Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Item 4D
CITY OF SOUTHLAKE MEMORANDUM 4D-1 October 26, 2015 To: Shana Yelverton, City Manager From: Candice Edmondson, Deputy Director of Community Services Subject: Item 41): Approve contract with Eagle AVL for audiovisual services at City special events in an amount not to exceed $100,234 Action Requested: City Council approval of a contract with Eagle AVL for audiovisual services at City special events in an amount not to exceed $100,234. Background Information: The City of Southlake contracts with an audiovisual company to provide audiovisual support at events such as Stars & Stripes, Home of the Holidays and Country Music in the Square. With the completion of Aria amphitheater at The Marq Southlake, the City will also need additional audiovisual support for programs and events held there. In September, the City released a Request for Proposals for audiovisual services and received two responses from Eagle AVL and Epicenter Productions. After a formal review process, Eagle AVL was selected as the recommended vendor based on their ability to provide the services requested, low bid price and past experience with the City. Audiovisual services provided by Eagle AVL will include sound, lighting, temporary stages, choral/audience risers, stage extensions and mobile/modular LED screens. The owners of Eagle AVL have been in the audiovisual business since 1992 providing support to customers across Oklahoma and Texas, including many events in the Dallas - Fort Worth Metroplex. Eagle AVL has been providing audiovisual support to City of Southlake events since 2012, and the City has been pleased with their quality of service City of Southlake Values. Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Shana Yelverton, City Manager Meeting Date — November 3, 2015 Page 2 of 2 4D -2 The contract with Eagle AVL will be for one-year with four (4) one-year renewal options. A copy of the proposed contract is included with this memo. Financial Consideration: Funding for the purchase of audiovisual services is available in the FY 2016 Hotel Occupancy Tax, Community Enhancement and Development Corporation and General Fund budgets. Strategic Link: This item is linked to the City's Strategy Map related to the focus area of Performance Management & Service Delivery and meets the corporate objectives to enhance the sense of community by providing excellent customer service and citizen engagement opportunities, collaborate with select partners to implement service solutions and enhance resident quality of life & business vitality through tourism. Citizen Input/ Board Review: City Council consideration November 3, 2015 Legal Review: N/A Alternatives: Alternatives may include: ■ City Council approval of request as presented ■ City Council approval of request with modifications ■ City Council denial of request Supporting Documents: Proposed contract with Eagle AVL Bid tabulation Staff Recommendation: Approve a contract with Eagle AVL for audiovisual services at City special events in an amount not to exceed $100,234. City of Southlake Values. Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork City t4 SOUTHLA KE 4D-3 October 23, 2015 Eagle AVL 2701 E. Loop 820 S Fort Worth, Texas 76119 Attn: Mr. Chris Warndahl Subject: Contract Award Notification for Audio Services for City of Southlake Events RFP1505B540DK150014 Dear Mr. Warndahl: The City of Southlake is pleased to inform you that Eagle AVL of Fort Worth, Texas is the awarded vendor for "Audio Services for City of Southlake Events RFP1505B540DK150014" The award and this agreement are based on your proposal to the City, copy enclosed. This is a single vendor award contract. Your company's award is attached. This award was approved by the City of Southlake City Council on The terms and conditions proposed and accepted in this agreement are as follows: Payment Terms: Net 30 days (Unless otherwise noted — such as pre- and/or partial payment) Estimated Quantities: The City does not guarantee to purchase any minimum or maximum quantity but does contemplate purchasing the awarded items exclusively during the term of the contract from the successful vendors. Method of Payment: Shall be made by City procurement card or purchase order Delivery Terms: FOB Destination Delivery Locations: Vendor Delivery or City employee pick-up. Term of Contract: The term of awarded contract shall remain in effect for twelve months from date of award and is eligible for up to four (4) one (1) year annual renewals. City Contact: DONA KfNNEY 817-748-8918 Send all billing to: City of Southlake 1400 Main Street, Suite 440, Accounts Payable Southlake, TX 76092 or via email to accountspayable'dci.so_uthlake.tx.us Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal, state, and local sales taxes. All other specifications, terms and conditions shall be as provided in the original procurement documents. No other attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized -representative of the City of Southlake. Thank you for participating in our procurement process. Please call 817-748-8312 with any questions. Sincerely, Tim Slifka, CPPD, CP Purchasing Manager City of Southlake 1400 Main Street, Suite 440 Southlake, Texas 76092 tslifka(@_C1.soutblake.tx.us Attest: Fax: 817-748-8048 Contract and Award Accepted: Signed: Date: _ Mayor Laura Hill City of Southlake Lori Payne, TRMC City Secretary Approved as to Form and Legality: City Attorney 4D -4 Appendix B -- Proposal Submittal Checklist: (To determine validity of proposal) Appendix B (pages _4_ through _EU, must be included in the proposal submittal Appendix C Conflict of Interest Form (page zoj most be included in the proposal submittal. I learned of this Request for Proposals by the following means: 11r Newspaper Advertisement City E-mail Notification ❑ Southlake Website ❑ Cold Call to City ❑ Mailed Me a Copy ❑ Other ❑ SecureBid City of Southlake - RFP1505BS40DKI50014 - Page 9 of 21 RFP Number: RFP1505B540DK15001.4 Project Title: Audio Services for City of Southlake Events Submittal 3:00 P.M. (CST) FRIDAY OCTOBER 9 201.5 ' Deadline: Submit eiectronicall * to: www.securebidusa.com * Requires email account Iogin and password. Pr ser Inforulation: Proposer's Lepal Name: Eagle AVL Address: 2701 E Loop 820 S Fort Worth TX 75119 CI State & zi Federal Employers 26-1268380 Identification Number # Pbone Number: 817-654-9905x410 Fax Number. 817-654-9906 E -Mail Address: Cwarndahl@millerproaudio.com PreMer Authorization 1, the undersigned, have the authority to execute this Proposal in its entirety as submitted and enter into a contract on behalf of the Proposer. Printed Name and Position of Authorized R resentative: Chris Wamdahl Signature of Authorized Representative: Signed this 6th (day) of (month- 2015 (year) I learned of this Request for Proposals by the following means: 11r Newspaper Advertisement City E-mail Notification ❑ Southlake Website ❑ Cold Call to City ❑ Mailed Me a Copy ❑ Other ❑ SecureBid City of Southlake - RFP1505BS40DKI50014 - Page 9 of 21 Best and Final Offer 10-22-2015 Signed 0-Y '�i S01-T!t 0 ADDENDUM NUMBER # 1 To: All Proposers Date: September 28, 2015 Request for Proposal: RFP1505BS40DK150014 AUDIO SERVICES FOR CITY OF SOUTHLAKE EVENTS Proposal Due Date: 3:00 p.m., Friday October 9, 2015 4D-5 1, Addendum No. 1, dated September 28,_2015, per Addendum #l, the City of Southlake is answering vendor questions from the Pre -Proposal meeting and modifying the schedule of pricing and correcting section # 3 Term of Contract and Option to Extend Fourth Additional Year FY information. Vendor pricing and Option to Extend information must be submitted on the revised pricing schedule included as part of this addendum # 1_ Failure to submit the revised pricing schedule as part of this addendum may render the proposal non-responsive. QUESTION: How are individual miscellaneous items priced? ANSWER: All individual items should be priced as all inclusive and include all related costs. The City anticipates these items to be utilized as additional add on items to an already scheduled and planned event. QUESTION: You indicate a Par 54 light and Par 54 LED light in the Individual Stage Lighting section. Please clarify. ANSWER: Par 54 light was listed incorrectly_ This should be a Par 64 light for both items. The revised pricing schedule will have this correction. QUESTION: What does the generic pricing of each event include? ANSWER: This is an all inclusive price from the vendor to include, but not be limited to, labor, equipment, delivery, etc... This should be the vendor's full price for the event based on what the vendor is proposing to provide. QUESTION: Can cabling be hung from building rooftops within any of the event areas? ANSWER: No. QUESTION: Can the vendors provide streaming audio over IP? C!7yofSouWake " FwanceDepa amt • 1400MwnSM gide 940 • So(lftka TM 7W 877.748.8312 4D -6 ANSWER: Potentially yes. Please describe vendor options available in proposal submission. The City is very interested in exploring this as an available option for events. QUESTION: Are any of the LED screens going to be utilized indoors? ANSWER: No. QUESTION: What should be included in LED screen pricing? ANSWER: Pricing should be all inclusive and include, but not be limited to, scaler, server, power distribution, rigging and motors for self-contained stand-alone unit. QUESTION: Are there any inside lighting requirements at The Marq? ANSWER: Not at this time. QUESTION: What is the current opening date for The Marq? ANSWER: December 12, 2015 QUESTION: Can we rig to beams in The Marq amphitheater? ANSWER No. QUESTION: What type of shore power is available at The Marq amphitheater? ANSWER: A separate panel for audio power is not available at this time. The City may consider adding an additional shore power panel for audio services as part of the ongoing construction process. Current power available at The Marq amphitheater is 3 phase, 120- 208 volt, 400 amp maximum_ 2. REVISED SCHEDULE OF PRICING: This revised pricing schedule takes the place of pages 10-14 through item # 3 Term of Contract and Option to Extend. Proposer must complete and return this pricing schedule as part of their proposal submission. Failure to submit the revised pricing schedule as part of this addendum may render the proposal non-responsive. B. Schedule of Pricing: Proposer shall quote unit pricing in accordance with the itemized listing of products or contract segments stated in the Scope of Services and using the following format: Pricing to host Stars and Stripes in three Southlake Town Square parks. Services and equipment provided to be listed on separate sheet. Pricing to host Home for the Holidays in two Southlake Town Square parks. Services and equipment provided to be listed on separate sheet. Pricing for Frank Edgar Cornish IV Park with city provided stage upon request. Services and equipment provided to be listed on separate sheet. City ofSwftke ' Finance Depsmwnr • 1400A4as7 SOeet, Suite 440 • Soulhlahe, rexas7SM 817.748317 $ F573 ZO $ 22,342.80 $ 2945.00 4D - 7 Pricing for Family Park with city provided stage upon request. $ 2945.00 Services and equipment provided to be listed on separate sheet. Pricing for McPherson Park for concert quality sound only broadcasted from Family Park upon request. S2945.00 Services and equipment provided to be listed on separate sheet. Pricing for McPherson Park for concert quality sound only broadcasted from Frank Edgar Cornish IV Park upon request. $ 2310.00 Services and equipment provided to be listed on separate sheet. Pricing for Frank Edgar Cornish IV Park for concert quality sound only broadcasted from Family Park upon request. $ 2310.00 Services and equipment provided to be listed on separate sheet. Pricing for Family Park for concert quality sound only broadcasted from Frank Edgar Cornish IV Park upon request. $ 2310.00 Services and equipment provided to be listed on separate sheet. Pricing to host large band at Aria. $ 3350.00 Services and equipment provided to be listed on separate sheet. Pricing to host theatrical performances at Aria. $ 3280.00 Services and equipment provided to be listed on separate sheet. Pricing to host choral performances at Aria. $ 3650.00 Services and equipment provided to be listed on separate sheet. Staff Labor Costs: Stage Hands: Hourly Rate: $25,00 Production: Hourly Rate: $ 45.00 Load in Staff: Hourly Rate: $ 25.00 Load Out Staff. Hourly Rate: $ 25.00 Sound Technicians: Hourly Rate: $ 65.00 or $350.00 CdyofSauMke , Fw wce Ilepamnen[ • 14W May? Skeet Sure 440 • S&dlaka Texas W92 817.7498312 Other Staff required to complete Production and their hourly rate: Describe Project Manager $ 400.00 per day Other Staff required to complete production and their hourly rate: Describe Lighting Designer $ 400.00 per day Other Staff required completing production and their hourly rate: Describe Staging Technician $ 350.00 per day Stages: Small Size 12 ft x 16 ft Pricing Per Unit with lights $ 792.00 Pricing Per Unit without lights $ 592.00 Medium Size 24 ft x 16 ft Pricing Per Unit with lights $ 1284.00 Pricing Per Unit without lights $ 1084.00 Large Size 32 ft x 24 ft Pricing Per Unit with lights $ 1918.00 Pricing Per Unit without lights $ 1518.00 Stage Riser Panels: 4 ft x 4 ft x 4 height Pricing Per Unit $ 25 4 ft x 8 ft x 4 height Pricing Per Unit $ 50 Other Pricing Per Unit $ Other Pricing Per Unit $ Choral Riser Panels: 8' Wide x 4 Levels Pricing Per Unit $ 100 12' Wide x 4 Levels Pricing Per Unit $ 150 16' Wide x 4 Levels Pricing Per Unit $ 200 20' Wide x 4 Levels Pricing Per Unit $ 250 24' Wide x 4 Levels Pricing Per Unit $ 300 28' Wide x 4 Levels Pricing Per Unit $ 350 Plus $200.00 for pick up and drop off Audience Riser Panels: 8' Wide x 3 Levels Pricing Per Unit $ 1( 12' Wide x 3 Levels Pricing Per Unit $ 150 16' Wide x 3 Levels Pricing Per Unit $ 200 20' Wide x 3 Levels lancing Per Unit $ 250 24' Wide x 3 Levels Pricing Per Unit $ 300 28' Wide x 3 Levels Pricing Per Unit $ 350 Plus $200.00 to pick and drop off ci?y 0f 5&fWake • Fraanre Aeparlmenl • 1400 WW 5reA •Sarre 440 . SoWke Texas 76092 817.748.8.112 4D -9 Individual Stage Lighting: Par 64 light Pricing Per Unit S 10.00 LED Par 64 light Equivalent to 1000 Watt Par 64 Light Pricing Per Unit $ 25.00 Light Tree (4 lights) Pricing Per Unit $ 100 Light Tree (6 lights) Pricing Per Unit $ 150 Strobe Light Pricing Per Unit $ 25 to 100 Large Follow Spotlight Pricing Per Unit $_125 to 500 Other: _ Pricing Per Unit $ Other Stage Offerings: Per Unit mac 500 moving fight Pricing Per Unit $ 125 Platinum Beam extreme Pricing Per Unit $ 165 Mac 700 wash or Profile Pricing Per Unit $ 175 Miscellaneous Items: Lighted acrylic podium with microphone Pricing Per Unit $ 150 5KW Generators with fuel per unit Pricing Per Unit $ 100 Other Generator sizes ( KW) with fuel per unit Pricing Per Unit $ 1000 LED Stage Backdrop Curtain (Size ) Pricing Per Unit $ 2500 Wireless Microphones Shure ULXP Standard or equivalent Pricing should be all inclusive and include, but not be limited to, antenna, batteries and distribution. Handheld Pricing Per Unit $ 75 Lavaliere Pricing Per Unit $ 75 9' x 12' Mobile LED Screen for outdoor daytime broadcast. 6.5 mm pitch Pricing Per Unit $ 4000.00 mm pitch Pricing Per Unit $ mm pitch Pricing Per Unit $ 9' x 16' Mobile LED Screen for outdoor daytime broadcast. 6.5 mm pitch Pricing Per Unit $ 4500.00 mm pitch Pricing Per Unit S mm pitch Pricing Per Unit $ Cky of Sxffikke • Fhwe &WMxnd • 1400 Main Siw% Suke 440 • Soa lake. texas 76092 877.748.8312 4D-10 10' x 17' Modular LED Screen for outdoor daytime broadcast including LED Processing, Ground Supports, Equipment Transport, Set Up/Break Down, Show Opeiation & LED Tech to operate on city provided platform. 6•5 mm pitch Pricing Per Unit s6250.00 mm pitch mm pitch Pricing Per Unit $ Pricing Per Unit S. Camera operator for mobile LED screens. Pricing should be all inclusive and include, but not be limited to, camera platform. 1 Carrera Operator $ 750.00 3 Camera Operators $ 2254.00 Cost per linear foot for cable & covers to broadcast stage performance on mobile LED screen at separate parkas an additional request. Up To 100ft Pricing Per Lf. $ 4 Per Lf. Delivery Fee This fee applies per request and only for a request for additional miscellaneous items not included in initial event plans. Regular delivery fee for additional items requested prior to day of event $ 100 Expedited delivery fee for additional items requested day of event $ 350 Other Items: Per unit: Please Describe: Pipe and Drap $20 per linear foot Discount Opportunities: Please Describe: Multible services allows us to ties labor or trucking together saving you individual charges 3. Term of Contract and Option to Extend Any contract resulting from this RFP shall be effective for twelve months from date of award. The City anticipates that contract shall be renewed pursuant to the availability of funds and at the discretion of the City. The following clauses shall be included in the contract: A. ,Option Clause: It is agreed that City will have the option to extend the contract for up to four (4) additional years, in one-year intervals. To exercise this option, the City shall serve notice 30 days prior CAyafSoouMWe ' Fi=x-e0ep iWWt' 1400AdamSbeebSWe440' 50UM/aTexas 76092 817.7M3T7 4D-11 to contract termination or to the end of any one-year extension. The Option to Extend will not be considered if funding is unavailable or if the contractor's past performance is not within the industry standard. B. Escalation Clause: Should market conditions prevail which dictate an increase, the successful contractor may submit documentation requesting permission to increase pricing no later than 30 days after receiving notice from the City of its intent to extend the agreement. Escalation may only occur at the time of renewal and only upon securing the approval of the City in writing. Requests for price adjustments must be solely for the purpose of accommodating an increase in the contractor's cost, not profits. Vendors shall show in this quote their anticipated percent of escalation iVwhen the option to extend is exercised. The percent quoted will be a maximum. In addition, the percentage proposed will be a factor in determining the best value to the City. It is the average price over the period of the contract that will be the price factor considered in the evaluation of this quote. Quotes in which negative or no escalation is shown will be considered as 0% escalation. C. Price Increases Upon Extension:. If approved by the City, the Contractor shall modify the rates charged by the Contractor to reflect any changes shown in the comparative statement delivered to the City. The maximum increase allowed under this provision shall be four percent (4%) per year. The City shall have authority, in its reasonable discretion, to determine the validity of any change in Contractor's rates. City cannot exercise the Option to Extend with any price increases unless the Vendor completes the section of the Quote requesting anticipated percentage of annual escalation. FIRST ADDITIONAL YEAR (FY 2016-2017) ESCALATION ...................... 0 % 0 SECOND ADDITIONAL YEAR (FY 2017-2018) ESCALATION ....................... % 0 THIRD ADDITIONAL YEAR (FY 2018-2019) ESCALATION ..................... % FOURTH ADDITIONAL YEAR (FY 2019-2020) ESCALATION ................... 0 % 4. There are no other changes. Sharen Jackson Chief Financial Officer City of Southlake In the submission of their proposal, Proposer must acknowledge receipt of this addendum. Proposer shall acknowledge this add dum by signing and returning one copy of this notice with their proposal submission. Signed: Dated: 10/22/15 Company Name: Eagle AVL 0r&Souftke 0 FinaxeDWafteN 0 7400Me1n5M Sade 440 • SMN*ke Texas 76097 677.748.8377 Appendix B — Proposal (continued) 1. 1. FA 4D-12 _REQUIRED PROPOSAL INFORMATIDN. IN ORDER FOR A PROPOSAL TO BE CONSIDERED COMPLETE, AND TO BE EVALUATED FOR A CONTRACT AWARD BY THE CITY, PROPOSER MUST SUBMIT ALL OF THE FOLLOWING INFORMATION: Proposed Products and/or Services A. P oduct or Service Description: Proposers should utilize this section to describe the technical aspects, capabilities, features and options of the product and/or service proposed in accordance with the required Scope of Services as identified in Appendix A. Promotional literature, brochures, or other technical information may be used. B. Additiomr al Hardware Descriptions: Proposers should also include in this section a detailed description of what additional hardware and/or software, if any, would be required by the City in order to fully utilize the goods and/or services proposed. C. Guarantees and Wa ies: Each Proposer shall submit a complete copy of any warranties or guarantees provided by the manufacturer or Proposer with the Proposal submitted. D. Project ScheduIe/DeliveKy Date: Proposer must provide a project schedule noting all projected completion dates for segments of the Project, from start-up to completion, and all delivery dates for goods covered by the RFP. The Proposal must show the number of days required to deliver and install the product or equipment after the receipt of the City's Purchase Order. Cost of Proposed Products and/or Services A. Pricing: Pricing shall reflect the full Scope of Services defined herein, inclusive of all associated cost for delivery, labor, insurance, taxes, overhead, and profit. B. Schedule of Pricine: Proposer shall quote unit pricing in accordance with the itemized listing of products or contract segments stated in the Scope of Services and using the following format: Pricing to host Stars and Stripes in three Southlake Town Square parks. $ Services and equipment provided to be listed on separate sheet. Filled out in appendix Pricing to host Home for the Holidays in two Southlake Town Square parks. Services and equipment provided to be listed on separate sheet. Pricing for Frank Edgar Cornish IV Park with city provided stage upon request. S. Services and equipment provided to be listed on separate sheet. Pricing for Family Park with city provided stage upon request. Services and equipment provided to be listed on separate sheet. Pricing for McPherson Park for concert quality sound only broadcasted from Family Park upon request. Services and equipment provided to be listed on separate sheet. Pricing for McPherson Park for concert quality sound only broadcasted from Frank Edgar Cornish IV Park upon request. Services and equipment provided to be listed on separate sheet. S City of Southlake RFPISOSB540DK150014 Page 10 of 21 Pricing for .Frank Edgar Cornish IV Park for concert quality sound only broadLasted from Family Park upon request. Services and equipment provided to be listed on separate sheet. Pricing for Family Pdrk for concert quality sound only broadcasted from Frank Edgar Cornish 1V Park upon request. Services and equipment provided to be listed on separate sheet. Pricing to host large band at Aria. Services and equipment provided to be listed on separate sheet. Pricing to host theatrical performances at Aria. Services and equipment provided to be listed on separate sheet. Pricing to host choral performances at Aria. Services and equipment provided to be listed on separate sheet. Staff Labor Costs: Stage Hands: Hourly Rate: $ Production- Hourly Rate: $ Load in Staff. Hourly Rate: $ Load Out Staff: Hourly Rate: $ Sound Technicians: Hourly Rate: $ Other Staff required to complete production and their hourly rate: Describe Other Staff required to complete production and their hourly rate: Describe Other Staff required completing production and their hourly rate: Describe Stages: Small Size ft x ft Medium Size ft x ft Large Size ft x ft Stage Riser Panels: 4 ft x 4 ft x height 4 ft x S ft x height Other Other 4D-13 Filled out in appendix $ $ $ Filled out in appendix Pricing Per Unit with lights $ Pricing Per Unit without lights $ Pricing Per Unit with lights $ Pricing Per Unit without lights $ Pricing Per Unit with lights $ Pricing Per Unit without lights $ Pricing Per Unit S. Pricing Per Unit S. Pricing Per Unit S. Pricing Per Unit S. City of Southlake - RFP1505B540bK150014 Page 11 of 21 Filled out in appendix 4D - 14 Choral Riser Panels: S' Wide x 4 Levels Pricing Per Unit $ 12' Wide x 4 Levels Pricing Per Unit $ 16' Wide x 4 Levels Pricing Per Unit $ 20' Wide x 4 Levels Pricing Per Unit $ 24' Wide x 4 Levels Pricing Per Unit $ 28' Wide x 4 Levels Pricing Per Unit $ Audience Riser Panels: 8' Wide x 3 Levels Pricing Per Unit $ 12' Wide x 3 Levels Pricing Per Unit $ 16' Wide x 3 Levels Pricing Per Unit $. 20' Wide x 3 Levels Pricing Per Unit $ 24' Wide x 3 Levels Pricing Per Unit $ 28' Wide x 3 Levels Pricing Per Unit $ Individual Stage Lighting: Par 54 light Pricing Per Unit $ LED Par 54 Iight Pricing Per Unit $ Light Tree (4 lights) Pricing Per Unit $ Light Tree (6 lights) Pricing Per Unit $ Strobe Light Pricing Per Unit $ Large Follow Spotlight Pricing Per Unit $ Other: Pricing Per Unit $ Other Stage Offerings: Per Unit Pricing Per Unit $ Pricing Per Unit $ Pricing Per Unit $ Miscellaneous Items: Filled out in appendix Lighted acrylic podium with microphone Pricing Per Unit $ 5KW Generators with fuel per unit Pricing Per Unit $ Other Generator sizes ( KW) with fuel per unit Pricing Per Unit $ LED Stage Backdrop Curtain (Size ) Pricing Per Unit $ 9' x 12' Mobile LED Screen for outdoor daytime broadcast with live camera and operator Pricing Per Unit $ 9' x 16' Mobile LED Screen for outdoor daytime broadcast with live camera and operator Pricing Per Unit $ City of Southlake - RFPI505B54ODKI50014 - Page 12 of 21 Filled out in appendi4D - 15 10' x 17' Modular LED Screen, $mm SMD Resoiutinn for outdoor daytime broadcast including LED Processing, Ground Supports, Equipment Transport, Set Up/Break Down, Show Operation & LED Tech to operate on city provided platform. Pricing Per Unit $ Cost per linear foot for cable & covers to broadcast stage performance on mobile LED screen at separate park. Other Items: Per Unit: Please Describe: Discount Opportunities: Please Describe: 3. Term of Contract and Option to Extend Pricing Per Lf. $ Per Lf. Filled out in appendix Any contract resulting from this RFP shall be effective for twelve months from date of award. The City anticipates that contract shall be renewed pursuant to the availability of funds and at the discretion of the City. The following clauses shall be included in the contract: A. OOotion Clause: It is agreed that City will have the option to extend the contract for up to four (4) additional years, in one-year intervals. To exercise this option, the City shall serve notice 30 days prior to contract termination or to the end of any one-year extension. The Option to Extend will not be considered if funding is unavailable or if the contractor's past performance is not within the industry standard. B. Escalation Clause: Should market conditions prevail which dictate an increase, the successful contractor may submit documentation requesting permission to increase pricing no later than 30 days after receiving notice from the City of its intent to extend the agreement. Escalation may only occur at the time of renewal and only upon securing the approval of the City in writing. Requests for price adjustments must be solely for the purpose of accommodating an increase in the contractor's cost, not profits, Vendors shall show in this quote their anticipated percent of escalation if/when the option to extend is exercised. The percent quoted will be a maximum. In addition, the percentage proposed will be a factor in determining the best value to the City. It is the average price over the period of the contract that will be the price factor considered in the evaluation of this quote. Quotes in which negative or no escalation is shown will be considered as 0% escalation. C. Price Increases—Upon Extension: If approved by the City, the Contractor shall modify the rates charged by the Contractor to reflect any changes shown in the comparative, statement delivered to the City. The maximum increase allowed under this provision shall be four percent (4%) per year. The City shall have authority, in its reasonable discretion, to determine the validity of any change in Contractor's rates. City cannot exercise the Option to Extend with any price increases unless the Vendor completes the section of the Quote requesting anticipated percentage of annual escalation. City of Southlake - RFP1505854ODKI50014 Page 13 of 21 4D-16 Filled out in appendix FIRST ADDITIONAL YEAR (FY 2016-2017) ESCALATION ...................... % SECOND ADDITIONAL YEAR (FY 2017.2018) ESCALATION ....................... % THIRD ADDITIONAL YEAR (FY 2018-2019) ESCALATION ..................... % FOURTH ADDITIONAL YEAR (FY 2020-2021) ESCALATION ................... % 4. Proposer's Experience/ Staff A. Project Team: Identify all members of the Proposer's team (including both team members and management) who will be providing any services proposed and include information which details their experience, B. Removal or Replacement of Staff. If an assigned staff person must be removed or replaced for any reason, the replacement person must be approved by City prior to joining the project. C. Business Establishment: State the number of years the Proposer's business has been established and operating. If Proposer's business has changed names or if the principals operating the business operate any similar businesses under different names, or have operated any other businesses or changed the legal status or form of the business within the last five (S) years, all names, of predecessor business names, affiliated entities, and previous business entities operated by the principals, if different than present, must be provided; State the number of years' experience the business has: ; and the number of employees: D. Project Related _Experience. All Proposals must include detailed information that details the Proposer's experience and expertise in providing the requested services that demonstrates the Proposer's ability to logically plan and complete the requested project. City of Soutthlake - RFP1505B540DK150014 - Page 14 of 21 4D-17 5. References Proposer shall provide four (4) references where Proposer has performed similar to or the same types of services as described herein. Reference # 1: Client 1 Company Name: Encore Live Contact Name: Contact Title: John Pletcher Head of Business Development Phone: 214500-8800 Email: john@encorelive.com Date and Scope of Work Provided. We do multiple Yearly events for them. MattressFirr Wounded Warriors, ACM Lifting live gala, Petroleum Club, Buckets and Boots, President Bush family private events, Plus many many high scale private events. Reference #2: Client / Company Name: Texas Rangers Contact Name: Contact Title: Sean Decker VP of Ballpark Operations Phone: 817_273_5268 Email: Sdecker@texasrangers.com Date and scope of work Provided: We are contracted with the ballpark to provide for all in house events. This past year has included ACM party for a cause, Eli Young's House Party, as well as many lawn parties Reference #3: Client / Company Name: City Of Navasota Contact Name: Tiffany Byers Contact Title: Marketing Special Events Coordinator Phone: 936-825-6475 Email: tbyers@navasotatx.gov Date and Scope of Work Provided: We do an annual event called Texas Birthday Bash. During Texas Independence day, usually falling on closest weekend. Reference 94: Client/ Company Name: Event Production Services Contact Name: Contact Title: Jeff Miller Owner/f=ounder Phone: 512-828-7551 Email: jeff@epstx.net Date and Scope of Work Provided: Switchyard Festival city of Carrollton, This event happens every year on the first weekend in November. Trail of Lights in Austin, Austin City New Years Eve. ACL 2nd Street Events, Blues On the Green in Zilker Park. City of Southlake RFP1505B540DK150014 Page 15 of 21 6. 7. S. 4D-18 Trade Secrets and/or Confidential Information Trade Secrets and/or Confidential Information: This proposal _ (does) _ (does not) contain trade secrets and/or confidential information. If applicable, describe such trade secrets and confidential information, and the basis for your assertion that such material qualifies for legal protection from disclosui e. Federal, State and/or Local Identification Information A. Centralized Master Bidders List registration number: B. Prime contractor HUB / MWBE registration number: 12612683800 C. An individual Proposer acting as a sole proprietor must also anter the Proposer's Social Security Number: # - - Emergency Business Services Contact Notice During a natural disaster, or homeland security event, there may be a need for the City of Southlake to access your business for products or services after normal business hours and/or holidays. The City may request City employee pick up or vendor delivery of product or services. For this purpose, a primary and secondary emergency contact name and phone number are required. It is critical the vendor's emergency contact information remains current. City shall be contacted by E- mail with any change to a contact name or phone number of these emergency contacts. Updates may be emailed to vendors(@ci.southlake.tx.us. All products or services requested during an emergency event are to be supplied as per the established contract prices, terms and conditions. The vendor shall provide the fee (pricing) for an after-hours emergency opening of the business, if any. In general, orders will be placed using a City of Southlake procurement card (Master Card) or City issued Purchase Order. The billing is to include the emergency opening fee, if applicable. The contractor shall provide the names, phone numbers and fee (pricing)), if any, for an after-hours emergency opening of the business listed below. Business Name: Eagle AVL Contract #: Description: Chris Wamdahl Personal Cell Number Primary Contact (Name): Chris Wamdahl Primary Contact Phone Numbers: Home: 36 - - 9 Secondary Contact (Name): Aaron Oliver Cell: 361-249-6828 Secondary Contact Phone Numbers: Home: 832-660-5192 _ Cell: 832-660-5192 After Hours emergency opening fee, if applicable: $ No premium charges for state of emerge cy. City of Southlake - RFP1505B540DK150014 - Page 16 of 21 4D-19 9. Cooperative Governmental Purchasing Notice Other governmental entities maintaining interlocal agreements with the City, may desire, but are not obligated, to purchase goods and services defined in this RFB from the successful Bidder. All purchases by governmental entities, other than the City, will be billed directly to and paid by that governmental entity. The City will not be responsible for another governmental entity's debts. Each governmental entity will place their own orders with the successful Bidder and be responsible for ensuring full compliance with the RFB specifications. Prior to other governmental entities placing orders, the City will notify the successful Bidder of their intent, Please indicate below if you will permit other governmental entities to purchase from your agreement with the City. [A Yes, Others can purchase [ ] No, Only the City can purchase U. CONTRACT TERMS AND CONDITIONS EXCEPT WHERE PROPOSER MAKES SPECIFIC EXCEPTION IN THE SUBMITTED PROPOSAL, ANY CONTIA4CT RESULTING FROM THIS RFP WILL CONTAIN THE FOLLOWING TERMS AND CONDITIONS, WHICH PROPOSER HEREBY ACKNOWLEDGES, AND TO WHICH PROPOSER AGREES BY SUBMITTING A PROPOSAL: 1. Delivery of Products and/or Services A. Payment Terms: Unless otherwise specified in the Scope of Services or otherwise agreed to in writing by the City, payment terms for the City are Net 30 days upon receipt of invoice_ B. Wgg my ofProducts _and Services: All products furnished under this contract shall be warranted to be merchantable and good quality and fit for the purposes intended as described in this Proposal, to the satisfaction of City and in accordance with the specifications, terms, and conditions of the Scope of Services, and all services performed shall be warranted to be of a good and workmanlike quality, in addition to, and not in lieu of, any other express written warranties provided. C. Late Delivery or Performance: If Proposer fails to deliver acceptable goods or services within the timeframes established in the Project Schedule, the City shall be authorized to purchase the goods or services from another source and assess any increase in costs to the defaulting Proposer, who agrees to pay such costs within ten days of invoice. D. Title to Goods and Risk of Loss: For goods to be provided by Proposers hereunder, if any, the title and risk of loss of the goods shall not pass to City until City actually receives, takes possession, and accepts the goods and the installation of such goods, has tested the system, and determined that it is in good and acceptable working order. 