HomeMy WebLinkAboutContract 44949-SA1 1 lollr2
RETARY
CITY NO. #W111- SAI
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3FORTWORTH
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City of Fort Worth
June 16,2017
Fort Worth Convention and Visitors Bureau
Atm: Bob Jameson
111 W.4a'Street, Ste.200 OFFICIAL RECORD
Fort Worth,Texas 76102 CITY SECRETARY
FT. UVORTH,TX
Via email: BobJameson@fortworth.com
RE: Supplemental agreement regarding additional funding for the Fort Worth Herd
Dear Mr. Jameson:
The City of Fort Worth ("City") and Fort Worth Convention and Visitors Bureau (`Bureau") are
currently parties to a professional services agreement concerning the marketing and promotion of the City,
said agreement being City Secretary Contract Number 44949 dated effective as of October 1, 2013 (as
amended to date, the "Marketing Agreement"). As part of the Marketing Agreement, the Bureau has
committed to managing, administering, and ensuring the continued operation of the Fort Worth Herd
("Herd") in a manner that maintains the integrity and public good will associated with the Herd program and
brand. Annual funding for the Herd is based upon the Bureau's budget submissions and available funds to
support the Herd. For Fiscal Year 2017, the City allocated $876,564.00 to the Bureau for the Herd
operations.
Since 1999, the Herd has been headquartered out of, and conducting daily cattle drives in, the Fort
Worth Stockyards ("Stockyards"). As a result of planned redevelopment activities in the Stockyards, the
Herd has been temporarily displaced from its current headquarters in the Stockyards. As part of the City's
ongoing obligation under the Agreement to assist the Bureau in whatever manner is needed to ensure the
continued integrity, successful operation, and long-term viability of the Herd program and brand, the City
recently agreed to license the former mounted police patrol site located at 2500 N. Houston Street
("Temporary Herd Site") for temporary housing of livestock and storage associated with the Herd until
construction of the Herd's new facility in the Stockyards is completed, said agreement City Secretary
Contract Number 48522("License Agreement").
The Herd's move to the Temporary Herd Site has resulted in $57,000.00 in additional, unexpected
expenses on the part of the Bureau, including upgrades to the Temporary Herd Site. The expenditures are
necessary to maintain the integrity and public good will of the Herd program and brand because they relate
directly to the Bureau's ability to manage, administer, and operate the Herd. This letter is intended to serve
CITY MANAGER'S OFFICE
THE CITY OF FORT WORTH*1000 THROCKMORTON STREET*FORT WORTH,TEXAS 76102
(817)392-6111-FAX(817)392-6134
Mr.Bob Jameson
June 16,2017
Page 2 of 3
as a supplement to the Marketing Agreement by memorializing and confirming the parties' respective
commitments regarding additional Herd funding to the Bureau for Fiscal Year 2017 ("Supplemental
Agreement").
1. In recognition of the Bureau's ongoing obligation to manage, administer, and ensure the continued
operation of the Herd in a manner that maintains the integrity and good will associated with the Herd
program and brand and the City's obligation to assist the Bureau to achieve these goals, the City has agreed
to increase the Bureau's Herd funding for Fiscal Year 2017 by $57,000.00 to a total of$933,564.00. The
Bureau may expend said funds to fulfill any of its Herd obligations under the Marketing Agreement.
2. Except as expressly provided under the terms of this Supplemental Agreement, any and all terms and
conditions of the Marketing Agreement shall remain in full force and effect and the parties shall continue to
be bound by the terms and conditions of the Marketing Agreement.
3. This Supplemental Agreement may be executed in multiple counterparts, each of which will be
deemed as original, but which together will constitute one and same instrument. A signature received via
facsimile or electronically via e-mail shall be as legally binding for all purposes as an original signature.
4. All capitalized terms used in this Supplemental Agreement and not defined herein shall have the
meanings assigned to them in the Marketing Agreement.
Please execute three (3) copies of this Supplemental Agreement and send them to the Kirk Slaughter
for routing through the City.
Very truly yours,
CITY OF FORT WORTH
By:15�Z�aQa'_
S san Alanis
Assistant City Manager
Date:(p f It`�'�
By signing below, you represent to the City of Fort Worth that you have the right to enter into this
Supplemental Agreement on behalf of the Bureau and to bind the Bureau to the terms herein.
Received,Acknowledged and Agreed this day of ! c .�, ,2017.
CITY MANAGER'S OFFICE
THE CITY OF FORT WORTH H 1000 THROCKMORTON STREET H FORT WORTH,TEXAS 76102
(817)871-6111 H FAX(817)871-6134
Mr.Bob Jameson
June 16,2017
Page 3 of 3
FORT WORTH CONVENTION AND VISITORS BUREAU
By:
Obert James
President and CEO
AUTHORIZATION:
M&C: G - Uz 5-?
Date: 741'v- 4,i ?,5! ?
rii iR^v`v ID AS TO FORivi LEGALITY:
`Tyler F al ch QF FQ/�T
Asstty
i aAttorney
A T S
ary ayser
ity Secretary N�Xia1$
Contract Compliance Manager:
By signing I acknowledge that I am the person responsible
for the monitoring and administration of this contract, including
ensuring all performance and reporting requirements.
Stacey ur
Assistant trector
FOFFICIALORD
ARY
TX
CITY MANAGER'S OFFICE
THE CITY OF FORT WORTH H 1000 THROCKMORTON STREET H FORT WORTH,TEXAS 76102
(817)871-6111 H FAX(817)871-6134
C-28257 C
CERTIFICATE OF INTERESTED PARTIES
FolRnn 1295
1of1
Complete Nos.1-4 and 6 if there are interested parties. OFFICE USE ONLY
Complete Nos,1,2,3,5,and 6 if there are no interested parties. CERTIFICATION OF FILING
1 Name of business entity filing form,and the city,state and country of the business entity's place Certificate Number:
of business. 2017-216021
Fort Worth Convention&Visitors Bureau
Fort Worth,TX United States Date Filed:
2 Name of governmental entity or state agency that Is a party tot the contract for which the form is 05/31/2017
being filed.
City of Fort Worth Date A kn dged:
3 Provide the identification number used by the governmental entity or state agency to track or identify the contract,and provide a
description of the services,goods,or other property to be provided under the contract.
44949
Additional expenses related to the management,operation,administration of the Fort Worth Herd
4 Nature of interest
Name of Interested Party City,State,Country(place of business) (check applicable)
Controlling Intermediary
5 Check only It there is NO Interested Party. a
X
6 AFFIDAVIT I swear,arm,u der penalty of perjury,that the above disclosure is true and correct.
ERLINDA GERCIO DE JESUS
Notary Public,State Of Texas
a"s My Commission Expires r--
�'*%�Y„;N` August 31, 2017
Signature of authorized agenllllcan acfing business entity
AFFIX NOTARY STAMP/SEAL ABOVE
Sworn to and subscribed before me,by the said U80T I-• TAMOSC*J ,this the 31 day of MA�y
20J_I _,to certify which,witness my hand and seal of office.
/(hd" � 4 FUlfJOA Q. Ds Tea AV WO TA&I ?94SW✓
Signature of officer admini ening oath Printed name of officer administering oath Tide of officer administering oath
Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.0.883
M&C Review Page 1 of 2
Official site of the Gty of Fort Worth,Texas
CITY COUNCIL AGENDA FOR� RT1I
COUNCIL ACTION: Approved on 6/6/2017 -Ordinance No. 22738-06-2017
DATE: 6/6/2017 NOFERENCE,,.0-28257 LOG NAME: 25CVBAMENDMENT2017_FY16TRUEUPAPPROP
CODE: C TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: Authorize Execution of a Supplemental Letter Agreement with the Fort Worth Convention and
Visitors Bureau to Provide a One-Time Funding Increase in the Amount of$57,000.00 for
Additional, Unexpected Expenses Related to the Management, Administration and Operation of
the Fort Worth Herd and Adopt Appropriation Ordinance (COUNCIL DISTRICT 2)
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize a supplemental Letter Agreement with the Fort Worth Convention and Visitors Bureau to
provide a one-time funding increase in the amount of$57,000.00 for additional, unexpected expenses
related to the management, administration and operation of the Fort Worth Herd per Fort Worth City
Secretary Contract No. 44949; and
2. Adopt the attached supplemental appropriation ordinance increasing estimated receipts and
appropriations in the Culture and Tourism Fund in the amount of$48,479.00 from revenues
generated from the annual funding reconciliation process with the Fort Worth Convention and Visitors
Bureau.
