AGR-7272 - VCI EVENT TECHNOLOGY INC - 3RD OF JULY EVENT AND TREE LIGHTING CEREMONY - 2021-20254,R-a.`7
ENTERTAINMENT SERVICES AGREEMENT
3rd of July Event and Tree Lighting Ceremony]
THIS ENTERTAINMENT SERVICES GREEMENT (the "Agreement") is made at
Orange, California, on this '1 day of ('o p X , 2021 (the"Effective Date")by and
between the CITY OF ORANGE, a municipal corporation ("City"), and VCI EVENT
TECHNOLOGY, INC., a California corporation ("Contractor"),who agree as follows:
1. Services.
a. Subject to the terms and conditions set forth in this Agreement, Contractor
shall, during the term of this Agreement, arrange for and provide to the reasonable satisfaction of
City the labor, materials, supplies and equipment described in Exhibit "A" attached hereto and
incorporated herein by this reference,to be used by City or its officers,employees,contractors and
agents in connection with: (a) City's fireworks display and related events to be held on July 3rd at
Grijalva Park (the "3`a of July Event") on the days and dates described in Exhibit "A"; and (b)
City's Annual Tree Lighting Ceremony and Candlelight Choir Procession event (the "Tree
Lighting Ceremony")to be held on the days and dates in early December at the Plaza,as described
in Exhibit"A". City reserves the right to change the dates and locations of these events. Contractor
shall be responsible for ensuring that the materials,supplies and equipment provided by Contractor
is in good working order and shall have a sufficient number of trained personnel available on site
continuously during the days and hours identified in Exhibit"A"to set up, operate and take down
the materials, supplies and equipment.
b. The services which are the subject of this Agreement are not in the usual
course of City's business and City relies on Contractor's representation that it is independently
engaged in the business of providing such services and is experienced in performing the work.
Contractor represents that it and all of its employees, agents and representatives are experienced
in performing the work and services and will follow the highest professional standards in
performance of the work and services. All materials, supplies, equipment and services provided
shall conform to all federal, state and local laws, rules and regulations and to the best professional
standards and practices. The terms and conditions set forth in this Agreement shall control over
any terms and conditions in any exhibit attached hereto to the contrary.
c. Emily Bustamante, Recreation Supervisor (the "Authorized City
Representative"), shall be the person to whom Contractor will report for the performance of
services hereunder. Unless and until otherwise notified in writing by City's Director of
Community Services (the "Director"), it is understood that Contractor's performance hereunder
shall be under the direction and supervision of the Authorized City Representative (or designee),
that Contractor shall coordinate its services hereunder with the Authorized City Representative to
the extent required by the Authorized City Representative, and that Contractor's performance
required hereunder shall be performed to the satisfaction of the Authorized City Representative
and the Director.
d. In addition to the work and services to be performed by Contractor for the
events named herein, the parties recognize that additional audio, sound, lighting and electrical
work and services may be required from time to time by City for other City events during the term
of this Agreement. In anticipation of such contingencies, the Director may authorize, in her sole
and absolute discretion,such additional work and services as she deems necessary and appropriate
and to reimburse Contractor for its costs incurred in the performance of any such additional work
or services in accordance with a cost estimate or proposal submitted by Contractor to City and
approved by the Director. Contractor agrees to perform only that additional work or those services
that are specifically requested and authorized by the Director from time to time. Such additional
work or services authorized by the Director shall be completed in such sequence as to assure their
completion as expeditiously as is consistent with professional skill and with a cost estimate or
proposal submitted to and approved by the Director prior to the commencement of such additional
work or services.
2. Term of A reement. Unless extended as provided herein or terminated sooner
pursuant to the terms of this Agreement,the parties acknowledge that the term of this Agreement
will commence with the December 2021 Tree Lighting Event and end with the 2025 3rd of July
Event. Contractor understands that funding for each event is contingent upon the City Council's
approval of an annual budget and appropriation of funds for the event. If the City Council fails to
approve and appropriate funds sufficient to pay the amount of compensation set forth herein for
any event, then this Agreement shall terminate and be of no further force and effect as to that
particular event; provided that Contractor shall be paid for all work completed pursuant to the
terms of this Agreement.
3. Compensation. The total not-to-exceed amount for the term of the Agreement
shall be FOUR HUNDRED FIFTY-TWO THOUSAND FIVE HUNDRED EIGHTY-NINE
DOLLARS AND 68/00. ($452,589.68) As scheduled work and services are completed for the
2021 Tree Lighting Event and all other events provided for herein, Contractor shall submit to City
its invoice for the services completed for each event, following completion of each event, at the
amounts specified in Exhibit"B", attached hereto and incorporated herein by this reference.
4. Pavment. City will pay Contractor the amount invoiced for each event, which are
scheduled for the following days and dates:
a. Tree Li hting Ceremony
Days and Dates:Sunday, December 5, 2021
Sunday,December 4, 2022
Sunday, December 3, 2023
Sunday, December 8,2024
Tree Lighting 2021: Contractor shall submit to City an invoice for one-half of the
yearly fee for services as soon as it receives an executed copy of Original Agreement. Contractor
shall submit a separate invoice for the balance of the yearly fee, and any authorized costs, which
shall be payable by City within thirty(30)days following the successful performance of the audio
visual services for Tree Lighting 2021.
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Tree Lighting 2022,2023,2024: Contractor shall submit to City an invoice for one-
half of the yearly fee for audiovisual services ninety(90) days prior to event date, which shall be
payable by City by September 30 of each year. Contractor shall submit a separate invoice for the
balance of the yearly fee, and any authorized costs, which shall be payable by City within thirty
30)days following the successful performance of the audio visual services for that year.
b. 31d of Julv Event
Days and Dates:Sunday, July 3, 2022
Monday, July 3, 2023
Wednesday, July 3,2024
Thursday, July 3,2025
3ia of July Events(2022-2025): Contractor shall submit to City an invoice for one-
half of the yearly fee for audio visual services by March 1 which shall be payable by City by March
31 of each year. Contractor shall submit a separate invoice for the balance of the yearly fee, and
any authorized costs, which shall be payable by City within thirty (30) days following the
successful performance of the audio visual services for that year.
5. Change Orders. No payment for extra services caused by a change in the scope
or complexity of work, or for any other reason, shall be made unless and until such extra services
and a price therefor have been previously authorized in writing and approved by City as an
amendment to this Agreement. The amendment shall set forth the changes of work, extension of
time for preparation and adjustment of the fee to be paid by City to Contractor.
6. Cancellation of Events and LiQuidated Damages. City has the right to
unilaterally cancel a particular Event prior to the scheduled date by giving Contractor written
notice of cancellation.If notice of cancellation is given to Contractor more than 90 days in advance
of the scheduled date, there will be no payment for liquidated damages. If notice of cancellation
is given to Contractor 90 or fewer days in advance of the scheduled date,City shall pay Contractor,
as liquidated damages, the following percentages of the compensation set forth in Exhibit"B."
1) 50% if cancellation occurs 30 to 90 days prior to the Evenf date,
2) 75% if cancellation occurs 15 to 29 days prior to the Event date,
3) 100% if cancellation occurs 28 or fewer days prior to the Event date.
7. Licenses. Contractor represents that it and any subcontractors it may engage,
possess any and all licenses which are required under state or federal law to perform the work
contemplated by this Agreement and that Contractor and subcontractors shall maintain all
appropriate licenses, including a City of Orange business license, at its cost, during the
performance of this Agreement.
8. Independent Contractor. At all times during the term of this Agreement,
Contractor shall be an independent contractor and not an employee of City. City shall have the
right to control Contractor only insofar as the result of Contractor's services rendered pursuant to
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this Agreement. City shall not have the right to control the means by which Contractor
accomplishes services rendered pursuant to this Agreement. Contractor shall, at its sole cost and
expense, furnish all facilities, materials and equipment which may be required for furnishing
services pursuant to this Agreement. Contractor shall be solely responsible for, and shall
indemnify, defend and save City harmless from all matters relating to the payment of its
subcontractors,agents and employees,including compliance with social security,withholding and
all other wages, salaries, benefits, taxes, exactions, and regulations of any nature whatsoever.
Contractor acknowledges that Contractor and any subcontractors, agents or employees employed
by Contractor shall not,under any circumstances, be considered employees of City, and that they
shall not be entitled to any of the benefits or rights afforded employees of City, including,but not
limited to,sick leave,vacation leave,holiday pay,Public Employees' Retirement System benefits,
or health, life, dental, long-term disability or workers'compensation insurance benefits.
9. Contractor Not Agent. Except as City may specify in writing, Contractor shall
have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an
agent. Contractor shall have no authority, express or implied, to bind City to any obligation
whatsoever.
10. Assignment or Subcontractins: No assignment or subcontracting by Contractor
of any part of this Agreement or of funds to be received under this Agreement shall be of any force
or effect unless the assignment has the prior written approval of City. City may terminate this
Agreement rather than accept any proposed assignment or subcontracting. Such assignment or
subcontracting may be approved by the City Manager or designee.
11. Time Is of the Essence. Time is of the essence in this Agreement. Contractor shall
do all things necessary arid incidental to the prosecution of Contractor's work.
12. Eaual Emplovment Opportunity. During the performance of this Agreement,
Contractor agrees as follows:
a. Contractor shall not discriminate against any employee or applicant for
employment because of race, color,religion, sex,national origin,mental or physical disability, or
any other basis prohibited by applicable law. Contractor shall ensure that applicants are employed,
and that employees are treated during employment, without regard to their race, color, religion,
sex,national origin,mental or physical disability, or any other basis prohibited by applicable law.
Such actions shall include,but not be limited to the following: employment,upgrading,demotion
or transfer,recruitment or recruitment advertising,layoff or termination,rates of pay or other forms
of compensation and selection for training, including apprenticeship. Contractor agrees to post in
conspicuous places, available to employees and applicants for employment, a notice setting forth
provisions of this non-discrimination clause.
b. Contractor shall, in all solicitations and advertisements for employees
placed by, or on behalf of Contractor, state that all qualified applicants will receive consideration
for employment without regard to race, color, religion, sex, national origin, mental or physical
disability, or any other basis prohibited by applicable law.
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c. Contractor shall cause the foregoing paragraphs(a)and(b)to be inserted in
all subcontracts for any work covered by this Agreement, provided that the foregoing provisions
shall not apply to subcontracts for standard commercial supplies or raw materials.
13. Conflicts of Interest. Contractor agrees that it shall not make, participate in the
making, or in any way attempt to use its position as a Contractor to influence any decision of City
in which Contractor knows or has reason to know that Contractor, its officers, partners, or
employees have a fmancial interest as defined in Section 87103 of the Government Code.
14. Indemnitv.
a. To the fullest extent permitted by law, Contractor agrees to indemnify,
defend and hold City, its City Council and each member thereof, and the officers, officials, agents
and employees of City(collectively the"Indemnitees") entirely harmless from all liability arising
out of:
1) Any and all claims under workers' compensation acts and other
employee benefit acts with respect to Contractor's employees or Contractor's subcontractor's
employees arising out of Contractor's work under this Agreement, including any and all claims
under any law pertaining to Contractor or its employees' status as an independent contractor and
any and all claims under Labor Code section 1720 related to the payment of prevailing wages for
public works projects; and
2) Any claim, loss, injury to or death of persons or damage to property
caused by any act, neglect, default, or omission other than a professional act or omission of
Contractor, or person, firm or corporation employed by Contractor, either directly or by
independent contract, including all damages due to loss or theft sustained by any person, firm or
corporation including the Indemnitees, or any of them, arising out of, or in any way connected
with the work or services which are the subject of this Agreement, including injury or damage
either'on or off City's property; but not for any loss, injury, death or damage caused by the active
negligence or willful misconduct of City. Contractor, at its own expense, cost and risk, shall
indemnify any and all claims, actions, suits or other proceedings that may be brought or instituted
against the Indemnitees on any such claim or liability covered by this subparagraph, and shall pay
or satisfy any judgment that may be rendered against the Indemnitees, or any of them, in any
action, suit or other proceedings as a result of coverage under this subparagraph.
b. Except for the Indemnitees, the indemnifications provided in this
Agreement shall not be construed to extend any third party indemnification rights of any kind to
any person or entity which is not a signatory to this Agreement.
c. The indemnities set forth in this section shall survive any closing,
rescission, or termination of this Agreement, and shall continue to be binding and in full force and
effect in perpetuity with respect to Contractor and its successors.
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15. Insurance. Prior to the commencement of performance of any work under this
Agreement, Contractor shall procure and maintain in full force and effect during the term of this
Agreement, at no cost or expense to City,insurance of the types set forth below and on such terms
and in such amounts as set forth below. Any umbrella liability insurance that is provided as part
of the general or automobile liability minimums set forth herein shall be maintained for the
duration of the Agreement.
a. Workers compensation insurance as required by law for the protection of its
employees during the progress of the work. Contractor understands that it is an independent
contractor and not entitled to any worker's compensation benefits under any City program.
b. Comprehensive general liability insurance or commercial general liability
insurance written on an occurrence basis providing for a combined single limit of no less than One
Million Dollars ($1,000,000)per occurrence for bodily injury, death and property damage.
c. Automotive liability insurance on a comprehensive form covering all
owned, non-owned and hired automobiles providing for a combined single limit of no less than
One Million Dollars ($1,000,000) for bodily injury, death and property damage.
d. Each policy of general liability and automotive liability shall provide that
City, its officers, agents, and employees are declared to be additional insureds under the terms of
the policy, but only with respect to the work performed by Contractor under this Agreement. A
policy endorsement to that effect shall be provided to City along with the certificate(s) of
insurance. In lieu of an endorsement, City will accept a copy of the policy(ies) which evidences
that City is an additional insured as a contracting party.
e. Contractor shall assume full responsibility for maintaining insurance on or
otherwise assuming risk to all equipment under the responsibility and/or control of Contractor.
Contractor will determine its own needs in procurement of insurance to cover liabilities other than
as stated above. City will not defend nor indemnify Contractor should it be sued for any reason.
No representation is made that the minimum insurance requirements of this Agreement are
sufficient to cover the obligations of Contractor under this Agreement.
f.The insurance policies maintained by Contractor shall be primary insurance
and no insurance held or owned by City shall be called upon to cover any loss under the policy.
g. Before Contractor performs any work or prepares or delivers any materials,
Contractor shall furnish certificates of insurance and endorsements, as required by City,
evidencing the aforementioned minimum insurance coverages on forms acceptable to City,which
shall provide that the insurance in force will not be canceled or allowed to lapse without at least
ten(10)days' prior written notice to City.
h. Contractor agrees that in the event of loss due to any of the perils for which
it has agreed to provide insurance, Contractor shall look solely to its insurance for recovery.
Contractor hereby grants and assigns to City,on behalf of any insurer providing insurance to either
Contractor or to City with respect to the services of Contractor herein, a waiver of any right to
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subrogation which any such insurer of said Contractor may acquire against City by virtue of the
payment of any loss under such insurance.
i.Contractor shall include all subcontractors, if any, as insureds under its
policies or shall,furnish separate certificates and endorsements for each subcontractor to City for
review and approval. All coverages for subcontractors shall be subject to all of the requirements
stated herein.
16. Termination. City, acting through its City Manager or designee, may terminate
this Agreement for any reason by giving Contractor five (5) days' written notice of intent to
ternunate. Upon receipt of notice, Contractor shall immediately cease work, unless the notice
provides otherwise. Should City terminate this Agreement, City shall pay Contractor for services
satisfactorily provided and all allowable reimbursements incurred to the date of ternunation in
compliance with this Agreement, unless such termination shall be for cause, in which event City
may withhold any disputed compensation. City shall not be liable for any claim of lost profits.
17. Audit of Records. In accordance with generally accepted accounting principles,
Contractor shall maintain reasonably full and complete records of the cost of and completion of
services performed under this Agreement. During the term of this Agreement and for a period of
two years after termination or completion of this Agreement, City shall have the right to inspect
and/or audit Contractor's records pertaining to the performance of this Agreement at Contractor's
office. Contractor agrees to make available all records for inspection or audit at its offices during
normal business hours and upon 3 days' notice from City.
18. Comuliance with all Laws/Immigration Laws.
a. Contractor shall be knowledgeable of and comply with all local, state and
federal laws which may apply to the performance of this Agreement.
b. Contractor represents and warrants that Contractor:
1) Has complied and shall at all times during the term of this
Agreement comply, in all respects, with all immigration laws, regulations, statutes, rules, codes,
and orders, including, without limitation, the Inunigration Reform and Control Act of 1986
IRCA); and
2) Has not and will not knowingly employ any individual to perform
services under this Agreement who is ineligible to work in the United States or under the terms of
this Agreement; and
3) Has properly maintained, and shall at all times during the term of
this Agreement properly maintain, all related employment documentation records including,
without limitation, the completion and maintenance of the Form I-9 for each of Contractor's
employees; and
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4) Has responded, and shall at all times during the term of this
Agreement respond, in a timely fashion to any government inspection requests relating to
immigration law compliance andlor Form I-9 compliance and/or worksite enforcement by the
Department of Homeland Security, the Department of Labor, or the Social Security
Administration.
c. Contractor shall require all subcontractors to make the same representations
and warranties as set forth in Subsection b.
d. Contractor shall, upon request of City, provide a list of all employees
working under this Agreement and shall provide,to the reasonable satisfaction of City,verification
that all such employees are eligible to work in the United States. All costs associated with such
verification shall be borne by Contractor. Once such request has been made, Contractor may not
change employees working under this Agreement without written notice to City, accompanied by
the verification required herein for such employees.
e. Contractor shall require all subcontractors to make the same verification as
set forth in Subsection d.
f.If Contractor or subcontractor knowingly employs an employee providing
work under this Agreement who is not authorized to work in the United States, and/or fails to
follow federal laws to determine the status of such employee,that shall constitute a material breach
of this Agreement and may be cause for immediate termination of this Agreement by City.
g. Contractor agrees to indemnify and hold City, its officials, and employees
harmless for, of and from any loss, including but not limited to fines, penalties and corrective
measures, City may sustain by reason of Contractor's failure to comply with said laws, rules and
regulations in connection with the performance of this Agreement.
19. Governing Law and Venue. This Agreement shall be construed in accordance
with and governed by the laws of the State of California and Contractor agrees to submit to the
jurisdiction of California courts. Venue for any dispute arising under this Agreement shall be in
Orange County, California.
