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Staff Report with attachments PREPARED BY: Monica Renn Economic Vitality Manager Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, and Finance Director 110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov TOWN OF LOS GATOS COUNCIL AGENDA REPORT MEETING DATE: 06/07/2022 ITEM NO: 9 DATE: May 27, 2022 TO: Mayor and Town Council FROM: Laurel Prevetti, Town Manager SUBJECT: Authorize the Town Manager to Execute an Agreement for Services with the Los Gatos Chamber of Commerce to Manage the Town’s Visitors Information Center Including a Visit Los Gatos Website, Related Social Media Pages, and Assist with Related Community Vitality Initiatives as Outlined in the Scope of Services in an Amount Not to Exceed $55,000. RECOMMENDATION: Authorize the Town Manager to execute an Agreement for Services with the Los Gatos Chamber of Commerce to manage the Town’s Visitors Information Center including a Visit Los Gatos Website, related social media pages, and assist with related community vitality initiatives as outlined in the Scope of Services in an amount not to exceed $55,000. BACKGROUND: In 2001, an agreement for services with the Los Gatos Chamber of Commerce was first executed to include the operation and management of the Town’s Visitors Information Center as well as coordination of the Town’s annual Leadership Los Gatos program. Annual renewals with modifications as needed have been approved by the Council every year thereafter. The contract amount has increased over time. Most notably for Fiscal Year (FY) 2019/20, the amount increased from a not to exceed amount of $45,000 to a not to exceed amount of $60,000, allocated as $55,000 for Visitors Information Center Services and $5,000 for the assistance with the Town’s Leadership Los Gatos program. This FY 2019/20 agreement for services included a Scope of Services with deliverables and bi-annual reporting required to be submitted by the Chamber accounting for the services rendered. PAGE 2 OF 4 SUBJECT: Annual Agreement for Services with the Chamber of Commerce for the Town’s Visitor Information Center, FY 2022/23 DATE: May 27, 2022 BACKGROUND (continued): For the following fiscal year (FY 2020/21), the Town Council provided $55,000 to the Chamber as a subsidy for managing the Town’s Visitor’s Information Center and assisting with related community vitality initiatives. This switch was made to provide the Chamber of Commerce with flexibility during the COVID- 19 pandemic. The Town Council understood that the shopping, dining, and entertainment environment was drastically different than typical years, thus approved the subsidy so that the Chamber could remain nimble and serve the community as they saw fit through the various stages of the pandemic. Additionally, no new Leadership Los Gatos class was established in FY 2020/21. On May 4, 2021, the Town Council allocated $55,000 of the American Rescue Plan Act (ARPA) funds to the Chamber of Commerce to assist with emergency destination marketing to provide a jumpstart to community vitality efforts. The destination marketing effort included: the creation of a “one stop” branded website, Visit Los Gatos; social media content development; video production of a Visit Los Gatos promotional video; investment into Visit California content; media relations, and “Fam” trips which are local tours for hotel and hospitality staff to get to know the area in order to make recommendations to guests. When this money was allocated, the Town Council noted that this annual agreement for services would be forthcoming and that it was necessary to show a distinction between the services rendered under the funds allocated for the emergency destination marketing, and the services rendered under the Chamber’s annual agreement to facilitate the Town’s Visitors Information Center. Subsequently, on June 15, 2021, the Town Council approved the annual agreement for services for FY 2021/22, for the Chamber of Commerce to operate the Town’s Visitors Information Center (Attachment 1) that included refreshed deliverables in the Scope of Services, which were developed in collaboration with the Chamber, and focused on website and social media efforts. Leadership Los Gatos was not included for FY 2021/22 as the program had not returned due to the ongoing COVID-19 pandemic. Thus, as directed by the Town Council, separate agreements for each funding allotment were executed to provide clarity and distinction of service deliverables. A time extension to the emergency destination marketing agreement is also being considered by the Town Council at this meeting, under a separate item. DISCUSSION: On May 17, 2022, the Town Council approved a Town budget for FY 2022/23 that included $55,000 to fund the annual agreement with the Chamber of Commerce for its services to PAGE 3 OF 4 SUBJECT: Annual Agreement for Services with the Chamber of Commerce for the Town’s Visitor Information Center, FY 2022/23 DATE: May 27, 2022 DISCUSSION (continued): operate the Town’s Visitors Information Center, thus staff is bringing forward the agreement for Town Council’s consideration and approval (Attachment 2). The draft agreement and scope of services for FY 2022/23 recommends a status quo draft agreement and scope of services, for the Chamber of Commerce to continue providing services for the Town’s Visitors Information Center as agreed upon for FY 2021/22. The Chamber of Commerce provided a written request to staff to increase the amount of funds the Town provides from $55,000 to $88,500 for the Visitor Information Center with modified services. Based on the executed agreement and scope of service from FY 2021/22, apart from street pole banners, the services for which the additional funds are being requested are covered as cores services in the current agreement including social media and the management of a branded visitor’s website. During FY 2021/22, the Chamber worked to create a Visit Los Gatos brand and website, and related social media accounts, and partnered with the Town to host merchant meetings throughout the year to facilitate open communication on topics such as parklet vendors, retail safety and awareness, and the Town’s employee parking program, all of which meet