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HomeMy WebLinkAbout06-131 ResolutionNo.06-131 RESOLUTION AUTHORIZING EXECUTION OF A PURCHASE OF SERVICE AGREEMENT WITH THE ELGIN AREA CONVENTION AND VISITORS BUREAU BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that Olufemi Folarin,City Manager,and Dolonna Mecum,City Clerk,be and are hereby authorized and directed to execute a Purchase of Service Agreement on behalf of the City of Elgin with the Elgin Area Convention and Visitors Bureau for marketing and promotional support of the tourism and convention industries, a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock, Mayor Presented: June 14, 2006 Adopted: June 14, 2006 Omnibus Vote: Yeas: 7 Nays: 0 Attest: s/Dolonna Mecum Dolonna Mecum, City Clerk PURCHASE OF SERVICE AGREEMENT TkHAIS AGREEMENT is made and entered into this ] (S day (\J\ of / t , 2006, by and between the CITY OF ELGIN, Illinois, a municipal corporation (hereinafter referred to as the "City") , and Elgin Area Convention and Visitors Bureau, a not-for-profit corporation organized and existing under the laws of the State of Illinois (hereinafter referred to as the "Service Provider") . WHEREAS, the City has determined that it would serve a beneficial public purpose to enter into an agreement with the Service Provider for the Service Provider to provide certain contract services as described in this agreement; and WHEREAS, the Service Provider represents that it has the necessary expertise and experience to furnish the Subject Services upon the terms and conditions set forth in this agreement. NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein, the sufficiency of which is hereby acknowledged, the parties hereto hereby agree as follows : 1 . The Service Provider shall provide all of the services pursuant to the teems and conditions and on the dates and times as described in the document entitled Elgin Area Convention and Visitors Bureau - Scope of Services for 2006 Purchase of Service Agreement, attached hereto as Exhibit A and made a part hereof (such services including the terms, conditions, dates and times are hereinafter referred to as the "Subject Services") . In the event of any conflict between the provisions of this agreement and the provisions in Exhibit A, the provisions of this agreement shall control . The Service Provider represents and warrants that the Service Provider has the skills and knowledge necessary to conduct the Subject Services provided for in Exhibit A and that the Subject Services set forth in Exhibit A are integral parts of this agreement and may not be modified, amended or altered except by a written amendment to this agreement agreed to and executed by both parties hereto. 2 . The Service Provider shall address all inquiries and requests made pursuant to this agreement to the Assistant City Manager of the City or his designee. 3. In connection with the Subject Services to be performed on other than City properties, the Service Provider warrants and agrees to maintain all facilities and equipment used in the performing of the Subject Services in a clean, sanitary and safe condition and free from defects of every kind whatsoever. Service Provider agrees and warrants that the Service Provider will periodically inspect all of such facilities and equipment for such purposes. Service Provider also warrants that the Service Provider and the Service Provider' s facilities and equipment used in the performing of the Subject Services are not now, nor shall be during the term of this agreement in violation of any health, building, fire or zoning code or regulation or other applicable requirements of law. In connection with the Subject Services on properties owned or controlled by the City, Service Provider agrees and warrants to use, and to cause persons participating in the Subject Services to use, through proper supervision and control, all facilities with due care, and to report all defects in or damage to any such facilities, and the cause thereof, if known, immediately to the Assistant City Manager of the City. 4 . The City shall reimburse the Service Provider for the Subject Services under this agreement the total amount of Seventy- Three Thousand Dollars ($73, 000) . Such payment by the City to the Service Provider shall be made in two installments of Thirty-Six Thousand Five Hundred Dollars ($36, 500) . The first aforementioned installment payment shall be made on or before July 1, 2006. The second aforementioned installment payment shall be made on or before October 31, 2006. However, the second installment payment shall not be made prior to 8 days after the Service Provider' s submission of the budget document and audited financial statement documents referred to in paragraph 6 of this agreement. 5 . The Service Provider shall apply the monies to be paid by the City to the Service Provider pursuant to the proceeding paragraph hereof solely to operating expenses such as staff salary and benefits, meeting expenses, and expenses associated with the Subject Services to be provided by the Service Provider pursuant to this agreement. 6. The Service Provider shall complete, maintain and submit to the Assistant City Manager of the City, or his designee, any and all records, reports and forms relating to the Subject Services in this agreement as requested by the City. Without limiting the foregoing, the parties further agree as follows: A. The Service Provider shall provide a budget to the City which shall reflect the projected distribution of funds received from the City pursuant to this agreement during the term of this agreement. The budget shall be submitted to the Assistant City Manager of the City prior to any payment by the City. -2- B. The Service Provider shall provide written performance reports detailing the disbursements of the monies to be paid by the City to the Service Provider pursuant to this agreement. The reports shall be provided to the City quarterly on March 31, 2006; June 30, 2006; September 30, 2006; and December 31, 2006. C. The City has the right to review all accounting records of the Service Provider related to the use of the monies to be paid by the City to the Service Provider pursuant to this agreement upon 72 hours advance notice from the City to the Service Provider. D. The Service Provider shall have an audit performed on its financial statements for the year ending December 31, 2005 . The audit must be performed by an independent certified public accountant recognized in good standing by the American Institute of Certified Public Accountants and licensed in the State of Illinois. The Service Provider shall provide the City with two copies of the said audited financial statement along with the management letter and any other correspondence related to internal control matters on or before July 15, 2006. These statements shall be submitted to the Assistant City Manager at City Hall, 150 Dexter Court, Elgin, Illinois 60120-5555 . 7 . In the event this agreement is terminated, or in the event the Subject Services for which the City funds provided herein are to be applied are discontinued, or the Service Provider ceases its operations prior to December 31, 2006, the Service Provider shall refund to the City on a prorated per diem basis the funds paid hereunder for the portion of the year remaining after any such termination or for the portion of the year the Subject Services were not conducted. 8 . Service Provider agrees and warrants that the Service Provider has procured all licenses, permits or like permission required by law to conduct or engage in the Subject Services provided for in this agreement, and that the Service Provider will procure all additional licenses, permits or like permission hereinafter required by law during the term of this agreement, and that the Service Provider will keep same in full force and effect during the term of this agreement. Service Provider shall perform -3- the Subject Services with due care and in compliance with all applicable legal requirements . 9. The City of Elgin shall be recognized as a sponsor of the Service Provider and shall receive the benefits of sponsorship consistent with the level of support provided in this agreement. At a minimum, the City' s support shall be acknowledged on all print materials promoting the Service Provider' s organization, press releases, radio advertising, web page information and event program(s) through the following mandatory funding identification statement: "Funding for the organization is provided in part through the City of Elgin" . Three samples of this acknowledgement shall be provided to the City. A logo provided by the City to the Service Provider shall be used for this purpose. 10. In all printed materials in which a City seal or logo is deemed appropriate, approval by the Public Information Officer of the City is required prior to printing. 11 . The term of this agreement shall commence from the date of the execution hereof and continue through December 31, 2006. 12 . This agreement shall not be construed so as to create a partnership, joint venture, employment or other agency relationship between the parties hereto. Service Provider understands and agrees that the relationship of the Service Provider to the City arising out of this agreement shall be that of an independent contractor. It is expressly agreed and understood that the Service Provider and the Service Provider' s officers, employees and agents are not employees of the City and are not entitled to any benefits or insurance provided to employees of the City. 13. If either party violates or breaches any term of this agreement, such violation or breach shall be deemed to constitute a default, and the other party has the right to seek administrative contractual or legal remedies as may be suitable to the violation or breach; and, in addition, if either party by reason of any default, fails to within fifteen (15) days after notice thereof by the other party to comply with the conditions of the agreement, the other party may terminate this agreement. Notwithstanding the foregoing, or anything else to the contrary in this agreement, no action shall be commenced by the Service Provider against the City for monetary damages. In the event any legal action is brought by the City for the enforcement of any of the obligations of the Service Provider in this agreement and the City is the prevailing party in such action, the City shall also be entitled to recover from the Service Provider reasonable interest and reasonable attorney' s fees. -4- 14 . Notwithstanding any other provision hereof, the City may terminate this agreement at any time upon thirty (30) days prior written notice to the Service Provider. In the event this agreement is so terminated, the Service Provider shall be paid for services actually performed, and reimbursable expenses actually incurred prior to termination, except that reimbursement shall not in any event exceed the total amount set forth under paragraph 4 above. Additionally, in the event this agreement is so terminated, the Service Provider shall immediately cease the expenditure of any funds paid to the Service Provider by the City and shall refund to the City any unearned or unexpended funds. 15 . To the fullest extent permitted by law, Service Provider agrees to indemnify, defend and hold harmless the City, its officers, employees, agents, boards and commissions from and against any and all claims, suits, judgments, costs, attorney' s fees, damages or other relief, including but not limited to worker' s compensation claims, in any way resulting from or arising out of negligent actions or omissions of the Service Provider in connection herewith, including negligence or omissions or agents of the Service Provider arising out of the performance of this agreement and/or the Subject Services . In the event of any action against the City, its officers, employees, agents, boards or commissions covered by the foregoing duty to indemnify, defend and hold harmless, such action shall be defended by legal counsel of the City' s choosing. The provisions of this paragraph shall survive any expiration and/or termination of this agreement. 16. The Service Provider shall provide, pay for and maintain in effect, during the term of this agreement, comprehensive automobile liability insurance covering all owned, non-owned and hired motor vehicles used in connection with the Subject Services with limits of not less than $500, 000 per occurrence for damages to persons or property. The Service Provider shall also provide, pay for and maintain in effect, during the term of this agreement, worker' s compensation insurance in amounts required under the laws of the State of Illinois . At the request of the City the Service Provider shall provide to the City certificates of insurance regarding the insurance required in this paragraph. 17 . No official, director, officer, agent or employee of the City shall be charged personally or held contractually liable under any term or provision of this Agreement or because of their execution, approval or attempted execution of this Agreement. 18 . In all hiring or employment made possible or resulting from this Agreement, there shall be no discrimination against any -5- employee or applicant for employment because of sex, age, race, color, creed, national origin, marital status, of the presence of any sensory, mental or physical handicap, unless based upon a bona fide occupational qualification, and this requirement shall apply to, but not be limited to, the following: employment advertising, layoff or termination, rates of pay or other forms of compensation and selection for training, including apprenticeship. 19. No person shall be denied or subjected to discrimination in receipt of the benefit of any services or activities made possible by or resulting from this Agreement on the grounds of sex, race, color, creed, national origin, age except minimum age and retirement provisions, marital status or the presence of any sensory, mental or physical handicap. Any violation of this provision shall be considered a violation of a material provision of this Agreement and shall be grounds for cancellation, termination or suspension, in whole or in part, of the Agreement by the City. 20 . The parties intend and agreed that, if any paragraph, sub-paragraph, phrase, clause or other provision of this Agreement, or any portion thereof, shall be held to be void or otherwise unenforceable, all other portions of this Agreement shall remain in full force and effect. 