HomeMy WebLinkAbout11/15/2000 - STAFF REPORTS 1'
DATE: November 15, 2000
TO: City Council
FROM: Deputy Director of Aviation via Acting Director of Aviation
AIRLINE MARKETING AGREEMENT
RECOMMENDATION:
It is recommended that City Council approve a contract service agreement with Nancy
A. Doria for airline marketing activities for a five (5) month period for an amount not to
exceed $21,500.
SUMMARY:
In order to maintain continuity with our air service development activities, staff is
recommending that the city extend the contract services agreement with Nancy Doria
for five (5) months. The Airport Commission unanimously approved this action on
November 1, 2000.
BACKGROUND:
For the last six(6) months, Nancy A. Doria has provided airline marketing activities and
consultant services under a professional services contract with the City of Palm
Springs. This contract was put in place at the request of the Airline Service Committee,
which operates under the auspices of the Palm Springs Desert Resorts Convention
and Visitors Authority, as a method to increase air services at Palm Springs
International Airport. This overall effort has been successful, and the Airport must
continue to focus on increasing airline service in the coming year.
A request for Statement of Qualifications for providing Airport Marketing Program
Development Services is currently being advertised. In between that time, it is essential
that we maintain the continuity of a marketing presence with the airlines and the
tourism community.
Staff has negotiated for an additional five (5) month contract service agreement with
Nancy A. Doria to provide basically the same services that were provided in the original
agreement with more focus on the development of targeted airline service.
Sufficient funds are available in Airport Administration account number 415-6002-
43200 Contractual Services . No general fund monies will be used.
A Minute Order approving the Contract Service Agreement is attached for
consideration.
RICHARD STRICKLAND HAROLD GOOD
Deputy Director of Aviation Procurement Manager
APPROVEDrr. APPROV D '��
`� RY/ fFt/ City Manager
Acting/Direct' of Aviation
Attachments: 1. Minute Order
2. Agreement
REVIEWED BY DEPT.OF FINANCE
CITY OF PALM SPRINGS
AGREEMENT FOR AIRLINE MARKETING SERVICES
THIS AGREEMENT FOR AIRLINE MARKETING SERVICES (herein "Agreement")
is made and entered into this _ day of , 2000 ("Effective Date"), by and between the
CITY OF PALM SPRINGS, a municipal corporation (herein "City") and NANCY A. DORIA
(herein "Consultant").
In consideration of the promises and of the mutual covenants and agreements hereinafter
contained, and for good and valuable consideration, the receipt and sufficiency of which is
hereby acknowledged, City and Consultant covenant and agree as follows:
1.0 SERVICES OF CONSULTANT
1.1 Scope of Services. In compliance with all of the terms and conditions of
this Agreement, the Consultant shall perform the work or services set forth in the "Scope of
Services" attached hereto as Exhibit "A" and incorporated herein by reference. Consultant
warrants that all work and services set forth in the Scope of Services will be performed in a
competent, professional and satisfactory manner in accordance with the standards prevalent in
the industry.
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. Consultant 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. Consultant shall have the sole
obligation to pay for any fees, assessments, and taxes, plus applicable penalties and interest,
which may be imposed by law and arise from or are necessary for Consultants performance of
the services required by this Agreement, and shall indemnify, defend and hold harmless City
against any such fees, assessments, taxes, penalties, or interest levied, assessed, or imposed
against City thereunder.
1.4 Performance to Satisfaction of City. Consultant agrees to perform all
work to the satisfaction of City within the time specified. If Consultant's work is not
satisfactory, in the sole and absolute discretion of City, City has the right to take appropriate
action, including, but not limited to: (1) meeting with Consultant to review the quality of the
work and resolve matters of concern; (2)requiring Consultant to correct the work at no
additional fee until it is satisfactory; (3) suspending the work; (4) withholding payment; and
(5)terminating this Agreement, in accordance with the procedures set forth in Section 5.2 of this
Agreement.
892/014094-0001 ��3
IN WITNESS WHEREOF, the parties have executed and entered into this Agreement as
of the date first written above.
CITY OF PALM SPRINGS
By:
City Manager
ATTEST:
City Clerk
APPROVED AS TO FORM:
City Attorney
CONSULTANT
By:
Signature (Notarized)
Print Name
Print Title
By:
Signature (Notarized)
Print Name
Print Title
Mailing Address:
(END OF SIGNATURES)
(Corporations require two signatures. One from
each of the following: A. Chairman of the Board,
President, any Vice President; and B. Secretary,
Assistant Secretary, Treasurer, Assistant Treasurer,
or Chief Financial Officer).
8 82/0 14 0 84-000 1 My
n
EXHIBIT "A"
SCOPE OF SERVICE
Contractor shall perform 240 hours of work to car out the following functions.
