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Home My WebLink About20212440.tiffRESOLUTION RE: APPROVE CONTRACT FOR USE OF ISLAND GROVE REGIONAL PARK EVENT ROOM FOR EMERGENCY MANAGEMENT IMMERSION COURSE AND AUTHORIZE CHAIR TO SIGN - CITY OF GREELEY 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 Contract for Use of Island Grove Regional Park Event Room for Emergency Management Immersion Course between the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Department of Emergency Management, and the City of Greeley, commencing September 27, 2021, and ending September 29, 2021, with further terms and conditions being as stated in said contract, and WHEREAS, after review, the Board deems it advisable to approve said 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 Contract for Use of Island Grove Regional Park Event Room for Emergency Management Immersion Course between the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Department of Emergency Management, and the City of Greeley, be, and hereby is, approved. BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to sign said contract. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 11th day of August, A.D., 2021. BOARD OF COUNTY COMMISSIONERS datA4,O,,WELD COUNTY, COLORADO ATTEST: G JI,,Gto:o Weld County Clerk to the Board ounty Attorney Date of signature: Og4V.2- cc : onM(RR) og/total 2021-2440 EM0019 BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: Emergency Management Immersion Course DEPARTMENT: Emergency Management DATE: July 23, 2021 PERSON REQUESTING: Roy Rudisill Brief description of the problem/issue: Commissioners, in order to provide the best training opportunity for the Sept Emergency Management Immersion Course for all attendees, we have identified the use of a large training room is needed. Island Grove Event Center Conference rooms will meet the need for this training. We are estimating 125 people attending the course and the Event Room in our building, is limited in space for this number of attendees. Attached is the Contract/Agreement for the use of the Island Grove facility, I'm requesting approval to add this to a BOCC agenda for BOCC approve for the contract. Total cost is $2,025.00 for the three days. This cost will be covered by the OEM budget and is a budgeted item. What options exist for the Board? (include consequences, impacts, costs, etc. of options): Approve request and add the agreement to the BOCC agenda. Schedule a work session to discuss other options. Recommendation: Add to the BOCC agenda for contract approval. Perry L. Buck Mike Freeman Scott K. James, Pro-Tem Steve Moreno, Chair Lori Saine Approve Recommendation Work Session Other/Comments: Schedule X vcaemaa 2021-2440 Karla Ford From: Sent: To: Subject: Yes Lori Saine Tuesday, July 27, 2021 11A9 AM Karla Ford Re: Please Reply: Pass Around Agreement for use of Island Grove Event Conference Room (OEM) Sent from my iPhone On Jul 27, 2021, at 8:27 AM, Karla Ford <kford@weidgov.com>wrote: Please advise if you approve recommendation. Thank you. Karla Ford R. Office Manager, Board of Weld County Commissioners 1150 0 Street, P.O. Box 758, Greeley, Colorado 80632 :: 970.336-7204 :: tc� weld c,�ov :: www.weldgov.com **Please note my working hours are Monday -Thursday 7:OOa.m, 5:OOp.m.** <image002.jpg> 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: Roy Rudisill <rrudisill@weldgov.com> Sent: Friday, July 23, 2021 1:41 PM To: Scott James <sjames@weldgov.com> Cc: Karla Ford <kford@weldgov.com> Subject: Pass Around Agreement for use of Island Grove Event Conference Room. Scott, attached is a pass around memo for a contract for Island Grove Event Center. This will be for the Sept. Emergency Management Training Course. It is a contract, so it will need approved at a BOCC meeting. This request is to add this to a BOCC meeting agenda. Thanks and let me know if you have any questions. Roy Ruolisill, Director Office of Emergency Management 1150 O St, Greeley Co 97O -381-O417 Mobile 97O-3O4®654O Office 1 igEMIlsk Customer Scheduling Office Island