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HomeMy WebLinkAboutContract 40680CITY SECRETARY CONTRACT NO, (A b Log b SE SAN DIEGO CONFERENCE AGREEMENT The following represents an agreement between Se San Diego and Fortworth Police Department which outlines specific conditions and services to be provided: ORGANIZATION: FORTWORTH POLICE DEPARTMENT NAME OF EVENT: FORTWORTH POLICE DEPARTMENT SEPTEMBER 2010 PROGRAM CONTACT: MS. KATHERINE HOEPPNER EMAIL: KATHERINE.HOEPPNERt7p FORTWORTHGOV.ORG PHONE NUMBER: (817j 392-4390 SLEEPING ROOM COMMITMENT Se San Diego will provide Fortworth Police Department with the following: `'.fi;,i !t^•:1it'1 uiu It}:,il1� I �� it;itt'i; City Side King Room 12 11 1 SLEEPING ROOM RATES Based upon overall program requirements, the Hotel is pleased to confirm the following rates for your Wednesday, September 1, 2010 program: Side King Room a147 E3� TAx Hotel room rates are subject to applicable state and local taxes and assessments (currently 12.565%). If Group is tax exempt, a completed_ tax exempt form must be submitted to the Hotel at the time of contract signing. COMMISSIONS The sleeping room rates listed are not, non-commissionable. ATTRITION Should actual rooms utilized be less than 90% of the Total Contracted Room Nights 24, Fortworth POlice Department agrees to pay for the number of sleeping rooms not utilized up to 90% of the Total Room Nights 24, In other words, Group agrees to pay for a minimum of 22 room nights at a rate of $147 per room night. SPECIAL CONCESSIONS In consideration of the Total Room Nights contracted on page 2, the Se San Diego will provide Fortworth Police Department the following special concession: • 25% Discount on Spa services at the world renowned Se Spa, offered to all Fortworth Police Dept, guests, based upon availability. • Housekeeping and Porterage charges are waived for Fortworth Police Department. Special concession is based on actualized rooms picked up. Should actual rooms utilized be less than 90% of the total room nights (24), Se San Diego reserves the right to renegot' Page 2 of 7 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX METHOD OF RESERVATIONS Reservations will be made by rooming list. Fortworth Police Department will forward its rooming list to the Hotel by Tuesday, August 10, 2010. It is Se San Diego policy that at least one person occupying each guestroom be a minimum of 21 years of age. Upon arrival every guest will be required to provide our front desk a valid form of identification to verify age and identity. CUT-OFF AND CHECK -IN Cut-off Date: Tuesday, August 10, 2010 Check -in Time: 3:00 pm Check-out Time: 12:00 noon On Tuesday, August 10, 2010, Hotel will release the unreserved rooms for general sale. Any reservations received after the cut-off date will be accepted on a space and/or rate available basis. Group rates are extended three (3) days prior to and three (3) days following the official dates of a meeting on a space and rate available basis. GUARANTEED RESERVATIONS All reservations made by rooming list will be automatically confirmed for late arrival by your organization. If guests identified on the rooming list do not check -in, Fortworth Police Department will be charged one night room rate and tax. Individuals must present a credit card or deposit, for incidentals upon check -in. Individual reservations must be cancelled 72 hours in advance to avoid cancellation fee. EARLY DEPARTURE PROCEDURE At check -in, each guest will have the opportunity to reconfirm his or her departure date. Any guest departing prior to that date will be assessed a charge equal to one (1) night's room & tax. PARKING Valet Parking at the hotel is $36.00 per day for overnight guests. Valet Parking at the hotel is $22.00 per car for event only parking. FUNCTION SPACE To date the Hotel is not holding any function space for Fortworth Police Department. Should function space be required, the Hotel will do its best to accommodate this request. PACKAGE RECEIVING Please make sure if you are shipping packages to the Hotel that they are labeled properly. We suggest that you ship your packages to arrive no more than three (3) business days prior to your scheduled event date. Please have all packages clearly labeled like the example below: On Site Group Contact Name Fortworth Police Department Wednesday, September 1, 2010 -Friday, September 3, 2010 C/O SE SAN DIEGO 1047 5`hAvenue San Diego, CA 92101 Page 3 of 7 Due to limited space, any storage needs must be arranged with the Convention Services Department in advance. In order for the Hotel to receive, manage, and to store materials there is a handling fee per box. Please see prices below; COMPLIMENTARY 1-5 BOXES $5.00 each 6-10 boxes $10.00 each 11 or more boxes $150,00 Pallets Free 48 hour storage $5.00 /box /day Storage over 48 hours The Group will be responsible for packaging, labeling, and shipping of outgoing materials. The Hotel assumes no responsibility for storage or mailing of outgoing materials. $E SAN DIEGO NAME AND LOGO The name and logo of Se San Diego and all Hotel outlets are exclusive property of the Se San Diego.. Any unauthorized use of these names and logos is prohibited. NON-SMOKING HOTEL Please note that Se San Diego is a non-smoking property. Should any guest choose to smoke inside a guestroom, a $300.00 charge will apply and charged as an incidental. ACCOUNT CREDIT AND BILLING ARRANGEMENTS Fortworth Police Department will be responsible for room and tax charges incurred by its attendees. Individual attendees will be responsible for their incidental charges. If individuals do not pay incidentals upon check out, Fortworth Police Department will be charged incidentals incurred by the individual. Fortworth Police Department will be responsible for all other charges incurred pursuant to this Agreement. METHOD OF PAYMENT Credit Gard -Payment may be made by a credit card subject to approval by the Hotel's Accounting Department. Please complete and return the credit card information below and include a copy of the front and back of the credit card with signed contract. ADVANCE DEPOSIT An advance deposit of $2,000 will be required in order for us to hold your arrangements on definite basis. This advance deposit is due on Tuesday, August 10, 2010. The payment/deposit will be applied to the Master Account. We must be notified in writing by Tuesday, August 10, 2010 of the authorized signatories and the charges that are to be posted to the Master Account. Our terms are immediate payment upon receipt of invoice. In the event such payment is not made within 30 days of the original statement, it is agreed that the Hotel may immediately impose a late payment charge at the rate of 1 — 1 Yz % per month (annual rate of 18%) or the maximum allowed by law on the unpaid balance, and the reasonable cost of collection, including attorney fees. A Credit Card Guarantee is required to hold all arrangements on a definite basis. Please complete the attached credit card authorization. GANCELLATION POLICY If Fortworth Police Department cancels khe Event or moves the Event to another city or facility, such decision would constitute a breach of its obligation to the Hotel and the Hotel would be harmed. Should the Event not be held at the Hotel or is cancelled, Fortworth Police Department will pay the Hotel $3,500, as liquidated damages, within thirty (30) days after written notification to Hotel of the transfer or cancellation. The Hotel agrees that after receipt of such amounts it will not seek additional damages. Page 4 of 7 CHANGES, ADDITIONS, MODIFICATIONS All changes, additions, deletions or stipulations including corrective lining out by either the Hotel or Fortworth Police Department will not be considered agreed to or binding to the other unless such modifications have been initialed or otherwise approved in writing by the other. FORCE MAJEURE The performance of this Agreement is subject to any circumstance making it illegal or impossible to provide or use the Hotel facilities, including acts of God, war, government regulations, disaster, strikes, civil disorder, or curtailment of transportation facilities in San Diego, The Agreement may be terminated only for any one of the above reasons by written notice from either Hotel or Fortworth Police Department to the other. ACCEPTANCE Please sign and return by Tuesday, August 10, 2010. This agreement will constitute a binding contract between the parties. The individuals signing below represent that each is authorized to bind his or her party to this Agreement. If this Agreement is not received by the date above, all rooms and space referred to herein will be released, and neither party will have any further obligations under this agreement. Se San Diego and Fortworth Police Department have agreed to and have executed this Agreoment by their authorized representatives as of the dates indicated below. SIGNATURES Approved and authorized by Fortworth Police Department Approved and authorized by Se San Diego Hotel Title: Signature: Name: Title: Signature: Date: Name: Ms. Katherine Ho�p�ri'er Name: Rigel Bitterman Tom Higgins _ Assistant City Manager Jeffrey Halstead Title: Police Chief Signature: W0 )ate: }UGVST l _ Zvc o OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX TitlNational Sales Nlana e: Y S % Signature: Dater Approved As To Form & t_egality: Monica Wofford Wood: Assistant City Attorney Date: City Secretary n/a Contract Number: Group Credit Card/Advanced Deposit Authorization Form Name of Group/Event: Group/Event Dates: Group/Event Code: Credit Card Type: Credit Card #: Expiration Date: CRV Number: (3 Digit Number on back of credit card) Cardholder Name: Authorized Signature: (Please print name as it appears an the Credit Card) (Please sign as on the Credit Card) I authorize the above Credit Card to be charged for the following Approved Charges: aAll Charges ❑Room &Tax ❑Telephone (lD) Telephone (local) Room Dining Suite & Tender oAdvanced Deposit El Banquet F&B a Parking El Se Spa *A legible photocopy of the front and back of tfiis Credit Card must be attached or this request cannot be processed. (This service is for the protection of our customers and is required by Credit Card Companies.) I certify that all information is complete and accurate. I hereby authorize Se San Diego to collect payment for all charges as indicated in the Approved Charges section of this form by processing a charge to the credit card above. I understand that a new form will have to be completed if guest wishes to extend his/her stay. I certify that I am the authorized signer of the credit card listed above. I authorize the above Credit Card to be charged the required Advanced Deposit as specified in the contract. If Direct Billing has not been established, I authorize the Credit Card to be used as following: *Required full -prepayment for guestrooms and/or catering events. *Payment of any and all unpaid balances upon completion of the Sales or Catering event. *Guarantee of guest rooms. In the event there are no-shows and/or cancellations this credit card will be charged as stated in the contract. Name: Hotel Representative: Signature: Title: Company: Phone: Date of Approval: Amount of Approval � Fax: Page 6 of 7 Phone: Approval Cuti�; Initials: Fax: { Page 7 of 7 Tuesday, August 10, 2010 Ms. Katherine Hoeppner Fortworth Police Department Dear Ms. Hoeppner: We are delighted that our hotel has been selected for the upcoming Fortworth Police Department program. Please review the Conference Agreement for Wednesday, September 1, 2010 - Friday, September 3, 2010. If everything meets with your approval, please sign and return a copy of the contract to my attention by Tuesday, August 10 2010 via email or fax (619) 515-3001. I look forward to working with you on this program. If you have any questions regarding the agreement, please feel free to call me at (619) 515-3028. Kind regards, Rigel Bitterman National Sales Manager Enclosures Page 1 of 7 03-11-10 Fi1?:40 IPJ