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 One-Year Contract for Concerts in the Park Sound and Stage Rental Services with an Estimated Annual Cost of $59,400 (Parks & Recreation Director Leyman).
ADOPT RESOLUTION NO. 22-0084
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council adopt Resolution No. 22-0084 approving a one-year contract with Morningstar Productions LLC to provide sound and stage rental services with an annual cost not to exceed $59,400 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.
FISCAL IMPLICATIONS:
The proposed one-year contract with Morningstar Productions LLC for audio services and temporary stage rental for the Concerts in the Park series has an annual cost not to exceed $59,400. Because the total contract amount exceeds the City Manager’s awarding authority per the City’s purchasing policy, City Council approval of the contract is required. Sufficient funds for this agreement exist within the Fiscal Year (FY) 2022-2023 budget for Concerts in the Park. Note that, if approved, the contract authorizes the City Manager to extend the contract for up to two additional years. 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 12,000 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 coverage. In addition, the City’s mobile band shell has outlived its useful life and is no longer deemed viable. Additional funds are included in the FY 2022-2023 budget to cover the cost of a temporary stage.
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.
Morningstar Productions LLC submitted the only proposal. The company offered a 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. 22-0084 ratifying the one-year contract with Morningstar Productions LLC for sound and stage rental services with an estimated annual value of $59,400 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. 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. 22-0084
2. Agreement - Morningstar Productions LLC