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Home My WebLink About7546879 Bell Lap Productions - DocuSign Envelope ID:73C5950B-00F0-44BB-9495-C677CABBA894 Contract No. CONTRACTUAL AGREEMENT FOR PROFESSIONAL SERVICES The City of Auburn agrees to contract: Bell Lap Productions,LLC ATTN: Michael Copenhaver/Ella Dorband 5911 18t'AVE S Seattle,WA 98108 To perform the following professional services: Provide racing timing services and equipment for the 2024 Dog Trot 3K/5K Fun Run event. See attached Agreement and Estimate from Bell Lap Productions,LLC. The contractor is required to perform said services on: Saturday,May 18,2024 at Game Farm Park,3030 R Street SE,Auburn,WA 98002;race start at the V Street SE entrance. Will be on site no later than 7:30am for unloading and set-up.On-site registration begins at 8:00am;race to start at 9:30am and course is open until 11:00am. The agreed fee to be paid is: $1,000.75(estimate only;this number is based on participation numbers).A$200.00 deposit, payable upon completion of agreement and the remainder due after the event.The contractor is required to invoice the City after the event. The City shall provide the following: Race bibs,excel spreadsheet,race director and day-of race bib distribution.See attached`Agreement' from Bell Lap Productions. Prior to performing any services under this Agreement,the contractor shall provide the City with proof of General Liability insurance covering products-completed operations and contractual liability with limits no less than$1,000,000 each occurrence, $1,000,000 general aggregate. The City shall be named as an insured on User's General Liability insurance policy. The City may terminate all or part of this contract with or without cause at any time. The City will provide support services (department brochure,printing programs,flyers,etc.)to the contractor regarding the event upon request. The City will provide working references for the contractor upon request. Any delay in the performance of any obligation under this Agreement shall be excused,if and so long as the performance of the obligation is prevented,delayed or otherwise hindered by any act not within the control of a party such as fire, cyber/ransomware attack,earthquake,flood,explosion,actions of the elements,riots,mob violence,strikes,pandemic,lockouts, and emergency orders of the state or federal government. Contractor shall defend,indemnify and hold the City,its officers,officials,employees and volunteers harmless from any and all claims,injuries,damages,losses or suits including attorney fees,arising out of or resulting from the acts,errors or omissions of the Contractor in performance of this Agreement,except for injuries and damages caused by the sole negligence of the City. The Contractor must provide a Washington State Patrol Criminal Background check,in compliance with RCW 43.43.830 et seq.,for themselves and/or their employees where any person will or may have unsupervised access to children under sixteen years of age,or to developmentally disabled persons,or to vulnerable adults during the course of his or her employment or involvement with the business or organization. Page 1 DocuSign Envelope ID:73C5950B-00F0-44BB-9495-C677CABBA894 The contractor shall notify and receive approval from the Special Events Coordinator for any substitutes,changes,or cancellations in the above-named performed service. Subcontracting of the services of this contract is not allowed unless prior approval is received by the department. The contractor will provide the Special Events Coordinator will a program 10 days before the aforementioned event date. The Contractor agrees and understands that he/she is an independent contractor and not the agent or employee of the City. The manner and means of providing the professional services herein are under the sole control of the Contractor. The Contractor shall be solely responsible for reporting his/her hours,earnings,income tax,and social security to the applicable federal and state agencies. The contractor understands that he/she is not entitled to any of the benefits provided by an employer to employees including but not limited to disability and unemployment insurance. The City of Auburn and the Contractor have executed this agreement as of February 2,2024. DocuSigned by: DocuSigned by: r IG�A�l �p kqAtt y 2/12/2024 -'q��,y 2/13/2024 H3 ow ooroouuuvoa moo a1 r 4 H41 Contractor Director,Tar`ks and Recreation Depaitalent 4LE/1004t;— Kristy Pachci z, Special Events Coordinator Page 2 DocuSign Envelope ID:73C5950B-00F0-44BB-9495-C677CABBA894 Bell Lap Productions, Agreement to Time Event This agreement between Bell Lap Productions LLC (hereinafter Bell Lap), and City of Auburn (and its Race Director, Kristy Pachciarz) will become a binding agreement once signed and dated by representatives of both parties. Under the terms of this agreement: Bell Lap agrees