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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />APRIL 3, 2018 <br />TITLE: <br />APPROVE AN AGREEMENT WITH G AND <br />C EVENT PRODUCTIONS TO PRODUCE <br />THE FIESTAS PATRIAS 2018 EVENT <br />{STRATEGIC PLAN NO. 5,5C) <br />� •e <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 1st Reading <br />❑ Ordinance on 2nd Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />Authorize the City Manager and Clerk of the Council to execute an agreement with G and C Event <br />Productions to produce the Fiestas Patrias 2018 event, which will include an in-kind subsidy for city <br />internal costs of up to $75,000, for a period from April 4, 2018 through December 31, 2018, with <br />the option to renew two additional one-year terms upon approval by the City and an additional <br />$75,000 in-kind subsidy for each Fiestas Patrias event produced, subject to non -substantive <br />changes approved by the City Manager and City Attorney. <br />DISCUSSION <br />Staff 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 with <br />a street fair, carnival rides and games, live music and dance performances, booths on arts, culture, <br />history, merchandise and services, food vendors, and a Fiestas Patrias parade. On average about <br />100,000 visitors attend the event the first day, Saturday, and approximately 150,000 visitors attend <br />the second day, Sunday; which is also the day when the parade takes place. <br />The selected event producerwill be contracted to cover all City costs (the City will provide a $75,000 <br />in-kind subsidy to be used for City internal related costs), coordinate and manage all components <br />of the event, including street fair, non-food and food booths, main stage performances, and carnival <br />rides, but will not include the production of the parade. This feature will remain the responsibility of <br />the City and continue the partnership with local organizations dedicated in celebrating the Fiestas <br />Patrias culture. <br />The RFP was released on November 22, 2017, a proposal conference was held on December 7, <br />2017, and proposals were due January 10, 2018. An evaluation committee consisting of three <br />representatives from the City of Santa Ana Parks, Recreation and Community Services Agency, <br />2513-1 <br />