Title
MOTION TO APPROVE THE AGREEMENT BETWEEN THE CITY OF PEMBROKE PINES AND PK PRODUCTIONS, INC. TO PRODUCE A HISPANIC AMERICAN HERITAGE FESTIVAL ON SUNDAY, OCTOBER 6, 2024, AT THE CHARLES F. DODGE CITY CENTER, FOR A TOTAL CONTRACT AMOUNT NOT TO EXCEED $48,359.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(A) states, "A purchase of or contracts for commodities or services that is estimated by the Chief Procurement Officer to cost more than $25,000 shall be based on sealed competitive solicitations as determined by the Chief Procurement Officer, except as specifically provided herein."
- Section 35.18(C) states, "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(7) states, "The following contractual services are not subject to the competitive bid procurement requirement:"
- Section 35.18(C)(7)(m) states, "Entertainment services (performing artists, entertainment and amusements at festivals or special events)."
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval.
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. On June 19, 2019, the Diversity and Heritage Board was established as an ongoing city effort demonstrating respect for community diversity and whose mission is to make recommendations to the commission on diversity and equity strategies that strengthen connections among diverse city groups and with city government and explore ways to acknowledge cultural heritage and work with private stakeholders in the City to increase understanding of the diverse groups that make up Pembroke Pines.
2. On April 18, 2023, the Diversity and Heritage Board made recommendations of future events to be considered to include a Latin Festival, Caribbean Night, and a Veteran’s Day Event.
3. In response to these recommendations, the fiscal year 2024 adopted budget included $150,000 in the Recreation and Cultural Arts Special Events budget for additional cultural events. From this budget the Recreation and Cultural Arts Department planned three events in 2023-2024.
4. The first event was the “Veteran’s Portrait Project” held as part of the 2023 Veteran’s Day Event. The Veteran’s Portrait Project interviewed and took portraits of ten (10) veterans living and working in Pembroke Pines. The interview portion asked poignant questions on the Veteran’s heritage and culture and how it affected him/her when they served and afterwards. These portraits and excerpts of the interviews were displayed on exhibition panels during the event.
5. The second event is the Caribbean American Heritage Festival scheduled for Saturday, June 29, 2024, from 6-10 p.m. at the Charles F. Dodge City Center. This event will feature Caribbean food, dry goods and art, live music, performances (steel drums and stilt walkers), workshops, and a pop-up exhibition at The Frank Art Gallery. For this event, city staff coordinated and planned the event with the assistance of a promoter to source the music talent and food vendors.
6. The third event is the Hispanic American Heritage Festival scheduled for Sunday, October 6, 2024, from 12-7 p.m. This event will feature Hispanic food trucks, Hispanic art and goods sold by various vendors, live Hispanic music, a mariachi band, a DJ/Emcee, and a kids’ area. The City has received a proposal from PK Productions, Inc. to plan the event in its entirety. PK Productions proposal includes three music bands, a mobile stage with sound and video wall to accommodate the bands, tents for up to 25 vendors to be sourced by promoter, and a kids club inflatable interactive tent in a designated kids area. Staff participation in the set up and planning for this event will be minimal and mostly administrative.
7. PK Productions, Inc. is a local audio-visual production company that has provided similar services to the City of Fort Lauderdale, City of Hallandale, and Town of Cutler Bay. Staff called these local cities for a reference on PK Productions. The consensus from them all was that PK Productions is highly qualified and the municipalities were extremely happy with the product and services they received.
8. PK Productions, Inc. falls under exemption of the City Code of Ordinances Section 35.18 (c)(7)(m) which specifically provides that entertainment services (performing artists, entertainment and amusements at festivals or special events) are exempt from competitive bidding.
9. Requesting the City Commission approve the agreement between the City of Pembroke Pines and PK Productions, Inc. to produce a Hispanic American Heritage Festival on Sunday, October 6, 2024, at the Charles F. Dodge City Center, for a total contract amount not to exceed $48,359.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $48,359
b) Amount budgeted for this item in Account No: $50,000 is budgeted for this project in account # 001-574-7003-549649-0000-000-0000 - Special Events
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.