20. Integration. This Agreement constitutes the entire agreement of the parties. No
other agreement,oral or written,pertaining to the work to be performed under this Agreement shall
be of any force or effect unless it is in writing and signed by both parties. Any work performed
which is inconsistent with or in violation .of the provisions of this Agreement shall not be
compensated.
21. Notice. Except as otherwise provided herein, all notices required under this
Agreement shall be in writing and delivered personally, by e-mail, or by first class U.S. mail,
postage prepaid, to each party at the address listed below. Either party may change the notice
address by notifying the other party in writing. Notices shall be deemed received upon receipt of
same or within three(3) days of deposit in the U.S. Mail, whichever is earlier. Notices sent by e-
mail shall be deemed received on the date of the e-mail transmission.
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CONTRACTOR" CITY"
VCI Event Technology, Inc.City of Orange
1261 S. Simpson Circle 230 E. Chapman Avenue
Anaheim, CA 92806 Orange, CA 92866-1591
Attention: Kirk Rhinehart Attn: Emily Bustamante
Telephone: 714-772-2002 Telephone: 714-744-5599
Email: krhinehart@vcievents.com Email: ebustamante@cityoforange.org
22. Counterparts. This Agreement may be executed in one or more counterparts,each
of which shall be deemed an original, but all of which together shall constitute one and the same
instrument. Signatures transmitted via facsimile and electronic mail shall have the same effect as
original signatures.
Remainder of page intentionally left blank; signatures on next page]
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IN WITNESS of this Agreement, the parties have entered into this Agreement as of the
year and day first above written.
CONTRACTOR" CITY"
VCI EVENT TECHNOLOGY, INC., a CITY OF ORANG , a municipal c rporation
California corporation
By. — By.
Printed Name: 'P- Y.Q,'ii'" Mar A. Murphy, Mayor
Title: '-2S C U•
By:
Printed Name:
Title: ATTEST:
Pamela Coleman, City Clerk
APPROVED AS TO FORM:
Mary Bi ' , Senior Assist t ity Attorney
NOTE: The City requires the following signature(s)on behalf of the Contractor:
1)the Chairman of the Board,the President or a Vice President,AND(2)the Secretary,
the Chief Financial Officer, the Treasurer, an Assistant Secretary or an Assistant
Treasurer. If only one corporate officer exists or one corporate officer holds more than
one corporate office,please so indicate. OR
The corporate officer named in a corporate resolution as authorized to enter into this
Agreemen A copy of the corporate resolution, certified by the Secretary close in time
to the execution of the Agreement,must be provided to the City.
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EXHIBIT "A"
SCOPE OF SERVICES
Beneath this sheet.]
Exhibit A
Page 1 of 29: :
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CITY OF ORANGE
COMMUNITY SERVICES DEPARTMENT W1NW.CIt/Of01'aflge:Org PHONE: (714)7447274 FAXf(7141744-7251
REQUEST FOR PROPOSAL
AUDIO VISUAL SERVICES
COMMUNITY SERNICES DEPARTMENT
230.E., Chapman Ave.
Ora nge,CA 92866 .
714) 744-7.274
e 21;.2021Date•]un
The documents.contained in this Request for Froposal (RFP).document are considered to. be the
invitation and not the full final representation of the.documents needed to submit a. successful
response.to the:b'id or proposal described herein.
Interested bidders:should subscribe to receive.bid updates and notifications Via the City's website .
at https://www.cityoforanae.org%Bids.aspx?CatID=17-(two=step: verification. required), as well as
emailing CommServBids@cityoforange.org to be added.to the contact list for this specific bidder's
list in order to.receive emailed updates of any revised/additional information and addenda:
It is the responsibility of the interested bidder to r.equest being added to.the bidder's list and to
check the.website frequently to look for any.additional updates..
REQIJEST.TYPE: Audio Visual Services. .
Location Addcesses: See site locations within this RFP
Contact Neme: Rachael Gomez, Recreation Supervisor
Offce #: 714-744-5556 office) .
E-Mail Address: raomez@cityoforange.or.g
com mservbids@cityofora nge.orq.
DESCRIPTION' OF REQUEST: The City of Orange, a Municipal Corporation, is requesting
proposals from qualified contractors to provide.all materials; tools and equipment and to furnish all
of the.personnel necessary to provide.timely set up,.operation and take.down.of the audio, lighting;
stages, and electrical.equipment for the City's .two annual. special events: .(1) the 3 d of July
Celebration and (2) the l°ree Lighting Ceremony and Candlelight Choir Procession:
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Exhibit A
Page 2 of 29
GENERAL PROVISIONS:
1. The City reserves the right to .negotiate with the selected contractor-for the ability to
provide additional like services for other miscellaneous events that occur throughout
the term of the confract:
2. By submitting a proposal for this. RFP, the contractor acknowledges fhat the venue
for either. event is subject to change at the City's discretion: A submitted proposal by
the contractor is an acknowledgement and acceptance of the City's right to negotiate .
additional fees incurred by the ,contractor to accommodate the venue change.
Additional fees may include additional equipment and staffing.
3. An optional walk-through of the Orange.Rlaza (intersection of Glassell and Chapman)
and Grijalva at Santia o Creek Park 368' N. Pr.os ect.St. .Orange, CA, 92869) has
been scheduled for onda ]une 28 2021 a t 10:0 a,m e If you would like to
attend the walk-through; please. RSVP by ;Thursday, =June. 24, 2021 to
raomezCa cityoforange.org and commservbids@cityoforange:org All contractors
participating in the job walk must provide their own transportation. The site tour. is
not mandatory, but is highly encouraged for any contractor. not already familiar witli
the event locations. ..
4; The: contractor shall carry valid insurance, which meets all City of Orange insurance .
requirements as outlined in Attachment:l:
5. All v.ehicles used by the contractor are to be identified with door signs (approx. 20"
x 16", magnetic sign.is acceptable) or equivalent with .the contractor's _name and
phone num6er. These need to be visible from both sides of said vehicle.
6. Uniforms: All .of contractor's employees shall wear. appr.opriate uniforms at all times
while on duty. Uniforms,must have the contractor's,n,ame.
7. Back4round%Securit All personnel .engaged in performance of this work shall be
employees, of the contractor and as such shall .be warranted to possess sufficient
experience and security records to perform this:work.
8. The terms of the contract will be four-years (4), commencing September 1, 2021
and terminating July 31, 2025.
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Exhibit A
Page 3 of 29
SCOPE OF WORK—Treeliqhtina Ceremonv &Candleliaht Choir Procession
EVENT DETAILS AND REQUIREMENTS
Venue
1. Outdoors in Old Towne Orange Plaza Area, intersection of Chapman Avenue and
Glassell Street
a) Staging is in Northeast Quadrant
b) Crowd of 8,000 people with 1,600 spectators.seated in chairs dispersed in the
Northeast Quadrant, as well as around Plaza Park and adjoining spoke streets.
c) 350-voice adult_choir, 100-voice kids choi.r, 60 piece orchestra, hand bell choir,
soloists, and single voice narrator
Acfual Event Dates: City of Orange reserves the r'ight to modify dates as necessary (wifh
60 day notice):
Sunday, December 5, 2021
Sunday, December 4, 2022
Sunday, December 3, 2023
Sunday, December 8, 2024
Set-uu and Breakdown
1. Provide and play pre-recorded holiday music (provided by contractor) from 3:30 p.m: to
5:30 p.m.
2. Preparation and perforrnance for kids choir from approximately 5:15 p.m. to 5:30 p.m.
3: ,Main show with choir and orchestra begins at 5:30 p.m. and ends at approximately 7:00
4. Sm.et-up the generator. and provide barriers around it. Installation of generators must.be
grounded; inspected, and approved per. Building Department specifications (#4 ground
wire and 2 grounding rods required (approx. 9 foot rods grounded at 6 feet):
a.. Provide one generator (supports vendors and lighting to the ,
b/eachers/performing area).
b.. Generator should not exceed 55 decibels at 25 ft.
c. Provide three (3) distros to distribute power to bleachers, sound and yendor
area:
d...Based on the number of booths (number var.ies pe event, per year) contracfor
to run cable and quad boxes.directly behind each booth along with cable ramps
to cover the cords.
i: See Exhibit B for specifications for generators and equipment for fhis
event.
5. Contractor may begin set-up as early as 3:00 a.m. on the day of the event in Plaza Park
Entire Plaza closure begins at 3:00 a.m. Sunday morning)
6. Set-up must be complete and operational for so.und check/rehearsal by 2:00 p.m. on
the day of event.
7. Breakdown may start at the conclusion of the event;which is approximately 7:30 p.m:
and must conclude by 10:00 p.m. the same day of the event.
Reauirements
1. Meet with City staff and Music Director at least two times prior to event.
2. Provide all necessary materials, supplies, and equipment for staging, audio, lighting and
electrical needs.
3. Provide all staffing for set-up, production, and breakdown of staging, audio, lighting and
electrical.
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i
Exhibit A
Page 4 f
ontractor must be present at event venue for sound the entire duration of the event
including set=up, sound check, rehearsal, program, and clean-up.
5. Contractor must have the audio and lighting system operational on the day of the event
by 2 p.m:
6. Allow and assist with the installation of stage backdrop and decorations provided by the
City, from back dimensions.of lighting truss.
7: In the case of rain, and the event is relocated, the contractor rnust remain available to
provide personnel to assist with.technical support.
