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HomeMy WebLinkAboutCAG2024-430 - Original - Wide World for Refugee - Welcoming Week Festival - 6/25/24 rUK 1.11 T Vr KLI41 Vrrll.lAL u>t UAILT Sup/Mgr: Agreement Routing Form Dir Asst: 10 For Approvals,Signatures and Records Management Dir/Dep: KENT This form combines&replaces the Request for Mayor's Signature and Contract Cover (optional) W A S H I N G T O N Sheet forms. Originator: Department: Uriel Varela Mayor's Office Date Sent: Date Required: > 05/22/2024 O CL Authorized to Sign: Date of Council Approval: QDirector or Designee N/A Budqet Account Number: Grant?[]Yes ZNo 10001310.63120. 1212 Budget?ZYes❑No Type: N/A Vendor Name: Category: Wide World For Refugee Contract Vendor Number: Sub-Category: = V#2555143 Original O Project Name: Welcoming Week Festival E %° Project Details:Wide World for Refugee will be putting together a welcoming week = event (September) for the next three years. _ a, E Agreement Amount: $95 000.00 Basis for Selection of Contractor: Direct Negotiation *Memo to Mayor must be attached IV i Start Date:,5/1/24 Termination Date: 12/31/26 Local Business 0YesF—]No* Ifineetsrequirernents per KCC3.70.100,plea se complete"VendorPurchose-Local Exceptions"form on ityspace. Business License Verification:❑Yes❑In-Process❑Exempt(KCC 5.01.045) Notice required prior to disclosure? Contract Numher 0YesF_]No CAG2024-430 Comments: _ 3 O M9C�LL�D IV JUN 2 5 2024 Routed to Law for review after signed by mayor. KENT LAW DEPT. a� Vf Date Routed to the City Clerk's Office: 9/10/24 Visit Documents.KentWA.gov to obtain copies of all agreements rev.20210513 4^4� Uriel Varela KE 0 220 4th Avenue South WASHINGTON Kent, WA 98032 Fax: 253-856-6064 PHONE: 253-856-6064 Memo To: Dana Ralph, Mayor From: Uriel Varela, Manager Date: May 15, 2024 Re: Request for Waiver of Bidding Requirements Pursuant to KCC 3.7.110 for direct contract with Wide World for Refugee The City's Race and Equity team requests an exception to the competitive bidding requirements under KCC 3.7.110 (A)(3) to go into direct contract with Wide World for Refugee. The contract total will be $95,000.00. Wide World for Refugee (WWFR) will use the funds to plan and execute a Welcoming Week event (Refugee Festival) for the years 2024, 2025, 2026. Wide World for Refuge's mission is to create a safe and connected global community for refugees and immigrants where the individual artistic talent is recognized as a tool for social, economic, and cultural development. Given the unique nature of organizing a culturally appropriate refugee festival, with performers and artists speaking a variety of global languages, it is imperative that we go into direct contract with an organization that understands that cultural nuances specific to our refugee and immigrant communities in Kent. KCC 3.70.110(A) allows the Mayor to waive the bidding requirements for the purchase of goods, materials, equipment, or services that are not part of a public work upon a finding that the bidding requirements would otherwise not be practicable or in the City's best interests under the circumstances. WWFR is uniquely positioned to create a successful festival for our community. For the reasons stated, I do not believe it is practicable to put the contract up for bidding, and that it is in the City's best interest to directly negotiate a professional service agreement with Wide World for Refugee and request that you authorize the waiver of the competitive bidding requirements by signing below. If you authorize staff to directly negotiate with Wide World for Refugee, the resulting contract will be brought before you for signature. Thank you for your consideration. APPROVED: Mayor Dana Ralph Date • KEN T WAs�, �,ov PROFESSIONAL SERVICES AGREEMENT between the City of Kent and Wide World for Refugee THIS AGREEMENT is made between the City of Kent, a Washington municipal corporation (hereinafter the "City"), and Wide World for Refugee organized under the laws of the State of Washington state, located and doing business at 13707 8t" Ave E, Tacoma WA, 98445 (hereinafter the "Contractor"). I. DESCRIPTION OF WORK. The Contractor shall perform the following services for the City: See scope of work, exhibit A The Contractor further represents that the services furnished under this Agreement will be performed in accordance with generally accepted professional practices within the Puget Sound region in effect at the time those services are performed. II. TIME OF COMPLETION. The parties agree that work will begin on the tasks described in Section I above immediately upon the effective date of this Agreement, and the Contractor shall complete the work by 12/31/2026. III. COMPENSATION. The City shall pay the Contractor a total amount not to exceed $95,000.00 for the services described in this Agreement. The Contractor shall invoice the City monthly based on time and materials incurred during the preceding month. The hourly rates charged for the Contractor's services shall be as delineated in the attached and incorporated Exhibit A. All hourly rates charged shall remain locked at the negotiated rates throughout the term of this Agreement. Card Payment Program. The Contractor may elect to participate in automated credit card payments provided for by the City and its financial institution. This Program is provided as an alternative to payment by check and is available for the convenience of the Contractor. If the Contractor voluntarily participates in this Program, the Contractor will be solely responsible for any fees imposed by financial institutions or credit card companies. The Contractor shall not charge those fees back to the City. IV. INDEPENDENT CONTRACTOR. The parties intend that an Independent Contractor- Employer Relationship will be created by this Agreement. By their execution of this Agreement, and in accordance with Ch. 51.08 RCW, the parties make the following representations: A. The Contractor has the ability to control and direct the performance and details of its work, the City being interested only in the results obtained under this Agreement. B. The Contractor maintains and pays for its own place of business from which the Contractor's services under this Agreement will be performed. C. The Contractor has an established and independent business that is eligible for a business deduction for federal income tax purposes that existed before the City retained the Contractor's services, or the Contractor is engaged in an independently established trade, occupation, profession, or business of the same nature as that involved under this Agreement. PROFESSIONAL SERVICES AGREEMENT - 1 (Over$20,000) D. The Contractor is responsible for filing as they become due all necessary tax documents with appropriate federal and state agencies, including the Internal Revenue Service and the state Department of Revenue. E. The Contractor has registered its business and established an account with the state Department of Revenue and other state agencies as may be required by the Contractor's business, and has obtained a Unified Business Identifier (UBI) number from the State of Washington. F. The Contractor maintains a set of books dedicated to the expenses and earnings of its business. V. TERMINATION. Either party may terminate this Agreement, with or without cause, upon providing the other party seven (7) calendar days written notice at its address set forth on the signature block of this Agreement. VI. FORCE MA]EURE. Neither party shall be liable to the other for breach due to delay or failure in performance resulting from acts of God, acts of war or of the public enemy, riots, pandemic, fire, flood, or other natural disaster or acts of government ("force majeure event"). Performance that is prevented or delayed due to a force majeure event shall not result in liability to the delayed party. Both parties represent to the other that at the time of signing this Agreement, they are able to perform as required and their performance will not be prevented, hindered, or delayed by the current COVID-19 pandemic, any existing state or national declarations of emergency, or any current social distancing restrictions or personal protective equipment requirements that may be required under federal, state, or local law in response to the current pandemic. If any future performance is prevented or delayed by a force majeure event, the party whose performance is prevented or delayed shall promptly notify the other party of the existence and nature of the force majeure event causing the prevention or delay in performance. Any excuse from liability shall be effective only to the extent and duration of the force majeure event causing the prevention or delay in performance and, provided, that the party prevented or delayed has not caused such event to occur and continues to use diligent, good faith efforts to avoid the effects of such event and to perform the obligation. Notwithstanding other provisions of this section, the Contractor shall not be entitled to, and the City shall not be liable for, the payment of any part of the contract price during a force majeure event, or any costs, losses, expenses, damages, or delay costs incurred by the Contractor due to a force majeure event. Performance that is more costly due to a force majeure event is not included within the scope of this Force Majeure provision. If a force majeure event occurs, the City may direct the Contractor to restart any work or performance that may have ceased, to change the work, or to take other action to secure the work or the project site during the force majeure event. The cost to restart, change, or secure the work or project site arising from a direction by the City under this clause will be dealt with as a change order, except to the extent that the loss or damage has been caused or exacerbated by the failure of the Contractor to fulfill its obligations under this Agreement. Except as expressly contemplated by this section, dll ul.her costs will be borne by the Contractor. VII. DISCRIMINATION. In the hiring of employees for the performance of work under this Agreement or any subcontract, the Contractor, its subcontractors, or any person acting on behalf of the Contractor or subcontractor shall not, by reason of race, religion, color, sex, age, sexual orientation, national origin, or the presence of any sensory, mental, or physical disability, discriminate against any person who is qualified and available to perform the work to which the employment relates. The Contractor shall execute the attached City of Kent Non-Discrimination Policy Declaration and comply with City Administrative Policy 1.2. PROFESSIONAL SERVICES AGREEMENT - 2 (Over$20,000) VIII. INDEMNIFICATION. The Contractor shall defend, indemnify and hold the City, its officers, officials, employees, agents and volunteers harmless from any and all claims, injuries, damages, losses or suits, including all legal costs and attorney fees, arising out of or in connection with the Contractor's performance of this Agreement, except for that portion of the injuries and damages caused by the City's negligence. The City's inspection or acceptance of any of the Contractor's work when completed shall not be grounds to avoid any of these covenants of indemnification. The provisions of this section shall survive the expiration or termination of this Agreement. In the event the Contractor refuses tender of defense in any suit or any claim, if that tender was made pursuant to this indemnification clause, and if that refusal is subsequently determined by a court having jurisdiction (or other agreed tribunal) to have been a wrongful refusal on the Contractor's part, then the Contractor shall pay all the City's costs for defense, including all reasonable expert witness fees and reasonable attorneys' fees, plus the City's legal costs and fees incurred because there was a wrongful refusal on the Contractor's part. IX. INSURANCE. The Contractor shall procure and maintain for the duration of the Agreement, insurance of the types and in the amounts described in Exhibit C attached and incorporated by this reference. X. CONTRACTOR'S WORK AND RISK. The Contractor agrees to comply with all federal, state, and municipal laws, rules, and regulations that are now effective or in the future become applicable to the Contractor's business, equipment, and personnel engaged in operations covered by this Agreement or accruing out of