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HomeMy WebLinkAboutEllensburg-DPW-Wayfinding Master Plan. r C c T .-. KITTITAS COUNTY JUN 2 2 Lodging Tax for Tourism -Related, Small -Scale Municipality -owned Capital Projects and Operations Submission Deadline: June 23, 2017 Kittitas County Commissioners 205 W 5th Avenue, Suite 108, Ellensburg, WA 98926 509-962-7508 Lodging Tax for Tourism -Related, Small -Scale Municipality - Owned Capital Projects and Operations General Information Kittitas County imposes a lodging tax assessed on the sale or charge made for furnishings of lodging according to RCW 67.28.180 and RCW 67.28.181. In accordance with the tax and Washington State law, a Lodging Tax Advisory Committee has also been established. The committee's purpose is to advise and recommend to the Board of County Commissioners how excise taxes on lodging should be allocated to support tourism which in turn generates revenue. Uses According to Law: RCW 67.28.1816 states the following: Lodging tax revenues under this chapter may be used, directly by any municipality or indirectly through a convention and visitor bureau or destination marketing organization for: ... (c) Supporting the operations and capital expenditures of tourism -related facilities owned or operated by a municipality... Definitions included in state law which should he considerer) in -an application requesting funding include: 1. Tourism means economic activity resulting from tourists, which may include sales of overnight lodging, meals, tours, gifts, or souvenirs. 2. Tourism promotion means activities, operations, and expenditures designed to increase tourism, including but not limited to advertising, publicizing, or otherwise distributing information for the purpose of attracting and welcoming tourists; developing strategies to expand tourism; operating tourism promotion agencies; and funding marketing or the operation of special events and festivals designated to attract tourists. 3. Tourism -related facility means real or tangible personal property with a usable life of three or more years, or constructed with volunteer labor that is: (a) (i) owned by a public entity; (ii) owned by a nonprofit organization described under section 501 (c) (3) of the federal internal revenue code of 1986, as amended; or (iii) owned by a nonprofit organization described under section 501 (c) (6) of the federal internal revenue code of 1986, as amended; a business organization, destination marketing organizations, main street organization, lodging association, or chamber of commerce; and (b) used to support tourism, performing arts, or to accommodate tourist activities. Review Process: Kittitas County's Lodging Tax Advisory Committee (LTAC) will review all complete applications. Qualifying applicants will be provided the opportunity to present their projects to the LTAC and answer questions. Capital project applications will be scored based on the information provided by the applicant, ranked, and funding recommendations with supporting information will be submitted to the Kittitas County Board of Commissioners. The ranking will determine, generally, the order in which the applications will be considered for funding from the highest being considered first to the lowest receiving the last consideration. However, all municipalities which submit at least one qualifying application in a given year must receive funding consideration before a second application from a municipality which has been recommended for a funding award is considered. The Board of County Commissioners (BOCC) has final approval authority for the list of recommendations. Prior to making a final decision, the BOCC will publicly deliberate on the recommendations received from the LTAC. Applicants may also be requested to present their projects to the BOCC and answer questions. Scoring sheets utilized by the LTAC to rank applications for capital projects are included in this packet for your reference and information. Applications which do not receive a minimum score of at least 75 points, do not provide at least 50% matching funds, or do not follow the submission instructions will not be considered for funding. Application Definitions: Below is a list of terms and phrases which have a specific meaning within this application. It may be helpful for you to review these as you prepare responses so that a better understanding of the reviewer's expectations may be obtained. Capital Asset is any type of property that has a useful life longer than one year and is valued at over $5,000.00. Construction or "Hard" Costs are the direct contractor costs for labor, material, equipment and services; contractor's overhead and profit, and other direct construction costs. These costs do not include the compensation paid to architects, engineers, or consultants, the cost of land, right-of-ways, or other similar costs. Matching Funds is the amount of funding your organizations has secured and is contributing to the project. This includes both direct and indirect support. Direct funds can be in the form of cash funding from your organization or funding secured elsewhere but dedicated to the project such as other grants, loans, donations, etc. Indirect funding support includes in-kind support like labor, volunteer support, supplies, and services which directly relate to the project or event, including those supplied by your organization and others. Municipality is an incorporated city, county, or town. Real Property is fixed property, principally land and buildings. Small Scale capital projects are defined as those which request funding support of less than $50,000. Soft Costs are cost items in addition to the direct construction cost. These generally include architectural and engineering, permits and fees, financing fees, construction interest and operating expenses, leasing and real estate commissions, advertising and promotion, and supervision. Tourist is a person traveling for business or pleasure on a trip: A. Away from their place of residence or business and staying overnight in paid accommodations; B. To a place fifty miles or more one way from their place of residence or business for the day or staying overnight; or C. From another country or state outside of their place of residence or their business. SUBMITTAL INSTRUCTIONS Please return ONE COPY of the entire original application and answers to narrative questions to: Kittitas County Commissioners Attn: Lodging Tax Grant Application 205 West 5th, Suite 108, Ellensburg, WA 98926 Applications must be received no later than 5:00 PM, June 23, 2017 or postmarked no later than June 23, 2017. Incomplete and/or late applications will not be considered. Applications may not be changed or amended by the applicant after the deadline for submission Schedule: • Application deadline 6/23/2017 • Oral presentations of proposals to LTAC 7/20/2017 * BOCC Deliberation and Decision 8/1/2017 Applicant Award Notification and fund availability 9/1/2017 (Tentative) Protect Management: Successful applicants may be required, as a condition of the funding award, to enter into a contract, The agreement may include, but not be limited to, the specific amount of the award and what it may be used for, all reporting requirements associated with this funding, payment terms, and any and all other appropriate terms of the funding. Kittitas County will be the contracting agent for all approved projects, All funds awarded under this program will be available in the form of reimbursable grants. The funds for capital projects will be available for reimbursement as of the date of the contract and for 24 (twenty- four) months (or two years) thereafter. Capital projects must be completed within the two-year period. All funds awarded for supporting the operations of county -owned tourism -related facilities will be available for reimbursement as of the date of the award and for up to 12 (twelve) months (1 year) thereafter. Any unexpended funds will be returned to the Lodging Tax account and made available for re -appropriation. All requests for reimbursement shall be made to the Kittitas County Auditor's office at the following address: Kittitas County Auditor Attn: Lodging Tax Grant Funds Reimbursement 205 W 5th, Suite 105 Ellensburg, WA 98926 For specific information and requirements regarding the reimbursement process, please contact the Auditor's office at 509-962-7504. Proiect Reporting Requirements for Tourism -Related Facilities: State law requires that all recipients of Lodging Tax revenues must submit a report to the municipality describing the actual number of people traveling for business or pleasure on a trip: A. Away from their place of residence or business and staying overnight in paid accommodations; B. To a place fifty miles or more one way from their place of residence or business for the day or staying overnight; or C. From another country or state outside of their place of residence or their business. A report form will be provided as part of the contract for receiving funds. We ask that you provide this information within 60 days after your project is complete. Applicant Categories and Eli ibilit Grants from lodging tax funds are provided for two types of applicants, Capital Projects and County Operations. No more than one capital project is allowed per application. An organization may submit no more than two capital project applications per funding cycle. The categories are defined as follows: The Capital Project category is for applications from municipalities or public facilities districts requesting support for capital expenditures of tourism -related facilities owned or operated by the municipality for public facilities district. If applying for funding under the capital project category, an applicant need only answer the questions listed under the Capital Budget Narrative and provide the Capital Project Budget as well as include necessary attachments. The Operations category is for applications from municipalities requesting support for the operations of tourism -related facilities owned or operated by the municipality. If applying for funding under the Operations category, an applicant need only answer the questions listed under the Operational Funding Narrative. Other Information: Insurance: As part of its contract for performance, a municipality may require contractors to maintain liability insurance in the amount of $1,000,000 or more and name the municipality as an additional insured on its liability insurance policy. Application Form: This packet will be available on Kittitas County's website as a word document and as a pdf. It can also be obtained directly as a hard copy or in digital format by contacting the Kittitas County Board of Commissioners office at 509-962-7508. Kittitas County's website address is: www.co.kittitas.wa.us. APPLICATION FOR LODGING TAX FOR TOURISM -RELATED, SMALL-SCALE MUNICIPALITY -OWNED CAPITAL PROJECTS AND OPERATIONS Applicant Information — Capital Project or Operations (Circle One or Both) Name of Municipality: City of Ellensburg Public Works Mailing Address: 501 N Anderson Street Ellensburg, WA 98926 Contact Person and Title: Derek Mayo, City Engineer Phone: (509) 962-7201 Email: mayodCaki.ellensburg.wa.us Project Title: Implementation of Ellensburgg's . Wa,yfinding Master Plan Project Location: City of Ellensbu Funding Request: $50,000 Application Requirements X 1. The project qualifies for lodging tax funds as a capital expenditure of a tourism - related facility owned or operated by a municipality or is supporting the operations of tourism -related facilities owned or operated by a municipality. X 2. The municipality has submitted no more than two applications for capital project funding in the current year. X 3. The municipality's