Occupancy Tax Board

OCCUPANCY TAX BOARD Tuesday, October 17, 2023, 2:30 p.m. Large Conference Room at Roswell City Hall 425 N. Richardson Ave. Roswell, NM 88201 Committee Chair: Kerry Moore Committee Members: Sandra England, Patricia Andrade-Loranca D Bhakta, Jane Oldrup Staff Representative: Juanita N. Jennings A. Call to Order B. Roll Call C. Approval of Agenda D. Approval of Minutes a. Approval of August 15, 2023 meeting minutes b. Approval of September 26, 2023 workshop minutes E. Action Items 1. Vice-Chair approval for Occupancy Tax Board F. Other Business/Non-Action/Information Items/Reports 2. Position 2 (Lodging) 3. Reports: Lodger’s Tax & Convention Center Bed Fees, Visitor Center Report 4. Tourism Advertising Update: RFP 24-006 Scope of Work G. Public Comments H. Adjourn Next Meeting: November 21, 2023 AGENDA STATEMENT Notice of this meeting has been given to the public in compliance with Sections 10-15-1 through 10-15-4 NMSA 1978 and Resolution 23- 40. If you are an individual with a disability who is in need of a reader, amplifier, qualified sign language interpreter, or any other form of auxiliary aid or service to attend or participate in the hearing or meeting, please contact Human Resources at 575-624-6700 at least one week prior to the meeting or as soon as possible. Public documents, including the agenda and minutes, can be provided in various accessible formats, please contact the City Clerk at 575-624-6700. Printed and posted: October 13, 2023 NOTICE OF POTENTIAL QUORUM -- A quorum of the City Council may or may not attend, but there will be not be debate by the City Council. The Council, acting as attendees to an informational presentation, will not be discussing public business and no action will be taken. Occupancy Tax Board Meeting Tue, October 17, 2023, 2:30 PM - 3:30 PM (MDT) Please join my meeting from your computer, tablet, or smartphone. https://meet.goto.com/784626549 You can also dial in using your phone. (For supported devices, tap a one-touch number below to join instantly.) United States: +1 (571) 317-3112 - One-touch: tel:+15713173112,,784626549#  MINUTES OF THE OCCUPANCY TAX BOARD Tuesday, August 15, 2023 2:30 p.m. Committee Chair: Kerry Moore Committee Members: Sandra England, Patricia Andrade-Loranca, D Bhakta, Jane Ann Oldrup Staff Coordinator: Juanita Jennings Notice of this meeting was given to the public in compliance with Sections 10-15-1 through 10-15-4 NMSA 1978 and Resolution 23-01 A. CALL TO ORDER The meeting was called to order at 2:31 p.m. B. ROLL CALL Members present: Kerry Moore, Sandra England, Jane Ann Oldrup, Patricia Andrade- Loranca. Members absent: D Bhakta Staff present: Juanita Jennings, TJ Conyers, Chad Cole Guests present: Samantha Loveless via telephone, Brandon Williams via telephone, and Sally Ytema via telephone C. APPROVAL OF AGENDA Member Oldrup moved to approve the agenda as presented. Member Andrade- Loranca was the second. A voice vote was as follows: Kerry Moore – Yes; Sandra England– Yes; Jane Ann Oldrup- Yes; Patricia Andrade-Loranca- Yes and the motion passed 4-0 with Member D Bhakta being absent. D. APPROVAL OF THE MINUTES 1. Member England moved to approve the July 18, 2023 workshop meeting minutes as presented. Member Oldrup was the second. A voice vote was as follows: Kerry Moore – Yes; Sandra England– Yes; Jane Ann Oldrup- Yes; Patricia Andrade- Loranca- Yes and the motion passed 4-0 with Member D Bhakta being absent. E. ACTION ITEMS 1. Lodgers' Tax Funding Request: Tobosa- Samantha Loveless presented the Tobosa funding request in the amount of $3,372.50, a reimbursement of 50% of eligible expenses at $6,745, via telephone. Member Oldrup moved to approve the Lodgers' Tax Funding Request: Tobosa as presented to be sent to Finance Committee. Member England was the second. A voice vote was as follows: Kerry Moore – No; Sandra England– Yes; Jane Ann Oldrup- Yes; Patricia Andrade-Loranca- Yes and the motion passed 3-1 with Member D Bhakta being absent.  2. Lodgers' Tax Funding Request: Glory Days 4on4 Inc. – Brandon Williams presented the Glory Days 4on4 Inc. funding request in the amount of $12,800, a reimbursement of 50% of eligible expenses at $25,600, via telephone. Member Andrade-Loranca moved to approve the Lodgers' Tax Funding Request: Glory Days 4on4 Inc., in the amount of $10,250 which is 50% of $20,500 of eligible expenses, to be sent to Finance Committee. Member England was the second. A voice vote was as follows: Kerry Moore – Yes; Jane Ann Oldrup- Yes; Patricia Andrade-Loranca- Yes, Sandra England- Yes and the motion passed 4-0 with Members D Bhakta being absent. . 