2. Miscellaneous A. Independent Contractor: Proposer agrees that Proposer and Proposer's employees and agents have no employer-employee relationship with City. Proposer agrees that if Proposer is selected and awarded a contract, City shall not be responsible for the Federal Insurance Contribution Act (FICA) payments, Federal or State unemployment taxes, income tax withholding, Workers Compensation Insurance payments, or any other insurance payments, nor will City furnish any medical or retirement benefits or any paid vacation or sick leave. B. Assignments: The rights and duties awarded the successful Proposer shall not be assigned to another without the written consent of the Purchasing Manager. Such consent shall not relieve the assigner of liability in the event of default by the assignee. City of Southlake - RFP1505B540i1K150014 Page 17 of 21 4D - 20 C. Liens: Proposer shall indemnify and save harmless the City against any and all liens and encumbrances for all labor, goods, and services which may be provided to the City by Proposer or Proposer's vendor(s), and if the City requests, a proper release of all liens or satisfactory evidence D. of freedom from liens shall be delivered to the City. D. Gratuities / Bribes: Proposer cerEifies that no bribes in the forin of entertairu-hent, gibs, or otherwise, were offered or given by the successful Proposer, or its agent or representative, to any City officer, employee or elected representative, with respect to this RFP or any contract with the City, and that if any such bribe is found to have been made this shall be grounds for voiding of the contract E. Financial Participation: Proposer certifies that it has not received compensation from the City to participate in preparing the specifications or RFP on which the Proposal is based and acknowledges that this contract may be terminated and/or payment withheld if this certification is inaccurate. F. Required Licenses: Proposer certifies that he holds all licenses required by the State of Texas for a provider of the goods and/or services described by the Scope of Services herein. G. Authority to Submit Proposal and Enter Contract: The person signing on behalf of Proposer certifies that the signer has authority to submit the Proposal on behalf of the Proposer and to bind the Proposer to any resulting contract. H. Compliance with Applicable Law: Proposer agrees that the contract will be subject to, and Proposer will strictly comply with, all applicable federal, state, and local laws, ordinances, rules, and regulations. 3. Financial Responsibility Provisions A. Insurance: The Proposer, consistent with its status as an independent contractor, shall cant', and shall require any of its subcontractors to carry, at least the following insurance in such form, with such companies, and in such amounts (unless otherwise specified) as City may require: Worker's Compensation and Employer's Liability insurance, including All States Endorsement, to the extent required by federal law and complying with the laws of the State of Texas; ii. Commercial General Liability insurance, including Blanket Contractual Liability, Broad Form Property Damage, Personal Injury, Completed Operations/Products Liability, Premises Liability, Medical Payments, Interest of Employees as additional insureds, and Broad Form General Liability Endorsements, for at least One Million Dollars ($1,000,000) Combined Single Limit Bodily Injury and Property Damage on an occurrence basis; iii. Comprehensive Automobile Liability insurance covering all owned, non -owned or hired automobiles to be used by the Contractor, with coverage for at least One Million Dollars ($1,000,000) Combined Single Limit Bodily Injury and Property Damage. B. Indemnification: Proposer agrees to defend, indemnify and hold harmless the City, all of its officers, Council members, agents and employees from and against all claims, actions, suits, demands, proceedings, costs, damages and liabilities, including reasonable attorneys' fee%, court costs and related expenses, arising out of, connected with, or resulting from any acts or omissions of Proposer or any agent, employee, subcontractor, or supplier of Proposer in the execution or performance of this contract without regard to whether such persons are under the direction of City agents or employees. City of Southlake - RFP1505B540DK150014 Page 18 of 21 4D - 21 Appendix C --- Form CIQ WHO: The following persons must file a Conflict of Interest Questionnaire with the City if the person has an employment or business relationship with an officer of the City that results in taxable income exceeding $2,500 during the preceding twelve — month period, or an officer or a member of the officer's family has accepted gifts %Vith an aggregate value of more than $250 during the previous twelve — month period and the person engages in any of the following actions: 1. contracts or seeks to contract for the sale or purchase of property, goods or services with the City, including any of the following: a. written and implied contracts, utility purchases, purchase orders, credit card purchases and any purchase of goods and services by the City; b. contracts for the purchase or sale of real property, personal property including an auction of property; c. tax abatement and economic development agreements; 2. submits a bid to sell goods or services, or responds to a request for proposal for services; 3. enters into negotiations with the City for a contract; or 4. applies for a tax abatement and/or economic development incentive that will result in a contract with the City THE FOLLOWING ARE CONSIDERED OFFICERS OF THE CITY: 1. Mayor and City Council Members; 2. City Manager; 3. Board and Commission members and appointed members by the Mayor and City Council; 4. Directors of 4A and Q development corporations; 5. The executive directors or managers of 4A and 4B development corporations; and 6. Directors of the City of Southlake who have authority to sign contracts on behalf of the City. EXCLUSIONS: A questionnaire statement need not be filed if the money paid to a local government official was a political contribution, a gift to a member of the officer's family from a family membera contract or purchase of less than $2,500 or a transaction at a price and subject to terms available to the public; a payment for food, lodging, transportation or entertainment; or a transaction subject to rate or fee regulation by a governmental entity or agency. WHAT: A person or business that contracts with the City or who seeks to contract with the City must file a "Conflict of Interest Questionnaire" (FORM CIQ) which is available online at www—e-thics.state.tx.us and a copy of which is attached to this guideline. The form contains mandatory disclosures regarding "employment or business relationships" with a municipal officer. Officials may be asked to clarify or interpret various portions of the questionnaire. WHEN: The person or business must file: I . the questionnaire—no later than seven days after the date the person or business begins contract discussions or negotiations with the municipality, or submits an application, responds to a request for proposals or bids, correspondence, or other writing related to a potential contract or agreement with the City; and 2. an updated questionnaire -- within seven days after the date of an event that would make a filed questionnaire incomplete or inaccurate. It does not matter if the submittal of a bid or proposal results in a contract. The statute requires a vendor to file a FORM CIQ at the time a proposal is submitted or negotiations commence. WHERE: The vendor or potential vendor must mail or deliver a completed questionnaire to the Finance Department, The Finance Department is required by law to post the statements on fire City's website. ENFORCEMENT: Failure to file a questionnaire is a Class C misdemeanor punishable by a fine not to exceed $500. It is an exception to prosecution that the person files a FORM CIQ not later than seven business days after the person received notice of a violation. NOTE: The City does not have a duty to ensure that a person files a Conflict of Interest Questionnaire. City of Southlake - RFPI505B546DKI50014 - Page 19 of 21 4D - 22 CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For vendor or other person doing business with local governmental entity This questionnaire reflects changes made to the law by H.B. 1491, Both Leg., Regular Session. OFFICEUSEONLY This questionnaire is being filed In accordance with Chapter 176, Local Government Code Date Received by a person who has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the person meets requirements under Section 176.006(a). By law this questionnaire must be filed with the records administratorof the local governmental entity not later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.006, Local Government Code. A person commits an offense if the person knowingly violates Section 176.006, Local Government Code -An offense under this section is a Class C misdemeanor. jj Name of person who has a business relationship with local governmental entity. Chris Warndahl zn Check this box if you are filing an update to a previously filed questionnaire. L ---j (The law requires that you file an updatod completed questionnaire with the appropriate filing authority not later than the 7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.) 3 Name of local government officer with whom filer has employment or business relationship. TimothySlifka Name of Officer This section (item 3 including subparts A, B, C & 0) must be completed for each officer with whom the filer has an employment or other business relationship as defined by Section 176.001(1-a), local Government Code- Attach additional pages to this Form CI© as necessary. A. Is the local government officer named in this section receiving or likely to receive taxable income, other than investment income, from the filer of the questionnaire? Yes RI No B. Is the filer of the questionnaire receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer named in this section AND the taxable income is not received from the local governmental entity? Yes v No C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership of 10 percent or more? Yes ,fig' No D. Describe each employment or business relationship with the local government officer named in this section. Eagle AVL that i am employed by to only bid for a contract from the city in this RFB. 4 1016115 Sigma of person doing business with the govemmentat entity Date Adopted 06/29/2007 !City of 5outhlake - RFP150SB540DKIS0014 Page 20 of 21 4D - 23 Appendix D — No Intent to Submit Form If your firm has chosen not to submit a proposal for this procurement, please complete this form and submit to: City of Southlake Purchasing Division, Department of Finance 1400 Main Street, Suite 440 Southlake, Texas 76092 Please check all items that apply: ❑ Do not sell the item(s) required ❑ Cannot provide Insurance required ❑ Cannot be competitive ❑ Cannot provide Bonding required ❑ Cannot meet specifications highlighted in the attached ❑ Cannot comply with Indemnification request requirement u Job too large ❑ Job too small ❑ Do not wish to do business with the City of Southlake ❑ Other: ❑ Cannot submit electronically Company Name (Please print): Authorized Officer Name (Please print): Telephone: (_____) Fax: ( -- City of Southlake RFP15058540DKI50014 Page 21 of 21 4D - 24 9nk3Av TIoum KwoN ................... . lilt 4D - 25 4D - 26 ADDENDUM NUMBER# I To: All Proposers Date: September 28, 2015 Request for Proposal: RFP150SB5400KISO014 AUDIO SERVICES FOR CITY OF SOUTHLAKE EVENTS Proposal Due Date: 3:00 p.m., Friday October 9, 2015 1. Addendum No. 1. date„d,,§eutej_nher 28. 2015, per Addendum #1, the City of Southlake is answering vendor questions from the Pre -Proposal meeting and modifying the schedule of pricing and correcting section # 3 Tenn of Contract and Option to Extend Fourth Additional Year FY information. Vendor pricing and Option to Extend information must be submitted on the revised pricing schedule included as part of this addendum # 1. Failure to submit the revised pricing schedule as part of this addendum may render the proposal non-responsive. QUESTION: How are individual miscellaneous items priced? ANSWER: All individual items should be priced as all inclusive and include all related costs. The City anticipates these items to be utilized as additional add on items to an already scheduled and planned event. QUESTION: You indicate a Par 54 light and Par 54 LED light in the Individual Stage Lighting section. Please clarify. ANSWER: Par 54 light was listed incorrectly. This should be a Par 64 light for both items. The revised pricing schedule will have this correction. QUESTION: What does the generic pricing of each event include? ANSWER: This is an all inclusive price from the vendor to include, but not be limited to, labor, egnipment, delivery, etc... This should be the vendor's full price for the event based on what the vendor is proposing to provide. QUESTION: Can cabling be hung from building rooftops within any of the event areas? ANSWER: No. QUESTION: Can the vendors provide streaming audio over IP? CAyorsWWAta • Fmrne Deparb=t • 140149 w Skeet Saxe a0 * swMke, Ws MW srzraas3r2 4D - 27 ANSWER: Potentially yes. Please describe vendor options available in proposal submission. The City is very interested in exploring this as an available option for events. QUESTION: Are any of the: LED screens going to be utilized indoors? ANSWER: No. QUESTION: , What should be included in LED screen pricing? ANSWER: Pricing should be all inclusive and include, but not be limited to, scaler, server, power distribution, rigging and motors for self-contained stand-alone unit. QUESTION: Are there any inside lighting requirements at The Marq? ANSWER: Not at this time. QUESTION: What is the current opening date for The Marq? ANSWER: December 12, 2015 QUESTION: Can we rig to beams in The Marq amphitheater? ANSWER: No. QUESTION: What type of shore power is available at The Marq amphitheater? ANSWER: A separate panel for audio power is not available at this time. The City may consider adding an additional shore power panel for audio services as part of the ongoing construction process. Current power available at The Marq amphitheater is 3 phase, 120- 208 volt, 400 amp maximum. 2, REVISED SCHEDULE OF PRICING: This revised pricing schedule takes the place of pages 10-14 through item # 3 Term of Contract and Option to Extend. Proposer must complete and return this pricing schedule as part of their proposal submission. Failure to submit the revised pricing schedule as part of this addendum may render the proposal non-responsive. B. Schedule of Pricing: Proposer shall quote unit pricing in accordance with the itemized listing of products or contract segments stated in the Scope of Services and using the following format: Pricing to host Stars and Stripes in three Southlake Town Square parks. $ 16573.50 Services and equipment provided to be listed on separate sheet. Pricing to host Home for the Holidays in two Southiake Town Square parks. $ 22,342.80 Services and equipment provided to be listed on separate sheet. Pricing for Frani: Edgar Cornish 1V Park with city provided stage upon request. $ 2945.00 Services and equipment provided to be listed on separate sheet. CRyofS"Iske • F"W Dq a"O • MMAf b5fty Stft440' S"laft Texas M092 817.74&8312 4D - 28 Pricing for Family Park with city provided stage upon request. $ 2945.00 Services and equipment provided to be listed on separate sheet. Pricing for McPherson Park for concert quality sound only broadcasted from Family Park upon request. $ 2945.00 Services and equipment provided to be listed on separate sheet. Pricing for McPherson Park for concert quality sound only broadcasted from Frank Edgar Cornish TV Park upon request. $ 2310.00 Services and equipment provided to be listed on separate sheet. Pricing for Frank Edgar Cornish IV Park for concert quality sound only broadcasted from Family Park upon request. $ 2310.00 Services and equipment provided to be listed on separate sheet. Pricing for Family Park for concert quality sound only broadcasted from Frank Edgar Cornish IV Park upon request. $ 2310.00 Services and equipment provided to be listed on separate sheet_ Pricing to host large band at Aria. $ 3350..0 Services and equipment provided to be listed on separate sheet. Pricing to host theatrical performances at Aria. $ 32LO.oa Services and equipment provided to be listed on separate sheet Pricing to host choral performances at Aria. S3650.00 Services and equipment provided to be listed on separate sheet. Staff Labor Costs: Stage Hands: Hourly Rate: $.25.00 Production: Hourly Rate: $ 45.00 Load in Staff. Hourly Rate: S25.00 Load Out Staff: Hourly Rate- $ 25.00 Sound Technicians: Hourly hate: $ 65.00 or $350 per day C6yvfSaMM ' FmrM&VW609. 7,100 MW SML Sine 440. 5,)M&ke Teras 76M 81 NU372 4D - 29 Other Staff required to complete production and their hourly rate: Describe Prosect manager 400.00 per day Other Staff required to complete production and their hourly rate: Describe Lighfing LightingDesigner $ 400.00 per day Other Staff required completing production and their hourly rate: Describe Staging technician s 350.00 per day Stages: Small Size 128 x 16 ft Pricing Per Unit with lights s 792.00 Pricing Per Unit without lights $ 592.00 Medium Size 24 ft x 16 ft Pricing Per Unit with lights $L1 284.00 Pricing Per Unit without lights $ 1084.00 Large Size 32 ft x 24 R Pricing Per Unit with lights $ 1918.00 Pricing Per Unit without lights $ 1518.00 Stage Riser Panels: 4 ft x 4 ft x __A__ height Pricing Per Unit $ 25 4 ft x 8 ft x 4 height Pricing Per Unit $ 50 Other Pricing Per Unit $ Other Pricing Per Unit $ Choral Riser Panels: 8' Wide x 4 Levels Pricing Per Unit $ 100 12' Wide x 4 Levels Pricing Per Unit $ 150 16' Wide x 4 Levels Pricing Per Unit $ 200 20' Wide x 4 Levels Pricing Per Unit $ 250 24' Wide x 4 Levels Pricing Per Unit $ 300 28' Wide x 4 Levels Pricing Per Unit $__--350 Plus $200 for pick up and drop off Audience Riser Panels: 8' Wide x 3 Levels Pricing Per Unit $ 100 IT Wide x 3 Levels Pricing Per Unit $ 150 16 Wide x 3 Levels Pricing Per Unit $ 200 20' Wide x 3 Levels Pricing Per Unit $ 250 24' Wide x 3 Levels Pricing Per Unit $ 300 28' Wide x 3 Levels Pricing Per Unit S 350 Plus $200.00 for pick up and drop off C�7�rar5auN ke' FmxvVepaiM&e • 140 hMSnet Sc0ea49 • SOMMke. Tom 7M BT7.7 OV? Individual Stage Lighting, Par 64 light Pricing Per Unit $ 10 LED Par 64 light Equivalent to [000 Watt Par 64 Light Pricing Per Unit $ 25 Light Tree (4 lights) Pricing Per Unit $ 100 Light Tree (6 lights) Pricing Per Unit $ 150 Strobe Light Pricing Per Unit $ 25 to 100 Large Follow Spotlight Pricing Per Unit $ 125 to 500 Other: Pricing Per Unit $ Other Stage Offerings: Per Unit mac 500 moving light Pricing Per unit $ 125 Platnum beam extrem Pricing Per Unit S 165 _ Mac 700 wash or profile Pricing Per Unit $ 175 All lights need labor and trucking Miscellaneous items: 4D - 30 Lighted acrylic podium with microphone Pricing Per Unit $ 150 5KW Generators with fuel per unit Pricing Per Unit S 100 Other Generator sizes( 60KW) with fuel per unit Pricing Per Unit S 1000 LED Stage Backdrop Curtain (Size ) Pricing Per Unit $ 2500 depending size Wireless Microphones Shure ULXP Standard or equivalent and type Pricing should be all inclusive and include, but not be limited to, antenna, batteries and distribution. Handheld Pricing Per Unit S 75 Lavaliere Pricing Per Unit S 75 9'x 12' Mobile LED Screen for outdoor daytime Cost for wall complete 8000.00 broadcast. 6.5mm pitch Pricing Per Unit $ 100 00 per tile mm pitch mm pitch ' 9' x 16' Mobile LED Screen for outdoor daytime broadcast. 6.5 mm pitch mm pitch mm pitch Pricing Per Unit S Pricing Per Unit S Plus labor, structure, trucking includes server and distro. Pricing Per Unit $ 8500.00 complete Pricing Per Unit $ Pricing Per Unit $ Qyd5a ftke • Fffmr a pepare 1 ` 14M Mob Skee7. SWe 440 ■ Soui►W4 rMS MW 877.7498.771 4D-31 10' x 17' Modular LED Screen for outdoor daytime broadcast including LED Processing, Ground Supports, Equipment Transport, Set Up/Break Down, Show Operation & LED Tech to operate on city provided platform.. 6.5 mm pitch Pricing Per Unit $ 7500 complete mm pitch mm pitch Pricing Per Unit $ Pricing Per Unit $ Camera operator for mobile LED screens. Pricing should be all inclusive and include, but not be limited to, camera platform. I Camera Operator $ 750 3 Camera Operators $ 2250 Cost per linear foot for cable & covers to broadcast stage performance on mobile LED screen at separate park as an additional request. Pricing Per U. $ 15 Per Lf. Delivery Fee This fee applies per request and only for a request for additional miscellaneous items not included in initial event plans. Regular delivery fee for addi tional items requested prior to day of event $ 100 Expedited delivery fee for additional items requested day of event $ 350 Other Items: Per Unit: Please Describe: Pipe and drape 20 per linear foot Discount Opportunities: Please Describe: multible services allow us to tie trucking and labor together so you are not being charged individualiy 3. Term of Contract and Option to Extend Any contract resulting from this RFP shall be effective for twelve months from date of award. The City anticipates that contract shall be renewed pursuant to the availability of funds and at the discretion of the City. The following clauses shall be included in the contract: A. Oatian Clause: It is agreed that City will have the option to extend the contract for up to four (4) additional years, in one-year intervals. To exercise this option, the City shall serve notice 30 days prior CliyaF5an7Me - F=xe-Deparh►ierH • 14V0MWSW4Sm1e440 • SoaiMM 7'eXeS76W 8t7.748312 4D-32 to contract termination or to the end of any one-year extension. The Option to Extend will not be considered if funding is unavailable or if the contractor's past performance is not within the industry standard. B. Escalation_ Clause: Should market conditions prevail which dictate an increase, the successful contractor may submit documentation requesting permission to increase pricing no later than 30 days after receiving notice from the City of its intent to extend the agreement. Escalation may only occur at the time of renewal and only upon securing the approval of the City in writing. Requests for price adjustments must be solely for the purpose of accommodating an increase in the contractor's cost, not profits. Vendors shall show in this quote their anticipated percent of escalation i9when the option to extend is exercised. The percent quoted will be a maximum. In addition, the percentage proposed will be a factor in determining the best value to the City. it is the average price over the period of the contract that will be the price factor considered in the evaluation of this quote. Quotes in which negative or no escalation is shown will be considered as 0% escalation. C. Price Increases Upon Extension: If approved by the City, the Contractor shall modify the rafts charged by the Contractor to reflect any changes shown in the comparative statement delivered to the City. The maximum increase allowed under this provision shall be four percent (4%) per year. The City shall have authority, in its reasonable discretion, to determine the validity of any change in Contractor's rates. City cannot exercise the Option to Extend with any price increases unless the Vendor completes the section of the Quote requesting anticipated percentage of annual escalation. FIRST ADDITIONAL YEAR (FY 2016-2017) ESCALATION ...................... % SECOND ADDITIONAL YEAR (FY 2017-2018) ESCALATION ....................... % THIRD ADDITIONAL YEAR (FY 2018-2019) ESCALATION ..................... % FOURTH ADDITIONAL YEAR (FY 20I9-2020) ESCALATION ................... % 4. There are no other changes. Sbaren Jackson Chief Financial Officer City of Southlake In the submission of their proposal, Proposer must acknowledge receipt of this addendum. Proposer shall acknowledgethi ddendum by signing and returning one copy of this notice with their proposal submission. Signed: Dated: 1018115 Company Name• C4015urWO - Fuego l"*AW • 14pplifaiit56'eeLStni'eM - 5MAkia TOM MW B1Z741612 MEW,. 40=21 4�A� ate WNWAVYL To the City of Southlake: 4D - 33 We would first like to thank you for all the years that we have served the City of Southlake as your live events production vendor. This letter is our opportunity to tell you why we believe that Eagle AVL is still your best choice. It is my intention to take you through where Eagle AVL has been, where it is now and where the company is going. i would like to give you a short insight into the company and the people who have been, and would like to continue serving the City of Southlake. Who is Eagle AVL/ Miller Pro Audio? Lets' go back to the beginning when the owner, Danny Miller, started in 1992. MPA was started with no loans and no outside help; truly a sole proprietor in every sense of the word. Starting with gear Danny owned from his high school band days, his idea of fair pricing and his drive for exemplary customer service, he quickly earned more work than he could handle by himself. It became apparent it was time to bring on a few more employees. The "Magnificent 3" ran 2 P.A. systems all over Oklahoma and Texas. The second employee he hired is still with the company to this day. Over the years, it became apparent that our customer -base was suffering from the costs associated with the equipment being based in Oklahoma City and trucking it all over the state of Texas. Out of this need in 2003, the Lubbock, TX office was opened. Lubbock offered our West Texas customers Miller Pro Audio's services that they were accustomed to, without the costs of transportation and lodging of staff. With the success of the Lubbock expansion, the decision was made to service our central Texas customers the same way by opening the Austin office in 2005. Austin has enjoyed a steady and constant growth, with our customers again enjoying our commitment to servicing their needs locally, instead of trucking from across state lines. Atthis point, it was brought to our attention that we were not properly servicing our Dallas/s=ort Worth area customers. However, opening a fourth office just was not within the fiscal bandwidth in the 2003- 2006 time period. In 2004, Miller Pro Audio ran across the team at Eagle AVL. We found them to be a like-minded company with a great team of skilled, hard workers. We struck a partnering deal, which allowed us to service our Dallas/Fort Worth clients with a local team with local perspective. In 2007, we acquired our partnering company at Eagle AVL. It was time for the former owner of Eagle AVL to pursue his other interests. By selling his company to Danny Miller at Mille Pro Audio, he was able to save the jobs of his employees rather than shuttering his doors. Both sides knew it was a good fit and Miller Pro Audio was able to absorb like-minded management and technicians. We were able to save fifteen full-time jobs, six part-time positions and countless contractors. In 2010, the Eagle AVL/ Miller Pro Audio team decided to start a corporate culture to ensure consistant quality and the same customer experience across all four offices. This was made possible with detailed oriented managers and a very dedicated staff. This core team has been able to meet the challenges that 2701 E Loop 820 5, Fort Worth, TX 75119 Phone: 817-654-9905 4D-34 t�- !�* (ATM� leW,Z: WaL most small businesses face head on; realizing it was time to look into cutting edge technology, new equipment and expanded soup -to -nuts project management services. What has all this training, management and team building done? It has put the team at Eagle AVL/Miller Pro Audio in for the long haul. Our average employee has been with the company eight years, which allows for an organizational structure like none other. At the beginning of each project, we start with a knowledgeable sales team. Once sales walk you through your needed services, he then introduces you to your project manager. Your project manager is someone who stays with you throughout your entire event; for some clients it is whole year, for others, it maybe a single event. Once your project manager is involved, he attends your event site walk-through, helps advance technical needs with your talent, introduces you to your event team comprised of your technicians and is your single go -to point person to handle all your needs across all departments, solving challenges big to small. Let's meet the team. This portion is to introduce you to the Eagle AVL team: Danny Miller/Leslie Miller: As you already know, they own Eagle AVL/Miller Pro Audio. Their simple way of doing business has not only been successful for the company, but for the employees, as well, in that they believe in maintaining a full time staff year round. They are one of the few companies in the country with a full time production staff of over 40 people that is able to maintain payroll year round, and offer heath benefits and 401k for all employees employed longer then 6 months. Aaron Oliver: General Manager - Eagle AVL. Aaron started with us in 2009 as a technician in the Austin office. He came from a sound company background with over 15 years' experience and was an excellent choice. Within his first year, he grew into the shop manager for Austin shop. In 2010, when we started to look at ways to better streamline our equipment management, Aaron was the first to raise his hand and take on this challenge. Within the year, he had a inventory system and transfer schedule set up that streamlined not only inventory control, but saved money on trucking costs and labor. In 2013, he took on the GM position when the former GM moved out of state. Once Aaron took over Eagle, he put his logistics skills to use once again. Finding new software the whole company can use to manage equipment and clientele has allowed us to use the inventory like never before, and has turned Eagle AVL into our hub for Texas. Chris Warndahl: General Manager of Austin. Chris joined us in 2006 as a freelance tech. In 2007, he moved to Austin to take over General Manager duties and sales support. Coming from a ownership background, Chris sold his sound company in CA in 2004, went to work for one of the largest touring companies in North America, and finally moved to Texas to be closer to family. Upon starting with Miller Pro Audio full time, he has lead the team in many special events, new sales ideas, and overall 2701 E Loop 820 5, Fort Worth, TX 76119 Phone: 817-654-9905 4D - 35 growth of the Austio market. His customers often rank him highest in satisfaction in meeting their needs and overall experience with our services. Ilijah Mora: Project Manager: llijah started with us in 2006 at our Lubbock office. Straight out of school, he took to production with a passion and became very good at his job. After 6 years in the Lubbock office, he decided he wanted a change and came to the Fort Worth. Working with Aaron and the team at Eagle, he took on many of the challenges of our new team building and training programs. He has been an asset since the day he started with the company. Frank Cipra: Project Manager: Frank came to us from the venue world. His experience offers us a unique perspective in our field of work. He has run venues such as Brewster Street Ice House (a small, 1200 seat venue offering mostly rock and Texas country acts), as well as Concrete street in Corpus Christi, Texas (a two venue house; a small 2500 seat venue and an 10,000 seat amphitheater). His wide range of knowledge makes for a great project manager for our company. Sean Patrick: Sean has been freelance with the company for years. His preference for touring with artists kept him from signing on until 2013. Having worked with bands such as Eli Young and Randy Rogers brings in a real talent for not only audio engineering, but client interaction. His experience with site production and management really shows when he is on the ground and organizing and running his sites. Eddie Hudson: Our newest addition to the Project Manager team. After years of working with us on the client and artist side, Eddie came to us when he was ready to settle down and come off the road. Having been a venue manger for several Live Nation and SMG venues, as well as an audio engineer, he is another team member who is able to give us an inside perspective on client expectations. He continually brings his enthusiastic style and experience to the job site, providing great client and crew interaction and management. Anthoney Vanarsdall: Equipment Comptroller: Anthoney has been with us in Austin since he came out of audio school. He started as a hand with us in 2007, and by late 2008 was becoming one of the best technicians in the company. In 2010, he became shop manager of the Austin shop. Under his direction, the shop staff got better training, more reliable prep schedules, and better check in/out process. Upon Aaron taking the GM position, he took the Equipment Comptroller position and has done an excellent job with it. Leighton Autry: Audio Manager DFW: Leighton came from a smaller sound company looking to do bigger events. He did such a wonderful job that he was quickly promoted. His uncanny ability to keep track of equipment no matter where it has been sent has made him invaluable. Also a great technician his repair and maintenance statistics have been the best in the company. 2701 E Loop 820 S, Fort Worth, TX 76119 Phone: 817-6549905 4D - 36 aiii-F- 0 Wr WIL 49Lf- Tony Petroff: Staging Manager: Tony is the longest standing Eagle AVL employee. He started with the company in 2003. He is charge of the entire staging department. From the small 12x12 stage to our large 60x40 self -climbing structures. Tony holds Stage Line certification for all levels of mobile stages. He also has certificates from CM electric motors, and several lighting companies. He is truly one of our most well-rounded employees. JC Cam[bell: Lighting manager: JC is a 15 year lighting veteran. He has done all aspects of lighting. From theater, concert, to mapping building and tents, we are lucky to have someone with his skill set running our lighting department. UnderJC, the lighting department has had more new gear purchases and more new rentals then any other department. His guidance and knowledge on new lighting technology and uses has realty brought the lighting department to be one of the best in the city. I have chosen to list a general introduction to sales and management. The people listed above will be the team that is most involved with the planning and execution of your events. We have over 35 more full time people and would be a huge document. How ever I would be more then happy to expand on any of these or other staffs resumes. Moving into a brief description of events and clients that we handle today, and have for the past several years, to include but are not limited to: Cedar Hill Texas Parks & Rec- Green Run, City of Allen, TX - Market Street Event, City of Bedford, TX - 4th of July Celebration, Cleburne Chamber of Commerce - Summer Concert Series, City of Colleyville, TX - Red, White & Sousa, City of Coppell, TX - Egsstravaganza, City of Dallas, TX - Fair Park Tree Lighting, City of Forney, TX - Various Concerts, City of Frisco, TX - Merry Main Street, Frisco Freedom Fest, Eggstravaganza, City of Glenn Heights, TX - Staging for city event, Graham Texas Convention & Visitors Bureau - Robert Earl Keene Concert, City of Haslet, TX - Staging Services for city event, City of Hurst, TX - Christmas Tree Lighting, 4th of July Celebration, Little Elm Festival Association - Autumn Festival, Longview Chamber of Commerce - Alleyfest, City of Mansfield, TX - Pickle Parade, Town of Pantego, TX - Pantego Fest, Snyder Chamber of Commerce - Snyder Bike Rally, The Park of East Texas, Inc - East Texas State Fair, City of Watauga, TX - Watauga Fest, City of Waxahachie, TX - Texas Country Reporter Festival, Baylor University, Billy Bob's Texas, Cameron University, Children's Cancer Society, Dallas Market Center, Live Nation, AEG Live, Denton Jazz Festival, Discover Historic Mansfield, TX, Downtown Fort Worth, Inc., Encore Live LLC, The Rustic, ESPN, Fort Worth Police Officers Association, Gary Osier Presents, Inc., Heart of Texas Fairgrounds. And many more. References for these events and many more are available upon request! In the following section, I would like to answer questions that were stated in the RFP that I don't feel were answered in the above. 4.13 Removal of/replacement of staff. This happens very rarely when it comes to the core people at Eagle AVL. in those rare cases, they will be assessed and addressed to the best of the ability at the time. It is always our primary goal to make our client happy and comfortable with personnel. In some cases, 2701 E Loop 820 S, Fort Worth, TX 76119 Phone: 817-654-9905 4D - 37 \1 --FF(Cr, �A, (I the stage hands may be the issue. When there is an issue with a stagehand supplied by an outside labor company, we can usually finish the event without the individual that may be causing a problem. 5. Brand manufacture reference: We have a wide range of equipment. Allot of it does the same thing, we may chooseto leave a generic description in the original bid due to needing more clarification from a client, or, in some cases, when not clear on what that product may be doing. Some speakers project sound further than others and we may not be aware at the time what the speakers specificjob and coverage pattern may be. Some lights are narrow, some are wide, depending on their jab. If we are not sure whether a light may be used to flood light a stage or focus light a banner, we may use a generic "par -ran" as a budget holder until we know exactly what is needed. We will always update the paper work or explain on the phone or in email. 10 Guarantees and Warranties: Once we have agreed to supply a service, we guarantee the services to be met within the negotiated scrape of the job. if there is a failure on this part, the client and Sales rep will visit and come to an agreement on what part was not met and why. From there, we can assess a reduction in fee or other satisfactory conclusion. Client happiness is our number one goal. Warranties tome with all the gear that we purchase for our events. However, manufactures do not offer anything other than to fix their equipment at no charge, usually leaving shipping costs to us. The other detail they leave to us is what effect it may have had on the event that it failed on, which again leaves the responsibility an us to satisfy the client. In the meeting: We discussed new technology and different ways of doing the job. Since 2000, our industry has seen a huge increase in technology. From speakers, amps, lights, moving lights, Broadcast, Fiber optics, digital consoles, digital cabling, led walls and screens. The list Is endless. Having been a part of events with the City of Southlake, we are often working within budget and time restraints. We are not very well directed for new ideas. With city rules being what they are, it is difficult to ask our City representative to dinner or a lunch, or to maybe a stop by the shop for a demo. This 'falls into gratuities/bribes clause. So where I may invite a customerto a concert or event where we may have this new gear in operation, I can not do this with city personnel. Back to new technology: Again there is some, that we introduce due to need or the industry has gone this way. In the time that we have done Southlake events, line array speakers and digital consoles have been deployed, Led lighting, and moving lights. Mobile stages instead of built stages. Technology that is not being utilized or worth a look at is getting more redundancy on the park distributed sound. One that we discussed is audio over I.P., by far the most reliable and desirable approach to this. Another area is fiber lines which would offer more redundancy. Radio broadcast of the signal is how we handle Trail of Lights in Austin at Zilker Park, which is over 350 square miles. New tech in lighting with LED lights now hitting 15 watts, the lumen output of them is amazing and well worth the switch. However, the cost is about 15% more than conventional lights, even though on allot of jobs we are able to use less. Often a switch like this has not been favorable or open for discussion in the past. In closing, I hope I have covered all aspects of the RFP to you satisfaction. If I have left anything out, it was not intentional but an oversight, and please let me know. As always, we appreciate the opportunity to bid. We look forward to serving you for the rest of this year, and with any luck, many years to come! 2701 E Loop 820 5, Fort Worth, TX 76119 Phone* 817-654-9905 4D - 38 Afar wNgEff AVC 2741 E Loop 820 S, Fort Worth, TX 76:119 Phone: 817-554-9905 4D-39 -iWAVL th r c uw (Ryan McCM1 I date I Southlake Slays and Stripes 2014 Tis Descd tion of Services _ CLetcmcrCas! Southlake Tomm care Southlake TA T Load in 5PA17.3.14 Ryan McGrail _ Events and Marketing Coordinator City of Southlake — rtxtegrailpci.southlake.tx.us 817-746-3203/Fax.81 -74848[1=7 Mustin (Pavd1ion) Area Rustic Feeds all Areas for Portions of rvent Sub total for RljsrnArea Production 1 2- 32 40th X.32 M7CL Di 'tal FOH Console Process 1 6- 2TMjNLn,2ZJBL Mains 1 1 47 Omega/Nexo/JBL Subs _ 4-Front/Out Fill, Mid Format 1 6- Way Fitt, Shaker Stands, Fountain Area, Low Profile 3- Delay Filo Scaff Tower, Fountain Area, 4888 pine a, Mid Format 1 1 1-4mix/6 Wed /Monitors 1 1- Mains Processin Amplification 1 1 -Sub Prmess M/AmPtification I- FM Processing/Am 2h 1- Delay Pr_ocessiug/Amplification 1- Mon Processin /Am lification _ 1 -X -Lar a Ordvestral Mic/Stands ack 1 1 _1 1 1 1- 2Ch UHF R H_ H&LAV, Wireless System, Paddles 1 2 CD Player I 1- AC Distribution/Snake/Tablet Router/lnherent S tem Cabling 1 2 Mains Sound Win 4'4'x5' 1 1- Delay Sound Wing 4'xSW 2 2- §yskmm Technician x 2 Das Transitiontfill to crank Cornish Axea (Source. Rustin Pavillion FO] 11 Sub royal forTransition/till to krank Cornish 51,270.00 1 3- 2ch Reamp Mixer 1 -Fitt Process/Amplification- 1 1 1 -1 3- Speaker on Tri oP d on State Street 12 S alter on Tri od on Grand Ave. _ 1- Inherent Redundant Drive/System Carling 1 6- Balanced Audio isolation Transformers 1- stems Technician x 2 Days Frank Cornish area ((-.ity of Southlake Provides Sta e) (Source: Local tic Rustin FOH) 2 (i N! Area Prot ides Feed to Rustin FOH for Distribution_)_ _ Sub Total Frank Cornish lrea %3,320.00 1 1- 24j32cb Presonus{X32digital FOH Console/Processing _ — 6- Ome Nexo/JBL Mains 4- Omegalt lexo/JBL Subs - — — 2- Front Fill, Low Profile 1-4 mix/6 Wertge/Monitors 1 1 1_ 3 2 Mains Dncessing/Amplification _ Sub ProcessinS/A�iiticahon Fill Processing/ Amplification Mw Process/Amplification _Dn_volin_e%Feed to Ru_s_tin FOH _ - 2rh Reamp Mixer i'x8'x5' Sound Wing 121E Conventional LED Static Lightin& Wash on Stands/ ,�ystems Techntm x 2 Days IcPherson nark (Source. Ru -tin FOH) ub Total McPher4on - 2rh Reamp Mixes 2S2eaker on Tripod Sub _ -M"/Sub Processin Am lification -Inherent Redundant Drive/System Cabling Balanced Audio Isolation Transformers Systems Technician x 2 Days $ub IotalMiscellaneous _ — 46,314.001 1 1- 45%t of cable ramp cover 1 1 -TBD Footage AVA Cable Ramps 1 2 5kw Generator + Fuel 1 6- Hands x 6 hours IN 5 PM 7-2-14 1 6• Hands x 6 hours IN 6AM_7-3-14 1 6- Hands x 4 hours OUT 10PM APPRO 7-3-14 1 12- Radios 2 1- Production Manager x 2 Days_ 1 1- DFW Metroplex Trucking T..... General Detail (REFER i'O N4."r and Site Walkthrou h -General info below) 400' from Rustin to Transition area 1 _ 805' from Transition 1 to Cornish 75W from Cornish to McPherson 350' of run area in 1viOlmson Total Event Run is 2200'.(Blit there are areas with dual runs] Purchaser Requirements Purchaser to close all streets to vehicle traffic Purchaser to provide all electrical as r uired Pmp" Crawled/Revised by IM 6,14,,O"M 4D - 40 4D - 41 P747AOILC ShippifglRecetving SD43 MLK FreewaylFort Worth TX. 761191B�1ring 2042 West Osage Road, Duncan, OK 73533 Customer ISouthiake/City of 1 11/22/2014 1 PROPOSAL HOME FOR THE HOLIDAY Partial Lighting Load In 11.21.141PM Staging Load In 11.21.141 159PM Audio Load In 11.22-14 9AM Southtake Downtown Ryan McGrail Events and Marketing Coordinator City of Southlake 7-74S-8203/Fax:817 -748-802, Parrillion (Gazebo Area) -(Community Bandl -subtotal $1 1 1- x32 Console Tablet/Router Pack 1 1-MbSUnds Pack Per Advanta 1 6-VTSt1, 2 -Subs, Ampiiifcatieorn/PmoessinglCabling Inherent 1 2 RIM Event SpowUXLR 1 1-11mtx/2Wedge Monitor/Front Flit System ProcessinglAmpligcatiordCabling Inherent 1 1 Audio Tech x 1 -day on site Skirted SoundwkVs Rustin Park Stage (Court House Stage ... Stage provided) - Subtotal 1 2-x32 Console TabletlRouter Pack, CD Playernpod Interface 1 1- Choir Mic/Stards Pack Per Advance 1 &VTOO, 2 -Subs, AmplifcationlProcessingfCabling Inherent 1 12- Speaker on TripodlScaff DLRWbuted PruoessingfAmplifreation/Cabling Inherent 1 4 -Ch Shure RF UR4 HHIBP (For Mayor, And Santa) 1 1-1mIx2Wedge Monitor System ProcessinglAmplific0onfCabling Inherent 1 1- Audio Techx 1 -day on site 1 1- Tech Assist 1 1 -Acrylic Podium wILED Teaser 1 1-191W Leko to Light Santa on town hall balcony I 2-4bar or equivalent Iighling on standslw dimming and control 1 6 -LED Par Accea Lighting 1 2- 2k Spot for Santa (Client must provide roof access and lift or access for placement) 1 2- Spot Operator Shaer Cell Only 2 1- Lighting Technician x 2 Days on site 1 1- Lighting Teehniclan x1 Day on Site Skirted Soundwings Frank Cornish Park - Subtotal $4,817 1 1-1 IWI Digital Console/Processing 1 1 -CD Playerltpod Interface 1 1- LA"r MidSiands Pack PerAdvanoe 1 2 -RF HH PGX 1 1-1mWWedge Monitor Systems ProcessingfAmpliflcatiardCabling Inherent 1 1-612 Omega U12/Sub Mains System Processing/A.mplificationfCabling Inherent 1 1- Audio Tech& 1 -day on site I I6-t.ED ParAccent Lighting 1 2.4bar or equivalent lighting on stands/w dimming and control 1 2-04 Skfrted Soundwings 1 1-32x24x38" Multi Tier Sia9e w/Safiety Rail 1 5-4 Tier Chair Risers 2 1- Staging Tech x 2 Days on site Hand Bell Per%rtnance Area (on street) - Subtotal 1 2- 2& &tree Lekaftr on Pipe and Base I a -LED Par For AccentlAddtlfOnal Lighting SnowMan Building Area -Subtotal In Frank Cornish Linhtina 1 12 -LED Par Accent Lighting Snow Hill - Subtotal Alft 1 2 -Speakers on Tripod Stand, Ipod Interface 1 1-CablinglPower Inherent Lighting 1 &-LED Par Accent Lighting PRODUCTION SUBTOTAL labor/Power/Misc - Subtotal 1 Shipping 2 1 -Production Manager x 2 Days on ske 1 4- Hands x4 Hour Call 11.21.141 PM 1 &-hands x 8how load in 11,21.141159pm 1 8 -hands x &hour load In 11-22.14 8AM (estimated) 1 10 -hands x 6 hour load out 11.22.1410pm 1 2-FlaSed Runner Carts 1 1-60kw Generator 1 3.51w Generator fru Street Areas 1 2 20kw Generator for Spotlights 1 75 -Cable Covers (Eslimated)(if more are wededla dditional will be billed) 201410% Equipment Discount $280.001 $14,642.001 $9,1 Proposal Revised by IM 1114114 1CAM Total.• -$1,464,201 4D - 42 /1/1PA wwW. rnl lte rpr*vvLcvm Miller Pro AVL 16010 Mueurer Ln Del Valle, Texas 78617 USA Phone: 1 855 572-2856 www.millerproavi.com Q. 4D - 43 Quote Number: 16-0040 Southlake Theatrical Performane Client Bill To Venue I Site Southlake TX, City of Southlake TX, City of 1400 Main Street 1400 Main Street Southlake, TX 76092 Southlake, TX 76092 Phone: 8177488611 Phone: 81774886'11 I_ Account Manager I Shipping Method I Customer PO I Warehouse I Terms I Tax Rule I out I Return Type Qty. Description Note Time Rate Price Price Ext. Production 1 Avid SC48 Digital Mixing Console System Production 1 MainsPack6VertecVT488BArrayModule/2Frame/2HA/PD/100'Fdr.Tails Production 4 JBL SRX 728 Dual 18" Subwoofer Production 1 Front Fill Pack/4-filYAmp Pack/NL4 Pack Production 1 Mic Pack (Standard) Production 1 Galaxy MPA 53ch Snake Production 2 Audio Technician Misr- 2 Stage hands in and out Production 2 Wireless Mic Pack/4-Shure ULX Full Combo/ with Hand Held/MicJComtiinerlPOdol✓ aUase/Drawel ck/2-BalgOM Subtotal: $3,280.00 X Sales Tax: $0.00 Signature: tate: Total: $3,280.00 Total Applied Payments: $0.00 Balance Due: $3,280.00 1018!2015 9:30 PM Page 1 of 1 www. m it ierw<►:+vt.Qom Miller Pro AVL ie010 Mueuner Ln Del Valle. Texas 78617 USA Phone: 1-855-672-2856 www,millerpmavl.com Quote 4D - 44 Quote Number: 16-0035 Southlake Frank Edgar Cornish Client Bill To Venue I Site Southlake TX, City of Southlake TX, City of 1400 Main Street 1400 Main Street Southlake, TX 76092 Southlake, TX 76092 Phone:8177488611 Phone:8177488611 Account Manager I ShiRping Method Customer PO I Warehouse I Terms Tax Rule Chris Wamdahl NIA I Austin 50150 Ship Date Load In Show Start I Load Out Return Date Discount 1111201612:00 AM 11912016'12:00 AM 1111201612:00 AM 1111/2016 12:00 AM 1/1/2016 9:00 AM Type Qty. Description Note Time Rate Price Price Ext. Audio Production 1 Behringer X32 Digital Mixing Console System Production 1 MainsPack6VertecVi4888ArrayModule/2Frame/2HAIPD/100'Fdr.Tails Production 4 JBL SRX 728 Dual 18' Subwooter Production 1 Front Fill Pack/2-fill/Amp PeckINL4 Pac Production 1 6-mbd6-wedge /amp packINL4 pack Production 1 Mic Pack(Small) Production 2 Audio Technician Produation 50 Audio Shipping Audio: $2,680.00 Speaker Wing Production 4 Staging-44-Bi1jax/Multi Stage Stage 4x8x5 speaker wing Deck Lighting Production 1 Lighting Pack (Static -non dimming)12k Lighting System/w-12 conventional par can/clamps/AC i Signature: Data: 10/812015 8:48 PM Speaker Wing: $100.00 Subtotal: Sales Tax: Total: Total Applied Payments: Balance Due: Lighting: $165.00 $2,945.00 $0.00 $2,945.00 $0.00 $2,945.00 Page 1 of 1 A1� vvwv.%ml l larpnwvl.com Miller Pro AVL 16010 Musurer Ln Del Valle, Texas 78617 USA Phone: 1-855-672-28% www.millerproavi.com Quote 4D - 45 Quote Number: 16-0035 Southlake Frank Edgar Cornish Client Bill To Venue 1 Site Southlake TX, City of Southlake TX, City of 1400 Main Street 1400 Main Street Southlake, TX 76092 Southlake, TX 76092 Phone: 8177488611 Phone: 8'177488611 Account Manager Shipping Method Customer PQ I Warehouse Terms Tax Rule Chris Wamdahl NIA Austin 50150 Balance Due: $2,945.00 Ship Date Load In Show Start Load Out Return Date Discount 1111201612:00 AM 1111201612:00 AM 1111261 6 12:00 AM 1111201612:00 AM 1 1/1/2016 9:00 AM Type Qty. Description Note Time Rate Price Price Ext. Audio Production 1 Behringer X32 Digital Mixing Console System Production 1 MainsPack6VertecVT4888ArrayModule/2Framel2HA/PDI100'FdrTails Production 4 JBL SRX 728 Dual 18" Subwoofer Production 1 Front Fill Pack/2-fill/Amp Pack1NL4 Pao Production 1 6-mix/6-wedge lamp pack/NL4 pack Production 1 Mic Pack(Smt_ Production 2 Audio Technician Production 50 Audio Shipping Speaker Wing Production 4 Staging-4x4-Bi1jaxlMull i Stage Stage 4x8x5 speaker wing Deck Lighting Production 1 Lighting Pack (Static -non dimming)12k Lighting Systemtw-12 conventional par can/ciamps/AC Note Load in day of event. Note Designed for community events. No spec given X Signature: Date: Audio: $2,680.00 Speaker Wing: $100.00 Lighting: $165.00 Subtotal: $2,945.00 Sales rax: $0.00 Total: $2,945.00 Total Applied Payments: $0.00 Balance Due: $2,945.00 10/812015 8:52 PM Page I of 1 www. MI Ilerproavl.C*M Miller Pro AVL 2701 E. Loop 820 S Fort Worth, TX 76115 USA Phone: (817) 654-9905 www.rnillerproavl.cnm Quote 4D - 46 Quote Number: 16-0041 Southlake Aria Choral Performance Client Bili TO Verve i Site Southlake TX, City of Southlake TX, City of 1400 Main Street 1400 Main Street Southlake, TX 76092 Southiake, TX 76092 Phone:8177488611 Phone:8177488611 I Account Manager I Shipping Method I Customer PO I warehouse I Terms I Tax Rule I N/A Ship Date $3,650.00 Load In I Show Start I Load Out Return Date Discount 111/2016 '12:00 AM Total Applied Payments: 11112016 9:00 AM Balance Due: $3,650.00 Type Qty. Description Note Time Rate Price Price Ext. Audio Production 1 Avid SC48 Digital Mixing Console System Production 1 MainsPack6VertecVT4888ArrayModulel2Frame/2HA1PD/100'Fdr.Tails Production 4 JBL SRX 728 Dual 18" Subwoofer Production 1 Front Fill Pack/4-FII/Amp PackINL4 hack Production 1 13-mix/6-wedge lamp packlNL4 pack Production 1 Mic Pack (Standard) Production 1 Galaxy MPA 53ch Snake Mise 2 Stage hands in and out Production 2 Audio Technician Audio: $3,050.00 Risers Misc 6 3 level choral risers Day Rate 100.00 600.00 Risers: $600.00 Note Same day load in Note No tech specs given X Signature: Date: 1061812015 9:36 PM Subtotal: $3,650.00 Sales Tax: $0.00 Total: $3,650.00 Total Applied Payments: $0.00 Balance Due: $3,650.00 Page 1 of 1 vvww.rwlldrrpr- -3W cc M Miller Pro AVL 2701 E. Loop 8200 S FortWorth , TX 76119 USA Phone: (817) 654-9905 www.millerproavl.com Quote 4D - 47 (quote Number: 15-1925 Southlake Aria Large band Client Bill To Venue 1 Site _ Southlake TX, City of Southlake TX, City of µ 1400 Main Street 1400 Main Street Southlake, TX 76092 Southlake, TX 76092 Phone: 817748861'1 Phone: 8177488611 Account Manager I Shipping Method I Customer PO Warehouse Terms Tax Rule Chris Wamdahl NIA Dallas/Fortworth 50150 Ship Date Load In Show Stant Load Out Return Date Discount 1111201612:00 AM I I 1/1/2016 9:00 AM Type ft. Description Note Time Rate Price Price Ext. Production 1 Avid SC48 Digital Mixing Console System Production 1 MainsPeck6VertecVT4888ArrayModule/2Frame/2HAIPDfIWFdr.Tails Production 4 JBL SRX 728 Dual 18" Subwoofer Production 1 Front Fill Pack/4-fill/Amp PacVNL4 Pack Production 1 Behringer X32 Digital Mixing Console System Production 1 6-mix/6-wedge lamp pacWNL4 pack Production 1 Mia Pack (Standard) Production 1 Galaxy MPA 53ch Snake Production 2 Audio Technician Mise 2 Stage hands in and out Note Same day load in Note No tech specs given Su btotal: $3,350.00 X Sales Tax: $0.00 Signature: Date: Total: $3,350.00 Total Applied Payments: $0.00 Balance Due: $3,350.00 10!812015 9:27 PM Page 1 of 1 WWW. nick TWVOvl.c+xn Miller Pro AVL 2701 E. Loop 820 S Fort Worth, TX 76119 USA Phone: (897) 654-9905 www.millorproavl.com UC►te 4D - 48 Quote Number: 16-0036 Southlake Family park Client Bili To Venus 1 Site Southlake TX, City of Southlake TX, City of 1400 Main Street 1400 Main Street Southlake, TX 76092 Southlake, TX 76092 Phone: 8177488611 Phone: 8177488611 Account Manager Shipping Method Customer PO I Warehouse Terms Tax Rule Chris Wamdahl N/A I Dallas/Fortworth 50150 Balance Due: $2,945.00 Ship Date Load In Show StartLoad Out Return Date Discount 1111201612:00 AM 111/2016 12:00 AM 1111201612:00 AM 1/1/2016 12:00 AM 1 1/1/2016 9:00 AM Type Qty. Description Note Time Rate Price Price Ext. Audio Ship Date: 1111201612:00 AM Return Date: 11112016 9:00 AM Production 1 Behringer X32 Digital Mixing Console System Production 1 MainsPack6VertecVT4888ArrayModule/2Frame/2HA/PD/10VFdr.Tails Production 4 JBL SRX 728 Dual 18" Sutrwoofer Production 1 Front Fill Pack/2-fill/Amp Pack/NL4 Pac Production 1 6-mIx16-wedge lamp pack/NL4 pack Production 1 Mic Pack(Small) Production 2 Audio Technician Production 50 Audio Shipping Speaker Wing Scrip Date: 1111201612:00 AM Return Date: 1/1/2016 9:00 AM Production 4 Staging4x4-BiljaxlMuiti Stage Stage Deck Lighting Ship Date: 1111201612:00 AM Retum Date: 11112016 9:00 AM Production 1 Lighting Pack (Static -non dimming)12k Lighiing Systemlw-12 conventional par can/ciamps/AC Note Load in day of event. Note Designed for community events. No spec given X Signature: Date: 4x8x5 speaker wing 1018/2015 8:57 PM Audio: $2,680.00 Speaker Wing: $100.00 Lighting: $165.00 Subtotal: $2,945.00 Sales Tax: $0.00 Total: $2,945.00 Total Applied Payments: $0.00 Balance Due: $2,945.00 Page 1 of 1 www ml1hwpr*,wL e*m Miller Pro AVL 16010 Mueurer Ln Del Valle, Texas 78617 USA Phone:! -855-672-2856 www_millerproevi.com Qu ote 4D - 49 Quote Number: 16-0039 Southlake Frank Edgar to Family Park Client Bill To Venue I Site Southlake TX, City of Southlake TX, City of - 1400 Main Street 1400 Main Street Southlake, TX 76092 Southlake, TX 76092 Phone:8177488611 Phone:8177488611 Account Manager Shipping Method I Customer PO Warehouse Terms tax Rule Chris Wamdahl NIA Austin 50150 1 Behringer EuroRack MX602A 4 Channel Analog Mixing Console Misc 1 ADA Cable ramps Ship Date toad In I Show Start toad Out Return Date Discount 11111201612:00 AM I I I 11/1/2016 9:00 AM _.1 -- Type Qty. Description Note Time Rate Price Price Ext. Production 1 Behringer EuroRack MX602A 4 Channel Analog Mixing Console Misc 1 ADA Cable ramps Production 15 Speaker on Stick/Omega U 12 on Tripod with amp pack/NL4 Pack and AC Pack Misc 1 New Misc kine Misc 1 New Misc Line Misc 1 Processing for delay Misc 6 Line balance transformer Note 1000' feet festival spool Production Audio Technician Production 60 Cable Ramps X Signature: Date: Subtotal: Sales Tax: Total: Total Applied Payments: Balance Due: $2,310.00 $0.00 $2,310.00 $0.00 $2,310.00 1002015 9:16 PM Page 1 of 1 WWI Miller Pro AVL. 2701 E. Loop 820 8 Fort Worth. TX 76119 USA Phone: (817) 654-9905 www.millerproavl.cnm Quote 4D-50 Quote Number: 16-0037 Southlake McPherson park Client Bill To Venue Mte Southlake TX, City of Southlake TX, City of 1400 Main Street 1400 Main Street Southlake, TX 76092 Southlake, TX 76092 Phone: 8177488611 Phone: 8177488611 Account Manager I Shipping Method I Customer PO I Warehouse Terms Tax Rule Chris Wamdahl NIA 1. Dallas/Fortworth 50150 $0.00 Balance Due: $2,945.00 Ship Date Load In _ Show Start I Load Out Return Date Discount 111/201612:00 AM 1 111!201612:00 AM 1111201612:00 AM 1/1/201612:00 AM 1/1/2016 9:00 AM Type Qty. Description Note Time Rate Price Price Ext. Audio Ship Date: 1111201612:00 AM Return Date: 1/1/2016 9:00 AM Production 1 Behringer X32 Digital Mixing Console System Production i MainsPack6VertecVT4888ArrayModulel2Frame/2HA1PD1100'Fdr.Tails Production 4 JBL SRX 728 Dual W' Subwoofer Production 1 Front Fill Pack/2-fill/Amp Pack/NL4 Pac Production 1 6-mix/6-wedge lamp pack/NL4 pack Production 1 Mic Pack(Small) Production 2 Audio Techniclan Production 50 Audio Shipping Audio: $2,680.00 Speaker Wing Ship Date: 1111201612:00 AM Return Date: 1/112016 9:00 AM Production 4 Staging-4x4-BiijaxlMulti Stage Stage 4x8x5 speaker wing Deck Speaker Wing: $100.00 Lighting Ship Date: 1111201612:00 AM Return Date: 11112016 9:00 AM Production Lighting Pack (Static -non dimming)12k Lighting System/w-12 conventional par can/clamps/AC /Vote Load in day of event. Note Designed for community events. No spec given X Signature: Date: 10/812015 9:02 PAR Lighting: $165.00 Subtotal: $2,945.00 Sales Tax: $0.00 Total: $2,945.00 Total Applied Payments: $0.00 Balance Due: $2,945.00 Page 1 of 1 Y, wwwrm111Nproavl.cam Miller Pro AVL 19010 Mueurer Ln Def Valle, Texas 78617 USA Phone: 1-855-672-2856 www.mlilerproavi.corn ut( 4D-51 Quote Number: 16-0039 Southlake Frank E=dgar to Family Park Client Bill To Venue / Site Southlake TX, City of Southlake TX, City of 1400 Main Street 1400 Main Street Southlake, TX 76092 Southlake, TX 76092 Phone:8177488611 Phone:8177488611 Method Austin Ship Date Load In Show Start Load Out Return Date Discount 1111201612:00 AM 1/112016 9:00 AM Type Qty. Description Note Time Rate Price Price Ext. Production 1 Behringer EuroRack MX602A 4 Channel Analog Mixing Console Misc 1 ADA Cable ramps Production 15 Speaker on Stick/Omega U12E on Tripod with amp packlNL4 Park and AC Pack Misc 1 New Misc Line Misc 1 New Misc Line Misc 1 Processing for delay Misc 6 Line balance transformer Note 1000' feet festival spool Production 1 Audio Technician Production 60 Cable Ramps Subtotal: $2,310.00 X _ _ Sales Tax: $0.00 Signature: Date: Total: $2,310.00 Total Applied Payments: $0.00 Balance Due: $2,310.00 101812015 9:16 PM Page 1 of 1 MPA wwwi.ml lNrpmavlrom Miller Pro AVL, 16410 Mueurei Ln Del Valle, Texas 78617 USA Phone: 1-855-672-2856 www.miuelpmavl.com Quote 4D - 52 Quote Number: 16-0038 Southlake Mcpherson to Frank Edgar Park Client Bill To Venue / Site Southlake TX, City of Southlake TX, City of 1400 Main Street 1400 Main Street Southlake, TX 76092 Southlake, TX 76092 Phone:8177488611 Phone:8177488611 Account Manager Shipping Method Customer PO Warehouse Terms Tax Rule Chris Warndahl NIA Austin 50150 Ship Date Load In Show Start I Load Out Rstum Date Discount 1/11/20116 12:00 AM IIII 201612:00 AM 1111201612:00 AM 1111201612:00 AM 1/112016 9:00 AM Type Qty. Description Note Time Rate Price Price Ext. Production 1 Behringer EuroRack MX602A 4 Channel Analog Mixing Console Misc 1 ADA Cable ramps Production 15 Speaker on SticklOmega U12E on Tripod with amp packlNL4 Pack and AC Pack Misc 1 New Misc Line Misc 1 New Misc Line Misc 1 Processing for delay Misc 6 line balance transformer Nate 1000' feet festival spool Production i Audio Technician Production 60 Cable Ramps X Signature: Date: Subtotal: Sales Tax: Total: Total Applied Payments: Balance Due: $2,310.00 $0.00 $2,310.00 $0.00 $2,310.00 1018/2015 9:13 PM Page 1 of 1 EAGLAVL-01 AHENNINGER CERTIFICATE 4F LIABILITY INSURANCE 1017120l8 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BYTHE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED RIEPRESENTA71VE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: It the certificate holder Is an ADDITIONAL INSURED, the pollcylles) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsemant(s). PRODUCER BancFlrst Insurance Services, Inc. PO Box 247 CONTACT NAME. PHO E580 250-209 Nq ; 580 250-2078 ADDRE'®S: Lawton, OK 73502 WSURERIS AFFORDING COVERAGE NAICP AZC80901SZ4 INSURMA:American Insurance Company 0//0812016 INSURED INSuRwB;Flreman's Fund Insurance Co. Eagle AVL, Inc. Danny M Ilier 2002 W Osage *ZURBRC INsuIkERO: INeuRERE Duncan, OK 73533 I B COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENTWITHRESPECTTOWHICHTHIS CERTIFICATE MAYBE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS. EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAYHAVE BEEN REDUCED BY PAID CLAIMS. iftft LTR TYPE OF INSURANCE INSO VND POLICY NUMBER M M P LIMITS A x COMMERCIAL GENERAL LIABILITY CL^dMS401ADE In OCCUR AZC80901SZ4 01/08/2015 0//0812016 EACH OCCURRENCE 5 1,000,E PREMISES Ea Ice $ 100,00 MED EXP (Anyora pxson) $ 10,00 PERSONAL4ADV 4.URY $ 1,000,00 GENL AGGREGATE LIMIT APPLIES PER: PRO - POLICY F—] LOC OTHZR: GENERAL AGGREGATE $ 2,000,00 PRODUCTS -COMP/OPAGG 5 2,000,00 S B AUTOMOBILE X LIABILITY ANY AUTO ALLOVOIED X SCHEDULED HIRED AUTOS x AjTO � BH5MZA80310i65 01/08/2015 01/0812016 E,Macfiderr tSINGLE LUA6 $ 1,000,00 BODILYINJURY [Per parson) S BODILY INJURY(PeroWe6ol) $ Paracadent s 5 B X UMBRELLAUABx EXCESSLIAB OCCUR CLAIMS -WADE XAU15146384 01108/2015 01/08%2016 VCHOCCURRU;CE S 3,QDD,00 AGGREGATE S DED I X I RETENTION0 Aggregate s 3,000,00 A WORKERS COMPENSATION AM EMPLOYEFW LIABILITYSTATUTE ANY FROPaIETCAIPARTNEWWCunVE Ywr114 OFFICERlMBdaER EXQ LID®TEl (MandatoFInnn) It yes, desa6e under (DESCRIPTION OF OPERATIONS below A 081024361 01/08/2015 01/08/2016 ER E.L. EACH ACCIDENT $ 1,000,00 EL -DISEASE -EA EMPLOYEE $ 1,000, E L DISEASE-POLH.Y LIMir S 1,000,0 DESCRIPTION OF OPERATIONS! LOCATIONS! VEHICLES (ACORD 101. Additional Remarks Schedule, may beatmched if moreapace la requtred) includes Commercial General Liability Insurance, including Blanket Contractual Liability, Broad Form Property Damage, Personal Injury, Completed OperationslProducts Liabifity, Premises Liability, Medical Payments, Interest of Employees as innueds. For Information Purposes Only SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AurHoRIZEO REPRESENTATIVE ®1988 2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014101) The ACORD name and logo are registered marks of ACORD 4D-54 "T'-9 Request for Taxpayer awe Form to tha t', 4. C v? Wra j74) Identification Number and r Certification " tw. Do not ci yr ..t ±r crr:,,4Yr send to ft IRS. r t J.!•'�_ ...,'4` ;'1 i^::�, ..!-, ^.i.-'! �• n:. r: re:..; r -ti •Y'Y . w. :a: I t,?3^k 2002 W OSAGE ROAD_ y 6 Grt.Yit9.w;2%?cc Ys �+ DUNCAN, OK 73533 7l •it^;ir.:Ynunhr-s'r.c++tr;;t ,'gi —._ � -' — - -----' Taxpayer Identification Number (TjNj-- Cnter )ot r TIN in ftte V prtrr•la'e bon. Tke YIN d" mug r»Atth `no nt-n a g r.: y e t I.m 7 to is. ! j Sor .®t sxtrity rwwnlder C.fCkup rn:thhn". For ItAvitfi.An. this €R rg:ma6 j 1'ow :o-�-A S#Curify nt ntal:r (S41131 tfflx :•; r, #rt 1 - r h: srtyfYrt 2rtr'1, S'.C:tr pirtpri,itr.r, Or dis^.rnylyd?d•lfkty �? tty P,yit 1 Nl;trU'.l :e'i cit.t'I•! 3. FLr r:'.f1Ct " I - Crrt.1K 1. ii 15 your errpt.yrer i1_?•!f•Ik now naff'wr ZEIN: or Nota. If ttlo act...4int m in rnw3 than me rame. "Pg It1P -q- <_rut:t'-- ^.; f r • ra t :•n;i t!ta ti vi f y-- • fU i �r++pMyf+idrwwitftativin rAW19 er 1 _ i2 6 1[2 610 3 8'0; LEMR Certification I r l. -f W nattR•- of pr:gLj. t rrbfy that: Thsnumtxrrt4.# non ttl!;form it. r;grc,rect!:t..41,lir,*!-; r't:*_.,.!'::.r,kr,.ri.�r;.r1 t'.1r.•r :�`rr truilxt0L{::Stt dt ?.r+12..i>! -:`n not rm:t.pd to t xkup wff, +o: 11,# tk::;v 'tJ I _..t 1 t.r 1 't it -'lY L:+_ett..rs d :'n i 4r br ! hn':,� rot t w n r_ ='+'1 by fF.•' r-tpT,r! Rf..e: r�.. r,<..: -r nitr,r th.Yt Ivo y ,, .,Y t to U�: ,uP wrltrl r:n 3i 3 r :t t.^r .t :;,r, to r_p_ , ,cr u. r• _c.;t ..r a '.irk r. ,.r . IF t1 : rrtn alt rr.a t�]T t am r .31ur;r: r -;. rt,:r:t to t.. kvP Nithnr4,..%a:: W. .� t am a U S. r4 rt or r.il•-• U.S. f1r :d`n :(y..^- tt Ci:..snr;; and .i, f r�u Fyi'CA C.;�-�:'.1 ! n•Cr•'rt C^ fhi". f�'r}tk ;'# x'';', d r�1r+t,<r.:i thdi t :i r' r•-r-.r',�I r'•'t � F ir' ":r' r^Lx`.^'"� F Gr::^...: -f. Certifkuti in insbVetmns. t:.f rrrr't f, aaj it, --n 7.11. . t y; +t:., 's kf,' 1 (: t !:3:.{ �ti'l.-s t'.:d ,_U :.r: r.rr. ,. •1/ gut ::> t ty t-xiup 0 c: vvw YOU ",;;_m:.1.t f .i ': r n+>e y ..:mtr . ; :ter -f d.:.rt.:. •- rn y"rir ta. r.+I.-rr Fr •, .d . -,• r_ ' r::ri•t.Chk7:t 'p,:r. ? jj.: n. t :-le,ErF rrrra tMr.: -t ;s f. :tit r Sry Y W uty'a,,. m '^rt -)F : va i F •:ryr•rty ry »: tit fir. rt drt. n gtr,r:r :r•.s to an: '_ ts.:au : rr': r *,l lit ;y rn.; rt (Irma• araf Rc IaLki, polmentz kAr�r lltdn a::ara.;t ;rrd dry rfr3.,-15. IOU a(., r A1: rpr r. to ' +,n tr'+r. rt.yrvorn. to ,cu mlr: t p=o'-.dr+ r -r tr zrrr =.t TIN St :t ;t•,,. irr>t sn t nr ; t' -n p, --W 3. Sign sl�k>:tweart !i. >� ��l J Here us. Per+lnrt General Instructions ..., erY r.lJrw:, r' y .. f:c !:'lM:, *.•+�,a ...:. r. E- .., •z ;'•.'•Y Purpose of Fotm :+.s .rt,;'. � w.r "rr !•'•.. r : ym YI•J r:..;;..w"r2•f w*o n':xI1 :.:d !'.' ? n •. i r.:.:.'r r:.x-.f.;nyl r'iQ ri�rr'415t C.r"�ry.,. :�rf,'"�t t.I]^Tar .Ir'. _ T •ffr•.. Yi.:! T r•A' trR yr.ur Si:'r. it �«r.g,.Nj rM1. rtAt,a• � �''-lir. r're n y r.Y.! �M.. _.. .n l,.Mrt•f tfrre•,;;,r•:.nr;•f;rr�•;r•N t,'•�°=..1 �:.'r.