HomeMy WebLinkAboutContract 62083CSC No. 62083
Texas Wesleyan University
Facilities Rental Agreement
1201 Wesleyan
Fort Worth, Texas 76105-1536
This Agreement ("Agreement") is made by and between Texas Wesleyan University ("University") and
the City of Fort Worth ("Facility User") on June 26, 2024 for use of University space(s) as listed below
for the purpose of an event being held on October 14, 2024.
Description of event: Annual Staff Day
Specific space(s) to be utilized and allotted time:_ Andrews Hall all sections and foyer, 8:00am —
5:00pm; McFadden Classrooms (4)
Any additional space or time shall result in an additional fee.
1. The cost for the use of the facilities indicated above for time requested is $1000, including deposits
and additional fees. The full amount, including additional fees, is due two (2) weeks prior to the
event unless other arrangements have been made in advance with the contact person representing the
University.
2. The Facility User and any guests shall adhere to all University policies, and all applicable laws,
ordinances or regulations. Specifically, the University does not allow the use of alcohol on campus
without prior approval, smoking is prohibited in any University building and pets are not allowed.
The Facility User is responsible for acquiring, knowing and disseminating applicable University
policy. The University reserves the right to remove or have removed any person associated with the
event, who does not adhere to University policies or applicable laws.
The Facility User shall not alter, deface or change the premises in any manner without prior written
consent from the University. The premises shall be maintained and vacated as agreed, and left in the
same condition as received by the Facility User. Additional fees may be charged for set-up,
housekeeping and repairs to the facility due to the Facility User, any guest, agent or employee action
or negligence. The Facility User agrees to forfeit its deposit and/or make additional reasonable
payments as determined by the University for damages caused by the Facility User, any guest, agent
or employee of the Facility User.
4. The Facility User shall be responsible for obtaining and paying for any special permits, licenses or
fees required by law to hold the event. A copy of any required permits must be submitted to the
University no later than 48 hours before the event.
5. The University is not responsible for any personal property or equipment lost or stolen as a result of
the use of University facilities.
6. The facility may not be used in any manner other than the event specified by this Agreement.
7. Although the University shall make every effort not to cancel the reservation, it reserves the right to
terminate the agreement for any reason deemed necessary by the University. The University will
attempt to limit such cancellations to catastrophic events. The Facility User shall have no claim on
the University for cancellation. In the event the University cancels the reservation, all monies paid
shall be refunded to the Facility User.
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Texas Wesleyan University
Facilities Rental Agreement
8. The Alcohol Permit Policy must be followed for events serving alcohol. An additional security
officer or off -duty police officer may be required at the Facility User's expense for events serving
alcohol. Alcohol must be served by a TABC certified server.
9. University agrees that Facility User will, until the expiration of three (3) years after final payment
under this Agreement, or the final conclusion of any audit commenced during the said three years,
have access to and the right to examine at reasonable times any directly pertinent books, documents,
papers and records, including, but not limited to, all electronic records of University involving
transactions relating to this Agreement at no additional cost to Facility User. University agrees that
Facility User will have access during normal working hours to all necessary University facilities and
will be provided adequate and appropriate work space in order to conduct audits in compliance with
the provisions of this section. Facility User will give University reasonable advance notice of
intended audits.
10. This document represents the entire agreement and any changes must be made in writing and
approved by both parties.
11. The Facility User agrees to abide by and follow all policies in the attached manual.
12. The User shall not make any alterations to the Facility or any fixtures, building systems, or
equipment. At the end of the Event, the Facility shall be left clean and safe. The User shall remove
from the Facility all property and materials belonging to the User. If User damages the Facility,
Texas Wesleyan shall have the option of either (i) requiring User, at User's own expense and risk, to
restore the Facility to the condition existing prior to the Event, or (ii) itself making the repairs and
restorations to the Facility. Texas Wesleyan shall have sole and complete discretion in deciding
which option to exercise. If Texas Wesleyan decides to make the repairs and restorations to the
Facility, the costs shall be borne solely by the User. User shall reimburse Texas Wesleyan for any
repairs or restoration necessary to repair damages to the Facility caused by User or the attendees of
the Event no later than 30 business days after Texas Wesleyan presents User with a written statement
or invoice reflecting the nature and costs of the repairs. c. User shall exercise care in the use of the
Facility and adjacent Campus areas and shall comply with guidelines to reduce excessive wear or
damage. The user agrees to keep the Facility and adjacent areas on the Campus in a clean and orderly
condition and to remove all waste material after the Event, unless Texas Wesleyan agrees, in writing,
to be responsible for cleanup, removal of waste, or recycling.
Jesica McEachern
Printed Name of Facility User
Dennis Hall
Authorized Facility User's Signature
Oehhls Hall
Dennis Hall (Oct 7, 2024 10:14 CDT)
Oct 7, 2024
Date
Oct 7, 2024
Printed Name of University Representative University Representative Signature Date
2
Texas Wesleyan University
Facilities Rental Agreement
IN WITNESS WHEREOF, the parties hereto have executed this Agreement in multiples.
CITY OF FORT WORTH:
By: op�
Name: Jesica McEachern
Title: Assistant City Manager
Date: Oct 7, 2024
VENDOR:
Dennis Mall
By:
Dennis Hall (Oct 7, 202410:14 CDT)
Name: Dennis Hall
Title: VP for Student Affairs & Dean of
Students
Date: Oct 7, 2024
FOR CITY OF FORT WORTH INTERNAL PROCESSES:
Approval Recommended:
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
By.
Midori Clark (Oct 7, 2024 09:43 PDT)
and reporting requirements.
Name:
Midori Clark
Title:
Library Director
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Attest:
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By: April Jacquez(Oct3,202400:14CDT)
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Name: April Jacquez
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Title: Sr. Contract Compliance Specialist
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By:
Name:
Jannette Goodall
Approved as to Form and Legality:
Title:
City Secretary
Contract Authorization: By:
M&C: N/A Name: Andrea Phillips
Date M&C Approved: N/A Title: Assistant City Attorney
Form 1295: N/A
OFFICIAL RECORD
CITY SECRETARY 3
FT. WORTH, TX