21 . This Agreement and its exhibits constitutes the entire Agreement of the parties on the subject matter hereof and may not be changed, modified, discharged or extended except by written amendment duly executed by the parties . Each party agrees that no representations or warranties shall be binding upon the other party unless expressed in writing herein or in a duly executed amendment hereof. 22 . This Agreement shall be deemed to have been made in, and shall be construed in accordance with the laws of the State of Illinois . Venue for the resolution of any disputes or the enforcement of any rights pursuant to this agreement shall be in the Circuit Court of Kane County, Illinois . 23 . The Service Provider certifies hereby that it is not barred from bidding on a public contact as a result of a violation of 720 ILCS 5/33E et seq. or any similar state or federal statute regarding bid rigging. 24 . As a condition of this contract, the Service Provider shall have written sexual harassment policies that include, at a minimum, the following information: A. the illegality of sexual harassment; B. the definition of sexual harassment under state law; -6- C. a description of sexual harassment, utilizing examples; D. the vendor' s internal complaint process including penalties; E. the legal recourse, investigative and complaint process available through the Illinois Department of Human Rights, and the Illinois Human Rights Commission; F. directions on how to contact the department and commission; G. protection against retaliation as provided by Section 6-101 of the Human Rights Act. A copy of the policies must be provided to the Department of Human Rights upon request (775 ILCS 5/2-105) . 25 . All notices, reports and documents required under this Agreement shall be in writing and shall be mailed by First Class Mail, postage prepaid, addressed as follows : As to the City: As to Service Provider: City of Elgin EACVB 150 Dexter Court 77 Riverside Drive Elgin, IL 60120-5555 Elgin, IL 60120 Attention: Sean Stegall Attention: Kimberly Bless Assistant City Manager Executive Director With a copy to: William A. Cogley, Corporation Counsel City of Elgin 150 Dexter Court Elgin, IL 60120-5555 26. This agreement is and shall be deemed to construe to be a joint and collective work product of the City and the Service Provider and, as such, this agreement shall not be construed against the other party, as the otherwise purported drafter of same, by any court of competent jurisdiction in order to resolve any inconsistency, ambiguity, vagueness or conflict, if any, of the terms and provisions contained herein. 27 . This agreement shall be binding on the parties hereto and their respective successors and permitted assigns . This agreement and the obligations herein may not be assigned by the Service Provider without the express written consent of the City which consent may be withheld at the sole discretion of the City. -7- IN WITNESS WHEREOF, the undersigned have entered into executed this agreement on the date and year first written above. CITY OF ELGIN, a municipal Elgin Area Convention & Visitors Corporation Bureau alk By a, ` City M. ager Attest: / -' City Clerk F:\Legal Dept\Agreement\PSA-DRAFT FORM 1-06 WAC.doc -8- EXHIBIT A ELGIN AREA CONVENTION AND VISITORS BUREAU-SCOPE OF SERVICES FOR 2006 PURCHASE OF SERVICE AGREEMENT 1 . Bureau shall provide City' s appointed representative to the Elgin Area Convention and Visitors Bureau with any such further financial information it may have upon the written request of the appointed representative to the Elgin Area Convention and Visitors Bureau. 2 . Bureau shall conduct good faith efforts to obtain additional funding from other sources for its operations and report such efforts to City. 3 . Bureau shall provide to City, at no cost, a full page, full color advertising space in each issue of the Visitors Guide in 2006 to be used at the City' s discretion. 4 . The Bureau shall feature the City of Elgin events, as provided by the City, in the 2006 Visitors Guide and on the Bureau' s web site. 5 . The Bureau will provide a quarterly banner ad promoting the City facilities and recreational and cultural events in the cultural section of their redesigned web site that would link directly to the City' s website. 6. Bureau shall actively participate in the marketing of City-sponsored events including, but not limited to the Fine Arts Festival, Fox Trot and Soap Box Derby. 7 . Bureau shall provide complimentary partnerships, in lieu of dues, to the following City facilities, but not limited to: The City of Elgin, The Centre, The Hemmens Cultural Center, The Elgin Sports Complex and the Highlands of Elgin Golf Course. 8 . Bureau shall feature and provide links on the Bureau' s web site to the City of Elgin' s web site for the following items but not limited to the City of Elgin, The Centre of Elgin, The Hemmens Cultural Center, The Elgin Sports Complex and the Highlands of Elgin Golf Course. 9 . Bureau shall feature the City as a sponsoring partner in all e-newsletters. 10. Bureau shall promote the Elgin Sports Complex, the Centre -9- p of Elgin, and the Highlands of Elgin Golf Course at all regional, statewide and national sports tradeshows to attract new sports tournaments for Elgin. 11 . Bureau shall promote the Centre of Elgin and Hemmens Cultural Center at regional, statewide and national tradeshows as locations for conferences and seminars . -10- OF f(c , City of Elgin Agenda Item No. �r A , May 19, 2006 �.,. N©2rH1?VfsT. - th TO: Mayor and Members of the City Council umxthr C rprr'th and FROM: Olufemi Folarin, City Manager DiveNile:f lax Base RuthAnne K. Hall, Management Analyst SUBJECT: Purchase of Service Agreement with Elgin Area Convention and Visitors Bureau PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider a Purchase of Service Agreement with the Elgin Area Convention and Visitors Bureau. 40.,. RECOMMENDATION It is recommended that the City Council approve the Purchase of Service Agreement with the Elgin Area Convention and Visitors Bureau in the amount of$73,000. BACKGROUND The mission of the Elgin Area Convention and Visitors Bureau is to promote Chicagoland's Northern Fox River Valley as a premier visitor destination generating business for our partners in the hospitality industry. The Bureau helps to create business for the thirteen communities they serve by promoting Chicagoland's northern Fox River Valley as an overnight destination and by increasing visitor awareness and expenditures for the maximum economic benefit of our tourism partners. The City of Elgin has, in the past, provided direct support for these activities through the form of a monetary contribution. Since 2003, the financial support given to the Bureau has decreased from $200,000 annually to $50,000 annually in 2005. They are requesting that the funding for their 2006 Purchase of Service Agreement be increased to $73,000. The Bureau has worked to develop relationships with the fourteen communities within the Northern Fox River Valley to secure additional sponsorship contributions and to date has been successful in securing funding from those communities that have hotels. The Village of Hampshire contributes 60 percent of their hotel/motel tax for approximately $12,000 annually and the Village of West Dundee contributes a flat amount of $7,288 based on population until their contract with the Marriott properties, which gives back the tax to the hotels, expires in two r • APIN Purchase of Service Agreement with Elgin Area Convention and Visitors Bureau May 19, 2006 Page 2 and a half years. At that time, the Bureau will request a percentage of the hotel tax collection from the village. The fourteenth community, Algonquin, was approached by the Bureau for financial support based on the community having a hotel and a bed and breakfast. Algonquin declined to contribute at the level recommended by the Bureau ($23,000) and, as a result, the Board of Directors recommended that the marketing and promotion of Algonquin and its hotels be discontinued effective December 31, 2005. To cover the reduction in funding for the 2006/2007 fiscal year, the Bureau is requesting that the City increase their Purchase of Service Agreement from $50,000 to $73,000. The additional $23,000 will cover the cost of marketing, promotion and advertising to maintain and grow the economic impact the Bureau is able to provide to the Elgin Area. In 2005, the Bureau sent out leads to area hotels and business in excess of$6.3 million dollars. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None. ink FINANCIAL IMPACT Funds are budgeted ($50,000) and available for the agreement in Riverboat Fund, account number 275-0000-791.80-03. To provide for the $73,000 funding for the agreement, a budget adjustment of $23,000 is necessary from Riverboat Fund, Special Events Expense, account number 275-0000-791.47-00 where funds are available ($234,822), to enter into this agreement with the Bureau at a cost of$73,000. EGAL IMPACT None ALTERNATIVES 1. Approve the Purchase of Service Agreement with the Convention and Visitors Bureau as presented. 2. Modify the Purchase of Service Agreement. 3. Reject the Purchase of Service Agreement with the Convention and Visitors Bureau as presented. I Purchase of Service Agreement with Elgin Area Convention and Visitors Bureau May 19, 2006 Page 3 Respectfully submitted for Council consideration. RKH Attachment