HomeMy WebLinkAboutDOUBLETREE BY HILTON ORANGE COUNTY AIRPORT N-2024-372
INSURANCE NOT REQUIRED
WORK MAY PROCEED
CITY CLERK
DATE: NOV 1 9 2024 DOUBLETREE
by Hilton"
MEETINGS & EVENTS AGREEMENT
DoubleTree by Hilton Orange County Airport
P f5R[0 7 Hutton Centre Dr.
:(rar\civ s V ltkoKal (ic-K) Santa Ana,CA 92707
This Meetings&Events Agreement("Agreement")is by and between the City of Santa Ana("Client")and DoubleTree by Hilton Orange County Airport
(the"Hotel").
CLIENT HOTEL
Contact Name: Siri A.Champion,AICP Hotel Name: DoubleTree by Hilton Orange County Airport
Title: Senior Planner Address: 7 Hutton Centre Drive
Company: City of Santa Ana City,State,Zip: Santa Ana,CA 92707
Address: 20 Civic Center Plaza Sales Manager: Rasha Shawkat
P.O.Box 1988
City,State,Zip: Santa Ana,CA 92702 Direct: (714)656-1659
Phone: (714)667-2751 Tel: (714)751-2400
Email: schampionta�santa-ana,orq Email: rasha@dtciuborangeco.com
Function: City of Santa Ana Community Shop Today's Date: Thursday,November 07,2024
We are pleased to offer the following function space based on our understanding of your present needs.Please review the detailed Information
outlined within to ensure that this accurately reflects your requirements.
SCHEDULE OF EVENTS
•
Start Total Food&Beverage and Room
Date Time End Time Function Room Setup Agr Rental plus 22%Service Charge
&9.25%Tax
Monday, 7:00 AM 11:00 AM City of Santa Ana California Rounds of 10 50 $2,399.13
11/18/2024 Community Shop Ballroom
'Function room assignment subject to change
The terms and conditions of this agreement between you and the Hotel are intended to clarify and communicate the commitments between the two parties
to assure the result of your event is to your expectation.
1. ASSIGNMENT/CONFIRMATION OF FUNCTION SPACE: You agree to confirm the assigned function space before printing any materials listing
specific meeting or function locations.The schedule of events listed above indicates the space that is tentatively being held for City of Santa Ana and
will be held on a definite basis upon signing of this contract by both parties.If for any reason the function space reserved is not available for your event,
you agree that we may substitute space of appropriate size and comparable quality for your event.Please contact the Hotel at least one month before
your event to review and confirm the details for your event,including menus,decorations,entertainment,and beverage service.Upon review of your
event requirements,Banquet Event Orders("BEO")will be sent to you to confirm all final arrangements and prices.These BEO's must be signed and
returned prior to the event and will serve as a part of this agreement.
1.1 TOTAL FOOD&BEVERAGE AND ROOM RENTAL: $2,399.13
'Total includes 22%of the food and beverage service charge and 9.25%sales tax.
1.2 MENU SELECTION: To guarantee optimal execution of your functions,all menu selections must be submitted to the Hotel no later than(10)
days prior to each food and beverage function. All menu items will be confirmed to the Client with Banquet Event Orders that are required to be
approved and signed prior to the event.All final number guarantees are due 3 business days prior to the event.
1.3 CATERING!CONFERENCE SERVICES SUPPORT:
For your meeting and catering functions,you will have the assistance of our Sales Manager,who will work with you throughout the planning of your
program. His/her services include such things as assistance in menu selection and all other general coordination of your meeting needs.
2. GUARANTEE OF ANTICIPATED REVENUE:At least 72 hours(three business days)before your event,you must inform us,in writing,of the exact
number of people who will attend your event. If the Hotel is not advised of the guarantee by the due date,the estimated number of attendees on the
contract will constitute the final guarantee. We will not undertake to serve more than 3%more than this guaranteed minimum.
3. DEPOSITS/TAXES:A deposit of 10%of the estimated dollar value of the event is required when you sign this agreement.In addition to the anticipated
charges set forth in the schedule of events,you agree to pay separately any and all federal,slate,municipal,or other taxes imposed on or applicable
to your event.In the State of CA,service charges and public room rental are subject to a 9.25%tax.If a credit card is to be utilized for any pre-arrival
group deposits,The Hotel requires a credit card authorization form to be filled out at least 30 business days prior to arrival or the function date. 7 days
prior to event,CC#will be authorized for full amount. Upon end of event,the CC#will be charged the payment(applied to the Authorization).
HHC Catering Sales Event Agreement-2005 172222.1;DOC]
4. BILLING:Please complete the attached Credit Card Authorization Form and return the completed form along with the signed contract. Also,please
note that the credit card received will be pre-authorized(or may be charged)for the amount of all estimated charges up to 3 business days prior to the
arrival or event date. Where necessary,the credit card received will be pre-authorized for 10%over the estimated total charges(including food and
beverage)72 hours prior to the event or arrival date.
5. CANCELLATION:Client agrees and understands that in the event of a cancellation or lack of full performance by you,Hotel's actual damages would be
difficult to determine. Therefore,you have agreed to pay reasonable liquidated damages to the Hotel for cancellation or lack of performance as
described in this paragraph.Cancellation damages will be calculated as a percentage of the minimum revenue guarantees(plus applicable taxes)as
listed in this paragraph as of the date of cancellation listed below,
Date of Cancellation Percentage owed
90—30 Days Prior to Meeting/Event 25%
29—10 Days Prior to Meeting/Event 75%
10 or less Days Prior to Meeting/Event 100%
If the event Is held,but the Hotel does not realize the total revenue anticipated from your event,you agree to pay performance damages(plus applicable
taxes). The damages owed will be the amount necessary for the Hotel to receive no less than 75%of each minimum revenue guarantee listed in this
paragraph plus applicable taxes. Additionally,all special considerations agreed upon will be negotiable.
6. OVERTIME:You agree to begin your event promptly at the scheduled start time and agree to have your guests,invitees and other persons vacate the
designated event space at the end time indicated on the final BEO.You further agree to reimburse us for any overtime wage payments or other
expenses incurred by us because of your failure to comply with these regulations.
7. GRATUITY&SERVICE CHARGE: 22%of the food and beverage total,room rental,audiovisual,labor,and all miscellaneous charges, plus any
applicable state or local tax,will be added to your account as a service charge.This service charge is not a gratuity and is the hotel's property to cover
the event's discretionary costs.
8.
ree-te-pay ese increased-prises.-Alternative! ,
9. SET UP CHARGES.Should extensive meeting room set-ups or elaborate staging be required,there will be a set-up charge to cover Hotel costs and
additional labor.If equipment is necessary that exceeds Hotel's inventory,then you agree to pay for the cost of renting this additional equipment.You
agree to indemnify us for any damage caused to any Hotel property as a result of drayage related to your event,whether caused by you,your agents,
employees,contractors,or agents.
10. OUTSIDE FOOD AND BEVERAGE:You may not bring outside food and/or alcoholic beverages into meeting or public spaces of the hotel.
11. DISPLAYS AND DECORATIONS;YOUR PROPERTY:We are not responsible for any loss or damage to property belonging to you or your attendees
and do not maintain insurance covering it.All displays and/or decorations will be subject to our prior written approval,and we reserve the right to contract
and charge for Hotel staff to provide the labor for any installations or removals of such.
12. PARKING:Complimentary hotel self-parking is available for all meeting attendees.
13. SECURITY:If required,in our sole judgment,in order to maintain adequate security measures in 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 prior approval.Such security personnel may not carry weapons.
14. CONDUCT OF EVENT:You agree to comply with all applicable federal,state, and local laws including health and safety codes and federal anti-
terrorism laws and regulations,and our rules,copies of which are available from the Hotel's sales department.You agree to cooperate with Hotel and
any relevant govemmental authority to ensure compliance with such laws.For the safety of persons and property,no fireworks or incendiary devices
may be used indoors at the Hotel.You assume full responsibility for the conduct of all persons in attendance at your event and for any damage done
to any part of our premises during the time of your event.Should you require any rigging services for this event,all such services must be arranged
through the in-house AV provider,or the Hotel and you will be responsible for all costs associated therewith?
15. INDEMNIFICATION:To the extent permitted by law,you agree to protect,indemnify,defend and hold harmless the Hotel,Hilton,and the Owner,and
AZS their respective employees and agents against all claims,losses or damages to persons or property,governmental charges or fines,and costs(including
arising out of or connected with your function,except those claims arising out of the sale-negligence or willful misconduct
of the Hotel,You represent and warrant that your activities conducted at the Hotel and in connection with the function shall not infringe the patent,
copyright or trademark rights or violate rights of privacy or publicity of any third party.
16. FIRE SAFETY:All room sets must be In compliance with the local Fire Department regulations pertaining to occupancy load,mandatory aisles and
ceiling clearance and fire exits.Any event,which has vehicle displays,fog machines,fueled cooking demonstrations;laser,exhibits(including tabletop)
or extensive productions with staging and props must have a certified permit from the local Fire Marshall.All associated fees for permits,floor plan
approval and stand-by fire watch are your responsibility and final approved copies must be received at least three days prior to the event.
17. 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 that
you will furnish to us a list of any auxiliary aids needed by your attendees in meeting or function space at least two weeks prior to your event.You agree
to pay all charges associated with the provision of such aids by the Hotel.
18. DELIVERIES:Arrangements for delivery of packages should be made through the catering office.Receiving,handling,and shipping charges may
apply.No COD packages will be accepted.The Hotel policies on safe package handling are based on advice from the United States Postal Service
(USPS)and the federal Centers for Disease Control and Prevention(CDC).
19. PROMOTIONAL CONSIDERATIONS:We have the right to review and approve any advertisements or promotional materials in connection with your
function which specifically reference the Hilton name or logo, Hilton does not offer or accept any terms or conditions which provide commissions,
rebates,Hilton Honors points,or other forms of compensation related to revenue for food,beverage,room,or equipment rental.
20. COMPLIANCE WITH LAWS.You agree to comply with all applicable federal,state,and local laws,including health and safety codes and federal anti-
terrorism laws and regulations.You agree to cooperate with Hotel and any relevant governmental authority to ensure compliance with such laws.You
represent,warrant and agree that you are currently,and at the time of the event which is the subject of this contract will be,in compliance with all
applicable local,slate,federal regulations or laws,including but not limited to,all provisions of the Patriot Act and regulations or requests of the U.S.
Department of Homeland Security and the Office of Foreign Assets Control in the U.S.Department of the Treasury.
2
HI-IC Catering Sales Event Agreement-2005[72222,1;OOCj
2-1. CALLECTIO t-Iathe-eveatthat-any-dispute-arises-ia rarising-out of this-contractrthe
prevailing-party-in.-any-arbitrationis
he-idote e-under-hisagreement;
arts.
2r2. A rtiesagree-that subjecttathe-exclusion intellect
'loan-Arbitration Associa
located,-er4he-closest-available location_provided;however,a-dispute-relating to-patents,trademarks,trade--dress,-copyrights-trade-secrets,-false
ation un ea s-shall-not-b
furtheritration-proceeding they mayso duct-reasonabl itration-rules hook-the l state-in
which-the-Hotel is ocated--wiltbe-Ihe-governing-lawraad-nay-arbitration-award-wiltbe-enforceable-irt-sfate-or-federal-court,
23. AMENDMENTS/CHANGES:The parties agree that any amendments or changes to the arrangements described in this contract must be made in
writing,signed by both you and us,provided,however, that this contract includes all signed or unsigned banquet event orders(and the terms and
conditions contained therein and attached thereto)issued by us for this and related events.
24. INSURANCE:You agree,if requested by us,to obtain and keep in force,during the term of its occupancy and use of our premises for your event,
policies of general liability insurance,specifically referring to and including the contractual liability referred to herein,premises-operations,broad form
property damage, independent contractors coverage, and personal injury liability with limits of $1,000,000.00 with such responsible insurance
companies satisfactory to us; and, if applicable, worker's compensation insurance to statutory limits, employer's liability insurance with limits of
$100,000.00 and automobile liability insurance covering all owned,non-owned and hired vehicles with limits satisfactory to us.You agree to include
Hotel,Hilton,and Owner in such policies as additional insured there under.Your insurance will be considered primary of any similar insurance carried
by us.You agree to deliver to us at least three(3)days prior to your event copies of certificates of insurance for each policy required by us.
25. FORCE MAJEURE:Neither party shall be responsible for failure to perform this contract if circumstances beyond their control,including,but not limited
to;acts of God,shortage of commodities or supplies to be furnished by the Hotel,governmental authority,or war in the United States make it illegal or
impossible for the Hotel to hold the event.
26. ACCEPTANCE: All of the above facilities and services are being held on a first-option tentative basis until Monday,November 4,2024. After this
date,all contractual items noted herein shall be null and void unless notified in writing by City of Santa Ana of a delay with the subsequent acceptance
of the delay by the hotel.
The undersigned are authorized to sign and enter into this contract.
ACCEPTED AND AGREED TO
By: See Attached Signature Page By: ////s/2QQy
ZCC?
Minh Thai Date asha Shawka Date
City of Santa Ana Sales Manager
DoubleTree by Hilton Orange County Airport
3
HHC Catering Sales Event Agreement-2005[72222.1;DOC]
SIGNATURE PAGE FOR FACILITY USE RENTAL AGREEMENT
IN WITNESS WHEREOF,the parties hereto have executed this Agreement the date and year first
above written.
ATTEST: CITY OF SANTA ANA
Pi
] IFER H LL ALVARO NUNEZ
Cit =- 1 City Manager
APPROVED AS TO FORM
SONIA R. CARVALHO
City Attorney
/.,/-.!
By: /
MELISSA CROSTHWAITE
Senior Assistant City Attorney
RECOMMENDED FOR APPROVAL
MINH THAI
Executive Director
Planning and Building Agency
Hutton Centre Dr.
Newport Room
F- _
, o
oU)
U
Interpreters Table Sign-In Table
I
2
f0
O/
co
t0
C
C
Q1 N
on
ai 2
O °
4 o
Ct
o
.E o ♦ ♦
•
Ii-
N i o � • 4 4
L)c� ® ® I
• • ®
• • • • zz
cz
cis 1)
cn I ® 0
o 4
G � • ® 1.011
• II
wi 03
v •
vs
S .
0
amei Jopaload
uaaan uMOa-doJa
uzooH 1uf W'I
nnai\apisa)1e1
Villareal, Francine
From: RMD
Sent: Monday, November 4,2024 4:51 PM
To: Villareal, Francine;RMD
Subject: RE: Insurance Request+ COSA Certificate of Coverage(Double Tree by Hilton Facility Rental Agreement)
Hello Francine,
No insurance requirements.
Thank you,
LutbaNajerad Senior Risk Management Analyst
City of Santa Ana I Human Resources Department
n 20 Civic Center Plaza I Santa Ana, CA 92701
I It
ii ;!II::
k Office: 714-647-6959
SANTA ANA Email: Inaierat7a.santa-ana.orci
City Hall hours are 8 a.m.to 5 p.m.Monday through Thursday,and 8:00 a.m.to 5:00 p.m.every other Friday. Click here for a list of observed holidays
and Friday closure dates.
The mySantaAna mobile app puts the power of the Santa Ana city government in the palm of your hand!The free app allows residents to
quickly and easily report issues to the City, access City services, and find news and events. It is available to download from the Apple Apo
Store and on Google Play.
Click here to report an issue directly from the City website.
From:Villareal, Francine<FVillareal@santa-ana.org>
Sent: Monday, November 4, 2024 4:31 PM
To: RMD<rmd@santa-ana.org>
Subject: RE: Insurance Request+COSA Certificate of Coverage(Double Tree by Hilton Facility Rental Agreement)
Received,thank you, Luisa. Additionally, please confirm if there are any City/RMD Insurance Requirements for the
Agreement CAO will execute. The City Attorney's office requires confirmation in writing from RMD.
,.:.,•.".,., Francine R.Villareal
,` Senior Management Anal st I Administrative Services Division
,..,,,,-;,A- City of Santa Ana I Planning and Building Agency
n1 ,p` ' 20 Civic Center Plaza I Santa Ana,CA 92701
_I',, -`'
. (714)667-2717 I FVillareal@santa-ana.org
..bide 'ii; Ada:
From: RMD<rmd@santa-ana.org>
Sent: Monday, November 4, 2024 4:16 PM
To:Villareal, Francine<FVillareal@santa-ana.org>; RMD<rmd@santa-ana.org>
Subject: RE: Insurance Request+COSA Certificate of Coverage (Double Tree by Hilton Facility Rental Agreement)
Hi Francine,
1
Please see the attached letter of coverage.
Thank you,
LuiiscvNctje+wJ Senior Risk Management Analyst
City of Santa Ana I Human Resources Department
fl
20 Civic Center Plaza I Santa Ana, CA 92701
Office: 714-647-6959
SANTA ANA Email: Inaiera a(�santa-ana.orq
City Hall hours are 8 a.m.to 5 p.m.Monday through Thursday,and 8:00 a.m.to 5:00 p.m.every other Friday. Click here for a list of observed holidays
and Friday closure dates.
The mySantaAna mobile app puts the power of the Santa Ana city government in the palm of your hand!The free app allows residents to
quickly and easily report issues to the City, access City services, and find news and events. It is available to download from the Apple App
Store and on Google Play.
Click here to report an issue directly from the City website.
From:Villareal, Francine<FVillareal@santa-ana.org>
Sent: Monday, November 4, 2024 3:33 PM
To: RMD<rmd@santa-ana.org>
Subject: RE: Insurance Request+COSA Certificate of Coverage (Double Tree by Hilton Facility Rental Agreement)
Hi Luisa,
I spoke with our Senior Planner who corresponded with the DoubleTree. We do not know if Rasha is Male/Female. Can we
proceed with "Dear Rasha Shawkat"?
Thank you,
Francine FL Villareal
Senior Management Analyst I Administrative Services Division
City of Santa Ana I Planning and Building Agency
v=F 20 Civic Center Plaza I Santa Ana,CA 92701
„, *-''S - (714)667-2717 I FVillarealPsanta-ana.org
From: RMD<rmd@santa-ana.org>
Sent: Monday, November 4, 2024 10:54 AM
To:Villareal, Francine<FVillareal@santa-ana.org>
Subject: RE: Insurance Request+COSA Certificate of Coverage (Double Tree by Hilton Facility Rental Agreement)
Hello Francine,
RMD provides a letter of coverage for our insurance programs. I'm preparing the letter now but please let me know if
Rasha Shawkat is a male or female, I want to address the letter properly.
Thank you,
2
Luu�a.NajerciI Senior Risk Management Analyst
City of Santa Ana I Human Resources Department
r
20 Civic Center Plaza I Santa Ana, CA 92701
t n l' if- Office: 714-647-6959
SANTA ANA Email: Inaiera( santa-ana.orq
City Hall hours are 8 a.m.to 5 p.m.Monday through Thursday,and 8:00 a.m.to 5:00 p.m.every other Friday. Click here for a list of observed holidays
and Friday closure dates.
The mySantaAna mobile app puts the power of the Santa Ana city government in the palm of your hand!The free app allows residents to
quickly and easily report issues to the City, access City services, and find news and events. It is available to download from the Apple App
Store and on G000le Play.
Click here to report an issue directly from the City website.
From:Villareal, Francine<FVillareal@santa-ana.org>
Sent: Friday, November 1, 2024 4:47 PM
To: RMD<rmd@santa-ana.org>
Subject: Insurance Request+COSA Certificate of Coverage(Double Tree by Hilton Facility Rental Agreement)
Department: Planning and Building Agency
Department Contact/ Francine Villareal
Project Manager Name:
Direct Phone Number: X2717
ContractorNendor Name: Doubletree by Hilton Hotel Santa Ana-Orange County Airport
7 Hutton Centre Dr
Santa Ana, CA 92707
Brief description of I am preparing the Facility Use Rental Agreement with the Doubletree
services: by Hilton Hotel.
Request:
1. Please review and reply if there are any City/RMD Insurance
Requirements.
2. Produce ICRMA Liability Certificate of Coverage, Additional
Covered Party Certificate
Community Meeting Event on Monday, November 18, 2024
Invoice/Fee Total: $1,800
Recent/Similar Facility Use Agreements with Doubletree:
N-2024-133
3
MAYOR CITY MANAGER
Valerie Amezcua •;�;, Alvaro Nunez
MAYOR PRO TEM CITY ATTORNEY
Thai Viet Phan = -- Sonia R.Carvalho
COUNCILMEMBERS CITY CLERK
Phl Bacerra I+`'��V'"' Jennifer L.Hall
Johnathan RyanHemandez �:.,u..
Jessie Lopez open � r
David Penaloza
Benjamin
Vazquez
CITY OF SANTA ANA
HUMAN RESOURCES DEPARTMENT
20 Civic Center Plaza•P.O.Box 1988
Santa Ana,California 92702
www.santa-ana.orq
November 4,2024
Rasha Shawkat
Doubletree by Hilton—Orange County Airport
7 Hutton Centre Drive
Santa Ana,CA 92707
Re:City of Santa Ana Insurance Program
Dear Rasha Shawkat
The City of Santa Ana("City") is self-insured for claims up to$2 Million.City is a member of Independent
Cities Risk Management Authority (ICRMA) and purchases excess coverage from $2 million upwards
through ICRMA,excess insurers and re-insurers,which includes auto liability coverage.
The City is permissively self-insured for workers' compensation up to $2 Million. The City, through
ICRMA,purchases excess statutory coverage through Safety National above $2 million.
The City is also a member of ICRMA's Property Insurance Program. Current property insurance is $250
million per occurrence for"All Risk"coverage.
Should you have any questions concerning the City of Santa Ana's insurance program, please contact
the Risk Management Division at(714) 647-5470.
Sincerely,
Aarti Kaushal
Risk Manager
SANTA ANA CITY COUNCIL
Valerie Amezcua Thai Viet Phan Benjamin Vazquez Jessie Lopez Phil Bacerra Johnathan Ryan Hernandez David Penaloza
Mayor Mayor Pro Tern,Ward 1 Ward 2 Ward 3 Ward 4 Ward 5 Ward 6
vamezcuacatoantaana.orq loharhSsanta-ana,orq pvazouezWsanla-ana.orq jessielppezrasanta-ana.orq pbacerraesantaana.org jryanhemandezWsanta-ana.orq dpenaloza(aU2santa-ana.orq
The City of Santa Ana
SANTA .NA City Manager's Office
In partnership with
OF SANTA
•".o ti9 CITY OF SANTA ANA
1,0
SANTA ANA
�G G
,�0 PLANNING AND CHAMBER OF
BUILDING AGENCY COMMERCE
EVELOP
Cordially Invite You to Join Santa Ana
Zoning Code Update Business Community Workshops
SUPERMARKET 1.
SALE II c SALE
% [ „IL,. I / Ain •
I I / I I
The City of Santa Ana has initiated a comprehensive update to its Zoning Code
to realize the community-based vision adopted in the City's General Plan. The
Zoning Code is a set of regulations that define how land can be developed and
used. These regulations create neighborhoods and districts that meet
community needs and provide places for businesses to thrive.
Share your thoughts and learn more about how the Zoning Code Update
may relate to your business such as entitlement permits for establishing
new businesses, permitted activities, zoning restrictions, operational
conditions, and code enforcement. Your voice is key!
RSVP HERE
Monday, November 18 I 8:30 - 10:00 a.m.
• •
DoubleTree by Hilton Orange County Airport 0 0;.
7 Hutton Centre Dr., Santa Ana, CA 92707 - •' •� •
Thursday, November 21 1 5:00 - 6:30 p.m. 0 •
Bowers Museum, 2002 N Main St., 0 : Lam•
Santa Ana, CA 92706 bit.ly/SAZCU BusinessWorkshops
For more information contact: Siri Champion at SChampion@santa-ana.org