HomeMy WebLinkAbout159763 05/28/2008 CITY OF CARMEL, INDIANA VENDOR: 361362 Page 1 of 1
1J ONE CIVIC SQUARE ALEXANDER TALBOTT CHECK AMOUNT: $10,000.00
CARMEL, INDIANA 46032 47 S PENN, SUITE 300
INDIANAPOLIS IN 46204 CHECK NUMBER: 159763
CHECK DATE: 5/28/2008
DEPARTMENT ACCOUNT P O NUMBER INVOICE NUMBER AMOUNT DESCRIPTION
902 4340400 CACO52308 10,000.00 CAR SHOW 06/14/08
ALEXANDER �TA
IF1E
47 South Pennsylvania Street
Suite 300
Indianapolis, IN 46204 INVOICE #CACO52308
317 363 2518 DATE: MAY 23, 2008
TO: FOR
THE CITY OF CARMEL REDEVELOPMENT COMMISSION PROJECT MANAGEMENT AND EVENT CONSULTING SERVICES
City of Carmel Arts Design District Carmel Artomobilia Classic Car Show
111 West Main Street
Carmel, IN 46032
DESCRIPTION HOURS RATE AMOUNT
Event Management and Consulting Services for the Carmel
Artomobilia Classic Car Show June 14, 2008
Andrew Lee -Event Coordination Collector Car Solicitation- 50 hours $100.00 $5,000.00
Log istics /Operations
Roger Brummett-Event Coordination Sponsor 50 hours $100.00 $5,000.00
Solicitation /Promotions /Log istics
TOTAL $10,000.00
Make all checks payable to: Alexander Talbott
Total due upon receipt of invoice. Overdue accounts subject to a service charge of 1% per month.
Thank you for your business!
ALEXANDERATt
LBO�'
May 1.9, 2008
City of Carmel
Arts Design District
111 West Main Street
Carmel, IN 46032
This letter (the "Engagement Letter shall serve as a memorandum of the
complete agreement by and between The City of Carmel Redevelopment Commission
(the "Client and Alexander Talbott, Inc. (the "Vendor as to the provision of services
for the promotion and execution of the inaugural Carmel Artomobilia Classic Car Show
(the "Car Show
The Car Show will take place on June 14, 2008, in the area of the intersection of
Main Street and North Rangeline Road in Carmel, Indiana, and Vendor has been retained
by the Client to design, develop, manage, promote, and present the Car Show on this
date.
Vendor will provide its expertise in the management of the Car Show and will
supply the organizational, promotional, and functional resources at its disposal for the
design, development, management, promotion, and presentation of the Car Show.
Vendor will create the operational plan, solicit volunteers, acquire sponsors,
identify and select classic cars for display, recruit and select judges, determine the
judging criteria, and employ and compensate necessary personnel as required for the
successful fulfillment of the Car Show.
Vendor will assemble a team of professionals experienced in the presentation of
classic car show events, which will include, but not be limited to, an Event Manager, an
Event Steward, a Logistics Coordinator, a Chief Judge, and an Executive Administrator
(collectively, the "•Personnel
Vendor will use its best efforts to secure a wide variety of classic and collector
cars, marshal and place said cars according to judging class and criteria, and oversee the
administration of all registrations, entrants, classes, Best -of -Class winners, and Best -of-
Show selection.
As compensation for the event management services described above, Client
agrees to pay to Vendor the following:
O /d/ 61 0 plus $100.00 per hour of consultation
provided after the date of this Engagement Letter; provided
that the total amount paid pursuant to this subparagraph shall
not exceed $10,000.00.
47 South Pennsylvania Street Suite 300 Indianapolis, IN 46204
O 60% of all revenue generated (the "Operating Revenues
over the net operating cost (the "Operating Expenses for
the Car Show (subject to the provisions below).
The Operating Revenues are all monies generated by the Car Show, including all
advertising and sponsorship income; provided that donations and contributions shall not
be included in the "Operating Revenues
The Operating Expenses are all costs and fees for the Personnel, consulting,
printing, advertising, signage, materials, staging, awards, hospitality, gifts, and all other
itemized expenses related to the production and presentation of the Car Show.
All expenses incurred are to be approved by Client. Vendor has no authority to
incur any expense without the expressed approval of Client, and, unless Client
specifically authorizes Vendor to exceed the aggregate amount of the budgeted Operating
Expenses, Vendor has no authority to incur Operating Expenses that exceed $25,000.00
in the aggregate. If the Net Income is less than zero, then no further compensation will
be due Vendor, but the Operating Expenses in excess of the Operating Revenues will
become the sole responsibility of Client, and Vendor will not be responsible for any
additional Operating Expenses related to the Car Show; provided that Client shall not be
responsible for any expenses not specifically approved or authorized by Client, which
expenses shall be the sole responsibility of Vendor.
If the Net Income is greater than zero, then Client will pay to Vendor 60% of the
Net Income. The Operating Revenues and the Operating Expenses are to be reconciled
within 7 days of the presentation of the Car Show.
All payments to be made by Client to Vendor promptly will be paid upon Client's
receipt and approval of an invoice, which approval will not be withheld unreasonably,
pursuant to Client's statutory invoice- approval and payment procedures.
The terms and conditions set forth in this Engagement Letter represent the
complete understanding of the agreement by and between Client, and Vendor.
A signature below represents acceptance of the conditions terms herein.
"Vendor" "Client"
Alexander Talbott,, Inc. The City of Carmel Redevelopment
Co mis
By: B y. —���e
Printed: Ronald E. C rter, President
Title: Date:
Date:
47 South Pennsylvania Street Suite 300 Indianapolis, IN 46204
LEXAND 0
r
May 19, 2008
City of Carmel
Arts Design District
111 West Main Street
Carmel, IN 46032
This letter (the "Engagement Letter shall serve as a memorandum of the
complete agreement by and between The City of Carmel Redevelopment Commission
(the "Client and Alexander Talbott, Inc. (the "Vendor as to the provision of services
for the promotion and execution of the inaugural Carmel Artomobilia Classic Car Show
(the "Car Show
The Car Show will take place on June 14, 2008, in the area of the intersection of
Main Street and North Rangeline Road in Carmel, Indiana, and Vendor has been retained
by the Client to design, develop, manage, promote, and present the Car Show on this
date.
Vendor will provide its expertise in the management of the Car Show and will
supply the organizational, promotional, and functional resources at its disposal for the
design, development, management, promotion, and presentation of the Car Show.
Vendor will create the operational plan, solicit volunteers, acquire sponsors,
identify and select classic cars for display, recruit and select judges, determine the
judging criteria, and employ and compensate necessary personnel as required for the
successful fulfillment of the Car Show.
Vendor will assemble a team of professionals experienced in the presentation of
classic car show events, which will include, but not be limited to, an Event Manager, an
Event Steward, a Logistics Coordinator, a Chief Judge, and an Executive Administrator
(collectively, the "Personnel
Vendor will use its best efforts to secure a wide variety of classic and collector
cars, marshal and place said cars according to judging class and criteria, and oversee the
administration of all registrations, entrants, classes, Best -of -Class winners, and Best -of-
Show selection.
As compensation for the event management services described above, Client
agrees to pay to Vendor the following:
O $10,000.00 (detail and invoice attached), plus $100.00 per
hour of consultation provided after the date of this
Engagement Letter; provided that the total amount paid
pursuant to this subparagraph shall not exceed $10,000.00.
47 South Pennsylvania Street Suite 300 Indianapolis, IN 46204
O 60% of all revenue generated (the "Operating Revenues
over the net operating cost (the "Operating Expenses for
the Car Show (subject to the provisions below).
The Operating Revenues are all monies generated by the Car Show, including all
advertising and sponsorship income; provided that donations and contributions shall not
be included in the "Operating Revenues
The Operating Expenses are all costs and fees for the Personnel, consulting,
printing, advertising, signage, materials, staging, awards, hospitality, gifts, and all other
itemized expenses related to the production and presentation of the Car Show.
All expenses incurred are to be approved by Client. Vendor has no authority to
incur any expense without the expressed approval of Client, and, unless Client
specifically authorizes Vendor to exceed the aggregate amount of the budgeted Operating
Expenses, Vendor has no authority to incur Operating Expenses that exceed $25,000.00
in the aggregate. If the Net Income is less than zero, then no further compensation will
be due Vendor, but the Operating Expenses in excess of the Operating Revenues will
become the sole responsibility of Client, and Vendor will not be responsible for any
additional Operating Expenses related to the Car Show; provided that Client shall not be
responsible for any expenses not specifically approved or authorized by Client, which
expenses shall be the sole responsibility of Vendor.
If the Net Income is greater than zero, then Client will pay to Vendor 60% of the
Net Income. The Operating Revenues and the Operating Expenses are to be reconciled
within 7 days of the presentation of the Car Show.
All payments to be made by Client to Vendor promptly will be paid upon Client's
receipt and approval of an invoice, which approval will not be withheld unreasonably,
pursuant to Client's statutory invoice approval and payment procedures.
The terms and conditions set forth in this Engagement Letter represent the
complete understanding of the agreement by and between Client, and Vendor.
A signature below represents acceptance of the conditions terms herein.
"Vendor" "Client"
Alexander Talbott, Inc. The City of Carmel Redevelopment
Commission
By: By:
Printed: Roger W Brummett Ronald E. Carter
Title: President Title:
Date: 5/23/2008 Date:
47 South Pennsylvania Street Suite 300 Indianapolis, IN 46204
23 May 08 11:30 Alexander Talbott 317- 472 -0884 p.1
Form g Request for Taxpayer Give form t° the
P.e. °o'OOe t Identification Number and Certification requester. Do not
send to the IRS_
rJame (as ;noc:n a your income tax rel.lrnj
Alexander Talbott
Business 1 1I7 e. I- ci .event Irom a .cve
rr.
Cl.eck apprcpliate box: 1 1 Ind"Adur.L'Soe p Corpolatior. Parine•shi° Exempt
y
Limit c•d nL` liy compar.:. E7ter he tax class ficafion (D.- c'isregcrc d c t Iv. C.-corpora:icn. P: :partner. =,nip) 0 cnY
+dd:uss Ir_mi,er, street. arc r.pl. or Suite nc.i Reque ::Pr's are, ardi ado (opriontd)
o u 47 South Pennsylvania Street, Suite 300
i
&1y. state. and 21P codo
.r Indianapolis, IN 46204 j
Lst account r.n bei(st here (ootiona)
Tax a er identification Number (TIN)
p...Y_.._..._.._.-
Enter your TIN in the appropriate box. The TIN provided must rralch the name given on Line 1 to avoic social security number
back_Ip v ✓ithholding. For irdividuals, this s yot.r social security rurnber (SSM. Hosvev2r, for a residert
alien. sole proprietor, or cisregardec entity, see the Part I instri-ctions or page 3. For other entites. i; is
ycur employer icertificalion number (F N;. If you do not f ave a number, see Now to Vie: 9 TIN or, page 3. or
Note. If the ac co.lnl is in rrc•re than one name, see the chart on page •1 for guidelines on whose. Employer identification number
number to enter 01 0554167
Certification
Under penalties of pariury. I certify :hat:
I. ie number sl on this Porn is my correct taxpayer identificatior rumt:er (or I am v ✓aili ig for a nunibe to be issuec to me), e
2. 1 am ncl subject to backup oJthholcing because: (a) I am e<enipl from backs p withholding. -or (b) 1 have not oeen notified ty the Inte-na
Revenue Service (IFS) II•at I am subject to backup wilhholcing as a resl.lt of a tailure to report all interest or dividends, or (c) the IRS has
n-, fi =d ire that I am ro longer subject :o lbac <up withl and
3 1 am a U.S. c,ti7en or ether J.S. peisor defil—d telo-,
Certification instructions. You must cross out item 2 aooce if you have been notified by the IRS that you are currently sub ecl to backup
withholding because you have I-tiled to report all interest and civicencs on your tax retctr. Fol r al estate trzmsactiors, iten 2 coes not o..pply.
For rrlorhda_te irterest paid, acquis lion of abandonment of secured propert carcellation of debt, conlributions to an inc•vidual reliremert
ar•angament RA), and generally, payments other than interest and dividends, you are not required to sigr We Ce but ycu rrus:
provide yct.r correct 1 11•4 Se? 11 Icli s er page G.
Sign s gnaturc qr
Here u. s. person Date 11
General Instructions Definition of a U.S. person. For federal tax purposes, you are
considered a U.S. person if you are:
Section reference are to the Internal Fe;enue Coce unless An indivicual vvho is a U.S. citizen or U.S. resicenl alien,
cthervvise noted.
A partnership, corperat on, company, or association crealad or
Purpose of Form 3r9ai in the United States or uncer the laves of the U-tited
A person •.r✓hc is required to file an inforrnati: n return with the Stales.
IRS must obtain your correct taxpa;•er identification number TIN? Art s :aA: (other than a foreign estalej or
to report, for example. income peid to you, real estate A comestic trust (as defined in Regulations section
Iransac :ions. mortgage interest you ;paid, acq.lisition or 3C "..7701 -7).
abandonment 01 secures properly, cancellation of debt. or Special rules for partnerships. Fartnerships that conduct a
con: you mace to an IR.k trade or business in the United Stales are oenerall•y required to
Use Form v% -9 onl, if you are a U.S. person [including a pay a r;i tax on any foreign partners' share cf incorle
rssidelll alien), 10 cro your correct TIN to the person from such business. Further, in certain cases :a here a For 'dV -9
,ecuesting it 'the requester) and, when. applicable, to: has not been received, a partnership is req irec to presume that
1 Certify teat the TIN you are giving is correct (or you are a partner is a foreign person, at pay the withholc ng tax
wailinc fcr a number to be issued), Therefore, if you are a U.S. Gerson that is a partner in a
2. Certify Nat you are not subject to backup withholding, or partnership conducting a -race or business in the United States,
provice Forn VV -9 to the partnership to establish your U.S.
3 Claim exernplien from backup withholdi if you are a U.S. status anc avoid vvilhholcing on your share of partnership
exempt payee. If appl cable, you are also certifying that as a income.
U.S. person, your allocable share of any partnership income from The person who gives ono 1 V -9 to the partnership for
a U S. trace or business is not subject is the vvilhho ding tax on 1r uses of estabLshirr is U.S. status and avoidin ithiroldin
fcreign parlrers share of effeclively connected income. p- a g g
on its allocable sharp of net inc0nle from the par.n =rship
Note. a requ >ster gives you a form other than Form W -9 to conductinc a trade or business in the Unilec Stales is in the
request your TIN, you must use the requesler's form if it is fo lots ✓ing cases:
!.iibstaniia ly similar le tnis Ford W -9. The U.S. o finer of a disregarded entity anc not the entity,
Cat. No, lr]23',x ono W-9 (Pc`:'. 1❑ -2007)
Prescribed by State Board of Accounts City Form No. 201 (Rev. 1995)
ACCOUNTS PAYABLE VOUCHER
CITY OF CARMEL
An invoice or bill to be properly itemized must show: kind of service, where performed, dates service rendered, by
whom, rates per day, number of hours, rate per hour, number of units, price per unit, etc.
n Payee
Purchase Order No.
N 7 .SO.'j -4 PO.1 ks I'uc. -v Terms
3ac�
y4' as Date Due
Invoice Invoice Description Amount
Date Number (or note attached invoice(s) or bill(s))
5 23/08` CA-Co5 a3 6 ti I -Y4Vf-
Total e lo f b D o
1 hereby certify that the attached invoice(s), or bill(s), is (are) true and correct and I have audited same in accordance
with IC 5- 11- 10 -1.6.
20
Clerk- Treasurer
VOUCHER NO. WARRANT NO.
ALLOWED 20
IN SUM OF
,4 4'1 o�u- I tnnt�lr�cntc. cSfvr
ON ACCOUNT OF APPROPRIATION FOR
QO Z o
Board Members
Po# or INVOICE NO. ACCT #!TITLE AMOUNT
DEPT. I hereby certify that the attached invoice(s), or
�a oon. bills) is (are) true and correct and that the
materials or services itemized thereon for
which charge is made were ordered and
received except
20
Signature
Cost distribution ledger classification if Title
claim paid motor vehicle highway fund