INSTALLATION OF TEMPORARY HOLIDAY ICE RINK. MAYOR PRO TEMPORE JOHN H~IL N. (Fran Solomon, Deputy)

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1 CTY COUNCL NEW BUSNESS AUGUST 18, 2014 SUBJECT: NTATED BY: NSTALLATON OF TEMPORARY HOLDAY CE RNK MAYOR PRO TEMPORE JOHN H~L N. (Fran Solomon, Deputy) c..ftj COUNCLMEMBER JOHN J. DURAN (an Owens, Deputy). - STATEMENT ON THE SUBJECT: This item authorizes staff to work with Rink Specialists to install a temporary ice skating rink at West Hollywood Park during the holiday season. RECOMMENDATONS: (1) Authorize staff to enter into an agreement with Rink Specialists for the temporary installation of an ice skating rink at West Hollywood Park. (2) Approve the waiver of all City foes related to the ice rink project; including, but not limited to, special eve_nt fees, park/recreation fees, building & safety fees, and public safety tees. (3) Authorize staff to negotiate all the terms of the agreement including the requirements tharthe operator bear all costs associated with the installation of the ice skating rink; that the operator provid~ sufficient proof of adequate liability insurance; and, that th 1 e operator agree to work with the City staff to provide ice skating lessons for children in West Hollywood. BACKGROUND AND ANAL YSiS: The City has been approached by Olympic skater Randy Gardner about the possibility of locating a temporary ice skating rink in West Hollywood during the holiday period from Thanksgiving weekend, 2014 through mid-january, The operators will require access to the site starting on November The 3- week dismantling of the facility will be completed by approximately February 8, The cost of establishing the rink and providing liability insurance would be borne by the operator, Rink Specialists. They have submitted a proposal outlining the logistics and economics of the temporary installation. All operating costs would be born by Rink Specialists who will collect and retain all operating revenues. (See attached Exhibit A). Any costs to replace damage to sod located directly!agenda TEM 5. A

beneath the ice rink will be shared by Rink Specialists and the subsequent speqial event that will be utilizing the site immediately following the dismantling of the ice rink.

2 beneath the ice rink will be shared by Rink Specialists and the subsequent speqial event that will be utilizing the site immediately following the dismantling of the ice rink. The operator has established similar rinks in other locations, inclu<;jing a successful rink operated in Santa Monica for many years. n the City of Burbank, a temporary ice skating rink has been determined to be categorically exempt from the requirements of CEQA pursuant to Section (e) of the State CEQA Guidelines pertaining to minor temporary uses of land. Similarly, a temporary ice skating rink in Huntington Beach has been found to not have any significant effect on the environment and is exempt from CEQA provisions pursuant to section (e) of the CEQA guidelines, because the project involves the minor temporary use of land for an ice skating rink, which has no permanent effects on the environment. Since California is currently under drought conditions, staff has done an in-depth review of rink water usage through the entire program period. The ice rink requires 50-75K gallons of untreated tap water through the entire program period. This is a minimal amount of water usage. For example, a hotel room uses 130 gallons of water per day. For a 200 room hotel, that would be 26,000 gallons of water per day. The use of 50,000 gallons is equivalent to water used by a 200 room hotel for approximately 2 days. The use of 75,000 gallons is equivalent to water used by a 200 room hotel for approximately 3 days. Water usage will be employed at night when the rink is closed. The operator of the temporary rink will pr.ovide skate rental and food concessions. Skating lessons can be offered for children as part of the programming. n addition, the skating rink can be used for fundraising activities for organizations like ADS Project Los Angeles, the Gay an9 Lesbian Center and other non-profit organizations serving the West Hollywood community. At full capacity, the rink can accommodate 250 skaters. Rink Specialists will offer several days of free ice skating for the community. They will provide full security including an on-site arid after hours management contact person and full rink servicing and maintenance. They will additionally supply comprehensive servicing of 4 VP and 1 handicapped accessible restrqoms on the site. A number of different locations have been explored both in city parks and elsewhere. Because of the size an<;j technical requirements for a temporary rink, the best location appears to be the large lawn at West Hollywood Park. (See attached Exhibit B). Staff has determined that minimal regularly scheduled park programming will be cancelled as a result of the temporary rink installation. West Hollywood has long tried to promote a festive vibe during the holiday season as a way of promoting business and charitable activity within the City. For many years, the City has sponsored the installation of specialized lighting during the holiday season. Creating a temporary ice skating rink will build on those efforts while simultaneously providing the community an opportunity for a shared

