Agenda Item: 13
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: June 14, 2022
SUBJECT: SOUND AND STAGE CONTRACT FOR CITY OF SANTA CLARITA EVENTS
DEPARTMENT: Recreation and Community Services
PRESENTER: Phil Lantis
RECOMMENDED ACTION
City Council:
1. Approve three additional one-year contract renewals with Advantage Productions for sound and stage services, in an amount not to exceed $41,600 annually plus the cost of any Consumer Price Index (CPI) increases.
2. Authorize the City Manager, or designee, to execute all documents, subject to City Attorney approval.
BACKGROUND
The City of Santa Clarita (City) entertains thousands of residents and visitors each year through a variety of special events, including the Cowboy Festival, SENSES Block Parties, Celebrate Cultural Series, Free To Be Me Music Festival, and Light Up Main Street.
On June 24, 2021, the City’s Purchasing Division, in coordination with the Arts and Events Division, issued a Request for Quotes (RFQ) for sound and stage needs for City events. The RFQ included language on renewal options to the effect that contracts entered into as a result of the process may be renewed annually, for a maximum of three renewals. The quote was publicly advertised on BidNet, the City’s e-procurement platform. Eleven companies downloaded the RFQ, and only one bid was received. Purchasing opened the bid on July 14, 2021, with the following result:
Vendor Location Cost
Advantage Productions Santa Clarita, CA $41,600
The vendor’s quote was reviewed for accuracy and conformance to the quote documents and was found to be complete. The initial one-year contract for fiscal year 2021-2022 was executed in August 2021 and ends on August 17, 2022.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds to support this agreement are contingent upon appropriations of funds by the City Council during the annual budget process.