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Home My WebLink AboutDocumentation_Regular_Tab 05_10/15/2009VILLAGE OF TEQUESTA AGENDA ITEM TRANSMITTAL FORM 1. VILLAGE COUNCIL MEETING: Meeting Date: Meeting Type: Ordinance #: 10/15/09 Regular Council Meeting Consent Agenda: Resolution #: Originating Department: Leisure Services 2. AGENDA ITEM TITLE: (Wording form the SUBJECT line of your staff report) Approval of services from Island Time Productions for Annual Harvest Festival ~ -x, r- ;_~, 3. BUDGET /FINANCIAL IMPACT: ~ti Account #: 001-231-534.303 Amount of this item: _-~- $35,600.00-' Current Budgeted Amount Available: Amount Remaining after item: ~; - $57,000 $21,400 Budget Transfer Required: Appropriate Fund Balance: ~~•i~oose an item. 4. EXECUTIVE SUMMARY OF MAJOR ISSUES: (This is a snap shot description of the agenda item) Island Time Productions is to provide rides, games and food at the Village's Annual Harvest on Saturday, November 14~', 2009. 5. APPROVALS: Dept. Head: Finance Directors, Approved No Financial Impact Attorney: (for legal sufficiency) Yes ^ No ^ ~~ ~- -_ __ Village Manager: Routing Sheet Process • SUBMIT FOR COUNCIL DISCUSSION: 1. Send ALL completed forms to Finance for review ONE WEEK prior • APPROVE ITEM: ^ to agenda items due into Clerk's ^ Office. • DENY ITEM: 2. Finance sends Routing Sheet to Form amended 08/26/08 Clerk by deadline. 3. Clerk formulates agenda and sends VillageOfTeq~~ta. Leisure Services Departinent Date: 9/15/2009 To: Michael Couzzo, Village Manager Cc: Lori McWilliams, Village Clerk From: Greg Corbitt, Director of Leisure Services RE: Island Time Productions Services For Harvest Fest 2009 Village Council Agenda Item for October, 2009 Meeting; to approve service agreement of Island Time Productions, Inc to provide the following for the Harvest Fest 2009: • Saturday, November 14, 2009 • 12 noon - 5 PM • Thrill Ride (Fury) • Thrill Ride (Silver Streak) • Thrill Ride (Super Hard Slide) • Children's Ride (Dragon Wagon) • Children's Ride (Track Style Train) • Children's Ride (Dizzy) • Children's Ride (Wiggle Worm) • (2) Bounce Houses • Water Gun Race Game with 144 Prizes • Roll-A-Ball Game with 144 Prizes • Multi-Player Game with 144 Prizes • Confection Trailer: 1. 500 Carmel Apples 2. 150 Carmel Corn Interoffice Memo 3. Unlimited Bags of Cotton Candy 4. Unlimited Bags of Popcorn 5. Unlimited Snow Cones • Funnel Cake Trailer (Unlimited Funnel Cakes Made To Order) • SQ 225 Quiet-Pak Generator • FG 90KVA Super Quiet-Pak Generator • Full Staffing • Pick-up & Delivery • Erect & Strike(take down) with very little impact to the area in a very efficient manner • Provide all necessary copies of insurance • All rides are State inspected for safety • Provide professionaUtop notch service and product to the Village for the past six years • Provide electrical power to the event's stage and selected vendors • On-site supervision before, during and after the event • Pre-event meetings with staff to go over logistics and concerns • Finally, experience and quality Sep 15 09 07;40a 5618636390 p.2 ISLAND TIME PRODUCTIONS, INC AN AMUSEMENT COORDINATING & REFERRAL AGENCY PO BOX 14968 N.P.B., FL. 33408 PHONE 56] -801-1617 FAX 561-863-6390 