3 recreational and social venue. The operator has also indicated that it plans to reach out to Visit West Hollywood and the West Hollywood Chamber of Commerce to develop mutually beneficial partnership strategies during this period. They have additionally confirmed the rink as a venue for exhibitions by,various well known skaters Sl;Ch -as Randy Gardner and Tai Babalonia. This will give West Hollywood residents an opportunity to see world class skaters in West Hollywood. EVALUATON: This is the inaugural year of this holiday event. t is a pilot program to be held annually subject to an in depth analysis of its success by Parks and Recreation staff. Staff will analyze attendance and other criteria it will establish to evaluate its popularity. Staff will additionally re-evaluate subsequent contr?cts and revise as necessary. '. ENVRONMENTAL SUSTANABLTY AND HEAL TH: Please see staff report under "Background and Analys,is" for water utilization analysis. The ice rink will utilize minimal amounts of water. CONFORMANCE WTH VSON AND THE GOALS OF THE WEST HOLLYWOOD GENERAL PLAN: This item is consistent with the General Plan goal of "Provide diverse recreational programs and facilities", (PR-1) and the Core Value of "dealism, Creativity and nnovation". OFFCE OF PRMARY RESPONSBLTY: DEPARTMENT OF HUMAN SERVCES AND THE DEPARTMENT OF PUBLC WORKS. ) FSCAL MPACT: Staff estimates that the fiscal impact associated with this item will be approximately $10, in the form of waived city permits and fees. As part of this item, staff is recommending that the City Council approve the waiver of all City fees and the costs associated with City permits for the ice rink. These permits and fees may include, but not be limited to: Special event permit fees, facility use fees, park/recreation fees, encroachment fees, building and safety fees, lane closure fee (during installation), and public safety fees. Additional parking validation at the 5-story parking structure will not be needed. Visitors to the ice rink will be able to park at the 5-story structure and will receive the standard 1-hour free and additional hour with validation.

4 Rink Specialists, the operator of the proposed ice rink, will fully install the ice rink at their own cost. n return, Rink Specialists will collect and keep all revenue associated with the facility. Rink Specialists will pay for all costs associated with the ice rink, including but not limited to, installation, maintenance, utilities, employees, ancillary facilities, temporary restrooms, marketing, insurance, lighting, security and replacement of turf underneath the ice rink and outlined in the staff report. City Finance staff reviewed the financial pro forma and assumptions for the ice rink project (Exhibit A), as well as other ice rinks in _the area. n the first year of operation there is typically little if any profit related to these facilities. With this in mind, it is the City's best interest to not assume any financial risk associated with the project. nstead, staff recommends the approach that i.s presented in this item; the operator incurs all costs and retains all revenue. Lastly, staff believes that the project has the potential to increase patronage, and revenue, at nearby businesses, since it will draw tens of thousands of visitors during its two months of operation.

~ ( PROFESSO 866.412.6401 North East Office Benn Breton, President 6 Washington Court Naples. ME 04055 bbreton@rinkspecialists.com 757.754.

3304 mobile Warehouse 113 Hamilton Court Suite A Harbinger, NC 27941 252.207.0466 fax RNKSPECALSTS.COM ULTRAPUREPANTS.

Santa Monica Blvd. West Hollywood, CA 90069 Email csmith@weho.org Phone 323.848.

