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Home My WebLink AboutItem 12 -Amendment to Blanket Order Contract for the Movies in the Park Series Parks, Recreation, and Community Services www.santa-ana.org/parks Item # 12 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report July 6, 2021 TOPIC: Amendment to Blanket Order Contract for the Movies in the Park Series AGENDA TITLE: Amendment to the Blanket Order Contract with Ultimate Entertainment dba Mega Outdoor Entertainment for the Movies in the Park Series to Increase the Total Amount to $101,343.60 Which Includes a 20% Contingency for the Period Through September 30, 2021 (Non-General Fund) RECOMMENDED ACTION Approve an Amendment to the Blanket Order Contract with Ultimate Entertainment dba Mega Outdoor Entertainment for the Movies in the Park Series to increase the total amount to $101,344 which includes a 20% contingency for the period through September 30, 2021. DISCUSSION As COVID-19 restriction lifted the Parks, Recreation and Community Services Agency (PRCSA) is working towards bringing programs and services back to the community. The PRCSA will be hosting the Santa Ana Movies in the Park series every Wednesday and Friday, beginning July 14 through August 27, 2021. These free movie night events will take place from 7:00 pm – 10:00 pm, with the movie screening beginning at dusk. The series will include fourteen (14) movie nights and will be held at the following parks: July 14 - Jerome Park July 16 - Campesino Park July 21 - Rosita Park July 23 - Thornton Park July 28 - Edna Park July 30 - Portola Park August 4 - Santiago Park August 6 - Memorial Park August 11 - Lillie King Park August 13 - El Salvador Park August 18 - El Salvador Park August 20 - Delhi Park Amendment to Blanket Order Contract for the Movies in the Park Series July 6, 2021 Page 2 1 8 4 9 August 25 - Madison Park August 27 - Centennial Park Free popcorn will be provided to the first 500 guests. The PRCSA had to adjust quickly to the changing COVID-19 restriction guidelines and proceeded with an informal bid process to solicit proposals for equipment rental in order to produce the Movies in the Park series this summer. Proposals from three vendors were collected and Ultimate Entertainment dba Mega Outdoor Entertainment was able to provide the needed equipment at the lowest cost to the City at $84,453. As part of the quote, Ultimate Entertainment will provide 200 headphones for public use for those interested in Spanish or Vietnamese audio during the movie nights, in which they will manage and sanitize all the headphones after each event. At the end of the movie series, the City will own the 200 headphones. The City entered into a $50,000 blanket order contract with the Ultimate Entertainment in order to initiate the first set of movies, but in order to complete the movie series the City is requesting to increase this amount to $101,344, which includes a 20% contingency or $16,891 for as-needed additional equipment and services. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funds have been budgeted and are available in the following account for the specified year: Fiscal Year Accounting Unit-Account # Fund Description Accounting Unit, Account Description Amount FY 21-22 02213200- 62300 Special Revenue Fund PRCSA Fee & Donation Contractual Services- Professional $101,344 EXHIBIT(S) 1. Quote Submitted By: Lisa Rudloff, Executive Director of Parks, Recreation and Community Services Approved By: Kristine Ridge, City Manager Mega Outdoor Entertainment 12104 Park Street Quote Cerritos, CA 90703 Ideal Gandarilla Direct: 424-360-1153 Office Number: 866-275-9197 E-mail: ideal@Ultimateoutdoorentertainment.com Bill To: Quote Date:June 17, 2021 c/o Sonia Batres 20 civic Center Plaza Santa Ana, CA 92701 Date Type Description Park Name Total Due 7/14/2021 Dynasty Screen 52' Inflatable Screen Jerome Park $3,654.00 7/16/2021 The Saga Screen 32' Inflatable Screen Campersino Park $1,685.00 7/21/2021 Box Office Smash 40' Inflatable Screen Rosita Park $2,403.00 7/23/2021 Box Office Smash 40' Inflatable Screen Thornton Park $2,403.00 7/28/2021 Box Office Smash 32' Inflatable Screen Edna Park $1,685.00 7/30/2021 Box Office Smash 40' Inflatable Screen Portola Park $2,403.00 8/4/2021 The Saga Screen 32' Inflatable Screen Santiago Park $1,685.00 8/6/2021 Dynasty Screen 52' Inflatable Screen Memorial Park $3,654.00 8/11/2021 Box Office Smash 40' Inflatable Screen Lillie King Park $2,403.00 8/13/2021 Box Office Smash 40' Inflatable Screen El Salvador $2,403.00 8/18/2021 Box Office Smash 40' Inflatable Screen El Salvador $2,403.00 8/20/2021 Box Office Smash 40' Inflatable Screen Delhi Park $2,403.00 8/25/2021 The Saga Screen 32' Inflatable Screen Madison Park $1,685.00 8/27/2021 Dynasty Screen 52' Inflatable Screen Centennial Park $3,654.00 Generator for Each Show 14 @ $495 Each $ 6,930.00 Tree Lights 4 Lights for 5 parks / 20 Lights Tree $450.00 Each 5 Parks 9,000.00 Total Without Headphones $ 50,453.00 Head Phone Service Headphones 200 each Silent Cinema headphones Complete administration, Bring to each event, Setup rack, take ID of each user, Collect at end of night and return user ID. We will collect, store, clean, sanitize and mange them for each event you own them at the end of the $1571.42 per park X14 parks $ 22,000.00 Head phone buy Headphones each Buy $ 20,000.00 Headphone Discount Discount $ (8,000.00) Total Total $ 84,453.00 Reminder: Please include the statement number on your check. America's LARGEST Outdoor Movie Company! City of Santa Ana Recreation and Community Events Supervisor Terms : 1/3 due July 1st 2021, 1/3 due August 1st 2021, 1/3 due Sept. 1st 2021 Payment Due on Receipt. Payment must be on file in order for an Event Crew to be dispatched to your event. THANK YOU FOR YOUR BUSINESS! Ideal Gandarilla - Account Representative