Title
Resolution Determining “Blackbeard’s Crew, Inc.” to be the only source practicably available with proprietary rights from which to procure vetted and approved entertainers, featured ships, and support crews for the Blackbeard Pirate Festival, and Authorizing the negotiation and execution of a purchase contract with “Blackbeard’s Crew, Inc.” as "Sole Source."
Purpose
PURPOSE/BACKGROUND:
The “Blackbeard Pirate Festival” is a signature festival for the City of Hampton, now in its 18th year. “Blackbeard’s Pirate Crew” are the creators and originators of this festival, now attended by over 70,000 citizens, which has been voted the “Third Most Popular Pirate Festival in the World” and produces close to $100,000 in revenue annually. The driving force behind this festival are members of “Blackbeard’s Pirate Crew,” a 501(c) 3 organization. This group is dedicated to preserving the seafaring trades, and to provide an authentic representation of Blackbeard and his infamous ties to Hampton through well-researched living history displays and period-specific demonstrations.
In order to successfully produce the “Blackbeard Pirate Festival,” the City of Hampton continues to seek quality features for the waterfront and unique entertainment options to reflect on the themes set by the Blackbeard Crew, where wooden ships, crews, and period entertainers are contracted for appearances and performances during the festival.
Discussion:
To this end, Hampton Parks, Recreation & Leisure Services would be better served by having “Blackbeard’s Pirate Crew” both recruit and contract with those individual vendors who pass their own vetting process, in the most efficient manner possible. This vetting process involves a vendor’s ability to meet very strict standards related specifically to Blackbeard’s history, as well as determining the logistics involved with mooring and accepting ships based on maneuverability and skill of the crews. It is in the best interest of the City of Hampton and this Festival for “Blackbeard’s Pirate Crew” to directly recruit, vet, contract, and pay ship’s crews and period entertainers from their treasury account as needed, rather than postpone booking deposits, arrangements and performance payments through the City, particularly during fiscal year changeover periods.
“Blackbeard’s Pirate Crew” is uniquely positioned to recruit and hire entertainers and waterfront features, having internal vetting processes based on proprietary historical research which best reflects the image desired for the annual “Blackbeard Pirate Festival,” a popular, well-attended weekend event in Hampton for 18 years. For efficiency purposes, the City of Hampton is better served by having “Blackbeard’s Pirate Crew” hire and pay performers through their own treasury, as supported by the City of Hampton via the Special Events Budget, eliminating the need to delay deposits, booking arrangements, and payments to individual performers and crews. This $45,000 expenditure is revenue- and expenditure-neutral, having been included in the overall Special Events budget for the “Blackbeard Pirate Festival” which reflects a reduction in performance budgeting for FY17.
Other known Crews representing particular pirates throughout the eastern United States do not have the specific research and proprietary rights germane to the history of Blackbeard and his crew. Each group represents only their own histories.
Impact:
The cost of changing from a City-based payment system for specific vendors to a Crew-based payment system is revenue- and expenditure-neutral. The Department of Parks, Recreation & Leisure Services would request one (1) check in the amount of $45,000 made payable to “Blackbeard’s Pirate Crew,” from expenditure code 01-710-1010-03160 (Special Events). This amount is ~$15,000 - $20,000 less than that typically spent on ships and entertainment through this expenditure code, made necessary in FY17 due to budget adjustments. This payment would be conditional upon approved contract through Procurement with “Blackbeard’s Pirate Crew,” with specific language set forth to provide waterfront featured ships and vetted entertainment services for the “Blackbeard Pirate Festival,” in accordance with City of Hampton policies and contractual practices. This purchase does not obligate the City to this vendor for future purchases, but resolution would remain intact should the City desire the same service for future festivals.
Recommendation:
Rec
Approve the Resolution.
Body
WHEREAS, the “Blackbeard Pirate Festival” is a signature festival for the City of Hampton, has been voted the “Third Most Popular Pirate Festival in the World” and produces close to $100,000 in revenue annually;
WHEREAS, the “Blackbeard Pirate Festival” is in its 18th year and is now attended by over 70,000 citizens;
WHEREAS, Blackbeard’s Pirate Crew, Inc., a 501 (c) (3) organization, is the creator and originator of this festival, and is dedicated to preserving the seafaring trades, and to provide an authentic representation of Blackbeard and his infamous ties to Hampton through well-researched living history displays and period-specific demonstrations;
WHEREAS, Blackbeard’s Pirate Crew, Inc. is uniquely positioned to recruit and hire entertainers and waterfront features, having internal vetting processes based on proprietary historical research which best reflects the image desired for the annual “Blackbeard Pirate Festival", and as such, is the sole source authority on this festival;
WHEREAS, Hampton City Council recognizes the public interest in providing through Parks, Recreation and Leisure Services the most efficient means reasonably available and affordable to recruit, vet, approve, and hire entertainers and support crews and ships which reflect the historically accurate performances and authentic period features for the "Blackbeard Pirate Festival"; and
WHEREAS, the price at which Blackbeard’s Crew, Inc. has offered those services has been determined to be fair and reasonable.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Hampton, Virginia as follows:
1. That the contract for procuring the services above may be negotiated and awarded to Blackbeard’s Crew, Inc. as a "sole source" without competitive sealed bidding or competitive negotiation as set forth in Virginia Code Section 2.2-4303 (E);
2. That the City Manager or authorized her authorized designee is authorized to negotiate and execute a purchase contract with Blackbeard’s Crew, Inc.; and
3. That the notice awarding the contract to Blackbeard’s Crew, Inc. shall be posted in a public place pursuant to Virginia Code 2.2-4303(E).