HomeMy WebLinkAboutContract Award - BOCCGRANT 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: CEMANELL
CONTACT PERSON ATTENDING ROUNDTABLE: CEMAN ELL
CONFIDENTIAL INFORMATION: ❑YES 8 NO
DATE'. 9/3/2025
PHONE: 2931
11110�
EN:l LU
Mli ff!1,UWM
❑Agreement / Contract
❑AP Vouchers
-
❑Appointment / Reappointment
❑ARPA Related
❑ Bids / RFPs / Quotes Award
❑ Bid Opening Scheduled
❑ Boards / Committees
❑ Budget
❑Computer Related
❑County Code
El Emergency Purchase
[]Employee Rel.
❑ Facilities Related
❑ Financial
❑ Funds
❑ Hearing
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❑ Grants — Fed/State/County
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❑ Petty Cash
❑ Policies
❑ Proclamations
❑Request for Purchase
❑ Resolution
*_1 Recommendation
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❑ Support Letter
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❑Tax Levies
❑Thank You's
❑Tax Title Property
❑WSLCB
SUGGESTED WORDING FOR AGENDA. Who, What, When, Why Terri, cost, ete.
Recommendation of selection of top proposer for the Grant County Tourism Travel
Planner Publisher. Contract to be drafted upon approval of the Board of County
Commissioners.
If necessary, was this document reviewed by accounting? ❑ YES ❑ NO 0 N/A
If necessary, was this document reviewed by legal? ❑ YES ❑ NO 0 N/A
DATE OF ACTION: q - r' _ DEFERRED OR CONTINUED TO:
APPROVE: DENIED ABSTAIN
D 1: �.
DZ
D3:
4/23/24
WITHDRAWN:
MEMO
a.:
To: The Board of County Commissioners
Grant County
From: Tourism Advisory Committee
Re: Recommendation of Selection — Tourism Travel Planner Publisher
The Tourism Advisory Committee, at the request of the Board of County Commissioners, reviewed
the additional materials submitted by the top three proposers for the Tourism Travel Planner Publisher
RFP.
The Committee decided by a majority vote at their regularly scheduled meeting on September 3,
2025, to recommend JayRay Creative Marketinp, & Strategic Communications as the top
proposer. Upon approval of this recommendation by the Board of County Commissioners, a contract
will be drafted following Grant County's standard procedures.
Thank you for your consideration regarding this matter.
On behalf of the Tourism Advisory Committee,
Caitlin E. Manell,
Deputy Clerk II
(509) 7854-2011 ext. 2931
cemanell@grantcountywa.gov
;cem
CONTENTS
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A
PLANNER
WITH
PURPOSE.
A
PARTNER
WITH
PERSPECTIVE.
JayRay is ready to partner with you to create a travel planner
that's more than a pretty piece it's a smart, strategic tool
that connects travelers with the heart of Grant County. With
decades of experience in tourism publishing and a
dedicated team of writers, designers, media pros and
project managers, we don't just make pages we make
moments.
We've helped rural and regional destinations across
Washington and the Pacific Northwesttell their stories with
clarity and creativity. From editorial planning to sustainable
print production and interactive digital formats, our team
brings the full toolkit. We've coordinated ad sales, designed
engaging layouts, managed large-scale distribution and
stayed on budget while still delivering big impact. Our
collaborative process is transparent and efficient, built for
committees, boards and multiple stakeholders.
At JayRay, we believe in creativity with a purpose and a plan.
Everyvisual, every word and every detail of yourtravel
planner should do more than look good; it should move
people to explore, stay and share. We bring strategic
thinking to every decision, backed by responsive project
management and a spirit of partnership. You'll never
wonder where the project stands or who's steering it
forward.
We're excited aboutthe opportunity to help shape a travel
planner that reflects the spirit and stories of Grant County.
Our team is ready to jump in, collaborate with yours and get
to work creating a tool that delivers both pride and
performance.
Sincerely,
Alex Domine
Advisor & Project
Manager
ADomine@JayRay.com
2 53.2 84.25 33
Bridget Baeth
Principal & Destination
Marketing Strategist
BBaeth@JayRay.com
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KEY PERSONNEL
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We invite you to learn more about
3our team on page 14 and at
f JayRay.com/Team.
