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HomeMy WebLinkAbout06-121 Resolution No. 06-121 RESOLUTION AUTHORIZING EXECUTION OF A PURCHASE OF SERVICE AGREEMENT WITH THE DOWNTOWN NEIGHBORHOOD ASSOCIATION FOR A FOURTH OF JULY PARADE 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 Downtown Neighborhood Association for the Fourth of July Parade, 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 4 PURCHASE OF SERVICE AGREEMENT - FOURTH OF JULY PARADE THIS AGREEMENT is made and entered into this /yrA day of tJti� , 2006, by and between the CITY OF ELGIN, Illinois, a municipal corporation (hereinafter referred to as the "City") , and Downtown Neighborhood Association, 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 terms and conditions and on the dates and times as described in the document entitled Fourth of July Parade - 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 Thirteen Thousand Six Hundred Eighty Dollars ($13, 680) . The aforementioned payment shall be made within 30 days of the date of this agreement or on or before June 30, 2006. However, the 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 for the City of Elgin Fourth of July Parade (hereinafter referred to as "Event") such as promotional and advertising material and entertainment services. Monies shall not be used for operational expenses for the Service Provider such as staff salary, benefits, and meeting expenses as this is provided for in the 2006 Purchase of Service Agreement for the Service Provider. 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 a written performance report detailing the disbursements of the monies to be paid by the City to the Service Provider pursuant to this agreement. This report shall be provided to the City on September 15, 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 term of this agreement shall commence from the date of the execution hereof and continue through December 31, 2006 . 10 . 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. 11 . 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 . 12 . 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. 13 . 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 -4- 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. 14 . 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. 15 . 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. 16 . In all hiring or employment made possible or resulting from this Agreement, there shall be no discrimination against any 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. 17. 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 -5- the City. 18 . 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 . 19 . 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 . 20 . 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. 21 . 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. 22 . 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; 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 -6- of Human Rights upon request (775 ILCS 5/2-105) . 23 . 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 Downtown Neighborhood Association 150 Dexter Court 2 Douglas Avenue Elgin, IL 60120-5555 Elgin, IL 60120 Attention: Sean Stegall Attention: Norma Miess Assistant City Manager Executive Director With a copy to: William A. Cogley, Corporation Counsel City of Elgin 150 Dexter Court Elgin, IL 60120-5555 24 . 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. 25 . 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. IN WITNESS WHEREOF, the undersigned have entered into executed this agreement on the date and year first written above. CITY OF ELGIN, a municipal Downtown Neighborhood Association corporation By By anager eXeccc/WC recitlY Attest : 3-1414',"-ZZ. -Q-C.[.(.v..r -7- City Clerk F:\Legal Dept\Agreement\PSA-DRAFT FORM 1-06 WAC.doc -8- EXHIBIT A FOURTH OF JULY PARADE - SCOPE OF SERVICES FOR 2006 PURCHASE OF SERVICE AGREEMENT 1. The City of Elgin shall be recognized as the presenting sponsor of the Event and shall receive the benefits of sponsorship consistent with the level of support provided in this agreement. The City's support shall be acknowledged on all print materials as a presenting sponsor promoting the Event in press releases, radio advertising, web page information and event program(s) through the following mandatory funding identification statement: "The Downtown Neighborhood Association and the City of Elgin Presents the Annual Fourth of July Parade. " 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. 2 . 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. 3 . DNA shall provide all services for organizing, promoting and conducting the Event and all activities associated therewith such as soliciting o citing participants and marketing partners, and general coordination with appropriate City departments and other entities. 4 . The Event shall be conducted in the City of Elgin on July 4, 2006, commencing at 9: 00 a.m. at Douglas and Slade Avenues, continuing south on Douglas Avenue and ending at Highland Avenue, Elgin, Illinois . 5 . DNA shall provide, without cost to the City, the insurance required pursuant to Elgin Municipal Code Section 13 .25 . 070 naming the City as primary, non-contributory coinsured with the limits of not less than $1, 000, 000 combined single limit per occurrence for bodily injury and property damage with a general aggregate limit of not less than $2, 000, 000 . This insurance shall apply as primary insurance with respect to any other insurance or self-insurance to make it excess over other available insurance; alternatively, if the insurance states that it is excess or pro rata, it shall be endorsed so as to be primary respect to the City. -9- 6 . City shall be responsible for 15 port-o-lets, 4 hand washing units, installation of barricades, street sweeping, and 25 police officers to assist with the security of the Event. -10- • 2006 Elgin's 4th of July Parade Event Structure EVENT DATE: Monday, July 4th 2005 TIMES: Set Up Event Starts Event Ends Dismantle 6:00 am 9:00 am -12:00 pm —By 1:00 pm PARADE ROUTE —Following the 2005 route, the parade will start in the North East neighborhood, stepping off at the Northwest corner of Slade Street, continuing south on Douglas Avenue and ending at Highland Avenue in Downtown Elgin. PLANNING COMMITTEE: a volunteer leadership committee will support planning and execution of the 4th of July Parade event with direct coordination of DNA staff. Preparation of the event includes the process for registration of participants, searching for special entertainment, preparation of promotional & advertising materials, and coordination of volunteer needs, staging, and additional logistics for the day of the event. ✓ Volunteer Parade Committee: • Chairs: Kim Parsons, Kevin Sweeney. • Website: Bill O'Neal • Entertainment: Brenda Rodgers • Sponsorship: Jeff Allison • Grand Marshals: David Kaptain • NENA: Karen Mathews • Volunteers: Juan Silva • Logistics: Rich Pollack ✓ City of Elgin: Jane Gregory (Special Events), Sgt. Tom Olson (Elgin Police) ✓ DNA Staff: Norma Miess, Jennifer Benson V About 100 additional volunteers are expected with staging and overall safety development during the day of the event. SPONSORSHIP: The 4th of July Parade is made possible through the proactive partnership of the City of Elgin and the Downtown Neighborhood Association. ➢ The City of Elgin participation consists of support in coordination of services needed for the event (police, public works) and an agreement for a financial co-sponsorship contribution. The City of Elgin will be the only co-sponsor of the 4th of July and be recognized as presenting the event with DNA in all promotional materials. ➢ The Downtown Neighborhood Association will coordinate the planning and execution of the event with the support of the staff, volunteer committee and additional partners such as the Elgin Jaycees and the North East Neighborhood Association (NENA). DNA will also secure media sponsorship and additional support from the private sector through a sponsorship packet. REGISTRATION OF PARTICIPANTS: ➢ Registration packet: o 4-color brochure with information about date, time, Mayor's welcome/invite, event highlights, and parade rules and guidelines o Entrance form to complete by participants and requesting contact information for group and details about their participation in the parade along with insurance and legal requirements. ➢ Confirmation packet: mailed out to participants who completed the registration process with line up and staging information and directions to follow the day of the event. SPECIAL ENTERTAINMENT: recruitment of additional performers such as marching bands, drill and tumbling teams has been defined as important elements of the event. A list from past years as well as new leads help determines the final roster for paid and in-kind entertainment. To name some: ➢ Bands—marching and bag pipes -Elgin, Larkin, South Elgin, Proviso West Band, Tunes of Glory, others ✓ Drill Teams - Jessie White Tumbling Team, New Generation, others r Specialty performers -Native American Dancers, Ballet Folklorico, others r Children— clowns, magicians, and popular characters FLOAT COMPETITION - A group of volunteer judges will determine the winners in each of the three categories for a float competition. A banner identifying each winner in the categories of will announce the winning floats: Patriotism, Community Spirit and Creativity. Each winning float will be presented a plaque at the Council Meeting July 12th at 7 pm. EVENT PROMOTION - DNA will promote event as follows: • Presentations before City Council - To announce day of event, updates and Award float contest winners & thanks to sponsors and partners (after parade) • Parade Brochure & Application — to invite participants to register to participate in the parade and share details on parade rules and additional information. • Press Releases— regularly to announce, update information • Newspaper—English and Bilingual Newspapers —with editorial support, weekly ads ✓ Program-wrapper containing maps for route, parking locations, restrooms, etc. Published through local newspapers a week ahead and distributed during the day of event • WRMN 1410 AM Radio —live broadcast and announcements, ads, and interviews— 3-4 weeks ahead. ✓ Posters— l 1x17, approx. 300—in English and Spanish languages. r Street Banners—E. Highland Avenue and E. Chicago Street r DNA Communication Outlets—website, email, newsletters, etc. ✓ City Outlets — website, connections, water bill (with inserts prepared by DNA), bulletin board, newsletter, and other tools as they are available, etc. STAGING AREAS - The staging area will again follow similar layout as in 2005; taking place in the DC Cook parking lot, Slade Street, and Douglas/Cooper/Brooks Streets. Only registered participants will be allowed in the staging area. Volunteers will help participants line up in their respective position and to provide instructions as needed. WATER STATIONS—Water stations will be located throughout the Parade route on Douglas Avenue on the corners of Slade, Plum, and Ann Street, and in front of City Hall. The committee is discussing the opportunities for not for profit groups such as boy scouts to take charge of the water sale as a fundraising event for their groups. Water will be free for volunteers and for sale to public. Additional information will also be available at these stations to help spectators as needed (parking locations, restrooms, etc.). PARKING—Parking will be available and encouraged at several Downtown locations. An event program distributed through newspapers ahead will be produced with parking locations available during the Parade. The committee is working with Senior Services Associates for a partnership support with transportation of seniors to and from parking sites and potential activity before or after event. CITY SERVICES: the following services are requested as part of the Service Agreement with DNA: ✓ Police Support Services for traffic flow and directions and overall safety. Police Plan will be coordinated by The Elgin Police (Sgt. Olson) with details shared with committee at planning meetings. ✓ Public Works Support for street closures/barricades, trash & recycling containers, and port-o-lets. ✓ Promotional Support through all communication outlets available through the City such as website, newsletters, water bill packets, Parks & Rec. Dept., Centre's electronic board, etc. EVENT IMPACT — the 4th of July Parade will provide ALL sectors and groups in the community an opportunity to highlight their presence, programs, and services by participating in the Parade. The North East Neighborhood and the Downtown Neighborhood have a special opportunity to highlight the unique historic atmosphere and character of their neighborhoods. Downtown merchants and organizations have also an excellent opportunity to highlight theirs services (Info booth, coupons, etc.) and the growing vitality of downtown. 4 II OF JULY PARADE BUDGET PROJECTIONS SUMMARY OF CASH PROJECTIONS INCOME PROJECTIONS —cash AMOUNT City of Elgin Service Purchase of Service Agreement $ 13,680.00 Private Sector Sponsorship $ 16,000.00 TOTAL INCOME PROJECTIONS: $ 29,680.00 EXPENSE PROJECTIONS —cash AMOUNT ENTERTAINMENT Bands & Teams— marching, bag pipes, drill teams $ 6,000.00 Specialty Groups— Dancers, horses, , etc. $ 4,650.00 Children's characters, clowns, magicians $ 2,500.00 $ 13,150.00 PROMOTION &ADVERTISING Registration materials, notifications, media packet $ 1,500.00 Insert fliers, posters $ 1,500.00 Newspaper advertising, other ads $ 3,000.00 Additional Ads—other organizations $ 500.00 Street Banners, parade banners, signage $ 1,500.00 Program for the day of event $ 2,000.00 $ 10 000.00 ADMINISTRATION Event insurance, staff coordination, supplies, etc. $ 5,000.00 VOLUNTEERS T-Shirts, vests, plaques, breakfast, etc. $ 1,500.00 TOTAL EXPENSE PROJECTIONS: $ 29,650.00 SUMMARY OF IN-KIND PROJECTIONS SERVICES —CITY& DNA City of Elgin In-Kind Services (Police, Public Works, etc.) $ 14,674.00 DNA—Staff coordination $ 10,000.00 ENTERTAINMENT—additional performers Bands&Teams— marching, bag pipes, drill teams $ 2,000.00 Specialty Groups— Dancers $ 1,750.00 Children's characters, clowns, magicians $ 2,250.00 $ 6,000.00 PROMOTION & ADVERTISING Design Services $ 2,500.00 Printing discounts/sponsorships $ 2,500.00 Media Advertising $ 4,000.00 $ 9,000.00 VOLUNTEERS Volunteer time, businesses discounts/sponsorship $ 15,000.00 TOTAL IN-KIND PROJECTIONS $ 54,674.00 OF q,( FCC ¢G` .ti City of Elgin Agenda Item No. I ,,mac s May 19, 2006 ' TO: Mayor and Members of the City Council stumnl,;7 e+surr-,+rt l FROM: Olufemi Folarin, City Manager cstr+fret Cppnrrunities{o . 1;c:;,,.,,; RuthAnne K. Hall, Managemen Analyst SUBJECT: Downtown Neighborhood Association 4th of July Parade Purchase of Service Agreement PURPOSE The purpose of the memorandum is to provide information to the Mayor and members of City Council to consider a Purchase of Service Agreement with the Downtown Neighborhood Association (DNA) for the 4th of July parade. RECOMMENDATION The purpose of the memorandum is to provide information to the Mayor and members of City Council to consider a Purchase of Service Agreement with the Downtown Neighborhood Association(DNA) for the 4th of July parade in the amount of$29,754. BACKGROUND Since 2000, the DNA has carried the responsibility of the event planning and implementation of the 4th of July parade held in the City's downtown. Historically the City has provided a cash contribution as a co-sponsor for the event, plus assistance with labor and equipment from various City departments. The event will take place on Monday, July 4th, beginning at 9:00 a.m. The event will commence at the corner of Douglas and Slade Avenues and proceed south to the corner of Douglas and Highland Avenues. The 2006 Budget includes $13,680 for the event planning and implementation of the 4th of July Parade. DNA will also be seeking additional funding for the event from outside organizations. City funds will be applied to expenses related to securing marching bands, decorations, entertainment, promotion and other operational needs. DNA will be responsible for providing an accounting of how the $13,680 was expended upon conclusion of the event. This amount does !PI - DNA 4th of July Parade Purchase of Service Agreement May 19, 2006 Page 2 not include costs to the City for providing the necessary labor and equipment associated with the event. DNA has requested that the City provide services for the necessary labor and equipment for the event. It is estimated that the labor and equipment costs for the event will total $16,074. The following is a listing of the projected costs for the necessary labor and equipment. 1. Placement of barricades to block off streets from traffic: Estimated cost for the equipment is $439. In addition, it is estimated that it will take approximately 37 staff hours to install and remove the barricades for the event at an approximated cost of$944. The total estimated cost for the placement of barricades is $1,383. 2. Street Sweeping: Estimated cost for sweeping the street prior to and after the parade is estimated at $313, which includes $130 for the labor and $183 for the use of equipment. 3. Parks Labor: Estimated cost for four (4) workers to assist in set-up and clean-up of the event for a period of eight (8) hours at a cost of$54 per hour is $1,728. 4. Police Labor: Estimated cost of twenty-five (25) officers to assist with the security for the event for a period of seven (7) hours at a cost of$63 per hour is $11,025. 5. Port-o-lets and Handwashing Stations: Estimated cost for placement of 11 standard port- o-lets ($75 each), 4 handicapped port-o-lets ($100 each), and 4 handwashing units ($100 each) is $1,625. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None. FINANCIAL IMPACT (. 0.. , The total cost of the Purchase of Service Agreement with DNA is a not to exceed amount of 1 $29,754. Funds totaling $13,680 have been budgeted and are available for event planning and implementation of the 4th of July Parade by DNA in account number 275-0000-791.80-36, project number 030114. Police services will equal no more than $11,025 and will be charged to the General Fund, Police Department Overtime Employee Earnings, account number 010-2308- 731-01-02, project number 030114 where sufficient funds exist to pay for the personnel related overtime costs. A total of$2,247 will be allocated to the costs of port-o-lets, handwashing units, street sweeper, and barricades and will be charged to the General Fund, Miscellaneous Services, City Sponsored Events, Miscellaneous Supplies, account number 010-0801-709.45-99 where sufficient funds were budgeted and available. Cost of labor provided by the Public Works and Parks Departments for the event will equal $2,802 and will be charged to the General Fund, City Sponsored Events, Overtime Earnings, account number 010-0801-709.01-02 where sufficient funds were budgeted ($50,000) and available. DNA 4th of July Parade Purchase of Service Agreement May 19, 2006 Page 3 EGAL IMPACT vi\r/ None. ALTERNATIVES 1. Approve the agreement with the Downtown Neighborhood Association to organize the 4th of July Parade for a not-to-exceed amount of$29,754. 2. Do not approve the agreement with the Downtown Neighborhood Association to organize the 4th of July Parade for a not-to-exceed amount of$29,754. Respectfully submitted for Council consideration. RKH Attachments