•1... -�: .. trr- •til ,_,y.•+r At. n ' ErA,' t=�'rl. h r= ^pR r'k r.l:-��rr'"]!(:'m rt:!'.'n :"p;Ym „(.' .� E'7 j :ri. Cr �_nZ. ""'*iu : rtCi.'�3, dWt .cz 'a_T•'i .:; h ' M. F, �. d ".J, i. p � .r . - •i_'.11L:7C:'1+, ._ ,.... ..,+.-..:.;ik ... _ ., a 't.r. • FG . t6::. 3:: �.i Li' i•?,:1t ,..f 7.0['.:.r ...ry .. .. • i,^+•' liy?-tC '•rp:.`. ^l i,iY :. ,:t"''i t:re if t -a l- .... . • F rd m 1' i .- rr }.krr'rrate s E i=.tw:;•• l a :n Y,•.M,, 1. r -31 . .'fsrr, :..,. -..rl rri ,l ., a t_e...:r.r.. t:'n %�•e, x'•+n:�n-� ':a:,.•7 .•,I•'.,V;. Irl_ '�•'8':•rd J�.'+^' t . •'r: •l . _, v a ""j �,•a a , . _ .- '-: r r+r .•r:r y:« .,xY't..y ..v � Ykrrr :. life :".t .ii:':. i•'. .�L.ttit tY t:w..•_y r•. "r. '. fa AJ, ' t .G.'• -4 k _yv.1 •t t '. r t ;".p) t y`- y tha- r 't x''r;'N•r�r'1 PA-W4Y. ..rt t.: c .'«I �.,:. 7 .. J c•. W-1) F'ry EAGLE AVL, INC ri vi 2 F m� --*S t fl r ': s =qY t rd tint•, .<a e. t u Kerer: t-_er. bN: d r, c M 3 E. h:tik:4"-'4:+^'e• t.•x fe Y, •". t� j"400:_ 2 V-1. 6i rw k13fV ... r,i c.:.'_. p:.. .. dwoa oc+rlrrc-rratwr• :'C.^fk-..t• i.) f s.Y / .` r x •a:....s3:.' t. h -;G ..:-. 1. ',x'xE-Hy-, T,., - Year•.-:._. I..Med..34.:I!iTCC- 'J'nr. Entn-V-4!a.c At -•t. ... :.� .zra.• ..,..r: ... �r :: 'i-"���.rn. r%;k:rr ...:,1 t..r,..!. ,.',rn,:• p s -i flOtMF4xlrlr,,.RMY.els.tl-,ftf"C.•✓k.F-.''1.7y,;•>t'�>:..';�-,C>4 •.:.a :N'�>ti:'..c •: (•.,'_.q .. ., h.r r�� �. :.'.rc�i-r'�y-_at.y'.r Cyr t?T` t .1 Ela . ]'Y r. r t -:t 5 :' j j r••<A' i)Q! .e nnr & AC.trw-'r it rr't.M, 4'+1 r.. M 1.... '+9.' 2002 W OSAGE ROAD_ y 6 Grt.Yit9.w;2%?cc Ys �+ DUNCAN, OK 73533 7l •it^;ir.:Ynunhr-s'r.c++tr;;t ,'gi —._ � -' — - -----' Taxpayer Identification Number (TjNj-- Cnter )ot r TIN in ftte V prtrr•la'e bon. Tke YIN d" mug r»Atth `no nt-n a g r.: y e t I.m 7 to is. ! j Sor .®t sxtrity rwwnlder C.fCkup rn:thhn". For ItAvitfi.An. this €R rg:ma6 j 1'ow :o-�-A S#Curify nt ntal:r (S41131 tfflx :•; r, #rt 1 - r h: srtyfYrt 2rtr'1, S'.C:tr pirtpri,itr.r, Or dis^.rnylyd?d•lfkty �? tty P,yit 1 Nl;trU'.l :e'i cit.t'I•! 3. FLr r:'.f1Ct " I - Crrt.1K 1. ii 15 your errpt.yrer i1_?•!f•Ik now naff'wr ZEIN: or Nota. If ttlo act...4int m in rnw3 than me rame. "Pg It1P -q- <_rut:t'-- ^.; f r • ra t :•n;i t!ta ti vi f y-- • fU i �r++pMyf+idrwwitftativin rAW19 er 1 _ i2 6 1[2 610 3 8'0; LEMR Certification I r l. -f W nattR•- of pr:gLj. t rrbfy that: Thsnumtxrrt4.# non ttl!;form it. r;grc,rect!:t..41,lir,*!-; r't:*_.,.!'::.r,kr,.ri.�r;.r1 t'.1r.•r :�`rr truilxt0L{::Stt dt ?.r+12..i>! -:`n not rm:t.pd to t xkup wff, +o: 11,# tk::;v 'tJ I _..t 1 t.r 1 't it -'lY L:+_ett..rs d :'n i 4r br ! hn':,� rot t w n r_ ='+'1 by fF.•' r-tpT,r! Rf..e: r�.. r,<..: -r nitr,r th.Yt Ivo y ,, .,Y t to U�: ,uP wrltrl r:n 3i 3 r :t t.^r .t :;,r, to r_p_ , ,cr u. r• _c.;t ..r a '.irk r. ,.r . IF t1 : rrtn alt rr.a t�]T t am r .31ur;r: r -;. rt,:r:t to t.. kvP Nithnr4,..%a:: W. .� t am a U S. r4 rt or r.il•-• U.S. f1r :d`n :(y..^- tt Ci:..snr;; and .i, f r�u Fyi'CA C.;�-�:'.1 ! n•Cr•'rt C^ fhi". f�'r}tk ;'# x'';', d r�1r+t,<r.:i thdi t :i r' r•-r-.r',�I r'•'t � F ir' ":r' r^Lx`.^'"� F Gr::^...: -f. Certifkuti in insbVetmns. t:.f rrrr't f, aaj it, --n 7.11. . t y; +t:., 's kf,' 1 (: t !:3:.{ �ti'l.-s t'.:d ,_U :.r: r.rr. ,. •1/ gut ::> t ty t-xiup 0 c: vvw YOU ",;;_m:.1.t f .i ': r n+>e y ..:mtr . ; :ter -f d.:.rt.:. •- rn y"rir ta. r.+I.-rr Fr •, .d . -,• r_ ' r::ri•t.Chk7:t 'p,:r. ? jj.: n. t :-le,ErF rrrra tMr.: -t ;s f. :tit r Sry Y W uty'a,,. m '^rt -)F : va i F •:ryr•rty ry »: tit fir. rt drt. n gtr,r:r :r•.s to an: '_ ts.:au : rr': r *,l lit ;y rn.; rt (Irma• araf Rc IaLki, polmentz kAr�r lltdn a::ara.;t ;rrd dry rfr3.,-15. IOU a(., r A1: rpr r. to ' +,n tr'+r. rt.yrvorn. to ,cu mlr: t p=o'-.dr+ r -r tr zrrr =.t TIN St :t ;t•,,. irr>t sn t nr ; t' -n p, --W 3. Sign sl�k>:tweart !i. >� ��l J Here us. Per+lnrt General Instructions ..., erY r.lJrw:, r' y .. f:c !:'lM:, *.•+�,a ...:. r. E- .., •z ;'•.'•Y Purpose of Fotm :+.s .rt,;'. � w.r "rr !•'•.. r : ym YI•J r:..;;..w"r2•f w*o n':xI1 :.:d !'.' ? n •. i r.:.:.'r r:.x-.f.;nyl r'iQ ri�rr'415t C.r"�ry.,. :�rf,'"�t t.I]^Tar .Ir'. _ T •ffr•.. Yi.:! T r•A' trR yr.ur Si:'r. it �«r.g,.Nj rM1. rtAt,a• � �''-lir. r're n y r.Y.! �M.. _.. .n l,.Mrt•f tfrre•,;;,r•:.nr;•f;rr�•;r•N t,'•�°=..1 �:.'r.•1... -�: .. trr- •til ,_,y.•+r At. n ' ErA,' t=�'rl. h r= ^pR r'k r.l:-��rr'"]!(:'m rt:!'.'n :"p;Ym „(.' .� E'7 j :ri. Cr �_nZ. ""'*iu : rtCi.'�3, dWt .cz 'a_T•'i .:; h ' M. F, �. d ".J, i. p � .r . - •i_'.11L:7C:'1+, ._ ,.... ..,+.-..:.;ik ... _ ., a 't.r. • FG . t6::. 3:: �.i Li' i•?,:1t ,..f 7.0['.:.r ...ry .. .. • i,^+•' liy?-tC '•rp:.`. ^l i,iY :. ,:t"''i t:re if t -a l- .... . • F rd m 1' i .- rr }.krr'rrate s E i=.tw:;•• l a :n Y,•.M,, 1. r -31 . .'fsrr, :..,. -..rl rri ,l ., a t_e...:r.r.. t:'n %�•e, x'•+n:�n-� ':a:,.•7 .•,I•'.,V;. Irl_ '�•'8':•rd J�.'+^' t . •'r: •l . _, v a ""j �,•a a , . _ .- '-: r r+r .•r:r y:« .,xY't..y ..v � Ykrrr :. life :".t .ii:':. i•'. .�L.ttit tY t:w..•_y r•. "r. '. fa AJ, ' t .G.'• -4 k _yv.1 •t t '. r t ;".p) t y`- y tha- r 't x''r;'N•r�r'1 PA-W4Y. ..rt t.: c .'«I �.,:. 7 .. J c•. W-1) F'ry CITY OF S OUTHLAKE VJ City of Southlake REQUEST FOR PROPOSALS Proposal Reference Number: RFP 1505B540DK150014 Project Title: Audio Services for City of Southlake Events Proposal Closing Date: 3:00 P.M.(CST), Friday, October 9, 2015 4D-56 TABLE OF CONTENTS Tableof Contents............................................................................................................................... Page 1 Request for Proposals (1) Introduction............................................................................................... .......................... Page 2 (2) Definitions................................................................................................................................ Page 2 (3) General Information................................................•................................................................ Page 3 (4) RFP Withdrawals and/or Amendments ................ —................................................................. Page 3 (5) Proposal Submittal Requirements............................................................................................ Page 3 (6) Proposal Evaluation and Contract Award................................................................................ Page 4 Appendix A -- Scope of Services (1) Project Title.............................................................................................................................. Page 6 (2) Scope of Services Contact........................................................................................................ Page 6 (3) Special Conditions.................................................................................................................... Page 6 (4) Proposal Evaluation Factors..................................................................................................... Page 6 (5) Brand Manufacture Reference.................................................................................................. Page 6 (6) Key Events Schedule................................................................................................................ Page 6 (7) Scope of Services.................................................................................................................... Page 6 Appendix B — Proposal (-) Label Format for Submittal Packet's Sealed Envelope............................................................. Page 9 I Required Proposal Information (l) Proposed Product................................................................................................................... Page 10 (2) Cost of Proposed Product....................................................................................................... Page 10 (3) Term of Contract and Option to Extend................................................................................. Page 13 (4) Proposer's Experience / Staff............................................................. ............ —..................... Page 14 (5) References.............................................................................................................................. Page 15 (6) Trade Secrets and/or Confidential Information...................................................................... Page 16 (7) Federal, State and/or Local Identification Information......................................................... Page 16 (8) Emergency Business Services Contact................................................................................... Page 16 (9) Cooperative Governmental Purchasing Notice...................................................................... Page 17 II Contract Terms and Conditions (1) Delivery of Products and/or Services.................................................................................... Page 17 (2) Miscellaneous........................................................................................................................ Page 17 (3) Financial Responsibility Provisions...................................................................................... Page 18 AppendixC — Form CIQ................................................................................................................ Page 19 Appendix D — No Intent to Submit Form...................................................................................... Page 20 City of Southlake - RFP1595115401)K150014 - Page 1 of 21 Southlake, Texas Request for Proposals 1. Introduction 4D-57 A. Project Overview: The City of Southlake is requesting Proposals with the intent of awarding a contract for the purchase of goods and services contained in Appendix A — Scope of Services. B. Ouestions: Following are contacts for questions as identified. i. RFP Clarifications: All questions related to requirements or processes of this RFP should be submitted in writing to the Purchasing Manager identified in section 2 below. ii. Scope of Service Questions: All questions related to the scope of services should be submitted in writing to the contact person(s) noted in Appendix A — Scope of Services. iii. &eplies-. Responses to inquiries which directly affect an interpretation or effect a change to this RFP will be issued in writing by addendum posted to City website. All such addenda issued by City prior to the submittal deadline shall be considered part of the RFP. The City shall not be bound by any reply to an inquiry unless such reply is made by such formal written addendum. iv. Acknowledeement of Addenda: The Proposer must acknowledge all addenda by signing and retuming such document(s) or by initialing appropriate area of the Proposal. C. Notification of Errors or Omissions: Proposers shall promptly notify the City of any omissions, ambiguity, inconsistency or error that they may discover upon examination of this RFP. The City shall not be responsible or liable for any errors and/or misrepresentation that result from the solicitations which are inadvertently incomplete, ambiguous, inconsistent or obviously erroneous. D. Conflict of Interest Questionnaire (Form CIO): A person or business, and their agents, who seek to contract or enter into an agreement with the City, are required by Texas Local Government Code, Chapter 176, to file a conflict of interest questionnaire (FORM CIQ) which is found in Appendix C. The form must be filed with the City Secretary no later than seven (7) days after the date the person or business begins contract discussions or negotiations with the City, or submits an application, response to a request for proposals or bids, correspondence, or other writing related to any potential agreement with the City. 2. Definitions ro osal: The signed and executed submittal of the entirety of Appendix B — Proposal - Propose : roposal_Proposer: The Proposer and the Proposer's designated contact signing the first page of the Proposal. City of Southlake ("Cb'D The City of Southlake, Texas. City Secretary's Office: The office of the City Secretary of the City, located at 1400 Main Street, Suite 4270, Southlake, Texas 76092. PH: (817) 748-8016; Fax: (817) 748-8270. P%ject: The name of this Request for Proposals as identified on the cover sheet and first page of Appendix A — Scope of Services. City of Southlake - RFP1505B54ODK150014 Page 2 of 21 4D-58 Purchasing Manager: The City of Southlake Purchasing Manager is Timothy Slifka CPPO, CPPB, Phone. (817) 748-8312, E -Mail: tslifka!2ci.south1ake:tx.us; Fax(817)748-8048. Request for Proposals (RFP): The entirety of this document, including all Appendiccs and Addenda. Scope of Services: The entirety of Appendix A — Scope of Services. 3. General information A. Tax Exempt Status: City purchases are exempt from State Sales Tax and Federal Excise Tax. Do not include tax in the Proposal. City will furnish Excise Tax Exemption Certificate upon request. B. Public Inspection of Proposals: The City strictly adheres to the Texas Public Information Act (Texas Government Code Chapter 552.001, et seq.) and all other governing statutes, regulations, and laws regarding the disclosure of RFP information. Proposals are not available for public inspection until after the contract award. If the Proposer has notified the City, in writing, that the Proposal contains trade secrets or confidential information, the City will generally take reasonable steps to prevent disclosure of such information, in accordance with the Public Information Act. This is a statement of general policy only, and in no event shall the City be liable for disclosure of such information by the City in response to a request, regardless of the City's failure to take any such reasonable steps, even if the City is negligent in failing to do so. 4. RFP Withdrawals and/or Amendments A. RFP Withdrawal: The City reserves the right to withdraw this RFP for any reason. B. RFP Amendments: The City reserves the right to amend any aspect of this RFP by formal written Addendum prior to the Proposal submittal deadline and will endeavor to notify all potential Proposers that have registered with the City, but failure to notify shall impose no obligation or liability on the City. 5. Proposal Submittal Requirements A. Submittal Packet — Required Content: All proposals must be submitted electronically. The Proposer must visit www.securebidusa.com and register. Once registered for this complimentary service, the Proposer may submit Proposal Documents electronically by selecting the appropriate Proposal Identification. B. Submittal Deadline: The deadline for submittal of Proposals shall be as identified on page 9 (nine) of Appendix B -Proposal. It is the Proposer's responsibility to have the Proposal Documents correctly electronically submitted by the submittal deadline. No extensions will be granted and no late submissions will be accepted. C. Proposals Received Late. Proposers are encouraged to submit their proposals as soon as possible. The time and date of receipt as recorded within the SecureBid electronic system shall be the official time of receipt. The City is not responsible for late submission regardless of the reason. Late Proposals will not be considered under any circumstances. D. Alterations or Withdrawals of Proposal Document: Any submitted Proposal may be withdrawn or a revised proposal substituted prior to the submittal deadline. Proposal Documents cannot be altered, amended or withdrawn by the Proposer after the submittal deadline, unless such alteration, amendment or withdrawal notice is approved in writing by the Purchasing Manager. City of Southlake - RFP1505B540DKI50014 - Page 3 of 21 4D-59 E. Proposal Document Format: All Proposal Documents must be prepared in single-space type, on standard 8-112" x 11" vertically oriented pages, numbered at the bottom. The City only accepts electronic submissions via www_securebidusa.com. Any other format (via telephone, fax, email, etc.) may be rejected by the City at its discretion. F. Vali itv_Period: Once the submittal deadline has passed, any Proposal Document shall constitute an irrevocable bid to provide the commodities and'or services set forth in the Scope of Services at the price(s) shown in the Proposal Document. Such proposal shall be irrevocable until the earlier of the expiration of ninety (90) days from the submittal deadline, or until a contract has been awarded by the City. 6. Proposal Evaluation and Contract Award A. Proposal Evaluation and Contract Award Process: An award of a contract to provide the goods or services specified herein will be made using competitive sealed proposals, in accordance with Chapter 252 of the Texas Local Government Code and with the City's purchasing policy. The City will evaluate all proposals to determine which proposers are reasonably qualified for the award of the contract, applying the anticipated evaluation factors and emphasis to be placed on each factor as identified in the Scope of Services. The City may, at its option, conduct discussions with or accept proposal revisions from any reasonably qualified proposer. The City reserves the right to determine which proposal will be most advantageous to the City. B. Com nteteness: If the Proposal is incomplete or otherwise fails to conform to the requirements of the RFP, City alone will determine whether the variance is so significant as to render the Proposal non-responsive, or whether the variance may be cured by the Proposer or waived by the City, such that the Proposal may be considered for award. C. Ambiguity: Any ambiguity in the Proposal as a result of omission, error, lack of clarity or non- compliance by the Proposer with specifications, instructions and all conditions shall be construed in the favor of the City. In the event of a conflict between these standard RFP requirements and details provided in Appendix A -- Scope of Services or Appendix B — Proposal, the Appendices shall prevail. D. Unit Prices and Extensions: If unit prices and their extensions do not coincide, the City may accept the price most beneficial to the City, and the Proposer will be bound thereby. E. Additional Information: City may request any other information necessary to determine Proposer's ability to meet the minimum standards required by this RFP. F. Partial Contract Award: City reserves the right to award one contract for some or all the requirements proposed or award multiple contracts for various portions of the requirements to different Proposers based on the unit prices proposed in response to this request, or to reject any and all Proposals and re -solicit for Proposals, as deemed to be in the best interest of City. G. Terminate for Cause: The occurrence of any one or more of the following events will justify termination of the contract by the City of Southlake for cause: i) The successful proposer fails to perform in accordance with the provisions of these specifications; or ii) The successful proposer violates any of the provisions of these specifications; or iii) The successful proposer disregards laws or regulations of any public body having jurisdiction; or City of Southlake - RFP1505B540DKIS0014 Page 4 of 21 4D-60 iv) The successful proposer transfers, assigns, or conveys any or all of its obligations or duties under the contract to another without written consent of the City. v) If one or more of the events identified in Subparagraphs G i) through iv) occurs, the City of Southlake may, terminate the contract by giving the successful proposer seven (7) days written notice. In such case, the successful proposer shall only be entitled to receive payment for goods and services provided before the effective date of termination. The successful proposer shall not receive any payment on account of loss of anticipated profits or revenue or other economic loss resulting from such termination. vi) When the contract has been so terminated by the City of Southlake, such termination shall not affect any rights or remedies of the City then existing or which may thereafter accrue. H. Terminate for Convenience: This contract may be cancelled or terminated at any time by giving vendor thirty (30) days written notice. Vendor may be entitled to payment for services actually performed; to the extent said services are satisfactory. City of Southlake RFP15058540DK150014 - Page 5 of 21 2. 3. 4. 7. 4D-61 Appendix A — Scope of Services Project Title: Audio Services for City of Southlake Events Scope of Services Contact Questions about the technical nature of the Scope of Services, etc. may be directed to TIM SLIFKA, Phone. 817.748.8312, e-mail: tslifka@ci.southlake.tx.us. Special Conditions The following special conditions shall prevail over areas of conflict in previous pages: NONE Proposal Evaluation Factors Emphasis Factor 30% Vendor Ex erience in Providing Services 30% Vendors Qualifications to Provide Services 20% Vendor Overall Cost 15% Vendor References 5% Vendor Past History with City Brand Manufacture Reference The City has determined that any manufacturer's brand defined in the Scope of Services meets the City's product and support need. The manufacturer's reference is not intended to be restrictive, and is only descriptive of the type and quality the City desires to purchase. Quotes for similar manufactured products of like quality will be considered if the Proposal is fully noted with the manufacturer's brand name and model. The City reserves the right to determine products and support of equal value, and whether other brands or models meet the City's product and support needs. Key Events Schedule Proposal Release Date Non -Mandatory Pre -Proposal Meeting and Walk Through Location: Southlake Town Hall 1400 Main Street Main Lobby Southlake, Texas 76092 Deadline for Submittal of Written Questions Sealed Proposals Due to and Opened by City Anticipated Committee Evaluation Review Date Anticipated Council Award Scope of Services September 21, 2015 9:00 AM (CST) September 25, 2015 October 1, 2015 Shown on First Page of this RFP Week of October 12, 2015 October 20, 2015 The City of Southlake is seeking vendor(s) to provide Audio, Lighting, and Visual Equipment and Services for City events as requested. Actual event locations, dates and times will be confirmed at time of reserving services with awarded vendor, Anticipated City events are listed below. Some events shall be held within Southlake Town Square. These events may utilize three parks and the connecting streets/ parking lots including Family Park, McPherson Park, and Frank Edgar Cornish IV Park. Other City of Southlake RFP1505BS40DK150014 Page 6 of 21 4D-62 events shall be held at Aria, an outdoor amphitheater adjacent to The Mary Southlake, located within Bicentennial Park. Please see the enclosed maps. A non -mandatory pre -proposal meeting is scheduled for 9.00 AM (CST) September 25, 2015 located at Southlake Town Hall, 1400 Main Street Main Lobby, Southlake, Texas 76092. This pre -proposal meeting is to visit the various event locations and to provide the proposers an opportunity to ask questions. Proposers are encouraged to attend. All questions will be documented and an addendum will be issued with the official City responses to the questions received. All addendutns will be posted to the City website. Southlake Stars & Stripes Southlake Stars & Stripes celebration utilizes Family Park, McPherson Park and Frank Edgar Cornish 1V Park on July 3 from 6:00 p.m. —11:00 p.m. and requires concert quality sound throughout the entire footprint. Rain dates are normally scheduled for one of the following two days, if required. Southlake Stars & Stripes is the City's annual Independence Day celebration utilizing two stages simultaneously as well as synced music for the 20-25 minute fireworks show which draws over 40,000 attendees. in addition to event sound broadcast throughout the entire event footprint, audio and lighting are required for the following: A large community band and patriotic ceremony in the pavilion at Family Park with utilization of a CD player Multiple large cover bands on a ci1y pLcLvided stage (28 ft x 14 ft) in Frank Edgar Cornish IV Park Sound in McPherson Park. Vendor will provide concert quality sound to every seating area within all three of these Southlake Town Square parks. Vendor is required to be able to broadcast one stage throughout the entire Southlake Town Square parks event footprints for all performances and presentations. Southlake Home for the Holidays Southlake Home for the Holidays event utilizes two Southlake Town Square parks, Family Park and Frank Edgar Cornish IV Park. This event is held the Saturday before the Thanksgiving holiday from 4:30 p.m. — 8:30 p.m. Home for the Holidays is an evening event and requires additional lighting to be provided. In addition to concert quality sound throughout the entire event footprint, audio and lighting are needed for 8 — 10 different large school vocal, bell, and chime choirs on a stage nruvided by audio visual vendor (32 ft x 24 ft) in Frank Edgar Cornish IV Park and Cily Rrovided stage (28 ft x 14 ft) in Family Park. A lighted acrylic podium with microphone is also required for the stage in Family Park. Each stage requires different CDs and microphone set ups. A brief pyrotechnic display will celebrate the tree lighting that will be synced to music. Other City events may require audio visual services in a specific Southlake Town Square park. Concert quality sound will be required throughout the entire footprint of the specific park, Additionally, it may be necessary to connect one park to another to broadcast sound from one stage. Audio visual will be required for a City provided stagg (28 ft x 14 ft) for large bands and/or choirs in either Family Park or Frank Edgar Cornish IV Park. The stage requires CDs and microphone set ups. Audio needs for McPherson Park will include concert quality sound throughout the location broadcast from either Family Park or Frank Edgar Cornish IV Park. No stage requirements are required at McPherson Park - City of Southlake RFP1505B540DKI500I4 Page 7 of 21 4D-63 Aria Outdoor Amphitheater Various events will be scheduled at Aria, an outdoor amphitheater. This amphitheater is located within The Marq Southlake complex. The Aria stage area is approximately 1,100 square feet and measures approximately 43 feet across the front and 31 feet deep. Lighting for this location will be provided by the city; however, concert quality sound is required to be provided throughout the amphitheater area including lawn seating, promenade and The Marq Southlake outdoor patio. Performances may include large bands, theatrical or choral performances. All Locations and Events All sound equipment must be hard wired for the events. No Bluetooth or wireless speakers will be permitted. All cables must be covered by cable ramps. All events are outdoors; therefore, the vendor must be prepared to provide services in various potential weather conditions including extreme heat and cold, rain, wind etc. The City of Southlake will provide traffic management where AV set up is required. Electrical power must be provided by awarded vendor via a generator. Operating generator noise may not disrupt sound for event. Remote staging of generator may be required. Awarded vendor shall be required to attend pre -event meetings and site walk-through as requested. The City of Southlake will provide parking for staff and trucks outside the event barricades. Proposer will provide sufficient staffing for set-up/breakdown and proper operation of equipment during all events. Please include staffing levels in proposal submission. Proposer should provide photos of past events, equipment and technicians. Proposer should expand on basic information provided by providing additional information and/or recommendations to improve the quality and service of the events. City of Southlake - RFP15058540DK150014 Page 8 of 21 CITY OF SOUTHLAKE BID TABULATION FORM Form Prepared By: Tim Slifka for Community Services Date Prepared: 10-20-2015 Contact Name: Contact Number Physical Address: ITEM Descri 'on• DEPARTMENT: Finance for Community Services PROPOSAL DUE: 1 5 RFP# RFP1505B540DK150014 Name of Vendor EAGLE AVL EPICENTER PRODUCTIONS, 4 4 LLC NOR PON E CHRIS WARNDAHL JEFF ICREBS FROM: HUBS: Central Treasury LLC. 817-654-9905 817-7564300 2701 E LOOP 820 5 FORT 1612 HART ST. SUITE 201 WORTH, TEXAS 76119 SOUTHLAKE, TEXAS 76092 Item 1. Pricing to host Stars and Stripes in three Southlake Town Square arks $ 16 57350 $ 31,822.65 Item 2 Pricing to host Home for the Holidays in two Southlake Town Square arks $ 22,342.80 $ 11,960.35 Item 3. Pricing far Frank Edgar Cornish IV Park with city provided sta upon nest, $ 2945.00 $ 2885.75 Item 4 Pricing for Family Park with city provided stage upon reuesL $ 2,945.00 $ 2,885.75 Rem 5, Pricing for McPherson Pads for conceit quality sound only broadcasted from Family Park upon request. $ 2,945.00 $ 8,250.00 Item 6request. Pricing for McPherson Park for concert quality sound only broadcasted from Frank Edgar Cornish IV Park upon $ 2,310.00 $ 3,450.00 Item 7. Pricing for Frank Edgar Cornish rV Park for concert quality sound only broadcasted from F!!22y Park upon request, $ 2,310.00 $ 8,250.00 Item 8, Pricing for Family Park for concert quality sound only broadcasted from Frank Edgar Cornish IV Paris upon request. $ 2,310.00 $ 8,250.00 Item 9. Pricing to host large band at Aria. $ 3,350.00 $ 3,160.00 Item 10. Pricing to host theatrical performances at Aria. $ 3,280.00 $ 4,045.00 Item 11. Mcing to host choral performances at Aria. $ 3,650.00 $ 3,660.00 Item 12- Stage Hands: Hourly Rate $ 25.00 $ 2225 [tem 13. Production: Hourly Rate $ 45.00 $ 50.00 Item 14. Load in Staff: Hourly Rate $ 25.00 $ 22.25 Item 15. Load Out Staff: Hourly Rate $ 25.00 $ 22,25 Item 16. Sound Technicians: Hourly Rate $ 65.00 S 50.00 Or $350 Per Day Item 17. Other Staff required to complete production and their hourly rate $ 400.00 $ 50.00 Project Manager Per Day Lighting Item18. Other Staff required to complete production and their hourly rate $ 400.00 $ 50.00 Lighting Designer Per Day Production mmagrr Item 19. Other Staff required completing production and their hourly rate $ 350.00 $ 25.00 Sts'S!N'M Technician Per Day Stage Manager STAGES [tem 20. Small With Li hts $ 792.00 $ 425.00 Size 12x16 8x12 Item 21. Small Without Lights $ 592.00 $ 225.00 Size 12x16 BX12 4D 185 Item 22 Medium With Lights $ 1,284.00 $ 76250 Size 24x16 12x20 Item 23. Medium Without Lights $ 1,084.00 $ 562.50 Size 24x16 12x20 Item 24. L With Lights $ 11918.00 $ 1,400.00 Size 32xd4 16x32 Item 25. LaW Without Lights $ 1,518.00 $ 1,200.00 Size 3W4 16x32 S'T'AGE RISER PANELS Item 26. 4 ft x 4 ft x Height $ 25.00 4 High Item 27. 4 ft x 8 ftx Height $ 50.00 $ 75.00 4 High 12-181aches CHORAL RISER PANELS Item 28. 8' Wide x 4 Levels $ 100.00 $ 150.00 Item 29. 12' Wide x 4 Levels $ 150.00 Item 30. 16' Wide x 4 Levels $ 100.00 Item 31. 20' Wide x 4 Levels $ 250.00 Item 32 24' Wide x 4 Levels $ 300.00 Item 33. 28' Wide x 4 Levels $ 350.00 Item 34. Pick Up and Drop O $ 100.00 AUDIENCE RISER PANELS Item 35. 8' Wide x 3 Levels $ 100.00 $ 375.00 Item 36. 12' Wide x 3 Levels $ 150.00 Item 37. 16' Wide x 3 Levels $ 200.00 Item 38 12W Wide x 3 Levels $ 250.00 Item 39. 24' Wide x 3 Levels $ 300.00 Item 40. 28' Wide x 3 Levels $ 350.00 Item 41. Pick Up and Mop O££ $ 200.00 INDIVIDUAL STAGE LIGHTING 4D - 66 Item 4Z jParfi4lit $ 10.00 NO BID Item 43. LED Par 64 light Equivalent to 1000 Watt Par 64 Light $ 25.00 $ 15.00 t Tree41i is $ 100.00 $ 75.00 rhemLi Light Tree 6 lights) $ 150.00 $ 105.00 t $ 100.00 $ 70.00 Price Varies $25 to $100 n1temStrobeLi Large Follow S ' t $ 500.00 $ 125.00 Price Varies $US to $500 OTHER STAGE OFFERINGS: PER UNIT Item 48. Mac 500 MovieLi t $ 125.00 Item 49. Platnum Beam Extreme $ 165.00 Item 50. IM&c 700 Wash or Profile $ 175.00 MISCELLANEOUS ITEMS: Item 51. Lighted acrylic podium with microphone $ 150.00 $ 150.00 Item 52 5KW Generators with fuel perunit $ 100.00 $ 250.00 Item 53. Other Generator sizes with fuel per unit $ 1,000.00 $ 500.00 60KW 35KW Item 54. LED Stage BackdME Curtain Size $ 2,500.00 $ 350.00 Depending Size and Type 10X20 Wireless Micro hones Shure ULXP Standard orequivalent Pricing should be all inclusive and include, but not be limited to, antenna, batteries and distribution Item 55. Handheld $ 75.00 $ 65.00 Item 56. Lavaliere $ 75.00 $ 65.00 Item 57. 9' x 12' Mobile LED Screen for outdoor dayfirme broadcast $ 4,000.00 Cost for Cam tete Wall Item 58. _6.5_ mm pitch $ 100.00 Per Tile Item 59. 5.7 mm pitch $ 4,500.00 9 x 16Mobile LED Screen for outdoor daytime broadcast Complete Item 60. _6.5_ mm pitch $ 4,500.00 Item 61. _5.7 mm pitch $ 51000.00 Item 62 1(1'x 17 Modular LED Screen for outdoor daytime broadcast including LED Processing, Ground Supports, Equipment Transport, Set Up/Break Down, Show Operation & LED Tech to operate on city provided pl2ffbIM. $ 6,250.00 4 D - 67 Complete Item 63. _6 5_ mm pitch Item 64. —5.7_ nun pitch $ 6,000.00 Camera operator for mobile LED screens. Pricing should be all inclusive and include, but not be limited to, camera latforrm Item 65. 1 Camera Operator $ 750.00 $ 1,500.00 Item 66. 3 Camera Operators $ 2,250.00 $ 3,500.00 Item 67. Cost per linear foot for cable & covers to broadcast stage performance on mobile LED screen at separate park as an additional request, Per Lf. $ 400 $ 3.80 Up to 100 ft. Additional $15.00 DELIVERY FEES This fee applies per request and only for a request for additional miscellaneous items not included in initial event Plans. Item 68. Regular delivery fee for additional items requested prior to day of event $ 100.00 $ Item 69. Expedited delivery fee for additional items requested day of event $ 350.00 $ Item 70. Pipe and Drape Per Linear Foot $ 20.00 DISCOUNT OPPORTUNITIES Item 71. Multiple Services allow us to tie trucking and labor together so you are not being charged individually, TOTAL YEAR ONE $ 100,233.30 $ 116,310.05 First Additional Year Escalation Percentage Second Additional Year Escalation Percentage 0°/n 1.840 Third Additional Year Escalation Percentage 0% 1.8°/a Fourth Additional Year Escalation Percentage 04 0 1.80iu First Additional Year $ 100,233.30 $ 118,403.63 Second Additional Year $ 100,233.30 $ 120,5n90 Third Additional Year $ 100,233.30 $ 122,704.52 Fourth Additional Year $ 100,233.30 $ 124,913.21 Total All Years: $ 501,166.50 $ 602,866.31 NOTE TO PURCHASING MANAGER: Request award to EAGLE AVL for the following mason(s): Low Bid 4D - 68 Delivery Time X Other HEST VALUE_