SUBJECT/RECOMMENDATION:
Title
Authorize an increase to the purchase order with Rock Capital Sound Corporation dba RCS Corporation (RCS) of Clearwater for event production services in the amount of $150,000.00 for a new annual not to exceed amount of $200,000.00 for the initial term ending September 30, 2025, with four, one-year renewal options at an annual amount of $200,000.00 pursuant to RFP 57-24 and authorize the appropriate officials to execute same. (consent)
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SUMMARY:
On July 23, 2024, Procurement issued Request for Proposal (RFP) 57-24, Event Production Services and two responsive bids were received on August 23, 2024. A team of City staff evaluated and ranked both proposals based on the RFP criteria and overall responsiveness to the RFP requirements. RCS was determined to be the most responsive and responsible vendor to provide the requested services.
As part of the numerous events planned for Coachman Park, the City has introduced a new monthly event called "Last Friday." Held on the last Friday of each month, this event will offer live entertainment, delicious food, and a variety of engaging activities. For example, the October event featured family-friendly fall activities, including a children's costume contest, a candy trail, live music, a touch-a-truck experience, and more. A total of nine Last Friday events are scheduled through September 2025.
In addition to the Last Friday event series the City of Clearwater also produces groundbreaking and ribbon cutting events as well as larger festivals and events such as The Sea-Blues Festival and Clearwater Celebrates America.
RCS will provide various production services such as lighting, audio, sound, backline, equipment, and generators needed to produce these events and more throughout the year.
APPROPRIATION CODE AND AMOUNT:
Parks and Recreation cost centers 0101831 (Downtown Core Programming) and/or 0101804 (Special Events) will be utilized depending on the specifics of the events these services are provided. The Parks and Recreation department is funded by General Fund revenues.
USE OF RESERVE FUNDS:
N/A
STRATEGIC PRIORITIES:
Approval of this item supports several Strategic Plan Objectives, including:
• 1.5: Embrace a culture of innovation that drives continuous improvement and successfully serves all our customers.
• 2.1: Strengthen public-private initiatives that attract, develop, and retain diversified business sectors.
• 2.2: Cultivate a business climate that welcomes entrepreneurship, inspires local investment, supports Eco-friendly enterprises, and encourages high-quality job growth.
• 2.3: Promote Clearwater as a premier destination for entertainment, cultural experiences, tourism, and national sporting events.
• 3.1: Support neighborhood identity through services and programs that empower community pride and belonging.
• 3.4: Inspire citizen participation through civic engagement and volunteerism to build strong, inclusive, and engaged communities.
