Loading...
HomeMy WebLinkAboutItem 02 - Lake Parks Staffing AgreementsMEMO TO: FROM: MEETING DATE: SUBJECT: RECOMMENDATION: ITEM 0 � Z., mmonob HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL ROGER NELSON, CITY MANAGERfij�/ OCTOBER 5, 2004 LAKE PARKS STAFFING AGREEMENTS Staff recommend the City Council approve the following Agreements to provide Fee Collector services for all boat ramps and Silver Lake Campground, and for the two Park Attendants at Silver Lake Campground. Copies of the documents are attached. FUNDING SOURCE: Number of Contracts Cost Per Day Fee Collection/Maintenance Contractor One $60 per day Monday - Thursday Campground Attendants One $85 per day Friday - Sunday Campground Attendants One $80 per day Lake Parks Professional Services — 119-44540-312-9 $47,000.00 BACKGROUND: Since signing the six month agreements with the Corps of Engineers in 2002, the City has utilized contractors to provide the services of collecting fees at the nine fee based boat ramps and for managing the visitors to Silver Lake Campground. This system has worked very well for the City for the past two years. In addition to their daily payment, the contractors are allowed a site for their trailer along with sewer, water, and electrical hookups. Staff recommends the City Council approve one-year contracts with options to renew for two additional years. Renewals will be brought back to the Council for consideration. DE September 28, 2004 (4:08PM) LAKE GRAPEVINE FEE COLLECTION .• MAINTENANCE AGREEMENT This Fee Collection - Park Maintenance Agreement ("Agreement") is entered into by the City of Grapevine, Texas, hereinafter referred to as the "City", and Bill & Joyce Arrington, hereinafter referred to as the "Contractors". WHEREAS, The City desires to engage the services of Contractors for the purposes set forth herein, as independent contractors and not as an employees. NOW, THEREFORE, for and in consideration of the mutual promises and covenants herein made and the benefits flowing to the parties hereto, the City and the Contractors, do hereby contract and agree as follows: A. DUTIES AND OBLIGATIONS OF CONTRACTORS. Fee Collection (c_ Boat Ramps - Parks The Contractors shall collect fees from the boat ramps at the following sites: Katie's Woods, Scotts Landing, Sand Bass, Trawick, Dove Loop, McPherson, Lakeview North, Lakeview South and Meadowmere. Each of these boat ramps is served with honor pay vaults. The Contractors shall also collect fees from the Silver Lake Campground. The Contractors shall collect fees at the boat ramps four (4) days per week (i.e. Friday, Saturday, Sunday and Monday) from April 1St through September 30th and one (1) day per week from October 1St through March 30th. The Contractors shall also collect fees at Silver Lake Campground and on Mondays and Fridays of each week. The Contractors shall also be responsible for reconciling the monies collected and dropping off the monies at a site agreed upon with the City. Park Maintenance The Contractors shall be required to maintain the grass around the picnic stations, beach and play area at a maximum height of three (3) inches at Meadowmere Park during the growing season (Approximately March 1 — November 15). The Contractors shall also be required to pick up litter at the picnic stations, play area and boat ramp at Meadowmere Park two (2) times per week from April 1St through September 30th and one (1) time per week from October 1St through March 30th. The City shall provide all equipment and supplies necessary to do maintenance at Meadowmere Park. Routine monitoring of lights, courtesy docks, signs, vegetation, etc. and the reporting of necessary maintenance to these shall also be required. O:\Joe \Corps of EngineersTee Collection contract 09/26/04 Page 1 of 4 Enforcement The Contractors will be required to randomly enforce Lake Park Ordinances including, but not limited to monitoring boat ramp fee payments, park entrance fee payments, and boat/trailer parking enforcement. Tickets shall be issued to all those in violations of approved ordinances. The Contractors shall also be responsible for the following. Provide a self-contained trailer (the type and design of which shall - be subject to the approval of the Director of Parks & Recreation or his/her designee) that shall be parked near the entrance of the campground at a location to be designated by the Director of Parks & Recreation or his/her designee. Contractors will maintain the area around the self-contained trailer in a clean, uncluttered and sanitary condition at all times. Contractors shall base the performance of this Agreement from that trailer. 2. Report all disturbances the Contractors are unable to control to the Grapevine Police Department. Contractors shall not attempt to apprehend violators. 3. The Contractors shall be required to furnish a Business Services, Fidelity or Dishonesty bond for the minimum amount of Five Thousand and No/100 Dollars ($5,000). The Contractors shall furnish the bond prior to any work performed via this contract. The Contractors shall be reimbursed for the cost of the bond on their first invoice at the beginning of each term. The cost of the bond shall be shown as a separate line item on the invoice. The City shall not reimburse additional charges for credit reports. If the City exercises an option period, the Contractors must provide the bond before the first day of work of any option period. B. DUTIES AND OBLIGATIONS OF THE CITY. City shall provide to Contractor; 1 A site for the self-contained trailer which will include utilities, including telephone. 2. Equipment and supplies necessary to perform maintenance duties at Meadowmere Park as specified in this agreement. 0AJoe \Corps of EngineersTee Collection contract 09/24/04 Page 2 of 4 C. ADDITIONAL TERMS OF AGREEMENT 1. This agreement shall commence on the 1st day of October 2004, and shall expire on the 30th day of September 2005. 2. The term of this agreement shall be for a twelve - (12) month period beginning on or about October 1, 2004, with an option to renew for two (2) additional twelve (12) month periods. The City requires that contract price is throughout the contract period with price increase or decrease requests considered only at contract renewal. All contract renewals must be approved by the City Council of the City of Grapevine. Any request to increase pricing at a renewal period by more than 5% will not be considered and will require that the entire services listed in this contract be re -bid: - 3. This Agreement may be terminated by the Contractors by giving at least thirty days written notice to the Director of Parks & Recreation or his/her designee. This Agreement may be terminated by the City with or without cause by giving the Contractors at least 30 days written notice. Additionally, the City may terminate this Agreement immediately and without notice upon the happening of any of the following: (a.) The conviction of Contractors of any felony, or of any misdemeanor involving moral turpitude; or (b.) The failure of Contractors to diligently or properly perform Contractor's duties under this Agreement; or (c.) Any other reason determined by the Director. 4. Payment to the Contractors shall be on a monthly basis at a rate of $60 per day payable on or about the first Wednesday following the end of the month. 5. The Contractors shall notify the Director of Parks & Recreation or his/her designee of any anticipated absences. If the Contractors are absent, the Contractors are responsible for providing a replacement to perform his/her duties. Failure to provide proper coverage when absent will result in a reduction of Contractor's pay for the period of absence. 6. Contractors shall abstain from the use of alcoholic beverages and or controlled substances while on duty. 7. Contractors shall not construct or place in the park any dog pens, horse corrals, poultry cages or similar facilities for pets or raising of animals. All pets of the. Contractor shall be confined or on a leash of 0AJoe \Corps of Engineers\Fee Collection contract 09/24/04 Page 3 of 4 six feet (6') or less in length. Pets will not be allowed in the gatehouse. D. STATUS OF CONTRACTOR It is the intention of the parties that Contractors shall be independent contractors and not an employees of the City for all purposes, including but not limited to, the application of the Federal Insurance Contribution Act, the Social Security Act, the Federal Unemployment Act, provisions of the Internal Revenue Code. City will abstain from payment of Workers Compensation Insurance on Contractors. Contractors shall coordinate scheduled task with the Director of Parks & Recreation or his/her designee. Contractors have represented to the City that Contractors are individuals, and will be required to pay federal self- employment taxes upon amounts received under this Agreement. 2. Indemnification: Contractors shall indemnify the City, its officers, employees and agents against, and hold the City, its officers, employees and agents harmless from, any and all liability, suits claims, actions, causes of action costs, expenses or fees (including reasonable attorney's fees) for any injury to or the death of any person, damage to, or destruction of any property resulting from resulting from or based upon, in whole or in part, any act or omission of Contractors, his or her agents / employees, under this Agreement. The provision of this paragraph shall survive the termination of this agreement. 3. Assignment: Contractors shall not assign any of its rights and obligations pursuant to this Agreement, without the express written consent of the Director of Parks and Recreation Director or his/her designee, 4. City Ordinances: This Agreement is subject to all City Ordinances presently in force and any Ordinances, which the City Council may pass in the future. AGREED to on this the THE CITY OF GRAPEVINE: Roger Nelson, City Manager 0A7oe \Corps of EngineersTee Collection contract 09/24/04 day of 2004 CONTRACTORS: , Fee Collector , Fee Collector Page 4 of 4 .1 0 J; 1:11 This Park Attendant Agreement ("Agreement") is entered into by the City of Grapevine, Texas, hereinafter referred to as the "City", Dot Overpeck and Rick Overpeck, hereinafter referred to as the "Contractors". WHEREAS, The City desires to engage the services of Contractors for the purposes set forth herein, as independent contractors and not as employees. NOW, THEREFORE, for and in consideration of the mutual promises and covenants herein made and the benefits flowing to the parties hereto, the City and the Contractors, do hereby contract and agree as follows: A. DUTIES AND OBLIGATIONS OF CONTRACTORS. Contractors shall serve as Park Attendants at Silver Lake Campground (the "Campground") located in the City. As Park Attendants, the Contractors shall: 1 Provide a self-contained trailer (the type and design of which shall be subject to the approval of the Director of Parks & Recreation or his/her designee) that shall be parked near the entrance of the campground or at a location to be designated by the Director of Parks & Recreation or his/her designee. Contractor will maintain the area around the self-contained trailer in a clean, uncluttered and sanitary condition at all times. Contractor shall base the performance of this Agreement from that trailer. 2. Provide surveillance in the park Monday through Thursday and be responsible for operation of the gatehouse in accordance with the Director of Parks & Recreation or his/her designee. The contractors will be responsible for opening the gate at 6 AM Monday through Thursday and managing the gatehouse from 8 AM through 8 PM Monday through Thursday. 3. The management of the campground by the Contractors shall include the following functions. (a.) Taking reservations and collecting fees for campsites, pavilion rentals, entrance fees, and boat ramp passes. The Contractors shall also be responsible for collecting monies from the washing machines and dryers at the campground laundry building. The Contractors shall be responsible for reconciling the monies collected daily. (b.) Maintaining the gatehouse, inside and outside, in a clean, orderly and sanitary condition. The gatehouse shall be thoroughly cleaned at the end of each shift. Cleaning shall include, but not limited to, cleaning the 0:\Joe\Corp of Engineers\Contracts\ Park attendant contractl 09/23/04 Page 1 of 5 restroom and windows, sweeping and mopping the floors, picking up litter, emptying trash receptacles and dusting. (c.) Determine if any Park facilities require maintenance and reporting these to the Director of Parks & Recreation or his/her designee. (d.) Determine whether or not any person has failed to comply with rules and regulations relating to the use of the Park, and address those that Contractor has authority to handle, otherwise recruit the appropriate authority. (e.) Assist campers with problems. (f.) Promote Grapevine by informing customers of history of City and what the City has to offer. (g.) Distribute park rules to customers. (h.) Report all disturbances the Contractors are unable to control to the Grapevine Police Department. The Contractors shall not attempt to apprehend violators. (i.) The Contractors shall be responsible for keeping a written record of complaints by customers and keep records of the number of campsites rented. The Contractors shall be responsible for the sales of such products as ice, firewood, and other supplies provided by the City. The Contractors shall also be responsible for the collection of sales tax on items sold. (k.) The Contractors shall be responsible for completing a W-9 tax form and submitting that to the Finance Department of the City of Grapevine. (I.) Act as the Lead Campground Attendant by being the first point of contact to handle issues for all contract workers at the campground. Participate in the creation of, enforcement of, and updating of a campground operations manual. DUTIES AND OBLIGATIONS OF THE CITY. City shall provide to Contractors; 1. A site for the self-contained trailer which will include utilities and a communications system (i.e. radio). Telephone service shall not be provided by the City, but should be available upon request by the Contractors to the appropriate telephone company. 2. A logbook, notebook, pen, paper, and all handout material. 3. Shirt and name tag identification. 0:\Joe\Corp of Engineers\Contracts\ Park attendant contractl 09/23/04 Page 2 of 5 4. Supplies such as trash bags, toilet paper, cleaning and office supplies to properly maintain facilities in performance of Contractor's job duties. C. ADDITIONAL TERMS OF AGREEMENT This agreement shall commence on the 1St day of October 2004, and shall expire on the 30th day of September 2005. 