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HomeMy WebLinkAbout2017-024-City of Kittitas (2)2017-024 LT 2017 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND THE CITY OF KITTITAS This Contract,effective January 1,2017 is made and entered into by and between KlTTITAS COUNTY ("County"),a subdivision of the State of Washington,and the City of Kittitas ("Contractor")for Branding and Website Development. WHEREAS,the purpose of this Agreement is to provide for activities and expenditures designed to increase tourism, NOW THEREFORE,in consideration of the terms and conditions contained herein,or attached and incorporated and made a part hereof,the County and the Contractor mutually agree as follows: Section 1.Scope of Work. a.Contractor shall provide the services and staff described in its Application for Lodging Tax Funds submitted to the Lodging Tax Advisory Committee,attached hereto as Exhibit "A" which is attached hereto and incorporated herein by this reference. b.Except as otherwise specifically provided in this Agreement,Contractor shall furnish the following as required to perform the services,described in Paragraph (a)above,in accordance with this Agreement:Personnel,labor and supervision;technical,professional and other services.All such services,property and other items furnished or required to be furnished,together with all other obligations performed,or required to be performed,by Contractor under this Agreement are collectively referred to herein as "Services." c.Contractor shall commence,perform and complete such Services in accordance with Exhibit "B"which is attached hereto and incorporated herein by this reference. Section 2.Payment. a.As full compensation for satisfactory performance of the Contractor's Services,the County agrees to pay Contractor the sum of six thousand dollars ($6,000.00)-to facilitate Branding and Website Development. b.Additional payment terms:The County will make payment to the Contractor only on a reimbursement basis,as receipts/invoices for any items including marketing and/or advertising are submitted to the County,not to exceed the sum of six thousand dollars ($6,000.00)-to facilitate Branding and Website Development. c.Services/Expenses that are reimbursed must be dated during the current year and final date to submit reimbursements requests is January 15,after this date funds lapse. d.Requests for reimbursements must be submitted to: Kittitas County Auditor Attn:Auditor's Accounting 2017 County Lodging Tax Funding Agreement Page 1 205 West 5th Ave -Suite 105 Ellensburg,WA 98926 auditorsaccounting@co,kittitas.wa.us e.Reporting requirements of your events will be required on prescribed forms from the County Auditor. f.Contractor is eligible to claim reimbursement for the following items only: •Branding and Website Development (Tasks 1,2,&partial 3) g.Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f)and is further expressly denied funding for the following items as requested in the application as defined in Section 1(a):No funding allowed for:Online marketing,social media,or print advertising (Task 3 items). h.Contractors requesting reimbursement for event-specific expenses shall submit all claims as no more than two reimbursement requests with supporting documentation. I.**Contractors must complete the Lodging Tax Reimbursement online training course provided by the County Auditor's office prior to filing reimbursement claim.Requests for reimbursement will not be accepted by the County Auditor prior to the training being completed.The training may be found online at the Kittitas County Auditor's website at the following address:http://www.co.kittitas.wa.us/auditor/default.aspx **new Section 3.Performance by contractor. a.Contractor shall not (by contract,operation of law or otherwise)delegate or subcontract performance of any Services to any other person or entity without the prior written consent of the County.Any such delegation or subcontracting without the County's prior written consent shall be voidable at the County's option. b.Contractor shall at all times be an independent contractor and not an agent or representa- tive of the County with regard to performing the Services.Contractor shall not represent that it is,or hold itself out as,an agent or representative of the County.In no event shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the County.It is understood that the Contractor and the Contractor's staff and employees are not employees of the County and are not,therefore,entitled to any benefits provided employees of the County. c.Contractor shall comply with all applicable laws,ordinances,rules,regulations,orders, licenses,permits,and other requirements,now or hereafter in effect,of any governmental authority (including,but not limited to,such requirements as may be imposed upon the County and applicable to Services).Contractor shall furnish such documents as may be required lo effect or evidence such compliance.All laws,ordinances,rules,and orders required to be incorporated into agreements of this character are incorporated into this Agreement by this reference.Contractor agrees to obtain all required licenses and permits, and further agrees to keep them in full force and effect during the term of this Agreement. 2017 County Lodging Tax Funding Agreement Page 2 d.The County and the Contractor agree that in fulfilling the terms and conditions of this Agreement neither shall discriminate on the basis of race,creed,color,national origin,age, sex,marital status,or the presence of a physical,sensory,or mental handicap. e.The Services shall at all times be subject to inspection by and approval of the County,but the County's making (or failure or delay in making)such inspection or approval shall not relieve Contractor of its responsibility to perform the Services in accord with this Agreement,notwithstanding the County's knowledge of defective or non-complying performance,or the substantiality or ease of discovering the same.Contractor shall provide the County with sufficient,safe,and proper facilities and equipment for such inspection and free access to such facilities. f.This contract is subject to review by any Federal or State auditor.Contractor shall promptly furnish the County or its designee,or such Federal or State auditor with such information related to the Services as may be requested by the applicable governmental entity. Contractor shall preserve and maintain all financial records and records relating to performance of Services under this Agreement for six (6)years after contract termination. For such duration after the County makes final payment of compensation due hereunder, Contractor shall provide the County access to (and the County shall have the right to examine,audit and copy,with or without notice)all of Contractor's books,documents, papers and records related to the Services or this Agreement. g.Contractor understands and acknowledges that Contractor is solely responsible for its own reporting and accounting of all state,federal,social security,and local taxes,of every nature, arising from Contractor's performance of this Agreement.All compensation received by the Contractor will be reported to the Internal Revenue Service at the end of the calendar year in accord with the applicable IRS regulations. Section 4.Release,Indemnity,and Hold Harmless. The County assumes no liability for the Contractor's actions under this Agreement.Contractor releases and shall defend,indemnify,and hold harmless the County,its officers and employees, agents,representatives,attorneys and/or volunteers,from and against all claims,costs,liabilities, damages,and expenses,(including,but not limited to,reasonable attorney fees)which arise or may arise or be alleged to arise out of or by reason of this Agreement including: •Any fault,negligence,strict liability or product liability of Contractor in connection with the Services for this Agreement; •Any lien asserted upon any property of the County in connection with the Services for this Agreement; •Any failure of Contractor,or of the Services,to comply with any applicable law,ordinance, rule,regulation,order,license,permit and other requirement,now or hereafter in effect,of any governmental authority;or •Any breach of or default under this Agreement by Contractor. 2017 County Lodging Tax Funding Agreement Page 3 Section 5.Compliance with Public Records Law. a.In compliance with Washington's public records law,the County will retain copies of any documents associated with this Agreement,which may be required by law unless legally exempt from such retention,for any applicable legally required retention period. b.In the event a public records request is made to the County for documents created in relation to this Agreement,should legal uncertainty arise regarding the disclosability of any documents under federal or state public records laws,the County shall provide notice to Contractor pursuant to Washington's public records act,chapter 42.56 RCW,to allow Contractor to seek a court injunction. c.The County specifically shall not be liable to contractor for the County's release under public records laws of any documents not protected by trademark,copyright or other law. Section 6.Industrial Insurance Waiver. With respect to performance of this Agreement and as to any claims against the County,its Additional Insureds,officers,agents and employees,the Contractor expressly waives its immunity under Title 51 of the Revised Code of Washington,the Industrial Insurance Act,for injuries to Contractor's employees and agrees that the obligations to indemnify,defend and hold harmless provided in this Agreement extend to any claim brought by or on behalf of any employee of the Contractor.This waiver is mutually negotiated by the parties to this Agreement. Section 7.Insurance and Endorsements. a.The County may require through a request in writing that the Contractor provide the County with a certificate,binder,or policy of liability insurance,acceptable to the County in an amount specified by the County. b.Such liability insurance shall be such as will protect Contractor,its employees,agents and representatives,from all claims,losses,harm,costs,liabilities,damages and expenses arising out of personal injury (including death)or property damage that may result from performance of the Services or this Agreement,whether such performance is by Contractor or any of its employees,agents or representatives. c.Should the County require such liability insurance,the Contractor agrees to provide proof of insurance prior to commencing performance of this Agreement. d.Copies of the County's written request and the insurance documents provided by Contractor shall be attached to this Agreement and by this reference will be made part hereof. c.Whore insurance is requested by the County,all liability insuranco policios shall be endorsed to include the County as an Additional Insured and shall stipulate that the insurance afforded by the policies shall be primary insurance,and that any insurance,self-insured retention,deductibles,or risk retention trusts maintained or participated in by the Parties shall be excess and not contributory to any other insurance maintained by the County. 2017 County Lodging Tax Funding Agreement Page 4 Contractor shall furnish the County a certificate of insurance with Endorsement as evidence that the required policies are in full force and effect. Section 8.Termination. The County may,by written notice thereof to Contractor,terminate this Agreement as to all or any portion of the Services not yet performed,whether or not Contractor is in breach or default.Upon receiving such notice of termination,Contractor shall,except as otherwise directed by the County, immediately stop performing the Services to the extent specified in the notice.In the event the County terminates the Contractor's Services,the Contractor is obligated and hereby agrees to refund to the County all monies paid for Services not yet rendered by the Contractor,if any,as of the date of the notice of termination. Section 9.Miscellaneous. a.Contractor shall not (by contract,operation of law or otherwise)assign this Agreement or any right or interest in this Agreement without the County's prior written consent. b.This Agreement embodies the entire Agreement between the County and Contractor,and supersedes any and all prior oral or written communications,proposals,conditions,promises, representations,or understandings regarding the Services.No change,amendment or modification of any provision of this Agreement shall be valid unless set forth in a written amendment to the Agreement signed by both parties. c.Notice for any purpose under this Agreement,except service of process,shall be given by the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor,205 W. 5th Ave.Ste.108,Ellensburg,WA 98926.For all purposes under this Agreement,any notice by the County to the Contractor shall be given to the Contractor's address provided on the signature page.Notice may be given by delivery or by depositing in the U.S.Mail,first class, postage prepaid,certified mail,return receipt requested. d.The section and paragraph headings of this Agreement are for reference convenience only and are not intended to restrict,affect or be of any weight in interpreting or construing the provisions of such sections or paragraphs. e.This Agreement may be executed in one or more counterparts and by facsimile,each of which will be deemed an original,but all of which together will constitute one and the same instrument. f.Contractor warrants to the County that the individual signing on Contractor's behalf has the requisite power and authority to enter into and to perform Contractor's obligations under this Agreement.Contractor further warrants to the County that Contractor has made no misrepresentation or misleading statement in connection with this Agreement,and is not in violation of any applicable law,ordinance,or regulation the consequence of which will or may materially affect Contractor's ability to perform its obligations under this Agreement. g.If any term or condition of this Agreement or the application thereof to any person(s)or circumstances is held invalid,such invalidity shall not affect the other terms,conditions or 2017 County Lodging