HomeMy WebLinkAboutPageantry Productions - 2010-05-15 CONTRACTS SUBMITTAL TO
2010JU14 -7 R"i 2: 55
CITY CLERK'S OFFICE
To: JOAN FLYNN, City Clerk
Name of Contractor: Pageantry Productions
Purpose of Contract: For Example:Audit Services or Water Quality Testing Huntington Lake—Huntington Central Park
Coordination and Productionj of the 2010 Fourth of July Parade
Amount of Contract: $30,000.00
Copy of contract distributed to: The original insurance certificate/waiver distributed
to Risk Management El
Initiating Dept.
Finance Dept. ❑ ORIGINAL bonds sent to Treasurer ❑
A/mm Date: b,��
Na6iq/E en ion
City Attorney's Office
_51/�1�013
G:AttyMisc/Contract Forms/City Clerk Transmittal
PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
Pageantry Productions
FOR
Coordination and Production of the 2010 Fourth of July Parade
Table of Contents
IScope of Services.....................................................................................................1
2 City Staff Assistance.............................................---..............................................2
3 Term;Time,of Performance.....................................................................................2
4 Compensation..........................................................................................................2
5 Extra Work...............................................................................................................2
6 Method of Payment..................................................................................................3
7 Disposition of Plans,Estimates and Other Documents ...........................................3
8 Hold Harmless .........................................................................................................3
9 Professional Liability insurance.............................................................................4
10 Certificate of Insurance............................................................................................5
11 Independent Contractor............................................................................................6
12 Termination of Agreement,............................................................................... ......6
13 Assignment and Delegation......................................................................................6
14 Copyrights/Patents...................................................................................................7
15 City Employees and Officials..................................................................................7
16 Notices... .................................... .................. ................................
17 Consent ............8
........................................................................................................
18 Modification..............................................................................................................8
19 Section Headings.....................................................................................................8
20 Interpretation of this Agreement..............................................................................8
21 Duplicate Original...................................................................................................:9
22 Immigration...............................................................................................................9
23 Legal Services Subcontracting Prohibited................................................................9
24 Attorney's Fees..........................................................................................................10
25 Survival.....................................................................................................................10
26 Governing Law.........................................................................................................10
27 Signatories------------------------------------ ----------------------------------------------------------------- ----------10
28 Entirety......................................................................................................................10
29 Effective Date... ... ...... ......... ......... ......... ......... ... ............... ......... ......11
PROFESSIONAL SERVICES CONTRACT BET` E—EN
THE CITY OF HUNTINGTON BEACH AND
Pageantry Productions
FOR
Coordination and Production of 2010 Fourth of July Parade
THIS AGREEMENT("Agreement")is made and entered into by and between the City of
Huntington Beach, a municipal corporation of the State of California_ hereinafter referred to as
"CITY, and Pageantry Productions a California Corporatigereinafter referred
to as "CONSULTANT."
WHEREAS, CITY desires to engage the services of a consultant to
coordinate and produce the 2010 Fourth of July Paradand
Pursuant to documentation on file in the office of the Citv Clerk, the provisions of the
Huntington Beach Municipal Code, Chapter 3.03, relating to procurement of professional service
contracts have been complied with; and
CONSULTANT has been selected to perform these services,
NOW,THF,RFFORE, it is agreed by CITY and CONSULTANT as follows:
I. SCOPE OF SERVICES
CONSULTANT shall provide all services as described in Exhibit "A," which is
attached hereto and incorporated into this Agreement by this reference. These services shall
sometimes hereinafter be referred to as the"PROJECT."
CONSULTANT hereby designates William Lomas who shall
represent it and be its sole contact and agent in all consultations with CITY during the
performance of this agreement.
agree/surfnet{professionalsves to$49
12-07 1 of 11
2. CITY STAFF ASSISTANCE
CITY shall assign a staff coordinator to work directly with CONSULTANT in the
performance of this Agreement.
