Parks, Recreation, and Community Services
www.santa-ana.org/parks-recreation
Item # 18
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
April 15, 2025
TOPIC: Stage Services for City Events
AGENDA TITLE
Agreements with Stage Plus Inc. and Advantage Event Solutions, LLC for Stage Services (Specification No. 25-008) (General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute agreements with Stage Plus Inc. and Advantage Event Solutions, LLC to provide stage services in an amount not to exceed $750,000 for a term beginning April 15, 2025 and expiring April 14, 2028, with provisions for two, one- year extensions (Agreement Nos. A-2025-XXX and A-2025-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
Request for Proposals (RFP) No. 25-008 was issued on January 24, 2025 on the City’s online bid management and publication system. A summary of vendor participation and results is as follows:
•324 Vendors notified
•2 Santa Ana vendors notified
•22 Vendors downloaded the RFP packet
•3 Proposals received
•1 Proposal received from Santa Ana vendor
Proposals were solicited, opened on February 4, 2025, and evaluated. Three proposals were submitted by the RFP deadline and all were determined to be responsive to the specifications and met the City’s requirements. An evaluation committee reviewed and rated the proposals according to the criteria listed in the RFP.
Staff recommends awarding an agreement to the two highest-ranking firms, Stage Plus Inc. (Exhibit 1) and Advantage Event Solutions, LLC (Exhibit 2). Both vendors were selected to provide stage services for City events, including Fiestas Patrias. In addition
Stage Services
April 15, 2025
4 9
5 9
to their qualifications, awarding contracts to both firms allows staff to select the most cost- effective option, ensuring the best deal based on the specific needs of each event.
The Purchasing Division advertised this project on the City’s online bid management and publication system, which directly notified two Santa Ana vendors. Additionally, in an attempt to encourage qualified local businesses to submit a proposal, City staff performed supplemental outreach by personally contacting local vendors by email to notify them of the bidding opportunity. One local vendor downloaded the RFP and submitted a bid for consideration.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funding is available in the current FY 2024-25 budget and funding for the subsequent fiscal years will be included in the proposed budgets for City Council consideration.
Fiscal
Year
Accounting
Unit-Account #
Fund
Description
Accounting Unit,
Account Description
Amount
FY 24-25 01113230-62300 General
Fund
PRCSA-Recreation and
Community Services-
Contractual Services
Professional
$5,000
FY 25-26 01113230-62300 General
Fund
PRCSA-Recreation and
Community Services-
Contractual Services
Professional
$150,00
FY 26-27 01113230-62300 General
Fund
PRCSA-Recreation and
Community Services-
Contractual Services
Professional
$150,00
FY 27-28 01113230-62300 General
Fund
PRCSA-Recreation and
Community Services-
Contractual Services
Professional
$150,00
FY 28-29 01113230-62300 General
Fund
PRCSA-Recreation and
Community Services-
Contractual Services
Professional
$150,00
FY 29-30 01113230-62300 General
Fund
PRCSA-Recreation and
Community Services-
Contractual Services
Professional
$145,00
TOTAL $750,000
Stage Services
April 15, 2025
4 9
5 9
EXHIBIT(S)
1. Agreement with Stage Plus Inc.
2. Agreement with Advantage Event Solutions, LLC
Submitted By: Hawk Scott, Executive Director of Parks, Recreation, and Community Services Agency
Approved By: Alvaro Nuñez, City Manager