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HomeMy WebLinkAbout7544490 2024 Santa Parade & Tree Lighting sound, snow, lights, tech - DocuSign Envelope ID:3C9D0257-8F3D-4659-AF68-43E1 DEOBC8A0 AGREEMENT FOR PROFESSIONAL SERVICE THIS AGREEMENT is made and entered into this 18th_day of January_, 2024, by and between the City of Auburn, Washington, a Municipal Corporation of the State of Washington herein referred to as "CITY" and AT Productions, whose address is 1530 22" ST NW Suite 105, Auburn WA 98001, herein referred to as "CONTRACTOR". WHEREAS, the CITY desires to contract with the CONTRACTOR to provide an professional service for the public in Auburn, Washington; and WHEREAS, the CONTRACTOR has agreed to perform the work in compliance with the terms and conditions of this Agreement; NOW THEREFORE, the CITY and CONTRACTOR in consideration of the conditions and covenants herein do agree as follows: 1. RETENTION OF CONTRACTOR The CITY does hereby retain the CONTRACTOR to perform the work and services described herein. The parties agree that the CONTRACTOR is an independent contractor and shall furnish all supervision, labor, and all other incidentals except as specifically provided herein and the CONTRACTOR agrees to conduct and complete the professional service in a competent and professional manner in accordance with the terms of this Agreement. 2. SCOPE OF WORK The CONTRACTOR agrees to provide the following specific services in its professional service: • Stage, lights, sound, snow, staff, generator and permit for Auburn's Lighted Santa Parade on Saturday December 7, 2024 • Entertainment to begin at 4 PM • Parade to begin at 4:30 PM • Event anticipated to end by 6:30 PM • Contractor to set-up on City Hall Plaza and be ready for band to perform at 4:00 PM • Contractor can load in items on Friday, December 6, 2024 • City will not provide security overnight and is not responsible for items overnight 3. SITE OF PERFORMANCE The CONTRACTOR will conduct its service at: Division Street and City Hall Plaza, Auburn, WA, 98002 herein referred to as "VENUE Agreement—AT Productions 2024 Lighted Santa Parade&Tree Lighting Page 1 of 4 DocuSign Envelope ID:3C9D0257-8F3D-4659-AF68-43E1DEOBC8A0 4. REQUIREMENTS The CITY shall provide the following for this service: Space for snow, stage, lights, fencing and for generator and genie lift legs 5. COMPENSATION In consideration of the services to the CITY in connection with the Professional performance, the CONTRACTOR shall receive total compensation of seven thousand five hundred sixty four and 13 cents ($7,564.13). 6. PAYMENT The CONTRACTOR shall be paid by the CITY for the completed work and service in compliance with the terms of this Agreement. Such payment shall be full compensation for all work performed and services rendered under the terms of this Agreement. The payment to the CONTRACTOR shall be in compliance with the regulations of the CITY Finance Department. The CONTRACTOR agrees to be responsible for payment of any and all taxes, which may be due as a result of performance under this contract. Payment shall be mailed to the CONTRACTOR's company manager or his/her designee following the event. 7. PROMOTIONAL RESPONSIBILITIES CONTRACTOR shall provide the following promotional materials to the CITY: Company bio, photos (high resolution electronic images) and any artwork specifically pertaining to CONTRACTOR at the upon signature of this contract. 8. INDEMNIFICATION The CONTRACTOR agrees to indemnify, defend and hold the CITY, its agents, representatives and employees harmless from and against any and all claims, causes of action or demands or any form of liability of any nature including, but not limited to any copyright infringements for musical performances, arising out of the performance and obligations contained in this Agreement on the part of the CONTRACTOR, its agents, representatives and employees except where such claims arise solely from the negligent acts of the CITY, its agents, representatives or employees. 9. INABILITY TO PERFORM If CONTRACTOR is incapacitated from rendering services through sickness or otherwise, or if CONTRACTOR cannot perform because of fire, accident, act of God or impossibility of performance, the CONTRACTOR shall not receive any compensation for the time during which the services have not been rendered. Every effort shall be made between CONTRACTOR and CITY to reschedule the service at a mutually agreed upon date. Agreement-AT Productions 2024 Lighted Santa Parade&Tree Lighting Page 2 of 4 DocuSign Envelope ID:3C9D0257-8F3D-4659-AF68-43E1DEOBC8A0 10. PERFORMANCE RAINOUT n/a. Event is held rain or shine. 