Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
Tourism Coordinating Coucil (TCC), Digital Media Management, Steve Shively dba S3 Solutionn, Amendment No. 4 - 012219
tc9'ticx, 1 • � t `�, ,� • � . ,1 AMENDMENT NO.4 JEFFERSON COUNTY TOURISM COORDINATING COUNCIL DIGITAL MEDIA MANAGEMENT MEMORANDUM OF UNDERSTANDING This Amendment No. 4 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 executed Amendment No. 2 to the MOU on March 6,2017; and WHEREAS,the MOU term as established by Amendment No. 2 expired on December 31, 2017,unless a mutually agreed extension is executed by all parties; and WHEREAS,the PARTIES executed Amendment No. 3 to the MOU on February 20, 2018; and WHEREAS,the MOU term as established by Amendment No. 3 expires on December 31, 2018,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: Page 1 of 3 AMENDMENT NO.4—TCC Digital Media Management MOU 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 $400/month,payable upon monthly invoice, for a subtotal in 2019 not to exceed Four Thousand Eight Hundred Dollars($4,800). B. For 2019, S3 Solutions may be reimbursed for reasonable tourism advertising(digital and non-digital advertising)and promotion pass through third party expenses which implement and are consistent with the scope and budget of the"Agreement for 2019 Hotel-Motel Funding For Tourism Services: Tourism Coordinating Council,"approved December 17, 2018,which expenses are authorized by the TCC and approved by the TCC Chair,up to a subtotal in 2019 not to exceed Forty-Five Thousand Two Hundred Dollars($45,200). C. For 2019,payment for other costs authorized by the TCC and approved by the TCC Chair, shall be as follows: Service Rate Creative work to $65/hour design promotional material: Administrative work $40/hour (invoicing,budgeting, etc.) Copying: black&white: $ 0.10/page Color: $ 0.50/page Travel&meeting Mileage, and actual meal and lodging rates up to expenses for authorized maximums per Washington Office of Financial media management& Management's latest adopted per diem map: www.ofm.wa.gov/accounting/administrative-accounting-resources/travel marketing coordination: The subtotal of other costs as listed above in 2019 shall not exceed Four Thousand Dollars ($4,000). D. Total compensation in 2019 for all work performed under this MOU pursuant to paragraphs A., B. and C. above, shall not exceed Fifty Four Thousand Dollars ($54,000). 2. Section 3. Term of Agreement is hereby amended to read as follows: 3. Term of Agreement: Page 2 of 3 AMENDMENT NO.4—TCC Digital Media Management MOU This renewable digital media management MOU and Letter of Understanding shall expire on December 31,2019, except as provided below: • Any party to this Agreement may terminate the MOU and Letter of Understanding before December 31, 2019, 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 2019 consistent with the MOU prior to the adoption of Amendment No. 4 is hereby ratified. 3. Section 5. Amendments is hereby amended to read as follows: 5. Amendments: This MOU, as modified by Amendment No. 1,Amendment No. 2,Amendment No. 3, Amendment No. 4 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 MOU executed on February 17,2015, as modified by Amendment No. 1 executed on February 1, 2016,and by Amendment No. 2 executed on March 6, 2017, and Amendment No. 3 executed on February 20, 2018 remain in effect. APPROVED and signed this day ofc,Clh.aCing— 2019. JEFFERSON COUNTY Attest: BOARD OF COMMISSIONERS a 6,(=,( (iwvl , C ki....„----- tarolyi4 Gallaway, Kate Dean, Chair Deputy Clerk of the Board Approved as to Form: JEFFERSON COUNTY TOURISM COORDINATING COUNCIL O. C Philip Hunsucker, Bill Roney, Chair Deputy Prosecuting Attorney STEVEAHIVELY,dba S SOLUTIONS t a A,,•.(‘ Stehively Page 3 of 3 AMENDMENT NO.4—TCC Digital Media Management MOU 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 14,2019 SUBJECT: AGREEMENT,Amendment No. 4 re: Jefferson County Tourism Coordinating Council Digital Media Management; In An Amount Not to Exceed $54,000; Steve Shively (dba S3 Solutions) STATEMENT OF ISSUE: Amendment No. 4 for TCC Digital Media Management services is to extend the digital media management agreement through December 31, 2019 and will not exceed $54,000. FISCAL IMPACT: Contractor will receive an amount not to exceed $54,000 in 2019. RECOMMENDATION: Approve and sign the agreement. REVIEWED BY: 1 //7((5 Philip Mor ay, Pounty Administrator Date: CONTRACT REVIEW FORM CONTRACT WITH: Steve Shively(DBA S3 Solutions) q_O c y (Contractor) CONTRACT FOR: Amendment No.4;Digital Media Management for TCC TERM: Ends 12/31/19 y 013.: r''`rtr';.r'; r+*';f l xf,A;ry,. fs3 r1 ,,r- ":' y: r t , $�• e a r r P. ter r"s �• ° §� °re # �d a # r �6 a ` a oar orfs • • er,r,r,fY,r�'"'u�i''.r''.�`.•r�xr+t�i'�qI'"�rr,+�'�3,"..;.?e��� �r�-1��,e'r"e f�"ry`"r��r y`f• '.',�11rtG```r;,�?a`";:.es.,,i:off' x'n E.