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Home My WebLink About2025-0208 - - Contractual Agreement for Professional Services_Petpalooza_Race Timing - Bell Lap Productions Docusign Envelope ID:511AC2C5-4070-4BEA-A402-F5909C99C4A4 Contract No. CONTRACTUAL AGREEMENT FOR PROFESSIONAL SERVICES The City of Auburn agrees to contract: Bell Lap Productions,LLC ATTN: Michael Copenhaver 5911 18th Ave S Seattle,WA 98108 To perform the following professional services: Provide race timing services and equipment for the 2025 Dog Trot 3K/5K Fun Run event.See attached for Timing Agreement and Estimate of Cost for Services from Contractor. The contractor is required to perform said services on: Saturday,May 17,2025 at Game Farm Park,3030 R Street SE,Auburn,WA,98002.Vendor will be on-site by 7:30am for unloading and set-up.On-site registration begins at 8:00am.Race starts at 9:30am and course will close at 11:30am(or at last participant,whichever is first). The agreed fee to be paid is: $1,454.00(estimate only and based on number of participants).There is no deposit required. Contractor will send final invoice after the event. The agreed fee will be paid in 1 payment,by purchasing card,after the completion of the event and final invoice is received. The City shall provide the following: Accurate database of participants via excel spreadsheets,race bibs,day-of race bib distribution,P/A System and general event/race coordination. 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$2,000,000 each occurrence, $2,000,000 general aggregate. The City shall be named as an insured on User's General Liability insurance policy.The contractor shall also obtain Automobile Liability insurance covering all owned,non-owned,hired and leased vehicles with limits no less than$1,000,000 per accident for bodily injury and property damage. 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:511AC2C5-4070-4BEA-A402-F5909C99C4A4 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 4/29/2025 DocuSigned by: riuf igned by: Initial r ti�lA,a L Cop u, ,IWtr 4/28/2025 Pg -1°UtPer 4/28/2025 iota ooraouuuvoe �r rui v� wv� Contractor Director,Parks,Arts&Recreation City of Auburn aka'1t;— Kristy Pachcia z, Special Events Coordinator Page 2 Docusign Envelope ID:511AC2C5-4070-4BEA-A402-F5909C99C4A4 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's Dog Trot on Saturday, May 17, 2025: •List event information provided by Race Director on public event calendar at belllapproductions.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: —Signed by: ,jU( Ufafr Pi'J 4/28/2025 Authorized Representative oniiyzof Auburn Date -OR- Race Director, Kristy Pachciarz 4/18/25 Michael Copenhaver 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 admin(cr�bell Iaooroductions.com 206-659-9465 Docusign Envelope ID:511AC2C5-4070-4BEA-A402-F5909C99C4A4 ESTIMATE Bell Lap Productions LLC admin@belllapproductions.com 5911 18th Ave S +1 (206)659-9465 Seattle,WA 98108-2840 belllapproductions.com .i1&m Bill to City of Auburn Estimate details Estimate no.: 1002 Estimate date:04/24/2025 # Date Product or service Description Qty Rate Amount 1. 05/17/2025 Chip Timing -Base Rate 1 $600.00 $600.00 2. 05/17/2025 Chip Timing -Disposable Chip per participant registered for a timed 600 $1.00 $600.00 Service event 3. 05/17/2025 Chip Timing -Time on Site per hour per staff 4 $50.00 $200.00 4. 05/17/2025 Travel-Mileage Mileage calculated one-way from zip 27 $2.00 $54.00 code 98108 Total $1,454.00 Accepted date Accepted by