HomeMy WebLinkAbout2026 LTAC Request for Proposals REDLINE DRAFT.Formatting Rev PAO 052025.LTAC rev 071125 rev 072920252026 REQUEST FOR PROPOSAL PACKET
LODGING TAX/TOURISM PROMOTION
This packet is for the 2026 TOURISM PROMOTION SERVICE PROPOSALS to be funded by
the Jefferson County Lodging Tax. Under Jefferson County guidelines, you must be a NON-
PROFIT or GOVERNMENTAL AGENCY to be eligible to be funded by the Jefferson County
Lodging Tax.
The Jefferson County Lodging Tax Advisory Committee may only consider complete and signed
proposals that include all of the requested information and documents, and that are submitted by
the deadline:
WEDNESDAY, SEPTEMBER 10, 2025 by 4:30 P.M.
2026 Proposal Guidelines: Tourism Promotion Activities
The Jefferson County Lodging Tax Advisory Committee (LTAC) is accepting proposals from
government agencies and non-profit organizations for tourism promotion to be provided during
calendar year 2026 and paid for from the County’s lodging tax fund. The Committee will make
recommendations to the Jefferson County Commissioners within one month following the
proposal deadline. All decisions for use of the lodging tax will be made by the Jefferson County
Commissioners.
• Proposals from government agencies or non-profit organizations are to be for
tourism promotion during calendar year 2026. Please refer to Section 1 of this
packet for examples of eligible tourism promotion activities for this funding
round.
• At the time of implementation, tourism related activities within proposals must comply
with federal, state, and county laws and requirements, including county Public
Health direction. NOTE: Jefferson County may not use public funds in any way that
can be construed as a gift to an individual or organization.
• Proposals must completely address the questions, and all requested supplemental
information must be provided. Incomplete or late proposals may not be considered by
LTAC.
• To be considered, a fully completed and signed digital application (digital
signatures acceptable) must be received at afmcknight@co.jefferson.wa.us by the
deadline listed above.
• All applications must be submitted as a signal digital application in a one PDF file
attached to an email. If you need assistance combining multiple documents into a
single PDF document, please contact our office.
• All documents filed with the County are public records, potentially eligible for release.
Jefferson County is committed to the non-discriminatory treatment of all Persons in the
employment and delivery of services and resources.
2026 Proposal Checklist for Tourism Promotion Activities
Organization Name:
Event Name, if different:
Proposed Contract Amount: $
501(c)(3) ☐ (6) ☐
WA UBI Number:
EIN Number:
Proposals should completely address the questions, and all requested supplemental
information should be provided. Incomplete or late proposals may not be considered by the
Jefferson County LTAC.
To be eligible for consideration, your application must be signed, dated, and include the
following items in the listed order.
Check each item submitted:
☐ Signed and Dated Proposal Checklist for Tourism Promotion Activities.
☐ Declaration of capital expenditures and operations, if applicable (Attachment A).
☐ Proof of liability insurance (Attachment B)
☐ Section 1 - Itemized list of proposed services and estimated costs.
☐ Section 2 - Proposal Questions.
☐ Section 3 - Proposed 2026 promotion, facility, event or activity budget.
☐ Section 3 - 2025 organizational budget and year-to-date income and expense statement(s).
☐ Section 3 - List of names and addresses of the organization’s current Board of Directors.
Name and contact information for event chairperson, if applicable.
☐ Section 3 - Optional work samples such as season brochures, promotional materials, reviews,
news/magazine articles, etc. (maximum of 5 separate pieces)
To be considered, a fully completed and signed original application with supporting
documents must be electronically received and date stamped at the Jefferson County
Administrator’s Office, to Adiel McKnight @ afmcknight@co.jefferson.wa.us
by WEDNESDAY, SEPTEMBER 10, 2025 by 4:30 p.m. (Secure and approved file transfer links
are acceptable to accommodate large file sizes if needed.)
Documents submitted to the County are public records, potentially eligible for release.
2026 Proposal Checklist for Tourism Promotion Activities
Proposal Deadline: WEDNESDAY, SEPTEMBER 10, 2025 AT 4:30 P.M.
Electronically to Email Address: afmcknight@co.jefferson.wa.us
Please type (10 point or larger) or legibly print in ink.
To be considered: all questions must be answered; all requested documents provided; this form
must be signed and dated.
Organization Name:
Organization Address:
Contact Name:
Contact Address:
Day Phone:
Evening or Cell Phone:
E-Mail Address:
Facility/Event: (if applicable)
Total Lodging Tax Request: $______________________
Estimated 2026 org. operating
budget: (Incl. Lodging Tax funds) $______________________
If asking for funds for a specific
event, list other cash funding sources
and dollar amounts budgeted for this
project.
Note: This section is only due for
specific event and festival funding
requests.
Dollar Amount
$
$
$
$
$
$
Total Project Revenue Budget: $
Did your organization receive Lodging Tax Funds from the County in 2025? ☐ Yes ☐ No
I understand that if my organization’s proposal for tourism promotion activities is approved by the County that my
organization will enter into a contract with the County to provide the contracted services up to the maximum
contract amount. I understand that the proposal herein is a public record potentially eligible for public release.
Sign Name: Date:
Print Name and Title:
1. Itemized List of Proposed Tourism Promotion Services
In the following space or on a separate sheet of paper, please specify each proposed tourism
promotion, facility, event or activity, including quantities and costs (see examples at bottom of
page).
Examples of how to list your proposed tourism promotion services or event (Please be as
specific AS POSSIBLE about the services, quantities, the tourism market, distribution
method, and cost):
10,000 promotional rack cards for I-5 corridor from Portland to Bellingham, April - June 2018…………$1,835
The rack cards will promote an event/hotel/restaurant promotional package.
Design and printing………………………………………………………… $1,250
Distribution by XYZ Company……………………………………………… $ 500
5 hours of staff time at $17.00 per hour to write copy, edit and proof the cards…...$ 85
1/3 page black and white event promotional advertisement in XYZ Magazine, July 2018 edition…. $1,500
XYZ Magazine has 250,000 subscribers in western and northwest states. This 1/3-page ad
will be part of a full-page advertisement being coordinated by the VCB. XYZ Magazine will match
the value of the advertisement with a feature article on Jefferson County and the event in the same edition.
2. Proposal Questions
Please continue your answers to no more than one page for each question.
1. Tell us about your promotion, program, facility, event or activity and why you think it
will increase tourists traveling to and staying in Jefferson County. Include a general
description of the promotion, program, facility, event or activity including its purpose,
history, etc.
2. If this is a continuing or reoccurring promotion, program, facility or event, describe
your organization’s prior activities. If applicable, how is it different than in the past?
3. How does your promotion, program, facility or event support one of the Highest
Priorities or Additional Considerations listed below under “Other Criteria” (see page
9)?
4. Describe how you intend to market/promote your promotion, program, facility, event or
activity to potential tourists who reside outside Jefferson County or traveling more than
50 miles.
a) If an event, the date of the event:
b) The timeline for the tourism promotion activity you are proposing (e.g. May through July,
2026).
c) Target Audience
d) Promotion methods you intend to use to reach the target audience.
e) Describe how you will promote overnight stays at Jefferson County lodging
establishments.
f) If you intend to collaborate with another agency or non-profit to provide these services,
please state the name of the organization and describe the nature of the collaboration:
5. How will you measure the effectiveness of your promotion, program, facility, event or
activity?
Also, describe how you will document and report to the County the economic impact from
your promotion, program, facility, event or activity . (State law requires the County to report
annually to the State Department of Community Development and Economic Trade about the
number of lodging stays and economic benefit from tourists generated by use of Lodging Tax
proceeds for tourism promotion.)
6. What economic impact can we expect in Jefferson County from your proposed
promotion, program, facility, event or activity ?
a) Actual or estimated number of tourists at your event/facility last year (2025):
b) Estimated number of tourists who will attend your event/facility this year (2026):
c) Projected economic impact in Jefferson County from your event/facility (e.g. number of
tourists who will stay overnight in Jefferson County-based lodging establishments;
economic impact for Jefferson County restaurants, community facilities, amenities, events,
and businesses).
7. Describe your organization’s area of expertise. Do you provide a unique service?
3. Background Information about Your Organization
Attach the following items to your proposal in the order listed:
(Note: To be considered by the Committee, all of the listed information must be included with
your proposal.)
Attachments:
• Projected 2026 promotion, program, facility, event or activity budget including income and
expenses. (Please note: if an LTAC award is granted at a different than requested, you will
be asked to submit a revised budget prior to contract approval.)
• 2025 Budget and Actual income and expenses year to date statement(s) (for example, Profit
& Loss and Balance Sheets).
• List of names and addresses of the organization’s Board of Directors as of the date the
proposal is filed. Also, if the proposal is for the marketing of an event and there is a
chairperson for the event (either volunteer or paid), list that individual’s name, address and
phone number.
• If you desire, you may provide samples of promotional and/or design materials such as
brochures, artist renderings, graphics, etc. (recommended 1-10 samples.)
Note: Staff will verify Incorporation status of the non-profit agencies who submit service
proposals by checking the Washington Secretary of State’s on-line corporation records.
2026 LTAC Opportunity Information
1. Jefferson County’s Proposal Process
The Jefferson County LTAC solicits service proposals each year. The proposal form is attached,
posted on the County’s website, www.co.jefferson.wa.us and may also be requested by calling the
Jefferson County Commissioner’s Office at the Courthouse, (360) 385-9102.
This year, the Committee will review proposals on September 30, 2025 from 10:30 a.m. to 4:30
p.m. Applicants are asked to attend the September 30, 2025 meeting beginning at 10:30 a.m. The
County will provide meeting information for all complete applications. At that meeting, each
proposing agency will answer questions from the Committee regarding their proposal. The
Lodging Tax Advisory Committee will make a recommendation to the Board of County
Commissioners regarding which proposals to fund, and at what funding levels within available
revenues.
The review of the LTAC recommendations and final decision about how to use the lodging tax
monies is made by the County Commissioners. Each agency will be notified of the status of their
proposal. Contracts are prepared by the County and sent to agencies.
2. Available Funding for 2026
Organizations submitting proposals should be aware that a total of approximately $900,000 in
lodging tax awards will be available for allocation to eligible tourism promotion activities through
this RFP. This amount also includes $5,280 in staff administrative costs to manage the grants and
to process invoices, and $10,000 contingency fund for Olympic Peninsula Gateway Visitor Center.
County Ordinance 09-1207-98 provides for distribution of Lodging Tax as follows:
• The lodging tax funds are to be used for targeted and/or regional promotion, the operation
and maintenance of organizations operating tourist related facilities and their costs for local
promotional activities.
• Not more than 25% for the development of tourism related facilities.
3. Definitions
By state law, lodging tax funds may only be used for tourism promotion and the acquisition and/or
operation, including maintenance, of tourism-related facilities. The following definitions are
copied verbatim from RCW 67.28.080. Note: State law changed in 2007 to include “operation” of
tourism events in the definition of “tourism promotion.”
"Tourism" means economic activity resulting from tourists, which may include sales of
overnight lodging, meals, tours, gifts, or souvenirs.
"Tourist" means a person who travels from a place of residence to a different town, city,
county, state, or country, for purposes of business, pleasure, recreation, education,
arts, heritage, or culture.
"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 the marketing of special events and
festivals designed to attract tourists.
“Tourism-related means real or tangible personal property with a usable life of three or more
facility” years, or constructed with volunteer labor that is: (a)(i) Owned by a public
entity; (ii) owned by a nonprofit organization described under section
501(c)(3) of the federal internal revenue code of 1986, as amended; or (iii)
owned by a nonprofit organization described under section 501(c)(6) of the
federal internal revenue code of 1986, as amended, a business organization,
destination marketing organization, main street organization, lodging
association, or chamber of commerce and (b) used to support tourism,
performing arts, or to accommodate tourist activities.
4. Proposal Evaluation Criteria
Jefferson County Policy Statement for Use of the Lodging Tax
Jefferson County’s Lodging Tax Fund will be the primary source of county funding for activities,
operations, and expenditures designed to increase tourism. The County does not make any multi-
year commitments with Lodging Tax funds. However, service providers are not limited or
prohibited from making repeat annual requests of the same nature. The County intends to maintain
a reserve in the Fund, and will assess on an annual basis how much of the Fund to appropriate in
a given year. The Jefferson County Commissioners have created a Lodging Tax Advisory
Committee to conduct an annual process to solicit and recommend Lodging Tax funded services
for the County Commissioners consideration. Jefferson County will only consider proposals for
use of the Lodging Tax from public and non-profit agencies.
