012-17 - Port Orchard Chamber of Commerce - ContractRECEIVED
JAN 2 0 2017
CITY OF PORT ORCHARD
CITY CLERKS OFFICE
Contract No. 012-17
PROFESSIONAL SERVICES AGREEMENT FOR
TOURISM PROMOTION (LODGING TAX) SERVICES
This Professional Services Agreement ("Agreement') is made by and between the City of
Port Orchard, a Washington municipal corporation ("City"), and Port Orchard Chamber
of Commerce, a 501(c)6 corporation organized under the laws of the State of Washington,
doing business at: 1014 Bay Street #3, Port Orchard, WA 98366 (hereinafter the "Organization").
A. The City collects a lodging tax for the purpose of contracting through Port
Orchard Chamber of Commerce for tourism promotion, as allowed by RCW 67.28.1816, and
Port Orchard Chamber of Commerce has applied for the use of the revenues, also as allowed
by the same statute.
B. The Organization proposes to market for tourism and/or marketing and operations
of special events and festivals designed to attract tourists to the City of Port Orchard; and
C. In an effort to implement the City's wayfinding system to assure tourists are at the
correct community, the organization is authorized and encourage to use the City's wayfinding
logos in accordance with the City's graphic standards attached as exhibit D; and
D. The City agrees to contract with the Organization for this purpose under the terms
and conditions set forth below; NOW, THEREFORE, the Parties agree as follows:
Services.
The Organization agrees to promote tourism as defined in RCW 67.28.080(6) and as allowed
by RCW 67.28.1816 in the manner set out in the Lodging Tax Application, specifically Section 4,
attached hereto as Exhibit "A," and incorporated by this reference ("Services").
2. Term.
The term of this Agreement shall commence as of the date of the last authorizing signature
affixed hereto, and shall continue until the completion of the Services, but in any event no later than
December 31, 2017.
Termination.
A. Either party may terminate this Agreement for any reason whatsoever upon
giving the other party at least 90 days' prior written notice thereof. Any expenses incurred
prior to the date of termination but not submitted by the Organization may be submitted for
reimbursement by the Organization and reimbursed by the City of Port Orchard.
Port Orchard Chamber of Commerce Tourism Promotion Contract
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B. In situations other than as described in Subsection A above, the City of Port
Orchard shall have the right to terminate this Agreement or reduce the amount which it has
agreed to pay hereunder in the following circumstances: (1) In the event the City determines,
in its sole and absolute discretion, that tax revenues from the tax authorized by RCW
67.28.180 are insufficient to generate sufficient revenues for the City of Port Orchard to make
said payment, considering that other commitments for a portion of said funds have also been
made; (2) if the tax itself is repealed by appropriate authority; (3) in the event the funds paid
by the City to the Organization are not used in compliance with the provisions of this
agreement and/or Chapter 67.28 RCW, as determined by the City of Port Orchard or the State
of Washington; The City of Port Orchard shall have the discretion to determine the
appropriate allocation of such funds among those entities to which such conunitments have
been made for the funds subject to Chapter 67.28 RCW.
C. Notice of Termination. Either party may terminate this agreement for the
reasons set forth above, by written notice thereof to the other party. If termination is based on
the reasons in Section B(1) through (3), the termination may be effective immediately. Upon
such termination, the City of Port Orchard shall be under no further obligation to make
payments hereunder, except any expenses incurred prior to the date of termination, but not yet
submitted may be submitted by the Organization and shall be reimbursed by the City of Port
Orchard.
D. Non -Appropriation of Funds.
If sufficient funds are not appropriated or allocated for payment under this Agreement
for any future fiscal period, the City will not be obligated to continue the Agreement after the end
of the current fiscal period, and this Agreement will automatically terminate upon the
completion of all remaining Services for which funds are allocated. No- penalty or expense
shall accrue to the City in the event this provision applies.
4. Pam.
A. Total Payment. In consideration of the Organization's performance of the Services,
the City agrees to grant the Organization in an amount not to exceed Twenty Three Thousand
Eight Hundred and Seventy Dollars and No/100 ($23,870) as described below:
$1,620 — Seagull Calling Festival
$16,000 — Tourism Marketing Services
$6,250 — Tourism/Visitor Services
B. Method of Payment. Payment by the City for the Services will only be made after the
Services have been performed, and after the Organization has submitted a voucher or invoice to the
City using the form attached as Exhibit "B" and only after the same has been approved by the
appropriate City representative. The City shall pay invoices within thirty (30) days after receipt
of such voucher or invoice. Final invoices, along with any required reports, must be submitted to
Port Orchard Chamber of Commerce Tourism Promotion Contract
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the City by January 4, 2018, to avoid loss of funding.
C. Organization Responsible for Taxes. The Organization shall be solely responsible for
the payment of any taxes imposed by any lawful jurisdiction as a result of the payment by the City
for any Services under this Agreement.
5. Compliance with Laws.
The Organization shall comply with and perform the Services in accordance with applicable
federal, state, and City laws including, without limitation, City codes, ordinances, resolutions,
standards and policies, as now existing or as the same are hereafter adopted or amended.
6. Reporting Obligations.
Pursuant to RCW 67.28.1816 (2)(c)()i), the Organization must provide the City of Port Orchard a
report in a form labeled JLARC Municipality Report, attached as Exhibit "C, no later than January
31, 2018.
7. Independent Contractor
It is the intention and understanding of the Parties that the Organization shall be an
independent contractor in the performance of this Agreement and that the City shall be neither
liable nor obligated to pay the Organization sick leave, vacation pay, or any other benefit of
City employment, nor to pay any social security or other tax which may arise as an incident of
Cityemployment. The Organization shall pay all income and other taxes due. Industrial or any
other insurance that is purchased for the benefit of the City, regardless of, whether such may
provide a secondary or incidental benefit to the Organization, and the same shall not be deemed
to convert this Agreement to an employment contract.
8 Indemnification.
The Organization shall defend, indemnify and hold the City, its officers, officials, employees,
agents and volunteers harmless from any and all claims, injuries, damages, losses or suits,
including all legal costs and attorneys' 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 Organization
and the City, its officers, officials, employees, agents and volunteers, the Organization's
liability hereunder shall be only to the extent of the Organization's negligence. The provisions
of this section shall survive the expiration or termination of this Agreement.
Port Orchard Chamber of Commerce Tourism Promotion Contract
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IT IS FURTHER SPECIFICALLY AND EXPRESSLY UNDERSTOOD THAT THE
INDEMNIFICATION PROVIDED HEREIN CONSTITUTES THE ORGANIZATION'S
WAIVER OF IMMUNITY UNDER INDUSTRIAL INSURANCE, TITLE 51 RCW, SOLELY
FOR THE PURPOSES OF THIS INDEMNIFICATION. THE PARTIES FURTHER
ACKNOWLEDGE THAT THEY HAVE MUTUALLY NEGOTIATED THIS WAIVER. THE
ORGANIZATION's WAIVER OF IMMUNITY UNDER THE PROVISIONS OF THIS
SECTION DOES NOT INCLUDE, OR EXTEND TO. ANY CLAIMS BY THE
ORGANIZATION'S EMPLOYEES DIRECTLY AGAINST THE ORGANIZATION.
9 Insurance.
The Organization 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 Organization, its agents,
representatives, volunteers, or employees.
A. Minimum Scope of Insurance. Contractor The Organization shall obtain
insurance of the types described below:
1. Automobile Liability insurance as required covering 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 shall be written on ISO occurrence
form CG 00 01, or a substitute form providing equivalent liability coverage and shall
cover liability arising from premises, operations, independent contractors and personal
injury and advertising injury. The City shall be named by endorsement as an additional
insured under the Consultant's Commercial General Liability insurance policy with
respect to the work performed for the City.
3. Workers' Compensation coverage as required by the Industrial Insurance laws of the
State of Washington.
B. Minimum Amounts of Insurance. The Organization shall maintain the following
insurance limits
1. Automobile Liability insurance with a minimum combined single limit for bodily
injury and property damage of $1,000,000 per accident.
2. Commercial General Liability insurance shall be written with limits no less than
$1,000,000 each occurrence, $2,000,000 general aggregate.
C. Other Insurance Provisions. The insurance policies are to contain, or be endorsed to
contain, the following provisions for Automobile Liability, and Commercial General Liability
insurance:
1. The Organization's insurance coverage shall be primary insurance as respect
the City. Any insurance, self-insurance, or insurance pool coverage maintained by the
City shall be excess of the Organization's insurance and shall not contribute with it.
Port Orchard Chamber of Commerce Tourism Promotion Contract
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2. The Organization's insurance shall be endorsed to state that coverage shall
not be cancelled by either party, except after thirty (30) days prior written notice by
certified mail, return receipt requested, has been given to the City.
3. The City will not waive its right to subrogation against the Organization. The
Organization's insurance shall be endorsed acknowledging that the City will not waive
their right to subrogation. The Contractor's Organization's insurance shall be endorsed to
waive the right of subrogation against the City, or any self-insurance, or insurance pool
coverage maintained by the City.
4. If any coverage is written on a "claims made" basis, then a minimum of a three (3)
year extended reporting period shall be included with the claims made policy, and proof
of this extended reporting period provided to the City.
D. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M.
Best rating of not less than ANII.
E. Verification of Coverage. The Organization shall furnish the City with original
certificates and a copy of the amendatory endorsements, including but not necessarily limited to
the additional insured endorsement, evidencing the insurance requirements of the Contractor
Organization before commencement of the work.
10. Equal Opportunity Employer.
A. In all of the Organization's services, programs or activities, and all of the
Organization's hiring and employment made possible by or resulting from this Agreement, there
shall be no discrimination by the Organization or by the Organization's employees, agents,
subcontractors or representatives against any person because of sex, age (except minimum age
and retirement provisions), race, color, creed, national origin, marital status, veteran status,
sexual orientation or the presence of any disability, including sensory, mental or physical
handicaps; provided, however, that the prohibition against discrimination in employment
because of disability shall not apply if the particular disability prevents the performance of the
essential functions required of the position. This requirement shall apply, but not be limited to
the following: employment, advertising, layoff or termination, rates of pay or other forms of
compensation, and selection for training, including apprenticeship. The Organization shall not
violate any of the terms of Chapter 49.60 RCW Title VU of the Civil Rights Act of 1964, the
Americans with Disabilities Act, Section 504 of the Rehabilitation Act of 1973 or any other
applicable federal, state or local law or regulation regarding non- discrimination. Any material
violation of this provision shall be grounds for termination of this Agreement by the City and, in
the case of the Organization's breach, may result in ineligibility for further City agreements.
B. In the event of the Organization 's noncompliance or refusal to comply with the above
nondiscrimination plan, this Agreement may be rescinded, canceled, or terminated in whole
or in part, and the Organization may be declared ineligible for further contracts with the City.
The Organization, shall, however, be given a reasonable time in which to correct this
noncompliance.
Port Orchard Chamber of Commerce Tourism Promotion Contract
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11. Work Product. The Organization shall perform and produce any work product consistent
with the Services described in the Lodging Tax Application, attached as Exhibit "A".
12. Books and Records.
The Organization agrees to maintain books, records, and documents which sufficiently
and properly reflect all direct and indirect costs related to the performance of the Services and
maintain such accounting procedures and practices to assure proper accounting of all funds paid
pursuant to this Agreement. These records shall be subject, at all reasonable times during normal
business hours, to inspection, review or audit by the City, its authorized representative, the State
Auditor, or other governmental officials authorized by law to monitor this Agreement.
13. General Provisions.
A. Assignment or Subcontracting. The Organization shall not assign, transfer,
subcontract or encumber any rights, duties, or interests accruing from this Agreement without
the express prior written consent of the City.
B. Notice. Any notices required to be given by the City to the Organization or by the
Organization to the City shall be in writing and delivered to the parties at the following addresses:
Robert Putaansuu
Mayor
216 Prospect Street
Port Orchard, WA 98366
Phone: 360-876-4407
Fax: 360 895-9029
Matt Murphy
Attn: Executive Director
1014 Bay Street #3
Port Orchard, WA 98366
Phone: 360-876-3505
C. Resolution of Disputes and Governing Law.
1. Should any dispute, misunderstanding or conflict arise as to the terms and
conditions contained in this Agreement, the matter shall first be referred to the Mayor,
who shall determine the term or provision's true intent or meaning. The Mayor shall also
decide all questions which may arise between the parties relative to the actual services
provided or to the sufficiency of the performance hereunder.
Port Orchard Chamber of Commerce Tourism Promotion Contract
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2. If any dispute arises between the City and the Organization under any of
the provisions of this Agreement which cannot be resolved by the Mayor's determination
in a reasonable time, or if the Organization does not agree with the Mayor's decision on a
disputed matter, jurisdiction of any resulting litigation shall be filed in Kitsap County
Superior Court, Kitsap County, Washington.
3. This Agreement shall be governed by and construed in accordance with
the laws of the State of Washington. In any suit or action instituted to enforce any right
granted in this Agreement, the substantially prevailing party shall be entitled to recover
its costs, disbursements, and reasonable attorney's fees from the other party.
D. Non -waiver of Breach. The failure of either party to insist upon strict
performance of any of the covenants and agreements contained herein, or to exercise any option
herein contained in one or more instances, shall not be construed to be a waiver or
relinquishment of said covenants, agreements, or options, and the same shall be in full force and
effect.
E. Modification. No waiver, alteration, modification of any of the provisions of this
Agreement shall be binding unless in writing and signed by a duly authorized representative of
the City and the Organization.
F. Severability. The provisions of this Agreement are declared to be severable. If
any provision of this Agreement is for any reason held by a court of competent jurisdiction to be
invalid or unconstitutional, such invalidity or unconstitutionality shall not affect the validity or
constitutionality of any other provision.
G. Entire Agreement. The written provisions of this Agreement, together with any
Exhibits attached hereto, shall supersede all prior verbal statements of any officer or other
representative of the City, and such statements shall not be effective or be construed as entering
into or forming a part of or altering in any manner whatsoever, the Agreement or the Agreement
documents. The entire agreement between the parties with respect to the subject matter
hereunder is contained in this Agreement and the Exhibits attached hereto, which may or may not
have been dated prior to the execution of this Agreement. All of the above documents are hereby
made a part of this Agreement and form the Agreement document as fully as if the same were set
forth herein. Should any language in any of the Exhibits to this Agreement conflict with any
language contained in this Agreement, then this Agreement shall prevail.
H. Authority. Each individual executing this Agreement, on behalf of the City, and
the Organization, represents and warrants that such individuals are duly authorized to
execute and deliver this Agreement on behalf of the Organization or the City.
I. Performance. Time is of the essence in performance of this Agreement and each and
all of its provisions in which performance is a factor. Adherence to completion dates set forth in
Port Orchard Chamber of Commerce Tourism Promotion Contract
Page 7 of 31
the Lodging Tax Application, attached as Exhibit A is essential to the Organization's performance
of this Agreement.
J. Remedies Cumulative. Any remedies provided for under the terms of this
Agreement are not intended to be exclusive, but shall be cumulative with all other remedies
available to the City at law, inequity or by statute.
K. Counterparts. This Agreement may be executed in any number of counterparts,
which counterparts shall collectively constitute the entire Agreement.
City of Port Orchard
By:
Robert Putaansuu
Mayor
216 Prospect Street
Port Orchard, WA 98366
Telephone: (360) 876-4407
Fax: (360) 895-9029
ATTEST:
By:
Brandy Rinearson, CMC, City Clerk
APPROVED AS TO FORM:
By:
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Port Orchard Chamber of Commerce
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Title: Executive Dir�e�ctoYl'!A '
1014 Bay Street #3
Port Orchard, WA 98366
Telephone: (360) 876-3505
Fax: (360) 895-1920
Port Orchard Chamber of Commerce Tourism Promotion Contract
Page 8 of 31
6:..EXHIBIT RECEIVED
OCT 0
ii��.■ �� ORCHAE D
�� ■IIY�iil'■ ■ City of Port Orchard Lodging Tax Appcliivafi iir
.:, CITY CLERKS OFFICE
For Budget Year: Application Deadline:
2017 October 10, 2016 by 4:00 p.m.
Please read carefully and include all information. Omitting requested information could result in having your
application denied. Keep your answers clear, concise, and to the point of the question. Do not include
presentation materials, as these materials are more appropriate to be used as part of your oral presentation. Do
not include brochures or information not related to your project or request.
Please fill in the application form, print, sign, and submit one complete signed application to Brandy Rinearson in
the City Clerk's office by the application deadline listed at the top of this application. Mailing address: Brandy
Rinearson, City of Port Orchard, Port Orchard, WA 98366. Email address: brinearson@c1tVofportorchard.us
NO LATE APPLICATIONS WILL BE ACCEPTED. Even if postmarked earlier, applications will not be accepted if
received after the application deadline.
Please attach the most recent annual financial statement of the organization.
1. Applicant Information
Organization Name
Port Orchard Chamber of Commerce
Street Address Mailing Address (if different from street address)
1014 Bay St #3
City State zip City State Zip
Port Orchard IWA J98366 7
Phone Fax Name of Executive Director/President
360-876-3505 360-895-1920 Matt Murphy
Type of Organization: ❑501(c) 3 10501(c) 6 ❑Government Agency ❑Other
2. Applicant Contact Information
Name
Position/Title
Matt Murphy
Executive Director
Phone
Email Address
306-876-3505
matt@portorchard.com
3. Project Detail
Project Name
SeaGull Calling Contest and Seagull Wings Cookoff
Amount of funding requested
Total Project Amount
$2000
$3500
City of Port Orchard, 216 Prospect Street, Port Orchard, WA 98366 (360) 876-4407 Page 1 of 4
4. Project Detail See Attached
A. Describe with specifically what aspects of your project you would spend the requested funds on.
B. Describe your project.
C. Describe how you will promote your project to attract tourists.
D. Describe your overall budget for your project.
E. What percentage of that budget are you requesting from the City?
F. What would you cut from your proposed project if your application is not fully funded?
City of Port Orchard, 216 Prospect Street, Port Orchard, WA 98366 (360) 876-4407 Page 2 of 4
5. Estimated Numbers of Increased Tourism
Applicants applying for use of LTAC funds must provide estimates of how it will result in increases in the number of people
traveling for business or pleasure on a trip as required by RCW 67.28.1816:
Projected
Actual2
Methodology'
Overall Attendance:
5000
Indirect Count
Sample Count &Food Volume
P
Attendees who traveled 50 miles or more to attend:
Total:
2000
Survey
Asked Visitors
Of total, attendees who traveled from
another state or country:
500
Survey
Asked Visitors
Attendees who stayed overnight:
Paid accommodations:
150
Str Estimate
of Total
Unpaid accommodations:
400
+0011.0
Estimate
of Total
Paid Lodging nights:
300 Ava 2 night Stay Holiday Wkerki
'Please provide which methodology you will use from the options; Direct Count, Indirect Count, Representative
Survey, Informal Survey, Structured Estimate, or Other. Please explain (provide your explanation in the space to
the right of the box),
2 Actual numbers will be required to be reported to the City in 2018.
6. Funding Sources
If your organization collaborates with other organizations to encourage tourism, how is this accomplished?
Name of
Port Orchard Bay Street Association Support, Advertising, Event Promotion
Sidney Museum & Art Gallery I Support, Advertising, Event Promotion
VISIT KITSAP
Support, Advertising, Event Promotion
Cruz/Saints Car Club I Event Promotion
List any other sources of funding you have applied for:
None of the requests listed below have been for the attached project.
Source Amount Status
Kitsap County LTAC Funding $9,000 $3000 approved
Port of Bremerton $1000 Pending
City of Port Orchard, 216 Prospect Street, Port Orchard, WA 98366 (3601876-4407 Page 3 of 4
The applicant hereby certifies and confirms that it does not now nor will it during the performance of any contract
resulting from this proposal unlawfully discriminate against any employee, applicant for employment, client, customer, or
other person(s) by reason of race, ethnicity, color, religion, age, gender, national origin, or disability. That it will abide by
all relevant local, state, and federal laws and regulations. That it has read and understands the information contained in
this application for funding and is in compliance with the provisions thereof, and; that the individual signing below has the
authority to certify to these provisions for the applicant organization, and declares that he/she is an authorized official of
the applicant organization, is authorized to make this application, is authorized to commit the organization in financial
matters, will assure that any funds received as a result of this application are used for the purposes set forth herein, and
verifies that all the information contained in this application is valid and true to the best of his/her knowledge.
City of Port Orchard, 216 Prospect Street, Port Orchard, WA 98366 (360) 876-4407
Page 4 of 4
4. Project Detail (Seagull Calling Contest & Wings Cookoff)
A. Describe with specifically what aspects of your project you would spend the requested funds on.
Lodging tax funds will be used primarily for promotion and advertising of the event through print media
and extensive online marketing. Lodging tax funds may also be used for some operational expenses like permit
fees.
B. Describe your project.
The Chamber of Commerce is requesting funds for hosting and promote the 28th Annual Seagull Calling
Festival and Seagull Wings Cook -off. This festival draws people and families from all over the Pacific Northwest to
this established event. 2017 will be the 29th year of this event, which launches the tourist season in Port Orchard.
This unique event continues to attract, not just out-of-town visitors, but also attention to the community as a
destination. Lodging tax funds will be used for promotion and advertising of the event through print media and
extensive online marketing.
C. Describe how you will promote your project to attract tourists.
Traditionally we have focused on print advertising with both the Kitsap Sun and Sound Publishing. Both
newspaper networks have out of area affiliates. We focused our affiliate advertising in the Tacoma/Pierce County
market as well as Federal Way. As part of the print advertising campaign we received extensive online advertising
from both newspapers. As part of the negotiated media packages, the two networks donated $3412 worth of free
advertising.
D. Describe your overall budget for your project.
In 2016 the overall cost of the events was just over $3500 and we recouped $1336 from Wings sales and
entry fees. We don't have any charge for participants at the Seagull Calling Contest.
E. What percentage of that budget are you requesting from the City?
The City LTAC allocation for this event would represent approximated 57% of the entire event budget.
F. What would you cut from your proposed project if your application is not fully funded?
We are not necessarily in a position to cut anything from this event budget except for advertising. The
event would go on regardless of City support, we would have to reduce other Chamber programs to support the
event.
F . IVE
Gil- 0 7 7015
City of Port Orchard Lodgin Tax i
g A ppf � pn ORCHARD
CRY CLERKS OFFICE
For Budget Year: Application Deadline:
2017 October 10, 2016 by 4.00 p.m.
Please read carefully and include all information. Omitting requested information could result in having your
application denied. Keep your answers clear, concise, and to the point of the question. Do not include
presentation materials, as these materials are more appropriate to be used as part of your oral presentation. Do
not include brochures or information not related to your project or request.
Please fill in the application form, print, sign, and submit one complete signed application to Brandy Rinearson in
the City Clerk's office by the application deadline listed at the top of this application. Mailing address: Brandy
Rinearson, City of Port Orchard, Port Orchard, WA 98366. Email address: brinearson citvofportorchard us
NO LATE APPLICATIONS WILL BE ACCEPTED. Even if postmarked earlier, applications will not be accepted if
received after the application deadline.
Please attach the most recent annual financial statement of the organization.
1. Applicant Information
Organization Name
Port Orchard Chamber of Commerce
Street Address
1014 Bay St #3
City
Port Orchard
Phone
360-876-3505
Type of Organization:
State Zip
WA _ 98366
Fax
360-895-1920
❑501(c) 3 I501(c) 6
Mailing Address (if different from street address)
City
Name of Executive Director/President
Matt Murphy
❑Government Agency ❑Other
2. Applicant Contact Information
Name Position/Title
Matt Murphy Executive Director
Phone Email Address
306-876-3505 matt@portorchard.com
3. Project Detail
Project Name
Tourism Marketing Services
Amount of funding requested Total Project Amount
$24,515 V 715
State I Zip
City of Port Orchard, 216 Prospect Street, Port Orchard, WA 98366 (360) 876-4407
Page 1 of 4
4. Project Detail See Attached
A. Describe with specifically what aspects of your project you would spend the requested funds on.
See Attached
B. Describe your project.
C. Describe how you will promote your project to attract tourists.
D. Describe your overall budget for your project.
E. What percentage of that budget are you requesting from the City?
F. What would you cut from your proposed project if your application is not fully funded?
---------------
City of Port Orchard, 216 Prospect Street, Port Orchard, WA 98366 (360) 876-4407
Page 2 of 4
S. Estimated Numbers of Increased Tourism
Applicants applying for use of LTAC funds must provide estimates of how it will result in increases in the number of people
traveling for business or pleasure on a trip as required by RCW 67.28.1816:
Projected
Actua12
Methodology'
Overall Attendance:
60000
website/pub distribution
Attendees who traveled 50 miles or more to attend:
Total:
25000
% overall
Of total, attendees who traveled from
5000
% total
another state or country:
Attendees who stayed overnight:
Paid accommodations: 500 10% out of state
Unpaid accommodations: 1500 30% out of state
Paid Lodging nights:
1000 JAV9 2 night Stay
'Please provide which methodology you will use from the options; Direct Count, Indirect Count, Representative
Survey, Informal Survey, Structured Estimate, or Other. Please explain (provide your explanation in the space to
the right of the box).
z Actual numbers will be required to be reported to the City in 2018.
6. Funding Sources
If your organization collaborates with other organizations to encourage tourism, how is this accomplished?
Name of Organization
Type of Collaboration
Port Orchard Bay Street Association
Support, Advertising, Event Promotion
Sidney Museum & Art Gallery
Support, Advertising, Event Promotion
VISIT KITSAP
Support, Advertising, Event Promotion
Cruz/Saints Car Club
Event Promotion
List any other sources of funding you have applied for:
The County funds received have been earmarked for brochure distribution and the Port of Bremerto
Source Amount Status
Kitsap County LTAC Funding $9,000
$3000 approved
Port of Bremerton $1000 Pending
City of Port Orchard, 216 Prospect Street, Port Orchard, WA 98366 (360) 876-4407 Page 3 of 4
The applicant hereby certifies and confirms that it does not now nor will it during the performance of any contract
resulting from this proposal unlawfully discriminate against any employee, applicant for employment, client customer, or
other person(s) by reason of race, ethnicity, color, religion, age, gender, national origin, or disability. That it will abide by
all relevant local, state, and federal laws and regulations. That it has read and understands the information contained in
this application for funding and is in compliance with the provisions thereof, and; that the individual signing below has the
authority to certify to these provisions for the applicant organization, and declares that he/she is an authorized official of
the applicant organization, is authorized to make this application, is authorized to commit the organization in financial
matters, will assure that any funds received as a result of this application are used for the purposes set forth herein, and
verifies that all the information contained in this application is valid and true to the best of his/her knowledge.
City of Port Orchard, 216 Prospect Street, Port Orchard, WA 98366 (360) 876-4407 Page 4 of 4
4. Project Detail (Port Orchard Chamber of Commerce- Tourism Marketing)
A. Describe with specifically what aspects of your project you would spend the requested funds on.
The marketing and promotion efforts laid out by the Explore Port Orchard Committee includes:
1. Radio
2. Brochure production and Distribution (Port Orchard Brochure)
3. Print Advertising
4. Online advertising including facebook and adwords
5. Boaters guide
6. Maintaining Explore Port Orchard website
7. Regional Marketing Association membership
B. Describe your project.
In 2016 the Port Orchard Chamber of Commerce began to promote the region on behalf of the Explore Port Orchard Coalition.
This change was made for accounting purpose only, since all members of the coalition are still on the committee. In an effort to reduce
duplicate promotional efforts the Chamber provides the marketing for most of the major "attractions" in South Kits@p. The Chamber's
tourism marketing efforts has virtually no additional funding outside of the City LTAC.
B. Describe how you will promote your project to attract tourists.
With the exception of some targeted radio, facebook and adwords marketing, much of the promotion conducted by the
Chamber is for the Region and is not event specific. Many of the publications and brochures are annual pieces and our goal is
to get as much promotion for each dollar as possible. Since Oct 2015 Certified has distributed over 35,000 Port Orchard
Brochures in the Pierce/Thurston County (1-5 corridor).
C. Describe your overall budget for your project.
The overall budget for this portion of the Chamber's tourism promotion is $24,515.
D. What percentage of that budget are you requesting from the City?
Currently, the Chamber of Commerce has been awarded $3000 from the County. We have also requested an additional $1200
from the Port Of Bremerton for the Boaters Guide. Based on the current budget and if we get the final award from the Port
of Bremerton, the request from the City represents 83% of the budget.
E. What would you cut from your proposed project if your application is not fully funded?
In the event that our project was not fully funded, we would most likely not do any radio or Association memberships.
RECEIVED
�� • -j • City of Port Orchard Lodging Tax AppIE> i I T �"CF1AF�D
s
L.FiKS OFFICE:
TForBudget Year; Application Deadline:
7 October 10, 2016 by 4:00 p.m.
Please read carefully and include all information. Omitting requested information could result in having your
application denied. Keep your answers clear, concise, and to the point of the question. Do not include
presentation materials, as these materials are more appropriate to be used as part of your oral presentation. Do
not include brochures or information not related to your project or request.
Please fill in the application form, print, sign, and submit one complete signed application to Brandy Rinearson in
the City Clerk's office by the application deadline listed at the top of this application. Mailing address: Brandy
Rinearson, City of Port Orchard, Port Orchard, WA 98366. Email address: brinearson@citvofportorchard.us
NO LATE APPLICATIONS WILL BE ACCEPTED. Even if postmarked earlier, applications will not be accepted if
received after the application deadline.
Please attach the most recent annual financial statement of the organization.
1. Applicant Information
Organization Name
Port Orchard Chamber of Commerce
Street Address
1014 Bay St #3
Mailing Address (if different from street address)
te Zip
City ;WA
Port Orchard 98366::::::=
City �atezlp
Phone Fax
360-876-3505 360-895-1920
Name of Executive Director/President
Matt Murphy
Type of Organization: F1501(c) 3 F-71501(c) 6
❑Government Agency ❑Other
2. Applicant Contact Information
Name
Matt Murphy
Position/Title
Executive Director
Phone
306-876-3505
Email Address
matt@portorchard.com
3. Project Detail
Project Name
Tourism/Visitor Services
Amount of funding requested
Total Project Amount
$11432.61
$87994.16
City of Port Orchard, 216 Prospect Street, Port Orchard, WA 98366 (360) 876-4407
Page 1 of 4
4. Project Detail
See Attached
A. Describe with specifically what aspects of your project you would spend the requested funds on.
See Attached
B. Describe your project.
C. Describe how you will promote your project to attract tourists.
D. Describe your overall budget for your project.
E. What percentage of that budget are you requesting from the City?
F. What would you cut from your proposed project if your application is not fully funded?
City of Port Orchard, 216 Prospect Street, Port Orchard, WA 98366 (360) 876-4407 Page 2 of 4
5. Estimated Numbers of Increased Tourism
Applicants applying for use of LTAC funds must provide estimates of how it will result in increases in the number of people
traveling for business or pleasure on a trin as required by RCW 67.2R.1R1R-
Projected
Actua12
Methodology'
Overall Attendance:
115000
Website Hits
Attendees who traveled 50 miles or more to attend:
Total:
55000
Website Analyti
Of total, attendees who traveled from
another state or country:
27608
Website analytic,,:
Attendees who stayed overnight:
Paid accommodations: 1380 5% out of state
Unpaid accommodations: 5521 20% out of state
Paid Lodging nights:
2760 JAvg 2 night Stay
'Please provide which methodology you will use from the options; Direct Count, Indirect Count, Representative
Survey, Informal Survey, Structured Estimate, or Other. Please explain (provide your explanation in the space to
the right of the box).
z Actual numbers will be required to be reported to the City in 2018.
6. Funding; Sources
If your organization collaborates with other organizations to encourage tourism, how is this accomplished?
Name of Organization Type of Collaboration
Port Orchard Bay Street Association Support, Advertising, Event Promotion
Sidney Museum & Art Gallery Support, Advertising, Event Promotion
VISIT KITSAP Support, Advertising, Event Promotion
Cruz/Saints Car Club Event Promotion
List any other sources of funding you have applied for:
None of the requests listed below have been for the attached project.
Source Amount Status
Kitsap County LTAC Funding $9,000 $3000 approved
Port of Bremerton $1000 Pending
City of Port Orchard, 216 Prospect Street, Port Orchard, WA 98366l360) 876-4407 Page 3 of 4
The applicant hereby certifies and confirms that it does not now nor will it during the performance of any contract
resulting from this proposal unlawfully discriminate against any employee, applicant for employment, client, customer, or
other person(s) by reason of race, ethnicity, color, religion, age, gender, national origin, or disability. That it will abide by
all relevant local, state, and federal laws and regulations. That it has read and understands the information contained in
this application for funding and is in compliance with the provisions thereof, and; that the individual signing below has the
authority to certify to these provisions for the applicant organization, and declares that he/she is an authorized official of
the applicant organization, is authorized to make this application, is authorized to commit the organization in financial
matters, will assure that any funds received as a result of this application are used for the purposes set forth herein, and
verifies that all the information contained in this application is valid and true to the best of his/her knowledge.
City of Port Orchard, 216 Prospect Street, Port Orchard, WA 98366 (360) 876-4407 Page 4 Of 4
4. Project Detail (Tourism Visitor Services)
A. Describe with specifically what aspects of your project you would spend the requested funds on.
Lodging tax funds will be used to offset operational costs of maintaining the Chamber website, supplies,
printing and postage for creating and distributing visitor information requests. It helps offset a portion of our
telephone/internet costs. We also recoup a small portion of the staff time required to fulfill all the requests and
answer all the calls.
B. Describe your project.
Each year the Chamber of Commerce receives inquiries via email, our website and the telephone for
requests from potential visitors and new residents. The Chamber of Commerce operates as the local visitor
information center and caters to hundreds of walk in visitors each year. The Chamber regularly mails information
in response to these inquires and spends hours on the phone discussing the features and attractions of the South
Kitsap/Port Orchard Community. In 2016 the Chamber of Commerce will continue to fulfill these requests for
information as well as greet and educate visitors about the region.
C. Describe how you will promote your project to attract tourists.
Most of the information requests we receive are from either the telephone or via email. Our online
presence is by far our most important asset. From January 15t to October 61h we have received xxxxxxx hits on our
website. We also receive hundreds of visitors that come into our office each year. Each of these visitors or
information requests want information on attractions, lodging and eating establishments in the area.
D. Describe your overall budget for your project.
In calculating the overall budget, we take a percentage of component parts of the operations. The 2017
estimated budget for this project is $10,432
E. What percentage of that budget are you requesting from the City?
The amount of the request from the city represents approximately 12% of the budget for these
operational components.
F. What would you cut from your proposed project if your application is not fully funded?
All items in our budget are designed to cover the costs of specific portions of the operations. In the event
that funding was decreased we may be forced to not fulfil all the visitor information requests, at which time we
may forward said requests onto the City.
Exhibit B
Claim For Reimbursement
City of Port Orchard Lodging Tax
Organization Name: Date:
Address:
City/State/Zip: Federal Tax Identification No.
Instructions:
1. Submit the signed claim for reimbursement with supporting documentation attached to: City Clerk, City of Port Orchard, 216 Prospect Street,
Port Orchard, WA 98366.
2. All claims will be verified by the City Clerk's Office and submitted to the City Treasurer's Office for payment through the City's regular claims
approval process.
3. Incomplete or inadequate submissions will likely cause delays.
Payee or Vendor Name
Reference
Description
*Please use attached explanation sheet if necessary
Project Name
Amount
Date
Number
Amount Requested for this Reimbursement
For City Use ONLY
AGREEMENT MAXIMUM 1 (1) TOTAL ABOVE ELIGIBLE EXPENSES
Less: PRIOR PAYMENT(s)
= (2) BALANCE AVAILABLE Amount Claimed This Request — Lessor of (1) or (2)
I, the undersigned, do hereby certify under penalty of perjury that the above -described materials have been furnished, services rendered and/or
labor performed, and that this claim is a just, due and unpaid obligation against the City of Port Orchard Lodging Tax Fund.
Signed
Reviewed and Confirmed/Adjusted By: (City Clerk's Office) Date
EXHIBIT C
JLARC Municipality Reporting - 2017Port Orchard
in _ L DUE JANUARY 31, 2018
Activity Attendee Estimates
Total projected and estimated actual attendance recorded for event, facility, or resulting from marketing activity
Activity Name:
Projected Actual
Overall attendance:
Organization:
Attendees who traveled 50 miles or more to attend:
Total:
0 0
**Activity Type:
Select One
of total, attendees who traveled from
another state or country:
Activity Date:
Start Date: End Date:
Attendees who stayed overnight:
Paid accommodations:
Funds
Requested:
Unpaid accommodations:
$0
Paid lodging nights:
$0
*Methodology
Select One I Explain
Select One I Explain
Select One IExplain
Select One lExplain
Select One lExplain
Total Copy 0 0 Select One Explain
$
Activity Notes:
*Methodology: Direct Count; Indirect Count; Representative Survey; Informal Survey; Structured Estimate; Other Explain
**Activity Type: Event/Festival; Marketing; Facility
EXHIBIT D
Standards
Guidelines
City of Port Orchard
Washington
Contract No. 034-14
Submitted by
Ambrosuu Design
February 2015
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