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Home My WebLink AboutDocumentation_Regular_Tab 08_10/13/2011 � � VILLAGE OF TEQUESTA �`' ;u AGENDA ITEM TRANSMITTAL FORM � y �< 1. VILLAGE COUNCIL MEETING: Meeting Date: Meeting Type: Ordinance #: 10/13/2011 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 Tequesta Festival 3. BUDGET / FINANCIAL IMPACT: Account #: Amount of this item: 001-231-534.303 $47,500 Current Budgeted Amount Available: Amount Remaining after item: $90, 000 $43, 000 Budget Transfer Required: Appropriate Fund Balance: ': �: � 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 Tequesta Festival on Saturday, November 19 2011. 5. APPROVALS: , � Dept. Head: Finance Director „ �°'�1�pproved No Financial Impact Attorney: (for legal sufficiency) Yes ❑ No ❑ Village Manager: �/� l"� Y--- """a SUBMIT FOR COUNCIL DISCUSSION: [�]' Routing Sheet Process � 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 to Manager for review / approval. V 1� Vl 1 f�qL�. Parks & Rec�io� D�epartinent Dare: 9/15/2011 To: Michael Couzzo, Village Manager Cc: Lori McWilliams, Village Clerk From: Greg Corbitt, Director of Parks & Recreation RE: Island Time Productions Services for Tequesta Fest 2011 Village Council Agenda Item for October, 2011 Meeting; to approve service agreement of Island Time Productions, Inc to provide the following for the Tequesta Fest 2011: + Saturday, November 19, 2011 • 1— 7 PM (Change from 2010, added hour) • Thrill Ride (Fury) • Thrill Ride (Silver Streak) • Thrill Ride (1001 Nayhts/Hy-Flyer) • Thrill Ride (Hy-Flyer/Vertical Swing)(Change from 2010, added ride) • 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 • RolI-A-Ball Game with 144 Prizes • Multi-Player Game with 144 Prizes • Confection Trailer: L 500 Carmel Apples 2. 150 Carmel Corn 3. Unlimited Bags of Cotton Candy 4. Unlimited Bags of Popcorn 5. Unlimited Snow Cones Interoffice Memo • 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 seven 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 b � . . � Village of Tequesta Date: 10/1/2011 Purchase Order Requisition Date Purchase Order is Req'd: ASAP (Not a Purchase Order) Department: Leisure Services Req. #: Quotes Received: 3 (See Attached) Recommended Vendor: Vendor #:2331 Vendors Bids Island Time Productions, �nc. 1.Island Time Productions, Inc. $47,500.00 '/ Address: P.O. Box 14968 2. Bi Fun Productions 54,750 � City: N.P.B. 3. Doolan Amusements 58,975 State & Zip: FL, 33408 Comments: Island Time Production is to rovide the followin for Te uesta Fest 2011 on November 19 for six hours: 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. Manuf./ Available Balance �-,� fr� Item Descri tion Part# Qt . Unit Price Total Cost Account # Finan� Use ' � -,;,� �� Games, Rides, Food $47,500.00 001-231 534.303 m � �""`� -�� :... :�:�._ �. _.,-� :,�.,. Trailers, Prizes, -�-�-;�:=. � �:i�_,.,, Generators.etc. M � - �---� �:. -� r � .:� —`a W Total: $47,500.00 Finance/A inistrative Use Onl : De artment Head Si nature: Gre Corbitt Date: 10/1/2011 , �1 Finance Director Si nature: Date: Villa e Mana er A roval: Date: '►-'�' ""�- Villa e Council A roval: Resolution #: Date: PO#: Processed By: Date: ... . ,. ,- � ��,�'�L�i�,°i`�ii�1��._r`.r.��; �1�1�;, °� � �_ �� P.O. �OX 1�968 NURTH �ALi�1 BEACH FL. 3 �40� , , * f �� '�� ;, � � �� ,� PHONE: 561-801-1617 F�1.Y: 561-�63-6390 s'�-.�� = EM�IL: BUSTONE1nBELLSOUTH.NET VILLAGE OF TEQUESTA 8/ 5/ 11 DEPT OF PARKS & REC RE: TEQUESTA FEST ATTN: GREG CORBIT Greg , enclosed find the service agreement for this years upcoming Tequesta Fest slated for Saturday NOV. 19 from 1PM to 7PM ( 6HRS ). This agreement reflects the additional 1 HR time run along with the additional Thrill Ride. We were able to package up some equipment and have passed the reduced service fees onto you. Should you wish to make any changes to this agreement contact us A.S.A.P. as we will have to adjust the fees accordingly. Also as a reminder, we had agreed that we would be handling the LEMONADE stand in the amusement area for this event. Please confirm this for us so we don't end up with confusion we can not rectify. Thank You for Your Continuing Support Capt. Neal Alan President / CEO Island Time Productions, INC. � s ISLAND TIME PRODUCTIONS, INC , ` AN AMUSEMENT COORDINATING & REFERRAL AGENCY PO BOX 14968 N.P.B., FL. 33408 PHONE 561-801-1617 FAX 561-863-6390 SERVICE / PROPOSAL AGREEMENT / INVOICE AGREEMENT DATE: 8/ 5/ 11 CONTRACTED PARTY: VILLAGE OF TEQUESTA PARKS & RECREATION ADDRESS: 399 SEABROOK RD TEQUESTA FL. PHONE:561-768-0473 FAX:561-575-7307 DATE AND TIME OF EVENT: SATURDAY NOV. 19 , 2011 1 PM TO 7 PM ADDRESS OF EVENT: PARADISE PARK TEQUESTA DR. CONTACT PERSON: GREG CORBIT PHONE NUMBER AT EVENT: ENTERTAINMENT/SERVICE TO BE PROVIDED: 1) THRILL RIDE ( FURY ) W/ FULL STAFF , P& D, E&S 1) THRILL RIDE ( SILVER STREAK )W ! FULL STAFF , P&D, E&S 1) THRILL RIDE ( 1001 NAYHTS / HY-FLYER ) "" 1) THRILL RIDE ( HY-FLYER / VERTICAL SWING TENTATIVE TBA ) 1) DRAGON WAGON RIDE W/ FULL STAFF, P&D, E&S 1) SUPER SLIDE ( HARD 3 LANE) W/ FULL STAFF , P&D, E&S 1) TRACK STYLE TRAIN W/ FULL STAFF , P&D, E8�S 1) SPINNING KIDDIE ( DIZZY / BARRELS ) RIDE W/ FULL STAFF , P8�D, E&S 1) KIDDIE STYLE ( HAMPTON ) RIDE W/ FULL STAFF , P&D , E8�S 1) WATER GUN RACE GAME W/ FULL STAFF, UP TO 144 QUALITY PRIZES, PBD, E&S 1) ROLL-A-BALL RACE GAME W/ FULL STAFF, UP TO 144 QUALITY PRIZES, P&D, E&S 1) MULTI PLAYER GAME W/ 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 1) FUNNEL CAKE TRAILER W/ FULL STAFF , P&D , E&S , UNLIMITED FUNNEL CAKES MADE TO ORDER 1) SQ 225 QUIET-PAK GENSET W/ WIRE & DISTROS , ALL FUELS & OILS, P&D , E8�S 1) FG 90KVA SUPER QUIET-PAK W/ WIRE & DISTROS , ALL FUELS & OILS , P&D , E&S TOTAL REVENUES DUE: $ 47,500.00 50% DEPOSIT DUE: N/ A BY: N/ A BALANCE DUE: :$47,500.QQ , BY: PRIOR TO OPENING OF EVENT AT 1 PM ON NOV. 20 2011 ISLAND TIME PRO. INC. CONTRACTED PARTY DATE: DATE: ***'"** DO TO UNFORSEEN AND / OR UNCONTROLLABLE CIRCUMSTANCES SUCH AS ***""** ACTS OF GOD , LOSS OF BUSINESS , MECHANICAL DIFFICULTIES ,LOSS OF STAFF , ETC. EQUIPMENT MAY HAVE TO BE REPLACED WITH A COMPARABLE ITEM $1� F�J�T �1��1I)�C:1 I�lv 5 LL :.................................................................................................................................................................................................................................. F'. O. Ba� 699 J�nsen Seach. FL 3�958 Alione (?72) 285-220� Fax (7'l�) 225-0300 EVENT: Tequesta Park and Rec. DATES: Nov.19, 20ll EVENT COORDINATOR: Greg Corbit TIMES: lpm-7pm PH. (561) 768-0473 FAX (561) 575-7307 CONTACT: EVENT LOCATION Paradise Park Tequesta Dr. Tequesta, Fl. SERVICE PROPOSAL PRICE 4) Spectacular Rides (Pirate Ship, 1001, Super Swings and Silver streak) 1) Fun Slide 4) Kid Rides (Barrel of Fun spin ride, Kiddie Car, Rio Grande Train on tracks, Dragon Wagon kid coaster) 3) Carnival games (Roll-a-ball Derby race, Water Gun fun, Hi Striker) all games include up to 144 plush prizes each. 1) Pop Corn concession serving unlimited made to order snow cones, cotton candy, and pop corn. A limited amount of 500 caramel apples, 150 caramel corn, and 200 bags of peanuts. 1) Funnel Cake concession serving unlimited made to order Funnel cakes 2)1-225kw and 1-90kw Generators with power distribution boxes and wire Total Package price $54,750.00 PROPOSAL PRICE 1NCLUDES, DELNERY, SET-UP, OPERATING HOURS, ALL STAFF AND DISMANTLING FEES. LOCAL PERMIT AND OR INSPECTION FEES ARE THE RESPONSIBILITY OF THE EVENT ORGANIZER. STATE INSPECTIONS WILL B� SCHEDULED BY BIG FUN PRODUCTIONS, WITH STATE FEES TO BE ADDITIONAL. (WHEN APPLICABLE) ***ALL EQUiPMENT QUOTED 1S AVAILABLE AT TiME OF QUOTE, SUBJECT TO AVAILABILITY AT TIME OF ACCEPTANCE.*** ALL QUOTES REQUIRE A DEPOSIT OF 50% UPON ACCEPTANCE. Make checks payable to Big Fun, Inc. P.O.Box 699 Jensen Beach, Fl. 34958 AUTHORIZED REPRESENTATIVE PRINT NAME DATE BIG FUN REPRESENTATIVE PRINT NAME DATE f t i t r,085 SE Cove Rd. Stuart, FI. 34997 1772� 285-5579 <. ,,�, , �:��;^4� �C��S�� EvEnt daie: Novernb�r 19, 2C�1 1 Times: 1 pm-7pm � �ddress of evenf lQCation: Paradise Park, Tequesta Dr. Contact: Mr. Greg Corbit Ph. (561} 758-647�3 F,�x (�6]) 575-7307 Doolan Amuserrk�r�ts will provide the Vil{age of Tequesta Park`s and Recreatian the foliowing rides, games and faod concessions` Rides: Sea Ray Pirate Ship, Siiver Streak Himalaya, Hy-Flyer, Swinger, Go gator family coaster, Spin Ride, Westem Train, Kiddie Car ride, Giant Fun Slide. Games: Balloon game, Water Gun Game and Derby Horse race. All games are fully stocked with plush toys. 144 included with each game. Additional toys are available at $9.50 ea. Food: Funnel cakes, unlimited Cotton Candy, Pop Corn, and snow cones are unlimited and made to order. Also included;`150 Caramel Corn, 500 Caramel Apples, and 200 bags of peanuts. All Rides, games and food concessions are fully staffed. Package price includes all staff, deliVery, set-up, generators, operating hours and dismantling fees. A 50% deposit is required on all signed contracts, with balance due the day of event prior to opening. Equipment availability is subject to change. Total Cost $:58;975.00 Doolan Amusements Date Event representative Date