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HomeMy WebLinkAboutE-07 Staff Report - Womans Club RFP 2017CONSENT ITEM E-7 TO: THE HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: DON PENMAN, INTERIM CITY MANAGER FROM: JOE JACOBS, DIRECTOR OF RECREATION AND FAMILY SERVICES DATE: SEPTEMBER 18, 2017 SUBJECT: AUTHORIZATION TO SOLICIT REQUEST FOR PROPOSALS TO PROVIDE CATERING SERVICES AT THE AZUSA WOMAN’S CLUB SUMMARY: In 1999, the City of Azusa began to contract with an in-house, exclusive caterer for the Azusa Woman’s Club. This was done due to no longer having City staff available to show the Azusa Woman’s Club to interested renters, nor having Staff available for set-up, tear-down and clean up purposes. This arrangement has proven to be successful. Due to the current expiration of the three year contract plus two, one year extensions, it is now time to once again solicit Requests for Proposals (RFP) for catering services at the Azusa Woman’s Club. The proposed action authorizes Staff to solicit a RFP for professional hall rental/catering services for the Azusa Woman’s Club. RECOMMENDATION: Staff recommends the City Council take the following action: 1) Authorize Staff to solicit a Request for Proposals (RFP) for professional hall rental/catering services for the Azusa Woman’s Club. BACKGROUND: The current facility license and event scheduling services agreement with the current caterer, the Bashful Butler, will expire on November 30, 2017. The Bashful Butler, has been the designated caterer since the inception of the current three year contract, commencing on December 1, 2012, and ending on November 30, 2015. As per Section VI, under General Provisions, the contract was extended an additional two years, and is scheduled to expire November 30, 2017. As this productive and mutually beneficial agreement is coming to a close, it is now time to put a new three year contract into place. Staff is seeking authorization to solicit a RFP. APPROVED COUNCIL MEETING 9/18/2017 Approval of Soliciting Request for Proposals for Catering Services at the Azusa Woman’s Club September 18, 2017 Page 2 FISCAL IMPACT: There is no fiscal impact associated with the recommended actions. However, the revenue return to the City in this collaborative agreement, as well as the custodianship of the facility, is critical to the success and daily operation of the Azusa Woman’s Club facility. Prepared by: Reviewed and Approved: Lenore Gonzales Joe Jacobs Recreation Supervisor, Senior Services Director of Recreation and Family Services Reviewed and Approved: Reviewed and Approved: Louie F. Lacasella Don Penman Senior Management Analyst Interim City Manager Attachments: 1) Request for Proposals - Catering Services at the Azusa Woman’s Club THE CITY OF AZUSA NOTICE INVITING SEALED QUALIFICATIONS FOR PROFESSIONAL HALL RENTAL/CATERING SERVICES FOR AZUSA WOMAN’S CLUB NOTICE IS HEREBY GIVEN that separate sealed Qualifications will be received at the City Clerk Office, 213 E. Foothill Blvd., Azusa, CA 91702, phone number (626) 812- 5229 until 10:00 a.m. on Tuesday, October 17, 2017 at which time they will be given to staff to review for provision of the following: CONTRACTING OF RENTALS/CATERING SERVICES FOR THE AZUSA WOMAN’S CLUB Detailed information and specifications may be obtained from Lenore Gonzales, Recreation Supervisor/Senior Services at the Azusa Senior Center, 740 N. Dalton Avenue, Azusa, CA 91702, and phone number (626) 812-5115. Said specifications, proposal forms and contract documents are hereby referred to and incorporated herein, and made a part hereof by reference and all proposals must strictly comply therewith. All proposals must be on forms furnished by the City of Azusa, sealed and clearly identify the proposal title, proposer name, and address. The City of Azusa reserves the right to reject any and all proposals and to waive minor irregularities, or disqualify any proposals that contain false or misleading information, accept any proposals or portion thereof, and to take all proposals under advisement for a period of (30) days. No bid surety is required. The City of Azusa hereby notifies all proposers that it will affirmatively ensure that in any contract entered into pursuant to this invitation will not be discriminated against on the grounds of race, color, sex, or national origin in consideration for the award. All persons responding to this invitation shall be aware that their proposals are deemed public records and may be subject to disclosure upon request. INSTRUCTIONS TO BIDDERS NOTICE TO BIDDERS The City of Azusa (“Azusa”) is seeking qualified proposals from entities willing to coordinate rental schedule and catering service at the Azusa Woman’s Club at 1003 N. Azusa Ave., in Azusa, CA. The caterer must be capable of offering guidance and additional services to the renter to enhance their special day/event. The hall shall be rented per City Council guidelines and the approved fee schedule with a check for said rental being made payable by the renter to “The City of Azusa” for use of the hall. Additional services offered by this coordinator will be contracted separately by the coordinator according to packages approved by City Staff and with their knowledge. Qualified proposals will be rated on a point value with strong consideration being placed on similar experience. The City is seeking to select a contractor to serve the City for a three year term that may be renegotiated for two extensions of one year each. The City Council shall decide in its sole and absolute discretion whether to grant a contract, at all, even if there are more qualified bidders. The City shall have the sole and absolute discretion to determine whether it will subsequently seek future bids for coordinating the rentals of the Azusa Woman’s Club. CONTRACT TERMS AND CONDITIONS In granting any facility contract, the contractor must agree to inter a contract agreement and comply with the Municipal Code of the City of Azusa (“City Code”) as a condition of receiving the contract. Copies of these items are included with this package. The City reserves the right to reject any and all proposals and to waive minor irregularities, or disqualify any proposal that contains false or misleading information. LICENSES AND PERMITS The contractor must comply with all terms and conditions of Articles 1 of Chapter 18 of the City code. In particular, the contractor must comply with all city of count y and state standards, and must at the time it makes a proposal to the City and throughout the time that the contractor provides coordination services to the City, possess all other permits, or licenses required by the City or any other local county, state, or federal agency to operate its rental/catering business set forth in Article 1 of Chapter 18 of the City code or the terms and conditions outlined in these “Instructions to Bidders”. The contractor must keep the facility clean and in proper order at all times. In particular, the Azusa Woman’s Club kitchen, the appliances, cooking and serving ware, and utensils. The contractor must comply with all L.A. county Department of health rules and regulations, and must maintain a letter grade of A, with a score of 95% or better. (1) INTERPRETATION OF PROPOSAL AND DOCUMENTS If any person contemplating submission of a proposal for the contract is in doubt as the true meaning of any part of the scope of services, or other proposed contract documents, or finds discrepancies in, or omissions from the proposal, he/she may submit to Lenore Gonzales, Recreation Supervisor/Senior Services, a written request for an interpretation or correction thereof. The person submitting the request will be responsible for its prompt delivery. Any interpretation or correction of the proposed document shall be made only by addendum duly issued and copy of such addendum will be mailed or delivered to each person receiving a set of such documents. The City will be responsible for any other explanation or interpretation of the proposed documents. LEGAL RESPONSIBILITIES All proposals must be submitted, files, made, and executed in accordance with State and Federal laws relating to proposals for contract of this nature whether the same are expressly referred to herein or not. Any person submitting a proposal shall by such action thereby agree to each and all terms, conditions, provisions, and requirements set forth, contemplated, and referred to in scope of service, contract documents, and to full compliance therewith. DELIVERY OF PROPOSAL Proposals may be mailed or delivered by messenger. However, it is the proposer’s responsibility alone to ensure delivery of the proposal to the hands of the City Clerk, prior to the proposal opening hour stipulated in the “Notice Inviting Sealed Qualifications”. Late proposals will not be considered. Proposals shall be enclosed in a sealed envelope, plainly marked on the outside, “Azusa Woman’s Club Rental & Catering Service” and shall be delivered to the City Clerk’s office at 213 E. Foothill Blvd., Azusa CA 91702. WITHDRAWL OF PROPOSALS A proposal may be withdrawn by a written request signed proposer. Such request must be delivered to the City Clerk, prior to the proposed opening hours stipulated in the “Notice Inviting Sealed Qualifications”. The withdrawal of a proposal will not prejudice the right of the proposer to submit a new proposal, providing there is time to do so. AWARD OF CONTRACT Issuance of the Request for Qualifications and receipt of proposals does not commit the City to award a contract. The City reserves the right to reject any or all proposals, to accept any proposal, or portion thereof, to waive any irregularity, or disqualify any proposal that contains false or misleading information, and to take the proposals under advisement for the period of time stated in the “Notice Inviting Sealed Qualifications”, all as may be required to provide for the best interest of the City. In no event will an award be made until all necessary investigations are completed as to the responsibility and qualifications of the proposer to whom the award is contemplated. (2) ADDENDA OR BULLETINS All proposers are advised as to the possibility of issuance of addenda affecting the items, scope, or quantity of work required for this service. Each proposer shall be fully responsible for informing themselves as to whether or not any such addenda have been issued. The effect of all addenda to the contract documents shall be considered in the proposal, and said addenda to the contract documents and shall be returned with them. Failure to cover in the proposal any such addenda issued may render the proposal irregular and may result in its rejection by the City. INSURANCE Prior to the commencement of the Rental/Catering Services, the contractor shall provide the City certificates of insurance with original endorsements, and copies of policies, if requested by the City, of the following insurance, with Best’s Rating Report Class A or better carriers: 1) Worker’s Compensation Liability Insurance: Covering all employees and principals of the franchisee, in a minimum amount of $1,000,000 per accident, effective per laws of California. Listing the City of Azusa, 213 E. Foothill Blvd., Azusa CA 91702, as additional insured. 2) Commercial General Liability Insurance: Covering third party liability risks, including without limitation contractual liability, in a minimum amount of $1,000,000 combined single limit occurrence for bodily injury, personal injury, and property damage. Or commercial liability insurance of other form with a general aggregate limit. Listing the City of Azusa, 213 E. Foothill Blvd., Azusa CA 91702, as additional insured. 3) Commercial Automobile Liability and Property Insurance: Covering any owned and rented vehicles of contractor in a minimum of $1,000,000 combined single limit per accident for bodily injury and property damage. Listing the City of Azusa, 213 E. Foothill Blvd., Azusa CA 91702, as additional insured. Said policy or policies shall be enclosed to state that coverage shall not be suspended, voided, canceled by either party, or reduced in coverage or in limits except (30) days prior notice has been given in writing to the City. The contractor shall give to the City prompt and timely n otice of any claim made in suit instituted arising out of the contractor’s operation hereunder. (3) CITY OF AZUSA PROPOSAL RESPONSE FORM FOR CONTRACTING OF RENTALS & CATERING SERVICES FOR THE AZUSA WOMAN’S CLUB Bidders are required to complete all required pages and return the proposal packet in a sealed envelope, plainly marked on the outside “RENTALS & CATERING SERVICES FOR THE AZUSA WOMAN’S CLUB”, to the City Clerk’s Office, 213 E. Foothill Blvd., Azusa California 91702, by no later than 10:00 a.m. on Monday, October 17, 2017. TO: CITY OF AZUSA, ATTN: LENORE GONZALES, RECREATION SUPERVISOR, SENIOR SERVICES. FROM: __________________________________________________________________ Company Name _______________________________________________________________________________ Address ________________________________ ____________________________________ Phone Number Fax Number ________________________________ ____________________________________ Authorized Signature Title ________________________________ ____________________________________ Print Name Date ________________________________ ____________________________________ Contact Person Federal Tax Identification Number Bidder acknowledges by signature and agrees to be bound by the terms and conditions set forth in the proposal documents. Failure to comply with the aforementioned may result in disqualification of the proposal. The above-signed agrees to provide a service to the City of Azusa for Rentals & Catering Services for the Azusa Woman’s Club with the conditions set forth in the attached documents in detail without exceptions other than by mutual agreement. (4) PROPOSAL DOCUMENTS REQUIRED ATTACHMENTS REFERENCES 1. Proposal Response Form. 2. Declaration of years of continuous operation under current name and past names. 3. To verify stated qualifications, the contractor must provide three (3) written references and an additional three (3) telephone contacts references with the proposal. 4. Proofs of insurance requirements (copies of certificates are sufficient proof at time of proposal. 5. Copy of business license (permit to operate in the City of Azusa required at time of contract inception for selected contractor). 6. Sample Service Package demonstrating the type of food, beverage and amenities that may be provided by the contractor when working with prospective customers. 7. Copies of the last (2) two health inspection reports. 8. A sample of the cleaning check-off list for the facility. (5) EVALUATION AND SELECTION PROCESS In the event of a tie, the Recreation Supervisor/Senior Services shall recommend the proposer with the most continuous years of comparable service. Proposals shall be rated according to their completeness and scored using the Caterer Qualifications Rating Chart. CATERER QUALIFICATION RATING CHART CATEGORY: POINTS POSSIBLE: POINTS AWARDED: Years of Operation: (total) 10 Reference Requirement: 10 Proof of Insurance: 5 Proof of Business License: 5 Sample Service Package: (including sample menu) 5 Last (2) Health Reports: (only A grades need apply) 10 Sample of cleaning check off list for facility: 5 Supply List of Catering & Banquet Equipment (glassware, serving ware, linens, etc.) 5 Totals: 55 points possible (6) AZUSA WOMAN’S CLUB INFORMATIONAL SHEET Overview The Azusa Woman’s Club is located at 1003 N. Azusa Ave. in the beautiful City of Azusa. The restored Woman’s Club is an elegant setting for wedding receptions and special occasions. The Spanish style building has a beautiful patio and will accommodate (250) guests. Our in-house caterer will provide delicious meals and appetizers for these gatherings. Hours of Operation for Events Rental hours of operation are as follows: 8:00 a.m. – 10:00 p.m. – Sunday thru Tuesday 8:00 a.m. – midnight – Fridays & Saturdays Kitchen The Azusa Woman’s Club kitchen is equipped with the following, industrial style appliances/equipment: Ice machine, dishwasher, refrigerator, freezer, stove, oven, storage cabinets, wooden block island. Dining/Assembly Room The beautiful, high beamed, air-conditioned, gathering place, has wooden floors, and is equipped with the following: (250) blue - upholstered chairs, a public address system, a speaker’s podium, a quaint bridal room, and an attractive stage is available for entertainment. Restrooms Nicely decorated restrooms are available for men & women. Outdoor Patio A charming outdoor space is also available for ceremonies and mingling. MANDATORY WALK-THROUGH OF THE AZUSA WOMAN’S CLUB FACILITY A MANDATORY informational meeting will take place in the lounge, on Tuesday, September 26, 2017 at 6:00 p.m.. This will be a good opportunity to walk-through the facility and for the interested potential contractor to ask questions regarding the Azusa Woman’s Club facility. CONTRACT SERVICES AGREEMENT HALL RENTAL & CATERING/BAR SERVICES FOR THE AZUSA WOMAN’S CLUB THIS AGREEMENT (hereinafter the “Agreement”) is made this1st day of December 2017 (the “Effective Date”) by and between the CITY OF AZUSA, a California municipal corporation (the “City”) and ____________________________________________________________________ (the “Contractor). The City and the Contractor are sometimes hereinafter referred to as “Party” and hereinafter collectively referred to as the “Parties”. RECITALS A. The Contractor desires and intends to perform and assume responsibility for the provision of certain services, as hereinafter described, on the terms and conditions set forth herein. B. The City desires and intends to contract for such services on the terms and conditions set forth herein. NOW, THEREFORE, in consideration of the mutual covenants and conditions contained herein, the City and the Contractor agree as follows. SCOPE OF SERVICES AND OPERATIVE PROVISIONS SECTION 1 ENGAGEMENT AND SERVICES ON THE CONTRACTOR 1. ENGAGEMENT OF CONTRACTOR: The City hereby engages the Contractor, subject to the terms and conditions set forth in this Agreement, to perform the services set forth in Section IV (the “Services”). The Contractor agrees to perform the Services in accordance with the terms and conditions of this Agreement. 2. PERFORMANCE OF THE CONTRACTOR: The Contractor accepts the relationship of trust and confidence established between the City and the Contractor by the terms of this Agreement. The Contractor covenants with the City to furnish its best skill, judgement, and efforts and to cooperate with the City in their performances of the Services. 3. THE CONTRACTOR’S PERSONNEL: The Contractor shall provide adequate and experienced administrative, management, food service preparation and server, personnel, to perform the services for the Hall Rental & Catering Services for the Azusa Woman’s Club. 4. THE CONTRACTOR’S RESPONSIBILITIES FOR COSTS AND EXPENSES: The Contractor shall be responsible for all costs and expenses incurred relative to his/her employees in connection with the performance of the Services, including, without limitation, payment of salaries, fringe benefit contributions, payroll taxes, withholding taxes and other taxes and levies. Telephone and document reproduction expenses may be shared with the City. (1) SECTION II RESPONSIBILITIES OF THE CONTRACTOR 1. PERSONNEL: The Services shall be performed by Contractor or under his/her supervision. The contractor represents that it possesses the professional and technical personnel required to perform the Services. The City retains the Contractor on an independent contractor basis and the Contractor is not an employee of the City. Personnel performing the Services on behalf of the Contractor shall at all times be under the Contractor’s exclusive direction and control. The Contractor shall pay all expenses in connection with the performance of the Services, including, without limitation, salaries, fringe benefit contributions, payroll taxes, withholding taxes and other taxes or levies and all other amounts due, such as personnel, or due others as a result of the connection with their performance of the services. 