The vendor is required to provide marketing district management services for include:
1. Administrative management and governance
• Serve as the owner’s association for the district, as defined in the property and business improvement law of 1994.
• Manage day-to-day operations of the district.
• Prepare and present regular progress reports, annual reports, and financial statements.
• Review the district to become knowledgeable of the scope and depth of permissible programs and services.
• Ensure compliance with all applicable laws, regulations, and contractual obligations.
• Coordinate and support the formation of a district committee, comprised of city lodging representatives, which shall determine how district funds are spent, within the designated programs in the district.
• Schedule district committee meetings, prepare and distribute agendas, meeting minutes, and reports in compliance with legal requirements.
• Maintain records and ensure regulatory compliance.
2. Corporate organizational support
• Coordinate and attend all district committee meetings.
• Prepare and post district committee meeting agendas in compliance with the brown act.
• Maintain corporate meeting records and oversee board elections.
• Prepare annual and quarterly reports for the city.
• Acquire necessary insurance coverage.
• Maintain all corporate meeting records consistent with the brown act and city of provisions.
• Keep a roster of attendance for all district committee members.
• Research and develop grant opportunities.
3. Financial management
• Oversee assessments, expenditures, financial reporting and ensure fiscal responsibility and transparency.
• Ensure timely audits and financial filings.
• Prepare quarterly financial reports and assist with tax compliance.
• Prepare and monitor annual budgets for the city annual reports.
• Work with accountant or CPA for compliance with federal and state tax filings.
4. Program and service implementation
• Plan and implement services and programs in accordance with the district and strategic plan and goals.
• Oversee service contracts.
• Develop and execute marketing and outreach initiatives.
• Monitor service delivery alignment with district goals.
• Manage contracts for services such as marketing, and beautification.
• Monitor performance metrics and ensure quality control of all services provided.
5. Stakeholder engagement
• Serve as the primary liaison for the district to assessed business owners.
• Conduct outreach to gather feedback.
• Develop and execute communication strategies including newsletters, websites, social media, and public meetings.
• Foster partnerships with local government, community groups, and other stakeholders.
6. Strategic planning, reporting and compliance
• Submit required reports to the city.
• Provide performance updates to the district committee.
• Ensure compliance with the brown act.
• Provide leadership in updating and executing the district strategic plan.
• Analyze economic and demographic trends within the district.
• Track and report on outcomes and impact of district initiatives.
7. Website and communications
• Maintain the visit city website, social media and communications.
• Respond to constituent concerns promptly.
8. Marketing and economic development
• Promote city as a tourist destination to increase demand for overnight stays for assessed lodging businesses.
• Coordinate events, promotions, and marketing campaigns to enhance visibility and foot traffic and increase demand for overnight stays for assessed lodging businesses.
- Questions/Inquires Deadline: June 06, 2025