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HomeMy WebLinkAboutFully Executed AgreementCity Contract#42926 2026 LODGING TAX SERVICES AGREEMENT BETWEEN CITY OF ELLENSBURG AND KITTITAS COUNTY This Contract, effective upon execution, is made and entered into by and between CITY OF ELLENSBURG ("City"), a municipal corporation of the State of Washington, and KITTITAS COUNTY ("County"), a municipal corporation and subdivision of the State of Washington, for the "Rodeo G randstands" ("Project"). WHEREAS, the purpoee of thio Agrcemcnt 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 City and the County mutually agree as follows: Section 1. Scope of Work. a. For purposes of this Agreement, Scope of Work, is defined as the Project Description included in the County's application for lodging tax funds, submitted on March 3,2026, which is attached to and incorporated by reference to this Agreement as Exhibit "A". b. The County shall furnish or cause to be furnished all labor, personnel, supervision, professional services, materials, equipment, and other resources necessary to implement the Project for which lodging tax funds are awarded under this Agieement. c. 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 the County under this Agreement are collectively referred to herein as "Services." d. The County shall commence, perform, and complete such Services in accordance with the project milestones in Exhibit "A." Section 2. Payment. a. As full compensation for satisfactory performance of the County's Services, the City agrees to pay the County the sum of five hundred thousand dollars ($500,000) (City of Ellensburg lodging tax funding). b. Additional payment terms: The City will make payment to the County only on a reimbursement basis, as receipts/invoices are submitted to the City, not to exceed the total sum of five hundred thousand dollars ($500,000) (City of Ellensburg lodging tax funding) listed above in Section 2.a. c. Services/Expenses that are reimbursed must be dated during the contract term, or consist of eligible pre-award project expenses incurred on or after April 1't 2026, and final date to submit reimbursements requests is January 30, 2027, after this date funds lapse. d. Requests for reimbursements must be submitted to: City of Ellensburg Attn: Arts & Economic Development Manager 501 N Anderson St Ellensburg, WA 98926 e. Reporting requirements of the project will be required on prescribed forms from the City. f. County is eligible to claim reimbursement for services related to the Scope of Work and in an amount not to exceed the total sum listed in Section 2.a. g. The County must complete any Lodging Tax Reimbursement compliance requirements provided by the City prior to filing reimbursement claim. Section 3. Performance by the County. a. The City acknowledges and agrees that the County is a government entity that will fulfill the Scope of Work defined in Section 1 by procuring and managing third-party public works general contractors, architects, engineers, and specialized subcontractors. The use of such third-party professionals and construction firms is expressly authorized under this Agreement and shall not be construed as an impermissible assignment or delegation of the County's duties. b. The County shall at alltimes be an independent contractor and not an agent or representative of the City with regard to performing the Services. The County shall not represent that it is, or hold itself out as, an agent or representative of the City. ln no event shall the County be authorized to enter into any Agreement or undertaking for or on behalf of the City. lt is understood that the County and the County's staff and employees are not employees of the City and are not, therefore, entitled to any benefits provided employees of the City. c. The County 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 City and applicable to Services). The County shall furnish such documents as may be required to 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. The County 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. d. The City and the County agree that in fulfilling the terms and conditions of this Agreement neither shall discriminate on the basis of race, creed, color, national origin, citizenship or immigration status, age, sex, marital status, honorably discharged veteran or military status, or the presence of a physical, sensory, or mental disability or the use of a trained guide dog or service animal by a person with a disability. e. This contract is subject to review by any Federal or State auditor. The County shall promptly furnish the City 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. The County 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 City makes final payment of compensation due hereunder, the County shall provide the City access to (and the City shall have the right to examine, audit and copy, with orwithout notice) allof the County's books, documents, papers and records related to the Services or this Agreement. f. The County understands and acknowledges that the County is solely responsible for its own