote the app to users through social media channels, advertising, and public relations.
• Maintain an active social media presence to promote events and activities in San Luis
Obispo.
• Create awareness and ongoing reminders for San Luis Obispo City activities year-round.
Description of Work
The PCC is requesting proposals for the SLO Happenings Promotional Plan and Services to
manage the SLO Happenings brand and promotion of the application (app). The PCC is seeking a
contractor that specializes in digital branding and social media community management. The
contractor’s experience may include: online marketing for an app, social campaigns, and user
engagement. The contractor will be responsible for creating, managing, and executing a
comprehensive annual plan to support the SLO Happenings program branding, marketing,
advertising, and digital initiatives.
For the purposes of this proposal, the budget for the development of a promotional plan and its
execution may be awarded up to $28,300 in fiscal year 2015-16 and will be contingent on
Council’s approval of the Community Promotions program budget within the 2015-17 Financial
Plan.
The proposal should be structured into two components:
1. Development of Promotion Plan
2. Execution of Promotion Plan
The initial program metrics of success as determined by the PCC include:
1. Number of app downloads
2. Number of app deletions after download
3. Number of app sessions
4. Number of page views within the app
5. Frequency of app reuse
6. Standard social media stats
The PCC encourages the submission of creative proposals that can accomplish as many of the
program objectives as possible within the budget available.
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EACH PROPOSAL PACKAGE MUST INCLUDE THE FOLLOWING STATEMENTS
AND INFORMATION TO BE CONSIDERED FOR SELECTION:
1. Establish a comprehensive Promotional Plan. The Promotional Plan may include but not
limited to the following program components:
• State the promotional strategy including traditional and social media.
• State the approach toward most effectively reaching targeted audiences.
• State the specifics for executing and achieving the above approach (i.e., include a
proposed schedule of marketing efforts).
• State the approach to promote the app to event organizers to submit their activities.
• Include a budget for the campaign detailing all components.
• Identify the program manager and key personnel responsible for the campaign.
2. Statement of the proposed workscope for the campaign reporting. The workscope should
discuss:
• How the app metrics of success will be tracked and reported. The metrics for
success the PCC would like to capture include:
1. Number of app downloads
2. Number of app deletions after download
3. Number of App sessions
4. Number of page views within the app
5. Frequency of app reuse
• Tracking of campaign social stats
• Tracking ROI on advertising
• What additional information, if any will be reported for the program
3. Statement of the proposed approach to the account management. The approach should:
• Identify the program manager and key personnel responsible for the account.
• Summarize the approach to representation of the account. At minimum the
approach should include:
o Submittal of a monthly activity report
o Quarterly in-person presentation of activities
o Annual in-person presentation of activities
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*Attendance at monthly PCC meetings is not requiredof the contractor.
• Include a budget for the account management fees.
4. Resume of professional experience and samples of previous work.
5. A list of three professional references, including names and telephone numbers of current
clients and scope of project for these clients.
6. These materials will be retained by the City of San Luis Obispo and will not be returned to
the proposer.
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Section B
GENERAL TERMS AND CONDITIONS
PROPOSAL REQUIREMENTS
1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal (bidder)
shall meet all of the terms, and conditions of the Invitation for Bids (IFB) or Request for
Proposals (RFP) specifications package. By virtue of its proposal submittal, the bidder
acknowledges agreement with and acceptance of all provisions of the IFB/RFP specifications.
2. Proposal Submittal. Each proposal must be submitted on the form(s) provided in the
specifications and accompanied by any other required submittals or supplemental materials.
Proposal documents shall be enclosed in an envelope that shall be sealed and addressed to the
Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401.
In order to guard against premature opening, the proposal should be clearly labeled with the
proposal title, specification number, name of bidder, and date and time of proposal opening. No
FAX submittals will be accepted.
3. Insurance Certificate. Each proposal must include a certificate of insurance showing:
a. The insurance carrier and its A.M. Best rating.
b. Scope of coverage and limits.
c. Deductibles and self -insured retention.
