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Agreements/Contracts - BOCC (006)
GRANT COUNTY COMMISSIONERS AGENDA MEETING REQUEST FORM (Must be submitted to the Clerk of the Board by 12:00pm on Thursday) REQUESTING DEPARTMENT: gOCC REQUEST SUBMITTED BY: CEMANELL CONTACT PERSON ATTENDING ROUNDTABLE: CEMAN ELL CONFIDENTIAL INFORMATION: ❑YES ®NO DATE:12/5/2024 PHONE:2931 m I KISIM11 LV 21M ®Agreement / Contract ❑AP Vouchers ❑Appointment / Reappointment - DARPA Related ❑ Bids / RFPs / Quotes Award ❑ Bid Opening Scheduled ❑ Boards / Committees ❑ Budget ❑Computer Related ❑County Code ❑ Emergency Purchase ❑ Employee Rel . ❑ Facilities Related ❑ Financial []Funds ❑ Hearing ❑ Invoices / Purchase Orders ❑ Grants — Fed/State/County ❑ Leases ❑ MOA / MOU ❑ Minutes ❑ Ordinances ❑ Out of State Travel ❑ Petty Cash ❑ Policies ❑ Proclamations ❑ Request for Purchase ❑ Resolution ❑ Recommendation ❑ Professional Serv/Consultant ❑ Support Letter ❑ Surplus Req. ❑Tax Levies ❑Thank You's ❑Tax Title Property ❑WSLCB .JA 3 Destination Marketing Organization Marketing and Promotion Contract for Hotel/Motel Lodging Tax Revenues with Beckwith Consulting for the development of a county -wide, 10-Plus- Year Sustainable Tourism Master Plan. Term of the contract is 01 /01 /25 through 12/31 /26 in the amount of $100,000 for Calendar Year 2025 to be paid from allocated LTAC funds. If necessary, was this document reviewed by accounting? ❑ YES ❑ NO 0 N/A If necessary, was this document reviewed by legal? 0 YES ❑ NO ❑ N/A DATE OF ACTION: '2 PROVE: DENIED ABSTAIN D1: ( '), D2: D3: DEFERRED OR CONTINUED TO: WITHDRAWN: 4/23/24 K24-310 GRANT COUNTY DESTINATION MARKETING ORGANIZATION MARKETING & PROMOTION CONTRACT FOR HOTEL/MOTEL LODGING TAX REVENUES THIS AGREEMENT, made and entered into by and between Grant County, a municipal corporation of the State of Washington, hereinafter referred to as "COUNTY," and Beckwith Consulting Group hereinafter referred to as "CONTRACTOR." RECITALS: WHEREAS, the COUNTY advertised a request for proposal (RFP) for development of a county- wide 10-Plus-Year Sustainable Tourism Master Plan for the COUNTY and received multiple application responses, one from Beckwith Consulting; and WHEREAS, the Board of County Commissioners (BOCC) of Grant County approved on November 12, 2024 the Lodging Tax Advisory Committee (LTAC) recommendation to award up to $100,000.00 to Beckwith Consulting for the Calendar Year 2025; and WHEREAS, the Beckwith Consulting proposal was selected based upon qualifications and experience with small municipalities, methodology, reference checks, and cost to the COUNTY; and WHEREAS, it is the desire of the COUNTY to contract with the CONTRACTOR who will oversee the project of the Sustainable Tourism Master Plan development; and WHEREAS, the CONTRACTOR will assist in the development of the Sustainable Tourism Master Plan, which is to be a 10-plus-year tourism plan that will provide direction and focus for the regional tourism industry involved in outdoor recreation, trails, agritourism, wine, culinary, and other tourism sectors and will maintain and enhance the COUNTY's tourism industry for the purpose of attracting tourists to the COUNTY as set forth in this contract and pursuant to RCW 67.28.1816(1)(a) (b), and WHEREAS, the CONTRACTOR represents that it is qualified, pursuant to RCW 67.28, and possesses sufficient skills and the necessary capabilities, including technical and professional expertise where required, to perform the services set forth in this Agreement. NOW, THEREFORE, BE IT HEREBY RESOLVED; For and in consideration of the mutual benefits set and outlined herein, it is agreed as follows: 1. Services. The CONTRACTOR shall perform the services identified in the attached EXHIBIT A (SCOPE OF WORK SUMMARY) as approved by the COUNTY, and will provide all staffing, materials and supplies in order to carry out such work. PROVIDED: Prior to execution, all subcontracts by CONTRACTOR for which Grant County LTAC funds are used to fulfill this contract, must be submitted to the COUNTY for review and approval. 2. Funding and Contract Payment. CONTRACTOR: Beckwith Consulting Group Project: Countywide Tourism Destination Marketing Plan Total Amount: Up to $100,000.00 for Calendar Year 2025 a. The COUNTY shall provide the CONTRACTOR funding not to exceed $100,000.00 for the period of January 1, 2025 to December 31, 2025 ("Calendar Year"). If the work goes beyond December 31, 2025, CONTRACTOR must reapply for EACH SUBSEQUENT YEAR funding to cover the expenses to finalize the WORK PLAN, pursuant to RCW 67.27.1816(2)(b)(i). b. The COUNTY will be billed monthly for all pre -approved expenses incurred during the preceding month. Payment is to be made withing thirty (30) days of the COUNTY's receipt of the CONTRACTOR's billings. c. Travel and training expenses must conform with the COUNTY's current Travel, Training & Expense Reimbursement policy, including per diem amounts. d. This contract shall not exceed the sum of One Hundred Thousand and No/100 Dollars ($100,000.00) for all expenditures for the SOW (Exhibit A) for Calendar Year. CONTRACTOR may not exceed any subsequent approved funding for the approved funding year. 4. Application for Funds. The CONTRACTOR must apply annually to the LTAC for funds, using the county's application form, in accordance with RCW 67.27.1816(2)(b)(i), even though this contract has atwo-year term. A renewal to this contract will authorize the second year of funding needed to complete the plan. 5. Indemnification. CONTRACTOR shall defend, indemnify and hold the COUNTY, its officers, officials, employees and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of or resulting from the acts, errors or omissions of the CONTRACTOR in the performance of this Agreement, except for injuries and damages caused by the sole negligence or willful misconduct of the COUNTY by its elected and appointed officials, officers, employees or agents. The CONTRACTOR will also indemnify and reimburse the COUNTY for any funds paid to the CONTRACTOR for uses that failed to meet allowable uses under the statutes for the Hotel/Motel Lodging Tax revenue program. 6. Term. The term of this Agreement and the performance of the CONTRACTOR shall commence on January 1, 2025, and shall terminate within two years of the commencement date upon completion of attached EXHIBIT A (SCOPE OF WORK) ("SOW)') PROVIDED application for funding is submitted annually by the LTAC established deadline. Should the Parties find additional time is necessary to complete the SOW, the Parties may mutually agree in writing to renew this contract annually until the SOW is satisfactorily completed. PROVIDED application for funding is submitted annually by the LTAC established deadline. 7. Independent Contractor Status. The parties intend that an independent contractor relationship will be created by this Contract. No agent, official, officer, employee, servant or representative of the CONTRACTOR shall be deemed to be an officer, official, employee, agent, Page 2 of 5 CONTRACTOR: Beckwith Consulting Group Project: Countywide Tourism Destination Marketing Plan Total Amount: Up to $100,000.00 for Calendar Year 2025 servant or representative of the COUNTY for any purpose. The CONTRACTOR will be solely and entirely responsible for its acts and for the acts of its agents, employees, servants or representatives. The COUNTY has not and shall not be responsible for withholding or payment of any taxes or Social Security on behalf of the CONTRACTOR, including without limitation, industrial insurance premiums. The CONTRACTOR is responsible for all payroll taxes, as otherwise appropriate, including without limitation, Federal Social Security taxes, Federal and State unemployment taxes and State workmen's compensation, insurance premiums, license fees and any other expenses of the CONTRACTOR related to the execution of this Contract. 8. Liability Coverage. The CONTRACTOR will not be an insured party under any applicable liability coverage obtained by the COUNTY covering activities performed by the CONTRACTOR pursuant to this contract. CONTRACTOR will provide proof of liability coverage as recommended by the COUNTY. The level of coverage may be adjusted by the COUNTY depending on the services being provided by the CONTRACTOR. Due to the activities you are providing within this Contract you are required to provide the following minimum insurance standards: Professional Liability — Per Occurrence/$1,000,000.00, General Aggregate/$2, 000, 000.00 . All insurance shall be obtained from an insurance company authorized to do business in the State of Washington. CONTRACTOR shall submit a verification of insurance as outlined above within 14 days of the execution of this agreement to the COUNTY. No cancellation of the foregoing policies shall be effective without 30 days prior notice to the COUNTY. The COUNTY will pay no payments under Section 2 of this agreement until CONTRACTOR has fully complied with this Section. This remedy is not exclusive, and the COUNTY may take such other action as is available to them under other provisions of this agreement, or otherwise in law. 9. No Discrimination. CONTRACTOR shall, in employment made possible or resulting from this Agreement, including subcontractors, ensure that there shall be no unlawful discrimination against any employee or applicant for employment in violation of RCW 49.60, as currently written or hereafter amended, or other applicable law prohibiting discrimination, unless based upon a bona fide occupational qualification as provided in RCW 49.60 or as otherwise permitted by other applicable law. Further, no person shall be denied or subjected to discrimination in receipt of the benefit of any services or activities made possible by or resulting from this Agreement in violation of RCW 49.60 or other applicable law prohibiting discrimination. 10. Compliance with the Americans with Disabilities Act of 1990. In the services, programs, and/or activities funded through this agreement, the CONTRACTOR must comply with the Page 3of5 CONTRACTOR: Beckwith Consulting Group Project: Countywide Tourism Destination Marketing Plan Total Amount: Up to $100,000.00 for Calendar Year 2025 Americans with Disabilities Act of 1990, 42 USC Sections 12101-12213, also referred to as the "ADA," and the rules, 28 CFR Part 35, to the same extent that the COUNTY would be required to comply. This Act provides comprehensive civil rights protections to qualified individuals with disabilities in the areas of employment, public accommodations, state and local government services and telecommunications. 11. Termination. If the CONTRACTOR breaches any of its obligations hereunder, for example, failure to provide to the COUNTY estimates of how any moneys received will result in increases in the number of people traveling for business or pleasure on a trip, failure to report to the COUNTY and LTAC, failure to collaborate on Marketing & Promotion activities with COUNTY Visitor Information Centers, failure to provide adequate financial documentation with reimbursement request, or the CONTRACTOR fails to cure the same within five days of written notice by LTAC clerk, the COUNTY may terminate this contract, in which case the COUNTY shall pay the CONTRACTOR only for the costs of services accepted by the COUNTY that are consistent with SCOPE OF WORK (EXHIBIT A) and eligible in accordance with RCW 67.28. 12. Integrated Contract and Amendments. This contract constitutes the entire agreement of the parties, and may be amended at any time in writing by mutual agreement. 13. Assignment. Neither party to this contract shall be permitted to assign its rights or obligations herein without the advance and express written consent of the other party. 14. Governing Law and Venue. This contract shall be governed by and interpreted according to the laws of the State of Washington. In the event of any suit or action or other legal proceeding to enforce this contract, venue shall be a court of competent jurisdiction in Grant County, Washington. 15. Severability. If any term, provision, or condition of this ILA should be held by a court of competent jurisdiction to be invalid, void or unenforceable, the remainder of this ILA shall continue in full force and effect and shall in no way be affected, impaired or invalidated thereby. 