HomeMy WebLinkAboutDOUBLETREE BY HILTON (2)INSURANCE ON FILE
WORK MAY PROCEED
UNTIL INSURANCE EXPIRES
S. Z .
CITY CLERK APR 11 2024
DATE;
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DOUBLE I'RF E
by H11ton
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PRiNCi C:,t NTV! iIY:RT
MEETING & EVENT
CONFIRMATION AGREEMENT
Prepared on February 12, 2024
Name:
Lorrie Ortiz
Title:
Executive Assistant
Company
CITY OF SANTA ANA
Name:
Address:
20 Civic Center Plaza
City, State, Zip:
Santa Ana, CA 92701
Phone:
714-647-5662
E-Mail:
lortiz@santa-atia.org
N-2024-133
Agreement for:
Date(s) of Program: 05/22/24- 05/22/24
Page t of 6
Hotel Name: Doubletree by Hilton Hotel
Santa Ana -Orange County Airport
Sales Manager: LeLani Duckwitz
Title: Catering Sales Manager
E- M ail: Idu ckwita@dou bletreeoca irpo rtco m
Event Name: City of Santa Ana Public Works
We are pleased to offer the following accommodations for your event:
FUNCTION SPACE
Date
Start
End Time
Function
Room
Setup
Agr
Room
Time
I Rental
Wednesday
8:00 AM
1 1
2:00 PM
Lunch
1
Valencia Ballroom
1
Round
1
340
1
1 Waived with
5/22 2024
Tables of10
MinF&B _
* Specific meeting rooms cannot be guaranteed and are subject to change.
All charges (food, beverage, meeting room rental, A/V, etc.) are subject to a 25% service charge and
applicable state tax (currently 9.25%).
Once you sign and return this letter with the required deposit of $1,500.00, your reservation will be
confirmed. This signed letter is due no later than 5:00pm on Friday, February 23, 2024. All deposits and
payments are non-refundable and will be applied towards any liquidated damages due to the hotel
pursuant to the cancellation policy of this agreement.
MINIMUM GUARANTEE: Based on the approximate number of guests set forth above, a minimum of
$12,000.00 must be spent on food and beverage atyour function(s). This minimum revenue does not
include service charge, sales tax, labor charges, audio/visual, parking or any miscellaneous charges incurred.
Should your final count drop below the approximate number of guests listed above, we will be happy to
advise you on additional alternatives in food and beverage which will bring you to the agreed upon
minimum revenue figures for your function. If you still are not able to fulfill your food and beverage
minimum, the difference will be charged at room rental.
ALTERNATIVE ACCOMMODATIONS: The Hotel reserves the right to accommodate the Group, or any part
thereof, at another Hilton Branded property or other hotel of comparable or superior standing within ten
(10) mile radius of the Hotel. The decision to exercise the Hotel's right to provide alternative
Agreement far:
Date(s) of Program. 05/22/24 - 05/22/24
Page 2 of 6
accommodation shall be left to the sole discretion of the Hotel, which will notify the Group of any changes
at least thirty (30) (lays prior to the scheduled event. Alternative accommodation will be provided at no
extra charge to the Group, regardless of any additional cost of such accommodation, Should the Hotel
choose to provide alternative accommodation to only part of the group, the Hotel will provide necessary
transportation services at no extra charge to the Group.
GUARANTEED ATTENDANCE: In arranging private functions, the final attendance must be receives( by the
Catering office no later than 11:00am three (3) working days prior to the commencement of the function,
This number will be considered a guarantee, not subject to reduction, and charges will be made
accordingly.
All federal and local taxes and charges which may be imposed or be applicable to this agreement and to the
services rendered by the Hotel are in addition to the prices herein agreed upon, and the Customer agrees to
pay them separately.
