2022-25 SCOPE Events - Paul Anderson Amendment 1 LQ Arts CelebrationMEMORANDUM
DATE: 2/10/2023
TO: Jon McMillen, City Manager
FROM: Michael Calderon, Community Resources Analyst
RE:
Scope Events, LLC. - Amendment No.1 - change the LQ Art Celebration dates to Nov.
19, 2023; and March 3, 2024
Please list the Contracting Party / Vendor Name, type of agreement to be executed, including 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 January 17, 2023 - Consent 6
City Manager's signing authority provided under the City's Purchasing Police
[Resolution No. 2019-021] for budget expenditures of $50,000 or less.
Department Director's or Manager's signing authority provided under the City's
Purchasing Policy [Resolution No. 2019-021] for budget expenditures of $15,000 and
$5,000, respectively, or less.
Bid
Sole Source
Procurement Method (one must apply):
RFP fl RFQ
L
3 written informal bids
Select Source U Cooperative Procurement
Requesting department shall check and attach the items below as appropriate:
Agreement payment will be charged to Account No.: Services In -Kind
Agreement term:
Start Date 1 /01 /2022 End Date 12/31/2025
Amount of Agreement, Amendment, Change Order, etc.: $103,000.00
REMINDER: Signing authorities listed above are applicable on the aggregate Agreement amount,
not individual Amendments or Change Orders!
Insurance certificates as required by the Agreement for Risk Manager approval
Approved by: on file in LF - MR confirmed Date: 2/13/2023
Bonds (originals) as required by the Agreement (Performance, Payment, etc.)
Conflict of Interest Form 700 Statement of Economic Interests from Consultant(s)
NOTE: Review the "Form 700 Disclosure for Consultants" guidance to determine if a Form 700 is
required pursuant FPPC regulation 18701(2)
Business License No. LIC-768328 Expires: 1 /31 /2024
Requisition for a Purchase Order has been prepared (Agreements over $5,000)
AMENDMENT NO. 1 TO AGREEMENT FOR CONTRACT SERVICES
WITH SCOPE EVENTS LLC.
This Amendment No. 1 ("Amendment 1") to Agreement for Contract
Services ("Agreement") is made and entered into as of the 10th day of
January, 2023, ("Effective Date") by and between the CITY OF LA QUINTA
("City"), a California municipal corporation and SCOPE Events LLC, a California
Limited Liability Company ("Contracting Party").
RECITALS
WHEREAS, on or about January 1, 2022, the City and Contracting Party
entered into an Agreement to provide services related to the organization and
production of the La Quinta Arts Celebration ("Event"), for a total not to
exceed amount of $103,000.00 per year for the life of the agreement. The
term of the Agreement expires on December 31, 2025 ("Initial Term"); and
WHEREAS, pursuant to Exhibit "A" Scope of Services, the City and
Contracting Party mutually agree to change the November 2023 Event date
to November 16th - 19th, 2023 and the March 2024 Event date to February
29t" - March 3rd;
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. Exhibit "A" Scope of Services is amended to read as follows:
Exhibit "A" - Scope of Services. The following are the dates for the Event:
2023
March 2 - 5, 2023
November 16 - 19, 2023
2024
February 29 - March 3, 2024
November 7 - 10, 2024
And
Set Up and Break Down: The Monday prior to the Event Start is Set Up and
the Monday after the Event is the end of Break Down. The following are the
dates for the Event Set Up and Break Down (the "Use Period")
2023
November 13 - 20, 2023
2024
February 26 - March 4, 2024
If Contracting Party elects to change dates for future Events, a written request
with the proposed date change must be submitted to the City no later than
ninety days (90) prior to the original event date. Date changes are subject to
City approval and may or may not be granted at City's discretion. City Manager
is authorized to approve event date changes for the remainder of the term of
the Agreement.
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
JOILLEN, City Manager
City of La Quinta, California
Dated:
7_i
SCOPE EVENTS
a LiLiability Company
Anderson, CEO
Scope Events LLLC.
Dated:
ATTEST:
MONIKA RADEVA, taty Clerk
City of La Quinta, California
APPROVED AS TO FORM:
a � q-20,13
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
CONSENT CALENDAR ITEM NO. 6
City of La Quinta
CITY COUNCIL MEETING: January 17, 2023
STAFF REPORT
AGENDA TITLE: APPROVE AMENDMENT NO. 1 TO AGREEMENT FOR
CONTRACT SERVICES WITH SCOPE EVENTS, LLC. TO CHANGE THE DATE OF
THE NOVEMBER 2023 AND MARCH 2024 LA QUINTA ART CELEBRATION
EVENTS
RECOMMENDATION
Approve Amendment No. 1 to Agreement for Contract Services with Scope
Events, LLC. to change the date of the November 2023 and March 2024 La
Quinta Art Celebration (LQAC) events; and authorize the City Manager to
execute the amendment.
EXECUTIVE SUMMARY
• On December 21, 2021, City Council awarded an Agreement for Contract
Services (Agreement) for the production of the LQAC events to Scope
Events, LLC.
• Scope Events produces two LQAC events per calendar year, historically
held in the months of March and November.
• Amendment No. 1 (Attachment 1) proposes to change the date of the
November 2023 LQAC event to November 16 - 19, and the March
2024 LQAC event to February 29 - March 3.
FISCAL IMPACT
None - Amendment No. 1 does not affect the Contract Sum of the Agreement.
BACKGROUND/ANALYSIS
LQAC is an award -winning fine arts and crafts event that takes place at Civic
Center Park. On December 21, 2021, the City Council awarded an Agreement
for the production of LQAC to Scope Events, LLC. Scope Events produces two
LQAC events per calendar year, historically held in March and November.
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At the request of Scope Events, LLC., Amendment No. 1 (Attachment 1) to
the Agreement proposes to change the following LQAC events:
• November 2023
✓ LQAC Event - November 16 - 19
✓ Set-up and break -down - November 13 - 20
• March 2024
✓ LQAC Event - February 29 - March 3
✓ Set-up and break -down - February 26 - March 4
ALTERNATIVES
Council may direct staff to explore other dates for Scope Events to host the
November 2023 and March 2024 LQAC.
Prepared by: Michael Calderon, Community Resources Analyst
Approved by: Christina Calderon, Community Resources Manager
Attachment: 1. Amendment No. 1
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