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HomeMy WebLinkAboutJefferson County Chamber of Commerce $20,000 (ins ex 6.30.22) - 122021 vt JcC£, p= o of ;von cc �U p �6 AGREEMENT FOR 2022 HOTEL-MOTEL FUNDING FOR TOURISM SERVICES JEFFERSON COUNTY CHAMBER OF COMMERCE This Agreement is by and between JEFFERSON COUNTY(hereinafter known as "COUNTY" and the JEFFERSON COUNTY CHAMBER OF COMMERCE (hereinafter known as "JCCC"). WHEREAS,the JCCC is a non-profit corporation of the State of Washington; and WHEREAS,the COUNTY desires to promote tourism in unincorporated East Jefferson County, especially in the greater Port Hadlock/Tri-Area region and Port Ludlow region,by providing information to guests, support and staff to information centers, as well as workshops, conferences and materials to enhance productivity of visitor information centers and other means to promote tourism in unincorporated Jefferson County, as authorized by Chapter 67.28 RCW and Jefferson County Code Chapter 3.25; and WHEREAS,the Jefferson County Lodging Tax Advisory Committee reviewed and recommended funding the lodging tax proposal by the Jefferson County Chamber of Commerce to: support marketing outside the County and other tourism promotion activities; IN CONSIDERATION of the mutual covenants and agreements herein it is agreed by the parties as follows: SECTION 1: SERVICES TO BE PERFORMED The JCCC shall use its capabilities and utilize up to $20,000 of funding provided under this agreement to perform the tourism promotion services as described in the Itemized List of Proposed Tourism Promotion Services and Lodging Tax Budget, a copy of which is incorporated herein and attached hereto as Exhibit A, and to continue and update the ongoing performance of the following tourism promotion services, as outlined below: 1. Assist in marketing events and other tourism promotion activities in unincorporated Jefferson County with a particular focus on the greater Port Hadlock/Tri-Area region and Port Ludlow Region. 2. Be a point of contact for the Jefferson County Tourism Coordinating Council for support and participation in tourism promotional activities; assist in developing regional promotional material in conjunction with other Chambers of Commerce and the Tourism Coordinating Council. 3. Respond to specific requests referred by the Olympic Peninsula Tourism Commission, the Jefferson County Tourism Coordinating Council and all other Jefferson County visitor's centers and Chambers of Commerce. Page: 1 of 13 Jefferson County Chamber of Commerce 4. As vacancies occur, recommend potential representatives and alternates,preferably Chamber members, for inclusion with other candidates for consideration by the Board of County Commissioners for appointment to the Tourism Coordinating Council to represent the Port Hadlock/Tri-Area region and the Port Ludlow region. SECTION 2: RESPONSIBILITIES OF THE JEFFERSON COUNTY CHAMBER OF COMMERCE 1. On or before January 31; April 30;July 31; October 31, 2022; and January 31, 2023, provide to the COUNTY: see Exhibit C, attached hereto and incorporated; • A quarterly report of the use, services,programs and activities of the JCCC under this Agreement for the prior quarter; • A quarterly financial statement detailing revenues,expenses and cash balances for the prior quarter; and for the final quarter report,the financial statement shall also include a detailed financial statement for all 2022. 2. On or before January 31, 2022 OR upon execution of this agreement,provide to the COUNTY: • A billing statement requesting payment of Hotel-Motel Funding for the current year. 3. For a minimum of six (6) years, maintain documented proof of payments made, contracts executed, and other expenditures authorized under this Agreement. Upon reasonable notice, provide access to County or State representatives to audit those records. 4. Funding provided by this Agreement may only be expended on the services described in Section 1 of this Agreement. Any monies used for other services or purposes shall be refunded to Jefferson County. Any monies under-expended of the total funding allocated under this Agreement shall be refunded to Jefferson County by January 31, 2023. 