Laserfiche WebLink
Entertainment Promoter for City Special Events <br />April 15, 2025 <br />Page 2 <br />Proposals were solicited, opened on January 9, 2025, and evaluated. Six proposals <br />were submitted by the RFP deadline and four were determined to be responsive to the <br />specifications. An evaluation committee reviewed and rated the proposals according to <br />the criteria listed in the RFP. Staff recommends awarding aggregate agreements to the <br />two highest-ranking firms: ARAS Enterprise and GTE Agency, LLC dba Global Talent <br />Entertainment in order to increase the number of performers available to the City. Staff <br />determined both firms can provide the high -quality entertainment that the City seeks for <br />its special events, including the headliners for Fiestas Patrias. To accommodate the <br />varying schedules of artists, it is crucial to have two separate vendors on standby. This <br />strategy ensures that staff can quickly secure an alternative vendor if one artist is <br />unavailable, allowing the City to consistently feature talent at events. <br />Pricing for talent will vary depending on the vendor, the event, and the specific talent and <br />production required. Each proposal includes a pricing sheet, which can be found within <br />the proposed agreements (ARAS pages 32-34 and Global Talent page 26). <br />ENVIRONMENTAL IMPACT <br />There is no environmental impact associated with this action. <br />FISCAL IMPACT <br />Funding is available in the FY 24-25 budget and funding for subsequent fiscal years will <br />be included in the proposed budgets for City Council consideration. The table below <br />reflects estimates of amounts to expend by fiscal year, actual amounts may vary from <br />year to year, but will not exceed the agreement total of $1,500,000 for the term of the <br />agreement including extensions. The City is not obligated to use the full amount of the <br />contract authorization. <br />Fiscal <br />Accounting Unit- <br />Fund <br />Accounting Unit, <br />Amount <br />Year <br />Account # <br />Description <br />Account Description <br />FY 24-25 <br />01113230-62300 <br />General <br />PRCSA-Recreation <br />$30,000 <br />Fund <br />and Community <br />Services -Contractual <br />Services Professional <br />FY 25-26 <br />01113230-62300 <br />General <br />PRCSA-Recreation <br />$300,000 <br />Fund <br />and Community <br />Services -Contractual <br />Services Professional <br />FY 26-27 <br />01113230-62300 <br />General <br />PRCSA-Recreation <br />$300,000 <br />Fund <br />and Community <br />Services -Contractual <br />Services Professional <br />