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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />FEBRUARY 2, 2009 <br />TITLE: <br />AGREEMENTS AND APPROPRIATION <br />ADJUSTMENT FOR CARNIVALS AT CITY- <br />OWNED PARKS <br />d ~^ <br />~` / <br />~ ~~ -' / <br />CITY MANAGER <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />^ As Recommended <br />^ As Amended <br />^ Ordinance on 1 Sc Reading <br />^ Ordinance on 2"d Reading <br />^ Implementing Resolution <br />^ Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />1. Authorize the City Manager and Clerk of the Council to execute the <br />attached agreement with Fiesta de Carnival in the amount of <br />$49,500 for a one-year term, subject to non-substantive changes <br />approved by the City Manager and City Attorney. <br />2. Authorize the City Manager and Clerk of the Council to execute the <br />attached agreement with "O" Entertainment in the amount of $15,250 <br />for a one-year term, subject to non-substantive changes approved <br />by the City Manager and City Attorney. <br />3. Approve an appropriation adjustment recognizing projected carnival <br />revenue in the amount of $64,750 in the Recreation Special Fees <br />and Donations revenue account (no. 22-O1-5799) and appropriate <br />funds to the Recreation Special Fees and Donations expenditure <br />account (no. 22-231-6291). <br />DISCUSSION <br />Requests for Proposal for providing ten carnivals on City-owned parks <br />were issued and mailed to 23 carnival operators. A pre-proposal <br />conference was conducted, and three vendors submitted proposals for <br />consideration. Acosta and Associates, Fiesta de Carnival and "O" <br />Entertainment each submitted proposals for review. <br />A five member evaluation committee consisting of representatives from <br />Finance and Management Services, Planning and Building, and Parks, <br />Recreation and Community Services rated the three proposals. The <br />committee rated each proposal based on the operator's ability to <br />successfully conduct carnivals using the following evaluation criteria: <br />^ Equipment capability and functionality (20%) <br />^ Level of service and support (20%) <br />25E-1 <br />