HomeMy WebLinkAboutA3889 - NA SENIOR CIRCUIT SOFTBALL MO 6068 North American Sr. Circuit
oftball (NASCS)
1998 Sr. Softball World Series
1998 SENIOR SOFTBALL WORLD SEI AGREEMENT #3889
M06068, 12-17-97
Host Organization Information —J
Complete the following:
Municipality/Organization submitting bid:
City of Palm Springs
If other than Municipality, attach information about your organization's structure.
Contact Person & Title:
Vicki Oltean, Recreation Manager
Address, Phone and Fax Numbers:
401 S. Pavilion Way
Palm Springs. CA 92262
(760) 323-8277
(760) 323-8279 (Fax)
TOURNAMENT INFORMATION:
Proposed Tournament Dates:
September 25 - October 4, 1998
Tournament Site:
Palm Springs - Coachella Valley
Name/Location of Field Sites, Number of Fields at each site, Time from site to site:
DeMuth Park Mesquite Ave. Palm Springs, 6 fields. 5 mins/Sunrise: 20 mins./PD
Sunrise Park. Pavilion Way & Baristo Rd., Palm Springs 2-4 fields 25 mins/PD
Palm Desert Civic Center, San Pablo Rd., Palm Desert. 4 fields see above
*Note: Possible 5-field complex being built in Cathedral City might be available - will
add at later date if a go
HOST ORGANIZATION EXPERIENCE:
Attach information about any National or Regional Softball Tournaments your city or
organization has hosted recently.
OTHER CONSIDERATIONS:
Attach information about airport, community and area attractions.
Attach any other information that you feel may be helpful or of interest to the NASCS Board of
Directors.
29
•
1998 SENTOR SOFTBALL WORLD SERIES'
OSTAGREEMENT
WHEREAS, _. L j-t4 of Palm CTr_n 9 c hereimfter referred to as"Host
Organization',in its desire to bring the Senior SoRball World Series(SSWS) to Palm Springs, CAfrom
September 25 to October 4, 1998 and the North American Senior Circuit
Softball (NASCS), a Michigan Non-Profit Corporation,in its desire to have the 1998 SSWS played in
Palm Springs, CA ._____ agree:tothefollowing:
ORGANIZATION:
A. Host Organization and the NASCS agree to work together on all aspects of the 1998 SSWS to insure
the successful execution ut'the event,to promote the Host Organization and senior softball in general.
FINANCIAL COMN11"i'MFNT& REVENUE OPPORTUNITIES:
A. Host Organization agrees to pay the NASCS One Hundred Twenty Thousand dollar($120,000.00), to
be paid according to the schedule contained in Exhibit A The fluids will be used to defray the costs of
operating the SSWS tournament, If the [lost Organization is not the party financially responsible for
payment of the SI20,000.00 to NASCS then the financially responsible party shall guarantee
payment where indicated on the signature page.
B. Revenues generated by local sponsorships and promotional activities as listed in Exhibit B shall be
retained by the Host Organization.
C. Revenues generated by national sponsorship sales shall be retained by NASCS to further promote the
tournament and member services.
FIELDS & FACTLITIL
The Host Organization will provide the following facilities for the SSWS:
A. Use of an adequate number of fields for the duration of the SSWS as listed on
Exhibit C at no cost it) NASCS_ The fields must meet the specifications listed in
Exhibit D. If the Host Organization cannot guarantee the provisions of facilities then the
organization(s) that can guarantee provision of facilities must do so where indicated on the
signature page.
B. The Host Organization will not charge admission to any games or parking fees for participants and their
guests.
PERSONNEL:
The following staffing is required to run a successful SSWS:
A. Host Organization and the NASCS will assemble a Local Steering Committee to coordinate and
develop local protrx)tions, spouse programs, activities and suppliers that will benefit the SSWS. The Local
Steering Committee +hall be comprised in the manner and for the purposes outlined in the NASCS bid
proposal, at page 19 under the heading"Local Steering Committee." IF
B. Medical Personnel. Must be on-site during all hours of play and during any outside activities. £
30
PERSONNEL: (con'1 i
C. Maintenance Peru)nnel. At each complex fbr the bourn of play,responsibilities include making sure
fields are in excellent playing condition,acting as the on-site facility contact for SSWS Site Supervisor and
Tournament Headquarters staff.
D, Administrative Personnel. 16 persons to staff registration of players, I to staff headquarters, I runner,
2 to staff information Moths and personnel for Airport Meet&Greet.
E. Umpires&Scorekeepers. The staffing needs for umpires and scorekeepers shall be in the manner
specified in the NASCS bid proposal at page 19,under the section entitled"Umpires& Scorekeepers," and
in the quantities specified in the Senior Softball World Series Official Rulebook.
Please complete Exhibit F.
HOTELS:
A. The Host Organization will furnish the NASCS with information about local hotels to assist the
NASCS in the selection of totmtament hotels and a headquarters hotel.
B. Room rates of tournament hotels will be subject to NASCS approval.
C. NASCS will promote all tournament hotels in its player packets and receive all room rebates.
Please complete Exhibit F.
PRINTED MATERIALS:
A. The Host Organization in conjunction with the NASCS will produce the 1998 SSWS emblem. Past
emblems represented a flavor of the area combined with a soffball theme. The emblem must be easily
reproduced for posters, stationery, T-Shirts,caps,pins, patches, etc_
B. Host Organization will provide information to be included in the Player Packets and Goody Bags, as
specified in the NASCS hid proposal at page 23 under the section enttled"Player Packets&Goody
Bags."
Please complete Exhibit G.
PUBLIC RELA ON r MTDIA:
The Local Steering. Committee will develop and execute a plan to maximize media exposure of the 1998
SSWS.
Please complete F.xhiha 11.
SPECIAL EVENTS:
Attach Exhibit I, if appropriate.
RESPONSIBILITIES OF NASCS:
A. Management and execution of the 1998 Senior Softball World Series.
B. Payment of all expenses related to the management and execution of the 1998 SSWS.
C. Cooperation in the organvation of the Local Steering Committee, sponsorship programs and media
campaign and the design of the 1998 SSWS Emblem
31
RESPONSTBILiTiES OF_NASCS: (con't)
D. Provision of a S1000.000 general liability insurance policy for the 1998 SSWS with the appropriate
parties named as additional insured, for bodihv injury, death and property damage resulting from the
activities of the 1998 SSWS and any related event.
E. in the event NAS('S defaults and fails to hold the event after commencement by host organization of
the payment shown in FF..dtibit A.NASCS shall,within thirty(30)days of such default,return to host
organization two (2) t imes the money actually them paid by the host organization as liquidated damages, as
such damages are extremely difficult or impractical to determine in the event of a breach of this agreement.
SSWS DATES:
The 1998 Senior Softball World Series shall be held k Palm Springs , CA from
Sept. 25 to Oct. 4
FORCE MAJEURE:
In the event of Force Majeure, such as a storm,riot, civil insurrection, earthquake,or other events beyond
either parties' control. which makes it impossible or impractical for the event to occur or continue, host
organization and NAti<'S shall be relieved from their obligations hereunder without liability for
nonperformance.
ASSIgNJIRa OF RIG14TS:
The rights of each party under this Agreement are personal to that party and may not be assigned or
transferred to any other person, firm, corporation or other entity without the prior,express and written
consent of the other party_
NQ WAIVER:
The failure of either party to this Agreement to insist upon the performance of any of the terms and
conditions of this Agreement, or the waiver of any breach of any of the terms and conditions of this
Agreement, shall not he construed as thereafter waiving any such terms and conditions,but the same shall
continue and remain in full force and effect as if no such forbearance or waiver had incurred.
GOVERNING LAw;
It is agreed that this Agreement shall be governed by,construed and enforced in accordance with the laws
of the State of Michigan.
EFFECT OF PART I_AI._[NVA ,IDITY:
The invalidity of an,, portion of this Agreement will not and shall not be deemed to affect the validity of
any other provision. In the event that any provision of this Agreement is held to be invalid, the parties
agree that the remaining provisions shall be deemed to be in full force and effect as if they had been
executed by both part ies subsequent to the expungement of the invalid provisions.
ENTIRE AGREEMENT:
This Agreement shall constitute the entire Agreement between the parties and any prior understanding or
representation or am; kind preceding the date of this Agreement shall not be binding upon either party
except to the extent incorporated in this Agreement.
32
MODIFICATION OF AGRFENiENT: 19P
Any modification of t his Agreement or additional obligation assumed by either party in connection with
this Agreement shall he binding only if placed in writing and signed by each party or an authorized
representative of each party.
COUNTERPARTS:
This Agreement may he executed in any number of counterparts,each ofwhich shall be deemed to be an
original, but all of which together shall constitute but one and the same instrment-
IN
WITNESS WHEREOF.each party to this Agreement has caused it to be executed at
on the date indicated below.
Dated: �� � I97 City of Palm Springs, California
HOST ORGANIZATION
ATTEST: CITY_OF CAL FORNIA
0 ity Clerk City Hager
The undersigned Guarantor does hereby unconditionally guarantee to NASCS full payment of$120,000.00
according to the Payment Schedule Exhibit A.
Dated: City of Palm Springs, California
FINANCIAL GUARANTOR
ATTEST: --1 CITY OF PALM SPRIN CALIFORNIA ---
City Clerk City M Hager
�p511')rb�^n..V�,r.�, aTsr•' ..'i�_ fi`9'P'•�' f"fi'.'e,l..�t�9'-,���
33
The undersigned Guarantor does hereby unconditionally guarantee provision of facilities listed in Exhibit
B according to the specifications contained in Exhibit C.
Dated: City of Palm Springs, California
FACILITIES GUARANTOR
ATTEST: CITY OF P7--
S INGS, CAe
A
- — -
City Clerk City anager
Dated: / — I '� NORTH AMERICAN SENIOR
CIRCUIT SOFTBAL�'��-�-�
WITNESS:
Its: President
✓G Uf (.L'sJ�� v�-
WITNESS:
34
EXHIBIT A �
Payment Schedule
Modify Exhibit A, Payment Schedule, as follows:
December 1, 1997 $14,400
January 1, 1998 7,200
February 1, 1998 7,200
March 1, 1998 7,200
April 1, 1998 7,200
May 1, 1998 7,200
June 1, 1998 7,2010
July 1, 1998 7,200
August 1, 1998 7,200
TOTAL $72,000
All checks must be made payable to NASCS and sent to: Ken Maas, President
NASCS
P. 0. Box 1085
Mt. Clemens, MI 48046
35
EXHIBIT B
Revenue Opportunities
The Host Organization may retain the revenues of the following:
1 . Local sponsorships, as outlined below.
2. The sale of non-competing souvenirs, those that do not bear the NASCS logo, SSWS
emblem, or the World Series servicemark.
3. Program ad sales, NASCS reserves the right to include ads and editorial content.
4. Concessions.
5. Special event admission.
NASCS reserves the right to review and approve all local sponsors and sponsorship packages.
The following are items that may be sold as part of the Local Sponsorship packages:
1 . Company name or logo on Tournament Letterhead and all other printed materials.
2. On-site display booth to promote company and/or product.
3. Inclusion in local media campaign.
4. Company representative may become a member of the Local Steering Committee.
5. Opportunity to include flyer or coupon in Player Registration Packets.
6. Opportunity to include item, sample or coupon in Player Goody Bags.
7. Display of banners on field sites.
8. Public address announcements during championship games.
9. Advertisement in Tournament Program.
10. Advertisement in NASCS's national quarterly magazine, "Line Drive".
36
EXHIBIT C
Field Use Schedule
FIELD DATES TIMES
DeMuth 5 9/25 - 10/4 7 a.m. to 11 p m.
DeMuth 6 9/25 - 1014 7 a.m. to 11 p.m.
DeMuth 7 9/25 - 1014 7 a m to 11 p.m.
DeMuth 8 9/25 - 10/4 7 a m to 11 p.m.
DeMuth 1 9/25 - 1014 7 a m.-to 11 p.m.
DeMuth 3 9/25 - 10/4 7 a.m. to 11 p m.
Palm Springs Stadium 9/25 - 10/4 7 a m. to 11 p.m.
Pavilion 9/25 - 10/4 7 a.m. to 11 p.m.
Palm Desert Civic Center 1 9/25 - 10/4 8 a.m. to 9 P.M.
Palm Desert Civic Center 2 9/25 - 10/4 8 a.m. to 9 p m.
Palm Desert Civic Center 3 9/25 - 10/4 8 a.m. to 9 p M.
Palm Desert Civic Center 4 9/25 - 1 C/4 8 a.m. to 9 p.m.
Palm Springs High School 1/Davis 1 9/25 - 10/4 7 a.m. to 5 p m.
Palm Springs High School 2/Davis 2 9/25 - 10/4 7 a.m. to 5 p.m.
37
EXHIBIT C (con't)
Description of Fields & Facilities
Please attach photographs of the proposed field sites
PIELD 41 1 2 3 4 = 6 7 8 9 10 11 12 13 14
Distance to:
LEFT 300' 290' 300' 285' 275' 275' 300' 1 300' 300' 275' 25S' 280' 275' 275'
CENTER 300' 290' 300' 285' 260' 260' 300' 300' 300' 300' 300' 280' 275' �75'
RIGHT 300' 290' 300' 285' 275' 275' 300' 300' 290' 260' 2SO' 280' 275' 275'
Ll,hts Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes N'o No
Scoreboards No No Yes Yes No No Yes No No No No No No No
Covered
Dugouts No No No No No No Yes No No No No No No No
Double Ist
Base Baas Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
Strike Zone
Mats Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
end Home
Plate Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
Pitcher Mound No No No No No No No No No No No No No No
Stands/Seating Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
Restrooms Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes No No
Phones Yes Yes No No Yes Yes Yes No Yes Yes Yes Yes No No
Concessions No No Yes Yes Yes Yes Yes No Yes Yes Yes Yes No No
Parking Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
P A System No No No No No No Yes No No No No No No No
Canopy No No No No No No No No No No No No No No
Curfew No No No No No No No No Yes Yes Yes Yes Yes Yes
38
EXHIBIT D
Criteria for Fields & Facilities
FIELDS
1 . The fields and maintenance must be provided at no cost to NASCS.
2. The SSWS will need 14 - 16 fields for the duration on the tournament. The fields should be
located close to each other but do not need to be in the same complex--at times it has been
necessary to use as many as 4 different complexes.
3. NASCS prefers to have the use of all fields at all times during the tournament; therefore,
NASCS must know in advance if there are any time or use restrictions.
4. Safe fences on all fields. Prefer 300' fences, can be flexible on some fields.
S. No pitching mounds.
6. Lights for night games.
7. Scoreboards for all fields.
8. Iced beverage on all player benches.
9. Covered dugouts.
10. Practice Fields, 2 - 3 fields available on registration days from 10:00am - 6:OOpm.
FACILITIES
1 . On-site staffed medical area.
2. Stands for spectators.
3. Adequate number of clean, stocked restrcoms, maintained throughout the tournament.
4. On-site telephones.
5. On-site storage facilities.
6. PA systems.
7. Concessions with reasonable prices.
8. Adequate free parking for participants.
9. Canopies, tables & chairs for medical, umpires & souvenir sales.
39
EXHIBIT E
Personnel
Please include summary of how all personnel needs will be met.
Please include summary of local umpire association and normal fee per game per umpire.
B. Medical Personnel Off-duty paramedics and nurses from local hospitals, plus local fire
department. Host Organization will cover any cost associated with
medical personnel. Medical personnel will be at each site
throughout the day for the duration of the tournament.
C. Maintenance Personnel Host Organization will have a crew of workers at each site for field
prep throughout the day for the duration of the tournament.
D. Administrative Personnel Host Organization will work with local senior center and local senior
softball league to obtain volunteers to help with registration.
Not sure of availability of personnel to meet and greet participants
at airport.
E. Umpires Will use local umpire association that currently handles City
leagues, plus other associations in Southern California as we did in
1995. $16/game/umpire.
F. Scorekeepers Current scorekeepers working City leagues and tournaments.Will
need additional scorekeepers. Host Organization will work with local
senior center to obtain additional help. $6/game/scorekeeper.
9A,
40
EXHIBIT F t
Hotels 1�
Attach:
1 Proposals and information from area hotels.
2 Proposals from potential Headquarter Hotels.
Enclosed is a visitors guide that the City's Tourism Division developed.
A sales lead will be sent out by our Tourism Division to locate a headquarters hotel. To be completed by
April 18
Will follow with a sales lead for auxiliary hotels. To be completed by May 16.
Information will be forwarded to Executive Director for review.
41
Exhibit F (conY)
SAMPLE
SENIOR SOFTBALL WORLD SERIES
1204 West 46th Street
Richnnond VA 23225
804-231-42:54 804-232-4539 (fax)
HOTEL ROOM BLOCK AGREEMENT
Hotel: Contact:
Address:
Phone: Fax:
ARRIVAL DATE: DEPART. DATE:
ROOM & RATE INFORMATION
ROOM TYPE NUMBER SINGI--E-T DOUBLE TRIPLE QUAD
iN BLOCK RATE RATE RATE RATE
Double/Double M
Queen
Kin
Kin w/sofa bed
Suite
TOTAL
ADDITIONAL REQUIREMENTS:
'Hotel will pay NASCS a 10% per room per night rebate within 30 days of conclusion of event.
'Hotel will provide one (1) complimentary room or suite for duration of tournament.
RESERVATIONS: Housing Bureau __ Direct
Reservations will be guaranteed with major credit card or 1st night deposit.
Cutoff Date:
Check In Tlme: i Check Out Time:
BILLING:
Individuals are responsible for all room, tax, and incidental charges.
Local Hotel tax rate is %. 149
�1
I have read the above, completed the Information and agree to the above terms: "
Clay Caperton SSWS Executive Director Date
Hotel Representative Title Date
42
EXHIBIT G
Printed Materials
Attach description of how emblem and information for packets will be completed.
Not available at this time.
43
EXHIBIT H
Public Relations & Media
Attach outline of a plan for the media campaign.
Not available at this time but will work with City's public relations personnel to develop.
44
EXHIBIT I
Special Events
Attach ideas or proposals for special events, if appropriate.
Barbecue
Pre-Tournament Golf Tcurnament
VillageFest
Concerts in the Park
45
EXHIBIT J
Host Organization's Experience
1992 A.S.A. Boys 14 & Up and 12 & Up Fastpitch Nationals
1992 A.S A. Men's "D" State
1994 A.S.A. Men's Major Fastpitch Nationals
1995 Senior Softball World Series
1996 A.S.A. Men's Seniors 60+, 65+ and 70+ Slowpitch Nationals
1997 A.S.A. Men's Seniors 50+ Nationals
46
EXHIBIT K
1. Section A of"Financial Commitment& Revenue Opportunities"shall be deleted as written and modified as
follows:
"Host Organization agrees to pay the NASCS Seventy-two Thousand dollars ($72,000.00),
payable as presented in Exhibit L, and, in addition, Forty-eight Thousand dollars($48,000.00)
in in-kind services.The value of in-kind services and/or product trade in lieu of sponsorship
fees will be determined mutually by the Host Organization and the HASCS. No other
compensation shall be required of the Host Organization."
2. In the section "Governing Law,"change Michigan to California.
3. In the paragraph preceding the Financial Guarantor's signature, change$120,000.00 to$72,000.00.
47
ENDORSEMENT NO. 27
ADDITIONAL INSURED 'VCLm';Ec�
IT IS AGREED THAT THE FOLLOWING IS ADDED AS AN ADDITIONAL INSUREDIP#E�EUNI Cat,
BUT ONLY AS RESPECTS LIABILITY ARISING OUT OF THE 'OPERATIONS OF THE NAMED
INSURED, AND ONLY TO THE EXTENT THAT COVERAGE IS PROVIDED SUGHGkbfl "�4
INSURED IN THE UNDERLYING INSURANCE AS LISTED IN THE SCHEDULE OF UNDERLYING
INSURANCE, AND FURTHER PROVIDED THAT THE INCLUSION OF SUCH ADDITIONAL INSURED
SHALL NOT SERVE TO INCREASE THE COMPANY'S LIMIT OF LIABILITY AS SPECIFIED IN THE
DECLARATIONS OF THIS POLICY.
IT IS FURTHER AGREED THAT THE POLICY SHALL NOT BE CANCELED UNTIL AT LEAST THIRTY
(30) DAYS AFTER NOTICE OF SUCH CANCELLATION HAS BEEN MAILED TO THE BELOW LISTED
ADDITIONAL INSURED(S).
IN THE EVENT THAT COVERAGE IS CANCELED FOR NON-PAYMENT OF PREMIUM, THE
ADDITIONAL INSURED(S)WILL BE GIVEN TEN (10) DAYS WRITTEN NOTICE.
- -- - REC E41VED
NASCS/SSWS 'C�'�1
PO BOX 1085
MT. CLEMENTE, MI 48046
IRISN4 IVAP'AG Efuf ErPT
RE: SENIOR SOFTBALL WORLD SERIES QUALIFIER ON APRIL 18, 19 AND
FROM APRIL 22 THROUGH APRIL 26, 1998
Ism
Y
r.
oq,
w,
All other terms and conditions remain unchanged
Effective date of this endorsement is: APRIL 18, 1998
Attached to and forming part of No. 4296-4719 THE INSURANCE COMPANY OF
p/ THE STATE OF PENNSYLVANIA
Issued to: CITY OF PALM SPRINGS C.V. STARR & CO.
_ Underwritin;g Managers
f li
Date: SEPTEMBER2, 1998 By:
42775 8/85
ENDORSEMENT NO. 27