25-004.00 21stUSAWestSquareDanceConvention2025LodgingTaxGrant 25-004.00
THE CITY OF SPOKANE VALLEY
GRANT AGREEMENT—LODGING TAX
Grant Recipient: 21st USA West Square Dance Convention
Project: 21st USA West Square Dance Convention
Award Amount: $30,000. Contract#: 25-004.00
Term Period: January 1,2025 To December 31,2025
THIS AGREEMENT is made by and between the City of Spokane Valley,a non-charter code City
of the State of Washington, hereinafter referred to as "City," and 21st USA West Square Dance
Convention,hereinafter referred to as"Entity,"jointly referred to as"Parties."
DEFINITIONS
1. Tourism Promotion. "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.
2. Fund(s). "Fund(s)" is defined as any amount of compensation derived from the lodging
tax monies of the City of Spokane Valley which is allocated to Entity for tourism promotion.
IN CONSIDERATION of the terms and conditions contained herein, the Parties covenant and
agree as follows:
1. Purpose of Agreement. The purpose of this Agreement is for City and Entity to promote
tourism in the City of Spokane Valley. City agrees to make lodging tax funds available to Entity for the
purpose of tourism promotion in an effort to attract visitors and create business and revenue in the City of
Spokane Valley.
2. Administration. The Accounting and Finance Program Manager shall administer and be
the primary contact for Entity regarding terms of this Agreement. For good cause,as solely determined by
City, City may direct that Entity is no longer entitled to the use of said funds for tourism promotion and
terminate this Agreement.
3. Representations. Entity shall use the funds received from City for tourism promotion and
advertising solely for the purposes and in accordance with the proposal submitted by Entity to the City,
attached as Exhibit 1 and incorporated herein by reference. Entity shall perform the services and work set
forth in the proposal and promptly cure any failure in performance. City shall not be obligated to and shall
not provide any funds for uses other than those set forth in the proposal.
City has relied upon the representations made by Entity in the proposal. By execution of this
Agreement, Entity represents that the funds will be used for tourism promotion as defined by this
Agreement in accordance with all current laws, rules,and regulations and solely for the purposes set forth
in the proposal attached as Exhibit 1. No substitutions of purpose or use of the funds shall be made without
the written consent of City. City shall make decisions and carry out its other responsibilities in a timely
manner.
Page 1 of 13
25-004.00
4. Reporting. RCW 67.28.1816 includes reporting requirements for the Entity and the City
on the use of funds distributed pursuant to this Agreement and the estimated and actual number of increased
visitors. These reports are required to be provided from the Entity to City and from the City to the Joint
Legislative Audit and Review Committee(JLARC). The following provisions allow the Entity and City to
meet their respective requirements under RCW 67.28.1816.
A. Estimated Increase in Visitors. As part of the Entity's proposal in Exhibit 1,the Entity
provided an estimate of the number of visitors resulting from the use of funds under this Agreement.
This estimate shall be provided to JLARC as part of annual reporting.
B. Final Report on Increase in Visitors. Upon completion of the tourism promotion as
specified in Exhibit 1 of this Agreement,the Entity shall complete a report substantially in the form
of Exhibit 3 and provide to the City a final report of the number of visitors resulting from the use
of funds under this Agreement and expenditures and uses of funds under this Agreement. The
number of visitors shall be based on an actual count,or if it is not practical to make an actual count,
a good faith best-estimate of the number of visitors resulting from the use of funds under this
Agreement. The final report shall describe the methods used to determine the actual number of
visitors, or in the event such numbers were determined from an estimate, the methods used to
determine such estimates. The final report shall accompany the Entity's final reimbursement
request submission. If the report is not filed with the final request, the City may elect to withhold
payment until the Entity submits the report.
C. City Reporting. The City shall provide the Entity's estimates in Exhibit 1 and final
report in Exhibit 3 to JLARC prior to the reporting deadline set by JLARC for the 2025 awards.
5. Modifications. City may modify this Agreement and order changes in the work whenever
necessary or advisable. Entity will accept modifications consistent with state and local law when directed
in writing by the City Manager or his designee,the Accounting and Finance Program Manager.
6. Term of Contract. This Agreement shall be in full force and effect upon full execution
and shall remain in effect until terminated when(a) Entity expends all of the funds granted by City and(b)
Entity provides the annual report required pursuant to Section 4 of this Agreement. Tourism promotion
activities and work set forth in the proposal and presentation shall be completed from January 1, 2025 to
December 31,2025.
Either Party may terminate this Agreement by 30-days written notice to the other Party or with no
notice upon a determination by the City that the funds will not be or have not been used for the purpose as
stated in this Agreement. In the event of such termination,City shall cease and desist from distributing any
further funds to Entity for work performed or otherwise.
7. Total Grant Amount. City agrees to reimburse Entity for out-of-pocket costs incurred in
an amount not to exceed $30,000. USD. The Parties agree that such amount is contingent upon the City
receiving sufficient lodging tax revenues from the tax imposed pursuant to SVMC 3.20.010(A). In the
event that lodging taxes are not sufficient,the compensation amount shall be modified based on amounts
actually collected by the City and available for disbursement at the time of the request.
8. Process and Requirements for Reimbursement from Available Grant Funds. City
shall reimburse Entity periodically upon presentation of an invoice to City. Entity shall be responsible for
providing written evidence demonstrating that the City funds were used for tourism promotion for the
purposes set forth in the proposal. Accordingly, the City shall not reimburse any expenses until Entity
provides the City's required summary/cover sheet, a detailed description of the services, goods, or other
costs incurred and expended,as well as copies of the invoices and receipts and proof of payment for which
Page 2 of 13
25-004.00
Entity is requesting reimbursement. For any payroll related reimbursement requests, a description of the
work performed for the hours being requested must be submitted, along with any timesheets or similar
payroll documents. In the event no invoice was provided to Entity, Entity shall provide an affidavit under
penalty of perjury that contains a detailed description of the use of the funds expended. Qualified
expenditures shall be incurred in calendar year 2025 and paid by Entity no later than January 15, 2026.
City shall not reimburse any expenditures incurred prior to or after calendar year 2025 or paid after January
15,2026. The proof of expenses and payment shall be forwarded to the Accounting and Finance Program
Manager at the below stated address no later than January 21,2026.
If the amount awarded is less than the requested amount in the application,Entity shall be reimbursed for
line items or projects in the application up to the amount actually awarded.Also, Entity provided,and the
City approved,an updated budget for the project identified in Entity's application to the City for this grant
award,which updated budget is attached hereto as Exhibit 2. Entity shall not be reimbursed for a specific
line item in an amount greater than the amount identified in Exhibit 2 for that line item.
City reserves the right to withhold reimbursement for any expenses that the City Manager or their designee
determines (A) is not authorized for reimbursement under this Agreement; (B) is not supported by the
documentation required by this Agreement; or (C) was incurred in violation of, or in furtherance of a
violation of City standards,City ordinances,federal law, or state law. All payments shall be subject to the
availability of funds at the time the request is made.
9. Notice. Notice shall be given in writing as follows:
TO CITY: TO ENTITY:
Name: Sarah Fan,MBA Name:Jenn Devine
Accounting and Finance Program Manager Chairman 5835
Phone Number: 509-720-5041 Phone Number: 509=323=St32"5 ?°S . p 4
Address: 10210 E. Sprague Avenue Address: •pn 130 519
Spokane Valley, WA 99206 CoL.bc.-4,L.)A qq
10. Applicable Law. The Parties,in the performance of this Agreement,agree to comply with
all applicable federal, state, and local laws, ordinances, and regulations. In any legal action arising out of
this Agreement,Washington law shall be applied to interpret,construe,and/or enforce the Agreement.
11. Assurance of Compliance with Applicable Federal Law. During the performance of
this Agreement,the Entity,for itself, its assignees,and successors in interest agrees as follows:
A. Compliance with Regulations. Entity shall comply with the federal laws set forth in subsection
G,below("Pertinent Non-Discrimination Authorities")relative to non-discrimination in federally-
assisted programs as adopted or amended from time-to-time, which are herein incorporated by
reference and made a part of this Agreement.
B. Non-discrimination. Entity, with regard to the work performed by it during this Agreement,
shall not discriminate on the grounds of race,color,or national origin in the selection and retention
of subcontractors, including procurements of materials and leases of equipment. Entity shall not
participate directly or indirectly in the discrimination prohibited by the Acts and the Regulations,
including employment practices when the contract covers any activity,project,or program set forth
in Appendix B of 49 CFR Part 21.
C. Solicitations for Subcontracts, Including Procurements of Materials and Equipment. In all
solicitations,either by competitive bidding,or negotiation made by Entity for work to be performed
under a subcontract, including procurements of materials, or leases of equipment, each potential
Page 3of13
25-004.00
subcontractor or supplier shall be notified by Entity of Entity's obligations under this Agreement
and the Acts and the Regulations relative to non-discrimination on the grounds of race, color, or
national origin.
D. Information and Reports. Entity shall provide all information and reports required by the Acts,
the regulations,and directives issued pursuant thereto,and shall permit access to its books,records,
accounts, other sources of information, and its facilities as may be determined by the City or the
WSDOT to be pertinent to ascertain compliance with such Acts, regulations, and instructions.
Where any information required of Entity is in the exclusive possession of another who fails or
refuses to furnish the information,Entity shall so certify to the City or the WSDOT,as appropriate,
and shall set forth what efforts it has made to obtain the information.
E. Sanctions for Noncompliance. In the event of an Entity's noncompliance with the non-
discrimination provisions of this Agreement, the City will impose such contract sanctions as it or
the WSDOT may determine to be appropriate, including,but not limited to:
1. Withholding payments to Entity under the Agreement until Entity complies; and/or
2. Cancelling,terminating,or suspending the Agreement, in whole or in part.
F. Incorporation of Provisions. Entity shall include the provisions of Section 21 of this Agreement
in every subcontract,including procurements of materials and leases of equipment,unless exempt
by the Acts,regulations and directives issued pursuant thereto.Entity shall take action with respect
to any subcontract or procurement as the City or the WSDOT may direct as a means of enforcing
such provisions,including sanctions for noncompliance. Provided,that if Entity becomes involved
in, or is threatened with litigation by a subcontractor or supplier because of such direction, Entity
may request that the City enter into any litigation to protect the interests of the City. In addition,
Entity may request the United States to enter into the litigation to protect the interests of the United
States.
G. Pertinent Non-Discrimination Authorities: During the performance of this Agreement, the
Entity agrees to comply with the following non-discrimination statutes and authorities; including
but not limited to:
Title VI of the Civil Rights Act of 1964(42 U.S.C. §2000d et seq., 78 stat.252),(prohibits
discrimination on the basis of race,color,national origin);and 49 CFR Part 21;and 49 Part
26;
The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970,
(42 U.S.C. §4601),(prohibits unfair treatment of persons displaced or whose property has
been acquired because of Federal or Federal-aid programs and projects);
Federal-Aid Highway Act of 1973,(23 U.S.C. §324 et seq.), (prohibits discrimination on
the basis of sex);
Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. §794 et seq.), as amended,
(prohibits discrimination on the basis of disability); and 49 CFR Part 27;
The Age Discrimination Act of 1975, as amended, (42 U.S.C. §6101 et seq.), (prohibits
discrimination on the basis of age);
Airport and Airway Improvement Act of 1982, (49 U.S.C. §471, Section 47123), as
amended, (prohibits discrimination based on race,creed, color,national origin,or sex);
Page 4 of 13
25-004.00
The Civil Rights Restoration Act of 1987,(PL 100-209),(Broadened the scope,coverage
and applicability of Title VI of the Civil Rights Act of 1964,The Age Discrimination Act
of 1975 and Section 504 of the Rehabilitation Act of 1973,by expanding the definition of
the terms"programs or activities"to include all of the programs or activities of the Federal-
aid recipients, sub-recipients and contractors, whether such programs or activities are
Federally funded or not);
Titles II and III of the Americans with Disabilities Act, which prohibit discrimination on
the basis of disability in the operation of public entities,public and private transportation
systems,places of public accommodation,and certain testing entities(42 U.S.C. §§12131-
12189)as implemented by Department of Transportation regulations at 49 C.F.R.parts 37
and 38;
The Federal Aviation Administration's Non-discrimination statute (49 U.S.C. §47123)
(prohibits discrimination on the basis of race,color,national origin,and sex);
Executive Order 12898, Federal Actions to Address Environmental Justice in Minority
Populations and Low-Income Populations, which ensures Non-discrimination against
minority populations by discouraging programs, policies, and activities with
disproportionately high and adverse human health or environmental effects on minority
and low-income populations;
Executive Order 13166, Improving Access to Services for Persons with Limited English
Proficiency, and resulting agency guidance, national origin discrimination includes
discrimination because of Limited English proficiency(LEP). To ensure compliance with
Title VI,you must take reasonable steps to ensure that LEP persons have meaningful access
to your programs(70 Fed. Reg. at 74087 to 74100);and
Title IX of the Education Amendments of 1972, as amended, which prohibits you from
discriminating because of sex in education programs or activities(20 U.S.C. §1681 et seq.).
