HomeMy WebLinkAboutAgenda Statement 1979/11/06 Item 17
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CITY OF CHULA VISTA
COUNCIL AGENDA STATEMENT
Item No.
17
For meeting of 11/6/79
ITEM TITLE
Resol ution?IJ ~prOVing Contract with San Diego
Convention & Visitors Bureau
SUBMITTED BY
Community Development Directo~
ITEM EXPLANATION
(4/5TH'S VOTE REQUIRED YES
NO -2..)
Background:
The City Council as a result of 1979/80 budget deliberations, directed that requests
for proposals be solicited in order to secure the services of a Visitor Industry
consultant. The requests were announced in August with a deadline established as
September 4, 1979. The Mayor appointed a committee composed of the Chairman of the
Mayor's Committee on the Visitor Industry, Councilman Gillow; a representative of
the Chamber of Commerce Convention & Visitors Committee, Mr. Ernie Rivera; and the
.Community Development Director, Paul Desrochers, to review the proposals.
Proposals and costs submitted were:
...
Bi 11 Brotherton
$42,000 Consultant services
$12,000 For consultant
$48,000 Advertising and centers
Jerry Baker Associ ates
San Diego Convention & Visitors
Bureau (CONVIS)
$29,000 - $44,000
Discussion:
The Copley Report completed last spring recommended that the City take the leader-
ship and provide direction to the development of a coordinated local visitor industry.
(continued on page 2)
PGD:as
Ag reemen tL
Other
EXHIBITS
Resolution-l- Ordinance
Plat
-
Notification List_
ENVIRONMENTAL DOCUMENT: Attached___ Submitted on
.
FINANCIAL IMPACT
Funds are available in the Community Promotions Account (100-0130-5451); $60,000 was
allocated ~or both the Consultant and for the operation of the Visitor Information Centers.
$34,700 has been requested by the Chamber of Commerce for the operation of the centers,
62.5% of the CO:NISOption 1 fee would equate to $25,148 for services to June 30, ,q~n v/hich
would allow a $34,700 expenditure for the centers.
STAFF RECOMMENDATION
Adopt resolution hiring CONVIS through June 30, 1980.
BOARD/COMMISSION RECOMMENDATION
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Form A-113 (Rev. 5/77)
17
Item No.
For meeting of
11/6/79
Page 2
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CONVIS was selected becuase it has the resources, background and knowledge to
provide a complete array of advisory services to our City. Included in this
service would be Mexican travel liaison, research and analysis, the travel/trade
development experts public relations personnel, and the Host program--all depart-
ments of the bureau. In effect, the aforementioned would provide to the City all
the expertise that has made the bureau one of the most respected and productive
in the country. Furthermore, Ms. Virginia (Gina) Cesena of the Bureau would be
the project manager with offices in the City, for an average of 24 hours per week.
Ms. Cesena has a distinguished record in the travel industry and more recently
as manager of the San Diego Host Program of CONVIS.
The consultant proposes the following goals:
..
1. Work toward financial support for tourism promotion from
the public to the private sector.
2. Promote broad-based support of tourism in the City.
3. Evaluation of existing resources and development of a long-
range program.
One of the most important aspects of the consultants' work will be to evaluate the
City's two visitor information centers. Should the City continue to support the
centers? Are there better ways to promote the Ci ty? What woul d happen if the
centers were closed? Should they be consolidated? With Council concurrence,
CONVIS will begin immediately; periodic reports to the Council will be provided
via the Mayor's Advisory Committee.
The consultant will work closely with the Mayor's Advisory Committee and will
meet regul a rly with them. In additi on, the Chamber of Commerce Conventi on ?~
Visitors Bureau will play an important role in the development of programs. The
Community Development Department will act as staff liaison.
The CONVIS proposal provided three options which are listed as follows based on
a one-yea r contract:
OPTION #1
Office and part-time telephone answering provided by Chula Vista.
Direct Costs:
Consultant
Sec re ta ry
Phone
Postage
Stati onery
Transportation and expenses
Travel and trade meetings
$14,580
6,864
960
600
180
2 , 100
500
$25,784
Client Conference Costs
$ 5,940 $ 5,940
Inflation @ 1% per month
31,724
6 ,344
$38,068
2,167
$40,235
TOTAL DIRECT & CONFERENCE COSTS
Admin. & Overhead @ 20%
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17
Item No.