to provide the following services for Auburn Dog Trot on Sat May 18: •List event information provided by Race Director on public event calendar at belllanr roductions.com •Provide an RFID transponder chip for all registered participants •Ensure all participant information is entered into the timing system for all persons who will be timed at the event •Set up and operate primary and secondary finish timing systems, splits or intermediate locations if applicable •Set up and operate any additional services such as finish line arch, time clock, PA, etc. •Time all registered participants and provide categorized results, online if internet is available and on paper only by request or if internet in unavailable •Post final race results online at the appropriate location (event website, RunSignup, etc.) within 24 hours of the event's completion City of Auburn agrees to: •Ensure bibs are delivered to Bell Lap at least two weeks prior to the event date to facilitate transponder attachment •Ensure bib numbers are at least 3 inches tall, contrasting colors, and able to be read unaided at a distance •Cover any shipping costs related to bibs •Use RunSignup for registration and provide Bell Lap timer access -OR- provide Bell Lap with a spreadsheet of participant data prior to the start of the event including at a minimum: bib number, first name, last name, age, gender, and event/race/distance •Distribute bibs to corresponding participants ensuring participants are aware of correct bib placement: on front, flat, intact, and unobscured •Provide Bell Lap with a $200.00 non-refundable deposit to be deducted from final invoice after completion of the event, returned in the event that Bell Lap cancels and forfeited in the event that City of Auburn cancels •Pay for invoiced services within 30 days of the receipt of the invoice •List Bell Lap on the participant waiver and release and as additionally insured on the event's insurance •Notify Bell Lap or any changes to the nature of the event (date. time, location, scope, etc.), which may be subject to additional charges or cancellation Signed and dated by: CGL'✓� 2/2/24 Authorized Representative of City of Auburn Date -OR- Race Director, Kristy Pachciarz W1/29/24 Micha :l Cope`rrhaver or Ella Dorband of Bell Lap Productions LLC Date Please return signed agreement by mail or email and deposit payable to: Bell Lap Productions LLC 5911 18th Ave S Seattle, WA 98108 admirObelllaoDroductions.com 206-659-9465 DocuSign Envelope ID:73C5950B-00F0-44BB-9495-C677CABBA894 Invoice Bell Lap Productions, LLC 5911 13th Ave S Seattle. WA 98108 Dale I Invoice* 12312U15 453 B..I To Est rrate Only Event Date Varies, Item Quantity Description Rate Amount Based on 300 Participants Base Fee 1 For up to 200 participants. 800.00 800.00 Individuals after 200 100 Per participant 2.00 200.00 Timing - Extra Disposable tags 0 Unused timing tags(applies to any bibs over 200). 0.40 0.00T Only applies !f a bib is tagged and not assigned to a participant. Timing - Participant Data Entry 0 Data entry charge for each participant entered after 1.00 0.00 pre-registration list issued is$t (this will be waived if Race Director provides day of race entry in spreadsheet format pnor to race start_) Timing -Custom Race Expense Additional fees assessed for non-standard race 0.00 0.00T practices as determined by BuDu Racing LLC. Some examples are: more than 5 distances, special set-up in timing software to allow for multiple divisions.'cate go n es_ Equipment Rental-Finish Line 0 This includes setup and rental pnce for inflatable 150.00 0 DOT arch,time clock and chute_ Equipment Rental-PA System 0 PA System 150.00 0.00T Timing - Separate StartFinish 0 Separate start and finish lines. Please ignore, if 250.00 0.00 same start and finish tines. Timing - Mileage Mileage to be paid at$0.75 per mile from BuDu 0.75 0.75 Racing LLC office to event location. Exact Mileage entered after event(THIS IS AN ESTIMATE)Will lower to 50.75 per mle Timing -Lodging Expense If event is located more than 50 miles from BuDu 0.00 0.00 Racing LLC (Auburn. WA)then lodging may be included in total invoice_ Sales Tax (9.5%) Thank you for choosing Bell Lap Productions, LLC. Please remit payment to: Total Bell Lap Productions. LLC 5911 13th Ave S Payments/Credits Seattle, WA 931 O3 Balance Due Page 1 DocuSign Envelope ID:73C5950B-00F0-44BB-9495-C677CABBA894 Bell Lap Productions,LLC Invoice 5911 18th Ave S Seattle,WA 98108 Dade Invoice>: 12131.'2015 t + Bil To Estimate only Event Date \at)i. Item Quantity Descnption Rate Amount Timing - Food Expense If the event is longer than 4 hours,or requiring an 0.00 0.00 overnight stay, meal costs will also be included_ Sales Tax (9.5%) $0.00 Thank you for choosing Bell Lap Productions, LLC. Please remit payment to: Total $1,000.75 Bell Lap Productions, LLC Seatltlle, WA 98108 18th Ave S Payments/C red its so uu Balance Due ( $1,000.75 Page 2