december 16 2013 complete agenda

MAYOR AND CITY COUNCIL

REGULAR SESSION Monday, December 16, 2013 – 6:00 P.M.

AGENDA

1. CALL TO ORDER

2. PRAYER AND PLEDGE

3. APPROVAL OF MINUTES A. Work Session dated November 26, 2013 B. Regular Session #22 dated December 2, 2013 C. Work Session dated December 10, 2013

4. ITEMS PRESENTED BY THE MAYOR AND CITY COUNCIL A. Standing Committee Reports

5. CONSENT AGENDA A. Request to Approve Bid Solicitation for Tennis Center Fence Replacement Project B. Request to Approve Bid Solicitation for 150 KW Generator C. Request to Approve Bid Solicitation for Bus Barn Roof Repairs D. Bid Award Recommendation for Northside Park Pier Re‐decking Project E. Private Event Approval Request for St. George’s Blessing of the Waters – January 11, 2014

6. MISCELLEANEOUS REPORTS AND PRESENTATIONS A. Bid Opening – Horseback Riding Services

7. PUBLIC HEARINGS

8. ITEMS REFERRED TO AND PRESENTATIONS FROM THE CITY MANAGER AND STAFF A. Discussion of Tourism Strategic Plan RFP presented by Tourism Director B. Strategic Planning Action Item Update presented by City Manager

9. ITEMS REFERRED TO AND PRESENTATIONS FROM THE CITY SOLICITOR A. First Reading ‐ Ordinance to Amend Chapter 90 Entitled Traffic and Vehicles (requires

passengers in unenclosed areas of motor vehicles to wear seat belts)

10. COMMENTS FROM THE PUBLIC Any person who may wish to speak on any matter at the Regular Session may be heard during

Comments from the Public for a period of five (5) minutes or such time as may be deemed appropriate by the Council President. Anyone wishing to be heard shall state their name, address and the subject

on which he or she wishes to speak.

11. COMMENTS FROM THE CITY MANAGER

12. COMMENTS FROM THE MAYOR AND CITY COUNCIL

13. ADJOURN

REGULAR SESSION -MAYOR AND CITY COUNCIL MONDAY, DECEMBER 16, 2013

3 – APPROVAL OF MINUTES

A. Work Session dated November 26, 2013 B. Regular Session #22 dated December 2, 2013 C. Work Session date December 10, 2013


4 – ITEMS PRESENTED BY THE MAYOR AND CITY COUNCIL A. Standing Committee Reports

POLICE COMMISSION MEETING MINUTES OPEN SESSION December 9, 2013

PRESENT: Mayor Richard Meehan, Council President Lloyd Martin, Commission Chairperson Doug Cymek, Council Member Dennis Dare, Chief Ross Buzzuro, Director of Emergency Services Joe Theobald, Captain Kevin Kirstein, Captain Michael Colbert, Lt. Scott Harner; Budget Manager Jennie Knapp for David Recor, City Engineer Terry McGean ABSENT: City Manager David Recor 1. Call to Order at 9:05 a.m.

2. The November 8, 2013 Minutes unanimously approved as written. Chief Buzzuro reviewed the November Crime Statistics. In November 2013, there was an 11.6% increase in officer-initiated Calls for Service from November 2012. Calls for Service by citizens were down by 12.4%. Chief Buzzuro reviewed the top 25 Calls for Service with most continuing in a downward trend.

3. An update on the proposed seat belt ordinance to amend Chapter 90 of the Town Code was given by Lt. Scott Harner regarding riding in unenclosed areas of vehicles. “Seat belt” as defined in the Maryland Code in Article §22-412, “is permanently attached to the body of the motor vehicle.” This also means that it must be an across the body seat belt, not just a lap belt. The Ordinance is in close to final format, but needs a few minor edits before going before the City Council for consideration.

4. Chief Buzzuro reported on the CEW/Taser use in November 2013. There was one incident on November 1, 2013 where OC EMS requested assistance with a violent subject. The incident required a warning arc but no deployment and the individual became compliant and was able to be handcuffed. There were no injuries to any parties during this incident. The Police Department has doubled the number of CEW/Tasers in the last six months, which now total 56 CEW/Tasers in use.

5. New Business – Commission Chairperson Cymek passed on a request from Councilwoman Mary Knight for the Police Department to look into a drug called Molly. Captain Colbert and Lt. Harner said that the police department is familiar with this drug and that it is considered an illegal drug under the synthetic drug ordinance. Molly is an MDMA (a/k/a ecstasy) but in powder form, it is a Schedule 1 drug.

6. Council President Lloyd Martin requested Lt. Harner make contact with the owner of the three wheeled vehicle called a Trikke to schedule his attendance at an upcoming Police Commission meeting.

Meeting Adjourned 9:20 a.m.

The next meeting of the Police Commission will be held on Monday, January 13, 2014 at 9:00 AM at the Public Safety Building, 6501 Coastal Highway, Ocean City, MD 21842

Tourism Commission Meeting Minutes December 4, 2013

The following individuals were in attendance: Commission Members – Tourism Commission Chair and Council Secretary Mary Knight, Mayor Rick Meehan, Councilman Dennis Dare, Buck Mann, Chamber of Commerce; Michael James, EDC; Chris Trimper, HMRA . Staff members present were Donna Abbott, Tourism Director; Larry Noccolino, Convention Center Director; Lisa Osman, Tourism Department; Tom Shuster, Recreation and Parks Director; Frank Miller, Special Events; Jennie Knapp, Budget Manager. Also present were Melanie Pursel, Chamber; Susan Jones, HMRA; Andy Malis and Alison Fiorelli, MGH; Cliff Sutherland and Mike Alexander, OC Bikefest. Mary Knight called the meeting to order at 3 p.m. She announced that we would go into a closed session at the end of the meeting to discuss next year’s campaign. Approval of Minutes A motion was made to approve the minutes of the October 11, 2013 meeting by Buck Mann, seconded by Dennis Dare and approved unanimously. Updates from other Departments & Organizations Larry Noccolino announced that Phase 2 construction started on October 21 and will continue over the next 14 months. The approximate completion date will be November 2014. For the first show in the Performing Arts Center, Larry would like to have a promoter-sponsored kick-off performance to be held on Saturday, November 29, 2014. That date falls on Thanksgiving weekend, so many visitors will be in town for the holiday. Larry is also planning to have the Mid-Atlantic Symphony Orchestra and the OC Stars chorus perform on Saturday, January 18, 2014, which is the Martin Luther King, Jr. holiday weekend. This would start a concert series with the Mid-Atlantic Symphony Orchestra to perform five shows throughout 2014 and ending with a Christmas Show in December. Larry also mentioned that the OC Bikefest may be interested in using the Performing Arts Center during their events in the future. Melanie Pursel submitted a planning grant proposal for $8000 to Wor-Wic Community College for industry-led training, which she feels very confident about. During the months of January, February and March she will putting together a group of business leaders to identify some of the workforce needs. The Chamber’s Holiday Business After-Hours is this Friday, December 6, at the Clarion Hotel. Anyone attending is asked to bring an unwrapped toy for Toys for Tots. The Chamber is now accepting applications for their Eunice Q. Sorin Scholarship Program. They set and approved all of their legislative priorities at their last meeting. Melanie mentioned that the Task Force for Post-Labor Day school start date met. The 2014 Vacation Guide is currently at the printer. She hopes to begin distribution within the next week or two. Melanie thanked Donna and the Tourism Department for their assistance with editing the Guide. The

