HomeMy WebLinkAbout20230922.tiffRESOLUTION
RE: APPROVE INVOICE AND CONTRACT FOR TENT RENTALS FOR PIG AND CATTLE
SHOW RINGS FOR 2023 WELD COUNTY FAIR AND AUTHORIZE CHAIR TO SIGN -
BOULDER TENT AND EVENT RENTALS
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 an Invoice and Contract for Tent Rentals
for the Pig and Cattle Show Rings at the 2023 Weld County Fair between the County of Weld,
State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf
of the CSU Extension Service of Weld County/Fair Board, and Boulder Tent and Event Rentals,
commencing July 17, 2023, and ending August 4, 2023, with further terms and conditions being
as stated in said invoice and contract, and
WHEREAS, after review, the Board deems it advisable to approve said invoice and
contract, 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 Invoice and Contract for Tent Rentals for the Pig and Cattle
Show Rings at the 2023 Weld County Fair between the County of Weld, State of Colorado, by
and through the Board of County Commissioners of Weld County/Fair Board, on behalf of the
CSU Extension Service of Weld County, and Boulder Tent and Event Rentals, be, and hereby is,
approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized
to sign said invoice and contract.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 3rd day of April, A.D., 2023.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST:d�,d7`,„ G: .[to;,,k,
Weld County Clerk to the Board
ounty •rney
Date of signature: ON/I I /2S
Mike Freeman, Chair
Pro-Tem
cc : Fx(HS /cA)
0461/2.3
2023-0922
EX0030
BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
PASS -AROUND TITLE: Weld Coutnty Fair - Boulder Tent Contract
DEPARTMENT: Extension DATE: 03.23.23
PERSON REQUESTING: Jenette Masarie/ Hannah Swanbom
Brief description of the problem/issue:
Weld County Fair Board has approved to rent 2 tents for the Pig and Cattle Show Rings from Boulder
Tent Rentals for the 2023 Fair.
What options exist for the Board? (include consequences, impacts, costs, etc. of options):
Contract is attached, the total amount for 2 tents is $35,000. The Board has factored this into their
budget.
Recommendation:
Weld County Fair Board recommends to rent 2 tents from Boulder Tent Rental for the Pig and Cattle
Show Rings during the 2023 Fair. This has already been approved by Legal.
Perry L. Buck, Pro-Tem
Mike Freeman, Chair
Scott K. James
Kevin D. Ross
Lori Seine
Approve Schedule
Re mmendation Work Session
Other/Comments:
2023-0922
64/05 U0030
Karla Ford
From:
Sent:
To:
Subject:
Yeti approve
Kevin Ross
RosK"
Tuesday, March 28, 2023 8:15 AM
Karla Ford; Scott James
+fie Fleese Reply - Fair Tent PA
From: Karla Ford <kford@weld.gov>
Sent: Tuesday, March 28, 2023 8:00:18 AM
To: Kevin Ross <kross@weld.gov>; Scott James <sjames@weld.gov>
Subject: Please Reply - Fair Tent PA
Please advise if you approve recommendation. Thanks!
Karla Ford R
Office Manager, Board of Weld County Commissioners
1150 0 Street, P.O. Box 758, Greeley, Colorado 80632
:: 970.336-7204 :: kford@weldgov.com :: www.weldoov.cam :.
**Please note my working hours are Monday -Thursday 7:00a.m.-5:00p.m.**
Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed
and may contain information that is privileged, confidential or otherwise protected from disclosure. If you have received this communication in error, please
immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of
this communication or any attachments by anyone other than the named recipient is strictly prohibited.
From: Jenette Masarie <jmasarie@weld.gov>
Sent: Friday, March 24, 2023 10:07 AM
To: Karla Ford <kford@weld.gov>
Cc: Hannah Swanbom <hswanbom@weld.gov>
Subject: Pass Around
Importance: High
Hi Karla!
Please see attached Pass Around for Boulder Tent Rentals, agreement and the invoice to go with it. If this can be done as
quickly as possible, please! This has already been reviewed by legal.
