HomeMy WebLinkAboutTourism Coordinating Council (TCC), Amendment No. 4 - 012219 IO� TCC, /Ig` [ N:
AMENDMENT NO.4
JEFFERSON COUNTY TOURISM COORDINATING COUNCIL
MARKETING COORDINATOR AGREEMENT
This Amendment No. 4 to the Jefferson County Tourism Coordinating Council
Marketing Coordinator Agreement 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 Marketing Coordinator Agreement(Agreement) on February 23, 2015; and
WHEREAS, the PARTIES executed Amendment No. 1 to the Agreement on February 1,
2016 funding and extending Marketing Coordinator services in 2015 and 2016; and
WHEREAS, the PARTIES executed Amendment No. 2 to the Agreement on March 6,
2017 funding and extending Marketing Coordinator services in 2017; and
WHEREAS, the PARTIES executed Amendment No. 3 to the Agreement on January 22,
2018 funding and extending Marketing Coordinator services in 2018 through December
31, 2018; and
WHEREAS, the PARTIES desire to execute Amendment No. 4, extending the
Agreement through December 31, 2019 and funding it consistent with the Tourism Coordinating
Council's contract for 2019 and the TCC's scope of work funded by County Hotel/Motel funds;
IN CONSIDERATION of the mutual covenants and agreements herein,the Agreement is
hereby amended as follows:
1. The second paragraph of the Agreement is amended to read as follows:
All compensation received on behalf of S3 Solutions is for services as an Independent
Contractor, not as an employee of Jefferson County and the TCC. The compensation for
performing the specified services in 2019 shall be $2,667 per month payable upon
receipt of monthly invoice, which may be submitted in the prior month or thereafter.
2. The third paragraph of the Agreement is amended to read as follows:
This renewable Agreement is for a term of January 1,2015 through December 31,
2019, unless a mutually agreed extension is executed in writing by all parties, or
unless terminated 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
Page 1 of 2 AMENDMENT NO. 4 -TCC MARKETING COORDINATOR AGREEMENT
under Resolution No.78-03,then this Agreement 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
marketing coordinator services;
• Any party to this Agreement may terminate the Agreement before December
31, 2019, for any reason, upon 30 days' written notice to the other parties.
The County shall not be liable for any services or expenditures after the date of
termination. All work performed in 2019 consistent with the Agreement as
amended prior to the adoption of Amendment No. 4 is hereby ratified.
3. All other provisions of the original Agreement executed on February 23, 2015, and as
amended by Amendment No. 1 executed on February 1, 2016, and Amendment No. 2
executed on March 6, 2017, and Amendment No. 3 executed on January 31, 2018 remain
in effect.
IN WITNESS WHEREOF:
The parties have signed this Amendment on the date noted:
Jefferson County Tourism Steve Shively, DBA S3 Solutions
Coordinating Council
Ol°41r )
(g erg
Bill Roney, Chair at ySteve Shivel Date
c.y 1.....:A11) :j
Jefferson County Board of
County Commissioners:
19\-7--------1/6.2h
Kate Dean, Chair Date
Attest: Approved as to Form:
1 ,
a.
2 A
,L C: A1714,... ///6/1,7
Carol allaway 0 Date Philip Hunsucker Date
Deputy Clerk of the Board Chief Civil Deputy Prosecuting Attorney
Page 2 of 2 AMENDMENT NO. 4-TCC MARKETING COORDINATOR AGREEMENT
Consent Agenda
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Carolyn Gallaway,Deputy Clerk of the Board
DATE: January 21, 2019
SUBJECT: AGREEMENT,Amendment No. 4 Jefferson County Tourism Coordinating
Council Marketing Coordinator Agreement; in the Amount of$2,667 per month;
Steve Shively(dba S3 Solutions)
STATEMENT OF ISSUE: Amendment No. 4 for TCC Marketing Coordinator services is to extend the
2018 agreement through December 31, 2019.
FISCAL IMPACT:
Contractor will receive $2,667 per month through 2019 for a total of$32,004.00
RECOMMENDATION:
Approve and sign the agreement.
REVIEWED BY:
7// 7(9
Phifi Worley, Cgqunt Admin' or Date
CONTRACT REVIEW FORM
CONTRACT WITH: Jefferson County Tourism Coordinating Council
(Contractor/Consultant)
CONTRACT FOR: Marketing Coordinator, Amendment No. 4 TERM: December 31, 2019
COUNTY DEPARTMENT: County Administrator
For More Information Contact: Philip Morley
Contact Phone # x-383
RETURN TO: Julie Shannon RETURN BY: ASAP
(Person in Department) (Date)',
AMOUNT: $2,667 per month thru 2019 for a PROCESS: Exempt from Bid Process
total of$32,004
_ Consultant Selection Process
Revenue: N/A _ Cooperative Purchase
Expenditure: N/A ^ Competitive Sealed Bid
Matching Funds Required: N/A Small Works Roster
Sources(s) of Matching Funds N/A Vendor List Bid
_ RFP or RFQ
Other
Step 1 : REVIEW BY t o-
ANAANT
/
i1Review by:
Date Reviewed:
/154 APPROVED FORM E Returned for revision(See Comments)
Comments
Step 2: REVIEW BY PRECUT ATTORNEY
Review by: C/
Date Reviewed: ! /q
Er APPROVED AS TO FORM turned for revision(See Comments)
Comments
Step 3: (If required) DEPARTMENT MAKES REVISIONS & RESUBMITS TO
RISK MANAGEMENT AND PROSECUTING ATTORNEY
Step 4: CONTRACTOR/CONSULTANT SIGNS APPROPRIATE NUMBER OF
ORIGINALS
Step 5: SUBMIT TO BOCC FOR APPROVAL
Submit originals and 2 copies of Contract, Review Form, and Agenda Request 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.)
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Jefferson County Tourism Coordinating Council
Marketing Coordinator Agreement
The purpose of this Agreement is to outline the duties and responsibilities of the
Jefferson Tourism Coordinating Council Marketing Coordinator,Steve Shively, DBA
as S3 Solutions. This Agreement also outlines the Jefferson County Tourism
Coordinating Council, (designated as TCC in this Agreement),responsibilities to
contractor in terms of payment and oversight.This Agreement for Professional
Services is entered into by Jefferson County,the TCC,a Marketing Promotional
Advisory Council formed by and for Jefferson County,WA, and Steve Shively, DBA S3
Solutions. TCC operates pursuant to Jefferson County Resolution 78-03 and the
TCC's adopted Bylaws.
All compensation received on behalf of S3 Solutions is for services as an
Independent Contractor,not as an employee of Jefferson County TCC. The
compensation for performing the specified services shall be$1,000.00 per month,
payable upon receipt of monthly invoice.
Upon execution by all parties,this renewable agreement is for a term of January 1,
2015 through December 31,.2015,unless a mutually agreed extension is executed by
all parties,or unless terminated as provided herein. Either TCC or S3 Solutions may
terminate this agreement within 30 days'notice,for any reason or no reason,by
written notice to other party. TCC will compensate S3 Solutions for services
rendered up to Date of termination.
This agreement shall be governed in accordance with the laws of Washington State.
If any court determines that any part of this agreement is invalid or unenforceable,
all parties agree that all other parts shall remain in force and in effect to the extent
permitted by law.
This agreement is binding on the parties'successors, and administrators
Jefferson County,WA is the county of venue for any judicial proceeding arising out of
this Agreement.
TCC Marketing Coordinator Duties covered by Contract will be as follows:
1. To oversee and implement all Media Marketing programs,print,internet, or
other media,that have been discussed and developed by the Jefferson County
Tourism Coordinating Council; and to advise TCC members of best avenues
for success in Jefferson County media promotions aimed at overnight and
extended stays in local lodging.
2. Coordinate between TCC, Uefferson County Tourism Coordinating Council),
OPVB, (Olympic Peninsula Visitor Bureau),and OPTC, (Olympic Peninsula
Tourism Commission),on Spring and Fall Campaigns,web based promotions,
ads,etc. These Campaigns are formulated in partnership,TCC,OPVB,OPTC
and are executed by OPVB as lead entity.