Chamber will attend the Great American Outdoor Show in Harrisburg the first week of February. They plan to distribute 2500 pre-made bags at the show. Melanie mentioned the Chamber of Lights Program has started, which includes judging of indoor, outdoor, residential, and commercial Christmas light decorations. Michael James mentioned that morning’s EDC meeting at the Captain’s Table, noting an excellent presentation by UMES and their hospitality programs. Susan Jones and a group of leaders from Ocean City had a very successful meeting with Senator Mikulski on Monday to speak about the J1 Visa Program, Section 179 Tax Depreciation, and Obamacare. HMRA’s dinner meeting will be held on December 19 at the Captain’s Table. Chief Buzzaro will attend the next HMRA Board Meeting in January for a follow-up discussion on several issues. Susan held a lodging round-table a few weeks ago to discuss how to build direct bookings and deal with online travel agencies, which mainly focused on the smaller hotels. The next lodging round-table will be held in January. The HMRA’s accommodations guide and Inside Ocean City book are both at the press. Donna Abbott spoke about Rodney the Lifeguard, and how he walked a bride down the aisle at her wedding in Ocean City. This gave Ocean City some positive, national publicity in USA Today as well as in local and regional media. She is working on finalizing the October Metrics Report. According to the Smith Travel Report for October, the occupancy was up .3% while room tax was up 12 % and food tax up 24%. Donna will be going before the Council on December 16 with a draft RFP for the Tourism Strategic Plan to get their input. She also mentioned that Ocean City is the recipient of the State Tourism Economic Engine Award for the Ocean City Dew Tour. Donna accepted the award at the Tourism Conference in November. She also announced that she recently received official notification from the State Tourism Office that Ocean City has been awarded a $450,000 grant, the largest tourism grant in the state in FY2014. The grant is allocated based on FY2013 allowable expenditures and on growth of FY 2013 Comptroller-determined tourism tax revenues collected in FY2012. Tom Shuster stated that Winterfest of Lights has gotten off to a great start this year with 25,238 riders as of December 3. Over 18,000 of those riders were during the four-day Thanksgiving weekend. He also mentioned that the OC Parade will be held this Saturday, December 7, and the Jingle Bell Fun Run will be held under the Winterfest of Lights this Sunday, December 8. There will be a midnight fireworks display on New Years’s Eve at Northside Park again this year. Last year was the first time for the fireworks display and it was a very popular event. Frank Miller mentioned that there are 400 lighted displays this year in the Winterfest of Lights. He also stated that attendance over the four-day Thanksgiving weekend was up from last year.

The Mayor mentioned that he met with Cliff Sutherland and Mike Alexander of OC Bikefest earlier in the day. The two happened to be in town and stopped by to discuss how successful OC Bikefest was in 2013. Mary made a motion to go into closed session to discuss the 2014 advertising campaign. The commission voted unanimously to forward campaign creative and interactive projects proposed to the Mayor and Council for review and approval. The next meeting will be held on January 13 at 3 p.m. in Room 214 at the Convention Center.


5. CONSENT AGENDA A. Request to Approve Bid Solicitation for Tennis Center

Fence Replacement Project

TOWN OF

The White Marlin Capital of the World TO: The Honorable Mayor, Council President and Members of Council THRU: David L. Recor, ICMA-CM, City Manager FROM: Terence J. McGean, PE, City Engineer RE: Upcoming Bid, Tennis Center Fence DATE: Dec. 5, 2013 ISSUE(S): Upcoming bid for Mallard Run Tennis Center Fence Replacement SUMMARY: Bids for the replacement of the Mallard Run tennis court fence

(courts 1-6) are scheduled to be received at the January 14, 2014 Work Session

FISCAL IMPACT: $45,000 approved for this project by Council from FY 13 excess

fund balance. RECOMMENDATION: Open bid for the Mallard Run Tennis Center Fence Replacement

contract at the January 14, 2014 Work Session ALTERNATIVES: None RESPONSIBLE STAFF:

Terence McGean, City Engineer

COORDINATED WITH: Tom Shuster, Recreation and Parks Director Calvin Ginnavan, Parks Superintendent

ATTACHMENT(S): None

Agenda Item # 5A

Council Meeting Dec 16, 2013


5. CONSENT AGENDA

B. Request to Approve Bid Solicitation for 150 KW Generator

TOWN OF

The White Marlin Capital of the World TO: The Honorable Mayor, Council President and Members of Council THRU: David L. Recor, ICMA-CM, City Manager FROM: Terence J. McGean, PE, City Engineer RE: Upcoming Bid, 150 KW Generator DATE: December 6, 2013 ISSUE(S): Request to open bids for a 150 KW Generator at the January 14,

2014 Work Session SUMMARY: The new Fire Station 4 requires a 150 KW Generator. The

generator itself was not included in the General Construction bid and is being purchased directly by the City and installed by the general contractor.

FISCAL IMPACT: $85,000 included in Fire Station 4 Project Budget RECOMMENDATION: Open bids for 150 kw generator on January 14, 2014. ALTERNATIVES: None RESPONSIBLE STAFF:

Terence McGean, City Engineer

COORDINATED WITH: Not applicable ATTACHMENT(S): None

Agenda Item # 5B

Council Meeting Dec 16, 2013


5. CONSENT AGENDA C. Request to Approve Bid Solicitation for Bus Barn Roof

Repairs

TOWN OF

The White Marlin Capital of the World TO: The Honorable Mayor, Council President and Members of Council THRU: David L. Recor, ICMA-CM, City Manager FROM: Dean Dashiell – Senior Project Manager RE: Request Permission to Receive Sealed Bids for the MTA Funded Transportation Bus Storage

Facility – Roofing Repairs. DATE: December 11, 2013 ISSUE(S): Receive Sealed Bids for the MTA Funded Transportation Bus Storage

Facility – Roofing Repairs. SUMMARY: Request permission, from the Mayor & City Council, to receive sealed

bids at the February 11th, 2014 Work Session for the MTA Funded Transportation Bus Storage Facility – Roofing Repairs..

FISCAL IMPACT: Funding for this project is being provided by the Maryland Transit Administration, and the Town of Ocean City fund match budgeted in FY 2014.

RECOMMENDATION: Proceed with the proposed Bid Opening on February 11, 2014. ALTERNATIVES: None RESPONSIBLE STAFF:

Dean Dashiell – Senior Project Manager

COORDINATED WITH: Hal Adkins – Director of Public Works George Thornes – Superintendent of Transportation Brian Connor – Assist. Superintendent of Transportation

ATTACHMENT(S): Not applicable

Agenda Item # 5C Council Meeting 12-16-13

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5. CONSENT AGENDA

D. Bid Award Recommendation for Northside Park Pier Re-decking Project

TOWN OF

The White Marlin Capital of the World TO: The Honorable Mayor, Council President and Members of Council THRU: David L. Recor, ICMA-CM, City Manager FROM: Dean Dashiell – Senior Project Manager RE: Acceptance of a Bid for the Northside Park Pier Re-Decking Labor received at the

Department Level. DATE: December 11, 2013 ISSUE(S): Acceptance of a Bid for the Northside Park Pier Re-Decking Labor

received at the Department Level. SUMMARY: Request approval from the Mayor & City Council to award the low

bid, opened on December 6, 2013 at the Department Level, to APEX Construction in the amount of $ 15,400.00 for the above referenced work. The bid solicitation request was presented to the Mayor & City Council during the November 4th, 2013 Regular Meeting. I have performed a review of the low bid received from APEX Construction, and have found the document to be consistent in accordance with the contract documents.