Tax Funding Agreement Page 5 applications which can be given effect without the invalid term,condition or application.To this end,the terms and conditions of this Agreement are declared severable. h.The exclusive venue for any action brought to enforce this Agreement or any of its terms shall be in Kittitas County,State of Washington. KITTITAS COUNTY BO DU TY COMMISSIONERS CONTRACTOR [Print Name] Vic r Commissioner [Address] [Telephone] Clerk of the Board A AS TO FORM: Deputy Prosecuting Attorney 2017 County Lodging Tax Funding Agreement Page 6 EXHIBIT "A" Submission Checklist For office use only Please mark "yes"or "no"to each criteria below: Applicant filled out the proper application version for this grant cycle. Applicant answered each question. A budget is attached which includes revenues,expenses and anticipated profit or loss (plus previo s 3 years actuals for ongoing projects/events). The applicant has signed and dated the certification statement required in item 10 of the application. The application was submitted on time. Proof of non-profit status is included (if applicable). Please date stamp the application and initial. County-wide Lodging Tax Application For Office Use Only P a ge 17 Request for Proposals 2017 Lodging Tax Fund Submission Deadline:Friday,September 30,2016 Kittitas County Commissioners 205 W 5th Avenue,Suite 108,Ellensburg,WA 98926 509-962-7508 2017 Lodging Tax Funds -General Information Various municipalities within Kittitas County impose 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,Lodging Tax Advisory Committees may also be established by various jurisdictions.The committees'purpose is to advise and recommend to the legislative authority of the city or county how excise taxes on lodging should be allocated to support tourism which in turn generates revenue. Uses According to Law: According to State Statute and the interlocal agreement between the Kittitas County and the Cities of Cle Elum,Ellensburg,and Roslyn,funds awarded under this process may be used for the following: 1.Tourism marketing; 2.The marketing and operations of special events and festivals designed to attract tourists; 3.Supporting the operations of tourism-related facilities owned or operated by nonprofit organizations described under 26 U.S.C Sec.501 (c)(3)and 26 U.S.C. Sec.501 (c)(6)of the internal revenue code of 1986,as amended. Definitions included in state law which should be considered in any 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 organization,main street organization,lodging association,or chamber of commerce and (b)used to support tourism, performing arts,or to accommodate tourist activities. Review Process: Cle Elum,Roslyn,Ellensburg,and Kittitas County have all agreed to collaborate in review of grant applications and awarding lodging tax funds for special events and festivals.Each municipality's committee or designees will review all complete applications,score them based on the information provided by the application,rank the applications,recommend any funding County-wide Lodging Tax Application P a ge |1 awards,and forward the score sheets,ranking,and funding recommendations to Kittitas County. County staff will compile the score sheets,rankings,and funding recommendations for further consideration by a county-wide Lodging Tax Advisory Committee (LTAC).The county-wide LTAC will be comprised of an equal number of members from each participating jurisdiction.The county-wideLTAC will receive the scoring,ranking,and recommendations list and will conduct a public meeting where each applicant which received a funding recommendation will have the opportunity to present their application and answer questions.The county-wideLTAC will publicly deliberate on the applications and the list to produce a final recommendation which will be forwarded to each participating jurisdiction's legislative authority for final action. Scoring sheets which determine the overall ranking of applications are included in this packet for your reference and information.Applications which do not receive an average minimum score of at least 50 points or who do not follow the submission instructions will not be eligible for funding. Local Policy on Disallowed Uses: The Lodging Tax Advisory Committees have determined that certain types of activities are not eligible for funding awards even if they may be tourism related.These include anything affiliated with the following:prizes for contestants,resale items,food and drink,beautification, fundraising,and membership drives.This list should not be considered comprehensive and all funding recommendation decisions are at the discretion of the committees and subject to change by majority opinion. Application Definitions: Below is a list of terms and phrases which have specific meaning within this application.It may be helpful for you to review these as you prepare responses so that you have a better understanding of the reviewers'expectations. Date-specific is an event or project which occurs over less than one month. Matching Funds is the amount of funding your organization is contributing to the project or event.This includes both direct and indirect fund support.Direct funds can be in the form of cash funding from your organization or funding secured from elsewhere but dedicated to the project or event 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 provided by your organization and others. New Projects/Events are projects/events which are in the first four years of existence. For example,a proposal for a barbeque competition which is in its third year would be defined as a new project/event.Likewise,a project by an existing museum which expands its current offerings,or a specific new strategy for appealing to a different target market that is in its first year,would be considered a new project.Ongoing general marketing and advertising campaigns or general operational support requests for organizations/eventwhich have existed for longer than four years are not defined as a new project/event. County-wide Lodging Tax Application P a ge |2 Ongoing Projects/Events are defined as projects/events that have been established for more than four years.Applications that qualify under this definition may be awarded up to 10%of the project's/event'sexpense budget. Partnerships are agreements between events/organizations/groups which enhance the overall project/event by providing additional value-added benefits or opportunities for attendees as well as the participating partners.For instance,as part of your event,you may have partnered with a local hotel or campground for a special group rate for overnight attendees.You may have also partnered with a local restaurant to provide a special meal discount or drink offer.You may have also agreed to refer your attendees to another event simultaneously occurring in another part of the county. Project Budget is a written description of the complete budget for your project or event. It must include anticipated revenues,expenses,and any potential profit or loss. Seasonal means a project or event which operates at least 1 month and up to 6 months, and during at