Agenda packet — Santa Ana City Council, April 15, 2025 (part 3 of 8)

Proposals were solicited, opened on January 9, 2025, and evaluated. Six proposals were submitted by the RFP deadline and four were determined to be responsive to the specifications. An evaluation committee reviewed and rated the proposals according to the criteria listed in the RFP. Staff recommends awarding aggregate agreements to the two highest-ranking firms: ARAS Enterprise and GTE Agency, LLC dba Global Talent Entertainment in order to increase the number of performers available to the City. Staff determined both firms can provide the high-quality entertainment that the City seeks for its special events, including the headliners for Fiestas Patrias. To accommodate the varying schedules of artists, it is crucial to have two separate vendors on standby. This strategy ensures that staff can quickly secure an alternative vendor if one artist is unavailable, allowing the City to consistently feature talent at events.

Pricing for talent will vary depending on the vendor, the event, and the specific talent and production required. Each proposal includes a pricing sheet, which can be found within the proposed agreements (ARAS pages 32-34 and Global Talent page 26).

ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.

FISCAL IMPACT
Funding is available in the FY 24-25 budget and funding for subsequent fiscal years will be included in the proposed budgets for City Council consideration. The table below reflects estimates of amounts to expend by fiscal year, actual amounts may vary from year to year, but will not exceed the agreement total of $1,500,000 for the term of the agreement including extensions. The City is not obligated to use the full amount of the contract authorization.

Fiscal
Year
Accounting UnitAccount # Fund
Description
Accounting Unit,
Account Description
Amount
FY 24-25 01113230-62300 General
Fund
PRCSA-Recreation
and Community
Services-Contractual
Services Professional
$30,000
FY 25-26 01113230-62300 General
Fund
PRCSA-Recreation
and Community
Services-Contractual
Services Professional
$300,000
FY 26-27 01113230-62300 General
Fund
PRCSA-Recreation
and Community
Services-Contractual
Services Professional
$300,000
City Council 16 – 2 4/15/2025
Entertainment Promoter for City Special Events
April 15, 2025

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FY 27-28 01113230-62300 General
Fund
PRCSA-Recreation
and Community
Services-Contractual
Services Professional
$300,000
FY 28-29 01113230-62300 General
Fund
PRCSA-Recreation
and Community
Services-Contractual
Services Professional
$300,000
FY 29-30 01113230-62300 General
Fund
PRCSA-Recreation
and Community
Services-Contractual
Services Professional
$270,000
Total $1,500,000

EXHIBIT(S)

1. Agreement with ARAS Enterprises Inc.

2. Agreement with Global Talent Entertainment
Submitted By: Hawk Scott, Executive Director of Parks, Recreation, and Community Services
Approved By: Alvaro Nuñez, City Manager
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EXHIBIT A

SCOPE OF SERVICES
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CITY OF SANTA ANA
Contractor shall perform services as set forth below.

The City is seeking a Contractor with the capacity to provide talent for various events. Sample events include: Fiestas Patrias, Chicano Heritage Event, Tet, 4th of July, Egg Hunts, Concerts in the Park, Plaza Navidena, 5k/10k. Below is a sample listing of performers used for previous large-scale events:

Banda Machos
Diana Reyes
Maribel Guardia
Fidel Rueda
Graciela Beltran
Las Sebastianes
Promoter must have access to groups within the Mexican regional music genre such as, but not limited to, the following:

Banda
Norteño
Mariachi
Promoter must also have access to groups and performers of a wide variety of genres.

The Contractor will be expected to provide insurance for performers. Additionally, the promoter will be responsible for any special requests from the performer . The Contractor is also expected to coordinate with various City departments and other Contractors associated with the event. The Contractor should provide a listing of talent they represent. Due to the differences in pricing based on the performer, each performance pricing will be negotiated with the City. Pricing should include a price range for a performance.

The City understands that performers’ rates can vary greatly based on a number of factors. Therefore, include a listing of talent represented by your company, group talent into levels of similar pricing and include the price range for each level.

City may request services during the term of the agreement at prices identified in the price listing. If a requested service is not listed on the price listing the city will negotiate a price with the Contractor.

I. Task 1 - Event Management and Production Services
Contractor shall manage and produce all phases of Event, including, but not limited to conceptualizing and designing the experiential, physical and digital event elements; managing production schedules and budgets; procuring equipment, vendors, and services; providing technical and logistical support; training personnel; and managing and executing the on-site event build and tear-down.

EXHIBIT I

SCOPE OF SERVICES
City of
City Council
Santa Ana RFP No. 24-102
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CITY OF SANTA ANA
Event Management and Production Services shall include the following:

A. Event Management Services - Contractor shall be responsible for the overall planning and execution of the Event, including the following:

1. Assigning a Project Manager to this contract to act as lead and primary point of contact for the City.

2. Establishing and maintaining effective working relationships with the City, other government agencies, vendors, contractors, VIPs, and other stakeholders.

3. Managing and training the Production team.

4. Managing and adhering to schedule and budget.

5. Providing creative direction and recommendations to the City in areas such as event design and layout, theme development, logo creation, marketing, and public relations.

6. Preparing reports and support documentation such as production schedules, site plans, conceptual drawings, vendor/subcontractor list(s), expenditure/revenue reports, quotes, invoices, and cost estimates.

7. Attending meetings as needed or upon request by the City.

B. Production Services – Contractor shall be responsible for delivering quality production services that upholds the branding of the Event and/or City, such as the following:

1. Developing, creating, and coordinating graphic design and collateral material.

2. Integrating marketing campaign to ensure proper exposure of the event.

3. Leading the production team and coordinating on-site installation and tear-down of event elements and decor.

4. Supervising event production operations in both back-of-house and front-of-house.

5. Providing logistical support to the City.

6. Recruiting, facilitating, and coordinating all food and beverage service operations and vendors.

7. Talent or Entertainment acquisition, which includes booking and negotiating contracts, managing talent needs, and scheduling appearances.

8. Hiring technical and equipment vendors.

9. Troubleshooting and addressing technical challenges with various types of equipment and decor such as special effects lighting, sound, tenting, and staging.

City of
City Council
Santa Ana RFP No. 24-102
16 – 15 4/15/2025

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CITY OF SANTA ANA

10. Providing technical expertise on topics such as visual effects, lighting, sound, set design, rentals, and staging.

11. Managing the procurement, installation, and removal of utilities (e.g., generators and lighting), if necessary.

12. Providing contract administration services for all vendors, contractors, and subconsultants engaged for Events.

13. Identifying and/or soliciting sponsors if requested by the City.

14. Training, coordinating, and managing event staff and volunteers.

15. Adhering to the production budget and schedule and/or program timelines.

16. Complying with all regulations and requirements such as the City’s special event permit process and Health permits.

C. Event Support Services – Contractor shall be responsible for providing event staff before, during, and after Event for event support services, which may include, but are not limited to the following: event registration, set-up and tear-down, logistical support, and general support to vendors, participants, entertainment, and City staff.

II. Task 2 – Consulting Services
Contractor shall provide consulting services on an as-needed, per-project basis to support specific components of an Event to enhance the overall experience in one or more of the following key areas as described below:

A. Graphic Design - Provide consulting services that includes but is not limited to the development and creation of graphic design and layout of logos and collateral material that will complement the event themes and concepts.

B. Décor and Design - Provide consulting services on how to transform the site through environmental design, which includes but is not limited to visual displays and exhibits, banners, flags, floral and other creative décor to enhance theme(s).

C. Production - Provide recommendations and implementation plans in the following areas:
logistics, staging, site preparation, public safety and emergency services, equipment needs, utility services, securing entertainment and activities, parking services, and vendor, staffing and volunteer coordination.

D. Technical - Provide consulting services to assistant with identifying and resolving any technical needs including but not limited to the following: set-up of lighting and stage area, sound systems, PA systems, video recording services and/or photography services.

City of
City Council
Santa Ana RFP No. 24-102
16 – 16 4/15/2025

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EXHIBIT B
CONSULTANT’S PROPOSAL
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EXHIBIT C
CONSULTANT’S FEE PROPOSAL
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CONSULTANT AGREEMENT BETWEEN GTE AGENCY, LLC dba

GLOBAL TALENT ENTERTAINMENT AND THE CITY OF SANTA ANA

FOR ENTERTAINMENT PROMOTER SERVICES
THIS AGREEMENT is made and entered into on this 15
th day of April, 2025, by and between
GTE Agency, LLC, a California limited liability company dba Global Talent Entertainment (“Consultant”), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“City”).

RECITALS
A. On December 5, 2024, the City issued Request for Proposal (“RFP”) No. 24-102 seeking to retain a consultant having special skill and knowledge in the field of entertainment promoter services for the City’s Parks, Recreation, and Community Services Agency.

B. Consultant submitted a responsive proposal that was selected by the City. Consultant represents that it is able and willing to provide such services described in the Scope of Work that was included in RFP No. 24-102.

C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field.

NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows:

1. SCOPE OF SERVICES
Consultant shall perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described in the “Scope of Services,” attached hereto and incorporated herein by reference as Exhibit A, and as further described in “Consultant’s Proposal,” attached hereto and incorporated herein by reference as Exhibit B.

2. COMPENSATION
a. City neither warrants nor guarantees any minimum or maximum compensation to Consultant under this Agreement. Consultant shall be paid only for actual services performed under this Agreement at the rates and charges identified in “Consultant’s Fee Proposal,” attached hereto and incorporated herein by this reference as Exhibit C.

Consultant is one of two (2) separate consultants selected to provide services on an oncall basis under RFP 24-102. The total compensation for services provided by all consultants selected under RFP 24-102 shall not exceed the shared aggregate amount of $1,500,000.00 during the term of this Agreement, including any extension periods, as set forth in Section 3, below.

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b. Payment by City shall be made within forty-five (45) days following receipt of a proper invoice evidencing work performed, including but not limited to entertainment consulting services, securing and contracting artists, artist deposits, securing and contracting vendors, vendor deposits and other production costs necessary for the scheduled event, subject to City accounting procedures. Consultant shall be entitled to invoice the City in advance for services related to scheduled events, including but not limited to artist deposits, vendor payments, and production costs. To facilitate seamless event execution and ensure all necessary commitments are met, Consultant may submit invoices as early as necessary to align with required payment timelines. If event planning begins within forty-five (45) days of the event date, payment shall be due upon receipt of the invoice to avoid delays in securing artists and vendors. The City shall process all other invoices in accordance with its standard accounting procedures, ensuring payments are made no later than forty-five (45) days prior to the event. All payments under this Agreement shall be made through Automated Clearing House (ACH) transfers. Consultant agrees to execute the City’s standard ACH Vendor Payment Authorization and provide required documentation. Upon verification of the data provided, the City will be authorized to deposit payments directly into Consultant’s designated account(s). Payment need not be made for work that does not meet the standards of performance set forth in the Recitals and reasonably expected by the City.

3. TERM
This Agreement shall commence on April 15, 2025 and terminate on April 14, 2028, with the option for the City to grant up to two (2), one (1) year extensions, exercisable by a writing by the City Manager and the City Attorney, unless terminated earlier in accordance with Section 15, below.

4. INDEPENDENT CONTRACTOR
Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes.

5. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical City Council 16 – 53 4/15/2025

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drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement (“Documents & Data”). Consultant shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement.

Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City’s sole risk.

6. INSURANCE
Consultant shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with products and materials supplied to City. Total cost of such insurance shall be borne by Consultant.

Minimum Scope and Limit of Insurance.
• Commercial General Liability: coverage shall be at least as broad as Insurance Services Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence and $2,000,000 aggregate. • If Consultant maintains broader coverage and/or higher limits than the minimums shown above, City requires and shall be entitled to the broader coverage and/or the higher limits maintained by Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to City.

Other Insurance Provisions. The insurance policies are to contain, or be endorsed to contain, the following provisions:
• City of Santa Ana, its City Council, its officers, officials, employees, agents, and volunteers are to be covered as additional insureds with respect to liability arising out of work or operations performed by or on behalf of the Instructor including materials, parts, equipment, and personnel furnished in connection with such work or operations. • Insurance company agrees to waive all rights of subrogation against City of Santa Ana, its City Council, its officers, officials, employees, agents, and volunteers for losses paid under the terms of any policy which arise from work performed by Instructor for City. • For any claims related to this contract, Consultant’s insurance coverage shall be primary and any insurance maintained by City, its City Council, its officers, officials, employees, agents, or volunteers shall not contribute with it. • A severability of interest provision must apply for all the additional insureds, ensuring that Consultant’s insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the insurer’s limits of liability. • Insurance policy required herein shall provide that coverage shall not be canceled, suspended, voided, reduced in coverage or in limits, non-renewed by the carrier, or materially changed except after thirty (30) days prior written notice has been given to City Council 16 – 54 4/15/2025

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City. Ten (10) days prior written shall be provided to City for policy cancellation or non-renewal due to non-payment.
• Certificate Holder on each Evidence of Insurance certificate shall be: City of Santa Ana, Attention: Parks, Recreation, & Community Services Agency, 20 Civic Center Plaza M-23, Santa Ana, CA 92701.

Acceptability of Insurers. Insurance is to be placed with insurers authorized to conduct business in the state of California with a current A.M. Best rating of no less than A:VII, unless otherwise acceptable to City.

Verification of Coverage. Consultant shall furnish City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to City before work begins.

However, failure to obtain the required documents prior to the work beginning shall not waive Consultant’s obligation to provide them. City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.

Special Events Coverage. Special events coverage is available and can be purchased by Contractor. Use this link to learn more: https://2sparta.com/selip_application.php.

Special Risks or Circumstances. City reserves the right to modify these requirements at any time, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. City reserves the right to modify or waive insurance requirements for certain low risk recreational activities.

7. INDEMNIFICATION
Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Consultant, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, City Council 16 – 55 4/15/2025

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to the extent Consultant’s services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant.

8. INTELLECTUAL PROPERTY INDEMNIFICATION
Consultant shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States’ letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Consultant to the City pursuant to this Agreement.

9. RECORDS
Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement.

10. CONFIDENTIALITY
If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. “Confidential Information” shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City.

11. CONFLICT OF INTEREST CLAUSE
Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement.

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12. NON-DISCRIMINATION
Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations.

13. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein.

14. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City’s ability to have any of the services which are the subject to this Agreement performed by City personnel or by other contractors retained by City.

15. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate.
b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement.

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16. WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.

17. JURISDICTION - VENUE
This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement.

18. PROFESSIONAL LICENSES
Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement.

19. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons:

To City:

City Clerk
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, California 92702-1988
Fax: 714- 647-6956
With courtesy copies to:

Executive Director
Parks, Recreation, and Community Services
City of Santa Ana
20 Civic Center Plaza
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P.O. Box 1988
Santa Ana, California 92702
To Consultant:

GTE Agency, LLC dba Global Talent Entertainment
Attn: Brian Escandon, CEO
3780 Kilroy Ave, Suite 200
Long Beach, California 90806
A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded.

20. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney’s fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement.
[signatures appear on following page]
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EXHIBIT A

SCOPE OF SERVICES
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CITY OF SANTA ANA
Contractor shall perform services as set forth below.

Banda
Norteño
Mariachi
Promoter must also have access to groups and performers of a wide variety of genres.

EXHIBIT I

SCOPE OF SERVICES
City of Santa Ana
City Council
RFP No. 24-102
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CITY OF SANTA ANA
Event Management and Production Services shall include the following:

A. Event Management Services - Contractor shall be responsible for the overall planning and execution of the Event, including the following:

1. Assigning a Project Manager to this contract to act as lead and primary point of contact for the City.

2. Establishing and maintaining effective working relationships with the City, other government agencies, vendors, contractors, VIPs, and other stakeholders.

3. Managing and training the Production team.

4. Managing and adhering to schedule and budget.

5. Providing creative direction and recommendations to the City in areas such as event design and layout, theme development, logo creation, marketing, and public relations.

7. Attending meetings as needed or upon request by the City.

B. Production Services – Contractor shall be responsible for delivering quality production services that upholds the branding of the Event and/or City, such as the following:

1. Developing, creating, and coordinating graphic design and collateral material.

2. Integrating marketing campaign to ensure proper exposure of the event.

3. Leading the production team and coordinating on-site installation and tear-down of event elements and decor.

4. Supervising event production operations in both back-of-house and front-of-house.

5. Providing logistical support to the City.

6. Recruiting, facilitating, and coordinating all food and beverage service operations and vendors.

7. Talent or Entertainment acquisition, which includes booking and negotiating contracts, managing talent needs, and scheduling appearances.

8. Hiring technical and equipment vendors.

9. Troubleshooting and addressing technical challenges with various types of equipment and decor such as special effects lighting, sound, tenting, and staging.

City of Santa Ana
City Council
RFP No. 24-102
16 – 63 4/15/2025

Page 16 of 31 ends

CITY OF SANTA ANA

10. Providing technical expertise on topics such as visual effects, lighting, sound, set design, rentals, and staging.

11. Managing the procurement, installation, and removal of utilities (e.g., generators and lighting), if necessary.

12. Providing contract administration services for all vendors, contractors, and subconsultants engaged for Events.

13. Identifying and/or soliciting sponsors if requested by the City.

14. Training, coordinating, and managing event staff and volunteers.

15. Adhering to the production budget and schedule and/or program timelines.

16. Complying with all regulations and requirements such as the City’s special event permit process and Health permits.

City of Santa Ana
City Council
RFP No. 24-102
16 – 64 4/15/2025

Page 17 of 31 ends

EXHIBIT B
CONSULTANT’S PROPOSAL
City Council 16 – 65 4/15/2025
ENTERTAINMENT PROMOTER RFP NO. 24-102

GLOBAL TALENT ENTERTAINMENT PROPOSAL
SUBMITTED THURSDAY JANUARY 9TH, 2025
Services Proposed For:

Monique Leon, Recreation and Community Services Supervisor City of Santa Ana – Parks, Recreation, and Community Services 20 Civic Center Plaza
Santa Ana, CA 92701
Services Proposed By:

GTE Agency, LLC DBA Global Talent Entertainment
Brian Escandon, Co-CEO
DaVon Buckner, Co-CEO
3780 Kilroy Airport Way Suite 200
Long Beach, CA 90806
Office: 562-544-1764
Email: [email protected]
City Council 16 – 66 4/15/2025
City Council 16 – 67 4/15/2025
COMPANY OVERVIEW......................................................................................................................... 3 FIRM AND TEAM EXPERIENCE......................................................................................................................... 5 Personnel........................................................................................................................................................ 5 SCOPE OF SERVICES.........................................................................................................................................7 Talent Procurement........................................................................................................................... 7 Event Production............................................................................................................................... 7 Marketing & Promotion Support........................................................................................................ 8 Day-of-Event Management............................................................................................................... 8 Post-Event Wrap-Up......................................................................................................................... 8 How We Meet the City’s Needs........................................................................................................ 9 PROPOSED WORK PLAN................................................................................................................................... 9 Anticipated Approach to Performing Services................................................................................ 10 Task 1: Event Management and Production Services............................................................... 10

1. Event Management Services.........................................................................................................10

2. Production Services.......................................................................................................................10

3. Event Support Services................................................................................................................. 10 Task 2: Consulting Services.....................................................................................................................11 Suggestions or Special Concerns................................................................................................................. 11 Description of Deliverables and Implementation Plan.....................................................................11 Deliverables............................................................................................................................... 11 Implementation Plan and Timeline............................................................................................ 12 COST PROPOSAL............................................................................................................................................. 13 SUMMARY OF APPROACH.............................................................................................................................. 14 Case Study 1: Beaumont Cherry Festival - City of Beaumont...................................................................... 14 Case Study 2: Burbank Starlight Bowl - City of Burbank/ LA Concert Group................................................15 Versatility Demonstrated............................................................................................................................... 16 CONCLUSION.................................................................................................................................................... 16 Letter of Agreement.......................................................................................................................................... 17 Agreement Statement................................................................................................................................... 17 Attachment A: Proposer’s Certification and Proposal Item Pricing Attachment B: References
Attachment C: Proposer’s Statement
Attachment D: Non-Collusion Affidavit
Attachment E: Non-Lobbying Certification
Attachment F: Non-Discrimination Certification
GTE Agency, LLC DBA Global Talent Entertainment | Talent Agency License #1001218011 www.globaltalentent.com | 562-544-1764 | [email protected] | 3780 Kilroy Airport Way, Suite 200, Long Beach, CA 90806 3 City Council 16 – 68 4/15/2025

COMPANY OVERVIEW
Global Talent Entertainment (GTE) is based in Long Beach, Ca and was founded by industry veterans Brian Escandon and DaVon Buckner, who bring over 15 years of experience in the live entertainment industry.

Both serving as Project Managers and Principal Agents for every project. With a streamlined team structure, GTE ensures maximum efficiency, featuring an Operations Manager to oversee day to day operations and a Finance & Accounting Manager to manage budgets, contracts, and financial reporting. For larger events, we collaborate with trusted production partners from our established vendor network to guarantee seamless technical execution.

GTE offers a comprehensive suite of services tailored to exceed expectations in talent procurement, event production, event management, and marketing & promotion. Our direct access to major talent agencies—including CAA, WME, and UTA—and established connections with top regional Mexican artists enable us to secure high-caliber talent across multiple genres. While we specialize in Latin music such as banda, norteño, and mariachi, we also book mainstream acts in pop, hip-hop, R&B, rock, country, comedy, and unique performers, including tribute bands and culturally significant acts.

We pride ourselves on end-to-end event production, ensuring flawless execution from load-in to load-out. Our team delivers high-quality sound systems customized to the venue’s acoustics, tailored lighting designs to set the ideal ambiance, adaptable staging solutions for any event size, and advanced video production, including large-scale video walls. Leveraging a well-established network of trusted equipment providers and production partners, we ensure premium production value while strategically optimizing budgets. From initial planning to final execution, we guarantee a seamless event experience.

Beyond production, GTE offers full-service event management to ensure smooth execution from concept to completion. Our team handles logistics, operations, and production, including permit acquisition, vendor coordination, and on-site logistics. We also manage all artist needs, including transportation, hospitality, and lodging, ensuring accommodations are tailored to their preferences. Our experienced stage management team maintains strict performance schedules with detailed advance sheets shared with all key teams. A dedicated on-site operations team ensures real-time issue resolution, providing clients and talent with a well-coordinated and memorable event experience.

To maximize event visibility and attendance, GTE offers tailored marketing and promotional strategies. Our services include professional graphic design for promotional materials and event branding, targeted social media campaigns to engage diverse audiences, and community outreach through partnerships with local organizations.

GTE has a proven track record of delivering successful events across Southern California and beyond.

Our extensive event portfolio includes a variety of high-profile festivals, concert series, and large-scale events.

Notably, our involvement in Santa Ana’s Fiesta del Mariachi (2024) included procuring the majority of the headlining talent, a key factor in the event’s success at Santa Ana Stadium. For the inaugural City of Long Beach Mariachi Festival, we secured the headlining talent, helping to establish a vibrant new cultural tradition.

Additionally, at the City of Los Angeles El Grito Festival, we facilitated a headline performance by the iconic regional Mexican group Los Tucanes de Tijuana, elevating one of the city’s signature annual events.

GTE Agency, LLC DBA Global Talent Entertainment | Talent Agency License #1001218011 www.globaltalentent.com | 562-544-1764 | [email protected] | 3780 Kilroy Airport Way, Suite 200, Long Beach, CA 90806 4 City Council 16 – 69 4/15/2025
GTE’s expertise extends beyond talent procurement to full-scale event production. For the Burbank Summer Concert Series, we handled both talent booking and complete event production and management. In collaboration with the City of Beaumont, we managed the Cherry Festival, 4th of July Celebration, and Summer Concert Series, delivering comprehensive event services that included artist hospitality, power solutions, and full festival infrastructure. This involved transforming Stewart Park from an empty site into a fully equipped venue complete with staging, lighting, sound systems, generators, artist dressing rooms/green rooms, and barricades.

Our work with the Gila River Tribal Government highlights our versatility and ability to manage large-scale events. We produced the Mul-Chu-Tha Fair and Concert, booking prominent talent such as Lil Jon, Chingy, and Too Short, while also handling production services, artist hospitality, and RV accommodations.

Additionally, for the Summer Pool Party Series at Gila River Resorts & Casinos, we secured top EDM DJs, coordinated roaming performers, and provided staging and production for headline performances.

These recent projects showcase GTE’s ability to execute events of varying scale and complexity with precision and creativity. Whether securing headline talent or managing every operational detail, our team delivers a hands-on approach to ensure exceptional results for every event.

FIRM AND TEAM EXPERIENCE
Personnel
Brian Escandon (Co-Project Manager / Principal Agent)
Professional Resume: Brian is a highly accomplished professional with nearly a decade of experience in live entertainment, specializing in talent procurement, event production, and cultural programming. Renowned for his extensive relationships within the Hispanic entertainment industry, Brian has built a reputation for curating dynamic event lineups featuring top-tier regional Mexican artists, mariachi ensembles, and performers across a variety of genres. His keen understanding of audience engagement ensures that every event resonates deeply with its intended community.

Brian has a strong history of collaborating with city clients and cultural organizations to create meaningful events that celebrate heritage and foster community connection. His expertise spans full-scale production, stage management, and seamless event execution, making him a trusted leader in delivering flawless results.

Over the past nine years, Brian has been instrumental in booking and producing more than 300 concerts and events annually, highlighting his ability to transform ideas into memorable experiences while consistently meeting the highest standards of quality and professionalism.

DaVon Buckner (Co-Project Manager / Principal Agent)
Professional Resume: DaVon is a seasoned talent buyer and event producer with nearly a decade of experience in the live entertainment industry. Focusing on casino and independent venue clients, he has developed an extensive network and deep expertise in booking domestic artists across a range of genres, GTE Agency, LLC DBA Global Talent Entertainment | Talent Agency License #1001218011 www.globaltalentent.com | 562-544-1764 | [email protected] | 3780 Kilroy Airport Way, Suite 200, Long Beach, CA 90806 5 City Council 16 – 70 4/15/2025
including rock, country, pop, and tribute acts. DaVon excels in crafting entertainment strategies that align with client goals, creating vibrant and engaging experiences that captivate audiences.

From managing full production schedules to ensuring flawless logistics and stage operations, DaVon has a proven ability to oversee every detail of event planning and execution. His dedication to understanding venue-specific needs allows him to deliver tailored lineups that elevate audience experiences and maximize impact. Over the past nine years, DaVon has booked and produced over 300 concerts and events annually, solidifying his reputation as a reliable and innovative partner for exceptional entertainment solutions.

Eric Lee (Executive Administrator / Marketing Coordinator) Professional Resume: Eric Lee is an accomplished executive administrator and digital marketing strategist with extensive experience in event management. Over the years, Eric has honed his skills in coordinating complex projects, ensuring operational efficiency, and delivering impactful results across various facets of the entertainment industry. His expertise lies in managing administrative functions, overseeing event logistics, and crafting digital marketing campaigns that resonate with audiences and drive engagement.

Eric’s ability to seamlessly integrate operational strategy with creative marketing solutions has been instrumental in producing memorable live events. From conceptualizing event promotions to executing large-scale productions, he excels in managing the details that bring events to life. His proficiency in leveraging digital platforms to amplify brand visibility and ticket sales sets him apart as a forward-thinking professional in the field.

With a strong track record of collaboration and innovation, Eric has played a key role in producing a wide range of successful events, from intimate cultural gatherings to large-scale concerts. His dedication to excellence and adaptability make him an invaluable asset to any project or team.

Rola Jarjoura (Accountant)
Professional Resume: Rola Jarjoura brings over 35 years of expertise in accounting, financial analysis, forecasting, and budgeting, making her an invaluable asset in the live entertainment industry. With a deep understanding of financial operations, Rola excels at creating and managing budgets for events of all sizes, ensuring resources are allocated efficiently while maintaining financial integrity.

Her extensive experience in financial analysis and forecasting enables her to provide critical insights that drive informed decision-making and strategic planning. Rola’s meticulous approach to accounting and her ability to adapt to the unique financial challenges of the entertainment industry have been instrumental in delivering successful projects that align with both creative and fiscal goals.

Throughout her career, Rola has been a trusted partner in ensuring the financial health of organizations and events, leveraging her expertise to maximize profitability and minimize risks. Her dedication to precision, combined with her vast experience, makes her a cornerstone of excellence in financial management within the industry.

SCOPE OF SERVICES
At Global Talent Entertainment (GTE), we offer a complete range of services designed to meet and exceed the City of Santa Ana’s event needs. Our goal is to deliver vibrant, professionally run events that engage the community and showcase the city’s rich culture. We understand that putting on a successful event takes more than just great entertainment—it’s about creating an experience where every detail is thoughtfully planned and executed. Here is how we plan to do that:

Talent Procurement
We’ve spent years building strong, direct relationships with top-tier artists across many genres, which means we can offer a wide variety of talent options. While we specialize in Latin and regional Mexican music—genres that are integral to Santa Ana’s celebrations—we’re just as comfortable booking pop, rock, country, comedy, or specialty acts. Our connections with leading agencies like CAA, WME, and UTA give us access to virtually any artist or performer the city might want.

Thanks to our extensive experience working with large venues and hosting diverse events such as casinos, independent venues, arenas, and community festivals, we’ve developed a unique ability to secure high-profile artists at competitive rates. By coordinating multiple bookings across different cities, we maximize artist availability while helping clients optimize their budgets. Whether it's a mariachi band for a cultural event, a headliner for a large-scale festival, or a variety act for a summer concert series, our vast network ensures we deliver top-quality entertainment tailored to any occasion.

Event Production
Great talent is only part of the equation—without solid production, even the best lineup can fall flat.

GTE provides full production services to ensure everything runs smoothly from start to finish. We handle:
● Stage setup and design
● Professional audio and lighting
● Video screens and visual effects
● Power and technical support
● Coordination with vendors and city departments
We know how important it is to keep things compliant and safe, especially for large public events. Our team works closely with local officials to secure necessary permits and follow all safety regulations. With years of experience managing events for cities and Tribal communities, we understand how to manage complex logistics while minimizing headaches for our clients.

Marketing & Promotion Support
Getting people to show up is just as important as putting on a great event. In conjunction with the City’s marketing efforts, we will support those efforts by helping design promotional materials like flyers, banners, and social media content. We also have experience with digital marketing and can help boost online visibility through targeted campaigns.

GTE Agency, LLC DBA Global Talent Entertainment | Talent Agency License #1001218011 www.globaltalentent.com | 562-544-1764 | [email protected] | 3780 Kilroy Airport Way, Suite 200, Long Beach, CA 90806 7 City Council 16 – 72 4/15/2025
If needed, we can coordinate with local media and influencers to generate additional buzz around the event.

Our goal is simple: make sure people know about the event, get excited about it, and show up in large numbers.

Day-of-Event Management
On the big day, we don’t just sit back—we’re fully hands-on to make sure everything runs like clockwork. Our team will:
● Coordinate with performers to ensure they’re on schedule and have everything they need. ● Facilitate and execute seamless production from load-in, to showtime, to load-out ● Work with vendors to ensure they’re properly set up and ready to go. ● Oversee event flow to keep things organized and ensure a great attendee experience. ● Troubleshoot in real time so that any issues are quickly handled without disrupting the event.

Our job is to make sure the City’s staff can focus on enjoying the event and interacting with the community while we take care of the details.

Post-Event Wrap-Up
Our work doesn’t stop when the event ends. We’ll handle breakdown and cleanup coordination to make sure the venue is returned to its original state quickly and efficiently. Afterward, we’ll provide a post-event report that includes:
● Attendance estimates
● Key successes
● Financial summaries
● Feedback from the community and stakeholders
This feedback helps us and the City continuously improve future events.

How We Meet the City’s Needs
The City of Santa Ana is looking for a partner who can deliver professional, culturally engaging events with a focus on community participation and smooth execution. GTE is that partner.

Here’s why:
● We have proven experience delivering everything from intimate community gatherings to large-scale city festivals.
● Our broad talent network ensures we can book high-quality acts in Latin, regional Mexican, pop, rock, country, and more.
● We offer complete event production services, taking the pressure off city staff by managing everything from staging to logistics.
● Our marketing support helps boost attendance, ensuring the community knows about and gets excited for each event.

GTE Agency, LLC DBA Global Talent Entertainment | Talent Agency License #1001218011 www.globaltalentent.com | 562-544-1764 | [email protected] | 3780 Kilroy Airport Way, Suite 200, Long Beach, CA 90806 8 City Council 16 – 73 4/15/2025
● We keep things cost-effective by leveraging our relationships and routing talent through multiple cities whenever possible.
● Our hands-on event management guarantees that the day-of experience is smooth for everyone involved.

At GTE, we take pride in being more than just an entertainment promoter. We’re a team of experienced event professionals who know how to create memorable experiences that reflect the character of the communities we serve. We’re excited about the opportunity to work with Santa Ana to make its upcoming events unforgettable.

PROPOSED WORK PLAN
At Global Talent Entertainment (GTE), we fully understand the City’s need for a capable contractor to provide talent acquisition, event management, and production services for a variety of culturally and socially significant events. Our mission is to deliver high-quality experiences that align with the City’s vision, ensuring the success of events such as Fiestas Patrias, Chicano Heritage Celebrations, Tet, 4th of July festivities, Egg Hunts, Concerts in the Park, Plaza Navidena, and 5k/10k events.

We bring extensive experience in regional Mexican music genres (Banda, Norteño, Mariachi) while also offering a diverse talent pool in other genres (pop, rock, country, and more). Beyond talent acquisition, we offer end-to-end event management services, including creative design, logistics, marketing, production, and event staff coordination, all tailored to create memorable experiences that resonate with diverse audiences.

Anticipated Approach to Performing Services
Task 1: Event Management and Production Services

1. Event Management Services
○ Assigning a dedicated Project Manager to act as the primary liaison with the City, ensuring all aspects of event planning and execution are seamlessly managed. ○ Establishing and nurturing relationships with stakeholders, including City departments, government agencies, vendors, and VIPs.
○ Providing creative direction on event themes, branding, layout, and marketing strategies. ○ Managing the production team, adhering to budgets and schedules, and preparing detailed reports, including conceptual drawings, site plans, and expenditure summaries. ○ Attending all required planning meetings and providing consistent communication updates to the City.

2. Production Services
○ Designing and integrating event branding across marketing collateral, graphic materials, and on-site décor.

GTE Agency, LLC DBA Global Talent Entertainment | Talent Agency License #1001218011 www.globaltalentent.com | 562-544-1764 | [email protected] | 3780 Kilroy Airport Way, Suite 200, Long Beach, CA 90806 9 City Council 16 – 74 4/15/2025
○ Managing talent acquisition and contracts, including booking performers, negotiating terms, coordinating technical needs, and scheduling appearances. ○ Hiring and coordinating technical vendors, including sound, lighting, staging, and other equipment providers.
○ Overseeing on-site installation and tear-down operations, ensuring compliance with all City regulations and requirements, including health and safety standards. ○ Facilitating food and beverage service vendors and ensuring smooth operations. ○ Providing technical expertise in visual effects, lighting, sound, staging, and other key production areas.

3. Event Support Services
○ Recruiting, training, and managing event staff and volunteers. ○ Offering logistical support before, during, and after the event to ensure smooth operations for vendors, participants, and City staff.

Task 2: Consulting Services
● Graphic Design: Creating and implementing visually compelling logos and collateral material that align with the event’s theme.
● Décor and Design: Transforming event spaces with creative displays, banners, flags, floral arrangements, and other elements to enhance the experience. ● Production: Consulting on logistics, site preparation, emergency services, equipment needs, and vendor coordination.
● Technical Support: Providing solutions for sound systems, lighting, PA systems, stage setups, and video recording or photography needs.

Suggestions or Special Concerns

1. Cultural Relevance: Prioritize culturally sensitive and engaging talent and themes to reflect the diversity and heritage of the City’s community.

2. Cost Transparency: Provide flexible talent pricing tiers and negotiate pricing based on specific event needs, ensuring cost efficiency without compromising quality.

3. Sustainability: Incorporate environmentally friendly practices, such as waste reduction and energy-efficient equipment.

4. Contingency Plans: Develop robust contingency strategies for weather disruptions, equipment failures, or last-minute changes.

1. Talent Roster and Pricing: Comprehensive listing of available talent grouped by pricing tiers, including regional Mexican artists and artists across other genres.

2. Event Concept Proposal: Tailored event themes, layouts, and designs.

3. Production Schedule: Detailed timeline for all phases of the event, including setup, execution, and tear-down.

4. Marketing Materials: Professionally designed graphic collateral for social media, print, and digital campaigns.

5. Post-Event Report: Summary of attendance, community feedback, budget analysis, and recommendations for future improvements.

Implementation Plan and Timeline

1. Phase 1: Planning (Weeks 1–4)
○ Assign Project Manager and initiate stakeholder meetings. ○ Finalize talent selection and budget approval.
○ Develop marketing strategy and event branding materials.

2. Phase 2: Logistics and Marketing (Weeks 5–8)
○ Coordinate with vendors, technical teams, and City departments. ○ Launch promotional campaigns to maximize community engagement.

3. Phase 3: Pre-Event Preparation (Weeks 9–10)
○ Conduct site inspections and finalize production schedules. ○ Manage equipment setup and vendor coordination.

4. Phase 4: Event Day Execution (Week 11)
○ Oversee on-site operations, including talent management, attendee engagement, and troubleshooting.

5. Phase 5: Post-Event Evaluation (Week 12)
○ Conduct debriefing with stakeholders and submit post-event reports.

GTE Agency, LLC DBA Global Talent Entertainment | Talent Agency License #1001218011 www.globaltalentent.com | 562-544-1764 | [email protected] | 3780 Kilroy Airport Way, Suite 200, Long Beach, CA 90806 11 City Council 16 – 76 4/15/2025
Tier 1 Tier 2 Tier 3
Artist Fees $1,500 - $25,000 $25,001 - $50,000 $50,001 - $75,000 Production $2,500 - $10,000 $10,001 - $20,000 $20,001 - $35,000 Hospitality $150 - $500 $501 - $750 $751- $1,000
Marketing $100 - $500 $501 - $750 $751- $1,000
Los Huracanes del Norte
Larry Hernández Intocable
Los Alegres del Barranco Los Dos Carnales
Los Tigres del Norte
Roberto Tapia Joss Favela Grupo Duelo
Virlan Garcia La Energía Norteña Grupo Marca Registrada Voz de Mando
Enigma Norteño El Jerry Gerardo Coronel Conjunto Primavera Noel Torres
Régulo Caro Javier Rosas Gerardo Ortiz
Tier 4
Luis Coronel Banda Carnava Banda Los Recoditos Banda El Recodo Banda Cuisillos Banda Machos 3 Banda La Adictiva
La Original Banda El Limón El Fantasma
Fuerza Regida De Tijunana
Banda Los Sebastianes Chuy Lizárraga Chiquis
Banda Maguey
Tape Face
Mariachi Imperial de
America
Mariachi Garibaldi
Mariachi Los Reyes
Mariachi Mariposas
Banda
Tier 1 Tier 2 Tier 3
Julian Torres Aida Cuevas Mariachi Sol De Mexico
Majo Aguilar Lupillo Rivera
Mariachi 7 Leguas Mariachi Herencia De Mexico
Mariachi Divas Mariachi Reynas De Los Angeles
Fixed Costs
Event Production Management Services $5,000 per event (Fully staffed) Event Management Services $5,000 per event (Fully staffed) Graphic Design Services $100 - $1,000 per individual project Mariachi
Tier 1 Tier 2 Tier 3 Tier 4

COST PROPOSAL
The cost proposal includes estimated price ranges for artist fees, production, marketing, and hospitality. These estimates are based on current market conditions and may change depending on artist availability, demand, and specific event requirements. Talent fees will vary based on the artist(s) selected for the event. Fixed costs are determined on an event-byevent basis and encompass the full scope of our services, including comprehensive event planning, coordination, and on-site support from conception to completion, as outlined in the scope of work in this RFP. These costs ensure a seamless and successful event execution. The listed artists are just a sample of the talent available in our network, with final pricing and artist selections confirmed during the planning and negotiation phases.

Variable Costs
Tier 4
$75,001 and up
$35,001 and up
$1,001 and up
$1,001 and up
En Vogue
J Holiday Kid n Play Shaggy
Ruben Studdard Lupe Fiasco Lil Jon
Jon B T-Pain
Common
Tag Team Village People
Ambrosia Restless Heart Power of Power Melissa Ethridge Jefferson Starship Air Supply Beach Boys
Tier 1 Tier 2 Tier 3
Taylor Dayne
Little Texas Colbie Caillat 3 Dog Night Clay Walker
Tier 4
Hip-Hop / R&B
Tier 3 Tier 4
Hayden Allcorn Michael Goudeau Lance Burton & Friends
Country / Classic Rock
Tier 1 Tier 2
Tier 3 Tier 4
Rocio – La Dama De La
Cumbia y Su Sonora
Magic
Tier 1 Tier 2
Grupo Canaveral
Cumbia
Tier 1 Tier 2 Tier 3 Tier 4
Raymix La Sonora Dinamita
Norteno
Tier 1 Tier 4
Los Rieleros del Norte Pancho Barraza
Los Invasores de Nuevo León Luis R Conriquez
BXS: Bryndis por Siempre Calibre 50
Tier 2 Tier 3
Kanales Alicia Villarreal Ana Bárbara Bobby Pulido
Bronco
Fidel Rueda Edin Munoz
Tito Torbellino Jr.

Banda Tierra Sagrada Mi Banda El Mexicano
La Arrolladora Banda El
Limón
El Potro de Sinaloa Luis Angel "El Flaco"
La Séptima Banda Marca MP
City Council 16 – 77 4/15/2025

SUMMARY OF APPROACH
Case Study 1: Beaumont Cherry Festival - City of Beaumont Planning & Talent Procurement: Brian Escandon and DaVon Buckner played key roles in planning and executing the Beaumont Cherry Festival, a four-day event in Beaumont, California. They were directly responsible for securing all talent, curating a diverse and engaging lineup that included headliners such as Brenton Wood, Rodney Atkins, Lupita Infante, and the iconic Village People. Additionally, they booked several tribute acts, including Como La Flor: The Ultimate Selena Tribute. Their extensive experience and industry connections allowed them to deliver a well-rounded mix of genres, ensuring the event appealed to a broad audience.

Pre-Event Coordination: Pre-event coordination involved attending multiple city meetings to present various talent options, review and finalize budgets, and discuss various production layouts. Given the scale of the event, with over 50,000 attendees across the four days, meticulous planning was essential. Brian and Yvonne worked closely with city officials to determine the appropriate stage size and audio setup, ensuring that the PA system could effectively cover the entire park. Once talent was confirmed, they secured all necessary permits for staging and had CAD drawings certified by engineers to meet safety requirements.

Additionally, they coordinated RVs to serve as artist dressing rooms and arranged for power and lighting, as the park lacked built-in infrastructure. The team provided comprehensive production services, managing everything from load-in to load-out. This included setting up banners for the stage, creating a communal dressing room with catering for artists, and fulfilling all hospitality needs. Detailed advance schedules and show sheets were developed and distributed well in advance to ensure seamless execution throughout the multi-day event. Brian and Yvonne also advanced every process with the artists and production teams, ensuring all required production elements were present. They skillfully negotiated with artists whose riders included requests exceeding the typical requirements for a local city festival, helping to eliminate unnecessary expenses and remain mindful of the city’s budget.

Event Production: Brian and DaVon oversaw full-scale event production, which included:
● Professional stage setup and design.
● High-quality audio and lighting systems tailored for large outdoor events. ● Power solutions, including generators and distribution. ● On-site management of artist hospitality and catering.

Their hands-on management ensured that each day of the festival ran smoothly, from the initial load-in to the final load-out.

Marketing & Promotion: In addition to talent and production, Brian and DaVon managed the creation of all promotional materials, including social media content, banners, and flyers. Their marketing efforts helped generate significant buzz and contributed to the festival’s high turnout.

Post-Event Wrap-Up: Following the festival’s conclusion, they facilitated a smooth breakdown and cleanup process. This included coordinating the removal of fencing, generators, staging, and all sound and lighting GTE Agency, LLC DBA Global Talent Entertainment | Talent Agency License #1001218011 www.globaltalentent.com | 562-544-1764 | [email protected] | 3780 Kilroy Airport Way, Suite 200, Long Beach, CA 90806 13 City Council 16 – 78 4/15/2025
equipment. They ensured that the park was returned to its original condition, maintaining a positive relationship with the city and paving the way for future events.

Case Study 2: Burbank Starlight Bowl - City of Burbank/ LA Concert Group Planning & Talent Procurement: Brian Escandon and DaVon Buckner have successfully produced large-scale events at the Burbank Starlight Bowl, which is known for its minimal in-house infrastructure. The venue, located in a canyon, requires all audio, lighting, and rigging to be brought in externally. Despite these challenges, they have delivered exceptional events, including yearly mariachi festivals and performances by renowned regional Mexican artists such as Ramon Ayala, Mariachi Vargas, Aida Cuevas, Lupita Infante, Shaila Dúrcal, Los Tucanes de Tijuana, Voz de Mando, and Luis Coronel.

Pre-Event Coordination: Given the logistical complexity of the venue, Brian and DaVon meticulously coordinated every aspect of the production. They secured all necessary equipment, including large truss systems for rigging, as the venue’s limited rigging points required additional structural support. Load-in commenced on Thursday, involving trucking in all audio, lighting, and trussing equipment. The team worked closely with production vendors and artists to ensure that every technical requirement was met.Throughout the planning process, they attended multiple meetings with the city and venue staff to finalize logistics, safety protocols, and production layouts. They advanced every step of the show with artists and production teams, ensuring that all required production elements were accounted for. By negotiating artist riders, they optimized budgets and eliminated unnecessary expenses, keeping the city’s financial interests in mind.

Event Production: Brian and DaVon delivered full-scale production services, including:
● Large truss systems to accommodate lighting and audio needs. ● High-quality sound and lighting systems suitable for the outdoor canyon setting. ● On-site power solutions, including generators and distribution. ● Advanced rigging setups tailored to the venue’s unique structural limitations.

Their hands-on approach ensured seamless execution for two consecutive nights of shows on Friday and Saturday, with a load-out completed by early Sunday morning. Despite the venue’s logistical challenges, they maintained strict adherence to timelines and ensured high production value.

Marketing & Promotion: In addition to production, Brian and DaVon managed the creation of promotional materials, including social media content, banners, and flyers. Their targeted marketing efforts helped attract large crowds and enhanced community engagement.

Post-Event Wrap-Up: Following the events, they coordinated the breakdown and cleanup process, ensuring that all equipment was safely removed and the venue was returned to its original condition. Their detailed post-event reports included attendance metrics, financial summaries, and feedback from stakeholders, helping to improve future events.

Versatility Demonstrated
These case studies illustrate GTE’s versatility in handling events of varying scale and complexity. While the Beaumont Cherry Festival emphasized large-scale community engagement with multiple genres and high GTE Agency, LLC DBA Global Talent Entertainment | Talent Agency License #1001218011 www.globaltalentent.com | 562-544-1764 | [email protected] | 3780 Kilroy Airport Way, Suite 200, Long Beach, CA 90806 14 City Council 16 – 79 4/15/2025
attendance, the Burbank Starlight Bowl events highlighted GTE’s ability to manage complex logistics in a venue with minimal infrastructure. In both cases, GTE provided end-to-end services—from talent booking and production to marketing and day-of-event management—tailored to meet the unique needs of each client.

