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Home My WebLink About12/15/1999 - STAFF REPORTS (22) DATE: December 15, 1999 TO: City Council FROM: Director of Aviation SUPPLEMENTAL REPORT ITEM#21 In working through the final contract details with Ms.Doria,it was noted that the contract amount of$3000 per month plus refinbursables,should actually be$3500 permonth plus reimbursables. The $3500reflects what is in the current contract between Ms.Doris and the Palm Springs Desert Resorts Convention & Visitors Bureau. To include this, the following changes need to occur in the agreement: 2.0. Compensation. Section 2.1 needs to be amended to show total compensation not to exceed $21,000,plus agreed upon expenses. Exhibit"B"should be amended to add the following detail: The contractor will be compensated at the rate of$3,500 per calendar month plus reimbursable expenses. If a request is made for travel outside a fifty mile radius,expenses incurred are to be reimbursed by the City. The City of Palm Springs will reimburse contractor for agreed upon expenses including travel(air,car,meals,mileage,entertainment,insurance,etc.)at actual cost. A revised Minute Order is attached for City Council consideration which approves $21,000 compensation($3500/mo/six months)plus$4000 for reimbursables. JERI DDLE Director of Aviation APPRO City Manager ATTAC -Revised Minute Order GL dot. DATE: December 15, 1999 TO: City Council FROM: Director of Aviation AIRLINE MARKETING AGREEMENT RECOMMENDATION: It is recommended that City Council approve a Professional Services Agreement with Nancy Doris for airline marketing activities for the remainder of the 1999/00 fiscal year. BACKGROUND: For many years,an Airline Services Committee(ASC)has operated under the auspices of the Palm Springs Desert Resorts Convention and Visitors Bureau. The ASC has contracted with Nancy Doria to provide airline marketing services. The overall effort has resulted in increased air services. Over the years,the need for direct subsidy dollars,which the ASC provided,has diminished. Discussions over the last several months have focused on what role the ASC should play as the Airport looks at developing its own marketing effort. The ASC's need to decide its future has forced the issue of the Airport's own marketing program, which, due to the terminal expansion, has not been treated as a priority for the Airport pending completion of the expansion. In anticipation of a small activity by ASC in fiscal 99/00,the Airport budgeted$50,000 to pay for the ASC consultant agreement. Also,the Airport would have realized additional revenue from the privatization of the Wastewater Treatment Plan had it moved forward. However,the$50,000 for this year's contract was spent to repay the City's obligation to ASC for the previous year's marketing contract. In summary,the Airport has not had the time to develop a comprehensive marketing plan;the funds to hire a Marketing Director have been spent or have not been realized;and,the need to maintain the continuity of a marketing presence in front of the airlines remains. Staff has negotiated a six(6)month Professional Services Agreement with Nancy Doria to provide basically the same services she has been providing to the ASC. The$21,000 cost will be provided from the Airport's existing budget by shifting dollars from activities that can be delayed. This Agreemeirtwill providethe continuity ofthe airservice development presence and the Airport, through the normal budget process,can fully evaluate what a full-fledged marketing effort would entail. Staff recommends that a program be designed and evaluated to determine if a full-time position is needed or a contract for Nancy Doria's expertise in airline scheduling,a contract with a financial consultant to work with airline properties people and an advertising consultant to develop local advertising proposals would better meet the need. This evaluation should be completed with Ms. Doria's input in sufficient time to identify the funding for Airport Marketing Program for inclusion in the 2000-01 Budget. A Minute Order approving the Professional Services Agreement is attached for consideration. ,; PL-dd e JERI DirectorofAviation / APPROVED 6 'City Manager ATTACHME�NTS: 1. Minute Order _ yy�� 2. Agreement t del W—,ej. t. Nancy A.Doria