reporting and accounting of all state, federal, social security, and local taxes, of every nature, arising from the County's performance of this Agreement. g. The County acknowledges and agrees that the Project is a public works project subject to the laws of the State of Washington. The County shall ensure that all work performed by third-party general contractors or subcontractors complies fully with all applicable public works requirements under Washington law, including but not limited to public works bonds and retainage pursuant to Chapters 39.08 and 60.28 RCW. h. The County shall require that its primary contractor and any subcontractors pay prevailing wages to all laborers, workers, or mechanics in compliance with Chapter 39.12 RCW. No lodging tax funds shall be released by the City as reimbursement until the County confirms that all applicable statutory intents to pay prevailing wages and affidavits of wages paid have been properly filed with the Washington State Department of Labor & lndustries (L&l) by the executing contractors. i. The City's lodging tax funding is expressly conditioned upon the project's strict adherence to these public works statutes. Any underpayment of prevailing wages or failure to secure required public works bonds by the County's third-party agents shall be the sole responsibility of the County, and the City shall assume no liability or financial exposure for statutory non-compliance. Section 4. lndemnity and Hold Harmless. The City assumes no liability for the County's actions under this Agreement, including the actions of any contractor or subcontractor hired by the County to perform the services described in Exhibit "A". The County shall defend, indemnify, and hold harmless the City, its officers and employees, agents, representatives, attorneys and/or volunteers, from and against claims arising from the County's negligent acts, errors, omissions, breach, or the acts of those for whom the County is legally responsible including: a. Any lien asserted upon any property of the City in connection with the Services for this Agreement; or b. Any breach of or default under this Agreement by the County. Section 5. Gompliance with Public Records Law. a. ln compliance with Washington's public records law, the City 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. ln the event a public records request is made to the City 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 City shall provide notice to the County pursuant to Washington's public records act, chapter 42.56 RCW, to allow the County to seek a court injunction. c. The City specifically shall not be liable to the County for the City's release under public records laws of any documents not protected by trademark, copyright or other law. Section 6. lndustrial lnsurance Waiver. With respect to performance of this Agreement and as to any claims against the City, its Additional lnsureds, officers, agents and employees, the County expressly waives its immunity under Title 51 of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to the County'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 County. This waiver is mutually negotiated by the parties to this Agreement. Section 7. lnsurance and Endorsements. a. The City requires that the County maintain liability insurance which will protect the County, 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 the County or any of its employees, agents or representatives. b. The County agrees to provide proof of insurance prior to commencing performance of this Agreement. c. Copies of the insurance documents provided by the County shall be attached to this Agreement and by this reference will be made part hereof. d. Where insurance secured by the County is through a self-insurance pool, it is understood the City may not be named additional insured. Should the County purchase any policy that is separate from their pooled coverage, the County's insurance policies shall be endorsed to include the City as an Additional lnsured and shall stipulate that the insurance afforded by the policies shall be primary insurance. Any insurance premiums, self-insured retention, deductibles, or risk retention trusts maintained or participated in by the County shall be the responsibility of the County. Any insurance, self-insurance, or self-insured pool coverage maintained by the City shall be excess of the County's insurance and shall not contribute with it. The County shall furnish the City with a certificate of insurance with Endorsement as evidence that the required policies are in full force and effect. Section 8. Termination a. The City may, by providing sixty (60) days' advance written notice to the County, terminate this Agreement as to any portion of the lodging tax funding not yet disbursed b. The County shall not be obligated to refund any previously disbursed reimbursement funds to the City for work already completed, materials delivered, or outstanding general contractor invoices that the County is legally bound to pay under Washington public works laws. c. lf either party defaults in the performance of any material term or