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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />SEPTEMBER 6, 2011 <br />TITLE: <br />REQUEST FOR PROPOSALS FOR <br />PROVIDING EVENT PRODUCTION <br />SERVICES <br />r' <br />CITY MANAGER <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 1s' Reading <br />❑ Ordinance on 2nd Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For_ <br />CONTINUED TO <br />FILE NUMBER <br />Authorize the Parks, Recreation and Community Services Agency to issue a Request for <br />Proposals (RFP) to qualified companies to provide event production services for the City of Santa <br />Ana. <br />DISCUSSION <br />Santa Ana has conducted an annual Cinco de Mayo Festival in May for the past 12 years and an <br />annual Fiestas Patrias Festival in September for the past 33 years in the downtown area, both of <br />which are Orange County's largest street festivals for these holidays. These festivals include food <br />and non -food vendors, top Latin billboard entertainment, a carnival, and other activities. As part of <br />the Fiestas Patrias event, a two -hour parade is produced on the last day of the festival, which <br />includes marching bands, floats, vehicles, and performers. The Parks, Recreation, and Community <br />Services Agency (PRCSA) has been designated as the lead agency to produce and manage these <br />events. The festivals are intended to attract a wide audience base by providing a broad variety <br />and mixture of entertainment and family oriented activities. <br />PRCSA seeks a qualified event producer to develop and produce with the City the overall brand, <br />develop and implement a detailed promotional strategy, produce all promotional materials, <br />develop and implement a sponsorship plan, and execute the event production, coordination, and <br />artistic management. The producer will be responsible to pay all costs associated with the planning <br />and production of these events, including the costs of performers, all equipment and support <br />personnel, security, set up, clean up, sponsorship acknowledgement, insurance, taxes, fees and <br />any other costs involved in undertaking the events on behalf of and to the full satisfaction of <br />PRCSA. <br />19G -1 <br />