File #: 16-5691    Version: 1 Name: 2016 Prairie Lights Lightasmic Contract
Type: Agenda Item Status: Consent Agenda
File created: 5/27/2016 In control: Parks & Recreation
On agenda: 6/7/2016 Final action: 6/7/2016
Title: Award contract to Josh Barnett Productions, Inc. for design, construction and revenue sharing of Prairie Lights, Round Rock “Rockin Lights”, and Sugarland Skeeter Baseball Stadium holiday light parks, for up to $600,000 annually with the option to renew for nine additional one-year periods totaling $6,000,000 if all extensions are exercised; and authorize the City Manager to execute the renewal options with aggregate price fluctuation of the lesser of up to $50,000 or 25% of the original maximum price so long as sufficient funding is appropriated by the City Council to satisfy the City's Obligation during the renewal term
Attachments: 1. 16-5691 Josh Barnett (Lightasmic) Operating Expenditure Form.pdf, 2. Attachment A.pdf

From

Linda Townley

 

Title

Award contract to Josh Barnett Productions, Inc. for design, construction and revenue sharing of Prairie Lights, Round Rock “Rockin Lights”, and Sugarland Skeeter Baseball Stadium holiday light parks, for up to $600,000 annually with the option to renew for nine additional one-year periods totaling $6,000,000 if all extensions are exercised; and authorize the City Manager to execute the renewal options with aggregate price fluctuation of the lesser of up to $50,000 or 25% of the original maximum price so long as sufficient funding is appropriated by the City Council to satisfy the City's Obligation during the renewal term

 

Presenter

Rick Herold, Director of Parks, Arts and Recreation

 

Recommended Action

Approve

 

Analysis

On May 23, 2016 written proposals were opened in the office of the Purchasing Manager for the Prairie Lights Holiday Lighting production. A total of one proposal was received. Staff evaluated the submittals under a 'Best Value' defined specification. Josh Barnett Productions, Inc. was determined to be the best value bid by the review committee. Josh Barnett Productions, Inc. submitted a proposal of 48% of gross gate revenues for Prairie Lights and 50% of the Cities share of Rockin Lights and Sugarland, and based on 2015-16 gate fees, the value of the revenue portion of the contract would amount to $283,769.

The contract also includes a capital outlay disbursement for production of materials and equipment for the Prairie Lights holiday event to the contractor. Reimbursement of this initial outlay will be returned through the initial gate fees until the entire outlay is recovered. The capital outlay is estimated at $300,000 annually and will be based on the approved budget.  The City and Contractor will jointly agree to the scope of production and cost by March 1st of each year.  The City shall retain ownership of 50% of the production equipment (displays). Upon reaching that threshold. the gate fees will be allocated on a 48% City / 48% vendor arrangement. The remaining 4% will be used to pay night security, page staff pay, credit card fees.

Josh Barnett Productions, Inc. is a sole proprietorship owned by Josh Barnett. Established in 2002, in Bakersfield. California, he has worked hard to be a recognized designer in the holiday lighting field. The previous contract for Prairie Lights was with Josh Barnett Productions, Inc. which ended in February 2016.

 

The item was presented and approved by the Finance and Government Committee on June 7, 2016.

 

Financial Consideration

Funding for the award contract to Josh Barnett Productions, Inc.for design, construction and revenue sharing of Prairie Lights, Rockin Lights, and Sugarland holiday light parks, is available from the operating surplus in the Prairie Lights Fund (3184).  The revenue sharing payments to the contractor will be included as part of the proposed FY 2016/2017 budget.  The funding for design and construction is available in the FY 2015/2016 budget (318410-68640).  Funding for future years will be based on that year's approved budget.