11. TERMINATION In the event the CONTRACTOR or the CITY defaults or fails to comply with any of the requirements of this Agreement, or any obligations hereunder, the CITY may at its option terminate the Agreement. Such remedies shall be in addition to any other right or remedy each may have. 12. NOTICES Any notice required or permitted under this Agreement may be personally served, or given in writing, and shall be deemed sufficiently given or served if sent by registered or certified mail addressed to the respective parties as follows: CITY Amanda Valdez, Special Events Coordinator City of Auburn 910 Ninth Street SE Auburn, WA 98002 CONTRACTOR Austin Taylor AT Productions 1530 22nd ST NW Suite 105 Auburn, WA 98001 Either party may at any time designate a different address to which notices shall be sent. Notice given in accordance with these provisions shall be deemed received when mailed. 12. GENERAL PROVISIONS The following provisions may apply: A. No waiver by either party of any breach or default hereunder shall be deemed a waiver of any preceding or any subsequent breach or default. B. This Agreement may not be changed or modified nor any provision hereof waived except in writing agreed to by both parties. C. This Agreement shall be construed in accordance with and all questions with respect hereto shall be determined by the laws of the State of Washington. D. The CONTRACTOR agrees to pay all reasonable costs, attorney's fees and expenses that may be incurred by the CITY in enforcing the provisions of this Agreement. E. In the service of the work herein, the CONTRACTOR agrees to comply with all applicable State and local laws, rules and regulations. Agreement-AT Productions 2024 Lighted Santa Parade&Tree Lighting Page 3 of 4 DocuSign Envelope ID:3C9D0257-8F3D-4659-AF68-43E1DEOBC8A0 CONTRACTOR LDocuSigned by: D208BAs4__ AUSTIN TALYOR AT PRODUCTIONS CONTRACTOR TAX ID#: On File DATE: 1/18/2024 CITY OF AUBURN DS DocuSigned by: At NAIL Fabur DARYL FABER, DIRECTOR PARKS, ARTS & RECREATION DATE: 1/19/2024 1aDocuSigned by: V0104A A. Ult,b4 j AMANDA VALDEZ, SPECIAL EVENTS COORDINATOR PARKS, ARTS & RECREATION DATE: 1/19/2024 Agreement—AT Productions 2024 Lighted Santa Parade&Tree Lighting Page 4 of 4 DocuSign Envelope ID:3C9D0257-8F3D-4659-AF68-43E1DEOBC8A0 A-r Event Budget Summary /Agreement Quote Number 24-0106 PRODUCTIONS STAGE•SOUND•LIGHTS Name Auburn Santa Parade 2024 1530 22nd St NW Suite 105 Auburn,WA 98001 Submittal Date 1/12/2024 Phone 253.414.1993 Budget Prepared For Amanda Valdez City of Auburn (253) 887-7777 Amanda Valdez 25 W Main St. Auburn, WA 98001 Phone: (253)887-7777 avaldez@auburnwa.gov Event Information and Budget Summary Auburn City Hall Plaza 25 West Main Street Auburn, WA Description Cost Rental $3,752.00 Retail $52.00 Labor $2,450.00 Show Expense $210.00 Travel $400.00 Subtotal $6,864.00 Sales Tax $700.13 Grand Total $7,564.13 By signing below you acknowledge you have read and agree to the Terms and Conditions located on page two of this agreement. Signed: Date: Amanda Valdez Title: DocuSign Envelope ID:3C9D0257-8F3D-4659-AF68-43E1DEOBC8A0 A-rAT Productions LLC Quote 1530 22nd St NW Suite 105 Auburn, WA 98001 Quote Number: 24-0106 PRODUCTIONS Phone: 253.414.1993 Auburn Santa Parade 2024 STAGE•SOUND•LIGHTS www.atproductions.biz Client Venue / Site City of Auburn Auburn City Hall Plaza Amanda Valdez 25 West Main Street 25 W Main St. Auburn, WA Auburn, WA 98001 Phone: (253) 887-7777 avaldez@auburnwa.gov Account Manager I Shipping Method I Customer PO I Warehouse I Terms I Tax Rule fAustin Taylor N/A Auburn Net 10 Auburn Sales Tax Ship Date Load In Show Start Load Out Return Date 12/7/2024 9:00 AM 1 1 12/2/2023 4:00 PM 1 12/2/2023 6:00 PM 1 12/7/2024 11:00 PM Type Qty. Description Note Time Rate Price Price Ext. Audio Rental 1 VRX 3 Box Fly 1 Day Rate 800.00 800.00 Rental 6 JBL VRX 932LA 1 0.00 0.00 Rental 2 VRX Fly Bar 1 0.00 0.00 Rental 1 Green Amp Rack 1 0.00 0.00 Rental 2 1/2 Ton Chain Hoist 1 0.00 0.00 Rental 5 NL4 Jumper- 1' 1 0.00 0.00 Rental 2 JBL VRX 918S Rental 1 Behringer X32 Rental 1 Medium Mic Kit Rental 4 JBL