Grand River Center Management Contract Renewal_Platinum Hospitaltiy Goup Copyright 2014
City of Dubuque Consent Items # 11.
ITEM TITLE: Grand River Center Management Contract Renewal -
Platinum Hospitality
SUMMARY: City Manager recommending approval of the Grand River
Center Management Agreement Amendment with Platinum
Hospitality Group, LLC.
RESOLUTION Approval of an Amendment to the Facility
Management Agreement between the City of Dubuque,
Iowa and Platinum Hospitality Group, LLC
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Adopt
Resolution(s)
ATTACHMENTS:
Description Type
Grand River Center Management Agreement City Manager Memo
Amendment-MVM Memo
Staff Memo Staff Memo
Agreement Amendment- Platinum Hospitality Supporting Documentation
Resolution Resolutions
Current Management Agreement Supporting Documentation
THE CITY OF Dubuque
UBE I
erica .i
Masterpiece on the Mississippi 2007-2012-2013
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Grand River Center Management Agreement Amendment with
Platinum Hospitality Group, LLC
DATE: March 15, 2016
Leisure Services Manager Marie Ware recommends City Council approval of the Grand
River Center Management Agreement Amendment with Platinum Hospitality Group,
LLC, which extends Platinum Hospitality Group's private management of the Grand
River Center through May 25, 2019. The Agreement can be extended for one additional
three year term if agreeable to both parties.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Micliael C. Van Milligen
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Marie L. Ware, Leisure Services Manager
THE CITY ODubuque II-A
U Bi
E
;111 I.mericaCi i
Masterpiece on the Mississippi 2007-2012-2013
TO: Michael C. Van Milligen, City Manager
FROM: Marie L. Ware, Leisure Services Manager
SUBJECT: Grand River Center Management Agreement Amendment with
Platinum Hospitality Group, LLC
DATE: March 14, 2016
INTRODUCTION
The purpose of this memo is to recommend that the City Council approve the Grand
River Center Management Agreement Amendment with Platinum Hospitality Group,
LLC.
BACKGROUND
On June 4, 2001, the City entered into an agreement for private management of the
Grand River Center with Platinum Hospitality Group, LLC. The agreement was for a
ten-year period commencing six months prior to the date of the opening of the facility.
The Grand River Center opened October 25, 2003. The Agreement date ended April
251 2013. The City Council extended the current agreement to May 25, 2013 as
negotiations for a new agreement continued. A new management agreement was
entered into for a three-year period beginning May 25, 2013. The agreement can be
extended for two (2) additional three (3) year terms if agreeable to both parties.
The agreement was a new agreement that is fully a management agreement. The first
ten-year agreement contained many financial arrangements that were relative to the
building of the Center. Those were replaced by more in-depth management-related
items. The new agreement added reporting requirements, operating standards, facility
maintenance and operation details, accommodation standards, inspections, and a
renewal clause. The City's responsibility per the agreement was 50% of the actual
hotel/motel tax payment on May 1, 2014 as was in the prior agreement, and 25% of the
actual hotel/motel tax on May 1, 20151 25% of the actual hotel/motel tax on May 1,
2016, and 25% of the actual hotel/motel tax on each subsequent May 1 during the term
of any extensions of the agreement thereafter. The City continues to provide for capital
improvements and capital equipment. The City continues to pay 50% of the gas and
electric, plus property, casualty and liability insurance related to the facility. The City
continues to be responsible for exterior improvements to the Center itself.
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DISCUSSION
The Grand River Center continues to be a source of pride for the community. Its iconic
design and placement along the Riverwalk continue to draw events, conferences,
seminars, fundraisers, community functions, church services, weddings, family events
and celebrations and much more.
General Manager Mitzi Yordy reported that in 2015, 297 days of 356 days (81 %) were
booked with events and activities at the Grand River Center. 175,750 total guests were
in attendance with approximately 52,725 from out of town. Using a Convention and
Visitors Bureau calculation of$175 spent per out of town guest, the economic impact is
$9.2 million.
Platinum Hospitality Group, LLC has managed Grand River Center since its opening in
2003. The majority of Platinum staff have been at the Grand River Center since its
opening. This staff has created a stability that retains repeat customers while at the
same time develops new relationships with new customers.
RECOMMENDATION
I respectfully request the City Council extend the relationship with Platinum Hospitality
Group, LLC in the Facility Management Agreement Amendment and adopt the
Resolution.
MLW:et
attachments: Grand River Center Management Agreement May 25, 2013
Amendment to Facility Management Agreement
Resolution
cc Jim Rix, President, Platinum Hospitality Group
Mitzi Yordy, General Manager, Grand River Center
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Preparer: Maureen A. Quann, Esq. Suite 330, Harbor View Place, 300 Main Street, Dubuque, IA 52001 (563) 589-4381
RESOLUTION NO. 107-16
APPROVAL OF AN AMENDMENT TO THE FACILITY MANAGEMENT AGREEMENT
BETWEEN THE CITY OF DUBUQUE, IOWA AND PLATINUM HOSPITALITY
GROUP, LLC
Whereas, Platinum Hospitality Group, LLC (Manager) and the City of Dubuque,
Iowa (City) entered into a Facility Management Agreement (the Agreement) dated the
20th day of May, 2013 for the purpose of Manager performing the management
services for the Grand River Center (Facility) described in that Agreement; and
Whereas, Section 9 of the Agreement states "The term of this Agreement commences
May 26, 2013 and runs for three (3) years, ending on May 25, 2016..."; and
Whereas, Section 4.1 of the Agreement addresses the Hotel Motel Tax payments to be
made over the terms of the Agreement, including any renewals; and
Whereas, Section 10.1 of the Agreement states "After May 25, 2015 this
Agreement may be terminated by either party hereto, without cause, upon six (6)
months written notice to the other party"; and
Whereas, although the deadline for renewal has passed, the parties wish to
renew the Agreement for an additional three (3) year period; and
Whereas, the parties wish to meet on a regular and frequent basis throughoutthe
renewal period; and
Whereas, City and Manager now desire to amend the Facility Management
Agreement.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
Section 1. That the Amendment attached hereto is hereby approved on behalf of
the City of Dubuque.
Section 2. That the Mayor is hereby authorized to execute the Amendment on
behalf of the City of Dubuque.
Attest:
Passed, approved and adopted this 4th day of April, 2016.
Kevin Schirnstahl, .ity'Clerk
Roy D. Buol, Mayor
AMENDMENT
TO
FACILITY MANAGEMENT AGREEMENT
BETWEEN
THE CITY OF DUBUQUE, IOWA
AND
PLATINUM HOSPITALITY GROUP, LLC
This AMENDMENT TO THE FACILITY MANAGEMENT AGREEMENT is dated
for reference purposes the day of J .feh 2016.
Whereas, the City of Dubuque (City) and Platinum Hospitality Group, LLC
(Manager) are parties to a Facility Management Agreement (Agreement) dated for
reference purposes the 20th day of May, 2013; and
Whereas, the parties now desire to amend the Agreement as set forth herein:
1. Section 4.1 is amended to read as follows:
On May 1, 2017 and annually on May 1st including and until May 1, 2019, and if
the Agreement is extended beyond 2019, then on each subsequent May 1 during the
term of any extensions of this Agreement, the City shall contribute to the Manager an
amount (the "Hotel/Motel Amount") equal to twenty-five (25%) of the actual Hotel/Motel
tax generated by the Hotel (adjacent to the Facility) in the previous twelve (12) month
period. Payments owed hereunder shall be pro -rated for any partial years under this
Agreement.
2. Section 9 is amended to read as follows:
TERM. The term of this Agreement commences May 26, 2016 and runs for three
(3) years, ending on May 25, 2019 unless earlier terminated as set forth herein. The
Agreement can be extended for one (1) additional three (3) year term if agreeable to
both parties at least six (6) months prior to the expiration of the Agreement; or any
extensions thereof, and Section 4.1 will be so amended if the options are exercised.
3. Section 10.1 is amended to read as follows:
Termination Without Cause. After May 25, 2018, this Agreement may be
terminated by either party hereto, without cause, upon six (6) months written notice to
the other party.
4. Section 13 is amended to read as follows:
032216maq
13.17 The Leisure Services Director and the Manager's President and CEO will
meet quarterly to discuss the conditions and operations at the Facility. In addition to
these quarterly meetings, the Leisure Services Director's designee and the Manager's
President and CEO's designee will meet at least bi-monthly and more if requested to
discuss the conditions and operations at the Facility.
5. This amendment is subject to the approval of the City Council of the City of
Dubuque, Iowa.
CITY OF DUBUQUE, IOWA
By:
By: (
Kevin -S. Firnstahi; Ci Clerk
Date: 4///
J
PLATINUM HOSPITALITY GROUP, LLC
B
es P. Rix, r anagen
Date: /o%‘
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GRAND RIVER CENTER
FACILITY MANAGEMENT AGREEMENT
This Grand River Center Facility Management Agreement (the "Agreement") is
made and entered into as of this 20th day of May , 2013, by and between
The City of Dubuque, Iowa ("City") and Platinum Hospitality Group, LLC ("Manager").
WHEREAS, City constructed and owns the conference and education center
facility, known as the Grand River Center ("Facility"), located at 500 Bell Street
located in Dubuque, Iowa ; and
WHEREAS, the financial and operational success and maintenance of the
Facility is of the highest importance to the City; and
WHEREAS, the Manager desires the exclusive right and privilege of
managing, operating and marketing the Facility; and
WHEREAS, the Manager is experienced and skilled at providing these
services;
NOW THEREFORE, in consideration of the terms, covenants and conditions
hereinafter contained, the parties agree as follows:
SECTION 1. RETENTION OF MANAGER.
1.1 The City hereby retains the Manager as an independent contractor for the
purpose of performing the management services for the Facility described in this
Agreement. The Facility is the conference and education center facility, parking, and
entire grounds located at 500 Bell Street, and legally described and shown at
Appendix A, attached hereto.
1.2 The Manager agrees to provide the management services for the Facility as
set forth in this Agreement and as approved by the City. The Manager will use its
best efforts to maximize revenues in the marketing, operating and management of
the Facility.
1.3 The City will allow the Manager to operate the Facility according to sound
business practices and industry standards.
1.4 The Manager and the City agree that the City will retain title, ownership and
exclusive control of the Facility. The Manager will not acquire title to, any security
interest in or any rights of any kind in or to the Facility.
SECTION 2. MANAGEMENT RIGHTS. The City grants to the Manager the exclusive
right and license to the following, subject to the terms and conditions contained herein:
051513maq
(1) Operate, manage, market, promote, maintain, and arrange programming
for the Facility;
(2) Provide and sell, and/or sublicense for the provision and sale of, all food,
beverages, souvenirs, merchandise and printed materials at the Facility. The
foregoing includes the exclusive right to provide and sell alcoholic beverages.
(3) Provide all services required for the management, use, maintenance and
operation of the Facility, including, but not limited to, all services and matters
specifically identified in this Agreement, and excluding only those matters
specifically identified in this Agreement as being the responsibilities of the City.
(4) Charge admission to patrons of events held at the Facility and charge for
use of the Facility.
(5) All revenues generated by the Facility will be deposited in the Operating
Account and are subject to the control and direction of the Manager.
SECTION 3. MANAGEMENT RESPONSIBILITIES.
3.1 Except as otherwise provided in this Agreement, all aspects of the management,
use, maintenance and operation of the Facility are the responsibility of the Manager
including, but not limited to the following:
(1) - The Manager must act in accordance with prevailing industry standards to
prevent any nuisance or hazardous activity to occur at, on, about or within the
Facility.
(2) The Manager must take all reasonably necessary action consistent with
industry standards to ensure that employees, performers, vendors, lessees,
subcontractors or any other persons utilizing, occupying or patronizing the
Facility do not engage in any activity that may cause reasonably foreseeable
damage to the Facility or persons at the Facility.
(3) The Manager is solely responsible for safety, security and maintaining
good order within the Facility at all times. The Manager must take and cause all
contractors and subcontractors to take commercially reasonable precautions at
all times for the protection of persons and property within the Facility, including,
but not limited to, instructing, maintaining and supervising safety precautions and
programs in connection with the management, use, occupancy and operation of
the Facility.
(4) The Manager must use commercially reasonable efforts to ensure that its
personnel and all contractors and subcontractors observe and obey laws in
connection with all work performed at or about, or otherwise involving the Facility.
