HomeMy WebLinkAboutExhibit Envoy; 2025-06-03; PSALCA-25007CAPSALCA-25007CA
Exhibit Envoy Rental Contract
EXHIBITION RENTAL TERMS
Exhibition Title: Printed & Stitched
Borrowing Institution: City of Carlsbad
William D. Cannon Art Gallery
Carlsbad City Library Complex
1775 Dove Lane
Carlsbad, CA 92011
Project Manager: Alyson Benford, Programs & Venue Coordinator
alyson.benford@carlsbadca.gov
442.339.5154
Rental Dates: July 20, 2025 – November 2, 2025 (15 weeks)
Exhibit dates July 25 - October 26, 2025
Rental Fee: $5,625.00 + rental inbound and outbound shipping costs up to $2,000.
Total not to exceed $7,625.00 (see 6.5)
Security Level: High
Contact:
Amy Cohen, Executive Director
Exhibit Envoy
PO Box 193307, San Francisco, CA 94119
415.525.1553
amy@exhibitenvoy.org
Exhibit Envoy is a 501c3 nonprofit. Federal Tax ID# is 73-1644833.
The Borrowing Institution City of Carlsbad, William D. Cannon Art Gallery, (hereafter “borrower”)
requests to borrow from Exhibit Envoy (hereafter “EE”) and agrees to show the exhibition Printed &
Stitched (hereafter “exhibition”) at Carlsbad City Library Complex, 1775 Dove Lane, Carlsbad, CA
92011 for the rental fee of $5,625.00 plus shipping charges described below in SECTION 6 of this
agreement, between the dates of July 20, 2025 – November 2, 2025.
1. USES
1.1 Booking dates listed above are final. However, if any changes are necessary due to
unforeseen circumstances the borrower will notify EE immediately in writing. If another date
cannot be arranged, this agreement may be terminated by mutual agreement and may be
considered a cancellation or rescheduling, as defined in Section 5.
Docusign Envelope ID: 48C9BEAD-F612-4242-BED5-B7A21FA29CCE
j:kxhib>it envey
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1.2 EE’s traveling exhibitions may be used for educational purposes only. No commercial or
political use may be made of EE exhibitions. Additionally, no reproductions of copyrighted
images and/or text may be made except as expressly provided for in the exhibition manual or
publicity kit.
1.3 The exhibition must be shown intact and in its entirety. No component may be omitted
from an exhibition without prior approval in writing from EE.
1.4 EE exhibitions must be accessible to the public. Access shall not be denied to anyone on
the basis of race, color, creed, national origin, physical or cognitive disability, sex, age, or any
other basis prohibited by applicable law.
1. 5 EE must be informed of the exact location of the exhibition at all times. Borrower must
obtain the prior written approval from EE to show the exhibition at an alternate location other
than that specified in this contract.
2. PAYMENT
2.1 The total fee payable for the Services to be performed during the initial Agreement term
shall not exceed seven thousand six hundred twenty-five dollars ($7,625). No other
compensation for the Services will be allowed except for items covered by subsequent
amendments to this Agreement.
Payment Schedule Activity
Initial Payment (20% of Exhibit
Cost) $1,125 due upon execution of agreement.
Second Payment (80% of Exhibit
Cost) $4,500 due upon delivery of Artwork to Borrower
Shipping Payment Not-to-Exceed $2,000, paid upon documentation of
actual shipping costs to Borrower
Total Cost Not-to-Exceed $7,625
All fees will be paid as specified above. All invoices shall be submitted to Borrower or their
Designee and shall be sufficiently detailed to include related activities and costs. Final invoice
approval will be completed by Borrower’s Director or Designee. If any unperformed portion of services is cancelled due to the EE inability to deliver, the non-
delivered portion of the event or event services may be, if feasible, rescheduled to a new
date(s) that is/are mutually agreeable to City and Contractor. If a replacement event cannot
be rescheduled, the fee(s) due to the Contractor may, at City’s sole discretion, be reduced
on a pro-rata basis by the value of the service(s) not performed.
Docusign Envelope ID: 48C9BEAD-F612-4242-BED5-B7A21FA29CCE
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3. INSURANCE & PROTECTION
3.1 The borrower shall provide EE with a completed and current American Association of
Museums Revised Standard Facilities Report, including a floor plan of the borrowing institution
indicating the gallery in which the exhibition will be displayed, and marking the path from the
loading area to such gallery. Photographs of the gallery shall also be provided to EE. The
completed current facilities report must be submitted to EE within 30 days of signing this
contract. EE reserves the right to cancel this reservation if the borrower does not submit the
complete and current facilities report to EE within 30 days. This may be waived with written
agreement with an EE representative.
3.2 The borrower agrees to have an experienced project manager assigned to supervise the
exhibition handling at all times.
3.3 [Intentionally Omitted]
3.4 [Intentionally Omitted]
3.5 [Intentionally Omitted]
3.6 The borrower agrees to notify EE immediately of any theft, damage, or loss occurring while
the exhibition is in its possession.
3.7 The borrower agrees to provide all fire precautions as required by law or local ordinance;
safe handling, unpacking, and repacking of the exhibition under professional supervision by
curators, registrars or other trained professionals; and all required security measures and
environmental conditions stipulated in this contract, provided, however, that EE may, upon-
request, grant exceptions on a case-by-case basis.
3.8 Smoking, eating, or drinking must be prohibited in the exhibition area and in the storage,
receiving, and loading spaces at all times when the exhibition is within those spaces.
3.9 Borrower will insure the Artwork from the time of arrival at the Exhibition site – William D.
Cannon Art Gallery until the time it is picked up by the EE’s transportation agent. Borrower will
insure the Artwork against any loss or damage while it is in the Borrower’s possession for the fair
market value as specified by EE in this Agreement. For purposes of insurance coverage, the
Borrower requires the EE to value Artwork(s) accurately according to Artwork(s) by the EE of
similar size, style, medium, and if possible, based upon previous sales. Borrower may require EE
to provide reasonable evidence of the Artwork's stated market value. In the event of loss or
damage to the Artwork, EE’s failure to provide supporting evidence of the Artwork's stated
market value will result in the Borrower’s sole determination of the Artwork's market value. The
signing of this Agreement by the Borrower does not constitute an endorsement of the EE’s
stated value. In the event of loss of or damage to the Artwork, EE’s recovery from the Borrower
and/or insurer is limited to the maximum coverage amount specified in the Agreement. EE’s
Docusign Envelope ID: 48C9BEAD-F612-4242-BED5-B7A21FA29CCE
PSALCA-25007CA
agrees to hold the Borrower and its officers, agents, employees and volunteers harmless from
any and all claims in excess of maximum coverage amount indicated in this Agreement. In the
event of partial loss or damage, the Borrower’s liability shall be limited to the cost of repair or
restoration or any resulting loss in fair market value. Borrower shall not be liable for any indirect,
special, incidental, punitive or consequential damages, even if the Borrower has been advised
of the possibility of such damages.
4. SECURITY & ENVIRONMENTAL REQUIREMENTS
4.1 In addition to the conditions specified above, the borrower agrees to provide the following,
according to the security level designated for the exhibition:
HIGH SECURITY
High security is required for exhibitions that contain extremely fragile, original artworks or
materials of extreme historical and/or high insurance value. The following conditions must
be met to display high security exhibitions:
Protection
- Exhibitions must be within a limited-access gallery.
- Responsible supervision of the gallery area by a trained attendant during open
hours is required. The gallery must be locked and secured during closing hours with
alarms in place.
- Fire protection in place according to local ordinances.
- No food or drink in the gallery area or around the exhibition at any time.
- Only persons specifically trained in handling museum objects may handle artworks.
Environmental Controls
- Institutions must have environmental monitoring equipment in place to insure that
no temperature or relative humidity extremes occur within a 24-hour period.
Trained staff should check environmental conditions on a regular basis.
- Climate levels in the gallery must be maintained at 68 to 72 degrees Fahrenheit.
- Relative humidity must be maintained at 45 to 55 percent.
- No direct sunlight allowed.
- Light sources (including windows with shades or blinds) must have ultraviolet filters.
- Light sources must not be aimed directly at objects.
- Light levels are not to exceed 5 to 7 foot-candles.
- Artworks must be placed away from the convection flow of any heating device,
contact with moisture, or any other potentially damaging condition.
4.2 The borrower will make daily, informal inspections of the exhibition during display, and shall
take all reasonable measures to ensure the security of the exhibition. The borrower is
responsible for completion of the Exhibition Condition Report binder at the beginning and end
of display of the exhibition. If any irregularities exist, the borrower will notify EE immediately.
Docusign Envelope ID: 48C9BEAD-F612-4242-BED5-B7A21FA29CCE
PSALCA-25007CA
4.3 Under no circumstances, other than emergencies involving the safety of the exhibition or
the general public, shall the exhibition works be removed from the borrower’s premises during
the course of the venue.
5. CANCELLATION/RESCHEDULING
5.1 Cancellation or Rescheduling by borrower - The borrower must notify EE in writing of any
need to cancel a signed contract or reschedule contracted booking dates.
5.2 Cancellation by EE - EE reserves the right to cancel a booking at any time if the borrower
fails to meet the terms of this contract. In the unlikely event that EE must cancel the exhibition
for any other reason, EE will refund the full rental fee to the borrower but will not be responsible
for any damages or other costs arising from such cancellation.
6. HANDLING & TRANSPORTATION
6.1 Unpacking the exhibition - The borrower must allow the exhibition to acclimatize for at least
24 hours before unpacking. The borrower must examine the exhibition and report its condition
to EE on the forms provided.
6.2 Condition reporting – Borrower must complete a Condition Report for each item in the
exhibition prior to installation and during de-installation. Reports sheets are provided by EE in
the Exhibition Condition Report binder sent with the Exhibition. The borrower must contact EE
immediately if any damage is noted. Under no circumstances may any alteration or repair to
exhibition materials or objects be undertaken without prior written permission from EE and the
Lender.
6.3 Storage of exhibition and crates - No part of an EE exhibition may be stored, crated, or
moved off the premises without prior authorization from EE. Neither exhibition components nor
crates may ever be stored out-of-doors.
6.4 Repacking the exhibition - The borrower must examine the exhibition and report its
condition to EE on the forms provided by EE as it is repacked in the crating before shipment.
6.5 Shipping logistics - Shipping for most EE exhibitions is handled by Champagne Logistics,
which is an agent for CRST, or Distribution by Air. Logistics for both in-bound and out-bound
shipping are arranged by EE. Approximately two weeks prior to the closing of the exhibition, a
representative of EE will call the hosting borrower and set up a pick up date and also call the
next borrower and determine a delivery date. A memo with contact information for both
venues and the shipping details will be emailed to the shipping agent and both borrowers. EE
will schedule the dates with the shipper but it is the borrower’s responsibility to call the shipping
company prior to the pick-up or delivery date and set an exact time.
EE does its best to accommodate scheduling needs, but in order to keep costs at a minimum
EE works with each shippers’ standard delivery dates. Consequently, delivery in a borrower’s
area may only be on certain days of the week (i.e. Monday and Thursday).
Docusign Envelope ID: 48C9BEAD-F612-4242-BED5-B7A21FA29CCE
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If shipping instructions have not been received 10 (ten) days prior to the scheduled closing of
the exhibition, the borrower must notify EE immediately.
6.5 Shipping costs – The borrower pays inbound and outbound shipping costs. While EE will
submit payments for inbound and outbound shipping costs directly to the shippers, EE will bill
the borrower for reimbursement of these costs at no additional markup. The shipping costs are
estimated at $1,000 each way. If there is another institution borrowing the exhibition
immediately following this booking outbound shipping fees may be waived. Please note the
shipper will only pick up from the dock area. It is the borrower’s responsibility to move the
crates to and from the dock area. If the shipper has to move the crates into or out of the
gallery there will be an additional cost.
6.6 [Intentionally Omitted]
7. EXHIBITION MATERIALS
7.1 EE will provide the borrower with one set of materials (e.g. exhibition manual, publicity kit,
educational materials). The borrower acknowledges in this contract that this material be
reviewed carefully as it contains specific information on exhibition handling and policies. If
additional materials are required, the borrower may purchase them from EE.
7.2 A complete object checklist will be sent to the Borrower prior to scheduled booking.
8. CREDITS AND REPORTING
8.1 The borrower must give credit to EE as well as to designated lenders and/or sponsors of the
exhibition in all acknowledgments, printed materials, publicity, press releases, invitations, and
catalogues. The official credit line for this exhibition is:
Printed & Stitched is presented by the California Society of Printmakers, Studio Art Quilt
Associates, and Exhibit Envoy, and juried by award-winning artist Christine Aaron.
8.2 [Intentionally Omitted]
9. MEDIATION AND ARBITRATION
9.1 [Intentionally Omitted]
This Agreement shall be interpreted in accordance with the laws of the State of California
regardless of conflict of laws principles. Any action at law or in equity brought by either of the
parties for the purpose of enforcing a right or rights provided for by this Agreement will be tried
in a court of competent jurisdiction in the County of San Diego, State of California, and the
parties waive all provisions of law providing for a change of venue in these proceedings to any
other county.
Docusign Envelope ID: 48C9BEAD-F612-4242-BED5-B7A21FA29CCE
PSALCA-25007CA
The individuals executing this Agreement and the instruments referenced in it on behalf of EE
each represent and warrant that they have the legal power, right and actual authority to bind
EE to the terms and conditions of this Agreement.
Executed by Exhibit Envoy this ______ day of ______________, 2025.
Exhibit Envoy, a California Corporation CITY OF CARLSBAD, a municipal
corporation of the State of California
By: By:
(sign here) SUZANNE SMITHSON Library & Cultural Arts Director
As authorized by the City Manager
JAMES DEMERSMAN, CEO
(print name/title)
Attest:
By: For SHERRY FREISINGER, City Clerk
(sign here) By:
DAVID STUART, Secretary Morgen Fry, Assistant City Clerk
(print name/title)
If required by Borrower, proper notarial acknowledgment of execution by EE must be attached.
If a corporation, Agreement must be signed by one corporate officer from each of the following
two groups:
Group A. Group B. Chairman, Secretary, President, or Assistant Secretary,
Vice-President CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant
secretary under corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM: For CINDIE K. McMAHON, City Attorney
BY: _____________________________ Deputy City Attorney
Docusign Envelope ID: 48C9BEAD-F612-4242-BED5-B7A21FA29CCE
June3
Thumbnail Name/Title Entry/Object ID Depth Height Width Artist Valuation Type Value
Introduction PS.01 36 in 24 in Purchase
Price
$75.00
Juror's
Statement
PS.02 36 in 24 in Purchase
Price
$75.00
Curators'
Statement
PS.03 36 in 24 in Purchase
Price
$75.00
Marking Time
104
PS.04 1-1/4
in
11-1/4
in
9-1/4
in
Christine S.
Aaron
Purchase
Price
$475.00
Ukraine in
the
Crosshairs
PS.05 18 in 39 in Nancy
Bardach
Purchase
Price
$850.00
Keep on the
Sunny Side
PS.06 27 in 27 in Mel Beach Purchase
Price
$700.00
Exhibit Envoy, Inc. Exhibit List
1 PSALCA-25007CA
Docusign Envelope ID: 48C9BEAD-F612-4242-BED5-B7A21FA29CCE
Thumbnail Name/Title Entry/Object ID Depth Height Width Artist Valuation Type Value
Flowing PS.07 12-1/4
in
10-3/4
in
Holly
Brackmann
Purchase
Price
$300.00
Tatra Tassel PS.08 2 in 40 in 40 in Noah Breuer Purchase
Price
$2,400.00
Entropic
Awareness
PS.09 17 in 17 in Pati Bristow
and Kent
Manske
Purchase
Price
$437.00
Forest
Refuge
PS.10 1 in 26 in 32 in Donna W.
Brown
Purchase
Price
$900.00
Ragamuffin
Series:
Vortex Suite
PS.11 2 in 18 in 15 in Judith
Content
Purchase
Price
$1,800.00
Turkish
Delight
PS.12 1-1/2
in
20-3/4
in
16-1/2
in
Linda S.
Craighead
Purchase
Price
$1,000.00
Exhibit Envoy, Inc. Exhibit List
2 PSALCA-25007CA
Docusign Envelope ID: 48C9BEAD-F612-4242-BED5-B7A21FA29CCE
Thumbnail Name/Title Entry/Object ID Depth Height Width Artist Valuation Type Value
Once Upon a
Glacier
PS.13 1-1/4
in
29-1/2
in
24 in Cathie A.
Crawford
Purchase
Price
$670.00
Rage Keeps
Her Busy
PS.14 24 in 17 in Elizabeth
Dallas
Purchase
Price
$2,400.00
It's Time to
Go Outside
PS.15 30 in 27-1/2
in
Kathryn Davy Purchase
Price
$595.00
Embedded PS.16 1 in 35-1/2
in
24 in Kate Deak Purchase
Price
$545.00
Beckoning
Figure 2
PS.17 1-3/4
in
15-1/4
in
12 in Adriane
Dedic
Purchase
Price
$975.00
Quaking
Legs with
Pink
Goathead
PS.18 1-1/2
in
38-3/4
in
27-1/4
in
Robin
Dintiman
Purchase
Price
$4,500.00
Exhibit Envoy, Inc. Exhibit List
3 PSALCA-25007CA
Docusign Envelope ID: 48C9BEAD-F612-4242-BED5-B7A21FA29CCE
Thumbnail Name/Title Entry/Object ID Depth Height Width Artist Valuation Type Value
Storyline PS.19 570 in Giny Dixon Purchase
Price
$1,500.00
Veiled #3 PS.20 2 in 22-3/4
in
19 in Karen
Gallagher
Iverson
Purchase
Price
$650.00
Holes PS.21 2 in 32 in 41 in Ewa
Gavrielov
Purchase
Price
$1,000.00
Valley Oak PS.22 22 in 35 in Mimi Ghauri-
Young
Purchase
Price
$2,500.00
Doodle PS.23 35 in 26 in Susan
Gibson Kelly
Purchase
Price
$1,200.00
Redacted PS.24 33 in 35 in Alisa Golden Purchase
Price
$2,200.00
Exhibit Envoy, Inc. Exhibit List
4 PSALCA-25007CA
Docusign Envelope ID: 48C9BEAD-F612-4242-BED5-B7A21FA29CCE
Thumbnail Name/Title Entry/Object ID Depth Height Width Artist Valuation Type Value
The
Mountain in
Late Summer
PS.25 23 in 35 in Lynn Hall Purchase
Price
$700.00
And Our
Shadow
Breathes the
Day
PS.26 32 in 40 in Kevin Harris Purchase
Price
$500.00
Unraveled PS.27 1-3/4
in
36 in 27 in Rozanne
Hermelyn Di
Silvestro
Purchase
Price
$1,500.00
Wave 17 PS.28 22 in 20 in Ann Johnston Purchase
Price
$1,200.00
Nine Patch PS.29 1 in 34 in 34 in Barbara
Kibbe
Purchase
Price
$900.00
Prism Play PS.30 40 in 15 in Evelyn Klein Purchase
Price
$750.00
Exhibit Envoy, Inc. Exhibit List
5 PSALCA-25007CA
Docusign Envelope ID: 48C9BEAD-F612-4242-BED5-B7A21FA29CCE
Thumbnail Name/Title Entry/Object ID Depth Height Width Artist Valuation Type Value
Eucalyptus PS.31 12 in 12 in Franki Kohler Purchase
Price
$425.00
Disturbance PS.32 1 in 12 in 12 in Danguole
Rita Koulas
Purchase
Price
$300.00
Keeping Up
Appearances
2
PS.33 37 in 40 in Carol Larson Purchase
Price
$2,300.00
Layered
Snake Plant
PS.34 1-1/2
in
28-1/2
in
22 in Dixie Laws Purchase
Price
$500.00
Where the
Wild Grasses
Bloom
PS.35 26 in 24 in Susan Leone
Howe
Purchase
Price
$850.00
Past
Progressions
PS.36 1-1/2
in
28 in 28 in Linda
Lieberman
Purchase
Price
$1,150.00
Exhibit Envoy, Inc. Exhibit List
6 PSALCA-25007CA
Docusign Envelope ID: 48C9BEAD-F612-4242-BED5-B7A21FA29CCE
Thumbnail Name/Title Entry/Object ID Depth Height Width Artist Valuation Type Value
145 Jaffa St.PS.37 23 in 29 in Zwia Lipkin Purchase
Price
$750.00
Codex PS.38 1/2 in 11-1/2
in
26-1/2
in
Viviana
Lombrozo
Purchase
Price
$1,000.00
Senderos PS.39 10 in 6 in 32 in Luz Marina
Ruiz
Purchase
Price
$875.00
Subtext 1 PS.40 1-3/4
in
37 in 30 in Kristina
Nobleman
Purchase
Price
$2,850.00
Underwater
Glissade
PS.41 1 in 12 in 12 in Janis
O'Driscoll
Purchase
Price
$300.00
Inspiration
Garden
PS.42 12 in 16 in Kathleen
Oliver
Purchase
Price
$200.00
Exhibit Envoy, Inc. Exhibit List
7 PSALCA-25007CA
Docusign Envelope ID: 48C9BEAD-F612-4242-BED5-B7A21FA29CCE
Thumbnail Name/Title Entry/Object ID Depth Height Width Artist Valuation Type Value
Outcropping PS.43 30 in 37 in Denise
Oyama Miller
Purchase
Price
$3,220.00
Spiral Galaxy PS.44 3/4 in 20 in 20 in AV Pike Purchase
Price
$300.00
Intertwining
Branches
PS.45 1-1/2
in
35 in 26-1/4
in
Barbara
Poole
Purchase
Price
$1,800.00
Farm Wife PS.46 1-1/4
in
18-1/2
in
11 in Deborah
Rantz
Purchase
Price
$385.00
Swirling Suns
2
PS.47 12 in 12 in Priscilla Read Purchase
Price
$200.00
The Flow PS.48 14-1/2
in
15-1/2
in
Ashley
Rodriguez
Reed
Purchase
Price
$550.00
Exhibit Envoy, Inc. Exhibit List
8 PSALCA-25007CA
Docusign Envelope ID: 48C9BEAD-F612-4242-BED5-B7A21FA29CCE
Thumbnail Name/Title Entry/Object ID Depth Height Width Artist Valuation Type Value
Homage to
Bach
PS.49 1 in 16 in 20 in Connie
Rohman
Purchase
Price
$275.00
Strata PS.50 18 in 12 in 26 in Robynn
Smith
Purchase
Price
$1,800.00
Warrior PS.51 17 in 36 in Ileana Soto Purchase
Price
$1,200.00
Looking
Beyond the
Rain
PS.52 1 in 22 in 18-3/4
in
Bethia G.
Stone
Purchase
Price
$4,800.00
Season of
the Witch
PS.53 39 in 40 in Karen
Sunday
Spencer
Purchase
Price
$3,200.00
We Were
Here Book 2
PS.54 3 in 10 in 18 in Jami Taback Purchase
Price
$750.00
Exhibit Envoy, Inc. Exhibit List
9 PSALCA-25007CA
Docusign Envelope ID: 48C9BEAD-F612-4242-BED5-B7A21FA29CCE
Thumbnail Name/Title Entry/Object ID Depth Height Width Artist Valuation Type Value
Print Tools PS.55 20 in 14 in Jerry
Theobald
Purchase
Price
$300.00
Iceland
Mountain
Scapes
PS.56 13 in 11 in Edda Valborg
Sigurdardottir
Purchase
Price
$1,500.00
Le Rêve Vert PS.57 25 in 22 in Rosanna
Lynne Welter
Purchase
Price
$400.00
Tree
Crosscut #3
Round
PS.58 13 in 13 in Lori
Wisheropp
Purchase
Price
$375.00
First Frost PS.59 18 in 13 in Carla Wolf Purchase
Price
$1,300.00
Minding the
Footprints
PS.60 1 in 20 in 16 in Nanette
Wylde
Purchase
Price
$375.00
Exhibit Envoy, Inc. Exhibit List
10 PSALCA-25007CA
Docusign Envelope ID: 48C9BEAD-F612-4242-BED5-B7A21FA29CCE
~
·
~
Thumbnail Name/Title Entry/Object ID Depth Height Width Artist Valuation Type Value
Behind the
Seams 1
PS.61 1-1/2
in
13-1/4
in
13-1/4
in
Linda
Yoshizawa
Purchase
Price
$200.00
Caption
Labels
6 in 6 in
Exhibit Envoy, Inc. Exhibit List
11 PSALCA-25007CA
Docusign Envelope ID: 48C9BEAD-F612-4242-BED5-B7A21FA29CCE
WAIVER REQUEST FORM
FACTORS IN SUPPORT OF REQUEST TO MODIFY INSURANCE REQUIREMENT(S)
Generally, a modification to the coverage requirement will be accepting a lower limit of coverage or waiving the
requirement(s).
Requested by:
(Name and Department) (Date)
Proposed modification(s) to the __________________ requirement(s) for
(Type of insurance) (Name of contract)
Reduce coverage to the amount of: $ .
Waive coverage
Other:
FACTOR(S) IN SUPPORT OF MODIFICATION(S)
(check those that apply)
Significance of Contractor: Contractor has previous experience with the City that is important to the
efficiency of completing the scope of work and the quality of the work-product. [explain]
Significance of Contractor: Contractor has unique skills and there are few if any alternatives. [explain:
include number of candidates RFP sent to and number responded if applicable]
Contract Amount/Term of Contract: $ . Work will be completed over a period of .
Professional Liability coverage is not available to this contractor or would increase the cost of the contract by
$ [explain].
Other (e.g. explain why exposures are minimal, how exposures are covered in another policy, exposure
control mechanisms, and any other information pertinent to your request):
Approved by Risk Manager for this contract only:
(Signature) (Date)
Alyson Benford, Library & Cultural Arts 5/14/2025
all insurance Exhibit Envoy, Inc.
n Waive coverage for all insurance requirements
n NTE $7,625 one year
n
PSALCA-27005CA
Traveling exhibit at William D. Cannon Art Gallery July 25-October 26, 2025; vendor not on-site, city self-insured, low risk
City staff setting up artwork along with Level One, an outside vendor we manage with a PW Letter of Agreement.
Docusign Envelope ID: 48C9BEAD-F612-4242-BED5-B7A21FA29CCE
6/10/2025
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