HomeMy WebLinkAboutS3 Solutions, dba Steve Shively, Amendment No. 1 - 051622 (. ( V 5 16
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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 <A,"..1
amount was not yet known; and
WHEREAS, the 2022 TCC grant was much larger than usual; and -E=s
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
monthlyae annual monthly art annual monthlyor monthly art annual monthly or annual
hourly Ms hourly lute hourly rate) annual hourly tote hourly rate)
Marketing Coordinator Services 5 2,875 $ 34,500 r$ 2,961 $ 35,535 r5 3,050 $ 36,601 r$ 3,142 $ 37,699 r$ 3,236 $ 38,930
Digital Media Marketing Services $ 500 8 6,000 r5 515 $ 6,160 r$ 530 $ 6365-'S 546 $ 6,556 r$ 563 $ 4753
subttl fixed services $ 40,900 $ 41,715 $ 42,966 $ 44,255 $ 4593
Consultant Creative/Intellectual Services $ 65.00 see subttl $ 67.00 see subttl 5 69.00 see subttl 5 71.00 see subttl 5 73.00 see subttl
Consultant Administrative Services $ 4000 see subttl $ 41,25 see subttl $ 42.50 see subttl S 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&admix expenses-Up to: $ 4,000 $ 4,120 5 4,244 $ 4,371 $ 4,502
Tourism expenses(pass through).Up to: S a5,2m $ 46,556 $ 47,953 $ 49,391 $ 50,873 Includes ads,digital promotions,production costs,etc.
TR Contract Cost-Maxlmemnotto-exceed $ 99,700 5 92,391 $ 95,163 $ 99,318 $300939
is amended to read:
Category 2020 2021 7022 2023 2024 Notes
monthlyor annual monthly or annual monthlyee annual monthlyor annual monthlyor annual
hourly rate hourly rate hourly rate) hourly rate) hourly rate
Marketing Coordinator Services 5 3,375 $ 40,300 r$ 3,476 $ 41,715 $ 3,709 $ 44,500 $ 3,609 $ 41,256 r$ 3799 $ 45,564
Digital Media Marketing Services 5 500 S 6,000..$ 515 $ 6,180 $ 752 5 9,025 $ 546 $ 6,552 r5 562 $ 6,749
subttl fixed services
Consultant Creative/Intellectual Services 5 65.00 see subttl $ 57.00 see subttl 85.00 see subttl 5 71.(0 see subttl 5 73.00 see subttl
Consultant Administrative Services $ 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 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
see
subttl see subttl see subttl see subttlsubttl
subttl hourly&admin expenses-Up to: $ 4,Ooo 5 4,120 7,500 5 4,371 $ 4,502
Tourism expenses(pass through)-Up to: $ 45,200 $ 46,556 100,000 $ 49,391 $ 50,873 Includes ads,digital promotions,production costs,etc.
TR Contract Cost-Maximum rmt-to-exceed $ 99,700 $ 92,391 I$152,000 I$ 96019 I S 100,959
1
DATED this I IC day of R3
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Jefferson County Tourism Siteve Shively, DBA S3 Solutions
Coordinating Council
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5/20/2022 4.,..�1" a✓�
Bill fthair Date Steve Shively Da e
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Jeffe Cou Board of Commissioners:
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CA t ' 5Aelz e
Heidi Eisenhour,Chair Date
Attest: Approved as to Form:
�Ct6�-it�1. .5 /C�✓t �C ll �/�v/ZL „s �`
��( d� May 11,2022
Carolyniallaway ,J Date Philip C. Hunsucker Date
Clerk of the Board Chief Civil Deputy Prosecuting Attorney
2
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.
REV ED BY �/, 9�
2�L �' !�- Z-t'—
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
Contract For: Digital Media Services Term: Through 2024
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 j Other:Amendment
APPROVAL STEPS:
STEP 1:DEPARTMENT CERTIFIES CO VIPLIANCE WI ' C 3. AND CHAPTER,42�23 RCW.
CERTIFIED: N/A:0 5//r'/` Z,
ignature Date
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: El N/A: ❑ 5 /07L
store D to
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
9-0111` CC15 icy\ fi 9. 1%•
.X N,?
PROFESSIONAL SERVICES AGREEMENT FOR
MARKETING COORDINATOR-DIGITAL MEDIA MARKETING SERVICES
STEVE SHIVELY,dba S3 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 53 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
it
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:
pmorlev@co.iefferson.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@S3solutions.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 i r, day of f b j Ltet , 20-2-0 .
Jefferson County Tourism Steve Shively,DBA S3 Solutions
Coordinating Co ncil
zl i�zv zn ---57:fC 14— /'v(2o2Z
v I Bill Roney,Chair Date Ste a Shive y Da te J=,re � un Boa = f Commissioners:
10' 4OW
G rotherton,Chair Date
Attest: Approved as to o •
egit, k
`2//er 2,02-0
/114/2,to
Carolyn Ilaway I Dat Philip Hunsucker ate
Deputy Clerk of the Board Chief Civil Deputy Prosecuting Attorney
Marketing Coordinator&Digital Media Marketing 6 of 14
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 County media promotions aimed at overnight 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`"__ FURL path
Web .tom&.ore.EnioyOtyrt+pooPeninsuta.HearlotlhsOlyer�p+c Peninsula,TravetOlympicPemnsuta
Facebook httairwawfacebook.corniEntovOlvmotcPerunsal4
Twitter irtmtier.cyr>YEmctvQly s
eNews Constant Cartaa,MaitChttnp or sinter.ptattorm loath 828 an0 82C list devahoprtksnt
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 Ad Words, 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 reprints
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
TABLE 1-BUDGET 2020-2024
Notes
hourly mothly.. annual hourlymonthly orl annual monthly hourly rate' annual hourlynthly*l annual
ual month rate
annual _
r
hourly
Flat Fee Marketing Coordinator Services $ 3,375 $ 40,500 r$ 3,476 $ 41,715 r$ 3,581 $ 42,966'5 3,689 $ 44,255 r5 3,799 $ 45,5q .
Portion of above for Digits'Me4ts Ma rketing 5 500 $ 6.000'.5 515 $ 6460,5 530 $ 6,365 r5 546 $ 6,556 r5 563 5 6,753
Consultant Creative/Intellectual Services $ 65.00 see subttl $ 67.00 see subttl $ 69.00 see subttl S 71.00 see subttl $ 73.00 see subttl
Consultant Administrative Services $ 40.00 see subttl S 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 adman 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 $ 4,5M
Tourism expenses loess through)-Up to: $ 45.200 $ 46,556 $ 47,953 $ 49,391 $ SO,173 includes oils,digital promotions,production costs,MC.
Th.Contraet Cost•Masdfnum not•to•exceed $ 59,700 $ 92,391 $ 95,1ga $ 99,019 $100,9511
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
Ord rig finding to promote festivals,special events and tourism-related activities through tausee-related fades
owned or sponsored by non-profit arpmizatious or the local jurisdiction are required to complete this form for EACH activity.
1 arpniataaNeme RapattingYer:
2 Spews Type puck One): Q501(cX3) 0501(c)(0) Q Local idesdiction 0 Ohs(E*ait):
3 ActiettyNaar
4 Actatty Type(Check Ooe): Qlrmrdfeselwl• Q Facility Qom•
5 Acridity Sun Dad*:
6 AteatyEad Dates:
7 Tool Cos fAtttrey s
3 Amino Ramie& s
9 Ammo Atherdtd ;
10 Oman Aneodsce' 13 Number ofAtraodaes Who Surd Overnight m Unpaid Atc.mmedariees•
a) Ptejeaed• a) Projected*
b) Antal• b) Actual•
t) Mettedoker(Check Ow): QDn c?Came c) Methodology(Check Oae):Q
Olodinet • Q Some °Wii Came
I8:
S QStreamedEstimate• 8i aisan - 0saraa dBenne•
(• } (.Manor:
11 Nmuherof Mocks Who?added 50 Muss aMEd* 14NtmberdAtundseswho Stayed Oa he a PaidAccemmedeoea•
a) Pmjectd• a) Projected*
b) Amur b) Actual*
c) Methodology(Check One} ��*,D toct Cams•
V c) Methodology(Check OW): 0 Direct Cant•
Redirect Geer• 0 Reptesethadve Sewey 8lodsect Caen• 8Repthiestathe SacM
Wand Saevee Q Saacreed Estimate lofemal Stever Stnsaam 1 Estimate•
Q t>,her( z Q Other(ems:
12 Member of Attendees Who Traveled toot Amber Use a Cowry 15 Thurber of Paid Lodging Nights*
a) a) Projected'
b) Amer b) Actual'
a) Methodology(Check Ooe). 4 Direct Carus c) Methodolog(Check One): 0 Dist Carat•
CQ 0 Zodiac Coos*k+direct Gaa1• Olareosereathe er
htfama=Surrey* Q Smeco ot°Estmau• ktomat Sera'
Q � Q saucaeea Errimaae•
(• 4 0 Oder(erp>iia):
*see Lodging Tax Yearly Repotting Defidtioasii(aastrucaons
Name oflutstdad Who Pttpaed Report
alone*: E-MailAddress:
RETURN THIS FORM TO:
Jefferson County Admire aerator's Office
1820 Jemon Street
P.O.Box 1220
Port Townsend.WA 98363
jeftboccii.icojeffersomma.in
DEADLINE:February-;Stk 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:
Philip Mo ,County Administr r Date:
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) O
AMOUNT: '20:$89,700;'21:$92,391;'22:$95,163; PROCESS:
'23:98,018;'24:$100,958 xempt from Bid Process 1
onsultant Selection Process
Revenue: Hotel/Motel Fund 125 ooperative Purchase
Expenditure: ompetitive Sealed Bid
Matching Funds Required: mall Works Roster
Sources(s)of Matching Funds endor List Bid
P or RFQ
ther—Salo_ Scx..-t,a
Step 1: REVIEW BY ; c ,. , E oWse-
Review by: � � (""E/
l�zp�
Date Reviewed: AP
,,tfAPPROVED FORM
El Returned for revision(See Comments)
Comments
Step 2: REVIEW BY PR C TTORNEY
Review by: - ��
1:13P Date Reviewed: 2- /7 ,Z..
APROVED AS TO FORM El turned for revision(See Comments)
Comments
Step 3: (If required) DEPARTMENT MAKES REVISIONS & RESUBMITS TO
RISK MANAGEMENT AND PROSECUTING ATTORNEY
Step 4: CONTRACTOR/CONSULTANT SIGNS APPROPRIATE NUMBER OF
ORIGINALS
Step 5: SUBMIT TO BOCC FOR APPROVAL
Submit originals and 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.)
/
'`� !fi� CERTIFICATE OF LIABILITY INSURANCE °A'E''"N°°"Y""
02/05/2020
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 pollcy(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
NAME:
Hiscox Inc. PHONE FAX
520 Madison Avenue Ed): (888)202-3007 Svc,ti�_
32nd Floor rgaa• contadahiscox.COm
New York,NY 10022 INSURERS)AFFORDING COVERAGE NAICN
INSURER A: Hiscox Insurance Company Inc 10200
INSURED
S3 Solutions INSURER e
2023 E.Sims Way INSURER C:
#308 INSURER D:
PORT TOWNSEND,WA 98368 INSURER E:
INSURER F:
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.
INS R TYPE OF INSURANCE ADDL W/BR1 VOLICY EFF POUCY EXP .—
INSD MD l POLICY NUMBER IMIAMOIYYYYt DAM/DOIY M LIMITS
X COMMERCIAL GENERAL LIABILITY i
EACH OCCURRENCE $ 1,000,000
CLAIMS-MADE X OCCUR I
REMISES EOLoccurrence) $ 100,000
_MEDEXPIAnYroloem)____S 5,000__
~
A ---- Y UDC-4037087-CGL-20 01/10/2020 01/10/2021 PERSONAL&ADV INJURY $ 1,000,000
GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $2,000,000
X POLICY I I 128i LOC PRODUCTS-COMP/OP AGG $S/T Gen.Agg
OTHER: . $
AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT
ANY AUTO (Ea accident)______� $
BODILY INJURY(Per person) S
-
_OWNED SCHEDULED
_.:AUTOS ONLY AUTOS BODILY INJURY(Per accident) $
HIRED NON-OWNED l PR PERTV DAMA�
.AUTOS ONLY AUTOS ONLY (Per accident)
1 E
UMBRELLA LIAR ' $
_ OCCUR EACH OCCURRENCE $
EXCESS LIAR CLAIMS-MADE j AGGREGATE $
DED I i RETENTIONS $
WORKERS COMPENSATION j
AND EMPLOYERS'LJABILITY PER I O
ANYPROPRIETOR/PARTNER/EXECUTIVE Y/N ______STATUTE ATUTE IDS 1 ERH_�
OFFIC ry�n NH) LUDED9 N t A(Manda ' E.L EACH ACCIDENT S
If yes,deeolbe under E.L.DISEASE-EA EMPLOYEE $
DESCRIPTION OF OPERATIONS below I i { E.L.DISEASE-POLICY LIMIT S
I
DESCRIPTION OF OPERATIONS/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 TOWNSENDWA98368 THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS.
AUTHORIZED REPRESENTATIVE
01988-2015 ACORD CORPORATION. All rights reserved.
ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD