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HomeMy WebLinkAboutReso 1987-13238 RESOLUTION NO. 13238 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA APPROVING AGREEMENT BETWEEN THE CITY OF CHULA VISTA AND THE CHAMBER OF COMMERCE FOR PROVIDING GENERAL INFORMATION SERVICES AND AUTHORIZING THE MAYOR TO EXECUTE SAID AGREEMENT The City Council of the City of Chula Vista does hereby resolve as follows: NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Chula Vista that that certain agreement between THE. CITY OF CHULA VISTA, a municipal corporation, and THE CHAMBER OF COMMERCE for providing general information services dated the 8th day of ~eptember , 1987, a copy of which is attached hereto and incorporated herein, the same as though fully set forth herein be, and the same is hereby approved. BE IT FURTHER RESOLVED that the Mayor of the City of Chula Vista be, and he is hereby authorized and directed to execute said agreement for and on behalf of the City of Chula Vista. Presented by Approved as to form by 0374a ADOPTED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF L ;LA VISTA, CALIFORNIA, this 8th day Of September: ....... 19 87 , by the following vote, to-wit: AYES: Counci]members cox~ i~ooz:e, Nade~:, i~alco]_m~ i4cCand:]_j_ss NAYES: Counc~]members None ABSTAIN: Counci]rnembers None ABSENT: Counc~ ] members None /gMo~the City of Chula Vista ATTEST~2 "" ' City FE OF CALIFORNIA ) COUNTY OF SAN DIEGO ) ss. CITY OF CHULA VISTA ) I, JENNIE M, FULASZ, CMC, CITY CLERK of the City of Chula Vista, California, DO HEREBY CERTIFY that the obove and foregoing is a full, true ond correct copy of RESOLUTTON N0, 13238 ,ond that the same hos not been amended or repealed DATED ~ City Clerk CiTY OF CHULA VISTA CC-660 CONTRACT FOR PROVIDING GENERAL INFORMATION SERVICES TO THE GENERAL PUBLIC This contract is entered into this 8th day of September, 1987, between the CITY OF CHULA VISTA (hereinafter "City") and the CHULA VISTA CHAMBER OF COMMERCE (Hereinafter "Chamber") pursuant to the following terms and conditions: RECITALS WHEREAS, the City of Chula Vista desires to provide for the general informational needs of residents and visitors to the city; and WHEREAS, the Chula Vista Chamber of Commerce occupies a unique public service position in the city; and WHEREAS, the Chula Vista Chamber of Commerce has provided general information services to the public at large for many years; and WHEREAS, the City of Chula Vista and the Chula Vista Chamber of Commerce have developed a mutually benefical agreement to ensure a high level of informational public service is maintained for the good of the entire city based on the following provisions: 1. Term. The term of this agreement shall be for one (1) year, commencing on July 1, 1987 and ending on June 30, 1988 subject to the termination provisions of this agreement. Continuation of this agreement from one fiscal year to the next is contingent upon City Council approval of required funds for subsequent fiscal years. 2. Payment. The City shall pay to the Chamber $24,200 per year for the term of this agreement. Payments of $6,050 shall be made quarterly and within ten (10) days after receipt of quarterly reports to be submitted by the Chamber as specified in Section 5. Said reports shall become due on September 30, December 30, March 30 and June 30 o~ each year. The first payment shall be retroactive to July 1, 1987. 3. Termination. The City or Chamber may terminate this agreement at any time and for any reason by providing a written notice of such termination at least thirty (30) days prior to the effective date of such termination. 4. Scope of services. The Chamber agrees to provide the following scope of services: A. The Chamber shall respond to all walk-in, phone and mail inquiries received making reasonable and appropriate requests for information by the Chamber from individuals, groups, businesses, news media, etc., and persons referred by the City. Responses shall be accurate, complete, cooperative and promote goodwill on behalf of the city. Responses shall be made in a timely manner. Walk-in and phone inquiries shall be responded to as they are received unless additional research is required. Mail inquiries shall be responded to within three (3) working days after the reciept of such inquiries, unless extensive research is required. B. The Chamber shall provide qualified staff to respond to inquiries. The Chamber shall provide adequate training and develop written guidelines and information to ensure that personnel are capable of providing extensive information including, but not limited to, the following: 1. Clubs and Organizations - within community 2. Activity Schedules - Public Events 3. Street Information 4. Medical Services - Listing within community 5. Professional Services - Listings within community 6o Chamber of Commerce Service Directory 7. Churches - Locations and schedules 8. Lodging Facilities within community 9. Nature Interpretive Center 10. Meeting rooms locations 11. Real Estate offices 12. Government Services & Referrals to Appropriate Department 13o Schools within community 14 Recreation Sites within community 15 Historical Sites 16 Health Facilities 17 Public Officials within community 18 Museums and Schedules 19 Public mass transit, HandyTrans, etc. 20 Mexico - information on tourist cards, parking, etc. 21. Tourist Attractions - Locations and Schedules 22. Parks, Playgrounds, Picnic Areas and Local Beach Information 23. Post Office and other Public Building Locations 24. Newspapers and local publications 25. Community Events - Parades, Displays, Seasonal Promotions 26. Mobile home parks 27. Chula Vista Harbor 28. Restaurants C. Chamber staff shall be available to respond to walk-in and phone inquiries Monday through Friday from 9:00 a.m. to 5:00 p.m., except for New Years Day, Martin Luther King Day, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, the day after Thanksgiving Day, and Christmas Day. Holidays cited above falling on a Saturday will be observed on Friday. When a holiday occurs on Sunday, it will be observed on the following Monday. D. The Chamber shall develop and utilize standardized packages of information for responding to general inquiries about Chula Vista as a visitor destination and for new or potential residents of the city. Such packages shall be maintained with current information and shall meet with the approval of the City. The packages may be used, but shall not be deemed solely adequate, for inquiries making reasonable, specific requests for information not routinely included in the packages. E. For inquiries beyond the expertise of the Chamber, referrals may be made to more appropriate entities. Such referrals shall be recorded and reported to the City quarterly. F. The Chamber shall coordinate responses to significant business relocation inquiries with the City's Community Development Department. G. The Chamber shall develop and make available to the public unstamped response cards addressed to the City to obtain feedback on the quality of information provided. Each response to mail inquiries shall include such a card. All cards returned to the Chamber shall be forwarded to the City. H. The Chamber staff shall be neatly dressed and courteous at all times and shall present a positive, friendly and responsive image of the city. I. The Chamber shall not charge a fee for providing information unless specifically approved in writing by the City. City maps, however, may be sold for no more than $2.00. J. The Chamber shall provide to the visitor information centers at E Street and I-5 and at Bonita Road and 1-805 updated information upon request. The Chamber shall exercise care in ensuring the visitor information centers are provided with new, pertinent information as it arises, such as special events, road closures, lists of businesses, new laws and ordinances affecting visitors, etc. 5. Records. The Chamber shall record and submit in writing quarterly reports to the City by September 30, December 30, March 30 and June 30. Reports shall include the following: A. Number of inquiries referred to other entities, including name and address of person making inquiry, date of inquiry, type of inquiry (walk-in, phone or mail), entity referred to, and subject of inquiry. B. Number of inquiries requiring additional research beyond the base of information maintained by the Chamber either in written form or through the personal knowledge of Chamber staff. C. Number of inquiries received categorized by mail, phone and walk-in visitors, and the number of inquiries responded to by mail. Types of inquiries shall be categorized by, but not limited to, the following topics: 1. New residents 2. Tourist/visitor related 3. Special events 4. Government services, regulations, ordinances, elected officials, etc. 5. Mexico 6. Business/service referrals 7. General civic information, hospitals, newspapers, clubs, churches, charities, etc. 8. Mass Transit 9. All others D. Costs associated with providing information services, including, but not limited to, employee staff time required, salaries and benefits, office supplies, postage, printing, office equipment, phone calls, etc. 6. The City may evaluate the quality and quantity of service provided by the Chamber using various methods including, but not limited to, unannounced phone, mail and walk-in inquiries designed to evaluate quality and timeliness of responses, random checks of staff knowledge, and periodic observations of Chamber staff responding to inquiries. Such reviews shall be limited to 5 information services provided under this contract and shall not include other Chamber activities. 7. Responses to inquiries shall show no preferential treatment to Chamber members or any other group or individual persons or businesses. Wherever possible, however, referrals to businesses shall be made to businesses in the City of Chula Vista. Referrals shall be rotated among businesses qualified to provide the service or services requested. 