HomeMy WebLinkAbout001186 Original ContractCity of Port Angeles
Record # 0011EG
THIS AGREEMENT is entered irto *i"Zfiuy ot Mtetlpr . 20t6. by. and
between the Ciry'of Port Angeles. Washington. a municipal corporationJrereinafier called ',tity.,,
and the Pon Angeles Regional Chamber ofCommerce. a non-profit corporarion hereinafter called
"Contractor."
WHEREAS. the Contftrctor operates a visitor center pursuanl to an Agreement betueen the
Citv and Contractor enrered on January 12. 2016: and.
WHEREAS. the Contractor desires to enhance tourisl promolion services by operating apromolion agency. advertising. publicizing. and otherwise distributing information foi the purpor
of attracting and welcoming tourists to the Cit-v of Port Angeles. and marketing speciat evenrs and
festivals occurring within the Ciry* of Port Angeles.
Now. THEREFORE. in consideration of the above representations and the mutual
covenants and agreements herein" the parties agee as follo*.s:
PROFESSIONAL SERVICES AGREEMENT FOR TOURIST PROMOTION
SERVICES WITHIN THE CITY OF PORT ANGELES
I. PERTORMANCEBY THE CONI'RA R.
A. Tourisr Promotion Senices
(I) The Contractor shall implement a rebranding project to enhance rhe
operation and accessibilir)- of the !'isitor center and update informarional brochures
that are distributed lor the pupose of attracting and *elcoming touriss ro rhe Cir1..
of Port Angeles- The projecr shall include the elements described in the Staremenr
of Work atrached as Exhibit A.
(2) The Contractor shall organize a twodal. Tourism Summit to be held in the
Cit-v of Port Angeles in 2017. The projecr shall include the elemenrs described in
the Statement of Work anached as Exhibit n.
(3) The Contractor shall recommend to the City goals for 2017 measurable
outcomes to determine the success of the tasks undertaken by the contractor. If
approved. these outcomes shall be provided in the marketing plan submitred ro the
Citf in January' 201 7.
B. Record Keeoins and Reponing.
The Contractor shall maintain records and report to the City as tbllo\.\,s:
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(4) 'l'he Conracror sha.ll submit to the City informarion needed to complv u.ith
the reporting requiremenls of RCW 67.28.1116. The inlbrmation itutt U.
submiued to the Ciry by December 3 I . 201 7.
(5) Audirs. contracror will cooperare nith the city by facilirating audits by the
Citl' of Contractor finances al times as designated by rhe Cir1.. Contracroi will
provide all financial informarion requested by the City anrJ comply. with
requirements of the washington State Auditor for reporting. disburseminrs. and
legal compliance.
(6) _ The Contracror's reprcsentative. when requested. shall appear before the
City council to report on the contractor's activiries and planned hrrwe activities
pursuant to this agreemert and to answer questions,
l7l To the extent feasible, Contractor shall cooperate onjoint effons with other
local entities such as PADA, PABA. EDC. Visitor's Burcau, Tourism commission.
etc.
(8) The Contractor shall use ils best efforts to economize on overhead expenses
to the maximum extent feasible in providing the services to be performed pursuant
to this Contract.
(9) 81 March 31.2017. rhe Conrracror shall identi$ addirional performance
measures that can be used to determine the eflicacy and benefits oi its tourism
promotion activities. The contractor shall report on these additional performance
measures in the fourth quaner of20l 7.
R.\OF CT
The perlbrmance of the contractor shall commence on the lsr day of January.. 201 7.
and shall terminate on December 31. 201 7.
3. COMP ENSATION AND M OD OF PA YMENT BY CIl'Y
Conr n tbr Tourist ion Acti vities.
From January l. 2017 through December 3l. ZOl7. the Ciry shall reimbursc
Conlractor for expenses the contraclor incurs to promote tourism within the city.
but in any event nor to exceed sixteen thousand ($16,000) Dollars.
As to expenses incurred by the contractor that are eligible tbr reimbursement under
this Agreement. contractor shall submit monthly invoices to the City. and ciry' \ .ill
pay Contractor monthly within 30 days after receipt and approral by rtre Citl
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('In the event this Agreement is terminated prior December 3 I . 201 7. a final pal.menr
shall be made to rhe Conrracror. which. when added to an).palmens previousll
made. shall reimburse the Contractor for costs actually incurred as of the <tare of
tcrmination. Final payment shall not include compensation tbr loss of anricipated
income. Excepr for the final paymenr, no additional palmenr shall be dueorow.ing
to the Contractor on any grounds w.hatsoever. As a substantial element of thi
consideration for the ciqv entering into this Agreement. the Contraclor herebr
uaives and relinquishes any right. claim or cause of action for additional
payment. As of the date of termination. all rights and obligations of the Contractor
to the Cit). and of the Cir)- to the Contractor. shall cease and determine.
6 ON-DI INATI \
(l ).
7. DISPL]TE RESOLU l lo\
The contractor shall conduct its business in a manner which assures fair. equal and
non-discriminatory treatment of all percons. without respect to race. creed or
national origin. and. in particular:
(l ). The Contractor shall maintain open hiring and employmenr practices and
will welcome applications for emplolment in all positions. from qualified
individuals who are members of minorities protected b,,- federal equal
opponunit;-/alfi rmative action rcquirements: and,
The Contractor shall comply with all requiremens of applicable f'ederal.
state or locat laws or regulations issued pursuant thereto. relating to the
establishment of nondiscriminarory requirements in hiring and
employment pracdces and assuring lhe senice of all persons rvithout
discrimination as to.rn). person's race. color. religion. sex, Vietnam era
veteran's status. disabled veteran condition. physical or menhl handicap. or
nationa.l origin.
The panies agree rhat an;- dispute related to this Agreemenr shall first be submined to theCitl lvlanager and the Conractor's Representarive, and they,shall attempt to resol'e that
dispute. lf the citl Manager and contractor's Represenhrive are not able to resoh.e rhat
dispute. the dispute shall nexl be submitted to the ciry council and to rhe conrracror's
Representative. Those entities shall auempr to resol'e rhe dispute. lfthel.are not able to
resolve the dispure. the dispute shall be submined to mediation. The partiis shall agree on
one mediator. If mediarion is unable ro resolve rhe dispute, then eirhei party mal.taie such
legal action as they deem appropriate. The venue of an1, lawsuit related ro'this Agreement
shall be in Clallam Counq.,. Washington.
A.
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to the work performed for the City.3. workers' compensation coverage as required by the rndustriar rnsurances
laws of the Sute of Washington.
B. Minimum Amounts of Insurance
Contractor shall maintain the follo*ing insurance limits:
I . Auromobile Liability insurance with a minimum combined single limit tbrbodilt injury and properry damage of$1,000.000 per accidenr.
2. commercial General Liability insurance shalr be *ritten with rimirs no less
than $ I,000.000 each occurrence. $2.000,000 generat aggregate.
C. Other nsurance lslons
The insurance policies are to contain. or be endorsed to contain. the following provisions:
l. The contractor's insumnce coverage shall be primary insurance as respect
to the City. An1.' insumnce. self-insurance. or insurance pooi coue.age maintained b1i figcitv shall be excess of the Contractor's insurance and shall not contribute uith it.
2. The contracror's insurance shall be endorsed to state that coverage shall not
be cancelled by either party. except afler thirty (30y 6u". prior wrinen notice 6'y cenified
mail. retum receipt requested. has been given to the Ciry.
D. Acceotabilitt of tnsurers
Inlyance is to be placed with insurers w'ith a current A.M. Best rating of not less thanA:VII.
E. Veri ion ol'C
Contractor shall fumish the ciry with original cenificates and a copy'ofthe amendatorl
endorsements. including bur nor necessarill limited ro the additional insured endorsemeni.
evidencing the insurance requirements of the contractor before commencement of the
work.
10. olr.NLRSIIIP O I. I-IL:IIS PR ODUCED
All rights. including inrellectual property rights. udtings. programs. data. records.
documents. exhibits. photographic negatives. presentations. or othei materials ofanv kind
or nature prepared b,v the contractor in connection with the performance ofthis Agreement
shall be the sole and absolute propert)' ofrhe cirl' and conititute '.work made foi hire" as
l
that phrase is used in federal and/or stare intellectual propeny lau.s. An1. signs purchased
or prepared by the Contractor in connection with the performance of thii Alreement shall
also be the xrle and absolute property of the Cit1..
LJpon termination or the expiry of this Agreement. the Contractor agrees to immediately
deli'er ro city. all rights. including inrellectual property rights. writings. programs. data-
records. documents. exhibits, phbtographic negarives. presentations. *eb sites and web
domain names. and other materials ofany kind or nature prepared for or by. the Contractor
in connection with rhe performance of this Agreement. ail such marerial slall be delivered
to rhe cil)' and received by the clrY prior ro transmittal of final payment to the conrractor.
The panies agree that this contract is the complete exprcssion ofthe terms hereto and an'oral representation or understanding not incorporated herein is excluded. Further. ani
modification oithis Contract shall be in r.rriting and signed by both panies.
lN WTINESS wHEREoF- the panies hercto caused $is contract ro be executed the day and year
first herein above wrinen.
I I. ENTI RLCO\CT.
CITY OF'PORT ANGELES PORT ANGELES REGIONAL CHAMBER
OF COMMERCE
Br Br':
uti\ e Director
ATTEST:.\PP OVED AS TO F RIVI:
ennt eneklascn. Cirl. Clerk tvV lliam E. Bloor Citl'Attomey
AGRI f MFNI S&C()NTRA( Is:016 Agrmts&Cootr&1s( l|s nbe, tounsrn paonorim aarEma tor2Ol7d(.rll it
EXHIBII'A
Port Angeles Regional Chamber of Commerce
Tourism Promotion 2017
Scope of Work
Porl Angeles Visitor Center Operations.
Some of the results ofthis project that we envision include:
' Udated ourside signage for the Visitor center. including internationar symbol
slgns
' Design and printing of a Port Angeres Informarion brochure. *ith useful
inlormation visitors oflen ask the most aboul including popular activities. sites
to visir. local facts and stories. an attractir€ downtown ietail map. and special
inlercst topics.. This effon will require several steps, from design ro printing. and is
expected to last about ttree months. fortowing rebranding. Note:-this does
not conllict or overlap with rhe Vertigo Marketing brochure. which is
designed to attract visitors to pon Angeres. Rather. this will be designed to
help visitors once they've made that decision and are either here. o. iruking
plans to come here.. Corresponding updates to the wur*,.mrlangeles.orc website
The Pon Angeles Visitor Center is already one of the busiest destinations for touris6 in all of
Westem Washington. with nearly 60.000 visitors expected to be served by this facility in the 2016
calendar year. This branding update. together with its supporting promotional materials. will
improve the visitor experience in pon Angeles. with targeted mapping. activiq menus. and other
updated visitor information materials-making them more accessible and improving their
usefulness. our strateg)i is for visitors ro become our ambassadors -either by *.uy of d."ilding rostal the nighr (if they haven'r fuadr'). retum and stay. anolher time. or pasiing along their
experience ro others who visir and sta1.. we are requesring $10.000 ro help tundlhis;ivir).
expecting the total cosr of this project to easill exceed $10,000. and potentialll. receir ing
supponing funds from other sources. But the decision abour total investmeniand effort to suppon
this activiry- will hinge in pan on whether this request is funded.
Scope of Work - Pg. I
The Pon Angeles Regional Chamber ol commerce. which operates the pon Angeles Visitor
Center on behalfofthe cit5 ofPon Angeles. will undertake a rebranding project in the beginning
months of 2017. in order to update information provided to visitors, make the Visitor Cenrer
opemtions more accessible and recognizable, and improve the visitor experience. especialS. lbr
visitors from afar. u'ho are unfamiliar *ith our area and have man.v questions. Much of the work
required for this project will be completed intemalll'to save on costs. but there *.ill be significant
expenses for materials. design. prinring. and signage as a pan of this project. This funding requesr
is made to help fund some ofthe cosls of those expenses.
2. 2017 Olympic Peninsula Tourism Summit - pon Angeles.
The Ol1'mpic Peninsula Tourism Coalition IOpTC) hosts a Tourism Summir each year. during rhe
shoulder season (october or November) w'hich is attended by summit participants and tourism
vendors from around the region. Although rhe Tourism Summit used ro L n"ti in port Angeles.
for the past fe* years ir has been held at Forr worden, in pon Townsend. The oprC ana *rJcityof Pon Angeles have agreed ro hold the 2017 Tourism Summir in pon Angeles, wirh rhe pon
Angeles Regional Chamber of Commerce as the main organizer. The Tourism
Summit has. in the past. been a one{ay event. bul this year that has been expanded to one-and-a-
half days. and for 2017, we *ould like to organize a two{ay Tourism Summit. ln addition ro
building more content into the Tourism Summit. u,e would also like to increase anendance -liom
the normal l0o- 150. ro more than 250 attendees -many of rhem staying ovemighr in pon Angeles
hotels. In order to meet our goals. we u'ilt need to increase our markering efforts tbr the Tourism
Summit. as r,lell as help pay for an event organizer to manage the event.
we are requesting $6.000 to pay for marketing the Tourism summir. as well as partially funding
the cost oforganizing the event.
Scope ol Work - Pg. 2