AG 20-027 - Jessica Cox RETURN TO: Jeri-Lynn Clark EXT:2401
CITY OF FEDERAL WAY LAW DEPARTMENT ROUTING FORM
1. ORIGINATING DEPT./DIV: COMMUNITY SERVICES
2. ORIGINATING STAFF PERSON: JERI-LYNN CLARK EXT: 2401 3. DATE REQ.BY. 2/5/2020
4. TYPE OF DOCUMENT(CHECK ONE):
X CONTRACTOR SELECTION DOCUMENT(E.G.,RFB,RFP,RFQ)
❑ PUBLIC WORKS CONTRACT ❑ SMALL OR LIMITED PUBLIC WORKS CONTRACT
' OFESSIONAL SERVICE AGREEMENT ElMAINTENANCE AGREEMENT
D GOODS AND SERVICE AGREEMENT ❑ HUMAN SERVICES/CDBG
❑ REAL ESTATE DOCUMENT ❑ SECURITY DOCUMENT(E.G.BOND RELATED DOCUMENTS)
❑ ORDINANCE ❑ RESOLUTION
❑ CONTRACT AMENDMENT(AG#): ❑ INTERLOCAL
5. PROJECT NAME: JESSICA COX-FLAVOR OF FEDERAL WAY CONSULTANT
6. NAME OF CONTRACTOR: JESSICA COX
ADDRESS: _3313 S JUNEAU ST,SEATTLE,WA 98118 TELEPHONE 509-551-4533
E-MAIL: JESSICAECOX I I O MAIL.COM FAX:
SIGNATURE NAME: I JESSICA COX TITLE: OWNER
7. 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
8. TERM: COMMENCEMENT DATE: UPON EXECUTION COMPLETION DATE 12/31/2020
9. TOTAL COMPENSATION $3,000.00 (INCLUDE EXPENSES AND SALES TAX,IF ANY)
(IF CALCULATED ON HOURLY LABOR CHARGE-ATTACH SCHEDULES OF EMPLOYEES TITLES AND HOLIDAY RATES)
REIMBURSABLE EXPENSE:❑YES ❑NO IF YES,MAXIMUM DOLLAR AMOUNT: $
IS SALES TAX OWED ❑YES ❑NO IF YES,$ PAID BY:❑CONTRACTOR❑CITY
❑ PURCHASING: PLEASE CHARGE TO: 001-7300-083-562-10-410
10. DOCUMENT/CONTRACT REVIEW INITIAL 1 DATE REV14WEIY INITIAL/DATE APPROVED
❑ PROJECT MANAGER 44A1�el-ozp
❑ DIRECTOR
❑ RISK MANAGEMENT(IF APPLICABLE)
❑ LAW 4' 1 ) zozo
11. COUNCIL APPROVAL(IF APPLICABLE) COMMITTEE APPROVAL DATE: COUNCIL APPROVAL DATE:
12. CONTRACT SIGNATURE ROUTING
❑ SENT TO VENDOR/CONTRACTOR DATE SENT: DATE REC'D:
❑ ATTACH: SIGNATURE AUTHORITY,INSURANCE CERTIFICATE,LICENSE,EXHIBITS
❑ CREATE ELECTRONIC REMINDER/NOTIFICATION FOR I 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 SIGNED
❑ LAW DEPARTMENT Z J) ,?-102-0
❑ SIGNATORY(MAYOR OR DIRECTOR) _
❑ CITY CLERK y[]'
❑ ASSIGNED AG# AG#
❑ SIGNED COPY RETURNED DATE SENT �.1$• 20,v 14 —
COMMENTS:
City OF CITY HALL
33325 8th Avenue South
Federal Way Federal Way,WA 90003-6325
(253) 835-7000
www cilyoffederol wayxom
PROFESSIONAL SERVICES AGREEMENT
FOR
FLAVOR OF FEDERAL WAY CONSULTANT
This Professional Services Agreement ("Agreement") is made between the City of Federal Way, a Washington municipal
corporation ("City"), and Jessica Cox, "a sole proprietor" ("Contractor"). The City and Contractor (together "Parties") are
located and do business at the below addresses, which shall be valid for any notice required under this Agreement:
JESSICA COX: CITY OF FEDERAL WAY:
Jessica Cox Jeri-Lynn Clark
3313 S Juneau St. 33325 8th Avenue South
Seattle, WA 98118 Federal Way, WA 98003-6325
509-551-4533 (telephone) (253) 835-2401 (telephone)
Jessicaecoxll@gmail.com (253) 835-2409 (facsimile)
Jeri-Lynn Clark
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 Services specified in this Agreement, but in any
event no later than September 30,2020 ("Term"). This Agreement may be extended for additional periods of time upon the
mutual written agreement of the Parties.
2. SERVICES. The Contractor shall perform the services more specifically described in Exhibit A ("Services"),
attached hereto and incorporated by this reference, in a manner consistent with the accepted professional practices for other
similar services within the Puget Sound region in effect at the time those services are performed, performed to the City's
satisfaction,within the time period prescribed by the City and pursuant to the direction of the Mayor or his or her designee.
The Contractor warrants that it has the requisite training, skill, and experience necessary to provide the Services 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. Services shall begin immediately upon the effective date of this
Agreement. Services shall be subject, at all times, to inspection by and approval of the City, but the making (or failure or
delay in making) such inspection or approval shall not relieve Contractor of responsibility for performance of the Services
in accordance with this Agreement, notwithstanding the City's knowledge of defective or non-complying performance, its
substantiality or the ease of its discovery.
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 above. The City may terminate this Agreement immediately if
the Contractor fails to maintain required insurance policies, breaches confidentiality, or materially violates Section 12 of
this Agreement.Termination for such conduct may render the Contractor ineligible for City agreements in the future.
4. COMPENSATION.
4.1 Amount. In return for the Services, the City shall pay the Contractor 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 Contractor 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 Contractor shall be solely responsible
for the payment of any taxes imposed by any lawful jurisdiction as a result of the performance of Services and payment
under this Agreement.
PROFESSIONAL SERVICES AGREEMENT - 1 - Rev.3/2017
CITY HALL
=3 ■ 33325 8th Avenue South
, Way
Federal Way,WA 98003-6325
(253) 835-7000
www 0yoffederalway com
4.3 Non-.-`ppropriation 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 Services or amounts incurred
after the end of the current fiscal period, and this Agreement will terminate upon the completion of all remaining Services
for which funds are allocated.No penalty or expense shall accrue to the City in the event this provision applies.
5. INDEMNIFICATION.
5.1 Contractor Indemnification. The Contractor 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 acts, errors or omissions of the Contractor in
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 Contractor and the City, the Contractor's liability, including the duty and cost to defend, hereunder shall
be only to the extent of the Contractor's negligence. Contractor shall ensure that each sub-contractor 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 Contractor pursuant to this paragraph. The City's inspection or
acceptance of any of Contractor's work when completed shall not be grounds to avoid any of these covenants of
indemnification.
5.2 Industrial Insurance Act Waiver. It is specifically and expressly understood that the Contractor 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. Contractor'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 acknowledge that they have mutually negotiated this
waiver.
5.3 City Indemnification. The City agrees to release, indemnify, defend and hold the Contractor, 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 Contractor agrees to carry insurance for liability which may arise from or in connection with
the performance of the services or work by the Contractor, 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 Contractor agrees to cavy 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, stopgap 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
PROFESSIONAL SERVICES AGREEMENT - 2 - Rev. 3/2017
CITY OF CITY HALL
I ■ ■ 33325 8th Avenue South
�
Federal Way,WA 980p3-6325
iW,�
(253) 835-7000
►vww.criyoffederahvay com
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.
d. Professional liability insurance with limits no less than $1,000,000 per claim and $2,000,000
policy aggregate for damages sustained by reason of or in the course of operation under this Agreement, whether occurring
by reason of acts, errors or omissions of the Contractor.
6.2. No Limit of Liability. Contractor's maintenance of insurance as required by this Agreement shall not be
construed to limit the liability of the Contractor to the coverage provided by such insurance, or otherwise limit the City's
recourse to any remedy available at law or in equity. The Contractor's insurance coverage shall be primary insurance with
respect to the City. Any insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess of the
Contractor's insurance and shall not contribute with Contractor's insurance.
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, Contractor shall provide certificates of
insurance for all commercial general liability policies attached hereto as Exhibit C and incorporated by this reference. At
the City's request, Contractor shall furnish the City with copies of all insurance policies and with evidence of payment of
premiums or fees of such policies. If Contractor's insurance policies are "claims made," Contractor shall be required to
maintain tail coverage for a minimum period of three (3) years from the date this Agreement is terminated or upon project
completion and acceptance by the City.
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 Contractor in performance of this
Agreement shall be considered confidential and subject to applicable laws. Breach of confidentiality by the Contractor may
be grounds for immediate termination. All records submitted by the City to the Contractor will be safeguarded by the
Contractor. The Contractor will fully cooperate with the City in identifying, assembling, and providing records in case of
any public records request.
8. WORK.PRODUCT. All originals and copies of work product, including plans, sketches, layouts, designs, design
specifications, records, files, computer disks, magnetic media, or material that may be produced or modified by Contractor
while performing the Services shall belong to the City upon delivery. The Contractor shall make such data, documents, and
files available to the City and shall deliver all needed or contracted for work product upon the City's request. At the
expiration or termination of this Agreement, all originals and copies of any such work product remaining in the possession
of Contractor shall be delivered to the City.
9. BOOKS AND RECORDS. The Contractor agrees to maintain books, records, and documents which sufficiently
and properly reflect all direct and indirect costs related to the performance of the Services specified in this Agreement, 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.
10. INDEPENDENT CONTRACTOR. The Parties intend that the Contractor shall be an independent contractor and
that the Contractor 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 Contractor sick
leave, vacation pay, or any other benefit of employment, nor to pay any social security or other tax that may arise as an
incident of this Agreement. Contractor shall take all necessary precautions and shall be responsible for the safety of its
employees, agents, and subcontractors in the performance of the Services specified in this Agreement and shall utilize all
protection necessary for that purpose. All work shall be done at Contractor's own risk, and Contractor shall be responsible
for any loss of or damage to materials, tools, or other articles used or held for use in connection with the Services. The
PROFESSIONAL SERVICES AGREEMENT - 3 - Rev.3/2017
CITY OF CITY HALL
'■.._.
Federal Way Feder 8th Avenue South
Federal Way,WA 98003-6325
(253) 835-7000
wwweityo federalway_com
Contractor shall pay all income and other taxes due except as specifically provided in Section 4 of this Agreement.
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 Contractor, shall not be deemed to convert this Agreement to an employment
contract. If the Contractor is a sole proprietorship or if this Agreement is with an individual,the Contractor agrees to notify
the City and complete any required form if the Contractor retired under a State of Washington retirement system and
agrees to indemnify any losses the City may sustain through the Contractor's failure to do so.
11. CONFLICT OF INTEREST. It is recognized that Contractor may or will be performing professional services
during the Term for other entities or persons; however, such performance of other services shall not conflict with or
interfere with Contractor's ability to perform the Services. Contractor agrees to resolve any such conflicts of interest in
favor of the City. Contractor confirms that Contractor 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 Contractor's selection, the negotiation, drafting,
signing, administration of this Agreement, or the evaluation of the Contractor's performance.
12. 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 Contractor 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, honorably discharged veteran or military status, sexual orientation including gender expression or identity,
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, 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. Contractor 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 Parts 21, 21.5, and 26, or any other applicable federal, state, or local law or regulation regarding non-
discrimination.
13. GENERAL PROVISIONS.
13.1 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.