8. Hold Harmless. The Chamber agrees to indemnify and hold harmless the City of Chula Vista against and from any and all damages to property or injuries to or death of any person or persons, including property and employees or agents of the City, and shall defend, indemnify and save harmless the City, its officers, agents and employees, from any and all claims, demands, suits, actions or proceedings of any kind or nature including worker's compensation claims, of or by anyone whomsoever, in any way resulting from or arising out of the negligent or intentional acts, errors or omissions of the Chamber or any of its officers, agents or employees. 9. Insurance. A. The Chamber shall, throughout the duration of this Agreement, maintain comprehensive general liability and property damage insurance covering all operations hereunder of Chamber, its agents and employees including but not limited to premises and automobile, with minimum coverage of One Million Dollars ($1,000,000.00) combined single limits. Evidence of such coverage, in the form of a Certificate of Insurance and Policy Endorsement which names the City as Additional insured, shall be submitted to the City Clerk at 276 Fourth Avenue. Said policy or policies shall provide thirty (30) day written notice to the City Clerk of the City of Chula Vista of cancellation or material change. B. The Chamber shall also carry Worker's Compensation insurance in statutory amount and Employer's Liability coverage in the amount of $500,000; evidence of which is to be furnished to City Clerk in the form of Certificate of Insurance. 10. Attorneys Fees. In the event of any dispute between the parties, the prevailing party shall recover its attorney fees, and any costs and expenses incurred by reason of such dispute. 11. For purposes of this agreement, the City Manager or his or her designee shall be the contract administrator. For those conditions requiring written approval of the City, the City \ Manager or his or her designee shall have the authority to provide said written approval. 12. Written correspondence relating to this agreement shall use the addresses given below: Jim Thomson, Deputy City Manager Chula Vista Chamber of City of Chula Vista Commerce 276 Fourth Avenue 233 Fourth Avenue Chula Vista, CA 92010 Chula Vista, CA 92010 THE :: OF CHU: VISTA CHULA VISTA CHAMBER O Mayor Cit~ of Chula Vista President Title A~ to ~ /~/ ~y Attorney Attachment A VCHULA VISTA CHAMBER OF COMMERCE April 38, MAYOR AND ~ERS OF THE CITY COUNCIL 270 Fourth Avenuo Chula Vista, CA 92010 The Chula Vista Chamber of Commerce formally. requests Chat the City of Chula Vista qnd the Chula Vista Chamber of Commerce enter into a contracteel agreedsent for the Chamber to provide information services of a l~caeral nature to the public at large. This Chamber has provided this community service free of charge to the City of Chola ~ista for close to 2v years. The members of the ijoara of Directors are now of the opinion trial due to chanl~es ia our society this service no longer can be financed out of membersl~ip income. Chamber staff analysis concludes that over 95Z of the inquiries tim Cantuber responds to do not pertain or benefit Chamber members. Chan{ber staff's research indicates that the City at large and the business coxnmunity as a whole beuefits from this information service provided 'by' ttxe Chamber. it is for this reason tnnt the Chamber proposes a contract with the City to provide this service at an initial annual cost of ~24,300. Houthly sr quarterly reports, at the City's option, will be submitted to justify tills investment by tee City. Enclosed is a breakdown of tixe costs we anticipate. Your favorable consideration of this proposal is respectfully requested. It is rcco~:nncndcd tixaC tixks proposed contract start July t, 1987 and be reviewed anuually jointly by the City and the Clmmber. Ver~ truly yours, Thomas A. Hartin, i~residenC Chula Vista Chamber ~f Commerce Attachment A VCHULA VISTA CtlAMB]ER OF"~Y~'MMERCE PI{OPUSAL Prepared for the City of Chula Vista. The Chula Vista Chamber of Commerce proposes to provide Coneunity Information Service, of a general nature, f6r the City of Chula Vista to the public at large. Contract Period: July 1, 1987 until June 30, 198~, with yearly reviews thereafter. Total amounf of contract: $24,200 Contract, at the City's option, will include 12 monthly performance reports or 4 quarterly reports. This contract amount includes: Staf~ salaries $18,000 Postage printing and office supplies - as related to this service 3,500 Dues, such as CONVIS and subscriptions that are information data related 500 22,000 ~r~iscellaneous 2m200 $24,200 *As our cost for postage, printin~ and supplies is based on 1985 actual figures, a contingency for ~ost increases must be included. Due to the successful advertising programs by the City of Chula Vista, the number of mail inquiries substantially increases each year. In addition, we anticipate an incregse in poa~al rates. Also a small dollar amount is included in the miscellaneous amount for the purchasing of some office equipment to acco~i~aodate necessary increases in personnel.