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Home My WebLink AboutCOM 0917.000 2004-2006 OO,,tV Os Harry Kim William Takaba l /ql ur ~ Dirrclur - Nancy E. Crawford ~r• o ' l7epulT UirrUnr 1TfOi B~~ County of Hawaii Finance Department , 25 Aupum StrCCt, Room 118 • I II I o, I Iaw"m 96720 18091961-9234 • Pa\ (808) 961-8248 May 22, 2006 Stacy K. Higa, Chairman and Members of the Hawai'i County Council Hawai'i County Council 25 Aupuni Street Hilo, Hawai'i 96720 Re: Operating Budget The State of Hawai'i - Hawai'i Tourism Authority is providing an additional $175,000 to the Department of Research and Development's Greetings Program. The Greetings Program is intended to provide services to enhance the experience of arriving and/or departing island visitors. The funds will be used to plan, develop, and operate this program. With $75,000 already appropriated in this fiscal year's budget, the additional funds will bring the total appropriation to $250,000. Enclosed is a bill for an ordinance amending the Operating Budget by appropriating this additional $175,000 into the Greetings Program account. In order to expedite this matter and have the funds appropriated this fiscal year, the Department of Research and Development would like to request a waiver from the Finance Committee and have this bill heard at the Council meeting scheduled for June 5, 2006. If there are any questions, please do not hesitate to call the Department of Research and Development. C . 1 William Ta aba Director of Finance APPROVED: Harry Kim 4 Mayor Q Enc. Comm. No. -1~ cc: R & D Ref. To: _f ff~~,~ryt(` ^ Hawaii County is an Equal Opportunity Provider and Employer Ref. Ante Form B-52 7/18/91 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT: Research and Development DATE: May 18, 2006 STAFF CONTACT: Diane Ley PHONE: x8003 A. REQUEST: Request to appropriate $250,000 under the Greetings Program. Funds to be placed in account #010.161.5163.01.115 B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED): The State of Hawai'i - Hawai'i Tourism Authority will provide the County of Hawai'i with $250,000 for the Greetings Program at the Hilo and Kona airports. The Greetings Program is intended to provide services to enhance the experience of arriving and/or departing island visitors. Funds will be used to plan, develop and operate the program. SIGNED: DATE: May 18, 2006 Department Head GRANT SUMMARY (Supplement to B-52, Request for Council Action - I 'Type of Grant Appropriation being requested: (New or an additional appropriation) ? New (for this fiscal year period). OR x Additional appropriation (to an existing grant); j Is a droll agreement ollached? Ha.s the original grant notification been transmitted to ? Yes ? No Council? x Yes ? No (!n progress) Name of Grant Program: Airport Greetings Program Grantor: State of Hawai'i - Hawaii Tourism Authority County Grantee Department or Agency: Department of Research and Development County Grantee Contact Person: Diane Ley Phone Number: x8003 Amount of Grant $250,000 ($75,000 prcv approp + $175,000 amend approp) Grant Period (Commencement & Completion): Date of execution to Dec. 31, 2007 Purpose of Grant: Develop, plan, promote, and conduct an airport greetings program for Hilo and Kona County Match required'?: ? Yes x No It yes. Matching Amount'? Budgeted in account# In-kind? Explain: Explanation: County's personnel requirements: Amount of new position(s)? Qty: _ Permanent: ? Temporary: Duration: Pull-time: ? Part-time: Time Element: Qty: Contractual: ? Explain: Explanation: Additional Comments about Grant: HS2 (iranl tiwnman hIII III CC, 15413A7 hi rtes' l4d II.1B SB. P•1''i yi a'~:y't."'~^'~- LINDA LINGLE f, Governor ON Pst 53 /g F Hawaii Tourism Authori ty President and REX Chief D. E„BCJ11Ve Gi JOHNSON No, e r k'e ~ Hawaii Convention Center, 1801 Kalakaua Avenue, Honolulu,, Hawaii'9~'815 Telephone: 18081 973-2255 6q'~'ce~'~a Website: www.hawaii.goo tourism Fax. (808) 973-2253 , W" May 15, 2006 G Ms. Jane Higa Testa Research and Development Director Department of Research and Development County of Hawaii 25 Aupuni Street Hilo, Hawaii 96720 Dear Ms. Testa: We are pleased to inform you that the Hawaii Tourism Authority has approved an award of $250,000 to the County of Hawaii to support a greetings program for both the Hilo and Kona Airports on the island of Hawaii. These funds are available to you to support your efforts to plan, promote, develop and conduct a program to provide entertainment, lei greetings, informational brochures and maps, and/or other services to enhance the arrival and/or departure experience of Hawaii's visitors to your island. We will be drafting up an agreement for your consideration. All or portions of these funds may be sub-contracted to other organizations as needed. Thank you once again for your enthusiastic support and great efforts on behalf of Hawaii's visitor industry. If you have any questions or concerns, please do not hesitate to contact either Muriel Anderson at 973-2269 or Robbie Kane at 973-2262. Sincerely, Rex D. Johnson President and Chief Executive Officer 2006 Airport Greetings Program - County of Hawaii Contract No. BT-06- ATTACHMENT 1 SCOPE OF SERVICES The CONTRACTOR shall perform and provide, in a satisfactory and proper manner as determined by the STATE, all goods and services described below and in the CONTRACTOR's accepted proposal dated ("PROPOSAL"), attached hereto and incorporated herein as Exhibit A, including the following: 1. The CONTRACTOR shall develop, plan, promote, and conduct the a greetings program for the airports in Hilo and Kona for a period of twelve (12) months to include, but not be limited to, a volunteer training program, entertainment, lei greetings, informational brochures and maps, and other services to enhance the arrival and departure experiences of the visitors at these two facilities; and as further described in the PROPOSAL (hereinafter referred to as the "PROGRAM"). 2. STATE funds shall be used for expenses related to the PROJECT within the context of the CONTRACTOR's budget, attached hereto and incorporated herein as Exhibit B. Any change to this budget shall require prior written approval by the STATE. 3. The CONTRACTOR shall use its best efforts to perform the goals and objectives stated in its PROPOSAL. 4. The HAWAII TOURISM AUTHORITY shall be credited as a sponsor on all advertising and promotional materials. The CONTRACTOR shall consult with the STATE's marketing contractors to coordinate marketing efforts as appropriate including, to the extent possible, listing any public events on web sites and calendars of events, and participating in the "Hawai`i Knowledge Bank" program. If applicable, the CONTRACTOR shall submit a final schedule and copy of all advertising and promotional activities with the final written report to the STATE. 5. The CONTRACTOR shall prepare and maintain financial records which sufficiently and properly reflect all direct and indirect expenditures related to the CONTRACTOR's performance of this Contract. These records shall be subject to any inspection, review or audit by the STATE. 6. The CONTRACTOR shall submit a financial report to the STATE upon completion of the PROJECT and prior to the completion of the Contract period. The financial report shall include, but not be limited to, a certification by the CONTRACTOR that all financial statements 2006 Airport Greetings Program - County of Hawaii Contract No. BT-06- represented in the report are accurate and that STATE funds allocated under this Contract have been expended in accordance with the provisions set forth in this Contract, including the budget made a part of this Contract. All STATE funds not expended in accordance with the provisions set forth in this Contract and the budget shall be returned to the STATE. 7. The CONTRACTOR shall provide any progress reports and any other information requested by the STATE describing the status of all work required to be completed under this Contract and as may be required in Attachment 2. The CONTRACTOR shall furnish any additional reports or information that the STATE may, from time to time, require or request. 8. The CONTRACTOR shall complete and submit a final written report to the STATE prior to the completion of the Contract period and final payment by the STATE specifying work completed in relation to the PROJECT, including but not limited to, the following information: • An estimated number of passengers reached by the PROGRAM; ¦ A schedule and description of PROGRAM activities; • An explanation of how the PROGRAM activities enhanced the visitors' experience of Hawaii; • An estimated number of participants/partners in the PROGRAM, including an explanation of their roles in the PROGRAM; and, ¦ A status report on the facilities and physical infrastructure of the greetings area as they relate to the PROGRAM. 2006 Airport Greetings Program - County of Hawaii Contract No. BT-06- ATTACHMENT 2 COMPENSATION AND METHOD OF PAYMENT SCHEDULE Notwithstanding the amount requested in the PROPOSAL or representations to the contrary, the total compensation for services to be provided by the CONTRACTOR under this Contract shall be the sum of money not to exceed TWO HUNDRED FIFTY THOUSAND AND NO/100 DOLLARS ($250,000.00), tax inclusive. Payment shall be made by the STATE to the CONTRACTOR in accordance with paragraph 17 of the "General Conditions," and shall be subject to the following provisions: 1. ONE HUNDRED THOUSAND AND NO/100 DOLLARS ($100,000.00) within 30 days after the execution of this Contract, upon the CONTRACTOR's receipt of a notice to proceed from the STATE, and upon the STATE's prior receipt and approval of the following: ¦ An original invoice for said amount; and, ¦ A current work plan describing tasks to be completed including a timeline, if applicable. 2. FORTY-FIVE THOUSAND AND NO/100 DOLLARS ($45,000.00) on or about January 1, 2007 and upon the STATE's prior receipt and approval of the following: ¦ An original invoice for said amount; and • A written progress report describing the status of all work required under this Contract as outlined in Attachment 1, paragraph 8. 3. FORTY THOUSAND AND NO/100 DOLLARS ($40,000.00) on or about April 1, 2007 and upon the STATE's prior receipt and approval of the following: ¦ An original invoice for said amount; and, • A written progress report describing the status of all work required under this Contract as outlined in Attachment 1, paragraph 8. 4. FORTY THOUSAND AND N01100 DOLLARS ($40,000.00) on or about July 1, 2007 and upon the STATE's prior receipt and approval of the following: • An original invoice for said amount; and, A written progress report describing the status of all work required under this Contract as outlined in Attachment 1, paragraph 8. 5. TWENTY-FIVE THOUSAND AND NO/100 DOLLARS ($25,000.00) upon the STATE's prior receipt and approval of the following: 2006 Airport Greetings Program - County of Hawaii Contract No. BT-06- An original invoice for said amount; ¦ All required final financial and written reports as required under this Contract and as outlined in Attachment 1, paragraphs 6 and 8; • A final schedule and copy of all advertising and promotional activities, if applicable; and, • Satisfactory completion of all services in accordance with this Contract. Progress payments shall not be construed as final acceptance of services required under this Contract. CONTRACTOR acknowledges and agrees to perform all services in accordance with this Contract for an amount not to exceed TWO HUNDRED FIFTY THOUSAND AND NO/100 DOLLARS ($250,000.00), tax inclusive, specified above, and subject to the availability of funds. 2006 Airport Greetings Program - County of Hawaii Contract No. BT-06- ATTACHMENT3 TIME OF PERFORMANCE Performance of services by the CONTRACTOR shall commence on the effective date of this Contract and all services required under this Contract shall be completed by December 1, 2007 unless this Contract is sooner terminated as hereinafter provided. This Contract may be amended to extend the time of performance upon prior written approval by both the CONTRACTOR and the STATE. 2006 Airport Greetings Program - County of Hawaii Contract No. BT-06- ATTACHMENT4 SPECIAL PROVISIONS 1. Notwithstanding any provisions or representations to the contrary, any conflict among the various provisions of this Contract shall be resolved by allowing the various provisions in the following documents, in order of priority, to control: a. This Contract and Attachments 1 to 4; b. The General Conditions, attached hereto and incorporated herein; c. The CONTRACTOR'S budget (Exhibit B); and, d. The CONTRACTOR's accepted PROPOSAL, dated (Exhibit A). STACYK. HIGH tv or JAMES Y. ARAKAKI Chair & Presiding Officer rp?' PETE HOFFMANN FRED HOLSCHUH, DR. VIRGINIA ISBELL DONALD IKEDA Vice Chair BOB JACOBSON 'iANGEL K. PILAGO GARY SAFARIK HAWAII COUNTY COUNCIL County of Hawai `i Hawa'd County Building 25 Aupunt Street Hilo. Hawai`i96720 May 23, 2006 Stacy K. Higa, Chair Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 RE: Bill No. 294 : An Ordinance to amend Ordinance No. 05-86, as amended, the operating budget for the County of Hawaii for the fiscal year ending June 30, 2006. Pursuant to Section 2(g) of Rule 4 of the Rules of Procedure of the Council of the County of Hawaii, this written request is submitted with my approval that the above-referenced matter be waived from the Committee on Finance to the full Council for immediate action. In reviewing this matter, timely approval is crucial. It is therefore advantageous that approval is granted and the matter placed onto the next Council agenda for review. However, in the event this request is denied, for whatever reason, I understand the matter shall be referred to the Committee on Finance for placement on its future agenda. Sin rely, Virginia Isbell, Chair Committee on Finance Approved/Date/Waive to Council: Disapproved/Date/Refer to FC: y K. Higa, Chair Stacy K. Higa, Chair Hawaii County Council Hawaii County Council V I/smc Hawaii County Is An Equal Opportunity Provider And Employer