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HomeMy WebLinkAboutSpectrum Sports Management, Inc. - 2015-02-04 AMENDMENT NO. 1 TO MANAGEMENT SERVICES AGREEMENT BETWEEN THE CITY OF HUNTINGTON BEACH AND SPECTRUM SPORTS MANAGEMENT, INC. FOR MANAGEMENT AND OPERATION OF THE FOURTH OF JULY SURF CITY RUN THIS AMENDMENT is made and entered into by and between the CITY OF HUNTINGTON BEACH, a California municipal corporation, hereinafter referred to as "CITY," and SPECTRUM SPORTS MANAGEMENT, INC., a California corporation, hereinafter referred to as "CONTRACTOR." WHEREAS, CITY and CONTRACTOR are parties to that certain agreement, dated February 4, 2015, entitled"Management Services Agreement Between the City of Huntington Beach and Spectrum Sports Management, Inc. for Management and Operation of the Fourth of July Surf City Run," which agreement shall hereinafter be referred to as the"Original Agreement;" and Since the execution of the Original Agreement, CITY and CONTRACTOR wish to amend the Original Agreement to reflect additional compensation to be paid in consideration thereof by CITY to CONTRACTOR, NOW, THEREFORE, it is agreed by CITY and CONTRACTOR as follows: 1. ADDITIONAL COMPENSATION In consideration of the services to be performed hereunder as described in the Original Agreement, CITY agrees to pay CONTRACTOR, and CONTRACTOR agrees to accept from CITY as full payment for services rendered, an additional sum not to exceed Nine Thousand Eight Hundred Thirty-nine Dollars and Forty-three Cents ($9,839.43), in addition to the original sum of Ninety Thousand Dollars ($90,000), for a new total not to exceed sum of Ninety-nine Thousand Eight Hundred Thirty-nine Dollars and Forty-three Cents ($99,839.43). 2. REAFFIRMATION c C-, o Except as specifically modified herein, all other terms and condjgpjAof-C q tTt the Original Agreement shall remain in full force and effect. C) e sn'`+� < w X #' cn 17-6044/165999/RLS 9/18/17/DO 1 _ i IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized officers on C[" CONSULTANT: CITY: SPECTRUM SPORTS MANAGEMENT, CITY OF HUNTINGTON BEACH, a INC., a California corporation municipal corporation of the State of California By: M i ��P� � I/Cit/manager print name ITS: (circle one)Chairman/President/Vice President INITIATED AN APP VED: MBy: G-t,� — ire for of tom munity-Sor-vice print name ITS: (circle one) Secretary/Chief Financial Officer/ APPROVED 8 Asst. Secretary—Treasurer,Executive Director City Attorney c{�) bM/ Receive and Filed s 11 City Clerk 17-6044/165999/RLS 9/18/17/DO 2 CITY OF HUNTINGTON BEACH r Professional Service Approval Forme , .v Amendment # 1. Date Requested: September 20, 2017 inane t 2. Contract Number to be Amended: 3. Department: Community Services 4. Requested By: Chris Cole, Community Services 5. Name of Consultant: Spectrum Sports 6. Amount of Original/Prior Contract: $90,000 7. Additional Compensation Requested: $9,839.43 8. Original Commencement Date: February 4, 2015 9. Original Termination Date: February 4, 2018 10. Extended Date Requested: NA 11. Reason for Contract Amendment: Exceeded contract monetary amount Purchasing.-Approval Sign ure Date 12. Are sufficient funds available to fund this contract? Yes ® No ❑ 13. Business Unit and Object Code where funds are budgeted: Account number / ' Contractual Dollar Amount Business unit. object# Fiscal Year ' Fiscal Year Fiscal Year Fiscal Year _2016-2017 20445803.69365 $!W Y 4 $ $ $ $ $ $ $ QY PC4 Budget Approval Signature Date D4pa' m Signature Date City pager Approval Signature Date professional service approval form - amendment.docx REV: 2016 £ PROFESSIONAL SERVICES r i I CAL YEAR 201 i6117 G©MMONITW,%ERVICE Qe arttent . .. Da'sc[i eon � '. ,.# no I-M-MArrivunt DesignlEnvi ronmenta l/Arch itectura llE ngineering,4th of July Celebrationk Community Service Coordinatlon/RunlParadelPublic P Relations and other consulting and $J professional services. : s Verielor, Anivunt .':. . .;"' Contract Value Notes FY17118 FY18119 619/2016 DLR Group $ 32,929.00 $ 590,279.00 3rd Amendment to July 2013 contract. Expires 10/31/2016 1/24/2017 Xyon $ 14,200.00 $ 21,200.00 4125/2017 Pageantry Productions $ 29,500M $ 29,500A0 9/19/2017 Spectrum Sports Mgmt $ 9.839.43 $ 99,839-43 1st amendment T.ofal Value $ 86,468.43 Balance ;i• $ 233,531.57 �, >+ CONTRACTS SUBMITTAL TO CITY CLERK'S OFFICE To: 'zJOAN-'FL VNN;-City Ci-erk� ' Name of Contractor: Spectrum Sports Management Purpose of Contract: For Example:Audit Services or Water Quality Testing Huntington Lake—Huntington Central Park 4" of July Surf City Run Amount of Contract: $30,000l t Copy of contract distributed to: The original insurance certificate/waiver distributed to Risk Management ❑ Initiating Dept. Finance Dept. ❑ ORIGINAL bonds sent to Treasurer ❑ Sandie Frakes ext 5249 hate: 3/19/15 Name/Extension City Attorney's Office '2 G:AttyMisc/Contract Forms/City Clerk Transmittal / J t MANAGEMENT SERVICES AGREEMENT BETWEEN THE CITY OF HUNTINGTON BEACH AND SPECTRUM SPORTS MANAGEMENT, INC. FOR MANAGEMENT AND OPERATION OF THE FOURTH OF JULY SURF CITY RUN THIS AGREEMENT ("Agreement") is made and entered into this day of 2015 by and between the City of Huntington Beach a municipal corporation of t State of California, hereinafter called "City," and Spectrum Sports Management, Inc., a California corporation hereinafter referred to as "Contractor." Recitals A. The City desires to retain a Contractor having special skill and knowledge in the field of sports event management and marketing. B. Contractor represents that Contractor is able and willing to provide such services to the City. 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 comparable firm in the field. Contractor has been selected to perform these services pursuant to Huntington Beach Municipal Code Chapter 3.02, NOW, THEREFORE, it is agreed by City and Contractor as follows: 1. Scone of Services Contractor 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." Contractor hereby designates Mike Bone who shall represent it and be its sole contact and agent in all consultations with City during the performance of this Agreement. 2. City Staff Assistance City shall assign a staff coordinator to work directly with Contractor in the performance of this Agreement. 3. Compensation a. City agrees to pay, and Contractor agrees to accept as total payment for its services, the rates and charges identified- in Exhibit "A." The total sum to be expended under this Page 1 of 9 15-4554/116279 Agreement, shall not exceed Thirty Thousand ($30,000) per year for a total not to exceed contract amount of Ninety Thousand Dollars ($90,000) during the term of this Agreement. b. Payment by City shall be made within thirty (30) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. 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. C. Contractor shall be paid pursuant to the terms of Exhibit`B." 4. Term Time is of the essence of this Agreement. The services of Contractor are to commence as soon as practicable after the execution of this Agreement by City (the "Commencement Date") and terminate three (3) years from the commencement date, unless terminated earlier in accordance with the provisions of this Agreement. All tasks specified in Exhibit "A" shall be completed no later than three (3) years 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 and Term may be amended to benefit the Project if mutually agreed to in writing by City and Contractor. In the event the Commencement Date precedes the Effective Date, Contractor shall be bound by all terms and conditions as provided herein. 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," Contractor will undertake such 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. Disposition of Plans, Estimates and Other Documents Contractor 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 Contractor 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. 7. Fold Harmless Contractor 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, and consequential damage or liability of any kind or nature, however caused, including those resulting from death or injury to Contractor's employees and damage to Contractor's property, arising directly or indirectly out of the obligations or operations herein undertaken by Contractor, caused in whole or in part by Page 2 of 9 15-4554/116279 any negligent act or omission of the Contractor, any subcontractors, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, including but not limited to concurrent active or passive negligence, except where caused by the active negligence, sole negligence, or willful misconduct of the City. Contractor will conduct all defense at its sole cost and expense and City shall approve selection of Contractor's counsel. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by Contractor. 8. Workers Compensation Insurance Pursuant to California Labor Code Section 1861, Contractor acknowledges awareness of Section 3700 et seq. of this Code, which requires every employer to be insured against liability for workers' compensation; Contractor covenants that it will comply with such provisions prior to commencing performance of the work hereunder. Contractor shall obtain and furnish to City workers' compensation and employer's liability insurance in an amount of not less than the State statutory limits. Contractor shall require all subcontractors to provide such workers' compensation and employer's liability insurance for all of the subcontractors' employees. Contractor shall furnish to City a certificate of waiver of subrogation under the terms of the workers' compensation and employer's liability insurance and Contractor shall similarly require all subcontractors to waive subrogation. 