the performance of those services. All work shall be done at the Contractor's own risk, and the Contractor shall be responsible for any loss of or damage to materials, tools, or other articles used or held for use in connection with the work. XI. MISCELLANEOUS PROVISIONS. A. Recyclable Materials. Pursuant to Chapter 3.80 of the Kent City Code, the City requires its contractors and consultants to use recycled and recyclable products whenever practicable. A price preference may be available for any designated recycled product. B. Non-Waiver of Breach. The failure of the City to insist upon strict performance of any of the covenants and agreements contained in this Agreement, or to exercise any option conferred by this Agreement in one or more instances shall not be construed to be a waiver or relinquishment of those covenants, agreements or options, and the same shall be and remain in full force and effect. C. Resolution of Disputes and Governing Law. This Agreement shall be governed by and construed in accordance with the laws of the State of Washington. If the parties are unable to settle any dispute, difference or claim arising from the parties' performance of this Agreement, the exclusive means of resolving that dispute, difference or claim, shall only be by filing suit exclusively under the venue, rules and jurisdiction of the King County Superior Court, King County, Washington, unless the parties agree in writing to an alternative dispute resolution process. In any claim or lawsuit for damages arising from the parties' performance of this Agreement, each party shall pay all its legal costs and attorney's fees incurred in defending or bringing such claim or lawsuit, including all appeals, in addition to any other recovery or award provided by law; provided, however, nothing in this paragraph shall be construed to limit the City's right to indemnification under Section VIII of this Agreement. D. Written Notice. All communications regarding this Agreement shall be sent to the parties at the addresses listed on the signature page of the Agreement, unless notified to the contrary. Any written notice hereunder shall become effective three (3) business days after the date of mailing by registered or certified mail, and shall be deemed sufficiently given if sent to the addressee at the address stated in this Agreement or such other address as may be hereafter specified in writing. E. Assignment. Any assignment of this Agreement by either party without the written consent of the non-assigning party shall be void. PROFESSIONAL SERVICES AGREEMENT - 3 (Over$20,000) F. Modification. No waiver, alteration, or modification of any of the provisions of this Agreement shall be binding unless in writing and signed by a duly authorized representative of the City and the Contractor. G. Entire Agreement. The written provisions and terms of this Agreement, together with any Exhibits attached hereto, shall supersede all prior verbal statements of any officer or other representative of the City, and such statements shall not be effective or be construed as entering into or forming a part of or altering in any manner this Agreement. Should any language in any of the exhibits to this Agreement conflict with any language contained in this Agreement, the terms of this Agreement shall prevail. H. Public Records Act. The Contractor acknowledges that the City is a public agency subject to the Public Records Act codified in Chapter 42.56 of the Revised Code of Washington and documents, notes, emails, and other records prepared or gathered by the Contractor in its performance of this Agreement may be subject to public review and disclosure, even if those records are not produced to or possessed by the City of Kent. As such, the Contractor agrees to cooperate fully with the City in satisfying the City's duties and obligations under the Public Records Act. I. City Business License Required. Prior to commencing the tasks described in Section I, the Contractor agrees to provide proof of a current city of Kent business license pursuant to Chapter 5.01 of the Kent City Code. PROFESSIONAL SERVICES AGREEMENT - 4 (Over$20,000) J. Counterparts and Signatures by Fax or Email. This Agreement may be executed in any number of counterparts, each of which shall constitute an original, and all of which will together constitute this one Agreement. Further, upon executing this Agreement, either party may deliver the signature page to the other by fax or email and that signature shall have the same force and effect as if the Agreement bearing the original signature was received in person. IN WITNESS, the parties below execute this Agreement, which shall become effective on the last date entered below. All acts consistent with the authority of this Agreement and prior to its effective date are ratified and affirmed, and the terms of the Agreement shall be deemed to have applied. CONTRACTOR: CITY OF KENT: By: ay: Print Name: Tshishiku Henry Print Name: Dana Ralph Its: Founder and CEO Its Mayor DATE: 05/22/2024 DATE: � NOTICES TO BE SENT TO: NOTICES TO BE SENT TO: CONTRACTOR: CITY OF KENT: Tshiskiku Henry Uriel Varela Wide World For Refugee City of Kent 13707 8th Ave E, 220 Fourth Avenue South Tacoma WA, 98445 Kent, WA 98032 (253) 856-6064 (telephone) 253-486-7623 (telephone) uvarela@kentwa.gov (email) wideworldforrefugee@gmail.com (email) APP :OVED AS TO FORM: Kent Lad Department ATTEST: Ld;�'— 6mkE Kent City Clerk PROFESSIONAL SERVICES AGREEMENT - 5 (Over$20,000) DECLARATION CITY OF KENT NON-DISCRIMINATION POLICY The City of Kent (City) is committed to conform to Federal and State laws regarding equal opportunity. As such all contractors, subcontractors, consultants, vendors, and suppliers who perform work with relation to this Agreement shall comply with the regulations of the City's equal employment opportunity policies. The City of Kent and its contractors are subject to and will comply with the following: • Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d et seq., 78 stat. 252), (prohibits discrimination on the basis of race, color, national origin); • 49 C.F.R. Part 21 (entitled Non-discrimination In Federally-Assisted Programs Of The Department Of Transportation-Effectuation Of