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HomeMy WebLinkAboutItem 16 - Partnership Agreements with the Office of Congressman Lou Correa and the Office of Supervisor Vicente Sarmiento for Chicano Heritage Festival 2023Parks, Recreation, and Community Services _ www.santa-ana.org/departments/parks-recreation/ Item # 16 r City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report August 15, 2023 TOPIC: Partnership Agreements with the Office of Congressman Lou Correa and the Office of Supervisor Vicente Sarmiento for Chicano Heritage Festival 2023 AGENDA TITLE Receive and File Informational Report Regarding Partnership Agreements with the Office of Congressman Lou Correa and the Office of Supervisor Vicente Sarmiento for Chicano Heritage Festival 2023 RECOMMENDED ACTION 1. Receive and File Informational Report Regarding Partnership Agreements with the Office of Congressman Lou Correa and the Office of Supervisor Vicente Sarmiento for Chicano Heritage Festival 2023. 2. Approve an appropriation adjustment to recognize a total financial donation in the amount of $5,000 from the Office of Congressman Lou Correa. (Requires five affirmative votes) 3. Approve an appropriation adjustment to recognize a total financial donation in the amount of $10,000 from the Office of Supervisor Vicente Sarmiento. (Requires five affirmative votes) DISCUSSION The City Council adopted the City's Partnership Policy (Exhibit 1) on April 5, 2022. The Partnership Policy outlines the purpose, definitions, partnership guiding principles, and partnership processes. In addition, all partnership agreements will be evaluated on a case -by -case basis and will include contractual language consistent with all applicable City policies, ordinances, and good business practices. Lastly, the City Manager shall have the authority to approve Partnership Agreements up to $50,000. The City Council shall have the authority to approve Partnership Agreements in excess of $50,000. The Parks, Recreation & Community Services Agency (PRCSA) recently developed the PRCSA Sponsorship/Partnership Deck (Exhibit 2) that outlines how corporations, community based organizations, and non-profit organizations can work with PRCSA in adding value to events, activities, and programs provided to the community through financial and in -kind sponsorship/partnership agreements. Partnership Agreements with the Office of Congressman Lou Correa and the Office of Supervisor Vicente Sarmiento for Chicano Heritage Festival 2023 August 15, 2023 Page 2 The Sponsorship/Partnership Deck provides defined levels of participation that potential sponsors/partners can work within while receiving corresponding levels of acknowledgement for their generosity to the City. PRCSA will ensure that the Office of Congressman Lou Correa will receive incentives aligned with the $5,000 donation for a Premium Event (Chicano Heritage Festival 2023). This will include, but is not limited to: a) Physical booth at event, b) Stage mention during event, and c) Social media acknowledgement. PRCSA will ensure that the Office of Supervisor Vicente Sarmiento will receive incentives aligned with the $10,000 donation for a Premium Event (Chicano Heritage Festival 2023). This will include, but is not limited to: a) Physical booth at event, b) Stage mention during event, c) Social media acknowledgement, d) Designated event component, and e) On -site signage with organizational logo at the designated event component. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Upon receiving donation funds and executing respective agreements, funds will be deposited in the PRCSA Fees & Donations, Gifts & Donations (02213002-57081) and will subsequently be redistributed to the PRCSA Contractual Services -Professional line item account (02213200-62300). Fiscal Accounting Fund Accounting Unit, Amount Year Unit- Account # Description Account Description FY 23-24 02213002-57081 PRCSA Fees PRCSA Fees & $5,000 & Donations Donations, Gifts & Donations FY 23-24 02213200-62300 PRCSA Fees PRCSA Fees & $5,000 & Donations Donations, Gifts & Donations FY 23-24 02213002-57081 PRCSA Fees PRCSA Fees & $10,000 & Donations Donations, Gifts & Donations FY 23-24 02213200-62300 PRCSA Fees PRCSA Fees & $10,000 & Donations Donations, Gifts & Donations Partnership Agreements with the Office of Congressman Lou Correa and the Office of Supervisor Vicente Sarmiento for Chicano Heritage Festival 2023 August 15, 2023 Page 3 EXHIBIT(S) 1. Partnership Policy 2. PRCSA Partnership Deck Submitted By: Hawk Scott, Executive Director of Parks, Recreation and Community Services Approved By: Kristine Ridge, City Manager RESOLUTION NO. 2022-023 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING THE PARTNERSHIP POLICY WHEREAS, the City gets many requests annually to partner with various businesses, companies and/or non-profit entities; WHEREAS, the City desires to adopt a set of guidelines that will govern the evaluation of partnership opportunities with the City and define the process for such partnerships; and WHEREAS, the proposed Partnership Policy will be a clear and transparent way to outline the process for partnering with the City for a wide variety of events and opportunities; and WHEREAS, the City believes that partnerships will enhance programs and services provided to Santa Ana residents and visitors. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Santa Ana as follows: Section 1. The Partnership Policy, attached as Exhibit A, is hereby approved. Section 2. This Resolution shall take effect immediately upon its adoption by the City Council, and the Clerk of the Council shall attest to and certify the vote adopting this Resolution. ADOPTED this 5th day of April, 2022. 6 Z6 Vicente Sarmiento Mayor APPROVED AS TO FORM: Sonia R. Carvalho, City Attorney Laura A. Rossini Chief Assistant City Attorney Resolution No. 2022-023 Page 1 of 2 AYES: Councilmembers Hernandez Lopez, Mendoza Penaloza Phan, Bacerra, Sarmiento (7) NOES: Councilmembers None 0 ABSTAIN: Councilmembers None 0 NOT PRESENT: Councilmembers None CERTIFICATE OF ATTESTATION AND ORIGINALITY I, DAISY GOMEZ, Clerk of the Council, do hereby attest to and certify the attached Resolution No. 2022-023 to be the original resolution adopted by the City Council of the City of Santa Ana on Apr 15 2022. Date: `fir 13-Z,)2,7 - Resolution No. 2022-023 Page 2 of 2 Daisy Game Clerk of the Council City of Santa Ana Fxhihit A r�y',ya City of Santa Ana Administrative Policies and Procedures City Manager's Authorization The Partnership Policy Date [Month Day, Year] Purpose The purpose of the City of Santa Ana ("City") Partnership Policy ("Policy") is to establish policies, guidelines and procedures governing how partnerships between the City and external entities transpire. The intent of a partnership is to expand or enhance programs and services the City delivers to Santa Ana residents. Definition The establishment of this Policy is to ensure that the City employs a strategic approach for considering potential partnerships that will enhance programs and services provided to Santa Ana residents and visitors. Partnerships shall be inclusive of the following elements: (1) align with the City's mission, vision, or values; (2) provide an equitable process for potential partners; (3) maximize available community resources; and (4) encompass a broad spectrum of agreements and strategies. This Policy enables the City to be proactive, rather than reactive, when presented with potential partnership opportunities. Policy 1. TERMS GLOSSARY (Appendix A) 2. TYPES OF PARTNERSHIPS The types of partnerships are working agreements having (1) achievable mutual interests between the City and partnering entities, (2) an increased likelihood of the City and partnering entities achieving their respective mission, (3) the ability to amplify reach within the community, and (4) an impactful community investment. These partnerships can take the form of cash gifts and donor programs, improved access to alternative funding, property investments, charitable trusts, labor, materials, equipment, continued sponsorships, technical skills, and other forms of value. The effective use of volunteers can also figure significantly into developing partnerships. Some partnerships involve active decision making, while other partnerships take a more passive role. 2.1 Active Partnerships Active partnerships include leases, contracts, sponsorship agreements, marketing agreements, management agreements, joint -use agreements, inter -governmental agreements, or any combination thereof. Proposed partnerships considerations include, but are not limited to, facility, service, maintenance, operations, program development, and other associated needs. 2.2 Public/Private Partnerships A public/private partnership is between a government entity and a private company. 2.3 Public/Non-Profit Partnerships A public/non-profit partnership is between a government entity and a non- profit organization. 2.4 Public/Public Partnerships A publiclpublic partnership is between two government entities 2.5 Sponsorships Sponsorships for facilities and programs is one type of beneficial partnership. 3. GUIDING PRINCIPLES The guiding principles below serve as a framework for the City to consider potential partnerships. 3.1 Mutual benefits and Consistency with City Policy Both the City's and the partner's goals should be openly and clearly stated. The City will strive to determine that a proposed partnership be mutually beneficial to both parties. All partnerships shall be consistent with all applicable policies and procedures set by the City. 3.2 Mitigated Risk The partners, its employees, and potential subcontractors must comply with all applicable laws, codes, rules, regulations and requirements pertaining to the execution of the partnership. 3.3 Coordination The City Manager or designee will align each proposed partnership with all City departments identified as being crucial to the success of the associated program or project. 3.4 Performance Measurement and Evaluation At the outset of each partnership, a set of achievable performance measures shall be established. At the conclusion of each project, a report evaluating the project against the stated performance measures and any additional information should be completed and forwarded to the City Manager's Office or designee. 4. PARTNERING PROCESS The partnering process describes the steps for the creation of a partnership with the City. 4.1 Define scope of partnership, including a description of the community need, partnership benefits, and general strategy, as well as the following: 4.1.1 Consistency of the goals of the proposed partnership with the City's mission, vision, or values, and core services. 2 4.1.2 Consistency with existing laws, along with the City's policies and practices. 4.1.3 Balance between the potential benefit of the partnership with the level of risk assumed by the City. 4.1.4 Potential for actual or perceived conflicts between demonstration partners' and City's goals or business practices. 4.2 Develop a Request for Proposal (RFP) to solicit desired partnership opportunities. 4.3The City Manager or designee, along with City staff members from the participating City department, reviews all responsive proposals received through a competitive proposal process. 4AThe City Manager or designee has the authority to incorporate a group and/or partner for a specific event. 5. EVALUATION PROCESS The City Manager or designee shall make an initial determination as to whether the proposed partnership meets the mission, vision or values of the City. If the proposed partnership meets these initial evaluation criteria, then the City shall be responsible for further evaluating the proposal and returning a recommendation to the City Manager or designee for consideration. Should the proposal not meet the initial evaluation criteria, then the City Manager or designee shall notify the proposer of the determination. 6. PARTNERSHIPS AGREEMENTS Partnership Agreements shall be evaluated on a case -by -case basis and will include contractual language consistent with all applicable City policies and ordinances and good business practices. 7. AUTHORITY TO AWARD Consistent with the City Manager's Contracting Authority Policy (Chapter 2 -- Administration Article VI I. Section 2-748), the City Manager shall have the authority to approve Partnership Agreements up to $50,000. The City Council shall have the authority to approve Partnership Agreements in excess of $50,000. 8. EXCLUSIONS The City reserves the right to reject proposed partnerships that the City deems inappropriate or offensive in any manner. The below partnerships will not be considered: 8.1 Promote practices that violate federal, state or local laws or regulations. 8.2 Parties involved in a lawsuit with City. 8.3 Promote drugs, alcohol, tobacco or tobacco -related products, gambling, or adult materials or entertainment. 8.4 Discriminate based upon a protected class or any other basis prohibited by federal or state law. 8.5 Prohibited by local, state or federal law or regulations. 8.6 Include religious symbols, references or statements. 8.7 Include political symbols, references or statements. 8.8 Endorse products or services that do not comply with City policies or procedures, or that violate federal, state or local laws or regulations. 8.9 Derive their business from the sale of alcohol, tobacco or tobacco -related products, firearms, pornography or sexually explicit goods or services. 8.10 Appear to be in conflict with City policies, procedures, services, or products. 8.11 Create or appear to create a conflict of interest or a potential conflict of interest. APPENDIX A TERMS GLOSSARY A. "City": the City of Santa Ana B. "City Land": property owned, operated or leased by the City. C. "Donation": a monetary (cash) contribution, endowments, personal property, real property, financial services, equipment, in kind goods or services, or any other asset that the City has accepted and for which the donor has not received any goods or services in return. D. "Donation Policy": an established City policy that encourages individuals to donate to the City, which may increase the level of services provided to residents. E. "Facility": a building or permanent structure that is located on land owned or operated by the City. F. "For -Profit": an individual, organization or business that does not have tax- exempt status under the Internal Revenue Code. G. "Formal Proposal": a proposal from a prospective partner submitted for consideration through the City Manager's Office. H. "Partner": a private entity, non-profit organization or other governmental agency. I. "Partnership": a cooperative agreement between the City and one or more partners to attain a common goal or purpose. Partnerships combine complementary resources to either establish mutual direction or complete a mutually beneficial project. J. "Partnership Agreements": several forms of formal agreements, such as lease agreements, management and/or operating agreements, maintenance agreements, intergovernmental agreements, or any other agreements, as deemed appropriate by the City. K. "Partnership Plan": the procedural guidelines for implementation of Partnership Policy. L. "Private Party": an individual, group or organization that excludes participation by the public and is either not -for -profit or for -profit. 4 M. "Non -Profit Organization": a tax-exempt organization as defined under relevant sections of the Internal Revenue Code. N. "Restricted Donation": donations designated at donor request for a particular City event, location, program or purpose. O. "Sponsorship": the relationship between a sponsor and the City, in which the sponsor pays a cash or in -kind fee, in return for access to the commercial potential associated with a facility, program or service. P. "Sponsorship Policy": an established City policy for considering potential sponsorships that enhance and support the various programs and services provided by the City. Q. "Unrestricted Donation": a donation to the City without any limitation upon its use. 5 EXHIBIT 2 Santa Ana iAu& as Rawdam SANTAANA PARTNERSNIP ANDSPONSORSNIP OPPORTUNITIES Santa Ana iAu& as Rawdam SANTAANA PARTNERSNIP ANDSPONSORSNIP OPPORTUNITIES Table ofContents 1 Interested In Becoming A Partner Or Sponsor? 2 Partnerships 5 Sponsorships 7 2023 Events Calendar 8 2024 Events Calendar 10 Programs Sections 11 City Of Santa Ana Demographic And Economic Data Table ofContents 1 Interested In Becoming A Partner Or Sponsor? 2 Partnerships 5 Sponsorships 7 2023 Events Calendar 8 2024 Events Calendar 10 Programs Sections 11 City Of Santa Ana Demographic And Economic Data Become a Partner And sake an impact in Sant Aga 2 PARTNERSNIPS All partnership levels allow for in -kind contributions in addition to financial contributions. In -kind contributions are encouraged to be provided in the form of services, donations, and items that provide an overall community benefit during City events and programs. Value of in -kind contributions will be assessed by City staff prior to event date. The City's Special Events team will collaboratively discuss details of the of proposed contributions on a case -by -case basis to ensure they meet the event needs. Examples ofln-Kind Contributions ■ Providing Staff/Volunteers on the day of the event ■ SWAG items with added City of Santa Ana logo ■ Entertainment (Face painters, balloon artists, DJs, games) ■ Food & Beverage ■ Event Components (inflatables, arts & crafts station) ■ Event Specific Items Ex: Easter eggs, candy, decorations, balloon arches, photo booths Become a Partner And sake an impact in Sant Aga 2 PARTNERSNIPS All partnership levels allow for in -kind contributions in addition to financial contributions. In -kind contributions are encouraged to be provided in the form of services, donations, and items that provide an overall community benefit during City events and programs. Value of in -kind contributions will be assessed by City staff prior to event date. The City's Special Events team will collaboratively discuss details of the of proposed contributions on a case -by -case basis to ensure they meet the event needs. Examples ofln-Kind Contributions ■ Providing Staff/Volunteers on the day of the event ■ SWAG items with added City of Santa Ana logo ■ Entertainment (Face painters, balloon artists, DJs, games) ■ Food & Beverage ■ Event Components (inflatables, arts & crafts station) ■ Event Specific Items Ex: Easter eggs, candy, decorations, balloon arches, photo booths Financial and In -kind Contribution Title Level • Physical booth at event and stage mention • Day -of social media acknowledgement in form of a story on aPsantoanaparks • Social media acknowledgment in caption of recap event post on @santoanaparks • Designated event component assigned to your organization to manage and bring additional value • On -site signage with organization's logo, for display at the organization's assigned event component • Social media acknowledgement announcing the designated event component brought to you by "your organization" • Organization listed on marketing materials, with logo placement, as a named partner of the event (fliers, posters, banners, etc.) • Involvement as a collaborative partner in event planning and logistics • Logo placement on City's website within the specific event subpage • Partnership recognition on City issued press releases • All above items per event -11 • Logo placement on City's website under annual events page for duration of year • Ability to participate in additional program services at Recreation Centers • City Council and Parks, Recreation & Community Services Commission (PRCSC) recognition Financial and In -kind Contribution Title Level • Physical booth at event and stage mention • Day -of social media acknowledgement in form of a story on aPsantoanaparks • Social media acknowledgment in caption of recap event post on @santoanaparks • Designated event component assigned to your organization to manage and bring additional value • On -site signage with organization's logo, for display at the organization's assigned event component • Social media acknowledgement announcing the designated