Submitted By: Amy Casaletto, Special Services Division Head
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Presentation By: Amy Casaletto
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Department: Recreation and Parks
STAFF RECOMMENDATION (Motion Ready):
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Approve two-year renewal of the contract for concert series production and management services with Oniram Productions, Inc. in an amount not to exceed $308,000
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OCALA’S RELEVANT STRATEGIC GOALS:
Quality of Place
PROOF OF PUBLICATION:
Request for Proposals Issued to the Public: July 21, 2022; Selection Committee Meeting: September 20, 2022; and Shortlist Presentations: October 19, 2022.
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BACKGROUND:
The Recreation and Parks Department is responsible for providing events, concerts, and other performing arts services with national, regional, and local artists throughout the year in community and neighborhood venues around the city. Staff does not have the expertise or the equipment to provide concert production/sound services in-house.
The City strives to create an atmosphere that attracts new guests regionally and nationally. The City’s ongoing performance series is anticipated to enhance the City’s efforts to elevate the quality of events and promote the City as a regional and national destination.
The City’s annual events and performing arts programs currently include the following:
• Two Tuscawilla Art Park events, with one concert in January and one concert in February;
• Retro Sounds concert held annually in March in conjunction with the First Friday Art Walk on the Downtown Square;
• Levitt AMP Ocala Music Series - a ten-week consecutive concert series occurring annually from March through May at the historic Webb Field;
• Sand and Sun Festival - a new event to be held in June at Citizens’ Circle;
• Light Up Ocala held annually in November throughout downtown;
• Brick City Bluegrass Festival held annually in February at Citizens’ Circle;
• Fourth of July event held annually at Tuscawilla Park; and
• Sunset Songs Series - a nine-month concert series held one Wednesday per month September through May on the Downtown Square.
FINDINGS AND CONCLUSIONS:
On July 21, 2022, the City issued its Request for Proposals (“RFP”) No. REC/220663 for concert series production and management services. Five (5) proposals were received and evaluated by the Selection Committee on September 20, 2022. The three (3) highest-ranked companies were shortlisted and provided presentations to the Selection Committee on October 19, 2022. Dillon Video and Film Productions, Inc. (Dillon) was found to be the highest-ranked firm:
Dillon began providing services after the agreement was fully executed on December 12, 2022. After four months of exhibiting performance which fell below acceptable standards, the City issued a Notice of Default and Termination to Dillon on April 18, 2023. The City then engaged the second highest ranked vendor, Oniram Productions, Inc. (Oniram), who agreed to assume the balance of the contract term and to honor the pricing submitted with its original proposal.
Oniram has consistently delivered exceptional concert production and management services, and exceeded the City's expectations. Oniram’s professionalism, attention to detail, and ability to seamlessly execute events have contributed to the success of numerous concerts. Based on this high level of satisfaction, staff recommends renewing the agreement for the first two-year renewal option available under Contract No. REC/220663.
Each concert production will be negotiated and pre-approved on a task work order basis.
FISCAL IMPACT:
The two-year contract renewal for concert production services for community events, concerts, and performing arts programs is $308,000. Funds are budgeted annually in the Recreation and Parks Department budget (001-021-134-574-57-34010) and Growth Management/Cultural Arts budget (001-016-138-579-57-34010).
PROCUREMENT REVIEW:
These services were procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
This Agreement will be reviewed and approved for form and legality by City Attorney, William E. Sexton.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny