City Council Agenda and Packet 2002 12 03

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3.2 The City also shall pay an amount not to exceed $14,900.00 for direct costs incurred in the provision of the following City-wide events (hereinafter "named events"): July 4, 2003 July 4,2003 Celebration in the Park Fireworks on the Links 3.3 The amount of $14,SI00.00 for direct costs shall be available to pay the cost of goods and services, other than services of the Contractor, necessary to the provision and coordination of the named eVl3nts, subject to the following: 3.3.1 The City Manager's designee ("Designee") shall monitor, and may attend, any and all event planning activities conducted by the Contractor. The DesigneE~ may provide consultation and recommendations to Contractor re!~arding actual and anticipated expenditures for direct costs incurrecl in the provision of the named events. If the Designee determines that direct costs proposed to be paid with City funds may or will exceed the Contractor's budgeted amount for any named event, or exce~ed the total amount of $14,900.00, the Designee shall so advise the Contractor. Contractor shall take appropriate action, including, but not limited to, eliminating planned activities from a named event, to decrease the expenditures in such an amount as is necessary to meet the Contractor's event budget and remain within the $14,900.00 available in City funds for direct costs. The time incurred by the Designee shall not be charged against the $14,900.00. 3.3.2 Bills for the direct costs of goods and services shall be presented directly to the Designee! after approval by Contractor, and Contractor shall recommend whether payment must be made at some time other than the City's regular time for payment of bills. All such bills shall be reviewed by the Designee to determine whether payment is appropriate under this Agreement. 3.4 Accounting for payments made pursuant to this Agreement shall be done by the City Department Financial/General Services in accordance with the standard accounting practices of the Department and shall, at a minimum, identify for each expenditure under this Agreement the event, item, vendor, amount and purpose of the expenditure. 3.5 The City shall provide and have in full force and effect liability insurance for the named events, but only in sueh amounts and for such coverages as set forth in the City's insuranee policy in effect at the time of the particular named event. By this Agreement, the parties understand and agree that the City is relying on, and does not 2