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NORTHWEST RITINIE (,ENTEP
FACILITY RENTAL AGREEMENT
The Northwest Maritime Center (hereafter NWMC) agrees to make
the Maritime Meeting Room and Microphone (hereafter Venue)
available to Jefferson County Commissioners (hereafter Renter) on
Friday, November 2, 2018 from 1:30 pm to _5:30 pm_.
The name of the event is Office Meeting . For the purpose of complying with the City of Port
Townsend's parking guidelines, the actual event begins at: 2:00 pm .
The rental rate for said event is $715 (includes discount).
A. Fees & Cancellation Policy
1) A reservation fee equivalent to 50% of venue rental fee is required to secure the date. Calendar
date will not be held without deposit, beyond 21 days of initial booking. This fee will be applied
towards total rental fee.
2) Renter must provide a valid VISA or MasterCard credit card number. A pro -rated extra -hours
charge of $200/hour will be charged to Renter's credit card if Renter does not vacate the Venue
by the designated end -time indicated above.
3) In addition to the rental fee, Renter agrees to be responsible for a cleaning deposit of $250.
Cleaning deposit must be written on a separate check. If no cleaning fees are assessed at the
end of Renter's event, the cleaning deposit will be refunded within 30 days.
4) The balance and cleaning deposit are due 60 days before the event,
i.e., as soon as possible
5) Renter forfeits 50% of payment if reservation is cancelled 60 days prior to event.
6) Renter forfeits entire payment if reservation is cancelled less than 60 days prior to event.
7) The above rental fee provides Renter access to the room(s) listed above and the use of the
following:
4�.
a. 18 5 -foot round tables (actual number depends on availability)
b. 16 2' x 6' rectangular tables (actual number depends on availability)
c. 200 chairs (actual number depends on availability)
d. Projection screen
e. An A/V package (digital projector, wireless microphones, lapel microphones, hearing impaired
listening devices and audio -video control center) is available to rent at $200., subject to
availability.
B. General Conditions of Use:
1. NWMC is responsible for setting up tables, chairs and AN equipment and, at the end of the
event, for taking them down, unless otherwise indicated on this agreement. NWMC shall not be
responsible for putting up decorations, linens or table arrangements, or any items related to
Renter's event.
2. The NWMC may at times have exhibits both in the Tretter Gallery and the main meeting room.
Renter agrees that such exhibits may be on display during Renter's event, and that such exhibits
may not be moved or taken down.
3. No decorations may be hung from any of the sprinkler pipes or air ducts or in any manner not
consistent with this agreement's General Conditions of Use.
4. Smoking is not permitted in the buildings and within 25 feet of entrances, exits, windows that
open, and ventilation intakes that serve enclosed areas where smoking is prohibited. This is
Washington State Law.
5. Animals within the facilities: Service animals only may be permitted indoors.
6. Lit tea lights in hurricane jars or similar containers are permitted. Candlesticks are NOT permitted.
Fireworks are never permitted anywhere on NWMC campus.
7. No fasteners or nails of any kind may be used on any of the walls. For hanging artworks and
other decorations, the meeting rooms and the adjacent gallery/reception area are fitted with
picture rails that use S -hooks. Renters are responsible for bringing their own hooks.
8. All trash and recycling must be placed in designated trash bins, which will be provided by NWMC.
(D 33-rs AME T MTii"Ai" CENTEP
9. Renter agrees that all persons involved with Renter's event must vacate venue and all other
areas that need to be locked up at end time indicated above. Renter and Renter's guests are
welcome to linger on the decks and commons, which are open to the public.
10. NWMC will, in cases of personal items lost by Renter or Renter's guests and found by
NWMC, endeavor to put aside such items, which may be claimed by Renter or a representative
by contacting 360.385.3628 x104. Party decorations and related paraphernalia left behind by
Renter without prior arrangement with NWMC shall be disposed of by NWMC as it deems fit.
11. Renter may NOT drop off decorations or other event -related items at NWMC prior to Renter's
event, and not without prior approval from and arrangements with NWMC.
12. NWMC reserves the right to take photographs of Renter's event for NWMC use. It is Renter's
responsibility to notify official photographers of this arrangement with NWMC.
13. Tretter Gallery (reception area)
a. Renters may use the gallery/reception area. It is, however, a public space, and therefore may
not be closed off in any manner when the building is open to the public, including Saturdays
from 9:00 AM to 5:00 PM.
b. NWMC display items, furnishings, etc. located in the gallery/reception area are not to be
moved or removed.
C. Decks & First Federal Commons: The Commons may be rented for special events, provided that no
part of it is enclosed such that public access to the shoreline or the pier is restricted. Temporary
closure of public access spaces is limited to NWMC/WBF events.
1. The charge for the use of the Commons is $210 for weekday use, and $475 for weekend and
holiday use. Extended after hours use is an additional $50/hour.
2. Renter acknowledges that the First Federal Commons is available to rent on an as -is basis. This
means that there may be dinghies, sailboats and other program -related objects on display or in
storage at the time of Renter's event. Renter may move such objects out of the way, provided
that same items are returned to their original location at the end of the event.
D. Signs & Advertising: Renter shall not place or suffer to be placed or maintained on the exterior of
NWMC real property any sign, advertising matter or other thing of any kind, without first obtaining the
NORT Hi hfJ_:ST MAP I TINT i_:JN I _E
written consent of the NWMC, which may be withheld for any reason whatsoever. The NWMC hereby
grants permission to Renter to include the NWMC on Renter's maps prepared by Renter solely for
the purpose of directional information. Renter shall not promote the NWMC in any other marketing
materials without the prior express written consent of the NWMC, which consent may be withheld for
any reason whatsoever.
E. Parking Policies for Special Events, Conferences, and Weddings
1. Special events, conferences, and weddings are not required to fill out a Parking Management
Form for use of the Center's facilities between October 1 and May 30. However, all lessees of the
facility during this period are required to sign a Dos and Don'ts Parking Agreement as a condition
of their facility rental.
2. Special events, conferences, and weddings that occur during peak season, but after 5:30 p.m.
are not required to fill out a Parking Management Form. However, all lessees of the facility during
this period are required to sign a Do's and Don'ts Parking Agreement as a condition of their
facility rental.
3. For events, conferences or weddings that would generate less than 25 cars at any one time
during peak season, no special parking management efforts are required. However all lessees
will sign a Dos and Don'ts Parking Agreement as a condition of their facility rental and make
available the Dos and Don'ts parking flyer available to all of their attendees or guests.
4. For events, conferences or weddings that would generate more than 25 cars at any one time
during peak season, special parking management efforts are required. These efforts will include:
a. Completion of the Parking Management Form and associated parking fee based on the
estimated off-site parking calculation
b. Notifying all attendees and/or guests that parking is limited and carpooling is requested
c. Notifying all attendees and/or guests that on -street parking is not allowed onJ street right-of-
ways adjacent to the NWMC►
d. Drop-off/pick-up parking is located at the end of Water Street for quick drop-offs and pick-ups
or in the designated 15 -minute parking space in front of the Heritage & Resource Building
e. That parking is restricted to remote lots, which require a 5 -minute walk to the Center facilities
or a public bus ride from the Jefferson Transit Park & Ride lot near Safeway, located one mile
from the Center
f. Provide all attendees and/or guests a map of the location of the off-site parking area and
Jefferson Transit Park & Ride lot
5. For events, conferences or weddings that would generate more than 50 vehicles, event signage
parking is required directing patrons to the designated parking area and a parking area attendant
(hired by the NWMC and paid for by the lessee) must be located at the entrance of the parking
area one hour before the event and stay for one hour after the event commences (total of 2
hours).
F. Food & Alcohol
1. Any public event must contact Jefferson County Public Health for a food service permit. A copy of
the temporary food service permit must be submitted to NWMC prior to use of catering kitchen. If
using a licensed caterer, than a temporary food service permit is not required.
2. The serving of alcohol must comply with the Washington State Liquor Control Board regulations.
Renter is responsible for securing either a Banquet Permit or Special Occasion License in this
regard, and must submit copies thereof to NWMC.
3. Renters may supply their own food and beverage. Such self -catered events may not utilize the
catering kitchen without the payment of a $350 cleaning fee. Self-catering renters must take back
with them all trash and recycling at the end of their event.
4. Renter or Renter's caterer agrees to complete and execute a Catering Kitchen Cleaning
Checklist.
5. The following may not be utilized at any time, whether event is catered professionally or is self -
catered:
a. Plug-in cooking appliances (crock pots, electric burners, toasters, etc.)
b. Charcoal grills and camp stoves
c. If any outdoor cooking is permitted by NWMC, Renter is responsible for ensuring that walls,
decks and other flooring are protected from grease stains or any other damage. Renter
F 3 T H WEE,5T M A R ! TiN4 E (..ENfi Lid
assumes responsibility for damage repair or cleaning cost that results from Renter's outdoor
cooking. Specific locations are designated for setting up a BBQ on the First Federal
Commons.
G. Cleanup Requirements:
1. Immediately following Renter's event, Renter shall at their own expense:
a. Remove all equipment, musical instruments, supplies, decorations and other personal
property from the NWMC.
b. Surrender the premises, including the kitchen if utilized, broom -clean and in as good condition
as they were at the commencement of the rental period.
2. Any additional cleaning that is required by the NWMC shall be billed against Renter's cleaning
deposit. Renter agrees to pay any amounts charged as a result of cleaning and removal of all
personal property.
3. Renter agrees to complete and execute a Venue Cleaning Checklist and Catering Kitchen
checklist, if catering kitchen is utilized.
H. Damage to Premises: In the event that the NWMC, or any portion thereof, is damaged, destroyed or
suffers any casualty or unforeseen occurrence that renders the fulfillment of this Facility Rental
Agreement by the NWMC impossible or impracticable, then the NWMC shall not in any case be held
liable or responsible to Renter or its guests for any damages caused thereby.
I. Reserved Rights: In renting the NWMC, or any portion thereof, the NWMC does not relinquish the
right to control the management thereof or to endorse all necessary and proper rules and regulations
for the management, use, operation or maintenance of the NWMC. NWMC, its employees, agents
and representatives, reserve and shall have absolute right of entry to the NWMC, or any portion
thereof, during the rental period at any time for any purpose. The NWMC further reserves the right to
eject, or have ejected, any objectionable person or persons from the Venue, and upon the
reasonable exercise of this authority. Renter hereby waives any right and all claims for damage
against the NWMC, or any of its employees, agents or representatives.
J. Indemnify, Defend & Hold Harmless: Renter agrees to indemnify, defend and hold harmless the
NWMC for any claims of property damage or personal injury (including death) arising from or in any
way related to its use and occupancy of premises during and in preparation for the above described
No,uHINEST MARITUAE CEINITER
event. This agreement to indemnify, defend and hold harmless extends to claims arising from the
condition of the premises whether visible or latent and also extends to claims which would be
otherwise barred by the State of Washington Workmen's Compensation Statute, RCW Title 51, et
seq., if brought against Renter directly. This indemnification agreement shall not extend to acts of
gross negligence by the NWMC or its agents.
K. Event Insurance: As additional consideration for the Venue being made available for this event,
Renter shall provide at least 48 hours prior to the beginning of the event a written certificate of
insurance evidencing broad form of personal injury, liability and property damage coverage in force
for the term of this event, with limits of at least $1 million per occurrence and $1 million aggregate,
showing the NWMC as an additional named insured for purposes of this event and providing host
liquor liability coverage if the event will include the service or consumption of alcoholic beverages.
Agre b
nter or Au ri d Representative
P
(please sign above printed name)
Date: `01-3,"k5-
Mail
L =" 5 -
Mail to: Northwest Maritime Center
431 Water St.
Port Townsend, WA 98368
OR Email to: kate@nwmaritime.org
Kate Philbrick, Administrative Coordinator
Northwest Maritime Center
Ap roved es to orm/
�. ��' � Date: /t)
Philip C. Hunsucker, Chief Civil Deputy Prosecuting Attorney
Jeifarson County Prosecuting Attorney's Office
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CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UP
ON THE
'IFICATE HOLDER, THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE JOINT SELF INURANCE
[LITY COVERAGE AFFORDED BY THE WASHINGTON COUNTIES RISK POOL
COUNTY:
Coverage Afforded by the:
rerson County, Washington Washington Counties Risk Pool
a: Philip Morley, County Administrator
Box 1220 2558 R W Johnson Rd SW, Suite 106
T
t Townsend, WA 98368 umwatcr, WA 98512-6103
erson County (the "County") is a member of the Washington Counties Risk Pool (the "Pool"), as authorized by RCW 48.62.031,
the County is covered by the Pool's Joint Self -Insurance Liability Program, The Pool's Joint Self -Insurance Liability Program was
.ted by interlocal cooperative agreement amongst the Pool's member counties to share risks b "
jointly, self-insuring" certa
y liabilities. The Pool is NOT an insurance company. Claims that are covered under a Memorandum of Liability Coverage third -
LC') from the Pool and were submitted under Chapter 4.96 RCW ( "Actions against politica! subdivisions, municipal acrd quasi_
!coal corporations") against the County, its employees, officers, volunteers and agents and/or actions in connection with or
lental to the performance of an agreement/contract which the County and/or its offices, employees or volunteers are found to be
for will be paid by the Pool and/or the Countv.
NUMBER:
EFFECTIVE DATE:
EXPIRATION DATE:
CS OF LIABLITY EACH OCCURRENCE
OF LIABILITY
AGE AFFORDED:
Of facilities for various meetings and events
Durgin the NILC Period 10/1/18 - 10/1/19
Yorthwest Maritime Center
1, 2018
1, 2019
General L1ablilty
Including: Bodily Injury
Personal Injury
Property Damage
Elors and OrnissiO Wftofessional
Advertising Injury
A&®aobile Lia hiUty
SHOULD THE ABOVE DESCRIBED MLC BE CANCELLED
BEFORE THE F,XPIRATION DATE THEREOF, THE ISSUER
WILL ENDEAVOR TO PROVIDE THIRTY (30) DAYS WRITTEN
NOTICE TO THE CERTIFICATE HOLDER, BUT FAILURE TO
WAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION NOR
LIABILITY OF ANY KIND UPON THE ISSUER OR ITS AGENTS
)R REPRESENTATIVES,
Assistant
CONTRACT REVIEW FORM
CONTRACT WITH: Northwest Maritime Center
(Contractor)
CONTRACT FOR: Facility Use Agreement for large meeting room TERM: Ends 11/05/18
AMOUNT: Not to Exceed 51,000 PROCESS: Exempt from Bid Process
Consultant Selection Process
Revenue: Cooperative Purchase
Expenditure: Competitive Sealed Bid
Matching Funds Required: Small Works Roster
Source(s) of Matching Funds: vendor List Bid
RFP or RFQ
Step 1: REVIEW 81
Review by:
Date Reviei
APPROVED FORM
Comments:
Step 2: REVIEW BY
Review by:
Date Reviewe
APPROVED AS TO FORM
Comments:
MReturned for revision (See comments)
MReturned for revision (See comments)
Step 3: DEPARTMENT MAKES REVISIONS
Have contractor sign appropriate number of originals.
Step 4: SUBMIT TO PROSECUTING ATTORNEY FOR FINAL SIGN OFF
Step 5: SUBMIT TO BOCC FOR APPROVAL
Submit originals and 9 copies of Contract, Review Form, and Agenda Bill to BOCC Office.
Place "Sign Here" markers on all places the BOCC needs to sign.
MUST be in BOCC Office by 5 p.m. TUESDAY for the following Monday's agenda.
(This form to stay with contract throughout the contract review process.)