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SR - AGR-6268.A - 2016-21 AUDIO LIGHTING STAGING & ELECTRICAL SERVICESAGENDAITEM May 10, 2016 TO: Honorable Mayor and Members of the City Council THRU: Rick Otto City Manager FROM: Barbara Messick Acting Community Services Director ReviewedNerified City Manager Finance Dire or To Be Presented By: Barbara Messick X Cons Calendar _ City Mgr Rpts Council Reports _ Legal Affairs Boards /Cmtes _ Public Hrgs Admin Reports Plan/Environ 1. SUBJECT Agreement between the City of Orange and VCI Event Technology to provide audio, lighting, electrical, and staging services at the Tree Lighting Ceremony and Candlelight Choir Procession and the Third of July Celebration for a five year period, for an amount not to exceed $295,751.50. 2. SUMMARY This five -year agreement includes audio, lighting, electrical, and staging services to commence with the Tree Lighting Ceremony and Candlelight Choir Procession in December 2016 and continue through the 2021 Third of July Celebration, for a total compensation not to exceed $295,751.50. The FY 17 amount is not to exceed $54,133.68. 13. RECOMMENDED ACTION 1.) Approve Agreement between the City of Orange and VCI in the amount of $295,751.50; and 2.) Authorize the Mayor and City Clerk to execute the Agreement on behalf of the City. 14. FISCAL IMPACT Upon adoption of the FY 17 annual budget, funds to cover this Agreement for FY 17 will be available in the following account: 100.7015.51780.00000 (Contractual Services) $54,133.68 Funds will need to be included in approved future fiscal year budgets for subsequent years. The cost of this Agreement is partially offset by sponsorship donations. 1 ITEM 31 0 05/10/16 5. STRATEGIC PLAN GOAL(S) 77::] 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. 16. 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. 17. DISCUSSION and BACKGROUND Background 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 collectively 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 quality technical support necessary for these popular community events, it is necessary to hire professionals in the audio, lighting, electrical and staging business. The previous five -year agreement with VCI Event Technology expired with the conclusion of the 2015 Third of July Celebration. Therefore, the City circulated a 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 25 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, revise the RFP, and to recirculate to a wider audience of potential bidders. RFP 156 -08 was circulated on August 18, 2015 and emailed to 53 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. 1 W ITEM 05/10/16 Therefore, City Staff determined that it was in the best interest of the City to once again reject all bids. Given VCI Event Technology's qualifications, past work experience, and expertise, staff negotiated with VCI Event Technology for a one -year agreement to provide these services until another RFP could be circulated for a longer term contract. That agreement was approved by City Council on October 10, 2015 for an amount not to exceed $52,799.02, which covered the 2015 Tree Lighting and 2016 Third of July events. In preparation for the next proposal solicitation process, City Staff reached out to the vendors who did not respond to the earlier Requests for Proposals in an attempt to understand if there were any issues with the way the RFP was structured. As a result of this feedback, Staff condensed, simplified and recirculated the RFP. Discussion RFP 156 -29 was circulated on January 20, 2016 and emailed to 50 vendors. Five proposals were submitted by the deadline of February 16, 2016. Upon review by City Staff, it was determined that one vendor was disqualified based on their failure to follow crucial bid instructions. The remaining four vendors were reviewed and rated by Community Services Staff based on their qualifications. 2016 AV RFP 156 -29 PROPOSAL RATING SUMMARY Contractors Groovelabs VCI Event Technology BCT Entertainment PartyWorks s r 3 7 7 5 56A7 On March 4, 2016, a panel consisting of Community Services Staff and Michael Short, Musical Director of the Orange Community Master Chorale, interviewed the top two contractors, Groovelabs and VCI Event Technology. Based on their written proposal, oral interview, and the City's satisfaction with their services based on past experience, it was determined that VCI Event Technology was the best qualified vendor to provide audio, lighting, electrical, and staging services at the Tree Lighting Ceremony and Candlelight Choir Procession and the Third of July Celebration. Once the panel identified VCI as the most qualified vendor, all cost proposals were then opened and reviewed. While VCI's cost was not the lowest, their cost proposal is far below the average of the four contractors. 3 ITEM 05/10/16 2016 AV RFP 156 -29 COST PROPOSAL COMPARISON Vendor Name July 3rd Tree Lighting Total Groovelabs $89,600.00 $44,450.00 $134,050.00 BCT Entertainment $146,516.23 $107,346.03 $253,862.26 VCS 11 _ Los Angeles Partyworks $607,631.00 $295,454.00 $903,085.00 Average $396.687.17 Based on VCI Event Technology's experience, qualifications, past satisfaction with their services and, reasonable cost, City Staff recommends a five -year agreement with VCI Event Technology to continue providing services for the Tree Lighting Ceremony and Candlelight Choir Procession and Third of July Celebration events. This five -year agreement allows the City to terminate the agreement at any time for any reason. The amount for FY 17 is $54,133.68. The scope of work is outlined in attached Exhibits A and B of the Services Agreement. 18. ATTACHMENTS Services Agreement ITEM 05/10/16