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Home My WebLink AboutReg 2005-11-21 Item 8 - Interlocal Agreement - Seattle Southside Visitor Services with City of Des Moines COUNCIL AGENDA SYNOPSIS J `�ti 'S Irntzals ITEM No. P 1k' i iVleetzngDate Prepaiecl by Mayor's ?may 1 Council zeuew 1 0 4 11/21/05 KK t rS s o 1 1908 1 1 ITEM INFORMATION CAS NUMBER 05-150 I ORIGINAL'AGENDA DATE: NOVEMBER 21, 2005 AGENDA ITEM TITLE Interlocal Agreement with the City of Des Moines re: Tukwila /Seattle Southside Visitor Services CATEGORY Discussion Motion Resolution Ordinance Bid A yard Public Heanng Other MtgDate IYltgDate 11/21/05 MtgDate MtgDate MtgDate MtgDate ,YltgDate SPONSOR Council Mayor A dmS s DCD Finance Fri Legal P& R PW I SPONSOR'S At its meeting on Nov. 3, 2005, the Tukwila Lodging Tax Advisory Committee unanimously SUMMARY recommended that Tukwila enter into a three year Interlocal Agreement with the City of Des Moines for tourism promotion services. This agreement is similar to the agreement for tourism promotion services with the City of Kent. Des Moines will commit 100% of their lodging tax revenue estimated to be $10,000 annually for the three year period. REVIEWED BY COW Mtg. CA&P Cmte F&S Cmte Transportation Cmte Utilities Cmte Arts Comm. Parks Comm. Planning Comm. DATE: 11/21/05 RE COMMENDATIONS: SPONSOR/ADMIN. Accept Interlocal Agreement and authorize Mayor's signature. COM v ITIEE COST IMPACT FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $0 $0 Fund Source Comments 1 MTG. DATE I RECORD OF COUNCIL ACTION 1 11/21/05 1 1 MTG. DATE I ATTACHMENTS 11/21/05 Memo dated 11 -17 -05 from Economic Development Administrator (Derek Speck) Proposed interlocal agreement City of Tukwila Steven M Mullet, Mayor Office of the Mayor 6200 Southcenter Boulevard Tukwila, W A 98188 www cl.tukwila.wa.us FROM Mayor Steve Mullet Economic Development Administrator.CCS TO' DATE: November 17, 2005 SUBJECT Interlocal Agreement with the City of Des Moines for Tourism ISSUE Executing an interlocal agreement with the City of Des Moines to include them in Seattle Southside Visitor Services (SSVS) BACKGROUND The City of Des Moines has expressed interest in participating in Seattle Southside Visitor Services At the City Council meeting on September 19, 2005, Katherine Kertzman reported that she was in discussions with the City of Des Moines on this issue On November 3, 2005, Katherine presented the main deal points to the City's Lodging Tax Advisory Committee (L TAC) and the L T AC unanimously recommended that this agreement be forwarded to City Council for consideration. DISCUSSION Partnering with the City of Des Moines is a good fit with Seattle Southside because we will be able to more strategically market South King County and its hotels, retail destinations and tourist attractions by including Des Moines' amenities such as the Des Moines Marina and Beach Park and its special events. The proposed agreement would continue for three years from January 1, 2006 and provides for the City of Des Moines to contribute 100% of its lodging tax revenue collected during that time (estimated to be $10,000 annually) As in the other interlocal agreements with Sea Tac and Kent, Tukwila will be the administrator of the agreement. This approach is consistent with the City's tourism promotion strategy as articulated in the City's Tourism Development Five Year Plan 2004-2008 RECOMMENDATION Approve the proposed interlocal agreement. INTERLOCAL AGREEMENT FOR TOURISM AND MARKETING SERVICES BETWEEN CITY OF TUK\VILA AND CITY OF DES MOINES This Interlocal Agreement made and entered into this _ day of , 2005, by and between the City of Tukwila a municipal corporation, hereinafter called "Tukwila" and the City of Des Moines, a municipal corporation, hereinafter called "Des Moines". RECITALS WHEREAS, Des Moines desires to purchase professional tourism & marketing services for the purpose of increasing awareness of Des Moines and the surrounding area as a tourist destination; WHEREAS, Tukwila is designated as the Administrator responsible for administering Interlocal agreements with the Cities of SeaTac and Kent to provide tourism and marketing services under the program name Seattle Southside Visitor Services ("SSVS"); WHEREAS, SSVS is willing to expand the scope of its existing tounsm and marketing services to include Des Moines; 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, Tukwila agrees to provide tourism and marketing services for Des Moines beginning January 1, 2006. This Interlocal Agreement shall be conducted under the program title of Seattle 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 linnted 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 of this agreement and in the "Seattle Southside Tourism Development 5 Year Plan," which is attached hereto as "Exhibit A" and incorporated herein by this reference. The marketing and media plans include budget information, INTERLOCAL AGREEMENT FOR TOURISM AND MARKETING SERVICES - 1 implementation schedules and evaluation strategies. Tulcwila is designated as the Administrator responsible for administering this joint agreement. SECTION TWO. CONTRIBUTIONS Program Expenses: As its proportionate share of SSVS' program commitments for the duration of this agreement (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), Des Moines will contribute 100% of its Hotel-Motel Tax revenue collected in 2006 through 2008. Tukwila will invoice Des Moines monthly. Uploading Expense: In addition, Des Moines will contribute a maximum of FIVE THOUSAND DOLLARS ($5,000.00) toward SSVS staff time to upload Des Moines hotel information into the SSVS web site and to create a listing of Des Moines hotels to insert in the vacation planner. Des Moines will pay Tulcwila at the completion of projects, estimated to be by Jan. 31,2006. Tulcwila will invoice Des Moines at the completion ofthis project. Des Moines Specific Projects: Des Moines will implement Des Moines specific projects. Des Moines will manage and assume 100% fmancial responsibility for all Des Moines specific tourism projects. At such time as Des Moines and Tulcwila mutually agree, Tulcwlla may advise or assist Des Moines. SECTION THREE. CONDUCT OF INTERLOCAL AGREEMENT Tukwila shall have the following responsibilities as administrator of this Interlocal Agreement. Tulcwila will: (a) conduct, manage, operate, and arrange all business affairs of the tourism and marketing services, hire 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 Des Moines tourism businesses into the existing SSVS Tourism Networking Committee, which will be known as Seattle Southside's Tourism Networking Committee for the purposes of creating awareness, support and participating in SSVS' various marketing activities. (c) regularly attend Des Moines's Lodging Tax Advisory Committee meeting. INTERLOCAL AGREEMENT FOR TOURISM AND MARKETING SERVICES - 2 (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, Kent Lodging Tax Advisory Committee and the Des Moines Lodging TaX Advisory Committee. (f) select subcontractors and vendors. (g) detennine and oversee creative production of all marketing materials. (h) incorporate Des Moines hotels, shopping destinations, restaurants, tourist attractions, key City venues and park and recreation facilities, and events into the SSVS vacation planner, web site, coupon book and restaurant concierge book. For non-hotel, non-major tourist attractions 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 SSVS office for tourism related businesses within Des Moines (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 Tukwila 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 nonnal business hours for inspection and examination by Des Moines. 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. IIIII IIIII IIIII INTERLOCAL AGREEMENT FOR TOURISM AND MARKETING SERVICES - 3 SECTION FIVE. TERM The effective date of the Interlocal Agreement shall be January 1, 2006, and this Interlocal Agreement shall continue in effect for a' period of three years from that date. On or before April 30, 2008, 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 Tukwila or Des Moines may tenninate this Interlocal Agreement with 60 days written notice prior to the beginning of each calendar year, however, should Des Moines initiate the tennination, Des Moines shall be responsible for paying 30% of its Hotel- Motel Tax revenue collected through 2008 as its proportionate share of SSVS' program commitments for any committed remaining office lease obligation and another 30% of its Hotel-Motel Tax revenue collected for any remaining annual media buy for the year the tennination is initiated. The agreement can also be tenninated at any time provided both parties are in agreement on the tenns of such termination. Tukwila maintains ownership of all capital assets at the tennination of this Interlocal Agreement. SECTION SEVEN HOLD HARMLESS AGREEMENT Tukwila and Des Moines agree that each party shall defend, indemnify, and hold hannless the other party and its officers, officials, agents employees, and volunteers from any and all claims, injuries, actions, damages, losses or lawsuits, including reasonable attorney's fees, which arise out of or are connected with any errors, omissions or negligent acts in the perfonnance of this Agreement. In witness whereof, the parties have executed this Interlocal Agreement at the day and year first above written. CITY OF TUKWILA CITY OF DES MOINES Steve Mullet, Mayor Anthony A. Piasecki Its City Manager By Direction of the Des Moines City of The Des Moines City Council in Open Pubhc Meeting on INTERLOCAL AGREEMENT FOR TOURISM AND MARKETING SERVICES - 4 Attest: Attest: , City Clerk Denis Staab, City Clerk Approved as to Form: Approved as to Form: , City Attorney Linda A. Marousek, City Attorney R:\VICKI\DOC\InterlocaIs\SeattIe Southside Visitor Services, Tourism & Marketing, 05-237.doc INTERLOCAL AGREEMENT FOR TOURISM AND MARKETING SERVICES - 5