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HomeMy WebLinkAboutR-2025-060 Resolution ratifying and confirming an agreement with Yakima Valley Visitors & Convention Bureau for Tourism Promotion ServicesTOURISM PROMOTION SERVICES AGREEMENT WITH THE CITY OF YAKIMA THIS AGREEMENT is made by and between the City of Yakima, hereinafter referred to as "City" and Yakima Valley Visitors & Convention Bureau DBA: Yakima Valley Tourism, hereinafter referred to as "Entity", for tourism promotion services: I. Scope of Services. Entity shall provide tourism promotion services for the City as outlined in their Application, and incorporated by this reference. "Tourism promotion" means, for the purposes of this Agreement, activities, operations, and expenditures designed to increase tourism to the City, including but not limited to advertising, publicizing, or otherwise distributing information for the purpose of attracting and welcoming tourists; developing strategies to expand tourism; operating tourism promotion agencies; and funding the marketing of or the operation of special events and festivals designed to attract tourists. II. Term. This Agreement shall commence on the date of execution by both parties and shall continue in full force and effect until December 31, 2025unless terminated earlier pursuant to Section IX of this Agreement. III. Compensation. In consideration of the Services provided pursuant to this Agreement, City agrees to pay Entity an amount not to exceed $1,045,000. , which is the amount awarded by the City Council. IV. Pavrrrerrt City shall pay Entity upon presentation of an invoice to City monthly. V. Reporting. Entity shall follow all laws regarding its reporting requirements. Reporting must include, but not limited to, an economic report (the form is attached as Exhibit A) which states the actual number of people attending the event (1) travelling for business or pleasure on a trip away from their place of residence or business and staying overnight in paid accommodations; (2) traveling for business or pleasure on a trip to a place fifty miles or more one way from their place of residence or business for the day or staying overnight; and (3) traveling for business or pleasure on a trip from another country or state outside of their place of residence or their business. Reports must be filed by Entity by July 31sT and January 31st for each contract year. VI. Relationship of Parties. It is understood, agreed and declared that Entity, its employees, agents and assigns shall be an independent contractor and not the agent or employee of City, that City is interested in only the results to be achieved, and that the right to control the particular manner, method, and means in which the services are performed is solely within the discretion of Entity. Any and all employees who provide services to City under this Agreement shall be deemed employees solely of Entity. Entity shall be solely responsible for the conduct and actions of all employees of Entity under this Agreement. VII. insurance. Entity shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by Entity, its agents, representatives, employees or subcontractors. a. Automobile liability insurance with a minimum combined single limit for bodily injury and property damage of no less than one million dollars ($1,000,000) per accident. b. Commercial general liability insurance with limits no less than one million dollars ($1,000,000) for each occurrence, and two million dollars ($2,000,000) for general aggregate. The policy shall name the City, its elected and appointed officials, officers, agents, employees, and volunteers as additional insureds. c. All insurance shall be placed with insurers with a current Best rating of not less than A:VII and admitted in the State of Washington. d. Entity's insurance coverage shall be primary insurance with respect to those who are Additional Insures and any coverage maintained by City shall be in excess of Entity's insurance and neither the City nor its insurance providers shall 1 contribute to any settlements, defense costs, or other payments made by Entity's insurance. All additional insured endorsements required by this Section shall include an express waiver of subrogation. e. Entity shall furnish acceptable insurance certificates to the City at the time Entity returns the signed Agreement. The certificate shall specify all of the parties who are additional insures, and shall include applicable policy endorsements, and the deduction or retention level. VIII. Indemnification. Entity shall defend, indemnify, and hold the City, its officers, officials, employees, agents, and volunteers harmless from any and all claims, injuries, damages, losses, or suits, including all legal costs and attorney fees, arising out of or resulting from the acts, errors, or omissions of Entity in performance of this Agreement, except for injuries and damages caused by the sole negligence of the City. The provisions of this section shall survive the expiration or termination of this Agreement. Entity Specifically and expressly waives any immunity that may be granted it under the Washington State Industrial Insurance Act, Title 51 RCW. These indemnification obligations shall not be limited in any way by and limitation on the amount or type of damages, compensation or benefits payable to or for any third party under workers' compensation acts, disability benefit acts, or other employee benefits acts. Provided that Entity's waiver of immunity under this provision extends only to claims against Entity by the City, and does not include, or extend to, any claims by the Entity's employees directly against Entity. IX. Termination. This Agreement may be terminated by either party for convenience upon thirty (30) days written notice to the other party. The City may terminate for cause with no notice if City determines Entity has used funds provided under this Agreement for purposes other than allowed under the Agreement. X. Jurisdiction and Venue. This Agreement shall be governed by and construed in accordance with the laws of the State of Washington. The venue for any action that arises pursuant to this Agreement shall be file in the proper state or federal court located within Yakima County, Washington. XI. Severability. If any section, sentence, clause or phrase of this Agreement should be held to be invalid for any reason by a court of competent jurisdiction, such invalidity shall not affect the validity of any other section, sentence, clause or phrase of this Agreement. IN WITNESS WHEREOF, the undersigned have read and agreed to the terms of this Amendment. City of Yakima: By:, Victoria Baker, City Man CITY CONTRACT RESOLUTION NO: Entity: By: Name: Title: The above -named person hereby certifies that they are authorized to execute this agreement on behalf of the above referenced Entity. Exhibit A 1. Organization: 2. This report covers: a. Event name: b. Date: 3. Total Lodging Tax funds allocated to this event $ 4. Total Activity Costs $ 5. Overall Attendance Information a. Predicted b. Actual c. Method to determine Attendance 6. Attendance, Travelled 50+miles a. Predicted b. Actual c. Method to determine Attendance 7. Attendance, Out of State, Out of Country a. Predicted b. Actual c. Method to determine Attendance 8. Attendance, Unpaid Accommodations a. Predicted b. Actual c. Method to determine Attendance 9. Total Paid Lodging Nights (One lodging night is one or more persons occupying one room for one night) a. Predicted b. Actual c. Method to determine Attendance Item No. 7.G. For Meeting of: April 1, 2025 ITEM TITLE:Resolution ratifying and confirming the City Manager's execution of an agreement with Yakima Valley Visitors & Convention Bureau DBA: Yakima Valley Tourism for Tourism Promotion Services SUBMITTED BY:Mike Bailey, Interim Director of Finance and Budget BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT SUMMARY EXPLANATION: The City of Yakima is ratifying and confirming the City Manager's execution of a Tourism Promotion Services Agreement with the Yakima Valley Visitors & Convention Bureau, doing business as Yakima Valley Tourism. This agreement utilizes lodging taxes collected from various accommodations to support tourism marketing and related capital projects. On September 17, 2024, the Lodging Tax Advisory Committee reviewed applications and provided recommendations to the Council. The Council approved the tourism promotion grants, and the funding was adopted in the budget on December 17, 2024. This agreement will fulfill the city's needs as outlined in the Scope of Services and Budget included in the contract. ITEM BUDGETED: Yes STRATEGIC PRIORITY 24-25: A Resilient Yakima RECOMMENDATION: Adopt Resolution. ATTACHMENTS: Resolution_YVVCB_LTAC SIGNED YVVCB 2025 LTAC Contract.pdf 33