For meeting of
11/6/79
Page 3
It is proposed that Conference Room 4 in the Public Services Building be utilized
as a temporary office for the consultant. Clerical services space will be pro-
vided from the use of one of several offices in the Public Services Building.
CONVIS, by this option, will have complete discretion over the work of the cleri-
cal personnel.
Client Conference Costs
"
This item appears in all the proposals and is, in fact, the major reason why
CONVIS is recommended. This item brings the resources of the Bureau together
with the City's consultant on a regular basis. Thus, all the input of department
head/executive personnel would provide input and assistance through the City's
consultant on a formalized basis.
OPTION #2
Di rect Costs:
Consultant
Sec reta ry
Rent
Phone
Postage
Stationery
Transportation and Business
Expenses
Travel Trade Meetings
$14,580
7,602
2,533
960
600
180
2,100
500
$29,055.00
Client Conference Costs:
Three hours per month
$ 5,940
$ 5,940.00
34,995.00
6,999.00
$41,994.00
2,310.00
$44,304.00
TOTAL DIRECT AND CONFERENCE COSTS
Plus Administration & Overhead @ 20%
Plus inflation @ 1% per month
TOTAL COST
In this option, CONVIS will be responsible for the provision of offices, clerical
and telephone.
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Item No. 17
For meeting of
11/6/79
Page 4
OPTION #3
Office and clerical services provided by Chula Vista.
Direct Costs:
Consultant
Transportation and Business Expense
Travel Trade Meetings
$14,580
2,100
500
...
$17,180
Client Conference Costs:
Three Conferences
(per month)
TOTAL DIRECT AND CONFERENCE COSTS
$ 5,940
$ 5,940
Plus Administration and Overhead @ 20%
$23,120
4,624
$27,744
Plus Inflation @ approximately
1% per month
TOTAL COST
$ 1,578
$29,322
While the total cost is somewhat lower, clerical personnel would be paid
directly by the City. The fee to CONVIS would be $29,322 and for clerical
$6,864 - $1,740 for telephone, stationery and postage - for a total of
$37,926,
Option #1 is recommended in that it allows establishment of offices within the
Civic Center and thereby provides better liaison with City departments while
minimizing cost. While the same could be accomplished under Option #3, the con-
sultant would not have full control over the staff since the clerical would in
effect be a City employee. In addition, since the City would be supplying the
services, the cost differential would not be worth sacrificing control over the
program.
Due to the fact that it is so late in the year, it is recommended that funds be
appropriated for 7.5 months, through June 30, 1980. In this manner, funding for
both the Information Centers and the consultant can be accomplished within the
appropriated amount. It is also proposed that this be done with the understanding
that the contract be extended through November of 1980 after the appropriate
budget deliberations and procedures of this coming Spring.
q %37
1\
o 0130 5451
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Form No. F-229
12/73
/7
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CERTIFICATE OF CITY/DIRECTOR OF FINANCE
Certification of Unappropriated Balance
I HEREBY CERTIFY that the money required for the
appropriation of funds for the purpose set forth in the attached
resolution is available in the Treasury, or is anticipated to
come into the Treasury, and is otherwise unappropriated.
Amount $
Fund
Purpose
Bidder
...
Director of Finance
The City of Chula Vista
Date
By
Certification of Unencumbered Balance
I HEREBY CERTIFY that the indebtedness and obligation
to be incurred by the contract or agreement authorized by the
attached resolution can be incurred without the violation of any
of the provisions of the Charter of the City of Chula Vista, or
the Constitution or the laws of the State of California, that
sufficient monies have been appropriated for the purpose of said
contract, that sufficient monies to meet the obligations of the
contract are actually in the Treasury, or are anticipated to come
into the Treasury to the credit of the appropriation from which
the same are to be drawn, and that said monies now actually in
the Treasury, together with the monies anticipated to come into
the Treasury, to the credit of said appropriation are otherwise
unencumbered.
Amount Not to Exceed $60,000.00
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Director of Finance
The City of Chula Vista
Date
11 /6/79
By
Dept./Activity Community Development
Fund
Genera 1
Purpose Contract with the San Diego Convention and Visitor's Bureau
Bidder N/ A
Certificate No. 39