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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />MARCH 15, 2016 <br />TITLE: <br />INTENT TO RELEASE REQUEST FOR <br />PROPOSAL FOR FIESTAS PATRIAS <br />EVENT 2016 <br />{STRATEGIC PLAN NO. 5,5C) <br />CITY .w.... <br />MANAGER <br />RECOMMENDED ACTION <br />Receive and file. <br />DISCUSSION <br />CLERK OF COUNCIL USE ONLY: <br />0 As Recommended <br />© As Amended <br />El Ordinance on I" Reading <br />® Ordinance on 2nd Reading <br />❑ Implementing Resolution <br />0 Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />Staff is preparing a Request for Proposal (RFP) for the purpose of selecting an experienced and <br />qualified event producer for the Fiestas Patrias 2016 event that is scheduled to take place <br />September 10 -11, 2016. Fiestas Patrias will be celebrating its 38th year of delighting the public <br />with a street fair, carnival rides and games, live music and dance performances, booths on arts, <br />culture, history, merchandise and services, food vendors, and a Fiestas Patrias parade. On <br />average about 100,000 visitors attend the event the first day, Saturday, and approximately <br />150,000 visitors attend the second day, Sunday; which is also the day when the parade takes <br />place. <br />The selected event producer will be contracted to cover all City costs, coordinate and manage all <br />components of the event, including street fair, non -food and food booths, Main Stage <br />Performances, Carnival Rides and the parade. The RFP will be released on April 6, 2016 with a <br />proposal conference on April 20, 2016 and proposals deadline of May 4, 2016. Those interested <br />in submitting proposals will have the opportunity to attend and review the City's produced Cinco <br />de Mayo event scheduled for April 30 and May 1, 2016. The selected event producer will have <br />four months of production planning time before the Fiestas Patrias event date of September 10 - <br />11. 2016. <br />Staff conducted some public outreach to discuss the intent to release this RFP during the first <br />City Event Advisory meeting that took place on February 22, 2016. The Advisory provided <br />opportunity for various stakeholders to share their input regarding City produced events. Twenty - <br />five people attended the City Event Advisory meeting. In addition to sharing the news about the <br />plan to issue this RFP, staff announced the new participation rules that enhance the quality of <br />City produced events. The rules apply to booths, performances, parades and elected official <br />19E -1 <br />