ATTACHMENT A
SCOPE OF WORK – CUPERTINO CHAMBER OF COMMERCE
Services to include, but not limited to, the following:
1. Technical Assistance:
a. Provide technical assistance services to existing and prospective businesses located in the City of Cupertino and seeking such assistance, including in -person, phone, and email during normal business hours (Monday through Friday 9 am to 5 pm), as well as provide information online through the Chamber website. Information shall include, but not limited to topics such as:
- How to open, operate, or grow your business in Cupertino - Contacts for City services and departments
- Help ensure that individuals and organizations doing business in the City of Cupertino possess a current business license.
- Community events above and beyond those not already provided by the Chamber - Recreational amenities
- Retail shopping and dining amenities
- Lodging and conference facilities
- Refer businesses and individuals to other businesses located in Cupertino. - Other general information requests
b. Support business programs and initiatives developed by the City including but not limited to the Cupertino Business Outreach Program and business surveys. c. Plan and host at least four (4) technical assistance seminars/webinars each year and select topics with the City that are pertinent to small businesses such as public safety in commercial areas, doing business in Cupertino focused on multi -lingual and multi- cultural businesses, green business practices, digital marketing, etc. d. Participate in and secure business representation for exercises rela ted to business resiliency and continuity as part of the City’s Emergency Operations Plan (EOP) update.
e. Assist the City with economic development research or business stakeholder focus groups as needed to gather feedback from the business community. f. Participate in Small Business Technology Platform as a resource provider and conduct outreach to onboard small businesses on the platform.
g. At the request of the City Manager’s Office, coordinate ribbon cuttings for new business openings for businesses with a val id Cupertino business license and regardless of membership status with the Chamber.
2. Marketing & Promotion/Information Dissemination:
a. Develop and produce a Cupertino Dashboard with relevant Cupertino demographic and economic data in coordination with the City. This dashboard will be updated quarterly. The City will use this data for business attraction and retention efforts, and to identify emerging trends, and where appropriate, recommend new policies. b. Support ad-hoc requests for information and services from individuals, organizations, and businesses that pertain to the greater Cupertino community. c. Market and promote business-related City events held in Cupertino. d. Conduct outreach and education regarding prospective policy changes, and new city rules and regulations (wages, waste reduction, transportation, Single Use Plastics, etc.) to all businesses in the City.
e. Design and promote current and future marketing campaigns (for example #ShopCupertino and #CupertinoCares).
f. Support Small Business Satu rday activities and highlight all small businesses in the City.
g. Create, produce, and maintain a n online publication to include information on the City, community, and businesses of Cupertino. Digital publication to be updated quarterly.
h. At its office, the Chamber will make available information provided by the City, which may include, but not limited to:
- The Scene
- Recreation Brochure
- City Contact Information
- Other materials as they become available
i. As appropriate and or as requested by the City, the Chamber will promote City events, programs, services, and alerts.
j. Conduct and share surveys and survey results relevant to the economic health of Cupertino.
k. Working closely with the City Manager’s Office, create a Cupertino promotion strategy for major regional events, including the Superbowl and World Cup Soccer, to present the City in a positive manner and to draw Cupertino into the events.
3. Events/Meetings:
a. Provide and promote opportunities for City representatives to present and connect with businesses at various Chamber and other meetings including but not limited to the Asian American Business Council, Legislative Action Committee, Chamber Board, and Chamber community forums.
b. Host a quarterly professional Women’s business luncheon or speaker series to provide networking opportunities for women in business and hear from a speaker or special presenter on related topics at City facilities at no charge, or othe r venues around Cupertino, and online.
c. Assist city staff in scheduling and participate in Cupertino Business Outreach Program (CBOP) in-person and virtual meetings with Cupertino businesses. d. Organize commercial and retail broker breakfasts.
e. Attend City and other associated meetings as needed.
4. Other Provisions:
a. Provide Chamber membership for the City at no charge currently set at $2,500 for the established rate for employers with 201 to 300 employees. Benefits of this membership to include registration and meals for two City staff (City Manager and/or designee) as well as all Councilmembers at events hosted by the Chamber including:
o Chamber Star Awards
o LAC in-person meetings
o Lunar New Year Luncheon
o Other events as hosted by the Chamber
b. Chamber activities not related to this or other agreements with the City, will be regulated by the Municipal Code and Policies of the City of Cupertino. c. The City of Cupertino will provide quarterly updates of City of Cupertino business license holders upon request of the Chamber via email.
Anticipated Budget:
Based on the proposed scope of work, the anticipated annual budget is estimated at $52,000.
Reporting Requirements:
The Chamber will track information on a quarterly basis directly related to this Agreement and report to the City a summary of services referenced below rendered to Chamber members and non-members. These reports will include, but not limited to:
1. Technical Assistance:
o Number of businesses served.
o Sector and size of businesses served, and services rendered. o Number of businesses started or retained resulting from this effort. o Overview of issues, concerns, or general trends shared at each of the Cupertino Business Outreach Programs visits.
o Number of ribbon cuttings or grand openings held for Cupertino businesses.
2. Marketing & Promotion/Information Dissemination:
o Summary of ad-hoc requests for information.
o Summary of business seminars and events organized including topics, attendees, other pertinent outcomes.
o Summary of outreach efforts around new city policies, rules, regulations. o Summary online impressions generated for marketing and promotions of campaigns.
3. Events/Meetings:
o Key performance indicators (KPIs) around marketing efforts including social media metrics.
o Summary of the outreach conducted for events.
o Summary of broker breakfasts including attendee contact information and leads generated.
4. Key successes achieved during the period.
5. Recommendations for future endeavors that advance the common goals of the agreement.
The reports will be in a format mutually agreed to in writing by the City and the Chamber.
Term and Budget: The initial term of this agreement is one year with a corresponding budget of not to exceed $52,000 ($50/hr x 1,040 hours), or approximately $4,330 per month. The City Manager reserves the right, upon mutual consent and notice to the Chamber, to extend the contract for up to four additional years for the total term not to exceed five years. The scope and budget are expected to be the same for additional years, however with Chamber’s consent and subject to the expenditure limits approved by the City Council, the City Manager can update the scope to best address the needs of the business community at the time as economic conditions change or new priorities emerge.
Invoicing and Payments: The Chamber will submit monthly invoices which will include the number of hours spent on the Agreement scope. The City will pay at the rate of $50/hr for the worked performed. In no event shall the total amount paid under this Agreement exceed $52,000 annually.