„rix�5� '�t`�`t-Yks'i Yh�1, Yr,+�,rr,"fi" 'i •,r'ri•r� ra.F��'-,.,+}.!a` s Hr Nxxx :rs,�.,rr ` d .. i ° ,6ar : "4" , A , i44 , !iOgg!,a rr,,'�•r rrrr• :,r�.• . ` r`.`'r'r.•",r/s�r' 4;40, �r /' yrrf „ / rFk}r ,01 /r ✓ 3 , °;rr 6 ' ,:€ f" '.r7-!i.-441'4 '.r7?.4 4400� `h :✓ '":fktJl�f �f , 6G11 **Z. ;prry" j` ", W11,1°Abo , xviretaW Wt.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 Works Roster Source(s) of Matching Funds: — Vendor List Bid RFP or RFQ Step 1: REVIEW BY RISK' Review by: ,��� '��' lL� ..r . l9' Date Reviewed: III APPROVED FORM p Returned for revision(See comments) omments: Step 2: REVIEW BY PROSECUTI TT RNEY Review by: CPC, Date Reviewed: / 7 /9 APPROVED AS TO FORM E3 Returned for revision(See comments) 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.) Leslie Locke From: Tourism Coordinating Council,Jefferson Co.WA <tcc@s3solutions.biz> Sent: Tuesday, December 11, 2018 4:51 PM To: Philip Morley; Leslie Locke Cc: Olympic Peninsula Gateway Visitor Center; steve@s3solutions.biz Subject: DRAFT updates for 2019 TCC service agreements with S. Shively(S3 Solutions) Attachments: DRAFT S3 Shively TCC 2019 Marketing Coordinators contract (base 20180131-00001) v12102018.docx; DRAFT TCC S3 2019 DMM agreement with JeffCo v12102018.docx Hello Philip - Per your request, Bill and I have met and drafted the attached 2019 Amendment No. 4 TCC Marketing Coordinator Agreement and Digital Media Management MOU. These utilize the existing Amendment No. 3's currently signed and in place, with only dates and fees for services updated to reflect LTAC recommended and BoCC approved 2019 TCC funding levels for Tourism Marketing. Both documents utilize Track Changes which you can turn on in WORD if you wish. Let us know if you have any questions or concerns. We hope that this will help advance the 2019 process for these annual service agreements. Best regards - Steve 130 Steve Shively, Marketing Coordinator Jefferson Co. Washington - Tourism Coordinating Council 360.440.7006 I www.EnjoyOlympicPeninsula.com 1 06q: !cc, ?. .Iti 114f\l - 'Tat (AO) AMENDMENT NO.3 JEFFERSON COUNTY TOURISM COORDINATING COUNCIL DIGITAL MEDIA MANAGEMENT MEMORANDUM OF UNDERSTANDING This Amendment No. 3 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 executed Amendment No. 2 to the MOU on March 6,2017; and WHEREAS,the MOU 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. 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 2018 not to exceed Three Thousand Six Hundred Dollars($3,600). Page 1 of 3 AMENDMENT NO. 3—TCC Digital Media Management MOU B. For 2018, S3 Solutions may be reimbursed for reasonable tourism advertising(digital and non-digital advertising)and promotion pass through third party expenses which implement and are consistent with the scope and budget of the"Agreement for 2018 Hotel-Motel Funding For Tourism Services: Tourism Coordinating Council,"approved February 5, 2018,which expenses are authorized by the TCC and approved by the TCC Chair, up to a subtotal in 2018 not to exceed Thirty Three Thousand Dollars($33,000). C. For 2018,payment for other costs authorized by the TCC and approved by the TCC Chair, shall be as follows: Service Rate Creative work to $65/hour design promotional material: Administrative work $40/hour (invoicin g> budgeting> etc.) Copying: black&white: $ 0.10/page Color: $ 0.50/page Travel &meeting Mileage, and actual meal and lodging rates up to expenses for authorized maximums per Washington Office of Financial media management& Management's latest adopted per diem map: www_ofm.wa.gvraccounting administrative-accountin .resources travel marketing coordination: The subtotal of other costs as listed above in 2018 shall not exceed Four Thousand Dollars($4,000). D. Total compensation in 2018 for all work performed under this MOU pursuant to ara ahs A. B. and C. above, shall not exceed FortyThousand Six Hundred P � pDollars ($40,600). 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 31,2018, except as provided below: • Any party to this Agreement may terminate the MOU and Letter of Understanding 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. Page 2 of 3 AMENDMENT NO. 3 --TCC Digital Media Management MOU • All work performed in 2018 consistent with the MOU prior to the adoption of Amendment No. 3 is hereby ratified. 