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Page 1 of 4 <br />Item #3 <br /> <br />CIVIC ARTS COMMISSION <br />AGENDA REPORT <br /> <br /> <br />July 1, 2024 <br />Library and Recreation <br /> <br />TITLE: RECOMMEND CITY COUNCIL APPROVE A MULTI-YEAR AGREEMENT WITH <br />PRIME TIME ENTERTAINMENT FOR THEATER PRODUCTION SERVICES FOR <br />A MINIMUM TERM OF ONE YEAR AND UP TO FIVE YEARS FOR AN AMOUNT <br />NOT TO EXCEED $550,000 <br /> <br />SUMMARY <br />The City uses contract services to provide theater production services for the Firehouse Arts <br />Center. The current agreement for theater production services with Esses Productions expires <br />on June 30, 2024. Following a Request for Qualifications (RFQ), staff recommends that the <br />City enter into a new agreement with Prime Time Entertainment of Livermore, California, <br />selected based on their extensive experience with municipal theater production services and a <br />pricing model that aligns with the City’s Master Fee Schedule and cost recovery goals. If <br />approved, the vendor would provide theater production services for one year, with an <br />administrative option to extend for up to four additional years. The cost for five years will not <br />exceed $550,000. <br /> <br />RECOMMENDATION <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 />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 />County Shelter in Place Order in 2021, and the small venue theater industry has been steadily <br />rebuilding. <br /> <br />Upon re-opening for theater shows in 2021, the City of Pleasanton entered into a new <br />Professional Services Agreement with Esses Productions for theater production <br />services through June 30, 2024. During a three-year period, Esses Productions provided 35 <br />shows for the Firehouse Arts Center for a total of $84,650 in contract costs, with an attendance <br />of 4,305 and a total of $126,985 in ticket sales revenue to the City. <br /> <br />At the January 17, 2023 City Council meeting, staff provided a presentation on the Firehouse <br />Page 3 of 52