Title VI Of The Civil Rights Act Of 1964); • 28 C.F.R. section 50.3 (U.S. Department of Justice Guidelines for Enforcement of Title VI of the Civil Rights Act of 1964). • Ch. 49.60 RCW (Washington Law Against Discrimination) The preceding statutory and regulatory cites hereinafter are referred to as "the Acts and Regulations". The following statements specifically identify the requirements the City deems necessary for any contractor, subcontractor, or supplier on this specific Agreement to adhere to. An affirmation of all of the following is required for this Agreement to be valid and binding. If any contractor, subcontractor, or supplier willfully misrepresents themselves with regard to the directives outlined below, it will be considered a breach of contract and it will be at the City's sole determination regarding suspension or termination for all or part of the Agreement. The statements are as follows: 1. I have read the attached City of Kent administrative policy number 1.2. 2. During the time of this Agreement I will not discriminate in employment on the basis of sex, race, color, national origin, age, or the presence of all sensory, mental or physical disability. 3. During the time of this Agreement I, the prime contractor, will provide a written statement to all new employees and subcontractors indicating commitment as an equal opportunity employer. 4. During the time of the Agreement I, the prime contractor, will actively consider hiring and promotion of women and minorities. 5. During the performance of this contract, the contractor, for itself, its assignees, and successors in interest (hereinafter referred to as the "contractor") agrees as follows: EEO COMPLIANCE DOCUMENTS - 1 A. Compliance with Regulations: The contractor, subcontractor, consultant, vendor, and supplier (hereinafter "Contractor") will comply with all Acts and the Regulations relative to non-discrimination, including those applicable to Federally- assisted programs of the U.S. Department of Transportation, State-assisted programs through the Washington State Department of Transportation, and generally under Washington's Law Against Discrimination, Ch. 49.60 RCW, as they may be amended from time to time, which are herein incorporated by reference and made a part of this contract. B. Non-discrimination: The contractor, with regard to the work performed by it during the contract, will not discriminate on the grounds of race, color, or national origin in the selection and retention of subcontractors, including procurements of materials and leases of equipment. The contractor will not participate directly or indirectly in the discrimination prohibited by the Acts and the Regulations, including employment practices when the contract covers any activity, project, or program set forth in Appendix B of 49 CFR Part 21. C. Solicitations for Subcontracts, Including Procurements of Materials and Equipment: In all solicitations, either by competitive bidding, or negotiation made by the contractor for work to be performed under a subcontract, including procurements of materials, or leases of equipment, each potential subcontractor or supplier will be notified by the contractor of the contractor's obligations under this contract and the Acts and the Regulations relative to non-discrimination on the grounds of race, color, or national origin. D. Information and Reports: The contractor will provide all information and reports required by the Acts and Regulations and directives issued pursuant thereto and will permit access to its books, records, accounts, other sources of information, and its facilities as may be determined applicable to contractor's contract by the City or the Washington State Department of Transportation to be pertinent to ascertain compliance with such Acts and Regulations and instructions. Where any information required of a contractor is in the exclusive possession of another who fails or refuses to furnish the information, the contractor will so certify to the City or the Washington State Department of Transportation, as appropriate, and will set forth what efforts it has made to obtain the information. E. Sanctions for Noncompliance: In the event of a contractor's noncompliance with the non-discrimination provisions of this contract, the City will impose such contract sanctions as it or the Washington State Department of Transportation may determine to be appropriate, including, but not limited to: a. withholding payments to the contractor under the contract until the contractor complies; and/or b. cancelling, terminating, or suspending a contract, in whole or in part. F. Incorporation of Provisions: The contractor will include the provisions of paragraphs (A) through (F) above in every subcontract, including procurements of materials and leases of equipment, unless exempt by the Acts and Regulations and directives issued pursuant thereto. The contractor will take action with respect to any subcontract or procurement as the City or the Washington State Department of Transportation may direct as a means of enforcing such provisions including sanctions for noncompliance. Provided, that if the contractor becomes involved in, EEO COMPLIANCE DOCUMENTS - 2 or is threatened with litigation by a subcontractor, or supplier because of such direction, the contractor may request the City to enter into any litigation to protect the interests of the City. In addition, the contractor may request the United States to enter into the litigation to protect the interests of the United States. 6. During the performance of this contract, the contractor, for itself, its assignees, and successors in interest agrees to comply with the following non-discrimination statutes and authorities; including but not limited to: Pertinent Non-Discrimination Authorities: i. Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d et seq., 78 stat. 252), (prohibits discrimination on the basis of race, color, national origin); and 49 CFR Part 21. ii. The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 U.S.C. § 4601), (prohibits unfair treatment of persons displaced or whose property has been acquired because of Federal or Federal-aid programs and projects); iii. Federal-Aid Highway Act of 1973, (23 U.S.C. § 324 et seq.), (prohibits discrimination on the basis of sex); iv. Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. § 794 et seq.), as amended, (prohibits discrimination on the basis of disability); and 49 CFR Part 27; V. The Age Discrimination Act of 1975, as amended, (42 U.S.C. § 6101 et seq.), (prohibits discrimination on the basis of age); vi. Airport and Airway Improvement Act of 1982, (49 USC § 471, Section 47123), as amended, (prohibits discrimination based on race, creed, color, national origin, or sex); vii. The Civil Rights Restoration Act of 1987, (PL 100-209), (Broadened the scope, coverage and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms "programs or activities" to include all of the programs or activities of the Federal-aid recipients, sub-recipients and contractors, whether such programs or activities are Federally funded or not); viii. Titles II and III of the Americans with Disabilities Act, which prohibit discrimination on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing entities (42 U.S.C. §§ 12131-12189) as implemented by Department of Transportation regulations at 49 C.F.R. parts 37 and 38; ix. The Federal Aviation Administration's Non-discrimination statute (49 U.S.C. § 47123) (prohibits discrimination on the basis of race, color, national origin, and sex); X. Executive Order 12898, Federal Actions to Address Environmental Justice in Minority Populations and Low-Income Populations, which ensures Non- discrimination against minority populations by discouraging programs, policies, and activities with disproportionately high and adverse human health or environmental effects on minority and low-income populations; EEO COMPLIANCE DOCUMENTS - 3 CITY OF KENT ADMINISTRATIVE POLICY NUMBER: 1.2 EFFECTIVE DATE: October 20, 2022 SUBJECT: INCLUSIVE CONTRACTING SUPERSEDES: January 1, 1998 APPROVED BY Dana Ralph, Mayor POLICY: Equal employment opportunity and non-discrimination in contracting requirements for the City of Kent will conform to federal and state laws. All contractors, subcontractors, consultants, and suppliers of the City must guarantee equal employment opportunity within their organization and, if holding Agreements with the City amounting to $10,000 or more within any given year, must take the following affirmative steps: 1. Provide a written statement to all new employees and subcontractors indicating commitment as an equal opportunity employer. 2. Actively consider for promotion and advancement available minorities and women. Further, all contractors, subcontractors, consultants, suppliers, grantees, or subgrantees of the City, regardless of the value of the Agreement, are required to sign the City's Non-Discrimination Policy Declaration, prior to commencing performance. Any contractor, subcontractor, consultant or supplier who willfully disregards the City's nondiscrimination and equal opportunity requirements shall be considered in breach of contract and subject to suspension or termination for all or part of the Agreement. Contract Compliance Officers will be appointed by the Directors of Planning, Parks, and Public Works Departments to coordinate with the City's Title VI coordinator, and perform the following duties for their respective departments. 1. Ensuring that contractors, subcontractors, consultants, and suppliers subject to these regulations are familiar with the regulations and the City's equal employment opportunity policy. 2. Monitoring to assure adherence to federal, state and local laws, policies and guidelines. EEO COMPLIANCE DOCUMENTS - 5 xi. Executive Order 13166, Improving Access to Services for Persons with Limited English Proficiency, and resulting agency guidance, national origin discrimination includes discrimination because of Limited English proficiency (LEP). To ensure compliance with Title VI, you must take reasonable steps to ensure that LEP persons have meaningful access to your programs (70 Fed. Reg. at 74087 to 74100); xii. Title IX of the Education Amendments of 1972, as amended, which prohibits you from discriminating because of sex in education programs or activities (20 U.S.C. 1681 et seq). xiii. Washington Law Against Discrimination (Ch. 49.60 RCW) 7. The submission of the final invoice for this contract will constitute a reaffirmation that the preceding statements were complied with during the course of the contract's performance. By signing below, I agree to fulfill the five requirements referenced above. By:_ Tshishiku Henry For: WIDE WORLD FOR REFUGEE Title: Founder and CEO Date: 07/03/2024 EEO COMPLIANCE DOCUMENTS - 4 Exhibit A: Welcoming Week Festival's Scope of Work: Contract Name Wide World for Refugee—Welcome Week Festival City of Kent Uriel Varela 1r—uvarela@kentwa.gov y Primarr Contact Maria Tizoc—mtizoc@kentwa.gov Vendor Name Wide World for Refugee Vendor Primary Tshushiku Henry-wideworldforrefugee@gmail.com Contact(s) Start Date - End March 2024—Sept Does the vendor No Date 2026 hold other contracts with our entity? Option to Extend ❑ Yes Number and Type The contract will support the welcoming of Renewals festival for the next 3 years (2024-2026) x❑ No Total Contract $95,000.00 Annual Budget $31,733.34 Value Payment ❑ Daily rate ❑x Monthly invoice ❑ Other cost reimbursement ❑ Other Structure The vendor will receive 25%of the total value of the contract upfront to cover administrative costs, rental costs, staff rates. Vendor will provide the City with a monthly invoice for services rendered for the remainder of the total contract value. Future invoices will be credited against this 25% until this full amount has been invoiced. City will then pay vendor upon receipt of each invoice up to the maximum amount allowed under this contract. Rates&Cost Estimate 2024 2025 2026 total Staff rates and taxes 19580 23297.61 23297.61 66175.22 Taxes and payroll 666.67 666.67 666.67 2000.01 Venue/insurance/security 1000 1000 1000 3000 Stage and sound system/Instruments 1000 1000 1000 3000 Travel &Training/workshop 666.67 666.67 666.67 2000.01 Workshop snack and refreshment 800 500 500 1800 Office supplies/Artist Honorarium 7020 3602.39 3602.39 14224.78 30733.34 30733.34 30733.34 92200.02 A. Role of Vendor The Vendor must provide