The purpose of this submittal is to generally assess the adequacy of the bidder’s insurance
coverage during proposal evaluation; as discussed under paragraph 12 below, endorsements are
not required until contract award. The City’s insurance requirements ar e detailed in Section E.
4. Proposal Quotes and Unit Price Extensions. The extensions of unit prices for the quantities
indicated and the lump sum prices quoted by the bidder must be entered in figures in the spaces
provided on the Proposal Submittal Form(s). Any lump sum bid shall be stated in figures. The
Proposal Submittal Form(s) must be totally completed. If the unit price and the total amount
stated by any bidder for any item are not in agreement, the unit price alone will be considered as
representing the bidder's intention and the proposal total will be corrected to conform to the
specified unit price.
5. Proposal Withdrawal and Opening. A bidder may withdraw its proposal, without prejudice
prior to the time specified for the proposal opening, by submitting a written request to the
Director of Finance for its withdrawal, in which event the proposal will be returned to the bidder
unopened. No proposal received after the time specified or at any place other than that stated in
the "Notice Inviting Bids/Requesting Proposals" will be considered. All proposals will be opened
and declared publicly. Bidders or their representatives are invited to be present at the opening of
the proposals.
6. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed
to make or file, or to be interested in more than one proposal, except an alternative proposal when
specifically requested; however, an individual or business entity that has submitted a sub-
proposal to a bidder submitting a proposal, or who has quoted prices on materials to such bidder,
is not thereby disqualified from submitting a sub-proposal or from quoting prices to other bidders
submitting proposals.
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7. Cooperative Purchasing. During the term of the contract, the successful bidder will extend all
terms and conditions to any other local governmental agencies upon their request. These
agencies will issue their own purchase orders, will directly receive goods or services at their place
of business and will be directly billed by the successful bidder.
8. Communications. All timely requests for information submitted in writing will receive a written
response from the City. Telephone communications with City staff are not encouraged, but will
be permitted. However, any such oral communication shall not be binding on the City.
CONTRACT AWARD AND EXECUTION
9. Proposal Retention and Award. The City reserves the right to retain all proposals for a period
of 60 days for examination and comparison. The City also reserves the right to waive
non-substantial irregularities in any proposal, to reject any or all proposals, to reject or delete one
part of a proposal and accept the other, except to the extent that proposals are qualified by
specific limitations. See the "special terms and conditions" in Section C of these specifications
for proposal evaluation and contract award criteria.
10. Competency and Responsibility of Bidder. The City reserves full discretion to determine the
competence and responsibility, professionally and/or financially, of bidders. Bidders will
provide, in a timely manner, all information that the City deems necessary to make such a
decision.
11. Contract Requirement. The bidder to whom award is made (Contractor) shall execute a written
contract with the City within ten (10) calendar days after notice of the award has been sent by
mail to it at the address given in its proposal. The contract shall be made in the form adopted by
the City and incorporated in these specifications. Award of a contract is contingent upon the City
Council approving funding as part of the 2015-16 Fiscal Year budget.
12. Insurance Requirements. The Contractor shall provide proof of insurance in the form,
coverages and amounts specified in Section E of these specifications within 10 (ten) calendar
days after notice of contract award as a precondition to contract execution.
13. Business Tax. The Contractor must have a valid City of San Luis Obispo business tax certificate
before execution of the contract. Additional information regarding the City's business tax
program may be obtained by calling (805) 781-7134.
CONTRACT PERFORMANCE
14. Ability to Perform. The Contractor warrants that it possesses, or has arranged through
subcontracts, all capital and other equipment, labor, materials, and licenses necessary to carry out
and complete the work hereunder in compliance with any and all federal, state, county, city, and
special district laws, ordinances, and regulations.
