HomeMy WebLinkAboutResolution 2010-090 N.C.S. 06/07/2010Resolution No. 2010-090 N.C.S.
of the City of Petaluma, California
APPROVING PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF
PETALUMA AND THE PETALUMA DOWNTOWN ASSOCIATION FOR
OPERATION OF THE VISITOR CENTER AND PETALUMA VISITORS PROGRAM
AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAID AGREEMENT
WHEREAS, the City of Petaluma owns and has through the Petaluma Visitors Program
operated the Petaluma Visitor Center; and,
WHEREAS, the current economic downturn has reduced the funds available to provide
visitor services and programming, and,
WHEREAS, it is in the economic interests of the City to find creative ways to provide
reasonable and responsible levels of service, including development of partnership efforts for
programs and projects, and,
WHEREAS, as part of the 2009-2010 budget reduction process, the City of Petaluma
dramatically reduced the TOT funding affecting reliant entities and programs, including the
Petaluma Visitors Program; and,
WHEREAS, the City solicited and reviewed proposals to provide visitor services; and
WHEREAS, the Petaluma Downtown Association appears to have the ability to operate
a viable Visitors Program; and
WHEREAS, the Petaluma Downtown Association's proposal was viewed as providing
the most beneficial approach to operating the Visitors Program and marketing the City of
Petaluma; and
WHEREAS, the Petaluma Downtown Association is willing to enter into a standard
professional services agreement that includes all aspects of Visitor Center Operations and
Programs;. and,
Resolution No. 2010-090 N.C.S. Page 1
WI-IEI2EAS, a scope of services for management of the Visitor Center and Visitor
Program is attached to this resolution and incorporated by reference herein as Exhibit A.
NOW, TIIEIZEFORE I3E IT RESOLVED that the City Council of the City of
Petaluma hereby:
1. Approves a Professional Services Agreement between the City of Petaluma and the
Petaluma Downtown Association, for operation of the Visitor Center and Petaluma
Visitors Program consistent with the scope of services attached as Exhibit A in an amount
not to exceed $169,000; and.
2. Authorizes the City Manager to negotiate and execute said Agreement.
Under the power and authority conferred upon this Council by the Charter of said City.
REFERENCE: 1 hereby certify the foregoing Resolution was introduced and adopted by the pr e asto
Council. of the City of Petaluma at a Regular meeting on the 7`~ day of June, 2010,
by the following vote:
AYES: Barrett, Vice Mayor Glass, Harris, Rabbitt, Renee, Mayor Torliatt
NOES: Healy
ABSENT: None
ABSTAIN: None
ATTEST:
City Clerk
ey
Resolution No. 2010-090 N.C.S. Page 2
EXHIBIT A
SCOPE OF SERVICES
Contractor shall perform the following services. All services provided shall be consistent with the
following items, numbered 1 - 8 and shall be consistent with all applicable regulatory
requirements.
1. Visitors Center
a. Provide sufficient staffing, paid and volunteer, to operate the Visitor's center according
to In-season and Off-season schedules.
i. In-season shall. be from the Monday preceding Memorial Day through the Monday
following Labor Day. Operations during this time period shall be 7 days per week,
with a minimum 8 hours open Friday -Monday, and 6 hours open Tuesday -Thursday.
ii. Off-season hours shall be a minimum of b hours, Thursday -Monday.
2. Visitor Services
a. Respond to inquiries and contacts, including those through the web-site, telephone,
email and walk-in. Assemble and provide comprehensive visitor packets.
b. Coordinate, develop, manage and distribute visitor information, including brochures,
catalogs, flyers and other printed, digital or otherwise electronic information.
c. Assure appropriate management and maintenance of visitor information kiosk located
at retail outlet mall.
3. Web-Site
a. Upgrade, consolidate, maintain and manage the web-site. Coordinate and seek
approval of designated City staff relative to changes contemplated and made.
b. Incorporate itinerary builder and link web-site to museum, galleries, theater and music
options.
c. Examine feasibility of including a booking agent, and consider implementation.
4. .Partnerships
a. Seek and develop partnerships with local industry professionals and businesses and
develop and implement communication and collaboration strategies. Included within
this task shall be coordination and collaboration with fhe lodging coalition and county,
regional and national tourism professionals and organizations.
b. Seek and develop partnerships with local events and organizations who promote local
events that increase overnight stays. Such groups include, but are not limited to;
Infineon; Recreational sport providers such as Youth Soccer, Little Baseball and Lacrosse
Organization; Service Clubs; Mystic Theatre; American Graffiti; and, other similar
organizations and event hosts.
c. Support, consult, advise and collaborate with local organizations and residents who are
engaged in development of tourism activities.
d. Seek joint marketing opportunities.
5. Holiday Events
a. Coordinate and/or support important community Holiday events, including but not
limited to; Santa's Arrival; Lighted Boat Parade; Tree Lighting; Lighting and Decoration
Contests; and, other similar or future events.
Resolution No. 2010-090 N.C.S. Page 3
6. Meaiia & Outreach
a. Coordinate, promote, conduct outreach and develop relationships with the press and
media, including travel writers and others promoting tourism.
b. Conduct outreach to travel organizers, in order to promote for example, restaurants, the
River or Coast and golfing.
c. Develop and distribute materials such as, media kits, press releases, story ideas and an
image library.
d. Take full advantage of social networking opportunities, such as Facebook, MySpace,
Twitter, Linkden and YouTube.
7. Target Markets
a. Develop target markets, with emphasis and priority placed on promotions that will
increase overnight stays, such as recreational sports events, the film industry, local
professionals seeking to host meetings and conventions, wedding planners and target
tourist markets.
b. Develop distinct in and off season target markets. Intentionally increase overnight stays
in off season period.
c. Develop, circulate and make available an event calendar, including development of
an event notification system.
d. Develop a series of travel packages and deals and market and promote such.
e. Prepare and formalize a meeting request procedure, whereby prospective hosts can
submit the requirements of the event for Visitor staff to circulate to appropriate venues.
8. Reporting
a. Provide City with quarterly operating and program schedule.
provided prior to July 1, 2010, October 1, 2010, January 1, 201 1
b. Provide mid-year and annual reports to the City Council.
Such schedules to be
and April 1, 201 1.
Resolution No. 2010-090 N.C.S. Page 4