No. Tasks Schedule % Completed
1. PLANNING TASKS Project Hours
Implement Action Plans for Carriers Specifically for the 35 hrs
Remainder of 00/01 Fiscal Year:Focus on American
Continental and Northwest for Expanded Services'
Initiate Meetings with Targeted Carriers to Discuss and 35 hrs.
Establish Service, Schedules.Fares and Promotional
Opportunities'
Devote Such Time as May Be Necessary for the Purpose of 35 hrs.
Planning and Developing Airline Service To/From Palm
S rinas International Air orr
2. IMPLEMENTATION TASKS Project Hours
Conduct Presentations to Promote Airline Service Focus on 10 hrs.
American. Continental and Northwest for Expanded Services 15 hrs
Contract Targeted Carriers and Solicit Prospective Users of 20 hrs
Palm Springs International Airport
Coordinate Negotiations and Attend Meetings with Targeted 10 hrs.
Carriers Based upon Established Plans'
Establish and Review Priorities by Airline' 10 hrs.
Propose Basic and Customized Promotions Based on Airline
Needs Focus on America Continental and Northwest for 10 hrs.
Ex anded Services
3, GENERAL TASKS Project Hours
Respond to Inquiries to the City Professionally and Promptly 10 hrs
Provide Monthly Status Reports on Activities' 10 hrs.
Interact with Local Media via Airport Otlices' 5 hrs,
Interface with Appropriate City and Governmental Entities as 10 hrs.
Required via Airport Offices:
Interact with PSP Tourism PSDRCVA and Hoteliers to
Increase Understanding of Airline Traffic Patterns 25 hrs.
Availability and Enhance Sales Efforts via Aimort Offices
The parties hereto mutually agree that the Project Hours specified in this Exhibit "A" are
reasonable estimates of the time which Consultant must dedicate to perform the work and
services described above in accordance with the terms and provisions of this Agreement. The
Contract Surn shall not be adjusted except by mutual written agreement by both parties hereto.
882/014084 0001 *fr
n
EXHIBIT "B"
SCHEDULE OF COMPENSATION
Contractor to be compensated at a rate of$87.50/hr. To a maximum of 240 hours during the term of the
contract to complete the tasks outlined in Exhibit "A" plus reimbursable expenses. The parties
acknowledge that during the six(6)months industry activity may require a greater effort in one of the three
task areas than indicated on Exhibit "A". If this is occurring, Contractor shall seek, in writing, approval
to adjust the hours in the various tasks. Contractor shall invoice the City once each month and shall itemize
hours worked based on work items listed in Exhibit "A". If a request is made for travel outside a fifty-mile
radius, expenses incurred are to be reimbursed by City at cost. The City will reimburse Contractor for
agreed upon expenses including travel, meals, mileage, insurance and entertainment, at actual cost.
FS2\276\099999-3000\2022693.2 M08/22195
Revised 09/01/98
-7-
No.6298
CITY OF PAiLke SPRINGS, CALIFORNIA
REQUEST FOR STATEMENTS OF
QUALIFICATIONS AND EXPERIENCE
(RFQ 10-01)
FOR
PROVIDING AIRPORT MARKETING
PROGRAM DEVELOPMENT SERVICES
'PROOF OF PUBLICATION NOTIC IS HEREBY GIVEN that
Cellfoinia is seeking g that the City of statements of uali-
fications and experience from qualified firms for
piovidmg Airport Marketing Program Development
(2015.S.C.C.P) Services to the Palm Springs International Airport.
SCOPE OF SERVICE: The services sought are
the development of a Marketng Plan/Stramgy for
the Airport The program will need to address air
service marketing,the O&D possen er, local ad-
verhsmg vacant land marketing, foreign trade
zone (F Z) marketing, and customs face ity hi
voting. The City is not seeking a firm to do mar-
kehnqq' but rather a firm that can provide profes-
sionalexpertise and develop an approach for the
City to implement. Implementation may be
through Airport staff, specialized consultants,
tourism agencies or any combination thereof.The
City is seeking the best way to comprehensively
approach the issues to develop a comprehensive
airport marketing program
DEADLINE: An o..gmal and five copies of the
Submittals must be received in the Procurement
Office at the street address below prior to the
deadline of 2.00 P.M., Local Time,Tuesday,No-
vamber 7,2000. It is the reaIsonsibility of the re-
STATE OF CALIFORNIA I spender to than any submittal sent through
,1.emit shall has sufficient Lima lobe received
County of Riverside byy this specified date and time.Telegraphic,tele-
phomo or facsimile (FAX) subs will not be lals
accepted.