15. Laws to be Observed. The Contractor shall keep itself fully informed of and shall observe and
comply with all applicable state and federal laws and county and City of San Luis Obispo
ordinances, regulations and adopted codes during its performance of the work.
16. Payment of Taxes. The contract prices shall include full compensation for all taxes that the
Contractor is required to pay.
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17. Permits and Licenses. The Contractor shall procure all permits and licenses, pay all charges and
fees, and give all notices necessary.
18. Safety Provisions. The Contractor shall conform to the rules and regulations pertaining to safety
established by OSHA and the California Division of Industrial Safety.
19. Public and Employee Safety. Whenever the Contractor's operations create a condition
hazardous to the public or City employees, it shall, at its expense and without cost to the City,
furnish, erect and maintain such fences, temporary railings, barricades, lights, signs and other
devices and take such other protective measures as are necessary to prevent accidents or damage
or injury to the public and employees.
20. Preservation of City Property. The Contractor shall provide and install suitable safeguards,
approved by the City, to protect City property from injury or damage. If City property is injured
or damaged resulting from the Contractor's operations, it shall be replaced or restored at the
Contractor's expense. The facilities shall be replaced or restored to a condition as good as when
the Contractor began work.
21. Immigration Act of 1986. The Contractor warrants on behalf of itself and all subcontractors
engaged for the performance of this work that only persons authorized to work in the United
States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws
shall be employed in the performance of the work hereunder.
22. Contractor Non-Discrimination. In the performance of this work, the Contractor agrees that it
will not engage in, nor permit such subcontractors as it may employ, to engage in discrimination
in employment of persons because of age, race, color, sex, national origin or ancestry, sexual
orientation, or religion of such persons.
23. Work Delays. Should the Contractor be obstructed or delayed in the work required to be done
hereunder by changes in the work or by any default, act, or omission of the City, or by strikes,
fire, earthquake, or any other Act of God, or by the inability to obtain materials, equipment, or
labor due to federal government restrictions arising out of defense or war programs, then the time
of completion may, at the City's sole option, be extended for such periods as may be agreed upon
by the City and the Contractor. In the event that there is insufficient time to grant such extensions
prior to the completion date of the contract, the City may, at the time of acceptance of the work,
waive liquidated damages that may have accrued for failure to complete on time, due to any of
the above, after hearing evidence as to the reasons for such delay, and making a finding as to the
causes of same.
24. Payment Terms. The City's payment terms are 30 days from the receipt of an original invoice
and acceptance by the City of the materials, supplies, equipment or services provided by the
Contractor (Net 30).
25. Inspection. The Contractor shall furnish City with every reasonable opportunity for City to
ascertain that the services of the Contractor are being performed in accordance with the
requirements and intentions of this contract. All work done and all materials furnished, if any,
shall be subject to the City's inspection and approval. The inspection of such work shall not
relieve Contractor of any of its obligations to fulfill its contract requirements.
26. Audit. The City shall have the option of inspecting and/or auditing all records and other written
materials used by Contractor in preparing its invoices to City as a condition precedent to any
payment to Contractor.
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27. Interests of Contractor. The Contractor covenants that it presently has no interest, and shall not
acquire any interest—direct, indirect or otherwise—that would conflict in any manner or degree
with the performance of the work hereunder. The Contractor further covenants that, in the
performance of this work, no subcontractor or person having such an interest shall be employed.
The Contractor certifies that no one who has or will have any financial interest in performing this
work is an officer or employee of the City. It is hereby expressly agreed that, in the performance
of the work hereunder, the Contractor shall at all times be deemed an independent contractor and
not an agent or employee of the City.
28. Hold Harmless and Indemnification. The Contractor agrees to defend, indemnify, protect and
hold the City and its agents, officers and employees harmless from and against any and all
claims asserted or liability established for damages or injuries to any person or property,
including injury to the Contractor's employees, agents or officers that arise from or are
connected with or are caused or claimed to be caused by the acts or omissions of the
Contractor, and its agents, officers or employees, in performing the work or services herein,
and all expenses of investigating and defending against same; provided, however, that the
Contractor's duty to indemnify and hold harmless shall not include any claims or liability
arising from the established sole negligence or willful misconduct of the City, its agents,
officers or employees.
29. Contract Assignment. The Contractor shall not assign, transfer, convey or otherwise dispose of
the contract, or its right, title or interest, or its power to execute such a contract to any individual
or business entity of any kind without the previous written consent of the City.
30. Termination. If, during the term of the contract, the City determines that the Contractor is not
faithfully abiding by any term or condition contained herein, the City may notify the Contractor
in writing of such defect or failure to perform. This notice must give the Contractor a 10 (ten)
calendar day notice of time thereafter in which to perform said work or cure the deficiency.
If the Contractor has not performed the work or cured the deficiency within the ten days specified
in the notice, such shall constitute a breach of the contract and the City may terminate the contract
immediately by written notice to the Contractor to said effect. Thereafter, neither party shall have
any further duties, obligations, responsibilities, or rights under the contract except, however, any
and all obligations of the Contractor's surety shall remain in full force and effect, and shall not be
extinguished, reduced, or in any manner waived by the termination thereof.
In the event of breach, the Contractor shall be entitled to the reasonable value of its services
performed from the beginning date on which the breach occurs up to the day it received the City's
Notice of Termination, minus any offset from such payment representing the City's damages from
such breach. "Reasonable value" includes fees or charges for goods or services as of the last
milestone or task satisfactorily delivered or completed by the Contractor as may be set forth in the
Agreement payment schedule; compensation for any other work, services or goods performed or
provided by the Contractor shall be based solely on the City's assessment of the value of the
work-in-progress in completing the overall workscope.
The City reserves the right to delay any such payment until completion or confirmed
abandonment of the project, as may be determined in the City's sole discretion, so as to permit a
full and complete accounting of costs. In no event, however, shall the Contractor be entitled to
receive in excess of the compensation quoted in its proposal.
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The City reserves the right to terminate the contract for convenience at any time upon 30 days
notice to the Contractor. In the event of termination for convenience, Contractor shall be entitled
to the reasonable value of its services performed up to the date of termination set forth in the
notice of termination, provided that the Contractor shall in no event be entitled to receive any
amount in excess of the compensation quoted in its proposal or for work not authorized by the
City from the date of notice of termination to the date for termination of services specified in said
notice.
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Section C
SPECIAL TERMS AND CONDITIONS
1. Proposal Content. Your proposal must include the following information:
Submittal Forms
a. Proposal Submittal Form
b. References from a least three clients for whom you have provided similar services.
c. Statement of Contract Disqualifications
General Information
d. Description of your approach to completing the work
e. Experience of your firm in performing similar services
f. Warranties or guarantees that you would provide to the City regarding your
performance in completing the work
g. Resumes of the individuals that would be assigned to this project
h. Hourly billing rates for staff to be assigned to this project, if appropriate.
i. Proposed compensation and payment schedule.
j. Any other information that would assist us in making this contract award decision
Proposal Length and Copies
k. Proposals should not exceed 20 pages, including attachments and supplemental
materials.
l. 9 hard copies of the proposal and one digital copy must be submitted.
2. Proposal Evaluation and Selection. Proposals will be evaluated by a review committee
based on the following criteria:
a. Understanding of the work required by the City
b. Quality and nature of proposed programs to be implemented for promotional
services. (Innovative concepts and alternative approaches are desirable.)
c. Proposer’s experience in advertising services, which may include services to public
agencies.
d. Recent experience in successfully performing similar services
e. Proposed approach in completing the work
f. References
g. Background and related experience of the specific individuals to be assigned to this
project
h. Proposed compensation
As reflected above, contract award will not be based solely on price, but on a combination
of factors as determined to be in the best interest of the City. After evaluating the proposals
and discussing them further with the finalists or the tentatively selected contractor, the City
reserves the right to further negotiate the proposed work and/or method and amount of
compensation.
