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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />APRIL 1, 2014 <br />TITLE: <br />AGREEMENT WITH Al PARTY FOR <br />RENTAL AND INSTALLATION OF <br />EQUIPMENT FOR CINCO DE MAYO EVENT <br />cam. <br />CITY MANAG R <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />❑ <br />As Recommended <br />❑ <br />As Amended <br />❑ <br />Ordinance on I" Reading <br />❑ <br />Ordinance on 2ntl Reading <br />❑ <br />Implementing Resolution <br />❑ <br />Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />Authorize the City Manager and Clerk of the Council to execute an agreement with Al Party for <br />the rental and installation of equipment for the Cinco de Mayo event in the amount of $42,890.60, <br />which includes a 10% contingency, subject to non - substantive changes approved by the City <br />Manager and City Attorney. <br />DISCUSSION <br />The Cinco de Mayo event has been a positive attraction for the downtown businesses and <br />surrounding neighborhoods. This event attracts thousands of Santa Ana residents and visitors from <br />all over Orange County. The purpose of the event is to celebrate Cinco de Mayo through a safe, <br />family - friendly event that includes: live entertainment, food booths, informational /resource booths, <br />merchandise /service booths; cultural exhibits and carnival rides /games over three days. The 15th <br />Annual Cinco de Mayo Festival will take place on May 2 — May 4, 2014. <br />In recognizing the great value of the event, City of Santa Ana, Parks, Recreation, and Community <br />Services Agency (PRCSA) recommended that the City host the Cinco de Mayo and act as Event <br />Manager this year. The Event Manager will be responsible for providing all the necessary equipment, <br />stages, electricity, carnival rides, vendor booths, and insurance for the event. The decision to not <br />provide this responsibility to a promoter company and accomplish this undertaking by the City was <br />finalized earlier this year. <br />In the short time period that is available, City staff has been working to bring together all the <br />elements necessary to operate a successful event. As part of managing the event, city staff is <br />requesting to enter into an agreement with Al party to provide rental and installation of equipment for <br />the event. The equipment to be rented will include items such as: Canopies for vendor booths, food <br />booths; sinks; fences; restrooms, tables, generators, and a backstage area. The equipment will be <br />delivered Friday evening and set up by 7:00 a.m. Saturday Morning. Cleanup of the equipment will <br />occur Sunday evening and completely cleared by 6:00 a.m. Monday morning. Selection of this <br />company was made after soliciting pricing from various companies that have provided similar <br />25A -1 <br />