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(5) The Manager may not use or permit to be used any City property other
than for its intended purpose.
(6) The Manager may not use or permit to be used any space in the Facility
for anything other than its intended purpose.
(7) The Manager may not sell sponsorship rights to the Facility or any part of
the Facility. The Manager may not sell advertising to be posted or displayed at,
on or around the Facility. Sponsorship and advertising at the Facility are within
the City's sole discretion and are subject only to the City's approval or denial.
(8) Manager represents and warrants to the City that it will maintain an
efficient, high quality operation at the Facility that is comparable to other similar
conference, convention or education centers.
(9) Manager may not make any material alterations, additions, improvements,
or replacements in or to the Facility without the approval of City. Such approval
will not be unreasonably withheld but is within the City's sole discretion. All
material alterations, additions, improvements, or replacements to the Facility are
the property of City at all times during the Term of this Agreement and upon
termination or any point thereafter.
(10) The Manager must maintain the Facility in as good a condition as when
received, ordinary wear and tear expected.
(11) The Manager must cooperate with the City, consider the City's
recommendations and advice, and manage the facility in accordance with the
terms of this Agreement.
(12) The Manager must comply with all applicable federal, state and local
regulations, ordinances and laws.
(13) The Manager must make parking available for off-site public events when
such events will not conflict with Facility events and Manager may charge a
reasonable rental fee.
(14) The president and general manager of the Manager must return all phone
calls and emails from the City Manager and Leisure Services Manager within
twenty-four (24) hours. The City Manager, or his designee, shall also return all
phone calls and e-mails from the Manager within twenty-four (24) hours.
3.2 The Manager must provide to the City Manager or the City Manager's designee
for review, as specified below, and approval, as specified below, the following
documents related to the management of the Facility, including but not limited to the
following:
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(1) Budget. The Manager must prepare and submit to the City Manager, on
or before November 1 of each year during the term of this Agreement, an annual
operating budget for the Facility listing all projected revenues and operating
expenses by category, broken down by month with explanations and assumption
for each revenue and operating expense line item. The annual budget shall be
submitted to the City Manager or the City Manager's designee. The budget is for
informational purposes only and to ensure proper management of the Facility:
The Manager will use best efforts to operate the Facility within the scope of the
budget and any amendments thereto which the Manager has submitted to the
City Manager.
(2) Expenses. The Manager is responsible for all operating costs and
expenses of the Facility, including but not limited to all costs and expenses
incurred in connection with the management, marketing, use, occupancy,
maintenance and operation of the Facility. The Manager will have access to and
complete control over the operating account for the Facility and will use the funds
in the operating account to pay operating costs and expenses of the Facility.
(3) Revenue. The Manager is responsible for the collection of all revenues
and is entitled to retain and pay itself from the operating account on the twenty-
sixth (26th) day of April, 2013 and on each twenty-sixth (26th) day of April
thereafter each year during the term of this Agreement the end of each twelve
(12) month period beginning at the first anniversary date of the opening of the
Facility (April 25th), any profits or income from the Facility in excess of the
expenses of the Facility as determined by a certified accounting firm mutually
agreed upon by the Manager and the City.
(4) Business Plan.
(a) The Manager must submit to the City Manager or the City
Manager's designee a complete business plan to be followed by
the Manager on or before November 1 of each year during the term
of this Agreement. The business plan must include but is not
limited to a marketing plan and a projection of revenues and
operating expenses for the upcoming year. It must also include an
analysis of the basis and assumptions underlying each line item for
revenue and operating expenses. The plan must also include
planned operating maintenance activities to be performed by the
Manager as well as a five (5) year plan for capital improvements
and capital equipment purchases due to the City October 1. The
Business Plan shall in no way become a performance obligation for
either the City or the Manager but serve as A management
blueprint.
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(b) The business plan will include an annual operations plan as defined
in Section 3.10 below including, an annual budget as defined in 3.2(1)
above. The annual operations plan shall be submitted to the City Manager
for approval each year. The goals of the business plan will be reflected
each year in the annual budget. The Manager will ensure that the
operations plan meets reasonable requirements and expectations of the
City.
(c) The business plan is not limited by the requirements listed above.
The Manager is encouraged to develop a thorough working business plan
each year with additional elements.
(5) Marketing Plan. The Manager will develop and implement a marketing
plan for the Facility that must be submitted to the City, for information purposes
only. The plan will be reviewed and updated by the Manager and submitted to
the City on or before November 1St each year during the term of this Agreement.
The marketing plan should include, among other things, a strategic analysis of
the market and prevailing economic conditions. The plan should include
quarterly benchmarks that will be reviewed by Manager and the City Manager or
the City Manager's designee on a quarterly basis.
(6) This section is intentionally left blank.
(7) Reporting Requirements.
(a) Annual Report and Plan. Manager must provide to the City by July
1, 2013 and on or before February 1st of each year thereafter, an annual
report and plan. The annual plan shall include but not be limited to
information regarding manager's anticipated operations for the calendar
year, anticipated events and activities at the Facility and a review of the
prior year's activities and events. The annual report and plan are subject
to review and approval of the City Manager.
(b) Monthly Reporting Requirements. The Manager must make
available for review by the City Manager or the City Manager's designee
the following itemized reports related to the operation of Facility:
(i) Income statement report itemized by category;
(ii) Operating expense report itemized by category;
(iii) Sales reports itemizing names of specific events held at
Facility and event recap;
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(iv) Itemized report of projected bookings for the next quarter by
group name, amount of room space booked (if available), and
dates; and
(v) Itemized reports of all maintenance and/or service contracts
by category.
(c) Monthly and Yearly Reporting Requirements. The Manager must,
within twenty (20) days after the end of each calendar month and within
forty-five (45) days after the end of each fiscal year, which is defined as
Manager's fiscal year beginning on January 1 and ending on December
31 make available for review by the City Manager or the City Manager's
designee a true and correct statement certified by an officer of Platinum
Hospitality of all revenue and operating expenses related to the Facility of
the preceding calendar month and fiscal year together with any
reasonable supporting document requested by the City.
(d) Yearly Reporting Requirement. On or before November 1St of each
year during the term of this Agreement, the Manager must make available
for review by the City Manager or the City Manager's designee the
catering food and beverage pricing, menus, standard fees and charges
plus equipment and staff rates in addition to fee policies and procedures.
(e) Additional Reports. The Manager must, upon the request of the
City, prepare for the City or assist the City in the preparation of such
additional financial reports with respect to the Facility as may be required
in the preparation of the annual Facility financial report and that are
capable of being generated by the Manager's software system. The
Manager must provide the name of its current software system and
provide a list of reports its software system is able to generate. The
Manager is solely responsible for the cost of the preparation of all of the
financial reports described in this Section 3.2. However, Manager shall not
be required to provide any additional reports considered confidential,
proprietary, or a trade secret.
(f) Removal of Records. Except as otherwise provided herein, none of
such books and records, including, without limitation, books of account,
client records and front office records, may be removed from the Facility or
the adjacent hotel without the City Manager's prior written approval.
Upon termination of this Agreement, The Manager will provide the City
with all contracts entered into at the Facility during the three (3) years prior
to such termination and all contracts entered into or in negotiation for
future business.
(g) Maintenance of Records. The Manager must maintain accounting
records relating to the Facility using accounting practices in accordance
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with generally accepted accounting principles consistently applied. The
accrual method will be used.
(h) Internal Financial Controls. The Manager must establish internal
financial control policies and practices in accordance with generally
accepted standards in the industry and reasonably acceptable to the City.
(i) City Access. The City Manager, or his designee, must have
unlimited access to all accounting records, contracts and supporting
documentation relating to the Facility during the term and any renewal
term of this Agreement and for a period of three (3) years thereafter. Such
access will be exercised in a reasonable manner upon reasonable notice
to Manager.
3.3 Marketing and Promotions.
(1) The Manager will direct all marketing activities undertaken at or related to
the Facility in such a manner that maximizes the use of the Facility by all persons
including independent promoters and provides maximum revenue and
accessibility for the community to the Facility.
(2) The Manager must be active on all appropriate committees of the
Dubuque Convention and Visitors Bureau (CVB) and participate in marketing
activities of the CVB. The Manager must attend eighty percent (80%) of CVB
Advisory Board meetings. The City agrees to cooperate with the Manager to
obtain the support of the CVB in the marketing of the Facility, including, without
limitation, the commitment of the CVB to provide at least one (1) senior
marketing person to assist in marketing the Facility to national and regional
groups in cooperation with all local hotels and attractions.
(3) The Manager must use the ongoing support services from the City, the
CVB and any other applicable sources to work with the Facility staff to develop
and execute successful marketing and promotional campaigns.
3.4 Scheduling. The Manager must develop and maintain all schedules for events
held at the Facility in a manner that maximizes the use of the Facility. The Manager
must submit an event rental agreement that is reviewed by the City annually on or
before November 1St of each year. The Manager is authorized to negotiate rental
agreements for the Facility.
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3.5 Employee Management. The Manager is responsible for supervision and
direction of all personnel staffing at the Facility. All Facility staff are employees of the
Manager, not City employees. All employee expenses are operating expenses of the
Facility. Employee salaries will be reported in the aggregate, not individually, as lump
sum items in the operating expense report. The Manager is responsible for the
following with respect to the management of the staff and employees of the Facility:
(1) The Manager is solely responsible for the control and supervision of its
personnel and subcontractors, including all of the means, methods, details and
other aspects of the management, use and operation of the Facility, to the extent
this Agreement does not provide otherwise.
(2) The Manager determines staffing needs for the operation and
management of the Facility and provides personnel to fulfill such positions and
determines the terms and conditions of their employment/engagement and pays
all compensation and benefits.
(3) The Manager will assign an operation manager to oversee the services
provided under this Agreement. The operation manager must ensure the
integrity of the services provided by Manager as required by this Agreement.
The Manager must promptly notify the City Manager of the selection of the
operation manager of the Facility.
(4) The Manager will employ, train and supervise all personnel providing any
services in connection with this Agreement. All such personnel must have
appropriate qualifications and experience and be in sufficient numbers to provide
all services for the operations under this Agreement.
(5) The Manager must address all employee training needs and conduct
regularly scheduled training programs for the personnel providing services at the
Facility.
(6) The Manager must take reasonable steps and direct all of its employees
and subcontractors to at all times present a neat and attractive appearance, to be
courteous, efficient and properly trained, and not to use improper language or act
in a loud or boisterous manner.
(7) The Manager must provide all personnel necessary to set up, operate,
and clean the Facility.
(8) The Manager agrees, represents and warrants that it will not at any time
discriminate against any employee or subcontractor, or against any invitee or
other person or entity whatsoever, because of race, creed, color, religion, sex,
age, sexual orientation, gender identity, national origin, disability, or status as a
disabled veteran and will follow and comply with all applicable local, state and
federal anti-discrimination and employment laws. The Manager must post in
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conspicuous places within the administrative offices at the Facility that are
available to employees and applicants for employment, notices setting forth the
provisions of the nondiscrimination clause required by this paragraph. In all
solicitations and advertisements for employment placed by or on behalf of the
Manager, the Manager must state that it is an equal opportunity employer.
(9) The Manager must pay to the appropriate authority for all Federal, State,
local and other payroll taxes, workers' compensation insurance, employer's
portion of State and Federal unemployment compensation taxes, social security
taxes, and, at the Manager's discretion, to eligible employees and independent
contractors, accident and health insurance, life insurance, and retirement
benefits for all employees affiliated with the operation of the Facility.
(10) The Manager will create a new and additional full-time position to perform
the duties of housekeeping supervisor.
3.6 Operating Standard.
(1) The Manager must use, operate and maintain the Facility in accordance
with prevailing uses and standards of other municipal education and conference
centers of comparable size, class and standing, and in accordance with
standards customary to upscale, full-service hotels with meeting space. The
Manager must take such actions at its sole cost and expense to maintain the
minimum performance standards. See Appendix B for Operating Standards.
(2) The Manager has developed Standard Operating Procedures (SOP)
attached as Appendix E for housekeeping/janitorial and facility maintenance. If
the SOP are amended or modified at any point during the term of this
Agreement, the Manager will submit such amended SOP to the City Manager, or
his designee, for approval within forty-five (45) days of amendment or
modification. Failure to submit amended or modified SOP within the timeframe
will result in termination as set forth in Section 10 of this Agreement.