9. General Liability Insurance In addition to the workers' compensation and employer's liability insurance and Contractor's covenant to defend, hold harmless and indemnify City, Contractor shall obtain and furnish to City, a policy of general public liability insurance, including motor vehicle coverage covering the Project/Service. This policy shall indemnify Contractor, its officers, employees and agents while acting within the scope of their duties, against any and all claims arising out or in connection with the Project/Service, and shall provide coverage in not less than the following amount: combined single limit bodily injury and property damage, including-products/completed operations liability and blanket contractual liability, of One Million Dollars ($1,000,000) per occurrence. If coverage is provided under a form which includes a designated general aggregate limit, the aggregate limit must be no less than One Million Dollars ($1,000,000) for this Project/Service. This policy shall name City, its officers, elected or appointed officials, employees, agents, and volunteers as Additional Insureds, and shall specifically provide that any other insurance coverage which may be applicable to the Project/Service shall be deemed excess coverage and that Contractor's insurance shall be primary. Under no circumstances shall said above-mentioned insurance contain a self-insured retention. Any deductible in excess of$5,000 must be approved by City. Page 3 of 9 154554/116279 10. Automobile Liability Insurance Contractor shall obtain and furnish to City an automotive liability insurance policy covering the work performed by it hereunder. This policy shall provide coverage for Contractor's automotive liability in an amount not less than One Million Dollars ($1,000,000.00) per occurrence and a separate "Additional Insured Endorsement" page listing both the policy number and naming the "City of Huntington Beach, its officers, elected or appointed officials, employees, agents and volunteers" as additional insured on the endorsement. The above-mentioned insurance shall not contain a self-insured retention, "deductible" or any other similar form of limitation on the required coverage in excess of$1,000 without the express written consent of City. 11. Certificate of Insurance Prior to commencing performance of the work hereunder, Contractor 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. 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. Contractor 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 Contractor'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. Contractor shall pay, in a prompt and timely manner, the premiums on the insurance hereinabove required. 12. Independent Contractor Contractor 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. Contractor 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 Contractor 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. 13. Conflict of Interest 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. Page 4 of 9 15-4554/116279 14. Termination This Agreement may be terminated by the City upon thirty (34) 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 completed as of such date, and in such case such work product shall be the properly 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. 15. 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 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 parry, or anyone acting on behalf of any party, which are not embodied herein. 16. 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. 17. City Employees and Officials Contractor 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. Page 5 of 9 154554/116279 18. Notices Any notices, certificates, or other communications hereunder shall be given either by personal delivery to_Contractor'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 below. City and Contractor 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 U.S. certified mail-return receipt requested: To City: To Contractor: City of Huntington Beach Mike Bone, President Attn: Janeen Laudenback Spectrum Sports Management 2000 Main Street 2058 North Mills Avenue, Suite 454 Huntington Beach, CA 92648 Claremont, CA 91711 19. 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 transactions or event. 20. Modification No waiver or modification of any language in this Agreement shall be valid unless in writing and duly executed by both parties. 21. Section Readings 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. 22. 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 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 Page 6 of 9 154554/116279 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. 23. 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. 24. Immigration Contractor 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. 25. Legal Services Subcontracting Prohibited Contractor 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. Contractor 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 Contractor. 26. Confidentiality Contractor recognizes that in the performance of its duties under this Agreement, it must conduct its activities in a manner designed to protect information of a sensitive nature from improper use or disclosure. Contractor warrants that it will use reasonable efforts consistent with practices customary in the facilities management industry in recruiting, training and supervising employees and in otherwise performing its duties hereunder in order to achieve this result. In the furtherance of this, Contractor agrees, at the request of the City, to require its employees to execute written undertakings to comply with the foregoing confidentiality provision. 27. Discrimination Contractor shall not discriminate because, of race, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities. Contractor affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 28. Jurisdiction -Venue This Agreement and all questions relating to its validity, interpretation, performance, and enforcement shall be government and construed in accordance with the laws of the State of Page 7 of 9 154554/116279 California. 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. 29. 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 Huntington Beach and all other governmental agencies. Contractor shall notify the City immediately and in writing of her inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 30. 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. 31. Survival Terms and conditions of this Agreement, which by their sense and context survive the expiration or termination of this Agreement, shall so survive. 32. Governine Law This Agreement shall be governed and construed in accordance with the laws of the State of California. 33. 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 or is withdrawn. 34. Entirety (a) 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 parry or anyone acting on that party's behalf, which are not embodied in this Agreement, and that that party has not executed this Agreement in reliance on Page 8 of 9 154554/116279 any representation, inducement, promise, agreement warranty, fact or circumstance not expressly set forth in this Agreement. (b) All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. 35. 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. SPECTRUM SPORTS MANAGEMENT, CITY OF HUNTINGTON BEACH, a INC. municipal corporation of the State of California By: Mike Bone, President I/Clfo4anager AND By: APPROVED' Bonnie Bone, Secretary +Q1yy Attorney ICJ�w (2 11 S Page 9 of 9 154554/116279 EXHIBIT "A" SCOPE OF SERVICES CITY OF HUNTINGTON BEACH SURF CITY RUN ("City") I. "SPECTRUM SPORTS MANAGEMENT, INC." will provide the following services for the Surf City Run, scheduled for the 4th of July. • Develop a process design and timeline acceptable to the City of Huntington Beach Community Services Department and 4th of July Board to achieve the outcome specified below: Produces a race that covers all costs with race revenue. • Plan and oversee implementation of the Surf City Run event (More detailed information is described below) • Work with the City's Community Services Department and 4th of July Board to coordinate logistics and other details entailed in implementation of the event, as agreed upon by both parties. • Provide facilitation of the event. • Provide and develop timeline acceptable to the City's Community Services Department and 4th of July Board for the Surf City Run including planning, outreach to the community, budget submissions, milestones, etc. • Provide a business plan for the event and proposed financial plan. • Provide a post-event report summarizing the consultants' observations, comments and recommendations, the process design, event activities, and implementation plans. The Consultant will present this report to the City's Community Services Department and 4th of July Board following the event at a debriefing meeting held in Huntington Beach. A. Plan and oversee implementation of the Surf City Run event: 1. Race Coordinator (Spectrum Sports) • Responsible for pre-event development and set-up. • Event coordination. • Provide bids and recommendations for purchasing of supplies. • Negotiate contracts and agreements with approval of the City's Community Services Department and 4th of July Board • Provide insurance per the City of Huntington Beach Risk Management. • Source and hire security. • Obtain necessary permits/maps/permission as agreed upon by both parties. ➢ Traffic Control Plan (as needed). ➢ Race Course Map ➢ Transition Area Map ➢ Expo Area Map ➢ Restroom & Roll-Off Dumpster Placement Map. Exhibit"A" Page 1 15-4554/116297 • Monitor and manage budget, as approved by the City's Community Services Department and 4th of July Board • Monitor supplies ordering. 