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HomeMy WebLinkAboutBlank-Chamber 2021 PSALT -2021-OO 1 -PSA-CHAM BER OF COM M ERCE PROFESSIONAL SE RVICES AGREEMENT This Agreement 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; Exhibit A (Scope of Work); Exhibit B (Metrics); Exhibit C (Compensation); Exhibit D (Proof of lnsurance). 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 2021 and continue until the 3lstday of December 2021. 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 forthe purposes of giving notice under this paragraph. Contractor acknowledges and by signing this Agreement agrees that the lndemnification provisions set forth in Paragraphs 7 (lndependent Contractor), 9 (Taxes), 15 (Defense and lndemnity Agreement), 21 (Patent/Copyright lnfringement) and 24 (Confidentiality), are totally and fully part of this Agreement and have been mutually negotiated by the parties. P rofess iona I Se rvices Ag reement (rev . O9 124 120 1 8) Page 1 of20 LT -2021-OO 1 -PSA-CHAM BER OF COM M ERCE lN WITNESS WHEREOF, the parties have executed this Agreement this _ day of _, 2020. APPROVED: BOARD OF COUNry COMMISSIONERS KITTITAS COUNry, WASHINGTON Signature of Signatory Chairman (Date Print Name of Signatory Vice-Chairman Commissioner Attest: Clerk of the Board Approved as to Form By: Deputy Prosecuting Attorney Gontractor Address 609 N. Main Gounty's Address Ellensburq.Kittitas County 205 West 5th Avenue, Suite 108 Ellensburg, WA 98926 P rofessi onal Se rvices Ag ree ment (rev . 09 124 120 1 8) Page 2 of 20 III,; Project Gontact: Madison Ford, Director of Tourism and Events Professional Services Ag reement (rev . 09 124 1201 8) Page 3 of20 LT -2021 -OO 1 -PSA-CHAM BER OF COMMERCE Project Contact: Judy Pless, Budget & Finance Manager Taylor Crouch, LTAC Clerk LT -2021-OO1 -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 prolect narrative identified in Exhibit "A" during theAgreement period. No material, labor, orfacilities will be furnished by the County, unless othenruise 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 lnsureds" 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. Accountinq and Pavment for Contractor Services Payment to the Contractor for services rendered under this Agreement shall be as set forth in Exhibit "B". Where Exhibit "8" requires payments by the County, payment shall be based upon billings, supported unless othenruise provided in Exhibit "8", 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 "8" 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. Where required, the County shall, upon reeipt 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 "B". P rofessi o nal Services Ag ree ment (r ev . 09 I 24 120 1 8) Page 4 ol 20 LT -2021-OO 1 -PSA-CHAM BER OF COMM ERC E 6. Assiqnment and Subcontractino: 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. lndependent 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 i ndependent Contractor. The Contractor acknowledges that the entire compensation for this Agreement is specified in Exhibit "8" and the Contractor is not entitled to any County benefits including, but not limited to: vacation pay, holiday pay, sick leave pay, medical, dental, orother insurance benefits, or any other rights or privileges afforded to Kittitas County employees. Contractor will defend, indemnify and hold harmless the County, its Additional lnsureds, 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 lnternal Revenue Service at the end of the calendar year in accordance with the applicable IRS regulations. lt 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 indemniff 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 Professi ona I Se rvices Ag ree ment (r ev . 09 124 120 1 8) Page 5 of 20 LT -2021-OO 1 -PSA.C HAM BER OF COMM ERCE personal property to which the County does not hold title. The County is exempt from Federal Excise Tax. 10 ulations and ut 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. Risht 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 lf 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. 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. Professi ona 1 Servi ces Ag reem ent (rev . 09 124 120 1 8) Page 6 of 20 LT.2O21-OO 1 -PSA-CHAM BER OF COMM E RC E 12.5 lf 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 lf 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. lf 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. lf 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. ln 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 term, whether for default or convenience, shall not constitute a breach of contract by the County. 15. Defense & lndemnitvAqreement: The Contractor agrees to and shall defend, indemnify and hold harmless the County, its Additional lnsureds, 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 lnsureds, its elected or appointed officials, agents, or employees for damages because of P rofessiona I Servi ces Ag reement (r ev . 09 124 I 20 1 8) Page 7 of 20 LT -2021-OO 1 -PSA-CHAM BER OF COM MERCE 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 lnsureds, appointed or elected officials, agents, or employees. lt is further provided that no liability shall attach to the County by reason of entering into this contract, except as expressly provided herein. 16. lndustrial lnsurance Waiver: With respect to the performance of this Agreement and as to claims against the County, its Additional lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51 of the Revised Code of Washington, the lndustrial lnsurance 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 of Law: ln 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. Withholdinq Payment: ln 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: lf 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. Professi onal Servi ces Ag reem ent (r ev . 09 I 24 120 1 8) Page 8 of 20 20.2 20.3 20.4 20.5 20.6 LT -2021-OO 1 -PSA-CHAM BER OF COMM ERCE 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. 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. 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. 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. 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. PatenUCopyriqht lnfrinqement: 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 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 Profess ional Se rvi ces Ag reem ent (rev . 09 I 24 l2O 1 8) Page 9 of 20 LT.2O21-OO 1 -PSA-CHAM BE R OF COM M ERCE 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 othenruise 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 insofaras possible, the amount of the potentialclaim. Contractor shall keep full and complete daily records of the work performed, labor and material used, and all costs and additionaltime 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 ltems Produced: 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 lnsureds, 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. Professional Se rvi ces Ag ree m ent (rev . 09 124 I 20 1 8) Page 10 of20 LT -2021-OO 1 -PSA-CHAM BER OF COMM ERCE To the extent that any information obtained by the Contractor is required to be shared with or provided to others by the terms of the Statement of the Work, this provision is not breached by such acts. 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 Sth 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. Severabilitv lf 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. 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. 27.5 The performance of this Agreement is subject to termination without liability by either party upon the occurrence, or upon the prediction by the National Oceanic and Atmospheric Administration, any other agency of the United States Government, or any agency of the Government of the Professional Services Agreement (rev. 091241201 8) Page11of20 LT -2021-OO 1 -PSA-CHAMBER OF COM M ERC E State of Washington of the occurrence of any circumstance beyond the control of either party-including, without limitation, acts of God, war, acts of terrorism within a fifty (50) mile radius of Kittitas County, government regulations, disaster, pandemic/epidemic illness, strikes or threat of strikes (except that neither party may terminate this Agreement for situations involving that party's own employees), civil disorder, or curtailment of transportation facilities-to the extent that such circumstance makes it illegal, impossible or economically impracticable for the parties to complete the duties and mutual obligations agreed upon and imposed upon them herein. The ability to terminate this Agreement without liability pursuant to this paragraph is conditioned upon delivery of written notice from one party to the other within 10 days of such occurrence or upon delivery of written notice from one party to the other within 24 hours of the receipt of notice of the prediction of any of the above occurrences. To the extent feasible within the constraints imposed by any event of the type described above, the parties agree that if the triggering event is of apparently or likely transitory effect, the parties may negotiate such amendments to the agreement that are mutually satisfactory and not othenruise contrary to law, including but not limited to a change in the dates for completion of any portion or the entirety of this agreement. 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, 31, and 32 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 Nondiscrim nati on in Emolovment ln 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, P rofessi onal Servi ces Ag reem ent (rev . 09 124 I 20 1 8) Page 12 of 20 LT -2021-OO 1 -PSA-CHAM B ER OF COMMERC E 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. 30.3 Nondiscrimi on 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 lf 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. Prevailinq Wase. 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 lndustries. The schedule of prevailing wages rates for the locality or localities of the Work is determined by the lndustrial Statistician of the Department of Labor and lndustries. lt is the Contractor's responsibility to verify the applicable prevailing wage rate. lt 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 lndustries. 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. Debarment Certification : The Contractor certifies that it: P rofess i onal Se rvi ces Ag reem ent (rev . 09 I 24 l2O1 8) Page 13 of20 32.1 32.2 32.3 32.4 LT -2021-OO 1 -PSA-CHAMBER OF COM M ERCE ls not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal department or agency. Has not within a three-year period preceding the execution of this contract with Kittitas County, been convicted of or had a civiljudgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public or private agreement or transaction, violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, tax evasion, receiving stolen property, making false claims, or obstruction of justice. ls not presently indicted for or othennrise criminally or civilly charged by a governmental entity (Federal, State, or local) with commission of any of the offenses enumerated in paragraph 32.2 of this section. Has not within a three-year period preceding the preceding the execution of this contract with Kittitas County had one or more public transactions (Federal, State, or local) terminated for cause of default. Professional Servi ces Ag reement (rev . 09 124 I 20 1 8) Page 14 of 20 LT -2021.00 1 -PSA-CHAM BER OF COMM ERCE 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 2021 Kittitas County Lodging Tax Grant Application Packet Professional Services Agreement (rev . 09 124 120 1 8) Page 15 of20 LT -2021 -OO 1 -PSA-CHAM BER OF COMM ERCE EXHIBIT ..B" METRICS Performance will be assessed by the County Lodging Tax Advisory Committee based upon information provided by the Chamber which will include the following: See Exhibit B -- Metrics for Evaluation/Deliverables in Attachment #01 , the 2021 Kittitas County Lodging Tax Grant Application Packet Professional Services Agreem ent (rev . 09 124 I 201 8) Page 16 of20 LT -2021-OO 1 -PSA-CHAM BER OF COM MERCE EXHIBIT "C" COMPENSATION oPTtoN c-2021 As full compensation for satisfactory performance of the work, the County shall pay Contractor compensation not to exceed: See Exhibit "C" - Budget in Attachment #01 , the 2021 Kittitas County Lodging Tax Grant Application Packet Professi onal Services Ag ree ment (rev . 09 I 24 I 20 I 8) Page 17 of 20 LT -2021-OO 1 -PSA-C HAM B ER OF COMMERCE EXHIBIT "D'' PROOF OF 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 lnsureds 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. All insurance shall be issued by companies admitted to do business in the State of Washington and have a rating of A-, Class Vll or better in the most recently published edition of Best's Reports unless othenryise approved by the County. lf 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 Commercial Ge Liabilitv lnsurance Coverage limits not less than:o $5,000,000 per occurrence. $1,000,000 per occurrence liquor liability. $1,000,000 products & completed operations aggregate. $1,000,000 personal and advertising injury, each offenseo Certificate Holder - Kittitas County. The Certificate must name the County as additional insured. Sixty (60) days written notice to the County of cancellation of the insurance policy al Automobile Liabil ln (if ANY use of vehicle in performance) Automobile Liability for owned, non-owned, hired, and leased vehicles (MCS 90 endorsement and a CA 9946 endorsement must be attached if 'pollutants' are to be transported). 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. Additional C Be Professi onal Se rvi ces Agree m ent (rev . 09 I 24 I 20 1 8) Page 18 of20 LT -2021-OO 1 -PSA-CHAM B ER OF COM M E RCE I Workers' Compensation Workers'Compensation in amounts required by law Stop Gap/Emplovers Liability 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. Professional Liability The Contractor and/or its Subcontractor and/or its consultant providing professional services shall provide evidence of Professional Liability lnsurance covering professionalerrors and omissions. Such policy must provide the following minimum limits:. $1,000,000 per claim. $2,000,000 annual aggregate. lf insurance is on a claims-made form, its retroactive date, and that of all subsequent renewals, shall be no later than the effective date of this Agreement. Pollution Liability The Contractor shall provide a Pollution Liability policy, providing coverage for claims involving bodily injury, property damage (including loss of use of tangible property that has not been physically injured), cleanup costs, remediation, disposal or other handling of pollutants, including costs and expenses incurred in the investigation, defense, or settlement of claims arising out of:. Contractor's operations related to this project; and/or. Remediation, abatement, repair, maintenance or other work with lead-based paint or materials containing asbestos; and/oro Transportation of hazardous materials away from any site related to this project Such Pollution Liability policy shall provide the following minimum coverage:r $ per claimr $. annual aggregate Propertv Damaoe The Contractor shall provide a policy that covers damage to Kittitas County facilities, including buildings, equipment, grounds, etc. Such policy shall provide the following minimum coverage:o $ per occurrence P rofessional Se rvi ces Ag ree ment (rev . 09 I 24 120 1 8) Page 19 of20 LT -2021-OO 1 -PSA-CHAM B E R OF COMM ERC E Umbrella Coveraqe Umbrella policies shall provide coverage at least as broad as specified for underlying coverages (CGL, Auto, Employer's Liability) and cover those insured in the underlying policies, including additional insured.. Amount required for this Agreement: $ Contractor shall furnish the County a Certificate of lnsurance to include the Policy Endorsements/Exclusions 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 Gertificate of lnsurance with Endorsements/Exclusions, properly completed and in the amount required, is attached hereto. Failure of the Contractor to fully comply with the above insurance requirements during the term of the Agreement shall be considered a material breach of contract and cause for immediate termination of the Agreement at the County's discretion. Alternatively, the County may procure and maintain, at the Contractor's sole expense, insurance to the extent deemed proper up to the amount of the required coverage(s). The County may offset the cost of such insurance against payment due to the Contractor under this Agreement. Professi onal Se rvices Ag ree m ent (r ev . 09 I 24 120 1 8) Page 20 of 20 FrtmCnrnu.rl * 0l 2021 Kittitas County Lodging Tax Grant Application Packet 2021 KITTITAS COUNTY LODGING TAX GRANT APPLICATION FOR TOURISM Annlicant Information OrganizationName: KITTITAS COLINTY CHAMBER OF COMMERCE Organization Mailing & Physical Address: 609 N MAIN STREET ELLENSBURG 98926 Organization Contact Person and Title: MADISON FORD, DIRECTOR OF TOURISM AND EVENTS Organization/Contact Phone: 509.925.2002 Email: MAnIsoN@KITTITASCoIINTvcHAMRER coM Fax: nla Preferred davs and hours to call/contact: MONDAY - FRIDAY 8A-5P Or panization W eb s ite : CENTRAL WA S HING TONOUTD O OR. C O M Federal Tax ID Number: 9l-0210430 UBI Number: 601133921 Organization is lg Government Entity E 501(c) 3 X 501(c) 6 lg Other Year's organization has been involved in tourism promotion in the Kittitas County: Intensively since 2000. Funding Request Detail 1. 2021 Kittitas County Lodging Tax Funding Request: up to $368,095.00 2. Identify the specific tourism audience/market located more than 50 miles from the County that your organization will target with these funds: Being in Central Washington we have the ability to draw from at least an hour awa)'in all directions: Wenatchee. Chelan. Okanogan. Osyoos Canada. Spokane. Coeur d'Alene. Sandpoint. Kellogg. Pullman. Lewiston. Tri-Cities, The Dalles. Portland. Tacoma. Yelm. Lacey. Seattle Metro. Bellevue and North/Western Washington. specifically Pierce and King Counties. Our interest gtoups are outdoor recreation. historic and educational. festival and event specific. business travel. sports. small group getaways. and simple escapes from the urban lifestyle. 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 individual municipality efforts. we will promote sunny weather. outdoor activities such as hiking. biking. fishing. hunting. wildlife viewing- scenic drives. festivals. events, downtown destination shopping, and other active activities that our region provides. Our focus areas are honed in bv workins with the consolidated lodsins tax committee and continuous tourism and destination marketing research with industry partners across the country. In the next few )zears post-COVID-l9 snecificallv" our focuses will be on recreatine resoonsiblv. self euided excursions. scenic drives. photographli opportunities. walking tours. Scenic Byway leverage. and allowing for reconnection and escaDe as moral confliction in travel eases. 