HomeMy WebLinkAboutItem 20 - Agreement with Seaside Ice, LLC dba Ice-America Parks, Recreation, and Community Services
www.santa-ana.org/parks
Item # 20
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
October 18, 2022
TOPIC: Agreement with Seaside Ice, LLC dba Ice-America
AGENDA TITLE:
Agreement with Seaside Ice, LLC, dba Ice-America, for a Seasonal Ice Rink and Related
Services (General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute an agreement with Seaside Ice, LLC, dba Ice-
America, for a total amount not to exceed $707,062, which includes the base amount of
$646,462 and a contingency amount of $60,600, for a term beginning October 18, 2022
and ending January 31, 2023, subject to non-substantive changes approved by the City
Manager and City Attorney.
DISCUSSION
The City of Santa Ana will host the second annual outdoor, family-friendly winter event in
the Civic Center for Santa Ana residents and the surrounding communities. The event
will feature an ice-skating rink, food, holiday décor, and seasonal activities to be open to
the public from December 8, 2022 through January 8, 2023. Seaside Ice, LLC, dba Ice-
America, will provide the installation and operation of a seasonal, portable ice rink and
additional related services, including all necessary equipment and labor, experienced ice
rink operations staffing, marketing, decorations, and lighting (Exhibit 1). Staff may use
existing City contracts for support services, such as security and cleaning, and will seek
City Council approval for those items in the future, as needed. Ice-America has provided
ice rink services since 2008 and is the exclusive distributor of the trademarked Ice-World
aluminum ice rink system in the U.S. and Canada.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds for this project are budgeted and available in the account below. Upon approval of
the agreement, $348,231 shall be made payable to Ice-America. This amount includes a
$50,000 deposit to secure ice rink services and $298,231, which is 50 percent of the
remaining base amount due. The outstanding balance of $298,231 shall be made payable
to Ice-America upon opening of the Winter Village event.
Agreement with Seaside Ice, LLC dba Ice-America
October 18, 2022
Page 2
3
0
1
5
Fiscal
Year
Accounting Unit-
Account #
Fund
Description
Accounting Unit,
Account Description
Amount
22-23 01113230-62300 General Fund PRCSA-Recreation &
Comm. Svc, Contract
Services-Professional
$707,062
The City expects to recuperate a portion of the event production cost through ticket sales.
These revenues will be received into the account below.
Fiscal
Year
Accounting Unit-
Account #
Fund
Description
Accounting Unit,
Account Description
Amount
22-23 01113002-53331 General Fund Rec Comm Svs-
Mgrl/Support Svs, City
Events
$120,000
EXHIBIT(S)
1. Agreement
Submitted By: Hawk Scott, Executive Dir. of Parks, Recreation and Community
Services
Approved By: Kristine Ridge, City Manager
Page 1 of 10
AGREEMENT WITH ICE-AMERICA TO PROVIDE
AN OUTDOOR HOLIDAY ICE SKATING RINK FOR WINTER VILLAGE 2022
THIS AGREEMENT is made and entered into on this 18th day of October, 2022, by and
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 for 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
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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:
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a. Minimum Scope and Limit of Insurance
1. 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 aggregate limit 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
connection with 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 20 10 11 85 or if not available, through the addition of
both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 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
01 04 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 4 of 10
3. 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:
i. 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 required by this
clause) and a copy of the Declarations and Endorsement Page of the CGL policy
listing all policy 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 5 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 the risk, prior experience,
insurer, coverage, or other special circumstances.
7. 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 of,
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 6 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 period of 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, o r 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 7 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 8 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
20 Civic Center Plaza (M-21)
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
and
Page 9 of 10
And:
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.
e. 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 10 of 10
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and
year first above written.
ATTEST: CITY OF SANTA ANA
Kristine Ridge
Clerk of the Council City Manager
APPROVED AS TO FORM:
SONIA R. CARVALHO SEASIDE ICE, LLC dba ICE-AMERICA
City Attorney
By:
Brandon Salvatierra
Deputy City Attorney
RECOMMENDED FOR APPROVAL:
Hawk Scott
Executive Director
Parks, Recreation and Community Services Agency
Scott Williams
Managing Member
Scott Williams (Oct 10, 2022 15:10 PDT)
Scott Williams
EXHIBIT A
807 Sprucelake Drive, Harbor City, CA 90710
Tel: 323-776-9423
swilliams@ice-america.com
Ice-America.com
1
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 if we receive an event hold deposit of $50,000 upon execution of an initial 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
2
Santa Ana
Outdoor Holiday Ice Skating Rink Proposal
807 Sprucelake Drive, Harbor City, CA 90710
Tel: 323-776-9423
swilliams@ice-america.com
Ice-America.com
3
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
swilliams@ice-america.com
Ice-America.com
4
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 and you 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 | Entertainment & Events Manager LEGOLAND® California Resort UGA Hockey Coach John Hoos: “….the ice system you have pioneered and that you 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 of all of you 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@ice-america.com
Ice-America.com
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PART ONE - Proposal: Santa Ana Outdoor Holiday Ice Skating Rink
II. Scope of Services
General Layout Drawings:
santa ana ice rink model
1
wa vers
t cket off ce
skate rentail
pump
buffer
food trucks park ng
market
market activities 807 Sprucelake Drive, Harbor City, CA 90710 Tel: 323-776-9423 swilliams@ice-america.com Ice-America.com 6 food and beverage area ch ililer generator
807 Sprucelake Drive, Harbor City, CA 90710
Tel: 323-776-9423
swilliams@ice-america.com
Ice-America.com
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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 11:00am – 10:00pm 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 Sprucelake Drive, Harbor City, CA 90710
Tel: 323-776-9423
swilliams@ice-america.com
Ice-America.com
8
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 10:00am until 11:00pm 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
Tel: 323-776-9423
swilliams@ice-america.com
Ice-America.com
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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@ice-america.com
Ice-America.com
10
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 (Preliminary): 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
Tel: 323-776-9423
swilliams@ice-america.com
Ice-America.com
11
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 1st with activity commencing no later than November 1st. 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 will be numbered and accounted for internally. Reports will be generated and shared with the City of Santa Ana.
807 Sprucelake Drive, Harbor City, CA 90710
Tel: 323-776-9423
swilliams@ice-america.com
Ice-America.com
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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 50% 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 208/220V & 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
Tel: 323-776-9423
swilliams@ice-america.com
Ice-America.com
13
hazards and other obstructions.
807 Sprucelake Drive, Harbor City, CA 90710
Tel: 323-776-9423
swilliams@ice-america.com
Ice-America.com
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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
Tel: 323-776-9423
swilliams@ice-america.com
Ice-America.com
15
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
o picnic tables
o 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
Tel: 323-776-9423
swilliams@ice-america.com
Ice-America.com
16
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
Tel: 323-776-9423
swilliams@ice-america.com
Ice-America.com
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X. Ice Rink Budget Pricing:
807 Sprucelake Drive
Harbor City, CA 90710
323-776-9423
Production Price List
Ice Rink & Event 22.4_5wks
PRICE LIST / PRODUCTION BUDGET
CATEGORY SUMMARY
Project No: Ice Rink & Event Production Price List 22.4_5wks Prepared By: SWW Product: Ice Rink Production
Title: Santa Ana Holiday Ice Skating Rink Date: 2/23 Purpose: recreational ice rink installation
Production Dates: Nov 28 - Dec 6 Revised: 9/1
Location: Plaza of the Flags, Civic Center, Santa Ana, CA Actual:
Open Dates: Dec 8, 2022 - Jan 8, 2023
PRODUCTION DESCRIPTION: Production of portable ice rink & ancillary equipment
Shipping & transportation, installation, training
Included Production elements: Ice Resurfacer, Chiller rental
Included: Lighting and sound equipment for ice rink
NOTES: Also included options: ice rink operations and maintenance
ASSUMPTIONS: Budget is based on ice surface size: 82' x 50'
EXPENSES:
Unit Price No. Term Total Price
Portable Ice Rink $ 51,607
Portable Ice Rink $ 0.72 4100 8 $ 23,616 provision of: 82' x 50' ice surface = approx. 4100 sq.ft
includes ICE-WORLD ice rink elements, headers, header covers Pump 1,776 1 1 $ 1,776 sytem pump for glycol, etc.
Glycol, Liner, Insulation $ 2.15 4100 1 $ 8,815 glycol, plastic sheet, insulation
Resurfacer-electric $ 1,900 1 8 $ 15,200 small electric ice resurfacer
Snow Melt Equipment $ 275 1 8 $ 2,200 Heatrex heating element & melt trough for snow melting
2 Chiller Rental $ 42,500
Chiller rental package $ 95 200 2.00 $ 38,000 monthly rental of chiller, pump, tank, extra cables & equipment
Delivery, install, pickup $ 2,250 2 1 $ 4,500 delivery, installation, removal, startup
3 Dasher Boards $ 7,800
PE Transparent $ 3.25 300 8 $ 7,800 recreational clear skating boards x number of feet
Other Ice Rink Equipment $ 20,673
Skates
Helmets
Skate Rack
Skate Rack Shelves
Skate Sharpener
Extra thick plastic sheet
$ 3.95
$ 2.50
$ 71
$ 20
$ 155
$ 0.25
275 8 $
30 8 $
6 8 $
1 8 $
1 8 $
4100 1 $
8,690 Roxa skates w/buckles
600 helmets (s, m, l)
3,408 portable skate racks - collapsing with wheels
160 shelves for in between portable racks
1,240 EZ-Sharp or Wissota
1,025 square feet required - for events only
Skate aid "Bobby" & "Tommy" $ 27.75 25 8 $ 5,550 provision of skating aid "seal" and "reindeer"
Installation, Training, Transportation $ 57,390
Rink installation
Production fee
$ 3,500
$ 27,390
3 2 $
1 1 $
21,000 Rink installation supervisors & labor (in/out) / warehouse
27,390 travel, legal & admin, production for install/removal/maintenance/forklifts
Hotel for install crew/mgr $ 150 2 $ - local - not required (supervisors load-in and load-out hotel)
Shipping & Trucking $ 2,250 2 2 $ 9,000 estimated trucking/shipping ice rink equipment
Site Build-Out 22,245
Skate lace area rubber mats $
Office trailer $
Tents $
Benches $
Railing / Barricade $
2.95
2,250
1,650
22
17.50
1500 1 $
1 2 $
6 1 $
10 6 $
20 6 $
4,425 estimate for skate lace area rubber mats
4,500 8' x 12' ticket office trailer
9,900 tents for skate rental & waivers & VIP area w/lighting
1,320 benches for skaters
2,100 3' sections
Leveling Options $ 63,394
Platform $
Installation $
Skate lace area finish work $
Shipping & Trucking Platform $
Rink Lighting/Sound
0.83
4.15
13.75
1,850
4500 6 $
4500 1 $
825 1 $
3 2 $
$
22,275 rental for specialized ice rink low scaffolding platform
18,675 supervisors & labor for platform
11,344 ramps & rink platform carpentry, skate lace area finish work
11,100 estimated trucking/shipping for platform
-
9 Operations $ 98,738
Setup & Training Fee $ 10,500 1 1 $ 10,500 staff hiring, training, uniforms, management
General Manager fee $ 3,500 1 6 $ 21,000 GM weekly rate (60 hrs/wk)
Maintenance fee $ 2,635 1 5 $ 13,175 Ice Tech Mgr weekly rate (60 hrs/wk)
Weekly operations staffing fee $ - variable staffing payroll fees
*Estimated payroll $ 6,500 1 5 $ 32,500 *variable est billed payroll @ $27.50/hr (subj to change based on actual hrs)
Housing for GM & Ice Tech $ 950 2 6 $ 11,400 to be determined or provided by sponsor
Operations liability insurance $ 0.95 1750 5 $ 8,313 estimate special event insurance to operate ice rink at $ .95/skater
Security $ 37.50 $ - SEE BELOW: required 24/7 security staff from load-in through load-out
Other $ 1,850 1 1 1,850 container rental, etc.
A BASIC HOLIDAY ICE RINK PRODUCTION $ 179,970 includes items listed in 1-5 totals above only
B HOLIDAY ICE RINK PRODUCTION W/SITE BUILD-OUT $ 265,609 includes items listed in 1-7 totals above only
C HOLIDAY ICE RINK PRODUCTION W/SELECTED OPERATIONS $ 364,346 includes items listed in 1-8 totals above only
Rink Sound package $ 395 1 0 $
Rink Lighting package $ 2,250 1 0 $
- host to provide: (4) outdoor speakers, console, amplifier, playback
cordless mic, cables
- host to provide: lights, truss, board, light strings
Not included in this budget: tax, permits, optional electricity, water, wi-fi connectivity, security, , crane (if needed), lights, audio
toilets, trash, daily cleaning service, first aid, tables/chairs/canopy (for eating), event signage, ADA access, on-site storage
1
4
5
6
7
8
807 Sprucelake Drive, Harbor City, CA 90710
Tel: 323-776-9423
swilliams@ice-america.com
Ice-America.com
18
XI. Event Budget Pricing & Combined Totals:
OPTIONAL ICE RINK ADD-ON EXPENSES
Leveling Options - Extended Deck $ 52,900
Platform $ 0.83 5000 6 $ 24,750 rental for specialized ice rink low scaffolding platform
Installation $ 4.15 5000 1 $ 20,750 supervisors & labor for platform
- ramps & rink platform carpentry, skate lace area finish work
7,400 estimated trucking/shipping for platform
D HOLIDAY ICE RINK PRODUCTION W/OPERATIONS, EXTENDED DECK $ 417,246 includes items listed in all totals above only
Optional Security $ -
Rink Security $ 37.50 $ - *Host to provide required 24/7 security (1) from load-in through load-out
Event Security $ 37.50 $ - *Host to provide security
Optional Power $ 60,600
Electricity Generator
Estimated Fuel
$ 40
$ 6.00
500 1.50 $
850 6 $
30,000 monthly rental of 500kva generator
30,600 estimated weekly gallons of diesel fuel
E HOLIDAY ICE RINK PRODUCTION W/OPS, EXT DECK & POWER $ 477,846 includes items listed in all totals above only
EVENT EXPENSES:
Unit Price No. Term Total Price
Food & Beverage & Seating $ 15,300
F&B Infrastructure $ - not included: expense for set up & back of house
Seating & Tables $ 575 20 1 $ 11,500 picnic tables (20) for eating/drinking patrons
On--Site F&B Manager /
Food Trucks/Vendors Manager
$ - not incl: temporary food truck visits and customer interaction
$ - not included: sourcing and overseeing food truck visits and schedule
Folding Chairs $ 3,800 1 1 $ 3,800 provision of 100 folding chairs incl delivery
F&B Cleaning (Host) $ - not included: host to provide cleaning of food & beverage area
Performances & Appearances
Performance Manager
Local Performances
Santa Appearances
Skating Mascot
$ 1,750
$ -
$ 350
$ 50
$ 8,580
4 $ -
$ -
$ -
$ -
weekly rate for performance manager
not incl: sourcing, coordination, and management of local performances
not included: 2 Santa appearances for 4/hrs each appearance
not included: appearances of skating characters
Mrs. Claus Appearances $ 55 6 26 $ 8,580 Storytime with Mrs. Claus appearances
Guest Performances
Stage Sound/Lighting Equipment TBD
$ - not included: optional budget for celebrity guest performances
$ - not included: supplied by alternative vendor
Holiday Market 1,800
Market/Vendor Manager
Event Vendors
Tents
$ 1,750 $ - not included: sourcing & management of local vendors
$ - not included: booked by host
$ - not included: tents & lighting for vendors, production
Railing / Barricade $ 20 18 5 $ 1,800 3' sections
Activities $ 37,500
Trackless Train $ 250 5 30 $ 37,500 trackless train operation estimate - 5hrs/day x 30 days
Inflatable Slide
Face Painting / Balloons
Snow Days
$ 1,100
$ 200
$ 15,000
$
$
0 0 $
- not included: inflatable slide with operations - 18 days
- not included: face painting or balloon artist
- not included - per day rate
Operations 20,850
Event Managers $ 2,750 $ - not included: manager for performances, activities, market, and F&B
Activity staff
Operations liability insurance
Waiver Translation
$ 27.50
$ 0.75
$ 600.00
20 30 $
1000 5 $
1 1 $
16,500 variable estimated payroll for event staff (train, village, F&B)
3,750 estimate special event insurance to operate activities at $ .75/participant
600 translation of liability waiver into spanish, vietnamese
Banner Printing $ 250.00 4 $ - not included: 4 x banners printed
Other 0 not included: container rental, etc.
Production, Installation, Training, Transportation, Security $ 58,840
Enhancements installation crew $ 3,500 2 2 $ 14,000 Support installation supervisors & labor (in/out) / warehouse
Production Management fee
Electrical rentals & fees
$ 15,250
$ 22,190
1 1 $
1 1 $
15,250 travel, legal & admin, prod for inst/removal/mntnc, forklifts/scissorlifts
22,190 estimated electrical services and supplies
Generator for Event TBD - generator & distro rental package for event power (not ice rink)
Hotel for install crew/mgr $
Fencing for Mural & Security $
150
-
$ - local - no load-in and load-out hotel
$ - to be determined or provided by host
Shipping & Trucking $ 1,850 2 2 $ 7,400 estimated trucking/shipping equipment
Security (Host) $
EVENT PRODUCTION EXPENSES - ALL OPTIONS
37.50 $ - provided by host
includes items listed in all totals above only
COMBINED TOTAL EXPENSES:
COMBINED TOTAL D & F 646,462 combined total not including generator power
COMBINED TOTAL E & F 707,062 combined total including generator power
12 Lighting, Decorations, Holiday Village
reuse village facades Building materials (2)
AV Installation labor (5)
AV Strike labor (6)
Installation labor (3)
Strike labor (4)
reuse mural Mural
reuse tree, rent stage Christmas Tree
AV Rentals (7)
Project Administration (8)
$
$
$
$
$
$
71,955
3,110
14,200
10,360
7,250
5,250
$ 86,346
$ 15,475
$ 16,310
1 1.20 $ 3,732 Santa's Village Hardware: faux snow, white fencing, décor
1 1.20 $ 17,040 install lighting: olive garden, christmas tree, flag pole, village, tree, cables
1 1.20 $ 12,432 remove lighting: olive grdn, christmas tree, flag pole, village, cabling
1 1.20 $ 8,700 installation labor: 3 carpenters x 3 days, 1 painter x 2 days, expendables
1 1.20 $ 6,300 strike labor & expenses: 3 carpenters x 3 days, expendables
1.20 $ - outdoor vinyl mesh printed fence mural (6' x 250') w/graphic design
1.20 $ - 15' Christmas tree and 4' stage TBD (tree owned by City)
1 1.20 $ 18,570 power distro, flagpole festoon lighting & equip, christmas tree stage, etc.
1 1.20 $ 19,572 production labor, contingency, design, production mgmt, insurance
7B
9
10
11
13
14
15
16
17
F $ 229,216
Skate lace area finish work $ 13.75 $
Shipping & Trucking Platform $ 1,850 2 2 $
807 Sprucelake Drive, Harbor City, CA 90710
Tel: 323-776-9423
swilliams@ice-america.com
Ice-America.com
19
XII. Event Budget Terms:
TERMS:
Please check all requested services and include signature below.
$50,000 deposit due to reserve. Remainder of 50% balance due October 19, 2023. 50% due after opening.
Name: Orgnanization:
Signature: Date:
DIRECT ALL INQUIRIES TO: MAKE ALL CHECKS PAYABLE TO:
Scott Williams Seaside Ice, LLC - dba Ice-America
tel: 310-323-776-9423 Attn: Scott Williams
e-mail: swilliams@ice-america.com 807 Sprucelake Drive
Harbor City, CA 90710
We also accept Visa, Mastercard for an additional fee
Legal: Estimate is subject to change. Lessee is responsible for any applicable state & local taxes that may be due.
*Estimated payroll hours 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 Sprucelake Drive, Harbor City, CA 90710
Tel: 323-776-9423
swilliams@ice-america.com
Ice-America.com
20
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) ¼” thick x 42” high clear poly facing on all rink panels 6) ½” thick x 8” high polyethylene kick plate- white 7) ½” thick 2” wide polyethylene handrail- white 8) ¾” 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
Tel: 323-776-9423
swilliams@ice-america.com
Ice-America.com
21
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 146 lbs, 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
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:CBJCHBCAABAAY5XW1qSZWfAemElUG1BZ1akslplc7auo
"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
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
Signer swilliams@ice-america.com entered name at signing as Scott Williams
2022-10-10 - 10:10:12 PM GMT
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