HomeMy WebLinkAbout19E - INTENT RFP FOR FIESTAS PATRIASREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
NOVEMBER 21, 2017
TITLE:
RECEIVE AND FILE INTENT TO RELEASE
REQUEST FOR PROPOSAL FOR FIESTAS
PATRIAS EVENT 2018
(STRATEGIC PLAN NO. 5, 5C)
RECOMMENDED ACTION
Receive and file.
DISCUSSION
CLERK OF COUNCIL USE ONLY:
APPROVED
❑ As Recommended
❑ As Amended
❑ Ordinance on 1s' Reading
❑ Ordinance on 2n° Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Staff has prepared a Request for Proposal (RFP) for the purpose of selecting an experienced and
qualified event producer for the Fiestas Patrias 2018 event that is scheduled to take place
September 15-16, 2018. Fiestas Patrias will be celebrating its 40th 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 (the City will provide a
$75,000 in-kind subsidy to be used for City related costs), coordinate and manage all
components of the event, including street fair, non-food and food booths, main stage
performances, and carnival rides, but will not include the production of the parade. This feature
will remain the responsibility of the City and continue the partnership with local organizations
dedicated in celebrating the Fiestas Patrias culture. The RFP will be released on November 22,
2017 with a proposal conference on December 7, 2017 and proposals deadline of January 10,
2018. The selected event producer will have six months of production planning time before the
Fiestas Patrias event takes place.
In 2016 the City issued a Request for Proposal to solicit companies to produce Fiestas Patrias
2016. No proposals were received. Therefore city staff reviewed the RFP and made
modifications to the scope and included a $75,000 in-kind subsidy to assist with City related
costs. The desire is that with the new RFP, the City will receive proposals from qualified
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Intent to Release Request for Proposal for Fiestas Patrias Event 2018
November 21, 2017
Page 2
promoters to produce the 2018 Fiestas Patrias event and in turn eliminate the expenditures
incurred by the City to produce this event as well as alleviate the burden placed on Parks,
Recreation and Community Services Agency staff to undertake this endeavor, which requires
them to be pulled from their regular assignments of assisting the community at Recreation,
Community, and Senior Centers and parks.
Proposers will have the option to recommend in their proposal from four Downtown site location
options. Staff from Parks and Recreation, the City Manager's Office, and the Police Department
will make up the RFP evaluation committee. The evaluation criteria will focus on level of
responsiveness to RFP, experience private event firm and its personnel, and past and relevant
project experience.
The RFP will also mention that any private event producer wishing to produce a Cinco de Mayo
2018 event, may do so with proper permits and insurance.
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
Jda,�Z
Gerardo Mouet
Executive Director
Parks, Recreation and Community Services
Agency
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