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Home My WebLink AboutORANGE COUNTY SCHOOL OF ARTSNSURANCE ON F N-2024-124 WORK MAY P#r UNTIL IN C RES Application for Use Of CITY CLER Orange County School of the Arts DATE: MAR Facilities o.o= Application Date: Feb 13, 2024 Name of Event: Santa Ana Police Department Awards Name of Organization: Santa Ana Police Department ❑ Profit 0 Non -Profit Address: 60 Civic Center Plaza, P.O. Box 1981 City: Santa Ana State: CA Zip Code: 92701 Contact Person: Jennifer Mendoza Phone Number +1 (714) 245-8650 Email Title: Communications Manager jmendoza52@santa-ana.org �aX NtFIbE : OCSA Employee? ❑Yes ONo Is this a school sponsored event? ZYes ❑No What space(s) are you requesting? Facility Max Capacity Estimated Attendance 0 Margaret A Webb Theatre 420 420 Event Center 150 Vault Cabaret Theatre 7S Michael Harrah Symphony Hall 329 Classroom - Center for the Arts 30 Rehearsal Room - Center for the Arts 50 Classroom - OCSA 30 Dance Room - OCSA 50 Start Date of Event: Apr 3, 2024 End Date of Event: Apr 3, 2024 There is a 4 hour minimum for all facility rentals. Price includes use of the space requested, custodial support, use of venue parking, and a basic lighting and sound setup. Additional lighting and sound may be requested or required, based on the needs of your event. *Security - Security is required for any event that takes place in the Center for the Arts. Two security personnel are assigned based on hours of event plus one additional hour . This cost could be shared with other events being hosted in the Center for the Arts. a Page 1 of 8 Facility Use Schedule Name of Event: Santa Ana Police Department Awards Start Date of Event:Apr 3, 2024 End Date of Event: Apr 3, 2024 Venue(s) FX1 Webb Theatre ❑ Event Center [I Vault Theatre ❑Symphony Hall ❑ Classroom - C4A ❑ Rehearsal Room - C4A ❑ classroom - OCSA ❑ Dance Room - OCSA Rehearsal/Tech Schedule (if annlicahlPl Monday Tuesday Wednesday Thursday Friday Saturday Sunday Select Days of Rehearsal/Tech ❑ ❑ ❑ ❑ ❑ ❑ ❑ Date of Rehearsal/Tech Performer Call Time Rehearsal/Tech Start Time Approximate End Time Special Notes for Rehearsal/Tech Schedule Load In/Load Out Schedule (if annlirahlal .Friday Monday Tuesday Wednesday Thursday Saturday Sunday Select Days of Load In/Out ❑ ❑ El❑ ❑ ❑ Date of Load In/Out Apr 3, 2024 startrime 4: OOPM Approximate End Time 9: OOPM _�-....... .... w.. �..� wuu u, LUUV vUI MUUM Performance/Event Schedule Monday Tuesday Wednesday Thursday Friday Saturday Sunday Select Days of Event El El 0 ❑ ❑ ❑ ❑ Date(s) of Event Apr 3, 2024 Performer Call Time House Open Time 5:30PM Curtain/Start Time 6: OOPM Approximate End lime 8:OOPM ........... . — — I-,l l l JlI ICU ulc royc c ul 0 Technical Needs of Event/Performance Name of Event: Santa Ana Police Department Awards Start Date of Event:Apr 3, 2024 End Date of Event: Apr 3, 2024 Venue(s) Webb Theatre center Event ❑ ❑Vault Theatre ❑Symphony Hall ❑ Classroom - C4A ❑ Rehearsal Room - C4A ❑ Classroom - OCSA ❑ Dance Room - OCSA Intermission? ENO ❑Yes Length? Piano? ENO ❑Yes Explain if yes: Lectern? [:]No Eyes Explain if yes: 1 Lectern Microphone(s)? ONO Eyes Explain if yes: i microphone at podium CD Player? ENO ❑Yes Explain if yes: AV Equipment? ❑No x❑Yes Explain if yes: Video and stills controlled in the tech booth Lighting? ❑No x❑Yes Explain if yes: General lighting Spot Light? ENO ❑Yes Explain if yes: Dressing Rooms? ❑No Eyes Explain if yes: Star Dressing Room Chairs/ Music Stands? ❑ No ❑ Yes lain ye EX if es: s: Qty Music Chairs: Qty Music Stands: Lighting Detailed Description - What are the lighting needs for this show/event? wash highlighting the lectern Sound Detailed Description - What are the sound needs for this show/event? ckground music before and after Scenic/Staging Detailed Description - What are the scenic/staging needs for this show/event? i - 8' tables on stage with black linen 3ossibly bring in the mid to make it more intimate. any video or still image files will be provided prior to the event for testing. Page 3of8 Facility & Seating Configuration Name of Event: Santa Ana Police Department Awards Start Date of Event:Apr 3, 2024 End Date of Event: Apr 3, 2024 Venue(s) ❑X Webb Theatre ❑ Event Center Vault Theatre ❑ ❑symphony Hall ❑ classroom - C4A ❑ Rehearsal Room - C4A ❑ Classroom - OCSA ❑ Dance Room - OCSA Please select the desired configuration for your event and quantity of tables needed. Note: additional fees may apply. ® ___ lei. ♦�-�. •• :�: iui fz Theatre Classroom Banquet Cabaret Cocktail conference Boardroom Boardroom Open Closed Event Center ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ Vault Cabaret Theatre ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ Classroom Center for the Arts El El❑ ❑ ❑ El❑ ❑ Rehearsal Room —Center for tlie�r�s ❑ ❑ ❑ __ ❑ _❑ OCSA Classroom ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ DanceRoom OCSA ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ 24-inch Bistro Round (qty 12) 60-inch Round (qty 8) 36-inch Hightop Round (qty 10) 72-inch Rectangle (qty 4) 96-inch Rectangle (qty 8) Seating Configuration - Margaret A Webb Theatre (if annilivahlipl Configuration A Configuration B Configuration C Capacity 310 400 420 Description Permanent Seats Permanent Seats & 3 Rows in Orchestra Pit Permanent Seats, 5 Booths & 3 Rows in Orchestra Pit Setup/Strike Fees $100 $250 Selection ❑ ❑ ❑ For Office Use Only: Specific instructions for setup and configuration t - 8'table in the lobby with black linen. Client will provide coffee, water, and light snacks. rdye + or is GENERAL CONDITIONS: This agreement is hereby entered into between Orange County School of the Arts (OCSA), a California Public School, and User whereas OCSA is authorized by Education Code, Section 82537 to allow use of its facilities by the general public, and whereas User desires to so use these facilities; and in consideration of the promises made and intending to be legally bound, OCSA and User agree to the terms and conditions as set forth herein and on the back side of this agreement. OCSA assumes no liability or responsibility for any personal property of User or of its employees, agents, representatives, guests, or invitees of User, brought on to the premise during the term of this agreement. User agrees that in the event this permit is canceled by User, or due to User's failure to meet agreement requirements, refunds will be at the discretion of OCSA. Changes in date or extension of time shall be made only as specified by the rules governing use of OCSA facilities. INSURANCE: If request is approved, users shall secure and maintain comprehensive general liability insurance in the amount stated below with coverage for incidental contracts and conditions including coverage for liability for bodily injury, property damage, personal injury, products, contractual liability, and completed operations. User agrees to name Orange County School of the Arts (OCSA) as additional insured under this policy on a form acceptable to OCSA. Coverage shall contain a waiver of subrogation in favor of OCSA. Further, the Certificates of insurance evidencing the coverage's provided hereunder shall be delivered to OCSA prior to the commencement of Lessee being allowed on OCSA property. Such certificates shall provide that the insurance thereby evidenced will not be canceled until the expiration of at least thirty (30) days after written notice of cancellation has been given to OCSA. User shall also secure and maintain worker's compensation insurance covering all personnel employed on the premises during the term of the agreement whether said personnel is employed by the User or supplied by persons or entities other than OCSA. The User shall provide an endorsement stating User's policy is primary to any insurance policy which OCSA may obtain for its own benefit, which policy shall be deemed excess or secondary, and not contributing with insurance obtained by the User to fulfill the insurance requirements herein, regardless of any language contained in any or all policies at issue. The User shall not perform any act or omission or permit or suffer the performance of any act or omission, which may reasonably result in either the cancellation, or invalidation of any insurance policies maintained by Licensor or an increase in the premiums Licensor is required to pay for such insurance policies. * User at its own cost and expense shall ruaawtng rypes or insurance poncies trom an insurance company with an AM Best rating of A-VII or better, which is licensed and in good standing to do business in California, with limits not less than the amounts specified below. A. Automobile Liability (if applicable) User shall carry automobile liability insurance including coverage for all: owned, hired, and non -owned automobiles. The limits of liability shall not be less than $1,000,000 combined single limit anyone accident for bodily injury and property damage. User shall name OCSA as additional insured and provide a waiver of subrogation in favor of OCSA. B. Workers' Compensation Employer's Liability (if applicable) Workers Compensation shall be consistent with the statutory requirements of the state where the work is to be performed. Employers Liability shall have limits not less than $1,000,000 each accident for bodily injury, $1,000,000 policy limit for bodily injury by disease and $1,000,000 each employee for bodily injury by disease. Coverage shall contain a waiver of subrogation in favor of OCSA. C. General Liability Comprehensive or Commercial General Liability insurance must be written on an occurrence basis covering all operations with respect to the work with minimum limits of liability of: Combined Single Limit Each Occurrence $1,000,000 Combined Single Limit General Aggregate $2,000,000 Combined Single Limit Products and Completed Operations Aggregate $1,000,000 RELEASE: INDEMNIFICATION AND HOLD HARMLESS AGREEMENT: User accepts premises and adjoining areas as is and releases, discharges, and shall indemnify, defend, and hold harmless OCSA, the Board of Trustees and each of their agents, employees, and representatives from any and all liability, claims, judgments, or demands, including reasonable attorneys fees and costs, which may arise from all injuries, deaths (users, agents, employees, representatives, guests, and invitees included) and damage to property arising directly OFeetly out of this agreement including but not limited to user's use of the premises, the adjoining areas, including the parking lots. imeltielimg but met r NON -ASSIGN ABILITY: This Agreement may not be assigned without prior written consent of OCSA, which consent may be withheld by OCSA in its sole and absolute discretion. CHOICE OF LAW AND VENUE: This Agreement is to be governed by and interpreted in accordance with the laws of the State of California. If any action is brought arising out of this Agreement, including but not limited to, any claim for breach of the same, interpretation of the same, cancellation or specific performance, said action shall be brought in the appropriate court in Orange County, California. Page 5 of 8 ENTIRE UNDERSTANDING: This Agreement contains the entire understanding of the parties. There are no representations, covenants or warranties other than those expressly stated herein. No waiver of modification of any of the terms hereof shall be valid unless in writing and signed by both parties. TERMS: As stated in Contract. PAYMENTS: payable to Orange County School of the Arts. Failure to comply with the terms will be grounds to deny permissions. STATEMENT OF INFORMATION: The undersigned, as a duly authorized representative for Santa Ana Police Departmgp states that to the best of his/her knowledge the property for use of which application is hereby made will not be used for the commission of any crime or any act which is prohibited by law. This agreement must be signed by persons authorized to sign on behalf of the Organization and bind the Organization to the terms of this agreement. I understand and agree to all rules and regulations in this agreement. See attached signature page Applicant Signature Communications Manager Name (Print) Title Date Hold Harmless Agreement Inconsideration for the use of the OCSA Center for the Arts and/or grounds, the undersigned authorized officer, on behalf of the applicant group, club or organization, its members and participants in its activities on District property hereby agrees to indemnify and hold harmless Orange County School of the Arts, its officers, board members, agents and employees from any and all liabilities, claims, obligations, judgments, suits, costs, damages, expenses, attorneys' fees, incurred or paid, arising out of, or ei,-aeeatii9rof, any property loss, damage or destruction, personal injury or death, or any other damages of whatever kind or nature, arising out of or rel •^wits use of school district facilities and grounds to the full extent provided by law. The terms of this HOLD HARMLESS AGREEMENT shall be binding upon the heirs, executors, administrators, successors and family members of the group, club or organization, its members, and participants in its activities on District property. The unenforceability, invalidity, or illegality of any provision of this agreement shall not render any other provision unenforceable, invalid or illegal. I HEREBY CERTIFY THAT I HAVE READ THIS DOCUMENT FULLY, UNDERSTAND EACH AND EVERY TERM AND PROVISION, AND THAT I EXECUTE THIS DOCUMENT VOLUNTARILY. I further certify that I have been provided full opportunity to consult with an attorney or any other individual at my own expense as to the meaning and legal affect of this document. Applicant: officer of: Santa Ana Police Department and authorized officer of: Santa Ana Police Department certifies that I am the duly qualified Applicant Signature: See attached Signature Page Date: Page 6 of 8 Cancellation Policy Upon contracting our space for a Usage, OCSA begins to expend resources in preparation for the Usage and forgoes the opportunity to contract with other Users for this space. Usage deposits and other fees compensate for these early expenditures and help to ensure some of our costs are met in the event of a cancellation*; thus, a portion or all of the deposit(s) made may be non-refundable due to incurred expenses. Deposits and fees for cancelled dates may, at the sole discretion of OCSA, be applied to another date provided the new date falls not later than three months following the original date. All balances of Usage and rehearsals fees are due thirty (30) days prior to start date unless other arrangements are made with OCSA and/or notated in the amendment section of this contract. * OCSA retains the right to cancel this contract with written notice at any time due to Acts of Nature (including fire, flood, earthquake, storm or other natural disaster) or other events or circumstances beyond the control of OCSA (force majeure), in which case the Usage deposit shall be returned in full. OCSA also may cancel this contract, without repayment of deposit or fees, for any of the following reasons: misrepresentation of event, lack of insurance, bounced checks, the threat of violence or actual violence to any person by User's employees or agents, the threat of damage or actual damage to OCSA by User's employees or agents, the threat of violence or actual violence resulting from User's event, the threat of damage or theft or actual damage or theft of OCSA property by User's employees or agents or failure to abide by the terms and conditions of this Usage contract. Rude or offensive behavior on the part of User's employees or agents will not be tolerated and offenders will be asked to leave the property. Limitations of Agreement: Apr 4, 2024 This agreement expires on and provides no "carry-over" obligatory agreements (assumed or implied) between the Orange County School of the Arts (OCSA) and User. STATEMENT OF INFORMATION: The undersigned certifies that he/she has personal knowledge that the applicant individual/organization does not advocate the overthrow of the government of the United States or of the State of California by force, violence, or other unlawful means. This statement is made as required by Education Code Section No. 16564 under the penalty of perjury. It is agreed and understood that the applicant organization and its officers accept full responsibility for the use and care of the school facilities requested, including financial indemnity to the Orange County School of the Arts for any damage caused by the applicant group. The rules, regulations, and procedures governing the use of Orange County School of the Arts facilities have been read and understood by the undersigned and it is agreed that the applicant organization will abide thereby. Note: OCSA facilities are non-smoking and drug -free. See attached signature page Applicant Signature Communications Manager Name (Print) Title Date Submit Request to OCSA Page 7 of 8 Quote for Summary of Services For Office Use Only Name of Event: Santa Ana Police Department Awards Start Date of Event: Ac r 3. 2024 Operations Manager Approval Technical Director Approval Business Office Approval Comments: End Date of Event: Aor 3. 2024 DlgitallyVgnedbyLONS.].m.n ❑XAPproved- Spaceisavailable Lori Solomon Date: 2024.02.13 17:20:37 -08,00, Not approved - Facility already in use Eric Digitally signed by QApproved - Can accommodate with basic setup Eric Hamme ❑Approved - Additional Technical Needs (see below) Date: 2024.02.13 H a m m e 17:20:52-08'00' Not Approved - Cannot accommodate request QApproved - Place on Facility Master Calendar F-INot Approved Print Form Orange County School of the Arts I Center for the Arts 1010 N. Main Street Santa Ana, CA 92701 T:714-560-0900 x6607 F: 714-664-0463 I'() Jennifer Mendoza Communications Manager Santa Ana Police Department 60 Civic Center Plaza, P.O. Box 1981 Santa Ana, CA 92701 lmendoza520sama-ana org 714.245.8650 CONTACT JOB Eric Hamme Director of Productions PAYMENT TERMS 50% Deposit Upon Receipt/Balance Due 7 days Prior QUOTE DATE: 2.13.2024 QUOTE 4SAPD432024 DUE DATE Deposit Due Upon Receipt/ Balance due: 3.25.2024 FACILITY DESCRIPTION UNIT PRICE LIN TOTAL _ Wednesday Margaret A. Webb Theatre (5 hours) Arrival: 4:OOPM Center for the Arts Start: 6:OOPM $1,600/up to 4 $1,600.00 End: 8:OOPM hours Out: 9:OOPM *WAIVED* Staff Facility Manager (6 hours) - 1-hour set-up - 4-hour event $40/hr $240.00 Center For the Arts - 1-hour tear down $40/hr $160.00 Audio Technician (4 hours) $40/hr $160.00 - 5:OOPM — 9:OOPM Lighting/AV Technician (4 hours) - 5:OOPM — 9:OOPM Center for the Arts Cleaninn - Prior to and after event $250/day $250.00 Center for the Arts Securi $350/up to 6 - 4:OOPM — 9:OOPM hours $350.00 SUBTOTAL: $2,760.00 IN -TRADE SERVICES PROVIDED BY CLIENT: REMAINING PORTION OF FACILITY FEES (LESS IN -TRADE SERVICES) WAIVED <$1,600.00> TOTAL DUE UPON EVENT: $1,160.00 MAYOR Valerie Amezcue MAYOR PRO TEM Jessie Lopez COUNCILMEMBERS Phil Bacerra Johnathan Ryan Hernandez David Penaloza Thai Yet Phan Benjamin Vazquez February 21, 2024 CITY OF SANTA ANA HUMAN RESOURCES DEPARTMENT Jason R. Motsick Executive Director of Human Resources 20 Civic Center Plaza . P.O. Box 1988 Santa Ana, California 92702 wnwJ.sanla-anaom Orange County School of the Arts 1010 N. Main Street Santa Ana, CA 92701 To Whom It May Concern: INTERIM CITY MANAGER Tom Hatch CITY ATTORNEY Sonia R. Carvalho CITY CLERK Jennifer L. Hall The City of Santa Ana is a member of Independent Cities Risk Management Authority (ICRMA). Current coverage includes self-insurance, excess insurance, and reinsurance. The City self -insures and funds the first $2 million of claim payments. The City purchases excess coverage from $2 million to $3 million, and participates in ICRMA for coverage from $3 million to $30 million, which includes auto liability coverage. The City is permissively self -insured for workers' compensation. The City self -funds claim payments under $1.5 million. The City purchases excess coverage from $1.5 million to $2 million. The City, through ICRMA, purchases excess statutory coverage through Safety National above $2 million. The City is also a member of ICRMA's Property Insurance Program. Current property insurance is $250 million per occurrence for "All Risk" coverage. The City purchases earth movement and flood coverage with a $75 million limit for combined earth movement and flood coverage. Should you have any questions concerning the City of Santa Ana's insurance program, please contact the Risk Management Division at (714) 647-5470. Sincerely, Aarti Kaushal Risk Manager cc: SANTA ANA CITY COUNCIL Valerie Am.. Jessie Lopez Thai Viet Phan Benjamin Vazquez Phil Baceaa Johnaman Ryan Hernandez Devil Pehalora Mayor Mayor Pm Tem. Wad 3 Wadt Ward2 Wad wad wad vameza,aAsanla-anaom mrmd1000 NTa anla-aria am lohan®sanla-anaom bn,,mz0sanja-.a abacerra0,omU-anaam Irvanhemadrz sania-anaom dimeabzenasinla-anaom IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: vN1ER LL Ci C APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By:� TAMARA BO OSIAN Senior Assistant City Attorney CITY OF SANTA ANA HOMAS R. ATCH Interim City Manager RECOMMENDED FOR APPROVAL: t V1 ROBERT RODRIGUEZ Acting Chief of Police