lodging tax advisory committee (or equivalent) has been informed of the project and endorsed it (not required for Kittitas County). A letter from the municipality is included. X 4. Lodging tax capital project funds are not being substituted for other funds that are already secured or applied for (if applicable). X 5. Municipality has secured matching funds of at least 50% of the total project costs. X 6. A completed project budget is included in the application (if applicable). X 7. A detailed 8 % X 11 vicinity map that clearly shows the project is included (if applicable). Tourism -Related, Small -Scale Municipality -Owned Capital Project Narrative 1. Project Description: Please describe the project in detail. Indicate the major work to be completed, any milestones that need to be overcome in order for the project to move forward, and include a comparison of existing and proposed conditions. In June of 2016 the City of Ellensburg and Kittitas County Chamber of Commerce Tourism Division began developing a Wayfinding Master Plan for the City of Ellensburg, which was completed in February 2017. The wayfinding master plan is the pathway in which the city intends to provide signage for tourism and residents. The key objectives of the wayfinding project is to provide route guidance along key corridors, create a visually -unified signage system, generate signage templates for key community attractions, curate the visitor experience within Ellensburg and generate local awareness and pride of amenities and assets. The Wayfinding Master Plan for the City of Ellensburg includes 32 Vehicular Directional signs, five Gateways signs, four Pedestrian Map signs, four Parking Directional signs, and four Pedestrian Directional signs. The current grant funding request is for the 32 Vehicular Directional signs called for in the Wayfinding Master Plan. The City of Ellensburg has already added a few wayfinding signs mostly found just outside or within the downtown core. The proposed project which adds 32 Vehicular Directional signs would boost the total amount and bring attention to the downtown core of our wonderful city. 2. Kittitas County Tourism Infrastructure Plan: Please explain how the project meets the goals and priorities in the Kittitas County Tourism Infrastructure Plan as adopted. Also, describe the specific county tourism infrastructure needs the project addresses and how the project directly increases tourism. Explain how the improvements will promote tourism in Kittitas County and indicate specifically how the improvements will directly increase economic activity resulting from tourists (see the definition of tourist on page 3 of this application). The project enhances and elevates the opportunity for tourism by drawing attention to the many historic and new attractions and activities within the City of Ellensburg. The look and feel of the signs and posts adds an inviting touch as people travel throughout the city. Because of the many positive aspects of the Vehicular Directional signs the Wayfinding Master Plan supports all 12 goals of the Kittitas County Tourism Infrastructure Plan. The Wayfinding Master Plan supports the goals of the KC Tourism Infrastructure Plan. In a similar way, the Vehicular Directional signs will foster tourism by providing a welcoming and informative atmosphere as visitors navigate within the city to enjoy Ellensburg's many amenities. Attractive and inviting Vehicle Direction guide signs throughout the City will create a positive experience for tourists that will increase the chances of a return visit or referral. Ellensburg tourism will benefit from returning tourists and positive referrals, increasing economic activity due to a larger volume of customers visiting the many local businesses. 3. Use of Grant Funds: Please explain exactly how the requested funds will be used. Include an itemized list. Grant funds will be used to purchase and install 32 Vehicle Direction signs. 4. Real Property: If real property acquisition is a component of the project, please explain. Include any information of property already secured or evidence of the ability to secure the real property. Real property acquisition is not a component of the project. All posts and signs will be installed within the public right-of-way. There is a potential for a few proposed signs to be placed in the UGA which would require approval from Kittitas County and a KC Public Works Permit. 5. Capital Assets: If capital asset acquisition is a component of the project, please explain. Include any bids solicited and received from potential vendors willing to supply the asset. All capital asset purchases require at least three bids. If you have already selected one of the bids, please provide justifications in writing. Capital assets acquired through this project will consist of the 32 Vehicle Direction signs that will be installed in the public right-of-way. 6. Coordination: Please explain how this project has been coordinated with other jurisdictions as well as affected stakeholders. Please include letters of support from stakeholders. The project was coordinated between the City of Ellensburg and Kittitas County Chamber of Commerce Tourism Division, with consulting services from Arnett Muldrow & Associates. Arnett Muldrow & Associates worked in conjunction with a steering committee, comprised of local stakeholders for the planning process and determining the wayfinding needs and issues as well as the project goals and objectives. 7. Studies: Please attach any feasibility or other studies that demonstrate linkages between the proposed project and the anticipated tourism impacts. Also please include your operations/maintenance funding strategy and business plan for long-term project sustainability (how the facility or facilities will be operated and maintained for at least three years following completion). Please see the attached Ellensburg, Washington Wayfinding Master Plan for all project details. The Plan discusses the purpose of the project, the analysis, design, schedule and implementation. The specific pages that reference the Vehicular Directional sign locations are on pages 21-31. 8. Project Readiness: Please provide a detailed project schedule, including milestones necessary for completion as mentioned in question 1 above. On the schedule, indicate items completed and exactly where in the schedule the project is at this time. Be sure to include expected completion date. With the recently completed 'Wayfinding Master Plan'. which includes a detailed project scope, the project would be able to begin very soon upon securing funding. We anticipate the following project schedule upon securing funding: • Prepare Bid Documents and Advertise: 2 Months • Execute Construction Contracts: 1 Months • Fabrication of Signs/Material: 2 Months • Construction/Installation: 1 Months o We anticipate 6 months from grant award to project completion 9. Applicant Certification: Please sign below in agreement with statement of certification. Certification is hereby given that the information provided is accurate and the applicable attachments are complete and included as part of the application package. I further certify that the application thresholds are met at the time of application. Signature of Official Representative Title Date Tourism -Related, Small -Scale Municipality -Owned Capital Project Budget All applicants for capital project funding must supply a detailed and complete project budget utilizing the following basic format: Funding Sources Lodging Tax Funds Request *Other Grant Funds List By Source (indicate if secured or applied) *Other Local Government Funds List By Source *Private Funds List By Source (may include in-kind) Total Available Funding Project Expenses Real Property or "Right -of -Way" Acquisition Cost Capital Asset Cost Construction Cost or "Hard" Cost Include an itemized list of general costs For example: asset type and cost, site prep, building foundation and structure, mechanical work, finish work, site restoration, electrical work, technology, etc. Soft Cost Include an itemized list of soft costs For example: design fees, construction management fees, survey costs, engineering fees, permitting costs, special inspections, cultural resource surveys, etc. Total Project Costs *Verifying documentation must be provided and attached to this budget. This documentation may include award letters, letters of commitment, or loan approval documentation. You must include this in order to meet the matching funds requirement. If the funding source includes applicant funds, proof of available funding in the form of a letter of commitment from an authorized body or representative of the applicant is adequate. Tourism -Related Facility Operational Funding Narrative (Municipality Applications Only) 1. Operational Spending: Please explain your request for operational funding and how it is directly related to supporting the operations of a tourism -related facility owned or operated by a municipality or public facilities district. N/A 2. Sustainability Strategy: Please describe your strategy for long-term operational sustainability. Include any specific progress toward this goal. The City of Ellensburg will be required to manage and allocate additional funds to an ongoing wayfinding management program. The City of Ellensburg may be required, on occasion, to contribute additional funds to ensure the system is adequately maintained. 3. Applicant Certification: Please sign below in agreement with statement of certification. Certification is hereby given that the information provided is accurate and the applicable attachments are complete and included as part of the application package. I further certify that the application thresholds are met at the time of application. Signature of Official Representative Title Date Lodging Tax Capital Project Rating Form Criteria Points Possible Application Questions Points Awarde Kittitas County Tourism Infrastructure Plan Stakeholder Support Feasibility Analysis and Business Plan Completed Promotes Tourism/ Increases Economic Activity Resulting From Tourists Project Readiness Applicant's Matching Funds ......... ................... Low Priority = 5 Medium Priority = 15 High Priority = 20 Upto5 Question 2 Question 6 15 Question 7 Yes = 15 No =0 Up to 20 Question 2 Up to 20 Question 8 Up to 20 Less than 50% = 0 50% - 55% = 5 Capital Project Budget 56% - 59% = 10 60% - 70% = 15 71% or more = 20 22 -Jun -17 Small -Scale Wayfinding Grant Application Cost Estimate No. Item Unit Qty. Unit Cost Total 1 Vehicular Directional Signs EA 32 $ 1,800.00 $ 57,600.00 1 Installation of Vehicular Directional Signs EA 32 $ 1,000.00 $ 32,000.00 Total Construction Contract: $ 89,600.00 Engineering and Administration (10%): $8,960.00 Grand Total: $98,560.00 Futidina Breakdown: Grant Request (50%) Local Match (50%) $ 491280.00 $ 49,280.00 PAProjects\2017\17-095 Small -Scale Wayfinding Grant Application\Implementation of Wayfinding Master Plan.xis WAAiIiH[:TiTN Nancy Lillquist Committee Chair Matt Anderson Committee Member Amy McGuffin Committee Member Hilary Huffman Committee Member staff Beth Leader leaderb@cityofellensburg.org Lodging Tax Advisory Committee 501 North Anderson Street Ellensburg, WA 98926 (509) 962-7124 Fax (509) 925-8662 June 20, 2017 Kittitas County Commissioners Attn: Lodging Tax Grant Application 205 W 5t" Avenue, Suite 108 Ellensburg, WA 98926 RE: Letter of Support for Lodging Tax Grant Program Applications Dear County Commissioners: At the April 5, 2017 meeting, the City Lodging Tax committee discussed prospective projects for application to the Kittitas County Grant Program for Tourism -Related, Small -Scale, Municipality -Owned Capital Projects. 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