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HomeMy WebLinkAbout4810 Contract Number: 4810 Vendor: BREMERTON SYMPHONY ASSOCIATION Subject: Tourism Promotion Services Department: City Clerk File Class: LEG 12-1 Begin Date: O1/O1/2009 End Date: 12/31/2009 Review Date: 02/15/2011 Vault Date: O1/O1/2011 Comments : TOURISM PROMOTION SERVICES AGREEMENT Bremerton Symphony The City of Bremerton ("City") and Bremerton Symphony ("Recipient"), referred to collectively as the "Parties," enter into the following Agreement for Tourism Promotion services: I. Scope: The Recipient shall provide tourism promotion services for the City. Tourism promotion shall mean activities and expenditures designed to increase tourism to the City. Tourism promotion activities may include, but are not limited to, advertising, publicizing, or otherwise distributing information for the purpose of attracting and welcoming tourists to the City. The Recipient shall provide to the City a work plan attached hereto as Exhibit A setting forth its goals and objectives for successful tourism promotion II. Term: This agreement shall commence on the date of execution of this Agreement and shall continue in full force and effect until December 31, 2009 unless terminated earlier pursuant to Section IX of this Agreement. III. Compensation: In consideration of the services provided pursuant to this Agreement City shall pay the Recipient an amount not to exceed Seven Thousand Five Hundred Dollars ($7,500.00) for Tourism Promotion services. However, funding for this Agreement is subject to the actual Hotel/Motel Tax funds received by the City. If Hotel/Motel Tax receipts are lower than budgeted funding may be decreased. The Recipient shall submit monthly billing statements detailing how activities and services performed by the Recipient during the preceding month have specifically promoted tourism in the City of Bremerton including measurable results. Upon receipt of a conforming billing statement, the City shall promptly process payment. If a billing statement does not conform to this Agreement, the City may withhold payment until the statement is brought into compliance. Such withholding does not relieve the Recipient of its obligations under this Agreement. The Recipient shall not perform work beyond the Scope of Work, nor shall be compensated for such work, unless the Scope of Work or amount of compensation is modified pursuant to this Agreement. IV. Relationship of Parties: The Recipient represents that it is skilled in the matters addressed in the Scope of Work and is performing independent functions and responsibilities within its field of expertise. Recipient and its personnel are independent contractors and not employees of the City. Recipient and its personnel have no authority to bind the City or to control the City's employees and other contractors. None of the benefits provided by the City to its employees, including, but not limited to, compensation, insurance, and unemployment insurance are available from the City to the employees, agents, representatives, or sub-consultants of the Recipient. Recipient will be solely and entirely responsible for its acts and for the acts of Recipient's agents, employees, representatives and sub-consultants during the performance of this Agreement. The City may, during the term of this Agreement, engage other independent contractors to perform the same or similar work. Bremerton/Bremerton Symphony Page 1 of 4 As an independent contractor, Recipient is responsible for its own management. The City's administration and enforcement of this Agreement shall not be deemed an exercise of managerial control over Recipient or its personnel. As an independent contractor, Recipient is responsible for payment of all taxes and licensing fees necessary to perform its obligations under this Agreement. These taxes and fees include but are not limited to State industrial insurance, Business & Occupation, State professional licensing, and City business licensing. If any taxes or fees due the City have been declared delinquent, the City may withhold the delinquent amount, plus any additional charges arising from the delinquency, from any payments due Recipient. V. Indemnification: Recipient 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 in connection with the performance of this Agreement, except for that portion of the injuries and damages caused by the City's sole negligence. The City's review or acceptance of any of the work when completed shall not be grounds to avoid any of these covenants of indemnification. The provisions of this section shall survive the expiration or termination of this Agreement. VI. Insurance: Prior to and during the performance of the work covered by this Agreement, Recipient shall provide the Risk Manager for the City with evidence that it has obtained and maintains in full force and effect during the term of this Agreement comprehensive general liability insurance coverage of at least $500,000.00 per occurrence. In the event Recipient organizes, promotes or sponsors an event involving the sale or consumption of food or alcoholic beverages, Recipient shall also provide evidence that it has obtained products liability and liquor liability insurance of at least $500,000.00 per occurrence, for each event. The City shall be named as additional insured and a copy of the appropriate additional insured endorsement shall be provided to the City's Risk Manager. The Risk Manager shall be provided thirty (30) days written notice of any cancellation of said insurance. VII. General Conditions: A. Reports and Information: When requested by the City, Recipient shall furnish periodic reports and documents on matters covered by this Agreement. The reports and documents shall be furnished in the time and form requested. Such reports and documents shall include: list of festivals and special events sponsored by Recipient with the amount of revenue expended on each festival, special event or tourism-related facility; the estimated number of tourists and/or persons traveling over fifty miles to the destination, and the estimated number of lodging stays generated per festival or tourism-related event. Recipient shall maintain accounting records in accordance with Generally Accepted Accounting Principles (GAAP) to substantiate all billed amounts. B. Work Performed at Recipient's Risk: Recipient shall take all precautions necessary and shall be responsible for the safety of its employees, agents, and sub-consultants in the performance of the work hereunder and shall utilize all protection necessary for that purpose. All work shall be done at Recipient's own risk, and Recipient 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. Bremerton/Bremerton Sym phony Page 2 of 4 C. Place of Work: The Recipient shall perform the work authorized under this Agreement at its offices in Bremerton, Washington. Any necessary meetings with the City staff shall take