FISCAL IMPACT: Funding for this project is included in the Park & Recreation FY

2014 Budget in the amount of $ 19,000.00. RECOMMENDATION: Award the Northside Park Pier Deck Labor to APEX Construction

in the amount of $ 15,400.00. ALTERNATIVES: None RESPONSIBLE STAFF:

Dean Dashiell – Senior Project Manager

COORDINATED WITH: Hal Adkins – Director of Public Works Tom Shuster – Director of Parks & Recreation Calvin Ginnavan – Superintendent of Parks

ATTACHMENT(S): Completed Bid Tab

Agenda Item # 5DCouncil Meeting 12-16-13




Northside Park- Pier Deck Replacement Bid

CONTRACTORS Base Bid

All Sates Construction $68,800.00

APEX Construction $15,400.00

Blue Fin Construction $36,500.00

Hi Tide Marine $21,450.00

J & L Services $40,497.50

Kade Construction $17,500.00

Superior Boat Lifts $89,986.50

The Myers Group $54,550.00





5. CONSENT AGENDA

E. Private Event Approval Request for St. George’s Blessing of the Waters – January 11, 2014

TOWN OF

The White Marlin Capital of the

TO: The Honorable Mayor, Council President and Members of Council

THRU: David L. Recor, ICMA-CM, City Manager

FROM: Lisa Mitchell, Private Events Coordinator

RE: St. George’s Greek Orthodox Church’s Blessing of the Waters

DATE: December 9, 2013

ISSUE(S): Peter Gjikuria for St. George’s Greek Orthodox Church is

requesting approval to hold the annual Blessing of the Waters.

SUMMARY: The Blessing of the Waters is a religious ceremony that takes

place on the beach at 90th Street. Orthodox priests lead a

procession of their congregation to the beach. The priests lead a

prayer service, bless a wooden cross and toss the cross into the

ocean. Swimmers then retrieve the cross from the water, and

the group leaves the beach.

FISCAL IMPACT: Potential positive economic impact from lodging, food and

beverage, recreation and other incidental expenditures related to

this event.

RECOMMENDATION: Approve the event.

ALTERNATIVES: No staff alternatives suggested.

RESPONSIBLE STAFF:

Lisa Mitchell, Private Event Coordinator

COORDINATED WITH: All appropriate departmental staff has reviewed and the event

has been coordinated with Beach Patrol, Public Works and the

Police Department.

ATTACHMENT(S): 1) January 2014 Calendar

2) Application

3) Cover Sheet

Agenda Item # 5E

Council Meeting 12/16/2013

Sun Mon Tue Wed Thu Fri Sat

1

PE - Penguin Swim

2 3 4

5 6 7 8 9 10 11

PE – St. George

Blessing of the

Waters

12 13 14 15 16 17 18

19 20 21 22 23 24 25

26 27 28 29 30 31

2014

January

Ocean City Private Events

Name of Event: St. George Blessing of the Waters New Event: No

Date of Event: Saturday, January 11, 2014

Date Application Received: October 10, 2013 Application Fee Paid: Yes

Date Returned from All Departments: December 9, 2013 Total Cost to Town: $300

Things to Note:

This is an annual religious ceremony held by St. George Greek Orthodox Church. Priests would lead a procession of

their congregation to a designated 50’x50’ area on the beach at 90th

Street. The priests would lead a prayer service,

bless a wooden cross and toss it 20-feet into the surf. Swimmers would retrieve the cross and the group would then

leave the beach. The event would last about 1-1/2 hours, from 12:30 pm until 2 pm.

Expected number of participants is 100-150.

A small 10’x30’ stage area would be set up.

The applicant would like to utilize a small PA system.

The applicant would like to borrow ten 4’x8’ platforms in which to build the stage.

The applicant requests 1-2 lifeguards be on-site during the event.

Comments from Department Representatives:

RISK MANAGEMENT – Insurance certificate must be submitted prior to the event.

PUBLIC WORKS – Can provide the 10 platforms requested. Estimated cost to the department is $300.00.

OCPD – Will notify shift and provide assistance with pedestrian crossing.

OCBP – Will assess the situation and determine the safest location for the exact toss. The organizers need to be

prepared for the participants getting to a heated location after going into the very cold water. This has been a great

event each year.

EMERGENCY SERVICES, FIRE MARSHAL, TOURISM, TRANSPORTATION, OCCC, and REC & PARKS –

No comments, concerns or costs.

Date on Council Agenda: December 16, 2013

Event Approved or Denied:

Date Fees Received: Amount:

Date Insurance Certificate Received: Beach Franchise Notified:

Date Permit Issued:

Other:

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PRIVATE EVENT APPLICATION Town of Ocean City, Maryland

NON-REFUNDABLE APPLICATION FEE: $100.00 For Profit Applicants, $25.00 Non-Profit Applicants

RETURN APPLICATION TO: Private Events Coordinator

Town of Ocean City

Recreation and Parks

200 125th

Street

Ocean City, MD 21842

[email protected]

This is an application for use and is not a permit of use. No guarantee of availability or

use is made or implied by the acceptance of the application and fee.

This application is to be completed and forwarded to the Ocean City Special Events

Department at least 90 days prior to the requested event. If an application is submitted

less than 90-days prior to the proposed start date, a late submission fee of $100.00 will be

assessed for both Non-Profit organizations and For-Profit promoters. A new application

must be submitted annually for recurring events.

Any misrepresentation in this application or deviation from the final agreed upon route

and/or method of operation described herein may result in the immediate revocation of

the permit. Applicant’s attention is directed to the accompanying information packet,

entitled “Private Event Application Guidelines.”

All questions on the application must be fully answered. “Same as last year” or similar

comments are not acceptable responses. If a question does not apply, please write “N/A”

in that space. The application will be returned if the information is incomplete. Please

type or print the information clearly. You may attach additional sheets as necessary.

A non-refundable application fee must accompany this document.

$100.00 For-Profit Promoters and $25 Non-Profit Organizations

The minimum fee for City property usage is $150 per day for For-Profit promoters and

$25.00 per day for Non-Profit organizations. For beach use this fee is applied per ocean

block, per day. Races/runs/walks on the beach do not require a per block charge. Set-up

and breakdown days are also subject to this fee assessment.

1. TITLE OF EVENT: ________________________________________________

2. IS THIS A NEW EVENT? ____No_____________________________________

Blessing of the Waters

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3. DATE(S) OF EVENT. IF THIS IS A REQUEST FOR A 3-YEAR APPROVAL OR

3-YEAR APPROVAL CONTINUANCE PLEASE PROVIDE THE EVENT DATES

FOR THE NEXT 3-YEARS: __January 11, 2014

4. STARTING & ENDING TIMES OF EVENT: __12:30 pm-2 pm

5. PROJECTED SET-UP DATE (S) & TIMES: _January 11, 10 am

6. PROJECTED CLEAN-UP DATE (S) & TIMES:__January 11, 2 pm

_____________________________________________________________________

7. LOCATION (Describe area in which event shall be contained; be specific as to how

much area will be used, etc.): _ON the beach at 90th

St. 10’x30’ will be a staging area

where the religious ceremony will take place and a 50’x50’ area for participants and

chaperones.

8. APPLICANT’S NAME: __

9. ORGANIZATION REPRESENTING: St. George Greek Orthodox Church

_______________________________________________________

10. MAILING ADDRESS: _8805 Coastal Highway, OCMD 21842

_____________________________________________________________________

11. WORK PHONE: 410-524-0990___ HOME PHONE: ________

FAX: _410-524-6772___________ EMAIL:

12. IF ORGANIZATION IS NONPROFIT, YOU MUST SUBMIT A LETTER OF

PROOF OF NON-PROFIT STATUS. HAVE YOU SUBMITTED SUCH

DOCUMENTATION? ___ _____________________________ IF NOT, WHY?

_____________________________________________________________________

13. ON-SITE EVENT COORDINATOR, IF DIFFERENT THAN APPLICANT:

___________Peter Gjikuria

14. LOCAL ADDRESS OF COORDINATOR, IF DIFFERENT THAN QUESTION 10:

____12943 Windy Drive, OCMD 21842

15. COORDINATOR’S CONTACT INFORMATION IF DIFFERENT THAN

QUESTION 11: HOME: ____________________WORK: 443-497-1511_____

FAX: ____________________________ CELL: _443-497-1551_______________

E-MAIL ADDRESS: [email protected]______________________________

OTHER: _____________________________________________________________

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16. FULLY DESCRIBE THE EVENT AND ALL PROPOSED ACTIVITIES: _____

____The priests will lead a procession of faithful from the church to the beach at 90th

St. The priests will lead a prayer service and bless a wooden cross which will be

tossed into the surf. Swimmers will retrieve the cross and the group will leave the

site to have a luncheon.

Please attach additional pages to the back of this application

17. WHERE WILL THE EVENT HEADQUARTERS BE LOCATED? ______________

_____________________________________________________________________

18. VEHICULAR ACCESS TO THE BEACH IS CONTROLLED. DO YOU REQUIRE

SUCH ACCESS? _______No__________ IF SO, WHERE? __________________

19. FULLY DESCRIBE THE UNLOADING AND LOADING OF SUPPLIES,

EQUIPMENT, ETC. IN SUPPORT OF YOUR EVENT (Include location, process,

etc.): ______A few religious items will be carried to the site along with a small PS

system.______

20. WILL YOU SET UP A JUDGING AREA, P.A. SYSTEM, TENTS,

SCAFFOLDING, ETC.? IF SO, PLEASE ILLUSTRATE ON REQUIRED

DIAGRAM AND DESCRIBE HERE: _____________________________________

___A small area, 10’x30’ for the religious ceremony and a small PA system

21. DESCRIBE THE CROWD CONTROL PROCEDURES YOU INTEND TO

EMPLOY: _____Volunteer ushers form the church’s parish council will control and

direct the crowd.

22. DESCRIBE ANY SPECIAL PARKING/TRAFFIC NEEDS OR

CONSIDERATIONS (Be aware that additional charges may be assessed.): ____

N/A

23. HAVE ARRANGEMENTS BEEN MADE FOR MEDICAL ASSISTANCE? __

__________ IF SO, WHAT TYPE? _We will be requesting a life guard to be on

standby.

24. WHAT IS YOUR RAIN POLICY? ____________________________________

_____________________________________________________________________

25. WHAT PROVISIONS WILL BE MADE FOR COLLECTION AND DISPOSING

OF SOLID WASTES, INCLUDING GARBAGE AND RECYCLABLES?

St. George Greek Orthodox Church

Rain or shine

There will be no food or drink on the beach.

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26. WHAT PROVISIONS WILL BE MADE FOR PARTICIPANT “COMFORT”

(TOILETS, HAND WASHING, ETC.)? ________________________________

___N/A

27. DESCRIBE CONCESSIONS/SALE ITEMS REQUESTED: _______________

_N/A________________________________________________________________

_____________________________________________________________________

28. DESCRIBE ALL PRODUCT SAMPLING REQUESTED (SPECIFIC SIZES &

QUANTITIES): _______________________________________________________

__N/A_______________________________________________________________

____________________________________________________________________

29. WILL REVENUE BE GENERATED FROM PARTICIPANT FEES,

CONCESSIONS, SPONSORSHIPS OR ANY OTHER SOURCE? ______________

IF SO, WHO WILL THE PROCEEDS BENEFIT? ___________________________

_____________________________________________________________________

_____________________________________________________________________

30. DESCRIBE EVENT PRIZES/AWARDS: _The 2 retrievers of the Holy Cross will

each be awarded a Holy icon blessed by the arch bishop.

____________________________________________________________________

31. WILL YOU BE OFFERING A RAFFLE AT YOUR EVENT?

___No______________ Please forward a copy of the approved “One Day Raffle Permit” to the

Private Events Coordinator.

32. WILL YOU BE ERECTING A TENT AT YOUR EVENT? _________________

Please forward a copy of the approved “Tent Permit” from the Office of the Fire Marshal to the Private

Events Coordinator.

33. WILL YOU BE HAVING AIR-INFLATED STRUCTURES AT YOUR EVENT?

____No__________ Please forward a copy of the approved “Air Support/Air-Inflated Structures

Permit” to the Private Events Coordinator.

34. WILL YOU BE HAVING A BONFIRE AT YOUR EVENT? _________________

Please forward a copy of the approved “Bonfire Permit” to the Private Events Coordinator.

35. WILL YOU BE HAVING FIREWORKS AT YOUR EVENT? _________________

Please forward a copy of the approved “State of Maryland Fire Marshal Fireworks Permit” to the Private

Events Coordinator.

N/A

N/A

No

N/A

No

No

No

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36. DO YOU EXPECT TO SERVE/SELL/DISTRIBUTE ALCOHOLIC BEVERAGES

AT YOUR EVENT? ________ IF SO, PLEASE DESCRIBE INTENT (include

beverage type, quantities, drink sizes, location, etc.): __________________________

_____________________________________________________________________

Please forward a copy of the approved “One Day Alcohol Permit” to the Private Events Coordinator.

37. EXPECTED NUMBER OF PARTICIPANTS: ____15____________________

38. EXPECTED NUMBER OF SPECTATORS: ________________________________

39. IF YOUR EVENT TAKES PLACE ON THE BEACH, YOU MUST NOTIFY THE

APROPRIATE BEACH FRANCHISE OWNER OF THE INTENDED EVENT.

HAVE YOU DONE SO? _____________WHO DID YOU CONTACT?

_____________________________________________________________________

40. WHAT ASSISTANCE AND SUPPLIES WILL YOU BE REQUESTING FROM

THE TOWN OF OCEAN CITY (A refundable damage/repair bond of $100.00 is

required for each major end-item borrowed from the Town of Ocean City):

1-2 life guards

10’x30’ platform at the site on 90th

St. beach.

_____________________________________________________________________

41. A STATE HIGHWAY PERMIT MUST BE OBTAINED FOR USE OF ANY

STATE PROPERTY (ROADS, HIGHWAYS, ETC.) HAVE YOU ALREADY

OBTAINED TIS PERMIT? ___N/A_____________IF SO, PLEASE ATTACHED A

COPY TO THE BACK OF THIS APPLICATION. Please forward a copy of the approved

“MDOT Highway Permit” to the Private Events Coordinator.

42. For parade organizers only: EXPECTED NUMBER OF OVERSIZED VEHICLES

(LARGER THAN 12 FT TALL, 8 FT WIDE AND/OR 20 FT. LONG) TRAVELING

THE PARADE ROUTE: ______________ DESCRIBE: ______________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

43. LIST LOCATIONS AND DATES FOR PRIOR EVENTS HELD THE PAST FIVE

(5) YEARS: __________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

no

100-150

N/A

Greek festival at the OCCC, blessing of the waters on south of inlet pier and the

Carousel Hotel oceanfront.

N/A

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44. LIST ALL SPONSORS ASSOCIATED WITH YOUR EVENT (Please read and

comply with the Town of Ocean City’s sponsorship policy. The application will not

be approved without sponsors. If no sponsors, please state “No Sponsors” in area

provided below.): ___St. George Greek Orthodox Church

45. LIST ADDITIONAL COMMENTS AND/OR REQUESTS NO COVERED IN THIS

APPLICATION: _Mayor Rick Meehan, Jim Matthias and OCPD have participated in

previous years. _________________________________________________

46. PLEASE ATTACH A DETAILED DIAGRAM OF THE EVENT LAYOUT. MAKE

SURE YOU INCLUDE LOCATION OF HEADQUARTERS, PA SYSTEM,

STAGE, CONCESSIONS, COURTS, BANDS, ETC.

IS DIAGRAM INCLUDED WITH APPLICATION? YES XX____ NO_______

An event diagram MUST be included for an event to be considered.

INSURANCE REQUIREMENT:

For the protection of the public and the Mayor and City Council, the applicant shall

obtain, at the applicant’s own expense, general liability insurance coverage, which shall

include coverage for personal injury in the amount of one million dollars ($1,000,000)

single limit. Said insurance coverage shall name the Mayor and City Council as

additional insured, with the address on the certificate listed as 301 Baltimore Avenue,

Ocean City, Maryland 21842. A copy of the Insurance Policy Addendum, showing the

addition of the Mayor and City Council as additional insured, is also to be provided. The

certificate of insurance and the addendum shall be furnished to the Private Events

Coordinator, no later than 30-days before the private event.

INSURANCE CERTIFICATE AND ADDENDUM:

___ XX__________INCLUDED WITH APPLICATION

___________TO BE OBTAINED AND FORWARDED NO LATER THAN

THIRTY (30) DAYS PRIOR TO THE EVENT

of 8

COCA-COLA EXCLUSIVE PRODUCT AGREEMENT DISCLOSURE:

The applicant must comply with all provisions of the Town’s agreement with Coca-Cola

Refreshments as it pertains to the distribution or sales of beverages by the applicant on

Town property. The applicant agrees to sell, dispense or serve only Coca-Cola beverages

on Town premises for the duration of the permitted use.

The applicant is expressly prohibited from using the beverages of other suppliers, said

beverages to include soft drinks, juices, sport drinks, specified energy drinks and bottled

waters. The permitted beverages include Coca-Cola, Diet Coke, Sprite, Pibb Xtra, Mello

Yello, Fresca, Nestea, Arizona Tea, Honest Tea, Barqs Root Beer, Fanta, Minute Maid,

Seagrams Ginger Ale, PowerAde, V-8 Juice, Fuze Juice, Monster, Tum E Yummies,

Dasani and other products that Coca-Cola may provide in accordance with its agreement

with the Town of Ocean City.

I have read this disclosure and agree that I will comply with its provisions.

APPLICANT’S SIGNATURE____________________________DATE______________

MANDATED CHANGES/CANCELLATION

Applicant understands that any event or event date can be changed or canceled at the

direction of the Mayor and City Council if the approved event interferes with Public

Works project(s) or any other necessary governmental function. Such action may be

directed at any time.

APPLICANT’S SIGNATURE___________________________DATE_______________

LOCAL ORDINANCE DISCLOSURE AND COMPLIANCE

The applicant agrees to comply with the provisions of all applicable ordinances of the

Town of Ocean City. Specifically all permitted uses on or within 75 feet of the

Boardwalk are required to comply with the provisions of chapter 62 of the Code which

expressly prohibits the public sale, rental or exchange for a donation of any goods, wares,

merchandise, foodstuffs, refreshments or other commodities or services.

I have read this disclosure and will comply with all provisions of the local ordinances

including Chapter 62 of the Town Code.


HOLD HARMLESS CLAUSE:

Permitee (organization/applicant) shall assume all risks incident to or in connection with

the permitee activity and shall be solely responsible for damage or injury, of whatever

kind or nature, to person or property, directly or indirectly arising out of or in connection

with the permitee activity or the conduct of Permitee’s operation. Permitee hereby

expressly agrees to defend and save the Town of Ocean City, its officers, agents,

Signature on file 10-9-2013

Signature on file

10-9-2013

Signature on file

10-9-2013

of 8

employees and representatives harmless from any penalties for violation of any law,

ordinance, or regulation affecting its activity and from any and all claims, suits, losses,

damages, or injuries directly or indirectly arising out of or in connection with the

permitee activity or conduct of its operation or resulting from the negligence or

intentional acts or omissions of Permitee or its officers, agent and employees.


PRIVATE EVENT APPLICATION COMPLIANCE REQUIREMENT

The applicant for the private event described in this application agrees to follow

guidelines provided and submit a complete application including all required submission

of materials.

The applicant agrees to take full responsibility for all city-owned property, whether

borrowed, leased or rented, and understands that necessary replacement and/or repair fees

may be assessed should such property be in an unacceptable condition.

The applicant agrees to abide by all provisions of the private event permit granted by the

Town and agrees to pay all fees and costs assigned to the permit. The applicant further

agrees to comply with all conditions of the use permit, which may be required by the

Mayor and City Council of the Town.

I have read and will copy with all special event application requirements.


Signature on file

10-9-2013

Signature on file

10-9-2013


6. MISCELLEANEOUS REPORTS AND PRESENTATIONS A. Bid Opening – Horseback Riding Services

TOWN OF

The White Marlin Capital of the World

TO: The Honorable Mayor, Council President and Members of Council THRU: David L. Recor, ICMA-CM, City Manager FROM: Kelly L. Allmond, City Clerk RE: Horseback Riding RFP DATE: December 2, 2013

ISSUE(S): RFP for Horseback Riding Services

SUMMARY: A Request for Proposals for Horseback Riding Services was published in the November 24th and 31st Edition of the Ocean City Digest. Additionally, RFP’s were sent to the Organizations listed on the attached bid sheet. All proposals were due to the City Manager by Friday, December 13, 2013.

FISCAL IMPACT: To be determined RECOMMENDATION: Acknowledge receipt of proposals and remand to Staff for review. ALTERNATIVES: Not applicable RESPONSIBLE STAFF: City Clerk COORDINATED WITH: Not applicable ATTACHMENT(S): 1) Bid Sheet

2) Horseback Riding Request for Proposal

Agenda Item # 6A

Council Meeting 12/16/13

HorsebackRidingRequestsforProposalsReceivedDecember13,2013

AutumnGrove11026SinepuxentRdBerlin,MD21811Phone:(443)235‐0257E‐mail:[email protected],DE19945(302)542‐[email protected],Inc.7406LibertytownRdBerlin,MD21811(410)641‐3648blackacrefarm@excite.comHollyRidgeStables36609PurnellCrossingRdWillards,MD21874(410)835‐2596HoofPrintsTrailRidingCenter5367SixtyFootRdParsonsburg,MD21849(410)835‐[email protected],DE19968(302)684‐[email protected],LLC9074SpringHillLnSalisbury,MD21801(410)543‐2063secretpridestables@yahoo.comSouthernDelawareHorseFarm22532PineHavenGeorgetown,DE19947(302)856‐1598SweetMeadowStable37033SweetMeadowLaneSelbyville,DE19975(302)396‐[email protected]

REQUESTFORPROPOSALSHORSEBACKRIDINGSERVICESTownofOceanCity,Maryland

TheMayorandCityCouncilfortheTownofOceanCity(referredtoas“theTown,”)seeksproposalsforaseasonalhorsebackridingconcessiontoprovidethegeneralpublicwithasafeandconvenientopportunitytoridehorsesonthebeachwithintheTownlimits.Currently,theTownallowshorsebackridingoncertainareasofthebeachfromNovember1stofeachyearthroughMarch30thofthefollowingyear,fromof6:00a.m.to5:00p.m.Thepermittedridingareaisonthehardsandclosesttothewater’sedge,nomorethan10feetwestwardfromthehightidelineandfromInletonthesouthedgeofTownnorthto27thStreet. PROPOSALS MUST INCLUDE THE FOLLOWING: 1. Annualflat‐feeoffertoTownforalimitedthree(3)monthoperatingtermofJanuary1,2014throughMarch

30,2014withabidbondfortheamountoftheannualflatfeeoffer. This term will increase to the full five (5) month season of November 1st through March 30th for future years if the concession is deemed successful and approved for renewal. Thebidbondmusttaketheformofacertifiedbankcheck,officialbankcheck,UnitedStatesPostalServicepostalmoneyorder,orcashier’scheckintheexactamountofthefirstannualflat‐feeoffer.Personalorbusinesscheckswillnotbeaccepted.ProposaldepositswillbereturnedtounsuccessfulBidders(a.k.a.ApplicantorConcessionaire)aftertheconcessionagreementissignedwiththesuccessfulbidder.Proofoffinancialcapabilitytopaythefeessetforthintheproposalshallalsobeincluded.

