HomeMy WebLinkAbout26-065 - Contract - Swift Group, Inc. - Contract - 2026 World Cup Event ManagementCity of Tukwila
• 6200 Southcenter Boulevard, Tukwila WA98188
D.
CONTRACT FOR SERVICES
Contract Number: 26-065
Council Approval 2/2/26
This Agreement is entered into by and between the City of Tukwila, Washington, a non -charter optional
municipal code city hereinafter referred to as "the City," and Swift Group, Inc., hereinafter referred to as "the
Contractor," whose principal office is located at 4111 East Madison Street, Suite #125, Seattle, WA 98112.
WHEREAS, the City has determined the need to have certain services performed for its citizens
but does not have the manpower or expertise to perform such services; and
WHEREAS, the City desires to have the Contractor perform such services pursuant to certain terms
and conditions; now, therefore,
IN CONSIDERATION OF the mutual benefits and conditions hereinafter contained, the parties
hereto agree as follows:
1. Scope and Schedule of Services to be Performed by Contractor. The Contractor shall perform
those services described on Exhibit A attached hereto and incorporated herein by this reference as if
fully set forth. In performing such services, the Contractor shall at all times comply with all Federal,
State, and local statutes, rules and ordinances applicable to the performance of such services and the
handling of any funds used in connection therewith. The Contractor shall request and obtain prior
written approval from the City if the scope or schedule is to be modified in any way.
2. Compensation and Method of Payment. The City shall pay the Contractor for services rendered
according to the rate and method set forth on Exhibit B attached hereto and incorporated herein by this
reference. The total amount to be paid shall not exceed $802,278.
3. Contractor Budget. The Contractor shall apply the funds received under this Agreement within the
maximum limits set forth in this Agreement. The Contractor shall request prior approval from the City
whenever the Contractor desires to amend its budget in any way.
4. Duration of Aareement. This Agreement shall be in full force and effect for a period commencing
February 3, 2026, and ending September 30, 2026, unless sooner terminated under the
provisions hereinafter specified.
5. Independent Contractor. Contractor and City agree that Contractor is an independent contractor with
respect to the services provided pursuant to this Agreement. Nothing in this Agreement shall be
considered to create the relationship of employer and employee between the parties hereto. Neither
Contractor nor any employee of Contractor shall be entitled to any benefits accorded City employees
by virtue of the services provided under this Agreement. The City shall not be responsible for
withholding or otherwise deducting federal income tax or social security or contributing to the State
Industrial Insurance Program, or otherwise assuming the duties of an employer with respect to the
Contractor, or any employee of the Contractor.
6. Indemnification. The Contractor shall defend, indemnify and hold the City, its officers, officials,
employees and volunteers harmless from any and all claims, injuries, damages, losses or suits
including attorney fees, arising out of or in connection with the performance of this Agreement, except
for injuries and damages caused by the sole negligence of the City.
Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115,
then, in the event of liability for damages arising out of bodily injury to persons or damages to property
caused by or resulting from the concurrent negligence of the Contractor and the City, its officers,
CA Revised May 2020 Page 1 of 13
officials, employees, and volunteers, the Contractor's liability hereunder shall be only to the extent of
the Contractor's negligence. It is further specifically and expressly understood that the indemnification
provided herein constitutes the Contractor's waiver of immunity under Industrial Insurance, Title 51
RCW, solely for the purposes of this indemnification. This waiver has been mutually negotiated by the
parties. The provisions of this section shall survive the expiration or termination of this Agreement.
7. Insurance. The Contractor shall procure and maintain for the duration of the Agreement, insurance
against claims for injuries to persons or damage to property which may arise from or in connection with
the performance of the work hereunder by the Contractor, their agents, representatives, employees or
subcontractors. Contractor's maintenance of insurance, its scope of coverage and limits as required
herein shall not be construed to limit the liability of the Contractor to the coverage provided by such
insurance, or otherwise limit the City's recourse to any remedy available at law or in equity.
A. Minimum Scope of Insurance. Contractor shall obtain insurance of the types and with the limits
described below:
1. Automobile Liability insurance with a minimum combined single limit for bodily injury and
property damage of $1,000,000 per accident. Automobile liability insurance shall cover all
owned, non -owned, hired and leased vehicles. Coverage shall be written on Insurance Services
Office (ISO) form CA 00 01 or a substitute form providing equivalent liability coverage. If
necessary, the policy shall be endorsed to provide contractual liability coverage.
2. Commercial General Liability insurance with limits no less than $3,000,000 each occurrence,
$5,000,000 general aggregate and $5,000,000 products -completed operations aggregate
limit. Commercial General Liability insurance shall be as least at broad as ISO occurrence
form CG 00 01 and shall cover liability arising from premises, operations, independent
contractors, products -completed operations, stop gap liability, personal injury and advertising
injury, and liability assumed under an insured contract. The Commercial General Liability
insurance shall be endorsed to provide a per project general aggregate limit using ISO form
CG 25 03 05 09 or an equivalent endorsement. There shall be no exclusion for liability
arising from explosion, collapse or underground property damage. The City shall be named
as an additional insured under the Contractor's Commercial General Liability insurance policy
with respect to the work performed for the City using ISO Additional Insured endorsement CG
20 10 10 01 and Additional Insured -Completed Operations endorsement CG 20 37 10 01 or
substitute endorsements providing at least as broad coverage. To obtain the required
amounts of liability coverage, the Contractor has the option of obtaining Excess Liability
coverage and/or an Umbrella policy, provided all other requirements of this Section 7 are met.
3. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of
Washington.
B. City Full Availability of Contractor Limits. If the Contractor maintains higher insurance limits
than the minimums shown above, the City shall be insured for the full available limits of Commercial
General and Excess or Umbrella liability maintained by the Contractor, irrespective of whether
such limits maintained by the Contractor are greater than those required by this Contract or whether
any certificate of insurance furnished to the City evidences limits of liability lower than those
maintained by the Contractor.
C. Other Insurance Provision. The Contractor's Automobile Liability and Commercial General
Liability insurance policies are to contain, or be endorsed to contain that they shall be primary
insurance with respect to the City. Any insurance, self-insurance, or insurance pool coverage
maintained by the City shall be excess of the Contractor's insurance and shall not contribute with
it.
D. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating
of not less than A: VII.
E. Verification of Coverage. Contractor shall furnish the City with original certificates and a copy of
CA Revised May 2020 Page 2 of 13
the amendatory endorsements, including but not necessarily limited to the additional insured
endorsement, evidencing the insurance requirements of the Contractor before commencement of
the work. Upon request by the City, the Contractor shall furnish certified copies of all required
insurance policies, including endorsements, required in this Agreement and evidence of all
subcontractors' coverage.
F. Subcontractors. The Contractor shall cause each and every Subcontractor to provide insurance
coverage that complies with all applicable requirements of the Contractor -provided insurance as
set forth herein, except the Contractor shall have sole responsibility for determining the limits of
coverage required to be obtained by Subcontractors. The Contractor shall ensure that the City is
an additional insured on each and every Subcontractor's Commercial General liability insurance
policy using an endorsement as least as broad as ISO CG 20 10 10 01 for ongoing operations and
CG 20 37 10 01 for completed operations.
G. Notice of Cancellation. The Contractor shall provide the City and all Additional Insureds for this
work with written notice of any policy cancellation, within two business days of their receipt of such
notice.
H. Failure to Maintain Insurance. Failure on the part of the Contractor to maintain the insurance as
required shall constitute a material breach of contract, upon which the City may, after giving five
business days notice to the Contractor to correct the breach, immediately terminate the contract
or, at its discretion, procure or renew such insurance and pay any and all premiums in connection
therewith, with any sums so expended to be repaid to the City on demand, or at the sole discretion
of the City, offset against funds due the Contractor from the City.
8. Record Keeping and Reporting.
A. The Contractor shall maintain accounts and records, including personnel, property, financial and
programmatic records which sufficiently and properly reflect all direct and indirect costs of any
nature expended and services performed in the performance of this Agreement and other such
records as may be deemed necessary by the City to ensure the performance of this Agreement.
B. These records shall be maintained for a period of seven (7) years after termination hereof unless
permission to destroy them is granted by the office of the archivist in accordance with RCW Chapter
40.14 and by the City.
9. Audits and Inspections. The records and documents with respect to all matters covered by this
Agreement shall be subject at all times to inspection, review or audit by law during the performance of
this Agreement.
10. Code of Conduct and Professional Standards
The Contractor, and any of their employees, agents, or subcontractors, shall conduct themselves in a
professional, safe, and respectful manner at all times while performing services under this Agreement or
while present on City property. The Contractor shall comply with all City policies, procedures, codes of
conduct, and safety rules applicable to City contractors and program instructors.
Prohibited conduct includes, but is not limited to:
• Aggressive, threatening, or hostile behavior
• Physical assault or unwanted physical contact
• Verbal abuse, harassment, or discrimination
• Sexual abuse,
• Theft, fraud, or misuse of City property
• Behavior that endangers participants, staff, or the public
• Conduct that damages the City's reputation or disrupts City operations
• Any actions inconsistent with the safe and effective delivery of the program
Violation of this section constitutes a material breach of the Agreement.
CA Revised May 2020 Page 3 of 13
11. Termination
A. Termination for Convenience (City).
The City may terminate this Agreement at any time and for any reason by providing thirty (30) days'
written notice to the Contractor.
B. Termination for Convenience (Contractor).
The Contractor may terminate this Agreement by providing thirty (30) days' written notice to the
City prior to the commencement of services.
C. Immediate Termination for Cause.
Notwithstanding the above, the City may immediately terminate this Agreement, without prior
notice, if:
• The Contractor violates Section 10 (Code of Conduct and Professional Standards);
• The Contractor engages in misconduct, unsafe behavior, or negligent performance;
• The Contractor's conduct poses, or is reasonably believed to pose, a threat to the safety,
well-being, or experience of participants, staff, or the public;
• The Contractor commits any act that materially impairs their ability to perform the
services under this Agreement;
• Failure to provide products or services on schedule; or
• Contractor's insurance coverage is canceled for any reason.
Upon immediate termination for cause, no additional notice period shall be required.
D. Compensation Upon Termination.
In the event of termination, the Contractor shall be paid only for services properly performed prior to
the effective date of termination, and for reimbursable expenses previously authorized in writing. All
such compensation may be subject to reimbursement as set forth in Exhibit B to this Agreement.
Compensation shall not exceed the maximum amount specified in this Agreement.
12. Discrimination Prohibited. The Consultant, with regard to the work performed by it under this
Agreement, will not discriminate on the grounds of race, religion, creed, color, national origin, age,
veteran status, sex, sexual orientation, gender identity, marital status, political affiliation, the
presence of any disability, or any other protected class status under state or federal law, in the
selection and retention of employees or procurement of materials or supplies.
13. Assianment and Subcontract. The Contractor shall not assign or subcontract any portion of the
services contemplated by this Agreement without the written consent of the City.
14. Entire Agreement: Modification. This Agreement, together with attachments or addenda, represents
the entire and integrated Agreement between the City and the Contractor and supersedes all prior
negotiations, representations, or agreements written or oral. No amendment or modification of this
Agreement shall be of any force or effect unless it is in writing and signed by the parties.
15. Severability and Survival. If any term, condition or provision of this Agreement is declared void or
unenforceable or limited in its application or effect, such event shall not affect any other provisions
hereof and all other provisions shall remain fully enforceable. The provisions of this Agreement, which
by their sense and context are reasonably intended to survive the completion, expiration or cancellation
of this Agreement, shall survive termination of this Agreement.
16. Notices. Notices to the City of Tukwila shall be sent to the following address:
City Clerk, City of Tukwila
6200 Southcenter Blvd.
Tukwila, Washington 98188
CA Revised May 2020 Page 4 of 13
Notices to the Contractor shall be sent to the address provided by the Contractor upon the
signature line below.
17. Applicable Law: Venue: Attorney's Fees. This Agreement shall be governed by and construed in
accordance with the laws of the State of Washington. In the event any suit, arbitration, or other
proceeding is instituted to enforce any term of this Agreement, the parties specifically understand and
agree that venue shall be properly laid in King County, Washington. The prevailing party in any such
action shall be entitled to its attorney's fees and costs of suit.
DATED this 5th day of March _,2026 .
CITY OF TUKWILA CONTRACTOR:
Signed by: II
By
BM Thomas McLeod, Mayor
ATTEST/AUTHENTICATED:
Signed by:
EBD�4'F'FG;484 ...
Andy Youn-Barnett, City Clerk
APPROVED AS TO FORM:
Signed by:
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Office of the City Attorney
Printed Name: Becki Culbert
Title: Principal
Address: 4111 E Madison #125 Seattle WA 98112
CA Revised May 2020 Page 5 of 13
Exhibit "A"
Scope of Service
City of Tukwila World Cup 2026 Event Project Planning, Support and Delivery
I. Project Overview
Contractor will serve as an event producer to deliver a series of engaging, community -focused events
in Tukwila during the FIFA World Cup 2026and related promotional campaigns.
II. Key Events for Swift to Deliver for City of Tukwila
Contractor is responsible for delivering three specific events for the 2026 World Cup for the City of
Tukwila. The events are the Southcenter Block Party, Westfield Southcenter Viewing Lounge, and
Westfield Southcenter Turf Fest, further discussed below. Contractor's role is to serve as the lead in the
planning, delivery, and execution of the events. Contractor shall be responsible for all third -party
support needed to deliver the specific events (experiences), including but not limited to: identify and
execute contracts, vendors, location, staffing, entertainment, food trucks, and food vendors to support
the activations for the 2026 World Cup, as needed. Contractor shall also be responsible for taking down
following conclusion of the events.
a. Southcenter Block Party
Summary: The City will host a large public event in the Southcenter District at or near Westfield
Southcenter Mall. The block party may be located on the City's right of way and/or on adjacent
private property. The event will attract visitors to the area and promote Tukwila and the upcoming
World Cup events in the region. The Block Party will feature food trucks offering a variety of
international cuisines, live music, performance, and dancing. The event will culminate with a
signature World Dance event, which will feature dance performances and lessons for attendees.
i. Date: June 13, 2026
ii. Southcenter Venue: The Southcenter Block party shall be located in the
Southcenter District near Westfield Southcenter and could include using adjacent
public streets.
iii. Timing/Duration: At least a nine (9) hour event, with the exact start and end times to
be determined through the planning process.
iv. Logistics and Setup: Contractor is solely responsible for all logistics for the block
party including securing all staffing, traffic control & pedestrian safety infrastructure,
food, beer garden services, security, entertainment (including dance), set up and
take down, custodial service, and other logistical requirements to operation of the
block party.
v. Format: All -day block party celebration for Tukwila residents and visitors in the
Southcenter District for Tukwila residents and visitors leading up to the World Cup in
2026.
vi. Activities: Activities might include, but are not limited to, food trucks, beer garden for
adults, family -friendly activities, dance lessons, musical and dance performances.
Contractor is responsible for procuring (contracting) all vendors, support services,
security, and third party services for the Block Party and World Dance party.
vii. Licensing and Permits: Contractor shall obtain the required licenses to stream the
World Cup matches. Contractor shall also obtain all required permits from the City of
Tukwila Department of Community Development, City of Tukwila Public Works,
Puget Sound Fire, and/or any other governmental entity with permit authority for the
event.
CA Revised May 2020 Page 6 of 13
b. Westfield Soccer Viewing Lounge
Summary: Instead of a traditional outdoor viewing party, the City intends to create an indoor
viewing lounge in the old Sear's building space at Westfield Southcenter.
i. Date(s): June 11, 2026 through July 19, 2026.
ii. Timing/Duration: All World Cup games during normal operations of the mall (Monday -
Saturday, 10:00 AM — 9:00 PM; Sunday, 11:00 AM — 7:00 PM).
iii. Westfield Soccer Viewing Lounge Venue Matches will be screened in the viewing
lounge on the 2nd story of the old Sears (the "Viewing Venue").
iv. Format: The Viewing Venue will have seating and standing areas, and will include
multiple TVs and large screen displays. Note: This will be free and open to the public,
with no commercial activity (no sale of food or beverages) in the lounge, but guests
may bring outside food and beverages into the lounge.
The viewing venue will have two specific formats:
Passive Viewing. The Venue will be open to members of the public to watch
select World Cup matches. Games viewed may be in the Seattle area or any
other FIFA match taking place for the 2026 World Cup.
• Soccer Celebration. On select games, to be mutually agreed by the City and
Contractor, the Venue will include more festive activities to celebrate soccer, the
World Cup, and the Tukwila community. The soccer celebrations could include
DJ, host, fun contests, and other activities create celebration like event.
Logistics and Setup: Contractor shall be responsible for setting up the physical set up
of the Venue which would include multiple TVs and large screens for viewing of World
Cup matches during the World Cup. Multilingual broadcast options to increase
accessibility shall be provided, if possible. Contractor is required for securing all staffing,
security, entertainment, DJs, custodial service, and other logistical requirements to
operate the space.
vi. Licensing and Permits: Contractor shall obtain the required licenses to stream the
World Cup matches. Contractor shall also obtain all required permits from the City of
Tukwila Department of Community Development, City of Tukwila Public Works, Puget
Sound Fire, and/or any other governmental entity with permit authority for the event.
C. Outdoor activations at mall (Tentative Dates)
Contractor shall organize a "Turf Fest" at Westfield Southcenter on mutually agreed dates during the
World Cup. Space, including mini -soccer fields, is to be provided by Westfield Southcenter.
Contractor's role shall be as followed:
Organize fun, safe, and inclusive soccer activities on the soccer mini -pitches.
Provide a DJ or other musical experiences.
ii. Provide staffing, including security.
iii. Secure food trucks or other food vendors for the space.
iv. Secure and activate other fun activities for the "Turf Fest" which might include, but is
not limited to, bubble Soccer, inflatable Foosball, inflatable Billiards (soccer style),
beach Volleyball with Giant Inflatable Soccer Ball , flag -making & scarf Decorating
Stations, flags of Nations Parade (first match only). To reduce costs, the City may
CA Revised May 2020 Page 7 of 13
allow Contractor to use some city activities and requirement in the City's possession
for the Turf Fest.
v. Coordinate and contract with Westfield Southcenter for the space.
III. Regional Marketing Events
Summary: Contractor will secure marketing opportunities at Westfield Southcenter to promote the
activations listed above.
Concept Highlights:
• Timing: February through July 2026
• Marketing Opportunities: Contractor will secure and produce indoor and outdoor signage at and
near Westfield Southcenter, secure local athlete engagement, and/or and other marketing activities
to promote the event. The design of all signage to be approved by the City and utilize official City
adopted branding for the World Cup.
IV. Planning Activities to be Provided bV Contractor
To accomplish the activations and the regional marketing events outlined above, Swift Group will provide
approximately nine months of planning and staffing for the City of Tukwila to prepare and plan for the FIFA
World Cup activities.
a. Description of Deliverables
Swift Group will provide comprehensive event planning for the City of Tukwila's 2026 World Cup initiatives,
including:
Master Planning
Develop a Master Activation Plan for the Activations and regional marketing events outlined above.
ii. Produce Workback Schedule & Milestone Tracking
Build a timeline aligned with key FIFA match dates and city objectives, incorporating vendor deadlines,
permitting, and promotional rollouts.
iii. Budgeting & Cost Estimates
Provide detailed cost projections for each activation (e.g., World Dance Block Party, Viewing Lounge,
Turf Fest, and Teaser Promotions), including contingency planning for scope changes.
iv. Project Management
Provide overall project management to the City to support the City's World Cup initiative.
v. Sponsorship & Partnership Program
Design tiered sponsorship packages and identify partnership opportunities for the city to possibly
secure with local businesses, sporting brands, and community organizations. Sponsorship and
partnerships for the Westfield Soccer Viewing Lounge will be subject to any restrictions placed by FIFA
regarding public viewing of 2026 FIFA World Cup games.
vi. Creative Development & Marketing Strategy
Collaborate with City stakeholders and True Blue to develop teaser campaigns, countdown activations,
branded signage, and influencer engagement. True Blue will provide overall marketing and creative
support for the City's entire World Cup activities. Swift will coordinate marketing activities at Westfield
Southcenter and also make recommendations for promoting the Southcenter Block party and Westfield
Soccer Viewing Lounge within the greater Seattle Area. True Blue to provide branding and creative
services for any marketing collateral.
CA Revised May 2020 Page 8 of 13
vii. Venue & Vendor Management
Identify and when necessary secure space for the events outlined above. (e.g., Sears Building space at
Westfield Southcenter Mall) and secure and manage all necessary contracts for staging, lighting, video
displays, furniture, furnishings, custodial/janitorial, maintenance/repair, catering, onsite entertainment,
and other related technical installations.
All contracts between Swift and any vendor or subcontractor shall require insurance coverage as set
forth in Section 7 of this Agreement
viii. Roles & Responsibilities Alignment
Define responsibilities across Swift Group, City departments, Parks & Recreation, and mall personnel,
and volunteers for City review and approval.
ix. Event Production & Onsite Management
Oversee logistics for major activations, including viewing lounge (June—July 2026), block party (June
13), and ancillary events at soccer pitches. Secure and execute contracts as needed, including for
staffing, security, janitorial services, DJs, entertainment, and other operational activities for the events
outlined above. Soccer pitches at Westfield Southcenter to be secured by others and is not the
responsibility of Swift.
x. Community Engagement Initiatives
Secure, activate, and operate family -friendly experiences (e.g., HD soccer simulator, scarf decorating,
prize wheels) and cultural elements (e.g., Flags of Nations Parade, dance lessons). Execute contracts
as needed.
xi. Weekly Planning Syncs & Reporting
Facilitate weekly meetings, provide progress updates, and deliver post -event ROI analysis and success
measurement reports.
xii. Risk Mitigation & Planning
Develop and implement a risk management plan for the events. Risk management plan to be reviewed
and approved by the City. The risk management plan to include provisions for security, safety of a
patrons and staff at all events reflected in this Scope of Work, including emergency and evacuation
procedures in the event of an active threat, fire alarm activation, civic unrest/disturbance, inclement
weather, natural disaster, etc.
xiii. Wrap Up Reporting & Meeting
Provide a detailed draft and final summary report for all World Cup events to the City of Tukwila that
includes:
Analysis of event outcomes against objectives and key performance indicators (KPI's). KPIs to
include:
■ Number of attendees
■ Number of partnerships.
• Examples of earned media.
• Online engagement.
o Provide copies of final payments showing zero balance to vendors hired by Contractor.
o Noteworthy logistical challenges, operational inefficiencies and audience engagement gaps
CA Revised May 2020 Page 9 of 13
0 Demonstration of Return on Investment (ROI)- tangible and intangible value of the event for
sponsors, stakeholders and the City
0 Attendance and Attendee Insights- track registration versus actual attendance, attendee
demographics, first-time versus returning participants, and engagement levels with sessions or
activities. Summarize survey responses, testimonials, sentiment analysis and recurring themes.
Highlight areas that were especially well-received and areas needing improvement.
0 Data driven insights to guide marketing, programming and operational decisions for future
events at Westfield Southcenter and the Southcenter District.
0 Financial Review- provide a detailed breakdown of expenditures and cost per attendee.
0 Sponsor and Exhibitor Impact- report on sponsor exposure, interactions and ROI. Compare
sponsor performance across tiers (do we have them?), and include qualitative feedback.
0 Include charts, graphs, photographs, news media, social media highlights and downloadable
survey data.
Initiative a post event/after-action meeting to present the preliminary draft report for City
consideration and review. Revise and finalize the report and submit to the City.
b. Term and Delivery
February 3, 2026 -July 30, 2026
General Provisions
A. Background Checks. Contractor shall be responsible to ensure that its employees and
contractors or sub -contractors who will interact with the public will undergo a background check.
The Contractor shall ensure that criminal background checks and professional reference checks
are conducted on all employees, volunteers, vendors, and independent contractors who may have
unsupervised access to vulnerable populations, in accordance with applicable state law. The
Contractor shall maintain documentation of such checks and provide evidence of compliance upon
request.
B. Ownership and Use of Documents. All documents, drawings, specifications and other materials
produced by Contractor in connection with the services rendered under this Agreement shall be
the property of the City whether the project for which they are made is executed or not, and the
City may use such materials in perpetuity. Contractor shall be permitted to retain copies, including
reproducible copies, of said documents, drawings, and specifications only for information, reference
and use in connection with Contractor's endeavors.
C. Contractor's Use of City Intellectual Property. Contractor will not use, reproduce, transmit, copy,
distribute, alter, modify, register, or incorporate any trademark, service mark, logo, seal, flag, official
insignia, name, icon, copyright, patent, design, or domain name of the City without prior written
permission of the City or its designated representative. Upon receipt of such permission, Contractor
shall coordinate all logo use with Brandon Miles, Director Strategic Initiatives and Government
Relations or designee.
D. Third Party Intellectual Property. Contractor shall at all times ensure compliance with restrictions
on the use of other parties' intellectual property, such as FIFA, the Seattle FIFA Organizing
Committee, and any soccer national team.
CA Revised May 2020 Page 10 of 13
Exhibit "B"
Compensation
The City shall pay the applicable fee associated with Swift's services and costs associated with event
production that Swift incurs to fulfil its obligations under this Agreement. Swift is solely responsible for the
management and payment of any and all third -party vendors hired to assist with event production.
Staffing Costs
Total anticipated staff costs for the Contractor's event planning are $415,000, as shown below. The City
shall pay the Contractor the flat fees for staffing shown in the table below on a monthly basis. Such
payment shall be made no more than thirty (30) days after completion of the relevant month. The City and
Contractor shall look for opportunities to reduce staff costs as appropriate. In the event of termination, the
City shall pay only for monthly staff costs previously incurred prior to termination.
Contractor Staffing
$0-$99K
Senior Event
Manager
Event
Manager
Event
Producer
Event Logistics
Support
Invoice
Amount
February
22,143.00
19,286.00
41,429.00
March
22,143.00
19,286.00
19,000.00
60,429.00
April
22,143.00
19,286.00
19,000.00
60,429.00
May
22,143.00
19,286.00
19,000.00
60,429.00
June
22,143.00
19,286.00
19,000.00
15,000.00
75,429.00
July
22,143.00
19,286.00
19,000.00
15,000.00
75,429.00
Totals:
132,858.00
1 115,716.00
1 95,000.001
30,000.001
373,574.00
The City shall only be required to make payment for the staff positions shown in the table above. To the
extent that the Contractor is required to hire staff to fill any of the positions shown in the table above as the
project progresses, the Contractor may not hire or assign any staff not shown in the table above without the
City's prior written consent.
Event Costs
The City shall pay for actual costs borne by the Contractor in the production of the events described in
Exhibit "A", plus a 15% service charge. All costs are to be pre -approved by the City prior to being incurred.
A conceptual budget is included with Exhibit "13-1," and the Contractor and City shall work to bring on third
party sponsors to reduce the City's financial contribution. If savings can be made through sponsorships,
scope reduction, vendor selection, or by other means, the City shall retain 100% of any projected savings.
The Contractor shall submit invoices and documentation on a monthly basis to the City for all event costs
incurred in the prior month and for which Contractor seeks reimbursement from the City. Upon certification
by the City that all submitted event costs are acceptable and were properly preapproved, the City shall
make payment to Contractor for event costs within thirty (30) days of receipt of such invoices and
documentation. A summary of the types of costs anticipated for each event is provided below
City shall also provide processing fee for all third -party invoices as follows:
Invoice Total
$0-$99K
$100-$249K
$250k -$500K
$501-$1 million
Processing Fee
15%
13%
10%
7%
Payment Conditioned on Performance
CA Revised May 2020 Page 11 of 13
All payments made by the City to the Contractor pursuant to this Agreement are conditioned upon the
Contractor's successful execution of the three key events listed in Section II of Exhibit A to this Agreement:
(1) Southcenter Block Party, (2) Westfield Soccer Viewing Lounge, and (3) Turf Fest. Payment for all costs
and services, including planning and promotional activities, shall be deemed fully earned only upon
substantial completion of the corresponding events. If any of the three events listed in Section II of Exhibit
A to the Agreement is not held or is materially incomplete due to Contractor's failure to perform, the City
may require reimbursement of amounts paid, as detailed below. If an event is partially completed,
reimbursement of costs and payments may be prorated based on the percentage of the event not
performed.
Reimbursement of Staffing Costs
If the Contractor fails to perform and/or execute any of the three events listed in Section II of Exhibit A to
this Agreement, any payments made for staff costs associated with such event(s) shall be deemed
unearned and shall be reimbursed to the City. The parties agree that the tracking and calculation of staff
time spent on each of the three events is impractical and administratively burdensome, and therefore, the
parties agree that staffing costs shall be reimbursable at the rates listed below. The parties agree that
these rates represent a reasonable estimate of the staffing costs attributable to each event:
Event
Percent of total staffing costs paid by the Cit
Southcenter Block Part
30%
Westfield Soccer Viewing Lounge
66%
Turf Fest
4%
Reimbursement of Event Costs
If the Contractor fails to perform and/or execute any of the three events listed in Section II of Exhibit A to
this Agreement, any payments made by the City to the Contractor for the costs of such event(s) shall be
deemed unearned and shall be reimbursed to the City. The amount reimbursable to the City under this
section shall be the actual amount paid by the City to the Contractor for the costs of the relevant event(s).
Force Majeure
The Contractor shall not be liable for reimbursement, repayment, or any other return of amounts paid by
the City for staffing costs or event costs under this Agreement if an event (or events) is (are) cancelled or
cannot be performed due to Force Majeure or at the direction or request of the City.
For purposes of this Agreement, "Force Majeure" means an event or circumstance beyond the reasonable
control of Contractor, including but not limited to acts of God, natural disasters, fire, flood, earthquake,
severe weather, epidemic or pandemic, public health emergency, war, terrorism, civil unrest, labor disputes
not involving Contractor, governmental orders or regulations, or failure of utilities or transportation systems.
In the event of cancellation due to Force Majeure or City direction, the Contractor shall promptly notify the
City and shall use commercially reasonable efforts to mitigate costs and minimize any further expenditures
related to the event.
CA Revised May 2020 Page 12 of 13
City of Tukwila World Cup 2026 Event & Operational Costs
Exhibit B.1, Conceptual Budget
CA Revised May 2020 Page 13 of 13
Operational Costs
Vendor
Description
Amount
World Block Party
Decor
PJ Hummel
Lounge areas for soccer match viewing, multiple activations, and
relaxation
$80,000.00
Includes all operational, staffing, and event costs associated with the
events based on confirmed dates
AV
Flame Productions
4-6 screens to play soccer matches during World Cup with English and
Spanish available
$25,D00.00
$408,825.00
Security
Allied Universal
2 x Security guards for each event based on the confirmed schedule.
$8,000.00
Housekeeping
N -SI
Cleaning services for after each event based on the confirmed
schedule.
$5,000.00
Budgeted Amount
Staffing
Winston
Onsite support for viewing parties based on the confirmed schedule.
$8,500.00
Operations and Buildout:
$126,500.00
Activations
10
N
C
fV
3
Gl
C
3
Giveaway items
Soccer simulator
Halo
HD Sports Suite
Giveaway items could potentially include: hats, scarves, pins, refillable
water bottles (co -branded or branded)
Soccer simulator as potential activation during viewing party events
$45,000.00
$5,000.00
Aciviations:
$50,000.00
Marketing
Westfield Signage
True Blue
Assets displayed in Westfield South—ter mall
$50,000.00
Barricade Signage
National Barricade
Signage to be displayed on barricades outside of Sears
$5,000.00
Murals & columns
Arts Commission
Artwork on walls of Sears space and columns for World Cup
commissioned by City of Tukwila
$1,000.00
Content
Marketing
$56,000.00
Video production
Includes videographer and photographer onsite for viewing party
Flame Productions events to capture footage
$10,000.00
Post -production
Flame Productions
Includes editing assets for social media, promotional purposes, and
marketing
$5,000.00
Content:
$15,D00.00
Totalfor Viewing Parties
$247,500.00
15% Contigency
15%
$37,125.00
Total including Contingency
$284,625.00
World Block Party Event
Operational Costs
Stage
Flame
Includes lights, sound, labor
$30,000.00
Screen(s)
Flame
LED backdrop screen for stage
$10,000.00
Power
Flame
Generator (and backup)
$8,000.00
Beer Garden
Flame
Includes tent, high -boy tables, fencing, beer trailor
$10,000.00
TV Feed
Flame
Internet & setup to play game (hardire internet, satelie, comcast)
$5,000.00
Decor
Flame
Branded stage scrims, flags, etc.
$10,000.00
Forklift
Flame
Ready to move eco blocks, etc.
$1,000.00
Medical Tent
TBD
10x10 tent w/walls
$1,000.00
Security
TBD
4 security gaurds ($75 per hour * 10 hours each)
$3,000.00
Portable Restrooms
TBD
5 standard and 1 ADA ($150 per)
$1,000.00
Waste Management
TBD
Dumsters, garbage cans, recycling
$3,000.00
3
Activations
ti
Talent
Flame or Adam
DJ/Host (therefrom Ilam-IOpm; 11 hours)
$5,000.00
Talent
Flame or Adam
Bandl
$5,000.00
Talent
Flame or Adam
Bandl
$2,500.00
Talent
Flame or Adam
Band
$2,500.00
Giveaway items
TBD
Marketing
Flyers
to be available / handed out at the June 11 and 12 events (1,000)
$3,000.00
TBD
TBD
TBD
Total for Block Party
$100,000.00
15% Contingency
15%
$15,000.00
Total including Contingency
$115,000.00
Rave Soccer Pitch Activation
Soccer Pitch Costs
Activations
TBD
Placeholder for any potential activations on Rave Foundation pitches
$5,000.00
Staffing
Swift Group
Support staff for any activations during 7/11-7/13 window for pitches
$3,000.00
46
Total for Block Party
1
8,000.00
15% Contingency
15%
1
$1,200.00
Total including Contingency
I
i 1
$9,200.00
CA Revised May 2020 Page 13 of 13
Viewing Parties
Includes all operational, staffing, and event costs associated with these
events based on confirmed dates
$284,625.00
World Block Party
Includes all operational, staffing, and event costs associated with the
event based on confirmed date
$115,000.00
—
Soccer Pitches
Includes all operational, staffing, and event costs associated with the
events based on confirmed dates
$9,200.00
Grand Total
$408,825.00
Swift Surchage
15%
$61,323.75
Swfit Staff
$332,129.00
Budgeted Amount
$802,277.75
CA Revised May 2020 Page 13 of 13