condition of this Agreement, the non-defaulting party shall provide written notice specifying the default. The defaulting party shall have thirty (30) days from receipt of such notice to cure the default. lf the default is of such a nature that it cannot reasonably be cured within thirty (30) days, the party shall not be in default if it commences a cure within such time and diligently prosecutes it to completion. Section 9. Miscellaneous. a. T5 County slrall not (by contract, operation of law or othenrvigc) assign this Agrcoment or any right or interest in this Agreement without the City's prior written consent. b. This Agreement embodies the entire Agreement between the City and the County 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 County to the City of Ellensburg, Attn: City Manager, 501 N Anderson St, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by the City to the County shall be given to the County'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. The County warrants to the City that the individual signing on the County's behalf has the requisite power and authority to enter into and to perform the County's obligations under this Agreement. The County further warrants to the City that the County 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 the County's ability to perform its obligations under this Agreement. g. 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 the 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. 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. lN WITNESS WHEREOF, the parties hereto have executed this Agreement. CITY OF ELLENSBURG KITTITAS COUNTY (FUNDTNG \ilut+ Heidi Address: 501 N Anderson St Ellensburg, WA 98926 TO FORM City Attorney nds, City Manager B La tr Commissioner AP D AS TO FORM rney Add 205 W Sth Ave, Suite 108 Ellensburg, WA 98926 rwey SEAL A B C of Lodging Tax for Tourism-Related Operations Application Submission Deadline: Open City of Ellensburg 501 N Anderson St, Ellensburg, WA 98926 WNSFTINGTON Lodging Tax . General lnformation The City of Ellensburg imposes a lodging tax assessed on the sale or charge made for furnishings of lodging according to RCW 67.29.180 and RCW C7.28.78I. ln accot"datice wi[lr Llre lax arrd Washington State law, a Lodging Tax Advisory Committee has also been established. The committee's purpose is to advise and recommend to the City Council how excise taxes on lodging should be allocated to support tourism, which in turn generates revenue. Uses Accordins to [aw: Per RCW 67.28.t876, lodging tax revenues under this chapter may be used, directly by any municipality or indirectly through a convention and visitor bureau or destination marketing organization for: a) Tourism marketing; b) The marketing and operations of special events and festivals designed to attract tourists; c) Su pporting the operations a nd capital expen d itures su pporting the operations of tou rism- related facilities owned or operated by a municipality or a public facilities district created under chapters 35.57 and 36.100 RCW; or d) 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, The followins definitions. as set forth in RCW 67.28.080, should be considered in anv application requesting fundins: 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 to attract tourists Review Process: The City of Ellensburg's Lodging Tax Advisory Committee (LTAC) will review all completed applications. Applicants will be provided with the opportunity to present their projects to the 3. Tourism-related facility means real or tangible personal property with a usable life of three or more years, or constructed with volunteer labor that is: (a) (i) owned by a public entity; (ii) owned by a nonprofit organization described under section 501 (c) (3) of the federal internal revenue code of 1986, as amended; or (iii) owned by a nonprofit organization described under section 501 (c) (6) of the federal internal revenue code of 1986, as amended; a business organization, destination marketing organizations, main street organization, lodging association, or chamber of commerce; and (b) used to support tourism, performing arts, or to accommodate tourist activities. LTAC and answer questions. The LTAC will submit their recommendations to the City Council who have final approval authority for the list of recommendations. prior to making a final decision, the Council will publicly deliberate on the recommendations received from the LTAC. Applicants may also be requested to present their projects to the Council and answer questions. please return ONE COPY of the entire original application and answers to narrative questions tq: City of Ellensburg Attn: Kelle Vandenberg, Arts & Economic Development Manager 501 N Anderson Street Ellensburg, WA 98926 Prolact Manasgnentl After reviewing and considering the recommendation of the LTAC, the City of Ellensburg's City Council will approve or deny the application, following the process set forth in RCW 67.28.7876 and/or RCW 67.28.L8L7. The Council's approval of an application and award of funds will be via Resolution. All funds awarded under this program will be available in the form of a direct charge to the Lodging tax budget for the Fiscal year, January through December. All funds awarded will be available for reimbursement until January of the next year' lf January 15, falls on a weekend the requests must be submitted on the Monday immediately following' Unless otherwise approved by the City, in writing, any unexpended funds will be returned to the Lodging Tax account and made available for re-appropriation. All requests for reimbursement shall be made to the City of Ellensburg's Managers office at the following address: City of Ellensburg Attn: Kelle Vandenberg, Arts & Economic Development Manager vandenberek@ellensburewa.sov so9-962-7L49 50L N Anderson St Ellensburg, WA 98926 For specific information and requirements regarding the reimbursement process, please contact 509- 962-722L. Application Requirements X 1. As required by RCW 67.28.18\6, Applicants must demonstrate the project is for tourism promotion purposes, and Applicants must also provide estimates of how any moneys received will result in increases in the 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. Y 2. A completed project budget is included in the application. Applicant Certification: Please sign below in agreement with statement of certification. Certification is hereby given that the information provided is accurate and the applicable attachments are complete and included as part of the application package. I further certify that the application thresholds are met at the time of application. 7/o\/ zou- DateSignature of al Representative Title Tourism-Related Facility Operational Funding Narrative Expanded Questions for Application t. Project Desription: The Ellensburg Rodeo Grandstands Project is a large-scale infrastructure initiative designed to enhance both the spectator experience and safety at the historic Ellensburg Rodeo and the many year-round events held at the Kittitas Valley Event Center (KVEC). The project includes the demolition of aging structures-including seating sections AA through J.l, the catwalk, restrooms, and Behind-the-Chutes areas-and the construction of modern, accessible, and code-compliant grandstands with expanded restrooms, upgraded concessions, improved lighting, and safer, more efficient pedestrian circulation. This redevelopment enhances safety, accessibility, and functionality while preserving the venue's historic character. Key project components include: New Grandstands: Aluminum bench seating with backs, premium seating zones, and expanded ADA-accessible seating. Support Facilities: Upgraded restrooms, expanded concessions, improved participant staging areas, and modernized gathering spaces. a a lnfrastructure lmprovements: Enhanced lighting, safe pedestrian flow with a new skywalk connection to the fairgrounds, and full building code compliance' Sustainability: Designed to achieve LEED Silver certification through energy-efficient systems and durable materials. Milestone Start Date Completion Date Final Design Completed Mav !,2O25 June 30, 2025 Permitting and Bidding Julv L,2025 September 9,2025 Approval and Contracting September 16,2025 September 30, 2025 Site Prep and Demolition October L,2025 November 15,2025 Primary Construction November L6,2025 Mav 37,2025 Final I nspections/Testing June L,2026 luJy 3L,2026 Facility Opening and Prep August 7,2026 August tO,2026 2. Tourism lmpact Analysis: The grandstands redevelopment substantially advances regional tourism by modernizing one of the County's premier event venues. This project directly aligns with the top recommendation in the Kittitas County Tourism Strategic Plan, which prioritizes investment in KVEC and the Rodeo Grounds as critical tourism infrastructure. The enhanced facility is expected to increase event attendance, elevate the profile of the Ellensburg Rodeo, and expand the venue's usability for concerts, festivals, equestrian events, and other year-round programming. 3. Projected Attendance and Visitor Data The upgraded grandstands will sqpport major tourism-driven events such as the Ellensburg Rodeo, Bares & Broncs, Cowboy Cross, equestrian competitions, and concerts. lmproved amenities and expanded accessibility will benefit tourists, participants, and community members alike. Currently the event calendar has availabilily for 27 additional event days. Upgrades are expected to attract additional interest in the facility. lf an 9 additional events were added during the May to October period, with 3 of them being large scale events then based on an average attendance of 5,000 per event, the venue could attract approximately 15,000 attendees during this period, including an estimated 5,100 tourists traveling more than 50 miles. 