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HomeMy WebLinkAbout051622ca03 JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS CONSENT AGENDA REQUEST TO: Board of County Commissioners FROM: Mark McCauley, County Administrator DATE: May 16, 2022 RE: Amendment No. 1 —Professional Services Agreement (PSA) for Marketing Coordinator— Digital Media Services, Steve Shively,dba S3 Solutions STATEMENT OF ISSUE: On December 20, 2021 the Board of County Commissioners approved a lodging tax grant for the Touring Coordinating Council (TCC). The grant was for $295,000 which is a much larger amount than previous TCC lodging tax grants. TCC uses S3 Solutions to help market tourism related activities in Jefferson County. The county has a five- year(2020-2024) contract with S3 Solutions for these digital media services. The contract has budgeted amounts for each of the five years. This arrangement is awkward and can result in a mismatch between the TCC grant amount and the related S3 Solutions budget. The much larger than average TCC grant for 2022 requires an amendment to the S3 Solutions agreement to increase the amount that can be spent on digital media services. Staff will recommend that the county terminate its contract with S3 Solutions at the end of 2022 to preclude this from happening in the future. TCC will contract for these services with S3 Solutions directly henceforth. ANALYSIS: The amended table increases the 2022 S3 Solutions contract amount by$56,837. FISCAL IMPACT: This request has no fiscal impact. The increased contract amount is covered by the already budgeted TCC grant. RECOMMENDATION: That the Board of County Commissioners approve the attached Amendment No. 1. To the Professional Services Agreement with Steve Shively, dba S3 Solutions. REVI ED BY: c 5//j/Z., ark McCa le , County Administr r Date CONTRACT REVIEW FORM Clear Form (INSTRUCTIONS ARE ON THE NEXT PAGE) CONTRACT WITH: Steve Shively,dba S3 Solutions Contract No: S3 Amendment No. 1 ContractFor: Digital Media Services Term: Through 4 c g hrou 202 9 COUNTY DEPARTMENT: County Administrator Contact Person: Mark McCauley Contact Phone: 360-385-9130 Contact email: mmccauley@co.jefferson.wa.us AMOUNT: Additional$56,837 PROCESS: _ Exempt from Bid Process Revenue: N/A Cooperative Purchase Expenditure: $56,837 — Competitive Sealed Bid Matching Funds Required: N/A Small Works Roster Sources(s)of Matching Funds N/A Vendor List Bid Fund# 001-270 RFP or RFQ Munis Org/Obj 55730.411122 ✓ Other:Amendment APPROVAL STEPS: STEP 1:DEPARTMENT CERTIFIES CO PLIANCE WI .fC 3.55. 80 AND CHAPTER 42.23 RCW. CERTIFIED: ■❑ N/A:❑ • tedt__�''�� /G'�Z-z . ignature Da'Ee STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSE FOR CONTRACTING WITH THE COUNTY (CONTRACTOR) HAS NOT EEN DEBARRED BY ANY FEDERAL, STATE, OR LOCAL AGENCY. CERTIFIED: N/A: D _ . �. S /p Z nature �DBte STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche): Electronically approved by Risk Management on 5/10/2022. STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche): Electronically approved as to form by PAO on 5/11/2022. Contract amendment. Recommend adding original contract to the packet. 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 VI CC153 (5)\0014S 9-1(6-)3 fwA 9t) 10 PROFESSIONAL SERVICES AGREEMENT FOR MARKETING COORDINATOR-DIGITAL MEDIA MARKETING SERVICES STEVE SHIVELY,dba 53 SOLUTIONS&JEFFERSON COUNTY THIS AGREEMENT is entered into between the County of Jefferson, a municipal corporation, hereinafter referred to as "the County", including its Jefferson County Tourism Coordinating Council, hereinafter referred to as "TCC", and Steve Shively, dba S3 Solutions, hereinafter referred to as "the Consultant",together referred to as "the Parties", in consideration of the mutual benefits,terms, and conditions hereinafter specified. 1. Project Designation. The Consultant is retained by the County to perform Marketing Coordinator- Digital Media Marketing Services, as described herein. 2. Scope of Services. Consultant agrees to perform the services identified in Exhibit A:Scope of Work attached hereto and incorporated herein, including the provision of all labor.The County, including TCC, also agree to perform the County's responsibilities identified in Exhibit A. 3. Term. This Agreement shall become effective upon execution by the Parties. The term for this Agreement is January 1, 2020 through December 31, 2024, unless otherwise terminated as provided in Section 15. Termination, provided that the reporting obligations described in Exhibit A Section 3 shall survive its termination until required reports are provided for the February 28 deadline in the following year, and the indemnification provisions of Section 7 of this Agreement shall survive termination. Consultant shall perform all services required pursuant to this Agreement on the dates listed in Exhibit A. Work performed consistent with this Agreement January 1, 2020 or thereafter, but before the Agreement is fully executed, is hereby ratified. 4. Payment. The Consultant shall be paid by the County for completed work and for services rendered under this Agreement as follows: a. Payment for the work provided by Consultant shall be made as provided on Exhibit B: Budget, attached hereto and incorporated herein.The total amount of payment to Consultant in each year shall not exceed the amount shown for that year as shown below without express written modification of the Agreement signed by all parties: 2020: $ 89,700 2021: $ 92,391 2022: $ 95,163 2023: $ 98,018 2024: $100,958 b. Payment as provided in this section shall be full compensation for work performed, services rendered and for all materials, supplies, equipment and incidentals necessary to complete the work. Marketing Coordinator&Digital Media Marketing 1 of 14 c. The Consultant's records and accounts pertaining to this Agreement are to be kept available for inspection by representatives of the County and state for a period of six (6) years after final payments. Copies shall be made available upon request. 5. Ownership and Use of Documents. All documents, drawings, specifications and other materials produced by the Consultant in connection with the services rendered under this Agreement shall be the property of the County whether the project for which they are made is executed or not. The Consultant shall be permitted to retain copies, including reproducible copies, of drawings and specifications for information, reference and use in connection with Consultant's endeavors. 6. Compliance with laws. Consultant shall, in performing the services contemplated by this Agreement,faithfully observe and comply with all federal, state, and local laws, ordinances and regulations, applicable to the services to be rendered under this Agreement. 7. Public Records Act. 7.1. To the extent any record, including any electronic, audio, paper or other media, is required to be kept as a public record in accordance with the Washington Public Records Act, Chapter 42.56 RCW (as may be amended), the Consultant agrees to maintain all records constituting public records and to produce or assist the County in producing such records, within the time frames and parameters set forth in state law. 7.2. The Consultant also agrees that upon receipt of any written public record request,the Consultant shall,within two business days, notify the County by providing a copy of the request per the notice provisions of this Agreement. 8. Indemnification. Consultant shall indemnify, defend and hold harmless the County, its officers, agents and employees, from and against any and all claims, losses or liability, or any portion thereof, including attorney's fees and costs, arising from injury or death to persons, including injuries, sickness, disease or death to Consultant's own employees,or damage to property occasioned by a negligent act, omission or failure of the Consultant. 9. Insurance. The Consultant shall obtain and keep in force during the terms of the Agreement, policies of insurance as follows: If and only if the Consultant employs any person(s) in the status of employee or employees separate from or in addition to any equity owners, sole proprietor, partners, owners or shareholders of the Consultant, Worker's Compensation Insurance in an amount or amounts that are not less than the required statutory minimum(s) as established by the State of Washington or the state or province where the Consultant is located. Marketing Coordinator&Digital Media Marketing 2 of 14 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 $100,000 each occurrence and $300,000 aggregate,with the COUNTY named as an additional insured in connection with the CONSULTANT'S performance of the Agreement. General Commercial Liability Insurance in an amount not less than a single limit of one million dollars ($1,000,000) per occurrence and an aggregate limit of not less than two million dollars($2,000,000)for bodily injury, including death and property damage.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. The County shall be named as an additional insured party under this policy. Such insurance coverage shall be evidenced by one of the following methods: • Certificate of Insurance; • Self-insurance through an irrevocable Letter of Credit from a qualified financial institution. Certificates of coverage as required by this section shall be delivered to the County within fifteen (15) days of execution of this Agreement. Any deductibles or self-insured retention shall be declared to and approved by the County prior to the approval of the Agreement by the County. At the option of the County,the insurer shall reduce or eliminate deductibles or self-insured retention or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. The Consultant shall include all subcontractors as insured under its insurance policies or shall furnish separate certificates and endorsements for each subcontractor. All insurance provisions for subcontractors shall be subject to all of the requirements stated herein. Failure of the Consultant to take out and/or maintain any required insurance shall not relieve The Consultant from any liability under the Agreement, nor shall the insurance requirements be construed to conflict with or otherwise limit the obligations concerning indemnification. 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 Marketing Coordinator&Digital Media Marketing 3 of 14 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. It is further agreed by the parties that insurance companies issuing the policy or policies shall have no recourse against the County (including its employees and other agents and agencies)for payment of any premiums or for assessments under any form of policy. It is further agreed by the parties that any and all deductibles in the above described insurance policies shall be assumed by and be at the sole risk of the Consultant. It is agreed by the parties that judgments for which the County may be liable, in excess of insured amounts provided herein, or any portion thereof, may be withheld from payment due, or to become due,to the Consultant until such time as the Consultant shall furnish additional security covering such judgment as may be determined by the County. The County reserves the right to request additional insurance on an individual basis for extra hazardous contracts and specific service agreements. Any coverage for third party liability claims provided to the County by a "Risk Pool" created pursuant to Ch. 48.62 RCW shall be non-contributory with respect to any policy of insurance the Consultant must provide in order to comply with this Agreement. If the proof of insurance or certificate indicating the County is an "additional insured"to a policy obtained by the Consultant 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 Consultant to obtain the full text of that endorsement and forward that full text to the County. The County may, upon the Consultant's failure to comply with all provisions of this Agreement relating to insurance, withhold payment or compensation that would otherwise be due to the Consultant. 10. Independent Contractor. The Consultant and the County agree that the Consultant 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 Consultant nor any employee of Consultant 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 Consultant, or any employee of Consultant. 11. Covenant Against Contingent Fees. The Consultant warrants that he has not employed or retained any company or person, other than a bonafide employee working solely for the Consultant, to solicit or secure this Agreement, and that he has not paid or agreed to pay any company or person, other than a bonafide employee working solely for the Consultant, Marketing Coordinator&Digital Media Marketing 4 of 14 any fee, commission, percentage, brokerage fee,gifts,or any other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty,the County shall have the right to annul this Agreement without liability or, in its discretion to deduct from the Agreement price or consideration, or otherwise recover,the full amount of such fee, commission, percentage, brokerage fee,gift, or contingent fee. 12. Discrimination Prohibited. The Consultant,with regard to the work performed by it under this Agreement, will not discriminate on the grounds of race, color, national origin, religion, creed, age, sex or the presence of any physical or sensory handicap in the selection and retention of employees or procurement of materials or supplies. 13. Assignment. The Consultant shall not sublet or assign any of the services covered by this Agreement without the express written consent of the County. 14. Non-Waiver. Waiver by the County of any provision of this Agreement or any time limitation provided for in this Agreement shall not constitute a waiver of any other provision. 15. Termination. a. This Agreement shall terminate upon the conclusion of its term, unless the term is extended by written amendment of this Agreement executed by the Parties. b. The County reserves the right to terminate this Agreement at any time by giving thirty(30)days written notice to the Consultant. c. If the Consultant fails to perform any substantial obligation under this Agreement and the failure has not been cured within 10 business days following notice from the County,the County may, in its sole discretion and upon written notice to the Consultant, declare a default and immediately terminate this Agreement. d. In the event the County determines that Hotel/Motel revenues are insufficient to fully fund the contracts awarded pursuant to the recommendations of the Lodging Tax Advisory Committee,the County may propose to negotiate with the Consultant an amendment to the budget and scope of this Agreement, in lieu of termination. e. For years 2021-2024, if the Tourism Coordinating Council determines that funding in any year to pay for the tourism promotion activities of the TCC, such funding as recommended by the Lodging Tax Advisory Committee and/or approved by the Board of County Commissioners,warrants a reduction in the TCC funding in this Agreement,the County may propose to negotiate with Consultant an amendment to the budget and scope of this Agreement, in lieu of termination. f. The County shall not be liable for any services or expenditures after the date of termination. Marketing Coordinator&Digital Media Marketing 5 of 14 16. Notices. Notices to the County of Jefferson shall be sent to the following address: Jefferson County Administrator P.O. Box 1220 Port Townsend, WA 98368 Additional contact information: pmorley@co.jefferson.wa.us (360) 385-9100 Notices to Consultant shall be sent to the following address: Steve Shively, dba S3 Solutions 2023 E. Sims Way; #308 Port Townsend, WA 98368 Additional contact information: info(a,S3 solutions.biz (360) 440-7006 17. Integrated Agreement. This Agreement together with attachments or addenda, represents the entire and integrated agreement between the County and the Consultant and supersedes all prior negotiations, representations, or agreements written or oral. This Agreement may be amended only by written instrument signed by both County and Consultant. DATED this /c"? 11 day of "Gte[ , 20-20 Jefferson County Tourism Steve Shively, DBA 53 Solutions Coordinating Co ncil 3/Zo20 �l5(2ozc) YShively Bill Roney, Chair Date Steve Date J e unt Boa "f Commissioners: 2/'5 Z-C 2 G G rotherton, Chair Date Attest: / / Approved as to or : ,,,2„) P- es / Carolyn 41IawayI Date Hunsucker ate Y Philip Deputy Clerk of the Board Chief Civil Deputy Prosecuting Attorney Marketing Coordinator&Digital Media Marketing 6 of 14 r-- EXHIBIT A: SCOPE OF SERVICES 1. Marketing Coordinator Services covered by Agreement will be as follows: 1.1. To oversee and implement all Media Marketing programs, print, internet, or other media,that have been discussed and developed by the Jefferson County Tourism Coordinating Council; and to advise TCC members of best avenues for success in Jefferson Countymediapromotions aimed overnight at o ernight and extended stays in local lodging. 1.2. Coordinate between TCC, (Jefferson County Tourism Coordinating Council), OPVB, (Olympic Peninsula Visitor Bureau), and OPTC, (Olympic Peninsula Tourism Commission), on promotion campaigns (e.g. Spring and Fall Campaigns), web based promotions, ads, etc. These Campaigns are formulated in partnership,TCC, OPVB, OPTC and may be executed by OPVB as lead entity. As authorized by TCC,execute other promotions for tourism in Jefferson County. 1.3. Coordinate with Marketing and Ad Reps, and help facilitate Cooperative promotions and giveaways associated with these programs. 1.4. Marketing Coordinator Services include digital media marketing services,which include but are not limited to the following sites and digital media platforms,for the following objectives: r Platform j..Ulf.path Web Darn&.orp EnpyOlymptcPemnsuta HeartofheOlymproPeransula.Trave101ympscPeninsu•a Fac•booic Ottoatww .facebooh com`EniovOtvmo Peninsuii Tw r I Q�iftval . WEn rOtyrn s Antenna 4 rap thwtN.ofrFtetesl.CofiiEnoovOlvmosci Mews Constant Contact. MaitCtump or similar.platform oath B26 and 62C$st development._. With Objective of: • Strengthening TCC vision, mission and brand through regular curating and posting on all platforms; • Maintaining identified landing pages and web links. Providing performance update of some; • Blog Content & Maintenance (Blog posting editorial calendar synced with OPTC seasonal campaigns); • E-News Marketing Set-up delivery platform for B2B and B2C lists; • Social Networking across Facebook,Twitter, Pinterest platforms; • Monthly Analytics reporting on all digital platforms; Marketing Coordinator&Digital Media Marketing 7 of 14 • Monthly Social Media Promotions (e.g. Google AdWords, Facebook&Twitter Ads/Boosts, Campaigns). 1.5. TCC Meetings: Attend TCC, J.C. LTAC and OPTC meetings, and provide input related to Marketing venues provided by TCC to address Jefferson County Lodging promotional needs. Set meeting dates and venues for TCC with input from TCC, and advertise meeting in Jefferson County Leader. Send meeting notices to Board Members, and all interested parties. Meeting agendas should go out to the board no less than 4 days prior to meeting, (gives time to review and or add). Record meeting, download media and place on CD, and file. Ensure compliance with the Washington State Open Public Meetings Act, as it may apply to TCC meetings. Take minutes during meeting.After meeting,transcribe Minutes, distribute to TCC members. Meeting minutes and supporting documents should be distributed for comment/review within 7 days of the next scheduled meeting. Prepare meeting documents:Agenda, Minutes, Financial Report, and any additional information in support of needs at the moment. Report on current programs, Media Campaigns, and advise TCC members on ideas as to best achieve success in advertising. Disseminate all pertinent information via email, phone, or hard copy; much of this is pass-a-long from OPTC. 1.6. Represent TCC as assigned on regional and state marketing organizations, i.e. collaboration through OPTC. 1.7. LTAC,TCC Budget Proposal: Annually, organize TCC Meetings to plan an application for LTAC funding, and to design TCC's budget for the coming year. Consult with TCC Chair and TCC Co- Chair to design the LTAC funding proposal and TCC budget for coming year. Fill out application for LTAC funding, write use descriptions, present application to LTAC members, prepare and transmit required reports on TCC's activities to LTAC. 1.8. Invoices&Accounting: Receive invoices for reimbursement, process for approval by the TCC Chair, (e.g. room Marketing Coordinator&Digital Media Marketing 8 of 14 rental, Facebook ads, office supplies, etc), deliver original to County Administrator's Office for payment, file second original in TCC's file. Check with county to see if payment has been issued. Keep track of financial matters:totals of invoices, moneys due, etc. Produce up to date Budget Report for TCC meetings. 1.9. Printed Collateral: Coordinate with TCC Chair, Gateway Visitor Center and appropriate partners for re prints like our Activity Map. 1.10. Lodging Lists: Coordinate with TCC Chair and Gateway Visitor Center, who updates, and coordinates with receiving information, about these updates on Lodging Lists. Interact with Lodgings on any pertinent matters. 1.11. Social Media: Coordinate management of social media on behalf of the TCC. 1.12. Legislative Representation: Write letters, make phone calls, interact with Legislative Representatives, when needed. 2. Reports: By February 28th of each year provide the County with the following information for the previous year on a form provided by the County, similar to Exhibit C attached hereto and incorporated by reference: 2.1. Each festival,event,or tourism facility owned and/or operated by TCC, if any. 2.2. The amount of lodging tax revenue allocated for expenditure(whether actually expended or not)by the TCC on each festival,event or tourism facility, if any. 2.3. 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). 2.4. Estimated lodging stays. ("Lodging" refers to commercial lodging such as hotels, motels, resorts, bed and breakfasts,or commercial campgrounds). 2.5. Measurements that demonstrate the impact of increased tourism attributable to the event,festival or facility. 3. Supervision: The TCC will provide direction, oversight, and review for approval all funding for Consultant for each TCC Budget yearly cycle. Marketing Coordinator&Digital Media Marketing 9 of 14 EXHIBIT B: BUDGET 1. Yearly funding for this Agreement is a portion of the Tourism Coordinating Council's total tourism promotion budget. This Agreement pays for the consultant services of Consultant,the tourism promotion creative services and expenses of the Consultant, as well as pass through promotion costs of third parties initially paid by Consultant as authorized by the TCC for reimbursement through this Agreement. The parties recognize that another portion of the TCC's tourism promotion budget is outside this Agreement, and is paid directly by Jefferson County to other vendors as authorized by the TCC. 2. The Budget for this Agreement shall be consistent with the Totals and subtotals displayed in Table 1 of Exhibit B. However, pursuant to subsection 15.e. of this Agreement,for years 2021-2024, if the Tourism Coordinating Council determines that funding in any year to pay for the TCC's tourism promotion activities,such funding as recommended by the Lodging Tax Advisory Committee and/or approved by the Board of County Commissioners, warrants a reduction in this Agreement,the County may propose to negotiate with Consultant an amendment to the budget and scope of this Agreement. 3. Consultant's Monthly Flat Fee Retainer. The monthly compensation for performing the Marketing Coordinator Services shall be as shown on Table 1 of Exhibit B, and includes within it a sub-amount for digital media marketing portion of Consultant's services. The monthly flat fee retainer shall be payable upon receipt of monthly invoice, which may be submitted in the prior month or thereafter. 4. Other Consultant Costs. In addition to the Consultant's Monthly Flat Fee Retainer, as may be authorized by the TCC, Consultant shall be paid an hourly rate for Creative/Intellectual services (such as preparing advertising copy,graphics, etc.) and a different hourly rate for Administrative services (such as ad design or photography). Consultant's costs for convening TCC meetings (such as room rentals, printing costs for handouts for TCC, equipment for video/teleconferencing costs, and the like), as well as Consultant's travel, mileage, meals, lodging and other costs for Marketing Coordinator Services, and administrative expenses unique to performing this Agreement (such as necessary software, hardware, subscriptions, supplies, etc. uniquely required to perform the tourism promotion activities for the TCC), as opposed to routine business expenses such as office,telephone, etc., may be authorized for payment by the TCC, up to the Subtotal for Hourly&Administrative Expenses, shown on Table 1 of Exhibit B. Authorized mileage, meals, and lodging shall be paid consistent with adopted County and State per diem rates, and IRS mileage rates. Copy costs shall be reimbursed at $0.10 per page for black and white copies, and $0.50 per page for color. 5. Pass Through Tourism Expenditures. As authorized by the TCC Chair up to the amount for each year shown for Tourism Expenses (Pass Through) on Table 1 of Exhibit B, in placing advertisements, digital media buys, and arranging associated third party Marketing Coordinator&Digital Media Marketing 10 of 14 production costs,the Consultant may place orders and pay for these himself,for reimbursement under this Agreement after submitting documentation and an invoice for review and approval. 6. Authorizations by TCC. The TCC will provide direction, oversight to the Consultant for tourism promotion activities, and will provide prior authorization for allowed expenditures by the Consultant for compensation under this Agreement, not to exceed the Total and subtotals for each year shown on Table 1 of Exhibit B. 7. Invoice Review&Approval. The TCC and County will review all invoices for approval for payment. Marketing Coordinator&Digital Media Marketing 11 of 14 i TABLE 1—BUDGET 2020-2024 Category 2020 2021 2022 2023 2024 Notes monthly orl annual monthly orl annual monthly or annual monthly or annual monthly or annual hourly rate hourly rate hourly rate hourly rate hourly rate Flat Fee Marketing Coordinator Services $ 3,375 $ 40,500 r$ 3,476 $ 41,715 r$ 3,581 $ 42,966 r$ 3,688 $ 44,255 e$ 3,799 $ 45,583 Portion of above for Digital Media Ma,ket.ng $ San $ 6,000 r$ 515 $ 6,180 r$ 530 $ 6,365 r5 546 $ 6,556'$ 563 $ 6,153 Consultant Creative/Intellectual Services 5 65.00 see subttl 5 67.00 see subttl $ 69.00 see subttl 5 71,00 see subttl $ 73.00 see subttl Consultant Administrative Services $ 40.00 see subttl $ 41.25 see subttl $ 42.50 see subttl $ 43.75 see subttl $ 45.00 see subttl TCC meeting expenses see subttl see subttl see subttl see subttl see subttl Consultant Travel,mileage,meals,lodging see subttl see subttl see subttl see subttl see subttl Consultant admin expenses see subttl see subttl see subttl see subttl see subttl subttl hourly&admin expenses-Up to: $ 4,000 $ 4,120 $ 4,244 $ 4,371 $ 4,502 Tourism expenses(pass through)-Up to: $ 45,200 $ 46,556 $ 47,953 $ 49,391 $ 50,873Includes ads,digital promotio ns,production costs,etc. TT1Contract Cost-Maximum not-to-exceed $ 89,700 $ 92,391 $ 95,163 $ 98,018 $100,958 Marketing Coordinator&Digital Media Marketing 12 of 14 EXHIBIT C Jurisdiction Lodging Tax Reporting Form To Be Submitted to Jefferson County Administrator's Office No Later than February 28th of each Year Lodging Tax Reporting Form Organizations receiving funding to promote f rvaL-. events and -related activities through to nrim related facilities owned or sponsored by non-profit or€anuanons or the local jvrnsdiction are required to complete tins form for EACH actrvrty. 1 Otpeizinm Name: Reptant g Year '-Sponsor Type pack One): 0 501(cx3) 0 501(cX6) 0 Local hunsthmi n °Other(Exptan): 3 A&ti.,tyNaer 4 AceauyType(Check One): 0 EvetrFenind• Q Facility' Q Marketing' 5 As tic>ity Star Darr: 6 Amity End Date*: Taal Cost afAunt, S 8 Amount Requested: S 9 Amount Anarded S 10 Overall Atemdroce' 13 Number of Atamdees Who Stayed Oversight in Unpaid Accommodations* a) Projected• a) Projected* b) Actual' b) Arum• c) Memodoio y(Check One) ( ms'Direct Ca c) bfethodoloejr(Check One): ( Direct Came' °Indirect - Olteneremative Survey' Qrndirec,Com' ORepeesoutmve Survey' ( lnihanal Serer 0 structured Emmen* Q�sernal Snevey ()Structured Estimate*Qoths( ): (�,a( 11 Number of Antes Who Traveled 50 Miles ne Mon* 14 Number of Attendees Who Stayed Overnight n Paid Accommedanocis a) Projected' a) Projected* b) Aceial' b) Actual' c) Memodoimr}r(Check One). V Direct Count* c) Mahodolop(Check Oozy Q Direct Cant' Indirect Cram' Q Rgaest 2 Survey' 8 token Came' Repose re Surrey' irdo®al Surrey' C)Sau Bred Estimate' lafirnal Survey gSmxt red Estimate' Q Other(em): Q Other(ems: 12 Number of Attendees Who Traveled from Another State or Camay' 15 Number of Paid Lodging Nights* a) Projected' a) Projected* b) Actual" b) Actual* c) Methodology(Check One). 0 Direct Came c) Memodoio6}(Check One): 0 Direct Cow* 0Indirect Crum' QRepte ereatiece Surrey' ©Indirect Count' QReprr,etranve Sunny 8Infarmal Stuvec' Q Stnrctsreci Estimate' ©informal Survey' Q Structured Estimate* Otte laps): 0 Other(explain): 'See Lodging Tax Yearly Reporting Defnitioas`nstructions Name of Indrvic al Who Prepared Report: Phone*: E-Mai/A3hmc RETURN THIS FORM TO: Jefer-on County Admrnrstrator:Office 1820 Jefferson Street P.O.Box 1220 Port Touvsend.WA 98368 jeffbocoiico jefferson.na.tz DEADLL2vE:February :8t11 of Each Reporting Year Marketing Coordinator&Digital Media Marketing 13 of 14 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. Marketing Coordinator&Digital Media Marketing 14 of 14 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 18,2020 SUBJECT: AGREEMENT re: 2020-2024 Marketing Coordinator and Digital Media Marketing Services; In the Amount of$89,700 Increasing 3%per Year; Jefferson County Tourism Coordinating Council(TCC); Steve Shively(dba S3 Solutions) STATEMENT OF ISSUE: 2020-2024 Marketing Coordinator and Digital Media Marketing Services; In the Amount of$89,700 Increasing 3%per Year; Jefferson County Tourism Coordinating Council(TCC); Steve Shively dba S3 Solutions FISCAL IMPACT: Contractor will receive $89,700 in 2020 and increase 3%per year unless amended. RECOMMENDATION: Approve and sign the agreement. REVIEWED BY: / % %( / c2(//3/7o a ePhilip Mort County Administr: �r Da : CONTRACT REVIEW FORM CONTRACT WITH: Steve Shively dba S3 Solutions CONTRACT FOR: Marketing Coordinator-Digital Media Marketing Services TERM: 1/1/2020-12/31/2024 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: '20:$89,700; '21:$92,391;'22:$95,163; PROCESS: '23:98,018; '24:$100,958 xempt from Bid Process onsultant Selection Process Revenue: Hotel/Motel Fund 125 ooperative Purchase Expenditure: Competitive Sealed Bid Matching Funds Required: mall Works Roster Sources(s) of Matching Funds endor List Bid P or RFQ ther—Boas. Scx-o.'�4P-_ Step 1: REVIEW BY ; : :R: EN Review by: � � l�lu2� Date Reviewed: APPROVED FORM dip ti 0 Returned for revision(See Comments) Comments Step 2: REVIEW BY PR CUTI TTORNEY Review by: - C. Date Reviewed: Z /7 .Z� APPROVED AS TO FORM turned for revision(See Comments) Comments Step 3: (If required) DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND PROSECUTING ATTORNEY 1 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.) A� CERTIFICATE OF LIABILITY INSURANCE DATE TE(MWo o I 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 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(les)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 NAME: Hiscox Inc. (acNo.EsU: (888)202-3007 Nu 520 Madison Avenue E-MAIL contact hiscox.com 32nd Floor ADDRESS; ___ I New York,NY 10022 INSURER(S)AFFORDING COVERAGE 1 NAIC II INSURER A: Hiscox Insurance Company Inc 10200 INSURED INSURER B: S3 Solutions 1 2023 E.Sims Way INSURER C #308 INSURER D: PORT TOWNSEND,WA 98368 INSURER E: INSURER F: I COVERAGES CERTIFICATE NUMBER: 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. INSRI AcousuaRI POUCYEFF POLICVEXP LTR j TYPE OF INSURANCE INSD!WVD: POLICY NUMBER (MMIDO/YYYY)lMMI( DD/YYYY) LIMITS 1 X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 J CLAIMS-MADE [X J OCCUR I DAMAGE TO RENTED PREMISES(Ea ocaarence) $ 100,000 _�.._u MED EXP(Any one person) $ 5,000 A _-- Y 1 UDC-4037087-CGL-20 01/10/2020 j 01/10/2021 PERSONAL&ADVINJURY $ 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: I GENERAL AGGREGATE $2,000,000 I X POLICY PRO- JECT LOG PRODUCTS-COMP/OP AGG § SIT Gen.Agg OTHER: ! $ AUTOMOBILE LIABIUTY COMBINED SINGLE LIMIT $ -- La accident), AUTO BODILY INJURY(Per__ person) S OWNED _-- SCHEDULED BODILY INJURY(Per accident) S AUTOS ONLY ___.I AUTOS ______ HIRED !NON-OWNED --PROPERTY DAMAGE § AUTOS ONLY I AUTOS ONLY (Per accident) S UMBRELLA LIAB I —�OCCUR . EACH OCCURRENCE , S EXCESS LIAB ! 1 CLAIMS-MADE ', AGGREGATE $ DED II', ,RETENTIONS -----_-- S WORKERS COMPENSATION Y 1 !PER OTH- ANYRPRETOOFFICER/MEMBER AD EMPLOYERS'RTN RIE NIA _ 1 STATUTEHC ER--_ YIN ANYPROPRIETOR/PARTNER/EXECUTIVE i '�. E L EACH ACCIDENT S (MandatoryIn NH) S I E L DISEASE-EA EMPLOYEE § If yea,describe under DESCRIPTION OF OPERATIONS below il E.L.DISEASE-POLICY LIMIT S DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached If more space Is required) Contractor CERTIFICATE HOLDER CANCELLATION Jefferson County,Washington P.O.Box 1220 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE PORT TOWNSEND WA 98368 THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD Amendment No. 1 -Professional Services Agreement(PSA) for Marketing Coordinator-Digital Media Services, Steve Shively,dba S3 Solutions This Amendment No. 1 is to modify the 2022 budget for Marketing Coordinator- Digital Media Services for 2022 to bring it in line with the 2022 Hotel/Motel grant for the Tourism Coordinating Council (TCC). WHEREAS, on December 20,2021,the Jefferson County Board of Commissioners approved a grant agreement with TCC for$295,000; and WHEREAS,the PSA with S3 Solutions was entered into in 2020 when the 2022 TCC grant amount was not yet known; and WHEREAS, the 2022 TCC grant was much larger than usual; and WHEREAS,the 2022 S3 Solutions budget must be increased to reflect this much larger TCC grant: NOW,THEREFORE,the Parties agree to amend the agreement, as follows: Table 1, which now reads: Category 2020 2021 2022 2023 2024 Notes monthly or annual monthly or annual monthly or annual monthly or annual monthly or annual hourly rate hourly rate hourly rate hourly rate hourly rate Marketing Coordinator Services $ 2,875 $ 34,500'5 2.961 $ 35,535 e5 3,050 $ 36,601 r5 3,142 5 37,699,5 3,236 $ 38,830 Digital Media Marketing Services S 500 $ 6,000 r5 515 $ 6,180 r5 530 $ 6.365 r5 546 $ 6,556 r5 563 $ 6,753 subttl fixed services 5 40,500 $ 41,715 5 42,966 $ 44,255 $ 45,583 Consultant Creative/Intellectual Services $ 65.00 see subttl $ 67.00 see subttl 5 69.00 see subtti $ 71.00 see subttl $ 73.00 see subtti Consultant Administrative Services $ 40.00 see subttl S 41.25 see subttl $ 42.50 see subttl 5 43.75 see subttl 5 45.00 see subttl TCC meeting expenses see subttl see subttl see subttl see subttl see subttl Consultant Travel,mileage,meals.lodging see subttl see subttl see subttl see subttl see subttl Consultant admin expenses see subttl see subttl see subttl see subttl see subttl subttl hourly&admin expenses-Up to: $ 4,000 $ 4,120 5 4,244 $ 4,371 $ 4502 Tourism expenses(pass through)-Up to: $ 45,200 $ 46,556 $ 47,953 $ 49,391 $ 50,673 Includes ads,digital promotions,production costs,etc. m Contract Cost-Maximum not-to-exceed $ $9,700 $ 92,391 $ 95,163 $ 98,31E $100.95E is amended to read: Category 2020 2021 2022 2023 2024 Notes monthlyor annual monthly of a nnuai monthly atannual monthly or annual monthly or annual hourly rate a hourly rate hourly rate hourly rate hourly rate Marketing Coordinator Services $ 3,375 $ 40,500 r$ 3,476 $ 41,715 $ 3,709 $ 44,500 $ 3.688 $ 44,256 r$ 3,799 $ 45,544 Digital Media Marketing Senoces 5 500 S 6,000 r$ 51S $ 6,180 $ 752 5 9,025 $ 546 5 6,552 rS 562 $ 6,749 subttl fixed services Consultant Creative/Intellectual Services S 65.00 see subttl $ 67.00 see subttl 85.00 see subttl $ 7100 see subttl $ 73.00 see subttl Consultant Administrative Services 5 40.00 see subttl $ 41.25 see subttl 50.00 see subttl $ 43.75 see subttl $ 45.00 see subttl TCC meeting expenses see subttl see subtti subttl see subttl see subttl Consultant Travel,mileage,meals,lodging see subttl see subttl see subttl see subttl see subttl Consultant admit expenses subttl subttl seesubttlsubtti subttl subttl hourly&admin expenses Up to: see 4000 See 4,120 7,500 see 4,371 $ee 4,502 Tourism expenses(pass through)-Up to: $ 45,200 $ 46,556 100,000 $ 49,391 $ 50,373 Includes ads,digital promotions,production costs,etc. Tel Contract Cost-Maximum not-to-euceed $ 89,700 $ 92,391 15 152,000 15 98,01N '$100,954 1 DATED this day of , 20 Jefferson County Tourism Steve Shively, DBA S3 Solutions Coordinating Council Bill Roney, Chair Date Steve Shively Date Jefferson County Board of Commissioners: Heidi Eisenhour,Chair Date Attest: Approved as to Form: May 11, 2022 Carolyn Gallaway Date Philip C. Hunsucker Date Clerk of the Board Chief Civil Deputy Prosecuting Attorney 2