the services outlined in the current agreement. With the renewal of the annual contract for services, the Town is seeking to contract with the Chamber of Commerce for the specific services outlined in the FY 2022/23 draft agreement and scope of services and looks forward to the continued partnership. CONCLUSION: Authorize the Town Manager to execute an Agreement for Services with the Los Gatos Chamber of Commerce to manage the Town’s Visitors Information Center including a Visit Los Gatos Website, related social media pages, and assist with related community vitality initiatives as outlined in the scope of services in an amount not to exceed $55,000. FISCAL IMPACT: Funds for this agreement for services have been incorporated in the FY 2022/23 budget. ENVIRONMENTAL ASSESSMENT: This is not a project defined under CEQA, and no further action is required. PAGE 4 OF 4 SUBJECT: Annual Agreement for Services with the Chamber of Commerce for the Town’s Visitor Information Center, FY 2022/23 DATE: May 27, 2022 Attachments: 1. FY 2021/22 executed Agreement for Services for the Chamber of Commerce to manage the Town’s Visitors Information Center 2. Draft Agreement for Services for the Chamber of Commerce to manage the Town’s Visitors Information Center for FY 2022/23 3. Proposal from the Chamber of Commerce for increased funding for the Chamber to manage the Town’s Visitors Information Center Page 1 of 9 AGREEMENT FOR SERVICES BY AND BETWEEN THE TOWN OF LOS GATOS AND THE LOS GATOS CHAMBER OF COMMERCE FISCAL YEAR 2021/2022 THIS AGREEMENT is made and entered into on June 15, 2021, by and between TOWN OF LOS GATOS, a California municipal corporation, (“Town”) and LOS GATOS CHAMBER OF COMMERCE, (“Chamber”), whose address is 10 Station Way, Los Gatos, California. This Agreement is made with reference to the following facts. I.RECITALS WHEREAS, TOWN appropriated funds in its Fiscal Year 2021/2022 Budget for allocation of funds, and; WHEREAS, Town desires to engage Chamber to provide services as permitted, and TOWN has appropriated funds for this purpose, to be utilized during the time period between July 1, 2021, and June 30, 2022, and; WHEREAS, CHAMBER represents and warrants the truth of all statements contained in “Scope of Services” attached as Exhibit A and incorporated herein by reference. WHEREAS, TOWN and Los Gatos Chamber of Commerce has executed an Agreement since Fiscal Year 2001, and; WHEREAS, TOWN desires to engage the Chamber to provide Town Visitor’s Information Center, including a redesigned and robust Visit Los Gatos Website with the Town of Los Gatos. 1.2 The Chamber represents and affirms that it is willing to perform the desired work pursuant to this Agreement. 1.3 Chamber warrants it possesses the distinct professional skills, qualifications, experience, and resources necessary to timely perform the services described in this Agreement. Consultant acknowledges Town has relied upon these warranties to retain Chamber. II.AGREEMENTS 2.1 Scope of Services. Chamber shall provide services as described in that certain Exhibit A Chamber of Commerce Scope of Services, which is hereby incorporated by reference and attached as Exhibit A. 2.2 Term and Time of Performance. This contract will remain in effect from July 1, 2021, to June 30, 2022. Chamber shall perform the services described in this agreement as follows: provide the Visitor’s Information Center including the Visit Los Gatos website as outlined in Exhibit A – Scope of Services. DocuSign Envelope ID: 3F7617D4-A3BC-4A02-B90A-FB2CC703795F ATTACHMENT 1 Page 2 of 9 2.3 Compliance with Laws. The Chamber shall comply with all applicable laws, codes, ordinances, and regulations of governing federal, state and local laws. Chamber represents and warrants to Town that it has all licenses, permits, qualifications and approvals of whatsoever nature which are legally required for Chamber to practice its profession. Chamber shall maintain a Town of Los Gatos business license pursuant to Chapter 14 of the Code of the Town of Los Gatos. 2.4 Sole Responsibility. Chamber shall be responsible for employing or engaging all persons necessary to perform the services under this Agreement. 2.5 Information/Report Handling. All documents furnished to Chamber by the Town and all reports and supportive data prepared by the Consultant under this Agreement are the Town’s property and shall be delivered to the Town upon the completion of Consultant's services or at the Town's written request. All reports, information, data, and exhibits prepared or assembled by Chamber in connection with the performance of its services pursuant to this Agreement are confidential until released by the Town to the public, and the Chamber shall not make any of these documents or information available to any individual or organization not employed by the Chamber or the Town without the written consent of the Town before such release. 2.6 Compensation. Compensation for Consultant's professional services shall not exceed $55,000 for Town Visitor’s Information Center including the Visit Los Gatos Website, inclusive of all costs. 2.7 Billing. Billing shall be monthly by invoice within thirty (30) days of the rendering of the service and shall be accompanied by a detailed explanation of the work performed as described in Exhibit A. Payment shall be net thirty (30) days. All invoices and statements to the Town shall be addressed as follows: Invoices: Email to: AP@losgatosca.gov Or, Mail to: Town of Los Gatos Attn: Accounts Payable P.O. Box 655 Los Gatos, CA 95031-0655 2.8 Availability of Records. Chamber shall maintain the records supporting this billing for not less than three years following completion of the work under this Agreement. Consultant shall make these records available to authorized personnel of the Town at the Consultant's offices during business hours upon written request of the Town. DocuSign Envelope ID: 3F7617D4-A3BC-4A02-B90A-FB2CC703795F Page 3 of 9 2.9 Annual Report. Chamber shall provide, at a minimum, reports in December 2021 and May 2022 including services rendered by the Visitor’s Information Center and Visit Los Gatos Website accounting of expenditures of the funds covered by this agreement; and, analytics and data reflective of activity and online “traffic” on the website, social media and boosts/advertisements with direct links to the website as described in Exhibit A - Scope of Services. 