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HomeMy WebLinkAboutRequest to Purchase - 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: CEMANELL CONFIDENTIAL INFORMATION: ❑YES ® NO DATE: 02/09/2026 PHONE: 2931 . KIM op IL-21 M P__�E= E�E E ❑Agreement / Contract ❑AP Vouchers ❑Appointment / Reappointment ❑ARPA 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 If necessary, was this document reviewed by legal? Fm_� YES ❑ NO ❑ N/A DATE OF ACTION: C2 — / 7 "Z10 APPROVE: DENIED ABSTAIN D1: D2: D3: 4/23/24 DEFERRED OR CONTINUED TO: WITHDRAWN: Outlook Expedia Approval from Commissioners From Rachelle Baughman <rachelle@couleecreativeco.com> Date Fri 2/6/2026 8:43 AM To Caitlin E. Manell <cemanell@grantcountywa.gov> J 1 attachment (48 KB) Exped ia_Draft_10_RD_638692.xlsx; **EXTERNAL EMAIL** This email originated from outside Grant County's network. Do not click links or open attachments unless you recognize the sender and know the content is safe. Hi Caitlin, I am hoping to get this 10 approved by the commissioners for tourism to have placement with Expedia's Roadtrip Itinerary targeted to FEFA Fans. This is a co-op opportunity through the State of Washington Tourism with other DMO's in the state. They do need a signature from me to move forward before 2/20, so if we can't make that deadline please let me know. Here is what the placement gets us: "Each placement will include: • Homepage Road Trip module feature • 1x dedicated itinerary page • Media to increase awareness (paid & unpaid) • Custom social strategy with high -visibility ad placements across Meta, TikTok, and Pinterest • Custom targeting based on your marketing objectives using Expedia's first -party data and keyword intent, • Custom social creative Additional Tier customization for the Premier Tier includes 1 extra pitstop placement OR 1 hero at top of page OR extra social media post. I am still clarifying the added value for the Premier Tiers with our studio team, but you will get one of these added values. " Here is a sample link to get an idea of what it would look like: https://comeforstayfor.expedia.com/road- tri ps/ca l ifornia-coast The 10 is attached. Let me know if you have any questions or concerns. Thank you! Rachelle Baughman Coulee Creative Co rachelle@couleecreativeco.com www.couleecreativeco.com oxpodia group advertising Campaign Information Campaign Name Washington FIFA 2026 Road Trip Co-op Campaign - Grant County Tourism 10 630548 10 Date January 29, 2026 Revision .4 3 Bill to Client Expedia Business Development Manager Wong, Charise Email chariwong@expediagroup.com Expeclia Client Success e Thekli, Elli Email ethekli@expediagroup.com Campaign instructions Campaign Overview Currency: USD Site impressions- Net Value Co-op 15,000.00 Totals (excluding tax) 15,000.00 Advertiser/Agency Contact Information Advertiser Grant County Tourism Address PO Box 37 1 35 C Street NW, Ephrata, Washington United States 98823 Con+('-JCf Baughman, Rachelle Ernaii rachelle@couleecrectiveco.com P h(<') nc, 5096310509 Agency NIA A d d' r es s Contact Email Phone CO-OP CAMPAIGN INSERTION ORDER Recipient of the Services and Party Responsible for Payment 3111ing Contact Norm' Baughman, Rachelle Billing Entity Narne Grant County Tourism Legal Entity Name VAT/GST 11) I ocal Tax ID I,- 1pedi- Custorrier ID it ty Address PO Box 37 1 35 C Street NW, Ephrata, Washington United States 98823 ;Ernail iachelle@couleecreativeco.com pho'r)e 5096310509 Pcyrnent Method Direct Bill B E iflir-ig Torms Bill at Campaign Start P)ird Party Ad Serve i Payrnerif Terms Due Net 30 Days invoice Note Request Special Bill Instructions Ack.1itional En):Iils 1 of 3 (rev. 1/29/2026) oxpodia group advertising Line Item # Site Placement Targeting Site Start Date End Date impressions Gross Rate Net Rate Rate Type Gross Value Net Valut: 001 Co-op Co -Op I Tier I I Presenting I Participant Even Non Standard media March 15, 2026 July 31, 2026 15,000.00 15,000.00 Flat Rate 15,000.00 15,000.00 Total: 15,000-00 1 15,000.00 1 2 of 3 (rev. 1/29/2026) oxpodia group advertising Terms and Conditions I Traveiscape, LLC dba Expedia Group Advertising ("Expedia") is the provider of advertising services under this Insertion Order. 2 The parties agree that the recipient of the services provided by Expedia is the entity specified in the "Recipient of Services and Party Responsible for Payment" field in this Insertion Order ("Customer"). 3 In the event that this Insertion Order is executed by a network or an advertising agency, then the terms and conditions of the IAB/AAA Standard Terms and Conditions for Internet Advertising for media Buys One Year or Less, Version 3.0, shall apply and be incorporated herein: https://partner.expediogroup.com/en-us/partner-support/website-terms-of-use. Section 1. c) shall now read as "Revisions to Accepted Insertion Orders will be made in writing." 4 In the event that this Insertion Order is executed by an advertiser, then the Direct Advertiser Standard Terms and Conditions at https://partner.expediagroup.com/en-us/partner-support/website4erms-of-use shall apply. Such terms are based upon the IAB/AAA Standard Terms and Conditions for Internet Advertising for Media Buys One Year or Less, Version 3.0 (collectively, with the terms referenced in Section 3 above, the "Standard Terms and Conditions". Section 1. cl shall now read as "Revisions to Accepted Insertion Orders will be made in writing." 5 In the event of any conflict between the terms of this Insertion Order and the Standard Terms and Conditions incorporated by reference herein, as applicable, the terms of this insertion order shall apply. 6 North America, Central America, South America and APAC. Subject to 7 below, all Insertion Orders executed in North America, Central America, South America and the Asia -Pacific (APAC) Region will be governed by the laws of the State of Washington. Expedia and Customer agree that any claims, legal proceedings, or litigation arising in connection with this Insertion Order (including the Standard Terms and Conditions) will be brought solely in Washington Courts, and the parties consent to the jurisdiction of such courts. 7 Australia If this Insertion Order is executed in Australia and the terms included herein, including the Standard Terms and Conditions, constitute a consumer contract or a small business contract under the Australian Consumer Law, then this Insertion Order will be governed by the laws of the State of New South Wales, Australia, and Expedia and Customer agree that any claims, legal proceedings, or litigation arising in connection with this Insertion Order (including the Standard Terms an Conditions) will be brought solely in New South Wales Courts, and the parties consent to the jurisdiction of such courts. 8 EMEA. All Insertion Orders executed in the EMEA (Europe, Middle East and Africa) region will be governed by the laws of England and Wales. Expedia and Customer agree that any claims, legal proceedings, or litigation arising in connection with this Insertion Order (including the Standard Terms and Conditions) will be brought solely in English Courts, and the parties consent to the jurisdiction of such courts. 9 A signed insertion order secures Customer's impressions on a first come, first served basis. Actual availability is subject to change. 10 Complete technical specifications are available on request. 11 Emails are sold by quantity sent, not by impressions. 12 AD creative units fink within the Expedia marketplace unless otherwise noted. 13 Payment by Marketing Funds Any amounts owed by Customerto Expedia for media placement approved by Expedia may be credited against any available marketing fund provided pursuant to a separate agreement between Customer and Expedia or its affiliates ("Marketing Fund"). Advertising placed by an advertising agency on behalf of Customer shall not qualify for credit against any marketing Fund. Any remaining amounts shall be invoiced to Customer to be paid in accordance with this insertion Order and/or the applicable Standard Terms and Conditions. 14 Pixel Placement if Customer or Agency is permitted to collect any information from users of any website of Expediay through a pixel, tog, or other tracking method ("Advertiser Tog") then (a) Customer shall provide Expedia with prior written notice of all information collected by the Advertiser Tog, (b) Customer shall not, without Expedia's prior written consent, (1) use information collected through the Advertiser Tog for any purpose other than delivering the Ads under this Insertion Order including but not limited to the delivery of ads for third parties; or (ii) share any information collected through the Advertiser Tags with any third party, and (c) Expedia may remove Advertiser Tags at any time in its sole discretion. 15 Payments shall be paid to Expedia in cleared funds, without any deduction or set-off, and exclusive of and without any deduction for, or on account of, any taxes, imports, duties, charges, fees, levy or withholdings of any kind required by applicable low. In the event that Customer is required to make such a deduction or withholding, in no event shall the amount paid to Expedia in connection with this Insertion Order be less than the amounts that Expedia would have received absent such deduction or withholding. 16 Transaction Taxes. All amounts payable or deemed to be payable by Customer to Expedia shall be exclusive of any Transaction Taxes as defined in the applicable Standard Terms and Conditions). Any and all applicable Transaction Taxes imposed on the services or otherwise arising from the transactions of the parties under this Insertion Order shall in each case be paid by Customer to Expedia or to the Governmental Authorities as required by applicable law, unless Customer provides Expedia any and all documents required by applicable law to qualify for an exception or exemption from the imposition of Transaction Taxes (e.g., exemption certificates). Where permitted by law, Expedia, in its sole discretion, shall invoice Customer for any Transaction Taxes payable to Expedia and may elect to invoice Customer for such Transaction Taxes subsequent to the performance of services. 17 Except for Customers established or receiving services in the United States, the Customer should confirm if they are registered for Transaction Taxes in the country where they are established or registered (or the country from which they are receiving these services) In advance of executing the Insertion Order. 18 Except for Customers purchasing services in the United States, if the Customer is established or resident in Australia or New Zealand, the Insertion Order may only be executed if the Customer is registered for Value Added Tax ("VAT") or Good and Services Tax ("GST") in the country where it is purchasing the services. 19 If Customer is not registered for Value Added Tax ("VAT") or Good and Services Tax ("GST"), it applicable, in the country where Customer is purchasing the service, Expedia may charge VAT or GST on the services provided. 20 Payment Method Definition a. Direct Bill Campaign billed directly to Customer based upon the subsequent Billing Term selected. Please see below for Billing Term details. b. marketing Fund: Campaign billed monthly based on delivered impressions from Expedia's Ad Server system(s). The monthly delivered amounts will be deducted from the Customer's Marketing Fund account. Customer will not receive any invoice for the campaign. c. intercompany: Campaign sold to an Expedia subsidiary and billed monthly based on delivered impressions from Expedia's Ad Server system(s) via intercompany process. Expedia subsidiary will not receive any invoice for the campaign 21 Billina Term Definition a. Delivery Lifetime Car) - Customer to be billed monthly based on delivered impressions from Expedia's ad server systemfs) or based on delivered impressions from 3rd party Ad Server system. Customer must provide access to the 3rd party ad server or provide weekly and monthly reports. if Customer fails to provide access or weekly and monthly reports within thirty (30) days of the end of the month, billng will be based on Expedia's ad server system(s) delivery counts. b. Bill at Cornipaign Start: Customer to be billed for the full Insertion Order net value in the first month of the campaign, based upon the campaign start date. Delivery will not impact invoice amounts. c. immediate at Contracted - Customer to be billed for the full Insertion Order net value upon mutual sign -off of the campaign, based upon contract signed date. Delivery will not impact invoice amounts. d. Bill at Campaign End- Customer to be billed for the full Insertion Order net value in the last month of the campaign. In the event of material underdelivery of contracted impressions, as reasonably determined by Expedia, billing will reflect the amount delivered. The campaign cannot extend longer than three (3) months. e. Special Bill - Billing terms that do not fall under other available bill terms. Insertion Orders require additional approval levels. 22 Party Responsible for Payment. For purposes of clarification, the party referenced in the "Bill To" line item in the insertion Order (whether "Client" or "Agency") refers to Customer, which is bound by the terms herein, including the Standard Terms and Conditions. 23 Ads served through Expedia's ad server system(s) may operate on either Pacific Time (PT) or Coordinated Universal Time (UTC). 24 If this Insertion Order includes a Promotional OneKey CashTal Campaign or any other promotional OneKeyTm product offering, then the Promotional OneKey Cash terms and conditions, located at https://partner.expediagroup.com/en-us/partner-support/website-terms-of-use shall apply. 25 The parties agree that no personal data shall be processed in connection with this Insertion Order. If the Customer comes into possession of any personal data as part of the Services provided hereunder or it personal data is shared inadvertently between the parties, the relevant party agrees that it shall (a) alert the other party immediately upon becoming aware of such sharing or possession whether it is the sender or the receiver; (b) as the receiving party, delete it immediately upon becoming so aware of such possession or sharing and ensure that it is not further processed; and (c) the parties shall cooperate to remediate the impact of any processing that has takOh place before either party become aware of the inadvertent sharing or possession. A material breach of this Section shall be deemed to be a material breach of this Insertion Order. By (Signature) Name (Print) Title Date By (Signature) Name (Print) Title Date 3 of 3 (rev. 1/29/2026)