SRX 712M Audio Total: $800.00 Staging Rental 1 EuroStage 2016 1 Day Rate 1,200.00 1,200.00 Labor 1 Mobile Stage Operator 1 Day Rate 500.00 500.00 Travel 1 Trucking 1 Day Rate 400.00 400.00 Staging Total: $2,100.00 FX Rental 2 Crisp Max Snow Machine Requires Atmosity 1 Day Rate 200.00 400.00 Premium snow fluid 4 Liters per 8 minutes of continuous use. Retail 2 Atmosity Crisp Premium Snow Fluid-4 4 Liters of fluid will Each 26.00 52.00 Liters produce snow at full on for 8 minutes Rental 2 Crisp Snow Nozzle Pan Motor 2 on Truss tower 1 Day Rate 30.00 60.00 Rental 2 Global Truss Base 32"-32" 1 Day Rate 35.00 70.00 Rental 2 F34 Box Truss-9' 10" 1 Day Rate 40.00 80.00 Rental 2 F34 Box Truss-6'6" 1 Day Rate 35.00 70.00 FX Total: $732.00 Lighting Rental 16 SixPar 200 Stage Lighting 1 Day Rate 32.00 512.00 8x down/8x up static Lighting: $512.00 Labor Labor 1 FOH Engineer Load In, Operate, 10 Hourly Rate 50.00 500.00 Load Out 1/12/2024 5:55 PM Page 1 of 2 DocuSign Envelope ID:3C9D0257-8F3D-4659-AF68-43E1DEOBC8A0 AT Productions LLC Quote(Quote Number:24-0106) Type Qty. Description Note Time Rate Price Price Ext. 12/7/2024 9:00 AM - 11:00 PM Labor 1 FX Technician Load In, Operate, 10 Hourly Rate 50.00 500.00 Load Out 12/7/2024 9:00 AM - 11:00 PM Labor 1 Stage Hand Load In, Load Out, 10 Hourly Rate 35.00 350.00 Strike 12/7/2024 9:00 AM - 11:00 PM Labor Total: $1,350.00 Power Distribution Rental 1 45KvA Generator-45 KvA City to provide 1 Day Rate 575.00 575.00 barricade around Generator Retail 1 Generator Fuel Each 7.00 7.00 Rental 1 Power Distribution to FX,Audio, Stage 1 185.00 185.00 Lighting Rental 25 2 Channel Cable Ramp-3' 1 Day Rate 15.00 375.00 Power Distribution Total: $560.00 Show Expense Labor 1 Electrician 4 Hourly Rate 150.00 600.00 12/7/2024 9:00 AM - 11:00 PM Show 1 Venue Power Fees Electrical Permit 1 Each 210.00 210.00 Expense Show Expense Total: $810.00 Subtotal: $6,864.00 X Sales Tax: $700.13 Authorized Signature Delivery and Pickup: $0.00 Total: $7,564.13 Total Applied Payments: $0.00 Balance Due: $7,564.13 1/12/2024 5:55 PM Page 2 of 2 DocuSign Envelope ID:3C9D0257-8F3D-4659-AF68-43E1DEOBC8A0 AorAuburn I Quote Number 24-0106 1530 22nd St NW Suite 105 Auburn, WA 98001 Name Auburn Santa Parade 2024 Phone: 253.414.1993 www.atproductions.biz Account Manager Austin Taylor PRODUCTIONS I Quote Date 1/12/2024 STAGE•SOUND•LIGHTS Client Venue/Site City of Auburn Auburn City Hall Plaza Amanda Valdez 25 West Main Street 25 W Main St. Auburn,WA Auburn,WA 98001 Phone: (253)887-7777 avaldez@auburnwa.gov Ship Date Return Date Status Terms Total 12/7/2024 9:00 AM 12/7/2024 11:00 PM Inquiry Net 10 $7,564.13 Agreement By my signature, I (the individual, or a person authorized to act on behalf of the organization, firm, partnership, entity, or corporation named as Client (the "Client") on the Quote) agree to the purchase of this package as quoted. I understand that this is the full extent of rental items provided by AT Productions, LLC (hereinafter referred to as "Lessor" or "Company"), and that this proposal reflects my needs accurately. Company agrees to provide the Equipment, Labor and Other Services as outlined in the Quote and in connection with the event identified in the Quote, subject to the following Terms of Production Services and Rentals: Quote & Pricing Validity All quoted prices are good for thirty (30) days from the Date of Quotation. To ensure these prices and continued Rental Equipment Availability, please sign and return this Quotation as soon as possible. This Order is Subject to Change based on request(s) by Client and their Representatives prior to date that the order is shipped. Onsite additions may not be possible. Time is of the essence. Deposit Policy A 50% Deposit is required with this signed order, unless arranged in advance and agreed upon by AT Productions. If Client chooses to cancel this Order more than 30 days before Event Commencement Date (hereinafter referred to as "Date") for any reason, the Deposit will be forfeited as liquidated damages in consideration of having held equipment & staffing available for Client. Cancellations made 14 days or less prior to Date will be subject to a charge of an additional 25% of Quoted Price. If customer has pre-paid any or all of the Quoted Price, these fees will be withheld from any issued refund. In addition, Company will invoice the Client and the Client will be responsible for all Equipment and Services provided to the Client up to the date upon Company becomes aware of the cancellation or termination by the Client, but in no case will these charges exceed the total Quoted Price. In their sole discretion, AT Productions may choose to allow any part of the forfeited Deposit to be applied to a future date. Permits Unless specifically indicated as being a part of this quote, Lessor is not obtaining nor providing any required national, state or local permits or other legal requirements that may be necessary for Client's event taking place. This includes (but is not limited to) public assembly, liquor, mechanical and/or electrical permits or inspections. Receipt of Equipment With the acceptance and/or receipt of a Production & Rental Package, the undersigned Client (or their authorized representative) affirms that all items listed on the Shipping Manifest (detailing all items provided under this agreement) have been received in working order. Any shortages must be reported at time of delivery. Any non-functioning item(s) should be reported as soon as possible, but in any case before the DocuSign Envelope ID:3C9D0257-8F3D-4659-AF68-43E1 DEOBC8A0 conclusion of the rental agreement, for any consideration to be available. Liability Client agrees to be responsible for all actions at their event, including the acts of their staff, volunteers, guests, and production partners. This responsibility includes ensuring the safety and security of Lessor's property at all times. Client assumes liability for any damage to or theft of Lessor's property, and agrees to be liable to Lessor for the full retail cost of any item(s) not returned to Lessor. Even though AT Productions will take all reasonable precautions to ensure the safety of their property, Client accepts overall responsibility for any loss(es). Client is encouraged to obtain insurance coverage(s), at their sole expense, to provide coverage for Lessor's assets. Mobile Stage Events where AT Productions is providing a temporary stage of any sorts, a Mobile Stage Technician is required, at the expense of the client, to be on site for the duration of the event. This technician shall have full authority to cancel a performance or evacuate the stage in the event of any dangerous circumstances, not limited to inclement weather, crowd rush, or unsafe use of the stage. Wind ratings and policies are outlined in the High Wind Action Plan attached to quotes with mobile stage and are available upon request. Return of Rental Equipment Rental term begins on the date and time specified as "Ship Date," and terminates on the date and time specified as "Return Date," unless amended in writing on this contract. Rental charges commence upon pick up from Company premises or delivery of Goods to Customer and end upon return of Goods to company premises. Customer agrees to pay a full deposit at the time Goods are taken out and pay additional charges or late fees at the return of Goods to Company's premises covering all costs for the use thereof. Failure to return Goods on the expiration and Due Date in certain circumstances will be considered a theft, resulting in criminal prosecution. Title to the Goods is, and shall remain, in the name of the Company. If Goods are levied upon for any reason whatsoever, Company may retake Goods without notice or legal process and may take all action reasonably necessary to do so. Event Access & Conduct AT Productionss staff as listed will require (1) one All-Access event badge each. AT Productions (hereinafter "Company") personnel are not volunteers, and as such any "Volunteer Agreement" paperwork of any kind signed by any Company staff member or subcontractor will not create any agreement between Company and Client with regards to any listed policies, penalties or restrictions. AT Productions maintains high standards of professionalism to which all Company staff members are required to uphold at all times while at an event. Any concerns regarding the onsite conduct or behavior of any Company staff member must be reported to Company management within 24 hours of incident(s). Failure to report any alleged incidents to management within this time frame will be deemed a release by Client of any liability or considerations to them from Company. Date: Date: Company Client Signature: Signature: Name/Title: Name/Title: