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STRATEGIC OUTCOMES |
ACTION |
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Department: |
☐ Safe & Prosperous |
☒ Motion |
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Finance |
☐ Active & Appealing |
☐ Resolution |
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☐ Respected & Responsible |
☐ Ordinance - Introduction |
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Division: |
☒ Connected & Engaged |
☐ Ordinance - Adoption |
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Procurement |
☐ Unique & Creative |
☐ Public Hearing |
TITLE:
title
Ratification of Contract Increase: Entertainment Promoter Services
end
SUMMARY RECOMMENDATION:
Summary Recommendation
Approve and ratify a contract increase for entertainment promoter services to BMC Productions & Entertainment LLC, Yuma Arizona, in the amount of $164,600.00 for a total estimated cost of $272,600.00. (Administration-RFB-24-172) (Jen Miller/Robin R. Wilson)
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STRATEGIC OUTCOME:
This item supports the City Council’s strategic outcome of Connected and Engaged by bringing the community together for a one-time celebration that promotes civic pride and drives local economic activity.
REPORT:
On March 30, 2024, City Council approved a contract in the amount of $108,000 for entertainment promoter services for various annual signature events such as Tacos and Tunes, AGFest, BBQ & Brew Festival, and the 4th of July Spectacular. These events are intended to promote local culture, enhance community engagement, and stimulate the economy. Many performing artists are local and diverse and highlight the cultural relevancy of Yuma.
The proposed contract increase is driven by the City’s plans to host a one-time, large-scale celebration on Saturday, April 18, 2026, titled “Yuma Salutes America 250 - A Star-Spangled Celebration.” This special event will commemorate the 250th anniversary of American independence and will include a live outdoor concert featuring three nationally recognized musical acts. Due to the elevated artist fees and expanded promotional efforts required to support an event of this scale, a one-time contract increase of $164,600.00 is requested.
Approval of this motion will authorize the increased contract amount for FY26, bringing the total estimated cost to $272,600.00. The contract will revert to the previously approved amount for the remaining term following this one-time event.
FISCAL REQUIREMENTS:
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CITY FUNDS: |
$ 272,600.00 |
BUDGETED: |
$ 108,000.00 |
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STATE FUNDS: |
$ 0.00 |
AVAILABLE TO TRANSFER: |
$164,600.00 |
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FEDERAL FUNDS: |
$ 0.00 |
IN CONTINGENCY: |
$ 0.00 |
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OTHER SOURCES: |
$ 0.00 |
FUNDING ACCOUNT/FUND #/CIP: |
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TOTAL |
$ 272,600.00 |
General Fund and Special Two-Percent Tax |
FISCAL IMPACT STATEMENT:
Sufficient budget capacity is provided in the FY 2026 City Council approved budget by transferring unencumbered funds from within the department without impacting current year or on-going operations.
The program anticipates some revenue off-set by recovering a portion of the event expenses through sponsorship contributions, ticketed attendance, and revenue from beverage and merchandise sales.
ADDITIONAL INFORMATION:
SUPPORTING DOCUMENTS NOT ATTACHED TO THE CITY COUNCIL ACTION FORM THAT ARE ON FILE IN THE OFFICE OF THE CITY CLERK:
NONE
IF CITY COUNCIL ACTION INCLUDES A CONTRACT, LEASE OR AGREEMENT, WHO WILL BE RESPONSIBLE FOR ROUTING THE DOCUMENT FOR SIGNATURE AFTER CITY COUNCIL APPROVAL?
☐ Department
☐ City Clerk’s Office
☐ Document to be recorded
☐ Document to be codified
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Acting City Administrator: |
Date: |
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John D. Simonton |
1/12/2026 |
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Reviewed by City Attorney: |
Date: |
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Richard W. Files |
1/12/2026 |