2. DetailedOperationalPlanthatincludes:

A. DESCRIPTION OF SERVICES:theidealConcessionairewillprovidehorsebackridingactivitiesthatshallinclude,butarenotlimitedto,ridinglessons,guidedrides,ponyrides,schoolprograms,communityprograms,andtherapeuticriding.Allservices,ratesandfeesaresubjecttowrittenapprovalbytheTown.

B. TRANSPORTATION, OFFSITE BOARDING AND PARKING PLAN: theConcessionairewillbe

requiredtotransporthorsestoandfromthedesignatedridingareadaily.Proposalsshouldincludeadetailedplanfortransport,containmentandmaintenanceofthehorses,hardwareandsuppliesattheInlet‐basedconcessionoperatingsite.ParkingforvehiclesandtrailerswillbeavailableontheInletParkingLotasapprovedbytheTownwithguidancefromtheConcessionaireParkingPlanandperspectivefromtheDepartmentofPublicWorks.

C. STAFFING: TheConcessionairewillberequiredtohaveenoughstaffonhandforthesafety,comfortand

well‐beingofthepatronsandhorses.

D. RUBBISH REMOVAL & RECYCLING: theConcessionairewillberesponsiblefor,atitssolecostandexpense,clean‐upandremovalofallwaste,garbage,refuse,rubbish,litterandhorserelatedwastefromtheoperatingsite,designatedridingareaandtheareawithinfifty(50)feetoftheconcessionlocationwhentheconcessionisopen.TheConcessionairewillberesponsibleforkeepingthepathwaysleadingtoandfromtheparkingareastotheoperatingsitecleanandfreeofhorse‐relatedwaste.TheConcessionairewillberequiredtoprovideadequateandeasilyaccessiblewasteandrecyclingreceptacles,approvedbyPublicWorksandhavethesereceptaclesemptiedonadailybasisandremoved.Inaddition,theConcessionairewillberequiredtodemonstratetoTheTown’ssatisfaction,throughadetailedmaintenanceplan,thatitwillkeepandmaintaintheconcessionsiteinexcellentconditionthroughoutthefive‐monthterm.

E. SIGNAGE & ADVERTISING: theConcessionairewillberequiredtoprominentlydisplaysignageatthe

designatedridingarealistingallprices,rates,andhoursanddaysofoperation.ThedesignandplacementofallsignagewhichmustincludetheConcessionaire’sname,tradenames(s)and/orlogo(s),issubjecttoTown’spriorwrittenapproval.TheConcessionairewillbeprohibitedfromplacingorpermittingtheplacementofadvertisementsinthedesignatedridingareawithoutthepriorwrittenapprovaloftheTown.

F. INTERNAL CONTROLS: throughoutthefive‐monthterm,theConcessionairewillberequiredto

maintainarevenuecontrolsystemtoensuretheaccurateandcompleterecordingofallrevenues,inaformandmanneracceptabletotheTown.Thisrevenuecontrolsystemmustmaintaindetailedsalesinformationfromeachsalestransaction.

G. SAFETY: sincesafetyisoftheutmostconcern,Biddersmustpresentproofofpriorexperienceinoperatingthistypeofserviceandshouldsubmittheirpersonaland/orcompanysafetyrecord.Eachproposalshouldincludeadetailedoutlineofmaintenanceschedulesandsafetyprecautionsrequiredfortheoperationoftheconcessionanddesignatedridingareaaswellasanyapplicablestaffqualificationsandcertifications.Biddersshouldalsoprovidedescriptionsofthelocationsandtypesoffacilitiestheyhaveoperated,includingalistofreferences.TheconcessionairewillberequiredtocomplywithallnationalsafetyguidelinesandFederal,StateandCitylaws,rulesandregulationsrelatedtothedevelopment,operationandmaintenanceoftheConcessionanddesignatedridingarea.

H. HEALTH AND SAFETY OF THE HORSES: allproposalsmustincludethename,age,briefphysical

descriptionandanegativeEquineInfectiousAnemiaReportforeveryparticipatinghorse.Furthermore,theoperatorshall:a. Maintainfullcontrolofhorsesatalltimes.b. Ensurethattheconcessionanddesignatedridingareasarefreeofhazardstopatronsandthehorses.c. Provideadequatefoodandwaterforthehorses.Thelicensedoperatorshallensurethateachhorse

underhiscontrolisprovided,insuitablecontainers,adequatefood,water,andothernecessities.d. Provideadequateequinehealthcare.Theoperatorshallensurethateachhorseunderhiscontrol

receives:i. Regularroutinehealthcarebyanaccreditedveterinarian,includingbutnotlimitedtoworming,

dental,andfootcareii. Provideimmediateattention,careandtreatmentifitbecomessick,injuredorlame.iii. Ensurethatbasicfirstaidsuppliesforequineandpatronsareimmediatelyavailableandingood

order.

I. PROOF OF INSURANCE:fortheprotectionofthepublicandtheTown,theApplicantmustobtain,attheapplicant’sownexpense,occurrenceformcomprehensivegeneralliabilityinsurancecoverage,whichinsurancecoverageshallincludecoverageforpersonalinjurywhichsaidinsurancecoverallshallbeatleastintheamountofonemilliondollars($1,000,000)singlelimit.SaidinsurancecoverageshallnametheMayorandCityCouncilasadditionalinsured's,withtheaddressonthecertificatelistedas301BaltimoreAvenue,OceanCity,Maryland21842.AcopyoftheInsurancePolicyAddendum,showingtheadditionoftheMayorandCityCouncilasadditionalinsured,isalsotobeprovided.ThecertificateofinsuranceevidencingsuchcoverageandtheaddendumshallbefurnishedtotheDirectorofRecreationandParksonbehalfoftheMayorandCityCouncilbytheApplicantandbeapprovedbytheTown’sRiskManagerbeforeApplicantengagesintheactivityasConcessionaire. Indemnity:theConcessionaireshallassumeallrisksincidenttoorinconnectionwiththepermittedactivityandshallbesolelyresponsiblefordamageorinjury,ofwhateverkindornature,topersonorproperty,directlyorindirectlyarisingoutoforinconnectionwiththepermittedactivityortheconductofConcessionaire’soperation.ConcessionaireherebyexpresslyagreestodefendandsavetheTownofOceanCity,MayorandCityCouncil,itsofficers,agents,employeesandrepresentativesharmlessfromanypenaltiesforviolationofanylaw,ordinance,orregulationaffectingitsactivityandfromanyandallclaims,suits,losses,damages,orinjuriesdirectlyorindirectlyarisingoutoforinconnectionwithConcessionaireactivityorconductofitsoperationorresultingfromthenegligenceorintentionalactsoromissionsofConcessionaireoritsofficers,agentandemployees

J. COMMUNITY RELATIONS: theTownwillfindfavorinproposalsthatdemonstrateanawarenessoftheroleoftheconcessionasanintegralpartofthesurroundingcommunitybyshowingacommitmenttocooperatewith,andsupporttheTown’sadministrators,citizens,andvisitors.

K. CUSTOMER SERVICE MEASUREMENT MECHANISM: theTownexpectsexcellentcustomerservice.

TheTownencouragesApplicantstoimplementcustomerservicemechanismsthatwillenhanceandmaintainthesafetyandsatisfactionofpatrons.Thesemechanismsshouldbeoutlinedineachproposal.

L. IDENTIFICATION & ADDRESS: thesuccessfulBidderwillberequiredtopresentpictureidentification(suchasadriver’slicenseorapassport)andproofofaddress(suchasautilitybill)inordertoexecutetheAgreement.Inaddition,allbidderswillbeexpectedtoprovidetheTownwithatleasttwo(2)telephonenumbersforcontactpurposes.ThesuccessfulBiddershallnotifytheTown’sBusinessLicenseDepartmentimmediatelyofanychangestothesuccessfulBidder’saddressorphonenumber.

M. AMERICANS WITH DISABILITIES ACT (“ADA”) COMPLIANCE:theconcessionaireshallberequiredtoprovideADAaccessibilitythroughouttheconcessionoperatingareaanddesignatedridingarea.TheConcessionaireshallcomplywithallCity,StateandFederalrequirementstoprovidesafeandaccessiblerecreationalopportunitiesforeveryone,includingpersonswithdisabilities.TheConcessionaireisencouragedtoexceedaccessibilityrequirementswheneverpossible,andnotsimplyprovidetheminimumlevelrequired.

N. PERMITS, LICENSING & APPROVALS: TheConcessionairewillberesponsibleforobtainingallnecessarypermits,licensesandapprovalsfromallCity,StateandFederalAgencieshavingjurisdictionfortheoperationandmaintenanceoftheConcession,designatedridingareaandcareofthehorses.

AllProposalsmustbereceivedbytheOfficeoftheCityManagernolaterthan11:00AMonDecember13,2013.Latebidsaresubjecttodisqualification.Sendyourproposalto:

OfficeoftheCityManager‐HorsebackRidingProposal

TownofOceanCity301BaltimoreAvenue

OceanCity,Maryland21842ProposalswillbeopenedattheMayorandCouncilWorkSessionandremandedtostaffforreview.WorkSessionsbeginat1:00PMintheCouncilChambersofCityHalllocatedat301BaltimoreAvenue,OceanCity,Maryland.TheTownreservestherighttoacceptorrejectanyandallProposalsforanyreasonandtonegotiateacontractthatisinthebestinterestoftheTown.Proposalevaluationwilltakeintoaccountallrelevantcriteria.Inevaluatingproposals,CityStaffwillusethefollowingcriteria:

・ PlannedOperations・ OperatingExperience・ FeeOffer・ FinancialCapabilityTheTownwillonlyconsiderproposalsthatmeetsatisfactorylevelsoftheabovecriteria.TheCityisnotrequiredtoaccepttheproposalthatincludesthehighestfeeoffer.TheTown’sacceptanceofaproposaldoesnotimplythateveryelementofthatproposalhasbeenaccepted.Whenfeasible,theTownwillvisitallfacilitiesownedandoperatedbybidder.


8 – ITEMS REFERRED TO AND PRESENTATIONS FROM THE CITY MANAGER AND STAFF

A. Discussion of Tourism Strategic Plan RFP presented by

Tourism Director

TOWN OF


TO: The Honorable Mayor, Council President and Members of Council THRU: David L. Recor, ICMA-CM, City Manager FROM: Donna Abbott, Tourism and Marketing Director RE: RFP for Tourism Strategic Plan DATE: December 5, 2013

ISSUE(S): Tourism Strategic Plan SUMMARY: At the October 21 regular session, the Mayor and Council voted

to accept the Tourism Commission’s recommendation to proceed with composing an RFP for the establishment of a strategic plan for tourism. A draft RFP has been prepared to solicit proposals for a five-year strategic plan, evaluating the town’s tourism assets and conducting a market analysis to incorporate into a plan that will serve as the blueprint for Ocean City’s tourism marketing for FY 2015-2020.

FISCAL IMPACT: To be determined based on proposals received. There is a

$40,000 line item for marketing research. RECOMMENDATION: Approve RFP ALTERNATIVES: Revise or discard RFP as presented. RESPONSIBLE STAFF:

Donna Abbott, Tourism and Marketing Director

COORDINATED WITH: David Recor, City Manager ATTACHMENT(S): Draft RFP and proposed timeline

Agenda Item # 8A

Council Meeting December 16, 2013

Dec. 13 Jan. 14 Feb.14 Mar. 14 Apr. 14 14-May

Sessions withstake-holders

RFP awarded

Strategic Plan RFP Timeline

Tourism strategic Plan RFP goes out.

Strategic plan presented for review & approval.

DRAFT Request for Proposals for

Ocean City, Maryland Department of Tourism Strategic Plan for Tourism

Project Overview The Town of Ocean City, Maryland is soliciting proposals for a five-year strategic plan for tourism. The project will encompass interviewing key Ocean City tourism stakeholders, evaluating Ocean City tourism assets and conducting a market analysis to incorporate into a strategic plan that will serve as the blueprint for Ocean City’s tourism marketing, identifying target and niche markets and priorities for FY 2015-2020. Community Profile Ocean City, Maryland is a municipality located in Worcester County on the Mid-Atlantic coast. Its economy is tourism based. The resort town averages about 8 million visitors annually, with approximately half of those visitors traveling to Ocean City between Memorial Day and Labor Day, primarily from Maryland, Pennsylvania, the Washington DC/Northern Virginia metropolitan area and emerging markets of New York and New Jersey. Ocean City is Maryland’s only oceanfront vacation destination, known for its free and clean beaches, a world-class boardwalk, and access to numerous recreational pursuits including watersports, deep-sea and coastal bay fishing, golf, fine dining, amusement parks and more. Additionally, Ocean City is a popular choice for weddings, family and fraternal reunions, and social group gatherings. A second important component of Ocean City’s visitor base is convention and meeting trade with Ocean City’s Roland E. Powell Convention Center serving as the premier convention, meeting and trade show destination. The addition of a performing arts center is now under construction at the convention center, and a new Center for the Arts opened last year improving the town’s cultural assets. The town also sponsors outdoor festivals, concerts and movies on the beach in both the summer season as well as shoulder seasons of spring and fall. Winterfest of Lights is a holiday attraction developed to bring in business over that time period. Ocean City is ideally located to capture primary market access from one-third of the nation’s population. Access to the resort is very good from a 400-mile radius by many improved state and national highways. Ocean City is primarily a “drive-to” destination, although air service connections are available into the Salisbury/Ocean City Regional Airport from Philadelphia and Charlotte, NC. The Ocean City Department of Tourism is a department of and funded by the Town of Ocean City, MD, and is the official destination-marketing leader for the Town. The Tourism Department is responsible for the advertising, marketing and promotion of the resort and its attributes. It is responsible for increasing revenues to the town by increasing visitation to Ocean City. Ocean City’s 10-mile beach is lined by approximately 9,500 hotel rooms, 28,000 condominium rentals and more than 160 restaurants. The three-mile-long boardwalk has amusements, retail shops, restaurants and accommodations.

. The Department of Tourism is guided and supported by the Mayor and City Council and the City Manager. Serving in an advisory capacity to the Department of Tourism is the Ocean City Tourism Commission made up of the Mayor, three City Council members, and other appointed industry representatives from area trade associations.

Effective January 1, 2008, a new ordinance went into effect for performance-based funding of the advertising budget from a room tax increase. This means the advertising budget is subject to adjustments throughout the fiscal year based on room tax revenues. In FY 2009, the Town spent $3 million on marketing. In 2010, the Town invested an estimated $3.9 million in an integrated marketing campaign that includes, but is not limited to, public relations, broadcast and cable television, radio, outdoor, print, interactive, and collateral to promote the Town as a premier beach vacation destination. In FY 2013 the advertising budget was approximately $5 million. The Ocean City Tourism Department works with an advertising agency of record to attract visitors. Per the Mayor and Council the current targeted audience focuses on adults ages 25-49 with a household income of $50,000 plus, seeking families with children under 18 in the household. Ocean City has seen its market share rebound from the recessionary time period. The amount of room tax collected over the summer season (May through August) has increased 22 percent over the last four years. Hotel occupancy as measured by Smith Travel Research has shown some increase during the 2013 summer season over the 2012 season. While weekend visitation is exceedingly strong in season, weekday travel remains softer as family vacation length of stay has seen declines overall across the nation. Hotels also compete with condominium rentals, which in many cases offer a more spacious retreat for families and visitors who have longer periods of stay. The Town now seeks to have an independent evaluation of its tourism assets and an analysis of key feeder and niche markets, and incorporate findings into the development of a five-strategic plan to maximize tourism potential. Desired Outcomes: Identify key geographic and demographic targets with the highest ROI potential. Identify niche market targets with the highest ROI potential. Vision, goals and objectives for the Ocean City Department of Tourism for FY 2015-2020. A strategic planning document that contains all of the above. Responses: To respond to the request for proposals, please provide the following: A statement describing your understanding of the current dynamics of the travel industry. A detailed summary of your experience in the travel and tourism industry.

Your experience in facilitating strategic planning sessions, to include your recommended approach and samples of past agendas. Your recommendations for how this process should be structured to assist the Department of Tourism achieve the desired outcomes. Your fee. Three references familiar with your strategic planning capabilities. Any additional information you wish to include assisting the Town in the selection process.

Submission Instructions

1. Prior to the submission of written proposals, all questions concerning this RFP must be submitted in writing to the Director of Tourism, Donna Abbott, [email protected], 4001 Coastal Highway, Ocean City, MD 21842, and will be answered in writing. Questions must be submitted no later than 10 days prior to the due date.

2. Any interpretation or correction of the RFP will be made only by written addenda to all parties who have submitted written proposals.

a. Before submitting a proposal, each agency or individual shall make all investigations and examinations necessary to ascertain conditions and requirements affecting proposed services. Failure to make such investigations and examinations shall not relieve successful agency from obligation to comply in every detail with all provisions and requirements, nor shall it be basis for any claim whatsoever for alteration in any term of or payment required by an agreement. The Town of Ocean City reserves the right, at its discretion, to reject any and all bids.

3. Sealed bids shall be at the Office of the City Manager no later than 12:00 noon on______________. Mailed bids must be received by this time, as postmarks will not be considered. Faxed bids will not be considered.

ADDRESS MAILED BIDS TO:

Office of the City Manager City Hall

Town of Ocean City, Maryland 301 Baltimore Avenue

Ocean City, Maryland 21842 410-289-8221

AND MARK PROMINENTLY ON THE FRONT OF THE ENVELOPE:

“SEALED BID: Tourism Strategic Plan RFP”

Proposals will be acknowledged at the Mayor and City Council Work Session on ____________________at 1:00 p.m. at City Hall, 301 Baltimore Avenue, Ocean City, Maryland.

THIS BID PACKAGE CONTAINS 3 PAGES. PLEASE MAKE A COPY FOR YOUR

RECORDS AND RETURN ALL PAGES AS A PART OF YOUR BID PACKAGE.


8 – ITEMS REFERRED TO AND PRESENTATIONS FROM THE CITY MANAGER AND STAFF

B. Strategic Planning Action Item Update presented by

City Manager

TOWN OF

The White Marlin Capital of the World TO: The Honorable Mayor, Council President and Members of Council FROM: David L. Recor, ICMA-CM, City Manager RE: Update of Strategic Planning Action Items DATE: December 12, 2013 ISSUE(S): Strategic Planning Action Items SUMMARY: An update will be provided for policy agenda items, management

agenda items, and major projects. FISCAL IMPACT: Not applicable RECOMMENDATION: Not applicable ALTERNATIVES: Not applicable RESPONSIBLE STAFF: David Recor, City Manager COORDINATED WITH: Department directors ATTACHMENT(S): Documentation to be distributed at the work session.

Agenda Item # 8B

Council Meeting December 16, 2013


9 – ITEMS REFERRED TO AND PRESENTATIONS FROM THE CITY SOLICITOR

A. First Reading – Ordinance to Amend Chapter 90 Entitled

Traffic and Vehicles (requires passengers in unenclosed areas of motor vehicles to wear seat belts)

TOWN OF


TO: The Honorable Mayor, Council President and Members of Council FROM: David L. Recor, ICMA-CM, City Manager RE: First Reading of Ordinance to Amend Chapter 90 DATE: December 10, 2013

ISSUE(S): First reading of ordinance to amend Chapter 90 entitled Traffic and Vehicles

SUMMARY: This ordinance adds Division 2, Seat Belts, to §90-213 of current

Town Code to require seat belts for passengers in unenclosed areas of motor vehicles with three exemptions: 1) parades; 2) emergency vehicles and; 3) municipal vehicles during the course of municipal duties.

FISCAL IMPACT: Not applicable RECOMMENDATION: Pass ordinance to for second reading. ALTERNATIVES: Do not change current Code. RESPONSIBLE STAFF:

Police Commission

COORDINATED WITH: Guy R. Ayres, City Solicitor ATTACHMENT(S): 1) Ordinance

2) Current code

Agenda Item # 9A

Council Meeting Dec. 16, 2013

(1)(2)(3)(4)

(1)(2)

(1)(2)(3)

(1)(2)(3)(4)

(i)(ii)

(5)

Sec. 90-211. Definitions.

Helmet means a protective headgear that meets or exceeds the standards of the American National Institute, the Snell Memorial Foundation or the American Society of Testing and Measurements for the vehicle in use.

Moped means a bicycle that:

Is designed to be operated by human power with the assistance of a motor;Is equipped with pedals that mechanically drive the rear wheel or wheels;Has two or three wheels, of which one is more than 14 inches in diameter; andHas a motor with a rating of 1.5 brake horsepower or less and, if the motor is an internal combustion engine, a capacity of 50 cubic centimeters piston displacement or less.

Motorized minibike means a motor vehicle that:

Has two or three wheels; andIs not subject to registration under Title 13 of the Transportation Article, Md. Code Anno.

Motorized minibike does not include: A motor scooter;A moped; orA farm tractor.

Motor scooter means a nonpedal vehicle that:

Has a seat for the operator;Has two wheels, of which one is ten inches or more in diameter;Has a step-through chassis;Has a motor;

With a rating of 2.7 brake horsepower or less; orIf the motor is an internal combustion engine, with a capacity of 50 cubic centimeters piston displacement or less; and

Is equipped with an automatic transmission.(Ord. No. 2009-18, 8-3-2009)

Sec. 90-212. Reserved.Editor's note— Ord. No. 2012-16, adopted May 7, 2012, repealed § 90-212, which pertained to prohibitions and

derived from Ord. No. 2009-18, 8-3-2009.

Secs. 90-213—90-220. Reserved.

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12/10/2013http://library.municode.com/print.aspx?h=&clientID=12833&HTMRequest=htt...


10 – COMMENTS FROM THE PUBLIC Any person who may wish to speak on any matter at the Regular Session may

be heard during Comments from the Public for a period of five( 5) minutes or such time as may be deemed appropriate by the Council President. Anyone wishing to be heard shall state their name, address and the subject on which he or she wishes to speak.


11 – COMMENTS FROM THE CITY MANAGER


12 – COMMENTS FROM MAYOR AND CITY COUNCIL

december 16 2013 complete agenda

Documents

city council

adjournregular session

chief buzzuro

work session date

city manager david recor

chief ross buzzuro

body seat belt

proposed seat belt ordinance