Agenda Item # 11.F.
City Commission Regular Meeting - 5:05 PM
- Meeting Date:
- 03/16/2026
- Re
- Approval of an Increase in the PO for Complete Resource Productions for Monthly Rental of Audio and Light Equipment
- Submitted For:
- Marisa Quijano
SUBJECT:
Approval of expenditure for an Increase in the Purchase Order for Complete Resource Productions for Monthly Rental of Audio and Light Equipment to facilitate the upcoming events at the Sunrise Theatre in the amount of $141,500 for the remainder of FY2026.
SUMMARY:
The Sunrise Theatre is requesting approval of an additional $141,500 for the rental of house sound and lighting equipment in the Complete Production Resources PO. At the beginning of FY2026, there was an original request of a $230,000 PO for this vendor for this specific rental and an approval for 6 months of rental costs of $115,000.
During this time, two scheduled events required the rental of other backline and production needs. The vendor Complete Production Resources supplied the most cost-effective rentals. A requisition was requested for Complete Production Resources in a different budgeted account, backline, with the intention of the invoices going to that PO instead of the PO opened for the monthly rentals. Since the vendor had already bypassed the purchasing limit, the invoices for the per-event rentals were charged against the approved $115,000. Additionally, as noted in the agenda item presented in October 2025, our Audio rental had switched from Jack Hammer Audio to Complete Production Resources. Due to this change in vendor, there was an installation fee by the new vendor - a cost that was not accounted for in the original request for $230,000.
The unaccounted for costs are exactly are as follows:
- Production Rental for Rick Springfield: $10,203.00
- Backline Rental for Abducted by the 80s: $7,438.90
- Installation cost of audio equipment: $8,500.
TOTAL ADDITIONAL COSTS: $26,141.90
Due to this, the Sunrise Theatre needs $141,500 approved to be added to the CPR Purchas Order to pay for the monthly rental costs for the rest of FY2026, as well as the rental costs from February that could not be covered by the initially approved amount.
The cost breakdown is as follows:
February: $18,906.70 (inc. installation fee)
March: $17,490.00
April: $17,490.00
May: $17,490.00
June: $17,490.00
July: $17,490.00
August: $17,490.00
September: $17,490.00
Complete Production Resources will not be used for any other production needs for upcoming events.
During this time, two scheduled events required the rental of other backline and production needs. The vendor Complete Production Resources supplied the most cost-effective rentals. A requisition was requested for Complete Production Resources in a different budgeted account, backline, with the intention of the invoices going to that PO instead of the PO opened for the monthly rentals. Since the vendor had already bypassed the purchasing limit, the invoices for the per-event rentals were charged against the approved $115,000. Additionally, as noted in the agenda item presented in October 2025, our Audio rental had switched from Jack Hammer Audio to Complete Production Resources. Due to this change in vendor, there was an installation fee by the new vendor - a cost that was not accounted for in the original request for $230,000.
The unaccounted for costs are exactly are as follows:
- Production Rental for Rick Springfield: $10,203.00
- Backline Rental for Abducted by the 80s: $7,438.90
- Installation cost of audio equipment: $8,500.
TOTAL ADDITIONAL COSTS: $26,141.90
Due to this, the Sunrise Theatre needs $141,500 approved to be added to the CPR Purchas Order to pay for the monthly rental costs for the rest of FY2026, as well as the rental costs from February that could not be covered by the initially approved amount.
The cost breakdown is as follows:
February: $18,906.70 (inc. installation fee)
March: $17,490.00
April: $17,490.00
May: $17,490.00
June: $17,490.00
July: $17,490.00
August: $17,490.00
September: $17,490.00
Complete Production Resources will not be used for any other production needs for upcoming events.
RECOMMENDATION:
Approve the increase in PO for the remainder of FY2026.
ALTERNATIVES:
Deny the rental equipment, which is necessary to operate the facility.
RESPONSIBLE STAFF:
Marisa Quijano, Interim Executive Director
COORDINATED WITH:
Richard Chess, City Manager
Fiscal Impact
- Budgeted Y/N:
- Y
- Fiscal Year:
- 2026
- Account:
- 544100
- Amount:
- 250000
FISCAL IMPACT:
The rental equipment was budgeted for under the equipment rental account for FY2026.
Attachments
- Rick Springfield - Production Rental;
- Abducted by the 80s - Backline Rental
- February - Monthly Rental