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HomeMy WebLinkAboutC36380A&B - Events for First Weekend 2017-2018 .-z-T --- ç\t\\ CITY OF PALM DESERT contract No. C36380A Contract No. C36380B DEPARTMENT OF COMMUNITY DEVELOPMENT STAFF REPORT REQUEST: AUTHORIZATION FOR EVENTS FOR FIRST WEEKEND 2017 — 2018 SUBMITTED BY: Deborah S. Glickman, Management Analyst DATE: August 24, 2017 CONTENTS: Draft Agreements for Take Me Home Huey and Coffee in the Park Information on Take Me Home Huey Recommendation By Minute Motion: 1. Approve an expenditure in an amount not to exceed $15,000 for the November 30 — December 4, 2017 presentation of the sculpture Take Me Home Huey and the related documentary film in Freedom Park as part of First Weekend, December 2017. Funds are available in Account No. 4364650-4309200 ($10,000) and Account No. 1 1 0441 7-4322200 ($5,000); 2. Approve a sponsorship in the amounts of $2,000 for the December 3, 2017 and $3,000 for the April 8, 2018 First Weekend events entitled Coffee in the Park, to be located in Freedom Park and Palma Village Park respectively. Funds are available in Account No. 1 1 0441 6-4306201; 3. Authorize staff to finalize the negotiations of the subject contracts for Take Me Home Huey and Coffee in the Park and authorize Mayor to execute same, subject to the satisfaction of the Risk Manager and City Attorney; 4. Waive all associated City based fees for both events; 5. Grant a temporary waiver to Palm Desert Municipal Code (PDMC) Section 11.01.080 (Prohibited Conduct Generally in City Parks, Item Q —Vendor Sales) 6. Grant temporary waiver to Palm Desert Municipal Code (PDMC) Section 11.01.140 (Amplified Sound). Strategic Plan The proposed events are in line with the Arts and Culture Strategic Plan Mini-Vision which is to establish Palm Desert as the cultural core of the Coachella Valley by creating cultural tourism that drives economic growth in Palm Desert. It also serves the Mini-Vision's goal of continuing Staff Report Take Me Home Huey and Coffee in the Park - c3638OA and C36380B August 24, 2017 Page 2 of 4 to make Palm Desert a leader in arts education, ensuring a well-rounded population that possesses high levels of creativity and critical thinking skills. Coffee in the Park and the exhibition and screening of Take Me Home Huey fulfill the Economic Development Strategic Plan objective of creating new events to enhance the community, as well as, being an innovative use of a park for temporary exhibition of an artwork and screening of a film, neither of which is currently being done. The events fulfil the Parks and Recreation objective of developing creative partnerships, this partnership being between three City divisions - Parks and Recreation, Public Art, and Tourism and Marketing. Discussion Take Me Home Huey Take Me Home Huey is a sculpture composed of a transformed boneyard U.S. Army Huey helicopter that served as an air ambulance during the Vietnam War. The fabrication/transformation of the sculpture was done at the Palm Springs Air Museum with some assistance from the 7th Regiment Marines at 29 Palms. In addition to the sculpture, there is a documentary film by the same name that was made to be shown in conjunction with the exhibition of the sculpture. The film is a very moving tribute to Veterans and is rated PG-13, due to some graphic footage from the Vietnam War. All marketing of the screening will include the film's rating so that attendees will be aware of the content prior to attending the screening. Staff will work with the Desert Recreation District to secure a screen for the film, tables and chairs for the Saturday event, and potentially activities for children. Staff is proposing to bring the sculpture to Freedom Park for display from Thursday, November 30 - Monday, December 4, 2017 and to create programing around it. The programing will all take place in the park and is intended to be as follows: • Thursday- Installation and media day • Friday- Educational programing for the schools • Saturday - Community event in the park with a screening of the Take Me Home Huey documentary in the evening • Sunday- Coffee in the Park event • Monday-Artwork de-installation For the above events, staff will work with the 7th Marine Regiment, students from local schools including Ronald Reagan Elementary School, the Palm Desert Youth Committee, local Veterans' groups, the Palm Springs Art Museum in Palm Desert, and the Coachella Valley Art Scene, among others. The City will be required to provide security for the sculpture overnight, and staff is currently working on locating resources for it. Staff Report Take Me Home Huey and Coffee in the Park - C36380A and C36380B August 24, 2017 Page 3 of 4 Coffee in the Park Coffee in the Park is an event that was proposed to staff by the Coachella Valley Art Scene, the local arts non-profit organization that regularly participates in the Coachella Valley Music and Art Festival, Stagecoach Music Festival, and numerous Coachella Valley events annually, including Swing `N Hops. The Coachella Valley Art Scene is proposing to hold two (2) Coffee in the Park events in conjunction with the First Weekend 2017-2018 season. The event would always be held on a Sunday during First Weekend and if successful this year would be proposed to be an anchor Sunday event for upcoming First Weekend seasons. Coffee shops are often the hub of social interactions where neighbors and friends gather to discuss their day. The Coffee in the Park program aims to use coffee to activate the City's parks for community gatherings, interaction, conversations, and creative thinking. The event is intended to create an inspiring and relaxing outdoor landscape that showcases the park while generating local business activity. The event will include seating, local coffee vendors with coffee and baked goods, interactive art, flowers, and books. The goal is to create an atmosphere that will be inviting and unique to entice community members to come out to the City's parks. The first iteration of Coffee in the Park is proposed to be held on Sunday, December 3 in Freedom Park as part of the Take Me Home Huey programing. The second Coffee in the Park is intended to be held on Sunday, April 8, 2018 in Palma Village Park. This location will be tested to see if it is a good option to be the permanent home for the event, or if it would be better to hold the event in a different park each month. The intention for holding the event in Palma Village Park is to activate the park with organized activities. Additionally, if the City is near the beginning, or in the process of, the renovations on San Pablo Avenue, the proximity of Palma Village Park to the project will offer the opportunity for staff to reach out to community members to talk to them about the project. Fiscal Analysis Staff estimates that the installation, security, film screening, publicity, transportation, special event insurance, and other related costs for the exhibition and screening of Take Me Home Huey would cost approximately $15,000. There are funds available in the 2017/2018 fiscal year budget for this project. Funds in the amount of $5,000 are available in account number 1 1 0441 7-4322200 and funds in the amount of $10,000 are available in account number 4364650-4309200. The total anticipated cost of Coffee in the Park is $5,000 for both the December 3, 2017 and April 8, 2018 events. The Coachella Valley Art Scene is requesting funds from the City in the amount of $5,000 for both events payable in $2,000 for the event on December 3 and $3,000 for the April 8 event. Funds are available in the FY 2017/2018 budget in account number 1 1 0441 6-4306201. Staff Report Take Me Home Huey and Coffee in the Park - C36380A and C36380B August 24, 2017 Page 4 of 4 Since both of these events will be part of First Weekend, they will benefit from the marketing and Public Relations funds that are in the existing First Weekend budget. Submitted by: Deborah S. Glickman, Management Analyst Department Heads: Ryan Stendell, Martin Alvarez, Director of Community Development Director of Economic Development Frankie Riddle, Director of Special Programs Reviewed: Janet oo , Director of Finance Appro ed: Lauri Aylaian, City Manager Contract No. Art Exhibition & Film Screening This Art Exhibition and Film Screening Agreement ("Agreement") is entered into this 24t�' day of August, 2017, by and between the City of Palm Desert ("City"), a municipal government, and Light Horse Legacy (LHL), a non-profit organization of Glendale, Arizona ("Exhibitor"). The City and Light Horse Legacy are sometimes collectively referred to in this Agreement as the "Parties" and individually referred to as "Party." The Agreement is made in light of the following Recitals: RECITAL WHEREAS, the City desires to exhibit Light Horse Legacy's Sculpture Take Me Home Huey by artist Steve Maloney and hold a one (1) time screening of its related documentary film entitled Take Me Home Huey in its Freedom Park from November 30 — December 3, 2017. NOW, THEREFORE, in consideration of the mutual promises set forth herein, and in light of the above Recital, which is hereby made a part of this Agreement, the Parties hereby agree as follows: AGREEMENT 1. Term. The Term of this Agreement shall commence on August 24, 2107 and continue until December 4, 2017 or upon completion of the Take Me Home Huey event. 2. Responsibilities of the Parties 2.1 Responsibilities of City. The City shall 2.1.1 Within its marketing of First Weekend leading up to the November 30 — December 3, 2017 event promote the Take Me Home Huey event in its advertising and public relations efforts. 2.1.2 City shall directly fund the following for the exhibition and film screening. 2.1.2.1.1 Crane to install and de install sculpture 2.1.2.1.2 Hotel for four (4) nights each for a total of eight (8) room nights for support team of one (1) driver and one (1) Light Horse Legacy representative through a donation or reimbursement to Light Horse Legacy-Take Me Home Huey 2.1.2.1 .3 Security for sculpture as mutually agreed upon by both parties in writing 2.1.2.1.4 Screen and other necessities for the film screening 2.1.2.1.5 Other miscellaneous items as agreed upon in advance by both parties in writing 2.1 .2.1.6 Insurance for artwork during the course of its exhibition Page 1 of 9 Contract No. 2.1 .2.1.7 Special event insurance 2.2 Responsibilities of Light Horse Legacy— Take me Home Huey 2.2.1 Grant screening rights to show the PBS version of the Take Me Home Huey documentary at exhibition site 2.2.2 Feature Palm Desert and First Weekend logos in all appropriate print and digital advertising associated with the exhibition. 2.2.3 Feature Palm Desert and First Weekend in all appropriate photo and video opportunities. 2.2.4 Take Me Home Huey will grant access to all photography and video taken during the event to cross promote on the City's website. 2.2.5 Take Me Home Huey shall directly fund the following for the exhibition and film screening. 2.2.5.1 Transport the Take Me Home Huey sculpture, including necessary coordination and staffing to and from the exhibition site. 2.2.5.2 Administration, some media relations, promotion and social media 3. Compensation. The City shall pay Light Horse Legacy a total of $2,500 in a single payment for administration and exhibition maintenance, sculpture transportation to and from the site at an estimated total of 600 miles and automobile for support staff as required. Payment shall be due by November 30, 2017, or upon installation of artwork. 4. Remedies and Termination. 4.1 Remedies. The Parties agree to provide each other with written notice of nonperformance, unsatisfactory performance, or any other dispute arising from the terms of this Agreement within ten (10) days of the deficiency or dispute being identified. The Parties shall have thirty (30) days from receipt of said written notice to correct any performance deficiencies. The Parties may mutually agree to extend the thirty (30) day cure period. The Parties agree to cooperate in good faith to resolve any performance issues or dispute arising from this Agreement. Either Party in its sole and absolute discretion may waive a default that cannot be cured. 4.2Termination. In the event any dispute cannot be resolved under these procedures, each Party retains such legal and equitable remedies as it may have under the law to enforce this Agreement. If either Party defaults under this Agreement and does not timely cure such default, the non- defaulting Party may terminate this Agreement upon providing written notice of termination of this Agreement to the defaulting Party, in which case this Agreement shall terminate. Page 2 of 9 Contract No. 4.3Termination without cause. Either Party may terminate this Agreement upon at least ninety (90) days prior written notice to the other Party. 5. Insurance. Without limiting Exhibitor indemnification of City, and prior to commencement of Work, Exhibitor 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 that is satisfactory to City. 5.1 General Liability Insurance. Exhibitor 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 $1 ,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. 5.2Automobile Liability Insurance. Exhibitor 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. 5.3 Professional Liability (Errors & Omissions) Insurance. Exhibitor 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 years after completion of the services required by this agreement. 5.4Workers' Compensation Insurance. Exhibitor shall maintain Workers' Compensation Insurance (Statutory Limits) and Employer's Liability Insurance (with limits of at least $1,000,000). Exhibitor shall submit to City, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of the City of Palm Desert, its officers, agents, employees and volunteers. 5.5 Umbrella or Excess Liability Insurance. Exhibitor may opt to utilize umbrella or excess liability insurance in meeting insurance requirements. In such circumstances, Exhibitor may obtain and maintain an umbrella or excess liability insurance policy with limits that will provide bodily injury, personal injury and property damage liability coverage at least as broad as the primary coverages set forth above, including commercial general Page 3 of 9 Contract No. liability and employer's liability. Such policy or policies shall include the following terms and conditions: • A drop down feature requiring the policy to respond if any primary insurance that would otherwise have applied proves to be uncollectible in whole or in part for any reason; • Pay on behalf of wording as opposed to reimbursement; • Concurrency of effective dates with primary policies; and • Policies shall "follow form" to the underlying primary policies. • Insureds under primary policies shall also be insureds under the umbrella or excess policies. 6. Other Provisions or Requirements. 6.1 Proof of Insurance. Exhibitor shall provide certificates of insurance to City 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 City's Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with City at all times during the term of this contract. City reserves the right to require complete, certified copies of all required insurance policies, at any time. 6.2 Duration of Coverage. Exhibitor 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 Exhibitor his/her agents, representatives, employees or subconsultants. 6.3Primarv/Non-Contributinq. Coverage provided by Exhibitor shall be primary and any insurance or self-insurance procured or maintained by City 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 City before the City's own insurance or self-insurance shall be called upon to protect it as a named insured. 6.4City'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, City has the right, but not the duty, to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Exhibitor, or City will withhold amounts sufficient to pay premium from Exhibitor payments. In the alternative, City may cancel this Agreement. Page 4 of 9 Contract No. 6.5Acceptable 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 VII (or larger) in accordance with the latest edition of Best's Key Rating Guide, unless otherwise approved by the City's Risk Manager. 6.6Waiver of Subrogation. All insurance coverage maintained or procured pursuant to this agreement shall be endorsed to waive subrogation against the City of Palm Desert, its elected or appointed officers, agents, officials, employees and volunteers, or shall specifically allow Exhibitor or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Exhibitor hereby waives its own right of recovery against the City of Palm Desert, its elected or appointed officers, agents, officials, employees and volunteers, and shall require similar written express waivers and insurance clauses from each of its sub-contractors. 6.7 Enforcement of Contract Provisions (non estoppel). Consultant acknowledges and agrees that any actual or alleged failure on the part of the City to inform Exhibitor of non-compliance with any requirement imposes no additional obligations on the City nor does it waive any rights hereunder. 6.8 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 Exhibitor maintains higher limits than the minimums shown above, the City requires and shall be entitled to coverage for the higher limits maintained by the Exhibitor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City. 6.9 Notice of Cancellation. Exhibitor agrees to oblige its insurance agent or broker and insurers to provide to City 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. 6.10 Additional Insured Status. General and automobile liability policies shall provide or be endorsed to provide that the City of Palm Desert and its officers, officials, employees, agents, and volunteers shall be additional Page 5 of 9 Contract No. insureds under such policies. This provision shall also apply to any excess/umbrella liability policies. 6.11 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 City and approved of in writing. 6.12 Separation of Insureds. A severability of interests provision must apply for all additional insureds ensuring that Exhibitor'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. 6.13 Pass Through Clause. Exhibitor agrees to ensure that its sub-consultants, sub-contractors, and any other party involved with the project who is brought onto or involved in the project by Exhibitor, provide the same minimum insurance coverage and endorsements required of Exhibitor. Exhibitor 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. Exhibitor agrees that upon request, all agreements with consultants, sub-contractors, and others engaged in the project will be submitted to City for review. 6.14 City's Right to Revise Specifications. The City reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the Exhibitor ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the Exhibitor, the City and Consultant may renegotiate Exhibitor's compensation. 6.15 Self-Insured Retentions. Any self-insured retentions must be declared to and approved by City. City 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 City. 6.16 Timely Notice of Claims. Exhibitor shall give City 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. 6.17 Additional Insurance. Exhibitor 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. Page 6 of 9 Contract No. 6.18 Safety. Exhibitor shall execute and maintain its work so as to avoid injury or damage to any person or property. In carrying out its Services, the Exhibitor shall at all times be in compliance with all applicable local, state and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed. 7. Indemnification. Exhibitor shall indemnify, defend, and hold harmless the City of Palm Desert, its officers, employees, and agents from any and all losses, costs, expenses, claims, liabilities, actions, or damages, including liability for injuries to any person or persons or damage to property arising at any time during and/or arising out of or in any way connected with Exhibitor's activities under the terms of this agreement, unless solely caused by the gross negligence or willful misconduct of the City of Palm Desert, its officers, employees, or agents. 8. Force Majeure. Any delay or failure in the performance by either party hereunder shall be excused if and to the extent caused by occurrence of a Force Majeure. Force Majeure shall mean a cause or event that is beyond the reasonable control of the party claiming Force Majeure. Force Majeure includes but not limited to, acts of God, fires, floods, rain, heavy wind, earthquake, explosions, riots, wars, sabotage, terrorism, vandalism, accident, restraint of government, governmental act, injunctions, destruction of site and other like events. In the event City has advanced funds for the sponsorship to the extent not utilized directly for the event any unused portion shall be returned. 9. Notices. Whenever it shall be necessary for either Party to serve notice on the other regarding this Agreement, such notice shall be served either in person, by certified mail, return receipt requested to the addresses below. City: City of Palm Desert Palm Desert Civic Center 73-510 Fred Waring Drive Palm Desert, California 92260 Attn: City Manager Light Horse Legacy, Inc: Light Horse Legacy, Inc. 8150 N. 104th Ave. Peoria, Arizona 85345 Attn: Paula Barron, Co-founder Page 7 of 9 Contract No. Such notice shall be deemed made when personally delivered or when mailed, forty-eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and addressed to the Party at its applicable address. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service. 10.Legal Costs. In the event of any legal action between the City and Light Horse Legacy arising out of the obligations of the Parties pursuant to this agreement, the prevailing Party will be entitled to payment of its costs and expenses, including its reasonable attorneys'fees. 11.Binding Effect. Successors. Neither Party shall assign or transfer, either directly or by operation of law, this Agreement or any interest herein without the prior written consent of the other Party, which may be given in such Party's sole and absolute discretion. Any attempt to do so shall be null and void, and any assignees or transferees shall acquire no right or interest by reason of such attempted assignment or transfer. This Agreement shall bind and inure to the benefit of the Parties and their respective heirs, legal representatives, successors and assigns and all of the Parties thereto shall be jointly and severally liable hereunder. 12.Counterparts. This Agreement may be executed in counterparts each of which shall be deemed an original and all of which together shall constitute one and the same instrument which shall be binding upon the Parties notwithstanding that the Parties may not be signatories to the same counterpart or counterparts. The Parties may integrate their respective counterparts by attaching the signature pages of each separate counterpart to a single counterpart. 13.Further Assurances. Whenever requested to do so by the other Party, each Party shall execute, acknowledge, and deliver any further conveyances, assignments, confirmations, satisfactions, releases, powers of attorney, instruments of further assurance, approvals, consents, and any documents that are necessary, expedient, or proper to complete anything contemplated by this Agreement. In addition, each Party shall do any other acts and execute, acknowledge, and deliver any requested documents in order to carry out the intent and purpose of this Agreement. 14.Modifications. All modifications to this Agreement must be in writing and signed by the Parties. 15.Third-Party Rights. Nothing in this Agreement, express or implied, is intended to confer upon any person, other than the Parties and their respective successors and assigns, any rights or remedies. Page 8 of 9 Contract No. 16.Governing Law; Choice of Venue. This Agreement shall be governed and construed in accordance with California law, including the Fair Political Practices Act of 1974. Venue shall be Riverside County. 17.Severability. If any provision of this Agreement becomes or is declared by a court to be illegal, unenforceable or void, that clause will be omitted and the remainder of the Agreement will continue in full force and effect. Such holding shall in no way affect the validity or enforceability of this Agreement. 18.Entire Agreement. This Agreement is the entire agreement between the Parties and supersedes any prior or contemporaneous representations, understandings or agreements, whether written or oral. 19.Waiver of Jury Trial. The Parties specifically waive any right to trial by jury in any court with respect to any contractual, tortious or statutory claim, counterclaim or cross claim against the other arising out of or connected in any way to this Agreement because the Parties hereto, both of whom are represented by counsel, believe that the complex commercial and professional aspects of their dealing with one another make a jury determination neither desirable nor appropriate. IN WITNESS WHEREOF, the Parties hereto have executed this Agreement as of the date first hereinabove written. CITY OF PALM DESERT Jan C. Harnik, Mayor ATTEST: Rachelle D. Klassen, City Clerk LIGHT HORSE LEGACY, INC. Paula Barron, Co-Founder Approved As To Form: Robert W. Hargreaves, City Attorney Page 9 of 9 Take Me Home Huey I Take Me Home Huey https:Ihakemehomehuey.orr/take-me-home-hueyl 4 . . , . . _ , _____,...„ ! .. , , . 4,„ _ . .. ,, . , ,. , ,....._.. .. , t . ,,, t., ,. , . ____ _, , ili pp., ,. ir _, 1 I .-- Ilk Take Me Home Huey 82 76 Steve Maloney's mixed-media sculpture Take Me Home Huey is composed of a transformed boneyard U.S.Army Huey helicopter that served as an air ambu- lance during the Vietnam War. The historic helicopter was shot down in 1969 during a medical rescue in Vietnam.The serial number of the Huey is 67-17174;the aircraft is commonly known as#174. The crew chief Gary Dubach and the medic Stephen Schumacher died bravely during the medical rescue attempt. l of 6 8/l 1/2017 3:45 PM Take Mc Home Huey I Take Me Home Huey https:lltakemehomehuey.orgltakc-me-home-huey/ AI :I., i leilk\ • • _ .-.. 14,24. 1 i.i. T. �ai‘ .a. _ mac• " ■ I �. ro The 47-foot-long art sculpture is accompanied by a commissioned song,a doc- umentary film, and an exhibition and educational website.An even more com- prehensive website will eventually serve as a content hub for key information about Post-Traumatic Stress Disorder(PTSD),the Take Me Home Huey art in- stallation and educational resources. Taken together, all of the components are a powerful messenger of healing. Maloney's Take Me Home Huey sculpture was inspired by the 50th Anniversary Commemoration of the Vietnam War as proclaimed by the President of the United States and the Department of Defense.The artist has been working with Light Horse Legacy,a 501(c) 3 non-profit organization that restores and flies old military helicopters.The organization's mission is twofold: encouraging interest in aviation while promoting the healing of Americans of all conflicts who suffer the effects of PTSD.Light Horse Legacy is an accredited partner in the 50th Anniversary Commemoration of the Vietnam War. r { •,,, ,, L _ Imo' 7d p� -- -' - _ i 'i _.... . ... r�=; ,4. t ' .. N-. • ; ii . -1 If - ,low = . 7-14. : --+ - - .....- a 2 of 6 8/11/2017 3:45 PM Take Me Home Huey I Take Me Home Huey https:Iltakemehomehuey.orgltake-me-home-huey/ Light Horse Legacy's veteran helicopter mechanics previously assisted Maloney with his first helicopter art project "Ride-em-Copter", a mixed-media sculpture created with a transformed boneyard 1970 Bell Jet Ranger. It was the center- piece of the Palm Springs Art Fair in 2013. Shortly after Maloney completed"Ride-em-Copter"the Light Horse Legacy me- chanics informed him of the availability of Huey#174,which had been located in a scrapyard in northern Arizona.For Take Me Home Huey,the artist formed a partnership with the non-profit organization with the mission to travel the sculptural installation to bring attention to veterans of all conflicts,as well as to PTSD and the 50th Anniversary Commemoration. 11. z. 1111., _ 1, . I, \ , , .._ _Np... . __ _ dlik _____ ., .. _ __ ... .. _ ._._, , A.,.• ........, .. . — ,- .4. •it 1/4., r/� a Hilli - -.* _ tia 1-4 r .::_it.1.] Iti7k_ -:‘- j V .., , - ':-.', The Vietnam War is remembered as"the Helicopter War"for good reason.The Huey helicopter played a pivotal role serving the U.S.Armed Forces as well as bringing thousands back to safety.The helicopter's vertical liftoff and landing made it effective for quickly ferrying field personnel,supplies,wounded and those who died in combat to and from battlefields and bases.Along the way, the Huey's unique insect-like shape and prominent rotor"chop"became iconic symbols of a difficult period in our nation's history. For these reasons, Maloney chose the helicopter as the central theme and main element of his mixed me- dia sculpture Take Me Home Huey. Other components of Maloney's sculptural project are a song,a documentary film, a social media presence and a website, which will serve as an information hub for the installation as well as for cur- 3 of 6 8/11/2017 3:45 PM Take Me Home Huey!Take Me Home Huey https://takemehomehuey.org/take-me-home-huey/ rent information and education about PTSD and resources for help. I. y ‘kagit." 01 i t i lt IJ r., 1, , jir ��,�,�. � D/: - Ii -Tx— w �. .� ck. • \i' ., 1 c '' *-- FAilv 4*-7--:-_,- ' \Or t----—a. . • -;...-9, ' „tt';',, i ii''N'op I di 4 .7 - - .11:'':' 4 '0. ILLUSTRATION BY LAUREN W. BECHELLI Incorporating and transforming an actual U.S.Army Huey that had been shot down while on a medical evacuation mission creatively juxtaposes the grati- tude that many Americans-the artist Maloney included - feel toward the troops.Using the helicopter's main fuselage as a canvas, the composition will include a"mule pack" of soldier's duffels,public address speakers and a vinyl wrap of Vietnam Helicopter Squadron names,along with symbolic 1960's and 70's pop culture imagery of icons that many soldiers longed for.Maloney con- ceptualized the art wrap and worked with his studio assistant Lauren W. Bechelli,who beautifully illustrated his designs.The images will run along the helicopter's tail boom and main cabin area. The cockpit will reveal a specially designed time capsule of original veteran's artifacts,along with the abstract suspension of miscellaneous helicopter parts and instruments that were part of the original aircraft. The sculptural installation will go deeper to impact all the senses.Maloney commissioned a short documentary film and a song exploring the significance of the Huey Helicopter.The website's frequently updated information and edu- cation hub and mobile platform will guide viewers'experiences further still while emphasizing the impact that Hueys had-and still have- on our society. '.._ ' ' 11411'. i WAIF 4 ol'6 8/11/2017 3:45 PM Take Me Home Huey I Take Me Home Huey https:Ihakemehomehuey.orgltake-me-home-huey/ . : , - .10 al • . „:17 iii-r- - -or 0 . A' t it: .' "--"-•.: . , II . , , , ", ,, , -, . .. :. s. 1 i . .�. f There is no greater desire for active duty soldiers than to complete their tour of duty honorably and return home safely to their loved ones.Though every"war story"is unique and sobering,there is a common understanding to the phrase "Take Me Home Huey" Maloney's artistic goal is to encourage a healing dialogue bridging the gap be- tween soldiers that risk their lives for their country and society back home.The sculptural art installation Take Me Home Huey will help bring awareness and, ultimately,assistance to all veterans suffering with PTSD coinciding with the upcoming three-year commemoration of the 50th Anniversary of the Vietnam War. ‘14 'M4k''.-ne-'' i . '' - 341! ., f, i• # �y r _�',+� _= Ms_.. riaNki ' L, : .. : . . ...... Pr ;-,•- tz], _i,t a 4, itot" ;•, i ' r 1 . , • t mo . I w qr t. - I , rJ �~ ,4„,tit.a ' R L 5 of 6 8/11/2017 3:45 PM Take Me Home Huey I Take Me Home Huey https://takemehomehuey.orgltake-me-home-hueyl Take Me Home Huey is a partnership between Steve Maloney and Light Horse Legacy bof6 8/11/2017 3:45 PM Contract No. SPONSORSHIP AGREEMENT This Sponsorship Agreement ("Agreement") is entered into this 24th day of August, 2017, by and between the City of Palm Desert ("City"), a Municipality, and Coachella Valley Art Scene (CVAS) ("Consultant"), a non-profit in Cathedral City, California. The City and CVAS are sometimes collectively referred to in this Agreement as the "Parties" and individually referred to as "Party." The Agreement is made in light of the following Recitals: RECITALS WHEREAS, CVAS wishes to create an entertainment event entitled Coffee in the Park to accompany First Weekend programing in Palm Desert. WHEREAS, the City desires to sponsor the Coffee in the Park event through funding a portion of the costs associated with the event. NOW, THEREFORE, in consideration of the mutual promises set forth herein, and in light of the above Recitals, which are hereby made a part of this Agreement, the Parties hereby agree as follows: AGREEMENT 1. Term. The Term of this Agreement shall commence on August 24, 2017 and continue until April 8, 2018 or upon completion of the CVAS Coffee in the Park event. 2. Responsibilities of the Parties 2.1 Responsibilities of City: 2.1.1 The City shall within its marketing of First Weekend leading up to the December 3, 2017 and April 8, 2018 events promote the Coffee in the Park event in its advertising and public relations efforts. In other advertising and public relations throughout the 2017-2018 events, Coffee in the Park will be listed with all other community partners. 2.1.2 The City shall allow CVAS use of Freedom Park located at 77400 Country Club Drive, Palm Desert, CA on December 3, 2017 and Palma Village Park located at 44550 San Carlos Avenue, Palm Desert, CA on April 8, 2018. 2.1 .2.1 Event locations may be changed upon mutual agreement by both parties in writing. 2.2 Responsibilities of CVAS: 2.2.1 CVAS will produce all aspects of two (2) Coffee in the Park events, one (1) on December 3, 2017 and one (1) on April 8, 2018 as detailed in "Exhibit A". Page 1 of 9 Contract No. 2.2.2 CVAS will prominently feature Palm Desert and First Weekend logos in all advertising including all social media, website banners and e-blasts. CVAS will feature Palm Desert and First Weekend in all photo and video opportunities including signage and step-and- repeat back drops. 2.2.3 CVAS will grant access to all photography and video taken during the event to cross promote on the City's website. 3. Compensation. The City shall pay CVAS a total of $5,000 in one payment of $2,000 due by November 1 , 2017 and one payment of $3,000 due no later than March 1, 2018. 4. Remedies and Termination. 4.1 Remedies. The Parties agree to provide each other with written notice of nonperformance, unsatisfactory performance, or any other dispute arising from the terms of this Agreement within ten (10) days of the deficiency or dispute being identified. The Parties shall have thirty (30) days from receipt of said written notice to correct any performance deficiencies. The Parties may mutually agree to extend the thirty (30) day cure period. The Parties agree to cooperate in good faith to resolve any performance issues or dispute arising from this Agreement. Either Party in its sole and absolute discretion may waive a default that cannot be cured. 4.2Termination. In the event any dispute cannot be resolved under these procedures, each Party retains such legal and equitable remedies as it may have under the law to enforce this Agreement. If either Party defaults under this Agreement and does not timely cure such default, the non- defaulting Party may terminate this Agreement upon providing written notice of termination of this Agreement to the defaulting Party, in which case this Agreement shall terminate. 4.3Termination without cause. Either Party may terminate this Agreement upon at least ninety (90) days prior written notice to the other Party. If CVAS terminates this Agreement, pursuant to this Section 4.3, the City shall be entitled to a pro rata refund of any prepaid amounts. 5. Insurance. Without limiting Consultant's indemnification of City, 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 that is satisfactory to City. 5.1 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 $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal Page 2 of 9 Contract No. 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. 5.2Automobile 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. 5.3 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 years after completion of the services required by this agreement. 5.4Workers' 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 City, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of the City of Palm Desert, its officers, agents, employees and volunteers. 5.5 Umbrella or Excess Liability Insurance. Consultant may opt to utilize umbrella or excess liability insurance in meeting insurance requirements. In such circumstances, Consultant may obtain and maintain an umbrella or excess liability insurance policy with limits that will provide bodily injury, personal injury and property damage liability coverage at least as broad as the primary coverages set forth above, including commercial general liability and employer's liability. Such policy or policies shall include the following terms and conditions: • A drop down feature requiring the policy to respond if any primary insurance that would otherwise have applied proves to be uncollectible in whole or in part for any reason; • Pay on behalf of wording as opposed to reimbursement; • Concurrency of effective dates with primary policies; and • Policies shall "follow form" to the underlying primary policies. • Insureds under primary policies shall also be insureds under the umbrella or excess policies. Page 3 of 9 Contract No. 6. Other Provisions or Requirements. 6.1 Proof of Insurance. Consultant shall provide certificates of insurance to City 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 City's Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with City at all times during the term of this contract. City reserves the right to require complete, certified copies of all required insurance policies, at any time. 6.2 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/her agents, representatives, employees or subconsultants. 6.3Primarv/Non-Contributing. Coverage provided by Consultant shall be primary and any insurance or self-insurance procured or maintained by City 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 City before the City's own insurance or self-insurance shall be called upon to protect it as a named insured. 6.4 City'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, City has the right, but not the duty, to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant, or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement. 6.5Acceptable 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 VII (or larger) in accordance with the latest edition of Best's Key Rating Guide, unless otherwise approved by the City's Risk Manager. 6.6Waiver of Subrogation. All insurance coverage maintained or procured pursuant to this agreement shall be endorsed to waive subrogation Page 4 of 9 Contract No. against the City of Palm Desert, 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 the City of Palm Desert, its elected or appointed officers, agents, officials, employees and volunteers, and shall require similar written express waivers and insurance clauses from each of its sub-contractors. 6.7 Enforcement of Contract Provisions (non estoppel). Consultant acknowledges and agrees that any actual or alleged failure on the part of the City to inform Consultant of non-compliance with any requirement imposes no additional obligations on the City nor does it waive any rights hereunder. 6.8 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 City 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 City. 6.9 Notice of Cancellation. Consultant agrees to oblige its insurance agent or broker and insurers to provide to City 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. 6.10 Additional Insured Status. General and automobile liability policies shall provide or be endorsed to provide that the City of Palm Desert and its officers, officials, employees, agents, and volunteers shall be additional insureds under such policies. This provision shall also apply to any excess/umbrella liability policies. 6.11 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 City and approved of in writing. 6.12 Separation of Insureds. A severability of interests provision must apply for all additional insureds ensuring that Consultant's insurance shall apply Page 5 of 9 Contract No. 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. 6.13 Pass Through Clause. Consultant agrees to ensure that its sub- consultants, sub-contractors, 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, sub-contractors, and others engaged in the project will be submitted to City for review. 6.14 City's Right to Revise Specifications. The City 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 City and Consultant may renegotiate Consultant's compensation. 6.15 Self-Insured Retentions. Any self-insured retentions must be declared to and approved by City. City 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 City. 6.16 Timely Notice of Claims. Consultant shall give City 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. 6.17 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. 6.18 Safety. Consultant shall execute and maintain its work so as to avoid injury or damage to any person or property. In carrying out its Services, the Consultant shall at all times be in compliance with all applicable local, state and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed. Page 6 of 9 Contract No. 7. Indemnification. CVAS shall indemnify, defend, and hold harmless the City of Palm Desert, its officers, employees, and agents from any and all losses, costs, expenses, claims, liabilities, actions, or damages, including liability for injuries to any person or persons or damage to property arising at any time during and/or arising out of or in any way connected with Contractor's activities under the terms of this agreement, unless solely caused by the gross negligence or willful misconduct of the City of Palm Desert, its officers, employees, or agents. 8. Force Majeure. Any delay or failure in the performance by either party hereunder shall be excused if and to the extent caused by occurrence of a Force Majeure. Force Majeure shall mean a cause or event that is beyond the reasonable control of the party claiming Force Majeure. Force Majeure includes but not limited to, acts of God, fires, floods, rain, heavy wind, earthquake, explosions, riots, wars, sabotage, terrorism, vandalism, accident, restraint of government, governmental act, injunctions, destruction of site and other like events. In the event City has advanced funds for the sponsorship to the extent not utilized directly for the event any unused portion shall be returned. 9. Notices. Whenever it shall be necessary for either Party to serve notice on the other regarding this Agreement, such notice shall be served either in person, by certified mail, return receipt requested to the addresses below. City: City of Palm Desert Palm Desert Civic Center 73-510 Fred Waring Drive Palm Desert, CA 92260 Attn: Deborah S. Glickman Coachella Valley Art Scene: The Coachella Valley Art Scene Post Office Box 328 Rancho Mirage, CA 92270 Attn: Sarah Scheideman Such notice shall be deemed made when personally delivered or when mailed, forty-eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and addressed to the Party at its applicable address. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service. 10.Legal Costs. In the event of any legal action between the City and CVAS arising out of the obligations of the Parties pursuant to this agreement, the prevailing Party will be entitled to payment of its costs and expenses, including its reasonable attorneys'fees. Page 7 of 9 Contract No. 11.Binding Effect. Successors. Neither Party shall assign or transfer, either directly or by operation of law, this Agreement or any interest herein without the prior written consent of the other Party, which may be given in such Party's sole and absolute discretion. Any attempt to do so shall be null and void, and any assignees or transferees shall acquire no right or interest by reason of such attempted assignment or transfer. This Agreement shall bind and inure to the benefit of the Parties and their respective heirs, legal representatives, successors and assigns and all of the Parties thereto shall be jointly and severally liable hereunder. 12.Counterparts. This Agreement may be executed in counterparts each of which shall be deemed an original and all of which together shall constitute one and the same instrument which shall be binding upon the Parties notwithstanding that the Parties may not be signatories to the same counterpart or counterparts. The Parties may integrate their respective counterparts by attaching the signature pages of each separate counterpart to a single counterpart. 13.Further Assurances. Whenever requested to do so by the other Party, each Party shall execute, acknowledge, and deliver any further conveyances, assignments, confirmations, satisfactions, releases, powers of attorney, instruments of further assurance, approvals, consents, and any documents that are necessary, expedient, or proper to complete anything contemplated by this Agreement. In addition, each Party shall do any other acts and execute, acknowledge, and deliver any requested documents in order to carry out the intent and purpose of this Agreement. 14.Modifications. All modifications to this Agreement must be in writing and signed by the Parties. 15.Third-Party Rights. Nothing in this Agreement, express or implied, is intended to confer upon any person, other than the Parties and their respective successors and assigns, any rights or remedies. 16.Governing Law; Choice of Venue. This Agreement shall be governed and construed in accordance with California law, including the Fair Political Practices Act of 1974. Venue shall be Riverside County. 17.Severability. If any provision of this Agreement becomes or is declared by a court to be illegal, unenforceable or void, that clause will be omitted and the remainder of the Agreement will continue in full force and effect. Such holding shall in no way affect the validity or enforceability of this Agreement. Page 8 of 9 Contract No. 18.Entire Agreement. This Agreement is the entire agreement between the Parties and supersedes any prior or contemporaneous representations, understandings or agreements,whether written or oral. 19.Waiver of Jury Trial. The Parties specifically waive any right to trial by jury in any court with respect to any contractual, tortious or statutory claim, counterclaim or cross claim against the other arising out of or connected in any way to this Agreement because the Parties hereto, both of whom are represented by counsel, believe that the complex commercial and professional aspects of their dealing with one another make a jury determination neither desirable nor appropriate. IN WITNESS WHEREOF, the Parties hereto have executed this Agreement as of the date first hereinabove written. CITY OF PALM DESERT Jan C. Harnik, Mayor ATTEST: Rachelle D. Klassen, City Clerk COACHELLA VALLEY ART SCENE Sarah Scheideman, Founder and Director Approved As To Form: Robert W. Hargreaves, City Attorney Page 9 of 9 c4free„ ■ iteuz, A monthly series that connects the community through coffee, pairing an engaging atmosphere with stimulating programs. Presented by Sarah Scheideman of The Coachella Valley Art Scene About the Event: Coffee shops are often the hub of social interaction where neighbors and friends gather to discuss their day. "Coffee in the Park" aims to use coffee to activate spaces in public right-of way for community gathering, conversation, and creative thinking. By utilizing Palm Desert parks, this event creates an inspiring and relaxing outdoor landscape that showcases the City's public space while generating local business activity. The event will take place on the weekend to be accessible to most people and foster a relaxed, social atmosphere. Who: The Coachella Valley Art Scene + City of Palm Desert What: Coffee in the Park When: December 3, 2017 + April 8, 2018 Where: Freedom Park + Palma Village Park Why: Connecting Community through Coffee Time: 8:00am - 12:00pm Cost: Free Asking Resources Required to Launch: City Approval + Support + Asking City for$5,000 $5,000 will cover Administrative Fees and Art Materials to launch the Coffee in the Park series: • Sponsorship Manager: $1,000 • Programming Manager: $1,000 • Vendor Manager: $1,000 • Logo, Branding, Marketing: $1000 • Decor and Stage: $1000 ■ Coffee gaz partft A monthly series that connects the community through coffee, pairing an engaging atmosphere with stimulating programs. Presented by Sarah Scheideman of The Coachella Valley Art Scene Content: 1. Company Information 2. Statement of Work 3. Scope of Work 4. Project + Timeline 5. Event Plan + Logistics 6. Facilities 7. On-Site Management 8. Vendor Information 9. Estimated Budget 10. Vision Board 1. COMPANY INFORMATION a. Corporate Overview: I. The Coachella Valley Art Scene is a 501c3 NonProfit organization that was founded by Sarah Scheideman. In 2008 Scheideman started blog documenting the young and emerging art community of the desert, in 2014 she opened up her first brick and molar art gallery to house and develop the artists and in 2015 they finally became a nonprofit organization after serving the community as a platform for emerging artists for almost 8 years. The CVAS will be running all programming,sponsorships and coordination of community organizations for Coffee in the Park series. ii. Scene Creative LLC was founded by Sarah Scheideman in 2014. The creative services company is based in the Coachella Valley and specializes in festivals, brand activations, video production and content creation. The company has worked with clients such as Goldenvoice, Vans,Westfield and many more. Scene Creative LLC has one full-time employee with over 20 contractors on board. Almost all contracted artists and employees are from the Coachella Valley. Scene Creative LLC will be handling all vendors and art direction and marketing content for Coffee in the Park. b. Event Overview: Coffee shops are often the hub of social interaction where neighbors and friends gather to discuss their day. Coffee in the Park aims to use coffee to activate spaces in public right-of way for community gathering, conversation, and creative thinking. By utilizing Palm Desert parks, this event creates an inspiring and relaxing outdoor landscape that showcases the City's public space while generating local business activity. The event will take place on the weekend to be accessible to most people and foster a relaxed, social atmosphere. Coffee Spotlight i. Local Business: There are approximately 25 unique coffee shops in the Coachella Valley. ii. Demographics: Coffee shops attracts people of all ages, income, and backgrounds. iii. Location: Freedom Park or similar City of Palm Desert public space. iv. Goals: Pilot event in December with estimated 200 people, second event in April with 400 people. Establish as a monthly event as part of the City of Palm Desert's First Weekend series for the 2018-2019 year. 2. STATEMENT OF WORK a. Purpose: Coffee in the Park aims to use coffee to activate spaces in Palm Desert public right-of way for community gathering, conversation, and creative thinking. b. Scope: Scene will organize all aspects of the event including development of theme, budget, marketing material, pre-event planning, logistics and on-site management. c. Project Timeline i. Proposed Event: Coffee in the Park ii. Organizers: Scene iii. Dates: December 3, 2017 + April 8, 2018 and Nov -April 2018-19 iv. Duration: Sundays, 8am - 12pm v. Venue: Freedom Park (December 3, 2017) and Palma Village Park 3. SCOPE OF WORK a. Plan. From conception to curation, The Coachella Valley Art Scene + Scene LLC are responsible for producing and executing the overall vision of the project. This includes but is not limited to marketing material with addition of promotional, publicity via various methods and PR strategies that include cold calls, VIP invitations, Press Releases, media advertising, social media and other marketing strategies . b. Vendors. Invitations to targeted booth participants -which range from coffee roasters and shops, bakeries, farm stands, floral design companies, outdoor patio furniture companies, high education facilities and nonprofits based in the community. Ail proposals from vendors will be evaluated based on interest, capabilities and financial ability to manage vending at our event. Vendors who have demonstrated their capacity to meet our needs will be contacted via phone and/or email to be notified of their selection to move forward in the process. I. Organizations. Targeted community organizations that contribute to the experience of the festival, whom have similar market and interests as `Coffee in the Park' guests. ii. Booths. Identify booth set-up requirements for exhibition. c. Sponsors. Contact and confirm sponsors for event at various levels. Communicate with sponsors on their requirements, deadlines, and deliverables. d. Talent. Development of anchored and sub-events/programming. which include: talks, games, live music, performances and more. Identify and confirm talent for event, including staff and speakers. Communicate requirements, deadlines. deliverables and ensure adequate preparation. e Logistics. Development of theme and concept, flow of event; PA system and logistics coordination. i. Registration. Provide registration for all delegates to sign-up and provide updates to event management. 4. PROJECT+ TIMELINE i. Proposal of Event to Deborah Glickman, May 2017 ii. Discussion Round - logistics and proposal preparation, June 2017 iii. Due Date for Statement of Work, July 2017 iv. Presentation to City of Palm Desert, August 2017 v. Confirmation of Event, August 2017 vi. Project kick-off meeting with organizing committee and project manager to set-up detailed management plan, marketing plan, etc, August 2017 vii. Submission/Feedback of Project, September 2017 viii. Project Execution Phase 1, October 2017 1. Sponsors 2. Vendors 3. Organizations 4. Marketing ix. Project Execution Phase 2, November 2017 1. Sponsors 2. Vendors 3. Organizations 4. Marketing x. Event Execution and Clean-Up, December 3 2017 xi. Project Wrap-Up and Post-Mortem Report, January 2018 5. EVENT PLAN + LOGISTICS a. Venue + Dates b. Public Property c. Permits d. Security: i. Police ii. Paid Security iii. Volunteers e. Insurance i. General Liability ii. Annual Policy iii. Weather Insurance, Rain 6. FACILITIES a. Layout/ Site Plan b. Capacity c. Bathrooms d. Sound + Stage 7. ON-SITE MANAGEMENT a. Vendors b. Personnel c. Production d. Signage e. VIP's f. Volunteers g. First Aid Tent 8. VENDOR INFORMATION a. Booth Design b. Coffee station c. Insurance d. Rentals e. Sales, Payments f. Taxes 9. ANTICIPATED FEES & RESOURCES REQUIRED a. Professional Fee(December+ April event) i. Founder/Organizer: Creator, Overseer, City Contact: $2000 ii. Vendor Manager: $1000 iii. Production Team: $2000 iv. Programming Manager: $500 v. Live Music Performances: $500 vi. Sponsor Manager: $1000 vii. Marketing Manager/Producer: $2000 viii. Business Expenses: $1000 1. Estimated Total (for December+April event): $10,000 b. Resources Required to Achieve Total i. City Approval + Support : $5,000 1. Administrative Costs: a. Sponsorship $1,000 b. Programmer$1,000 c. Vendor$1.000 2. Art Material Costs: a. Logo, Branding, Marketing $1,000 b. Decor, Booths $1,000 ii. Sponsors- (remaining) iii. Vendors - (remaining) Coffee ff. irlipari ■ dile-act B&ahct Ilia II* M .." ¢ .._ - , t 1 •,1 a RS�Y P �" r r'�a RA E IV� 4 1. f f fl 161 Flyer Design: Wedding Invite style, simple+clean Natural products, greenery, flower print and coffee. r.�, .�,�,� . gyp_ F ,.:.-. ,i;"1,Y r .. r �' , .. 4 F : _ •_. . 1- 4v 4. J - Overall Goal Flowers, Coffee, and Books! A perfect way to spend your Sunday with friends. family and community. 111 f Ta 1..• rr - r r • ;ram, •- , ? .. 411114 E ovii.e.....• i 41111 I f tko,:x• . 1)t . 1 ilkiesir , .1. ' :i•/ I Lots of Social Media sharing moments , iii a,lhar: .,- iiii-imil i FRI iiiiik 64412- Cat) AL M i S ROASIFRS x—.4:c':'`n i.:T'-• .r. • - • 1.a ire The goal is for no white tents, prefer standard Coffee stands for nice consistent aesthetic" No food would be prepared, all cafe type foods (muffins, bagels, pre-made)T .... .,.. . _ ,,,, ,,, , _ _._40 „,, , . . , _ , • 7 , 'X • 1 aliggifillialk -, - t • it r„._-,A _ .011680. R ix..y iCi..i ' \ -47" ilkL Umbrellas to keep out from sun. Possible local Patio Furniture store sponsors. ...• • • WgCOMF ''� 1• 7o TNF wEopiNG OF Opectit, YOU,EpLE 4S Eo �FRE� Signage to be curated and handcrafted. Local floral companies to be sponsors to the event Result: A memorable and sharable event that people will look forward to every month that is not only pleasing to the eye, but also stimulates the mind with fantastic, intellectual programming, chess playing and live jazz music and vinyl records. A fun event for all ages, income, and backgrounds by utilizing public parks.