HomeMy WebLinkAboutTourism Coordinating Council and S3 Solutions Steve Shively, Amendment No. 1 - 020116Of
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AMENDMENT NO. 1— JEFFERSON COUNTY TOURISM COORDINATING COUNCIL
DIGITAL MEDIA MANAGEMENT MEMORANDUM OF UNDERSTANDING
This Amendment No. 1 to the Jefferson County Tourism Coordinating Council
Digital Media Management Memorandum of Understanding is by and between JEFFERSON
COUNTY, hereinafter known as "COUNTY," the JEFFERSON COUNTY TOURISM
COORDINATING COUNCIL, hereinafter known as "TCC," and STEVE SHIVELY dba S3
Solutions, hereinafter known as "S3 SOLUTIONS," all three of which are collectively known as
"the PARTIES."
WHEREAS, the PARTIES fully executed a Jefferson County Tourism Coordinating
Council Digital Media Management Memorandum of Understanding (MOU) on February 17, 2015;
and
WHEREAS, the MOU incorporated and supplemented an April 26, 2014 Letter of
Understanding; and
WHEREAS, the MOU expired on August 15, 2015, unless a mutually agreed
extension is executed by all parties; and
WHEREAS, the PARTIES desire to extend the Agreement;
IN CONSIDERATION of the mutual covenants and agreements herein, the
Agreement is hereby amended as follows:
Section 3. Term of Agreement is hereby amended to read as follows:
3. Term of Agreement:
This renewable digital media management MOU and Letter of Understanding shall expire
on December 31, 2016, except as provided below:
• If the TCC reorganizes and incorporates as an independent non-profit organization
and enters into a mutual agreement with the County to assume the tourism
promotion/marketing activities of the TCC, in lieu of operating under Resolution
No. 78-03, then this MOU and Letter of Understanding shall terminate immediately
upon the execution of said agreement, at which time, the new non-profit and S3
Solutions may choose to enter into an independent agreement to continue digital
media management services;
• Any party to this Agreement may terminate the MOU and Letter of Understanding
before December 31, 2016, for any reason, upon 30 days' written notice to the other
parties; or
• A mutually agreed written extension is executed by all parties.
The County shall not be liable for any services or expenditures after the date of termination.
Page: 1 of 2 AMENDMENT NO. 1— TCC Digital Media Management MOU
2. Section 5. Amendments is hereby amended to read as follows:
5. Amendments:
This MOU, as modified by Amendment No. 1, supplements and modifies the Letter of
Understanding dated April 26, 2014, and together, constitute the entire agreement between
the Parties and may be further amended only in writing and executed by authorized
representatives of all Parties.
3. All other provisions of the original Letter of Understanding dated April 26, 2014, as modified
by the MOU executed on February 17, 2015, remain in effect.
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APPROVED and signed this 1 S' day of [�e b1za"*; , 2016.
Attest:
u Uel J
Carolyn A4y,
Deputy Clerk of the Board
Approved as to Form:
2(, 2�1�
David Alvarez, Deputy
Prosecuting Attorney
JEFFERSON COUNTY
BOARD OF COMMISSIONERS
Kathleen Kler, Chair
JEFFERSON COUNTY TOURISM
COORDINATING COUNCIL
Bill Roney, Chair
STEVE SWVELY, dba S3 SOLUTIONS
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Page: 2 of 2 AMENDMENT NO. 1— TCC Digital Media Management MOU
CIL- 15
Total Coordinating Council (TCC) Jefferson Co. PJ3
Digital Media Management (DMM) MOU
Steve Shively, licensed for business in Washington State d.b.a. SHIVELY STRATEGIC SOLUTIONS (herein S3
Solutions) is pleased to provide the following digital content management services to the Jefferson County,
Washington Tourism Coordinating Council (herein TCC).
This working relationship supplements existing Jefferson County Tourism Coordinating Council Letter of
Understand dated April 26, 2014 expanding the scope of work for S3 Solutions work as the TCC Marketing
Coordinator. Guided by a Memorandum of Understanding (MOU) between both parties as detailed and agreed to
additional work below.
MEMORANDUM OF UNDERSTANDING (MOU)
S3 Solutions with TCC
This agreement is made as of August 15, 2014 by and between Steve Shively of S3 Solutions, with offices at
2023 E. Sims Way #308, Port Townsend, WA 98368, with Tourism Coordinating Council of Jefferson County
hereinafter known as the TCC, for the purpose of herein described additional consultant services.
PURPOSE:
The purpose of this MOU is for S3 to provide TCC with digital media management (DMM) of current assets
detailed below:
Platform
URL path
Web
corn & .org: EnjoyOlympicPeninsula, HeartoftheOlympicPeninsula, Travel OlympicPeninsula
Facebook
http://www.facebook,comfEnioyOlympicPeninsula
Twitter
http:/ttwitter.com/Enioy0lympiGs
Pinterest
http://www.pinterest.com/EniovOlvmpics
eNews
Constant Contact, MailChimp or similar, platform with 8213 and 132C list development
With Objective of:
• Strengthening TCC vision, mission and brand through regular curating and posting on all platforms
• Maintaining identified landing pages and web links. Providing performance update of some.
