Agenda Item: 7
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: March 26, 2024
SUBJECT: COWBOY FESTIVAL RENTALS
DEPARTMENT: Economic Development
PRESENTER: Phil Lantis
RECOMMENDED ACTION
City Council:
1. Award a contract to AV Party Rentals for Cowboy Festival rentals in the amount of $38,162, and authorize a contingency of $3,816, in an amount not to exceed $41,978.
2. Authorize the City Manager or designee to execute up to four optional, one-year renewals, not to exceed the annual contract amount, inclusive of a contingency of $3,816, plus an adjustment consistent with the appropriate Consumer Price Index, upon request of the contractor.
3. Authorize the City Manager or designee to execute all contracts and associated documents subject to City Attorney approval.
BACKGROUND
The City of Santa Clarita (City) Cowboy Festival is entering its 28th year of operations, each year drawing festival-goers from all over the world. The Cowboy Festival will return to William S. Hart Park April 20-21, 2024, providing a culturally-enriching experience for all who attend.
The event will be free of charge.
The City’s Purchasing division, in collaboration with the Arts and Events division, issued a Request for Quotes (RFQ) for rentals of sound and stage needs for the Cowboy Festival. The RFQ was publicly advertised on February 15, 2024, on BidNet, the City’s e-procurement platform. The RFQ was downloaded by 27 vendors, with only one quote received. Purchasing staff opened the quote on March 7, 2024. The results are as follows:
Vendor Location Cost
AV Party Rentals Santa Clarita, CA $38,161
Staff recommends City Council award the contract to AV Party Rentals for rentals needed for the 2024 Cowboy Festival, with four optional one-year renewals.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds in the amount of $41,978 are available in expenditure account 1003603-512103 (Cowboy Festival-Equipment Rental) to support this agreement as part of the Fiscal Year 2023- 24 budget. Funds for future years are contingent upon appropriation of funds by the City Council during the annual budget process.