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Home My WebLink About197718 05/26/2011 .a= CITY OF CARMEL, INDIANA VENDOR: 365315 Page 1 of 1 ONE CIVIC SQUARE LEW WHITE TOURS CARMEL, INDIANA 46032 212 EAST 11TH STREET CHECK AMOUNT: $1,877.50 INDIANAPOLIS IN 46202 CHECK NUMBER: 197718 CHECK DATE: 512612011 DEPARTMENT ACCOUNT PO NUMBER INVOICE NUMBER AMOUNT DESCRIPTION 1160 4359000 3675 1,877.50 RA3 CONFERENCE TOUR LWT, Inc., DBA Lew White Tours Invoice 212 East 11th Street Date Invoice# Indianapolis, IN 46202 tx (317) 217 -1007 5/19/2011 3675 fx (317) 217 -1884 Bill To Hamilton County CVB t 1 e S Once Civic Square C ti "'1 �+v� fl� CCtr meY S Z4V'(t Carmel, IN 46032 Attn: Nancy Heck C4" L �Gl` C.M+ V\e -ClSQ_ r efer Q��ct ►,d Ie4ec a' Ir�ek,.ve L-w k A to. Cv� P.O. Number Terms Due Date Rep 20 days 6!812011 MAJ Quantity Description Rate Amount REF: International Conference on Round Abouts Tuesday, May 17, 2011 l 23- passenger Minibus Renaissance Inn, 11895 N. Meridian St., 325.00 325.00 Carmel, IN to Brockway Pub, Arts Design District, City Center 5:15pm to i 1:15pm 6.0 hours 3 Additional hours 70,00 210.00 Wednesday, May 1.8, 2011 1 23- passenger Minibus Renaissance Inn, 11895 N. Meridian St., 325.00 325.00 Carmel, IN to Brockway Pub, ClayTerrace, Arts Design District 7:00pm to l l:30pm 4.5 hours 1.5 Additional hours 70.00 105.00 Thursday, May 19, 2011 1 23- passenger Minibus Renaissance Inn, 11895 N. Meridian St., 325.00 325.00 Carmel, IN to Clay Terrace, Arts Design District 5: I Spm to 1 l :15pm 6.0 hours 3 Additional hours 70.00 210.00 Friday, May 20, 2011 1 23- passenger Minibus Renaissance Inn, 11895 N. Meridian St., 325.00 325.00 Carmel, IN to Indianapolis International Airport 7800 Col. H. Wier Cook Memorial Dr. 1:00pm to 4:45pm 3.75 hours 0.75 Additional hours 70.00 52.50 Thank you for your business! Tax ID 33- 1080036 Total $1,877.50 Balance Due $1,877.50 &y S �L�M1- reG� ,St�eay.I i��,�`'f` �4G2O2� �1 I RE S,q `x '30, LE May 16, 2011 Kori Peterson -Stark Hamilton County CVB: International Conf. on Round Abouts 37 E. Main St. Carmel, IN 46032 317.660.4043 office kpeterson ,_84reattowns.com Revision #4 as of: 51161201112:21 FM Dear Kori: This letter is a confirmation for your requested vehicle arrangements. Tuesday, May 17, 2011 Shuttle Bus: Approximately 1 hour round trip time Two 23- passenger mini -buses (one will be ADA) will run a staggered, continuous shuttle between the hours of 5:00pm and 11:00pm. Both buses will stage at the Renaissance Inn (11895 N. Meridian St., Carmel, IN under awning only if the vehicle will fit, it is up to the driver) and then go to the Brockway Pub (12525 Old Meridian St. #5, Carmel, IN 46032 back parking lot), Arts Design District (PNC Bank on North /East corner of Main and Rangeline), and the City Center (Palladium 1 Center Green, Carmel, IN after 7:OOpm only). The mini -buses will wait at each location for 5 minutes before moving onto the next location. The last guests will be dropped at the Renaissance at approximately 11:15pm. Mini -bus #1 will stage at 4:45pm to start shuttling at 5:OOpm. It will depart the hotel at 6:OOpm, 7:00pm, 8:OOpm, 9:00pm, and 10:00pm. It's anticipated end time is 10:45pm. Mini -bus #2 will stage at 5:15pm to start shuttling at 5:30pm. It will depart the hotel at 6:30pm, 7:30pm, &30pm, 9:30pm and 10:30pm, with an anticipated end time of 11:15pm, Wednesday, May 18, 2011 Shuttle Bus: Approximately 1 hour round trip time Two 23- passenger mini -buses (one will be ADA) will run a staggered, continuous shuttle between the hours of 7:30pm (bus 1) 11:30pm. Both buses will stage at the Renaissance Inn (11895 N, Meridian St., Carmel, IN under awning only if the vehicle will fit, it is up to the driver) and then go to the Brockway Pub (12525 Old Meridian St. #5, Carmel, IN 46032 back parking lot), Arts Design District (PNC Bank on North/East corner of Main and Rangeline), and Clay Terrace (14390 Clay Terrace Blvd, Carmel, IN behind Kona Grill), The mini -buses will wait at each location for 5 minutes before moving onto the next location. The last guests will be dropped at the Renaissance at approximately 11:45pm. Page 1 Initials: Both Mini -bus #1 and Mini -bus #2 will be used between the hours of 7:00pm and 11:30pm; 4.50 hours, Thursday, May 19, 2011 Shuttle Bus: Approximately 7 hour round trip time Two 23- passenger mini -buses (one will be ADA) will run a staggered, continuous shuttle between the hours of 5:00pm and 11:00pm. Both buses will stage at the Renaissance Inn (11895 N. Meridian St., Carmel, IN) and then go to the Arts Design District (exact drop location TBD), and Clay Terrace (14390 Clay Terrace Blvd, Carmel, IN exact drop location TBD). The mini -buses will wait at each location for 5 minutes before moving onto the next location. The last guests will be dropped at the Renaissance at approximately 11:15pm. Mini -bus #1 will stage at 4:45pm to start shuffling at &00pm. It will depart the hotel at 6:00pm, 7:00pm, 8:00pm, 9:00pm, and 10:00pm. It's anticipated end time is 10:45pm. Mini -bus #2 will stage at 5:15pm to start shuttling at 5:30pm. it will depart the hotel at 6:30pm, 7:30pm, 8:30pm, 9:30pm and 10:30pm, with an anticipated end time of 11:15pm. Friday, May 20, 2011 Mini -bus #1: One 23- passenger mini -bus (ADA) will stage at 12:00pm for a 12:30pm departure from the Renaissance Inn (11895 N. Meridian St., Carmel, IN) and transfer the guests to the Indianapolis International Airport. The mini -bus will then depart again from the Renaissance at 2:30pm. After dropping the last group off, the driver is released. The anticipated charter end time is 3:45pm. Mini -bus #2 One 23- passenger mini -bus (ADA) will stage at 1:00pm for a 1:30pm departure from the Renaissance Inn (11895 N. Meridian St,, Carmel, IN) and transfer the guests to the Indianapolis International Airport. The mini -bus will then depart again from the Renaissance at 3:30pm. After dropping the last group off, the driver is released. The anticipated charter end time is 4:45pm. Pricing. Each mini -bus is $325.00 for the first 3 hours and $70.00 for each additional hour. Based on the above schedule, your anticipated price is: Vehicle Date Ttl. Hours Cost Vehicle Date Ttl. Hours Cost MB #1 05/17/11 6.00 535.00 MB #1 05/19/11 6.00 535.00 MB #2 05/17/11 6.00 535.00 MB #2 05/19/11 6.00 S35.00 Vehicle Date TV. Hours Cost Vehicle Date Ttl. Hours Cost MB #1 05/18/11 4.50 430.00 MB #1 05/20/11 3.75 377.50 MB #2 05/18/11 4.50 430.00 MB #2 05/20/11 3.75 377.50 Total Estimated Cost for all four days. 3,755.00 Page 2 Initials: The above pricing does not include gratuity, which is not required, but appreciated, Payment: The payment will be split in half between the following two parties: 50% to each party. Kori Peterson Stark Nancy Heck Hamilton County CVB: International Conf. on Round abouts Carmel City Hall: International Conf. on Round- abouts 37 E. Main St. One Civic Square Carmel, IN 46032 Carmel, IN 46032 317.660.4043 direct nheck@carmel.in.gov kpeterson @8greattowns.com Cancellation Policy: Any cancellation made on or after May 10, 2011, will incur a 100% cancellation fee. To confirm this trip please sign the line below and fax the entire confirmation back to Lew White Tours at (317) 217 -1884, Signature Date Sincerely, Mark Johnson Page 3 Initials: VOUCHER NO. WARR NO. ALLOWED 20 LWT, Inc.d /b /a Lew White Tours IN SUM OF 212 East 11 th Street Indianapolis, IN 46202 $1,877.50 ON ACCOUNT OF APPROPRIATION FOR Mayor's Office PO# Dept. INVOICE NO. ACCT #!TITLE AMOUNT Board Members 1160 3675 43- 590.00 $1,877.50 1 hereby certify that the attached invoice(s), or bill(s) is (are) true and correct and that the materials or services itemized thereon for which charge is made were ordered and received except Monday, May 23, 2011 i Mayor Title Cost distribution ledger classification if claim paid motor vehicle highway fund 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. Payee Purchase Order No. Terms Date Due Invoice Invoice Description Amount Date Number (or note attached invoice(s) or bill(s)) 05/19/11 3675 $1,877.50 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