HomeMy WebLinkAboutItem 4.08 Event Equip Rental iy/C r- 4 182 STAFF REPORT CITY CLERK
\1 �J1 CITY COUNCIL File #600-30
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DATE: August 21, 2012
TO: Honorable Mayor and City Councilmembers
FROM: Joni Pattillo, City Manager('I`��.... r Q
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SUBJECT: Purchase Orders for Event Rental Equipment and Electrical Distribution Services
Prepared by Ann Mottola, Heritage and Cultural Arts Manager
EXECUTIVE SUMMARY:
•
Staff distributed two Requests for Proposals -(RFP) for rental equipment and electrical
distribution services for the new "splatter" festival. After a review of the proposals, Staff is
seeking City Council approval to issue two purchase orders for the requested services.
•
FINANCIAL IMPACT:
The total cost of rentals to be approved by the City Council is $30,027. Based on the price
quotations, two Purchase Orders will be issued which include a 15% contingency for unforeseen
equipment needs. Following is a summary of the proposed Purchase Orders:
AMOUNT OF 15% PURCHASE
SERVICE PROPOSAL CONTINGENCY ORDER TOTAL
Tents & Rental Equipment 1 $20,445 $3,067 $23,512
Electrical Distribution p $5,665 $850 $6,515
Total $26,110 $3,917 $30,027
The FY 2012-13 FY budget has sufficient funds to issue these Purchase Orders.
RECOMMENDATION:
Staff recommends the City Council authorize Staff the issuance of purchase orders for rental
equipment and electrical distribution for the splatter festival totaling $30,027.
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Submitted B Reviewed By
Director of Parks and Assistant City Manager
Community Services
Page 1 of 2 ITEM NO. 4.8
DESCRIPTION:
On July 13, 2012, two Requests for Proposals (RFP) were distributed for various equipment
needs for the production of “splatter.”
A RFP for Tent and Equipment Services was distributed to eleven qualified firms and was
posted on the City’s website. The RFP requested bids for a specific list of tents and equipment
that are needed for the event based on the preliminary layout and event plan. The RFP also
requested unique event solutions to enhance the overall aesthetic of the event.
Another RFP was sent to eleven qualified companies to provide bids for electrical distribution
services for the event. This RFP was also posted on the City’s website.
Five proposals were received from tent and equipment vendors. Two proposals were received
from electrical distribution companies.
Staff evaluated the proposals to ensure the companies met the required bid specifications. After
review of all of the proposals, Staff found that Special Events met all of the requirements as
specified in the bid specifications and provided the lowest bid for both proposals.
Livermore-based Special Events is a reputable firm with a long history of providing tents, event
equipment and logistical support to events throughout the State. The vendor’s major clients
include the Gilroy Garlic Festival, San Mateo County Fair and California State University East
Bay to name a few. Special Events also successfully provided tent, equipment and electrical
distribution for the City of Dublin’s most recent St. Patrick’s Day Festival.
The combined total of Special Events proposals is $26,109.52 (Tents and Equipment –
$20,444.52; Electrical Distribution – $5,665.00). Since the combined total from this single
vendor exceeds $20,000, Staff is requesting that the City Council authorize the issuance of
purchase orders for these services. Staff is also requesting authorization of a 15% contingency
in the case of an unforeseen need that may be necessary for the logistical implementation of
this event. Since this is a new event, Staff recommends 15% rather than the traditional 10%
allocated for contracts.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
A copy of the Staff Report was sent to Special Events.
ATTACHMENTS:
None.
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