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III(E) Approval And Authorization For Mayor And City Clerk To Execute The Management Contract Fot The Founders' Day 5K Race Agenda 7-17-2001 Item III E "CENTER OF GOOD LIVING-PRIDE OF WEST ORANGE" MAYOR•COMMISSIONER Ocoee S.SCOTT VANDERGRIFT °� �, % CITY O F OCOEE O EE DANNY HOWELL may, COMMISSIONERS a 150 N.LAKESHORE DRIVE i OCOEE,FLORIDA 34761-2258 SCOTT ANDERSON RUSTY JOHNSON �`"y� 5 ��' (407)905-3100 NANCY J.PARKER F,p Op s> CITY MANAGER JIM GLEASON Staff Report Date: July 10, 2001 To: The Honorable Mayor and City Commissioners From: Janet G. Shira, Community Relations/Projects Director Subject: Founders' Day 5K Race Management Contract Issue Should the Mayor and City Commissioners authorize the approval of the Ocoee Founders' Day 5K Race Timing & Event Services Agreement? Background For the past two years, Central Florida Triathletes, Inc. (CFT Sommer Sports) has managed the race timing and other event services for the Founders' Day 5K. This year's contract is virtually identical to last years. Discussion -The main services provided are race timing (using "Champion Chip" timing), providing official race results 30 minutes after completion of the race, listing the race on their web site and including information at other races they manage, listing the results on their web site, providing the finish line assembly, providing the race t-shirts, and providing race numbers for all race participants. Recommendation Staff respectfully recommends that the City Commission authorize the Mayor and City Clerk to sign the Race Timing & Event Services Agreement. Cc: Jim Gleason, City Manager Mary Melvin, Race Coordinator POWT1,. Protect Ocoee's Water Resources Ocoee Founders' Day 5K Race Timing & Event Services Agreement by and between Central Florida Triathletes, Inc. and the City of Ocoee AGREEMENT is made this 0S day of \J 4 r �/ , 2001, by and between Central Florida Triathletes, Inc., whose address is 838 West Desoto Street, Clermont, Florida 34711 ("CFT") and the City of Ocoee whose address is 150 N. Lakeshore Drive, Ocoee, Florida 34761-2258 ("COO"). 1) PURPOSE. CFT and COO enter into the Agreement for the purpose of contracting race timing and event services for the Ocoee Founders' Day 5K ("Event"), more particularly describe in Attachment A hereto and incorporated herein. 2) TERM. The term of this Agreement shall commence upon both parties signing this agreement and terminate on October 15, 2001. 3) COMPENSATION. In consideration of CFT providing race timing and event services for the Ocoee Founders' Day 5K, COO shall pay to CFT the sum of$4,302.50 (variable expenses and calculations pending). The $4,302.50 fee shall be paid as outlined below. The fee is non-refundable. Payment Schedule (on or before): June 29, 2001 $2,000.00 July 27, 2001 $1,500.00 October 22, 2001 Balance Due 4) INDEMNIFICATION. a) To the extent permitted by law, COO agrees to indemnify and hold CFT harmless for any and all losses, damages, costs and attorneys fees arising from its actions in the performance of its obligations under this Agreement. Protect Ocoee's Water Resources Page 2 - Founders' Day 5K Race Management Contract b) CFT agrees to indemnify and hold COO harmless for any and all losses, damages, costs, and attorney fees arising from its actions in the performance of its obligations under this Agreement. c) The parties hereby acknowledge and agree that CFT shall have no liability or obligation to COO if the Events are canceled due to natural disasters, existence of any law, ordinance or regulation prohibiting the Event, the death of any participant during the Events, or any other cause beyond the control of CFT. 5) LAWNENUE. This Agreement shall be governed by and construed in accordance with the laws of the State of Florida. 6) INCLUSION FOR ENTIRE AGREEMENT HEREIN. This Agreement supersedes any and all other agreements, either oral or in writing, between the parties hereto and contains all of the covenants and agreements between the parties. Modifications of this Agreement shall be invalid unless in writing and signed by both of the parties. 7) INVALID PROVISION. The invalidity or non-enforceability of any part of this Agreement shall not affect the other provisions hereof, and the Agreement shall be construed in all respects as if such invalid provision(s) were omitted. IN WITNESS WHEREOF, the parties have executed this Agreement on the date first above written. Page 3 -Founders' Day 5K Race Management Contract Central Florida Triathletes (CFT) "r 3-o / By: ed Sommer, President Date 1 4 4 A.3 4 a A r 7/d // W' ess ate APPROVED: ATTEST: CITY OF OCOEE,FLORIDA Jean Grafton, City Clerk S. Scott Vanderb ift,Mayor (SEAL) FOR USE AND RELIANCE ONLY APPROVED BY THE OCOEE CITY BY THE CITY OF OCOEE, COMMISSION AT A MEETING HELD ON FLORIDA. APPROVED AS TO UNDER AGENDA FORM AND LEGALITY this ITEM NO. day of. ,2001. FOLEY&LARDNER By: _ City Attorney : Pow Protect Ocoee's Water Resources ATTACHMENT A To Agreement by and between CFT and COO Race Timing & Event Services Central Florida Triathletes, Inc. agrees to provide the following: • Process race registration forms and provide data input of all event participants • Generate alpha, numerical and age group participant lists and assign race numbers • Provide one (1) two sided display clock • Provide ChampionChip race timing ($3.75 per athlete - $1,500 minimum) • Provide official race results for the awards ceremony within 30 minutes after the last official participant finishes the race. Provide official race results to the City of Ocoee (both on paper and disk) no later than Monday, October 15, 2001. • Provide pre-race information on the CFT web site from August 1, 2001 until October 12, 2001. • Provide race results on CFT's web sites. The race results will be posted on the CFT web site no later than Wednesday, October 17, 2001 and shall remain on the web site until at least Thursday, November 1, 2001. • Generate two (2) sets of labels for race packets and for 2001 race registration mailings • Provide a finish line assembly with crowd control barricades and pennants • Provide t-shirts (100% white cotton, 4-5 color front imprint and 1-2 color back imprint). Shirts will be ordered for $4.25 each and the final order will be placed thirty (30) days in advance of the event. T-shirts are due to the City of Ocoee no later than Monday, October 8, 2001. • Promote the Ocoee Founders' Day 5K at all CFT events via the placement of the OFD 5K Race Applications (when provided) in all athlete bags •. Provide water station equipment (tables, coolers and trash cans) • Pull a one day permit with the mall as performed last year- $50.00 maximum outlay (Specifics will be arranged with Kay Behrens, West Oaks Mall General Manager) City of Ocoee agrees to provide the following: • Updated data of all pre-registered runners/walkers every Monday beginning September 3, 2001. The weekly update will consist of only new registrants received since the last weekly update. • Data will include runners/walkers: Name, Address, Birth Date, Age Day of Race, Complete Address, Day Phone Number , Evening Phone Number, Email Address • Provide t-shirt artwork (to CFT) for the front and back of the event shirts thirty (30) days prior to the event • Provide volunteers for the event (as deemed necessary by COO) along with ten (10) volunteers to assist with timing on race day and ten (10) volunteers to assist with race day registration • Provide transportation for volunteers to get them to the necessary points on the race course before, during and after the event • Provide staff to transport and build the water stations (tables, coolers and trash cans) • Provide the product (ice, water, isotonic drink, gels, cups, etc.) and staff to build the water stations for the event • Provide staff to set up all barricades, cones and signage along race course • Provide all post race food and beverages • Provide all trophies, prizes and awards • - Provide t-shirt needs (final count) thirty (30) days in advance of the event • Assembling of athlete race bags • Provide balloon arch for use at the finish line Preliminary Fee Structure Event Management $1,000.00 ChampionChip Timing ($3.75 per athlete-$1,500 minimum) $1,500.00 ** Finish Line Assembly $ 500.00 T-Shirts (at $4.25 X 250 Athletes) $1,062.50 ** TAC Course Certification $ 240.00 $4,302.50 Note: ** Indicate variable expenses that can change the final total to COO owrProtect Ocoee's Water Resources