The URL can be used to link to this page

Home My WebLink AboutReimbursement - PS Life - Relocation Of Fashion Week El PaseoCITY OF PALM DESERT ECONOMIC DEVELOPMENT DEPARTMENT STAFF REPORT REQUEST: APPROVE FINAL EXPENDITURES ASSOCIATED WITH THE RELOCATION OF FASHION WEEK EL PASEO AND FOOD & WINE FESTIVAL PALM DESERT TO PALM SPRINGS LIFE IN THE AMOUNT OF $12,561.29 SUBMITTED BY: Ruth Ann Moore, Economic Development Manager DATE: September 8, 2016 CONTENTS: City Manager approval memo and paid invoices Recommendation: By Minute Motion, approve reimbursement of expenditures to Palm Springs Life in the amount of $12,561.29 for costs associated with the relocation of Fashion Week El Paseo and Food & Wine Festival Palm Desert. Executive Summary: Funding for costs associated with the relocation of Fashion Week El Paseo and Food & Wine Palm Desert were approved within the Fiscal Year 2015-2016 Budget. Palm Springs Life paid upfront for structural engineering costs associated with securing the tents to the parking structure and site sponsorship and were reimbursed by the City. After a final review of all event costs, it was determine that the items below had not been submitted to the City for reimbursement. The total amount exceeds the signing authority of the City Manager for a specific project or occurrence and therefore requires the approval of the City Council. Final relocation fees include the following: Al Party Rental — costs associated with drilling, fabrication and installation of anchor plates to hold the tent structures. The first portion of the bill ($6.833.71) was submitted and reimbursed last spring. $9,666.29 LV Engineering — Final engineering calculations for structural approval of the tents. This was an additional requirement by the City's Building & Safety Department. $2,000.00 GPRS — costs associated with ground penetrating radar to drill into the parking structure. $ 895.00 TOTAL $12,561.29 Staff Report Approval of FW Final Expenses September 8, 2016 Page 2 of 2 Funds were approved in the 2015-2016 Fiscal Budget for costs associated with moving the event to the parking structure and no appropriation is required at this time. Strategic Plan Obiective Fashion Week El Paseo and Food & Wine Festival Palm Desert contribute to both the Economic Development and Tourism and Marketing elements of the City Envision Palm Desert Strategic Plan. Specifically, event creation contributes to: • Priority No. 3 of the Economic Development element —Create and attract entertainment and events to enhance and expand the Palm Desert economy and lifestyle; and • Priority No. 2 of the Marketing and Tourism element —Grow existing events and develop new events to enhance the desirability of Palm Desert as a year-round destination. Fiscal Analvsis: Fashion Week El Paseo and Food & Wine Festival Palm Desert have become unique, signature events for Palm Desert that encourage out of town guests to extend their visit to the City and patronize its shops, restaurants, and hotels. Spurred by the significant exposure that the City receives via advertising, public relations, and online and direct marketing efforts, these visitors help generate the sales tax and transient occupancy tax revenues that add into the City's general fund. Staff recommends approval of the above motion. Submitted b uth nn Moo e Economic Development Manager Reviewed: 1 Janet.Moore &redtor of Finance Approval: Department Head: Martin Alva* Director of E onomic Development 1 4 * A/V Rud c to sistant ity Manager G Tcon Development Ruth Ann Moore'STAIT RF.PORTS'Tasluon Week approval of expenses final docx Desert Publications Inc. Desert Publications, Inc. PO Box 2724 Palm Springs, CA 92263 BILLING ADDRESS Ruth Ann Moore City of Palm Desert 73510 Fred Waring Dr Palm Desert, CA 92260 IO/AD ID P/U, Install Anchors Eng. Calc. Scans Invoice # Invoice Date Customer Payment Terms Due Date Customer PO # ADVERTISER City of Palm Desert, ID: 183 73510 Fred Waring Dr Palm Desert, CA 92260-2578 992035 06/30/2016 City of Palm Desert, ID: 183 Net 30 Days 07/30/2016 ISSUE . PAGES AD SIZE TY RATE' _ -TOTAL DATE-,`" . Q,. 1 $9,666.29 $9,666.29 1 $2,000.00 $2,000.00 1 $895.00 $895.00 Message: Subtotal $12,561.29 Fashion Week El Paseo 2016 - Related Reimbursable Expenses Tax $0.00 Al Party Rentals - Balance of cost to deliver, pick-up and install anchors for tent. Payments &Credits $0.00 Al Party Rentals - Engineer connection calculations for two tents on parking deck. Ground Penetrating Radar Systems, Inc. - Scans to identify proper reinforcing on parking deck. BALANCE DUE $12,561.29 A - MEDIA EDITION Al Party Rentals Fashion Week 2016 Al Party Rentals Fashion Week 2016 GPRS Inc. Fashion Week 2016 --------------------------------------------------------------------------------------------- REMITTANCE STUB TO DESERT PUBLICATIONS, INC. Invoice # I 992035 I Date 106/30/2016 I Customer ID I ID: 183, City of Palm Desert Amount Enclosed: Make Checks Payable to: Desert Publications, Desert Publications, Inc. PHONE (760) 325-2333 Inc. PO Box 2724 FAX (760)325-6097 Palm Springs, CA 92263 Credit Card Information Master Card Visa American Express Name on card: Credit Card Number: Exp. Date: Security Code: Card Holder Signature: Amount to charge: MEMORANDUM TO: John Wohlmuth, City Manager FROM: Ruth Ann Moore, Economic Development Manager CC: Martin Alvarez, Director of Economic Development Rudy Acosta, Assistant City Manager DATE: September 24, 2015 SUBJECT: Approval of costs associated with drilling and anchor plates for Fashion Week tents ATTACHED: Al Party Contract with Palm Springs Life Attached is the updated cost associated with drilling and anchor plate installation for the Fashion Week tents located on top of the Gardens parking structure. Once the scanning of the parking deck was completed it was determined that to safely install the tents additional holes must be drilled to increase the number of plate installations. This increased the estimated cost from $11,000 to $16,500. Staff recommends approval of this cost for analysis of the site and funds are available in Professional Administrative Expense, Account No 1104430-4309000. Please contact Rudy Acosta or me should you have any questions. , ohn Wohlmuth, City Manager 'Print Preview' Stops - Images - Search® Image Front: Desert Publications Inc. V4.k V= HA d1b.f11r 1,e, tD1, CAN lln. DI„r4 C-An 16.24/1220 Prl ea 111a IYI.o Sp.nn CA 1"-.At:i14 (M) UJ-V1J 49690 I e,ttJJ.71 PAY Sit Tho»ond BW% Hun4ra4 TWy-ThrM and 71f1110 Odlrn A/, n lit Patty iit Sit / `� v 251 E Frara Slraal Covina, CA 91723 ro49690r 4:4220002441:19393 Image Back: item Details Amount 6,833.71 Check # 49690 Posting Date 03/17/2016 As of Date 03/17/2016 Additional Item Details 0000007+000000043390819 CHECK 04,1 Mar t4, 2010 V"R avn n NAA N.WON JV Ot7a T► M A O R uot*t H Account Number/Account Name: 1939306262/DESERTPUBU Routing Number: 121042882 Description: CHECK PAID Item Sequence Number: 8640411988 Privaot. Sammy 6 le4 ® Copyright 2002 - 2016 Wells Fargo. All rights reserved. Page I of I https://wellssuite.welisfargo.com/sps/printImages.do 4/12/2016 MPARTY CELEBRATE WITH STYLE 251 E FRONT STREET P 866.217.2789 COVINA, CA 91723 626.967.7572 AIIPARTYRENTAL.COM F Customer #: 23125 PALM SPRINGS LIFE 760325-2333 Phone 303 N INDIAN CANYON DRIVE PALM SPRINGS, CA 92262 Status: Reservation Contract #: 20506 Event Beg: Sat 312612016 9:OOAM Event End: Mon 4/11/2016 5:OOPM Operator: Herrera, Valerie i Job Descr: PALM SPRINGS - ANCHORS Ordered By: MICHAEL MATHEWS 760-325-2333 Salesman: RENE MARTINEZ Delivery and Pickup Delivery: Sat 3/26/2016 Contact: Pickup Date: Mon 4/11/2016 Phone: Used at Address: 303 N INDIAN CANYON DRIVE; PALM SPRINGS, CA 92262 Al WILL NOT BE HELD RESPONSIBLE FOR ANY DAMAGES, CAUSED BY DRILLING INTO CONCRETE. WE ARE WORKING UNDER GUIDANCE OF GROUND PENETRATING RADAR SYSTEMS INC (AKA. GPRS) Al ALSO WILL NOT TAKE RESPONSIBILY FOR ANY FUTURE PROBLEMS THAT MAY ARISE FROM THE DRILLING AND ANCHORS THAT WE WILL BE INSTALLING Qty Items Rented 1 --ANCHORS — ANCHORS FOR STRUCTURES— INCLUDES DELIVERY/ PICKUP; LABOR TO INSTALL & REMOVE Each Price $16,500.00 $16,500.00 48 HOUR NOTICE REQUIRED TO AVOID CANCELLATION FEES. BUSINESS ACCOUNT CLIENT ORDERS MUST BE PAID IN FULL 3 DAYS PRIOR TO DELIVERY. Payments made on this contract: Rental/Sale Paid $9,666.29 Thu It 7/2016 12:16PM Check # 49229 Total $9,666.29 I decline damage waiver on the rented equipment. Initials i Rental: $16,500.00 Subtotal: $16,500.00 Signature: PALM SPRINGS LIFE Total: Paid: $16.500.00 $9,666.29 Amount Due: $6,833.71 0 Store Hours Mon - Fri 9:00a-5:00p Sat 10:00a-2.00p Modification # 7 Printed On Fn 2/26/2016 9 1423AM Sonware by Point -of -Rental Software www point -of -rental com Contract-Params.rpt (1) CELEBRATE `NITtt STYLF_ 251 E FRONT STREET P 866.217.2789 COVINA, CA 91723 AIPARTYRENTAL.COM F 626.967.7572 (customer B: 2312t' PALM SPRINGS LIFE 760-325-2333 Phone 303 N INDIAN CANYON DRIVE Job Descr: PALM SPRINGS LIFE PALM SPRINGS, CA 92262 Ordered By: MICHAEL MATHEWS 760-325-2333 Salesman: RENE MARTINEZ City Items Rented ---- SUPPORT --- 1 ENGINEERING LV ENGINEERS.COM TO PROVIDE CONNECTION CALCULATIONS AND DETAILS FOR TWO TENTS. THESE TENTS WILL BE SUPPORTED UPON AN EXISTING PARKING DECK Status: Reservation Contract #: 20926 Will Call: Sat 3/26/2016 9:OOAM Return: Sat 3/26/2016 9:00AM Operator: Herrera, Valerie Eacli Price $2.000.00 $2,000.00 48 HOUR NOTICE REQUIRED TO AVOID CANCELLATION FEES. BUSINESS ACCOUNT CLIENT ORDERS MUST BE PAID IN FULL 3 DAYS PRIOR TO DELIVERY. t decline damage waiver on the rented equipment- Initials Rental: $2,000.00 Subtotal: Total: Paid: Amount Due: . $2,000.00 $2,000.00 $0.00 $2,000.00 Signature: PALM SPRINGS LIFE Store Hours Mon - Fri 9:00a-5:00p Sat 10:00a-2:00p Modification # 2 Printed On Wed 3116MIS 12*22-54PM Software by Point -of -Rental Software www.point-of-renlal.corn Contract-Pararns rpt 111 1` 1 Customer Details Customer Palm Springs Life Address 303 N Indian Canyon Dr PO Box 2724 city Palm Springs Job Details Location El Paseo Village Tent Project Purchase Order Number Contact Rene Martinez She Contact Same GROUND PENETRATING RADAR SYSTEMS; INC._ Main OMce: 419.843-9804- Main Offltae Fax: 40443-6829 .THE NEW WAY TO X RAY° Nationwide. Service Avallable hlttp:llHiww.g p-radaK:com Phone Number State ZIP CaBfomla 9=2 Technician Phone Number James Petersen 909-09-5265 Job Number Tent Project Contact Number 6262550785 Site Contact Number Same Report Requested No Job Date: 2/1012016 Post Tension Mapping Work Description Client wants an invoice. GPR used to locate reinforcing in a siaD In approximately 48 areas. A 2'X2' box was scanned around each location marked with a "T'. Measurements were taken from intersecting point of the T. It is advised to stay alleast 1.5" away from all markings. AN limitations were explained to Rene onsite. Payment Details Cost Payment Type $ 895.00 Invoice Concrete Terms Sr Conditions 1. GPRS. Inc. provides Ground Penetrating Radar (GPR) services. While a good percentage of our work does deal with assisting in the detection of finding electrical conduits and reinforcing steel (including rebar, post tension cables, and wire mesh) in concrete, there are often survey restrictions that could Inhibit our accuracy. These conditions could include, but are not limited to. moisture present in the concrete, amount of reinforcing steel reflection, depth of target being located, etc. With these factors in mind, GPRS CANNOT guarantee it will be able to locate ALL reinforcing steel and conduits on site. 2. Our goal Is to provide you with the answers to your questions regarding what lies below the surface, and where it Is located. Customer acknowledges it understands that our answers are based upon an interpretation of retrieved data and are whet GPRS believes lies below the surface. The decision to proceed with culling, coring, drilling, boring, or excavation is left entirely up to the customer. 3. GPRS does riot accept liability for an inaccurate interpretation or any other reason, and customer agrees to release and Indemnity GPRS and its owners and agents from all losses and damages from all alleged negligence endlor contract claims by customer or any third party. 4. Payment is due upon receipt of invoice Rene Martinez Rene@,Alpartyrontal.com