5. By February 28th of each year provide the following information on Exhibit B, attached hereto and incorporated by reference for the previous year. a. Each festival, event,or tourism facility owned and/or operated by JCCC. b. The amount of lodging tax revenue allocated for expenditure (whether actually expended or not)by the JCCC on each festival, event or tourism facility. c. Estimated number of tourists served at each festival,event or tourism facility. ("Tourist" includes persons traveling more than 50 miles to the location of the event, festival or facility and overnight stays in the area). d. Estimated lodging stays. ("Lodging"refers to commercial lodging such as hotels, motels,resorts, bed and breakfasts, or commercial campgrounds). e. Measurements that demonstrate the impact of increased tourism attributable to the event, festival or facility. Page: 2 of 13 Jefferson County Chamber of Commerce SECTION 3: RESPONSIBILITY OF JEFFERSON COUNTY 1. The COUNTY will provide the JCCC funding from Hotel-Motel Tax receipts to be used in support of their responsibilities as defined under this agreement. 2. Said funding is in the sum of$20,000 for 2022. Payment is to be predicated on submittal of reports defined in Section 2. Payment will be made by the COUNTY upon receipt of an invoice on the next available billing cycle. SECTION 4: TERM This Agreement shall be for a term of one year, commencing on January 1, 2022 and ending on December 31,2022, except for the reports referenced in Section 2, due January 31, 2023 and February 28, 2023. All activities performed pursuant to this Agreement within its term and prior to its execution are hereby ratified. SECTION 5: ASSIGNMENT Either party to the agreement shall not assign this Agreement,except by signed amendment. SECTION 6: MODIFICATION This Agreement may be modified by mutual written agreement executed by both parties. SECTION 7: TERMINATION The Agreement may be terminated, in whole or in part, by the County upon thirty(30) days written notice in the event expected or actual revenue from the Hotel-Motel Tax is reduced or limited in any way, or for non-performance of duties under this Agreement, or for any reason. The JCCC may terminate this Agreement upon thirty(30) days written notice to the COUNTY. In the event of termination under this clause,the County shall be liable to pay only for services rendered prior to the effective date of termination. If termination covers a period for which payment has already been made,JCCC shall refund to the COUNTY a pro-rated share of the payment based upon the balance of time remaining in the paid period, unless otherwise negotiated. SECTION 8: HOLD HARMLESS The JCCC shall indemnify and hold the COUNTY, and its officers, employees, and agents harmless from and shall process and defend at its own expense, including all costs, attorney fees and expenses relating thereto, all claims, demands, or suits at law or equity arising in whole or in part, directly or indirectly, from the JCCC's negligence or breach of any of its obligations under this Agreement; provided that nothing herein shall require the JCCC to indemnify the COUNTY against and hold harmless the COUNTY from claims, demands or suits based solely upon the conduct of the COUNTY, its officers, employees and agents, and; provided further that if the claims or suits are caused by or result from the concurrent negligence of: (a) the JCCC's agents or employees; and, (b) the COUNTY, its officers, employees and agents, this indemnity Page: 3 of 13 Jefferson County Chamber of Commerce provision with respect to claims or suits based upon such negligence, and/or the costs to the COUNTY of defending such claims and suits, etc., shall be valid and enforceable only to the extent of the JCCC's negligence, or the negligence of the JCCC's agents or employees. The JCCC specifically assumes potential liability for actions brought against the COUNTY by the JCCC's employees, or any other persons engaged in the performance of any work or service required of the JCCC under this Agreement and, solely for the purpose of this indemnification and defense, the Contractor specifically waives any immunity under the state industrial insurance law, Title 51 RCW. The JCCC recognizes that this waiver was specifically entered into pursuant to provisions of RCW 4.24.115 and was subject of mutual negotiation. SECTION 9: INSURANCE The JCCC shall obtain and keep in force during the term of the Agreement, or as otherwise required,the following insurance with companies or through sources approved by the State Insurance Commissioner pursuant to RCW 48. 