HomeMy WebLinkAboutItem 25 - Agreement with Seaside Ice, LLC Public Works Agency
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Item # 25
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
September 7, 2021
TOPIC: Agreement with Seaside Ice, LLC
AGENDA TITLE
Approve an Agreement with Seaside Ice, LLC, dba Ice-America, in an Amount Not to
Exceed $875,204, for a Seasonal Ice Rink and Related Services (Revive Santa Ana
Program)
RECOMMENDED ACTION
Authorize the City Manager to execute an agreement with Seaside Ice, LLC, dba Ice-
America, for the installation and operation of a seasonal, portable ice rink and related
services, in an amount not to exceed $875,204, which includes the base amount of
$795,640 plus a contingency of $79,564, for a six-month term beginning September 7,
2021, and expiring March 6, 2022, subject to non-substantive changes approved by the
City Manager and City Attorney.
DISCUSSION
The American Rescue Plan is the latest COVID-19 stimulus package approved by the
U.S. Congress and includes the Coronavirus State and Local Fiscal Recovery Fund which
provides direct funding to local governments to, among other things, promote healthier
living environments, outdoor recreation, and socialization to mitigate the spread of
COVID-19 in disproportionately impacted communities.
To that end, the City of Santa Ana will host an outdoor, family-friendly winter event in the
Civic Center for Santa Ana residents and the surrounding community. The event will
feature an ice-skating rink, food, holiday décor, and seasonal activities during December
2021. Staff requests approval of an agreement with Seaside Ice, LLC, dba Ice-America
for the installation and operation of a seasonal, portable ice rink and additional related
services (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.
Seaside Ice, LLC, dba 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.A.
and Canada. Because Ice-America is the sole supplier of the Ice-World aluminum ice rink
system locally, this agreement will be awarded through an exception to the Competitive
Bidding Process.
Approve Agreement with Seaside Ice LLC
September 7, 2021
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In addition to providing the installation, production, staging, and flooring for this highly
engineered system, Ice-America will supply all necessary equipment and labor,
experienced ice rink operations staffing, marketing, decorations, lighting, and additional
activities.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with the action.
FISCAL IMPACT
Funds for this project are budgeted and available in the account below. A 25 percent
deposit shall be payable to Ice-America upon approval of the agreement and no later than
September 23, 2021, a 50 percent payment will be due upon delivery of the equipment in
November, and the remaining balance will be due on December 21, 2021.
Fiscal
Year
Accounting
Unit –
Account #
(Project #)
Fund
Description
Accounting Unit, Account
Description Amount
2021-22
18113013-
62300
(22-1343)
American
Rescue Plan
Act Fund
American Rescue Plan Act-
Parks, Recreation, &
Community Services,
Contract Services-
Professional
$875,204
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 #
(Project #)
Fund
Description
Accounting Unit, Account
Description Amount
2021-22
18102002-
57010
(22-1343)
American
Rescue Plan
Act Fund
American Rescue Plan Act,
Miscellaneous Recoveries $200,000
EXHIBIT(S)
1. Seaside Ice, LLC DBA Ice-America Agreement
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency and Lisa
Rudloff, Executive Director – Parks, Recreation, and Community Services
Approved By: Kristine Ridge, City Manager
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AGREEMENT WITH ICE-AMERICA TO PROVIDE
AN OUTDOOR HOLIDAY ICE SKATING RINK
THIS AGREEMENT is made and entered into on this 7th day of September, 2021, by and
between Seaside Ice, LLC, a California limited liability company doing business as Ice-America
(“Consultant”), 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”). Consultant and City
are also referred to collectively as “the Parties” or individually as a “Party.”
RECITALS
A.The City desires to retain a Consultant 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.Consultant represents that it is able and willing to provide such services to the City.
C.In undertaking the performance of this Agreement, Consultant represents that it is
knowledgeable in its field and that any services performed by Consultant 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
Consultant shall construct, provide all equipment for, and operate a portable outdoor ice
rink of 85 feet x 55 feet (4100 square feet) in a location specified by the City and as set forth in
detail in Consultant’s proposal of August 12, 2021. Consultant’s proposal is attached hereto as
Exhibit A, and incorporated by reference.