• Blog Content & Maintenance (Blog posting editorial calendar synced with OPTC seasonal campaigns)
• ENews Marketing Set-up delivery platform for B2B and B2C lists
• Social Networking across Facebook, Twitter, Pinterest platforms
• Monthly Anolytics reporting on all digital platforms
• $50 / month Social media promotion (Google Ad Words, Focebook & Twitter Ads / Boosts, campaigns)
1. Duties and Obligations:
S3 Solutions agrees to perform the services specified herein and made part of this agreement.
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Tourism Coordinating Council (TCC) Jefferson Co.
Digital Media Management (DMM) MOU 1[931
2. Compensation:
All compensation received on behalf of S3 Solutions shall be deemed to be for services as an independent
contractor, and not as an employee of TCC. Compensation for performing the specified services shall be at the
sum of $3501 month, payable upon monthly invoice.
Additional 93 Solution rates for separately contracted project(s) expenses will be itemized on client invoices per
currently accustom contracted TCC Marketing Coordinators rates and reimbursable expenses.
• Hourly billable rates: S40ltwur Admin., S650hour Creative + Per Diem fees indexed care of current
U.S. Genera! Services Adrniii atrakin for retailed lodging Meals and Incidental Expenses,
www.gsa.yov perdiem + POV Mileage, rate indexed care of www.asa-gov1miteaoe.
• Copying / Printing SO.10 per page for black/white, 0.50 for color (single -sided)
• Other reasonable expenses as incurred and pre -approved by TCC
3. Term of Agreement:
This renewable 12 -month digital media management (DMM) agreement is subject to mutually agreeable
extension or scheduled conclusion on August 15,2015- Either S3 Solutions or TCC may terminate this agreement
with 30 -days' notice, for any reason or no reason, by written notice to the other party. TCC will compensate S3
Solutions for service's rendered up to the date of ternunalion in line with compensation provisions under section 2
of this agreement_
4. Applicable Law and Enforcement of Rights and Obligations:
Both parties agree to indemnify and hold harmless the other for any liability which is aftnbutabie to the negligent
actions or failure to act of the other. The maximum amount of liability will be the sum of fees due to S3 Solutions
for the previous 30 -days at the time that the claim for liability is made by the other party.
This agreement shall be construed and governed in accordance with the taws of WASHINGTON State. If any
court determines that any part of this agreement is unenforceable, all parties agree that all other parts shall
remain in force and effect to the maximum extent permitted by law.
This agreement is binding on the parties' successors. assigns, executors, adininistrators and heirs.
Mutually agreed binding arbitration is the preferred path of conflict resolution between both parties. however,
JEFFERSON, CO. WASHINGTON is the county of venue should conflicts related to this MOU be taken to court.
S. Amendments:
This supplemental agreement, when incorporated with previously executed Letter of Understand dated April 26.
2014- constitutes the entire agreement between the parties and may be further amended only in writing and
executed by authorized representatives of both parties.
By signing hereunder both parties acknowledge that they have read all of the provisions of this agreement and
agree to its terms.
Steve Shively, Principal
on behalf of S3 Solutions
Bill Roney, Council Chair
on behalf of TCC
Name: Date: �1��'` t Name Date:
Signature: Signature:��
Jefferson C unV Board of
County Com ' sinner
David Sullivan, Chair
Attest:
�dw;(Yt *n
Carolyn Ave ,
Deputy Clerk of the Board /
'z/7 / 5�
Date
Approved as to Form
-2-
David
David Alvarez, Deputy Prose ing Attorney
2 of 2
RE: Letter of Understan ding
The purpose of this Document is, to outline the duties and responsibilities ofthe
Jefferson Tourism Coordinating Council Narketing Coordinator. Document also
outlines the jefferson County Tourism Coordinating Council,(designated as TCC in
this document), responsibilities to contractor in ternis of"paymerut and oversight
To over and implement all Media Marketing prograrns, print, int ernet, or other
media,, that have been diussied and developed by the Jefferson County Tourism
Colorldinathio gCouncil. And to advise TCC mernbers, ofbestavenues forsuccess in
Jefferson County media Promotions airned at overnight and extended stays in local
lodging.
Coordinate between TCC, (Jefferson County Tourism Coordinating Council), OPVB,
(Olympic Peninsula Visitor Bureau), and OPTC,(Olympic Peninsula Totirism
Cornmission"), on Spring and Fall Campaigns, web based promotions, aids, etc, These
Carnpaigns are formulated in partnership, TCS, OiPVB, OPTC and aruted by
OPV'pus lead entity.
Coordii-iate with Marketing and Ad Reps, aj,'id help facilitate Cooperative promotions
and giveaways associated with these programs.
Attend meetings, WC, J.C. LTAQ OPTC and provide input rel atedto Marketing
venues, provided by TCC to address jefferson County Lodging Promotional needs.
Set meeting dates for TCQ with input from Committee, venues, advertise meeting in
Jefferson County Leadier,
Send ineeting notices to Board Members, :ruin null interested parties, meeting agendas
should go out to the board no less than 4 days prior to meeting, (gives time to
review and or add), Record meeting, download media and place on CD,, file.
