25B - AGMTS - CINCO DE MAYO - Laserfiche WebLink

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Agreements with A -1 Party Rental, Stage Plus Insure Protective Security and Christiansen Amusement for the Cinco de Mayo Event April 5, 2016 Page 2 DISCUSSION The Cinco de Mayo event has been a positive attraction for the downtown businesses and surrounding neighborhoods. This event attracts thousands of Santa Ana residents and visitors from all over Orange County. The purpose of the event is to celebrate Cinco de Mayo through a safe, family - friendly event that includes: live entertainment, food booths, informational /resource booths, merchandise /service booths; cultural exhibits and carnival rides /games over two days. The 17th Annual Cinco de Mayo Festival will take place on April 30 - May 1, 2016. In 2014, recognizing the great value of the event, the City of Santa Ana, Parks, Recreation, and Community Services Agency ( PRCSA) recommended that the City host the Cinco de Mayo event and act as Event Manager. The PRCSA will continue the responsibilities of the Event Manager for 2016 and be responsible for providing all the necessary equipment, stages, electricity, carnival rides, vendor booths, and insurance for the event. 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 agreements with the various vendors listed below for the following services: A -1 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 (April 29, 2016) and set up by Saturday morning (April 30, 2016). Cleanup of the equipment will occur Sunday evening (May 1, 2016) and completely cleared by Monday morning (May 2, 2016). Staff had the opportunity to compare services provided by three vendors and is recommending Al Party because of their price and their capacity to handle the diverse booths and various types of equipment the street fair component of this event needs. STAGE PLUS EVENT STAGING — To provide, install, maintain and remove rented stage, ground support systems, audio, lighting, scaffolding, barricades and ramps at 4th Street and 5th Street and Broadway Avenue for the Cinco de Mayo event. The contractor shall deliver the equipment on Friday, April 29, 2016, and start set -up immediately after the closure of the streets. The Contractor will cleanup and remove the equipment Sunday evening and have it completely removed and cleaned up by Monday morning, May 2, 2016. Contractor will also provide stage manager services for Saturday and Sunday. INSURE PROTECTIVE SECURITY — To provide security guard services for the Cinco de Mayo event to be held in downtown Santa Ana from Friday, April 29 through Sunday, May 1, 2016 with the number of security guards and timeframes for service as set forth by the City. After an evaluation of the services provided by prior security companies for previous Cinco de Mayo and Fiesta Santa Ana events, Insure Protective Security was selected to provide services for Cinco de Mayo 2016 25B -2