Title
Resolution Determining Phoebus Events LLC to be the Only Source Practically Available From Which to Procure Event Management Services to Promote and Highlight the Phoebus Community
Purpose
PURPOSE/BACKGROUND:
The City Manager’s FY18 Council Approved Budget included non-departmental funding to support events, of which $20,000.00 is being made available to support events in Phoebus.
Phoebus Events LLC, a Phoebus-based business, with the primary purpose of promoting events to preserve the spirit of the Phoebus Community and to promote and sponsor family-oriented events, has offered its services for this purpose at a fair and reasonable price. Therefore, Council is being asked to approve the following sole source resolution to authorize the use of the services of Phoebus Events LLC. The contract for this service will be made through and monitored by the Department of Parks, Recreation, and Leisure Services. It is anticiupated that the contract will be for one-year, with two one year renewals.
Discussion:
See Purpose/Background Above.
Impact:
$20,000.00
Recommendation:
Rec
Approve the Resolution
Body
WHEREAS, the purpose of the Department of Parks, Recreation, and Leisure Services is, among other duties, to promote, enhance, and regulate special events in the City to serve residents and attract visitors;
WHEREAS, for Fiscal Year 2018, the City appropriated non-departmental funding to support events in the City, of which $20,000.00 is being designated for the purpose of promoting marketing and events in the Phoebus area of Hampton;
WHEREAS, the Hampton City Council determined the preferred source for the promotion of events in Phoebus for Fiscal 2018, 2019 and 2020 is Phoebus Events LLC, subject to appropriation in each applicable year; and
WHEREAS, Phoebus Events LLC is a Virginia limited liability company, with its principal office located in Phoebus at 21 East Mellen Street;
WHEREAS, Phoebus Events LLC is in the business of promoting events to preserve the spirit of the Phoebus community and to encourage family-oriented events;
WHEREAS, Phoebus Events LLC has offered its services for this purpose at a price which is fair and reasonable.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Hampton, Virginia as follows:
1. That the contract for the promotion of events in Phoebus during Fiscal 2018, 2019 and 2020 procuring the services described above may be negotiated and awarded to Phoebus Events LLC as the “sole source” without competitive sealed bidding or competitive negotiation as set forth in Code of Virginia §2.2-4303(E);
2. That the City Manager or her authorized designee is hereby authorized to negotiate and execute as purchase contract with Phoebus Events LLC; and
3. That the notice awarding the contract to Phoebus Events LLC shall be posted in a public place pursuant to Code of Virginia §2.2-4303(E).