DISCUSSION:
The City and Fort Worth Convention and Visitors Bureau (Bureau) are currently parties to a
Professional Services Agreement concerning the marketing and promotion of the City, said
Agreement being City Secretary Contract No. 44949 dated effective as of October 1, 2013(as
amended to date, the Marketing Agreement). As part of the Marketing Agreement, the Bureau has
committed to managing, administering and ensuring the continued operation of the Fort Worth Herd
(Herd) in a manner that maintains the integrity and public good will associated with the Herd program
and brand. Annual funding for the Herd is based upon the Bureau's budget submissions and
available funds to support the Herd. For Fiscal Year 2017, the City allocated $876,564.00 to the
Bureau for the Herd operations.
Since 1999, the Herd has been headquartered out of, and conducting daily cattle drives in, the Fort
Worth Stockyards (Stockyards). As a result of planned redevelopment activities in the Stockyards, the
Herd has been temporarily displaced from its current headquarters in the Stockyards. As part of the
City's ongoing obligation under the Marketing Agreement to assist the Bureau in whatever manner is
needed to ensure the continued integrity, successful operation, and long-term viability of the Herd
program and brand, the City recently agreed to license the former mounted police patrol site located
at 2500 N. Houston Street(Temporary Herd Site)for temporary housing of livestock and storage
associated with the Herd until construction of the Herd's new facility in the Stockyards is completed
(City Secretary Contract No. 48522).
The Herd's move to the Temporary Herd Site has resulted in $117,041.69 in additional expenses on
the part of the Bureau, including upgrades to the Temporary Herd Site. The Friends of the Fort Worth
HERD, a support group for the HERD, has raised and committed $60,000.00 towards those
expenses, with the City committing the remaining $57,000.00. The remaining $57,000.00 in
expenditures are necessary to maintain the integrity and public good will of the Herd program and
brand because they relate directly to the Bureau's ability to manage, administer and operate the
Herd. In recognition of the Bureau's ongoing obligation to manage, administer and ensure the
continued operation of the Herd in a manner that maintains the integrity and good will associated with
http://apps.cfwnet.org/council_packet/mc review.asp?ID=24523&councildate=6/6/2017 6/26/2017
M&C Review Page 2 of 2
the Herd program and brand and the City's obligation to assist the Bureau to achieve these goals,
Staff recommends increasing the Bureau's Herd funding for Fiscal Year 2017 by$57,000.00 to a total
of$933,564.00. The Bureau may expend said funds to fulfill any of its Herd obligations under the
Marketing Agreement.
Funding for the Bureau's general marketing and promotional activities and services under the
Marketing Agreement is derived from a percentage allocation of the Hotel Occupancy Tax (HOT)
collections that the City receives and that are not otherwise restricted or dedicated to a specific
purpose by state law or local ordinance or Agreement. During the annual budget process, the City
allocates additional HOT funds to support the Herd. Per the Marketing Agreement, payment to the
Bureau for each fiscal year is calculated during the budget process based on projected HOT
collections and is paid in equal installments over the course of the year. After the close of the fiscal
year, the actual HOT collections are compared to the budgeted projections and adjustments are
made to true-up the funding. For Fiscal Year 2016, the City received $48,479 from the Bureau as
part of the true-up.
This additional expense is unbudgeted in the adopted Fiscal Year 2017 Public Events budget. The
expense to the Bureau will be increased by $57,000.00 for the purposes stated herein, but will be
partially offset by additional appropriations of$48,479.00 as a result of the Fiscal Year 2016 funding
reconciliation between the City and the Bureau as part of the Marketing Agreement. The net effect
will be $8,521.00 in additional departmental spending, which is anticipated to be offset by savings in
the Public Events Department's operating maintenance center.
This property is located in COUNCIL DISTRICT 2.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that upon approval of the above recommendations and adoption of
the attached appropriation ordinance, funds are available in the current Fiscal Year 2017 operating
budget of the Culture &Tourism Fund and that prior to an expenditure being made, the participating
department has the responsibility to validate available funds.
TO
Fund Department Account Project Program Activity Budget Reference#
ID ID Year (Chartfield 2)7
mount
FROM
Fund Department Account Project Program Activity Budget Reference# Amount
ID ID Year Chartfield 2
Submitted for City Manager's Office by: Susan Alanis (8180)
Originating Department Head: Kirk Slaughter(2501)
Additional Information Contact: Stacey Church (2502)
ATTACHMENTS
25CVBAMENDMENT 2017 A017 (rev).docx
CERTIFICATE OF INTERESTED PARTIESCVB.pdf
http://apps.cfwnet.org/council_packet/mc_review.asp?ID=24523&councildate=6/6/2017 6/26/2017