Explanation
This ordinance is to authorize the Director of Recreation and Parks to enter into an agreement with Class Acts Columbus, Inc. to provide professional and fiscal services for 2017 programs including the Jazz & Rib Fest to be held July 21st, 22nd and 23rd, and other events as needed.
Background: Class Acts Columbus will provide professional services to the Office of Special Events as the booking and fiscal agent for the Jazz & Rib Fest, Rhythm on the River series and other events as needed. 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 Columbus Recreation and Parks Department. Class Acts Columbus will maintain financial records pertaining to all transactions. Class Act Columbus will hold a surety bond in the amount of $100,000 and Certificate of Insurance, as required by the City. Compensation to Class Acts Columbus will be $7,500 and 10% of the artists’ contract fees as payment for these services. It should be noted that although the contract total is $145,000, total fees retained by Class Acts Columbus for all services rendered will not exceed $20,000.00. Payment will be made to Class Acts Columbus upon receipt of proof of payment and invoice for services rendered. Due to the unique nature of the services provided, the department is requesting the waiver of competitive bidding requirements to enter into an agreement with Class Acts Columbus.
Principal Parties:
Class Acts Columbus, Inc.
Paul Hoy, 614/358-1888
Contractor Federal ID #: 31-1340678
Contract Compliance Expiration Date: January 20, 2017
Benefits to Public: The Columbus community will be offered cultural, recreational and family-oriented programs. The events provide positive economic impact for the community from visitors through hotels, parking, shopping, travel, etc. 99% of 2016 Jazz & Rib Fest attendees surveyed stated they would attend in 2017. 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 at the festival and attract local and out-of-town visitors to downtown Columbus.
Financial Impact: $71,000 is required and budgeted in the Recreation and Parks Special Purpose Fund 2223 and $74,000.00 from the Recreation and Parks Operating Fund 2285, to meet the financial obligations of this expenditure.
Title
To authorize the Director of Recreation and Parks to enter into an agreement with Class Acts Columbus, Inc. to provide professional and fiscal services for 2017 programs; to authorize the expenditure of $71,000.00 from Recreation and Parks Special Purpose Fund, and $74,000.00 from Recreation and Parks Operating Fund for a total of $145,000.00; to waive the competitive bidding provisions of the Columbus City Codes. ($145,000.00)
Body
WHEREAS, it is necessary to authorize and direct the Director of Recreation and Parks to enter into an agreement with Class Acts Columbus, Inc. to provide professional and fiscal services for 2017 programs including the Jazz & Rib Fest to be held July 21st, 22nd and 23rd, and other events as needed; and
WHEREAS, it is necessary to authorize the expenditure of $71,000.00 from Recreation and Parks Special Purpose Fund, and $74,000.00 from Recreation and Parks Operating Fund for a total of $145,000.00; and
WHEREAS, due to the unique nature of the services provided, it is in the best interest of the City to waive the formal bidding provisions of the City Code Chapter 329 to enter into contract with Class Acts Columbus, Inc.; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Recreation and Parks to authorize the Director to enter into an agreement with Class Acts Columbus for professional and fiscal services for the Office of Special Events for Jazz and Rib Festival, for the public health, safety and welfare; NOW, THEREFORE:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Recreation and Parks be and he is hereby authorized and directed to enter into an agreement with Class Acts Columbus, Inc. to provide professional and fiscal services for 2017 programs including the Jazz & Rib Fest to be held July 21st, 22nd and 23rd, and other events as needed.
SECTION 2. That the expenditure of $145,000 or so much thereof as may be needed, is hereby authorized from Fund 2223 ($71,000.00) Recreation and Parks Special Purpose Fund and Fund 2285 ($74,000.00) Recreation and Parks Operating Fund in object class 03 Services per the accounting codes in the attachment to this ordinance.
SECTION 3. 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 4. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 5. 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 6. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 7. For the purpose stated in Section 1, the expenditure of $145,000.00 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized $71,000.00 from Recreation and Parks Special Purpose Fund, and $74,000.00 from Recreation and Parks Operating Fund for a total of $145,000.00.
SECTION 8. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.