TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Mark Leyman, Director of Parks & Recreation
Martin Betz, Cultural Arts Manager
SUBJECT:Title
Ratify Agreement with Atmosphere Events Inc. for a One-Year Contract for Concerts in the Park Sound and Stage Rental Services with an Estimated Annual Value of $64,000 (Parks & Recreation Director Leyman).
ADOPT RESOLUTION NO. 19-0070
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council adopt Resolution No. 19-0070, ratifying a one-year contract with Atmosphere Events Inc. to provide sound and stage rental services with an estimated annual value of up to $64,000 and authorizing the City Manager to extend the term of the agreement for up to two additional years if deemed in the City’s best interest.
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FISCAL IMPLICATIONS:
The Fiscal Year (FY) 2019-2020 budget includes funds totaling $71,000 for audio services and temporary stage rental for the Concerts in the Park series (the temporary stage rental will be necessary until the new permanent stage is built in 2020). Sufficient funds will be included in future years in the Parks & Recreation Department’s budget for the annual cost of audio services. The estimated expenditures for these services under this contract are estimated to be $64,000 annually, however, once the permanent stage is built, the City’s ongoing cost will be $31,000 for audio services only.
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 an amphitheater with up to 12,000 spectators. Due to the number of spectators and area (six acres), audio equipment along with sound engineer services are needed to achieve coverage. In addition, the City’s mobile band shell has outlived its useful life and is no longer deemed viable, therefore, additional funds were included in the FY 2019-2020 budget to cover the cost of a temporary stage.
DISCUSSION:
In the past, these services have been contracted from various vendors, and it was determined that it would be more efficient to award a multi-year contract through a competitive bidding process. Proposals were solicited and advertised on the City’s website and Bidsync, an on-line bidding portal, and three proposals were received, which are listed in an attachment.
Based on these responses, Atmosphere Events Inc., was the lowest bidder and has the necessary staffing, equipment, and experience to meet the City’s requirements. In anticipation of the completion of the CIP project for a permanent band shell, the agreement was prepared with a shorter term (three years versus five years) as the addition of the band shell will have an effect on the current specifications. Delays in obtaining the necessary and correct documentation to satisfy City administrative and legal requirements resulted in the final contract language and routing for signatures taking longer than planned.
Prior to the first concert, the City Manager and Atmosphere Events Inc. executed the contract. Staff recommends that the City Council adopt Resolution No. 19-0070, ratifying the one-year contract with Atmosphere Events Inc. for sound and stage rental services with an estimated annual value of $64,000, and authorizing the City Manager to extend the term of the agreement for up to two additional years if deemed in the City’s best interest. 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 BidSync, 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. 19-0070
2. Agreement - Atmosphere Events Inc.
3. Vendor Comparison