2027 Lodging Tax Funding Application

Request for Proposals
2027 Lodging Tax Funding Application
DUE - NOVEMBER 12, 2026 BY 5 PM
RFP Purpose
Each year the City of Sunnyside receives funds from the lodging tax imposed upon hotels and
motels located within the City, as provided by Ordinance No. 1973. Proposals for use of a portion
of these funds are now being solicited by the City.
All proposals that comply with the guidelines established herein will be evaluated by the Lodging
Tax Advisory Committee (LTAC) as defined by Sunnyside Municipal Code, Chapter 2.50.120, and
the Revised Code of Washington, Chapter 67.28. LTAC will then submit its funding
recommendations to the Sunnyside City Council for final review and adoption.
Project Description
Activities eligible for assistance include, but are not limited to, those that: increase tourism by
advertising, publicizing, and distributing information for the purpose of attracting and welcoming
tourists; develop strategies to expand tourism; operate tourism promotion agencies; construct
tourism-related facilities, and fund and market events and festivals designed to attract tourists.
The expected outcome of such activity will accomplish one or more of the following:
* Increase hotel occupancy in Sunnyside by extending length and frequency of overnight
stays.
* Increase overnight stays during the off season (October - April).
* Provide visitor attractions and/or promote the area's existing attractions.
* Attract more businesses to Sunnyside and thereby generate additional business for hotels
and motels.
* Improve the City's overall image to stimulate positive customer awareness.
Each project should be submitted as a separate document, thereby allowing for a clear
understanding of each project. The specific amount of the applicant's proposal is open, to be
defined by the applicant. If the project can operate with a reduced funding award, the applicant
must indicate the minimum acceptable amount and specify the differences in the level of services
to be provided under the reduced award. The establishment of alternate funding levels will allow
the City some latitude in approving projects reviewed and recommended by LTAC without the
necessity of rejecting one or more projects due to a potential lack of funds.
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Request for Proposals - 2027 Lodging Tax Funding Application
RFP Schedule
(With the exception of the RFP due date, dates may be adjusted to meet unexpected circumstances.)
Publication and Due Date
Public notice advertised - Sunnyside Sun October 14 and 21, 2026
Notice published on the City Website October 14 through November 12, 2025
RFP responses due November 12, 2026 by 5 PM
* Proposals received after 5 PM may be considered at a future LTAC meetings, if funding is available
Review Process
LTAC Meeting to review proposals November 16, 2026 4-7 PM
* Submitters may pitch their proposal with a three (3) minute time limit
* Submitters may be asked clarifying questions by the committee
Council review of LTAC recommendations November 25, 2026
Funding Notification
Award notices mailed December 2026
Contracts issued (if required) December 2026/January 2027
Term
Project funding available January 1, 2027 through
December 31, 2027
Funds not expended by December 31, 2027 will be forfeited. All reimbursement requests must be
received within 30 days of the completion of the project. NO EXCEPTIONS.
Project Management
The City Clerk's office coordinates the RFP process, and will assist applicants with questions and
receive completed applications. Once projects are funded, the City Clerk's office will issue the
contracts. All contracts will require the submission of financial reports and tourism impact reports
for the approved project. Funds are released on a reimbursement basis only and will not be paid in
advance, unless otherwise negotiated and clearly stated in the contract. All payments to vendors
must be compliant with the requirements of the Washington State Auditor's Office, and all records
are subject to public disclosure unless prohibited by law.
Selection Process
Applications are reviewed by LTAC based upon eligible activities, effectiveness of proposal in meeting
expected outcomes, need, and funding requirements. Following initial review, applicants may be
requested to make an oral presentation to LTAC prior to funding recommendations. LTAC's
recommendations are not subject to review or challenge by the applicant. Recommended projects
will be forwarded to the City Council for final decision. City Council may decline to fund any project,
or may return the applications to the LTAC for further review. City Council cannot fund a project not
recommended by LTAC, change the use of funding on a project, or change the amount of funding on
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Request for Proposals - 2027 Lodging Tax Funding Application
a project, unless the proposed adjustments have been submitted to the LTAC for comments at least
45 days prior to any final action or passage by the City Council.
Other Information
Contract: The City will utilize its standard contract for City-funded activities.
Payment: Payment will be provided in accordance with the contract.
Additional Materials: Only two (2) pages of materials in addition to the RFP package are allowed.
Any additional materials will be disregarded.
Completeness and Legibility: Incomplete or illegible application packages will not be reviewed by
LTAC or considered for funding. Applicants with accessibility assistance requirements should contact
the Administrative Services Department for assistance.
Performance Reporting: Washington State law RCW 67.28.1816(2) requires that the City of
Sunnyside submit an annual report detailing the use of lodging tax revenue for each award, including
the estimated number of tourists that attended, estimated lodging stays, and the estimated
distances traveled. Recipients of lodging tax revenue will be required to collect and provide the
required data within 60 days of event date.
Financial reports are required to include full project revenue and expense reporting, including those
not funded with Lodging Tax funds. The full project will be defined within the contract, and may be
determined by each approved project. Financial reports are required to be submitted with the final
reimbursement request, or within 60 days of the completion of the event, whichever is sooner.
Future allocations of Tourism Funds to agencies that have received funds previously will be subject
to an evaluation of past performance and compliance.
Proposal Submittal
Please submit the complete proposal package (Pages 4 through 8 of this RFP and all required
attachments, and any additional information not to exceed 2 pages) to:
City Clerk
City of Sunnyside
818 E. Edison Avenue
Sunnyside, WA 98944
or electronically at: cityclerk@sunnyside-wa.gov
SUBMISSION DEADLINE - NO LATER THAN 5 PM ON NOVEMBER 12, 2026
Proposals received after that time may be considered at a future LTAC meetings, if funding is available.
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SUBMISSION DEADLINE
NOVEMBER 12, 2026 BY 5 PM
PROJECT PROPOSAL
(Only two (2) additional pages of materials will be accepted with each application.)
Project Title
Applicant Organization
Type of Project
Tourism Promotion*:
Advertising, publicizing, information distribution
Develop strategy to expand tourism
Operate tourism promotion* agency
Fund a special event or festival (marketing and/or operations)
*"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. (RCW 67.28.080 (6))
Note - Marketing efforts must target tourists from a different town, city, county, state, or country, RCW
67.28.080 (8)
Tourism-related Facility*
*"Tourism-related facility" means real or tangible personal property with a usable life of three
or more years, or constructed with volunteer labor that is: (a)(i) Owned by a public entity; (ii)
owned by a nonprofit organization described under section 501(c)(3) of the federal internal
revenue code of 1986, as amended; or (iii) owned by a nonprofit organization described under
section 501(c)(6) of the federal internal revenue code of 1986, as amended, a business
organization, destination marketing organization, main street organization, lodging
association, or chamber of commerce and (b) used to support tourism, performing arts, or to
accommodate tourist activities. (RCW 67.28.080 (7))
Organizational Information
Non-profit Public Agency For Profit
Name
Address
City State Zip
Phone Website
WA UBI_________________IRS EIN___________________ Beginning Balance $_____________
Project Contact Person
Name Title
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SUBMISSION DEADLINE
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Phone Email
Project Information
Project Title Funding Requested $
Project Date(s) Activity Time(s)
Describe the project and associated activities, and the specific use of the funds requested:
This is a NEW project
This is an ESTABLISHED project
Date Established Number of Continuous Years
Was this project previously funded by lodging tax funds? Yes No
If yes, amount awarded Number of years awarded
Is the project expected to continue for multiple years? Yes No
If yes, expected timeframe
Short Term (1 Yr)
Intermediate Term (2 to 3 Yrs)
Long Term (4+ Yrs)
Continuous/On-going
Does the project rely on the award of Lodging Tax funds? Yes No
Does this event conflict with another known tourism event? Yes No
If yes, describe
Does this event compliment another tourism project? Yes No
If yes, describe
How does this project attract, serve, and facilitate overnight tourism in the City of Sunnyside?
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SUBMISSION DEADLINE
NOVEMBER 12, 2026 BY 5 PM
Does the project provide for special overnight lodging or will visitors utilize paid lodging
establishments like hotels and campgrounds? Please describe.
Does the project provide meals or dining or will visitors utilize existing restaurants and stores
within the City of Sunnyside? Please describe.
Does the project provide for the sale of gifts, souvenirs, or other items? Please describe.
Does the project provide activities or entertainment for tourists? Please describe.
Describe the ways in which the project will provide short-term and/or long-term economic
benefits to the City of Sunnyside.
Provide any other details that demonstrate the ways the project will promote tourism.
Tourism Estimates
Estimate the following numbers for the amount of tourists and lodging nights for the project.
* Total number of expected participants and/or attendees:
* Number of expected participants and/or attendees from 50+ miles:
Of those traveling 50+ miles, estimate the following:
Number staying for the day only:
Number of expected paid accommodation nights:
Number of expected unpaid accommodation nights:
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PROJECT FUNDING
Project Title Funding Requested $
Can you operate this activity/service with reduced funding? Yes No
If yes, minimum funding amount needed to operate $
What changes would be required for the project to operate with reduced funds?
PROJECT BUDGET
Revenues *Include all revenues, including non-Award funds
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#
eniL
Beginning Cash 1
Grants, Sponsors, & Donations
LTAC Award 2
Sponsors 3
Donations 4
Other 5
Total Awards (sum of lines 2 through 5) 6
Cash Revenue
Registration, Entry, & Ticket Fees 7
Vendor Fees 8
Sale of Goods and Services 9
Non-Sales Revenue 10
Other 11
Total Cash Revenue (Sum of lines 7 through 11) 12
Total Project Funds (sum of lines 1, 6, and 12) 13
Expenses *Include all expenses, including those not funded by Award
Cash Payments
Licenses, Permits, & Application Fees 14
Advertising (Outside 50+ miles) 15
Purchased Goods 16
Equipment Rental 17
Professional Services 18
Entertainment 19
Organizer/Staff Fees 20
Outgoing Awards, Donations, Winnings 21
Security (Signature events must contact the Police Chief or an estimate) 22
Other 23
Total Cash Expenses (sum of lines 14 through 22) 24
In-Kind Donations
Donor In-Kind Goods or Services Value
25
26
27
Total In-Kind (sum of lines 24 through 26) 28
Total Project Cost (sum of lines 23 and 27) 29
Program Profit(Loss), includes In-Kind (line 13 minus line 28) 30
Retained Earnings - Ending Cash, excludes In-Kind (line 13 minus line 23) 30

Required Attachments
NOTE-Proposals without required attachments are considered incomplete and will not be submitted for LTAC consideration.
Statement of Qualification - Please do not exceed three (3) pages in length Attached
Provide a document containing the following required components:
Experience - List projects similar in scope and size that your organization (under its present name)
have completed within the last three years and describe in detail your ability to meet the
requirements of the project outlined in this RFP.
Personnel - Provide an organizational chart showing your project team, including any companies
you propose to contract with. Include brief summaries (1 to 3 sentences) of all individuals and
companies that will be utilized on this project.
Project Approach/Vision - Describe strategies that your organization will employ that will help
ensure that this project will be successfully completed.
References - Provide a minimum of three (3) references, including name, address, email address
or website, and telephone number of the persons who will attest to your relevant experience and
ability to manage your project. These references should not be individuals or companies named
as personnel for your project.
Required Documents - All documents must be issued in the name of the applicant organization Attached
IRS Form W-9 for the current year
Proof of insurance coverage with liability limits at a minimum of $2,000,000
Current active Washington State Business License with City of Sunnyside endorsement
If previously funded, a copy of the most recent year's financial report
Additional Items for Non-Profits
o Articles of Incorporation
o State Certificate of Non-Profit Incorporation
o Federal Exemption status 501c(3) or 501c(6)
o Most recent IRS Form 990
o Most recent approved budget for the overall organization
o List of the organization's Board of Directors and/or principal staff
Additional Items for For-Profit Business
o Articles of Incorporation
o Most recent IRS tax filing
o List of managers or principal officers/directors
Additional Items for Public Agencies
o Authorization of project application (meeting minutes, letter, or resolution)
PROPOSAL CERTIFICATION
The applicant organization hereby certifies and affirms the following:
The undersigned is authorized to sign this application on behalf of the applicant organization.
The information contained in this application is true, correct, and complete and the applicant organization understands
and will comply with all provisions thereof.
That applicant organization will abide by all relevant local, state, and federal laws and regulations.
That it does not now, nor will it during the performance of any contract arising from this application, unlawfully
discriminate against any employee, applicant for employment, client, customer, or other person who might benefit
from said contract, by reason of age, race, color, ethnicity, sex, religion, creed, place of birth, or degree of handicap.
Certified by:
Printed Name Title Signature Date
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