Broken Arrow City Council
Meeting of: 02-20-2018
To: Mayor and City Council
From: Office of Tourism
Title:
title
Approval of and authorization to execute a Professional Consultant Services Contract with Destination Services, LLC to continue the implementation of the Strategic Plan for the Convention and Visitors' Bureau
End
Background:
Young Strategies and Destination Services, LLC completed an extensive destination tourism asset inventory for Broken Arrow January 17, 2017. The results from this study provided a Strategic Plan for the Convention and Visitors’ Bureau (CVB). Some of the objectives provided in the Strategic Plan include:
• Assist the CVB staff in all Strategic Plan implementation strategies
• Provide staff instruction as it relates to strategy implementation
• Assist with the development of effective sales efforts as recommended by the Strategic Plan
• Assist the CVB with evaluating the success of various implementation plans
Destination Services, LLC is nearing the completion of the initial six-month strategic plan implementation contract. At this point time, the implementation momentum has accelerated with
the completion or near-completion of the following:
• Board Member Job Descriptions
• Reviewed budget and identified areas that require adjustment
• Reviewed all current advertising efforts and special event commitments
• Reviewed sales position job description
• Reviewed Cvent agreement
• Reviewed community special event grant application and provided edits
• Reviewed evaluation form for grants and offered edits
• Prepared job descriptions for all board appointments
• Prepared trolley service RFP
• Draft RFP for advertising firm
• Developed budget revision document for review by City Manager
• Developed draft of 2018-2020 marketing plan
• Prepared draft media plan/social and traditional
• Contacted potential developer for new attraction
• Identified leveraging partnerships with State and other DMO’s
• Prepared draft master plan action document
The second phase of the implementation plan will involve the execution of those RFPs that are
pending above as well as securing final approval on budget revisions. The implementation
of those components detailed in the marketing plan will be the primary focus.
The CVB approved at their February 12, 2018 meeting, the continuation of the Services Contract with Destination Services, LLC to provide continued assistance to the CVB to implement the Strategic Plan.
Staff is recommending approval of a Services Contract with Destination Services, LLC to provide assistance to the CVB to continue implementation of the Strategic Plan for a cost of $2,800.00 per month. Staff is recommending a five-month Services Contract with Destination Services, LLC to begin February 20, 2018 thru June 30, 2018 for a cost of $14,000.00, inclusive of travel, for Fiscal Year 2018. Funding is provided for in the CVB budget.
Cost: $14,000.00
Prepared By: Lori Hill, Tourism Director
Reviewed By: Assistant City Manager, Administration
Finance Department
Legal Department
Assistant City Manager
Michael L. Spurgeon, City Manager
Approved By: Norman Stephens, Economic Development Coordinator
Attachments: Services Contract with Destination Services, LLC
Recommendation:
Approve and authorize execution of a Professional Consultant Services Contract with Destination Services, LLC.