1. Worker's Compensation and Employer's Liability Insurance as required by the State of Washington. The JCCC shall maintain Workers' Compensation coverage as required under the Washington State Industrial Insurance Act, RCW Title 51, for all JCCC employees, agents and volunteers eligible for such coverage under the Industrial Insurance Act. 2. Commercial Automobile Liability Insurance providing bodily injury and property damage liability coverage for all owned and non-owned vehicles assigned to or used in the performance of the work for a combined single limit of not less than $1,000,000 per occurrence in connection with JCCC's performance of the contract, including: a. Owned Automobiles; b. Hired Automobiles; and c. Non-owned Automobiles. 3. General Commercial Liability Insurance in an amount not less than a single limit of one million dollars ($1,000,000.00)per occurrence and an aggregate of not less than two (2) times the occurrence amount($2,000,000.00 minimum) for bodily injury, including death and property damage, unless a greater amount is specified in the contract specifications. The insurance coverage shall contain no limitations on the scope of the protection provided and include the following minimum coverage: a. Broad Form Property Damage, with no employee exclusion; b. Personal Injury Liability, including extended bodily injury; c. Broad Form Contractual/Commercial Liability—including: completed operations; d. Premises—Operations Liability(M&C); e. Independent Contractors and subcontractors; f. Blanket Contractual Liability. Said commercial automobile liability policy and general commercial liability policy shall name the County as an additional insured and shall include a provision prohibiting cancellation or Page: 4 of 13 Jefferson County Chamber of Commerce reduction of coverage of said policy except upon thirty (30) days prior written notice to the County. Certificates of coverage as required by this Section shall be delivered to the County within thirty(30) days of execution of this Agreement. The County may, upon the Contractor's failure to comply with any or all provisions of this contract relating to insurance, withhold payment or compensation that would otherwise be due to the Contractor. If the proof of insurance or certificate indicating the County is an "additional insured"to a policy obtained by the Contractor refers to an endorsement(by number or name) but does not provide the full text of that endorsement, then it shall be the obligation of the Contractor to obtain the full text of that endorsement and forward that full text to the County. All insurance policies obtained by JCCC in order to comply with this Section shall be primary and non-contributory as against any coverage provided through any memorandum of coverage for third party liability claims or actions obtained and retained by the County through a Ch. 48.62 RCW "Risk Pool." It is agreed by the parties that insurers shall have no right of recovery or subrogation against the County (including its employees and other agents and agencies), it being the intention of the parties that the insurance policies so affected shall protect both parties and be primary coverage for any and all losses covered by the above described insurance. The insurance maintained by JCCC under this Agreement shall not in any manner limit or qualify the liabilities or obligations of JCCC under this Agreement. SECTION 10: INDEPENDENT CONTRACTOR The JCCC and the COUNTY agree that the JCCC is an independent contractor with respect to the services provided pursuant to this agreement. Nothing in this agreement shall be considered to create the relationship of employer and employee between the parties hereto. Neither the JCCC nor any employee of the JCCC shall be entitled to any benefits accorded County employees by virtue of the services provided under this agreement. The COUNTY shall not be responsible for withholding or otherwise deducting federal income tax or social security or for contributing to the state industrial insurance program, otherwise assuming the duties of an employer with respect to the JCCC, or any employee, representative, agent or contractor of the JCCC. The JCCC shall be responsible for all applicable withholdings, deductions, state industrial insurance, tax reports, business licenses, registrations, and all other obligations of an independent organization. Page: 5 of 13 Jefferson County Chamber of Commerce SECTION 11: COMPLIANCE WITH LAWS The JCCC shall comply with all Federal, State,and local laws and ordinances applicable to the work to be done under this Agreement. This Agreement shall be interpreted and construed in accord with the laws of the State of Washington and venue shall be in Jefferson County, Washington. SECTION 12: DISCRIMINATION PROHIBITED The JCCC with regard to the project to be completed under this agreement, will not discriminate on the grounds of age, sex, marital status, sexual orientation,race, creed, color, national origin, honorably discharged veteran or military status,or the presence of any sensory,mental, or physical disability or the use of a trained dog guide or service animal by a person with a disability, unless based upon a bona fide occupational qualification in the selection and retention of employees,materials, supplies, contractors or subcontractors. SECTION 13: INTEGRATED AGREEMENT This agreement together with attachments or addenda represents the entire and integrated agreement between the County and the JCCC and supersedes all prior negotiations, representations, or agreements written or oral. This agreement may be amended only by written instrument signed by both the County and the JCCC. APPROVED and signed this 1C�- day of beeki der 2.o21 JEFFERSON COUNTY Attest: BOARD OF COMMISSIONERS Cl/i1442‘Carolyn`Gallaway, Kate-Dean, Chair Clerk of the Board Approved as to Form: JEFFERSON COUNTY CHAMBER , t OF CO MERCE Ni December 10, 2021 Philip C. Hunsucker, Aut orized Official Chief Civil Deputy Prosecutor Page: 6 of 13 Jefferson County Chamber of Commerce EXHIBIT A 2022 RFQ for IC Tourism Promotion Services The Chamber of Jefferson County 1.0 Itemized List of Proposed Services Project Title I Project Descriptor Distribution ae ensemble j Projected costs I Notes Projected Direct Income To Chamber Web Presence Updates/Maintenance Through webmaster and staff digid Mau Web.Email, $ 5,000 wcbnaster and staff 0 viskjoffersoncountywa,ora and linkage co all region'tourism isocty mvmels hosting visit here sites plus enloyptcom and jeffoountythamber.org Community Evens&Activities South Count y weighted,but muntywitle to provide marketing iweb,digital,anou,sooy $ I0A00 Port XadiW,Port Ludlow 0 and event assistance for community esae/amredes ieblasts,pubialons Qsikene,erinnon plus that drive tounsm and hasaharrtYIambi in leifeson County IReadaaoard county-wale 2nd Saturday Events Street for type acdviry near Visitor Center/Chamber print eblss,web,soda) $ 5,000 advance marketing 1200 To showcase entrepreneurship food,crafts,art,music Reader roard,banner, Spring Sommer,Fall evens this event sto drive traffic to farmers merges as wall as to con Nanny arc repeal 6 events year one provide pre-market opportuntry for branding and saes for Isegrneto web integration,all sites start-ups not readyfor urge market opporbnides social channels,cross-channel Inmdes creative,printing staff and autsourn*coat Sox,crest total cost balance Chamber marls year 1 Hood Cann Chamber Integration To provide far Economic Development C Tourism print social,retest email 55,000 estimate for 3000 units ea.in0 expansion in Jefferson County web collateral and web-based To provide additional benefit to businesses fadlltadng I marketing year I growth,job creation and tourism based madieting IfadOties,smfMt 556,500 spreadsheet attached Cl Romaine with our ongoing Oral DM0 marketing as weal !VIC operations 2 centers projected breakdown s creatfrt new materials,maps,brochures,web poses and Rnkage.cross charnel leaning into the Hood Canal area -Web integration $ 2,500 p businesses,activities,visitor attraction and more they have•eeuested new maps,brochures,and marketing materials be crated for their VIC's and ours to utilise to increase visitor attraction Snaukl integration stall orfail to catokte for any reason fundr wouk be returned to Comfy.We ore currently m the final process of deeming mtepranpn of the Hood Cool Comber Tott$86,000 Tod less Howl Cana 20,000 Total using Hood Canal RFQ response.Chamber integraticr$27,500 Itemized List of Proposed Tourism Promotion Services and Lodging Tax Budget **JCCC requested a total of $86, 000 less $46, 000 if Hood Canal submitted a request for proposal, which they did. Total of $20, 000 Page 7 of 13 Jefferson County Chamber of Commerce Exhibit B Jurisdiction Lodging Tax Reporting Form — To Be Submitted to Jefferson County Administrator's Office No Later than February 28th of each Year Lodging Tam Reporting Form oi gat:arnica:Ls receiving funding to promote festivals.special event and tourism-related activities through tourism-related facilities owned or sponsored by non-profit or n' atrons or the local jurisdiction are required to complete the form for EACH activity. 1 OkgandarioaName: Repenting Tex: 2 Sponsor Type((beck One): 0501(c)(3) 0 501(c)(6) Q Local Pan;dicnm Qo er TipL : 3 Amity Natrx 4 AcSsity Type(Check One): 0 Even Festival• 0 Facility' 0 MArkec•or S Activity Start Dan': 6 Actuary End Dare•: 7 Taal Cost of Activity: S B Amount Req•.re<ted: S a Auaaum Anirded: S 10 Ocera1 A++endmre' 13 Number of Attendees Who Stayed Oven ghr n I:npaat Accommodations' a; pno acted• a) Projected' b) Actual' b) Acrai• C) Melbodriog_Y(Check One) ()Direct t'nmt• c) Mettradoiaev I D eck Cow 0 Direct:emus °Indirect Cauca' ORepresemarive Survey' ©:nd tea Costar °Repaeseatatise Survey* 8lufeffm-11 Su¢vey• °S-aucturet E ate• 0 a1 Surrey' 0 Sam-rued Estimate' Other(esFLtia;: 00,the:Ie luni: 11 Number of Attendees 4Abo Traveled 59 Miles or More* l+Number ad Attendees V.be Stayed Ov nigbr in Paid Accocm:mid etsom' a) Poi,ened• a) Proje ted• b) Acme b) Actaa:• c) Metbodorogv(Check One; 0 Direct Coax* c) Metboaingr(Check One): 0 Direct Corot• indirect Come 0 Representative Survey* 8 t" t^vl Survey' 0 SntrcturetEstimate• sdaect Count" Repmesenrative Survn• :Moms]Sumer Scrummed Estimate• ()other(an): 0 ear'explain;: 12 Number of Attendees Who Traveled from Another Suit or C mnv 1:Number of Paid f oriair'Night;. a) Proected" aj Projected' bj Actual' b) Acraa• c) Methodo og'(Check One): 0 Direct Counts c) Meihtdtioev Check Ore): 0 Direct Cove °Indirect CM a' °Represertam'eSurvey 0 Indirect i_mant' ORecreseraadse Survey Tr'liana Survey' 05aucwed Esuimue•8 0:ninrm:.il Sian-er' Structured Esdmace" Other fir 11 Other: laiuj: 'See Lodging Tax Yearly Reporting Definitions Instructions Name of Individual Who Prepped Report Ptsane a: E-Mail Ai ress RETURN THIS FORM TO: Jefferson County Administrator's Office 1820 Jefferson Street P.O.Box 1220 Port Townsend.WA 98363 jteffboccfitco.jefferso n.aa.us DEADLINE: Februar}-:8th of Eack Reporting Year Page 8 of 13 Jefferson County Chamber of Commerce 1 LTAC Yearly Reporting Definitions/Instructions Activity Type: Event/Festival: Short-term activity occurring between specific dates(e.g.,4th of July celebration,local marathon) Facility:Municipally-owned facility that operates some or all of the year(e.g.,county historical museum, convention center) Marketing:Activity that provides information to encourage visitors to an area;is typically a year-round activity but may also operate for less than a full year. Activity Date: Activity beginning and ending dates. Actual: Persons estimated to have actually participated in event/festival or visiting a facility.For marketing activity,enter the number of persons estimated to have actually visited area as result of marketing activity. Projected: Persons expected to participate in event/festival or visiting a facility.For marketing activity,enter the number of persons expected to visit area as result of marketing activity. Methodology: Select the methodology used to estimate the actual number of visitors/participants. Direct Count:Actual count of visitors using methods such as paid admissions or registrations,clicker counts at entry points,vehicle counts or number of chairs filled.A direct count may also include information collected directly from businesses,such as hotels,restaurants or tour guides,likely to be affected by an event. Indirect Count:Estimate based on information related to the number of visitors such as raffle tickets sold, redeemed discount certificates,brochures handed out,police requirements for crowd control or visual estimates. Representative Survey: Information collected directly from individual visitors/participants.A representative survey is a highly structured data collection tool,based on a defined random sample of participants,and the results can be reliably projected to the entire population attending an event and includes margin of error and confidence level. Informal Survey: Information collected directly from individual visitors or participants in a non-random manner that is not representative of all visitors or participants.Informal survey results cannot be projected to the entire visitor population and provide a limited indicator of attendance because not all participants had an equal chance of being included in the survey. Structured Estimate:Estimate produced by computing known information related to the event or location.For example,one jurisdiction estimated attendance by dividing the square footage of the event area by the international building code allowance for persons(3 square feet). Other:(please describe) Overall Attendance: Total projected and estimated actual attendance recorded for event, facility or resulting from marketing activity. Total Attendees Traveling 50 miles or more: Total: Total projected and estimated actual number of visitors traveling more than 50 miles to attend event or facility. For marketing organizations,report visitors traveling more than 50 miles to visit area. Of total,attendees who traveled from another state or country: Of the total projected and estimated actual number of visitors traveling more than 50 miles to attend event or facility or visit area,report projected and estimated actual number of visitors who traveled from another state or country. Attendees who stayed overnight: Paid Accommodations: Total projected and estimated actual number of visitors staying in paid lodging establishments such as hotels,motels,bed and breakfasts,etc. Unpaid Accommodations: Total projected and estimated actual number of visitors staying in unpaid accommodations such as family and friends. Paid Lodging Nights: Total projected and estimated actual number of paid lodging nights.One Lodging night=one or more persons occupying one room for one night. Page 9 of 13 Jefferson County Chamber of Commerce EXHIBIT C 1st OUARTER Due by April 30th to afrncknight1aco.jefferson.vva.us Organization: Contact person: Mailing Address : Phone Number/Email : STARTING BALANCE REVENUE THIS _ EXPENSES THIS _ ENDING BALANCE PREVIOUS QUARTER + QUARTER QUARTER — THIS QUARTER Please attach supportive documents.Any attachments may be subject to disclosure as a public record under the Public Records Act, RCW Chapter 42.56.For a minimum of six(6)years,maintain documented proof of payments made,contracts executed,and other expenditures authorized under this Agreement.Upon reasonable notice,provide access to County or State representatives to audit those records. Please provide your reports of the revenue,marketing,services,programs and activities of the prior quarter. JANUARY Incoming Revenue Outgoing Expenses Total FEBRUARY Incoming Revenue Outgoing Expenses Total MARCH Incoming Revenue Outgoing Expenses Total Page 10 of 13 Jefferson County Chamber of Commerce EXHIBIT C 2nd OUARTER Due by July 31"to afmcknight@cojefferson.wa.us Organization: Contact person: Mailing Address : Phone Number/Email : STARTING BALANCE + REVENUE THIS _ EXPENSES THIS _ ENDING BALANCE PREVIOUS QUARTER QUARTER QUARTER — THIS QUARTER Please attach supportive documents. Any attachments may be subject to disclosure as a public record under the Public Records Act, RCW Chapter 42.56. For a minimum of six(6)years,maintain documented proof of payments made,contracts executed,and other expenditures authorized under this Agreement. Upon reasonable notice,provide access to County or State representatives to audit those records. Please provide your reports of the revenue,marketing,services,programs and activities of the prior quarter. APRIL Incoming Revenue Outgoing Expenses Total • • MAY Incoming Revenue Outgoing Expenses Total • • JUNE Incoming Revenue Outgoing Expenses Total • • Page 11 of 13 Jefferson County Chamber of Commerce EXHIBIT C 3rd OUARTER Due by October 31"to afmcknightpa co.jeflcrsonwtia.uis Organization: Contact person: Mailing Address : Phone Number/Email : STARTING BALANCE + REVENUE THIS _ EXPENSES THIS _ ENDING BALANCE PREVIOUS QUARTER QUARTER QUARTER — THIS QUARTER Please attach supportive documents.Any attachments may be subject to disclosure as a public record under the Public Records Act, RCW Chapter 42.56. For a minimum of six(6)years,maintain documented proof of payments made,contracts executed,and other expenditures authorized under this Agreement.Upon reasonable notice,provide access to County or State representatives to audit those records. Please provide your reports of the revenue,marketing,services,programs and activities of the prior quarter. JULY Incoming Revenue Outgoing Expenses Total AUGUST Incoming Revenue Outgoing Expenses Total SEPTEMBER Incoming Revenue Outgoing Expenses Total Page 12 of 13 Jefferson County Chamber of Commerce EXHIBIT C 4th OUARTER Due by January 31"to afimclknight arco.jefterson.wa.us Organization: Contact person: Mailing Address : Phone Number/Email : STARTING BALANCE + REVENUE THIS EXPENSES THIS _ ENDING BALANCE PREVIOUS QUARTER QUARTER QUARTER — THIS QUARTER Please attach supportive documents.Any attachments may be subject to disclosure as a public record under the Public Records Act, RCW Chapter 42.56. For a minimum of six(6)years,maintain documented proof of payments made, contracts executed, and other expenditures authorized under this Agreement. Upon reasonable notice,provide access to County or State representatives to audit those records. Please provide your reports of the revenue,marketing, services,programs and activities of the prior quarter. OCTOBER Incoming Revenue Outgoing Expenses Total NOVEMBER Incoming Revenue Outgoing Expenses Total DECEMBER Incoming Revenue Outgoing Expenses Total Page 13 of 13 Jefferson County Chamber of Commerce Consent Agenda Commissioners Office JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners FROM: Adiel McKnight, Executive Assistant DATE: December 20, 2021 SUBJECT: AGREEMENT re: 2022 Hotel Motel (Lodging Tax) Grant Funding; In the Amount of$20,000; Jefferson County Chamber of Commerce STATEMENT OF ISSUE: This agreement provides grant funding for 2022 to certain non-profit agencies for the promotion of tourism and ongoing preservation of Jefferson County's heritage. The Lodging Tax Advisory Committee met on November 2, 2021 and reviewed request for proposals. This funding has been budgeted from the Hotel Motel (Lodging Tax) Fund, and approved by the Board of County Commissioners on November 15, 2021. FISCAL IMPACT: Jefferson County Chamber of Commerce $20,000 RECOMMENDATION: Approve and sign the agreement. REVIEWED BY: i r / ZA0/ Mark McCauley terim County Administrat Date: CONTRACT REVIEW FORM Clear Form (INSTRUCTIONS ARE ON THE NEXT PAGE) CONTRACT WITH: Jefferson County Chamber of Commerce Contract No: LTAC JCCC Contract For: Lodging Tax Term: 1 yr COUNTY DEPARTMENT: County Administrator Contact Person: Adiel McKnight Contact Phone: 360-385-9102 Contact email: afmcknight@co.jeffersonl.wa.us AMOUNT: $20,000 PROCESS: Exempt from Bid Process Revenue: Cooperative Purchase Expenditure: — Competitive Sealed Bid Matching Funds Required: Small Works Roster Sources(s)of Matching Funds ,— Vendor List Bid Fund # 125 _ RFP or RFQ Munis Org/Obj 12555730/411105 Other: APPROVAL STEPS: STEP I: DEPARTMENT CERTIFIES COM L • NCE ITH�C' 3 55.0:X ND CHAPTER 42.23 RCW. / CERTIFIED: N/A: y/ry� lh (o?•/Q 07 V r• u' Date STEP 2: DEPARTMENT CERTIFIES T E PERSON PROP kil D FOR CONTRACTING WITH THE COUNTY (CONTRACTOR) HAS N BEE BA RED ANY FEDERAL, STATE, OR LOCAL AGENCY. � ('"�J C (CERTIFIED: i ' N/A: I 11 gnature Date STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche): Electronically approved by Risk Management on 12/10/2021. STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche): Electronically approved as to form by PAO on 12/10/2021. Standard County grant contract. STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND PROSECUTING ATTORNEY(IF REQUIRED). STEP 6: CONTRACTOR SIGNS STEP 7: SUBMIT TO BOCC FOR APPROVAL 1 it ($-.6 COM Ls, Board of County Commissioners eon O 1820 Jefferson Street oQ 4, Ac PO Box 1220 ccPort Townsend, WA 98368 ; ,+ �Si17NU� O Kate Dean,District 1 Heidi Eisenhour,District 2 Greg Brotherton,District 3 December 20, 2021 Jefferson County Chamber of Commerce Arlene Alen 2409 Jefferson Street Port Townsend,WA 98368 Dear Arlene Alen, Enclosed for signature are two (2) originals for AGREEMENT re: 2022 Hotel Motel (Lodging Tax) Grant Funding; In the Amount of$20,000; Jefferson County Chamber of Commerce Please sign both, keep one and return the second to: Jefferson County Commissioner's Office Attn: Adiel McKnight P.O. Box 1220 Port Townsend, WA 98368 • Please remember that on or before April 30; July 31; October 31, 2021 and January 31, 2022 you are required to provide to the County: A quarterly report of the use, services, programs and activities under this agreement for the prior quarter. • A quarterly financial statement detailing revenues, expenses and cash balances for the prior quarter; and for the final quarter report, the financial statement shall also include a detailed financial statement by February 28th of each year along with Exhibit B attached to your contract. • Insurance shall be obtained as outlined in the terms of the Agreement and provide a copy to this office. • Payment will be provided upon invoice, subject to the terms of the Agreement Thank you for your assistance. Sincerely, Adiel McKnight Executive Assistant Phone (360) 385-9100 Fax (360) 385-9382 jeffbocc@co.jefferson.wa.us DATE(MM/DD/YYYY) ACORLt CERTIFICATE OF LIABILITY INSURANCE `� 03I08/2022 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES G BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Ryan Smith NAME: Homer Smith Insurance Inc. PHONno,Eat): (360)385-3711 (A/xC,No): (360)385-3726 PO Box 591 E-MAIL ryan@homersmith.com ADDRESS: INSURER(S)AFFORDING COVERAGE NAIC# Port Townsend WA 98368 INSURER A: Philadelphia Indemnity Insurance Company INSURED INSURER B: _ Jefferson County Chamber of Commerce INSURER C: 2409 Jefferson St.Ste A INSURER D: INSURER E: Port Townsend WA 98368 INSURER F: COVERAGES CERTIFICATE NUMBER: CL217909754 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE ADDL SUER POLICY EFF POLICY EXP LTR INSD WVD POLICY NUMBER (MM/DD/YYYY) (MM/DD/YYYY) LIMITS X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 CLAIMS-MADE X OCCUR DAMAGE NTED PREMISES O(EaEoccurrence) $ 100,000 MED EXP(Any one person) $ 5,000 A Y PHPK2296858 06/30/2021 06/30/2022 PERSONALBADV INJURY $ 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2,000,000 PRO X POLICY 2,000,000 JECT LOC PRODUCTS-COMP/OPAGG $ OTHER: $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 1,000,000 1Ea accident) ANY AUTO BODILY INJURY(Per person) $ A OWNED SCHEDULED PHPK2296858 06/30/2021 06/30/2022 BODILY INJURY(Per accident) $ AUTOS ONLY AUTOS X HIRED v NON-OWNED PROPERTY DAMAGE $ AUTOS ONLY _ AUTOS ONLY (Per accident) UMBRELLA LIAB _ OCCUR EACH OCCURRENCE $ EXCESS LIAB CLAIMS-MADE AGGREGATE $ DED RETENTION$ $ WORKERS COMPENSATION PER OTH- AND EMPLOYERS'LIABILITY Y/N STATUTE ER ANY PROPRIETOR/PARTNER/EXECUTIVE NIA E.L.EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? (Mandatory in NH) E.L.DISEASE-EA EMPLOYEE $ If yes,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ Each Prof.Incident $1,000,000 Professional Liability A PHPK2296858 06/30/2021 06/30/2022 Prof.Aggregate $2,000,000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached if more space is required) Certificate holder is additional insured. CERTIFICATE HOLDER CANCELLATION I SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF,NOTICE WILL BE DELIVERED IN I ACCORDANCE WITH THE POLICY PROVISIONS. Jefferson County PO Box 1220 AUTHORIZED REPRESENTATIVE Port Townsend WA 98368 p t 6)- ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD