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2025 Bright Event Rentals, LLC - Tree Lighting & Ironman Equipment RentalMEMORANDUM - CALIFORNIA - DATE: November 14, 2025---------- TO: Christina Calderon, Community Services Deputy Director FROM: Seiri Samaguey Chavez, Administrative Technician RE: Bright Event Rentals LLC - Tree Lighting Ceremony Please list the Contracting Party/ Vendor Name, any change orders or amendments, and the type of services to be provided. Make sure to list any related Project No. and Project Name. Authority to execute this agreement is based upon: ❑ Approved by City Council on ❑ City Manager's signing authority provided under the City's Purchasing & Contracting Policy [Resolution No. 2023-008] for budget expenditures of $50,000 or less. ❑ City Manager's signing authority provided under the City's Personnel Policy Section 3.2 for temporary employment positions. ❑✓ Department Director's or Manager's signing authority provided under the City's Purchasing Policy [Resolution No. 2023-008] for budget expenditures of $15,000 and $5,000, respectively, or less. Procurement Method (one must a ❑ Bid ❑ RFP ❑ RFQ ❑ 3 written informal bids ❑ Sole Source 7 Select Source ❑ Cooperative Procurement Requesting department shall check and attach the items below as appropriate: ❑✓ Agreement payment will be charged to Account No.: 101-3003-60149 ❑✓ Agreement term: Start Date 11 /20/2025 ❑✓ Amount of Agreement, Amendment, Change Order, etc End Date $15,659.40 12/31 /2025 REMINDER: Signing authorities listed above are applicable on the apprepate Agreement amount, not individual Amendments or Change Orders! ❑✓ Insurance certificates as required by the Agreement for Risk Manager approval Approved by: Oscar Mojica (in-house) Date: 12/1/2025 .❑ .❑ NOTE. SV Bonds (originals) as required by the Agreement (Performance, Payment, etc.) Conflict of Interest Form 700 Statement of Economic Interests from Consultant(s) Review the "Form 700 Disclosure for Consultants" guidance to determine if a Form 700 is required pursuant FPPC regulation 18701(2) Business License No. Expires: Requisition for a Purchase Order has been prepared (Agreements over $5,000) Qaiotav��, GEM of the DESERT CITY OF LA QUINTA SHORT -FORM SERVICES AGREEMENT ($25,000 OR LESS) 1. PARTIES AND DATE. This Agreement is made and entered into as of the 20 day of November, 2025, ("Effective Date") by and between the City of La Quinta ("City"), a California Municipal Corporation and Charter City organized under the Constitution and laws of the State of California with its principal place of business at 78495 Calle Tampico, La Quinta, California 92253, and Bright Event Rentals LLC, California Limited Liability Corporation, with its principal place of business at 72-009 Metroplex Dr, Thousands Palms, CA 92276 ("Vendor"). City and Vendor are sometimes individually referred to as "Party" and collectively as "Parties" in this Agreement. 2. TERMS AND CONDITIONS. The Parties shall comply with the terms and conditions in the attached Exhibit "A." 3. SCOPE AND SCHEDULE OF SERVICES. Vendor shall provide to City the services pursuant to the date(s) and schedule(s) described in accordance with the schedule set forth in Exhibit "S." 4. TERM. The term of this Agreement shall be from November 20 to December 31, 2025, unless earlier terminated as set forth in the attached Terms and Conditions. This Agreement may not extend beyond a period of five (5) years, unless under the City's Fiscal Policies and Procedures this Agreement is exempt from the five (5) year limitation. 5. COMPENSATION. Vendor shall receive compensation for services rendered under this Agreement at the rates and schedule set forth in the attached Exhibit "C" but in no event shall Vendor's compensation exceed Fifteen Thousand, Six Hundred Fifty -Nine Dollars and Forty Cents ($15,659.40) per fiscal year (July 1 to June 30) without written amendment. 