SCOPE OF WORK- 3RD OF 7ULY CELEBRATION
EVENT DETAILS AND REQUIREMENTS
Venue
1. Grijalva at Santiago Creek Park 368 North Prospect Street Orange, CA 92869
2. On.field seating as well as with musical program and fireworks
3: Family friendly activities
4.. Approximately 10,000 people of all ages will be in, attendance
Actual.Event Dates:.City;of Orange reserves the right to modify dates as necessary (with
60-day notice).
Sunday, 7uly 3, 2022
MondaY, July 3, 2023
Wednesda.Y, July 3, 2024 .
Thursday, 7uly 3, 2025
Set-Up and Break Down
1. ARRIVAL/SET-UP: Arrive as early as 6:00 a.m. July 1st, with materials and .begin
set-up. Set-up.must 6e complete.and operational by 2:00 p.m. July 2"a.
2. BREAKDQWN: ]uly 3 d. beginning at approximately 9:30 p.m. Break down must be
complete by 1:30 a.m., July 4tn. .
3. Set up the generators and provide barriers around.them. Installation of generators .
must be grounded, inspected and approved per Building Department specifications
4 ground wire and 2 grounding rods required (approx. 9 foot rods grounded at 6
feet).
a. Proyide three generators for stage and vendors.
b. Generators should not exceed 68 decibels at 25 ft.
c. Based on the number of booths (number varies per event, per yea
requesting contractor run cable and quad boxes directly behind each booth
along with cable ramps to coyer the cords.
i. See Exhibit C for specifications for generators and equipment for this
event.
Reauirements
1. Meet with City staff and event Musical Director at least two times prior to event to
discuss event logistics and conduct a site walk through; the dates for each year are
to be determined.
2. City of Orange field standards (specifically entry on/ofF the field and the use of
underlinement).
3. Provide, install, and remove all necessary materials, supplies, and equipment
required to protect and maintain the field standards.
4
Exhibit A
Page 5 of 29
d. Additional : sound amulifcation eauiument mav be needed 111
addition to items listed on Exhibit C. Please urouose eauiament
outions as oart of ur000sal uacket. Clarification on this item will be
urovided at the iob walk.
b.: Cost for additional amulification eauiument should be included on
Exhibit D (which will be submitted in a separate sealed envelope.
4. Provide all necessary materials; supplies, and equipment for staging, audio, lighting,
and:electrical needs of the event. All equipment must meet the safety standards of
the Orange:Fire. Department.
5. Provide all necessary.staffing for set-up and breakdown of staging, audio, lighting.
and electrical. Be present at event venue July 2:from 8:00 a.m. — 10:30 p.m. for
sound. check and. dress rehearsal and July 3 from 8:00 a.m: — no later than 1:30
a.m: July.4.
6. Ensure.the :audio and lighting system is operational on July 2, from 2:00 p.m.-10:00
p.m. and Jul.y 3; from.1:00 p.m:-10:OO:p.m.
7: Provide.the same audio.technician=on July 2, from 2:U0 p.m.-10:00. p.m. and July
3, from i:00 p:m:-10:00 p.m. for all sound checks, dress rehearsals, and program.
8. Provide and operate two studio cameras on July 2, from 6:00 p.m.-9:00 p.m. and
July 3 from 4:00 p.m:-9:30 p.m.
9: Allow and.assist with the installation of stage backdrop and decorations.provided by
the City, from back dimensions of lighting truss..
FACILITY REQUIREMENTS&STANDARDS
Vehicles
1. No veliicles, other.than specialized cleaning vehicles, or service vehicles equipped
with pneumatic tires should be allowed onto the field.
2. Care must be taken when driving any motorized unit on the field.
3. 1111e:also recommend no steering as the friction from the tires can cause burning of
the twrf unless the vehicle is in motion.
4. Driving slowly is always recommended.
5. Pa:lette jacks are permitted on the plywood on top of field:
Mobilization of Event Eauiument
1. Transportatioh/equipment may not be driven or placed directly on the Field without
any protection/underlinement: Once the protection is present the following rules
aPP X
a) No sharp turns.
b) Drive slowly on the protection at all times.
c) At the entrance and the exit of field, plywood must be placed.
d) If plywood is used, it must be cover.ed with material to avoid splinters.
e) Under no circumstances should spikes or anchors for guide wires be installed
into the field:
fi Stage legs must. be equipped with wood discs or stage legs placed on wood
squares to protect the field.
Field Event Protection
This eyent requires protection for a heavy-duty event. Heavy Duty Events (more than 45
PS)•
1. Field Protection. Systems for Heavy Duty Bearing Events
a) Heavy duty vinyl tarps
b) One or two layers of plywood (3/4"to 1"thick)
5 • .
Exhibit A
Page 6 of 29
c) Heavy duty prefabricated rigid floor systems where required; available on the
market now with other in the deyeloprnent stages; i.e.Terraplast
Field Event Eauiument.
1. Dolly:.or systems,to transport equipment
2: Care.should.be faken when removing protection systems so as not.to damage.the
field
3. Vinyl tarps:should be.removed:in such a way as.not to.leave, any.debris.on the field .
4. . It.is recommended that heavy vehicle tr.afFc be r.estricted to paths having adequate
field protection systems
5: Large forklifts should also circulate on adequate field proteetion (2 layers of.
plywood or 1.layer of prefabricated.rigid tiles.on_yinyl tarps) : :
6. .In; an event a: hea du remforced vin I tar should be _ laced on the.field Y Y' tY. y p p
before.:applying the field protection. system: . This will. insure. that the field is
protected from,liquids, foreign object, and wood splinters.
7: Layers of:plywood should be installed in a stagger.ed pattern to reduce damage at
the joints and:optimize load distribution. .
8. Plywood protection is provided and does not :need to. be. ineluded in the cost
proposal.
SPECIAL INSTRUCTIONS:
The.contractor is to.include within this RFP the following:
1,. Exhibit A (Proposal Cover Form).
2: Exhibit:B (Tree Lighting Ceremorny &:Candlelight.Choir Procession Equipment and
Supplies):
3:: Exhibit C(3 d of July Celebration Equipment:&-Supplies) . :.
a) Equipment options:for additio.nal:amplified sound.
4... Contractor's Proposal which includes:
a) A letter:that includes.the contractor's legal name,.location, and phone number
signed 6y an individual who.is.authorized to contractually.bind the contractor.
b). Name and title of individual .to whom correspondence should be directed
during the selection process. .
c) Contractor's history and qualifications; including num.ber of y,ears of.
experience, providing audio, lighting; staging and electrical services for large
public events for.cities, counties; or other:governmental agencies similar. to
those described in this RFP.
d) Qualifications of.key lead team members and support staff for the two events
described in this RFP.
e) A proposed :work schedule including number of personnel on each event crew
and timeline for completing the set-up. execution and tear down of each
event.
Number of crew perForming critical .functions who are employees of the -
contractor versus subcontracted employees.
g). Provide a brief description of three (3) events for which the contractor has
provided a comparable or similar service that demonstrates relevant
experience during the past fve (5) years. Include dates of performances,
yenue.type and name, specific sei vices provided, and number of attendees. .
The City reserves the right.to reject any contractor who they believe does not
6
Exhibit A .
Page 7 of 29 _
meet qualifying work experience qualifications, or does not provide
satisfactory references.
h NOTE: Pro osals are not to exceed 15 a es.in len th.
5. XH I BIT D Rro os I Cost Form must be s[abmi ed in a se arate sealed enu l e.
Failing to follow this instruction will result irr disqualification:
SELECTION CRITERIA:
Fiscal responsibility is a priority for the City; however, the evaluation of proposals will not
be limited to price alone.
The successfuf proposal will demonstr.ate experience _in providing .services as described
within this RFP. While the experience and resources of tlie successful .contracfor are
important, it, is critical that the field supervisor proposed for over.all authority. at _these
events have extensive relevant experience and capability.
The following criteria shall be used in selecting the contractor ultimately chosen for this
contract:
A. Contractor experience and staff qualifications of the specific individuals who will work
on these events. Also, experience of any sub-contractors.working on these events,
B. Demonstrated. record of success by the contractor on work previously performed for
tHe City and/or other municipalities or government agencies.
C. The contractor's responsiveness to the overall request for information within this RFP:
Based on the information submitted,.the.Selection Committee will rnake a final choice. The
successful contractor will execute an agreement with the City of Orange for services as
described within this RFP. An interview may be required with the top scoring contractors.
The City of. Orange reserves the right fo negotiate cost of work.within the Request for
Proposal.
The following criteria shall be applied to each submittal:
The City reserves the right to revise this RFP prior to the date the ,proposals are due.
Revisions to the RFP will be sent to all known participants. The City reserves the right to
procure or contract for.work. All proposals su6mitted in response to this RFP become the
property of the City and are public record.
The City reserves the right to delay or. cancel, in part or in its entirety, this RFP including,
but not limited to: selection schedule, submittal date, and submittal requirements.
All known participants shall be notifed of any cancellation.or revisions prior to.the submittal
date. The City also reserves the right to request additional information and clarifications
regarding any proposals received.
Exhibit A
Page 8 of 29
It is understood that:
1. The contractor represents and warrants that it has thoroughly investigated and
considered the scope of services and.fully understands the difficulties and restrictions in
performing;the work.
2. The contractor represents that it is experienced in performing the work and will follow
professional standards in performance of the work. All services provided shall confor.m
to.all federal, state and local laws, rules and regulations and to the best professional
standards and practices.
ADDITIONAL INSTRUCTIONS:
1. The City reserves.tlie.right to reject at any time. any or all proposals, or parts thereof;
and to waive any yariances, technicalities and informalities, which do not impair the
quality, or execution of the events.
2. The City reserves the right to reject any contractor who,they feel does not meet a
qualifying work experience or satisfying references.
3. Once a proposal is opened, a contractor is otherwise expected to maintain an.availability .
of service as set forth in its proposal for the City's annual 3rd of July Celebration and .
the Tree Lighting Ceremony and Candlelight Choir Procession, typically held on the 1st
Sunday of December unless otherwise noted. Any bidder may withdraw its proposal by
written request at any time prior to the time set for the opening of proposals.by
contacting Emily Bustamante at omezCa cityoforange.org and
CommServBidsCa cityoforange.org. Questions m.ust be sent to both. email addresses.
4. Contractor shall not be allowed to take advantage of any errors in or omissions from the .
RFP:. Full instructions will be given if such error or omission is_discovered and .timely
called to the atEention of the City..
5. Nothing contained in this RFP shall create any contractual relationship between the
contractor and the City. The City accepts no financial .responsibility for costs incurred
by any contractor regarding this RFP.
6: All .responses to this RFP accepted by the City shall become the exclusive property of
the City. Upon opening, all proposals accepted by the City shall become a matter of
public record and shall be regarded as public, with the exception of those elements of
each proposal which are identifed by the contractor as business or trade secrets and
plainly marked as "trade secret", "confidential" or "proprietary". Each element of a
proposal, which a contractor desires not to be considered a .public record must be
clearly marked as set forth above, and any blanket statement, (i.e., regarding entire
pages, documents, or other non-specific designations) shall not be sufficient and shall
not bind the City in any way whatsoever. If disclosure is required under the California
Public Records Act or otherwise by law (despite the proposer's request for
confidentiality), the City shall not in any way be liable or responsible for the disclosure
of any such records or part thereof.
s
Exhibit A
Page 9 of 29
7. Deadline to submit questions regarding this RFP are due by Tuesday,7uly 7,
2021 at 2:00 p.m. All questions,should be submitted via email to Rachael
Gomez at momez@citvoforanae.org and Natalie Favela at
commservbids@citvoforan e4 .or. Do not:contact any other City employee or official
regarding this RFP.
8. If any contractor contemplating the submittal of a proposal, in response to this RFP is in
doubt as to the true meaning of any part of this RFP, they may su6mit a written request
through e=mail for an interpretation or correction thereof, by the questions deadline..
Any interpretation or_correction of any part of this RFP will be made only by addendum,
Copies of such addendum vuill be e-mailed to those persons who have signed up to
receive correspondence about this RFP. by emailing commservbids@cityoforange.org..
PROPOSAL SUBMISSION:
Proposals must-be received on Thursday,.7uly 15, 2021 by 2:00 P.M. at the City .of .
Orange Community Services .Office (230 E: Chapman Ave., Orange, . CA. 92866)..
Responses may. be sent via U.S. Mail, .or delivered personally to the above address.
Provide response to the above REQUEST FOR PROPOSAL and return all pages of the
Request :for Proposal,.addendum (if applicable), and references. Please provide three
copies. of proposal packets (one original and two initialed copies are: acceptable). Three ,.
copies of Exhibit D=Proposal Cost Sheet should be submitted separately in a sealed
envelope: :
Proposal bundle must be labelled appropriately:
AUDIO:VISUAL SERVICES
Attn: Rachael Gomez
The City.reserves the right to reject any and all Proposals and any item on items therein;
and to waive any non=conformity of Proposals with this Request for Proposal, whether of
a technical or substantive nature, as the interest of the City may require. Any submittal
questions can be directed to Natalie Favela at commservbids@cityoforange.org.
TIME LINE (APPROXIMATE):
1. ]ob Walk June 28, 2021 at 10:00 a.m.
2. Deadline for questions regarding RFP:July 7, 2021 at 2:00 p.m.
3. Proposals due: July 15, 2021 at 2:00 p.m.
4. Interview (if necessary): . August 4-5, 2021 (if needed)
5. Presentation to City Council: September 2021
6. Notice to Proceed: TBD
9
Exhibit A
Page 10 of29
Attachment 1:.5ample Liabilit Insurance
Contractor shall procure and,maintain for the duration of this Agreement insurance against claims .
for injuries to persons or damages to property which may ari:se from or in connection with the
performance,of the work hereunder and the results of that work by the contractor, his agents,
representatives,:employees or sub-contractors.
Coverage shall be at:least as.broad:as:-
1. Insurance Services Office Commercial General Liability coverage (occurrence Form CG 00 01).
2. Insurance.Services.0ffice Form Number CA .00 01 covering AuYomobile Liability, code 1 (any.
auto).
3. Workers' Compensation insurance as:required.by the State of California.and Employer's Liability
Insuranee.. .
Contractor shall maintain limits no less than:
1: General Ciability: 2,000,000: per occurr.ence,for bodily injury,.personaf
inj ury and property damage If
Commercial General Liability insurance or
other form with a general aggregate,limit. . .
sed, either.the general aggregate limitisu
shall apply separately to this
project/location or_ the general aggregate
limit shall be twice the required occurrence
limit:
2: Automobile Liability: . $1,000,000 per accident for bodily injury and properly
damage.
3: Workers'.Compensation:As required by:the State of California.
4. .Employer's Ciability:. 1,000;000, per accident for bodily-injury or disease. .
Any deductibles or self-insured retentions.must be declared to and approved by the City. At the
option of the. City,. either: the insurer.:shell reduce or eliminate such deductibles or self-insured
retentions as respects the City; it offcers, ofFicials and employees• or the Contractor shall provide a
fnancial guarantee satisfactory to tlie . City guaranteeing. payment of losses and related
investigations;claim.administration; and defense expenses..
Each policy of.general .liabili,ty and automotive liability insurance shall contain, or be endorsed to
contain, the following;provisions:
1, The.City, its offcers, offcials, agents,and employees are to.be covered as additional
insureds with respect to liability arising out.of automobiles owned, leased, hired or
borrowed by or on behalf of the Contractor; and with respect to liability arising out of
work or operations performed by or on behalf of the Contractor, including materials,
parts or,equipment furnished in connection with such work or operations. General
Liability,coverage shall be, provided in the form of an Additional Insured Endorsement,
or such: other form as may be acceptable to the City, to.the Contractor's insurance
io
Exhibit A
Page 11 of 29 ..
policy,or as a separate owner's policy. , .
2. For any claims .related to this project;.the Contractor's insurance coverage shall be primary
insurance as respects the City, its ofFcers; officials and employees.. Any.insurance.or self-insurance
maintained by the City, its officers; offcials. and employees shall be:excess of the.Contractor's
insurance and shall not contribute with it.
3. .Each insurance.policy required.by.this clause shall be.endorsed. to state that coverage shall not
be canceled,by either party, except after thirty (30) days'.prior written notice has 6een provided to .
th,e City
The .Contractor shalf fucnish the City. with. original .certifcates of. insurance and endorsements
effecting coverage.required by this clause: The endorsements should.be on forms accepfable to
City:. .Alf certifcates_and endorsements are to be received and approved by the City before.work
commences: However; failure to do .so shell not .operate .as a. waiver of these insurance
requirements.. The Ciry reserves the right to: require complete, .certi.fied copies :of all requ'ired
insurance policies, including:endorsements.effecting the coverage-required by these specifications
at any time.
All insurence procured and maihtained by the Contractor shall be issued by insurers admitted to .
conduct the pertinent line of insurance business in .the State of California.and haVing e rating of. _ .
Grade A or better and Class VII or better by the.latest edition of Best's Key Rating Guide:
Contractor :shall immediately noti.fy. the City if_ any. reguired, insurance lapses or is.otherwise
modifi.ed and cease perFormance of this Agreement unless otherwise directed by the City. In such
a case; the City:may procure insurance or.self-insure the risk and charge Contractor for such costs
and any.and all darnages resulting-therefrom; by way of set-off from any sums owed ContracEor.
ContracEor. Hereby agrees:to waive subrogation, which any insurer of the Contractor may acquire,
from the Confractor by.virtue of fHe payment .of any loss. The Contractor agrees to obtain any
endorsement that.may be necessary to effect this waiver of subrogation.
The Workers`Compensation policy shall be:endorsed with,a.waiver of subrogation in favor of the
Gity for all work performed by the Contcactor,.its employees,,agents:and_subcontractors.
The Contractor shall require and verify that all subcontractors maintain.insurance:meeting all of the
requirements stated herein.
11
Exhibit A
Page 12 of 29
AV Services: EXHIBIT A
CbNTRALTOR RROPOSAL CO ER SHEET.
CITY OF ORANGE
Community Services Department
Contractor Name: .VCI Event.Teehnology
Dba: . _ VCI Event.Technology
Contact Person: .Kirk Rhinehart
Address:. 1261 .S..Simpson Circle,.Anaheim, CA 92806 . .
Phone:: 714) 772 2002.
Email Address:krhinehart@vcievents:com
Contractor: .VCI Event Tec.hnology;.Kirk Rhinehart
I
signature: Date: l 3l`f
12
EXn b ta REQUEST FOR PROPOSAL
Page 13 of.29 ,
AUDIO VISUAL SERVICES
t+,''"r,,
C' O
Pp"rr,. .
C rs'
ticF.'°Ric.,°%,
O(j y:G'
Dear Racfiael, .
First ctnd foremos#; t.hank .you for the opportunity to participate.in the city's RFP -
process.
It has been .our. p easure the. be, a p.art.of #he Cify of O.range's "Fourth of July
Fireworks Event" and. "Annual Tree Lighting Ceremony". ov.er the.years.. OuC .
hope:is-.thaf we will continue this partnership f.or many more to.come:
J •Ttie,followin information in cludes the requested mat.eria.l,.per fhe RFP.
Thank you again and have an excellent day!
Kindest cegards;
Kirk Rhineha t
President & CEO, i
VCi:Eve'nt Technology
1:261 South Simpson Cirefe :
Anaheim, CA 9280b .
NT .EVEVCTECHNOLOGY.
LEARfV ABOUT VCI E IE(T TECHNOLOGY'S COMf'Af Y HISTORY.
I' \/ EVEN7
4.. TECHNOLOGV
Exhibit A
Page 15 of 29
Our ompany story
Founded in 1993, VCI Event Technology has established itself
as a premier meetings. and special events partner of audio,
video, lighting, staging; LED and projection technology to
event producers, agenc,'ies, motion picture studios:and major
corporate clients alike.
Proud to be located in Anaheim, CA. We are thankful to
h.a e gr.own from a regional audio-visual supplier to a
lob.al multidisci line roduction, partner.g P . p ..
VYe`re a team of eYent archifects,
engineers and solution experfs who are
dedicated fo making your goals our
goals. We help o.ur.customers create
exciting and memorable event
experiences that inspire their a,udiences
worldwide.
VCI has travel.ed #he world to
deliver impac#fu1 eve:nts on behalf
of many of our cus#omers. There is no
event location fihat is beyond our
reach.
I
Headgudrtered in Anaheim,
CA an.d serve regiondl,
national and international
event markets:
Celebrating over 25 years as
a turn-key staging and
pr.oduction solution to
agencies, producers; TDs and
corporate events teams: .
a. .
We staff clos e to
25 full-time employees
ancl
290+ freelancers
nationally.
We are a founding mem.ber of
the R$N (Rental ancl Stag,ing
Network) and the AV Alliance.
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Our mission is to provide exceptional
event solu#ions through innovative technologies
and trusted professionals. Our eollaborative s.pirif, cre.ative vision and
behind-the-scenes technical support all come together to make
your production= small, medium or complex—an experience to
remember.
The show, as they say, must go on. That's why we're in the business to
make every show come to life exactly as you envisioned it—frori the
dazzling impact of dra.matic lighting to sovl=stirring sou,nd and
breathtaking special effeets.
LEARN ABOUT VCI EVEPVT TECHNOLOGY'S SUCCESS STORIES.
Exhibit A
Page 19 of 29
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General Session
Project'Management
CHALLENGE..
Anime: Expo is an pnnual celebration of Japanese pop .
culture and brings to.get.her fans and industry leaders for 5
da.ys. This visually dynamic even:t utilizes a consfantly
changing general .sessio.n st.ag.e. Challenge.d with growing :to
over 1 OO,Q00 attendees; the event's production cornpany
SPJA) was looking for ne.w technical.solutions fhat would
support fheir ever-growing creative needs::
SOLUTION
For their Ge.neral Session that seated 3400 people;VCl designed and operat.ed a
dynamic. set which included a 50' wide. LED sereen flanked with two 12'x21 ' projection
scr.eens, 6 LED columns, an HD switch package; three Hp camera chains; HD remote
cameras, HD records, Barco E2 switcher and concert audio system w'ith a JBL VTX25
line array. The Iighting plot included 60 conventional fixtures and 76 Movers.
This event also included 20 breakouts that varied in size and technical needs:
VCI managed all technical design and support for this eyent.
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Attendees Cighting Fixtu es ft. Projection Surface Breakouts
Exhibit A
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Ingram.Micro; the global leader in #echnolo.gy and
supply chain services, hosted its largest show of the
year in Nas.hville. Because tliis .event is attended by bo#h
business. owners:and globaf partners; Ingrarn Micro w.as
looking for ways fo grow fhe `"wow" #actor and leave a
lasting impression on over 2;000 attendees. .
SOLUTIO:N
VCI partnered with Ingram Micro's presenfation and te.chnical produc#ioh
team to design, build and exec.ute their largest generdl session:lNith a dozen.
20,000 ANSI lumen HD projectors distributed on..25Q0' of fiber optics_and projected -:
on dual 50' widescreen: projectio:n surfaces,.the sfage design allo ived:for an
immersive-expe- rience covering .140-degree sightline.. In addition, 16'. .high s#age
sef pieces and 62' wide scrim provided-.a vibrdnt and dynamic backdrop where
presentations.and cus- tom anima#ions were displayed. All was ca.ptured with a
three camera HD switching:system ancl .magnified on the projection surfaces.
The audio system design allow:ed for concert quality.audio througliout without any
9i htline obstructions. of the various set pieces.& projection surfaces.32:various
lighting insfru.ments on. 500' of fruss helped higfiliglit tfie natural room archifecture
providing cin imrnersiv_e=theatre like en.vironment..
o:oo z :ao
Attendees HD Proj'ectors ft.Rrojection Surface ft.of Fiber Opfics.
Exhibit A
Page,21 of29
AV Solutions,
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ProJection i
Staffing :
i Lighting
CHALLENGE
The Arf of VR was unique 2-day event.held atSotheby`s.
in. New.York that#ea#ured the latesf.in virtual reality in a
small and intimate.sefting. The event inclucled,live virtual
reality, world premiere_experiences and interactive museum
events.
With an intimate .crowd:of ,100, the ehallenge was to create d
memora.ble experience for a group of.tech savVy industry leaders,
S.OLUTION . .:
VCI supported ecich of.fhe 40+ virtual r.edlity and augmenfed reality exhibitors across 3:
exhibition floors: The:tea.m executed the.general s.ession.audio, dual projection, lighting,
yideQ playback and event staffing. Included was a panel discussion, multiple presen#er.s
and live:demonstrations._VCl deployed mul#iple.video solut'ions inclu:din.g an i.mmersi e
Absen 2:9mm.curvec! and serpentined LED displays.
1C 0 4C+ 3 220
AttendeQs Virtua.l Reality Stations Exhibit Floors CED Tiles
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Brad Johnson
S:EhlI R P JECT: MAIVA ER AtdD PRINIARY P'I.NT' OF .C.C31`1CT
Brad has been with VCI for over 15 years and working in production and stagi.ng for
over 25 years. He brings energy; enthusia5m and an unmatched professionalism to
every e.vent he.mdnages,
He has lield key positions at PSAV and Rhoto & Sound. This is where he first
developed his projec# management skills supporting clienfs.such as CES, Infiriity
Dealers, AT&Tand Boei.ng: With a degree in Visual Arts from University of California,
San Diego, he brings a strong sense of professional design to every project. This
allows hirn to work intirriately with clients to develop highly creative conceptual
designs.
Fun Fcic#; Early in .his career; Brad was a medical photogr.apher.
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K rk Rhinehart r
PR'SIbE.N7 CEO
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Witfi nearly 40 years of.experience in live broacicdst engineering, Kirk
bririgs a people=oriented approach when building complex technic.al solutions.
Wis enthusiasm for fhe industry along with consistent delivery of technical excellence
gives clients of VCI peace of mind that flieir event is in good fiands.
Nis career started with a position at #he Broadcast Equipment Rental Company in Hollywood.
As a fiefd engineer, he wo,rked with a wide range of clients. From there he moved into a role
as Vice President of Operafions and Engineering at Bexel Corpo ation where he helped the
company grow to be the largest vicleo rental company in tfie worlcl. At Bexel he nof only
built a highly qualifiecl fechriical team but also stayecl hands=on py executing over three
huridreel produetions. From Bexel he moved into a role as Vice Presidenf of Erigineering and
Operations at Videocam a.nd then on fo doing consulting work for 12 years. He rejoined the
VCI tearn in 20.18.
Kirk's passion for tfiis indusfry is contagious. His team is dedicated to understanding the
client's needs first and ffien.cleveloping technical solutions to meet ffiose. neecls:
Fun Fact: Kick's first job in the television industry was at the age of 16 when he served as a
Production Assistarit on an Australian versiori of an Arnerican game show.
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Exhibit A
Page 25 of 29 S
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Jeff Webb
p.lRECT.O R OF CIIENT SE.R1/1C:E
Jeff 1Nebb is a.n Account Execufive.at VCI Event Tech.nology. He,is responsible for
establishing and maintaining business relationshipswith.senior corporate evenf
m:anagers with fhe desired godl of providing the absolufe besf servi.ce and
consulta:tion possible.
Jeff served in the U.S. Air Force for seven years before joining the events industry
with a well-known produetion company in Las Vegas. lt was there he :discovered
that his passion was working direc#ly._wifh clien#s. Since .then; he h.as spent 20 plus.
years honing his account mdnagement and customer relations skills throughout the
AV Staging, Integration, Rental, and Hospitably industry.
Fun Fact: Having grown up in Louisiana, he doesn_'t.need fo redd the sub=titles on the
History Chann.el's "Swamp Feople", most of fhe .time,
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Exhibit.A .
Page,26 of 29
I
LatiorTimellne. .
3rd.of July. .
Celebration ' .. .2022 .. : . . _ - 2023 . . . - - 2044 . . . . . . . . .. 2025.
t Pr eci Mana er-3 da s t Pro ect Man er-3 da's ' 1 .Pro'ecl Mena e•3 db s I Pro ect Mana er-3 d s
I Proection(sl VdeaEn tneer-3tla s I Proectionist VtleoEn ineer.3tla s 1 Rroecflonist vdeoEnaineer-3do s 1 Pr"ectionlsl V1deoEnBineer=3da
I. A1-Audio En ineer3da s ' F Al-Audio Enaineer=3da s - 1 Al-Autllo En ineer-3do s . I A I-Audio En ineer=3da s
1 Li hlin Drceclor-3dd s I Li htin D'vectar-3 da s I LI htin D'ueclor-3do s I LI htin D'xectoc-3d s. . -
POSff10 5
Cameia.0 r61or=2 da s t Comera O erotor-2 da s_ I Comera O rotor-2 da s I Comero O rator-2 da s
I Camera O r61or-1 do ' I Carriera O roior-1 da ' . . ' 1 Camera O rolor-t da ' .. - I Camera O ralor-I da
I A V Technidan-2 da s - .- 1 A/V Technk9an-2 da's ' . 1 A iechntGon,2 tla s ' 1 A-V Technicfan=2 da s
2 Ulilil -3'tlo s.- - . . . . 2 UtIGt-3da s ' ' . . . . 2 Utilil '-3d6 s. . . . . . Q Utillt.-3 do s .
7 ulifi(.-2do s -. .. . . : . 7 utilil -2iia s ' 7 utirl •2da s . : .. . . 7 utilil. 2,da-s . . . . . .
1 Ulilil -I dd . .. ' : . - . I Utilif -i tl ' . .. . ' .. ' I UffGt-1 do . .. . ' I Ulilil ,I da .
ef U Date• ' , - .. " . . . : . ' . 7 L 2022 ' .. . ' ' .7.t 2023. . . . ' 7 1 20 7 1 4025 . .
ear pown Date. ' . . ' . .. ' ' ' ..7 3 2042 ' ' . . . ' ...y 3 2023 .7 3 202 7 3 202
Tree.llghling 8' .
CandeligM Choir
Processlon•
2022,. .4023. . 2024 - 4025
I Proecl Mana ei-I do ' ' . . . 1 Proecl Manoqer-I do ,. . .. 1 Proecf Mario er-9'da . . . t'Proecl Nlana eT-I da
I AI-Audio En Ineer=1 da 1 Al-Audio En ineer-I da' - - - 1 ,A1-Au o En ineer'-1 da ' I AI-Aud(o En ineer-1 da
2 A2'-Avdio Eri ineer-I da ' . 2 A2-Autlio Enqineer•1 do' - 2 A2-Audia En ineer=i da ' 2 A2-A dio Ennineer-1 da' '
Posffionf 1 Liabfin D'vedor-I da . 1 Li Min DBeetor-1 da ' 1 LI htin Director-1 da 1 Lf htin .D'aecfoa-1 cJa
1 Masle[Eledrician-1 do ' ' t MasleY Eiecfricfon-I da ' 1 Masfer Electdcfon-I'da ' ' I Master Elacfrtciom-1 do •
1.L2•Li htin En ineer-id .1 .L2-Li htinoEoaineer-l da 1 L2-LI htin En ineer-ld6 1 L?-Lt htin Enaineer-Ida
3 UfiGl •'I do ,' . . - .. . .. . . 3 Utflit -.1 da . . .. , . " U ilit =I da .. 3 Utifit•1 da' . - - .. • 3
SeIU Dale . . ' " .1451041 ' .. ' : " ' .. 124.20 . . . 7232023. . . . . . . 148202 ' '
Tear pown Dafe . ' .. . . . .. . . 72 5 1DY1. . - . - . , . ., .12 4 40 . : . . 12 3 2023 . . 12 8 2024
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rad Johnson
1261 South Simpson Circle
Anaheim, California
92806
714.520.4908
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biohnsonCvcievents.com
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Exhibit A
Page,28 of 29
Contractor: VCI Event Technology AV Services: EXHIBIT B,
TREE LIGHTING`CEREMONY& G4NDLELIGHT CHQIR PR.OCESSION-EQUIPMENT AND SUPPLIES
The list below indicates.the equipment that has,been used in the_past and sets,a ininimum standard for:the
Tree L.ighting Ceremony&Candlelight Choir Frocession. Piease check:boz A for. each ifem if you can provide the.
ezact equipment listed. Rlease eheck box B if you are able to provide eomparable equipment or accomplisli the
same service leyel in,an alternate rrianner. All equipment must be.at.or,above the g ade/leVel of tlie suggesfed
equipment listed.Attach a separate:page to_include additional notes or clarifications on equipment.
r udio E. ui ment J • ? Li htin ':Sta e,E ui ment. Continued , A !B
1 i'Yamaha`P.Mw5D 56Gfi Digital;Mix'ing. 8 Elation Design LED Par Zoom• OBWLED RGB Die
Console, -Cast Par w.10 to 60 De ree Zoom
I_1; : !Yariiatia:PM'-SD,.Rower•S'u I 4. Penn L-21.Stand
1' CBI,500,'AOx8`S litter Box; . 4 Truss-12"x10'
i 1 CBI 50p;.40x8,S lilter`Snake_ 2 Truss Tools
1 .Whirlwindt32 Line;Audio`Snake;300'.2' Truss-12'x2'
32ch:300'Audio.Snake
2, Whirlwindi50i"f3° air'Subsnake- 4: Soco ex EDISON Fan 0ut
2 Hotwi`re 1 2x4'SU'snake. 6 Soco exSta e Pin Fan.Out
6,. ' .J.BC:VRX 9321A S eaker;w am :[aek. ' 4 Soco ex Sta e Pin Fan In
8 ;JBL UT4887 8"Line;Arra rCabinet - 2 Soco ex Two Fer
2= _. JBLVT9867 Shott Cine Ar;ra,•Fr,am'e 8" . Soco ex 100'
10 , Renkus{8"two wa 16 ohm s eaker 5 . .Soco ex 50'
6. .Ultimate T588•EAUV,S eaker.Sfand 2 DMX 150'Cable
2, JBL VRX'91'8S Subwoofer'w/am ,stand' 2- DMX 10'Cable
1 ' Vertec.:VT 4887 Am,phRack 1 Stage Skirt
4='.Grown IT9QQOIiD
1-NeEwork Swifch
1--Motion Labs Power•Distro
1 ,`,URX i4mp,Rack 1 . Steeldeck Platform for'stage
2-QSC PG6A11 a,mplifiers Stage Dimensions-12'wide,8'deep,3'
1`-Asliley,Crqssover Black drape
i 1=Custom AC Cable
1-.SC.PL2T8;a"m lifier"
1 ;Audio Play.backRack 1 3-9 ft Aluminum Stai.r yMmiDisc`Flayer/Reco der
DuaI;CD P..Ia er•Insfant.tre I.:
1:. ;:Band;Mic Packa e 1 Sta e Ste s Railin Facka e
1 - !.Mic,Stand Packa e _ iMiscellaneousiE uiment A , B
1 'Orchestre,Mic Paekage J 1 Camlock Cable,#2 banded 200'
35 mdiv.iduaPand rou rmics.
4 ;Stiure ULX4D:D'wal'VVireless;Receiver 1. plstro Box-L2130 5 W(re Twist
2;Hand.Held Mie 12)L21/30 Connectors,(A)Edison
2:Belt Paak,w%:INL 185 Lav Connectors Cam Loo Throu h
1 ' ; 5tiure ULX4D UA-8.,47USTU'Direc[ional 25 Cable CrossoverYellow&Orange
Antenna w%•1 mic.stand. Additional 21 comi w Generator
4; I Gerne ST=24 5upe Tower L'ift, 24'650 Ib J i Camlock Cable,#,2 banded 100'
S eaker.Towers
Li'°h'tiin iSta e Eu mernt A''B: 1 Camlbck Cable #2 banded 50'
1. , ETC'x ress Li ht'in""Board`. 18 Cable.Crossover Black and Blue
1 ETC29;GIiannek:D-.immer.w loo throu h 1 Soco ex Distro
4: ETC Soucce,4.19de 'Leko, ' 4 Cable Crossover Hea Du .
2' ' ETGSource 4.-26de :Leko, 1 Generator Package:(1)1400 Amp ToEal
6, EfC_'Souree.4T14deg L•eko 466 Amps.per line . .
120/208 VAC .
4. Source 4'Pattern Holder 6 round 175 kw
3 Phase
8 ETC.Soucee..4 PARNeI 60Hz
PARNeI.LighE Cam lock connections
Sound level not to exceed 55 dba at25 feet
cable ramPs :
I' . - Groundin rods.cable clam
1 AC Package
8-100',8-50';8-25',12-10'
15 Power Stri s 10 Cube ta s.
Addifional items.may include but are not lim'ited to batteries, Black Gaff Tape,Wh'ite Board Tape, Black,E-Tape Trick Line,
and Ligliting Gel-Sheet.
