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HomeMy WebLinkAbout2672 006 RESOLUTION NO. 2 6 7 2 1 2 A RESOLUTION OF THE CITY OF AUBURN, WASHINGTON, AUTHORIZING 3 THE MAYOR AND CITY CLERK OF THE CITY OF AUBURN, TO EXECUTE AN AGREEMENT WITH CARLSON WAGONLIT TRAVEL TO ACT AS TRAVEL AGENT 4 FOR THE CITY 'S SENIOR CENTER PROGRAM 5 6 THE CITY COUNCIL OF THE CITY OF AUBURN, WASHINGTON, IN A 7 REGULAR MEETING DULY ASSEMBLED, HEREBY RESOLVES THAT: 8 SECTION 1. The Mayor and City Clerk of the City of 9 Auburn, Washington, are hereby authorized to execute an 10 Agreement with CARLSON WAGONLIT TRAVEL for the purpose of 11 acting as travel agent for a Mexican Riviera Cruise for the 12 City' s Senior Center Program A copy of said Agreement is 13 attached hereto, denominated as Exhibit "A" and made a part 14 hereof as though set forth in full herein. 15 SECTION. 2 . The Mayor is hereby authorized to implement 16 such administrative procedures as may be necessary to carry 17 out the directives of this legislation 18 DATED and SIGNED this 2nd day of October, 1995. 19 20 CITY OF AUBURN 21 22 23 1`Q1`(e, CHARLES A BOOTH 24 MAYOR 25 01( 26 Resolution No. 2672 September 13, 1995 Page 1 1 2 ATTEST: 3 4 5 s. Robin Wohlhueter, 6 City Clerk 7 8 APPROVED AS TO FORM 9 10 ' C• (� 11 Michael J. Reynolds, 12 City Attorney 13 14 15 16 17 18 19 20 21 22 ©\L�� 23 ` V 24 25 26 Resolution No. 2672 September 73, 1995 Page 2 OS /Piz 1 AGREEMENT �,'�� �� 2 THIS AGREEMENT is made and entered into this at-IL-day 3 of 01,46-44--/, 1995, by and between the CITY OF AUBURN, a 4 municipal corporation of the State of Washington herein 5 referred to as "CITY" and CARLSON WAGONLIT TRAVEL, a 6 corporation organized under the laws of the State of 7 Washington, whose address is 6101 100th Street SW, Tacoma, WA, 8 98499, herein referred to as "CARLSON." 9 In consideration of the covenants and conditions herein, 10 the parties agree as follows 11 1 PURPOSE. 12 The purpose of this agreement is to retain CARLSON 13 to serve as a travel agent for a Mexican Riviera 14 Cruise package from May 3-10, 1996, for the CITY'S 15 Senior Center Program as defined in CARLSON's travel 16 letter 17 2 SCOPE OF SERVICE. 18 CARLSON agrees to perform the following services and 19 tasks 20 a CARLSON will arrange with essential travel 21 vendors for the Mexican Riviera Cruise as 22 provided for and defined in CARLSON'S attached 23 written proposal and itinerary marked Exhibit 24 25 Oi / Agreement/Carlson Wagonlit Travel '1 L' 26 Resolution No. 2672 Page 1 September 11, 1995 CITY ATTORNEY City of Auburn A 25 W. Mein eG �I Auburn, WA 98001 /i I//, (206) 931-3030 1 "I" , which proposal is by this reference 2 incorporated herein as if fully set forth 3 except as hereby modified by terms and 4 conditions contained in this Agreement 5 b CARLSON agrees to provide luggage name 6 tags 7 c CARLSON shall provide printed flyers, 8 customized "slick" shells, and reminder 9 postcards 10 d CARLSON's eight local offices will sell into 11 this tour, with the count credited toward 12 CITY's numbers 13 e CARLSON shall advertise CITY Senior Center 14 cruise package twice in the Tacoma News 15 Tribune 16 f CARLSON will provide staff for on-site 17 registration once a week as interest dictates. 18 g CARLSON shall provide room lists to each tour 19 participant 20 h CARLSON shall provide the staff, refreshments, 21 and necessary information for the initial 22 promotional gathering at the CITY's Senior 23 Center 24 25 Agreement/Carlson Wagonlit Travel a1 26 Resolution No. 2672 Page 2 September 11, 1995 CITY ATTORNEY City of Auburn 25 W. Main Auburn, WA 98001 (206) 931 3030 1 i CARLSON shall provide a pre-departure group 2 "document party" and $2 . 00 per paying person 3 for refreshments 4 j CARLSON shall offer the following amenities 5 customized tote bag, hosted cocktail party, and 6 group photo 7 k. Copies of all correspondence sent to tour 8 participants by CARLSON shall also be sent to 9 the CITY's Senior Center Activities Specialist 10 4. 1. CARLSON shall provide one free Senior Center 11 escort space after the first 15 paying 12 participants If less than 15 participants 13 register, the tour will be cancelled, with all 14 monies refunded to participants * CARLSON shall 15 provide a tour manager to accompany the group 16 after the first 15 paying passengers. 17 m CARLSON will give the CITY Senior Center $5 per 18 person rebate per paying person, with funds to 19 be used at the discretion of the CITY Senio ,f ec 20 Center 151 21 22 d61- ••��. .-.■7.i .a �� r 23 ; l %� ��� IIV ��24 25 Agreement/Carlson Wagonlit Travel 26 Resolution No. 2672 Page 3 September 11, 1995 CITY ATTORNEY City of Auburn 25 N. Main Auburn, WA 98001 (206) 931 3030 3 . TERM. 1 This Agreement shall commence and be in effect on 2 J,.2 6CT 9,j The Agreement shall expire on 3 May 10, 1996 4 4 COMPENSATION. 5 The agreed compensation for the services provided to 6 the CITY will be the total amount collected from 7 tour participants for the Mexican Riviera Cruise 8 Package prices are Category J, $1, 443 , double 9 occupancy, $2 , 193 single occupancy; Category I, 10 11 $1, 483 double occupancy, $2 , 283 single occupancy; Category H, $1, 543 double occupancy, $2 , 383 single 12 occupancy; Category FF, $1, 613 double occupancy, 13 14 $2 , 533 single occupancy; Category B, $1, 783 double occupancy, $2 , 883 single occupancy The total 15 package includes: 8-day CARLSON Mexican Riviera 16 Cruise; all on-board meals; round-trip airfare; all 17 airport and hotel transfers, utilizing Super Shuttle 18 Express in Seattle; luggage handling (2 bags per 19 person) ; gratuities for airport transfers, airport 20 porters, Super Shuttle driver, cabin steward, 21 waiter, busboy, and head waiter; cancellation/trip 22 interruption insurance waiver; promotional flyers 23 24 oV 25 Agreement/Carlson Wagonlit Travel 26 Resolution No. 2672 Page 4 September 11, 1995 CITY ATTORNEY City of Auburn 25 W. Main Auburn, WA 98001 (206) 931 3030 1 A $539 deposit will be required upon reservation, 2 with the balance due in full by February 16, 1996. 3 Such payment shall be full compensation for all work 4 performed and/or services rendered and for all 5 supervision, labor, supplies, material, employees, 6 equipment and all incidentals necessary to complete 7 services under this Agreement 8 5 SUPPORT SERVICES PROVIDED BY CITY. 9 The CITY shall provide the following support 10 services 11 1 Advertisement of the Mexican Riviera Cruise in 12 the monthly Senior Center brochure 13 2 Registration of tour participants 14 3 Distribution of promotional flyers. 15 4 An escort if there are 15 or more paid tour 16 participants 17 6. CANCELLATION INSURANCE. 18 The tour participants shall purchase cancellation 19 insurance which is included in the tour package 20 price with insurance coming out of the $539 deposit 21 In the case of cancellation, the $89 cancellation 22 insurance premium will be retained. 23 24 r�F 25 — Agreement/Carlson Wagonlit Travel 26 Resolution No. 2672 Page 5 September 15, 1995 CITY ATTORNEY City of Auburn 25 W. Main Auburn, WA 98001 (206) 931-3030 1 7 INDEMNIFICATIONS/HOLD HARMLESS. 2 CARLSON agrees to defend, indemnify and hold 3 harmless the CITY, its elected and appointed 4 officials, employees and agents from and against any 5 and all claims, demands and/or causes of action of 6 any kind or character whatsoever arising out of or 7 relating to CARLSON employees, subcontractor or 8 agents for any and all claims by any persons for 9 alleged personal injury, death or damage to their 10 persons or property to the extent caused by the 11 negligent acts, errors or omissions of CARLSON, its 12 employees, agents, subcontractors, or 13 representatives In the event that any suit or 14 claim for damages based upon such claim, action, 15 loss or damages is brought against the CITY, CARLSON 16 shall defend the same at its sole cost and expense; 17 provided that the CITY retains the right to 18 participate in said suit if any principle of 19 governmental or public law is involved; and if final 20 judgment be rendered against the CITY and/or its 21 officers, agents and/or employees or any of them or 22 jointly against the CITY and CARLSON and their 23 respective officers, agents, subcontractors, 24 25 Agreement/Carlson Wagonlit Travel 26 Resolution No. 2672 Page 6 September 11, 1995 CITY ATTORNEY City of Auburn 25 W. Main Auburn, WA 98001 (206) 931-3030 1 employees or any of them, CARLSON agrees to fully 2 satisfy the same and CARLSON shall reimburse the 3 CITY for any cost and expense which the CITY has 4 incurred as a result of such claim or suit The 5 provisions of this section shall survive the 6 expiration or termination of this Agreement. 7 8 INDEPENDENT CONTRACTOR/ASSIGNMENT. 8 The parties agree and understand that CARLSON is an 9 independent contractor and not the agent or employee 10 of the CITY and that no liability shall attach to 11 the CITY by reason of entering into this Agreement 12 except as otherwise provided herein. The parties 13 agree that this contract may not be assigned in 14 whole or in part without the written consent of the 15 CITY 16 9 INSURANCE. 17 CARLSON shall procure and maintain for the duration 18 of this Agreement liability insurance against claims 19 for injuries to persons or damage to property which 20 may arise from or in connection with services 21 provided to the CITY by CARLSON, its agents, 22 employees or subcontractors, under this Agreement 23 CARLSON agrees to provide comprehensive general 24 25 K- I 5 0 Agreement/Carlson Wagonlit Travel Resolution No. 2672 26 Page 7 September 11, 1995 CITY ATTORNEY City of Auburn 25 W. Main Auburn, WA 98001 (206) 931-3030 1 J liability insurance and shall maintain liability 2 limits no less than ONE MILLION DOLLARS ($1, 000, 000) 3 combined single limit per occurrence for bodily 4 injury, personal injury and property damage. Any 5 deductible or self insured retentions in either 6 policies must be declared to, and approved by, the 7 CITY At the option of the CITY, either the insurer 8 shall reduce or eliminate such deductibles or self 9 insured retentions as respects the CITY, or procure 10 a bond guaranteeing payment of losses and related 11 investigations, claim administration and defense 12 expenses. The policy is to contain or be endorsed 13 to contain the following provisions 14 a The CITY, its officers, employees and agents 15 are to be covered as insureds as respect 16 Liability arising out of services or 17 responsibilities performed by or under the 18 obligation of CARLSON under the terms of this 19 Agreement, its employees, agents and 20 subcontractors The coverage shall contain no 21 special limitations on the scope of protection 22 afforded to the CITY, its officials, employees, 23 or agents 24 25 0"- Agreement/Carlson Wagonlit Travel 26 Resolution No. 2672 Page 8 September 11, 1995 CITY ATTORNEY City of Auburn 25W. Main Auburn, WA 98001 (206) 931 3030 1 b Any failure to comply with reporting provisions 2 of the policy shall not affect coverage 3 provided to the CITY, its officials, employees 4 or agents 5 c. CARLSON shall furnish the CITY with 6 Certificates of Insurance and with original 7 endorsements affecting coverage required by 8 this clause The CITY reserves the right to g require that complete, certified copies of all 10 required insurance policies be submitted to the 11 CITY at any time The insurance shall not be 12 cancelled, modified or terminated without prior 13 written notice to the CITY, no less than thirty 14 (30) days prior to such cancellation, 15 modification or termination 16 10 NONDISCRIMINATION. 17 CARLSON shall comply with all Federal, State and 18 local laws and ordinances prohibiting discrimination 19 and employment with regard to age, sex, color, 20 creed, national origin or mental, sensory or 21 physical handicaps. 22 23 24 25 - -- - --- Agreement/Carlson Wagonlit Travel Resolution No. 2672 26 SePage 9 11, 1995 CITY ATTORNEY City of Auburn 25 W. Main Auburn, WA 98001 (206) 931-3030 1 11 GENERAL PROVISIONS. 2 The following provisions shall apply 3 a No waiver by either party of any breach or 4 default hereunder shall be deemed a waiver of 5 any preceding or any subsequent breach or 6 default 7 b This Agreement may not be changed or modified 8 nor any provision hereof waived except in 9 writing agreed to by both parties 10 c. This Agreement shall be construed in accordance 11 with any and all questions with respect hereto 12 by the laws of the State of Washington. 13 d. Notices required pursuant to this Agreement 14 shall be mailed to the parties at the addresses 15 set forth above and shall be deemed given when 16 so mailed 17 18 19 20 21 22 23 24 25 Agreement/Carlson Wagontit Travel 26 Page No. 2672 Page 10 September 11, 1995 CITY ATTORNEY City of Auburn 25 W. Main Auburn, WA 98001 (206) 931 3030 1 CITY OF AUBURN 2 3 C 46 Charles A Booth, Mayor 4 5 6 ATTEST:P A 11 ,(/ /' , / 8 Robin Wohlhueter, City Clerk 9 10 APPROVED • S TO FORM 11 12 Michael J Reynolds City Attorney 13 14 CARLSON WAGONLIT TRAVEL 15 16 BY e atirY `� Tam m uill 17 TITLE Director, Receptive Operations 18 19 20 By ' l f i'___ TER i i Ee-777N 21 22 ULe A3Et, eibeiSoAJ WFI(so,xir WAVE(, Ciw`Tet 23 24 25 OK', Agreement/Carlson Wagonlit Travel Resolution No. 2672 26 Page 11 September 11, 1995 CITY ATTORNEY City of Auburn 25 W. Main Auburn, WA 98001 (206) 931-3030 1 STATE OF WASHINGTON ) 2 ) ss COUNTY OF KING 3 4 On this 16 day of OCTOBER , 1995, befora. 5 me, the undersigned, a Notary Public in and for the State of 6 Washington, personally appeared SERI TRETTIN to me known to b- 7 the PRESIDENT of CARLSON WAGONLI 8 TRAVEL, the corporation who executed the within and foregoing 9 instrument, and acknowledged said instrument to be the free 10 and voluntary act and deed of said corporation, for the uses 11 and purposes therein mentioned, and on oath stated that he/she 12 is authorized to execute said instrument. 13 IN WITNESS WHEREOF, I have hereunto set my hand and 14 affixed my official seal the date hereinabove set forth. 15 16 17 _ _A, .a - 18 NO. • •X PUBLIC n an. for ,t) Stat of Washington, residing at f:, &la,�,(� 19 MY COMMISSION expires: ?j---5Co, 20 21 22 S 23 24 25 Agreement/Carlson Wagonlit Travel Resolution No. 2672 26 Page 12 Septeaber 11, 1995 CITY ATTORNEY City of Auburn 25 U. Main Auburn, WA 98001 (206) 931 3030 SEP-11-95 MON 11 59 AM P 52 "EXHIBIT I" Monday, August 21, 1995 Ms. Radine Lozier Carlson Travel Network° ammerinoisin Auburn Senior Activity Center 910- 9th Street S.E. Travel Center Auburn,WA 98002-6200 Dear Ms. Lazier- Thank you for the opportunity to bid on the Auburn Senior Activity Centers request for a Mexican Rlveria Cruise. I understand that you are investigating many possibilities, in your search for the most desirable product for your members. Carlson Wagonlit has experienced a successful history with group travel and Is anxious to offer a diverse cruise program which will suit all your members'requirements and tastes. Carlson would like to demonstrate the large difference in group cruising between cruise companies who provide service in Mexico: Holland America Princess Carnival Immediate Written Confirmation: no/2 Days yes/Fax no 12 Days immediate Dining Confirm: no i Upon Embarkation yes/Fax no/Upon Emb Immediate Cabin Assign: no/Upon Embarkation yes/Fax no/Upon Emb Ms. Lozier, it has been my experience with groups, especially seniors,that advance knowledge regarding dining confirmation and cabin assignments are imperitive to any client's peace of mind. I have placed groups on all above mentioned cruise lines, however,the best reports I have received after completion of a cruise, have been on the congenial service and elegant atmosphere of Princess. Princess is the only cruise company which is"on line"with our office computers for groups. This feature gives me free access to immediately book any cabin available and receive seating assignments In an instant. Leaving these important components of a cruise until the moment of embarkation,creates undue stress on our groups and is not necessary, If Princess is utilized. Should your groups enjoy the last minute anticipation and"surprise"of finding dining arrangements once on board,they will experience a slight price decrease on Holland America and Carnival if your seniors are looking for"Las Vegas at Sea" I would recommend Carnival, however, if they are searching for a more formal environment,then Holland America would be the line of choice. Ms. Lozier, regardless of which agency you choose, although I hope it will be Carlson Wagonlit, I felt it necessary to assist with this important"cruise comparison.' I have Included only one price structure to review, as it would be Carlson's wish to provide your group with the best possible service and cruise experience available,which in our client's opinion,is Princess. I will allow the rest of my proposal to speak for itself. I will be phoning next week to insure that you have received this Information, and to answer any questions you may have at that time. Again, thank you for this opportunity and I look forward to speaking with you soon. y Since ly, Quill Director Receptive Group Operations `1`�6TA1 JiN rn Mao 6101 100t11 Sum Southwest Tacoma,Washing=93499 (206) 582-2020 Pax(206) 581-4555 SEP-11-95 MON 12 00 PM P. 03 CARLSON RECEPTIVE GROUP OPERIkTJONS Proposal Auburn Senior Activity Center Mexican Riviera Cruise - Tour May 3 - lo. 199b Cruise Overview CRUISE LINE / SHIP- STAR PRINCESS DATES OF TRAVEL. MAY 1 - lo, 141V LENGTH OF TOUR S DAYS & 7 NIGHTS OASIC ITINERARY. SUPER SHUTTLE AU5URN TO SEA-TAG SEA-TAC TO MOURN AIR CITY PAIRS: SEATTLE - ACAPULCO LOS ANGELES - SEATTLE EMBARKATION: ACAPULCO Time to be Determined DISEMBARKATION: LOS ANGELES Sam to Tian PORTS OF CALL. ZIHUATANESO / IKTAPA Sam to 2pm PUERTO VALLARTA lam to 7pm MAZATLAN Sam to l•pm CABO SAN LUCAS lam to 2pm TOLL FREE Boo-135-0454 2 SEP-11-95 MON 12 01 PM P 04 i CARLSON RECEPTIVE GROUP OPERATIONS Proposal Auburn Senior Activity Center Mexican Riviera Cruise - Tour May 3 - lo, MN PacKage Includes, 8 Pays and 1 Nights on board the Star Princess Round Trip Airfare from Sea-Tac 4 Scheduled Ports of Call All Port Charges Round Trip transfers from Individual Homes to Sea-Tac All Baggage Handling f; Gratuities All Meals on board the Star Princess Trip Cancellation fir Interruption Insurance One Complimentary escort berth with 15 paid Passengers extra Carlson `Special" Amenities 3 SEP-11-95 MON 12 01 PM P 05 CARLSON RECEPTIVE GROUP OPERATIONS Prnpnaai Auburn Senior Activity tenter Mexican Riviera Cruise - Tour May v - 10, itita Detailed Outline of Cruise - Tour Cruise Portion: Inside Cateaories- J Category: $1443.00 per person double occupancy $2193.00 single occupancy I Category: $1483.00 per person double occupancy $2283.00 single occupancy H Category- $1543.00 per person double occupancy $2383,00 single occupancy Outside Categories: FF Category: $1613.00 per person double occupancy $2533.00 single occupancy B Category: $1783.00 per person double occupancy $2883.00 single occupancy Airfare Is Included in the above cruise fares Ports of Call: Shore excursions are not included, however, ft is always a pleasant experience to be aware of what Is available. Remember,shore excursions are on a"first-come, first-served"basis, and it is important to sign up promptly once aboard the ship. Zihuantanejo/ Ixtapa: A. Ixtapa$SSOf 3 ours $31.00 Re/Jerson Enjoy the contrasting beauty of the quaint fishing village of Ixtapa while en route to the Government planned resort town of Ixtapa. Complimentary drink provided and time for shopping on the return trip at the local crafts market. B. Sail and Snorkel 3 Hours $41.00 per person Enjoy sailing on the Tri-Star catamaran to Manzanillo Beach for snorkeling,swimming and beachcombing. Fruit and a beverage will be served by the catamaran crew. Puerto Vallarta: A. City Tour 3 and 1/2 Hours $27.00 per person Basic driving tour of the city with short stops along the way for photos. B. Chi Chi Getaway 6 and 1/2 Hours $54.00 perperson Visit the hillside resort of Chi Chi, passing Gringo Gulch and Lady of Guadelope Church. Enjoy Mlsmaloya Beach and continue on to the resort of Chi Chi where a complimentary drink and lunch will be served. Passengers are able to take advantage of the resorts'pool and a shod shopping stop will be made on the return trip at a local arts and crafts area. C, Golfing-In Puerto Vallarta 5 Hours $93.00 per person 4 SEP-11-95 MON 12 02 PM P 06 CARLSON RECEPTIVE WROUP OPERATIONS Proposal Auburn Senior Activity Center Mexican Riviera Cruise - Tour Mai 3 - lo. itito Detailed Outline of Cruise -Tour Ports of Call/Continued: Mazatlan: A. Mazatlan Highlights 3 and 112 Hours $27.00 per person Scenic Ocean views as passengers depart the dock area en route to the highlights of Mazatlan. Pass the 2nd tallest lighthouse in the country and time for shopping at the"Golden Zone"before entertaining the Aztec Theater to view a short film which showcases the Papentla Fliers-an ancient tribal dance. B. Beach and Shopping 6 and 1/2 Hours $36.00 per person Beach stop for swimming and beachcombing en route to a grand buffet lunch which is included. Passengers will be taken back to the ship by Independent taxis. C. Best of Mazatlan 6 Hours $47,00 per person Combines the best of tours A and B p. Sierra Madras Mountains 6 and 1/2_Hours $47.00 per person Pass the craft industries of Concordia, an ancient stone church and have lunch at the Copala Resort. Time for shopping at the"Golden Zone"and a brief stop at a Gold Mining town. E. Sport Fishing 6 to Houra $110.00 per person Cabo San Lucas: A. Lands End Tour 1 and 1/2 Hours $26.00 per person Famous Arches and rock formations are the perfect backdrop for sea pelicans,sea lions and other local wildlife on this ecological excursion. A stop will be made a Giorgio's resort for a complimentary drink while taking in the beautiful scenery. B. Coastal Highlights 2 and 112 Hours $29.00 per person Scenic drive through the countryside to visit a glass blowing factory and local premier resorts such as the famous Twin Dolphins. A stop will be made a Giorgio's for photos and no host bar C. Sall and Snorkel 2 and 1/2 Hours $30.00 per person D. Cabo by Semi-Sub 60 minutes $32.00 per person View underwater seascapes and sea life through portholes In the"semi-submerged"submarines. Port Charges; Port Charges are included in the cruise price and are subject to change without notice. Currently listed as $94.00 per person. Transfers. Round trip transfers will be provided on Super Shuttle from each Individual's residence to the Sea-Tac Airport. Pricing has been included In the cruise portion of this proposal. Transfers from Acapulco Airport to the ship and from the ship to Los Angeles Airport are provided by Princess Cruises. 5 SEP-11-95 MON 12 03 PM P 07 CARLSON RECEPTIVE GROUP OPERATIONS Propeoal Auburn Senior Activity Center Mexican Riviera Cruise - tour Mai 3 - io, igglo Detailed Outline of Cruise -Tour 13aggage Handling: Baggage Handling Is based on two bags maximum per person and one carry on which the passenger will be responsible for completely All baggage charges have been Included in the cruise portton of this proposal. Baggage Handling is averaged out at approximately $2.00 per bag, per location and is provided at the following locations, based on two bags per person: Super Shuttle to Sea-Tac Airport-Curbside Check-in Acapulco Airport to Ship (after customs) Ship to Los Angeles Airport (after customs) Sea-Tac Airport to Super Shuttle Gratuities: Gratuities are Included in the cruise portion of this proposal and are itemized in the following manner Super Shuttle Driver $1.00 per person (each way) Cabin Steward: $28 00 per person (3.50 x 8 days) Waiter: $28.00 per person (3.50 x 8 days) Bus Boy $12.00 per person(1.50 x 8 days) Head Waiter $5.00 per person Maitre'D At Guest's Discretion (not included) eals: All meals on board ship are included In the cruise portion of this proposal. Meals on shore excursions and on both "air travel"days are not included, unless otherwise specified in their Individual descriptions. Trip Cancellation and Interruption Insurance: Carlson Travel Network Cruise Protection program is in place for this program and the pricing has been included In the cruise portion of this proposal. Insurance Coverage can be explained in detail upon request and charges are currently$69.00 per person. Escort Concession: One complimentary cabin single occupancy will be provided for 15 paid passengers. If another person is placed in the escort's cabin,that passenger will be able to pay the double occupancy rate in whichever category the escort is placed in. Category placement will be based on the average categories purchased by the 15 passengers. The escort Is the 16th passenger and only one complimentary air ticket will be available. Extra Amenities from Carlson: Customized Canvas Tote Bag: First added amenity which is complimentary will be a customized canvas tote bag which will read: Auburn Senior V.I.P (see enclosed example.) Hosted Cocktail Party: A one hour cocktail party In a private room on board ship to thank our new clients for their business and go over any"housekeeping-items such as disembarkation procedures, etc. Laminated Luggage&Name Tags: Personalized luggage tags and name tags with clients' name, cabin and return address of the Auburn Senior center will be provided. Two luggage tags per person. 6 SEP-11-95 MON 12 03 PM P 08 CARLSON RRCEPTNR'EROUP OPERATIONS proposal Auburn Senior Activity Center Mexican Riviera Cruise - Tour May 3 - lo, 19Q10 Detailed Outline of Cruise -Tour In Conclusion: Carlson Receptive Operations is a department within Carlson Wagonlit Travel,the largest travel agency in the world. Our minimum insurance coverage is in excess of one million dollars and we would be delighted to sign a travel contract with the City of Auburn, if awarded this bid. Carlson Receptive will assist the Senior Center staff in any way possible, but will definitely provide appropriate promotional hand out materials, such as: Printed Fliers Customized "Slick"Shells (see attachment) Postcards for reminders On-site Registration during the Month of October Contribution to Senior Dinner of$2.00 pp Complimentary Group Photo for Passengers In addition to the above mentioned items, Carlson's eight local offices will be selling into this product to insure that the tour will depart as scheduled. Our committment to assist Auburn Senior Activity Center in trip promotion are two strategically placed advertisements In the Tacoma News Tribune which will entice additional passengers on board this special program. Carlson Receptive Operations will provide a promotional night with a destination cruise video and refreshments. The exact date will be agreed upon by Auburn Senior Activity Center and Carlson, currently scheduled for October 12, 1995, between the hours of 1 pm to 3pm. Cruise questions will be answered and the entire program will be outlined for all interested members. Once awarded the travel contract, Carlson will agree to a"document party"night which usually falls approximately two weeks prior to the group's departure. At the document party, a Carlson representative will hand out formal tour documents and go over all special requirements, embarkation procedures and answer questions your passengers may have at that time. Carlson will send a tour manager along with the group to insure that all details are handled In the most professional manner possible. This feature will be based on total number of cabins booked on each tour and if a special fare can be acquired by our sales force. Carison looks forward to working with you on this very important project and we would be delighted to be awarded the travel contract for the city of Auburn and the Auburn Senior Activity Center. Thank you for this exciting opportunity. 7 SEP-11-95 MON 12 04 PM P 09 Tammy Gull September 5, 1995 6101 -loath street S.W. Group Number Tacoma,WA $3489 STAUBU PH. (208)581-6207 FAX: (208( 581-4565 CARLSON RECEPTIVE OPERATIONS CONTRACT COMPANY- Auburn Senior Activity Center CONTACT Ms. Radine Lazier ADDRESS: 910-9th Street S.E. Auburn, WA 98002-6200 PHONE: 206-931-3018 FAX: 206.931.5105 DATES: May 3- 10, 1996 LINE&CRUISE SHIP- STAR PRINCESS POINT OF DEPARTURE: SEATTLE, WA DESTINATION: ACAPULCO, MEXICO PORTS OF CALL. ZIHUATANEJO/IXTAPA PUERTO VALLARTA MAZATLAN CABO SAN LUCAS LOS ANGELES J CATEGORY/INSIDE CABINS: $ 1443.00 pp dbl/ $2193.00 pp sgl I CATEGORY/INSIDE CABINS: $ 1483.00 pp dbl 1$2283.00 pp set H CATEGORY/INSIDE CABINS: $ 1543.00 pp dbl/$2383.00 pp sgI FF CATEGORY/OUTSIDE CABINS: $1613.00 pp dbl/$2633.00 pp sgl B CATEGORY/OUTSIDE CABINS: $1783.00 pp dbl/$2883.00 pp sgl PRICES INCLUDE: Kick-Off Presentation with Snacks 2 TNT Newspaper Ads, Postcards and Slick Brochures On-Site Registration Weekly in October Contribution to Document Party of$2.00 pp Personalized Canvas Tote Bags, Name&Luggage Tags Transportation to and from Sea-Tac Airport/Super Shuttle Complimentary Cocktail Party on Board Complimentary Group Photo for Passengers All Shipboard Meals and Entertainment All Port Charges, Tans,Baggage Handling and Gratuities Trip Cancellation and Interruption Insurance 1 Complimentary Escort Berth after 15 Paid Passengers SEP-11-95 MON 12 04 PM P 10 • September 5, 1995 Page Two Contract of Cruise Agreements Group# STAUBU Group Deposit & Payment Requirements: Booking deposits are due weekly as bookings materialize. Booking deposits are$539.00 per passenger and are due 10 