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Page 1 of 5 <br />Item #7 <br /> CITY COUNCIL AGENDA REPORT <br /> <br />July 16, 2024 <br />Library and Recreation <br /> <br />TITLE: APPROVE A ONE-YEAR AGREEMENT WITH PRIME TIME ENTERTAINMENT <br />FOR THEATER PRODUCTION SERVICES WITH THE OPTION TO EXTEND UP <br />TO FOUR ADDITIONAL ONE-YEAR TERMS FOR A FIVE-YEAR TOTAL NOT TO <br />EXCEED AMOUNT OF $550,000 <br /> <br />SUMMARY <br />The City uses contract services to provide theater production for the Firehouse Arts Center. <br />The current agreement for theater production services with Esses Productions expires on June <br />30, 2024. Following a Request for Qualifications (RFQ) process, staff recommends that the <br />City enter into a new agreement with Prime Time Entertainment of Livermore, California. Prime <br />Time Entertainment was selected based on their extensive experience with municipal theater <br />production services and a pricing model that aligns with the City’s Master Fee Schedule and <br />cost recovery targets. The proposed agreement is projected to achieve an estimated cost <br />recovery of 82%, a significant increase over the previous contract, helping to meet the City's <br />fiscal sustainability goals. If approved, the vendor would provide theater production services for <br />one year, with an administrative option to extend for up to four additional years. The cost for <br />five years will not exceed $550,000. <br /> <br />RECOMMENDATION <br />CIVIC ARTS COMMISSION RECOMMENDATION <br />At the July 1, 2024 Special Meeting, the Civic Arts Commission voted unanimously to <br />recommend City Council approve a multi-year agreement with Prime Time Entertainment for <br />theater production services for a minimum term of one year and up to five years for an amount <br />not to exceed $550,000. <br /> <br />RECOMMENDATION <br />Approve a one-year agreement with Prime Time Entertainment for theater production services <br />with the option to extend up to four additional one-year terms for a five-year total not to exceed <br />amount of $550,000 and authorize the City Manager to execute the agreement and any <br />subsequent amendments based on satisfactory performance. <br /> <br />BACKGROUND <br />The City contracts with theater production vendors to supplement staff-produced adult and <br />youth programming. Specialized production services are important to provide performers that <br />will appeal to community interest, bolster ticket sales and support cost recovery for the City’s <br />investment in the arts. Professional theater production services include identifying appropriate <br />acts and performers for the venue using expertise and industry connections, scheduling <br />shows, coordinating with the performers, identifying and communicating technical needs, <br />creating plans for each performance, and providing marketing collateral. The City has used <br />production services throughout the past decade, with the exception of the pandemic period <br />from 2020-2021. Theaters were the last facility in the City allowed to open under the Alameda <br />Docusign Envelope ID: 5062CBEB-86D1-4094-8E6E-D2DD28010A5C