HomeMy WebLinkAbout08 FY 21-22 Preferred Vendor List - Special EventsSTAFF REPORT
CITY OF PALM DESERT
ECONOMIC DEVELOPMENT DEPARTMENT
DATE: September 30, 2021
SUBMITTED BY: Vanessa Mager, Management Analyst
REQUEST: Approval of the FY 2021/2022 City-Produced Events Authorized
Vendor List
Recommendation
By Minute Motion:
1. Grant an exception to the bidding requirements, as provided for in
Sections 3.30.160K of the Municipal Code, not to exceed $25,000 for any
one vendor during FY 2021/2022; and
2. Approve the FY 2021/2022 City-Produced Events Authorized Vendor List.
Strategic Plan
Approval of the FY 2021/2022 City-Produced Events Authorized Vendor List does not
contribute to any of the objectives outlined in the City’s Strategic Plan.
Executive Summary
On August 16, 2021, staff posted a notice inviting qualified vendors to apply to be
placed on the FY 2021/2022 City-Produced Events Authorized Vendor List. Staff is
hereby requesting that the City Council grant an exception due to the limited number of
submissions for a short list of specialty vendors occasionally used during the production
of City events. Vendors on this list have been previously vetted by the City’s Risk
Manager and tend to offer immediate accessibility, specialized services and products,
and/or discounted pricing specifically related to the following:
− Sound and lighting services for concerts
− Pyrotechnics
− Shuttle service
− Equipment rental
− Radio advertising and remotes
In accordance with City requirements, purchases in aggregate of $25,000 or more
during the fiscal year will follow the standard procedure for procurement.
August 27, 2020 - STAFF REPORT
APPROVAL OF FY 2021/2022 CITY-PRODUCED EVENTS AUTHORIZED VENDOR LIST
Page 2 of 2
Fiscal Analvsis
There is no fiscal impact associated with this request.
LEGAL
REVIEW
DEPT. REVIEW
FINANCIAL REVIEW ASSISTANT CITY
MANAGER
N/A
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Robert W. Thomas Soule Janet M. Moore
Hargreaves Public Affairs Director of Finance
City Attorney Manager
City Manager L. Todd Hileman: L. Todd I--f%I,evu.aw
Andy Firestine
Assistant City
Manager
ATTACHMENTS: Proposed City- Produced Events Authorized Vendor List for FY
2021 /2022
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FY 2021/22 CITY-PRODUCED EVENTS AUTHORIZED VENDOR LIST
1
Vendor No. Vendor
V0003528 Pyro Spectaculars by Souza, Rialto, CA
Pyrotechnic displays (Vetted company with approved insurance documents on file.)
V009440 Studio Instrument Rental of Palm Springs, Palm Desert, CA
Professional audio/visual staffing and (Vetted company with approved insurance
documents on file.)
V0010380 Lin Lines, Inc., Palm Springs, CA
Transportation and shuttle services for City-produced events, i.e. Independence
Day Celebration. (Vetted company with approved insurance documents on file.)
V0014499 Bright Event Rentals, Thousand Palms, CA
Rental of equipment and supplies for City produced events, e.g. stages, dressing
rooms, lighting, tables, chairs, etc.
V0010363 Signature Party Rentals, Indio, CA
Rental of equipment and supplies for City produced events, e.g. stages, dressing
rooms, lighting, tables, chairs, etc.
V0013805 Alpha Media, LLC, Palm Springs, CA
Radio broadcasting and advertisement for City programs and events. (Vetted
company with approved insurance documents on file.)
V0015077 AVSU Inc., Indio, CA
Professional audio/visual staffing and equipment (Vetted company with approved
insurance documents on file.)