days after names are given, this Includes the complete Insurance payment per person. FINAL PAYMENT:: February 18, 1996 / 60 days prior' *Guests can be added on a space available basis only after this date. Name Chanaes: Name changes am possible, but not guaranteed by Carlson Receptive Operations. Every effort will be made to Insure that name changes may occur, but it will be on a space available basis and additional charges maybe incurred The exact charge will not be readily available until the actual time of the name change. Refunds & Penalties: Insured passengers are fully covered until the time they return to their residence with Carlson Travel Cruise Protection. Any cancellations will receive their full payments In refund form, minus the cost of the Initial insurance which is$89.00 per person. Responsibility Clause: Carlson Wagonlit Travel acts only as an agent for the airlines,steamship companies and transportation companies Included In this contract and will not be held responsible or liable for any loss,Injury or damage to personal property or otherwise in connection with the contractedservices in this contract. Please note that Princess has the legal right to release any cabins which are unsold at any time, but this usually occurs automatically 60 days prior to sailing. Please urge your passengers to book early to insure they will have secured cabins on board this cruise. Group/Individual Cancellations: Penalty Is: Up to 76 Days Prior No Penalty 75. 61 Days Prior Total Amount of Deposit 60-31 Days Prior 60%of Total Fare per pass. 30 Days to 72 Hours Prior 85%of Total Fare per pass, Less than 72 Hours Prior 100%of Total Fare per pass. CLIENT SIGNATURE: DATE: RECEPTfVE SIGNATURE: DATE: COY Or \ A w CHARLES A nolth C MAYOR ��1J■ AUBURN CITY ATTORNEY Al sheet aC>nnm.,cey nu„!icy 25 West Main, Auburn,WA 98001 Juaen C Au.man.A.ai.ta Cay Aunrney Karen C cwe�er,Prosecutor Civil. (206)911 1010 Criminal:(206)804-1108 Jam..S Out m,ry, aro.«uttr Fax.(206)931-3053 Skiff STATE OF WASHINGTON) ) ss. COUNTY OF KING I, Robin Wohlhueter, the duly appointed, qualified City Clerk of the City of Auburn, a Municipal Corporation and Code City, situate in the County of King, State of Washington, do hereby certify that the foregoing is a full, true and correct copy of Resolution No. 2672 of the resolutions of the City of Auburn, entitled "RESOLUTION NO tt I certify that said Resolution No 2672 was duly passed by the Council and approved by the Mayor of the said City of Auburn, on the 2nd day of October, 1995 Witness myy hand d land the seal of the City of Auburn this 24th day of June, 1996 , Robin Wohlhueter City Clerk City of Auburn CITY OF AUBURN INTEROFFICE MEMORANDUM TO Judith Ausman, Assistant City Attorney) FROM: Robin Wohlhueter, City Clerk5�" SUBJECT Carlson Wagonlit Travel - Resolution No 2672 DATE. October 27, 1995 The Agreement with Carlson Wagonlit Travel and City of Auburn was authorized by Resolution No. 2672 on October 2, 1995 Cheryl Sallee returned the City's original agreement after signatures were obtained from Teri Trettin, owner of Carlson Wagonlit Travel/Travel Center, that included an addendum on page three of the Agreement. You indicated a resolution for Council approval of the addendum is required. The Agreement will remain in a pending status subject to approval of a resolution authorizing the addendum. I have attached a copy of the original Agreement and Resolution No 2672. Thank you for your assistance. cc: Cheryl Sallee, Senior Center File. f\clerk\records\TRAVEL .s . N / 9 OCT 9.5— Leic I / ) tion),LfLidA4-; 7,,ealatzbes_04,2,, ,-- s , . far (I r 02) a-r/. //� 4 � toe /L/ iAce. c0 "C�ia _ed cr - -- 2J,�%!i+t 6�«JJ LAti Cif G �L�'I 4faev .Afr c:02, ijna 2' ,y7±,-/fL (Joi th/ta 4 - i aAB C j �. ie c = o Gs/s e.41,6,c e- L • I CARLSON YIlAGONLIT TRAVEL AUg UF-N SENIOR ACTIVITY C£NT£R MEXICAN RIVIERA CRUISE May 3 - to, 19910 Outside Cabin Upgrade Pricing Sheet Category Dec Description Fare Upgrade Amt. F Fiesta Portholes $1613.00 dbl N/A $2533.00 sgl FF Caribe & Dolphin Obstructed $1613.00 dbl N/A $2533.00 sgl E Plaza Fore of Ship $1638.00 dbl $ 25.00 p psn $2583.00 sgl $ 50.00 p psn EE Plaza Mid-Ship $1663.00 dbl $ 50.00 p psn $2633.00 sgl $100.00 p psn D Emerald Fore & Mid $1688.00 dbl $ 75.00 p psn $2663.00 sgl $150.00 p psn DD Dolphin -Waitlisted Fore &Aft $1713.00 dbl $100.00 p psn upon request for sgl C Caribe -Waitlisted All $1738.00 dbl $125.00 p psn upon request for sgl CC Baja - Waitlisted All $1763.00 dbl $150.00 p psn upon request for sgl B Aloha Aft Only $1783.00 dbl $170.00 p psn $2883.00 sgl $340.00 p psn A Aloha Mid-Ship $2359.00 dbl $746.00 p psn Mini-Suite w/Balcony $4041.00 sgl upon request AA Aloha Fore $2599.00 dbl $986.00 p psn Suite w/ Full Balcony $4541.00 sgl upon request Carlson Travel Network® Travel Center Wednesday, October 18, 1995 Ms. Radine Lazier Auburn Senior Activity Center 910- 9th Street S.E. Auburn, WA 98002-6200 