6. FORCE MAJEURE. The time period specified 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 Vendor 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 Vendor shall within ten (10) days of the commencement of such delay notify the City in writing of the causes of the delay. The City 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 their judgment such delay is justified, and the City's determination shall be final and conclusive upon the parties to this Agreement. Extensions to time periods for performance of services, which are determined by the City to be justified pursuant to this Section, shall not entitle the Vendor to additional compensation unless City expressly agrees to an increase in writing. 7. 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. 8. INSURANCE. In accordance with Section 4 of Exhibit 'A" Vendor shall, at its expense, procure and maintain for the duration of the Agreement such insurance policies as checked below and provide proof of such insurance policies to the City. Vendor shall obtain policy endorsements on Commercial General Liability Insurance that name Additional Insureds as follows: The City of La Quinta, its officers, officials, employees and agents. Commercial General Liability Insurance: ® $1,000,000 per occurrence/$2,000,000 aggregate OR ❑ $2,000,000 per occurrence/$4,000,000 aggregate ® Additional Insured Endorsement naming City of La Quinta ® Primary and Non -Contributory Endorsement Automobile Liability: ® $1,000,000 combined single limit for bodily injury and property damage ❑ Auto Liability Additional Insured Workers' Compensation: ® Statutory Limits / Employer's Liability $1,000,000 per accident or disease ® Workers' Compensation Endorsement with Waiver of Subrogation Professional Liability (Errors and Omissions): ❑ Errors and Omissions liability insurance with a limit of not less than $1,000,000 per claim F IN WITNESS WHEREOF, each of the Parties has caused this Agreement to be executed on the day and year first above written. CITY OF LA QUINTA a California Municipal Corporation, and Charter City MICHAEL CALDERON Community Services Analyst Re d for o er $5,0 f � CH ISTIN CALDERON Community Services Deputy Director ATTEST —fto I X MONIKA RADE A, City Werk City of La Quinta, California APPROVED AS TO FORM. City of La Quinta, California 3 BRIGHT EVENT RENTALS LLC �==L J ies Cigliano (No 14, 2025 16:55:54 EST) JIM CIGLIANO CEO EXHIBIT "A" TERMS AND CONDITIONS 1, Compensation. Vendor shall be paid on a time and materials or lump sum basis, as may be set forth in Exhibit "C", within 30 days of completion of the Work and approval by the City. 2. Compliance with Law. Vendor shall comply with all applicable laws and regulations of the federal, state and local government. Vendor shall assist the City, as requested, in obtaining and maintaining all permits required of Vendor by Federal, State and local regulatory agencies. Vendor is responsible for all costs of clean up and/or removal of hazardous and toxic substances spilled as a result of his or her Work. In explanation of the forgoing and not by way of limitation. 3. Standard of Care. The Vendor shall perform the Work in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised by members of the profession practicing under similar conditions. 4. Insurance. The Vendor shall take out and maintain, during the performance of all work under this Agreement: A. Commercial General Liability Insurance in the amounts specified in Section 8 of the Agreement for bodily injury, personal injury and property damage, at least as broad as Insurance Services Office Commercial General Liability coverage (Occurrence Form CG 0001). and if no amount is selected in Section 8 of the Agreement, the amounts shall be $1,000,000 per occurrence/$2,000,000 aggregate, B. Automobile Liability Insurance for bodily injury and property damage including coverage for owned, non -owned and hired vehicles, of at least $1,000,000 per accident for bodily injury and property damage, at least as broad as Insurance Services Office Form Number CA 0001 (ed. 6/92) covering automobile liability, Code 1 (any auto); C. Workers' Compensation in compliance with applicable statutory requirements and Employers Liability Coverage of at least $1,000,000 per accident or disease. Vendor shall also submit to City a waiver of subrogation endorsement in favor of city, and D. Professional Liability (Errors and Omissions) coverage, if checked in section 6 of the Agreement, with a limit not less than $1,000,000 per claim and which shall be endorsed to include contractual liability. Insurance carriers shall be authorized by the Department of Insurance, State of California, to do business in California and maintain an agent for process within the state. Such insurance carrier shall have not less than an "A"; "Class VII" according to the latest Best Key Rating unless otherwise approved by the City. A-1 4.1 Pass Through Clause. Vendor agrees to ensure that its sub -consultants, sub -contractors, and any other party involved with the project who is brought onto or involved in the project by Vendor, provide the same minimum insurance coverage and endorsements required of Vendor. Vendor 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. Vendor agrees that upon request, all agreements with consultants, subcontractors, and others engaged in the project will be submitted to Agency for review. 5. Indemnification_ The Vendor shall indemnify and hold harmless the City, its Council, members of the Council, agents and employees of the City, against any and all third party claims, liabilities, (including liability related to exposure to communicable diseases, illnesses, or viruses), expenses or damages, including responsible outside attorneys' fees, for injury or death of any person, or damage to property, or interference with use of property, or any claim of the Vendor or subcontractor for wages or benefits which arise in connection with the negligent performance of the Services in connection with this Agreement, except to the extent caused or resulting from the active negligence or willful misconduct of the City, its Council, members of the Council, agents and employees of the City. The foregoing indemnity includes, but is not limited to, the cost of prosecuting or defending such action with legal counsel acceptable to the City and the City's reasonable outside attorneys' fees incurred in such an action 6. Laws and Venue. This Agreement shall be interpreted in accordance with the laws of the State of California. If any action is brought to interpret or enforce any term of this Agreement the action shall be brought in a state or federal court situated in the County of Riverside. State of Californ a 7. Termination The C ty may terminate the services procured under this Agreement by giving 10 calendar days written notice to Vendor. In such event the City shall be immediately given title and possession to any original field notes, drawings and specifications, written reports and other documents produced or developed for the services. The C ty shall pay Vendor the reasonable value of services completed prior to termination. The City shall not be liable for any costs other than the charges or port ons thereof which are specified herein Vendor shall not be ent tied to payment for unperformed services, and shall not be entitled to damages or compensation for termination of work. Vendor may terminate its ob gation to provide services under this Agreement upon 30 calendar days 'written notice to the City only in the event of City's failure to perform in accordance with the terms of this Agreement through no fault of Vendor. 8. Agreement Terms. Nothing herein shall be construed to give any rghts or benefits to anyone other than the City and the Vendor. The unenforceabilEty, invalidity or illegality of any provision(s) of this Agreement shall not render the other provisions unenforceable invalid or illegal. Notice may be given or delivered by depositing the same in any United States Post Off'ce, certified mail return receipt requested, postage prepaid addressed to the part es to the addresses set forth in the Agreement Vendor shall not assign sublet, or transfer this Agreement or A-2 any rights under or interest in this Agreement without the written consent of the City, which may be withheld for any reason. Vendor is retained as an independent contractor and is not an employee of the City. No employee or agent of Vendor shall become an employee of the City. The individuals signing this Agreement represent that they have the authority to sign on behalf of the parties and bind the parties to this Agreement. This is an integrated Agreement representing the entire understanding of the parties as to those matters contained herein, and supersedes and cancels any prior oral or written understanding or representations with respect to matters covered hereunder. This Agreement may not be modified or altered except in writing signed by both parties hereto. EXHIBIT "B" SCOPE AND SCHEDULE OF SERVICES TREE LIGHTING CEREMONY BRIGHT EVENT RENTALS LLC WILL DELIVER AND INSTALL STRING LIGHTING, PICKET FENCING AND PATIO HEATERS FOR THE CITY'S ANNUAL TREE LIGHTING CEREMONY, THE TREE LIGHTING CEREMONY IS SCHEDULED FOR FRIDAY, DECEMBER 5, 2025, FROM 6:00 P.M. - 8:00 P.M. AND TAKES PLACE AT THE CIVIC CENTER CAMPUS LOCATED AT 78495 CALLE TAMPICO, LA QUINTA, CA 92253. ALL ITEMS WILL BE DELIVERED TO THE CIVIC CENTER CAMPUS. ON THURSDAY, DECEMBER 4 FROM 8:00 A.M.- 12:00 P.M. BRIGHT EVENT RENTALS LLC WILL DELIVER AND INSTALL ALL LIGHTING EQUIPMENT AND PICKET FENCING IN THE FOLLOWING AREAS: SOUTH SIDE ENTRANCE, VENDORS ENTRANCE AREA BY LAKE, EAST PLANTER, NORTH SIDE TABLE VENDORS, AROUND THE POND, AND CHRISTMAS TREE. ON FRIDAY, DECEMBER 5 FROM 2:00 P.M.-3:00 P.M. BRIGHT EVENT RENTALS LLC WILL DELIVER AND INSTALL ALL LIGHTING EQUIPMENT AND PICKET FENCING IN THE FOLLOWING AREAS: SNOW SLIDE, PERIMETER OF SNOWAREA, BEHIND SNOW SLIDE AREA, FENCING BETWEEN SNOW AREAS AND PHOTO OP (RIGHT SOUTH SIDE OF THE CAMPUS). PLUS 5 PATIO HEATERS FOR CLIMATE CONTROL. ALL ITEMS WILL BE COMPLETELY SET UP BY 5:00 P.M. AND READY TO USE BY 6:00 P.M. BRIGHT EVENT RENTALS LLC WILL BEGIN BREAKING DOWN ALL EQUIPMENT AT THE END OF THE EVENT AT 8:30 P.M. SCOPE AND SCHEDULE OF SERVICES THE IRONMAN TRIATHLON BRIGHT EVENT RENTALS LLC WILL DELIVER AND INSTALL WOODEN PICNIC TABLES FOR THE IRONMAN TRIATHLON. THE IRONMAN TRIATHLON IS SCHEDULED FOR FRIDAY, DECEMBER 5, 2025, TO SUNDAY, DECEMBER 7, 2025, FROM 10:00 A.M. - 7:00 P.M. AND TAKES PLACE AT SILVERROCK PARK LOCATED AT 51900 SILVERROCK WAY, LA QUINTA, CA 92253. ALL ITEMS WILL BE DELIVERED TO SILVERROCK PARK. ON FRIDAY, DECEMBER 5 FROM 7:00 A.M. - 8:00 A.M. BRIGHT EVENT RENTALS LLC WILL DELIVER AND INSTALL 10 WOODEN PICNIC TABLES. ALL ITEMS WILL BE COMPLETELY SET UP BY 9:00 A.M. AND READY TO USE BY 10:00 A.M. ON SUNDAY, DECEMBER 7, BRIGHT EVENT RENTALS LLC WILL BEGIN BREAKING DOWN ALL EQUIPMENT AT THE END OF THE EVENT AT 7:00 P.M. B-1 EXHIBIT "C" COMPENSATION FOR SERVICES VENDOR SHALL RECEIVE COMPENSATION FOR SERVICES RENDERED UNDER THIS AGREEMENT AT THE RATES AND SCHEDULE SET FORTH BUT IN NO EVENT SHALL VENDOR'S COMPENSATION EXCEED FIFTEEN THOUSAND, SIX HUNDRED FIFTY-NINE DOLLARS AND FORTY CENTS ($15,659.40) VENDOR SHALL BE PAID AS FOLLOWS: 100%, $15,659.40 DUE ON OR BEFORE THE EVENT DATE 12/5/2025 Bright Event Rentals Ilc Short -Form Services Agreement Tree Lighting Ironman Final Audit Report 2025-11-14 Created: 2025-11-14 By: Jonathan Meek Qmeek@bright.com) Status: Signed Transaction ID: CBJCHBCAABAAEyW43nxeFTdBG1kLjXZX-4kncrJlrr8i "Bright Event Rentals Ilc Short -Form Services Agreement Tree L ighting Ironman" History Document created by Jonathan Meek Omeek@bright.com) 2025-11-14 - 9:53:40 PM GMT L ; Document emailed to jim@bright.com for signature 2025-11-14 - 9:53:56 PM GMT Email viewed by jim@bright.com 2025-11-14 - 9:55:09 PM GMT 6o Signer jim@bright.com entered name at signing as James Cigliano 2025-11-14 - 9:55:52 PM GMT 60 Document e-signed by James Cigliano Qim@bright.com) Signature Date: 2025-11-14 - 9:55:54 PM GMT - Time Source server CO Agreement completed. 2025-11-14 - 9:55:54 PM GMT Q Adobe Acrobat Sign