HomeMy WebLinkAbout20110303.tiff RESOLUTION
RE: APPROVE LETTER OF AGREEMENT FOR 2011 10-COUNTY BUDGET
CONFERENCE AND AUTHORIZE CHAIR TO SIGN - RESORTQUEST
BRECKENRIDGE AND KEYSTONE
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with a Letter of Agreement between the
County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld
County, and ResortQuest Breckenridge and Keystone, commencing upon full execution, with
terms and conditions being as stated in said Letter of Agreement, and
WHEREAS, after review, the Board deems it advisable to approve said Letter of
Agreement, a copy of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of
Weld County, Colorado, that the Letter of Agreement between the County of Weld, State of
Colorado, by and through the Board of County Commissioners of Weld County, and
ResortQuest Breckenridge and Keystone be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized
to sign said Letter of Agreement.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 26th day of January, A.D., 2011.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLO DO
ATTEST: y
arbara Kirkmeyer air
Weld County Clerk to the Board
C� gL, � ' 'Sean P.(JrC� on�ray, Pro-Tem
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Deputy Clerk to the Bow f
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r 1 William F. Garci
APP D A • M: EXCUSED
David E. Long
ounty Attorney EXCUSED
Douglas Rademacher
Date of signature:
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January 20, 2011
Ms. Barbara Kirkmeyer
Weld County Government
10 County Budget Conference 2011
915 10th Street
Greeley, CO 80631
Dear Barbara,
It is certainly a pleasure to finalize arrangements for the 10 County Budget Conference. The entire staff at
ResortQuest Breckenridge look forward to serving your group over the dates of September 21—23, 2011
at Main Street Station and River Mountain Lodge.
Barbara, please take a moment to look over the enclosed Letter of Agreement. If all appears in order, please
initial your acceptance on each page, sign the last page and send the full document to my attention along with
your deposit. Please note that these arrangements have been held on a tentative basis through January 28,
2011 pending your signature, Upon receipt of the signed Letter of Agreement, we will be delighted to hold
these arrangements on a definite basis which will protect the guest room accommodations and
meeting/banquet space identified for your group as listed on the Letter of Agreement.
Thank you for selecting Main Street Station as your host. One of our Sales Coordinators will be contacting
you shortly to discuss any further details. In the meantime, please feel free to contact me at any time. Again,
thank you for your business.
Yours Truly,
Brigitte Bortolon
Brigitte Bortolon
Sales Manager
2011-0303
Letter of Agreement
between
ResortQuest Breckenridge& Keystone
and
Weld County - 10 County Budget Conference 2011
January 20,2011
TO: Ms.Barbara Kirkmeyer
Weld County
915 l0rh Street
Greeley, CO 80631
Phone: 970-498-7011
E-mail: bkirktnever@dco.wc1d.co.us
FROM: Brigitte Bortolon
Group Sales Manager
ResortQuest Breckenridge& Keystone
505 South Main Street
P.O. Box 2009
Breckenridge, CO 80424
Phone: 970-547-5999
Fax: 970-453-0463
E-mail: bbortolrmi(i4resortquest.com
GUEST ROOM ACCOMMODATIONS
There are 196 confirmed room nights. Please advise your guests that check-in time is 4:00 PM and checkout
time is 12:00 PM. Guests arriving prior to 4:00 PM will be assigned accommodations as they become
available.
GROUP BLOCK: MAIN STREET STATION
DAY: WE TH RM. NTS. RATE: TOTAL REV:
DATE: 9/17 19/18
Studio 9 9 18 $123.00 $2,214.00
1 bedroom 25 25 50 $142.00 $7,100.00
2 bedroom 5 5 I0 $180.00 $1,800.00
TOTALS: 39 39 78 $11,114.00
GROUP BLOCK: RIVER MOUNTAIN LODGE
DAY: WE TH RM. NTS. RATE: TOTAL REV:
DATE: 9/17 9/18
Hotel Premium 19 19 38 $97.00 $3,686.00
1 bedroom 25 25 50 $116.00 $5,800.00
TOTALS: 44 44 88 $9,486.00
These rates are net, non-commissionable and arc subject to the current city and state tax of 11.68% plus
7.85% service fee. Rates are based on single or double occupancy. Children 18 years of age and younger stay
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free provided they use existing bedding. The group rates stated in the contract will be honored 3 days prior
and 3 days after the conclusion of the event, based on availability.
Weld County is tax-exempt. If tax exempt, a current tax-exempt form must be attached to this
document. No contract will be considered tax-exempt without a current tax-exempt documentation
form on file. Only room nights and F&B charges posted to the Master Bill will be tax exempt.
Please note that stays of less than two nights will be subject to additional cleaning fees as follows:
Hotel: $15.00 Studio: $25.00 One Bedroom:$35.00 Two Bedroom: $55.00
COMPLIMENTARY ACCOMMODATIONS
ResortQuest Breckenridge will provide one (1) complimentary Main Street Station Studio for every 50 room
nights actually occupied on a cumulative basis. This complimentary room has an approximate value of
$164.00. These rooms must be applied to a specific room and individual and can not be applied towards your
master account. All parking and in-room interne( usage shall be free of charge.
GUEST ROOM CHARGES
It is our understanding that your guests will pay all their own charges per individual policy.
EARLY DEPARTURES/LATE ARRIVALS
Early departures and/or late arrivals will be charged the contracted nightly rate for the entire reserved stay.
BILLING
Upon approval of the contract, a Master Account (the "Master Account") will be established. 30 days prior
to the Arrival Date, the Group must notify the Hotel in writing of the following:
(a) The names of persons whose guestroom accounts are to be billed to the Master Account.
(b) Functions and any other accommodations to be billed to the Master Account.
(c) The name(s) of the person(s) or authorized person(s) who have the authority to post
charges to the Master Account.
(d) Full payment of guest room and food and beverage charges will be due 30 days prior to
arrival unless with an approved credit application.
30 days after receipt of Master bill, the outstanding Master Account balance will accrue interest at the
rate of 1 '/2°% per month.
RESERVATION PROCEDURE
It is our understanding that reservations will be made on an individual basis directly with ResortQuest
Reservations Department by calling toll free, 877-496-0652 or email your request to
sumtnitreservations@resortquest.com. All individual reservations should be made no later than 45 days
prior to group arrival. All space will be released on August 7, 2011 ; rooms will then be available on a space
and rate availability basis only.
ROOM DEPOSIT & CANCELLATION
Individual Room Deposit Policy: A deposit equivalent to 1st nights rent and 7.85%/o reservation fee is
due at the time of making your reservation. Balance of total reservation rent is due 14 days prior to arrival.
ResortQuest reserves the right to charge credit cards on payment dates. The group remains bound,however,
by the cancellation and attrition policies in the contract.
Individual Cancellation Policy: Individual reservations cancelled 14 days or more prior to arrival will
forfeit 100/u of initial deposit plus 7.85% service fee. Cancellations after final payment will result in a loss of
100% of rent plus 7.85°/a% reservation fee. If unit rebooks,individual will be liable for 10% of rental revenue
and 7.85%% reservation fee. If a refund is due, payments will be made by method payment was received.
The group remains bound,however,by the cancellation and attrition policies in the contract.
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FUNCTION SPACE AND RATES
The Group requests the following function space:
DAY DATE FUNCTION ROOM SET-UP #PPL TIME SPACE FEE
Wed 9/21 Welcome Independence Rounds 90 5:00pm- 8:00pm $100.00
Reception Ballroom
Wed 9/21 Meeting Independence Rounds 90 I:00pm-5:00pm $100.00
Ballroom
Thu 9/22 Meeting Independence Rounds 90 7:00am-5:00pm
Ballroom
Thu 9/22 Meeting Executive Exisiting 10 8:00am-10:00pm
Board Room
Fri 9/23 Meeting Independence Rounds 90 7:00am-12:00pm
Ballroom
TOTAL $200.00
Function space is assigned according to the number of persons guaranteed to attend. ResortQuest
Breckenridge & Keystone reserves the right to reassign meeting space to accommodate both the Group and
all other groups or parties who are using ResortQuest Breckenridge & Keystone facilities during the Group's
official meeting dates. The Group agrees to promptly notify ResortQuest Breckenridge & Keystone of any
changes in its function space requirements. The group will supply a preliminary agenda at time of signed
contract,and a final agenda is to be provided 60 days prior to arrival.
To assist you in planning for your event, the following contact information will be useful: Harvest Catering
will handle your function space set-up details —including Audio/Visual, Food and Beverage arrangements at
970-453-7028. They are considered the finest caterer in Breckenridge. A manager from Harvest Catering will
contact you to discuss details. Our Concierge at 970-453-4000 x3209 will also contact you to discuss potential
off-site group activities and other services.
**Please note that Harvest Catering does have the exclusive catering contract with Main Street
Station and all food&beverage in meeting rooms must be provided by Harvest Catering**
REDUCTION OR CHANGES OF ROOM BLOCK
Total projection of Guestroom cost is $20,600.00. All room rates are net and not inclusive of taxes, service
fee, or commissions.
* We agree to allow for a 50% reduction (41 Units) in the above figure between now and
45 days prior to arrival.
* Should there be at any time a reduction of more than 50%, the difference in Units will
will be posted to the Master Account.
GROUP DEPOSIT PROCEDURE/SCHEDULE
In order to secure the function space and sleeping rooms, an initial deposit of $2,250.00 ($50.00 per unit
based on 41 units and a non-refundable function space rental of$200.00) is due at the time of signing this
agreement.
$50.00 per unit will be credited to the master account for each unit actually picked up under the room block,
up to a maximum of 41 units.
Food & Beverage Schedule of Deposits:
Fifty-percent 50%of the estimated DEC is due (14) days prior to arrival.
Sub-Total remaining balance of the estimated BEO is due (72) hours prior to arrival
Total balance due of the actual finalized BEO is due two (2) weeks post departure.
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All checks should be made payable to ResortQuest. Please be sure to include your group's name and
meeting dates to ensure proper credit. If you would like to charge your deposit to your credit card, please
provide the following information:
Credit Card# expiration
Name on Credit Card
Signature of Authorization
CONTRACT CANCELLATION POLICY
Total Estimated Guest Room Revenue is$20,600.00.
• An entire group cancellation occuring 0 to 45 days prior to arrival would result in the forfeiture of
100% of the initial deposit.
• An entire group cancellation occuring 45 to 181 days prior to arrival would result in the forfeiture of
75%of the initial deposit.
• An entire group cancellation occuring 181-365 days prior to arrival would result in the forfeiture of
50%of the initial deposit.
All cancellation monies are due 30 days after notification in writing to ResortQuest. ResortQucst can not be
held responsible for acts of God.
BELL SERVICE
When 10 or more guests arrive at the same time, there will be a $12 per person round-trip portage fee
charged to the master account. All special requests for luggage handling and / or shuttle transportation to
individual units will result in a $12 per person round-trip fee applied to the master account.
Private shuttles can be chartered during a group's stay at$150 per hour, 3 hour minimum required. On-call
10 person shuttles are provided for all guests of Main Street Station,but cannot be guaranteed for private
group movements.
The Group Service Coordinator must know of all special requests and transportation needs 30 days prior to
arrival to ensure proper staffing.
HOUSEKEEPING
For stays of 6 nights or less,units are serviced with clean towels and trash removal every other day during the
stay. Bookings of 7 or more nights will receive a mid-week clean, fresh sheets,vacuum, towels, and trash
removal in the middle of the stay, as well as the clean towels and trash removal every other day during the
stay.
Additional housekeeping can be purchased for minimal fees. Please contact your ResortQuest Sales Manger.
No housekeeping services may be added within 14 days of arrival.
No pets are allowed in any ResortOuest Breckenridge accommodations,
GROUND TRANSPORTATION
Colorado Mountain Express and Premier VIP Transportation, proudly serving Summit County since 1982,
are the transportation specialists for your group. Services include:
o Scheduled shuttle or charter service between Denver International Airport and any ResortQuest
Breckenridge& Keystone properties
o Charter service between Eagle Airport and any ResortQuest Breckenridge&Keystone properties
o Motorcoach service between Denver International Airport and any ResortQuest Breckenridge &
Keystone properties
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o Private car service between Denver International or Eagle Airports and any ResortQuest
Breckenridge&Keystone properties
o Meet and greet services
o Local transportation in and around Summit County
o Convenient airport check-in counter and friendly porters to assist with your luggage
Please contact 1-877-496-0652 to make your reservation. Rates are based upon availability at the time of
booking and are subject to change.
GENERAL PROVISIONS
All notices and communications requited to be given under this contract shall be in writing and shall be faxed
or sent postage prepaid,return receipt requested to the address set forth on Page 1 of this contract for the
party to whom the notice of communication is to be sent,or to such other address as either party may
designate in writing to the other. In any legal proceeding of any nature involving the interpretation,
construction,application,or enforcement of any of the terms of this contract,the prevailing Party shall be
entitled to an award for reasonable attorneys'fees incurred in connection with the preceding. This contract
shall be governed by and construed in accordance with the laws of the State of Colorado. If any provision of
the Contract is unenforceable under applicable law,the remaining provisions shall continue in Cub force and
effect. This contact may be executed in one or more counterparts,each of which when fully executed,shall
be deemed to be an orginial,and all of which shal be deemed to be the same agreement. No waiver of any
breach of either Party to this contract of any term,condition,or obligation set forth in this contact shall be
deemed a waiver of the same or simihr breach thereafter. By executing the contract,the Group consents to
the exercise of personal jurisdiction over the Group by the courts of the State of Colorado. The parties agree
that the venue of any action involving or arising under this contract shall be in the State of Colorado. This
contract and any attachments constitute the entire contract between the Parties with respect to the subject
matter hereof and shall supersede all previous proposals both oral and written,negotiations,representations,
conuniunenta, and other communications between the Parties. This contact may not be released,
discharged, changed or modified except in writing and signed by duly authorized representatives of both
Parties.
RETURN OF CONTRACT
Please return the contract and deposit by January 28,2011. If we do not receive the contract by the above
date,we will be unable to continue to hold your space. Should we have another group request your space
prior to your return date,you will be given 24 hours to sign the contract. When signed by representatives of
both parties, this contract will constitute a binding contract between the Weld County Commissioners
Office and ResortQuest Breckenridge.
P E SIGN AND RETURN THIS a-,
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2011Kai
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Ms.Barbara Kirkmeyer Date B tte Bo°lon Date
Weld County BOCC croup Sala Ma
RcsortQuest B - -
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