place at the City's offices, or at locations mutually agreed upon by the parties. D. Entire Aqreement: This Agreement and its Exhibits constitutes the entire agreement between the Parties, and the Parties acknowledge that there are no other agreements, written or oral, that have not been set forth in the text of this Agreement. E. Severabilitv: Should any part of this Agreement be found void, the balance of the Agreement shall remain in full force and effect. F. Modification: This Agreement may only be modified by written instrument signed by both Parties. G. Written Notices: All communications regarding this Agreement shall be sent to the parties at the addresses listed below by registered or 1st class mail, or by personal service, and shall be deemed sufficiently given if sent to the addressee at the address stated in this Agreement or such other address as may be hereafter specified in writing. City Address City Clerk 345 6th Street, Suite 600 Bremerton, WA 98337 Bremerton Symphony Address POBox 996 Bremerton, WA 98337 H. Waiver: Failure to enforce any provision of this Agreement shall not be deemed a waiver of that provision. Waiver of any right or power arising out of this Agreement shall not be deemed waiver of any other right or power. 1. Non-Waiver of Breach: The failure of the City to insist upon strict performance of any of the covenants and agreements contained herein, or to exercise any option herein conferred in one or more instances shall not be construed to be a waiver or relinquishment of said covenants, agreements or options, and the same shall be and remain in full force and effect. J. Compliance with Laws: Recipient shall comply with all applicable Federal, State, and local laws in performing its obligations under this Agreement. K. Choice of Law and Venue: This Agreement shall be interpreted according to the laws of the State of Washington. Any judicial action to resolve disputes arising out of this Agreement shall be brought in Kitsap County Superior Court. L. Attornevs' Fees: In the event of litigation to enforce any of the terms or provisions herein, each party shall pay all its own costs and attorney's fees. M. Assiqnment: Any assignment of this agreement by the Recipient without the written consent of the City shall be void. VIII. Nondiscrimination: Recipient shall not discriminate in employment or services to the public on the basis of race, color, national origin, sex, religion, age, marital status, sexual orientation or disability, except for employment actions based on bona fide occupational qualification. IX. Termination: This Agreement may be terminated by either party for convenience upon thirty (30) days written notice to the other party, or for cause if either party fails BremertonjBremerton Symphony Page 3 of 4 substantially to perform through no fault of the other and does not commence correction within five (5) days of written notice and diligently completes the correction thereafter. Upon such termination, City will be entitled to reports showing the status of all services Recipient is providing to the City as of the effective date of termination. x. Termination of Other Contracts. This Agreement shall supersede all prior Agreements between the parties relating to the use of Hotel/Motel Tax. R~ ENTITY -:> 7AffJrtU y Cle H:\Lodging Tax\LodgingTaxContractForm.doc BremertonjBremerton Symphony Page 4 of 4 Exhibit A 2008 LODGING TAX ApPLICATION PART 1 1.. Please provide your organization's Mission Statement Enriching the West Sound with excellent classical music through performance and education. 2. Describe the Scope of Services your organization will provide to promote tourism inside the City of Bremerton. The Bremerton Symphony Association seeks to reach out to our community and truly serve others with the performance of classical music. We offer cultural and musical enrichment for the greater Kitsap County. For the 2008-09 season, we offer fourteen performances of varied musical literature. With the funds from the Lodging Tax Fund we will be able to market all of our activities and programs to greater Kitsap County and beyond seeking to broaden our audience, attract individuals from outside our community and serve those closest to home. Some of the areas that we are planning on continuing include: · Advertising in the Kitsap Sun through our long term relationship getting 2 for 1 in the cost of ads, expanding the color and appeal of the advertisement, expanding the number of times and ad runs and advertising in the Kitsap Sun affiliates. · Utilizing KING-FM spots during peak and off peak times to reach out to radio audiences around the Puget Sound. · Inviting prominent music critics and arts supporters from King and Piece counties to attend our concerts and write articles prior to and following performances. · Working with area lodging businesses to develop discount programs with dinner/lodging/orchestra tickets at reduced prices. Also, utilizing those businesses with expanded advertising. · Developing collaborations with area arts groups and venues such as our endeavor for November 2008 with the Kitsap Opera where we will present a full length opera with number of professional vocal soloists from our region performing with the BSA. · Continuing the opportunity of offering free summer concerts to the public. In summer 2008 we performed for Poulsbo's 100th Anniversary on the waterfront for well over 3000 people. In July 2007 we presented a summer concert at the Silverdale Beach Hotel for over 700 people. 3. Describe how you plan to measure success in increasing tourism. Examples of measurements include estimated number of event attendees, revenue generated by an event, and estimated or actual overnight stays resulting from your event. For the 2007 calendar year, BSA has consistently used funds from the 2007 Bremerton Lodging Tax to increase the awareness of our organization's activities for the benefit of travelers and those out of our area. We were able to track some 198 individuals that came into our area outside of the regular Kitsap county zip codes with our data processing system. This includes some 22 individuals that attended the collaborative concert between the BSA and the Admiral Theater in May 2008 from outside of Kitsap County. We track the success of our programs overall by having a positive balance in our budget at the end of the season. This year, fiscally we ended with approximately $5000 in the black. We were not only successful with our ticket sales, but with our business sponsorships which nearly all signed on again for the 08-09 season in April of 2008. We also track our success with marketing by offering an end of season survey at our final concert and on-line. Our Artistic Committee goes over the results and shares this with our full board. 4. Please include: a) Current Fiscal Year Operating Budget, noting the programs and/or events to be funded See included. b) Income Statement See included.