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HomeMy WebLinkAboutRequest to Purchase - FairgroundsGRANT COUNTY COMMISSIONERS AGENDA MEETING REQUEST FORM (must be submitted to the Clerk of the Board by 12:00p -M ' on n Thursday) - — - . irgrounds REQUESTING DEPARTMENT: Fa REQUEST SUBMITTED BY". Jim McKiernan . Jim CONTACT PERSON ATTENDING -ROUNDTABLE. CONFIDEN-TIAL INFORMATION: FIYES WNO DAT I E:11 113/20213 PHONE: 509-237-2672 110wm_ fi!1!Z1W:VkM1j L15111:40 greemen n Agreement Co tract DAP Vouchers DAppointment./ Reappo'intment: RARPA Related �7m Bids RFPs Quotes Award DBid Opening Scheduled n F18o ards Committees DBudget ®Computer Related ❑County Code 0 Emergency Purchase Q*E-mployee Rel. nFacilities Related ElFinancial E]Funds R Hearing 171 Invoices / Purchase Orders 1771 Grants. — Fed/State/County dLeases EIMOA / MC U MMInutes ElOrdinances nOut of State Travel .0 Petty Cas -h opo[icies ElProclarnations 1:1 Reqpest, for Purchase .0 Resolution EIRecommendatio'n OProfessional Serv/Consultant ElSupport Letter DSurplus Req. DTax Levies OThank You' S ElTax Title Propprty E7�1/SL!CB 1:4 vlkx ijAllI g i= W9112m, MIJ MM Placer Al data contrac* t Payable in 2024 out of 9702 Fairgrounds advertising- budget To provide data on attendees of events., etc, one year contract cIt DATE OF ACTION: de'l APPROVE: DENIED ABSTAIN D1: D2: D3: DEFERRED OR CONTINUED TO: RECEWa,' 0 ti NOV J 2023 0_1 CZC S All I, Grant County Fair and vairgrotn4,. Address: Musto.mer") Placer.ai PLACER LABS, INC. Placer Labs, Inc. 3953 Airway Dr NE Address: MOS'Qs Lake, WA 98837 {"Places'") 440 N'Barranca Ave., #1277 Covina, California 91723 Contact Pergon: Jim McKiernan0 c C nta t. Person Mike Bruckenthal Email: jcinckieman grantcountywago @ v Billing'Contact Person: Melissa Anderson Phone.: 509-764-65791 Billing Email*: billing(@,placer.ai. BI'lliner Contact Email.- jemckdemangcgrantcountywa-gov Billing Phone*,.- 415-228-2444 *Not for use for official notices, 1. Services. The servicesvided under order Form (the, "Services") include: pro V 0 Chane Report Expanded which displays chain -level demographic and psychogtaphic data. 0 Access, via PhacerVenueAnI alytios Platform ("Plater's Platform"), to all maj or venues within the United States • Access. via, Placer's Platform to reports, 'including Visits Trade Areas Customer Journey, Customer Insights, Dwell Timesit and Vis' ation by Hour/Day • Customer acknowledges access is for fair use only, in association the Rocky Mountain Association of Fairs and .use of services is limited to the Grant Cou4ty Fair and ONLY for the purposes of this brant County Fairs interest. User credentials.., logins and Placer *Data may not be shared with others outside of this specific group • Actionable msights.include;. • Accurate foot traffic counts and dwell time • 'True Trade Areas displaying frequent -visitors -density by home and work locations • Customers" demographics, interests, and time spent at relevant locations, • where customers are coming from and going to and the routes they take • Benclunarking of Foot Traffic, Market Share Audiencesa anal other key metrics 0 Con1p etitivQ insights 0 Void Analysis Reports 0 Access to Xtra reports per ad hoc needs; in Excel, KML, Tableau, and other fon-nats- Quarterly Maximum of 15 credits; Annual 'Maxn"nun of 60 credits 0 Access to. STI Demographics Bundle + Mosaic Data Set, and AGS CrineRisk. The applicable Advanced Demographics and Psychographies are generated using -the Input Datasets from the data vendors as set forth below: Description- Input Datasets Used STI Demographics Bundle Po . Stats .Spending Patterns Workplace Market Outlook Experian Mosaic Mosaic Segmentation AGS Crime'Risk CrimeRisk 2. Permitted Uses The data, information and materials accessible via the Services are referred to as "Placer Data". Customer may use Placer Data solely for the following purposes ("Permitted Uses"),,, (a}_ Customer may use Placer Data for Customer's internal business purposes; and (b) Customer may incorporate Placer Data into Research Data, as described and subject to the restrictions below. "Research Data" means datasets and other materials created by Customer that result in any part from Customer's use of Placer Data. The Customer may share Research Data with current and potontial customers, and in marketing materials; provided that the Customer shall cite Placer as a provider of such information (for such purpose only, Placer grants Customer the rights to use the Placer.ai name and logo, provided that any such use of the Placer.ai name and logo must clearly indicate that Placer is the provider of data only, and is not m`volv'ed in any analysis, conclusion, recommendation). Customer shall not, directly or indirectly, resell, distribute, sublicense, display or otherwise provide Placer Data to any third parties, except that Customer may display Placer Data as part of Research Data. ro 1 3. Term and Termination. Initial Term: The initial term of this Order Form will begin as of the last signature date set forth below, and will continue for 12 consecutive months thereafter (the "Initial Term'), Each renewal or additional term, if any, is referred to as "Additional Term," and the Initial Term and any Additional Terms are referred to collectively as the Additional Term: Following expiration of the Initial Term, this Order Form shall be automatically renewed for additional periods of the same duration as the Initial Term, unless either party provides written notice of non -renewal at least thirty (3 0) d4ys prior to the expiration of the then -current term. Termination: Either party may terminate this Order Form upon thirty (30) days' notice if the other party materially breaches any of the terms or conditions of this Order Form or the Agreement (as defined below), and the breach remains uncured during such thirty (30) days. In addition, Placer may in mediately suspend Customer's access to the Services, or terminate the Order Form, in the event of non-payment by the Customer or breach by Customer of any restrictions regarding usage of the Services. 4. Fees. $7,000/year invoiced: in full upon signing this Order Foran, Invoice sent electronically to Customer's billing contact email via NetSuite. Customer shall pay the fees set forth above in this Order Form. Unpaid amounts are subject to a finance charge of 1.5% per month on any outstanding balance, or the maximum permitted by law, whichever is lower, plus all expenses of collection. Customer is responsible for all applicable taxes arising directly from the Services other than U.S. taxes based on Placer's net income. If Customer believes that Placer has billed Customer incorrectly, Customer must contact Placer no later than sixty (60) days after the closing date on the first billing statement in which the error or problem appeared in order to receive an adjustment or credit. Inquiries should be directed to Placer's customer support department at supportplacer.ai. CON -022958 2 Placer may 'increase the Fees any time following this Additional Term (but not more frequently than once in any twelve (12) month perio d).The amount of such annual increase will equal the greater of CPI or five percent (5%) per annum. In the event of any termination, Customer will pay in full for the Services, All billing will be sent via electronic invoice to the Customer contact indicated above. Customer shall pay all fees within sixty (60) days of the invoice date. 5. Support. Placer will use commercially reasonable efforts to provide customer service and technical support in connection with the Services on weekdays during the hours of 9:00 A.M. through 5:00 P.M. Pacific Time, with the exclusion of federal holidays. For any such support, please contact us at support@placer-ai. 6. Mutual NDA. Each party (the "Receiving Party") understands that the other party (the "Disclosing Party") has disclosed or may disclose business, technical or financial information relating to the Disclosing Party's business (hereinafter referred to as "Proprietary Information" of the Disclosing Party). Proprietary Information of Placer includes, without limitation, non-public information regarding features, functionalities and performance of, and pricing for, the Services. The Receiving Party agrees: (i) to take reasonable precautions to protect such Proprietary Information, and (ii) not to use (except in perfortnance of the Services or as otherwise pennitted by the Agreement) or disclose to any third party any Proprietary Information. The foregoing shall not apply with respect to any 'information that the Receiving Party can document (a) is or becomes generally available to the public, (b) was in the possession of or known to the Receiving Party, prior to disclosure thereof by the Disclosing Party, without any restrictions or confidentiality obligations, (c) was rightfully disclosed to it, without any restrictions or confidentiality obligations, by a third party, (d) was independently developed without use of any Proprietary Information of the Disclosing Party, or (q) is required to be disclosed by law, provided that the ReceivingParty provides the Disclosing Party with prompt written notice of such requirement and reasonably cooperates with the Disclosing Party to limit or challenge . such requirement. These provisions regarding Proprietary Information shall apply in perpetuity and shall survive any termination of the Order Form or the Agreement. 7. Miscellaneous. All notices under the Order Fonn and the Agreement will be in writing and will be deemed to have been duly given (a) upon delivery by a recognized delivery service (e.g., FedEx) with delivery confirmation, (b) upon receipt, if sent 'by U.S, certified or registered mail, return receipt " requested, or (e) when sent via email, if sent during normal business _ hours of the recipient, and on the next business day if sent of normal business hours of the recipient. Notices shall be sent to the addresses set forth in the Order Fon-n, which addresses may be subsequently modified by written notice given in accordance with these provisions. Customer grants Placer the right to use Customer's company name and company logo, for Placer's promotional purposes. CON -022958 This Order Fore is entered into by and between C toiiier last ITS , land Placer effective�. as. of the date of the signaturebelow. This Order Form and use of the Services are governed by, and Customer and Placer agree to, the License AgreementoC ated at https,-//wWw.placer.ai/p- facer-license-at'reeM I 'ellt/ (the " Agree nient"); provided, however, that in the event of any conflict between this Order Form mid the Aueement, this Order Form shall control. Unless otherwise deftedin this Order Form capitalized terms herein have the same meaning as in the Agreemelit. CcCustomer" -Grant County_ Fairand Fair rounds 13y: -Name: Title: Date: CON -022958 `Ttacer" Placer Labs, Inc. By: Name: Title: Date: FINANCIAL REQUEST Requestor Jim McKiernan Requestor's Department Fairgrounds Date 1.1/1.3/2023 Fund # & Dept of Request 9702 Advertising, 2024 Capital Asset Approval Budget Extension Establish/Close Fund Cash Transfer Description/Notes: Purchase of software to track event demographics and attendees for all fairgrounds events. To come out of 2024 advertising expense, 9702. Note the order has a 60 -day pay window. This is not a budget extension request as I will corner it out of my 2024 budget CAPITAL ASSET PURCHASE APPROVAL BUDGET REQUIREMENT Asset Description Additional Expense _ Total Purchase Expense Additional Revenue Less: Existing Approval - Additional Cash Requirement - Additional Funding Source Additional Approval Required - Capital Facility Related Grant Funded Documentation BUDGET EXTENSION REQUEST Fund Name Revenue code/s Account Description Amount Fund Dame Expense code/s Account Description Amount Fairgrounds Advertising 9702 Fairgrounds Advertising 7,000 71000 CASH TRANSFER REQUEST Fund Name (From) Code Account Description Amount (From) Fund Name (To) Code Account Description Amount (To) COMPLETED BY ACCOUNTING (for Budget Extension Request &.Cash Tranfer) FUND CASH SUMMARY Notes: Beginning Cash - Expense Bdgt (vu/amendments) - Expense Ext. Requested - Budget Hearing: Revenue Bdgt (w/amendments) - Resolution Required: Revenue Ext, Requested (excl 308) - Estimated Ending Cash 1 Reviewed By: BOARD OF COUNTY COMMISSIONERS Grant County, Washington RESOLUTION AUTHORIZING A SOLE SOURCE PURCHASE FROM PLACER LABS, INC., TO PURCHASE SOFTWARE FOR THE PURPOSE OF TRACKING ALL FAIRGROUND EVENT DEMOGRAPHICS RESOLUTION No. 23- -CC WHEREAS, R.C.W. 39.04.280 provides for the exemption from the competitive bidding requirements; and, WHEREAS, competitive bidding requirements may be waived by the governing body of the municipality for purchases that are clearly and legitimately limited to a single source supply and purchases involving special facilities and market conditions; and, WHEREAS, it has come to the attention of the Board that a request for sole source purchase of software from Placer Labs Inc., for the purpose of tracking all Grant County Fairground event demographics; and, WHEREAS, Placer Inc., possesses the unique and singularly available capability to meet the requirements of the Grant County Fairground. NOW, THEREFORE, BE IT HEREBY RESOLVED by the Board of Grant County Commissioners that the bidding requirements be, and hereby are, waived pursuant to R.C.W. 39.04.280 and that Placer Inc., be, and hereby is, authorized as the sole source vendor for this sole source purchase of demographic tracking software. Done this ATTEST: Barbara J. Vasquez Clerk of the Board day of , 2023. BOARD OF COUNTY COMMISSIONERS Yea Nay Abstain GRANT COUNTY, WASHINGTON Rob Jones, Chair Cindy Carter, Vice -Chair Danny E. Stone, Member N:\StafflBLutz\Resolutions\Grant County Fairgrounds Sole Source Purchase Placer Inc., 112023.docx is Placer.ai James Mckiernan Fair Director, Grant County Fair 3953 Airway Dr NE Moses Lake, WA 98837 November 22, 2023 Mr. Mckiernan, This letter confirms that Placer.ai provides our customers with location data combined with market insights, a user-friendly interface, and customer support. To our knowledge, the following company and product features are available exclusively on the Placer platform, Placer API, and Placer data feeds. Distinguishing Company Features 1. Proprietary panel, software development kit, and application partners provide data generated from over 25 million monthly average users from which we collect our data to develop statistically significant insights into any physical place. 2. Proprietary All and machine learning account for panel biases and normalize data changes to technology and application sources. Our location collection logic governs the location collection sampling patterns and frequency to optimize accuracy. 3. Machine learning provides estimations on physical market activity across the U.S. 4. Historic and near real-time data from January 1, 2017 through within four days of the present day. Note: Placer data is proprietary, and our team of over one hundred engineers is constantly improving and validating the accuracy of the location data and the market insights we provide. Client Base and Partners Placer's diverse client base includes over 3,000 leading commercial real estate, brokerage, retail, finance, and consumer packaged goods companies, and more than 700 civic clients including state and local governments, economic development organizations, universities, airports, and destination marketing organizations. Privacy by Design Placer is a privacy -first company. We do not collect user identifiers, we have never sold user -level data, and we intentionally built our business with underlying technology that doesn't rely on personally identifiable information. All data is fully anonymized. Our Trust Center located at https://www.placer.ai/company/trust-center/ further details our commitment to privacy. Placer.ai Placer's Product Features 1. Data for Visitors, Residents, Employees, and Passersby to any location in the United States. a. Visitor metrics including unique visitors, frequency of visits, dwell time. b. "True Trade Area" reveals home and work location for visitors to any POI. c. Daily visits, hourly visits, length of stay. 2. Unlimited Points of Interest a. Location data for every city, county, district, neighborhood, park, open space, campus, corridor, building, shopping center, public or private property, parking area, vacant land etc. b. Location data for streets, roads, highways, transit locations, trails etc. c. `POI on the fly': Users may access, create, and save unlimited Points of Interest (POls). d. Millions of points of interest currently accessible to all users. 3. Visitor Journey a. Visitor origin markets by city, state, zip code and census block. b. Prior and Post locations for visitors to any POI. c. Top visited national chains for visitors to any location. d. Top visited local points of interest for visitors to any location. e. Home zipcodes for visitors to any location f. Cross visitation among Pols. 4. Visitor Demographics and Customer Segmentation. a. Demographics for visitors to any location. b. Psychographic data for visitors to any location: behaviors, interests etc. c. Spend habits: favorite brands, consumer expenditures, etc. d. Social media habits: Web preferences, brand affinity, hashtags etc. 5. Property Information a. Size, ownership, tax history. 6. Sales Information a. Retail Sales currently available for grocery and select retail categories. b. Sales forecasting performed with visitation and historic sales records. 7. Area Analysis a. Traffic volume along every street, by direction and time of day. b. Planned Development: pipeline of development projects in planning, construction and completed. c. Event data: Visitation numbers for events including but not limited to expositions, festivals, concerts, community events, sports, conferences, performing arts etc. d. Event attendee visits to nearby properties. 8. Migration data reveals change to population trends for any Zip Code, County, State, including change to population, change to income levels etc. Top migration origins and destinations. 9. COVID Recovery: Visitation trends for retail and tourism for every city, county, state for present day benchmarked against a similar period in 2019. 10. Void Analysis: reveal best fit retailer, hotel, or other development type for any location. 11. Site Selection: reveal best locations for desired retail chains. 12. Heat Maps reveal pedestrian activity movement and gathering. Placer. Nr , Placer's User Experience User -Friendly Web Based Application Every user is able to access Placer data, generate insights, and export reports without the need for technical skills beyond what is used for a typical web browser or mapping application. Marketplace Applications, Integrations, and Services Third party data, applications, and service providers enhance data with powerful insights about any location. 1. Applications to reveal demographics, psychographics, spend habits, and social/web preferences. 2. Integrations for data feed, storage, and analysis. 3. Partner Service Providers assist clients to operationalize data as part of business development efforts. Custom Reports 1. A collection of custom reports is available to all users, and generated on demand. Some of the more popular reports for Civic clients include Retail Leakage, Pedestrian Heat Maps, Trip Origination by Market, Store Opening and Closing Impact, and Event Impact on Property. 2. Automated Monthly Reports deliver metrics about any POI. 3. Unlimited exports. Unlimited exports to PDF, CSV, JPEG, SHP and KMZ in Excel, KML, Tableau, Slides, pdf and other formats for integrations, sharing, and use in business efforts. 4. API and Data Feed are available for an additional fee in addition to access to the Placer Platform. Customer Support 1. Customer Support Every client can be partnered with a Customer Success Manager (CSM) to receive training and strategic support for specific projects and business needs. CSMs help clients produce reports, advise on best practices, and make introductions to Solutions Engineers for more complex project needs. 2. Solution Engineers Clients can work with Solution Engineers to explore trends, reveal insights, and build custom solutions to solve complex business needs. Our engineers can work independently to produce slide presentations that clients can then use for their internal presentations with their team, council, board, and stakeholders. For any additional questions please contact: Ian Ross Head of Civic ian.ross@placer.ai Sincerely, Vernell Wisdom Head of Contract Management Placer Labs, Inc.