least 2 seasons (Spring,Summer,Fall,Winter). Self-Sustaining is being able to provide for your own needs withoutthe assistance of grant funds. Supports County as a Tourism Destination means including strategies within your proposal which will assist in attracting tourists to our County during times of the year other than for your project/event alone.This may include cross-promotion agreements with other projects/events,it may include active marketing of other projects/events at your project/event,it may include referring attendees directly to other tourist opportunities in the County,etc. Year-round means a project or event is ongoing and actively working to attract tourists for at least 6 months,and at least 3 seasons (Spring,Summer,Fall,Winter). County-wide Lodging Tax Application P a ge |3 SUBMITTAL INSTRUCTIONS Please return ONE COPY of the entire original application (including the cover sheet and instructions sheets)and answers to narrative questions to: Kittitas County Commissioners Attn:Lodging Tax Grant Application 205 West 5thAve,Suite 108 EIIensburg,WA 98926 Applications must be received no later than 5:00 p.m.,Friday September 30,2016 or postmarked no later than September 30,2016. Incomplete and/or late applications will not be considered.Applications may not be changed or amended by the applicant after the deadline for submission. Electronic Submissions: Applications may be submitted to the following email address:bocc@co.kittitas.wa.us Applications may be faxed to:509-962-7679 Schedule: •Applicant Workshops (attendance at one workshop is strongly encouraged) Ellensburg City Hall Council Chambers 8/18/2016,5:30 PM &8/25/2016,5:30 PM Upper Kittitas District Court,Cle Elum 8/16/2016,5:30 PM &8/23/2016,5:30 PM •Application deadline 9/30/2016 •Oral presentations of proposals to county-wide LTAC 11/18/2016 Applicant Award Notification and fund availability 1/1/2017 Project Management: Successful applicants shall 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.A condition of the grant award which includes funding from the City of Ellensburg may be that the MyEllensburg.com website be named on any organizational website. All funds awarded under this program will be available in the form of reimbursable grants.The funds will be available for reimbursement beginning January 31 and ending December 31of the calendar year immediately following award notification.Any unexpended funds will be returned to the Lodging Tax accounts from where they came and made available for re- appropriation.All requests for reimbursement shall be made to the Kittitas County Auditor's office at the following address: County-wide Lodging Tax Application P a ge |4 Kittitas County Auditor Attn:Lodging Tax Grant Funds Reimbursement 205 W 5th Ave,Suite 105 Ellensburg,WA 98926 auditorsaccounting@co.kittitas.wa.us For specific information and requirements regarding the reimbursement process,please contact the Auditor's office at 509-962-7502. Project Reporting Requirements: 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 event is complete once you have critiqued your event. In addition,any reports which are produced as a result of a grant award must be submitted within 60 days of completion as part of your project reporting requirements.This will provide evidence that the work paid for by the grant has been completed. Applicant Categories and Eligibility: Grants from lodging tax funds are provided for two types of applicants,New Projects/Events and Ongoing Event Support.An organization may apply for funding from one or both categories.If applying for funding from both categories,the application must clearly identify the different funding categories requests.The categories are defined as follows: The New Project/Events category is for applications from events/projects which are within the first four years of existence.Applications may be considered in this category from established events (older than four years)which are proposing a new or expanded project designed to increase tourism as part of an ongoing event. The Ongoing Project/Event Support category is for applications from established events (ongoing for more than four years)which may request continuingsupport.Grant awards are Ilmited in this category to no greater than 10%of the event's expense budget.This category includes project/events which may be operating under a new board or organization,moving venues,changing dates,or implementing other non- substantial changes to a project/event which is ongoing for more than four years. 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. County-wide Lodging Tax Application P a ge |5 Application Form:This packet will be available on the website of each participating municipality 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.Website addresses where the application may be found are as follows: •www.ci.ellensburg.wa.us a www.cityofcleelum.com =www.ci.roslyn.wa.us •www.co.kittitas.wa.us Grant Preferences: In the review of applications,the Lodging Tax Advisory Committee or designees will grant preference to those proposals which (1)increase tourism,and (2)demonstrate ability toward eventual self-sustainability.Applications from not-for-profit organizations will be given preference over those from for-profit entities. Guidelines and Requirements for Advertising Expenditures of Lodging Tax: Branding Contractors who have been approved to utilize grant awards for advertising expenditures must incorporate Kittitas County and the appropriate City of Cle Elum, EIIensburg,or Roslyn tourism information as follows: A.Websites and Social Media Sites must include the County's and appropriate City's tourism website logo with an operational link to the site(s).The logo must be displayed on the contractor's home page,it must be sized no smaller than ½ inch in height,and must be surrounded by appropriate white space to allow easy recognition and legibility.Contractors shall not change the logo(s)in color or appearance. B.Print Advertising and Online Display Advertising of all types (including but not limited to newspaper,periodicals,flyers,posters,billboards,direct mail,e- newsletters,third-party websites,streaming displays,etc.)must include the County's and appropriate City's tourism website logo.The logo must be sized no smaller than ½inch in height,and must be surrounded by appropriate white space to allow easy recognition and legibility.Contractors shall not change the logo(s)in color or appearance. C.Video Advertising of all types (including but not limited to television,online, electronic kiosks,motion billboards,etc.)must include the County's and appropriate City's tourism website logo.The logo must be size no smaller than ½ inch in height,and must be surrounded by appropriate white space to allow easy recognition and legibility.Contractors shall not change the logo(s)in color or appearance. AII logos and website information may be obtained by contacting the Director of Tourism,Kittitas County Chamber of Commerce. County-wide Lodging Tax Application P a ge |6 Advertising Reimbursements Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere to the following guidelines and requirements for each type of advertising media utilized: A.Print Advertising: 1.Print advertising placed with any media provider which operates exclusively outside of Kittitas County may be reimbursed at 100%of the cost,including any production costs.To operate exclusively outside of Kittitas County,the provider must not be physically located in the County and/or not distribute any media within the County. 