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HomeMy WebLinkAboutR-1994-021 Economic Development DistrictRESOLUTION NO. R-94- 21 A RESOLUTION authorizing the City Manager and the City Clerk of Yakima to execute a professional services agreement between the City of Yakima and the Kittitas-Yakima Resource Conservation and Economic Development District WHEREAS, the City of Yakima needs to stage the annual Washington State Agricultural Showcase; and WHEREAS, the City does not have the staffing level or personnel having specialized expertise to stage said annual Washington State Agricultural Showcase; and WHEREAS, the Kittitas-Yakima Resource Conservation and Economic Development District has specialized organizational services that can be utilized in staging the annual Washington State Agricultural Showcase; and WHEREAS, it is in the best interest of the City to utilize and contract with the Kittitas-Yakima Resource Conservation and Economic Development District to utilize their expertise according to the terms of the attached agreement, now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager and City Clerk of the City of Yakima are hereby authorized and directed to execute the attached and incorporated "professional services agreement" with the Kittitas-Yakima Resource Conservation and Economic Development District for the purpose of staging the annual Washington State Agricultural Showcase. ADOPTED BY THE CITY COUNCIL THISt day of March, 1994. ,Lvt- ATTEST: Mayor City Clerk PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF YAKIMA AND THE KITTITAS-YAKIMA RESOURCE CONSERVATION AND ECONOMIC DEVELOPMENT DISTRICT MARCH 1, 1994 THIS AGREEMENT, is made and entered into this lst day of March, 1994 by and between the City of Yakima, Community & Economic Development Department, herein referred to as the "City " and the Kittitas-Yakima Resource Conservation and Economic Development District, a company herein referred to as " Contractor". WHEREAS, the City finds it necessary to contract with Kittitas-Yakima Resource Conservation & Economic Development District to provide specialized organizational services in staging the annual Washington State Agricultural Showcase. WITNESSETH: that for and in consideration of mutual covenants, promises and agreements, herein contained , the parties mutually agree as follows: 1. Professional Services. Contractor shall serve as the 1994 Washington State Agricultural Showcase Management Team, and shall perform all tasks, work and services to insure that the Third Annual Washington State Agricultural Showcase takes place on August 16-19, 1994. In addition, the Contractor shall produce the reports as outlined in Attachment 'A". 2. Term. The term of this agreement shall commence on the first day of March, 1994, and terminate on the thirty-first day of December, 1994. 3. Compensation. As consideration for the work, tasks, and services performed by the Contractor, the City agrees to compensate the Contractor in the amount of $25,000 in a one-time payment on April 1, 1994. In addition, the City shall provide an amount of $10,000 in the described in-kind commitment in Attachment "A". Notwithstanding any other provision herein, the City shall not pay Contractor more than $25,000 in cash and $10,000 in in-kind. 4. Non -Discrimination. During the performance of this Agreement, the Contractor shall not discriminate on the basis of race, color, sex, religion, national origin, creed, or the presence of any sensory, mental, or physical handicap. 5. Compliance With Laws. Contractor agrees that he/she shall perform all work under and pursuant to this Agreement in full compliance with any and all applicable laws, rules, and regulations adopted or promulgated by any governmental agency or regulatory body, whether federal, state, local, or otherwise. 6. Independent Contractor. The Contractor and the City understand and expressly agree that the Contractor is an independent contractor in the performance of each and every part of this Contract. Contractor shall make no claim of City employment nor shall claim any related employment benefits, social security, and/or retirement. ATTACHMENT A City Contribution: $25,000 one time cash contribution to be paid on April 1, 1994. City to Receive: a) Title sponsor billing on all promotional materials; b) Name to be incorporated on press release template c) Front page billing on showcase brochure d) Billing on first pages of official showcase program e) One half page advertisement in official program f) Special recognition in conjunction with all showcase activities and events g) Introductions to international buyers h) Complimentary passes to showcase events ( minimum four) i) Showcase steering committee appointment j) Visible community leadership In -Kind contribution: a) 10,000 pieces of showcase letterhead 5,000 pieces of 2nd