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Request for Proposals (City Of Sunnyside)

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Request for Proposals
2020 Lodging Tax Funding Application
DUE – SEPTEMBER 12, 2019 BY 4 PM
Page 1
RFP Purpose
Each year the City of Sunnyside receives funds from the lodging tax imposed upon hotels and
motels located within the City, as provided by Ordinance No. 1973. Proposals for use of a
portion of these funds are now being solicited by the City.
All proposals that comply with the guidelines established herein will be evaluated by the
Lodging Tax Advisory Committee (LTAC) as defined by Sunnyside Municipal Code, Chapter
2.50.120, and the Revised Code of Washington, Chapter 67.28. LTAC will then submit its
funding recommendations to the Sunnyside City Council for final review and adoption.
Project Description
Activities eligible for assistance include, but are not limited to, those that: increase tourism by
advertising, publicizing, and distributing information for the purpose of attracting and
welcoming tourists; develop strategies to expand tourism; operate tourism promotion
agencies; construct tourism-related facilities, and fund and market events and festivals
designed to attract tourists.
The expected outcome of such activity will accomplish one or more of the following:
• Increase hotel occupancy in Sunnyside by extending length and frequency of overnight
stays.
• Increase overnight stays during the off season (October - April).
• Provide visitor attractions and/or promote the area’s existing attractions.
• Attract more businesses to Sunnyside and thereby generate additional business for
hotels and motels.
• Improve the City’s overall image to stimulate positive customer awareness.
Each project should be submitted as a separate document, thereby allowing for a clear
understanding of each project. The specific amount of the applicant’s proposal is open, to be
defined by the applicant. As a recommendation, the applicant may wish to define alternate
levels of funding, indicating as their first priority the maximum amount desired and, as a second
priority, the minimum acceptable amount. Some definition of the differences in the level of
services to be provided under the two priorities should be included. The establishment of
alternate funding levels will allow the City some latitude in approving projects reviewed and
recommended by LTAC without the necessity of rejecting one or more projects due to a
potential lack of funds.
Request for Proposals - 2020 Lodging Tax Funding Application
Page 2
RFP Schedule
(With the exception of the RFP due date, dates may be adjusted to meet unexpected circumstances.)
Publication and Due Date
Public notice advertised – Yakima Herald-Republic August 22, August 29, and
September 5, 2019
Notice published on the City Website August 22 through September 12, 2019
RFP package available for pickup August 22, 2019
RFP responses due September 12, 2019 by 4 PM
Review Process
LTAC review of proposals September 19, 2019
LTAC Recommendation to City Council September 23, 2019
Funding Notification
Award notices mailed October 2019
Contracts issued (if required) December 2019/January 2020
Term
Project funding available January 1, 2020 through
December 31, 2020
Funds not expended by December 31, 2020 will be forfeited. NO EXCEPTIONS.
Project Management
The City Clerk’s Office will coordinate the RFP process, publicize, and receive the RFP in accordance
with the advertised timeline, and respond to applicant questions as appropriate. The City Clerk’s
Office will then issue contracts for approved projects, and monitor contract compliance. All
contracts will require the submission of appropriate written reports regarding the use of allocated
funds. The City Clerk’s office, in cooperation with the Finance Department, will process bills,
reimburse expenses, and ensure that proper measures are taken to insure compliance with the
Washington State Auditor’s Office.
Selection Process
Each application will be reviewed by LTAC based upon several criteria; eligible activities,
effectiveness of proposed project in meeting the expected outcomes, need, and funding
requirements. Upon completion of LTAC’s review of the written applications, LTAC may request
that the applicants make an oral presentation in order to more fully understand the proposed
project. The attached Evaluation form (page 9) will be used as a scoring guide in assisting LTAC
members in their evaluation of the individual proposals. However, regardless of the methods
employed by LTAC, their recommendations will not be subject to review or challenge by the
applicant. Once reviewed by LTAC, those recommendations will be forwarded to the City Council
for final decision.
Request for Proposals - 2020 Lodging Tax Funding Application
Page 3
Other Information
Contract: The City will utilize its standard contract for City-funded activities.
Payment: Payment will be provided in accordance with the contract.
Legibility and Additional Materials: Only two (2) additional pages of materials in addition to the
RFP package are allowed. Any additional materials will be disregarded. All information provided
should be legible and typed in a 10 or 12 point type.
Performance: *IMPORTANT NOTICE* Washington State law RCW 67.28.1816(2) requires that the
City of Sunnyside submit an annual report detailing, by event, lodging tax revenue expended, the
estimated number of tourists that attended, and estimated lodging stays (heads in beds).
Recipients of lodging tax revenue will be required to collect and provide timely submission of this
information within 30 days of event date.
Future allocations of Tourism Funds to agencies that have received funds previously will be subject
to an evaluation of past performance.
Proposal Submittal
Please deliver seven (7) color copies of the proposal response (Pages 4 through 8 of this RFP) and
the required documentation identified on page 9 (Attachments) in a sealed envelope and any
additional information (not to exceed two (2) single pages) to:
Jacqueline Renteria, City Clerk
City of Sunnyside
818 E. Edison Avenue
Sunnyside, WA 98944
SUBMISSION DEADLINE - NO LATER THAN 4 PM ON SEPTEMBER 12, 2019
Proposals received after that time may be considered at a future LTAC meeting, if funding is available.
SUBMISSION DEADLINE
September 12, 2019 by 4 PM
Page 4
PROJECT PROPOSAL
(Only two (2) additional pages of materials will be accepted with each application.)
PROPOSALS MUST BE TYPED
Project Title and Type
Project Title
Type of Project:
Note - Marketing efforts must target tourists from a different town, city, county, state, or country. The City’s
lodging tax fund exists because visitors stay overnight in a Sunnyside lodging establishment and pay the tax.
Tourism Promotion:
Advertising, publicizing, information distribution
Develop strategy to expand tourism
Operate tourism promotion agency
Fund a special event or festival (marketing and/or operations)
"Tourism promotion" means activities, operations, and expenditures designed to increase tourism, 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. (RCW 67.28.080 (6))
"Tourist" means a person who travels from a place of residence to a different town, city, county, state, or country,
for purposes of business, pleasure, recreation, education, arts, heritage, or culture. (RCW 67.28.080 (8))
Tourism-related Facility
(must be owned by a public entity, or by a nonprofit
organized under section 501(c)(3) or owned by a 501(c)(6)
"Tourism-related facility" means real or tangible personal property with a usable life of three or more years, or
constructed with volunteer labor that is: (a)(i) Owned by a public entity; (ii) owned by a nonprofit organization
described under section 501(c)(3) of the federal internal revenue code of 1986, as amended; or (iii) owned by a
nonprofit organization described under section 501(c)(6) of the federal internal revenue code of 1986, as
amended, a business organization, destination marketing organization, main street organization, lodging
association, or chamber of commerce and (b) used to support tourism, performing arts, or to accommodate tourist
activities. (RCW 67.28.080 (7))
Organization (check one) Non-profit Public Agency For Profit
Name
Address
City State Zip
Phone Website
SUBMISSION DEADLINE
September 12, 2019 by 4 PM
Page 5
Contact Person
Name Title
Phone Fax
E-mail
New or Continuing Activity/Service
Is this a new or continuing activity/service?
Was this project previously funded by lodging tax funds? Yes No
If yes, how much? _______________________ How long? ________________________ (years)
Do you expect this project to be an annual activity/service that will require continued lodging
tax funds? Yes No
If yes, what is your anticipated time frame for accomplishing this activity/service?
Short Term (1 Yr) Intermediate Term (2 to 3 Yrs) Long Term 4
+
(Yrs)
Scope of Project
Please be specific in describing details of the proposed project and how it benefits Sunnyside tourism
and/or economic development.
Date/Time of event:
Does this event conflict with another event? If so, which one?
Does this event compliment another project? If so which one?
How does this project attract, serve, and facilitate overnight tourism in the City of Sunnyside?