The Fund will ONLY be used for the following purposes:
1. The promotion of emerging or on-going tourism events, facilities, and activities by
government or non-profit agencies so as to attract and draw tourists to unincorporated
Jefferson County from outside Jefferson County.
2. Operation of a tourism promotion agency (such as a visitor and convention bureau);
3. The marketing of special events and festivals designed to attract tourists to unincorporated
Jefferson County from outside Jefferson County.
4. Capital and/or operating costs for tourism facilities owned by a public entity or a non-profit
organization as defined in State law RCW 67.28.080.1(7) – Tourism Related Facility.
5. Administrative costs to support tourism events, facilities and activities.
Other Criteria
HIGHEST PRIORITIES will be given to tourism activities that reflect those defined by the
Jefferson County Board of County Commissioners per the memo “BoCC priorities for
2025 LTAC RFP” dated October 14, 2024:
1. Destination development, such as supporting a Public Facilities District to build a pool,
public campground improvements, and developing the Gateway VIC are examples of the
allowed use listed in RCW 67.28.1816 and represent our county’s top priority after an
extended period of de-emphasizing this type of investment.
2. “The marketing and operations of special events and festivals designed to attract
tourists,” as listed in the RCW is our second priority, continuing years of investment in
event marketing.
3. Destination marketing, often called “Tourism Marketing” is our lowest priority for 2025
Lodging tax funding.
ADDITIONAL CONSIDERATIONS:
■ Promote Jefferson County and/or events, activities, and places in the County to potential
tourists from outside Jefferson County.
■ Have demonstrated potential or high potential from the Committee’s perspective to result
in overnight stays by tourists in lodging establishments within the unincorporated areas
Jefferson County.
■ Have demonstrated potential or high potential from the Committee’s perspective to result
in documented economic benefit to Jefferson County.
■ Have a demonstrated history of success in Jefferson County, or are proposed by a group
with a demonstrated history or high potential of success with similar activities.
■ Minimize duplication of services where appropriate and encourage cooperative marketing
and/or includes an element of cooperation or partnership.
■ Provide, maintain, operate, or enhance County-owned tourism facilities or infrastructure.
RESPONSIBILITIES:
On or before April 30, 2026 (Q1); July 31, 2026 (Q2); October 31, 2026 (Q3); and January
31, 2027 (Q4), provide to the COUNTY:
• A quarterly report of the use, services, programs and activities of organization
for the quarter under this Agreement;
• A quarterly financial statement detailing revenues, expenses and cash balances
for the quarter; and for the final quarter report, the financial statement shall also
include a detailed year to date financial statement .
1. Upon execution of this agreement, provide to the COUNTY:
• A billing invoice requesting payment of Hotel-Motel Funding.
2. For a minimum of six (6) years, maintain documented proof of payments made, contracts
executed, and other expenditures authorized under this Agreement. Upon reasonable notice,
provide access to County or State representatives to audit those records.
3. Funding provided by this Agreement may only be expended on the services described in
Section 1 of this Agreement. Any monies used for other services or purposes shall be refunded to
Jefferson County Hotel/Motel Fund. Any monies under-expended of the total funding allocated
under this Agreement shall be refunded to Jefferson County by January 31, 2027.
4. By February 28th of each year provide the following information by reference for the previous
year.
a. Each festival, event, or tourism facility owned and/or operated by organization.
b. The amount of lodging tax revenue allocated for expenditure (whether actually
expended or not) by organization on each festival, event or tourism facility.
c. Estimated number of tourists served at each festival, event or tourism facility.
d. Estimated lodging stays. (“Lodging” refers to commercial lodging such as hotels,
motels, resorts, bed and breakfasts, or commercial campgrounds).
e. Measurements that demonstrate the impact of increased tourism attributable to the
event, festival or facility.
5. Scheduled Site Visits may be conducted as part of the evaluation process at the Committee’s
discretion.
