HomeMy WebLinkAboutItem 13 - Agreement with Seaside Ice, LLC, dba Ice-America, for a Seasonal Ice Rink Parks, Recreation, and Community Services
www.santa-ana.org/parks
Item # 13
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
October 3, 2023
TOPIC: Agreement with Seaside Ice, LLC, dba Ice-America
AGENDA TITLE
Agreement with Seaside Ice, LLC, dba Ice-America, for a Seasonal Ice Rink and
Related Services (General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute an agreement with Seaside Ice, LLC, dba Ice-
America, for a total amount not to exceed $795,936, which includes the base amount of
$723,536 and a contingency amount of $72,400, for a term beginning October 3, 2023
and ending January 31, 2024, subject to non-substantive changes approved by the City
Manager and City Attorney.
GOVERNMENT CODE §84308 APPLIES:Yes
DISCUSSION
The City of Santa Ana will host the third annual outdoor, family-friendly winter event in
the Civic Center for Santa Ana residents and the surrounding communities. The event
will feature an ice-skating rink, food, holiday décor, and seasonal activities to be open to
the public from December 2, 2023 through December 30, 2023. Seaside Ice, LLC, dba
Ice- America will provide the installation and operation of a seasonal, portable ice rink
and additional related services, including all necessary equipment and labor,
experienced ice rink operations staffing, marketing, decorations, and lighting (Exhibit 1).
Staff may use existing City contracts for support services, such as security and
cleaning, and will seek City Council approval for those items in the future, as needed.
Ice-America has provided ice rink services since 2008 and is the exclusive distributor of
the trademarked Ice-World aluminum ice rink system in the U.S. and Canada.
FISCAL IMPACT
Funds for this project are budgeted and available in the account below. Upon approval
of the agreement, $361,768 shall be made payable to Ice-America to secure ice rink
services, which is 50 percent of the base amount. The outstanding balance of $361,768
shall be made payable to Ice-America upon opening of the Winter Village event. The
additional $72,400 will be available for unanticipated costs.
Agreement with Seaside Ice, LLC, dba Ice-America
October 3, 2023
Page 2
3
7
5
2
Fiscal
Year
Accounting Unit-
Account #
Fund
Description
Accounting Unit,
Account Description
Amount
23-24 01113230-62300 General Fund PRCSA-Recreation &
Comm. Svc, Contract
Services-Professional
$795,936
The City expects to recuperate a portion of the event production cost through ticket sales.
These revenues will be received into the account below.
Fiscal
Year
Accounting Unit-
Account #
Fund
Description
Accounting Unit,
Account Description
Amount
23-24 01113002-53331 General Fund Rec Comm Svs-
Mgrl/Support Svs, City
Events
$120,000
EXHIBIT(S)
1. Agreement
Submitted By: Hawk Scott, Executive Director of 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 FOR WINTER VILLAGE 2023
THIS AGREEMENT is made and entered into on this 3rd day of October, 2023, by and
between Seaside Ice, LLC, a California limited liability company doing business as Ice-America
(“Contractor”), and the City of Santa Ana, a charter city and municipal corporation organized and
existing under the Constitution and laws of the State of California (“City”). Contractor and City
are also referred to collectively as “the Parties” or individually as a “Party.”
RECITALS
A. The City desires to retain a contractor having special skill and knowledge regarding the
installation, providing of equipment, and maintenance of a portable outdoor ice-skating
rink in the City and to provide support services for operation of this ice-skating rink.
B. Contractor represents that it is able and willing to provide such services to the City.
C. In undertaking the performance of this Agreement, Contractor represents that it is
knowledgeable in its field and that any services performed by Contractor under this
Agreement will be performed in compliance with such standards as may reasonably be
expected from a professional consulting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject
to the terms and conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
Contractor shall construct, provide all equipment for, and operate a portable outdoor ice
rink of 82 feet x 50 feet (4100 square feet) on dates and a location as specified by the City and as
set forth in detail in Contractor’s proposal, attached hereto as Exhibit A, and incorporated by
reference.
