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HomeMy WebLinkAboutALL OCCASIONS SERVICES CORPORATIONINSURANCE NOT ON FILE N-2023-255 WORK MAY NOT PROCEED CITY CLERK DATE: AGREEMENT WITH ALL OCCASIONS SERVICES CORPORATION FOR �: QQCS H 0) CITY'S 2023 INDIGENOUS PEOPLES' DAY EVENT 0A J VIA- THIS AGREEMENT is made and entered into on this 25th day of September, 2023 by and between All Occasions Services Corporation, ("Consultant") a California corporation, and the City of Santa oAna, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). N T RECITALS t� A. On July 14, 2023, the City issued Request for Proposals ("RFP") No. 23-120 seeking to retain a consultant having special skill and knowledge in the field of event planning to assist with the planning and execution of the City's 2023 Indigenous Peoples' Day Event. B. Consultant submitted a responsive bid that was selected by the City. Consultant represents that Consultant is able and willing to provide such services to the City. C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: SCOPE OF SERVICES Consultant shall perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described and set forth in the scope of services included in RFP No. 23-120, attached hereto as Exhibit A and incorporated by reference. 2. COMPENSATION a. Payment shall only be made for services rendered. City agrees to pay, and Consultant agrees to accept as total payment for its services for City, the rates and charges identified in Consultant's proposal, attached hereto as Exhibit B and incorporated by reference. The total amount to be expended during the term of this Agreement shall not exceed Thirty Thousand Dollars and Zero Cents ($30,000). b. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. Page 1 of 9 3. TERM This Agreement shall commence on the date first written above and terminate on November 30, 2023, unless terminated earlier in accordance with Section 15, below. 4. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent Consultant and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer -employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 5. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. 6. INSURANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below for the duration of this Agreement: a. Minimum Scope and Limit of Insurance Coverage shall be at least as broad as: (1) Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an "occurrence" basis, including products and completed operations, property damage, bodily injury and personal & Page 2 of 9 advertising injury with limits no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregatelimit 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: Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if Consultant has no owned autos, Code 8 (hired) and 9 (non -owned), with 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 Consultant maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City. 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 Consultant including materials, parts, or equipment furnished in connectionwith such work or operations. General liability coverage can be provided in the form of an endorsement to the Consultant's insurance (at least as broad as ISO Form CG 20 10 It 85 or if notavailable, through the addition of both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 2037 if a later edition is used). (2) Primary Coverage: For any claims related to this contract, the Consultant's insurance coverage shall be primary coverage at least as broad as ISO CG 20 0104 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 Consultant'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: Consultant hereby grants to City a waiver of any right to subrogation that any insurer of said Consultant may acquire against the City by virtue of the payment of any loss under such insurance. Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of Page 3 of 9 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 Consultant 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) Claims Made Policies: If any of the required policies provide claims -made coverage: i. The retroactive date must be shown, and must be before the date of the contract or beginning of contract work. ii. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of contract work. iii. If coverage is canceled or non -renewed, and not replaced with another claims -made policy form with a retroactive date prior to the contract effective date, the Consultant must purchase "extending reporting" coverage for a minimum of five (5) years after completion of work. (8) Verification of Coverage: Consultant shall furnish the City with original Certificates of Insurance includingall ll required amendatory endorsements (or copies of the applicable policy language effecting coverage requiredby this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing allpolicy endorsements to City before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant'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. (9) Subcontractors: Consultant shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Consultant shall ensure that City is an additional insured on insurance required from subcontractors. Page 4 of 9 (10) Special Risks or Circumstances: City reserves the right to modify these requirements, including limits, based on the nature of therisk, prior experience, insurer, coverage, or other special circumstances. INDEMNIFICATION Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Contractor, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Contractor's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor. 8. INTELLECTUAL PROPERTY INDEMNIFICATION Consultant shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Consultant to the City pursuant to this Agreement. 9. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. Page 5 of 9 10. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 11. CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 12. NON-DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 13. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Contractor, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Contractor. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or Page 6 of 9 agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein. 14. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Contractor, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other Contractors retained by City. 15. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 16. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 17. JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 18. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, Page 7 of 9 permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 19. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 With courtesy copies to: Executive Director, Parks, Recreation and Community Services Agency City of Santa Ana 20 Civic Center Plaza (M-23) P.O. Box 1988 Santa Ana, California 92702 To Consultant: All Occasions Services Corporation Attn: Luke Swenty, Owner 14901 Adelfa Drive #k1361 La Mirada, CA 90637 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, duty 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. Page 8 of 9 N-2023-255 20. NUSCELLANEOUS 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. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: CITY OF SANTA ANA Jennifer al erk APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By: B on Salvatierra Deputy City Attorney Parks, Recreate Community Services Agency Steven A. Mendoza Acting City Manager ALL OCCASIONS SERVICES -Pik_ Luke Swe� 2023 15:02 PDT) Luke Swenty Owner Page 9 of 9 EXHIBIT A SCOPE OF SERVICES (2) CITY OF SANTA ANA EXHIBIT 1 SCOPE OF SERVICES Contractor shall perform services as set forth below. Contractor must be willing to work within the City's guidelines as set forth in the Special Events Policies and Procedures. There will be a total budget of thirty -thousand dollars ($30,000) provided by the City, which includes cost of entertainers, performers, and all other costs and fees as well as payment to the Proposer for the services provided. No additional funding will be provided by the City forthe event. Please price items accordingly. No additional costs and fees shall be reimbursable. A. General Contractor Requirements 1. The City agrees to work in an advisory role with Contractor on promotional advertisements and printed flyers or materials to present to the public. All materials distributed for the purpose of promoting and advertising Event must be pre -approved by the City. The cost of designing, printing, distributing must be included in Contractor's proposed lump sum fee. 2. The event must take place in October or November 2023, but cannot occur on October 71, as there is already a City -sponsored event taking place on that date. 3. The event may be held at a City park & City permit fees will be waived but all protocols and procedures must be followed in accordance with the City guidelines and other local, state, and federal laws and regulations. 4. Contractor may charge a nominal fee to vendors for space in order to reduce any additional costs incurred by the Proposer. All vendors must comply with City -stated guidelines to sell items on the day of the event. 5. It is the responsibility of the Contractor to ensure all entertainment, performers, and vendors carry and maintain proper insurance requirements and business licenses necessary to conduct business in the City. 6. Contractor must present their timeline by September 15, 2023. The final layout and approved plan must be presented to the City by September 30, 2023. 7. City will have staff present at the event but it is the responsibility of the Contractor to ensure there is enough staff/volunteers and supervision present to handle the amount of participants. 8. Contractor shall provide all labor, supplies and equipment necessary to perform services as specified herein. B. Event Management Services Contractor shall manage and produce all phases of Event, including, but not limited to conceptualizing and designing the experiential and physical elements; managing schedules; RFP NO. 23-120 EVENT MANAGEMENT SERVICES Page 16 of 43 procuring equipment, vendors, and services; providing technical and logistical support; training personnel; and managing and executing the on-sie event build and tear -down. 2. Contractor shall be responsible for the overall planning and execution of the event, including the following: a. Assigning a Project Manager to this contract to act as leasd and primary point of contact for the City. b. Managing and adhering to schedule and budget. c. Providing creative direction and recommendations to the City regarding event design and layout, theme development, marketing, and public relations. d. Preparing reports and support documentation such as conceptual drawings, vendor/subcontractor list(s), expenditure/revenue reports, quotes, invlices, and cost estimates. e. Attending meetings as needed or upon request by the City. RFP NO. 23-120 EVENT MANAGEMENT SERVICES Page 17 of 43 EXHIBIT B CONSULTANT'S PROPOSAL ALL OCCASIONS SERVICES PO Box 1361, La Mirada, CA 90637 1 650.466.8422 1 specialevents.aos@gmail.com 7/25/2023 Monique Leon, Special Events Supervisor City of Santa Ana - Parks, Recreation and Community Services 20 Civic Center Plaza Santa Ana, CA 92701 Dear Ms. Leon, This letter is in regard to my interest in applying for the RFP for Event Management Services for Indigenous People's Day Ceremonial Event. My name is Luke Swenty and I am the President of All Occasions Services, an S-corp. All Occasions Services is a husband and wife team with over 25 years of experience in event production and coordination. The majority of our events continue to take place in San Diego, but we have also produced events in the bay area, Washington, D.C., and Honolulu as recently as last month. We have planned small -to -large scale events, including weddings, fundraisers, festivals and galas. We've worked with non-profit organizations, chambers and town councils and collaborated with numerous service vendors, performers, and local businesses. More than anything, our passion is to create partnerships to help promote arts & culture in different communities and ultimately, advance culture, enrich lives, and help to build stronger communities everywhere. The greatest part of event planning is seeing the vision brought to life; the planning journey will undoubtedly bring many challenges, whether it's finding creative ways to problem solving, multi -tasking to ensure nothing falls through the cracks, and being able to stay calm under pressure. But, if done correctly, then the easiest day should be on event day when everything falls into place, and all the hard work that went into the months -long planning results in executing flawless events. That is our goal with every event and we hope to partner with the City of Santa Ana to create vibrant events for the community. Please let me know if I may answer any questions or provide you with any additional information. Thank you for your time and consideration. Sincerely, Luke Swenty ALL OCCASIONS CCS B. Services Provided All Occasions Services recommends and is prepared to execute the following activities, severally and, where applicable, in coordination with City of Santa Ana - Parks, Recreation and Community Services: Venue Search • Research and present possible venue suggestions Permits • Submit all event permit applications with the City Special Events Department, Santa Ana Police Department, Environmental Services, CEQA, and Orange County Fire Department. • File Temporary Food Application Permit with Orange County Health Care Agency • Manage correspondence with City and County regarding permit application • Meet with project coordinator and/or city staff as needed Budget • Work with staff to create/modify and manage event budget Service Vendor Management • Request quotes from service vendors • Submit quotes and proposals to City of Santa Ana for review and approval • Ensure that all contracted service providers meet the General Liability Insurance policy requirements of both the City and County • Schedule and confirm delivery, setup and pickup Booth Vendor Management • Send out vendor application & recruit new vendors • Create site layout • Booth assignment/placement and notification • Create plan for vendor traffic for set-up and tear down • Day -of vendor coordination ALL OCCASIONS SERVICES Entertainment/Stage(s) • Recruit local and community talent for performances • Create entertainment schedule • Create Kid's Zone, including activities, arts and crafts • Notify entertainment groups of stage schedules, set-up and parking instructions Communications • Respond to phone calls, emails and voicemails, regarding the event • Invite and coordinate local elected officials Day -of Coordinating • Measure and chalk street day before event, where applicable • Create set-up schedule for Day -of the event • Coordinate Day -of festival including set-up and tear -down • Coordinate volunteers for set-up, during the fair and tear-down/clean-up • Coordinate Entertainment (stage schedules) • Ensure all service vendors pick up • Encourage booth vendors to pack up in a timely manner and leave their space clean • Ensure cleaning crew thoroughly cleans event area C. Agreement Statement I agree to the terms & conditions as outlined in EXHIBIT II - Sample Agreement of this RFP. D. Team Experience All Occasions Services is a husband and wife team of over 25 years of experience in event production and coordination. Our address is PO Box 1361, La Mirada, CA 90637. Luke Swenty will serve as the Project Manager/Principal Agent. Some of our clients include the Linda Vista Town Council, Rancho Penasquitos Town Council, Rancho Bernardo Chamber of Commerce, San Diego Regional Chamber of Commerce, Coronado Historical Association, Little Italy Association, Art for People Inc., and the ALL OCCASIONS Asian Business Association San Diego. Some of our festivals include the Fiesta de los Penasquitos (30,000 attendees), RB Alive! (35,000 attendees) and Mission Federal ArtWalk (40,000 attendees). • Luke Swenty was born and raised in the Midwest in a small town of 800 people. After graduating from the University of Wisconsin Oshkosh in 2010, with a BA in Finance and Supply Chain Operations Management, he took a summer vacation to San Diego and decided to uproot his life and move to sunny California. Prior to his move, he worked with the Milwaukee Brewers in the events department & stadium operations, where he served as liaison between clients and internal departments to communicate necessary information. Since then, he has worked on numerous event projects and in 2015, All Occasions Services was born with the vision to collaborate and create more community events and build partnerships with community leaders and organizations. Megia Swenty graduated from Revelle College at UC San Diego in 2008, with a BA in International Business. During her time in college, she was co-chair of Africa Aid, where her primary responsibility was to raise awareness via education and fundraising events on campus and thus sparked her interest in event planning. In 2007, she worked as a wedding planner and consultant for Wedding Elegance and Affairz Event Consulting, both located in San Diego. After 5 years and hundreds of weddings later, her focus shifted to doing other events full time, including political fundraisers, galas and street fairs. Her parents are first generation immigrants from Taiwan, who instilled the importance and value of dedication and hard work. Like millions of others, her parents' story is not uncommon. They immigrated with only $200 dollars to their name and worked long hours to provide security for their children. As the eldest daughter and first in her family to graduate college, Megia was influenced and inspired by her parents' tenacity, attention to detail, and strong work ethic in building their business. Whether it's an event for 500 people or 50,000 people, the strategy for planning and logistics are still the same. She is also no stranger to planning large scale events in a time crunch. This year, she planned the 26th Annual Fiesta de los ALL OCCASIONS Penasquitos in only 6 weeks with 1 other planner. It was her 15th year planning street fairs, so she has a long history relationship with the service vendors, entertainers and vendors lined up and ready to go. SDPD reported 30,000 people in attendance. If given the opportunity to coordinate the Indigenous Peoples Day Ceremonial Event, we will start the planning promptly and diligently. E. Proposed Work Plan I understand the work that is required under the Scope of Services. EVENT DAYTIME - SATURDAY, OCTOBER 8, 2023, 11AM-5PM (timeline - 9 weeks of planning) 7-9 WEEKS Apply for all event permit applications Lock in venue, do walk-through and get measurements and site layout Send invites to entertainment, vendors and community organizations/leaders Send sponsorship requests (upon approval from project coordinator) Create Save -the -Date Flyers and send out to vendors, schools, community partners Reach out to vendors: Service vendors, including staging/AV, electricity, trash & recycling, party rental company (tables, chairs), porta potties/sinks, security Attend meetings with prospective vendors, as needed Assist with vendor contracts and review all vendor quotes 4-6 WEEKS Create and send event flyers, post to community calendars/web postings Post physical flyers on local businesses, coffee shops (upon approval) Ensure contracts with service vendors are signed and complete 2-3 WEEKS Confirm ALL vendors: - Entertainment (performance times) - Vendors (booth assignments) - Service vendors Create timeline for all service vendors for the day -of ALL OCCASIONS .CES DAY -OF Production team will arrive early and coordinate with all vendors, assist with set-up, and stay for the entire event until the end and assist with clean-up. Serve as primary contact for all vendors. EVENT OVERVIEW The objective is to learn, honor, and celebrate Indigenous People's Day and to use the event to bring cultural awareness of the indigenous people and their culture with a full sensory experience to the attendees. Ensuring a good turnout requires adequate event marketing, good location, and offering attractions and entertainment that will keep the attendees to stick around. Making this a family -friendly event, where children and adults can benefit from this cultural experience and enrichment opportunity would be a high priority. The theme of this year's Indigenous People's Day is Gathering. Starting with entertainment, we can invite local tribes to perform grand ritual dances and songs on stage. For the Opening Ceremony, we'd inviting some of the local tribes, such as the Gabrielino-Tongva Indian Tribe and Juaneno Band of Mission Indians in Orange County to perform a ceremonial tribute and invite local elected officials, community leaders, and elders representing local tribes to join. Elected officials can provide brief remarks during the 15-20 minute Welcome Ceremony. The stage will include a lineup of different entertainers throughout the day for 15min/30min/60min performance times. We can invite entertainment acts such as Native American hoop dancers, dance drummers and/or drum circles. The headlining performance could be Red Boy Productions, a Native American family dance group, based in Orange County. There will be vendor booths (retail/business, arts & crafts, service orgs). We will aim to have 15-20 booths, including 3-4 food booths. In prior festivals, we have researched etsy and instagram to invite unique arts & crafts vendors, and will do the same for this event. Finding and securing local Indigenous arts and crafts vendors and/or vendors who highlight Indigenous culture will be top priority. In street festivals I have done this year, for example, we partnered with the Rancho Penasquitos library to bring supplies for their Kindness Rock Painting Program. They brought 250 smooth river rocks, along with paint brushes and paint for the kids' activity. Once they ran out, they had their library mascot, Odi the Coyote, do storytelling. Home Depot was another Kid's Zone sponsor and since the event was on Mother's Day weekend, they provided 250 aprons, flower planter crafts, and seeds. ALL OCCASIONS _sWICEs Similarly, on the educational front, we can invite organizations, such as the Museum of Indigenous Culture and Natural History, to table at the event, and invite them to possibly lead a hands-on arts session with children that would be free to attendees, and invite the Santa Ana Public Library to lead storytime and engage children in making crafts, such as friendship bracelets or creating dream catchers. We can also invite the United American Indian Involvement to provide a workshop on southern drumming, window art, or beadwork. These are already events UAII currently offers at their LA location. Inviting school clubs such as Santa Ana College's Aboriginal Ascendance and K-12 schools, such as Garfield Elementary, to present their Native American school projects could be another option. We can also collaborate with the Heritage Museum to support the arts, including the possibility of recruiting one or two chalk artists to create art honoring native american culture. For other family -friendly activities, we can reach out to Home Depot or Michael's to see if they would like to come in as a sponsor and provide free arts & crafts in the Kid's Zone.We can also reach out to MyGym or the local YMCA to bring a mobile obstacle course and other activities for the Kid's Zone. Bringing in inflatable jumpers and a rock climbing wall is another great pull for families to join the event. We have a go -to vendor for this that have worked with us on prior festivals. As mentioned previously, we could reach out to local organizations to sponsor various parts of the event. A few sponsorship ideas could be "Kid's Zone Sponsor", "Knowledge Lane Sponsor", and "Main Stage Sponsor". We have some sponsors in mind who could possibly be interested in sponsoring this event. These sponsorships would help us bring in more complimentary activities and provide more resources and educational workshops for the attendees. We would like to bring in face painting, a free children's activity. With additional sponsors, we can look into bringing henna artists or a bubbles event company to set up in the Kid's Zone to provide free activities to children. Knowledge Lane would include interactive activities such as native drumming tutorials, short dance lessons, or having indigenous artifacts on loan from the museum. Our goal is to create a high -quality, full sensory experience for the attendees, and to bring about an experience that will be talked about at the dinner table for years to come. Whether it was something they saw, heard, tasted or felt at the Indigenous People's Day, they will look back and remember this event as a gathering of people, a gathering of culture, and a gathering of unity. E w d N C Q.. K W ro U � C C 9 d (n O LL o� F C U ui -, U) � = O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O N V O O O� O M t00 LLOJ �Oi1 N� O M N C6 V N M - - cl - N di fA m 6% to m ER f9 6% fA fA Iq t0 C N C G1 E C O N (D O C Y N N O C C w C 6 LL O U Y O V _ N J Q c N r v d p- s m N N C N O] N N j 'O U E U N U J C O :0 'O N O N N U N N O O N w Y C.) I.L (D F- H w 2 of w a (/7 H d S CITY OF SANTA ANA ATTACHMENT A PROPOSER'S CERTIFICATION, PROPOSAL PRICING Certification -I certify that I have read, understand and agree to the terms and conditions of this Request for Proposals. I have examined the Scope of Services (Exhibit 1) and am qualified to provide services being requested as specified herein. I understand and agree that I am responsible for reporting any errors, omissions or discrepancies to the City for clarification prior to the submission of my proposal. PROPOSER'S STATEMENT: I have read, understood and agree to the terms and conditions on all pages of the Request for Proposals. Upon request, I will transfer and deliver goods or services to the City in accordance with said terms and conditions. All Occasions Service 650-466-8382 LEGAL NAME OF COMPANY PHONE AND FAX NUMBERS 14901 Adelfa Dr., #1361, La Mirada, CA90637 BUSINESS ADDRESS Luke Swenty PRINTED NAME OF AUTHORIZED AGENT President TITLE —Cf 7/24/2023 specialevents.aos@gmail.com SIGNATURE OF AUTHORIZED AGENT DATE E-MAIL ADDRESS 47-5088043 FEDERAL ID NUMBER (IF APPLICABLE) CONTRACTOR LICENSE NUMBER (IFAPPLICABLE) THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. RFP NO. 23-120 EVENT MANAGEMENT SERVICES Page 37 of 43 NOTICE OF COMPLIANCE CITY STAFF: PRINT THIS PAGE AND INCLUDE WITH AGREEMENT TO THE CLERK OF THE COUNCIL Contractor All Occasions Services Name: Project N-2023-255 Number: Project Agreement With All Occasions Services Corporation For City's 2023 Name: Indigenous People's Day Event The Certificate of Insurance (COI) submitted indicates that the coverages are in compliance with the insurance requirements. No further action is required at this time. The compliant coverage(s) are: POLICY EXPIRATION TYPE OF INSURANCE COI DATE FILE NAME NUMBER DATE WAIVER- Workers Compensation AUTOMOBILE LIABILITY WAIVER 10/04/2024 10/04/2023 Exemption Form NAHF.pdf Certificate of Insurance-City GENERAL LIABILITY 3DS5474M3135015 11/13/2023 09/12/2023 of Santa Ana.pdf WAIVER- Workers WORKERS COMPENSATION AND Compensation WAIVER 10/04/2024 10/04/2023 EMPLOYERS' LIABILITY Exemption Form NAHF.pdf Thank you, City of Santa Ana Risk Management Division in partnership with CTrax Plus Services Team 10/11/2023 4:19 PM