2.10 Use of Town of Los Gatos Branding and Logo. The Town of Los Gatos will provide branding for the Visit Los Gatos Website including a logo and color palette. This shall be used for the creation of the website. The provided branding is property of the Town of Los Gatos and shall only be used by the Chamber for business of and marketing collateral that is executed as a part of the Visitor’s Information Center or Visit Los Gatos website. Use of the logo in social media, print, email, or other form that is not directly related to the Visitor’s Information Center or Visit Los Gatos website requires explicit written permission by the Town of Los Gatos. 2.11 Assignability and Subcontracting. The services to be performed under this Agreement are unique and personal to the Chamber. No portion of these services shall be assigned or subcontracted without the written consent of the Town. 2.12 Independent Contractor. It is understood that the Chamber, in the performance of the work and services agreed to be performed, shall act as and be an independent contractor and not an agent or employee of the Town. As an independent contractor he/she shall not obtain any rights to retirement benefits or other benefits which accrue to Town employee(s). With prior written consent, the Chamber may perform some obligations under this Agreement by subcontracting, but may not delegate ultimate responsibility for performance or assign or transfer interests under this Agreement. Chamber agrees to testify in any litigation brought regarding the subject of the work to be performed under this Agreement. Chamber shall be compensated for its costs and expenses in preparing for, traveling to, and testifying in such matters at its then current hourly rates of compensation, unless such litigation is brought by Chamber or is based on allegations of Chamber’s negligent performance or wrongdoing. 2.13 Conflict of Interest. Chamber understands that the professional responsibilities of the Town Information Center are solely to the Town. The Chamber has and shall not obtain any holding or interest within the Town of Los Gatos. Chamber has no business holdings or agreements with any individual member of the Staff or management of the Town or its representatives nor shall it enter into any such holdings or agreements. In addition, Chamber warrants that it does not presently and shall not acquire any direct or indirect interest adverse to those of the Town in the subject of this Agreement, and it shall immediately disassociate itself from such an interest, should it discover it has done so and shall, at the Town's sole discretion, divest itself of such interest. Chamber shall not knowingly and shall take reasonable steps to ensure that it does not employ a person having such an interest in this performance of this Agreement. If after employment of a person, Chamber discovers it has employed a person with a direct or indirect interest that would conflict with its performance of this Agreement, Chamber shall promptly notify Town of this employment relationship, and shall, at the Town's sole discretion, sever any such employment relationship. DocuSign Envelope ID: 3F7617D4-A3BC-4A02-B90A-FB2CC703795F Page 4 of 9 2.14 Use of Funds. The Chamber (Visitor Information Center) shall not use any monies received under this agreement for the endorsement, opposition or participation in any political lobbying activity involved in the support or opposition to any candidate for public office, proposed ballot measure or item pending Town Council Action. 2.15 Equal Employment Opportunity. Chamber warrants that it is an equal opportunity employer and shall comply with applicable regulations governing equal employment opportunity. Neither Chamber nor its subcontractors shall discriminate against persons employed or seeking employment with them on the basis of age, sex, color, race, marital status, sexual orientation, ancestry, physical or mental disability, national origin, religion, or medical condition, unless based upon a bona fide occupational qualification pursuant to the California Fair Employment & Housing Act. III. INSURANCE AND INDEMNIFICATION 3.1 Minimum Scope of Insurance: i. Chamber agrees to have and maintain, for the duration of the contract, General Liability insurance policies insuring him/her and his/her firm to an amount not less than: one million dollars ($1,000,000) combined single limit per occurrence for bodily injury, personal injury and property damage. ii. Chamber agrees to have and maintain for the duration of the contract, an Automobile Liability insurance policy ensuring him/her and his/her staff to an amount not less than one million dollars ($1,000,000) combined single limit per accident for bodily injury and property damage. iii. Chamber shall provide to the Town all certificates of insurance, with original endorsements effecting coverage. Consultant agrees that all certificates and endorsements are to be received and approved by the Town before work commences. iv. Chamber agrees to have and maintain, for the duration of the contract, professional liability insurance in amounts not less than $1,000,000 which is sufficient to insure Consultant for professional errors or omissions in the performance of the particular scope of work under this agreement. General Liability: i. The Town, its officers, officials, employees and volunteers are to be covered as insured as respects: liability arising out of activities performed by or on behalf of the Chamber; products and completed operations of Chamber, premises owned or used by the Chamber. This requirement does not apply to the professional liability insurance required for professional errors and omissions. DocuSign Envelope ID: 3F7617D4-A3BC-4A02-B90A-FB2CC703795F Page 5 of 9 ii. The Chamber’s insurance coverage shall be primary insurance as respects the Town, its officers, officials, employees and volunteers. Any insurance or self-insurances maintained by the Town, its officers, officials, employees or volunteers shall be excess of the Chamber’s insurance and shall not contribute with it. iii. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the Town, its officers, officials, employees or volunteers. iv. The Chamber's insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the limits of the insurer's liability. 3.2 All Coverages. Each insurance policy required in this item shall be endorsed to state that coverage shall not be suspended, voided, cancelled, reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the Town. Current certification of such insurance shall be kept on file at all times during the term of this agreement with the Town Clerk. 3.3 Workers’ Compensation. In addition to these policies, Chamber shall have and maintain Workers' Compensation insurance as required by California law and shall provide evidence of such policy to the Town before beginning services under this Agreement. Further, Chamber shall ensure that all subcontractors employed by Chamber provide the required Workers' Compensation insurance for their respective employees. 3.4 Indemnification. The Chamber shall save, keep, hold harmless and indemnify and defend the Town its officers, agent, employees and volunteers from all damages, liabilities, penalties, costs, or expenses in law or equity that may at any time arise or be set up because of damages to property or personal injury received by reason of, or in the course of performing work which may be occasioned by a willful or negligent act or omissions of the Chamber, or any of the Chamber's officers, employees, or agents or any subconsultant. IV. GENERAL TERMS 4.1 Waiver. No failure on the part of either party to exercise any right or remedy hereunder shall operate as a waiver of any other right or remedy that party may have hereunder, nor does waiver of a breach or default under this Agreement constitute a continuing waiver of a subsequent breach of the same or any other provision of this Agreement. 4.2 Governing Law. This Agreement, regardless of where executed, shall be governed by and construed to the laws of the State of California. Venue for any action regarding this Agreement shall be in the Superior Court of the County of Santa Clara. DocuSign Envelope ID: 3F7617D4-A3BC-4A02-B90A-FB2CC703795F Page 6 of 9 4.3 Termination of Agreement. The Town and the Chamber shall have the right to terminate this agreement with or without cause by giving not less than fifteen days (15) written notice of termination. In the event of termination, the Chamber shall deliver to the Town all plans, files, documents, reports, performed to date by the Chamber. In the event of such termination, Town shall pay Chamber an amount that bears the same ratio to the maximum contract price as the work delivered to the Town bears to completed services contemplated under this Agreement, unless such termination is made for cause, in which event, compensation, if any, shall be adjusted in light of the particular facts and circumstances involved in such termination. 4.4 Amendment. No modification, waiver, mutual termination, or amendment of this Agreement is effective unless made in writing and signed by the Town and the Chamber. 4.5 Disputes. In any dispute over any aspect of this Agreement, the prevailing party shall be entitled to reasonable attorney's fees, including costs of appeal. 4.6 Notices. Any notice required to be given shall be deemed to be duly and properly given if mailed postage prepaid, and addressed to: Town of Los Gatos Attn: Town Clerk 110 E. Main Street Los Gatos, CA 95030 LOS GATOS CHAMBER OF COMMERCE Attn: Catherine Somers, Executive Director 10 Station Way Los Gatos, CA 95030 or personally delivered to Chamber to such address or such other address as Chamber designates in writing to Town. 4.7 Order of Precedence. In the event of any conflict, contradiction, or ambiguity between the terms and conditions of this Agreement in respect of the Products or Services and any attachments to this Agreement, then the terms and conditions of this Agreement shall prevail over attachments or other writings. 4.8 Entire Agreement. This Agreement, including all Exhibits, constitutes the complete and exclusive statement of the Agreement between the Town and Chamber. No terms, conditions, understandings or agreements purporting to modify or vary this Agreement, unless hereafter made in writing and signed by the party to be bound, shall be binding on either party. DocuSign Envelope ID: 3F7617D4-A3BC-4A02-B90A-FB2CC703795F Page 7 of 9 IN WITNESS WHEREOF, the Town and Chamber have executed this Agreement. Recommended by: Monica Renn, Economic Vitality Manager Town of Los Gatos by: Laurel Prevetti, Town Manager Los Gatos Chamber of Commerce by: Catherine Somers, Executive Director Approved as to Form: Robert Schultz, Town Attorney Attest: Shelley Neis, Town Clerk DocuSign Envelope ID: 3F7617D4-A3BC-4A02-B90A-FB2CC703795F 7/6/2021 7/12/2021 7/13/2021 7/13/2021 7/14/2021 Page 8 of 9 EXHIBIT A - SCOPE OF SERVICES AGREEMENT FOR SERVICES WITH THE CHAMBER OF COMMERCE FY 2021/2022 LOS GATOS VISITOR INFORMATION CENTER & VISIT LOS GATOS WEBSITE $55,000 All services rendered as a part of this scope of services under the function of the Los Gatos Visitor Information Center shall be to the benefit and promotion of Town-wide stakeholders including businesses, residents, and visitors. The following services and information will be coordinated and provided by the Chamber of Commerce as a part of the operations of the Los Gatos Visitor Information Center and Visit Los Gatos Website: 1. Create and maintain branded website that is easily accessible and simple to navigate. a. Simple url that is easily identified, published, and remembered; b. Appears in keyword searches as a top option for phrases such as: Visit Los Gatos; Things to do in Los Gatos; Los Gatos Restaurants; Los Gatos Hotels; Los Gatos Events, etc.; c. Inclusive of all businesses in featured categories, regardless of Chamber of Commerce membership status; d. Includes businesses throughout the Town including Downtown, The Boulevard, and featured shopping centers; e. Branding and messaging reflective of the Town’s goals and objectives, final brand to be approved by the Town; i. Town will provide logo and color palette f. Language on the website must reflect the partnership of the Town of Los Gatos and Chamber of