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Home My WebLink AboutCAG2024-148 - Original - Green River College - City Council Retreat Location Rental - 5/3/2024 FOR CITY OF KENT OFFICIAL USE ONLY Sup/Mgr: Agreement Routing Form DirAsst: • For Approvals,Signatures and Records Management Dir/Dep: KENT This form combines&replaces the Request for Mayor's Signature and Contract Cover (optional) WASHINGTON Sheet forms. (Print on pink or cherry colored paper) Originator: Department: Nicole Williams Administration Date Sent: Date Required: > 3/22/2024 ASAP 0 Q Mayor or Designee to Sign. Date of Council Approval: Q Interlocal Agreement Uploaded to Website N/A Budget Account Number: Grant? Yes No�✓ 10001100-64520-1100 Budget? Yes ONO Type: N/A Vendor Name: El Category: Green River College Contract Vendor Number: Sub-Category: 34167 Original 0 Project Name: City Council Retreat OProject Details: C 40 C Basis for Selection of Contractor: � Agreement Amount: 375.00 N/ ElA i *Memo toMayormustbeattached i Start Date: j, /3/24. Termination Date: 5/3/24 lm a Local Business? Yes F—]No*If meets requirements per KCC 3.70.100,please complete"Vendor Purchase-Local Exceptions"form on Cityspace. Business License Verification: ❑Yes In-Process F1 Exempt(KCC 5.01.045) FlAuthorized Signer Verified Notice required prior to disclosure? Contract Number: Yes❑No CAG2024-148 Comments: j-.A y Rental Space for City Council Spring 2024 Retreat. a� 0 � c IM in 0 3 w a, a Date Received:City Attorney: Date Routed:Mayor's Office City Clerk's Office 3/25/24 adccW22373_7_20 Visit Documents.KentWA.gov to obtain copies of all agreements rev.20221201 % r• • River COLLEGE Kent Campus 417 Ramsay Way,Ste 112 Kent,WA 98032-4501 USA T:253-520-6290 Contract Number: 2024-AAHJQP Today's Date: 3/20/2024 Event Title: City Council Retreat Event Date(s): May 3rd,2024 Event Time(s): 7:30 AM—5:00 PM Set up Time: 7:00 AM RENTER: Organization: City of Kent Contact: Nicole Williams Address: 220 Fourth Avenue South Kent,WA 98032 Email: nwilliams@kentwa.gov Telephone: (206)406-0563 BILL TO:(Please Update if not what is listed above) Organization: City of Kent Contact: Nicole Williams Address: 220 Fourth Avenue South Kent,WA 98032 Email: nwilliams@kentwa.gov Telephone: (206)406-0563 RENTAL DETAILS: #of attendees: 35 Rates: See Event Description Room: 282/283 @$375 EQUIPMENT AND SERVICES Please mark if you need any of the following: X Wi-Fi access X Access to a projector or computer Microphone&Speakers(@$75 fee) ZOOM meeting compatible room Comments and special Requests EVENT DESCRIPTION: city council retreat "Total Fees $375 Please Note: 1. Room set up and furniture arrangement is the responsibility of the renter.Room should be returned to original layout upon completion of meeting. 2. Cleaning Fee:If extraordinary cleaning is required because of this rental,an additional fee will be added to the cost of the rental. 3. The Kent Campus office is open from 7:30 AM to 8:00 PM Monday through Thursday and 7:30 AM to 5:00 PM on Friday,during normal school sessions.Summer and holiday Please make arrangements in advance if your class or event starts before 7:30 AM. TERMS AND CONDITIONS CANCELLATION Cancellation within three(3)business days of scheduled start date will result in a fee equivalent to one half of the rental fee,to be paid by the renter. School closure or delay: In the event of inclement weather or other emergency,notification will be posted on the Green River College website, www.greenriver.edu. DISPUTE CLAUSE Where possible,disputes will be resolved by informal discussion between parties.In the event the parties are unable to resolve any disagreement through good faith negotiations,the dispute will be resolved through mediation by mutual agreement on the selection mediator. INVOICING GRC Kent Campus,through the Green River College Accounts Receivable department,will invoice at the completion of the rental period,or monthly for on-going rentals. Payment will be due within 30 days of the invoice date,and will be sent to Green River College,Attn:Cashiers Office, 12401 SE 320th St.,Auburn,WA 98092-3699.Interest on unpaid balances shall accrue thereafter at 12%annum,compounded monthly. LIABILITY COVERAGE Each party to this agreement(Kent Campus and the organization renting the Kent Campus facility)will be responsible for the negligent acts of omissions of its own employees,officers,or agents in the performance of this agreement. Neither party will be considered to be the agent of the other and neither party assumes any responsibility to the other party for the consequences of any act or omission of any person,firm,or corporation not a party to this agreement. INDEMNIFICATION The renter shall hold harmless,defend,and indemnify Green River,its officers,employees,and agents from and against all claims,losses,causes of action,judgments,damages,and expenses,including but not limited to attorney's fees because of bodily injury,sickness,disease or death,or injury to or destruction of tangible property,or any other injury or damage resulting from or arising out of(a)performance or breach of this contract by renter,(b)renter's use of the Green River campus,or(c)any act,error,or omission on the part of the renter,or its agents,employees,guests,or subcontractors except where such claims,losses,causes of action,judgments,damages,and expenses result solely from the negligent acts or omissions or willful conduct of Green River,its officers,employees,or agents. Covid-19 Rental Addendum Green River College,in accordance with the Governor's mandate,requires all non-vaccinated guests to follow all social distancing regulations and to wear face coverings(with some exceptions as defined by the state)in public spaces.This includes both indoor and outdoor public spaces.The renter will be responsible for enforcing"Compliance Obligations"with its vendors,contractors,guests,etc.(see Compliance with Law and Rules of the Premises).A list of requirements will be provided to client,signature of acceptance will be required before rental contract will be valid. Green River College reserves the right to cancel events when directed by College Leadership as guided by Governor mandates and CDC recommendations. Green River College reserves the right to assign venue space in accordance to social distancing based on client's attendance guarantee. If larger space is required additional rental costs may apply. Green River College remains committed to the safety and health of our campus community and guests.All employees have taken mandatory training to follow safety and health guidelines in accordance to the WA State Department of Health and CDC.The college's cleaning procedure can be found on https://www.greenriver.edu/media/content-assets/documents/campus/GRC-Covid-Cleaning-Revision-3.pdf Due to safety regulations and staffing limitations,the College will not be able to accommodate room setup changes on the day of the event.The College will work with Renter to determine the setup for the rental space 7 days prior to the event date.Renters may still move furniture on the day of their event. Green River College is not responsible for exposure to covid-19. CONCLUSION If this facility rental contract is accurate and complete,please sign and return it to Kent Staff by email(KentFrontDesk@greenriver.edu). If this facility rental contract is inaccurate or incomplete in any way,please contact Kent Staff regarding changes. Contact Information: Burl Battersby,Director (253)520-6297 burl.battersby@greenriver.edu Signature Date Please print or type n �1 Name and Title The person signing this agreement represents that they are authorized to do so. Green River College does not discriminate on the basis of race,creed,color,national origin,sex,sexual orientation,age, marital status, religion,disability,genetic information or on any other unlawful basis.The college is committed to preventing and stopping discrimination, including harassment of any kind and any associated retaliatory behavior. The following person has been designated to handle inquiries regarding the non-discrimination policies:Vice President of Human Resources, 12401 SE 320th Street,Auburn,WA 98092-3622, (253)288-3320. To receive this information in an alternate format, please contact Disability Support Services at(253)833-9111,ext. 2631;TTY(253)288-3359.