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Bethany Doane Bridget Baeth
Operations Senior Advisor,
Manager & Owner Principal & Owner
Destination Marketing Strategist
AL
Jackie Zils Jen Willey Joyce Glavish Sean Alexander
Senior Advisor Senior Advisor Senior Advisor Senior Art Director
Proofreader Copywriter Creative Strategist
& Copy Editor
Alex Domine Cara Sjogren Julia White
Advisor Advisor Art Director
Project Manager
Travis Roth
Assistant Advisor
= Your team is available as needed. We can always
3 pull II in other team members to help meet your needs.
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PROJECT MANAGEMENT
Dedicated Project Manager & Backup
• Serves as the single point of contact for the
County and Tourism Advisory Committee
• Oversees project timeline, team
coordination and deliverables
• Facilitates internal communication and
external approvals
Kickoff &Planning Phase
• Conduct virtual kickoff meeting with Grant
County, Tourism Advisory Committee and
Marketing Manager
• Align on tone, structure, visual direction and
key milestones
• Establish shared goals, timelines and
communication protocols
Task & Timeline Management
• Develop work plan organized by project
milestones: concept approval, draft reviews,
ad sales deadlines, print proofing and
distribution
• Track deliverables and flag delays or
dependencies early
Check -ins
• Monthly progress updates via email or
virtual meeting
• Present drafts at key stages for feedback
from the Advisory Committee
• Attend Committee and Board meetings as
required (virtual)
Internal Review Process
• Editorial and design reviews conducted,
allotting one week for internal reviews and
two weeks for revisions
• Built-in buffer time for County revisions and
Board approval
Final Delivery & Wrap -Up
• Ensure all files (print and digital) are
finalized and approved before distribution
• Deliver post -project report, including digital
reach and distribution recap
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Sun, Stories & Strategy
Situation: Yuma, Arizona is a destination of extremes sun -soaked winters,
sizzling summers and a landscape unlike anywhere else. Visit Yuma needed
more than a standard brochure; they wanted a travel guide that could inspire
off-season travel and reflect the character of the community. Over three
consecutive years, JayRay partnered with Visit Yuma to create a series of travel
guides that captured the heart of the destination while delivering real results.
JayRay also developed an ad sales kit for the Visit Yuma team, helping to
increase participation from area businesses.
Strategy: Across three editions, JayRay's creative approach combined rich
visuals and compelling stories to capture Yuma's spirit and expand its appeal.
2023 Travel Guide: Developed with a content strategy focused on "cool"
ways to enjoy Yuma year-round even during triple -digit temperatures
the guide featured water access, scenic drives and immersive local
experiences. Interactive elements like quizzes, themed itineraries and local
voices encouraged readers to engage and explore. View the 2023 Guide
2024 Travel Guide: Building on the "Hello. I'm Yuma." video campaign, this
guide introduced a playful travel persona quiz and incorporated video
content accessible via QR code. The editorial strategy brought Yuma to life as
a friendly, welcoming host through original photography, vibrant design and
copy that matched the inspiring tone of the video series. View the 2024 Guide
2025 Adventure Guide: The latest edition celebrates Yuma's cultural depth,
outdoor adventure and hometown pride through the theme "Desert Spirit."
JayRay extended the guide's impact with a community reveal event, custom
posters, branded stickers and a digital invitation. Designed to feel I i ke a
modern magazine, the guide highlights insider tips, curated itineraries and
shareable experiences. View the 2025 Guide
Results: Each 60-page travel guide with over. 30,000 copies printed each year,
including digital flipbooks, helped position Yuma as a vibrant, year-round
destination. With multiple national creative awards, consistent traveler
engagement and a strong connection to local pride, the guides continue to
serve as practical tools for inspiration and planning. Next up: In 2026, JayRay
will develop two new guides one focused on dining and one on adventure.
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BUDGET
CREATIVE DIRECTION AND EDITORIAL DEVELOPMENT (MONTH 1-2)
Facilitate kickoff meeting (1 hr. virtual) to establish shared goals, timelines and
communication process.
Develop visitor guide flat plan for travel planner (84 pages plus 4-page cover) with ads,
indicating editorial calendar, story placement and ad placement. Leverage Branding Book
for design guidance. Review virtually.
Develop theme, tone and content structure. Includes up tothree concept directions.
Facilitate concept presentation (1 hr. virtual) to gain feedback on concept directions.
Review one refined concept direction virtually.
Provide writing, editing and proofreading services for up to 70% of travel planner.
Assumes up to 30% of pages is advertising.
Lead up to five meetings (each 1 hr. virtual) as needed. May include Grant County Tourism
Advisory Committee meetings, Grant County Board of Commissioners meetings and
special meetings for planning. Special meetings will have ample advance nonce.
Collaborate closely with contracted Marketing Manager.
DESIGN_ LAYOUT AND PRINT PRODUCTION (MONTH - )
Provide up to three cover concepts. Refine selected concept. Includes two rounds of
revision, delivered virtually.
Design a visually engaging travel planner with a target of 84 pages plus a 4-page cover.
Includes advertising space with consistent design quality. Collect final approval from
Grant County Board of Commissioners.
Print in high -quality stock with durable binding and professional finish.
Manage the design process, including two rounds of revision before printing or
distribution. Photography to be provided by client. JayRay offers ad design to advertisers
as follows: full -page ad design: $ 900; half -page ad: $675; 113 page ad: $450; additional
revisions billed hourly at $ 150 per hour. Advertisers must provide copy and photography.
subtotal $13,680
subtotal $24,000
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DIGITAL FILE AND WEB OPTIMIZATION (MONTH 4)
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Deliver a web -optimized PDF version of the planner for online publication.
3
Develop an interactive version (flipbook or mobile -friendly) with embedded links or QR
cod es.
subtotal $1/739
DISTRIBUTION AND REACH STRATEGY (MONTH 5)
Develop distribution plan to include Visitor Centers, Chambers of Commerce, businesses
and regional hubs.
Execute distribution plan coordinating with Certified Folders, Journal Graphics and other
vendors as needed.
subtotal $1,940
1r%
SUSTAINABILITYAND PRINT QUALITY (MONTH ui
Vdi
Source and recommend sustainable print and ink options. Includes up to three bids,
reviewed virtually (see included print estimate from Journal Graphics, printer for Visit
evi
Yuma guides).
Submit sample materials for evaluation before final print. Delivered via USPS mail. Does
n of i ncl u de cost of postag e.
subtotal $1,600
PROJECT MANAGEMENT AND COMMUNICATION (ONGOING)
Lead a monthly check -in call (30 min. virtual) with dedicated project manager for six
months. Includes agenda and recap.
Develop workplan with regular update meetings, checkpoints, milestones and deadlines.
Provide a summary report post -distribution including engagement metrics, digital
download performance and other key performance indicators as agreed upon.
Prepare a summary report presentation (1 hr. virtual) to share relevant metrics.
subtotal $5,450
Project total $48,409
10% contingency to cover unknowns $4/841
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TOTAL $53,250
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'OPTIONAL BUDGET;l
PHOTOGRAPHY OPTION :1-DAY SHOOT
One -day photo shoot (8-10 locations based on travel planner content needs), unlimited
use. Includes model recruitment, waiver forms, site management with photographer and
up to two JayRayers.
Recommended model allowance of up to $1,000 to compensate talent (ex. $100 per
model for 10 models).
subtotal
$6,780
PHOTOGRAPHY OPTION: 2-DAY SHOOT
Two-day photo shoot (16-20 locations based on travel planner needs), unlimited use.
Includes model recruitment, waiver forms, site management with photographer and up
to two JayRayers.
Recommended model allowance of up to $2,000 to compensate talent (ex. $100 per
model for 20 models). Overnight transportation and lodging for crew.
subtotal
$14,600
ESTIMATED OUTSIDE COST: TRAVEL PLANNER DISTRIBUTION
*This serves as an estimated cost for distribution, subject to change based on final number of locations as agreed upon.
Annual distribution with Certified Folders to prioritized locations to reach visitor centers,
freeways, major roads and cities as agreed upon.
subtotal
$12,5 86
ESTIMATED OUTSIDE COST: PRINTING
*This serves as an estimated cost for printing, subject to change based on final quantities and print specs as agreed upon.
OPTION 1: 40,000 PRINT RUN of an 88-page travel planner (84 pages, plus 4-page cover) subtotal
$33,301
OPTION 2: 80,000 PRINT RUN of an 88-page travel planner (84 pages, plus 4-page cover) subtotal $58,100
OPTION 3: 100,000 PRINT RUN of an 88-page travel planner (84 pages, plus 4-page cover) subtotal $691973
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Submittal Information Form
Project Name: Grant County Toudsot.Travel Planner Publish'
Ing
Finn /Business JayRay Ads & PR
Name.:
Address: 1102 A Street, Suite 300 #311
City,, State, Zip: Tacoma, WA 98402
Phone:
Fax:
Company Web Site:
253.627.9128
JayRay.corn
Fed. Tax ID Number:
Unified Business Identifier
D/M/WBE CertificationNumber.-
91-0883067
Number:
WA 600.075-129
Year Fin-n/Business
Established,- 19 7 0
Contact Person Regarding This Submittal's Information:
Alex Domine
Firm Type:
0 Sole Proprietor [I Partnership 0 C —Corp. El Ln*Tllted Partnership
M Sub6hapter S Corp.
1-1 Limited Liability Company
Firm Name: Please ensure that the firm name listed is the same that is legally assignied to the federal tax ID
number. Please do not use DBAs, Doing Business As, Combination names, when two firms are workingtogether,
derivatives of your legal -name, Acronyms, etc.
Unified Business Identifier (VB1) Number*- If your firm does not have a LJBI -number for Washington State, please
put "Pending" in the box. You will be required to acquire a UBI number if awarded. the Contract.
Disadvantaged/Minority/VVbmen-Owned Business Enterprise (D/N1fWBE) Certification Number: If your firm
does not have a D/M/WBE number, please put WA!". Effect of certification is dictated by NVAC 326-20-180.
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Alex Domine
Advisor
EDUCATION
MBA in Innovation and Strategy,
Pacific Lutheran University
BA in Communication; BMA in Music,
Pacific Lutheran University
AFFILIATIONS
City of Tacoma Events & Recognition
Committee
South Sound Together, Past Board
Marketing Chair
Association of Professional Fundraisers
CLIENTS
City of Gig Harbor
City of Tacoma
Discover Forest Grove
Explore Wilsonville
Maritime Washington
Metropolitan Development Council
Open Window School
Parametrix
South Sound Together
Tacoma -Pierce County Health
Department
Visit Gig Harbor
ADomine@JayRay.com
25 3.2 84.2 533
(M AIexJDomine
EXPERIENCE
JayRay Provides branding, strategic communication and
Advisor marketing services to tourism, business, nonprofit
2021-Present and governmental organizations. Leads brand
Tacoma, WA research and facilitation with a focus on project
management, delivering clear insights and
actionable outcomes for destination marketing
projects.
Chaves Wright Academy Led the vision for communications and marketing,
Director of Communication brand management and messaging strategy to
2018-2021 advance institutional priorities. Served on the
Tacoma, WA school's senior leadership team.
Washington Environmental
Council + Conservation
Voters
Director of Communication
2017-2018
Seattle, WA
Oversaw collaborative communication efforts to
raise the profile of advocacy groups passing
environmental protection bills in the state legislature
and endorsing leaders during elections. Served on
the organization's chief executive team.
Pacific Lutheran University Managed constituent engagement efforts for
Assistant Director university advancement in alumni relations,
2014-2017 fundraising, digital marketing and campaign
Tacoma, WA development.
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Bridget Baeth
Senior Advisor, Principal
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EDUCATION
BA in Communications, PR; Minor in
Publishing and Printing Arts; Minor in
Sociology, Pacific Lutheran University
AFFILIATIONS
State of Washington Tourism, Board of
Directors
Pacific Lutheran University, Alumni
Board of Directors
GreenTrike, Past Board Member
CLIENTS
City of Kent dba Visit Kent
City of Wilsonville dba Explore
Wilsonville
County of Humboldt
Discover Forest Grove
Discover Gilbert
Olympic Peninsula Tourism
Commission
Visit Big Sky
Visit Gig Harbor
Visit Tacoma -Pierce County
Visit Vancouver
Visit Yuma
BBaeth@JayRay.com
25 3.7 22.2 690
® BridgetBaeth
EXPERIENCE
JayRay
Oversees destination marketing strategy with a focus
Senior Advisor
on storytelling, brand development and creative
& Principal
direction. Has led more than 10 visitor guide projects,
2013-Present
writing feature stories, guiding design layouts and
Tacoma, WA
directing content from concept to delivery. Partners
with tourism, local government and nonprofit clients
to elevate community visibility and inspire travel.
Tacoma Regional Led collaborative marketing and communication
Convention efforts, branding and promotion of Tacoma and
+ Visitor Bureau Pierce County as a tourism destination. Served as
Director of Marketing & spokesperson for the organization. Wrote and
Communications designed visitor guide, coordinating ad sales with the
2008-2013 publisher.
Tacoma, WA
Washington Tourism
Partnered with convention and visitor bureaus,
Alliance
chambers and city leaders across the state on tourism
Newsletter Editor
advocacy messaging. Produced monthly tourism e-
2008-2013
newsletter including story writing and design.
Statewide
red B
Provided graphic design, writing/editing and public
Owner, Creative Design Firm
relations services for independent businesses.
2007-2013
Worked closely with business owners to deliver
Tacoma, WA
custom and effective solutions, identifying needs,
goals and audience.
Scout Media (Fox Sports)
Used I n Design and P hotosh o p to design up to 10
Production Designer
college and professional sports team magazines
2007-2008
within a two -week period each month.
Seattle, WA
Tacoma Community Provided graphic design, writing, editing and public
College Foundation relations support for the college. Served as editor of
Marketing Assistant the employee newsletter. Supported college -wide
2005-2008 rebranding effort including content development for
Tacoma, WA website and class schedule.
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Jen Willey
Senior Advisor
EDUCATION
BA in Liberal Studies,
Communications and Applied
Psychology, Eastern Washington
University
AFFILIATIONS
Public Relations Society of America
Gamma Phi Beta, Volunteer
Annie Wright Schools
Health and Wellness Subcommittee
CLIENTS
Annie Wright Schools
Brookfield
City of Monroe
Discover Gilbert
Explore Wilsonville
Franke Tobey Jones
Ohme Gardens
Snohomish County
Tacoma Art Museum
Visit Kitsap Peninsula
Visit Yu ma
JWilley@JayRay.com
253.284.2531
® JenWilley
EXPERIENCE
JayRay
Provides communication and marketing strategy
Senior Advisor
with a strong emphasis on branding, public relations
2022-Present
and tourism promotion. Brings sharp writing and
Tacoma, WA
editing skills to every project, including media
outreach, publications, marketing and campaigns to
promote tourism destinations.
Annie Wright Schools
Developed and implemented marketing strategies
Marketing &
and community outreach, managed public relations,
Communications Director
internal and external communications, advertising,
2012-2022
branding, publications and social media.
Tacoma, WA
Qualis Health
Managed and executed communications and
Communications Consultant
marketing projects, developed and edited content
2005-2012
for industry publications, crafted communications
Seattle, WA
templates for fellow Quality Improvement
Organizations across the U.S and managed website
and social media.
Nordstrom, Inc.
Business Public Relations
Specialist
2001-2005
Seattle, WA
Sta rwo od Properties
Regional Human Resources
Associate
2000-2001
Seattle, WA
Onvia
Corporate Affairs
Coordi nator
199 9-2 00 0
Seattle, WA
Served on the corporate communications team
providing business public relations and media
coverage, crisis communications management, and
brand and reputation stewardship.
Supported human resources efforts, managed and
resolved employee calls to crisis hotline and led
hiring, training and opening activities for new
properties.
Launched an events calendar and program,
complete with staffing, onsite resources and
promotions to support customer acquisition
strategy.
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Jackie Zils
Senior Advisor
EDUCATION
BA in Journalism, Western
Washington University
AFFILIATIONS
Public Relations Society of America
Accredited, Public Relations
CLIENTS
City of Covington
City of Kent dba Visit Kent
City of Renton dba Visit Renton
Green Diamond Resource Company
Parks Tacoma
Rainier Scholars
SN0911
Tacoma Art Museum
Tacoma Public Schools
Visit Big Sky
Washington Department of Natural
Resources
Washington State School Directors"
Association
Youth Marine Foundation
JZils@JayRay.com
253.284.2539
® JackieZils
EXPERIENCE
JayRay
Provides strategic communication, media relations,
Senior Advisor
social media, copywriting and editing support across
2022-Present
a wide range of industries. Specializes in
Advisor
proofreading visitor guides and applying AP style
1998-2022
with precision. Edited three consecutive years of Visit
Tacoma, WA
Yuma's official visitor guide.
Regence BlueShield Customized medical benefits materials for employer
Corporate communications groups. Contributed to employee newsletter, other
1992-1998 internal communications.
Tacoma, WA
Community Newspapers Wrote and edited local news and feature stories for
Reporter the Puyallup Herald. Founding member of the
1987-1992 Enumclaw Eagle newspaper. Copyediting and basic
Puyallup and Enumclaw, WA graphic design services at the Enumclaw Courier -
Herald.
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Sean Alexander
Senior Art Director
EDUCATION
Art and English Studies, The
Evergreen State College
PROFICIENCIES
Creative Direction
Graphic Design
Illustration
Web Design
AFFILIATIONS
Pro-bono work for nonprofits:
Tacoma Tool Library, 2nd Cycle,
Write 253
CLIENTS
City of Monroe
City of Tacoma
Parametrix
Parks Tacoma
Red Canoe Credit Union
SN0911
Snohomish County
Visit Big Sky
Visit Yu ma
Washington Department of Natural
Resources
SAlexa nder@JayRay.com
253.284.2536
[M SeanAlexander253
EXPERIENCE
Serves as creative director for visitor guide projects
JayRay to promote destination marketing.Oversees the
Senior Art Director p
artistic vision from concept to printing. Supports
2021-Present Tacoma, WA clients with design -related work on strategy,
including publication design, page layout, digital
communication and web design.
Sean Alexander Designs Worked as a freelance graphic designer for clients
Owner ranging from PR agencies and corporations to small
201 1-2021 business owners and nonprofits.
Tacoma, WA
ReRop
Researched and purchased vintage and antique
Buyer
furniture and home goods in the Northeastern
20010-201 1
region. Responsible for selecting, merchandising
Brooklyn, NY
and cataloguing products.
The Helm Gallery
Organized and promoted art and music -related
Owner
events at a small, community -focused gallery.
2006-2009
Worked with national and international artists and
Tacoma, WA
created a unique residency opportunity.
18
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Wyat Taylor
Freelance Photographer
EDUCATION
Bachelor of Architecture,
Washington State University
JAYRAY CLIENTS
City of Kent, dba Visit Kent
Visit Gig Harbor
Vi sit Yu m a
EXPERIENCE
Wyat L. Photography &
Design
Freelance
201 7-Present
Greater Seattle Area
Shed Studios LLC
Studio Manager & Creative
Director
2021-2025
Tacoma, WA
Serves as on -site photographer and photography
editor for destination marketing projects with a focus
on visual storytelling for businesses, events,
attractions and other tourism related visuals. Skilled
in using composition, scale and lighting to craft
compelling narratives across mediums.
Managed creative operations at Shed Studios, a
multi -use space supporting over 100 local artists
across music, dance and visual art. Directed a n d
marketed diverse events designed to amplify
visibility and foster collaboration, from music shows
to exhibitions. Oversaw sound, lighting and studio
ambiance for both live and streamed events, while
driving brand growth through graphic design and
apparel projects. Collaborated with Grit City Cipher,
Alma Mater and Tacoma Sunday Market to build
strong community partnerships and maximize
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