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Home My WebLink AboutContract 62677R I V E R -(;PZ R A1\J C H Cowtown Concessions, Inc. SGG NE 23rd Street STOCKYARDS Fort Worth, Texas 76164 Customer: Name City Of FCW Emp. Recognition Address Line 1 200 Texas Street Address Line 2 City, State Zip Fort Worth. TX 75102 Contact Person Telephone ! Fax 817-392-7767 Christina Thomas Emait Address chdstina.thomas@fortworthtexas.gov Event Date February 27, 2025 Event Time 11:30 am to 01:00 pm CSC No. 62677 Letter of Agreement Event Number: 20193726 Event Date: 02/2712025 Page: 1 Event Location: Westfork RoomfPatio Back Lawn River Ranch Stockyards 500 NE 23rd Street Fort Worth, TX 76164 Gia Staley, CMP 817-624-1111 817-92"463-Cell Minimum Number of People Attending West#ork)rPatiofLawn 1-00 $5,500.00 Exclusive use of the Westfork Room. This event has a minimum spend og $18,900 in food and beverage before a 22% catering fee. Wesdork Room: Catering Tables: - (`4_) Cafeteria tables (2) - DBL sided buffets - Linen in BLACK or Farm House with no linen if Facilities would like tv. —t]rink Station on Maverick DaT --Small spool at stage for certificates Guest Seating; - (20) 72" tables of (10) = 200 and (32) 6U' tables of (6). - Lap length linens in (BLACK) - Napkins in (WHITE) placed at seats - (52) Centerpieces: Assorted "low key" RR pieces --- Private Entrance -(2) 6' table or Farm house table on WF Patio for Registration Existing Stage -Podium and Mic -(1) 6' table for awards Built in Bar Area -Drink Station 450 $5,500.t70 Texas 2-Meat Bata Buffet 450.00 $42.00 $18,900.00 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX CSC No. Lefter of use. RIVER RANCH STOCKYARDS Cowtown Concessions, Inc. 600 NE 23rd Street Fort Worth, Texas 76164 Customer Name City Of FTW Emp. Recognition Address Line 1 200 Texas Street Address Line 2 City, State Zip Fort Worth, TX 76102 Contact Person Telephone 1 Fax 817-392.7767 Christina Thomas Email Address christina.thomas@fortworthtexas.gov Event fate February 27, 2025 Event Time 11:30 am to 01:00 pm Meats (SELECT TWO): - St. Louis ribs - Pulled pork - Venison jolapeno Cheddar sausage - Whole Smoked chicken - Boneless -skinless chicken breasts - Wagyu beef brisket - Smoked turkey breast Hot Sides (SELECT THREE): Sweet BB4 baked beans with bacon Savory cowboy beans Cheesy green chile grits with bacon - Sour cream mashed potatoes - Truffle or regular mac-n-cheese - Corn on the cob (seasonal) - Creamed corn with diced chiles - Green beans with bacon and onions :a. Event Location: Westfork RoamlPatiolBack Lawn Fiver lunch Stockyards 500 NE 23rd Street Fort Worth, TX 76164 Gia Staley, CMP 817-624-1111 817-929-0463-cell Minimum Number of People Attending Cold Sides (SELECT ONE): Cole slaw MatCs potato salad Homemade pasta salad Com & biack bean salad with jalaperio, feta. and cilantro House Field Greens Saiad with Heirloom Tomatoes, Smoked Gouda, Julienned Red Onion and Candied Pecans; House made Ranch Dressing - Bread (SELECT ONE): - Shiner Bock yeast rolls - Rosemary Cheddar biscuits - Jalaperio Cheddar cornbread - Buttermilk combread - Mixed basket of Brioche, Shiner Bock yeast tolls, and sourdough Desserts (SELECT ONE): - White chocolate banana pudding - Warm bourbon custard bread pudding - Hot cobbler served with vanilla ice cream Peach Apple walnut Mixed berry Cherry `Includes Regular Coffee 450 Centerpieces 52.00 $15.00 $780.00 R I V E R R A N C H Cowtown Concessions, Inc. 600 NE nrd Street STOCKYARDS Fod.Wor"4' sxo71H64 Customer: Name City Of FTVV Emp. Recognition Address Line 1 200 Texas Street Address Line 2 City, State Zip Fort Worth, TX 76102 Contact Person Telephone I Fax 817-392-7767 Christina Thomas Email Address christlna.thomas@fortworthtexas.gov Event Date February 27, 2025 Event Time 11:30 am to 01:00 pm 52 centerpieces, (20) 72" tables of (10) = 200 and (32) 60" tables of (B) RRS Pieces include, but limited to: -M lk-washed AntFers -Cowboy Boots -Mason Jars ('4 different sizes') -Faux Succulents) Cactus -Wood Slabs -Wrought-Iron Sconce with hanging mason jars -Sugar Molds with votive candles (in white or brawn) -Barbed Wire Stars ------Assorted "low key" RR centerpieces Audio Visual Eagle Productions will be onsite to manage audio visual. Event Time Line: TIMELINE -PLEASE CONFIRM: Employees Arrive @ 11:30 Program to begin @ 11:40 Welcome Guests Mayor Parker video 11:45 - 11:55 Lunch Buffett - READY TO GO BY 11 A5am - RR STAFF TO SERVE PROTEINS Recognition of Service -12-46 - Pictures of groups Closing Remarks - 12:50 - 1:00 Please sign and date on last page of agreement to confirm your reservation Event Location: Westfork RoomlPati&Back Lawn River Ranch Stockyards 500 NE 23rd Street Fort Worth, TX 76164 Gia Staley, CMP 817-624-1111 817-929-0463-cel l Minimum Number of People Attending: 450 1.00 $1,500.00 $1,500.00 Subtotal $26,680.00 CateringlBeverage Foe $5,869.60 Delivery Charge $0.00 Sales Tax $0.00 Total $32,549.60 CSC No.. gmeme RIVER .. RANCH Cowtown Concessions, Inc. Ev4k*2,193726 500 NE 23rd Street Ord �:. W2712025 STOCKYARDS Fort Wot'th, Texas 76164 Pap: 4 Thank you for choosing River Ranch Stockyards (RRS) for your event. This property use agreement ("Agreement") is made and entered into by and between River Ranch Stockyards ("RRS") and "Customer". The dates, venue, and prices stated herein are subject to change unless this Agreement is executed by customer and returned to RRS within ten (10) business days with the non-refundable deposit. + �E1 GUARANTEED FOOD & BEVERAGE MINIMUM: Customer has agreed to a food and beverage minimum of ! before the Catering & Beverage fee and sa sax. Should the total cost of the food and beverage be less than the agreed upon minimum above, cli nt shall be responsible for the difference plus fees,J�_- ____Initial GUARANTEED ATTENDANCE: The total number of guests attending must be confirmed no less than two (2) weeks prior to the date of the event. The attendance figure provided by that date will not be subject to reduction but may be increased upon approval by RRS with payment due immediately for additional charges. If a final attendance figure is not prAacided by the specified date, then the most recent attendance number supplied will be used for preparation, staffing and food quantities for the event 1y Initial JM CONFIRMATION OF EVENT DETAILS: RRS must receive final menu selections, dietary restrictions, room arrangements, and any pertinent event details at least two (2) weeks prior to the date of the event. Unless otherwise agreed to with RRS, menu tastings are for plated dinners only and are limited to four people. After final selections and arrangements have been provided, RRS will present Customer with a Banquet Event Order ("BEO") and room diagram confirming the specific details of the event- Customer must notify RRS within 48 hours of receipt if there are any discrepancies between the final selections and arrangements provided and the BEO. Any changes made less than two (2) weeks prior to the date of the event are not guaranteed and may result in fee of $500, RRS is not responsible for any discrepancies that are not immediately brought up to the attention of FIRS staff. QIN Initial JM SET UP AND DECOR: Unless prior arrangements have been made with RRS, Customer and its vendors may enter the facility no sooner than three (3) hours prior to the scheduled start time of the event. Customer and its vendors will have one (t) hour post -event to collect any belongings and vacate the property. Any additional hours wilt incur a $500 per hour fee to cover any staff and/or security required to stay. RRS is not responsible for any lost: left, damaged, or stolen property, equipment, or supplies. Customer is responsible for collecting all property they wish to keep before leaving the space. Unless prior approval has been given, any property left behind is not permitted and may be disposed of by RRS. If Customer supplies decor, Customer is responsible for complying with any applicable laws, regulations or permitting requirements. Candies are permitted when enclosed in a hurricane or votive glass protector approved by RRS. There may be limitations on the use of balloons, and these must be discussed with RRS prior to the event. Confetti and glitter of any type is not permitted inside or outside of the RRS. A $250 cleaning fee will be incurred if used inside the space. Birdseed, rice, petals, and babbles may be used outside the venue only and will incur the same cleaning fee if used Inside- _e*_initial &TERING & BEVERAGE FEE AND SALES TAX: All food and beverage provided is subject to a Catering & Beverage fee of 22%. Customer is responsible for the payment of all state sales tax incurred in connection with the event. If Customer is a tax-exempt organization, a tax-exempt certificate must be provided for RRS files.