REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
April 9, 2024
FROM
LUTHER SNOKE, Chief Executive Officer, County Administrative Office
SUBJECT
Title
Agreement with Max Events, Inc. dba Event Solutions for the Event Management Services for the San Bernardino County Employee Picnics
End
RECOMMENDATION(S)
Recommendation
Approve contract with Max Events, Inc. dba Event Solutions to provide event management services, including food, games, and activities for three San Bernardino County Employee Picnics, one each in 2024, 2025, and 2026, for the respective amounts of $190,734, $203,322 and $208,794, for a total of $602,850 for 6,000 participants per event, effective April 9, 2024 through September 1, 2026.
(Presenter: Luther Snoke, Chief Executive Officer, 387-4811)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Create, Maintain and Grow Jobs and Economic Value in the County.
Improve County Government Operations.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost), as an ongoing allocation in the amount of $250,000 was apportioned in the County Administrative Office’s (Department) 2023-24 budget for the use towards the annual San Bernardino County Employee Picnics (County Picnics).
It is anticipated that the cost of each County Picnic will not exceed $250,000. Max Events, Inc. dba Event Solutions (Event Solutions) will provide food, games, activities, equipment, and decorations for the 2024, 2025 and 2026 County Picnics at an aggregate cost of $602,850 and it is anticipated that approximately 6,000 employees and family members will attend each event. The Department’s budgeted amount of $250,000 per event allows for the Department to fund additional County costs. Additional costs may include, but are not limited to, providing security, portable toilets, parking attendants, directional signage, and musical performances at the County Picnics.
It is anticipated that promotional items, such as County Picnic T-shirts, may be sold before or at the County Picnics to encourage and promote employee attendance, and any proceeds from the sale of such promotional items will be used to offset the cost of the County Picnics. Any savings would be returned to the general fund.
BACKGROUND INFORMATION
The County has sponsored picnics for its employees in the past with approval by the Board of Supervisors (Board). Past events created an avenue through which the Board could express its appreciation for the valuable public service performed by County employees and resulted in positive morale and camaraderie among County employees and between County departments. The approval of this item serves a public purpose and intends to continue this tradition in recognition of the great work being done by County employees, as evidenced by the County’s receipt of well over 300 national and state awards for innovative and cost-saving County programs and services for the public during the past 10 years.
By attending the County Picnics, family members of County employees will have the opportunity to join the County in recognizing the award-winning work of their loved ones, as they both interact with other County employees and gain exposure to what the County employee family does for the public each day.
PROCUREMENT
The Purchasing Department supports this competitive procurement based on Request for Proposals (RFP) No. PARKS24-PARKS-5135. The RFP was released on October 16, 2023, and the deadline for proposals was on December 4, 2023. The County received only one proposal from Event Solutions, and, as such, it was the only proposal considered. No protests were received.
Per County Policy 11-04, competitive and non-competitive purchase of services where the annual aggregate cost, per scope of services, per vendor, per agency, department or Board-governed Special District exceeds $200,000 must be approved by the Board.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Julie Surber, Principal Assistant County Counsel, 387-5455) on March 11, 2024; Finance (Erika Rodarte, Administrative Analyst, 387-4919) on March 7, 2024; and County Finance and Administration (Robert Saldana, Deputy Executive Officer, 387-5423) on March 25, 2024.