HomeMy WebLinkAbout001511 Original ContractCity of Port Angeles
Record #001511
GRANT AGREEMENT
City of Port Angeles and
Olympic Peninsula Loop Culinary Tourism Association
This agreement is made between the City of Port Angeles ("City"), a municipal corporation and
non -charter code city of the State of Washington and Olympic Peninsula Loop Culinary
Tourism Association, a Washington Nonprofit Corporation, ("Grantee") for a grant of the
City's lodging tax funds.
In consideration of the benefits to be obtained through this agreement, the City and Grantee agree
to the following terms and conditions:
1. THE GRANT
The City grants to the Grantee the sum of $1,500.00 ("Grant") to be used entirely in support of the
Olympic Culinary Loop Map + Food Expo event held on January 1 — December 31, 2019
with a Food Expo on October 27, 2019 which is a special event designed to promote tourism as
described in Chapter 67.28 RCW ("Event"). The Grantee understands that the Grant is paid from
the City's lodging tax funds and must be used only for lodging -tax -eligible expenditures.
2. GRANTEE'S OBLIGATIONS
The Grantee will plan, organize, market, operate, and manage the Event in 2019 and is solely liable
and responsible for the Event. The City is not responsible for any aspect of the Event beyond
provision of this grant and does not participate in the planning, organization, marketing, operation
or management of the Event.
A Scope of Work detailing the Event is attached to this Agreement as Exhibit A.
3. PAYMENT
• Payments will be made to Grantee after each invoice with detailed eligible receipts being
presented to the City. The City will have one month to pay.
• All invoices must be submitted within sixty calendar days of the event or no later than
January 15 of the following year, whichever is earlier.
• A one -payment approach is preferred.
• The City will hold 5% of the grant until Exhibit B (see section 5.0 below) is complete and
returned to the City with Event results.
• Grantee will provide the City with a W-9.
• This agreement shall not be construed or deemed to be an agreement for the benefit of any
third party or parties, and no third party shall have any claim or right of action hereunder
for any cause whatsoever. The City has no obligation to pay the Grantee's creditors.
4. GENERAL CONDITIONS
A. General Compliance. The Grantee agrees to comply with all applicable Federal, state and
local laws, regulations, and policies, governing the Event and the funds provided under
this agreement.
B. Effective Date: Grants were approved by City Council on January 15, 2019, which is the
effective date of this agreement.
C. No Legal Relationship Created. The relationship between the parties is that of grantor and
grantee. Nothing contained in this agreement is intended to, or should be construed in any
manner, as creating or establishing other relationship between the parties.
D. Hold Harmless. The Grantee agrees to defend, indemnify and hold harmless the City, its
officers, officials, employees and volunteers from and against any and all claims, suits,
-1-
I
actions, or. hki I it ies for or death o I' an,, person, or for icess or clanialge to property,
which arises Gout of the Event or fi-orn anN acfla,it)- rvork' or thing, done. permitted. Or
sufkxed bGirantee, except 0rfl'V SUCh in
j ,ur', or darnage as shali hags been occ:asioned be,
the Sole nealleence of the tits.
The upon its sole deterinina.6on, rna\ suspend or
E, SL�S.�LLsgn or- 'T'errninatlon.
terminate thi,'., arcemenl i C the Grantee fiffls to cOMON Ns ith any term or prk),, isicxi of this
agreement,
ADMIAISTRAME REQI)IREMENT�
ADocumentation and Record KeLn
-L the Grantee GN ill maintain thorough records pertinent
to the activities to be funded under this agreement, incWding records adequate to docurnent
ffiat the funds rvere expended on lodaing-tax-eligible acti� ities,
B. Access to Records and Retention, - 11 such records shall be retained bly the Grantee for a
period of ovo years after the BentPhis mo year period nia~ be extended UpOn written
request ofthe C itN X11 such I-M)rds shall be made avai laNe to the C'it,,, upon request.
C , Re orting, 'The Grantee ack, ncr,s Wges that R0�, 67,28 � 18 1 6(21(c) requires it to report to
the City spe6fic inftirrna6on FoHw,rJng the conciusion of Event, 'rhe report rnust be in
the forrn and contain the information acceptable tcthe Joint I-egislati%,'e Audit and Re\ ier%
Committee, ['lie report to be completed is attached as Exhibit B, The Grantee shall prc)ide
that report to the City v6thin 30 days aflier the conclusion of'Ihe Ek,,erlt.
6 A V7WORITY TO EXECUTE
'File person signing this agreement on behaffof the Grantee represents and warrants that he or she
is dWy authorized to sign this agreement on behalf of the Grantee. and that the Grantee is bound
and obligated h-,, such signature fbr the uses and purposes stated herein
,7EATIRE A GREEMEN T
This docurnent states the entire agreement between the CitN and the Grantee for the use of funds
received Linder this aareernent and it supersedes all prior communications am"I proposals, whether
electronic, oral, or written between the Civ, and the Grantee with respect to thcs agreement,
IN AITNESS WHERL-OF, the Citi, and thy; Grantee have executed this agreerae"t as Of the date
and i ear last written helorr
CITY OF POR'r ANC'TLES
cit" Managet,
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%ViH'iarr E, Moon Cit N Attor e,
Exhibit V Fvent Finale Ot'W01'k
Exhibit B: Bent RMfltS Report
GR.AN'TEE,- ()Iympic Peninsula Loop
Culinary Tourism Association
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JLARC Lodging Tax Expenditure Report
Organization:
Acitivity Name:
Activity Type: Event/Festival
Start Date:
End Date:
Funds Requested:
Funds Awarded
,Total Activity
Attendance Information
Overall Attendance
Predicted:
Enter the total number of people predicted to attend this
Actual (Estimated):
activity, tha actual number of people who attended this activity,
and the method used to determine the attendance.
Method:
Please Explain:
Attendance, 50+ Miles
Predicted:
Enter the number of people who travelled greater than 50 miles
Actual (Estimated):
predicted to attend this activity, the actual number of people who
travelled greater than 50 miles to attend this activity, and the method
Method:
used to determine the attendance.
Please Explain:
Attendance, Out of State, Out of Country
Predicted:
Enter the number of people from outside the state and country
Actual (Estimated):
predicted to atend this activity, the actual bumber of people from
outside the state and country who attended this activity, and the
Method:
method used to determine the attendance.
Please Explain:
Attendance, Paid for Overnight Lodging
Predicted:
Enter the number of people predicted to attend this activity and pay for
overnight lodging, the actual number of people who attend this activity
Actual (Estimated):
and paid for overnight lodging, and select the method used to
Method:
determine the attendance.
Please Explain:
Attendance, Did Not Pay for Overnight Lodging
Predicted:
Enter the number of people predicted to attend this activity without
paying for overnight lodging, the actual number of people who attended
Actual (Estimated):
this activity without paying for overnight lodging, and the method used
Method:
to determine the attendance,
Please Explain:
Paid Lodging Nights
Predicted:
Total projected and estimated actual number of paid lodging night. One
Lodging Night = one or more persons occupying one room for one night.
Actual (Estimated):
Method:
Please Explain:
Under "Methodology' Please fill the left cell with one of the following:
"Direct Count", "Indirect Count", "Representative Survey","Structured Estimate", or "Other -please Explain"