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HomeMy WebLinkAbout25104AGREEMENT INFORMATION AGREEMENT NUMBER 25104 NAME/TYPE OF AGREEMENT HYATT HOTEL DESCRIPTION PURCHASE OR SALE AGREEMENT/FIRE CAPTAIN ASSESOR TRAINING & ORAL BOARD CATERING SERVICES/#12 EFFECTIVE DATE ATTESTED BY TODD B. HANNON ATTESTED DATE 6/7/2024 DATE RECEIVED FROM ISSUING DEPT. 7/29/2024 NOTE CITY OF MIAMI DOCUMENT ROUTING FORM g104 ORIGINATING DEPARTMENT: Human Resources DEPT. CONTACT PERSON: Francine Chacon EXT. 2124 �k 2...3y NAME OF OTHER CONTRACTUAL PARTY/ENTITY: Hyatt Hotel IS THIS AGREEMENT A RESULT OF A COMPETITIVE PROCUREMENT PROCESS? ❑ YES ❑✓ NO TOTAL CONTRACT AMOUNT: $ $7,398.00 FUNDING INVOLVED? ❑ YES E NO TYPE OF AGREEMENT: ❑ MANAGEMENT AGREEMENT ❑ PROFESSIONAL SERVICES AGREEMENT ❑ GRANT AGREEMENT ❑ EXPERT CONSULTANT AGREEMENT ❑ LICENSE AGREEMENT ❑ PUBLIC WORKS AGREEMENT ❑ MAINTENANCE AGREEMENT ❑ INTER -LOCAL AGREEMENT ❑ LEASE AGREEMENT ❑✓ PURCHASE OR SALE AGREEMENT OTHER: (PLEASE SPECIFY) PURPOSE OF ITEM (BRIEF SUMMARY): Fire Captain Assesor Training & Oral Board Catering Services Q, Hyatt Hotel (June 22 - 28, 2024) COMMISSION APPROVAL DATE: / / FILE ID: ENACTMENT NO.: IF THIS DOES NOT REQUIRE COMMISSION APPROVAL, PLEASE EXPLAIN: ROUTING INFORMATION Date PLEASE PRINT AND SIGN APPROVAL BY DEPARTMENTAL DIRECTOR 5/28/24 PRINT: ANGELA ROBERTS ,- r R SIGNATURE: Rd" 744 w-1;r1t5,t; SUBMITTED TO RISK MANAGEMENT PRINT: ANN-MARIE SHARPE Oq.n��.y../4 G.., n ,7..7 SIGNATURE: 0e (- ; �'�� �� �s� SUBMITTED TO CITY ATTORNEY PRINT: George K. Wysor JN.I1 Pr'r P'6n TWa4W/a /�3o-uul SIGNATURE: Zay A• g v '`""„ 1,tr, r APPROVAL BY ASSISTANT CITY MANAGER PRINT: SIGNATURE: RECEIVED BY CITY MANAGER PRINT: ART NORI SIGNATURE: 1)ONE ORIGINAL TO CITY CLERK, 2)ONE COPY TO CITY ATTORNEY'S OFFICE, 3)REMAINING ORIGINAL(S) TO ORIGINATING DEPARTMENT PRINT: SIGNATURE: PRINT: SIGNATURE: PRINT: SIGNATURE: PLEASE ATTACH THIS ROUTING FORM TO ALL DOCUMENTS THAT REQUIRE EXECUTION BY THE CITY MANAGER g III HAY -A. LJ HOTELS & RESORTS May 21, 2024 GROUP NAME: FUNCTION NAME: CONTACT NAME: ADDRESS: PHONE NUMBER: FAX NUMBER: EMAIL ADDRESS: HYATT REGENCY MIAMI 400 SE SECOND AVE MIAMI, FL 33131-2197 US Miyuki Shim Telephone: (305) 679-3044 Fax: (305) 374-1728 Email: Miyuki.shim@hyatt.com CATERING CONTRACT CITY OF MIAMI FIRE CAPTAIN - ASSESSOR TRAINING/ORAL BOARDS FRANCINE CHACON 444 SW 2ND AVE STE 746 MIAMI, FL 33130-1910 (305)416-2124 (305) 416-1930 franchacon@miamigov.com Day Date Function Time Set Up # of guests Room Rental Saturday 06/22/2024 DELIVERIES 7.00 AM 1:00 PM EXISTING 15 N/A Sunday 06/23/2024 DELIVERIES 7.00 AM 1:00 PM EXISTING 15 N/A Monday 06/24/2024 DELIVERIES 7.00 AM 12:00 PM EXISTING 15 N/A Tuesday 06/25/2024 DELIVERIES 7.00 AM 1:00 PM EXISTING 15 N/A Wednesday 06/26/2024 DELIVERIES 7.00 AM 1:00 PM EXISTING 15 N/A Thursday 06/27/2024 DELIVERIES 7.00 AM 1:00 PM EXISTING 15 N/A Friday 06/28/2024 DELIVERIES 7.00 AM 1:00 PM EXISTING 15 N/A CITY OF MIAMI ("Group") and HYATT REGENCY MIAMI ("Hotel") agree as follows: DEFINITE BOOKING Once you sign and return this agreement, your reservation will be confirmed and considered a definite booking. This signed contract is due on 06/19/2024. NO MONETARY DEPOSIT IS REQUIRED FROM CUSTOMER ON 06/19/2024. MINIMUM REVENUE COMMITMENT Based on the approximate number of guests set forth above, a minimum of $7,398.00 in combined banquet food, beverage and meeting room rental will be spent at your function. This minimum does not include guestroom charges, service charges, any applicable taxes, labor charges, audiovisual, or any other miscellaneous charges incurred. Should your final count drop below the approximate number of guests listed above, we will be happy to advise you on additional alternatives in food and beverage which will bring you back up to the agreed upon minimum revenue figures for your function. CANCELLATION POLICY Either the Hotel or Group may cancel this contract without cause at any time prior to the event by paying to the other party liquidated damages (agreed not to constitute a penalty) based on the following scale: More than six(6) months from arrival date (40% of estimate revenue) $2,959.20 Less than six(6) months to one(1) month from arrival date (60% of estimate revenue) $4,438.80 Less than one(1) month up to arrival date (80% of estimate revenue) $5,918.40 Cancellations made under this provision shall be made by the canceling party to the non -canceling party by written notice and payment of the liquidated damages due at that time. Failure to remit payment when due will result in Group's cancellation of this Agreement and Group shall be liable for the Cancellation Fee as set forth herein. FORCE MAJEURE The parties' performance under this Agreement is subject to acts of God, war, government regulation, terrorism, disaster, strikes, civil disorder, curtailment of transportation facilities, restriction on food, beverage or other supplies or any other emergency of a comparable nature beyond the parties' control, making it impossible, illegal or which materially affects a party's ability to perform its obligations under this Agreement. In order to terminate this agreement under this provision, the terminating party must provide written notice to the other party within five (5) days of the occurrence of any of these events. In the event of termination by the Hotel under this section, the Hotel shall refund all deposits and/or prepayments made by the Group within five (5) days of the notice of termination. GUARANTEE COUNTS In arranging for private functions, the final attendance must be received by the Catering Office no later than 11:00 a.m. three (3) working days prior to the commencement of the function. This number will be considered a guarantee, not subject to reduction, and charges will be made accordingly. Please provide the guarantees on the following days*: Day of Function: Guarantee due on the preceding: Saturday, Sunday, or Monday Wednesday Tuesday Thursday Wednesday Friday Thursday Monday Friday Tuesday *National Holidays are not considered working days and should be taken into consideration when submitting guarantees. The Hotel will be prepared to serve 3% more than the guaranteed number of attendees and cannot be responsible for service to more than 3 % over the guarantee for groups of up to 1,000 persons. For groups more than 1,000 persons, a maximum of 30 person overset will apply. If the guarantee is raised within the 72 hours, the 3% over set will not apply, and the guarantee then becomes the set. TAXES All federal and local taxes / charges which may be imposed or be applicable to this agreement and to the service rendered by the Hotel are in addition to the prices herein agreed upon, and the Group agrees to pay them. THE CITY OF MIAMI IS TAX EXEMPT. Groups that are tax exempt in the State of FLORIDA must provide a copy of their tax exemption certificate at the time of signing this agreement to qualify. THE CITY OF MIAMI IS TAX EXEMPT. FOOD AND BEVERAGE No food and beverage of any kind may be brought into the Hotel by the Group or any of the Group's guests or invitees. Hyatt offers the following types of alcohol beverage service: By the person by the Hour: Price for alcoholic beverages is charged by the per person for the contracted time. Consumption Bar: The price is based on a per drink charge. The number of drinks per bottle is calculated as follows: 27/1.25 oz. Drinks for each liter bottle, 5 Drinks for each wine bottle, and 17/1.5 oz. Drinks for each 750 milliliter cordial bottle. No Alcohol service will be required. PAYMENT In some instances, the hotel may approve direct billing. The completed request for direct billing form must be received by the hotel no later than 30 days prior to your function to be considered for direct billing. Should billing be approved, the balance of the account is due and payable no later than thirty (30) days after the date of the function. SERVICE CHARGE A 25% Service Charge and applicable taxes shall be added to all food and beverage. 65 percent (%) of which is to go to service personnel and banquet captains, and where applicable busboys and/or bartenders engaged in the function, and 35 percent (%) is retained by the hotel to off set employee wages and benefits. THE CITY OF MIAMI IS TAX EXEMPT. INDEMNIFICATION AND HOLD HARMLESS Hotel agrees to defend, indemnify and hold harmless Group from and against all claims, actions, causes of action, or liabilities, including reasonable attorneys' fees, arising out of or resulting from any act undertaken or committed by Hotel pursuant to the performance of its obligations under this Agreement. Hotel also agrees to defend, indemnify and hold harmless Group from any liability resulting from any claim, action or cause of action, which may be asserted by third parties arising out of Hotel's performance pursuant to this Agreement, except for those actions or liabilities which are due to the misconduct or negligence of the Group. INSURANCE CITY OF MIAMI IS SELF INSURED IN ACCORDANCE AND SUBJECT TO THE PROVISIONS AS SET FORTH IN FS§ 768.28. PERMITS/LICENSES In the event that the Group's function requires a permit or license from any governing body, local, state or federal, the Group is solely responsible for obtaining such license or permit at Group's expense. EVENT ROOM The Hotel reserves the right to assign another room for the Customer's functions in the event the room originally designated for such function shall be unavailable or inappropriate, in the Hotel's sole opinion. CHANGES; NOTICE Any changes to these terms must be made in writing and signed by both parties to be effective. Any modifications, additions or corrective lining out made on this Agreement will not be binding unless such modifications have been signed or initialed by both parties. Any notice hereunder shall be given to the individuals listed on the first page of this Agreement at the addresses set forth herein. Notice must be given through certified or registered mail, return receipt requested, overnight delivery, with a signature signifying receipt, or by facsimile in order to be effective under this agreement and shall be deemed delivered upon receipt. DAMAGES Neither party shall be liable to the other for any special, indirect, incidental, consequential, punitive or exemplary damages, including, but not limited to, lost profits, even if such party has knowledge of the possibility of such damages. PRIVACY POLICY Hotel complies with the Global Privacy Policy for Guests which is available at http://privacy.hyatt.com (the "Privacy Policy"). Group shall make the guests of Group who stay at the Hotel ("Group's Guest") aware of the Privacy Policy. Group affirms to the Hotel that Group is entitled to disclose the personal information of the Group's Guests to the Hotel, and to receive personal information of the Group's Guests from the Hotel, as is necessary in connection with the Group Guest's stay at the Hotel. AGREEMENT This Agreement, along with the attached Hotel's Information Sheet, which is incorporated herein by reference, are all of the terms agreed to by the parties. The agreement shall be considered accepted once both parties have signed below. It is our understanding that you are empowered by your organization to make these arrangements. A signature delivered by facsimile or electronic means will be considered binding for both parties. All prior agreements, verbal or written, are no longer effective once this Agreement is signed by the parties. Date: Date: Date: Date: Date: Digitally signed by Quevedo, Quevedo, Terry Terry Date: 2024.05.29 07:56:19 Signature: -04'00' Printed: Ann -Marie Sharpe, Director, Risk Management (CITY OF MIAMI ) Digitally signed by Wysong, Signature: Wysong, George George Printed: Ju1„0 A. G.a.o, c ,«. Cit Attvitic (CITY OF M r) George K. Wysong III, City Attorney Date: 2024.06.03 14:40:06 -04'00' Signature: Printed: Arthur Noriega, : tyMana (CITY OF MIAMI ) Sign odd H • non, erk (CITY OF MIAMI ) Signature: GG Andreme guillermo.andreone©hyatt.com 05/22 Printed: GG ANDREONE Event Sales Manager (Hyatt Regency MIAMI )