Explanation
This ordinance is to authorize the Director of Recreation and Parks to enter into contract with the PMM Agency for professional event planning services related to the Applications for Purpose, Pride and Success Programs' 2016 Cap City Nights Festivals.
Background: In 2012, Columbus Recreation and Parks Department's Applications for Purpose, Pride and Success (APPS) program launched a pilot initiative called the Cap City Nights festival as an expansion of the APPS comprehensive violence reduction strategy. Cap City Nights (CCN) festival is an anti-violence initiative that targets the parks in neighborhoods that have high propensity for youth-involved violence. CCN festivals are held during the summer months with the purpose of empowering the targeted communities with focused outreach, live entertainment, active games, educational activities, and workshops for the entire family cycle. The CCN festival summer schedule was expanded in 2013 from four festivals to twelve festivals. This expansion warranted the necessity to hire an event planner. PMM Agency submitted a competitive bid and was selected to provide the professional and fiscal services which include the procurement of the local entertainment/talent, catering, tents/tables/chairs, stage and sound, lighting, generators, movie licenses/screen, photographer, and various other supplies as needed. Due to PMM's prior knowledge of the CCN festivals and the challenges with securing the various services needed, and PMM has been the sole responder the last three (3) times this opportunity was advertised we are seeking to waive the competitive bidding requirements of the Columbus City Codes.
The PMM Agency shall provide event planning services to assist in the coordination and execution of eight (8) Cap City Nights festivals during the summer of 2016.
Bid Waiver Request: The department is requesting to waive the competitive bidding provisions of the Columbus City Code Chapter 329 due to PMM's prior knowledge of the CCN festivals and has been the sole responder the last three (3) times this opportunity was advertised.
Principal Parties:
PMM Agency
Kimberly Blackwell
1301 Dublin Road, Suite 102
Columbus, OH 43215
(614) 487-1500 x 11
#311643608 Compliance Expiration Date: 2/24/2017
Emergency Justification: Emergency action is requested so that necessary planning and securing of services and entertainment can be started in March and completed in time for the scheduled Cap City Night festivals.
Fiscal Impact: The costs for this project will be $172,000.00 with a contingency of $8,000.00 for a total of $180,000.00. $180,000.00 is required and budgeted in the Recreation and Parks Operating Fund 2285 to meet the financial obligation of this agreement.
Title
To authorize and direct the Director of Recreation and Parks to enter into contract with the PMM Agency for professional event planning services related to the Applications for Purpose, Pride, and Success Program’s 2016 Cap City Nights festivals; to waive the competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $172,000.00, with a contingency of $8,000.00 for a total of $180,000.00 from the Recreation and Parks Operating Fund; and to declare an emergency. ($180,000.00)
Body
WHEREAS, it is necessary to authorize and direct the Director of Recreation and Parks to enter into contract with the PMM Agency for professional event planning services related to the Applications for Purpose, Pride and Success Program's 2016 Cap City Nights festivals; and
WHEREAS, it is in the best interest of the City of Columbus to waive the formal bidding provisions of the Columbus City Code Chapter 329 and contract with PMM Agency to provide professional and fiscal services to the Cap City Nights festivals in June, July and August of 2016; and
WHEREAS, it is necessary to authorize the expenditure of $172,000.00, with a contingency of $8,000.00 for a total of $180,000.00 from the Recreation and Parks Operating Fund; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Recreation and Parks in that it is immediately necessary to contract with PMM Agency for the Cap City Nights festivals 2016 initiative so that necessary planning, and securing of services and entertainment can be started in March and completed in time for the scheduled Cap City Night festivals; NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Recreation and Parks be and is hereby authorized to enter into contract with the PMM Agency for professional and fiscal services associated with the Cap City Nights Festivals 2016 initiative.
SECTION 2. That this Council finds it in the best interest of the City of Columbus to waive the competitive bidding provisions of Columbus City Code Chapter 329.
SECTION 3. That the expenditure of $180,000.00, or so much thereof as may be necessary, be and is hereby authorized as follows to pay the cost thereof. That the expenditure of $180,000 or so much thereof as may be needed, is hereby authorized in Fund 2285 Recreation and Parks Operating Fund in object class 03 per the accounting codes in the attachment to this ordinance.
SECTION 4. 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 legislation.
SECTION 5. That for 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.