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TO: Mayor Richard C. Irvin
FROM: Gina Moga, Special Events Manager
DATE: July 16, 2018
SUBJECT:
Resolution ratifying payment to United Rent-A-Fence for parade fencing services during the 2018 event season for Special Events for $54,118.75.
PURPOSE:
To obtain City Council approval for annual parade fencing services for the 2018 events season which will improve safety at all parade events.
BACKGROUND:
Newly implemented security procedures necessitate the use of crowd control barricades for all parades. Staff contracted with United Rent-A-Fence on a pilot basis for the first two events for an amount below City Council approval. Based on the experience in two parades, staff recommends continuing with the external model for providing these services as opposed to owning all of the equipment and vehicles necessary to put up and take down fencing for each event.
DISCUSSION:
Management of parades and other public events is a changing administrative and operational problem. Security for both the participants and spectators has become a larger issue and the City is not always capable of adding staff and internal resources to meet new demands. Unfortunately, as the event season approached there was insufficient time to do a formal bid process and more importantly, until the City had a chance to see the proper scope of services in action, defining a bid would have been difficult. By examining potential solutions in action in 2018, staff has been able to assess the size and scope of services needed for an ongoing program. The solution provided through the use of United Rent-A-Fence, internal staff, and purchased barricades has provided a flexible and efficient solution to improved event safety. Staff recommends completing the 2018 parade season with United Rent-A-Fence A formal bid will be posted for the 2019 event season.
Initially APD requested quotes from several companies and United was lowest. Staff recommends the City continue with United Rent-A-...
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