No preview available
HomeMy WebLinkAboutContractCAG-25-138 n 2025 GRANT BENEFICIARY AGREEMENT WITH SEATTLE TISI SANGAM LODGING TAX/TOURISM PROMOTION GRANT PROGRAM THIS AGREEMENT, dated for reference purposes only as March 27, 2025, is by and between the City of Renton (the "City"), a Washington municipal corporation, and Seattle TISI Sangam ("Beneficiary"), a Washington State Nonprofit Corporation and sets forth the terms and conditions under which the City will provide a grant to Beneficiary under the Tourism Promotion Grant Program ("Program"), authorized by the Renton City Council on December 9, 2024. The Program is funded through the Renton Lodging Tax (RMC 5-18) as authorized by RCW 67.285. The City and the Beneficiary are referred to collectively in this Agreement as the "Parties." Once fully executed by the Parties, this Agreement is effective as of the last date signed by both parties. RECITALS: WHEREAS, the State of Washington authorized for municipalities to collect excise tax on certain lodging businesses under Revised Washington Code ("RCW") 67.28; and, WHEREAS, the City has authorized collection of a 1% (one percent) excise tax on certain lodging businesses in the City under Renton Municipal Code ("RMC") 5-18, which is the "Lodging Tax"; referenced in the Agreement; and, WHEREAS, revenues from the Lodging Tax must be used for the purpose of tourism promotion and support; and WHEREAS, the City has established a Lodging Tax Advisory Committee ("LTAC") to establish Application Criteria (Exhibit 1), review Applications ("Beneficiary's Application" at Exhibit 2), and recommend expenditures from the Lodging Tax fund ("LTAC Recommendations" at Exhibit 3), each Exhibit is incorporated herein by reference; and WHEREAS, the City, through the LTAC, issued a Call for Application to entities seeking financial support for tourism related purposes, which is attached hereto as Exhibit 4 and incorporated by reference; and WHEREAS, the City, through LTAC, has reviewed the Application and determined that the Beneficiary is eligible for assistance under this Program and is promoting tourism related activities; and WHEREAS, the City Council on December 9, 2024, has approved a grant award to the Beneficiary. NOW THEREFORE, in consideration of the mutual covenants and agreements herein, the Parties agree as follows: AGREEMENT 1. Grant Amount and Disbursement. a. Amount. The total amount to be awarded to Beneficiary under the program is up to twenty-five thousand dollars ($25,000.00) as a reimbursement for eligible expenses. Except as specifically provided herein, the Beneficiary shall be solely responsible for payment of any taxes imposed as a result of this Agreement. b. Award Disbursement. i. Reimbursement Request. On a monthly, or no less than quarterly basis during any quarter in which tourism promotion or support is completed, Beneficiary shall submit a reimbursement request in a format acceptable to the City (Exhibit 5) with supporting documentation including, but not limited to, invoices or reports demonstrating expenses for which reimbursement is sought. ii. Payment. Payment shall be made by City within thirty (30) calendar days after receipt and approval by the appropriate City representative of the invoice. iii. No waiver. Payment for any reimbursement shall not constitute a waiver by the City of any remedies it may have for any breach of this Agreement by the Beneficiary. iv. Tax implications. Grant funds may be taxable. Please consult your financial advisor/tax professional for guidance. If it is required by the IRS, a 1099 form will be issued to the Beneficiary. 2. Final Report: Together with the final reimbursement request, and in a format acceptable to the City (Exhibit 6), Beneficiary shall submit a final report detailing outcomes related to budget, activities, objectives, and attendance as first described in the Beneficiary's application for the Grant. 3. Scope of Eligible Expenditures: Grant funds disbursed under this Agreement shall only be used to pay or reimburse eligible expenses as described in the Criteria (Exhibit 1) and in the "Program Call for Applications" (Exhibit 4) .�- IL PAGE 2 OF 14 a. Reimbursement Defined. "Reimbursement" means grant disbursement to Beneficiary upon receipt by the City of invoices and documentation demonstrating eligible expenses. b. No Duplication of Payment. No grant funds may be used to pay or reimburse costs for expenditures for which Beneficiary has received any other funding, whether state, federal or private in nature, for that same expense. 4. Beneficiary Responsibilities. a. False Statement. The Beneficiary understands and acknowledges that providing false information in the Application or on any documents submitted to the City or its designees as part of the Beneficiary's participation in the Program may constitute fraud, justify termination of this Agreement, trigger the Beneficiary's obligation to return funds, and may be subject to civil and/or criminal penalties and/or sanctions. b. No Employee Relationship. The Beneficiary understands and acknowledges that neither the Beneficiary nor any officer, employee or agent of the Beneficiary shall be considered to be an employee of the City, nor entitled to any benefits accorded City employees, by virtue of the services provided under this Agreement. The City shall not be responsible for assuming the duties of an employer with respect to the Beneficiary or any employee of the Beneficiary. c. Non-discrimination. During the performance of this Agreement, the Beneficiary shall comply with all federal and state nondiscrimination laws, including but not limited to, chapter 49.60 RCW, Washington's Law Against Discrimination (WLAD), and 42 U.S.C. 12101 et seq., the Americans with Disabilities Act (ADA). In the event of the Company's noncompliance or refusal to comply with any nondiscrimination law, regulation, or policy, this Agreement may be rescinded, canceled, or terminated in whole or in part. d. Sole proprietorship or Individual. If the Beneficiary is a sole proprietorship or if this Agreement is with an individual, the Beneficiary agrees to notify the City and complete any required form if the Beneficiary retired under a State of Washington retirement system and agrees to indemnify any losses the City may sustain through the Beneficiary's failure to do so. 5. Insurance: Beneficiary shall secure and maintain: a. Commercial general liability insurance in the minimum amounts of $1,000,000 for each occurrence/$2,000,000 aggregate for the Term of this Agreement. b. In the event that Work delivered pursuant to this Agreement either directly or indirectly involve or require Professional Services, Professional Liability, Errors and Omissions coverage shall be provided with minimum limits of $1,000,000 per occurrence. "Professional Services", for the purpose of this section, shall mean any Work provided by a licensed professional or Work that requires a professional standard of care. PAGE 3 OF 14 c. Workers' compensation coverage, as required by the Industrial Insurance laws of the State of Washington, shall also be secured. d. Commercial Automobile Liability for owned, leased, hired or non -owned, leased, hired or non -owned, with minimum limits of $1,000,000 per occurrence combined single limit, if there will be any use of Beneficiary's vehicles on the City's Premises by or on behalf of the City, beyond normal commutes. e. Beneficiary shall name the City as an Additional Insured on its commercial general liability policy on a non-contributory primary basis. The City's insurance policies shall not be a source for payment of any Beneficiary liability, nor shall the maintenance of any insurance required by this Agreement be construed to limit the liability of Beneficiary to the coverage provided by such insurance or otherwise limit the City's recourse to any remedy available at law or in equity. f. Subject to the City's review and acceptance, a certificate of insurance showing the proper endorsements, shall be delivered to the City before performing the Work. g. Beneficiary shall provide the City with written notice of any policy cancellation, within two (2) business days of their receipt of such notice. 6. Records: Maintenance, Access, Disclosure. a. Records Maintained. Beneficiary shall maintain all records and accounts with respect to all matters covered by this Agreement, including personnel, property, financial, and programmatic records and documents. b. Retention Period. These records shall be maintained for as long as may be required by applicable Washington State records retention laws, but in any case for a period of six (6) years after all funds have been expended or returned to the City, whichever is later, to ensure proper accounting for all funds and compliance with the Agreement. c. Litigation or Audit. If any litigation, claim, or audit is started before the expiration of the six (6) year period provided in Section 4(b) above, the records shall be retained until all litigation, claims, or audit findings involving the records have been resolved. d. Right of Access. The City, or its authorized representatives, shall have the right of access to records (electronic and otherwise) of Beneficiary in order to conduct audits or other investigations. e. Subject to Disclosure. Beneficiary acknowledges that records may be subject to disclosure under the Public Records Act, Ch. 42.56 RCW. i. To the full extent the City determines necessary to comply with the Washington State Public Records Act, Beneficiary shall make a due diligent search of all records in its possession or control relating to this Agreement and the Work, including, but not limited to, e-mail, .�- IL PAGE 4 OF 14 correspondence, notes, saved telephone messages, recordings, photos, or drawings and provide them to the City for production. ii. In the event Beneficiary believes said records need to be protected from disclosure, it may, at Beneficiary's own expense, seek judicial protection. Beneficiary shall indemnify, defend, and hold harmless the City for all costs, including attorneys' fees, attendant to any claim or litigation related to a Public Records Act request for which Beneficiary has responsive records and for which Beneficiary has withheld records or information contained therein, or not provided them to the City in a timely manner. iii. Beneficiary shall produce to the City for distribution any and all records responsive to the Public Records Act request in a timely manner, unless those records are protected by court order. The provisions of this section shall survive the expiration or termination of this Agreement. 7. Publications. Any publications produced with funds from this Agreement must display the following language: "This project is being supported, in whole or in part, by a grant from the City of Renton." 8. Disclaimer by the City. The City expressly disclaims any and all responsibility or liability to Beneficiary or third persons for the actions of Beneficiary or third persons resulting in death, bodily injury, property damages, or any other losses resulting in any way from the performance of this Agreement or any other losses resulting in any way from the performance of the Agreement, or any subcontract thereto. This Agreement does not in any way establish an agency relationship between or among the City and/or Beneficiary. 9. Expenses Incurred in Excess of Program Award Funds. Beneficiary acknowledges that any expenses incurred in excess of Program Award Funds are the Beneficiary's sole responsibility and will not be paid by the City. 10. Repayment of Funds. If any funds provided to Beneficiary were used in a manner that is not consistent or allowable as outlined in this Agreement, Beneficiary shall return funds to City in the amount determined to be ineligible. Beneficiary further agrees that it is financially responsible for and will repay the City any and all indicated amounts following an audit exception which occurs due to Beneficiary's failure, for any reason, to comply with the terms of this Agreement. This duty to repay the City shall not be diminished or extinguished by the termination of the Agreement. 11. Termination. The City reserves the right to terminate this Agreement at any time, with or without cause by giving ten (10) calendar days' notice to the Beneficiary in writing. In the event of such termination or suspension, Beneficiary waives any right to un-distributed portions of the award. % -�- IL PAGE 5 OF 14 12. Conflict of Interest. a. Beneficiary designees, agents, members, officers, employees, consultants, and any other public official who exercises or who has exercised any functions or responsibilities with respect to the Program during his or her tenure, or who is in a position to participate in a decision -making process or gain inside information with regard to the Program, are barred from any interest, direct or indirect, in any grant or proceeds of the Program, or benefit there from, which is part of this Agreement at any time during or after such person's tenure. b. The City's Code of Ethics and Washington State law prohibit City employees from soliciting, accepting, or receiving any gift, gratuity or favor from any person, firm or corporation involved in a contract or transaction. To ensure compliance with the City's Code of Ethics and state law, the Beneficiary shall not give a gift of any kind to City employees or officials. c. Beneficiary also confirms that Beneficiary 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 selecting the Beneficiary, negotiating, or administering this Agreement, or evaluating the Beneficiary's performance of the Work. 13. Notices: Any notice required under this Agreement will be in writing, addressed to the appropriate party at the address which appears below (as modified in writing from time to time by such party), and given personally, by registered or certified mail, return receipt requested, by facsimile or by nationally recognized overnight courier service. Time period for notices shall be deemed to have commenced upon the date of receipt, EXCEPT facsimile delivery will be deemed to have commenced on the first business day following transmission. Email and telephone may be used for purposes of administering the Agreement but should not be used to give any formal notice required by the Agreement. CITY OF RENTON Jessie Kotarski Economic Development Manager CED/City of Renton 1055 South Grady Way, 61" Floor Renton, WA 98057 Phone: (425) 430-7271 Email: jkotarski@rentonwa.gov BENEFICIARY Karun Pillay Seattle TISI Sangam 28000 46th Ave S Auburn, WA 98001-1146 Phone: (253) 653-8395 Email: karun_pillay@msn.com 14. Waiver/Conflict of Terms. a. Any waiver by the Beneficiary or the City of the breach of any provision of this Agreement by the other party will not operate, or be construed, as a waiver of any subsequent breach by either party or prevent either party from thereafter enforcing any such provisions. PAGE 6 OF 14 b. In the event of any inconsistencies between Beneficiary proposals and this Agreement, the terms of this Agreement shall prevail. Any exhibits/attachments to this Agreement are incorporated by reference only to the extent of the purpose for which they are referenced within this Agreement. To the extent a Beneficiary -prepared exhibit conflicts with the terms in the body of this Agreement or contains terms that are extraneous to the purpose for which it is referenced, the terms in the body of this Agreement shall prevail and the extraneous terms shall not be incorporated herein. 15. Modification. This Agreement may only be amended by written agreement signed by both Parties. 16. Severability. In the event any term or condition of this Agreement or application thereof to any person or circumstances is held invalid, such invalidity shall not affect other terms, conditions, or applications of this Agreement that can be given effect without the invalid term, condition, or application. To this end, the terms and conditions of the Agreement are declared severable. 17. Governing Laws. Any lawsuit or legal action brought by any party to enforce or interpret this Agreement or any of its terms or covenants shall be brought in the King City Superior Court for the State of Washington at the Maleng Regional Justice Center in Kent, King City, Washington, or its replacement or successor. Beneficiary hereby expressly consents to the personal and exclusive jurisdiction and venue of such court even if Beneficiary is a foreign corporation not registered with the State of Washington. 18. Indemnification. To the maximum extent permitted by law, Beneficiary shall, at its cost and expense, protect, defend, indemnify, and hold harmless the City, its directors, officers, employees, and agents, from and against any and all demands, liabilities, causes of action, costs and expenses (including attorneys' fees), claims, judgments, or awards of damages, arising out of or in any way resulting from the acts or omissions of Beneficiary, its directors, officers, employees, or agents, relating in any wayto Beneficiary's performance or non-performance under the Agreement. Beneficiary agrees that its obligations under this paragraph extend to any demands, liabilities, causes of action, or claims brought by, or on behalf of, any of its employees or agents. For this purpose, Beneficiary, by mutual negotiation, hereby waives, as respects the City only, any immunity that would otherwise be available against such claims under any industrial insurance act, including Title 51 RCW, other Worker's Compensation act, disability benefit act, or other employee benefit act of any jurisdiction which would otherwise be applicable in the case of such claim. These indemnification obligations shall survive the termination of the Agreement. 19. Complete Agreement. This Agreement sets forth the complete expression of the agreement between the Parties, and any oral representations or understandings not incorporated herein are excluded. The Parties may execute this Agreement in any number of PAGE 7 OF 14 Exhibits counterparts, each of which shall constitute an original, and all of which will together constitute this one Agreement. 1— Lodging Tax/Tourism Promotion Grant Program —Application Criteria 2 - Lodging Tax/Tourism Promotion Grant Program — Beneficiary's Application 3— Lodging Tax/Tourism Promotion Grant Program— LTAC Recommendations December 9, 2024 4 — Lodging Tax/Tourism Promotion Grant Program — Call for Applications 5 — Lodging Tax/Tourism Promotion Grant Program — Reimbursement Request Form 6 — Lodging Tax/Tourism Promotion Grant Program — Final Report Form IN WITNESS WHEREOF, the Parties have voluntarily entered into this Agreement as of the date last signed by the Parties below. CITY OF RENTON JIM Armondo Pavone Mayor 4/30/2025 BENEFICIARY By: Karuneshwaran Pillay Seattle TISI Sangam 04/24/2025 Date Date RENro Attest'111-...�,,, PQRATE,� Jason A. Seth City Clerk Approved as to Legal Form By: Approved by Patrice Kent via email4/11/2025 M. Patrice Kent Sr. Assistant City Attorney Grant Template: 12.27.2024 (File # 3255); Award File #_3386 EXHIBIT 1: LODGING TAX/TOURISM PROMOTION GRANT PROGRAM APPLICATION CRITERIA 9ENTOP • � I RENTON — Visit RentonWA.com — City of Renton 2025 Lodging Tax Grant Guidelines APPLICATION DEADLINE: October 18, 2024 The City of Renton is seeking project proposals that promote tourism, cultural activities, and tourism facilities in Renton, Washington. Funding comes from taxes collected on overnight stays (hotel/motel/ lodging) within the city. State law restricts the use of these lodging tax funds. All applications must address one of the following uses: • Tourism marketing • Marketing and operations of special events and festivals • Operations of tourism -related facilities owned or operated by non-profit organizations • Operations and capital expenditures of tourism -related facilities owned by municipalities or public facilities districts only For the 2024 grant funding year, the Renton City Council approved $447,500 in grants funded by lodging taxes. Since lodging tax funds can vary annually, there is no guarantee of the total amount awarded or if any grants will be made. GrantApplications: Applications are available at Rentonwa.gov/LTAC. Paper applications can be provided upon request. A separate application must be submitted for each project/grant request. All applications must include: Estimates of how funding the activity will result in increases to people staying overnight, traveling 50 miles or more, or coming from another state or country. How your project will o generate economic benefit through overnight lodging, sale of meals and goods, and/or construction of tourism -related facilities. o increase recognition of Renton throughout the region as a destination for tourism. o increase opportunities for tourism by developing new visitor activities. If you request it from them, local hoteliers will work with your organization to track information for your event or project. If you need assistance, be sure to contact them prior to submission, as priority will be given to those projects which encourage and track overnight stays. Applications must be submitted online no later than 4:30 p.m. (Pacific time) on Friday, October 18, 2024. No applications will be accepted after this deadline. Any questions concerning the application process may be directed to Jessie Kotarski, Economic Development Manager, at 425-430-7271 or jkotarski@rentonwa.gov. RENTON — Visit RentonWA.com — General Information: City of Renton 2025 Lodging Tax Grant Guidelines Application Requirements & Instructions • All applications will be reviewed by the City's Lodging Tax Advisory Committee for potential funding recommendations. • If you need additional assistance with the grant process, the following information drop -in Q&A sessions will be available: o September 12, 2024: LTAC Q&A at Dock & Drink, from 4 to 6pm o October 10, 2024: LTAC Q&A virtual session, from 4 to 6pm o October 16, 2024: LTAC application assistance at the Renton Library, from 12pm to 2pm • Recommendations from the Committee will be presented for approval on December 9, 2024 at a regularly scheduled City Council meeting (pending scheduling availability); grant recipients will be notified within 30 days. A Funding Agreement will be sent to you by the end of December. • You can upload any supporting materials online. Please limit your uploads to what is most relevant. • Funds will be paid on a reimbursement basis only. Organizations must first incur the expenses and then request reimbursement from the City on a specific reimbursement form that will be provided to you. ALL Applicants must provide: Proof of liability insurance including $1,000,000/occurrence and $2,000,000/general aggregate. The City reserves the right to waive this insurance requirement under certain circumstances. If your organization is awarded a grant, your insurance certificate must name the City of Renton as an "additional insured." There are NO exceptions to this requirement. We expect organizations to renew their insurance prior to their project. Active, non -expired City of Renton Business License. Information regarding acquiring a city business license can be found at rentonwa.gov/business. Email: licensing@rentonwa.gov or by phone 425-430-6851 SELECTION PROCESS When the application solicitation period opens, City will employ every opportunity to inform potentially eligible applicants of the funding process and its eligibility criteria. When the solicitation period closes, the Lodging Tax Advisory Committee Chair or his/her designee will review applications for completeness and eligibility. Applications will then be evaluated by the City's Lodging Tax Advisory Committee, which will make funding recommendations to the City Council. The Council will make the final decision on project approval and funding levels. Staff will then consult with sponsors of approved projects to develop contracts and scopes of work. When the sponsors and Mayor sign the contracts, staff will notify sponsors to proceed. It is very important that applicants are aware of the following. • All contracts are reimbursement -based, i.e. the sponsor must expend funds on approved items and then seek reimbursement under terms of the governing contract. • Cost reimbursement will only be issued after the contract is signed by all parties (including the City). • The project approval process requires two key steps: a) The LTAC selection and recommendation for project approval; AND b) The Council's approval of a spending plan. **Only eligible costs incurred after both steps of the approval process will be reimbursed for the project. ** K6111»111190yI IIaI;Ua Because of the limited amount of funding available to support assistance requests, proposals will be evaluated on a competitive basis. Applications that meet the threshold criteria will be presented to the review panel for evaluation and scoring based on the following criteria. The Lodging Tax Advisory Committee may recommend full, partial or no funding for each project. The review panel will independently determine the level of funding for each project based on each project's individual merit and components. A maximum of 100 points can be awarded in this area. Applications are reviewed and funding decisions are made based on a scoring rubric and specific considerations. The key categories and their score ranges are as follows: Project Impact (25 points): Evaluates how the City of Renton and its citizens will be impacted by the project. Clarity (20 points): Assesses if the proposal clearly presents a well -described product for which City assistance is sought. If applicable, it also looks at how the City -supported product will be integrated into a larger effort. Cost-effectiveness (20 points): Examines whether the project proposes an efficient and economical use of the City's funds. • Degree of Match (10 points): Considers the proponent's percentage of matching resources. A match of at least 25% of the total project value is required, with a higher rate improving the project's stature. • Marketing (10 points): Evaluates how the project will be marketed and how the City's participation will be recognized. • Innovation (10 points): Looks at whether the project represents an unusual approach or advances the City's Hotel/Motel program in a new direction. • Cooperative Nature (5 points): Assesses the kind and degree of inter -organizational or inter - jurisdictional partnership exhibited by the project. • Off-season Development (10 points): Considers whether the project will promote tourism development during the off-season (September 1 through June 30). • Overnight Visitor Numbers (10 points): Evaluates if the project convincingly establishes it will attract overnight visitors, quantifies anticipated stays, and offers a credible method for corroborating projections. Total scores are out of 100 points. Additional funding considerations include: Location of Event in Renton: o Within Renton city limits: Up to 25% of the proposed budget, capped at $10,000. o Renton zip code: Up to 15% of the proposed budget, capped at $7,000. o Nearby Renton: Up to 10% of the proposed budget, capped at $5,000. Lodging Nights: 0 1-20 nights: Up to 20% of the proposed budget, capped at $5,000. 0 21-40 nights: Up to 35% of the proposed budget, capped at $12,000. 0 41-75 nights: Up to 50% of the proposed budget, capped at $30,000. 0 Over 75 nights: Up to 75% of the proposed budget, capped at $75,000. EXHIBIT 2: LODGING TAX/TOURISM PROMOTION GRANT PROGRAM BENEFICIARY'S APPLICATION �tYo 9EN1oP 10/14/24, 10:16 PM 2025 Lodging Tax Grant Application IM 2025 Lodging Tax Grant Application The deadline to submit an application for the second round of 2025 Lodging Tax Grant funding is 4:30pm October 18, 2024. The lodging tax grant application is online and we will no longer accept paper versions. This new online form is more efficient and uses much less paper than any of our previous grant processes. We hope you like this new format and welcome your comments. Be sure to review the 2025 Lodging Tax Guidelines available at rentonwa.gov/LTAC. rambalram1963@gmail.com Switch account a Draft saved The name and photo associated with your Google account will be recorded when you upload files and submit this form. Only the email you enter is part of your response. * Indicates required question Email * bal929@hotmail.com Project or Event Title * 2025 USA Sangam Convention Name of your organization * Seattle TISI Sangam Contact Person and Title * Karun Pillay - Technical Advisor https://docs.google.com/forms/d/e/1 FAIpQLSfa5vxKG_RsPcsKjLQOrlkBr84d8keG-AexYTPe6Hrp6nhp2g/viewform?hl=en&pli=1 1/9 10/14/24, 10:16 PM 2025 Lodging Tax Grant Application Phone * 206 501 5717 Organization Address * 21221 127th PL SE Kent WA 98031 Type of Organization * Public Agency Non -Profit For Profit Has you organization previously received a Lodging Tax Grant from the City of Renton? a Yes No What type of category your project falls under per RCW 67.28.1816? * a Special event or festival a Tourism marketing/development Tourism -related facilities owned by the City Tourism -related facilities operated by a non-profit organization https://docs.google.com/forms/d/e/1 FAIpQLSfa5vxKG_RsPcsKjLQOrlkBr84d8keG-AexYTPe6Hrp6nhp2g/viewform?hl=en&pli=1 2/9 10/14/24, 10:16 PM 2025 Lodging Tax Grant Application Funding Amount requested * 40,000.00 Project Summary * Seattle Sangam hosts Annual National Conventions, Special sporting Events, and festivals to promote Education, Culture, and sporting activities in various communities. In 2022, we successfully hosted the Fiji Festival, financially supported by Renton LTAC. During the Memorial Day weekend of 2025, we will host a three-day National USA Sangam Festival, which will include Sporting, multicultural, and educational events for all ages of the community. We expect 1500 attendees from local, five out-of-state districts, and overseas guests. This will involve approximately 150 hotel room nights. This three-day event will require renting playing fields and banquet facilities for evening functions. We intend to market this event through social media, community newspapers, radio stations, the Sangam website, Sangam newsletters, and word of mouth through friends and families. We aim to identify local businesses that can patronize the event. Project scope of work (what is your goal of this project? How will it benefit the community? Why should the lodging tax advisors recommend your project over others?) The major goal of the project is to provide a platform to bring the community together, share cultural awareness, and promote education and sports. We will use this event as a marketing strategy to promote our local businesses and categories. We intend to extend an invitation to our Canadian affiliates as well. We want to encourage the recognition of the Renton business houses to all our attendees several months before the festival to give everyone the benefit of the city's offerings, such as shopping, lodging, and exploring the City of Renton and its culture. Our organization, in promoting cultural diversity, will enhance the recognition of the City of Renton as a place to live and work. This event will have a new approach by having a liaison officer who will