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Item 4B CITY OF 4B _1 SOUTHLAKE MEMORANDUM September 9, 2016 To: Shana Yelverton, City Manager From: Candice Edmondson, Deputy Director of Community Services Subject: Approve contract renewal 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 renewal 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 and Home of the Holidays. With the completion of Aria Amphitheater at The Marq Southlake, the City also requires additional audiovisual support for programs and events held there. In September 2015, 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 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 alues.Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4B -2 Shana Yelverton, City Manager Meeting Date — September 20, 2016 Page 2 of 2 The current contract with Eagle AVL is set to expire on November 3, 2016 and includes a provision for four (4) one- year renewal options. Approval of the contract renewal will be the first of the possible four (4) one-year renewals. Eagle AVL did not request a price increase for the next year so the contract terms remain the same. A copy of the proposed contract renewal is included with this memo. Financial Consideration: Funding for the purchase of audiovisual services is available in the FY 2017 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 September 20, 2016 Legal Review: N/A Alternatives: Alternatives may include: ■ City Council approval of contract renewal as presented ■ City Council approval of contract renewal with modifications ■ City Council denial of contract renewal Supporting Documents: Proposed contract renewal with Eagle AVL Staff Recommendation: Approve a contract renewal with Eagle AVL for audiovisual services at City special events in an amount not to exceed $100,234 City of Southlake Values.- Integrity alues.Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork �CW 4B -3 SOUTHLAKE August 4,2016 Eagle AVL 2701 E. Loop 820 S. Fort Worth,Texas 76119 Attn: Chris Warndahl Subject: Notification of Contract Renewal for Audio Services for City of Southlake Events RFP1505B540DK150014 Dear: Mr.Wamdahl: The City of Southlake is providing notification of contract renewal,pending City Council approval, for"Audio Services for City of Southlake Events RFP1505B540DK150014". This renewal shall become effective November 3,2016 pending City Council approval(CC Award date )and shall continue in full force based on the terms and conditions of the initial award. The terms and conditions proposed and accepted in this renewal agreement are as follows: Payment Terms: Net 30 days(Unless otherwise noted—such as pre-and/or partial payment) Method of Payment: Shall be made by purchasing card or purchase order. Delivery Terms: FOB Destination Delivery Locations: IF STATED IN RFB DOCUMENT Term of Contract: Shall be effective for twelve months from date of renewal and is eligible for up to three (3) more one(1)year annual renewals. City Contact: Dona Kinney 817-748-8918 Send all billing to: City of Southlake 1400 Main Street, Suite 440,Accounts Payable Southlake,TX 76092 or Email: accountspavable&ci.southlake.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 Purchasing Manager CPPO, CPPB City of Southlake 1400 Main Street, Suite 440 Southlake,Texas 76092 tslifka&ci.southlake.tx.us Attest: Fax: 817-748-8048 Lori Payne,TRMC Contract Renewal Accepted: City Secretary Signed: Date: Approved as to Form and Legality: Mayor Laura Hill City of Southlake City Attorney ORIGINAL DOCUMENT CITY OF SOUMU CITY of Council Action&NN SO UTHLA Ord./Res.No.19 O Date Approved " 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 RFPI505B540DK150014 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 il—3--dols 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 KINNEY 817-748-8918 Send all billing to: City of Southlake 1400 Main Street,Suite 440,Accounts Payable Southlake,TX 76092 or via email to accountspayablegci.southlake.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 ;%.