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Home My WebLink AboutFS 2008-01-23 Item 2A - Interlocal Agreement - Tourism and Marketing Services with City of Kent TO: Mayor Finance and Safety Committee FROM: Tourism & Marketing Program Manager acs ~\L ~JL. January 16,2008 DATE: SUBJECT: Interlocal Agreement with the City of Kent for Tourism Services ISSUE This agenda item is to approve an interlocal agreement for Seattle Southside to provide tourism and marketing services to the City of Kent. BACKGROUND In 2004 the City of Kent entered into an agreement with Seattle Southside Visitor Services (SSVS) to purchase tourism and marketing services for the purpose of increasing awareness of Kent as a travel destination. SSVS is a cooperative tourism and marketing program bet\:veen the cities of Tukwila and SeaTac and administered by the City of Tukwila. SSVS also provides marketing services to the cities of Kent and Des Moines. The agreement with Kent had a three-year term that expired on December 31, 2007. It is time to renew the agreement. DISCUSSION The proposed agreement is very similar to the previous one. The most substantial change is the contract term, which is for one year commencing on January 1,2008. It shall renew for subsequent one-year terms unless otherwise terminated for cause or with 60 days notice. (See sections 4 and 6.) Kent's payment to SSVS will remain the same at $120,000 per year. The City's Lodging Tax Advisory Committee has reviewed the opportunity and recommends that it be renewed. FISCAL IMPACT Kent's annual operating budget of $120,000 was approved for SSVS in 2008. Both City Councils review this program annually as part of the Cities' regular budget process. This proposed agreement is already reflected in the City of Tukwila's 2008 budget and no additional budgetary authority is necessary. ATTACHMENTS Proposed Interlocal Agreement for Tourism and Marketing Services bet\:veen Seattle Southside Visitor Services and the City of Kent. RECOMMENDATION Authorize Mayor to sign the proposed interlocal agreement. mTERLOCALAGREEMENT FOR TOURISM AND MARKETING SERVICES BETWEEN SEATTLE SOUTHSIDE VISITOR SERVICES AND CITY OF KENT DRAFT THIS INTERLOCAL AGREEMENT ("Agreement") is made and entered into pursuant to the Interlocal Cooperation Act, Chapter 39.34 of the Revised Code of Washington, by and between Seattle Southside Visitor Services ("SSVS") and the City of Kent ("Kent"). RECITALS WHEREAS, SSVS is a cooperative tourism and marketing program between the cities of Tukwila and SeaTac, administered by the City of Tukwila; WHEREAS, Kent desires to acquire professional tourism and marketing services for the purpose of increasing awareness of Kent and its surrounding areas as tourist destinations; and WHEREAS, SSVS is willing to expand the scope of its existing tourism and marketing services to include Kent; NOW THEREFORE, in consideration of the mutual covenants contained in this agreement, the parties agree as follows: AGREEMENT 1. PURPOSE. The purpose of this Agreement is to include Kent in SSVS's tourism & marketing program to promote tourism in Kent. 2. SCOPE OF SERVICES. SSVS agrees to provide the following tourism & marketing services to Kent: a) Incorporate Kent's tourism businesses into the existing SSVS Tourism Networking Committee for the purposes of creating awareness, support, and participation in SSVS's various marketing activities. b) Facilitate input from Kent's tourism businesses for the purposes of developing, implementing, and evaluating annual marketing activities. c) Attend Kent's Lodging Tax Advisory Committee meetings. d) Submit quarterly reports to Kent's Lodging Tax Advisory Committee regarding marketing budget information, implementation schedules, and marketing strategies. e) Implement annual marketing and media plans incorporating Kent's tourism businesses. INTERLOCAL AGREEMENT FOR TOURlSM AND MARKETING SERVICES - 1 r\ DRAFT f) Incorporate Kent hotels, major tourist attractions, and Kent sponsored events and venues into SSVS's vacation planner, website, coupon book, and restaurant concierge book. Shopping destinations, restaurants, tourist attractions, and other tourism businesses located in Kent will be offered the opportunity to be included in these materials at their own cost. g) Create and distribute tourism materials, including but not limited to those identified in subsection (f) above, regarding Kent's tourism businesses. This scope of services shall not include implementation of 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.). 3. COMPENSATION. Kent shall pay an amount not to exceed $] 20,000.00 per year to be paid in monthly installments of $10,000.00. SSVS shall invoice Kent monthly with payment to be made within _ L-) days of Kent's receipt ofSSVS's invoice. 4. TERM. The term of this Agreement shall be for one year commencing on January I, 2008. The Agreement shall renew for subsequent one year terms until terminated as set forth in paragraph 6 below, if SSVS first gives ,<'.'ritten notice to renew at least sixty (60) days before the end of the current term, and if Kent provides its approval of the renewal request before the end of the current term. 5. RECORDS. SSVS shall maintain or cause to be maintained books of accounts concerning the services provided under this Agreement, in which books shall be entered, fully and accurately, each transaction pertaining to this Agreement. All the books will be open during normal business hours for inspection and examination by Kent. 6. TERMINATION. SSVS or Kent may terminate this Agreement in writing, with or without cause, upon giving at least sixty (60) days advance written notice. The terminating party shall be liable for its share of financial obligations entered into on its behalf prior to termination, including but not limited to rent obligations and media buys. 7. OWNERSHIP. SSVS shall maintain ownership of all property acquired pursuant to this Agreement. 8. AMENDMENT. This Agreement may be amended or modified in writing at any time with the mutual consent of both parties. 9. HOLD HARMLESS. 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. rNTERLOCAL AGREEMENT FOR TOURISM AND MARKETING SERVICES - 2 10. ADMINISTRATOR. The Administrator listed below shall be responsible for and shall be the contact person for all communications regarding the performance of this Agreement. Katherin Kertzman, Prg. Dir. 14220 Interurban Ave. S. #130 Seattle, WA 98168 Kent: Ben Wolters, Econ. Dev. DirectORAF T 220 4th Ave. S. Kent, W A 980320 SSVS: IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed, which shall become effective on the last date entered below. ~ Jim . HBggerton, Nayor Dated: Suzette Cooke, Mayor Dated; Attest: Attest: Jane Cantu, City Clerk Brenda Jacober, City Clerk Approved as to Form: Approved as to Form: ~~ City Attorney City Attorney P 'Co III"i'ti'Opc"oFilc(Jl2:1 r...111l17iS.SYSlnl<<icclAp2n~R=d1ir:.;:.d.x INTERLOCAL AGREEMENT FOR TOURISM AND MARKETING SERVICES - 3