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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, ...
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