HomeMy WebLinkAbout2026-28 Old Town La Quinta - Art on Main SponsorshipMEMORANDUM
CALIFORNIA -
DATE: May 21, 2026------------
TO: Jon McMillen, City Manager
FROM: Michael Calderon, Senior Management Analyst
RE: Old Town La Quinta - Art on Main Street Events Sponsorship
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
7 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 07/01 /2026 End Date 06/30/2028
❑ Amount of Agreement, Amendment, Change Order, etc.: $ 40,000
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: 05/22/2026
.❑
NOTE:
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. Yes Expires:
Requisition for a Purchase Order has been prepared (Agreements over $5,000)
Qar(v��,
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 261" day of May, 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 Old Town La Quinta, a California
Limited Liability Corporation with its principal place of business at 78100 Main Street #203, La Quinta, CA
("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 "B."
4. TERM. The term of this Agreement shall be from July 1, 2026, to June 30, 2028, 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 Twenty Thousand Dollars ($20,000) 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
2
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
CHRISTINA CALDERON
Community Services Deputy Director
Required for over $15,000:
jQN4000LLEN
City Manager
ATTEST:
MONIKA RADIEVA, 19ity Clerk
City of La Quinta, California
APPROVED AS TO FORM:
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
OLD TOWN LA QUINTA
a California Limited Liability Corporation
DocuSlgnedby:
ALL
eco onn»enrev�
KATY ABEL
Vice President
Marvin Investments, Inc
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 Employer's
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 claims, liabilities, (including liability related to
exposure to communicable diseases, illnesses, or
viruses), expenses or damages, including responsible
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
performance of 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 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 California.
7. Termination. The City 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 City 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 portions thereof which are
specified herein. Vendor shall not be entitled to
payment for unperformed services, and shall not be
entitled to damages or compensation for termination of
work. Vendor may terminate its obligation 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 rights or benefits to anyone other
than the City and the Vendor. The unenforceability,
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 Office, certified mail, return receipt
requested, postage prepaid, addressed to the parties
to the addresses set forth in the Agreement. Vendor
shall not assign, sublet, or transfer this Agreement or
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
CITY DUTIES
1) City agrees to pay the sponsorship fees for the promotion of the Art On Main (AOM) events
being held at Old Town La Quinta during the 2026-2028 season.
2) City currently owns the two unpaved lots located on Main Street, identified as Assessor
Parcel Numbers 770-123-011 and 770-124-010 and agrees to allow access to the portions
of the lots to accommodate overflow parking during AOM events, as depicted in
Attachment 2. In the event that the City no longer owns the lots at the time the AOM events
are held, Vendor shall seek permission for use of the lots from the current legal owner.
VENDOR DUTIES
1) Vendor agrees to secure media buys for all events as outlined on the request for
sponsorship (Attachment 1).
2) Vendor agrees to provide evidence of paid invoices and submit them to the City within 30
days of completion of the work.
EXHIBIT "C
COMPENSATION FOR SERVICES
Compensation for promotional sponsorship of the 2026-28 Old Town La Quinta Art on Main
Street season is not to exceed Twenty Thousand Dollars ($20,000) per fiscal year as outlined in
the AOMS Proposed Media Buy 2026-28 (Attachment 1).
Payments are to be made in two installments per fiscal year as follows:
1) $10,000 July 2026
2) $10,000 January 2027
3) $10,000 July 2027
4) $10,000 January 2028
If any of the scheduled events are cancelled, the second installment shall not exceed Ten
Thousand Dollars ($10,000) or the media buys paid for AOM events held, whichever is lesser.
Vendor is responsible for any amounts in excess of the sponsorship amount as outlined in this
exhibit.
C-1
ATTACHMENT 1
ART
ON MAIN STREET
OLD Tows L. QINra
Request for Sponsorship
Summary: Old Town La Quinta is planning seasonal Art on Main Street (AOMS) shows for 2026-
2027 and 2027-2028. The shows continue to be a community favorite and highlight of the
desert season attracting over 2,000 residents and visitors per show to La Quinta's Main Street.
Admission, live music, and parking are free, and the City of La Quinta is the show's Premier
Sponsor. We are both proud and grateful to note that with the City of La Quinta's support, Art
on Main Street will be celebrating its 11th year in 2026-2027!
AOMS continues to be a natural extension of Old Town's role in La Quinta as a timeless
architectural landmark and gathering place. La Quinta's Main Street stands as an enduring
location for the arts in La Quinta and is central to La Quinta's identity as a walkable village and
as an aesthetically inspired culture and arts destination.
Benefits of Sponsorship:
• The City's Premier Sponsorship is featured each season in approximately 2 million images,
mentions, and commercials on various marketing channels such as CBS, NBC, The Desert Sun,
The Gem, Desert Entertainer, Locale, Marker Broadcasting (local radio stations), OTLQ and
AOMS social media pages and email newsletters, social media collaboration with the City of La
Quinta, podcasts throughout the season, etc.
• An estimated 20,000 AOMS guests per season visiting La Quinta's Main Street and supporting
local artists and businesses.
• It is the only major show in Coachella Valley dedicated primarily to local artists reportedly
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generating 30 to 60% of their income.
• Sponsorship exposure and community benefits have unique advantages of running
throughout the season in La Quinta.
*Goodwill and community -building established through guest event participation and
community partnerships with the City of La Quinta, La Quinta Historical Society, La Quinta
Museum, Old Town Artisan Studios, Desert Recreation District, and cross promotion of events
with the Chamber and La Quinta Art Celebration.
9 Generates business license and sales tax revenue for the city.
Proposed 2026-2027 AOMS Dates: 10 Saturdays, 9:00 am to 3:00 pm
2026: November 28, December 12
2027: January 2 & 16 & 30, February 13 & 27, March 13 & 27, April 3*
Proposed 2027-2028 AOMS Dates: Saturdays, 9:00 a.m. to 3:00 p.m.
2027: November 20, December 4 & 18;
2028: January 8 & 22, February 5 & 19, March 11 & 25, April 1*
Request for Sponsorship: $40,000 Total
2026-2027: Requested Sponsorship - $20,000 Media buys
2027-2028: Requested City Sponsorship: $20,000 Media buys
2026-2027: OTLQ Estimated Direct Ad/Marketing Expenses: $16,000**
2027-2028: OTLQ Estimated Direct Ad/Marketing Expenses: $16,000**
2026-2027 & 2027-2028 Estimated Overall Expense per Show: $18,000-$22,000
(Variance based on possible show cancellations/reschedules & cost of supplies)
Sustainability & Sponsorship:
With eight to ten, 6-hour shows or 48-60 hours per season to generate enough income to
sustain AOMS, we continue to operate on an efficient financial margin. Show admission, parking
and artist applications remain free to make art accessible to the community. The City of La
Quinta's Premier Sponsorship remains critical to the show's sustainability.
There is, also, the intention to continue to increase our donations to our non-profit partner, the
La Quinta Historical Society in 2026-2028. At the close of the 2024-2025 season, in addition to
the donation to La Quinta Historical Society, a donation was also made to the Desert Recreation
District to help fund art programs in La Quinta.
Thank you for your consideration of support for the 2026-2027 & 2027-2028 seasons!
Katy Abel
katy@oldtownlaquinta.com
(760) 600-0758
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