By adapting our approach to the specific goals and audience of each event, GTE ensures successful outcomes that exceed client expectations. Whether executing a culturally significant city festival or a high-profile regional event, our team’s expertise, professionalism, and hands-on management guarantee memorable and well-organized events.

CONCLUSION
Global Talent Entertainment (GTE) is built on the belief that exceptional events do more than entertain—they strengthen communities, showcase cultural pride, and create lasting connections. Our extensive experience working with municipalities, Tribal governments, casinos, festivals, and independent venues has honed our ability to craft events that resonate with audiences and meet the unique goals of each client.

We understand the City of Santa Ana’s vision for its events: vibrant, inclusive, and reflective of its rich cultural diversity. Our proximity to Santa Ana, combined with our hands-on management style and deep network of talent and vendor resources, ensures we can deliver results that exceed expectations. Whether it’s a small community gathering or a large-scale festival, we are equipped to handle every aspect with professionalism, creativity, and precision.

Partnering with GTE means working with a team that cares about the success of your events as much as you do. We look forward to the opportunity to collaborate with the City of Santa Ana and help create experiences that truly reflect the spirit of its people. Thank you for your consideration—we’re ready to get to work.

Letter of Agreement
Agreement Statement
We have reviewed EXHIBIT II – Sample Agreement of this RFP in its entirety. We do not have any concerns or exceptions and concur with all provisions as outlined.

GTE Agency, LLC DBA Global Talent Entertainment | Talent Agency License #1001218011 www.globaltalentent.com | 562-544-1764 | [email protected] | 3780 Kilroy Airport Way, Suite 200, Long Beach, CA 90806 15 City Council 16 – 80 4/15/2025
City Council 16 – 81 4/15/2025
City Council 16 – 82 4/15/2025
City Council 16 – 83 4/15/2025
City Council 16 – 84 4/15/2025
City Council 16 – 85 4/15/2025
City Council 16 – 86 4/15/2025

EXHIBIT C
CONSULTANT’S FEE PROPOSAL
City Council 16 – 87 4/15/2025
Tier 1 Tier 2 Tier 3
Artist Fees $1,500 - $25,000 $25,001 - $50,000 $50,001 - $75,000 Production $2,500 - $10,000 $10,001 - $20,000 $20,001 - $35,000 Hospitality $150 - $500 $501 - $750 $751- $1,000
Marketing $100 - $500 $501 - $750 $751- $1,000
Los Huracanes del Norte
Larry Hernández Intocable
Los Alegres del Barranco Los Dos Carnales
Los Tigres del Norte
Roberto Tapia Joss Favela Grupo Duelo
Virlan Garcia La Energía Norteña Grupo Marca Registrada Voz de Mando
Enigma Norteño El Jerry Gerardo Coronel Conjunto Primavera Noel Torres
Régulo Caro Javier Rosas Gerardo Ortiz
Tier 4
Luis Coronel Banda Carnava Banda Los Recoditos Banda El Recodo Banda Cuisillos Banda Machos 3 Banda La Adictiva
La Original Banda El Limón El Fantasma
Fuerza Regida De Tijunana
Banda Los Sebastianes Chuy Lizárraga Chiquis
Banda Maguey
Tape Face
Mariachi Imperial de
America
Mariachi Garibaldi
Mariachi Los Reyes
Mariachi Mariposas
Banda
Tier 1 Tier 2 Tier 3
Julian Torres Aida Cuevas Mariachi Sol De Mexico
Majo Aguilar Lupillo Rivera
Mariachi 7 Leguas Mariachi Herencia De Mexico
Mariachi Divas Mariachi Reynas De Los Angeles
Fixed Costs
Event Production Management Services $5,000 per event (Fully staffed) Event Management Services $5,000 per event (Fully staffed) Graphic Design Services $100 - $1,000 per individual project Mariachi
Tier 1 Tier 2 Tier 3 Tier 4

Banda Tierra Sagrada Mi Banda El Mexicano
La Arrolladora Banda El
Limón
El Potro de Sinaloa Luis Angel "El Flaco"
La Séptima Banda Marca MP
City Council 16 – 88 4/15/2025
Global Talent Entertainment on-call Agreement -
CAO_GTE Signed_Revised
Final Audit Report 2025-03-26
Created: 2025-03-26
By: Stephanie Garcia ([email protected])
Status: Signed
Transaction ID: CBJCHBCAABAAPGrk0kmll7ZcvC5cfHkdAWf9vqpa888y "Global Talent Entertainment on-call Agreement - CAO_GTE Sig ned_Revised" History
Document created by Stephanie Garcia ([email protected]) 2025-03-26 - 6:10:04 PM GMT
Document emailed to Hawk Scott ([email protected]) for signature 2025-03-26 - 6:10:22 PM GMT
Email viewed by Hawk Scott ([email protected])
2025-03-26 - 6:35:59 PM GMT
Document e-signed by Hawk Scott ([email protected])
Signature Date: 2025-03-26 - 6:36:26 PM GMT - Time Source: server Agreement completed.
2025-03-26 - 6:36:26 PM GMT
City Council 16 – 89 4/15/2025
Parks, Recreation, and Community Services
www.santa-ana.org/parks-recreation
Item # 17
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
April 15, 2025
TOPIC: Rental Equipment Services

AGENDA TITLE
Agreements with CWF Inc., DBA A1 Event and Party Rental, and Cook Event Services, Inc., DBA Baker Party Rentals, for Rental Equipment Services (Specification No. 25-004) (General Fund)

RECOMMENDED ACTION
Authorize the City Manager to execute agreements with CWF Inc., DBA A1 Event and Party Rental, and Cook Event Services, Inc., DBA Baker Party Rentals, to provide rental equipment services in an amount not to exceed $1,250,000, for a term beginning April 15, 2025 and expiring April 14, 2028, with provisions for two, one-year extensions (Agreement Nos. A-2025-XXX and A-2025-XXX).

GOVERNMENT CODE §84308 APPLIES: Yes

DISCUSSION
Request for Proposals (RFP) No. 25-004 was issued on January 10, 2025, through the City’s online bid management and publication system. This RFP seeks rental equipment services for various City special events including, but not limited to, canopies, chairs, tables, electrical equipment, portable restrooms, and trash cans, as detailed in Exhibits 1 & 2. The RFP supports the efforts of the Parks, Recreation, and Community Services Agency (PRCSA) to gather the necessary elements for organizing multiple City-produced events throughout the year. A summary of vendor participation and results is as follows:
• 97 Vendors notified
• 9 Santa Ana vendors notified
• 23 Vendors downloaded the RFP packet
• 2 Proposals received
• 0 Proposals received from Santa Ana vendors
Proposals were solicited, opened on January 30, 2025, and evaluated. Two proposals were submitted by the RFP deadline and both were determined to be responsive to the City Council 17 – 1 4/15/2025
Rental Equipment Services
April 15, 2025

Page 2 ends

specifications and met the City’s requirements. An evaluation committee reviewed and rated the proposals according to the criteria listed in the RFP.

Staff recommends awarding an agreement to the two firms, CWF Inc., DBA A1 Event and Party Rental, and Cook Event Services, Inc., DBA Baker Party Rentals (Exhibits 1 & 2).

Both vendors were selected for their variety of rental equipment, their broad level of experience, and their ability to provide all necessary items for City special events. In addition to their qualifications, awarding contracts to both firms allows staff to select the most cost-effective option, ensuring the best deal based on the specific needs of each event.

ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.

FISCAL IMPACT
Funding is available in the current FY 2024-25 budget and funding will be included in the proposed budgets for City Council consideration. The City is not obligated to use the full amount of the contract authorization.

Fiscal
Year
Accounting
Unit-Account #
Fund
Description
Accounting Unit,
Account Description
Amount
FY 24-25 01113017-62300 General
Fund
PRCSA-Service
Enhancement-Contractual
Services Professional
$6,000
FY 25-26 01113230-62300 General
Fund
PRCSA-Recreation and
Community ServicesContractual Services
Professional
$250,000
FY 26-27 01113230-62300 General
Fund
PRCSA-Recreation and
Community ServicesContractual Services
Professional
$250,000
FY 27-28 01113230-62300 General
Fund
PRCSA-Recreation and
Community ServicesContractual Services
Professional
$250,000
FY 28-29 01113230-62300 General
Fund
PRCSA-Recreation and
Community ServicesContractual Services
Professional
$250,000
City Council 17 – 2 4/15/2025
Rental Equipment Services
April 15, 2025

Page 3 ends

FY 29-30 01113230-62300 General
Fund
PRCSA-Recreation and
Community ServicesContractual Services
Professional
$244,000
TOTAL $1,250,000

EXHIBIT(S)

1. Agreement with CWF Inc. DBA A1 Event and Party Rental

2. Agreement with Cook Event Services, Inc. DBA Baker Party Rentals Submitted By: Hawk Scott, Executive Director of Parks, Recreation, and Community Services Agency
Approved By: Alvaro Nuñez, City Manager
City Council 17 – 3 4/15/2025

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CONTRACTOR AGREEMENT WITH CWF INC. TO PROVIDE RENTAL

EQUIPMENT SERVICES TO THE CITY OF SANTA ANA
THIS AGREEMENT is made and entered into on this 15
th day of April, 2025 by and
between CWF Inc., dba A1 Event and Party Rental, a California corporation (“Contractor”), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“City”).

RECITALS
A. On January 10, 2025, City issued Request for Proposal (“RFP”) No. 25-004, by which it sought to retain a Contractor having special skill and knowledge in the field of rental equipment services for the City’s Parks, Recreation, and Community Services Agency.

B. Contractor submitted a responsive proposal that was among those selected by the City.

Contractor represents that it is able and willing to provide such services described in the Scope of Work that was included in RFP No. 25-004.

C. In undertaking the performance of this Agreement, Contractor represents that it is knowledgeable in its field and that any services performed by Contractor under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field.

NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows:

1. SCOPE OF SERVICES
Contractor shall perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described and set forth in the Scope of Services - Exhibit A, attached hereto and incorporated herein, and as further described in Contractor’s Proposal - Exhibit B, attached hereto and incorporated herein.

2. COMPENSATION
a. City neither warrants nor guarantees any minimum or maximum compensation to Contractor under this Agreement. Contractor shall be paid only for actual services performed under this Agreement at the rates and charges identified in Contractor ‘s Fee Proposal – Exhibit C, attached hereto and incorporated herein. Contractor is one of two separate contractors selected to provide services under RFP No. 25-004. The total compensation for services provided under the Agreement, including any extension periods, shall not exceed $1,250,000.00.
b. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. City and Contractor agree that all payments due and owing under this Agreement shall be made City Council 17 – 4 4/15/2025

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through Automated Clearing House (ACH) transfers. Contractor agrees to execute the City’s standard ACH Vendor Payment Authorization and provide required documentation. Upon verification of the data provided, the City will be authorized to deposit payments directly into Contractor’s account(s) with financial institutions.

Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City.

3. TERM
This Agreement shall commence on April 15, 2025 and end on April 14, 2028, with the option for the City to grant up to two (2), one (1) year extensions, exercisable by a writing by the City Manager and the City Attorney, unless terminated earlier in accordance with Section 16, below.

4. PREVAILING WAGES
Contractor is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., (“Prevailing Wage Laws”), which require the payment of prevailing wage rates and the performance of other requirements on “public works” and “maintenance” projects. If the services being performed are part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, and the total compensation is $1,000 or more, Contractor agrees to fully comply with such Prevailing Wage Laws. Contractor shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws.

5. INDEPENDENT CONTRACTOR
Contractor shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Contractor performs the services which are the subject matter of this Agreement; however, the services to be provided by Contractor shall be provided in a manner consistent with all applicable standards and regulations governing such services. Contractor shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes.

6. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Contractor under this Agreement (“Documents & Data”). Contractor City Council 17 – 5 4/15/2025

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shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement.

Contractor represents and warrants that Contractor has the legal right to license any and all Documents & Data. Contractor makes no such representation and warranty in regard to Documents & Data which were provided to Contractor by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City’s sole risk.

7. INSURANCE
Contractor shall procure and maintain for the duration of the agreement, the following insurance coverages:

Minimum Scope and Limit of Insurance. Contractor shall maintain limits of insurance coverage in the following minimum amounts and shall be at least as broad as:
• Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence and $2,000,000 aggregate. • Automobile Liability (AL): Insurance Services Office Form CA 00 01 covering Code 1 (any auto), with combined single limits of $1,000,000. In the event Contractor does not maintain commercial automobile liability insurance, City will accept evidence of personal automobile insurance with existing limits, which can be lower than $1,000,000.
• Workers’ Compensation (W/C): as required by the State of California, with statutory limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident, per employee, per policy for bodily injury or disease. This requirement can be waived if Vendor has no employees.
• If Contractor maintains broader coverage and/or higher limits than the minimums shown above, City requires and shall be entitled to the broader coverage and/or the higher limits maintained by Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to City.

Other Insurance Provisions. The insurance policies are to contain, or be endorsed to contain, the following provisions:
• CGL and AL policies: City of Santa Ana, its City Council, its officers, officials, employees, agents, and volunteers are to be covered as additional insureds with respect to liability arising out of work or operations performed by or on behalf of the Permittee including materials, parts, equipment, and personnel furnished in connection with such work or operations.
• All required insurance policies: Insurance company(ies) agrees to waive all rights of subrogation against City, its City Council, its officers, officials, employees, agents, and volunteers for losses paid under the terms of any policy which arise from work performed by Permittee for City.

City Council 17 – 6 4/15/2025

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• All required insurance policies: For any claims related to this contract, Permittee’s insurance coverage shall be primary and any insurance maintained by City, its City Council, its officers, officials, employees, agents, or volunteers shall not contribute with it.
• All required insurance policies: A severability of interest provision must apply for all the additional insureds, ensuring that Permittee’s insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the insurer’s limits of liability.
• Each insurance policy required herein shall provide that coverage shall not be canceled, suspended, voided, reduced in coverage or in limits, non-renewed by the carrier, or materially changed except after thirty (30) days prior written notice has been given to City. Ten (10) days prior written notice shall be provided to City for policy cancellation or non-renewal due to non-payment.
• Certificate Holder on each Evidence of Insurance certificate shall be: City of Santa Ana, Attention: (Name of Department Staff Responsible for Agreement), Address of Department Responsible for Agreement, M-XX, Santa Ana, CA 92701. The name and location of event should be included in the Description of Operations section of each certificate.

Self-Insured Retentions. Self-insured retentions must be declared to and approved by the City. City may require Contractor to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.

Verification of Coverage. Permittee shall furnish City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to Entity before work begins.

However, failure to obtain the required documents prior to the work beginning shall not waive Permittee’s obligation to provide them. City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.

Claims Made Policies. If any of the required policies provide coverage on a claims-made basis:
• The retroactive date must be shown and must be before the date of the contract or the beginning of work.
• Insurance must be maintained and evidence of insurance must be provided for at least three (3) years after completion of work.
• If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the contract effective date, Company must City Council 17 – 7 4/15/2025

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purchase “extended reporting” coverage for a minimum of three (3) years after completion of work.

Subcontractors. Contractor shall require and verify that all sub-contractors maintain insurance meeting all the requirements stated herein, and Contractor shall ensure that City is an additional insured on insurance required from sub-contractors.

Special Risks or Circumstances. City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.

8. INDEMNIFICATION
Contractor agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Contractor, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Contractor further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Contractor’s services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor.

9. INTELLECTUAL PROPERTY INDEMNIFICATION
Contractor shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States’ letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Contractor to the City pursuant to this Agreement.

10. RECORDS
Contractor shall keep records and invoices in connection with the work to be performed under this Agreement. Contractor shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements City Council 17 – 8 4/15/2025

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charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Contractor under this Agreement. All such records and invoices shall be clearly identifiable. Contractor shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Contractor shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Contractor under this Agreement.

11. CONFIDENTIALITY
If Contractor receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Contractor agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. “Confidential Information” shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Contractor disclosed in a publicly available source; (c) is in rightful possession of the Contractor without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Contractor without reference to information disclosed by the City.

12. CONFLICT OF INTEREST CLAUSE
Contractor covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement.

13. NON-DISCRIMINATION
Contractor shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Contractor affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations.

14. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and Contractor, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms City Council 17 – 9 4/15/2025

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of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Contractor. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Contractor or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein.

15. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Contractor, Contractor may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City’s ability to have any of the services which are the subject to this Agreement performed by City personnel or by other contractors retained by City.

16. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Contractor shall be entitled to receive and the City shall pay Contractor compensation for all services performed by Contractor prior to receipt of such notice of termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Contractor to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Contractor consents to the City's use thereof for such purposes as the City deems appropriate.
b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement.

17. WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.

18. JURISDICTION - VENUE
This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or City Council 17 – 10 4/15/2025

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arise out of, in connection with or by reason of this Agreement.

19. PROFESSIONAL LICENSES
Contractor shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Contractor shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement.

20. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons:

To City:

City Clerk
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, California 92702
Fax: 714- 647-6956
With courtesy copies to:

Executive Director
Parks, Recreation, and Community Services
City of Santa Ana
20 Civic Center Plaza
P.O. Box 1988
Santa Ana, California 92702
To Contractor:

A1 Event & Party Rental
251 E. front St.

Covina, California 91723
A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have City Council 17 – 11 4/15/2025

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been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded.

21. CALIFORNIA AIR RESOURCES BOARD COMPLIANCE
Contractor shall comply, and shall ensure all subcontractors comply, with all applicable requirements of the most current version of the regulations imposed by California Air Resources Board (“CARB”) including, without limitation, all applicable terms of Title 13, California Code of Regulations Division 3, Chapter 9 and all pending amendments (“Regulation”).

Throughout the Project, and for three (3) years thereafter, Contractor shall make available for inspection and copying any and all documents or information associated with Contractor’s and its subcontractors’ fleets including, without limitation, the Certificates of Reported Compliance (“CRCs”), fuel/refueling records, maintenance records, emissions records, and any other information the Contractor is required to produce, keep or maintain pursuant to the Regulation upon two (2) calendar days’ notice from the City.

Contractor shall be solely liable for any and all costs associated with compliance with the Regulation as well as for any and all penalties, fines, damages, or costs associated with any and all violations, or failures to comply with the Regulation. Contractor shall defend, indemnify and hold harmless the City, its officials, officers, employees and authorized volunteers free and harmless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Regulation.

22. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney’s fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement.
[signatures appear on following page]
City Council 17 – 12 4/15/2025
City Council 17 – 13 4/15/2025

EXHIBIT A

SCOPE OF SERVICES
City Council 17 – 14 4/15/2025

CITY OF SANTA ANA
Contractor shall perform services as set forth below.

The City is seeking a company with the capacity to provide rental equipment for large-scale events.

Below is a sample listing of equipment rented for a previous large-scale event and approximate quantities.

Quantity Equipment Quantity Equipment
3200 Astro Turf (sq.ft.) 25 Fire Extinguisher
380 Canopy Base 1 Forklift
95 Canopy (various sizes) 3 Generator
6 Canopy Water Barrel 120 Lights (various types)
400 Chair (various types) 15 Linen(various sizes)
2 Cooler 2 Lounge Sofa
100
Electrical Cord (various
lengths) 50 Portable Restroom (various types)
100 Table Cover (various sizes) 85 Sandbag
75 Drapery 20 Sink (various types)
1 Electrical Dist. System 160 Table (various sizes)
20 Electrical Outlet 10 Trash Can
4 Fan 30 Two-Way Radios
2 Water Hose 16 Water Tanks
Labor
Fencing
The Contractor will be expected to provide, install, set -up, maintain and remove rental equipment for requested special events. The contractor is also expected to coordinate with various City departments and other contractors associated with the event. The Contractor is expected to obtain the necessary permits for temporary structures and utilize a licensed Contractor to pull the necessary permits.

Equipment to be provided by the Contractor includes, but is not limited to items listed above. City may request additional equipment or services during the term of the agreement at prices identified in the price listing.

EXHIBIT A

SCOPE OF SERVICES
City of Santa Ana
City Council
RFP No. 25-004
17 – 15 4/15/2025

Page 13 of 27 ends

EXHIBIT B
CONTRACTOR’S PROPOSAL
City Council 17 – 16 4/15/2025
City Council 17 – 17 4/15/2025
City Council 17 – 18 4/15/2025
City Council 17 – 19 4/15/2025
City Council 17 – 20 4/15/2025
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City Council 17 – 22 4/15/2025
City Council 17 – 23 4/15/2025
City Council 17 – 24 4/15/2025
City Council 17 – 25 4/15/2025
City Council 17 – 26 4/15/2025
City Council 17 – 27 4/15/2025
City Council 17 – 28 4/15/2025
City Council 17 – 29 4/15/2025
City Council 17 – 30 4/15/2025
City Council 17 – 31 4/15/2025
City Council 17 – 32 4/15/2025
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City Council 17 – 36 4/15/2025
City Council 17 – 37 4/15/2025
City Council 17 – 38 4/15/2025
City Council 17 – 39 4/15/2025

EXHIBIT C
CONTRACTOR’S FEE PROPOSAL
Fee Proposal including hourly rates if applicable
City Council 17 – 40 4/15/2025
City Council 17 – 41 4/15/2025
City Council 17 – 42 4/15/2025
City Council 17 – 43 4/15/2025
City Council 17 – 44 4/15/2025

Page 1 of 10 ends

CONTRACTOR AGREEMENT WITH COOK EVENT SERVICES, INC. TO PROVIDE

RENTAL EQUIPMENT SERVICES TO THE CITY OF SANTA ANA
THIS AGREEMENT is made and entered into on this 15
th day of April, 2025 by and
between Cook Event Services, Inc., dba Baker Party Rentals, a California corporation (“Contractor”), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“City”).

B. Contractor submitted a responsive proposal that was among those selected by the City.

Contractor represents that it is able and willing to provide such services described in the Scope of Work that was included in RFP No. 25-004.

NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows:

Page 2 of 10 ends

Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City.

Page 3 of 10 ends

shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement.

7. INSURANCE
Contractor shall procure and maintain for the duration of the agreement, the following insurance coverages:

City Council 17 – 47 4/15/2025

Page 4 of 10 ends

Page 5 of 10 ends

purchase “extended reporting” coverage for a minimum of three (3) years after completion of work.

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Page 8 of 10 ends

arise out of, in connection with or by reason of this Agreement.

To City:

City Clerk
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, California 92702
Fax: 714- 647-6956
With courtesy copies to:

Executive Director
Parks, Recreation, and Community Services
City of Santa Ana
20 Civic Center Plaza
P.O. Box 1988
Santa Ana, California 92702
To Contractor:

Baker Party Rentals
11520 Warner Ave.

Fountain Valley, California 92708
A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have City Council 17 – 52 4/15/2025

Page 9 of 10 ends

EXHIBIT A

SCOPE OF SERVICES
City Council 17 – 55 4/15/2025

CITY OF SANTA ANA
Contractor shall perform services as set forth below.

The City is seeking a company with the capacity to provide rental equipment for large-scale events.

Below is a sample listing of equipment rented for a previous large-scale event and approximate quantities.

EXHIBIT A

SCOPE OF SERVICES
City of Santa Ana
City Council
RFP No. 25-004
17 – 56 4/15/2025

Page 13 of 27 ends

EXHIBIT B
CONTRACTOR’S PROPOSAL
City Council 17 – 57 4/15/2025
City Council 17 – 58 4/15/2025
City Council 17 – 59 4/15/2025
City Council 17 – 60 4/15/2025
City Council 17 – 61 4/15/2025
City Council 17 – 62 4/15/2025
City Council 17 – 63 4/15/2025
City Council 17 – 64 4/15/2025
City Council 17 – 65 4/15/2025
City Council 17 – 66 4/15/2025
City Council 17 – 67 4/15/2025
City Council 17 – 68 4/15/2025
City Council 17 – 69 4/15/2025
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City Council 17 – 73 4/15/2025
City Council 17 – 74 4/15/2025
City Council 17 – 75 4/15/2025
City Council 17 – 76 4/15/2025

EXHIBIT C
CONTRACTOR’S FEE PROPOSAL
Fee Proposal including hourly rates if applicable
City Council 17 – 77 4/15/2025
City Council 17 – 78 4/15/2025
City Council 17 – 79 4/15/2025
City Council 17 – 80 4/15/2025
City Council 17 – 81 4/15/2025
City Council 17 – 82 4/15/2025
City Council 17 – 83 4/15/2025
City Council 17 – 84 4/15/2025
City Council 17 – 85 4/15/2025
Parks, Recreation, and Community Services
www.santa-ana.org/parks-recreation
Item # 18
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
April 15, 2025
TOPIC: Stage Services for City Events

AGENDA TITLE
Agreements with Stage Plus Inc. and Advantage Event Solutions, LLC for Stage Services (Specification No. 25-008) (General Fund)

RECOMMENDED ACTION
Authorize the City Manager to execute agreements with Stage Plus Inc. and Advantage Event Solutions, LLC to provide stage services in an amount not to exceed $750,000 for a term beginning April 15, 2025 and expiring April 14, 2028, with provisions for two, oneyear extensions (Agreement Nos. A-2025-XXX and A-2025-XXX).

GOVERNMENT CODE §84308 APPLIES: Yes

DISCUSSION
Request for Proposals (RFP) No. 25-008 was issued on January 24, 2025 on the City’s online bid management and publication system. A summary of vendor participation and results is as follows:
• 324 Vendors notified
• 2 Santa Ana vendors notified
• 22 Vendors downloaded the RFP packet
• 3 Proposals received
• 1 Proposal received from Santa Ana vendor
Proposals were solicited, opened on February 4, 2025, and evaluated. Three proposals were submitted by the RFP deadline and all were determined to be responsive to the specifications and met the City’s requirements. An evaluation committee reviewed and rated the proposals according to the criteria listed in the RFP.

Staff recommends awarding an agreement to the two highest-ranking firms, Stage Plus Inc. (Exhibit 1) and Advantage Event Solutions, LLC (Exhibit 2). Both vendors were selected to provide stage services for City events, including Fiestas Patrias. In addition City Council 18 – 1 4/15/2025
Stage Services
April 15, 2025

Page 2 ends

to their qualifications, awarding contracts to both firms allows staff to select the most costeffective option, ensuring the best deal based on the specific needs of each event.

The Purchasing Division advertised this project on the City’s online bid management and publication system, which directly notified two Santa Ana vendors. Additionally, in an attempt to encourage qualified local businesses to submit a proposal, City staff performed supplemental outreach by personally contacting local vendors by email to notify them of the bidding opportunity. One local vendor downloaded the RFP and submitted a bid for consideration.

ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.

FISCAL IMPACT
Funding is available in the current FY 2024-25 budget and funding for the subsequent fiscal years will be included in the proposed budgets for City Council consideration.

Fiscal
Year
Accounting
Unit-Account #
Fund
Description
Accounting Unit,
Account Description
Amount
FY 24-25 01113230-62300 General
Fund
PRCSA-Recreation and
Community ServicesContractual Services
Professional
$5,000
FY 25-26 01113230-62300 General
Fund
PRCSA-Recreation and
Community ServicesContractual Services
Professional
$150,00
FY 26-27 01113230-62300 General
Fund
PRCSA-Recreation and
Community ServicesContractual Services
Professional
$150,00
FY 27-28 01113230-62300 General
Fund
PRCSA-Recreation and
Community ServicesContractual Services
Professional
$150,00
FY 28-29 01113230-62300 General
Fund
PRCSA-Recreation and
Community ServicesContractual Services
Professional
$150,00
FY 29-30 01113230-62300 General
Fund
PRCSA-Recreation and
Community ServicesContractual Services
Professional
$145,00
TOTAL $750,000
City Council 18 – 2 4/15/2025
Stage Services
April 15, 2025

Page 3 ends

EXHIBIT(S)

1. Agreement with Stage Plus Inc.

2. Agreement with Advantage Event Solutions, LLC
Submitted By: Hawk Scott, Executive Director of Parks, Recreation, and Community Services Agency
Approved By: Alvaro Nuñez, City Manager
City Council 18 – 3 4/15/2025

Page 1 of 10 ends

CONTRACTOR AGREEMENT WITH STAGE PLUS, INC. TO PROVIDE STAGE

SERVICES TO THE CITY OF SANTA ANA
THIS AGREEMENT is made and entered into on this 15th day of April, 2025 by and between Stage Plus, Inc., a California corporation (“Contractor”), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“City”).

RECITALS
A. On January 24, 2025, City issued Request for Proposal (“RFP”) No. 25-008, by which it sought to retain a Contractor having special skill and knowledge in the field of stage services for the City’s Parks, Recreation, and Community Services Agency.

B. Contractor submitted a responsive proposal that was among those selected by the City.

Contractor represents that it is able and willing to provide such services described in the Scope of Work that was included in RFP No. 25-008.

NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows:

2. COMPENSATION
a. City neither warrants nor guarantees any minimum or maximum compensation to Contractor under this Agreement. Contractor shall be paid only for actual services performed under this Agreement at the rates and charges identified in Contractor ‘s Fee Proposal – Exhibit C, attached hereto and incorporated herein. Contractor is one of two separate contractors selected to provide services under RFP No. 25-008. The total compensation for services provided under the Agreement, including any extension periods, shall not exceed $750,000.00.
b. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. City and Contractor agree that all payments due and owing under this Agreement shall be made City Council 18 – 4 4/15/2025

Page 2 of 10 ends

Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City.

Page 3 of 10 ends

shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement.

7. INSURANCE
Contractor shall procure and maintain for the duration of the agreement, the following insurance coverages:

Minimum Scope and Limit of Insurance. Contractor shall maintain limits of insurance coverage in the following minimum amounts and shall be at least as broad as:
• Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence and $4,000,000 aggregate. • Automobile Liability (AL): Insurance Services Office Form CA 00 01 covering Code 1 (any auto), with combined single limits of $1,000,000. In the event Contractor does not maintain commercial automobile liability insurance, City will accept evidence of personal automobile insurance with existing limits, which can be lower than $1,000,000.
• Workers’ Compensation (W/C): as required by the State of California, with statutory limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident, per employee, per policy for bodily injury or disease. This requirement can be waived if Vendor has no employees.
• If Contractor maintains broader coverage and/or higher limits than the minimums shown above, City requires and shall be entitled to the broader coverage and/or the higher limits maintained by Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to City.

City Council 18 – 6 4/15/2025

Page 4 of 10 ends

Page 5 of 10 ends

purchase “extended reporting” coverage for a minimum of three (3) years after completion of work.

Page 6 of 10 ends

Page 7 of 10 ends

Page 8 of 10 ends

arise out of, in connection with or by reason of this Agreement.

To City:

City Clerk
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, California 92702
Fax: 714- 647-6956
With courtesy copies to:

Executive Director
Parks, Recreation, and Community Services
City of Santa Ana
20 Civic Center Plaza
P.O. Box 1988
Santa Ana, California 92702
To Contractor:

Stage Plus, Inc.
2330 S. Susan St.

Santa Ana, California 92704
A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have City Council 18 – 11 4/15/2025

Page 9 of 10 ends

22. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney’s fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement.
[signatures appear on following page]
City Council 18 – 12 4/15/2025
City Council 18 – 13 4/15/2025

EXHIBIT A

SCOPE OF SERVICES
City Council 18 – 14 4/15/2025

CITY OF SANTA ANA
Contractor shall perform services as set forth below.

A. STAGE & AUDIO EQUIPMENT RENTAL

1. Provide, install, set-up, maintain and remove stage equipment for requested events.

2. Coordinate with various City departments and other contractors associated with the event.

3. Apply for all necessary permits including, but not limited to, electrical and building permits.

4. Equipment to be provided by the contractor includes, but is not limited to:
a. 40’ X 32’ X 5’-Stage
b. 40’ X 32’ X 30’-Roof
c. 16’ X 8’-20 Panel LED video wall
d. Stage lighting
e. Audio Equipment
f. Video Equipment
g. Forklift
h. Banners
i. Audio/visual technicians/DJs/MCs
j. Generators
k. Kabodas
l. Golfcarts

5. City may request additional equipment or services during the term of the agreement at prices identified in the price listing.
a. If a requested item is not listed on the price listing the city will negotiate a price with the company.

EXHIBIT A

SCOPE OF SERVICES
City of Santa Ana
City Council
RFP No. 25-008
18 – 15 4/15/2025

Page 15 of 29 ends

EXHIBIT B
CONTRACTOR’S PROPOSAL
City Council 18 – 16 4/15/2025

PROJECT

PROPOSAL
RFP NO. 25-008 STAGE SERVICES
City Council 18 – 17 4/15/2025
Cover Letter 3
Services Provided 4
www.stageplusevents.com Page 02
2025
Table of Contents
Agreement Statement 5
Firm and Team Experience 6
Team Expertise 7
Our Approach 8
Cost Proposal 9
Certification Attachment A 12
Certification Attachment B 13
Certification Attachment C 15
Certification Attachment D 16
Certification Attachment E 17
Certification Attachment F 18
Insurances 20
Drug Free 22
Contact 23
City Council 18 – 18 4/15/2025
Cover Letter
As President of Stage Plus, Inc., I, Manuel Huante, will serve as your direct point of contact for all business-related inquiries. I am also the authorized representative for Stage Plus, Inc., and empowered to execute legally binding agreements with the City of Santa Ana. We value the opportunity to continue our successful partnership and provide expert services, as we have done previously. Stage Plus proud to be an S-Corporation located in Santa Ana, California. We look forward to a productive collaboration.
20+
500+
30+
Years of operations
Happy clients
Employees
Manual Huante
President
714-390-4563 cell
714-241-0184 office
[email protected]
www.stageplusevents.com Page 03
2025
_____________________
Monique Leon, Recreation and Community Services Supervisor City of Santa Ana – Parks, Recreation, and Community Services 20 Civic Center Plaza
Santa Ana, CA 92701
City Council 18 – 19 4/15/2025
Services Provided
www.stageplusevents.com Page 04
2025

STAGE & AUDIO EQUIPMENT RENTAL

1. Provide, install, set-up, maintain and remove stage equipment for requested events.

2. Coordinate with various City departments and other contractors associated with the event.

3. Apply for all necessary permits including, but not limited to, electrical and building permits.

City Council 18 – 20 4/15/2025
Agreement Statement
www.stageplusevents.com Page 05
2025
I, Manual Huante, acknowledge and agree to all terms and conditions outlined in the provided agreement (EXHIBIT II, in document RFP-25-008 Stage Services) between myself/my firm and the City of Santa Ana.

THIS AGREEMENT is made and entered into on this day 3rd of February , 2025 by and between Stage Plus, (“Consultant”), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“City”).

Sections include:

SCOPE OF SERVICES

COMPENSATION
TERM

INDEPENDENT CONTRACTOR

OWNERSHIP OF MATERIALS

INSURANCE

INDEMNIFICATION

INTELLECTUAL PROPERTY INDEMNIFICATION

RECORDS

CONFIDENTIALITY

CONFLICT OF INTEREST CLAUSE

NON-DISCRIMINATION

EXCLUSIVITY AND AMENDMENT

ASSIGNMENT

TERMINATION
WAIVER

JURISDICTION - VENUE

PROFESSIONAL LICENSES
NOTICE
MISCELLANEOUS PROVISIONS Consultant shall, during the entire term of this Agreement, be construed to be an independent Consultant and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social City Council 18 – 21 4/15/2025
Firm and Team Experience
Founded in Santa Ana in 2005 by Manuel Huante, Stage Plus Inc. began by offering portable stage rentals. Since then, we've expanded to provide full-scale event production services for events of all sizes.

Our offerings now encompass a wide range of equipment and expertise, including ground support systems, staging, trussing, pro audio systems, LED video displays, large format video projection, backline packages, power distribution, large-scale printing, and even talent booking.

With over 30 staff members, we're proud to be based in Santa Ana:

STAGE PLUS
2330 S Susan St,
Santa Ana, CA 92704.

As the principal agent and point of contact for this project, I will ensure it receives the highest level of attention.

About Us
www.stageplusevents.com Page 06
2023
Manual Huante
President
714-390-4563 cell
714-241-0184 office
[email protected]
City Council 18 – 22 4/15/2025
Team Expertise
Project Manager / Sales
Lead Staging Technician /
Project Manager
Lead Staging Technician
Lead Audio Technician
Lead Audio Technician
www.stageplusevents.com Page 07
2023
Our team comprises 30 professionals in the following roles: Stage and Ground Support Technicians, Audio Technicians, Lighting Technicians, Video Technicians, Stage Managers, and Stagehands.

Manuel Huante
Jose Garcia
Cristian Huante
Lead Lighting Technician
Lead Lead Lighting
Technician / CAD
Lead Video Technician
Lead Lighting Technician
Talent Booking/Event
Manager
Event Management
Victor Produex
Mike Fuerte
Raffi Ganomo
Brandon Bishop
Victor Hernandez
Louie Gutierrez
Manual Garcia
Claudia Arciga
City Council 18 – 23 4/15/2025
Our Approach
www.stageplusevents.com Page 08
2025
Stage Plus will begin by verifying all information provided by the City of Santa Ana to ensure complete understanding of all requirements.

Leveraging our extensive experience from numerous successful past projects, we will refine and optimize our approach.

A comprehensive site survey will be conducted to accurately measure and document the venue.

Direct communication will be established with all artists and talent to review their specific needs and maintain consistent liaison.

CAD-based drawings will be generated for review by relevant stakeholders, and qualified installation personnel will be assigned.

Necessary permits will be secured from the City Building and Safety Department. A pre-event meeting will be held with all relevant staff.

Following this, the installation, event production, and strike phases will be executed.

Finally, a post-production meeting will be conducted to evaluate performance and identify areas for improvement in future events.

City Council 18 – 24 4/15/2025
Cost Proposal
www.stageplusevents.com Page 09
2025
City Council 18 – 25 4/15/2025
Cost Proposal
2025
www.stageplusevents.com Page 10
City Council 18 – 26 4/15/2025
Cost Proposal
2025
www.stageplusevents.com Page 11
City Council 18 – 27 4/15/2025
Certifications - Attachment A
Proposers Certification and
Pricing
www.stageplusevents.com Page 12
2025
City Council 18 – 28 4/15/2025
Certifications - Attachment B

REFERENCES
www.stageplusevents.com Page 13
2025
City Council 18 – 29 4/15/2025
Certifications - Attachment B
REFERENCES - additional
www.stageplusevents.com Page 14
2025
City Council 18 – 30 4/15/2025
Certifications - Attachment C
Proposers Statement
www.stageplusevents.com Page 15
2025
City Council 18 – 31 4/15/2025
Certifications - Attachment D
Non-Collusion Affidavit
www.stageplusevents.com Page 16
2025
City Council 18 – 32 4/15/2025
Certifications - Attachment E
Non-Lobbying Certification
www.stageplusevents.com Page 17
2025
City Council 18 – 33 4/15/2025
Certifications - Attachment F
Non-Discrimination Certificate
www.stageplusevents.com Page 18
2025
City Council 18 – 34 4/15/2025
Certifications - Attachment F
Non-Discrimination Certificate
- continued.
www.stageplusevents.com Page 19
2025
City Council 18 – 35 4/15/2025
Insurances -
Commercial, Auto, Workers Comp
www.stageplusevents.com Page 20
2025
City Council 18 – 36 4/15/2025
Insurances -
Commercial, Auto, Workers Comp
www.stageplusevents.com Page 21
2025
City Council 18 – 37 4/15/2025
Drug Free
www.stageplusevents.com Page 22
2025
City Council 18 – 38 4/15/2025
Contact Us
Website
Phone
www.stageplusevents.com
714-390-4563
E-mail [email protected]
Social Media instagram.com/stage_plus
HQ address 2330 South Susan Street,
Santa Ana, CA 92704

Page 23 ends

City Council 18 – 39 4/15/2025

EXHIBIT C
CONTRACTOR’S FEE PROPOSAL
Fee Proposal including hourly rates if applicable
City Council 18 – 40 4/15/2025
Cost Proposal
www.stageplusevents.com Page 09
2025
City Council 18 – 41 4/15/2025
Cost Proposal
2025
www.stageplusevents.com Page 10
City Council 18 – 42 4/15/2025
Cost Proposal
2025
www.stageplusevents.com Page 11
City Council 18 – 43 4/15/2025
Contractor Agreement - Stage Plus - CAO
signed
Final Audit Report 2025-03-27
Created: 2025-03-27
By: Stephanie Garcia ([email protected])
Status: Signed
Transaction ID: CBJCHBCAABAAE8QvibeO1vSwiLGY_DwCEiwiFKS4aanM "Contractor Agreement - Stage Plus - CAO signed" History Document created by Stephanie Garcia ([email protected]) 2025-03-27 - 11:48:51 PM GMT
Document emailed to Hawk Scott ([email protected]) for signature 2025-03-27 - 11:49:03 PM GMT
Email viewed by Hawk Scott ([email protected])
2025-03-27 - 11:49:13 PM GMT
Document e-signed by Hawk Scott ([email protected])
Signature Date: 2025-03-27 - 11:49:29 PM GMT - Time Source: server Agreement completed.
2025-03-27 - 11:49:29 PM GMT
City Council 18 – 44 4/15/2025

Page 1 of 10 ends

CONTRACTOR AGREEMENT WITH ADVANTAGE EVENT SOLUTIONS, LLC TO

PROVIDE STAGE SERVICES TO THE CITY OF SANTA ANA
THIS AGREEMENT is made and entered into on this 15
th day of April, 2025 by and
between Advantage Event Solutions, LLC, a California limited liability company (“Contractor”), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“City”).

B. Contractor submitted a responsive proposal that was among those selected by the City.

Contractor represents that it is able and willing to provide such services described in the Scope of Work that was included in RFP No. 25-008.

NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows:

2. COMPENSATION
a. City neither warrants nor guarantees any minimum or maximum compensation to Contractor under this Agreement. Contractor shall be paid only for actual services performed under this Agreement at the rates and charges identified in Contractor ‘s Fee Proposal – Exhibit C, attached hereto and incorporated herein. Contractor is one of two separate contractors selected to provide services under RFP No. 25-008. The total compensation for services provided under the Agreement, including any extension periods, shall not exceed $750,000.00.
b. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. City and Contractor agree that all payments due and owing under this Agreement shall be made City Council 18 – 45 4/15/2025

Page 2 of 10 ends

Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City.

Page 3 of 10 ends

shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement.

7. INSURANCE
Contractor shall procure and maintain for the duration of the agreement, the following insurance coverages:

Minimum Scope and Limit of Insurance. Contractor shall maintain limits of insurance coverage in the following minimum amounts and shall be at least as broad as:
• Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence and $4,000,000 aggregate. • Automobile Liability (AL): Insurance Services Office Form CA 00 01 covering Code 1 (any auto), with combined single limits of $1,000,000. In the event Contractor does not maintain commercial automobile liability insurance, City will accept evidence of personal automobile insurance with existing limits, which can be lower than $1,000,000.
• Workers’ Compensation (W/C): as required by the State of California, with statutory limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident, per employee, per policy for bodily injury or disease. This requirement can be waived if Vendor has no employees.
• If Contractor maintains broader coverage and/or higher limits than the minimums shown above, City requires and shall be entitled to the broader coverage and/or the higher limits maintained by Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to City.

City Council 18 – 47 4/15/2025

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purchase “extended reporting” coverage for a minimum of three (3) years after completion of work.

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arise out of, in connection with or by reason of this Agreement.

To City:

City Clerk
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, California 92702
Fax: 714- 647-6956
With courtesy copies to:

Executive Director
Parks, Recreation, and Community Services
City of Santa Ana
20 Civic Center Plaza
P.O. Box 1988
Santa Ana, California 92702
To Contractor:

Advantage Event Solutions, LLC
1020 E. Vermont Ave.

Anaheim, California 92805
A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have City Council 18 – 52 4/15/2025

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22. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney’s fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement.
[signatures appear on following page]
City Council 18 – 53 4/15/2025
City Council 18 – 54 4/15/2025

EXHIBIT A

SCOPE OF SERVICES
City Council 18 – 55 4/15/2025

CITY OF SANTA ANA
Contractor shall perform services as set forth below.

A. STAGE & AUDIO EQUIPMENT RENTAL

1. Provide, install, set-up, maintain and remove stage equipment for requested events.

2. Coordinate with various City departments and other contractors associated with the event.

3. Apply for all necessary permits including, but not limited to, electrical and building permits.

EXHIBIT A

SCOPE OF SERVICES
City of Santa Ana
City Council
RFP No. 25-008
18 – 56 4/15/2025

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EXHIBIT B
CONTRACTOR’S PROPOSAL
City Council 18 – 57 4/15/2025
Statement of Qualifications
(SOQ) Proposal No. 25-008

STAGE SERVICES

CITY OF SANTA ANA
Submitted to:

City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Submitted by:

Advantage Event Solutions LLC
1020 E Vermont Ave
Anaheim, CA 92805
Office: 714-497-0270
Proposal Submission Date:

Tuesday, February 4, 2025
RFP Number:
25-008
Proposal Due Date:

Tuesday, February 4, 2025 by 4pm
City Council 18 – 58 4/15/2025

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Table of Contents
COVER LETTER ............................................................................................3 SERVICES PROVIDED .....................................................................................4 AGREEMENT STATEMENT.................................................................................5 FIRM AND TEAM EXPERIENCE ...........................................................................6 PROPOSED WORK PLAN.................................................................................8 COST PROPOSAL..........................................................................................10 BREAKDOWN OF PRICE SHEET ........................................................................ .11 CERTIFICATIONS.........................................................................................13 Attachment A: Proposer’s Certification and Proposal Item Pricing .........13 Attachment B: References .................................................................... 14 3 Reference Letters .......................................................................................... 15 Attachment C: Proposer’s Statement.................................................... 18 Attachment D: Non-Collusion Affidavit .................................................19 Attachment E: Non-Lobbying Certification ............................................20 Attachment F: Non-Discrimination Certification ....................................21 City Council 18 – 59 4/15/2025

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Cover Letter
Jesse Cochran
Advantage Event Solutions
1020 E Vermont Ave. Anaheim, CA 92805
www.aesavl.com
[email protected], (714) 497-0270
January 30, 2025
Monique Leon, Recreation and Community Services Supervisor City of Santa Ana – Parks, Recreation, and Community Services 20 Civic Center Plaza
Santa Ana, CA 92701
Dear Ms. Monique Leon,
Advantage Event Solutions (AES) provides reliable and unmatched quality services to all its clients. We excel in special events, award shows, corporate conventions, and touring acts while providing solutions that are cost effective and flexible. No vision is too large or too small. You can rest assured that our staff will give you unparalleled service.

We have a professional, creative and experienced crew that is ready to bring your next project to fruition. AES is an inclusive resource for all your live production needs. We bring to the table the foremost in technology and equipment to make your production an experience like never before.

We work with our clients to develop solutions to meet the special needs of each client.

AES provides highly trained engineers and technicians. Their professionalism is exceeded only by their passion for service excellence, ensuring that your productions are seamless and above the rest.

We commit to building and growing our relationship with the City of Santa Ana to become a trusted partner for all future events within the community. Furthermore, our team at Advantage Event Solutions is enthusiastic at the prospect of partnering with the City of Santa Ana to create noteworthy experiences—streamlining and solving any challenges while building trust as your preferred vendor.

Thank you for your time and consideration,
Jesse Cochran
President | Advantage Event Solutions
City Council 18 – 60 4/15/2025

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Services Provided

SERVICES

ADVANCED TECHNOLOGY & EQUIPMENT
• We provide the foremost in staging, lighting, trussing, audio, and video solutions • Engineered truss roof structures
• LED video walls
• Innovative rigging techniques
• Heavy equipment rentals (Forklifts, boom lifts, generators, carts) • Event types from corporate meetings to full production concerts

EVENT MANAGEMENT
• Initial creative and event proposals
• Managing budgets, cost effective solutions
• Highly detailed and customized organization and planning • Dedicated production management and staff on day-of event Jesse Cochran
President | Advantage Event Solutions
City Council 18 – 61 4/15/2025

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Agreement Statement
The undersigned acknowledges the provisions outlined in EXHIBIT II – Sample Agreement of this Request for Proposal (RFP). We tentatively agree to all terms and conditions as stated, subject to any concerns or clarifications provided with this proposal. Any requested modifications or concerns regarding specific provisions have been noted and included in the relevant sections of this proposal for further review.

This Agreement is subject to finalization through an official terms sheet to be executed at a future date.

AGREED AND ACCEPTED BY:

Consultant:

Signature: ___________________________
Name: _______________________________
Title: ________________________________
Company Name: ______________________
Date: ________________________________
Jesse Cochran
President
Advantage Event Solutions LLC
1/30/25
City Council 18 – 62 4/15/2025

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Firm and Team Experience
General Description of the firm
We are pleased to present an overview of our firm’s experience and the dedicated team that will work directly with the City of Santa Ana to deliver the high-quality services outlined in this proposal. Below, we provide the necessary details to demonstrate our capacity and commitment to meeting the city’s needs.

Our team is built on a foundation of professionalism, reliability, and commitment to excellence. With a diverse staff of 20 employees, we have the resources and expertise to manage events of all sizes. For the City of Santa Ana, our dedicated team will include individuals who are highly experienced in the logistics, coordination, and technical aspects of event production.

Our Office/Headquarters Address
Our company maintains a local office to serve the City of Santa Ana, ensuring quick response times and a close working relationship with City departments. The address of our office is:
1020 E Vermont Avenue
Anaheim, CA 92805
Supervising Project Manager
Since 2010, Advantage Event Solutions has been servicing a multitude of clientele throughout Southern California as well as travelling with our clients throughout the United States spearheaded by owner Jesse Cochran. With years of experience, Jesse serves the forefront of AES and is backed by a team of industry professionals with a combined record of experience spanning decades.

Project Manager Contact Information:

Name: Jesse Cochran
Phone: 714-497-0270
Email: [email protected]
Resumes of Key Staff Proposed
We understand that the success of this project relies not only on the leadership of our Project Manager but also on the expertise of the key staff members assigned to the City’s events. Below are the resumes of our proposed team members who will contribute directly to the City of Santa Ana’s needs:

1. Jesse Cochran – Lead Project Manager
o Experience:
• 20 Years in the live event and entertainment industry • Produced large-scale corporate meetings, live concerts, and long-term theme park activations
• Expertise in planning, implementing, and executing large stage and engineered roof systems
• Skilled in complex infrastructure and logistics within theme parks o Technical & Safety Expertise:

City Council 18 – 63 4/15/2025

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• Proficient in LA and Orange County building codes, ensuring high wind rating and seismic compliance
• Experienced in implementing high wind action plans and advanced safety strategies • Strong background in audio, video, and lighting technology. o Specialty:
• Value engineering and cost-effective solutions
• Advanced logistics and project Execution
• Safety compliance and risk management

2. Vincent Duclos – Lead Rigging Supervisor
o Experience:
• 10 years of professional rigging experience
• Worked at major venues: Citizens Bank Arena, Long Beach Arena, Honda Center o Certifications:
• Certified Heavy Equipment Operator
o Role in the Project:
• Lead Rigger & Crew Supervisor
• Event Logistics & Planning Specialist
• Safety Captain

3. Roberto Arcos – Audio Lead & Production Manager
o Experience:
• 20+ years as an international touring audio engineer and production manager • Worked with top artists, including Marco Antonio Solis, Los Bukis, • Extensive experience managing logistics and venue support for large-scale events o Expertise:
• Production management for events with audiences of hundreds of thousands • Sound engineering for high-profile artists and major productions • Skilled in coordinating international tours and large-scale event logistics o Specialties:
• Advance event with venue, union and/or local labor
• Advance special effects, logistics, and permits
• Manage event production, load in schedule, line checks, show schedule, special needs for show
Each member of our team brings a unique set of skills and specialized knowledge, ensuring that we meet every technical and logistical requirement for the City’s events. Together, we form a cohesive unit that can deliver on all aspects of event production with professionalism and precision.

EXPERIENCE THE DIFFERENCE
Our core philosophy is to have a commitment to a level of customer service high above the rest. While any company can provide you the equipment for your event, the true difference is having a partner you trust with integrity and follow through—one that will go above and beyond ensuring the success of every project.

City Council 18 – 64 4/15/2025

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Proposed Work Plan
Advantage Event Solutions understands the City of Santa Ana’s need for thorough event production, including equipment setup, maintenance, and coordination. We are committed to fulfilling all service requirements and have a created a detailed work plan to guarantee smooth execution, ensuring the event runs efficiently and meets the City’s expectations.

Our Approach to Performing Services
We handle event planning, equipment setup, on-site support, post-event cleanup, and ensure all permits and regulations are met.

Pre-Event Planning and Coordination
The team will hold meetings with the City staff to confirm event details, coordinate logistics, and schedule meetings to go over event schedules and permits or special requirements.

On-Site Event Execution
A team of experienced technicians will be on-site throughout the event to manage equipment setup, provide technical support, and troubleshoot any issues that may arise.

Additionally, we will provide the necessary personnel (DJs, MCs, AV technicians).

Post-Event Breakdown and Removal
After the event, our team will promptly begin dismantling and removing all equipment, making sure that everything is packed safely for transport and stored appropriately.

Permit and Compliance Management
We will manage all necessary permits (electrical, building, etc.) for the event, ensuring compliance with local regulations and City requirements. ii. Suggestions or Special Concerns for the Evaluation Committee Our approach meets all the requirements in the Scope of Services, but we recommend the evaluation committee consider a few key factors:

1. Flexibility in Equipment Requests
Since there may be occasions when the City needs additional equipment or services, we suggest incorporating some flexibility into the agreement to accommodate these potential changes. Our team is well-equipped to address such requests promptly and efficiently.

2. Collaborative Communication
Our Project Manager will serve as the central point of contact who will bring clear and City Council 18 – 65 4/15/2025

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consistent communication between the City departments and other contractors. Regular check-ins and updates will help prevent misunderstandings and keep all parties informed.

3. Event-Specific Needs
Some events may have special needs or concerns based on their format or audience (e.g., noise restrictions, accessibility requirements). We are happy to address these and would appreciate early notice to adjust our services accordingly. iii. Description of Deliverables, Implementation Plan, and Timeline Deliverables:

1. Pre-Event Planning Documents
o Event schedule with timeline of setup, testing, and breakdown. o Detailed equipment list and technical specifications. o Permitting and compliance documentation (if applicable).

2. Event Day Support
o Full setup of stage, audio/visual equipment, and other requested items. o On-site personnel (technicians, AV specialists, DJs, MCs, etc.). o Real-time troubleshooting and technical support.

3. Post-Event Report
o Equipment checklist confirming the safe removal and storage of all items. o Recommendations for future improvements or changes to ensure even better event outcomes.

Implementation Plan and Timeline:

Our timeline is designed to ensure all stages of the project are completed efficiently and on schedule. For each event, we follow this ideal implementation plan (in a perfect world):

1. Months Prior to Event:
o Initial planning meeting with City staff to confirm event details and expectations. o Finalize equipment list, secure permits, and establish the project timeline. o Order and confirm all required equipment and personnel.

2. Weeks Prior to Event:
o Review event logistics and conduct a final walkthrough of the event site (if applicable).

3. Days Before Event:
o On-site team arrives early to begin setup and testing. o Technical support and coordination with City departments throughout the event. o Breakdown and removal of equipment following the event.

4. Post-Event (Within 48 Hours):
o Submit a post-event report to the City, including a summary of event execution and feedback.

This work plan ensures that we are not only meeting but exceeding the City’s expectations, providing exceptional service at every stage of the event. We are committed to delivering highquality results with meticulous planning, execution, and follow-through.

City Council 18 – 66 4/15/2025

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ESTIMATE

ADVANTAGE EVENT SOLUTIONS
1020 E Vermont Ave
Anaheim, CA 92805
Bill to
.City of Santa Ana
Estimate details
Estimate no.: 3083
Estimate date: 02/04/2025
P.O. Number: 40x32 stage and roof
condensed
# Date Product or service Description Qty Rate Amount

1. NOTE 40x32x5 stage deck
2 sets of stairs
bracing and understructure including labor
1 $7,380.00 $7,380.00

2. NOTE ROOF 40x32x35'H Shade roof
4 tower
Heavy Duty Supertruss including labor
1 $16,505.00 $16,505.00

3. Note AUDIO AUDIO system Including
12 DB tech 3 way line array boxes per side
4 triple 18" subwoofers per side 2 mixing consoles
8 stage monitors for bands basic microphone and stand
PKG all cables and power distro
2 A1 audio Engineers
1 A2 audio assistant
setup and strike labor
1 $10,800.00 $10,800.00

4. Note Lighting LIGHTING
Package to include
lighting console
Lighting Engineer
12 chauvet storm 1 wash moving head 12 elation proteus
hybrid moving head 8 elation sipper 300 high output led par all cable and power distro
1 $7,450.00 $7,450.00

5. NOTE LED WALL
absen HI-RES 3 mil 768x1280 resolution 16'x9'
Includes
LED screen 60 tiles
1 $8,155.00 $8,155.00
all required rigging and flybars
led processor
truss with motors to fly screen video technician
video switcher with playback device setup and strike labor

6. generator generator 3 ph 100 amp rental per day plus fuel cost billed after event for actual usage per
day
2 $1,550.00 $3,100.00

7. engineering Engineering of Drawings with Stamp for plan check
1 $2,600.00 $2,600.00

8. Forklift Rental forklift reachfork 1 $2,450.00 $2,450.00

9. Forklift Rental forklift 5k 1 $1,950.00 $1,950.00

10. NOTE rental 4x4 cart rev 1 $650.00 $650.00

11. NOTE truss header and wing banner package
Mesh priced at 7.50 per square ft
1 $2,400.00 $2,400.00
Total $63,440.00
Cost Proposal
City Council 18 – 67 4/15/2025

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.City of Santa Ana.City of Santa Ana
Estimate details
Estimate no.: 3085
Estimate date: 02/04/2025
# Date Product or service Description Qty Rate Amount

1. NOTE 40x32x5 stage 1 $0.00 $0.00

2. steel deck Steel Deck 4x8 stage deck 1 $35.00 $35.00

3. guardrail 4' 4' Guardrail for steeldeck 1 $15.00 $15.00

4. 7 step 7 Step stair unit 28"-56" adjustable
height
1 $150.00 $150.00

5. Setup and Strike Setup and Strike 1 $450.00 $450.00

6. NOTE ROOF 40x32x35'H Shade roof 1 $0.00 $0.00

7. Head block 30"x20.5" headlock with dead off
sheaves
1 $75.00 $75.00

8. 16" tower truss fork end 10' 16" tower truss fork end 10' stick 1 $85.00 $85.00

9. hinge block 16" 16" box truss hinge block 5'H 1 $65.00 $65.00

10. 2 ton motor distro 2 ton motor distro with 20a breakers and HD motor cable
1 $125.00 $125.00

11. 2 ton pur RRS 2 ton Model L (16 fpm 3ph) Next
Gen 100' chain single reeve
1 $125.00 $125.00

12. sleeve 4way 30" 30"x20.5 " 4way sleeve block 1 $125.00 $125.00

13. 30x20.5 Perimeter Truss Heavy Duty Steel Fork End Perimeter Truss 10' Supertruss
1 $150.00 $150.00

14. ballast block 2k 2000 pound Ballast block with truss bolt pattern top and sides
1 $300.00 $300.00

15. lead rigger Lead Rigging Supervisor 1 $850.00 $850.00

16. Setup Rigger labor 1 $550.00 $550.00

17. Note AUDIO AUDIO 1 $0.00 $0.00

18. VIO 1610 DB Tech VIO L1610 three-way active
line array system
1 $125.00 $125.00

19. Vio S318 DB Technologies VIO S 318 Subwoofer
module
1 $125.00 $125.00

20. dvx dm15 DVX DM 15" stage monitor 1 $75.00 $75.00

21. M32 Midas m32 digital console 1 $175.00 $175.00

ESTIMATE

ADVANTAGE EVENT SOLUTIONS
1020 E Vermont Ave
Anaheim, CA 92805
Bill to
.City of Santa Ana
Ship to
.City of Santa Ana
Estimate details
Estimate no.: 3085
Estimate date: 02/04/2025
# Date Product or service Description Qty Rate Amount

1. NOTE 40x32x5 stage 1 $0.00 $0.00

2. steel deck Steel Deck 4x8 stage deck 1 $35.00 $35.00

3. guardrail 4' 4' Guardrail for steeldeck 1 $15.00 $15.00

4. 7 step 7 Step stair unit 28"-56" adjustable
height
1 $150.00 $150.00

5. Setup and Strike Setup and Strike 1 $450.00 $450.00

6. NOTE ROOF 40x32x35'H Shade roof 1 $0.00 $0.00

7. Head block 30"x20.5" headlock with dead off
sheaves
1 $75.00 $75.00

8. 16" tower truss fork end 10' 16" tower truss fork end 10' stick 1 $85.00 $85.00

9. hinge block 16" 16" box truss hinge block 5'H 1 $65.00 $65.00

10. 2 ton motor distro 2 ton motor distro with 20a breakers and HD motor cable
1 $125.00 $125.00

11. 2 ton pur RRS 2 ton Model L (16 fpm 3ph) Next
Gen 100' chain single reeve
1 $125.00 $125.00

12. sleeve 4way 30" 30"x20.5 " 4way sleeve block 1 $125.00 $125.00

13. 30x20.5 Perimeter Truss Heavy Duty Steel Fork End Perimeter Truss 10' Supertruss
1 $150.00 $150.00

14. ballast block 2k 2000 pound Ballast block with truss bolt pattern top and sides
1 $300.00 $300.00
Breakdown of Price Sheet
City Council 18 – 68 4/15/2025

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36. generator generator 3 ph 100 amp rental per day
plus fuel cost billed after event for
actual usage per day
1 $1,550.00 $1,550.00

37. engineering Engineering of Drawings with Stamp for
plan check
1 $2,600.00 $2,600.00

38. Forklift Rental forklift reachfork 1 $2,450.00 $2,450.00

39. Forklift Rental forklift 5k 1 $1,950.00 $1,950.00

40. NOTE rental 4x4 cart rev 1 $650.00 $650.00
Total $17,158.00

20. dvx dm15 DVX DM 15" stage monitor 1 $75.00 $75.00

21. M32 Midas m32 digital console 1 $175.00 $175.00

22. digital snake digital audio snake 32x8 1 $150.00 $150.00

23. eng audio Audio Engineer for Event 1 $850.00 $850.00

24. Cable Cable Package for Event 1 $150.00 $150.00

25. cable ramp 3' cable ramp 1 $5.00 $5.00

26. a2 A2 Audio technician 1 $650.00 $650.00

27. Note Lighting LIGHTING 1 $0.00 $0.00

28. road Hog 4 HES RoadHog 4 Lighting Console 1 $300.00 $300.00

29. LD Lighting Designer and Operatror for
Event
1 $850.00 $850.00

30. sixpar 300 Sixpar 300 IP rgbawuv led fixture 1 $35.00 $35.00

31. NOTE LED WALL
16'x9'
1 $0.00 $0.00

32. led tile 3.9 absen Pixel Pitch: 3.91 mm;
Dimension(WxHxD): 19.7x19.7x3.4 in;
Weight: 22.9 lbs/panel; Brightness:
5000 nits; Color Depth: 18+ bits;
Contrast Ratio: 8000:1; Power
Consumption:187.5 W/panel;
IP rating: IP65/IP54; Rear Serviceable;
Max number of rigging: 20;
Certification: ETL+CE+FCC
1 $68.00 $68.00

33. video tech Video Tech 1 $850.00 $850.00

34. v 160 Roland v160HD streaming switcher 1 $350.00 $350.00

35. 208v distro 208v /120v distro
Two soccapex outputs 208v
Two soccapex outputs 120v
2 20a 120v convenience outlets
Camlock in and out
1 $100.00 $100.00
City Council 18 – 69 4/15/2025

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Certification - I certify that I have read, understand and agree to the terms and conditions of this Request for Proposals. I have examined the Scope of Services (Exhibit I) and am qualified to provide services being requested as specified herein. I understand and agree that I am responsible for reporting any errors, omissions or discrepancies to the City for clarification prior to the submission of my proposal.

PROPOSER’S STATEMENT: I have read, understood and agree to the terms and conditions on all pages of the Request for Proposals. Upon request, I will transfer and deliver goods or services to the City in accordance with said terms and conditions.
__________________________________________________________________________________

LEGAL NAME OF COMPANY PHONE AND FAX NUMBERS
__________________________________________________________________________________

BUSINESS ADDRESS
__________________________________________________________________________________

PRINTED NAME OF AUTHORIZED AGENT TITLE
__________________________________________________________________________________

SIGNATURE OF AUTHORIZED AGENT DATE E-MAIL ADDRESS
__________________________________________________________________________________

FEDERAL ID NUMBER (IF APPLICABLE) CONTRACTOR LICENSE NUMBER (IFAPPLICABLE)
__________________________________________________________________________________

CITY OF SANTA ANA BUSINESS LICENSE NUMBER
(PLEASE PROVIDE IF AVAILABLE, BUT NOT REQUIRED UNTIL AND IF AN AWARD IS MADE TO PROPOSER.) THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.

PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.

ATTACHMENT A
PROPOSER’S CERTIFICATION, PROPOSAL PRICING
1020 E Vermont Ave, Anaheim, CA 92805
83-0798511 N/A
Advantage Event Solutions LLC 714-497-0270
Jesse Cochran President
1/31/25 [email protected]
City Council 18 – 70 4/15/2025

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List and describe fully the contracts performed by your firm which demonstrate your ability to provide the supplies, equipment or services included in the scope of the proposal specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications.

REFERENCE
Customer Name:_________________________Contact Individual: ____________________________ Address: ________________________________Phone Number:
_______________________________ EMAIL: ____________________________________ Contract Amount: ________________________Year: ______________________________________ Description of supplies, equipment, or services provided:
__________________________________________________________________________________

THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.

PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.

ATTACHMENT B

REFERENCES
Universal Studios Daniel Goldenshtein
100 Universal City Plaza
Universal City, CA 91608 [email protected]
2024
Edwards Maria Platanis
One Edwards Way 803-738-6064
Irvine, CA 92614 [email protected]
2024
Seaworld Mary DeMaria
500 Sea World Drive
San Diego, CA 92109 [email protected]
2024
818-622-4607
Various jobs awarded
Various jobs awarded
Various jobs awarded
619-226-3926
Truss and rigging, audio, lighting, and video services
Truss and rigging, audio, lighting, and video services
Truss and rigging, audio, lighting, and video services
City Council 18 – 71 4/15/2025

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Reference Letter for Advantage Event Solutions 1/30/2025 To whom it may concern,
My name is Daniel Goldenshtein, I am a Technical Manager for Universal Studios Hollywood Entertainment Production. Beginning in 2018 I have had the pleasure of relying on a close partnership and collaboration with Advantage Event Solutions (AES). They have provided me services in audio, lighting, video, staging, rigging, and executing pristine work for majority of our complex events. Moreover, we’ve had the pleasure of AES supplying musical acts and artists for many of our events as well. Over the years, our partnership has spanned events of all scales leading to successful execution of Grad Bash, eVe, Halloween Horror Nights, Grinchmas and various special events and press events. Most recently and notably their contribution with the grand opening ceremony of Super Nintendo World where they flawlessly loaded in, executed the show, and loaded out in less than 12 hours. The projects I have engaged AES to participate in have ranged from $50k upwards of $400,000+. No matter the scale of event/show or the fiscal amount, they treat them all the same and provide the highest quality of service and support.

AES prides themselves on their passion and skillsets putting them in a position as a world class technical vendor.

That and their work speaks alone for their reputation. At this point, the trust and expectation results that were produced and the relationship that has fostered became a partnership of not just client and vendor. AES provides Universal turnkey solutions partnering to solve complex challenges, accomplish budgetary and scheduling goals and providing safe and efficient services. Their can-do attitude is second to none. Anytime I need advice or a vendor to come save the day, AES is on my speed dial. I am impressed with their equipment, always well taken care of and state of the art. The labor AES provides is always comprised of skilled technicians that are excellent at taking direction but also running themselves in a safe and efficient manner. They are proactive and detail oriented. If AES is on the job, I have a sense of relief and trust that my event will be executed to the highest caliber.

With sincere regards,
Daniel Goldenshtein
Technical Manager – USH Entertainment Production
City Council 18 – 72 4/15/2025
17/:i16.1
DI�
DL''Df;J
Edwards
January 29, 2025
To Whom It Concerns.

For the past 5 years, I have worked with Jesse Cochran and the Advantage Event Solutions team on several large conferences that have taken place in various cities across the country. Two of the conferences carried budgets of over $500,000 where we were hosting more than 300 key opinion leaders with over 20 speakers, each with personalized presentations. Attending conferences over the years it might be easy to take for granted the importance of a well-polished audiovisual team. In fact, most attendees have no comprehension of the technical complexities happening behind the scenes. When our team utilizes the Advantage Event Solutions team not only do they provide high-level tailored audio, lighting, staging, and video production for our meetings, they are innovative, each year taking our event to the next level of professionalism. Being the chair of a conference is stressful, but when I knew we were contracting with Mr. Cochran and his team, not only could I rest assured that there would be no technical issues, I also knew the event would be elegant and professional. Mr.

Cochran is extremely knowledgeable and an astute problem solver always available to offer several solutions to issues that may arise. Another asset of Mr.

Cochran is his demeanor; he is always courteous and professional; he and his entire team are a pleasure to be around. Lastly, when using Advantage Event Solutions, you can feel confident that their work will be so well done that you will be able to concentrate on your responsibilities at the event.

Sincerely,
Maria Platanis
Maria Platanis, RN, BSN, MA, FAHM
Sr. Director, Global Health Economics & Reimbursement
Public Affairs
Edwards Lifesciences
803-738-6064
Maria [email protected]
Edwards Lifesciences LLC
One Edwards Way· Irvine, CA USA· 92614 City Council Phone: 949.250.2500 • Fax: 949.250.2525 18 – • www.edwards.com 73 4/15/2025

Page 16 of 22 ends

500 Sea World Drive, San Diego, CA 92109
1/30/2025
Letter of Recommendation for Advantage Event Solutions, To Whom it may concern, we have worked with Advantage Event Solutions for the past 10 years on assorted temporary and permanent installations, operations and removals of many assorted projects and events here at Sea World San Diego and our sister park Sesame Place California.

AES is a preferred provider for multiple events and concerts at the theme parks. They have provided equipment rentals such as audio, video, lighting, trussing and stage equipment for our one day opening events or specialty events. With the rentals they provide excellent service ensuring the equipment is right for our needs and even going over equipment specifics with our operators as needed. I have also had the privilege of being able to confidentially hire them for destination events where I was not able to attend or send a technician with our talent and producers. They were able to handle these pop-up marketing events and make myself and the company look good with little prior technical information provided.

For our larger projects (ranging from 100k-400k) they are very professional and worked with us on solutions to meet the project and budgets needs. For concerts we have assorted bands come to the park to play. AES is very professional in all aspects of concert dealings, from the initial advancing calls to detailed backline conversations and finally the concert events. They also went above and beyond with service by offering and providing a Spanish speaking technician team for our Latin musical festival, where the other bidders for these projects didn’t offer or even try to provide when asked.

AES has a very skilled team and we have not been disappointed with their services. During permanent installs they delt with changes calmly and effectively to keep the project moving despite items that were outside of their scope causing delays. They have never hesitated to ask questions or provide solutions as installs progressed. We value them as a partner and depend on them to help us make out events amazing for our guests.

Please feel free to reach out to me if you have specific questions about their work or projects.

Thank you,
Mary DeMaria
Entertainment Theatrical Manager
[email protected]
City Council 18 – 74 4/15/2025

Page 17 of 22 ends

Proposer understands and agrees that this written RFP (or any part thereof specifically designated and accepted by the City of Santa Ana, hereinafter City) shall constitute the entire agreement between proposer and the City only after it has been accepted by the City Council, endorsed by the Clerk of the Council with her signature and official seal noting hereon the action of approval of the Council, signed by the Executive Director or his duly authorized agent, and signed by the City Attorney, denoting his approval of the form of this document, and its execution, and when it or an exact copy of it has been either delivered to proposer or deposited with the United States Postal Service properly addressed to the proposer with the correct postage affixed thereto.

Proposer further agrees that upon delivery (as defined above) of the accepted agreement he/she will furnish City all required bonds and certificate of liability insurance within ten (10) days (excluding Saturdays, Sundays and City’s legal holidays), or the funds, check, draft, or proposer’s bond substituted in lieu thereof accompanying this proposal shall become the property of the City and shall be considered as payment of damages due to the delay and other causes suffered by City because of the failure to furnish the necessary bonds and because it is distinctly agreed that the proof of damages actually suffered by City is difficult to ascertain; otherwise said funds, check drafts, or proposer’s bond substituted in lieu thereof shall be returned to the undersigned.

Proposer understands that a proposal is required for the entire work, that the estimated quantities set forth in the RFP schedule are solely for the purpose of comparing proposals, and that final compensation under the contract will be based upon the actual quantities of work satisfactorily completed.

All terms contained in the specifications, the certification of nondiscrimination by contractors, and the required insurance certificates are to be incorporated by reference into this agreement and are made specifically as part of this RFP.

Firm________________________________________________________________________________ Signed and Printed Name: ______________________________________________________________ Title ________________________________________________________________________________ Date
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.

PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.

ATTACHMENT C
PROPOSER’S STATEMENT
Advantage Event Solutions LLC
President
1/31/25
City Council 18 – 75 4/15/2025

Page 18 of 22 ends

ATTACHMENT D

NON-COLLUSION AFFIDAVIT
(Title 23 United States Code Section 112 and Public Contract Code Section 7106) To the CITY OF SANTA ANA
In accordance with Title 23 United States Code Section 112 and Public Contract Code 7106 the proposer declares that the proposal is not" made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived or agreed with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from bidding; that the proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the proposer or any proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the proposal are true; and, further, that the proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham proposal.

Note: The above non-collusion affidavit is part of the proposal. Signing this proposal on the signature portion thereof shall also constitute signature of this non-collusion affidavit. Proposers are cautioned that making a false certification may subject the certifier to criminal prosecution.

Subscribed and sworn to (or affirmed) before me on this l:>Lf day of Bl31<un1cY. 20 Z,S-:by ::[tJ.>t, ./4 Ct'JCll/?n1✓, proved to me on the basis of satisfactory evidence to b� the perso� who appeared before me.
i••eeeeeooooe ' l SHARAD GORAJIA : Notary �ublic • Calffornl1 :
! Orange C01Jnty sy f Commission II 2-431686 -
"• • My Comm. Expires Dec 31, 2026
Notary Public Seal
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.

PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.

City Council 18 – 76 4/15/2025

Page 19 of 22 ends

The prospective participant certifies, by signing and submitting this bid or proposal, to the best of his or her knowledge and belief, that:
(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.
(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure of Lobbying Activities," in conformance with its instructions.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

The prospective participant also agrees by submitting his or her bid or proposal that he or she shall require that the language of this certification be included in all lower tier subcontracts, which exceed $100,000 and that all such subrecipients shall certify and disclose accordingly.

Signed:

Title:

Firm:

Date:

THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.

PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.

ATTACHMENT E

NON-LOBBYING CERTIFICATION
President
Advantage Event Solutions LLC
1/31/25
City Council 18 – 77 4/15/2025

Page 20 of 22 ends

The undersigned consultant or corporate officer, during the performance of this contract, certifies as follows:

1. The Consultant shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The Consultant shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment without, regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Consultant agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause.

2. The Consultant shall, in all solicitations or advertisements for employees placed by or on behalf of the Consultant, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin.

3. The Consultant shall send to each labor union or representative of workers with which he/she has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers’ representatives of the Consultant’s commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment.

4. The Consultant shall comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor.

5. The Consultant shall furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his/her books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation, to ascertain compliance with such rules, regulations, and orders.

6. In the event of the Consultant’s non-compliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, the contract may be canceled, terminated, or suspended in whole or in part and the Consultant may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Execution Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulations, or order of the Secretary of Labor, or as otherwise provided by law.

7. The Consultant shall include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontract

ATTACHMENT F

NON-DISCRIMINATION CERTIFICATION
City Council 18 – 78 4/15/2025

Page 21 of 22 ends

or purchase order as the administering agency may direct as means of enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event the Consultant becomes involved in, or is threatened with, litigation with a subconsultant or vendor as a result of such direction by the administering agency, the Consultant may request that the United States enter into such litigation to protect the interests of the United States.

8. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats. 1939, and as amended, no discrimination shall be made in the employment of persons upon public works because of race, religious creed, color, national origin, ancestry, physical handicaps, mental condition, marital status, or sex of such persons, except as provided in Section 1420, and any consultant of public works violating this Section is subject to all the penalties imposed for a violation of the Chapter.

Signed:

Title:

Firm:

Date:

THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.

PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.

President
Advantage Event Solutions LLC
1/31/25
City Council 18 – 79 4/15/2025

Page 22 of 22 ends

EXHIBIT C
CONTRACTOR’S FEE PROPOSAL
Fee Proposal including hourly rates if applicable
City Council 18 – 80 4/15/2025

ESTIMATE

1. NOTE 40x32x5 stage deck
2 sets of stairs
bracing and understructure including labor
1 $7,380.00 $7,380.00

2. NOTE ROOF 40x32x35'H Shade roof
4 tower
Heavy Duty Supertruss including labor
1 $16,505.00 $16,505.00

6. generator generator 3 ph 100 amp rental per day plus fuel cost billed after event for actual usage per
day
2 $1,550.00 $3,100.00

7. engineering Engineering of Drawings with Stamp for plan check
1 $2,600.00 $2,600.00

8. Forklift Rental forklift reachfork 1 $2,450.00 $2,450.00

9. Forklift Rental forklift 5k 1 $1,950.00 $1,950.00

10. NOTE rental 4x4 cart rev 1 $650.00 $650.00

11. NOTE truss header and wing banner package
Mesh priced at 7.50 per square ft
1 $2,400.00 $2,400.00
Total $63,440.00
Cost Proposal
City Council 18 – 81 4/15/2025