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HomeMy WebLinkAbout25B - AGMT - EVENT PRODUCTION SRVSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: NOVEMBER 28, 2011 TITLE: AGREEMENT WITH MX LIVE TO PROVIDE EVENT PRODUCTION SERVICES FOR DOWNTOWN EVENTS CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ? As Recommended ? As Amended ? Ordinance on 15f Reading ? Ordinance on 2nd Reading ? Implementing Resolution ? Set Public Hearing For_ CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute the attached agreement with Mx Live to provide event production services for the downtown Cinco de Mayo and Fiestas Patrias events for a two-year period, subject to non-substantive changes approved by the City Manager and City Attorney. DISCUSSION For 12 years, Santa Ana has conducted an annual two-day Cinco de Mayo Fesitval in historic downtown Santa Ana, which is Orange County's largest Cinco de Mayo event. The 2011 Festival included Top Latin Billboard entertainment throughout the entire weekend including Fobia, Mexican Institute of Sound, Gustavo Galindo, Ceci Bastida and Grammy winning world music act, Ozomatli. The event also included food and non-food vendors, carnival rides, and a beer garden. For 34 years, Santa Ana has conducted an annual two-day Fiestas Patrias event, which is Orange County's largest Mexican Independence Day street festival. Each year over 200,000 visitors attend the weekend festivities to enjoy food and non-food vendors, a carnival, "El Grito" ceremony, parade, film festival and Top Latin Billboard entertainment lined up during the entire weekend. An important aspect of these events is to promote the Santa Ana downtown area and local merchants. On September 6, 2011, City Council authorized the release of an RFP for event production services and on September 9, 2011 staff issued the RFP to 14 potential event production proposers. A pre-proposal conference was conducted on September 20, 2011 and three vendors submitted proposals for consideration. Live Marketing, Mars Entertainment and MX Live each submitted proposals for review. A five member evaluation committee consisting of representatives from Parks, Recreation and Community Services, Community Development, Planning and Building, the City Manager's Office and the Police Department evaluated and rated the three proposals. 25B-1 MX Live Agreement November 28, 2011 Page 2 The proposals were evaluated based on the vendor's Responsiveness to the RFP (30%), Experience of Firm and Personnel (30%), and Past Performance on similar contracts (40%). The results of the evaluation process are as follows. Vendor Score MX Live 416 Live Marketing 309 Mars Entertainment 295 MX Live was rated highest, scoring 416 out of a maximum 500 points. Live Marketing scored 309, and Mars Entertainment scored 295 points. The evaluation committee rated MX Live the highest as a result of the quality of their proposal and the company's experience conducting similar events around California, including past Santa Ana Cinco de Mayo and Fiestas Patrias events. MX Live will work in cooperation with City staff to develop and produce the overall brand, develop and implement a detailed promotional strategy, develop and implement a sponsorship plan, and execute the event production, coordination, and artistic management of the events. No City funds will be used to produce these events - MX Live will be responsible for developing and implementing a sponsorship plan that provides all funding. FISCAL IMPACT There is no fiscal impact associated with this action. Gerardo Mouet, Executive Director Parks, Recreation and Community Services Agency 25B-2 ENTERTAINMENT MANAGEMENT SERVICES AGREEMENT This Agreement is entered into on , by and between the City of Santa Ana, a charter City and municipal corporation duly organized and existing under the Constitution and laws of the state of California, ( "City") and CCG, Inc., dba is MX Live entertainment, a California Corporation (hereinafter referred to as "Event Producer"). RECITALS A. The City desired to retain a firm having special skill and knowledge in the field of promotion of special events in order to plan and produce the 2012 and 2013 Cinco de Mayo and Fiestas Patrias Festivals for the City. B. Event Producer represents that it has produced similar Events in previous years and that it is able and willing to provide such services to the City. C. In undertaking the performance of this Agreement, Event Producer represents that it is knowledgeable in its field and that any services performed by Event Producer under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional Event Producer in the field. 1. SCOPE OF WORK Event Producer shall provide all necessary equipment, resources and manpower to develop, produce, and manage the Cinco de Mayo Festival ("Event I") and the Fiestas Patrias Celebration ("Event II" ), in the downtown area of the City of Santa Ana, as set forth below and in compliance with the Operational Conditions attached hereto as Exhibit A, and incorporated by this reference. The Scope of Work shall be as set forth below, together with Exhibit A. Unless specifically referenced as Event I or Event II, the terms and conditions apply to both Events. a) PRE-EVENT MEETING. Event Producer shall attend a minimum of one pre-event meeting to be scheduled by City no later than 60 days prior to each Event to include all city and county agency representatives that regulate and/or provide services before, during, and after Events. Upon completion of such meeting a Pre-Event Letter of Agreement defining specific details approved by the City, including all items set forth below shall be provided by City no later than two weeks prior to each Event. Event Producer shall abide by all terms and conditions set forth in the Pre-Event Letter of Agreement in addition to those set forth herein and in the Operational Conditions attached hereto as Exhibit A. b) EVENT HOURS. The Events will each be scheduled over a two day weekend period for approximately 10 to 12 hours each day plus set up and tear down time scheduled before and after each Event. The final schedule shall be mutually agreed between City and Event Producer. i) Cinco de Mayo - will be scheduled on or around May 5, 2012 and 2013. ii) Fiestas Patrias - will be scheduled on or around September 16, 2012 and 2013. c) TRAFFIC CONTROL. i) Street closures shall commence no earlier than the Thursday prior to each Event and will be staggered to minimize impact to drivers and residents. ii) Street reopening to vehicular traffic on Main and Broadway must be complete no later than 6:00 am the Monday following each Event. 25B-3 iii) Street reopening to vehicular traffic within the entire festival boundaries with the exception of the carnival area must be complete no later than 8:00 am the Monday following each Event. iv) Street reopening to vehicular traffic of carnival area must be complete no later than 5:00 pm the Monday following each Event. v) Final schedules for street closures and reopening shall be approved by the City. vi) "No Parking" signage must be posted on those portions of the street that will be affected by the closure 24 hours in advance of the event. Said posting shall be conducted by City staff and reimbursed by Event Producer. vii) Event Producer shall pay for the set up and tear down of traffic control barriers. Event Producer shall pay for and maintain private security staffing for all barricaded streets to maintain traffic control during each Event as approved by the City's Police Department following the specification of the City's Public Works Agency's Traffic Division. d) LOGISTICAL PLAN. Event Producer shall develop a well structured logistical plan ensuring that all aspects of the Events are well-coordinated prior to, during, and immediately following each Event, including considerations for addressing the needs of the downtown merchants and residents as follows: i) LAYOUT and BOOTHS. The layout of each Event, including the placement of vendor and sponsor booths with designated boundaries for each booth, stages, carnival rides and booths, equipment set up, etc., shall be approved by the City. The Event Producer shall submit to the City the first layout draft 60 days prior to each event at the pre-event meeting. ii) VENDORS. Event Producer shall submit to City a list of all festival and parade vendors no later than 2 weeks prior to each event, including festival and parade vendors with required business license and health department clearance. City may, in its sole discretion, disapprove any such vendor. ill) PERMITS. Event Producer shall secure all required permits for festival area no later than 30 days prior to each event unless otherwise indicated, including but not limited to (a) Electrical permits for booths (b) Stage permits as required by the City's Planning and Building Department (c) Tents and canopies larger than 10 feet by 10 feet as required by the City's Planning and Building Department (d) Fire Department approval for vendors and sponsors booths that may block an entire street thereby eliminating the 20 foot clearance requirement to be secured two weeks prior to each Event. iv) STAGES. A minimum of two stages and associated entertainment shall be programmed and produced for the duration of Event II. For Event I there shall only be one stage. (a) Stage location shall be mutually agreed between City and Event Producer. (b) Event Producer shall secure all permits no later than 30 days prior to each Event as required by the Planning and Building Agency set forth herein and as described in the Operational Conditions attached hereto as Exhibit A for the construction of all stages. v) CLEAN UP. Event Producer will maintain continuous litter control during the entirety of each Event, including during the parade hours and shall: (a) provide a professional cleaning crew to ensure that trash does not accumulate on streets and sidewalks at any time during Events; (b) impose adequate mitigation measures to ensure removal and disposal of grease from food and/or cooking booths, including but not limited to the use of grease barrels; (c) maintain dumpsters strategically placed throughout the event boundaries to contain trash from the event. (d) provide sufficient