Agenda #: 5.3
Meeting Date: October 3, 2023
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: ENTERTAINMENT SERVICES AGREEMENT WITH JAMES EVENT
PRODUCTIONS TO PROVIDE ENTERTAINMENT SERVICES FOR
CITY-WIDE PROGRAMS AND EVENTS THROUGH JUNE 30, 2028.
STRATEGIC
GOAL: Responsible Stewardship of Public Resources
RECOMMENDATION:
Approve and authorize the City Manager to sign the Entertainment Services Agreement with James Event Productions.
FINANCIAL IMPACT:
The total not-to-exceed amount of the Agreement for FY 2023-24 is not-to-exceed $108,500. The not-to-exceed amount for the following four years would be $50,000 per fiscal year, totaling $308,500 over the five-year agreement. Sufficient funds are included in the FY 2023-24 Parks and Recreation budget to cover the cost of such services and would be included in subsequent budget cycles. An annual CPI adjustment may be requested by James Event Productions after the first year of the term.
DISCUSSION:
The City of Diamond Bar hosts popular City-wide programs and special events that require entertainment and additional staff support. These large events include community favorites such as the Halloween Party, Snow Fest, and upcoming City’s 35th Birthday Party this fiscal year. Services and attractions for these special events and programs typically include carnival games, inflatables, rides, strolling entertainment such as jugglers and stilt walkers, face and hair painters, balloon twisters, musical entertainment, master of ceremony services, and more to augment activities provided by City staff.
On May 30, 2023 the City published a request for proposals on Planet Bids with a deadline of June 16, 2023. A total of 14 vendors were notified and three proposals were
received. James Event Productions was the only vendor able to meet the full requirements of the City’s RFP. After a thorough staff review, James Event Productions is recommended based on their variety of services, pricing structure, and excellent references. James Event Productions provided a complete brochure of services with competitive pricing, as well as a dedicated event manager. James Event Productions works with multiple municipalities as well as corporations such as the Walt Disney Company and Kaiser Permanente. James Event Productions has been an established vendor with the City of Diamond Bar since 2005 and has provided these services with exceptional reliability and professionalism.
LEGAL REVIEW:
The City Attorney has reviewed and approved the agreement as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.3.a James Events Contract