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HomeMy WebLinkAboutOlympic Peninsula Gateway VIC TCC $132,196 RECEIVED SEP 11 2023 IEFFERSON COUNTY COMMISSIONERS 2024 Proposal Checklist for Tourism Promotion Activities Organization Name TCC (Tourism Coordinating Council) Event Name, if different Olympic Peninsula Gateway VIC (Visitor Information Center) Proposed Contract Amount: $ 132,196 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 Section 1 - Itemized list of proposed services and estimated costs. Section 2 - Proposal Questions. ✓ Section 3 - Proposed 2024 promotion, facility, event or activity budget. ✓ Section 3 — 2023 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 original 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 MONDAY SEPTEMBER 11, 2023. Documents submitted to the County are public records, potentially eligible for release. RECEIVED SEP 11 20?3 2024 Proposal Checklist for Tourism Promotion Activ►i U ti N►CONY R..T Proposal Deadline: MONDAY SEPTEMBER 11, 2023 at 4:30 pm (received, not postmarked) 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: afmcknightCa�co.iefferson.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 TCC (Tourism Coordinating Council) Organization Address 2023 E. Sims Way#308, Port Townsend, WA 98368 Contact Name Steve Shively Contact Address Same Day Phone 360-440-7006 Evening or Cell Phone 360-440-7006 E-Mail Address atewa v► en o of m ► eninsula.or g c c Y@ j Y Y p� p g Facility/Event (if applicable) Olympic Peninsula Gateway VIC (Visitor Information Center) Total Lodging Tax Request: $: 132,196 Estimated 2024 org. operating budget (Incl. Lodging Tax funds) $: 132,196 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 2023? V yes no I 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: fStDate: 9/7/2023 Print Name and Title: Steve Shively, TCC's Gateway VIC - project manager 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 (VIC) The Olympic Peninsula Gateway Visitor Information Center (VIC) is of great importance to the complete and comprehensive tourism marketing and promotion of the entire Olympic Peninsula. Jefferson County Tourism Coordinating Council (TCC) believes that the VIC's continued operations is essential in supporting all business in Jefferson County and across the north Olympic Peninsula. Therefore, TCC is pleased to offer a responsive proposal for both the transitional management, and the ongoing operational development of the VIC on behalf of both Jefferson County and all tourism marketing and promotion partners around the Olympic Peninsula. This year's management transition of the VIC from the years of good stewardship under the Jefferson Historical Society (JCHS) comes at an interesting time of both leadership and infrastructure changes at the VIC. TCC has been required to "think outside the box" regarding leadership and staffing of the VIC, as well as stay proactively active of the various construction programs transforming the SR 104&SR 19 intersection into the optimal location for the long envisioned—full-service—"Olympic Peninsula Gateway Welcome Center"VIC facility. Our 2024 plans are to continue with recommendation of a dedicated VIC enterprise, most probably organizing as an independent non-profit. Currently the VIC operates semi-independent of TCC, utilizing a dedicated budget, bookkeeper, its own insurance and payroll services. 1. Gateway Visitor Center maintains an opening schedule of 290-300 days a year, 11am to 4pm 2. The VIC displays over 150 Promotional Brochures related to Jefferson County and the Olympic Peninsula inside Center and outside, a 24 hour a day, 7 days a week QR code detailed display, featuring most popular and informational Brochures for pickup by visitors, and affording complementary WiFi. 3. The VIC maintains digital messaging on the Internet at www.enjoyolympicpeninsula.com. www.olympicpeninsula.org, and Facebook pages to promote Lodging, events, and activities year-round. 4. The VIC is involved with development and production of production printed materials such as 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 contracts with a professional Media Manager to develop and implement many of these endeavors. The VIC is committed to provide a pleasant, safe, and sanitary environment for the traveler.The VIC administers our management agreement with the County: SECTION 3: RESPONSIBILITY OF JEFFERSON COUNTY 5. The GATEWAY VISITOR CENTER assumes no responsibility for the maintenance and upkeep of the Gateway Visitor Center. The COUNTY shall keep the Center and the entries immediately adjacent thereto in a neat, clean and safe condition, maintain the glass of all windows and doors thereof, and maintain the Center and entries thereto in a good state of repair. The COUNTY shall also maintain and repair the electrical and other utility systems within the Center together with the roof, exterior walls and foundations thereof With the VIC proactiv I Y bringing Gatewa y Cent er needed maintenance and upkeep to the attention of County officials. II, TCC's ops of GATEWAY VIC Budget 2024 Proposed Jun-Dec 2024 BUDGET Expense 7900 • Off Site Marketing Exp 7510 • Bulk Mailing, Certified Folder 5,760.00 7030 • Dues 120.00 7530 • Internet, corn puter/sftwr/svc 840.00 7750 • Marketing/Web Promo & Mgmt 5,400.00 7070 • Travel 1,000.00 Total 7900 • Off Site Marketing Exp 13,120.00 7000 • On-Site Expense 7200 • Bldg/Maintenance Supplies 700.00 7110 • Bldg Rprs & Park'g Lot Maint 4,200.00 7601 • Misc. Supplies 60.00 7020 • Office Equipment/Mtce 500.00 7500 • Office Supplies 420.00 7600 • Mailing/P.O. Box Rental 420.00 7065 • Volunteer Functions 300.00 7540 • Water 216.00 Total 7000 • On-Site Expense 6,816.00 8000 • On Site Utilities 8010 • Electricity 1,620.00 8040 • Sani-Can Service 4,800.00 8020 • Telephone/Internet services 2,760.00 8030 • Trash Pick-up 1,080.00 Total 8000 • On Site Utilities 10,260.00 6000 • Payroll Expenses 6580 • Consulting Services & Fees 17,000.00 6576 • Bookkeeping/Payroll Services 25,000.00 6575 • Payroll taxes Paid thru TCC Included above 6570 • Wages Paid by TCC 60,000.00 Total 6000 • Payroll Expenses 102,000.00 Total Expense 132,196.00 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 organization's track record. The Gateway Visitor Center has been managed by the Jefferson County Tourism Coordinating Council (TCC) since July 2023. Our Visitor Center is located at 93 Beaver Valley Road at Port Ludlow 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, and experiences visitors need to know to bring them to Jefferson County and keep them Enjoying the Olympic Peninsula. 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 0. P.Tourism Commission and Marketing sub-committee there. In 2023 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, responsively, facilitates programs for a cohesive response to educating the visitor in how to Recreate Responsibly and Safely. Whether it was alternatives due to the fire loss closure of Hurricane Ridge. Or updating and informing our visitors to modify their itineraries or disperse in order to ease overcrowding at popular sites and to highlight the full Olympic Peninsula 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. o Budgetary savings of utilizing volunteers supplemented by paid staff o VIC organizational capacity developed, most likely as an independent 501c3 non-profit. o Training and orientation volunteers produce dividends of additional community advocates for the value of tourism. Studies show that educated community members are essential for sustainable regional tourism offerings and growth. o Advocate and facilitate the enactment of TCC tourism promotion, o Market JeffCo. anew as a SMERF (comprised of Social, Military, Education, Religious, and Fraternal groups) -think weddings and family reunions- meeting/event destination, o Support OPTC Sales missions,trade shows and FAM's, o Collaboratively participate in TCC and OPTC, o Provide hospitality educational forums/seminars (e.g. preparing bids to lodging catering and service providers, promote hospitality within community), 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 The Gateway will be open 6 days a week, 11 to 4 o'clock, Monday through Saturday, year-round, in order 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 tourism and hospitality providers across Jefferson and Clallam Counties. Promotion methods you intend to use to reach the target audience. The Gateway Visitor Center individualizes the most effective Promotional tool known—face-to-face conversation based upon each traveler's needs. We also use all of the conventional promotional tools, such as printed and digital materials, Examples: our Gateway Activities Map,and Olympic Peninsula Travel Planner, and our Bulk Mailing program. On the web the Gateway uses www.eniovolvmoicpeninsula.com, www.olvmoicoeninsula.org,and our Facebook site to connect and inform. c) 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 our visitor's needs to specific lodging venues to suit, and we also provide emergency information for those that 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. d) 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 works closely in collaboration and partnership with Jefferson County Tourism Coordinating Council and the Olympic Peninsula Tourism Commission, and we anticipate—with welcome—renewed collaboration with Jefferson and other regional Chambers. 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 Countyto report p 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 full year (2022): At end of December 2022 welcomed 5,380 visitors through the door 23,970 in physical distribution of Activity Maps Estimated number of tourists who will attend your event/facility this year(2023): 5,000 to 5,500 onsite visitors 26,000 in physical distribution of Activity Maps, plus an additional 27,300 digitally via QR code tracking. 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 the traditional average of a two-night stay, conservative estimate, $1,700,000.00 in Lodging expenditures. Based on 2.5 day (LOS) length-of-stay, $2,400,000.00 expenditures in food, entertainment and other travel related costs. 6. Describe your organization's area of expertise. Do you provide a unique service? As stated in question 3c,the Gateway Visitor Center will use the most effective Promotional tool known,face to face conversation biased on onsite traveler's needs. The Gateway is specific in response to traveler's actual questions on 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. Attachments: X Proposed 2024 promotion, facility, event or activity budget including income and expenses. X 2023 Budget and Actual income and expense year to date statement(s). X List of names and addresses of the organization's Board of Directors as of the date the proposal is filed. Also, if the proposal is for the marketing of an event and there is a chairperson for the event (either volunteer or paid), list that individual's name, address and phone number. 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.) Background Information about Your Organization List of names and addresses of the organization's Board of Directors as of the date the proposal is filed. Port Ludlow—Discovery Bay, Gardiner Port Ludlow—TCC Chair Diana Smeland -alt. Dan Ratigan (collector) 70 Breaker Ln, Port Ludlow, WA 98365 Gateway VIC—Steve Shively-alt. Sherry Sanser(activities) 93 Beaver Valley Rd, Port Ludlow, WA 98365 Quilcene—Brinnon—Hood Canal Quilcene—Coyle—Cleone Telling- alt. Brian Cullin -alt. Kevin Wooley(collector) 181 Leland Valley Rd E, Quilcene, WA, 98376 Brinnon & Hood Canal—Dan Ventura alt. Christina Maloney (activities) 303075 US Highway 101 Brinnon, WA 98320 West End Kalaloch—West end —Amy Neil (collector) 157151 US-101, Forks, WA 98331 Forks—Marsha Massey (activities) 618 S Peabody St Suite F, Port Angeles, WA 98362 Tri-Area—Chimacum Valley&Marrowstone Island Fort Flager& Marrowstone Is.—Aaron Terada (collector) 10541 Flagler Rd, Nordland, WA 98358 Chimacum —Crystie Kisler(activities) 124 Center Rd, Chimacum, WA 98325 Olympic Peninsula Gateway Visitor Center Budget vs. Actuals: Budget_FY23_P&L - FY23 P&L June -July, 2023 Total Actual Budget Remaining Revenue 4000 Income 0.00 4010 Jefferson County LTAC 19,561.44 19,561.44 4020 Donations 71.44 71.44 4050 Sale Items-Other(candy,etc) 42.85 42.85 Total 4000 Income $ 0.00 $ 19,675.73 $ 19,675.73 Total Revenue $ 0.00 $ 19,675.73 $ 19,675.73 Cost of Goods Sold 5000 Cost of Good Sold 28.56 28.56 Total Cost of Goods Sold $ 0.00 $ 28.56 $ 28.56 Gross Profit $ 0.00 $ 19,647.17 $ 19,647.17 Expenditures 6000 Payroll Expenses 1,250.00 -1,250.00 6570 Wages Paid by TCC 9,607.15 9,607.15 6576 Express Pro Temp/Payroll Services 11,905.92 3,914.30 -7,991.62 6580 Consulting Services&Fees 700.00 2,142.85 1,442.85 Total 6000 Payroll Expenses $ 13,855.92 $ 15,664.30 $ 1,808.38 7000 On-Site Expense 552.70 -552.70 7020 Office Equipment/Mtce 142.85 142.85 7065 Volunteer Functions 85.70 85.70 7110 Bldg Rprs&Park'g Lot Maint 3,578.10 500.00 -3,078.10 7200 Bldg/Maintenance Supplies 200.00 200.00 7500 Office Supplies 50.00 50.00 7540 Water 66.16 • 25.70 -40.46 7600 P.O.Box Rental 50.00 50.00 7601 Misc.Supplies 7.15 7.15 Total 7000 On-Site Expense $ 4,196.96 $ 1,061.40 -$ 3,135.56 7900 Off Site Marketing Exp 0.00 7030 Dues 14.30 14.30 7070 Travel 285.70 285.70 7510 Bulk Mailing,OPVB,Cert.Folder 385.75 685.70 299.95 7530 Internet,computer/sftwr/svc 100.00 100.00 7750 Marketing/Web Promo&Mgmt 2,540.42 642.85 -1,897.57 Total 7900 Off Site Marketing Exp $ 2,926.17 $ 1,728.55 -$ 1,197.62 8000 On Site Utilities 0.00 8010 Electricity 115.75 192.85 77.10 8020 Telephone 274.73 328.56 53.83 8030 Trash Pick-up 56.90 128.56 71.66 8040 Sani-Can Service 929.74 571.44 -358.30 Total 8000 On Site Utilities $ 1,377.12 $ 1,221.41 -$ 155.71 Total Expenditures $ 22,356.17 $ 19,675.66 -$ 2,680.51 Net Revenue -$ 22,356.17 -$ 28.49 $ 22,327.68