4. List on the followingpage the proposed quantity of specific tourism promotional activities described in #3 above and the corresponding funding request for each activity. ACTIVITY NUMBER PROJECTED 20212020 In Person Visits 7,000 7,350 Physical location and daysftrours The main Ellensburg Visitor Center is located on 609 N Main Street. The location will be open October thru Malz six (6) days a week Monday-Friday 9a-5p and Saturday's l0a-2p. May thru September seven (7) days a week Monday-Friday 9a-5p and Weekends i0a-2p. The Cle Elum Visitor Center is open Monday-Saturda], from 10a-4p year round, and hours ma), change slightly due to tourism traffic. Staffing includes 4 P/T reception personnel for the front counter and I F/T Tourism *Events Director that supervises and manages the VIC. Festival and Events. Marketing. Collateral. Website and Partner interaction. Lodging Tax Partners Partners t36 143 Currently the tourism department has a database of 136 close partners that are local businesses featured in our campaign. make up our tourism committee. and are involved in local events. We meet with each partner regularly, and work with them to develop tourist-facing content that ties into their various industries work. We also feature each partner throughout our tourism marketing campaign on CentralWashingtonOutdoor. MyEllensburg, and DiscoverCleElum.com. Brochures Produced/Printed 5 0,000 50,000 The Tourism Department produces approximately 50.000 visitor guides and maps each year that feature activities available including festivals and events, retail. lodging listings and other community information that most travelers will base their trips upon. Brochures Distributed/Mailed Distribution method: Under the contract of services. 2 part time employees are supervised for the purpose of distribution of local brochures (festival and events) and Visitor information (visitor guides. maps) throughout over 45 locations in Kittitas Count)r. We also respond to a wide variety of inquiries on topics such as relocation, intent to travel. wedding parties, conferences. meetings and other business requests. We have had 485 lead requests via print brochures and guides that have been mailed directly in 2019. our last full-term year. just at the main Ellensburg VIC. UsersonCentralWashingtonOutdoor.com 238,000YTD 266,560 Our Destination Marketing Campaign uses different approaches and strategies both organically and via our advertisins camoaiqn to tarset notential traveklers. and eive them the information and resources they need to visit Kittitas County. Our campaign tactics include social media advertising. display advertisins. video advertisinq. search ensine marketins. and oreanic content such as newsletters and blogs to generate traffic to the website. The main attributing sources for our online traffic are display advertising. and social media advertising on Facebook and Instagram. Our online traffic YTD compared to the same period YOY is up b]' 12olo despite the Coronavirus pandemic" local wildfires. and their impact on travel. DECLARATION I understand the Washington State limitations placed on use of Hotel/Motel Tax funds, and certifu 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 organizationlentity 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 Madison Ford Print Name Signature Director of Tourism and Events Title t0-t9-2020 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, 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 website traffic statistics including, but not limited to users, organic users, top pages, click through rates, and attribution data. 3. Collateral Materials a. Develop promotional materials i. 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 eventsoutside of the annual consolidated grant cycle. c. Report monthly with additional 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. Monthly report with content focuses for the previous month 2. Users 3. Organic Users 4. Social Media Data 5. Newsletter Data 5. ln addition to the goal for Lodging Tax receipts to increase up to 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) EXHIBIT IICII BUDGET ATTACHMENT Operation Costs:Budget Salaries/ Subscriptions/ VIC/ Admin $ 56,396.00 Website (Online)$ 18,020.50 Online $ 127,190.00 Grants $ 53,972.50 Print $ 11,500.00 Business Related Promotions $ 13,800.00 Municipality Shortfall $ 41,791.00 Roslyn Campaign $ 45,425.00 Total Budget $ 368,095.00