HomeMy WebLinkAbout030617_ca09Consent 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: March 6, 2017
SUBJECT: AGREEMENT, Amendment No. 2 re: Jefferson County Tourism
Coordinating Council Digital Media Management; In the Amount Up to
$39,700; Steve Shively (dba S3 Solutions)
STATEMENT OF ISSUE:
Amendment No. 2 for TCC Digital Media Management services is to extend the 2016 agreement
through December 31, 2017 not to exceed a total of $39,700.
FISCAL IMPACT:
Contractor will receive an amount not to exceed $39,700 in 2017.
RECOMMENDATION:
Approve and sign the agreement.
-3 1,1,'-7
Date:
AMENDMENT NO.2
JEFFERSON COUNTY TOURISM COORDINATING COUNCIL
DIGITAL MEDIA MANAGEMENT MEMORANDUM OF UNDERSTANDING
This Amendment No. 2 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 PARTIES executed Amendment No. 1 to the MOU on February 1,
2016; and
WHEREAS, the MOU term as established by Amendment No. 1 expires on
December 31, 2016, 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:
1. Section 2. Compensation is hereby amended to read as follows:
2. Compensation:
All compensation received by S3 Solutions shall be deemed to be for services as an
independent contractor, and not as an employee of Jefferson County and/or the TCC.
A. Compensation for performing the specified digital media management of TCC's digital
media assets shall be $300/month, payable upon monthly invoice, for a subtotal in 2017
not to exceed Three Thousand Six Hundred Dollars ($3,600).
B. S3 Solutions may be reimbursed for reasonable tourism advertising (digital and non -
digital advertising) and promotion expenses which implement and are consistent with
the scope and budget of the "Agreement for 2017 Hotel -Motel Funding For Tourism
Page 1 of 3 AMENDMENT NO.2 — TCC Digital Media Management MOU
Services: Tourism Coordinating Council," dated January 23, 2017, which expenses are
authorized by the TCC and approved by the TCC Chair, up to a subtotal in 2017 not to
exceed Thirty Three Thousand Dollars ($33,000).
C. Payment for other costs authorized by the TCC and approved by the TCC Chair, shall
be as follows:
Service Rate
Creative work to design promotional material: $65/hour
Administrative work (invoicing, budgeting, etc.) $40/hour
Copying: black & white: $ 0.10/page
Color: $ 0.50/page
Travel & meeting expenses for authorized media
management & marketing coordination: travel rates per County policy
The subtotal of other costs as listed above in 2017 shall not exceed Three Thousand One
Hundred Dollars ($3,100).
D. Total compensation in 2017 for all work performed under this MOU pursuant to
paragraphs A., B. and C. above, shall not exceed Thirty Nine Thousand Seven Hundred
Dollars ($39,700).
2. 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, 2017, 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, 2017, 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.
All work performed in 2017 consistent with the MOU prior to the adoption of Amendment
No. 2 is hereby ratified.
Page 2 of 3 AMENDMENT NO.2 — TCC Digital Media Management MOU
I t
3. Section 5. Amendments is hereby amended to read as follows:
5. Amendments:
This MOU, as modified by Amendment No. 1 and Amendment No. 2, 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.
4. All other provisions of the original Letter of Understanding dated April 26, 2014, as modified
by the MOU executed on February 17, 2015, and by Amendment No. 1 executed on February 1,
2016, remain in effect.
APPROVED and signed this day of
Attest:
Carolyn Avery,
Deputy Clerk of the Board
Approved as to Form:
Michael Haas
Prosecuting Attorney
Page 3 of 3
, 2017.
JEFFERSON COUNTY
BOARD OF COMMISSIONERS
Kathleen Kler, Chair
JEFFERSON COUNTY TOURISM
COORDINATING COUNCIL
Bill Roney, Chair
STEVE SIYVELY, dbaP3 SOLUTIONS
vely
AMENDMENT NO. 2 — TCC Digital Media Management MOU