2. COOPERATION/PROJECT ADMINISTRATOR: The Contractor shall work closely and cooperate with the City’s designated Project Administrator. This Agreement will be administered on behalf of the City by the Project Administrator, or his/her designee, shall be the principal officer of the City for liaison with the Contractor, and shall review and give approval to the details of the Services as they are performed. The City designates Lenore Gonzales, Recreation Supervisor/Senior Services as it’s Project Administrator, and reserves the right to appoint another person as Project Administrator upon written notice to the Contractor. 3. TIME OF PERFORMANCE: The Contractor shall perform the Services in a timely manner in accordance with direction from the Project Administrator. The Contractor must be able to provide the following: • Must be available, during set, regular business hours, to show the Azusa Woman’s Club to potential clients. • Must be available, during set, regular business hours, to meet with clients, to discuss arrangements and details of the client’s upcoming event(s). • Must be available to meet with city personnel, at times within short notice, to discuss the Azusa Woman’s Club, facility walk-throughs, etc. • Must be available to meet with Los Angeles County Health Inspectors at the Azusa Woman’s Club, during announced and unannounced inspection visits. The selected caterer must be able to respond in person, immediately. • Please note: The Azusa Woman’s Club will not be available for rentals on Wednesdays or Thursdays. • Please note: The Azusa Woman’s Club will not be available the first weekend through the second (2nd) weekend in October due to the City of Azusa, Golden Days activities. If days during this period should become available the Contractor will be given ample notice in an effort to utilize these days for rental purposes, with the exception of Wednesdays and Thursdays. 4. CITY POLICY: The Contractor shall discuss and review all matters relating to the Services with the Project Administrator in advance of all critical decision points in order to ensure that the Services proceed in a manner consistent with the goals and policies of the City. 5. CONFORMANCE TO APPLICABLE REQUIREMENTS: All aspects of the provision of the Services by the Contractor shall at all times conform to applicable city, county, state, and federal requirements and be subject to approval of the Project Administrator and the City. (2) 6. INDEMNIFICATION: The Contractor shall indemnify, defend, and hold harmless the City, it’s elected officials, officers, employees and agents against, and will hold and save each of them, harmless from any and all actions, claims, damages to persons or property, penalties, obligations to liabilities that may be asserted to claimed by any person, firm, entity, corporation, political subdivision, or other organization arising out of or in connection with the provision of the Services by the Contractor, operations, or in connection with the provision of the Services by the Contractor, operations or activities of the Contractor, it’s agents, employees or subcontract provided for herein, whether or not there is concurrent passive or active negligence on the such actions, claims, damages to persons or property, penalties, obligations or liabilities arising from the sole negligence or willful misconduct of the City, it’s elected officials, officers, agents, servants, or independent contractors who are directly responsibility of the City and in connection therewith: A. The Contractor will defend any action or actions filed in connection with any said claims, damages, penalties, obligations, or liabilities, and will pay all costs and expenses, including attorney’s fees incurred in connection therewith. B. The Contractor will promptly pay any judgment rendered against the Contractor or the City covering such claims, damages, penalties, obligations, or liabilities, arising out of connection with such services, operation, or activities, or the Contractor hereunder; and the Contractor agrees to save and hold the City harmless there from. C. In the event the City is made a party to any action or proceeding filed or prosecuted against the Contractor for such damages or other claims arising out of or in connection with the work, operations or activities of the Contractor hereunder, the Contractor agrees to pay the City any and all costs and expenses incurred by the City in such actions or proceedings, together with reasonable attorney’s fees. 7. STANDARD OF CARE, LICENSES: The Contractor represents and warrants that it shall keep in effect all appropriate licenses, permits, and other approvals during the term of this Agreement. 8. INSURANCE: Without limiting the Contractor’s indemnification of the City, the Contractor shall obtain and maintain at its own expense at all times during the term of this Agreement a policy or policies of liability insurance of the type and amounts described below and satisfactory to the City, in its sole and absolute discretion. Such policies shall be signed by a person authorized by the insurer to bind coverage on its behalf, and certificates evidencing such insurance must be filed with the City prior to exercising any right or performing the Services under this Agreement. Said policies shall add as insured the City, its elected officials, officers, employees, and agents for liability rising from the Contractor’s services as described herein: (3) A. Prior to the commencement of the Services, the Contractor shall provide to the City certificates of insurance with original endorsements and copies of policies, if requested by the City, of the following insurance, obtained from carriers rated in Best’s Rating Report as Class A or better. 1. Workers’ Compensation Insurance covering all employees and principals of the Contractor, in a minimum amount of $1,000,000 per accident, effective per the laws of the State of California. 2. Commercial General Liability insurance covering third party liability risks, including without limitation contractual liability, in a minimum amount of $1,000,000 combined single limit per occurrence for bodily injury, personal injury, and property damage. If commercial general liability insurance or other form with a general aggregate limit is used, either the general aggregate shall apply separately to this project, or the general aggregate limit shall be twice the occurrence limit. 3. Commercial Automobile Liability and Property Insurance covering any owned and rented vehicles of Contractor in a minimum amount of $1,000,000 combined single limit per accident for bodily injury and property damage. 4. General Liability Insurance: Vendor shall maintain general liability insurance with coverage at least as broad as Insurance Services Office from CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standards ISO “insured contract” language will not be accepted. If alcohol is sold during the permitted activity, coverage must include all full liquor liability. Agency, its officers, officials, agents, and employees shall be included as additional insureds on the policy. B. Said policy or policies shall be endorsed to state the coverage shall not be suspended, voided, canceled by either party, or insurance reduced in coverage or in limits except after (30) days’ prior notice has been given in writing to the City. The Contractor shall give to the City prompt and timely notice of all claims made or suits instituted arising out of or related to the Services or the Contractor’s performance hereunder. The Contractor shall also procure and maintain, at its own cost and expense, any additional kinds of insurance which in its own judgment may be necessary for its proper protection and performance of the Services. C. The Contractor shall include subcontracting consultants, if any, as insured under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverage for each subcontractor shall be subject to the requirements stated herein. D. The Contractor shall list the City of Azusa, 213 E. Foothill Blvd., Azusa CA 91702, as additional insured, along with endorsement(s), on all insurance certificates/policies. 9. PROGRESS The Contractor shall keep the Project Administrator and/or his/her duly authorized designee informed on a regular basis regarding the status of Services, activities performed and planned hereunder. 10. SCHEDULING The Contractor shall book a minimum of thirty (30) events at the Azusa Woman’s Club. The calendar shall be coordinated to allow for certain weekend evening events organized by the City and non-profit organizations. (4) SECTION III SPECIFIC ADDITIONAL RESPONSIBILITIES OF CITY 1. The City shall work with Contractor to coordinate scheduling and payments for set-up and clean-up for events which Contractor has booked under the guidelines of this agreement. 2. The City shall pay utility bills, phone bills, Health Department License, quarterly cleaning fees, janitorial service, and other fees or bills currently associated with the expenses of the Azusa Woman’s Club facility. 3. The City shall maintain the exterior grounds and continue to complete interior maintenance as needed and in cooperation with the Contractor. 4. The City shall make appropriate referrals to Contractor to maximize schedule of booked events benefiting both parties. 5. The City will continue to work with non-profit organizations to hold events at the Azusa Woman’s Club. A minimum number MAY be allowed on Saturday evenings. 6. The City will coordinate with Contractor regarding specific dates desired to be available for City and/or non-profit organization events. SECTION IV SPECIFIC ADDITIONAL RESPONSIBILITIES OF THE CONTRACTOR 1. The Contractor shall target to guarantee a minimum of thirty (30) events per City Council approved fee schedule. Such guarantee includes “showing” the facility and working with prospective renter to create a package of services that may be offered by the Contractor. 2. The contractor shall forward the facility rental check, made payable to “The City of Azusa” to the project Administrator and/or his/her duly appointed designee. 3. Any and all Service Packages offered by the Contractor shall be separate from the Hall Rental Agreement with payment for such services being made directly to the contractor. 4. Contractor’s Service Package(s) shall be reviewed and approved by the City prior to being offered to the public. 5. At least one (1) Service package offered by the Contractor will include a Mexican style menu. At least one Service package offered by the Contractor will include a Country BBQ style menu. 6. The Contractor shall provide appropriate staff for all events scheduled by Contractor. Staffing shall include set-up, teardown, and clean-up of the Azusa Woman’s Club facility, leaving the facility clean and in order for the next event. Staffing shall include appropriate security for the events. (If separate, Security Guards are hired when alcohol will be part of an event. The Security Company must be in a possession of a current City Business License). Security requirement is identified in City Municipal Code, section 18-375. (5) 7. Contractor shall maintain regular office hours in the Azusa Woman’s Club or at their personal place of business in order to show the facility, book reservations, and plan events which will take place in the Azusa Woman’s Club with customers and potential customers. The Contractor must also be available for un-announced health inspection visits by the Los Angeles County Department of Health. At times, within a five minute notice by the inspector. 8. Contractor shall be able to repair, replace, or augment furnishings and/or amenities as needed to maintain a high level of service to customers. Project Administrator must approve all changes/additions in advance. 9. Contractor shall maintain, at own expense, a phone line on the premises for business use. Contractor will be responsible for monthly phone bills. 10. Contractor agrees to provide free catering services for two mutually agreed upon City sponsored (or staff) events annually. 11. Contractor will be equipped with a wide variety of selection in the area(s) of: linen selections, table ware, glass ware, portable appliances, decorative accents, etc., in an effort to provide a high quality of service. 12. Contractor will furnish the Azusa Woman’s Club with thirty, 60’ round tables, five 6ft. oblong tables, and five 8 ft. oblong tables. 12. Contractor will submit a check-off list before and after each event, showing the walk- through process of facility between client and Contractor’s staff. This report will show compliance and/or lack of compliance and will determine whether the security deposit, partial security deposit or no security deposit, will be returned to the client. The check off list must be delivered to the Azusa Senior Center by the next business day, or faxed to (626) 969-5611, Attn: Jennifer Retana, Senior Administrative Technician. (6) SECTION V GENERAL PROVISIONS 1. TERM. This Agreement shall commence on Friday, December 1, 2017 and terminate on Monday, November 30, 2020, unless terminated sooner in accordance with the terms of this Agreement. At the end of this term, said contract may be extended, renewed, or renegotiated by mutual agreement for a maximum of two, one year extensions. 2. SUBCONTRACTOR The Contractor shall bot subcontract any portion of the services except as expressly stated herein, without prior written consent of the City. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. 3. NOTICES All notices required hereunder shall be given in writing to the following address or such address as the parties may designate by written notice: To The City: Lenore Gonzales, Recreation Supervisor/Senior Services Azusa Senior Center 740 N. Dalton Avenue Azusa CA 91702 To Contractor: ______________________________________________ ______________________________________________ ______________________________________________ 4. ATTORNEY’S FEES AND COSTS. If any legal action or other proceeding is brought for the enforcement of this Agreement or because of an alleged dispute, breach, default or misrepresentation in connection with any provisions of the Agreement, the successful or prevailing party shall be entitled to recover reasonable attorney’s fees and other costs. Incurred in that action or proceeding, in addition to any other relief to which it may be entitled. 5. ENTIRE AGREEMENT. This Agreement contains the entire agreement of the City and the Contractor and supersedes any prior verbal or written statements or agreements between the City and the Contractor. No supplement, modification, or amendment of the Agreement shall be binding unless executed in writing by both parties. (7) IN WITNESS WHEREOF, the parties hereto have accepted and made and executed this Agreement upon the terms, conditions, and provisions set forth above as of the Effective Date. “CITY” “CONTRACTOR” By: ____________________________ By: ______________________________ Mayor, City of Azusa Title: ______________________________ Date: ____________________________ Date: ______________________________ ATTEST: By: _____________________________ City Clerk, City of Azusa Date: _____________________________ APPROVED AS TO FORM: ____________________________________ City Attorney ____________________________________ Date (8)