Jenette Masarie
Weld Count,
Phone : 970-400-2069
Mobile: 970-590-2099
Email: JmasarielR,seld0ov.com
525 N. 15th Ave
Greeley, CO 80615
Weld County Fair 2023
#F6A56F72
RENTAL CONTRACT TERMS AND CONDITIONS
For good and valuable consideration, you and Peak Event Partners, Event Productions and affiliated companies, agree as
follows:
As used herein, "Rented Item(s)" or "Items" means the "Items Rented" to you, as identified on the first page of this contract;
"Lessee", "you" and "your" mean the customer on first page of this contract; and "Lessor", "we", "us", "our" or "PEP" mean Event
Productional, LLC, a Colorado limited liability company, d/b/a "Peak Event Partners"; additionally, "Pl" refers to the first page of
this Contract.
1. TITLE AND OWNERSHIP. The leased equipment shall, always, be and remain the sole and exclusive property of Lessor. Lessee shall have
only the rights to use the equipment in accordance with the terms of this agreement. Lessor shall have the right to display notice of its
ownership of the equipment by display of an identifying stencil, plate or other marking and Lessee agrees that it will not remove or cover
such markings without the written permission of Lessor. n is expressly intended and agreed that the equipment shall be personal property
even though it maybe affixed or attached to real estate. The equipment shall not be removed from the place of delivery or installation
without the expressed written permission of Lessor. Movement of equipment to a second location constitutes an additional rental & shall
be charged as such.
2. PAYMENT. Lessee agrees to rent the Rented Item(s) from PEP for the period specified on P1 ("Event Dates') , and to pay PEP the rental
rate(s) set forth on Pl, together with any other charges accruing hereunder, without proration, reduction or discount. until the Rented
Item(s) is/are returned to and accepted by PEP. Rental rates are for normal use of the Rental Items on a daily basis. The Rent rates will
increase for any additional time or use. Allowance will be made for period(s) or nonuse over weekend or holiday closures. You agree to
pay PEP: (a) any Deposit specified on P1 (or if none, SO% of the Total listed on P1) upon reservation; and (b) at least 30 days prior to the
Event Date commences, 100% of the remaining Total Amount Due. You agree that: (a) PEP may deduct any amount you owe us from any
Prepayment; and (b) no Prepayment or Deposit will be deemed a limit of your liability under or in connection with this Contract.
3. CANCELLATION POLICY. If your event is cancelled more than 30 days prior to your originally scheduled delivery or customer
pick-up date, PEP may, but will not be obligated to, refund a portion of you Deposit. Prepayments are otherwise non-
refundable. If items are cancelled 15 days prior to the date of delivery or customer pick-up, a 50% cancellation charge will
apply (excluding: tents and tent accessories). If items are cancelled less than 14 days prior to the date 0 delivery or customer
pick-up, a 100% cancellation charge will apply. Cancellations made after the delivery of your rentals, installation of equipment,
or pick-up of the rental items from our warehouse will forfeit all payments. Anything with, in or on any Rented Items upon
return will, at our option, be deemed surrendered or abandoned
4. EQUIPMENT
1. INSPECTION. Lessee acknowledges that they have had an opportunity to personally inspect the equipment and finds it
suitable for their needs and is in good condition. Lessee understands the equipment's proper use. Lessee further
acknowledges Lessee is responsible to inspect the equipment prior to its use and to notify Lessor of any defects.
2. REPLACEMENT OF MALFUNCTIONING EQUIPMENT. If the equipment becomes unsafe or in disrepair for any
reason, Lessee agrees to discontinue use and to notify the Lessor. Lessor will repair or replace the equipment with
similar equipment in good working order if available and if the defect is the result of normal use. Lessor is not
responsible for any incidental or consequential damages caused by delays or otherwise and Lessee hereby waives any
right or entitlement thereto.
3. WARRANTIES. Lessor is not the manufactuPEP of the rented property and not the agent of the manufactuPEP and no
warranty against patent or latent defects in material workmanship or capacity is given, and Lessee expressly waives all
such warranties of fitness which may be accorded by law or otherwise. There are no warranties of merchantability or
fitness, either expressed or implied. There is no warranty that the equipment is suited for Lessee's intended use, or that
it is free from defects and ail such warranties of fitness, or otherwise, are expressly and specifically waived by the
Lessee.
4. ASSIGNMENT, SUBLEASES AND LOANS OF EQUIPMENT. The Lessor may assign its rights under this contract without the
Lessee's consent but will remain bound by all obligations herein. The Lessee may not sublease or loan the equipment without the
Lessor's written permission. Any purported assignment by the Lessee is void.
5. CLEANING. China, Glassware and Flatware must be returned rinsed and re -packed properly in boxes or racks
provided or additional charges will be assessed. Special cleaning deposits will be charged on BBQ Grill and Cooking
Equipment.
6. DIRTY OR DAMAGED EQUIPMENT. Lessee agrees to pay for any damage to rented equipment regardless of cause,
except reasonable wear and tear, while equipment is out of possession of Lessor. Lessee does agree to pay a
reasonable cleaning charge for all equipment returned dirty. Accrued rental charges cannot be applied against the
purchase or cost of repair or damaged goods. Rental equipment damaged beyond repair will be paid for by Lessee at
its Replacement Cost when rented. The cost of repairs will be borne by the Lessee, whether performed by the Lessor
or at the Lessor's Option by others.
5. LINENS. Peak Event Partners, Event Productions and affiliated companies strive to provide the Lessee with a consistent
product in good quality condition. Reasonable care must be assumed by the lessee to assure that damage or loss does not
occur to linens including skirting and napkins. Return all items dry and free of waste. The Lessor (PEP) utilizes your credit card
on file as a damage deposit. Your card will be charged for any damages or loss to linen including other equipment.
1. DAMAGE TO LINEN. Includes misuse, rips, mildew, cigarette or other burns including scorch marks, candle wax,
chocolate or other stains that cannot be removed by our professional laundry service.
2. INSPECTION. Table linens are inspected prior to pick-up and upon return. Lessee will be notified of any potential
damage or missing items. After the items have been cleaned by the laundry department, any permanently damaged
Rems will be charged at our cost to your card on file and lessee can keep the same as though it were a sale if they so
desire.
3. LINEN CARE. Linens must be protected from burns and stains when utilizing flames such as canned heat or candles,
or when using fountains. Place a barrier between linen and these items such as plastic, a doily, glass or trivet. Shake
out all crumbs, flowers, greens, etc, to avoid any stains. Do not roll up or place wet linens in any bag — mildew will
,esult. Simply leave the linens in the provided linen bag or hang them back on the hangers provided. Lessee is
,esponsible to ensure all linens are free of additional decor or knots before return.
6. TENTS AND UMBRELLAS. Tents and umbrellas provide temporary shelter from the sun, light breezes less than 20 MPH, or as a decorative
venue. Tents and umbrellas are not intended to provide complete protection from the wind, rain, snow, or other storms. If PEP deems that
weather conditions or other acts of natural weather are unsafe before your rental items are loaded on the truck, the Lessee will receive a
full deRsit in a refund. If, after your items are loaded and/or delivered to your site and conditions prohibit installation, half of your deposit
will be -efunded. It is the responsibility of the lessee to take reasonable appropriate action to reduce the damage to tents and umbrellas.
1. MATERIAL. All tents are subject to stretching and retracting of up to 5% of listed sizes and although all tents have been
mpregnated with waterproofing compound, no tents are guaranteed to be waterproof and are to be considered
:emporary shade structures. Lessee agrees not to use any form of tape on tents, walls, or the frames — the adhesive
degrades the fabric and leaves residue.
z. COOKING. Lessee agrees not to do any type of cooking under or within a reasonable distance of the tent. Lessee
assumes full responsibility and casts incurred for damage and/or cleaning expense to tent tops due to cooking
arocesses under or near the tents.
3. ELECTRIC POWER AND LIGHTING. Lessee agrees to furnish Lessor access to and the right to use Lessee's electrical
and power lines for the installation and operation of the rented equipment.
4. WEATHER RELATED RISKS. Lessee assumes all weather -related risks involved in holding an outdoor tented event.
Lessor will endeavor to minimize said risk, however, should the tenting become unusable due to high wind, snow, rain,
loading, extreme cold or heat or any other factor beyond Lessor's control, Lessee shall still be liable for payment in full
of all charges. Tents are not safe in lightning storms or high winds. Evacuate all guests to a safe area. Watch for
approaching inclement weather. Water and snow loads on tents are dangerous. Use a push broom to push canvas up
:o allow runoff of snow or water puddling, which can cause collapse or tent or umbrellas.
5. JMBRELLA TABLES. It is suggested that umbrellas and umbrella tables remain closed when no in use.
7. PBRMI-S AND LICENSES. All tents meet applicable fire codes. Some municipalities require tent permits for larger than 400
sq. ft. Lessee shall at its own expense and prior to the installation of the equipment, provide all necessary permits, licenses and
other consents.
e. DELVIERy/PICK UP. Delivery is made (within 10 feet) to the closet point PEP trucks can park. Extra charges will result in deliveries to
upstairs, elevator use or any point where extra time is involved. This service does not include set up and knock down of tables and chairs.
If this service is required, arrangements should be made several days prior to delivery with a special charge quoted. If no arrangements are
matte and this service is desired on delivery, our driver must call for authorization. If time permits, we will try to accommodate you, after
quotinc the price. On pick-up where no prior arrangements have been made and equipment is not knocked down and assembled in one
shelteaed area, tables and chairs will be left until the next day when a special crew can be scheduled. There will bean additional one -day
rental fee. A knock -down fee will result if equipment is still up.
9. PREPARATION OF SITE. Lessee agrees to have the site upon which the equipment is to be erected, free and clear of all
obstacles, natural and man-made, prior to arrival of the PEP's work crew. Lessee further agrees to have all tents cleared for
removal prior to the work crew's arrival. All non -leased equipment and decorations shall be cleared and taken from site. If
Lessee fails to do so, then Lessee shall pay all costs involved for any delay, and all costs including collection and legal
experre.
STAKES/BALLAST. All tents must be secured down. Do not remove stakes/ballast, guy lines, or other equipment used
to secure the tent.
2. UNDERGROUND FACILITIES. Lessee agrees to have all Underground Facilities, near the equipment installation, clearly marked
prior to the arrival of PEP'S work crews. Lessee assumes full responsibility for damage to all Underground Facilities. To identify
Underground Facilities, Lessee must call one week prior to installation. This service is provided for free by callino 1-800-922-1987.
10. TIME OF RETURN. Lessee's right of possession terminates on the expiration of the rental period and retention of possession
after tt-is time constitutes a material breech of Lessee's obligations under this contract Time is of the essence in this
agreement. Any extension must, at the Lessor's election, be mutually agreed upon in writing.
11. RETURN OF EQUIPMENT. At the termination of this agreement, Lessee shall return all the equipment to Lessor's premises
during Lessor's regular business hours, in the condition and repair as when delivered to Lessee, subject only to reasonable
wear aid tear. Lessee shall be liable for all damages to or loss of the equipment occurring because it was not returned within
Lessor's regular business hours. If Lessor has agreed to deliver the equipment to Lessee or to pick up the equipment from
Lessee, Lessee shall be responsible far all losses or damage to the equipment from time of delivery to Lessee and until picked
up 1y Lessor.
12. THEFT OF EQUIPMENT. The Lessee agrees to pay for equipment (at its replacement cost when rented) for all types of theft or
mysterious disappearances. Damage Waiver does not cover theft. Warning: Obtaining rental items by threat, deception or
otherwise without the consent of the owner and/or failure to return items can, in certain circumstances, be considered theft, es
paid by Lessor in defending suit and actions involving liability covered by the indemnification provision in this paragraph.
13. INSPECTION BY LESSOR. Lessor shall always have the right to enter any premises where the equipment may be located for
purposes of inspecting it, observing its use, or removing it from Lessee's premise.
14. DAMAL,E WAIVER. A damage waiver is charged on all rentals. The damage waiver is a one-time, non-refundable charge to
cover the lessee against accidental damage and avoid additional charges. Damage waiver does not cover failure to return
equipment, negligent, misuse, abuse, vandalism, malicious mischief, mysterious disappearance or use of drugs and alcohol.
Damage waiver is not insurance or a warranty.
16. COLLECTION COSTS. The lessee agrees to pay all reasonable collection attorney(s) and court fees, and other expenses involved in the
collection of dtarges or enforcement of the Lessor's rights under this contract, 18% annual interest will be charged beginning the day
equipment is due to be returned if payment in full is not received.
17. EMERGENCY CONTACT. Call 888-531-7235 eM. 9
undefined
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
Mike Freeman, Chair APR 0 3 2023
Client Signature
ATTEST: C/ „`"
Weld Co. ty Clerk to Boar
BY:
Boulder Tent 8 Event Rentals Signature
��., IRS
DeutyCl)k t0th,'oai
Quote
Remit Payment To:
'E' I BOULDER TENT I
WE'VE GOT `CCU COVERED
Boulder Tent & Event Rentals
(970) 663-7368
4775 Paris St.
Denver, CO 80239
Order Info INVOICE #F6A56F72
Weld County Fair 2023
Order Start Sat, Jul 22, 2023 09:00 AM CDT
Order End Mon, Jul 31, 2023 05:00 PM CDT
Delivery Address Delivery Contact Info
Fair Grounds
501 N. 14th Ave
Greeley, CO 80631
Drop Off
Window
Mon, Jul 17, 2023 09:00
AM CDT
Through
Thu, Jul 20, 2023 05:00
PM CDT
Pick Up Tue, Aug 01, 2023 08:00
Window AM CDT
Through
Fri, Aug 04, 2023 05:00
PM CDT
Qty Item
Price Subtotal
60 ASPHALT PLUGS
1 Liri 18m x 35m ET
1 18m x 40ar ET
32 LIGHT, PAR 38
6 FAN, FLOOR, 36"
FAN, VERSA KOOL
4 12"
Misc Tool Rental -
1 Jack Lilt
$30.001 Each $1,800.00
$17,820.00 /
Each $17,820.00
$20,412.00
Each $20,412.00
$40.00 / Each $1,280.00
$60.00 ! Each $360.00
$45.00 !Each $180.00
$1,500.00 /
Each $1,500.00
Item(s) Subtotal
$43,352.00
At Items in Order $43,352.00
Customer
Bridget Holcomb
(970) 371-7598
holcomb. bridget@gmail.com
17590 County Road 40
LA SALLE, CO 80645
Purchases in Order
Delivery / Pick Up Cost
Current Vendor
Sponsorship
Diamond Level Sponsorship
Damage Waiver Fee
$0.00
$460.00
-$4,335.20
-$9,000.00
-$2,104.78
$4,335.20
Subtotal
Tax
Additional Taxes
$32,707.22
$2,292.78
$0.00
Total Due $35,000.00
Billing
All Items in Order
Purchases in Order
Delivery / Pick Up Cost
Current Vendor
Sponsorship
Diamond Level Sponsorship
Damage Waiver Fee
$43,352.00
$0.00
$460.00
-$4,335.20
-$9,000.00
-$2,104.78
$4,335.20
Subtotal
Tax
Additional Taxes
$32,707.22
$2,292.78
$0.00
Total Due
Final Balance Due
Due Date
Amount Remaining
Notes
$35,000.00
$35,000.00
07/08123
$35,000.00
Mon, Jan 09, 2023 12:45 PM CST
60 x 120 on Pavement
60 x 135 on Grass
Contact Bridget prior to arrival AND Strike 970.371.7598
INVOICE AND CONTRACT FOR TENT RENTALS FOR PIG AND CATTLE SHOW RINGS
FOR 2023 WELD COUNTY FAIR - BOULDER TENT AND EVENT RENTALS
AP ROVED AS TO SUBSTANCE:
iecte
d Official, Department Head, or Deputy Department Head
APPROVED AS TO FUNDING:
goo).
Chief Financial Officer, or Controller
APPROVED AS TO FORM:
711410,44-"
County Attorney
02A23— D9c2A
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