Evantageous Idaho, LLC First Amendment to Professional Services for Event Coordination Events Mayor Robert E. Simison
E IDIAN� Treg Be City Council Members:
rnt Brad Hoaglun
Joe Borton Jessica Perreault
1 U H O Luke Cavener Liz Strader
May 7, 2020
MEMORANDUM
TO: Mayor Robert Simison & Councilmembers
FROM: Garrett White, Recreation Manager, MPR Dept.
RE: Meridian Farmers Market Contract Amendment
Background
The City has a contract with Plum Unique Events LLC to run the Meridian Main Street
Market. This amended contract changes the contractor's business name from Plum Unique
Events LLC to Eventagious Idaho LLC. This amendment also addresses the date the Main
Street Market can open up this year with protocols set in place to avoid the spread of the
Covid-19 virus. The proposed protocols listed below are used by multiple outdoor markets in
and around the Treasure Valley. To begin with, items sold at the Market will consist of
"essential items" as deemed by the Governor's Office, such as food, produce, soaps, and
lotions. As restrictions are lifted, other items may be added to the Market based on guidance
from the CDC.
Protocols
Eventageous Idaho LLC will work with the City and follow CDC guidelines to ensure we protect the
community as they attend the Meridian Main Street Market. The following are some of the suggested
protocols:
• Signage for social distancing throughout the Market with booths spaced 10 feet apart;
• Chalked lines for people to abide by the six-foot rule in front of each booth;
• Guidelines for guests,such as to stay home if they are sick,wash hands often,and to stay
six feet apart from others;
• Guidelines for vendors,such as posting signage,not allowing customers to handle products,pre-
bag and weigh items if possible,wear gloves,clean surfaces,and to offer alternate payment
methods,such as Venom,Paypal,or Apple Pay to avoid the exchange of money;and
• Hand washing stations positioned at the entrance and exit.
Proposal
To approve the amended contract as proposed.
Meridian City Council Meeting Agenda May 12,2020— Page 239 of 284
FIRST AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT FOR EVENT
COORDINATION SERVICES:2019 AND 2020 MERIDIAN MAIN STREET MARKET
This FIRST AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT FOR EVENT
COORDINATION SERVICES: 2019 AND 2020 . ERIDIAN MAIN STREET MARKET("First
Amendment")is entered into this qlJ� day of , 2020, by and between the City of Meridian, a
municipal corporation organized under the laves of State of Idaho( "City")and Eventageous Idaho,
LLC. a limited liability company organized under the laws of the State of Idaho.
WHEREAS,the Parties seek by this First Amendment to modify the November 13. 20U
Professional Services Agreement for Event Coordination Services. 2019 and 2020 Meridian Main Street
Market("November 13, 2018 Agreement"), a copy of which is attached hereto as Exhibit A:
WHEREAS,Plum Unique Events LLC wishes to assign all of its rights and obligations under the
November 13, 2018 Agreement to Eventageous Idaho, LLC,and City consents to such assignment;
WHEREAS,Eventage oous Idaho, LLC has proposed to open the 2020 Meridian Main Street
Malt on May lb,2020,ahead of the previously anticipated opening date, and City has approved such
modified opening date;
WHEREAS,the Governor of the State of Idaho and the Centers for Disease Control have issued
guidelines for preventing infection and transmission of the COVID--19 virus by maintaining at least six
feet of physical distance between persons, cleaning and disinfecting frequently-touched surfaces, and
washing hands frequently and properly,particularly after contact with potentially pathogenic sources;
NOW,THEREFORE,in consideration of the mutual covenants of the parties,the Parties agree
as follows:
L AsswNmENT of NovEIBiER 13,2018 AGREEMENT. Pursuant to Sections III.J and III.X of the of the
November 13, 2018 Agreement, the designation and all rights and obligations of"Promoter"under the
November 13,2018 Agreement shall be assigned from Plum Unique Events LLC to Eventageous
Idaho, LLC. Plum Unique Events LLC shall have no further rights or responsibilities under the
November 13. 2018 Agreement,and City and Plum Unique Events LLC shall have no further dealings
thereunder.
IL SECTION IA AMENDED. Section I.A of the November 13, 2018 Agreement shall be amended to read
as follows:
A.Market event planning and presentation.Promoter shall plan and present the Market each
Saturday between June 22, 2019 and August 31,2019 as well as between May 10h,2020 and October
31,2020, in accordance with the specifications set forth herein. Promoter shall be responsible for all
contractual arrangements and obligations, financial or otherwise,related to the Market and/or the
services provided hereunder,and shall plan for all logistics and provide all features of the Market,
which shall include,but need not be limited to: market vendors, educational displays, musical
performers or music deejay, sound system,food trucks and/or food and beverage vendors,event
security,crowd management,traffic control, first aid stations, and signs.
III-SECTION IX.1 AMIENDED. Section I.B.1 of the November 13, 2018 Agreement shall be amended to
read as follows:
FIRST AmF_ DmBNr TAD NovEPABER t 3.20I8 AGREEmENT PAGE I
Meridian City Council Meeting Agenda May 12,2020— Page 240 of 284
1_ The Market shall be presented in and around Meridian City Hall Plaza, 33 E. Broadway Avenue,in
Meridian,Idaho, on all Saturdays between June 22, 2019 and August 31, 2019 as well as between
May 16, 2020 and October 31,2020 Promoter may choose to extend the Market to include Saturdays
beyond these dates.
IV.NEW SECTION I•B.1.0 ADDEw A new subsection, subsection 10, shall be added to Section I_B.of the
November 13, 2018 Agreement, to read as follows:
10. Promotor shall comply, and shall ensure each and every Market vendor's and Market patron's
compliance, with the social distancing, hygiene, and sanitation practices set forth in the proposal
attached to this First Amendment as Exhibit B.