2.COMPENSATION
a.City agrees to pay, and Consultant 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 $875,204. The sum of this expenditure
includes 1) a base amount of up to $795,640; and 2) a 10% contingency in the amount
of $79,564 for additional services provided at the sole discretion of the City.
b.Payment by City shall be made within forty-five (45) days following receipt of proper
invoice evidencing work performed, subject to City accounting procedures. 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.
EXHIBIT 1
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3.TERM
This Agreement shall commence on the date first written above and end on March 6, 2022,
unless terminated earlier in accordance with Section 15, below.
4.INDEPENDENT CONTRACTOR
Consultant shall, during the entire term of this Agreement, be construed to be an
independent Consultant 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 Consultant
performs the services which are the subject matter of this Agreement; however, the services to be
provided by Consultant shall be provided in a manner consistent with all applicable standards and
regulations governing such services. Consultant 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 Consultant under this Agreement (“Documents & Data”). Consultant
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.
Consultant represents and warrants that Consultant has the legal right to license any and all
Documents & Data. Consultant makes no such representation and warranty in regard to
Documents & Data, which were provided, to Consultant 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, Consultant shall maintain
and shall require its subcontractors to obtain and maintain insurance as described below:
a.MINIMUM SCOPE AND LIMIT OF INSURANCE
Coverage shall be at least as broad as:
1.Commercial General Liability (CGL): Insurance Services Office Form
CG 00 01 covering CGL on an “occurrence” basis, including 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
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(ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the
required occurrence limit.
2.Automobile Liability: Insurance Services Office Form Number CA 0001
covering Code 1 (any auto), or if Consultant has no owned autos, Code 8
(hired) and 9 (non- owned), with limits no less than $1,000,000 per accident
for bodily injury and property damage.
3.Workers’ Compensation insurance 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.
b. If the Consultant 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 Consultant. Any available insurance
proceeds in excess of the specified minimum limits of insurance and coverage shall be
available to the City.
c. Self-Insured Retentions- Self-insured retentions must be declared to and approved
by the City. The City may require t he Consultant to 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.
d. Other Insurance Provisions- The general liability policy is to contain, or be
endorsed to contain, the following provisions:
1.The City, its officers, officials, employees, agents, and volunteers are to
be covered as additional insureds with respect to liability arising out of
work or operations performed by or on behalf of the Consultant including
materials, parts or equipment furnished in connection with such work or
operations.
2.For any claims related to this contract, the Consultant’s insurance
coverage shall be primary insurance coverage at least as broad as ISO CG
20 01 04 13 as respects the City, its officers, officials, employees, agents,
and volunteers.
3.The Insurance Company agrees to waive all rights of subrogation against
the City, its elected or appointed officers, officials, agents, and employees for
losses paid under the terms of any policy, which arise from work performed
by the Instructor for the City. This provision also applies to the Consultant’s
Workers’ Compensation policy.
4.Each insurance policy required above shall provide that coverage shall not
be canceled, except with notice to the City.
e.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.
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f.Verification of Coverage- Consultant 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. All certificates and endorsements are to be received and approved by the City
at least five days before Consultant commences activities.
7.INDEMNIFICATION
Consultant 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 Consultant
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
Consultant shall defend and indemnify the City, its officers, agents, representatives, and
employees against any and all liability, including cost s, for infringement of any United States’
letters patent, trademark, or copyright infringement, including costs, contained in the work product
or documents provided by Consultant to the City pursuant to this Agreement.
9.RECORDS
Consultant shall keep records and invoices in connection with the work to be performed
under this Agreement. Consultant 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 Consultant under this Agreement. All such records and
invoices shall be clearly identifiable. Consultant 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. Consultant shall allow inspection of all
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work, data, documents, proceedings, and activities related to this Agreement for a period of three
(3) years from the date of final payment to Consultant under this Agreement.
10.CONFIDENTIALITY
If Consultant receives from the City information which due to the nature of such
information is reasonably understood to be confidential and/or proprietary, Consultant 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
Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant
without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e)
is independently developed by the Consultant without reference to information disclosed by the
City.
11.CONFLICT OF INTEREST CLAUSE
Consultant 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
Consultant 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. Consultant 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
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 Consultant or the City. Each
party to this Agreement acknowledges that no representations, inducements, promises or
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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,
Consultant 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, Consultant shall be entitled to receive and the City shall pay Consultant
compensation for all services performed by Consultant 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 Consultant 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
Consultant 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,
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.
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18.PROFESSIONAL LICENSES
Consultant 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. Consultant 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 Consultant:
And
Agent for Service of Process: Scott Williams
501 Herondo Street, Suite 56
Hermosa Beach, CA 90254
Seaside Ice, LLC (dba Ice-America)
Attn: Scott Williams, Managing Member
807 Sprucelake Drive
Harbor City, CA 90710
and
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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) d ays 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 Consultant 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 o f
the Party, City or Consultant, 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 Consultant 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.
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and
year first above written.
ATTEST: CITY OF SANTA ANA
Daisy Gomez Kristine Ridge
Clerk of the Council City Manager
APPROVED AS TO FORM:
SONIA R. CARVALHO SEASIDE ICE, LLC dba ICE-AMERICA
City Attorney
By:
Laura A. Rossini
Chief Assistant City Attorney
RECOMMENDED FOR APPROVAL:
Nabil Saba
Executive Director
Public Works Agency
Scott Williams
Managing Member
EXHIBIT A
SCOPE OF SERVICES and FEES/RATES
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: Nabil Saba
Executive Director / Public Works
20 Civic Center Plaza
Santa Ana, CA 92701
nsaba@santa-ana.org
Date: August 12th, 2021
Subject: Santa Ana Outdoor Holiday Ice Skating Rink Proposal
Dear Nabil:
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 meet with you
about the project and we welcome the opportunity to discuss the 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 as per our discussion. The pricing
shown is valid for the project if we enter an agreement and deposit by September 1st
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
Managing Member
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
807 Sprucelake Drive, Harbor City, CA 90710
Tel: 323-776-9423
swilliams@ice-america.com
Ice-America.com
4
• Port Angeles Regional Chamber
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:
1 santa ana ice rink model
General Notes:
santa ana ice rink
V1
As Noted On 11x17 Page
Job Number
Project Number:
Date:
Drawing Version: Sheet:
Scale:
Estimated Weight:
Finish:
Drawn By:
of
Andy Perrin
1 2 3 4 5 6 7 8 9 10 11 12 13
A
B
C
D
E
F
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I
J
8/3/21
Revision Data:
Date:Rev: By: Revision Note:
This drawing is the property of All Access Staging and Productions, Inc. and can not
be duplicated, modified or used for any other purpose without written permission
from All Access Staging and Productions, Inc. Use of this drawing for bidding is
strictly prohibited. Verify all Dimensions, specifications and conditions before using
this drawing for construction.
This drawing is CONFIDENTIAL and should not be disclosed to a 3rd Party without
written permission from All Access Staging and Productions, Inc.
807 Sprucelake Drive, Harbor City, CA 90710
Tel: 323-776-9423
swilliams@ice-america.com
Ice-America.com
6
bufferpumpchillergeneratorfood trucks parkingactivitiesfood and beverage areamarketmarketwaiversticket officeskate rentalGeneral Notes:santa ana ice rinkV1As Noted On 11x17 PageJob NumberProject Number: Date: Drawing Version: Sheet: Scale: Estimated Weight: Finish: Drawn By: ofAndy Perrin12345678910111213ABCDEFGHIJ8/3/21Revision Data:Date:Rev: By: Revision Note:This drawing is the property of All Access Staging and Productions, Inc. and can not be duplicated, modified or used for any other purpose without written permission from All Access Staging and Productions, Inc. Use of this drawing for bidding is strictly prohibited. Verify all Dimensions, specifications and conditions before using this drawing for construction.This drawing is CONFIDENTIAL and should not be disclosed to a 3rd Party without written permission from All Access Staging and Productions, Inc.
807 Sprucelake Drive, Harbor City, CA 90710
Tel: 323-776-9423
swilliams@ice-america.com
Ice-America.com
7
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, 2021 – January 2, 2022
11:00am – 10:00pm Daily
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 / Mark Scheff / Azumi Williams / JD Uhls
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 electric 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.