3. Coordinate with Marketing and Ad Reps,and help facilitate Cooperative
promotions and giveaways associated with these programs.
4. TCC Meetings:
Attend TCC,J.C. LTAC and OPTC meetings,and provide input related to
Marketing venues provided by TCC to address Jefferson County Lodging
promotional needs.
Set meeting dates and venues for TCC with input from Committee,and
advertise meeting in Jefferson County Leader.
Send meeting notices to Board Members,and all 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 archive
and file.
Take minutes during meeting.After meeting,prepare Minutes,distribute to
TCC members. Meeting minutes and supporting documents should be
distributed for comment/review within 7 days of meeting.
Prepare meeting documents:Agenda,Minutes, Financial Report,and any
additional information in support of needs at the moment.
Report on current programs, Media Campaigns,and advise TCC members on
ideas as to best achieve success in advertising.
Disseminate all pertinent information via email,phone, or hard copy; much
of this is pass-a-long from OPTC.
5. Represent TCC as assigned on regional and state marketing organizations,i.e.
collaboration through OPTC.
6. LTAC,TCC Budget Proposal:
Organize Annual TCC Meeting in November. Meet with TCC Chair and TCC
Co- Chair to design budget for coming year
Fill out application for LTAC funding,write use descriptions, present
application to LTAC committee, prepare and transmit required reports on
TCC's activities to LTAC.
7. Invoices&Accounting:
Receive invoices for reimbursement, process for approval by the TCC Chair,
(room rental, Facebook ads,office supplies,etc),deliver original to Auditor's
office for payment,file second original in file. Check with county to see if
payment has been issued. Keep track of financial matters:totals of invoices,
moneys due,etc. Produce up to date Budget for TCC committee meetings.
8. Printed Collateral:
Coordinate with TCC Chair,Gateway Visitor Center and appropriate partners
for reprints like our Activity Map.
9. Lodging Lists:
Coordinate with TCC Chair and Gateway Visitor Center,who updates,and
coordinates with receiving information,about these updates on Lodging
Lists.
Interact with Lodgings on any pertinent matters.
10.Social Media:
Coordinate management of social media on behalf of the TCC.
11.Legislative Representation:
Write letters,make phone calls,interact with Legislative Representatives,
when needed.
Jefferson County Tourism Coordinating Council responsibilities:
The TCC will provide direction,oversight,and funding as agreed upon for Marketing
Coordinator during each TCC Budget yearly cycle and will provide,agreed upon,
stipends for travel,mileage and expenses in-line with County/WA State per diem
travel parameters,and funds for necessary expenses as may be authorized by the
TCC,such as printing,office needs and other related authorized TCC expenses.
•
IN WITNESS WHEREOF:
The parties have signed this contract on the date noted:
Jefferson County Tourism Steve Sh' ely,DBA S3 Solutions
Coordinating Council /
,�
Bill Roney,C haif Date Ste - ively Date
Jefferson Co ty Board of
County Co• missio er
, -2/13*
David Sullivan, Chair Date
Attest: Approved as to Form:
A/e 00aAl 41 %11S
Carolyn ery Date David Alvarez I Date
Deputy Clerk of the Board Deputy Prosecuting Attorney
• • "FCC . i Rekin , Q9a
CC , (: c
AMENDMENT NO. 1 —JEFFERSON COUNTY TOURISM COORDINATING COUNCIL
MARKETING COORDINATOR AGREEMENT
This Amendment No. 1 to the Jefferson County Tourism Coordinating Council
Marketing Coordinator Agreement is by and between JEFFERSON COUNTY,hereinafter known
as"COUNTY,"the JEFFERSON COUNTY TOURISM COORDINATING COUNCIL,
hereinafter known as"TCC,"and S[EVE 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 Marketing Coordinator Agreement(Agreement)on February 23,2015;and
WHEREAS,the Agreement expires on December 31,2015,unless a mutually
agreed extension is executed by all parties;and
WHEREAS,the PARIIhS desire to extend the Agreement and modify the rate of
compensation to S3 SOLUTIONS for services rendered;
IN CONSIDERATION of the mutual covenants and agreements herein,the
Agreement is hereby amended as follows:
1. The second paragraph of the Agreement is amended to read as follows:
All compensation received on behalf of S3 Solutions is for services as an Independent
Contractor,not as an employee of Jefferson County and the TCC. The compensation for
performing the specified services in 2016 shall be$1,500.00 per month,payable upon
receipt of monthly invoice.