2. Timing Recommend and retain a timing company that will provide the following: a. Timing • Calculated times for the run. • Ranks for runners • In addition to the above times, additional information that will appear on the final results: 1. Class place. 2. Overall place. 3. Bib Number. 4. Age. 5. Gender 6. Results will be organized by age categories or special category b. Finish Line Timing These results will contain the following information: • Class place. • Overall place. • Bib number. • Entrant name. • Age. • Sex. • Calculated finish time. • Results will be organized by age categories or special category If any changes/additions are made to the results, they will be posted immediately after the change has been made. Results during this posting time are labeled "unofficial". 15 minutes prior to the awards ceremony results will be labeled "official". These results will then be posted and the awards ceremony may begin to take place. 3. Sponsorship • Solicitation of sponsors. • Negotiate contracts and agreements with approval of the City's Community Services Department and 4th of July Board • In-kind product sponsors will only be considered sponsors if they reduce the budget expenses or with approval of the City's Community Services Department and 4th of July Board Exhibit"A"Page 2 15-4554/116297 4. Registration / Athlete Management a. Registration • Receive all registration directly from entrants via mail-in and on-line. • For online entries, all fees will be made payable to the "City of Huntington Beach, Surf City Run' and sent directly to the City of Huntington Beach Attn: Community Services Department, 4th of July Board, 2000 Main Street, Huntington Beach, CA 92648 • For mail-in entries received, all fees will be made payable to "Surf City Run / City of Huntington Beach". Entries will be sent to and processed by "SPECTRUM SPORTS MANAGEMENT, INC." Credit cards will be processed by "SPECTRUM SPORTS MANAGEMENT, INC." and checks needing to be processed will be sent to the "City of Huntington Beach Community Services Department" each month. • Collect all declined credit cards and bad or cancelled checks. "SPECTRUM SPORTS MANAGEMENT, INC." will send a monthly report with all checks to the City of Huntington Beach. Address where checks should be sent is: City of Huntington Beach Community Services Department, 2000 Main Street, Huntington Beach, CA 92648. The report will specify the person's name, address, phone number, check number and amount paid with a total included. "SPECTRUM SPORTS MANAGEMENT, INC." will also upload this information to the on line registration and at the conclusion of the race, provide an updated database with all of the particular information. "SPECTRUM SPORTS MANAGEMENT, INC." will handle all calls from entrants. Within two weeks following the event, "SPECTRUM SPORTS MANAGEMENT, INC." will provide an email attachment with a complete list of entrants with full addresses in Excel format, for the City of Huntington Beach mailing list. b. Packet Pickup "SPECTRUM SPORTS MANAGEMENT, INC." may be asked to hold a briefing the day before or the morning of packet pickup. "SPECTRUM SPORTS MANAGEMENT, INC." will provide staff members for packet pickup before the race. These "SPECTRUM SPORTS MANAGEMENT INC." staff members will oversee pre-registration pickup and will handle all on- site registration and any registration issues or problems. • Provide adequate volunteers for registration pickup during packet pick- up periods. • Handle all athlete concerns with the assistance of the City of Huntington Beach. Exhibit"A"Page 3 15-4554/116297 5. Expo • Solicitation of Expo vendors, speakers, entertainers (sportswear, health professionals, sport equipment, food, etc.). • Set-up/Strike-down coordination. • Monitor business licenses/insurance/health codes. • Volunteer/Sales Coordinator. 6. Volunteer Management Assist the City of Huntington Beach and 4th of July Board with the following as negotiated: • Organize and assign volunteers to appropriate race area. • Oversee volunteer check-in booth. • Communicate with committee members regarding volunteer specifics. • Set-up and stock volunteer/staff refreshment area. 7. Public Relations Assist the City of Huntington Beach and 4th of July Board with the following as negotiated: a. Media Liaison • Assist with the Pre-event/Event Media Contact. • Assist with the Press release and packets. b. Photography • Solicitation of race photographer as needed. • Negotiate contract and agreement with approval of the City's. Community Services Department and 4th of July Board as needed. c. Marketing • Establish marketing of event in all media with approval of the City of Huntington Beach Community Services Department and 4th of July Board. • Responsible for pre-event set-up. • Sponsorship marketing per agreements. d. Race Announcer • Solicitation of race announcer. • Coordinate race information for announcer. • Contract for sound system at finish line. • Negotiate contract and agreement with approval of the City's Community Services Department and 4th of July Board. Exhibit"A" Page 4 15-4554/116297 8. Awards Ceremony "SPECTRUM SPORTS MANAGEMENT INC." will provide the announcer with an awards printout (listing the top 3 only in each division) for the ceremony. "SPECTRUM SPORTS MANAGEMENT, INC." will handle any protests/category changes at the awards ceremony. Award ceremony will take place at the conclusion of the event • Develop and coordinate awards ceremony (sound, awards, etc.). • Announce winners at awards ceremony. • Contract for sound system at stage. 9. Banner/Signage Management • Confirm supplies/signage etc. for finish line and surrounding areas. • Work with each section's coordinators on banner placements and esthetics. 10.Hospitality/Logistics Coordinator Assist the City of Huntington Beach and 4th of July Board with the following as negotiated: a. Athlete Finish Line Food • Coordination of hospitality volunteers. • Solicitation of and set-up of finish line food donations. • Work with Volunteer Coordinator on food for volunteers. • Confirm/Order supplies for hospitality area. • Hang and display banners once locations and sites are approved by the City of Huntington Beach and 4th of July Board. b. Trash Removal/Portable Restrooms • Coordinate volunteers for trash removal. • Order and confirm trash dumpster and boxes, and portable restrooms. • Coordinate and monitor supplies (bags, gloves, trash pickers, etc.). 11.Course Coordinator a. Confirm supplies for run course • Hang and display banners once locations and sites are approved by the City of Huntington Beach and 4th of July Board. • Coordinate fencing drop-off/pick-up. • Coordinate with traffic control company pre-race and event weekend • Patrol run course during race. • Coordinate run course volunteers. b. Course Vehicles Assist the City of Huntington Beach and 4th of July Board with the following as negotiated: Exhibit"A"Page 5 15-4554/116297 • Assist with arranging for course vehicles. 12.Safety/Water Stations • Coordination and set-up/tear down course aid stations (water, minor first aid supplies) Run course at turn around Run Course at North turn around • Coordination and set-up/tear down Finish Line aid station (water, medical services) Medical personnel Water/Warm fluids Ice General medical supplies Communication person ➢ Assist with the coordination medical volunteers Confirm supplies and signage for medical Assist with the coordination of communications with fire paramedic Hang and display banners once locations and sites are approved by the City of Huntington Beach and 41h of July Board 13. Obtain necessary permits/maps/permission as agreed upon by both parties. • Health Permit • Location for Packet Pick-up 14.Maintain Surf City Run Website • Post official finish times with complete results with all times by 6.00 pm on the day of the race. • Post confirmation list of all entrants, updated monthly once the first entry is received and weekly beginning in June. 15.Volunteer Management • Work with City Volunteer Coordinator. • Market volunteer program. B. Equipment "SPECTRUM SPORTS MANAGEMENT, INC." will provide necessary equipment for the Surf City Run. C. Additional Specifications "SPECTRUM SPORTS MANAGEMENT, INC." will submit proof of a valid City of Huntington Beach Business License, proof of Liability Insurance and proof Exhibit"A"Page 6 15-4554/116297 of valid Worker's Compensation insurance (if"SPECTRUM SPORTS MANAGEMENT, INC." employs staff as opposed to_contractors). "SPECTRUM SPORTS MANAGEMENT, INC." will attend event-planning meetings as agreed upon by both parties in the months prior to the event and debriefing meeting after the event. II. "The City of Huntington Beach" will provide the following services for the Surf City Run scheduled for July 4. 16.Payment processing • Forward credit cards and checks for mail-in entries each month when received by "SPECTRUM SPORTS MANAGEMENT, INC.". • Notify "SPECTRUM SPORTS MANAGEMENT, INC." of all declined credit cards and bad or cancelled checks for them to collect. 17. Working Budget • Provide a working expense budget • Process all pre-approved invoices for payment submitted by "SPECTRUM SPORTS MANAGEMENT, INC." 18. Provide location for events • Provide a location to set up expo • Provide a secure run course 19. Accommodations • Provide limited hotel housing on July 3 for event and event crew as approved by the City of Huntington Beach and 4th of July Board II. Budget A. Expense: • The City of Huntington Beach will pay "SPECTRUM SPORTS MANAGEMENT, INC." $21,000 + $2.50 for every participant over 3,500 for the above services. The fee includes all travel and additional expenses of"SPECTRUM SPORTS MANAGEMENT, INC.". No reimbursable or "a la carte" items are permitted without prior approval. • Payments will be made as follows: $10,000 on or before March 1, 2015, $11,000 on or before June 1, 2015 + $2.50 for every participant over 3,500 due within ten days of the conclusion of the event. • The City of Huntington Beach will pay 100% of event expenses per the approved budget. Reimbursement of certain expenses pre approved expenses incurred by "SPECTRUM SPORTS MANAGEMENT, INC." may be made in an amount up to $7,500,for a total amount not to exceed $30,000. Exhibit"A"Page 7 15-4554/116297 ® 20% of sponsorship and expo booth sales will be retained by "SPECTRUM SPORTS MANAGEMENT, INC." as approved by the City B. Revenue: • 80% of sponsorship and expo booth sales will be paid to the City of Huntington Beach as approved by the City of Huntington Beach. • 100%of logo-wear will be paid to the City of Huntington Beach. ® 100% of entrance fees, including packet pick-up will be paid to the City of Huntington Beach. Exhibit"A" Page 8 15-4554/116297 EXHIBIT"B" Payment Schedule 1. CONTRACTOR shall be entitled to monthly progress payments toward the fixed fee set forth herein in accordance with the following progress and payment schedules: A) Base Fee: Abase fee for each year of the agreement of$21,000. B) A per participant bonus of$2.50 for every participant above 3,500 per runner each year of the contract. C) Commission: A twenty percent (20%) commission for all sponsorship sales, recruited, signed and serviced by Contractor during the term of this Agreement. The same commission shall be applied to both run/walk sponsors and general Celebration Sponsors that are recruited and signed by Contractor at the direction and approval of City. 2. Delivery of work product: A copy of every memorandum, letter, report,calculation and other documentation prepared by Contractor 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. Contractor shall submit to City an invoice for each monthly 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 Contractor'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 Contractor 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 Contractor 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 Contractor 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. 15-4554/116279 A `I LIABILITY J DATE(?ArAR!wym) -'' 12/19/2014 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER,THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY`AMEND, ND OR ALTER THE COVE IRAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S); AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: if tho,certificate holder is an ADDITIONAL INSURED,the policy(les)mint be endorsed, If SUBROGATION IS WAIVED;subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rlghis to the certificate holder In lieu of such eendorsemonA s. PRODUCER ACT June King Kesrslar Alois-YnrstI an, Servics8, Inc FIB (909911L )931�1500 tsD9YY32-2133 License # OA 91387 MAR 2335 W Foothill Blvd., Ste. 3 INSURE s AFFORDING SeaRAZZ e Upland CA 91786 INSURsRA.Surlixt Con. Insurance 3b 0 INSURED _ _ "RSR R:Cali€ornl-a•Auto 9342 Spectrum Sports Management, Ind. o neRe.National Union Pisa Ins Co of 9445 2058 N. Hills Ave., # 454 IxGLRERD.State Fund 35076 WSUREA Claremont CA 91711 & R F; COVERAGES CERTIFICATE NUMBERs14/15 All Lines REVISION NUMBER; THIS IS TO CERT)FY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES,LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. R LYR TYPE OF INSURANCE INSR wVb POLICY NUMBER LIMffS OENERALUABN.rrY - HflCCL4RREr3GE $ 1,4a0,a0 X COMMERCIAL OFNERAL LIABILITY PR ztzmud - $" 100,011 A CLAMSMACtE OCCUR X 618008818 1/30/2014 2/30/2015 MECrE?�r' sxla �cn} 6�.�M� 5,00 PERSONAL 6 ADV INJURY f 11000100 GENERAL AGGREGATE 3 2,000,00 GM AGGREGATE LNIT-APPUES PSM PRODUCTS-OOMP,CPAGG s Include FxO POLICY Lac s I LIE 0.IdT£tMSI81LE LIABILRY "' �� 1,000,09. B ANY AUTO �DILYINJURY(Parperson) $_� ALL ;CS CE)SULED A040000006330 /9/2014 /9/2015 BODILY INJURY'{Pet>#cc4W; 3 -OWNED Y DAMAGE3 HIRED ALTOS UnursLned molorW corrWed ; 100,00 UMORE"LIASa�UR EACH 00WRRENCE s 4,000,00 G, X ExGESSLtAeCLAIMSMADE AGGREGATE, E 41000,00 neo R NTt UO67929455 2/30/Y014 2f30/2015 "S O WOAXERs COMPeNSATIOR -wC STATU w .. AFRO EMPLOYERS'LIABILITY YIN �. ANY PROPMETOPWAR1NEREXECUTME Y/N X - � E.L EACH ACCIDENT $ 1 e 000 00 OFFYCERWEMSER EXCLUDED? © N I A (Mya4ndatory In NH) 054612-2014 /i/2 14 /1/2015 6,L.DIM&W-EA EMPLOYEE $ 11000,00 '000 00 CESCRIFTONOF -ERATION5 bet6w EL,DISEASE-POUCYL`AOrr S 1000 00 DESCRIPTKIN OF OPERATIONS 1 LOCATION$I YERi:L£.&(A"ACh A0090 tel;Additional Remarks Sehadule,It mom s Certificate holder is named additional insured per policy fotla. ASTO FORM Michael Cates,City AttoMey CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE oEscmart o POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE MILL BE DELIVERED IN The City of Huntington Beach ACCORDANCE WITH THE POLICY PROVISIONS. Its agents, officers and employees 2000 Main Street --WUTNGKMDREPRESENTATIVE Huntington Beach, CA 92648 June King/JUNZ ACOF10 25(201 ) 019884010 ACORD CORPORATION. Att rights reserved WS025 I201oos)01 The ACORD name and logo are registered marls of ACORD THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED -OWNERS, LESSEES OR CONTRACTORS (TENDER OF ANY LOSS TO OTHER AVAILABLE INSURANCE,AND EXCLUSION OF EMPLOYEE INJURY) This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE FORM SCHEDULE Name of Additional Insured Person(s)or Organization(s): CITY OF HUNTINGTON BEACH 2000 MAIN STREET HUNTINGTON BEACH,CA 92648 A. Section 11 - Who Is An Insured is amended to insured or a tenant of any insured, that arises include as an additional insured the person(s) or out of and in the course of: organization(s) shown in the Schedule, but only a. Employment by any insured; or with respect to liability arising out of your ongoing b. Performing duties related to the conduct operations performed for that insured, including of any insured's business;or acts or omissions of the additional insured in connection with the general supervision of such 2. The spouse, child, parent, brother or sister of operations. that "employee" as a consequence of Paragraph 1.above. Except as provided above,this insurance does not apply to any "bodily injury", "property damage" or These exclusions apply; "personal and advertising injury" arising out of or 1. Whether an insured may be liable as an resulting from the neglect or negligence of the employer or in any other capacity;and additional insured beyond the general supervision 2. To any obligation to share damages with or of your ongoing operations. repay someone else who must pay damages because of the injury. B. With respect to the insurance afforded to these additional insureds, the following additional C. If other valid and collectible insurance is available exclusions apply: to the person(s) or organization(s) shown in the Schedule for a loss we cover under Coverage A or This insurance does not apply to any"bodily injury" B then the person or organization shown must to: also tender any loss to each such other insurance. 1. An "employee" of any insured, or a person Should such other insurance apply then this hired to do work for or on behalf of any insurance is excess over any other such insurance. BG-G-370 06 09 Includes copyrighted material of Page 1 of 1 ISO Properties, Inc.,with its permission. POLICY NUMBER: 181 B O 8 8 818 COMMERCIAL GENERAL LIABILITY CG 24 04 05 09 WAIVER OF TRANSFER OF RIGHTS OF RECOVERY AGAINST OTHERS TO ADS This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART PRODUCTS/COMPLETED OPERATIONS LIABILITY COVERAGE PART SCHEDULE Name Of Person Or Organization: Any person or organization with whom you have agreed, in a written contract to waive the transfer of rights of recovery against others to us, provided such written waiver is fully executed prior to an "occurrence" in which coverage is sought under this policy. Information required to complete this Schedule,if not shown above,will be shown in the Declarations. The following is added to Paragraph 8. Transfer Of Rights Of Recovery Against Others To Us of Section IV-Conditions: We waive any right of recovery we may have against the person or organization shown in the Schedule above because of payments we make for injury or damage arising out of your ongoing operations or "your work"done under a contract with that person or organization and included in the"products-completed operations hazard". This waiver applies only to the person or organization shown in the Schedule above. CG 24 04 05 09 C Insurance Services Office,Inc.,2008 Page i of t s ,� THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. AMENDMENT -OTHER INSURANCE (PRIMARYAND NON-CONTRIBUTORY COVERAGE) This endorsement modifies insurance prov4ded,under the following,- COMMERCIAL GENERAL LIABILITY COVERAGE PART PRODUCTS-COMPLETED OPERATIONS LIABILITY COVERAGE PART Schedule of Additional Insured(s): Any person or organization with whom you have agreed, in a written contract, that such Person or organization should be added as an additional insured on your policy, Provided such written contract is fully executed prior to an "occurrence" in which coverage is sought under this policy. A. Paragraph C. of this endorsement replaces cover under the applicable Coverage Part to which paragraph 4. Other Insurance of Section IV• this endorsement is modifying, this insurance is Commercial General Liability Conditions, but primary and non-contributory, only with respect to the insurance afforded to the However,this endorsement, additional insured(s)scheduled above. 1I.Applies only when you are required by contract, agreement or permit to provide B. Paragraph C. of this endorsement replaces primary and non-contributory coverage for the paragraph 4. Other Insurance of Section IV- additional insured, provided such written Products-Completed Operations Liability contract,agreement or permit is fully executed Conditions, but only with respect to the insurance prior to an "occurrence"in which coverage is afforded to the additional insured(s) scheduled sought under this policy,and above, 2.Does not apply to any claim, loss or liability due to the sole negligence of the additional C. Other insurance insured. Notwithstanding other valid and collectible insurance available to the insured for a loss we IFG-G-0094 02 12 Includes copyrighted material of Pagel of I ISO Properties, Inc-,with permission APIL oW S' 1. spectrum, spoftur�-:N) s d Response to City of Huntington Beach: RFP to Conduct 4th of July Run and Generate Sponsorships On Behalf of the 4th of July Run and Celebration Respectfully Submitted by: Spectrum Sports Management,Inc. Mike Bone,President mike@spectrumsports.net 909-399-3553 Jim Slobojan Fiscal Services Manager City of Huntington Beach- Finance Department 714-960-8820 Dear Mr. Slobojan, On behalf of Spectrum Sports Management, Inc., it is with great pleasure that I submit the enclosed response to the RFP for management of the Huntington Beach Fourth of July Surf City Run, and sponsorship development for the Run and Celebration. As the President of Spectrum Sports Management,Inc., I can assure you that our entire organization is thrilled at the prospect of engaging in the selection process for this great annual event, and continue our over twelve years of experience and profits for this event. Inside you will find background on my company and the key staff members who will be involved in continuing our run of success at the Surf City Run. I believe it is important to point out that over the last twelve years working with your Board of Directors for the Fourth of July Celebration,we have never once missed a budget,never once,been over budget, and have a consistent track record of growing attendance at the run,maintaining healthy sponsorship,and being cleaned up and out of the way for the start of the parade. Very simply,the Surf City Run is one of our very favorite events of the year. In accordance with your RFP standards, I present that I would be serving as the Project Manager on this event and the guidance and management of the Surf City Run would fall under my supervision,and that of our Vice President. If at any time during this process you would like to discuss the proposal material, you can contact me directly at: Mike Bone, President, Spectrum Sports Management, Inc. 2058 N. Mills Ave., Ste. 454, Claremont, CA 91711 909-399-3553, mike@spectrumsports.net I encourage you to take a close look at the references and details of the accompanying events that we also manager and I believe that you will find that the Surf City Run in in excellent company and associated with the very best standards of the running industry. I can also assure you that the following bid package will remain valid for at least 180 days and, frankly, for an extended period beyond that time unless something were to materially change on behalf of the City of Huntington Beach. As managers of the Surf City Run for the last twelve years we are supremely confident in our ability to manage this event. We know this event,we like this event,we know this community and the overall importance of the Fourth of July Celebration and we are very good at managing, growing, and driving this event. 2058 N.Milis Ave.#454 Claremont,California 91711 P 909.399.3553 F 909.399,9779 spectrumsports.net I look forward to hearing from you in the near future. I trust that you will enjoy reading our response and that we have addressed each of the areas outlined in the RFP to your satisfaction. If you have any questions please feel free to contact me directly and we would be happy to discuss any issues. Thank you for your consideration. Best Regards, Mike Bone President REQUEST FOR PROPOSAL VENDOR APPLICATION FORM TYPE OF APPLICANT: ❑ NEW F-� CURRENT VENDOR Legal Contractual Name of Corporation: Spectrum Sports Management, Inc. Contact Person for Agreement: Mike Bone Corporate Mailing Address: 2058 N. Mills Ave. #454 City, State and Zip Code: Claremont, CA 91711 E-Mail Address: mike@spectrumsports.net Phone: 9093993553 , Fax: 9093999779 Contact Person for Proposals: Mike Bone Title: President/Owner E-Mail Address: mike@spectrumsports.net Business Telephone: 9093993553 Business Fax: 9093999779 Is your business: (check one) ❑ NON PROFIT CORPORATION F-� FOR PROFIT CORPORATION Is your business: (check one) 0 CORPORATION ❑ LIMITED LIABILITY PARTNERSHIP ❑ INDIVIDUAL ❑ SOLE PROPRIETORSHIP ❑ PARTNERSHIP ❑ UNINCORPORATED ASSOCIATION 1 of 2 Names& Titles of Corporate Board Members (Also list Names& Titles of persons with written authorization/resolution to sign contracts) Names Title Phone Michael D. Bone President 9093993553 Bonnie L. Bone Secretary 9094378428 Federal Tax Identification Number: 27-5099250 City of Huntington Beach Business License Number: A262020 (If none, you must obtain a Huntington Beach Business License upon award of contract.) City of Huntington Beach Business License Expiration Date: 2/28/20 1 5 2 of 2 Background and Project Summary Our entire staff fully understands the objectives of this annual event and the Surf City Run's place among the greater Celebration of the annual Huntington Beach Fourth of July Festivities. The Fourth of July Celebration is annually one of Huntington Beach's most popular events, attracts in excess of 200,000 people watching the parade live and the parade has previously been shown to a national cable audience. It is our position that the Run is the perfect kick-off event for this celebration. We will ensure a celebratory, safe, profitable and timely event. Placing over 4,000 runners along Main Street prior to such a prestigious parade - and cleaning up prior to the race is not an easy task. We know the job, we understand the challenges and we have never once been late! Methodology Due to the nature and scale of the clients that we have referenced in this proposal, we must maintain a carefully crafted and executed Project Management System for all of our clients. This same system will be used for the Surf City Run to ensure the highest levels of industry standards and client satisfaction. Specifically: 1. The Surf City Run is incorporated into our yearly marketing/advertising calendar to begin teasing the event several months before the advertising will hit the market, and then to feature this advertising when it does. We will also use the Project Manager tool to ensure that all deadlines for all aspects of the event are met, a sample of this is included in Addendum B. The Project Management tool is a bi-monthly review of all upcoming projects up to six months out at Spectrum Sports and a specific team member is assigned to each project. 2. We are very hands on with our clients and involved in the details of the planning. A senior staff member will attend most all of the meetings and will remain in regular contact with City Staff and Board leadership. A questionnaire is filled out specifying each client's goals and a program is built around achieving those goals. 3. A detailed project schedule is the same as referenced in point 1 above. This process is used religiously and regularly to ensure no task if forgotten and that all jobs are finished on time. 4. We do not require much from City Staff other than timely payment of the invoices to the vendors and assistance in coordinating the city departments that interact with the run planning; police, fire, street services, disposal, etc. Staffing Mike Bone—President: Mike is a graduate of the University of California at Irvine with a BS in Economics. He was raised in Orange County and has spent his professional career in the Orange County/Los Angeles market having worked in the sports marketing and sponsorship industry for over 25 years. Mike will be responsible for the overall account management, client liaison, budgeting, and financial performance. Having been involved in this event for the previous twelve years under the management of his current company,Mike is uniquely qualified to continue to lead the Surf City Run with the full confidence of City Staff and the Fourth of July Board. Mike has built Spectrum Sports Management for thirteen years based upon understanding a client's needs and goals and then achieving those goals. Kevin Carrera—Vice President,Events: Kevin is a graduate of Point Loma University with a B.A. in Physical Education and a Master's in Sport Management from the University of San Francisco. He has worked at Spectrum Sports Management since 2006, and has a thorough knowledge of the level of professionalism and service provided to the client, the runners