3. TERM, TIME OF PERFORMANCE
Time is of the essence of this Agreement. The services of CONSULTANT are to
commence on May 15 2010 . 20 (the "Commencement Date"). This Agreement
shall automatically terminate three (3) _years from the Commencement Date, unless extended or
sooner terminated as provided herein. All tasks specified in Exhibit "A" shall be completed no
later than five months.. from the Commencement Date. The time for performance
of the tasks identified in Exhibit "A" are generally to be shown in Exhibit "A." This schedule
may be amended to benefit the PROJECT if mutually agreed to in writing by CITY and
CONSULTANT.
In the event the Commencement Date precedes the Effective Date,
CONSULTANT shall be bound by all terms and conditions as provided herein.
4. COMPENSATION
In consideration of the performance of the services described herein, CITY agrees
to pay CONSULTANT on a time and materials basis at the rates specified in Exhibit ">B,"
which is attached hereto and incorporated by reference into this Agreement, a fee, including all
costs and expenses,not to exceed thirty thousand Dollars
(; 30,000
5. EXTRA WORK
In the event CITY requires additional services not included in Exhibit "A" or
changes in the scope of services described in Exhibit "A," CONSULTANT will undertake such
agree/surfnet/professional svcs to$49
12-07 2 of 11
work only after receiving written authorization from CITY. Additional-compensation for such
extra work shall be allowed only if the prior written approval of CITY is obtained.
6. METHOD OF PAYMENT
CONSULTANT shall be paid pursuant to the terms of Exhibit "E."
7. DISPOSITION OF PLANS.ESTIMATES AND OTHERDOCUMENTS
CONSULTANT agrees that title to all materials prepared hereunder, including,
without limitation, all original drawings, designs, reports, both field and office notices,
calculations; computer code language, data or programs, maps, memoranda; letters and other
documents, shall belong to CITY, and CONSULTANT shall turn these materials over to CITY
upon expiration or termination of this Agreement or upon PROJECT completion, whichever
shall occur first. These materials may be used by CITY as it sees fit.
8. HOLD HARMLESS
CONSULTANT hereby agrees to protect, defend, indemnify and hold harmless
CITY, its officers, elected or appointed officials, employees, agents and volunteers from and
against any and all claims, damages, losses, expenses, judgments, demands and defense costs
(including, without limitation, costs and fees of litigation of every nature or liability of any kind
or nature) arising out of or in connection with CONSULTANT's (or CONSULTANT's
subcontractors, if any) negligent (or alleged negligent) performance of this Agreement or its
failure to comply with any of its obligations contained in this Agreement by CONSULTANT, its
officers, agents or employees except such loss or damage which was caused by the sole
negligence or willful misconduct of CITY. CONSULTANT will conduct all defense at its sole
cost and expense and CITY shall approve selection of CONSULTANT's counsel. This
indemnity shall apply to all claims and liability regardless of whether any insurance policies are
agreelsurfnWprofessional sues to S49
12-0 7 3 of 11
applicable. The policy limits do-not act as limitation upon the amount of indemnification to be
provided by CONSULTANT.
9. PROFESSIONAL LIABILITY INSURANCE
CONSULTANT shall obtain and furnish to CITY a professional liability
insurance policy covering the work performed by it hereunder. This policy shall provide
coverage for CONSULTANT's professional liability in an amount not less than One Million
Dollars ($1,000,000.00) per occurrence and in the aggregate. The above-mentioned insurance
shall not contain a self-insured retention without the express written consent of CITY; however
an insurance-policy "deductible" of Ten Thousand Dollars ($10,000.00) or less is permitted. A
claims-made policy shall be acceptable if the policy further provides that:
A. The policy retroactive date coincides with or precedes the initiation of the
scope of work (including subsequent policies purchased as renewals or
replacements).
B. CONSULTANT shall notify CITY of circumstances or incidents that
might give rise to future claims.
CONSULTANT will make every effort to maintain similar insurance during the
required extended period of coverage following PROJECT completion. If.insurance is
terminated for any reason, CONSULTANT agrees to purchase an extended reporting provision
of at least two (2) years to report claims arising from work performed in connection with this
Agreement.
