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HomeMy WebLinkAboutRES 02-115 RESOLUTION NO. 02-115 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the City Manager be and he is hereby authorized to execute a contract with Chandler, Brooks,and Donahoe, Inc.,of Olympia,Washington,to provide a Tourism Assessment Study forthe Convention and Visitors Bureau in the amount of$34,220,said contract substantially in the form attached hereto as Exhibit "A." PASSED BY THE CITY COUNCIL of the City of Beaumont this the 21"day of May, 2002. - Mayor Evelyn M. Lord - STATE OF TEXAS § COUNTY OF JEFFERSON § AGREEMENT 1. Introduction. This Agreement is made and entered into on this day of , 2002, by and between Chandler, Brooks and Donahoe, Inc., with offices at Evergreen Plaza, Suite 101, 711 Capitol Way South, Olympia, Washington, hereinafter referred to as "Consultant" or "CB&D," and the City of Beaumont, Texas, with principal offices at 801 Main Street, Beaumont, Texas, hereinafter referred to as "City." 2. Retention and Description of Services. During the term of this Agreement, it is agreed by and between the parties that CB&D will furnish consulting services and advice as specifically requested by the City of Beaumont. The services and advice will relate to work being done or planned by the City of Beaumont Convention and Visitors Bureau in the area of tourism assessment, will be within the area of Consultant's technical competence, and will specifically include the following scope of work: • Distance Assessment. Non-Professional Assessment: Two different individuals, with no professional tourism experience and without knowledge of who the client is, will be retained to plan a trip to the general region of Texas using whatever means they would normally use. They are asked to detail their search, where they would go, and why. If Beaumont is not on the initial list, we guide them along until they come upon Beaumont. The purpose of the "non- professional" assessment is to find how easy it is to find and consider Beaumont as a destination, and how good the marketing materials, visitor services are in "closing the sale." G:\RMMAGREEMENTMCB&D EXHIBIT "A" Professional Assessment: The professional assessment includes a review of local websites that might be tapped into in planning a trip to Beaumont,guidebooks and othertravel resources(do they effectively market the community?), marketing materials, visitor information services, conference/convention services, etc. This also includes a comparative analysis with competing communities in the region: how does Beaumont stack up? • Site Assessment. The Site Assessment includes a five-day thorough look at the community from the eyes of a visitor. 3.5 days will be spent assessing the city and surrounding area, and at least half a day speaking with key stakeholders. The Site Assessment includes a close look at visitor venues, attractions, lodging, transportation, facilities (parks, public restrooms, visitor information services), signage (public and private), wayfinding, general and architectural appeal, beautification, critical mass, event venues, pedestrian corridors, etc. Also included is "secret shopping" of local retail establishments, restaurants and lodging facilities: are they effectively cross- promoting activities and attractions in Beaumont? • Marketing Assessment. CB&D will review the City's Transient Occupancy Tax (TOT) receipts over the past five years, expenditures of the funds, marketing and operational budgets, marketing plans, sales and marketing materials, advertising placement, copy and art, branding efforts, public relations, brochures, videos and/or multi-media presentations, trade show presentations, convention sales kits, website(s), etc. • Image, Branding and Positioning. A review of current logos, image and marketing slogans, continuity between local organizations in visitor marketing efforts, competitive analysis, survey of regional visitor information centers (what are their perceptions of Beaumont—they will be secret shopped), surveys and interviews of at least 20 meeting planners in the primary market areas, review of consumer research prepared by Lamar University. The Beaumont CVB will provide a list of meeting planner contacts— approximately half which have organized meetings/events in Beaumont, and half which have not. Page 2 G:\RNMf\AGREEMENTS\CB&D • Interviews & Community Input. During the five-day on-site assessment, at least one-half day will be set aside for five to seven in-person interviews. The Beaumont CVB will set up and coordinate the interviews, including venues, and who should be interviewed. These interviews are used to determine internal perceptions of the community, its marketing efforts, upcoming visitor-oriented projects, funding issues, zoning and planning issues that affect tourism, revitalization efforts, etc. This part of the project also includes review of existing plans and documentation that may affect or have a bearing on the tourism recommendations. • Development of Action Plan. The Action Plan will provide a number of recommendations and for each will detail the actual recommendation, a brief explanation, approximate cost, who would be responsible for its implementation, when it should be done, where the funding would come from, and the rationale for making the recommendation. The recommendations will also include a detailed three- year marketing plan, including themes, ad placement, public relations, annual budgets, and revenue/expense projections. • Support Assistance. This includes CB&D staff time in coordinating meetings, travel (to be approved by the Beaumont CVB prior to each trip), interviews, followup and telephone interviews, project budget management, etc. • Mid-Assessment/Re-Evaluation & Travel Overview. Three trips to Beaumont are included in developing the Plan. The initial trip includes the Site Assessment and interviews (five days including a travel day to and from Beaumont), a mid-assessment(three days including travel time), and the final presentation (two days). The mid-assessment allows CB&D the time to come back into the community to reassess initial findings, to take a "second look,"to meet with individuals as is necessary to talk about major projects or concepts that may initially be recommended. Page 3 G:\RMW\AGREEMENTS\C[3&D • Final Presentation, Deliverables. Two days have been set aside to make final presentation(s) to the community. This includes development of a multi-media presentation, 12 copies of the final plan, and 20 copies of the plan on CD ROM in high- resolution PDF format(for printing). Because the plan will include dozens of color photographs and examples, PDF format allows the end-user to make color copies on their own printers and at their leisure. • Timelines. CB&D will commence the project with the Distance Assessment. Tentatively, the Site Assessment and interviews would take place the week of June 10`h. The mid-assessment would take place three weeks following. The project should be completed on or before August 15". Because the City of Beaumont is working on fiscal year budgets, CB&D would work to provide recommendations that affect the budget process, prior to completion of the project. A draft Tourism Plan would be delivered to the Beaumont CVB approximately three weeks prior to the final presentation for review, feedback, edits, and corrections (if any). 3. Term of Agreement. Consultant's services will be available to the City of Beaumont CVB commencing upon the execution of this Agreement with the completion of the project contemplated to be on or before August 15, 2002. The term of this Agreement may be extended by written agreement signed by both parties. 4. Compensation. The City of Beaumont will pay Consultant a consulting fee based upon a budgeted project cost of$34,220. The project compensation budget is as follows: • Distance Assessment ► Non-Professional $ 600.00 ► Professional 2,960.00 • Site Assessment 5,040.00 • Marketing Assessment 3,840.00 Page 4 GARMMAGREEMENTS\CB&D • Image, Branding, Positioning 3,620.00 • Interviews, Community Input 720.00 • Action Plan Development 8,400.00 • Support Assistance 1,440.00 • Mid-Assessment, Re-Evaluation 4,320.00 • Final Presentation 2,880.00 • Cost of Deliverables 400.00 Total Project Cost $34,220.00 CB&D will invoice the City of Beaumont at the end of each month for consulting fees due with respect to work performed by Consultant under this Agreement during that month. All invoices for work conducted on this project are to be received by the City of Beaumont on or before September 30, 2002. 5. Reimbursement of Travel Expenses. The City of Beaumont will reimburse CB&D for all authorized expenses incurred by CB&D for travel required in connection with the furnishing of services under this Agreement. Reimbursement of travel expenses shall be made on the basis of itemized statements submitted by Consultant and including, whenever possible, actual bills, receipts or other evidence of expenditures. Travel expenses should be billed by separate invoice at the end of each month. Total travel costs and related expenses are not to exceed $5,000 for the project. 6. Consultant An Independent Contractor. Consultant CB&D will furnish Consultant's services as an independent contractor and not as an employee of the City of Beaumont or of any agency affiliated with the City of Beaumont. CB&D has no power or authority to act for, represent, or bind the City of Beaumont or any entity affiliated with the City of Beaumont in any manner. Page 5 G:\RMW\AGREEMENTS\CB&D 7. Indemnity. It is understood and agreed that CB&D is an independent contractor and, as an independent contractor, hereby agrees to hold harmless, indemnify and defend the City of Beaumont, its officers, agents, representatives and employees from and against any liability, claim, cause of action, damages, personal injury or death, arising out of or in connection with the services performed or to be performed by the consultant pursuant to this Agreement. 8. Consultant Not to Engage in Conflicting Activities. During the time of this Agreement, Consultant will not enter into any activity, employment or business arrangement which conflicts with the City of Beaumont's interest or Consultant's obligation under this Agreement. In view of the sensitive nature of CB&D's status, the City of Beaumont shall have the option of terminating this Agreement at any time if, in its sole judgment, a conflict of interest exists or is imminent. CB&D will advise the City of Beaumont of its position with respect to any activity, employment or business arrangement contemplated by CB&D which maybe relevant to this paragraph. For this purpose, CB&D agrees to disclose any such plans to the City of Beaumont prior to implementation. 9. Termination of Agreement by Notice. Either party may terminate this Agreement upon thirty(30)days written notice by registered or certified mail, return receipt requested, addressed to the other party. If this Agreement is terminated by either party, the City of Beaumont shall only be liable for payment of consulting fees earned as a result of work actually performed prior to the effective date of the termination. The thirty (30) days notice shall be measured from the date the notice is posted. Page 6 GARMMAGREEMENTS\CB&O 10. Governing Law. This Agreement is subject to and shall be interpreted in accordance with the laws of the State of Texas. CHANDLER,BROOKS AND DONAHOE,INC. By: THE CITY OF BEAUMONT, TEXAS By: Stephen J. Bonczek, City Manager Page 7 GARMWVIGREEMENTMCB&D