2. COMPENSATION
a. City agrees to pay, and Contractor agrees to accept as total payment for its services for
City, the rates and charges identified in Exhibit A. The total amount authorized during
the term of this Agreement shall not exceed 795,936.00. This sum is comprised of (1)
the base amount of $723,536.00 and (2) a contingency in the amount of $72,400.00 for
additional and as-needed services, to be exercised at City’s sole discretion.
b. Payment of a deposit in the amount of $361,768.00 shall be processed and made
available, subject to City accounting procedures, for FedEx to Contractor on October
12, 2023.
c. Payment of the remaining base amount of $361,768.00 shall be processed and made
available, subject to City accounting procedures, to Contractor upon the opening of the
Winter Village Event.
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d. Payment need not be made for work, which fails to meet the standards of performance
set forth in the Recitals, which may reasonably be expected by City.
3. TERM
This Agreement shall commence on the date first written above and end on January 31,
2024, unless terminated earlier in accordance with Section 15, below.
4. INDEPENDENT CONTRACTOR
Contractor shall, during the entire term of this Agreement, be construed to be an
independent Contractor and not an employee of the City. This Agreement is not intended nor shall
it be construed to create an employer-employee relationship, a joint venture relationship, or to
allow the City to exercise discretion or control over the professional manner in which Contractor
performs the services which are the subject matter of this Agreement; however, the services to be
provided by Contractor shall be provided in a manner consistent with all applicable standards and
regulations governing such services. Contractor shall pay all salaries and wages, employer's social
security taxes, unemployment insurance and similar taxes relating to employees and shall be
responsible for all applicable withholding taxes.
5. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use,
modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property
embodied in plans, specifications, studies, drawings, estimates, and other documents or works of
authorship fixed in any tangible medium of expression, including but not limited to, physical
drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or
caused to be prepared by Contractor under this Agreement (“Documents & Data”). Contractor
shall require all subcontractors to agree in writing that City is granted a non-exclusive and
perpetual license for any Documents & Data the subcontractor prepares under this Agreement.
Contractor represents and warrants that Contractor has the legal right to license any and all
Documents & Data. Contractor makes no such representation and warranty in regard to
Documents & Data, which were provided, to Contractor by the City. City shall not be limited in
any way in its use of the Documents and Data at any time, provided that any such use not within
the purposes intended by this Agreement shall be at City’s sole risk.
6. INSURANCE
Prior to undertaking performance of work under this Agreement, Contractor shall maintain
and shall require its subcontractors, if any, to obtain and maintain insurance as described below:
a. Minimum Scope and Limit of Insurance
1. Commercial General Liability (CGL): Insurance Services Office Form CG
00 01 covering CGL on an “occurrence” basis, including products and
completed operations, property damage, bodily injury and personal &
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advertising injury with limits no less than $5,000,000 per occurrence. If a
general aggregate limit applies, either the general aggregate limit shall apply
separately to this project/location (ISO CG 25 03 or 25 04) or the general
aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code
1), or if Contractor has no owned autos, hired, (Code 8) and non-owned autos
(Code 9), with a limit no less than $1,000,000 per accident for bodily injury and
property damage.
3. Workers’ Compensation: as required by the State of California, with Statutory
Limits, and Employer’s Liability Insurance with limit of no less than
$1,000,000 per accident for bodily injury or disease.
4. Broader Coverage: if the Contractor maintains broader coverage and/or higher
limits than the minimums shown above, the City requires and shall be entitled
to the broader coverage and/or the higher limits maintained by the Contractor.
Any available insurance proceeds in excess of the specified minimum limits of
insurance and coverage shall be available to the City.
b. Other Insurance Provisions
1. Additional Insured Status: The City, its officers, officials, employees, and
volunteers are to be covered as additional insureds on the CGL policy with
respect to liability arising out of work or operations performed by or on behalf
of the Contractor including materials, parts, or equipment furnished in
connection with such work or operations. General liability coverage can be
provided in the form of an endorsement to the Contractor’s insurance (at least
as broad as ISO Form CG 20 10 11 85 or if not available, through the addition of
both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 if a later
edition is used).