2.Print advertising placed with any media provider which operates inside Kittitas County may be reimbursed as follows: a.For date-specific events,advertising the day of the event and up to10 days prior to the event may be reimbursed at 100%of the cost,including any production costs. b.For seasonal or year-round events,or for date-specific events outside of the time-frame in Section 2 A,(2)(a)above,advertising reimbursement requests must include a statement from the media provider specifying the percentage distribution to areas outside of Kittitas County.Reimbursements will be allowed for the amount distributed outside of Kittitas County,including any production costs. 8.Television Advertising: 1.Television advertising placed with any media provider outside the Yakima/Kittitas DMA will be reimbursed at 100%of the cost,including any production cost. 2.Television advertising placed with any media provider inside the Yakima /Kittitas DMA will be reimbursed as follows: a.For date-specific events,advertising the day of the event and up to 7 days prior to the event may be reimbursed at 100%of the cost,including any production costs. b.For seasonal or year-round events,or for date-specific events outside of the time-frame in Section 2 B,2(a)above,advertising may be reimbursed at the rate of 70%of the total cost,including any production costs. C.Online Advertising: 1.Online advertising and promotion may be reimbursed at 100%of the cost,including any production cost. 2.Streamed media (radio,television,other)requests for reimbursement must include a statement from the media provider specifying the percentage of recipients which are outside of Kittitas County.Reimbursements will be allowed for the percentage distributed outside of Kittitas County,including any production costs. County-wide Lodging Tax Application P a ge 7 D.Direct Mail: 1.Direct mail advertising may be reimbursed at 100%of the cost,including any production cost,for each item mailed or shipped to a destination outside of Kittitas County.In order to receive reimbursement,a list of the addresses and a signed statement from the contractor that the list is accurate,or other proof of delivery, must be provided along with other required documentation. E.Flyers/Posters: 1.Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100%of the cost,including any production cost.In order to receive reimbursement, a list of the locations where flyers or posters were posted outside of Kittitas County and a signed statement from the contractorthat the list is accurate must be provided along with other required documentation. F.Radio Advertising: 1.Radio advertising placed with any media provider located outside of Kittitas County may be reimbursed at 100%of the cost,including any production cost. 2.Radio advertising placed with any media provider located inside of Kittitas County may be reimbursed as follows: a.For date-specific events,advertising the day of the event and up to 7 days prior to the event may be reimbursed at 100%of the cost,including any production cost. b.For seasonal or year-round events,or for date-specific events outside of the time-frame in Section 2 F,2(a)above,advertising may be reimbursed at the rate of 30%of the total cost,including any production costs. Order of Documents Requirements: Complete applications must be submitted with documents in the following order to receive consideration for funding: 1.Submission Checklist; 2.Application form; 3.Answers to application form questions; 4.Grant application rating form; 5.Applicant checklist; 6.Budget documents; 7.Additional information (limited to 3 pages); 8.Proof of non-profit status (if any). County-wide Lodging Tax Application P a ge |8 APPUCATION FOR 2017 LODGING TAX GRANT FUNDING Name of Organization:City of Kittitas Organization mailing address:207 N Main Street/PO Box 719 Kittitas,WA 98934 Organization contact person &title:Lou Whitford Mayor Organization/contact phone:509.968.0220 Email:clerk@cityofkittitas.com Organization Website:www.cityofkittitas.com Federal Tax ID Number:91-6001449 UBI Number: Organization is a (select one):O Government Entity 501(c)3 501(c)6 O Other (note:you must submit 501(c)3,501(c)4,or 501(c)6 approvaldocumentation -see sample document) Project/Event Name:City of Kittitas -Branding Development/Marketing Project/Event Date:Year Round Project/Event Location:City of Kittitas Amount of Funding Requested:$30,000.00 For which funding category do you qualify (check one)(see instructions for definitions): New Project/Event Ongoing Project/Event Support Estimated #of overnight stays:730 Tourism Seasons:From the list below,what season will your project enhance tourism?Please indicate the appropriate season. Season:Months: Year round January -December Off season November -February Shoulder season October or March -May High season June -September County-wide Lodging Tax Application P a ge |9 APPLICATIONQUESTIONS Please answer each question completely,in the order listed,on a separate sheet attached to this application.Please include any supporting data within the response narrative. 1.Please provide a description of your project/event and identify the specific tourism audience/market that your organization will target with these funds.You must include an itemized list of exactly how any grant funds awarded will be utilized. The entire idea behind branding is to import more cash into the community that you export when locally earned money is spent elsewhere. Additionally the art of branding is setting yourself apart from others.The City of Kittitas is looking to refresh their community brand and continue creating a community for investment,business opportunities,and as a place to live and visit.With the private-sector slowly coming out of the recession,it is a perfect time to implement a campaign and refresh the community with consistency of message and impression; finding ways to import fresh cash into the community -into the tax base.The Internet has changed everything.90%of the population is now accessing the web to determine where they will live,work or play This project in front of you would allow the City of Kittitas to narrow their focus and create a niche and promote it like crazy.It will allow us to lure visitors and locals to our complementary activities such as shopping, dining,entertainment,historical attractions,etc but also include city amenities like local parks,parking,lodging,shopping,and events.A bonus will be to bring attentions to our downtown,some beautification,landscaping,street lights,benches,etc.The past year we have had a wine-tasting business,an inn,hairstylist and fitness center open.FACT:the number 1 complementary activity of visitors,in the world,is shopping,dining and entertainment