deliverables, services, staff, and otherwise do all things necessary for or incidental to the performance of work, as set forth below: Key Contract Deliverables Deliverable Responsible Party Due Date Status Welcoming Week Festival (Up to one event a Vendor Sept 21 TBD year/Total of 3 events for the duration of the contract) Community Leadership Workshop (Up to one Vendor TBD TBD event a year/Total of 3 events for the duration of the contract) Welcoming Week City Cleanup Event (Up to one Vendor TBD TBD event a year/Total of 3 events for the duration of the contract) Artist Workshop (Up to one event a year/Total of Vendor TBD TBD 3 events for the duration of the contract) Welcoming Conversation -Video (1 total) Vendor&City TBD TBD B. Project Schedule The City of Kent's Race and Equity Team will work with the vendor to outline the 2025 and 2026 schedules. Schedule 2024 Responsible Task/Activity Name Party Duration Start Finish 1. Welcoming Week Festival Vendor 1 day Sept 21 Sept 21 2. Welcoming Week City Vendor/ 1 day 9/20/24 9/20/24 Cleanup event Volunteers 3. Community Leadership workshop Vendor 1 day Mid-August TBD 4. Immigrant Artists Workshop Vendor 1 day July TBD The vendor will be expected to attend and participate in the following meetings. Scheduled M Meeting Date/Frequenc Y Facilitator and Topics Contract Initiation/Kickoff Once Contract management, deliverables, timelines, invoicing, City marketing guidelines Monthly update Monthly Monthly meetings to provide the city of Kent updates on the festival deliverables Pre-Festival meeting Month prior to p The City of Kent would like to meet with Ide festival date World for Refugee for final update. Closing End of Contract City of Kent will ask for a closing meeting discuss lessons learned and impact of investment. Reporting Contract Performance Fre uency How Shared Document Name and Content q Monthly Verbal Update, phone call or Monthly Status Report virtual meeting(Zoom or Teams) • Festival planning updates • Workshop planning updates • Workshop attendance Annual Summary Report Annually Via email • One page report Yearly engagement numbers for all workshops: How many people attended your events? • Number of events held • One to two paragraph summary of yearly events, community response. Monthly Staff time sheets: Monthly Via email, excel spreadsheet Hours worked by paid staff Community Leadership meeting notes After event Via email • We would like to know if there are any insights into how the city of Kent can improve communication and engagement with the communities represented by leadership. Once/end of Via email Final Narrative Report: contract • Total engagement numbers for all workshops and festivals • Number of events held • One page summary o Community response to events o Lessons learned Exhibit _B_ Insurance Requirements Insurance Consultant shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Consultant, their agents, representatives, employees, or subcontractors. A. Minimum Scope of Insurance Consultant shall obtain insurance of the types described below: Commercial General Liability insurance shall be written on Insurance Services Office (ISO) occurrence form CG 00 01 and shall cover liability arising from premises, operations, independent contractors, products-completed operations, personal injury and advertising injury, and liability assumed under an insured contract. The Commercial General Liability insurance shall be endorsed to provide the Aggregate Per Project Endorsement ISO form CG 25 03 11 85. The City shall be named as an insured under the Consultant's Commercial General Liability insurance policy with respect to the work performed for the City using ISO additional insured endorsement CG 20 10 11 85 or a substitute endorsement providing equivalent coverage. The Consultant may use Umbrella or Excess Policies to provide the liability limits as required in this Agreement. This form of insurance will be acceptable if all the Primary and Umbrella or Excess Policies shall provide all the insurance coverages herein required. The Umbrella or Excess policies shall be provided on a true "following form" or broader coverage basis, with coverage at least as broad as provided on the underlying Commercial General Liability insurance. Workers' Compen_ coverage for the employees of Consultant and subcontractors as required by the Industrial Insurance laws of the State of Washington. B. Minimum Amounts of Insurance Consultant shall maintain the following insurance limits: Commercial General Liability insurance shall be written with limits no less than $1,000,000 per occurrence, $20,000 gener rage for the gregate. insured Primary Non-Contributory Additional City of Kent, et. al. If the Consultant maintains broader coverageand/or higher tl d Its to then the minimums shown above, the City requires a nd shall bebroader coverage and/or the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified The labove po cnimum iy ts of insurance and coverage shall be available to the City limits may be obtained with excess liability (umbrella) insurance. C. Other Insurance Provisions The insurance policies are to contain, endorsedor be � contain, the iability following provisions for Commercial General insurance: 1. The Consultant's insurance coverage shall be primary insurance with respect to the City. Any insurance, self-insurance, or insurance pool coverage maintained an e by the City policies and shall not e in excess of the Consultant's contribute to the Consultant's insurance policies. 2. Consultant's insurer must deliver, at east forty-five (45) days cancellation to the named insured before the effective date of the cancellation. The Consultant's insurance policy shall include an endorsement that provides the City with written notice of cancellation hecan cancellation.forty-five If Consultays ant's before the effective date o of the notice of insurer fails to provide the City with a copy cancellation endorsement, the Consultant must notify the City of any cancellation, nonrenewal or termination within two (2) business days of their receipt of such notice. 3. The City of KeriL shall be named as an additional insured on all policies (except Professional Liabthe lity) with Consultantapect to work d a copy of the performed by or on behalf ofe endorsement naming the City as an additional insured shall be attached to the Certificate of Insurance. The City reserves the right to receive a certified copy of all required insurance policies. The Consultant's Commercial General Liability insurance shall also contain a clause stating that coverage shall apply separately to each insured against whom claims are made or suit is brought, except with respect to the limits of the insurer's liability. D. Acceptability of Insurers Insurance is to be placed with insurers with a current A.M. Best rating of not less than A:VII. E. Verification of Coverage Consultant shall furnish the City with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Consultant before commencement of the work. The City waives no rights, and the Consultant is not excused from performance if Consultant fails to provide the City with a copy of the endorsements naming the City as a Primary Non-Contributory Additional Insured. F. Subcontractors Consultant shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all the same insurance requirements as stated herein for the Consultant. Exhibit _B_ Insurance Requirements Insurance Consultant shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Consultant, their agents, representatives, employees, or subcontractors. A. Minimum Scope of Insurance Consultant shall obtain insurance of the types described below: Commercial General Liability insurance shall be written on Insurance Services Office (ISO) occurrence form CG 00 01 and shall cover liability arising from premises, operations, independent contractors, products-completed operations personal and liability assumed under an insu d cont a contract. Comtmerccialjury, General Liability insurance shall be endorsed to provide the Aggregate Per Project Endorsement ISO form CG 25 03 11 85. The City shall be named as an insured under the Consultant's Commercial General Liability insurance policy with respect to the work performed for the City using ISO additional insured endorsement CG 20 10 11 85 or a substitute endorsement providing equivalent coverage. The Consultant may use Umbrella or Excess Policies to provide the liability limits as required in this Agreement. This form of insurance will be acceptable if all the Primary and Umbrella or Excess Policies shall provide all the insurance coverages herein required. The Umbrella or` Excess policies shall be provided on a true following form" or broader coverage basis, with coverage at least as broad as provided on the underlying Commercial General Liability insurance. Workers' Compensation coverage for the employees of Consultant and subcontractors as required by the Industrial Insurance laws of the State of Washington. B. Minimum Amounts of Insurance Consultant shall maintain the following insurance limits: Commercial General Liability insurance shall be written with limits te. less than $1,000,000 per occurrence,nsu?ed Ocove0 generl rage for the g g Primary Non-Contributory Additions City of Kent, et. al. If the Consultant maintains broader coverage and/or higher tl d limIto thets n the minimums shown above the hihe t eQ limits maintained by the Consultant. uires and shall be ent broader coverage and/or 9he Any available insurance proceeds in excess of the he Cit ifi The labove po cly ts of insurance and coverage shall be available to Y limits may be obtained with excess liability (umbrella) insurance. C. Other Insurance Provisions The insurance policies are to contain, or be l end Lia rs d od contain bile Liability following provisions for Commercial Gene insurance: 1. The Consultant's insurance coverage shall be primary insurance with respect to the City. Any insurance, self-insurance, or insurance pool coverage maintained bpolicies and hallsha be i excess of the Consultants insurance contribute to the Consultant's insurance policies. 2. Consultant's insurer must deliver, mail written notice of cancellation to the named Insured at east forty-five (45) days before the effective date of the cancelrselon. The that providestthe insurance policy shall include an endorsement City with written notice of cancellation forty-five fllf Consuldays tant's before the effective date of theof the notice of insurer fails to provide the City with a copy cancellation endorsement, the Consultant must notify the City of any cancellation, nonrenewal or termination within two (2) business days of their receipt of such notice. 3. The City of Kent shall be named as an additional insured on all policies (except Professional Liability) respect work the performed by or on behalf of the Consultant and a copy endorsement naming the City as an additional ditT�ne IC ty rese resshale be rves attached to the Certificate of Insurance.fall required insurance policies. right to receive a certified copy The Consultant's Commercial General Liability insurance shall also contain a clause statihgrrhcla ms aae made shall orapply suit is separately to each insured against wo brought, except with respect to the limits of the insurer's liability. D. Acceptability of Insurers Insurance is to be placed with insurers with a current A.M. Best rating of not less than A:VII. E. Verification of Coverage Consultant shall furnish the City with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Consultant before commencement of the work. The City waives no rights, and the Consultant is not excused from performance if Consultant fails to provide the City with a copy of the endorsements naming the City as a Primary Non-Contributory Additional Insured. F. Subcontractors Consultant shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all the same insurance requirements as stated herein for the Consultant. ACOR" `� CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DD/YYYY) I 2 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Blue Lion Insurance,LLC NAME: Damian Greene PHONE 10224 Airport Way Suite C A/C,No,Ext: (800)66 5-5154 (A/C,No): ADDRESS: Damian@bluclioninsurance.com Snohomish INSURER(S)AFFORDING COVERAGE NAIC p INSURED WA 98296 INSURER A: MOUNT VERNON FIRE INS CO 26522 Wide World For Refugee INSURER B: 13707 8TH AVE E INSURER C: INSURER D: TACOMA INSURER E: WA 98445-1458 INSURER F: COVERAGES CERTIFICATE NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSU RE D NAM ED A OE IO NUMBE POLICY PERIOD CERTIFICATE MAYBE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLIC INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS IES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. LTR TYPE OF INSURANCE INSD WVD POLICY NUMBER X COMMERCIAL GENERAL LIABILITY (MM/DD/YYYY) (MM/DD/YYYY) LIMITS CLAIMS-MADE OCCUR EACH OCCURRENCE $ 1,000,000 PREMISES(Ea occurrence) $ 100,000 A 1 NPP2590512 MED EXP(Any one person) $ 5,000 GEN'L AGGREGATE LIMIT APPLIES PER: 04/10/2024 04/10/2025 PERSONAL&ADV INJURY $ 1,000,000 POLICY jE I LOC GENERAL AGGREGATE $ 2,000,000 OTHER: PRODUCTS-COMP/OP AGG $ Included AUTOMOBILE LIABILITY $ ANY AUTO (Ea accident) $ OWNED SCHEDULED BODILY INJURY(Per person) $ AUTOS ONLY AUTOS HIRED NON-OWNED BODILY INJURY(Per accident) $ AUTOS ONLY AUTOS ONLY (Per accident) $ UMBRELLA LIAB $ OCCUR EXCESS LIAB CLAIMS-MADE EACH OCCURRENCE $ DE D RETENTION$ AGGREGATE $ ORKERS COMPENSATION $ ND EMPLOYERS'LIABILITY FFICER/MEMBEER EXCLUDED?PROPRIETOR/PARTNER/EXECUTIVE Y� NIA STATUTE ER (Mandatory in NH) E.L.EACH ACCIDENT $ yes,describe under D E.L.DISEASE- DESCRIPTION OF OPERATIONS below EA EMPLOYEE $ E.L.DISEASE-POLICY LIMIT $ DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached if more space is required) CERTIFICATE HOLDER CANCELLATION FAUTHOPJZED OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City of Kent ION DATE THEREOF,NOTICE WILL BE DELIVERED IN WITH THE POLICY PROVISIONS. 220 Fourth Ave S ESENTATIVE Kent WA 98032 1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered mars of ACORD POLICY NUMBER: NPP2590512 COMMERCIAL GENERAL LIABILITY CG 20 10 07 04 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - OWNERS, LESSEES OR CONTRACTORS - SCHEDULED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name Of Additional Insured Person(s) Or Organ ization s : Locations Of Covered Operations City of Kent Information required to complete this Schedule, if not shown above, will be shown in the Declarations. A. Section II — Who Is An Insured is amended to B. With respect to the insurance afforded to these include as an additional insured the person(s) or additional insureds, the following additional exclu- organization(s) shown in the Schedule, but only sions apply: with respect to liability for "bodily injury", "property This insurance does not apply to "bodily injury" or damage" or "personal and advertising injury" "property damage" occurring after: caused, in whole or in part, by: 1. Your acts or omissions; or 1. All work, including materials, parts or equip- ment furnished in connection with such work, 2. The acts or omissions of those acting on your on the project (other than service, maintenance behalf; or repairs) to be performed by or on behalf of in the performance of your ongoing operations for the additional insured(s) at the location of the the additional insured(s) at the location(s) desig- covered operations has been completed; or nated above. 2. That portion of "your work" out of which the injury or damage arises has been put to its in- tended use by any person or organization other than another contractor or subcontractor en- gaged in performing operations for a principal as a part of the same project. CG 20 10 07 04 © ISO Properties, Inc., 2004 Page 1 of 1 ❑ POLICY NUMBER: NPP2590512 COMMERCIAL GENERAL LIABILITY CG 20 37 10 01 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - OWNERS, LESSEES OR CONTRACTORS - COMPLETED OPERATIONS This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name of Person or Organization: City of Kent Location And Description of Completed Operations: Additional Premium: 0.00 (If no entry appears above, information required to complete this endorsement will be shown in the Declarations as applicable to this endorsement.) Section II — Who Is An Insured is amended to include as an insured the person or organization shown in the Schedule, but only with respect to liability arising out of"your work" at the location designated and described in the schedule of this endorsement performed for that insured and included in the "products-completed operations haz- ard". CG 20 37 10 01 © ISO Properties, Inc., 2000 Page 1 of 1 ❑ Policy Number: NPP2590512 COMMERCIAL GENERAL LIABILITY CG 20 01 04 13 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. PRIMARY AND NONCONTRIBUTORY - OTHER INSURANCE CONDITION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART PRODUCTS/COMPLETED OPERATIONS LIABILITY COVERAGE PART The following is added to the Other Insurance Condition and supersedes any provision to the (2) You have agreed in writing in a contract or contrary: agreement that this insurance would be primary and would not seek contribution Primary And Noncontributory Insurance from any other insurance available to the This insurance is primary to and will not seek additional insured. contribution from any other insurance available to an additional insured under your policy provided that: (1) The additional insured is a Named Insured under such other insurance; and CG 20 01 04 13 © Insurance Services Office, Inc., 2012 Page 1 of 1 COMMERCIAL GENERAL LIABILITY POLICY NUMBER: NPP2590512 CG 24 04 10 93 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. WAIVER OF TRANSFER OF RIGHTS OF RECOVERY AGAINST OTHERS TO US This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name of Person or Organization: City of Kent "Per Written Contract" uired to complete this endorsement will be shown in the Declarations as (If no entry appears above, information req applicable to this endorsement.) The TRANSFER OF RIGHTS OF RECOVERY AGAINST OTHERS t h ditionfollo (Section I — COMMERCIAL GENERAL LIABILITY CONDITIONS) is amended by the addition of We waive any right of recovery we may have against the person or organization shown in the Schedule above payments we make for injury or damage arising out of your ongoing operations or "your work" done because of pay � Y operations hazard". under a contract with that person or organization and included in the "products-completed op This waiver applies only to the person or organization shown in the Schedule above. Page 1 of 1 CG 24 0410 93