Agenda #: 5.8
Meeting Date: May 6, 2025
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: MOVIE EQUIPMENT RENTAL AGREEMENT WITH STONE THROW,
DBA PACIFIC PRODUCTIONS FOR PARKS AND RECREATION
EQUIPMENT THROUGH JUNE 30, 2030.
STRATEGIC
GOAL: Responsible Stewardship of Public Resources
RECOMMENDATION:
Approve and authorize the City Manager to sign the Movie Equipment Rental Agreement with Stone Throw, dba Pacific Productions.
FINANCIAL IMPACT:
The total not-to-exceed amount of the Agreement for each fiscal year would be $25,000.
Sufficient funds are included in the FY 24/25 Parks & Recreation Department budget to cover the cost of such services through June 30, 2025. Additional funding will be proposed in the FY 25/26 budget for subsequent years. The vendor may request a CPI adjustment after FY 25/26.
BACKGROUND:
The City of Diamond Bar operates annual Concerts and Movies in the Park which is an eight-week series that takes place on Wednesday evenings starting in June and ending in late July or August. The Concert and Movie series is a city-wide special event that includes over 800 in attendance per event. Operation of the Movie in the Park requires equipment rental services that include: inflatable screen, projector, audio and power equipment as well as a professional operator with set-up and clean-up staff.
ANALYSIS:
On February 12, 2025 the City published a request for proposal (RFP) on Planet Bids. 59 vendors were notified and three proposals were received from responsible bidders.
The deadline for the bid was February 28, 2025. After staff reviewed all responsible proposals, and met with Stone Throw in person for an event walk through it was determined that Stone Throw met all the requirements of the RFP. Stone Throw is recommended based on their pricing structure, positive references, and movie equipment offered.
LEGAL REVIEW:
The City Attorney has reviewed and approved the Agreement as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.8.a Pacific Production Agreement