Commerce as partners/sponsors of the website; g. Provide limited printed marketing materials such as small cards, window clings, counter signs, or other appropriate collateral that may be displayed or provided to visitors at the hotels, restaurants, shops, Chamber of Commerce Office, Town Hall, Library, etc. that identifies and promotes the Visit Los Gatos website; h. Website maintained weekly by Chamber of Commerce to ensure information is up to date. i. Town staff will provide new business information as available; i. Website launched within 4 months of contract execution; and, j. Town of Los Gatos will maintain a direct link to the Visit Los Gatos website as its primary source for visitor information. DocuSign Envelope ID: 3F7617D4-A3BC-4A02-B90A-FB2CC703795F Page 9 of 9 2. Social Media advertisement of Visit Los Gatos Website: a. Purchase/provide social media ads and/or boosts that promote the Visit Los Gatos website and track “clicks” and visits directly linked to the webpage. b. Minimum three posts per week on each social media outlet promoting the Visit Los Gatos web address, Town will also utilize social media accounts to promote Visit Los Gatos website; c. Provide the “link in the bio” to the Visit Los Gatos website on all social media accounts where available; and, d. Identify two-three official designated hash tags, one should be #experiencelosgatos, that are included on all social media posts. 3. Continue to support the Town’s business outreach efforts for events, meetings, and programs through social media, email, etc. a. Promote Town events in Chamber of Commerce marketing materials including email notifications and newsletters. 4. Offer in-person Los Gatos Visitor Information Center services from the Chamber of Commerce offices. a. Respond to walk-in and call-in inquiries, and encourage engagement with the Visit Los Gatos website; and b. Allow Town meetings with the business community to be conducted at the Chamber of Commerce offices during mutually agreed upon times and days. 5. Bi-Annual written reports and monthly invoicing: a. Upon request, and at a minimum twice annually, in December and late May, Chamber shall provide analytics in a written report for the identified objectives. b. Invoice the Town for payment of services monthly, as described in the attached agreement. DocuSign Envelope ID: 3F7617D4-A3BC-4A02-B90A-FB2CC703795F AGREEMENT FOR SERVICES BY AND BETWEEN THE TOWN OF LOS GATOS AND THE LOS GATOS CHAMBER OF COMMERCE FISCAL YEAR 2022/2023 THIS AGREEMENT is made and entered into on June 7, 2022, by and between TOWN OF LOS GATOS, a California municipal corporation, (“Town”) and LOS GATOS CHAMBER OF COMMERCE, (“Chamber”), whose address is 10 Station Way, Los Gatos, California. This Agreement is made with reference to the following facts. I.RECITALS WHEREAS, TOWN appropriated funds in its Fiscal Year 2022/2023 Budget for allocation of funds, and; WHEREAS, Town desires to engage Chamber to provide services as permitted, and TOWN has appropriated funds for this purpose, to be utilized during the time period between July 1, 2022, and June 30, 2023, and; WHEREAS, CHAMBER represents and warrants the truth of all statements contained in “Scope of Services” attached as Exhibit A and incorporated herein by reference. WHEREAS, TOWN and Los Gatos Chamber of Commerce have executed an Agreement since Fiscal Year 2001, and; WHEREAS, TOWN desires to engage the Chamber to provide Town Visitor’s Information Center, including a redesigned and robust Visit Los Gatos Website with the Town of Los Gatos. 1.2 The Chamber represents and affirms that it is willing to perform the desired work pursuant to this Agreement. 1.3 Chamber warrants it possesses the distinct professional skills, qualifications, experience, and resources necessary to timely perform the services described in this Agreement. Consultant acknowledges Town has relied upon these warranties to retain Chamber. II.AGREEMENTS 2.1 Scope of Services. Chamber shall provide services as described in that certain Exhibit A Chamber of Commerce Scope of Services, which is hereby incorporated by reference and attached as Exhibit A. 2.2 Term and Time of Performance. This contract will remain in effect from July 1, 2022, to June 30, 2023. Chamber shall perform the services described in this agreement as follows: provide the Visitor’s Information Center including the Visit Los Gatos website as outlined in Exhibit A – Scope of Services. ATTACHMENT 2 Page 1 of 9 Page 2 of 9 2.3 Compliance with Laws. The Chamber shall comply with all applicable laws, codes, ordinances, and regulations of governing federal, state and local laws. Chamber represents and warrants to Town that it has all licenses, permits, qualifications and approvals of whatsoever nature which are legally required for Chamber to practice its profession. Chamber shall maintain a Town of Los Gatos business license pursuant to Chapter 14 of the Code of the Town of Los Gatos. 2.4 Sole Responsibility. Chamber shall be responsible for employing or engaging all persons necessary to perform the services under this Agreement. 2.5 Information/Report Handling. All documents furnished to Chamber by the Town and all reports and supportive data prepared by the Consultant under this Agreement are the Town’s property and shall be delivered to the Town upon the completion of Consultant's services or at the Town's written request. All reports, information, data, and exhibits prepared or assembled by Chamber in connection with the performance of its services pursuant to this Agreement are confidential until released by the Town to the public, and the Chamber shall not make any of these documents or information available to any individual or organization not employed by the Chamber or the Town without the written consent of the Town before such release. 2.6 Compensation. Compensation for Consultant's professional services shall not exceed $55,000 for Town Visitor’s Information Center including the Visit Los Gatos Website, inclusive of all costs. 2.7 Billing. Billing shall be monthly by invoice within thirty (30) days of the rendering of the service and shall be accompanied by a detailed explanation of the work performed as described in Exhibit A. Payment shall be net thirty (30) days. All invoices and statements to the Town shall be addressed as follows: Invoices: Email to: AP@losgatosca.gov Or, Mail to: Town of Los Gatos Attn: Accounts Payable P.O. Box 655 Los Gatos, CA 95031-0655 2.8 Availability of Records. Chamber shall maintain the records supporting this billing for not less than three years following completion of the work under this Agreement. Consultant shall make these records available to authorized personnel of the Town at the Consultant's offices during business hours upon written request of the Town. Page 3 of 9 2.9 Annual Report. Chamber shall provide, at a minimum, reports in December 2022 and May 2023 including services rendered by the Visitor’s Information Center and Visit Los Gatos Website accounting of expenditures of the funds covered by this agreement; and, analytics and data reflective of activity and online “traffic” on the website, social media and boosts/advertisements with direct links to the website as described in Exhibit A - Scope of Services. 2.10 Use of Town of Los Gatos Branding and Logo. The Town of Los Gatos will provide branding for the Visit Los Gatos Website including a logo and color palette. This shall be used for the creation of the website. The provided branding is property of the Town of Los Gatos and shall only be used by the Chamber for business of and marketing collateral that is executed as a part of the Visitor’s Information Center or Visit Los Gatos website. Use of the logo in social media, print, email, or other form that is not directly related to the Visitor’s Information Center or Visit Los Gatos website requires explicit written permission by the Town of Los Gatos. 2.11 Assignability and Subcontracting. The services to be performed under this Agreement are unique and personal to the Chamber. No portion of these services shall be assigned or subcontracted without the written consent of the Town. 2.12 Independent Contractor. It is understood that the Chamber, in the performance of the work and services agreed to be performed, shall act as and be an independent contractor and not an agent or employee of the Town. As an independent contractor he/she shall not obtain any rights to retirement benefits or other benefits which accrue to Town employee(s). With prior written consent, the Chamber may perform some obligations under this Agreement by subcontracting, but may not delegate ultimate responsibility for performance or assign or transfer interests under this Agreement. Chamber agrees to testify in any litigation brought regarding the subject of the work to be performed under this Agreement. Chamber shall be compensated for its costs and expenses in preparing for, traveling to, and testifying in such matters at its then current hourly rates of compensation, unless such litigation is brought by Chamber or is based on allegations of Chamber’s negligent performance or wrongdoing. 2.13 Conflict of Interest. Chamber understands that the professional responsibilities of the Town Information Center are solely to the Town. The Chamber has and shall not obtain any holding or interest within the Town of Los Gatos. Chamber has no business holdings or agreements with any individual member of the Staff or management of the Town or its representatives nor shall it enter into any such holdings or agreements. In addition, Chamber warrants that it does not presently and shall not acquire any direct or indirect interest adverse to those of the Town in the subject of this Agreement, and it shall immediately disassociate itself from such an interest, should it discover it has done so and shall, at the Town's sole discretion, divest itself of such interest. Chamber shall not knowingly and shall take reasonable steps to ensure that it does not employ a person having such an interest in this performance of this Agreement. If after employment of a person, Chamber discovers it has employed a person with a direct or indirect interest that would conflict with its performance of this Agreement, Chamber shall promptly notify Town of this employment relationship, and shall, at the Town's sole discretion, sever any such employment relationship. Page 4 of 9 2.14 Use of Funds. The Chamber (Visitor Information Center) shall not use any monies received under this agreement for the endorsement, opposition or participation in any political lobbying activity involved in the support or opposition to any candidate for public office, proposed ballot measure or item pending Town Council Action. 2.15 Equal Employment Opportunity. Chamber warrants that it is an equal opportunity employer and shall comply with applicable regulations governing equal employment opportunity. Neither Chamber nor its subcontractors shall discriminate against persons employed or seeking employment with them on the basis of age, sex, color, race, marital status, sexual orientation, ancestry, physical or mental disability, national origin, religion, or medical condition, unless based upon a bona fide occupational qualification pursuant to the California Fair Employment & Housing Act. III. INSURANCE AND INDEMNIFICATION 3.1 Minimum Scope of Insurance: i. Chamber agrees to have and maintain, for the duration of the contract, General Liability insurance policies insuring him/her and his/her firm to an amount not less than: one million dollars ($1,000,000) combined single limit per occurrence for bodily injury, personal injury and property damage. ii. Chamber agrees to have and maintain for the duration of the contract, an Automobile Liability insurance policy ensuring him/her and his/her staff to an amount not less than one million dollars ($1,000,000) combined single limit per accident for bodily injury and property damage. iii. Chamber shall provide to the Town all certificates of insurance, with original endorsements effecting coverage. Consultant agrees that all certificates and endorsements are to be received and approved by the Town before work commences. iv. Chamber agrees to have and maintain, for the duration of the contract, professional liability insurance in amounts not less than $1,000,000 which is sufficient to insure Consultant for professional errors or omissions in the performance of the particular scope of work under this agreement. General Liability: i. The Town, its officers, officials, employees and volunteers are to be covered as insured as respects: liability arising out of activities performed by or on behalf of the Chamber; products and completed operations of Chamber, premises owned or used by the Chamber. This requirement does not apply to the professional liability insurance required for professional errors and omissions. Page 5 of 9 ii. The Chamber’s insurance coverage shall be primary insurance as respects the Town, its officers, officials, employees and volunteers. Any insurance or self-insurances maintained by the Town, its officers, officials, employees or volunteers shall be excess of the Chamber’s insurance and shall not contribute with it. iii. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the Town, its officers, officials, employees or volunteers. iv. The Chamber's insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the limits of the insurer's liability. 3.2 All Coverages. Each insurance policy required in this item shall be endorsed to state that coverage shall not be suspended, voided, cancelled, reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the Town. Current certification of such insurance shall be kept on file at all times during the term of this agreement with the Town Clerk. 3.3 Workers’ Compensation. In addition to these policies, Chamber shall have and maintain Workers' Compensation insurance as required by California law and shall provide evidence of such policy to the Town before beginning services under this Agreement. Further, Chamber shall ensure that all subcontractors employed by Chamber provide the required Workers' Compensation insurance for their respective employees. 3.4 Indemnification. The Chamber shall save, keep, hold harmless and indemnify and defend the Town its officers, agent, employees and volunteers from all damages, liabilities, penalties, costs, or expenses in law or equity that may at any time arise or be set up because of damages to property or personal injury received by reason of, or in the course of performing work which may be occasioned by a willful or negligent act or omissions of the Chamber, or any of the Chamber's officers, employees, or agents or any subconsultant. IV. GENERAL TERMS 4.1 Waiver. No failure on the part of either party to exercise any right or remedy hereunder shall operate as a waiver of any other right or remedy that party may have hereunder, nor does waiver of a breach or default under this Agreement constitute a continuing waiver of a subsequent breach of the same or any other provision of this Agreement. 4.2 Governing Law. This Agreement, regardless of where executed, shall be governed by and construed to the laws of the State of California. Venue for any action regarding this Agreement shall be in the Superior Court of the County of Santa Clara. Page 6 of 9 4.3 Termination of Agreement. The Town and the Chamber shall have the right to terminate this agreement with or without cause by giving not less than fifteen days (15) written notice of termination. In the event of termination, the Chamber shall deliver to the Town all plans, files, documents, reports, performed to date by the Chamber. In the event of such termination, Town shall pay Chamber an amount that bears the same ratio to the maximum contract price as the work delivered to the Town bears to completed services contemplated under this Agreement, unless such termination is made for cause, in which event, compensation, if any, shall be adjusted in light of the particular facts and circumstances involved in such termination. 4.4 Amendment. No modification, waiver, mutual termination, or amendment of this Agreement is effective unless made in writing and signed by the Town and the Chamber. 4.5 Disputes. In any dispute over any aspect of this Agreement, the prevailing party shall be entitled to reasonable attorney's fees, including costs of appeal. 4.6 Notices. Any notice required to be given shall be deemed to be duly and properly given if mailed postage prepaid, and addressed to: Town of Los Gatos Attn: Town Clerk 110 E. Main Street Los Gatos, CA 95030 LOS GATOS CHAMBER OF COMMERCE Attn: Catherine Somers, Executive Director 10 Station Way Los Gatos, CA 95030 or personally delivered to Chamber to such address or such other address as Chamber designates in writing to Town. 4.7 Order of Precedence. In the event of any conflict, contradiction, or ambiguity between the terms and conditions of this Agreement in respect of the Products or Services and any attachments to this Agreement, then the terms and conditions of this Agreement shall prevail over attachments or other writings. 4.8 Entire Agreement. This Agreement, including all Exhibits, constitutes the complete and exclusive statement of the Agreement between the Town and Chamber. No terms, conditions, understandings or agreements purporting to modify or vary this Agreement, unless hereafter made in writing and signed by the party to be bound, shall be binding on either party. Page 7 of 9 IN WITNESS WHEREOF, the Town and Chamber have executed this Agreement. Recommended by: Monica Renn, Economic Vitality Manager Town of Los Gatos by: Laurel Prevetti, Town Manager Los Gatos Chamber of Commerce by: Executive Director Approved as to Form: Gabrielle Whelan, Town Attorney Attest: Shelley Neis, Town Clerk Page 8 of 9 EXHIBIT A - SCOPE OF SERVICES AGREEMENT FOR SERVICES WITH THE CHAMBER OF COMMERCE FY 2022/2023 LOS GATOS VISITOR INFORMATION CENTER & VISIT LOS GATOS WEBSITE $55,000 All services rendered as a part of this scope of services under the function of the Los Gatos Visitor Information Center shall be to the benefit and promotion of Town-wide stakeholders including businesses, residents, and visitors. The following services and information will be coordinated and provided by the Chamber of Commerce as a part of the operations of the Los Gatos Visitor Information Center and Visit Los Gatos Website: 1. Create and maintain branded website that is easily accessible and simple to navigate. a. Simple url that is easily identified, published, and remembered; b. Appears in keyword searches as a top option for phrases such as: Visit Los Gatos; Things to do in Los Gatos; Los Gatos Restaurants; Los Gatos Hotels; Los Gatos Events, etc.; c. Inclusive of all businesses in featured categories, regardless of Chamber of Commerce membership status; d. Includes businesses throughout the Town including Downtown, The Boulevard, and featured shopping centers; e. Branding and messaging reflective of the Town’s goals and objectives, final brand to be approved by the Town; i. Town will provide logo and color palette f. Language on the website must reflect the partnership of the Town of Los Gatos and Chamber of Commerce as partners/sponsors of the website; g. Provide limited printed marketing materials such as small cards, window clings, counter signs, or other appropriate collateral that may be displayed or provided to visitors at the hotels, restaurants, shops, Chamber of Commerce Office, Town Hall, Library, etc. that identifies and promotes the Visit Los Gatos website; h. Website maintained weekly by Chamber of Commerce to ensure information is up to date. i. Town staff will provide new business information as available; i. Website launched within 4 months of contract execution; and, j. Town of Los Gatos will maintain a direct link to the Visit Los Gatos website as its primary source for visitor information. Page 9 of 9 2. Social Media advertisement of Visit Los Gatos Website: a. Purchase/provide social media ads and/or boosts that promote the Visit Los Gatos website and track “clicks” and visits directly linked to the webpage. b. Minimum three posts per week on each social media outlet promoting the Visit Los Gatos web address, Town will also utilize social media accounts to promote Visit Los Gatos website; c. Provide the “link in the bio” to the Visit Los Gatos website on all social media accounts where available; and, d. Identify two-three official designated hash tags, one should be #experiencelosgatos, that are included on all social media posts. 3. Continue to support the Town’s business outreach efforts for events, meetings, and programs through social media, email, etc. a. Promote Town events in Chamber of Commerce marketing materials including email notifications and newsletters. 4. Offer in-person Los Gatos Visitor Information Center services from the Chamber of Commerce offices. a. Respond to walk-in and call-in inquiries, and encourage engagement with the Visit Los Gatos website; and b. Allow Town meetings with the business community to be conducted at the Chamber of Commerce offices during mutually agreed upon times and days. 5. Bi-Annual written reports and monthly invoicing: a. Upon request, and at a minimum twice annually, in December and late May, Chamber shall provide analytics in a written report for the identified objectives. b. Invoice the Town for payment of services monthly, as described in the attached agreement. SCOPE OF SERVICES CHAMBER OF COMMERCE • FY 2022/2023 LOS GATOS VISITOR INFORMATION CENTER: $88,500 All services rendered as part of this scope of services under the function of the Los Gatos Visitor Information Center, shall be to the benefit and promotion of Town-wide stakeholders including businesses, residents and visitors. The following services and information will be coordinated and provided by the Chamber of Commerce (Chamber) as a part of the operations of the Los Gatos Visitor and Information Center: •Offer Los Gatos Information Center walk in and call services from the Chamber of Commerce offices 40 hours a week, 52 weeks a year except for scheduled holiday closures. Be an information hub for all. •Respond to Los Gatos visitor and resident inquiries regarding shopping, dining, lodging, events, relocation, general commerce, senior services, service organizations and service providers and other related visitor information topics. •Coordinate and distribute various Los Gatos marketing materials such as maps, guides, and wayfinding collateral that is inclusive of all applicable businesses and business districts, and not exclusive to Chamber of Commerce members. Marketing materials may be printed or may be formatted as the market demands for social media, online, electronic notifications, email, etc. •Assist with the assembly and distribution of Los Gatos relocation packets in coordination with the Town. •Promote Town events in Chamber marketing materials including email notifications, newsletters, local newspaper ads and social media posts and boosts. •Maintain the new standalone “Visit Los Gatos” website in which visitors to the Town’s website will be redirected and be able to access information relating to Los Gatos merchants, restaurants, lodging, entertainment, and parking guides, inclusive of both Chamber and non- Chamber member businesses. •Maintain both the new Facebook and Instagram “Visit Los Gatos” pages. Services are provided by a contracted Social Media Consultant, whose exclusive role is creating content for the “Visit Los Gatos” social media accounts. •Allow Town meetings with the business community to be conducted at the Chamber offices during mutually agreed upon times and days. •Design, produce and coordinate hanging of decorative street pole banners to promote Town vitality. Banner design shall be approved by Town prior to installation. •Convene leaders in the community and encourage collaborative relationships around town-wide special events, programs and services. ATTACHMENT 3 SCOPE OF SERVICES CHAMBER OF COMMERCE • FY 2022/2023 • Be a champion for economic vitality as it relates to visitor parking, recruitment of new businesses, summer cut through traffic, town wide events, transportation, general plan, etc. Visitor Center Per usual to cover basics rent, staff, public restroom, management of food and wine committee, and other services listed above 55,000 Social Media for Visit Los Gatos *added this year as we have assessed this component is critical for destination marketing success 24,000 Visit Los Gatos website maintenance *Staff to update website daily to reflect everything happening in town and to let folks know what there is to do when they visit our town. 2,500 Street Pole Banners *Banners have a life span of about 18 months and are a good reflection of who we are as a town and what is important to us, not to mention they are vibrant and colorful and create a feel good have feel for all. 7,000 TOTAL $88,500