Item #04
Date: March 5, 2024
To: Mayor and City Council
From: Dan Flores, Community Development Director
Jim Schaad, City Manager
Subject: Sapphire Group, LLC Agreement for Professional Services for 2024-2026 City Events Recommendation:
Pass a Motion authorizing the City Manager to enter into an Agreement for Professional Services between the City of Marysville and Sapphire Group, LLC to produce the 2024-2026 Bi-County 4th of July Fireworks Show, Marysville Peach Festival, and the Marysville Christmas Parade and Tree Lighting, with options to extend for two additional years, in an amount not to exceed $121,425 for 2024 which includes all expenses except City staff time and sponsorship commissions as outlined in the Agreement.
Rationale for Recommendation:
The City of Marysville does not have a Special Events Department and/or the staff capacity to absorb producing these events "in-house" and with existing City of Marysville staff. The City of Marysville has contracted with Sapphire Group, LLC, (Sapphire) for these events for the last five years.
Background:
The annual Bi-County 4th of July Fireworks Show, Marysville Peach Festival, and Marysville Christmas Parade and Tree Lighting are City of Marysville events that have been produced annually for the past several years. In 2019, City staff determined the most cost-effective and efficient way to continue was to employ a consultant to produce these events, especially since the City does not have a Special Events Department and/or capacity to produce these events with existing staff. With this decision, Sapphire was contracted and has successfully executed these events since 2019. Therefore, City staff recommend entering into a new agreement covering 2024 through 2026 with Sapphire to continue producing City of Marysville annual events.
Discussion and Analysis:
The City is in need of assistance with event planning and execution services for the 2024, 2025, and 2026 Bi-County 4th of July Fireworks Show, the Marysville Peach Festival, and the Marysville Christmas Parade and Tree Lighting. Sapphire is already familiar with these events as they have been producing them since 2019. Per the attached Agreement, the period of performance will be from the execution of the Agreement through December 6, 2026, with an option to extend for two additional years under the same Item #04
terms for 2027 and 2028. The budget for all three events in 2024 is included in the Agreement and future year budgets will be reviewed and revised annually in December/January each year between the City and Sapphire. Sapphire agrees not to commence work on events until February 1st or until approval is granted by the City, whichever occurs first. The Agreement also outlines the details for sponsorship dollars raised, invoicing, and payment schedules broken down by event.
Alignment with City Council Goals:
The proposed contract and resulting events are aligned with Goal #2: Expanding Economic Development Opportunities.
Fiscal Analysis:
With the three events taking place in Fiscal Year 2024-25, the appropriate budget will be submitted through the annual budgeting process and each year there forth No additional funds are being requested from the General Fund at this time.
Attachment:
1) Agreement for Professional Services