2. Primary Coverage: For any claims related to this contract, the Contractor’s
insurance coverage shall be primary coverage at least as broad as ISO CG 20
01 04 13 as respects the City, its officers, officials, employees, and volunteers.
Any insurance or self-insurance maintained by the City, its officers, officials,
employees, or volunteers shall be excess of the Contractor’s insurance and shall
not contribute with it.
3. Notice of Cancellation: Each insurance policy required above shall provide
that coverage shall not be canceled, except with notice to the City.
4. Waiver of Subrogation: Contractor hereby grants to City a waiver of any right
to subrogation that any insurer of said Contractor may acquire against the City
by virtue of the payment of any loss under such insurance. Contractor agrees
to obtain any endorsement that may be necessary to affect this waiver of
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subrogation, but this provision applies regardless of whether or not the City has
received a waiver of subrogation endorsement from the insurer.
5. Self-Insured Retentions: Self-insured retentions must be declared to and
approved by the City. The City may require the Contractor to purchase coverage
with a lower retention or provide proof of ability to pay losses and related
investigations, claim administration, and defense expenses within the retention.
The policy language shall provide, or be endorsed to provide, that the self-
insured retention may be satisfied by either the named insured or City.
6. Acceptability of Insurers: Insurance is to be placed with insurers authorized
to conduct business in the state with a current A.M. Best’s rating of no less
than A:VII, unless otherwise acceptable to the City.
7. Verification of Coverage: Contractor shall furnish the City with original
Certificates of Insurance including all required amendatory endorsements (or
copies of the applicable policy language effecting coverage required by this
clause) and a copy of the Declarations and Endorsement Page of the CGL policy
listing all policy endorsements to City before work begins. However, failure to
obtain the required documents prior to the work beginning shall not waive the
Contractor’s obligation to provide them.
The City reserves the right to require complete, certified copies of all required
insurance policies, including endorsements required by these specifications, at
any time.
8. Subcontractors: Contractor shall require and verify that all subcontractors
maintain insurance meeting all the requirements stated herein, and Contractor
shall ensure that City is an additional insured on insurance required from
subcontractors.
9. Special Risks or Circumstances: City reserves the right to modify these
requirements, including limits, based on the nature of the risk, prior experience,
insurer, coverage, or other special circumstances.
7. INDEMNIFICATION
Contractor agrees to defend, and shall indemnify and hold harmless the City, its officers,
agents, employees, contractors, special counsel, and representatives from liability: (1) for personal
injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for
personal injury, including death, and claims for property damage, which may arise from the
negligent operations of the Contractor, its subcontractors, agents, employees, or other persons
acting on its behalf which relates to the services described in section 1 of this Agreement; and (2)
from any claim that personal injury, damages, just compensation, restitution, judicial or equitable
relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and
hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial
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or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in
this Section or by reason of the terms of, or effects, arising from this Agreement. The Contractor
further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including
fees and costs for special counsel to be selected by the City, regarding any action by a third party
challenging the validity of this Agreement, or asserting that personal injury, damages, just
compensation, restitution, judicial or equitable relief due to personal or property rights arises by
reason of the terms of, or effects arising from this Agreement. City may make all reasonable
decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing,
to the extent Contractor’s services are subject to Civil Code Section 2782.8, the above indemnity
shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of,
pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor.
8. INTELLECTUAL PROPERTY INDEMNIFICATION
Contractor shall defend and indemnify the City, its officers, agents, representatives, and
employees against any and all liability, including costs, for infringement of any United States’
letters patent, trademark, or copyright infringement, including costs, contained in the work product
or documents provided by Contractor to the City pursuant to this Agreement.
9. RECORDS
Contractor shall keep records and invoices in connection with the work to be performed
under this Agreement. Contractor shall maintain complete and accurate records with respect to
the costs incurred under this Agreement and any services, expenditures, and disbursements
charged to the City for a minimum period of three (3) years, or for any longer period required by
law, from the date of final payment to Contractor under this Agreement. All such records and
invoices shall be clearly identifiable. Contractor shall allow a representative of the City to
examine, audit, and make transcripts or copies of such records and any other documents created
pursuant to this Agreement during regular business hours. Contractor shall allow inspection of all
work, data, documents, proceedings, and activities related to this Agreement for a period of three
(3) years from the date of final payment to Contractor under this Agreement.
10. CONFIDENTIALITY
If Contractor receives from the City information which due to the nature of such
information is reasonably understood to be confidential and/or proprietary, Contractor agrees that
it shall not use or disclose such information except in the performance of this Agreement, and
further agrees to exercise the same degree of care it uses to protect its own information of like
importance, but in no event less than reasonable care. “Confidential Information” shall include all
nonpublic information. Confidential information includes not only written information, but also
information transferred orally, visually, electronically, or by other means. Confidential
information disclosed to either party by any subsidiary and/or agent of the other party is covered
by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any
information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the
Contractor disclosed in a publicly available source; (c) is in rightful possession of the Contractor
without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e)
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is independently developed by the Contractor without reference to information disclosed by the
City.
11. CONFLICT OF INTEREST CLAUSE
Contractor covenants that it presently has no interests and shall not have interests, direct or
indirect, which would conflict in any manner with performance of services specified under this
Agreement.
12. NON-DISCRIMINATION
Contractor shall not discriminate because of race, color, creed, religion, sex, marital status,
sexual orientation, gender identity, gender expression, gender, medical conditions, genetic
information, or military and veteran status, age, national origin, ancestry, o r disability, as defined
and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization,
promotion, termination or other employment related activities or any services provided under this
Agreement. Contractor affirms that it is an equal opportunity employer and shall comply with all
applicable federal, state and local laws and regulations.
13. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and
Contractor, and supersedes any and all other agreements, oral or written, between the parties. In
the event of a conflict between the terms of this Agreement and any attachments hereto, the terms
of this Agreement shall prevail. This Agreement may not be modified except by written instrument
signed by the City and by an authorized representative of Contractor. The parties agree that any
terms or conditions of any purchase order or other instrument that are inconsistent with, or in
addition to, the terms and conditions hereof, shall not bind or obligate Contractor or the City. Each
party to this Agreement acknowledges that no representations, inducements, promises or
agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any
party, which is not embodied herein.
14. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Contractor,
Contractor may not assign, transfer, delegate, or subcontract any interest herein without the prior
written consent of the City and any such assignment, transfer, delegation or subcontract without
the City's prior written consent shall be considered null and void. Nothing in this Agreement shall
be construed to limit the City’s ability to have any of the services, which are the subject to this
Agreement performed by City personnel or by other Contractors retained by City.
15. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of
termination. In such event, Contractor shall be entitled to receive and the City shall pay Contractor
compensation for all services performed by Contractor prior to receipt of such notice of
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termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Contractor to
deliver to the City all work product(s) completed as of such date, and in such case
such work product shall be the property of the City unless prohibited by law, and
Contractor consents to the City's use thereof for such purposes as the City deems
appropriate.
b. Payment need not be made for work, which fails to meet the standard of
performance specified in the Recitals of this Agreement.
16. WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or
granted by the provisions of this Agreement shall be effective unless it is in writing and signed by
the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or
remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not
similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.
17. JURISDICTION - VENUE
This Agreement has been executed and delivered in the State of California and the validity,
interpretation, performance, and enforcement of any of the clauses of this Agreement shall be
determined and governed by the laws of the State of California. Both parties further agree that
Orange County, California, shall be the venue for any action or proceeding that may be brought or
arise out of, in connection with or by reason of this Agreement.
18. PROFESSIONAL LICENSES
Contractor shall, throughout the term of this Agreement, maintain all necessary licenses,
permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder
and required by the laws and regulations of the United States, the State of California, the City of
Santa Ana and all other governmental agencies. Contractor shall notify the City immediately and
in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and
exemptions. Said inability shall be cause for termination of this Agreement.
19. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement
shall be in writing and shall be deemed to be properly given if delivered in person or mailed by
first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in
the manner provided in this Section, to the following persons:
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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
Parks, Recreation, and Community Services
City of Santa Ana
20 Civic Center Plaza
P.O. Box 1988
Santa Ana, California 92702
Fax:714-571-4211
To Contractor:
And:
Agent for Service of Process: Scott Williams
501 Herondo Street, Suite 56
Hermosa Beach, CA 90254
A party may change its address by giving notice in writing to the other party. Thereafter,
any communication shall be addressed and transmitted to the new address. If sent by mail,
communication shall be effective or deemed to have been given three (3) days after it has been
deposited in the United States mail, duly registered or certified, with postage prepaid, and
addressed as set forth above. If sent by fax, communication shall be effective or deemed to have
been given twenty-four (24) hours after the time set forth on the transmission report issued by the
transmitting facsimile machine, addressed as set forth above. For purposes of calculating these
time frames, weekends, federal, state, County or City holidays shall be excluded.
20. FORCE MAJEURE
Should the performance of any act required by this Agreement to be performed by either
City or Contractor be prevented or delayed by reason of an act of God, strike, lockout, labor
troubles, inability to secure materials, restrictive governmental laws or regulations of any kind
Seaside Ice, LLC (dba Ice-America)
Attn: Scott Williams, Managing Member
807 Sprucelake Drive
Harbor City, CA 90710
and
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including those regarding the COVID-19 pandemic, or any other cause except for financial
inability not the fault of the Party required to perform the act, the time for performance of the act
will be extended for a period equivalent to the period of delay, and performance of the act during
the period of delay shall be excused, provided, however, that nothing contained in this section shall
excuse the performance of any act rendered difficult solely because of the financial condition of
the Party, City or Contractor, required to perform the act.
21. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature herein below has the
power, authority and right to bind their respective parties to each of the terms of
this Agreement, and shall indemnify City fully, including reasonable costs and
attorney’s fees, for any injuries or damages to City in the event that such authority
or power is not, in fact, held by the signatory or is withdrawn.
b. The Agreement is the final and complete agreement and any prior or
contemporaneous agreements for similar services between the parties is superseded
by this Agreement. This shall not apply where the Parties are currently engaged
and Contractor is providing services not contemplated by this Agreement.
c. All Exhibits referenced herein and attached hereto shall be incorporated as if fully
set forth in the body of this Agreement.
d. This Agreement may be signed in counter parts with each part or signature page
compiled into one original document.
e. The Parties agree that this Agreement may be signed using an electronic signature
by any means that reasonably ensures authenticity.
[signature page to follow]
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SIGNATURE PAGE FOR AGREEMENT WITH ICE-AMERICA TO PROVIDE
AN OUTDOOR HOLIDAY ICE SKATING RINK FOR WINTER VILLAGE 2023
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and
year first above written.