3.7 Facility Maintenance. Management must maintain Facility in good repair and
condition and conformity with all requirements and make or cause to be made routine
repairs and maintenance. Management is responsible for the ordinary housekeeping
and cleaning of the Facility and all equipment. Except as otherwise provided, the
Manager has the following responsibilities with respect to the Facility's operational
maintenance:
(1) Ordinary and Minor Maintenance. The Manager will direct the
performance of all minor maintenance of the Facility that is ordinary and routine.
This includes but is not limited to repairs, replacement, cleaning, painting and
providing normal day-to-day maintenance and repair as necessary to all
equipment and leasehold improvements located in the Facility. In making any
repairs, all work done by the Manager, or on its account, must be of first class
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quality in both materials and workmanship. All repairs will be made in conformity
with all requirements.
(2) Trash Removal. The Manager will deposit in receptacles provided by the
Manager all waste, garbage and refuse which accumulates in the Facility and will
keep the Facility in a good, clean and sanitary condition. Foodservice trash and
garbage removal from or generated by the Facility is the sole responsibility of the
Manager. Recycling containers must be available and will be provided by the City
at the City's expense.
(3) Sustainable Practices. The Manager will develop, use and report by
November 1st yearly to the City sustainable practices and results of recycling,
other sustainability practices used in the care and maintenance of the Facility,
and if practical, separating and setting out organic material, such as grass
clippings, landscape trimmings, and food waste for collection and composting.
(4) Pest Control. The Manager will direct all necessary pest control services,
whether performed by Manager or a pest control service engaged by Manager.
Pest control services will be performed monthly and more frequently than
monthly if needed.
(5) Fish Flies. The Manager will perform or have a contract in place to
perform fish fly hatch cleanup. Fish flies must be cleaned up within twenty-four
(24) hours. Faster cleanup will be expected for high profile Facility events.
Smaller fish fly hatches may take longer than twenty-four (24) hours. The City
shall provide a self propelled articulating boom, a lawn and litter vacuum and a
power washer to assist the Manager with the fish fly hatch cleanup. The City
shall also provide additional water service as requested by the Manager, which
shall be provided at the expense of the City.
(6) Windows. The Manager will have windows cleaned professionally by an
outside contractor inside and out semiannually. Spot cleaning and cleaning in
reach of city equipment made available will be performed by Facility staff more
frequently on an as needed basis.
(7) Snow Removal. The manager will direct all snow removal services on the
pathways and sidewalks as well as parking lots as show in Appendix A.
(8) Event Security. The Manager will arrange for proper security, as
requested by the client, for events at the Facility. The Manager must report
annually by November 1st its plan for crowd management and traffic control
(when necessary) of the Facility.
(9) Custodial and Janitorial. The Manager will provide all routine day to day
custodial and ordinary maintenance services required to maintain the interior and
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exterior of the Facility in good, safe, clean and sanitary condition and order
throughout the term of this Agreement.
(10) Furniture Fixtures and Equipment (FF&E). The Manager will maintain all
FF&E. At the termination of the Agreement, the Manager will surrender to the
City all FF&E purchased by the City, including the equipment repaired or
replaced by the Manager, in the condition in which it was received, reasonable
wear and tear excepted. The Manager will provide an inventory of FF&E to the
City as soon as possible after execution of this Agreement, six (6) months prior to
expiration of this Agreement, or if this Agreement is terminated early, as soon as
possible after notice of early termination. During the term of this Agreement the
Manager will also provide an inventory of FF&E to the City upon request.
(11) Equipment Repairs and Maintenance.
(a) Manager will promptly notify the City of any need, known to the Manager,
for the repair or replacement of any defect, malfunction or other inadequacy in
the Facility, including the structure, interior, exterior and any capital
improvements regardless of who has financial responsibility for the repair or
replacement of such. The Manager must keep a log of maintenance that is
available for the City to review upon request.
(b) Equipment Maintenance. The Manager will maintain and repair all
equipment necessary for the proper operation of the Facility, in accordance with
the-Annual Budget and all manufacturer's warranty and preventive maintenance
requirements and schedules. The cost thereof is an Operating Expense. The
Manager will keep a log of all equipment maintenance that is available to the City
for review upon request. Equipment maintenance includes but is not limited to
HVAC, plumbing, electrical, boilers, geothermal systems, kitchen equipment,
attached and freestanding equipment throughout the facility and mechanical
systems, life safety system, elevators and the escalator.
(c) Financial Responsibility. Ordinary equipment maintenance and individual
equipment repairs, as described in (b) above, costing less than $1,000 will be
paid by the Manager up to an aggregate in any fiscal year of $15,000. The City
will be financially responsible for repairs or maintenance in excess of $1,000
individually and $15,000 in the aggregate in any fiscal year. In no event shall
Manager's responsibility for maintenance or repairs of all equipment exceed
$15,000 on an annual basis. The cost of individual repairs and aggregate will be
adjusted each year based on the Consumer Price Index (CPI) of the last twelve
(12) months before seasonal adjustment. The adjustment begins July 1St of each
year. Any repairs or maintenance that exceed these individual and/or aggregate
limits is subject to prior approval by the City's Leisure Services Manager, which
shall not be unreasonably withheld. Equipment repairs due to lack of
manufacturer recommended preventative maintenance will be the financial
responsibility of the Manager.
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(12) Maintenance and Service Contracts.
(a) Maintenance and Service Contracts. The Manager will keep in force all
maintenance and service contracts including but not limited to telephones, fire
extinguishers, HVAC, Simplex clocks, fire alarm system and sprinkler and fire
suppression system. Pest control, lawn care and treatment, landscape
maintenance, carpet cleaning, escalator and elevator will also have service
contracts in force. The carpets will be cleaned professionally by an outside
contractor semiannually, kitchen equipment will be inspected annually, HVAC
and all mechanical systems will be inspected semiannually. HVAC, kitchen
equipment and all mechanical systems will have recommended manufacturer
maintenance performed in accordance with the standards of each system or
piece of equipment. The City will cooperate with the Manager to provide the
Manager with the benefit of any maintenance or service contracts the City may
be a party to.
(b) Financial Responsibility. Maintenance and service contracts, as described
in (a) above, costing less than $1,000 will be paid by the Manager up to an
aggregate in any fiscal year of $15,000. The City will be financially responsible
for maintenance and service contracts in excess of $1,000 individually and
$15,000 in the aggregate in any fiscal year. In no event shall Manager's
responsibility for maintenance and service contracts exceed $15,000 on an
annual basis. The cost of individual and aggregate service and maintenance
contracts will be adjusted each year based on the CPI of the last twelve (12)
months before seasonal adjustment. The adjustment begins July 1St of each
year. Any maintenance and service contracts that exceed these individual and/or
aggregate limits is subject to prior approval by the City's Leisure Services
Manager, which approval shall not be unreasonably withheld. The individual
and/or aggregate limits set forth in this Section 3.7(12)(b) for maintenance and
service contracts are separate and distinct from the individual and/or aggregate
limits set forth above in Section 3.7(11)(c) for equipment repairs and
maintenance.
(13) Repair and Replacement Schedule. The Manager will maintain a
schedule of all needed repairs known to the Manager including repairs and/or
replacement. The Manager will keep a log of all repairs and replacements that is
available to the City for review upon request.
(14) Except as otherwise provided in this Agreement, the Manager is
responsible for all financial affairs, other than debt service, of the Facility, and all
services related to the marketing, management, use and operation of the Facility,
including without limitation, sales and use taxes, licenses, costs of all events,
professional services involving Facility operations; and all budgeting, accounting
and reporting systems required by this Agreement and the generation of all
required financial reports detailing revenues and expenses.
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(15) The Manager may not do, or cause to be done, anything which will
interfere with the effectiveness or accessibility of any utility connections or
service in, at or about the Facility, including, but not limited to, water, electricity,
telephones, waste and sewage disposal, heating, ventilation and air conditioning,
fire and security monitoring systems, or any portions of the foregoing without
prior written approval of the City. Such approval will not be unreasonably
withheld. During normal operating hours the Manager may not do or cause to be
done anything that would unreasonably interfere with free access and passage in
the Facility and the adjacent and adjoining public areas, streets, parking lots and
sidewalks.
(16) The Manager may not commit, cause or permit any waste, injury, or
damage upon or to the Facility, ordinary wear and tear excepted.
(17) The Manager may not, without the prior written approval of the City,
remove or cause to be removed or permit the removal of, or from the Facility any
property provided by or belonging to the City, except for ordinary and necessary
repairs.
(a) The Manager may not install or remove or cause or permit, (unless
permitted by the City) the installation or removal of any fixtures, partitions,
equipment, furnishing, or other property where to do so will deface, injure
or damage the floors, walls, ceilings, or any portion of the Facility or
property connected or adjacent thereto.
(b) The Manager may not cause or allow any structural alterations or
physical modification in or to the Facility without having obtained prior
written approval from the City. Such approval may be conditioned upon
the Manager's express, written agreement to return the same to its original
condition immediately following the use or purpose for which any such
change or alteration has been made. Any such approval by the City to a
particular alteration or change is not a consent to any other or additional
alteration or change at that time or thereafter unless specifically so stated
in the advance written approval executed by the City.
(18) Landscape Care and Maintenance. The Manager will provide for
landscape care and general maintenance of all areas and structures of the
Facility outside of the building itself. Landscape care and maintenance shall
include but is not limited to turf, flowers including annuals and perennials, trees,
shrubs and landscape beds and all other structures outside the building itself.
These structures include but are not limited to fences, brick and stone landscape
structures and areas, signage, benches and waste receptacles. The Manager
shall provide for care and maintenance of the irrigation system and other
watering systems. The Manager shall provide for annual flowers in the beds on
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the Riverwalk patio. See Appendix B-Operating Standards for additional details
regarding Landscape Care and Maintenance.
3.8 Accommodation Standards. When services are requested, accommodations
must be made to create a first-class environment that facilitates success for the Facility.
Such accommodations include but are not limited to the following:
(1) Tables are to be well maintained with finished and/or painted wood tops or
covered with pressed and well maintained linens. Seating must be comfortable,
clean and absent of any visible damage, stains or wear. Table top appointments
will include but are not limited to ice water, appropriate glassware, trash and
recycling receptacles, writing pads, and writing instruments (with logo, mints
and/or candies in sufficient quantities to serve the client's needs), unless
otherwise requested by the client.
(2) Supervision of the meeting services includes but is not limited to
refreshing the meeting rooms promptly during each scheduled break, prompt
delivery and/or posting of messages to meeting attendees, and duplicating
services in-house for small requests. Presentation equipment should be in
proper repair whether maintained in-house or through an outside vendor.
Available equipment must be in proper working condition/appearance and
accompanied by sufficient collateral support such as extension cords,
replacement bulbs, masking tape, etc.
(3) Well maintained podiums or lecterns must be available, each prominently
displaying the Facility logo. Meeting rooms must be properly maintained to
assure proper lighting, sound quality, ventilation, temperature control, and
overnight security, if security is requested, and paid for, by the client. The client
must be offered the flexibility to control sound, lighting and climate control.
Function rooms must be completely set and ready for customers at least thirty
(30) minutes prior to the scheduled starting of event. Any stages, temporary or
permanent, will have structural access for individuals with disabilities including
but not limited to ADA compliant ramps or lifts, which shall be purchased and
provided by the City.
(4) Signage provided by Manager used to identify groups, breaks, directions,
etc., must be professionally printed either by outside vendors or in-house, using
software, printing equipment, or calligraphy.
3.9 Food and Beverage Service. The Manager will supervise and/or provide catering
and concession services at the Facility for the sale through manual service, vending
machines and other methods. This responsibility includes but is not limited to:
(1) Food and beverage serving locations must be maintained and cleaned to
the highest standard or quality. Food and beverage serving areas must be
cleaned within twelve (12) hours of the event's conclusion.
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(2) The Manager will use its best efforts to ensure the food and beverage
services are operated and conducted pursuant to industry standards for this type
of facility.
(3) All food and beverages sold or served must be of the highest standard of
quality and purity for the type of food or beverage provided, must be stored and
handled at all times consistent with excellent standards of sanitation,
preservation and purity, must always be well prepared and promptly served and
must always conform to the requirements of all applicable federal, state and
municipal laws, statues, ordinances and regulations.
(4) Unless disclosed in accordance with applicable law, no adulterated or
misbranded commodities may be stored, displayed or sold by the Manager. The
quality, quantity, price and brands of all items of food, liquor, beer and other
items to be sold or served will be determined by the Manager.
(5) The Manager must manage all appropriate food and beverage
requirements necessary to fulfill the purposes of this Agreement. The City is not
responsible for any goods, food, beverages, merchandise or equipment stored at
the Facility by third parties, nor will it be responsible for damages resulting from a
power failure, flood, fire, explosion and/or other causes which result in the
damage or destruction of the foregoing items, other than for gross negligence or
intentional misconduct on the part of the City or its employees, agents or legal
representatives.
(6) During all events open to the general public at the Facility where there are
food and beverage sales, the Manager must post signs and provide menus
advertising the prices of all items offered for sale and have available a nutrition
chart. This is not required for catered events or events not open to the general
public.
(7) Food and beverage staff members assigned to supervise the scheduled
event must be introduced to the event host or meeting planner prior to the
commencement of the event.
3.10 Operations Plan. The Manager must at least annually review and submit to the
City an Operations Plan by November 1St which provides for the guidelines and usage of
the Facility by the Manager, control of the services being provided by the Manager and
other such matters as necessary to fulfill this Agreement. The Operations Plan must
address the following matters, including but not limited to:
(1) Office and Facility hours, opening/closing procedures, employee parking,
telephone/radio communication;
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(2) Maintenance, repair, replacement and usage of the equipment and
leasehold improvements;
(3) Preventative Maintenance Plan, including but not limited to preventative
and regular maintenance checks and schedules;
(4) Building maintenance checks and schedules;
(5) Rules and regulations relating to the sale and distribution of food and
beverages;
(6) .Sponsorship, advertising and promotion of the Facility and the services
being provided pursuant to this Agreement;
(7) Usage of"logos" throughout Facility and on items in Facility;
(8) Sanitation and cleaning guidelines;
(9) Off-site sales of food and beverages;
(10) Scheduling the usage by the Manager of the Facility;
(11) Health and Safety Manual including but not limited to crowd control,
emergency protocols and procedures, emergency operation plan, security
operations and protocols;
(12) A dress code and training program for the Manager and Facility
employees providing food, beverages and other services, as well as staffing
guidelines for each event;
(13) Operation Standards;
(14) Entrance procedures for employees working an event or at office;
(15) Procedures to address revenue sharing and sponsorship opportunities for
selected events at the Facility;
(16) Procedures for selecting contractors and vendors working at the Facility;
(17) Employee Policy and Procedure Handbook;
(18) Customer Lease Contract, Procedures and Policies.
3.11 Patron Safety, Comfort and Enjoyment. The Manager will operate and conduct
all operations of the Facility in such a manner that all persons who patronize the Facility
are treated in an orderly, safe and courteous manner by Manager's employees.
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3.12 Permits, Licenses, Taxes. The Manager will obtain and maintain all permits and
licenses that are required or necessary for the management, use, occupancy or
operation of the Facility. The City, when required to do so as owner of the Facility, will
sign any applications for such permits and licenses that Manager must obtain and
maintain. The Manager, if required, will charge, collect and pay over to the appropriate
taxing authority, all applicable taxes due as a result of the performance of the
Manager's duties under this Agreement, including but not limited to Iowa Sales and Use
taxes on admissions, if any.
3.13 The Manager will include or ensure that a statement substantially similar to the
following is included in all written agreements entered into after execution of this
Agreement, with third parties to which the Manager is a party with respect to the Facility:
"Vendor agrees that it will look solely to the Manager for all claims and damages arising
out of this Agreement, and that it has no recourse against the City or any of its
employees, agents, officers or officials with respect to any claims or damages arising
under this Agreement."
3.14 Additional Duties. If any future issues or problems arise at or related to the
Facility during the term of this Agreement,the Manager will cooperate with and assist
the City in reaching a timely solution.
3.15 Use of City Equipment. The Manager will use City equipment at the Facility in
performance of its obligations hereunder, in accordance with reasonable conditions set
forward by the City and in accordance with all applicable warranties. From time to time,
the City and the Facility may conduct an inspection and inventory of city equipment
being used by the Facility in the management of the Facility.
3.16. Storage. Neither Manager, nor Manager's employees or agents, may utilize the
facility for the storage of personal property, unless that personal property is necessary
and required for operation of the facility.
SECTION 4. CITY RESPONSIBILITIES
4.1 Hotel Motel Tax Payment to Manager.
(1) On May 1, 2014, the City will contribute to the Manager an amount (the
"Hotel/Motel Amount") equal to fifty percent (50%) of the actual Hotel/Motel tax
generated by the Hotel (adjacent to the Facility) in the previous twelve (12)
month Fiscal Year defined as the twelve (12) month period beginning on the
Date and each anniversary date thereafter.
(2) On May 1, 2015 and annually on May 1st including and until May 1, 2016,
and if the Agreement is extended beyond 2016, then on each subsequent May 1
during the term of any extensions of this Agreement, the City shall contribute to
the Manager an amount (the "Hotel/Motel Amount") equal to twenty-five (25%) of
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the actual Hotel/Motel tax generated by the Hotel (adjacent to the Facility) in the
previous twelve (12) month period. Payments owed hereunder shall be pro-rated
for any partial years under this Agreement.
4.2 The City will provide at its sole cost and expense a turn-key education and
convention facility that includes all equipment necessary for the operation of the Facility,
including without limitation, all tables, chairs, tableware and all other equipment
necessary for the operation of the Facility. The City guarantees that the equipment will
be sufficient to provide the services required under this Agreement. Replacement of
non-capital equipment is the responsibility of the Manager. Non-capital equipment
means any item or group of items that is valued at less than $5,000.00 and has a useful
life of less than one (1) year.
4.3 Capital Improvement and Capital Equipment.
(1) The City is responsible for capital improvements to and capital equipment
for the Facility. The City will fund capital improvements and capital equipment as
approved by the City Council capital improvement fund each year. Capital
improvements mean expenditures that are of a long-term character and as
defined by generally accepted accounting principles. Capital equipment means a
single item or group of items that costs $5,000.00 or more and has a use life of
one (1) year or more. The Manager must not later than October 1st annually
provide the City Manager with a rolling five year capital improvement plan for the
Facility that proposes capital improvements to and capital equipment for the
Facility and makes recommendations to the City Manager for same.
(2) Additional Capital Improvements or Equipment. From time to time during
the budget year, it may be desirable to consider additional capital improvements
and the purchase of additional equipment for the Facility that were not included in
the capital improvement plan for that current budget year. At any time the
Manager or the City may request a meeting to confer to consider the advisability
of such additional improvements and additional equipment. All such additional
capital improvements and capital equipment acquisitions are subject to and
cannot be made with City Council approval.
4.4 Utilities (Gas and Electric only). The City will pay fifty percent (50%) of the gas
and electric related to the Facility on a monthly reimbursement basis.
4.5 The City will pay all property, casualty and liability insurance related to the
Facility.
4.6 The City is responsible for all exterior improvements to the Facility.
SECTION 5. INTELLECTUAL PROPERTY, WEBSITE AND DOMAIN(S). Intellectual
property, website and domain(s) remain with the Facility at the end of this Agreement
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and are the property of the City. The Manager is responsible for all costs associated
with the intellectual property, website and domain(s) prior to the end of this Agreement.
SECTION 6. INSPECTIONS. The Manager and the City will meet each monthly to
review revenues and operating expenses for the prior calendar month, inspect the
Facility and communicate issues and concerns. Quarterly, the log of equipment
maintenance, maintenance and service contract visits, deep cleaning completed,
monthly housekeeping tasks completed, maintenance and repairs and replacements,
and preventative maintenance will be reviewed. The City may enter the Facility at all
reasonable times for the purpose of determining whether the terms, covenants and
conditions contained in this Agreement and the Operation Plan are being fully and
faithfully observed and performed. The City may conduct scheduled and unscheduled
inspections of the Facility with a minimum of twenty-four (24) hours advance notice.
SECTION 7. CITY EMERGENCY.
1.1 In the unlikely event of a city-wide emergency, the City has the right to use the
Facility or a part of the Facility as an emergency shelter and/or other emergency
operation.
1.2 If the Manager must cancel events due to the City's use of the Facility or a part
of the Facility as an emergency shelter and/or other emergency operation, the City will
reimburse the Manager for the following:
(1) Any direct expense, including, but limited to, the loss of the actual
contractual rental for events during such emergency use, which is caused by
such emergency use; and
(2) Any actual, out of pocket expenses, including, but not limited to, clean-up
costs or food costs, which are caused by such emergency use.
1.3 All such reimbursements will be limited to expenses only for that part of the
Facility actually used by the City as an emergency shelter and/or other emergency
operation.
SECTION 8. RECORDS. The Manager must maintain books and records for the
services provided under this Agreement and said books and records must be open for
inspection by the City or its designated representative at all reasonable times during the
term of this Agreement and for a period of three (3) years thereafter. The Manager
must provide the City access to all financial records and accounting forms reasonably
requested by the City.
SECTION 9. TERM. The term of this Agreement commences May 26, 2013 and runs
for three (3) years, ending on May 25, 2016 unless earlier terminated as set forth
herein. The Agreement can be extended for two (2) additional three (3) year terms if
agreeable to both parties at least six (6) months prior to the expiration of the
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Agreement, or any extensions thereof, and Section 4.1 will be so amended if the options
are exercised.
SECTION 10. TERMINATION.
10.1 Termination Without Cause. After May 25, 2015 this Agreement may be
terminated by either party hereto, without cause, upon six (6) months written notice to
the other party.
10.2 Termination For Cause. Either party shall have the right to terminate this
Agreement upon one hundred twenty (120) days written notice in the event of a material
breach by the other party, provided the party receiving the notice may use that same
one hundred twenty (120) day from receipt of the notice to cure the breach. If the
breaching party is unable to cure the breach during that time, this Agreement will
terminate at the end of the one hundred twenty (120) day notice period. Upon
termination, all obligations of the parties under this Agreement will cease.
10.3 Condition Of Facility Upon Expiration Or Termination. At the expiration or
termination of this Agreement, the Manager must peacefully surrender to the City
possession of the Facility, must remove all the Manager's personal property from the
Facility as directed under this Agreement, and must leave the Facility in at least the
same condition that existed at the commencement of this Agreement, ordinary wear and
tear excepted. All City purchased and provided equipment and FF & E will be the
property of the City at the termination or expiration of this Agreement. The Manager
must return to the City all City FF& E inventory purchased and provided during the term
of this Agreement.
10.4 No Solicitation or Employment by City. During the period commencing on the
date hereof and ending one (1) year after the termination of this Agreement, except with
Manager's prior written consent, the City shall not, for any reason, solicit for
employment, or hire, any of the senior management personnel employed by Manager at
the Facility, including, without limitation, the general manager, director-level employees
and department heads. In addition to any other remedies which Manager may have,
specific performance in the form of injunctive relief shall be available for the
enforcement of this provision.
SECTION 11. INDEMNIFICATION.
11.1 The Manager hereby agrees to indemnify, defend and hold harmless the City and
its officers, commissioners, employees, agents, servants or representatives from and
against any and all claims, demands, damages, liabilities, actions, judgments, or
execution of third parties of any kind or nature whatsoever, whether at law or in equity,
including, but not limited to, reasonable attorney's fees and court costs, arising out of,
relating to, resulting from, or caused by the negligence or willful misconduct of the
Manager, its officers, employees, agents, servants, subcontractors or representatives
during the term of this Agreement. The Manager will be given prompt notice of any
claims for which the indemnification will be sought, and will be given full and complete
20
cooperation from the City in the defense or settlement of all such claims, and will be
given full authority in the defense or settlement of any such claims, with the exception of
claims which relate to City reimbursement responsibilities. Neither party will have the
authority to bind the other to any settlement without such party's prior written consent,
which consent shall not be unreasonably withheld, conditioned or delayed.
11.2 The City hereby agrees to indemnify, defend and hold harmless the Manager and
its officers, commissioners, employees, agents, servants or representatives from and
against any and all claims, demands, damages, liabilities, actions, judgments, or
execution of third parties of any kind or nature whatsoever, whether at law or in equity,
including, but not limited to, reasonable attorney's fees and court costs, arising out of,
relating to, resulting from, or caused by the negligence or willful misconduct of the City,
its officers, employees, agents, servants, subcontractors or representatives during the
term of this Agreement.
SECTION 12. INSURANCE. The Manager will obtain and maintain insurance as set
forth in the attached Schedule A (Appendix D) and will provide a certificate of insurance
to the City at the execution of this Agreement and annually thereafter on April 25t"
during the term of this Agreement. The Manager is financially responsible for the cost
of this insurance .
SECTION 13. GENERAL TERMS AND CONDITIONS.
13.1 This Agreement and the Appendices attached hereto embody the entire
Agreement between the City and the Manager, and there are no other representation,
promises, agreements, conditions or understandings, either oral or written, between the
City and the Manager other than as set forth in this Agreement.
13.2 No subsequent alteration, amendment, change or modification to this Agreement
will bind any party unless in writing and signed by the party to be charged, which writing
must expressly refer to the fact that it is altering, amending, changing or modifying this
Agreement.
13.3 Any and all changes, modifications or amendments to this Agreement may only
be made jointly by the City and the Manager, in writing and with the approval of the
Mayor and City Council of the City of Dubuque.
13.4 By entering into this Agreement, none of the parties hereto intend to create, nor
shall this Agreement be deemed or construed as creating, any partnership, joint
venture, agency or other legal relationship between the City and/or the Manager, other
than that of the City as owner, and the Manager as independent contractor.
13.5 This Agreement is not intended by any of the provisions hereof to make any
person or entity not a party to this Agreement a third party beneficiary hereunder, and is
not intended to benefit any such third party.
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13.6 This Agreement shall be governed by the laws of the State of Iowa. The City and
the Manager expressly submit themselves to the jurisdiction of the Courts of the State of
Iowa.
13.7 The Manager may not transfer or assign this Agreement nor the rights, privileges
or premises granted under this Agreement in whole or in part to any other person, firm
or corporation, without the prior written consent of the City.
13.8 The City's representative for purposes of this Agreement is its City Manager and
the Manager's representative is its President.
13.9 In any action on this Agreement at law or in equity, the prevailing party will be
entitled to recover the reasonable costs of its successful case, including reasonable
attorneys' fees and costs of appeal.
13.10 Neither the Manager nor anyone claiming by, through or under the Manager has
the right to file or place any mechanic's lien or other lien or encumbrance of any kind or
characters whatsoever upon the Facility or upon any improvement located thereon.
13.11 Under no circumstances will any party be liable to another party for any indirect,
special or consequential damages including, but not limited to, any claim for loss of
business.
13.12 Failure of the City or the Manager to insist on strict performance of any of the
conditions, covenants, terms or provisions of this Agreement or to exercise any of their
rights hereunder does not waive such rights, but each party has the right to enforce
such rights and take such action as might be lawful or authorized hereunder, either in
law or in equity. The receipt of any sum paid by one party to another after a breach of
this Agreement does not constitute a waiver of such breach unless expressly set forth in
writing.
13.13 If any term of this Agreement is found to be void or invalid, such invalidity will not.
affect the remaining terms of this Agreement, which will continue in full forces and
effect.
13.14 All appendices, riders and exhibits attached hereto form material parts of this
Agreement.
13.15 This Agreement may be executed in duplicate counterparts, each of which will be
deemed an original.
13.16 All notices and correspondence related to this Agreement must be sent to the
following:
To City: City of Dubuque, Iowa
Michael C. Van Milligen
22
City Manager
50 West 13th Street C�
Dubuque, Iowa 52001
With Copy to: Marie Ware
Leisure Services Director
50 West 13th Street
Dubuque, Iowa 52001
To Manager: Platinum Hospitality Group, LLC
James P. Rix
President `
` f
500 Bell Street
Dubuque, Iowa 52001
IN WITNESS HEREOF, the parties hereto have executed this Agreement as of
the day and year first above written.
CITY OF DUBUQUE, IOWA PLATINUM HOSPITALITY GROUP, LLC
f
Roy D. B 011
Mayor V6s P. Rix, Presideenrt, CEO
Attest:
Trish L. Gleason , Assistant City Clerk
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APPENDIX A
(MAP AND LEGAL DESCRIPTION)
Lot 1 Riverwalk 5t" Addition
24
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APPENDIX B
OPERATING STANDARDS'
1. On a twenty-four(24) hour a day, three hundred sixty-five(365) day a year basis, provide
sufficient staffing to carry out all the Manager's responsibilities and obligations under this
Agreement including, without limitation, management, operations, housekeeping, maintenance,
and administrative services;
2. Maintain the Facility in a secured fashion, including but not limited to, ensuring the Facility is
locked when not in use, using an alarm system,when purchased and installed by the City,
creating and maintaining restricted areas when necessary, cooperating with law enforcement
authorities with investigation and emergency response relating to events occurring at the Facility,
and cooperating with individuals, groups or entities using the Facility that request and pay for
additional security;
3. Maintain all rooms, FF&E and fixed asset supplies in a clearly first class condition and repair or
replace such items, or cause to be made such repair or replacement, promptly so the Facility
remains first class at all times;
4. Maintain inventories and replace inventories or make additions thereto so the Facility remains first
class at all times;
5. Develop, establish and follow policies and procedures to achieve higher levels of Sustainability
Principles of Sustainable Dubuque. This program shall include, without limitation, the standard
operating procedures for recycling, heating and cooling, electrical and water use, and, if practical,
separating and setting out organic material , such as grass clippings, landscape trimmings, and
food waste for collection and composting;
6. Develop, establish and follow a janitorial/housekeeping cleaning program so as to keep the
Facility and its contents in a clean, sanitary and attractive condition. Such program includes,
without limitation, the janitorial/housekeeping cleaning services set forth in this Agreement. This
also includes a housekeeping supervisor that performs a weekly inspection of the Facility with the
Manager. The housekeeping supervisor will perform daily inspections of the Facility and
supervise quarterly deep cleaning of the Facility and maintain cleaning supply inventories;
7. Restrooms will be cleaned and in working order one(1) hour prior to any event and additional
services provided as needed during events;
8. Keep and maintain driveway access and parking areas in a clean, safe and first class condition;
9. Keep sidewalks and entrance ways clean;
10. Remove all snow and ice promptly from the driveways, parking areas and walking entrances to
the Facility;
11. Empty all trash, rubbish and recycling containers located in the Facility at least once daily, or
more frequently as necessary, and wash such containers in intervals sufficient to maintain the
same in a clean, sanitary and attractive condition;
12. Properly, promptly and courteously process and endeavor to resolve all claims, problems and
complaints arising from the use or maintenance of the Facility;
13. Inspect periodically and maintain and repair as needed to the floors and carpets of the Facility
keeping them clean and evenly covered with the type of service material originally installed
thereon or with such a substitute therefore, as shall be in all respects reasonably equal or
comparable in quality, appearance and durability, subject to the Manager's performance of its
obligations set forth in this Agreement;
14. Inspect, maintain, repair and clean all lights and lighting fixtures in this Facility;
This list of operating standards is meant to serve as a guide to set up quality standard operating
procedures. It is not meant to be an all-inclusive list.
26
15. Clean all glass inside and out, including windows in glass-enclosed areas at intervals sufficient to
maintain the same in a clean and sightly condition;
16. Keep all mechanical systems and components in good operating order, operating during all hours
the Facility is open except as necessary for repairs. All mechanical systems should be inspected
and maintained using manufacturers recommended schedules and instructions;
17. Lobbies will be kept clean and sightly and free of refuse, debris and graffiti. The saddles, doors,
frames and inside surfaces of the lobbies will be cleaned as necessary; the floors will be washed
and waxed as needed and carpet areas will be vacuumed daily and shampooed as necessary
using manufacturer's recommendations;
18. Inspect all fire hoses, extinguisher and similar equipment and AED regularly and maintain them in
good operating order and condition;
19. Keep all interior and exterior surfaces of the Facility clean and slightly and promptly remove all
graffiti, posters, stickers, etc.;
20. Repaint all peeling, marred or blistered paint;
21. Maintain trees, shrubs, groundcover and/or turf in a healthy, vigorous condition through proper
watering, pruning, fertilization and care;
22. Maintain groundcover, perennial and annual flowers and grasses throughout Facility;
23. Perform routine maintenance and cleanup of the landscaped and open spaces including but not
limited to litter and trash removal, cleanup of clippings, mulching and other maintenance tasks
and weed abatement;
24. Analyze and resolve any plant problems that could be routinely anticipated and apply correct
types and rates of appropriate chemicals;
25. Maintain automatic irrigation system;
26. Perform weed abatement to maintain weed free landscape areas throughout facility;
27. Provide litter pickup daily or more often as necessary;
28. Remove graffiti as soon as seen or reported;
29. Empty outdoor waste receptacles daily and perform routine maintenance as needed;
30. Perform regular mowing, seasonal fertilization, repair and renovation to maintain turf areas.
Acceptable maintenance will yield turf that is consistently green in appearance that is
predominately free of weeds and voids. Line trimming, edging, core aeration, turf renovation is
expected; and
31. Obtain a permit from the Dubuque Health Department and all other government agencies for all
areas of the Facility subject to inspection by such departments and agencies and comply with all
regulations.
27
APPENDIX C
CALENDAR OF AGREEMENT REQUIREMENTS
July 1, 2013 then on the first Monday following January 1 in years thereafter
Annual Report and Presentation to City Council
October 1
Rolling Five (5)Year Capital Improvement Plan
Capital Equipment Replacement Plan
Long Term Capital Improvement Plan to assist in forecasting
November 1
Business Plan (including but not limited to)
Annual Budget
Marketing Plan
Operations Plan
Planned Operating Maintenance Activities
Crowd Management and Traffic control Plan
Sustainable Practices Report
Pricing, Fees and Charges, Fee Policy and Procedures
Menus
Standard Rental Agreement
Monthly
Income statement report itemized by category;
Operating expense report itemized by category;
Sales reports itemizing names of specific events held at Facility and event recap
Itemized report of projected bookings for the next quarter by group name, amount of room space booked
(if available), and dates.
Monthly and Year
Within twenty(20) days after the end of each calendar month and within 45 days after the end of each
fiscal year, a true and correct profit and loss statement certified by an officer of Platinum Hospitality of all
revenue and operating expenses of the preceding calendar month and fiscal year. Although such
statements are certified by an officer of Platinum Hospitality, the content of such statements only pertains
to the Facility, and not any other locations or properties managed by Platinum Hospitality.
28
APPENDIX D
Insurance Schedule
1. Platinum Hospitality Group LLC shall furnish a signed Certificate of Insurance(COI)to the City of
Dubuque, Iowa for the coverage required in Exhibit I prior to contract or lease commencement. All
lessees of City property shall submit an updated COI annually. Each Certificate shall be prepared
on the most current ACORD form approved by the Department of Insurance or an equivalent.
2. All policies of insurance required hereunder shall be with a carrier authorized to do business in
Iowa and all carriers shall have a rating of A or better in the current A.M. Best's Rating Guide.
3. Each Certificate shall be furnished to the contracting department of the City of Dubuque.
4. Failure to provide minimum coverage shall not be deemed a waiver of these requirements by the
City of Dubuque. Failure to obtain or maintain the required insurance shall be considered a
material breach of this agreement.
5. All required endorsements to various policies shall be attached to Certificate of insurance.
6. Whenever a specific ISO form is listed, an equivalent form may be substituted subject to the
provider identifying and listing in writing all deviations and exclusions that differ from the ISO
form.
7. Provider shall be required to carry the minimum coverage/limits, or greater if required by law or
other legal agreement, in Exhibit 1.
29
City of Dubuque Insurance Requirements for Tenants and Lessees of City
Property or Vendors (Suppliers, Service Providers)
Insurance Schedule A (continued)
Exhibit
A) COMMERCIAL GENERAL LIABILITY
General Aggregate Limit $2,000,000
Products-Completed Operations Aggregate Limit$1,000,000
Personal and Advertising Injury Limit $1,000,000
Each Occurrence $1,000,000
Fire Damage Limit(any one occurrence) $ 50,000
Medical Payments $ 5,000
a) Coverage shall be written on an occurrence, not claims made, form. All deviations
from the standard ISO commercial general liability form CG 0001, or Business
owners form BP 0002, shall be clearly identified.
b) Include ISO endorsement form CG 25 04"Designated Location(s) General Aggregate
Limit."
c) Include endorsement indicating that coverage is primary and non-contributory.
d) Include endorsement to preserve Governmental Immunity. (Sample attached).
e) Include additional insured endorsement for:
The City of Dubuque, including all its elected and appointed officials, all its
employees and volunteers, all its boards, commissions and/or authorities and
their board members, employees and volunteers.
using ISO form CG 20 10. Ongoing operations.
B) WORKERS' COMPENSATION & EMPLOYERS LIABILITY
Coverage A Statutory—State of Iowa
Coverage B Employers Liability
Each Accident $100,000
Each Employee-Disease $100,000
Policy Limit-Disease $500,000
a) Policy shall include an endorsement providing a waiver of subrogation to the
City of Dubuque.
30
City of Dubuque Insurance Requirements for Tenants and Lessees of City
Property or Vendors (Suppliers, Service Providers)
Preservation of Governmental Immunities Endorsement
1. Nonwaiver of Governmental Immunity. The insurance carrier expressly agrees and states that the
purchase of this policy and the including of the City of Dubuque, Iowa as an Additional Insured does
not waive any of the defenses of governmental immunity available to the City of Dubuque, Iowa under
Code of Iowa Section 670.4 as it is now exists and as it may be amended from time to time.
2. Claims Coverage. The insurance carrier further agrees that this policy of insurance shall cover only
those claims not subject to the defense of governmental immunity under the Code of Iowa Section
670.4 as it now exists and as it may be amended from time to time. Those claims not subject to Code
of Iowa Section 670.4 shall be covered by the terms and conditions of this insurance policy.
3. Assertion of Government Immunity. The City of Dubuque, Iowa shall be responsible for asserting any
defense of governmental immunity, and may do so at any time and shall do so upon the timely written
request of the insurance carrier.
4. Non-Denial of Coveraqe. The insurance carrier shall not deny coverage under this policy and the
insurance carrier shall not deny any of the rights and benefits accruing to the City of Dubuque, Iowa
under this policy for reasons of governmental immunity unless and until a court of competent
jurisdiction has ruled in favor of the defense(s) of governmental immunity asserted by the City of
Dubuque, Iowa.
No Other Change in Policy. The above preservation of governmental immunities shall not otherwise
change or alter the coverage available under the policy.
Sp-vmr-m CIM-w-m -9m -ir
Ell Ell Mki
M A
10.6 I'Mki
Ali
31
APPENDIX E
STANDARD OPERATING PROCEDURES
32
Grand River Center Objectives
Grand River(venter Housekeeping/Janitorial SOP Summary
The overall objective Is to see to the Implementation of the Grand River Center housekeeping and
building cleaning and to ensure its proper inception by creating a unified set of standards and
procedures that can be carried on for the successful use by the Grand River Center.
1. create and implement cleaning standards and procedures for Grand River Center to Include
daily,weedy,and quarterly cleaning,inventory of supplies,proper storage and use of
cleaning supplies, bathroom and public area cleaning,pre event and post event cleaning and
deep cleaning. Standards to be completed and in use by March 8,2013.
A. Create and Implement cleaning standards
The fallowing are excerpts from the standards requested by FHG as provided by the GRC-GM.
Sufficient Staffing Levels to carry out Housekeeping Duties,
Develop establish and fallow a janitorial cleaning program so as to keep the Facilities and its contents in
a clean sanitary and attractive condition.
Maintain Inventory
Promptly take care of all guest complaints
Standard operating procedures for recycling.
Empty trash and recycling once a day,more frequently as necessary.
Wash the receptacles after each use to maintain it in a clean,sanitary attractive condition.
Clean glass,including windows in glass enclosed areas at Intervals sufficient maintain a clean and
(slightly?)condition.
Lobbies shall be kept clean and slightly Qj,and free of refuse,debris,and graffiti,
The saddles(?),doors and frames and inside of the surfaces of the lobbies shall be clean as necessary;
The floors shall be washed and waxed as needed,
The carpet areas vacuumed daily and shampooed as necessary using manufacture recommendations.
Inspect and periodically maintain and repair as needed the floors and carpets of Facility,keeping them
clean and evenly covered with finish for appearance and durability.
Inspect and clean all lights and lighting fixtures
Keep sidewalks and entryways clean
B. procedures See Grand River Center Housekeeping operations
33
See Grand River Center Policy and Procedures
C. Daily
Wood Doors&Wood Watt panels:
Daily: Remove black marks carefully with magic eraser,Touch up scratches
Daily; Wipe doors With Murphy oil soap with the grain dry with a cloth so they aren't streaky.
Fabric Walls:
Daily: Wipe down fabric walls with a&mg cioth to remove dirt,
Daily. Spot clean the fabric walls with resolve stain remover.
Ceilings:
Daily: Check light bulbs for maintenance issues.
Daily- Check for stained ceiling tiles that need painted or replaced,
Windows,
As needed/Monthly: Spray and Wipe the Windows
Daily., Spot Clean
Carpeted floors,
Daily: Vacuum carpet
Daily: Report any stains for cleaning.
rile Floors:
Daily., Mop with a neutral cleaner
Daily., Clean the edges where tile meets carpet
Bathroom, In Addition to Ceilings,walls and floor procedures:
Daily, Wipe down all surfaces of the porcelain,especially behind.
Daily,, Wipe down the baby changing station
Elevator:
Daily, Remove finger prints
D. Weekly
Stainless Steel:
Weekly: Wipe with stainless steel cleaner polish with a dry cloth or a light coat of baby oil.
Wood Doors&Wood Wall panels:
Weekly. Use stainless steel cleaner polish with a dry cloth or a light coat of baby all on stainless.
Fabric Walls-,
Weekly: Vacuum fabric vialls to remove dust.
every Two WeekslMonthly. Vacuum telling tiles around ventse,vents and intake vents,
Windows:
As needed/Monthly. Spray and Wipe the windows
Weekly: Dust off the window ledges
Benches:
Weekly, Wipe them down with Murphy's oil soap.
34
Weekly: Remove any gum or foreign objects stuck to the bottom.
Weekly: Wipe down brackets,
Carpeted Plows: .
Weekly., Vacuum along the wall with a crevice toot
Bathroom:
Weekly- Remove all tissue and vacuum or wipe out receptacles.
Weekly: Wipe down all the walls
Stainless Steel,
Weekly: Wipe down the Steel kick plates with stainless steel cleaner or a light coat of baby on.
Elevator
Weekly; Clean the tracks on the inside of the elevator and on all floors with a bristled brush.
E. Monthly/Quarterly Ovaning
High lusting:
Monthly. High Dusting Ceiling/wall Comers of the wall,
Monthly- High dust all fixtures on the wall(pull stations,sconce lights...
Monthly: Wipe down light fixtures. Do riot use a damp tog on a hot buibli
Ceilings:
Month ly/Quarterly: High Dust corners,Light fixtures and Wires,in the can lights.
Monthly: High dust all fixtures on the Ceiling Including lights.
Every Two Weeks/Monthly; Vacuum ceiling tiles around vents,vents and intake vents.
Monthly: Wipe down light fixtures. Do not use a damp rag on a hot bulbil
Windows:
Monthly,, High dust the top of the windows
As needed/Monthly: Spray and Wipe the windows
Elevator
Weekly- Clean the tracks on the Inside of the elevator and an all flop,is vAth a bristled brush.
Monthly: Clean above-the lights
F. Inventory of supplies:
Supplies will be inventoried on weekly bases,and ordered as heeded through Weber Paper to,
American Hotel or similar janitorial companies to maintain par levels.
- GM&Chef currently take care of ordering. Chef orders chemicals and bags. Order on Wed,
have' v
on Friday. Housekeeping superisor will be responsible for creating purchase orders
for GM's approval.
SUPPLIES-
Cleaning flags
. PaperTowels
. Toilet Tissue
Preference?
Toilet Seat liners
Tampons
Napkins
Waxed Rats
Baby changing pads
35
Batteries(Maintenance)
48"Trash Bags
330 Trash Bags
Trash Can Liners
Owes
TOOLS:
. High Duster
- Window Squeegee
- Putty Knife
.
Bristled brushes for elevator tracks/vents
. Tooth Brushes
G. Proper storage of cleaning supplies,
. Supplies will be kept In the First Aid Room.
I Closets mill be socked from the First Aid Room,
. Chemicals need to be kept out of the reach of children.
Closets should be locked.
H. Proper use of cleaning supplies,
Bleach is only used by the supervisor.
1. Bathroom Cleaning*.
Begin high and work tow. Start at one side and work your way around the area.
1. High dusting around coiling fixtures on the wall,lights,
2.Clean the mirrors and ledges,Sinks countertop,under the countertop.
1 Refill all dispensers
4. Spray and wipe partitions
S. Clean urinals and toilets
B. Reri[I all dispensers,
7, Empty wax bags and trash containers.
9. Sweep and mop the floor especially under counters,behind the doors.
J. Public area deimmg.
Begin with a general sweep through the area,picking up whatever possible as you
assess the area. Re-gin high and work low. Start at one side and work your way around
the area.
L High dusbrig,
2. Clean windows and ledges,
1 Dust lower surfaces,
36
4.Vacuum edges,
S.vacuum carpets.
it Empty trash containers.
K. PRE-EVENT CLEANING
CLEANING POLICY AND PROCEDURES FOR SET UP PEOPtC:
Before setting up: Make sure the carpets were vacuumed C0.01PIeW
After tables are set-up,Vacuum If needed.
Once table cloths and place settings are set,Hokle carpets if needed
L. POST EVENT CLEANING
CLEANING POLICY AND PROCEDURES BANQUET SERVERS;
. Clean food and drink splatters from the fabric walls before stains set In.
. Immediately report spills on the carpet,
. Make sure Service Hallway coffee stations are thoroughly cleaned after each events
CLEA1\'ING pOUCY AND FIROMDURES EVINT COORDINATORS AND SUPERVISORS'
mm Walk through the event and Identify Issues that need to be taken care of by Housekeeping and
maintenance,
Make sure Service Hallway toffee statlons thoroughly cleaned after each event,
CLEANING POLICY AND PROCEDURES pOR SETsUP tTEAA DOWN)�
Tear down after the event or the next morning-.
Remove all debris from the table Including pieces of food,wrappers,bottle caps,mints."
Remove table cloths so crumbs are contained and do not land on the floor.
As chairs are removed,dve4*them for stains,
As tables are re.-noved,look for stains on the carpet that need attention,
Report any stains to MaIntenanre[Hous6eeping for extrartinig
cKed the vacuum bag before vacuuming.
Vacuums the carpet at a slow pace to do a thorough job.
Report any maintenance issue.
CLEANING POUCY AND PROCEDUM CLOSING MANA15ER.
- Impert all areas check for cleanliness.
The room should be In show'condition tkfth the carpets vacuumed imm ediatefy after tear down for any
clients asking for an impromptu walk through. All Supervisors and coordinators should do a daily walk through
each of the rooms whether used or not,to identify issues that need torte taken care of. More sets of eyes the
better.
M. IDEEP CLEANING.
DEEP CLEANING POLICY AND PROCEDURE$MAINTENANCE:
Maintenance is responsible for all use&procedures where the lift is required.
Venti/Celfing lights-,
- Maintenance assists with deep cleaning as needed when the rift is W up for bib atanging.'
37
Windows:
inside windows are done on a rotating basis with an outside vendor.
Matntenante cleans the outside windows,
Bathroom Fixtures:
Housekeeping is responsible for reporting per work order any moues to maintenance
Regarding wear and Lear an the fixtures or battery replacement need
DEEP CLEANING�ANQUEf MANAGERS:
Schedule monthly cleanout of Ice bins after a high use week-end
Schedule a weekly deep clean of the coffee station
Request carpet cleaning as needed.
DEEP CLEANING HOUSEKEEPING FREQUENCIES
High Dusting:
Monthly: High Dusting Ceiling/wall Comers of the wall,
Monthly: High dust all fixtures an the wall(pull stations,sconce lights...
Monthly: Wipe down light fixtures. Do not use a damp rag on a hot bulbi I
Stainless Steel;
Weekly: Wipe with stainless steel cleaner polish with a dry cloth or a light coat of baby oil.
Wood Doors&Wood Wall panels'
Daily; Remove black marks carefully with magic eraser
Daily: Touch up scratches
Daily: Wipe doors with Murphy oil soap with the grain dry with a cloth so they aren't streaky,
Weekly: Use stainless steel rJeanerpolish with a dry cloth ora light coat of baby tail on stainless.
Fabric Walls-,
Weekly: Vacuum fabric walls to remove dust.
Daily, Wipe down fabric walls with a d cloth to remove dirt
Daily- Spot clean the fabric walls with resolve stain remover.
Ceilings:
Monthly/Quarterly: High Dust comers,Light fixtures and wires,in the ca.-n lights.
Monthly: High dust all fixtures on the Ceiling Including lights.
Every Two Weeks/Monthly, Vacuum ceiling tiles around vents,vents and Intake vents,
Daily: Chea light bulbs for maintenance Issues.
Daily: Check for stained ceiling tiles that need painted or replace'd,
Monthly: Wipe down light fixtures. Donot use adamp iragonahotbulbi!
Windows:
Monthly: High dust the top of the windows
As needed/Monthly: Spray and Wipe the windows
We6Jy: Dust off the window ledges
Daily: Spot Clean
Benches:
Weekly: Wipe them down with Murphy's oil soap.
Weekly; Remove any gum or foreign objects stuck to the bottom.
Weekly: Wipe down brackets.
Carpeted Floors:
Weekly. Vacuum along the wall with a crevice tool
Daily: Vacuum Carpet
38
Daily: Report any stains for cleaning.
Tile Floors::
Bally: Mop with a neutral cleaner
Daily: Glean the edges where file meets carpet
Bathroom: In Addition to Ceilings,walls and floor procedures:
Daily: Wipe down all surfaces of the porcelain;especially behind.
Daily: Wipe down the baby changing station
Weekly: Remove all tissue and vacuum or wipe out receptacles.
Weekly. Wipe down all the walls
Stainless Steel:
Weekly: Wipe down the Steel kick plates with stainless steel cleaner or a light coat of baby oil.
Elevator:
Weekly Clean the tracks on the inside of the elevator and on all floors with a bristled brush.
Monthly: Clean above the lights
N. Chemicals
1, Spic&Span (Glass Cleaner)
2. Neutral cleaner for hard surface floors
3, Comet Disinfectant Cleaner for restrooms
4. Comet with Bleach
S. Urinal Screens Cherry Scent
6. Stainless Steel Polish
7, Baby Oil
8. Magic Erasers
9. Old English Furniture polish/Scratch remover
10. Murphy's oil soap
11. Resolve Stain Remover
12, Pink Foam Soap
a. Chemical Par Levels (see excel Spread Sheet)
b. moiled Prot*col for Chemical usage(See Excel Spread Sheet)
D. Equipment needed
Hillyard GgXP Cleaning Companion
KaiVac 1709 Series
EQUIPMENT:
Back Pac Vacuum
- Vacuum with a crevice tool
Step Ladders
Large Carpet Vacuum
- Large Carpet Shampooer
39
� Small carpet Shampooer
� Auto Scrubber
- Suffer
. Uft
P. MSDS Sheets will be stored In every close't containing chemicals that are stored In a specific
area.
Standards to be completed and In use by March 8,2013,
See attached Word Documents and Excel Files for policies,procedures and standards.
Evaluate existing building and staff to determine proper staffing levels and scheduling for all
cleaning procedures.
1 Dull time working Supervisor and 3.4 part time Support staff to work during events and
help with deep cleaning as needed.
There are 11 bathrooms. Cleaning staff Is currently scheduled from the start of the
event to tile close of the event. Change to 15 minutes after the event Starts to the
30 minutes after the event is finished. That Is when the rest rooms are the worst
Housekeeping staff should be scheduled to completely clean them once all guests
have departed. The next morning,double check and deep clean them as needed,
and secure the rest room.
I. It is the concession workers responsibility to clean the area In front of the
concession stands and wipe off tables.
2- Lobby.there are only 7 pieces of paper for the thousand people that attended the
event,
3. Restroorns he was in there 45 minutes ago and couldn't get Into clean because
women were in applying makeup for the competition and he couldn't kick them out.
1.Interview and hire applicants for Grand River Center housekeeping positions.
Atop candidate for the supervisor position would need floor care custodial experience
and hands on attitude.
40
2. Train all existing and new housekeeping positions on new standards and procedures.
3. Develop weekty schedules and determine staffing levels based on GRC events.
Work with Manager on duty using the Eyents list. submit the schedule to him/her and
asked that It is reviewed to make sure the procedures are done correctly.
A. Try to schedule gender specific for events at the GRC,whether male or
female rest rooms would be higher use.
B. Schedule longer time after the event so the rest room will be cleaned well
after the event.
C. Schedule a deeper cleaning the clay after.
4. Develop a weekend cleaning schedule of public areas and bathroom cleaning and develop a
staffing guideline for wedding weekends and special events.
5. Communicate with GRC.staff daily on any pop up events,changes to events that would affect
cleaning schedules.
6. Work with 6RC setup staff,on proper pre and post event cleaning to assist in building
cleanliness.
7, Develop a complete list of cleaning chemicals,establish a proper par level and provide a detail
protocol for their usage.
AREAS TO GLEAN:
FIRST FLOOR:
Female Employee Rest Room/Locker rooms
Male Employee Rest Roarn/Locker rooms
Break Roorn
Employee stairwell
Employee Hallway
Exhibit hall
Female Exhibit Rest Rooms
Male Exhibit Rest Rooms
Registration Desk
coat Room
Exhibit Family Rest Roam
Exhibit Hall Store Room
Elevator
Garage Entrance
Female Administration Rest Rooms
41
Male Administration Rest Rooms
Office
Conference Room
Businm Center
Lobby area
Main Entrance
Stairs
Escalators
SECOND FLOOR:
Lobby Area
Female Spine Rest Rooms
Spine Family Rest Room
Male Spine Rest Rooms JI-lousekeeping Closet)
Coat Closet
Meeting Rooms 1-3
Bridge
Stairwell next to the Bridge
Meeting Rooms 4—6.
Pre Function(Along East Side Windows)
River Walk Entrance
Ballroom Salon A&0
Female Ballroom Rest Rooms
Ballroom Family Rest Roorn
Housekeeping Closet
Male Ballroom Rest Rooms
Green Room
Service Corridor
THIRD FLOOR:
Stairway to 3"a
Hall and lobby area
River Room
42
Grand River Center
Housekeeping
Operations
RAND RIVER CEN'S'ER
DAILY HOUSEKEEPING OPERATIONS:
SCHEDULE:
The schedule is posted every Friday for the following two weeks. The schedule is subject to ehange. Check;
it daily. Request off forms are Clue 2-weeks in advance of the posted schedule, Vacation requests I month
in advance. If you arc unable to wvork your shift after the schedule is posted,you need to find someone to
trade with in a,manner that doesn't incur overtime and have it approved by the supervisor,
CALLING ICN:
If you are unable to work your shift,it is your responsibility to find a replacement in a irtanner that does not
incur overtime:,call your supervisor and the manager cora duty,and leave at voice ntaail in the housekeeping
department,reporting the change in schedule,along with a phone number to reach you. The direct number
is 563-690-3291. If you are unable to work and cannot find a replacement,you need total]in y2bouts
before Your drift ferns or the absence is unexcused.
LNITORATS:
Solid Color Grand River Center Polo Shirts:
- Name tag y-Sturdy black shoes in good condition
- Pants: Khaki pants(no jeans or hales),
PARKING:
G:
I mploycc parking is located on the third level of the parking rarnp next to the Casino. Employees arc not
allowed to parkin guest parking,or along5'r�Stmt for any°length of t nle.
EMPLOYEE ENTRANCE-.
Fraployce entrance is located on the North Fast corner of the building in the prtrking garage. All hourly
employees and temp help must use this door when entering and exiting the building. The door is unlocked
from 6:00 A.M.to 6:00 P.M. If fricaids or family treed to contact you during your shift,they need to contact
the train office at 563=690-4500
PERSONALNIIS:
All cell-phones,pagers,radios,CD player,coats and purses should be secured in your car or telt at home. If
they are brought to work,they must be secured in a locker in the locker room until the end of the work-day.
You need to brag your own personal Dick,
SMOKING:
5moltlug is forbidden in anv arrear Cather than the de-sIgnateal area near the eriinloyee ftkaM Smoke
breaks are 3 times a day. Before you punch in for the start of your shift,during your lunch break,mid after
you punch out at the end of the day.
LOS'S AND FOUND-.
Lost nand found is located in the Main Office. If you are looping for an item or find an item,contact Sherry.
If it is after hours,finmediately turn the item over to the Manager on duty.
44
PREPARING TO WORK:
START ME: Staff is required to be ready to toport at the assigned start time,Punch in no sooner than 5
minutes before start time. Check the assignment board(white dry-erase board
)in the First Aid
roorn/Housekeeping.4orage for special instructions,areas duc for deep cleaning,clipboard,and a sheet for
documenting the cleaning duties,
]KEYS.- Pick up your dispenser keys from the book in the First aid office.They must be returned at the end
of the shift. If a key is taken home, you will be required to return the key immediately,
VACUUM: Check your vacuum bag. If the bag is more than%full,change and date the new bag. Make
sure you have asparc bag for your curt.
RAGS: Use,a small trash bag for cleaning rap,or lay them flat on your cart. Use a small trash can liner
for used tags. At the end of your shit[;you will be taking the bag over to the Grand Harbor and exchanging
them for clean rags
SUPPLIES:
- Check the board in.the First Aid Room to scc if the Area you are going to be cleaning needs any
supplies,and bring them up with you,
- Load all the carts and closets at the beginning of the shift using the list left on the dry erase board from
the previous shift. It is Cfitioal the list is left so the correct amount can be taken to the closcts the next
day for stocking. We need to avoid running supplies when the Grand River Center is full of guests.
- As you are working out of each closet,keep a list of supplies that are going to be nwdeA to resupply tho
closet the next day. You can restock at the end of your shift if you have time and there arc no guest
functions going on. Leave a note that all arm are stocked and nothing is needed,along witli the date.
PRIORITIZING WORK LOAD:
The most important part of your job is keeping the arcus elm for the guest,entry Ways,
public areas and resit rooms outside trash and cigarette butts.
1. Check the schedule to scewhat events are taking place for the day.
2. Make a note of the break times. Rest rooms need to be cleaned 15 titin before break
immediately after breaks.
3. Deep clean other areas during breaks. If there are no events,it%xill be a deep
cleaning day all day. Arm are deep cleaned on a rotating bases.
• Restrooms: Weekly usually Monday.
• Meeting Rooms and Corridors- Monthly
Do a quick spot check mst rooms and corridors to see if any arta-s need fint'nediate,attentiom Any dirty
glass"cam or bottles sitting around need to be picked up and taken to the service corridor. Start with the
entry ways,checking trash and picking up cigarette butts.
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AREAS TO CLEAN
FIRSTFLOOR:
Feniale Employee Rest Roorn[Lixker rooms
Mate Employee Rest Room/Locker rooms
Break Room
Employee Stairwell
Employee Hallway
Exhibit Hall
Female Exhibit Rest Rooms
Male Exhibit Rest Rooms
Registration Desk
Coat Room
Exhibit Family Rest Room
Elevator
Gar-age Entrance
Female Administration Rest Rooms
Male Administration Rest Rooms
Office
Conference Room
Business Center
Lobby area
Main Entrance
Stairs
Escalators
SECOND FLOOR:
Lobby Area
Female Spine Rest Rooms
Spine Family Rest Room
Male Spine Rest Rooms(Hou-sckceping Closet)
Coat Closet
Meeting Rooms 1-3
Bridge
Stairwcll next to the Bridge
Meeting Rooms 4—6.
Pre Function(Along East Side Windows)
River NValk Entrance
Ballroom 1,2
Female Ballroom Rest Rooms
Ballroom Family Rest Room
House-keeping Closet
Male,Ballroom Rest Roonis
Omen Room
Servioc,Corridor
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GENERAL CLEANING:
When cleaning a room,start high and Nvork low,at the back of the door and work your way around the room
so nothing is missed.
-'s MQH DUSTING COB WEBS: Use feather dui on vents and cobwebs on caters of walls,
light fixtures,room signage,including the numbers far above room 3,&4 where the vent blows On them,
around all stone pillars,along the wall in the exhibit hall where stone ra"Is drywall. Check these places on
a daily bases,
-FLATRF--FN DLsMONITORS, Use a feather duster to clean the top and around the back&sides of
- _
the flat screm TVs and monitors. If they need to be wiped,flick sprinkles of NVATER on the screen
without Jetting water run down into front of the.unit. GENTLY wipe with the special cloth provided, Wipe
the screen top to bottom,left to right.Stand back to check for streaks.
It
top of the pic fixtures,and signage
SIGNAM Clem off the tures,mirror,light fixtures,
with a high duster. Spray a small amount of GLASS CLEANER directly on a cleaning cloth or directly on
the mirror Varinglyff(Do not let the glass cleaner nm to the edges of the mirror.) Clean from left to righti,
top to bottom. Stand back to double check for spots and streaks. Use care v0ien ANdping down signage,
Vinyl letters come off my and Will ruin the sign-
AT4DOWS, Spray 2-A squirts of glass cleaner directly on the v4odow. Wipe top to bottom,left to right.
Make sure the sills are clean and dry.
-LQM: Elevator is wiped down inside and out and the table picture are dusted;
-HALLWAY )hripe down the light fixtures,cU. lights,cabinets,vacuum,hall,and landings.
-DOORS- Spray and wipe down the door and polish it dry and streak ftee. Carefully clean off any black
marks with magic erasers. Polish the stainlisssterl chronic, Aleekly,,Mpe down wooden doors with
murphy Oil Soap, Check the door for spot and prints.Use touch up markers asneoded.
,COAT RACKS: On weekly bases, ipc down the coat racks.
-SOF-Alchairs,in the lobby,,areas. Check daily to make sure they are stain ftee. Dust offtlic leg's. Make
sue there are no crumbs in the cracks.
j-,AM
J�_S,-Jampshadts need to be,clean and straight with the seana tow2rds the wall.Do not spray any
chemicals on the lampshades,{its them.)Brush them off vdith a clean dry cloth, M-ake sure the tight
bulbs work.
-DESK/CQNF--E Spray and"NI N with Spic&Span
or glass cleaner. Wipe until dry.
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-TRASH CANS: Wipe it out,leave two liners in the bottom of the container,lie a small knot in the top of
the bag so the liner stays snug. Make sure all the air is out of the liner so the bag can be filled to capacity
without the liner falling in the can. Outside trash receptacles need to be hosed out on a%AetkIy bases as
weather permits.
.J1 ,E-XrInks tfNIJS- Wipe off the front tops daily, Use a vactiurn cleaner with a hose to vacuum under the
unit. Cl=the vents weekly make sure there is no debris in the unit.
In the large meeting rooms,ball room and exhibit hall,the vent cleaning needs to be coordinated with
maintenance on a monthly bases using the lift.
4MFR-THF,FURNITURE: Pull out moveable beaches and vacuuin the area. Make sure there are no
pills,M&M's,ctci.. High duster works well for putting items from behind furniture.
_7:YA.C�L �16- �Iake sure tov%cuum all areas including the bridge. Use the vacuum%ithahose toget
along the edges of the walls,and stone pillars. Before you start check the vacuum bag. 4\4ake sure,there is
good suction and the roller moves freely. Pull out furniture auceded. fro lit areasonablepace todoa
thorouglijob. Too fast and the vacuum can't pick tip everything. Watch for spots that will need to be
extracted.
You are the first inspector for the areas you clean. Walk through as if you are the p,cst coming in to the
Grand River Center for the fast time. We want you to be impressed,and find the areas flawless-upon
arrival. When a manager checks your area,you need to respect what they have to tell you and fix die issue.
Use the feedback to raise your awareness to the quality of your cleaning.
CLEANE\IG IN THE BATHROOMS
Keep the cart parked outside the rest room you arc cleaning while there are events going,on. Ke-eping
the hall ways as clear as possible. Write down the time you are entering the rat room to begin cleaning,
_KT-Y G LASSE$ can&bottles: \Phen stripping g trash from flit restroonis,dump any liquids in floc toilet
or sink to avoid leaky bags, Glassxvare needs to go to the service corridor,
-LOST ANIDJp'�ND-. When items are found,radio the manager on duty to turn the item over to them.
This is important in cas,-,they arenotified by a guest they lost something. At the end of the day,all items
need to go to the office and turned into Sh=y.
-"PLTF,S. Start with loading the dispensers and replenishing supplies: Soap,Klectlex,paper towels,
toilet paper,baby changing pads,toilet tissue;wax bags..
-MK-� Pull the trash can liners and pick up wash from around the roorn, if trash cans are dirty,spray
them down with disinfectant and wipe them clean.There should be at least two,spare liners in the bottom of
every trash can so anyone is able to pull out a full liner and have a replacement ready to go. Excess trash
needs to be taken to the service corridor or stored in the janitor's closet away from the sight of the guests
48
and disposed of after the cvcnt. Keep a large roll of ling on the housekeeping cart to change your bag as
ul
nee(Ied,U s e=d its tlwe h. EwaMott1 can 3 in the si o
disposed of awe Makin gas.
k Ti I' IwtT)I ffRR(7R. dart at the top and work your way down,high dust the light fixture.
Clean the mirror from left to right top to bottom. Stand back to double check for spots and streaks. Spray
do,A%the counter top with the Spic&Span.cleaner.Wipe the backsplash and ledges. Use a tooth brush to
clean the inside rim of the si
-Staff is allo,.vcd to be away from there assigned work area for 30 minutes for lunch. Your break includes
the time spent smoking,using the rest room.,eating,phone calls,etc. `ne break room is equipped with a
refrigerator,microwave,snack and pop machine. Please he considerate of others and clean up after
yourself.
-You need permission from your supervisor to leave the building for lunch. You must swipe out when you
leave and back in when you return.
-NVhcn you are finished with break,take any supplies you need to finish the day,then head back to,tour
areas to clean.
FINISHING THE DAY:
Closets: Bring down any items in the closet that don't belong. Neatly stock the carts with any needed
supplies.
Chemicals. Bring your Bottles to the Housekeeping closet by the locker room and refill them,Return
them to the cant. Use only the correct product in the correctly labeled bottle!
Trash, Clear your floors by bringing dote any remaining trash qmt in the compactor). -Take your trash
to the compactor,immediately after removing it from your cart. if your bag leaks,you need to mop the
hallway all the way to the dunipster. Let the supervisor know if there are any issues with the duntpster.
!tags:Dirty rags need to be taken to the-Orand Harbor at the end of the shift,and clean ones brought
back for the next day. Rip capers the plastic stag and dump theta into the nistat trash can in the laundry
room behind the first.,vasher next to the 4 pails of laundry chemicals. Throw the bag in the trash can at
the front of the first washer next to the spatting chemicals, Pick tip clean rags in the folding area near
the door on the left in a white cloth bin.
Use the cart to transport supplies neededd for the closet Return the Housekeeping cart to the correct
closet and supply the shelf. Make sure and the lights are off and the closet door is secured. If any cert
or closet is short supplies,rake stirs you leave the list on the dry erase:board in the First Aid Rooth for
the person working the neat shift.
Make sure all lust and found was brought to the office,Lugged,tagged with date,and location it was
found.
Hang your keys in the appropriate location in the First Aid Room, If you accidentally take.it Borne,it
must be returned immediately. Fut your paperwork in the completed box. Hang the clipboard in the
appropriate spot on the wall.
Ask the Supervisor or Manager on Duty if there is anything else that needs to be done.
Swipe out!!
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SUMMARY:
The systems of stocking carts and closets are designed for a sinooth flava ofmvrk, Evitryone needs to follow thmugh With tlrc
procedures, with evet`y one following tlae procMures,the day will go"nOother and we will be more piodwivel
Before you ask to leave for the day,all your resptxusibilitift mast be tea Care Of if duties are not complete,it is your
reaponsibillty to Communicate-with your supervisor as to wiry they wom not completed,NWhen permission Is granted to leave,
swipe out at the time clock, Any overtime needs to be lrre j1prottd by y tr supervissor.
-1 undctatand that it I leave work without completing my dudes l am subjw to disciplinary action for attendance because it
is considered leaving early.
=If problems arise:from work not being completed using theme procedures and standard,written warnings can rowit,
-1 have mccived a copy of the House-keeping Handbook dated"101113, 14A-read and understand the assigned duties,
This handbook is subject to updating m procedures we chEnged.
Name Date
Housekeeping Supizisor - hate
S LNMY
The systems of stocking tails and closets we designed for a stttooth dory ofwo& Evcryoino needs to follow through vritlm the
procedures, With everyorne following the procedures,the day tt t to mother and we will be more productive!
lleforo you Ask to leave for the day,all your respousibititics mvg be taken cut of If duties are not oomptetttt,itis your
responsibility to comaitinicate with your supervisor as WAY they were tick co plctC4 When permission is granted to loavt,
swipe out at the thoe clock. Any overtime nock to be -gyp t,td by ytur suptnisor.
4 thole aJ that if l leave work withairt completing iiiy duties 1 arae subject to disciplinaty Actlon for attcndutice because it
is considomd leaving early.
.If problemns arise from work riot being completed lasing these proctdurts and st-tndard,written warnings can result,
�1 Have rt lred a cofsy of the Houscki htg Iirindl k d d 61a 1t13. I have read and uadcrstand(lie assigned ditties.
This hAndwok is 6416Ct to updating as prr+eesltats are thxnged.
Name We
Housekeeping Supervisor Lute
51
GRAND RIVER CENTER CLEANING
Rooms:DAILY(after each event): offices weekly
Clear Equipment
Clear-Tables and Linen
Clear Trash
Take down Tables
Vacuum the Room
Carpeted Rooms: Report any stains for cleaning.
Floors: Clean the edges where file meets carpet
Tile Floors: Mop with a neutral cleaner
Wipe down fabric walls with a damp cloth to remove dirt.
Spot clean the fabric walls with resolve stain remover.
Wood Doors&Panels Remove black marks carefully with magic eraser
Wood Doors&Panels touch up scratches
Wood Coors&Panels wipe doors with Murphy oil soap with the grain dry with a cloth so they aren't streaky.
Check light bulbs for maintenance issues.
Check for stained ceiling tiles that need painted or replaced.
Spot Clean Windows
Check Vents to see If they will need to be cleaned
ALL Bathrooms: DAILY
Check the vents.High dust vents and light fixtures
Clean the mirrors
Wipe down the counters,
Wipe down the baby changing station
Wipe down stainless steel
Wipe down all surfaces of the porcelain,especially behind. Use a bowl brush.
Wipe down Wait behind the fixtures
Spot clean the partitions,wipe down the napkin disposals and change out the wax bags.
Refill the dispensers and Empty the trash,changing the liners.
Mop the Floor,using Wet Fioor Signs.
WEEKLY iN ALL AREAS:
Windows: Spray and Wipe the windows,dust the ledges
Vents: Check Vents to see if they need vacuumiing,or if ceiling tiles around vents need vacuuming.
Stalneless Steel: Wipe with a light coat of baby oil and polish.(doors,elevators,fountains,bathrooms...)
Fabric Walls: Vacuum fabric walls to remove dust.
Benches: Wipe them down with Murphy's oil soap.
Benches: Remove any gum or Foreign objects stuck to the bottom.Wipe down brackets.
Vacuum along all walls with a crevice tool
Bathrooms: Remove all tissue and vacuum or wipe out receptacles.
Bathrooms: Wipe down all the walls and partitions,hinges
Elevator: Clean the tracks on the Inside of the elevator and on all floors with a bristled brush.
MONTHLY IN ALL AREAS:
Vents: Vacuum ceiling tiles around vents, vents and intake vents.
Ceilings: High Dust corners,Light fixtures and wires,in the can lights.
52
Ceilings: Wipe down light fixtures. Do not use a damp rag on a hot bulb!I
Ceiling: Replace Ceiling tiles as needed
Walls: High Dusting Ceiling/wall Corners of the wall,Tops of the windows
Walls: Nigh dust all fixtures on the wail(pull stations,sconce lights._)
EIevator: Clean above the lights in the elevator
53