HomeMy WebLinkAboutFY18-19 - Vendors - City-Produced Events X[L K
CITY OF PALM DESERT
STAFF REPORT
ECONOMIC DEVELOPMENT DEPARTMENT
MEETING DATE: June 28, 2018
PREPARED BY: Amy Lawrence, Management Analyst
REQUEST: Approval of the FY 2018/19 City-Produced Events Authorized
Vendor List
Recommendation
By Minute Motion:
1. Grant an exception to the bidding requirements, as provided for in Sections
3.32.060 and 3.32.065 of the Municipal Code, not to exceed $25,000 for any
one vendor during FY 2018/19; and
2. Approve the FY 2018/19 City-Produced Events Authorized Vendor List.
Strategic Plan Objective
Approval of the FY 2018/19 City-Produced Events Authorized Vendor List does not
contribute to any of the objectives outlined in the City's Strategic Plan.
Discussion
On June 11, 2018, staff posted a notice inviting qualified vendors to apply to be placed
on the FY 2018/19 City-Produced Events Authorized Vendor List. Staff is hereby
requesting that the City Council grant an exception to the bidding requirements for a
short list of specialty vendors occasionally used during the production of City events.
Vendors on this list have previously been 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.
Staff Report— June 28, 2018
FY 2018/19 City-Produced Events Authorized Vendor List
Page 2
Fiscal Analysis
There is no fiscal impact associated with this request.
LEGAL REVIEW DEPARTMENT DEPARTMENT FINANCIAL CITY MANAGER
REVIEW REVIEW REVIEW
Not Applicable41/-v
Thomas Soule Martin Alvarez
Robert W. Hargreaves Tourism and Director of Economic Janet Moore Lauri Aylaian
City Attorney Marketing Manager Development Director of Finance ( City Manager _
APPLICANT: None
ATTACHMENTS: City-Produced Events Authorized Vendor List for FY 2018/19
Posted Notice
FY 2018/19 CITY-PRODUCED EVENTS AUTHORIZED VENDOR LIST
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 equipment for concerts in the park and at the
Gardens on El Paseo. (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.)
TBD 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.)
1
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5co , DESER1 '.��•. CITY OF PALM DESER'Tt_ • `' 2018 IN I 1 Ar 10: a2
I NOTICE
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'q°�a foe-Aryt �j INVITATION TO POTENTIAL VENDORS
The City of Palm Desert's Economic Development Department is seeking to establish
an approved list of qualified vendors to provide specialized services and products,
and/or wholesale/discounted pricing specifically related to the following:
— City Produced Events, i.e. sound and lighting services, pyrotechnics, shuttle
service, equipment rental, and radio advertising and remotes for events, etc.
Notice is hereby given that any potential qualified vendor who can provide specialized
services and products as specified and meets the following minimum qualifications
should submit a letter of interest along with a description of proposed services to be
provided:
Minimum Qualifications
1. City of Palm Desert Business License (if applicable) and W-9.
2. Proof of Insurance including General Liability, Automotive Liability, and Workers
Compensation will be required.
Letters should be submitted to the following address, clearly marked "Economic
Development Department/City Produced Events Vendor List Submission", no later than
Monday, June 18, 2018, at 5 p.m.:
— City of Palm Desert
Attn: Amy Lawrence, Management Analyst
73510 Fred Waring Drive
Palm Desert, California 92260
Please note that being placed on the Vendor List is not a guarantee that a vendor will
be selected to provide services. If you have any questions, please contact Amy
Lawrence at (760) 346-0611 , ext. 425, or via email at alawrence@citvofpalmdesert.orq.
6/11/2018