Agenda Item: 7
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: June 24, 2025
SUBJECT: SOUND, STAGE, AND POWER CONTRACT FOR CITY OF SANTA
CLARITA EVENTS
DEPARTMENT: Economic Development
PRESENTER: Phil Lantis
RECOMMENDED ACTION
City Council:
1. Award a one-year contract to Advantage Productions for sound, stage, and power services for City of Santa Clarita events in the amount of $49,950, and authorize a contingency of $4,995, for a total contract amount not to exceed $54,945.
2. Authorize the City Manager or designee to execute up to four additional one-year renewal options, not to exceed the annual contract amount, inclusive of contingency, plus an adjustment consistent with the appropriate Consumer Price Index, upon request of the contractor and contingent upon the appropriation of funds by the City Council in the annual budget for such fiscal year.
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) 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, Light Up Main Street, and more. To ensure the continued success and high-quality production of these events, the City regularly contracts with vendors for event infrastructure and support services.
On May 7, 2025, an invitation to bid was published and circulated for sound, stage, and power services for City events via the City’s e-procurement system, BidNet. The City transmitted the solicitation to 1,216 vendors on BidNet, of which 41 vendors downloaded the materials. Two
bids were submitted and opened on June 5, 2025. The results of the bids are shown below.
Vendor Location Cost
Advantage Productions Santa Clarita, CA $49,950
BWiebe Events Santa Clara, CA $112,517
Staff recommends the contract be awarded to Advantage Productions, the lowest responsive bidder. The company’s bid was reviewed for accuracy and conformance to the contract documents and was found to be complete.
The requested contingency will cover unforeseen costs arising from unanticipated changes, such weather-related impacts.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Upon approval of the recommended action, adequate funds in the amount of $54,945 are available in various Arts and Events accounts, including Arts and Events Admin (1003600- 516101), Senses (1003608-512103), Hit the Trail (1003613-512103), and Light up Main Street (1003618-512103).
ATTACHMENTS
Advantage Productions Bid Package (available in the City Clerk's Reading File) BWiebe Events Bid Package (available in the City Clerk's Reading File)