V. SECTION HLG AMENDED. Section HLG of the November 13, 2018 Agreement shall be amended to
read as follows:
G. Notice. Communication between Promoter and the City Contact(s)regarding day-to-day matters
shall occur via e-mail or telephone. All other notices required to be given by either of the parties
hereto shall be in writing and be deemed communicated when personally served,or mailed in the
United States mail,or via e-mail, addressed as follows:
City: Promoter:
City Clerk CheRee L. Eveland
City of Meridian Eventageous Idaho, LLC
33 E. Broadway Avenue 573 W. Idaho Avenue
Meridian, Idaho 83642 Meridian 1D 83642
VI.No AiDmTIONAL PRovISIONs. The Parties agree that except as expressly modified by this First
Amendment,all provisions of the original November 13,2018 Agreement shall remain in full force
and effect. No other understanding, whether oral or written,whether made prior to or
contemporaneously with this First Amendment shall be deemed to enlarge, limit or otherwise affect
the operation of the November 13, 2018 Agreement or this amendment thereto.
IN WITNESS WHEREOF,the parties shall cause this First Amendment to be executed by their
duly amhorized officers to be effective as of the day and year first above written.
EVENTAGEOUS IDAHO,LLC:
CheRee L. eland
CITY OF MERIDIAN:
B Y- Attest:
Robert E_Simison, Mayor Chris Johnson,City Clerk
FiRsr AmEm)mENT To NuvuMBE t 13,2018 AGREF-mE T PAGE 2
Meridian City Council Meeting Agenda May 12,2020— Page 241 of 284
MAIN
STREET
MARKLT
Meridian Main Street Market
Proposal for Opening in May
With recommended changes due to COVID
• STREET
MAIN
MARKET
Eventageous Idaho will work with the City and follow CDC
guidelines to make sure that we protect the community as they
attend the Meridian Main Street Market:
Following are suggestions for changes to include: social distancing,
hand washing stations, one entrance in and one exit out, vendor
booth spacing .
Meridian City Council Meeting Agenda May 12,2020— Page 243 of 284
Signage
•
SHOP
We will have signage for social distancing throughout the
SAFELY
area.
Please Keep Your Social Distance Booths will be spaced 10 feet apart, to take into account their
canopy/tent is 10x10.
Social Distancing:
We will have "X" in chalk for people to abide by the six foot
6'feet apart from others
rule in front of each booth.
HELP US KEEP YOU SAFE!
Please be patient it . .
PLEASE . • NOT ENTER
IF YOU • .
an City Council Meeting Agenda May 12,2020— Page 244 of 284
MERIDIAN
Guest Guidelines MAIN
MARKETSTREET
We will have guidelines for the guests too: and these will be posted on signage and also on social
media.
If you are in a high risk group or live with someone who is, stay home.
Stay home if you are sick.
Consider coming later in the morning - the busiest time for our Market is first thing. With us limiting
people into the Market, we will make sure our Vendors have plenty of supplies.
Wash your hands often and refrain from touching your face
Follow the new market protocols and please be patient.
Meridian City Council Meeting Agenda May 12,2020— Page 245 of 284
Guest Guidelines - Continued MAIN
• STREET
MARKET
Observe social distancing —stay 6 feet away from persons not in your household.
Please do not linger and do not eat any produce or products while at the Market. Take the home to
enjoy!
Plan ahead: know who you will be visiting and what you will want to purchase to keep your trip short
to expedite your visit. Please bring exact change, if paying cash. We will have the vendors favored
method of payment posted at each booth so you can pay without handing over a credit card.
Leave pets at home.
Please do not ride your bikes through the Market. You can park them and walk through the Market.
Wash all produce before cogsid a'n CItnguncil Meeting Agenda May 12,2020— Page 246 of 284
MERIDIAN
Handwashing Stations Available MAINSTREET
MARKET
NANGWASNINO STATION
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We will have handwashing stations - 2 - one at the entrance and
Meridian City Council Meeting Agenda'N1aP A01hJ age'247 oT 284
Entrance and Exit Control 4
•
We will have security posted at the entrance and exit (utilizing candlesticks and
caution tape to control flow in and out) with limits of 50 people at a time in the
entire market (small groups allowed in at a time) with signs posted that we are
limiting entrance and to be patient. Security will use walkie talkies to keep track of
numbers.
Meridian City Council Meeting Agenda May 12,2020— Page 248 of 284
EBT Food Stamps Program
• STREET
MARKET
This will be our first year having the EBT/DUFB program. This is the plan for
exchanging the debit card for the tokens: The EBT recipient will still have to put their
pin into the system, so have wipes for the terminal each time they use it or ask them for
their pin. As far as tokens are concerned, bundle the tokens in increments of 5 and 10
dollars in a marked envelope or ziploc bag, then you can pass the envelope to the
customer, then to the vendor and the vendor back to you. Therefore you don't have to
quarantine the tokens, just toss the envelope/ziploc.
These will be sanitized after being handed back and packaged to be sanitized again
before their next use.
Meridian City Council Meeting Agenda May 12,2020— Page 249 of 284
Vendor Guidelines M E AIN
STREET
MARKET
Vendor Protocol:
Post signage indicating where customers wait to get an order taken and where they wait to pay.
If possible, have two people at the booth: one to handle product and the other to handle money and delivery.
Don't allow customers to handle product.
Pre-bag and weigh items if possible.
Wear gloves and change them often.
Have hand sanitizer (if available).
Clean & sanitize surfaces and objects frequently.
Please consider alternate payment methods for your customers - Venmo, paypal, apple pay - have a sign that tells them
how they can pay. We are asking thatrtbt?ydarave c)ct c gE2,SM2theNeiS5Mo3 coney continually changing hands.