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SEASIDE ICE, LLC DBA ICE-AMERICA (2)
INSURANI NOT "a fILL A-2022-214 WORK MAY NJI PR;iU"H, CLERK Or GJuii ;A DATE: OCT 2 5 2022 AGREEMENT WITH ICE-AMERICA TO PROVIDE AN OUTDOOR HOLIDAY ICE SKATING RINK FOR WINTER VILLAGE 2022 r, �` Z THIS AGREEMENT is made and entered into on this 18th day of October, 2022, by and (/'t ) between Seaside Ice, LLC, a California limited liability company doing business as Ice -America ("Contractor"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). Contractor and City are also referred to collectively as "the Parties" or individually as a "Party." RECITALS A. The City desires to retain a contractor having special skill and knowledge regarding the installation, providing of equipment, and maintenance of a portable outdoor ice-skating rink in the City and to provide support services for operation of this ice skating rink. B. Contractor represents that it 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 professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Contractor shall construct, provide all equipment for, and operate a portable outdoor ice rink of 82 feet x 50 feet (4100 square feet) in a location specified by the City and as set forth in detail in Contractor's proposal, attached hereto as Exhibit A, and incorporated by reference. 2. COMPENSATION a. City agrees to pay, and Contractor agrees to accept as total payment or its services for City, the rates and charges identified in Exhibit A. The total amount authorized during the term of this Agreement shall not exceed Seven Hundred Seven Thousand, Two Hundred Sixteen Dollars and Zero Cents ($707,062). This sum is comprised of (1) the base amount of $646,462 and (2) a contingency in the amount of $60,600 in case the event requires additional generator power. b. Payment of deposit in the amount of Fifty Thousand Dollars and Zero Cents ($50,000) shall be processed and made available, subject to City accounting procedures, for FedEx to Contractor on 10/19/22. c. Payment of Fifty Percent (50%) of base amount, Two Hundred Ninety -Eight Thousand, Two Hundred Thirty -One Dollars and Zero Cents ($298,231), shall be processed and made available, subject to City accounting procedures, for FedEx to Contractor on Page 1 of 10 10/19/22. d. Payment of remaining balance of base amount, Two Hundred Ninety -Eight Thousand, Two Hundred Thirty -One Dollars and Zero Cents ($298,231), shall be paid upon the Winter Village Event opening, subject to City accounting procedures. e. 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. 3. TERM This Agreement shall commence on the date first written above and end on January 31, 2023, unless terminated earlier in accordance with Section 15, below. 4. INDEPENDENT CONTRACTOR Contractor shall, during the entire term of this Agreement, be construed to be an independent Contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer -employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Contractor performs the services which are the subject matter of this Agreement; however, the services to be provided by Contractor shall be provided in a manner consistent with all applicable standards and regulations governing such services. Contractor shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 5. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Contractor under this Agreement ("Documents & Data"). Contractor shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Contractor represents and warrants that Contractor has the legal right to license any and all Documents & Data. Contractor makes no such representation and warranty in regard to Documents & Data, which were provided, to Contractor by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. 6. INSURANCE Prior to undertaking performance of work under this Agreement, Contractor shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: Page 2 of 10 a. Minimum Scope and Limit of Insurance Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an "occurrence" basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $5,000,000 per occurrence. If a general aggregate limit applies, either the general aggregatelimit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit. 2. Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if Contractor has no owned autos, hired, (Code 8) and non -owned autos (Code 9), with a limit no less than $1,000,000 per accident for bodily injury and property damage. 3. Workers' Compensation: as required by the State of California, with Statutory Limits, and Employer's Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease. 4. Broader Coverage: if the Contractor maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City. b. Other Insurance Provisions 1. Additional Insured Status: The City, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connectionwith such work or operations. General liability coverage can be provided in the form of an endorsement to the Contractor's insurance (at least as broad as ISO Form CG 2010 It 85 or if notavailable, through the addition of both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 2037 if a later edition is used). 2. Primary Coverage: For any claims related to this contract, the Contractor's insurance coverage shall be primary coverage at least as broad as ISO CG 20 0104 13 as respects the City, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Contractor's insurance and shall not contribute with it. Page 3 of 10 Notice of Cancellation: Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the City. 4. Waiver of Subrogation: Contractor hereby grants to City a waiver of any right to subrogation that any insurer of said Contractor may acquire against the City by virtue of the payment of any loss under such insurance. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer. 5. Self -Insured Retentions: Self -insured retentions must be declared to and approved by the City. The City may require the Contractor to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self - insured retention may be satisfied by either the named insured or City. 6. Acceptability of Insurers: Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best's rating of no less than A:VII, unless otherwise acceptable to the City. 7. Claims Made Policies: If any of the required polices provide claims -made coverage: The retroactive date must be shown and must be before the date of the contract or the beginning of contract work. ii. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract work. iii. If coverage is canceled or non -renewed, and not replaced with another claims -made policy form with a retroactive date prior to the contract effective date, the Contractor must purchase "extended reporting" coverage for a minimum of five (5) years after completion of work. 8. Verification of Coverage: Contractor shall furnish the City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage requiredby this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing allpolicy endorsements to City before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor's obligation to provide them. Page 4 of 10 The City reserves the right to require complete, certified copies of all required insurance policies,including endorsements required by these specifications, at any time. 9. Subcontractors: Contractor shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Contractor shall ensure that City is an additional insured on insurance required from subcontractors. 10. Special Risks or Circumstances: City reserves the right to modify these requirements, including limits, based on the nature of therisk, prior experience, insurer, coverage, or other special circumstances. INDEMNIFICATION Contractor agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Contractor, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Contractor further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Contractor's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor. 8. INTELLECTUAL PROPERTY INDEMNIFICATION Contractor shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Contractor to the City pursuant to this Agreement. 9. RECORDS Contractor shall keep records and invoices in connection with the work to be performed Page 5 of 10 under this Agreement. Contractor shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum periodaf three (3) years, or for any longer period required by law, from the date of final payment to Contractor under this Agreement. All such records and invoices shall be clearly identifiable. Contractor shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Contractor shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Contractor under this Agreement. 10. CONFIDENTIALITY If Contractor receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Contractor agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Contractor disclosed in a publicly available source; (c) is in rightful possession of the Contractor without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Contractor without reference to information disclosed by the City. 11. CONFLICT OF INTEREST CLAUSE 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. 12. NON-DISCRIMINATION Contractor shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Contractor affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 13. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Page 6 of 10 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 party, or anyone acting on behalf of any party, which is not embodied herein. 14. 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. 15. TERMINATION This Agreement may be terminated by the City upon thirty (30) 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(s) completed as of such date, and in such case such work product shall be the property 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. 16. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 17. JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, Page 7 of 10 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. 18. 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 Santa Ana and all other governmental agencies. Contractor shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 19. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 With courtesy copies to: Executive Director, Public Works Agency City of Santa Ana Civic Center P.O. Box 1988 Santa Ana, California 92702 Fax:714-571-4211 To Contractor: Seaside Ice, LLC (dba Ice -America) Attn: Scott Williams, Managing Member 807 Sprucelake Drive Harbor City, CA 90710 Page 8 of 10 M1 Agent for Service of Process: Scott Williams 501 Herondo Street, Suite 56 Hermosa Beach, CA 90254 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 20. FORCE MAJEURE Should the performance of any act required by this Agreement to be performed by either City or Contractor be prevented or delayed by reason of an act of God, strike, lockout, labor troubles, inability to secure materials, restrictive governmental laws or regulations of any kind including those regarding the COVID-19 pandemic, or any other cause except for financial inability not the fault of the Party required to perform the act, the time for performance of the act will be extended for a period equivalent to the period of delay, and performance of the act during the period of delay shall be excused, provided, however, that nothing contained in this section shall excuse the performance of any act rendered difficult solely because of the financial condition of the Party, City or Contractor, required to perform the act. 21. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, 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. b. The Agreement is the final and complete agreement and any prior or contemporaneous agreements for similar services between the parties is superseded by this Agreement. This shall not apply where the Parties are currently engaged and Contractor is providing services not contemplated by this Agreement. C. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. d. This Agreement may be signed in counter parts with each part or signature page compiled into one original document. C. The Parties agree that this Agreement may be signed using an electronic signature by any means that reasonably ensures authenticity. [signature page to follow] Page 9 of 10 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: Clerk of the Council APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By: Bran on Satvatierra Deputy City Attorney RECOMMENDED FOR APPROVAL: Hawk Parks, Recreation Services Agency CITY OF SANTA ANA Kristine Ridge City Manager SEASIDE ICE, LLC dba ICE-AMERICA SGott GUiGGigW'r Scott Williams (Oct 10, 202215:10 PDT) Scott Williams Managing Member Page 10 of 10 EXHIBIT A EICA ICE-AMR To: City of Santa Ana Attn: Timothy Pagano Executive Director / Parks & Recreation 20 Civic Center Plaza Santa Ana, CA 92701 tpagano@santa-ana.org Date: September 1, 2022 Subject: Santa Ana Outdoor Holiday Ice Skating Rink Proposal Dear Timothy: Thank you for the opportunity to present a proposal for a turnkey portable ice rink and related operations to the City of Santa Ana. It was a pleasure to provide the ice rink for the City last season and we welcome the opportunity to discuss the upcoming 2022-23 winter ice rink further at your convenience. We have included our general proposal below for discussion purposes and as a framework for an agreement for services. Part One of the proposal includes our exclusive Ice -World trademarked aluminum ice rink elements the ice rink dasher boards, all necessary equipment and labor, as well as our other exclusive products and experienced ice rink operations staffing. Part Two of the proposal focuses on event enhancements, including marketing, decorations, lighting, additional activities, a market, and food and beverage components. All items are optional and can be selected or modified as requested. The proposal is based on a service for fee model. The pricing shown is valid for the project wf a receive an even-toldaeposit of$50,000 upon execution o an imtii agreement, and enter into an additional agreement to receive the remaining balance for a November -January seasonal ice rink. Please let us know if you have any questions or would like any more information. We look forward to hearing from you. Best regards, Scott Williams Member Manager Seaside Ice, LLC DBA Ice -America 807 Sprucelake Drive, Harbor City, CA 90710 Tel: 323-776-9423 swilliams@ice-america.com Ice-America.com - ' 1 • � � Ir R�. '�''�4 1l1i r ' a r ICE-AMERICA I. Ice -America Qualifications and Experience Background: Ice -America is the exclusive distributor of the Ice -World aluminum ice rink system in the U.S.A. and Canada. This highly engineered system by Ice -World is annually installed in over 600 locations world-wide, and Ice -America has the full support of the Ice -World engineering team. In addition, All Access Staging & Productions is Ice - America's partner, providing staging and flooring expertise, as well as warehousing, installation, and production support. Ice -America is a dba of Seaside Ice, LLC, and has been providing ice rink services as outlined in this proposal since 2008. In addition, our principals have been producing ice skating rink events since 1997. Our partner Ice -World has been operating ice rinks since 1996. Sample of Ice -America Rinks: • Kings Island - Cedar Fair Parks Contact: Jamie Gaffney 513-754-5718 • Feld Productions - Disney On Ice Contact: Roy Fullgrapp 941-737-2978 • The Rink at The Cosmopolitan of Las Vegas Contact: Fedor Banuchi 702-698-7134 • The Rink in Downtown Burbank Contact: Marissa Minor 818-238-5170 • Temecula On Ice at Old Town Temecula Contact: Dawn Adamiak 951-693-3947 • LEGOLAND (theme park attraction) Contact: Laura Lee Juliano 760-918-5452 • Navy Pier, Chicago (winter wonderland) Contact: Patrick Gardner 312-595-5038 • SeaWorld Orlando (ice show rink) Contact: Cindi Miller 407-370-1334 • The Classic Center & UGA Hockey Team (NHL hockey rink) Contacts: Paul Cramer 706-208-0900 John Hoos 706-255-7485 • The Ice Rink at South Shore Alameda Contact: Michael Liberatore 510-521-8100 • Reno Aces Contact: Eric Edelstein 775-334-7023 • Downtown Oakland Contact: Andrew Jones 510-384-7874 • Port Angeles Regional Chamber 807 Sprucelake Drive, Harbor City, CA 90710 Tel:323-776-9423 swilliam s@.ice-americ a. com Ice-America.com ICE-AMERICA Contact: Marc Abshire 360-452-2364 • The Oregon Garden Contact: Christine Diacetes 503-874-2510 • City of Hillsboro Contact: Iris Ringer 503-615-3410 • Santa Anita Racetrack Contact: Leonardo Marcos 626-574-6486 • Tahoe City PUD Contact: Kay Berntson 530-580-6050 • Promenade Ice Chalet Contact: Cortney Medak 310 541-0688 x504 Events Produced & Promoted by the Ice -America Team: Brian Boitano Skating Spectacular (NBC) All That Skate (NBC) - Staples Center World Figure Skating Championships - Staples Center The American Open Pro Figure Skating Championships (Comcast) Champagne On Ice Skate of Champions Beverly Hills On Ice Client Comments: I truly enjoyed working with you and your team -you guys are top notch. Very professional, kind, easy to work with andyou delivered on every single aspect of this project as agreed. In fact, Ice -America exceeded my expectations on several occasions throughout the entire project, • I genuinely appreciate the sense of teamwork we developed over the past year. I hope we get to work together again soon. Laura Lee Juliano I Entertainment & Events Manager LEGOLAND® California Resort UGA Hockey Coach John Hoos: "....the ice system you have pioneered and thatyou continue to perfect allowed me bring a viable ice system to The Classic Center, and the system is large part of what allowed the idea of quick ice install and removal in very busy exhibition hall to be approved by the center and the city, and become reality .... It is the professionalism, knowledge, and execution of all of the claims of the Ice World system by Ice America, along with the dedication and work ethic ofall ofyou which has made this 20+year vision of hockey in Athens a reality" 807 Sprucelake Drive, Harbor City, CA 90710 Tel:323-776-9423 swilliams a ice-america.com Ice-America.com 4 ui� ICE-AMERICA PART ONE - Proposal: Santa Ana Outdoor Holiday Ice Skating Rink 1I. Scope of Services General Layout Drawings: 1 same ana ice rink model 807 Sprucelake Drive, Harbor Citv, CA 90710 Tel: 323-776-9423 swilliamsCice-americ a. com Ice-America.com ERI ICE-AMEmmCA 807 Sprncelake Drive, Harbor City, CA 90710 Tel:323-776-9423 swilliam sC. ice -am erica. coin Ice-America.com cl� ICE-AMERICA Ice Rink Description and Specifications Ice -America proposes to install a portable outdoor ice rink for the City of Santa Ana, to operate from December 8, 2021- January 2, 2022, including the following criteria and for the included fee schedule. Dates / Hours of Operation: Open December 8, 2022 - January 6, 2023 11:OOam-1O:OOpm Daily or as directed 2:30pm to 9:30pm on School Days Location: City Hall Plaza of the Flags 20 Civic Center Plaza, Santa Ana, CA 92701 Rink size: 82' x 50' = approx. 4,100 sq.ft. (subject to location space) Capacity: 164 skaters (1 per 25 square feet maximum) Principals/Project Manager/Marketing/Technician: Scott Williams / Phil Valentine / Azumi Williams / JD Uhls / Scott Rensmon Equipment and Services The following equipment and services will be provided by Ice -America: - Design and build substructure for ice rink will be executed by our partner, All Access Staging & Productions. - Air-cooled refrigeration system/ pump/ hoses/ expansion tank will be provided by and include 24-hour on -call service from Aggreko, United Rentals, or similar.- - Optional Generator for refrigeration system included in estimate and fuel for generator provided by host. - Insulation and vapor barriers. - Modular railing system with clear Plexiglas facing towards the rink with room to display signage upon approval from City of Santa Ana. - Ice rink maintenance equipment, including a Sport Ice resurfacer or Design Form Model B resurfacer, used multiple times daily and as needed. - Ice rink freezer system (approx. 50 x 82) using the Ice -World aluminum tubing system, headers, and equipment. - Rental ice skates, high quality Roxa brand with easy to use buckles and strong support, approximately 275 pairs of various sizes, sharpened, ready- 807 Sprncelake Drive, Harbor City, CA 90710 Tel: 323-776-9423 swilliam seice-ame rica. c om Ice-Anierica.corn ICE-AMERICA to -skate, with sharpener and services on site as needed during the run of the event. Skate change area with benches, outdoor carpet, and rubber flooring covering approximately 2,000 square feet. Skate trailer unit and tent for ticket sales, storing and distribution of skates, and office. Cash register equipment including POS system with capability to handle cash, credit card and online sales; software specifically designed for our industry. All tools, equipment and supplies for set-up, strike and maintenance. All Professional Supervision and General Labor for set-up and strike. Refrigeration Technician on -call 24 hours during entire term. General set-up and finish -out metal -frame covering over rink wall header, including Ice -World modular header covers. Clear Plexiglas sides with smooth inside finish of rink perimeter. Turf/carpet to finish perimeter/edge with black skirting covering substructure. Sound/public address announcements and playback of holiday music, and popular music. Rink Manager during entire term, trained and experienced in liability protection. All equipment and amenities to be installed and ready for test of equipment and facilities, twenty-four (24) hours in advance of grand opening. Operation of public skating sessions. Hours of operation to be determined but no longer than 1O:00am until 11:OOpm unless agreed by all parties. Professionally designed and installed liability signage and waiver release forms for every participant. Online waiver system and tablet kiosks for waiver completion on site. Professional Support Services including Consultation for Event Planning and execution by our experienced event planning team. Bobby the seal & Tommy the reindeer - Skating Aids: Unique to Ice -America, we include in this proposal 25 of our Bobby the seal and Tommy the Reindeer Skating Aids. In addition to increasing safety and lowering the number of accidents, these aids add value to the event by creating a better experience. And based on previous ice rinks, when rented at $8-$10/session they add up to $2 in additional revenue per skater, lowering the cost for a quality ice rink for the City of Santa Ana. 807 Sprucelake Drive, Harbor City, CA 90710 g Tel: 323-776-9423 swilliamsC&ice-americ a. c om Ice-America.com cl� ICE-AMERICA III. Turnkey Management and Day -to -Day Operations Ice -America will provide professional on -site management, experienced in customer service, liability -prevention and public safety. Our staff is well trained (see training manual) in our guidelines to make ice skating a fun and safe experience for all participants. Description: Ice -America staff wears professional uniforms at all times, including black pants, blue Ice -America shirts and blue Ice -America jackets. Public safety announcements are made regularly and holiday music is part of our experience. Our cash register equipment is an industry -specific POS system, and our staff is trained to operate the POS efficiently and effectively. Ice -America rinks designate an experienced staff member to handle coordination of group sales and special events. This includes handling phone calls, scheduling groups, and planning and overseeing special events. Our team is trained to operate the professional sound equipment and radio, cordless microphone, and to make public address announcements. Operations Revenue: In this proposal, all revenue associated with the ice rink venue will be retained by the City of Santa Ana. IV. Operations Experience Since 2008, Ice -America has been operating outdoor seasonal ice rinks in California. Years Operating Seasonal Ice Rinks: Ice -America has eleven years of experience operating seasonal ice rinks, along with our partner Ice -World, with over 20 years of ice rink operations experience. Related Operations Experience: Ice -America principals and project managers have been operating public events since 1997. Please see list above in "Ice -America Qualifications & Experience," for examples and references. Materials: Our online video shows Ice -America ice rink operations. We have ice rink equipment brochures, a rink marketing plan, safety manual, employee handbook, and pictures of mobile office, ice rink operations, staff and POS systems operations. 807 Sprucelake Drive, Harbor City, CA 90710 Tel: 323-776-9423 swilliams atice-america.com Ice-Anrerica.com EICA ICE-AMR V. Technical Approach and Timeline Ice -America uses a detailed project management approach to every ice rink project. Our team is capable of managing multiple projects through our systems engineering and support system partners. Approach: Please see attached site plan showing the proposed technical layout. This plan takes into account traffic flow, equipment placement safety, ADA requirements, and building code requirements. Ice -America rinks are installed under the supervision of one of our trained ice rink engineers. Safety and professional quality are considered throughout the process. This is achieved through using only best quality equipment and following all applicable safety procedures during installation and operations. The Production Timeline ensures that all schedules are coordinated and tasks occur in the correct order. This document will expand as particular vendor schedules are added and deliveries are scheduled. The Project Management Timeline includes major tasks and due dates, ensuring timely coordination of deliverables. The PMT will expand as more information is available. Production Timeline (Prelimina Oct 1 Site drawings finalized Applications submitted for required license & permits Begin Marketing Plan actions (continue as per schedule) Nov 10 Final production schedule due Nov 28 Begin load -in / Final equipment check and load ice gear onto trucks Nov 29 Install substructure and insulation Dec 1 Install ice elements and boards Dec 2 Begin making ice, Install mobile office -Dec 3 Install lights and sound Install rental skates and Bobby skating aids, Continue making ice Dec 4 Finish custom build -out carpentry Dec 6 Ready and walk-through check Dec 7 Available for ceremonies or private events during training day Dec 8 Open for business through Jan 2 Daily meetings with staff, Weekly meeting to assess statistics Jan 6 Close Jan 7 Begin load -out Jan 14 End load -out, property returned to original state 807 Sprucelake Drive, Harbor City, CA 90710 10 Tel: 323-776-9423 swifliamsCice-america. com Ice-America.com cia EICA ICE-AMR VI. Strategic Marketing Marketing Plan: The available Ice -America Marketing Plan describes in detail the marketing strategy, research, components, deliverables, and budget requirements we recommend for a successful holiday ice rink event. The strategy involves Advertisement Creation and Schedule, Media Sponsor Partners, Public Relations & Social Media, Program Schedule, Sponsorship, and Group Sales & Community Outreach. In addition to ads in local publications and social media, it is especially important to identify and solicit Media Sponsor Partners, develop a strong Program Schedule with interesting themes, identify and solicit Corporate Sponsors, and to initiate Group Sales and Community Outreach efforts to local groups, schools, clubs, and organizations. Marketing Schedule: For sponsorship sales, it is helpful to start six to twelve months before the event. Advertising plans should be in place by September lsr with activity commencing no later than November lst. Event Goals: Our suggested Attendance goal for the second season is 15,000 skaters. This will require a strong marketing and advertising program and exposure from Media Sponsor Partners and others. Publicity benefits include increased positive exposure for Santa Ana, through news stories and media. Statistics will be compiled from all ticket sales and tickets used (give-aways & donations) through our POS and waiver software systems and general accounting methods. All tickets willbe nu�ered andaccounted of r internally. Reports will be generated and shared with the City of Santa Ana. 807 Sprncelake Drive, Harbor Citv, CA 90710 11 Tel: 323-776-9423 swilliams@ice-america. coin Ice-America.com PUrr ICE-AMERICA VIII. City of Santa Ana Requirements Financial: Budget The Ice -America event budget for the proposal is included below. The actual scope of work is based on included items and confirmation from the City. Fee Schedule • $50,000.00 deposit due upon execution of initial agreement to reserve equipment • Payment of 50% balance of ice rink budget due upon execution of additional agreement (approved budget x SO% minus $50,000 deposit) • 50% payment upon opening Location & Utilities: Site Access to and usage of a suitable location for the ice rink installation and operation. *Security The City to provide overnight and daytime security (one guard 24/7 for the rink, and one optional guard for the entire event) to ensure the ice rink equipment is safe and to limit liability. Electrical Power The ice rink event will require a sufficient electric power source: 3-Phase, 480-Volt, 800 Amps total. 600 Amps will be necessary for the refrigeration chiller and the additional power can be delivered as 400 Amps at 220V (or 200 Amps at 208L20V & 200 Amps at 110V) for lighting, sound, office trailer, resurfacer charger, etc. The above power can either be provided by the City, or as listed in the Budget Options, provided by Ice -America with a generator. Water Access to two landscaping water nozzles is required. During the initial flooding of the ice it is beneficial to have access to a fire hydrant. Ice Rink & Event Lighting City to provide complete lighting package for ice rink and event space, suitable for safe operation of the ice skating and other planned activities in night conditions. All areas accessible to the public must be well lit for easy sighting of potential trip 807 Sprucelake Drive, Harbor City, CA 90710 12 Tel: 323-776-9423 smilliamsCice-america. com Ice-America.com ICE-AMEiucA hazards and other obstructions. 807 Sprncelake Drive, Harbor City, CA 90710 13 Tel: 323-776-9423 swilliam s@ice-america. c om Ice-America.com ICE-AMERICA Audio City to provide complete audio package with outdoor rated speakers and cabling. Playback volume should be controlled for safe event operations, and City to provide Ice -America 24/7 access to make public address announcements to participants and event space. Wifi Connectivity City to provide WiFi access points for Ice -America POS and waiver online systems. Toilets, Trash & Cleaning Public access to the adjacent toilets during operating hours, or portable toilets provided by the City, or requested additionally from Ice -America. Trash services and daily cleaning services of the plaza provided by the City. Seating, Tables, and Canopy City to provide any desired canopies for patrons, if desired. Ice -America to provide chairs and picnic tables as per Part Two of this proposal. First Aid Station and Fire Department Review to be provided by the City. ADA Access City to provide means for ADA access to/from the event location. Signage/Wayfinding City to provide event signage for event awareness and wayfinding. Parking City to provide parking for Ice -America and subcontractor staff and crew during event dates and install/removal. 807 Sprucelake Drive, Harbor City, CA 90710 14 Tel: 323-776-9423 swi llia m s( ice -am a ri c a. c o rn Ice-America.com E ICE—AMRIcfmCA IX. PART TWO - Event Production, Marketing & Enhancements In addition to the core ice rink equipment and services, Ice -America can also provide the following Event services directly or through our vendors: • Decorations o holiday lighting including flag poles, olive garden, village, tree o set pieces including installing Christmas tree on 4' stage o installation of winter village facades with sponsor opportunities o installation of winter mural • Performances and Appearances o Mrs. Claus appearances and storytelling • Activities o Holiday Train • Seating picnic tables folding chairs for viewers Our goal is to create an immersive experience that the community will see as their must attend holiday event annually. Our budget shows a wide variety of options that can be selected as desired. Event Production and Enhancements In addition to the holiday ice rink production, Ice -America proposes a comprehensive event production package including the selected items outlined in Part Two of this proposal. Ice -America's project manager will coordinate the creative work, installation, and operations management for all subcontractors. Rates for all subcontracted work are cost- plus at 20%. Decorations The event decorations can include comprehensive holiday lighting as well as a large decorated Christmas tree in a central location. Also included in our options is the installation of the winter village with highly decorated facades that can be sponsored by local businesses and professionals. Qualified vendors will be selected and managed for all required insurance and licenses. Performances & Appearances The ice rink and adjacent stage form the backdrop for both on and off -ice performances. Featured acts can include Santa skating times, ice skating performances, musical performances and other acts. If desired, special guests can be booked for musical performances on the main stage. 807 Sprucelake Drive, Harbor City, CA 90710 15 Tel: 323-776-9423 swilliams@ice-americ a. corn Ice-America.com ICE-AMERICA Activities In addition to ice skating, offering variety of themed activities will encourage the community and guests to stay and enjoy the event longer. It's important to have something fun for everyone to do, so including a trackless train for kids of all ages, storytime with Mrs. Claus, along with photo opportunities for the social media crowd, will enhance the event experience greatly! Event Enhancement Options Budget: The second part of the budget on the following pages outlines the requested options. 807 Sprucelake Drive, Harbor City, CA 90710 16 Tel: 323-776-9423 stvilliams@ice-america. com Ice-America.com ic:12 rill ICE-AMpioirt.l RICA X. Ice Rink Budget Pricing: porEehle Ice Inhs adTSPmucall ,onve ICE AMERICA Herlw Miry, CA Sang -_ _ _ Production Price u# 321n4W23 Ice Runk & Event 22.4_5w1o, taleluneek eTECeTEO RYSUM.�ARy Protect Ns: Ice Rink III Event Production Price list 22.4-Seven Prepared By: SWW Product: Ice Rink Production Title: Santa Ana Holiday Ice 5kal Rink Date: 2/23 Purpose: m dentbnal Ice dnk lnsmilaflon Production Oates: Nov 20-Dal 6 Rental III Location: Playa of the Flags, Civic Centel Santa Ana, CA mi open Oates: Dec B, 2022 - Jan 0, 2023 ROOUCf10N DESCGHMON: PmtluNan of portable ice rink It ancillary equipment Shipping I, transportation, installation, mall Indutled Production element: Ice Radmacee Chdia rental Include&: Lighting and sound equipment for Ice rink NOTES: Aso Included options: ice rink operations and maintenance ASSUMMONS: Budget Is based on Ire Surface 9A: 82' i5O' Not included in this budget: MA lremlit, opibnal ele cO water, wi A cm lydty, s rity„ crmre (if hied ), light, audb fonet tmsh, daily deaning service, first aid, tables/chars campy Dereating), eventslgnage, ADA access, pn SM storage l:`PFI�ENSFE: O Portable lm Rlnk Poured he Nnk pump Glycal, Liner, InsuRmn Ruurfoolrclal Snow Melt Equipment UnR Price No.Term Total N'kx $ 53,"D, $ O.R 4100 8 $ 23,616 provided of: ST A SIP Ice surface= approx. 4100 sell Includes ICE -WORLD Ice rink drop s, headers, header covers 1,776 1 1 Is CD6 ryrem pump for glycol, ABC It 2.15 41M 1 $ Ran glycol, plastic sheet, imulal $ 1,900 1 8 $ 15,2W small decblc Ice Nominated $ 21TS 1 8 $ 2,2a0 Hatred beating element A melt trough far snow melting ❑2 Chiller Rental Geller rental package $ 95 celNery, Install, pkkup IS 2,250 �3 Deal RoiMs PE Tansparen[ f 3.25 ®Otller Ice Rink Equipment Skates $ Helmets $ Skate Rack $ Skate Rack Shelves $ Skate Sharpener IS Evans thick plastic meat $ Skate aid ^Booby^ &'Tammy" $ �5 lnstallaHan, Training. TmnsporMion Wnkinstallation $ ProductIon fee $ Hotel for Install crew/mgr $ Shipping& Trucking . ©SNe Build -OR Skate lace area rubber mars Office bailer Tent Benches Railing / Bartick" ❑T /evalw Opflayx Platraml Ina llaBon Skate lace area mesh work Shipping &Trucking Platform �0 Rink ugMn9/sound Ronk Sound ablage 3.0 2.50 21 20 155 0.25 22.25 3,500 itl 150 2,250 ii 4 ,500 ZDD 2.00 $ 38,000 monthly rental of Miner, pump, tank a+dde abler a alulyment 2 1 IS ABOD delivery, installation, removal, ma p $ 7,800 300 8 $ 7,800 r acorn dal dear SaUUog boards x number Of Rest $ 2O,573 2Fi e $ 8,690 W. skates w/buckla 30 0 $ 600 helmets is, on, I) 6 0 $ 3,4W m.bid skate racks- collapsing with wheels 1 8 $ 160 shelves for in between portable racks 1 8 $ 1,240 EZ-Sharp or WtsOta 41M 1 $ 1,025 squaw feel requirod -for events rely IS B $ 5,550 pral of acting aid -seal' and 4tloper' $ 52,390 3 2 $ 21,DD0 MAR nmllation supervdmrs Ilk labor (in/out)/warehouse 1 I IS 22,390 travel, legal& admin, production fork,loll/mmova(/malnY¢napa/krk1116 2 $ - laal -not required (Supervisors load In and bad -out hotel) 2 2 $ 9,000 amounted tracking/shipping ice rink equipment U,245 $ 2.95 ISCD 1 $ 4,425 estimate far skate lace area rubber mats $ Z250 1 2 $ 4,5008' k Id ticket ofice trailer $ L650 6 1 $ 9,900 tens far skate rental &waivers&'UP ales Alighting $ 22 10 6 $ 1,320 benches falluders $ 12.50 2D 6 $ 2,100 Y sectlors IF 0,394 f 0.83 45M 6 $ 22,225 rental for 5peclallzed ice Pink low Sa(hMing platform $ 4.15 4500 1 IS 18,625 supervkars& labor for platform $ 13.25 025 1 $ 11,344 ramps& Ink platform rerpentry, skate lace area finish wart $ 1,850 3 2 $ 11,100 astlmated trucking/shipping for platform $ - q 395 1 0 S - hos[ta Dmdde: (4)ouMoor speakers, ansok, amplNe0 plaMah Rink Ll9hm, package IS 2,250 ©OpaaXMe Setup Fs, $ ]0,500 1 lTanager General Manager tee $ 1 Maintenance le e Ill $ 2,BT5 1 Weekly apead fee 'Estimated pa roll $ k500 1 It Ice HBaations GM It Ice Tel $ 2 Operations lNbllByimuanre .95 f O.9s 1750 $xurby $ 37.50 Omer f 1,85OUG L 1 BASIC HOLIDAY ICE RINK PRODUCTION OHOLIDAY ICE RINK PRODUCTION W/SITE BUILD OUT C [HOLIDAY ICE RINK PRODUCTION IN/SELECTED OPERATIONS cordide out, cables 0 S - hart to Par"Wi: light, truss, beam, light Songs $ 961 1 $ 10,500 staff hiring, training, unlfomK, management 6 $ 21,000 GM weekly ate (60 hahel 5 $ 13,175 Ice Tech Mgr weekly rale(fiU hrs/l $ - wdabie stxeng payroll fees 5 $ 32,500 Warta re at NHed paymll @ $27.50/hr (sub) m change hazel On actual hrs) 6 $ 11,400 W be determined Or provided by sponsor 5 $ 8,313 estimate sparked event insurance W operate ice rink at$.95AWMA, $ SEE BELOW: required 24/2 Security staff from Bel through kudnut 1 5,850 cOmaMer tmtnl, ON. 5 R65, 6o9 lul'c nTms In1�1 i� L-� !.Naha aPm� oar, ( $3101,39O Ilnnuaa Item listed In 18 make above awry 807 Sprucclake Drive, Harbor Cit%, CA 90710 Tel: 323-776-9423 sn'illiams a.ice-america.com Ice-America.com 17 ICE-AMERICA Xl. Event Budget Pricing & Combined Totals: OPTIONAL ICE RINK ADD -ON EXPENSES ]9 L62i/Of QKfl--a'tOk.'W A* $ 52,900 Platform $ 0.83 50M 6 5 24/50 rental for specialized ice rink low ScaRolding platform handlebar, is4.15 5000 1 $ 20,750 supervlsors& labor for platform Sklace area finish work Sol $ 13.75 $ - amps & rink platform carpentry, skate lace area finish work, Shipping &Trucking Platform § 1,850 2 2 $ 7,400 estimated trucking/shipping for platform D I HOLIDAY ICE NNK PRODUCTION WlUPERATIONS, EXTENDED DEIX $4ll,2I6 Includes Items Ilsted In all thai above damp 9 Optional Security Rink Security Rink § 32.50 $ *Host to Enhance required 249 security, (1) from load -In through load -cat Event Security $ 32.50 § - 'Host to provide security m Optional Power f 6QW0 f3e'OHOW cmerator $ 90 5001.50 $ 30,000 on"Ahdy rental of Smil Towhead Estimated End $ 6.00 850 6 $ 30,600estlmatedweeklygallosofdieselfuel E HOLIDAY ICE RINK PRODUCTION W/OPS, EXT DECK & POWER $-4 T 46 Includes Items listed In all build above Only EVENT EXPENSES, unit Price No. Term Total Pare 11 Food & Beverage & SeaOng $ 0,300 Seating & Tables $ 525 20 1 $ 11,500 pkoic tables (20) for armada rinking Paton, Folding Chairs $ 3,800 1 1 $ 3,600 proi of 100 room chairs'nd delivery Q Lighting, Demmtlona, Holiday Wlage $ 21,955 $ 86,346 rcuSe Mlage fd�CeS Bulldlagmateriak(2) $ 3,13a 1 1.20 $ 3,732 Santa's Village Hardware faux snow, white fending, tlkor AV Irradiation labor(5) $ 14,200 1 1.20 $ 12,040 Install Homing: olive garden, christmas uree, flag pale, village, tree, cables AV Strike labor (6) $ 10,360 1 1.20 $ 12,432 remove lighting: alive gran, Christmas tree, flag pole, village, cabling ❑ronllaOan labor (3) $ 7,250 t 1.20 $ 8,700 Installation IaUor: 3 carpemers x 3 days, 1 painter x 2 days, expendablas Strike later(4) $ 5,250 1 1.20 $ 6,300 stoke labor &reopened; 3 carpenters x 3 stays, expendables reuse rr 1Mural 1.20 $ - oulover vinyl mesh printed fence mual(6x 25(') w/graphic all reuse bflx/enfSbge Christmas Tied 1.20 $ - 15'Chrittmas tree and 4'stage TUB Hined awned by Dry) AV Renals r9 $ 15,425 1 1.20 $ 18,520 power drtro, flagpole festoon lighting & equip, chr&Mas tree stage, ric. Pnjact Adminlsharmn (8) $ 16,310 1 1.20 $ 19,572 production labor, mnOngenry, design, production moral, Insurance Fl-31 Performances & Appearance $ gain Performance Manager $ 1,250 4 $ - weekly rate for performance manager Local Performances s - -1-1 s an oat, c ppdprlmn, and nonagon eat of local perduarga es Santa Appearances 5 350 5 mtmdndetlr 2 Santa appearances for 4/111 each appearance &a0ng MascW s 50 not ,a0uned: appearances of sound characters Mrs. Claus Appm20cH § 55 6 26 is 8,580 Starytlme whiff Mrs. Claus national Trier rands eu. .e ,u. up,b ,a.gFl For cHebN oguar V ron,m ic- I'lll,soundllginlnSEloguanlTi spiulag hY alMnntive vended F141 Holiday Marko[ 1A00 Manager L.'S'3 � n12d: Ian' agmg &,na"age,nenl It maul 'ad""'ad""Eventvent and Vendors vandal 5 - by Post r wzinned.. Tents ,, �� ntlutlzd [east 61191m0n9 for vendors, prctlucbon s roc l 111 palling/Demand. $ 20 18 5 $ 1,800 3'secWms I5 Activities $ 31 Tackbs Them $ no 5 30 $ 32,500 trackless train operation estimate -5h sidayx 30 days JU FI-61 Dpemtions 30A5O Elam Mn Activity staff $ 27.50 20 30 $ 16,5o0 variable estimated Patton for staff collage, f.75 Operations 1pladoyInsurance $ CJS insurance bopealeaNvmes a[§_)5/partidipant IDCO 5 $ 3,7SO mormato ranee to y cravats Transligon $ lookoo,21 Sam Miff, wstrs into spanlsM1, Wemamese t $ 600 B4 Banner Pdn0n9 B S 50.00 not p0onof 9 S - no[nrtluded, 4 xtt dmne5 printed 4 Other l ra 0 not lntlutlad. cmrtmnw rental, etc. 12 Praductlon, Installation, Training, TnnspoKa6an, Security $ S6A40 Enhancement, installation crew$ 3,500 2 2 $ 14,000 Support lmact tion supervisors&labor (In/out)/warehouse Poducamn Management fee if 15,250 1 1 $ 15,250 travel, legal & admin, prod for Iast/removal/mntnq forkliN/sci55oriifts Elecmcal rentals & fors S i2190 1 1 22,190 estimated dectncal services and supplies Geheanr for Event TBD - generator & distro rental Package for event power (not Ice my) Fencing for Mural & Security $ $ to be determined or provided by bast Shipping & Trucking $ 1,850 2 2 $ 7,400 estimated tmrc ng/shlppdng equlphrom F❑EVENT PRODUCTION EXPENSES - ALL OPTIONS COMBINED TOTAL D & F COMBINED TOTAL E & E 229 236 includes Items loted is all atoms above omy 646,462 combined total not including generator Power 707,062 combined total Including generator Power 807 Spn2celake Drive, Harbor Cin, CA 90710 Tel: 323-776-9423 swilli anisCa dce-am erica. con Ice-America.cona m EICA ICE-AMR XII. Event Budget Terms: TERMS: Please check all requested seMcs, and Include signature below. $50,000 deposit due to reserve. Remainder of 50% balance due October 19, 2023. 50% due after opening. DIRECT ALL INQUIRIES TQ: MAKE ALL CHECKS PAYABLE TQ: Scott Williams Seaside Ice, LLC -dba Ice -Amanda tel: 310-323 776-9423 Ann'. Scott Williams e-mail: swilliams@ice-amedca.com 807 Spmeelake Olive Harbar City, CA 9W 10 We aka accept Visa, Marterced far an additional fs Legal: Btlmals, is subject to change. Lessee is responsible for any applicable gate@ local tams that may be due. {E4lmated payroll (lours billed at $27.50 per hour XIII. Included Materials Video: See Ice -America Video on our website at www.ice-america.com. Video includes Ice - America rinks, operations, staff, equipment, and Bobby skating aid. Other Ice Rink Materials: Ice -America brochure, Bobby & Tommy skating aid and accessories brochure Operations Materials Available: Ice -America marketing plan, safety manual, employee handbook, and pictures of mobile office, ice rink operations, staff and POS systems operations. XIV. Required Permits and Licenses Business License: Ice -America will maintain a valid business license for the City of Santa Ana during the term of the agreement. Permits: Ice -America will work with the City to acquire all permits necessary for the installation and operation of the portable ice rink event, including but not limited to; Use Permit, Fire Permit. XV. Safety Record Ice -America has an outstanding business safety record, and complies with all existing Federal, State, and CAL OSHA laws and requirements. An industry specific safety manual and training program are included in our training and services. 807 Spmcelake Drive, Harbor City, CA 90710 19 Tel: 323-776-9423 swilliamsCice-am eric a. c om Ice-America.com PCIFIL ERICA ICE-AM XVI. Additional Rink Specifications: 1) size to be 25 meters x 15 meters (approximately 82' x 50', 4100 sq. ft.) 2) 15 Aluminum Elements tubular paneling (15, 25m long x 1m wide = 82' x 50') 3) Insulation 1" thick 4) Aluminum corner L-profiles; edge height 7cm (70mm) to run perimeter of rink, overlapping included 5) 4" Aluminum Header complete with all fittings. 4" camlock couplings with 4" reinforced EPDM pressure and suction hoses 6) 4" Flex Hose Transmission lines - approx. 250' run 7) Header Covers 8) Pressure & leak test of transmission lines & piping 9) 24-hour On call Technical Support 10) Installation: set up, connection, ice making 11) Dismantling: shut down, disconnection, cleaning, draining, folding, loading 12) Shipping Dasher Boards: PE Style 1) 42" high x 2" wide recreational style structural aluminum frame 2) 50' x 82' perimeter 3) Two double -doors: one of 2m (6.6') one of 1m (3.3') 4) One (1) double -door equipment gate: 3m (10') wide 5) Y4" thick x 42" high clear poly facing on all rink panels 6) 'h" thick x 8" high polyethylene kick plate- white 7) 'h" thick 2" wide polyethylene handrail- white 8) 3�4" UHMW polyethylene wear plates on the bottom of all door thresholds 9) All necessary hardware, fasteners, and anchors to provide a complete system 10) Includes Freeze -In Plate anchoring system Chiller & Generator: Model & Performance Data 1) 657,000 BTUH, Semi Hermetic Compressor, 200 nominal ton with 100 tons of cooling capacity, 1 x 50 Hp 2) Microprocessor Controller; On- Off switch for control circuit operation and automatic compressor lead lag on dual circuit units 3) 24V Control Transformer 4) Water Flow Switch, Pump Differential Sensor 5) Return Fluid sensing thermostat 6) Direct drive Condenser Fan Motor 7) Industrial Standar Glycol Pumps - 7.5 Hp, skid mounted. Able to run mono - propylene -glycol. External, 1 Primary 8) 100 tons @ 95 degrees F Ambient @ 44 degrees f LFT 807 Sprucelake Drive, Harbor City, CA 90710 20 Tel: 323-776-9423 satilliamsg ice-ame rica. corn Ice-America.com ICE-AMERICA 9) Standard Supply of 12 degrees F, 16 degrees return and Capable Supply 5 degrees F, return 10 degrees F 10)38% mono -propylene glycol @ 010 degrees C Evaporator 1) Shell and Tube heat exchanger 2) Maximum Flow Rate 360 gpm 3) Design Flow Rate 240 gpm 4) Minimum Flow Rate 120 gpm 5) Demineralized Water Volume JS gal 32 6) Maximum Pressure 150psi Connections 1) Field materials, valves and fittings 2) Evaporator Flange 4" for 4" camlocks and 4" hoses. 5" insulation on all water and refrigerant lines Regrigerant 1) R 404 mono -propylene glycol low temp refrigerant 2) 4, 425 gallon totes of mono -propylene glycol and demineralized water, a 38% propylene glycol demineralized water solution to run rink tubing, chiller system & tank 3) Anti foam bacterial disinfector: Bio 100 4) Storage Expansion Tank 35-600 gallon 5) Rink piping system Complete Charge from factory 6) Glycol Vacuum Pump 7) Charge 1461bs, 2 circuit 73 lbs each 8) MSDS mono -propylene glycol Sound 1) 60 dBA @ 25ft Set up and Breakdown 1) Factory Engineering Technical Support and 8 week warranty on all parts and immediate replacement within 36 hours 2) Factory Startup 3) Training 4) Installation 5) Shipping 6) Removal 807 Sprucelake Drive, Harbor City, CA 90710 21 Tel: 323-776-9423 s«2lliams n ice-america.com Ice-America.com Agreement —Seaside Ice (Ice -America) - Ice Skating Rink_FINAL_10.10.22 Final Audit Report 2022-10-10 Created: 2022-10-10 By: Emerson Frankston (EFrankston@santa-ana.org) Status: Signed Transaction ID: CBJCHBCAABAAY5XW1gSZWfAemElUG1BZ1akslplc7auo "Agreement_ Seaside Ice (Ice -America) - Ice Skating Rink_FINA L_10.10.22° History Document created by Emerson Frankston (EFrankston@santa-ana.org) 2022-10-10 - 10:07:15 PM GMT 741 Document emailed to swilliams@ice-america.com for signature 2022-10-10 - 10:08:56 PM GMT Email viewed by swilliams@ice-america.com 2022-10-10 - 10:09:17 PM GMT AG Signer swilliams@ice-america.com entered name at signing as Scott Williams 2022-10-10 - 10:10:12 PM GMT bQ Document e-signed by Scott Williams (swilliams@ice-america.com) Signature Date: 2022-10-10 - 10:10:14 PM GMT - Time Source: server Agreement completed. 2022-10-10 - 10:10:14 PM GMT Q Adobe Acrobat Sign NOTICE OF COMPLIANCE CITY STAFF: PRINT THIS PAGE AND INCLUDE WITH AGREEMENT TO THE CLERK OF THE COUNCIL Contractor Seaside Ice, LLC Name: Project 2022 WV (2) Number: Project Agreement With Ice-America To Provide An Outdoor Holiday Name: Ice Skating Rink For Winter Village 2022 The Certificate of Insurance (COI) submitted indicates that the coverages are in compliance with the insurance requirements. No further action is required at this time. The compliant coverage(s) are: EXPIRATION TYPE OF INSURANCE POLICY NUMBER COI DATE FILE NAME DATE Ice-America AUTOMOBILE LIABILITY AU202200014259 10/26/2023 10/25/2022 COI 2022- 2023.pdf Ice-America GENERAL LIABILITY PK202200012079 10/26/2023 10/25/2022 COI 2022- 2023.pdf Ice-America WORKERS COMPENSATION AND WC202200015566 10/26/2023 10/25/2022 COI 2022- EMPLOYERS' LIABILITY 2023.pdf Thank you, City of Santa Ana Risk Management Division in partnership with CTrax Plus Services Team 11/8/2022 2:44 PM