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CITY OF FEDERAL WAY LAW DEPARTMENT ROUTING FORM
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TYPE OF DOCUMENT(CHECK ONE):
❑ CONTRACTOR SELECTION DOCUMENT(E.G,RFB,RFP,RFQ)
❑ PUBLIC WORKS CONTRACT ❑ SMALL OR LIMITED PUBLIC WORKS CONTRACT
❑ PROFESSIONAL SERVICE AGREEMENT ❑ MAINTENANCE AGREEMENT
❑ GOODS AND SERVICE AGREEMENT ❑ HUMAN SERVICES/CDBG
❑ REAL ESTATE DOCUMENT ❑ SECURITY DOCUMENT(E.G.BOND RELATED DOCUMENTS)
❑ ORDINANCE ❑ RESOLUTION
❑ CONTRACT AMENDMENT(AG#): ❑ INTERLOCAL
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EXHIBITS AND ATTACHMENTS:❑ SCOPE,WORK OR SERVICES ❑ COMPENSATION ❑ INSURANCE REQUIREMENTS/CERTIFICATE ❑ ALL
OTHER REFERENCED EXHIBITS ❑ PROOF OF AUTHORITY TO SIGN ❑ REQUIRED LICENSES ❑ PRIOR CONTRACT/AMENDMENTS
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RETAINAGE: RETAINAGE AMOUNT: ❑RETAINAGE AGREEMENT(SEE CONTRACT) OR ❑RETAINAGE BOND PROVIDE
❑ PURCHASING: PLEASE CHARGE TO:
0. DOCUMENT/CONTRACT REVIEW INITIAL/DATE REVIEWED INITIAL/DATE APPROVED
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2. CONTRACT SIGNATURE ROUTING
❑ SENT TO VENDOR/CONTRACTOR DATE SENT: DATE REC'D:
❑ ATTACH: SIGNATURE AUTHORITY, INSURANCE CERTIFICATE, LICENSES, EXHIBITS
❑ CREATE ELECTRONIC REMINDER/NOTIFICATION FOR 1 MONTH PRIOR TO EXPIRATION DATE
(Include dept.support staff if necessary and feel free to set notification more than a month in advance if council approval is needed.)
INITIAL/DATE IG ED
❑ LAW DEPARTMENT aEA •
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CITY CLERK (r / �'
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CITY OF CITY HALL
33325 8th Avenue South
'��....
Federal Way Federal Way.WA 98003-6325
(253) 835-7000
www cityoffederalway corn
TOURISM GRANT SPONSORSHIP AGREEMENT
FOR
SPECIAL OLYMPICS,2018 USA Games
This Tourism Grant Sponsorship Agreement ("Agreement") is made between the City of Federal Way, a
Washington municipal corporation ("City"), and 2018 Special Olympics USA Games, a Washington nonprofit
corporation ("Grantee"). The City and Grantee (together "Parties") are located and do business at the below
addresses which shall be valid for any notice required under this Agreement:
2018 SPECIAL OLYMPICS USA GAMES: CITY OF FEDERAL WAY:
Jayme Powers Tim Johnson
2101 Fourth Avenue 33325 8th Ave. S.
Seattle, WA 98121 Federal Way, WA 98003-6325
(206) 900-9490 (telephone) (253) 835-2412 (telephone)
Jpowersnu specialolympicsUSAgames.org (253) 835-2409 (facsimile)
tim•j
ohnson@cityoffederalway.com
The Parties agree as follows:
1. TERM. The term of this Agreement shall commence upon the effective date of this Agreement, which
shall be the date of mutual execution, and shall continue until the completion of the Work, but in any event no
later than July 30, 2018 ("Term"). This Agreement may be extended for additional periods of time upon the
mutual written agreement of the City and the Grantee.
2. EVENT.
2.1 Event. The Grantee is producing 2018 Special Olympics USA Games, which will take place on
June 30 through July 8, 2018 (the "Event"). Grantee shall provide goods, materials or services and otherwise
perform the work more specifically described in Exhibit"A," attached hereto and incorporated by this reference
("Work"), performed to the City's satisfaction at the Event, within the time period prescribed by the City and
pursuant to the direction of the Mayor or his or her designee.
2.2 Warranties. The Grantee warrants that it has the requisite training, skill, and experience
necessary to execute the Event and is appropriately accredited and licensed by all applicable agencies and
governmental entities, including but not limited to obtaining a City of Federal Way business registration, if
required. The Grantee warrants it will provide execute the Event in a manner consistent with the accepted
practices for other similar services within the Puget Sound region in effect at the time those services are
performed. The Grantee warrants goods are merchantable, are fit for the particular purpose for which they were
obtained, and will perform in accordance with their specifications and Grantee's representations to City. The
Grantee shall, at its sole cost and expense, correct all Work performed which the City deems to have defects in
workmanship and material discovered within one (1) year after the City's final acceptance of the Work. This
Agreement is subject to all warranty provisions established under the Uniform Commercial Code, Title 62A
RCW. In the event any part of the goods are repaired, only original replacement parts shall be used; rebuilt or
used parts are not acceptable. When defects are corrected, the warranty for that portion of the work shall extend
for one (1) year from the date such correction is completed and accepted by the City. The Grantee shall begin to
correct any defects within seven (7) calendar days of its receipt of notice from the City of the defect. If the
Grantee does not accomplish the corrections within a reasonable time as determined by the City, the City may
TOURISM GRANT AGREEMENT - 1 - 3/2017
41/4 CITY OF CITY HALL
Fe d e ra I Way 33325 8th Avenue South
Federal Way.WA 98003-6325
(253) 835-7000
www cityoffedera/way corn
complete the corrections and the Grantee shall pay all costs incurred by the City in order to accomplish the
correction.
3. TERMINATION. Either party may terminate this Agreement, with or without cause, upon providing
the other party thirty (30) days written notice at its address set forth on the signature block of this Agreement.
The City may terminate this Agreement immediately if the Grantee fails to maintain required insurance policies,
breaches confidentiality, or materially violates Section 12 and such may result in ineligibility for further City
agreements.
4. COMPENSATION.
4.1 Amount. In order to promote tourism and resulting economic activity, the City shall provide a
sponsorship to the Grantee in an amount not to exceed a maximum amount and according to a rate or method as
delineated in Exhibit "B," attached hereto and incorporated by this reference. The Grantee agrees that any
hourly or flat rate charged by it for its services contracted for herein shall remain locked at the negotiated rate(s)
for the Term. Except as otherwise provided in Exhibit "B, the Grantee shall be solely responsible for the
payment of any taxes imposed by any lawful jurisdiction as a result of the performance and payment of this
Agreement.
4.2 Non-Appropriation of Funds. If sufficient funds are not appropriated or allocated for payment
under this Agreement for any future fiscal period, the City will not be obligated to make payments for Work or
amounts incurred after the end of the current fiscal period, and this Agreement will terminate upon the
completion of all remaining Work for which funds are allocated. No penalty or expense shall accrue to the City
in the event this provision applies.
4.3 Final Payment: Waiver of Claims. Grantee's acceptance of final payment shall constitute a
waiver of any and all claims, except those previously and properly made and identified by Grantee as unsettled
at the time request for final payment is made.
5. INDEMNIFICATION.
5.1 Grantee Indemnification. The Grantee agrees to release indemnify, defend, and hold the City, its
elected officials, officers, employees, agents, representatives, insurers, attorneys, and volunteers harmless from
any and all claims, demands, actions, suits, causes of action, arbitrations, mediations, proceedings, judgments,
awards, injuries, damages, liabilities, taxes, losses, fines, fees, penalties expenses, attorney's fees, costs, and/or
litigation expenses to or by any and all persons or entities, including, without limitation, their respective agents,
licensees, or representatives, arising from, resulting from, or in connection with this Agreement or the
performance of this Agreement, except for that portion of the claims caused by the City's sole negligence.
Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the
event of liability for damages arising out of bodily injury to persons or damages to property caused by or
resulting from the concurrent negligence of the Grantee and the City, the Grantee's liability hereunder shall be
only to the extent of the Grantee's negligence. Grantee shall ensure that each sub-Grantee shall agree to defend
and indemnify the City, its elected officials, officers, employees, agents, representatives, insurers, attorneys, and
volunteers to the extent and on the same terms and conditions as the Grantee pursuant to this paragraph. The
City's inspection or acceptance of any of Grantee's work when completed shall not be grounds to avoid any of
these covenants of indemnification.
TOURISM GRANT AGREEMENT - 2 - 3/2017
CITY OF CITY HALL
�4400633325Feder 8th Avenue South
._.. Federal Way
Federal Way,WA 98003-6325
(253) 835-7000
dvwvw ci yoffederalway corn
5.2 Industrial Insurance Act Waiver. It is specifically and expressly understood that the Grantee
waives any immunity that may be granted to it under the Washington State industrial insurance act, Title 51
RCW, solely for the purposes of this indemnification. Grantee's indemnification shall not be limited in any way
by any limitation on the amount of damages, compensation or benefits payable to or by any third party under
workers' compensation acts, disability benefit acts or any other benefits acts or programs. The Parties further
acknowledge that they have mutually negotiated this waiver.
5.3 City Indemnification. The City agrees to release, indemnify, defend and hold the Grantee, its
officers, directors, shareholders, partners, employees, agents, representatives, and sub- contractors harmless
from any and all claims, demands, actions, suits, causes of action, arbitrations, mediations, proceedings,
judgments, awards, injuries, damages, liabilities, losses, fines, fees, penalties expenses, attorney's fees, costs,
and/or litigation expenses to or by any and all persons or entities, including without limitation, their respective
agents, licensees, or representatives, arising from, resulting from or connected with this Agreement to the extent
solely caused by the negligent acts, errors, or omissions of the City.
5.4 Survival. The provisions of this Section shall survive the expiration or termination of this
Agreement with respect to any event occurring prior to such expiration or termination.
6. INSURANCE. The Grantee agrees to carry insurance for liability which may arise from or in
connection with the performance of the services or work by the Grantee, their agents, representatives,
employees or subcontractors for the duration of the Agreement and thereafter with respect to any event
occurring prior to such expiration or termination as follows:
6.1. Minimum Limits. The Grantee agrees to carry as a minimum, the following insurance, in such
forms and with such carriers who have a rating that is satisfactory to the City:
a. Commercial general liability insurance covering liability arising from premises,
operations, independent contractors, products-completed operations, stop gap liability, personal injury, bodily
injury, death, property damage, products liability, advertising injury, and liability assumed under an insured
contract with limits no less than $1,000,000 for each occurrence and $2,000,000 general aggregate.
b. Workers' compensation and employer's liability insurance in amounts sufficient pursuant
to the laws of the State of Washington;
c. Automobile liability insurance covering all owned, non-owned, hired and leased vehicles
with a minimum combined single limits in the minimum amounts required to drive under Washington State law
per accident for bodily injury, including personal injury or death, and property damage.
6.2. No Limit of Liability. Grantee's maintenance of insurance as required by the agreement shall not
be construed to limit the liability of the Grantee to the coverage provided by such insurance, or otherwise limit
the City's recourse to any remedy available at law or in equity. The Grantee's insurance coverage shall be
primary insurance as respect the City. Any insurance, self-insurance, or insurance pool coverage maintained by
the City shall be excess of the Grantee's insurance and shall not contribute with it.
6.3. Additional Insured, Verification. The City shall be named as additional insured on all
commercial general liability insurance policies. Concurrent with the execution of this Agreement, Grantee shall
provide certificates of insurance for all commercial general liability policies attached hereto as Exhibit "C" and
incorporated by this reference. At City's request, Grantee shall furnish the City with copies of all insurance
policies and with evidence of payment of premiums or fees of such policies. If Grantee's insurance policies are
"claims made," Grantee shall be required to maintain tail coverage for a minimum period of three (3) years
from the date this Agreement is actually terminated or upon project completion and acceptance by the City.
TOURISM GRANT AGREEMENT - 3 - 3/2017
CITY OF CITY HALL
..� Federal e ra I Way 33325 8th Avenue South
00„,
Federal Way.WA 98003-6325
(253) 835-7000
www cityoffederalway corn
6.4 Survival. The provisions of this Section shall survive the expiration or termination of this
Agreement.
7. CONFIDENTIALITY. All information regarding the City obtained by Grantee in performance of this
Agreement shall be considered confidential subject to applicable laws. Breach of confidentiality by the Grantee
may be grounds for immediate termination. All records submitted by the City to the Grantee will be safeguarded
by the Grantee. The Grantee will fully cooperate with the City in identifying, assembling, and providing records
in case of any public records disclosure request.
8. BOOKS AND RECORDS. The Grantee agrees to maintain books, records, and documents which
sufficiently and properly reflect all direct and indirect costs related to the performance of the Work and
maintain such accounting procedures and practices as may be deemed necessary by the City to assure proper
accounting of all funds paid pursuant to this Agreement. These records shall be subject, at all reasonable times,
to inspection, review or audit by the City, its authorized representative, the State Auditor, or other governmental
officials authorized by law to monitor this Agreement.
9. INDEPENDENT CONTRACTOR/EMPLOYEE CONDITIONS.
9.1 Independence. The Parties intend that the Grantee shall be an independent contractor and that the
Grantee has the ability to control and direct the performance and details of its work, the City being interested
only in the results obtained under this Agreement. The City shall be neither liable nor obligated to pay Grantee
sick leave, vacation pay or any other benefit of employment, nor to pay any social security, income, or other tax
which may arise as an incident of employment, except as specifically provided in Section 4. Industrial or any
other insurance that is purchased for the benefit of the City, regardless of whether such may provide a
secondary or incidental benefit to the Grantee, shall not be deemed to convert this Agreement to an employment
contract.