in a pedestrian-friendly intimate setting -our downtown.We are wanting to build a brand primarily for the public relations.We need to reposition to deliver a perception and commit to the experience of our community and to the visitors.The following advertising will maintain our ownership of the brand that we create.Please see the items in which we are asking for the committees to review and fund:Task One:Information Gathering and Background Review which includes facilitation of town hall meetings,consulting fee from Arnett Muldrow &Associates.Task Two:Branding Resource which includes items like creative marketing concepts and brand extension components that could extend to other districts,partners,attractions,and events.These pieces would include event logos,imagery,digital media,web page concepts,allied agency logos ,and a host of other creative uses as determined during town hall meetings.Task Three: Implementationwhich includes website creation,Online Marketing,Social Media Page creation,and Print Advertising.We feel that doing this process will only make the CentralWashingtonColor.com umbrella brand stronger.It will provide additional experience to bring a full county-wide experience. 2.Please provide the following estimates of how any money received will result in increases in the number of people traveling for business or pleasure on a trip: I.Away from their place of residence or business and staying overnight in paid accommodations; II.To a place fifty miles or more away from their place of residence or business for the day or staying overnight;or III.From another country or state outside of their place of residence or business. You must provide the evidence utilized in determining your projections. The biggest,most powerful effect of branding is getting everyone on the same page pulling in the same direction.Once again,it takes a villageto win.With items that were listed in the previous question,we would say that it will bring a focus on our city and it will increase people to stop in our communitywhich would include day trip spending and overnightstays. Our city is unique to have a independent business owners that will be part of the process that will help increase our out of state and out of country visitors. Example:the inn has only been open since July 2016,they have two rooms availabledaily. So if we were able to keep them at the county occupancy of 56%(STR report as of Aug 2016)that would increase overnightsfrom project for 2016,79 room nights to 409 rooms into the year 2017.Projecting the lodging income to be $114.79 ADR x 409 =$46,949.11. That shovmwe have the opportunityto increase visitors just in that tax base by 5 times. County-wide Lodging Tax Application P a ge |10 3.What tools will you use to measure your event's impact on tourism?Please be specific and provide examples.Include the following information: I.Is your project/event year-round or is it seasonal or date-specific? II.What strategies will you employ to assure you are attracting tourists from at least 50 miles away? III.What strategies will you use to assist in marketing all of Kittitas County as a tourist destination with your event/project funding request? Because we are new to this opportunity we will work with community business owners to create visitor information displays to cross promote activities not only happening in the county but our city. We will measure those displays by the distribution count of the information that is placed in those displays.We will be able to track those number. We will encourage the business owners to provide an incentive for those visitors taking information to come to their businesses to shop or dine.Examples of those incentives can range from discounts, coupons,etc.We will communicate monthly to get those numbers from the participating businesses. Other business will be asked to have log book available for visitors to put in information such as mailing address,email,zip code,how they heard about our city,etc.Additionally,we will make sure that we encourage the employees of the businesses to have superior customer service,training, familiarization of the other things to do in the county and our city.We will assist all tourism efforts by participating in the current tourism campaigns and link them on our new website,social media shares,etc.In order for the implementation to work well we will do this project early spring and marketing throughout the rest of the year,making this project a year-round project. 4.Does your organization have,or have you applied for,grant funding from other sources? If not,why not?If yes,please list the available funding you have for the project, including any volunteer and in-kind sources,and/or the sources and amounts for which you have applied.Please note which funding sources are secured and in hand so a true matching fund determination may be determined.What changes would occur if the project couldn't be funded? We do not have secured funding sources,but we are at the beginning of the process.We will use our resources and see if we qualify in several state,federal grants and we will create a support program with the business to help offset the expenses that will be in the future like beautification,benches,landscaping,etc.As all cities and municipalities we will have volunteerhours to track and report.Being conservativewe project 1600 hours from volunteersthat will be involved in events,community cleanup,etc.1600 x 28.99 =value of 46,384 based on the numberfrom independentsector.org.If we are not successful with this grant and other grants,we will have to work harder as a city and take it upon our shoulders to do some of the project.We are determined to narrow our focus and draw people to our city. County-wide Lodging Tax Application P a ge |11 5.If your organization collaborates or has created partnerships with other organizations, groups,or other events to cross-promote in an effort to encourage county-wide tourism,how is this accomplished? Our largest collaboration is going to be with the Kittitas County Chamber of Commerce.But I feel in the process we will have several partners with businesses,groups,events. Starting list: Trinity Farms -Annual Bull Sale Wesco Hay Growers -intl travelers Thrall n Dodge Winery/Tasting Room Kittitas Country Hardware Hairtage Hair Salon Christmas in Kittitas Olmstead State Park Threshing Bee Event Kruisin Kittitas -Burnouts We now that we are a small community,we will partner with anyone willing to help cross promote the county.We will do everything on the website and through our visitor information displays. 6.Please explain what plans exist to allow this project to become self-sustaining.Include any plans for ticket sales,event sponsors,and other cost-recovery models. The City of Kittitas will be creating a resolution to receive the max tax rate from the accommodations that is in the community.Just that alone will allow us to have additional monies that we will be able to use for the efforts that will come out of the branding process and marketing needs that will continue to become important.We are very excited for our future and we are just needing to put the foot forward to start running. 7.Additional information:Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your project and its benefit to tourism.Please limit any additional written information to one page and any other additional attachments to 3 pages.Regardless of how much additional information is included, only the first 3 pages will be provided to reviewers. 8.Project Budget:Please attach a copy of the complete budget for this project/proposal. If your agency operates independently of this project application it may not be necessary to submit the entire agency budget.You must submit a budget which specifically pertains to the protect/event for which you are requesting funding and adheres to the basic budget format shown below. County-wide Lodging Tax Application P a ge |12 The budget must include anticipated revenues,expenditures,and any potential profit or loss.For projects/events which are ongoing for more than one (1)year,please also submit actuals from the previous three (3)years of operations for the project/proposal if applicable.Also,please supply any narratives necessary to understand the budget being submitted and list separately any in-kind or volunteer contributions.If applying for funding for both "New Project/Event"and "Ongoing Project/Event Support"you must clearly identify the different requests.This may be most easily accomplished bv submitting separate budgets for each request category. For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising,you must submit verifying documentation which assures the contribution will be provided.For instance,if you are claiming in-kind contributions in the form of advertising match,a binding contract itemizing the matching value and obligating each party must be provided. Please assure your budget,and actuals from previous years (if applicable),are in the following basic format: Revenues:Year:2017 Revenues:Year:Revenues:Year: 1877.00 Lodging Tax 1877.00 Total Revenues Total Revenues Total Revenues In-Kind Contributions:In-Kind Contributions:In-Kind Contributions: 46384.00 volunteer hrs 2500.00 Supporters 9Ÿ ÔQ Total In-kind Total In-kind Total In-kind Expenses:Expenses:Expenses: 2350.00 Website 2000.00 Branding 750.00 Consulting Fee 850.00 Facilitation Fee 1297.15 Print 22575.00 Online Adv 2ß822 15 Total Fxpenses Total Expenses Total Expenses -27945.15 Profit/Loss Profit/Loss Profit/Loss (Revenue less Expenses)(Revenue less Expenses)(Revenue less E×penses) County-wide Lodging Tax Application P a ge |13 9.Has your event received Lodging Tax funds in previous years? Yes Û No Û If yes,please list each year and the amount received for that year. All applicants must also provide the following information regarding the event/project: Prior Year Projected A.How many participants and spectators attended last year's activity and/or will attend this year?11450 B.How many days did/will your event occur?365 C.How many room nights were and /or will be booked as a result of your project/event? (You must provide a verifiablesource of information as evidence for your response to item C.Failure to do so will disqualify your application.)409 10.Application Certification: The applicant here certifies and affirms:1.That it does not now,nor will it during the performance of any contract arising from this application,unlawfullydiscriminate against any employee,applicant for employment,client,customer,or other person who might benefit from said contract,by reason of age,race,color,ethnicity,sex,religion, military status,sexual orientation,creed,place of birth,or disability;2.That it will abide by all relevant local,state and federal laws and regulations and;3.That it has read the information contained in the Instructions on pages 1 and 2 and understands and will comply with all provisions thereof. Certified by: (signature) (print name)L'ou itford Title:City of Kittitas,Mayor Date:September 29th,2016 County-wide Lodging Tax Application P a ge |14 Lodging Tax Grant Application Rating Form Criteria Points Possible Application Questions Points Awarded Supports County 15 as Tourism yes =up to 15 Question 2,3,5,7 Destination No =0 15 Length of Impact Date specific =5 Seasonal =10 Question 3 Year Round =15 15 Attracts Tourists yes =up to 15 from at least 50 miles No =0 Question 3 away 20 Less than 5%=0 Applicant's 5%-25%=5 Matching Funds 25%-49%=10 Question 4,8 50%-99%=15 100%or more =20 5 Partnerships Yes =5 No =0 Question 5 10 Sustainable Future yes =10 Funding Identified No =0 Question 6 20 0 =0 Attributable 1-30 =5 Lodging Stays 31-100 =10 Question 9 101-250 =15 More than 250 =20 Total Points:/100 County-wide Lodging Tax Application P a ge |15 Applicant Checklist For applicant use prior to submission My application title page states:Request for Proposals,2017 Lodging Tax Fund. My application is for a new project/event and/or for an ongoing project/event as defined on page 2 of the application packet. I have attached proof of non-profit status if applicable which matches the sample document provided. I have included an itemized list in response to item 1 in the application of how any grant funds awarded will be utilized. I have attached additional information in response to item 7 in the application,if needed,which includes written information limited to one page and other attachments limited to three pages. I have attached a project budget,properly formatted according to item 8 in the application. If this event is ongoing for more than one year,I have also submitted actual financial data from the previous three years if applicable,formatted properly according to item 8 in the application. The application certification in item 10 is signed and dated by the proper authority. I have included one copy of the entire original application according the submittal I y apcptiocnationn pabeein sent on or prior to September 30,2016 and will be delivered by 5:00 PM either in person or electronically (email or fax)or postmarked on that date. My application is being delivered to: Kittitas County Commissioners Attn:Lodging Tax Grant Application 205 W 5th Avenue,Suite 108 EIIensburg,WA 98926 Or,is being emailed to:bocc@co.kittitas.wa.us Or,is being faxed to:509-962-7679 County-wide Lodging Tax Application P a ge |16 City of Kittitas 2017 Year Round 2017 BRANDING &WEBSITE Logo Creation with Branding Packet 5 2,000.00 Website Creation S 2,350·00 ONLINE Online Marketing *17,500 00 AdProduction 8 2.275.00 OrganicPosts *2,800.00 PRINT Postcard (5x7)printing *263-02 Shipping *34.13 Daily Record SurveyAds $1,000.00 TOWN HALL MEETINGS Genesis Marketing Facilitation Fee 8 500.00 Genesis Marketing Travel $350.00 Consulting fee for Tripp Muldrow $750.00 TOTAL *29,822.15 Campaign Overview BRANDING &WEBSITE :LIVE BY JUNE 1 Website creationby Evasiv Design:$2,350.Live by June 1. Social Media accounts on Facebook,Instagram,Twitter,and Google +,at no charge. Logo design and branding with Branding Packet for City of Kittitas by Genesis Marketing for $2000. ONLINE :3o days prior to event Organic Postings will be 3 times per week on Facebook,Instagram,Twitter,and Google +from June 1 to December 31 at rate of $4oo/mo Online advertisingon platforms such as Facebook,Instagram,Twitter,Remarketing,YouTube, Google,Bing,Yahoo at rate of $2,500/mo (will determine at time of placementwhat is most valuable). Paid Ad Campaigns will target all of Kittitas County,plus Moses lake,Wenatchee,Yakimaand Snoqualmie,as well as the Seattle/TacomaMetro Areas. PRINT:June and September Postcard Printing for 2 runs through U-Printing. Each set of printings:500 qty 5X7 postcards.2 sided printing.SEE ISSAQUAH EXAMPLES FOR REFERENCE.Pricing:$131.51 printing per run and $17.07 shipping per run. Daily Record Ad for Survey-1/4 page est $1,ooo for 2 ads Partnership Budget Approval All added value estimates are not confirmed until the buy is placed and varies on availabilty, final budget,and station discretion This partnership will be handledthrough the Kittitas County Chamber office and agency of record Genesis Marketing.Upon Signature below,initial 50%ofhudget will be invoicedand due within 30 days.All invoices will be submitted to you by Amy McGuffin withthe Kittitas County Chamber of Commerce and will be due within 30 days of invoice. A bulleted list of topies for scripts and online ads,as well as any logos and photos desired must be provided a minimum of 1month prior to each buy's "air"date.Any proofs must be approved within 48 hours or they will run as is.In addition,there will be a fee to any additional radio or TV ad revisions after the spots are alreadyproducedprovided that the scripts match the producedspot &pronunciation is correct. tasa en and d below Dutr. Kittitas County Chamber:Ome;9/29/2016 (AmyMcGußird Campaign may be modified Initial 9/29/2016 I:35 PM EXHIBlT "B" Exhibit "B" Guidelines and Requirements for Advertising Expenditures of Lodging Tax Section 1.Branding Contractors who have been approved to utilize grant awards for advertising expenditures must incorporate Kittitas County and the appropriate City of Cle Elum,Ellensburg,or Roslyn tourism information as follows: A.Websites and Social Media Sites must include the County's and appropriate City's tourism website logo with an operational link to the site(s).The logo must be displayed on the contractor's home page;it must be sized no smaller than ½inch in height,and must be surrounded by appropriate white space to allow easy recognition and legibility.Contractors shall not change the logo(s)in color or appearance. B.Print Advertising and Online Display Advertising of all types (including but not limited to newspaper,periodicals,flyers,posters,billboards,direct mail,e-newsletters,third-party websites,streaming displays,etc.)must include the County's and appropriate City's tourism website logo.The logo must be sized no smaller than ½inch in height,and must be surrounded by appropriate white space to allow easy recognition and legibility.Contractors shall not change the logo(s)in color or appearance. C.Video Advertising of all types (including but not limited to television,online,electronic kiosks, motion billboards,etc.)must include the County's and appropriate City's tourism website logo. The logo must be sized no smaller than ½inch in height,and must be surrounded by appropriate white space to allow easy recognition and legibility.Contractors shall not change the logo(s)in color or appearance. All logos and website information may be obtained by contacting the Director of Tourism,Kittitas County Chamber of Commerce. Section 2.Advertising Reimbursements Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere to the following guidelines and requirements for each type of advertising media utilized. A.Print AdvertisinR: 1.Print advertising placed with any media provider which operates exclusively outside of Kittitas County may be reimbursed at 100%of the cost,including any production costs.To operate exclusively outside of Kittitas County,the provider must not be physically located in the County and/or not distribute any media within the County. 2.Print advertising placed with any media providor which operates inside Kittitas County may be reimbursed as follows: a.For date-specific events,advertising the day of the event and up to 10 days prior to the event may be reimbursed at 100%of the cost,including any production costs. b.For seasonal or year-round events,or for date-specific events outside of the time- frame in Section 2 A,(2)(a)above,advertising reimbursement requests must include a statement from the media provider specifying the percentage distribution to areas outside of Kittitas County.Reimbursements will be allowed for the amount distributed outside of Kittitas County,including any production costs. B.Television Advertising: 1.Television advertising placed with any media provider outside the Yakima/Kittitas DMA will be reimbursed at 100%of the cost,including any production cost. 2.Television advertising placed with any media provider inside the Yakima /Kittitas DMA will be reimbursed as follows: a.For date-specific events,advertising the day of the event and up to 7 days prior to the event may be reimbursed at 100%of the cost,including any production costs. b.For seasonal or year-round events,or for date-specific events outside of the time- frame in Section 2 B,2(a)above,advertising may be reimbursed at the rate of 70%of the total cost,including any production costs. C.Online Advertising: 1.Online advertising and promotion may be reimbursed at 100%of the cost,including any production cost. 2.Streamed media (radio,television,other)requests for reimbursement must include a statement from the media provider specifying the percentage of recipients which are outside of Kittitas County.Reimbursements will be allowed for the percentage distributed outside of Kittitas County,including any production costs. D.Direct Mail: 1.Direct mail advertising may be reimbursed at 100%of the cost,including any production cost,for each item mailed or shipped to a destination outside of Kittitas County.In order to receive reimbursement,a list of the addresses and a signed statement from the contractor that the list is accurate,or other proof of delivery,must be provided along with other required documentation. E.Flyers/Posters: 1.Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100%of the cost,including any production cost.In order to receive reimbursement,a list of the locations where flyers or posters were posted outside of Kittitas County,a signed statement from the contractor that the list is accurate and a copy of the poster/flyer must be provided along with other required documentation. F.Radio Advertising: 1.Radio advertising placed with any media provider located outside of Kittitas County may be reimbursed at 100%of the cost,including any production cost. 2.Radio advertising placed with any media provider located inside of Kittitas County may be reimbursed as follows: a.For date-specific events,advertising the day of the event and up to 7 days prior to the event may be reimbursed at 100%of the cost,including any production cost. b.For seasonal or year-round events,or for date-specific events outside of the time- frame in Section 2 F,2(a)above,advertising may be reimbursed at the rate of 30%of the total cost,including any production costs.