HomeMy WebLinkAbout2024-03-26 - AGENDA REPORTS - SOUND STAGE CONTR 2024 COWBOY FESTIVALO
Agenda Item: 6
1. CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL: TAA,/�
DATE: March 26, 2024
SUBJECT: SOUND AND STAGE CONTRACT FOR THE 2024 COWBOY
FESTIVAL
DEPARTMENT: Economic Development
PRESENTER: Phil Lantis
RECOMMENDED ACTION
City Council:
1. Award a contract to Advantage Productions for sound, stage, and trussing for the City of
Santa Clarita Cowboy Festival, in an amount not to exceed $35,600, and authorize a
contingency of $3,560, for a total amount not to exceed $39,160.
2. Authorize the City Manager or designee to execute up to four optional, one-year renewals,
not to exceed the annual contract amount, inclusive of a contingency of $3,560, plus an
adjustment consistent with the appropriate Consumer Price Index, upon request of the
contractor.
3. 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) Cowboy Festival is entering its 28th year of operations, each
year drawing festival -goers from all over the world. The Cowboy Festival will return to William
S. Hart Park April 20-21, 2024, providing a culturally enriching experience for all who attend.
The event will be free of charge.
The City's Purchasing division, in collaboration with the Arts and Events division, issued a
Request for Quotes (RFQ) for the Cowboy Festival sound, stage, and trussing needs. The RFQ
was publicly advertised on February 8, 2024, on BidNet, the City's e-procurement platform. The
RFQ was downloaded by 28 vendors, and two quotes were received. Purchasing staff opened the
quotes on February 29, 2024, with one being disqualified for providing a submittal for a different
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RFQ for the Cowboy Festival Power instead of Cowboy Festival Sound and Stage. The results
are as follows:
Vendor Location Cost
Advantage Productions Santa Clarita, CA $35,600
Powertrip Rentals Signal Hills, CA Disqualified
Staff recommends City Council award the contract to Advantage Productions for sound, stage,
and trussing needs for the 2024 Cowboy Festival, with four optional one-year renewals.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds in the amount of $39,160 are available in expenditure account 1003603-512103
(Cowboy Festival -Equipment Rental) to support this agreement as part of the Fiscal Year 2023-
24 budget. Funds for future years are contingent upon appropriation of funds by the City Council
during the annual budget process.
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