9.2 Safety. Grantee shall take all necessary precautions and shall be responsible for the safety of its
employees, agents, and subcontractors at the work site and in the performance of the contract work and shall
utilize all protection necessary for that purpose. Grantee shall comply with all applicable provisions of federal,
state and municipal safety and health laws and codes, including without limitation, all OSHA/WISHA
requirements, Safety and Health Standards for Construction Work (Chapter 296-155 WAC), General Safety and
Health Standards (Chapter 296-24 WAC), and General Occupational Health Standards (Chapter 296-62 WAC).
Grantee shall erect and properly maintain, at all times, all necessary guards, barricades, signals and other
safeguards at all unsafe places at or near the site for the protection of its employees and the public, safe
passageways at all road crossings, crosswalks, street intersections, post danger signs warning against known or
unusual hazards and do all other things necessary to prevent accident or loss of any kind. Grantee shall protect
from damage all water, sewer, gas, steam or other pipes or conduits, and all hydrants and all other property that
is likely to become displaced or damaged by the performance of the Work. The Grantee shall, at its own
expense, secure and maintain a safe storage place for its materials and equipment and is solely responsible for
the same.
9.3 Risk of Work. All work shall be done at Grantee's own risk, and Grantee shall be responsible for
any loss of or damage to materials, tools, or other articles used or held for use in connection with the work.
Industrial or any other insurance that is purchased for the benefit of the City, regardless of whether such may
provide a secondary or incidental benefit to the Grantee, shall not be deemed to convert this Agreement to an
employment contract. Even though Grantee is an independent contractor, the work must meet the approval of
TOURISM GRANT AGREEMENT - 4 - 3/2017
4%6. CITY OF CITY HALL
��.... 33325 8th Avenue South
Federal Way
Federal Way,WA 98003-6325
(253) 835-7000
www crryoffederalway corn
the City and shall be subject to the City's general right of inspection to secure satisfactory completion
10. CONFLICT OF INTEREST. It is recognized that Grantee may or will be performing professional
services during the Term for other parties; however, such performance of other services shall not conflict with
or interfere with Grantee's ability to perform the Services. Grantee agrees to resolve any such conflicts of
interest in favor of the City. Grantee confirms that Grantee does not have a business interest or a close family
relationship with any City officer or employee who was, is, or will be involved in the Grantee's selection,
negotiation, drafting, signing, administration, or evaluating the Grantee's performance.
11. EQUAL OPPORTUNITY EMPLOYER. In all services, programs, activities, hiring, and employment
made possible by or resulting from this Agreement or any subcontract, there shall be no discrimination by
Grantee or its subcontractors of any level, or any of those entities' employees, agents, subcontractors, or
representatives against any person because of sex, age (except minimum age and retirement provisions), race,
color, religion, creed, national origin, marital status, or the presence of any disability, including sensory, mental
or physical handicaps, unless based upon a bona fide occupational qualification in relationship to hiring and
employment. This requirement shall apply to, but not be limited to, the following: employment, advertising,
layoff or termination, rates of pay or other forms of compensation, and selection for training, including
apprenticeship. Grantee shall comply with and shall not violate any of the terms of Chapter 49.60 RCW, Title
VI of the Civil Rights Act of 1964, the Americans With Disabilities Act, Section 504 of the Rehabilitation Act
of 1973, 49 CFR Part 21, 21.5 and 26, or any other applicable federal, state, or local law or regulation regarding
non-discrimination.
12. GENERAL PROVISIONS.
12.1 Interpretation and Modification. This Agreement, together with any attached Exhibits, contains
all of the agreements of the Parties with respect to any matter covered or mentioned in this Agreement and no
prior statements or agreements, whether oral or written, shall be effective for any purpose. Should any language
in any Exhibits to this Agreement conflict with any language in this Agreement, the terms of this Agreement
shall prevail. The respective captions of the Sections of this Agreement are inserted for convenience of
reference only and shall not be deemed to modify or otherwise affect any of the provisions of this Agreement.
Any provision of this Agreement that is declared invalid, inoperative, null and void, or illegal shall in no way
affect or invalidate any other provision hereof and such other provisions shall remain in full force and effect.
Any act done by either Party prior to the effective date of the Agreement that is consistent with the authority of
the Agreement and compliant with the terms of the Agreement, is hereby ratified as having been performed
under the Agreement. No provision of this Agreement, including this provision, may be amended, waived, or
modified except by written agreement signed by duly authorized representatives of the Parties.
12.2 Assignment and Beneficiaries. Neither the Grantee nor the City shall have the right to transfer or
assign, in whole or in part, any or all of its obligations and rights hereunder without the prior written consent of
the other Party. If the non-assigning party gives its consent to any assignment, the terms of this Agreement shall
continue in full force and effect and no further assignment shall be made without additional written consent.
Subject to the foregoing, the rights and obligations of the Parties shall inure to the benefit of and be binding
upon their respective successors in interest, heirs and assigns. This Agreement is made and entered into for the
sole protection and benefit of the Parties hereto. No other person or entity shall have any right of action or
interest in this Agreement based on any provision set forth herein.
TOURISM GRANT AGREEMENT - 5 - 3/2017
4111/4. CITY OF CITY HALL
,."�.... 33325 8th Avenue South
Federal Way
Federal Way.WA 98003-6325
(253) 835-7000
www cityoffederalway corn
12.3 Compliance with Laws. The Grantee shall comply with and perform the Services in accordance
with all applicable federal, state, local, and city laws including, without limitation, all City codes, ordinances,
resolutions, regulations, rules, standards and policies, as now existing or hereafter amended, adopted, or made
effective. If a violation of the City's Ethics Resolution No. 91-54, as amended, occurs as a result of the
formation or performance of this Agreement, this Agreement may be rendered null and void, at the City's
option.
12.4 Enforcement. Time is of the essence of this Agreement and each and all of its provisions in
which performance is a factor. Adherence to completion dates set forth in the description of the Services is
essential to the Grantee's performance of this Agreement. Any notices required to be given by the Parties shall
be delivered at the addresses set forth at the beginning of this Agreement. Any notices may be delivered
personally to the addressee of the notice or may be deposited in the United States mail, postage prepaid, to the
address set forth above. Any notice so posted in the United States mail shall be deemed received three (3) days
after the date of mailing. Any remedies provided for under the terms of this Agreement are not intended to be
exclusive, but shall be cumulative with all other remedies available to the City at law, in equity or by statute.
The failure of the City to insist upon strict performance of any of the covenants and agreements contained in
this Agreement, or to exercise any option conferred by this Agreement in one or more instances shall not be
construed to be a waiver or relinquishment of those covenants, agreements or options, and the same shall be and
remain in full force and effect. Failure or delay of the City to declare any breach or default immediately upon
occurrence shall not waive such breach or default. Failure of the City to declare one breach or default does not
act as a waiver of the City's right to declare another breach or default. This Agreement shall be made in,
governed by, and interpreted in accordance with the laws of the State of Washington. If the Parties are unable to
settle any dispute, difference or claim arising from this Agreement, the exclusive means of resolving that
dispute, difference, or claim, shall be by filing suit under the venue, rules and jurisdiction of the King County
Superior Court, King County, Washington, unless the parties agree in writing to an alternative process. If the
King County Superior Court does not have jurisdiction over such a suit, then suit may be filed in any other
appropriate court in King County, Washington. Each party consents to the personal jurisdiction of the state and
federal courts in King County, Washington and waives any objection that such courts are an inconvenient
forum. If either Party brings any claim or lawsuit arising from this Agreement, each Party shall pay all its legal
costs and attorney's fees and expenses incurred in defending or bringing such claim or lawsuit, including all
appeals, in addition to any other recovery or award provided by law; provided, however, however nothing in
this paragraph shall be construed to limit the Parties' rights to indemnification under Section 5 of this
Agreement.
12.5 Execution. Each individual executing this Agreement on behalf of the City and Grantee
represents and warrants that such individual is duly authorized to execute and deliver this Agreement. This
Agreement may be executed in any number of counterparts, each of which shall be deemed an original and with
the same effect as if all Parties hereto had signed the same document. All such counterparts shall be construed
together and shall constitute one instrument, but in making proof hereof it shall only be necessary to produce
one such counterpart. The signature and acknowledgment pages from such counterparts may be assembled
together to form a single instrument comprised of all pages of this Agreement and a complete set of all
signature and acknowledgment pages. The date upon which the last of all of the Parties have executed a
counterpart of this Agreement shall be the"date of mutual execution"hereof.
TOURISM GRANT AGREEMENT - 6 - 3/2017
CITY OF CITY HALL
Federal Way 33325 8th Avenue South
Federal Way,WA 98003-6325
(253)835-7000
www crtyotfederaiway.com
IN WITNESS, the Parties execute this Agreement below, effective the last date written below.
