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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 u..horrrx. Gap=Tm WGan121ner varcuw..w fp. X - w.nw x w snip.+.Mn+,+wrurr.w»m—aE .a w•aw ewwx.,rr Per Warm Water Towels � tdfF-120rF f t awln b C.*. 1 :SHJ � w>Ah oar h�y 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.