16. Waiver. No waiver of any provision hereof shall be effective unless made in writing and signed by the waiving party. The failure of any party to require the performance of any term or obligation of this Agreement, or the waiver by any party of any breach of this Agreement, shall not prevent any subsequent enforcement of such term or obligation or be deemed a waiver of any subsequent breach. Page 4 of 5 CONTRACTOR: Beckwith Consulting Group Project: Countywide Tourism Destination Marketing Plan Total Amount: Up to $100,000.00 for Calendar Year 2025 Agreed upon this 5th day of 2024. BECKWITH CONSULTING GROUP Tomteckwiith, Team Leader L Agreed upon this day of 2024. EST: U14- /" B rblra J. Va fez;C. ZJ e r of the B o/4r ��o APPROVED AS TO FORM: Rebekah Kaylor, Chief Civil Deputy Prosecuting Attorney RD OF COUNTY Grapf'County, W?k�hiio L gto `-, da r-te Cin Chair Danny E. St Fe, Vice -Chair Ro S, ember MISSIONERS Page 5 of 5 Exhibit A Scope of Work Grant CountyTourism Master Plan (TMP Wildlife Species S�wvs•�e ewa'! M�� 4w6aK %rOvc Qa7w �"���' `J!i .. -. - r waYYi��. . , .+iP� PaY _ \ "YtlCi�JtTAM!`i�. il@�if 713.t� :..�M:W r - ....., n'-�� ._. � lL � ... �) �. •• - 1 � a «..�. rb V �\ n.t• r l - � .rrM.I 00. %rok " Xt. ••••• tdaar•e. t;se.a,m.,ec ummeae wn �:Fs. i,. •r�eo-n sa gives-- QY[�A,rYs" Kittitas County Tourism Master Plan (TMP) Kittitas County Event Center Master Plan limp= Edmonds Convention Center Master Plan Columbia River Gorge Recreation Demand t Birch Bay Community Tourism Plan Ross Lake NRA Recreation Demand Beckwith Consulting Group 16 August 2024 Grant County Tourism Master Plan' 1 Gantt Chart 16 August 2024 3/5. Budget and schedule Team Leader - Tom Beckwith FAICP Economics - Eric Hovee Graphic Design - Michael Arthur I Landscape Architect - Jennifer Kiusalaas ASLA I Architect - Julie Blazek AIA LEED AP I I I Civil Engineer - Eric Scott PE I I I I GIS -Jennifer Hackett IIIIIII I I I months prof labor mtls/ total Initiate planning process 1 1 1 1 1 1 1 1 2 3 4 5 6 7 8 hrs hours cost cost a Conduct retreat with stakeholders X X X X X X X d 10 $1,850 $250 $2,100 1.1 Incorporate foundational research a Conduct focus group sessions X X X X 24 $4,440 $250 $4,690 b Survey county residents X X 24 $4,440 $0 $4,440 c Survey tourists X X 24 $4,440 $0 $4,440 d Document/review research findings X X X X (• 14 $2,590 $0 $2,590 1.2 Conduct public outreach plan a Conduct visioning workshops X X X X X 24 $4,440 $500 $4,940 b Document/review visions X X X X X M 10 $1,850 $0 $1,850 1.3 Assess demand/requirements/finances a Assess tourism attractions X X X X X X X OMME 40 $7,400 $0 $7,400 b Project tourism demands/facility needs X X X X X X X ME 28 $5,180 $0 $5,180 c Assess financial trends X X ME 14 $2,590 $0 $2,590 d Document/review assessments X X X X X X X E© 10 $1,850 $0 $1,850 2 Develop Tourism Master Plan (TMP) t a Develop/select goals and strategies X X X X X X X Saw 20M 10 $1,850 $0 $1,850 4 b Develop TMP plan elements X X X X X X X MEN 108 $19,980 $0 $19,980 c Conduct open houses on TMP options X X X X X In 16 $2,960 $250 $3,210 d Review/select preferred TMP/strategies X X X X X 10 $1,850 $0 $1,850 3.1 Develop implementation action plan0-1 ;: 4 a Create implementation action plan X X X 'X X X X NONE48 $8,880 $0 $8,880 b Design/conduct priorities surveys X X 24 $4,440 $7,500 $11,940 ;,' c Conduct open houses on implementation X X X X X 16 $2,960 $250 $3,210 d Review/select TMP/Action Plan X X X X X X X :0 10 $1,850 $0 $1,850 3.2 Publish/adopt documents ............ _....__ . ' a Edit/publish TMP/Action Plan documents X X X X X X X �� 16 $2,960 $0 $2,960 b Review/adopt TMP/Action Plan X 0 6 $1,110 $0 $1,110 Subtotal 486 $89,910 $9,000 $98,910 =milestone public workshops and events Contingency 3% $1,090 Project budget $1009000 3. Scope of work Following is a brief description of the scope of work outlined in the gantt chart on the preceding page based on your RFP and our experience with similar plans. A final scope, however, will depend on your preferences which we will resolve with you prior to proceeding. Task Oa: Conduct retreat We will conduct a workshop with you, your staff, your Lodging Tax Advisory Committee (LTAC), Tourism Commission, County Commissioners, and others you deem appropriate to strategize about: • Vision - concerning the context, scope, and particulars of this Tourism Master Plan (TMP) process. ■ Assessment - of the products and services that have been accomplished to -date including any previous tourism planning by any public, nonprofit, and private participants as well as comparable indicators from other tourism plans. ■ Participants - identify who and how to involve public, nonprofit, and private tourism partners including Washington State Parks & Recreation Commission, Washington State Departments of Natural Resources (DNR), Fish & Wildlife (DFW), and residents in the process. ■ Webpage/newsletter - we will post newsletters and other materials on the planning process, schedule, meeting locations, and other particulars on a continuous basis on your website. Task l.la: Conduct focus groups - we will conduct interviews or focus group sessions with the public, nonprofit, and for -profit agencies that sponsor or operate or provide tourism activities or facilities of interest you identify in task Oa to identify strengths, weaknesses, opportunities, and challenges (SWOC). We will conduct the focus groups where each focus group participant outlines the following during the sessions: ■ History - of the tourism infrastructure provider or operator including objectives concerning Grant County tourism goals. ■ Membership, attendees, and customers - including age, residence, and market areas. ■ Programs, services, and facilities - presently provided or sponsored or used by public, nonprofit, and for -profit agencies on a yearly or seasonal basis, ■ SWOC issues - of interest to county tourism infrastructure planning including activity, facility, or event gaps, marketing and promotion needs, and economic multipliers and opportunities. ■ Suggestions - including possible tourism activity or facility or event improvements including possible joint venture opportunities with other public, nonprofit, and private partners. Task l.lb: Survey county residents We will design and conduct an online survey in English and Spanish of county residents using email and Facebook blasts, newspaper advertisements, and website postings. The survey will include questions about: ■ Familiarity - with tourism activities, facilities, and events within Grant County. ■ Reason for using or attending - tourism activities, facilities, or events including comparison of costs, quality, or convenience. ■ Reason for not using - tourism activities, facilities, or events due to lack of awareness, operating schedule conflicts, cost considerations, quality issues, or lack of activities or facilities or events of interest. ■ Level of satisfaction - with existing tourism activities, facilities, or events including design, condition, availability, and services. ■ Desires - for specific activities, facilities, or events and improvements including priorities. ■ Participant characteristics - including place and length of residence, age, and household status. Task l.lc: Survey tourists - we will conduct an online survey of tourists who visit information and welcome centers, tourism websites, and key attractions including the Gorge at George, Grand Coulee Dam, Potholes State Park, Lake Lenore Caves State Park, Sun Lakes State Park Grant County Tourism Master Plan 1 3 Campground, Steamboat Rock State Park, Grant County Fair, Moses Lake Convention Center, as well as historical museums, art galleries, farmers' markets, and hotels and motels. The tourism survey will ask about the following: ■ Utilization - of your website and other social media, printed magazines, brochures, or other collateral materials, radio or television advertisements about your activities, events, and facilities including preferences for content, media, and notifications. ■ Destinations - including specific use frequencies for your special events and festivals, historical and cultural landmarks, environmental interpretive sites and parks, agricultural attractions, and recreational facilities and sites. ■ Desires - for additional information, events, facilities, and other historical, cultural, environmental, agricultural, and recreational attractions including supporting services. The survey will obtain specific and quantifiable information about their behavior as well as their desires to know more, suggest improvements, and other destination planning particulars. Task 1.1d: Document/review outreach findings We will review the focus group, county resident, and tourist survey results during workshop sessions with you, your staff, Lodging Tax Advisory Committee (LTAC), Tourism Commission, County Commissioners, and others you deem appropriate. Your workshop participants will clarify policy issues and define questions to be resolved in following tasks of work. Deliverable - results and implications of focus group, county resident, and tourism surveys concerning your TMP process and strategies. Task 1.2a: Conduct visioning workshops - we will conduct interactive workshops or brainstorming sessions with you and your staff, and with county residents, business and community organizations, interest groups, public, nonprofit, and for -profit agencies to review the results of task l.la-d and brainstorm strategies for your TMP. We will conduct the workshops where your participants jointly create (and we illustrate) as many ideas as possible for every type of TMP element. We will develop these workshop ideas without critical evaluations until your participants are satisfied that all possible ideas have been explored and assessed. Task 1.2b: Document/review vision We will review the brainstorming results during workshop review sessions with you, your staff, Lodging Tax Advisory Committee (LTAC), Tourism Commission, County Commissioners, and others you deem appropriate. Your workshop participants will clarify strategies and define questions to be resolved in following tasks of work. Deliverable - results of the brainstorming sessions with you and your staff, and public participants concerning visions and strategies for your TMP. Task 1.3: Assess tourism attractions We will inventory and evaluate your existing tourism attractions using information generated from US Forest and National Park Services, Washington State Parks & Recreation Commission, DNR, DFW, and other sources to include: ■ Heritage and historical sites - including designated and eligible historic districts and landmarks... ■ Cultural sites and programs - including museums, art galleries, art markets and festivals... ■ Recreational activities and facilities -- including hiking, biking, and horse trails, hand - carry put -ins and boat launch ramps, fishing and hunting areas, group picnicking sites, and campgrounds... ■ Environmental attributes and events - including wildlife preservation areas, nature interpretive exhibits and trails... ■ Agricultural - including farmers' markets, family farm tours, winery tours... ■ Supporting tourism services and facilities - including air, rail, bus, and vehicle transportation services, welcome and Grant County Tourism Master Plan 1 4 information centers, brochures, websites, lodging bookings and capacities... We will compile data on user and attendance volumes and trends, revenue totals and trends, expenditures per capita and event, and local economic multipliers for revenue and employment. Task 1.3b: Project tourism demands/facility needs We will analyze present and projected socioeconomic trends in Grant County, regional (King, Kittitas, Chelan, Douglas, Grant, and Yakima Counties), and extra -regional (plus Benton, Franklin, Walla Walla, Snohomish, Pierce, and Washington State) market areas using 2020 Census, 2018-2023 American Community Survey (ACS), and Washington State Office of Financial Management (OFM) data. We will project tourism activity participation rates and volumes using a combination of sources including: ■ Washington Statewide Comprehensive Outdoor Recreation Plan (SCORP) Surveys - for participation rates and data we developed for over 100 outdoor and indoor recreation activities based on 12-monthly diary -based surveys conducted in 2000, 2006, 2012, 20179 and 2022. ■ Washington State Recreation Conservation Office (RCO) Economic Analysis of Outdoor Recreation in Washington State - for per capita expenditure rates for day trips and equipment for 100 outdoor recreation activities in Washington. ■ US Department of Agriculture (USDA) Forest Service's National Survey on Recreation and the Environment (NSRE) - for participation rates and frequency volumes for outdoor recreation activities for the Pacific Northwest Region and Washington State. ■ US Fish & Wildlife National Survey of Fishing. Hunting, and Wildlife -Association Recreation - for outdoor recreation activities including participation rates, frequencies, in and out-of-state residents, and per capita expenditures for day trips and equipment in Washington State. ■ Dean Runyan - for annual tourist volumes and per capita expenditures for food service, transportation, retail, arts, entertainment, recreation, accommodations, food stores, and air transportation from 2000 to present year. ■ Smith Travel Research (STR) - for rooms available, rooms sold, and net room revenue as well as segmentation data including source of business (transient, group and contract) and source of revenue (room, F&B, and other) with STAR benchmarking comparisons with other tourism markets. ■ Eastern Washington University (EWU) - for Community Trends Projects for Grant County of local trends in arts and culture, tourism, outdoor recreation, and economic activity. All sources record the number of times, number of participants, and frequency that households engage in tourism activities or events of interest. Using these age -specific participation source rates, we will project the latent demand residents and tourists have for Grant County tourism activities, facilities, or events on a yearly and 4-season basis. Specifically, we will: ■ Project demand - in activities, facilities, and events of interest including the number of participants and occurrence volumes. ■ Establish market or capture rates - comparing latent demand with activities, facilities, and events attendance and program enrollments and volumes public, nonprofit, and for -profit provider agencies are achieving. ■ Compare satisfaction levels - with the opinions offered by existing activities, facilities, and events participants and user organizations, and the public measured by focus group sessions, and online surveys. ■ Define tourism infrastructure needs - where latent demand is not being met by activities, facilities, and events offered by public, nonprofit, and for -profit providers identifying alternative methods by which public, nonprofit, and for -profit agencies can provide for and capture unmet needs. We will establish the desirable user capacity, availability, and turnover rate for each tourism activity, facility, and event with which to meet projected demands on a 4-season basis. We will identify 6-20-year priority requirements and costs for public tourism facility assets in Grant County. Grant County Tourism Master Plan I 5 Task 1.3c: Assess financial trends We will analyze and project current countywide and jurisdiction financial prospects regarding: ■ Present and probable financial trends - in tourism activity, facility, and event revenues, expenditure patterns, capital improvement program requirements, bonded and revenue bonded debt capacity, and voter referendum issues. ■ Any supplemental funding allocations - from state and federal grants, bonds and/or special property tax levies, special or enterprise funds, and concessionaire revenues. ■ Program cost recovery measures - including user fees, rental schedules, and other cost recovery methods based on alternative fair market value, community benefit, and/or social ethos methodologies. ■ Other fundinLy approaches and prospects - including any existing or potential concessions, special use agreements, public/private service contracts, joint venture developments, and self- help agreements. ■ Local economic multipliers - from tourism activities, facilities, and events in direct, indirect, and induced revenues, employment, taxes, and other benefits. Task 1.3d: Document/review assessments We will review the demographics, inventories, requirements, and financial prospects during workshop review sessions with you, your staff, Lodging Tax Advisory Committee (LTAC), Tourism Commission, County Commissioners, and others you deem appropriate. Your workshop participants will clarify assessment conditions and define questions to be resolved in following tasks of work. Deliverable - a comprehensive assessment of your existing inventory of events and facilities, tourism demands and infrastructure needs, and financial trends and prospects with which to develop your TMP. Task 2a: Develop/select goals and strategies Based on the results of task 1.1-3, we will establish 4-season tourism objectives including: Goals ■ Tourism goals - for activities, facilities, and events for county, regional, and extra -regional market areas. ■ Tourism development priorities - by specific tourism activity, facility, and event countywide and for each jurisdiction. Strategies ■ Role/responsibility options - for acquisition, development, and operation by the county or other public, nonprofit, or for -profit party. ■ Funding and cost recovery strategies - for each activity, facility, and event including concepts that utilize enterprise, merit, and subsidy cost recovery concepts as well as joint ventures, partnering, and concession agreements. Task 2b: Develop TMP elements Based on the results of task 2a, we will develop your TMP elements to include tasks, responsibilities, and performance measures for: Marketing elements ■ Community events - historical walks and tours, cultural shows and artworks, recreational events and festivals, environmental programs and tours, agricultural markets, and fairs... ■ Commercial events - outdoor equipment shows, RV and boat shows, fishing and hunting shows, livestock shows and auctions, horticulture shows... ■ Trade expositions - hunting and fishing, camping, boating, hiking, and biking, wineries and brewing, photography, and art... ■ Special events - contests, tournaments, and pageants... ■ Fair and Rodeo - spring and winter fairs, youth and college, women and Native American rodeos, equestrian competitions, and circus's... Promotional elements ■ Websites - updating tourism promotional website to establish links with local activities, facilities, events, and support lodging, eating and drinking, and other services... ■ Outreach - adding email addresses from the resident and tourist surveys with lists maintained by other public, nonprofit, and for - profit agencies to establish a master list for e- newsletters and promotions... ■ Maps and descriptions - updating maps, facility and service descriptions and web links with all public, nonprofit, and for -profit tourism activities, facilities, and events... Grant County Tourism Master Plan 1 6 ■ Social media - linking the above, where appropriate, with YouTube and Facebook productions, pages, and blogs... Design elements ■ Facilities - requirements and functional relationships for wildlife preservation areas and interpretive systems, winter and summer trails and trailheads, waterfronts, boating, and fishing sites, picnicking areas and group event sites, campgrounds and "soft" camping facilities, athletic tournament fields and facilities, indoor exposition and exhibition facilities, welcoming and information centers... Special areas - for unique sites including farmers' and arts markets, festival and special event sites, fairgrounds, and rodeos... 5 Access - necessary to connect residents and tourists with destinations including public and for -profit air, transit, roads, and trails... ■ Supporting facilities - necessary to provide operations, maintenance, and administration requirements for tourism activities, facilities, and events... ■ Mitigations - necessary for traffic, parking, utilities, noise, and other impacts generated by tourism activities, facilities, and events during the season or a peak event... Management elements ■ Operations - including responsibilities, budgets, and cash flow consequences of proposed public tourism infrastructure... ■ Joint ventures - with other public jurisdictions, nonprofit agencies, and/or for - profit operators for tourism activities, facilities, or events of public benefit... ■ Enterprises - sponsored and/or operated by nonprofit or for -profit operators or concessionaires on public land or a public facility of public benefit... Task 2c: Conduct open houses on TMP We will conduct and record hybrid in person/virtual open houses with residents, business and community organizations, and public, nonprofit, and for -profit sponsors displaying proposed activity, facility, events, and options. We will record questions and suggestions that result from the open house sessions. Task 2d Review/select preferred TMP/strategies We will review the results of the open houses with you, your staff, Lodging Tax Advisory Committee (LTAC), Tourism Commission, County Commissioners, and others you deem appropriate at workshop sessions. Your workshop participants will review the comments and select preferred TMP elements to include activity, facility, and event proposals and priorities. Deliverable - a preferred TMP with public supportable goals and strategies, marketing, design, and management elements with which to develop a feasible implementation program and action plan. 3.1. Create implementation action plan Task 3.1a: Create implementation action plan Based on the results of task 2, we will develop a detailed implementation action plan to include: ■ Implementation action plan - with activity, event, and facility tasks, and responsibilities necessary to implement your TMP elements including schedules, budgets, funding mechanisms, and performance measures for you and all other public, nonprofit, and for -profit partners. ■ 6/20-year TMP/LTAC projects - with a Capital Facility Program (CFP) with priorities, development costs, and funding sources or methods including any joint venture agreements or by other public, nonprofit, or for -profit partners. ■ Financial scenarios) - where proposed events, promotions, and acquisition, and development projects may be funded through US Economic Development Administration (EDA), Department of Agriculture (USDA), and Washington State Department of Commerce (DOC) and Recreation Conservation Office (RCO) federal and state grants and loans, lodging taxes, real estate excise taxes (REST), optional motor vehicle licensing or gas taxes, special property tax levies or levy lid lifts, revenue bonds or certificates of participation, lease -to - own agreements including 63:20 nonprofit developers and/or joint ventures with other public, nonprofit, or for -profit agents. ■ Organizational approaches - evaluating the potential of using public facility districts and/or public development authorities as well as nonprofit stewardship groups, land/lease and operational agreements with nonprofit and user Grant County Tourism Master Plan 1 7 organizations or concessions as delivery and operational options. ■ Economic multiplier benefits - in direct, indirect, and induced expenditures, revenues, and employment resulting from your proposed TMP activities, events, and facilities investments. Task 3.1b: Design/conduct priorities survey We will design and conduct another online survey of all county resident households in English and Spanish about proposed TMP events, infrastructure plans, and implementation action plan issues. We will incorporate graphic illustrations to ask a series of closed and open-ended questions about: ■ Approvals and priorities - for specific proposals including site and building concepts for existing or proposed new activities, facilities, or events. ■ Financing preferences and priorities - including methods and amounts of proposed lodging, REET, gas and licensing tax options, revenue bonds, property tax levy rate adjustments or levy lid lifts, user fees and charges, concession agreements and schedules, lease -to -own procurements and competitions, and joint venturing. ■ Behavior - including what affect proposed tourism activity, facility, and event plan improvements would have on resident and tourist attendance and expenditures. ■ Characteristics - including survey respondent residence, age, and household status. Task 3.1c: Conduct public open houses on implementation action plan We will conduct a series of recorded hybrid in person/virtual open houses with residents, business and community organizations, and public, nonprofit, and for -profit sponsors of implementation action plan proposals and the on -going results of the priorities survey. We will post the proposals and open house questions on your website. Task 3.1d: Review/select TMP action plan We will review activity, event, and facility implementation particulars, the priorities survey results, and open house comments during workshop review sessions with you, your staff, Lodging Tax Advisory Committee (LTAC), Tourism Commission, County Commissioners, and others you deem appropriate. Your workshop participants will select preferred activities and events, capital facility projects, budgets and funding sources, priorities, responsibilities, and performance measures for each action plan item. Deliverable - a resolved and detailed implementation action plan identifying priorities, schedules, budgets, responsibilities, and performance measures for each TMP implementation action plan task. 3.2. Publish/adopt plan documents Task 3.2 a: Edit/publish TMP and implementation action plan documents We will compile and edit camera-ready copy (in Word, Excel, GIS, and Pdf files and maps) and publish the following documents: ■ PowerPoint presentations - of an executive summary of the TMP and implementation action plan including activity, facility, and event proposals on your website. ■ Narrative document - with the results of focus group, resident and tourist surveys, inventory and financial assessments, goal and strategy statements, activity, event, and facility TMP plan elements, and implementation action plan. ■ Web -based graphics - and other materials that may be inserted into your and other tourism -oriented websites. Task 3.2b: Present TMP and implementation action plan for adoption We will help you present and discuss the contents of the TMP and implementation action plan with your County Commissioners to complete hearings for review and adoption proceedings. Grant County Tourism Master Plan 1 8 Outlook RE: DMO Agreement From Rebekah M. Kaylor <rmkaylor@grantcountywa.gov> Date Wed 12/4/2024 10:46 AM To Caitlin E. Manell <cemanell@grantcountywa.gov> B 1 attachment (52 KB) Beckwith Consulting-DMO Contract 2025 (002)_RK Edits.docx; am really sorry. I missed one clause that I just added. Here is the updated version. Regards, Rebekah Kaylor Chief Deputy Prosecuting Attorney (Civil/Appellate) Grant County Prosecuting Attorney's Office PO Box 37 Ephrata, WA 98823 Phone: 509.754.2011 x3950 Fax: 509.754.6574 rmkaylor _grantcountywa.gov The contents of this e-mail message, including any attachments, are intended solely for the use of the person or entity to whom the e-mail was addressed. It contains information that may be protected by attorney -client privilege, work -product, or other privileges, and may be restricted from disclosure by applicable state and federal law. If you are not the intended recipient of this message, be advised that any dissemination, distribution, or use of the contents of this message is strictly prohibited. If you received this message in error, please contact the sender by reply e-mail. Please also permanently delete all copies of the original e-mail and any attached documentation. Please be advised that any reply to this e-mail may be considered a public record and be subject to disclosure upon request. From: Rebekah M. Kaylor <rmkaylor@grantcountywa.gov> Sent: Wednesday, December 4, 2024 9:16 AM To: Caitlin E. Manell <cemanell@grantcountywa.gov> Subject: RE: DMO Agreement Ok. Here are my recommendations. Let me know if you want to chat about anything. Regards, Rebekah Kaylor Chief Deputy Prosecuting Attorney (Civil/Appellate) Grant County Prosecuting Attorney's Office PO Box 37 Ephrata, WA 98823 Phone: 509.754.2011 x3950 Fax: 509.754.6574 rmkaylor _grantcountywa.gov ro f� l The contents of this e-mail message, including any attachments, are intended solely for the use of the person or entity to whom the e-mail was addressed. It contains information that may be protected by attorney -client privilege, work -product, or other privileges, and may be restricted from disclosure by applicable state and federal law. If you are not the intended recipient of this message, be advised that any dissemination, distribution, or use of the contents of this message is strictly prohibited. If you received this message in error, please contact the sender by reply e-mail. Please also permanently delete all copies of the original e-mail and any attached documentation. Please be advised that any reply to this e-mail may be considered a public record and be subject to disclosure upon request. From: Caitlin E. Manell <cemane11@grantcoun1ywa.g0v> Sent: Wednesday, December 4, 2024 9:02 AM To: Rebekah M. Kaylor <rmkaylor grantcountywa.gov> Subject: Re: DMO Agreement County Visitor Information Centers. I'm not sure how applicable that is. From my understanding, they'll be working more with the Tourism Committee than VIC's around Grant County. Thanks! Caitlin E. Manell Deputy Clerk of the Board I Grant County Commissioners Office PO Box 37 35 C Street NW Ephrata, WA 98823 509-754-2011 ext. 2931 509-754-6098 (fax) From: Rebekah M. Kaylor <rmkaylor grantcountywa.gov> Sent: Wednesday, December 4, 2024 9:00 AM To: Caitlin E. Manell <cemagrantcountywa.gov> Subject: RE: DMO Agreement Do you know what "COUNTY VIC's" means on pg 4 section 10? Regards, Rebekah Kaylor Chief Deputy Prosecuting Attorney (Civil/Appellate) Grant County Prosecuting Attorney's Office PO Box 37 Ephrata, WA 98823 Phone: 509.754.2011 x3950 Fax: 509.754.6574 rm kaylorgra ntcou ntywa.gov The contents of this e-mail message, including any attachments, are intended solely for the use of the person or entity to whom the e-mail was addressed. It contains information that may be protected by attorney -client privilege, work -product, or other privileges, and may be restricted from disclosure by applicable state and federal law. If you are not the intended recipient of this message, be advised that any dissemination, distribution, or use of the contents of this message is strictly prohibited. If you received this message in error, please contact the sender by reply e-mail. Please also permanently delete all copies of the original e-mail and any attached documentation. Please be advised that any reply to this e-mail may be considered a public record and be subject to disclosure upon request. From: Caitlin E. Manell <cemanellgrantcountywa.gov> Sent: Wednesday, December 4, 2024 8:30 AM To: Rebekah M. Kaylor <rmkaylor grantcountywa.gov> Subject: Re: DMO Agreement Yes Caitlin E. Manell Deputy Clerk of the Board I Grant County Commissioners Office PO Box 37 35 C Street NW Ephrata, WA 98823 509-754-2011 ext. 2931 509-754-6098 (fax) From: Rebekah M. Kaylor <rmkaylor grantcountywa.gov> Sent: Wednesday, December 4, 2024 8:26 AM To: Caitlin E. Manell <cemanellCa?grantcountywa.gov> Subject: RE: DMO Agreement Is the contractor supposed to invoice the BOCC to receive the funds? Regards, Rebekah Kaylor Chief Deputy Prosecuting Attorney (Civil/Appellate) Grant County Prosecuting Attorneys Office PO Box 37 Ephrata, WA 98823 Phone: 509.754.2011 x3950 Fax: 509.754.6574 rmkaylor _grantcountywa.gov The contents of this e-mail message, including any attachments, are intended solely for the use of the person or entity to whom the e-mail was addressed. It contains information that may be protected by attorney -client privilege, work -product, or other privileges, and may be restricted from disclosure by applicable state and federal law. If you are not the intended recipient of this message, be advised that any dissemination, distribution, or use of the contents of this message is strictly prohibited. If you received this message in error, please contact the sender by reply e-mail. Please also permanently delete all copies of the original e-mail and any attached documentation. Please be advised that any reply to this e-mail may be considered a public record and be subject to disclosure upon request. From: Caitlin E. Manell <cemane11@grantcountywa.gov> Sent: Wednesday, December 4, 2024 8:19 AM To: Rebekah M. Kaylor <rmkaylor grantcountywa.gov> Subject: Re: DMO Agreement Yes, that is my understanding. Thanks! Caitlin E. Manell Deputy Clerk of the Board I Grant County Commissioners Office PO Box 37 35 C Street NW Ephrata, WA 98823 509-754-2011 ext. 2931 509-754-6098 (fax) From: Rebekah M. Kaylor <rmkaylor grantcountywa.gov> Sent: Wednesday, December 4, 2024 8:18 AM To: Caitlin E. Manell <cemagrantcountywa.gov> Subject: RE: DMO Agreement Good morning! More questions.... Is the potential for renewal only if the project as outlined in the SOW is not finished in two years? Regards, Rebekah Kaylor Chief Deputy Prosecuting Attorney (Civil/Appellate) Grant County Prosecuting Attorney's Office PO Box 37 Ephrata, WA 98823 Phone: 509.754.2011 x3950 Fax: 509.754.6574 rmkaylor@grantcountywa.gov The contents of this e-mail message, including any attachments, are intended solely for the use of the person or entity to whom the e-mail was addressed. It contains information that may be protected by attorney -client privilege, work -product, or other privileges, and may be restricted from disclosure by applicable state and federal law. If you are not the intended recipient of this message, be advised that any dissemination, distribution, or use of the contents of this message is strictly prohibited. If you received this message in error, please contact the sender by reply e-mail. Please also permanently delete all copies of the original e-mail and any attached documentation. Please be advised that any reply to this e-mail may be considered a public record and be subject to disclosure upon request. From: Caitlin E. Manell <cemanellCa?grantcountywa.gov> Sent: Wednesday, December 4, 2024 7:59 AM To: Rebekah M. Kaylor <rmkaylor grantcountywa.gov> Subject: Re: DMO Agreement Hello Rebekah, The Marketing Plan that this DMO is working on is a ten-year sustainable plan. I had asked Rob about a term and was given this two-year term that they could potentially renew. Is there a way to get that reflected? Thanks! Caitlin E. Manell Deputy Clerk of the Board I Grant County Commissioners Office PO Box 37 35 C Street NW Ephrata, WA 98823 509-754-2011 ext. 2931 509-754-6098 (fax) From: Rebekah M. Kaylor <rmkaylor grantcountywa.gov> Sent: Tuesday, December 3, 2024 4:52 PM To: Caitlin E. Manell <cemagrantcountywa.gov> Subject: RE: DMO Agreement Hi Caitlin, In the Beckwith contract the Term is left open ended and does not provide an end date even though there are references to a two-year agreement. I was wondering about the intent behind this. I am wondering if this would capture the intent: 6. Term. The term of this Agreement and the performance of the CONTRACTOR shall commence on January 1, 2025, and shall terminate upon completion of attached EXHIBIT A (SCOPE OF WORK) or December 31, 2026, whichever is earlier. PROVIDED that application for funding is submitted annually by the LTAC established deadline. Regards, Rebekah Kaylor Chief Deputy Prosecuting Attorney (Civil/Appellate) Grant County Prosecuting Attorney's Office PO Box 37 Ephrata, WA 98823 Phone: 509.754.2011 x3950 Fax: 509.754.6574 rmkaylor _grantcountywa.gov The contents of this e-mail message, including any attachments, are intended solely for the use of the person or entity to whom the e-mail was addressed. It contains information that may be protected by attorney -client privilege, work -product, or other privileges, and may be restricted from disclosure by applicable state and federal law. If you are not the intended recipient of this message, be advised that any dissemination, distribution, or use of the contents of this message is strictly prohibited. If you received this message in error, please contact the sender by reply e-mail. Please also permanently delete all copies of the original e-mail and any attached documentation. Please be advised that any reply to this e-mail may be considered a public record and be subject to disclosure upon request. From: Caitlin E. Manell <cemanell grantcountywa.gov> Sent: Monday, November 18, 2024 3:40 PM To: Rebekah M. Kaylor <rmkaylor grantcountywa.gov> Subject: DMO Agreement Hello, I have another contract for your review. I have attached the Scope of Work (Exhibit A) that is referenced in the contract also. Thanks! Caitlin E. Manell Deputy Clerk of the Board I