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HomeMy WebLinkAbout2023 Gateway 2023 Request for Proposal Packet Lodging Tax/Tourism Promotion This packet is for the 2023 TOURISM PROMOTION SERVICE PROPOSALS to be funded by the Jefferson County Lodging Tax. Under Jefferson County guidelines, you must be a NON-PROFIT or GOVERNMENTAL AGENCY to be eligible to be funded by the Jefferson County Lodging Tax. The Jefferson County Lodging Tax Advisory Committee will only consider complete and signed proposals that include all of the requested information and documents, and that are submitted by the deadline: OCTOBER 15, 2022 by 4:30 pm Digital Delivery only for Proposals to afmcknight@co.jefferson.wa.us 2023 Proposal Guidelines: Tourism Promotion Activities The Jefferson County Lodging Tax Advisory Committee (LTAC) is accepting proposals from government agencies and non-profit organizations for tourism promotion to be provided during calendar year 2023 and paid for from the s lodging tax fund. The Committee will make recommendations to the Jefferson County Commissioners within one month following the proposal deadline. All decisions for use of the lodging tax will be made by the Jefferson County Commissioners. Proposals from government agencies or non-profit organizations are to be for tourism promotion during calendar year 2023. Please refer to Section 1 of this packet for examples of eligible tourism promotion activities for this funding round. At the time of implementation, tourism related activities within proposals must comply with federal, state, and county laws and requirements, including county Public Health direction. NOTE: Jefferson County may not use public funds in any way that can be construed as a gift to an individual or organization. Proposals must completely address the questions, and all requested supplemental information must be provided. Incomplete proposals will not be considered by LTAC. To be considered, a fully completed and signed digital application (digital signatures acceptable) must be received at afmcknight@co.jefferson.wa.us by the deadline listed above. The preferred format for a digital application is a single PDF file attached to an email. If necessary, multiple files in either PDF or Microsoft Word may be attached to a single email as a complete digital application. All documents filed with the County are public records, potentially eligible for release. Jefferson County is committed to the non-discriminatory treatment of all Persons in the employment and delivery of services and resources. 2023 Proposal Checklist for Tourism Promotion Activities Organization Name Jefferson County Historical Society Event Name, if different Olympic Peninsula Gateway Visitor Center Proposed Contract Amount: $91,655.00 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: _____X__ Signed and Dated Proposal Summary Sheet _____X__ Section 1 - Itemized list of proposed services and estimated costs. _____X__ Section 2 - Proposal Questions. _____X_ Section 3 - Proposed 2023 promotion, facility, event or activity budget. _____X__ Section 3 2022 budget and year-to-date income and expense statement(s). _____X_ Section 3 - List of names Name and contact information for event chairperson, if applicable. _____X__ 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 original application with supporting documents Street, P.O. Box 1220, Port Townsend, WA 98368 by October 15, 2022. Courthouse is closed Saturday 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: Office, 1820 Jefferson Street, Port Townsend, WA 98368 Email Address: afmcknight@co.jefferson.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 Jefferson County Historical Society Organization Address 540 Water St. Port Townsend, WA 98368 Contact Name William Roney Contact Address 905 Hidden Trail RD Port Townsend, WA 98368 Day Phone 360-437-0120 Evening or Cell Phone 360-531-0120 E-Mail Address gatewayvcr@olympus.net Facility/Event (if applicable) Olympic Peninsula Gateway Visitor Center Total Lodging Tax Request: $: 91,655.00 Estimated 2023 org. operating budget (Incl. Lodging Tax funds) $92,455.00___________ _____ 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 Project Revenue Budget $ Did your organization receive Lodging Tax Funds from the County in 2022? ___X__yes _____ no posal 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: 10/14/2022 William Roney Site Manager Print Name and Title: Documents submitted to the County are public records, potentially eligible for release 1. Itemized List of Proposed Tourism Promotion Services Organization (or Event) Name: Olympic Peninsula Gateway Visitor Center 1. Gateway Visitor Center maintains an opening schedule of 290-300 days a year, 10am to 4pm 2. We display over 150 Promotional Brochures related to Jefferson County and the Olympic Peninsula inside Center and a 24 hour a day, 7 days a week display, outside featuring most popular and informational Brochures for pickup by visitors. 3. We maintain portals on the Internet at www.enjoyolympicpeninsula.com, www.olympicpeninsula.org, and facebook pages to promote Lodging, events, and activities year round. 4. We are involved with development and production of production printed materials like Jefferson County Activity Maps, the Olympic Peninsula Travel Planner, The J. C. Getaway Guide, and other printed, promotional pieces produced by the Jefferson County Tourism Coordinating Council and Olympic Peninsula Tourism Commission. Developing and implementing Tourism attractional endeavors for both Jefferson and Clallam County. These range from television, internet, to hardcopy publications beyond those mentioned above. The Gateway funds a professional Media Manager to develop and implement many of these endeavors. 5. To provide a pleasant, safe, and sanitary environment for the traveler, the Gateway funds all maintenance on site, with very few exceptions, including toilet, park and ride lot, security system, and grounds work. Note: All of services described above are cost itemized in the Budget Report shown in section, 2023 Proposed Budget. 2. Proposal Questions 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 s track record. The Gateway Visitor Center has been managed by the Nonprofit Jefferson County Historical Society since 2007. Our Visitor Center is located at 93 Beaver Valley road at junction of Hwy. 104 and Hwy. 19 near the Hood Canal Bridge. We carry over 150 informational brochures featuring local business and events. A verity of activities and amenities on the Olympic Peninsula are displayed in our tour informational area outside of Center for visitor education as well. All of this promotes visitor interest and longer stays in our County and around the Olympic Peninsula. The Center offers free display and promotion for all business in Jefferson County regardless of location or Chamber affiliation. The Gateways Visitor Center mission is to support and drive the tourism industry in Jefferson County. LTAC funds for the Gateway beyond our 6 day a week scheduling, year round openings, building upkeep and maintenance, and Public toilets, are spent in a diversified manner including print, web, Facebook and all other forms of electronic media. All of the advertising and promotions done by the Gateway point to our websites, these contain information about Jefferson County lodgings, restaurants, events, things to do, everything tourists need to know to draw them to Jefferson County and keep them on the Olympic Peninsula for extended stays. The Center also provides for staff service in other marketing venues for Jefferson County including the Jefferson County Tourism Coordinating Council, chaired by Gateway Manager, and Olympic Peninsula Tourism Commission. Management staff is also as a voting member on O. P. Tourism Commission and Marketing sub-committee there. In 2022 staff was spending more than 20% to 30% of management time in development, production, and maintenance of programs outside the VIC. Our staff is involved as lead in Jefferson County Lodging List production, used to produce the Jefferson County Activities Map, Olympic Peninsula Travel Planner, the Jefferson County, Leader- Getaway Guide, and website Lodging List. The Gateway Visitor Center provides a dedicated, contracted, Media Manager that provides monthly entry of articles and oversight for our comprehensive tourism websites, www.olympicpeninsula.org, www.enjoyolympicpeninsula.com and an active Facebook site for Gateway, Jefferson County, and the Olympic Peninsula, as well. 2. If this is a continuing promotion, facility or event, how is it different than in the past? The Gateway Visitor Center is also, now, heavily involved in programs developing a cohesive response to Coronavirus Pandemic. Much of our focus during the pandemic is educating the traveler in how to Recreate Responsibly and Safely. Beyond updating and educating our travelers we also trying to disperse the visitors, easing overcrowding at popular sites and to highlight the sylvan Olympic Experience. We have continued to expand and refine our outdoor display area to include most important, informative publications with QR Codes, other direct links to websites, and phone numbers information to maintain a 24 hour, 7 day a week connection traveling public even when the door is closed. Now, with this expansion, some 60% of our communications with visitors takes place in this outdoor informational area, as confirmed by our surveillance cameras. 3. Describe how you intend to market/promote your promotion, facility, event or activity to potential tourists who reside outside Jefferson County. a) The timeline for the tourism promotion activity you are proposing nd through st December 31 to provide face to face service to the traveling public. And 24/7 outdoor service via interactive display area on front porch, and internet sites described in detail below. b) Target Audience Our target audience is the general traveling public on the whole Olympic Peninsula. We provide promotional services and support for both Jefferson and Clallam Counties. c) Promotion methods you intend to use to reach the target audience. The Gateway Visitor Center will use the most effective Promotional tool known, face to face conversation biased on traveler Gateway Activities Map, and Olympic Peninsula Travel Planner, and our Bulk Mailing program. On the web the Gateway uses www.enjoyolympicpeninsula.com , www.olympicpeninsula.org , and our Facebook site to connect and inform. d) Describe how you will promote overnight stays at Jefferson County lodging establishments. Our dedicated staff and volunteers know our area and lodgings, this articulate local knowledge allows us to tailor have not booked lodgings in advance, and just need a spot, any spot. This local knowledge also carries over to those seeking campgrounds in peak times. e) 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: The Gateway Visitor Center will work in collaboration and partnership with Jefferson County Tourism Coordinating Council and the Olympic Peninsula Tourism Commission as in the past. 4. How will you measure the effectiveness of your promotion, facility, event or activity? We will measure our success by direct count from our daily Visitor Registration sheets, bulk Mailings, Facebook, website activity logs, and Lodging Tax dollars collected. 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.) The Gateway Visitor Center provides a Report of activities for our Center to Jefferson County Commissioners on a monthly basis. This includes visitor numbers through the door, bulk mailings, in-house distribution of brochures in Jefferson county and beyond, daily openings, volunteer, and staff time 5. What economic impact can we expect in Jefferson County from your proposed promotion, facility, event or activity? a.) Actual number of tourists at your event/facility last year (2021): At end of December 2021 5,430 visitors through the door 24,679 in distribution of Activity Maps b.) Estimated number of tourists who will attend your event/facility this year (2022): 5,000 to 5,500 onsite visitors 26,000 in distribution of Activity Maps b.)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). Based on average 2 night stay, conservative estimate, $1,700,000.00 in Lodging expenditures. Based on 2.5 day stay, $2,400,000.00 expenditures in food, entertainment and other costs. As stated in question 3c, the Gateway Visitor Center will use the most effective Promotional tool known, face to face conv lodging, recreation, and safety. We will also use all of the conventional promotional tools, like printed materials, Examples: our Gateway Activities Map, and Olympic Peninsula Travel Planner, and our Bulk Mailing program. On the web the Gateway uses www.enjoyolympicpeninsula.com , www.olympicpeninsula.org , and our Facebook site to connect and inform. 3. Background Information about Your Organization Attach the following items to your proposal in the order listed: (Note: To be considered by the Committee, all of the listed information must be included with your proposal.) Attachments: X Proposed 2023 promotion, facility, event or activity budget including income and expenses. X 2022 Budget and Actual income and expense year to date statement(s). X List of names and addresses of the or proposal is filed. Also, if the proposal is for the marketing of an event and there is a phone number. X If you desire, you may provide samples of promotion materials such as brochures or promotional materials (maximum of five). GATEWAY 2023 BUDGET JANUARY-DECEMBER January December Gateway VIC 2023 Proposed Budget 2023 Income 4000 · Income 4020 · Donations 500.00 4010 · Jefferson County LTAC 91,655.00 4050 · Sale Items - Other (candy, etc) 300.00 Total 4000 · Income 92,455.00 Total Income Cost of Goods Sold 5000 · Cost of Good Sold 150.00 Total COGS 150.00 Gross Profit 92,305.00 Expense 7900 · Off Site Marketing Exp 7510 · Bulk Mailing, OPVB, Cert.Folder 4,800.00 7030 · Dues 100.00 7530 · Internet, computer/sftwr/svc 700.00 7750 · Marketing/Web Promo & Mgmt 4,500.00 7070 · Travel 250.00 Total 7900 · Off Site Marketing Exp 7000 · On-Site Expense 7200 · Bldg/Maintenance Supplies 350.00 7110 · Bldg Rprs & Park'g Lot Maint 3,500.00 7601 · Misc. Supplies 50.00 7020 · Office Equipment/Mtce 500.00 7500 · Office Supplies 350.00 7600 · P.O. Box Rental 350.00 7065 · Volunteer Functions 100.00 7540 · Water 180.00 Total 7000 · On-Site Expense 8000 · On Site Utilities 8010 · Electricity 1,350.00 8040 · Sani-Can Service 4,000.00 8020 · Telephone/Internet services 2,300.00 8030 · Trash Pick-up 900.00 Total 8000 · On Site Utilities 8,850.00 6000 · Payroll Expenses 6580 · Consulting Services & Fees 3,600.00 6575 · Payroll taxes Paid by JCHS 5,575.00 6570 · Wages Paid by JCHS 57,500.00 Total 6000 · Payroll Expenses 67,375.00 Total Expense 91,655.00 2022GATEWAY BUDGET January thru September TOTAL Jan - Sep 22 Ordinary Income/Expense Income 4000 · Income 4020 · Donations 298.95 4010 · Jefferson County LTAC 74,500.00 4050 · Sale Items - Other (candy, etc) 107.20 Total 4000 · Income 74,906.15 Total Income 74,906.15 Cost of Goods Sold 5000 · Cost of Good Sold 139.88 Total COGS 139.88 Gross Profit 74,766.27 Expense 7900 · Off Site Marketing Exp 7510 · Bulk Mailing, OPVB, Cert.Folder 1,700.82 7030 · Dues 0.00 7530 · Internet, computer/sftwr/svc 697.61 7750 · Marketing/Web Promo & Mgmt 3,971.43 7070 · Travel 0.00 Total 7900 · Off Site Marketing Exp 6,369.86 7000 · On-Site Expense 7200 · Bldg/Maintenance Supplies 207.29 7110 · Bldg Rprs & Park'g Lot Maint 2,355.48 7007 · Counter Candy - Free 2.67 7601 · Misc. Supplies 0.00 7020 · Office Equipment/Mtce 530.76 7500 · Office Supplies 502.17 7600 · P.O. Box Rental 198.00 7065 · Volunteer Functions 0.00 7540 · Water 147.48 Total 7000 · On-Site Expense 3,943.85 8000 · On Site Utilities 8010 · Electricity 660.27 8040 · Sani-Can Service 3,230.68 8020 · Telephone 1,734.89 8030 · Trash Pick-up 513.10 Total 8000 · On Site Utilities 6,138.94 6000 · Payroll Expenses 6580 · Consulting Services & Fees 2,400.00 6575 · Payroll taxes Paid by JCHS 3,754.30 6570 · Wages Paid by JCHS 35,166.64 Total 6000 · Payroll Expenses 41,320.94 Total Expense 57,773.59