Dear Radine: It is with great pleasure, that Carlson Wagonlit Travel accepts the "award of bid"from Auburn Senior Activity Center We will do everything within our power to insure your group has a memorable and successful "Mexican Riviera Cruise", in May of 1996. The initial turnout for the "kick off" party was very impressive last week. We were happy to be able to book four of your members immediately, at that time. It was apparent that your members appreciated the direct link to Princess for their cabin numbers and dining confirmations. Attached you will find the signed and notarized original copy of the City of Auburn's contract with Carlson Wagonlit Travel, for this very special event. Please let us know if we can be of any further assistance. We will look forward to being a part of the Auburn Senior Activity Center's "team"for this time period and hopefully for future extended trips. Thank youl Sincerely, Sincerely, atOujrnik_ ecusoklu q&t.c 11)04 opc.- Tamm r II Teri Trettin Director Receptive Operations Owner Pacific Northwest Region & Hawaii Carlson Wagonlit Travel/Travel Center 6101 100th Street Southwest Tacoma,Washington 98499 (206) 582-2020 Fax (206) 581-4555 CITY OF AUBURN INTEROFFICE MEMORANDUM TO Cheryl Sallee, Senior Center Supervisor FROM: Robin Wohlhueter, City Clerk Q „{ „r/v\_.--/ SUBJECT Agreement With Carlson Wagonlit Travel DATE. October 3, 1995 The Auburn City Council adopted Resolution No. 2672 authorizing the Mayor and City Clerk to execute an Agreement with Carlson Wagonlit Travel to act as the travel agent for the Senior Center Mexican Riviera Cruise beginning May 3rd through May 10, 1996 I have enclosed a copy of Resolution No 2672 and two original Agreements, designated as Exhibit A, that have been executed by the City of Auburn. On page 4 of Exhibit A the term reads, "This agreement shall commence and be in effect on " The blank needs to be filled in. Additionally, there are provisions requiring insurance beginning on page 7 of the Agreement. Inform Carlson a certificate of insurance can be filed at any time covering the term of the Agreement. Return a fully executed original Agreement to me for filing with Resolution No 2672. The second original Agreement can be retained by Carlson for their records. Thank you for your assistance Please give me a call should you have any questions at 3037 cc: Len Chapman, Parks & Recreation Director File. 04 4.2 f\clerk\records\R ES2672 g. INTEROFFICE MEMO • Date. 05/15/96 To: Robin Wohlhueter MAY 1 6 1996 From: Cheryl Sallee • CITY OF AUk3utclV Subject: Certificate of Insurance for Mexican Travel contract CITY CLERKS OFFICE Believe it or not, Radine and I both worked on getting the copy of the Certificate of Insurance you requested from the day you called until today Yes, the trip has come and gone and all went very well. We had several documents showing the insurance coverage existed and talked with the travel agent and insurance agent back east several times. Attached is the last form it came in. It seems the company has never dealt with "Certificates of Insurance" and could not produce one in what we consider the normal form. Please tell me the attached document is OK to file with the contract. We could make another effort, but have already spent way too much time on it. We have also told the travel agent, that if we ever consider contracting with them in the future, their ability to produce a certificate of insurance would have to be proven prior to registrations. Thanks. Enc. 1 05/15/96 a aitsimaissi INTERSTATE INSURANCE GROUP 55 East Monroe• Street Chicago, Illinois 60603 May 14, 1996 312 346-6400 FAX 312 346-5748 Radine Lozier City of Auburn Auburn City Hall Auburn, WA 98002 Dear Ms. Lozier Let this letter serve as confirmation that CWT/Travel Center, Inc. is insured under a professional liability policy bearing the certificate number LTA-2000023-01 for the policy period of September 1, 1995 - September 1, 1998. Furthermore, it is understood by Chicago Insurance that the City of Auburn is an Additional Insured under the forementioned policy The effective date of coverage for the City of Auburn is May 1, 1996 - September 1, 1996. Coverage afforded under the above captioned policy is as follows. 0 Errors and Omissions [1 Bodily Injury and Property Damage U Bodily Injury and Property Damage resulting from the use of a non-owned automobile U Personal Injury 11 Host Liquor Liability Certificate LTA-2000023-01 has a Limit of Liability $1,000,000 per claim/$1,000,000 aggregate. Please review the policy thoroughly for further clarification of the coverages provided and persons insured under the policy Please contact Darinda Preston of Access America at 1-800-390-1431 if you have any questions. Sincerely, 464/) 4(it Stephen Lang U Specialty Underwriter Inc,,sl,(. the 3 1.•■wally Con/piny Chiidbo hNIVJnct'I ronpanY InlCnl.11e huko my l omp•my hlQrnbcr<onlpmJe%of Mc fireman)Imd Insurance GNVp