(p _ initial JM OUTSIDE FOOD & BEVERAGE: RRS will provide all food and/or beverages and Customer agrees that no outside Food or beverages will be brought onto RRS property by Customer or guests without prior written consent. RRS reserves the right to confiscate food or beverages that are brought onto the property without consent. Food or Beverages provided by RRS must be consumed during the times Specified for the event and may not be removed from the property. Absolutely no alcoholic beverages are to be brought onto RRS property at any time. _Initial JM OUTSIDE VENDORS: Unless agreed to with RRS, any activity or entertainment not contracted through RRS, including audio visual, may be subject to an outside vendor fee of $250 per vendor. Bands are excluded from this fee. All audio visual ("AV`) must be coordinated through RRS. Any partnership Customer has with another AV company must be approved by RRS and may result in a $500 fee if using any of RRS equipment. RRS will manage any additional rental items needed for execution of the event including but not limited to linens, chairs, tables, glassware. tableware, etc. Any specialty rental items client brings in for their event must be approved by RRS. Qlpj._Initial JM PARKING, RRS Is not responsible for any lost or stolen items while Customers or Customer's guest's vehicle(s) is parked in the RRS parking lot. Unless it is agreed upon in writing, no vehicles are to be left in the RRS lot overnight. Parking lot gates will close and lock once RRS staff has finished after the event. Any vehictes left in the lot will not be able to be retrieved until the next business day aoffuent. The RRS office reserves the right to have any vehicle($) towed at the owner's expense if left in the parking lot at the close of the day and/or event. 7m Initial GUEST CONDUCT: RRS asks that Customer, and its guests, observe the beginning and ending time for the event. RRS reserves the right to remove anyone from the property who engages in disruptive, violent, profane, intoxicated or abusive behavior. As host of the event, Customer agrees that it will assume full responsibility for the conduct of guests and any damages, costs, or liabilities caused directly by the gross negligence orwNful misconduct of such. RRS reserves the right to shut down the event at any time for disruptive behavior, property damage, or uniavfui activity. Hosts and guests must remain in the space reserved for the event and may not interfere with any other event occurring in the venue- Should RRS find one event is disrupting another, RRS reserves the right to take all appropriate action, in coordination with the Customer, to resolve the issue(s), C11111i All smoking must occur outside of the building and disposed of in provided receptacles. im Initial ALCOHOL AND MINORS: RR$ reserves the right to refuse to serve alcoholic beverages to anyone who we, in our sole discretion, determine is intoxicated, impaired, or under the age of 21. Any guest under the age of 21 is prohibited from mquestng or consuming alcoholic beverages at the event. Last cats will be CSC No.. LOW RIVER RANCH Oow i Concessions, Inc. Event Number: #t 23rd Street STOCKYARDS Date: sTac��. •.-: FOAL, Texas 76164 Page: ... , .. 30 minutes prior to the end time of the event. A $350 bar set-up fee will be added to Customer's bill for any self -pay bars- FIRS reserves the right to decide how many bars are needed to property service the event in a timely matter. Any additional bars requested by the client will be subject to a bar set-up fee of $350 per bar. .Initial 'm SECURITY: Customer will be required to have a minimum of one FWPD officer per 100 guests on duty at all events- RRS shall arrange the scheduling of the officer at the Customer's expense. The number of officers on duty will be at RRS sole discretion. Initial JM CONDITION OF PREMISESIALTERATIONS: Customer shall leave the space in the saute condition as when #hey entered. Customer is responsible for any damage caused to the space beyond ordinary wear and tear. Any monetary amount incurred by RRS for necessary repairs due to excess damage shall be reimbursed by Customer upon written notice- Customer shall at all times keep the space in a neat, clean, and respectable condition. RRS, its agents, employees, and designees shall have access to and the right to enter the space at any reasonable time to examine the conditions thereof, or for any other purpose deemed reasonable by RRS. Customer may not make any alterations, additions, or improvements to the space, including without limitation, the utilization of any tape, staple, nail, tack, screw, or other mechanism used for attaching any material to any part of the space without the prior consent of RRS. Customer shall not place any permanent structures, buildings, signs, or other accessories of any kind in or on the space without prior written approval. (at-, _I nitial JM DEPOSITS AND PAYMENTS: A fully executed agreement and payment of the deposit is necessary to Confirm the event. All deposits are non-refundable and will be credited to the cost of the event. Unless agreed to in writing with RRS, should the deposit not he received upon execution of this contract, RRS may cancel the reservation without cause and will have no further obligation to Customer under this agreement. The following payment schedule takes effect after the event has been confirmed: -25% of estimated charges due with the Agreement as a non-refundable deposit. If event is booked less than 94 days prior to the event date, 50% is due for the deposit. -50% of estimated charges due on or before 90 days prior to the event date. -100% of final changes due two (2) weeks prior to the event date. If the Customer has a consumption bar, full payment is due prior to the Customer exiting the night of the event. Any remaining balance after the event are due within seven (7} days of the and of the event_ Deposit: 2nd Payment: Final Payment: Acceptable forms of payment are cash, check, cashier's check, ACH, Visa, Mastercard, American Express, or Discover. Please note, a 3% fee shall be applied for any payments made via credit card. Q Initial JM RESCHEDULING: Rescheduling is only permitted if the event is more than 90 days out. Anything less than 90 days is at the discretion of RRS and may be considered a cancellation. Should Customer wish to change their event date, the estimated charges plus a $500 rebooking fee most he paid in full before RRS wilt confirm an available date. Any additional charges incurred after rescheduling will be due at the times as stated above with the new event date. Customer is allowed one date change only. Any further changes will require the creation of a new agreement and cancellation charges shall apply, Initial JM CANCELLATION: Cancellations must be submitted in writing. Should Customer choose to cancel the event, the following schedule regarding any refunds will take effect: -Should the Customer cancel 91 days prior to the event date, the deposit only is retained by FIRS. -Should the Customer cancel on or after 90 days prior to the event date, RRS will retain 50% of the estimated charges. -Should the Customer cancel less than two (2) weeks prior to the event date, RRS will retain all monies paid. If client has not made their final payment, that is immediately due to RRS. Any cancellation charges shall be due immediately upon cancellation of this agreement,M Initial FORCE MAJEURE: It is expressly understood and agreed by the parties to this Agreement that, if the performance of any obligations hereunder is delayed or cancelled by reason of war; civil commotion; acts of God; unusually inclement or severe weather conditions; fire; pandemic (including, but not limited to COVID-19); epidemic; declaration of disaster or emergency by the State of Texas, Tarrant County, or the City of Fort Werth; or other circumstances that are reasonably beyond the control of the applicable party obligated or permitted under the terms of this Agreement to do or perform the same, regardless of whether any such circumstance is similar to any of those enumerated or not (collectively referred to as "Force Majeure Event"), the Party so obligated or permitted will be excused from doing or performing the same during such period of delay, so that the time period applicable to such performance will be extended for period of time equal to the period such party eras delayed, unless the same results in canceling the Event- Measures taken by the Office of Homeland Securitv'Cffice of Emergency Preparedness ("OHS'), State of Texas, Tarrant County, or the City of Fart Worth to close facilities or venues related to the event, for any reason. is an act of government and, as such, is also considered a Force Majeure Event - The party asserting a Force Majeure Event must give written notice and full particulars of the Force Majeure Event, ircluding how the Force Majeure Event prevents ,performance, to the other party as soon as practicable, but no later than seven (7) calendar days after the occuFrence of the cause relied R I V E R 5PZ R A N C H Cowtown Concessions, Inc. 500 NE 23rd Street STOCKYARDS Fort worth, Texas 76164 CSC No. Letter of Agreement Event Number. 20193726 Event Date: 02/27/2025 Page: 6 upon. This time period may only be extended by written agreement of the parties. If a Force Majeure Event causes the event to be cancelled, in whole or in part, and the affected party complies with this section regarding notice, the Customer will owe RRS the License Fee based on the time period, if any, during which the Customer had reasonable commercial use of the space. In the event that a refund of any deposits or prepayments is necessary, RRS will refund such amounts promptly via the method they were paid. CONFIDENTIALITY CLAUSE: All information received by RRS is confidential information. RRS shall keep the confidential information secure and shall use a standard of care at least as high as it uses to protect its own confidential information and trade secrets, and in no event less than a reasonable standard of care. RRS shall take reasonable measures to prevent its agents, employees and subcontractors from using or disclosing any confidential information, except as may be necessary to perform its obligations pursuant to this Agreement. Such measures include but are not limited to: (i) education of such agents, employees and subcontractors as to the confidential nature of the information; and (ii) securing a written acknowle�ement and agreement from such agents, employees, and subcontractors that the information shall be handled only in accord with provisions of this section 7f,—_Initial INDEMNIFICATION AND LIMITATION ON DAMAGES: To the maximum extent allowed by applicable law, Customer agrees to indemnify, defend, and hold harmless RRS, our partners, employees, agents, officers, directors, affiliates and independent contractors from any and all claims, actions, suits or allegations for damages or losses to person or property due to the actions of Customer or Customer's guests in connection with the event, unless such damages or losses are attributable to gross negligence or willful misconduct �RS. Except as stated in the preceding sentence, neither party is liable to the other for any incidental, consequential, indirect, special, or punitive damages ;_Initial 4tk, sMIAW Gia Staley (Jan 21, t'2514:39 CST) Gia Staley Representative, Company Date 01 /21 /2025 cp�� Jesica McEachern Representative, Customer Date 01 /22/2025 CSC No. CITY OF FORT WORTH By: C Name: Jesica McEachern Title: Assistant City Manager Date: 01 /22/2025 APPROVAL RECOMMENDED: By• Dianna Giordano (Jan 22. 202510:22 CST) Name: Dianna Giordano Title: HR Director ATTEST: By: Name: Jannette Goodall Title: City Secretary Cowtown Concessions, Inc. r/�' c� S By: Gia Stalev (Jan 21. 2D2514:39 CST) Name: Gia Staley Title: Representative 4,ovavpnn� �o Pvo o=A Pip* 1% *�d adQnbnEva544o 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. By: K�'& s"'t- Name: Kayla Scott Title: HR Manager APPROVED AS TO FORM AND LEGALITY: By: aJ" Name: Jessika Williams Title: Assistant City Attorney CONTRACT AUTHORIZATION: M&C: N/A Date Approved: Form 1295 Certification No.: OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX