Explanation
Background: This ordinance is to authorize the Director of Recreation and Parks to enter into a one year agreement with Class Acts Columbus to provide talent buying, fiscal agent, and event management services for events produced by the Office of Special Event and to authorize the expenditure of $180,000.00.
Class Acts Columbus will provide professional services to the Office of Special Events as the talent booking and fiscal agent for events produced by the Office of Special Events. Services include securing artists and coordination of performance, travel and production arrangements. Fiscal agent services include processing artist contracts and payment of contract deposits and artist fees. Class Acts Columbus will collect all festival vendor fees and beverage receipts, and pay event expenses from invoices as authorized and directed by the Recreation and Parks Department. Class Acts Columbus will maintain financial records pertaining to all transactions in accordance with Columbus City Code Section 321.11. Class Act Columbus will hold a Surety Bond in the amount of $100,000.00 and Certificate of Insurance, as required by the City.
The maximum amount to be paid under any purchase order associated with this contract shall not exceed $180,000.00 unless additional funds are appropriated and authorized. Due to the unique nature of the services provided, a waiver of competitive bidding is being requested.
Principal Parties:
Class Acts Columbus, Inc.
1177 W. Third Ave, Columbus, OH 43212
Paul Hoy, (614) 358-1888
Contract Compliance Number: 005110
Contract Compliance Exp. Date: 03/14/2025
Emergency Justification: Emergency action is requested in order to obtain commitments from artists, secure major programmatic elements, and process contracts for performances beginning in July, 2023.
Bid Waiver Justification: A Request for Information (RFI) was issued through Vendor Services in 2018 inviting interested parties to submit ideas and information regarding ways to consolidate live entertainment talent buying, fiscal agent and on-site cash management services to best enable and facilitate events produced by the Office of Special Events. Based on their plan for formulating and implementing services, demonstrated experience of quality service delivery, history of talent booking and fiscal integrity, Class Acts Columbus’ submission was selected. Class Acts Columbus has served as a talent booking agent and a Columbus Depository Commission approved fiscal agent for the Recreation and Parks Department’s Office of Special Events since 2001. A new RFI will be posted in 2024 through Vendor Services.
Benefits to the Public: The Columbus community will be offered cultural, recreational and family-oriented programs. The events provide positive social and economic impact for the community. Programs provide employment opportunities for artists, production personnel, vendors and various contracted service providers. This agreement will enable the presentation of local, regional and international artists in parks throughout the City of Columbus.
Master Plan Relation: This contract will support the mission of the Recreation and Parks Master Plan to improve efficiency and performance.
Fiscal Impact: $125,000 is budgeted and available from the Recreation and Parks Operating Fund 2285, and $55,000 from the Property Management Fund 2294, Sub-fund 229403 to meet the financial obligations of this contract.
Title
To authorize and direct the Director of Recreation and Parks to enter into a one year agreement with Class Acts Columbus to provide talent buying, fiscal agent, and event management services for events produced by the Office of Special Events; to authorize the expenditure of $125,000.00 from the Recreation and Parks Operating Fund and $55,000.00 from the Property Management Fund; to waive the competitive bidding provisions of the Columbus City Code; and to declare an emergency. ($180,000.00)
Body
WHEREAS, it is necessary for the Director of Recreation and Parks to enter into a one year agreement with Class Acts Columbus to provide talent buying, fiscal agent, and event management services for events produced by the Office of Special Events; and
WHEREAS, it is in the best interest of the Recreation and Parks Department to waive the competitive bidding requirements of the Columbus City Code. Service will be rebid in 2024 through Vendor Services; and
WHEREAS, it is necessary to authorize the expenditure of $125,000.00 from the Recreation and Parks Operating Fund 2285 and $55,000 from the Property Management Fund 2294, Subfund 229403, to meet the financial obligations of this expenditure. ($180,000); and
WHEREAS, an emergency exists in the usual daily operation of the Department of Recreation and Parks in that it is immediately necessary to authorize the Director to enter into an agreement with Class Acts Columbus in order to obtain commitments from artists, secure major programmatic elements, and process contracts for performances beginning in July, 2023, all for the immediate preservation of the public health, peace, property, safety and welfare; and NOW THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Recreation and Parks is hereby authorized and directed to enter into a one year agreement with Class Acts Columbus to provide talent buying, fiscal agent, and event management services for events produced by the Office of Special Events.; and
SECTION 2. That this Council finds it in the best interests of the City to waive the competitive bidding provisions of City Code Chapter 329 to enter into this contract
SECTION 3. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 4. That the expenditure of $125,000.00 from the Recreation and Parks Operating Fund and $55,000 from the Property Management Fund 2294, Subfund 229403, is hereby authorized per the accounting codes in the attachment to this ordinance.
SECTION 5. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or 10 days after passage if the Mayor neither approves nor vetoes the same.