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HomeMy WebLinkAbout2020-001 PSA with ChamberLT -2020 -001 -PSA -CHAMBER OF COMMERCE PROFESSIONAL SERVICES AGREEMENT This Agreement dated as of January 01, 2020 is made by and between Kittitas County (hereinafter "the County") and Kittitas County Chamber of Commerce (hereinafter "Contractor"). The County and Contractor agree as follows: General Conditions; Attachment #01 (Lodging Tax Application) Exhibit A (Scope of Work); Exhibit B (Metrics/Deliverables); Exhibit C (Budget). copies of which are attached hereto and incorporated herein by this reference as fully as if set forth herein. The term of this Agreement shall commence on the 1St day of January 2020, and end on the 31St Day of December 2020. Any party may terminate this Agreement by giving thirty (30) days notice in writing either personally delivered or mailed postage -prepaid by certified mail, return receipt requested, to the party's last known address for the purposes of giving notice under this paragraph. Contractor acknowledges and by signing this Agreement agrees that the Indemnification provisions set forth in Paragraphs 7 (Independent Contractor), 9 (Taxes), 15 (Defense and Indemnity Agreement), 21 (Patent/Copyright Infringement) and 24 (Confidentiality), are totally and fully part of this Agreement and have been mutually negotiated by the parties. Professional Services Agreement Page 1 LT -2020 -001 -PSA -CHAMBER OF COMMERCE IN WITNESS WHEREOF, the parties have executed this Agreement this day of , 2020. APPROVED: Kittitas County Chamber of Commerce BOARD OF COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON Signature of Signatory (Date ) Print Name of Signatory Brett Wachsmith, Chairman Laura Osiadacz, Vice -Chairman Cory Wright, Commissioner Attest: Clerk of the Board Approved as to Form: By: Deputy Prosecuting Attorney Contractor Address: County's Address: Kittitas County Chamber of Commerce Kittitas County 609 North Main Street 205 West 5t" Avenue, Suite 108 Ellensburg, WA 98926 Ellensburg, WA 98926 Professional Services Agreement Page 2 Project Contacts: Amy McGuffin Chamber of Commerce Professional Services Agreement Page 3 LT -2020 -001 -PSA -CHAMBER OF COMMERCE Project Contacts: Laura Osiadacz, County Commissioner Judy Pless, Budget & Finance Manager Kittitas County LT -2020 -001 -PSA -CHAMBER OF COMMERCE GENERAL CONDITIONS 1. Scope of Contractor's Services: Contractor agrees to provide to the County services and any materials set forth in the project narrative identified in Attachment "A" during the Agreement period. No material, labor, or facilities will be furnished by the County, unless otherwise provided for in the Agreement. 2. Performance of Work: Contractor shall perform work in accordance with, and shall comply with, all of the provisions of this Agreement. All work shall comply with applicable codes and ordinances. 3. Schedule of Performance: Unless directed otherwise by the County, Contractor shall perform the work in accordance with any schedules made a part of this Agreement. 4. Definitions: 4.1 "Additional Insured's" means the County, its successors and assigns, and the respective directors, officers, employees, agents and representatives of the County and its successors and assigns. 4.2 "Support" means the following: Contractor's directors, officers, employees, agents and representatives; and sub -Contractors of any tier; the respective directors, officers, employees, agents and representatives of these sub - Contractors of any tier; and any other person or entity acting under the direction or control of, or on behalf of, Contractor or any Contractor's sub - Contractors of any tier in connection with or incident to the performance of the Work or this Agreement. 4.3 The "Work" means all of the duties listed in Exhibit A and the performance of all other obligations, under this Agreement by Contractor or its Support. 5. Accounting and Payment for Contractor Services: Payment to the Contractor for services rendered under this Agreement shall be as set forth in Exhibit "C". Where Exhibit "C" requires payments by the County, payment shall be based upon billings, supported unless otherwise provided in Exhibit "C", by documentation of units of work actually performed and amounts earned, including where appropriate, the actual number of days worked each month, total number of hours for the month, and the total dollar payment requested. Unless specifically stated in Exhibit "C" or approved in writing in advance by the Kittitas County Board of Commissioners, the County will not reimburse the Contractor for any costs or expenses incurred by the Contractor in performance of this Agreement. Professional Services Agreement Page 4 LT -2020 -001 -PSA -CHAMBER OF COMMERCE Where required, the County shall, upon receipt of appropriate documentation, compensate the Contractor, no more often than monthly, through the County voucher system, for the Contractor's service pursuant to the fee schedule set forth in Exhibit "C". 6. Assignment and Subcontracting: No portion of this Agreement may be assigned or subcontracted to any other individual, firm or entity without the express and prior written approval of the County. 7. Independent Contractor: The Contractor's services shall be furnished by the Contractor as an independent Contractor and nothing herein contained shall be construed to create a relationship of employer- employee or master -servant, but all payments made hereunder and all services performed shall be made and performed pursuant to this Agreement by the Contractor as an independent Contractor. The Contractor acknowledges that the entire compensation for this Agreement is specified in Exhibit "C" and the Contractor is not entitled to any County benefits including, but not limited to: vacation pay, holiday pay, sick leave pay, medical, dental, or other insurance benefits, or any other rights or privileges afforded to Kittitas County employees. Contractor will defend, indemnify and hold harmless the County, its Additional Insured's, officers, agents or employees from any loss or expense, including but not limited to settlements, judgments, setoffs, attorneys' fees or costs incurred by reason of claims or demands because of breach of the provisions of this paragraph. 8. No Guarantee of Employment: The performance of all or part of this Agreement by the Contractor shall not operate to vest any employment rights whatsoever and shall not be deemed to guarantee any employment of the Contractor or any employee of the Contractor or any sub -Contractor or any employee of any sub -Contractor by the County at the present time or in the future. 9. Taxes: The Contractor understands and acknowledges that the County will not withhold Federal or State income taxes. Where required by State or Federal law, the Contractor authorizes the County to make withholding for any taxes other than income taxes (i.e. Medicare). All compensation received by the Contractor will be reported to the Internal Revenue Service at the end of the calendar year in accordance with the applicable IRS regulations. It is the responsibility of the Contractor to make the necessary estimated tax payments throughout the year, if any, and the Contractor is solely liable for any tax obligation arising from the Contractor's performance of this Agreement. The Contractor hereby agrees to indemnify Professional Services Agreement Page 5 LT -2020 -001 -PSA -CHAMBER OF COMMERCE the County against any demand to pay taxes arising from the Contractor's failure to pay taxes on compensation earned pursuant to this Agreement. The County will pay sales and use taxes imposed on goods or services acquired hereunder as required by law. The Contractor must pay all other taxes including, but not limited to: Business and Occupation Tax, taxes based on the Contractor's gross or net income, or personal property to which the County does not hold title. The County is exempt from Federal Excise Tax. 10. Regulations and Requirement: This Agreement shall be subject to all laws, rules and regulations of the United States of America, and State of Washington, and political subdivisions of the State of Washington, and to any other provisions set forth herein or in the attached exhibits. 11. Right to Review: This contract is subject to review by any Federal or State auditor. The County or its designee shall have the right to review and monitor the financial and service components of this program by whatever means are deemed expedient by the County. Such review may occur with or without notice, and may include, but is not limited to, on-site inspection by County agents or employees, inspection of all records or other materials which the County deems pertinent to the Agreement and its performance, and any and all communications with or evaluation by service recipients under this Agreement. The Contractor shall preserve and maintain all financial records and records relating to the performance of work under this Agreement for 6 years after contract termination, and shall make them available for such review, within Kittitas County, State of Washington, upon request. 12. Modifications: 12.1 Either party may request changes in the Agreement. Any and all agreed modifications shall be in writing, signed by each of the parties. 12.2 The County may, at any time, by written notice thereof to Contractor ("Change Notice") makes changes in the Work within the general scope of this Agreement, including, but not limited to: (a) changes in, revisions to, substitutions for, additions to or deletions of any Work; (b) changes in schedule; and (c) acceleration, deceleration or suspension of performance of any Work. 12.3 If any change in the Work causes an increase or decrease on Contractor's cost of, or the time required for, performance of the Work, an equitable adjustment in the compensation to Contractor and in the schedule for the performance of the Work shall be made to reflect such an increase or decrease. Professional Services Agreement Page 6 LT -2020 -001 -PSA -CHAMBER OF COMMERCE 12.4 Notwithstanding any dispute or delay in arriving at a mutually acceptable equitable adjustment, Contractor shall proceed in accordance with all Change Notices. Contractor must, within thirty (30) days after receipt of any Change Notice that does not set forth any acceptable adjustment, submit to the County a written statement setting forth any adjustment claimed. 