25B - AGMT FIESTAS PATRIAS - Laserfiche WebLink

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Approve an Agreement with G and C Event Productions To Produce the Fiesta Patrias 2018 Event April 3, 2018 Page 2 one representative from the Police Department and one representative from the City Manager's Office reviewed and rated the proposals. The proposals were evaluated according to the criteria listed in the RFP, which includes responsiveness of the proposal, experience of firm and personnel and past and relevant project experience. The results of the RFP evaluation were as follows: Company Score G and C Event Production 352 Fiesta de Carnival 342 The RFP contained a map of four locations to hold the event. Site A is the location where the event is traditionally held, site B is the location where the event was held in 2017, site C is located on the west end of Fourth Street and site D is located on Flower next to the stadium, which also includes the option to use the Stadium for performances. The location with which the producer is proceeding is site D. The City will continue to work with G and C to review the site to optimize its use as well as to promote the new location to the public. In discussions with G and C, they believe that the use of the stadium would be beneficial to host an end of the night concert by A-level talent. Additionally, in 2019 the traditional site of the Fiestas Patrias event will not be available due to the construction of the OC Street Car that will go through Fourth Street. As previously mentioned, the City will provide a $75,000 in-kind subsidy to assist with City internal related costs. The reason for the subsidy was due to the fact that in 2016 the City issued a Request for Proposal to solicit companies to produce Fiestas Patrias 2016 and no proposals were received. Therefore city staff reviewed the RFP, made modifications to the scope and included the subsidy with the hope that the modified scope and subsidy will make the event more feasible for production companies and therefore receive more proposals to produce the 2018 Fiestas Patrias event. The Parks, Recreation and Community Services Agency has been producing the Fiestas Patrias event since 2014. This has placed a financial burden on the City as well as pulled personnel from their regular assignments of assisting the community at Recreation, Community, and Senior Centers and parks. For Fiestas Patrias 2017, the City paid approximately $200,000 in contract services and materials. By having a professional production company that is knowledgeable about the event logistics as well as revenue producing ideas, the city can shift the event to the production company, reduce the expenditures incurred from producing the event as well as keep employees in the locations where they will provide the most benefit to the community. Therefore staff is recommending the award of an agreement with G and C Event productions to produce Fiestas Patrias 2018. Staff is eager to begin coordination with the company in order to ensure a successful event. G and C will be required to meet certain timelines and benchmarks as well as obtain all the necessary insurances, certificates and bonds that will protect the City. If the event is successful and the City is satisfied with the work performed by G and C, a renewal option to produce the event the following year will be approved by the City. 25B-2