and the sponsors. Kevin provides leadership for the Angel's Baseball Foundation Run, Redondo Beach Super Bowl Run and the Disney Sports' events managed by Spectrum Sports Management. Kevin will work with the Board and the various city agencies in the planning process, securing all necessary vendors and permits, as well as, managing the internal budget. Kevin will also direct the staff and the timeline. Jim Ziska—Event Manager: In his role as Event Manager, Jim will manage the budget and assume the role of negotiations and management of our roster of vendors. Jim will be responsible for the on-site management of the contractors, deliveries and fulfillment. He would also be responsible for the sales of expo booths and management of the expo vendors. Jim approves all invoices prior to sending to the City for payment. Brandon Plough—Operations Manager: Brandon is a graduate of the United States Air Force Academy with a degree in Economics and a Masters in Sports Administrations from Xavier University in Cincinnati, Ohio. He serves as Operations Manager responsible for all course set-up, marking, supplies and operations, as well as the venue build out and tear down. He would be the liaison with government municipalities, city permit agencies and the vendors who will set up the course and the operations. Qualifications Spectrum Sports Management, Inc. is a full-service sports management and sponsorship agency founded in 2001. Our owner and President, Mike Bone, is a professional with nearly thirty years of experience in the business of sports marketing and management. The rest of the company staff, and contractors, make up the most decorated and respected professionals in the Southern California market place in the field of Sports and Event Management. We have provided such services at the highest level of professionalism for the past thirteen years. Our team has a combined experience of over fifty-years in the running management business. We provide competencies in management, sales, expo management, and timing. This experience has allowed Spectrum Sports to grow into the most respected event management company in Southern California. We are pleased and proud to count among our clients and events, runDisney West Coast Events, The Disneyland Half Marathon Weekend (Labor Day Weekend); Disneyland's Tinker Bell Half Marathon; Disneyland's Avengers Super Heroes Half Marathon; Disneyland's Star Wars Half Marathon Weekend; Angels Baseball 5K Run/Walk; Redondo Beach Super Bowl Run; professional golfs Northern Trust Open on the PGA TOUR; Catalina Island Eco Marathon; 2015 Special Olympic Summer World Games, and many others. In the specific areas of sponsorship development and sales, we have provided similar services to the AT&T Champions Classic on the PGA TOUR's Champion's Tour; USA Triathlon - as it prepared to debut in the Olympics; Disney Sports in Anaheim; the Redondo Beach Super Bowl Run; and the Northern Trust Open, PGA Tour. Spectrum Sports Management is headquartered in Claremont, CA with a full time staff of five staff. our President, Vice President of Events, Project Director, Event Manager, and our Operations Manager. Our Event Experience/References Spectrum Sports Management delivers one of the most successful and experienced race management teams of any company in Southern California. Our team of professionals who will service and manage your event have owned and/or managed some of the most prestigious events in Southern California. In each of the following examples, our work is comprehensive and extensive and the key personnel that will service your project are intimately involved in all aspects of the entire event, from start to finish. Here is a sample of some of our clients who also enjoy the benefits of this same team. runDisney Disneyland Half Marathon Weekend®, Tinker Bell Half Marathon, Avengers Super Heroes Half Marathon, Star Wars Half Marathon Weekend: Complete race management services, designing and managing the course inside Disneyland, around the City of Anaheim, and all municipalities, manage the freeway off-ramp closures with the CHP and Cal Trans; start line management, finish line management, and build-out all other details of this race that features over 35,000 participants over the course of the weekend. • 2007—Present(current contract extends through 2019) • Budget—the budget is managed internally within Disneyland and the contract prohibits sharing specific revenue and expense items. We can verify that all of our Expense Budgets come in below budget due to our scale of work with the Vendors. Financial commitments extend to a twenty-percent(20%) commission on any sponsorship sales or expo sales • Shannon Abeyta Sr. Manager Sports runDisney 714-284-6383 Shannon.Abeyta@disney.com Redondo Beach Chamber of Commerce Redondo Beach Super Bowl Run: Owned by the Redondo Beach Chamber of Commerce. Spectrum Sports has assumed complete management of this annual event and grown the participant base over 25%to over 8,000 runners annually. Management includes all services from retaining subcontractors, to selling sponsorships, liaison with the City of Redondo Beach and complete turn-key management on event weekend. • 2005—Present(current contract extends through 2018) • Spectrum Sports Management is responsible for securing all levels of sponsorship for the Redondo Beach Super Bowl Run, from mid-level to Presenting Sponsor. Over the last five years, Spectrum Sports has secured over$100,000 in cash sponsorship for the event, in addition to direct"budget relieving trade " sponsorships. Sponsors associated with this event include Kaiser Permanente (Presenting Sponsor), Michelob Ultra, Village Runner, Chevron,Northrop Grumman, The Beach Reporter, Clif Bar,AES Redondo Beach and Arrowhead Water. • Budget- The Redondo Beach Super Bowl Run in 2014 was budgeted as such, Revenue to = $288,800, Expenses to = $188,500 and Net= $100,300. Spectrum Sports was successful in balancing the budget and event promotion, with the final net profit= $101,000 for 2014. • Marna Smeltzer President and CEO Redondo Beach Chamber of Commerce (310) 376-6911 Marna@redondochamber.org Did Hirsch Mental Health Services Alive and Running 5K Run/Walk: Owned by Didi Hirsch Mental Health Services, Spectrum Sports has assumed race management of this annual event and grown the participant base to over nearly 2,000 runners. Management includes all services from retaining subcontractors, expo management, liaison with the City of Los Angeles and complete turn-key management on event weekend. • 2005—Present • Budget—This budget is managed internally and the sponsorship and revenue sources are proprietary given the nature of the event and the support given by individuals as well as corporate pledges to this 501.c.3. We can demonstrate, however, that the profitability of this race has increased each year for the past four years and annually runs over$150,000 with fewer than 2,000 runners. Due to the nature of the charity, Spectrum Sports Management has waived all commissions on this specific event so therefore we do not have any financial obligations on sales. • Kita Curry CEO Didi Hirsch Mental Health Services kcurry@didihirsch.org (310) 751-5423 Angels Baseball Foundation Angels 5K and Fun Run: Established in 2011 with the guidance of Spectrum Sports Management. Complete race management services, designing and managing the course on Angels property and around the City of Anaheim, start line management, finish line management, volunteer recruitment and all other details of this race that features over 4,000 participants annually. • 2011 —Present With this first year event, the Angels Baseball Foundation along with the assistance of Spectrum Sports was successful in gaining $18,800 in cash and trade sponsorships. Sponsors included, Incipio, ARAMARK, OCTA, Aquafina, ESPN Zone, and Kaiser Permanente. • Budget-The Angels 5K and Fun Run was budgeted as such, Revenue to = $131,250, Expenses to= $75,889 and Net= $55,361. For this first year event, Spectrum Sports was successful in balancing the budget, with the final net profit _$63,646,which is a great accomplishment for a first year event in the Southern California Race market. Spectrum Sports is entitled to a twenty-percent(20%) commission on all cash sponsors delivered to this event. • Chrissy Vaughn Community Relations Coordinator Angels Baseball (714) 940-2135 Chrissy.Vaughn@angels.com Run Catalina Race Series Spectrum Sports manages four events on the island including the Catalina Marathon, Catalina Triathlon, Catalina Eco-Marathon (inclusive of a marathon, half marathon, and 1 OK), and Avalon 50 Miler Benefit Run. Our scope of service include: Complete race management services, designing and managing the courses, start line management, finish line management, volunteer recruitment and all other details of this race. Management also includes all services from retaining subcontractors,to selling sponsorships, liaison with the City of Avalon, Catalina Island Chamber of Commerce, and the Catalina Island Conservancy and complete turn-key management on event weekend. • 2007—Present • Christie Collins Director of Leases and Special Projects Catalina Island Conservancy (310) 520-2595 ccollins@catalinaconservancy.org Fee Proposal The following formula is suggested as a compensation package over a three-year term for this agreement. A) Base Fee: A base fee for each year of the agreement of$21 0 note: we are proposing to hold out current fee steady for the term of this agreement) B) A per participant bonus for every participant above 3-,500­&f-$2_.5C per runner/each year of the contract. C) Commission: A twenty percent(20%0) commission for-all-sponsorship sales-,,7recruited, signed and serviced-by Spectrum Sports during the term ofthis-agreement.-This same commission shall be applied to both run/walk sponsors and general Celebration sponsors that are recruited and signed by Spectrum Sports at the direction and approval of City Staff or the Fourth of July Board. D) The City will not be responsible to `front' any funds. All costs shall be billed to the City after services and goods are received, and invoice amounts confirmed and approved by Spectrum Sports. Addendum A Scope of Services We respectfully provide the following answers and input to the stated scope of services regarding the responsibilities of the promoter: Attend planning meetings of the 4th of July Executive Board and city staff, as needed. Provide regular updates on the run, expo and sponsorship efforts. Work with Board and city staff members of various departments regarding logistical planning. Spectrum Sports will provide senior level representatives at all meetings of the Board; both Kevin Carrera, Vice President of Events and Event Manager, Jim Ziska will directly manage the event. Mike Bone, President of Spectrum Sports Management, Inc., will manage all aspects of the event. For each monthly Board meeting we will be prepared to present a full update, as well as e-mail this update to the Board Chair prior to each Board meeting. Develop sponsor proposal materials for the run. A sample of a similar sponsorship proposal must be submitted with the proposal. Proposals must demonstrate an ability to deliver cash sponsorship for similar events, showing budget relieving and cash delivered to the event. Sponsorship package must be approved in advance each year. There is not a better event management company in southern California at developing and successfully delivering sponsorships for a similar event. Some of our accomplishments include: ■ Redondo Beach Surf City Run: Five-year total of cash sponsorships =over$100,000 ■ Surf City Run: Three year total of cash sponsorships, including expos = $40,875 ■ PGA Tour: $3,000,000 annually Spectrum Sports will develop custom sponsorship proposals for each year of the run, outlining opportunities for a Presenting Sponsor and Venue Sponsors. We will aggressively pursue both cash and budget relieving sponsors that will provide a direct off-set to the budget. Coordinate sponsor benefit package with overall 4th of July Celebration sponsorship. Solicit sponsors. Provide sponsor fulfillment. We will continue to work with the Board to develop joint sponsorship proposals between the Run and the Fourth of July Celebration. This effort will be dramatically enhanced with the opportunity to speak to sponsors regarding a multi-year agreement and community promotions. Our Event Manager would oversee the sponsorship package creation, management of the sales efforts, and provide regular sales updates to the Board Chair. Consult on budget development. Provide a budget from a similar event that was conducted by vendor, showing revenue and expenses. The run will operate within the approved run/expo budget as approved by the Fourth of July Board. We will work with the Board to establish the run/expo budget before it is submitted as part of the approved Fourth of July Celebration budget. Monthly reports on a running budget will be provided to city staff and the Board Chair for approval and review. A final budget will be submitted to the Board and to city staff within thirty(30) days of the end of the event, and full accounting (including invoices and documentation)will be submitted with each invoice. For the Board's review, we have included a budget from the Redondo Beach Super Bowl 1 OK. Recruit and service expo booth vendors on race day. Proposal must demonstrate an ability and past experience in successfully selling expo space at a similar event. We have many years of experience putting on successful Health and Fitness Expos. Below is an overview of sponsors/vendors Spectrum Sports was able to successfully recruit for the 2014 Redondo Beach Super Bowl 1 OK. Sponsors: Kaiser Permanente, Michelob Ultra, Village Runner, Chevron, Northrop Grumman, The Beach Reporter, Clif Bar, AES, Arrowhead, and the City of Redondo Beach, among others for a total of 32 booths. Health & Fitness Expo: The 2-day Health and Fitness Expo presented by Michelob Ultra was a success with over 30 booths on display and expo booth sales totaling$10,345. The expo featured chiropractors; health and fitness products; nonprofit organizations; and tasty samples. Design and produce marketing materials. Design,print and distribute entry form,posters and advertising. Use vendor's database to contact past runners and contacts for event via email or mailed postcard. We are very proud of having developed and marketed the first logo to ever be used consistently with the Surf City Run. We will continue to use this logo on all marketing materials as it has become extremely familiar to the running community. While distributing flyers to races is still an important part of marketing runs, we have largely been moving towards social media sites and e-marketing and we will continue to effectively use this method of marketing for the Surf City Run moving forward. We will send out the application via email to the over 30,000 person database that we manage for our events. The run will also be the featured run on a minimum of two monthly newsletters sent out to our entire database each month. For the past twelve years, as our contribution back to the Board, Spectrum Sports has hosted and paid for the web-site management of www.surfcilyrun.com. We have invested in content management software to make updates and changes in a timely and efficient manner. We have also ensured that the web-site is linked to the overall Fourth of July Celebration site for ease of use and navigation. We will also tie-in our very active and successful Face Book at Spectrum Sports to further extend our marketing reach. Develop and produce awards. Secure materials for and prepare "goodie bags"for participants. We work with excellent vendors on our participant awards. Overall awards for the Surf City Run as well as the age group medals are extremely unique and themed specifically to incorporate the city of Huntington Beach as well as the 4ffi of July theme. Work with the Board to design and produce t-shirts for run participants. ,Design to be approved by the Board and purchase of t-shirts must follow city purchasing guidelines. In an effort to assist with quantity and costs, the Surf City Run t-shirt order has been part of the overall shirt order for the Fourth of July merchandise. We will continue to work with the Board to follow city purchasing guidelines to ensure the lowest possible price for shirts while monitoring the accuracy of the order. Provide for distribution of run flyers at all Los Angeles County, Orange County and North San Diego County running and walking events sixteen weeks prior to event. As in previous years, we would plan to have 15,000 applications printed. We would mail 10,000 of those applications out to past participants and distribute the rest of the flyers at race expos throughout Southern California. Oversee all logistical needs of the event and set up/take down, including all equipment, signage and banners. A key to our past successes has been the operational support and expertise that we bring to any event, in particular to the Surf City Run. We will completely oversee and implement all logistics for the run; from the expo area set-up and tear down, to ordering trash containers and toilets,to the course set up and festive holiday atmosphere. Supervise all aspects of course operations including but not limited to marking the course, supervising traffic control, course guides, medical aid plan. Provide Board and city staff with proposed run course, expo layout and timeline sufficiently in advance for city approval. Secure and provide committee with course certification and provide a cope to the Board. The course for this event will ALWAYS be certified by USA Track & Field and a certificate will be given to the City Staff for their files and use in the future. Additionally, a complete map of the run course (inclusive of all events) and a timeline will be provide to City Staff at the time of the Specific Events meeting and a coordinated timeline and overview provided to both Fire and Police to ensure proper compliance. We make sure the parade management company receives a detailed event day timeline beginning with the expo set-up all the way to the clean-up of the run course to ensure the on-time start of the parade. The expo layout is provided and approved by City Staff and provided to all departments at the Specific Events meeting. Work with Board to order and place necessary rental equipment including but not limited to staging,portable restrooms and trash bins. All equipment that is necessary to be rented, such as portos, trash, staging, will be given to the liaison with the Board to ensure the most efficient and competitive bid is developed. Spectrum Sports will also use our vendors to provide competitive bids on such services. Obtain any permits necessary for the Run Expo. (Building, Fire, ADA). Secure all necessary Orange County Health Department permits for the service or sampling of food for the run's expo and provide a copy to the Board. Spectrum Sports will be responsible for submitting all City permits, forms and insurance requirements for all aspects of the event. We have a long and successful history of working closely with the Board Fire and Police representative and we will continue to do so. Additionally, we have successfully secured a Health Permit for the Expo each year and generally target to have this permit in hand a full week prior to the event. All departments will receive a full Operations Plan and a map for the run venue for their distribution to their respective services and leads. Spectrum Sports Management has current insurance on file with the City and a current Business License for 2015. Recruit volunteer organizations to provide staff support to the event. Provide for volunteer scheduling, and supervision. Over the past twelve years, we have developed an excellent relationship with the Huntington Beach Junior Lifeguards and we anticipate continuing this relationship. The Junior Guards provide valuable assistance with our course monitoring, set-up, clean-up and many other areas. Prepare event script. For all of our races, we prepare an event script for the announcer with sponsor announcements, race history facts, course records, and any other special announcements the City or Board would like announced during the event. Coordinate registration. Please provide a detailed plan for registration with the proposal. Provide money handling and receipt system for approval. Spectrum Sports will work in conjunction with our selected Timing and Registration partner to design and implement an easy and effective registration process. For the purposes of planning and review,the following is our initial plan as currently proposed: ■ We will accept and actively recruit mailed-in applications at our home office in Claremont, CA. These will then be entered and a copy of each application will be sent to the database company to post on the event web-site for participants to check and ensure their proper registration. ■ We will promote on-line registration through the web-site www.surfcityrun.com,which Spectrum Sports reserved and started on behalf of the Board. We will also continue to refine the receipt system that we have implemented the past several years with checks being sent in with a receipt each time a deposit is made and a final accounting of the cash after race day registration. With each deposit a receipt is sent along, figures are reconciled between our office and the City and a final reconciliation is tallied. Provide participant database to city within 45 days after each event. This database rightfully belongs to the City and it will be turned over to the City in a timely fashion upon request. Coordinate finish line results. Provide post race statistics and communication with participants. Provide a detailed plan for how you would provide post race statistics to participants with the proposal. We work closely with out timing company to provide fast and accurate results for participants. Results are printed and posted at the race site as well as posted to the Surf City website that same day. The results link will also be emailed out to all participants in a post-race"Thank You" email to all participants. Provide an end of event summary/report with recommendations for County future events. As part of every event that we produce, Spectrum Sports conducts a very thorough After Action Report that reviews the good, the problems and suggested solutions for the future race. This report is shared with the Board Chair and Specific Events Director/Liaison. Addendum B Due D Status : Notes, 11/17/2014 Hotel Rooms Booked 4/10/2015 USATFInsurance 5/1/2015 Medals Designed 5/1/2015 Bibs Designed 5/1/2015 Awards Ordered 5/8/2015 Bibs Ordered 5/9/2015 Medals Ordered 5/12/2015 Kids Medals Ordered 5/12/2015 Shirts Designed 5/15/2015 Event Budget 6/1/2015 Food ordered 6/1/2015 Shirts Ordered 6/1/2015 Contact Pat and Neil for volunteers 6/1/2015 Jr.Guards for Health Dept.Letter 6/1/2015 Permits 6/1/2015 Worthy Park 6/1/2015 Traffic Control Plans 6/1/2015 Order Traffic Control Equipment 6/1/2015 Supplies Ordered 6/1/2015 Dumpsters Ordered 6/3/2015 Clocks Ordered 6/3/2015 Security 6/3/2015 Portos Ordered 6/17/2015 Tents/Tables/Chairs 6/17/2015 Radios Ordered 6/24/2015 Balloons for Start Ordered 7/14/2015 Invoices for Reimbursement USATF Waivers ` RF -�S, tea. f; ctt, ITNV Ru,A H 1* dr. 5 1 'Il tl9+iV r ii',V II Id' ul - IVliu i Iitldiiio -ice.=: r, +r•a ;1 �h 9 3 " 0t {� y °� H e wy 6; r"'"%�3 / ••'S^f - ,,,„- ,...4;�-� a§��\ ,. -V/^?ate a„i::. • o s » ® Expected Numbers: Races: it 4,500+ participants ®pen 5K Run/Wally , 9,000+ spectators Residents 5K Run/Waltz u; 5K Stroller Run ® Special Features Kids i mile & 1/2 Mile Run Live Disc Jochey Course featured on ® Fitness Expo: parade route 20+ vendors Olt Residence Age 13 29 and Under IN Los Angeles 30® 39 County wIN Huntington 40-49 Reach 5®+ A Orange County Other CA ' Gender f, Yin Male i is Female Otto , , Mui r C yq :sW `r§ 4{ �A ,- 5KRunfWa}kr sMAV e 1�9Th�Annua(HurrtEngtan Bexi„. >§ r ; x f � `" � >P� � a�".+�° LalebraUan wtth the 5urE Cuy Rurt StS'Th f fun and `_ � s - $ - ?`rHigh 8taz t t e ioy the fitne s Eepn and t ffia ada y> s og a s n�3 v� - � PII41,G9 Kads Run a .t � .� �✓_ _� Pi£,EttLiFEs. .,,u i w 21 2ui�$15�€ a � '"l �e � `"a •�:- ;�� � ua . FhN,Mf . P s i�v to za 539 ,R � < REGISTER t�fll lt#E 4A? uclty � ICL'IF � k 21 1 e ti 3f� �\" � 'ate _. M + / � ♦'�sz��' txv �-� ��f'^ / '� �, � f,,. www.surfciyrunco " S drum S�or� ManagemeltiElnc. [ ZOSs N: Mitls[aremonty G�►9171i y � a t YZ J ,`,��, �� ,, �ffice�9a9,349.3�553s 1 #ax 91,?9.3999?79 t��n#oE��spec�truimsporirs.net `` '\ Git� ��� L �ttOtt ��n�gtoxA� yti e e e • e e e ee Exclusive presenting of Title of one Sk, Baby Name& logo on all ap- event. Name& logo on Buggy or Fitness Expo. plications, race shirts, all race bibs,applica- Name& logo on all up- print ads,and promo- C 6� ' tions,race shirts,print plications, race shirts, tional materials. ads,and promotional print ads,and promo- s materials. Product Ex- tional materials. clusivity (if applicable). Spec" new •,:. , Inclusion in the Spec- Inclusion in the Spec- trum monthly e- trum monthly e- newsletter, newsletter,20,000+ 20 000+subscriber subscriber on M'�'We D" Yes Yes Yes -`sue "? ' �.. Logo and Link near Logo and Link Logo and Link ep,..: :..•1,,: event logo y, Yes Yes Yes 10x20 1Ox10 1Ox10 Yes Yes Yes a 12 s 4 along the finish line along the finish line along the finish line Name/logo-start &fin- Name/logo-start&fin- Name/logo-start&fin- d ish line ish line ish line Banners displayed through out venue s * 10 S S P yes yes - o e , CITY OF HUNTINGTON BEACH Professional Service Approval Form PART I RECEIVED FEB 11 2015 Date: 1/23/2015 Project Manager Name: Chris Cole Requested by Name if different from Project Manager: Finance Department Department: Community Services PARTS I OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED BY THE CITY MANAGER, 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: 4"'of July Surf City Run boo 2) Estimated cost of the services being sought: $ 000.00 each year for three years0i" 3) Are sufficient funds available to fund this contract? ® Yes ❑ No If no, please explain: 4) 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. 5) Is this contract generally described on the list of professional service contracts approved by the City Council? If the ans r to this question is "No," the contract will require approval from the City Council.) ® Yes ❑ No Fiscal Services manager Signature (Purchasing Approval) Date 6) Amount, Business Unit (8 digits) and Object Code (5 digits) where funds are budgeted (Please note that a budget check will occur at the object code level): Account number i=- i Contractual Dollar Amount Business unit. object# Year 1(estimate), Year 2 (estimate) Year 3(estimate)07 20445803.69365 $2-1F660-30,110 "IcU udget Approval Date / epartmenZH Signature ) ate Direct r of in ce's Signa ure Date Assistant City Manager's Signature Date APPROVED D6 I - ❑ f Cit anager's Signature Date professional service approval form-part i.doc REV:December/2013 J,, CITY OF HUNTINGT N BEACH Professional Service Approval Form RECEIVED PART II FEB 11, Z015 Finance i)Elarnien. Date: 1/23/2015 Project Manager: Chris Cole Requested by Name if different from Project Manager: Department: Community Services 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: Spectrum Sports Management Inc 2) Contract Number: CMS (Contract numbers are obtained through Finance Administration x 5630) 3) Amount of this contract: -$63-999- 110, 600` 0� Account number --�C'ijo�n'�tractual Dollar Amount Business unit. object# Year 1(esti ate) Year 2 (estimate) + Year 3(estimate) 20445803.69365 $21-,80030,ko jllic .- $21-,W0 3t,610 JRiC $21-,00(1313,CW )P-Jct, $ $ $ $ $ $ 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 hich describes the payment terms of the contract. Fiscal Se anage, (Purchasing) Date Budget Manager Approval Signature Date Direct o Finance(or designee) Signature Date professional service approval form-part ii.doc REV: December/2013 Prospective Bidders for Project 4th of July Run and Event Promoter/Coordinator(2014-1029) Issued on 10/29/2014 Bid Due on December 1,2014 4:00 PM(Pacific) Exported on 02/11/2015 VendorlD Company Name Address City State ZipCode Contact Name Phone Email Bidder Status 335721 Complex Entertainment 12711 Hidden Castle Houston TX 77015 Anthony Cole 713-551-6777 radams@complexent.com Bidder 335814 Spectrum Sports Management 2058 N Mills#454 Claremont CA 91711 Mike Bone 909-399-3553 mike@spectrumsports.net Bidder