TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Mark Leyman, Director of Parks & Recreation
Eilen R. Stewart, Cultural Arts Manager
SUBJECT:Title
Consideration of a Resolution Approving an Agreement with Morningstar Productions LLC for a Three-Year Contract for Concerts in the Park Sound and Stage Rental Services with an Estimated Cost Not-to-Exceed $325,850.90 for Five Years (Parks and Recreation Director Leyman).
ADOPT RESOLUTION NO. 23-0053
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council adopt Resolution No. 23-0053 approving a three-year contract with Morningstar Productions LLC to provide sound and stage rental services with a total cost not to exceed $185,905.45 for a maximum of three years, and authorize the City Manager to extend the term of the agreement for up to two additional years if deemed in the City’s best interest, for a total not to exceed $325,850.90 in five years.
FISCAL IMPLICATIONS:
The proposed three-year contract with Morningstar Productions LLC for audio services and temporary stage rental for the Concerts in the Park series has a total not to exceed cost of $185,905.45 throughout the contract term. The cost for services is set to a maximum of $58,970.80 for the first year with the maximum for each subsequent year increasing by 5% thereafter.
Year one - $58,970.80
Year two - $61,919.34 (5% increase)
Year three - $65,015.31 (5% increase)
Initial three-year total - $185,905.45
Additionally, the contract allows for the City Manager to extend the contract for up to two additional years at maximum costs of $68,266.07 and $71,679.38 for optional years four and five respectively.
Year four (Optional) - $68,266.07 (5% increase)
Year five (Optional) - $71,679.38 (5% increase)
Optional extension total - $139,945.45
If both contract extensions are exercised, the total amount not to exceed for all five years would be $325,850.90.
Initial three-year total - $185,905.45
Optional extension total - $139,945.45
Total Authorization - $325,850.90
Sufficient funds for the first year of this agreement are included as part of the Fiscal Year (FY) 2023-2024 Proposed Budget within the Concerts in the Park program in the General Fund. Future years will be budgeted accordingly.
BACKGROUND:
The Parks & Recreation Department is responsible for scheduling and managing the Concerts in the Park summer program held annually in Polliwog Park. The program consists of ten events in the amphitheater with up to 10,000 spectators per event. Due to the number of spectators and large area (six acres), audio equipment along with sound engineer services are needed to achieve proper sound coverage. In addition, the City’s mobile band shell has outlived its useful life and is no longer deemed viable. Funds are included in the FY 2023-2024 budget to cover the cost of a temporary stage as part of this contract.
DISCUSSION:
Sound and stage rental services have been contracted from various vendors in the past, but staff determined that it is more efficient to award a multi-year contract through a competitive bidding process. Proposals were solicited on the City’s website and online bidding portal OneGov.
Staff received and reviewed three proposals:
Contractor Name Year One Total Cost
Morningstar Productions, LLC $58,970.80
Stone Throw $75,000.00
UV Productions Group, LLC $107,400.00
Morningstar Productions LLC offered the most competitive rate based on previous years of renting similar equipment. Based on their proposed bid and past experience working with the City on Concerts in the Park, Morningstar Productions LLC has the necessary staffing, equipment, and experience to meet the City’s requirements.
Staff recommends that the City Council adopt Resolution No. 23-0053 ratifying the three-year contract with Morningstar Productions LLC for sound and stage rental services with an estimated total value of $185,905.45 and authorize the City Manager to extend the term of the agreement for up to two additional years if deemed in the City’s best interest, for a total cost not to exceed $325,850.90. The City may cancel the contract at any time without cause.
PUBLIC OUTREACH:
This request for proposals was advertised on the City’s website as well as OneGov, a public bid notification board.
ENVIRONMENTAL REVIEW:
The City has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines, the activity is not subject to CEQA. Thus, no environmental review is necessary.
LEGAL REVIEW:
The agreement has been reviewed by the City Attorney and is approved as to form.
ATTACHMENTS:
1. Resolution No. 23-0053
2. Agreement - Morningstar Productions LLC
3. Morningstar Productions Concerts in the Park Proposal