Report to City Council
ID: 25-0273 Page 1
TO: Mayor and City Council
Mayor and City Council Acting in its Capacity as
President and Members of the Board of Directors of
the Moreno Valley Community Services District (CSD)
FROM: Jeremy Bubnick, Parks & Community Services
Director
AGENDA DATE: June 3, 2025
TITLE: AUTHORIZATION TO AWARD AGREEMENT FOR
PROFESSIONAL SERVICES FOR STAGE, SOUND,
AND LIGHTING RENTALS TO BIG EAR AUDIO, LLC
DBA MORNINGSTAR PRODUCTIONS (REPORT OF:
PARKS & COMMUNITY SERVICES) (NOT
APPLICABLE)
TITLE SUMMARY: Authorize Agreement For Professional Services For Stage, Sound, And Lighting Rentals To Big Ear Audio, LLC DBA
Morningstar Productions
DISTRICT: Not Applicable
Recommendation(s)
That the City Council and CSD:
1. Award a five -year Agreement to Big Ear Audio, LLC dba Morningstar Productions to provide professional services for stage, sound, and lighting rentals for Citywide special events and Amphitheater Rentals in an amount not to exceed $632,530.95 for Fiscal Years 2025/26 through 2029/30; and
2. Authorize the iss uance of annual purchase orders for Big Ear Audio, LLC dba Morningstar Productions each fiscal year of the Agreement term, subject to funds available in the City Council approved Operating Budget; and
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3. Authorize the City Manager or designee to execute any subsequent amendments, purchase orders and/or change orders, contingent upon approved budget, with concurrence of the City Attorney.
SUMMARY
This report recommends approval of a five -year Professional Services Agreement with Big Ear Audio, LLC dba Morningstar Productions to provide professional services for stage, sound, and lighting rentals for Citywide special events and Amphitheater rentals for Fiscal Years 2025/26 through 2029/30 for an am ount not to exceed $632,530.95.
Budget for services provided is included in Fiscal Years 2025/26 -2026/27 Adopted Budget.
DISCUSSION
The Civic Center Amphitheater seats up to 600 (formal and informal) seating, hosts a large LED video wall as the backdrop of the stage, and features state -of-the-art audio/visual equipment. Operations of the Civic Center equipment require professional technicians experienced in technology and audio production services, including but not limited to large-scale audio and visual productions to provide quality sound tha t include Citywide events (including concerts, theatrical performances, media events, etc.) a nd Civic Center Amphitheater rentals.
On April 1, 2025, the Parks and Community Services Department adver tised a Request for Proposals (RFP), to retain a vendor to provide stage, sound, and lighting rental services for Citywide events and Civic Center Am phitheater rentals. In response to the advertisement, two proposals were received by April 28, 2025. The staff selection team evaluated the proposals and ranked the firms as follows:
Big Ear Audio, LLC DBA Morningstar Productions
AKJOHNSTON Group
Staff recommends approval of an Agreement with Big Ear Audio, LLC dba Morningstar Productions as they are deemed the be the most qualified and cost -effective firm for completing the requested services. The scope of work for the vendor includes providing live, rec orded, broadcast, and streaming production for audio and video, live lighting design and operation staging for public and private events, event management and tech set up, strike, and operation, and other A/V related tasks necessary to meet the needs of Citywide special events and Civic Center Amphitheater rentals.
ALTERNATIVES
1. Approve and authorize the recommended actions as presented in this staff report.
Staff recommend this alternative to ensure proper use and operation of the Civic Center Amphitheater state-of-the-art equipment.
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2. Do not approve and authorize the recommended actions as presented in this staff report.
Staff do not recommend this alternative.
FISCAL IMPACT
The Professional Services Agreement will be funded by Zone A (Fund 5011). Budget for services provided is included in the Fiscal Year 2025/26 -2026/27 Adopted Budget.
Funding for subsequent years subject to City Council approval of biannual budgets.
Below are the cost estimates for the five-year agreement per fiscal year.
NOTIFICATION
Publication of the agenda.
PREPARATION OF STAFF REPORT
Prepared By: Department Head Approval:
Claudia Torres Jeremy Bubnick
Special Events & Facilities Division Manager Parks & Community Services Director
Concurred By:
Jeanine Heynen
Sr. Management Analyst
CITY COUNCIL GOALS
Community Image, Neighborhood Pride and Cleanliness: Promote a sense of community pride and foster an excellent image about our City by developing and executing programs which will result in quality development, enhanced neighborhood preservation efforts, including home rehabilitation and neighborhood restoration.
Positive Environment: Create a positive environment for the development of Moreno Valley's future.
CITY COUNCIL STRATEGIC PRIORITIES
1. Economic Development
2. Public Safety
3. Library
4. Infrastructure
Fiscal Year 2025/26 2026/27 2027/28 2028/29 2029/30
Estimated Annual Total $126,506.19 $126,506.19 $126,506.19 $126,506.19 $126,506.19
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5. Beautification, Community Engagement, and Quality of Life
6. Youth Programs
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Report Approval Details
Document Title: STAFFREPORT_PCS_AVAGREEMENT.docx
Attachments: - Agreement for Services_Big Ear Audio LLC.pdf Final Approval
Date:
May 28, 2025
This report and all of its attachments were approved and signed as outlined below:
Jeremy Bubnick
Natalia Lopez
Dena Heald
Launa Jimenez
Brian Mohan
Patty Rodriguez