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HomeMy WebLinkAboutCOM 0082.068 2004-2006 a ~tV Oi M~ Harry Kim Ja DiH `o esta Mnyar Diane L. Ley • •~•oi'M~'~• Deputy Direcror County of Hawaii DEPARTMENT OF RESEARCH AND DEVELOPMENT 25 Aupuni Sheet, Room 109 • Hilo, Hawaii 96720-4252 (BOS) 961-8366 • Pax (808) 935-1205 E-mail: chresdev@interpaanet r~..a c-~ c--> x~ ~ DATE: May 19, 2006 ~ , -.l ~i, TO: Stacy K. Higa, Council Chair and ~ Council Members ~ ~ VIA: Deanna Sako, Controller (I"~' <n ~ FROM: Diane Ley, Deputy Dirg6tdk' / ~ RE: NOTIFICATION OF GRANT AWARD Compliance with Ordinance No. OS-86, Section 7(1) Name of Grant Program: Airport Greetings Program Grantor: State of Hawaii - Hawaii Tourism Authority County Grantee Department or Agency: Dept. of Research and Development Grant No. (IF KNOWN): Amount of Grant: $250,000 Amount of County Match: n/a County Revenue & Expenditure Account Numbers: 3305.29; 010-161-5163.01 Grant Period (Commencement & Completion): Execution date to 12/31/2007. Purpose of Grant: Hilo and Kona airport greetings program Is final report required by grantor? ~ Yes ? No Notification attached: ©Yes ~ No, because Comm. No.~ 2 Ref. To: Kef. vote ^ ~ Form NGA I 1 /OS 2006 Airport Greetings Program - Counly of Hawaii Contract No. BT-O6- ATTACHMENT) 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, entertaimnent, 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 (hereinafrer 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 TOiJRISM 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. 8T-O6- 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 maybe 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 azea as they relate to the PROGRAM. 2006 Airport Greetings Program -County of Hawaii ConVad 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 NO/100 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, pazagraphs 6 and 8; • A final schedule and copy of all advertising and promotional activities, if applicable; and, • Satisfactory compietion 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 maybe 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- ATTACHMENT 4 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).