13.2 Assignment and Beneficiaries.Neither the Contractor 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.
PROFESSIONAL SERVICES AGREEMENT - 4 - Rev. 3/2017
CITY OF CITY HALL
Fe`.A a ra I Way Feder 8th Avenue South
Federal Way,WA 98003-6325
(253) 835-7000
kvtivw atyoffederahvaycem
13.3 Compliance with Laws. The Contractor 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.
13.4 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
Contractor'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; however, nothing in this paragraph shall be construed to limit
the Parties' rights to indemnification under Section 5 of this Agreement.
13.5 F�,ectitfon. Each individual executing this Agreement on behalf of the City and Contractor 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.
[Signature page follows]
PROFESSIONAL SERVICES AGREEMENT - 5 - Rev. 3/2017
CITY 4F CITY HALL
..:. Fe dera Way 33325 8th Avenue South
Federal Way,WA 98003-6325
(253) 835-7000
www.cityoffedet of way.corn
IN WITNESS, the Parties execute this Agreement below, effective the last date written below.
CITY OF FEDERAL WAY: ATTEST:
Jim FejTel ;/Mayor Vepie Courtney, CM , ity Clerk
DATE: /1 APPROVED AS TO FORM:
7'e
J. Ryan Call, City Attorney
JESSICA COX:
By: ff .
PrintedVame: U es5 I
Title: ODA�U LI—Ay-,,-t-
DATE:
l
STATE OF WASHINGTON )
) ss.
COUNTY OF )
On this day personally appeared before me, CP.`.
�i`-' , to me known to be
the individual described in and who executed the foregoing instrument, and on oath swore that she executed the
foregoing instrument as her free and voluntary act and deed for the uses and purposes therein mentioned.
GIVEN my hand and official seal this tiIf, _day of ?Iti` , 20
YNN tlr Notary's signature
� C+� l��� Notary's printed name ( r1
';i�3*'o�F ; '�F•�r, Notary Public in an for the State of WashiL7 Ttc�3l,
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My commission expires Z4 2�
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PROFESSIONAL SERVICES AGREEMENT - 6 - Rev.3/2017
CITY OF CITY HALL
'���" Fe d e ra l W 33326 8th Avenue South
"��� Federal Way,WA 98003,8325
(253) 835-7000
mm cityoKederalway cora
EXHIBIT A
SERVICES
1. The Contractor shall do or provide the following:
• Design and disseminate engaging print, social media, and online graphics, advertisements, and
application materials to market Flavor of Federal Way to the Federal Way and surrounding communities.
• Recruit, coordinate, and manage participating vendors, food vendors, nonprofits, sponsors, and
performers that align with the mission of Flavor of Federal Way.
• Execute general event management, logistics planning, and coordination to ensure Flavor of Federal Way
has the foundation to be a successful community event.
• Execute Flavor of Federal Way Event (Day-of Logistics)
PROFESSIONAL SERVICES AGREEMENT - 7 - Rev. 3/2017
CITY of CIN HALL
Fe d e ra I ■ �y dray 33325 8th Avenue South
■r/►ir/ Federal Way.WR 98003-6325
(253) 835-7000
www cifyoffederalway.coin
EXHIBIT A-1
SERVICES
EVENT OVERVIEW
Flavor of Federal Way
EVENT DATE Saturday August 8,2020 TBD
• « Town Square Park
OWNER OF
City of Federal Way
ALL EVENT MATERIALS
Federal Way will come alive with the sights and sounds of one of the most diverse populations in
the region as we celebrate the cultures and communities that make the City of Federal Way a
vibrant place to live,work and play.This family-friendly,free festival will feature kid's activities,
EVENT DESCRIPTION food vendors,an entertainment stage,and exhibitors sharing information about employment
opportunities, health care access,financial and educational services and a variety other business
resources from nonprofit organizations to area craft makers.
EVENT COORDINATOR IN • •
COORDINATOR NAME Jessica Cox _
COORDINATOR •• Independent Contractor
• 509-551-4533
"DAY •F"PHONE 509-551-4533 MAILING ADDRESS 3313 S.Juneau St.
• iessieaecox3l@sail.cpm Seattle,WA 98118
m
EVENT EMAIL
' 9ayoroffederalwavL@wnail.com flavorfw
PASSWORD
• Payment of$3,000(see Exhibit B).
-------- ---.
Will respond to all emails within 24 hours.Available Evenings and Weekends and 12:00 pm-1:00
• pm M-F.
REGULARPLANNING Will meet with Jeri-Lynn and participating Diversity Commission members every 1st and 3rd
Thursdaiyfrom 5:00 pm-&W pm.
SCOPEEVENT
• Federal Way Community and surrounding areas
The goal of Flavor of Federal Way is to celebrate and experience the cultures from all over the
world who reside in our region,to bring us together and help us learn about our neighbors and
. : their heritage. It is our hope that festival guests will come away with a broader understanding
and appreciation of the diverse resources,food,experiences,and opportunities available in our
city.
PROFESSIONAL SERVICES AGREEMENT - 8 - Rev.3/2017
C;,,,, o F CITY HALL
e ra l Way y 33325 8th Avenue Saud,
Federal Way;1t1lA 98003-6325
(253) 835-7000
naw cifyoffederah-vay corn
Objective 1:Design and disseminate engaging print,social media,and online graphics,advertisements,and application
materials to market Flavor of Federal Way to the Federal Way and surrounding communities.
Friday,February 28,2020 Create Save the Date graphic in email and social media file formats Jessica
Disseminate Save the Date via email to all 2018 participants,and post to
Friday,February 28,2020 Facebook. Jessica
Friday,February 28,2020 Create and go live with Facebook event for 2019 Flavor of Federal Way Jessica
!Create application materials including paper(fillable pdf)and online
Friday,February 28,2020 forms(Google Forms)for vendors,food vendors,nonprofits,sponsors, Jessica
and performers.
Friday,February 28,2020 Go live with application materials on City of Federal Way website Jeri-Lynn
Create Facebook graphics to request applications for vendors,food
Friday,February 28,2020 vendors,nonprofits,sponsors,and performers and submit for approval. Jessica
Friday,March 6,2020 Start posting Facebook Graphics to request applications Jessica
Friday,March 6,2020 Start paid Facebook advertisements with graphics made by Jessica Jen-Lynn
Create Mirror advertisement graphics(if needed)for recruitment of
Monday,April 6,2020 vendors,food vendors,nonprofits,sponsors,and performers and submit Jessica
for approval
Explore all advertisement options including online calendars,newspapers, Jessica in collaboration with Jeri-Lynn and
April radia,etc. participating members of the Diversity
Commission
Create Flavor of Federal Way Poster and flyers to include sponsors,and
Friday,May 1,2020 Jessica
submit for approval.Update as needed
Update Flavor of Federal Way Poster and flyers to include food
Wednesday,July 1,2020 vendors and performers and submit for approval.Update as needed Jessica
Friday,July 10,2020 Create Yard Sign advertisement graphics and submit for approval Jessica
Monday,July 15,2020 Print Yard Signs Jeri-Lynn
Friday,July 13,2020 Create Banner design graphics and submit for approval Jessica
Create day-of signage graphics including welcome,volunteer booth,
Friday,July 17,2020 Jessica
schedule,water,food,parking,etc signs,and submit for approval
Friday,July 24,2020 Print day-of signage and Banners Jeri-Lynn
PROFESSIONAL SERVICES AGREEMENT - 9 - Rev.3/2017
Ak CITY OF CITY HALL
Fe d e ra I Way Feder 8th Avenue South
Federal Way;WA 98003-6325
(253) 835-7000
t n-vw cityoilederahvay com
Create day-of schedule/program design and submit for approval,update
Monday,July 27,2020 Jessica
as needed until week of event
Wednesday,August 5,2020 Print schedules/programs Jeri-Lynn `
- - —- - f
Post updates on Facebook with new sponsors,food vendors,and
Ongoing performers as they come in and relevant and timely information as Jessica
needed/necessary
Update website with participating vendors,food vendors,nonprofits,
Ongoing sponsors,and performers and submit for approval. Jen Lynn
I
Objective 2:Recruit,coordinate,and manage participating vendors,food vendors,nonprofits,sponsors,and performers
that align with the mission of Flavor of Federal Way.
•. •:
Research potential vendors,food vendors,nonprofits,sponsors,and Jessica in collaboration with Jeri-Lynn and
February-April participating members of the Diversity
performers to recruit for participation in Flavor of Federal Way
Commission
Jessica in collaboration with Jeri-Lynn and
Contact/recruit potential food vendors with the goal of securing 6-10
February-July vendors to participate in Flavor of Federal Way and$450-$750 in revenue Participating members of the Diversity
Commission
Contact/recruit potential vendors with the goal of securing 10-20 vendors Jessica in collaboration with Jeri-Lynn and
February-July and$300-600 in revenue participating members of the Diversity
Commission
Contact/recruit potential nonprofits with the goal of securing 30-40 Jessica in collaboration with Jeri-Lynn and
February-July nonprofits participating members of the Diversity i
Commission
Contact/recruit potential sponsors with the goal of securing$5,000-
Jessica in collaboration with Jeri-Lynn and
February-July $6,000 in sponsorships participating members of the Diversity
Commission
Contact/recruit potential performers with the goal of securing a diverse Jessica in collaboration with Jeri-Lynn and
FebruaryJuly mix of performances to fill the 4 hour time-frame participating members of the Diversity
Commission
Respond to applicants within 24 hours of application submittal
February-July Jessica
acknowledging receipt of application.
Forward new applications to Jeri-Lynn and participating Diversity
February-July Jessica
Commission members for application approval once a week
Inform applicants of the status of their application and provide next steps
February-July Jessica
in the process.
Keep timely record of all submitted applications and their status via
February-July Google spreadsheet and Google Drive and make available to Jeri-Lynn Jessica
and participating members of the Diversity Commission
Execute contracts and obtain necessary documents and payments
February-August from/for food vendors,vendors,performers,and sponsors and provide Jeri-Lynn
status updates to Jessica
Provide input,communication,and assistance where needed for working
Jeri-Lynn and participating members of the
February-August with approved food vendors. Diversity Commission in collaboration with i
Jessica
Work with approved performers to understand their equipment and
February-August staging needs,sound check requirements,and desired performance Jessica
times/durations-
PROFESSIONAL SERVICES AGREEMENT - 10 - Rev. 3/2017
c ill y OF CITY HALL
J ' � 8th Avenue South
Feder
I _ � Federal Way,INA 98803-6325
�
(253) 835-7000
w vw ciryotlederalway.com
Respond to any emails regarding questions or concerns from participating
February-August food vendors,vendors,performers,and sponsors within 24 hours,keeping Jessica
timely and consistent communication as needed.
Create performance schedule and communicate with performers their
Fr day,July 17,2020 Jessica
performance time and time of arrival.
Create layout/map of the event and location of all vendors,nonprofits,
Wednesday,July 22,2020 Jessica
and food vendors and submit for approval
Create arrival schedule for nonprofits,vendors,and food vendors and
Wednesday,July 22,2020 Jessica
submit for approval
Send email to all participating nonprofits and vendors with set-up/arrival
Monday,July 27,2020 Jessica
schedule and all necessary information regarding the day-of logistics.
Wednesday,August 5,2020 Print layouts/maps and arrival schedules for day-of Jeri-Lynn
I Objective 3:Execute general event management,logistics planning,and coordination to ensure Flavor of Federal Way
{ has the foundation to be a successful community event.
