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CC - Item 4F - Award of Contract to Schoeppner Shows Carnival for Services at the Annual July 4 EventROSEMEAD CITY COUNCIL STAFF REPORT TO: THE HONORABLE MAYOR AND CITY COUNCIL FROM: BEN KIM, CITY MANAGER 7 - DATE: MAY 31, 2022 SUBJECT: AWARD OF CONTRACT TO SCHOEPPNER SHOWS CARNIVAL FOR SERVICES AT THE ANNUAL JULY 4 EVENT SUMMARY The Parks and Recreation Department is seeking the City Council to approve a contract with Schoeppner Shows Carnival. The contract is to provide carnival rides, games, and services for the Annual July 4 Event at Rosemead Park. As part of the Proposed Fiscal Year 2022-23 budget, $165,500 has been requested for community special events, $90,000 which is allocated to the July 4a' Event. Staff recommends that the City Council authorize the City Manager to approve an agreement with Schoeppner Shows Carnival for $45,000. Staff from the Parks and Recreation Department investigated various options for entertainment services for the Annual July 4`s Event at Rosemead Park. As a result, a Request for Proposal (RFP) was drafted and published on April 26, 2022, with a due date of May 19, 2022. The RFP is provided as an attachment to this report. Only one company, Schoeppner Shows Carnival, responded to the RFP. Schoeppner Shows Carnival been an established family business since 1983. They have built a strong reputation throughout Southern California and Nevada provide exceptional services at county fairs, city events, and church festivals. The company will begin to load in at Rosemead Park on Tuesday, June 28 with the final setup completed on Sunday, July 3. The company will provide the following rides, services, and equipment. • 5 Minor Rides • 5 Major Rides • 7 games booths • 1 food booth • Generators for all attractions • Staff to operate rides, games, and food booth AGENDA ITEM 4.F City Council Special Meeting May 31, 2022 Page 2 of 2 As part of the agreement, Schoeppner Shows Carnival will obtain all required operating permits. The City of Rosemead will pay for the permits as well as provide restrooms for carnival personal. STAFF RECOMMENDATION Staff recommends that the City Council: 1. Authorize the City Manager to approve an agreement with Schoeppner Shows Carnival in amount not to exceed $45,000, from account number 101-4040-5710. FISCAL IMPACT The total amount for the contract is $45,000. Funds are available in the proposed FY 22-23 budget from the General Fund, account number 101-4040-5710. STRATEGIC PLAN IMPACT The project is consistent with the Strategic Plan's guiding principal for fiduciary responsibility of providing full transparency in the financial management of the City's finances and providing quality of life enhancement. PUBLIC NOTICE PROCESS This item has been noticed through the regular agenda notification. Submitted by: Tom Bapdking Director of Parks & Recreation Attachment A: Proposed Contract Attachment B: Request for Proposal Attachment C: Schoeppner Shows Carnival Proposal Attachment A Proposed Contract SERVICES AGREEMENT BY AND BETWEEN CITY OF ROSEMEAD AND SCHOEPPNER SHOWS CARNIVAL This SERVICES AGREEMENT ("AGREEMENT"), is made and effective as of May 31, 2022 between the ("AGENCY") City of Rosemead, a municipal corporation and Schoeppner Shows Carnival ("VENDOR"). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows: I. TERM This AGREEMENT shall commence on June 28, 2022, and shall remain and continue in effect until tasks described herein are completed, but in no event later than July 7, 2022 unless sooner terminated pursuant to the provisions of this AGREEMENT. II. SERVICES VENDOR shall perform the tasks described and set forth in EXHIBIT A, attached hereto and incorporated herein as though set forth in full. CONSULTANT shall complete the tasks according to the schedule of performance which is also set forth in EXHIBIT A. To the extent that EXHIBIT A is a proposal from CONSULTANT, such proposal is incorporated only for the description of the scope of services and no other terms and conditions from any such proposal shall apply to this AGREEMENT unless specifically agreed to in writing. III. PERFORMANCE VENDOR shall at all times faithfully, competently and to the best of his/her ability, experience, and talent, perform all tasks described herein. VENDOR shall employ, at a minimum, generally accepted standards and practices utilized by persons engaged in providing similar services as are required of VENDOR hereunder in meeting its obligations under this AGREEMENT. IV. AGENCY MANAGEMENT Agency's owner shall represent AGENCY in all matters pertaining to the administration of this AGREEMENT, review and approval of all products submitted by VENDOR, but not including the authorityto enlarge the Tasks to Be Performed or change the compensation due to VENDOR. Agency's Manager shall be authorized to act on AGENCY's behalf and to execute all necessary documents which enlarge the Tasks to Be Performed or change VENDOR'S compensation, subject to Section 5 hereof. V. PAYMENT A. The AGENCY agrees to pay VENDOR on a quarterly basis, in accordance with the payment rates and terms and the schedule of payment as set forth in EXHIBIT B, attached hereto and incorporated herein by this reference as though set forth in full, based upon actual time spent on the above tasks. This amount shall not exceed forty-five thousand dollars ($45,000.00) for the total term of the AGREEMENT unless additional payment is approved as provided in this AGREEMENT. B. VENDOR shall not be compensated for any services rendered in connection with its performance of this AGREEMENT which are in addition to those set forth herein, unless such additional services are authorized in advance and in writing by the Agency Manager. VENDOR shall be compensated for any additional services in the amounts and in the manner as agreed to by Agency Manager and VENDOR at the time AGENCY's written authorization is given to VENDOR for the performance of said services. The Agency Manager may approve additional work not to exceed ten percent (10%) of the amount of the AGREEMENT, but in no event shall such sum exceed ten -thousand dollars ($10,000.00). Any additional work in excess of this amount shall be approved by the Governing Board. C. VENDOR will submit invoices monthly for actual services performed. Invoices shall be submitted on or about the first business day of each month, or as soon thereafter as practical, for services provided in the previous month. Payment shall be made within thirty (30) days of receipt of each invoice as to all non -disputed fees. If the AGENCY disputes any of VENDOR'S fees it shall give written notice to VENDOR within thirty (30) days of receipt of an invoice of any disputed fees set forth on the invoice. Any final payment under this AGREEMENT shall be made within forty-five (45) days of receipt of an invoice therefore. VI. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE A. The AGENCY may at any time, for any reason, with or without cause, suspend or terminate this AGREEMENT, or any portion hereof, by serving upon the VENDOR at least ten (10) days prior written notice. Upon receipt of said notice, the VENDOR shall immediately cease all work under this AGREEMENT, unless the notice provides otherwise. If the AGENCY suspends or terminates a portion of this AGREEMENT such suspension or termination shall not make void or invalidate the remainder of this AGREEMENT. B. In the event this AGREEMENT is terminated pursuant to this Section, the AGENCY shall pay to VENDOR the actual value of the work performed up to the time of termination, provided that the work performed is of value to the AGENCY. Upon termination of the AGREEMENT pursuant to this Section, the VENDOR will submit an invoice to the AGENCY pursuant to Section 5. VII. DEFAULT OF VENDOR A. The VENDOR'S failure to comply with the provisions of this AGREEMENT shall constitute a default. In the event that VENDOR is in default for cause under the terms of this AGREEMENT, AGENCY shall have no obligation or duty to continue compensating VENDOR for any work performed after the date of default and can terminate this AGREEMENT immediately by written notice to the VENDOR. If such failure by the VENDOR to make progress in the performance of work hereunder arises out causes beyond the VENDOR'S control, and without fault or negligence of the VENDOR, it shall not be considered a default. B. If the Agency Manager or his/her designee determines that the VENDOR is in default in the performance of any of the terms or conditions of this AGREEMENT, he/she shall cause to be served upon the VENDOR a written notice of the default. The VENDOR shall have ten (10) days after service upon it of said notice in which to cure the default by rendering a satisfactory performance. In the event that the VENDOR fails to cure its default within such period of time or fails to present the AGENCY with a written plan for the cure of the default, the AGENCY shall have the right, notwithstanding any other provision of this AGREEMENT, to terminate this AGREEMENT without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this AGREEMENT. VIII. OWNERSHIP OF DOCUMENTS A. VENDOR shall maintain complete and accurate records with respect to sales, costs, expenses, receipts, and other such information required by AGENCY that relate to the performance of services under this AGREEMENT. VENDOR shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. VENDOR shall provide free access to the representatives of AGENCY or its designees at reasonable times to such books and records; shall give AGENCY the right to examine and audit said books and records; shall permit AGENCY to make transcripts or copies therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this AGREEMENT. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment. B. Upon completion of, or in the event of termination or suspension of this AGREEMENT, all original documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared in the course of providing the services to be performed pursuant to this AGREEMENT shall become the sole property of the AGENCY and may be used, reused, or otherwise disposed of by the AGENCY without the permission of the VENDOR. With respect to computer files, VENDOR shall make available to the AGENCY, at the VENDOR'S office and upon reasonable written request by the AGENCY, the necessary computer software and hardware for purposes of accessing, compiling, transferring, copying and/or printing computer files. VENDOR hereby grants to AGENCY all right, title, and interest, including any copyright, in and to the documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared by VENDOR in the course of providing the services under this AGREEMENT. IX. INDEMNIFICATION AND DEFENSE A. Indemnity Vendor shall indemnify, defend, and hold harmless the Agency, and its officers, employees, and agents ("Agency indemnitees'), from and against any and all causes of action, claims, liabilities, obligations, judgments, or damages, including reasonable attorney's fees and costs of litigation ("claims"), arising out of the Vendor's performance of its obligations underthis agreement or out of the operations conducted by Vendor, including the Agency's active or passive negligence, except for such loss or damage arising from the sole negligence or willful misconduct of the Agency. In the event the Agency indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from Vendor's performance of this agreement the Vendor shall provide a defense to the Agency indemnitees or at the Agency's option reimburse the Agency indemnitees their costs of defense, including reasonable attorney's fees, incurred in defense of such claims. B. Duty to defend In the event the AGENCY, its officers, employees, agents and/or volunteers are made a party to any action, lawsuit, or other adversarial proceeding arising from the performance of the services encompassed by this AGREEMENT, and upon demand by AGENCY, VENDOR shall defend the AGENCY at VENDOR'S cost or at AGENCY's option, to reimburse AGENCY for its costs of defense, including reasonable attorney's fees and costs incurred in the defense of such matters to the extent the matters arise from, relate to or are caused by VENDOR'S negligent acts, errors or omissions. Payment by AGENCY is not a condition precedent to enforcement of this indemnity. In the event of any dispute between VENDOR and AGENCY, as to whether liability arises from the sole or active negligence of the AGENCY or its officers, employees, or agents, VENDOR will be obligated to pay for AGENCY's defense until such time as a final judgment has been entered adjudicating the AGENCY as solely or actively negligent. VENDOR will not be entitled in the absence of such a determination to any reimbursement of defense costs including but not limited to attorney's fees, expert fees and costs of litigation. X. INSURANCE VENDOR shall maintain prior to the beginning of and for the duration of this AGREEMENT insurance coverage as specified in EXHIBIT C attached to and part of this AGREEMENT. XI. INDEPENDENT VENDOR A. VENDOR is and shall at all times remain as to the AGENCY a wholly independent vendor and/or independent contractor. The personnel performing the services under this AGREEMENT on behalf of VENDOR shall at all times be under VENDOR'S exclusive direction and control. Neither AGENCY nor any of its officers, employees, or agents shall have control over the conduct of VENDOR or any of VENDOR'S officers, employees, or agents, except as set forth in this AGREEMENT. VENDOR shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the AGENCY. VENDOR shall not incur or have the power to incur any debt, obligation, or liability whatever against AGENCY, or bind AGENCY in any manner. B. No employee benefits shall be available to VENDOR in connection with the performance of this AGREEMENT. Except for the fees paid to VENDOR as provided in the AGREEMENT, AGENCY shall not pay salaries, wages, or other compensation to VENDOR for performing services hereunder for AGENCY. AGENCY shall not be liable for compensation or indemnification to VENDOR for injury or sickness arising out of performing services hereunder. XII. LEGAL RESPONSIBILITIES The VENDOR shall keep itself informed of State and Federal laws and regulations which in any manner affect those employed by it or in any way affect the performance of its service pursuant to this AGREEMENT. The VENDOR shall at all times observe and comply with all such laws and regulations. The AGENCY, and its officers and employees, shall not be liable at law or in equity occasioned by failure of the VENDOR to comply with this Section. XIII. UNDUE INFLUENCE VENDOR declares and warrants that no undue influence or pressure was used against or in concert with any officer or employee of the AGENCY in connection with the award, terms or implementation of this AGREEMENT, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the AGENCY has or will receive compensation, directly or indirectly, from VENDOR, or from any officer, employee or agent of VENDOR, in connection with the award of this AGREEMENT or any work to be conducted as a result of this AGREEMENT. Violation of this Section shall be a material breach of this AGREEMENT entitling the AGENCY to any and all remedies at law or in equity. XIV. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES No member, officer, or employee of AGENCY, or their designees or agents, and no public official who exercises authority over or responsibilities with respect to the Project during his/her tenure or for one year thereafter, shall have any interest, direct or indirect, in any agreement or sub -agreement, or the proceeds thereof, for work to be performed in connection with the Project performed under this AGREEMENT. XV. RELEASE OF INFORMATION/CONFLICTS OF INTEREST A. All information gained by VENDOR in performance of this AGREEMENT shall be considered confidential and shall not be released by VENDOR without AGENCY's prior written authorization. CONSULTANT, its officers, employees, agents, or subconsultants, shall not without written authorization from the Agency Manager or unless requested by the Agency Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this AGREEMENT or relating to any project or property located within the AGENCY. Response to a subpoena or court order shall not be considered "voluntary" provided VENDOR gives AGENCY notice of such court order or subpoena. B. VENDOR shall promptly notify AGENCY should VENDOR, its officers, employees, agents, or subconsultants be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admiss- ions, or other discovery request ("Discovery"), court order, or subpoena from any person or party regarding this AGREEMENT and the work performed there under or with respect to any project or property located within the AGENCY, unless the AGENCY is a party to any lawsuit, arbitration, or administrative proceeding connected to such Discovery, or unless VENDOR is prohibited by law from informing the AGENCY of such Discovery. AGENCY retains the right, but has no obligation, to represent VENDOR and/or be present at any deposition, hearing, or similar proceeding as allowed by law. Unless AGENCY is a party to the lawsuit, arbitration, or administrative proceeding and is adverse to VENDOR in such proceeding, VENDOR agrees to cooperate fully with AGENCY and to provide the opportunity to review any response to discovery requests provided by VENDOR. However, AGENCY's right to review any such response does not imply or mean the right by AGENCY to control, direct, or rewrite said response. XVI. NOTICES Any notices which either party may desire to give to the other party under this AGREEMENT must be in writing and may be given either by (i) personal service, (ii) delivery by a reputable document delivery service, such as but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) mailing in the United States Mail, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice: To AGENCY: City of Rosemead 8838 East Valley Blvd Rosemead, CA 91770 Attention: Tom Boecking To VENDOR: Richard Schoeppner Schoeppner Shows Carnival XVII. ASSIGNMENT The VENDOR shall not assign the performance of this AGREEMENT, nor any part thereof, nor any monies due hereunder, without prior written consent of the AGENCY. Because of the personal nature of the services to be rendered pursuant to this AGREEMENT, only VENDOR shall perform the services described in this AGREEMENT. [Insert name] may use assistants, under his/her direct supervision, to perform some of the services under this AGREEMENT. VENDOR shall provide AGENCY fourteen (14) days' notice prior to the departure of [Insert name] from VENDOR'S employ. Should he/she leave VENDOR'S employ, the AGENCY shall have the option to immediately terminate this AGREEMENT, within three (3) days of the close of said notice period. Upon termination of this Agreement, VENDOR'S sole compensation shall be payment for actual services performed up to, and including, the date of termination or as may be otherwise agreed to in writing between the Governing Board and the VENDOR. Before retaining or contracting with any VENDOR for any services under this AGREEMENT, VENDOR shall provide AGENCY with the identity of the proposed VENDOR, a copy of the proposed written contract between VENDOR and such sub -contractor which shall include and indemnity provision similar to the one provided herein and identifying AGENCY as an indemnified party, or an incorporation of the indemnity provision provided herein, and proof that such proposed sub -consultant carries insurance at least equal to that required by this AGREEMENT or obtain a written waiver from AGENCY for such insurance. XVIII. LICENSES At all times during the term of this AGREEMENT, VENDOR shall have in full force and effect, all licenses required of it by law for the performance of the services described in this AGREEMENT. XIX. GOVERNING LAW The AGENCY and VENDOR understand and agree that the laws of the State of California shall govern the rights, obligations, duties, and liabilities of the parties to this AGREEMENT and also govern the interpretation of this Agreement. Any litigation concerning this AGREEMENT shall take place in the municipal, superior, or federal district court with jurisdiction over the AGENCY. XX. ENTIRE AGREEMENT This AGREEMENT contains the entire understanding between the parties relating to the obligations of the parties described in this AGREEMENT. All prior or contemporaneous agreements, understandings, representations, and statements, oral or written and pertaining to the subject of this AGREEMENT or with respect to the terms and conditions of this AGREEMENT, are merged into this AGREEMENT and shall be of no further force or effect. Each party is entering into this AGREEMENT based solely upon the representations set forth herein and upon each party's own independent investigation of any and all facts such party deems material. XXI. CONTENTS OF REQUEST FOR PROPOSAL AND PROPOSAL VENDOR is bound by the contents of AGENCY's Request for Proposal, EXHIBIT "D" hereto and incorporated herein by this reference, and the contents of the proposal submitted by the VENDOR, EXHIBIT "E" hereto. In the event of conflict, the requirements of AGENCY's Request for Proposals and this AGREEMENT shall take precedence over those contained in the VENDOR's proposals. The incorporation of the VENDOR's proposal shall be for the scope of services to be provided only, and any other terms and conditions included in such proposal shall have no force and effect on this AGREEMENT or the relationship between VENDOR and/or AGENCY, unless expressly agreed to in writing. XXII. AUTHORITY TO EXECUTE THIS AGREEMENT The person or persons executing this AGREEMENT on behalf of VENDOR warrants and represents that he/she has the authority to execute this AGREEMENT on behalf of the VENDOR and has the authority to bind VENDOR to the performance of its obligations hereunder. IN WITNESS WHEREOF, the parties hereto have caused this AGREEMENT to be executed the day and year first above written. VENDOR By: (Signature) (Vendor Name) (Title) City of Rosemead A Municipal Corporation City Manager ATTEST: City Clerk APPROVED AS TO FORM: City Attorney 32 EXHIBITs: EXHIBITA EXHIBIT B EXHIBIT C EXHIBIT D EXHIBIT E Scope of Services Payment Schedule Insurance Requirements Request for Proposal Consultant's Proposal EXHIBIT A CITY OF ROSEMEAD —SCOPE OF SERVICES The Annual 41h of July Event will take place on Monday, July 4, 2022. The event will take place at Rosemead Park, 4343 Encinita Ave, Rosemead, CA 91770 from 12:00 to 10:00 pm. The City requests that proposals contain the following: 1. Operations of 30 rides: a. 5 major rides b. 5 minor rides c. A professional operator for each ride and attraction is required for the duration of the event. d. City will collect all monies and pay the amount agreed upon for each ride. 2. Operation of 7 game booths: a. All monies shall be collected by the Vendor. 3. Operation of 1 food concession booth: a. All monies shall be collected by the Vendor. 4. Operation of ride ticket sales booth: a. Ticket booth will be staffed with City personnel. b. The City shall collect all monies. S. Power Supply a. The Vendor will supply sufficient generator power for the operation of each ride or attraction for the duration of the event. 6. Provide personnel to operate rides, games booths, and concession booth for 30 operational hours of service. 7. The City of Rosemead will pay for all operating permits. 8. The City of Rosemead will provide two (2) restrooms just for carnival personnel and one trash bin between June 28 and July 7, 2022. EXHIBIT B PAYMENT SCHEDULE Initial deposit of $20,000 is due no later than June 17, 2022. Remaining balance of $25,000 is due the day of the event, July 4, 2022. EXHIBIT C INSURANCE REQUIREMENTS Without limiting VENDOR'S indemnification of AGENCY, and prior to commencement of Work, VENDOR shall obtain, provide and maintain at its own expense during the term of this AGREEMENT, policies of insurance of the type and amounts described below and in a form satisfactory to AGENCY. Note: Verify minimum limit for each coverage with Risk Manager. General liability insurance. VENDOR shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $5,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO "insured contract" language will not be accepted. Automobile liability insurance. VENDOR shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with Work to be performed under this AGREEMENT, including coverage for any owned, hired, non -owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident. Professional liability (errors & omissions) insurance. VENDOR shall maintain professional liability insurance that covers the Services to be performed in connection with this AGREEMENT, in the minimum amount of $1,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this AGREEMENT and VENDOR agrees to maintain continuous coverage through a period no less than three (3) years after completion of the services required by this AGREEMENT. Note: May need to delete workers' compensation and employer's liability insurance requirements for certain sole proprietorships, partnerships, or corporations without employees. Workers' compensation insurance. VENDOR shall maintain Workers' Compensation Insurance (Statutory Limits) and Employer's Liability Insurance (with limits of at least $1,000,000). VENDOR shall submit to AGENCY, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of AGENCY, its officers, agents, employees and volunteers. Other provisions or requirements Proof of insurance. VENDOR shall provide certificates of insurance to AGENCY as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers' compensation. Insurance certificates and endorsements must be approved by Agency's Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with AGENCY at all times during the term of this contract. AGENCY reserves the right to require complete, certified copies of all required insurance policies, at any time. Duration of coverage. VENDOR shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the Work hereunder by VENDOR, his agents, representatives, employees or subconsultants. Primary/noncontributing. Coverage provided by VENDOR shall be primary and any insurance or self-insurance procured or maintained by AGENCY shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of AGENCY before the AGENCY's own insurance or self-insurance shall be called upon to protect it as a named insured. Agency's rights of enforcement. In the event any policy of insurance required under this AGREEMENT does not comply with these specifications or is canceled and not replaced, AGENCY has the right but not the duty to obtain the insurance it deems necessary and any premium paid by AGENCY will be promptly reimbursed by VENDOR or AGENCY will withhold amounts sufficient to pay premium from VENDOR payments. In the alternative, AGENCY may cancel this AGREEMENT. Acceptable insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyholders' Rating of A- (or higher) and Financial Size Category Class VI (or larger) in accordance with the latest edition of Best's Key Rating Guide, unless otherwise approved by the Agency's Risk Manager. Waiver of subrogation. All insurance coverage maintained or procured pursuant to this agreement shall be endorsed to waive subrogation against AGENCY, its elected or appointed officers, agents, officials, employees and volunteers or shall specifically allow VENDOR or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. VENDOR hereby waives its own right of recovery against AGENCY, and shall require similar written express waivers and insurance clauses from each of its subconsultants. Enforcement of contract provisions (non estoppel). VENDOR acknowledges and agrees that any actual or alleged failure on the part of the AGENCY to inform CONSULTANT of non-compliance with any requirement imposes no additional obligations on the AGENCY nor does it waive any rights hereunder. Requirements not limiting. Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the VENDOR maintains higher limits than the minimums shown above, the AGENCY requires and shall be entitled to coverage for the higher limits maintained by the VENDOR. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the AGENCY. Notice of cancellation. VENDOR agrees to oblige its insurance agent or broker and insurers to provide to AGENCY with a thirty (30) day notice of cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each required coverage. Additional insured status. General liability policies shall provide or be endorsed to provide that AGENCY and its officers, officials, employees, and agents, and volunteers shall be additional insureds under such policies. This provision shall also apply to any excess/umbrella liability policies. Prohibition of undisclosed coverage limitations. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to AGENCY and approved of in writing. Separation of insureds. A severability of interests provision must apply for all additional insureds ensuring that VENDOR'S insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the insurer's limits of liability. The policy(ies) shall not contain any cross -liability exclusions. Pass through clause. VENDOR agrees to ensure that its subvendors, subcontractors, and any other party involved with the project who is brought onto or involved in the project by VENDOR, provide the same minimum insurance coverage and endorsements required of VENDOR. VENDOR agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. VENDOR agrees that upon request, all agreements with consultants, subcontractors, and others engaged in the project will be submitted to AGENCY for review. Agency's right to revise specifications. The AGENCY reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the VENDOR ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the VENDOR, the AGENCY and VENDOR may renegotiate VENDOR's compensation. Self-insured retentions. Any self-insured retentions must be declared to and approved by AGENCY. AGENCY reserves the right to require that self-insured retentions be eliminated, lowered, or replaced by a deductible. Self-insurance will not be considered to comply with these specifications unless approved by AGENCY. Timely notice of claims. VENDOR shall give AGENCY prompt and timely notice of claims made or suits instituted that arise out of or result from CONSULTANT's performance under this AGREEMENT, and that involve or may involve coverage under any of the required liability policies. Additional insurance. VENDOR shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work. MAYOR: PoLLYLow MAYOR PRO TEM: SEAN DANG COUNCO- MEMBERS: SANDRA AR NTA MARGARET CLARK JoNN TANG City of 1psemead 8838 E. VALLEY BOULEVARD ROSEMEAD, CALIFORNIA 91770 TELEPHONE (626) 569-2100 FAX (626) 307-9218 CITY OF ROSEMEAD ADDENDUM NUMBER 1 To all prospective consultants under Request for Proposal No. 2022-10 1. This Addendum extends the Request for Proposal No. 2022-10 deadline to 10:00 o'clock a.m. on Thursday, the 19'" day of May, 2022. The rest of the Request for Proposal as originally issued shall be used in submitting proposals, and an acknowledgment of receipt of this Addendum No. 1, shall be entered in the proposal letter of Request for Proposal No. 2022-10. Failure to provide such acknowledgment shall render the proposal as non-responsive and subject to rejection. Date: May 12, 2022 BY ORDER OF THE CITY OF ROSEMEAD By: rom -6QVA.jnal Tom Boecking, Director of Parks and Recreation Acknowledgment of Addendum: Signature City of Rosemead — Entertainment Services for 411 of July Event Request for Proposal No. 2022-10 REQUEST FOR PROPOSAL NO. 2022-10 ENTERTAINMENT SERVICES FOR 4TH OF JULY EVENT SUBMITTALS: Three (3) bound copies and one (1) electronic PDF file on a flash drive of the proposal in sealed envelope(s) must be received by the City of Rosemead's City Clerk's Office by no later than Thursday, May 12, 2022 at 10:00 a.m. CONTACT PERSON: Jacqueline Guerrero, Recreation Supervisor City of Rosemead 8838 E. Valley Boulevard Rosemead, California 91770 (626) 569-2162 jguerrero@cityofrosemead.org PROPOSALS RECEIVED AFTER THE TIME AND DATE STATED ABOVE SHALL NOT BE CONSIDERED. FACSIMILE AND E-MAIL PROPOSAL WILL NOT BE ACCEPTED. INQUIRIES: Direct questions for clarification on Request for Proposal documents to Jacqueline Guerrero, Recreation Supervisor (626) 569-2268 or jguerrero@cityofrosemead.org MODIFICATIONS: Any modification of this Request for Proposal will be provided to consultants who request notification of any modifications. ISSUANCE DATE: April 26, 2022 City of Rosemead — Entertainment Services for 4" of July Event Request for Proposal No. 2022-10 CONTENTS A. Introduction..........................................................................................................................................3 B. Background...........................................................................................................................................3 C. Scope of Services..................................................................................................................................3 D. Submittal Requirements......................................................................................................................4 E. Selection Process and Scheduled.......................................................................................................5 F. Submittal Deadlines.............................................................................................................................5 G. Inquiries.................................................................................................................................................6 ATTACHMENT A: Draft Professional Services Agreement City of Rosemead — Entertainment services for 0 of July Event Request for Proposal No. 2022-10 A. INTRODUCTION The City of Rosemead seeks to award a one-year contract for entertainment services for the Annual 4th of July Event. The chosen vendor will need to show a record of reliability and quality, as well as the ability to provide quality equipment and services at a competitive price. B. BACKGROUND The City of Rosemead is a suburb located in the San Gabriel Valley, 10 miles east of downtown Los Angeles. It is bounded on the north by the cities of Temple City and San Gabriel, on the west by Monterey Park, Alhambra, and the unincorporated Los Angeles County community of South San Gabriel, on the south by Montebello, plus by EI Monte and South EI Monte on the east. The City is 5.5 square miles (2,344 -acres) in size. Rosemead is a working-class suburb with a diverse population base. According to the 2010 Census, the City had a population of 53,764. The estimated makeup of the City was 4.7% White, 0.3% African American, 60.3% Asian, 33% Hispanic/Latino (of any race), and 0.7% Non -Hispanic Other. As a substantially built -out city, Rosemead only added 259 residents to its population during the last decade (2000-2010). Rosemead operates under the Council/Manager form of government. The City Council is elected at large to four years, overlapping terms. The Mayor is elected by a majority vote of the City Council and rotates each year. The City Manager is appointed by and assists with carrying out the vision of the City Council. The Parks and Recreation Department serves under the direction of the Director of Parks and Recreation, Tom Boecking. The Department combines the functions of managing citywide recreational activities, all annual citywide events, sports, running an aquatic center, and managing multiple community centers, as well as distributing the City's quarterly newsletter. C. SCOPE OF SERVICES Please see ATTACHMENT A: EXHIBIT A. D. SUBMITTAL REQUIREMENTS 1. Introductory Letter This letter should be on company letterhead and addressed to the City's Parks and Recreation Director, Tom Boecking, and should summarize the major points contained in the proposal and should be signed by a representative of the firm with the authority to negotiate and bind the firm. Indicate in the letter whether there are any conflicts of interest that would limit the firm's ability to provide the requested services. 2. Background, Experience and Financial Stability a. Each Proposer shall provide a summary statement outlining the firm's history and City of Rosemead — Entertainment Services for 0 of July Event Request for Proposal No. 2022-10 experience, including experience within the last five years. b. Each Proposer is to provide information and location of the firm's active print facility/facilities from which the proposer will be conducting printing services. c. Each Proposer shall certify that it has the financial capacity to provide services outlined in this RFP for a period of one year and there are no pending litigations, bankruptcy proceedings or financial events against the organization that may impact its financial capacity. 3. Proposed Materials and Services Proposal should indicate the company's availability to provide the items listed in Attachment A, Exhibit A and any other relevant materials and services for this proposal. 4. Substitutions If you are unable to provide all of the requested items, please indicate comparable substitutions and/or submit bid proposal for partial equipment. Pricing must be itemized for each individual item and include tax and delivery/takedown. 5. References References will be contacted as part of the selection process. References should include the contact's name, title, company/organization, address, e-mail and phone number. Provide a minimum of four (4) references. The Proposer shall disclose any financial, business, or other relationship with the City that may have an impact upon the outcome of this contract and shall also list current clients who may have a financial interest in the outcome of this contract. 6. Cost Proposal Provide one copy of the cost proposal and make clear all extra fees. E. SELECTION PROCESS AND SCHEDULE The proposal received will be evaluated and ranked according to the following criteria points: Description Percentage Pricing 70% Background, references, experience, and financial stability 30% Total 100% If there are unresolved issues and negotiations are unsuccessful with the top ranked firm, negotiations with that firm will be formally terminated and the City may attempt to negotiate an agreement with the next highest ranked firm. Aside from announcing the top ranked proposals, the rankings will be kept confidential. Award of the selected firm's contract may be subject to City Council approval. City of Rosemead - Entertainment Services for a of July Event Request for Proposal No. 2022-10 F. SUBMITTAL DEADLINES Below is the tentative RFP schedule, subject to change: Description Dates RFP Issuance April 26, 2022 Deadline for Submittal of Questions May 6, 2022 Staff Responses to Questions May 9, 2022 Deadline for Submittals of Proposal May 12, 2022 Proposal Review and Selection May 16 — May 18, 2022 Award of Contract (approx.) May 24, 2022 The City must receive three (3) sets of proposals from interested firms no later than 10:00 a.m. on May 12, 2022. Please submit all proposals to: Request for Proposal — Parks and Recreation Brochure Printing Services ATTN: Ericka Hernandez, City Clerk City of Rosemead I City Clerk's Office 8858 E. Valley Blvd. Rosemead, CA 91770 Electronic, faxed, or late proposals will not be considered. G. INQUIRIES Questions about this Request for Proposal should be made by phone (626) 569-2268 or e-mailed to isuerrero@citvofrosemead.ora. All questions must be submitted by 10:00 a.m. Friday, May 6, 2022. If appropriate, responses will be posted on the City website with this RFP by close of business on Monday, May 9, 2022. City of Rosemead —Entertainment Services for 0 of July Event Request for Proposal No. 2022-10 ATTACHMENT A (DRAFT) PROFESSIONAL SERVICES AGREEMENT BY AND BETWEEN CITY OF ROSEMEAD ULIK CONSULTANT This PROFESSIONAL SERVICE AGREEMENT (PSA) ("AGREEMENT"), is made and effective as of [Insert date], between the ("AGENCY") [Insert agency name], a municipal corporation and [Insert consultant], [a sole proprietorship, partnership, limited liability partnership, corporation] ("CONSULTANT"). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows: I. TERM This AGREEMENT shall commence on [Insertdate] and shall remain and continue in effect until tasks described herein are completed, but in no event later than [Insert date] unless sooner terminated pursuant to the provisions of this AGREEMENT. II. SERVICES CONSULTANT shall perform the tasks described and set forth in EXHIBIT A, attached hereto and incorporated herein as though set forth in full. CONSULTANT shall complete the tasks according to the schedule of performance which is also set forth in EXHIBIT A. To the extent that EXHIBIT A is a proposal from CONSULTANT, such proposal is incorporated only for the description of the scope of services and no other terms and conditions from any such proposal shall apply to this AGREEMENT unless specifically agreed to in writing. CONSULTANT shall at all times faithfully, competently and to the best of his/her ability, experience, and talent, perform all tasks described herein. CONSULTANT shall employ, at a minimum, generally accepted standards and practices utilized by persons engaged in providing similar services as are required of CONSULTANT hereunder in meeting its obligations under this AGREEMENT. City of Rosemead — Entertainment Services for 4" of July Event Request for Proposal No. 2022-10 IV. AGENCY MANAGEMENT Agency's [Insert title] shall represent AGENCY in all matters pertaining to the administration of this AGREEMENT, review and approval of all products submitted by CONSULTANT, but not including the authority to enlarge the Tasks to Be Performed or change the compensation due to CONSULTANT. Agency's Manager shall be authorized to act on AGENCY's behalf and to execute all necessary documents which enlarge the Tasks to Be Performed or change CONSULTANT's compensation, subject to Section 5 hereof. V. PAYMENT A. The AGENCY agrees to pay CONSULTANT on a quarterly basis, in accordance with the payment rates and terms and the schedule of payment as set forth in EXHIBIT B, attached hereto and incorporated herein by this reference as though set forth in full, based upon actual time spent on the above tasks. This amount shall not exceed [Insert amount] dollars ($_.00) for the total term of the AGREEMENT unless additional payment is approved as provided in this AGREEMENT. B. CONSULTANT shall not be compensated for any services rendered in connection with its performance of this AGREEMENT which are in addition to those set forth herein, unless such additional services are authorized in advance and in writing by the Agency Manager. CONSULTANT shall be compensated for any additional services in the amounts and in the manner as agreed to by Agency Manager and CONSULTANT at the time AGENCY's written authorization is given to CONSULTANT for the performance of said services. The Agency Manager may approve additional work not to exceed ten percent (10%) of the amount of the AGREEMENT, but in no event shall such sum exceed ten -thousand dollars ($10,000.00). Any additional work in excess of this amount shall be approved by the Governing Board. C. CONSULTANT will submit invoices monthly for actual services performed. Invoices shall be submitted on or about the first business day of each month, or as soon thereafter as practical, for services provided in the previous month. Payment shall be made within thirty (30) days of receipt of each invoice as to all non -disputed fees. If the AGENCY disputes any of CONSULTANT's fees it shall give written notice to CONSULTANT within thirty (30) days of receipt of an invoice of any disputed fees set forth on the invoice. Any final payment under this AGREEMENT shall be made within forty-five (45) days of receipt of an invoice therefore. VI. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE A. The AGENCY may at any time, for any reason, with or without cause, suspend or terminate this AGREEMENT, or any portion hereof, by serving upon the CONSULTANT at least ten (10) days prior written notice. Upon receipt of said notice, the CONSULTANT shall immediately cease all work under this AGREEMENT, City of Rosemead — Entertainment Services for 0 of July Event Request for Proposal No. 2022-10 unless the notice provides otherwise. If the AGENCY suspends or terminates a portion of this AGREEMENT such suspension or termination shall not make void or invalidate the remainder of this AGREEMENT. B. In the event this AGREEMENT is terminated pursuant to this Section, the AGENCY shall pay to CONSULTANT the actual value of the work performed up to the time of termination, provided that the work performed is of value to the AGENCY. Upon termination of the AGREEMENT pursuant to this Section, the CONSULTANT will submit an invoice to the AGENCY pursuant to Section 5. VII. DEFAULT OF CONSULTANT A. The CONSULTANT's failure to comply with the provisions of this AGREEMENT shall constitute a default. In the event that CONSULTANT is in default for cause under the terms of this AGREEMENT, AGENCY shall have no obligation or duty to continue compensating CONSULTANT for any work performed after the date of default and can terminate this AGREEMENT immediately by written notice to the CONSULTANT. If such failure by the CONSULTANT to make progress in the performance of work hereunder arises out causes beyond the CONSULTANT's control, and without fault or negligence of the CONSULTANT, it shall not be considered a default. B. If the Agency Manager or his/her designee determines that the CONSULTANT is in default in the performance of any of the terms or conditions of this AGREEMENT, he/she shall cause to be served upon the CONSULTANT a written notice of the default. The CONSULTANT shall have ten (10) days after service upon it of said notice in which to cure the default by rendering a satisfactory performance. In the event that the CONSULTANT fails to cure its default within such period of time or fails to present the AGENCY with a written plan for the cure of the default, the AGENCY shall have the right, notwithstanding any other provision of this AGREEMENT, to terminate this AGREEMENT without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this AGREEMENT. Vlll. OWNERSHIP OF DOCUMENTS A. CONSULTANT shall maintain complete and accurate records with respect to sales, costs, expenses, receipts, and other such information required by AGENCY that relate to the performance of services under this AGREEMENT. CONSULTANT shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. CONSULTANT shall provide free access to the representatives of AGENCY or its designees at reasonable times to such books and records; shall give AGENCY the right to examine and audit said books and records; shall permit City of Rosemead — Entertainment Services for 41' of July Event Request for Proposal No. 2022-10 AGENCY to make transcripts or copies therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this AGREEMENT. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment. B. Upon completion of, or in the event of termination or suspension of this AGREEMENT, all original documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared in the course of providing the services to be performed pursuant to this AGREEMENT shall become the sole property of the AGENCY and may be used, reused, or otherwise disposed of by the AGENCY without the permission of the CONSULTANT. With respect to computer files, CONSULTANT shall make available to the AGENCY, at the CONSULTANT's office and upon reasonable written request by the AGENCY, the necessary computer software and hardware for purposes of accessing, compiling, transferring, copying and/or printing computer files. CONSULTANT hereby grants to AGENCY all right, title, and interest, including any copyright, in and to the documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared by CONSULTANT in the course of providing the services under this AGREEMENT. IX. INDEMNIFICATION AND DEFENSE A. Indemnity To the fullest extent permitted by law, CONSULTANT shall indemnify and hold harmless AGENCY and any and all of its officials, employees and agents ("Indemnified Parties") from and against any and all losses, liabilities, damages, costs and expenses, including legal counsel's fees and costs, caused in whole or in part by the negligent or wrongful act, error or omission of CONSULTANT, its officers, agents, employees or subconsultants (or any agency or individual that CONSULTANT shall bear the legal liability thereof) in the performance of services under this AGREEMENT. CONSULTANT's duty to indemnify and hold harmless AGENCY shall not extend to the AGENCY's sole or active negligence. B. Duty to defend In the event the AGENCY, its officers, employees, agents and/or volunteers are made a party to any action, lawsuit, or other adversarial proceeding arising from the performance of the services encompassed by this AGREEMENT, and upon demand by AGENCY, CONSULTANT shall defend the AGENCY at CONSULTANT's cost or at AGENCY's option, to reimburse AGENCY for its costs of defense, including reasonable attorney's fees and costs incurred in the defense of such matters to the extent the matters arise from, relate to or are caused by CONSULTANT's negligent acts, errors or omissions. Payment by AGENCY is not a condition precedent to enforcement of this indemnity. In the event of any dispute City of Rosemead — Entertainment Services for 4`" of July Event Request for Proposal No. 2022-10 between CONSULTANT and AGENCY, as to whether liability arises from the sole or active negligence of the AGENCY or its officers, employees, or agents, CONSULTANT will be obligated to pay for AGENCY's defense until such time as a final judgment has been entered adjudicating the AGENCY as solely or actively negligent. CONSULTANT will not be entitled in the absence of such a determination to any reimbursement of defense costs including but not limited to attorney's fees, expert fees and costs of litigation. X. INSURANCE CONSULTANT shall maintain prior to the beginning of and for the duration of this AGREEMENT insurance coverage as specified in EXHIBIT C attached to and part of this AGREEMENT. XI. INDEPENDENT CONSULTANT A. CONSULTANT is and shall at all times remain as to the AGENCY a wholly independent consultant and/or independent contractor. The personnel performing the services under this AGREEMENT on behalf of CONSULTANT shall at all times be under CONSULTANT's exclusive direction and control. Neither AGENCY nor any of its officers, employees, or agents shall have control over the conduct of CONSULTANT or any of CONSULTANT's officers, employees, or agents, except as set forth in this AGREEMENT. CONSULTANT shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the AGENCY. CONSULTANT shall not incur or have the power to incur any debt, obligation, or liability whatever against AGENCY, or bind AGENCY in any manner. B. No employee benefits shall be available to CONSULTANT in connection with the performance of this AGREEMENT. Except for the fees paid to CONSULTANT as provided in the AGREEMENT, AGENCY shall not pay salaries, wages, or other compensation to CONSULTANT for performing services hereunder for AGENCY. AGENCY shall not be liable for compensation or indemnification to CONSULTANT for injury or sickness arising out of performing services hereunder. XII. LEGAL RESPONSIBILITIES The CONSULTANT shall keep itself informed of State and Federal laws and regulations which in any manner affect those employed by it or in any way affect the performance of its service pursuant to this AGREEMENT. The CONSULTANT shall at all times observe and comply with all such laws and regulations. The AGENCY, and its officers and employees, shall not be liable at law or in equity occasioned by failure of the CONSULTANT to comply with this Section. City of Rosemead — Entertainment Services for 4" of July Event Request for Proposal No. 2022-10 XIII. UNDUE INFLUENCE CONSULTANT declares and warrants that no undue influence or pressure was used against or in concert with any officer or employee of the AGENCY in connection with the award, terms or implementation of this AGREEMENT, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the AGENCY has or will receive compensation, directly or indirectly, from CONSULTANT, or from any officer, employee or agent of CONSULTANT, in connection with the award of this AGREEMENT or any work to be conducted as a result of this AGREEMENT. Violation of this Section shall be a material breach of this AGREEMENT entitling the AGENCY to any and all remedies at law or in equity. XIV. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES No member, officer, or employee of AGENCY, or their designees or agents, and no public official who exercises authority over or responsibilities with respect to the Project during his/her tenure or for one year thereafter, shall have any interest, direct or indirect, in any agreement or sub -agreement, or the proceeds thereof, for work to be performed in connection with the Project performed under this AGREEMENT. XV. RELEASE OF INFORMATION/CONFLICTS OF INTEREST A. All information gained by CONSULTANT in performance of this AGREEMENT shall be considered confidential and shall not be released by CONSULTANT without AGENCY's prior written authorization. CONSULTANT, its officers, employees, agents, or subconsultants, shall not without written authorization from the Agency Manager or unless requested by the Agency Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this AGREEMENT or relating to any project or property located within the AGENCY. Response to a subpoena or court order shall not be considered "voluntary" provided CONSULTANT gives AGENCY notice of such court order or subpoena. B. CONSULTANT shall promptly notify AGENCY should CONSULTANT, its officers, employees, agents, or subconsultants be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions, or other discovery request ("Discovery"), court order, or subpoena from any person or party regarding this AGREEMENT and the work performed there under or with respect to any project or property located within the AGENCY, unless the AGENCY is a party to any lawsuit, arbitration, or administrative proceeding connected to such Discovery, or unless CONSULTANT is prohibited by law from informing the AGENCY of such Discovery. AGENCY retains the right, but has no obligation, to represent CONSULTANT and/or be present at any deposition, hearing, or similar proceeding as allowed by law. Unless AGENCY is a party to the City of Rosemead — Entertainment Services for 0 of July Event Request for Proposal No. 2022-10 lawsuit, arbitration, or administrative proceeding and is adverse to CONSULTANT in such proceeding, CONSULTANT agrees to cooperate fully with AGENCY and to provide the opportunity to review any response to discovery requests provided by CONSULTANT. However, AGENCY's right to review any such response does not imply or mean the right by AGENCY to control, direct, or rewrite said response. XVI. NOTICES Any notices which either party may desire to give to the other party under this AGREEMENT must be in writing and may be given either by (i) personal service, (ii) delivery by a reputable document delivery service, such as but not limited to, federal Express, which provides a receipt showing date and time of delivery, or (iii) mailing in the United States Mail, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice: To AGENCY: [Insert agency] Attention: Agency Clerk To CONSULTANT: XVII. ASSIGNMENT The CONSULTANT shall not assign the performance of this AGREEMENT, nor any part thereof, nor any monies due hereunder, without prior written consent of the AGENCY. Because of the personal nature of the services to be rendered pursuant to this AGREEMENT, only CONSULTANT shall perform the services described in this AGREEMENT. [Insert name] may use assistants, under his/her direct supervision, to perform some of the services under this AGREEMENT. CONSULTANT shall provide AGENCY fourteen (14) days' notice prior to the departure of [Insert name] from CONSULTANT's employ. Should he/she leave CONSULTANT's employ, the AGENCY shall have the option to immediately terminate this AGREEMENT, within three (3) days of the close of said notice period. Upon termination of this Agreement, CONSULTANT's sole compensation shall be payment for actual services performed up to, and including, the date of termination or as may be otherwise agreed to in writing between the Governing Board and the CONSULTANT. Before retaining or contracting with any CONSULTANT for any services under this AGREEMENT, CONSULTANT shall provide AGENCY with the identity of the proposed CONSULTANT, a copy of the proposed written contract between CONSULTANT and such sub -consultant which shall include and indemnity provision similar to the one provided herein and identifying AGENCY as an indemnified party, or an incorporation of the City of Rosemead — Entertainment Services for 4'^ of July Event Request for Proposal No. 2022-10 indemnity provision provided herein, and proof that such proposed sub -consultant carries insurance at least equal to that required by this AGREEMENT or obtain a written waiver from AGENCY for such insurance. XVIII. LICENSES At all times during the term of this AGREEMENT, CONSULTANT shall have in full force and effect, all licenses required of it by law for the performance of the services described in this AGREEMENT. XIX. GOVERNING LAW The AGENCY and CONSULTANT understand and agree that the laws of the State of California shall govern the rights, obligations, duties, and liabilities of the parties to this AGREEMENT and also govern the interpretation of this Agreement. Any litigation concerning this AGREEMENT shall take place in the municipal, superior, or federal district court with jurisdiction over the AGENCY. XX. ENTIRE AGREEMENT This AGREEMENT contains the entire understanding between the parties relating to the obligations of the parties described in this AGREEMENT. All prior or contemporaneous agreements, understandings, representations, and statements, oral or written and pertaining to the subject of this AGREEMENT or with respect to the terms and conditions of this AGREEMENT, are merged into this AGREEMENT and shall be of no further force or effect. Each party is entering into this AGREEMENT based solely upon the representations set forth herein and upon each party's own independent investigation of any and all facts such party deems material. XXI. CONTENTS OF REQUEST FOR PROPOSAL AND PROPOSAL CONSULTANT is bound by the contents of AGENCY's Request for Proposal, EXHIBIT "D" hereto and incorporated herein by this reference, and the contents of the proposal submitted by the CONSULTANT, EXHIBIT "E" hereto. In the event of conflict, the requirements of AGENCY's Request for Proposals and this AGREEMENT shall take precedence over those contained in the CONSULTANT's proposals. The incorporation of the CONSULTANT's proposal shall be for the scope of services to be provided only, and any other terms and conditions included in such proposal shall have no force and effect on this AGREEMENT or the relationship between CONSULTANT and/or AGENCY, unless expressly agreed to in writing. XXII. AUTHORITY TO EXECUTE THIS AGREEMENT The person or persons executing this AGREEMENT on behalf of CONSULTANT warrants and represents that he/she has the authority to execute this AGREEMENT on behalf of City of Rosemead — Entertainment Services for 4" of July Event Request for Proposal No. 2022-10 the CONSULTANT and has the authority to bind CONSULTANT to the performance of its obligations hereunder. IN WITNESS WHEREOF, the parties hereto have caused this AGREEMENT to be executed the day and year first above written. CONSULTANT By: (Signature) (Consultant Name) (Title) [City of Rosemead] A Municipal Corporation City Manager ATTEST: City Clerk APPROVED AS TO FORM: City Attorney 32 EXHIBITs: EXHIBIT A EXHIBIT B EXHIBIT C EXHIBIT D EXHIBIT E Scope of Services Payment Schedule Insurance Requirements Request for Proposal Consultant's Proposal City of Rosemead — Entertainment services for 41" of July Event Request for Proposal No. 2022-10 EXHIBIT A CITY OF ROSEMEAD — SCOPE OF SERVICES The Annual 411 of July Event will take place on Monday, July 4, 2022. The event will take place at Rosemead Park, 4343 Encinita Ave, Rosemead, CA 91770 from 12:00 to 10:00 pm. The City requests that proposals contain the following: 1. Operations of 10 rides: a. 5 major rides b. 5 minor rides c. A professional operator for each ride and attraction is required for the duration of the event. d. City will collect all monies and pay the amount agreed upon for each ride. 2. Operation of 7 game booths: a. All monies shall be collected by the Consultant. 3. Operation of 1 food concession booth: a. All monies shall be collected by the Consultant. 4. Operation of ride ticket sales booth: a. Ticket booth will be staffed with City personnel. b. The City shall collect all monies. S. ATM of 1 ATM machine. a. The Consultant will collect all monies. 6. Power Supply a. The Consultant will supply sufficient generator power for the operation of each ride or attraction for the duration of the event. 7. Provide personnel to operate rides, games booths, and concession booth for 30 operational hours of service. All quotes should be itemized and include detailed information. City of Rosemead — Entertainment Services for 0 of July Event Request for Proposal No. 2022-10 EXHIBIT B PAYMENT SCHEDULE City of Rosemead — Entertainment services for 4" of July Event Request for Proposal No. 2022-10 EXHIBIT C INSURANCE REQUIREMENTS Without limiting CONSULTANT's indemnification of AGENCY, and prior to commencement of Work, CONSULTANT shall obtain, provide and maintain at its own expense during the term of this AGREEMENT, policies of insurance of the type and amounts described below and in a form satisfactory to AGENCY. Note: Verify minimum limit for each coverage with Risk Manager. General liability insurance. CONSULTANT shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $5,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO "insured contract" language will not be accepted. Automobile liability insurance. CONSULTANT shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with Work to be performed under this AGREEMENT, including coverage for any owned, hired, non -owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident. Professional liability (errors & omissions) insurance. CONSULTANT shall maintain professional liability insurance that covers the Services to be performed in connection with this AGREEMENT, in the minimum amount of $1,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this AGREEMENT and CONSULTANT agrees to maintain continuous coverage through a period no less than three (3) years after completion of the services required by this AGREEMENT. Note: May need to delete workers' compensation and employer's liability insurance requirements for certain sole proprietorships, partnerships, or corporations without employees. Workers' compensation insurance. CONSULTANT shall maintain Workers' Compensation Insurance (Statutory Limits) and Employer's Liability Insurance (with limits of at least $1,000,000). CONSULTANT shall submit to AGENCY, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of AGENCY, its officers, agents, employees and volunteers. Other provisions or requirements Proof of insurance. CONSULTANT shall provide certificates of insurance to AGENCY as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers' compensation. Insurance certificates and endorsements must be approved by Agency's City of Rosemead — Entertainment Services for 41" of July Event Request for Proposal No. 2022-10 Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with AGENCY at all times during the term of this contract. AGENCY reserves the right to require complete, certified copies of all required insurance policies, at any time. Duration of coverage. CONSULTANT shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the Work hereunder by CONSULTANT, his agents, representatives, employees or subconsultants. Primary/noncontributing. Coverage provided by CONSULTANT shall be primary and any insurance or self-insurance procured or maintained by AGENCY shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non- contributory basis for the benefit of AGENCY before the AGENCY's own insurance or self- insurance shall be called upon to protect it as a named insured. Agency's rights of enforcement. In the event any policy of insurance required under this AGREEMENT does not comply with these specifications or is canceled and not replaced, AGENCY has the right but not the duty to obtain the insurance it deems necessary and any premium paid by AGENCY will be promptly reimbursed by CONSULTANT or AGENCY will withhold amounts sufficient to pay premium from CONSULTANT payments. In the alternative, AGENCY may cancel this AGREEMENT. Acceptable insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyholders' Rating of A- (or higher) and Financial Size Category Class VI (or larger) in accordance with the latest edition of Best's Key Rating Guide, unless otherwise approved by the Agency's Risk Manager. Waiver of subrogation. All insurance coverage maintained or procured pursuant to this agreement shall be endorsed to waive subrogation against AGENCY, its elected or appointed officers, agents, officials, employees and volunteers or shall specifically allow CONSULTANT or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. CONSULTANT hereby waives its own right of recovery against AGENCY, and shall require similar written express waivers and insurance clauses from each of its subconsultants. Enforcement of contract provisions (non estoppel). CONSULTANT acknowledges and agrees that any actual or alleged failure on the part of the AGENCY to inform CONSULTANT of non- compliance with any requirement imposes no additional obligations on the AGENCY nor does it waive any rights hereunder. City of Rosemead — Entertainment Services for 4" of July Event Request for Proposal No. 2022-10 Requirements not limiting. Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the Consultant maintains higher limits than the minimums shown above, the AGENCY requires and shall be entitled to coverage for the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the AGENCY. Notice of cancellation. Consultant agrees to oblige its insurance agent or broker and insurers to provide to AGENCY with a thirty (30) day notice of cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each required coverage. Additional insured status. General liability policies shall provide or be endorsed to provide that AGENCY and its officers, officials, employees, and agents, and volunteers shall be additional insureds under such policies. This provision shall also apply to any excess/umbrella liability policies. Prohibition of undisclosed coverage limitations. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to AGENCY and approved of in writing. Separation of insureds. A severability of interests provision must apply for all additional insureds ensuring that Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the insurer's limits of liability. The policy(ies) shall not contain any cross -liability exclusions. Pass through clause. CONSULTANT agrees to ensure that its subconsultants, subcontractors, and any other party involved with the project who is brought onto or involved in the project by CONSULTANT, provide the same minimum insurance coverage and endorsements required of CONSULTANT. CONSULTANT agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. CONSULTANT agrees that upon request, all agreements with consultants, subcontractors, and others engaged in the project will be submitted to AGENCY for review. Agency's right to revise specifications. The AGENCY reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the CONSULTANT ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the CONSULTANT, the AGENCY and CONSULTANT may renegotiate CONSULTANT's compensation. Self-insured retentions. Any self-insured retentions must be declared to and approved by AGENCY. AGENCY reserves the right to require that self-insured retentions be eliminated, City of Rosemead — Entertainment Services for 4t0 of July Event Request for Proposal No. 2022-10 lowered, or replaced by a deductible. Self-insurance will not be considered to comply with these specifications unless approved by AGENCY. Timely notice of claims. CONSULTANT shall give AGENCY prompt and timely notice of claims made or suits instituted that arise out of or result from CONSULTANT's performance under this AGREEMENT, and that involve or may involve coverage under any of the required liability policies. Additional insurance. CONSULTANT shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work. City of Rosemead — Entertainment Services for 4" of July Event Request for Proposal No. 2022-10 EXHIBIT D REQUEST FOR PROPOSAL City of Rosemead — Entertainment Services for 4" of July Event Request for Proposal No. 2022-10 EXHIBIT E CONSULTANT'S PROPOSAL EXHIBIT E CONSULTANT'S PROPOSAL MAYOR: 14,11.yLow ALAYOR PRO TERI: SL.iNDA G COUNCIL MEMBERS: S,MD AR FMA MA G.N TCLAW( IUIM TANG City of lsemead 8838 E. VALLEY BOHLINARD ROSEMEAD. CALIFORNIA 91770 TELEPHONE (626) 569-2100 FAX (626) 307-9218 CITY OF ROSEMEAD ADDENDUM NUMBER 1 To all prospective consultants under Request for Proposal No. 2022-10 1. This Addendum extends the Request for Proposal No. 2022-10 deadline to 10:00 o'clock a.m. on Thursday, the 19a' day of May, 2022. The rest of the Request for Proposal as originally issued shall be used in submitting proposals, and an acknowledgment of receipt of this Addendum No. 1, shall be entered in the proposal letter of Request for Proposal No. 2022-10. Failure to provide such acknowledgment shall render the proposal as non-responsive and subject to rejection. Date: May 12.2022 BY ORDER OF THE CITY OF ROSEMEAD By:_rOiW 3 Tom Boecking, Director of Parks and Recreation Acknowledgment of Addendum: Dear Mr. Tom Boecking, Schoeppner Shows Carnival is for more than able to have responsible staff on each ride during the duration of the City of Rosemead Fourth of July Celebration. Carnival rides will start at -riving on location Tuesday the 28"' of June between noon and midnight. Set up will take place 29 of June through July 3"' 2022. Tear down will begin on July 5 and end with the removal of the rides on July 7' by l Opm. The only conflict of interest would be that Schoeppner Shows will not be providing an ATM. Schoeppner Shows has been an established family carnival since 1983. Between playing county fairs, city events and church festivals we have built and maintained a strong reputation throughout southern California and Nevada. Schoeppner Shows will need a designated area for our support equipment during the duration of our stay June 28"' through July 7". That area will need to have access to water. Our Refereces are Listed below. 1. Father John (323) 268-1141 Resurrection Church 3324 East Ople St. Los Angeles, CA 90023 2. Mayela (661) 559-0662 McFarland Cinco De Mayo 730 Browning Rd. McFarland, Ca 93250 3. Daryl Fields (775) 421-1366 Tri -County Fair,Winnemucca, Nv 50 West Winnemucca Blvd. Winnemucca, Nv 89445 4. Lisa Tibbs (775) 221-4087 Lyon County Fair, Yerington Nv 102 US Highway 95a Yerington, Nv 89447 City of Rosemead Fourth of July Cost Proposal Due to rising inflation Schoeppner Shows will be requesting $4,500 a ride. Minor Rides Castle Dare Super Slide Meny Go Round Antique Car Ride Berry Go Round Major Rides Hustler Loop -O -Plane Swinger Round up Heartflip Schoeppner Shows will set up 7 game booths and all monies collected from sales will be collected by Schoeppner Shows. Schoeppner Shows will set up one food booth and all monies collected from sales will be collected by Schoeppner Shows. Schoeppner Shows will provide one, two person ticket booth at no additional fee. City of Rosemead will pay and pull all operating permits. Such as: Fire permit Generator permit Business License Health Permit TUP Permit City of Rosemead will provide at least 2 restrooms just for carnival personal and one trash bin by June 28' 2022 and be picked up on July 7" 2022. Carnival will provide generator for all attractions. Payment Schedule Deposit of $20,000 Due June 17" Non Refundable Remaining Balance Due July 4" 2022. Attachment B Request for Proposal MAYOR: Pour Low MAYOR PRO TEM: SEAN RANG COUNCIL MEMBERS: SANDRA AMEWA MARGARET CLARK JOHN TANG C'i'ty of 4?9sewad 8838 E. VALLEY BOULEVARD ROSEMEAD, CALIFORNIA 91770 TELEPHONE (626) 569-2100 FAX (626) 307-9218 CITY OF ROSEMEAD ADDENDUM NUMBER 1 To all prospective consultants under Request forProposal No. 2022-10 1. This Addendum extends the Request for Proposal No. 2022-10 deadline to 10:00 o'clock a.m. on Thursday, the 19' day of May, 2022. The rest of the Request for Proposal as originally issued shall be used in submitting proposals, and an acknowledgment of receipt of this Addendum No. 1, shall be entered in the proposal letter of Request for Proposal No. 2022-10. Failure to provide such acknowledgment shall render the proposal as non-responsive and subject to rejection. Date: May 12. 2022 BY ORDER OF THE CITY OF ROSEMEAD By: 7Tavw 3 Tom Boecking, Director of Parks and Recreation Acknowledgment of Addendum: Signature City of Rosemead —Entertainment Services for 0 of July Event Request for Proposal No. 2022-10 REQUEST FOR PROPOSAL NO. 2022-10 ENTERTAINMENT SERVICES FOR 4T" OF JULY EVENT SUBMITTALS: Three (3) bound copies and one (1) electronic PDF file on a flash drive of the proposal in sealed envelope(s) must be received by the City of Rosemead's City Clerk's Office by no later than Thursday. May 12, 2022 at 10:00 a.m. CONTACT PERSON: Jacqueline Guerrero, Recreation Supervisor City of Rosemead 8838 E. Valley Boulevard Rosemead, California 91770 (626)569-2162 jguerrero@cityofrosemead.org PROPOSALS RECEIVED AFTER THE TIME AND DATE STATED ABOVE SHALL NOT BE CONSIDERED. FACSIMILE AND E-MAIL PROPOSAL WILL NOT BE ACCEPTED. INQUIRIES: Direct questions for clarification on Request for Proposal documents to Jacqueline Guerrero, Recreation Supervisor (626) 569-2268 or jguerrero@cityofrosemead.org MODIFICATIONS: Any modification of this Request for Proposal will be provided to consultants who request notification of any modifications. ISSUANCE DATE: April 26, 2022 City of Rosemead — Entertainment Services for 4' of July Event Request for Proposal No. 2022-10 CONTENTS A. Introduction..........................................................................................................................................3 B. Background...........................................................................................................................................3 C. Scope of Services..................................................................................................................................3 D. Submittal Requirements......................................................................................................................4 E. Selection Process and Scheduled.......................................................................................................5 F. Submittal Deadlines.............................................................................................................................5 G. Inquiries.................................................................................................................................................6 ATTACHMENTA: Draft Professional Services Agreement City of Rosemead - Entertainment Services for 0 of July Event Request for Proposal No. 2022-10 A. INTRODUCTION The City of Rosemead seeks to award a one-year contract for entertainment services for the Annual 4th of July Event. The chosen vendor will need to show a record of reliability and quality, as well as the ability to provide quality equipment and services at a competitive price. B. BACKGROUND The City of Rosemead is a suburb located in the San Gabriel Valley, 10 miles east of downtown Los Angeles. It is bounded on the north by the cities of Temple City and San Gabriel, on the west by Monterey Park, Alhambra, and the unincorporated Los Angeles County community of South San Gabriel, on the south by Montebello, plus by EI Monte and South EI Monte on the east. The City is 5.5 square miles (2,344 -acres) in size. Rosemead is a working-class suburb with a diverse population base. According to the 2010 Census, the City had a population of 53,764. The estimated makeup of the City was 4.7% White, 0.3% African American, 60.3% Asian, 33% Hispanic/Latino (of any race), and 0.7% Non -Hispanic Other. As a substantially built -out city, Rosemead only added 259 residents to its population during the last decade (2000-2010). Rosemead operates under the Council/Manager form of government. The City Council is elected at large to four years, overlapping terms. The Mayor is elected by a majority vote of the City Council and rotates each year. The City Manager is appointed by and assists with carrying out the vision of the City Council. The Parks and Recreation Department serves under the direction of the Director of Parks and Recreation, Tom Boecking. The Department combines the functions of managing citywide recreational activities, all annual citywide events, sports, running an aquatic center, and managing multiple community centers, as well as distributing the City's quarterly newsletter. C. SCOPE OF SERVICES Please see ATTACHMENT A: EXHIBIT A. D. SUBMITTAL REQUIREMENTS 1. Introductory Letter This letter should be on company letterhead and addressed to the City's Parks and Recreation Director, Tom Boecking, and should summarize the major points contained in the proposal and should be signed by a representative of the firm with the authority to negotiate and bind the firm. Indicate in the letter whether there are any conflicts of interest that would limit the firm's ability to provide the requested services. 2. Background, Experience and Financial Stability a. Each Proposer shall provide a summary statement outlining the firm's history and City of Rosemead — Entertainment Services for 4" of July Event Request for Proposal No. 2022-10 experience, including experience within the last five years. b. Each Proposer is to provide information and location of the firm's active print facility/facilities from which the proposer will be conducting printing services. c. Each Proposer shall certify that it has the financial capacity to provide services outlined in this RFP for a period of one year and there are no pending litigations, bankruptcy proceedings or financial events against the organization that may impact its financial capacity. 3. Proposed Materials and Services Proposal should indicate the company's availability to provide the items listed in Attachment A, Exhibit A and any other relevant materials and services for this proposal. 4. Substitutions If you are unable to provide all of the requested items, please indicate comparable substitutions and/or submit bid proposal for partial equipment. Pricing must be itemized for each individual item and include tax and delivery/takedown. 5. References References will be contacted as part of the selection process. References should include the contact's name, title, company/organization, address, e-mail and phone number. Provide a minimum of four (4) references. The Proposer shall disclose any financial, business, or other relationship with the City that may have an impact upon the outcome of this contract and shall also list current clients who may have a financial interest in the outcome of this contract. 6. Cost Proposal Provide one copy of the cost proposal and make clear all extra fees. E. SELECTION PROCESS AND SCHEDULE The proposal received will be evaluated and ranked according to the following criteria points: Description Percentage Pricing 70% Background, references, experience, and financial stability 30% Total 100% If there are unresolved issues and negotiations are unsuccessful with the top ranked firm, negotiations with that firm will be formally terminated and the City may attempt to negotiate an agreement with the next highest ranked firm. Aside from announcing the top ranked proposals, the rankings will be kept confidential. Award of the selected firm's contract may be subject to City Council approval. City of Rosemead — Entertainment Services for 4' of July Event Request for Proposal No. 2022-10 F. SUBMITTAL DEADLINES Below is the tentative RFP schedule, subject to change: Description Dates RFP Issuance April 26, 2022 Deadline for Submittal of Questions May 6, 2022 Staff Responses to Questions May 9, 2022 Deadline for Submittals of Proposal May 12, 2022 Proposal Review and Selection May 16 — May 18, 2022 Award of Contract (approx.) May 24, 2022 The City must receive three (3) sets of proposals from interested firms no later than 10:00 a.m. on May 12, 2022. Please submit all proposals to: Request for Proposal — Parks and Recreation Brochure Printing Services ATTN: Ericka Hernandez, City Clerk City of Rosemead I City Clerk's Office 8858 E. Valley Blvd. Rosemead, CA 91770 Electronic, faxed, or late proposals will not be considered. G. INQUIRIES Questions about this Request for Proposal should be made by phone (626) 569-2268 or e-mailed to ieuerrero@citvofrosemead.org. All questions must be submitted by 10:00 a.m. Friday, May 6, 2022. If appropriate, responses will be posted on the City website with this RFP by close of business on Monday, May 9, 2022. City of Rosemead — Entertainment Services for 0 of July Event Request for Proposal No. 2022-10 ATTACHMENT A (DRAFT) PROFESSIONAL SERVICES AGREEMENT BY AND BETWEEN CITY OF ROSEMEAD uklub CONSULTANT This PROFESSIONAL SERVICE AGREEMENT (PSA) ("AGREEMENT"), is made and effective as of [Insert date], between the ("AGENCY") [Insert agency name], a municipal corporation and [Insert consultant], [a sole proprietorship, partnership, limited liability partnership, corporation] ("CONSULTANT"). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows: 1. TERM This AGREEMENT shall commence on [Insert date] and shall remain and continue in effect until tasks described herein are completed, but in no event later than [Insert date] unless sooner terminated pursuant to the provisions of this AGREEMENT. II. SERVICES CONSULTANT shall perform the tasks described and set forth in EXHIBIT A, attached hereto and incorporated herein as though set forth in full. CONSULTANT shall complete the tasks according to the schedule of performance which is also set forth in EXHIBIT A. To the extent that EXHIBIT A is a proposal from CONSULTANT, such proposal is incorporated only for the description of the scope of services and no other terms and conditions from any such proposal shall apply to this AGREEMENT unless specifically agreed to in writing. III. PERFORMANCE CONSULTANT shall at all times faithfully, competently and to the best of his/her ability, experience, and talent, perform all tasks described herein. CONSULTANT shall employ, at a minimum, generally accepted standards and practices utilized by persons engaged in providing similar services as are required of CONSULTANT hereunder in meeting its obligations under this AGREEMENT. City of Rosemead — Entertainment Services for 4'" of July Event Request for Proposal No. 2022-10 IV. AGENCY MANAGEMENT Agency's [Insert title] shall represent AGENCY in all matters pertaining to the administration of this AGREEMENT, review and approval of all products submitted by CONSULTANT, but not including the authority to enlarge the Tasks to Be Performed or change the compensation due to CONSULTANT. Agency's Manager shall be authorized to act on AGENCY's behalf and to execute all necessary documents which enlarge the Tasks to Be Performed or change CONSULTANT's compensation, subject to Section 5 hereof. V. PAYMENT A. The AGENCY agrees to pay CONSULTANT on a quarterly basis, in accordance with the payment rates and terms and the schedule of payment as set forth in EXHIBIT B, attached hereto and incorporated herein by this reference as though set forth in full, based upon actual time spent on the above tasks. This amount shall not exceed [Insert amount] dollars ($_.00) for the total term of the AGREEMENT unless additional payment is approved as provided in this AGREEMENT. B. CONSULTANT shall not be compensated for any services rendered in connection with its performance of this AGREEMENT which are in addition to those set forth herein, unless such additional services are authorized in advance and in writing by the Agency Manager. CONSULTANT shall be compensated for any additional services in the amounts and in the manner as agreed to by Agency Manager and CONSULTANT at the time AGENCY's written authorization is given to CONSULTANT forthe performance of said services. The Agency Manager may approve additional work not to exceed ten percent (10%) of the amount of the AGREEMENT, but in no event shall such sum exceed ten -thousand dollars ($10,000.00). Any additional work in excess of this amount shall be approved by the Governing Board. C. CONSULTANT will submit invoices monthly for actual services performed. Invoices shall be submitted on or about the first business day of each month, or as soon thereafter as practical, for services provided in the previous month. Payment shall be made within thirty (30) days of receipt of each invoice as to all non -disputed fees. If the AGENCY disputes any of CONSULTANT's fees it shall give written notice to CONSULTANT within thirty (30) days of receipt of an invoice of any disputed fees set forth on the invoice. Any final payment under this AGREEMENT shall be made within forty-five (45) days of receipt of an invoice therefore. VI. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE A. The AGENCY may at any time, for any reason, with or without cause, suspend or terminate this AGREEMENT, or any portion hereof, by serving upon the CONSULTANT at least ten (10) days prior written notice. Upon receipt of said notice, the CONSULTANT shall immediately cease all work under this AGREEMENT, City of Rosemead — Entertainment Services for 4" of July Event Request for Proposal No. 2022-10 unless the notice provides otherwise. If the AGENCY suspends or terminates a portion of this AGREEMENT such suspension or termination shall not make void or invalidate the remainder of this AGREEMENT. B. In the event this AGREEMENT is terminated pursuant to this Section, the AGENCY shall pay to CONSULTANT the actual value of the work performed up to the time of termination, provided that the work performed is of value to the AGENCY. Upon termination of the AGREEMENT pursuant to this Section, the CONSULTANT will submit an invoice to the AGENCY pursuant to Section 5, VII. DEFAULT OF CONSULTANT A. The CONSULTANT's failure to complywith the provisions of this AGREEMENTshall constitute a default. In the event that CONSULTANT is in default for cause under the terms of this AGREEMENT, AGENCY shall have no obligation or duty to continue compensating CONSULTANT for any work performed after the date of default and can terminate this AGREEMENT immediately by written notice to the CONSULTANT. If such failure by the CONSULTANT to make progress in the performance of work hereunder arises out causes beyond the CONSULTANT's control, and without fault or negligence of the CONSULTANT, it shall not be considered a default. B. If the Agency Manager or his/her designee determines that the CONSULTANT is in default in the performance of any of the terms or conditions of this AGREEMENT, he/she shall cause to be served upon the CONSULTANT a written notice of the default. The CONSULTANT shall have ten (10) days after service upon it of said notice in which to cure the default by rendering a satisfactory performance. In the event that the CONSULTANT fails to cure its default within such period of time or fails to present the AGENCY with a written plan for the cure of the default, the AGENCY shall have the right, notwithstanding any other provision of this AGREEMENT, to terminate this AGREEMENT without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this AGREEMENT. VIII. OWNERSHIP OF DOCUMENTS A. CONSULTANT shall maintain complete and accurate records with respect to sales, costs, expenses, receipts, and other such information required by AGENCY that relate to the performance of services under this AGREEMENT. CONSULTANT shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. CONSULTANT shall provide free access to the representatives of AGENCY or its designees at reasonable times to such books and records; shall give AGENCY the right to examine and audit said books and records; shall permit City of Rosemead — Entertainment Services for 4" of July Event Request for Proposal No. 2022-10 AGENCY to make transcripts or copies therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this AGREEMENT. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment. B. Upon completion of, or in the event of termination or suspension of this AGREEMENT, all original documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared in the course of providing the services to be performed pursuant to this AGREEMENT shall become the sole property of the AGENCY and may be used, reused, or otherwise disposed of by the AGENCY without the permission of the CONSULTANT. With respect to computer files, CONSULTANT shall make available to the AGENCY, at the CONSULTANT's office and upon reasonable written request by the AGENCY, the necessary computer software and hardware for purposes of accessing, compiling, transferring, copying and/or printing computer files. CONSULTANT hereby grants to AGENCY all right, title, and interest, including any copyright, in and to the documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared by CONSULTANT in the course of providing the services under this AGREEMENT. IX. INDEMNIFICATION AND DEFENSE A. Indemnity To the fullest extent permitted by law, CONSULTANT shall indemnify and hold harmless AGENCY and any and all of its officials, employees and agents ("Indemnified Parties") from and against any and all losses, liabilities, damages, costs and expenses, including legal counsel's fees and costs, caused in whole or in part by the negligent or wrongful act, error or omission of CONSULTANT, its officers, agents, employees or subconsultants (or any agency or individual that CONSULTANT shall bear the legal liability thereof) in the performance of services under this AGREEMENT. CONSULTANT's duty to indemnify and hold harmless AGENCY shall not extend to the AGENCY's sole or active negligence. B. Duty to defend In the event the AGENCY, its officers, employees, agents and/or volunteers are made a party to any action, lawsuit, or other adversarial proceeding arising from the performance of the services encompassed by this AGREEMENT, and upon demand by AGENCY, CONSULTANT shall defend the AGENCY at CONSULTANT's cost or at AGENCY's option, to reimburse AGENCY for its costs of defense, including reasonable attorney's fees and costs incurred in the defense of such matters to the extent the matters arise from, relate to or are caused by CONSULTANT's negligent acts, errors or omissions. Payment by AGENCY is not a condition precedent to enforcement of this indemnity. In the event of any dispute City of Rosemead — Entertainment Services for 4'" of July Event Request for Proposal No. 2022-10 between CONSULTANT and AGENCY, as to whether liability arises from the sole or active negligence of the AGENCY or its officers, employees, or agents, CONSULTANT will be obligated to pay for AGENCY's defense until such time as a final judgment has been entered adjudicating the AGENCY as solely or actively negligent. CONSULTANT will not be entitled in the absence of such a determination to any reimbursement of defense costs including but not limited to attorney's fees, expert fees and costs of litigation. X. INSURANCE CONSULTANT shall maintain prior to the beginning of and for the duration of this AGREEMENT insurance coverage as specified in EXHIBIT C attached to and part of this AGREEMENT. XI. INDEPENDENT CONSULTANT A. CONSULTANT is and shall at all times remain as to the AGENCY a wholly independent consultant and/or independent contractor. The personnel performing the services under this AGREEMENT on behalf of CONSULTANT shall at all times be under CONSULTANT's exclusive direction and control. Neither AGENCY nor any of its officers, employees, or agents shall have control over the conduct of CONSULTANT or any of CONSULTANT's officers, employees, or agents, except as set forth in this AGREEMENT. CONSULTANT shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the AGENCY. CONSULTANT shall not incur or have the power to incur any debt, obligation, or liability whatever against AGENCY, or bind AGENCY in any manner. B. No employee benefits shall be available to CONSULTANT in connection with the performance of this AGREEMENT. Except for the fees paid to CONSULTANT as provided in the AGREEMENT, AGENCY shall not pay salaries, wages, or other compensation to CONSULTANT for performing services hereunder for AGENCY. AGENCY shall not be liable for compensation or indemnification to CONSULTANT for injury or sickness arising out of performing services hereunder. XII. LEGAL RESPONSIBILITIES The CONSULTANT shall keep itself informed of State and Federal laws and regulations which in any manner affect those employed by it or in any way affect the performance of its service pursuant to this AGREEMENT. The CONSULTANT shall at all times observe and comply with all such laws and regulations. The AGENCY, and its officers and employees, shall not be liable at law or in equity occasioned by failure of the CONSULTANT to comply with this Section. City of Rosemead — Entertainment Services for 4" of July Event Request for Proposal No. 2022-10 XIII. UNDUE INFLUENCE CONSULTANT declares and warrants that no undue influence or pressure was used against or in concert with any officer or employee of the AGENCY in connection with the award, terms or implementation of this AGREEMENT, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the AGENCY has or will receive compensation, directly or indirectly, from CONSULTANT, or from any officer, employee or agent of CONSULTANT, in connection with the award of this AGREEMENT or any work to be conducted as a result of this AGREEMENT. Violation of this Section shall be a material breach of this AGREEMENT entitling the AGENCY to any and all remedies at law or in equity. XIV. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES No member, officer, or employee of AGENCY, or their designees or agents, and no public official who exercises authority over or responsibilities with respect to the Project during his/her tenure or for one year thereafter, shall have any interest, direct or indirect, in any agreement or sub -agreement, or the proceeds thereof, for work to be performed in connection with the Project performed under this AGREEMENT. XV. RELEASE OF INFORMATION/CONFLICTS OF INTEREST A. All information gained by CONSULTANT in performance of this AGREEMENT shall be considered confidential and shall not be released by CONSULTANT without AGENCY's prior written authorization. CONSULTANT, its officers, employees, agents, or subconsultants, shall not without written authorization from the Agency Manager or unless requested by the Agency Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this AGREEMENT or relating to any project or property located within the AGENCY. Response to a subpoena or court order shall not be considered "voluntary" provided CONSULTANT gives AGENCY notice of such court order or subpoena. B. CONSULTANT shall promptly notify AGENCY should CONSULTANT, its officers, employees, agents, or subconsultants be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions, or other discovery request ("Discovery'), court order, or subpoena from any person or party regarding this AGREEMENT and the work performed there under or with respect to any project or property located within the AGENCY, unless the AGENCY is a party to any lawsuit, arbitration, or administrative proceeding connected to such Discovery, or unless CONSULTANT is prohibited by law from informing the AGENCY of such Discovery. AGENCY retains the right, but has no obligation, to represent CONSULTANT and/or be present at any deposition, hearing, or similar proceeding as allowed by law. Unless AGENCY is a party to the City of Rosemead — Entertainment Services for 4t' of July Event Request for Proposal No. 2022-10 lawsuit, arbitration, or administrative proceeding and is adverse to CONSULTANT in such proceeding, CONSULTANT agrees to cooperate fully with AGENCY and to provide the opportunity to review any response to discovery requests provided by CONSULTANT. However, AGENCY's right to review any such response does not imply or mean the right by AGENCY to control, direct, or rewrite said response. XVI. NOTICES Any notices which either party may desire to give to the other party under this AGREEMENT must be in writing and may be given either by (i) personal service, (ii) delivery by a reputable document delivery service, such as but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) mailing in the United States Mail, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice: To AGENCY: [Insert agency] Attention: Agency Clerk To CONSULTANT: XVII. ASSIGNMENT The CONSULTANT shall not assign the performance of this AGREEMENT, nor any part thereof, nor any monies due hereunder, without prior written consent of the AGENCY. Because of the personal nature of the services to be rendered pursuant to this AGREEMENT, only CONSULTANT shall perform the services described in this AGREEMENT. [Insert name] may use assistants, under his/her direct supervision, to perform some of the services under this AGREEMENT. CONSULTANT shall provide AGENCY fourteen (14) days' notice prior to the departure of [Insert name] from CONSULTANT's employ. Should he/she leave CONSULTANT's employ, the AGENCY shall have the option to immediately terminate this AGREEMENT, within three (3) days of the close of said notice period. Upon termination of this Agreement, CONSULTANT's sole compensation shall be payment for actual services performed up to, and including, the date of termination or as may be otherwise agreed to in writing between the Governing Board and the CONSULTANT. Before retaining or contracting with any CONSULTANT for any services under this AGREEMENT, CONSULTANT shall provide AGENCY with the identity of the proposed CONSULTANT, a copy of the proposed written contract between CONSULTANT and such sub -consultant which shall include and indemnity provision similar to the one provided herein and identifying AGENCY as an indemnified party, or an incorporation of the City of Rosemead — Entertainment Services for 4" of July Event Request for Proposal No. 2022-10 indemnity provision provided herein, and proof that such proposed sub -consultant carries insurance at least equal to that required by this AGREEMENT or obtain a written waiver from AGENCY for such insurance. XVIII. LICENSES At all times during the term of this AGREEMENT, CONSULTANT shall have in full force and effect, all licenses required of it by law for the performance of the services described in this AGREEMENT. XIX. GOVERNING LAW The AGENCY and CONSULTANT understand and agree that the laws of the State of California shall govern the rights, obligations, duties, and liabilities of the parties to this AGREEMENT and also govern the interpretation of this Agreement. Any litigation concerning this AGREEMENT shall take place in the municipal, superior, or federal district court with jurisdiction over the AGENCY. XX. ENTIRE AGREEMENT This AGREEMENT contains the entire understanding between the parties relating to the obligations of the parties described in this AGREEMENT. All prior or contemporaneous agreements, understandings, representations, and statements, oral or written and pertaining to the subject of this AGREEMENT or with respect to the terms and conditions of this AGREEMENT, are merged into this AGREEMENT and shall be of no further force or effect. Each party is entering into this AGREEMENT based solely upon the representations set forth herein and upon each party's own independent investigation of any and all facts such party deems material. XXI. CONTENTS OF REQUEST FOR PROPOSAL AND PROPOSAL CONSULTANT is bound by the contents of AGENCY's Request for Proposal, EXHIBIT "D" hereto and incorporated herein by this reference, and the contents of the proposal submitted by the CONSULTANT, EXHIBIT "E" hereto. In the event of conflict, the requirements of AGENCY's Request for Proposals and this AGREEMENT shall take precedence over those contained in the CONSULTANT's proposals. The incorporation of the CONSULTANT's proposal shall be for the scope of services to be provided only, and any other terms and conditions included in such proposal shall have no force and effect on this AGREEMENT or the relationship between CONSULTANT and/or AGENCY, unless expressly agreed to in writing. XXII. AUTHORITY TO EXECUTE THIS AGREEMENT The person or persons executing this AGREEMENT on behalf of CONSULTANT warrants and represents that he/she has the authority to execute this AGREEMENT on behalf of City of Rosemead — Entertainment Services for 0 of July Event Request for Proposal No. 2022-10 the CONSULTANT and has the authority to bind CONSULTANT to the performance of its obligations hereunder. IN WITNESS WHEREOF, the parties hereto have caused this AGREEMENT to be executed the day and year first above written. CONSULTANT By: (Signature) (Consultant Name) (Title) [City of Rosemead] A Municipal Corporation City Manager ATTEST: City Clerk APPROVED AS TO FORM: City Attorney Lo EXHIBITS: EXHIBITA EXHIBIT B EXHIBIT C EXHIBIT D EXHIBIT E Scope of Services Payment Schedule Insurance Requirements Request for Proposal Consultant's Proposal City of Rosemead — Entertainment Services for 0 of July Event Request for Proposal No. 2022-10 EXHIBIT A CITY OF ROSEMEAD — SCOPE OF SERVICES The Annual 4th of July Event will take place on Monday, July 4, 2022. The event will take place at Rosemead Park, 4343 Encinita Ave, Rosemead, CA 91770 from 12:00 to 10:00 pm. The City requests that proposals contain the following: 1. Operations of 10 rides: a. 5 major rides b. 5 minor rides c. A professional operator for each ride and attraction is required for the duration of the event. d. City will collect all monies and pay the amount agreed upon for each ride. 2. Operation of 7 game booths: a. All monies shall be collected by the Consultant. 3. Operation of 1 food concession booth: a. All monies shall be collected by the Consultant. 4. Operation of ride ticket sales booth: a. Ticket booth will be staffed with City personnel. b. The City shall collect all monies. 5. ATM of 1 ATM machine. a. The Consultant will collect all monies. 6. Power Supply a. The Consultant will supply sufficient generator power for the operation of each ride or attraction for the duration of the event. 7. Provide personnel to operate rides, games booths, and concession booth for 10 operational hours of service. All quotes should be itemized and include detailed information. City of Rosemead — Entertainment Services for 4" of July Event Request for Proposal No. 2022-10 EXHIBIT B PAYMENT SCHEDULE City of Rosemead — Entertainment Services for 0 of July Event Request for Proposal No. 2022-10 EXHIBIT C INSURANCE REQUIREMENTS Without limiting CONSULTANT's indemnification of AGENCY, and prior to commencement of Work, CONSULTANT shall obtain, provide and maintain at its own expense during the term of this AGREEMENT, policies of insurance of the type and amounts described below and in a form satisfactory to AGENCY. Note: Verify minimum limit for each coverage with Risk Manager. General liability insurance. CONSULTANT shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $5,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO "insured contract" language will not be accepted. Automobile liability insurance. CONSULTANT shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with Work to be performed under this AGREEMENT, including coverage for any owned, hired, non -owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident. Professional liability (errors & omissions) insurance. CONSULTANT shall maintain professional liability insurance that covers the Services to be performed in connection with this AGREEMENT, in the minimum amount of $1,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this AGREEMENT and CONSULTANT agrees to maintain continuous coverage through a period no less than three (3) years after completion of the services required by this AGREEMENT. Note: May need to delete workers' compensation and employer's liability insurance requirements for certain sole proprietorships, partnerships, or corporations without employees. Workers' compensation insurance. CONSULTANT shall maintain Workers' Compensation Insurance (Statutory Limits) and Employer's Liability Insurance (with limits of at least $1,000,000). CONSULTANT shall submit to AGENCY, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of AGENCY, its officers, agents, employees and volunteers. Other provisions or requirements Proof of insurance. CONSULTANT shall provide certificates of insurance to AGENCY as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers' compensation. Insurance certificates and endorsements must be approved by Agency's City of Rosemead — Entertainment Services for 4' of July Event Request for Proposal No. 2022-10 Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with AGENCY at all times during the term of this contract. AGENCY reserves the right to require complete, certified copies of all required insurance policies, at any time. Duration of coverage. CONSULTANT shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the Work hereunder by CONSULTANT, his agents, representatives, employees or subconsultants. Primary/noncontributing. Coverage provided by CONSULTANT shall be primary and any insurance or self-insurance procured or maintained by AGENCY shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non- contributory basis for the benefit of AGENCY before the AGENCY's own insurance or self- insurance shall be called upon to protect it as a named insured. Agency's rights of enforcement. In the event any policy of insurance required under this AGREEMENT does not comply with these specifications or is canceled and not replaced, AGENCY has the right but not the duty to obtain the insurance it deems necessary and any premium paid by AGENCY will be promptly reimbursed by CONSULTANT or AGENCY will withhold amounts sufficient to pay premium from CONSULTANT payments. In the alternative, AGENCY may cancel this AGREEMENT. Acceptable insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyholders' Rating of A- (or higher) and Financial Size Category Class VI (or larger) in accordance with the latest edition of Best's Key Rating Guide, unless otherwise approved by the Agency's Risk Manager. Waiver of subrogation. All insurance coverage maintained or procured pursuant to this agreement shall be endorsed to waive subrogation against AGENCY, its elected or appointed officers, agents, officials, employees and volunteers or shall specifically allow CONSULTANT or others providing insurance evidence in compliance with these specifications to waive their right of recovery priorto a loss. CONSULTANT hereby waives its own right of recovery against AGENCY, and shall require similar written express waivers and insurance clauses from each of its subconsultants. Enforcement of contract provisions (non estoppel). CONSULTANT acknowledges and agrees that any actual or alleged failure on the part of the AGENCY to inform CONSULTANT of non- compliance with any requirement imposes no additional obligations on the AGENCY nor does it waive any rights hereunder. City of Rosemead — Entertainment services for 0 of July Event Request for Proposal No, 2022-10 Requirements not limiting. Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the Consultant maintains higher limits than the minimums shown above, the AGENCY requires and shall be entitled to coverage for the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the AGENCY. Notice of cancellation. Consultant agrees to oblige its insurance agent or broker and insurers to provide to AGENCY with a thirty (30) day notice of cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each required coverage. Additional insured status. General liability policies shall provide or be endorsed to provide that AGENCY and its officers, officials, employees, and agents, and volunteers shall be additional insureds under such policies. This provision shall also apply to any excess/umbrella liability policies. Prohibition of undisclosed coverage limitations. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to AGENCY and approved of in writing. Separation of insureds. A severability of interests provision must apply for all additional insureds ensuring that Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the insurer's limits of liability. The policy(ies) shall not contain any cross -liability exclusions. Pass through clause. CONSULTANT agrees to ensure that its subconsultants, subcontractors, and any other party involved with the project who is brought onto or involved in the project by CONSULTANT, provide the same minimum insurance coverage and endorsements required of CONSULTANT. CONSULTANT agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. CONSULTANT agrees that upon request, all agreements with consultants, subcontractors, and others engaged in the project will be submitted to AGENCY for review. Agency's right to revise specifications. The AGENCY reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the CONSULTANT ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the CONSULTANT, the AGENCY and CONSULTANT may renegotiate CONSULTANT's compensation. Self-insured retentions. Any self-insured retentions must be declared to and approved by AGENCY. AGENCY reserves the right to require that self-insured retentions be eliminated, City of Rosemead — Entertainment Services for 0 of July Event Request for Proposal No. 2022-10 lowered, or replaced by a deductible. Self-insurance will not be considered to comply with these specifications unless approved by AGENCY. Timely notice of claims. CONSULTANT shall give AGENCY prompt and timely notice of claims made or suits instituted that arise out of or result from CONSULTANT's performance under this AGREEMENT, and that involve or may involve coverage under any of the required liability policies. Additional insurance. CONSULTANT shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work. City of Rosemead — Entertainment Services for 4" of July Event Request for Proposal No. 2022-10 EXHIBIT D REQUEST FOR PROPOSAL City of Rosemead — Entertainment Services for 4'" of July Event Request for Proposal No. 2022-10 EXHIBIT E CONSULTANT'S PROPOSAL Attachment C Schoeppner Shows Carnival Proposal MAYOR: . Cityof W IUU.Y LrnY o '..� � d e o qse Wad MAYOR YRO'i'E!Vl: '✓� SEAN DANc 8838 E. VALLEY BOULEVARD COUNCIL MEAH1 , : :! ROSFMF.AD, CAUFORNIA 91770 SANDRA Ax WA TFFLPI[ONE (626) 569-2100 MARGAM (IAM se..nu,M FAX (626) 307-9218 Am TANri CITY OF ROSEMEAD ADDENDUM NUMBER To all prospective consultants under Request for Proposal No. 2022-10 1. This Addendum extends the Request for Proposal No. 2022-10 deadline to 10:00 o'clock a.m. on Thursday, the I Vh day of May, 2022. The rest of the Request for Proposal as originally issued shall be used in submitting proposals, and an acknowledgment of receipt of this Addendum No. 1, shall be entered in the proposal letter of Request for Proposal No. 2022-10. Failure to provide such acknowledgment shall render the proposal as non-responsive and subject to rejection. Date: May 12, 2022 BY ORDER OF THE CITY OF ROSEMEAD By: T,&VW -3 Tom Boecking, Director of Parks and Recreation Acknowledgment of Addendum: Signature Dear Mr. Tom Boecking, Schoeppner Shows Carnival is for more than able to have responsible staff on each ride during the duration of the City of Rosemead Fourth of July Celebration. Carnival rides will start arriving on location Tuesday the 28" of June between noon and midnight. Set up will take place 29' of June through July 3^' 2022. Tear down will begin on July 5m and end with the removal of the rides on July 7' by l Opm. The only conflict of interest would be that Schoeppner Shows will not be providing an ATM. Schoeppner Shows has been an established family carnival since 1983. Between playing county fairs, city events and church festivals we have built and maintained a strong reputation throughout southern California and Nevada. Schoeppner Shows will need a designated area for our support equipment during the duration of our stay June 28' through July 7". That area will need to have access to water, Our Refereces are Listed below. 1. Father John (323) 268-1141 Resurrection Church 3324 East Ople St. Los Angeles, CA 90023 2. Mayela (661) 559-0662 McFarland Cinco De Mayo 730 Browning Rd. McFarland, Ca 93250 3. Daryl Fields (775) 421-1366 Tri -County Fair ,Winnemucca, Nv 50 West Winnemucca Blvd. Winnemucca, Nv 89445 4. Lisa Tibbs (775) 221-4087 Lyon County Fair, Yerington Nv 102 US Highway 95a Yerington, Nv 89447 City of Rosemead Fourth of July Cost Proposal Due to rising inflation Schoeppner Shows will be requesting $4,500 a ride. Minor Rides Castle Dare Super Slide Merry Go Round Antique Car Ride Berry Go Round Major Rides Hustler Loop -O -Plane Swinger Round up Heartflip Schoeppner Shows will set up 7 game booths and all monies collected from sales will be collected by Schoeppner Shows. Schoeppner Shows will set up one food booth and all monies collected from sales will be collected by Schoeppner Shows. Schoeppner Shows will provide one, two person ticket booth at no additional fee. City of Rosemead will pay and pull all operating permits. Such as: Fire permit Generator permit Business License Health Permit TUP Permit City of Rosemead will provide at least 2 restrooms just for carnival personal and one trash bin by June 28' 2022 and be picked up on July 7* 2022. Carnival will provide generator for all attractions. Payment Schedule Deposit of $20,000 Due June 17' Non Refundable Remaining Balance Due July 4° 2022.