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Home My WebLink AboutCC Resolution 13952 (Great Race)RESOLUTION NO. 13952 RESOLUTION AUTHORIZING A CONTRACT AGREEMENT BETWEEN COKER TIRE COMPANY AND THE CITY OF SAN RAFAEL TO SPONSOR THE START OF THE 2016 GREAT RACE ON SATURDAY, JUNE 18TH, 2016 (NOT TO EXCEED $25,000). THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows: The CITY MANAGER and CITY CLERK are authorized to execute, on behalf of the City of San Rafael, an agreement for services with the Coker Tire Company (The Great Race) to appoint the City of San Rafael as the Official Start City for the 2016 Great Race in an amount not to exceed $25,000, in a form to be approved by the City Attorney, that incorporates The Great Race 2016 Overnight City Host Agreement attached hereto as Exhibit A; and I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City held on Monday the fifteenth day of June, 2015, by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Gamblin, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: Colin ESTHER C. BEIRNE, City Clerk THE GREAT DACE 2016 OVERNIGHT CITY HOST AGREEMENT This agreement is between Coker Tire Company, a Tennessee corporation dba Great Race (hereinafter "GREAT RACE'j, and San Rafael, Calif., (hereinafter "CITY STOP'S in regard to "CITY STOP" sponsoring the Grand Start promotion of the 2016 Great Race (hereinafter "GR'� and related festivities in SAN RAFAEL (name of city), on Saturday, June 18, 2016. A. "GREAT RACE" and "City Stop" Agree to the Following: 1. the name of the event is the Hemmings Motor News Great Race presented by Hagerty. The official start City is San Rafael, Calif., and the official finish city is Moline, III. "CITY STOP" further agrees this wording and corresponding logos as provided and/or approved by "GREAT RACE" will be used by "CITY STOP" in promoting and advertising the event. "GREAT RACE" reserves the right to incorporate the name of a title sponsor into the event name. "CITY STOP" agrees to use the event name at the request of "GREAT RACE". 2. any duplication of the event logo and the name of the event must be approved by "GREAT RACE" in writing prior to use. 3. this Agreement is not assignable by either of the parties hereto without the prior written consent of the other party. B. "CITY STOP" AGREES TO: 1. provide the Grand Start promotion for all "GREAT RACE" staff and participants on Saturday, June 18, 2016. Number of "GREAT RACE" attendees will not exceed 450. "GREAT RACE" retains the right of final approval for the location and activities of the promotion. 2. submit all media and promotional materials to "GREAT RACE" pertaining to "GR" for approval in writing prior to use. Overnight Stop City Host Agreement Page 2 of 5 3. local event sponsorship and signage will not include alcohol, tobacco and/or sponsors which conflict with "GR" sponsors. "CITY STOP" will secure approval in writing from "GREAT RACE" for host event sponsorship and signage. Pouring rights which are not advertised or recognized as a sponsor are allowed and do not violate this provision. 4. secure approval of local sponsors in writing by "GREAT RACE" prior to their signing. 5. event venue must be approved by "GREAT RACE." 6. pay "GREAT RACE" a partnership fee of $25,000 (first payment of $12,500 due Jan. 15, 2016; second payment of $12,500 due May 1, 2016). It is understood that the CITY STOP is solely responsible for paying the fee and that the CITY STOP is not responsible for raising any funds. 7. obtain written approval from "GREAT RACE" for all planned festivities which relate to "GR" and its participants. Said approval will not be withheld in an unreasonable or untimely manner. 8. promote "GR" as the major attraction of any and all scheduled festivities on Saturday, June 18, 2016. 9. provide a color guard and national anthem singer for the race ceremony prior to first car's departure. 10. provide the event venue, the equivalent of three city blocks on a secured; hard surface area, preferably in one continuous area. Provide necessary street closures; process and pay any relevant street or city permits; and provide traffic control for the designated Grand Start location and event venue on the day of Saturday, June 18, 2016. Traffic control by local police, if necessary, will be provided during the 3 -hour time period of the Great Race event. 11. "GREAT RACE" will make available to "CITY STOP" videotape and photographic material for use in promotional and marketing tools by "CITY STOP". "GREAT RACE" retains the right of approval of any materials containing "GREAT RACE" images. Said approval will not be withheld in an unreasonable or untimely manner. "CITY STOP" may use its own photographer for "GR". 12. provide contact names, addresses, phone and e-mail and arrange meetings for "GREAT RACE" promotional solicitation of local media, which includes primary newspapers, local radio stations, and television affiliates. 13. distribute "GREAT RACE" supplied event posters at appropriate local businesses and locations. Overnight Stop City Host Agreement Page 3 of 5 14. distribute media releases to local media and provide assistance in developing media coverage using local interest angles. "CITY STOP" will perform this function at the direction of "GREAT RACE". 15. provide artwork for a full-page color ad in the 2016 edition of the Great Race Souvenir Program no later than April 1, 2016. If artwork is not received by that date, "GREAT RACE" will not guarantee publication of "CITY STOP's" ad. 16. provide a maximum of 450 dinners for "GREAT RACE" staff and event participants. All "GREAT RACE" staff and event participants are identified by event badges. 17. require all venue and food & beverage vendors to provide a Certificate of Liability to GREAT RACE with coverage minimums listed below showing "Coker Tire dba Great Race" as an additionally insured. 18. indemnify, hold harmless and defend "GREAT RACE" and its or their directors, officers, employees, agents, affiliates, principals, partners, members, sponsors and shareholders from any and all losses, damages, claims, expenses, and liabilities of any kind arising out of or resulting from any act, omission or negligence of "CITY STOP", its agents and employees, relating an event conducted in whole or in part by "CITY STOP" and not caused by the act, omission or negligence of any person seeking indemnification from "CITY STOP" under the terms of this paragraph. 19. The City will help coordinate the Great Race movie being shown on Wednesday night, June 15, 2016, at the local theater. 20. The City will set up tours of local vineyards for the participants sometime during the week of June 13-17. 21. The City will work to set up tours of private automobile museums in the area during the week of June 13-17. 22. The City will try to provide 1 bottle of area wine at the 2015 Great Race finish banquet to promote the 2016 start in San Rafael. 23. The City will work with the Sonoma Raceway to provide Great Race cars access for laps around the track during the week of June 13-17. 24. The City will work with Great Race to help secure the Peacock Gap Golf Club for the opening banquet on Thursday, June 16, or Friday, June 17. 25. The City will provide information to participants about San Francisco Bay area tours. Overnight Stop City Host Agreement Page 4 of 5 C. IN CONSIDERATION FOR THE ABOVE, ""GREAT RACE" WILL: 1. organize and conduct the 2016 Great Race, which will start in San Rafael, Calif., on Saturday, June 18, 2016 and finish in Moline, III., on Sunday, June 26, 2016. 2. conduct activities for the Saturday, June 18, 2016, Grand Start in "CITY STOP" 3. identify "CITY STOP", as the Grand Start in the "GR" venue list and www.greatrace.com website, and include "CITY STOP", in the 2016 "GREAT RACE" in-house publicity campaign. 4. erect a secondary hitchhiker banner measuring 3 feet tall x 17.5 feet wide attached below the main banner on the Start Gate. "GR" will supply the banner. 5. provide a choreographed show in the Start Gate immediately prior to the Grand Start of race cars on Saturday, June 18, 2016. 6. provide VIP recognition and photo/speaking opportunities for up to 7 local sponsors and officials during ceremonial medallion presentation in the Start Gate as part of choreographed show. 7. provide a static display of event vehicles accessible to the public in the event venue on Saturday, June 18, 2016. 8. identify "CITY STOP", as the Grand Start location on 2016 Great Race printed materials including but not limited to: selected event merchandise, national press releases and media materials, monthly email blasts to competitors and media, mentions from Great Race radio promotion partners, inclusion in the television show and in ads national magazines published by Hemmings Motor News. 9. allow "CITY STOP" non -conflicting signage rights in the event venue exclusive of the Start Gate area; allow "CITY STOP" sampling and/or sales rights in the pit area. The space required for this must be in addition to the required space of the event venue. "GREAT RACE" will conduct sales of Great Race Souvenir Programs and event merchandise in the venue. 10. provide "CITY STOP" with a copy of the event liability insurance policy carried by "GREAT RACE". 11. indemnify, hold harmless and defend "CITY STOP" and its or their directors, officers, employees, agents, affiliates, principals, partners, members, sponsors and shareholders from any and all losses, damages, claims, expenses, and liabilities of any kind arising out of or resulting from any act, omission or negligence of "GREAT RACE", its agents and employees, relating an event conducted in whole or in part by "GREAT RACE" and not caused by the act, omission or negligence of any person seeking indemnification from "GREAT RACE" under the terms of this paragraph. 4 Overnight Stop City Host Agreement Page 5 of 5 12. cooperate fully with "CITY STOP" and use its best efforts in promoting and publicizing the Grand Start promotion and related festivities of "GR" in City Stop 13. provide one full-page color ad in the 2016 edition of the Great Race Souvenir Program. If artwork for the ad is not received by April 1, 2016, "GREAT RACE" will not guarantee publication of "CITY STOP's" ad. 14. provide the Great Race movie vehicles the Leslie Special and the Hannibal 8 to be parked at a local theater for the movie showing on Wednesday night, June 15, 2016 For City Stop: i,_L Name `/ Title 0o, \� Date' For GREAT RACE: Jeff...... ....�'. Stumb... v ` Date Director