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Agreement between City of San Leandro and SLIA <br />for Management and Operation of the San Leandro Cherry Festival <br />Page 2 of 8 <br />1. GENERAL RESPONSIBILITIES OF SLIA. <br /> <br />In coordination with City staff, SLIA shall be responsible for the following in relation to <br />the Festival: <br /> <br />A. Recommend all activities, including the run of show and development of event <br />footprint map, for the Festival. <br />B. Develop responsibilities and requirements for City Departments and direct the <br />coordination with City Departments, specifically City Manager’s Office, Public <br />Works, Police, Risk Management, Library, Recreation and Parks, and Alameda <br />County Fire Department, regarding planning and management of the activities to be <br />included in the Festival. <br />C. Schedule coordination meetings and ongoing communication with those <br />Departments; provide written notes and action items; follow up with Departments as <br />needed; bring issues to the attention of the Recreation and Parks Department <br />Director in a timely manner. Attend an Executive Team meeting in January of each <br />year to review the recommendations for changes and improvements for the <br />upcoming year. <br />D. Procure, conduct all necessary and proper vetting (update application documents, <br />host application website, outreach to vendors and City departments), and manage all <br />Festival vendors (Artisans, Food, Community Resource, Kids Zone), presenters <br />(Main Stage emcee, Community Stage coordinator), entertainment acts (Main Stage <br />and Community Stage), and Festival activities (contests, Farmers’ Market, Casa <br />Peralta, History Museum, Chamber of Commerce section – Bistro and PubParc). <br />E. Follow the City issued detailed expenditure plan in order to implement this <br />Agreement. Request changes from the City to the expenditure plan if proposed <br />expenditures are over or under budget line items by 5%, or if the overall budget will <br />be exceeded. <br />F. Project Manage all Pre and Post Festival activities and aspects: <br /> <br />1. Conduct vendor outreach to ensure a broad variety and range of vendor <br />types. Receive vendor applications, review, and approve based on City <br />provided criteria. <br />2. Completion and submission of all required permits and rentals: St. Leander <br />Parish, Alameda County Department of Environment Health, Alameda <br />County Fire Department, and temporary banner permit. <br />3. Selection of and coordination with 3rd party vendors – stage, AV system, <br />portable toilets, radios, tents, tables, and chairs, except for traffic barriers <br />and signage. <br />4. Ensure vendor contracts are executed using City approved forms with all <br />proper requirements (insurance, W9). <br />5. Request a Purchase Order from the City after selection of vendors and <br />written authorization of quotes prior to April 1. <br />6. Development of volunteer schedule matrix including volunteer duties, shifts <br />and times, number of volunteers needed per location/per shift, location of