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HomeMy WebLinkAboutAGENDA REPORT 2003 0219 CC REG ITEM 10Ci MOORPARK CITY COUNCIL` ` "J AGENDA REPORT TO: Honorable City Council FROM: Hugh R. Riley, Assistant City Manager' DATE: February 7, 2003 (CC Meeting of 2/19/03) SUBJECT: Consider Approval Of The 2003 Agreement For Services With The Moorpark Chamber Of Commerce BACKGROUND In past years, the City has contracted with the Moorpark Chamber of Commerce for, the provision of business development services for Moorpark's local businesses, and for marketing services for Moorpark. The contract for 2002 provided for a minimum number of hours for staffing an open office of eighteen (18) hours per week (3 days, 6 hours per day). The payment of $5,000 has been paid to the Moorpark Chamber of Commerce on a "direct billing" basis for specific services, particularly for the city pages to be included in the annual "Moorpark Chamber of Commerce Business and Community Guide" ( "Guide). DISCUSSION The proposed service agreement is attached for Calendar Year 2003 in the amount of $6,000. An additional $1,000 has been included in the recommended fee for services to cover increased costs associated with the Community and Business Directory and for City attendance at the annual installation event. The agreement also provides for fee adjustments consistent with Council policy to be approved at the City Manager's discretion for co- sponsored events. Specific services are listed in Exhibit A of the Agreement. j (30®98 Honorable City Council February 7, 2003 Page 2 Normally staff would recommend that payment under this service agreement be made monthly or at some point during the period covered. However, considering the Guide publication schedule and commitments required for events scheduled by the Moorpark Chamber of Commerce early in the year, staff recommends that ,$5, 000 be provided by the City based on this agreement be released upon its approval by the City Council and the additional $1,000 provided upon delivery of the 2003 -2004 Business and Community Guide to all businesses and residences in the City. STAFF RECOD&ONDATION Approve and authorize the City Manager Agreement for Services between the City Moorpark Chamber of Commerce. Attachment: Agreement to sign the 2003 of Moorpark and the 000099 2003 AGREEMENT FOR SERVICES THIS AGREEMENT, made and entered into this day of February, 2003 by and between the City of Moorpark, a municipal corporation located in the County of Ventura, State of California, hereinafter referred to as "CITY ", and the Moorpark Chamber of Commerce, a California Corporation, hereinafter referred to as "CHAMBER" W I T N E S S E T H WHEREAS, the City and Chamber have had an Agreemen- for Services in previous years; and WHEREAS, The City has budgeted $5,000.00 in Fiscal Year 2002/03 to fund activities and services provided by the Chamber. NOW, THEREFORE, The parties hereto do agree as follows: 1. Term of Aareement This agreement is effective February 1, 2003 and will continue in effect for twelve (12) consecutive months to January 31, 2004 unless sooner terminated as provided hereinafter. 2. Specific Services Chamber agrees to perform the services specified in Exhibit A. 3. Compensation The fees in full compensation to Chamber for the services rendered shall be as set forth in Exhibit A. 4. Termination This agreement may be terminated with or without cause by either party at any time with no less than 30 days written notice of such termination. 000.®® 5. General Conditions A. City shall not be called upon to assume any liability for the direct payment of any salary, wage or other compensation to any person employed by Chamber performing services hereunder for City. B. Chamber is and shall at all times remain as to the City a wholly independent contractor. Neither the City nor any of its officers, employees, servants or agents shall exercise control over the conduct of Chamber or any of Chamber's officers, employees or agents, except as herein set forth. Chamber shall not at any time or in any manner represent that it or any of its officers, employees or agents are in any manner employees of the City. C. Chamber agrees to submit to the City Manager: on or before September 1, 2003, a report describing the activities and results provided pursuant to this agreement for the six month period of February 1, 2003 through July 31, 2003; on or before March 1, 2004, a report describing the activities and results provided pursuant to this agreement for the six month period of August 1, 2003 through January 31, 2004; and, a report describing the activities for each succeeding six month period if this agreement is continued after January 31, 2004. D. Chamber shall hold harmless, indemnify and defend the City and its officers, employees,' servants and agents serving as independent contractors in the role of City Manager, Deputy City Manager, Director of Community Development or City Attorney from any claim, demand, damage, liability, loss, cost or expense, for any damage whatsoever, including but not limited to death or injury to any person and injury to any property, resulting from misconduct, negligent acts, errors or omissions of Chamber or any of its officers, employees or agents in the performance of this agreement, except such damage as is caused by -he sole negligence of the City or any of its officers, employees, servants or agents. 00 01 2 The City does not, and shall not, waive any rights that it may have against Chamber by reason of Paragraph E hereof, because of the acceptance by the City, or the deposit with the City, of any insurance policy or certificate required pursuant to this agreement. This hold harmless and indemnification provision shall apply regardless of whether or not said insurance policies are determined to be applicable to the claim, demand, damage, liability, loss, cost or expense described in Paragraph E hereof and whether or not any claim, demand, damage, liability, loss, cost or expense described in Paragraph E is covered by insurance. E. Chamber shall secure from a good and responsible company or companies doing insurance business in the State of California, pay for, and maintain in full force and effect for the duration of this agreement those policies of insurance required by this paragraph and shall furnish to the City Clerk of the City certificates of said insurance on or before the commencement of the term of this agreement. Notwithstanding any inconsistent statement in any of said policies or any subsequent endorsement attached hereto, the protection offered by the policies shall: 1) Name the City and its officers, employees, servants and agents serving as independent contractors in the role of City Manager, Assistant City Manager, Director of Community Development, City Attorney, or other official position as additional insured with Chamber. 2) Insure the City and its officers, employees, and agents while acting in the scope of their duties under this agreement against all claims, demands, damages, liabilities, losses, costs or expenses arising from, or in any way connected with, the performance of this agreement by Chamber or the City. 3) Bear an endorsement or have attached a rider whereby it is provided that, in the event of cancellation or amendment of such policy for '*'rte 3 000 re, any reason whatsoever, the City shall be notified by mail, postage prepaid, not less than ten (10) days before the cancellation or amendment is effective. Chamber shall give City ten (10) days written notice prior to the expiration of such policy. 4) Be written on an Occurrence Basis. F. Consistent with the provisions of Paragraph E, Chamber shall provide general public liability including property damage insurance in an amount not less than one million dollars ($1,000,000.00) per occurrence and annual aggregate. G. Consistent with the provisions of Paragraph Chamber shall provide workers' compensation insurance as required by the California Labor Code. If any class of employees engaged by Chamber in work under this agreement is not protected by the workers' compensation law, Chamber shall provide adequate insurance for the protection of such employees to the satisfaction of the City. H. It is understood and acknowledged by the parties that Chamber is uniquely qualified to perform the services provided for in this agreemenr.. Chamber shall not assign this agreement or any of the rights, duties or obligations hereunder. I. Payment to Chamber shall be made by City in accordance with the applicable provisions of Exhibit A. J. Any notice to be given pursuant to this agreement shall be in writing, and all such notices and any other document to be delivered shall be delivered by personal service or by deposit in the United States mail, certified or registered, return receipt requested, with postage prepaid, and addressed to the party for whom intended as follows: 4 300 To: City of Moorpark 799 Moorpark Avenue Moorpark, CA 93021 ATTN: City Manager To: Moorpark Chamber of Commerce 225 West Los Angeles Avenue Moorpark, CA 93021 ATTN: Chair of the Board Either party may, from time to time, by written notice to the other, designate a different address that shall be substituted for the one above specified. Notices, payments and other documents shall be deemed delivered upon receipt by personal service or upon deposit in the United States mail. K. Nothing contained in this agreement shall be deemed, construed or represented by the City or Chamber or by any third person to create the relationship of principal or agent, or of a partnership, or of a joint venture, or of any other association of any kind or nature between the City and Chamber. L. This agreement constitutes the entire agreement of the parties concerning the subject matter hereof and all prior agreements or understandings, oral or written, are hereby merged herein. This agreement shall not be amended in any way except by a writing expressly purporting to be such an amendment, signed and acknowledged by both of the parties hereto. M. No waiver of any provision of this agreement shall be deemed, or shall constitute, a waiver of any other provision, whether or not similar, nor shall any such waiver constitute a continuing or subsequent waiver of the same provision. No waiver shall be binding, unless executed in writing by the party making the waiver. N. In the event any action, suit or proceeding is brought for the enforcement of, or the declaration of any right or obligation pursuant to this agreement or as a result of any alleged 5 0 0O�04 breach of any provision of this agreement, the prevailing party shall be entitled to recover its costs and expenses, including reasonable attorney's fees, from the losing party, and any judgement or decree rendered in such a proceeding shall include an award thereof. O. Cases involving a dispute between the City and Chamber may be decided by an arbitrator if both sides agree in writing, with costs proportional to the judgement of the arbitrator. P. This agreement is made, entered into, executed in Ventura County, California, and any action filed in any court or for arbitration for the interpretation, enforcement or other action of the terms, conditions or covenants referred to herein shall be filed in the applicable court in Ventura County, California. Q. The captions and headings of the various Articles and Paragraphs of this agreement are -or convenience and identification only and shall no- be deemed to limit or define the content of t-e respective Articles and Paragraphs hereof. R. In the performance of the terms of this Agreement, Chamber agrees that it will not engage in, nor permit such subcontractors as it may employ, to engage in discrimination in employment of persons because of the age, race, color, sex, national origin or, ancestry, or religion of such persons. 6. Responsible Individual The individual directly responsible for Chamber's overall performance of the agreement provisions herein above set forth and to serve as principal liaison between City and Chamber shall be the Chair of the Board. Upon mutual written agreement of the parties, other individuals may be substituted in the above capacity. 0G+ * .1.05 0 7. City's Agent The Moorpark City Manager, or his designee, shall have the right to review all work to be performed by the Chamber pursuant to this agreement, and shall be the City's agent in this matter. City of Moorpark: Steven Kueny City Manager ATTEST: Deborah S. Traffenstedt City Clerk Moorpark Chamber of Commerce: Elad Goren Chair of the Board (°001-®6 7 Exhibit A SPECIFIC SERVICES AND COMPENSATION In addition to those items specified in the agreement, Chamber agrees as follows: 1. To provide and maintain for the duration of the Agreement a minimum of 3 days per week, 4 hours per day paid staffing and an answering machine or service to receive messages when the office is closed to coordinate Chamber activities, including Chamber sponsored community events; responding to public inquiries; and other Chamber responsibilities as determined by Chamber. 2. Within the term of the Agreement, publish a 2003/2CC4 edition business and community directory of all known businesses in the City, regardless of Chamber membership, and provide for general distribution of 11,000 copies o= the directory to City residences and businesses wichou-:� charge. Chamber may utilize information from City's business registration program to augment this effort and shall provide information to verify data. The City shall_ have final editorial authority for any conten-s of a publication that pertain to the City, its projects, activities and programs including any and all photographs to be published. 3. Sponsor the following activities or events: • Seminars, workshops and resource services to enhance and promote the retail business sector of Moorpark. • Sponsor activities that serve to promote -he commercial /industrial sector of Moorpark. • Sponsor a major event to provide networking and promotional exposure opportunities for all sectors of business and industry in Moorpark. 4. Recognize City co- sponsorship or support of any of these events in promotional literature and other pu;o =ic information. 5. Provide at no cost to the City up to 15 attendees at Annual Installation dinner. 001:'107 City agrees as follows: 1. Provide information to Chamber from City's business registration listing and other information on an as needed basis about City activities and projects 2. Provide the Chamber a payment of $5,000 upon execution of this agreement by both parties and $1,000 upon delivery of 2003/2004 Business and Community Guide to all businesses and residences in the City. 3. As determined by City Manager consistent with City Council policies, co- sponsor Chamber events and reduce or waive fees consistent with such co- sponsorship. a0.UAIGS