6 ~ ( PROFESSO North East Office Benn Breton, President 6 Washington Court Naples. ME bbreton@rinkspecialists.com mobile South East Office Rich Cubin, Vice President 3037 Martins Point Rd Kitty Hawk, NC rccubin@rinkspecialists.com mobile Warehouse 113 Hamilton Court Suite A Harbinger, NC fax RNKSPECALSTS.COM ULTRAPUREPANTS.COM ce Rink Services nstallations Seasonal Repairs ce Painting Design Consulting Ultra Pure Products White Paint City of West Hollywood Cleo Smith - Special Events Manager City of West Hollywood 8300 Santa Monica Blvd. West Hollywood, CA csmith@weho.org Phone /Fax ntroduction Thank you for the opportunity of providing your organization with a detailed proposal for your consideration. Rink Specialists is the leading innovator and supplier of high quality, high efficiency temporary and permanent seasonal ice skating rinks in North America. Our constant pursuit of excellence and consistent delivery of high profile projects have continued to set Rink Specialists apart from other ice rink providers. Our knowledge and experience of all ice rink types provides our customers with tremendous flexibility and options for both design and financial planning. The entire Rink Specialists staff is designed around a "Team" concept, from start to finish, our staff is knowledgeable in every facet of ice rink installation, programming and management. Rink Specialists works with the biggest names in the sports & recreation industry, delivering time and time again proven ice rinks and a lifetime of memorable experiences. Here are some of our biggest projects from just the last few years: NHUPittsburgh Penguins Winter Classic Community Rink, Pittsburgh, PA Dercum Square ce Rink, Vail Resorts, Keystone, CO Frozen Fenway 2012, Boston Red Sox, Boston, MA Pittsburgh Penguins Community Rink 2011& 2012, Pittsburgh, PA ce at Santa Monica, DTSM, Santa Monica, CA Rink at the Rock, DTCR, Castle Rock, CO NHL Winter Classic, Detroit Red Wings, Detroit, M Frozen Fenway 2014, Boston Red Sox, Boston, MA Frozen Frontier, Buffalo Sabres, Rochester, NY Project Summary Customer is soliciting bids for a temporary ice skating rink for a 1 O -12 week period commencing in November Customer has indicated that they are interested in a 60' x 120' oval skating surface and are considering both rental and management services. This ice rink will be designed for temporary seasonal use and as such, all products and design features must allow for an efficient installation & removal process. Thank you again for this opportunity and we look forward to answering any questions you may have in regards to this proposal. Liquid Colors Dasher Ads Benn Breton President Rich Cubin Vice President nlay Logos Spray Rigs Sport ce Resurfacers Sales SEASONAL PROFESSONAL RECREATONAL Service

reinforced EPDM pressure and Suction Hoses Foundation: Vapor Barrier: Resurfacer: Chiller: Recommend: Recommend: Recommend: Recommend: Sand Box Customer Supplied or contracted Plastic 6mil Compact ce

7 City of West Hollywood - ce Rink Specifications Rink Size: Operational: Rink Type: ce Mat Type: Header Type: 60' x 120' 7,200 sq.ft Weeks, November February 2015 Temporary, Direct Sun Ultra Tough, 5/8" Clear Poly Pipe, Copper or Brass U-Bends 6"Schedule 80 PVC, Cosmetic Header Cover 6" Victaulic Fittings, 6" reinforced EPDM pressure and Suction Hoses Foundation: Vapor Barrier: Resurfacer: Chiller: Recommend: Recommend: Recommend: Recommend: Sand Box Customer Supplied or contracted Plastic 6mil Compact ce Resurfacer (TBD) (2) 200 Ton, Trane, Air-Cooled, Approx. 1 ton/36sq.ft Pump Skid: Power Supply: Number of Skaters: Rental Skates: Rental Racks: Skate Sharpener: Rubber Flooring: Dasher System: Rink Finish: 500 gpm 6" Camlock Fittings 6" Transmission Hoses (100') 1000 AMP 460 VAC 3 phase 250 per session (60' x 120') Recommend: 800 pairs Pre-Fabricated, wood Single Head 2,000 sq.ft. 4 'x6' black Standard Features: (4) 36" Skater Gates (1) 10' Machine Gate 42" H x 2" W Recreational Skating Use (non-ice hockey) 1/2" thick x 42" Clear Polycarbonate Facing on all rink panels 1/2" thick x 8" high Polyethylene Kick Plate 1 /2" thick x 2" wide Polyethylene Handrail 3/4" UHMW Polyethylene Thresholds on all gates Complete hardware, fasteners and anchors as required for a complete system All options are "Freeze in Place" Design Ultra Pure ORC - White (Outdoor Reflective Coating)

City of West Hollywood - ce Rink Definitions Rink Type: Temporary, Direct Sun: This includes any seasonal rink that is installed on a temporary foundation of either staging, insulation or sand box

RS utilizes our "Freeze in Place" anchoring system for ease of installation and removal. This rink is expected to have full sunlight/rain/snow exposure for the duration of the project.

5" cc, 4' W Sections: Designed for maximum efficiency and ease of installation, removal & storage.

8 City of West Hollywood - ce Rink Definitions Rink Type: Temporary, Direct Sun: This includes any seasonal rink that is installed on a temporary foundation of either staging, insulation or sand box design. These ice rink components must have the ability to be installed and removed without the need for hard anchoring. RS utilizes our "Freeze in Place" anchoring system for ease of installation and removal. This rink is expected to have full sunlight/rain/snow exposure for the duration of the project. An RS "ce Rink Blanket" is recommended for extended operational dates and significant energy savings. ce Mat Type: Ultra Tough, 5/8" Clear Poly Pipe, 1.5" cc, 4' W Sections: Designed for maximum efficiency and ease of installation, removal & storage. Our Roll Out system and non-corrosive PVC header design allows for 30% more energy transfer than any other product on the market. Easy to repair as well. Clear Polyethylene piping and unique header valve system allows for maximum air bleeding and glycol charging and reclaiming. No mess design! Header Type: Schedule 80PVC, Victaulic Connections: Schedule 80 PVC is a very safe and efficient header design that allows for proper pipe grooving and valving. Victaulic connections allow for the quickest and safest way to properly connect the ice mat sections. Pressure rated at 350psi. Foundation: Sand Box: One of (3) temporary rink foundation options. Although more laborious and medium level material costs, the level and compacted sand base allows for the most stable of all temporary ice rink designs. Levelness and compaction are crucial elements to a sand box. Resurfacer: Warranty: Compact ce Resurfacer- TBD (1) Year Parts & Labor: Rink Specialists warranties and supports all products and services described in this proposal for a period of (1) year on all purchases. Rink Specialists full warranties and supports all products and services for the duration of the rental period. Vapor Barrier: Plastic 6mil: Heavy duty plastic rink liner, 6 mm. Number of Skaters/ Rental Skates: Recommended maximum number of skaters on the ice at one time and the recommended number of rental skates to have on hand to accommodate this amount of skaters both currently on and the next group coming on the ice. Rental Racks: Pre-Fabricated: Pre-manufactured racks, usually steel, expensive and not built to space. Custom wood built: Space Flexibility, low cost and easy to add on. Skate Sharpener: Single Head: Allows for proper maintenance of the rental ice skates. Rink Specialists Project Highlight Customer: Location: Type: Size: Const. Time: Chiller: Vail Resorts Keystone, CO Concrete, permanent, Seasonal Use 73' x 93' (6,789sq.ft} 8 weeks 130ton, Trane, Air-Cooled

City of West Hollywood - ce Rink Definitions Continued Chiller System: Trane Services: Rink Specialists works exclusively with Trane Chiller Rental Services.

The systems are fully supported during the entire operational period. All systems can either be trailer mounted of craned into a desired location.

Specification Sheets on the recommended chiller size will be provided. Both Propylene & Ethylene Glycol Options Available.

9 City of West Hollywood - ce Rink Definitions Continued Chiller System: Trane Services: Rink Specialists works exclusively with Trane Chiller Rental Services. The chiller is sized based on many factors with the ultimate goal of maintaining a safe and high quality ice surface during the most tasking weather conditions. The systems are fully supported during the entire operational period. All systems can either be trailer mounted of craned into a desired location. Each system comes complete with the required pump size, fittings and transmission hoses. Additional Power Management Services are available. Specification Sheets on the recommended chiller size will be provided. Both Propylene & Ethylene Glycol Options Available. Railing System: The Railing or Dasherboard System: This system defines the overall rink appearance and skating area. Both decorative and functional, this system also serves as the safety barrier during resurfacings and offers many advertising/sponsorship opportunities. RS offers three design options. All options come standard with (2) skater entrances/exits and (1) 1 O' Machine gate and 15' radius corners (full size resurfacers require 20' radius corners). All systems can be custom designed as well. Clear Polycarbonate: This design is most notably used at the famous "Rockefeller ce Rink" in NY City. t offers an openness feel and is cosmetically appealing. Limit advertising options. nterior lighting options are available. This system comes standard with a white kick plate and white cap rail. General skating only, no ice hockey. Standard Dasher System: This design is most often used for maximum advertising/sponsorship opportunities and can support minor ice hockey play. Allows for high impact Ultra Tough Dasher Ad installations. Offers the most restrictive feel of all (3) designs. Comes standard with white facing, yellow kick plate & red cap rail. General skating and light ice hockey play. Rink Finish: Ultra Pure ORC - White (Outdoor Reflective Coating): An exclusive ice paint developed by Rink Specialists. Designed for a bright white finish that is highly reflective to the suns rays and provides the traditional ice rink appearance. Environmentally friendly and safe for disposal in most local storm drains or sand base absorption. A MSDS will be provided and users should always contact there local agencies prior to use or disposal. White Vinyl Mesh: This product offers the safest environmental impact but initial material costs and installation costs are much higher than ice painting. With proper care, removal and storage this product may be able to be reused year after year. Offers a brilliant white appearance but not as bright as ice painting. Ultra Tough n ce Logos: These in ice logos offer High mpact Full Color advertising/sponsorship opportunities and can be installed in minutes. Available in any size and priced by square footage. After you supply us with the artwork, most proofs are produced in 24 hours. Ultra Tough Dasher Ads: These ads or graphics can be used for easy advertising/sponsorship sales and can also be used as an effective way to decorate the ice rink railing system. After you supply us with the artwork, most proofs are produced in 24 hours. Sizes vary by design or to maximize the number of ads available for sale/trade.

City of West Hollywood - Optional Services Management Services Overview Below are the Day to Day Operations and Professional Services that Rink Specialists will provide as part of our management

We will install the company's culture of safety, superior customer service, and delivery of a memorable skating experience.

3) We will open the rink and operate it in a first class manner for the duration of the season. Rink Specialists will assign an experienced and seasoned General Manager and Operations Manager.

10 City of West Hollywood - Optional Services Management Services Overview Below are the Day to Day Operations and Professional Services that Rink Specialists will provide as part of our management program. 1) We will recruit, hire and train the on-site staff using Rink Specialists systems-based method of operations. We will install the company's culture of safety, superior customer service, and delivery of a memorable skating experience. We will work within our customers needs and design a cost effective management and staffing schedule. 2) We will consult with you to design the most effective hours of operation and pricing schedules. 3) We will open the rink and operate it in a first class manner for the duration of the season. Rink Specialists will assign an experienced and seasoned General Manager and Operations Manager. 4) We would recommend short, effective, regularly scheduled conference calls with an agenda to keep the communication open and to allow you to measure and critique our progress. 5) Rink Specialists will give you a full financial report by the fifteenth of each month. This will include a balance sheet, statement of cash flow, and a profit and loss statement versus budget for the month and year-to-date, and the complete general ledger. 6) Assist with marketing the ice rink and implement proven programs that have been successful at our other venues such as themed events, sponsorship skates, fundraisers, learn to skate clinics, etc. 7) We will work with you to develop a customer feedback system to measure quality control and find ways to make improvements. 8) Rink Specialists will prepare the final accounting reports; assemble all safety, maintenance, operations, and daily cash reports and present them to you. We recommend a meeting with a review of the season as soon after the skating is done, while everyone's memories are still fresh to plan for the next season, determine how the experience can be improved, and look for additional revenue opportunities. 9) Establish our risk management procedures. Rink Specialists has a master policy for liability insurance, which can often save our clients 20% to 30% over their existing premiums. All insurance premiums will be an operating expense of the rink. 10) Rink Specialists will implement, provide and display all safety and use requirements outlined or provided by the customer.

City of West Hollywood RNK SPECALSTS PHOTO

Size: 200'x 85' Type: General Skating/ce Hockey

11 City of West Hollywood RNK SPECALSTS PHOTO GALLERY Winter Classic Community ce Rink, Pittsburgh, PA Size: 200'x 85' Type: General Skating/ce Hockey Frozen Fenway 2012, Boston MA Size: 200'x 85' Type: General Skating/ce Hockey Dercum Square ce Rink, Keystone, CO Size: 73'x 93' Type: General Skating

Project Financial Review (10-12 Operational Wks) Rink Size: 7,200sq.ft. ce Rink Rental nstallation & Removal Chiller Rental & Service Management Services ce Rink Detail- Rink Rental Package Pricing 1.

ce Skates, Rental Grade, Hockey/Buckle Style (800) Pairs Skate Racks ncluded 5. Glycol Charge, 38%MPG 6. Rubber Flooring 4'x6' Black Rubber, 2,000 sq.ft. 7.

12 Project Financial Review (10-12 Operational Wks) Rink Size: 7,200sq.ft. ce Rink Rental nstallation & Removal Chiller Rental & Service Management Services ce Rink Detail- Rink Rental Package Pricing 1. Dasher System Clear Polycarbonate Panels 60' x 120' $175, Ultra-Tough ce Mat System & Headers 3. ce Resurfacers Compact ce resurfacer- TBD 4. ce Skates, Rental Grade, Hockey/Buckle Style (800) Pairs Skate Racks ncluded 5. Glycol Charge, 38%MPG 6. Rubber Flooring 4'x6' Black Rubber, 2,000 sq.ft. 7. Site Visit, Foundation & Power Assessment nstallation & Removal Detail 1. Rink Foundation - nstallation and Removal (estimate) 2. Turn-Key nstallation, ncluding ce Painting & ce Logo nstallations All rental equipment, delivery & fuel ncluded 3. Turn-Key Removal All rental equipment, delivery & fuel ncluded $ 50, $ 25, $ 5, $ 15, $ 5, Chiller Rental & Service 1. (2) 200 ton, Air-Cooled System, SOOgpm pump skid, hoses and connections ncludes round trip freight and 2417 technical support Operational Management Services All staff/payroll will be billed as an operating expense of the rink All insurance requirements will billed as an operational expense of the rink Total Estimated Project Cost $ 45, $ 30, $350, Tenns We offer attractive and flexible terms and partnership opportunities that we can review at a later date. Expiration This proposal is good for 45 days Additional tems - Not included in this proposal 1. Resurfacer Room: Warm 1. Water Supply: Hot water preferred 2. Restrooms: Heated 3. Rink Lighting 4. Rink Decorations 5. Operational & Marketing Supplies 6. POS System All operational requirements are detailed in the operating budget.

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ADVERTISING/SPONSORSHIP OPPORTUNITIES 2013-2014 YEAR Here is a Great opportunity for advertising, through sponsorships, that will reach families all over the Big Bear Ice Arena, Denver, and surrounding