4. Economic Benefits: The economic impact of these improvements is equally significant. As more visitors attend events at the modernized facility, they will spend more in the local economy-staying in hotels, dining at restaurants, shopping at local businesses, and fueling at area gas stations. The Kittitas Valley Event Center serves as a key economic driver for Kittitas County by generating a significant volume of overnight stays in lodging facilities located both inside and outside the City of Ellensburg. With the planned enhancements, this impact is expected to grow, further establishing the Event Center as a key contributor to overnight visitation and regional economic development. lncreased activity will support localjobs and generate sustained growth, benefiting both residents and business owners. Assuming an additional 5,100 tourists spend a minimum of 5223 per day* and stay for an average of I.47 days**,this project is estimated to generate an additional S1,671,831 in economic impact for both the City of Ellensburg and Kittitas County. a a * Spending amount figure was pulled from Oxford Economics and presented by the Thurston EDC during their officiol 2O22 economic impoct study on the Ellensburg Rodeo **7.47 is the multiplier effect ossigned to KVEC within the Kittitos County Tourism Strotegic Plan when discussing the potential economic impoct of capital investments. 5. Marketing and Outreach Plan The Ellensburg Rodeo remains the signature event for this facility, backed by more than a century of tradition and a well-established outreach and marketing program that reaches regional, national, and international audiences. ln addition to the Rodeo, emerging events such as Cowboy Cross continue to grow in popularity and attract new visitors to both the Event Center and the City of Ellensburg. Each event maintains its own marketing strategy, but all will benefit significantly from the modernized, more accessible, and enhanced grandstands. These upgrades will allow event organizers to better showcase the spectator experience, elevate promotional content, and expand their reach to new audiences. Throughout construction, the Event Center is collaborating with local media partners to provide a live construction feed and periodic project updates to keep the community and visitors engaged. Planning is also underway for a grand opening celebration aligned with the 2026 Ellensburg Rodeo, which will serve as a major promotional opportunity for the facility and the broader tourism economy. 6. Sustainability Plan To ensure the long-term viability and success of the Rodeo Arena Grandstands, a comprehensive maintenance and funding strategy will be implemented, designed to preserve the facility's condition, enhance the visitor experience, and support continued economic contributions to Kittitas County. This proactive approach emphasizes sustainability, financial responsibility, and strategic partnerships to safeguard the investment and extend the life ofthe upgraded venue. A key element of this plan is the implementation of a routine maintenance schedule to preserve the long-term quality and functionality of the grandstands. Regular inspections and timely upkeep of critical infrastructure-including seating, support facilities, plumbing, and electrical systems-will help ensure the safety, reliability, and visual appeal of the venue. Currently, much of our annual maintenance for the Rodeo Arena seating and support areas is centered on ongoing repairs and safety checks. Facility walk-throughs are conducted annually or s-emi-annually with stakeholders to inspect and assess maintenance needs. Once issues are identified, they are incorporated into our yearly maintenance schedule, which includes both winterization and spring reopening preparations. Each year, this work typically involves replacing or re-securing boards on the seating, stairwells, and walkways; welding railings; replacing toilets; and repairing leaks and other broken components throughout the restrooms. This reactive approach focuses heavily on addressing liabilities and urgent safety concerns. Over the past decade, we've incurred significant repair costs simply to maintain basic usability. Shifting to a preventative maintenance model for the new facility will help reduce costly repairs, minimize downtime, and preserve the venue's quality for both spectators and event participants. To support these ongoing efforts, a dedicated maintenance fund has been established. A portion of sponsorship revenues and grant funding will be directed into a Capital lmprovements reserve, specifically earmarked for facility repairs, upgrades, and general upkeep. This financial foundation will ensure that resources are available when needed and will reduce reliance on emergency funding or reactive fixes. Collaboration with local businesses and organizations will further strengthen the long-term maintenance strategy. Strategic partnerships will be pursued to secure sponsorship opportunities and develop fundraising initiatives that contribute dlrectly to the upkeep and enhancement of the facility. These relationships not only provide financial support but also help build community investment and pride in the venue. Sustainability will be at the core of the infrastructure management approach. The use of durable, low- maintenance building materials and the integration of energy-efficient systems will minimize . operational costs and environmental impact. By reducing the frequency and cost of repairs and lowering energy consumption, these sustainable choices will contribute to the facility's long-term affordability and resilience. Regular facility assessments will also be conducted by professionals to identify potential issues early and recommend necessary upgrades. These evaluations will be critical in preventing deterioration, ensuring compliance with safety standards, and continuously improving the visitor experience. By implementing this multi-faceted strategy, the Rodeo Arena Grandstands will be positioned to remain a premier event destination for decades to come. These efforts will not only protect the investment made in the upgrades but also ensure that the venue continues to serve as a key driver of tourism, community engagement, and economic growth in Kittitas County. 