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HomeMy WebLinkAbout19E - RELEASE RFP FOR FIESTASREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: MARCH 15, 2016 TITLE: INTENT TO RELEASE REQUEST FOR PROPOSAL FOR FIESTAS PATRIAS EVENT 2016 {STRATEGIC PLAN NO. 5,5C) CITY .w.... MANAGER RECOMMENDED ACTION Receive and file. DISCUSSION CLERK OF COUNCIL USE ONLY: 0 As Recommended © As Amended El Ordinance on I" Reading ® Ordinance on 2nd Reading ❑ Implementing Resolution 0 Set Public Hearing For CONTINUED TO FILE NUMBER Staff is preparing a Request for Proposal (RFP) for the purpose of selecting an experienced and qualified event producer for the Fiestas Patrias 2016 event that is scheduled to take place September 10 -11, 2016. Fiestas Patrias will be celebrating its 38th year of delighting the public with a street fair, carnival rides and games, live music and dance performances, booths on arts, culture, history, merchandise and services, food vendors, and a Fiestas Patrias parade. On average about 100,000 visitors attend the event the first day, Saturday, and approximately 150,000 visitors attend the second day, Sunday; which is also the day when the parade takes place. The selected event producer will be contracted to cover all City costs, coordinate and manage all components of the event, including street fair, non -food and food booths, Main Stage Performances, Carnival Rides and the parade. The RFP will be released on April 6, 2016 with a proposal conference on April 20, 2016 and proposals deadline of May 4, 2016. Those interested in submitting proposals will have the opportunity to attend and review the City's produced Cinco de Mayo event scheduled for April 30 and May 1, 2016. The selected event producer will have four months of production planning time before the Fiestas Patrias event date of September 10 - 11. 2016. Staff conducted some public outreach to discuss the intent to release this RFP during the first City Event Advisory meeting that took place on February 22, 2016. The Advisory provided opportunity for various stakeholders to share their input regarding City produced events. Twenty - five people attended the City Event Advisory meeting. In addition to sharing the news about the plan to issue this RFP, staff announced the new participation rules that enhance the quality of City produced events. The rules apply to booths, performances, parades and elected official 19E -1 Intent To Release Request For Proposal For Fiestas Patrias Event 2016 March 15, 2016 Page 2 participation, including fee and timeline expectation for participation. The planning efforts were made with the direction of the City Manager and discussion from the Parks, Recreation, Education, and Youth (PREY) Council Committee meeting that took place on January 25, 2016. STRATEGIC PLAN ALIGNMENT Approval of this item allows the City to meet Goal #5 - Community Health, Livability, Engagement & Sustainability, Objective #5 (Promote a strong arts and culture infrastructure), Strategy C (Promote arts and culture by partnering with artist groups and merchants to hold events celebrating art in public plazas, parks and other City - controlled open space). FISCAL IMPACT There is no impact associated with this item. Gerardo Mouet V Executive Director Parks, Recreation and Community Services Agency 19E -2