3. Lodgers' Tax Funding Request: Roswell Symphony Orchestra- Sally Ytema presented the Roswell Symphony Orchestra funding request in the amount of $2,500, a reimbursement of 50% of eligible expenses at $5,200, via telephone. Member Oldrup moved to deny the Lodgers' Tax Funding Request: Roswell Symphony Orchestra and the recommendation of denial to be sent to Finance Committee. Member Andrade-Loranca was the second. For The Record: Sandra England recused herself from the vote. A voice vote was as follows: Kerry Moore – Yes; Jane Ann Oldrup- Yes; Patricia Andrade-Loranca- Yes and the motion passed 3-0 with Members D Bhakta being absent and Sandra England being recused from the vote. For The Record: Member Sandra England left the meeting at 3:35 p.m. F. NON-ACTION ITEMS 1. Reports; Lodgers' Tax/Convention Center Collections for May report/June Collections: Juanita Jennings, the city’s representative for the board, discussed the Lodgers’ Tax and Convention Center fee reports for June 2023 collections. May 2023 activity. The city reported collecting $107,096 in Lodgers’ Tax fees and $54,313 in Convention Center fees during the month of May/June activity, bringing the fiscal year totals to $1,342,481 and $726,714, respectively. G. PUBLIC COMMENT None. H. ADJOURNMENT The meeting adjourned at 3:50 p.m.  1 Roswell OTB Workshop 2 Held in Large Conference Room – Roswell City Hall 3 Tuesday, September 26, 2023, at 2:30 p.m. 4 5 Notice of this meeting was given to the public in compliance with Sections 10-15-1 through 10- 6 15-4 NMSA 1978 and Resolution 23-40. 7 8 A. CALL TO ORDER 9 10 Chair Moore called the meeting to order at 2:30 p.m. 11 12 B. ROLL CALL 13 14 Members present: Chair Moore, England, Oldrup, and Andrade-Loranca. 15 Members absent: D. Bhakta. 16 Staff present: Juanita N. Jennings & Hess Ynetma 17 18 19 C. OTHER BUSINESS/NON-ACTION/INFORMATION ITEMS/REPORTS 20 21 1. Evaluation/Criteria for Lodgers’ Tax Special Event Funding was discussed on how to 22 better serve the organizers applying and ensuring they are tourism related. City Attorney 23 Ynetma provided additional law reference to the discussion. 24 2. Reports; Lodgers’ Tax, Convention Center Bed Fee was presented by Ms. Jennings 25 3. Ms. Jennings provided a tourism advertising update for the co-op grant funding and other 26 advertising taking place this year. 27 4. Ms. Jennings went over the Lodgers’ Tax Overview presentation from the February 2023 28 meeting to provide additional guidance and understanding the terminology and how public 29 affairs allocated budget for approval to the city council with the 40% requirement of 30 Lodgers Tax to be used on advertising 31 5. Ms. Jennings shared information on the number of short-term rentals currently operating 32 that are in non-compliance and as requested by the Legal department a listening of those 33 have been submitted 34 35 D. PUBLIC COMMENTS 36 No public comments. 37 38 E. ADJOURNMENT 39 40 Meeting adjourned at 4:27 p.m. 41 42 Sec. 2-97. Membership. (a) Qualifications. Qualifications of members of boards shall be as follows: (1) Every person appointed to any board shall be a resident of Chaves County, except as set out otherwise. (2) No person regularly employed on a full-time basis by the city shall be appointed to any board, unless stated otherwise. (3) The officers of the city, not appointed as regular members, may be appointed as ex officio nonvoting members. (4) No member of the immediate family of any elected city officer shall be appointed to any board. (5) A member may not be appointed by the city to serve on more than one board at the same time. This subsection does not apply to members of the city council, city staff or ex officio, ad hoc, or select committee members. (b) Appointments. Appointments to boards shall be made as follows: (1) The mayor, with the advice and the consent of the city council, shall appoint all board members. Board members shall select their own chair. (2) Each member appointed to a board by the city shall be given notice of appointment by letter, which shall state the appointment, date of expiration, and shall bear the signature of the mayor. (3) All appointments shall clearly state that such appointment is made subject to all the provisions outlined in this article. (4) All boards shall consist of seven members, with the exception of the Cemetery Board of Roswell and the Roswell Occupancy Tax Board, which shall consist of five members, and the Roswell Museum and Art Center Board, which shall consist of 11 members. For purposes of appointment to a board, members will be appointed to fill a specific membership position on a board which position shall be assigned a