sheets for letterhead Total in-kind cost not to exceed $3,500. b) 10,000 showcase envelopes Requested dates March 1, 1994 c) One generic showcase banner to be displayed Showcase business cards for six individuals Requested dates March 1, 1994 Total in-kind cost not to exceed $ 1,000 d) 2,500 exhibitor promotion flyers Requested dates March 15,1994 Total in-kind not to exceed $ 250. e) 15,000 leadership invitations Requested dates July 6, 1994 Total in-kind costs not to exceed $ 4,500. f) Photocopy 500 packets for distribution to participants Requested dates August 15, 1994 Total in-kind costs not to exceed $ 750. All requests for in-kind activity are to be channeled through Marketa Oliver, Administrative Assistant to the City Manager. REPORTS REQUIRED: The Showcase Management Team shall prepare timely reports on a monthly basis providing the City with an update of activity surrounding the Showcase. This report shall include but not be limited to: confirmed participants, sponsors, publicity, and need for city staff assistance. This report is due the fifteenth of each month and should be delivered to the Director of Community & Economic Development. The City Council of the City of Yakima shall receive an audited report of finances prior to the 15th of November, 1994. This report shall clearly describe the revenue sources received and all expenses of the showcase. In addition, an evaluation if possible of all participants and dollar amount of business transactions. 7. Taxes and Assessments. Contractor shall be solely responsible for and shall pay all taxes, deductions and assessments, including but not limited to, federal income tax, withholding tax, social security tax, and other deductions from income which may be required by law or assessed against either party as a result of this Agreement. In the event the City is assessed a tax or assessment as a result of this Agreement, Contractor shall pay the same before it becomes due. 8. No Insurance. It is understood that the City does not maintain liability insurance on the Contractor. 9. No Assignment. This Agreement, or any interest therein, cannot be assigned in whole or in part by the Contractor to any other party without the prior written consent of the City. 10. Termination. The City may terminate this Agreement, with or without cause, by giving the Contractor fifteen (15) days written notice of termination. 11. Damages. If for any reason the Contractor fails to provide the services provided in this Agreement and the City is forced to secure such services from another company, the Contractor shall be liable for any and all additional expenses to fulfill their obligation to the City. 12. Integration. This Agreement constitutes the entire agreement between the parties. There is no other oral or written agreements between the parties as to the subjects covered herein. 13. Severability. If any portion of this Agreement is changed per mutual agreement or any portion is held invalid, the remainder of the Agreement shall remain in force. 14. Attorneys' Fees. In the event that any suit or action is instituted by either party to enforce compliance with or interpret any of the terms, convenant, or conditions of this Agreement, the prevailing party shall be entitled to collect, in addition to necessary court costs, such sumsas the court may adjudge as reasonable attorney fees. The venue for any action to enforce or interpret this Agreement shall tie in the Superior Court of Washington for Yakima County, Washington. CITY OF YAKIMA By: - ,\NA. Richard Zais, Manager Dated: ATTEST: By: a . — - City Clerk Dated: /CiLy KITTITAS-YAKIMA RESOURCE CONSERVATION AND ECONOMIC DEVELOPMENT Ed Harrell, Executive Director Dated: 3/3 V f �/ By: Dated: ATTACHMENT A City Contribution: $25,000 one time cash contribution to be paid on April 1, 1994. City to Receive., a) b) c) d) e) f) g) h) i) j) Title sponsor billing on all promotional materials; Name to be incorporated on press release template Front page billing on showcase brochure Billing on first pages of official showcase program One half page advertisement in official program Special recognition in conjunction with all showcase activities and Introductions to international buyers Complimentary passes to showcase events ( minimum four) Showcase steering committee appointment Visible community leadership In -Kind contribution: a) 10,000 pieces of showcase letterhead 5,000 pieces of 2nd sheets for letterhead Total in-kind cost not to exceed $3,500. b) 10,000 showcase envelopes Requested dates March 1, 1994 c) One generic showcase banner to be displayed Showcase business cards for six individuals Requested dates March 1, 1994 Total in-kind cost not to exceed $ 1,000 d) 2,500 exhibitor promotion flyers Requested dates March 15,1994 Total in-kind not to exceed $ 250. e) 15,000 leadership invitations Requested dates