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BACKGROUND In October 2016, the City Council adopted an Purchasing Procedures and Manual, which was updated in December 2017. Recreation and Library staff hire performers and artists (collectively entertainers) for ticketed events at the Firehouse Arts Center, as well as free programs for families at the library. Staff, with input from Civic Arts and Library Commissioners, as well as members of the public, judge the skills of entertainers, as well as the popularity of different performance genres when considering who to book. Calendar availability and costs are other factors (where Pleasanton staff can coordinate with other public agencies with performing arts centers to reduce travel costs when booking the same act during similar periods). DISCUSSION Given the variable factors described above, Recreation and Library staff are requesting a distinct contracting process for entertainers. The skills needed cannot simply be selected from a catalog (staff would not hire a cabaret singer to perform at the Firehouse that has not been seen and heard in person at the Western Arts Alliance conference or another venue), and there is no viable "low bidder" process to distinguish a qualified performer (staff would not hire a unknown magician simply because he is the lowest bidder if he is to perform in front of 50 children at the library). The attached Appendix A— Performer and Artist Services details a process to procure entertainer services, as follows: • Solicitation process that involves: o staff, commissioners, and the public o a process for staff to see entertainers in person at conferences or other venues o accepting direct proposals to allow new persons to potentially participate • Selection protocol for: o staff at the library select entertainers for shows which are free to the public o formalizing the existing Entertainment Selection Committee comprised of staff, Civic Arts Commissioners and members of the public for picking entertainers for ticketed events at the Firehouse and other venues • Contract negotiation and type requirements: o resources staff are to use to determine competitive pricing o the preference for City form contracts o levels of approval depending on the contract value and type' ' For entertainers at the Firehouse, typically 80% are paid a guaranteed fee; 20% are a combination of guaranteed fee + percentage of ticket sales above a set amount; and rarely are entertainers only a percentage of ticket sales (just 1 to 2 performers a year). Page 2 of 3