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HomeMy WebLinkAbout2023 Forks Chamber of Commerce RFP RECEIVED OCT 11 2022 JEFFERSON COUNTY COMMISSIONERS 2023 Proposal Checklist for Tourism Promotion Activities Organization Name Forks Chamber of Commerce Event Name, if different Proposed Contract Amount: $60,390.00 Proposals must completely address the questions, and all requested supplemental information must be provided. Incomplete or late proposals will not be considered by the Jefferson County LTAC. To be eligible for consideration, your application must be signed, dated, and include the following items In the listed order. Check each/ item submitted: Signed and Dated Proposal Summary Sheet I✓ Section 1 - Itemized list of proposed services and estimated costs. Section 2- Proposal Questions. " Section 3- Proposed 2023 promotion, facility, event or activity budget. Section 3—2022 budget and year-to-date income and expense statement(s). Section 3- List of names and addresses of the organization's current Board of Directors. Name and contact information for event chairperson, if applicable. Section 3 -Optional work samples such as season brochures, promotional materials, reviews, news/magazine articles,etc. (maximum of 5 separate pieces) To be considered, a fully completed and signed on final application with supporting documents must be received and date stamped at the Jefferson County Administrator's Office, 1820 Jefferson Street, P.O. Box 1220, Port Townsend, WA 98368 by October 15, 2022. Courthouse is closed Saturday Documents submitted to the County are public records, potentially eligible for release. Q W Z U 2023 Proposal Checklist for Tourism Promotion Activities Proposal Deadline: October 15, 2022 at 4.30 pm (received, not postmarked) Courthouse is closed Saturday Address To: Jefferson County Lodging Tax Advisory Committee Mailing Address: P.O. Box 1220, Port Townsend WA 98368 Delivery Address; Jefferson County, County Administrator's Office, 1820 Jefferson Street, Port Townsend,WA 98368 Email Address: afmckqiahtgilcc*fferson.wa.us Please type(10 point or larger)or legibly print In ink.To be considered: all questions must be answered;all requested documents provided;this form must be signed and dated. Organization Name Forks Chamber of Commerce Organization Address PO Box 1249,Forks,WA 98331 Contact Name Lissy Andros,executive director Contact Address PO Box 1249, Forks,WA 98331 Day Phone 380_374-2531 Evening or Cell Phone 903-360-4449 E-Mail Address director©forkswa.com Facility/Event(if applicable) Total Lodging Tax Request: $: 60,390,00 Estimated 2023 org. operating budget(Incl. Lodging Tax funds) $: 361,383.00 If asking for funds for a specific Dollar Amount event, list other cash funding sources and dollar amounts budgeted for this project. Note: This section is only due for , , $ specific event and festival funding requests. " $ Total Protect Revenue Budget Did your organization receive Lodging Tax Funds from the County in 2022?V yes no understand that if my organization's proposal for tourism promotion activities is approved by the County that my organization will enter into a contract with the County to provide the contracted services up to the maximum contract amount I understand that the proposal herein is a public record potentially eligible for public release. Sign Name: - Date: 10-5-2022 Print Name and Title: Lissy Andros,executive director 1. Itemized List of Proposed Tourism Promotion Services Organization (or Event) Name: ForksCtan*"Conerce In the following space or on a separate sheet of paper, please specify each proposed tourism promotion, facility, event or activity, including quantities and costs (see examples at bottom of page). Please see attached Examples of how to list your proposed tourism promotion services or event(please be as specific AM POSSIBLE about the services,quantities,the tourism market,distribution method,and cost): 10,000 promotional rack cards for t-5 corridor from Portland to Bellingham,April-June 2018....,..,....