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<br />but any payment to such other person or entity shall be deducted from the <br />$13,000.00 maximum amount available to the Contractor. <br /> <br />3.2 The City also shall pay an amount not to exceed $4,500.00 for direct costs <br />incurred in the provision of the following City-wide event (hereinafter "named <br />event") : <br /> <br />2003 Fall Festival <br /> <br />3.3 The amount of $4,500.00 for direct costs shall be available to pay the cost of <br />goods and services, other than services of the Contractor, necessary to the <br />provision and coordination of the named event, subject to the following: <br /> <br />3.3.1 The City Manager's designee ("Designee") shall monitor, and may attend, <br />any and all 13vent planning activities conducted by the Contractor. <br />The Designee may provide consultation and recommendations to <br />Contractor reigarding actual and anticipated expenditures for direct <br />costs incurred in the provision of the named event. If the Designee <br />determines that direct costs proposed to be paid with City funds may <br />or will excee!d the Contractor's budgeted amount for any named <br />event, or exceed the total amount of $4,500.00, the Designee shall <br />so advise thE~ Contractor. Contractor shall take appropriate action, <br />including, but not limited to, eliminating planned activities from a <br />named event, to decrease the expenditures in such an amount as is <br />necessary to meet the Contractor's event budget and remain within <br />the $4,500.010 available in City funds for direct costs. The time <br />incurred by the Designee shall not be charged against the <br />$4,500.00. <br /> <br />3.3.2 Bills for the direct costs of goods and services shall be presented directly to <br />the Designee! after approval by Contractor, and Contractor shall <br />recommend whether payment must be made at some time other <br />than the City's regular time for payment of bills. All such bills shall be <br />reviewed by the Designee to determine whether payment is <br />appropriate under this Agreement. <br /> <br />3.4 Accounting for payments made pursuant to this Agreement shall be done by the <br />City Department Financial/General Services in accordance with the standard <br />accounting practices of the Department and shall, at a minimum, identify for each <br />expenditure under this Agre!ement the event, item, vendor, amount and purpose of <br />the expenditure. <br /> <br />2 <br />