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Home My WebLink AboutContract 26620 PAGE 62 CITY SECRETARY CONTRACT No. :.Y 435 Laramie, San Antonio, Tx. 78209. Fax: (210)820 0999 Phone: (210) 826 3600 Email: CValle@satu.rr.com We would be most pleased to provide you with simultaneous interpretation services and equipment for your upcoming NAITCP Summit and Seven Summit of Mayors that will be held in Fort Worth, Texas on May 10 -11,2001. 1. INTERPRETING EQUIPMENT RENTAL * Single setup & breakdown fee for 1 full booth w/ transmitters, console unit, microphones and headsets and 4 interpreter's station for 4 concurrent tracks. Transportation from San Antonio - Forth Worth- S.A. $ 1, 500.00 * 1 soundproof booth for interpreters w/transmitters, console unit, microphones and headsets @ $300 per day for 2 days $ 600.00 * 4 interpreter's stations with transmitter, console and headsets @ 250 each per day for 2 days $ 2,000.00 *250 wireless receivers (for audience) Q$ 8.00 each per day for 2 days $ 4,000,00 "Two sound technician for interpreting equipment for @ $250 per day for 2 days $ 1,000,00 TOTAL AMOUNT FOR EQUIPMENT $ 9,100.00 C5KIG411(t kECU0D CI ATI�y��p�c�J��uS�t�M°' Q �a UV\..'I�'UUUy �lSU�10 rift riot cuul lo.- 4.3 41U0400733 11;5 F'AUE 03 II. INTERPRETERS ' Eight Spanish-English bi-directional simultaneous interpreters c@ 500 each per day for 1 days $ 4,000.00 Four Spanish-English bi-directional simultaneous interpreters Q 500 each per day for 1 days $ 1,000.00 *2 interpreters from San Antonio traveling, hotel , per diem and ground transportation expenses $ 900.00 TOTAL AMOUNT FOR INTERPRETERS $ 5,900.00 TOTAL AMOUNT FOR CONFERENCE $15,000.00 Ill. OVERTIME FEES There will be a minimum charge of$100 for any additional interpreting needed for evening events. After the first hour, the charge will be of $100 per hour. Interpreters overtime begins after 7 hours of work and shall be paid at $75.00 per hour, per interpreter, Technician's overtime will begin after 8 hours of work and shall be paid at$30.00 per hour per technician. IV, SECURITY The client is responsible for the security on site. Missing headsets are charges at$ 25.00 each. Missing 4 channel receivers are charged at $140.00 each. All other missing, damaged or vandalized equipment will be charged at a lesser of repair or replacement cost, including any damages not specifically caused by the negligence of our own personnel. V LIABILITY: Your complete satisfaction is our principal concern.We will exercise diligence and prudence to assure that your seminar runs as smoothly as possible, but we cannot remit interpreter or equipment fees or be liable for damages, including consequential damages, due to circumstances beyond our reasonable control such as but not limited to fire, theft, strike, delay of aircraft or freight, illness, equipment malfunction or acts of God. The ns are standard in the industry. tJi �C K ED � Q� 0�G�M(�IN Vl. TERMS AND METHODS OF PAYMENT: 50% of the total amount due to be paid no later than Wednesday, April i r, 2001. The remaining 50 % to be paid upon completion of services, on May 11 h, 2001. Any additional charges (ie additional interpreting services for evening events) will be invoiced after the conference and will be due upon receipt. Please advise us of your invoicing requirements to meet these terms, and note that we do not take credit card payments. VII_ CANCELLATION POLICY: In the event of cancellation within 3 weeks of the seminar, full payment is still due,.since we have committed our resources for planned dates. Vlll. ACCEPTANCE: If you are satisfied that this proposal represents our agreement, please indicate your acceptance by signing below and return one copy to ICS as our contract. Write in any additions or alterations you deem appropriate and we will acknowledge them promptly. TN AGC D BY: DATE: 031OW01 DATE: 7 Catalina Valle COMPANY. Owner TITLE: International Conference Services NAME: OA- ATTESTE04Y 1, 3 -j, -p/ CqRtract Authorization 3 - - v i UUU�CUQI�6�15��VUS� Date City of Fort Worth, Texas a or andCoun"KCommunicaidon �� DATE REFERENCE NUMBER LOG NAME TPAGE 3/6/01 C-18496 02SUMMIT 1 of 2 SUBJECT APPROVE CONTRACTS WITH INTERNATIONAL CONFERENCE SERVICES, THE MAXCELjf COMPANY, AND EVENTLINK INTERNATIONAL, INC. FOR SERVICES FOR THE NORTH AMERICAN INTERNATIONAL TRADE CORRIDOR PARTNERSHIP SUMMIT RECOMMENDATION: It is recommended that the City Council: 1. Adopt the attached supplemental appropriation ordinance increasing estimated receipts and appropriations in the General Fund/City Manager's Office by $76,197 and decreasing the unreserved, undesignated fund balance by the same amount; and 2. Approve the following contracts for the North American International Trade Corridor Partnership (NAITCP) Summit which will be held in Fort Worth on May 9-12, 2001: ! • International Conference Services, in an amount not to exceed $25,000 for providing I simultaneous English/Spanish translation services and equipment; and • The MaxceVCompany, in the amount of$25,251 for pre-planning and on-site management; and • EventLink International, Inc., in the amount of $25,946 for designing and managing the pre- registration computer database, on-site registration and for providing bi-lingual staff on-site. DISCUSSION: The City of Fort Worth is a member of the North American International Trade Corridor Partnership (NAITCP), and Fort Worth has been selected as the site for the 7th annual NAITCP Summit of Mayors. In addition to the Summit of Mayors, the program during the 3-day conference includes high-profile public and private-sector speakers, economic development*and academic sessions, and an opportunity to promote Fort Worth businesses with exhibits and business matchmaking. At least 500 participants, including business owners, mayors, governors and academics from the United States, Mexico _and Canada are expected to attend. The proposed budget for the conference is $!Be-,O60. Commitments for corporate sponsorships, in the amount of $93,500, have been secured and fund raising efforts continue. It is anticipated that-the conference will be fully funded through corporate sponsorships, registration fees and private donations. However, in the interim period, the above referenced contracts need to be executed and funded. Once funds have been collected, the General Fund will be reimbursed. The contracts described above will provide professional event coordination and showcase Fort Worth _ as a city prepared to do business in the international arena. City of Fort Worth, Texas And Council Communication DATE REFERENCE NUMBER LOG NAME PAGE 3/6/01 C-18496 02SUMMIT 2 of 2 SUBJECT APPROVE CONTRACTS WITH INTERNATIONAL CONFERENCE SERVICES, THE MAXCELW COMPANY, AND EVENTLINK INTERNATIONAL, INC. FOR SERVICES FOR THE NORTH AMERICAN INTERNATIONAL TRADE CORRIDOR PARTNERSHIP SUMMIT FISCAL INFORMATION/CERTIFICATION: The Finance Director certifies that upon approval of the above recommendations, funds will be available in the current operating budget, as appropriated, of the General Fund. After this transaction, the fund balance in the General Fund will be $35,379,383. RG:k Submitted for City Manager's FUND ACCOUNT CENTER -AMOUNT CITY SECRETARY Office by: (to) ` APPROVED - Ramon Guajardo 6140p` �;q Ui i-,Originating Department Head: - - — 9TY AME NDED _ --- Ramon Guajardo 6140 (from) —"` MAR—s_2QQi GG01 539120 0021000 $76,197.OQ Additional Information Contact: "'`" ! Ramon Guajardo 6140 A.