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HomeMy Public PortalAboutC-21-132 - SPA - HOLLYWOOD DANCE MOMS - FIL-AM HIST. MO. EVENT CITY OF CARSON —INTERNAL CONTRACT ROUTING SLIP All fields are required to be completely filled out.If not applicable,enter N/A. FROM:JOSE EMMANUEL TINGSON DOCUMENT TYPE:SERVICE PROVIDER DEPT:RECREATION ATTORNEY ASSIGNED:N/A ITEM NO:N/A EXT.224 N/A APPROVAL DATE:N/A VENDOR NAME:HOLLYWOOD DANCE MOMS SERVICES/PRODUCT:PERFORMER /DANCER TERM OF CONTRACT:9/29/2021 tTHroucH 10/3/2021 AMOUNT OF CONTRACT:N/A SINGLE-SIDED DOCUMENT?[XIYES PAGE COUNT | PRE-APPROVAL/PRE-CITY SIGNATURES CHECKLIST ASSISTING STAFF ACTION REQUIRED COMPLETION (INITIALS) DIRECTOR Confirm approval to proceed.AD PC CONTRACT OFFICER Confirm funds are budgeted and/or available. CONTRACT OFFICER Preparation of specifications. This includes coordinating with Risk Management on the Insurance/Bond requirements. D Ge PURCHASING Advertise bids,compliance with bid requirements;including posting on City’s website.. *REP/RFQ must include form contract.,A PURCHASING OR CONTRACT OFFICER Evaluate bids/proposals and determine recommended bidder(s}.uf CONTRACT OFFICER &CITY ATTORNEY Complete contract negotiations/finalize contract (including attachments)with City Attorney's Office.Lh CONTRACT OFFICER Present appropriate contract form to the recommended vendor.: *Verify correct agencytitles/corps. are listed.(ie:City Council-Mayor vs.CRA-Chairman) ¥L# CONTRACT OFFICER Verify compliance with business license requirements,obtain 3.original signatures of vendor,and request W-9 (once received,submit'w-9.to purchasing). *Signatures must be notarized for every original* AMA CONTRACT OFFICER Verify corporate status,state of Incorporation and Principles.&RISK MANAGEMENT LIA CONTRACT OFFICER Request insurance documents for approval with Risk Management for all contracts. Verify approval of insurance requirements with Risk Management. *Communication through e-mail is preferred...Please provide the written agreement,certificate of insurance as well as all endorsement forms, CONTRACT OFFICER Provide W-9 to Purchasing on Agenda Thursday if contract is on the upcoming agenda. *Non-Council items:provide W-9 to Purchasing on date submitted to City Clerk’s Office. PURCHASING OR CONTRACT OFFICER Present Department's recommendation to legislative body to award/approve contract,if applicable. POST-APPROVAL/POST-VENDOR SIGNATURES CHECKLIST CONTRACT OFFICER Collect'and assemble.insurance(Initialed by Risk Management),*Certificate of Insurance with endorsement must be attached to be processed;even on amendments* CONTRACT OFFICER Collect and assembie bond requirements and forms.*Public Works contracts MUSTattach verification the bond has been executed by an admitted surety insurer* CONTRACT OFFICER Transmit 2 complete original sets with this routing slip to the City Clerk’s Office for further processing. **Note any special servicesneeded,including all prior Contracts,Amendments or Awards. CITY CLERK Verify approval/routing slip completion;obtain signatures:City Attorney,City official,andCityClerk.vf CITY CLERK Provides electronic copy and 1 original of executed contract to Contract Officer,City Clerk’s Office retains 1 original and enters into Laserfiche MA PUBLIC WORKS Tyler Entry and Release for City Clerk approval WV/A CITY CLERK Tyler approval;email staff upon completion :Lith CONTRACT OFFICER &PURCHASING Create a requisition in Tyler for Purchasing to issue a Purchase Order. *Vendor is not to proceed with work until the Purchase Order is approved. CONTRACT OFFICER Provide Notice to Proceed to vendor. CONTRACT OFFICER Tickler contract expiration and insurance expiration V/A FINANCE Process contract purchase order and provide copies to department.WIA CONTRACT OFFICER Process progress payments.(hb CONTRACT OFFICER Process contract completion forms. *Notice of Completion to City Clerk’s Office N /‘A CHOOSE ONE FOR INTERNAL SIGNATURE PROCESSING: LJ Route for City Attorney>Mayor or Chair WITHOUT NOTARY>Clerk (J Route for City Attorney>City Manager WITHOUT NOTARY>Clerk _]Route for City Attorney>Mayor or Chair WITH NOTARY>Clerk L]Route for City Attorney>City Manager WITH NOTARY>Clerk bd Other:Thal n Typhi SPECIAL COMMENTS/INSTRUCTIONS/REQUESTS: STVELINI ~~SHOYaSWT STVILIN]“ON LOVYLNOD STVILINI ~)91s-1sodL_]ois-aud [_] AINO 3Sf)3D!1ddO SAT)ALID YOd AINO ASP)JD1SAO S ANATD ALID YOS AINO JSP)S3DIANSS TWHLN3AD YO4 Checklist Before submitting your application packet make sure eachof the below indicated items have been attached or completed. (FOR COMMUNITY SERVICES OFFICE USE ONLY) xX.Service Provider Application Agreement xX Invoice for Future Event Date! N/A,Business License (if applicable) N/A,Proof of Insurance/Certificate of Insurance X Waiver,Release,Hold Harmless,Agreement Not to Sue,Indemnification,and Photo Release zs Current Copy of W-9 Form(if not onfile already) ?The date of the Event shall be listed on the Invoice for Future Event Date (IFED).If the Service Provider Application is approved,then the IFED will be processed as an invoice for services rendered for the Event.No payment will be made until the conclusion of the Event,at earliest. 532227.5 CFN AS OF 1-22-2020 (Date) (Company) (Company Address) (City,State ZIP) Insurance Requirements Dear HOllywood Dance Moms (Enter Provider’s Name) Please be advised pursuant to your desire to work with the City of Carson,you are required to submit the following: v Compliant Certificates of Liability Insurance (to be maintained for the duration of services against claims which may arise from or in connection with the services),evidencing the coverage(s)as indicated below. Certificates of insurance,as well as additional insured and waiver of subrogation endorsements in favor of the City,must be submitted in their entirety before any services are provided or the event takes place.Failure to submit such required forms shall be cause for City of Carsonto reject or terminate any service provider application agreement. The City of Carson reserves the right to modify these requirements based on the nature of the risk,prior events,Insurance coverage,or other special requirements. MINIMUM SCOPE AND LIMITOF INSURANCE General Liability Insurance:Coverage shall be at least as broad as Insurance Services Form CG 00 O1 covering CGL on an “occurrence”basis,including property damage,bodily injury and personal &advertising injury with limits no less than $1,000,000 per occurrence and $2,000,000 aggregate. Additional Insured Status The City of Carson,andits elected and appointedofficials,employees,volunteers and agents,are to he covered as additional insureds with respect to liability arising out of their work or operations performed at or on behalf of the City-sponsored event including materials,parts,or equipment furnished in connection with the event. 532227,5 CFN AS OF 1-22-2020 If Service Provider wishes to request any special accommodation needed to facilitate provision of the services,please identify it here or contact the staff memberreferenced on Page |of this application: $150.00TotalServiceFee NOTE:If service provideris unable to provide the services as proposed or requested or the City of Carson cancels the service for any reason,the associated fees will not be paid. [remainder ofpage intentionally left blank] 532227.5 CFN AS OF 1-22-2020 Further Terms of Service Provider Application Agreement: The undersigned signatory of Service Provider (Service Provider being the above-referenced person or entity seeking to provide services at the above-referenced event,including all its officers,agents, employees and volunteers)hereby represents and warrants that he or she is duly authorized by Service Provider to execute and deliver this application on behalf of Service Provider,and that by so executing this application,and in consideration for the City’s review of this application,Service Provider is bound by these terms. Service Provider understands and agrees to comply with the City’s “Service Provider Rules & Regulations,”which are set forth below and incorporated herein by this reference. Service Provider agrees to indemnify and release City in connection with its proposed services in accordance with the “Waiver,Release,Hold Harmless,Agreement Not to Sue,Indemnification,and Photo Release”submitted concurrently herewith. Service Provider agrees to maintain all required insurance coverages and comply withall associated insurance requirements as set forth on the above “Insurance Requirements”page,which is incorporated herein by reference.Service Provider agrees that all required policies shall contain,or be endorsed to contain,an agreement by Service Provider to waive all rights of subrogation and contribution against the City,its elected or appointed officers,officials,employees and agents,for all losses and liabilities paid under the terms of any policy which arise from the activities or operations of,or the services performed by,Service Provider,regardless of any prior,concurrent,or subsequent non-active negligence by the City. In the event there is more than one person or entity named in this Service Provider Application Agreement as the Service Provider,then all obligations,liabilities,covenants and conditions hereunder shall be joint and several. This Service Provider Application Agreement,unless and until accepted,approved,and executed by the City Manager or designee,is only an application for provision of services to City,and does not constitute an approval or authorization for Service Provider to performor provide anyservice to City. Neither Service Provider norany of its agents or employees shall be deemed agents or employees of the City,nor a member of a joint enterprise with the City.Neither Service Provider nor any of its agents or employees shall at any time or in any manner represent that Service Provider or any ofits agents or employees are agents or employees of City,or that it is a member of a joint enterprise with City.Subject to the requirements of this Service Provider Application Agreement,neither the City nor any of its employees shall have any control over the manner,mode or means by which Service Provider,its agents or employees,performthe services set forth herein. In the event that part of this Agreement is declared invalid or unenforceable by a valid judgment or decree of a court of competent jurisdiction,such invalidity or unenforceability shall not affect any of 532227.5 CFN AS OF 1-22-2020 Service Provider Rules &Regulations 1.SERVICE PROVIDER APPLICATION:Upon acceptance,approval,and execution ofa service provider application by the City of Carson (“City”),these rules and provisions shall become binding and a part of the Service Provider Application Agreement betweenthe applicant (being the entity providing a service to City as specified in the service provider application), including its officers,employees,agents and volunteers (‘Provider’),on the one hand,and the City,on the other hand.Any additions and amendments thereto that may be established or put into effect by the City,and provided in writing to the Provider,shall also become binding and a part of the Service Provider Application Agreement. 2.PAYMENT/CANCELLATION:If the Provider is unable to perform or cannot provide the services as requested,or the City cancels the service for any reason,the associated fees for service will not be paid. 3.CANCELLATION:No refunds will be given unless the subject event is cancelled by the City’s Community Services Department.Applications may be denied or events cancelled in favor of City programs. 4,PROPERTY LOSS OR DAMAGES:The City is not responsible for any damage to,loss or theft of the Provider’s property,or that of Provider’s agents,employees or invitees. 5.CHARACTER OF ENTERTAINMENT:The Provider shall observe,obey and comply with all applicable local,state and federal laws,and all applicable policies,rules,regulations and terms and conditions governing use of City facilities.The Provider will forfeit all rents or other fees paid if ejected from premises for violations of same.Ejection shall not release Provider from any obligations for the payment of rents or other fees not yet paid under such permit or additionally incurred.The policy of the City is to serve the public in the best possible manner. The Provider shall at all times cooperate to this end. The policies,rules,regulations and conditions governing use of City facilities are subject to change without notice to Provider unless the change affects a permit already issued to Provider. Provider shall be solely responsible for the orderly conduct of all persons using the premises by its invitation,either expressed or implied,during all times covered by the Service Provider Application Agreement.The City reserves the right to eject or cause to be ejected from the premises any person or persons due to unlawful conduct. 6.RESPONSIBILITY:The Provider shall provide all material,equipment,and personnel necessary for provision of the service described in this agreement. 7.MOVE-IN/MOVE-OUT:Move-in to the event area will be set for each venue.Unless otherwise stated,Provider will be required to keep its area fully set up and manned until the event is officially over.Please note that these times are subject to change. 8.SAFETY:Standing on chairs,tables or other rental equipment is prohibited.This equipment is not engineered to support your weight.The City of Carson,its employees,agents,or officers will not be responsible for injuries or falls caused by the improper use of furniture.Please assist in our efforts to provide a SAFE WORKING ENVIRONMENT. 532227.5 CFN AS OF 1-22-2020 9.VOLUME/LIGHT CONTROL:The City reserves the right to regulate the volume orintensity of any and all noise or light generating mechanisms (including,but not limited to,loudspeakers, radios,television sets,musical instruments,entertainers,or blinking or flashing lights)in the reasonable judgment of the City. 10.FLAMMABLE MATERIALS -—All decorations,props and electrical equipment must be fireproof or offire retardant materials,must meet City requirements and are subject to removal. Candles and other open flame devices will not be permitted except as authorized on this agreement;subject to Fire Department regulations. 11.COPYRIGHT INFORMATION:Provider is responsible for licensing fees as required by law.Provider may be subject to legal action for the use,display or sale of any item using any copyrighted and/or trademarked name or logo which has not been specifically authorized under license from the trademark holder. 12.PERMITS AND LICENSE:Provider shall procure at its own cost and expense all the required licenses and permits applicable to Provider’s use oractivity . 13.OBLIGATION FOR CLEANLINESS:Provider agrees that the facility and any other surrounding City property (including parking lots)used by the Provider must be left in a clean and orderly condition (equal to or better than the condition existing prior to the event).If additional maintenance is required,other than the normal cleaning process,the Provider will be charged additional fees based on the cost of such maintenance. 14.DISPUTES:All points not covered by the Service Provider Rules &Regulations are subject to the decision of the appropriate City representative. 15.FLOOR MANAGEMENT:The City will appoint a Floor Manager who is authorized to enforce these rules and regulations. 16.SPACE ASSIGNMENT:Event space is assigned to providers at the sole discretion of the City.Concerns regarding competitive or specific types of providers should be communicated to the City at the time of application. 17.RULE CHANGES:The City reserves the right to make reasonable changes to the foregoing rules,event hours and move-in/move-out arrangements at any time without notice to Provider, unless the change affects a permit already issued to Provider. 532227.5 CFN AS OF 1-22-2020 Hidtty aad Photo Releuye t armless,ah greeme dt Not fa Sue,tenet fon behalf -af Servi ee Prova an a bom fide agent of Service Provider Relense,Hold Harmloys,Aprecient Not-tu Sue and Indemnification rl (individual ‘and Servier:Provider hereinafter e Provider's officers,officials,3 Service ai)appliewtion to provide gcrvices Date"). a ome sinalivideul apy,aneoe. dhily authred bycexadale.this WW seh(Agreement)com behalf of Servic«Provider eetive ly re ferred to as “Stanatory,”andthefern “Signatory”inclhules aR nts and Volmieets},Ac ck necepance by the City of Carson al ue a vo plaas ClHevent")on Optotar2 2betquate arixe out of ic:Event;know ing,the risks,nevertheless, service #at the Event on the Date, amages for death,personal,injury,or .Q enon ahdomlands that ace idents nil injuries can MAM TOO haopsideration|of the ace yance ofan application to provide a .Signator -prope mdmwaives,releases and discharges any and all claims for d a Mange wh SiichSignatory may have,or which hereafter accrue te Signatory,against the City of .Carson.i , ae peereofficials,employees,agents and vo luntecrs (collectively eCity”), ae inor pre soneat the Event,evel i aea eeanywayA Sigostery :paicioation ity,It is further understood d .rat liability may ariseout of“negligence orccarelessness.on thepart of od and agreed that this Agreement isto be binding on Signatory’sg heirs aand assigns, y the right toppjhotograph |or video-record IscSi nat *sgnatos photographed or.video-recorded ‘likeness,.and any image,“silhouette.or voice or a éaance.of Signatory taken ‘during or in connection -with the Event ~inelu ing publicity and.promotion ofCity and its events,andcreation or Signatory during.or in connesction with | Hollywood Dance Moms i N Vv ©i C E5717Haroldway+304LosAngeles,C4 90028 City of Carson Invoice #aqgo00L 7O1E.Carson St. Carson,CA 90745 Invoice Date 10/02/2021 Due Date 10/02/2021 .Service FAHM -Special Performance 150.00 1.06 |NOTES:NOTES:Hollywood Dance Moms will be performing one or 2 dance routine for the Phil Am |program for the City of CARSON on Oct.2,2021 Saturday at dam to 4pm. Subtotal 150.00 | Total 150.06 Amount Paid 0.00 Balance Due $150.00