Loading...
4.11 4.11 AGREEMENTS\Granicus—Shod Term Rental Monitoring-OCCUPANCY TAX FUNDS—12-19-2022 RESOLUTION AUTHORIZING AGREEMENT BETWEEN TOWN OF QUEENSBURY AND GRANICUS RESOLUTION NO.: 12022 INTRODUCED BY: WHO MOVED ITS ADOPTION SECONDED BY: WHEREAS, by Resolution No.: 484,2007, the Queensbury Town Board provided for the Town's receipt of occupancy tax revenues from Warren County in accordance with the Local Tourism Promotion and Convention Development Agreement entered into between the Town and Warren County, and WHEREAS, such Agreement provides that specific expenditure of the funds provided under the Agreement are subject to further Resolution of the Town Board, and WHEREAS, the Town Board wishes to provide funding and enter into an agreement with Granicus for an amount not to exceed $13,689 with occupancy tax revenues received from Warren County and accordingly enter into a 2022 Agreement with Granicus for Granicus'provision of services to the Town including the ongoing monitoring of 60+ Short Term Rental websites as set forth in Granicus Proposal dated 11/11/2022, and WHEREAS, a proposed Agreement has been presented at this meeting, NOW, THEREFORE, BE IT RESOLVED, that the Queensbury Town Board hereby authorizes the 2022 Agreement between the Town and Granicus and authorizes and directs the Town Supervisor to execute the Agreement in substantially the form presented at this meeting, with funding for the Agreement not to exceed $13,689 and to be provided by occupancy tax revenues the Town receives from Warren County,to be paid for from Account No.: 050-6410-4412, and BE IT FURTHER, RESOLVED that the Town Board authorizes and directs the Town Budget Officer to take all actions necessary to amend the Town Budget and increase appropriations and revenues as necessary as follows: • Revenue Acct No. —050-0000-51113 Occupancy Tax Revenue $13,689; • Expense Acct. No. —050-6410-4412 Use of Occupancy Tax $13,689; and BE IT FURTHER, RESOLVED, that such Agreement is expressly contingent upon the Town Budget Officer confirming that the Town has unallocated occupancy tax funds available from Warren County. Duly adopted this 19t'day of December, 2022,by the following vote: AYES NOES ABSENT: AGREEM ENTSXGranicus — occupancy Tax — Short Term Rental Monitoring — 12- 14-2022 LOCAL TOURISM PROMOTION AND CONVENTION DEVELOPMENT AGREEMENT This Agreement is made as of the I " day of January, 2022 by and between the Town of Queensbury, a municipal corporation with its principal place of business located at 742 Bay Road, Queensbury, New York 12804 (hereinafter referred to as "Municipality") and Granicus, with a principal place of business and mailing address of 408 Saint Peter Street, Suite 600 Sanit Paul, MN 55102 (hereinafter referred to as "Contractor"). WITNESSETH WHEREAS, the Municipality has received from Warren County certain funding derived from revenues received by the County as a result of the imposition of the Occupancy Tax authorized by act of the New York State Legislature (Chapter 422 of the Laws of 2003), hereinafter "Occupancy Tax Funds," and WHEREAS, Municipality has agreed to expend the Occupancy Tax Funds for tourism promotion and tourist and convention development and, more specifically, to enhance the general economy of the Municipality through the promotion of tourist activities, conventions, trade shows, special events and other directly related and supported activities for such purposes, and WHEREAS, the Contractor is ( 1 ) ready, willing and able to provide services and/or materials consistent with the terms upon which the Municipality trust expend the funds and as more specifically described in the attachment annexed hereto as Schedule A and (2) possesses or can make available all necessary qualified personnel, licenses, facilities and expertise to carry out the terms of this Agreement; NOW, THEREFORE, in consideration of the promises, responsibilities, and covenants herein., the Municipality and the Contractor agree as follows: 1 . Services/ Materials The Contractor shall ,provide services and /or materials as more specifically described in the attachment annexed hereto as Schedule "A" . lContractor — Please attach a detailed description of serviceshnoterials to be provided, the casts a►td the period for performance of.services or supply of ►►raterials.J 2 . Contract Sum A. For the Services performed and/or materials furnished under this agreement (including ongoing monitoring of 60+ Short Term Rental websites), the Contractor shall be paid the sum of $ 13,689. The Contractor shall not be entitled to out-of-pocket expenses. Contractor shall not be entitled to partial payment for services rendered or materials furnished at the end of end of each thirty (30) day period as work proceeds- B. Payment of amounts owed by the Municipality by virtue of this contract shall be as set forth above for all services to be performed and all out-o&pocket expenses incurred by reason of this Agreement. There shall be no other amounts due and payable by the Municipality regardless of costs or expenses of the Contractor except for additional services requested by the Municipality which are beyond the Scope of Services and those services customarily performed as a part thereof. 3 . Payment A_ In order to receive payment under this Contract, the Contractor shall furnish.: i) a completed and fully executed Agreement; ii) an invoice or other statement identifying and itemizing the services rendered or materials furnished and charges for the same and if the contract includes or requires payment for services at an hourly rate, that rate shall be specified for each person charged for and employed in the performance of the contract, iii) such other documents as are required by the standard billing procedures of Municipality, iv) a detailed description of how the funds will be used, as well as statistical information describing how the Town's financial investment impacted the program's success, including attendance figures, demographics, etc., v) in the event that Contractor uses subcontractors or material supplier in connection with the services and or materials furnished under this agreement, the Contractor shall obtain from any subcontractors or material suppliers the same documentation required of herein above of Contractor and submit the same to the Municipality to support Contractor's claim for payment, vi) the Contractor shall promote the Municipality in whatever media in which they spend the Town' s contribution including, but not limited to, the Town's logo being incorporated into written advertising materials, brochures, radio and/or television ads, etc. B. Payment shall be made thirty (30) days from: i) the furnishing of all materials and completion of required work, or ii) receipt of all documentation required by this section, whichever date is later. 4. Term The initial term of this Agreement shall commence upon execution of this agreement and terminate when the services have been completed or the material furnished as provided for in Schedule "A." or December 31 , 2023 whichever date is sooner. On December 31 , 2023 , in the event that there are any services or materials to be provided under this agreement that the contractor has not provided, all work and services shall immediately cease unless continuation after December 31 , 2023 is specifically authorized by Resolution of the Governing Board of Municipality. This Agreement may be terminated at any time upon mutual written consent of the Municipality and Contractor. The Municipality may terminate this Agreement immediately upon written notice of termination to the Contractor, if the Contractor fails to comply with the terms and conditions of this Agreement and/or any laws, rules, regulations, policies or procedures affecting this Agreement. Written notice of termination, where required, shall be sent by personal messenger service or by certified mail, return receipt requested. The termination shall be effective in accordance with the terms of the notice. 'Upon receipt of the notice of termination, the Contractor agrees to cancel, prior to the effective date of any prospective termination, as many outstanding obligations as possible, and agrees not to incur any new obligations at the receipt of the notice without approval by the Municipality. In no event shall the Municipality be liable for expenses or obligations arising from programs or other expenditures made pursuant to the terms of this Agreement after the termination date. 5. Reports to be Filed Concerning Funds and Expenditures At the end of the contract term or at the end of each calendar year, whichever occurs first, the Contractor shall file with the Municipality a report which shall include: i) the number of persons served by the services or materials provided by Contractor pursuant to this agreement, ii) an outline of plans for continuing the activity or project, and iii) any and all other reasonable information that the Municipality may deem necessary by further Resolution adopted by the Board. 6. Records/Audits The Contractor shall establish and maintain complete and accurate books, records, documents, accounts and other evidence directly pertinent to performance under this Agreement (herein collectively "the Records") in accordance with the following requirements: i) the Records must be kept for the balance of the calendar year in which they were made and for six (6) additional years thereafter, and ii) the Municipality Chief Executive Officer, the Chairman of the Warren County Board of Supervisors, the Tourism Committee of the Warren County Board of Supervisors, the Warren County Administrator of Fiscal Services, the County and Municipality Attorney, or any other person or entity authorized to conduct an examination, as well as the Municipality governing board and the Warren County Board of Supervisors, shall have access to the Records during normal business hours at an office of the Contractor, or, if no such office is available, at a mutually agreeable and reasonable venue within the Municipality, for the term specified above for the purposes of inspection, auditing and copying_ The Municipality shall take reasonable steps to protect from public disclosure any of the records which are exempt from disclosure under §87 of the Public Officers Law (the "Statute") provided that; a) the Contractor shall timely inform an appropriate Municipality official, in writing, that said records should not be disclosed; and b) said records shalt be sufficiently identified and designation of said records as exempt under the statute is reasonable. Nothing contained herein shall diminish, or in any way adversely affect, the Municipality's or County of Warren's right to discovery in any pending or future litigation. 7. Indemnification The Contractor shall defend, indemnify and hold harmless the Municipality and its officers and employees from claims, notices of claims, suits, actions, damages and costs of every kind and nature, including but not limited to reasonable attorney' s fees, arising out of activities funded or otherwise carried out pursuant to the terms of this Agreement. 8- Nature of Agreement/Independent Contractor This Agreement is a funding agreement. This Agreement is not intended to create, nor shall it be construed as creating, a joint venture or partnership. The Contractor is an independent contractor and may neither hold itself out nor claim to be an officer, employee or subdivision of the Municipality, nor make any claim, demand or application to or for any right, based on any different status. 9. Discrimination Prohibited The services to be furnished and rendered under this Agreement by the Contractor shall be available to any and all residents of Warren County without regard to race, color, creed, sex, religion, national or ethical origin, handicap or source of payment; and under no circumstances shall a resident's financial ability to pay for the services be provided be considered, unless such consideration is allowed by State and/or Federal law, rule or regulation. 10. Non-Discrimination and .Employment The Contractor shall not discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin, age, disability or marital status. Further, the Contractor agrees that neither it nor its subcontractors shall, by reason of race, creed, color, disability, sex or national origin (i) discriminate in the hiring against any citizen who is qualified and available to perform work; or (ii) discriminate against or intimidate any employee hired for the performance of work funded by this Agreement. 11 . No Partisan Political Activity Funds provided pursuant to this Agreement shall not be used for any partisan political activity, or for activities that may influence legislation or the election or defeat of any candidate for public office. 12. Non-AssignmenVNo Sub-Recipients This Agreement may not be assigned by the Contractor or its right, title or interest therein assigned, transferred, conveyed, sublet or otherwise disposed of without the previous consent, in writing, of the Municipality, and any attempts to assign the contract without the Municipality's written consent are null and void, except that contracts entered in to by the Contractor with third parties for commodities and/or services that are part of the services to be performed as identified in Schedule "A" attached hereto shall not be deemed prohibited by this clause. 13 . Workers' Compensation/Disability This Agreement shall be void and of no effect unless throughout the life of the Agreement, the Contractor shall secure compensation insurance and disability insurance for the benefit of such ernployees engaged under this Agreement as are bylaw required to be insured by provisions of the Workers' Compensation Law and New York State Disability Law. Proof of compensation and disability insurance shall be in the forms) approved by the Workers' Compensation Board. 14. Set-Off bights The Municipality shall have all of its common law, equitable and statutory rights of set-oft. These rights shall include, but not be limited to, the Municipality' s option to withhold for the purposes of set-off any monies due the Contractor under this Agreement up to the amounts due and owing to the Contractor with regard to this Agreement, any other Agreement with any Municipality department or agency, including any contract for a term commencing prior to the term of this Agreement, plus any amounts due and owing to the Municipality for any other reason, including, without limitation, tax delinquencies, fee delinquencies or monetary penalties relative thereto. 15 . Executory Clause The Municipality shall have no liability under this Agreement to the Contractor or to anyone else beyond the funds appropriated and available for this Agreement. 16. International Boycott In accordance with §220-f of the Labor Law, if this contract exceeds $5,000, the Contractor agrees, as a material condition of the contract, that neither the Contractor nor any substantially owned or affiliated person, firm, partnership or corporation, has participated, is participating, or shall participate in an International boycott in violation of the federal Export Administration Act of 1979, or regulations thereunder. If such Contractor, or any of the aforesaid affiliates of Contractor, is convicted, or is otherwise found to have violated said laws or regulations upon the final determination of the United States Commerce Department or any other appropriate agency of the United States subsequent to the Agreement' s execution, such contract, amendment or modification thereto shall be rendered forfeit and void. The Contractor shall so notify the Municipality Manager within five (5) business days of such conviction, determination or disposition of appeal_ 17. Compliance with Law The Contractor warrants, covenants and represents that: i) it is aware of and familiar with the provisions of General Municipal Law §801 , 803 and 805-A, and of the Code of Ethics of Warren Municipality, ii) at no time during the term of this Agreement shall it knowingly permit or allow performance of its services for the Contractor under this Agreement to involve any violation of said statutory ,provisions or of the Code of Ethics, and iii) it shall fully comply with all other general and special laws and regulations of the State of New York, as well as with all local laws and resolutions of the Municipality, applicable to the services to be performed by the Contractor under this Agreement. 18 . Disputes Disputes involving this Agreement, including the breach or alleged breach thereof; may not be submitted to binding arbitration, but must, instead, be heard in a court of competent jurisdiction within the State of New York. 19. Amendment This agreement may not be amended, modified or renewed except by written agreement signed by the Municipality and the Contractor. 20. Severability if any term or provision of this agreement or the application thereof to any person or circumstance shall to any extent be held invalid or unenforceable, the remainder of this agreement or the application of such term or provision to persons or circumstances other than those as to which it is held invalid or unenforceable, shall not be affected thereby and every other term and provision of this agreement shall be valid and be enforced to the fullest extent permitted by law. 21 . Entire Agreement This agreement is the entire agreement between the parties and it shall be construed in accordance with the laws of the State of New York. Approved as to form: TOWN OF QUEENSBURY By: JOHN F. STROUGH, III, Town Supervisor Town Counsel Date: +GRANICUS By: FESTER B©NSU Account Executive, gov Service Host Compliance Date: STATE OF NEW YORK } ss. : COUNTY OF WARREN ) On the day of December in the year 2022, before me, the undersigned, a Notary Public in and for said state, personally appeared JOHN F_ STROUGH, III personally known to me or proved to me on the basis of satisfactory evidence to be the individual whose name is subscribed to the within instrument and acknowledged to me that he executed the same in his capacity, and that by his signature on the instrument, the individual, or person upon behalf of which the individual acted, executed the instrument. Notary Public STATE. OF NEW YORK } ss. : COUNTY OF WARREN } On the day of in the year 202 2, before one, the undersigned, a Notary Public in and for said state, personally appeared KESTER BONSU personally [mown to me or proved to me on the basis of satisfactory evidence to be the individual whose name is subscribed to the within instrument and acknowledged to nre that he/she executed the same in his/her capacity, and that by his/her signature on the instrument, the individual, or person upon behalf of which the individual acted, executed the instrument. Notary Public SCHED UL E A Contractor to attach a detailed description of services/►reaterurls to he provided, the costs and the period for performance of services or supply of materials. ^; GRAN f CUS 408 Saint Peter Street, Suite 600 THIS IS NOT AN INVOICE Order Form Saint Paul, MN 55102 Prepared for United States Queensbury, NY Granicus Proposal for Queensbury, IVY Prepared By: Kester Bonsu Phone: Email: kester.bonsu@granicus.com Order #: Q-2 7 4170 Prepared On: 1 1 / 1 1 /2022 Expires On: 12/30/2022 Currency: USD Payment Terms: Net 60 (Payments for subscriptions are due at the beginning of the period of performance.) Period of Performance: The term of the Agreement wilt commence on the date this document is signed and will continue for 12 months. Order # : Q-2141 70 Prepared: 1 1 / 1 1 /2022 Page 1 of d 0RANIcus Order Form Queensbury, NY The pricing and terms within this Proposal are specific to the products and volumes contained within this Proposal. . One-Time Fees Solution Billing Quantity/Unit One-Time Fee Frequency _ Address Identification - Setup and Up Front 1 Each $0.00 Configuration Address Identification - Online Training Up Front 1 Each $0.00 24/7 Hotline - Setup and Configuration Up Front 1 Each $0.00 24/7 Hotline - Online Training Up Front 1 Each $0.00 Rental Activity Monitoring - Setup and Up Front 1 Each $0.00 Configuration Rental Activity Monitoring - Online Training Up Front 1 Each $0.00 SUBTOTAL: $0.00 New Subscription Fees Solution Billing Quantity/Unit Annual Fee Frequency Address identification 167 Rental Annual Listings $7.515 00 24/7 Hotline Annual 112 Rental $ 1 ,344.00 Units Rental Activity Monitoring 161 Rental Annual $4"83a.00 Units SUBTOTAL. $130684.00 Order # : 0-21 41 70 Prepared: 1 1 / 1 1 /2022 Page 2 of b GRANiCUS C7rder Farm Queensbury, NY Solution Description Address Identification Ongoing monitoring of 60+ Short Term Rental websites including major platforms Airbnb, VRBO. HomeAway, Booking.com, FltpKey, & Expedia. Our machine learning will deduplicate all known Listings into unique Rental Units, where our identificafion team will provide owner contact information for further enforcement. This product includes:- Ongoing monitoring of all listings in your jurisdiction - Updating listing activity and details every 3-5 days - Screenshot activity of every listing - Deduplication of listings into unique Rental Units - Activity dashboard and map to monitor trends and breakdown of compliance 24/7 Hotline 24/7 web and ,phone hotline for your community to report short term rental complaints such as parking, trash, noise disturbances, and illegal short term rentals. This product include:- Mobile-enabled online web form for citizens to submit tips or complaints (text, videos, and photos) - 24/7 call center for citizens to contact and report complaints verbally - Recordings for all call center complaints - Email notifications to your feam when complaints are lagged - Automatic outbound IVR calls and SMS messages to permit emergency contacts notifying them of the complaint - SMS support for emergency contacts to mark a complaint as acknowledged or resolved with the agility to send resolution notes - Hotline Dashboard for tracking complaint volumes, trends, and categories Ability to upload Notes/Comments to each complaint Address Identification - Setup Setup and configuration of the platform to facilitate the systematic and Configuration identification of the addresses and owner's contact information for short- term rentals located in a specific local government's jurisdiction, Note: The implementation timeline for Client is dependent on Granicus' receipt of all data from Client required to complete the services, including assessor data and registration files, in the format agreed upon by the ,parties prior to project kick-off. Any fees associated with the collection or receipt of required data will be borne by Client. Address Identification - Online Virtual training session with a Granicus professional services trainer. Training 24/7 Hotline - Setup and Setup and configuration of the online platform to enable neighbors to Configuration report, prove and get instant resolution to non-emergency short-term rental related problems. Order # : 0-21 41 70 Prepared: 1 1 / 1 1 /2022 Page 3o# b R a N c U S Order Form Queensbury, NY Solution Description 24/7 Hotline - Online Training Virtual training session with a Granicus professional services trainer. Rental Activity Monitoring Ongoing monitoring of Short Term Rental listings for signs of rental activity including historical revenue estimates & occupancy. Coupled with our Tax Collection product, users can also compare historical revenue estimates to actual reported revenue fo identify those that may be underreporting and underpaying safes tax (i.e. TOT) . Rental Activity Monitoring - Setup and configuration of ongoing monitoring of Short-term Rental listings Setup and Configuration for signs of rental activity. Rental Activity Monitoring - Virtual training session with a Granicus professional services trainer. Online Training Order # : Q-2 t 41 70 Prepared: i 1 /1 1 /2022 Page d of G :, G 'RAh11CIJS Order Form Queensbury, NY Link to Terms: https://granicus.com/legal/licensing • This quote is exclusive of applicable state, local, and federal taxes, which, if any, will be included in the invoice. It Is the responsibility of Queensbury, NY to provide applicable exemption certificates). If submitting a Purchase Order, please include the following language: The pricing, terms and conditions of quote Q-214170 dated f 1 - 1 1 -2022 are incorporated into this Purchase Order by reference and shall take precedence over any terms and conditions included in this Purchase Order. • Any lapse in payment may result in suspension of service and will require the payment of a setup fee to reinstate the subscription. Nofwithstanding anything to the contrary. Granicus reserves the right to adjust pricing at any renewal in which the volume has changed from the prior term without regard to the prior term's per-unit pricing. Order #: Q-2141 70 Prepared: 1 1 / 1 1 /2022 Page 5 at 6 GRANiCUS Order Form Queensbury, NY Billing Contact: Purchase Order C ] - No Required? C ] - Yes Billing Address: PO Number: If PO required Billing Email: Billing Phone: If submitting a Purchase Order, please include the following language: The pricing, terms, and conditions of quote 0-214 170 dated 1 1 /1 112022 are incorporated into this Purchase Order by reference and shall take precedence over any terms and conditions included in this Purchase Order. By signing this document, the undersigned certifies they have authority to enter the agreement. The undersigned also understands the services and terms Queensbury, NY Signature: Name: Title: Date: Order # : Q-2141 70 Prepared: 1 1 / 1 1 /2022 Page a of 6