3. Section 5. Amendments is hereby amended to read as follows: 5. Amendments: This MOU, as modified by Amendment No. 1,Amendment No. 2, Amendment No. 3 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 MOU executed on February 17,2015, as modified by Amendment No. 1 executed on February 1,2016, and by Amendment No. 2 executed on March 6, 2017 remain in effect. APPROVED and signed this �I day of Felor2ta`r`g ,2018. JEFFERSON COUNTY Attest: BOARD 0 OMMISSIONERS (1114). "It /44 eta-- ;��fs•, Carolyn allaway, David Sullivan, Chair Deputy Clerk of the Board Approved as to Form: JEFFERSON COUNTY TOURISM COORDINATING COUNCIL / or Philip Hunsucker, Bill Roney,"Chair Deputy Prosecuting Attorney STEVE S A VELY,dba S3 SOLUTIONS 'I grAI c tJ Steve Shively Page 3 of 3 AMENDMENT NO. 3—TCC Digital Media Management MOU JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners FROM: Philip Morley,County Administrator DATE: February 20,2018 RE: Approval of Amendment No. 3 to Digital Media Management Memorandum of Understanding; Steve Shively dba S3 Solutions; Jan. 1 —Dec. 31,2018; Not to Exceed $40,600 STATEMENT OF ISSUE: County Commissioners are asked to approve the enclosed Amendment No. 3 to the Digital Media Management Memorandum of Understanding; Steve Shively dba S3 Solutions; Jan. 1 —Dec. 31, 2018; Not to Exceed $40,600. ANALYSIS: Steve Shively provides digital media management services for the County's Tourism Coordinating Council (TCC), as part of TCC's work to promote tourism in Jefferson County, utilizing Hotel/Motel Tax funds generated by tourism. The enclosed Amendment No. 3 would extend through 2018 the term of the County's existing Digital Media Management Memorandum of Understanding with Mr. Shively, and provide funding for Mr. Shively's services, including reimbursing third party costs for advertising placed by Mr. Shively on the TCC's behalf as authorized by the TCC. FISCAL IMPACT: Funding for these services are already budgeted for the TCC in 2018 from Hotel/Motel Tax Fund 125. RECOMMENDATION: Approve the enclosed Amendment No. 3 to the Digital Media Management Memorandum of Understanding; Steve Shively dba S3 Solutions; Jan. 1 —Dec. 31, 2018; Not to Exceed $40,600. ' • ED BY: P lip Morle my Administrator Date CONTRACT REVIEW FORM CONTRACT WITH: Steve Shively dba S3 Solutions (Contractor/Consultant) CONTRACT FOR: Digital Media Management for Tourism 12/31/18 Coordinating Council(TCC COUNTY DEPARTMENT: County Administrator JEFF e162018 CO For More Information Contact: Contact Phone #: x-100 Mmissirt ERSO RETURN TO: Leslie Locke RETURN BY: ASAP (Person in Department) (Pate) AMOUNT: Not to exceed $40,600 PROCESS: — Exempt from Bid Process _ 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 RI G ENT Review by: `''Z�6 Date Reviewed: APPROVED FORM E Returned'for revision(See Comments) Comments Step 2: REVIEW BY PR9EC IN ATTORNEY Review by: I/` c. t Date Reviewed: APPROVED AS TO FORM l Returned for revision(See Comments) Comments 4...7/42, -0.0,A4, / 74-- —E-404-14-‘40.44.,4.ist e/fr k✓ C 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 9 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.) • AMENDMENT N0.2 ,T F RSON COUNTY TOURISM COORDINATING COUNCIL DIGITAL EDIA 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 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 LCday of /14a rch ,2017. JEFFERSON COUNTY Attest: BOARD OF COMMISSIONERS r Carolyn &71v-çcYL K thleen Kler, Chair Deputy Clerk of the Board Approved as to Form: JEFFERSON COUNTY TOURISM COORDINATING COUNCIL ///4-Pe° Michael Haas Bill Roney, Chair Prosecuting Attorney STEVE S A VELY, dba ;3 SOLUTIONS ♦r40,44Li. 411. Steve�ively Page 3 of 3 AMENDMENT NO.2—TCC Digital Media Management MOU 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: 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. REVI ED BY: Ad/ ‘11/ 3 X27 P;'''p Morley, o = • rator Date: CONTRACT REVIEW FORM CONTRACT WITH: Steve Shively dba S3 Solutions CONTRACT FOR: Amendment 2—"TCC Digital Media Management MOU TERM: 1/1/15 — 12/31/17 COUNTY DEPARTMENT: County Administrator Office For More Information Contact: Philip Morley x-383 Contact Phone #: RETURN TO: Philip Morley RETURN BY: (Person in Department) (Date) AMOUNT: Up to $39,700 in 2017 PROCESS: © xempt from Bid Process ■Consultant Selection Process Revenue: a ooperative Purchase Expenditure: liCompetitive Sealed Bid Matching Funds Required: N.mall Works Roster Sources(s) of Matching Funds N endor List Bid N' P or RFQ ©•ther-Amendment Step 1 : REVIEW BY RIS �► + 1 T Review by: ('� 41 77 Date Reviewed: APPROVED FORM E Returned for revision(See Comments) Comments Step 2: REVIEW BY PROSEC ATT EY Review by: �C',,, /'� . Date Reviewed: 72_0/,,20 r APPROVED AS TO FORM n Returned for revision(See Comments) Co ents 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 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 4:40 p.m.TUESDAY for the following Monday's agenda. (This form to stay with contract throughout the contract review process.) • 1 JC' o�t��1i8115 T I Coordinating Council (ICC) Jefferson Co. I Digital Media Management (DMM) MOU I S3 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 Arial 26.2014 expanding the scope of work for S3 Solutions work as the TCC Marketing Coordinator.Guided by a Memorandum of Understanding(MOO)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.Sins 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 MOO is for S3 to provide TCC with digital media management(DMM)of current assets detailed below Platform URL path Web .com&.org:EnjoyOlynpic Peninsula,Heartat heOlymplcPeninsula,Trave101ympicPeninsula Facebook JmoJ/www.facebook.odriVEniovOlvrnoicPeriinsula Twitter hUp:j/fw(tter.conYEniovOivmoics Pinterest htto://www.ointerest.conVEniovOlvmoics eNews Constant Contact,MailChimp or similar,platform with 82B and 82C list development With Objective of: brand through regular cunning and tin on on platforms • StrengtheningTCC vision,mission and 9r+ 9 pasting 4 • Maintaining Identified landing pages and web links.Providing performance update of some. • Slog Content&Maintenance(Slog posting editorial calendar synced with OPTC seasonal campaigns) • ENews Marketing Set-up delivery platform for 528 and B2C lists • Social Networking across Focebook,Twitter,Pinterest platforms • Monthly Analytics reporting on all digital platforms • $50/month Social media promotion(Google AdWords,Focebook&Twitter Ads/Boosts,campaigns) 1.Duties and Obligations: S3 Solutions agrees to perform the services specified herein and made part of this agreement. 1of2 Tourism Coordinating Council (TCC) Jefferson Co. I C; Digital Media Management (DMM) MOU `-'3 2.Compensation: Alt compensation received on behalf of S3 Solations shal be deemed to be for services as an independent contractor,and not as an employee of TCC.Compensation for performing the specified services shal be at the sum of 11350 t month,payable upon monthly invoice. *miaow;S3 Boldon rates for separately contracted project(s)expenses wit be itemized on client invoices per currently accustom contracted TCC Marking Coordinators rates and reimbursable expenses • Hourly bitable rates:Winos,Adak_SSSMor Creative+Per Diem fees indexed care of cement U.S.General Services Admraatation for eluted lodging Meals and krcideeal Expenses, www.osa.00vlpeddem+POV Mileage,rale indexed care of www.asa.covrmileeage. • Copying t Prising$0.10 per page to blas armee,0.50 for color(single-aided) • Other reasonable expenses as incurred and pre-approved by TCC S.Term of Aereenunt This renewable 12-moth digital media management(DMM)agreement is subjed to mutually agreeable extension or scheduled co elusion 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 wit compensate S3 Sohinoss for services rendered up to the date of termination in Me 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 atkibutabie to the negligent actions or failure to act dew other.The maim=amount of liability will be the sum of fees due to S3 Solutions for the previous 30-days at the time that the calm for labaty is made by the other party. This agreement shalt be construed and'governed in accordance with the laws at WASHINGTON State.If any court determines that any pat delis agreement is unenforceable,al parties agree that al other pats shall reran in force and efect to the rnwwmam extent permitted by low. • This agreement is binding on the partes'successors.assigns,executors,administrators and heirs. Mutually agreed binding arbitration is the pre erred path of contict resolution between both parties.however, JEFFERSON,CO.WASHINGTON is the county of venue should contacts related to this MOU be taken to cart. 5.Amendments: This suppfemehtsl agreement,when incorporated with previously executed letbersof Understand dated April 26. Zit constitutes the entire agreement between the parties and may be further amended only in waiting and executed by authorized representatives of both parties. By signing hereunder both parses acknowledge that they have read al of the provisions of this agreement and agree to its terms. Steve Shively.Principal Elie Roney.Council Chair on behalf of S3 Solutions on behalf of TCC Name: Date:1/W1'1-Name Date'fy.c/a"i,% Signature: 411111 Signore: Gt"7l►�+ry�r ..— Jefferson Cou Board of l . 72 County CC.40 eraser • David Sullivan,Chair • Date Attest: Approved as to form- Q /fvPolvvvt (1)9_ 2-11Z.ItS- Carolyn Ave , David Alvarez,Deputy Prose ing Attorney Deputy Clerk of the Board 2 of 2 Jefferson County Tourism Coordinating Council RE:Letter of Understanding The purpose of this Document is to outline the duties and responsibilities of the Jefferson Tourism Coordinating COuncilMarketkegrafionlistsater. Document also outlines the Jefferson County Tourism Coordinating Council,(designated as TCC in this document),responsibilities to contractor in terms of payment and oversight. TCC Marketing Coordinator Duties: To oversee and implement all Meta Marketing pros,print,internes,or other media,that have been discussed and developed by.M a Jefferson County Tourism Coordinating Council. And to advise TCC members Obest avenues for success in Jefferson County media promotios aimed at overnight and extended stays in local lodging. Coordinate between TCC,(Jefferson County Tourism Coordinating Council),OPVB, (Olympic Peninsula Visitor Bureau),and OPTC,(Olyitipic 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. Coordinate with Marketing and Ad Reps,and help facilitate Cooperative promotions and giveaways associated with these programs. TCC Meetings: Attend meetings, TCC,J.C. LTAC,OPTC and provide input related to Marketing venues provided by TCC to address Jefferson County Lodging promotional needs. Set meeting dates for TCC,with input from Committee,venues,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 and place on CD,file. Take minutes during meeting. After meeting,transcribe Minutes,distribute to TCC members. Meeting minutes and supporting docs 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 your 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. 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. Invoices&Accounting: 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. Check with county to see if payment has been issued. Coordinator will be responsible for the checkbook. Keeptrack of financial matters: totals of invoices,moneys due,etc. Produce up to date Bud$et for TCC committee meetings. Printed Collateral: Coordinate with Roney and appropriate partners for reprints like our Activity Map. Lodging Lists: Coordinate with Bill Roney at Gateway VC,who updates,and coordinates with receiving information,about these updates on Lodging Lists. Make and send postcards to all Jeff.Co.lodgings for changes,then place those changes in the current urgent Lod 'n List,with Roney as involved partner. Interact with Lodgings on any pertinent matters. Social Media: This genre is undefined at present,but TCC has planned to use Website,Facebook, 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. Jefferson CountyTourism Coordinating Council responsibilities: The TCC will provide direction,oversight, and funding as agreed upon for Marketing Coordinator during each ICC Budget yearly cycle and will provide,agreed upon, 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. Termination of agreement: This agreement remains in effect on a 1110fitilly basis,until the ICC or Contractor feel need and agree to terminate. Both TCC and undersigned contractor have the right to terminate this with a 30 day prior notice to other party men itined. .01 c� Date � < . Date G!/ 2G/ I Council Chair Jefferson County Tourism Coordinating Council TCC Marketing Coordinate Jnk 1`.1 gl iito Cc. C,. 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 S I'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 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: 1. 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. I—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. APPROVED and signed this [SF day of FC b yj ,2016. JEFFERSON COUNTY Attest: BOARD OF COMMISSIONERS Carolyn Av , Kathleen Kler,Chair Deputy Clerk of the Board Approved as to Form: JEFFERSON COUNTY TOURISM COORDINATING COUNCIL ami f: 1/26/20)6 //2.4(20/6 David Alvarez,Deputy 0 Bill Roney, hair Prosecuting Attorney STEVE S. VELY,dba S3 SOLUTIONS Alcs 414 AILtimidait_ I240 tid Ste hively Page: 2 of 2 AMENDMENT NO.I—TCC Digital Media Management MOU u C�5 `� .�- ,..;2 118115 To% r-Coordinatin Council (TCC) Jefferson Co. I Digital Media Management (DMM) MOU I -S3 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 .com&.org:En o Of �cPeninsula,HeartoftheOt m icPertinsula,Trave101ympicPeninsula ! Y YmP� Y P YrtiP Facebook htto;/hvww,facebook.com/EniovOlvmoicPeninsula Twitter http:/ttwitter.com(EniovOlvmpics Pinterest )1tta;//www.ointerest.com(EniovOlvmpics eNews Constant Contact,MailChimp or similar,platform with 828 and B2C list development With Objective of: • Strengthening TCC vision,mission and brand through regular curoting and posting on all platforms • Maintaining identified landing pages and web links.Providing performance update of some. • Slog Content&Maintenance(Slog 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 Analytics reporting on all digital platforms • S50/month Social media promotion(Google AdWords,Facebook&Twitter Ads/Boosts,campaigns) 1.Duties and Obligations: S3 Solutions agrees to perform the services specified herein and made part of this agreement. 1of2 Tourism Coordinating Council (TCC) Jefferson Co. I Digital Media Management (DMM) MOU I S3 2.Compensation: All compensation received on behalf of S3 Solutions shalt 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$350 I month,payable upon monthly invoice. Additional S3 Soblion rates for separately contracted project(s)expenses will be itemized on client invoices per currently accustom contracted ICC Marketing Coordinators rates and reimbursable expenses. • Holley bitable rates:$40/twtr Admin_,$65/hour Creative+Per Diem fees indexed care of current U.S.General Services Adenine at on for related lodging Meals and Incidental Expenses, www,asa.govtcerdiem+POV Mileage,rate indexed care of www.esa.eovtmileacre. • Copying/Printing 5010 per page for black/white,0.50 for color(single-sided) • Other reasonable expenses as incurred and pre-approved by TCC 3.Term of Alinement: 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 services rendered up to the date of termination in line with compensation provisions under section 2 of this agreement. 4.Applicable Law and Enforcement ofRights and Obligations: Both parties agree to indemnity and hold bareness the other for any liability which is aaributabte to the negligent actions or failure to act of the other.The maximum amount of liability well be the sum of fees due to S3 Solutions br the previous 30-days at the lime that the claim for liability is made by the other patty. This agreement shall be construed and'governed in accordance with the laws 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 taw. This agreement is binding on the parties successors,assigns,executors,administrators 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. 5.Amendments: This supplemental agreement,when incorporated with previously executed Letter of Understand dated ADM 26. 2014.constitutes the entire agreement between the parties and may be further amended only in writing and executed by authorized representatives of both patties. By signing hereunder both parties acknowledge that they have read an of the provisions of this agreement and agree to its terms. V Steve Shively,Principal Bill Roney.Council Chair on behalf of S3 Solutions on behalf of TCC Name: Date:a!/i/t`r Name Signature: 1 . ....i Signature: Jefferson Coun Board of I County Co 'sionner dt+ David Sullivan,Chair Date Attteesst: ,'o� Approved as to Form 0114, en,....„;—//Zii g. it Carolyn Ave yF David Alvarez,Deputy Proseng Attorney Deputy Clerk of the Board((11 2 of 2 Jefferson County Tourism Coordinating Council RE: Letter of Understanding The purpose of this Document is to outline the duties and responsibilities of the Jefferson Tourism Coordinating Council Marketing Coordinator. Document also outlines the Jefferson County Tourism Coordinating Council,(designated as TCC in this document),responsibilities to contractor in terms of payment and oversight. TCC Marketing Coordinator Duties: 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. Coordinate between TCC,(Jefferson 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. Coordinate with Marketing and Ad Reps,and help facilitate Cooperative promotions and giveaways associated with these programs. TCC Meetings: Attend meetings, TCC,J.C. LTAC,OPTC and provide input related to Marketing venues provided by TCC to address Jefferson County Lodging promotional needs. Set meeting dates for TCC,with input from Committee,venues,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 and place on CD,file. Take minutes during meeting. After meeting,transcribe Minutes, distribute to TCC members. Meeting minutes and supporting docs 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 your 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. . , 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. Invoices&Accounting: 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. Check with county to see if payment has been issued. Coordinator will be responsible for the checkbook. Keep track of financial matters: totals of invoices,moneys 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 Bill Roney at Gateway VC,who updates,and coordinates with receiving information,about these updates on Lodging 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. Social Media: This genre is undefined at present,but TCC has planned to use Website,Facebook, 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. 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 would be in-line with County/ WA State per diem travel parameters,and funds for necessary expenses; printing,office needs and other related TCC expenses. Termination of agreement: This agreement remains in effect on a monthly basis,until the TCC or Contractor feel need and agree to terminate. Both TCC and undersigned contractor have the right to terminate this with a 30 day prior notice to other party men:oned. od Date 411g - Date 114/Z404f Council Chair Jefferson County Tourism Coordinating Council TCC Marketing Coordinato CONTRACT REVIEW FORM CONTRACT WITH: 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 ciiiii,X(O Consultant Selection Process Revenue: 0.4.6C ► =S Cooperative Purchase Expenditure: Competitive Sealed Bid — Matching Funds Required: Small Works Roster Source(s)of Matching Funds: Vendor List Bid RFP or RFQ Step 1: REVIEW BY RISK 4,t,EME, t/264 Review by: ��!- _? AO Date Reviewed: Ea APPROVED FORM El Returned for revision(See comments) Comments: Step 2: REVIEW BY PROSECUTINGjAT 0 : EY Review by: C_.+ ?i' Z 111 I L Date Reviewed: 1 '—2,6- 20 16, APPROVED AS TO FORM Returned for revision(See comments) Co ents: 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 Mondays 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. I 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$4,200 plus expenses in 2016 falls within the TCC's budgeted allocation for this year. RECOMMENDATION: Approve and sign the agreement. REVIEWED BY: Ale ' 41/6 ' ip Morle wit • - ' ' ator Date: c, _ ;ZI1$I15 TOti3 Coordinating Council (TCC) Jefferson Co. I c Digital Media Management (DMM) MOU `�3 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 28.2014 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 .com 8.org:EnjoyOlympicPeninsula,HeartoftheOlympicPeninsula,Trave101ympicPeninsula Facebook http:r/www.facebook.conVEniovOlvmoiCPeninsula I Twitter http,/ftwitter.com/EniovOlvmoics Pinterest http;//Www.pinterest.com/EniovOivmpics eNews Constant Contact,MailChimp or similar,platform with 82B and B2C list development I With Objective of: • Strengthening TCC vision,mission and brand through regular cvrating 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 B28 and B2C lists • Social Networking across Facebook,Twitter,Pinterest platforms • Monthly Analytics reporting on all digital platforms • $50/month Social media promotion(Google AdWords,Facebook&Twitter Ads/Boosts,campaigns) 1.Duties and Obligations: S3 Solutions agrees to perform the services specified herein and made part of this agreement. 1oft Tourism Coordinating Council (TCC) Jefferson Co. I Digital Media Management (DMM) MOU S3 2.Compensation: At compensation received on behalf of 53 Solutions shall be deemed to be for services as an independent contractor,and not as an employee of TCC.Compensation for performing the speeded services shall be at the sum of i350 I month,payable upon monthly invoice, Additional 53 Solution rates for separately contracted projects)expenses wiN be itemized on client invoices per currently accustom contracted TCC Marketing Coordinators rates and reimbursable expenses. • Hourly billable rates:5401horx Adan..1165Atour Creative+Per Diem fees indexed care of current U.S.General Services Administration lex related lodging Meals and Incidental Expenses, w*W osa.9ovrperdiem+PCW Mileage,rah indexed care of www.gsa.aovrrrwtea ie. • Copying/Printing$0.10 per page for blacitfellite,0.50 for color(single-sided) • Other reasonable expenses as incurred and pro-approved by TCC 3.Tenn 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 services rendered up to the date of termination in brie 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 attributable to the negligent actions or failure to act of the other.The maximum amount of liability will be the sum of lees due to S3 Solutions for the previous 30-days at the time that the claim for Nabirty is made by the other party. This agreement shag be construed and governed in accordance with the laws of WASHINGTON State.If any court determines that any pert of this agreement is unenforceable.all parties agree that all oilier parts shoe remain in force and effect to the maximum extent permitted by law. This agreement is binding on the parties'successors.assigns.execusors,administrators and heirs. Mutually agreed binding arbitration is the preferred path of confict resolution between both parties,however. JEFFERSON,CO.WASHINGTON is the county of venue should wallets related to this MOU be taken to court. 5.Amendments: This supplemental agreement,when incorporated with previously executed Letter of Understand dated knit 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. V Steve Shively,Principal Bit Roney.Council Chair on behalf of S3 Sokrtions on behalf of TCC Name: Date:`iffii 7"t"Name Date:9/ />>/y Signature: , l 1 i u./ Signature: G Jefferson County Board of County Co iisione % r I ' � .2%7 /�S.. David Sullivan,Chair Date Attest: Approved as to Form 1) 2 12 �5 lOrlAryt, Carolyn Avei , % David Alvarez,Deputy Prose ing Attorney Deputy Clerk of the Board✓ 2 of 2 JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS CONSENT AGENDA REQUEST TO: Board of County Commissioners FROM: Philip Morley,County Administrator ,/;;";" DATE: February 17,2015 RE: Agreement Re:Digital Media Management for Tourism Coordinating Council;In the Amount of$4,200 plus Expenses;Tourism Coordinating Council;Steve Shively STATEMENT OF ISSUE: Board approval is recommended of a contract with Steve Shively, dba S3 Solutions,to provide digital media management services to the County's 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 2015 falls within the TCC's budgeted allocation for this year. RECOMMENDATION: Approve the proposed agreement. RE_VIEN D BY: iilip Morley,county Administrator Date • • CONTRACT REVIEW FORM �2 CONTRACT WITH: Steve Shively (Contractor) CONTRACT FOR: Digital Media Management for TCC TERM: .Ends 8/15/15 alt m . t i �� "`.,�,-w'�� '.�„.`��y"`•� , fes�r '.,c �,-`^"•' .. ,.,^�,�"� '` AMOUNT: .$4,200 PROCESS: 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 RFP or RFQ Step 1: REVIEW BY RISK MAN!GEMENT — 1 Review by: YN ' s �° vt _. Date Reviewed; EDAPPROVED FORM El Returned for revision(See comments) `Comments: Step 2: REVIEW BY PROSECUTING AT: dLr Review by: kVA Date Reviewed: 2 L .. APPROVED AS TO FORM tj Returned for revision(See comments) Co ments: 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 Mondays agenda. (This form to stay with contract throughout the contract review process.) 53 Solutions S3 MEMORANDUM 2023 E. Sims Way Suite 308 Port Townsend,WA 98368 To: Bill Roney,Chair-TCC 360.440.7006 info@S3solutions.biz From: Steve Shively,Principal—S3 Solutions www.S3solutions.biz Date: November 14,2014 Enterprising Answers for Business Re.: TCC creative cost comparison 53 Solutions provides comprehensive print and digital publishing preparation of TCC marketing materials. Typical scope of focused creative projects may include: Print ad production: 1. Creative,content, proofs,and commercial print ready. 2. Resizing existing ad to fit print mechanicals Digital ad work: 1. Creative,content,proof,and web-ready digi files. 2. Resizing/existing ad(Banner or display ad)to fit web mechanical specs. 3. Animated.GIF image production 4. Embedded analytics,(i.e.either QR code or linked Google Analytics code script for click- through counts) Note: As a contracted services client of 53 Solutions TCC received the draft Fall/Winter campaign ad mock-ups, consisting of five sized ads (2"x3%2", 2"x2", 3%:"x2", 4"x4", and 2"x6Y"), as part of the existing scope-of work for researching and proposing campaign marketing purchase options to the October TCC board. The proposed budget included$500 for"Creative/Design(Ad copy time&talent)" in order to fulfill the total$14,300 campaign needs. Added 53 Solution creative costs are only charged when meeting specific ad mechanicals (resizing), or creating specific content for ad fulfillment,e.g.building a three-scene,300 pixel x250 pixel,4K millisecond animated GIF slide for ExperienceWA.com or creating unique QR codes linked to URL campaign tracking in Google Analytics for South Sound magazine. S3 Solutions TCC additional campaign creative rates are: • Administrative: $40/hour • Creative: $65/hour • Rush surcharge: N/A Traditionally,TCC campaign creative was brokered to a PR firm for project management. Fall/Winter 2014/2015 rates for the administrative and creative components have been quoted by traditional service suppliers as follows: • Project Management/Admin.:$75/hour(Source:Anastasi Black Public Relations&Communications) • Design/Creative(standard): $80/hour(Source:INSIDEOUT SOLUTIONS I Print&Graphic Design Department) • Design/Creative(rush): $100/hour(Source:INSIDEOUT SOLUTIONS+Laurel Black Design Co.) We hope these pricing comparisons help illustrate that 53 Solutions brings cost effective value to the dynamic and responsive marketing needs of TCC. Thank you for your support,and please don't hesitate to contact us if you have any questions. Best Regards, f3 Tourism Coordinating Council (TCC) Jefferson Co. I Digital Media Management (DMM) MOU 133 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 .com & .org: Enjo OI m icPeninsula, HeartoftheOl m icPeninsula, Trave101 m icPeninsula J Y Y P� Y P Y P� Facebook http://www.facebook.com/EnjovOlympicPeninsula Twitter http://twitter.com/EniovOlvmpics Pinterest http://www.pinterest.com/EniovOlvmpics eNews Constant Contact, MailChimp or similar, platform with B2B and B2C 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 same. • 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 Analytics reporting on all digital platforms • $50 / month Social media promotion (Google AdWords, Facebook & Twitter Ads/ Boosts, campaigns) 1. Duties and Obligations: S3 Solutions agrees to perform the services specified herein and made part of this agreement. Tourism Coordinating Council (TCC) Jefferson Co. Digital Media Management (DMM) MOU III 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$350/month, payable upon monthly invoice. Additional S3 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. 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 services rendered up to the date of termination 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 attributable 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 laws 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, administrators 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. 5.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 Bill Roney, Council Chair on behalf of S3 Solutions on behalf of TCC Name: Steve Shively Date: 8/13/2014Name Date: Signature: tom-- Signature: