2018 LH Productions - Audio Visual Services for National Fitness Campaignta Qai tra
GEM ofrl a DESERT —
MEMORANDUM
TO: Chris Escobedo, Community Resources Director
FROM: ' Jaime Torres, Community Resources Management Analyst
DATE: October 09, 2018
RE: Audio Visual Services with LH Productions for the National Fitness
Campaign on October 20, 2018 for $1,342.80.
Attached for your signature IS A SHORT FORM SERVICES AGREEMENT FOR AUDIO VISUAL
SERVICES WITH LH PRODUCTIONS FOR THE NATIONAL FITNESS CAMPAIGN ON OCTOBER 20,
2018 FOR $1,342.80.
Please sign the attached agreement(s) and return to the City Clerk for processing and
distribution.
Reauestina department shall check and attach the items below as appropriate:
X Contract payments will be charged to account number:101-3003-60149
X Amount of Agreement, Amendment, Change Order, etc.: $1,342.80
NA A Conflict of Interest Form 700 Statement of Economic Interests from Consultant(s) is attached with
no reportable interests in LQ or _ reportable interests
NA A Conflict of Interest Form 700 Statement of Economic Interests is not required because this Consultant
does not meet the definition in FPPC regulation 18701(2).
Authority to execute this agreement is based uaon:
NA Approved by the City Council on
NA City Manager's signature authority provided under Resolution No. 2018-014 for budgeted expenditures
of $50,000 or less. This expenditure is $20,046.00 and authorized by Director
NA Initial to certify that 3 written informal bids or proposals were received and considered in selection
The followina required documents are attached to the agreement:
X Insurance certificates as required by the agreement (approved by Risk Manager on Ic �10- P gate)
NA Performance bonds as required by the agreement (originals)
X City of La Quinta Business License number LIC-0101046
NA A requisition for a Purchase Order has been prepared (amounts over $5,000)
X A copy of this Cover Memo has been emailed to Finance (Claudia)
Revised May 2017
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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 this 2 day of October, 2018,
("Effective Date") by and between the City of La Quinta, a Municipal Corporation and Charter
City organized under the Constitution and laws of the State of California with its principal place
of business at 78-495 Calle Tampico, La Quinta, CA ("City") and LH Productions, an audio visual
event production company with its principal place of business at 1453 Virginia Avenue, Suite E,
Baldwin Park, California 91706 ("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 October 19, 2018 to October 21, 2018,
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 One -Thousand Three -Hundred and Forty -Two Dollars and
Eighty Cents ($1,342.80) 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. 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 (above)
® Primary and Non -Contributory Endorsement
Automobile Liability:
® $1,000,000 combined single limit for bodily injury and property damage.
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
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
CHRISTINA CALDERON
Community Resources Manager
Rei iecQor over ;00O
CHRIS ESCOBEDO
Community Resources Director
APPROVED AS TO FORM:
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
LH PRODUCTIONS
:..
,J A a 0
LA AYETTE HIGHT
OWNER
ATTEST:
MONIKA RADE /A,Ci�y erk
City of La Quinta, Ca ' rnia
2
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.
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 7 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 7 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
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, 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
some in any United States Post Office, certified mail,
EXHIBIT "B"
SCOPE AND SCHEDULE OF SERVICES
Vendor shall install, operate, and remove audio visual equipment for the City's National Fitness
Campaign event scheduled on Saturday, October 20, 2018 from 9:00 a.m. to 10:00 a.m. at La
Quinta Park. Location of installment: 78468 Westward Ho Dr., La Quinta, CA 92253. Installation
may begin at 6:00 a.m. on Saturday, October 20, 2018. Please view the attached quote number
180912A.
s-1
LH PRODUCTIONS
Audio, Video, Lighting, Staging
www . L H -PRODUCTIONS. C om
infoL LH-PRODUCTIONS.com
P: 877.621.6845 • F:626.303.0407
PREPARED
Jaime Torres
FOR:
City of La Quinta
78495 Calle Tampico
La Quinta, CA 92253
Phone:
760-777-7014
Fax:
Email:
itorres@ia-quinta.org
QTY EQUIPMENT DESCRIPTION
PA SYSTEM FOR 1.500
4 Mackie SRM450 PA System Loudspeaker
4 Ultimate TS-88B Tripod Speaker Stand
1 Behringer 8-Channel Analog Mixing Console
1 QSCRMS4050HD, 4,000-Watt Audio Amplifier (Stage Monitors)
2 Sennheiser e835 Wired Microphone with Stand
2 UHF Wireless Microphone
1 Laptop Audio Patch
MISC
1 Honeywell, 7,500-Watt Gasoline Generator, Single -Phase
I Unleaded Fuel
I
QUOTE # 180912A
Prepared by Lafayette C. Hight Jr. on September 12, 2018
SHOW NAME:
National Fitness Campaign
Location:
La Quinta Park
78468 Westward Ho Dr.
La Quinta, Calif.
Date(s):
Saturday, October 20, 2018
Onsite Contact:
Delivery Time:
TBD
Ready to go:
TBD
Pickup Time:
TBD
STAGE
2 4' x 8' Stage Pieces, Black, Plywood Top (Final Size = 18' x 61)
8 Stage Legs, 24" Height
1 Lot Plywood Grass Pads
1 Block Step Unit
UNIT PRICE DAYS
$50.00
$8.00
$75.00
$50.00
$10.00
$75.00
$5.00
$200.00
$20.00
$65.00
$0.00
$0.00
$20.00
1
1
1
1
1
I
DISCOUNT
LINE TOTAL
$ 0.00
$ 200.00
$ 32.00
$ 75.00
$ 50.00
$ 20.00
($50.00)
$ 100.00
$ 5.00
$ 0.00
$ 0.00
($100.00)
$ 100.00
($0.00)
$ 20.00
$ 0.00
$ 0.00
$ 130.00
$ 0.00
$ 0.00
($0.00)
$ 20.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
QTY
i1
a
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
TOTAL DISCOUNT ($ 150.00)
EQUIPMENT SUBTOTAL
$752.00
SALES TAX (LA QUINTA - 8.75%)
$65.80
DELIVERY / PICKUP
$100.00
PERSONNEL DESCRIPTION 10-HOUR RATE OT HOURS DT HOURS DAYS
LINE TOTAL
Audio Engineer $400.00 1
$ 400.00
Audio Assist $250.00 .5
$ 125.00
$ 0.00
$ 0.00
$ 0.00
LABOR SUBTOTAL
$525.00
GRAND TOTAL $1,342.80
This quote is a good faith estimate is based upon the available information provided about the event, estimated labor and/or
equipment at the present time. Client's final bill will reflect actual time worked. When applicable, a day rate is based on a ten-
hour workday. If technicians work more than ten hours, the additional time will be billed at 1.5 times the contracted rate of
labor. More than 14 hours of work will be billed at 2 times the contracted rate of labor. To begin a new day rate, technicians
must have at least an eight -hour break between call times.
This estimate is good for 14 days from the date it was generated. Please call LH Productions with your questions at (877) 621-
6845. To confirm this order, please sign and fax to LH Productions at (626) 303-0407.
By signing, you are confirming this order and accepting the conditions put forth on this page and on the
rental agreement. For events at applicable venues, client is responsible for storage, union labor, electrical,
and convention fees, if any.
Signed: Date:
Print Name:
LH PRODUCTIONS
Main Office: 1453 Virginia Ave., Suite E • Baldwin Park, Calif. 91706
Mailing Address: PO Box 70485 ■ Pasadena, Calif. 91117
EXHIBIT "C"
COMPENSATION FOR SERVICES
One -Thousand Three -Hundred and Forty -Two Dollars and Eighty Cents ($1,342.80)
upon the successful completion of services at the National Fitness Campaign on
Saturday, October 20, 2018. Please see the attached invoice in Schedule B as reference.
B-1