HomeMy WebLinkAboutTBID_2021-09-01_SP AgendaPacket ADVISORY BOARD FOR THE ATASCADERO TOURISM BUSINESS IMPROVEMENT
DISTRICT SPECIAL MEETING AGENDA
Consistent with Executive Order N-29-20 and N-08-21 the ATBID Meeting will
not be physically open to the public and Board Members will be
teleconferencing into the meeting.
HOW TO OBSERVE THE MEETING:
To maximize public safety while still maintaining transparency and public access,
the meeting will be available for public participation through the following link
https://us02web.zoom.us/j/84548230569?pwd=VkxSZmRnajdIbTFVc1ZYY3JWNGoyQT09.
HOW TO SUBMIT PUBLIC COMMENT:
Members of the public are highly encouraged to use the link above or may call
1(669) 900-6833 (Webinar ID: 845 4823 0569, Passcode: 179507) to listen and
provide public comment via phone or submit written public comments to
cityclerk@atascadero.org by 9:00 am on the day of the meeting. Such email
comments must identify the Agenda Item Number in the subject line of the email.
The comments will be forwarded to the ATBID Board and be made a part of the
administrative record. If a comment is received after the deadline for submission but
before the close of the meeting, the comment will still be included as a part of the
administrative record of the meeting but will be forwarded to the ATBID Board following
the meeting. Please note, email comments will not be read into the record.
AMERICAN DISABILITY ACT ACCOMMODATIONS:
Any member of the public who needs accommodations should contact the City
Clerk’s Office at cityclerk@atascadero.org or by calling 805-470-3400 at least 48
hours prior to the meeting or time when services are needed. The City will use their
best efforts to provide reasonable accommodations to afford as much accessibility
as possible while also maintaining public safety in accordance with the City procedure
for resolving reasonable accommodation requests.
ATBID agendas and minutes may be viewed on the City's website:
www.atascadero.org.
Copies of the staff reports or other documentation relating to each item of business referred to on
the Agenda are on file in the office of the City Clerk and are available for public inspection on our
website, www.atascadero.org. Contracts, Resolutions and Ordinances will be allocated a number
once they are approved by the ATBID Board. The Minutes of this meeting will reflect these numbers.
All documents submitted by the public during ATBID meetings that are either read into the record or
referred to in their statement will be noted in the Minutes and available for review by contacting the
City Clerk's office. All documents will be available for public inspection by appointment during City
Hall business hours.
Page 1 of 8
SPECIAL MEETING
ADVISORY BOARD FOR THE ATASCADERO
TOURISM BUSINESS IMPROVEMENT DISTRICT
Wednesday, September 1, 2021
11:30 A.M.
Atascadero City Hall Council Chambers, 4th Floor
6500 Palma Avenue, Atascadero, California
(TELECONFERENCE)
*************************************
AGENDA
ROLL CALL:
BUSINESS ITEM:
1. Destination Management Administrative Services Request for Proposals
Fiscal Impact: The fiscal impact will depend on the direction provided by the
ATBID.
Recommendations:
1. Determine and approve allocated budget for Destination Management
Services.
2. Approve Request for Proposal for Destination Management Services with
determined allocated budget for services. [City Staff]
ADJOURNMENT:
The ATBID will adjourn to its next Regular Session on September 15, 2021.
STATE OF CALIFORNIA )
COUNTY OF SAN LUIS OBISPO )
CITY OF ATASCADERO )
AMANDA MUTHER, being fully sworn, deposes, and says: That she is the Deputy City Clerk of the City of Atascadero
and that on August 30, 2021, she caused the above Notice to be posted at the Atascadero City Hall, 6500 Palma
Avenue, Atascadero, California and was available for public review in the Customer Service Center at that location.
AMANDA MUTHER, Deputy City Clerk
City of Atascadero
Page 2 of 8
ITEM NUMBER: 1
DATE: 09/01/21
ADVISORY BOARD FOR THE ATASCADERO TOURISM
BUSINESS IMPROVEMENT DISTRICT
Staff Report
Destination Management Administrative
Services Request for Proposals
RECOMMENDATIONS:
ATBID:
1. Determine and approve allocated budget for Destination Management Administrative
Services.
2. Approve Request for Proposal for Destination Management Administrative Services with
determined allocated budget for services.
DISCUSSION:
At the June 16, 2021 ATBID Meeting, the Destination Management Consultant for the
ATBID advised they would be terminating their contract. At a Special Meeting on
June 30, 2021, the ATBID Board accepted the City’s offer to provide free destination
management services for three months to allow for the review of current processes and
services provided across all consultants and City staff to determine next steps for engaging
destination management services.
During the July 21, 2021 ATBID Regular Meeting, an Ad Hoc Committee was created to discuss
needed scope of work for a Request for Proposals (RFP) for ATBID administrative services.
The Ad Hoc Committee reviewed existing services, to identify any gaps and duplication in work
being performed, and returned to the Board with a revised scope of work/Draft RFP on
August 18, 2021. Following discussion and minor suggested changes, the Board approved
moving forward with the presented scope of work.
The revised RFP for Board review and final approval is included as Attachment 1. The RFP is
proposed to be released on September 2, 2021 with a submission deadline of October 1, 2021.
FISCAL IMPACT:
The fiscal impact will depend on the direction provided by the ATBID. Past contract
arrangements started at $30,000 annually and grew to $45,200 annually with increased
responsibilities.
Page 3 of 8
ITEM NUMBER: 1
DATE: 09/01/21
ALTERNATIVES:
The ATBID may release the RFP without defining an allocated budget amount and determine
budget for Destination Management Administrative Services following review of received
proposals.
ATTACHMENT:
Draft Request for Proposal
Page 4 of 8
ITEM NUMBER: 1
DATE:
ATTACHMENT:
09/01/21
1
Atascadero Tourism Business Improvement District
Request for Proposal for Destination Management
Administrative Services
Issue Date: September 2, 2021
The Atascadero Tourism Business Improvement District (ATBID) is requesting proposals from individuals
and firms offering services in the areas of Destination Management Administration.
The ATBID was formed in April 2013 to collect assessments from lodging businesses to be used for tourism
promotions and marketing programs to promote the City of Atascadero as a tourism destination and to increase
transient stays at lodging businesses. The ATBID is represented by Atascadero lodging owners who work in
partnership with the City of Atascadero and on behalf of multiple hospitality and stakeholder businesses that
serve the visitor. The ideal candidate will provide services in the areas of ATBID administration, event
sponsorship program oversight, Board management and coordination, ATBID financial management, tour and
travel outreach, and participate in strategic planning efforts. Due to the nature of the tourism industry, applying
firms may be asked to disclose other destinations they provide similar services to.
If interested and qualified, please submit an electronic copy of your proposal in PDF format by 4 p.m. on
Friday, October 1, 2021 via email to Terrie Banish, tbanish@atascadero.org.
SCOPE OF SERVICES
__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
The ATBID Advisory Board is seeking an individual or firm to work as a Destination Manager to provide support
for the ATBID with a primary focus that includes the following:
Communication & Administrative Support
Communicates with ATBID, City, Visit SLO CAL County liaison and staff, ATBID lodging properties,
community leaders, and related tourism partners as needed. Candidates will need to uphold strong internal and
external communication to support the mission of the ATBID. Applicants must be familiar and experienced
with stakeholder communication through email distribution platforms and one-on-one calls.
Provides administrative support to the ATBID Advisory Board. Makes recommendations to the ATBID Board
to develop and implement strategies to increase occupancy consistent with the annual goals and objectives
established by the ATBID in its annual marketing plan. Take a visionary role in all activities and ensure ATBID
actions are consistent with strategic goals and direction.
Represents the ATBID and its members by attending appropriate events and related tourism meetings. Works
with the City to manage timelines for the ATBID’s annual contract renewal process.
Develops and implements communication tools to inform all lodging owners of ATBID progress and programs
and communicates, as needed, to lodging owners. Submits code enforcement complaints that are provided from
the Host Compliance contractor on the status of short term rentals. The City then provides the code
enforcement updates to the Administrator throughout the year in ATBID meetings.
Page 5 of 8
ITEM NUMBER: 1
DATE:
ATTACHMENT:
09/01/21
1
On-going Administrative Support
Works with the City of Atascadero in an effort to minimize workload and assist with the following:
Assure that the monthly ATBID agenda and packet are ready to post and communicate with the City
in a timely manner to meet all posting deadlines. Works with the City to send an email to the press
with links to the online copies of the agenda/agenda packet.
Assisted with COVID agenda cover page updates, as needed.
Supply City staff with Word files of approved Minutes on a monthly basis.
o Confirm approval date of Minutes. Add approval date to provided file and format for printing on
archival paper (Formatting includes removing irrelevant headers, changing the title from Draft
Minutes to Minutes, adding footer with Minutes date and page numbers, etc.)
Confirm that exhibits listed in body of the Minutes have been received and provide digital copies to
City staff for archival files.
Works with City staff to coordinate signatures on approved Minutes and Resolutions once they are
printed on archival paper. City staff will scan signed Minutes and Resolutions, merge scanned
documents and upload them to the repository and website, as well as file originals in the archival files.
The City will also draft, and later code for processing, legal ads for the annual ATBID assessment.
Assist the City with new Board Member requirements: Oath of Office, Form 700, training
requirements, and provide Advisory Board Handbook. Assists the City in emailing existing Board
Members reminders regarding annual Form 700 filing and ongoing training requirements.
Works to update the Visit Atascadero Website to add new businesses and assures all areas are updated
with outgoing businesses, new incoming businesses and closing businesses.
Meeting Coordination
Assures ATBID Advisory Board is attending monthly board meetings so that there is a quorum.
Prepares ATBID Advisory Board agenda including development of staff reports. Provides copies for posting
and distribution in accordance with Brown Act requirements. Distributes digital copies of the agenda and agenda
packet to the ATBID Advisory Board and provides hard copies to the Board Members for each Board Meeting.
Records and reports Regular and Special ATBID Board Meeting Minutes. Follows and implements the ATBID
By-Laws at all times. Works to prepare and present an itemized budget monthly, shares the Annual Report
provided by the City and coordinates with the marketing firm and the City to assure the budget reflects all
expenses. Submits monthly contractor fee invoice and expenses with back up when needed.
Schedules lodging owner meetings when the term of a Board Member is up for renewal. Coordinates interested
board member candidates for those meetings so that terms are renewed in a timely manner. Coordinates lodging
owner meetings when there is a vacancy in between an office term.
Event Coordination
Manage event partnerships approved by the ATBID Board and is the primary point of contact for proposed
events and the presentation of funding opportunities for ATBID consideration. Coordinates event organization
recap presentations for ATBID Board meetings.
Could be asked to attend tour and travel related conferences or Tradeshows when appropriate on behalf of
Visit Atascadero. Manage follow-up and leads generated from tour and travel related conferences or trade
shows. Attends Atascadero City Council Meetings with ATBID related agenda items when necessary.
Page 6 of 8
ITEM NUMBER: 1
DATE:
ATTACHMENT:
09/01/21
1
BUDGET
________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Proposals should include a comprehensive budget outlining the associated costs of support in each of the
anticipated areas. Allocated budget is estimated at $60,000 for a 24-month contract (not to exceed $30,000 for
each 12-month annual renewal).
The initial contract will be for 24-months. This will allow the selected firm an opportunity to fully
implement practices before initiating a mutually agreed upon contract renewal. The initial term shall last from
November 1, 2021 through October 31, 2023. The annual contract may renew for up to three (3) additional one-
year extensions upon mutual agreement of both parties. Annual contract renewals may be extended through
October 31, 2026.
EXAMPLES OF WORK
________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Please provide case studies and/or other examples of work that reflect the competencies specific to supporting
the breadth of services required of the destination management firm.
PROPOSAL SUBMITTAL
________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Proposals must include contact information and background of the submitting firm. Additionally, the proposal
should offer specific material pertaining to the qualifications of the firm, the foreseen working relationship
between the firm, the ATBID and City, and previous experience with relevant projects. In introducing the firm,
provide an organizational chart of the account representatives that will be collaborating with the ATBID and
City of Atascadero.
All proposals shall be submitted electronically in PDF format to Terrie Banish, tbanish@atascadero.org by
4 p.m. on Friday, October 1, 2021. Late proposals may not be considered.
All correspondence should be directed to Terrie Banish, tbanish@atascadero.org.
Costs of preparation of proposals will be borne solely by the individual or firm.
Proposals shall not exceed 15 (fifteen) pages.
Selection of qualified proposals will be made by ATBID Advisory Board Members.
This request for proposal does not constitute an offer of employment or to contract for any services.
The ATBID Advisory Board reserves the option to reject any and all proposals, wholly or in part, received
as a result of this request for proposal.
The ATBID Advisory Board reserves the option to retain all proposals, whether selected or rejected. Once
submitted, the proposals become the property of City of Atascadero.
All proposals shall remain firm for 90 days following closing date for receipt of proposals.
The ATBID Advisory Board reserves the right to award the contract recommendation to the individual or
firm whose proposal best accomplishes, in the judgment of the Advisory Board, the desired results, and
shall include, but not be limited to, a consideration of professional service fees.
The ATBID Advisory Board will recommend the contract award to the Atascadero City Council for final
approval.
Selection will be made on the basis of proposals as submitted. The ATBID Advisory Board retains the right
to interview applicants as part of the selection process.
Proceedings of the selection committee are confidential. Members of the selection committee are not to be
contacted by firms responding to this request for proposal.
Page 7 of 8
ITEM NUMBER: 1
DATE:
ATTACHMENT:
09/01/21
1
PROPOSAL FORMAT
________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
1. Title
2. Applicant or Firm Name, address, phone and email.
3. Applicant and Firm’s Qualifications.
Limit to one page and provide two past projects with specific measurable results.
Please also provide three to five professional references, three of which are current clients. Include name,
title, company, phone number and email address.
Please include if your company is currently working for any tourism related businesses or organizations within
San Luis Obispo County.
4. Proposal will not to exceed 15 pages.
Address all elements outlined in Scope of Services.
Describe staffing and list any outside contractors (and qualifications) to be used to fulfill contract.
Provide timeline of tasks to be accomplished once contract is approved.
Outline budget (staff time plus out-of-pocket expenses) for each proposal element. The budget should
describe Agency Fees and Implementation Costs as separate items.
PROPOSAL SELECTION
________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
The City of Atascadero’s TBID Advisory Board is interested in an applicant or firm’s ability to both deliver a big
picture, strategic perspective and to execute tactical detail needed to meet strategies and objectives in a timely fashion
and within budget. The winning proposal will include the following elements: goal; objective; strategy; tactics; plan
implementation details; timeline; success measurements and detailed budget.
EVALUATION CRITERIA
________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
The ATBID Advisory Board, in its sole discretion, may assign rating weights to the following criteria, and may also
consider any other factors deemed relevant to making its recommendation.
Understanding of the nature of services for the ATBID Advisory Board.
Responsiveness to all elements outlined in the request for proposal.
Outline of proposed fees for services and expenses within stated budget.
Experience and results in performing the services desired by the ATBID Advisory Board.
REQUEST FOR PROPOSAL SCHEDULE
________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
September 2, 2021 – Release RFP
September 15, 2021 – ATBID form Ad Hoc
Committee to review submitted RFPs
October 1, 2021 - RFP submission deadline
October 8, 2021 - Notify any firm(s) selected to
make a presentation at the October 15, 2021
ATBID Meeting
October 15, 2021 – Possible presentation(s)
from top firm(s) and tentative firm selection
October 26, 2021- Tentative recommendation
to City Council for contract approval
November 1, 2021- Tentative effective date of
contract
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