12.5 If any change results in a decrease in the Work performed, Contractor shall be entitled to compensation associated with changing the Work, such as revising design already completed, revising calculations already performed, and revising documents. 13. Termination for Default: If the Contractor defaults by failing to perform any of the obligations of the Agreement or becomes insolvent or is declared bankrupt or commits any act of bankruptcy or insolvency or makes an assignment for the benefit of creditors, the County may, by depositing written notice to the Contractor in the U.S. mail, postage prepaid, terminate the Agreement, and at the County's option, obtain performance of the work elsewhere. If the Agreement is terminated for default, the Contractor shall not be entitled to receive any further payments under the Agreement until all work called for has been fully performed. Any extra cost or damage to the County resulting from such default(s) shall be deducted from any money due or coming due to the Contractor. The Contractor shall bear any extra expenses incurred by the County in completing the work, and all damage sustained, or which may be sustained by the County by reason of such default. If a notice of termination for default has been issued and it is later determined for any reason that the Contractor was not in default, the rights and obligations of the parties shall be the same as if the notice of termination had been issued pursuant to the Termination for Public Convenience paragraph hereof. 14. Termination for Public Convenience: The County may terminate the Agreement in whole or in part whenever the County determines, in its sole discretion that such termination is in the best interests of the County. Whenever the Agreement is terminated in accordance with this paragraph, the Contractor shall be entitled to payment for actual work performed at unit contract prices for completed items of work. In the event of such termination, an equitable adjustment shall be made in the compensation payable to Contractor. An equitable adjustment in the contract price for partially completed items of work will be made, but such adjustment shall not include provision for loss of anticipated profit on deleted or uncompleted work. Termination of this Agreement by the County at any time during the Professional Services Agreement Page 7 LT -2020 -001 -PSA -CHAMBER OF COMMERCE term, whether for default or convenience, shall not constitute a breach of contract by the County. 15. Defense & Indemnity Agreement: The Contractor agrees to and shall defend, indemnify and hold harmless the County, its Additional Insured's, appointed and elective officers, agents and employees, from and against all loss or expense, including but not limited to judgments, settlements, attorney's fees and costs by reason of any and all claims and demands upon the County, its Additional Insured's, its elected or appointed officials, agents, or employees for damages because of personal or bodily injury, including death at any time resulting therefrom, sustained by any person or persons and on account of damage to property including loss of use thereof, whether such injury to persons or damage to property is due to the negligence of the Contractor, its sub -Contractors, its elected officers, employees or their agents, except only such injury or damage as shall have been occasioned by the sole negligence of the County, its Additional Insured's, appointed or elected officials, agents, or employees. It is further provided that no liability shall attach to the County by reason of entering into this contract, except as expressly provided herein. 16. Industrial Insurance Waiver: With respect to the performance of this Agreement and as to claims against the County, its Additional Insured's, 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 its 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. 17. Venue and Choice of Law: In the event that any litigation should arise concerning the construction or interpretation of any of the terms of this Agreement, the venue of such action of litigation shall be in the Superior Court of the State of Washington in and for the County of Kittitas. This Agreement shall be governed by the law of the State of Washington. 18. Withholding Payment: In the event the Contractor has failed to perform any obligation to be performed by the Contractor under this Agreement within the time set forth in this Agreement, then the County may, upon written notice, withhold all monies due and payable to Contractor, without penalty, until such failure to perform is cured or otherwise adjudicated. 19. Future Non -Allocation of Funds: Professional Services Agreement Page 8 LT -2020 -001 -PSA -CHAMBER OF COMMERCE If sufficient funds are not appropriated or allocated for payment under this Agreement for any future fiscal period, the County will not be obligated to make payments for services or amounts incurred after the end of the current fiscal period. No penalty or expense shall accrue to the County in the event this provision applies. 20. Contractor Commitments Warranties and Representations: The Contractor represents and warrants to the County as follows: 20.1 The Contractor is duly incorporated, validly existing and in good standing under the laws of the State of Washington, and has all requisite corporate power and authority to enter into and to perform its obligations under this Agreement. 20.2 The Contractor has the authority to execute this Agreement, to make the representations and warranties set forth in it and to perform the obligations of the Contractor under this Agreement in accordance with its terms. 20.3 This Agreement has been validly executed by an authorized representative of the Contractor and constitutes a valid and legally binding and enforceable obligation of Contractor. 20.4 The Contractor has or will obtain prior to the commencement date such licenses, permits and other authorizations from federal, state and other governmental authorities, as are necessary for the performance of its obligations under this Agreement. 20.5 The Contractor 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. The Contractor is not subject to any order or judgment of any court, tribunal or governmental agency which materially and adversely affects its operations or assets in the State of Washington, or its ability to perform its obligations under this Agreement. 20.6 None of the representations or warranties in this Agreement, and none of the documents, statements, certificates or schedules furnished or to be furnished by Contractor pursuant hereto or in connection with the performance of the obligations contemplated under this Agreement, contains or will contain any untrue statement of a material fact or omits or will omit to state a material fact necessary to make the statements of fact contained therein not misleading. 21. Patent/Copyright Infringement: Contractor will defend and indemnify the County from any claimed action, cause or demand brought against the County; to the extent such action is based on the claim that information supplied by the Contractor infringes any patent or copyright. The Contractor will pay those Professional Services Agreement Page 9 LT -2020 -001 -PSA -CHAMBER OF COMMERCE costs and damages attributable to any such claims that are finally awarded against the County in any action. Such defense and payments are conditioned upon the following: 21.1 Contractor shall be notified promptly in writing by County of any notice of such claim. 21.2 Contractor shall have the right, hereunder, at its option and expense, to obtain for the County the right to continue using the information, in the event such claim of infringement is made, provided no reduction in performance or loss results to the County. 22. Disputes: 22.1 General Differences between the Contractor and the County, arising under and by virtue of the Agreement Documents shall be brought to the attention of the County at the earliest possible time in order that such matters may be settled or other appropriate action promptly taken. Except for such objections as are made of record in the manner hereinafter specified and within the time limits stated, the records, orders, instructions, and decisions of the Kittitas County Commissioners shall be final and conclusive. 22.2 Notice of Potential Claims The Contractor shall not be entitled to additional compensation which otherwise may be payable, or to extension of time for (1) any act or failure to act by the County, or (2) the happening of any event or occurrence, unless the Contractor has given the County a written Notice of Potential Claim within ten (10) days of the commencement of the act, failure, or event giving rise to the claim, and before final payment by the County. The written Notice of Potential Claim shall set forth the reasons for which the Contractor believes additional compensation or extension of time is due, the nature of the cost involved, and insofar as possible, the amount of the potential claim. Contractor shall keep full and complete daily records of the work performed, labor and material used, and all costs and additional time claimed to be additional. 22.3. Detailed Claim The Contractor shall not be entitled to claim any such additional compensation, or extension of time, unless within thirty (30) days of the completion of the portion of the work from which the claim arose, and before final payment by the County, the Contractor has given the County a detailed written statement of each element of cost or other compensation requested and of all elements of additional time required, and copies of any supporting documents evidencing the amount or extension of time claimed to be due. 23. Ownership of Items Produced: Professional Services Agreement Page 10 LT -2020 -001 -PSA -CHAMBER OF COMMERCE All writings, programs, data, public records or other materials prepared by the Contractor and/or its consultants or sub -Contractors, in connection with performance of this Agreement shall be the sole and absolute property of the County. 24. Confidentiality: The Contractor, its employees, sub -Contractors, and their employees shall maintain the confidentiality of all information provided by the County or acquired by the Contractor in performance of this Agreement, except upon the prior written consent of the Kittitas County Prosecuting Attorney or an order entered by a court after having acquired jurisdiction over the County. Contractor shall immediately give to the County notice of any judicial proceedings seeking disclosure of such information. Contractor shall indemnify and hold harmless the County, its Additional Insured's, officials, agents or employees from all loss or expense, including, but not limited to settlements, judgments, setoffs, attorneys' fees and costs resulting from Contractor's breach of this provision. 25. Notice: Except as set forth elsewhere in the Agreement, for all purposes under this Agreement, except service of process, notice shall be given by the Contractor to the department head of the department for whom services are rendered, and to the Kittitas County Commissioners, 205 W 5t" Ave, Suite 108, Ellensburg, WA 98926. Notice to the Contractor for all purposes under this Agreement shall be given to the address reflected on the signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class, postage prepaid. 26. Severability: 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 other terms, conditions or 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. 27. Miscellaneous: 27.1 The County's failure or delay to insist upon strict performance of any of the provisions of this Agreement or to exercise any rights or remedies under this Agreement shall not be construed as a waiver or relinquishment to any extent of its right to assert or rely upon any such provisions, rights or remedies in that or any other instance; rather the same shall be and remain in full force and effect. 27.2 This Agreement embodies the entire Agreement between the County and Contractor, and supersedes any and all prior agreements, regarding the Work. No change, amendment or modification of any provisions of this Agreement shall be valid unless set forth in a written instrument signed by the party to be bound thereby. Professional Services Agreement Page 11 LT -2020 -001 -PSA -CHAMBER OF COMMERCE 27.3 The rights and remedies of the County set forth in any provision of this Agreement are in addition to and do not in any way limit any other rights of remedies afforded to the County by any other provisions of this Agreement, by any of Contractor's Support or by law. 27.4 The headings of sections and paragraphs of this Agreement are for convenience of reference only and are not intended to restrict, affect or be of any weight in the interpretation or construction of the provisions of such sections or paragraphs. 28. Waiver: Waiver of any breach or condition of this Agreement shall not be deemed a waiver of any prior or subsequent breach. No terms or conditions of this Agreement shall be held to be waived, modified or deleted except by an instrument, in writing, signed by the parties hereto. 29. Survival: The provisions of paragraphs 7, 9, 11, 13, 14, 15, 16, 17, 18, 19, 20, 21, 22, 23, 24, 28, 30, and 31, shall survive, notwithstanding the termination or invalidity of this Agreement for any reason. 30. Nondiscrimination. 30.1 The County is an equal opportunity employer. 30.2 Nondiscrimination in Employment In the performance of this Agreement, the Contractor will not discriminate against any employee or applicant for employment on the grounds of race, creed, color, national origin, sex, sexual orientation, marital status, age or the presence of any sensory, mental or physical handicap; provided that the prohibition against discrimination in employment because of handicap shall not apply if the particular disability prevents the proper performance of the particular worker involved. The Contractor shall ensure that applicants are employed, and that employees are treated during employment without discrimination because of their race, creed, color, national origin, sex, sexual orientation, marital status, age or the presence of any sensory, mental or physical handicap. Such action shall include, but not be limited to: employment, upgrading, demotion or transfers, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and programs for training including apprenticeships. The Contractor shall take such action with respect to this Agreement as may be required to ensure full compliance with local, state and federal laws prohibiting discrimination in employment. Professional Services Agreement Page 12 LT -2020 -001 -PSA -CHAMBER OF COMMERCE 30.3 Nondiscrimination in Services The Contractor will not discriminate against any recipient of any services or benefits provided for in this Agreement on the grounds of race, creed, color, national origin, sex, sexual orientation, marital status, age or the presence of any sensory, mental or physical handicap. 30.4 If any assignment and/or subcontracting has been authorized by the County, said assignment or subcontract shall include appropriate safeguards against discrimination. The Contractor shall take such action as may be required to ensure full compliance with the provisions in the immediately preceding paragraphs herein. 31. Prevailina Waae: Contractor shall pay the prevailing rate of wages to all workers, laborers, or mechanics employed in the performance of any part of the Work in accordance with RCW 39.12 and the rules and regulations of the Department of Labor and Industries. The schedule of prevailing wages rates for the locality or localities of the Work is determined by the Industrial Statistician of the Department of Labor and Industries. It is the Contractor's responsibility to verify the applicable prevailing wage rate. It is understood that the Contractor is responsible for obtaining and completing all required government forms and submitting same to the proper authorities. Disputes regarding prevailing wage rates shall be referred for arbitration to the Director of the Department of Labor and Industries. The arbitration decision shall be final and conclusive and binding on all parties involved in the dispute as provided for by RCW 39.12.060. 32. Insurance: The Contractor shall secure and maintain in effect at all times during performance of the Work such insurance as will protect Contractor, its Support and the Additional Insured's 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 work or this Agreement, whether such performance is by Contractor or any of its Support. Professional Services Agreement Page 13 LT -2020 -001 -PSA -CHAMBER OF COMMERCE All insurance shall be issued by companies admitted to do business in the State of Washington and have a rating of A-, Class VII or better in the most recently published edition of Best's Reports unless otherwise approved by the County. If an insurer is not admitted, all insurance policies and procedures for issuing the insurance policies must comply with Chapter 48.15 RCW and 284-15 WAC. The Contractor shall provide proof of insurance for: 1) Commercial General Liability Insurance. ■ Coverage limits not less than: • $1,000,000 per occurrence per project • $2,000,000 general aggregate • $1,000,000 products & completed operations aggregate • $1,000,000 personal and advertising injury, each offense ■ Certificate Holder — Kittitas County The Certificate must name the County as additional insured as defined in the Agreement • Sixty (60) days written notice to the County of cancellation of the insurance policy. 2) Stop Gap/Employers Liabiiit ■ Coverage limits not less than: • $1,000,000 each accident ■ $1,000,000 disease — policy limit • $1,000,000 disease — each employee Thirty (30) days written notice to the County of cancellation of the insurance policy. 3) Commercial Automobile Liability Insurance. • Automobile Liability for owned, non -owned, hired, and leased vehicles, with an MCS 90 endorsement and a CA 9946 endorsement attached if `pollutants' are to be transported. x Coverage limits not less than: • $1,000,000 combined single limit • Thirty (30) days written notice to the County of cancellation of the insurance policy. 4) Workers' Compensation. Workers' Compensation in amounts required by law. Professional Services Agreement Page 14 LT -2020 -001 -PSA -CHAMBER OF COMMERCE Contractor shall furnish the County a Certificate of Insurance with Endorsement as evidence that policies providing insurance required by this Agreement are in full force and effect. Contractor hereby waives all rights of recourse, including any right to which another may be subrogated, against Kittitas County for personal injury, including death, and property damage. Contractor's insurance policies required above shall be primary insurance and shall be non-contributing with any other insurance maintained by Kittitas County. The Contractor shall assume full responsibility for all loss or damage from any cause whatsoever to any tools, Contractor's employee -owned tools, machinery, equipment, or motor vehicles owned or rented by the Contractor, or the Contractor's agents, suppliers or contractors as well as to any temporary structures, scaffolding and protective fences. The Contractor shall have sole responsibility for ensuring the insurance coverage and limits required are obtained by subcontractors. NOTE: No contract shall form until and unless a copy of the Certificate of Insurance with Endorsement, properly completed and in the amount required, is attached hereto. Professional Services Agreement Page 15 LT -2020 -001 -PSA -CHAMBER OF COMMERCE EXHIBIT "A" SCOPE OF WORK In addition to providing all material and labor, the Contractor shall perform the following: See Exhibit A —Scope of Work in Attachment #01, the 2020 Kittitas County Lodging Tax Grant Application Packet Professional Services Agreement Page 16 LT -2020 -001 -PSA -CHAMBER OF COMMERCE EXHIBIT "B" METRICS FOR EVALUATION DELIVERABLES See Exhibit B -- Metrics for Evaluation/Deliverables in Attachment #01, the 2020 Kittitas County Lodging Tax Grant Application Packet Professional Services Agreement Page 17 LT -2020 -001 -PSA -CHAMBER OF COMMERCE EXHIBIT "C" BUDGET OPTION C-2020 As full compensation for satisfactory performance of the work, the County shall pay Contractor compensation not to exceed: up to $284,150.00/ YR See Exhibit "C" — Budget in Attachment #01, the 2020 Kittitas County Lodging Tax Grant Application Packet Professional Services Agreement Page 18 RftACv\yyAm� i4t)l Iittitas County Lodging Tax Grant Application Packet 2020 KITTITAS COUNTY LODGING TAY GRANT APPLICATION FOR TOURISM Applicant Information Organization Name: KITTITAS COUNTY CHAMBER OF COMMERCE Organization Mailing & Physical Address: 609 N MAIN STREET ELLENSBURG 98926 Organization Contact Person and Title: AMY MCGUFFIN, CEO Organization/Contact Phone: 509.925.2002 Email: . i 1 CASCOLTh cfiAMT ER.com Fax: n/a Preferred days and hours to call/contact: MONDAY — FRIDAY 8A -5P Organization Website: CENTRALWASH.INGTONCOLOR.COM Federal Tax ID Number: 91-0210430 UBI Number: 601133921 Organization is C Government Entity ❑ 501(c) 3 X 501(c) 6 ❑ Other Year's organization has been involved in tourism promotion in the Kittitas County: Intensively since 2000. Funding Request Detail 1. 2019 Kittitas County Lodging Tax Funding Request: up to $283,150.00 2. Identify the specific tourism audience/market located tl1bC than 50 miles. from the County that your organization will target with these funds: Being in Central Washington we have the ability to draw l'rorn at Ieast an huur_away _in 911 directions: Wenatchee Chelan, Okanogan, i, Osyoos Canada, Sp kane, Coeur d'Alene. Sandpoint, Kel ogg�Pullman, Lewiston, Tri-Citics, The Dalles, Portland_ Tacoma- Yelm- Lacey_, Seattle Memo, Bell_e_vue, Bellingham, Mt Vernon, and Vancouver Canada. Our interest groups are outdoor recreation, historic and educatianalt festival and event specific, activities, sports, Resort Get -a -ways and 'u t siniply weather related ■et-a-wa s. 3. Describe in detail the tourism promotion activities that will be performed or provided with the funding request above, that specifically target the tourism audience/market listed in #2: In conjunction with coup remotions we will proinote great. weather .activities such as hiking, biking, fishing, hunting, wildlife viewing, scenic drives, festivals, events, downtown destination shoppin& and other active activities that our arca and our downtowns_.provide. We have found over [be past year that simply the_lifg9yle that the conununities offers is a draw to people who are looking to get away from their residences. This will help us with messaging directed at business patrons.:and leisure trawlers. -Even those that are [4a passing on I-90. 4. List on the following page the proposed quantity of specific tourism promotional activities described in #3 above and the corresponding funding request for each activity. ACTIVITY NUMBER PROJECTED NUMBER PROJECTED 2020 2021 In Person Contacts 7000 (just VIC) 7350 (just VIC) Physical location and days/hours and when/where contacts are to take place: Ellen_sburgViskor Center and Cle L -lura Visitor Center. The locations will be open year round six 6j days:a week Mondays -Friday 9a -5p and Saturday's I Oa4p. May th u September seven (7) dates a week Monday -friday 9a -Sp and Weekends 10a -4p, Staffing of 4 P/T reception personnel for the front counter and additionally 1 P'rr events coordinator to help festival_ events throughout the year and.ealendar updates etc. 1 F/T Tourism Director that supervises and manages the VIC, Festival and Events, Marketing, Collateral. Website and Partner interaction. Lodging Tax Partners E-mail or Phone Contacts 9,000 9,450 E-mail address and Phone #; anticipated schedule when phone contacts will be made: Currently the chamber of commerce has a database of 9000 email addresses that have been acqtiired through festivals and event. We also have agreements with peliodicals to receive leads of people who are interested in the Kittitas Countv and will soon launch a monthlv dieital tourism newsletter. (Please also see the above description for staffing and supervision. Brochures Produced/Printed F50,000 55,000 The Tourism Department produces annroximateiv 60,000 visitor Guides each vcar that feature activitics sysilabl_e including f'estival_s an events, retail, lodging listings and other community information that most travelers will base their trips upon. This is done -in pgMersbip for the distribution of said des. Brochures Distributed/Mailed Distribution method: 8,500 8,925 Cinder the contract_ of services, I part time person is suleryised for the purpose of distribution of Iocal brochures (festival and events) and Visitor information (visitor guides, ri3a�,c)_throughout 27 locations in the Kittitas County. We also respond to a wide variety of inquiries on topics such as relocation, intent to travel., weddi ip—oa.rties, conferences,. meetings and other business requests. We Dave ltad 983 lead requests that have mailed in 2018. Unavailable Unavailable Digital/Social Media Site(s): 89,000 people 96,450 people Tourism promotion uses different approaches to digital/social media. byparticipating in Facebook, Twitter, gram. P.i.nterest, and both Google.AdWords and Network. This technology has been ver successful for general promotions and for speci fie event advertising, We are able to track engagement and website hits from all of these web locations. Additionally we have 31 partners that have been kind cnough to link our L7Ii.i.. in their websites and brochures. Website Page Views: Social Media — Facebook Social Media — Instagram Social Media — Twitter Social Media — Google Adwords 226,239 233,026 36,000 page likes 37,080 page likes 14354 followers 14784 followers 267,878 tweets 275,914 tweets 160,812 ad clicks 165,636 ad clicks DECLARATION I understand the Washington State limitations placed on use of Hotel/Motel Tax funds, and certify that the requested funds will be used only for purposes described in this application and established by state law and county policy. I have the authority of the organization/entity represented in this application to submit this request for funding on its behalf. I understand the use of funds is subject to audit by the State of Washington. I declare that the foregoing is true and correct to the best of my knowledge. Amy McGufftn CEO Print Name Title Signature Date EXHIBIT A SCOPE OF WORK The Chamber agrees to provide the following services and engage in the following activities in support of the Kittitas County tourism development effort: 1. Marketing Overhead a. To serve as a direct report to the Lodging Tax Advisory Committee, attending monthly meetings to provide updates and reports on marketing activities and where promotions are being done. b. Prepare an annual marketing plan to present to the LTAC at the beginning of each year. c. Serve as liaison to members of the tourism industry and event organizations. d. Submit a monthly accounting of expenses incurred. e. Obtain, analyze and apply data related to tourism -related activities in such a manner as to aid the review of the effectiveness of Kittitas County's tourism development efforts. g. Submit quarterly reports to the County about services completed and the state and effectiveness of tourism promotion efforts. As requested, but at least twice during the year, present such reports in person to the Board of County Commissioners. 2. Website Maintenance and Social Media a. Maintain, including periodic updates as needed, a public web site that promotes Kittitas County tourism and provides information for visitors b. Manage, maintain and update on a regular basis, social media used for tourism purposes. c. Track web site traffic statistics including, but not limited to, page views, unique visitors, search terms, entry and exit pages. 3. Collateral Materials a. Develop promotional materials L Brochures ii. Maps iii. Press Kits iv. Video Clips v. Photo Library b. Distribute County tourism information and literature in the county and in other markets c. Maintain stock and periodically review the effectiveness of county racks and rack locations. 4. Marketing and Advertising a. Administer and oversee County tourism promotion efforts to promote the County's events, attractions, facilities, and destination downtown, including i. marketing campaigns, ii. advertising, iii. brochures, iv. solicitation of conventions and meetings, v. participation in trade shows, and vi. other activities agreed to by the parties from time to time. b. Administer and oversee County Micro Grant program in efforts to support small events/new events outside of the annual consolidated grant cycle. c. Report monthly with addition funding for Roslyn and Event Center partners. Provide updates monthly to LTAC committee EXHIBIT B METRICS FOR EVALUATION DELIVERABLES Assessment: Performance will be assessed by the County Lodging Tax Advisory Committee based upon information provided by the Chamber which will include: 1. The Star Report of hotel/motel occupancy 2. Organic Search Users 3. Paid Search Users 4. Engagement Rates 5. In addition to the goal for Lodging Tax receipts to increase upto five percent (5%) annually overall County Lodging Tax revenue will be compared with previous year receipts. 6. Sales tax summary for tourism based business categories (to be supplied monthly by the County). BUDGET 2020 Work Item 2020 Budget CONTRACT OF SERVICES — CHAMBER OF COMMERCE OPERATION EXPENSES $49,040.00 WEBSITE $15,670.00 ONLINE/DIGITAL MARKETING $120,600.00 BRANDING $12,000.00 EVENT CENTER PROMOTIONS ROSLYN CAMPAIGN GRANT PROGRAM TOTAL OPERATIONS TOTAL ADVERTISING $36,340.00 $39,500.00 $10,000.00 $49,040.00/YR $234,110.00/YR TOTAL CONTRACT $283,150.00/YR