Loading...
HomeMy WebLinkAbout274491 PARY ON EVENT PLANNING - CONTRACT - CONTRACT - P 854SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and Party On Event Planning, hereinafter referred to as "Service Provider". WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Service Provider agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of one (1) page, and incorporated herein by this reference. 2. Time of Commencement and Completion of Services The services to be performed pursuant to this Agreement shall be initiated within two (2) days following execution of this Agreement. Services shall be completed no later than October 18, 2002. Time is of the essence. Any extensions of the time limit set forth above must be agreed upon in a writing signed by the parties. 3. Contract Period. This Agreement shall commence upon the date of execution shown on the signature page of this Agreement and shall continue in full force and effect for one (1) year, unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for an additional period of one (1) year at the rates provided with written notice to the Professional mailed no later than ninety (90) days prior to contract end. 4. Delay. If either party is prevented in whole or in part from performing its obligations by unforeseeable causes beyond its reasonable control and without its fault or negligence, then the party so prevented shall be excused from whatever performance is prevented by such cause. To the extent that the performance is actually prevented, the Service Provider must provide written notice to the City of such condition within fifteen (15) days from the onset of such condition. SA 10/01 1 THE CITY OF FORT COLLINS, COLORADO A Municipal Corporation James . eill II, CPPO Direct urchasing & Risk Management Party On Event Planning By: _ Title: ATTEST: Secretary Corporate Seal 5. Early Termination by City/Notice. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Service Provider. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: Professional: City: With Copy to: Aaron Fodge, Owner Sue Kenny Keith I. Ashby, CPPO, Buyer Party On Event Planning City of Fort Collins City of Fort Collins 216 Wood ST Natural Resources Purchasing Dept Fort Collins, CO 80521 281 N. College Ave. 215 N Mason St. Fort Collins, CO 80524 Fort Collins, CO 80524 In the event or early termination by the City, the Service Provider shall be paid for services rendered to the date of termination, subject only to the satisfactory performance of the Service Provider's obligations under this Agreement. Such payment shall be the Service Provider's sole right and remedy for such termination. 6. Contract Sum. The City shall pay the Service provider for the performance of this Contract, subject to additions and deletions provided herein, the sum of Four Thousand Fifty Dollars ($4,050). 7. City Representative. The City will designate, prior to commencement of the work, its representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the services provided under this agreement. All requests concerning this agreement shall be directed to the City Representative. 8. Independent Service provider. The services to be performed by Service Provider are those of an independent service provider and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Service Provider's compensation hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or for any other purpose. SA 10/01 2 9. Personal Services. It is understood that the City enters into the Agreement based on the special abilities of the Service Provider and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Service Provider shall neither assign any responsibilities nor delegate any duties arising under the Agreement without the prior written consent of the City. 10. Acceptance Not Waiver. The City's approval or acceptance of, or payment for any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement or cause of action arising out of performance of this Agreement. 11. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default thereof. 12. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non -defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non -defaulting party for the non -defaulting party's reasonable attorney fees and costs incurred because of the default. 13. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 14. Indemnity/Insurance. a. The Service Provider agrees to indemnify and save harmless the City, its officers, agents and employees against and from any and all actions, suits, claims, demands or liability of any character whatsoever brought or asserted for injuries to SA 10/01 I or death of any person or persons, or damages to property arising out of, result from or occurring in connection with the performance of any service hereunder. b. The Service Provider shall take all necessary precautions in performing the work hereunder to prevent injury to persons and property. c. Without limiting any of the Service Provider's obligations hereunder, the Service Provider shall provide and maintain insurance coverage naming the City as an additional insured under this Agreement of the type and with the limits specified within Exhibit B, consisting of one (1) page, attached hereto and incorporated herein by this reference. The Service Provider before commencing services hereunder, shall deliver to the City's Director of Purchasing and Risk Management, P. O. Box 580 Fort Collins, Colorado 80522 one copy of a certificate evidencing the insurance coverage required from an insurance company acceptable to the City. 15. Entire Agreement. This Agreement, along with all Exhibits and other documents incorporated herein, shall constitute the entire Agreement of the parties. Covenants or representations not contained in this Agreement shall not be binding on the parties. 16. Law/Severability. The laws of the State of Colorado shall govern the construction interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. SA 10/01 4 CITY OF FORT COLLINS, COLORADO a municipal corporation By: Jame B. O'Neill II, CPPO, FNIGP Direct r f Purchasing and Risk Management Date: Cl //'Z/O -L-- Aaron Fodge, Owner Party On Eve t Planning By: PRINT NAME CORPORATE PRESIDENT OR VICE PRESIDENT Date: 9�z/m L ATTEST: ( orp rate Seal) CORPORATE SECRETARY SA 10/01 Exhibit "A" PARTY EVENT PLANNER FOR NATURAL AREAS PROGRAM 10-YEAR ANNIVERSARY CELEBRATION SCOPE OF WORK The City of Fort Collins will hold a celebration for the Natural Areas 10-Year Anniversary at the Senior Center on Friday, October 18, 2002, at 6:00 pm. Approximately 500 people are expected. Children are invited and a family -friendly atmosphere is desired. The Party Event Planner will be responsible for coordinating the event under the guidance of the City's authorized representative. The Party Event Planner will be responsible for seeking estimates for catering, music, party favors, and special acts. The Party Event Planner will also assist City staff with decorations, invitations, and publicity. City staff will arrange for children's activities and prizes. It is expected that the vendor will attend meetings of the 10-year planning committee. These will be weekly or more often as needed. The City of Fort Collins will have final approval of any caterer, bands and music, party favors and special acts and will be responsible for paying the caterer, bands and music, party favors and special acts directly. This proposal should include only the services of the Party Event Planner. It is the desire of the natural areas program that this event be as "green" as possible i.e.: the vendor must use environmentally sound practices including but not limited to seeking environmentally friendly products, arranging for recycling containers, searching for caterers using locally grown foods, and hiring local music and other entertainment as appropriate. It is also desirable that the vendor incorporate as many nature-themed ideas as possible. It is desired that the atmosphere at the party be informal and that simple materials be used. Catering: The event planner must seek out a variety of cost estimates and arrange for catering. The vendor will work with City staff to determine the best menu based on the cost estimates. Imagination on the menu and the presentation is highly appropriate! The Party Event Planner will be responsible for presenting to the City a list of caterers and their menus (including cost). The party planner will also set up taste sampling sessions if desired by the City. The City will have final discretion on catering selection. Music: Vendor will seek cost estimates and arrange for a live local band or bands as well as considering a disc jockey type of background music. A variety of musical styles is desired. The vendor will bring examples of music to planning committee. Party Favors: A poster contest is currently underway. The poster will be distributed as a memento at the party and other celebratory events. City staff will provide the poster, however, one additional nature- themed party favor is desired. Vendor will seek ideas and cost estimates, and arrange for this party favor. Special Acts: It may be appropriate to have other entertainment at the function. This will be determined at planning meetings with City staff. If so, the vendor will arrange for these special acts. SA 10/01 EXHIBIT "B" INSURANCE REQUIREMENTS The Service Provider will provide, from insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs. Before commencing work under this bid, the Service Provider shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies, and containing substantially the following statement: "The insurance evidenced by this Certificate will not be cancelled or materially altered, except after ten (10) days written notice has been received by the City of Fort Collins." In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and maintain, at the expense of the Service Provider, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Service Provider under this Agreement. The City, its officers, agents and employees shall be named as additional insureds on the Service Provider's general liability and automobile liability insurance policies for any claims arising out of work performed under this Agreement. 2. Insurance coverages shall be as follows: A. Workers' Compensation & Employer's Liability. The Service Provider shall maintain during the life of this Agreement for all of the Service Provider's employees engaged in work performed under this agreement: Workers' Compensation insurance with statutory limits as required by Colorado law. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee. B. Commercial General & Vehicle Liability. The Service Provider shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance for each coverage, Commercial General and Vehicle, shall not be less than $500,000 combined single limits for bodily injury and property damage. In the event any work is performed by a subcontractor, the Service Provider shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance. SA 10/01 CITY OF FORT COLLINS RFP:P-854 Party Event Planner ADDENDUM to Exhibit A The following changes are hereby made to the contract documents described above. These changes are an addition to the existing Exhibit "A". Scope of Work Multimedia: (Estimated Hours: 12) Party On Event Planning staff will provide ongoing multi -media support throughout the planning of this event in the form of Webpage and PowerPoint Support. Website: Party On Event Planning will create and host (www.i)artvoncentral.com) a webpage for this event. The web page will contain event press releases, RSVP management, schedule of activities, featured performers, and the event's commitment to an environmental ethic. PowerPoint: Party On Event Planning will create and set-up a PowerPoint presentation that will run continuously throughout the event. The City of Fort Collins will choose a presentation topic which may feature photos of all 39 natural areas or feature topics from the following list: 1. City Natural Areas Upkeep and Maintenance 2. Annual Events and Activities 3. Maps 4. Future Efforts 5. Photos submitted by the public 6. Submitted poster contest entries (2nd Place, Td Place, Honorable mention, etc.) Photography: (Estimated Hours: 2) Party On Event Planning will solicit and receive estimates from local photographers for the taking of photographs and present the estimates to the 10-year committee. Publicity: (Estimated Hours: 16) Invitations: Party On Event Planning will assist with the design and mailing of the invitations to the 10 Year Anniversary Celebration. Press Releases: Party On Event Planning will draft a series of press release surrounding the 10 Year Celebration. Press releases will be drafted in the required City of Fort Collins format for review by Edith Felchle and Michelle Pawar prior to final approval by the City of Fort Collins Communications Director, Kelly DiMartino. Upon final approval, Party On Event Planning will distribute press releases by email and fax to over 250 newspapers, radio stations, and TV stations in Colorado and Wyoming. Releases will also be posted on the City of Fort Collins website and www.partyoncentral.com. Proclamation: Party On Event Planning will help draft a proclamation to announce the 10 Year Anniversary of the Natural Areas program at the October 1s`, 2002 City Council Meeting. The proclamation will announce the schedule of activities for the entire month, including the 10 Year Celebration. Website: Party On Event Planning will maintain and frequently update the www.partvoncentral.com web page to list press releases, menus, schedule of activities, performers, and transportation alternatives for the 10`h Anniversary Celebration. Event Calendars: Party On Event Planning will have the 10`h Anniversary Celebration listed on a variety of printed and online event calendars throughout Colorado. These listings include the Chamber of Commerce, Colorado Convention Bureau, the Coloradoan, and the Fort Collins Forum. Flyers: Party On Event Planning will incorporate the theme, logos, and schedule of activities into a promotional flyer. Event Wrap -Up: (Estimated Hours: 5) Press Releases: On Monday, October 20'h, 2002, Party On Event Planning will craft a press release to report the successful turnout at the Anniversary Celebration. Upon City approval, the release will be distributed using Party On Event Planning's media list. Feedback Meeting: Party On Event Planning will arrange a meeting to collect and report feedback for the 10- year planning committee during the week immediately following the event. Party On Event Planning will summarize the meeting discussion for delivery to a City of Fort Collins authorized representative. Thank You Cards: Party On Event Planning will create a thank you card for those assisting with the 101h Anniversary Celebration. CD -Archive: Party On Event Planning will deliver a CD -Rom of all files created during the planning of this event for the City of Fort Collins to use at its discretion. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED STATING THAT THIS ADDENDUM HAS BEEN RECEIVED.