245096 Supplemental Letter 1.pdf

CITY OF SALEM

FINANCE DEPARTMENT

CONTRACTS & PROCUREMENT DIVISION

SUPPLEMENTAL INFORMATION LETTER #1

January 23, 2025

RFP NO. 245096

FOR: Automated Agenda Management Solutions

NEW CLOSING DATE: February 7, 2025 at 4:00 PM (LOCAL TIME)

The following are questions submitted by Proposers and answers from the City:

1. Q) You mention “Additional and Testimony Packets: Ability to create addition/deletion packets to the agenda and to create testimony packets post agenda publication.” Can you please elaborate on this?

Looking at your current solution, this looks like a simple item on the agenda

(APPROVAL OF ADDITIONS AND DELETIONS TO THE AGENDA) with maybe a late ‘republishing’ of the agenda with a new attachment for this item.

A) Additions are changes to the published agenda. Types of additions/revisions include late reports added to the agenda, addition of new report attachment, revisions/corrections to a staff report, deletion of agenda item. The addition packet consists of a cover sheet that lists what agenda item number was revised or added, and the copy of the actual addition or deletion is attached to the cover sheet.

Additions/Revisions to the agenda must be approved by Council since they are revising the published agenda.

Testimony packets consist of a cover sheet that indicates what items the comments pertain to, and the actual testimony is attached to the cover sheet. Testimony packets do not require the approval of Council.

Examples are attached.

2. Q) Regarding Training, about how many staff members would be included in the agenda preparation process, including department staff, report contributors, report writers, approvers?

A)

3. Q)

4. Q)

5. Q)

Shawna Self, CPPB

Purchasing Manager cc: File

Approximately 125+. This would include staff involved with agendas for City

Council, Salem Housing Authority, Urban Renewal Agency, and all Boards and

Commissions.

If possible, please share the budget allocated for this project.

That information isn’t currently available.

Can the City share some of the issues you're experiencing with the current agenda management solution? Where is it falling short? What is your biggest complaint or source of dissatisfaction?

Legistar is a legacy application, and it’s basically outdated. The system is very slow, it has MS Word limitations, the staff report templates contain hidden formatting and staff often inadvertently delete the formatting which creates dysfunction with the appearance of the agenda, hyperlinks that are added to staff reports are dead once the agendas are published, it doesn’t allow for set-up of user permissions that would work for our needs for adding boards and commission users.

Would the City be interested in a re-implementation of the current Legistar solution? This would include assessment of the City's current needs and reconfiguring Legistar to meet them.

No.

City Council

Written Testimony

555 Liberty St SE

Salem, OR 97301

Council Chambers /

Hybrid Meeting

6:00 PMMonday, December 9, 2024

Public Hearing to renew the Tourism Promotion Area in Salem for an additional five years.

Ward(s): All Wards

Councilor(s): All Councilors

Neighborhood(s): All Neighborhoods

Result Area(s): Strong and Diverse Economy.

24-4574.a.

Recommendation: Approve the renewal of the Tourism Promotion Area for an additional five years.

Public Comments

Public Comments received by 2:00 p.m., December 9, 2024

Attachments:

Add - Written Testimony.

2024 Salem Climate Action Plan Annual Report to Council.

Ward(s): All Wards

Councilor(s): All Councilors

Neighborhood(s): All Neighborhoods

Result Area(s): Natural Environment Stewardship; Safe and Healthy

Community; Safe, Reliable and Efficient Infrastructure.

24-4786.b.

Recommendation: Information only.

Attachment 1- Salem Climate Action Plan 2024 Annual Report.pdf

Public Comment received by 2:00 p.m., December 9, 2024

Attachments:

Add - Written Testimony.

Page 1 CITY OF SALEM Printed on 12/9/2024

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AJohnson Highlight

From: Bill Dixon To: CityRecorder Cc: Vanessa Nordyke Subject: Agenda Item 4.a. File # 24-457 Public Hearing to renew the Tourism Promotion Area in Salem for an additional five years – Testimony in Opposition Date: Friday, December 6, 2024 12:19:24 PM

I write to oppose the renewal of the Tourism Promotion Area for an additional five years. Instead, I recommend that the City Council reject the five-year renewal and direct staff to prepare a proposal for a one-year renewal, after which time the TPA would be dissolved.

My thinking is as follows:

As a matter of practice, the city should scale back or eliminate programs that provide special tax treatment to specific entities or areas of the city. Such programs automatically disadvantage other entities (including competitors) as well as taxpayers in other areas of the city. Plus, it is unclear what, if any, benefits these special tax programs provide to the city budget.

A one-year renewal of the TPA would allow lodging operators and others in the tourism industry to decide if and how they would want to continue an industry-wide promotional activity without a city tax. Given that local tourism businesses already have a marketing organization, Travel Salem, they would seem to have a strong foundation for a self-funded promotional future.

Winding down the TPA and other tax subsidies for specific entities and areas of the city will allow city government to focus on strong basic services for all: public safety;

reliable, efficient infrastructure; fair regulations; and abundant resources for learning and outdoor recreation.

Bill Dixon, Ward 7 608 Salem Heights Ave. S., Salem 97302 mailto:bill.r.dixon@gmail.com mailto:CityRecorder@cityofsalem.net mailto:VNordyke@cityofsalem.net

From: Michael Herron To: CityRecorder; finanace@cityofsalem.net Cc: Greg McManus; scott.snyder@grandhotelsalem.com; Soraida@hotelsalemoregon.com; Chrissie Bertsch; Steve

Johnson Subject: Tourism Promotion Area renewal Date: Monday, December 9, 2024 11:07:07 AM

Dear Mayor and City Council, As lodging operators affected by and subject to the Tourism Promotion Area tax of 2% on overnight stays at both The Grand Hotel in Salem, and The Hotel Salem (formerly, Phoenix Inn Suites South Salem), we do not support renewal of the TPA for another 5 year term.

The concept of the TPA is not without merit. In fact, we were very active in the efforts to establish and implement the TPA in Salem. However, a cost-benefit analysis of TPA performance over the last five years informs and leads us to our conclusion to not support its renewal.

Lodging operators are facing cost pressures and increases on all sides while continuing to adjust to enduring shifts in travel patterns post-pandemic. While some may argue the 2% tax is paid by the guest, the reality is that it impacts rate, which in turn impacts traveler decision making, leading to fewer guest stays and additional pressure on costs. We will pursue any opportunity to reduce costs where more benefit isn’t lost, and believe that is the case with the

TPA.

We recognize other lodging operators may not share our opinion on the TPA, and thus will continue to be active participants in the oversight and implementation of TPA funds should it be renewed.

Sincerely, Mike Herron Corporate Counsel VIP’s Industries, Inc.

503-779-1605 direct 503-480-9769 mobile

NOTICE: This email may contain material that is confidential, privileged and/or attorney work product for the sole use of the intended recipient. Any review, reliance or distribution by others or forwarding without express permission is strictly prohibited. If you are not the intended recipient, please contact the sender and delete all copies.

mailto:mike.h@vipsinc.net mailto:CityRecorder@cityofsalem.net mailto:finanace@cityofsalem.net mailto:greg.m@vipsinc.net mailto:scott.snyder@grandhotelsalem.com mailto:Soraida@hotelsalemoregon.com mailto:chrissie@salemconventioncenter.org mailto:steve.j@vipsinc.net mailto:steve.j@vipsinc.net

From: Laurie Dougherty To: Amy Johnson Subject: Re: Comment on Council Meeting December 9, 2024, Agenda Item 6.c. Climate Action Plan Report Date: Monday, December 9, 2024 1:46:02 PM

Yes, thank you for catching that. I do want comment on the Climate Action Plan Report.

---Laurie Dougherty

On Mon, Dec 9, 2024, 2:03 PM Amy Johnson <AJohnson@cityofsalem.net> wrote:

Hello, Laurie, I believe you’re referring to item 6.b., 2024 Salem Climate Action Plan Annual Report, so I’ll include your comments in the record for that item.

Sincerely, Amy Johnson

Deputy City Recorder

City of Salem

555 Liberty Street SE, Rm. 225

Salem, OR 97301 ajohnson@cityofsalem.net | 503-588-6091

From: Laurie Dougherty <lauriedougherty@gmail.com> Sent: Monday, December 9, 2024 12:58 PM To: CityRecorder <CityRecorder@cityofsalem.net> Subject: Comment on Council Meeting December 9, 2024, Agenda Item 6.c. Climate Action Plan Report mailto:lauriedougherty@gmail.com mailto:AJohnson@cityofsalem.net mailto:AJohnson@cityofsalem.net https://www.google.com/maps/search/555+Liberty+Street+SE,+Rm.+225+%0D%0A+Salem,+OR+97301?entry=gmail&source=g https://www.google.com/maps/search/555+Liberty+Street+SE,+Rm.+225+%0D%0A+Salem,+OR+97301?entry=gmail&source=g mailto:ajohnson@cityofsalem.net mailto:lauriedougherty@gmail.com mailto:CityRecorder@cityofsalem.net

Mayor Hoy and members of the City Council, My name is Laurie Dougherty. I live in Ward 1 and am a Co-Coordinator of 350 Salem OR, the local affiliate of international climate justice network 350.org. I am commenting on Agenda item 6.c. the Annual Report on the Climate Action Plan (CAP).

The CAP is long and complex. We appreciate the progress that the Plan Manager, Julianah Douglas, in consultation with the Council Climate Action Plan Committee is making. I particularly appreciate the grasp Ms. Douglas has of regional, state, federal and private sector resources that can be marshalled to implement specific aspects of the CAP. These external resources mitigate the financial burden on the city and build or augment valuable instuitonal relationships for Salem.

I also appreciate the collaboration between Ms. Douglas and other city staff members, bringing attention to the need for climate action to other departments and areas of city responsibility. We understand this need to be urgent and to be distributed widely, affecting and affected by many of the activities of municipal life.

I want to thank Mayor Hoy and the Coucil for developing Salem's Climate Action Plan and to thank Ms. Douglas for her capable and insightful efforts. We look forward to continued progress on implemention and stand ready to assist when and where we can.

http://350.org/

City Council

Revisions to the Agenda

555 Liberty St SE

Salem, OR 97301

Council Chambers /

Hybrid Meeting

6:00 PMMonday, January 13, 2025

First Reading of Ordinance Bill No. 1-25 to amend SRC Chapter 9 to modify the collection of aircraft landing fees and overnight parking fees.

Ward(s): 2

Councilor(s): Nishioka

Neighborhood(s): SEMCA, SESNA

Result Area(s): Strong and Diverse Economy

24-4537.1a.

This file was removed from the agenda by the City Manager.

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0002_2_Public Comment received by 200 p.m., December 9, 2024