dumpster capacity for all trash generated throughout the Events; 25B-4 2 (e) remove dumpsters promptly at the end of each Event and before streets are reopened to the general public; (f) provide and pay for contractor approved by City to steam clean sidewalks in front of lofts on Third Street and all streets within food court areas of festival at a time to be mutually agreed betweeen City and Event Producer and provide loft owners 24 hour notice prior to such sidewalk steam cleaning vi) EQUIPMENT. Event Producer shall provide all necessary equipment, resources and manpower to develop and produce the Event. (a) Equipment shall include lighting for all vendor booths which is to be maintained and fully illuminated until all attendees have vacated the festival and carnival grounds. (b) All equipment, including Porta Potties shall be positioned and serviced so as to prevent noise and odor disturbances to Loft residents and downtown merchants. (c) Event Producer shall inspect all equipment prior to its use to ensure there are no problems such as leaks in K Rails, odors, etc. vii) STAGING AREA. Event Producer shall provide a staging area or booth, at no cost to City, for City personnel to utilize for the duration of said Events. viii) HOSPITALITY SERVICES. Event Producer shall provide an Information Booth that will include a lost and found area, First Aid, and other similar amenities for Event attendees and participants as mutually agreed between City and Event Producer. ix) VIP AREA. Event Producer shall provide a backstage VIP area with a plan to control entrance, including a limited number of VIP passes and adequate security staff to monitor and ensure safety and security. x) LOFTS. Event Producer shall exercise caution and special measures to ensure minimal disruption to owners and tenants of the live-work lofts located on blocks bounded by Main Street, 3rd Street, Spurgeon Street and 15L Street (the "Lofts") , including: (a) Blocking off the sidewalks on 3rd Street in front of Lofts with chain link fencing with screening to create a private walkway for loft residents. (b) Assume responsibility for any damage done to the Lofts during the course of the Event, including assembly and disassembly. Event Producer shall photograph the Lofts prior to each Event in order to document their condition prior to each Event and to identify whether or not damage occurred during each Event. (c) Compensate Loft owners with pets who choose to board their pets from Thursday through Monday. (d) Compensate those Loft owners who choose to stay at a hotel on Saturday and Sunday, during the Event, at a maximum of $100/per day. (e) Event Producer shall schedule equipment set up and tear down, cleaning of porta potties, trash removal, and carry out other logistical activities in such a manner that will minimize late night noise and other disturbances and disruption to Loft residents. xi) QUIET HOURS. Specific to 3rd Street: There shall be designated quiet times with no construction set up or tear down as follows: Thursday, Friday, Sunday from 10:00 p.m. through 7:00 a.m., and Saturday from 12:00 a.m. through 7:00 a.m. Event Producer shall ensure that quiet hours are strictly adhered to by all vendors and sub-contractors. xii) CARNIVAL. Each Event shall include a carnival as follows: (a) Event Producer must secure land use permit for carnival no later than two weeks prior to each event if the carnival will utilize private property for any reason. (b) Carnival rides and booths may be set up on Third Street from Sycamore to Spurgeon, on Bush from Fourth to Third, on the Third and Bush surface parking lot, and on Main Street. However, clear access must be maintained on Main Street between the properties located at 308 and 309 S. Main Street to ensure safe and clear street crossing between those properties. Final location for carnival rides and booths to be mutually agreed between City and Event Producer. 25B-5 (c) Event Producer shall be responsible for securing temporary storage locations for all carnival equipment needs and must secure approval from City of any outdoor off-site accommodations within City limits no later than two weeks prior to each Event. (d) Carnival may not store equipment on City owned property or City right of way prior to the set up time, without prior city approval. Such approval must be requested no later than two weeks prior to each Event if needed. (e) Carnival staff will not be allowed to sleep inside the Event boundaries. (f) Carnival must supply restroom facilities for their staff during set up. (g) Carnival must provide 2 state licensed uniformed guards in the carnival area overnight each day of the festival. (h) Tall rides, exceeding 20 feet, may not be placed adjacent to residential units. e) MANAGEMENT PLAN. Event Producer shall secure and maintain adequate, well-trained staff with decision-making authority throughout the Events to ensure effective management of on-site logistics and compliance with the Scope of Work and with the Operational Conditions attached hereto as Exhibit A. Event Producer shall develop and submit to City no later than 30 days prior to each event. a management plan that includes the following: i) Outline of responsibilities for each team member, including how each major production component will be managed and a functional organizational chart with contact information for key staff who may need to be reached during each Event. ii) A Vendor Plan, including a schedule of vendor meeting(s) to educate all vendors on the Operational Conditions attached hereto as Exhibit A, steps to be taken to ensure compliance by vendors, process for assigning booth location, check-in process, and troubleshooting process. iii) A plan to ensure that all sub-contract vendors have the capacity to adequately staff their areas of responsibility, including on-site supervision. iv) A communication plan to ensure advanced and detailed notice of rules, regulations, requirements, and expectations of vendors, merchants, and residents. v) A detailed timeline, including benchmarks and achievement of benchmarks. vi) A strategy to ensure that all sub-contractors have the capacity to provide adequate staff to comply with their areas of responsibility with on-site supervision. f) SECURITY PLAN. Event Producer shall adhere to the Security Plan to cover all security needs and requirements, including state licensed uniformed security staffing at the levels set by the City Police Department as defined herein and in the Operational Conditions attached hereto as Exhibit A. g) ENTERTAINMENT. City shall retain final approval over all entertainment. City at its sole discretion and/or for any reason may reject entertainment chosen by Event Producer. i) Event Producer shall produce a complete entertainment schedule listing each performer and their popularity rating and submit to City no later than two weeks prior to each scheduled Event. City will provide final approval within five working days of City receipt of entertainment schedule, at which time City will provide written approval in the form of a letter from the City Manager or his designee. ii) Event Producer shall contract and pay for all talent, artists, performers, and entertainer expenses, including but not limited to travel logistics, licenses, permits, and technical requirements. 25B-6 4 iii) Event Producer shall arrange for and deliver to City no later than five days prior to each Event signed permissions allowing the use of photos and/or videos of participants and entertainers. iv) As part of the entertainment package, Event Producer shall incorporate at least one headliner for Saturday and Sunday as part of the entertainment segment of the event. The headliner shall be a musician or group that is recognized and established to be a regional draw within their music genre. v) Event Producer shall plan and coordinate the "El Grito" ceremony including arranging for necessary props and equipment and work in coordination with City, the Mexican Consulate, and other partners as deemed necessary by City to finalize the ceremony details, including identifying speakers and on-stage guests. vi) Event Producer shall work with City to schedule comments by dignitaries during the "El Grito" ceremony and as otherwise appropriate. vii) Entertainment on any stage is prohibited from tossing giveaways into the crowd. This also applies to the live remotes from any radio station. viii) Artist autograph sessions are prohibited at all times without prior City approval. Event Producer must maintain adequate, well-trained staff at each stage to prevent prohibited activities by artists and entertainers. ix) A penalty for failure to control artists and entertainers shall be imposed at $---- per occurrence. x) Event Producer shall pay for any additional expense for police intervention or other emergency response needed to protect the safety of people attending the event, crowd control, etc. as a result of its failure to control its entertainment. xi) The final entertainment schedule, including the end time of entertainment shall be mutually agreed between City and Event Producer. xii) Event Producer shall employ a stage manager to ensure the entertainment agenda is followed and that all artists and entertainers follow the requirements set forth herein and in the Operational Conditions attached hereto as Exhibit A. xiii) If Event Producer fails to enforce the closure time or other Rules and Regulations attached hereto as Exhibit A, the Police Department will immediately close the stage and disburse the crowd. Event Producer shall pay all City costs incurred in enforcing the approved entertainment schedule. h) ALCOHOL and TOBACCO. Event Producer agrees not to sell or distribute, or allow the sale of or distribution of, any tobacco products during the Events. Sponsorship by alcohol product companies shall be allowed subject to pre-approval by City. Absolutely no direct tobacco product advertising shall be allowed within or associated with the Event. Neither tobacco product advertising nor alcohol product advertising shall be distributed to minors. i) MARKETING and COMMUNICATIONS. Event Producer shall be responsible for developing and implementing a Marketing and Communications Plan, which shall be submitted to City for review no later than 60 days prior to each event at the pre-event meeting. City retains final approval of all marketing and promotional material for Events. Marketing and Communications activities defined in the Marketing shall include but not be limited to i) Paid advertising, press releases and media advisories, web site content, advertisements, and other promotional materials ii) Development, printing, and distribution of event materials such as programs, rack cards, posters, banners, and signage iii) Event Producer to submit to City copies of all final press releases, web site content, and advertising for Events at least five business days prior to their use or release. 25B-7 iv) If a theme is considered, it shall be mutually agreed between City and Event Producer who will work with City to produce a creative brand to be used in all marketing materials. All promotional materials shall include the City logo. v) Development and implementation of a Customer Relations Plan that will provide effective and relevant communications to the merchants, residents, churches, and others within the Event boundaries to provide advance notice of Event activities and to mitigate problems that may arise. vi) Development and implementation of a Protocol Plan in conjunction with City to identify, invite, and support the participation of government and other community representatives. j) SPONSORSHIP. Event Producer shall have the right to solicit and retain sponsorship for the Event festivals and the Fiestas Patrias Parade under the following terms and conditions i) Event Producer shall work with City to coordinate sponsor recruitment and benefits packages to leverage sponsorship contributions in a collaborative manner. ii) City shall determine the location for sponsor banners along the parade route. iii) City shall receive copies of all draft sponsorship agreements for the Events no later than 30 days prior to each Event. iv) Event Producer shall obtain City approval no later than 30 days prior to contracting sponsor benefits relating to the use of public spaces such as flag poles, banners and City facilities. v) City retains the right to approve all sponsor material which identifies the City by name, logo or City seal. vi) All sponsorship agreements/contracts must be between Event Producer and the participating sponsor and not third parties; however, should a third-party sponsorship present itself, MX Live shall present to the City for consideration and the City will have final approval of same. vii) Event Producer shall acknowledge the City of Santa Ana, Parks, Recreation, and Community Services Agency (PRCSA) as Title Sponsor in all print and online promotional materials and make every effort to acknowledge PRCSA contributions in media interviews, public service announcements, and other sponsorship recognition opportunities. viii) Event Producer shall coordinate all arrangements for sponsorship acknowledgement including radio and print ads as well as any materials and announcements. ix) All sponsorship communications shall be subject to City review and final approval prior to release. k) RIGHT OF FIRST REFUSAL. Event Producer shall provide right of first refusal to merchants with businesses along 4th Street and in the Fiesta Marketplace for booths located in front of said businesses at a discounted rate. Merchants shall be given 30 days prior to each event to exercise such right of first refusal. After that date Event Producer may sell those booths to others. Event Producer shall provide to City verification of refusal by each merchant to purchase the booth space in front of their respective businesses no later than 30 days prior to each Event date. 1) FINANCIAL LEDGER. Event Producer shall maintain a financial ledger specifically detailing all expenses/cost and revenues generated from said Event in order to determine net revenue. Within forty five (45) days after each Event, Event Producer shall provide the City the financial ledger and shall reimburse to the City all City related costs and expenses as agreed upon. 2. TERM. This Agreement shall commence January 1, 2012 and terminate the earlier of completion of all accounting for expenses, but no later than December 31, 2014. 25B-8 6 EXHIBIT A OPERATIONAL CONDITIONS Failure to abide by these Operational Conditions may result in the expulsion of a vendor or other festival participant at the discretion of City. Prohibited Entertainment Activities • Entertainment on any stage is prohibited from tossing anything into the crowd. This also applies to the live remotes from any radio station. • Artist autograph sessions are prohibited throughout the Event in all areas. Vendors • All Vendors must attend an orientation meeting and must sign in at their arrival and sign out at their departure. Vendors who do not attend, arrive late, and/or depart early may be prevented from participating in the Event. • All vendors shall obtain a City of Santa Ana Business License or a One-Day Peddlers License. • All food vendors shall obtain and have in their possession, an Orange County Health permit and/or clearance from OC Health Department. • All mobile vendors during parade and festival must carry with them a photo Identification to identify them as the approved vendor. • All vendors must stay within their respective designated booth boundaries and must not encroach on adjacent booths or on public or private property. • All vendors are subject to the "Three Warning Rule" and may be eliminated from the festival and/or parade for non-compliance three times during the entire Event. Vehicles • Vendor/booth/sponsor vehicles may not enter the Event after 11:30 am daily and until 12:30 am on Saturday and 10:30 pm on Sunday night or until it is determined to be safe for the general public by the Police Department Official in charge at the Event. • Vendor vehicles must park in assigned locations at all times. Vendor vehicles parked in unauthorized locations will be towed at the vendor's expense. Sales • All ticket sales at any booth including the Carnival must cease one hour prior to closing of the Event each night. Mitigation of Disturbances • All noise generated by the Event shall remain within levels specified in SAMC Section 18-132. Specifically noise levels shall not exceed 55 db between the hours of 7 a.m. to 10 p.m. and not to exceed 50 db between the hours of 10 p.m. to 7 a.m. SAMC Section 10-153 (Loud and Raucous Notice) must be abided by all at all times. • No speakers outside booths and no live entertainment are allowed except on the approved stages or by prior city approval. 25B-9 There will be NO amplified music or vocal presentations allowed in vendor booths within the event except where previously authorized in writing by the City and on the approved stages. Booth Construction and Set-Up • All booths' canopy support poles closest to the public sidewalk must be kept pushed up to the curb at all times. The front support posts may not be placed past the gutter. • Vendor booths are prohibited from placing items on the public sidewalk except in those areas as approved on the official site plan. • Vendor booths are prohibited from attaching rear tarps or stacking merchandise that obstructs street visibility to the retail storefronts behind the booths. • Portable fire extinguishers are required for all booths and rides. • Tables, chairs or other items may not be placed in front of the approved booth locations. Safety and Security • A 20-foot wide fire lane must be maintained behind each stage at all times. Any vehicles blocking this area will be towed at the owner's expense. • Access must be provided for emergency vehicles at all times of a minimum 20 foot width on all streets, unless otherwise approved in advance by City. • Additional fencing and protection for the entertainment stages, fencing for Federal Courthouse, and any additional storefront protection as deemed necessary by the City Police Department must be provided by Event Producer at its own cost. Clean-Up/Trash • All booths and the surrounding areas must be maintained in a clean condition at all times. It is prohibited to dump trash, food, etc. on the event grounds. It is further prohibited to dump grease anywhere, except in pre-approved containers. Failure to follow these rules will result in loss of security deposit. Booth Activities • Interactive equipment used by vendors must be approved by City prior to its use to prevent the use of items that are deemed to be a danger to patrons. • Vendors must maintain adequate staff for crowd control for activities that result in long lines, such as wheel of fortune, sample distribution, games, etc. • Flyers, newspapers, and/or pamphlets may not be distributed by booth vendors or sponsors without prior City approval. • All merchandise sold at the event must be suitable and appropriate for a family oriented event. • Inappropriate items must not be placed for sale or distribution by any festival vendor, including weapons of any variety (sling shots, knives, etc.), tobacco products, merchandise that is sexually explicit or promotes gang activity or other criminal behavior, beverages that are canned or in glass containers, silly string, etc. • Massage related vendors are prohibited during the event. • Booth vendors may not distribute or sell any alcohol or tobacco products. 25B-10 Food Booths • All food booths must comply with all State health and City Fire regulations at all times and may not start cooking or selling until final clearance has been given by the County Health Department and the City Fire Department. • Food vendors must obtain a California Health Permit, and must obey all health laws. • Food vendors must have a fire extinguisher that is up to date. • No homemade gas lines, propane bottles or use of charcoal is permitted. Additionally, any food heating source must meet City Fire Department requirements. • Each food vendor will be reviewed by the County Health Department and the City Fire Department once it is set up. Delays in set-up may result in that vendor being placed at the end of the line for review and clearance. • All cooking must cease a minimum of one hour prior to the closing of the Event each night. Vendors may not sell or give away product after the closing time of the Event. • Failure of food booth vendors to comply with any and all requirements will result in the removal of that vendor from the festival. Carnival • Carnival may begin set up of rides at 6:00 p.m. Thursday prior to each Event. • Carnival may not store equipment on City owned property or City right of way prior to the set up time, without prior city approval. • Carnival staff will not be allowed to sleep inside the Event boundaries. • Carnival must supply restroom facilities for their staff during set up. • Carnival must provide 2 state licensed uniformed guards in the carnival area overnight each day of the festival. Stage Construction Permit Requirements • An engineer of record (EOR) registered in the state of California shall perform the structural observation and be responsible for both the calculations and erection/construction documents regarding the Performance Stage (hereinafter "Structure") • An updated analysis of the Structure based on the most current California Building Code • Event Promoter shall provide a site plan indicating where the Structure will be built • Event Promoter shall provide an erection plan, approved by the FOR that is consistent with the analysis and that will show exactly how the Structure will be put together, including information regarding: o Member truss sizes o Member truss spans o Size and number of bolts required and amount of torque needed to connect members o Structure bracing specifications o Specification and location of hold downs or ballast and required weights o How accessibility is addressed onto stage/platform, i.e. via code compliant ramp or mobile wheelchair lift o Framing plan for the stage/platform that includes: o Member sizes and spans 25B-11 o Connection information, i.e. size and number of bolts, torque information o Bracing specifications o Anchorage and pad information Private Security Requirements • Event Producer will pay for required state licensed uniformed security staffing at the levels set by the City Police Department, based on the size and scope of each Event and which will include but not be limited to overnight security, roving patrols, and fixed positions. • A minimum of 50% of the Security staff must be bilingual, English/Spanish speaking. • Security personnel must wear uniforms that are of a different color from local law enforcement agency. • Event Producer must provide a golf cart for use by security personnel throughout the Event • Security Company must ensure that all security guards are equipped with radios for internal communications and that the Security Supervisors are equipped with one radio each for communications with SAPD and the Event Producer. • Security Company must ensure that there are two Security Supervisors on site at all times during each Event. • Security staffing shall cover fixed positions during the entire event, including but not limited to stage, perimeter barricades, Federal Courthouse, Lofts, DGWD parking lot, and beer garden. • Stage security must ensure that only authorized persons are allowed to enter backstage and to ensure safe passage for VIPs in and out of VIP parking lots • Roving security staffing shall monitor on a regular basis the parking structures and street activity within the perimeters of each Event. • Overnight Security shall monitor the stages and shall conduct roving patrol of entire festival area. • The security staff shall take final direction and instruction from the City Police Department supervisor in charge of the event and will meet with the SAPD supervisor in charge and other staff as needed at the beginning of each Event. • Security guards are not to carry weapons, batons, or tear gas. • Security guards are to report only to the Santa Ana Police Department Sgt. in charge of the event or the Recreation and Parks Department Supervisor. • Security must contact Santa Ana Police for any criminal activity but may intervene for non- criminal activity such as illegal vendors, rule violations, crowd control, etc. • Security personnel must assist with the following: o ensuring that all vehicles are off of streets within the festival boundaries by 11:30 am each day o preventing vehicles from stopping to drop off equipment o regulating vehicle entry and parking restrictions and escorting approved individuals in and out of designated parking areas o monitoring specific problem areas identified by Santa Ana Police Department o monitoring Lofts to ensure that no illegal activity is taking place o ensuring that there are no artist autograph sessions and no tossing of items from stage o watching for gang members especially in the carnival area and other criminal activity o monitoring booth activities, especially lines from wheel of fortune and other activities that result in blocking pedestrian paths, amplified sound, illegal vendors, etc. o providing advanced notice to vendors as directed by SAPD of time for closure and time to stop all cooking 25B-12 o assisting Police and Fire Departments with shutting down cooking booths at designated times o assisting Police Department with closing down the festival nightly 25B-13 25B-14