SR - AGR-6268 - 2015 TREE LIGHTING CEREMONY & CANDLELIGHT 2016 THIRD OF JULY AUDIO LIGHTING STAGING & ELECTRICAL SERVICESof V
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AGENDA ITEM
October 13, 2015
TO: Honorable Mayor and
Members of the City Council
THRU: Rich -Otto
Ci er
FROM: Marie Kni t
Community Se ices ire or
ReviewedNerified
City Manager
Finance Direc r
To Be Presented By:
Marie Knight
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Plan/Environ
1. SUBJECT
Agreement between the City of Orange and VCI Event Technology, Inc. (VCI), to provide audio,
lighting, staging, and electrical services at the 2015 Tree Lighting Ceremony and Candlelight
Choir Procession and the 2016 Third of July Celebration for an amount not to exceed
$52,799.02.
2. SUMMARY
This one -year agreement includes scope of services for audio, lighting, staging, and electrical
services at the 2015 Tree Lighting Ceremony and Candlelight Choir Procession for $14,537.54
and the 2016 Third of July Celebration for $38,261.48 events, for a total compensation not to
exceed $52,799.02.
3. RECOMMENDED ACTION
1.) Approve Agreement between the City of Orange and VCI in the amount of $52,799.02 for
FY 15 -16; and
2.) Authorize the Mayor and City Clerk to execute the Agreement on behalf of the City.
4. FISCAL IMPACT
Funds are available to fund the cost of this agreement:
100.7015.51780.00000 (Other Contractual Services)
100.7015.51350.00000 (Other Rentals and Leases)
ITEM 0 5.
$50,000.00
2,799.02
$52,799.02
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5. STRATEGIC PLAN GOAL(S)
3. Enhance and promote quality of life in the community:
3b: Deliver high quality and safe recreational, social, environmental, education, and cultural
services.
3e: Develop and strengthen collaborative partnerships to enhance and promote quality of life
programs, projects, and services.
6. GENERAL PLAN IMPLEMENTATION
GOAL 5.0
Provide recreational facilities and programs that adequately serve the needs of residents.
5.2: Provide a range of high quality recreational facilities and programming to serve a broad
cross section of residents, including youth, seniors, young adults, mature adults, and people with
disabilities.
7. DISCUSSION and BACKGROUND
Backiround
The City has offered the Tree Lighting and Candlelight Choir Procession and Third of July
Celebration annual events to the community for more than two decades. These family based
events are very popular and attract approximately 20,000 people per year. Since their inception,
the Orange Community Master Chorale has participated as a main component to each event
through their musical entertainment and main stage performances. In order to provide the
equipment and technical support necessary to accommodate the Orange Community Master
Chorale and maintain the level of quality events our patrons have come to expect, it is necessary
to hire professionals in the audio, lighting, electrical and staging business. In 2010, at the time of
expiration of the previous three -year agreement with VCI (dba Videocam, Inc.) the City
conducted another formal Request for Proposal to secure a vendor to provide audio, lighting,
electrical, and staging for the annual Tree Lighting Ceremony and Candlelight Choir Procession
and the Third of July Celebration. Based on City Staff review of the proposals submitted by the
vendors in conjunction with the Musical Director for the Orange Community Master Chorale,
Mike Short and City Staffs review of the proposals submitted by the vendors, three candidates
were invited to interview. Based on the interviews, qualifications, past work experience and
expertise, City Staff recommended a five -year agreement with VCI (dba Videocam, Inc.) and has
maintained an excellent working relationship with them in the years since.
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Discussion
The previous five -year agreement with VCI expired with the conclusion of the 2015 3` of July
Celebration event. Therefore the City conducted a formal Request for Proposal (RFP 156 -02) to
secure a vendor to provide audio, lighting, electrical, and staging for the annual Tree Lighting
Ceremony and Candlelight Procession and the Third of July Celebration events over the next five
years. RFP 156 -02 was circulated on June 16, 2015 and emailed to twenty -five vendors however,
only one proposal was submitted by the deadline of August 3, 2015. Upon review by City Staff,
it was determined that it was in the best interest of the City to reject the bid, and revise the RFP
to make it more clear, and to recirculate to a wider audience of potential bidders.
RFP 156 -08 was circulated on August 18, 2015 and emailed to fifty -three vendors. Two
proposals were submitted by the deadline of September 8, 2015. Upon review by City Staff, it
was determined that one vendor was not qualified based on experience and the other was non-
responsive. Based on the outcome of RFP 156 -08, City staff determined that it was in the best
interest of the City to once again reject all bids.
Given VCI's qualifications, past work experience, and expertise, staff negotiated with VCI for a
one -year agreement to provide these services until another RFP can be circulated for a longer
term contract. Based on similar terms of the previous contract with VCI, this agreement provides
for an annual 3% increase for the Tree Lighting Ceremony and Candlelight Choir Procession
from $14,114.12 in 2014 to $14,537.54 in 2015 and an annual 2% increase for the Third of July
Celebration from $37,511.25 in 2015 to $38,261.48 in 2016. Therefore, City Staff recommends a
one year agreement with VCI to continue providing services for the 2015 Tree Lighting
Ceremony and Candlelight Choir Procession and 2016 Third of July Celebration events for the
historically provided increases. This one -year agreement allows the City to terminate the
agreement at any time for any reason. The scope of work is clearly outlined in attached Exhibits
A and B.
In preparation for the next proposal solicitation process, City Staff will reach out to the vendors
who did not respond to the earlier RFP's in an attempt to understand if there were any issues with
the way the RFP's were structured. In addition, Staff will also work to identify and pre - qualify
vendors who would be willing to bid on these services.
8. ATTACHMENTS
Services Agreement
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