�OVT H•L.k�',,,�' 1400 Main Street,Suite 440 a ••l ,, Southlake,Texas 76092 O: o atslifka ci.south]ake.tx.us Attest: Fax: 817-748-8048 Lori Payne,TRMC J ••. Contract and Award Accepted: City Secretary •°°°••••••••• �%% Signed: C Date: ! — is A rove as to Fo e egality: Mayor Laura Hill City of Southlake City Attorney 4B -5 Appendix B — Proposal Submittal Checklist: (To determine validity of proposal) Appendix B(pages 9_through 20,must be included in the proposal submittal Appendix C Conflict of Interest Form(page 20,must be included in the proposal submittal. All proposals Submitted to tile(AtY of Southlake Shall include this pa(�'e Nvith tile Submitted I)I-oposal. RFP Number: RFP1505B540DK150014 Project Title: Audio Services for City of Southlake Events Submittal 3:00 P.M. (CST), FRIDAY OCTOBER 9, 2015 Deadline: Submit electronically* to: www.securebidusa.com * Requires email account login and password. Proposer Information: Proposer's Legal Name: Eagle AVL Address: 2701 E Loop 820 S Ci State&Zip Fort Worth TX 76119 Federal Employers 26-1268380 Identification Number# Vis. Phone Number: 817-654-9905x410 Fai Ntunber:'�':.-' 817-654-9906 E-Mail Address: Cwarndahl@millerproaudio.com Proposer Authorization I,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 AuthorizedR resentative: Chris Warndahl Signature of Authorized Representative: Signed this 6th (day)of 010ber (month), 2015 (Year) I learned of this Request for Proposals by the following means: ❑ Newspaper Advertisement V City E-mail Notification ❑ Southlake Website ❑ Cold Call to City ❑ Mailed Me a Copy ❑ Other ❑ SecureBid City of Southlake - RFP1505B540DK150014 - Page 9 of 21 4B -6 Best and Final Offer 10 - 22 - 2015 Signed Cm Or SOUTHLAKE ADDENDUM NUMBER#1 To: All Proposers Date: September 28,2015 Request for Proposal: RFP1505B540DK150014 AUDIO SERVICES FOR CITY OF SOUTHLAKE EVENTS Proposal Due Date: 3:00 p.m.,Friday October 9,2015 1. Addendum No. 1, dated Seotember 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 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? CQ of Southlake• Finance Department• 1400 Main SUeet Suite 440• Sourhiake,Texas 76092 817.748.8311 4B -7 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. $ 1 F573„50 Services and equipment provided to be listed on separate sheet. Pricing to host Home for the Holidays in two Southlake Town Square parks. $ 22,342.80 Services and equipment provided to be listed on separate sheet. Pricing for Frank Edgar Cornish IV Park with city provided stage upon request. $ 2945.00 F Services and equipment provided to be listed on separate sheet. City ofSou&We- Finance Dep 4M M- 1400 Main Street Suite 440- Southlake,Texas 76091 817.748.8311 4B -8 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 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 DOWSoutb/ake• Finance Department• 1400Main Street Suite 440• Southlake,Texas 76092 817.748.8312 4B -9 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 s 4 ft x 8 ft x 4 height Pricing Per Unit $ 50 I 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 $_2D0 I 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 $-IM_ E 12'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 $ 350 Plus $200.00 to pick and drop off Cq of Souddake• Finance Depanmenl• 1400Main Sheet swe 440• Sau&Ae,Texas 76092 817.748.8312 4B -10 Individual Stage Lighting: Par 64 light Pricing Per Unit $ 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 light 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 i 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 $ i mm pitch Pricing Per Unit $ CuyotSou"e• Finarxe De fowt• 1400 Main sneet swe 440• Southlaka Texas 76092 817.748.8312 4B -11 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 $6250.00 mm pitch Pricing Per Unit $ mm pitch Pricing Per Unit $ Camera operator for mobile LED screens. Pricing should be all inclusive and include, but not be limited to,camera platform. 1 Camera Operator $ 750.00 3 Camera Operators$ 2250.00 Cost per linear foot for cable & covers to broadcast stage performance on mobile LED screen at separate park as 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 rhargps_ 3. Term of Contract and Option to Extend k 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: E 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 C#ofSoumlake• FmxeOep&ftent• 1400 Main Rbeet SWe 440• Sdaftka Texas 78091 817.748.8311 4B -12 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. 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. Dam �... 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 I CVo/Southlake• Finance Department• 1400 Main Sheet Stae 440• SaWhlake,Texas 76092 817.748.8312 4B -13 Appendix B—Proposal(continued) I. REQUIRED PROPOSAL INFORMATION. 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: 1. Proposed Products and/or Services A. Product 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. Additional 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 Warranties: Each Proposer shall submit a complete copy of any warranties or guarantees provided by the manufacturer or Proposer with the Proposal submitted. D. Project Schedule/Delivery 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. 2. 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 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. 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. $ 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. City of Soutblake - RFP1505B540DK150014 - Page 10 of 21 4B -14 Filled out in appendix Pricing for Frank Edgar Cornish IV Park for concert quality sound only broadcasted from Family Park upon request. $ 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. $ 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: $ Filled out in appendix 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 Pricing Per Unit with lights $ Pricing Per Unit without lights $ Medium Size ft x ft Pricing Per Unit with lights $ Pricing Per Unit without lights $ Large Size ft x ft Pricing Per Unit with lights $ Pricing Per Unit without lights $ Stage Riser Panels: 4 ft x 4 ft x height Pricing Per Unit $ 4 ft x 8 ft x height Pricing Per Unit $ Other Pricing Per Unit $ Other Pricing Per Unit $ City of Southlake - RFP1505B540DK150014 - Page I 1 of 21 4B -15 Filled out in appendix Choral Riser Panels: 8'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 light 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 $ 1 City of Southlake - RFP1505B540DK150014 - Page 12 of 21 4B -16 Filled out in appendix 10' x 17' Modular LED Screen, 8mm SMD Resolution 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. Pricing Per Lf. $ Per LE Other Items: Per Unit:Please Describe: Filled out in appendix Discount Opportunities: Please Describe: 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 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 4 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 i 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. 4 i City of Southlake - RFP1505B540DK150014 - Page 13 of 21 4B -17 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 (5) 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 Southtake - RFP1505B540DK150014 - Page 14 of 21 4B -18 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/Company Name: Encore Live Contact Name: Contact Title: John Pletcher Head of Business Development Phone: 214-500-8800 Email: john@encorelive.com Date and Scope of Work Provided: We do multiple Yearly events for them. Mattress Fir 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: Contact Title: Tiffany Byers 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#4: Client/Company Name: Event Production Services Contact Name: Contact Title: Jeff Miller Owner/Founder 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 4B -19 6. 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 disclosure. 7. Federal,State and/or Local Identification Information A. Centralized Master Bidders List registration number: 12612683800 B. Prime contractor HUB/MWBE registration number: C. An individual Proposer acting as a sole proprietor must also enter the Proposer's Social Security Number:# - - 8. 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.southiake.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 Iisted below. Business Name: Eagle AVL Contract#: Description: Chris Warndahl Personal Cell Number Primary Contact(Name): Chris Wamdahl Primary Contact Phone Numbers:Home: 361-249-6829 Cell: 361-249-6828 Secondary Contact(Name): Aaron Oliver Secondary Contact Phone Numbers:Home: 832-660-5192 _ Cell: 832-660-5192 After Hours emergency opening fee,if applicable:S No premium charges for state of emergency. City of Southlake - RFP1505B540DKI50014 - Page 16 of 21 4B -20 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. ' [VII Yes, Others can purchase [ ] No, Only the City can purchase II. CONTRACT TERMS AND CONDITIONS. EXCEPT WHERE PROPOSER MAKES SPECIFIC EXCEPTION IN THE SUBMITTED PROPOSAL,ANY CONTRACT 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. Warranty of Products and Services:All products furnished under this contract shall be wan-anted 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 - RFP150SB540DK150014 - Page 17 of 21 3 1 4B -21 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 of freedom from liens shall be delivered to the City. D. Gratuities / Bribes: Proposer certifies that no bribes in the form of entertainment, gifts, 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 carry, 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: i. 