HomeMy WebLinkAbout2024-01-23 - AGENDA REPORTS - CONTR EXPENDITURE SOUND STAGEAgenda Item: 11
1. CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL: TAA,/�
DATE: January 23, 2024
SUBJECT: CONTRACT EXPENDITURE AUTHORITY FOR SOUND AND
STAGE SERVICES FOR EVENTS
DEPARTMENT: Economic Development
PRESENTER: Phil Lantis
RECOMMENDED ACTION
City Council:
1. Authorize an expenditure authority increase to the existing contract with Advantage
Productions in the amount of $30,000, for an annual contract amount not to exceed $75,720,
plus the cost of any Consumer Price Index (CPI) increases.
2. Authorize the City Manager or designee to execute all contracts and associated documents,
subject to City Attorney approval.
BACKGROUND
The City of Santa Clarita (City) entertains thousands of residents and visitors each year through a
variety of special events, including the Cowboy Festival, SENSES Block Parties, Celebrate
Cultural Series, Free To Be Me Music Festival, and Light Up Main Street.
On June 24, 2021, the City's Purchasing Division, in coordination with the Arts and Events
Division, issued a Request for Quotes (RFQ) for sound and stage services for City events. The
quote was publicly advertised on BidNet, the City's e-procurement platform. Eleven companies
downloaded the RFQ. Only one bid, from Advantage Productions, was received for the City's
consideration. After review and evaluation of the bid, a contract was awarded to Advantage
Productions for an initial one-year term. At the June 14, 2022, City Council meeting, additional
contractual expenditure authority was approved for the three additional one-year contract
renewals to the existing contract at a not to exceed cost of $41,600 annually plus the cost of any
Consumer Price Index (CPI) increases.
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Contract Usage To -Date for FY 2023-24
The contract for sound and stage services sufficiently met the needs for City events during the
initial term and first year renewal. However, as we approach the midway point for year two of
the contract, staff has determined that an increase in the contract authority is needed. The
requested increase in funds is attributed to new events being planned by the Arts and Events
division, as well as an unanticipated event in 2023 that required usage of a large amount of the
existing funds.
Events Using Sound and Stage Services
Completed Events - 2023
SENSES- July 20
SENSES- August 17
SENSES- September 21
SENSES- October 19
Deputy Clinkunbroomer Memorial (Unanticipated)
Light Up Main Street
Future Events
SENSES- March 21
SENSES- April 18
SENSES- May 16
SENSES- June 20
Free To Be Me Music Festival- May 5
Trek Bike Park Event- Date TBD (Unanticipated)
Request for Increased Expenditure Authority
The current contract expenditure authority for Advantage Productions, which includes the CPI
increases to the original contract amount, is $45,720. Due to the increase in demand for events
and unexpected activities that the City supported in the last year, these funds have largely been
expended. In order to continue to produce quality events in a timely fashion, staff is requesting
an additional $30,000 of expenditure authority be granted for the Advantage Productions
contract. This would bring the total annual contract expenditure authority to $75,720.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds to support this agreement are contingent upon appropriations of funds by the
City Council during the annual budget process.
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