7. Details of Budget The total cost of the Grandstands Project is currently estimated at approximately s14.25 million, inctuding several pending change orders associated with the construction contract. County staff continue to work closely with the architect and general contractor to identify cost-saving opportunities wherever feasible. However, we must also maintain an accelerated schedule to ensure the project is fully completed in time for the 2026 Ellensburg Rodeo, which remains a key driver for both timeline and budget. To date, the County has secured S13.5 million in committed funding for the project. A 5500,000 contribution from the City through Lodging Tax funds would substantially close the remaining funding gap and provide greater budget certainty as the project moves into final stages. The County is prepared to absorb any remaining costs beyond this contribution if necessary- A detailed revenue and expense breakdown is provided below. 8. Partnerships and Collaboration The Grandstands Project represents more than a decade of planning, community engagement, and coordination among public and private partners. Throughout this period, Kittitas County has worked closely with key stakeholders-including the Washington State Department of Commerce, the Ellensburg Rodeo Board, event organizers, and local business partners-to design a modern facility that strengthens the community's identity and supports long-term tourism growth. The City of Ellensburg has been a critical collaborator from the outset. Most recently, the City's leadership partnered with the County by enabling our Community Development Department to take the lead on permitting, an effort that has been essential in navigating a compressed construction timeline and keeping the project on track for completion ahead of the 2025 Ellensburg Rodeo. A contribution from the City's Lodging Tax would build on this strong foundation of partnership. With $t9,5 million already secured, the County is working to close the remaining funding gap and maintain momentum through the final phases of construction. Continued support from the City would demonstrate a shared commitment to delivering a modern, accessible, and high-quality facility that benefits residents, visitors, and the broader tourism economy. 9. Risk Assessment While the project is carefully planned, there are potential risks and challenges that could impact its timeline and success. The primary risk is completing construction in time for the next Ellensburg Rodeo and Kittitas County Fair. Rlsk: Construction Delavs: The project is expected to take 9-10 months based on consultations with architects and engineers experienced in stadium construction. However, unforeseen challenges such as supply chain issues, labor shortages, or weather conditions could extend the timeline. Mitiaotlon Strateov: To minimize delays, we will work with experienced contractors who have a proven track record of meeting tight deadlines. We will also implement a phased construction approach to ensure that critical components, such as seating and infrastructure, are prioritized. Risk Limited Pre-Rodeo Event Time: We aim to fully open at least one month before the rodeo, but any setbacks could reduce that timeline. Mitigotion Strategy: By maintaining a buffer period in our schedule, we can still accommodate smaller events and preparation plans even if minor delays occur. Additionally, we will ensure early procurement of materials and permits to prevent administrative delays. Risk: Budget Overruns: Cost overruns could occur due to fluctuating material prices or unexpected scheduling or structural requirements. Mitigation Strategy: A contingency fund is built into the budget to cover unexpected expenses. Regular financiai iracking and cost assessments will help ensui'e expenditures stay within budget. County leadership will explore additional partnerships, if cost overruns are at risk of exceeding the contingency 10, Project Feasibility The feasibility of the Ellensburg Rodeo Grandstands project is strongly supported by a foundation of thorough planning, professional expertise, and secured funding, all of which contribute to a high level of confidence in the project's successful and timely completion. This approach ensures that the grandstands redevelopment can move forward efficiently, with minimal risk of delays or budgetary shortfa lls. Comprehensive studies and planning efforts have played a critical role in laying the groundwork for success. Architectural and engineering assessments have confirmed that the proposed construction timeline of 9 to 10 months is both realistic and achievable. The design team has integrated efficient construction techniques and scheduling strategies that aim to minimize disruption to surrounding activities while maximizing productivity. This level of planning helps ensure that each phase of the project proceeds smoothly and on schedule. The cross functional team behind the project further strengthens its feasibility. The involvement of experienced county maintenance, finance, lT, Events center, CDS along with the Rodeo Board and our contract architects, and engineers provides assurance that the work will meet high standards of quality, safety, and efficiency. The collective expertise enhances the project's overall credibility and reduces the likelihood of complications during construction. 11. Measurement of Success Project success and tourism impact will be evaluated using quantitative and qualitative metrics. Key measures include: Event Attendance and Visitor Origin: Tracking total attendance, proportion of visitors traveling more than 50 miles, and increases in multi-day event participation Lodging Metrics: Monitoring changes in hotel occupancy rates, average length of stay, and lodging tax collections during major events and newly introduced programming. Event Utilization: Measuring the number of new events hosted annually, total event-day usage ofthe arena, and growth in year-round bookings. Economic lmpact lndicators: Estimating visitor spending using established multipliers from the Kittitas County Tourism Strategic Plan and comparing year-over-year sales tax and business revenue trends. Visitor Satisfaction: Gathering feedback through digital surveys distributed at events to assess facility q uality, accessibility, a nd ove rall experience. Together, these metrics will demonstrate the project's impact on increasing tourism, supporting overnight stays, strengthening event activity, and contributing to Ellensburg's visitor economy Additional Certification Requirements Alignment with istrategic Goals: The Ellensburg Rodeo Grandstands Project directly supports Ellensburg's tourism-related objectives by modernizing one of the community's most iconic tourism assets and enhancing the City's ability to attract and retain overnight visitors. As emphasized in the Kittitas County Tourism Strategic Plan, investment in the Kittitas Valley Event Center-and specifically the renovation of the Rodeo Grounds-is a top regional priority for strengthening tourism infrastructure and expanding year-round event capacity. The upgraded, accessible grandstands will elevate the spectator experience for the Ellensburg Rodeo and other emerging events, increase the venue's operational flexibility, and support growth in multi-day programming that drives lodging demand. By improving safety, comfort, and ADA accessibility, the project reinforces Ellensburg's commitment to providing high-quality visitor amenities and preserving the cultural heritage that draws tens of thousands of tourists to the community each year. Progress Reports o Require applicants to provide a timeline for submitting periodic progress updates and a final report on outcomes and impact, a a a a a a a Project Budget Template 1. Revenue 2. Expenses (See attached expense table) ing Source llEmoum tsl Status (Secured, Pending, ln-kind)Comments/Notes Lodging Tax llssoot Requested Lump Sum Requested Secured Debt Service/10 Years. nty Lodging Tax llsz.sruvt Secured Debt Service/lO years County Lodging Tax llsstvtttt Secured p Sum Service/10 YearsRodeo Board llsz.sruv Secured Board k ending I Rodeo Board Lump Sum to accelerated construction Grants .5MM red Grant (Reimbursement) Revenue llsra.rrurvt 3. Budget Summary Category llnmount (sl llncome llst+.tvwt Total Expenses llst+.zsvtvr Surplus/Deficit (lncome -exnenseslll ($rsotl* *Kittitos County I prepored to cover the outstanding bolance ot the end of the project. l{or PreS.rthg contndfGm Ps SlBnorte ALSC ContrEclTerm PSASlgn Dere Contract Amount Change Orders ConlractTotat Expense To Date Cascade Ccntlrt Constructlon ContractTcrm PSASlln D.ts Fulcrum Contracl Tatm PSASI$ Dare Contract Amount Change Orders ContractTotal. ExpenseTo Date ContractAmount change orders Contract Totat ExpenseTo Date Amount 5,805,061.00 500,000.00 6,305,061.00 689,290.82 1,004,973.00 11,792.00 1,016,765.00 735,I43.2! ContractAmount Change Orders Contlact Total ExP-"n5t to Or," 5,065,000.00 190,831.82 5,255,831.82 1,450,353.00 8,500.00 8,500.00 7,047"34 Nor Co[tr4tElpanlr Date til5,909409 9it86 8it0,.[29.82 9440 14.715.30 290.158.05202HX!9{4 18.947,61202rHl0$.05 7.1186.582024-009-06 1.97LB4202.1{Otl-07 $,23a052024-009-09 'ELXELZS202S0(B-01 78,361-612025409.02 86,1@.552025-0603 5E,E91.652025.0@-05 3,68L812m$009.08 4879.10 22724-31 72"514.98 2025{109{'6 202+009-01 14.037.302024-009-02 18.81a.782024.{lN}"{t4 2&365.662024-009-03 38600 455,03400 3E6r0 5t8,54i1.00 38584 451.716-00 7gz7a EstlmateTotal