HomeMy WebLinkAbout1995-177-12/19/1995-COMMUNITY EVENT PROMOTION CONTRACT CONVENTION VISITORS BUREAU EXCEPTION COMPETITIVE BID LODGING TAX RESOLUTION 95-177
OF THE COUNCIL OF THE CITY OF FORT COLLINS
AUTHORIZING A CONTRACT WITH THE FORT COLLINS
CONVENTION & VISITORS BUREAU TO PROVIDE
GENERAL TOURISM, COMMUNITY EVENT PROMOTION
AND CONFERENCE/CONVENTION SERVICING
WHEREAS,pursuant to Ordinance No. 20, 1984,the City of Fort Collins established a 3%
Lodging Tax on hotel/motel rooms within city limits for the purposes of promoting tourism,
conventions, and other activities which utilize public accommodations within the city; and
WHEREAS, the City, pursuant to Resolution 86-181, contracted with the Fort Collins
Convention&Visitors Bureau(CVB)to coordinate tourism and visitor promotion activities pursuant
to Section 25-244 of the Code of the City of Fort Collins; and
WHEREAS, the City's current contract with the CVB that was authorized by City Council
in 1989 will terminate on December 31, 1995; and
WHEREAS, a staff team has reviewed the CVB's performance in the context of the current
contract,and has evaluated various options for continued tourism and visitor promotion services that
will maximize community benefits from such activities; and
WHEREAS,the staff team has recommended a redirection in tourism and visitor promotion,
which,while consistent with the original intent of the lodging tax, shifts away from convention and
conference marketing, towards promotion of general tourism, community events and facilities, and
coordinated conference servicing; and
WHEREAS, the expertise and services of the CVB are unique in relation to the scope of
services that staff has prepared, therefore requiring the continued services of the CVB; and
WHEREAS, funds have been budgeted and approved in the General Fund for this service;
and
WHEREAS,Section 8-160 (d) (1) c. of the Code of the City of Fort Collins authorizes the
Purchasing Agent to negotiate the purchase of supplies and service without utilizing a competitive
process, where the Purchasing Agent determines that a particular material or service is required in
order to standardize,or maintain standardization for the purpose of reducing financial investment,
or simplifying administration; and
WHEREAS, the Purchasing Agent has submitted the requisite justification to the City
Manager for approval; and
WHEREAS,the City Manager has reviewed and approved the justification for this contract;
and
WHEREAS, Section 8-160 (D) (3) requires approval by the City Council for items costing
more than Fifty Thousand Dollars ($50,000) prior to entering into a contract for services.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FORT COLLINS that the Purchasing Agent is authorized to contract with the Fort Collins
Convention & Visitors Bureau for the provision of tourism, visitor, and conference/convention
support services, as specified in the Scope of Services, attached hereto as Exhibit "A" and
incorporated herein by this reference. This agreement shall continue for a term of one (1) year
(renewable annually for four (4) consecutive one (1) year terms). The initial annual cost for this
service shall be $250,000, with budget increases to be approved by the City Manager annually, not
to exceed the prevailing rate of inflation as established by the Denver-Boulder Consumer Price
Index.
Passed and adopted at a regular meeting of the City council h is 19th day of December,
A.D. 1995.
ayor
ATTEST:
City Clerk
GENERAL SCOPE OF SERVICES
Maintain four full-time staff members and sufficient part-time help to properly perform this scope
of services.
Operate a Visitor Information Center open five days a week in the winter and seven days a week
in the summer.
Provide advertising and marketing to create awareness of Fort Collins as a visitor destination.
Provide a 24 hour accessible self-serve brochure rack.
Provide community support through interaction with visitors and residents:
• Distribute brochures and maps
• Provide information on city transportation systems
• Assist visitors needing directions
Provide a toll-free telephone number for promoting Fort Collins and its events/attractions.
Respond to visitor requests for tourist information.
Provide a Calendar of Events and Tourism Information in writing and on FortNet (within
budgetary restrictions), and act as an information clearing house for those activities.
Develop and publish at least one promotional brochure that effectively markets Fort Collins as a
visitor destination.
Act as a liaison and assist in coordination of local and regional events including Fort Fund events,
that are held in Fort Collins. This which may include:
• Workshops to help event organizers promote and organize their events
• Open houses
• Community outreach
• Visitor assistance upon request
Respond if appropriate to Film Commission inquiries promoting show Fort Collins as a desirable
location.
Provide assistance to local service clubs and organizations to help them with their regional and
state conferences that are held in Fort Collins.
General Scope of Services
Page Two
Provide reactive convention sales assistance.
Provide proactive and reactive convention sales assistance to local organizations and the
community.
Provide services (within budgetary restrictions) to convention visitors in a manner consistent with
services provided to other visitors to Fort Collins.
Update current promotional video, and develop new visitor promotional video.
Work with the travel industry to promote favorable articles in travel publications to encourage
future visitors to Fort Collins.
Promote and strengthen Fort Collins as a cultural, arts, and recreational center.
Include the Lincoln Center and other city-owned facilities in marketing and promotional efforts.
Present Fort Collins as a desirable location for regional events such as Ride the Rockies, the
Balloon Festival, etc.