807 Sprucelake Drive, Harbor City, CA 90710
Tel: 323-776-9423
swilliams@ice-america.com
Ice-America.com
8
- Rental ice skates, high quality Roxa brand with easy to use buckles and
strong support, approximately 300 pairs of various sizes, sharpened, ready-
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 30 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
9
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 29 Begin load-in / Final equipment check and load ice gear onto trucks
Nov 30 Install substructure and insulation
Dec 2 Install ice elements and boards
Dec 3 Begin making ice, Install mobile office
Dec 4 Install lights and sound
Install rental skates and Bobby skating aids, Continue making ice
Dec 5 Finish custom build-out carpentry
Dec 7 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 2 Close
Jan 6 Begin load-out
Jan 13 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 first season is 14,000 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.
VIII. City of Santa Ana Requirements
Financial:
Budget
The Ice-America event budget for the proposal is included below. The actual scope
of work to be determined through discussions.
807 Sprucelake Drive, Harbor City, CA 90710
Tel: 323-776-9423
swilliams@ice-america.com
Ice-America.com
12
Fee Schedule
•25% deposit to reserve by September 23, 2021 for listed
pricing
•50% payment upon delivery
•25% payment mid-season (December 21, 2021)
Location & Utilities:
Site
Access to and usage of a suitable location for the ice rink installation and operation.
*Security
Overnight and daytime security (one guard 24/7 for the rink, and one optional
guard for the entire event) is listed under Options in the Ice-America pricing
estimates to ensure the ice rink equipment is safe and to limit liability.
Alternatively, the City could provide security directly.
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.
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 picnic tables and any desired canopies for patrons, or they can be
provided as per the enhancements pricing budget.
807 Sprucelake Drive, Harbor City, CA 90710
Tel: 323-776-9423
swilliams@ice-america.com
Ice-America.com
13
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
14
Ice Rink Budget Pricing:
807 Sprucelake Drive
Harbor City, CA 90710
323-776-9423
Production Price List
Ice Rink 1.4
PRICE LIST / PRODUCTION BUDGET
CATEGORY SUMMARY
Project No:Ice Rink Production Price List 1.4 Prepared By:SWW Product:Ice Rink Production
Title:Santa Ana Holiday Ice Skating Rink Date:7/2 Purpose:recreational ice rink installation
Production Dates:TBD Revised:8/12
Location:Plaza of the Flags, Civic Center, Santa Ana, CA Actual:
Open Dates:Dec 8, 2021 - Jan 2, 2022
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'
Not included in this budget:tax, permits, optional electricity, water, wi-fi connectivity, security
toilets, trash, daily cleaning service, first aid, tables/chairs/canopy (for eating), event signage, ADA access, on-site storage, crane (if needed)
EXPENSES:
Unit Price No.Term Total Price
1 Portable Ice Rink 46,395$
Portable Ice Rink 0.69$ 4100 8 22,632$ provision of:82' x 50' ice surface = approx. 4100 sq.ft
includes ICE-WORLD ice rink elements, headers, header covers
Pump 1,610 1 1 1,610$ sytem pump for glycol, etc.
Glycol, Liner, Insulation 1.93$ 4100 1 7,913$ glycol, plastic sheet, insulation
Resurfacer-electric 1,530$ 1 8 12,240$ small electric ice resurfacer
Snow Melt Equipment 250$ 1 8 2,000$ Heatrex heating element & melt trough for snow melting
2 Chiller Rental 32,400$
Chiller rental package 95$ 200 1.50 28,500$ monthly rental of chiller, pump, tank, extra cables & equipment
Delivery, install, pickup 1,950$ 2 1 3,900$ delivery, installation, removal, startup
3 Dasher Boards 5,194$
PE Transparent 2.45$ 265 8 5,194$ recreational clear skating boards x number of feet
4 Other Ice Rink Equipment 15,785$
Skates 3.75$ 250 8 7,500$ Roxa skates w/buckles
Helmets 2.05$ 30 8 492$ helmets (s, m, l)
Skate Rack 31$ 6 8 1,488$ portable skate racks - collapsing with wheels
Skate Rack Shelves 15$ 1 8 120$ shelves for in between portable racks
Skate Sharpener 135$ 1 8 1,080$ EZ-Sharp or Wissota
Extra thick plastic sheet 0.25$ 4100 1 1,025$ square feet required - for events only
Skate aid "Bobby" & "Tommy"25.50$ 20 8 4,080$ provision of skating aid "seal" and "reindeer"
5 Installation, Training, Transportation 52,300$
Rink installation 3,250$ 3 2 19,500$ Rink installation supervisors & labor (in/out) / warehouse
Production fee 24,900$ 1 1 24,900$ travel, legal & admin, production for install/removal/maintenance
Hotel for install crew/mgr 125$ -$ local - no load-in and load-out hotel
Shipping & Trucking 1,975$ 2 2 7,900$ estimated trucking/shipping ice rink equipment
6 Site Build-Out 63,263
Skate lace area rubber mats 2.70$ 1250 1 3,375$ estimate for skate lace area rubber mats
Office trailer 1,750$ 1 2 3,500$ 8' x 12' ticket office trailer
Tents 1,500$ 2 1 3,000$ tents for skate rental & waivers w/lighting
Benches 20$ 10 5 1,000$ benches for skaters
Railing / Barricade 16$ 18 5 1,463$ 3' sections
Leveling Options
Platform 0.75$ 4500 5 16,875$ rental for specialized ice rink low scaffolding platform
Installation 3.25$ 4500 1 14,625$ supervisors & labor for platform
Skate lace area finish work 12.50$ 750 1 9,375$ ramps & rink platform carpentry, skate lace area finish work
Shipping & Trucking Platform 1,675$ 3 2 10,050$ estimated trucking/shipping for platform
7 Rink Lighting/Sound 10,595$
Rink Sound package 295$ 1 5 1,475$ (6) outdoor speakers, console, amplifier, cd player, mp3 player
cordless mic, cables
Rink Lighting package 1,824$ 1 5 9,120$ LED Colorblast Powercore programmable lights, truss, board, light strings
807 Sprucelake Drive, Harbor City, CA 90710
Tel: 323-776-9423
swilliams@ice-america.com
Ice-America.com
15
Ice Rink Budget Pricing (continued):
8 Operations 82,175$
Setup & Training Fee 9,725$ 1 1 9,725$ staff hiring, training, uniforms, management
General Manager fee 3,225$ 1 5 16,125$ GM weekly rate (60 hrs/wk)
Maintenance fee 2,395$ 1 5 11,975$ Ice Tech Mgr weekly rate (60 hrs/wk)
Weekly operations staffing fee -$ variable staffing payroll fees
*Estimated payroll 5,925$ 1 4 23,700$ *variable estimated billed payroll (subject to change based on attendance/hrs)
Housing for GM & Ice Tech 950$ 2 6 11,400$ to be determined or provided by sponsor
Operations liability insurance 0.75$ 2500 4 7,500$ estimate special event insurance to operate ice rink at $ .75/skater
Security 35.00$ -$ SEE BELOW: required 24/7 security staff from load-in through load-out
Other 1,750$ 1 1 1,750 container rental, etc.
A BASIC HOLIDAY ICE RINK PRODUCTION 152,074$ includes items listed in 1-5 totals above only
B HOLIDAY ICE RINK PRODUCTION W/SITE BUILD-OUT & LIGHTING 225,932$ includes items listed in 1-7 totals above only
C HOLIDAY ICE RINK PRODUCTION W/SELECTED OPERATIONS 308,107$ includes items listed in 1-8 totals above only
OPTIONAL ADD-ON EXPENSES
9 Optional Security 49,000$
Rink Security 35.00$ 200 7 49,000$ required 24/7 security staff (1 person) from load-in through load-out
Event Security 35.00$ 200 -$ included in Event budget
10 Optional Power 38,900$
Electricity Generator 37$ 500 1 18,500$ monthly rental of 500kva generator
Estimated Fuel 4$ 850 6 20,400$ estimated weekly gallons of diesel fuel
D HOLIDAY ICE RINK PRODUCTION W/OPERATIONS, SECURITY & POWER 396,007$ includes items listed in all totals above only
TERMS:
Please check all requested services and include signature below.
25% deposit due to reserve. 25% due one-month prior to delivery. 25% due after opening, 25% due mid-season..
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 $25.00 per hour
807 Sprucelake Drive, Harbor City, CA 90710
Tel: 323-776-9423
swilliams@ice-america.com
Ice-America.com
16
Ice Rink Pro Forma Scenarios:
Ice-America Proforma Worksheet
Proforma
ASSUMPTIONS: SCENARIO A ASSUMPTIONS: SCENARIO B
Days/Week 7 Days/Week 7
Average Capacity/Day 400 Average Capacity/Perf 550
Average Ticket Price $18 Average Ticket Price $18
# Weeks 4 # Weeks 4
Production/Capitalization $308,107 Production/Capitalization $308,107
Weekly Operating Exps (other)TBD Weekly Operating Exps (other)TBD
Bobby income per cap $2.00 Bobby income per cap $2.00
Sponsorship $25,000 Sponsorship $50,000
ATTENDANCE Scenario A 11,200 Scenario B 15,400
Total Average Weekly Attendance:2,800 3,850
REVENUES
SKATING INCOME -4 weeks $201,600 4 weeks $277,200
SKATING AID BOBBY INCOME -$22,400 $30,800
SPONSORSHIP $25,000 $50,000
TOTAL INCOME:$249,000 $358,000
EXPENSES
OPERATING (Electricity)To be determined To be determined
PRODUCTION / CAPITALIZATION ($308,107)($308,107)
TOTAL EXPENSES:($308,107)($308,107)
PROFIT/LOSS:($59,107)$49,894
*estimates are subject to change and not guaranteed
807 Sprucelake Drive, Harbor City, CA 90710
Tel: 323-776-9423
swilliams@ice-america.com
Ice-America.com
17
IX. 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.
X. 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.
XI. 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.
XII. 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
807 Sprucelake Drive, Harbor City, CA 90710
Tel: 323-776-9423
swilliams@ice-america.com
Ice-America.com
18
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
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
807 Sprucelake Drive, Harbor City, CA 90710
Tel: 323-776-9423
swilliams@ice-america.com
Ice-America.com
19
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
807 Sprucelake Drive, Harbor City, CA 90710
Tel: 323-776-9423
swilliams@ice-america.com
Ice-America.com
20
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:
• Marketing & Promotions
o agency oversight
o press releases & advertisements
o outreach to local non-profits for affiliation
• Food & Beverage
o holiday specialties
o food trucks
• Decorations
o holiday lighting
o set pieces including Christmas tree
o winter village facades with sponsor opportunities
• Performances and Appearances
o stage installation and management
o Santa appearances and possibly pictures
o characters skating
o local group performances including Caroling, etc.
o special guest performance options
• Christmas Market
o local vendors
o event themed items
• Activities
o Holiday Train
o Storytime with Mrs. Klaus
o Winter Themed Inflatable Slide
o Activity tent: Face Painting, Balloons
o Photo Ops
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.
807 Sprucelake Drive, Harbor City, CA 90710
Tel: 323-776-9423
swilliams@ice-america.com
Ice-America.com
21
Event Production, Marketing, 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. The vision and creative outline are illustrated in the attached Santa Ana
Treatment Deck 2.0 MOOD BOOK.
Ice-America’s project manager will coordinate the creative work, installation, and
operations management for all subcontractors. Each department will have a professional
manager assigned by Ice-America, including Marketing & Promotions, Food &
Beverage, Decorations, Performances and Appearances, Holiday Market, and Activities.
Rates for all subcontracted work are cost-plus at 20%.
Marketing & Promotions
Our team will contract and oversee the event marketing plan and implemenation from a
qualified provider. The included option is based on the proposal and budget from
Rocket Launch Marketing & Public Relations, an agency with a strong background in
events and with extensive experience in the City of Santa Ana.
Food & Beverage
Food trucks and vendor carts will be featured options for the enjoyment of event
attendees. Bookings will focus on fun themed foods that enhance the experience,
including hot dog, pretzel, churro, and ice cream carts, pizza trucks, taco trucks, and
more. Beverages will feature hot chocolate and juices.
One local vendor or non-profit group may be selected to operate regularly in a tent or
temporary building, featuring hot chocolate, cookies, and other holiday treats.
Space will be designated for food and drink enjoyment with tables, chairs and some
shade areas. Cleaning will be regular and provide a safe environment.
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 a 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
807 Sprucelake Drive, Harbor City, CA 90710
Tel: 323-776-9423
swilliams@ice-america.com
Ice-America.com
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performances and other acts. If desired, special guests can be booked for musical
performances on the main stage, all managed by Ice-America’s performance director.
Holiday Market
One or more local vendors will be selected to operate a holiday market featuring
nostalgic and family friendly offerings. Our market manager will coordinate vendor
agreements, oversee on site infrastructure, and assist with market operations and
publicity.
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, an
inflatable slide for the younger ones, storytime with Mrs. Klaus, face painting and
balloon art, along with photo opportunities for the social media crowd, will enhance the
event experience greatly!
Check out the attached MOOD BOOK – Santa Ana Treatment Deck 2.0
The MOOD BOOK illustrates the proposed theme and event direction for your
comments.
Event Enhancement Options Budget:
The budget below outlines many of the options and possibilities available to the City of
Santa Ana. Please review and let us know which options are a good fit for the City and
for further discussion.
807 Sprucelake Drive, Harbor City, CA 90710
Tel: 323-776-9423
swilliams@ice-america.com
Ice-America.com
23
807 Sprucelake Drive
Harbor City, CA 90710
323-776-9423
Production Price List
Event Production 1.4
PRICE LIST / PRODUCTION BUDGET
CATEGORY SUMMARY
Project No:Event Production Price List 1.4 Prepared By:SWW Product:Ice Rink Production
Title:Santa Ana Holiday Festival Date:7/2 Purpose:recreational ice rink installation
Production Dates:TBD Revised:8/11
Location:Plaza of the Flags, Santa Ana, Orange County, CA Actual:
Open Dates:Dec 8, 2021 - Jan 2, 2022
PRODUCTION DESCRIPTION:Production of holiday event and enhancements
Shipping & transportation, installation, management
Optional Production elements: marketing, décor/lighting, food & beverage, performances, market, activities
NOTES:Also included options: subcontractor/vendor management, maintenance
ASSUMPTIONS:Budget is based on: 4-week event
Not included in this budget:
tax, permits, electricity, water, toilets, trash, internet, on-site storage
PROJECTED REVENUE:
Low High
1 Marketing & Promotions 25,000$ 75,000$
Event Sponsorship Net Revenue 25,000$ 75,000$ potential event sponsorship income
2 Food & Beverage 5,000$ 25,000$
Vendor rev/share 5,000$ 25,000$ potential revenue share from food and beverage vendors or direct
5 Holiday Market 6,000$ 25,000$
Vendor rev/share 2,500$ 10,000$ potential fees for market booths or rev/share
Village sponsorships 3,500$ 15,000$ potential sponsorships for village houses
6 Activities 14,000$ 32,500$
Trackless Train 10,000$ 17,500$ potential revenue from train ride admission sales
Inflatable Slide 2,500$ 7,500$ potential revenue from slide admission sales
Face Painting / Balloons 1,500$ 7,500$ potential revenue from face painting and balloon sales
EVENT PROJECTED REVENUE 50,000$ 157,500$ includes items listed in all totals above only
EXPENSES:
Unit Price No.Term Total Price
1 Marketing & Promotions 94,980$
Agency Fee (PR & Marketing 16,850$ 1 1.20 20,220$ provision of:PR Management, Marketing Management
includes all Agency PR & Advertising Scope Overview in attached proposal
Creative Support 95$ 40 1.20 4,560$ estimated creative support
Social Media Agency Fees 5,000$ 1 1.20 6,000$ recommended social media agency scope as per proposal
Influencer Program Agency Fees 3,500$ 1 1.20 4,200$ recommended influencer program agency scope as per proposal
Ad Buys 50,000$ 1 1.20 60,000$ recommended minimum ad buy budget
2 Food & Beverage 28,250$
F&B Infrastructure 5,000$ 1 1 5,000$ estimated expense for set up & back of house
Seating & Tables 6,500$ 1 1 6,500$ estimated expense for tables and benches for eating/drinking patrons
On--Site F&B Manager /1,750$ 1 5.00 8,750$ sourcing and overseeing on site vendors for hot chocolate, food, etc.
Food Trucks/Vendors Manager -$ includes: sourcing and overseeing temporary food truck visits and schedule
F&B Cleaning 25$ 2 160 8,000$ hourly cleaning of food & beverage area
3 Lighting, Decorations, Holiday Village 54,900$
Design & Build Village 15,000.00$ 1 1 15,000$ estimate - design and build of village façade
Holiday Lighting 25,000.00$ 1 1 25,000$ budget for subcontractor holiday lighting display
Christmas Tree 14,900.00$ 1 1 14,900$ estimate - 20' christmas tree in center island
4 Performances & Appearances 36,115$
Performance Manager 1,750$ 1 4 7,000$ weekly rate for performance manager
Local Performances -$ -$ includes sourcing, coordination, and management of local performances
Santa Appearances 50$ 3 26 3,900$ 21 x weekly Santa appearances
Skating Mascot 45$ 2 26 2,340$ 14 x weekly appearances of skating characters
Mrs. Claus Appearances 50$ 3 26 3,900$ 21 x weekly Storytime with Mrs. Claus appearances
Guest Performances 10,000$ 1 1 10,000$ optional budget for celebrity guest performances
Stage & Equipment 1,795$ 1 5 8,975$ package including stage, additional audio, steps, microphone
807 Sprucelake Drive, Harbor City, CA 90710
Tel: 323-776-9423
swilliams@ice-america.com
Ice-America.com
24
5 Holiday Market 13,213
Market/Vendor Manager 1,750$ 1 5 8,750$ sourcing & management of local vendors
Event Vendor Shop -$ -$ sourcing & management of event themed shop to be determined
Tents 1,500$ 2 1 3,000$ tents & lighting for vendors
Railing / Barricade 16$ 18 5 1,463$ 3' sections
6 Activities 65,875$
Activity Manager 2,250$ 1 5 11,250$ Activity Manager weekly rate (60 hrs/wk)
Activity staff 25$ 1 5 125$ variable estimated payroll (subject to change)
Trackless Train 225$ 5 18 20,250$ trackless train operation estimate - 5hrs/day x 18 days
Inflatable Slide 1,100$ 1 18 19,800$ inflatable slide with operations - 18 days
Face Painting / Balloons 200$ 1 26 5,200$ face painting or balloon artist
Operations liability insurance 0.75$ 2500 4 7,500$ estimate special event insurance to operate activities at $ .75/participant
Other 1,750$ 1 1 1,750 container rental, etc.
7 Production, Installation, Training, Transportation, Security 106,300$
Enhancements installation crew 3,250$ 2 2 13,000$ Support installation supervisors & labor (in/out) / warehouse
Production Management fee 24,900$ 1 1 24,900$ travel, legal & admin, production for install/removal/maintenance, forklift
Electrical rentals & fees 11,500$ 1 1 11,500$ estimated electrical services and supplies
Hotel for install crew/mgr 125$ -$ local - no load-in and load-out hotel
Fencing -$ -$ to be determined
Shipping & Trucking 1,975$ 2 2 7,900$ estimated trucking/shipping equipment
Security 35.00$ 200 7 49,000$ 24/7 for 1x event security staff from load-in through load-out
EVENT PRODUCTION EXPENSES - ALL OPTIONS 399,633$ includes items listed in all totals above only
EVENT PRODUCTION NET EXPENSE Low Revenue Projections (349,633)$ assumes low revenue projections
EVENT PRODUCTION NET EXPENSE High Revenue Projections (242,133)$ assumes high revenue projections
TERMS:
Please check all requested services and include signature below.
25% deposit due to reserve. 25% due one-month prior to delivery. 25% due after opening, 25% due mid-season..
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 $25.00 per hour