Agenda Item: 8
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: October 28, 2025
SUBJECT: 2025 LIGHT UP MAIN STREET EQUIPMENT RENTALS
DEPARTMENT: Economic Development
PRESENTER: Phil Lantis
RECOMMENDED ACTION
City Council:
1. Award a contract to AV Party Rentals for Light Up Main Street equipment rentals in the amount of $12,467 and authorize a contingency of $1,247, for a total contract amount not to exceed $13,714.
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 $1,247, 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) Light Up Main Street event will return for its 16th year of operations. Light Up Main Street will be held on November 15, 2025, to brighten the Old Town Newhall area and is free of charge.
On September 29, 2025, a Request for Quotes (RFQ) was published and circulated for equipment rentals for the 2025 Light Up Main Street event via the City’s e-procurement system, BidNet.
The City transmitted the solicitation to 810 vendors on BidNet, of which 29 vendors downloaded materials. Two quotes were submitted and opened on October 14, 2025. The results are listed below:
Vendor Location Cost
AV Party Rentals Santa Clarita, CA $12,467
24/7 Events Santa Clarita, CA $12,673
Staff recommends the project be awarded to AV Party Rentals for rentals, the lowest responsive bidder. The company’s quote was reviewed for accuracy 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
Adequate funds in the amount of $13,714 available in expenditure account 1003618-512103 (Light Up Main Street-Equipment Rental) to support this agreement as part of the Fiscal Year 2025-26 budget. Funds for future years are contingent upon appropriation of funds by the City Council during the annual budget process.