event component brought to you by "your organization" • Organization listed on marketing materials, with logo placement, as a named partner of the event (fliers, posters, banners, etc.) • Involvement as a collaborative partner in event planning and logistics • Logo placement on City's website within the specific event subpage • Partnership recognition on City issued press releases • All above items per event -11 • Logo placement on City's website under annual events page for duration of year • Ability to participate in additional program services at Recreation Centers • City Council and Parks, Recreation & Community Services Commission (PRCSC) recognition Financial Contribuff Lcvcls: MAI'l • Ability to provide fliers and agency materials at a sponsorship information grab-n-go table i. Stage mention at the event Social media acknowledgement in form of a Story on Psantaonaparks • Social media acknowledgment in caption of recap event post on (cDsontocinaparks Sponsoring designated by a event component managed City staff Social media acknowledgement announcing the designated event component brought to you by our organization" • On -site signage with organization's logo, for display at the organization's assigned event component Organization listed on marketing materials, with logo placement, as a named partner of the event (fliers, posters, banners, etc.) Logo placement on City's website within the specific event subpage Recognition on City issued press releases I PI MM Elm All above items per event placement on City's website under annual events page for duration of year City Council and Parks, Recreation & Community ( Services CommissionPRCSC) recognition �.I 6 Financial Contribuff Lcvcls: MAI'l • Ability to provide fliers and agency materials at a sponsorship information grab-n-go table i. Stage mention at the event Social media acknowledgement in form of a Story on Psantaonaparks • Social media acknowledgment in caption of recap event post on (cDsontocinaparks Sponsoring designated by a event component managed City staff Social media acknowledgement announcing the designated event component brought to you by our organization" • On -site signage with organization's logo, for display at the organization's assigned event component Organization listed on marketing materials, with logo placement, as a named partner of the event (fliers, posters, banners, etc.) Logo placement on City's website within the specific event subpage Recognition on City issued press releases I PI MM Elm All above items per event placement on City's website under annual events page for duration of year City Council and Parks, Recreation & Community ( Services CommissionPRCSC) recognition �.I 6 2024balsCaludar ' Tet (Lunar New Year) Festival Date: • - - • • Location: Expected Attendant off Salgado Recreation Center Open & gym grand Opening Date.jWax, -• Locatio "*-10, - • • - Expected Attendance: ECCcellentAdventure Location: Expected El Salvador Recreation Center: SpringF Locatio ante: Santa Ana Fun Run & Fit Fest Location: Expected Attendance) Summcrmovicsinthc Date: • Locatio • - Expected Attendance: Fourth ofJuly Date: • Location: Expected Attend ' Shakespeare in the Park Date: Location: Expected Attenda Concerts in the Park Location: Expected Atte ' Chicane NeritageFestival Date: • • Location: : • Expected Attendance: ' Fiestas Patrias Fir Date: Rptember 14 -15, 2024 Locations,F lower -- Expected Attendance: • • • • ' International Older Adults Festival Date: - . Location: Expected Attendance: ' Mid-AutumnFestival f• Date: • - • . • Location: ,_- R __ Expected Attendance: ' Birch Park Movie Series Date: • o Location: Expected Attends 2024balsCaludar ' Tet (Lunar New Year) Festival Date: • - - • • Location: Expected Attendant off Salgado Recreation Center Open & gym grand Opening Date.jWax, -• Locatio "*-10, - • • - Expected Attendance: ECCcellentAdventure Location: Expected El Salvador Recreation Center: SpringF Locatio ante: Santa Ana Fun Run & Fit Fest Location: Expected Attendance) Summcrmovicsinthc Date: • Locatio • - Expected Attendance: Fourth ofJuly Date: • Location: Expected Attend ' Shakespeare in the Park Date: Location: Expected Attenda Concerts in the Park Location: Expected Atte ' Chicane NeritageFestival Date: • • Location: : • Expected Attendance: ' Fiestas Patrias Fir Date: Rptember 14 -15, 2024 Locations,F lower -- Expected Attendance: • • • • ' International Older Adults Festival Date: - . Location: Expected Attendance: ' Mid-AutumnFestival f• Date: • - • . • Location: ,_- R __ Expected Attendance: ' Birch Park Movie Series Date: • o Location: Expected Attends h RON EL h o� a■1 �:.is, 1'�s T O lamp Ga Recreation Program Sections v or Q RON U i J� C •� -�F,�, Lagos', ����k.� 4WD •� F EL O 40 � h RON EL h o� a■1 �:.is, 1'�s T O lamp Ga Recreation Program Sections v or Q RON U i J� C •� -�F,�, Lagos', ����k.� 4WD •� F EL O 40 � C0NTACT INF() Cori Lantz Recreation & Community Services Supervisor Email: CLantz@santa-ana.org Monique Leon Recreation Special Event Supervisor Email: SpecialEvents@santa-ana.org