Proposal - AKJOHNSTON Group, LLC
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REQUEST FOR PROPOSALS
This Request for Proposals (RFP) seeks experienced service providers capable of delivering,
managing, setting up, and dismantling audio and visual equipment to support a wide variety of outdoor
community events hosted by the City of La Quinta. The City’s goal is to partner with a vendor who
can ensure high-quality sound and lighting experiences that enhance the enjoyment and success of
special events. This includes providing state-of-the-art equipment, technical expertise, and
exceptional service in a timely and professional manner. After evaluating the proposals submitted, it
is the intent of the City to enter a contract with a vendor to provide the services listed in the Scope of
Services.
Project/Services Title: Special Event AV Services
Issue Date: January 24, 2025
Due Date: March 14, 2025
Requesting Department: Community Services Department
GENERAL TERMS AND CONDITIONS
1. SUBMISSION REQUIREMENTS
Proposals can be submitted via email or USB. All proposals must bear original or electronic
signatures.
Email an electronic original, as a single document in a .PDF format, to the following contact:
City of La Quinta
Attn: Michael Calderon, Community Services Analyst
78495 Calle Tampico
La Quinta, California 92253
Tel: (760) 777 – 7014
Email: mcalderon@LaQuintaCA.gov
Email Subject: RFP – Special Event AV Services
2. SUBMISSION RESTRICTIONS
All proposals must be submitted in writing; no oral, facsimile, or telephone proposals or modifications
will be considered. Proposals received after the due date and time are considered non -responsive
and will be returned unopened.
3. QUESTIONS or REQUESTS FOR CLARIFICATIONS
Any requests for clarification or other questions concerning this RFP must be submitted in writing by
February 28, 2025; and sent via email to Michael Calderon, Community Services Analyst,
mcalderon@laquintaca.gov.
4. ERRORS AND OMISSIONS
If a proposer discovers any ambiguity, conflict, discrepancy, omission, or other error in the RFP or
any of its attachments, he/she shall immediately notify the City of such error in writing and request
modification or clarification of the document. Modifications will be made by addenda. Clarifications
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will be provided in writing to all parties who have submitted proposals or who have requested an RFP
for purposes of preparing a proposal, without divulging the source of the request.
If a proposer fails to notify the City prior to the date fixed for submission of proposals of an error in
the RFP known to him/her, or an error that reasonably should have been known to him/her, he/she
shall submit a proposal at his/her own risk, and if he/she is awarded an agreement, he/she shall not
be entitled to additional compensation or time by reason of the error or any corrections thereof.
5. MODIFICATIONS AND WITHDRAWALS OF SUBMITTED PROPOSALS
Proposer may withdraw proposals prior to the Submittal Deadline by submitting a written request to
Michael Calderon, Community Services Analyst, at mcalderon@LaQuintaCA.gov. Withdrawn
proposals will be returned unopened.
Proposers may modify proposals prior to the Submittal Deadline by withdrawing their proposal as
noted above and re-submitting anew before the Submittal Deadline.
6. ADDENDA
The City may modify this RFP, any of its key action dates, or any of its attachments, prior to the
submittal deadline. Addenda will be numbered consecutively and noted following the RFP title. It is
the proposer’s responsibility to ensure they have incorporated all addenda. Failure to acknowledge
and incorporate addenda will not relieve the proposer from the responsibility to meet all terms and
conditions of the RFP and any subsequent add enda.
7. REJECTION OF PROPOSALS
The City may reject any or all proposals in whole or in part for any reason, including suspicion of
collusion among proposers, and may waive any immaterial deviation in a proposal. The City’s waiver
of an immaterial defect shall in no way modify the RFP as published or excuse the proposer from full
compliance with the specifications if he/she is awarded the agreement. Proposals referring to terms
and conditions other than the City’s terms and conditions as listed in the RFP, may be rejected as
being non-responsive.
The City may conduct an investigation as deemed necessary to determine the ability of the proposer
to perform the work, and the proposer shall furnish to the City all such information and dat a for this
purpose as requested by the City. The City reserves the right to reject any proposal if the evidence
submitted by, or investigation of, such proposer fails to satisfy the City that such proposer is proper ly
qualified to carry out the obligations of the agreement and to complete the work specified.
8. CANCELLATION OF RFP
This RFP does not obligate the City to enter into an agreement. The City reserves the right to cancel
this RFP at any time, should the project be cancelled, the City loses the required funding, or it is
deemed in the best interest of the City. No obligation, either expressed or implied, exists on the part
of the City to make an award or to pay any cost incurred in the preparation or submission of a proposal.
9. DISPUTES/PROTESTS
The City encourages proposers to resolve issues regarding the requirements or the procurement
process through written correspondence and discussions during the period in which clarifying
addenda may be issued. The City wishes to foster cooperative relationships and to reach a fair
agreement in a timely manner. Formal proposals for major professional and technical services shall
be governed by the City’s Purchasing Policy.
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10. NEGOTIATIONS AND FINAL AGREEMENT
The City’s Agreement for Contract Services is enclosed as Attachment 1 for review prior to submitting
a proposal. An agreement will not be binding or valid with the City unless and until it is executed by
authorized representatives of the City and of the selected proposer. At the discretion of the City, any
or all parts of the successful proposal shall be made a binding part of the agreement.
11. PRICING ADJUSTMENTS
The City reserves the right to negotiate final pricing with the most qualified proposer. Pricing shall
remain firm for the entire initial term of the agreement. Thereafter, any proposed pricing adjustment
for additional periods, if any, shall be subject to the terms of the agreement.
12. SELECTION PROCESS
Proposals of Qualifications shall be reviewed and rated based on the information requested by this
RFP, as well as responses from references and clients, background checks, any research on
proposers, and other information pertinent to the evaluation process. Closely ranked firms may be
asked to furnish evidence of capability, equipment, and financial resources to adequately provide the
services.
13. RFP TIMELINE
RFP Issue Date:
January 24, 2025
Deadline for Proposers’ Questions:
February 28, 2025
Proposals Submittal Deadline:
March 14, 2025
Complete Evaluations of Proposals:
March 28, 2025
Agreement Negotiations and Signing, Proof
of Insurance Coverage, Forms 700:
April 30, 2025
City Council Consideration and Approval:
May, 2025
Agreement Effective Date and
Project Start Date
May, 2025
14. PROPRIETARY, CONFIDENTIAL, AND PUBLIC INFORMATION
14.1 Proprietary and Trade Secret Information:
A copy of each proposal will be retained as an official record and will become open to public
inspection, unless the proposal or specific parts can be shown to be exempt by the California
Public Records Act [California Government Code §6250 et seq.]. Each proposer may clearly
label part of a proposal as “Confidential” if the proposer thereby agrees to indemnify and
defend the City for honoring such a designation. The failure to so label any information that is
released by the City will constitute a complete waiver of all claims for damages caused by any
release of the information. If a request for public records for labeled information is received by
the City, the City will notify the proposer of the request and delay access to the material until
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seven working days after notification to the proposer. Within that time delay, it will be the duty
of the proposer to act in protection of its labeled information. Failure to so act will constitute a
complete waiver.
14.2 Confidential Information:
Evaluation scores, weight factors, and negotiation notes are confidential and will not be
released or retained [California Government Code §6254(a)].
14.3 Public Information:
All proposals will be opened on March 18, 2025, and will be made available to the public upon
request. By submitting a proposal, the proposer acknowledges and accepts that the content of
the proposal and associated documents will become open to public inspection. The final,
executed agreement will be a public document. Proposals and other information will not be
returned.
15. PROPOSAL PREPARATION COSTS
Any costs incurred in the preparation of a proposal, preparation of changes or additions requested by
the City, presentation to the City, travel in conjunction with such presentations, or samples of items,
shall be entirely the responsibility of the proposer.
16. INSURANCE REQUIREMENTS and ACKNOWLEDGEMENT
Proposals must include a completed “Insurance Requirements Acknowledgment” form included as
Attachment 4 stating that, if selected, the proposer will provide the minimum insurance coverage and
indemnification noted in Exhibits E and F, respectively, of the City’s Agreement for Contract Services.
Commercial General Liability (at least as broad as ISO CG 0001)
$1,000,000 (per occurrence); $2,000,000 (general aggregate)
Must include the following endorsements:
General Liability Additional Insured
General Liability Primary and Noncontributory
Commercial Auto Liability (at least as broad as ISO CA 0001)
$1,000,000 (per accident)
Personal Auto Declaration Page if applicable
Errors and Omissions Liability $1,000,000 (per claim and aggregate)
Worker’s Compensation (per statutory requirements)
Must include the following endorsements:
Worker’s Compensation Waiver of Subrogation
Worker’s Compensation Declaration of Sole Proprietor if applicable
17. NON-COLLUSION AFFIDAVIT
Proposals must include an executed Non-Collusion Affidavit, included as Attachment 4, executed by
an official authorized to bind the firm.
18. CONFLICT OF INTEREST
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The City requires a Statement of Economic Interest (Form 700) to be filed by any proposer who is
involved in the making of decisions which may have a foreseeable material effect on any City financial
interest pursuant to the City’s Conflict of Interest Code and the California Political Reform Act of 1974.
19. LOCAL BUSINESS PREFERENCE
Local vendors are encouraged, but not required. For purposes of this section, ‘local’ shall be defined
as an individual, partnership, or corporation, which regularly maintains a place of business within a
40-mile radius of the City.
20. CITY RIGHTS AND OPTIONS
The City reserves the right to:
▪ Make the selection based on its sole discretion;
▪ Issue subsequent RFP;
▪ Postpone opening proposals or selection for any reason;
▪ Remedy errors in the RFP or in the RFP process;
▪ Modify the Scope of Services in the RFP;
▪ Approve or disapprove the use of particular subcontractors;
▪ Negotiate with any, all or none of the proposers;
▪ Accept other than the lowest offer;
▪ Waive informalities and irregularities in proposals;
▪ Request additional information or clarification;
▪ Request revisions during negotiations;
▪ Invite any consultant of its choosing to assist with the evaluation of proposal responses or
to provide the City with a second opinion
▪ Enter into an agreement with another proposer in the event the originally selected proposer
defaults or fails to execute an agreement with the City in a timely manner.
SCOPE OF SERVICES
I. INTRODUCTION
The City seeks to enhance its portfolio of special events by creating fun, memorable, and innovative
community experiences that engage and delight residents and visitors of all ages. Audio systems
must be capable of producing clear, quality sound for outdoor audiences of up to 1,000 people. Audio
packages must include complete sound package including engineer, main speakers, subwoofers,
mixing board, microphones, etc. Lighting systems must be capable of lighting the entire stage and
any guest speakers, band members, or performers. Additional stage lighting should be considered
for enhancing performances and the overall aesthetic of the stage areas. All staging must be s et up
at least one hour before the start of the events.
II. SCOPE OF SERVICES
The City is seeking audio and video services for the following community events:
• Hunter Lopez Vigil and 9/11 Vigil – Outdoor events held at Civic Center Campus 7pm-9pm.
These events require a small, elevated stage, audio for speeches and musical performances
(guitar/vocals/backing tracks), teleprompter, and lighting. Approximate attendance: 300 per
event.
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• Veterans Recognition Ceremony – Outdoor event held at La Quinta City Hall Courtyard 9am-
11am. The event requires audio for speeches and musical performances (National Anthem
singer, background music), teleprompter, and TV monitors (to display presentation to
audience). Approximate attendance: 450
• Fall Event – TBD location, day, and time. The event will likely take place outdoors and require
a small, elevated stage and audio for announcements and musical performances. Approximate
attendance: 500 – 1000.
• Tree Lighting Ceremony – Outdoor event held at Civic Center Campus 6pm-8pm. The event
requires audio for speeches and musical performances (singers, backing tracks, background
music), teleprompter, and TV monitors. The City will provide a 16ft x 24ft stage, but the firm is
to provide stage lighting and ambient lighting near the stage. Approximate attendance: 1,000.
• IRONMAN Triathlon Finish Line Event – Outdoor event held at Silverrock Park (TBD day
and time). The event requires audio for a live band (vocal, drums, guitar, bass, and additional
instruments). The park is equipped with a stage. Vendor responsibilities also include booking
and scheduling the band, handling band compensation, and ensuring all necessary
microphones, sound equipment, and stage setup are prepared and operational for the
performance. Approximate attendance: 1,000.
• Easter Egg Hunt - Outdoor event held at La Quinta Park 9am-11am. The event requires a
small, elevated stage, audio for announcements, and potential musical performances (live
band, vocals, drums, guitar, bass, etc.). Approximate attendance: 1,000.
• City Picnic and Birthday Celebration – Outdoor event held at Civic Center Campus 9am-
12pm. The event requires audio for announcements and musical performances (singers,
backing tracks, background music, and potentially a live band). City will provide a 16ft x 24ft
stage. Approximate attendance: 1,000
• Concerts in the Park – Evening outdoor concert series (6 concerts total) held at Silverrock
Park (event days and times TBD). The event requires audio for live bands (vocal, drums, guitar,
bass, and additional instruments). The park is equipped with a stage, but the firm is to provide
stage lighting and ambient lighting near the stage. Vendor responsibilities also include booking
and scheduling bands, handling band compensation, and ensuring all necessary microphones,
sound equipment, and stage setup are pre pared and operational for each performance.
Approximate attendance: 500 per concert.
III. PROPOSAL FORMAT
Firms are encouraged to keep their proposals brief and relevant to the specific information requested
herein. Proposals should be straightforward, concise, and provide “layman” explanation of technical
terms that are used. Emphasis should be on completeness and clarity of content.
Present the proposals in a format and order that corresponds to the numbering and lettering
contained herein, with minimal reference to supporting documentation, so that proposals can
be accurately compared.
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1. Cover Letter
Signed by an official authorized to bind the firm with name, address, phone number, and email
address of firm’s contract person, location of firm’s main office, location of the office that would
service this project, a validity statement that all information and pricing provided in the proposal
is valid for at least ninety (90) days, and a statement that any individual who will perform work
for the City is free of any conflict of interest.
2. Complete Pricing List
Proposal shall include a detailed fee schedule for the services requested by this RFP, including
itemized costs for each event.
3. Staffing and Project Organization
4. Proposal
Additional information listing experience, qualifications, why the firm is interested in the RFP,
and references.
5. Subcontracting Services
Subcontracting any portion(s) of the Scope of Services is not preferable; however, if a proposer
can demonstrate to the City’s satisfaction that is in the best interest of the project to permit a
portion of the service(s) to be subcontracted by the proposer, it may be considered. Provide
details on the role of any subcontractor that will be used. Assignment is prohibited.
6. Disclosures
Disclosure of any alleged significant prior or ongoing agreement failure, any civil or criminal
litigation or investigation pending, which involved the proposer or in which the proposer has been
judged guilty or liable within the last five (5) years. If there is no information to disclose, proposer
must affirmatively state there is no negative history.
7. Acknowledgement of Insurance Requirements (Attachment 4)
Proposals must include a written statement that, if selected, the proposer will provide the
minimum insurance coverage and indemnification noted in Exhibits E and F, respectively, of the
City’s Art Purchase Agreement included as Attachment 2.
8. Non-Collusion Affidavit (Attachment 5)
Proposals must include an executed Non-Collusion Affidavit, included as Attachment 4,
executed by an official authorized to bind the firm.
9. Acknowledgement of Addenda (Attachment 6)
If any addendum/addenda are issued, the proposer shall initial the Acknowledgement of
Addenda, included as Attachment 5.
ATTACHMENTS
1. Agreement for Contract Services
2. Tentative Event Schedule
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3. Event Photos
4. Insurance Requirements Acknowledgement
Must be executed by proposer and submitted with the proposal
5. Non-Collusion Affidavit
Must be executed by proposer and submitted with the proposal
6. Addenda Acknowledgement
Must be executed by proposer and submitted with the proposal
AGREEMENT FOR CONTRACT SERVICES
THIS AGREEMENT FOR CONTRACT SERVICES (the “Agreement”) is made and
entered into by and between the CITY OF LA QUINTA, (“City”), a California municipal
corporation, and TBD, (GV [insert type of business entity, e.g. sole proprietorship,
California Limited Liability Corporation, etc], with a place of business at
____________________________________ (“Contracting Party”). The parties hereto
agree as follows:
1.SERVICES OF CONTRACTING PARTY.
1.1 Scope of Services. In compliance with all terms and conditions of this
Agreement, Contracting Party shall provide those services related to audio and video
services for community events, as specified in the “Scope of Services” attached hereto
as “Exhibit A” and incorporated herein by this reference (the “Services”). Contracting
Party represents and warrants that Contracting Party is a provider of first -class work
and/or services and Contracting Party is experienced in performing the Services
contemplated herein and, in light of such status and experience, Contracting Party
covenants that it shall follow industry standards in performing the Services required
hereunder, and that all materials, if any, will be of good quality, fit for the purpose
intended. For purposes of this Agreement, the phrase “industry standards” shall mean
those standards of practice recognized by one or more first-class firms performing similar
services under similar circumstances.
1.2 Compliance with Law. All Services rendered hereunder shall be provided
in accordance with all ordinances, resolutions, statutes, rules, regulations, and laws of
the City and any Federal, State, or local governmental agency of competent jurisdiction.
1.3 Wage and Hour Compliance, Contracting Party shall comply with applicable
Federal, State, and local wage and hour laws.
1.4 Licenses, Permits, Fees and Assessments. Except as otherwise specified
herein, Contracting Party shall obtain at its sole cost and expense such licenses, permits,
and approvals as may be required by law for the performance of the Services required by
this Agreement, including a City of La Quinta business license. Contracting Party and its
employees, agents, and subcontractors shall, at their sole cost and expense, keep in
effect at all times during the term of this Agreement any licenses, permits, and app rovals
that are legally required for the performance of the Services required by this Agreement.
Contracting Party shall have the sole obligation to pay for any fees, assessments, and
taxes, plus applicable penalties and interest, which may be imposed by law and arise
from or are necessary for the performance of the Services required by this Agreement,
and shall indemnify, defend (with counsel selected by City), and hold City, its elected
officials, officers, employees, and agents, free and harmless agains t any such fees,
assessments, taxes, penalties, or interest levied, assessed, or imposed against City
hereunder. Contracting Party shall be responsible for all subcontractors’ compliance with
this Section.
ATTACHMENT 1
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1.5 Familiarity with Work. By executing this Agreement, Contracting Party
warrants that (a) it has thoroughly investigated and considered the Services to be
performed, (b) it has investigated the site where the Services are to be performed, if any,
and fully acquainted itself with the conditions there existing, (c) it has carefully considered
how the Services should be performed, and (d) it fully understands the facilities,
difficulties, and restrictions attending performance of the Services under this Agreement.
Should Contracting Party discover any latent or unknown conditions materially differing
from those inherent in the Services or as represented by City, Contracting Party shall
immediately inform City of such fact and shall not proceed except at Contrac ting Party’s
risk until written instructions are received from the Contract Officer, or assigned
designee (as defined in Section 4.2 hereof).
1.6 Standard of Care. Contracting Party acknowledges and understands that
the Services contracted for under this Agreement require specialized skills and abilities
and that, consistent with this understanding, Contracting Party’s work will be held to an
industry standard of quality and workmanship. Consistent with Section 1.5 hereinabove,
Contracting Party represents to City that it holds the necessary skills and abilities to satisfy
the industry standard of quality as set forth in this Agreement. Contractin g Party shall
adopt reasonable methods during the life of this Agreement to furnish continuous
protection to the Services performed by Contracting Party, and the equipment, materials,
papers, and other components thereof to prevent losses or damages, and s hall be
responsible for all such damages, to persons or property, until acceptance of the Services
by City, except such losses or damages as may be caused by City’s own negligence.
The performance of Services by Contracting Party shall not relieve Contrac ting Party from
any obligation to correct any incomplete, inaccurate, or defective work at no further cost
to City, when such inaccuracies are due to the negligence of Contracting Party.
1.7 Additional Services. In accordance with the terms and conditions of this
Agreement, Contracting Party shall perform services in addition to those specified in the
Scope of Services (“Additional Services”) only when directed to do so by the Contract
Officer, or assigned designee, provided that Contracting Party shall not be required to
perform any Additional Services without compensation. Contracting Party shall not
perform any Additional Services until receiving prior written authorization (in the form of
a written change order if Contracting Party is a contractor performing the Services) from
the Contract Officer, or assigned designee, incorporating therein any adjustment in
(i) the Contract Sum, and/or (ii) the time to perform this Agreement, which said
adjustments are subject to the written approval of Contracting Party. It is expressly
understood by Contracting Party that the provisions of this Section shall not apply to the
Services specifically set forth in the Scope of Services or reasonably contemplated
therein. It is specifically understood and agreed that oral requests and/or approvals of
Additional Services shall be barred and are unenforceable. Failure of Contracting Party
to secure the Contract Officer’s, or assigned designee’s written authorization for
Additional Services shall constitute a waiver of any and all right to adjustment of the
Contract Sum or time to perform this Agreement, whether by way of compensation,
restitution, quantum meruit, or the like, for Additional Services provided without the
appropriate authorization from the Contract Officer, or assigned designee.
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Compensation for properly authorized Additional Services shall be made in accordance
with Section 2.3 of this Agreement.
1.8 Special Requirements. Additional terms and conditions of this Agreement,
if any, which are made a part hereof are set forth in “Exhibit D” (the “Special
Requirements”), which is incorporated herein by this reference and expressly made a part
hereof. In the event of a conflict between the provisions of the Special Requirements and
any other provisions of this Agreement, the provisions of the Special Requirements shall
govern.
2. COMPENSATION.
2.1 Contract Sum. For the Services rendered pursuant to this Agreement,
Contracting Party shall be compensated in accordance with “Exhibit B” (the “Schedule of
Compensation”) in a total amount not to exceed TBD Dollars ($TBD), for the life of the
Agreement, encompassing the Initial and any Extended Terms (the “Contract Sum”),
except as provided in Section 1.7. The method of compensation set forth in the Schedule
of Compensation may include a lump sum payment upon completion, payment in
accordance with the percentage of completion of the Services, payment f or time and
materials based upon Contracting Party’s rate schedule, but not exceeding the Contract
Sum, or such other reasonable methods as may be specified in the Schedule of
Compensation. The Contract Sum shall include the attendance of Contracting Party at
all project meetings reasonably deemed necessary by City; Contracting Party shall not
be entitled to any additional compensation for attending said meetings. Compensatio n
may include reimbursement for actual and necessary expenditures for reproduction costs,
transportation expense, telephone expense, and similar costs and expenses when and if
specified in the Schedule of Compensation. Regardless of the method of compensation
set forth in the Schedule of Compensation, Contracting Party’s overall compensation shall
not exceed the Contract Sum, except as provided in Section 1.7 of this Agreement.
2.2 Method of Billing & Payment. Any month in which Contracting Party wishes
to receive payment, Contracting Party shall submit to City no later than the tenth
(10th) working day of such month, in the form approved by City’s Finance Director, an
invoice for Services rendered prior to the date of the invoice. Such invoice shall
(1) describe in detail the Services provided, including time and materials, and (2) specify
each staff member who has provided Services and the number of hours assigned to each
such staff member. Such invoice shall contain a certification by a principal member of
Contracting Party specifying that the payment requested is for Services performed in
accordance with the terms of this Agreement. Upon approval in writing by the Contract
Officer, or assigned designee, and subject to retention pursuant to Section 8.3, City will
pay Contracting Party for all items stated thereon which are approved by City pursuant to
this Agreement no later than thirty (30) days after invoices are received by the City’s
Finance Department.
2.3 Compensation for Additional Services. Additional Services approved in
advance by the Contract Officer, or assigned designee, pursuant to Section 1.7 of this
Agreement shall be paid for in an amount agreed to in writing by both City and Contracting
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Party in advance of the Additional Services being rendered by Contracting Party. Any
compensation for Additional Services amounting to five percent (5%) or less of the
Contract Sum may be approved by the Contract Officer, or assigned designee. Any
greater amount of compensation for Additional Services must be a pproved by the La
Quinta City Council, the City Manager, or Department Director, depending upon City laws,
regulations, rules and procedures concerning public contracting. Under no circumstances
shall Contracting Party receive compensation for any Additional Services unless prior
written approval for the Additional Services is obtained from the Contract Officer , or
assigned designee, pursuant to Section 1.7 of this Agreement.
3. PERFORMANCE SCHEDULE.
3.1 Time of Essence. Time is of the essence in the performance of this
Agreement. If the Services not completed in accordance with the Schedule of
Performance, as set forth in Section 3.2 and “Exhibit C”, it is understood that the City will
suffer damage.
3.2 Schedule of Performance. All Services rendered pursuant to this
Agreement shall be performed diligently and within the time period established in “Exhibit
C” (the “Schedule of Performance”). Extensions to the time period specified in the
Schedule of Performance may be approved in writing by the Contract Officer , or
assigned designee.
3.3 Force Majeure. The time period specified in the Schedule of Performance
for performance of the Services rendered pursuant to this Agreement shall be extended
because of any delays due to unforeseeable causes beyond the control and without the
fault or negligence of Contracting Party, including, but not restricted to, acts of God or of
the public enemy, fires, earthquakes, floods, epidemic, quarantine restrictions, riots,
strikes, freight embargoes, acts of any governmental agency other than City, and
unusually severe weather, if Contracting Party shall within ten (10) days of the
commencement of such delay notify the Contract Officer, or assigned designee, in
writing of the causes of the delay. The Contract Officer, or assigned designee, shall
ascertain the facts and the extent of delay, and extend the time for performing the
Services for the period of the forced delay when and if in the Contract Officer’s judgment
such delay is justified, and the Contract Officer’s determination , or assigned designee,
shall be final and conclusive upon the parties to this Agreement. Extensions to time
period in the Schedule of Performance which are determined by the Contract Officer , or
assigned designee, to be justified pursuant to this Section shall not entitle the
Contracting Party to additional compensation in excess of the Contract Sum.
3.4 Term. Unless earlier terminated in accordance with the provisions in
Article 8.0 of this Agreement, the term of this agreement shall commence on TBD, 2025,
and terminate on TBD, 2026 (“Initial Term”). This Agreement may be extended for three
(2) additional year(s) upon mutual agreement by both parties (“Extended Term”), and
executed in writing.
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4. COORDINATION OF WORK.
4.1 Representative of Contracting Party. The following principals of Contracting
Party (“Principals”) are hereby designated as being the principals and representatives of
Contracting Party authorized to act in its behalf with respect to the Services specified
herein and make all decisions in connection therewith:
(a) Name
Telephone No.:
Email:
(b) Name
Telephone No.:
Email:
It is expressly understood that the experience, knowledge, capability, and
reputation of the foregoing Principals were a substantial inducement for City to enter into
this Agreement. Therefore, the foregoing Principals shall be responsible during the term
of this Agreement for directing all activities of Contracting Party and devoting sufficient
time to personally supervise the Services hereunder. For purposes of this Agreement,
the foregoing Principals may not be changed by Contracting Party and no other personnel
may be assigned to perform the Services required hereunder without the express written
approval of City.
4.2 Contract Officer. The “Contract Officer”, otherwise known as [ENTER
NAME OF DEPARTMENT MANAGER OR DIRECTOR] or assigned designee
may be designated in writing by the City Manager of the City. It shall be Contracting
Party’s responsibility to assure that the Contract Officer, or assigned designee, is kept
informed of the progress of the performance of the Services, and Contracting Party shall
refer any decisions, that must be made by City to the Contract Officer , or assigned
designee. Unless otherwise specified herein, any approval of City required hereunder
shall mean the approval of the Contract Officer, or assigned designee. The Contract
Officer, or assigned designee, shall have authority to sign all documents on behalf of
City required hereunder to carry out the terms of this Agreement.
4.3 Prohibition Against Subcontracting or Assignment. The experience,
knowledge, capability, and reputation of Contracting Party, its principals, and its
employees were a substantial inducement for City to enter into this Agreement. Except
as set forth in this Agreement, Contracting Party shall not contra ct or subcontract with
any other entity to perform in whole or in part the Services required hereunder without the
express written approval of City. In addition, neither this Agreement nor any interest
herein may be transferred, assigned, conveyed, hypoth ecated, or encumbered,
voluntarily or by operation of law, without the prior written approval of City. Transfers
restricted hereunder shall include the transfer to any person or group of persons acting in
concert of more than twenty five percent (25%) of the present ownership and/or control
of Contracting Party, taking all transfers into account on a cumulative basis. Any
attempted or purported assignment or contracting or subcontracting by Contracting Party
without City’s express written approval shall be null, void, and of no effect. No approved
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transfer shall release Contracting Party of any liability hereunder without the express
consent of City.
4.4 Independent Contractor. Neither City nor any of its employees shall have
any control over the manner, mode, or means by which Contracting Party, its agents, or
its employees, perform the Services required herein, except as otherwise set forth herein.
City shall have no voice in the selection, discharge, supervision, or control of Contracting
Party’s employees, servants, representatives, or agents, or in fixing their number or hours
of service. Contracting Party shall perform all Services required herein as an independent
contractor of City and shall remain at all times as to City a wholly independent contractor
with only such obligations as are consistent with that role. Contracting Party shall not at
any time or in any manner represent that it or any of its agents or employees are agents
or employees of City. City shall not in any way or for any purpose become or be deemed
to be a partner of Contracting Party in its business or otherwise or a joint venture or a
member of any joint enterprise with Contracting Party. Contracting Party shall have no
power to incur any debt, obligation, or liability on behalf of City. Contracting Party shall
not at any time or in any manner represent that it or any of its agents or employees are
agents or employees of City. Except for the Contract Sum paid to Contracting Party as
provided in this Agreement, City shall not pay salaries, wages, or other compensation to
Contracting Party for performing the Services hereunder for City. City shall not be liable
for compensation or indemnification to Contracting Party for injury or sickness arising out
of performing the Services hereunder. Notwithstanding any other City, state, or federal
policy, rule, regulation, law, or ordinance to the contrary, Contracting Party and any of its
employees, agents, and subcontractors providing services under this Agreement shall not
qualify for or become entitled to any compensation, benefit, or any incident of employment
by City, including but not limited to eligibility to enroll in the Califo rnia Public Employees
Retirement System (“PERS”) as an employee of City and entitlement to any contribution
to be paid by City for employer contributions and/or employee contributions for PERS
benefits. Contracting Party agrees to pay all required taxes on amounts paid to
Contracting Party under this Agreement, and to indemnify and hold City harmless from
any and all taxes, assessments, penalties, and interest asserted against City by reason
of the independent contractor relationship created by this Agreement. Contracting Party
shall fully comply with the workers’ compensation laws regarding Contracting Party and
Contracting Party’s employees. Contracting Party further agrees to indemnify and hold
City harmless from any failure of Contracting Party to com ply with applicable workers’
compensation laws. City shall have the right to offset against the amount of any payment
due to Contracting Party under this Agreement any amount due to City from Contracting
Party as a result of Contracting Party’s failure to promptly pay to City any reimbursement
or indemnification arising under this Section.
4.5 Identity of Persons Performing Work. Contracting Party represents that it
employs or will employ at its own expense all personnel required for the satisfactory
performance of any and all of the Services set forth herein. Contracting Party represents
that the Services required herein will be performed by Contracting Party or under its direct
supervision, and that all personnel engaged in such work shall be fully qualified and shall
be authorized and permitted under applicable State and local law to perform such tasks
and services.
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4.6 City Cooperation. City shall provide Contracting Party with any plans,
publications, reports, statistics, records, or other data or information pertinent to the
Services to be performed hereunder which are reasonably available to Contracting Party
only from or through action by City.
5. INSURANCE.
5.1 Insurance. Prior to the beginning of any Services under this Agreement and
throughout the duration of the term of this Agreement, Contracting Party shall procure
and maintain, at its sole cost and expense, and submit concurrently with its execution of
this Agreement, policies of insurance as set forth in “Exhibit E” (the “Insurance
Requirements”) which is incorporated herein by this reference and expressly made a part
hereof.
5.2 Proof of Insurance. Contracting Party shall provide Certificate of Insurance
to Agency along with all required endorsements. Certificate of Insurance and
endorsements must be approved by Agency’s Risk Manager prior to commencement of
performance.
6. INDEMNIFICATION.
6.1 Indemnification. To the fullest extent permitted by law, Contracting Party
shall indemnify, protect, defend (with counsel selected by City), and hold harmless City
and any and all of its officers, employees, agents, and volunteers as set forth in “Exhibit
F” (“Indemnification”) which is incorporated herein by this reference and expressly made
a part hereof.
7. RECORDS AND REPORTS.
7.1 Reports. Contracting Party shall periodically prepare and submit to the
Contract Officer, or assigned designee, such reports concerning Contracting Party’s
performance of the Services required by this Agreement as the Contract Officer , or
assigned designee, shall require. Contracting Party hereby acknowledges that City is
greatly concerned about the cost of the Services to be performed pursuant to this
Agreement. For this reason, Contracting Party agrees that if Contracting Party becomes
aware of any facts, circumstances, techniques, or events that may or will materially
increase or decrease the cost of the Services contemplated herein or, if Contracting Party
is providing design services, the cost of the project being designed, Contracting Party
shall promptly notify the Contract Officer, or assigned designee, of said fact,
circumstance, technique, or event and the estimated increased or decreased cost related
thereto and, if Contracting Party is providing design services, the estimated increased or
decreased cost estimate for the project being designed.
7.2 Records. Contracting Party shall keep, and require any subcontractors to
keep, such ledgers, books of accounts, invoices, vouchers, canceled checks, reports
(including but not limited to payroll reports), studies, or other documents relating to the
disbursements charged to City and the Services performed hereunder (the “Books and
Records”), as shall be necessary to perform the Services required by this Agreement and
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enable the Contract Officer, or assigned designee, to evaluate the performance of such
Services. Any and all such Books and Records shall be maintained in accordance with
generally accepted accounting principles and shall be complete and detailed. The
Contract Officer, or assigned designee, shall have full and free access to such Books
and Records at all times during normal business hours of City, including the right to
inspect, copy, audit, and make records and transcripts from such Books and Records.
Such Books and Records shall be maintained for a period of three (3) years following
completion of the Services hereunder, and City shall have access to such Books and
Records in the event any audit is required. In the event of dissolution of Contracting
Party’s business, custody of the Books and Records may be given to City, and access
shall be provided by Contracting Party’s successor in interest. Under California
Government Code Section 8546.7, if the amount of public funds expended under this
Agreement exceeds Ten Thousand Dollars ($10,000.00), this Agreement shall be subject
to the examination and audit of the State Auditor, at the request of City or as part of any
audit of City, for a period of three (3) years after final payment under this Agreement.
7.3 Ownership of Documents. All drawings, specifications, maps, designs,
photographs, studies, surveys, data, notes, computer files, reports, records, documents,
and other materials plans, drawings, estimates, test data, survey results, models,
renderings, and other documents or works of authorship fixed in any tangible medium of
expression, including but not limited to, physical drawings, digital renderings, or data
stored digitally, magnetically, or in any other medium prepared or caused to be prepared
by Contracting Party, its employees, subcontractors, and agents in the performance of
this Agreement (the “Documents and Materials”) shall be the property of City and shall be
delivered to City upon request of the Contract Officer , or assigned designee, or upon
the expiration or termination of this Agreement, and Contracting Party shall have no claim
for further employment or additional compensation as a result of the exercise by City of
its full rights of ownership use, reuse, or assignment of the Docum ents and Materials
hereunder. Any use, reuse or assignment of such completed Documents and Materials
for other projects and/or use of uncompleted documents without specific written
authorization by Contracting Party will be at City’s sole risk and without liabili ty to
Contracting Party, and Contracting Party’s guarantee and warranties shall not extend to
such use, revise, or assignment. Contracting Party may retain copies of such Documents
and Materials for its own use. Contracting Party shall have an unrestrict ed right to use
the concepts embodied therein. All subcontractors shall provide for assignment to City
of any Documents and Materials prepared by them, and in the event Contracting Party
fails to secure such assignment, Contracting Party shall indemnify City for all damages
resulting therefrom.
7.4 In the event City or any person, firm, or corporation authorized by City
reuses said Documents and Materials without written verification or adaptation by
Contracting Party for the specific purpose intended and causes to be made or makes any
changes or alterations in said Documents and Materials, City hereby releases,
discharges, and exonerates Contracting Party from liability resulting from said change.
The provisions of this clause shall survive the termination or expiration of this Agreement
and shall thereafter remain in full force and effect.
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7.5 Licensing of Intellectual Property. This Agreement creates a non-exclusive
and perpetual license for City to copy, use, modify, reuse, or sublicense any and all
copyrights, designs, rights of reproduction, and other intellectual property embodied in
the Documents and Materials. Contracting Party shall require all subcontractors, if any,
to agree in writing that City is granted a non -exclusive and perpetual license for the
Documents and Materials the subcontractor prepares under this Agreement. Contracting
Party represents and warrants that Contracting Party has the legal right to license any
and all of the Documents and Materials. Contracting Party makes no such representation
and warranty in regard to the Documents and Materials which were prepared by design
professionals other than Contracting Party or provided to Contracting Party by City. City
shall not be limited in any way in its use of the Documents and Materials at any time,
provided that any such use not within the purposes intended by this Agreement shall be
at City’s sole risk.
7.6 Release of Documents. The Documents and Materials shall not be
released publicly without the prior written approval of the Contract Officer , or assigned
designee, or as required by law. Contracting Party shall not disclose to any other entity
or person any information regarding the activities of City, except as required by law or as
authorized by City.
7.7 Confidential or Personal Identifying Information. Contracting Party
covenants that all City data, data lists, trade secrets, documents with personal identifying
information, documents that are not public records, draft documents, discussion notes, or
other information, if any, developed or received by Contracting Party or provided for
performance of this Agreement are deemed confidential and shall not be disclosed by
Contracting Party to any person or entity without prior written authorization by City or
unless required by law. City shall grant authorization for disclosure if required by any
lawful administrative or legal proceeding, court order, or similar directive with the force of
law. All City data, data lists, trade secrets, documents with personal identifying
information, documents that are not public records, draft documents, discussions, or other
information shall be returned to City upon the termination or expiration of this Agreement.
Contracting Party’s covenant under this section shall survive the termination or expiration
of this Agreement.
8. ENFORCEMENT OF AGREEMENT.
8.1 California Law. This Agreement shall be interpreted, construed, and
governed both as to validity and to performance of the parties in accordance with the laws
of the State of California. Legal actions concerning any dispute, claim, or matter arising
out of or in relation to this Agreement shall be instituted in the Superior Court of the County
of Riverside, State of California, or any other appropriate court in such county, and
Contracting Party covenants and agrees to submit to the personal jurisdiction of such
court in the event of such action.
8.2 Disputes. In the event of any dispute arising under this Agreement, the
injured party shall notify the injuring party in writing of its contentions by submitting a claim
therefore. The injured party shall continue performing its obligations hereunder so long
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as the injuring party commences to cure such default within ten (10) days of service of
such notice and completes the cure of such default within forty-five (45) days after service
of the notice, or such longer period as may be permitted by the Contract Of ficer, or
assigned designee; provided that if the default is an immediate danger to the health,
safety, or general welfare, City may take such immediate action as City deems warranted.
Compliance with the provisions of this Section shall be a condition precedent to
termination of this Agreement for cause and to any legal action, and such compliance
shall not be a waiver of any party’s right to take legal action in the event that the dispute
is not cured, provided that nothing herein shall limit City’s righ t to terminate this
Agreement without cause pursuant to this Article 8.0. During the period of time that
Contracting Party is in default, City shall hold all invoices and shall, when the default is
cured, proceed with payment on the invoices. In the alte rnative, City may, in its sole
discretion, elect to pay some or all of the outstanding invoices during any period of default.
8.3 Retention of Funds. City may withhold from any monies payable to
Contracting Party sufficient funds to compensate City for any losses, costs, liabilities, or
damages it reasonably believes were suffered by City due to the default of Contracting
Party in the performance of the Services required by this Agreement.
8.4 Waiver. No delay or omission in the exercise of any right or remedy of a
non-defaulting party on any default shall impair such right or remedy or be construed as
a waiver. City’s consent or approval of any act by Contracting Party requiring City’s
consent or approval shall not be deemed to waive or render unnecessary City’s consent
to or approval of any subsequent act of Contracting Party. Any waiver by either party of
any default must be in writing and shall not be a waiver of any other default concerni ng
the same or any other provision of this Agreement.
8.5 Rights and Remedies are Cumulative. Except with respect to rights and
remedies expressly declared to be exclusive in this Agreement, the rights and remedies
of the parties are cumulative and the exercise by either party of one or more of such rights
or remedies shall not preclude the exercise by it, at the same or different times, of any
other rights or remedies for the same default or any other default by the other party.
8.6 Legal Action. In addition to any other rights or remedies, either party may
take legal action, at law or at equity, to cure, correct, or remedy any default, to recover
damages for any default, to compel specific performance of this Agreement, to obtain
declaratory or injunctive relief, or to obtain any other remedy consistent with the purposes
of this Agreement.
8.7 Termination Prior To Expiration of Term. This Section shall govern any
termination of this Agreement, except as specifically provided in the following Section for
termination for cause. City reserves the right to terminate this Agreement at any time,
with or without cause, upon thirty (30) days’ written notice to Contracting Party. Upon
receipt of any notice of termination, Contracting Party shall immediately cease all
Services hereunder except such as may be specifically approved by the Contract Officer,
or assigned designee. Contracting Party shall be entitled to compensation for all
Services rendered prior to receipt of the notice of termination and for any Services
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authorized by the Contract Officer, or assigned designee, thereafter in accordance with
the Schedule of Compensation or such as may be approved by the Contract Officer, or
assigned designee, except amounts held as a retention pursuant to this Agreement.
8.8 Termination for Default of Contracting Party. If termination is due to the
failure of Contracting Party to fulfill its obligations under this Agreement, Contracting Party
shall vacate any City-owned property which Contracting Party is permitted to occupy
hereunder and City may, after compliance wit h the provisions of Section 8.2, take over
the Services and prosecute the same to completion by contract or otherwise, and
Contracting Party shall be liable to the extent that the total cost for completion of the
Services required hereunder exceeds the compensation herein stipulated (provided that
City shall use reasonable efforts to mitigate such damages), and City may withhold any
payments to Contracting Party for the purpose of setoff or partial payment of the amounts
owed City.
8.9 Attorneys’ Fees. If either party to this Agreement is required to initiate or
defend or made a party to any action or proceeding in any way connected with this
Agreement, the prevailing party in such action or proceeding, in addition to any other relief
which may be granted, whether legal or equitable, shall be entitled to reasonable
attorneys’ fees; provided, however, that the attorneys’ fees awarded pursuant to this
Section shall not exceed the hourly rate paid by City for legal services multiplied by th e
reasonable number of hours spent by the prevailing party in the conduct of the litigation.
Attorneys’ fees shall include attorneys’ fees on any appeal, and in addition a party entitled
to attorneys’ fees shall be entitled to all other reasonable costs for investigating such
action, taking depositions and discovery, and all other necessary costs the court allows
which are incurred in such litigation. All such fees shall be deemed to have accrued on
commencement of such action and shall be enforceable whether or not such action is
prosecuted to judgment. The court may set such fees in the same action or in a separate
action brought for that purpose.
9. CITY OFFICERS AND EMPLOYEES; NONDISCRIMINATION.
9.1 Non-liability of City Officers and Employees. No officer, official, employee,
agent, representative, or volunteer of City shall be personally liable to Contracting Party,
or any successor in interest, in the event or any default or breach by City or for any amount
which may become due to Contracting Party or to its successor, or for breach of any
obligation of the terms of this Agreement.
9.2 Conflict of Interest. Contracting Party covenants that neither it, nor any
officer or principal of it, has or shall acquire any interest, directly or indirectly, which would
conflict in any manner with the interests of City or which would in any way hinder
Contracting Party’s performance of the Services under this Agreement. Contracting Party
further covenants that in the performance of this Agreement, no person having any such
interest shall be employed by it as an officer, employee, agent, or subcontrac tor without
the express written consent of the Contract Officer, or assigned designee. Contracting
Party agrees to at all times avoid conflicts of interest or the appearance of any conflicts
of interest with the interests of City in the performance of this Agreement.
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No officer or employee of City shall have any financial interest, direct or
indirect, in this Agreement nor shall any such officer or employee participate in any
decision relating to this Agreement which effects his financial interest or the financial
interest of any corporation, partnership or association in which he is, directly or indirectly,
interested, in violation of any State statute or regulation. Contracting Party warrants that
it has not paid or given and will not pay or give any third party any money or other
consideration for obtaining this Agreement.
9.3 Covenant against Discrimination. Contracting Party covenants that, by and
for itself, its heirs, executors, assigns, and all persons claiming under or through them,
that there shall be no discrimination against or segregation of, any person or group of
persons on account of any impermissible classification including, but not limited to, race,
color, creed, religion, sex, marital status, sexual orientation, national origin, or ancestry in
the performance of this Agreement. Contracting Party shall take affi rmative action to
ensure that applicants are employed and that employees are treated during employment
without regard to their race, color, creed, religion, sex, marital status, sexual orientation,
national origin, or ancestry.
10. MISCELLANEOUS PROVISIONS.
10.1 Notice. Any notice, demand, request, consent, approval, or communication
either party desires or is required to give the other party or any other person shall be in
writing and either served personally or sent by prepaid, first-class mail to the address set
forth below. Either party may change its address by notifying the other party of the change
of address in writing. Notice shall be deemed communicated forty-eight (48) hours from
the time of mailing if mailed as provided in this Section.
To City:
CITY OF LA QUINTA
Attention:
78495 Calle Tampico
La Quinta, California 92253
To Contracting Party:
10.2 Interpretation. The terms of this Agreement shall be construed in
accordance with the meaning of the language used and shall not be construed for or
against either party by reason of the authorship of this Agreement or any other rule of
construction which might otherwise apply.
10.3 Section Headings and Subheadings. The section headings and
subheadings contained in this Agreement are included for convenience only and shall not
limit or otherwise affect the terms of this Agreement.
10.4 Counterparts. This Agreement may be executed in counterparts, each of
which shall be deemed to be an original, and such counterparts shall constitute one and
the same instrument.
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10.5 Integrated Agreement. This Agreement including the exhibits hereto is the
entire, complete, and exclusive expression of the understanding of the parties. It is
understood that there are no oral agreements between the parties hereto affecting this
Agreement and this Agreement supersedes and cancels any and all previous
negotiations, arrangements, agreements, and understandings, if any, between the
parties, and none shall be used to interpret this Agreement.
10.6 Amendment. No amendment to or modification of this Agreement shall be
valid unless made in writing and approved by Contracting Party and by the City Council
of City. The parties agree that this requirement for written modifications cannot be waived
and that any attempted waiver shall be void.
10.7 Severability. In the event that any one or more of the articles, phrases,
sentences, clauses, paragraphs, or sections contained in this Agreement shall be
declared invalid or unenforceable, such invalidity or unenforceability shall not affect any
of the remaining articles, phrases, sentences, clauses, paragraphs, or sections of this
Agreement which are hereby declared as severable and shall be interpreted to carry out
the intent of the parties hereunder unless the invalid provision is so material that its
invalidity deprives either party of the basic benefit of their bargain or renders this
Agreement meaningless.
10.8 Unfair Business Practices Claims. In entering into this Agreement,
Contracting Party offers and agrees to assign to City all rights, title, and interest in and to
all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. § 15) or
under the Cartwright Act (Chapter 2, (commencing with Section 16700) of Part 2 of
Division 7 of the Business and Professions Code), arising from purchases of goods,
services, or materials related to this Agreement. This assignment shall be made and
become effective at the time City renders final payment to Contracting Party without
further acknowledgment of the parties.
10.9 No Third-Party Beneficiaries. With the exception of the specific provisions
set forth in this Agreement, there are no intended third-party beneficiaries under this
Agreement and no such other third parties shall have any rights or obligations hereunder.
10.10 Authority. The persons executing this Agreement on behalf of each of the
parties hereto represent and warrant that (i) such party is duly organized and existing,
(ii) they are duly authorized to execute and deliver this Agreement on behalf of said party,
(iii) by so executing this Agreement, such party is formally bound to the provisions of this
Agreement, and (iv) that entering into this Agreement does not violate any provision of
any other Agreement to which said party is bound. This Agreement shall be binding upon
the heirs, executors, administrators, successors, and assigns of the parties.
[SIGNATURES ON FOLLOWING PAGE]
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IN WITNESS WHEREOF, the parties have executed this Agreement as of the dates
stated below.
CITY OF LA QUINTA,
a California Municipal Corporation
JON McMILLEN, City Manager
City of La Quinta, California
Dated:
CONTRACTING PARTY:
By:
Name:
Title:
ATTEST:
MONIKA RADEVA, City Clerk
City of La Quinta, California
APPROVED AS TO FORM:
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
Exhibit A
Page 1 of 4 Last revised summer 2017
Exhibit A
Scope of Services
1. Services to be Provided:
[TO BE PROVIDED BY STAFF (include location of work)]
2. Performance Standards:
[TO BE PROVIDED BY STAFF]
OR
[See Attached]
Exhibit A
Page 2 of 4
ADDENDUM TO AGREEMENT
Re: Scope of Services
If the Scope of Services include construction, alteration, demolition, installation,
repair, or maintenance affecting real property or structures or improvements of any kind
appurtenant to real property, the following apply:
1. Prevailing Wage Compliance. If Contracting Party is a contractor
performing public works and maintenance projects, as described in this Section 1.3,
Contracting Party shall comply with applicable Federal, State, and local laws. Contracting
Party is aware of the requirements of California Labor Code Sections 1720, et seq., and
1770, et seq., as well as California Code of Regulations, Title 8, Sections 16000, et seq.,
(collectively, the “Prevailing Wage Laws”), and La Quinta Municipal Code
Section 3.12.040, which require the payment of prevailing wage rates and the
performance of other requirements on “Public works” and “Maintenance” projects. If the
Services are being performed as part of an applicable “Public works” or “Maintenance”
project, as defined by the Prevailing Wage Laws, and if construction work over twenty -
five thousand dollars ($25,000.00) and/or alterations, demolition, repair or maintenance
work over fifteen thousand dollars ($15,000.00) is entered into or extended on or after
January 1, 2015 by this Agreement, Contracting Party agrees to fully comply with such
Prevailing Wage Laws including, but not limited to, requirements related to the
maintenance of payroll records and the employment of apprentices. Pursuant to
California Labor Code Section 1725.5, no contractor or subcontractor may be awarded a
contract for public work on a “Public works” project unless registered with the California
Department of Industrial Relations (“DIR”) at the time the contract is awarded. If the
Services are being performed as part of an applicable “Public works” or “Maintenance”
project, as defined by the Prevailing Wage Laws, this project is subject to compliance
monitoring and enforcement by the DIR. Contracting Party will maintain and will require
all subcontractors to maintain valid and current DIR Public Works contractor registration
during the term of this Agreement. Contracting Party shall notify City in writing
immediately, and in no case more than twenty -four (24) hours, after receiving any
information that Contracting Party’s or any of its subcontractor’s DIR registration status
has been suspended, revoked, expired, or otherwise changed. It is understood that it is
the responsibility of Contracting Party to determine the correct salary scale. Contract ing
Party shall make copies of the prevailing rates of per diem wages for each craft,
classification, or type of worker needed to execute the Services available to interested
parties upon request, and shall post copies at Contracting Party’s principal place of
business and at the project site, if any. The statutory penalties for failure to pay prevailing
wage or to comply with State wage and hour laws will be enforced. Contracting Party
must forfeit to City TWENTY-FIVE DOLLARS ($25.00) per day for each worker who
works in excess of the minimum working hours when Contracting Party does not pay
overtime. In accordance with the provisions of Labor Code Sections 1810 et seq., eight
(8) hours is the legal working day. Contracting Party also shall comply with State law
requirements to maintain payroll records and shall provide for certified records and
inspection of records as required by California Labor Code Section 1770 et seq., including
Section 1776. In addition to the other indemnities provided under this Agreement,
Contracting Party shall defend (with counsel selected by City), indemnify, and hold City,
Exhibit A
Page 3 of 4
its elected officials, officers, employees, and agents free and harmless from any claim or
liability arising out of any failure or alleged failure to comply with the Prevailing Wage
Laws. It is agreed by the parties that, in connection with performance of the Services,
including, without limitation, any and all “Public works” (as defined by the Prevailing Wage
Laws), Contracting Party shall bear all risks of payment or non -payment of prevailing
wages under California law and/or the implementation of Labor Code Section 1781, as
the same may be amended from time to time, and/or any other similar law. Contracting
Party acknowledges and agrees that it shall be independently responsible for reviewing
the applicable laws and regulations and effectuating compliance with such laws.
Contracting Party shall require the same of all subcontractors.
2. Retention. Payments shall be made in accordance with the provisions of
Article 2.0 of the Agreement. In accordance with said Sections, City shall pay Contracting
Party a sum based upon ninety-five percent (95%) of the Contract Sum apportionment of
the labor and materials incorporated into the Services under this Agreement during the
month covered by said invoice. The remaining five percent (5%) thereof shall be retained
as performance security to be paid to Contracting Party within sixty (60) days after final
acceptance of the Services by the City Council of City, after Contracting Party has
furnished City with a full release of all undisputed payments under this Agreement, if
required by City. In the event there are any claims specifically excluded by C ontracting
Party from the operation of the release, City may retain proceeds (per Public Contract
Code § 7107) of up to one hundred fifty percent (150%) of the amount in dispute. City’s
failure to deduct or withhold shall not affect Contracting Party’s ob ligations under the
Agreement.
3. Utility Relocation. City is responsible for removal, relocation, or protection
of existing main or trunk-line utilities to the extent such utilities were not identified in the
invitation for bids or specifications. City shall reimburse Contracting Party for any costs
incurred in locating, repairing damage not caused by Contracting Party, and removing or
relocating such unidentified utility facilities. Contracting Party shall not be assessed
liquidated damages for delay arising from the removal or relocation of such unidentified
utility facilities.
4. Trenches or Excavations. Pursuant to California Public Contract Code
Section 7104, in the event the work included in this Agreement requires excavations more
than four (4) feet in depth, the following shall apply:
(a) Contracting Party shall promptly, and before the following conditions
are disturbed, notify City, in writing, of any: (1) material that Contracting Party believes
may be material that is hazardous waste, as defined in Section 25117 of the Health and
Safety Code, that is required to be removed to a Class I, Class II, or Class III disposal site
in accordance with provisions of existing law; (2) subsurface or latent physical conditions
at the site different from those indicated by information about the site m ade available to
bidders prior to the deadline for submitting bids; or (3) unknown physical conditions at the
site of any unusual nature, different materially from those ordinarily encountered and
generally recognized as inherent in work of the character provided for in the Agreement.
Exhibit A
Page 4 of 4
(b) City shall promptly investigate the conditions, and if it finds that the
conditions do materially so differ, or do involve hazardous waste, and cause a decrease
or increase in Contracting Party’s cost of, or the time required for, performance of any
part of the work shall issue a change order per Section 1.8 of the Agreement.
(c) in the event that a dispute arises between City and Contracting Party
whether the conditions materially differ, or involve hazardous waste, or cause a decrease
or increase in Contracting Party’s cost of, or time required for, performance of any part of
the work, Contracting Party shall not be excused from any scheduled completion date
provided for by this Agreement, but shall proceed with all work to be performed under this
Agreement. Contracting Party shall retain any and all rights provided either by con tract
or by law which pertain to the resolution of disputes and protests between the contracting
Parties.
5. Safety. Contracting Party shall execute and maintain its work so as to avoid
injury or damage to any person or property. In carrying out the Services, Contracting
Party shall at all times be in compliance with all applicable local, state, and federal laws,
rules and regulations, and shall exercise all necessary precautions for the safety of
employees appropriate to the nature of the work and the conditions under which the work
is to be performed. Safety precautions as applicable shall include, but shall not be limited
to: (A) adequate life protection and lifesaving equipment and procedures; (B) instructions
in accident prevention for all employees and subcontractors, such as safe walkways,
scaffolds, fall protection ladders, bridges, gang planks, confined space procedures,
trenching and shoring, equipment and other safety devices, equipment and wearing
apparel as are necessary or lawfully required to prevent accidents or injuries; and
(C) adequate facilities for the proper inspection and maintenance of al l safety measures.
6. Liquidated Damages. Since the determination of actual damages for any
delay in performance of the Agreement would be extremely difficult or impractical to
determine in the event of a breach of this Agreement, Contracting Party shall be liable for
and shall pay to City the sum of One Thousand dollars ($1,000.00) as liquidated damages
for each working day of delay in the performance of any of the Services required
hereunder, as specified in the Schedule of Performance. In addition, liquidated damages
may be assessed for failure to comply with the emergency call out requirements, if any,
described in the Scope of Services. City may withhold from any moneys payable on
account of the Services performed by Contracting Party any accrued liquidated damages.
Exhibit B
Page 1 of 1
Exhibit B
Schedule of Compensation
With the exception of compensation for Additional Services, provided for in
Section 2.3 of this Agreement, the maximum total compensation to be paid to Contracting
Party under this Agreement is not to exceed ______________________ ($ __________)
(“Contract Sum”). The Contract Sum shall be paid to Contracting Party in installment
payments made on a monthly basis and in an amount identified in Contracting Party’s
schedule of compensation attached hereto for the work tasks performed and properly
invoiced by Contracting Party in conformance with Section 2.2 of this Agreement.
$325,585.31
Exhibit C
Page 1 of 1
Exhibit C
Schedule of Performance
Contracting Party shall complete all services identified in the Scope of Services,
Exhibit A of this Agreement, in accordance with the Project Schedule, attached hereto
and incorporated herein by this reference.
See attached
Exhibit D
Page 1 of 1
Exhibit D
Special Requirements
[insert Special Requirements or indicate “None” if there are none]
None
Exhibit E
Page 1 of 6
Exhibit E
Insurance Requirements
E.1 Insurance. Prior to the beginning of and throughout the duration of this
Agreement, the following policies shall be maintained and kept in full force and effect
providing insurance with minimum limits as indicated below and issued by insurers with
A.M. Best ratings of no less than A-VI:
Commercial General Liability (at least as broad as ISO CG 0001)
$1,000,000 (per occurrence)
$2,000,000 (general aggregate)
Must include the following endorsements:
General Liability Additional Insured
General Liability Primary and Non-contributory
Commercial Auto Liability (at least as broad as ISO CA 0001 )
$1,000,000 (per accident)
Auto Liability Additional Insured
Personal Auto Declaration Page if applicable
Errors and Omissions Liability
$1,000,000 (per claim and aggregate)
Workers’ Compensation
(per statutory requirements)
Must include the following endorsements:
Workers Compensation with Waiver of Subrogation
Workers Compensation Declaration of Sole Proprietor if applicable
Cyber Liability
$1,000,000 (per occurrence)
$2,000,000 (general aggregate)
Contracting Party shall procure and maintain, at its cost, and submit concurrently
with its execution of this Agreement, Commercial General Liability insurance against all
claims for injuries against persons or damages to property resulting from Contracting
Party’s acts or omissions rising out of or related to Contracting Party’s performance under
this Agreement. The insurance policy shall contain a severability of interest clause
providing that the coverage shall be primary for losses arising out of Contr acting Party’s
performance hereunder and neither City nor its insurers shall be required to contribute to
any such loss. An endorsement evidencing the foregoing and naming the City and its
officers and employees as additional insured (on the Commercial Ge neral Liability policy
only) must be submitted concurrently with the execution of this Agreement and approved
by City prior to commencement of the services hereunder.
Exhibit E
Page 2 of 6
Contracting Party shall carry automobile liability insurance of $1,000,000 per
accident against all claims for injuries against persons or damages to property arising out
of the use of any automobile by Contracting Party, its officers, any person directly or
indirectly employed by Contracting Party, any subcontractor or agent, or anyone for
whose acts any of them may be liable, arising directly or indirectly out of or related to
Contracting Party’s performance under this Agreement. If Contracting Party or
Contracting Party’s employees will use personal autos in any way on this project,
Contracting Party shall provide evidence of personal auto liability coverage for each such
person. The term “automobile” includes, but is not limited to, a land motor vehicl e, trailer
or semi-trailer designed for travel on public roads. The automobile insurance policy shall
contain a severability of interest clause providing that coverage shall be primary for losses
arising out of Contracting Party’s performance hereunder an d neither City nor its insurers
shall be required to contribute to such loss.
Professional Liability or Errors and Omissions Insurance as appropriate shall
be written on a policy form coverage specifically designed to protect against acts, errors
or omissions of the Contracting Party and “Covered Professional Services” as designated
in the policy must specifically include work performed under this agreement. The policy
limit shall be no less than $1,000,000 per claim and in the aggregate. The policy must
“pay on behalf of” the insured and must include a provision establishing the i nsurer’s duty
to defend. The policy retroactive date shall be on or before the effective date of this
agreement.
Contracting Party shall carry Workers’ Compensation Insurance in
accordance with State Worker’s Compensation laws with employer’s liability limits no less
than $1,000,000 per accident or disease.
Contracting Party shall procure and maintain Cyber Liability insurance with
limits of $1,000,000 per occurrence/loss which shall include the following coverage:
a. Liability arising from the theft, dissemination and/or use of confidential or
personally identifiable information; including credit monitoring and
regulatory fines arising from such theft, dissemination or use of the
confidential information.
b. Network security liability arising from the unauthorized use of, access to,
or tampering with computer systems.
c. Liability arising from the failure of technology products (software) required
under the contract for Consultant to properly perform the services
intended.
d. Electronic Media Liability arising from personal injury, plagiarism or
misappropriation of ideas, domain name infringement or improper deep -
linking or framing, and infringement or violation of intellectual property
rights.
Exhibit E
Page 3 of 6
e. Liability arising from the failure to render professional services.
If coverage is maintained on a claims-made basis, Contracting Party shall maintain such
coverage for an additional period of three (3) years following termination of the contract.
Contracting Party shall provide written notice to City within ten (10) working
days if: (1) any of the required insurance policies is terminated; (2) the limits of any of the
required polices are reduced; or (3) the deductible or self-insured retention is increased.
In the event any of said policies of insurance are cancelled, Contracting Party shall, prior
to the cancellation date, submit new evidence of insurance in conformance with this
Exhibit to the Contract Officer. The procuring of such insurance or the delivery of policies
or certificates evidencing the same shall not be construed as a limitation of Contracting
Party’s obligation to indemnify City, its officers, employees, contractors, subcontractors,
or agents.
E.2 Remedies. In addition to any other remedies City may have if Contracting
Party fails to provide or maintain any insurance policies or policy endorsements to the
extent and within the time herein required, City may, at its sole option:
a. Obtain such insurance and deduct and retain the amount of the
premiums for such insurance from any sums due under this Agreement.
b. Order Contracting Party to stop work under this Agreement and/or
withhold any payment(s) which become due to Contracting Party hereunder until
Contracting Party demonstrates compliance with the requirements hereof.
c. Terminate this Agreement.
Exercise any of the above remedies, however, is an alternative to any other
remedies City may have. The above remedies are not the exclusive remedies for
Contracting Party’s failure to maintain or secure appropriate policies or endorsements.
Nothing herein contained shall be construed as limiting in any way the extent to which
Contracting Party may be held responsible for payments of damages to persons or
property resulting from Contracting Party’s or its subcontractors’ performance of work
under this Agreement.
E.3 General Conditions Pertaining to Provisions of Insurance Coverage by
Contracting Party. Contracting Party and City agree to the following with respect to
insurance provided by Contracting Party:
1. Contracting Party agrees to have its insurer endorse the third party general
liability coverage required herein to include as additional insureds City, its officials,
employees, and agents, using standard ISO endorsement No. CG 2010 with an edition
prior to 1992. Contracting Party also agrees to require all contractors, and subcontractors
to do likewise.
2. No liability insurance coverage provided to comply with this Agreement shall
prohibit Contracting Party, or Contracting Party’s employees, or agents, from waiving the
Exhibit E
Page 4 of 6
right of subrogation prior to a loss. Contracting Party agrees to waive subrogation rights
against City regardless of the applicability of any insurance proceeds, and to require all
contractors and subcontractors to do likewise.
3. All insurance coverage and limits provided by Contracting Party and
available or applicable to this Agreement are intended to apply to the full extent of the
policies. Nothing contained in this Agreement or any other agreement relating to City or
its operations limits the application of such insurance coverage.
4. None of the coverages required herein will be in compliance with these
requirements if they include any limiting endorsement of any kind that has not been first
submitted to City and approved of in writing.
5. No liability policy shall contain any provision or definition that would serve
to eliminate so-called “third party action over” claims, including any exclusion for bodily
injury to an employee of the insured or of any contractor or subcontractor.
6. All coverage types and limits required are subject to approval, modification
and additional requirements by the City, as the need arises. Contracting Party shall not
make any reductions in scope of coverage (e.g. elimination of contractual liability or
reduction of discovery period) that may affect City’s protection without City’s prior written
consent.
7. Proof of compliance with these insurance requirements, consisting of
certificates of insurance evidencing all the coverages required and an additional insured
endorsement to Contracting Party’s general liability policy, shall be delivered to City at or
prior to the execution of this Agreement. In the event such proof of any insurance is not
delivered as required, or in the event such insurance is canceled at any time and no
replacement coverage is provided, City has the right, but not the duty, to obtain a ny
insurance it deems necessary to protect its interests under this or any other agreement
and to pay the premium. Any premium so paid by City shall be charged to and promptly
paid by Contracting Party or deducted from sums due Contracting Party, at City option.
8. It is acknowledged by the parties of this agreement that all insurance
coverage required to be provided by Contracting Party or any subcontractor, is intended
to apply first and on a primary, non -contributing basis in relation to any other insurance
or self-insurance available to City.
9. Contracting Party agrees to ensure that subcontractors, and any other party
involved with the project that is brought onto or involved in the project by Contracting
Party, provide the same minimum insurance coverage required of Contracting Party.
Contracting Party agrees to monitor and review all such coverage and assumes all
responsibility for ensuring that such coverage is provided in conformity with the
requirements of this section. Contracting Party agrees that upon request, all agreements
with subcontractors and others engaged in the project will be submitted to City for review.
10. Contracting Party agrees not to self-insure or to use any self-insured
retentions or deductibles on any portion of the insurance required herein (with the
Exhibit E
Page 5 of 6
exception of professional liability coverage, if required) and further agrees that it will not
allow any contractor, subcontractor, Architect, Engineer or other entity or person in any
way involved in the performance of work on the project contemplated by this agreement
to self-insure its obligations to City. If Contracting Party’s existing coverage includes a
deductible or self-insured retention, the deductible or self-insured retention must be
declared to the City. At that time the City shall review options with the Contracting Party,
which may include reduction or elimination of the deductible or self-insured retention,
substitution of other coverage, or other solutions.
11. The City reserves the right at any time during the term of this Agreement to
change the amounts and types of insurance required by giving the Contracting Party
ninety (90) days advance written notice of such change. If such change results in
substantial additional cost to the Contracting Party, the City will negotiate additional
compensation proportional to the increased benefit to City.
12. For purposes of applying insurance coverage only, this Agreement will be
deemed to have been executed immediately upon any party hereto taking any steps that
can be deemed to be in furtherance of or towards performance of this Agreement.
13. Contracting Party acknowledges and agrees that any actual or alleged
failure on the part of City to inform Contracting Party of non -compliance with any
insurance requirement in no way imposes any additional obligations on City nor does it
waive any rights hereunder in this or any other regard.
14. Contracting Party will renew the required coverage annually as long as City,
or its employees or agents face an exposure from operations of any type pursuant to this
agreement. This obligation applies whether the agreement is canceled or terminated for
any reason. Termination of this obligation is not effective until City executes a written
statement to that effect.
15. Contracting Party shall provide proof that policies of insurance required
herein expiring during the term of this Agreement have been renewed or replaced with
other policies providing at least the same coverage. Proof that such coverage has been
ordered shall be submitted prior to expiration. A coverage binder or letter from
Contracting Party’s insurance agent to this effect is acceptable. A certificate of insurance
and an additional insured endorsement is required in these specifications applicable to
the renewing or new coverage must be provided to City within five (5) days of the
expiration of coverages.
16. The provisions of any workers’ compensation or similar act will not limit the
obligations of Contracting Party under this agreement. Contracting Party expressly
agrees not to use any statutory immunity defenses under such laws with respect to City,
its employees, officials, and agents.
17. Requirements of specific coverage features, or limits contained in this
section are not intended as limitations on coverage, limits or other requirements nor as a
waiver of any coverage normally provided by any given policy. Specific reference to a
Exhibit E
Page 6 of 6
given coverage feature is for purposes of clarification only as it pertains to a given issue
and is not intended by any party or insured to be limiting or all-inclusive.
18. These insurance requirements are intended to be separate and distinct from
any other provision in this Agreement and are intended by the parties here to be
interpreted as such.
19. The requirements in this Exhibit supersede all other sections and provisions
of this Agreement to the extent that any other section or provision conflicts with or impairs
the provisions of this Exhibit.
20. Contracting Party agrees to be responsible for ensuring that no contract
used by any party involved in any way with the project reserves the right to charge City
or Contracting Party for the cost of additional insurance coverage required by this
agreement. Any such provisions are to be deleted with reference to City. It is not the
intent of City to reimburse any third party for the cost of complying with these
requirements. There shall be no recourse against City for payment of premiums or other
amounts with respect thereto.
21. Contracting Party agrees to provide immediate notice to City of any claim
or loss against Contracting Party arising out of the work performed under this agreement.
City assumes no obligation or liability by such notice, but has the right (but not the duty )
to monitor the handling of any such claim or claims if they are likely to involve City.
Exhibit F
Page 1 of 2
Exhibit F
Indemnification
F.1 Indemnity for the Benefit of City.
a. Indemnification for Professional Liability. When the law establishes a
professional standard of care for Contracting Party’s Services, to the fullest extent
permitted by law, Contracting Party shall indemnify, protect, defend (with counsel
selected by City), and hold harmless City and any and all of its officials, employees, and
agents (“Indemnified Parties”) from and against any and all claims, losses, liabilities of
every kind, nature, and description, damages, injury (including, without limitation, injury
to or death of an employee of Contracting Party or of any subcontractor), costs and
expenses of any kind, whether actual, alleged or threatened, including, without limitation,
incidental and consequential damages, court costs, attorneys’ fees, litigation expenses,
and fees of expert consultants or expert witnesses incurred in connection therewith and
costs of investigation, to the extent same are caused in whole or in part by any negligent
or wrongful act, error or omission of Contracting Party, its officers, agents, employees or
subcontractors (or any entity or individual that Contracting Party shall bear the legal
liability thereof) in the performance of professional services under this agreement. With
respect to the design of public improvements, the Contracting Party shall not be liable for
any injuries or property damage resulting from the reuse of the design at a location other
than that specified in Exhibit A without the written consent of the Contracting Party.
b. Indemnification for Other Than Professional Liability. Other than in the
performance of professional services and to the full extent permitted by law, Contracting
Party shall indemnify, defend (with counsel selected by City), and hold harmless the
Indemnified Parties from and against any liability (including liability for claims, suits,
actions, arbitration proceedings, administrative proceedings, regulatory proceedings,
losses, expenses or costs of any kind, whether actual, alleged or threatened, including,
without limitation, incidental and consequential damages, court costs, attorneys’ fees,
litigation expenses, and fees of expert consultants or expert witnesses) incurred in
connection therewith and costs of investigation, where the same arise out of, are a
consequence of, or are in any way attributable to, in whole or in part, the performance of
this Agreement by Contracting Party or by any individual or entity for which Contracting
Party is legally liable, including but not limited to officers, agent s, employees, or
subcontractors of Contracting Party.
c. Indemnity Provisions for Contracts Related to Construction (Limitation on
Indemnity). Without affecting the rights of City under any provision of this agreement,
Contracting Party shall not be required to indemnify and hold harmless City for liability
attributable to the active negligence of City, provided such active negligence is
determined by agreement between the parties or by the findings of a court of competent
jurisdiction. In instances where City is shown to have been actively negligent and whe re
City’s active negligence accounts for only a percentage of the liability involved, the
obligation of Contracting Party will be for that entire portion or percentage of liability not
attributable to the active negligence of City.
Exhibit F
Page 2 of 2
d. Indemnification Provision for Design Professionals.
1. Applicability of this Section F.1(d). Notwithstanding Section F.1(a)
hereinabove, the following indemnification provision shall apply to a Contracting Party
who constitutes a “design professional” as the term is defined in paragraph 3 below.
2. Scope of Indemnification. When the law establishes a professional
standard of care for Contracting Party’s Services, to the fullest extent permitted by law,
Contracting Party shall indemnify and hold harmless City and any and all of its officials,
employees, and agents (“Indemnified Parties”) from and against any and all losses,
liabilities of every kind, nature, and description, damages, injury (including, without
limitation, injury to or death of an employee of Contracting Party or of any subcontracto r),
costs and expenses, including, without limitation, incidental and consequential damages,
court costs, reimbursement of attorneys’ fees, litigation expenses, and fees of expert
consultants or expert witnesses incurred in connection therewith and costs o f
investigation, to the extent same are caused by any negligent or wrongful act, error or
omission of Contracting Party, its officers, agents, employees or subcontractors (or any
entity or individual that Contracting Party shall bear the legal liability th ereof) in the
performance of professional services under this agreement. With respect to the design
of public improvements, the Contracting Party shall not be liable for any injuries or
property damage resulting from the reuse of the design at a location other than that
specified in Exhibit A without the written consent of the Contracting Party.
3. Design Professional Defined. As used in this Section F.1(d), the
term “design professional” shall be limited to licensed architects, registered professional
engineers, licensed professional land surveyors and landscape architects, all as defined
under current law, and as may be amended from time to time by Civil Code § 2782.8.
F.2 Obligation to Secure Indemnification Provisions. Contracting Party agrees
to obtain executed indemnity agreements with provisions identical to those set forth
herein this Exhibit F, as applicable to the Contracting Party, from each and every
subcontractor or any other person or entity involved by, for, with or on behalf of
Contracting Party in the performance of this Agreement. In the event Contracting Party
fails to obtain such indemnity obligations from others as required herein, Contracting
Party agrees to be fully responsible according to the terms of this Exhibit. Failure of City
to monitor compliance with these requirements imposes no additional obligations on City
and will in no way act as a waiver of any rights hereunder. This obligation to indemnify
and defend City as set forth in this Agreement are binding on the successors, assigns or
heirs of Contracting Party and shall survive the termination of this Agreement.
Page 10 of 16
ATTACHMENT 2
TENTATIVE EVENT SCHEDULE
Event days, times, and locations are subject to change; however, the City will ensure the firm
receives adequate advance notice of any changes and confirmation of final event details.
DATE EVENT LOCATION TIME
August 26, 2025 Hunter Lopez Vigil Civic Center
Campus
7pm-9pm
September 11, 2025 9/11 Vigil Civic Center
Campus
7pm-9pm
October TBD, 2025 Fall Event TBD TBD
November 11, 2025 Veterans
Recognition
Ceremony
City Hall Courtyard 9am-11am
December 5, 2025 Tree Lighting
Ceremony
Civic Center
Campus
6pm-8pm
December TBD,
2025
IRONMAN Finish
Line Event
Silverrock Park TBD
February TBD, 2026
(Two Concerts)
Concerts in the Park Silverrock Park TBD
March TBD, 2026
(Two Concerts)
Concerts in the Park Silverrock Park TBD
April 4, 2026 Easter Egg Hunt La Quinta Park 9am-11am
April 25, 2026 City Picnic and
Birthday Celebration
Civic Center
Campus
9am-12pm
May TBD, 2026
(Two Concerts)
Concert in the Park Silverrock Park TBD
Page 11 of 16
ATTACHMENT 3
EVENT PHOTOS
Hunter Lopez Vigil
September 11 Vigil
Page 12 of 16
Veterans Recognition Ceremony
Tree Lighting Ceremony
Page 13 of 16
Concerts in the Park
City Picnic and Birthday Bash
Page 14 of 16
ATTACHMENT 4
INSURANCE REQUIREMENTS ACKNOWLEDGEMENT
Must be executed by proposer and submitted with the proposal
I, ________________________________________ (name) hereby acknowledge and confirm
that __________________________________ (name of company) has reviewed
the City’s indemnification and minimum insurance requirements as listed in Exhibits E and
F of the City’s Agreement for Contract Services (Attachment 1); and declare that insurance
certificates and endorsements verifying compliance will be provided if an agreement is
awarded.
I am _________________________________ of ______________________________,
(Title) (Company)
Commercial General Liability (at least as broad as ISO CG 0001)
$1,000,000 (per occurrence); $2,000,000 (general aggregate)
Must include the following endorsements:
General Liability Additional Insured
General Liability Primary and Noncontributory
Commercial Auto Liability (at least as broad as ISO CA 0001)
$1,000,000 (per accident)
Personal Auto Declaration Page if applicable
Errors and Omissions Liability $1,000,000 (per claim and aggregate)
Worker’s Compensation (per statutory requirements)
Must include the following endorsements:
Worker’s Compensation Waiver of Subrogation
Worker’s Compensation Declaration of Sole Proprietor if applicable
John Mitchell
AKJOHNSTON Group, LLC
Vice President, Client Services AKJOHNSTON
Page 15 of 16
ATTACHMENT 5
NON-COLLUSION AFFIDAVIT FORM
Must be executed by proposer and submitted with the proposal
I, ________________________________________ (name) hereby declare as follows:
I am _________________________________ of ______________________________,
(Title) (Company)
the party making the foregoing proposal, that the proposal is not made in the interest of, or on
behalf of, any undisclosed person, partnership, company, association, organization, or
corporation; that the proposal is genuine and not collusive or sham; tha t the proposer has not
directly or indirectly induced or solicited any other proposer to put in a false or sham proposal,
and has not directly or indirectly colluded, conspired, connived, or agreed with any proposer or
anyone else to put in a sham proposal, or that anyone shall refrain from proposing; that the
proposer has not in any manner, directly or indirectly, sought by agreement, communication,
or conference with anyone to fix the proposal price of the proposer or any other proposer, or to
fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer,
or to secure any advantage against the public body awarding the agreement of anyone
interested in the proposed agreement; that all statements contained in the proposal are true;
and, further, that the proposer has not, directly or indirectly, submitted his or her proposal price
or any breakdown thereof, or the contents thereof, or divulged information or data relative
hereto, or paid, and will not pay, any fee to any corporation, partnership, company, association,
organization, proposal depository, or to any member or agent thereof to effectuate a collusive
or sham proposal.
I declare under penalty of perjury under the laws of the State of California that the foregoing is
true and correct.
Proposer Signature: __________________________________________________
Proposer Name: __________________________________________________
Proposer Title: __________________________________________________
Company Name: __________________________________________________
Address: __________________________________________________
John Mitchell
Vice President, Client Services AKJOHNSTON
John Mitchell
Vice President, Client Services
AKJOHNSTON Group, LLC
533 S. Rose Street Anaheim, CA 92805
Page 16 of 16
ATTACHMENT 6
ACKNOWLEDGEMENT OF RECEIPT OF ADDENDA
Must be executed by proposer and submitted with the proposal;
If no addenda has been issued, mark “N/A” under Addendum No. indicating
Not Applicable and sign
ADDENDUM NO. SIGNATURE INDICATING RECEIPT
N/A N/A
14 March 2025
City of La Quinta
Attn: Michael Calderon, Community Services Analyst
78495 Calle Tampico
La Quinta, California 92253
RFP – Special Event AV Services
Dear Mr. Calderon:
I am pleased to submit our bid for Special Event AV Services on behalf of the AKJOHNSTON Group.
Our pricing and bill of materials follow, arranged by the schedule events as requested. Each event has
its own budget, bill of materials and labor quote so that you can evaluate them individually as well as a
grand total for all of the work.
AKJOHNSTON has been in business since 2008 and works with clients such as Disneyland, Segerstrom
Center for the Performing Arts and Coachella. We have created interactive experiences for the Barbie
Premiere, for a walk through experience for Beetlejuice Beetlejuice and many more. However, for all of
the larger clients we work with, we have never forgotten our humble roots of modest events including
dozens of Christmas Tree Lighting events throughout Southern California. We know that bringing a
quality experience has less to do with the size of the event and much more to do with the commitment
of the team executing the event.
We have responded to the RFP by fulfilling the technical requirements as laid out for each event. We
believe that there are many other ways we could enhance these events from additional scenic and
decorative elements to fully immersive experiences. Our intent is for that to be a potential dialogue once
we have met the requirements for this RFP. We have included a copy of our current production deck for
your perusal as well. We are delighted to have the opportunity to provide this quote and look forward to
hearing back from you.
Please let us know if we can answer additional questions or satisfy any other concerns you may have.
Sincerely,
John Mitchell
Vice President, Client Services
AKJOHNSTON Group, LLC.
533 South Rose Street
Anaheim, California. 92805
533 South Rose Street, Anaheim, California 92805 | www.akjohnston.com | (866) 212-2192 | studio@akjohnston.com
A
Vice President of Operations VP Client Services.
Amado Vasquez John Mitchell
Director of Production Director of Integrated
Creative Director Director of Fi... co Systems
Ben Knox Monica Clason Christina Mociler Joe Sherbanee
I
Art Director
Andre Guignard
I
Ass 6c Arc Direct.,
Greg Hutnik
Graphic Designer
Jennifer Balderas
Director of Medie & Marketing
Houston Hooker
Social Media Mal keting Associate
Katherine Tran
Social Media Marketing Associate
Samantha Tran
l=600
Edwin Argueta Alex Brown Jody Bonham
Facilities Coordinator Fab Shop Manager Mgr Scenic Sculpting
Joe GF`r Paint& Finishes
Operations Manager
Holly Brown
Technical Services
Manager
AKJOHNSTON PROPOSAL 253000
Hunter Lopez Vigil
14 March 2025
Production Technology and Staging $7,590.00
1 Audio Engineering, Outboard Amplification & Speaker System $3,190.00 $3,190.00
Four (4) powered speakers will be set around the stage and on the stage
deck for front-fill to create an audible environment that is balanced right
to left, front to back within the space. Processing and equalization from
the sound mix is also included.
4 Wireless Handheld Microphones $125.00 $500.00
1 Microphones: Package TBD $500.00 $500.00
Better defined once the artist rider is received
2 Theatrical Lighting Package $600.00 $1,200.00
LED Leko package on heavy pipe and base positions
1 16'x8' Riser at 2’ Tall, Black Carpet Top & Black Skirting Included $700.00 $700.00
1 Stage Stairs $25.00 $25.00
1 Teleprompter Package with Operator $900.00 $900.00
Dual Glass Presidential Set
1 Electrical Cable Package $250.00 $500.00
1 FOH Drape Masking Kit with Hardware $75.00 $75.00
1 Power Provided by Venue to LOCATION CLIENT CLIENT
Labor $4,500.00
1 Audio Engineer (A1) for Load-In, Show Run and Strike $900.00 $900.00
3 Stagehands for Load-In and Strike $600.00 $1,800.00
1 Lighting Technician (L1) for Load-In, Show Run and Strike $900.00 $900.00
1 Technical Supervisor $900.00 $900.00
Production Fees $2,175.00
1 RT Transportation, La Quinta CA $1,500.00 $1,500.00
1 Tool Kit & Cleaning Kit $250.00 $250.00
1 Production Expendables $250.00 $250.00
1 Special Event Permit and Noise Permit $175.00 $175.00
Event Subtotal $14,265.00
Insurance $285.30
*California Sales Tax (7.75%)$269.38
Grand Total Amount $14,819.68
Proposal is based off 12-week lead time from written approval, signed contract and deposit
completion. Delays to provide approvals, signatures or monetary payments may delay delivery
or expedite fees may apply to rush project! Late payments are subject to 3% monthly interest
charges.
