HomeMy WebLinkAbout113129 FORT COLLINS CONVENTION AND VISITORS BUREAU - CONTRACT - RFP - 8256 CONVENTION AND VISITOR SERVICESAgreement Amendment 1- 8256 Convention and Visitor Services Page 1 of 5
Amendment #01 to the Services Agreement between The City of Fort Collins
and Fort Collins Convention and Visitors Bureau, Inc. dba Visit Fort Collins
This First Amendment (Amendment #01) is entered into by and between the Fort Collins
Convention and Visitors Bureau, Inc. dba Visit Fort Collins (the “Service Provider”) and the City
of Fort Collins, Colorado (the “City”).
WHEREAS, the Service Provider and the City have mutually entered into a Services
Agreement dated April 28, 2016 (the “Agreement”); and
WHEREAS, the City desires to replace Section III.T of Exhibit “A”- Scope of Services
pertaining to the operations of the Colorado Welcome Center to incorporate the requirements of
the agreement between the State of Colorado Welcome Center (“CWC”) and the City; and
WHEREAS, the Service Provider acknowledges the City is a pass-through entity for the
CWC and Service Provider for the sole purpose of operating the CWC;
NOW, THEREFORE, in consideration of the foregoing recitals and the mutual promises
herein contained, the parties agree as follows:
1. Exhibit “D”- Scope of Services for Colorado Welcome Center, attached and
incorporated herein, is hereby added to the Agreement to replace the existing Section III.T of
the Scope of Services.
Except as expressly amended by this Amendment #01, all other terms and conditions of the
Agreement shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have executed this Agreement the day and year shown.
THE CITY OF FORT COLLINS, COLORADO
By: _________________________________
Gerry Paul
Director of Purchasing
Date: ______________________________
ATTEST: FORT COLLINS CONVENTION AND VISITORS
BUREAU, INC. DBA VISIT FORT COLLINS
____________________________
City Clerk
By:__________________________________
Cynthia Eichler
APPROVED AS TO FORM: President & CEO
____________________________ Date:________________________________
Sr. Assistant City Attorney
DocuSign Envelope ID: 535BB95D-8C4F-49D1-B46B-A5675DCABD40
9/7/2016
9/7/2016
Agreement Amendment 1- 8256 Convention and Visitor Services Page 2 of 5
EXHIBIT D
SCOPE OF SERVICES FOR COLORADO WELCOME CENTER
I. GENERAL DESCRIPTION
The Service Provider shall operate as a State of Colorado Welcome Center, as referred to as
"CWC", and offer customer service and Colorado travel information to visitors.
Official Colorado Welcome Centers are located throughout the state. They are easily accessed from
every major highway leading into Colorado. These visitor services sites provide local and statewide
travel information. Colorado Welcome Center volunteer experts provide area-specific brochures,
detailed maps and face-to-face travel consultation and advice, free of charge.
II. DEFINITIONS
The Colorado Tourism Office is referred to as "CTO".
State of Colorado Welcome Center is referred to as, "CWC".
Visitors are defined as any person(s) stopping at a CWC.
The Manager of the State of Colorado Welcome Center is referred to as, "CWC Manager".
The State of Colorado Welcome Center Director is referred to as “CWC Director".
The State of Colorado Welcome Center is defined as the building located at:
3745 East Prospect Road Suite 105, Fort Collins, CO 80525
III. SERVICE PROVIDER'S OBLIGATIONS
A. Operations
The CWC, WC Manager, staff and volunteers will operate the Welcome Center from 8:00
A.M. until 6:00 P.M. during the summer season (beginning Memorial Day weekend in May
through Labor Day) and from 8:00 A.M. until 5:00 P.M. during the winter season (the Tuesday
after Labor Day through the Friday before Memorial Day weekend in May); unless
circumstances do not allow and prior notice is provided and agreed upon.
The CWC, WC manager, staff and volunteers will interact with travelers in such a way as to
provide information on events, attractions, activities and accommodations throughout the state
without bias to any community, organization, association or business. This is not intended to
prohibit the CWC from providing information on local and regional events, attractions, activities
and accommodations.
The CWC and the WC Manager will comply with the policy and procedures contained in the
"Manager's Operations Manual", provided by the CTO.
The WC Manager and staff will maintain the Welcome Center property in good condition,
keeping the premises accessible and clean.
The WC Manager will communicate with the CWC Director concerning any building closings
or emergency situations. If the CWC closures require a temporary center location be used, this
location must receive prior approval by the CWC Director.
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The CWC or the WC manager will contact the CTO for approval before releasing any
information to the media on behalf of the CTO or the CWC.
The WC Manager will obtain approval from the CWC Director to use the Welcome Center
facilities for any purpose other than standard operations, i.e. non-CTO sponsored surveys,
activities and meetings.
The CWC shall display the state map provided by the State.
B. Insurance & Utilities
The CWC will provide all liability insurance for the premises and workers compensation
insurance for the employees of the WC and shall provide the State with a certificate of
insurance within 45 days. The Service Provider shall pay for and provide all utilities and
insurance.
C. Distribution of Material
The CWC will comply with the CWC Brochure Distribution Guidelines by maintaining a
minimum of 90 percent of the required brochures listed in the policy as "Required Brochures for
Display at a Colorado Welcome Center." The CWC will obtain CWC Director approval or
approval from the provided brochure contact for all brochures and pamphlets prior to display
or distribution. State approval will be based on the brochure distribution guidelines contained
in the Managers Operation Manual for the Colorado Welcome Center Program.
D. Advertising
The CWC will participate in the CTO's Welcome Center Advertising Program. The CWC will
prohibit additional advertising displays, signs or posters, solicitations or sales transactions of
any kind on those portions of the premises used for Welcome Center operations; unless
approved by the CTO.
E. Reporting
The WC Manager shall submit to the WC Director the monthly visitation (domestic and
foreign) reports, origination reports, written updates on activities with staff and volunteers
and any special promotion inventory by an agreed upon date each month. The WC
Manager will collect and submit monthly visitor log information to the vendor designated by
the CWC Director. The WC Manager will participate in all additional reporting requests by
the State.
F. Training& Events
The WC manager will attend and participate in all Welcome Center Manager's Meetings,
Welcome Center promotional programs, and the annual Colorado Governor's Tourism
Conference unless prior notice is provided and agreed upon.
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The WC manager will provide training to all new travel counselors. This training program and
material will be provided by the CTO and includes an overview of all official state travel
resources including the Official State Vacation Guide, www.Colorado.com, and the Official
State Map.
The WC Manager will hold at least six meetings per year for the volunteer travel counselors,
presenting CTO updates and offering opportunities to the travel industry to make
presentations to the travel counselors.
Twice a year, the WC Manager will host an informational study tour for travel counselors,
visiting a designated travel region. The number and duration of study tours may vary at the
discretion of the CWC Manager and the CWC Director.
IV. PERSONNEL
CWC will recruit, select and employ a WC Manager and any paid or volunteer staff
necessary to operate the Welcome Center as CWC's employees. The Welcome Center
Director shall have the right to approve the employees CWC has selected as manager and
staff to perform work as outlined. If work is performed unsatisfactorily by any CWCC
employee, the State may require that CWC take appropriate corrective action or require
CWC to select different employee(s) to perform the work. The State shall have the right to
closely monitor CWC's performance and to require the submission of monthly reports in the
manner and form directed by the State.
Service Provider shall immediately notify the State if any Key Personnel cease to serve.
Provided there is a good-faith reason for the change, if the Service Provider wants to
replace its Key Personnel, it shall notify the State and seek its approval. Such approval is
at the State's sole discretion, as the State issued this Contract in part reliance on Service
Provider's representations regarding Key Personnel. Such notice shall specify why the
change is necessary, who the proposed replacement is, what their qualifications are, and
when the change would take effect. Anytime Key Personnel cease to serve, the State, in
its sole discretion, may direct Service Provider to suspend Work until such time as their
replacements are approved. All notices sent under the subsection shall be sent in
accordance with the notices and Representatives provisions of this Contract.
V. PAYMENTS
The State, in consideration for the services to be provided by the CWC during the term of
this SOW, shall pay the CWC upon receipt and approval of invoices from the CWC
summarizing personnel, volunteer training and enhancement, travel, and major categories
of operating and capital outlay expenses incurred for the operation of the Welcome Center.
The Service Provider shall maintain properly segregated account ledgers for the CWC reflecting
State funds, matching funds and other funds associated with the CWC and provide monthly
billings to the State for reimbursement of operating expenses in accordance with the provisions
of the grant.
DocuSign Envelope ID: 535BB95D-8C4F-49D1-B46B-A5675DCABD40
Agreement Amendment 1- 8256 Convention and Visitor Services Page 5 of 5
A letter requesting reimbursement payments for expenditures to operate a CWC for a
specific period of time should be sent to the ewe Director. This letter should be
accompanied with copies of all invoices, including backup documentation. All
reimbursements should fall under one of the categories listed below and the State will pay
only the listed amount towards each line item. A running balance billed towards each line
item should be included with all CWC billing. The CWC should request payment at least
quarterly and no more frequently than monthly.
Total Amount: $87,764
Welcome Center Salary and Benefits $54,000
Welcome Center Operations $20,264
Volunteer Enhancement $12,000
Travel $1,500
Total $87,764
DocuSign Envelope ID: 535BB95D-8C4F-49D1-B46B-A5675DCABD40