2. The term of this agreement shall be for a twelve - (12) month period beginning on or about October 1 2004, with an option to renew for two (2) additional twelve (12) month periods. The City requires that contract price is throughout the contract period with price increase or decrease requests considered only at contract renewal. All contract renewals must be approved by the City Council of the City of Grapevine. Any request to increase pricing at a renewal period by more than 5% will not be considered and will require that the entire services listed in this contract be re -bid. 3. This Agreement may be terminated by the Contractors by giving at least thirty days written notice to the Director of Parks & Recreation or his/her designee. This Agreement may be terminated by the City with or without cause by giving the Contractor at least 30 days ") written notice. Additionally, the City may terminate this Agreement immediately and without notice upon the happening of any of the following: (a.) The conviction of Contractor of any felony, or of any misdemeanor involving moral turpitude; or (b.) The failure of Contractors to diligently or properly perform Contractor's duties under this Agreement; or (c.) Any other reason determined by the Director. 4. Pa -Wt to the Contractors shall be on a monthly basis at a rate of $ per day payable on or about the first Wednesday following the end of the month. 5. The Contractor shall notify the Director of Parks & Recreation or his/her designee of any anticipated absences. If the Contractors are absent, the Contractors are responsible for providing a replacement to perform his/her duties. Failure to provide proper coverage when absent will result in a reduction of Contractor's pay for the period of absence. 6. Contractors shall present a neat and clean appearance while on duty. O:\Joe\Corp of Engineers\Contracts\ Park attendant contractl 09/23/04 Page 3 of 5 7. Contractors shall abstain from the use of alcoholic beverages and or controlled substances while on duty. 8. Contractors shall not construct or place in the campground any dog pens, horse corrals, poultry cages or similar facilities for pets or raising of animals. All pets of the Contractors shall be confined or on a leash of six feet (6') or less in length. Pets will not be allowed in the gatehouse. 9. The Contractors shall be required to furnish a Business Services, Fidelity -or- Dishonesty bond for the minimum amount of Five Thousand and No/100 Dollars ($5,000). The Contractors shall furnish the bond prior to any work performed via this contract. The Contractors shall be reimbursed for the cost of the bond on their first invoice at the beginning of each term. The cost of the bond shall be shown as a separate line item on the invoice. The City shall not reimburse additional charges for credit reports. If the City exercises an option period, the Contractors must provide the bond before the first day of work of any option period. D. STATUS OF CONTRACTOR 1 It is the intention of the parties that Contractors shall be an independent contractors and not an employee of the City for all purposes, including but not limited to, the application of the Federal Insurance Contribution Act, the Social Security Act, the Federal Unemployment Act, provisions of the Internal Revenue Code. City will abstain from payment of Workers Compensation Insurance on Contractor. Contractor shall coordinate scheduled task with the Director of Parks & Recreation or his/her designee. Contractors have represented to the City that Contractors are individuals, and will be required to pay federal self-employment taxes upon amounts received under this Agreement. 2. Indemnification: The Contractors shall indemnify the City, its officers, employees and agents against, and hold the City, its officers, employees and agents harmless from, any and all liability, suits claims, actions, causes of action costs, expenses or fees (including reasonable attorney's fees) for any injury to or the death of any person, damage to, or destruction of any property resulting from resulting from or based upon, in whole or in part, any act or omission of Contractors, his or her agents / employees, under this Agreement. The provision of this paragraph shall survive the termination of this agreement. 3. Assignment: Contractors shall not assign any of its rights and obligations pursuant to this Agreement, without the express written consent of the Director of Parks & Recreation or his/her designee. 0:\Joe\Corp of Engincers\Contracts\ Park attendant contractl 09/23/04 Page 4 of 5 4. City Ordinances: This presently in force and pass in the future. Agreement is subject to all City Ordinances any Ordinances, which the City Council may AGREED to on this the day of _, 2004 THE CITY OF GRAPEVINE PARK ATTENDANTS Roger Nelson, City Manager Park Attendant 0:\Joe\Corp of Engineers\Contracts\ Park attendant contractl 09/26/04 Park Attendant Page 5 of 5 SILVER LAKE CAMPGROUND PARK ATTENDANT AGREEMENT This Park At . tendant Agreement ("Agreement") is entered into by the City of Grapevine, Texas, hereinafter referred to as the "City", Wait and Rosie Bullock-, hereinafter referred to as the "Contractors". WHEREAS, The City desires to engage the services of Contractors for the purposes set forth herein, as independent contractors and not as employees. NOW, THEREFORE, for and in co . nsideration of the mutual promises and covenants herein made and the benefits flowing to the parties hereto, the City and the Contractors, do hereby contract and agree as follows: A. DUTIES AND OBLIGATIONS OF CONTRACTORS, Contractors shall serve as Park Attendants at Silver Lake Campground (the "Campground") located in the City. As Park Attendants, the Contractors. shall: 1. Provide a self-contained trailer (the type and design of which shall be subject to the approval of the Director of Parks & Recreation or his/her designee) that shall be parked near the entrance of the campground or at a location to be designated by the Director of Parks & Recreation or his/her designee. Contractor will maintain the area around the self-contained trailer in a clean, uncluttered and sanitary condition at all times. Contractor shall base the performance of this Agreement from that trailer. 2. Provide surveillance in the park Monday through Thursday and be responsible for operation of the gatehouse in accordance with the Director of Parks & Recreation or his/her designee. The contractors will be responsible for opening the gate at 6 AM Friday through Sunday and managing the gatehouse from 8 AM through 8 PM Friday through Sunday. 3. The management of the campground by the Contractors shall include the following functions. (a.) Taking reservations and collecting fees for campsites, pavilion rentals, entrance fees, and boat ramp passes. The Contractors shall also be responsible for collecting monies from the washing machines and dryers at the campground laundry building. The Contractors shall be responsible for reconciling the monies collected daily. (b.) Maintaining the gatehouse, inside and outside, in a clean, orderly and sanitary condition. The gatehouse shall be thoroughly cleaned at the end of each shift. Cleaning shall include, but not limited to, cleaning the restroom and windows, sweeping and mopping the 0:\j0e\C0rp of Engineers\Contract\Park attendant contract2 09/26/04 Page 4of 5 1. A site for the self-contained trailer which will include utilities and a communications, system (i.e. radio). Telephone service shall not be provided by the City, but should be available upon request by the Contractors to the appropriate telephone company. . 2. A logbook, notebook, pen, paper, and all handout material. 3. Shirt and name tag identification. 4. Supplies such as trash bags, toilet paper, cleaning and office supplies to properly maintain facilities in performance of Contractor's job duties. O:\Joe\Corp of Engineers\Contract\Park attendant contract2 09/23/04 floors, picking up litter, emptying trash receptacles and dusting. (c.) Determine if any Park facilities require maintenance and reporting these to the Director of Parks & Recreation or his/her designee. (d.) Determine whether or not any person has failed to comply with rules and regulations relating to the use of the Park, and address those that Contractor has authority to handle, otherwise recruit the appropriate authority. (e.) Assist campers with problems. (f.) Promote Grapevine by informing customers of history of City and what the City has to offer. (g.) Distribute park rules to customers. (h.) Report all disturbances the Contractors are unable to control to the Grapevine Police Department. The Contractors shall not attempt to apprehend violators. (i.) The Contractors shall be responsible for keeping a written record of complaints by customers and keep records of the number of campsites rented. The Contractors shall be responsible for the sales of such products as ice, firewood, and other supplies provided by the City. The Contractors shall also be responsible for the collection of sales tax on items sold. (k.) The Contractors shall be responsible for completing a W-9 tax form and submitting that to the Finance Department of the City of Grapevine. (I.) Fallow instructions and assignments from the Lead Campground Attendant. (m.) Participate in the creation of, enforcement of, and updating of a Campground Operations Manual. B. DUTIES AND OBLIGATIONS OF THE CITY. City shall provide to Contractors; 1. A site for the self-contained trailer which will include utilities and a communications, system (i.e. radio). Telephone service shall not be provided by the City, but should be available upon request by the Contractors to the appropriate telephone company. . 2. A logbook, notebook, pen, paper, and all handout material. 3. Shirt and name tag identification. 4. Supplies such as trash bags, toilet paper, cleaning and office supplies to properly maintain facilities in performance of Contractor's job duties. O:\Joe\Corp of Engineers\Contract\Park attendant contract2 09/23/04 C. ADDITIONAL TERMS OF AGREEMENT 1. This agreement shall commence on the 1st day of October 2004, and shall expire on the 30th day of September 2005. 2. The term of this agreement shall be for a twelve - (12) month period beginning on or about October 1, 2004, with an option to renew for two (2) additional twelve (12) month periods. The City requires that contract price is throughout the contract period with price increase or decrease requests considered only at contract renewal. All contract renewals must be approved by the City Council of the City of Grapevine. Any request to increase pricing at a renewal period by more than 5% will not be considered and will require that the entire services listed in this contract be re -bid. 3. This Agreement may be terminated by the Contractors by giving at least thirty days written notice to the Director of Parks & Recreation or his/her designee. This Agreement may be terminated by the City with or without cause by giving the Contractor at least 30 days written notice. Additionally, the City may terminate this Agreement immediately and without notice upon the happening of any of the following: (a.) The conviction of Contractor of any felony, or of any misdemeanor involving moral turpitude; or (b.) The failure of Contractors to diligently or properly perform Contractor's duties under this Agreement; or (c.) Any other reason determined by the Director. 4. Payment to the Contractors shall be on a monthly basis at a rate of $ " s per day payable on or about the first Wednesday following the end of the month. 5. The Contractor shall notify the Director of Parks & Recreation or his/her designee of any anticipated absences. If the Contractors are absent, the Contractors are responsible for providing a replacement to perform his/her duties. Failure to provide proper coverage when absent will result in a reduction of Contractor's pay for the period of absence. 6. Contractors shall present a neat and clean appearance while on duty. 7. Contractors shall abstain from the use of alcoholic beverages and or controlled substances while on duty. 8. Contractors shall not construct or place in the campground any dog pens, horse corrals, poultry cages or similar facilities for pets or 0:\Joe\Corp of Engineers\Contract\Park attendant contract2 09/23/04 Page 4of 5 raising of animals. All pets of the Contractors shall be confined or on a leash of six feet (6') or less in length. Pets will not be allowed in the gatehouse. 9. The Contractors shall be required to furnish a Business Services, Fidelity or Dishonesty bond for the minimum amount of Five Thousand and No/100 Dollars ($5,000). The Contractors shall furnish the bond prior to any work performed via this contract. The Contractors shall be reimbursed for the cost of the bond on their first invoice at the beginning of each term. The cost of the bond shall be shown as a separate line item on the invoice. The City shall not reimburse additional charges for credit reports. If the City exercises an option period, the Contractors must provide the bond before the first day of work of any option period. D. STATUS OF CONTRACTOR 1. It is the intention of the parties that Contractors shall be an independent contractors and not an employee of the City for all purposes, including but not limited to, the application of the Federal Insurance Contribution Act, the Social Security Act, the Federal Unemployment Act, provisions of the Internal Revenue Code. City will abstain from payment of Workers Compensation Insurance on Contractor. Contractor shall coordinate scheduled task with the Director of Parks & Recreation or his/her designee. Contractors have represented to the City that Contractors are individuals, and will be required to pay federal self-employment taxes upon amounts received under this Agreement. 2. Indemnification: The Contractors shall indemnify the City, its officers, employees and agents against, and hold the City, its officers, employees and agents harmless from, any and all liability, suits claims, actions, causes of action costs, expenses or fees (including reasonable attorney's fees) for any injury to or the death of any person, damage to, or destruction of any property resulting from resulting from or based upon, in whole or in part, any act or omission of Contractors, his or her agents / employees, under this Agreement. The provision of this paragraph shall survive the termination of this agreement. 3. Assignment: Contractors shall not assign any of its rights and obligations pursuant to this Agreement, without the express written consent of the Director of Parks & Recreation or his/her designee. 4. City Ordinances: This Agreement is subject to all City Ordinances presently in force and any Ordinances, which the City Council may pass in the future. O:Uoe\Corp of Engineers\Contract\Park attendant contract2 09/23/04 Page 4of 5 AGREED to on this the day of , 2004 THE CITY OF GRAPEVINE Roger Nelson, City Manager PARK ATTENDANTS O:\Joe\Corp of Engineers\Contract\Park attendant contract2 09/26/04 Park Attendant Park Attendant Page 4of 5