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CC - CONSENT ITEM: Approval of a Second Amendment to an Existing General Services Agreement with Avalon Tent & Party Rental Corporation for Tents and Staging for Fiesta La Ballona, in an Additional Amount Not-to-Exceed $57,386 in Year Two and a 4% Increase Not-to-Exceed $59,681 in Year Three.
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Meeting Date: June 23, 2025
Contact Person/Dept.: Francisca Castillo/PRCS Department
Phone Number: (310) 253-6645
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (06/19/2025)
Department Approval: Ted Stevens, PRCS Director (06/02/2025)
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RECOMMENDATION
Staff recommends the City Council approve a second amendment to an existing general services agreement with Avalon Tent & Party Rental Corporation for tents and staging for Fiesta La Ballona, in an additional amount not-to-exceed $57,386 in year two and a 4% increase not-to-exceed $59,681 in year three.
BACKGROUND/ DISCUSSION
Fiesta La Ballona is an annual three-day carnival that occurs at Veterans Memorial Park. The weekend offers carnival rides and games, live performances, a beer and wine garden, food trucks, a food court, and various booths spotlighting artisan wares and local non-profit organizations. For 2025, Fiesta La Ballona is scheduled for August 22-24.
In October 2023, the Parks, Recreation and Community Services (PRCS) Department began the process of requesting proposals from qualified vendors to provide various carnival tents, tent lighting, an entertainment stage, a dance floor, and fire safety equipment for Fiesta La Ballona. Avalon Tent & Party Rental Corporation was awarded a three-year general services agreement that began with the 2024 Fiesta La Ballona. At that time, it was agreed to use their standard frame tents. However, PRCS is wishing to change from the standard frame tent to the company’s clearspan structure tent. This tent option offers a sturdy design with better acoustics. Also, the poles for the clearspan structure tent fall in different locations offering better sight lines for watching the entertainers. PRCS would also like to add five seating area tents to the event allowing people more access to shaded areas.
The three-year general services agreement includes a 4% increase each year after the first year. The change in the type of tents used for the entertainment tent and the addition of tents for seating increases the year two costs to $57,386 and year three costs to $59,681.
FISCAL ANALYSIS
The Adopted Budget for Fiscal Year 2025-2026 has sufficient funds in the amount of $57,386 for the proposed amendment in Account 10130285.619800 (Fiesta La Ballona - Other Contractual Services) .
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Approve a second amendment to an existing general services agreement with Avalon Tent & Party Rental Corporation for tents and staging for Fiesta La Ballona, in an additional amount not-to-exceed $57,386 in year two and a 4% increase not-to-exceed $59,681 in year three; and,
2. Authorize the City Attorney to review/prepare the necessary documents; and,
3. Authorize the City Manager to execute such documents on behalf of the City.