CITY OF FEDERAL WAY: ATTEST:
.4
0.
i O& 1
Ji :0 ell, ayor ` sh. ie Courtney,y, CMC t yC1rek
TE: j APPROVED AS TO FORM:
V KLe
J. Ryan Call, City ttorney
2018 SPECIAL OLYMPICS USA GAMES:
By: ��� ;o►
Printed Name: Jayme Powers
Title: Chief Operating Officer
DATE: 6 l 9 j '
l
STATE OF WASHINGTON )
) ss.
COUNTY OF 1-C1‘....*- )
On this day personally appeared before mei-- r"42^ (DU-je- , to me known to be the
CGO of - 0 ic..rh.rsoc-- u�A G+v*,e'5 that executed the
foregoing instrument, and acknowledged the said instrument to be the free and voluntary act and deed of
said corporation, for the uses and purposes therein mentioned, and on oath stated that he/she was
authorized to execute said instrument and that the seal affixed, if any, is the corporate seal of said
corporation.
GIVEN my hand and official seal this 9- day of c,.r,. , 2012.
Notary's signature
Notary's printed name c aofLe-Ncr 2. 1=z�
Not Public in and for the State of Washington.
Vidluilleiderdihialbaii04160
it DEANA RAE ZITTEL I My commission expires tc. • . Q02
Notary Public
State of Washington
My Appointment Expires
d
Oct 7,201s
TOURISM GRANT AGREEMENT - 7 .. 3/2017
CITY OF CITY HALL
'' Federal Way 33325 8th Avenue South
Federal Way,WA 98003-6325
(253) 835-7000
www cityoffederalway corn
EXHIBIT "A"
WORK
Grantee will provide the following Services:
1. Event.
2018 Special Olympics USA Games
2. Work.
The Grantee will present the Special Olympics, 2018 USA Games on July 1 through July 7. The
Grantee shall develop and manage the Games that will include the following activities:
• Organizational management meeting at the Performing Arts and Event Center.
• Training of the choir for the Opening Ceremonies at the Performing Arts and Event
Center.
• Training for volunteers to assist the visiting athletes, coaches,judges, officials and
spectators.
• Torch run through
• Softball at Celebration Park.
• Swimming at the King County Aquatic Center.
The Grantee shall provide event management including security, set-up and tear down at each
venue.
The Grantee shall develop and execute a media plan to promote the events.
Contractor shall plan and implement a public relations plant to garner media coverage,
specifically ESPN2.
3. Publicity/Promotion.
As acknowledgement of the grant support provided for the event,the Grantee will allow the City
the following:
a. Allow production and distribution of a news release, including the name of the grant
recipients, the name of the event and details pertaining to the event.
b. The right to display a City of Federal Way banner at the event site.
c. Include in any printed materials and on sponsoring organization's website information
regarding the event the city logo and phrase, "Funded in part by a grant from the City of
Federal Way lodging tax fund."
TOURISM GRANT AGREEMENT - 8 - 3/2017
CITY OF CITY HALL
‘6,
..� 333258th Avenue South
Federal Way
Federal Way,WA 98003003
-6325
(253) 835-7000
www atyoffederalway com
d. Include by sponsoring organization of the city's tourism website (www.visitfw.org) on
any printed material and on sponsoring organization's website information regarding the
event or nonevent program.
e. Other promotional opportunities as agreed by the event's management and the City of
Federal Way.
TOURISM GRANT AGREEMENT - 9 - 3/2017
44446, CITY OF CITY HALL
�....
Federal Way Feder 8th Avenue South
Federal Way.WA 98003-6325
(253) 835-7000
www atyoffederalway corn
EXHIBIT "B"
COMPENSATION
1. Total Compensation. In consideration of the Grantee producing the Special Olympics,
2018 USA Games and performing the Work, the City agrees to pay the Grantee a sponsorship in
an amount not to exceed Fifty Thousand and No/100 Dollars ($50,000.00), calculated on the
actual reimbursable reasonable expenses incurred by the Grantee pursuant to this Agreement;
provided, however, that such costs shall be deemed reasonable in the City's sole discretion. The
term "reimbursable expenses" shall mean those expenses used to promote tourism and economic
activity within the City of Federal Way.
2. Method of Payment. In consideration of the Grantee performing the work, the City will
pay the Grantee, Twenty Five Thousand and No/100 Dollars ($25,000.00) for event
management. Additionally, the City agrees to reimburse the Grantee the rental cost of city
facilities in an amount not to exceed Twenty Five Thousand and No/100 dollars ($25,000.00)
upon receiving a Post Event/Non Event Program Report and TEG Award Invoice, (EXHIBIT C).
This report is required to be submitted no later than 60 days after the event's completion.
The City agrees to reimburse the amount granted within 30 days after approving the Post
Event/Non Event Program Report, that include invoices reconciling to the grant awarded for
eligible expenditures made by the grantee for the purpose of organizing the event or nonevent
program.
All invoices must be submitted together with invoices (preferable the original) from all relevant
vendors for services and products related to the event or nonevent program.
Failure to submit the Post Event/Nonevent Program Report and TEG Invoice will prevent
disbursement of any Tourism Enhancement Grant and will automatically disqualify applicants
from all future TEG application submissions.
TOURISM GRANT AGREEMENT - 10 - 3/2017
CITY OF
Federal Way
EXHIBIT "C"
Tourism Enhancement Grant
Post Event/Nonevent Program Report
The Revised Code of Washington 67.28.1816 requires that all jurisdictions that collect lodging tax maintain
project-specific reports detailing how the funds have been spent to promote tourism. By law, all lodging tax
funds must be utilized only for the development and promotion of tourism activities for the jurisdiction where
the tax was collected. A major portion of the city's report constitutes a compilation of all the Post-
Event/Nonevent Program Reports submitted by the TEG grantees for each year.
Each grant recipient is required to submit a Post Event/Nonevent Program Report and TEG Award Invoice. This
report is required to be submitted within 60 days after the event/nonevent program's completion but no later
than December 315t of that year.
Failure to submit the Post Event/Nonevent Program Report and TEG Award Invoice pre-empts disbursement of
any TEG award funds and will automatically disqualify the applicant from all future TEG application
submissions. All sections must be completed or explained. If any section is left blank, the report is considered
invalid and will be considered as incomplete to fulfill your grant requirement and no reimbursement will be
made by the City.
This report and other documentation are public records and will be made available for public inspection.The
City shall have the right to access all records related to the event/non-event program and the use of the grant
received within three years after the completion of the event/nonevent program.
You may download the report via www.cityoffederalway.com\teg. Completed reports must be either e-mailed
to Tim.Johnson@cityoffederalway.com or mailed/delivered to:
Tim Johnson
Mayor's Office
City of Federal Way
33325 8th Avenue South
Federal Way,WA 98003-6325
253-835-2412
1 Tourism Enhancement Grant Post Event/Nonevent Program Report Revised July 2016
Grant Instructions Overview
Methods to Determine Attendance and Overnight Stays
The State guidelines define a tourist as someone that travels 50 miles or more from their business or residence
to attend an event. This is a 50 mile radius, not road miles driven. When submitting a Post Event/Nonevent
Program Report, an applicant must provide information about attendance and overnight stays of spectators,
participants and support staff, both the projected that was included in the application and then actual.
Applicants must identify and illustrate how they used one or more of the following methods to determine the
statistics that are required as identified in the application:
Direct Count:
This method includes an actual count of visitors using methods such as verbal/written survey, paid admissions or
registrations, clicker counts at entry points, vehicle counts or number of chairs filled. A direct count may also
include information collected directly from individual visitors, businesses, such as hotels, restaurants or tour
guides, likely to be affected by an event.
Indirect Count:
Estimate based on information related to the number of visitors such as raffle tickets sold, redeemed discount
certificates, brochures handed out, police requirements for crowd control or visual estimates.
Representative Survey:
Information collected directly from individual visitors/participants.A representative survey is a highly structured
data collection tool, based on a defined random sample of participants, and the results can be reliably projected
to the entire population attending an event and includes margin of error and confidence level.
Informal Survey:
Information collected directly from individual visitors or participants in a non-random manner that is not
representative of all visitors or participants. Informal survey results cannot be projected to the entire visitor
population and provide a limited indicator of attendance because not all participants had an equal chance of
being included in the survey.
Structured Estimate:
Estimate produced by computing known information related to the event or location. For example, one
jurisdiction estimated attendance by dividing the square footage of the event area by the international building
code allowance for persons(3 square feet).
No matter which method an applicant uses,the applicant must provide information related
to zip codes of the attendees,i.e.,participants,spectators and support staff.
Zip Code Survey
In Section E, the Grantee will provide a zip code survey on a separate sheet which includes a list of attendees
(spectators, participants, support staff) by zip codes, and if possible their corresponding city, state or country;
the numbers of attendees from each zip code and percentage of attendees traveling over 50 miles to event.
2 Tourism Enhancement Grant Post Event/Nonevent Program Report Revised July 2016
Instructions Continued:
EXAMPLE:
Results of Attendee Survey
ZIP CODE CITY,STATE/COUNTRY AMOUNT
74105 Tulsa,OK 2
92647 Huntington Beach,CA 1
92708 Santa Ana 2
97007 Beaverton, OR 5
98001 Auburn 11
98003 Federal Way 27
98021 Bothell 2
98022 Enumclaw 4
98023 Federal Way/Auburn 38
98144 Seattle/Beacon Hill 2
98354 Milton 11
98373 Puyallup/South Hill 8
98390 Bonney Lake 11
98422 Tacoma 26
Total#of Audience Members 110
Total#of Musicians and Support Staff 40
Total in Attendance 150
Total#of Zip Codes 14
Total#of Survey Responses 150
Total#of Out-of-Area Responses 9
Percentage of Out-of-Town Audience 6%
Submission of Post Event and/or Non Event Program Application
"Post Event Report" and Invoice is due within 60 days of the implementation of your event. If the event is held
with 60 days of the end of the calendar year, it cannot be later than December 31, for the Tourism
Enhancement Grant. This is a requirement of the Grant. Failure to submit the Post Event/Nonevent Program
Report and TEG Award Invoice pre-empts disbursement of any TEG award funds and will automatically disqualify
the applicant from all future TEG application submissions.
3 Tourism Enhancement Grant Post Event/Nonevent Program Report Revised July 2016
The following page begins the Post Event/Non Event Program Report
4 Tourism Enhancement Grant Post Event/Nonevent Program Report Revised July 2016
POST EVENT PROGRAM REPORT
Organization Name:
Event/Nonevent Program Name:
Date(s)of Event(MM/DD/YYYY):
Tourism Enhancement Grant Amount Awarded: $
Total Reimbursement Requested: $
OFFICE USE ONLY:
TEG Award Cycle: January—June _July-December
Section A:Marketing/Media/Production
Please describe how the money from the TEG was spent for marketing/media and/or production expenses to
validate reimbursement. Include; dates, names of publications, radio/TV stations, websites, samples of
marketing materials, samples of flyers/advertising, photos, invoices and receipts if applicable.
Marketing/Media expenses:
Production expenses:
5 Tourism Enhancement Grant Post Event/Nonevent Program Report Revised July 2016
Section B:Attendance Survey
Provide a detailed breakdown of projected and actual attendance over the course of the event to validate
reimbursement. As identified in the TEG Overview and Instructions as part of the application process all
recipients were to identify one of the methods identified on the previous page to determine attendance.
Identify and use to fill out the following:
Date: Date: Date: TOTAL ATTENDEES
Projected Actual Projected Actual Projected Actual Projected Actual
Spectators
Participants
Support Staff
TOTAL ATTENDEES
Section C: Overnight Stays Survey
List the hotels/motels where your spectators, participants, and support staff stayed to validate reimbursement.
See Grant Program Overview for more detail and methods to determine overnight stays.
Attendees Hotel/Motel Name Room Nights
Spectators
Participants
Support Staff
TOTAL ROOM
NIGHTS
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Section D: Combined Attendance and Overnight Stays
Provide information of where attendants traveled from and their room nights (total number of rooms for their
entire stay) during the event to validate reimbursement. If possible, include actual hotel count sheets with your
report.
Local Regional
Attendees (less than 50 (Western WA Statewide Multi-States National International TOTAL
miles) greater than 50 (Western US)
miles)
Spectators
Room nights Room nights Room nights Room nights Room nights Room nights
Participants
Room nights Room nights Room nights Room nights Room nights Room nights
Support
Staff
Room nights Room nights Room nights Room nights Room nights Room nights
TOTAL
Total Actual Attendees(from Section B) Total Actual Overnight Stays(from Section D)
Section E:Zip Code Survey
On a separate sheet, provide attendees zip codes,city, and state or country,and amount of attendees from each
zip code for the event to validate reimbursement.See Grant instruction Overview for details and example.
Section F: Budget
On a separate sheet, submit a budget with final revenues and expenditures for the event/nonevent program.
Include copies of all relevant vendor invoices/receipts for expenses, services and products, cash count sheets, ticket
sale tallies, credit/debit deposit reports,other grants/sponsorships and any other relevant revenues or expenses.
7 Tourism Enhancement Grant Post Event/Nonevent Program Report Revised July 2016
Section G:Award Invoice
Please submit an itemized invoice/receipt (preferably the original) for each item to validate reimbursement. The
total should be equal to the TEG amount awarded.Submit within 60 days of event/nonevent program.
Item Amount
Total(equal to or less than awarded amount) $
8 Tourism Enhancement Grant Post Event/Nonevent Program Report Revised July 2016
The undersigned certifies the information provided above is true and accurate, and use of the TEG funds has been
in accordance to the grant conditions.
Applicant's Signature:
Applicant's Printed Name:
Applicant's Title:
Date:
Email: Phone Number:
9 Tourism Enhancement Grant Post Event/Nonevent Program Report Revised July 2016