permanent number and a corresponding term. Positions shall be numbered to coincide with staggered terms so that all even numbered positions shall expire at the same time and all odd numbered positions shall expire at the same time. (5) Unless prohibited by the term limits in subsection (7) below, a member whose term has expired holds office over until such member's successor is duly appointed and qualified. The period during which a member holds over does not alter the term of the member's successor. (6) Board members shall serve staggered terms of four years, so there will be an overlapping of initial tenure. The terms of three members will expire at the end of one two-year period and the terms of four members will expire at the end of one four-year term. Thereafter the terms shall be fixed at four years, and the terms for a particular board shall expire either all in even numbered years or all in odd numbered years. All terms shall begin on April 1 and expire at the end of four years on March 31, so that those terms beginning in even numbered years shall expire in even numbered years, and those terms beginning in odd numbered terms shall expire in odd numbered years. (7) No member shall be appointed by the city to serve on a particular board for more than two consecutive four year terms, or more than a total of ten consecutive years, inclusive of an appointment to complete a single unexpired term of another member, or an appointment to an initial two-year term for purposes of staggering a term. A member who is ineligible to re-appointment to a particular board by the foregoing term limit does not hold over until a successor is appointed. A member who is ineligible for re-appointment to a particular board by the foregoing term limit becomes eligible for reappointment to the same board for a term beginning two years after said member's last term Created: 2022-09-23 12:39:43 [EST] (Supp. No. 14) Page 1 of 2  expired. The foregoing limitations apply to all persons currently serving on boards as of the effective date of the ordinance from which this section derives. (8) Roswell Museum and Art Center Board Members shall serve staggered terms of four years that expire in odd numbered years. (9) Notwithstanding the foregoing, the terms of the members of the Cemetery Board of Roswell shall be for two years and shall expire in even numbered years and shall not be staggered. (c) Attendance and removal. The policy for attendance and removal of board members is: (1) Attendance is required at all board meetings. (2) If a member appointed by the city fails to attend 75% of the meetings, including work sessions, in any 12-month period, beginning April 1 through March 31, or is absent from three consecutive meetings, membership may be terminated automatically by the affected board. (3) If a board member vacates office by nonattendance at official meetings, the board's chair shall give written notice to the mayor. A replacement member shall then be appointed. If the board member who has vacated by nonattendance is the board's chair, the removal process shall be conducted by the vice-chair, or if the vice-chair is unable to participate, by any other board member. (4) Any board member may be removed by the mayor with the concurrence of the governing body in addition to the other method in this section. (5) Any member who is removed cannot reapply for membership on any board for one year. (d) [Board to select.] Unless stated otherwise, each board shall select from its membership a chair, vice-chair and other officers as deemed necessary, each of whom shall serve for one appointed year. (Ord. No. 1320, 4-1999; Ord. No. 05-16, 01-2006; Ord. No. 14-12 , § 1, 12-11-2014; Ord. No. 15-07 , § 1, 7-9-2015) Created: 2022-09-23 12:39:43 [EST] (Supp. No. 14) Page 2 of 2  DRAFT SCOPE OF WORK CITY OF ROSWELL REQUEST FOR PROPOSALS RFP: 24-006 ADVERTISING AND MEDIA BUYING SERVICES RFP Issue Date: 10/15/2023 PROPOSAL DUE: 11/14/2023 2:00 PM PURCHASING DEPARTMENT 425 N. RICHARDSON ROSWELL, NM 88203 CONTACT: ARELY PEEK CHIEF PROCUREMENT OFFICER 575-637-6299 Page 1 of 8  DRAFT SCOPE OF WORK PURPOSE OF THIS REQUEST FOR PROPOSALS The City of Roswell is seeking proposals from a qualified advertising agency to continue the successful City of Roswell brand identity to promote tourism, city assets recreational, cultural, hospitality, lodging and other visitor services, facilities and attractions through well- placed media and publicity. Additionally, the scope of work may include the development of various City’s departments campaigns that would support visitation and positive City promotion. BACKGROUND INFORMATION The City of Roswell is centrally located in the Pecos Valley and serves as the hub of Southeastern New Mexico with its easy proximity to skiing, outdoor adventure and art. Roswell boasts a rich history, with its beginnings in the discovery of a major aquifer to being the birthplace of modern rocketry, and, whether you believe it or not, the UFO crash of 1947. Roswell offers plenty of natural landmarks, history and culture to explore. The City of Roswell current agent of record is 3 Advertising since 2019. Cubic Inc. was awarded the contract in 2018 for rebranding the city. The agency in 2017 was HK Advertising. The contract is overseen by the Public Affairs director. The Public Affairs Department and agency will work closely together to ensure a seamless brand experience for potential visitors. The agency will work collaboratively with travel trade and public relations partners in the markets with direct-to-consumer activity, as well as the State Tourism Department on behalf of the City of Roswell. The RFP that is presented will include advertising and creative services for internal departments such as the Roswell Police Department, Roswell Air Center, and overall community. Previous contracts did not include commissions to the agency. The City of Roswell collects a 5% lodgers’ tax that supports the efforts of advertising, marketing and promoting the city. Additionally, it has a $2.50 bed fee for the use and purpose of the Roswell Convention Center only. On average, our occupancy rate is around 60% with our goal being 65%. Target markets include Colorado, Texas, Arizona and California. The demo has included ages 32-55, outdoor adventure seekers and those with disposable incomes. Since 2019, our efforts have been focused on digital more than any other medium as tracking results is Page 2 of 8  DRAFT SCOPE OF WORK important to ensure there is a return on the investments being made. We also look at ridership of our direct flight to Dallas. The FlyRoswell budget is specifically allocated to target those wishing to get to Roswell via the flight service. We currently have 28 flights per week with max seat capacity of 65 per flight (weekly possible ridership 1,820). The last three months (June, July, August) have seated 10,764 passengers. Averaging 12 weeks of max seating possible (21,840 passengers) against actual passenger boarding (10,764) we are at 49% ridership. Most flyers are business travelers and industry leaders looking at the Southeast region of New Mexico. Roswell is the gateway to the Southeast region due to its central location. Current contract includes a minimum of 75% of the budget to be used on placement of media with the remaining budget, 25%, for agency services. SUMMARY SCOPE OF WORK The initial scope of work shall consist of Advertising and Media Buying Services for various City’s departments. The initial contract(s) shall begin on February 1, 2023 or as soon as possible thereafter for one (1) year. This contract may be renewed by mutual agreements in annual increments for a renewal period of one (1) year for up to three (3) renewals, provided that the funds for subject contract are available and approved annually by the City Council and that the Offeror has established a satisfactory record of performance. Duties and Responsibilities: The following acts only as a preliminary scope to generally communicate the City's expectations. The City wants to promote to residents, businesses and visitors, both current and potential, the many assets that are available in the overall goal of booking overnight stays. Proposals for the services should include or account for, but not be limited to, the following: For each of the following project areas, the Offeror should prove capability, describing strategies to be used and quality controls. Sufficient detail must be given and must include examples of past projects, ability to meet deadlines, and managerial experience. Page 3 of 8  DRAFT SCOPE OF WORK The Offeror should demonstrate knowledge and understanding of brand in a global marketplace and the shifting dynamics of how consumers receive and use information today. Strategic Partnership: Work in collaboration with the Public Affairs Department to determine effectiveness of ad concepts based on engagement and experiences, integrated, brand attributed to service, quality and innovation that will support the City of Roswell’s economic development, tourism and brand identity. Support the City of Roswell and aid in grant applications, events and cooperative programs. Executing and tracking results while exemplifying financial integrity of the City of Roswell funds. Marketing, Promotional and Advertising Planning: Develop recommendations for a Marketing and Advertising Plan that supports the strategies set forth by the City of Roswell’s Public Affairs Department. Includes strategic direction, creative strategy, brand development and stewardship, media plan and cooperative plan. Media Planning, Buying & Placement: Buy and execute the media plan presented in the Marketing and Advertising Plan and approved by the Public Affairs Department. Execution includes placement, optimization, cancellations and auditing. The Public Affairs director will sign all advertisement agreements/insertion orders, and handle billing and payment Concept Development/Production: Concept creative materials/campaign elements (print, online, digital, etc.) as described in the Marketing and Advertising Plan. Once approved, produce and bring to final form the approved advertising materials to run on behalf of the City of Roswell. Research and Analytics: Provide an overview of campaign successes and opportunities. Report trends in the marketplace and competitors. Provide analytical tools or services that will be useful to information to plan and report back to the City of Roswell. The result of these efforts will benefit the City of Roswell tourism economy, including the City of Roswell overall brand and internal departments, such as the Roswell Air Center, Roswell Transit, and Roswell Police and Fire Departments. It will also support downtown, museums, cultural organizations, restaurants and retail. The advertising program will develop, execute and track results for the City of Roswell’s brand advertising program. The City recognizes there are many different approaches to providing these services and welcomes different and various methods of promoting the City. Minimum Requirements New Mexico Tourism Department: Offerors must attend the Co-Op Grant webinars, interviews or meetings requested by the State Tourism Department and comply with the NM True brand guidelines. Page 4 of 8  DRAFT SCOPE OF WORK New Mexico Hospitality Association: Offerors must be or become a member of the New Mexico Hospitality Association and participate in a minimum of one of the two conferences put on by NMHA (Trends or Governor’s Conference) at the agency’s expense. Offeror must submit nominations for creative or marketing campaigns on behalf of the City of Roswell for Top Hat Awards. Experience: Media planning and buying experience – both online and offline – in at least four markets with at least 10 years of experience and a minimum of 8 in the tourism industry. Please list markets in which your agency has experience and what media vehicles were planned and purchased. If using a subcontractor, provide a signed letter of commitment that includes the name of the subcontractor, their annual billings and the information requested above regarding international media planning and buying. All media planning/buying subcontractors must also meet the stated minimum requirements. References: Provide three client references. At least two must be current clients. Include client name, contact information, and the engagement start and end dates. Financial Statements: Offerors are required to demonstrate financial viability for maintaining an account of this size. For Offerors who do not submit financial statements, please provide GAAP-compliant financial statements, including but not limited to: · Statements of Financial Position · Statements of Activities · Statements of Cash Flows All of the above Financial Statements must be the most recent statements available, but no more than 12 months old. Financial statements are to be submitted in a sealed envelope. All “CONFIDENTIAL” information must so be indicated as “CONFIDENTIAL.” Such materials must be readily separable from the submittal in order to facilitate eventual public inspection of the non-confidential portion and must have “CONFIDENTIAL” written on pages that should not be released for public scrutiny prior to contract. Page 5 of 8  DRAFT SCOPE OF WORK Anticipated Schedule Action Date 1.Issue of RFP 10/22/2023 2. Acknowledgement of Receipt Form TBD 3.Deadline to Submit Additional Questions TBD 4.Response to Written Questions/RFP Addendum 10/27/2023 5.Submission of Proposal 2:00 PM 11/22/2023 6. Proposal Evaluation TBD 7. Interviews TBD 7. Recommendation to Committee 12/28/2023 8. Recommendation to Award to City Council 01/11/2024 9. Notice of Award 01/12/2024 10. Protest Deadline 01/28/2024 11. Contract Executed 01/29/2024 The following is a summary of evaluation factors with point value assigned to each. FACTOR POINTS AVAILABLE 1. Company Experience 10 2. Company Past Performance /References 10 3. Familiarity with City of Roswell 10 4. Project Plan 30 5. Interview 25 6. Cost proposal 40 7. Mandatory Forms Pass/Fail SUBTOTAL 125 ADDITIONAL OPTIONAL POINTS Points will be awarded based on Offerors ability to provide a copy of a current Resident Business Certificate OR Resident Veterans Certificate Resident Business Preference 8% of subtotal Resident Native American Preference 8% of subtotal Resident Veterans Preference 10% of subtotal Resident Native American Veterans Pref. 10% of subtotal 1. Offeror’s Company Experience and Qualifications. Offerors shall submit a statement of relevant company experience, including experience of subcontractors, if applicable. The documentation shall thoroughly describe how the Offeror has supplied expertise for similar contracts and work related to Advertising and Media Buying Services. a. Offerors shall include an overview the company including a summary the Page 6 of 8  DRAFT SCOPE OF WORK company history including the company history of subcontractors, if applicable. The overview shall include type of organization and the state of origin, the date established, location of headquarters and other offices, number and location of employees and a description of types of services offered. b. Offerors should include in their proposals documentation describing the extent of their knowledge, experience, and expertise as a provider of professional services for Advertising and Media Buying Services. c. Offerors should include their proposal copies of appropriate professional certifications and/or other documented credentials. 2. Offeror’s Company Past Performance/References Offeror’s proposals shall include three external references from clients who are willing to validate the Offeror’s past performance on similar contracts. The minimum information that shall be provided for each client reference follows: a. Name of the contact person; b. Name of the company or governmental entity; c. Address of the contact person; d. Telephone number of contact person; e. Email address of the contact person; f. A description of the services provided and dates the services were provided. At least ONE of the references for the proposed services must be from a site of comparable or larger size of the City. 3. Familiarity with City of Roswell Provide in detail your understanding and familiarity with the City of Roswell and the City’s tourism industry. 4. Project Plan Offerors shall submit a thorough implementation plan as part of the proposal. At a minimum, the implementation plan shall include strategies and creative ideas for account planning, media planning and overall campaign development. The Offeror shall also include a clear understanding of the Scope of Work to be completed. 5. Interview Page 7 of 8  DRAFT SCOPE OF WORK If interview(s) are to be held, the date, time, and location of the Interview meeting will be included with the notice to those Offerors selected for interview. A list of questions shall be distributed to the Offerors. The Evaluation Committee will allocate points based on the interview questions. 5. Cost Offerors Cost Proposal MUST be in a separately sealed envelope clearly marked. 6. Mandatory Forms Offerors shall provide all mandatory forms which include: Letter of Transmittal, Vendor Information Form, W9, Certificate of Insurance, Roswell Business License, Campaign Disclosure, Conflict of Interest and Non-Collusion Statement. Additional Optional Points Resident Business Preference – 8% of the total points available in this RFP will be awarded if the proposal contains a copy the Taxation and Revenue Department’s resident business preference certificate unless a Resident Veterans Preference Certificate is also submitted in which case the higher number of points from the Resident Veterans Preference shall be awarded instead. Native American Resident Business Preference - A Native American business that has a valid resident business certificate issued by the NM Taxation and Revenue Department pursuant to Section 13-1-22, NMSA 1978 shall receive an 8% preference of the total available points. Resident Veterans Preference – 10% of the total points available in this RFP will be awarded if the proposal contains a copy of the Taxation and Revenue Department’s Resident Veterans Certificate as follows: Resident veterans businesses with annual revenues of $6M or less. Native American Resident Veterans Business Preference - A business that has a valid resident veteran business certificate issued by the NM Taxation and Revenue Department pursuant to Section 13-1-22 NMSA 1978 shall receive a 10% preference of the total available points. Page 8 of 8