HomeMy WebLinkAbout1996-01-16; City Council; 13474; EXTENSION AND AMENDMENT TO COMMUNITY PROMOTION AGREEMENT BETWEEN THE CITY OF CARLSBAD AND THE CARLSBAD CHAMBER OF COMMERCEn g .rl u u
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AB# a%- TITLE:
MTG. iO/b .* 45' EXTENSION AND AMENDMENT TO
COMMUNITY PROMOTION AGREEMENT
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LP DEPT.
BETWEEN THE CITY OF CARLSBAD AND DEPT. FINANCE CITY h THE CARLSBAD CHAMBER OF COMMERCE
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RECOMMENDED ACTION:
Adopt Resolution No. qh -&?- approving Amendment No, 2 to the exisi
agreement between the City and Carlsbad Chamber of Commerce to prom
tourism and provide services to visitors to the City of Carlsbad.
Direct staff to prepare a Request for Proposal for Visitor Information Services for
1996-97 fiscal year.
ITEM EXPLANATION:
The City's 1995-96 Operating Budget, adopted by the City Council on June
1995, contains an allocation of $21 1,150 for community promotion. On Septem
26, 1995 the City Council approved Amendment No. 1 to the existing agreem
between the City of Carlsbad and the Chamber of Commerce for these services i
extended the period covered through December 31, 1995. At that meeting,
Council appointed a subcommittee to evaluate how these services can be provid
The City Council subcommittee on convention and visitor services has been meeti
over the last two months to develop a recommendation on the provision of thc
services in the future. One of the subcommittee's recommendations is to devel
a Request for Proposal (RFP) to provide "baseline" visitor information services wh
would include operation of the Visitor's Center, hosting travel writer's familiarizati
trips and involvement in special events as identified by the City. Recommendatic
.for the provision of additional promotional services are still under consideration
~ the subcommittee. If Council concurs, staff would begin work immediately
developing the RFP. Upon its completion, it will be presented to Council for revi
and approval prior to issuance. I
In order to allow time for the development and processing of an RFP, and to ins1
that the current level of visitor information services are not disrupted, s'
recommends extending the current contract for convention and visitor services VI
the Chamber of Commerce (ConVis) to the end of the 1995-96 fiscal year.
FISCAL IMPACT:
The existing amended Agreement covers the period from October 1, 1994 throu
December 31, 1995, and is similar to those entered into over the past four yea
The additional cost of the six month extension, Amendment No. 2, is $102,250,
50% of the amount allocated for fiscal year 1994-95. The table below outlines 1
financial components contained in the amended Agreement for the previous a
current fiscal year.
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Page 2 of Agenda Bill No. * 0
CITY CONTRACT WITH THE CCVB
1994-95 1995-96
Original
(3 months) (6 months) TOTE. Contract
Amend. #1 Amend. #2
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Admin/Operation Costs
Programs:
Unrestricted Program Funds
Matching Program Funds
Total Programs
TOTAL CITY CONTRIBUTIONS
$1 18,000
62,000
25,000
87,000
$205,000
$29,500 $59,000 $883
15,500 31,000 46,5
6,250 12,500 18,7
21,750 43,500 65,2
$51,250 $102,500 $1 53,7
* 'Costs outlined in the above graph relate only to the City's current contract with CCVB, and are not necess
representative of any future contracts for such services.
The subcommittee recommends approval of the attached Extension and Amendment F
2 and authorization to develop a request for proposal to provide "baseline" visi
information services.
EXHIBITS:
1. Resolution No. qh .- &)2 approving the Extension and Amendment No. 2
the existing Agreement between the City of Carlsbad and the Carlsbad Cham1
of Commerce.
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RESOLUTION NO. 96-22
RESOLUTION OF THE CITY COUNCIL OF THE
, CITY OF CARLSBAD, CALIFORNIA, APPROVING
'St THE EXTENSION AND AMENDMENT NO. 2 TO
qF COMMERCE TO PROVIDE PROFESSIONAL
S&RVICES RELATED TO THE PROMOTION OF, :\ 1
THE CITY OF CARLSBAD i ?'%! i 1 ,)i I!
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'\AN AGREEMENT WITH THE CARLSBAD CHAMBER
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WHERdS, the City Council of the City of Carlsbad has determined
that it is desirable and" ecessaty to amend an agreement between the City of
Carlsbad and the Carlsbad Chamber of Commerce to promote tourism and
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provide services to visitors t&, the City; and
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WHEREAS, continued services are needed to promote tourism and
provide services to visitors to the Gqy, and the City Council has further determined
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that the Carlsbad Chamber of Cohymerce and its subdivision, the Carlsbad
Convention and Visitors Bureau, possess the necessary skills to provide these 9h
services to the City of Carlsbad; and I+ "4.
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WHEREAS, the Carlsbad Chabber of Commerce has agreed to \.,
provide these services under the existing tebms and conditions of the original
agreement and the Extension and Amendment to\$hat agreement attached hereto.
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'r, NOW, THEREFORE, BE IT RESOLVEDapy the City Council of the City
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~f Carlsbad, California as follows: !,
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1. That the above recitations are true andtorrect.
2. That the Extension and Amendment No!'?, attached hereto as
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!* Attachment 1, and made a part hereof, is hereby approved.~!, ?
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3. That the Mayor is hereby authorized to execute the attached
Extension Ad Amendment to the original agreement between the City of Carlsbac
and the Carlsba \h Chamber of Commerce to provide professional services relatec
to the promotion of $e City of Carlsbad. \
PASSED, APTROVED \ AND ADOPTED at a regular meeting of the Cits,
%\X Council on the day of ti , 1996, by the following vote, to wit:
AYES: 1,. "i
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NOES: \.:
ABSENT: i
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ATTEST:
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/ChUDE A. p@VlS, Mayor
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ALETHA L. RAUTENKRANZ, City Clerk "::, ,,,? )I, (SEAL)
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d 0 0 ATTACHMEN'
EXTENSION AND AMENDMENT NO, 2 OF AGREEMENT BETWEEN THE CITY OF CARLSBAD AND THE CHAMBER
OF COMMERCE TO PROVIDE PROMOTIONAL SERVICES
REQUIRED BY THE CITY OF CARLSBAD
The agreement dated October 27, 1994, for promotional services required by the Cit!
Carlsbad, between the CITY OF CARLSBAD, a municipal corporation, and the CARLSE
CHAMBER OF COMMERCE is hereby extended for a period of six months ending on June
1996.
All other provisions in :he original agreement shall remain in ftill force and effect exc
that Section 2, COMPENSATION is amended to read as follows:
For the services described above the City will Compensate the Chamber in an amount
to exceed $358,750 to be paid as described below:
A. The City will compensate the Chamber up to $358,750 as described below:
Administrative and Operation Costs $206,500
Programs 152,250
Total City Contribution $358,750
B. Payments for administrative and operation costs shall be made to the Cham
in equal monthly installments by the 15th of each month beginning October, 1 $
and ending June, 1996. The monthly payment will be $9,833.33.
C. Payments for programs will be released to the Chamber up to a maximum
$1 52,250. The disbursement of these funds are broken down into two categor
as follows:
Unrestricted Program Funds
Matching Program Funds
$1 08,500
43,750
Total Program Funds $1 52,250
Unrestricted program funds will be released to the Chamber as needed to 1
maximum of $108,500. Funds will be released following the City's receipt o
statement designating which programs funds will be applied to. Within i
unrestricted category, $12,250 is to be spent by the Convention and Visitc
Bureau for local Community Promotion. The Chamber will provide the City a
of community events and activities to which these funds will be applied during
first quarter of this contract. The remaining $96,250 can be utilized for progra
as selected by the Chamber.
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Restricted program funds, not to exceed $43,750, will be released to the Cham
on a dollar ,for dollar basis as matching funds, in the form of cash, are recei
by the Chamber. Payment of the program expenses will be released at any til
upon receipt of a list from the Chamber indicating where matching funds CE
from.
All insurance policies to be maintained by Contractor shall be modified to indl
coverage for the amended assignment and scope of work and the extension period,
CONTRACTOR: CHAMBER OF COMMERCE CITY OF CARLSBAD, a municipal corporation of the State of California
By:
CLAUDE A. LEWIS
President Mayor
AITEST:
ALETHA L. RAUTENKRANZ
City Clerk
Date
(Proper notarial acknowledgment of execution by Contractor must be attached.)
(President or vice-president and secretary or assistant secretary must sign for corporations
only one officer signs, the corporation must attach a resolution certified by the secretarq
assistant secretary under corporate seal empowering that officer to bind the corporation.)
APPROVED AS TO FORM:
RONALD R. BALL
City Attorney
By:
10/11
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f State of California
County of Sari Diego
On 12/20/95 before me, Rosa Serrato, Notary Public
(DATE1 (NAMEnlTLE OF OFFICER-i.c.‘JANE DOE, NOTARY PUBLIC’I
personally appeared Hope Wrisley
INAMEW OF SIGNERWI
~ ~~~~~~ a personally known to me -OR- 0 roved to me on the &asis of satisfactory evidence to be the person(s) whose name(s) dare subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s1 on the Instrumentthe person(s), or the entity upon behalf of which the oerson(s1 acted, execu‘ted the instrument.
itness my hand and official seal.
”
(SEAL) Ti di&!$L L./&fgg JL
(SIGNANRE OF NOTARY). .
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ATTENTION NOTARY
The information requested below and in the column to the right is OPTIONAL.
Recording of this document is not required by law and is also optional. It could, however, prevent fraudulent attachment of this certificate to any unauthorized document.
MIS CERTIFICATE Ti or Type of Document
MUST BE AITACHED
TO THE DOCUMENT Numbarof Pages Date of Document
DESCRIBED AT RIGHT:
Siiner(s1 Omer Than Named Above
j RIGHT THUMBPRINT (Opti
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CAPACITY CLAIMED BY SIC
OINDIVIDUALIS)
OCORPORATE
OFFICER(S1 (TINS1
OPARTNERIS) OLlMlTED
OGENERAL
OATTORNEY IN FACT
OTRUSTEE(S)
OGUARDIANICONSERVATO
OOTHER:
SIGNER IS REPRESENTING:
(Name of Personfs) or Entity
RIGHT MUMBPR:NT (Opti
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CAPACITY CLAIMED BY SIG
OlNDlVlDUAL(Sl
OCORPORATE
OFFICERIS)
mnw
OPARTNER(S) OLl?JlITED
OGENERAL
OAlTORNN IN FACT
OTRUSlEE(S)
OGUARDIANICONSERVATC
OOTHER:
SIGNER IS REPRESENTING:
(Name of Person(s) or Entity
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WOLCOTTS FORM 63240 Rev. 3-94 lprice clm 8-2Al 01994 WOLCOTTS FORMS. INC. ALL PURPOSE ACKNOWLEDGMENT WTH SIGNER CAPAClMiREPRESENTATIONrrWO FINGERPRINTS
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