Take minutes during meeting, After meeting, trap scrib e Minutes, distribute to IVC
mernbers, Meeting minutes and supporting docs should be distributed for
comment/rieview within 7 days of meeting.
Prepare meeting diocunients:Aglenda, Minutes, Financial Report,, and any additional
information in support o needs at the momenL
Report ou currient prograrns, Media Campaigns, and advise TCC menibers on your
ideas asto best achievie success in advertising.,
Disseminate all peitinent information is ernail, phone, or hard COPY; MUCII of this is
pass -a -long from OPTC,
Organize Annual T'CC Meeting in November. Meet with TCC Chair and TCC Co- Chair
to design budget for COIning year
Fill out application for LTAC funding,, write use descriptions, present application to
LTAC committee.
Receive invoices for reimbursement, process for payment,, (room rental, Facebook
ads, office supplies, etc), deliver original to Auditor's office for payment, file second
original in file. Chuck with county to see if payment has been issued. Coordinator
will be resparr sill e for the checkbook. Keep track of financial matters. toulls of
invoices, moIneys due, etc. Produce up to date Budget for TCC committee meetings,
Printed Collateral:
Coordinate with Roney and appropriate partners for reprints like our Activity Map,
Lodging Lists:
Coordinate with pill Roney at Gateway, VQ who updatesI, and coordinates with
receiving inform tion, about these updates on Ludging Lists.
Make and send postcards, to all jeff, Co. lodgings for changes, then place those
changes in the current Lodging List, with Roney as involved partner.
Interact with Lodgings on any pertinent matters.
I genre is and ieflu ed at present, but TCC has planned to use Website, Pacebook,
Pinterest, Twitter, Blog, etc.
Coordinate with people who are working on Social Media pages.,
May need to write text for landing pages, etc, for banner ads,
Legislative Representation. -
Write letters, make phone calls, interact with Legislative Representatives, when
needed.
The TCC mill provide direction, oversight, and funding as agreed upon for Marketing
Coordinator during each T'C Budget yearly cycle and will provide, agreed uplon,
stipends for travel, mileage and expenses would be in-line with County i WA State per
diem. travel parameters, and funds for necessary expenses; printing,, office needs and
other related TCC expenses.
This agre,etiietitrc,,iriaillis , in effect on a monthly basis, until thec or Contractor feel
need al'id agree to terminate, Both'TCC and undersigned contractor have the right
to terminate this, with a 30 day prior notice to &othelr p�arty nienn loned,
arta
Date
L
_1Z —z
Com'wil,Chair
Jefferson (,'o�.,�nty'TourismCODrdinating Council TCC Marketing Coordinatal
CONTRACT WITH:
CONTRACT REVIEW FORM
TCC and Steve Shively (DBA S3 Solutions)
(Contractor)
CONTRACT FOR: Amendment No. 1; Digital Media Management for TCC TERM: Ends 12/31/16
AMOUNT: . $40 (Administrative); $65 (Creative) PROCESS: Exempt from Bid Process
per hour plus per diem fees Consultant Selection Process
Revenue: Cooperative Purchase
Expenditure: Competitive Sealed Bid
Matching Funds Required: Small Worsts Roster
Source(s) of Matching Funds: Vendor List Bid
RFP or RFQ
Step 1: REVIEW BY
Review by:
Date Reviewvu.
APPROVED FORM
Comments:
MReturned for revision (See comments)
Step 2: REVIEW BY PROSECUTING AT O /N,�EY
Review by: Ly - Z Y -), .,t
!,,—
Date Reviewed:
APPROVED AS TO FORM M Returned for revision (See comments)
Step 3: DEPARTMENT MAKES REVISIONS
Have contractor sign appropriate number of originals.
Step 4: SUBMIT TO PROSECUTING ATTORNEY FOR FINAL SIGN OFF
Step 5: SUBMIT TO BOCC FOR APPROVAL
Submit originals and 6 copies of Contract, Review Form, and Agenda Bill to BOCC Office.
Place "Sign Here" markers on all places the BOCC needs to sign.
MUST be in BOCC Office by 4:30 p.m. TUESDAY for the following Monday's agenda.
(This form to stay with contract throughout the contract review process.)
Consent Agenda
Commissioners Office
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Leslie Locke, Executive Assistant
DATE: February 1, 2016
SUBJECT: AGREEMENT, Amendment No. 1 re: Digital Media Management for
Tourism Coordinating Council; In the Amount of $4,200 plus Expenses;
Tourism Coordinating Council (TCC); Steve Shively (dba S3 Solutions)
STATEMENT OF ISSUE:
Board approval is recommended of a contract with Steve Shively, dba S3 Solutions, to provide digital media
management services to Jefferson County Tourism Coordinating Council (TCC)
ANALYSIS:
This agreement would supplement a separate agreement with Steve Shively for basic staffing to the TCC.
FISCAL IMPACT:
This expenditure of $4,200 plus expenses in 2016 falls within the TCC's budgeted allocation for this year.
RECOMMENDATION:
Approve and sign the agreement.
REVIEWED BY:
ip Morle , ator Date: