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Contract - Avenu Insights and Analytics - 6/13/2019CITY OF ROUND ROCK PROFESSSIONAL CONSULTING SERVICES AGREEMENT FOR HOTEL OCCUPANCY TAX ANALYSIS AND AUDIT SERVICES WITH AVENU INSIGHTS AND ANALYTICS THE STATE OF TEXAS § THE CITY OF ROUND ROCK § KNOW ALL BY THESE PRESENTS COUNTY OF WILLIAMSON § COUNTY OF TRAVIS § THIS AGREEMENT for professional consulting services related to Hotel Occupancy Tax analysis and audit services (the "Agreement") is made by and between the CITY OF ROUND ROCK, a Texas home -rule municipal corporation with offices located at 221 East Main Street, Round Rock, Texas 78664-5299, (the "City") and AVENU INSIGHTS AND ANALYTICS, located at 12301 Kurland Drive, Suite 150, Houston, Texas 77034 (the "Consultant"). RECITALS: WHEREAS, City has determined that there is a need for Hotel Occupancy Tax analysis and audit services; and WHEREAS, City desires to contract for such professional services; and WHEREAS, the City issued its "Request for Proposals" (Solicitation No. 19-007) for the provision of said services and the City has selected the Proposal submitted by the Consultant; and WHEREAS, the parties desire to enter into this Agreement to set forth in writing their respective rights, duties and obligations hereunder; NOW, THEREFORE, WITNESSETH: That for and in consideration of the mutual promises contained herein and other good and valuable consideration, the sufficiency and receipt of which are hereby acknowledged, it is mutually agreed between the parties as follows: 1.01 EFFECTIVE DATE, DURATION, AND TERM This Agreement shall be effective on the date this Agreement has been signed by each party hereto, and shall remain in full force and effect unless and until it expires by operation of the term indicated herein, or is terminated or extended as provided herein. 00422419/ss2 The term of this Agreement shall be sixty (60) months from the effective date hereof. City reserves the right to review the Agreement at any time, and may elect to terminate the Agreement with or without cause or may elect to continue. 2.01 PROPOSAL FOR SERVICES Consultant has issued its proposal for proposal for services being attached hereto document is incorporated herein for all purposes. 3.01 SCOPE OF SERVICES services for the tasks delineated therein, such as Exhibit "A" ("Scope of Services"), which Consultant shall satisfactorily provide all services described herein and as set forth in Exhibit "A." Such services shall be performed in the time frame approved by the City. Consultant's undertaking shall be limited to performing services for City and/or advising City concerning those matters on which Consultant has been specifically engaged. Consultant shall perform services in accordance with this Agreement, in accordance with the appended proposal for services, and in a professional and workmanlike manner. 4.01 LIMITATION TO SCOPE OF SERVICES Consultant and City agree that the scope of services to be performed is enumerated in Exhibit "A," and Consultant shall not undertake work that is beyond the Scope of Work set forth in Exhibit "A," however, either party may make written requests for changes to the Scope of Work." To be effective, a change to the Scope of Work must be negotiated and agreed to and must be embodied in a valid Supplemental Agreement as described in 9.01. 5.01 CONTRACT AMOUNT In consideration for the professional consulting services to be performed by Consultant, City agrees to pay Consultant in accordance with Exhibit "A" for the deliverables as delineated in Exhibit "A." Not -to -Exceed Total Payment for Services: Consultant's total compensation for consulting services hereunder shall not exceed Eighty -Five Thousand Nine Hundred Fifty and No/100 Dollars ($85,950.00). This not -to -exceed amount includes the following costs: (1) Sixty -Eight Thousand Two Hundred and No/100 Dollars ($68,200.00) for audit and administration services for thirty-one (31) properties; (2) Ten Thousand and No/100 Dollars ($10,000.00) as a contingency fee for additional audits or consulting services to be provided at the sole request of the City; and (3) Seven Thousand Seven Hundred Fifty and No/100 Dollars ($7,750.00) for reimbursable travel expenses, not -to -exceed Two Hundred Fifty and No/100 2 Dollars ($250.00) per audit. 6.01 INVOICE REQUIREMENTS; TERMS OF PAYMENT Invoices: To receive payment, Consultant shall prepare and submit detailed invoices to the City, in accordance with the delineation contained herein, for services rendered. Such invoices for professional services shall track the referenced Scope of Work, and shall detail the services performed, along with documentation for each service performed. Payment to Consultant shall be made on the basis of the invoices submitted by Consultant and approved by the City. Such invoices shall conform to the schedule of services and costs in connection therewith. Should additional backup material be requested by the City relative to service deliverables, Consultant shall comply promptly. In this regard, should the City determine it necessary, Consultant shall make all records and books relating to this Agreement available to the City for inspection and auditing purposes. Payment of Invoices: The City reserves the right to correct any error that may be discovered in any invoice that may have been paid to Consultant and to adjust same to meet the requirements of this Agreement. Following approval of an invoice, the City shall endeavor to pay Consultant promptly, but no later than the time period required under the Texas Prompt Payment Act described in Section 8.01 herein. Under no circumstances shall Consultant be entitled to receive interest on payments which are late because of a good faith dispute between Consultant and the City or because of amounts which the City has a right to withhold under this Agreement or state law. The City shall be responsible for any sales, gross receipts or similar taxes applicable to the services, but not for taxes based upon Consultant's net income. 7.01 PROMPT PAYMENT POLICY In accordance with Chapter 2251, V.T.C.A., Texas Government Code, any payment to be made by the City to Consultant will be made within thirty (30) days of the date the City receives goods under this Agreement, the date the performance of the services under this Agreement are completed, or the date the City receives a correct invoice for the goods or services, whichever is later. Consultant may charge interest on an overdue payment at the "rate in effect" on September 1 of the fiscal year in which the payment becomes overdue, in accordance with V.T.C.A., Texas Government Code, Section 2251.025(b). This Prompt Payment Policy does not apply to payments made by the City in the event: (a) There is a bona fide dispute between the City and Consultant, a contractor, subcontractor, or supplier about the goods delivered or the service performed that cause the payment to be late; or (b) There is a bona fide dispute between Consultant and a subcontractor or between a subcontractor and its supplier about the goods delivered or the service performed that causes the payment to be late; or (c) The terms of a federal contract, grant, regulation, or statute prevent the City from making a timely payment with federal funds; or (d) The invoice is not mailed to the City in strict accordance with any instruction on the purchase order relating to the payment. 8.01 NON -APPROPRIATION AND FISCAL FUNDING This Agreement is a commitment of the City's current revenues only. It is understood and agreed that the City shall have the right to terminate this Agreement at the end of any City fiscal year if the governing body of the City does not appropriate funds sufficient to purchase the services as determined by the City's budget for the fiscal year in question. The City may effect such termination by giving Consultant a written notice of termination at the end of its then - current fiscal year. 9.01 SUPPLEMENTAL AGREEMENT The terms of this Agreement may be modified by written Supplemental Agreement hereto, duly authorized by City Council or by the City Manager, if the City determines that there has been a significant change in (1) the scope, complexity, or character of the services to be performed; or (2) the duration of the work. Any such Supplemental Agreement must be executed by both parties within the period specified as the term of this Agreement. Consultant shall not perform any work or incur any additional costs prior to the execution, by both parties, of such Supplemental Agreement. Consultant shall make no claim for extra work done or materials furnished unless and until there is full execution of any Supplemental Agreement, and the City shall not be responsible for actions by Consultant nor for any costs incurred by Consultant relating to additional work not directly authorized by Supplemental Agreement. 10.01 TERMINATION; DEFAULT Termination: It is agreed and understood by Consultant that the City may terminate this Agreement for the convenience of the City, upon thirty (30) days' written notice to Consultant, with the understanding that immediately upon receipt of said notice all work being performed under this Agreement shall cease. Consultant shall invoice the City for work satisfactorily completed and shall be compensated in accordance with the terms hereof for work accomplished prior to the receipt of said notice of termination. Consultant shall not be entitled to any lost or anticipated profits for work terminated under this Agreement. Unless otherwise specified in this Agreement, all data, information, and work product related to this project shall become the property of the City upon termination of this Agreement, and shall be promptly delivered to the City in a reasonably organized form without restriction on future use. Should the City subsequently contract with a new consultant for continuation of service on the project, Consultant shall cooperate in providing information. Termination of this Agreement shall extinguish all rights, duties, and obligations of the City and the terminated party to fulfill contractual obligations. Termination under this section shall not relieve the terminated party of any obligations or liabilities which occurred prior to rd termination. Nothing contained in this section shall require the City to pay for any work which it deems unsatisfactory or which is not performed in compliance with the terms of this Agreement. Default: Either party may terminate this Agreement, in whole or in part, for default if the Party provides the other Party with written notice of such default and the other fails to satisfactorily cure such default within ten (10) business days of receipt of such notice (or a greater time if agreed upon between the Parties). If default results in termination of this Agreement, then the City shall give consideration to the actual costs incurred by Consultant in performing the work to the date of default. The cost of the work that is useable to the City, the cost to the City of employing another firm to complete the useable work, and other factors will affect the value to the City of the work performed at the time of default. Neither parry shall be entitled to any lost or anticipated profits for work terminated for default hereunder. The termination of this Agreement for default shall extinguish all rights, duties, and obligations of the terminating Party and the terminated Party to fulfill contractual obligations. Termination under this section shall not relieve the terminated party of any obligations or liabilities which occurred prior to termination. Nothing contained in this section shall require the City to pay for any work which it deems unsatisfactory, or which is not performed in compliance with the terms of this Agreement. 11.01 NON -SOLICITATION All parties agree that they shall not directly or indirectly solicit for employment, employ, or otherwise retain staff of the other during the term of this Agreement. 12.01 CITY'S RESPONSIBILITIES Consultant's performance requires receipt of all requested information reasonably necessary to provision of services. Consultant agrees, in a timely manner, to provide City with a comprehensive and detailed information request list, if any. 13.01 INDEPENDENT CONTRACTOR STATUS Consultant is an independent contractor, and is not the City's employee. Consultant's employees or subcontractors are not the City's employees. This Agreement does not create a partnership, employer -employee, or joint venture relationship. No party has authority to enter into contracts as agent for the other party. Consultant and the City agree to the following rights consistent with an independent contractor relationship: (1) Consultant has the right to perform services for others during the term hereof. G (2) Consultant has the sole right to control and direct the means, manner and method by which it performs its services required by this Agreement. (3) Consultant has the right to hire assistants as subcontractors, or to use employees to provide the services required by this Agreement. (4) Consultant or its employees or subcontractors shall perform services required hereunder, and the City shall not hire, supervise, or pay assistants to help Consultant. (5) Neither Consultant nor its employees or subcontractors shall receive training from the City in skills necessary to perform services required by this Agreement. (6) City shall not require Consultant or its employees or subcontractors to devote full time to performing the services required by this Agreement. (7) Neither Consultant nor its employees or subcontractors are eligible to participate in any employee pension, health, vacation pay, sick pay, or other fringe benefit plan of the City. 14.01 CONFIDENTIALITY; MATERIALS OWNERSHIP Any and all programs, data, or other materials furnished by the City for use by Consultant in connection with services to be performed under this Agreement, and any and all data and information gathered by Consultant, shall be held in confidence by Consultant as set forth hereunder. Each parry agrees to take reasonable measures to preserve the confidentiality of any proprietary or confidential information relative to this Agreement, and to not make any use thereof other than for the performance of this Agreement, provided that no claim may be made for any failure to protect information that occurs more than three (3) years after the end of this Agreement. The parties recognize and understand that the City is subject to the Texas Public Information Act and its duties run in accordance therewith. All data relating specifically to the City's business and any other information which reasonably should be understood to be confidential to City is confidential information of City. Consultant's proprietary software, tools, methodologies, techniques, ideas, discoveries, inventions, know-how, and any other information which reasonably should be understood to be confidential to Consultant is confidential information of Consultant. The City's confidential information and Consultant's confidential information is collectively referred to as "Confidential Information." Each parry shall use Confidential Information of the other party only in furtherance of the purposes of this Agreement and shall not disclose such Confidential Information to any third parry without the other party's prior written consent, which consent shall not be unreasonably withheld. Each parry agrees to take reasonable measures to protect the confidentiality of the other party's Confidential Information and to advise their employees of the confidential nature of the Confidential Information and of the prohibitions herein. �$i Any and all materials created and developed by Consultant in connection with services performed under this Agreement, including all trademark and copyright rights, shall be the sole property of City at the expiration of this Agreement. 15.01 WARRANTIES Consultant represents that all services performed hereunder shall be performed consistent with generally prevailing professional or industry standards, and shall be performed in a professional and workmanlike manner. Consultant shall re -perform any work no in compliance with this representation. 16.01 LIMITATION OF LIABILITY Should any of Consultant's services not conform to the requirements of the City or of this Agreement, then and in that event the City shall give written notification to Consultant; thereafter, (a) Consultant shall either promptly re -perform such services to the City's satisfaction at no additional charge, or (b) if such deficient services cannot be cured within the cure period set forth herein, then this Agreement may be terminated for default. In no event will Consultant be liable for any loss, damage, cost or expense attributable to negligence, willful misconduct or misrepresentations by the City, its directors, employees or agents. In no event shall Consultant be liable to the City, by reason of any act or omission relating to the services provided under this Agreement (including the negligence of Consultant), whether a claim be in tort, contract or otherwise, (a) for any consequential, indirect, lost profit, punitive, special or similar damages relating to or arising from the services, or (b) in any event, in the aggregate, for any amount in excess of the total professional fees paid by the City to Consultant under this Agreement, except to the extent determined to have resulted from Consultant's gross negligence, willful misconduct or fraudulent acts relating to the service provided hereunder. 17.01 INDEMNIFICATION Consultant agrees to hold harmless, exempt, and indemnify City, its officers, agents, directors, servants, representatives and employees, from and against any and all suits, actions, legal proceedings, demands, costs, expenses, losses, damages, fines, penalties, liabilities and claims of any character, type, or description, including but not limited to any and all expenses of litigation, court costs, attorneys' fees and all other costs and fees incident to any work done as a result hereof. To the extent allowable by law, City agrees to hold harmless, exempt, and indemnify Consultant, its officers, agents, directors, servants, representatives and employees, from and against any and all suits, actions, legal proceedings, demands, costs, expenses, losses, damages, fines, penalties, liabilities and claims of any character, type, or description, including but not 7 limited to any and all expenses of litigation, court costs, attorneys' fees and all other costs and fees incident to any work done as a result hereof. 18.01 ASSIGNMENT AND DELEGATION The parties each hereby bind themselves, their successors, assigns and legal representatives to each other with respect to the terms of this Agreement. Neither parry may assign any rights or delegate any duties under this Agreement without the other party's prior written approval, which approval shall not be unreasonably withheld. 19.01 LOCAL, STATE AND FEDERAL TAXES Consultant shall pay all income taxes, and FICA (Social Security and Medicare taxes) incurred while performing services under this Agreement. The City will not do the following: (1) Withhold FICA from Consultant's payments or make FICA payments on its behalf; (2) Make state and/or federal unemployment compensation contributions on Consultant's behalf; or (3) Withhold state or federal income tax from any of Consultant's payments. If requested, the City shall provide Consultant with a certificate from the Texas State Comptroller indicating that the City is a non-profit corporation and not subject to State of Texas Sales and Use Tax. 20.01 COMPLIANCE WITH LAWS, CHARTER AND ORDINANCES A. Consultant, its consultants, agents, employees and subcontractors shall use best efforts to comply with all applicable federal and state laws, the Charter and Ordinances of the City of Round Rock, as amended, and with all applicable rules and regulations promulgated by local, state and national boards, bureaus and agencies. Consultant shall further obtain all permits, licenses, trademarks, or copyrights, if required in the performance of the services contracted for herein, and same shall belong solely to the City at the expiration of the term of this Agreement. C. In accordance with Chapter 2270, Texas Government Code, a governmental entity may not enter into a contract with a company for goods and services unless the contract contains written verification from the company that it: (1) does not boycott Israel; and (2) and will not boycott Israel during the term of the contract. The signatory executing this Agreement on behalf of Consultant verifies that Consultant does not boycott Israel and will not boycott Israel during the term of this Agreement. 21.01 FINANCIAL INTEREST PROHIBITED Consultant covenants and represents that Consultant, its officers, employees, agents, consultants and subcontractors will have no financial interest, direct or indirect, in the purchase 8 or sale of any product, materials or equipment that will be recommended or required hereunder. 22.01 DESIGNATION OF REPRESENTATIVES The City hereby designates the following representative authorized to act in its behalf with regard to this Agreement: Susan Morgan, CPA Chief Financial Officer City of Round Rock 221 East Main Street Round Rock, TX 78664 (512) 218-5445 smorgan&roundrocktexas. gov 23.01 NOTICES All notices and other communications in connection with this Agreement shall be in writing and shall be considered given as follows: (1) When delivered personally to recipient's address as stated herein; or (2) Three (3) days after being deposited in the United States mail, with postage prepaid to the recipient's address as stated in the Agreement. Notice to Consultant: Avenu Insights and Analytics 12301 Kurland Drive, Suite 150 Houston, Texas 77034 Notice to City: City Manager, City of Round Rock 221 East Main Street Round Rock, TX 78664 AND TO: Stephan L. Sheets, City Attorney 309 East Main Street Round Rock, TX 78664 Nothing contained in this section shall be construed to restrict the transmission of routine communications between representatives of the City and Consultant. 0 24.01 INSURANCE Consultant shall meet all of City's insurance requirements set forth on the City's website at: https://www.roundrocktexas. og v/wp-content/uploads/2014/12/corr insurance 07.20112.pdf 25.01 APPLICABLE LAW; ENFORCEMENT AND VENUE This Agreement shall be enforceable in Round Rock, Texas, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein, exclusive venue for same shall lie in Williamson County, Texas. This Agreement shall be governed by and construed in accordance with the laws and court decisions of Texas. 26.01 EXCLUSIVE AGREEMENT The terms and conditions of this Agreement, including exhibits, constitute the entire agreement between the parties and supersede all previous communications, representations, and agreements, either written or oral, with respect to the subject matter hereof. The parties expressly agree that, in the event of any conflict between the terms of this Agreement and any other writing, this Agreement shall prevail. No modifications of this Agreement will be binding on any of the parties unless acknowledged in writing by the duly authorized governing body or representative for each party. 27.01 DISPUTE RESOLUTION The City and Consultant hereby expressly agree that no claims or disputes between the parties arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9 USC Section 1-14) or any applicable state arbitration statute. 28.01 SEVERABILITY The invalidity, illegality, or unenforceability of any provision of this Agreement or the occurrence of any event rendering any portion of provision of this Agreement void shall in no way affect the validity or enforceability of any other portion or provision of this Agreement. Any void provision shall be deemed severed from this Agreement, and the balance of this Agreement shall be construed and enforced as if this Agreement did not contain the particular portion of provision held to be void. The parties further agree to amend this Agreement to replace any stricken provision with a valid provision that comes as close as possible to the intent of the stricken provision. The provisions of this Article shall not prevent this entire Agreement from being void should a provision which is of the essence of this Agreement be determined void. 29.01 STANDARD OF CARE Consultant represents that it is specially trained, experienced and competent to perform all of the services, responsibilities and duties specified herein and that such services, responsibilities and duties shall be performed, whether by Consultant or designated 10 subconsultants, in a manner acceptable to the City and according to generally accepted business practices. 30.01 GRATUITIES AND BRIBES City, may by written notice to Consultant, cancel this Agreement without incurring any liability to Consultant if it is determined by City that gratuities or bribes in the form of entertainment, gifts, or otherwise were offered or given by Consultant or its agents or representatives to any City Officer, employee or elected representative with respect to the performance of this Agreement. In addition, Consultant may be subject to penalties stated in Title 8 of the Texas Penal Code. 31.01 RIGHT TO ASSURANCE Whenever either parry to this Agreement, in good faith, has reason to question the other party's intent to perform hereunder, then demand may be made to the other party for written assurance of the intent to perform. In the event that no written assurance is given within the reasonable time specified when demand is made, then and in that event the demanding parry may treat such failure an anticipatory repudiation of this Agreement. 32.01 MISCELLANEOUS PROVISIONS Time is of the Essence. Consultant agrees that time is of the essence and that any failure of Consultant to complete the services for each phase of this Agreement within the agreed project schedule may constitute a material breach of this Agreement. Consultant shall be fully responsible for its delays or for failures to use reasonable efforts in accordance with the terms of this Agreement. Where damage is caused to City due to Consultant's failure to perform in these circumstances, City may withhold, to the extent of such damage, Consultant's payments hereunder without a waiver of any of City's additional legal rights or remedies. City shall render decisions pertaining to Consultant's work promptly to avoid unreasonable delays in the orderly progress of Consultant's work. Force Majeure. Notwithstanding any other provisions hereof to the contrary, no failure, delay or default in performance of any obligation hereunder shall constitute an event of default or breach of this Agreement, only to the extent that such failure to perform, delay or default arises out of causes beyond control and without the fault or negligence of the parry otherwise chargeable with failure, delay or default; including but not limited to acts of God, acts of public enemy, civil war, insurrection, riots, fires, floods, explosion, theft, earthquakes, natural disasters or other casualties, strikes or other labor troubles, which in any way restrict the performance under this Agreement by the parties. Section Numbers. The section numbers and headings contained herein are provided for convenience only and shall have no substantive effect on construction of this Agreement. 11 Waiver. No delay or omission by either party in exercising any right or power shall impair such right or power or be construed to be a waiver. A waiver by either party of any of the covenants to be performed by the other or any breach thereof shall not be construed to be a waiver of any succeeding breach or of any other covenant. No waiver of discharge shall be valid unless in writing and signed by an authorized representative of the party against whom such waiver or discharge is sought to be enforced. Multiple Counterparts. This Agreement may be executed in multiple counterparts, which taken together shall be considered one original. The City agrees to provide Consultant with one fully executed original. IN WITNESS WHEREOF, the parties have executed this Agreement on the dates hereafter indicated. City of Rounc By: Printed Name: Title: Date Signed: For City, Attest: &u:�Amlp— Sara For City, A proved as to Form: By: Stephan . Sheets, City Attorney 12 Avenu ytics By: Printed Name: Title: 5 V,,O Date Signed: j T/- 9 ' 77 d0 r / d - - -WIN Avenu Insights and Analytics 12301 Kurland Drive, Suite 150 Houston, Texas 77034 TAB 9 - Cost Proposal Analysis, Audit and Compliance The Analysis, Audit and Compliance services will be provided upon request from the City. The properties to audit may be selected by the City, or by Avenu's Audit Manager with approval by the City. There is no requirement to audit in any given year. The Audit and Compliance Services will be provided for a Fixed Fee of: Flat fee: $2,000 per each lodging property audited. A minimum of 2 audits must be performed in any one audit period. Manpower Hourly rates only apply to additional consulting above and beyond the audit fee. a. Principle: $200 per hour Client Services Director: $150 per hour Information Technology (IT) support: $150 per hour Director: $150 per hour Manager: $125 per hour Senior Analyst: $100 per hour Analyst: $75 per hour Administrative support: $50 per hour b. Estimated hours for each category of personnel — No additional hours are anticipated, unless the City has specific requests above and beyond our standard services and customer care. c. Rate applied for each category of personnel Our standard rates for each category of personnel are listed above, should the City have additional specific requests beyond the scope of this proposal. Itemized Cost of Supplies and Materials — Included in the flat fee III. Other itemized costs — Included in the flat fee IV. Travel Expenses City to reimburse Avenu for reasonable travel and other out-of-pocket expenses associated with the performance of the field audits including but not limited to lodging, parking, mileage, per diem, etc. (Mileage and per diem will be according to IRS regulations). Such reimbursement will be billed incrementally. We make every effort to keep the travel costs as reasonable as possible. NTE $250 per audit V. Printing Costs are included in the flat fee with no additional cost incurred CITY OF ROUND ROCK, TEXAS Exhibit "A" Scope of Services VI. Total (not to exceed) Cost $68,200 31 Properties for $2200 per property for audit and administration. We can conduct a minimum of 2 audits or all 31 properties $7,750 Max Travel Expenses (NTE $250 per audit) $10,000 Contingency for additional audits or consulting services requested by the City $85,950 NTE Cost for Audits Short-term Rer:,lal (STR) Dis .o�,ery Should the City decide to also contract for STR services, it will be provided for a contingency fee of forty percent (40%) of the additional revenue received by the City for the services provided. The 40% will apply to the current tax year, all eligible prior period revenues collected, and any applicable penalties, interest, and late charges. The contingency fee only applies to revenue actually received by the City. The term "current tax year" will mean the most recent tax year for which local taxes are due and payable to the City, and in which Avenu has identified deficiencies. Fees: 40% of collected Hourly rates only apply to additional consulting services above and beyond the quoted fee and are included herein for reference only. STR services are priced on a contingency basis, which cost the City nothing unless additional revenues are discovered. Hourly rates only apply to additional consulting above and beyond the quoted fee. Principle: $200 per hour Client Services Director: $150 per hour Information Technology (IT) support: $150 per hour Director: $150 per hour Manager: $125 per hour Senior Analyst: $100 per hour Analyst: $75 per hour Administrative support: $50 per hour b. Estimated hours for each category of personnel — No additional hours are anticipated, unless the City has specific requests above and beyond our standard services and customer care. c. Rate applied for each category of personnel Our standard rates for each category of personnel are listed above, should the City have additional specific requests beyond the scope of this proposal. Itemized Cost of Supplies and Materials — Included in the fee III. Other itemized costs — Included in the contingency fee CITY OF ROUND ROCK, TEXAF Exhibit "A" Scope of Services IV. Travel Expenses Discovery services can be performed without incurring travel costs V. Printing Costs are included in the contingency fee with no additional cost incurred VI. Total (not to exceed) Cost 40% of what is collected. Our proprietary statistical analysis performed for cities your size indicates our average fee of $342 for property identified and brought into compliance. The estimated number of unregistered properties is currently unknown. The inherent nature of discovery related services means we start with a blank slate and bring our analytical tools to bear upon the businesses and properties located in proximity to the City to determine if unreported revenues do in fact exist. Tax Administration Cos Proposal (O:-tion;l) The Administration Services shall be provided for a one-time set up fee of $2,500 which includes Online File and Pay, plus an Annual Fixed Fee of $250 per lodging property. Discount If the City permits on -site examination of the records of ten percent (10%) but no less than 2 of the City's lodging properties per year to insure compliance in collecting and returning the local hotel occupancy tax, Avenu will discount the Administration services to an annual fixed fee of $200 per each lodging property. I. Hourly rates only apply to additional consulting above and beyond the quoted fee. a. Principle: $200 per hour Client Services Director: $150 per hour Information Technology (IT) support: $150 per hour Director: $150 per hour Manager: $125 per hour Senior Analyst: $100 per hour Analyst: $75 per hour Administrative support: $50 per hour b. Estimated hours for each category of personnel No additional hours are anticipated, unless the City has specific requests above and beyond our standard services and customer care. c. Rate applied for each category of personnel Our standard rates for each category of personnel are listed above, should the City have additional specific requests beyond the scope of this proposal. III. Itemized Cost of Supplies and Materials — Included in the flat fee CITY OF ROUND ROCK, TEX/ . Exhibit "A" Scope of Services IV. Other itemized costs — Included in the flat fee V. Travel Expenses Administration services can be performed without incurring travel costs VI. Printing Costs are included in the flat fee with no additional fees incurred VII. Total (not to exceed) Cost $2500 One-time setup fee $ 7750 ($250 per property per year) $10250 (first year with setup fee for 31 properties) $ 7750 (subsequent years with 31 properties) Total with Discount $2500 One-time setup fee $6200 ($200 per property per year if conduct audits for 10% of properties or frontload audits) $8700 (first year with setup fee for 31 properties) $6200 (subsequent years with 31 properties) Additional Consulting The City may request that Avenu provide additional consulting services at any time during the term of the Agreement. If Avenu and City agree on the scope of the additional consulting services requested, then Avenu will provide the additional consulting on a time and materials basis. Depending on the personnel assigned to perform the work, Avenu's standard hourly rates range from $75 per hour to $325 per hour. These additional consulting services will be invoiced at least quarterly based on actual time and expenses incurred. Hours of consulting expressly included in Avenu's compliance service are not "additional consulting services" for purposes of this section. CITY OF ROUND ROCK. TEXA." Exhibit "A" Scope of Services CERTIFICATE OF INTERESTED PARTIES FORM 1295 1of1 Complete Nos. 1- 4 and 6 if there are interested parties. OFFICE USE ONLY Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties. CERTIFICATION OF FILING Certificate Number: 2019-491747 1 Name of business entity filing form, and the city, state and country of the business entity's place of business. Avenu Insights & Analytics, LLC Centreville, VA United States Date Filed: 05/16/2019 2 Name of governmental entity or state agency that is a parry tot the contract for which the form is being filed. City of Round Rock, Texas Date Acknowledged: 3 Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a description of the services, goods, or other property to be provided under the contract. 19-007 Hotel Occupancy Tax Analysis & Audit Services 4 Name of Interested Party City, State, Country (place of business Nature of interest (check applicable) Controlling Intermediary 5 Check only if there is NO Interested Party. X 6 UNSWORN DECLARATION My name is _ Mike Melka and my date of birth is My address is 5860 Trinity Parkway, Suite 120 Centreville , VA , 20120 USA . (street) (city) (state) (zip code) (country) I declare under penalty of perjury that the foregoing is true and correct. Executed in Fairfax County, State of Virginia on the 16 day of May , 20 19 . (month) (year) Signature oTauthorag agent of contracting business entity (Declarant) r-urins pruviaeu uy Texas Ethics Commission www.etnics.state.tx.us Version V1.1.39f8039c CERTIFICATE OF INTERESTED PARTIES FORM 1295 1of1 Complete Nos. 1 - 4 and 6 if there are interested parties. OFFICE USE ONLY Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties. CERTIFICATION OF FILING Certificate Number: 2019-491747 1 Name of business entity filing form, and the city, state and country of the business entity's place of business. Avenu Insights & Analytics, LLC Centreville, VA United States Date Filed: 05/16/2019 2 Name of governmental entity or state agency that is a party to the contract for which the form is being filed. City of Round Rock, Texas Date Acknowledged: 06/12/2019 3 Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a description of the services, goods, or other property to be provided under the contract. 19-007 Hotel Occupancy Tax Analysis & Audit Services 4 Name of Interested Party City, State, Country (place of business) Nature of interest (check applicable) Controlling Intermediary 5 Check only if there is NO Interested Party. X 6 UNSWORN DECLARATION My name is and my date of birth is My address is (street) (city) (state) (zip code) (country) I declare under penalty of perjury that the foregoing is true and correct. Executed in County, State of on the day of , 20 (month) (year) Signature of authorized agent of contracting business entity (Declarant) r-urrns provlaea Dy I exas ttnlcs uommisslon www.ethics.state.tx.us Version V1.1.39f8039c