2. The third paragraph of the Agreement is amended to read as follows:
This renewable Agreement is for a term of January 1, 2015 through 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 Agreement 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 marketing coordinator services;
• Any party to this Agreement may terminate the Agreement 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.
3. All other provisions of the original Agreement executed on February 23,2015,remain in effect.
Page: 1 of 2 AMENDMENT NO. I-TCC MARKETING COORDINATOR AGREEMENT
APPROVED and signed this / day of loYC,td , 2016.
JEFFERSON COUNTY
Attest: BOARD OF COMNIISSIONERS
4<az.
Carolyn Avery, Kathleen Kler,Chair
Deputy Clerk of the Board
Approved as to Form: JEFFERSON COUNTY TOURISM
COORDINATING COUNCIL
2646 //z b/ /6
CO akvit 0../)...4111/V-ry
David Alvarez,Deputy Bill Roney, Chair
Prosecuting Attorney
STEVE S•!VELY,dba S3 SOLUTIONS
�� r
"T' (�
Ste 'vely
Page: 2 of 2 AMENDMENT NO. I-TCC MARKETING COORDINATOR AGREEMENT
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AMENDME O.2—JEFFERSON COUNTY TOURISM COORDINATING COUNCIL
MARKETING COORDINATOR AGREEMENT
This Amendment No. 2 to the Jefferson County Tourism Coordinating Council
Marketing Coordinator Agreement is by and between JEFFERSON COUNTY,hereinafter known
as "COUNTY,"the JEFFERSON COUNTY TOURISM COORDINATING COUNCIL,
hereinafter known as "TCC," and S LEVE 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 Marketing Coordinator Agreement(Agreement)on February 23,2015; and
WHEREAS,the PARTIES executed Amendment No. 1 to the Agreement on
February 1, 2016; and
WHEREAS,the Agreement 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 PAR I IES desire to extend the Agreement;
IN CONSIDERATION of the mutual covenants and agreements herein,the
Agreement is hereby amended as follows:
1. The second paragraph of the Agreement is amended to read as follows:
All compensation received on behalf of S3 Solutions is for services as an Independent
Contractor, not as an employee of Jefferson County and the TCC. The compensation for
performing the specified services in 2016 shall be$1,500.00 per month,and in 2017 shall
be$1,750 per month,payable upon receipt of monthly invoice.
2. The third paragraph of the Agreement is amended to read as follows:
This renewable Agreement is for a term of January 1, 2015 through 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 Agreement 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 marketing coordinator services;
• Any party to this Agreement may terminate the Agreement 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 Agreement prior to the adoption of
Amendment No. 2 is hereby ratified.
Page 1 of 2 AMENDMENT NO.2-TCC MARKETING COORDINATOR AGREEMENT
3. All other provisions of the original Agreement executed on February 23, 2015, and as amended
by Amendment No. 1 executed on February 1,2016,remain in effect.
fz
APPROVED and signed this day of AlG(re4 ,2017.
JEFFERSON COUNTY
Attest: BOARD OF COMMISSIONERS
(1)() kil't Ave
Carolyn Avery, Kathleen Kier,Chair
Deputy Clerk of the Board
Approved as to Form: JEFFERSON COUNTY TOURISM
COORDINATING COUNCIL
4 /i7 Michael Haas BC air
Prosecuting Attorney
STEV HIVELY,dba, 3 SOLUTIONS
tad'4
r
Steve Shively
Page 2 of 2 AMENDMENT NO.2-TCC MARKETING COORDINATOR AGREEMENT
ce ) 10
AMENDMENT NO.3—JEFFERSON COUNTY TOURISM COORDINATING COUNCIL
MARKETING COORDINATOR AGREEMENT
This Amendment No. 3 to the Jefferson County Tourism Coordinating Council
Marketing Coordinator Agreement 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 Marketing Coordinator Agreement(Agreement)on February 23,2015; and
WHEREAS,the PARTIES executed Amendment No. 1 to the Agreement on
February 1,2016; and
WHEREAS,the Agreement term as established by Amendment No. 1 expired on
December 31,2016,unless a mutually agreed extension is executed by all parties; and
WHEREAS,the PARTIES executed Amendment No.2 to the Agreement on March
6,2017; and
WHEREAS,the Agreement term as established by Amendment No. 2 expires on
December 31, 2017,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. The second paragraph of the Agreement is amended to read as follows:
All compensation received on behalf of S3 Solutions is for services as an Independent
Contractor, not as an employee of Jefferson County and the TCC. The compensation for
performing the specified services in 2017 shall be$1,750 per month, and in 2018 shall be
$1,916 per month payable upon receipt of monthly invoice.
2. The third paragraph of the Agreement is amended to read as follows:
This renewable Agreement is for a term of January 1, 2015 through December 31, 2018,
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 Agreement 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 marketing coordinator services;
Page 1 of 2 AMENDMENT NO. 3-TCC MARKETING COORDINATOR AGREEMENT
• Any party to this Agreement may terminate the Agreement before December 31,
2018, 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 2018 consistent with the Agreement prior to the adoption of
Amendment No. 3 is hereby ratified.
3. All other provisions of the original Agreement executed on February 23,2015, and as amended
by Amendment No. 1 executed on February 1,2016, and Amendment No. 2 executed on March
6, 2017 remain in effect.
APPROVED and signed this .2)I day of t'LU.Gt 2018.
JEFFERSON COUNTY
Attest: BOARD 0 OMMISSIONERS
,/
Carolyn 'allaway, I
Deputy Clerk of the Board David Sullivan, Chair
Approved as to Form: JEFFERSON COUNTY TOURISM
COORDINATING COUNCIL
a c' /4h ;.�
Philip C. Hunsucker :ill Roney, Chair
Chief Civil Deputy Prosecutor
Jefferson County Prosecutor's Office
STEVE _HIVELY,dba 3 SOLUTIONS
A Abide
Steve Shively �.."
Page 2 of 2 AMENDMENT NO.3 -TCC MARKETING COORDINATOR AGREEMENT
•
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: January 22,2018
SUBJECT: AGREEMENT,Amendment No.3 re: Jefferson County Tourism
Coordinating Council Marketing Coordinator; In the Amount of$1,916
per month; Steve Shively(dba S3 Solutions)
STATEMENT OF ISSUE:
Amendment No. 3 for TCC Marketing Coordinator services is to extend the 2017 agreement through
December 31, 2018 and increase the monthly payment from $1,750 to $1,916.
FISCAL IMPACT:
Contractor will receive$1,916 per month for 2018 for a total of$22,992.
RECOMMENDATION:
Approve and sign the agreement.
REVIEWED BY:
41111110:„4.4,..eloii
--P—Tip Morley ty "' • : or Date:
CONTRACT REVIEW FORM
CONTRACT WITH: TCC and Steve Shively(DBA S3 Solutions)
(Contractor)
CONTRACT FOR: Amendment No.3;Marketing Coordinator Agreement for TCC TERM: .Ends 12/31/18
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AMOUNT: $1,916 per monthPROCESS: Exempt from Bid Process
Consultant Selection Process
Revenue: Cooperative Purchase
--
Expenditure: ....... Competitive Sealed Bid
Matching Funds Required: _ Small Works Roster
Source(s)of Matching Funds: Vendor List Bid
INIMINMEN
RFP or RFQ
Step 1: REVIEW BY RIS iT GEME
/Review by: �, ��
_ a( / /2_,_//g
Date Reviewed:
APPROVED FORM (J Returned for revision(See comments)
Comments:
Step 2: REVIEW BY PROSECUTT,TTORNEY
Review by: a c
Date Reviewed: /1.2.i/of
G7
APPROVED AS TO FORK ' Returned for revision(Se- comments)
Comments' t4 01a✓1 - 44.. l� p„,.. 7�,
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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.)