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HomeMy WebLinkAbout25-214 - Contract - International Rescue Committee - Sponsorship Agreement: World Refugee Day25-214 World Refugee Day, 2025 Council Approval N/A SPONSORSHIP AGREEMENT This Sponsorship Agreement (together with all attachments and exhibits, the "Agreement") is entered into by and between the City of Tukwila, a non -charter optional municipal code city (the "City") and the International Rescue Committee, a 501(c)(3) entity ("Recipient") (collectively, "the Parties"). RECITALS WHEREAS, the Recipient will hold the World Refugee Day at Foster High School on June 28 of 2025 ("Event"); and WHEREAS, the Event will be organized and operated bythe Recipient; and WHEREAS, the City of Tukwila wishes to sponsor the Event in order to promote tourism and local businesses; and NOW THEREFORE, in consideration of the terms and conditions set forth herein, and in the attachments incorporated and made a part hereof, the Parties agree as follows: AGREEMENT 1. Term. This Agreement begins upon mutual execution bythe Parties and continues until June 28, 2025, unless earlier terminated as permitted herein. 2. Sponsorship Fee. In consideration forthe benefits described in this Agreement, the City will pay the Recipient a sponsorship fee ("Sponsorship Fee"), outlined in Attachment "A" of this Agreement. 3. Additional Benefits to City. In addition to bringing the Event to the region, Recipient shall provide the benefits to the City, outlined in Attachment "B" of this Agreement. 4. Event Logistics. Recipient is solely responsible for payments to vendors and for the lead role in organizing and operating the Event. This Agreement creates no obligation on the City to manage the Event's payments to vendors. The planning, logistics, and/or operations is a partnership between the Parties and the King County Library System and Wide World for Refugees. Through this Agreement, the City's role is limited to a financial sponsor and assistance with planning, logistics, and/or operations for the Event. S. Payment of Sponsorship Fee. a. Recipient shall submit invoice and supporting documentation to the City as outlined in Attachment "A" of this Agreement. b. If the Event is canceled for any reason prior to completion of the Event, the City shall not be responsible for payment of the Sponsorship Fee and shall be entitled to reimbursement of any portion of the Sponsorship Fee paid prior to Event cancellation. Reimbursement to the City shall be made within 30 days of Event cancellation. c. If any of the Event occurs outsidethe corporate boundaries of the City of Tukwila, the Cityshall not be responsible for payment of the Sponsorship Fee. Reimbursement to the City of any portion of the Sponsorship Fee shall be madewithin 30 days of the City's written notice of reimbursement to the Recipient. 6. The Recipient shall procure and maintain forthe 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 Recipient, their agents, representatives, employees or subcontractors. Recipient's maintenance of insurance, its scope of coverage and limits as required herein shall not be construed to limit the liability of the Recipient to the coverage provided by such insurance, orotherwise limit the City's recourseto any remedy available at law or in equity. (a) Minimum Scope of Insurance. Recipientshall obtain insurance of the types and with the limits described below: i. 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 coverall 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. ii. Commercial General Liability insurance with limits no less than $2,000,000 each occurrence, $2,000,000 general aggregate and $2,000,000 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 Recipient's Commercial General Liability insurance policy with respect to the work performed for the City using ISO Additional Insured endorsement CG 2010 10 01 and Additional Insured - Completed Operations endorsement CG 20 3710 01 or substitute endorsements providing at least as broad coverage. iii. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. 7. Indemnification. Recipient shall defend, indemnify and hold the City, its officers, agents, 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 Event or Recipient's performance under this Agreement, except for injuries and damages caused by the sole negligence of the City. However, 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 Public Entity, its officers, officials, employees, and volunteers, the Contractor's liability hereunder shall be only to the extent of the Contractor's negligence. Itis 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. 8. License of City of Tukwila Tourism Marks. The City hereby grants to Recipient a worldwide, non-exclusive, non-transferrable, non-sublicensable and royalty free right and license to use its name, logo, wordmarks or othertrademarks ("City of Tukwila Tourism Marks") in promotional, advertising, commercial and marketing materials, in all formats and media including but not limited to digital, print, social media to support the Event and Recipient's engagement and involvement with the Event promotion and Recipient's obligations under this Agreement, in the form including colors and sizing provided by the City. Notwithstanding the foregoing, Recipient for purposes of performing its obligations hereundershall be permitted to warrant to third party service providers, providing direct services to the Event that it has the right to use City of Tukwila Marks. However, the scope of this license to Recipient shall be interpreted as limited to accomplishing the purposes set forth in this Agreement in support of the Event and for no other purpose. Recipient may not use the City of Tukwila Marks in any mannerfor any purpose without submitting such proposed use to the City for its prior written approval, which may not be unreasonably withheld, conditioned or delayed. The use of the official seal of the City of Tukwila by Recipient is not authorized under this agreement. 9. Miscellaneous. a. Notices.. All notices shall be sent in writing to the addresses listed in the signature blocks below, orto an address that may otherwise directed herein, and shall be deemed received on the third (3rd) day after deposit in mail. The parties also recognize and accept the sufficiency of electronic mail communications. All official notice sent through electronic communication shall be sent with a read receipt and shall be deemed received upon return of that read receipt notice. b. Police Powers. Nothing in this Agreement shall be interpreted to limit, restrict, or diminish the police powers of the City of Tukwila conveyed upon it by the State of Washington. c. Assignment. No party may assign any of its rights under this Agreement or delegate its performance under this Agreement, whether voluntarily or involuntarily, by merger, consolidation, dissolution, operation of law, or in any other manner, without the prior written consent of the other party, except as otherwise expressly agreed herein. d. Governing Law and Venue. All matters arising relating to this Agreement shall be governed and construed in accordance with the laws of the State of Washington without giving effect to any choice -of -law provision or rule. The state and federal courts of King County, Washington shall have the exclusive jurisdiction over the resolution of any disputes that arise underthis Agreement. Successors andAssians: No Third -Party Beneficiaries. This Agreement is legally binding upon and inures to the benefit of the parties and their permitted successors and assigns. No third party is intended to benefit from, nor may any third party seek to enforce, any of the terms of this Agreement. Relationship of the Parties. Recipient and City agree that Recipient 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 Recipient nor any employee of Recipient 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 respectto the Recipient, or any employee of the Recipient. g. Complete Agreement. This Agreement constitutes the final agreement between the parties. It is the complete and exclusive expression of the parties' agreement on the matters contained in this Agreement. All prior and contemporaneous negotiations and agreements between the parties on the matters contained in this Agreement are expressly merged into and superseded bythis Agreement. In entering into this Agreement, neither party has relied upon any statement, representation, warranty, or agreement by or from the other party except for those expressly contained herein. h. Amendment. The terms of this Agreement may not be modified or amended other than by a writing executed by both parties by their duly authorized representatives. Waiverond Savings. The failure of either party to enforce any of the provisions of this Agreement, or to exercise any option provided in this Agreement, or to require performance by the other party of any of the provisions in this Agreement, is not a present or future waiver of such provisions and does not affect the validity of this Agreement or the right of the other party to enforce each and every provision of this Agreement thereafter. The express waiver (whether one or more times) by either party of any provision, condition or requirement of this Agreement does not constitute a waiver of any future obligation to comply with such provision, condition or requirement. If any provision of this Agreement is determined to be invalid, illegal or unenforceable, the remaining provisions of this Agreement remain in full force if the essential terms and conditions of thisAgreement for each party remain valid, binding and enforceable, C 70VKWILA Brandon Miles, Director of Strategic Initiatives Mayor's Office Tukwila City Hall 6200 Southcenter Blvd. Tukwila, WA 98188 98148 RECIPIENT By: International Rescue Committee Printed Name: Kathleen Morris Title: Executive Director Address: 1200 S 192nd St, Suite 101, SeaTac, WA boXSIGN 4L6L67J4-4L783X7X Attachment A World Refugee Day 2025 Compensation The City shall provide a "Supporter" level sponsorship of $5,000 . Recipient shall provide an invoice in the amount $2,500 upon Agreement execution. Recipient shall provide a final invoice in the amount of $2,500 no sooner than June 30, 2025, The Recipient shall provide the following information to the City: 1. Total number of attendees at the Event. 2. Current W-9. 3. Examples of marketing materials used to promote the event. 4. Photos of the Event. The City shall provide payment within 14 -days of receipt of the invoice and documentation outlined above. Attachment B World Refugee Day 2025 Sponsor Benefits for City of Tukwila 1. The Event's primary venue must be held within the corporate boundaries of the City of Tukwila. 2. The City shall be listed as a sponsor on all digital and print assets promoting the Event. 3. The City shall be listed as a sponsor on the official website for the event, with a direct link provided to ExperienceTukwila.com. 4. The International Rescue Committee will follow/like the Experience Tukwila social media accounts. 5. The City shall receive two dedicated social media posts on Recipient's social media recognizing the City for its sponsorship. 6. Recipient and event partners shall draft and issue, after approval by the City, a press release highlighting the City's sponsorship. 7. In an announcement to attendees during the Event, Recipient shall include information about things to do in the City of Tukwila and include a link to ExperienceTukwila.com. I . Y f A. A f I PI W AI RESCUE �O.M,71rt INVOICE Date: 4/28/2025 Due Date: 5/15/2025 Bill To: Experience Tukwila Brandon Miles Brandon.Miles(&,TukwilaWA.gov Supporter" Sponsorship for World Refugee Day $5000 $5 elebration Event, June 28th, 2025, at Foster High chool. Total Du The funds frorn your sponsorship will go directly to supporting our World Refugee Day Event, making it a free event for local community members and refugees alike. As an esteemed supporter, you share our commitment to creating an environment where refugees can thrive and celebrate. Our World Refugee Day Event raises awareness that connects the community to local business, non -profits, and resources through a day of celebration. Payable To: EFT Check Bank Chase Bank Name International Rescue Address 110 BOX 182051 Committee in Washington C'Ok.1111KIS, ()11432 18-2051 Address 1200 S. 192nd St., Suite 101, SeaTac, WA 98148 Account International Rescue Committee, Name INC, Contact Jemma Kosalko, Routing # 021000021 Development Administrator Account # 61012590I5 LLOO 623-21015 Contact Kathleen Morris, Executive Director Jemina.kosalko@reSCLie.org 1 Kath leen. Morris@rescue, org 206-623-2105 Please notify us once the wire has been sent, and Memo: "V*'RD 2025- TR425" we will confirm receipt of funds.