Payment Schedule
Final Payment Due NET15 to AKJOHNSTON $14,819.68
Event Information:
Hunter Lopez Vigil
Event time 7pm-9pm
Approx 300 attendendees
Delivery/Location Information:
City of La Quinta Civic Center Campus
78495 Calle Tampico
La Quinta, CA 92253
Client/Billing Information:
City of La Quinta
78495 Calle Tampico
La Quinta, CA 92253
Contact Information :
Michael Calderon , Community Services Analyst
760-777-7014
mcalderon@LaQuintaCA.gov
AKJ Contact:
John Mitchell
Vice President, Client Services
j.mitchell@akjohnston.com
DISCLAIMER: ALL CREATIVE IDEAS, CONCEPTS, DESIGNS AND ENGINEERING CONTAINED WITHIN THIS DOCUMENT AND ASSOCIATED DOCUMENTS IS EXCLUSIVE PROPERTY
OF AKJOHNSTON GROUP AND ITS AFFILIATES, INFORMATION CONTAINED HEREIN IS PROPRIETARY AND CONFIDENTIAL.
533 S. Rose St., Anaheim, California 92805 | www.akjohnston.com | (866) 212-2192 | accounting@akjohnston.com
AKJOHNSTON PROPOSAL 253000
9/11 Vigil
14 March 2025
Production Technology and Staging $7,590.00
1 Audio Engineering, Outboard Amplification & Speaker System $3,190.00 $3,190.00
Four (4) powered speakers will be set around the stage and on the stage
deck for front-fill to create an audible environment that is balanced right
to left, front to back within the space. Processing and equalization from
the sound mix is also included.
4 Wireless Handheld Microphones $125.00 $500.00
1 Microphones: Package TBD $500.00 $500.00
Better defined once the artist rider is received
2 Theatrical Lighting Package $600.00 $1,200.00
LED Leko package on heavy pipe and base positions
1 16'x8' Riser at 2’ Tall, Black Carpet Top & Black Skirting Included $700.00 $700.00
1 Stage Stairs $25.00 $25.00
1 Teleprompter Package with Operator $900.00 $900.00
Dual Glass Presidential Set
1 Electrical Cable Package $250.00 $500.00
1 FOH Drape Masking Kit with Hardware $75.00 $75.00
1 Power Provided by Venue to LOCATION CLIENT CLIENT
Labor $5,850.00
1 Audio Assistant (A2) for Load-In, Show Run and Strike $750.00 $750.00
1 Audio Engineer (A1) for Load-In, Show Run and Strike $900.00 $900.00
4 Stagehands for Load-In and Strike $600.00 $2,400.00
1 Lighting Technician (L1) for Load-In, Show Run and Strike $900.00 $900.00
1 Technical Supervisor $900.00 $900.00
Production Fees $2,175.00
1 RT Transportation, La Quinta CA $1,500.00 $1,500.00
1 Tool Kit & Cleaning Kit $250.00 $250.00
1 Production Expendables $250.00 $250.00
1 Special Event Permit and Noise Permit $175.00 $175.00
Event Subtotal $15,615.00
Insurance $312.30
*California Sales Tax (7.75%)$269.38
Grand Total Amount $16,196.68
Proposal is based off 12-week lead time from written approval, signed contract and deposit
completion. Delays to provide approvals, signatures or monetary payments may delay delivery
or expedite fees may apply to rush project! Late payments are subject to 3% monthly interest
charges.
Payment Schedule
Final Payment Due NET15 to AKJOHNSTON $16,196.68
Event Information:
9/11 Vigil
Event time 7pm-9pm
Approx 300 attendendees
Delivery/Location Information:
City of La Quinta Civic Center Campus
78495 Calle Tampico
La Quinta, CA 92253
Client/Billing Information:
City of La Quinta
78495 Calle Tampico
La Quinta, CA 92253
Contact Information :
Michael Calderon , Community Services Analyst
760-777-7014
mcalderon@LaQuintaCA.gov
AKJ Contact:
John Mitchell
Vice President, Client Services
j.mitchell@akjohnston.com
DISCLAIMER: ALL CREATIVE IDEAS, CONCEPTS, DESIGNS AND ENGINEERING CONTAINED WITHIN THIS DOCUMENT AND ASSOCIATED DOCUMENTS IS EXCLUSIVE PROPERTY
OF AKJOHNSTON GROUP AND ITS AFFILIATES, INFORMATION CONTAINED HEREIN IS PROPRIETARY AND CONFIDENTIAL.
533 S. Rose St., Anaheim, California 92805 | www.akjohnston.com | (866) 212-2192 | accounting@akjohnston.com
AKJOHNSTON PROPOSAL 253000
Veterans Recognition Ceremony
14 March 2025
Production Technology and Staging $7,890.00
1 Audio Engineering, Outboard Amplification & Speaker System $3,190.00 $3,190.00
Four (4) powered speakers will be set around the stage and on the
stage deck for front-fill to create an audible environment that is
balanced right to left, front to back within the space. Processing and
equalization from the sound mix is also included.
4 Wireless Handheld Microphones $125.00 $500.00
1 16'x8' Riser at 2’ Tall, Black Carpet Top & Black Skirting Included $700.00 $700.00
1 Stage Stairs $25.00 $25.00
2 80" LED-LCD Monitor in 1080p HD on 84" Floor Stand $875.00 $1,750.00
1 Laptop Playback and Slide Advance for Presentation $250.00 $250.00
1 Teleprompter Package with Operator $900.00 $900.00
Dual Glass Presidential Set
1 Electrical Cable Package $250.00 $500.00
1 FOH Drape Masking Kit with Hardware $75.00 $75.00
1 Power Provided by Venue to LOCATION CLIENT CLIENT
Labor $4,950.00
1 Audio Assistant (A2) for Load-In, Show Run and Strike $750.00 $750.00
1 Audio Engineer (A1) for Load-In, Show Run and Strike $900.00 $900.00
4 Stagehands for Load-In and Strike $600.00 $2,400.00
1 Technical Supervisor $900.00 $900.00
Production Fees $2,175.00
1 RT Transportation, La Quinta CA $1,500.00 $1,500.00
1 Tool Kit & Cleaning Kit $250.00 $250.00
1 Production Expendables $250.00 $250.00
1 Special Event Permit and Noise Permit $175.00 $175.00
Event Subtotal $15,015.00
Insurance $300.30
*California Sales Tax (7.75%)$269.38
Grand Total Amount $15,584.68
Proposal is based off 12-week lead time from written approval, signed contract and deposit
completion. Delays to provide approvals, signatures or monetary payments may delay
delivery or expedite fees may apply to rush project! Late payments are subject to 3%
monthly interest charges.
Payment Schedule
Final Payment Due NET15 to AKJOHNSTON $15,584.68
Project Information:
Veterans Recognition Ceremony
Event from 9am-11am
Approx 450 attendees
Delivery/Location Information:
City of La Quinta Civic Center Campus
78495 Calle Tampico
La Quinta, CA 92253
Client/Billing Information:
City of La Quinta
78495 Calle Tampico
La Quinta, CA 92253
Contact Information :
Michael Calderon , Community Services Analyst
760-777-7014
mcalderon@LaQuintaCA.gov
AKJ Contact:
John Mitchell
Vice President, Client Services
j.mitchell@akjohnston.com
DISCLAIMER: ALL CREATIVE IDEAS, CONCEPTS, DESIGNS AND ENGINEERING CONTAINED WITHIN THIS DOCUMENT AND ASSOCIATED DOCUMENTS IS EXCLUSIVE
PROPERTY OF AKJOHNSTON GROUP AND ITS AFFILIATES, INFORMATION CONTAINED HEREIN IS PROPRIETARY AND CONFIDENTIAL.
533 S. Rose St., Anaheim, California 92805 | www.akjohnston.com | (866) 212-2192 | accounting@akjohnston.com
AKJOHNSTON PROPOSAL 253000
Fall Event
14 March 2025
Production Technology and Staging $11,450.00
1 Audio Engineering, Outboard Amplification & Speaker System $5,500.00 $5,500.00
Talent audio will transmit into our digital audio mixing console for levels
and sound performance to control throughout the program and event. The
band music mix from their audio console and all spoken word, will be
amplified through powered speakers surrounding the space for audible
clarity and range during the eve
4 Wireless Handheld Microphones $125.00 $500.00
1 16'x8' Riser at 2’ Tall, Black Carpet Top & Black Skirting Included $700.00 $700.00
1 Stage Stairs $25.00 $25.00
2 80" LED-LCD Monitor in 1080p HD on 84" Floor Stand $875.00 $1,750.00
1 Laptop Playback and Slide Advance for Presentation $250.00 $250.00
1 Theatrical Lighting Package $2,400.00 $2,400.00
LED Leko package on heavy pipe and base positions
1 Electrical cable package $250.00 $250.00
1 FOH Drape Masking Kit - with Hardware $75.00 $75.00
1 Power Provided by Venue to LOCATION CLIENT CLIENT
Labor $4,950.00
1 Audio Assistant (A2) for Load-In, Show Run and Strike $750.00 $750.00
1 Audio Engineer for Load-In, Show Run and Strike $900.00 $900.00
4 Stagehands for Load-In and Strike $600.00 $2,400.00
1 Technical Supervisor $900.00 $900.00
Production Fees $2,175.00
1 RT Transportation, La Quinta CA $1,500.00 $1,500.00
1 Tool Kit & Cleaning Kit $250.00 $250.00
1 Production Expendables $250.00 $250.00
1 Special Event Permit and Noise Permit $175.00 $175.00
Event Subtotal $18,575.00
Insurance $371.50
*California Sales Tax (7.75%)$269.38
Grand Total Amount $19,215.88
Proposal is based off 12-week lead time from written approval, signed contract and deposit
completion. Delays to provide approvals, signatures or monetary payments may delay delivery or
expedite fees may apply to rush project! Late payments are subject to 3% monthly interest
charges.
Payment Schedule
Final Payment Due NET15 to AKJOHNSTON $19,215.88
Project Information:
Fall Event
TBD location and time
Approx 500-1000 attendees
Delivery/Location Information:
City of La Quinta Civic Center Campus
78495 Calle Tampico
La Quinta, CA 92253
Client/Billing Information:
City of La Quinta
78495 Calle Tampico
La Quinta, CA 92253
Contact Information :
Michael Calderon , Community Services Analyst
760-777-7014
mcalderon@LaQuintaCA.gov
AKJ Contact:
John Mitchell
Vice President, Client Services
j.mitchell@akjohnston.com
DISCLAIMER: ALL CREATIVE IDEAS, CONCEPTS, DESIGNS AND ENGINEERING CONTAINED WITHIN THIS DOCUMENT AND ASSOCIATED DOCUMENTS IS EXCLUSIVE
PROPERTY OF AKJOHNSTON GROUP AND ITS AFFILIATES, INFORMATION CONTAINED HEREIN IS PROPRIETARY AND CONFIDENTIAL.
533 S. Rose St., Anaheim, California 92805 | www.akjohnston.com | (866) 212-2192 | accounting@akjohnston.com
AKJOHNSTON PROPOSAL 253000
Tree Lighting Ceremony
14 March 2025
Production Technology and Staging $11,100.00
1 Audio Engineering, Outboard Amplification & Speaker System $5,500.00 $5,500.00
Talent audio will transmit into our digital audio mixing console for levels
and sound performance to control throughout the program and event. The
band music mix from their audio console and all spoken word, will be
amplified through powered speakers surrounding the space for audible
clarity and range during the eve
4 Wireless Handheld Microphones $125.00 $500.00
6 Microphones: For Performing Act TBD $125.00 $750.00
Better defined once the artist rider is received
1 Theatrical Lighting Package $3,200.00 $3,200.00
LED Leko package on heavy pipe and base positions. Additional
ambient lighting on the edge of the stage to add movement and texture
1 Ambient lighting package
1 16ftx14ft Stage CLENT CLIENT
1 Stage Stairs CLENT CLIENT
1 Teleprompter Package with Operator $900.00 $900.00
Dual Glass Presidential Set
1 Laptop Playback and Slide Advance for Presentation $250.00 $250.00
1 Power Provided by Venue to LOCATION CLIENT CLIENT
Labor $8,400.00
2 Audio Assistant (A2) for Load-In, Show Run and Strike $750.00 $1,500.00
1 Audio Engineer (A1) for Load-In, Show Run and Strike $900.00 $900.00
6 Stagehands for Load-In and Strike $600.00 $3,600.00
2 Lighting Technician for Load-In, Show Run and Strike $750.00 $1,500.00
1 Technical Supervisor $900.00 $900.00
Production Fees $2,175.00
1 RT Transportation, La Quinta CA $1,500.00 $1,500.00
1 Tool Kit & Cleaning Kit $250.00 $250.00
1 Production Expendables $250.00 $250.00
1 Special Event Permit and Noise Permit $175.00 $175.00
Event Subtotal $21,675.00
Insurance $433.50
*California Sales Tax (7.75%)$269.38
Grand Total Amount $22,377.88
Proposal is based off 12-week lead time from written approval, signed contract and deposit
completion. Delays to provide approvals, signatures or monetary payments may delay delivery
or expedite fees may apply to rush project! Late payments are subject to 3% monthly interest
charges.
Payment Schedule
Final Payment Due NET15 to AKJOHNSTON $22,377.88
Project Information:
Tree Lighting Ceremony
Approximate 1000 attendees
Delivery/Location Information:
City of La Quinta Civic Center Campus
78495 Calle Tampico
La Quinta, CA 92253
Client/Billing Information:
City of La Quinta
78495 Calle Tampico
La Quinta, CA 92253
Contact Information :
Michael Calderon , Community Services Analyst
760-777-7014
mcalderon@LaQuintaCA.gov
AKJ Contact:
John Mitchell
Vice President, Client Services
j.mitchell@akjohnston.com
DISCLAIMER: ALL CREATIVE IDEAS, CONCEPTS, DESIGNS AND ENGINEERING CONTAINED WITHIN THIS DOCUMENT AND ASSOCIATED DOCUMENTS IS EXCLUSIVE PROPERTY
OF AKJOHNSTON GROUP AND ITS AFFILIATES, INFORMATION CONTAINED HEREIN IS PROPRIETARY AND CONFIDENTIAL.
533 S. Rose St., Anaheim, California 92805 | www.akjohnston.com | (866) 212-2192 | accounting@akjohnston.com
AKJOHNSTON PROPOSAL 253000
Iron Man Finish Line
14 March 2025
Production Technology and Staging $8,900.00
1 Audio Engineering, Outboard Amplification & Speaker System $5,500.00 $5,500.00
Talent audio will transmit into our digital audio mixing console for levels
and sound performance to control throughout the program and event. The
band music mix from their audio console and all spoken word, will be
amplified through powered speakers surrounding the space for audible
clarity and range during the eve
4 Wireless Handheld Microphones $125.00 $500.00
1 Band Microphone package $1,200.00 $1,200.00
Better defined once the artist rider is received
1 16ftx24ft Stage $1,600.00 $1,600.00
1 Stage Stairs $25.00 $25.00
1 FOH Drape Masking Kit - with Hardware $75.00 $75.00
1 Power Provided by Venue to LOCATION CLIENT CLIENT
Labor $4,950.00
1 Audio Assistant (A2) for Load-In, Show Run and Strike $750.00 $750.00
1 Audio Engineer (A1) for Load-In, Show Run and Strike $900.00 $900.00
4 Stagehands for Load-In and Strike $600.00 $2,400.00
1 Technical Supervisor $900.00 $900.00
Production Fees $8,175.00
1 RT Transportation, La Quinta CA $1,500.00 $1,500.00
1 Tool Kit & Cleaning Kit $250.00 $250.00
1 Production Expendables $250.00 $250.00
1 Special Event Permit and Noise Permit $175.00 $175.00
1 Band contracting services $6,000.00 $6,000.00
Event Subtotal $22,025.00
Insurance $440.50
*California Sales Tax (7.75%)$269.38
Grand Total Amount $22,734.88
Proposal is based off 12-week lead time from written approval, signed contract and deposit
completion. Delays to provide approvals, signatures or monetary payments may delay delivery or
expedite fees may apply to rush project! Late payments are subject to 3% monthly interest
charges.
Payment Schedule
Final Payment Due NET15 to AKJOHNSTON $22,734.88
Project Information:
Ironman Triathlon Finish Line Event
TBD Day and time
Approximate 1000 attendees
Delivery/Location Information:
City of La Quinta Civic Center Campus
78495 Calle Tampico
La Quinta, CA 92253
Client/Billing Information:
City of La Quinta
78495 Calle Tampico
La Quinta, CA 92253
Contact Information :
Michael Calderon , Community Services Analyst
760-777-7014
mcalderon@LaQuintaCA.gov
AKJ Contact:
John Mitchell
Vice President, Client Services
j.mitchell@akjohnston.com
DISCLAIMER: ALL CREATIVE IDEAS, CONCEPTS, DESIGNS AND ENGINEERING CONTAINED WITHIN THIS DOCUMENT AND ASSOCIATED DOCUMENTS IS EXCLUSIVE PROPERTY OF
AKJOHNSTON GROUP AND ITS AFFILIATES, INFORMATION CONTAINED HEREIN IS PROPRIETARY AND CONFIDENTIAL.
533 S. Rose St., Anaheim, California 92805 | www.akjohnston.com | (866) 212-2192 | accounting@akjohnston.com
AKJOHNSTON PROPOSAL 253000
Easter Egg Hunt
14 March 2025
Production Technology and Staging $8,900.00
1 Audio Engineering, Outboard Amplification & Speaker System $5,500.00 $5,500.00
Talent audio will transmit into our digital audio mixing console for
levels and sound performance to control throughout the program
and event. The band music mix from their audio console and all
spoken word, will be amplified through powered speakers
surrounding the space for audible clarity and range during the eve
4 Wireless Handheld Microphones $125.00 $500.00
1 Band Microphone package $1,200.00 $1,200.00
Better defined once the artist rider is received
1 16ftx24ft Stage $1,600.00 $1,600.00
1 Stage Stairs $25.00 $25.00
1 FOH Drape Masking Kit - with Hardware $75.00 $75.00
1 Power Provided by Venue to LOCATION CLIENT CLIENT
Labor $5,700.00
2 Audio Assistant (A2) for Load-In, Show Run and Strike $750.00 $1,500.00
1 Audio Engineer (A1) for Load-In, Show Run and Strike $900.00 $900.00
4 Stagehands for Load-In and Strike $600.00 $2,400.00
1 Technical Supervisor $900.00 $900.00
Production Fees $8,825.00
1 RT Transportation, La Quinta CA $1,500.00 $1,500.00
1 Tool Kit & Cleaning Kit $150.00 $150.00
1 Production Expendables $1,000.00 $1,000.00
1 Band contracting services $6,000.00 $6,000.00
1 Special Event Permit and Noise Permit $175.00 $175.00
Event Subtotal $23,425.00
Insurance $468.50
*California Sales Tax (7.75%)$227.50
Grand Total Amount $24,121.00
Proposal is based off 12-week lead time from written approval, signed contract and
deposit completion. Delays to provide approvals, signatures or monetary payments may
delay delivery or expedite fees may apply to rush project! Late payments are subject to
3% monthly interest charges.
Payment Schedule
Final Payment Due NET15 to AKJOHNSTON $24,121.00
Project Information:
Easter Egg Hunt
Approximate 1000 attendees
Delivery/Location Information:
City of La Quinta Civic Center Campus
78495 Calle Tampico
La Quinta, CA 92253
Client/Billing Information:
City of La Quinta
78495 Calle Tampico
La Quinta, CA 92253
Contact Information :
Michael Calderon , Community Services Analyst
760-777-7014
mcalderon@LaQuintaCA.gov
AKJ Contact:
John Mitchell
Vice President, Client Services
j.mitchell@akjohnston.com
DISCLAIMER: ALL CREATIVE IDEAS, CONCEPTS, DESIGNS AND ENGINEERING CONTAINED WITHIN THIS DOCUMENT AND ASSOCIATED DOCUMENTS IS EXCLUSIVE
PROPERTY OF AKJOHNSTON GROUP AND ITS AFFILIATES, INFORMATION CONTAINED HEREIN IS PROPRIETARY AND CONFIDENTIAL.
533 S. Rose St., Anaheim, California 92805 | www.akjohnston.com | (866) 212-2192 | accounting@akjohnston.com
AKJOHNSTON PROPOSAL 253000
City Picnic and Birthday
Celebration
14 March 2025
Production Technology and Staging $7,275.00
1 Audio Engineering, Outboard Amplification & Speaker System $5,500.00 $5,500.00
Talent audio will transmit into our digital audio mixing console
for levels and sound performance to control throughout the
program and event. The band music mix from their audio console
and all spoken word, will be amplified through powered speakers
surrounding the space for audible clarity and range during the
event.
4 Wireless Handheld Microphones $125.00 $500.00
1 Band Microphone package $1,200.00 $1,200.00
Better defined once the artist rider is received
1 16ftx24ft Stage CLENT CLIENT
1 Stage Stairs CLENT CLIENT
1 FOH Drape Masking Kit - with Hardware $75.00 $75.00
1 Power Provided by Venue to LOCATION CLIENT CLIENT
Labor $4,950.00
1 Audio Assistant (A2) for Load-In, Show Run and Strike $750.00 $750.00
1 Audio Engineer (A1) for Load-In, Show Run and Strike $900.00 $900.00
4 Stagehands for Load-In and Strike $600.00 $2,400.00
1 Technical supervisor $900.00 $900.00
Production Fees $8,175.00
1 RT Transportation, La Quinta CA $1,500.00 $1,500.00
1 Tool Kit & Cleaning Kit $250.00 $250.00
1 Production Expendables $250.00 $250.00
1 Special Event Permit and Noise Permit $175.00 $175.00
1 Band contracting services $6,000.00 $6,000.00
Event Subtotal $20,400.00
Insurance $408.00
*California Sales Tax (7.75%)$269.38
Grand Total Amount $21,077.38
Proposal is based off 12-week lead time from written approval, signed contract and
deposit completion. Delays to provide approvals, signatures or monetary payments
may delay delivery or expedite fees may apply to rush project! Late payments are
subject to 3% monthly interest charges.
Payment Schedule
Final Payment Due NET15 to AKJOHNSTON $21,077.38
Project Information:
City Picnic and Birthday Celebration
9am-12pm
Approximate 1000 attendees
Delivery/Location Information:
City of La Quinta Civic Center Campus
78495 Calle Tampico
La Quinta, CA 92253
Client/Billing Information:
City of La Quinta
78495 Calle Tampico
La Quinta, CA 92253
Contact Information :
Michael Calderon , Community Services Analyst
760-777-7014
mcalderon@LaQuintaCA.gov
AKJ Contact:
John Mitchell
Vice President, Client Services
j.mitchell@akjohnston.com
DISCLAIMER: ALL CREATIVE IDEAS, CONCEPTS, DESIGNS AND ENGINEERING CONTAINED WITHIN THIS DOCUMENT AND ASSOCIATED DOCUMENTS IS EXCLUSIVE
PROPERTY OF AKJOHNSTON GROUP AND ITS AFFILIATES, INFORMATION CONTAINED HEREIN IS PROPRIETARY AND CONFIDENTIAL.
533 S. Rose St., Anaheim, California 92805 | www.akjohnston.com | (866) 212-2192 | accounting@akjohnston.com
AKJOHNSTON PROPOSAL 253000
Concerts in the Park: (6) Events
14 March 2025
Production Technology and Staging $13,400.00
1 Audio Engineering, Outboard Amplification & Speaker System $5,500.00 $5,500.00
Talent audio will transmit into our digital audio mixing console for
levels and sound performance to control throughout the program
and event. The band music mix from their audio console and all
spoken word, will be amplified through powered speakers
surrounding the space for audible clarity and range during the
event.
4 Wireless Handheld Microphones $125.00 $500.00
1 Band Microphone package $1,200.00 $1,200.00
Better defined once the artist rider is received
1 16ftx24ft Stage $1,600.00 $1,600.00
1 Stage Stairs $25.00 $25.00
1 FOH Drape Masking Kit - with Hardware $75.00 $75.00
1 Truss structure for supplemental event lighting and speaker
positions
$4,500.00 $4,500.00
Moving light package and audio array for quality audio support
1 Power Provided by Venue to LOCATION CLIENT CLIENT
Labor $5,850.00
1 Audio Assistant (A2) for Load-In, Show Run and Strike $750.00 $750.00
1 Audio Engineer (A1) for Load-In, Show Run and Strike $900.00 $900.00
4 Stagehands for Load-In and Strike $600.00 $2,400.00
1 Lighting Technician (L1) for Load-In, Show Run and Strike $900.00 $900.00
1 Technical Supervisor $900.00 $900.00
Production Fees $8,175.00
1 RT Transportation, La Quinta CA $1,500.00 $1,500.00
1 Tool Kit & Cleaning Kit $250.00 $250.00
1 Production Expendables $250.00 $250.00
1 Special Event Permit and Noise Permit $175.00 $175.00
1 Band contracting services $6,000.00 $6,000.00
Event Subtotal $27,425.00
Insurance $548.50
*California Sales Tax (7.75%)$269.38
Grand Total Amount per EACH Event $28,242.88
Grand Total Amount per Event Series of Six (6) Events $169,457.25
Proposal is based off 12-week lead time from written approval, signed contract and
deposit completion. Delays to provide approvals, signatures or monetary payments may
delay delivery or expedite fees may apply to rush project! Late payments are subject to
3% monthly interest charges.
Payment Schedule
Final Payment Due NET15 to AKJOHNSTON $169,457.25
Project Information:
Concerts in the park (6 concerts over the spring/summer season)
02/2026 (2) , 03/2026 (2), 05/2026 (2)
Approximate 500 attendees
Delivery/Location Information:
Silverrock Park
La Quinta , CA
Client/Billing Information:
City of La Quinta
78495 Calle Tampico
La Quinta, CA 92253
Contact Information :
Michael Calderon , Community Services Analyst
760-777-7014
mcalderon@LaQuintaCA.gov
AKJ Contact:
John Mitchell
Vice President, Client Services
j.mitchell@akjohnston.com
DISCLAIMER: ALL CREATIVE IDEAS, CONCEPTS, DESIGNS AND ENGINEERING CONTAINED WITHIN THIS DOCUMENT AND ASSOCIATED DOCUMENTS IS EXCLUSIVE
PROPERTY OF AKJOHNSTON GROUP AND ITS AFFILIATES, INFORMATION CONTAINED HEREIN IS PROPRIETARY AND CONFIDENTIAL.
533 S. Rose St., Anaheim, California 92805 | www.akjohnston.com | (866) 212-2192 | accounting@akjohnston.com
capabilities + case studies | winter 2025
AKJOHNSTON is a turnkey industry-leader in experiential marketing + production.
Our multidisciplinary team of artists, visionaries, planners and technicians partner
with our clients to bring brands and stories to life in exceptional ways.
where story meets experience.
Founded in 2008 as a technical production firm, AKJOHNSTON, has evolved to become an award-winning turnkey
agency offering a limitless range of design, production and management capabilities. Housed in over 86,000 square
feet across six strategically located facilities from our Anaheim Headquarters to our Los Angeles creative studio - to our
Las Vegas and San Antonio branches and into New York City - we offer our clients local service with international reach.
Our Creative teams strategize, develop and design impactful campaigns. Our Production teams transform those bold
visions into reality, developing logistical roadmaps and methods to execute the impossible! Our Fabrication department
builds world-class experiences from the ground up and is one of the top-awarded fabricators in the industry.
From the tried-and-true tradeshow booth, to cutting-edge activations, pop-ups and tours -
we are at the intersection of where stories are told through sensory experiences.
As a boutique agency, with all of our sectors under one roof, we are able to manage
all aspects of our projects down to the smallest details.
agency
capabilities
project management
design + strategy
With an in-house design team, we are able to strategize holistic campaigns, stunts
and activations that deliver on diverse KPIs with cutting-edge design that push the
boundaries.
permitting + engineering
With in-house project engineering and partnerships with international engineering
firms, we have the ability to design and build with engineer-stamped plans anywhere
- you can even find us in international waters.
branding + marketing
Our graphic design team is knowledgeable on multiple web platforms and creates
graphic content always in-line with the brand and the brand’s focus.
logistics, trucking + warehousing
We are fully transparent about all things production to ensure that every truck, nut,
bolt, body and contract is in-place on time!
fabrication
capabilities
From hand-crafted to precision CNC, our millwork team takes wood seriously from
conceptual organic craftsmanship to commercial prevision parts fabrication, build
and finishing.
mill
metal
Heavy metal or light metal, whatever you prefer! With a plasma CNC and plenty of
handheld metal tools for our talented metals team, we can scale from finite parts to
shipping container playgrounds.
print
Dye-sublimated, printed or die-cut? Large or small format? With three machines
working all day and night, we know how to pump out quality print that actually
matches a Pantone color - we even do it in an environmentally sustainable manner.
specialties
Foam, fabric, acrylic, agricultural and weird stuff we find interesting… we are
constantly challenging new materials and substrates that create dimension and
enhance memorable experiences in tangible sensory ways!
tech integration
Integration of lighting, video, audio and robotics within our builds is how we nerd
out on the weekends. Whether we are talking about responsive scenic, monitors
built into everything, or even a 20’ robotic claw game… yeah, we do that.
rental
inventory
Elevate your event with our versatile inventory of bars, counters, tables, chairs, and
soft seating options that combine style and functionality. Choose from a wide variety
of styles to suit your event theme and atmosphere.
furnishings
flooring
We maintain a range of flooring solutions including hard, soft, carpet, and rugs to
create the perfect foundation for your event space, ensuring comfort and aesthetics, or
conserve resources with 80% post-consumer red carpet from recycled water bottles!
decor and set dressing
Tszuj that set with our curated collection of props, decor and set dressing items - from
plants, pots, vases, accessories, books, containers, lamps and hedges, we maintain
decor items for press junkets, themed sets and scenic moments to fill space!
scenic and wall systems
Create a captivating event layout with our set flats and Aluvision wall systems,
providing a customizable and visually stunning backdrop for your event -and using
rental systems or theatrical flats saves both cost and environmental resources.
mobile vehicles
Take it to go with our fleet of mobile vehicles! From trailers to vintage Citroen trucks,
Bronco’s to box trucks, parade floats to carts… we own and operate mobile vehicles
and environments that go beyond a food truck - unless you want our food truck, too!
technical
capabilities
Moving lights, pin spots, pixel tubes and uplights - we bring light to both arenas and
exhibits. We have an impressive catalog of over one thousand fixtures, and that
doesn’t even cover the miles of bistro lights and neon!
lighting
audio
We turn it up from silent disco to Steven Tyler with experience presenting everything
in between! We maintain mixers, mics and outboard gear to create immersive audio
within experiential environments all the way up to outdoor concerts.
video
Projection to LED panels (even moving light LED panels)… little screens to massive
displays… processing and mapping… content and creative… we have video
technologies for any project and purpose.
staging + rigging
Three types of staging in inventory, along with all the accessories to make curved,
angled, or fully-custom stage and scaffold solutions. Over a mile of show trussing
and rigging gear - all managed with impeccable safety standards.
direction
Tech positions up the wazoo! With in-house designs and programming, we cover
staffing from technical direction, stage hands, stage managers, show callers and
every A1, L1 and V1 in-between.
Our versatile team excels at capturing and editing captivating videos, from brand
films and event recaps to interviews and social media content. Relive the magic
through our dynamic content creation.
media
capabilities
content capture + social
web and ux design
Enhance your brand's online impact with our expertise in compelling web design,
high-converting landing pages, targeted micro-pages, user-friendly apps, and a
customer-centric approach that amplifies user engagement.
special projects
Delve into our specialty projects: AR, VR, games, animation, projection mapping,
motion graphics, award submission videos, and behind-the-scenes documentaries.
Experience your story come alive with captivating visuals.
out-of-home
Whether you need content for a digital billboard, LED screen, or any other type of
outdoor display, we have the expertise to create eye-catching visuals that make your
brand stand out in the crowded advertising landscape.
hybrid and broadcast
Elevate your brand digitally with exciting livestreams, engaging webinars, innovative
virtual conferences, alluring broadcasting, and interactive events. We ensure your
brand shines!
The AKJOHNSTON team maintains an “EnvironMentality” making conscious shifts in our operation to become
greener as we grow. Sure, we source FSC-certified materials, maintain filtration and purification of shop systems,
solar and LED-illuminated facilities and a truck fleet less than four years old to address conservation of resources.
In addition, we consider upcycling, recycling and donations to so that scenic and raw materials reach their maximum
potential to touch audiences far beyond original usage. Most recently, we began mixing paint in-house to control
waste while continuing to find new and unique ways to lessen our impact while executing durable, functional and
incredible projects.
We also account for cost considerations about the end of a project at the beginning; allowing our clients to factor in
recycling, upcycling and donations holistically. From donation of excess catering to the mulching of food waste;
repurposing builds and raw materials or donating sets to charitable organizations, we have done it all to ensure
great work for our clients becomes great work for communities beyond our activations’ reach!
Sustainability and impact is always a built-in KPI
environ-
mentality
AUSTIN KNIGHT JOHNSTON
FOUNDER + CEO, AKJOHNSTON GROUP
Since day one, we have been guided by a diverse team that embraces their culture, heritage and values in every
way. We create experiences that capture and are accessible to everyone - and we do that by representing a broad
spectrum of persons that best mirror the values of the brands we elevate through experiences.
From the top, our diverse leaders reflect the company we keep being made up of women, persons of color and
LGBTQ representation that celebrates and elevates an even more diverse team of idea makers, movers and
shakers. As a whole, the snapshot of our company demographics fall within 3% of the representation of physical
locations to which we are based.
We believe that inclusion is the real factor here: the acknowledgment of diversity in conjunction with equal
opportunities, compensation and advancement of our persons of color, ethnicities, gender expressions and sexual
identities across the board so that everyone gets a seat at the table.
We value transparency and are continually audited by the best and brightest clients that will only work with the
most inclusionary vendors. While we are always listening and improving, we’re proud to be here and embrace these
core principles.
Inclusion is not only our business- it’s a core value
diversity
+ inclusion
AUSTIN KNIGHT JOHNSTON
FOUNDER + CEO, AKJOHNSTON GROUP
CERTIFIED DIVERSE SUPPLIER
akjohnston.com
Spotify Now Playing 2024
design | fabrication | scenic | print | tech | integration | touring
Spotify tapped us to create, build and execute the annual Now Playing
soiree, from custom signage like the What’s Your Sign Zodiac-themed Bar,
stage and set designs, a Viewing Lounge for guests to relax to sweet tunes,
a Jam Session Lounge to create custom beats, and more!
Special musical guests, including Halsey made an appearance, serenading
the crowd with her hit songs.
Furthermore, visitors got to take home custom-made keepsakes to
remember 2024 with a friendship bracelet making station by Ian Charms,
branded Spotify tote bags and sweaters, and custom watches vinyl records,
where visitors got to choose their very own design!
To top it off, Pop Up Bagels flew dough from New York City, alongside
David Chang, founder of Momofuku, who partnered with 24 Carrots to
curate a specialized menu for guests to enjoy throughout the event! As a
treat, Erewhon provided a custom Spotify smoothie just for Now Playing
2024!
akjohnston.com case studies / spotify now playing 2024
akjohnston.com
Holiday Activation Tour
design | fabrication | scenic | print | tech | integration | touring
Heritage brand, Ferragamo wanted to look back at the Italian houses’ own
history and bring it to the present for guests to enjoy.
This activation was a national success, being at all the flag ship stores
across America, including Los Angeles, New York City, and Miami, as well
as Canada.
Custom holiday chocolate carts wow’d the guests as the shops served
warm hot chocolate and custom stamped cookies with the iconic ‘F’ logo
and Hug Handbag.
These activations also included a gift wrapping station, just in time for the
holidays. Providing this service to emphasize just how luxurious and special
a Ferragamo gift is.
akjohnston.com case studies / ferragamo
akjohnston.com
HP Omen at Twitchcon
design | fabrication | scenic | print | tech | integration | touring
OMEN by HP, HyperX, and Infinity Marketing trusted us at this year’s
Twitchcon in San Diego to create their vibrant and interactive booth! Guests
and gamers got to participate in multi-level quests throughout the
footprint, finding hidden prizes and experiences at every square inch.
Among searching for secret codes to unlock the Quadcast 2 S beacon,
participants got to win specialty products and learn more about the new
OMEN Transcend 14 Laptop alongside the Quadcast 2 S!
Photo moments and touch points allowed visitors to experience 2D IRL with
the Gamer’s Gazette news station, the Command Center, and the Play
Together station where gamers can compete in their favorite video games
together!
With the design’s glow and enticing journey, the booth stayed busy
through the entirety of the 3-day Twitcon Convention.
akjohnston.com case studies / twitchcon
akjohnston.com
Scent the Season
design | fabrication | scenic | print | tech | integration | touring
Pura trusted us to create a fall fantasy with Neighborlily in Nashville,
Tennessee, including complimentary branded fall beverages and pastries,
Pura merch, and giveaways!
Visitors explored Pura’s new fall scents, alongside iconic scent diffusers to
enhance the ambiance from their homes, to their cars with cozy fragrances.
Our in-house production, fabrication and creative teams worked to build
and execute touch points in every corner, including custom bouquet
making and photo opportunities with fall foliage and ambiance throughout
the space.
With custom designed stickers, hats, and sweaters, guests also got a
chance to represent their love for all things Pura, all while sipping on cozy
beverages ☕
akjohnston.com case studies / pura
akjohnston.com
Beetlejuice Beetlejuice Experience
design | fabrication | scenic | print | tech | integration | touring
“It’s Showtime!!!”
Prepare to step into Tim Burton’s strange, spirited, and visually iconic world
of the Afterlife in an all-new, official interactive experience inspired by this
Fall’s highly anticipated movie “Beetlejuice Beetlejuice”. We saved a seat
for you at Beetlejuice Beetlejuice: The Afterlife Experience in Los Angeles!
Step beyond the screen and into the Afterlife where everyone’s favorite
bio-exorcist, Beetlejuice, is dying to meet you! For a limited time, grab your
Afterlife Passport and take a seat in the Waiting Room, where you’ll be
immersed into the strange and unusual world of the Recently Deceased.
Featuring recreated sets, interactive entertainment, photos ops, themed
food & drinks, and more six-feet-under surprises, this all-new immersive
experience brings the upcoming movie to life for fans of all ages. The door
to the afterlife is wide open, and you’re invited! Get your tickets for
Beetlejuice Beetlejuice: The Afterlife Experience in Los Angeles!
Enter the afterlife with Beetlejuice Beetlejuice: The Afterlife Experience.
Complete with guests being able to walk into the waiting room before
entering our favorite bio-exorcist’s underworld.
Stepping into the Afterlife, guests got to take home branded Afterlife
Passports and greeted by Betelgeuse himself! With photo moments in
every corner, visitors got an true Afterlife welcome with special
appearances from Miss Argentina, Beetlejuice and even a giant Sandworm
sculpture in the Sandworm Museum!
AKJOHNSTON worked with Fever and WBD to bring this 21,000 sq ft.
experience to the Hollywood Ovation in Los Angeles. Throughout the
activation, Afterlife guests got to sip on branded drinks and grab a bite
among the fellow deceased.
akjohnston.com case studies / beetlejuice beetlejuice: the afterlife experience
akjohnston.com case studies / beetlejuice beetlejuice: the afterlife experience
akjohnston.com
D23 Walkthrough Experience
design | fabrication | print | production | technology
Welcome to your new future, past and present working at the Time
Variance Authority! Start your journey into the Marvel Cinematic Universe
and explore the iconic TVA to interact with characters through time doors
such as Rocket, The Avengers, and Deadpool and Wolverine!
More than 6500 new employees of the TVA were processed, welcomed by
a custom-animated Miss Minutes Pepper’s Ghost Effect, and toured through
the 11,000 sq ft facility (the largest experiential space at D23).
Each time door offered a look into key moments in the MCU, and featured
unique elements of projections, LED visuals, props, audio, and even a
Rocket motion-capture room to transport the viewer across time and space.
Break the rules and enter a time door, stepping onto the Witches’ Road,
teasing an unreleased Agatha All Along before safely arriving back at the
TVA and receiving your new employee badge.
AKJOHNSTON worked with teams from Marvel Franchise, ILM, and
StudioLab, and fabrication methods like millwork, metalwork, foam
sculpting and fiberglass to bring the TVA to the ACC.
“It was awesome.” - Kevin Feige, CEO of Marvel
“[Marvel’s] best work yet.” - Ryan Coogler, Black Panther Director
akjohnston.com case studies / d23 marvel tva walkthrough experience
akjohnston.com case studies / d23 marvel tva walkthrough experience
akjohnston.com
Play Park Experience
design | fabrication | print | production | permitting
Discover the Magic of Disney Branded Television with our unforgettable
interactive “walk in the park!”
We had the honor of partnering with Disney Junior to bring their vision to
life through a captivating, multi-level interactive space designed for both
children and parents. This dynamic area was packed with unforgettable
experiences, from exhilarating character meet-and-greets to a vibrant
light-up dance floor that had kids dancing with joy. Our space also featured
a delightful open play area and engaging Montessori games, ensuring
endless fun for everyone!
Highlights of our Disney Jr. Activation included Mickey Mouse Club LED
Dance Floor: A dazzling, interactive dance floor that lit up with every move!
Ariel’s Musical Grotto: A reimagined undersea adventure that enchanted
visitors with magical melodies. Building Blocks of Play: A colossal play area
that sparked creativity and imagination.
Our talented in-house creative, production, and fabrication teams went
above and beyond to make this event extraordinary. We brought to life
custom dimensional prints of beloved characters like the SuperKitties and
Bluey’s family, who couldn’t be there in person. Plus, our interactive screens
allowed guests to wave at even more characters, adding an extra layer of
excitement.
akjohnston.com case studies / d23 disney jr.
akjohnston.com
ESPYS Awards After Party
design | fabrication | print & graphics | production | logistics
ESPN returned tapped us to custom build and fabricated the After Party of
the season! Utilizing our in-house fabrication, production and events teams,
we turned the Roosevelt Hotel into an eclectic night of dancing and fun for
all guests attending.
Upon arrival, guests passed through a streamlined step & repeat with
forced perspective. Neon-accented walls and a skeletonized ESPYS lockup
in neon delivered a powerful initial impression, seamlessly transported
guests into the Garden of Icons for over 1,200 athletes, celebs and VIPs!
Rising 18 feet into the night sky, banners showcased athlete schematics
against the golden ratio along the perimeter. The covered pool transforms
into an elevated dining lounge and dance floor. Organic floral
arrangements seamlessly merged with the lush surroundings, culminating in
the creation of the Garden of Icons.
Within the event, including Simply Spiked Sponsored bar service, photo
moments, and transforming the event room, pool and garden spaces into a
radiant dream, were photo touch points in every corner - all while guests
danced the night away with tunes from DJ Miss Ninja and even a special
performance by Grammy nominated GloRilla!
akjohnston.com case studies / espys 2024
akjohnston.com
GT’s “Feel the Synergy” Summer Series
design | fabrication | print | production | technology
We brought the ‘synergy’ ⚡ with GT’s Living Foods this summer! By
custom designing, crafting and building the iconic Synergy Stage and
atmosphere for their Summer Concert, GT’s music campaign was made
vivid.
Our custom mirrored stage covered the pool, creating a focal moment for
performing artists and photo opportunities. The serenity florals of the
outdoor lounge were filled with influencers and artists alike, all enjoying
sounds from musical performances by Baltimore native, Chelsea Jordan and
multi-instrumentalist recording artist and producer, NoMBe. The energy
couldn’t have been higher while sipping on tried-and-true Synergy
Kombucha flavors all evening long!
As visitors weaved through the event, a custom bracelet-making station was
set to make friendship bracelets and vibrant photo walls were set up for all
the iconic personalities floating through. We custom welded and fabricated
a ‘Find Your Flavor’ booth station, which read the aura of the person as they
stepped inside, giving guests a fun-filled flavor reading!
From the electric music-inspired welcome moment, through the flavorful
entrance tunnel, Synergy flavors were highlighted and transformed into a
meaningful musical initiative for GT’s Living Foods.
Strategically placed in the Hollywood hills, 200 plus attendees enjoyed the
scenic views of Downtown Los angeles while enjoying over 600 bottles
Kombucha.
akjohnston.com case studies / gt synergy
akjohnston.com
Barbie Movie Premiere After Party
design | fabrication | print & graphics | production | logistics
Step with us into the magic of Barbie Land!
Picture this: a sprawling 60-foot inflatable, a giant rotating Barbie "B", and
a mesmerizing DJ booth featuring an exclusive performance by the iconic
Mark Ronson. Our interactive photo moments invite your guests to immerse
themselves in Barbie's vibrant universe, while the original Barbie pink
Corvette and authentic film costumes add a touch of Hollywood glamour.
Our expert team at AKJOHNSTON handles everything seamlessly—from
managing both internal and external vendors to orchestrating lighting and
sound, and bringing every fabricated element and creative design to life.
We started with an exclusive pre-release viewing of the movie to ensure
every detail aligned perfectly with Barbie’s world.
With over 2,500 guests, this became the largest premiere after-party in WB
history! We also balanced the presence of fourteen sponsors in the space
by creating holistic and additive opportunities for Xbox, American Express,
Mattel, Ruggable, O-P-I and others at the after-party!
Take a look at the recap video we produced HERE!
akjohnston.com case studies / barbie movie world premiere after party
akjohnston.com
World Premiere & Fan Experience
design | fabrication | print | production | permitting
Tasked with the unique challenge of producing two events in the same
space to celebrate its fans and stars, our teams hit the yellow carpet
running to turn the iconic Chinese theater into Pandora’s wasteland for the
single-day premiere!
First, we opened to fans and the gaming audience at an exclusive party and
experience in the forecourt. Here, we featured in-world fun with a themed
Hi-Striker run by our cast FKA Psychos! Or throw a bomb-bunny at the
“urine” filled dunk tank as foul-mouthed figures berate you and your aim.
Of course, Moxxie’s bar was also recreated with an exclusive happy hour by
Ballantine’s and small bites from Hart House right on the carpet. At five
o’clock, we then flipped the space to allow for Hollywood talent arrivals in
lane closure to walk the carpet with over seventy (70) press outlets, photogs
and standups.
To top it off, we integrated Ballantine’s Whiskey, the new Ford Explorer,
Hart House, A2, Gearbox, 2K Games and Lionsgate partnerships to deliver
a ton of brand power in a small space while never leaving the Planet of
Pandora!
Collectively, we kept it in-world and on-tone to immerse guests and media
into the experiential world with duality and high-impact for 1,100 IRL and
millions with our media and digital impact that was amplified by our
presence, leading to 22,000 concurrent live viewers of the carpet and the
VOD received over 500,000 views in 24-hours!
akjohnston.com case studies / borderlands premiere and fan experience
akjohnston.com
Vidcon 2024 - YouTube Creator
Stadium
design | fabrication | print & graphics | production | logistics
Creating the ultimate content creator sports experience for Youtube at
VidCon!
At the heart of the experience was a vibrant, colorful running track that
served as both a focal point and an Instagram-worthy photo op. Guests
relaxed and networked in our sleek, stadium-inspired suite, where every
detail channeled the thrill of VidCon Anaheim. Adding to the excitement,
YouTube experts roamed the arena, sharing invaluable tips on how creators
can elevate their channels, harness powerful tools, and connect with their
audience like never before.
Games were hosted to test attendee knowledge and skills with iconic
games like Flip Cup. Meanwhile, our innovative locker-room-inspired
shopping experience offered exclusive merchandise from YouTube stars like
Vanoss Gaming, Brooklyn and Bailey, Brittany Rose, The Fitness Marshall,
and By Chloe Wen. It was a slam dunk for fans eager to bring a piece of the
experience home.
This high-scoring activation was a celebration of the YouTube creator
community. Designed to inspire engagement and ignite buzz, it highlighted
the endless possibilities of creating content on YouTube.
akjohnston.com case studies / hot topic
akjohnston.com
Pura
design | fabrication | print & graphics | production | logistics
We collaborated with Pura to create an activation that definitely drifted
guests and visitors into waves of serenity and beach-ful vibes! Our in-house
creative, print, production, and operations team transported all the
sun-kissed details from the west coast to sunny Florida, where visitors and
guests got a chance to spin the customized prize wheel, and take home
Pura-branded goodies.
Pura invited existing customers and potential new customers to come
experience their fragrances and their new Pura device! Activating in
Jacksonville, Florida on the beach and in Seaside at the infamous Bud and
Alleys, we had a constant flow of guests through the space.
In both locations, we had a line of 100 people that were gifted a goodie
bag of products while we did a press hour, prior to live. All items were
custom fabricated and traveled as once piece to follow quick install
timelines, all venues were booked and managed by AKJ, as well.
akjohnston.com case studies / pura
akjohnston.com
VANS Ave 2.0 Launch
fabrication | tech | print & graphics | production | logistics
Vans tapped us to help celebrate Ave’s brand new shoe launch: Ave 2.0!
Dedicated to the world of skateboarding, Ave worked closely to the
development of this iconic skate shoe.
We custom built and designed the iconic history walls - showcasing the
history Ave has with Vans, up to the present. The Hero Product display
highlighted the shoes’ new specs and visualized a new gamechanger to the
skateboarding world.
akjohnston.com case studies / vans
akjohnston.com
Apple TV | Palm Royale Premiere
design | fabrication | print & graphics | production
Palm Beach meets Beverly Hills. Two iconic bastions of wealth and status
converged at the Samuel Goldwyn Theater (itself a part of Hollywood's
legacy) for an evening at the most exclusive private club in town, The Palm
Royale. Taking inspiration from the series, the venue was awash in pinks and
greens, with free-flowing grasshoppers and martinis for the well-heeled.
AKJOHNSTON brought Apple TV+'s designs to life in partnership with
Rock Steady to create an in-world celebration of the new series.
The Palm Royale cast, including Kristen Wiig, Allison Janney, Ricky Martin,
Josh Lucas and Kaia Gerber made an appearance on the pink carpet -
making the premiere even more spectacular to celebrate the release of the
series!
akjohnston.com case studies / apple tv
akjohnston.com
Cymbiotika San Diego Open
design | fabrication | print & graphics | production
Cymbiotika tapped us to curate, design and build an immersive experience
for guests and visitors at the San Diego Open 2024! One of the active
tennis courts at Barnes Tennis Center in San Diego had a full transformation
into a branded lounge area, complete with fun mini-games and photo
moments for all to stop by and hang - Cymbiotika style!
The 2024 San Diego Open for Women’s Tennis attracted many tennis
legends, along with their support teams who absolutely loved indulging in
a refreshment while lounging at the Cymbiotika VIP Lounge all week long.
Would you like to see more of the lounge? Check out the video HERE!
akjohnston.com case studies / cymbiotika sd open
akjohnston.com
PUMA Golf
design | fabrication | print & graphics | production
PUMA Golf reached out to us to create a golfer’s dream! Fully transforming
our customizable truck in iconic PHANTOM Nitro-green, we crafted and
brought an immersive experience straight to Santa Monica, California.
Guests and visitors got to sip on branded matcha while scoping out PUMA
branded items, winning free swag, and all while playing a friendly game of
skee-ball! Even top professional golfers, Rickie Fowler, Kyle Berkshire, J.J
Spaun, Chase Johnson and Adam Svensson stopped by to sign
merchandise and hang out with fans!
akjohnston.com case studies / puma golf
akjohnston.com
Rare Impact Fund
design | fabrication | print & graphics | production | logistics
We had the privilege of collaborating with the esteemed teams at
CANDICE&ALISON and Rare Beauty for the remarkable Rare Impact Fund
benefit. Our team worked tirelessly to transform NYA Studios in LA into a
vibrant and colorful setting, adorned with an array of beautiful red and pink
elements. Every detail, from the stage to the bars, entrance, claw machine,
and various photo opportunities, was carefully curated to enhance the
experience for attendees and partners, including Sephora and TikTok.
At the heart of this event was the Rare Impact Fund, an initiative focused on
destigmatizing mental health and ensuring that young people can readily
access the necessary resources. The fund aspires to raise an impressive
$100 million over the next decade, directing these funds to organizations
dedicated to fortifying mental health services and education for the youth.
We were honored to contribute our expertise to this extraordinary event
and wholeheartedly support this inspiring initiative.
akjohnston.com case studies / rare impact fund
akjohnston.com
Bank of America x (RED)
design | fabrication | print & graphics | production
In the heart of Bryant Parks annual Winter Village, we partnered with Bank
of America and Octagon to create the (RED) Holiday Edit to support
(RED)’s fight to end AIDS and provide treatment, testing, and healthcare in
areas it is not currently available.
Visitors were invited to interact in the Empow(RED) living room space and a
Questions Answe(RED) Help Desk. Guests were given the chance to win a
branded coffee mug or keychain while they shopped and explored the
space.
Additionally, throughout the park, dedicated street teams were serving hot
chocolate to attendees and park-goers alike, further promoting Bank of
America x (RED)’s mission.
We thoroughly enjoyed being a part of this special project!
akjohnston.com case studies / bank of america x red
akjohnston.com
Spot Her Truck
design | fabrication | print & graphics | production | logistics
Using our own rental inventoried vintage Citroen truck, this activation was a
mobile catalyst for sparking meaningful conversations and fostering a sense
of community surrounding cancer and Women's health issues. This specially
designed truck embarked on a journey across the United States, making
stops in prominent cities like NYC, Washington DC, Philadelphia, Atlanta,
and New Jersey.
Intriguing and informative messages about endometrial cancer adorned all
sides of the vehicle, inviting visitors to delve deeper into understanding this
important health concern. To enhance the truck's approachability, the
exterior was adorned with dreamy blush, pink, and coral tones,
complemented by faux florals that lent a soft and inviting touch to the
Citroen. Giveaways for this activation included custom branded fanny
packs, informational pamphlets, photo takeaways as well as branded hand
mirrors.
This truck was activated at a multitude of venues including trade shows,
streets fairs and on private campuses.
akjohnston.com case studies / mmc spot her
akjohnston.com
Guac Heaven
design | fabrication | print & graphics | production
We got a chance to craft a guac heaven on earth experience at the IFPA
Global Show at the Anaheim Convention Center.
Attendees had the unique opportunity to connect with the esteemed
suppliers of fresh Avocados from Mexico. Our custom LED neon signage
warmly greeted guests, drawing them from both near and far onto the
show floor. A meticulously crafted awning adorned with suspended clouds
served to reinforce this angelic theme as guests enjoyed guacamole from
the heavens!
akjohnston.com case studies / guac heaven
akjohnston.com
My Big Fat Greek Wedding 3
design | fabrication | print & graphics | production | logistics
Focus Features gave us the honor to take MBFGW coast-to-coast complete
with an IP friendly activation.
Guests were able to make a forever memory at A Little White Chapel in
Vegas and in New York City on the Today Show. Elements from the film was
used to create a picture perfect wedding moment for fans spanning across
the United States!
Utilizing A Little White Chapel in Vegas, visitors were able to take photos in
a Greek wedding interior. Our in-house fabrication team also created a
micro rendition of A Little White Chapel to set up in front of the Rockefeller
and receive iconic branded merchandise.
Take a look at the video recap HERE!
akjohnston.com case studies / my big fat greek wedding 3
akjohnston.com
Sun Bum | Sonny’s DayDream
design | fabrication | print & graphics | production | logistics
We brought three lucky artists’ drawings to life at “Sonny’s DayDream'' in
Encinitas, California! Guests were able to walk through a banana yellow
hallway, into a kid-friendly world of creativity and fun. From multiple
interactive photo features to a miniature skate ramp, there was all kinds of
fun and imagination for the entire family! Our in-house fabrication and
design team built and executed SunBum’s first-ever art installation
designed by the winner’s of the Kids Rule Art Contest.
akjohnston.com case studies / sun bum sonny’s daydream
akjohnston.com
ESPYS Post-Party
design | fabrication | print & graphics | production | logistics
AKJOHNSTON and ESPN collaborated to produce an unforgettable
post-party for the ESPYs, celebrating the event's 30th anniversary alongside
the 50th anniversary of Hip Hop. The fusion of sports and Hip Hop culture,
symbolizing the pursuit of greatness, created an electric atmosphere that
attracted the finest in the sports industry.
The stage itself was a grand tribute to the ESPYs and Hip Hop, featuring a
series of large and varying-sized arches adorned with neon accents. An
impactful LED screen served as the backdrop, transforming the stage into a
mesmerizing digital art installation. Above it, a magnificent sixty-inch
golden ESPYS logo mirrored the Arch Bar, exuding an air of prestige. The
stage design incorporated a DJ booth immersed into an inverted arch on
stage right.
Opposite the stage, the Arch Bar acted as a captivating and inviting
gathering spot, beautifully designed with a u-shaped arch facade
highlighted by neon accents. This area provided a space for engagement,
capturing remarkable content, and offering custom cocktails with
sports-centric names in partnership with our sponsors.
Outside the venue, we installed a custom fabricated 'spin around' bar for
main sponsor Simply Spiked, complementing the branding on the main bar
within the ballroom.
akjohnston.com case studies / espys post-party
akjohnston.com
YouTube Creator Lounge
design | fabrication | print & graphics | production | logistics
Our friends at MAS entrusted us with the exciting task of producing a
captivating creators lounge for YouTube at VidCon.
YouTube graciously extended an invitation to creators, beckoning them to a
vibrant VIP lounge designed to inspire and uplift, providing a haven to
rejuvenate and reestablish connections with fellow creators.
The lounge boasted a range of enticing features, such as a bespoke denim
merch bar, pulsating live DJs, and an inviting, intimate setting that played
host to scheduled creator programming, showcasing the latest and greatest
from the YouTube platform.
The lounge was a big success, leaving creators buzzing with inspiration and
excitement.
akjohnston.com case studies / youtube creator lounge @ vidcon
akjohnston.com
Hot Topic | MyMelody x Kuromi
design | fabrication | print & graphics | production | logistics
Anime Expo was one for the books with Hot Topic tapping us again to
activate, this time with MyMelody and Kuromi in lieu of their duo
friendship. Our team custom built everything from the booth walls, merch
desk, mini slide photo moment, and an overhead branded chandelier.
Guests were able to preview the new MyMelodyNKuromi show, win fun
prizes with our claw machine, slide down a miniature slide and capture
precious moments with a 360 photo booth. Our team was tapped to
custom build paneling that showcased Kuromi and My Melody’s friendship,
and floating above our heads was a custom ceiling installation with a
Kuromi and My Melody-themed zeppelin!
akjohnston.com case studies / anime expo hot topic mymelody x kuromi
akjohnston.com
Anime Expo | OMEN by HP
design | fabrication | print & graphics | production | logistics
OMEN by HP wanted an immersive experience for their Anime Expo booth
to promote the launch of their new gaming PC and virtual reality game.
This booth includes multiple photo moments rooms such as a cherry
blossom room, full scale ramen room, and an immersive digital reality room
where guests were able to take home a video interacting with one of the
video game characters.
akjohnston.com case studies / OMEN by HP
akjohnston.com
VidCon | Jellysmack
design | fabrication | print & graphics | production | logistics
AKJOHNSTON Group partnered with Jellysmack and created an
immersive, bold, electric, and colorful creator lounge at the Hyatt in
Anaheim, California.
Guests could enter the world of Jellysmack through an immersive,
coral-inspired arch. Floating above, an installation of jellyfish-inspired fabric
waves fluttered in the wind, with bold neon branding on top. Jellysmack
creators were able to recharge their phones and hang out at the Jelly Reef,
a JS ombre color-blocked stadium seating lounge. The entire area was
decked out with nostalgic games that we gave a modern touch. After
playing and creating their content, guests were invited to relax at the
Jellysmack bar.
akjohnston.com case studies / jellysmack creator’s lounge vidcon
akjohnston.com
Apple TV The After Party
design | fabrication | print & graphics | production | logistics
Apple TV came to us to design, create, and produce the most EPIC after
party for the second season of The After Party!
Using IP and key elements from the show itself, it was a night to remember.
Our in-house creative team designed the space to fully support a crowd of
over 500! Our fabrication department created custom press wall spanning
the entirety of Bruin Theatre street. Custom gondolas, signage, and
wedding-like reception to tie in the show.
akjohnston.com case studies / the afterparty s2 premiere
akjohnston.com
PUMA Nitro Van | Boston Marathon
design | fabrication | print & graphics | production | logistics
PUMA Nitro Trailer was an interactive brand activation around the Boston
Marathon in Massachusetts. It was part of a promotional event aimed at
increasing brand awareness by allowing guests to explore this build-out.
We custom vinyl wrapped a trailer that resides in our personal collection
and a Bronco to enhance the guest experience and align with their slogan
"Faster Forever." Attendees also had the opportunity to interact with
PUMA's latest innovation, Nitro Running Technology, and see the brand's
products for themselves.
akjohnston.com case studies / puma nitro van
akjohnston.com
Stream On: Creator Summit
design | fabrication | print & graphics | production | logistics
Spotify tapped us again for their Stream On event launched the rollout of
Spotify’s new tools within the app to enhance both creator and listener
experience. We utilized their existing campus of three buildings and our
in-house creative, production, fabrication, print, and A/V services.
With 5 rooms we were tasked to dress up to create a vibe that brought
Spotify IRL, we focused on our interior design skills, print to create 2D and
3D signages, and logistics to ensure a smooth event for all guests involved.
This event was one of a three part series with 200 guests visiting this
interactive and informational event! The goal was to have guests interact
with the Spotify platform, using old and new features. We created different
rooms and areas, focusing on different aspects of the platform such as
audiobooks, podcasts, and clips.
akjohnston.com case studies / spotify stream on: creators summit
akjohnston.com
Hot Topic at LA Comic Con
design | fabrication | print & graphics | production | logistics
The 30th anniversary of the beloved classic, Tim Burton’s Nightmare Before
Christmas calls for a “bigger than life”, one of a kind experience! Our team
did exactly that at L.A. Comic Con for Hot Topic. We thrive on projects that
utilize the full range of our capabilities, from creative and design to
fabrication, scenic, print, marketing, operations, and production.
With the activation being the largest in the room at 80’Wx60’Dx15’H, we
fully created a space for guests to immerse themselves in the world of
Nightmare Before Christmas with two photo opportunities, a floor graphic
of the giant snake to walk among the graveyard, a full merch bar with
limited edition Hot Topic merchandise, and a fully functioning custom prize
wheel!
Guest attendance and retention was through the roof with about 5,000
visits per day. It was a true team effort that resulted in a successful and
memorable experience for all involved.
Take a look at the BTS mini-doc we filmed HERE!
akjohnston.com case studies / hot topic la comic con
akjohnston.com
Ferragamo
design | fabrication | print & graphics | production | logistics
FERRAGAMO returned to us for our services to execute their Spring/ Summer
collection “A New Dawn” preview series which was literally a country wide
party! With coast-to-coast event production, fabrication, and tech throughout
a two week period, these exclusive events were the talk of the town.
Aesthetic and brand image was the focus and as a result we worked to
ideate and create photo opportunities, displays, and ambiance across four
stores in New York, Los Angeles, Orange County, and Miami.
Notable guests, influencers, and fashion directors were in attendance
enjoying live music and catering. In particular, we focused on bringing
attention and traction to the new creative launch through custom photo walls,
DJ booths, and QR code panels that allowed for guests to see the collection
digitally.
We hosted 100-150 guests at each stop including Claire Holt, Katerina
Tannenbaum, and Natasha Lyonne. Our build outs were featured on the
official FERRAGAMO Instagram to 6.8 million followers and press coverage
from BFA and KCD Worldwide.
akjohnston.com case studies / ferragamo
akjohnston.com
Ferragamo Cultured Frieze Dinner
design | fabrication | print & graphics | production | logistics
Our team was privileged enough to oversee the entire process of creating a
remarkable event for FERRAGAMO and CULTURED Magazine dinner for
Frieze Week. Through all the Frieze LA activities, we worked to put
together an exceptional event to bring luminaries from the art, fashion, and
film worlds together at the home of Graham Steele and Ulysses De Santi.
This exclusive dinner was to celebrate Ferragamo’s Spring/ Summer
collection and mark the debut of their newly appointed Creative Director
Maximilian Davis. Guests such as Felix Mallard, Salem Mitchell, and
Kaytranada made an appearance.
Every detail was thoughtfully curated from design, fabrication, lighting, and
production of the event. Every aspect was carefully considered to create a
mood that was both luxurious and dramatic all down to the red lighting
creating an ambiance that was the perfect backdrop for the custom
FERRAGAMO photo moment and neon signage.
akjohnston.com case studies / ferragamo cultured frieze dinner
akjohnston.com
FENDI x SKIMS
design | fabrication | print & graphics | production | logistics
FENDI and SKIMS asked us to help build all the fixtures and signage for
their special pop-up boutique. The pop-up was launched for the FENDI x
SKIMS Capsule created under the direction of Kim Jones and Kim
Kardashian West. The FENDI x SKIMS collection unites the aesthetic codes
of the respective brands to create a capsule wardrobe for the modern
woman. The pop-up boutique was located on Rodeo Drive with a unique
1,205 square foot dedicated space to celebrate the launch of the
collection.
Upon entering, guests are greeted with an immersive experience
celebrating the colors of the collection through the use of light and is now
on its fourth complete reinvention with new colorways, themes and
immersive treatments beyond SKIMS!
akjohnston.com case studies / fendi x skims
akjohnston.com
Too Faced Pop-Up Shop
design | fabrication | print & graphics | production | logistics
Who is ready to treat themselves?! We collaborated with Too Faced and
installed this gorgeous BAKEUP AND MAKEUP Pop Up Shop at The Grove
in LA. Enjoy complimentary gifts, giveaways, exclusive offers, in-person
contests, live makeup demos, photo ops and so much more.
Presenting the brand’s most delectable products alongside scrumptious
renditions of baked goods, the beauty pop-up promises an immersive
experience for the senses by bringing to life beloved products like the
Better Than Sex Mascara, Born This Way complexion range, Sweet Peach
Palette, Hangover Pillow Balm, Lip Injection Lip Gloss and Too Femme
Heartcore Lipstick. Their curated collection of cruelty-free, cutting-edge
makeup is just the cherry on top.
akjohnston.com case studies / too faced
akjohnston.com
Human Claw Machine at VidCon
design | fabrication | print & graphics | production | logistics
We’ve welcomed thousands of Squishmallows friends to our office in
Anaheim and built out a Squish-sofa, a 15 ft. Squishmallows tower, two
regular-sized claw machines and last but not least a HUMAN CLAW
machine. This build was awarded ‘Most Fun Booth’ and ‘Best In Show’ by
Tubefilter.
BuzzFeed News reporter Kelsey Weekman, who attended VidCon, said she
was blown away by the popularity of the Squishmallows booth. “I know
creators like Logan Paul and Tana Mongeau have created chaos in the past
at VidCon, but I can’t think of any brand-run exhibit that had that kind of
impact,” Weekman said.''
akjohnston.com case studies / squishmallows at vidcon
akjohnston.com
Hotel Transylvania Bus Tour
design | fabrication | print & graphics | production | logistics
Together with Amazon Prime Video, we created the Hotel Transylvania:
Transformania bus tour which drove throughout the U.S. to promote the
release of the latest HT film.
Amazon Prime Video tapped the AKJOHNSTON Group to help create,
build and execute a brand activation that gets people excited for the latest
addition to the Hotel Transylvania film series. We transformed multiple
school buses - as seen in the new film - into a custom HT4 experience on
wheels.
The Drac Pack traveled to:
-Los Angeles, CA
-Marina Del Rey, CA
-Long Beach, CA
-Austin, TX
-Houston, TX
-Miami, FL
-New York, NY
-Philadelphia, PA
-Lynnfield, MA
This project was a SILVER WINNER at the prestigious CLIO AWARDS.
Check out the submission video HERE!
akjohnston.com case studies / amazon prime video / hotel transylvania
akjohnston.com
Videoleap by Lightricks at VidCon
design | fabrication | print & graphics | production | logistics
We had a blast producing this Videoleap by Lightrick’s creator’s lounge!
Isn’t the logo looking amazing?
Videoleap is an app where you can experiment with templates, share your
edits with your community, and get inspiration from other creators. All you
have to do is create, share, and remake to take your content to the next
level! We created multiple backdrop rooms that were perfect for this. Each
space had their own template, so content creators could easily shoot
stunning videos and publish on socials. The lounge was a huge success and
was awarded Best Lounge by Tubefilter. Even Charli D’Amelio stopped by!
All printed, wrapped, and fabricated in-house! We are proud to say we give
nothing but 100% to each and every project.
akjohnston.com case studies / videoleap by lightricks at vidcon
akjohnston.com
Spotify Wrapped
design | fabrication | print & graphics | production | logistics
We partnered with Spotify to wrap up 2021!
Together we produced ‘A Totally Normal Party for 2021’ in Los Angeles.
The event featured multiple branded audio activations, aura readings from
Mystic Michaela, DJs, and a spectacular performance from the one and
only Gwen Stefani.
From location scouting to custom fabricating all brand activations, fixtures
and signage our team here at AKJOHNSTON did everything in house. We
designed and built full-sized ‘’Aura Mood’’ pods. An immersive and color
experience with live guest aura readings by Mystic Michaela. As well as a
‘’Dark Garden’’ activation inspired by the Spotify Wrapped campaign fan
film combining gardening with Billie Eilish listening. This picture-perfect
moment prompted guests to pose in front of a beautiful floral-greenery
skirt. Guests also had the opportunity to reenact the scene from the
campaign fan film, complete with a wood chipper and prop floral bouquet.
Another activation we built was inspired by listeners who streamed Doja
Cat and the Extraterrestrial podcast. There are 25.5M+ alien, UFO, and
space-themed user-generated playlists on Spotify, and in 2021, streams of
these playlists spiked. To take guests out of this world, this activation
allowed guests to step into a moving GIF booth and be captured by UFO
abduction—and go home with photo evidence.
Take a look at the video recap HERE!
akjohnston.com case studies / spotify
akjohnston.com
Spotter at VidCon
fdesign | fabrication | print & graphics | production | logistics
Not wanting a conventional footprint, Spotter entrusted
AKJOHNSTON to bring their presence backstage where featured
creators could connect with the brand before and after their
onstage moments.
Creators were able to sit back, relax and create content such as
recording podcasts, videos, and other creative media. Complete
with a coffee and snack station, we provided nothing less than
Spot-tacular work.
Spotter provides funds in addition to data insights for creators to
truly understand their audience and improve future content
strategies, so this exclusive and quiet sanctuary enabled
conversations and deals to really be the centerpiece of the space
in such a crowded visual show.
akjohnston.com case studies / spotter - vidcon
akjohnston.com
FTX Bloom at Coachella
fabrication | signage | floral | production | logistics
Energy bursts from a hulking earthen mound situated amidst the glossy
artwork of the polo fields. Enchanting lights perform in response to an
unknown energy. As guests move deeper into the space they discover the
source: a generative NFT art immersive projection room whose color and
flow drive the light shows throughout the gardens.
Upon entering, guests are greeted with an immersive experience created
by visual artist Zach Lieberman and audio environmentalist, Daito.
The goal of this installation is to explore the dichotomy between the natural
and digital worlds—how the distinctions between them can be beautiful
and exhilarating and what the human role is in facilitating the juxtaposition
between these domains.
Zach’s highly abstracted visuals allow us to explore these themes in a
meditative way: pondering the relationships between entities rather than
the entities themselves.
The delicate movements pair beautifully with Daito’s rich audio landscape
to tell stories at a primordial, deeply evocative level.
akjohnston.com case studies / ftx - coachella
akjohnston.com
Califia Farms Booth
design | fabrication | print & graphics | production | logistics
Calilujah for Califia Farms!
It was so great to be back at Expo West and reconnect with friends and
colleagues after the pandemic! We loved working with Califia Farms and
producing this stunning 30’x40’ booth, together!
The space we’ve created had two serving stations, a frappuccino bar,
cookie bar, cocktail bar, espresso station, conference areas with lounge
chairs for meetings, and two dining areas for networking, food, and drinks.
The goal was to introduce and educate buyers on their product and its
ingredients. Passerby got to enjoy fresh samples of existing and new
products while learning more about the company!
akjohnston.com case studies / califia farms / expo west
akjohnston.com
YSL Pop-Up
design | fabrication | print & graphics | production | logistics
Make It Yours! We built this beauty pop-up for our friends over at YSL.
Visitors of LA’s The Grove could enjoy this brand activation for an entire
month. The popup featured the YSL Beauty Custom Rouge Pur Couture
and included a full face bar displaying foundations, concealers,
accessories… the WORKS!
The interior and exterior elements of this build were designed to be
re-usable for future pop-ups. We love the environment just as much as
creating beautiful activations.
The YSL pop-up featured lipsticks with five different cap designs that
customers could get engraved on-site.
akjohnston.com case studies / ysl popup / the grove, la
akjohnston.com
Alo House
design | fabrication | print & graphics | production | logistics
We collaborated with our friends over at Sunset/Studios and helped bring
the beautiful Alo House to life with custom fabricated letters, a boxing
activation, and a natural wood pergola structure that housed a boho-chic
lounge that helped everyone feel extra zen!
Take a look at the video recap HERE!
akjohnston.com case studies / alo house
akjohnston.com
AT&T 5G
design | fabrication | print & graphics | production | logistics
AT&T gathered world-class collaborators, industry experts, and influential
stars at the WarnerMedia Innovation Lab in Manhattan to unveil the magic
of 5G with immersive demos and exciting announcements. Even Jessica
Alba and Ashton Kutcher stopped by!
We were tasked with fabricating a handful of the sponsor activations and
enjoyed being back in The Big Apple once again.
If Jessica Alba is on stage, you know you gotta make it pop! Using a high
gloss automotive paint, we built these stage panels to flank the stage for
AT&T’s 5G launch event.
akjohnston.com case studies / att / 5g summit new york
Visit Schitt’s Creek Pop Up
design | mgmt | fabrication | production | touring
Daniel and Eugene Levy selected AKJOHNSTON as the team to ideate,
design, produce, fabricate and tour the entire 7,000 square foot 3-day
(per market) activation. All but five props in the space were fabricated in
our studio. We discovered that 95% of the props and sets had no
reference drawings or dimensions - so we spent countless hours studying
set photography and episodes to recreate every single detail hand by
hand within only four weeks.
The pop up sold out entirely in less than 5-minutes on both coasts (LA
and NY) with over 40,000 visitors trying to get tickets. Collectively this
activation in six live days plus press events has hosted approximately
6,000 lucky guests who walked through sets and engaged with 13
moments from the show, including about 500 props and set decoration
that brings it to life in ways that pop-ups typically fall short.
Check out the behind-the-scenes video HERE!
akjohnston.com
case studies / visit schitt’s creek pop upakjohnston.com
Space Coyote Bus
i&d | fabrication | vinyl wrapping
We love road trips and this was one for the books!
Together with Space Coyote we transformed an old Ford school bus
into a full blown activation on wheels. We vinyl wrapped the entire bus
and created a modern look by rounding out the edges. The inside was
remodeled, painted and lounge seating was added as well as air
conditioning, smoke-eater, stereo system and bluetooth. To top it off
we added a daybed on top of the roof for some mandatory
sunbathing… and it just looks cool on pictures!
The Space Coyote team took it on an adventure throughout the U.S.
all while promoting new Space Coyote products. Are you coming with
us?!
akjohnston.com
akjohnston.com case studies / space coyote bus
LATAM Creator Summit
i&d | fabrication
[agency credit: mas event + design]
Our team took on building a large stage backdrop wall for the Creator
Summit. The wall had intricate and organic integrated lighting and
dimensional “steps” in the front to hold various plants and decor
items. This 48’ wide backdrop was finished with a textured stucco and
hand painted striations and installed using only 3 segments reducing
the visible seams. Inside the lobby two large canvases were stretched
across 2 walls showcasing a collage of YouTube creators. The artwork
was done using mixed media for added layers of dimension and
texture. 80” screens, DMX controllable LED lighting and astera tube
light fixtures were all seamlessly integrated into the build creating a
more dynamic environment.
akjohnston.com
akjohnston.com case studies / youtube - LATAM
Gaming Creator Summit
i&d | fabrication | tech
[agency credit: mas event + design]
YouTube took over the desert and the Saguaro Hotel for their creator
summit. The modern design on carnival style look and feel drove the
fabrication of the elements produced by AKJOHNSTON. Mirrored
stacked barrels created a simple and fun photo moment for guests. A
large custom built foam pit was a fun activity for guest to jump into and
let loose. Everything was built for guests to create their own content and
the bright colors of everything made Youtube stand out.
The 40’ wide stage backdrop included over 20 layers of corrugated
plastic, corrugated metal, CNC cut metal and CNC cut MDF pieces.
Every element of the lighting and video was seamlessly integrated
directly into the builds.
akjohnston.com
akjohnston.com case studies / youtube gaming creator summit
Softbank Women’s Summit
i&d | fabrication | signage | tech
[agency credit: mas event + design]
akjohnston.com
SoftBank developed a summit focused on Funding female
success for the future. With that theme in mind,
AKJOHNSTON collaborated with relevant stakeholders to
cultivate spaces for open communication that supported
collaboration & highlighted SoftBank’s commitment to
investing in women as champions of innovation and
leadership through an eco-friendly and modern design that
encapsulated a smart + sustainable future in an elevated
aesthetic.
The oval stage was not present night one, where a gorgeous
dinner introduced the space with an sophisticated tone.
Stunning oak and Japanese Washi cabinets flanked the room,
staged with plantings and decor to set a warm tone.
The very next day, these cabinets were opened to reveal
media screens for an effective presentation, and the oval
stage greeted guests with a stage aesthetic that was
approachable and pleasing, conveying to the audience that
this was an intimate + engaging presentation designed to
engage, rather than the typical ‘black drape & big stage’
summit look + feel.
case studies / softbank women’s summitakjohnston.com
Bobbi Brown - SLC
design | mgmt | fabrication | tech
[agency credit: this is mission]
Bobbi Brown brought inspiration, celebration and development of their
product to Sephora’s Leadership Conference in Las Vegas. Our team
designed a bathroom space with a moving view of New York City using
two LED TV screens and a faux window casing. The 10’ tall booth was
covered with white subway tile and a matte black accent wall displaying
product.
Fresh floral and fruit flowed out of the modern tub and two sinks in the
space. Using fruit and floral accents that are real ingredients within the
product line allowed guests to visualize and smell what Bobbi Brown
actually puts in their bottles.
akjohnston.com
case studies / bobbi brownakjohnston.com
Levi’s 501 Day
i&d | mgmt | fabrication | graphics | production
The annual Levi’s 501 Day party turned orange this time! Our team
designed and built a custom 24’ x 12’ orange acrylic structure for Heron
Preston to design and customize Levi’s denim for guests. The party
wouldn’t be complete without orange highboys and a bright orange
stage for Jaden to perform on. Our team managed all audio/visual and
tech elements including haze and theatrical lighting for his performance.
Haley Bieber and Heron Preston were wrapped on interior walls flanking
a custom fabricated swing for guests to take a photo in. To showcase the
history of Levi’s a black pipeline timeline wall was built inside to show the
significance each year has brought to the brand.
akjohnston.com
case studies / levi’s - 501 dayakjohnston.com
YSL Beauty Station Pop Up
production | fabrication | print | tech | i&d
[agency credit: partipris & hk corp]
What had begun as a simple stunt of an extension of the YSL Beauty
Hotel during weekend one of Coachella, quickly grew to include an 80’
pop-up store, impressive and immersive set dressing, a half-acre balloon
field, billboard and a 25’ high neon lipstick monolith - all for the Insta!
With only three weeks to build, we quickly scaled our involvement to
fabricate fixtures, props, signage and large format fabrications that
needed to withstand 130MPH wind, 120-degree temperatures and even
rain. The result was incredible, sparking international press and exposure
for the four days of our activation. Not only did YSL capture incredible
photo and video campaign media, but the station then opened to the
public and quickly thereafter became a viral sensation.
Our pop-up store was a hit: hosting beauty stations, custom engraved
cosmetics, a bar and even a YSL Beauty vending machine for guests to
enjoy. With 15,000 guests and 350-million social media impressions, no
one could have predicted that this would be the most successful pop-up
store in YSL’s history with higher sales by period and sales per square
foot over the course of the long weekend!
Take a look at the recap video HERE!
akjohnston.com
case studies / ysl beauty station pop upakjohnston.com
case studies / tmall x ysl beautéakjohnston.com
Levi’s Festival
fabrication | print | staging | i&d
[agency credit: sunset studios]
Our team took over the Sands Hotel and floated Snoop Dogg and Wiz
Khalifa in the pool with a custom built shade structure while running
significant audio and power infrastructure. We rebranded the hotel
property with an entire “Levi’s Brand” overlay from rooms to the parking
lot. Tapping into all the departments within AKJOHNSTON, we were able
to compliment the project with cost-saving services.
Between guest arrivals and various events, we set up new surprising
elements at a full hotel takeover in the Coachella Valley. Highlights
included wood shade cabanas, and dressing rooms in the custom tailor
shop to fuel selfies and press photos for days!
Additional production support was brought in to logistically support the
events that spanned two days at the stunning Sands Hotel and Spa -
where we made our mark at the event, but loaded out flawlessly to protect
the pool and property from ever knowing we were there!
akjohnston.com
case studies / levi’s - festivalakjohnston.com
Co:Labs Fitness Festival
fabrication | graphics | logistics | touring
[agency credit: invisible north]
Launched in LA, the Co:Labs Fitness Festival traveled to Miami, NYC and
Chicago in summer to celebrate fitness and music influencers fueled by
propel - how gatorade does water. Over 70,000 square feet of open-air
and studio fabrication totaling five semi trucks was created specially for
this tour.
Our in-house fabrication department engineered and built all jungle gym
elements including backdrop metal panels for influencers and guests to
pose for a photo. The AKJOHNSTON team also managed the overhead
netting and colorful balloon installation creating a dynamic “ceiling”
over the space.
akjohnston.com
case studies / propel co:labs - co:labs fitness festivalakjohnston.com
We were commissioned by Advantage Marketing for Hyundai Motor
America to bring to life four outdoor live spaces that embodied the values
and performance of Hyundai Motor for their title sponsorship of the 2019
Super Bowl LIII in Atlanta. The eight-day activation needed to live outside
in the rain, wind, snow and mud while hosting over 100,000 guests
throughout its activation leading up to the Big Game! Our 4,500 square
foot FamJam space showcased four vehicles and large format games for
all to enjoy as the anchor space within the activation.
Our satellite NEXO stage celebrated Hyundai’s commitment to
environmentally and sustainable community with a live-painted mural and
daily panels celebrating Atlanta’s culture and Black History Month. Our
performance Motorsport space showcased with simplicity, the new
Veloster N; and our final space gave fans a memorable photo opportunity
that all guests were talking about! In this final area, we created a field
tunnel complete with cryo fog and a slow-motion video so fans could be
#DrivenByHyundai in a shareable moment that had us rushing on day 2 to
add 150-feet to our line because it was so popular! All together: We told
the Hyundai story through memorable vignettes touching on all things
that make Hyundai great at Super Bowl LIII!
Hyundai Super Bowl LIVE
fabrication | graphics | logistics
[agency credit: advantage marketing]
akjohnston.com
case studies / hyundai - super bowl liveakjohnston.com
Union X Jordan Launch
av | lighting | fabrication | graphics | i+d
[agency credit: creative contraband]
For the LA release of the retro throwback Jordan 1’s, we were tasked
with building a 40’ by 40’ mirrored cube, seated ominously in the 28,000
square foot HD Buttercup Loft to reflect hand-painted floor murals that
adorned the floor. Haze and production lighting from our team set the
tone for a monochromatic contrasted interior that resembled a
throwback court with dramatic graphic treatments and custom fixtures
from our studio.
akjohnston.com
case studies / union x jordan launchakjohnston.com
thank you!