Agenda #: 5.7
Meeting Date: November 7, 2023
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: VENDOR SERVICES AGREEMENT WITH TOWN AND COUNTRY
EVENT RENTALS, LLC FOR SPECIAL EVENT EQUIPMENT
THROUGH JUNE 30, 2025.
STRATEGIC
GOAL: Responsible Stewardship of Public Resources
RECOMMENDATION:
Approve and authorize the City Manager to sign the Vendor Services Agreement with Town and County Event Rentals, LLC.
FINANCIAL IMPACT:
The total not-to-exceed amount for FY 2023-24 is $64,000 and FY 2024-25 is $41,000; therefore, the total not-to-exceed amount for the Agreement is $105,000. 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 Town and Country Event Rentals, LLC after the first year of the term.
DISCUSSION:
The City of Diamond Bar hosts popular City-wide programs and special events that require a large quantity of equipment such as canopies, tables, light towers, staging, and chairs. These events include community favorites such as the Halloween Party, Snow Fest, and upcoming City’s 35th Birthday Party this fiscal year. The City does not own sufficient equipment to meet the needs of these events, therefore, the City traditionally enters into a contract for the equipment and necessary staff to set up and break down the rented items.
On May 4, 2023 the City published a request for proposals on Planet Bids with a deadline of May 26, 2023. A total of 87 vendors were notified and one proposal was received. Town and County Event Rentals (TCER) was the only vendor to respond by
the deadline and meet the requirements of the request which included positive references. TCER has provided exceptional customer service and competitive pricing to the City since 2022. Recently, the TCER Event Director met with City staff at each location to provide a detailed site plan and exhibited a thorough event understanding.
TCER has the staff and equipment resources to meet the unique needs of all City events. City staff is confident TCER can provide the necessary support to handle a variety of special events, from the annual Snow Fest to the 35th Birthday Party.
LEGAL REVIEW:
The City Attorney has reviewed and approved the agreement as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.7.a Contract - Town and Country Event Rentals 11.7.23