SUBMISSION REQUIREMENTS: Copies of the
solicitation document (RFQ10-01) are available at
the addresses below or byy telephone request.
There Is no charge for mading this document to
interested firms'
STREET ADDRESS
City of Palm Springs
ATTN Procurement Maltager
$200 C Tahquitz Canyon Way
Palm Spring, CA 2262
PHONE: /60323-8239
I am a citizen of the United States and a resident of Mnl ofN�almbDRESS
gs
the County aforesaid;I am over the age of eighteen ATTN pP Procurement
rementBox pManager
years,and not a party to or interested in the Palm
al pf{pl lEg(7so)s2a�ers9 e3
above-entitled matter.I am the principal clerk of a Responses interval! which and not in confor-
mance with the instructions outlined in the City's
printer of the,DESERT SUN PUBLISHING solicitation document may be rejected as nonre-
sponsive. Those submitting responses do so an-
COMPANY anewspaper of general circulation, hrely at their expense. There Is no expressed nor
minted and published in the city of Palm Springs, mplied obligation by the city to reimburse any
i I ty firm or individual for any casts incurred in prepay- i
County of Riverside,and which newspaper has been mg or submrthng responses, preparing or submI-
.4nq dditional latermation requested by the Ply,
adjudged a newspaper of general circulation by the or for aahci song in any selection mteivicve(s).
SELECTION PROCESS: The City of Palm
Superior Court of the County of Riverside,State of Springs/Palm Springs International Airport is ubhz-
California under the date of March 24,1988.Case ing a Qualifications Rased Selection (QE pm-
pass to select an Airport Marketing Program De-
Number 191236;that the notice of which the velopmout Services Consultant to provide the ser-
r vices specified in the RI-Q document
annexed is a printed copy(set in type not smaller The purpose of this RFQ solicitation is to pre-
uali y interested and qualified firms for Step II of
than non pariel,has been published in each regular ire process which will include the submission of
a technical proposal Only those firms pre-quali-
and entire issue of said newspaper and not in any tied in this Step I process will he allowed to par-
supplement thereof on the following dates,to wit: si part as Step 11 sli i Cut ro may elect a conduct
PI g p � p ( ) process.
EVALUATION CRITERIA: All submittals received
— will be evaluated regarding compliance win fire
November 7th RED document. Three (3) firms or teams may be
selected for journal analysis.The firms selected to
_____________________________________________-______________ the short list will bo rerred to submit a specific
proposal in Step 11, an may be required to par-
ticipate in a formal Interview as part of the final
analysis Telephone Interviews may be used in I
""'--------"""—""--------""""------- -'—""""' on
of a formal presentation. Proposals will be
evaluated based on the following silain: —
a. Firm's capability to perform all aspects o1 the
All in the year 2000 proilect and the methodology/approach proposals.
lib vm's recent experience in auport marketing
-prolsEvn[
ids comparablence to the proposed project
e provided that consultant has estab-
c '
I certify(or declare)under penalty of perjury that the lolled and implemented an Alnrmativo Action Pro-
foregoing Is true and correct. draKey personnel's professional background and
7th expel rence.
e Oemonstrai of an understanding of the po-
Dated at Palm Springs,California this-------------day tenhal problems of the project and the City s con-
cerns
November 1. Degree of interest shown in understanding the
Protect, including degree of professionalism
of--------------------------------------,2000 shown in the preparation of the RFQ response.
q Responsiveness to the RFQ.
AWARD OF CONTRACT: It is� anticipated that a Professional Services Agreement will be appproved
------ 1 the City Council a regqularly scheduletl
__ ___________________—_ meeting on November 6, 2000.
INSURANCE REQUIREMENTS: The successful
Signature firm must meet all requirements of the Pry of
Palm Springs/Palm Springs International Arport,
and will be required to negotiate a Professional
Services Agreement
Tha City of Palm Springs reserves the right to
award a Contract, or make no award, whichever
is in the best interests of the City The City also
reserves the nglit to negotiate the terms and cone
pi of the Contract resulting from this solicha-
t1on.Final award, if any,will be made by the Palm
Springs City Council
/s/Harold E Good, CPPO
Procurement Manager
MINUTE ORDER NO.
APPROVING A FIVE (5) MONTH
CONTRACT SERVICE AGREEMENT WITH
NANCY A. DORIA FOR AIRLINE
MARKETING ACTIVITIES FOR AN AMOUNT
NOT TO EXCEED $21,500.
I HEREBY CERTIFY that this Minute Order approving a five (5) month contract
service agreement with Nancy A. Doria for airline marketing activities for an
amount not to exceed $21,500; was adopted by the City Council of the City of
Palm Springs, California in a meeting thereof held on the 15th day of November,
2000.
PATRICIA A. SANDERS
City Clerk
16