REPORT TO COUNCIL
SUBJECT
Title
Action on Amendment No. 1 to an Agreement with GFI Entertainment, LLC for Citywide Special Events
Report
BACKGROUND
On December 8, 2016, the City of Santa Clara Parks & Recreation Department issued a Request for Proposal (RFP) for concert sound, lighting, equipment, talent search, production and stage management services for various annual Citywide Special Events in Central Park for 2017 and 2018, including the Independence Day All-City Picnic, Concert & Fireworks, Art & Wine Festival, and the Holiday Tree Lighting. On April 4, 2017, Council approved an agreement with GFI Entertainment for services through 2018 with a not-to-exceed amount of $230,000. In July 2018, the Parks & Recreation Department assumed oversight of the special events sponsored by the Cultural Commission.
DISCUSSION
This Amendment No. 1 with GFI Entertainment, LLC extends the Original Agreement term through 2019, updates the scope of services to include the additional events sponsored by the Cultural Commission (Street Dance 2019 and Summer Concerts in the Park 2019), and augments service levels for Citywide special events produced by the Parks & Recreation Department through 2019. This Amendment allows the City to continue to provide excellent sound and entertainment and efficient coordination of special events by the Parks & Recreation Department. The Original Agreement is a not to exceed amount of $230,000; the Amendment No. 1 adds an additional $130,000 for 2018-19 events, and a Contingency of $21,000, for a new total not-to-exceed amount of $381,000.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
Funding in the amount of $151,000 for Amendment No. 1 is available in the Parks & Recreation Department’s Citywide Special Events FY 2018/19 budget.
COORDINATION
This item was coordinated with the Finance Department and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Approve and authorize the City Manager to execute Amendment No.1 to the Agreement with GFI Entertainment, LLC in the amount of $151,000 for sound, lighting, equipment, talent, production and stage management services
Staff
Reviewed by: James Teixeira, Director of Parks & Recreation
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. GFI Amendment No. 1