13
Exhibit A
Page 29 of 29
VCI Event TechnologyContractor: AV Services::EXHIBIT.C
3iRO,OFJUGYCELEBRATION=EQUIPMENTAND SUPPLIES
Tlie list below intlicates ftie equipment fhat has been used_in the past and sets a minimum standard for the 3^of]uly
Celebration..Please check box A for each item if you can provide the exact equipment listed. Pl.ease cfieck:box B if you.are
able to prov,ide compar.able equipment or accomplish the same serv'ice level in an alternate manner.:411 equipment must be,
a.t or above the grade/level of the.suggested equipment listed, Attach a separate page to include additional notes or
clari cations;on equipment. ..
ProjE"ctf'o Eq ipmen_ A B ' # Audio Eguipment`(Gont:)` A B# Lighting/,Staging- Equipment A'B'
i Cont: `
2 Fariasonic 10;QOp_Lumeri pLP%IiD 10 Mic Baorri Arm,Long Boom arin 6:.. :Genie ST-24 Super_Tower Lift;24'
Pro ecto 6501b
I:2' 'P,anasonlc 5:0=8:0i`1.Zoom Lens SO' Micro hone.Stand•Ad'ustable 4 Som x Sta e Pin_Ean 0ut
2 Projector PlatForm'4W x 4D;z 6H1 '4 Shure Beta 87A Mic Condense-Vocal 1 Staye 40'W X 28'D X 3'M J . .r w 6 blacksskirh
2 Sereenwo ks 12 x 16 Truss 1 Crest 9001 Amplifier i East Field Equipment A I B •f'rame-,Kit _ _
2 ' "Scregnworks i-2 x 16,'Front,- 1 Vertec VT-4886 Amp Rack 3' ' ]BL EON l0 Self Powered 5peaker.
Fabric;Seamless, ' 3-Crown:If12000HD
Seamless Surtace. 1-Crown IT9000HDI[#(
iGidea EquiPm`
1-Mo onrL bs Power Dlstro ,
4 Par Bar•Black. ,
r:P !Screenpro;II HD%SDhSwitcher`w/ 1 qearcom PSU1S 4 .: .Penn L-21 Stand :
I Expanded 0utput Cerd;.i`neludes
i twoi29 LCD?Mondor,
i HRMI4toYDVI'SO:ff.cable 4 Clearcom headset dual muff i Miscellaneous.,E"ui ment . A I B
1 Tascam Dual DVR;Radi,- - i Audlo Playback Rack 1- . :,Distro Box=L6%30
2=Tascam,D1/DO1U'DVD . Denon 2600 w/DBX i66 200 amp 3 phase. l
Play,ers Interface to.Clearcom to fireworks 12-20:amp 110V Grcu(tr
1'-Boland 3x5'7riple LCD Ceft Ch Cues To Clearcom R(ght Ch 4-3.0 amp:220V rcuits
Monitor. . " Musioto Malns 2 Male,Camlock.Turnaround
C Ga1ne"'ra E—ui ment A9 B 5 Clearcom headset box sin le ch 6, Safe .Gable.
2 'Sony,sDXC D50WS Cameral '' 4 Whirlwind IMP 2 Direct Box " 1' CamlockCable,#2 banded 200' .
Package'Includes DXC:D50VVS;, Direct box 'Runs to FOH Qistro .
1X5.0:Tr'iax•;back,lX50'GCU;,D50,; Keys,bass
RGf?;15"•vlewfnder„5r
vievufinder,t iax.cdble
fi Canon y33ax f164r33z:Zoom Leris 6 Shure SM57 Microphone 1 Camlock Cable#2 banded 100'
Wired Cardiold Micraphone ;. I , .
Homs drums
f' Fu inom20x8.5 HD'Len's 1 Audio cable Package 2 Camlock.Cable 2ott'.10' : .. •
1- `Sachtler U18 tri otl ._ - XLR-10-100;10-50,25-25;25-10,10-5 1 'TM ConUol Dra e Packa e '
1 '.•Sachflen U25 tri _ NL4-2-15.0,6-100,6-50,9-25,2-10,43 ; - :50 . .Gable'Crossove Yellow•&Oran e"
1 Camere triaxcable 290;ft .:'-- .. 4-barrel 1 Audio Distro•'Catile.Trunk . . : . ".
Audio' "'"'
y
1 MiPro ACT-747A Quad Wireles5 1: VCI Custom Tech Boz,green
I
n
Recelver;4 Handheld
4 Belt. ack w Lavalier
1' 'Yamaha M7CL.32cfi.DigltaPMixing+ 4 AKG C535EB Microphone 2 Motorized pallet acks• Ji !Console Condenser horus Mia
1 (Yamahe M7CC;Power Supply 1 Mic KiE Package for Basic Drum KIt, 1 Gene ator Package 400.Amp TotalI3-4 fiorns 1 ke board. 120%208,VAG
1 6 alr 100Q'Audio Snake- - _ Li 'Htin`,Sta-in cE-u ment 'p'.B! , ' 125kV11 . .
1'` ;CBIt500`40x8`S litter'Boz . 1 ETCSmartFaOe 1248.Li htin Console 3-Fhase ,
f ''CBI`50Q'40z8 S litter.5nake. ""- 1 ETC SensorTourin Rack 24x2.4kw 60Hz
10; 7BL Vf4887,8"'Line Arra ;Ca6iriet> 12 E7C Source 4 ar Par LI ht, , Qam,lok connections '; -
r=121 JBL'VT4886:65''Line Ar a rCa6ineC: 4. ET'C Source 436de leko Generetor not to exceed;68 dba at -_ '
I=2' JBL VT4867 Line Array.Frame ' 4 Strand_iK Fresnel 25 ft••
I ((La[ge) cable ramps . '
C Groundin rods cable clam
2. JBL"Vtf4886 Line Arra Frame --_- 4 ETC Source 4 SOde Leko 2--_ Generator.'Packages:1 70.Amp total
6 .JBL V,T.4883 12"DuaL':Su[iwoofer ' 8 . Truss=12'Sc10' 120/208 VAC :
4 ; SC 215Sb.5ubwoofer; 4 Soco ex 100' 60kN/
2 !EAW`SM400ISta eMonitor 12 Sta ePiriYcable 3.Phase
i 60Nz : .
Cam,lok.connecEions ', .
I Generator not to exceed"68 dba af :
25 ft. .; . . . . . . . ..f.. . .
catite ramps..
Grountl(n rods catile'clam ..
Additional items may include but are not limited to batteries,DuvyEen Scraps;Visquine;gaff tape;board tape,trick line,zip ties,rubtier maE.
14
EXHIBIT "B"
COMPENSATION SCHEDULE
Behind this page.]
Exhibit B
Page 1 of 1
oHF S P kG MUSiT B S B'Mi +TitrED I!N A SE.I IRI iE E/1LED 1411/ELOP.
AV Services: EXHIBIT D
PROPOSAL.COST fORM
Contractor VCI EventTechnology
Signer (Print Name)I irk,Rhinehart.
1 3./jSignatureDate.
All proposers shall provide an itemized annual cost for;said services:
3RoOF7UlY 2022 2023 2024 2025
CELEBRATION;
Sound 080.5Q 7,080:50 : 7,080.50. ' 7;080.50
I htl[1 .. . 1,512.00 ._ 1,512.00 1,512;00 1;51.2.00
S a 2 . 9,730.00, 9,730,00: 9;730.00 9,730_00
Electrical 557:50 11,557.50 . , 11;557.50, 11,557.50
Personnel 2s;010:00 29,880.30. 30776.71 31,700.01
MISG..SU IeS. . 2,825.75 . .. 2,825:75. : 2,825.75 2;825.75. . .
D@ IV2 .&TdX. : 910.40 . . . 910.40 . 910.40 910.40
FrojectionNideo/Gamera/Computef 10,640.00 . 10,640.00 10;640.00: 10,640.00
Total Event Cost°:'. . 73,266:15 : 74,1`36,45 ,; -'. 75,032 86 75;956:,16; ; . ,
TREE LIGHTING & 2021. 2022 2023 2024
CANDLELIGHT CHOIR
PROCESSION.
Sound .. Z38:50 7,738:50 7;738.50.. . 7,738.50.
Li htin , 2,613.80 2;613.80. . .2,fi13.80 2,613.80
Std @ 1;75Q.00 ;. , 1,750.00.' 1,750.00 1,750.00 .
EIeG`CICBI ;: 9,201..50 :. 9,201:50 9,201:50 _. 9;201.50
P2CSOf111e1 14;330.00 14,759.90 15;202.70. . 15,658.78
MISC. SU 12S 1;629.25 1,629.25 1,629:25. 1,629.25
De IVe &TaX . 628.62. ' 628.62 628.62 . 628.62.
Total Event:Cosf., •.3i;8,91.67 . .' : 38;32-1;57 ; : ' 38,764.3T . - ': 39,220 45 :
Total Bid Cost for..both events for the four- ear.. 4 term: 452,589.67
Ad Alternate:
3RD OF 7ULY 2022 2023 2024 2025
Coat for additional 1;500:00 1;500.00 1,500.00 1,500.00
ampli cation eguipment for .
3 a of.]ul event
is