$1,835 The rack cards wig promote an eventAateVrestaurant promotional package, Design and printing $1250 Distribution by XYZ Company $ 500 5 hours of staff time at$17,00 per hour to write copy,edit and proof the cards,.....$ 85 1/3 page black and white event promotional advertisement h XYZ Magazine,July 2018 edition........$1,500 XYZ Magazine has 250,000 subscribers in western and northwest states.This 1/3-page ad will be part of a fug-page advertisement being coordinated by the VCB.XYZ Magazine will match the value of the advertisement with a feature article on Jefferson County and the event in the same edition, 1. Itemized List of Proposed Tourism Promotion Activities 2023 FUNDS REQUESTED by Forks Chamber of Commerce Staffing — Kalaloch Visitor Center May 11 —Sept. 30, 2023 $22380.00 • We anticipate that Kalaloch Ranger Station will be staffed 5 days/week beginning 5/11/2023, and then 7 days/week from 06/15/2023 to 9/30/2023. • Full-time, 5 days/week staffing (historically Birdie James) from 5/11/2023 to 9/30/2023; 824 hours. • 2 days/week staffing coverage for Birdie's off/lieu days (when Kalaloch Ranger Station is open 7 days/week per above); 240 hours. Staffing— Forks Visitor Information Center $27010.00 1716 hours/average of 33 hours weekly at$15.74 Tourism Marketing $9000.00 Washington State Visitor Guide, Co-op Marketing w/OPTC, other, to include social media, print ads, television, bus ads, other Mailing of Rain Forest Country Adventure Map $2000.00 To individuals in visitor packets, and to AAA/VIC around WA and surrounding states Total .............................................. . ........................... .. $60390.00 2. Proposal Questions 1 e_ Please confine your answers to no more than one page for each question. 1. Tell us about your promotion, facility, event or activity and why you think it will increase tourists traveling to and staying in Jefferson County. Include a general description of the promotion, facility, event or activity including its purpose, history, etc.), and describe your organization's track record. 2. If this is a continuing promotion,facility or event, how is it different than in the past? 3. Describe how you intend to market/promote your promotion, facility, event or activity to potential tourists who reside outside Jefferson County. a) If an event, the date of the event: b)The timeline for the tourism promotion activity you are proposing (e.g. May through July, 2023) c)Target Audience d) Promotion methods you intend to use to reach the target audience. e) Describe how you will promote overnight stays at Jefferson County lodging establishments. f) If you intend to collaborate with another agency or non-profit to provide these services, please state the name of the organization and describe the nature of the collaboration: 4. How will you measure the effectiveness of your promotion,facility, event or activity? Also, describe how you will document and report to the County the economic impact from your event/facility. (State law requires the County to report annually to the State Department of Community Development and Economic Trade about the number of lodging stays and economic benefit from tourists generated by use of Lodging Tax proceeds for tourism promotion.) 5. What economic impact can we expect in Jefferson County from your proposed promotion, facility, event or activity? a.)Actual or estimated number of tourists at your event/facility last year (2022): b.) Estimated number of tourists who will attend your event/facility this year(2023): c.) Projected economic impact in Jefferson County from your event/facility (e.g. number of tourists who will stay overnight in Jefferson County-based lodging establishments; economic impact for Jefferson County restaurants, community facilities, amenities, events, and businesses). 6. Describe your organization's area of expertise. Do you provide a unique service? 2. Proposal Questions 1. The Forks Visitor Information Center is the only year-round, open daily (except New Year's Day, Easter, Thanksgiving and Christmas)Visitor Information Center on the west end of Clallam and Jefferson County. We have from 3—7 staff members depending on the season. While we are Clallam County, not Jefferson County, we are the same community. We offer information on lodging, businesses, and destinations in Jefferson County. We mail out packets to those seeking area information. Our facility retains records of numbers of visitors with our visitor count on the next page. In 2022, from January—September we have already surpassed 2021 and are having the third busiest year on record. We have a proven track record of providing quality information and services and it shows with our increasing visitor numbers. Our request includes the Kalaloch Ranger Station staff member, which saw 12,995 visitors which is up from 2021. We also have opportunities to participate in ad co-ops with Olympic Peninsula Tourism Commission to promote value season travel. This includes tv & bus ads in Seattle and Portland, and other opportunities. 2. With the projected increase in tourism, we will be hiring more staff members for 2023 and with minimum wage increasing, staffing costs will be higher than ever before. We are using our social media campaigns to promote the value season. 3. A) N/A B) January 1 — December 31, 2023 C) Our target audience is Seattle, the 1-5 Corridor down to Portland, domestic and international travelers. We target Canadians, and now that there are no vaccination requirements from Canada, we anticipate a higher amount of visitors. Our demographics are families, friend trips, single travelers, outdoor enthusiasts, photographers, campers, hikers, RV'rs, storm watchers, Bigfoot/Sasquatch and Twilight fans. D) The Forks Chamber of Commerce markets the area through print media, television, bus ads, social media, press releases, interviews, brochure creation and distribution, and mails visitor packets to those interested in traveling here from the U.S. and Canada. E) We promote overnight stays in Jefferson County through our marketing, website, lodging guide (printed and online), the Rainforest Country Adventure Guide, and any other means available. F)We collaborate with the Olympic Peninsula Tourism Commission for marketing and Friends of Olympic National Park for staffing at Kalaloch. 4. We measure effectiveness by lodging tax dollars (increased or decreased), visitor center stets, feedback from our lodging businesses, and occupancy rates. We will report all necessary information to the County quarterly and annually. 5. A) We have welcomed 62,325 our Visitor Information Center in 2022 YTD. That number includes the actual 47943 who signed the book, plus our estimate of 30% who don't sign. Projecting the next three months, we could finish at 70,000 plus people. B)We estimate that we will have 65,000 which is very conservative. C) With the tourism outlook being very positive, businesses in West Jefferson County stand to benefit through meals, services, food, souvenirs, and fuel being purchased. Kalaloch is fully reopened. The Hard Rain Café is very busy, and has extended it's seasonal hours to include November this year. With the increase of tourism in the off season, we predict that lodging in West Jefferson County will be at an all-time high for occupancy. There is no way to differentiate between west Jefferson lodging tax revenue and the rest of Jefferson County. 6. Our area of expertise includes helping thousands of people with area information, marketing the area, providing clean bathrooms, and being ambassadors for the West End and the Olympic Peninsula. Respectfully submitted by Lissy Andros DRAFT Budget 2023 Income Savings 2,000.00 Dues 33,000.00 Interest Earned- 1st Federal 150.00 Sales 120,000.00 Public Support-Miscellaneous 1,500.00 Public Support-Miscellaneous(vis packets) 2,000.00 Grants OPVB Tourism 5,000.00 OPVB VIC 5,000.00 Clallam County LTAC 0.00 Clallam EDC 0.00 Sales/Advertising Lodging Board 2,500.00 Lodging Guide 6,000.00 Web Ads 2,000.00 Webcam Sponsorship 350.00 Misc. 0.00 Logging Tour Public Support 750.00 City Investment 135,000.00 West Jeff.Co 60,390.00 Total Income $ 375,640.00 Expenses Operations Wages-Director Costs-Lissy 57,215.00 Wages-Benefits 4,973.00 Payroll Taxes-Employer(Lissy) 4,800.00 Computer Maintenance 250.00 Professional Development 2,000.00 Travel Expenses 2,500.00 Guest Lunches 800.00 Dues-AWB 350.00 Dues-WTA 500.00 Insurance-Director/BOD Coverage 930.00 City Leasehold Tax 664.00 Total Operations $ 74,982.00 VC Costs VIC Employee Wages 72,829.00 Web Manager 8,000.00 Payroll Taxes-Employer 12,000.00 Copy Machine 8,500.00 Misc. Supplies 2,500.00 Office Supplies 1,658.00 VIC Equipment 200.00 Accounting Services 4,200.00 Insurance- Auto 1,822.00 Insurance- Liability 2,036.00 Postage(Newsletters, bills) 150.00 Telephone 2,500.00 PUS 2,250.00 Trash collection 625.00 Volunteer Training/Recognition 200.00 Building Maintenance 2,000.00 Total VC Costs $ 121,470.00 Cost of Sales Purchases for Resale 32,406.00 Shipping Costs 3,000.00 Credit Card Fees 5,000.00 PayPal Fees 500.00 Form 990 Tax 1,200.00 Business& Occupation Tax 42.00 Total Cost of Sales $ 42,148.00 Capitol Equipment Equipment 300.00 Contingency-Total 220.00 Community Service Community Service Projects 2,250.00 Customer Service Workshop 250.00 Scholarships 2,000.00 Best of The Year 1,600.00 Logging Tour 500.00 Total Community Service $ 6,600.00 Events 4th of July 100.00 Hot Thunder Night 50.00 Hickory Shirt Heritage Days 50.00 Total Events $ 200.00 Promotional Tools Forks Color Brochure 0.00 Total Promotional Tools $ - Local CO.OP Projects Lodging Guide 5,000.00 Lodging Board 285.00 Total Local CO-OP Projects $ 5,285.00 Forks Advertising Postage (Requested information) 2,000.00 ISP/dsl& Modem 1,150.00 Coho Brochure Dist. 0.00 State Ferry Kingston/Edmonds 1,128.00 Coho Magazine 360.00 PDN Visitor Guide 4,950.00 Web Hosting 1,400.00 Upgrade Website 2,000.00 WebCam 1,300.00 Advertising-Tourism 22,250.00 Advertising-local 250.00 Total Forks Advertising $ 36,788.00 Regional Co-op Marketing 13,000.00 West Jefferson County Pass-Through ONP Kalaloch VC Staff 22,380.00 Mailing& Distribution 2,000.00 VIC Staffing 27,010.00 Tourism Marketing 9,000.00 Total W Jefferson County Pass-Through $ 60,390.00 Total Expenses $ 361,383.00 Please note: Forever Twilight in Forks Festival and Collection are not included in this operating budget. 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Box 300,Forks,WA 98331 Piana.reaumetaayschools.org 360-374-3311 Work 360-374-2244 Home Linda Keen,Treasurer 360-640-2132 Cell Quillayute River Resort cbaron@forksforum.com 473 Mora Road,Forks,WA 98331 360-374-7447 Work Renee Rux,Quileute Oceanside Resort IindakeenC'oriverresort.com Quileute Tribal Representative PO Box 67 Melene Bourm,Secretary LA Push,WA 98350 Forks Community Hospital (360)640-1729 Cell PO Box 81, Forks,WA 98331 resort.managerPauileutetribe.com 360-640-0167 Cell carvmetene@vahoo.com Tim Fletcher Mayor&City of Forks Representative Bruce Paul,At Large 500 E. Division, Forks,WA 98331 Forks Outfitters 360-374-5412 Work 950 S. Forks Avenue,Forks,WA 98331 timf@forkswashineton.orr 360-374-6161 Work fletcher79@amail. om 360-374-6551 Home bruce.paul@forksoutfitters.com STAFF: Lissy Andros Bill Peach,At Large Executive Director (Individual) P.O.Box 1267, Forks,WA 98331 P.O.Box 1893, Forks,WA 98331 360374.2531 Chamber 360-327-3695 Home 903-360-4449 Cell 360 640 8303 Cell director@forkswa.com(work) 360-417-2233 Work lissvandros_@hotmail.com(personal) gravwolf7167@xmail.com Bruce HanUy,At Large (Individual) Updated 10-8-2022 360 562 2205 BruceHanifv@msn.com .( M P dlgsv as! nN.ada g 11.§ oo !!Wil, z, N .t d d r wl w 1wiPAI � �QQQi IIIe� M ro qi 7 l� w • 1111111115!" iMM.411:4 i 1.1210a x .:4! 1 1 Isurit4m§F1 1 i , _ 40, 1%13imi 1 ! i EVitaso!IH 71 z Ervill!!!$i ! a I Q ltg . . d d i �I 1 'I e ^ X 2 w Q a1i ^. i t = i 1""511154164:171q 2 < , 1 Rig143 MNINN a1 Ili M52O4^ IwE 3 j 2 2 i pitlx8iS nhi Oli sI. ! .... . 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