Chris Casale, Assistant Director of Parks & Leisure Services

Brad Ostroff, Interim Director of Parks & Leisure Services

Issue Statement:  On February 19, 2020, in accordance with Invitation to Bid  #112219, the City entered into an agreement with Big Fun, Inc. (R-2020-018) to supply rides and attractions for our annual Youth Day event.  The initial term of the Agreement is two (2) years beginning March 14, 2020 and ending March 13, 2022. The Agreement includes the option to renew for four (4) additional 1-year periods at terms, conditions, and pricing that is mutually acceptable to the City and the Contractor.  Staff wishes to renew this Agreement for the first 1-year period beginning March 14, 2022 and ending March 13, 2023.  Based on the existing schedule, the renewal period covers the pricing for the 2022 and 2023 Youth Day events.

Recommended Action:  It is recommended that the City Commission adopt a resolution that 1) approves the amended pricing and authorizes the appropriate City officials to execute the first 1-year renewal with Big Fun, Inc. as the Youth Day rides and attractions vendor, and 2) approves expenditures in excess of $25,000 utilizing the revised contract rates not to exceed budgetary availability. 

The City has utilized the rides and attractions of Big Fun, Inc. for its annual Youth Day event for several years.  Staff is satisfied with the quality of their rides and good service and wishes to exercise the option to renew for the first 1-year period, after which three (3) additional 1-year renewal options will remain.

As defined in ITB #112219, Big Fun provided a price quote in response to the required scope of services for the initial year, and the City may request additional services/equipment, which will be subject to negotiated additional costs.  The initial year's price quote submitted with Big Fun's bid response covered calendar year 2020.  Big Fun is now requesting an adjustment in their overall cost due to increases in operating expenses and associated costs (see Exhibit A) and has provided a 2022 Price List (Exhibit B). 

The original contract included a package of rides and attractions for an amount not-to- exceed $25,000. Due to rising labor costs, increased permitting costs, and other fees, the vendor is requesting a pricing increase from $24,985 to $29,850.  

Based on the current ride price list provided by Big Fun, Inc, as attached in Exhibit B, the estimated total cost of the various rides for the Youth Day event is anticipated to be  $29,850 based on continuing with the current package. Funding is available in the FY22 Parks and Leisure Services budget to cover the requested contract renewal with Big Fun, Inc. for Youth Day rides and attractions. The proposed expenditure is as follows:

Contract Renewal for Youth Day Rides and Attractions

The renewal term is anticipated to also cover the FY 2023 Youth Day event.  The approval of the resolution also the expenditure authority for FY 2023 by authorizing use of the pricing up to the budgeted availability next fiscal year.