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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 2, 2014 CLERK OF COUNCIL USE ONLY: TITLE: APPROVED AGREEMENT WITH Al PARTY FOR ❑ As Recommended [] As Amended RENTAL AND INSTALLATION OF ❑ Ordinance on 1� Reading EQUIPMENT FOR FIESTAS SANTA ANA ❑ Ordinance on 2n° Reading EVENT ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER CITY MANAGER RECOMMENDED ACTION Authorize the City Manager and Clerk of the Council to execute an agreement with Al Party for the rental and installation of equipment for the Fiestas Santa Ana event in the amount of $49,031, which includes a 15% contingency, for a term to end on September 30, 2014, subject to non - substantive changes approved by the City Manager and City Attorney. DISCUSSION The September Fiesta event has been a positive event for the downtown businesses and surrounding neighborhoods. This event not only attracts thousands of Santa Ana residents but also visitors from all over Orange County. The purpose of this event is to celebrate Fiestas Santa Ana through a safe family friendly event to include: live entertainment, food booths, informational booths, merchandise /service booths, cultural exhibits and carnival rides /games over a three -day weekend. The 36 i Annual Fiestas Santa Ana will take place on September 12 — September 14, 2014. In recognizing the great value of the event, City of Santa Ana, Parks, Recreation, and Community Services Agency (PRCSA) recommended that the City host Fiestas Santa Ana and act as Event Manager this year. The Event Manager will be responsible for providing all the necessary equipment, stages, electricity, carnival rides, vendor booths, entertainment, and insurance for the event. The decision to not provide this responsibility to a promoter company and accomplish this undertaking by the City was finalized earlier this year. City staff has been working to bring together all the elements necessary to operate a successful event. As part of managing the event, city staff is requesting to enter into an agreement with Al party to provide rental and installation of equipment for the event. The equipment to be rented will include items such as: Canopies for vendor booths, food booths; sinks; fences; restrooms, tables, generators, and a backstage area. The equipment will be delivered Friday evening and set up by 7:00 a.m. Saturday Morning. Cleanup of the equipment will occur Sunday evening and completely cleared by 6:00 a.m. Monday morning. Selection of this company was made after soliciting pricing from various companies that have provided similar services to the City in the past. Al Party was 25C -1