HomeMy WebLinkAboutLouisville Food Trucks (Thunder Food Trucks) City of Jeffersonville
Government Contract Coversheet
Please note:All information MUST be completely filled out and submitted to Clerk's Office
within 48 hrs of execution.
Date Submitted to Clerk:1 /041 a 1
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Vendor Name:
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Sign Date:I I/ I S b
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Is this an amendment or change order
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Purpose:
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For Clerk's Office to fill out
Date uploaded to Gateway:
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THUNDER OVER LOUISVILLE VENDING MANAGEMENT CONTRACT
Vending Manager:Louisville Food Truck Producer:City of Jeffersonville,Parks&Recreation
Association/Velvet Couch Hospitality Group Address:500 Quartermaster Ct.Jeffersonville,IN 47130
Agent:Troy King,CEO Agent:Tara Young,Manager of Special Events&Riverstage
Address:1039 Ash St.Louisville,Ky 40217 (Lisa Carter,Parks Authority Board President)
Phone:502.727.2764
Phone:812.319.3280
Email:louisvillefoodtruckassociation@gmail.com Email:tyoung@cityofjeff.net
This contract shall serve as a binding agreement between the Louisville Food Truck Association (referred to hereinafter
as"Vending Manager") and the City of Jeffersonville Parks Department (referred to hereinafter as "City") to
determine vending management services for the 2025 Thunder Over Louisville event (referred to hereinafter as
"Event") as it pertains to the City of Jeffersonville.
Whereas,an event known as Thunder Over Louisville has become an annual tradition in the vicinity of
Jeffersonville, IN as part of the Kentucky Derby Festival festivities.
Whereas,the City of Jeffersonville incurs additional overtime costs for additional police protection,security personnel
and emergency personnel as part of the Event.
Whereas,the City closes designated city streets and city-owned properties to optimize safety and to
accommodate Event attendees.
Whereas,the City provides portions of said property,for a set fee,to vendors to provide concessions for sale
of food, beverages(non-alcoholic) and other products to the public during the Event.
Whereas,the City has assigned duties to Tara Young to serve as the Event Vendor Coordinator,to enter into contracts
with vendors or a single vendor to operate upon city property,for the purpose of generating revenue to fund the city
services required to facilitate the event.
Whereas, it is in the best interests of the City to contract food and other concessions for the event to a single
vendor who will be responsible for establishing a variety of vendors to provide food, beverages and other retail
sales and services available to the public during the event.
Whereas, it is in the mutual interests of the Vending Manager and the City to enter into this contract agreement
to facilitate vending for the Event.
THEREFORE BE IT AGREED by the parties as follows:
1. This contract serves to set parameters for the annual Thunder Over Louisville one-day event on April 12,2025.
2. The Louisville Food Truck Association will serve as the exclusive Vending Manager for the 2025 Thunder Over
Louisville event.
3. The recitals set forth above shall be incorporated herein by reference as a substantive part of this contract.
4. Scope and Manner of Services — The Vending Manager shall execute services in accordance with the
following:
a. Provide at least twenty(20)and no more than thirty(30)food concessionaires for the Event that
offer a variety of food and beverage (non-alcoholic)options.
b. Provide other non-food vendors that will be permitted to sell merchandise.
c. Establish proper placement for each concessionaire and vendor in the designated areas provided by the
City.
d. Ensure that all beverages sold by concessionaires are purchased directly from the designated
distributor, in accordance with the City's sponsorship agreement with the company, if such
sponsorship is contracted with the City at the time of the Event.
e. Provide all necessary generators sufficient to provide continuous electric power to all concessionaires
for the entirety of the Event.Vending Manager shall be responsible for the placement of generators and
all costs associated with renting/purchasing and operating them. *Vending Manager may require
vendors to provide their own generators.
f. Provide refillable tanks for water supply that is sufficient for vendors to operate for the entirety of the
Event. *Vending Manager may require vendors to provide their own tanks.
g. Coordinate all aspects of planning with concessionaires which include, but are not limited to: placement,
expectations, regulations and financial reporting.
h. Monitor concessionaires during the event to ensure they adhere to all expectations and regulations as
set forth by the United States Government,State of Indiana,City of Jeffersonville and Clark County
Department of Public Health. Expectations and regulations include, but are not limited to:food safety
measures, infectious disease protocols,
i. Keep detailed records of the following items for each concessionaire: name, proof of identification,
address, phone number,email, public health certificate.Vending Manager will provide the records
to the City at least 30 days prior to the Event.
j. Obtain liability insurance in the amount of at least$1,000,000,with the City listed on the policy as
additionally insured.The policy must cover the entirety of the Event,to include setup and breakdown
times.
k. Attend meetings with City staff prior to the Event as needed to ensure compliance with all expectations,
regulations and ordinances.
5. Logistic guidelines for concessionaires:
a. All concessionaire sales shall be established in a stationary location; no walking or otherwise mobile
sales are allowed.
b. Dedicated space for each concessionaire shall not exceed 10 feet in depth and 20 feet in width.All
Concessionaire spaces will be placed at least 10 feet apart, in accordance with the codes of the
Jeffersonville Fire Department.
c. Concession trailers and other equipment shall not protrude more than 10 feet into any street or
pedestrian thoroughfare.
d. All concession trailers and associated vehicles must remain in place until 11:59 pm on the event date.
Movement of trailers or vehicles before said time will result in immediate stoppage and fines imposed
by the Jeffersonville Police Department.
e. The only vehicles allowed in the event area will be those displaying a permit issued by the Parks
Department.This includes any vehicle used for restocking supplies, etc. No vehicles will be allowed
entry or exit in the event area after 5pm on the event date.
6. The Vending Manager will make a payment to the City in the amount of 20%of gross sales revenue no later than
May 1, 2025. Financial records and payment will be processed as follows:
a. Vending Manager will collect sales statements from each concessionaire and submit all to the Parks
Department by April 20, 2025.
b. Parks Department will review sales statements and calculate the payment due by April 25, 2025,at
which time an invoice will be sent to the Vending Manager in the amount of the total payment.
c. Vending Manager will submit payment in full via online processing or a check delivered to the Parks
Department.
d. If payment is not made in full by the set deadline,the City has the right to pursue any and all legal
remedies as its managers see fit.
7. The City hereby agrees to provide the following:
a. Public property for placement of concessionaires in the following locations on W Riverside Dr:
i. Intersection at Spring Street
ii. 100 block, in front of parking lot only
iii. Intersection at Pearl Street
iv. 500 block, parking area on south side of street
b. Access to electrical service stations located in the 100 block of Riverside Drive and at the intersection of
Pearl Street and Riverside Drive.
c. Access to the parking lot located at 500 Riverside Drive for the parking of supply trucks.Capacity will be
based upon spatial availability and will be determined at the discretion of the Jeffersonville Police
Department.
d. Parking permits for vehicles necessary only to the immediate facilitation of vending. Permits must be
displayed clearly in each vehicle's windshield at all times during the event, including set up times. Failure
to properly display permits will result in the vehicle being removed from the event area at the owner's
expense.
e. Advertising such as mentioning Louisville Food Truck Association,as the"City"food and beverage
exclusive providers.
f. Coordinate a pre-Event meeting with vendors and appropriate city managers to confirm vendor plot,
discuss expectations, review permits/insurance and answer any questions about the event that may
arise.
g. Coordinate post-Event meeting within two weeks to discuss issues and concerns as they relate to the
Event's operations.
8. Governing Law:This contract shall be governed by the laws of the County of Clark in the state of Indiana,and
any applicable United States Code or Administrative Orders.
9. Arbitration clause:All disputes,controversies,or claims arising out of or relating to this contract shall be
submitted to binding arbitration in accordance with the applicable rules of the American Arbitration Association
then in effect.
10. Attorney Fees: In the event of any legal action (including arbitration)to enforce or interpret this contract,the
non-prevailing party shall pay the responsible attorney's fees and other costs and expenses(including expert
witness fees)of the prevailing party. In addition,such non-prevailing party shall pay reasonable attorney's'fees
incurred by the prevailing party in enforcing, or on appeal from,a judgement in favor of the prevailing party.
This provision is intended by the parties to be severable from the other provisions of this contract and to
survive and not be merged into such judgement.
11. Indemnity clause:The Vending Manager shall indemnify and hold the City harmless from costs,expense or
liability arising out of or relating to any acts or decisions made by the Vending Manager to the extent permitted
and required by law in the course of performance of this contract or acting under color of this contract to the
same extent the City indemnifies and holds harmless other officers and directors of the Vending Manager in
accordance with the City's established policies.
12. Termination: Should the Vending Manager default in the performance of this Agreement or materially breach
any of its provisions,the City shall have the option of terminating the Agreement by giving written notification
to the Vending Manager at the address shown herein.This agreement may also be terminated by the City at its
option and without prejudice to any other remedy which it may be entitled either at law, in equity,or under the
terms of this Agreement in the event of any of the following:
a. Requests relief from any obligation under this agreement.
b. Makes a request to discharge a debt to the City in Bankruptcy.
c. Is adjudged to bankruptcy.
d. Becomes insolvent or has a receiver of his/her its assets or property appointed because of insolvency.
e. Makes a general assignment for the benefit of creditors.
f. Suffers any judgement or against him/her/its to remain unsatisfied or unbounded of record for 30 days.
g. Institutes or suffer to be instituted any procedures for reorganization or rearrangement of his/her/its
affairs, or fails to secure and/or maintain permits or licenses necessary to carry out said terms of this
agreement.
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Troy King -f Elizab Carter
Louisville Food Truck Association Date Jeffersonville Parks Authority Date