If CONSULTANT fails or refuses to produce or maintain the insurance required
by this section or fails or refuses to furnish the CITY with required proof that insurance has been
procured and is in force and paid for, the CITY shall have the right, at the CITY's election,to
agrcc;surfnctfprofcssional wee to$49
12-07 4 of 11
forthwith terminate this Agreement. Such termination shall not affect Consultant's right to-be
paid for its time and materials expended prior to notification of termination. CONSULTANT
waives the right to receive compensation and agrees to indemnify the CITY for any work
performed prior to-approval of insurance by the CITY.
10. CERTIFICATE OF INSURANCE
Prior to commencing performance of the work hereunder, CONSULTANT shall
furnish to CITY a certificate of insurance subject to approval of the City Attorney evidencing the
foregoing insurance coverage as required by this Agreement;the certificate shall:
A. provide the name and policy number of each carrier and policy;
B. state that the policy is currently in force; and
C. shall promise that such policy shall not be suspended, voided or canceled
by either party, reduced in coverage or in limits except after thirty (30)
days' prior written notice; however, ten(10) days' prior written notice in
the event of cancellation for nonpayment of premium-.
CONSULTANT shall maintain the foregoing insurance coverage in force until the
work under this Agreement is fully completed and accepted by CITY.
The requirement for carrying the foregoing insurance coverage shall not derogate
from CONSULTANT's defense, hold harmless and indemnification obligations as set forth in
this Agreement. CITY or its representative shall at all times have the right to demand the
original or a copy of the policy of insurance. CONSULTANT shall pay, in a prompt and timely
manner,the premiums on the insurance hereinabove required.
agreeisur iet/professional sves to$49
12-07 5 of 11
11. INDEPENDENT CONTRACTOR
CONSULTANT is, and shall be, acting at all times in the performance of this
Agreement as an independent contractor herein and not as an employee of CITY.
CONSULTANT shall secure at its own cost and expense, and be responsible for any and all
payment of all taxes, social security, state disability insurance compensation, unemployttient
compensation and other payroll deductions for CONSULTANT and its officers, agents and
employees and all business licenses, if any, in connection with the PROJECT and/or the services
to be performed hereunder.
12. TERMINATION OF AGREEMENT
All work required hereunder shall be performed in a. good' and workmanlike
manner. CITY may terminate CON'SULTANT's services hereunder at any time with or without
cause; and whether or not the PROJECT is fully complete. Any termination of this Agreement
by CITY shall be made in writing, notice of which shall be delivered to CONSULTANT as
provided herein. In the event of termination; all finished and unfinished documents; exhibits,
report, and evidence shall, at the option of CITY, become its property and shall be promptly
delivered to it by CONSULTANT.
13. ASSIGNMENT AND DELEGATION
This Agreement is a personal service contract and the work hereunder shall not be
assigned, delegated or subcontracted by CONSULTANT to any other person or entity without
the prior express written consent of CITY. If an assignment, delegation or subcontract is
approved, all approved assignees, delegates and subconsultants must satisfy the insurance
requirements as set-forth in Sections 9-and 10-hereinabove:
agree/surfnet/professionalsves to S44
12-07 6 of 11
14. COPYRICIITS/PATENTS
CITY shall own all rights to any patent or copyright on any work,item or material
produced as a result of this Agreement.
15. CITY EMPLOYEES AND OFFICIALS
CONSULTANT shall employ no CITY official nor any regular CITY employee
in the work performed pursuant to this Agreement. No officer or employee of CITY shall have
any financial interest in this Agreement in violation of the applicable provisions of the California
Government Code.
16. NOTICES
Any notices, certificates, or other communications hereunder shall be given either
by personal delivery to CONSULTANT's agent (as designated in Section 1 hereinabove) or to
CITY as the situation shall warrant, or by enclosing the same in a sealed envelope, postage
prepaid, and depositing the same in the United States Postal Service, to the addresses specified
below. CITY and CONSL'LTAI T may designate different addresses to which- subsequent
notices, certificates or other communications will be sent by notifying the other parry via
personal delivery, a reputable overnight carrier or U. S. certified mail-retum receipt requested:
TO CITY: TO CONSULTANT:
City of Huntington Beach Pageantry Productions
ATTN: Laurie Payne Attn. William Lomas
2000 Main Street 11904 Long Beach Blvd.
Huntington Beach, CA 92648 Lynwood, CA 90262
agrcc sur,ztct gref ssicral svcs to$49
12-07 7 of 11
17. CONSENT
When CITY's consent/approval is required under this Agreement, its
consent/approval for one transaction or event shall not be deemed to be a consent/approval to
any subsequent occurrence of the same or any other transaction or event.
18. MODIFICATION
No waiver or modification of any language in this Agreement shall be valid
unless in writing and duly executed by both parties.
19. SECTION HEADINGS
The titles, captions, section, paragraph and subject headings, and descriptive
phrases at the beginning of the various sections in this Agreement are merely descriptive and are
included solely for convenience of reference only and are not representative of matters included
or excluded from such provisions, and do not interpret, define, limit or describe, or construe the
intent of the parties or affect the construction or interpretation of any provision of this
Agreement.
20. INTERPRETATION OF THIS AGREEMENT
The language of all parts of this Agreement shall in all cases be construed as a
whole; according to its fair meaning, and not strictly for or against any of the parties. If any
provision of this Agreement is held by an arbitrator or court of competent jurisdiction to be
unenforceable, void, illegal or invalid, such holding shall not invalidate or affect the remaining
covenants and provisions of this Agreement. No covenant or provision shall be deemed
dependent upon any other unless so expressly provided here. As used in this Agreement, the
masculine or neuter gender and singular or plural number shall be deemed to include the other
whenever the context so indicates or requires. Nothing contained herein shall be construed so as
agt s:rsurfnet/pr0&t8iur1a1 sues to S49
12-07 8 of 11
to require the commission of any act contrary to law, and wherever there is any conflict between
any provision contained herein and any present or future statute, law, ordinance or regulation
contrary to which the parties have no right to contract, then the latter shall prevail, and the
provision of this Agreement which is hereby affected shall be curtailed and limited only to the
extent necessary to bring it within the requirements of the law.
21. DUPLICATE ORIGINAL
The original of this Agreement and one or more copies hereto have been prepared
and signed in counterparts as duplicate originals, each of which so executed shall, irrespective of
the date of its execution and delivery, be deemed an original. Each duplicate original shall be
deemed an original instrument as against any parry who has signed it.
22. IMMIGRATION
CONSULTANT shall be responsible for full compliance with the immigration
and naturalization laws of the United States and shall, in particular, comply with the provisions
of the United-States Code regarding employment verification.
23. LEGAL SERVICES SUBCONTRACTING PROHIBITED
CONSULTANT and CITY agree that CITY is not liable for payment of any
subcontractor work involving legal services, and that such legal services are expressly outside
the scope of services contemplated hereunder. CONSULTANT understands that pursuant to
Huntington Beach City Charter Section 309, the City Attorney is the exclusive legal counsel for
CITY; and CITY shall not be liable for payment of any legal services expenses incurred by
CONSULTANT.
agreelsurfnet/professionalsves to S49
12-07 9 of 11
24. ATTORNEY'S FEES
In the event suit is brought by either party to construe,interpret and/or enforce the
terms and/or provisions of this Agreement or to secure the performance hereof, each party shall
bear its own attorney's fees, such that the prevailing party shall not be entitled to recover its
attorney's fees from the nonprevailing party-
25. SURVIVAL
Terms and conditions of this Agreement, which by their sense and context survive
the expiration or termination of this Agreement, shall so sur ilve:
26. GOVERNING LAW
This Agreement shall be governed and construed in accordance with the laws of
the State of California.
2'. SIGNATORIES
Each undersigned represents and warrants that its signature hereinbelow has the
power; authority and right to bind their respective parties to each of the terms of this Agreement,
and shall indemnify CITY fully for any injuries or damages to CITY in the event that such
authority or power is not, in fact,held by the signato - or is withdrawn.
CONSULTANT's initials
28. ENTIRETY
The parties ackr owledge and agree than they are entering into this Agreement
freely and voluntarily following extensive aril's length negotiation, and that each has had the
opportunity to consult with legal counsel prior to executing this Agreement. The parties also
acknowledge and agree that no representations, inducements, promises, agreements or
warranties, oral or otherwise, have been made by that party or anyone acting on that party's
agreelsurfnet/'professional sves to$44
12-07 10 of 11
behalf, which are not embodied in this Agreement, and that that party has not executed this
Agreement in reliance on any representation, inducement, promise, agreement, warranty, fact or
circumstance not expressly set forth in this Agreement. This Agreement, and the attached
exhibits, contain the entire.agreement between the parties respecting the subject matter of this
Agreement, and supersede all prior understandings and agreements whether oral or in writing
between the parties respecting the subject matter hereof.
29. EFFECTIVE DATE
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed by and through their authorized officers. This Agreement shall be effective on the date
of its approval by the City Attorney. This Agreement shall expire when terminated as provided
herein.
CONSULTANT, CITY OF HUNTINGTON BEACH,
a municipal corporation of the State of
Pageantry Productions California
COMPANY NAME
F
J'
Paul Emer _ Director/Chief
By (Pursuant To HBMC§3.03.100)
William Lomas Deputy City Administrator
print name
ITS: (circle one)Chairm resi ice President
PROVED AS TO FORM:
AND
City Attorney
By: >_ _
Debra Harn _ Date
print name
ITS: (circle onehief Financial Officer/Asst.
Secretary—Treasurer
agree/surfnet/professionatsvcs to 549
12-07 11 of l l
EXHILBIT "A►►
A. STATEMENT OF WORK: (Narrative of work to be performed)
Pageantry Productions hereby agrees to assist the City of Huntington Beach in producing their
Annual 4a'of July Parade held on Sunday, July 4, 2010. Pageantry agrees to manage and
develop the parade for 2010.
B. CONSULTANT'S DUTIES AND RESPONSIBILITIES:
1. Coordinate with City Staff the-activities of the paradeincluding the parade entries, line
up, staging and disbanding.
2. Develop, oversee and print the parade participant application for mailing, emailing and
faxing. A version of the application will be made available on Pageantry's website for
potential participants to download.
3. Provide a phone number for the public to call for questions regarding the parade.
Retrieve messages and return them promptly during regular business hours. The number,
fax Number and email address would be printed on all materials generated by Pageantry.
4. Coordinate the logistics of the parade with the City of Huntington Beach as it relates to
work performed by City Departments.
5. Coordinate with the City as to supplies/and or equipment needed for the parade.
6. Attend required planning meetings associated with the planning of the parade. .
7. Coordinate with the City the mailing/and or emailing of parade participant information.
Information may include the parade participant application, parade map of formation,
route and disbanding areas, parade participant information sheet and participant passes.
Mailing and emailings will originate from Pageantry Productions and completed parade
participant information will return to Pageantry Productions.
8. Devise criteria to be printed on the parade participant application for the purpose of
selecting entries, input from the Parade Committee.
9. Provide a Grand Marshal plaque.
10. Provide award trophies for adjudicated classes.
11. Supply a Parade Office to function as the parade participant check-in for the day of
parade.
12. Assign a Parade Coordinator.
13. Provide all required insurances to standard limits and maintain licenses.
14. Formulate the parade line up from the approved parade participant applications.
15. Coordinate with the City elected officials to be included on the parade line up.
16. Draft the parade script for the street announcers and provide up to four(4)copies
for the day of parade.
Surfnet Exhibit A
IT Provide the supplies needed to operate the parade staging area as determined by
parade coordinator with advise from the parade committee.
18. Provide directional signs needed for the parade staging area as determined by the
parade coordinator.
19 Advise with the assignment of parade volunteers.
20. Coordinate the placement of public restrooms in the parade staging area and parade
announcing areas.
21. Communicate with potential vintage convertible car owners for use of parade VIP's.
22. Communicate with horse drawn vehicle providers for use of parade VIP's.
23. Communicate with float builders. Provide float-builders with information needed
for day of parade as it relates to the parade formation area and line up times.
24. Provide the City with updates on the parade line up.
25. Provide the City with updates on the parade script prior to the day of parade.
C. CITYS DEITIES AiNDRESPOIySIBII,ITIES:
1. Required funding for approved parade budget.
2. Pre-parade hosting for parade dignitaries.
3. Portable restrooms for the parade staging area and parade announcing stations.
4. Distribute parade participant applications to local agencies.
5. Assist in obtaining and clearing all permits.
6. Act as liaison between Pageantry and local City agencies, businesses, clubs.
7 Post"no parking" signs for parade staging, route, and disbanding areas.
8. Provide police and City services.
D. WORK PROGRAMIPROJECT SCHEDULE:
Contractor will work with the City year-round on the planning of the event, which is held on July
4, 2010. The contract will be in effect upon approval for a period of one year.
BUDGET ITEMS:
COORDINATION SERVICE ............................................................................... $ 12,300.00
SOUTHERN CALIFORNIA JUDGES ASSOCIATION ............................................. $ 1,300.00
FLOATJUDGE .................................................................................................$ 150.00
FIREWORKS AREA PREP ................................................................................ $ 300.00
ANNOUNCING STAND DECORATIONS ............................................................... $ 400.0€Y
TVAREA BARRICADES ..................................................................................... $ 700.00
JUDGING AREA STAGE/CANOPIES/TABLES/CHAIRS ...................................... $ 1,000.00
SHUTTLE BUS DRIVERS ...................................................................................$ 700.00
Surfnet Exhibit A
FLOAT AWARDS &PLAQUES ............................................................................$ 400.00
SUBTOTAL .................................... $ 17,250.00
ADDITIONAL BUDGET ITEMS:
HORSE DRAWN VEHICLES ...............3 @ 700.00 each ........................................ $ 2,100.00
BAND ASSISTANCE........................................................................................ $ 8,600.00
PARADE OPENING .......................................................................................... $ 1,000.00
HOSPITALITY TENT&TABLES ...........................................................................$ 500.00
MERCHANDISE TENT .......................................................................................$ 500.00
TOTAL BUDGET ITEMS .................. $29,950.00
Surfnet Exhibit A
EXHIBIT "B"
Payment Schedule (Fixed Fee Payment)
I. CONSULTANT shall be entitled to monthly progress payments toward the fixed fee
set forth herein in accordance with the following progress and payment schedules: A one time
payment of Twelve Thousand Three Hundred dollars ($12,300)to be-paid on July 4, 2010.
2. Delivery of work product: A copy of every memorandum, letter, report, calculation
and other documentation prepared by CONSULTANT shall be submitted to CITY to demonstrate
progress toward completion of tasks. In the event CITY rejects or has comments on any such
product, CITY shall identify specific requirements for satisfactory completion.
3. CONSULTANT shall submit to CITY an invoice for the progress payment due.
Such invoice shall:
A) Reference this Agreement;
B) Describe the services performed;
C) Show the total amount of the payment due;
D) Include a certification by a principal member of CONSULTANT's firm that
the work has been performed in accordance with the provisions of this
Agreement; and
E) For all payments include an estimate of the percentage of work completed.
Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making
satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall
approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the
invoice by CITY. Such approval shall not be unreasonably withheld_ If CITY does not approve an
invoice, CITY shall notify CONSULTANT in writing of the reasons for non-approval and the
schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the
parties agree that past performance by CONSULTANT is in, or has been brought into compliance, or
until this Agreement has expired or is terminated as provided herein.
4. Any billings for extra work or additional services authorized in advance and in
writing by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the
information required above, and in addition shall list the hours expended and hourly rate charged for
such time. Such invoices shall be approved by CITY if the work performed is in accordance with the
extra work or additional services requested, and if CITY is satisfied that the statement of hours
worked and costs incurred is accurate. Such approval shall not be unreasonably withheld. Any
dispute between the parties concerning payment of such an invoice shall be treated as separate and
apart from the ongoing performance of the remainder of this Agreement. Reasonable costs and
expenses may not exceed Thirty Thousand Dollars ($30,000).
8urfnet E-dubit B
EXHIBIT B
Fixed Fee Payment
S INSURANCE AND INDEMNIFICATION WAIVER
„u . `I Bead® MODIFICATION REQUEST
1. Requested by: Laurie Payne
2. Date: March 9 2010
3. Name of contractor/permittee: Pageantry Productions
4. Description of work to be performed: Production of the 2010 Fourth of July Parade
5. Value and length of contract: $12,300
6. Waiver/modification request: Waive Professional Liability Insurance
7. Reason for request and why it should be granted: Paegeantry Productions is unable to
obtain this insurance. The company has organized the parade for several years. They are
able to comply with all other insurance requirements.
8. Identify the risks to the City in approving this waiver/modification: N/A
epartment Hea&Signature Date:
APPROVALS
Approvals must be obtained in the order listed on this f Two approvals are required
for a request to be granted. Approval from the City, inistrator's i s only required if
Risk Management and the Ci rney's is i r
_ .
1 Fis)k Management
Approved ❑ Denied ��
nature Date
2. .City Attorney's Off'
Ap roved ❑ De
K_-
Signatur Date
3. City Administrator's Office
❑ Approved ❑ Denied
Signature Date
If approved,the completed waiver/modification request is to be submitted to the
City Attorney's Office along with the contract for approval. Once the contract has been approved,
this form is to be filed with the Risk Management Division of Human Resources
CITY OF HUNTINGTON BEACH
Professional Service Approval Form
PART I
Date: 1/27/2010 Project Manager Name: line LCLU N (�) gyp
Requested by Name if different from Project Manager:
Department: Cnmmi lees
P�,A AA j,i 5,fY67�
PARTS 1 OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE
COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED BY THE CITY
ADMINISTRATOR, FOR APPROVAL, BEFORE PROCEEDING WITH THE SOLICITATION OR
CONTRACT PROCESS. PART I MUST BE FILED WITH ALL APPROVED CONTRACTS.
1) Briefly provide the purpose for the agreement:
Coordination and production of the 2010 4th of JUly Parade
2) Estimated cost of the services being sought: $ 30,000
3) Are sufficient funds available to fund this contract? ® Yes ❑ No
4) Is this contract generally described on the list of professional service contracts approved by the
City Council? If the answer to this question is "No," the contract will require approval from the
City Council.) ® Yes❑ No
5) Business Unit and Object Code where funds are budgeted: 20445803.69365.
6) Check below how the services will be obtained:
❑ A Bid solicitation process in accordance to the MC 3.03.060 procedures will be conducted.
❑ MC 3.03.08(b) —Other Interagency Agreement procedure will be utilized.
® MC 3.03.08— Contract Limits of$30,000 or less exempt procedure will be utilized.
6 /c2- Z - / v
Department Head SYnnature Date
APPROVED ENIED ❑
lAdRiAistrato 's Signature Date
/ 'lam Director of Finance's Initials Deputy City Administrator's Initials
Date Date
CITY OF HUNTINGT N BEACH
. Professional Service Approval Form
PART II
Date: 1/27/2010 Project Manager: N trne LO kA VV --PC�t{ t-P
Requested by Name if different from Project Manager:,
Department: Ce anity-SeTvices
PARTS I & II OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE
COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED FOR APPROVAL. PART I
& B MUST BE FILED WITH ALL APPROVED CONTRACTS.
1) Name of consultant:Pageantry Productions
2) Contract Number: A-M 010 035 00
(Contract numbers are obtained through Finance Administration)
3) Amount of the contract: $ 30,000
4) Is this contract less than $50,000? ® Yes ❑ No
5) Does this contract fall within $50,000 and $100,000? ❑ Yes ® No
6) Is this contract over $100,000? ❑ Yes ® No
(Note: Contracts requiring City Council Approval need to be signed by the Mayor and
City Clerk. Make sure the appropriate signature page is attached to the contract.)
7) Were formal written proposals requested from at least three available qualified
consultants? ❑ Yes ® No
8) Attach a list of consultants from whom proposals were requested (including a contact
telephone number.)
9). Attach Exhibit A, which describes the proposed scope of work.
10) Attach Exhibit B, which describes the payment terms of the contract.
q, z � (,- G1711D
Director of Finance (or designee) Signature Date