HomeMy WebLinkAboutContract 40881CITY SECRETARY
CONTRACT NO.
5 A `4 DIE ')
Monday, September 20, 2010
Ms. Katherine Hoeppner
Fortworth Police Department
Dear Ms. Hoeppner:
We are delighted that our hotel has been selected for the Fortworth Police Department. Please review
the Conference Agreement for Monday, October 18, 2010 - Wednesday, October 20, 2010. If everything
meets with your approval, please sign and return a copy of the contract to my attention by Monday,
September 27 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,
g'ea Fettermets
Rigel Bitterman
National Sales Manager
Enclosures
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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:
NAME OF EVENT:
CONTACT:
PHONE NUMBER:
EMAIL:
FORTWORTH POLICE DEPARTMENT
FORTWORTH POLICE DEPARTMENT
MS. KATHERINE HOEPPNER
(817) 392-4390
KATHERINE.HOEPPNER@FORTWORTHGOV.ORG
SLEEPING ROOM COMMITMENT
Se San Diego will provide Fortworth Police Department with the following:
SLEEPING ROOM RATES
Based upon overall program requirements, the Hotel is pleased to confirm the following rates for your
Monday, October 18, 2010 program.
Room
Single Rate Double Rate
City Side King Room
$150 $150
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 net, non-commissionable.
ATTRITION
Should actual rooms utilized be less than 100% of the Total Contracted Room Nights 30, Fortworth Police
Department agrees to pay for the number of sleeping rooms not utilized up to 100% of the Total Room
Nights 30.
In other words, Group agrees to pay for a minimum of 30 room nights at a rate of $150 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 renegotiate all concessions
Page 2 of 6
METHOD OF RESERVATIONS
Reservations will be made by rooming list. Fortworth Police Department will forward its rooming list to the
Hotel by Monday September 20, 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: Monday, September 27, 2010 Check -in Time. 3.00 pm Check-out Time: 12:00 noon
On Monday, September 27, 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.
All rates are subject to change
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
Monday, October 18, 2010 - Wednesday, October 20, 2010
c/o SE SAN DIEGO
1047 5th Avenue
San Diego, CA 92101
Box of
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Due to limited space, any storage needs must be arranged with the Convention Services Department in
SAH DlC.;O
HON. L 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
1
$5.00
/box /day
Storage
over 48
hours
The Group will be respons'ble for packaging, labeling, and shipping of outgoing materials. The Hotel
assumes no responsibility for storage or mailing of outgoing materials.
SE 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 Card
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.
We must be notified in writing by Monday, September 27, 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 '/2 % 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.
CANCELLATION POLICY
If Fortworth Police Department cancels the 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 $4,500,
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.
Se San Diego agrees to use its good faith efforts to ensure the Hotel complies with requirements of the
Americans with Disabilities Act and its regulations and guidelines.
Page 4 of 6
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CHANGES DDITIONS, 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
P lease sign and return by Monday, October 4, 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.
S e San Diego and Fortworth Police Department have agreed to and have executed this Agreement by
their authorized representatives as of the dates indicated below.
S IGNATURES
Approved and authorized by Fortworth PD
N ame:
Title:
S ignature:
Date:
5oa. A.
Katherine Hoeppne
Planner
a. „Inca on 41) R
PacIL
Approved and authorized by Se San Diego Hotel
Name:
Title:
Signature:
Date:
Page 5of6
Rigel Bitterman
National Sales Manager
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Date:
CITY OF FORT WORTH, TX
Tom Higgins
Assistant City Manager
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Jeff - al tead
Police Chief
Date: ?28'/0
APPROVED AS TO FORM
AND LEGALITY:
�t,
onica Wofford i .'od
Assistant City Attorney
Date:
ATTEST:
City Secretary
Authorization
M&C: n/a
Contract Number:
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SE SAN DIEGO HOTEL
Signed & dated on previous page
Rigel Bitterman
National Sales Manager
Date:
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Group Credit Card/Advanced Deposit Authorization Form
Name of Group/Event:
Group/Event Dates:
Group/Event Code:
Credit Card Type:
Credit Card It:
Expiration Date:
CRV Number:
(3 Digit Number on back of credit
card)
Cardholder Name:
Authorized Signature:
(Please print name as it appears on the Credit Card)
(Please sign as on the Credit Card)
I authorize the above Credit Card to be charged for the following Approved Charges:
All Charges nRoom & Tax
Telephone (ID)
Suite & Tender .Advanced Deposit Banquet F&B
[Telephone (Local) ❑Room Dining
Parking nSe Spa
*A legible photocopy of the front and back of this 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 Sc 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:
Signature:
Company:
Phone:
Hotel Representative:
Title:
Fax:
Phone:
Fax:
FOR
HOTEL USE ONLY
Da
Amount
e
of Approval:
of Approval:
Approval Code:
S Initials:
11
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