OUTSIDE FOOD AND BEVERAGE: Due to state law, customers are not permitted to bring to the Hotel, any
alcoholic beverages. Outside food and beverage is strictly prohibited, unless the group has received prior
written approval from the hotel, Any group found bringing in their own food and/or beverages to and of
our meeting or public space, without prior approval, will be assessed a $250.00 service fee, plus $30.00 per
person that the meeting was set for. These charges are also subject to Service charge and Sales tax,
AUDIO VISUAL: All audio-visual requirements are exclusively handled by AVMS. Adequate advance notice
is required to fulfill special requests. All third -party audio-visual vendors planning to work within our
facility must contact our conference services manager with electrical requirements no less than (14) days
prior to loading, Should the group provide their own projector, then a projection support package is
required at $175.00 per (lay, plus service charge and tax for each, and outside audio-visual fee will be
waived,
ATTRITION CLAUSE: If the group food and beverage should fall short of utilizing 80 percent of the original
group commitment or should any food and beverage function be deleted front your agenda, we reserve the
right to review and adjust the special rates offered, and/or a charge for meeting space may result.
CONFERENCE SERVICES MANAGER: The hotel operates a full -service Conference Services Department, A
service manager will be assigned to your group to assist you in coordinating all aspects of your meeting
from inception to completion. Your CSM offers a Daily Meetings Debrief to assist you with all your billing,
service and catering needs while you are here for your event, This person will be your primary contact
with the hotel and will fraction as your personal representative,
MEETING PLANNER POINTS: Lorrie Ortiz ("Meeting Planner") is eligible to earn Honors bonus points fora
qualifying event (Honors N). Full details and rules regarding the program are available by calling the
Honors Customer Service Center at 1-800.548-8690 in the U.S. and Canada or 1.972.788-0878 or by
visiting www.hilton.corn. Hilton Honors membership, earning of points and redemption of points are
subject to honors Terms and Conditions. Only the meeting planner who is specifically named in the
Agreement will be eligible for this Meeting Planner Bonus Program, unless we receive confirmation in
writing signed by Group that some other person or entity Is to receive the Meeting Planner Bonus. In this
case, Meeting Planner will earn one Honors bonus point for every eligible (collar spent, tip to a maximum
award of 100,000 Honors bonus points, Eligible revenue will include Guestroom room and tax and room
rental, up to a maximum of $100,000 of eligible revenue. You agree that you take full responsibility for
determining whether further disclosure of the Meeting Planner Bonus is required and for making such
disclosure if it is required, and you further agree to reimburse Hotel for any fees, costs, liabilities or
expenses that Hotel incurs should any person claim that disclosure was insufficient.
Agreement for:
Dates) of Pt ogrim: 05/22/24 � 05/22/24
Page 3 of 6
Meeting Planner Name:
Honors Account Num
CANCELLATION: We will reserve your contracted guest rooms and function/meeting space, according to
the schedule of events, to the exclusion of other business opportunities once space is considered definite. If
the hotel is advised that this definite commitment is canceled, liquidated damages will be charged. The
amount will be based upon a percentage of total hotel estimated revenue, plus applicable taxes. Estimated
revenue is calculated by multiplying the group room rate and contracted block then adding the sum of
estimated food and beverage losses based on anticipated attendance noted.
Contract Signing to 366 (lays out
40% of anticipated revenues
365 days to 181 days mtt
60% of anticipated revenues
180 days to 91 days out
70% of anticipated revenues
90 days to 31 days out
80% of anticipated revenues
30 clays to date of arrival
90% of anticipated revenues
SHIPPING/RECEIVING: Please be advised that any shipments made to the hotel must be labeled with the
recipients' name, hotel contact name, group affiliation and event date. Package handling for conference
materials and other related packages will be assessed as a labor fee of $4.00 per box or $100 per pallet
roundtrip. lit addition, the hotel cannot receive any materials prior to 4 clays before arrival. Shipments
received before that data might be subject to a $2.00 per day package storage charge. Stringent local
regulations make it impossible for its to store hazardous and/or flammable materials on the hotel
premises. Any costs associated with the receipt, storage or cleanup/disposal of shipment materials from
group/exhibitors or third -party venclors shall be Invoiced directly to the group/exhibitor or venclo•at the
conclusion of program,
Arrangements must be made with the carrier of your choice to remove all empty crates, cases of containers
from the hotel during the exhibit/program.
PAYMENT IN ADVANCE: Unless you have established credit in advance with us, you will pay the entire
contract price by credit card or certified check at least three clays prior to your function or by personal
bank check two weeks prior to your function. If you prefer, all charges can be paid by credit card. Our hotel
accepts American Express, Diners Club, Discover Card, Master Card, o• Visa The hotel accepts payment via
ACH, certified check, or credit card. Please note credit card transactions are subject to a 3% fee.
In the event that the customer selects items which the Hotel must special order for the Customer's event,
the Customer shall be liable for an increase in any costs related to such items which occur after the signing
of the Agreement. The Customer expressly grants the right to the Hotel to raise the prices herein quoted or
to make reasonable substitutions for the event. The Hotel, whenever possible, shall provide the Customer
with prior written notice of such increase and the right to decide between the increased prices or to accept
reasonable substitutions.
A Service Charge, which is taxable by California State Sales Tax Law regulation 1803 and annotation
55.0780 and, applicable state taxes, shall be added to account. A taxable 25 percent (%) Service Charge Is
to be added to the patron's bill for food and beverage. Subject to Change.
INDEMNIFICATION & INSURANCE: Hotel and Group each agree to carry and maintain and provide
evidence of liability and other insurance in amounts sufficient to provide coverage against any claims
arising from any activities arising out of oil resulting from the respective obligations pursuant to this
Contract. Group's insurance policy shall name Hotel as an additional insured. Damage to the Hotel
Agrecinent for
Date(s) of Program: 05/22/24 � 05/22%2d
Page 4 of 6
premises by the Group or appointed contractors will be the Group's responsibility. Group will accept full
responsibility for any damages resulting from any action or omission of their individual attendees in
conjunction with organized group activities. The Hotel Is not responsible for any loss or damage no matter
how caused, to any samples, displays, properties, or personal effects brought into the hotel, and/or for the
loss of equipment, exhibits or other materials left in meeting rooms.
The Hotel reserves the right to approve all outside contractors hired for use by the Group in the Hotel and
may have a list of approved contractors and vendors. The Hotel mast be notified in advance of any
proposed vendor. The Hotel reserves the right to advance approval of all specifications, including electrical
requirements, from all outside contractors and to charge a fee for outside services brought into the Hotel.
'The Group and/or outside contractors must provide proof of worker's compensation insurance for
employees who will work on Hotel premises and proof of adequate general liability coverage for the Group
and/or outside contractors' activities while on Hotel's premises, and must comply with all other similar
requirements the Hotel deems appropriate, in Its sole discretion, regarding use of function space, facilities
and use of Hotel services.
The Hotel shall indemnify, defend and hold harmless the Group and its officers, directors, partners, agents,
members and employees from and against any and all demands, claims, damages to pet -sons or property,
losses and liabilities, including reasonable attorney's fees (collectively "Claims") arising out of or caused by
the Hotel's negligence in connection with the provision of services or the use of the Hotel facilities, except
to the extent and percentage attrilittable to the Group's or Its members; agents', employees', or Exhibitors'
negligence, The Hotel shall not have waived or be deemed to have waived, by reason of this paragraph, any
defense which it may have with respect to such claims.
COMPLIANCE: The Group covenants and agrees that the Group (a) shall strictly comply with all laws,
orders, rules and regulations relating to the use and occupancy or the Hotel property, (b) will not allow the
Hotel property to be used for any purpose other than the specific use permitted under this Agreement, (c)
will not permit the Hotel property to be used for any improper, unlawful or objectionable purposes and (d)
will not cause, maintain or permit any nuisance in, on or about the Hotel property.
DAMAGES: The Customer agrees to be responsible for any damage clone to the function room or any other
part of the hotel by the Customer, his guest(s), invitees, employees, independent contractors or other
agents tinder the Customer's control, The Hotel will not assume or accept any responsibility for any
damage done to the function room or any other part of the Hotel prior to, during or following the
Customer's function.
'rho Hotel will not assume or accept any responsibility For damage to or loss of any merchandise or articles
left in the Hotel prior to, during or following Customer's function.
PERMITS/LICENSES: In the event that Customer's function requires a permit or license from any
governing body (local, state or federal), Customer is solely responsible for obtaining such license or permit
at Customer's expense.
OUTDOOR EVENTS: The hotel does not allow groups to hold events outside on hotel grounds or adjacent
areas. Use of outdoor space for any event regardless of the length of time requires special permits and pro -
approval by the city. Requests for use of outdoor space must be made in writing to the general manager of
the hotel a minimum of 90- clays in advance and will be considered on a case -by -case basis.
ROOM ASSIGNMENT: The DoubleTree, Santa Ana-OC Airport reserves the right to assign another room
for CITY OF SANTA ANA function in the event the room originally designated for such function shall be
unavailable or inappropriate, at the Hotel's sole discretion.
Agrcmveut for:
Dalc(s) ol'Prograin: 05/22/24. 05/22/24
Page 5 of 0
SI-IUT'fLE SERVICE: Hotel offers complimentary shuttle service Co/flrom the Orange County Airport and
within 3 miles of the hotel upon availability, Hours of operation are 5:30am-10:30pm. The shuttle
capacity is 11 passengers per shuttle. As an obligation to our regular guests, the Airport Shuttle service is
our first priority, and all other courtesy transportation is scheduled around this. Groups that desire a
scheduled shuttle to a particular location within the 3 miles will be subject to a fee of $60.00 round-trip or
$40.00 one way (maximum of 2 trips each way) and are based upon availability at time of booking. Group
shuttles must be scheduled a minimum of 7 business days prior to the date needed in order for the hotel to
be able to staff accordingly, Any shuttles schedule(( within the 7-day window will be based on time
availability the clay of event and may not be guaranteed.
SECURITY: We have no insurance for and are not responsible for any loss or clannge to your property. II'
required, In our sole judgment, in order to maintain adequate security measures ht light of the size and/or
nature of your function, you will provide, at your expense, security personnel supplied by a reputable
licensed guard or security agency doing business in the city or county in which we are located, which agency
will be subject to our prim approval. Such security personnel may not carry weapons. For the safety of
persons and property, no fireworks, open Flames or incendiary devices may be used indoors at the hotel
Group agrees to comply with all applicable federal, state and local laws, hicluding health and safety codes and
federal anti -terrorism laws and regulations including all provisions of the Patriot Act and regulations of the
U.S. Department of Homeland Security and the Office of Foreign Assets Control. Group agrees to cooperate
with I -Intel and any relevant governmental authority to ensure compliance with such laws.
AUXILIARY AIDS: The Hotel represents, and you acknowledge that the Hotel facilities being rented for you
including guest rooms, common areas and transportation services will be in compliance with our public
accommodation requirements under the Americans with Disabilities Act. You agree thatone week in advance
you will furnish us with a list Litany auxiliary aids needed by your attendees in meeting or function space. You
agree to pay all charges associated with the provision of such aid. When your attendees make room
reservations, please ask them to notify us of their auxiliary aid needs so that we may notify you as to the
names of businesses with which you may contract to obtain that old.
PROMOTIONAL CONSIDERATIONS: We have the right to review and approve any advertisements or
promotional materials in connection with your function that specifically reference any name or logo of the
Hilton family of hotel brands.
FORCE MAJEURE: No damages shall be clue for a failure of performance occurring due to Acts of God, war,
terrorist act, government regulation, riots, disaster, or strikes, any one of which make performance
impossible. The Hotel shall have no liability for power disruptions of any kind.
ARBITRATION: The parties agree that any dispute in any way arising out of or relating to this contract, other
than disputes Involving patents, trademarks, trade dress, copyrights, trade secrets, false advertising, false
representation, unfair cmmpetltion and/or infringement of intellectual property rights, will be resolved by
arbitration before JAMS/ENDISPUTEr+ or the American Arbitration Association, pursuant to the
organization's rules in the state and city in which the hotel is located and pursuant to that State's law as the
governing law. The parties agree that any arbitration award will be enforceable in state or federal court. The
prevailing partyin any arbitration or court proceeding will be entitled to an award of its reasonable costs and
attorney fees and pre and post Judgment interest.
CONCLUSION
This contract and any attachments constitute the entire contract between the parties with respect to the
subject matter hereof and shall supersede all previous proposals both oral and written, negotiations,
representations, commitments and other communications between parties. This contract may not be
Agraenmat ror:
Niels) or Program: 05/22/24.05/22/24
Page 6 or 6
released, discharged, changed or modified except in writing and signed by duly authorized representatives
of both parties.
When signed by representatives of both parties, this Letter ofAgree nnetit will constitute a bhidingcontract
between CITY OF SANTA ANA and the hotel.
All arrangements are being held on a tentative basis. To confirm on a definite basis, please sign and return
the original copy of this contract otherwise arrangements will be canceled, Upon receipt, I will countersign
and send you a fully executed contract. The photocopy has been Included for your reference while the
executed contract is being processed.
Our team looks forward to serving you!
Dated Z4 By: f or: CITY OF SANTA ANA
Alvaro Nunez
Acting City Manager
Dated / y: q— For: DoubleTree by Hilton Hotel
#/i71C7 1 gbaI Santa Ana -Orange CountyAirpmt
(I La Ducl<wltr, Ca'te`rin�g +`a es�Nlanager
ATTEST:
APPROVED AS TO MRNI
SONIA It. CARVALHO
City Attorney
l
13
y"6Gt u ��
Andrea Carcla•Mlller
Assistant City Attorney
RECOMMENDED FOR APPROVAL:
Nabll Saba, PE
Executive Director
Public Works Agency
D<. tjm.r;Tuu,
by Hilton,
SANT'A ANA
QKAN6t' COUNTY AIRPUICl
Group:
Date:
Room:
Function:
BED#
ACC#
City of $into Ana Public Works
Wednesday, May 22.2024
Valencia Ballroom
Annual Training
Covers
Description
Unit Price
Total
Time: Setup lam, Event 9am-2pm
FOOD & BEVERAGE
4
Gallons of Coffee
$
74.00
$
296.00
2
Gallons of Hot Tea
$
65.00
$
130.00
5
Dozens of Bagels
$
40.00
$
200.00
4
Dozens of Muffins & Croissants
$
50.00
$
200.00
2
Pounds of Mixed Nuts
$
41.00
$
82.00
330
Plated Lunch with choice of
$
42.00
$
13,860.00
Steak, Chicken or Vegetarian
$
Complimentary Water Station
$
SETUP
Stage with Podium
Rounds Set for 340 Guests
AV - May rovide own at no charge
1
Parking Lot Attendant
$
180.00
$
180.00
Com limenta Overflow Self -Parkin
$
Wdh a'Fotid eevsra a Minimum bf $"12 000+
=
RoolnRenfal fe'Com limenta
- -
Sub -Total
-
.14,948.00
SVC
3,737.00
Tax
1,728.36
Total
20,413.36
DEPOSIT
AMOUNT DUE
$20,413.36
INDEPENDENT CITIES RISK MANAGEMENT AUTHORITY
18201 Von Karman Ave, Suite 200 1 Irvine, CA92612
(949)349-9611
Liability Certificate of Coverage
Additional Covered Party
Certificate Number: 2024 097
Certificate Holder: Doubletree by Hilton Hotel Santa Ana -Orange County Airport
7 Hutton Centre Dr
Santa Ana, CA 92707
Covered Party: City of Santa Ana
Description of
Covered Activity: As respects Staff development training at venue on 5/22/24. The Certificate Holder is
included as an Additional Covered Party with regardtoany negligent actsor omissions of the
Covered Member, its employees, and its elected or appointed officials.
Memorandum of
Coverage Num bar: ICRMA GL 2024 Effective Date: 7/1/23 Expiration Date: 7/1/24
Limits: $ 2,000,000(per occurrence)
MemberRetained *$3,000,000
Lim it:
The Following General and automobile liability as defined in the memorandum of coverage on file w ith the covered party
Coverage is in named above. Sexual misconduct not specifically excluded for the city.
effect:
This is to certify that the coverage listed above has been issued to the Covered Party named above for the
coverage period indicated, notwithstanding any requirement, term, or condition of any contract or other
document w ith respect to w hich this certificate may be issued or may pertain. The coverage afforded as
described herein is subject to all the terms, exclusions, and conditions of the Liability Memorandum of
Coverage of the ICRMA, w hich is available for your review upon request.
Pursuant to the definition of Covered Party in the Liability Memorandum of Coverage, the certificate holder
named above is an additional covered party forcovered claims arising out of the covered activity stated
above and is subject to the limits stated above. *Such lirrits are inclusive of the city's MRL.
Coverage is in effectfrom 12:01 am Pacific Standard Time of effective date to 12:01 a.m. Pacific
Standard Time of expiration date as stated above and w ill not be canceled, limited, or allow ad to expire
except upon 30-day notice to the certificate holder.
Date Issued: 4/4/2024
Renewal: No
Authorized Representative Signature: (AlX o