SERVICE /PROPOSAL AGREEMENT /INVOICE AGREEMENT DATE: 9 i IS i 49 CONTRACTED PARTY: VILLAGE OF TEQUESTA PARKS &. RECREATION ADDRESS: 399 SEABROOK RD TEQUESTA FL. PHONE:561-575-6247 FAX: 561-575-7307 DATE AND TIME OF EVENT: SATURDAY NOV. 14T" .2009 12 NOON TO 5 PM ADDRESS OF EVENT: VILLAGE GREEN PARK 357 TEQUESTA DR. CONTACT PERSON: GREG CORBIT PHONE NUMBER AT EVENT: ENTERTAINMENT/SERVTCE TO BE PROVIDED: ])THRILL RIDE { FURY) W /FULL STAFF , P g D , EBcS 1) THRILL RIDE (SILVER STREAK )W f FULL STAFF , PAD, E&S ** 1) DRAGON WAGON RIDE W !FULL STAFF, P&D, E&S ])SUPER SLIDE (HARD 3 LANE) W /FULL STAFF, P&D, E&S ])TRACK STYLE TRAIN W /FULL STAFF , P&D, E&S 1) SPINNING KIDDIE (DIZZY) RIDE Vl' /FULL STAFF , P&D, EBcS ** l) KIDDIE STYLE (WIGGLE WORM) RIDE W /FULL STAFF , P&D , E&S 2) BOUNCE HOUSES / SMALL W /FULL STAFF, P&D , EBtS 1) WATER GUN RACE GAME W i FULL STAFF, UP TO 144 QUALITY PRIZES, P&D, E&S ])ROLL-A-BALL RACE GAME W /FULL STAFF, UP TO 144 QUALTTY PRIZES, P&D, E&S ** 1) MULTI PLAYER GAME VV /FULL STAFF , UP TO 144 QUALITY PRIZES , P&D , E&S 1) CONFECTION TRAILER W /FULL STAFF, P&D, E&S, 500 CARMEL APPLES , 150 CARMEL CORN, 200 BAGS PEANUTS ,COTTON CANDY, POPCORN ,SNOW CONES MADE TO ORDER ** I) FUNNEL CAI{E TRAILER W !FULL STAFF , P&D , E&S , UNL1.tiI1TED FUNNEL CAKES MADE TO ORDER 1} SQ 225 QUIET-PAK GENSET W / W[RE & D[STROS , AL.L FUELS & OILS, P&D , E8tS ** l } FG 90KVA SUPER QUIET-PAK VJ /WIRE & DISTROS ,ALL FUELS & OILS , P&D , E&S TOTAL REVENUES DUE: 535,600.00 50% DEPOSIT DUE: 517,800.00 BY: OCT 14"', 2009 BALANCE DUE: 517,800.00 BY: PRIOR TO OPENING OF EVENT AT 12NOON ON NOV. ]4T", 2009 ISLAND T[ME PRO. INC. CONTRACTED PARTY DATE: DATE: ****** DO TO UNFOR5EEN AND / OR LTIGONTROLLABLE CIRCUMSTANCES SUCH AS **•**" ACTS OF GOD ,LOSS OF BUSINESS , MECHANICAL DIFFICULTIES ,LOSS OF STAFF ,ETC. EQUIPMENT MAX HAVE TO BE REPLACED WITH A COMPARABLE ITEM Village of Tequesta Purchase Order Requisition (Not a Purchase Order) Date: 10/1/2009 Date Purchase Order is Req'd: ASAP Department: Leisure Services Req. #: Quotes Received: 3 (See Attached) Vendors Bids Recommended Vendor: Vendor #:2331 Island Time Productions, Inc. 1.Island Time Productions, Inc. $35,600.00 Address: P.O. Box 14968 City: N.P.B. State & Zip: FL, 33408 Comments: Island Time Production is the onl vendor to rovide the multitude of services needed for the Harvest Fest. The services include carnival ames, food trailers and adult/kid thrill rides. The uni ue services that this vendor rovides is pre-event meetings, set-up/breakdown time, provide electric to the stage & village vendors, on-site supervision by the owner the entire event, experience in events like ours, knows the clientele very well, provides all necessary insurance, all rides are state inspected. Manuf./ Available Balance Item Descri tion Part# Qt . Unit Price Total Cost Account # Finance Use Onl Games, Rides, Food $35,600.00 001-231 534.303 Trailers, Prizes, ,~ ~ - Generators.etc. A.~ ,.._ ~ -ca ~ ' ~~' C Total: $35,600.00 Finance/Administrative Use Onl De artment Head Si nature: Date: 10/1/2009 Finance Director Si nature: Date: Villa a Mana er A royal: Date: Villa a Council A royal: Resolution #: Date: PO#: Processed By: Date: