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HomeMy WebLinkAboutBPW 07-06-16-08/Rayna Reinhold Traylor dba RTR Events/Comm Rel/10,000/Event PlanningRayna Reinholt Traylor d.b.a. RTR Events Community Relations Department - 201 G Appropriation #43-593.00; P.O. #33804- Contract Not To Exceed $10,000.00 AGREEMENTFOR PROFESSIONAL'SERVICES THIS AGREEMENT FOR PROFESSIONAL SERVICES (:`Agreement") is hereby made and entered into by and between the City of Carmel, Indiana, acting by and through its Board of Public Works and Safety (hereinafter "City"); and Rayna Reinholt Traylor d.b.a. RTR Events (hereinafter "Professional"). RECITALS WHEREAS City owns and is responsible for the operation and maintenance of its property, personnel, public; . works and infrastructure; and and WHEREAS, from time to time, City needs professional assistance in fulfilling'its foregoing responsibilities;, WHEREAS, Professional is experienced in providing and desires to provide to City the professional services; ("Services") referenced herein; and WHEREAS, City desires to engage Professional as an independent contractor for the purpose of providing to, City the Services referenced herein; NOW, THEREFORE, in consideration of the foregoing recitals and the covenants and conditions set forth. herein, City and Professional mutually agree as follows: SECTION 1. INCORPORATION OF RECITALS The foregoing Recitals are hereby incorporated into this Agreement and made apart hereof. SECTION.2. SCOPE OF SERVICES 2.1 City desires to engage Professional as an independent contractor for the Services set forth in attached Exhibit A, incorporated herein by this reference. 2.2 Professional understands and agrees that City may, from time to time, request Professional to provide additional or modified Services to City. When City desires additional Services from Professional, the City shall notify Professional of such additional Services desired, as well as the time frame in which same are to be provided. Only after City has approved Professional's time and cost estimate for the provision of such additional Services, has encumbered sufficient monies to pay for same, and has authorized Professional, in writing, to provide such additional Services, shall such Services be provided by Professional to City. A copy of the City's authorization documents for the purchase of additional Services shall be numbered and attached hereto in the order in which they are approved by City. l Time is of the essence of this Agreement. �'��C.V'... �.1M..l its' C«—P.lr_.L0....1!`..—�_«.�..o.�...._..�n.t.n_.«.n.._v_u-n__.�__n_.�....-.... n-.. ten...... - ...... .......... .. ....... Rayna Reinholt Traylor d.b.a. RTR Events Community Relations Department - 2016 Appropriation #43-593.00; P.O. #33804 Contract Not To Exceed $10,000.00 SECTION 3. CITY'S RESPONSIBILITIES 3.1 City shall provide such information as is reasonably necessary for Professional to understand the Services: - requested. 3.2 City shall provide all data required for provision of Services. Professional may assume that all data - provided is correct and complete. 3.3. . City shall arrange for Professional to enter upon public and private property as reasonably required for Professional to perform the Services. 3.4 City shall designate payment of the Services from City budget appropriate 43-593.00 funds. 3.5 City shall designate the Mayor or his duly authorized representative to act on City's behalf on all matters regarding the Services. SECTION 4; PROFESSIONAL'S RESPONSIBILITIES 4.1 Professional shall perform the Services pursuant to the terms of this Agreement and within any applicable time and cost estimate.. 4.2 Professional shall coordinate with City its performance of the Services. 4.3 Professional shall provide the Services by following and applying at all times reasonable and lawful standards as accepted in the industry. SECTION 5. COMPENSATION 5.1 Professional estimates that the total price for the Services to be provided to City hereunder shall be no more than Ten Thousand Dollars ($10,000.00) (the "Estimate"). Professional shall submit an invoice to City no more than once every thirty (30) days for Services provided City during the time period encompassed by such invoice. Invoices shall be submitted on a form containing the same information as that contained on the Professional Services Invoice attached hereto as Exhibit B, incorporated herein by this reference. City shall pay Professional for all undisputed Services rendered and stated on such invoice within thirty five (35) days from the date of City's receipt of same. 5.2 Professional agrees not to provide any Services to City that would cause the total cost of same to exceed the Estimate, without City's prior written consent. Rayna Reinholt Traylor d.b.a. RTR Events Community Relations Department- 2016 Appropriation #43-593.00; P.O. 03804 Contract Not To Exceed $10,000.00 SECTION 6. TERM Unless otherwise terminated in accordance with the termination provisions set forth in Section 7:_1 .. hereinbelow, this Agreement shall be in effect from the Effective Date through December 31, 2016, and.8 ail, on the first day of each January thereafter, automatically renew for period of one (1) calendar year, unless otherwise agreed by theparties hereto. SECTION 7. MISCELLANEOUS 7.1 Termination. 7.1.1 The obligation to provide all or any portion of the Services under this Agreement may be terminated_ by City or Professional, without cause, upon thirty (30) days' notice. 7.1.2 The obligation to provide all or any portion of the Services under this Agreement may be terminated by City, for cause, immediately upon Professional's receipt of City's "Notice To Cease Services." 7.1.3 In the event of full or partial Agreement termination, and as full and complete compensation. hereunder, Professional shall be paid for all such Services rendered and expenses incurred as .of the date of termination that are not in dispute,. except that such payment amount shall not exceed the Estimate. Disputed compensation amounts shall be resolved as allowed by law. 7.2 Binding Effect. City and Professional, and their respective officers, officials, agents, partners and successors in interest are bound to the other as to all Agreement terms, conditions and obligations. 7.3 No Third Party Beneficiaries. Nothing contained herein shall be construed to give rights or benefits to anyone other than the parties hereto. 7.4 Relationship. The relationship of the. parties hereto shall be as provided for in this Agreement, and neither Professional nor any of its agents, employees or contractors are City employees. Professional shall have the sole responsibility to pay to or for its agents, employees and contractors all statutory, contractual and other benefits and/or obligations as they become due: Professional hereby warrants and indemnifies City for and from any and all costs, fees, expenses'and/or damages incurred by City as a result of any claim for wages, benefits or otherwise by any agent, employee or contractor of Professional regarding or related to the subject matter of this Agreement. This indemnification obligation shall survive the termination of this Agreement. Rayna Reinholt Traylor d.b.a. RTR Events Community Relations Department - 2016 Appropriation #43-593.00; P.O. #33804 Contract Not To Exceed $10,000.00 7.5 Liens. Professional shall not cause or permit the filing of any lien on any of City's property. In the event such a lien is filed and Professional fails to remove it within ten (10) days after the date of filing, City shall have the right to pay or bond over such lien at Professional's sole cost and expense. 7.6 Default. In the event Professional: (a) repudiates, breaches or defaults: under any of the terms or conditions of this Agreement, including Professional's warranties; (b) fails to perform the Services as specified; (e) fails: to make progress so as to.endanger timely and proper completion of the Services and does not correct such failure or breach within five (5) business .days after receipt of notice from City specifying same; or (d) becomes insolvent, files, or has filed against it, a petition for receivership, makes a general assignment for the benefit of creditors or dissolves, each such event constituting an event of default hereunder, City shall have the right to terminate all or any part of this Agreement, without liability to Professional and to exercise any other rights or remedies available to it at law or in equity. 7.7 Government Compliance. Professional agrees to comply with all laws, executive orders, rules and regulations applicable to Professional's performance of its obligations under this Agreement, all relevant provisions of which being hereby incorporated herein by this reference, to keep all of Professionals' required professional licenses -and certifications valid and current, and to indemnify and hold harmless City from any and all losses, damages, costs, liabilities, damages, costs and attorney fees resulting from any failure :by Professional to do so. This indemnification obligation shall survive the termination of this Agreement. 7.8 Indemnification. Professional shall indemnify and hold harmless City and its officers, officials, employees and agents from all losses, liabilities, claims, judgments and liens, including, but not limited to, all damages, costs, expenses and attorney fees arising out of any intentional or negligent act or omission of Professional and/or any of its employees, agents or, contractors in the performance of this Agreement. This indemnification obligation shall survive the termination of this Agreement. 7.9 Discrimination Prohibition. Professional represents and warrants that it and each of its employees, agents and contractors shall comply with all existing and future laws prohibiting discrimination against any employee, applicant for employment and/or other person in the subcontracting of work and/or in the performance of any Services contemplated by this Agreement with respect to hire, tenure, terms, conditions or privileges of employment or any matter directly or indirectly related to employment, subcontracting or work performance hereunder because of race, religion, color, sex, handicap, national origin, ancestry, age, disabled veteran status or Vietnam era veteran status. This indemnification obligation shall survive the termination of this Agreement. Rayna Reinholt Traylor d.b.a. RTR Events Community Relations Department - 2016 Appropriation #43-593.00; P.O. #33804 Contract Not To Exceed $10,000.00 7.10 Severabili . If any provision of this Agreement is held to be invalid, illegal or unenforceable by a court jurisdiction,, that provision shall be stricken., and all, other provisions of this Agreement that independently of same shall continue in -full force and effect. 7.11 Notice. Of competent: can operate, _ Any notice, invoice, order or other correspondence required or allowed to be sent pursuant to this Agreement: shall be written and either hand -delivered or sent by prepaid U.S. certified mail, return receipt requested, addressed to the parties as follows: CITY: City of Carmel Department of Community Relations One Civic Square Carmel, Indiana 46032 ATTENTION: Nancy Heck PROFESSIONAL: Rayna Reinholt Traylor d.b.a. RTR Events 7040 North College Avenue Indianapolis, Indiana 46220 ATTENTION: Rayna Reinholt Traylor Douglas C. Haney Corporation Counsel One Civic Square Carmel, Indiana 46032 Notwithstanding the above, City may orally provide to Professional any notice required or permitted by this Agreement, provided that such notice shall also then be sent as required by this paragraph within ten (10) business days from the date of such oral notice. 7.12 Effective Date. The effective date ("Effective Date") of this Agreement shall be the date on which the last of the parties hereto executes same. 7.13 Governing Law: Lawsuits. This Agreement shall be governed by and construed in accordance with the laws of the State of Indiana, except for its conflict of laws provisions, as well as by all ordinances and codes of the City of Carmel, Indiana. The parties agree that, in the event a lawsuit is filed hereunder, they waive any right to a jury trial. they may have, agree to file such lawsuit in an appropriate court in Hamilton County, Indiana only, and agree that such court is the appropriate venue for and has jurisdiction over same. 7.14 Waiver. Any delay or inaction on the part of either party in exercising or pursuing its rights and/or remedies hereunder or under law shall not operate to waive any such rights and/or remedies nor in any way affect the rights of such party to require such performance at any time thereafter. Rayna Reinholt Traylor d.b.a. RTR Events Community Relations Department - 2016 Appropriation #43-593.00; P.O. #33304 Contract Not To Exceed $10,000.00 7.15 Non -Assignment. Professional shall not assign or pledge this Agreement nor delegate its obligations hereunder without City's prior written consent. 7.16 Entire Agreement. This Agreement contains the entire agreement of and between the parties hereto with respect to the subject matter hereof, and no prior agreement, understanding or representation pertaining to such subject matter, written or oral, shall be effectivee for any -purpose. No provision of this Agreement may be amended, added to or subtracted from except by an agreement in writing signed by both parties hereto and/or their respeetive successors in interest. To the extent any provision contained in this Agreement conflicts with any provision contained in any exhibit attached hereto, the provision contained in this Agreement shall prevail. 7.17 Representation and Warranties. Each party hereto represents and warrants that it is authorized to enter into this Agreement and that any. person or entity executing this Agreement on behalf of such party has the authority to bind such party -or the. party which they represent, as the case -may be. 7.18 Headings. All headings and sections of this Agreement are inserted for .convenience only and do not form a part of this Agreement nor limit, expandor otherwise alter the meaning of any provision hereof. 7.19 Advice of Counsel. The parties warrant that they have read this Agreement and fully understand it, have had an opportunity to obtain the advice and assistance of counsel throughout the negotiation of same, and enter into same freely, voluntarily, and without any duress, undue influence or coercion. 7.20 Copyright. City acknowledges that various materials. which may be used and/or generated by Professional in performance of Services, including forms, job description formats, comprehensive position questionnaire, compensation and classification plan and reports are copyrighted. City agrees that all ownership rights and copyrights thereto lie with Professional,_ and City will use them solely for and on behalf of its own operations. City agrees that it will take appropriate action with its employees to satisfy its obligations with respect to use, copying, protection and security of Professional's property. 7.21 Personnel. Professional represents that it has, or will secure at its own expense, all personnel required in performing the. services under this agreement. Such personnel shall not be employees of or have any contractual relationship with City. All of the services required hereunder will be performed by Professional or under his supervision and all personnel engaged in the work shall be fully qualified to perform such services. Rayna Reinholt Traylor d.b.a. RTR Events. Community Relations Department - 2016 Appropriation.443-593.00; P.O. #33304 Contract Not To Exceed $10;000.00 7.22 Records and Inspections Professional shall maintain full and accurate records with respect. to all matters covered under this agreement for three (3) years after the expiration or early termination of this Agreement. City shall have -free access at all proper times to such records and the right to examine and audit the same and to make - transcripts there from, and to inspect all program data, documents, proceedings and activities. 7.23 Accomplishment of Proiect Professional shall commence, carry on, and complete the project with all practicable dispatch, in a sound:, economical and efficient manner, in accordance with the provisions thereof and all applicable laws. In accomplishing the project, Professional shall take such steps as are appropriate to ensure that the work involved is properly coordinated with related work being carried on within City's organization. 7.24 IRAN CERTIFICATION. Pursuant to I.C. § 5-22-16.5; the Professional shall certify that, in signing this Agreement, it does not engage in investment activities within the Country of Iran. 7.25 ACCESS TO PUBLIC RECORDS ACT Professional understands and agrees that any "public record", as that term is defined. in Indiana Code 5-14-3- 2(m), as amended, that is related to the subject matter of this Agreement, whether the same is in the possession or control of the Professional or the City, shall be .subject to release., under and pursuant to the provisions of lndiana's Access to Public Records Act, as codified in Indiana Code 5-14-3-1, et seq., as. amended. (remainder of page intentionally left blank) Rayna Reinholt Traylor d.b.a. RTR Events Community Relations Department - 2016 Appropriation #43-593.00; P.O. #33804 Contract Not To Exceed $10,000.00 IN WITNESS WHEREOF, the parties hereto have made and executed this Agreement as follows: CITY OF CARMEL, INDIANA by and through its Board of Public Works and Safety .93 Jafnes Brainy�rd, Presiding Officer A T: C the S. Paule Date: Rayna Reinholt Traylor d.b.a. RTR Events BY: �- AutVized Signature' - Printed Name: Title: FID/TIN: 2 —0171?-3R/�✓ Last Four of SSN if Sole Proprietor: Dater .5//-11,20/6 I53fam.. 10 f.S—&G—ks—kcu--ty Rclmim.00161Rn3na Re MM .31., I'rofcsimml Smi— FORM Ro•j w2011,1=5116/201612:15 PMJ Esw6-,� A PROPOSAL FOR OPENING NIGHT MAYOR'S CONFERENCE FRIDAY, TUNE 24, 2016 THE PALLADIUM CARMEL, IN DECRIPTION: RTR Events will assist in the planning and coordination of all services related to the Opening Night Festivities for the Mayor's Conference. Those services include the management of all selected vendors, Catering, Design and Decor, Documentation, Entertainment, Giveaways, Hotel, Print. Materials, Production, Rentals, Site and Facility Coordination, Staffing, Administrative and Budget Management. PLANNING AND TIMELINE: Preliminary planning began in March 2016 and will continue through the completion of the event in June 2016. COORDINATION FEES AND SERVICES: The coordination fee for services related to. the preliminary planning from March - June will be $7,500. On site supervision and management the week of will be $2,500. Goods, services, administrative and staffing contracted through RTR.Events will be presented in an overall budget and invoiced independent of this agreement. If this proposal meets with your approval, please return a signed copy of this letter at your earliest convenience. Warmest Regards, Rayna Reinholt Traylor RTR Events 7040 N College Ave. Indianapolis, IN 46220 City of Carmel Date EX a10 �,,.) 6. G b l n 1 f / EXHIBIT B Invoice Date: Name of Company: Address & Zip: Telephone No.: Fax No.: Project Name: Invoice No. Purchase Order No: Signature Printed Name. Goods Services Person Providing Goods/Services Date Goods/ Service Provided Goods/Services: Provided (Describe each good/service separately and in detail) Cost Per Item Hourly Rate/ Hours Worked Total GRAND TOTAL Signature Printed Name. RAYNTRA-01. CASHFIROnl< - CERTIFICATE OF LIABILITY INSURANCE DATE (MMIDDIYYY1) - - TYPE OF INSURANCE 5120i2016 THIS CERTIFICATE IS -ISSUED AS- A MATTER' OF INFORMATION "ONLY AND CONFERS -NO RIGHTS "UPON "THE CERTIFICATE HOLDER. THIS _ _ CERTIFICATE DOES NOT AFFIRMAI IVELY: OR NEGATIVELY: AMEND,: EXTEND: OR .ALTER -THE COVERAGE: AFFORDED BY THE POLICIES F: BELOW. THIS: CERTIFICATE :OINSURANCE DOES 'NOT: CONSTITUTE A:CONTRACT: BETWEEN THE ISSUING INSURER(S); AUTHORIZED REPRESENTATIVE OR PRODUCER; AND THE:CERTIFICATE. HOLDER.. IMPORTANT: If the certificate holder is an.ADDITIONAL INSURED, the policy(ies) must be endorsed.- If SUBROGATION IS WAIVED, subject to the terms. and conditions of.the policy,: certain policies may.require an e.ndorsement.. statement on this. certificate does' not confer.rights.to the. - certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME: Gre Ory Ap el InsurancQ - . " PHONE ' FAX 140 N Ca ito Suite 400 A/c No Ext): 317 634-7491 _ °_ : _ . t� p Ip( ) vcNo;.(317)_634-6629 Indiana olis, IN 46202 E-MAIL P . ADDRESS: corp.@gregoryappel.COrri - -" -INSURER(S)AFFORDING COVERAGE '_ _ NAIL# INSURERA;Westfield Insurance Companies 2411.2 INSURED - - - INSURER B'o ' Rayna Traylor - INSURER C": . ' . 7040 N College Avenue .'. INSURERD Indianapolis, IN 46220: INsuRERE: - INSURER F:_ .. - THIS IS TO CERTIFY THAT -THE POLICIES OF: INSURANCE "LISTED BELOW HAVE BEEN ISSUED. TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING: ANY REQUIREMENT; TERM: OR CONDITION: OF ANY CONTRACT OR OTHER DOCUMENT WITHMSPECT-TO:WHICH THIS _ CERTIFICATE MAY. ISSUED. OR- MAY. PERTAIN,THE INSURANCE -AFFORDED. BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TOALLTHETERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES, LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. ILTR TYPE OF INSURANCE DDLSUBRI ND A WVD POLICY NUMBER _ �Y MM � POLICY . MMID LIMITS A X COMMERCIAL GENERAL LIABILITY. CLAIMS-MADE"OCCUR - -. BOP3793823 - .. - .. 03!13/2016 .. .. 03/13!2017. - -. EACH OCCURRENCE '.'. $ 1,000,000 PREMISES EaoccurrenceY $.- 100,000 MED -EXP (Any oneperson). $.. .. 53000 PERSONAL& ADV INJURY 1,000,000 GEN'_LAGGREGATE LIMIT APPLIES PER:GENERAL POLICY _11PRO. . LOC OTHER: ..$'. AGGREGATE ' . $ . '2,000,000 ',PRODUCTS*- COMP/OP $- . - 2,000,000 $ A " AUTOMOBILE X LIABILITY - ANYAUTO ALLOWNED SCHEDULED AUTOS . - AUTOS .. NON -OWNED ,HIREDAUTO$ X AUTOS. - - - - - - BOP3793823 . . . ' .. . . .. . . . - .. 03/13/2016 - .. 03/13/2017. - .. ECOM aoc dED SINGLE LIMIT ent)$ 1,000,000 BODILY INJURY (Per person): $- BODILY INJURY (Per $ ( ) _ - 'PROPERTYDAMAGE - $: - Per accident UMBRELLA LIAB: EXCESS LIAB..CLAIMS-MADE OCCUR .. - EACH OCCURRENCE "-'. $ - AGGREGATE_ $ DED RETENTION $ $ - WORKERS COMPENSATION•PER AND EMPLOYERS' LIABILITY Y/ N ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? - - (Mandatory In NH) If yes, describe under DESCRIPTION OF OPERATIONS below _ N (A - -- .. OTH- STATUTE . ER E.L. EACH -ACCIDENT- $ `-- E.L. DISEASE - EA EMPLOYE $ . , E.L: DISEASE - POLICY LIMIT $ . DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Addltlonal Remarks Schedule, may -be attached If more space Is required) Additional Insured: City. of Carmel SHOULD:ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City of Carmel : THE- EXPIRATION. DATE' .THEREOF,'. NOTICE- WILL BE. DELIVERED IN ACCORDANCEWITH THEPOLICY PROVISIONS. . One Civic Square. : - Carmel; IN 46032 . :AUTHORIZED REPRESENTATIVE Cho- - Vl �QLt lt-f uL170 ©1988-2014 ACORD CORPORATION All rights reserved. ACORD 25 (201.4101). The ACORD name and logo.are registered marks of ACORD . EXHIBIT C INSURANCE COVERAGES Worker's Compensation & Disability Employer's Liability: Bodily Injury by Accident/Disease: Bodily Injury by Accident/Disease: Bodily Injury by Accident/Disease: Property damage, contractual liability, products -completed operations: General Aggregate Limit (other than ProductOCompleted Operations): Products/Completed Operations: Personal & Advertising Injury Policy Limit: Each.Occurrence Limit: Fire Damage (any one fire): Medical Expense Limit (any one person): Statutory Limits $100,000 each employee $250,000 each accident $500,000. policy limit $500,000 $500;000 $500,000 $250,000 $250,000 $ 50,000 Comprehensive Auto Liability (owned, hired and non -owned) Bodily Single Limit: Injury and property damage: Policy Limit: Umbrella Excess Liability Each occurrence and aggregate: Maximum deductible:. $500,000 each accident $500,000 each accident $500,000 $500,000 $ 10,000 EXHIBIT D AFFIDAVIT 'being. first duly sworn, deposes and says that he/she is familiar with and has personal knowledge of the facts herein and, if called as a witness in this matter, could testify as follows: 1. I am over eighteen (18) years of age and am competent to testify to the facts contained herein. 2. I am now and at all times relevant herein have been employed by (the "Employer") in the position of 3. I am familiar with the employment policies, practices, and procedures of the Employer and have the authority to act on behalf of the Employer. 4. The Employer is enrolled and participates in the federal E -Verify program and has provided documentation of such enrollment and participation to the City of Carmel, Indiana. .5. The Company does not knowingly employ any unauthorized aliens. FURTHER AFFIANT SAYETH.NOT. EXECUTED on the day of , 20_ Printed: I certify under the penalties for perjury under the laws of the United States of America and the State of Indiana that the foregoing factual statements and representations are true and correct. Printed: Q J� j ofCarmel INDIANA RETAIL TAX EXEMPT CERTIFICATE NO. 003120155 002 0 Page PURCHASE OR12 FEDERAL EXCISE TAX' EXEMPT 3381 ONE CIVIC SQUARE 35-6000972 THIS NUMBER MUST APPEAF CARMEL, INDIANA 46032-2584 VOUCHER, DELIVERY MEMO, FORM APPROVED BY STATE BOARD OF ACCOUNTS FOR CITY OF CARMEL -1997 SHIPPING LABELS AND ANY I PURCHASE ORDER DATE DATE REQUIRED REQUISITION NO. I VENDOR NO. I DESCRIPTION 5/6/2016 370616 EVENT PLANNING RTR EVENTS Community Relations VENDOR 7040 NORTH COLLEGE AVENUE SHIP 1 Civic Square TO Carmel, IN 46032 - INDIANAPOLIS, IN 46220 - PURCHASE ID BLANKET CONTRACT PAYMENT TERMS FREIE 4647 Send Invoice To; QUANTITY UNIT OF MEASURE Community Relations DESCRIPTION UNIT PRICE Department 1203 Account: 43-593.00 Fund., 101 General Fund 1 Each EVENT PLANNING Of 1 IER I Z ON INVOICES, -NP PACKING SLIPS, ,ORRESPONDENCE HT $10,000.00 $10,060.00 Sub Total $10;000:00 SHIPPING INSTRUCTIONS 'SHIP PREPAID. 'C.O.D. SHIPMENT CANNOT BE ACCEPTED. 'PURCHASE ORDER NUMBER MUST APPEAR ON ALL SHIPPING LABEL 'THIS ORDER ISSUED INCOMPLIANCE WITH CHAPTER 99, ACTS 1945 AND ACTS AMENDATORY THEREOF AND SUPPLEMENT THERETO. ORDERED BY ' A/P VOUCHER CANNOT BE APPROVED FOR PAYMENT UNLESS THE P.O. NUMBER IS.MADE A PART OF THE VOUCHER AND EVERY INVOICE AND VOUCHER HAS THE PROPER SWORN AFFIDAVIT ATTACHED. I HEREBY CERTIFY THAT THERE IS AN UNOBLIGATED BALANCE IN THIS APPROPRIATION SUFFICIENT TO PAY FOR THE ABOVE ORDER. ^1 t , e t I ..r;..'::y,,.: .---.,.+.—rte ••— __a� �I i J Send Invoice To; Community Relations >` 1 Civic Square .j- t� :� - ^ ` m Carmel, IN 46032- `'• z� = r PLEASE INVOICE IN DUPLICATE DEPARTMENT ACCOUNT PROJECT PROJECTACCOUNT AMOUNT PAYMENT. $10,000.00 SHIPPING INSTRUCTIONS 'SHIP PREPAID. 'C.O.D. SHIPMENT CANNOT BE ACCEPTED. 'PURCHASE ORDER NUMBER MUST APPEAR ON ALL SHIPPING LABEL 'THIS ORDER ISSUED INCOMPLIANCE WITH CHAPTER 99, ACTS 1945 AND ACTS AMENDATORY THEREOF AND SUPPLEMENT THERETO. ORDERED BY ' A/P VOUCHER CANNOT BE APPROVED FOR PAYMENT UNLESS THE P.O. NUMBER IS.MADE A PART OF THE VOUCHER AND EVERY INVOICE AND VOUCHER HAS THE PROPER SWORN AFFIDAVIT ATTACHED. I HEREBY CERTIFY THAT THERE IS AN UNOBLIGATED BALANCE IN THIS APPROPRIATION SUFFICIENT TO PAY FOR THE ABOVE ORDER. Form WN — (Rev. August 2013) Department of the Treasury Intemal Revenue Service Name (as shown on your income RKOA nEjOii Request for Taxpayer Gide Form to the Identification Number and Certification requester. Do notsend to the IRS. ci Businelss nama/disregarded entity name, If different from above .A • i o- Date ► �r7 % (� person CO °L r- Check appropriate box for federal tax classification: Exemptions (see instructions): 0 N ❑ Individual/sole proprietor ❑ C Corporation S Corporation ," ❑ Partnership ❑ Trust/estate Note. If you are a U.S. person and a requester gives you a form other than Form o TIN, W-9 to request your TIN you must use the requester, s form if it is substantially Exempt payee code (if any) similar to this Form ❑ Limited liability company. Enter the tax classification (C=C corporation, S=S corporation, P=partnership) ► Exemption from FATCA reporting e- person if yo'u are. code (d any) a ❑ Other (see instructions) No - .E .E Address (number, street, and apt. or suite no.) Requester's name and address (aptionaq F. ID 40IY ..C,r7G,66e �. W City, state, and ZIP code W (0 . I j--f&22p account Enter your TIN in the appropriate. box. The TIN provided must match the name given on the "Name" line Social security number to avoid backup withholding. For individuals, this is your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other — entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN on page 3. Note. If the account is in more than one name, see the chart on page 4 for guidelines on whose Ernptoyer iderrtiflcation number to enter. F—r-1 F—F-T- Under penalties of perjury, I certify that: 1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and 2. 1 am not subject to backup withholding because; (a)1 am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a resuft of a failure to, report all interest or.dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding, and 3. 1 am a U.S. citizen or other U.S. person (defined below), and 4. The FATCA code(s) entered on this form ('rf any) indicating that I am exempt from FATCA reporting is correct. Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends'on your tax retum. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other th t and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions on oaae 3. �� �, 1 %am IN• Here Signature of U.S. ► t .A • i o- Date ► �r7 % (� person General Instructio s withholding tax on foreign partners' share of effectively connected income, and Section references an to the Internal Revenue Code unless otherwise noted. 4. Certify that FATCA code(s) entered an this form ('d any) indicating that you are exempt from the FATCA reporting, is correct. Future developments. The IRS has created a page on IRS.gov for information Note. If you are a U.S. person and a requester gives you a form other than Form about Form W-9, at www.irsgov/w9. Information about any future developments TIN, W-9 to request your TIN you must use the requester, s form if it is substantially affecting Forth W-9 (such as legislation enacted after we release it) will be posted similar to this Form on that page. Definition of a U.S. person. For federal tax purposes, you are considered a U.S. Purpose of Form person if yo'u are. A person who is required to file an information return with the IRS must obtain your correct taxpayer identification number (TIN) to report, for example, income paid to you, payments made to you in settlement of payment card and third party network transactions, real estate transactions, mortgage Interest you paid, acquisition or abandonment of secured property, cancellation of debt, or contributions you made to an IRA. Use Form W-9 only if you are a U.S. person (including a resident alien), to provide your correct TIN to the person requesting it (the requester) and, when applicable, to: 1. Certify that the TIN you are giving is correct (or you are waiting for a number to be issued), 2. Certify that you are not subject to backup withholding, or • An individual who is a U.S. citizen or U.S. resident alien, • A partnership, corporation, company, or association created or organized in the United States or under the laws of the United States, • An estate (other than aforeign estate), or • A domestic trust (as defined in Regulations section 301.7701-7). Special rules for partnerships. Partnerships that conduct a trade or business in the United States are generally required to pay a withholding tax under section 1446 on any foreign partners' share of effectively connected taxable income from such business. Further, in certain cases where a Forth W-9 has not been received, the rules under section 1446 require a partnership to presume that a partner is a foreign person, and pay the section 1446 withholding tax. Therefore, if you are a U.S. person that is a partner in a partnership conducting a trade or business in the U fledros Sta 'd F 9 t th artn h' t est 3. Claim exemption from backup withholding it you are a U.S. exempt payee. If n tes, pa orm W - o e p ers if, o abhsh your U.S. status applicable, you are also certifying that as a U.S. person, your allocable share of and avoid section 1446 withholding on your share of partnership income. any partnership income from a U.S. trade or business is not subject to the Cat. No. 10231X Forth W-9 (Rev. 8-2013) l� }� ofCarmel INDIANA RETAIL TAX EXEMPT CERTIFICATE NO.003120155 002 0 Page 1 of 1 PURCHASE ORDER NUMBER FEDERAL EXCISE TAX EXEMPT 33804 ONE CIVIC SQUARE 35-6000972 THIS NUMBER MUST APPEAR ON INVOICES, AIP CARMEL, INDIANA 46032-2584 VOUCHER, DELIVERY MEMO, PACKING SLIPS, FORM APPROVED BY STATE BOARD OF ACCOUNTS FOR CITY OF CARMEL -1997 SHIPPING LABELS AND ANY CORRESPONDENCE PURCHASE ORDER DATE DATE REQUIRED REQUISITION NO. VENDOR NO. DESCRIPTION 5/6/2016 370616 EVENT PLANNING RTR EVENTS Community Relations VENDOR 7040 NORTH COLLEGE AVENUE SHIP 1 Civic Square TO Carmel, IN 46032 - INDIANAPOLIS, IN 46220 - PURCHASE ID BLANKET CONTRACT PAYMENTTERMS FREIGHT 4647 QUANTITY UNIT OF MEASURE DESCRIPTION UNIT PRICE EXTENSION Department., 1203 1 Each Send Invoice To: Community Relations 1 Civic Square Carmel, IN 46032 - Account., 43-593.00 EVENT PLANNING Fund: 101 General Fund 1� MI Au Y iJ t-4 mh x .�ti by PLEASE INVOICE IN DUPLICATE $10,000.00 $10,000.00 Sub Total $10,000.00 L DEPARTMENT I ACCOUNT PROJECT I PROJECTACCOUNTDEPARTMENT I ACCOUNT � PROJECT I PROJECTACCOUNT AMOUNT PAYMENT $10,000.00 SHIPPING INSTRUCTIONS • A1P VOUCHER CANNOT BE APPROVED FOR PAYMENT UNLESS THE P.O. NUMBER IS MADE A PART OF THE VOUCHER AND EVERY INVOICE AND VOUCHER HAS THE PROPER SWORN 'SHIP PREPAID. AFFIDAVIT ATTACHED. I HEREBY CERTIFY THAT THERE IS AN UNOBLIGATED BALANCE IN 'C.O.D. SHIPMENT CANNOT BE ACCEPTED. THIS APPROPRIATION SUFFICIENT TO PAY FOR THE ABOVE ORDER. 'PURCHASE ORDER NUMBER MUST APPEAR ON ALL SHIPPING LABEL `THIS ORDER ISSUED IN COMPLIANCE WITH CHAPTER 99, ACTS 1945 AND ACTS AMENDATORY THEREOF AND SUPPLEMENT THERETO. ORDERED BY TITLE CONTROL NO. 33804 CLERK -TREASURER �wllljjcxlFy Plalw1allat1wil I Cfty State IN Zip Code A a O"In County MAR'l-ON 'M Wlil I Address Address 2 N E -Verify: Employer Wizard - company intarmation Additional Information Employer Identification Number 260793812 Total Number of Employees 1 to 4 Perforin Verifications for Your Company's Employees No' Parent Organization Organization designation Employer Category None ;of these categories apply View / Edit NAICS Code 711 - PERFORMING ARTS, SPECTATOR SPORTS, AND RELATED INDUSTRIES View'/ Edi# Total Hidng"Sites View 1 Edit Total Points sof Contact 2 View l Edit viae IOU Last Login: 06/08/2016 ( RESOLUTION NO. BPW-07-06-16-08 RESOLUTION OF THE CITY OF CARMEL BOARD OF PUBLIC WORKS AND SAFETY ACKNOWLEDGING RECEIPT OF CONTRACT WHEREAS, pursuant to Indiana Code 36-1-4-7, the City of Carmel, Indiana ("City"), is authorized to enter into contracts; and WHEREAS, pursuant to Indiana Code 36-4-5-3, the City's mayor may enter into contracts on behalf of the City; and WHEREAS, pursuant to his authority under Indiana law, the City's mayor, the Honorable James C. Brainard, has caused to be signed the City contract attached hereto as Exhibit A (the "Contract"); and WHEREAS, Mayor Brainard now wishes to present the contract to the City's Board of Public Works and Safety for it to be publicly acknowledged, filed in the Clerk -Treasurer's Office, and made available to the public for review. follows: NOW, THEREFORE, BE IT RESOLVED by the City of Carmel Board of Public Works and Safety as 1. The foregoing Recitals are incorporated herein by this reference. 2. The receipt of the Contract is hereby acknowledged. 3. The Contract shall be promptly filed in the office of the Clerk -Treasurer and thereafter made available to the public for review. SO RESOLVED this day of , 2016. CITY OF CARMEL, INDIANA By and through its Board of Public Works and Safety BY: ames Brainard, Pr iding f)fficer� te: t> Mary Ann urke, Member �/� Date: � Lori S. W Date: S:\E Bass\My Documents\BPW-Resolutions\2016\Acknowledge Rayna Reinholt Traylor Professional Services Agreement Final.docx6/28/2016 1:23 PM