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HomeMy WebLinkAbout26-159 - Contract - Wide World for Refugee - Sponsorship Agreement: World Refugee Day26-159 World Refugee Day, 2026 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 Wide World for Refugee, a 501(c)(3) entity ("Recipient") (collectively, "the Parties"). VVIIEREAS, the Recipient will hold the World Refugee Day at Foster High School on June 20 of 2026 ("Event"); and VMEREAS, the Event will be organized and operated by the Recipient; and VMEREAS, the City of Tukwila wishes to sponsor the Event in order to promote tourism and local businesses; and NOWTHEREFORE, 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: 1. Term. This Agreement begins upon mutual execution by the Parties and continues until June 20, 2026, unless earlier terminated as permitted herein. 2. Sponsorship Fee. In consideration for the benefits described in this Agreement, the City will pay the Recipient a sponsorship fee ("Sponsorship Fee"), outlined in Attachment "A' ofthis 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 International Rescue Committee. Through this Agreement, the City's role is limited to a financial sponsor. The City shall contribute $5,000 towards the event budget as well as leverage their network with local officials to represent the area and attend the event. The City will utilize communication channels to engage city staff, local community-based organizations, and community members. 5. Payment of Sponsorship Fee. Recipient shall submit invoice and supporting documentation to the City as outlined in Attachment 'Wofthis Agreement. b. If the Event is cancelled and not re -scheduled for any reason, the City shall be entitled to a full refund of all Sponsorship Fees paid as ofthe date ofthe cancellation notice. WAR shall remit this refund to the City within [Number, e.g., 30] days of the cancellation notice. c. If any ofthe Event occurs outside the corporate boundaries of the City of Tukwila, the City shall not be responsible for payment ofthe Sponsorship Fee. Reimbursement to the City of any portion ofthe Sponsorship Fee shall be made within 30 days ofthe City's written notice of reimbursement to the Recipient. 6. The Recipient shall procure and maintain forthe duration ofthe 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 ofthe Recipient 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. Recipient shall obtain insurance ofthe types and with the limits described below: i. Commercial General Liability insurance with limits no less than $1,000,000 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 CG25 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 CG20 10 10 01 and Additional Insured - Completed Operations endorsement CG20 37 10 01 or substitute endorsements providing at least as broad coverage. 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 RCW4.24.115, 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. 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. 8. License of (Maty of Tukwila Tourism Marks. The City hereby grants to Recipient a worldwide, non-exclusive, non-transferrable, non -sub licensable and royalty free right and license to use its name, logo, wordmarks or other trademarks ("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 hereunder shall 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 manner for 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. Notices. All notices shall be sent in writing to the addresses listed in the signature blocks below, or to 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. Assin� ment. 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. GoverningLa wand 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 under this Agreement. Successorsand*sips No Third PartyBenefrciarres. 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 oftheParties. 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 respect to the Recipient, or any employee of the Recipient. g. Complete Jareement. 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 by this 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. WaiverandSavin s. 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 this Agreement for each party remain valid, binding and enforceable. CITYOF TUKWILA Signed by: re I6/10/2026 11:13 PM PDT A'S 79756FWMA8459... Brandon Miles, Director of Strategic Initiatives Mayor's Office Tukwila City Hall 6200 Southcenter Blvd. Tukwila, WA98188 APPROVED AS TO FORM BY CITY ASTTORNEY 6/9/26. APPROVAL ON FILE. RECIPIENT By:Ffined by: USLLLA, � 1 / 026 1 1:08 PM PDT 5E36739C579E4F8... Printed Name: Tshishiku Henry Title: Founder and CEO Address: 216 EGowe St 4154, Kent, WA98032 Attachment A World Refugee Day 2026 Compensation The City shall provide a sponsorship of $5,000 as agreed upon in the attached World Refugee Day 2026 Memorandum of Understanding. 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 21, 2026, 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 Icy 2026 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. Wide World for Refugee 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. World Refugee Day 2026 MOu IRC, KC LS, City of Tukwila, WWR Memorandum of Understanding between King County Library System, City of Tukwila, Wide World for Refugee and International Rescue Committee, Inc. 2 Term 2 Purpose 3 Collaboration 4 Areas of Partnership 4 International Rescue Committee 5 Wide World for Refugee 5 City of Tukwila 5 King County Library System 6 Responsibilities 6-7 Standards of Conduct 7 Equal Access to Services 7 No Joint Venture 7 Budget 7 Non -Binding 7-8 IN WITNESS WHEREOF, the Parties have caused their duly authorized representatives to enter into this MOU. 8 1 World Refugee Day 2026 MOu IRC, KCLS, City of Tukwila, WWR Memorandum of Understanding between King County Library System, City of Tukwila, Wide World for Refugee and International Rescue Committee, Inc. This memorandum of understanding ("MOU"), effective upon signature, is by and between • King County Library System ("KCLS"), an organization in Washington State having an address at 960 Newport Way NW, Issaquah, WA 98027 • City of Tukwila, a city in Washington State having an address at 6200 Southcenter Blvd, Tukwila, WA 98188 e Wide World for Refugee ("WWR"), a non-profit in Washington State having mailing address at 216 W Gowe ST 4154 Kent WA 98032 and physical address at 32275 32nd AVE S Federal Way WA 98001 • International Rescue Committee, Inc. In Washington ("IRC WA"), a not-for-profit corporation organized under the laws of the State of New York and a 501 (c)(3) tax exempt public charity, individually referred to as "Parry", and collectively "the Parties." • KCLS, City of Tukwila, WWR and IRC wish to memorialize their intent to collaborate with one another, with special focus on hosting the World Refugee Day event in June of 2026, supporting and enhancing each other's services. Term This MOU will become effective on the date of signing. The MOU will remain in effect unless terminated by one of the Parties until June 301h, 2026. This Agreement may be terminated at any time by either Parry upon 30 days written notice sending it to admin2wideworldforrefugee.com and copy other partners. Partnership Background World Refugee Day is an international observance designated by the United Nations to honor refugees around the globe. Observed annually on June 20, it recognizes the strength, courage, and resilience of people who have been forced to flee their home countries due to conflict or persecution. In 2022, Wide World for Refugee, led by Tshishiku Henry, initiated and hosted the first refugee - and immigrant -led World Refugee Day event with the support of the King County Library System (KCLS). The purpose of this event was to amplify refugee voices led by refugees themselves; center lived experience and create a unified space where refugees from diverse communities could share their stories and celebrate their resilience. 2 World Refugee Day 2026 MOU IRC, KCLS, City of Tukwila, WWR This initiative followed a presentation delivered by Wide World for Refugee, led by Tshishiku Henry, at the King County Refugee Forum, where he called upon organizations serving refugees and immigrants to collaborate on a single, collective event. The goal was to unite agencies, reduce duplication of efforts, and, most importantly, bring refugee communities together in one inclusive celebration. The 2022 event supported by KCLS was successful and laid the foundation for ongoing collaboration. Concurrently, the International Rescue Committee (IRC) was coordinating an event honoring World Refugee Day. In 2023, the IRC joined Wide World for Refugee and KCLS as organizing partners. Also in 2023, the City of Tukwila joined the partnership as Foster High School became the event venue. Tukwila has continued to support the event as the host city, ensuring continuity and sustained community engagement. Purpose The purpose of this Memorandum of Understanding (MOU) is to establish a framework for collaboration among participating organizations to collectively plan, fundraise for, and implement World Refugee Day in alignment with its founding vision outlined by Wide World for Refugee, led by Tshishiku Henry, at the King County Refugee Forum while balancing the contribution of every partner. Shared Vision and Principles All partners agree to uphold the following principles: • World Refugee Day shall remain refugee- and immigrant -led. • Refugee voices, leadership, and lived experiences shall be centered in all programming and decision-making processes. • This commitment shall remain in effect regardless of changes in organizational leadership, staffing, or partnership composition. • The partnership shall operate in good faith, with transparency and mutual accountability. • Wide World for Refugee retains stewardship of the World Refugee Day model, vision, and community -centered approach. Use or replication of the event framework outside this partnership shall require prior written consent from Wide World for Refugee e All current and future organizing organizations agree to uphold, maintain, and operate in alignment with the vision of World Refugee Day as outlined in the vision above. The event 3 World Refugee Day 2026 MOu IRC, KCLS, City of Tukwila, WWR shall continue to be championed by Wide World for Refugee as the founding organization of this initiative. Participation in this partnership constitutes acknowledgment of, and commitment to, preserving this vision in all planning, decision-making, and implementation activities. Partnership Participation and Withdrawal Participation in this partnership is voluntary. Any organization may withdraw from this MOU at any time by providing written notice to the organizing team, championed by Wide World for Refugee. Withdrawal shall be conducted in a manner that does not disrupt the event, compromise community trust, or undermine the founding vision described herein. Collaboration The goal of the partnership between KCLS, WWR, City of Tukwila and IRC WA are to jointly produce an annual celebration for refugees on/date decided upon for World Refugee Day. Areas of Partnership A partnership between IRC WA, KCLS, City of Tukwila & Wide World for Refugee to host World Refugee Day to: 1. Celebrate the vibrancy and diversity of refugees and the countries they are coming from and honors their contributions to our society. 2. Network, collaborate, and work together to raise awareness among our WA Community, Partners, and Refugee Led Organizations on issues affecting refugees and immigrants. 3. Build relationships by bringing the community together and building communities of belonging by sharing values, culture, and experiences. The purpose of this MOU is to identify and outline the operations and activities that KCLS, WWR, City of Tukwila and IRC WA intend to collaborate on. The Parties acknowledge mutual interest and overlap across a wide range of services and resources, and their intent to collaborate, as shown below. EI World Refugee Day 2026 MOU IRC, KC LS, City of Tukwila, WWR International Rescue Committee Due to reduced operational capacity, IBC's responsibilities are limited to those expressly stated in this Memorandum of Understanding (MOU). Tasks outside this defined scope will require support from other partnering entities. Given these capacity constraints, any project management functions previously performed by IRC need to be reassigned to another designated entity or individual to ensure alignment with IBC's defined responsibilities under the MOU. IRC will recruit volunteers from its established volunteer network based on the number of volunteers and timeslot requirements provided by the Project Manager (a non -IRC staff member). IRC will fill volunteer timeslots as requested but will not be responsible for assigning, supervising, or managing area leads or lead staff for event sections such as the Kid Zone, Decorations, Food, or similar areas. Volunteers will be supplied solely according to the direction of the designated Project Manager or partner leads. IRC will coordinate all pre -event volunteer communications, including distributing instructions on how volunteers can identify and locate their designated area leads. IRC will also host a virtual volunteer orientation to review the event layout, onsite procedures, and protocols related to potential immigration enforcement. Upon request, IRC may conduct background checks for volunteers assigned to the Kid Zone. IRC will support the development of print and digital event materials, including promotional flyers, sponsorship posters, event signage (e.g., food labels, area signs), T-shirts, stage banners, and volunteer badges. Additional materials may be produced depending on IBC's operational capacity and with adequate advance notice from project partners. Wide World for Refugee Wide World for Refugee shall utilize its organizational expertise to manage and coordinate all performance -related components of the WRD event. This responsibility includes securing the event venue, chairs, and tables; coordinating stage and sound system services; ensuring timely and appropriate payment to artists and vendors; and preparing and sharing detailed budget and financial reports with all partners organizations. City of Tukwila The City shall contribute $5,000 towards the event budget as well as leverage their network with local officials to represent the area and attend the event. The City will utilize communication channels to engage city staff, local community-based organizations, and community members. 5 World Refugee Day 2026 MOu IRC, KCLS, City of Tukwila, WWR King County Library System Printing flyers, banners, and coordinating with KCLS Foundation to bring donated books to give away at the event. contribute $5,000 towards the payment of the performers, a separate agreement will be made with WWR to ensure performers' payments are handled in accordance with KCLS guideline. KCLS will leverage their network to market and promote WRD event to the correct audience, mission -aligned organizations, and partners. Responsibilities • Monthly Meetings All Host Organizations will meet on a regular monthly manner and fully support the organizational, logistical, and creative ideas support that are needed in the organizing of the Event. These will change into weekly meetings a few months closer to the Event. Host organizers need to attend these routinely. • Marketing the Event Jointly All Host Organizations will jointly sell, promote, invite, and share the event flyers' content to ensure maximum attendance. • Soliciting Sponsors Together Host Organizations will solicit sponsors for the Event. This excludes the City of Tukwila and KCLS due to their internal policy • Staff Support Each parry provides staff support in the efficient running of their responsibility. • Setup & Clean Host Organizations will work jointly to set up and clean up the pre- and post -event. e Fulfill all Necessary Precautions (i.e. training, background checks, and vetting) for proper client safeguarding. e Confidentiality Protect Client Data at all times and ensure systems for storing and sharing client data meet all parties' regulations. e Leadership: Wide world for Refugee will be the primary point of contact for this partnership. Each organization can share information publicly while acknowledging working with other agencies • Equal Credit Give each other full credit for their role in execution of this MoU. • Use of Name or Logo Only with the Parties prior acknowledgement and consent. • Quality Control Not change or alter materials created by the other Parry without their permission. e Safeguarding All Parties agree to uphold the highest ethical standards of integrity, accountability, and transparency in the delivery of goods and services related to World Refugee Day. Each C. World Refugee Day 2026 MOU IRC, KC LS, City of Tukwila, WWR Parry shall follow its own safeguarding policies, procedures, and protocols for the protection of adults and children, ensuring compliance with applicable laws and regulations. For IRC, this includes adherence to its Behavior Protocol as outlined in the Adult Safeguarding Policy and Child Safeguarding Policy. All Parties commit to mutual cooperation and prompt communication in matters concerning safeguarding to ensure the safety and well-being of event participants and the community Standards of Conduct Where applicable, partners will respect each organization's internal policies while adhering to shared safeguarding standards Equal Access to Services All clients and community members, regardless of race, gender, ethnicity, or religion; and refrain from sharing or promoting client -facing materials that contain political or religious messages. No Joint Venture The Parties agree and acknowledge that each is working independently and that the Parties are not and will not become partners, agents, or principals of the other while this MOU is in effect. Nothing herein shall be deemed to create a joint venture, partnership, or agency between the Parties and neither IRC nor ICNA shall have the power to obligate or bind the other in any manner whatsoever. Budget Wide World for Refugee shall serve as the fiscal and operational lead for World Refugee Day, with responsibility to manage, disburse, and report on event -related expenditures in coordination with partner organizations. Where applicable partners can exchange funds. Each partner will promote in-kind support and sponsorship opportunities towards event expenses, including from their respective organization. Surplus funds from 2025 will be used for 2026 event expenses. Each year, the goal is to use all sponsorship contributions towards event expenses within the calendar year. Non -Binding It is expressly understood and agreed that this MOU memorializes the intent of the Parties, is not an obligation of funds, is non-binding, and that no enforceable liability or obligation of any 7 World Refugee Day 2026 MOu IRC, KC LS, City of Tukwila, WWR nature whatsoever is intended to be created between the Parties hereto. In the event the Parties desire to be legally bound and create enforceable obligations and liabilities, they agree to proceed in good faith toward negotiation and execution of a definitive agreement. IN WITNESS WHEREOF, the Parties have caused their duly authorized representatives to enter into this MOU. International Rescue Committee Inc. DocuSigned by: Signature: EDV3gjBS5E4B1—Name: Kathleen Title: Executive Director, IRC WA Date: 5/18/2026 19:53 AM PDT The City of Tukwila Signed by: Signature: bVhw kt()-S Name: Bran oris i�esAB459... Title: Director of Strategic Initiatives Date: 5/20/2026 19:31 AM PDT Wide World for Refugee Signed by: Signature: Name: Hens�hit�8 . Title: CEO, Founder Date: 5/20/2026 19:32 AM PDT King County Library System Signed by: Signature:E18E51IB93DO547E bw�(W(A A4 ,V . Name: Dominica Myers Title: Director of Equity and Social Impact Date: 5/12/2026 13:29 PM PDT ;