Does it lodge or feed tourists? If yes, please provide detail:
Does it promote tourism? If yes, please provide detail:
SUBMISSION DEADLINE
September 12, 2019 by 4 PM
Page 6
Does it provide for the sale of gifts, souvenirs, or other items? If yes, please provide detail:
Will it provide programs/entertainment for tourism? If yes, what type(s)?
Does it provide other short or long range economic benefits?
Please provide responses to the following bullet points:
• # of overnight stays in paid accommodations: __________________________________
• # of overnight stays in unpaid accommodations traveling more than 50 miles: ________
• # of visitors staying for the day only and traveling more than 50 miles: ___________
Responses MUST be specific; proposals with vague unclear responses
will be reviewed last and possibly not funded at all.
SUBMISSION DEADLINE
September 12, 2019 by 4 PM
Page 7
PROJECT BUDGET
(Note – This budget should represent the proposal and not the entire agency budget.)
PROPOSALS MUST BE TYPED
Funding Request
Amount Requested $
Can you operate this activity/service with reduced funding? Yes No
If yes, list priorities below:
Reduced Amount - partial funding (no less than) $
Income (attached separate spreadsheet if needed)
If you are anticipating receiving partial funding for this activity from others sources, please list
the approximate amounts, sources, and status of funding.
Lodging Tax Funds
$
Sponsors (projected or confirmed)
$
Vendors
$
Carnival
$
Other
$
Other
$
Other
$
TOTAL REVENUE
$
Expenses (attached separate spreadsheet if needed)
$
$
$
$
$
$
$
$
TOTAL EXPENSES
$
0.00
0.00
SUBMISSION DEADLINE
September 12, 2019 by 4 PM
Page 8
Other Budget Items
Describe and explain the differences in Amount Requested and Reduced Amount.
What percentage of your budget does your request for lodging funds represent? %
How will you fund this project if the City of Sunnyside’s lodging funds are not available?
PROPOSAL CERTIFICATION
The applicant organization hereby certifies and affirms the following:
The governing body of the applicant organization has approved this application.
The undersigned is authorized to sign this application on behalf of the applicant organization.
The information contained in this application is true, correct, and complete and the applicant
organization understands and will comply with all provisions thereof.
That applicant organization will abide by all relevant local, state, and federal laws and
regulations.
That it does not now, nor will it during the performance of any contract arising from this
application, unlawfully discriminate against any employee, applicant for employment, client,
customer, or other person who might benefit from said contract, by reason of age, race, color,
ethnicity, sex, religion, creed, place of birth, or degree of disability.
Certified by:
(Signature)
(Print Name)
Title
Date
Page 9
ATTACHMENTS
ITEMS LISTED AS REQUIRED MUST BE SUBMITTED WITH THE PROPOSALS.
Proposals received without the required attachments will be considered incomplete and
returned to the organization for corrections and can be submitted for LTAC consideration at a
future meeting, if funding is available.
NON-PROFITS
Copy of state certificate of non-profit incorporation – REQUIRED
Copy of federal exemption status 501c(3) or 501c(6) – REQUIRED
Copy of current Form 990n - REQUIRED
IRS Tax ID number - REQUIRED
Copy of articles of incorporation
Copy of most recent approved and proposed budgets of the overall organization –
REQUIRED
If previously funded, provide a copy of the prior year’s event income statement -
REQUIRED
List of members of the organization’s board of directors and principal staff - REQUIRED
Proof of insurance (must be in non-profit name) - REQUIRED
PUBLIC AGENCIES
Copy of meeting minutes approving project and authorization of application or a letter
or resolution indicating official approval of project and application - REQUIRED
Proof of insurance - REQUIRED
FOR PROFIT
Articles of incorporation
Ownership statement
Current business license - REQUIRED
IRS Tax ID number - REQUIRED
State UBI number – REQUIRED
If previously funded, provide a copy of that year’s event income statement. - REQUIRED
Proof of insurance - REQUIRED
List of managers or principal officers/directors
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Request for Proposals (City Of Sunnyside)

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Completed 16 July 2020

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