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Report regarding a resolution approving on-call services agreements for event production services. (Greg Mediati, Director of Parks and Recreation)
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RECOMMENDATION
Recommendation
It is recommended that the City Council adopt a resolution approving on-call services agreements for event production services for City events, and authorizing the City Manager or their authorized designee to execute the agreements on behalf of the City Council approved as to form by the City Attorney.
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BACKGROUND/DISCUSSION
Earlier this year, the Parks and Recreation Department issued Request for Proposals (RFP) seeking qualified event production consultants and vendors to provide on-call event production services for the City’s Concert in the Park event and other special events hosted throughout the year.
Concert in the Park is the City’s largest annual special event and is intended to serve as a large-scale community-building event for South San Francisco residents. The event typically includes live musical performances, staging, professional sound and lighting production, family activities, food and drinks, vendors, and related event infrastructure.
The RFP also contemplated the use of selected vendors for additional City special events, including but not limited to Halloween Extravaganza, grand openings, groundbreaking ceremonies, and the July 4 / America250 celebration.
The requested services included:
• Stage, sound, and production;
• Musical talent procurement;
• Tenting and other infrastructure;
• Tables, chairs, and other furnishings;
• Family activities;
• Event logistics;
• Staff support;
• Site security; and
• Vendor coordination.
Vendors were asked to submit for any or all of the above services. The agreements are intended to provide the City with flexible access to qualified event production vendors capable of supporting events of varying sizes and complexities.
Procurement Process
The RFP was issued on April 16, 2026, through the City’s OpenGov procurement portal, and proposals were due on April 30, 2026.
A three-member evaluation panel consisting of Parks and Recreation staff reviewed and scored proposals. Proposals were evaluated based on the criteria identified in the RFP, including:
• Experience and qualifications;
• Event approach and production planning;
• Technical capabilities and equipment;
• Talent procurement and programming;
• Safety and security;
• Cost; and
• Staffing and project management.
A total of six proposals were received and evaluated. Final aggregate scores were as follows:
|
Vendor |
Score |
|
GFI Entertainment LLC |
94.67 |
|
Moveable Inc. |
82.67 |
|
Brahma Media Group |
82.33 |
|
Latin & Asian Hospitality Group - Samuel & Lucas Food Trucks Company |
73.33 |
|
Degy Consulting Services LLC |
71.00 |
|
Desired Effect |
37.00 |
Following review of the proposals, staff determined that GFI Entertainment LLC, Moveable Inc., Brahma Media Group, Latin & Asian Hospitality Group, and Degy Consulting Services LLC were best qualified to provide the requested services based on demonstrated experience, production capabilities, pricing structure, staffing approach, and ability to support community events.
The highest-ranked proposer, GFI Entertainment LLC, received the strongest overall evaluation score due to its extensive experience supporting the City of South San Francisco and other local events, strong technical capabilities, competitive pricing structure, collaborative approach, and demonstrated coordination with City staff and public safety partners.
Moveable Inc. and Brahma Media Group also received strong overall scores and demonstrated significant experience with large-scale public events and event production services. Latin & Asian Hospitality Group submitted a competitive proposal, but did not have demonstrated expertise in the full range of services included in the RFP, which was not considered disqualifying. Degy Consulting Services LLC has an impressive portfolio of event services and expertise, however, provided a less detailed proposal. Still, these five vendors listed may be appropriate vendors for specific events or portions of events.
The proposed agreements will have an initial term of three years, with the option to extend for up to two additional one-year terms for a total of five years.
Desired Effect’s proposal did not pass minimum thresholds by the scoring panel and is therefore not included in the issued on-call list. While it was noted that they could submit for all or any of the services being requested, their proposal lacked detail, particularly on overall event logistical support, experience supporting past events, experience with talent procurement, and plans related to safety and security.
FISCAL IMPACT
No additional budget appropriation is requested at this time.
Funding for these agreements is included within the Parks and Recreation Department operating budget and event-specific project budgets. Other City departments may use the vendors as funding and contract authority allows.
The 2026 Concert in the Park event is anticipated to have a one-time budget not to exceed $350,000 due to a contribution from Genentech. Future annual Concert in the Park events are anticipated to have budgets of approximately $150,000, while other special events may range from approximately $5,000 to $75,000 depending on event scope and available funding. In order to cover the cost of Concert in the Park and other events during this coming year, staff is requesting contract authority in the amount of $400,000 per year for each vendor, understanding than not all of this amount may be expended in a single year. Individual task orders will be issued for funded projects.
RELATIONSHIP TO CITY COUNCIL PRIORITIES ACTION PLAN
Award of these agreements will contribute to the City Council’s Priorities Action Plan under the Major Focus Area “Welcoming and Connected Community” by activating community events.
CONCLUSION
Staff recommends awarding agreements to GFI Entertainment LLC, Moveable Inc., Brahma Media Group, Latin & Asian Hospitality Group, and Degy Consulting Services LLC to provide the City flexibility in selecting vendors based on event size, specialty services, production needs, and budget considerations. The agreements will allow the City to efficiently procure event-related services on an as-needed basis for Concert in the Park and other community events.
Awarding on-call agreements for event production services will provide the City with qualified vendors capable of supporting safe, successful, and high-quality community events, including Concert in the Park and other special events throughout the year.