2/4/20 Page 1 Item #8 Reviewed By: CITY OF DANA POINT DH ___X CM ___X AGENDA REPORT CA ___ DATE: FEBRUARY 4, 2020 TO: CITY MANAGER/CITY COUNCIL FROM: MIKE KILLEBREW, ASSISTANT CITY MANAGER SHERRY MURPHY, RECREATION MANAGER SUBJECT: 2020 SPECIAL EVENTS CALENDAR RECOMMENDED ACTION: That the City Council: 1. Approve the Special Event calendar for 2020 and the recommended venues. 2. Authorize the City Manager to execute two contracts with Southern California Sound, Stage & Lighting Corporation for: A) Festival of Whales Concert, and B) Concerts in the Park. ISSUES: Establish a proposed calendar of Special Events, including those sponsored by the City for the City Council to review and approve. DISCUSSION: To meet the growing expectations of the residents and visitors to Dana Point, it is necessary to establish a well-balanced events schedule taking place in Dana Point, and to create a calendar for publicity and scheduling purposes. The calendar is a useful tool when planning events to avoid competing with other events sponsored by non-profit, private, and governmental entities. The calendar consists of City events, City co-sponsored events, private/commercial events that pull special event permits, and non-profit fundraising entities. With City Council approval, staff will adopt the proposed calendar of events and secure the necessary venues and finalize contracts. 2/4/20 Page 2 Item #8 In 2019, the City contracted with Southern California Sound, Stage & Lighting Corporation (aka Star Way Productions) to provide professional stage and sound equipment and technical staffing for the Festival of Whales Concert, and six Concerts in the Park. Southern California Sound, Stage & Lighting Corporation continued their track record of dedicated service in providing expertise of technical staffing, high quality of equipment used and a level of professionalism that exceeded expectations and assisted in the continued success of the concert series. In order to secure professional sound and stage services for 2020 staff solicited competitive bids from the following companies, with three companies responding with bids: Atmosphere Events 26439 Rancho Parkway South #125 Lake Forest, CA 92630 Mark Wood Entertainment & Production 18005 Sky Park Circle, Suite K Irvine, CA 92614 Select Multimedia 13681 Newport Avenue, Suite B Tustin, CA 92780 SOS Entertainment 1414 Golden Crest Drive Escondido, CA 92029 Southern California Sound, Stage & Lighting Corporation P.O. Box 883 Murrieta, CA 92564 Vendor 7 Event Total * Southern California Sound, Stage & Lighting Corp. $51,803.50 Atmosphere Events $51,841.50 SOS Entertainment $74,500.00 *One event, the Festival of Whales Concert, will occur this fiscal year (FY20), and the six summer concert events will occur next fiscal year (FY21). Based upon the bids received, and the level of professionalism that they bring to our events, staff recommends awarding the contracts to Southern California Sound, Stage & Lighting Corporation (aka Starway Productions). NOTIFICATION AND FOLLOW-UP: 2/4/20 Page 3 Item #8 Southern California Sound, Stage & Lighting Corp. Atmosphere Events SOS Entertainment FISCAL IMPACT: The proposed Southern California Sound, Stage & Lighting contract for the Festival of Whales concert is $4,673.50. The proposed Southern California, Stage & Lighting contract for six summer concerts is $47,130.00, for a total cost of $51,803.50. ALTERNATIVE ACTIONS: Other Council-directed action. ACTION DOCUMENTS: PAGE # A. Special Events Calendar ............................................................................................ 4 B. 2020 Special Events Contract- FOW…..……….………………………..…….………….7 C. 2020 Special Event Contract – Summer Concerts……....…………..…………………..9 SUPPORTING DOCUMENTS: D. Southern California Sound, Stage & Lighting Corporation ……………………………11 2/4/20 Page 4 Item #8 ACTION DOCUMENT A Date Event Location Organizer February 7 Dana Point Symphony St. Edwards Dana Point Symphony February 14 Senior Valentine Luncheon Community Center City TBD Love Your Beach Cleanup Doheny State Beach Doheny February 22 NSSA Surf Contest Salt Creek Beach NSSA February 23 NSSA Surf Contest Salt Creek Beach NSSA March 7 2nd Annual Bocce Championships Doheny State Beach Boys & Girls Club Capo March 7 Festival of Whales Parade Dana Point Harbor City March 7 Festival of Whales Dana Point Harbor FOW Committee March 8 Festival of Whales Dana Point Harbor FOW Committee March 14 Festival of Whales Dana Point Harbor FOW Committee March 15 Festival of Whales Dana Point Harbor FOW Committee March 15 Festival of Whales Concert & BBQ Baby Beach/Harbor City March 15 Roth Capital Event Salt Creek lot/Ritz-Carlton Destination Concepts March 16 Roth Capital Event Salt Creek lot/Ritz-Carlton Destination Concepts March 17 Roth Capital Event Salt Creek lot/Ritz-Carlton Destination Concepts March 21 Saddleback Classic Grand Fondo Various streets Renegade Race Series March 27 Jazz Festival Ocean Institute Ocean Institute March 28 Jazz Festival Ocean Institute Ocean Institute April 3 Ragnar So Cal 2020 Golden Lantern/Harbor Ragnar Events April 11 Egg Hunt/Pancake Breakfast Pines Park City April 11 Egg Hunt/Pancake Breakfast Sea Canyon Park City April 18 Surf Competition Salt Creek Beach Mary Lou Drummy April 18 WSA Surf Contest Salt Creek Beach WSA April 18 California Wine Festival Lantern Bay Park CA Wine Festival April 19 WSA Surf Contest Salt Creek Beach WSA April 23 Active Lifestyle Social Dinner DP Community Center City April 24 Dana Point Symphony St. Edwards Dana Point Symphony April 25 So Cal Woodie Event Doheny State Beach Doheny Friends of DP April 25 Earth Day at the Headlands Nature Interpretive Center Headlands April 26 REDO Vintage & Makers Market Del Prado Randy Hild May 23 7th Annual Aqua Fest Dana Point Harbor Westwind Sailing May 25 Memorial Day Service Pines Park VFW/City May 30 1000 Lights Water Lantern Festival Dana Point Harbor DP Harbor Partners May 31 Hobie Fest La Plaza Park Randy Hild TBD Lantern District Car Show Lantern District/Del Prado Chamber of Commerce Dana Point Coastal TBD DP ArtFest Streets of Dana Point Arts June 4 DHHS Graduation Dana Hills High School CUSD June 6 Cosmic Creek Surf Competition Salt Creek Beach Vissla June 7 Cosmic Creek Surf Competition Salt Creek Beach Vissla June 5 Movies in the Park Lantern Bay Park City 2/4/20 Page 5 Item #8 June 12 Movies in the Park Lantern Bay Park City June 13 Porsche Concours Sea Terrace Park Porsche Car Club June 13 NSSA Surf Competition & Concert Salt Creek Beach Gayline Clifford June 14 NSSA Surf Competition & Concert Salt Creek Beach Gayline Clifford June 19 Movies in the Park Lantern Bay Park City June 25 Active Lifestyle Social Dinner DP Community Center City June 26 Movies in the Park Lantern Bay Park City June 27 Doheny Surf & Art Festival Doheny State Beach Doheny June 28 Doheny Surf & Art Festival Doheny State Beach Doheny July 4 4th of July Fireworks Ocean Off of Doheny City July 5 4th of July Park and Beach Cleanup Doheny State Beach Doheny July 12 Concerts in the Park Sea Terrace Park City July 19 Concerts in the Park Sea Terrace Park City July 26 Concerts in the Park Sea Terrace Park City August 2 Concerts in the Park Sea Terrace Park City August 8 Whitey Harrison Outrigger Race Doheny State Beach Dana Outrigger August 8 Whitey Harrison Outrigger Race Doheny State Beach Dana Outrigger August 9 Concerts in the Park Sea Terrace Park City Concerts in the Park – End of Summer August 16 Sea Terrace Park City Family Luau TBD Shoot Out for Soldiers (24 hour event) Dana Hills High School Shoot Out for Soldiers Bluff Park/Salt Creek TBD OC Parks Concert County Beach Bluff Park/Salt Creek TBD OC Parks Concert County Beach Bluff Park/Salt Creek TBD OC Parks Concert County Beach August 23 REDO Vintage & Makers Market Del Prado Randy Hild August 27 Active Lifestyle Social Dinner Community Center City TBD Honor the Valor Football Game Dana Hills High School DHHS/VFW September 11 Tall Ships Festival Harbor Ocean Institute September 12 Tall Ships Festival Harbor Ocean Institute September 13 Tall Ships Festival Harbor Ocean Institute Doheny & Salt Creek September 19 California Coastal Clean Up Day Ocean Conservancy Beaches September 19 Dale Velzy Surf Classic & Luau Doheny State Beach DISA Club September 19 Creek Classic Surfing Contest Salt Creek Beach Dana Point Surf Club September 20 Creek Classic Surfing Contest Salt Creek Beach Dana Point Surf Club TBD Ohana Music Festival Doheny TBD TBD DHHS Cross Country Invitational DHHS DHHS/CUSD October 17 Doheny Halloween Haunt Doheny State Beach Doheny October 18 Woofstock Doheny State Beach Doheny Active Lifestyle Halloween Haunt October 22 Community Center City Dinner Halloween Spooktacular & Trunk or City/Polices October 23 Community Center Treat Services/VFW November 11 Veterans Day Program Strands Vista Park VFW/City 2/4/20 Page 6 Item #8 November 21 Senior Thanksgiving Luncheon Community Center Sunrise Rotary/City November 25 Turkey Trot Wellness Fair/Registration Harbor Chamber of Commerce November 26 Turkey Trot & Wellness Fair Harbor Chamber of Commerce December 4 Boat Parade of Lights Harbor Harbor December 5 Boat Parade of Lights Harbor Harbor December 5 Winter Festival & Tree Lighting La Plaza Park City December 7 Pines Park Tree Lighting Pines Park City December 11 Boat Parade of Lights Harbor City December 12 Boat Parade of Lights Harbor City Active Lifestyle New Year’s Eve December 31 Community Center City Dinner/Dance 2/4/20 Page 7 Item #8 ACTION DOCUMENT B 2/4/20 Page 8 Item #8 2/4/20 Page 9 Item #8 ACTION DOCUMENT C 2/4/20 Page 10 Item #8 2/4/20 Page 11 Item #8 SUPPORTING DOCUMENT D 2/4/20 Page 12 Item #8 2/4/20 Page 13 Item #8 2/4/20 Page 14 Item #8 .