TO: Honorable Mayor and Members of the City Council
FROM: Bonnie Hagan, Acting City Manager
1. SUBJECT
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Agreement with VCI Event Technology for audio, lighting, electrical, and staging services at the Tree Lighting Ceremony and Candlelight Choir Procession and the Third of July Celebration, and appropriation of $41,000 in unreserved General Fund to support Fiscal Year 2021-2022 City special event expenses.
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2. SUMMARY
A four-year agreement with VCI Event Technology to provide audio, lighting, electrical, and staging services at four annual Tree Lighting Ceremony and Candlelight Choir Procession events and four Third of July Celebration events starting in December 2021 and July 2022, respectively, for a total compensation not to exceed $452,589.68. While the City has a Community Partnership Program to help offset the costs of special events, an appropriation of $41,000 in unreserved General Fund is required to address rising costs in the event industry to support City special events through June 2022.
3. RECOMMENDED ACTION
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1. Approve agreement with VCI Event Technology in the amount not to exceed $452,589.67 for audio, lighting, electrical, and staging services; and authorize the Mayor and City Clerk to execute on behalf of the City.
2. Authorize the appropriation of $41,000 in General Fund unreserved fund balance into expenditure account number 100.7015.51780.00000 Other Contractual Services.
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4. FISCAL IMPACT
The total expenditure for the four-year agreement is not to exceed $452,589.68 and will be funded through the General Fund (100). The cost of this agreement is partially offset by sponsorship donations.
5. STRATEGIC PLAN GOALS
Goal 3: Enhance and promote quality of life in the community
b: Deliver high quality and safe recreational, social, environmental, educational and cultural services.
6. DISCUSSION AND BACKGROUND
The City has offered the Tree Lighting and Candlelight Choir Procession (Tree Lighting) and 3rd of Jul...
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