12. Relationship of the Parties. It is understood,agreed,and declared that(1)this Agreement
is an arms-length transaction, (2) Entity, its employees, agents, and assigns are not and shall not be
considered to be agents or employees of City; and (3) nothing herein shall be construed to create a joint
venture, partnership, agency, or similar relationship. Entity shall be solely responsible for the conduct and
actions of all agents and employees of Entity and any liability that may attach thereto.
13. Records. The City and/or State Auditor or any of their representatives shall have full
access to and the right to examine during normal business hours all of Entity's records with respect to all
matters covered in this Agreement. Such representatives shall be permitted to audit, examine, and make
excerpts or transcripts from such records and to make audits of all contracts, invoices, materials, payrolls,
and record of matters covered by this Agreement for a period of three years from the date final payment is
made hereunder.
14. Community Relations:Entity shall recognize"The City of Spokane Valley"as a"funder"
in all social media, websites, brochures, banners, posters, press releases, and other promotional material
related to the tourism promotion project. Entity shall recognize "The City of Spokane Valley" on any
signage as "funder" of the promotional activity or project. Entity is required to obtain approval from the
City Manager or designee to use the City logo on any signage and communications. If approved, the
appropriate City logo will be provided by the City.
Page 5 of 13
25-004.00
15. Insurance. Entity shall procure and maintain insurance against claims for injuries to
persons or damage to property which may arise from or in connection with the performance of the work
hereunder by Entity, its agents, representatives, employees, or subcontractors. At minimum, Entity shall
maintain said insurance coverage for the entire timeframe during which Entity may take any action in regard
to the tourism promotion project or activity. Entity may not take any action for which it will seek
reimbursement from the grant funds unless and until Entity has secured the insurance coverage required by
this Agreement. Entity's failure to secure such insurance before taking such an action shall be a material
breach of this Agreement, and City may terminate this Agreement and deny reimbursement for any
expenses Entity incurs in connection with this Agreement.
A. Minimum Scope of Insurance. Entity shall obtain insurance of the types described below:
1. Automobile liability insurance covering all owned, non-owned, hired, and leased
vehicles. Coverage shall be written on Insurance Services Office(ISO)form CA 00 01 or
a substitute form providing equivalent liability coverage. If necessary,the policy shall be
endorsed to provide contractual liability coverage. If use of vehicles pursuant to the
Agreement is only incidental,and Entity will not transport any persons not directly related
or affiliated with Entity,then Entity is only required to have automobile liability insurance
to meet at least minimum Washington state requirements.
2.Commercial general liability insurance shall be at least as broad as ISO occurrence form
CG 00 01 and shall cover liability arising from premises,operations,stop-gap independent
contractors, and personal injury and advertising injury. City shall be named as an
additional insured under Entity's commercial general liability insurance policy with respect
to the work performed for the City using an additional insured endorsement at least as
broad as ISO CG 20 26.
3. Workers' compensation coverage as required by the industrial insurance laws of the
State of Washington.
X. Does not apply; Entity is not required to carry Workers'
compensation coverage
B. Minimum Amounts of Insurance. Entity shall maintain the following insurance limits:
1. Automobile liability insurance with a minimum combined single limit for bodily injury
and property damage of no less than $1,000,000 per accident. If Entity will not use its
vehicles in the performance of this Agreement, automobile liability insurance is only
required to meet Washington statutory minimum requirements.
T Does not apply; Entity does not own or operate automobiles
2. Commercial general liability insurance shall be written with limits no less than
$2,000,000 for each occurrence,and$2,000,000 for general aggregate.
C.Other Insurance Provisions. The policies are to contain,or be endorsed to contain,the following
provisions for automobile liability, professional liability, and commercial general liability
insurance:
1. Entity's insurance coverage shall be primary insurance with respect to the City. Any
insurance, self-insurance, or insurance pool coverage maintained by the City shall be in
excess of Entity's insurance and shall not contribute with it.
Page 6 of 13
25-004.00
2. Entity shall fax or send electronically in .pdf format a copy of insurer's cancellation
notice within two business days of receipt by Entity.
3. If Entity maintains higher insurance limits than the minimums shown above, City shall
be insured for the full available limits of commercial general and excess or umbrella
liability maintained by Entity, irrespective of whether such limits maintained by Entity are
greater than those required by this Agreement or whether any certificate of insurance
furnished to the City evidences limits of liability lower than those maintained by Entity.
4. Failure on the part of Entity to maintain the insurance as required shall constitute a
material breach of the Agreement, upon which the City may, after giving at least five
business days'notice to Entity to correct the breach,immediately terminate the Agreement,
or at its sole discretion, procure or renew such insurance and pay any and all premiums in
connection therewith,with any sums so expended to be repaid to City on demand,or at the
sole discretion of the City,offset against funds due Entity from the City.
D.Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M.Best rating
of not less than A:VII.
E. Evidence of Coverage. As evidence of the insurance coverages required by this Agreement,
Entity shall furnish acceptable insurance certificates to the City at the time Entity returns the signed
Agreement, which shall be Exhibit 4. The certificate shall specify all of the parties who are
additional insureds, and shall include applicable policy endorsements, and the deduction or
retention level. Insuring companies or entities are subject to City acceptance. If requested,
complete copies of insurance policies shall be provided to the City. Entity shall be financially
responsible for all pertinent deductibles, self-insured retentions,and/or self-insurance.
16. Indemnification and Hold Harmless. Entity shall,at its sole expense,defend,indemnify,
and hold harmless City and its officers, agents, and employees, from any and all claims, actions, suits,
liability, loss, costs, attorney's fees, costs of litigation, expenses, injuries, and damages of any nature
whatsoever relating to or arising out of the wrongful or negligent acts, errors, or omissions in the services
provided by Entity, Entity's agents, subcontractors, subconsultants, and employees to the fullest extent
permitted by law, subject only to the limitations provided below.
However, should a court of competent jurisdiction determine that this Agreement is subject to RCW
4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to
property caused by or resulting from the concurrent negligence of the Entity and the City, its officers,
officials,employees,and volunteers,the Entity's liability, including the duty and cost to defend,hereunder
shall be only to the extent of the Entity's negligence. It is further specifically and expressly understood that
the indemnification provided herein constitutes the Entity's waiver of immunity under Industrial Insurance,
Title 51, RCW, solely for the purpose of this indemnification. This waiver has been mutually negotiated
by the parties. The provisions of this section shall survive the expiration or termination of this Agreement.
17. Waiver. No officer, employee, agent or other individual acting on behalf of either Party
has the power,right or authority to waive any of the conditions or provisions of this Agreement. A waiver
in one instance shall not be held to be a waiver of any other subsequent breach or nonperformance. All
remedies afforded in this Agreement or by law, shall be taken and construed as cumulative,and in addition
to every other remedy provided herein or by law. Failure of either Party to enforce at any time any of the
provisions of this Agreement or to require at any time performance by the other Party of any provision
hereof shall in no way be construed to be a waiver of such provisions nor shall it affect the validity of this
Agreement or any part thereof.
Page 7 of 13
25-004.00
18. Assignment and Delegation. Neither Party may assign,transfer or delegate any or all of
the responsibilities of this Agreement or the benefits received hereunder without prior written consent of
the other Party.
19. Subcontracts. Except as otherwise provided herein, Entity shall not enter into
subcontracts for any of the work contemplated under this Agreement without obtaining prior written
approval of City.
20. Confidentiality. Entity may, from time to time, receive information which is deemed by
the City to be confidential. Entity shall not disclose such information without the prior express written
consent of the City or upon order of a Court of competent jurisdiction.
21. Jurisdiction and Venue. This Agreement is entered into in Spokane County,Washington.
Disputes between the City and Entity shall be resolved in the Superior Court of the State of Washington in
Spokane County. Notwithstanding the foregoing, Entity agrees that it may,at the City's request,be joined
as a party in any arbitration proceeding between the City and any third party that includes a claim or claims
that arise out of,or that are related to Entity's services under this Agreement. Entity further agrees that the
Arbitrator(s) decision therein shall be final and binding on Entity and that judgment may be entered upon
it in any court having jurisdiction thereof.
22. Cost and Attorney's Fees. The prevailing party in any litigation or arbitration arising out
of this Agreement shall be entitled to its attomey's fees and costs of such litigation(including expert witness
fees).
23. Entire Agreement. This written Agreement constitutes the entire and complete agreement
between the Parties and supersedes any prior oral or written agreements. This Agreement may not be
changed,modified or altered except in writing signed by the Parties hereto.
24. Anti-kickback. No officer or employee of City,having the power or duty to perform an
official act or action related to this Agreement shall have or acquire any interest in this Agreement,or have
solicited,accepted or granted a present or future gift,favor,service or other thing of value from any person
with an interest in this Agreement.
25. Severability. If any section,sentence,clause or phrase of this Agreement should be held
to be invalid for any reason by a court of competent jurisdiction,such invalidity shall not affect the validity
of any other section, sentence,clause or phrase of this Agreement.
26. Exhibits. Exhibits attached and incorporated into this Agreement are:
Exhibit 1: Entity's Proposal—on file with the City Clerk
Exhibit 2: Updated Project Budget
Exhibit 3: Final Report on Number of Visitors—to be provided at close of grant project
with final reimbursement request
Exhibit 4: Insurance Certificate(s) s
The Parties have executed this Agreement this C ay of t 1U{'1.l Ll f'� ,2025.
CITY OF SPOKANE VALLEY Entity:
n Manager Hohman,City By Its: • rized Representatives
'�,�
Page 8 of 13
25-004.00
Exhibit 1
ON FILE WITH CITY CLERK
Page 9 of 13
25-004.00
Exhibit 2
Updated Project Budget
Please provide an attachment with an updated project budget pursuant to your proposal based on the funds
allocated in your award. The budget should include a detailed breakdown of the expected expenses for
the project in line with the scope of work and original proposed use of the funds.
The grant recipient may incur cost variances of no more than 10%within any category of the approved
project budget without further prior written City approval. Regardless of any variance allowed herein the
total grant award of$30,000 USD shall not be exceeded in any circumstance.
Page 10 of 13
2025 USA West Bid Budget Exhibit?
Expenses
:tent ilti iast
I Operations-VPIP 1 i33.3111110
fatal Projected Vence&wises :3,331NBO
Income
kig7+ 11:, 1 hnooAt ,
1 Operations-Vonue
r i $30.000.00
egistrauo a:; i 13.300.00
'Total Prod Venue(1103612 manna nna
21st USA West Square Dance Convention
Jen Devine PO Box 519 Colbert,WA 99005
USA tiles 208-704-5835
USA
ooe in cuerjen@hotmail.com
January 28, 2025
To Whom It May Concern,
The LTAC grant funds that the 21 St USA West Square Dance Convention
applied for will be used to pay for the rental of the Spokane Fair & Expo
building(s) we are renting for the event. The event is scheduled to take place
July 24-26, 2025.
We will be receiving event insurance coverage through the Washington State
Square & Folk Dance Federation to cover the dates of July 23-26, 2025. This
policy will be available to us closer to the event and a copy of the policy will be
furnished to you by July 16, 2025.
Please reach out to me if you have any questions.
Jen Devine
General Chairperson
21st USA West Square Dance Convention