CM-13-11-205ROUND ROCK TEXAS
VURIW r waa PROrnenrtr
City of Round Rock
Agenda Item Summary
Agenda Number:
Title: Consider executing a Group Sales Agreement with Austin Marriott North
for use of their banquet faclities.
Type: City Manager Item
Governing Body: City Council
Agenda Date: 11/1/2013
Dept Director: David Coatney, Fire Chief
Cost: $1,050.00
Indexes: General Fund
Attachments: CMAF Banquet Hall Rental Fire 2-1-2014
Text of Legislative File CM -13-11-205
The Fire Department will host their annual banquet at the Marriott Austin North in Round Rock. This agreement
confirms the use date, menu, and banquert services. The cost of the banquet is $6,050.00.
Contributors to the FD's banquet are:
ESD #9; $3,000.00
Round Rock Association of Professional Fire Fighters $2,000.00
City of Round Rock $1,050.00
Approval
City of Round Rock Page 1 Printed on 10/31/2013
CONTRACT APPROVAL FORM FOR CITY MANAGER ACTION
Required for Submission of Specific City Manager Items
Department Name: Fire Department
Project Mgr/Resource: Charles Meserole
J'City Manager Approval
CMA Wording
Project Name: Group Sales Agreement
ContractorNendor: Austin Marriott North
Consider executing a Group Sales Agreement with the Austin Marriott North for use of their banquet facilities.
Approval
XDEmployee EE Bowden
Notes/Comments
Date October 29, 2013
MARRIOTT
GROUP SALES AGREEMENT
DESCRIPTION OF GROUP AND EVENT
The following represents an agreement between: Austin Marriott North, 2600 La Frontera Boulevard, Round Rock, TX,
78681, (512) 733-6767 and Round Rock Fire Department and outlines specific conditions and services to be provided.
ORGANIZATION: Round Rock Fire Department
CONTACT:
Name:
Street Address:
City, State/Province:
Postal Code:
Country:
Phone Number:
E-mail Address:
NAME OF EVENT:
REFERENCE #:
OFFICIAL PROGRAM DATES:
ANTICIPATED ATTENDANCE:
Mike Heard
2919 Joe DiMaggio Blvd.
Round Rock, TX
78665
USA
(512) 284-1977
mheard@roundrocktexas.gov
Round Rock Fire Department Banquet 2014
M-1843 G64
Saturday, 02/01/2014 - Saturday, 02/01/2014
200
FUNCTION INFORMATION AGENDA/EVENT AGENDA
Based on the requirements outlined by Round Rock Fire Department, the Hotel has reserved the function space set forth
on the below Function Information Agenda/Event Agenda.
Date
Day
Start
Time
End
Time
Function Type
Setup
#
People
Rental
02/01/2014
Sat
05:00 PM
10:00 PM
Dinner
Rounds of 10
200
Waived with minimum of
$5000.00 Food and Beverage
Purchase
All meeting room, food and beverage, and related services are subject to applicable taxes (currently 8.25%) and service
charge (currently 21%) in effect on the date(s) of the event.
Round Rock Fire Department's meal will include a Grilled Chicken breast entree with choice of sauce, single selection of
a starch and a vegetable, salad with 2 dressing options, and a single dessert choice at $26 per person plus 21% service
charge and applicable taxes.
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MARRIOTT CONFIDENTIAL AND PROPRIETARY INFORMATION
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DAMAGE TO FUNCTION SPACE
Round Rock Fire Department agrees to pay for any damage to the function space that occurs while Round Rock Fire
Department is using it. Round Rock Fire Department will not be responsible, however, for ordinary wear and tear or for
damage that it can show was caused by persons other than Round Rock Fire Department and its attendees.
PAYMENT BY CREDIT CARD OR COMPANY CHECK
If Round Rock Fire Department wishes to pay any portion of its obligation by credit card or company check, the credit
card information must be entered into our secure online web -site.
Prior to the execution of this agreement Round Rock Fire Department shall provide hotel with credit card authorization
information. A Credit Card Information Request e-mail will be sent to the e-mail address provided by Round Rock Fire
Department.
This process must also be followed if direct billing has not been approved and the Master Account charges will be paid by
credit card or company check.
Round Rock Fire Department agrees that the Hotel may charge to this credit card any payment as required under this
Group Sales Agreement.
ADVANCE PAYMENT SCHEDULE
The payment schedule for your Event is outlined below:
Deposit/Payment Amount:
$1000.00
$5050.00
Time Frame:
At time of signed agreement
[30] days prior to the event — January 6`" 2014
Additionally, a cash or credit deposit will be required at 72 hours to guarantee payment of any additional charges incurred
when receiving the final guarantee.
FOOD AND BEVERAGE
The prices for private meals/breaks in the Function Information Agenda/Event Agenda will be determined at the time your
menu selections are made with your Catering and Sales Account Manager. All prices are subject to change without
notification. Final menu selections should be submitted two weeks prior to the function to ensure the availability of the
desired menu items. For a complete detailing of our menus visit our website:
Round Rock Fire Department agrees that it will provide a minimum food and beverage revenue of $5000.00 (exclusive of
applicable service charges and taxes) as part of the Event. If Round Rock Fire Department provides less food and
beverage revenue, it agrees to pay Hotel the remainder in meeting room rental. In addition, if any food and beverage
event is cancelled within 72 hours of its scheduled starting time, Round Rock Fire Department agrees to pay Hotel 100%
of the food and beverage revenue guaranteed at 72 hours.
A final guarantee of your private banquet attendance is required three (3) business days prior to the date of each function.
If fewer persons are served than what is designated in the guarantee, you will be charged based on the number of persons
designated in the guarantee. If a guarantee is not received, Round Rock Fire Department will be billed based upon original
contracted amount.
The hotel reserves the right to re -assign function space based on the final guarantee or the sole interest of the hotel.
In order for the Hotel to maintain its' standards of providing a quality product, no food and/or beverage other than what is
provided by the Hotel may be brought onto the premises. Should Round Rock Fire Department bring any outside food or
beverage into Hotel meeting space without prior written approval from Hotel Management, a $250.00 penalty will be
assessed.
A 21% service charge plus applicable taxes (currently 8.25%) will be applied to all private banquet functions.
CANCELATION BY GROUP
Round Rock Fire Department acknowledges that if it cancels or otherwise essentially abandons its planned use of the
Room Night Commitment (a "Cancelation"), this action would constitute a breach of Round Rock Fire Department's
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obligation to compensate Hotel and Hotel would be harmed. Because Hotel's harm (and Round Rock Fire Department's
obligation to compensate Hotel for that harm) is likely to increase if there is a delay in notifying Hotel of any
Cancellation. Round Rock Fire Department agrees to notify Hotel, in writing, within (5) business days of any decision to
Cancel. In addition, if a Cancellation occurs, the parties agree that:
(a) It would be difficult to determine Hotel's actual harm
(b) The sooner the Hotel receives notice of the Cancellation, the lower its actual harm is likely to be because
of the probability of mitigating the harm by reselling space and functions is higher.
(c) The highest dollar amount in the chart ( the "Chart") set forth below reasonable estimates Hotel's harm for
a last minute Cancellation and, through its use of a sliding scale that reduces damages for earlier
Cancellations, the Chart also reasonably estimates Hotel's ability to lessen its harm by reselling Round
Rock Fire Department space and functions.
Round Rock Fire Department therefore agrees to pay Hotel, within (30) days after any Cancelation, as liquidated damages
and not as a penalty, the amount listed in the Chart below:
Date of Cancellation
Amount of Liquidated Damages
Date of Agreement to [90] days prior
$1000.00 (Non-refundable deposit)
From [89] days to [60] days prior
$4000.00
From [59] days to [30] days prior
$45000.00
From [29] days to [0] days prior
$5,000.00
, state and local taxes will be added to the amounts listed above.
Provided that Round Rock Fire Department timely notifies Hotel of the Cancellation and timely pays the above liquidated
damages. Hotel agrees not to seek additional damages from Round Rock Fire Department relating to Cancellation.
OUTSIDE FOOD AND BEVERAGE POLICY
All food and beverages served at functions associated with the Event must be provided, prepared, and served by Hotel,
and must be consumed on Hotel premises.
IMPOSSIBILITY
The performance of this Agreement is subject to termination without liability upon the occurrence of any circumstance
beyond the control of either party — such as acts of God, war, government regulations, disaster, strikes (except those
involving the employees or agents of the party seeking the protection of this clause), civil disorder, or curtailment of
transportation facilities — to the extent that such circumstance makes it illegal or impossible to provide or use the Hotel
facilities. The ability to terminate this Agreement without liability pursuant to this paragraph is conditioned upon delivery
of written notice to the other party setting forth the basis for such termination as soon as reasonably practical — but in no
event longer that ten (10) days — after learning of such basis.
CHANGES, ADDITIONS, STIPULATIONS, OR LINING OUT
Any changes, additions, stipulations or deletions including corrective lining out by either Hotel or Round Rock Fire
Department will not be considered agreed to or binding on the other unless such modifications have been initialed or
otherwise approved in writing by the other.
LIQUOR LICENSE
Round Rock Fire Department understands that Hotel's liquor license requires that beverages only be dispensed by Hotel
employees or bartenders. Alcoholic beverage service may be denied to those guests who appear to be intoxicated or are
under age.
IN-HOUSE EQUIPMENT
Hotel will provide, at no charge, a reasonable amount of meeting equipment (for example, chairs, tables, chalkboards, etc).
These complimentary arrangements do not include special setups or extraordinary formats that would deplete Hotel's
present in-house equipment to the point of requiring rental of an additional supply to accommodate Round Rock Fire
Department's needs. If such special setups or extraordinary formats are requested, Hotel will present Round Rock Fire
Department two (2) alternatives: (1) charging Round Rock Fire Department the rental cost for additional equipment, or
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MARRIOTT CONFIDENTIAL AND PROPRIETARY INFORMATION
(2) changing the extraordinary setup to a standard format, avoiding the additional cost.
UNATTENDED ITEMS/ADDITIONAL SECURITY
The Hotel cannot ensure the security of items left unattended in function rooms. Special arrangements may be made with
the Hotel for securing a limited number of valuable items. If Round Rock Fire Department requires additional security
with respect to such items or for any other reason, the Hotel will assist in making these arrangements. All security
personnel to be utilized during the Event are subject to Hotel approval.
USE OF OUTSIDE VENDORS
If Round Rock Fire Department wishes to hire outside vendors to provide any goods or services at Hotel during the Event,
Hotel may, in its sole discretion, require that such vendor provide Hotel, in form and amount reasonably satisfactory to
Hotel, an indemnification agreement and proof of adequate insurance.
ACCEPTANCE
When presented by the Hotel to Round Rock Fire Department, this document is an invitation by the Hotel to Round Rock
Fire Department to make an offer. Upon signature by Round Rock Fire Department, this document will be an offer by
Round Rock Fire Department. Only upon signature of this document by all parties will this document constitute a binding
agreement. Unless the Hotel otherwise notifies Round Rock Fire Department at any time prior to Round Rock Fire
Department's execution of this document, the outlined format and dates will be held by the Hotel for Round Rock Fire
Department on a first -option basis until Thursday October 3`d 2013. If Round Rock Fire Department cannot make a
commitment prior to that date, this invitation to offer will revert to a second -option basis or, at the Hotel's option, the
arrangements will be released, in which case neither party will have any further obligations.
Upon signature by both parties, Round Rock Fire Department and the Hotel shall have agreed to and executed this
Agreement by their authorized representatives as of the dates indicated below.
SIGNATURES
Approved and authorized by Round Rock Fire Department.
Name: (Print)
Title: (Print)
Signature:
Date:
�lT
Approved and authorized by Hotel:
Name: (Print)
Title: (Print)
Signature:
Date:
Jennifer Schoenradt
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MARRIOTT CONFIDENTIAL AND PROPRIETARY INFORMATION
CONTRACT APPROVAL FORM FOR CITY MANAGER ACTION
Required for Submission of Specific City Manager Items
Department Name: Fire Department
Project Mgr/Resource: Charles Meserole
nCity Manager Approval
CMA Wording
Project Name: Group Sales Agreement
Contractor/Vendor: Austin Marriott North
Consider executing a Group Sales Agreement with the Austin Marriott North for use of their banquet facilities.
Approval
x❑Employee EE Bowden
Notes/Comments
Date October 29, 2013