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HomeMy WebLinkAbout2026-28 AK Johnston - Events AV Services - Amendment 1MEMORANDUM CALIFORNIA - DATE: 4/30/2026------------ TO: Jon McMillen, City Manager FROM: Michael W. Calderon, Senior Management Analyst RE: AK Johnston Group LLC - Special Event AV Services Amend 1 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 June 15, 2025 Business Item No. 4 ❑ 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 ❑ 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 7/1 /2026 ❑✓ Amount of Agreement, Amendment, Change Order, etc. End Date $ 960,000 6/30/2028 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 (MyCOI) Date: 5/1/2026 .❑ NOTE: .❑ L 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) AMENDMENT NO. 1 TO AGREEMENT FOR CONTRACT SERVICES WITH AK JOHNSTON GROUP ,LLC. (CONTRACTING PARTY) This Amendment No. 1 ("Amendment 1") to Agreement for Contract Services ("Agreement") is made and entered into as of the 28t" day of April, 2026, ("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 AK Johnston Group, a California Limited Liability Corporation, ("Contracting Party"). RECITALS WHEREAS, on or about June 24, 2025, the City and Contracting Party entered into an Agreement to provide community event audio/visual services for a total not to exceed amount of $960,000 for the Initial Term and Extended Term. The Initial Term of the Agreement expires on June 30, 2026 ("Initial Term"); and WHEREAS, pursuant to Section 3.4 Term, the City and Contracting Party mutually agree to extend the term of the agreement for an additional two-year term from July 1, 2026 through June 30, 2028 ("Extended Term"); and WHEREAS, the City and Contracting Party mutually agree to amend Section 1.1 Scope of Services and related Exhibit A of the Agreement, as described in attached Exhibit A incorporated herein by this reference. NOW THEREFORE, in consideration of the mutual covenant herein contained, the parties agree as follows: AMENDMENT In consideration of the foregoing Recitals and the covenants and promises hereinafter contained, and for good and valuable consideration, the sufficiency and receipt of which are hereby acknowledged, the parties hereto agree as follows: 1. Section 1.1 Scope of Services is amended to read as follows: 1.1 Scope of Services. In Compliance with all terms and conditions of this Agreement, Contracting Party shall provide those services related to audio-visual services for the City's 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 performing similar services under similar circumstances. 2. "Exhibit A" — Scope of Services is amended as detailed in Exhibit A, attached to this Amendment No. 1, and incorporated herein by this reference. 3. Section 3.4 Term is amended to read as follows: 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 July 1, 2025, and terminate on June 30, 2026 ("Initial Term"). The City and Contracting Party mutually agree to extend the Term for two additional years from July 1, 2026 to June 30, 2028. This agreement may not be extended any further without approval of the La Quinta City Council. In all other respects, the original Agreement shall remain in effect. IN WITNESS WHEREOF, the City and Contracting Party have executed this Amendment No. 1 to the Agreement on the respective dates set forth below. CITY OF LA QUINTA a California municipal corporation ON McMILLEN, City Manager City of La Quinta, California Dated:,5 Z ATTEST: MONIKA RADEVA, City Clerk City of La Quinta, California APPROVED AS TO FORM: WILLIAM H. IHRKE, City Attorney City of La Quinta, California AKJOHNSTON Group, LLC. a CaliforniaA imited Liability Company KF AUSTIN Dated: STON, Founder Exhibit A Scope of Services Services to be Provided: Contracting Party shall provide and operate all necessary audio, visual, and lighting equipment for each City event as specified in the Project Schedule (Attachment 1), including but not limited to microphones (wired and wireless), speakers, monitors, audio mixers, projectors/screens, stage lighting, and staging as required. Contracting Party shall arrive on site a minimum of four (4) hours prior to event start for setup and testing, provide on -site technical support throughout the event, and handle all teardown and removal post -event. Contracting Party will participate in pre -event site visits as requested and ensure all equipment is fully functional, with backup solutions available for critical components. Audio and Visual Services to include: Equipment Provision • Sufficient microphones (wired and wireless handheld as needed for presenters, performers, and audience Q&A). • Adequate speakers and monitors to ensure clear sound coverage for the entire event area. • Audio mixers/sound boards to balance and control all audio sources. • Projectors and/or large screens/monitors for presentations, videos, or live feeds. • Stage setup (if required for specific events), including risers and stairs. • Stage and ambient lighting, including spotlights and colored lighting as needed for performances and presentations. • Video cameras for recording or live streaming, if applicable. • All necessary cables, connectors, power supplies, and backup equipment. Service Requirements • On -site AV technicians for setup, operation, troubleshooting, and teardown. • Pre -event site visit and technical assessment to confirm venue needs, test acoustics, and identify power and placement requirements. • Full system setup and comprehensive testing of all equipment prior to the event start. • Live technical support throughout the event to address any issues immediately. • Post -event teardown and removal of all AV equipment. Timing and Logistics • AV company must arrive no less than [typically 3-5 hours, or as specified based on event size] before the event start time to allow for setup, testing, and troubleshooting. • For larger or more complex events, setup may need to begin the day prior; specify the minimum lead time required. • Participation in pre -event rehearsals or run-throughs, if scheduled, to ensure all AV elements function as intended. General Provisions • The AV provider must ensure all equipment is in good working order and provide backup units for critical components (e.g., spare microphones, cables). • Compliance with all venue safety and electrical requirements. • Coordination with event staff regarding event schedule, cues, and any special requirements (e.g., accessibility needs like captioning). Video & Photography • Professional photography and video with post -production editing including B-Roll and interview shoots, stock music, stock video, graphics/FX, and professional voiceover for the Veterans Recognition Ceremony, Tree Lighting Ceremony, City Birthday, and one (1) Concert in the Park. Tentative Event Schedule The City of La Quinta provides the following tentative event schedule for AV services throughout the year. The annual event dates, times, and locations are subject to change due to unforeseen circumstances or scheduling needs. The City will communicate any changes to Contracting Party in advance and collaborate closely to confirm and secure key event dates, particularly for signature events such as Concerts in the Park. This approach ensures flexibility while maintaining clear coordination to support successful event execution. DATE EVENT LOCATION TIME August 26, 2027 Hunter Lopez Vigil Civic Center 7:OOpm — 8:00pm August 26, 2028 Campus September 11, 2027 9/11 Candlelight Civic Center 7:OOpm — 8:00pm September 11, 2028 Vigil Campus October 16 or 23, 2027 Fall Event La Quinta Park 5:OOpm — 9:OOpm October 15 or 22, 2028 November 11, 2027 Veterans City Hall 9:OOam — 11:00am November 11, 2028 Recognition Ceremony December 3, 2027 Tree Lighting Civic Center 6:OOpm — 8:00pm December 1, 2028 Ceremony Campus December TBD, 2027 IRONMAN SilverRock Park TBD December TBD, 2028 Triathlon February 2027 — Two Concerts in the SilverRock Park TBD Concerts TBD Dates Park February 2028 — Two Concerts TBD Dates March 2027 — Two Concerts Concerts in the SilverRock Park TBD TBD Dates Park March 2028 — Two Concerts TBD Dates April 24, 2027 La Quinta Birthday Civic Center 9:OOam — 12:OOpm April 29, 2028 Celebration Campus May 2027 — Two Concerts Concert in the Silverrock Park TBD TBD Dates Park May 2028 — Two Concerts TBD Dates TBD Dates — 2027 Social Media Various Various TBD Dates — 2028 Content Capture If the Agreement is extended in accordance with Section 3.4 Term of the Agreement, City and Contracting Party shall execute a written amendment that will identify the services to be provided by Contracting Party for the Extended Term.