Jessica inQllaburabon With Jen-Lynn and
February-August Participate in planning meetings every 1st and 3rd Thursday at 5:00 pm participating members of the Diversity
Commission
Jessica in collaboration with Jeri-Lynn and
Friday,March 6,2020 Create an event budget to present to the City of Federal Way participating members of the Diversity
Commission
Create an event plan and timeline and present to the City of Federal Way Jessica in collaboration with Jeri-Lynn and
Friday,March 6,2020 with goals and targets participating members of the Diversity
Commission
Provide monthly updates to the City of Federal Way and Diversity Jessica in collaboration with Jeri-Lynn and
February-August Commission on status of event participating members of the Diversity
Commission
Locate sound equipment for rental and recruit sound technician and DJ
Friday,May 29,2020 for event Jessica
Secure stage,canopies,tables,chairs,coolers,signage,bathrooms, Jeri-Lynn and participating members of the
February-August fencing,photographers,staff shirts,and other logistical items needed to Diversity Commission in collaboration with
execute event. Jessica
Recruit volunteers,including FW PS students needing volunteer hours to Jessica in collaboration with Jeri-Lynn and
April-August participating members of the Diversity
help with set-up,during,and tear-dawn of the event
Commission
June-August Arrange for guest speakers including the Mayor Jeri-Lynn
Work with surrounding businesses to secure parking locations for event
June-August Jeri-Lynn
guests.
Work with Parks and Recreation to ensure we have appropriate electrical
June-August equipment for use on August 10th,as well as any other equipment and Jeri-Lynn
man power needed to execute the event.
Create a day-of event plan including lead rales,incident action plans, Jessica in collaboration with Jeri-Lynn and
August parking plans,set-up and schedules,and volunteer roles. participating members of the Diversity
Commission
PROFESSIONAL SERVICES AGREEMENT - 11 - Rev.3/2017
CITY OF CITY HALL
Federal
d e ra l ■ �\Y�'LY1 a 33325 8th Avenue South
eFederal
Way,WA 98003-6325
(253) 835-7000
www cityoffederalway com
Objective 4:Execute Flavor of Federal Way Event(Day-of Logistics)
DATE COMPLETED PARTY RESPONSIBLE
;Take the lead on performers and stage management,working with
Saturday,August 8,2020 =performers,DJ,and Sound Tech to ensure performances are on schedule Jessica
'and troubleshoot any issues that may arise
Other lead roles to be filled by Diversity Commission and volunteers:
Nolunteer coordinator,Food Vendor lead,Check-in{nformation booth, Jeri-Lynn and participating members of the
Saturday,August 8,2020 ^'Vendor/nonprofit lead,parking,and others to be determined in planning Diversity Commission
;process
._...-------------------
Participate in Set-up and tear-down activities.Be on-site for entirety of
Saturday,August 8,2020 Jessica
event.
POST-EVENTEVALUATION
TO BE FILLED OUT •• DE-BRIEF
BUDGETARY CONSTRAINTS
UNINTENDED POSITIVE
• •
UNINTENDED NEGATIVE
VOLUNTEERFEEDBACK ANALYSIS
•VENDOR
EVALUATION
REVIEW OF
MEASUREMENTS FOR SUCCESS
CELEBRATION
TO TEAM,STAFF,VENDORS,
GUESTS,ETC.
PROFESSIONAL SERVICES AGREEMENT - 12 - Rev. 3/2017
CITY OF CITY HALL
8th Avenue South
FederaFederal Way l Way,WA 98003-6325
(253) 835-7000
www crfyoffederalway corm
EXHIBIT B
COMPENSATION
1. Total Compensation: In return for the Services,the City shall pay the Contractor an amount not
to exceed Three Thousand and 00/100 Dollars ($3,000.00).
2. Method of Compensation:
A fixed rate of$3,000.00 will be paid after the end of a successful Flavor of Federal Way event that will
occur on Saturday, August 08, 2020.
Payment will be made within 30 days after the event after final invoice has been received.
PROFESSIONAL SERVICES AGREEMENT - 13 - Rev.3/2017