July 6, 1994 Total in-kind costs not to exceed $ 4,500. f) Photocopy 500 packets for distribution to participants Requested dates August 15, 1994 Total in-kind costs not to exceed $ 750. events All requests for in-kind activity are to be channeled through Marketa Oliver, Administrative Assistant to the City Manager. REPORTS REQUIRED: The Showcase Management Team shall prepare timely reports on a monthly basis providing the City with an update of activity surrounding the Showcase. This report shall include but not be limited to: confirmed participants, sponsors, publicity, and need for city staff assistance. This report is due the fifteenth of each month and should be delivered to the Director of Community & Economic Development. The City Council of the City of Yakima shall receive an audited report of finances prior to the 15th of November, 1994. This report shall clearly describe the revenue sources received and all expenses of the showcase. In addition, an evaluation if possible of all participants and dollar amount of business transactions. 1994 WASHINGTON STATE AGRICULTURAL SHOWCASE SPONSORSHIP COMMITMENTS - AS OF 218194 Prepared for. City of Yakima SPONSOR CASH LEVEL IN-KIND LEVEL (services) City of Yakima $25,000 Grandview Development Corp. $ 5,000 Grant County EDC $ 5,000 Port of Sunnyside $ 2,500 Washington State Department of Agriculture Washington State Department of Community, Trade & Economic Development Washington State University Yakima Air Terminal Yakima County Sub Total: $25,000 $62,500 $10,000 (printing, staff) $ 2,500 (exhibitor recruitment support) $10,000 (recruitment, staff support) $10,000 (overseas offices, staff support) $25,000 (educational component) $ 5,000 (fax, copies, office space) $10,000 (accounting support) Potential Grants: Dept. of Community Development Economic Strategies Fund U.S. West USDA Rural Development Administration PRIVATE SECTOR AgriTechnics Cellular One Central Washington Fair Assoc. Documents International KAPP T.V. Key Bank Pacific Power & Light Port of Seattle Seafirst Bank Steve Dahl & Assoc. design) Sundance Travel Trail Wagons TRIDEC Washington State Fruit Commission Yakima County Development Assoc. Yakima Herald -Republic Yakima Indian Nation Sub Total: Grand Total: $ TBD $ 5,� $15,000 $ 5,000 $ 5,000 $25,000 $ 5,000 $ 5,000 $ 600 $10,000 $76,200 $138,700 Level pending: City of Union Gap $10,000 (phone use and air time) $ 5,000 (building rental, security) $ 4,200 (translation, business cards) $ 5,000 (video/PSA prdctn coverage) $25,000 (8/17 dinner, luncheons, etc.) $10,000 (media relations, creative $10,000 (air tickets, logistics support) $ 5,000 (BBQ) $ 4,200 (domestic buyer recruitment) $ 5,000 (ads, coverage, event program) KI -YAK • Showcase Administrator • County Courthouse • Yakima, Washington 98901 • (509) 575-2932 TRADEC • Showcase Coordinator • One Union Square • 600 University St., Suite 2801 • Seattle, Washington 98101 • (206) 224-4340 PROJECTED BUDGET WASHINGTON STATE AGRICULTURAL SHOWCASE DIRECT SHOWCASE EXPENSES Sundome rent and services $ 9,000 Exposition booth services (GES) $ 10,000 Buyer lodging (Red Lion) 200 buyers, average 50% pay $ 32,000 Insurance $ 400 Special show events ( luncheon, dinner, reception) $ 8,500 INTERNATIONAL EVENTS Hotel per diem ( trips to Mexico, China, Japan, Hong Kong, Manila, Costa Rica, Singapore.) Air fares Special events ( receptions, dinners) Other ( interpreter, cabs) In country consultants DOMESTIC RECRUITMENT $ 19,500 $ 34,700 $ 3,000 $ 3,000 $ 20,000 Hotel per diem (Portand, Boise, Helena, Anchorage (multiple trips) $ 9,000 Air fares $ 6,400 Mileage and parking $ 10,000 SPECIAL EVENT Exhibit Central Wash. Fair $ 1,500 PROFESSIONAL SERVICES TRADEC ( Showcase coordinator) $144,000 KI -YAK ( Showcase administrator) $ 52,000 Trade Resource Center $ 6,500 SUBCONTRACTING, Graphics/public relations $ 14,500 OTHER COSTS Phone/fax $ 16,000 Printing $ 12,000 Photocopies/laser $ 7,500 Postage/messenger service $ 8,000 Supplies/gifts $ 2,500 TOTAL $430,000) 1993 WASHINGTON STATE AGRICULTURAL SHOWCASE Yakima Valley SunDome • Yakima, Washington • USA August 25-27, 1993 Prepared for: Prepared by: EVALUATION REPORT Executive Summary September 1993 Kittitas - Yakima Resource Conservation and Economic Development District Yakima, WA USA Showcase Administrator TRADEC, Inc. Seattle, WA USA Showcase Coordinator TRADEC • Showcase Coordinator • International Trade Resource Center • 2400 W. Washington • Yakima, Washington 98903 Phone: (509) 452-2474 • FAX: (509) 575-6185 PROJECT OVERVIEW In its second consecutive year, the 1993 Washington State Agricultural Showcase built and expanded on the :success of its predecessor. The event attracted more participants, both domestically and abroad, and generated even more business. The 1993 Showcase provided an opportunity for 150 international buyers from 13 countries to learn more about Washington state's rich agricultural base and increased the state's visibility around the world. Participation by federal officials such as Eugene Moos, Undersecretary of Agricultural with the U.S. Department of Agriculture and head of the Foreign Agricultural Service, indicates the domestic support and national recognition of this project as well. Goals and Objectives In keeping with the goals and objectives of the event, the 1993 Showcase served to: (1) increase the number of international buyers and targeted international markets, (2) increase export sales from the state of Washington, (3) further promote the quality and importance of Washington state's agriculture and food processing industries locally, nationally and internationally and (4) expand the educational component of the event to promote export readiness. Event Highlights The 1993 Showcase featured many improvements and new additions over the 1992 event. The show was shortened to two days in the trade hall with no formal luncheon program to provide more focused attention to the exhibits. The third and final day of the show was then reserved for extensive tours of Central Washington's premiere agricultural land and facilities. Similar to 1992, the Opening Ceremony provided an opportunity to feature key state and federal officials as well as event sponsors and attracted more than 1,000 attendees. The two evening events, the dinner at Staton Hills Winery and Barbecue at Running Springs Ranch, were the true highlights of the Showcase, providing informal time for the exhibitors, buyers, and guests to meet and discuss business opportunities amongst beautiful surroundings. Finally, an evening at the Races provided all Showcase participants an excellent finale. International Participation Targeted buyer delegations from 13 countries traveled to Washington to learn more about the state's agricultural industry during the Showcase. Approximately two-thirds of the international guests were hosted in terms of their meals and accommodations. Following is a summary of registered international buyers and does not reflect additional buyers who arranged their own participation which we estimated at about 10 additional buyers. Country Number of Buyers Counts Number of Buyers Canada 2 Mexico 27 China 36 Russia 2 Costa Rica 1 Sweden 1 Hong Kong 5 Taiwan 14 Indonesia 6 United Kingdom 4 Japan 38 United States 12 Venezuela 1 Total 151 SURVEY HIGHLIGHTS Following is a summary of exhibitor responses to the event survey. Based on these results, Showcase organizers will evaluate modifications to enhance the success of future events. Exhibitor Participation The 1993 Ag Showcase attracted 176 exhibitors, a significantly higher number than in 1992, representing the following industry sectors: • Processed foods - 25 companies or 14% • Fresh produce - 24 companies or 14% • Technology - 14 companies or 8% • Transportation/Support - 67 companies or 38% • Specialty foods - 9 companies or 5% • Wine - 6 companies or 3% • Distributors - 4 companies or 2% • Government agencies/Port Districts - 21 or 12% • Other - 6 companies or 3% Please note: classifications may be subject to different interpretation. Survey Responses The results below are a compilation from 67 exhibitor surveys, representing an almost 40% response rate. Please note, however, that 15% of this total represents service -related companies which do not reflect sales data. • Approximately one-third of the exhibitors who responded to the survey indicated that they expected to have immediate sales as a result of the Showcase. • Immediate sales were reported to be more than $11 million. • Long-term recorded sales were projected to be more than $17 million, however, an additional estimatation indicates total sales to be in excess of $100 million. (Due to confidentiality reasons, we are unable to officially list the latter figure and its origins but are aware of several outstanding sales above and beyond the initial figure.) • Almost one-half of the responses indicate that exhibitor contact was made with the buyers prior to the Showcase and nearly two-thirds of the exhibitors will be following up on their contacts after the event. • Most companies attended to promote their company abroad and team more about exporting. Secondary to those objectives was to establish relationships with overseas distributors and agents, acquire mailing lists and finally, to initiate immediate sales. • 38 Agent/distributor arrangements were reportedly made during the Showcase with an additional 99 pending. • Responses indicate that as many as 17 joint venture/licensing arrangements are pending as a result of the event. • The majority of the companies surveyed represented small- to mid-sized firms, of which three-quarters are currently exporting, primarily to Japan, Taiwan, Mexico and Canada.