Airline Marketing Program AGREEMENT#4185 M06549, 12-15-99 Related CITY OF PALM SPRINGS CONTRACT SERVICES AGREEMENT FOR AMINE MARKETING PROGRAM THIS CONTRACT SERVICES AGREEMENT(herein"Agreement")is made and entered into this Ist day of January 2000,by and between the CITY OF PALM SPRINGS,a municipal corporation(herein "City") and Nancy A. Doria (herein "Contractor"). (The term Contractor includes professionals performing in a consulting capacity). NOW, THEREFORE, the parties hereto agree as follows: 1.0 SERVICES OF CONTRACTOR 1.1 Scope of Services. In compliance with all of the terms and conditions of this Agreement,the Contractor shall perform the work or services set forth in the "Scope of Services"attached hereto as Exhibit"A"and incorporated herein by reference. Contractor warrants that all work and services set forth in the Scope of Services will be performed in a competent,professional and satisfactory manner. 1.2 Compliance With Law. All work and services rendered hereunder shall be provided in accordance with all ordinances,resolutions,statutes,rules,and regulations of the City and any Federal, State or local governmental agency of competent jurisdiction. 1.3 Licenses, Permits.Fees and Assessments. Contractor shall obtain at its sole cost and expense such licenses, permits and approvals as may be required by law for the performance of the services required by this Agreement. 2.0 COMPENSATION 2.1 Contract Sum. For the services rendered pursuant to this Agreement, Contractor shall be compensated in accordance with the "Schedule of Compensation" attached hereto as Exhibit "B" and incorporated herein by this reference,but not exceeding the maximum contract amount of Twenty-five Thousand Dollars($25,000) ("Contract Sum"). 2.2 Method of Payment. Provided that Contractor is not in default under the terms of this Agreement, Contractor shall be paid as outlined in Exhibit "B", Schedule of Compensation. 3.0 COORDINATION OF WORK 3.1 Representative of Contractor. Nancy A. Doria is hereby designated as being the principal and representative of Contractor authorized to act in its behalf with respect to the work and services specified herein and make all decisions in connection therewith. 3.2 Contract Officer. Director of Aviation is hereby designated as being the representative the City authorized to act in its behalf with respect to the work and services specified herein and make all decisions in connection therewith("Contract Officer"). The City Manager of City shall have the right to designate another Contract Officer by providing written notice to Contractor. Fsa27609999- aorxav3.2 moB/aM x�em owo��se -1- OF PALM Sp N City of Palm Springs Office of the City Clerk roun� 3200'6hquwm Canyon Way•Palm spriogc,cahfam6 92262 cg41FOIRL Ta:(760)323.8204•TOD:(760)864-9527 January 13,2000 Nancy A.Doria P.O. Box 13190 . Palm Desert,CA 92255 RE: Airline Marketing Program,M06549,A4185 Dear Ms. Doria: Attached is one executed copy of the agreement for contractual services for Airline Marketing Program between Nancy A.Doria and the City of Palm Springs,approved by City Council on December 15, 1999,by M06549,Agreement A4185. Certificates of Insurance should be provided naming the City of Palm Springs as an additional insured, for General Liability for$1,000,000 CSL;Automobile Liability for$1,000,000 CSL; and Worker Compensation in California Statutory requirements. Further,the cancellation clause shall state as follows: Should any of the above-described policies be canceled before the expiration date thereof,the issuing company will mail 30 days written notice to the certificate holder named to the left. Should you have any question,please let me know. Sincerely, _1 PATRICIA A._ +SANDERS City Clerk cc: Airport w/agreement Finance w/agreement Post Office Box 2743 0 Palm Springs, California 92263-2743 MINUTE ORDER NO. b6 qq APPROVING A PROFESSIONAL SERVICES AGREEMENT FOR AIRLINE MARKETING SERVICES WITHNANCYA.DORIAINANAMOUNT NOT TO EXCEED$25,000. I HEREBY CERTIFY that this Minute Order, approving a Professional Services Agreement for Airline Marketing Services with Nancy A.Doria in an amount not to exceed$25,000,was adopted by the City Council ofthe City of Palm Spiing%California,in a meeting thereof held on the 15",day of December 1999. PATRICIA A. SANDERS City Clerk