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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />NOVEMBER 21, 2017 <br />TITLE: <br />RECEIVE AND FILE INTENT TO RELEASE <br />REQUEST FOR PROPOSAL FOR FIESTAS <br />PATRIAS EVENT 2018 <br />(STRATEGIC PLAN NO. 5, 5C) <br />RECOMMENDED ACTION <br />Receive and file. <br />DISCUSSION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 1s' Reading <br />❑ Ordinance on 2n° Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />Staff has prepared a Request for Proposal (RFP) for the purpose of selecting an experienced and <br />qualified event producer for the Fiestas Patrias 2018 event that is scheduled to take place <br />September 15-16, 2018. Fiestas Patrias will be celebrating its 40th 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 (the City will provide a <br />$75,000 in-kind subsidy to be used for City related costs), coordinate and manage all <br />components of the event, including street fair, non-food and food booths, main stage <br />performances, and carnival rides, but will not include the production of the parade. This feature <br />will remain the responsibility of the City and continue the partnership with local organizations <br />dedicated in celebrating the Fiestas Patrias culture. The RFP will be released on November 22, <br />2017 with a proposal conference on December 7, 2017 and proposals deadline of January 10, <br />2018. The selected event producer will have six months of production planning time before the <br />Fiestas Patrias event takes place. <br />In 2016 the City issued a Request for Proposal to solicit companies to produce Fiestas Patrias <br />2016. No proposals were received. Therefore city staff reviewed the RFP and made <br />modifications to the scope and included a $75,000 in-kind subsidy to assist with City related <br />costs. The desire is that with the new RFP, the City will receive proposals from qualified <br />19E-1 <br />