HomeMy WebLinkAboutPageantry Productions, Inc. - 2011-06-01 F CONTRACTS SUBMITTAL TO
CITY CLERK'S OFFICE
Too JOAN FLYNN, City Clerk
Name of Contractor: Pageantry Productions, Inc.
Purpose of Contract: For Example:Audit Services or Water Quality Testing Huntington Lake—Huntington Central Park
Coordination and Production of the 2011 Fourth of July Parade
Amount of Contract: $30,000.00
Copy of contract distributed to: The original insurance certificate/waiver distributed
Initiating Dept.
to Risk Management ❑
❑
Finance Dept. ❑ ORIGINAL bonds sent to Treasurer ❑
jj,4,y/ ,, Date: � l
Narneitxte'n-sibn
City Attorney's Office
4),
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 2011 Fourth of July Parade
Table of Contents
1 Scope 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... ......... ........................... ......... ...... ... ......... ......... ......... .....7
17 Consent....................................................................................................................8
18 Modification.............................................................................................................8
19 Section Headings.....................................................................................................8
20 Interpretation of this Agreement..............................................................................8
21 Duplicate Original............. .....................................................................................9
22 Immigration.........................................................................................................I.....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 BETWEEN
THE CITY OF HUNTINGTON BEACH AND
Pageantry Productions
FOR
Coordination and production of 2011 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 Corp, hereinafter referred
to as "CONSULTANT."
WHEREAS, CITY desires to engage the services of a consultant to
coordinate and produce the 2011 Fourth of July Paradeand
Pursuant to documentation on file in the office of the City 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,THEREFORE, it is agreed by CITY and CONSULTANT as follows:
1. 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$49
12-07 1 of 11
2. CITY STAFF ASSISTANCE
CITY shall assign a staff coordinator to work directly with CONSULTANT in the
performance of this Agreement.
3. TERM, TIME OF PERFORMANCE
Time is of the essence of this Agreement. The services of CONSULTANT are to
commence on June 1, 2011 , 20 .i;i (the "Commencement Date"). This Agreement
shall automatically terminate three (3) years from the Commencement Date, unless extended or
sooner terminated as provided herein. All tasks specified in Exhibit "A" shall be completed no
later than three months from the Commencement Date. The time for performance
of the tasks identified in Exhibit "A" are generally to be shown in Exhibit "A." This schedule
may be amended to benefit the PROJECT if mutually agreed to in writing by CITY and
CONSULTANT.
In the event the Commencement Date precedes the Effective Date,
CONSULTANT shall be bound by all terms and conditions as provided herein.
4. COMPENSATION
In consideration of the performance of the services described herein, CITY agrees
to pay CONSULTANT on a time and materials basis at the rates specified in Exhibit "B,"
which is attached hereto and incorporated by reference into this Agreement, a fee, including all
costs and expenses,not to exceed thirty thousand Dollars
($ 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 "B."
7. DISPOSITION OF PLANS,ESTIMATES AND OTHER DOCUMENTS
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
agree/surf&professionalsvcs to$49
12-07 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
agree/surfncVprofessionalsves 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.
agreelsurfneUprofessimal Svcs 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, unemployment
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 CONSULTANT'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/professionalsvcs to$49
12-07 6 of 11
14. COPYRIGHTS/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 CONSULTANT may designate different addresses to which subsequent
notices, certificates or other communications will be sent by notifying the other party via
personal delivery,a reputable overnight carrier or U. S. certified mail-return receipt requested:
TO CITY: TO CONSULTANT:
Pageantry Productions
City of Huntington Beach .
ATTN: Laurie Frymire Attn. William Lomas
2000 Main Street n
Huntington Beach, CA 92648
agree/surfnet/professionalsves 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
agreelsurfnet(professional sves to$49
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 party 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.
agree/surfnet/professionalsvcs to$49
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 parry 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 survive.
26. GOVERNING LAW
This Agreement shall be governed and construed in accordance with the laws of
the State of California.
27. 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 signatory 3pis withdrawn.
CONSULTANT's initials
A�---
28. ENTIRETY
The parties acknowledge and agree that they are entering into this Agreement
freely and voluntarily following extensive arm'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
agreefsurfitet/professionalsvesto S49
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
aul Emery Director/Chief
By:✓ (Pursuant To HBMC§3.03.100)
William Lomas
print name
ITS: (circle one)Chairman/President/Vice President
APP OVED AS TO FORM:
AND �r,
City Attorney
By:
Date
.name
ITS: (circle k ?ecreta of Financial Officer/Asst.
Secretary—Tre urer
agree/surfnet/professionalsves to$49
12-07 11 of 11
EXHIBIT"A"
A. STATEMENT OF WORK:
Pageantry Productions hereby agrees to assist the City of Huntington Beach in producing
their Annual 4th of July Parade held on Monday,July 4, 2011. Pageantry agrees to manage
and develop the parade for 2011
B. CONSULTANT.S DUTIES AND RESPONSIBILITIES:
1 Coordinate with City Staff the activities of the parade including 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 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 parade.
6 Attend required planning meetings associated with 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 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 parade day.
17 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 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 area and
line up times.
24 Provide the City with updates on parade line up.
25 Provide the City with updates on the parade script prior to the day of the Parade.
C. CITY"S DUTIES AND RESPONSIBILITIES:
1. Required funding for approved parade budget.
2. Pre-Parade hosting for parade dignitaries.
3. Portable restrooms for parade staging area and parade announcing stations.
4. Distribute parade participant applications to local agencies.
S. 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,disbanding areas.
8. Provide necessary barricades for parade staging,route and disbanding area.
9. Provide police and City services.
D WORK PROGRAM?PROJECT SCHEDULE:
Contractor will work with City year-round on the planning of the event,which is held
on July 4, 2011.The contract will be in effect upon approval for a pperiod of one year.
MORE
BUDGET ITEMS:
1. Coordination services .......................................................................$12,300.00
2. SO CAL JUDGES ASSOCIATION ..........................................................$ 1,300.00
3. FLOAT JUDGE ......................................................................................$ 150.00
4. ANNOUNCING STAND DECORATIONS..............................................$ 400.00
5. JUDGING AREA STAGE/CANOPIES/TABLES/CHAIRS.....................$ 1,000.00
6. SHUTTLE BUS DRIVERS.....................................................................$ 700.00
7. FLOAT AWARDS&PLAQUES.............................................................$ 400.00
SUBTOTAL $16,250.00
ADDITIONAL BUDGET ITEMS:
1. HORSE DRAWN VEHICLES..........1@ 700.00..........................................$ 700.00
2. BAND ASSISTANCE...................................................................................$8,900.00
3. HOSPITALITY TENT&TABLES AT BLEACHERS....................................$ 500.00
TOTAL BUDGET ITEMS $26,350.00
EXHIBIT "B"
Payment Schedule (Fixed Fee Payment)
1. 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 ($12,300.00) to be paid on or before 4th of July 2011.
2 Delivery of work product:A copy of every memorandum,letter, report,
calculation and other documenation 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 membrt of CONSULTANTS firm that the
work has been performed in accordance with the provisions of this
Agreement.
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 the CITY be suspended
until the parties agree that past performance by CONSULTANT is in,or haas 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
inn 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 od 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 ongoing performance of the remainder of this agreement.
Reasonable costs and expenses may not exceed Thirty Thousand Dollars
($30,000.00)
s3�)Bm&.
INSURANCE AN® INDEMNIFICATION WAIVER
H.�� MODIFICATION REQUEST
1. Requested by: Laurie Frymire
2. Date: June 1, 2011
3. Name of contractor/permittee: Pageantry Productions
4. Description of work to be performed: Production of the 2011 Fourth of July Parade
5. Value and length of contract: 6/1/11 - 9/1/11 $30,000
6. Waiver/modification request: Waive Professional Liability Insurance
7. Reason for request and why it should be granted: Pageantry 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 th City in approving this waiver/modification: N/A
DepartmeXHead Signature Date:
APPROVALS
Approvals must be obtained in the order listed on this form. Two approvals are required
for a request to be granted. App7andth
ro
me the City Administrator's Office is only required if
Risk ManageCity Attorney's)Dff e disagree.
1. Cik Management 4
Approved ❑ Denied (P S7
Signature Date
2. City Attorney's Office. l
Approved ❑ Denied C
SiganatuW Date
3. City Administrator's Office / G
lb 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: 6/1/2011 Project Manager Name: Laurie Frymire
Requested by Name if different from Project Manager:
Department: City Manager
PARTS I OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM DUST 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 2011 Fourth of July Parade
2) Estimated cost of the services being sought: $30,000
3) Are sufficient funds available to fund this contract? ® Yes ❑ No
If no, please explain:
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) Amount, Business Unit(8 digits) and Object Code (5 digits) where funds are budgeted:
20445803.69365 $ 30,000 $
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—C tra t Limit f$30,000 or less exempt procedure will be utilized.
VZ- J7
)
epartment H d Signature Date
7 Ir
w
Finance's Signature ate
k�L 411,
Deputy ity Manager's Signature Date
APPROVEDfMW DENIED ❑
/City Manager's Signature Date
w CITY OF HUNTINGTON BEACH
Professional Service Approval Form
PART 11
Date: 6/1/2011 Project Manager: Laurie Frymire
Requested by Name if different from Project Manager:
Department: City Manager
PARTS I & II OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE
COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED FOR APPROVAL. PART I
& H MUST BE FILED WITH ALL APPROVED CONTRACTS.
1) Name of consultant: Pageantry Productions
2) Contract Number: ADM 01101400
(Contract numbers are obtained through Finance Administration x 5630)
3) Amount of this 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.
/t
Dir r oMnan a or designee) Signature D to