help share Renton's businesses and entertainment to promote practical tourism. Our planned activities will help heavily market the City of Renton and brand it in a way that will make this city unique amongst others and attract more travelers. This will essentially create an aura around the City of Renton. PM https://docs.google.com/forms/d/e/1 FAIpQLSfa5vxKG_RsPcsKjLQOrlkBr84d8keG-AexYTPe6Hrp6nhp2g/viewform?hl=en&pli=1 3/9 10/14/24, 10:16 PM 2025 Lodging Tax Grant Application OM List the beginning date of your project * Date 05/23/2025 List the end date of your project * Date 05/25/2025 What's your plan to encourage more overnight stays in Renton hotels to replenish the hotel/motel lodging tax fund? How specifically will you measure if people travel more than 50 miles or stay overnight? All events will be hosted in the City of Renton and will include day and night events which will encourage overnight stays at Renton hotels. We have partnered with local Renton hotels to provide group rates to encourage longer stays. We will use email campaigns, social media, and our website to identify nearby attractions that would promote staying in Renton while exploring Washington. The majority of the participating districts are out-of-state, ranging from California to British Columbia, Canada. Each district will provide member attendance and guest numbers online or via email. https://docs.google.com/forms/d/e/1 FAIpQLSfa5vxKG_RsPcsKjLQOrlkBr84d8keG-AexYTPe6Hrp6nhp2g/viewform?hl=en&pli=1 4/9 10/14/24, 10:16 PM 2025 Lodging Tax Grant Application IM Which Renton Hotels will you be working with? * 0 Best Western Plus Renton 0 Clarion Inn Renton -Seattle Q■ Hampton Inn & Suites Seattle/Renton 0 Hilton Garden Inn Seattle/Renton 0 Hyatt Regency Lake Washington 0 Inn at Lake Washington 0 Larkspur Landing O■ Renton Inn Q■ Residence Inn by Marriot Seattle South/Renton QSonesta Simply Suites or Sonesta Select What is your predicted overall attendance? * Enter the total number of people predicted to attend this activity/event 1500 Of your total attendance, how many do you predict will travel over 50 miles? * Enter the total number of people who travelled greater than 50 miles predicted to attend this activity/event A1111 https://docs.google.com/forms/d/e/1 FAIpQLSfa5vxKG_RsPcsKjLQOrlkBr84d8keG-AexYTPe6Hrp6nhp2g/viewform?hl=en&pli=1 5/9 10/14/24, 10:16 PM 2025 Lodging Tax Grant Application IM Of your overall attendance, how many do you predict will be from out of state or out of country? Enter the total number of people from outside the state and country predicted to attend this activity/event Rolle] Of your overall attendance, how many do you predict will pay for overnight lodging? Enter the total number of people predicted to pay for overnight lodging in Renton to attend this activity/event 200 Of your overall attendance, how many do you predict will NOT pay for overnight lodging? Enter the total number of people predicted to attend this activity/event without paying for overnight lodging in Renton 1300 For the duration of your project, how many nights of paid overnight lodging do you predict? Enter total predicted lodging nights in Renton (One lodging night = one or more persons occupying one room for one night) 150 https://docs.google.com/forms/d/e/1 FAIpQLSfa5vxKG_RsPcsKjLQOrlkBr84d8keG-AexYTPe6Hrp6nhp2g/viewform?hl=en&pli=1 6/9 10/14/24, 10:16 PM 2025 Lodging Tax Grant Application Om Budget (upload your project budget including how lodging tax funds will be used) * Upload 1 supported file. Max 10 MB. T Add file OThis is a required question Application Certification: I understand the City of Renton and Washington state limitations placed on use of Lodging Tax funds and certify that the requested funds will be used only for the purposes described in this application or as approved by the City Council. I understand use of funds is subject to audit by the State of Washington. I have read and understand the criteria by which our application will be evaluated and understand that if our application is selected for funding, we will be required to enter into a binding agreement with the City to ensure completion of the project. O 1 agree Certification * O I certify that my statements are true and have approval from my board/agency to apply for this grant. 0 I have read and understand the City of Renton Grant Guidelines and will provide all documentation requested by the City in support of this application. 0 I consent to having this website store my submitted information to process this grant application. https://docs.google.com/forms/d/e/1 FAIpQLSfa5vxKG_RsPcsKjLQOrlkBr84d8keG-AexYTPe6Hrp6nhp2g/viewform?hl=en&pli=1 7/9 10/14/24, 10:16 PM 2025 Lodging Tax Grant Application P Upload your active, non -expired City of Renton Business License. Information regarding acquiring a city business license can be found at rentonwa.gov/business, or by email licensing@rentonwa.gov or phone 425-430- 6851. Upload up to 10 supported files. Max 10 MB per file. T Add file Upload any supporting documentation, including proof of insurance and your IRS determination letter if not previously provided to the City of Renton. Refer to the 2025 Grant Guidelines for a full list of documents required to be submitted with your application. Upload up to 10 supported files. Max 10 MB per file. T Add file A copy of your responses will be emailed to the address you provided. Submit Never submit passwords through Google Forms. reCAPTCHA Privacy. Terms Clear form This content is neither created nor endorsed by Google. Report Abuse - Terms of Service - Privacy Policy Google Forms https://docs.google.com/forms/d/e/1 FAIpQLSfa5vxKG_RsPcsKjLQOrlkBr84d8keG-AexYTPe6Hrp6nhp2g/viewform?hl=en&pli=1 8/9 10/14/24, 10:16 PM 2025 Lodging Tax Grant Application Om https://docs.google.com/forms/d/e/1 FAIpQLSfa5vxKG_RsPcsKjLQOrlkBr84d8keG-AexYTPe6Hrp6nhp2g/viewform?hl=en&pli=1 9/9 EXHIBIT 3: LODGING TAX/TOURISM PROMOTION GRANT PROGRAM LTAC RECOMMENDATIONS 9ENTOP COMMITTEE OF THE WHOLE COMMITTEE REPORT December 9, 2024 Allocation of Lodging Tax Funding for 2025 (Referred on December 2, 2024) APPROVED BY CITY COUNCIL Date z- 9 Zo The Committee of the Whole recommends concurrence in the staff recommendation to approve allocations for 2025 Lodging Tax Fund as recommended