LODGING TAX ADVISORY COMMITTEE REVIEW CONSIDERATIONS
In developing its recommendations, the Committee considers:
■ The estimated amount of lodging tax receipts for the coming year provided by the County
Administrator’s Office.
■ Operational adaptations or pivots that ensure future organizational success of tourism
related activities and promotion.
■ Thoroughness and completeness of the proposal.
■ The relationship of proposed services to the areas of high priority identified by the
Committee.
■ Percent of the proposal request to the event/facility promotions budget and overall
revenues.
■ Percent of increase over prior year Jefferson County Lodging Tax funded proposal if any.
■ Projected economic impact within the unincorporated Jefferson County, in particular
projected overnight stays to be generated in lodging establishments in the unincorporated
areas of Jefferson County.
■ Requirements in State law for use of the tax, and the definitions in State RCW 67.28.080
for “tourism,” “tourist,” “tourism promotion,” and “tourism-related facility.”
■ The applicant’s history of promotion success, reporting history and financial stability.
■ Committee member general knowledge of the community and tourism-related activities.
NOT CONSIDERED are requests for:
■ Services to be provided beyond calendar year 2026.
■ Proposals from for-profit businesses (however, a government or nonprofit agency
contracting with the County may itself contract with for-profit businesses as third-party
vendors).
■ Promotional activities that reach a target audience solely traveling from less than a 50-mile
radius.
NOTE:
1. On February 2, 2006, the State of Washington Attorney General’s Office issued Opinion
#AGO 2006 #4, which clarifies that a municipality may NOT provide advance payment
to private organizations for tourism promotion. Payment must occur after the services have
been performed and documentation in keeping with the contract is submitted to the County.
2. The County may not pay for donated or volunteer services or pay more than the actual cost
incurred by the contracting agency to provide the service.
5. Background Information
Jefferson County’s Lodging Tax
The Lodging Tax is an excise (sales) tax authorized by State law in RCW 67.28, Public Stadium,
Convention, Arts and Tourism Facilities.
In 1998, the State Legislature amended Chapter 67.28 of the Revised Code of Washington (RCW)
to allow local governments to assess an additional 2% tax on lodging for tourism promotion and/or
tourism-related facilities (sometimes referred to as “the new 2%”). In April 1999, the County
Commission, by Ordinance, increased the County's Lodging Tax from a 2% to a 4% tax as allowed
by RCW 67.28.
Jefferson County’s Lodging Tax Advisory Committee
Per RCW 67.28.1817, the State requires that local governments collecting the Lodging Tax
establish a Lodging Tax Advisory Committee consisting of at least five (5) members:
The Chair – a member of the County Commission or their designee
2 members – representing the lodging industry
2 members – representing activities authorized to be funded by said tax
The Committee’s role is advisory in nature, with the Committee’s purpose being to advise the
County Commissioners. The Committee must select the candidates from amongst the applicants
applying for use of revenues and provide a list of such candidates and recommended amounts of
funding to the County Commissioners for final determination.
In 1998, the Jefferson County Commissioners created such a Committee, and asked the Committee
to establish an annual process to solicit and review proposals for tourism services eligible for
lodging tax funding. Committee members are appointed by the County Commissioners as part of
the County’s regular advisory committee appointment process.
For additional information, contact:
County Administrator’s Office
Jefferson County Courthouse
1820 Jefferson Street
PO Box 1220
Port Townsend, WA 98368
Ph: 360-385-9102
e-mail: afmcknight@co.jefferson.wa.us
- END -
ATTACHMENT A
Declaration of Capital Expenditures and Operations
1. The total amount of my request for LTAC funding is: $______________________
2. Of the total listed in Paragraph 1, above:
a. The amount requested for capital expenditures is: $___________________
b. The requested capital expenditures are for:
3. Of the total amount listed in Paragraph 1, above:
a. The total amount requested for operations is: $________________________________
b. The requested operations expenditures are for:
I declare under penalty of perjury under the law of Washington that the foregoing representation
about the capital expenditures and operations is true and correct.
Signed on this day of (date) (month) (year)
at
(city or other location, and state or country)
(Printed Name)
(Signature)
ATTACHMENT B
Insurance Certificate