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3. Proposal Review and Award Schedule. The following is an outline of the anticipated
schedule for proposal review and contract award:
Issue RFP May 7, 2015
Receive proposals May 28, 2015
Complete proposal evaluation June 1-6, 2015
Conduct finalist interviews TBD if necessary – Special Meeting of PCC
Contractor selection by PCC June 10, 2015
City Council’s Budget Adoption June 17, 2015
Commence contract July 1, 2015
4. Contract Term. The services identified in these specifications will be used by the City
between July 1, 2015 and June 30, 2016. The prices quoted for these items must be valid
for the entire period indicated above unless otherwise conditioned by the proposer in its
proposal. Upon the mutual agreement of both parties, the contract may be extended for up
to an additional three, one-year terms.
5. Contractor Invoices. The Contractor shall deliver a monthly invoice to the City, with
attached copies of work order forms or detail invoices.
6. Submittal of References. Each proposer shall submit a statement of qualifications and
references on the form provided in the RFP package.
7. Statement of Contract Disqualifications. Each proposer shall submit a statement
regarding any past governmental agency bidding or contract disqualifications on the form
provided in the RFP package.
8. Ownership of Materials. All original drawings, plan documents and other materials
prepared by or in possession of the Contractor as part of the work or services under these
specifications shall become the permanent property of the City, and shall be delivered to the
City upon demand.
9. Release of Reports and Information. Any reports, information, data, or other material
given to, prepared by or assembled by the Contractor as part of the work or services under
these specifications shall be the property of City and shall not be made available to any
individual or organization by the Contractor without the prior written approval of the City.
10. Copies of Reports and Information. If the City requests additional copies of reports,
drawings, specifications, or any other material in addition to what the Contractor is required
to furnish in limited quantities as part of the work or services under these specifications, the
Contractor shall provide such additional copies as are requested, and City shall compensate
the Contractor for the costs of duplicating of such copies at the Contractor's direct expense.
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AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this day of
, by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as
City, and [ ], hereinafter referred to as Contractor.
W I T N E S S E T H:
WHEREAS, on ________, 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 [ ], 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 therefore compensation in a total sum not to exceed [$ ].
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.
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15
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 [ ]
[ ]
[ ]
[ ]
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.
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
By:
Anthony J. Mejia, City Clerk Katie Lichtig, City Manager
APPROVED AS TO FORM: CONTRACTOR
By:
Christine Dietrick, City Attorney
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16
INSURANCE REQUIREMENTS: Consultant Services
The Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to
persons or damages to property which may arise from or in connection with the performance of the work hereunder by
the Contractor, its agents, representatives, employees, or subcontractors.
Minimum Scope of Insurance. Coverage shall be at least as broad as:
1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001).
2. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code 1 (any auto).
3. Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance.
4. Errors and Omissions Liability insurance as appropriate to the consultant's profession.
Minimum Limits of Insurance. Contractor shall maintain limits no less than:
1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage. If
Commercial General Liability or other form with a general aggregate limit is used, either the general aggregate
limit shall apply separately to this project/location or the general aggregate limit shall be twice the required
occurrence limit.
2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
3. Employer's Liability: $1,000,000 per accident for bodily injury or disease.
4. Errors and Omissions Liability: $1,000,000 per occurrence.
Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and
approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-
insured retentions as respects the City, its officers, officials, employees and volunteers; or the Contractor shall procure a
bond guaranteeing payment of losses and related investigations, claim administration and defense expenses.
Other Insurance Provisions. The general liability and automobile liability policies are to contain, or be endorsed to
contain, the following provisions:
1. The City, its officers, officials, employees, agents and volunteers are to be covered as insureds as respects:
liability arising out of activities performed by or on behalf of the Contractor; products and completed
operations of the Contractor; premises owned, occupied or used by the Contractor; or automobiles owned,
leased, hired or borrowed by the Contractor. The coverage shall contain no special limitations on the scope of
protection afforded to the City, its officers, official, employees, agents or volunteers.
2. For any claims related to this project, the Contractor's insurance coverage shall be primary insurance as
respects the City, its officers, officials, employees, agents and volunteers. Any insurance or self-insurance
maintained by the City, its officers, officials, employees, agents or volunteers shall be excess of the
Contractor's insurance and shall not contribute with it.
3. Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall
not affect coverage provided to the City, its officers, officials, employees, agents or volunteers.
4. The Contractor's insurance shall apply separately to each insured against whom claim is made or suit is
brought, except with respect to the limits of the insurer's liability.
5. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended,
voided, cancelled by either party, reduced in coverage or in limits except after thirty (30) days' prior written
notice by certified mail, return receipt requested, has been given to the City.
Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of no less than
A:VII.
Verification of Coverage. Contractor shall furnish the City with a certificate of insurance showing maintenance of the
required insurance coverage. Original endorsements effecting general liability and automobile liability coverage
required by this clause must also be provided. The endorsements are to be signed by a person authorized by that insurer
to bind coverage on its behalf. All endorsements are to be received and approved by the City before work commences.
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17
REFERENCES
Number of years engaged in providing the services included within the scope of the specifications under the present
business name: .
Describe fully the last three contracts performed by your firm which demonstrate your ability to provide the services
included with the scope of the specifications. Attach additional pages if required. The City reserves the right to contact
each of the references listed for additional information regarding your firm's qualifications.
Reference No. 1
Customer Name
Contact Individual
Telephone & FAX number
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
Reference No. 2
Customer Name
Contact Individual
Telephone & FAX number
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
Reference No. 3
Customer Name
Contact Individual
Telephone & FAX number
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
C6-19
Attachment 1
18
STATEMENT OF PROPOSER'S PAST CONTRACT DISQUALIFICATIONS
The proposer shall state whether it or any of its officers or employees who have a proprietary interest in it, has ever
been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government
project because of the violation of law, a safety regulation, or for any other reason, including but not limited to financial
difficulties, project delays, or disputes regarding work or product quality, and if so to explain the circumstances.
1. Do you have any disqualification as described in the above paragraph to declare?
Yes No
2. If Yes, explain the circumstances.
Executed on at
I declare, under penalty of perjury of the laws of the State of California, that the foregoing is true and correct.
_________________________________________
Signature of Authorized Proposer Representative
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19
PROPOSAL SUBMITTAL FORM
The undersigned declares that she or he has carefully examined Specification No. 91357, which is hereby
made a part of this proposal; is thoroughly familiar with its contents; is authorized to represent the
proposing firm; and agrees to perform the specified work for the following cost quoted in full:
Description of Activity 2015-16
TOTAL $
Certificate of insurance attached; insurance company’s A.M. Best rating: __________________.
Firm Name and Address
Contact Phone
Signature of Authorized Representative
Date
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Promotional Coordinating Committee
Meeting Minutes
Wednesday, April 8, 2015
5:30 pm at Embassy Suites
CALL TO ORDER: Chair Sasha Palazzo
PRESENT: Pearce, LeMieux, Palazzo, Roberson, Lewis
STAFF PRESENT: Molly Cano, Tourism Manager
Meeting to order at 5:36 pm
PUBLIC COMMENT
None.
APPOINTMENTS
Deborah Lewis and Stephanie Roberson were sworn in to the PCC by Molly Cano.
CONSENT AGENDA
ACTION: Moved by LeMieux/Lewis to approve the consent agenda.
Motion carried 5:0
PRESENTATIONS
1. SLO HAPPENINGS QUARTERLY UPDATE
Christiana Newcomb from Verdin presented the quarterly activity report for the SLO Happenings
program. Quarter highlights included: the app metrics of 813 total app downloads, 4,989 app sessions,
and 3,633 page views. The media summary noted the new ad artwork launched for Facebook in late
January that have been very successful at boosting engagement and driving traffic to both the
Facebook page and Splash page.
2. SLO CHAMBER OF COMMERCE QUARTERLY UPDATE
Molly Kern from the SLO Chamber presented the quarterly report for the Chamber contracts with the
PCC. Highlights included: that all GIA groups have been served to-date; the event sheets have been
updated; outstanding PR mentions for GIA and regular press efforts have been achieved from
international, national, regional, and statewide level. To date this quarter over 12 journalists have
been hosted in the City of San Luis Obispo. Since January the visitor center traffic is up to nearly
18,000 visitors into the center, over 1300 calls, and 400 emails.
DRAFT
Attachment 2
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Page 2
BUSINESS ITEMS
1. SAN LUIS OBISPO CHAMBER OF COMMERCE
Ermina Karim and Molly Kern from the Chamber of Commerce presented the future contract
opportunities and funding requests for the consideration of the committee. The requests included:
- Visitor Center Operations: In-person visitor traffic is up 19 percent during the two-year contract
period. The increase in traffic is driving increased staffing to adequately meet the needs of the
visitors. The Chamber proposed that the City continue its historic support level of 44 percent of
total ongoing costs for a contract of $103,000.
- Public Relations: The Chamber has served as the contractor for public relations services over the
past years. Contract elements include: pitching to media, bringing in media, coordinating media
trips, following up with media, sending out media releases, responding to natural media inquiries,
use of the Chamber’s photography library for media requests and press releases, planning and
executing press trips and developing media kits. The Chamber proposed aligning the public
relations efforts with TBID marketing to amplify impact of overall messaging, extend the reach
of our targeted proactive efforts and share costs between PCC and TBID. The proposed contract
amount for the PCC $40,000 a year for PR Services and $3,975 for Media Monitoring Services.
- GIA Support: Chamber has provided event promotion and public relations support to the grants-
in-aid recipients. This contract has been aimed at driving attendance and support by residents and
visitors to events in the city. The Chamber proposed enhancing the existing scope by providing
the same in-kind public relations support to events that meet the same requirements for GIA
support but have ‘graduated’ the sustainability track. The proposed contract amount of $28,000.
- Tear-off Map: The Chamber proposed another print run of 150,000 to keep up with the demand
for distribution. The requested amount was $8,500 for 150,000 maps with minor edits.
The committee asked a few questions that related to the requests and the media monitoring systems.
In addition the Chamber presented the concept of iBeacons to the committee for future consideration to
add gamification, new content and extended use of the apps ability to inform users of things to do in San
Luis Obispo.
2. SCIENCE AFTER DARK
Event representative, Dawn Hitchman presented the Science After Dark request to retain the
remaining 2013-14 GIA funding for promotional use in 2014-15 & 2015-16 years. Hitchman
acknowledged that Science After Dark hadn’t realized that they were outside the contract for the use
of the funds beyond the granting year. She presented the results of the events and showed how the
funding has been used and the plan to use it for promotional efforts into 2015-16. She shared that
$617 of the remaining funds had been used for 2014-15 and that $564 was planned to be used for
2015-16. The committee agreed that the funds were being used appropriately but they were in
violation of the contract. The committee agreed to continue to support the events extension of the
funds but did not want the event to have the ability to receive any GIA funding in 2015-16.
ACTION: Moved by LeMiuex/Pearce to amend the contract with Science After Dark to allow the
remaining GIA funds in 2014-15 and 2015-16. Any remaining funds after June 2016
must be returned.
Motion carried 5:0
3. SLO HAPPENINGS TECHNOLOGY UPDATE
GFL Systems presented the update on the SLO Happenings technology enhancement project. GFL
has reached an agreement to source the event listing content from the SLO Chamber site to the SLO
Attachment 2
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Promotional Coordinating Committee Minutes
Page 3
Happenings app. They presented a wireframe for the listings, submission tool, and event
management. The committee discussed with GFL that there should not be a webpage that would show
the calendar of events like a listing. The information should only be displayed in the app then drive
back to an existing web page for the calendar of events. They also discussed the ability to have a
spreadsheet of events, like a season. Imported instead of added manually by the event organizer. GFL
would be able to create that form with predetermined fields. The committee also discussed the area
that would be allowed to be in the app and determined that it could be managed by zip-codes. Cal
Poly events and events in Edna Valley would be allowed in the app but not any non-City funded
events outside the City limits.
The committee also received the proposal for on-going technology services for the committee’s
consideration for the SLO Happenings app beginning in fiscal year 2015-16. The cost for the
technology of the app would be $16,000 which would include hosting and minimal maintenance of
the app at $200 per month and the cost for the content feed through the SLO Chamber.
4. 2015-17 BUDGET PROCESS
The committee received the general budget update from staff and began to discuss the initial
allocations for the 2015-17 Community Promotions budget. Staff informed the committee that the
SOPC was not recommended to City Council however adjustments were made to the budget to
provide a minimal $10,000 increase per year starting in 2016-17 to account for increase in cost of
business for contracts and staffing expenses by the PCC. Based on this information the PCC’s initial
budget would be $396,029 in 2015-16 and $401,930 in 2016-17. The committee began general
discussion for budget allocations for 2015-16 based on the information and requests they had received
to date.
5. SLO HAPPENINGS PROMOTIONAL SERVICES RFP
The taskforce will presented the draft RFP document for the committee’s review and approval. The
committee discussed allocating $28,300 from the 2015-16 budget for the promotional plan and
services RFP.
ACTION: Moved by Roberson/Lewis to approve the RFP document and recommend the release of
the RFP to City Council.
Motion carried 5:0
6. 2015-16 EVENT PROMOTION APPLICATION
The Events subcommittee presented the proposed updates to the 2015-16 Event Promotion program
application and process. The
ACTION: Moved by Pearce/LeMieux to approve the 2015-16 Event Promotion application.
Motion carried 5:0
7. SUBCOMMITTEE ASSIGNMENTS
The committee reviewed the assignments of the new committee members to the PCC’s Events
Promotion subcommittee and GIA subcommittee. The committee discussed the assignments and the
responsibilities of the committees.
COMMITTEE COMMUNICATION
GIA Report:
Sasha Palazzo reached out to Children’s Day in the Plaza coming up next weekend to check-in.
EVENTS SUBCOMMITTEE Report:
Jill LeMieux reported on the Events Subcommittee.
Attachment 2
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Page 4
TBID Report:
Pearce reported on the TBID updates.
Tourism Program Update:
Molly Cano presented the Tourism Program update:
- April is a busy Event Month
o Eroica this weekend
o Cal Poly open House next weekend
o Sixel conference week of April 21-23
o SLO Marathon April 24-26
o Roll Out the Barrels- happening now, Barrels in the Plaza on April 30 and the media
FAM on 29-30
- FAM
o IGLTA Media FAM
o April 12-15- coming to SLO April 14
o 4 travel journalists
- CCTC
o Board retreat in March in Ventura
o Great strategic planning led by Carl Ribaudo and presentation by Lynn Carpenter VC
o Focusing efforts on the international visitor and promotion of Hwy 1 and the Original
Road Trip
o I have been asked by the incoming Board Chair to considering Vice Chair role
o Bring the annual retreat to SLO
- Interviews for the Board seats
o End of April applications due
o May interview
o June new committee member
Key Dates:
o Advisory Body work shop on April 30 5:30 RSVP to City Clerk
GIA 2015-16
• 25 events applied (28 last year)
• $172,000 in requested funds ($166,000)
Meeting adjourned at 8:09 pm
Attachment 2
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