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January 9, 2024
ITEM TITLE
Agreement: Approve an Agreement with Soundskilz Inc. to Provide Event Planning Coordination Services for City Events
Report Number: 23-0326
Location: No specific geographic location
Department: City Manager
G.C. § 84308: No
Environmental Notice: This activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act (“CEQA”) State Guidelines . T herefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
Recommended Action
Adopt a resolution approving a n agreement with Soundskilz, Inc. to provide event planning coordination services for City events through January 30, 2029.
SUMMARY
The City of Chula Vista prioritizes the quality of life of those who live, work, and choose to visit the area.
Special events provide an important opportunity for community building, economic development, and strengthening the sense of civic pride felt in the City of Chula Vista. In support of offering high quality, highly accessible special events managed through the City of Chula Vista, staff is recommending approval of an agreement with Soundskilz, Inc. to provide event planning coordination services for City events.
ENVIRONMENTAL REVIEW
The Director of Development Services has reviewed the proposed activity for compliance with CEQA and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines because it will not result in a physical change in the environment . Therefore, pursuant to Section 15060 (c)(3) of t he State CEQA Guidelines, the activity is not subject to CEQA. Thus, no environmental review is required.
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BOARD/COMMISSION/COMMITTEE RECOMMENDATION
Not applicable
DISCUSSION
Each year, t he City of Chula Vista offers a variety of special events to advance its strategic priorities of fostering community connectedness, economic vitality, and strong and secure neighborhoods. The City hosts a number of sponsored special events, some of which go back decades and draw tens of thousands of residents and visitors. These include community events, festivals, parades, block parties, grand openings, ribbon cuttings, and groundbreaking s. The City plans and coordinates the Starlight Parade, HarborFest, Fourth Fest, and South Bay Earth Day, as well as others that may arise during the year. Some events require the assistance of an outside firm to assist staff in planning and coordinating needs. To ensure that the City continues to offer these important events, staff is recommending approval of an agreement with Soundskilz, Inc. to provide event planning coordination services.
This recommendation follows months of planning and evaluation work by City staff, starting with the issuance of request for proposals (“RFP”) P06 -2024 to Planet Bids o n August 4, 2023 . The City sought competitive proposals from event planners and event production companies to plan and coordinate special events at the City of Chula Vista. The City entered this process with the goal of identifying a consultant or consultants that could provide on-call event planning services.
The City sought a respondent to complete the following work, among other duties, as part of an agreement:
1. Develop a strategic plan for successfully executing a specific event.
2. Work with the Mayor and/or Councilmembers and City staff to organize, manage fundraising activities, and secure sponsorships to support event activities.
3. Coordinate with City staff to organize event logistics and an event program. This may include, but may not be limited to, street closures, inspections, insuran ce, permits, and other requirements needed to permit an event.
4. Coordinate with City departments and agencies to secure traffic controls, public safety and/or other staffing requirements. Departments may include: Police, Fire, Building, Environmental Servic es, Recreation, Park Maintenance, Public Works, City Manager, Emergency Medical Services and Risk Management, Alcohol and Beverage Control (if alcohol is provided for sale), County of San Diego and other agencies depending on event requirements. Develop a schedule and timeline for all activities required to execute a successful event.
5. Recommend a budget needed to execute an event and develop sponsorship package ideas and strategies to meet budget goals.
6. Conduct outreach and coordinate with City staff to s ecure activities, food, craft, and other recommended vendors as needed.
7. Secure items (rentals and/or purchases) needed for an event including as needed banners, signage, audio visual, lighting, stage(s), fencing, tenting, tables, chairs, umbrellas, generators, portable toilets, hand washing stations, etc.
a. The event planner/production company will be required to secure at least three cost proposals for any rentals, products, or services over $10,000.
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b. Secure all necessary insurance from all production vendor s/subcontractors to include the City of Chula Vista as additionally insured.
8. Attend pre-event planning meetings in-person or via teleconference. Attend any additional internal, merchant, community and/or City meetings.
9. Sign a City of Chula Vista two-party agreement for these services.
The City received three (3) responses to RFP P06 -2024. A selection committee consisting of staff from the City Manager’s Office, Office of Communications, Office of Sustainability and Finance Department (Purchasing & Contracting) reviewed and evaluated each proposal for specific qualifications. The committee ranked the proposals and invited the top two (2) respondents to provide presentations.
Based on the RFP evaluation criteria, staff recommends entering into an agreement with Soundskilz., Inc. for a term of December 19, 2023 through January 30, 2029 for completion of all required services (See Attachment 1 – Soundskilz, Inc. Agreement).
City staff concluded that Soundskilz, Inc. was the best choice to deliver event planning coordination services, based on the company personnel ’s combined 75 years of large -scale event design, production and management experience, as well as the company’s wide range of capabilities, directly relevant experience and strategic relationships. Also factored into the decision was the proposed cost struc ture set forth by Soundskilz, Inc. in the company’s response.
The complete proposal received from Soundskilz, Inc. is provided as Attachment 2 to this item.
The maximum amount to be paid to Soundskilz, Inc. for services performed over a five-year period through January 30, 2029 shall not exceed $500,000 in consultant fees and an additional $2,000,000 for approved event expenses.
DECISION-MAKER CONFLICT
Staff has reviewed the decision contemplated by this action and has determined that it is not site-specific and consequently, the real property holdings of the City Council members do not create a disqualifying real property-related financial conflict of interest under the Political Reform Act (Cal. Gov’t Code § 87110, et seq.).
Staff is not independently awar e, and has not been informed by any City Councilmember, of any other fact that may constitute a basis for a decision-maker conflict of interest in this matter.
CURRENT-YEAR FISCAL IMPACT
Approval of this resolution will award an agreement with Soundskilz, Inc. for providing event planning coordination services for City events. Sufficient funds were budgeted in the General Fund for fiscal year 2023- 24 for this expense. There is no additional fiscal impact anticipated as a result of this action.
ONGOING FISCAL IMPACT
The annual cost for the consultant fees in this agreement is $100,000 per year, funded by the General Fund.
The event expenses are anticipated to be funded by a combination of General Fund monies and donations and sponsorships. Thes expenses will be considered as part of the annual budget development process in future years.
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ATTACHMENTS
1. Soundskilz, Inc. Agreement
2. Soundskilz, Inc. Response to RFP P06-2024
Staff Contact: Michele Clock, Communications Manager
Karen Schulman, Special Events & Communications Coordinator