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RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA APPROVING THE RELEASE OF A REQUEST FOR PROPOSALS TO SOLICIT AN EVENT PLANNER FOR A SPONSORED CITY EVENT TO BE HELD IN EASTERN CHULA VISTA IN SPRING 2016
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RECOMMENDED ACTION
Recommended Action
Council adopt the resolution.
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SUMMARY
The City Council has provided funding for three signature events to promote Chula Vista that attract local and regional residents and visitors. These funds have been allocated to support HarborFest in August and the Starlight Parade in December. The special event budget has $10,000 remaining for a third signature event. Staff recommends issuing a Request for Proposals to secure an event for eastern Chula Vista and allocating the sponsorship funds to that special event.
ENVIRONMENTAL REVIEW
The Development Services Department Director has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a "Project" as defined under Section 15378(b)(5) of the State CEQA Guidelines because the approval of sponsoring an event is an administrative activity that will not result in a direct or indirect physical change in the environment; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary.
BOARD/COMMISSION RECOMMENDATION
Not applicable.
DISCUSSION
Chula Vista has a robust special events program and more than 60 events attracting more than 110,000 people have been held annually in the City in recent years. City parks, recreation centers, Third Avenue and the Bayfront have been the site of events from walking/running races, school events, fundraisers as well as major festivals and parades. Staff has been working to identify a festival to hold in eastern Chula Vista. Staff recognizes the benefits of securing a professional event planner to develop larger festival events. Professional event planners bring expertise, connections to festival vendors, marketing experience, and advertising and funding opportunities to support the event.
Staff is proposing to release a Request for Proposals (RFP) to secure a professional event planner to develop and coordinate a third signature event in eastern Chula Vista in spring 2016.
Staff recommends requesting proposals for a signature festival event that can be held annually, highlights the multi-cultural Chula Vista community, attracts thousands of attendees, can be self-supporting through ticket sales and booth vendor fees, and builds awareness for Chula Vista as an event destination. The RFP would solicit an event planner to produce all aspects of the event by securing vendors, musical acts, food and beverage, permits, rentals and equipment, and coordinating all other logistics. City staff would coordinate with the promoter to provide local contacts for food, beverage, music, and vendors.
The City Council designated $40,000 in the FY 2015-16 budget for signature events. To date, $30,000 has been allocated to HarborFest and the Starlight Parade. Staff recommends using the remaining $10,000 identified for signature events and up to an additional $20,000 from the marketing budget to provide seed funding for the event. The RFP would further request the event planner recommend a budget that includes ticket sales vendor, booth fees, and potential sponsor funding secured by the event planner to offset the seed funding. Staff will return to City Council for final approval on the proposed special event.
DECISION-MAKER CONFLICT
Staff has determined that the action contemplated by this item is ministerial, secretarial, manual, or clerical in nature and, as such, does not require the City Council members to make or participate in making a governmental decision, pursuant to California Code of Regulations Title 2, section 18704(d)(1). Consequently, this item does not present a conflict of interest under the Political Reform Act (Cal. Gov't Code § 87100, et seq.).
Staff is not independently aware, and has not been informed by any City Council member, of any other fact that may constitute a basis for a decision maker conflict of interest in this matter.
LINK TO STRATEGIC GOALS
The City’s Strategic Plan has five major goals: Operational Excellence, Economic Vitality, Healthy Community, Strong and Secure Neighborhoods and a Connected Community. This event supports two Strategic Plan goals. A festival in eastern Chula Vista will advance the Economic Vitality goal by promoting the City and attracting new and returning visitors. The Connected Community Goal emphasizes activities and festivals that enrich the community's quality of life.
CURRENT YEAR FISCAL IMPACT
City Council authorized $40,000 in the FY 2015-16 budget to be used as seed money for signature special events that attract residents and visitors to Chula Vista. To date, $30,000 has been allocated to HarborFest 2015 and the Starlight Parade 2015. Staff proposes using the remaining $10,000 in special event funding and up to $20,000 from the marketing and communications budget for a third signature special event.
ONGOING FISCAL IMPACT
The goal is to make this event self-supporting with revenues from vendors and participants providing needed funds for the event.
ATTACHMENTS
None
Staff Contact: Olga Berdial