HomeMy WebLinkAboutItem 18 - Amend. to Elite Special Events, Inc. to Provide Event Equipment and Services at Various City EventsParks, Recreation, and Community Services
_ www.santa-ana.org/parks
Item # 18
r City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
April 18, 2023
TOPIC: Amendment to Agreement with Elite Special Events, Inc. to Provide Event
Equipment and Services at Various City Events
AGENDA TITLE
Approve First Amendment to Agreement with Elite Special Events, Inc. to Increase the
Not -to -Exceed Amount by $20,000 per Year through June 30, 2023, for a Total
Agreement Amount of $38,050, to Provide Event Equipment and Services at Various
City Events (General Fund).
RECOMMENDED ACTION
Authorize the City Manager to execute the first amendment to the agreement with Elite
Special Events to provide event equipment and services for various City events, to
increase the amount by $20,000, for a total not -to -exceed amount of $38,050, through
June 30, 2023, subject to non -substantive changes approved by the City Manager and
City Attorney.
DISCUSSION
On August 4, 2022, the City entered into an agreement with Elite Special Events to
provide equipment and services for various events, for a total amount of $31,950 for the
period through December 31, 2022. On January 12, 2023, the City of Santa Ana entered
into a new agreement with Elite Special Events to provide equipment and services for
various City events for a total agreement amount of $18,050. The City is looking to
increase the added value for a variety of events, including the Egg-cellent Adventure,
seven movie events at the park, and Juneteenth. Due to the superior work that Elite
Special Events has provided in the past, staff would like to increase the agreement
amount by $20,000, for a new total agreement amount of $38,050, for the period through
June 30, 2023 and to accommodate the additional events that the Parks, Recreation and
Community Services Agency will undertake.
FISCAL IMPACT
Funds are budgeted and available in the following accounts for the specified year:
Fiscal
Accounting
Fund
Accounting Unit, Account
Amount
Year
Unit -Account #
Description
Description
Amendment to Agreement with Elite Special Events, Inc. to Provide Event Equipment and
Services at Various City Events
April 18, 2023
Page 2
FY 22-23
01113230-
General
PRCSA-Recreation and
$18,050
62300
Fund
Community Services -
Contractual Services
Professional
FY 22-23
01113017-
General
PRCSA-Youth Services
$20,000
62300
Fund
Contractual Services
Measure X
Professional
EXHIBIT(S)
1. First Amendment to Agreement
Submitted By: Hawk Scott, Executive Director of Parks, Recreation and Community
Services
Approved By: Kristine Ridge, City Manager
FIRST AMENDMENT TO &GREEWNT WITH ELITE„5PEQAL EVENTS, INC.. TO
PROVIDE EQUIPMENT D TA FIN SERVICES FOR QUT`DQQR PARK -EVENTS
THIS FIRST AMENDMENT to the above -referenced agreement is entered into on April 18,
2023, by and between Elite Special Events, Inc. ("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")_
A. The parties entered into Agreement No. N-2023-010 ("Agreement") dated January 12,
2023, to retain a qualified contractor to provide equipment and staffing services for various
City events, including the City's Kids Night Out events and other events as directed by the
City.
B. The Agreement is in full force and effect through June 30, 2023,
C. The parties now wish to amend the Agreement to increase the compensation under the
Agreement to provide additional programming.
The Parties therefore agree:
1. Section 2.a., Compensation, is hereby amended to increase the total amount to be
expended under the term of the Agreement by $20,000. The total not -to -exceed amount of the
Agreement shall be $38,050.
2. Except as modified by this First Amendment, all terms and conditions of the Agreement
shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the
Agreement on the date and year first written above.
Jennifer Hall
City Clerk
APPROVED AS TO FORM
SONIA R. CARVALEIO, City Attorney
B-mndon Salvatierra
Deputy City Attorney
Kristine Ridge
City Manager
CONSULTANT
f� f
Ted 11olcomb
Owner
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RECOMMENDED FOR APPROVAL
Hawk Scott
Executive Director
Parks, Recreation and Community Services Agency
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