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Home My WebLink AboutAD05-156 - Original - Seattle Southside Visitor Services - Tourism & Marketing Services - 01/01/2005 O Records Mai a eme KENT Document W♦SMIHGiON �f� CONTRACT COVER SHEET This is to be completed by the Contract Manager prior to submission to City Clerks Office. All portions are to be completed, if you have questions, please contact City Clerks Office. Vendor Name: C Rip SCUf1Side I S41f JCFrVtfl-'S Vendor Number: 3(o 331 JD Edwards Number Contract Number. ADOS- 510 This is assigned by Deputy City Clerk Description: 3 eey' Iy)f,PyIO(a1 Q leery)1-nL W4 YWwl)(/, (ih,4 Scti Toe f r�vid,2 oneime o� lsm1 G+�GI Ktr��l�� firl`� S�rVtCPs rtf Detail: F t + w U p, ; y T'Gil^It$ 4 v Project Name: T0UYJ `(1 an rl. mti ki?+1nq SFry1 <P5 7aihU�`_� Contract Effective Date: 1 �, 2005 Termination Date: Dererp - e-Y 3 > 2-0 0-7 Contract Renewal Notice (Days): 6 0 JUU 5 Number of days required notice for termination or renewal or amendment Contract Manager: N,1+'Pn Tf r4f ISM Department: A D rO I" Abstract: s Pubhc\RecordsManagement\Forms\ContractCover\ADCL7832 07102 CITY AG. 04-100 INTERLOCAL AGREEMENT FOR TOURISM AND MARKETING SERVICES BETWEEN SEATTLE SOUTHSIDE VISITOR SERVICES AND CITY OF KENT This Interloc I Agreement, made and entered Into this /6t� day of 2004, by and between the Seattle Southside Visitor Services, a tourism marketing program offered by the cities of Tukwila and SeaTac, hereinafter called SSVS and the City of Kent, a municipal corporation, hereinafter called Kent. RECITALS WHEREAS, Kent desires to purchase professional tourism & marketing services for the purpose of increasing awareness of Kent and the surrounding area as a tourist destination; WHEREAS, SSVS is willing to expand the scope of its existing tourism and marketing services to include Kent, WHEREAS, it is agreed that the most desirable arrangement for conducting this operation is an Interlocal Agreement, NOW THEREFORE, for the reasons recited above, and in consideration of the mutual covenants contained in this agreement, the parties agree as follows. SECTION ONE. SCOPE AND DESCRIPTION In accordance with the Interlocal agreement provisions of Chapter 39 34 RCW, SSVS agrees to provide tourism and marketing services for the cities of Tukwila, Sea Tac, and Kent (the "combined cities") beginning January 1, 2005 This Interlocal Agreement shall be conducted under the program title of Seattle's Southside Visitor Services (SSVS) from a place of service located in the building known as Fairway Center, Building A, 14220 Interurban Avenue South, Suite 130, City of Tukwila, County of King, and State of Washington. Services include but are not limited to providing comprehensive visitor information services to tourists and facilitating input from area tourism businesses for the purpose of developing, implementing and evaluating annual marketing and media plans, as more fully described under Section Three. The marketing and media plans include budget information, implementation schedules and evaluation strategies. SSVS is designated as the Administrator responsible for administering this joint agreement -� '^ �YI W Q-, AGREEMENT FOR TOURISM GR f N A L 5 TOURISMM AND MARKETING SERVICES- 1 of 4 SECTION TWO. CONTRIBUTIONS Program Expenses: Kent will contribute to program expenses for SSVS (Including but not limited to overhead, salaries and benefits, rent, utilities, supplies, meetings, postage, travel and education, associations fees, phones, media campaigns, special projects and other misc. expenses) Kent's contribution for the first year's (12 months) program expenses is valued at ONE HUNDRED THOUSAND DOLLARS ($100,000) to be paid to SSVS in twelve equal payments of EIGHT THOUSAND, THREE HUNDRED AND THIRTY THREE DOLLARS AND THIRTY-THREE CENTS ($8,333 33). KENT will pay SSVS at the beginning of each month beginning February 1, 2005 The annual program contribution for Kent for 2006 and subsequent years may be adjusted for inflation and will be determined annually during the budget process. Kent will reimburse its proportionate share of SSVS's program commitments for the duration of the Interlocal Agreement Tukwila will invoice Kent monthly In addition, Kent will contribute a maximum of TWENTY FIVE THOUSAND AND TWO HUNDRED DOLLARS ($25,200 00) toward an update of the vacation planner and a new map to include Kent as described below Kent will pay SSVS at the completion of the vacation planner update, estimated to be by December 31, 2004 Tukwila will invoice Kent at the completion of this project Kent Specific Projects: Kent will implement Kent specific projects. Kent will manage and assume 100% financial responsibility for all Kent specific tourism projects At such time as Kent and SSVS mutually agree, SSVS may advise or assist Kent or, with Kent's prior approval, the Kent Chamber of Commerce, regarding Kent specific projects (including sport tournament bids and Kent's specific lodging website. www kenthotels org, etc,). SECTION THREE. CONDUCT OF INTERLOCAL AGREEMENT SSVS shall have following responsibilities as administrator of this Interlocal Agreement SSVS will: (a) conduct, manage, operate, and arrange all business affairs of the tourism and marketing services, hire a Business Community Liaison and other employees as necessary to carry on the business, determine the wages and make contracts with the employees, enter into other contracts in the name of and for SSVS, and in general do anything ordinarily done by the manager of a business. (b) facilitate the involvement of Kent tourism businesses into the existing SSVS Tourism Networking Committee, which will be known as Seattle's Southside Tourism Networking Committee for the purposes of creating awareness, support and participating in SSVS various marketing activities. INTERLOCAL AGREEMENT FOR TOURISM AND MARKETING SERVICES-2 of 4 (c) regularly attend Kent's Lodging Tax Advisory Committee meeting (d) prepare and implement annual marketing and media plans. (e) prepare and submit quarterly outcome reports to the Tukwila Lodging Tax Advisory Committee, SeaTac Hotel Motel Tax Advisory Committee, and the Kent Lodging Tax Advisory Committee (f) select subcontractors and vendors. (g) determine and oversee creative production of all marketing materials. (h) incorporate Kent hotels, shopping destinations, restaurants, tourist attractions, key City venues and park and recreation facilities, and events into the SSVS vacation planner, website, coupon book and restaurant concierge book For non-hotel, non- major tourist attraction and non-City venues, the following estimated charges will apply to businesses that choose to participate in the following services: Website coupons, $100; Website links, $100, Coupon book, $250; Restaurant Concierge Book, $600 per business for 2 pages, Restaurant listing in the Vacation Planner, $250) There will be no charge for hotels, major tourist attractions and City venues and City sponsored events to be included as part of these marketing materials (i) Distribute brochures in their office for tourism related businesses within Kent (such as hotels, restaurants, entertainment venues, transportation services). Such authority may be increased or decreased from time to time on mutual written agreement of the cities. SECTION FOUR. RECORDS AND ACCOUNTING SSVS shall maintain or cause to be maintained books of accounts concerning the total operation of the Interlocal Agreement, in which books shall be entered, fully and accurately, each transaction pertaining to the Interlocal Agreement. All the books will be open during normal business hours for inspection and examination by Kent. The fiscal year of the Interlocal Agreement shall commence on January 1 and close on December 31 of each year of operation All accounting based on fiscal year figures shall be completed within 45 days after the close of the fiscal year. SECTION FIVE. TERM The effective date of the Interlocal Agreement shall be January 1, 2005, and this Interlocal Agreement shall continue in effect for a period of three years from that date INTERLOCAL AGREEMENT FOR TOURISM AND MARKETING SERVICES-3 of 4 On or before April 30, 2007, the cities will determine if this Interlocal Agreement may be continued for another period of three years, or for such time as the parties may then see fit. SECTION SIX. TERMINATION OF INTERLOCAL AGREEMENT It is agreed that either SSVS or Kent may terminate this Interlocal Agreement with 60 days notice prior to the beginning of each calendar year, and such termination shall be in writing However, the party initiating the termination shall be responsible for paying 30% of any committed remaining office lease obligation and 30% of any remaining annual media buy Further, the agreement can be terminated at any time provided both parties are in agreement on the terms of such termination SSVS maintains ownership of all capital assets at the termination of this Interlocal Agreement. SECTION SEVEN HOLD HARMLESS OF INTERLOCAL AGREEMENT SSVS and Kent agree that each party shall defend, indemnify, and hold harmless the other party and its officers, officials, agents employees, and volunteers from any and all claims, injuries, actions, damages, losses or suites including reasonable attorney's fees, which arise out of or are connected with any errors, omissions or negligent acts in the performance of this Agreement. In witness whereof, the parties have executed this Interlocal Agreement at the day and year first above written CI OF TUKWILA C OF KEN Steven M Mullet, Mayor JI hite, Mayor Attest: Attest: ane E Cantu, CMC, City Clerk renda Jacober, C C, City Clerk Approve Fo . 1 ZDLAL 1(;>A , Approved as to For: Approve Attorney Tom Brubaker, City Attorney INTERLOCAL AGREEMENT FOR TOURISM AND MARKETING SERVICES-4 of 4