ATTEST CITY OF SANTA ANA
Jennifer L. Hall Kristine Ridge
City Clerk City Manager
APPROVED AS TO FORM SEASIDE ICE, LLC dba ICE-AMERICA
SONIA R. CARVALHO
City Attorney
By:
Jonathan T. Martinez
Assistant City Attorney
RECOMMENDED FOR APPROVAL
Hawk Scott
Executive Director
Parks, Recreation, and Community Services Agency
Scott Williams
Managing Member
EXHIBIT A
Contractor’s Proposal
807 Sprucelake Drive
Harbor City, CA 90710
323-776-9423
Production Price List
Ice Rink & Event 23.4
PRICE LIST / PRODUCTION BUDGET
CATEGORY SUMMARY
Project No:Ice Rink & Event Production Price List 23.4 Prepared By:SWW Product:Ice Rink Production
Title:Santa Ana Holiday Ice Skating Rink Date:7/7 Purpose:recreational ice rink installation
Production Dates:TBD - Nov 20-30, 2023 Revised:9/5
Location:Plaza of the Flags, Civic Center, Santa Ana, CA Actual:
Open Dates:Dec 1 - 31, 2023
PRODUCTION DESCRIPTION:Production of portable ice rink & ancillary equipment
Shipping & transportation, installation, training
Included Production elements: Ice Resurfacer, Chiller rental
Included: Lighting and sound equipment for ice rink
NOTES:Also included options: ice rink operations and maintenance
ASSUMPTIONS:Budget is based on ice surface size: 82' x 50'
Not included in this budget:tax, permits, all electricity and distro, water, wi-fi connectivity, security, , crane (if needed)
toilets, trash, daily cleaning service, first aid, event signage, ADA access, on-site storage
ICE RINK EXPENSES:
Unit Price No.Term Total Price
1 Portable Ice Rink 51,452$
Portable Ice Rink 0.80$ 4100 7 22,960$ provision of:82' x 50' ice surface = approx. 4100 sq.ft
includes ICE-WORLD ice rink elements, headers, header covers
Pump 1,954 1 1 1,954$ sytem pump for glycol, etc.
Glycol, Liner, Insulation 2.37$ 4100 1 9,717$ glycol, plastic sheet, insulation
Resurfacer-electric 2,100$ 1 7 14,700$ small electric ice resurfacer
Snow Melt Equipment 303$ 1 7 2,121$ Heatrex heating element & melt trough for snow melting
2 Chiller Rental 43,500$
Chiller rental package 110$ 200 1.75 38,500$ monthly rental of chiller, pump, tank, extra cables & equipment
Delivery, install, pickup 2,500$ 2 1 5,000$ delivery, installation, removal, startup
3 Dasher Boards 8,085$
PE Transparent 3.85$ 300 7 8,085$ recreational clear skating boards x number of feet
4 Other Ice Rink Equipment 20,065$
Skates 4.35$ 275 7 8,374$ Roxa skates w/buckles
Helmets 2.75$ 30 7 578$ helmets (s, m, l)
Skate Rack 78$ 6 7 3,276$ portable skate racks - collapsing with wheels
Skate Rack Shelves 39$ 1 7 273$ shelves for in between portable racks
Skate Sharpener 171$ 1 7 1,197$ EZ-Sharp or Wissota
Extra thick plastic sheet 0.25$ 4100 1 1,025$ square feet required - for events only
Skate aid "Bobby" & "Tommy"30.53$ 25 7 5,343$ provision of skating aid "seal" and "reindeer"
5 Installation, Training, Transportation 56,260$
Rink installation 3,675$ 3 2 22,050$ Rink installation supervisors & labor (in/out) / warehouse
Production fee 25,210$ 1 1 25,210$ travel, legal & admin, production for install/removal/maintenance/forklifts
Hotel for install crew/mgr 150$ 2 -$ local - not required (supervisors load-in and load-out hotel)
Shipping & Trucking 2,250$ 2 2 9,000$ estimated trucking/shipping ice rink equipment
6 Site Build-Out 23,925
Skate lace area rubber mats 3.65$ 1500 1 5,475$ estimate for skate lace area rubber mats
Office trailer 2,500$ 1 2 5,000$ 8' x 12' ticket office trailer
Tents 1,750$ 6 1 10,500$ tents for skate rental & waivers & VIP area w/lighting
Benches 23$ 10 5 1,150$ benches for skaters
Railing / Barricade 18.00$ 20 5 1,800$ 3' sections
7 Leveling Options 69,874$
Platform 1.15$ 4500 5 25,875$ rental for specialized ice rink low scaffolding platform
Installation 4.57$ 4500 1 20,565$ supervisors & labor for platform
Skate lace area finish work 14.95$ 825 1 12,334$ ramps & rink platform carpentry, skate lace area finish work
Shipping & Trucking Platform 1,850$ 3 2 11,100$ estimated trucking/shipping for platform
8 Rink Lighting/Sound 23,940$
Rink Sound package 435$ 1 7 3,045$ (6) outdoor speakers, console, amplifier, playback
cordless mic, cables
Rink Lighting package 2,985$ 1 7 20,895$ lights, truss, board, light strings
9 Operations 104,900$
Setup & Training Fee 10,750$ 1 1 10,750$ staff hiring, training, uniforms, management
General Manager fee 3,675$ 1 5 18,375$ GM weekly rate (60 hrs/wk)
Maintenance fee 2,950$ 1 5 14,750$ Ice Tech Mgr weekly rate (60 hrs/wk)
Weekly operations staffing fee -$ variable staffing payroll fees
*Estimated payroll 6,975$ 1 5 34,875$ *variable est billed payroll @ $30.00/hr (subj to change based on actual hrs)
Housing for GM & Ice Tech 950$ 2 5 9,500$ to be determined or provided by sponsor
Operations liability insurance 0.95$ 1750 4 6,650$ estimate special event insurance to operate ice rink at $ .95/skater
Security 39.50$ -$ CITY TO PROVIDE: required 24/7 security staff from load-in through load-out
Ticketing Management 2,000$ 1 5 10,000$ 40hrs/wk ticketing management service
C HOLIDAY ICE RINK PRODUCTION W/SELECTED OPERATIONS 402,001$ includes items listed in 1-8 totals above only
OPTIONAL ICE RINK ADD-ON EXPENSES
7B Leveling Options - Extended Deck 24,340$
Platform 1.15$ 2000 5 11,500$ rental for specialized ice rink low scaffolding platform
Installation 4.57$ 2000 1 9,140$ supervisors & labor for platform
Skate lace area finish work 13.75$ -$ ramps & rink platform carpentry, skate lace area finish work
Shipping & Trucking Platform 1,850$ 1 2 3,700$ estimated trucking/shipping for platform
D HOLIDAY ICE RINK PRODUCTION W/OPERATIONS, EXTENDED DECK 426,341$ includes items listed in all totals above only
EVENT EXPENSES:
Unit Price No.Term Total Price
11 Food & Beverage & Seating 15,300$
Seating & Tables 575$ 20 1 11,500$ picnic tables (20) for eating/drinking patrons
Folding Chairs 3,800$ 1 1 3,800$ provision of 100 folding chairs incl delivery
12 Lighting, Decorations, Holiday Village 59,425$ 71,310$
Santa's Village Hardware (2)5,620$ 1 1.20 6,744$ Santa's Village Hardware: 30x sandbags, 4x box hedges, faux snow
Installation labor (3)7,610$ 1 1.20 9,132$ installation labor: 3 carpenters x 3 days, 1 painter x 1 days, expendables
Strike labor (4)4,450$ 1 1.20 5,340$ strike labor & expenses: carpenters x 2 days, expendables
AV Install Labor (5)8,850$ 1 1.20 10,620$ av install labor: lighting installation - flag poles, santa's village
AV Strike Labor (6)5,685$ 1 1.20 6,822$ av strike labor: lighting removal - flag poles, santa's village
AV Rentals (7)10,110$ 1 1.20 12,132$ flagpole festoon lighting, snowflake projection, lighting equip, r/t delivery
Project Administration (8)17,100$ 1 1.20 20,520$ production labor, contingency (n/a), design, production mgmt, insurance
Additions (9)1 1.20 -$ included above
Fabrication (10)1 1.20 -$ City to provide from last season: train station façade, paint, clock
Replacement Props (11)1 1.20 -$ TBD - astro, picket fencing, electric heater, reindeer, lighting, dog, props
13 Performances & Appearances 3,300$
Mrs. Claus Appearances 55$ 6 10 3,300$ Storytime with Mrs. Claus appearances
14 Holiday Market 1,800
Railing / Barricade 20$ 18 5 1,800$ 3' sections
15 Activities -$
Removed Trackless Train 275$ 6 -$ NOT PROVIDED: trackless train operation estimate - 6hrs/day x days
16 Operations 12,725
Activity staff 30.00$ 67.5 5 10,125$ variable est payroll for event staff (village, rink entrance) @ $30/hr
Operations liability insurance 0.80$ 500 5 2,000$ estimate special event insurance to operate activities at $ .80/participant
Waiver Translation 600.00$ 1 1 600$ translation of liability waiver into spanish, vietnamese
Other 0 not included: container rental, etc.
17 Production, Installation, Training, Transportation, Security 36,650$
Enhancements installation crew 3,675$ 2 2 14,700$ Support installation supervisors & labor (in/out) / warehouse
Production Management fee 15,250$ 1 1 15,250$ travel, legal & admin, prod for inst/removal/mntnc, forklifts/scissorlifts
Electrical rentals & fees -$ not included, host to provide electrical services and supplies
Power for Event City to provide - power & distro rental package for event power
Hotel for install crew/mgr 150$ -$ local - no load-in and load-out hotel
Fencing for Mural & Security 2,500$ 1 1.20 3,000$ 763' (492') of fence w/windscreen & sandbags as per SoCal Industries
Shipping & Trucking 1,850$ 1 2 3,700$ estimated trucking/shipping equipment
Security (Host)37.50$ -$ provided by host
F EVENT PRODUCTION EXPENSES - ALL OPTIONS 141,085$ includes items listed in 11-17 totals above only
COMBINED ICE RINK & EVENT TOTAL EXPENSES:
COMBINED TOTAL D & F 567,426$ combined total ice rink & event w/village
MARKETING & PROMOTIONS EXPENSES:
18 Rocket Launch Marketing & Public Relations 135,138$
Agency Service Fees 38,915$ 1 1.2 46,698$ as per proposal: strategy, PR, ads, promo/commty, social, web, acct mgmt
Ad Buying Services 50,000$ 1.09 1.2 65,400$ advertising budget $50K plus 9% agency fee, reconciled upon completion
Graphic Design Services 10,000$ 1 1.2 12,000$ estimated at $10K plus $125/hr, reconciled upon completion
Photo/Video Shoot 4,200$ 1 1.2 5,040$ estimate for photo/video shoots
Sponsorship Sales/Mgmt 5,000$ 1 1.2 6,000$ sponsorship fee plus 20% commission for all sales
G MARKETING & PROMOTIONS EXPENSES - ALL OPTIONS 135,138$ includes items listed in 11-17 totals above only
COMBINED ICE RINK, EVENT, & MARKETING TOTAL EXPENSES:
COMBINED TOTAL F & G 702,564$ combined total ice rink, event, & marketing
SEPARATE ITEM
CHRISTMAS TREE LIGHTING - PLAZA NAVIDENA (billed separately)20,972$
Joe Moller Services 17477 1 1.2 20,972$ Services as listed on 111823 CSA Tree Lighting Budget v08_24
TERMS:
Please check all requested services and include signature below.
$50,000 deposit due to reserve. Remainder of 50% balance due October 1, 2023. 50% due after opening.
Name:___________________________________Orgnanization: ________________________________
Signature: _______________________________Date: _______________________________________
DIRECT ALL INQUIRIES TO:MAKE ALL CHECKS PAYABLE TO:
Scott Williams Seaside Ice, LLC - dba Ice-America
tel: 310-323-776-9423 Attn: Scott Williams
e-mail: swilliams@ice-america.com 807 Sprucelake Drive
Harbor City, CA 90710
We also accept Visa, Mastercard for an additional fee
Legal:Estimate is subject to change. Lessee is responsible for any applicable state & local taxes that may be due.
*Estimated payroll hours billed at $27.50 per hour