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HomeMy WebLinkAboutAgreements/Contracts - BOCC (003)GRANT COUNTY COMMISSIONERS AGENDA MEETING REQUEST FORM (Must be submitted to the Clerk of the Board by 12:00pm on Thursday) REQUESTING DEPARTMENT: BOCC REQUEST SUBMITTED BY: CEIVIANELL DATE: 02/27/2025 PHONE: 2931 CONTACT PERSON ATTENDING ROUNDTABLE: CEMANELL/KSTOCKTON CONFIDENTIAL INFORMATION: ❑YES ® NO buil UMMUM11:491110wo M111111111111si= 1; LU 4 a 1; FAT jj 0 ®Agreement / Contract ❑AP Vouchers - _1 ❑Appointment / Reappointment ❑ARPA Related ❑ Bids / RFPs / Quotes Award ❑ Bid Opening Scheduled ❑ Boards / Committees ❑ Budget ❑Computer Related ❑County Code []Emergency Purchase El 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 F �► r (Who,,, cost, Request for Rachelle Baughman, Coulee Creative to sign on behalf of Grant County to accept the State of Washington Tourism Grant No. 25-01-10 for the Grant County "Nature's Playground" Image Campaign. Grant award amount is $18,000.00, to be expended by November 30, 2025. A new fund will be created for this grant. 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: 141 APPROVE: DENIED ABSTAIN D 1. (' �'1� /7 a' D2: D3: DEFERRED OR CONTINUED TO: WITHDRAWN: 4/23/24 STATE of WASHINGTON TOURISM Grant Agreement Grant: Rural Tourism Marketing & Production Grant Number: 25-01-10 Grantee: Grant County Tourism Contact: Rachelle Baughman, Marketing Director Project: Grant County "Nature's Playground" Image Campaign Request: $35,000 Award: $18,000 Timeline: • Expend funds by November 30, 2025 • Submit interim evaluation by July 31, 2025 • Submit final project evaluation by December 31, 2025 Payment Method: Lump sum by means of either electronic funds transfer to bank account (ACH request form), or by check sent by mail. Support for destination planning and development efforts is made possible through a federal grant from the Economic Development Administration, awarded to State of Washington Tourism ("SWT") by the Washington State Department of Commerce ("Commerce") for tourism industry pandemic recovery, and is intended for rural and underserved communities. Grant County Tourism ("Grantee") has been selected as a recipient of the Rural Tourism Marketing and Production Grant ("Grant") from SWT for Grant County "Nature's Playground" Image Campaign ("Project") in accordance with eligibility, timelines, and other criteria in the Grant Application for Rural Tourism Marketing and Production ("Application"). As a condition precedent for the transfer of Grant funds from SWT to the Grantee, the Grantee must acknowledge and agree to be bound by the terms and conditions set forth in this Grant Agreement ("Agreement"). Grant County Tourism - 2025 RTMP - Award Agreement - 1/6/25 - 1 of 3 The Grantee hereby agrees as follows A. The Grantee must use all Grant funds directly and solely to complete the Project as identified above and as described in the Grantee's proposal or related correspondence and may not be expended for any other purposes without written approval from SWT, which approval may be withheld at SWT's discretion. Grant funds from SWT shall not be used to pay staff salaries, debt, or interest payments associated with eligible projects. Grant funds from SWT shall not reimburse expenses already incurred. The Grantee must use these funds once dispersed from SWT and after following federal procurement guidelines in Section D ofthe Agreement. B. The Grantee represents and warrants that itis either: (i) recognized as a government municipality, (if) a federally- or state -recognized tribe, or (iii) a 501(c)(3) nonprofit organization or other 501(c) non-profit organization that supports travel and tourism in the State of Washington as detailed in the Application. The Grantee will immediately inform SWT of any change to its tax status during the Project period. The Grantee must possess a registered Unique Entity Identifier (UEI) through SAM.gov — an assigned UEI is not sufficient and is grounds for dismissal from this Grant program. C. When working with contractors, the Grantee must abide by the following stipulations from Commerce. If a micro -purchase (up to $10,000), the Grantee must document that the price is reasonable based on research, experience, purchase history, or other information. For professional services, Commerce recommends creating a contract to ensure deliverables will not exceed $10,000 as a best practice. If a small purchase ($10,001 - $30,000), the Grantee must obtain quotes from at least three sources and document that the price is reasonable based on research, experience, purchase history, or other information. The purchase limit can reach $40,000 if using a certified small or veteran -owned business as outlined in RCW 39.26.010 22 . Forpurchases above $30,000 (or $40,000 if using a certified small or veteran -owned business), the Grantee must follow the federal procurement process outlined in 2 CFR 200 procurement. D. The Grantee must submit all contracts/contractors involved with the Project to SWT for review and approval. Each contractor must possess an active EIN and WA UBI, and must be billed on a reimbursement basis by the Grantee after services are rendered. If applicable, some eligible expenses can only be covered at DFM reimbursement rates. E. Grant funds shall be expended by November 30, 2025. The Grantee shall return any unexpended Grant funds at the end of the Project period upon request therefore by SWT, unless SWT and the Grantee in writing either extend the Project period or reallocate the Grant funds to a similar project or otherwise agree as to how to address such remaining funds. F. The Grantee will provide prompt and accurate information, receipts, vendor tax forms (W-9), and other documents as requested by SWT for verification, financial review, or other components associated with reporting on the Project. The Grantee must submit two reports, an interim and a final evaluation, and comply with quarterly check -in meetings for the duration of the Project. The Grantee must submit the interim evaluation to SWT by July 31, 2025 and the final evaluation of their grant project approximately 30 days after its completion, and no later than December 31, 2025. The latter should include a final budget, proof of spending, tax forms, key performance indicators, and a written account ofhowthe Grant funds were used and their impact on travel and tourism in the State of Washington. G. The Grantee agrees to permit SWT to include and/or disseminate information about the Project and/or Grantee in publications and communications. The Grantee also agrees to share the usage rights to the creative content from the Project with SWT in perpetuity. H. SWT reserves the right to discontinue,withhold, or modify any payments or the payment schedule regarding this Grant, or to require a total or partial refund of any Grant funds if, in the sole discretion of the grantor, such action is necessary because: (i) the Grantee's conduct jeopardizes its legal ortax status; (if) the Grantee loses its tax-exempt status as a non-profit entity; (iii) the Grantee is unable or unwilling to fulfill the requirements of this Agreement; (iv) the Grantee fails to comply with laws or regulations. I. If this Grant is terminated before the Project's scheduled completion date, the Grantee will provide SWT with a full accounting of the receipt and disbursement of funds and expenditures incurred under the Grant as of the termination date. J. If the Project requires significant changes, the Grantee must seek approval for any such changes from SWT before they come into effect. These actions may affect the scope of work, deliverables, personnel, timeline, budget or other components of the Project, such that the Grantee must submit these change requests in writing with sufficient detail and description forSWT's consideration. Significant changes to the Project may result in the forfeiture of Grant funds and/or the right to receive any further funds. K. The Grantee shall not disburse Grant funds to any recipient acting as a fiscal sponsor or agent and shall not otherwise assign this Agreement without the prior written consent of SWT, which consent maybe withheld at S WT's discretion. By clicking the Accept Award button below, I acknowledge I have read the Award Terms above. The undersigned represents and warrants that such person is duly authorized and has the legal capacity and authority to execute and deliver this Agreement for and on behalf of the Grantee. The Agreement shall be binding and enforceable against the Grantee according to its terms and conditions upon execution. Grant County Tourism - 2025 RTMP - Award Agreement - 1/6/25 - 2 of 3 Supporting Documents Upload Current Grant Prof ectBud gd* Filename Draw County Tourism room Campaign Budgetxlsx Upload Front Prop ect Proposal Updates Choose Fie Additional Supporting Documentation: Unified Business Islander (UBI) Number* 132GGISS4 CtmeA¢s Remvrvvg0 EIN* 91bGG1319 W-9 Form (signed &=mty )* Filename W-9 COUNTYOF GRANT2G24.pdf Unique Entity Identifier(UEI)-Active Re®need Number* ZL6WM26KSKR5 CtmeA¢s Remvrvvg0 Umque Entity (UEI) -Active Begistrwion Confinnwion* *ApplimhomarubmitA,,Umq*ENtyIDNEDANw R,pN,tm,o metm gw Filename GCUEI.per Certification Regarding Debarment and Suspension: Federal Executive Order(EO) 12549 Debarmentrequires lhatat Finances, contractors receiving individual awards, using Federal funds and all subredpients cemfythaz the GmanizDion and its principals are not debarred suspended proposed for debarment declared ineli®tile, or voluntarily excluded by any Federal department or agency been doing business Ford the Federal Government By accepting and subntilting has docrmentyou certify tlh9 your orgadzDion and its pmerpals went debarred Famuteto comply or attempts to our has language may disquaifyyowaward Infomazion on debarmentis avalableatwww.samgov. Yew acceptance of has award agreement certifies tlh9 earneryou mryow principal is presently debarred MTMded proposed der debarment dedwed mcli®ble orvolmtmly excluded from pwtiapahon m tas tmsaction byway Federal department oragenq Report Name Reporting Period Due By iutenm Rmmt A12025 to 6/30/2025 7/312025111:59.59 PM EaW Evaluation A12025to 11202025 12/312025111:59:59 PN FirstNarm* Last Former Role orTitle* Form Address* Phone Numbed Rachlle [gFw::k rachdleal&o. eeereniveco 5G9631G5G9 Daze* B By clicking the Accept Award button, G1/G62G25 I acknowledge I have read the Award Tome arrive The undersigned represents and warrants that such person is duly authorized and has the legal rapacityandautherRyto ¢cute and deliver this Agreement for and on behalf ofthe Grantee.This Agreementshall he bindingand enbrteable against the Grantee acmrdingto its terms and conditions upon exception. Gant County Tourism- 2025 FTMP-Award Agreement-1/a/25- 3 of 3 Budget Template Grant Applicant Budget Template (download from Google.docs to complete) DATE: November 20th, 2024 APPLICANT: FUNDS REQUESTED: Grant County Tourism $35,000.00 Anticipated Budget Tourism7Grantxpense Applicant aenseash P In -kind Expense Total 1 ActivityDescription in relation to Scope of Work Photography Photoshoot Hotels, Restuarants, Local Businesses $35,000.00 $35,000.00 $35,000.00 Partnership & Sponsorship $1,500.00 $1,500.00 $3,000.00 $35,000.00 $35,000.00 $1,500.00 $1,500.00 $38,000.00 TOTALS DATED this 47" day of 2025. 14�/Barbara J Vasquez, Clerk of the Board Approved as to Form Rebekah M. Kaylor, WSBA#: 53527 Deputy Prosecuting Attorney BOARD OF COUNTY COMMISSIONERS GRANT COUNTY, WASHINGTON 47: 07 Rob Jo hair — e F)- C( -, A ts -f. Cindy Carter, Vice Chair Kevin Burgess, ember