HomeMy WebLinkAboutContract 1790Edurama Entertainment
P.O. Box 5786
Palm Springs, CA 92262
(760)408-2558
9) Edurama shall procure and maintain, at its sole cost and expense, a policy of Comprehensive general
liability insurance with limits of at least one million dollars ($1,000,000).
10) Edurama will conduct all fundraising and sponsorship solicitation efforts.
1 l) Edurama is to oversee marketing and promotion activities of the event with City approval of the message.
12) Edurama will provide copies of all contracts signed with Food and Merchandise vendors, entertainment
groups and security personal.
13) Edurama will provide a draft budget (Appendix A), based on actual expenses from the prior year's event.
14) Edurama will recruit, hire, train and supervise event staff as needed.
15) Oversee all recruitment of participants, vendors, and entertainers.
16) Prepare a final post event report including final budget within 90 days from completion of event.
B. Responsibilities of the City — Taste of Jalisco 2019
1) Secure all city services and city permits for events in the Downtown area and provide support and waive
fees for events planned at city owned or controlled properties.
a) City of Cathedral City will waive specifically the Special Use Permit, as this is a City Event.
2) If required, the City shall be responsible for notifying all property and business owners of any anticipated
dates, times and length of any street closures due to events.
3) Be responsible for meeting ADA requirements, accessibility and special needs of spectators in all City
venues.
4) Assist Edurama with event marketing and promotion of Taste of Jalisco readily available through the City
such as; City owned and sponsored websites, electronic billboard, newspaper, radio and television media
a) This includes distribution of event related press releases, media advisories, and broadcast of the
event and schedule.
5) The City shall provide road -closure and public safety (fire, emergency medical) services and personnel. If
required, City is responsible for all printing, production, processing, mailing, postage, signage, and any/all
other costs associated with road closure activity related to events.
6) Secure all logistics equipment needed for events in the downtown area:
- The City shall be responsible for ordering and placement of the portable restrooms;
- City owned metal interlocking barricades placed at congested areas in event venue;
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Edurama Entertainment
Edurama Entertainment
P.O. Box 5786
Palm Springs, CA 92262
(760)408-2558
- Trash maintenance service;
- Provide any required traffic cones with holes in top;
- Provide use of Category 4 tents in City inventory;
- City owned light towers if required for set up on city property, and provide access to the vendors
with electricity in designated areas.
7) City's event planning representative(s) shall give direction as to involvement of the Council, and any other
City related staff. City Staff will provide City Council any required support for participation and / or
appearances at the Taste of Jalisco 2019.
8) Cathedral City retains the rights to the name "Taste of Jalisco" and Edurama will be granted use license for
the event. Edurama will inform the City Events Manager of any known infringement. Cathedral City is
responsible for enforcement and licensing the name.
9) City Event IT staff will work with Edurama in entering and updating event information on social media
platforms for the purpose of promoting the Taste of Jalisco 2019.
10) Support the Taste of Jalisco 2019 as the naming rights sponsor for an annual fee of $50,000.
- Work Proposal will be for the 2019 event only. A 2020 Proposal will be submitted, within 90
days of written request.
Payment for the annual fee will be $25,000 invoiced upon approval of this contract, $15,000 due
on December 1, 2018 and $10,000 due on January 15, 2018.
C. Modifications
In the event any change or changes in the scope of services / Work is requested by the City, Parties shall
execute a written amendment to the Agreement, specifying all proposed amendments, including, but not limited
to, any additional fees.
An amendment may be entered into:
a) To provide for revisions or modifications to documents, work product, or work, when required by
the enactment or revision of any subsequent law; or
b) To provide for additional services not included in this Agreement or not customarily furnished in
accordance with generally accepted practice in Consultant's profession.
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Edurama Entertainment
Edurama Entertainment
P.O Box 5786
Palm Springs, CA 92262
(760)408-2558
D. Acceptance of Terms
The individuals executing this contract represent and warrant that they have the legal capacity and authority to
do so on behalf of their respective legal entities.
scobedo, Edurama Entertainment.
Tony Escobedo, Edurama Entertainment.
Charlie McClendon, City Manager.
City of Cathedral City
`7/t7/iG
Date
Edurama Entertainment
Date
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Edurama Entertainment
P.O. Box 5786
Palm Springs, CA 92262
(760)408-2558
ATTACHMENT A
Taste of Jalisco 2019 DRAFT BUDGET*
Name Venue/item
Projected
Income
Projected Cost
In -Kind
City of Cathedral city
$ 50,000.00
Sponsors
$ 24,912.00
$ 17,500.00
Food vendor
$ 1,800.00
Reserved Tables
$ 3,000.00
Games
$ 215.00
Entertainment & Stage
$ 26,298.00
Liability Insurance
$ 1,200.00
Equipment
$ 11,413.87
Decorations
$ 481.72
Health Permit
$ 320.42
Hotel Accommodations
$ 1,000.00
Promotional Items
$ 3,804.34
Commissions
$ 7,890.00
Safety
$ 2,343.00
Advertising
$ 1,500.00
Mgmt/Labor
$ 16,682.95
Discretionary Funds
$ 7,992.70
TOTAL
$ 79,927.00
$ 79,927.00
$18,500.00
* Based on 2018 Taste of Jalisco Budget/ Expenses
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Edurama Entertainment
Edurama Entertainment
P.D. Box 5786
Palm Springs, CA 92262
(760)408-2558
Edurama Entertainment submits the following Service Agreement for Event Consultant and Coordination of
the Taste of Jalisco 2019 to take place Saturday, February 9, 2019 in the City of Cathedral City. The Parties to
this contract are The CITY OF CATHEDRAL CITY ("City") and EDURAMA ENTERTAINMENT
("Edurama")
A. Responsibilities of Edurama Entertainment - Taste of Jalisco 2019
1) Develop a detailed timeline of activities and entertainment. Planned events will fall within the budget
included in Appendix A.
2) Edurama will secure Merchant and Food Vendors, provide the City of Cathedral City with a copy of health
and Alcoholic Beverage Control (ABC) permits as required. Edurama will provide vendors one of the
following:
A. l 0x 10 Space or;
B. 10x20 Space
C. 10x12 Food space with Category 4 (required) Tent
3) Attend and coordinate up to a minimum of eight (8) in person meetings with City's event planning
representative(s) and/or community planning committee in:
- July 2018
August 2018
- September 2018
- October 2018
November 2018
December 2018
- January 2019
- February 2019
4) Provide review at meetings of overall event plans, and follow direction on all safety related issues including
Cathedral City Fire and Police Department regulations.
5) Provide timely and accurate reports regarding the progress of event at each meeting.
6) Maintain line of communication with the City staff and cooperate with the City and its representatives.
7) Edurama will work with the City's event planning representative to provide a site map and event layout to
the City's event planning representative(s) for approval at least sixty (60) days prior to the event as
appropriate.
8) In the event of inclement weather, Edurama may request an alternate date for the event, with express
written approval by the City. Event will be planned under a Rain or Shine implementation plan.
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Edurama Entertainment