Grove Regional Park 501 N. 14th Ave. Greeley CO 80631 (970) 350-9392 / (970) 353-8881 Contract Gracie Marquez Weld County Other 1150 O Street Greeley, CO 80631 Reservation: 10500 Event Name: Status: Phone: Event Type: Event Coordinator: Weld County OEM Definite 9703046540 Meeting Jennifer Barday Bookings / Details Quantity For deposits, please refer to the corresponding fee schedule for the facility you are renting. All returned deposits are processed through the City of Greeley finance department and usually take 15 business days. 1. If charging admission or entry fees and price is $6 or less you must pay the City $.50 per admission/entry/participant if you are charging admission or entry fees and price is over $6 you must pay the City $1.50 per admission/entry/participant. Price Amount 2. If charging Booth Fees you must pay $10 per booth. 3. A 15% Food and Beverage tax must be paid on total sales. Total Food & Beverages Sales minus 4.11% sales tax x 15%. 4. If you are charging for parking Island Grove receives $1 per charge. 5. All events must follow all Colorado Department of Health and Environment applicable published guidelines for indoor and outdoor events. Your contract must be paid in full two (2) weeks prior to your event. This Contract serves as your Invoice Please make checks payable to: City of Greeley Attention: Scheduling Office 1229 D. Street Greeley, CO 80631 970-350-9392 - Office 970-350-9339 - Office 970-371-1210- Cell Phone- Scheduling Emergency Only We accept Visa, Master Card and Discover Monday, September 27, 2021 8:00 AM - 5:00 PM Weld County OEM (Definite) EC ABC ((none)) Reserved: 7:00 AM - 5:30 PM Class Room for 125 Equipment Rentals: Plastic Chairs House Sound System 120 1 7/20/2021 11:26 AM JB Page 1 of 4 020..2f--O�4t4106 Scheduling Office Bookings I Details Reservation: 10500 Definite Quantity Price Amount Podium 6 ft. Conference Tables(0 hours @ $0.00/hr) 9x12 Large Projector Screen 9 x 12 Screen Rear projection Power Point Projector Microphones Lapel Microphone Pipe and Drape 1 Unit equals 1 ft. 125-8" 48-3' Please pipe and drap exit doors to the west 8 x 2.5 Plastic Table Set up in hallway Labor: 7:00 AM - 5:00 PM Worker TBD(10 hours @ $30.00/hr) Meeting Room Facility Charge: Monday - Thursday 3 Rooms Tuesday. September 28.2021 8:00 AM - 5:00 PM Weld County OEM (Definite) EC ABC ((none)) Reserved: 7:00 AM - 5:30 PM Class Room for 125 Equipment Rentals: Plastic Chairs House Sound System Podium 6 ft. Conference Tables(0 hours @ $®.00/hr) 9x12 Large Projector Screen 9 x 12 Screen Rear projection Power Point Projector Microphones Lapel Microphone Pipe and Drape 1 Unit equals 1 ft. 125-8" 48-3' Please pipe and drap exit doors to the west 8 x 2.5 Plastic Table Set up in hallway Labor: 7:00 AM - 5:00 PM Worker TBD(10 hours @ $30.00/hr) Meeting Room Facility Charge: Monday - Thursday 3 Rooms Wednesday. September 29.2021 1 63 2 2 1 3 1 $300.00 $300.00 1 $375.00 $375.00 120 1 1 63 2 2 1 1 3 1 $300.00 $300.00 1 $375.00 $375.00 7/20/2021 11:26 AM JB Page 2 of 4 Scheduling Office Bookings / Details Reservation: 10500 Definite Quantity Price Amount 8:00 AM - 5:00 PM Weld County OEM (Definite) EC ABC ((none)) Reserved: 7:00 AM - 5:30 PM Class Room for 125 Equipment Rentals: Plastic Chairs House Sound System Podium 6 ft. Conference Tables(0 hours @ $0.00/hr) 9x12 Large Projector Screen 9 x 12 Screen Rear projection Power Point Projector Microphones Lapel Microphone Pipe and Drape 1 Unit equals 1 ft. 125 - 8" 48-3' Please pipe and drap exit doors to the west 8 x 2.5 Plastic Table Set up in hallway Labor: 7:00 AM - 5:00 PM Worker TBD(10 hours @ $30.00/hr) Meeting Room Facility Charge: Monday - Thursday 3 Rooms 120 1 1 63 2 2 1 I 3 1 $300.00 $300.00 1 $375.00 $375.00 Equipment Rentals Labor Meeting Room Facility Charge Subtotal Grand Total Payment Schedule: A down payment of $600 is required to hold rental facilities All rental, labor, and equipment fees are due no later than two weeks before your event. All fees for participants/entry's and RV's are due no later than two weeks after the show end date. The Lessee can make payments of any amount that can be made after the contract is definite. Cancellation Policy: If canceled 90 days before the event: Refund all but $50 of monies paid If canceled 15 to 89 days before the event: Refund all but $100 of monies paid If canceled 0 to 14 days before the event: NO REFUND $0.00 $900.00 $1,125.00 $2,025.00 $2,025.00 It is the Lessee's responsibility to clean up all trash, food, and decorations. It is the Lessor's responsibility for picking up all Equipment in the facility. This Rental Agreement made with the City of Greeley, hereafter referred to as Lessor and the above customer hereafter referred to as Lessee. Purpose 7/20/2021 11:26 AM JB Page 3 of 4 Scheduling Office Bookings / Details Reservation: 10500 Definite Quantity Price Amount Space and Equipment are let for the expressed purpose of the customer mentioned earlier. Lessor is responsible for all applicable estimates, fees and charges as stated above and in no way constitute a final invoice or binding assessment of the financial obligations on the part of the Lessor. Lessee agrees to adhere to the policy rules itemized in the Island Grove policy manual available in the Scheduling Office located at 1229 D. St. Greeley, OO 80631. This Agreement, and the privileges granted herein or any part thereof, cannot be assigned, sublet, or otherwise disposed of Lessee, without the prior written consent of Lessor. It is hereby acknowledged that I have read the rules and regulations governing this contract and agree to all items of the rental policy. Lessor Island Grove Representative Lessee Date Lessee Date I am aware of the Island Grove Policies and Information Handbook that is available to me in the Scheduling Office and online at greeleygov.com I have received and reviewed the Island Grove Policy, and Information Handbook provided to me in the Scheduling Office and online at greeleygov.com. I assume all risks and danger of personal injury arising from or related in any way to use the Island Grove facilities. I agree to be bound by and comply with this Agreement's terms and all terms outlined in the Island Grove Policynd Information Handbook. Lessee Signature _ AUG 1 12021 Date Lessee Steve Moreno, BOCC Chair Date 7/20/2021 11:26 AM JB Page 4 of 4 oZOo2/-•549-06 Contract Form New Contract Request Entity Information Entity Name* CITY OF GREELEY Entity ID* P00001551 Contract Name* EMERGENCY MANAGEMENT IMMERSION COURSE - EVENT CENTER CONFERENCE Contract Status CTB REVIEW ❑ New Entity? Contract ID 5106 Contract Lead* GMARQUEZ Contract Lead Email gmarquez@co.weld.co.us Parent Contract ID Requires Board Approval YES Department Project # Contract Description* THE USE OF A LARGE TRAINING ROOM IS NEEDD AT ISLAND GROVE EVENT CENTER COFERENCE ROOMS WILL MEET THE NEEDS FOR THIS TRAINING OPPORTUNITY FOR THE SEPT EMERENCY MANAGEMENT INMMERSION COURSE ATTENDEES. Contract Description 2 Contract Type* CONTRACT Amount* $2,025.00 Renewable* NO Automatic Renewal Grant IGA Department OEM Department Email CM-OEM''gweldgov.com Department Head Email CM -OEM - De pt H e adtPwe l d gov. c o m County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COU NTYATTORN EY @WELDG OV.COM Requested BOCC Agenda Date* 08:1112021 Due Date 08/07/2021 Will a work session with B©CC be required?* NO Does Contract require Purchasing Dept. to be included? If this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase Contract Dates Effective Date Review Date* Renewal Date 06/01;2022 Termination Notice Period Committed Delivery Date Expiration Date* 07/01!2022 Contact Information Contact Info Contact Name Purchasing Contact Type Contact Email Contact Phone 1 Contact Phone 2 Purchasing Approver Purchasing Approved Date Approval Process Department Head ROY RUDISILL DH Approved Date 07;29/2021 Final Approval BOCC Approved BOCC Signed Date BOCC Agenda Date 08111/2021 Originator GMIARQUEZ Finance Approver CHRIS D'OVID1O Legal Counsel BOB CHOATE Finance Approved Date Legal Counsel Approved Date 08/02/2021 08`02'2021 Tyler Ref* AG 081121 Hello