by the Lodging Tax Advisory Committee as follows: AmPowering - Festival of Lights & Joy with Dandiya - $15,000 AmPowering - Global Women Festival 2025 - $15,000 AmPowering - North America Fashion Week - $15,000 City of Renton - Economic Development Division - Renton Community Marketing Campaign - $100,000 City of Renton - Recreation Division - Renton Farmers Market - $5,000 City of Renton - Recreation Division - Renton River Days - $10,000 City of Renton - Renton Municipal Arts Commission - Renton Summer Music Showcase - $25,000 Dawa Project - Northwest Naturals Expo - $5,000 Elevate PR Management - Black Makers and Creatives - $10,000 Emerald Dynasty Entertainment - Renton MultiCultural Festival - PolyFest 2025 - $50,000 Evergreen City Ballet - Evergreen City Ballet International Dance Festival - $10,000 Ground Zero Ministries - Ground Zero Ministries & Cater 4 You Culinary Camp - $20,000 HighSchool.GG — RAVE Pickleball - $10,000 King County Justice Alliance - Black History Month - $5,000 Latinos Unidos - Hispanic Heritage Festival - $10,000 Mongolian cultural center - Education, Efficiency and Effectiveness TedX- $5,000 Professional Women of Color Network - PWOCN Career & Business Summit - $5,000 Puget Sound Educational Service District - Transforming Math Education Begins in Renton - $S0,000 Randall Morris Foundation for Youth & Families Randall Morris Foundation Coaching Clinic - $5,000 Randall Morris Foundation for Youth & Families Randall Morris Foundation - $30,000 Renton Chamber of Commerce - Renton Visitors Center - $75,000 Renton Civic Theatre - Broadway in Renton Series - $10,000 Renton Downtown Partnership - Renton Uncovered - $10,000 Renton Rotary - Renton Rotary Rubber Ducky Race - $5,000 Sadhana - Art 2 Master East Meets West - $5,000 Seattle TISI Sangam - 2025 USA Sangam Convention - $25,000 Voice of Planet- Renton Color Festival - $5,000 Voice of Planet (Miss World USA) - Miss World America Pageant $10,000 Total Recommendation: $550,000 The Committe urther recommends authorization for the Mayor and City Clerk to execute contracts with uc sful app i nts to expend budgeted funds on the proposed additional marketing i a es. Ed Prince, Council President EXHIBIT 4: LODGING TAX/TOURISM PROMOTION GRANT PROGRAM CALL FOR APPLICATIONS T Y p 9ENTOP FOR IMMEDIATE RELEASE O Media Contacts: Laura Pettitt I Communications & Engagement Director, City of Renton, Ipettitt@rentonwa.gov Jessie Kotarski I Economic Manager, City of Renton, Iotarski@rentonwa.gov 2025 Tourism 0 Grants Applications available rentonwa.gov/tourismgrants CITY OF RENTON ACCEPTING APPLICATIONS FOR 2025 TOURISM PROMOTION GRANTS The deadline for applications is 4:30 p.m. on Friday, October 18, 2024 RENTON, WA (AUGUST 29, 2024) — The City of Renton is excited to announce that applications are now open for the 2025 Tourism Promotion Grants. These grants support innovative events that showcase Renton's unique charm and drive tourism to the city. Nonprofit organizations with creative ideas for events or initiatives to attract visitors to Renton are encouraged to apply. Event locations do not need to be within Renton's city limits, but they should 1055 South Grady Way, Renton, WA 98057 1 425-430-6400 1 rentonwa.gov 9 '°"F contribute to enhancing tourism in the city. Organizations can apply for funding for multiple events, though capital expenditures are not eligible for grant funding. The Lodging Tax Advisory Committee (LTAC), appointed by the mayor and comprised of seasoned advisors, will review all applications. LTAC will recommend funding proposals to the Renton City Council, which will make the final funding decisions. LTAC prioritizes innovative projects that offer a fresh perspective and attract diverse audiences. When seeking projects for approval, an emphasis on attractions such as multi -day events, sports activities, and initiatives that promote diversity and inclusivity is needed. Projects with a history of drawing overnight visitors and supporting the lodging tax fund are particularly valued. Important dates: • Live Q&A: September 12, 2024, from 4 to 6 p.m. at Dock & Drink at Hyatt Regency Lake Washington • Virtual Q&A: October 10, 2024, from 4 to 6 p.m. • Application workshop: October 16, 2024, from 12 to 2 p.m. at the Renton Library The application period will close at 4:30 p.m. on Friday, October 18, 2024. Finalists will present their proposals to LTAC on Monday, November 18, and the list of funded projects will be announced in December. Please visit our website for more details and to access the application. For any inquiries, contact Jessie Kotarski, Economic Development Manager, at 425-430-7271 or jkotarski@rentonwa.gov. Funding for the Tourism Promotion Grants is through Washington State's Hotel -Motel Tax collected from short-term lodging stays within the city. About the City of Renton The City of Renton, Washington, with a population of 107,900 (2023), is located on the southeast shore of Lake Washington, just south of Seattle. Renton's strong economic base, diverse marketplace, and favorable business climate have attracted nationally recognized companies wishing to provide employees and their families with an 1055 South Grady Way, Renton, WA 98057 1 425-430-6400 1 rentonwa.gov 1 0 9 -- '"ee outstanding quality of life. Renton is the home of Boeing, PACCAR, IKEA, Super Bowl Champion (2014) Seattle Seahawks, two-time (2016 & 2019) MLS champion and CONCACAF Champion (2022) Seattle Sounders FC (in 2024), and the eternal resting place of rock icon Jimi Hendrix. More information is on our website, in news releases, or on Facebook, Twitter, Instagram, and Nextdoor. 1055 South Grady Way, Renton, WA 98057 1 425-430-6400 1 rentonwa.Rov 1 0 © O 93 T- EXHIBIT 5: LODGING TAX/TOURISM PROMOTION GRANT PROGRAM REIMBURSEMENT REQUEST FORM T Y p 9ENTOP Exhibit 5 Lodging Tax/Tourism Promotion Grant Program Reimbursement Request Form RECIPIENT NAME: MAILING ADDRESS: CONTRACT NO: CHECKLIST FOR REIMBURSEMENT Evaluation Report ❑ Final Report Form (for final requests only) ❑ Copy of marketing/promotional materials illustrating use of the VisitRentonWA logo ❑ Revenue/Expense report for event/project ❑ Invoices with proof/documentation of paid status ❑ Attached IRS Form W9 Date Invoice Description Advertising Promotional Event Misc. Total Totals $ $ $ $ $ Asgrantee, I certify to the best of knowledge and belief the billed costs of disbursements are in accordance with the terms of the project and that the reimbursement represents the Hotel/Motel Tax specifications under Senate House Bill 5647 and which have not previously been requested. Authorized Agent Signature Date FOR CITY USE ONLY ❑ Supporting documentation for expenses are determined to be eligible for reimbursement under the Lodging Tax Fund program. ❑ Expenditures were incurred between the eligible dates of the contract agreement. ❑ An IRS W-9 form has been reviewed. ❑ Reimbursement submitted to the City within 30 days after the conclusion of the proposed work or event. EXHIBIT 6: LODGING TAX/TOURISM PROMOTION GRANT PROGRAM FINAL REPORT FORM Exhibit 6 Lodging Tax/Tourism Promotion Grant Program Final Report Form Organization: Submitted By: Contract No: Activity Name: Activity Type: ❑ Special Event/Festival Marketing/Tourism Promotion Facility Activity Start Date: Activity End Date: Total Activity Cost: $ Total amount of Renton lodging tax funds requested: $ Total amount of Renton lodging tax funds approved: $ DEFINITION OF METHODOLOGY FOR QUESTIONS BELOW: This methodology is defined by the Joint Legislative Audit and Review Committee and is used for reporting to the Legislature about the use of lodging tax for each jurisdiction. • Direct Count: Actual count of visitors using methods such as paid admissions or registrations, clicker counts at entry points, vehicle counts or number of chairs filled. A direct count may also include information collected directly from businesses, such as hotels, restaurants or tour guides likely to be affected by an event. • Indirect Count: Estimate based on information related to the number of visitors such as raffle tickets sold, redeemed discount certificates, brochures handed out, police requirements for crowd control or visual estimates. • Representative Survey: Information collected directly from individual visitors / participants. A representative survey is a highly structured data collection tool, based on a defined random sample of participants, and the results can be reliably projected to the entire population attending an event and includes margin of error and confidence level. • Informal Survey: Information collected directly from individual visitors or participants in a non-random manner that is not representative of all visitors or participants. Informal survey results cannot be projected to the entire visitor population and provide a limited indicator of attendance because not all participants had an equal chance of being included in the survey. • Structured Estimate: Estimate produced by computing known information related to the event or location. For example, one jurisdiction estimated attendance by dividing the square footage of the event area by the international building code allowance for persons (3 sq. ft.). • Other: (please describe) Enter the total number ofpeople predicted to PREDICTED: # OVERALL attend this activity/event (this number would ATTENDANCE have been submitted on your application for funds); the actual number ofpeople who attended this activity/event; and the method ACTUAL (ESTIMATED): # used to determine attendance. METHODOLOGY (definitions provided above): EXPLAIN TRACKING METHOD: 50+ MILES Enter the total number ofpeople who travelled PREDICTED: # ATTENDANCE greater than 50 miles predicted to attend this activity/event (this number would have been submitted on your application for funds); the actual number ofpeople who travelled more ACTUAL (ESTIMATED): # than SO miles to attend this activity/event; and the method used to determine attendance. METHODOLOGY (definitions provided above): EXPLAIN TRACKING METHOD: Enter the total number ofpeople from outside PREDICTED: # OUT OF the state and country predicted to attend this STATE / activity/event (this number would have been COUNTRY ATTENDANCE submitted on your application for funds); the actual number of people from outside the state and country who attended this activity/event; ACTUAL (ESTIMATED): # and the method used to determine attendance. METHODOLOGY definitions provided above): EXPLAIN TRACKING METHOD: Enter the total number ofpeople predicted to PREDICTED: # PAID FOR pay for overnight lodging in Renton to attend OVERNIGHT this activity/event (this number would have been LODGING ATTENDANCE submitted on your application for funds); the actual number ofpeople who paid for overnight lodging and attended this activity/event; and the ACTUAL (ESTIMATED): # method used to determine attendance. METHODOLOGY (definitions provided above): EXPLAIN TRACKING METHOD: DID NOT PAY Enter the total number ofpeople predicted to PREDICTED: tt FOR attend this activity/event without paying for OVERNIGHT overnight lodging in Renton (this number would LODGING ATTENDANCE have been submitted on your application for .funds); the actual number ofpeople who attended this activity/event without paying for ACTUAL (ESTIMATED): # overnight lodging; and the method used to determine attendance. METHODOLOGY (definitions provided above): EXPLAIN TRACKING METHOD: Enter total predicted lodging nights in Renton PREDICTED: # PAID (this number would have been submitted on LODGING your application for funds); and actual number NIGHTS of paid lodging nights -(One lodging night = one or more persons occupying one room for one night); and the method used to determine ACTUAL (ESTIMATED): # attendance. METHODOLOGY definitions provided above): EXPLAIN TRACKING METHOD: Please describe any other information that demonstrates the impact of increased tourism attributable to the special event, festival, or tourism -related facility. RENTON SPECIFIC QUESTIONS: Did you experience a higher number of tourists this year? If not, what do you think was a contributing factor? Did you complete all of the items on your Scope of Work consistent with your application submitted to the Renton Lodging Tax Advisory Committee? If not, which items do you still need to complete? Do you plan on completing those items with your own resources? If so, when? Do you plan to do anything differently next year to expand your event, increase tourism to Renton, or increase visitors to your facility?