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