Full Text
"Renovating A Tradition, Preserving Our Heritage" A Plan to Manage a Capital Campaign to CONS1RUCf BoB IIAMILTONRECREATION CENTER VERITAS Advisors, LLP 802 West Bannock St. Suite #40 1 Boise, Idaho 83 702 (208) 385-7070 March 200 2 ---PAGE BREAK--- CITY OF MOSCOW BOB HAMILTON RECREATION CENTER CONTRACT FOR SERVICES CONTRACT 2002-0203-B THIS IS A CONTRACT BETWEEN Name of Client: Address: Name and Title of Contact: Telephone: Facsimile: E-Mail AND: Name of Contractor: Address: Name and Title of Contact: Telephone: Facsimile: E-mail: Social Security and Taxpayer ID # City ofMoscow POBox 9203 Moscow, Idaho 83843 Gary Riedner, City Supervisor (208) 883-7006 (208) 883-7018 [EMAIL REDACTED] VERITAS Advisors, LLP 802 West Bannock, Suite #40 1 P.O. Box 2601 Boise, ID 83701 J. Kirk Sullivan, President and CEO (208) 3 85-7070 (208) 385-9056 [EMAIL REDACTED] 820510141 Acting as an independent contractor (herein after referred to as "VERITAS"). The City of Moscow and VERITAS agree as follows: 1. VERITAS DUTIES. VERITAS, who represents VERITAS is qualified and willing to perform the services described below as an independent contractor, shall work with the City of Moscow in a collaborative relationship to achieve the following goals: a. Provide professional capital campaign management, working collaboratively with the City of Moscow. J. Kirk Sullivan, will serve as the campaign coordinator for VERITAS. b. Campaign Assessment VERITAS shall conduct a campaign assessment for the Bob Hamilton Recreation Center. The assessment shall include a survey and appraisal of the probability of obtaining public and private grants and funds to assist in constructing and maintaining the Bob Hamilton Recreation Center. A formal written campaign assessment report will be submitted to the City of Moscow following an oral presentation of the results. It is understood that the Bob Hamilton Recreation Center is a separate project from a project currently being VERITAS- BOB HAMILTON RECREATION CENTER Page 2 of5 ---PAGE BREAK--- conducted by Moscow to renovate Moscow's 1912 Center. As such, the Bob Hamilton Recreational Center has its own timeline requirements with a goal of attracting $2.0 million in public and private grant funds. There will be no effort to raise money through a local campaign which could in any way jeopardize the City ofMoscow's primary goals of raising funds for the 1912 Center project. c. Provide strategic communication services and support. This includes planning and managing the development of a campaign communication strategy and material. d. Seek private and public grant opportunities for the campaign. This includes providing grant-related research, writing, management, and administrative services over the course of the campaign. VERITAS will utilize previous work as a starting point. e. Coordinate and manage activities to raise $2.0 million by September 30, 2003, to construct the Bob Hamilton Recreation Center. f. VERITAS recognizes the urgency associated with initiation of work on this project. VERITAS agrees to accelerate the initial steps of the campaign so that grant solicitations may begin as soon as possible following contract acceptance. g. It is VERITAS responsibility to recommend an organizational structure that will generate funds to meet a goal of $2.0 million for the Bob Hamilton Recreation Center. Everyone involved needs to recognize that no single person can or will raise the goal of $2.0 million for the Bob Hamilton Recreation Center. It requires a dedicated team of trained individuals working diligently over time to successfully raise such larges sums of money. A list of VERITAS' services and responsibilities are provided in Attachment l . Timelines are provided in Attachment 2. 2. CITY OF MOSCOW'S DUTIES. The City of Moscow agrees to: Provide all necessary City of Moscow related information and material requested by VERITAS for the campaign. 3. TERM OF CONTRACT. This contract shall begin on February 1, 2002 (commencement date) and shall remain in effect through September 30, 2002 (expiration date). This period shall be known as Phase I of the Campaign. This contract unless otherwise notified by the City of Moscow, shall be automatically renewed on October l , 2002 and extend through September 30, 2003. This period shall be known as Phase II of the project. Any extension beyond the September 30, 2003 expiration date must be in writing and signed by both the City of Moscow and VERITAS. In the event that the financial goal is achieved prior to the expiration date of the contract, this Agreement shall terminate. 4. PAYMENTS. VERITAS- BOB HAMILTON RECREATION CEN1ER Page 3 of5 ---PAGE BREAK--- a. Budget and Compensation: Payment for services rendered for work performed under this Contract shall be in the amount of one dollar in hand paid, the receipt of which is acknowledged by execution of this Contract. Payments for this project shall be made only for reimbursable expenses submitted to and approved by Moscow City Council upon proof of their direct relationship to services performed under this Contract for the purposes of constructing Bob Hamilton Recreation Center. b. Reimbursement: The City of Moscow shall reimburse VERITAS for expenses incurred on their behalf to perform the duties set out in this contract. Invoices for fundraising material will include copies of receipts. Additionally, City of Moscow will reimburse VERITAS for the actual cost of travel either air or ground; personal automobile mileage at $.34 per mile; supplies; and other authorized out-of-pocket expenses incurred by VERITAS that is necessary in the performance of this contract. VERJTAS will not mark up the price of vendor-supplied materials for the campaign. Extraordinary costs, or costs outside the approved budget activities shall require pre-approval on an item-by-item basis. An extraordinary cost is defined as a single expenditure in excess of $500 . Any unused materials or supplies paid for by the City of Moscow remain the property of the City of Moscow and shall be returned to the City of Moscow at the end of the contract. 5. PERFORMANCE OF WORK. VERITAS shall perform all work required under this contract to the satisfaction of the City of Moscow. VERITAS shall perform all work in accordance with all laws and rules. 6. LIABILITY/INSURANCE. The work to be performed under this contract shall be performed entirely at VERITAS' risk. VERITAS agrees to indemnify and hold the City of Moscow harmless from and against all liability or loss arising in any way out of the performance of this contract. VERJTAS shall carry appropriate workers' compensation, hazard and liability insurance coverage during the term of this contract. 7. TERMINATION AND REMEDIES. The City of Moscow may cancel this contract at any time upon thirty (30 ) days' prior written notice to VERJTAS. In addition, ifVERJTAS defaults in performance of its duties under this contact for circumstances within the control of VERJTAS, the City of Moscow may immediately terminate this contract by written notice to VERITAS. Upon any such termination VERJTAS shall cease performance of services and be entitled to payment for services satisfactorily completed and all other amounts properly accrued and payable. 8. INDEPENDENT CONTRACTOR. The parties intend that an independent contractor client relationship will be created by this contract. The conduct and control of the work will lie solely within the purview of VERJTAS. VERITAS is not to be considered an agent or employee of the City of Moscow for any purpose, and no joint venture or principal-agent relationship exists. VERJTAS and employees or VERJTAS are not entitled to any of the benefits that the City of Moscow provides for its employees. If appropriate, the City of Moscow will report all fees paid to VERITAS to the IRS on Form 10 99. Neither the City of Moscow nor VERITAS- BOB HAMILTON RECREATION CENTER Page4 of5 ---PAGE BREAK--- VERITAS shall have any right, power, or authority to create any obligation, expressed or implied, on behalf of the other. 9. ASSIGNMENT/SUBCONTRACT. VERITAS may not assign or transfer this contract or subcontract for the work other than that described in this contract or the proposal for a contract without the prior written consent of the City of Moscow. I 0. NOTICES. Any notice required by this contract shall be sent certified mail, return receipt requested, to the parties at the addresses set out above. 11. CERTIFICATION. VERITAS certifies that VERITAS is an independent contractor engaged in the business which is the subject of this contract, that VERITAS' social security or taxpayer identification number is correctly recorded on this contract, and that VERITAS is not a City of Moscow Board Member or Trustee. 12. CONFIDENTIAL INFORMATION. During the course of the performance of this contract, VERITAS may have access to materials, data, strategies, systems or other information relating to the City of Moscow and its programs which are intended for internal use only. Any such information acquired by VERITAS shall not be used, published or divulged by VERITAS to any person, firm or corporation or in any advertising or promotion regarding VERITAS or VERITAS' services, or in any manner or connection whatsoever without first having obtained the written permission of the City of Moscow, which permission the City of Moscow may withhold on its sole discretion. 13. BINDING EFFECT/AMMENDMENTS. This contract shall become binding when signed by the parties. This contract contains the entire agreement of the parties and no amendment shall be effective except in writing signed by both parties. VERITAS Advisors, LLP By: ·-dliJ J. Kifk Sullivan, President and CEO Agreement\Veritas-Harnilion\Ret:Centelprn VERITAS- BOB HAMILTON RECREATION CENTER "d Date:-=....J.::t.ij ·Ñ _ Page 5 of5 ---PAGE BREAK--- ATIACHMENTl Veritas Services and Responsibilities Search for foundation sources and preparation of all necessary grant applications for the Bob Hamilton Recreation Center projects. VERITAS ·BOB HAMILTON RECREATION CENTER ATTACHMENT 1 ---PAGE BREAK--- February 1-March 4, 2002 April 1-June 1, 2002 June !-September 30,2002 September 30, 2002 October 1, 2002-September 30, 2003 September 30, 2003 ATTACHMENT 2 Timelines Develop proposal and negotiate contract. Prepare inventory of grants and foundations which represent potential sources of funding for the Hamilton Indoor Recreation Center and submit said inventory to the City for review and approval. Grant preparation and submission as authorized by the City. Assess Contract status, recommend corrective action as appropriate. Continue campaign strategies. Determine if contract extension is necessary. Events beyond this date depends on status of work to be performed. Contract up for renewal for 12 months. Changes as needed. VERITAS- BOB HAMILTON RECREATION CENTER ATTACHMENT 2