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' fees, F 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 4B -22 Appendix C — Form CIQ INFORMATION REGARDING VENDOR CONFLICT OF INTEREST QUESTIONNAIRE 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 with 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 4B 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 member;a 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.ethics.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 i 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 the 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. i i City of Southlake - RFP15058540DKI50014 - Page 19 of 21 4B -23 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.1491,80th Leg., Regular Session. OFFICELISEONLY This questionnaire is being filed in accordance with Chapter 176,Local Government Code Dare 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. 1 Name of person who has a business relationship with local governmental entity. Chris Warndahl 21 ❑ Check this box ifyou are filing an update to a previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the An 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. Timothy Slifka Name of Officer This section (item 3 including subparts A, B, C & D) 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 CIO 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? Q Yes ® 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? a Yes EVT 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? El Yes No i 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. d 10/6/15 Sxgna of person doing business with the governmental entity Date Adopted 06/29/2007 City of Southiake - RFP150511540DK150014 - Page 20 of 21 4B -24 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 ❑ 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 - RFP1505B540DK150014 - Page 21 of 21 i } m MP ` * r S 14 ao ivy -.5gl Std F Lot 1 '.€ ��' ,�„�-s�'" � R �iin lllM�Mr!1■CDa!'� :� �� A1!'Mr�fX'r��e�!R �i:`q �:.. w 7 £ $ MOO t r F. � S i .t" i ■u R$x. "POW 1ix- F _Roil �� t � � 4 + Y .s;• • R'RSR_rsr -+U't+C't,,,` "€� i '•�^ �' // +RR• ff.R� r. 11"I't Ry / 4C7 t� ''� �� +. �"�`t � �►'� A RR�,� � .I° � t '7�hfi,} r{moi +'"n �:J. t...0 `�.e °'� �- ,? Y� a' s }• cog M-"TV #� �'ions!14 g �i •+r • 'r.a Ri.s •Rsai-ri;y; Y 00111 � *` s�R Rios Roa i++s ♦ � ` �� - CZ loop OWES AS �Y R� ��`�� l�Af*- a tw.►w.a_is.eis ♦. .,r�.i t rn 3 r ' -.. rw Tome 'KNOW "Novi �; ow— to � # a CP cog—A P 4B -26 q Y S 1 1 � Ftn Y taws 4a].rs� �•• CL OW Z OW z i d s I zt 8 Q ' 'i 1 [ ■ � 4 O Q iw .•was. l P, p 0 v.>..H.".,,. o am fftwl Q-0 ' E 4B -27 CiTV OF SOUMLAKE ADDENDUM NUMBER#I To: All Proposers Date: September 28,2015 Request for Proposal: RFP1505B540DK150014 AUDIO SERVICES FOR CITY OF SOUTHLAKE EVENTS Proposal Due Date: 3:00 p.m.,Friday October 9,2015 1. Addendum No. 1. dated Seutember 28.2015. per Addendum #1, the City of Southiake 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. E QUESTION: You indicate a Par 54 light and Par 54 LED light in the Individual Stage Lighting section. Please clarify. I 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 1P? I iC#ofSw1hWe• Finance Depa"&#• 1400 Main Saeeb Sade 440• SouBdake,Texas 76092 817.1488312 I 4B -28 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 Pricin¢: 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. i Pricing to host Home for the Holidays in two Southlake Town Square parks. S 22,342.80 I Services and equipment provided to be listed on separate sheet. f Pricing for Frank Edgar Cornish IV Park with city provided stage upon request. $ 2945.00 Services and equipment provided to be listed on separate sheet. i s f y CdyorSouftke• nameMpam"• 1400A nSheer,Suite 440•Souftke,Texas 76092 817.746.8312 E 1 4B -29 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 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. $ 3260.00 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. i E Staff Labor Costs: IIII 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 per day � Ciryo(Soulh)ake• finance DewUnerH• 14010Marn Sveel SmTe 440• Saulhlake Texas 76092 817.749871? 4B -30 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 12ft 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 $_33 f RO � 28'Wide x 4 Levels Pricing Per Unit $ 50 Plus $200 for pick up and drop off Audience Riser Panels: 8'Wide x 3 Levels Pricing Per Unit $ 100 I 12'Wide x 3 Levels Pricing Per Unit S___150 16'Wide x 3 Levels Pricing Per Unit $ 200 20'Wide x 3 Levels Pricing Per Unit $ 250 1 24'Wide x 3 Levels Pricing Per Unit $ 300 ! 28'Wide x 3 Levels Pricing Per Unit $ 350 Plus $200.00 for pick up and drop off QyofSocage• Finance&7x""• 1400 A*SBeet SWe 440• SwMke,rem 16092 817.748.8312 4B -31 Individual Stage Lighting: Par 64 light Pricing Per Unit $ 10 LED Par 64 light Equivalent to 1000 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 $ 165 Mac 700 wash or profile Pricing Per Unit $ 175 All lights need labor and trucking Miscellaneous Items: Lighted acrylic podium with microphone Pricing Per Unit $ 150 5KW Generators with fuel per unit Pricing Per Unit $ 100 Other Generator sizes( 60KW)with fuel per unit Pricing Per Unit $ 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 $ 75 Lavaliere Pricing Per Unit $ 75 9'x 12'Mobile LED Screen for outdoor daytime Cost for wall complete 8000.00 broadcast. 6.5 mm pitch Pricing Per Unit $ 100.00 per tile mm pitch Pricing Per Unit $ mm pitch Pricing Per Unit $ Plus labor, structure, trucking includes 9'x 16'Mobile LED Screen for outdoor daytime server and Bistro. broadcast. i 6.5 mm pitch Pricing Per Unit $ 8500.00 complete mm pitch Pricing Per Unit $ mm pitch Pricing Per Unit $ i ! City afSaftke• Finance Deparo m• 1460Main Sbeet Suite 440•SouMka Texas 76081 817.748.8312 r 3 4B -32 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 Pricing Per Unit $ mm pitch Pricing Per Unit $ Camera operator for mobile LED screens. Pricing should be all inclusive and include, but not be limited to,camera platform. 1 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 Lf. $ 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 additional items requested prior to day of event $ 100 Expedited delivery fee for additional items requested day of event $ 350 Other Items: 3 Per Unit:Please Describe: Pipe and drape 20 per linear foot E Discount Opportunities: Please Describe: multible services allow us to tie trucking and labor together _so you are not being charged individually 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 shalt be renewed pursuant to the availability of funds and at the discretion of the City. The following clauses shall be included in the contract: i 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 s Cd,ofSoW Ae• Frnanc & WAmeot• 1400 Main Sbwa SOO 440•SoAtake rexas 76M 877.7418312 i 4B -33 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. 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 2019-2020)ESCALATION................... % { 4. There are no other chances. Sharen Jackson Chief Financial Officer City of Southlake ! In the submission of their proposal, Proposer must acknowledge receipt of this addendum. Proposer shall acknowledge thi addendum by signing and returning one copy of this notice with their proposal submission. 1 Signed: Dated: 10/8/15 Company Name: i clyofswffieke• Fao>xe Depardnent• 1400Mainsveet Side 440• SoWMata Texas 76092 81L748.8317 i 1 4B -34 '71971k4aLcm AVL To the City of Southlake: 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. At this point, it was brought to our attention that we were not properly servicing our Dallas/Fort 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 AVLto 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 S,Fort Worth,TX 76119 Phone:817-654-9905 I i 4B -35 =wr6#* M-A-.Wwalwcar AVC 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 j 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 S,Fort Worth,TX 76119 Phone:817-654-9905 4B -36 ,111�A ANEW AW /A�Ew- AfAMUW AVL growth of the Austin market. His customers often rank him highest in satisfaction in meeting their needs and overall experience with our services. Ilijah Mora: Project Manager: Ilijah 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:817-654-9905 4B -37 WNW AVL 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. Under JC,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 really 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. i References for these events and many more are available upon request! 4 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. 4.6 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 4B -38 AV Arw MU VadiLM1111111iff .a►vc 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. S.Brand manufacture reference: We have a wide range of equipment. Allot of it does the same thing, we may choose to 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 specific job and coverage pattern may be. Some lights are narrow,some are wide,depending on their job. 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-can"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. 1C:Guarantees and Warranties: Once we have agreed to supply a service,we guarantee the services to be met within the negotiated scope 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 come 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 on 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 customer to 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 comet 2701 E Loop 820 S,Fort Worth,TX 76119 Phone:817-654-9905 i i 4B -39 Fr AW Awffiff AU AVL 1 2701 E Loop 820 S,Fort Worth,TX 76119 Phone:817-654-9905 i I i 4B -40 CM&IUL Cw avc Slu�yvf•`F.i.+iey;SN11.1Ll.Fmw»fF.•n W.nll'+C'nnv[e:lhieg YAC ley t�ntrltraxl,r.m aq i`K it�li Customer Ran McGrail date Phare 817-746-=/FaM7-748.8027 email Southlake Stars and Stripes 2014 Days IDescriptiort of Services Customercost Southlake Tann Square,Southlake TX Load in 5PM 7.3.11 1Rvan McGrail Events and Marketing Coordinator Citv of Southlake rmc §ci thlake.tx.us 8t7-743-8203/Fax:817-749-S027 Bustin(Paviltion)Area Rustin Feeds all Areas for Portions of Event Sub Total for Rustin Area Production S5,580.00 1 2-32/40ch X32/M7CL Di 'tal FOH Console Process 1 6-Ome Nexo JBL Mains 1 4-Ome a Nexo/JBL Subs 1 4-Front/Out Fill,Mid Format 1 6-Delay Fill,Shaker Stands,Fountain Area,Low Profile 1 3-Delay Fill,Scaff Tower,Fountain Area,4888/Omega,Mid Format 1 1-4 mix/6 Wed /Monitors 1 1-Mains Processing/Amlification 1 1-Sub Processing/Amplification 1 1-Fill Processing/Amplification 1 1-Delay Processin Am lification 1 1-Mon Processing/Amplification 1 1-X-Lar a Orchestral Mic Stands pack 1 1-2Ch UHF-R HH&LAV, Wireless System,Paddles 1 2-CD Player 1 1-AC Distribution/Snake/Tablet/Router/Inherent S temCablin 1 2-Mains Sound Win 4'x8'x5' 1 1-Delav Sound Win 4'x8'-5' 2 2-Systems Technician x 2 Days TransitionVY-ill to Frank Cornish Area(Source: Rustin Pavillion FOH) Sub Total for Pransition/Fill to Frank Cornish 511970.00 1 3-2ch Reamp Mixer 1 1-Fill Process/Amplification 1 3-Speaker on Tripod on State Street 1 12-Speaker on Tripod on Grand Ave. 1 1-Inherent Redundant Drive stem Cablin 1 6-Balanced Audio Isolation Transformers k 2 1-Systems Technician x 2 Days Frank Cornish Area(City of Southlake Provides Stage) Source: Local&e Rustin FOH) (This Area Provides Feed to Rustin FOH for Distribution) Sub Total Frank Cornish Area— 53,320.00 1 1-24 32ch Presonus X32 Digital FOH Console/Processing 1 6-Ome Nexo/JBL Mains 1 4-Omega/Nexo/JBL Subs 1 2-Front Fill,Low Profile 1 1-4 T#16Wedge/Monitors s 4B -41 1 1-Mains Processin Am lification 1 1-Sub Processing_/Amplification 1 1-Fill Processing/Amplification 1 1-Mon Process Am hfication 1 1-Driveline Feed to Rustin FOH 1 1-2ch Reamp Mixer 1 2-4'x8'x5'Sound Win 1 1-12k Conventional/LED Static Lighting Wash on Stands/Truss/Base/Stage 2 1-Systems Technician x 2 Days McPherson Park(Source: Rustin FOH) ri Sub Total McPherson- 51,870,00 2-2ch Ream Mixer 12- er on Tri d 2- Sub1-Mains/Sub Processin Am lification 1-Inherent Redundant Drive stem Cablin 1 6-Balanced Audio Isolation Transformers p2ill1•Systems Technician x 2 Da-- Miscellaneous Sub Total Miscelianeous $6,310.00 1-450ft of cable ram cover 1-TBD Footage ADA 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 1OPM APPRO 7-3-14 1 12-Radios 2 1-Production Manager x 2 Days 1 1-DFW Metro lex Trucking 1 1-2014 Discount 1314 General Detail(REFER TO MAP and Site Walkthrou h..General info below) 400'from Rustin to Transition area 1 805'from Transition 1 to Cornish 750'from Cornish to McPherson 350'of run area in McPherson Total Event Run is 2200'.(But there are areas with dual runs. Purchaser Requirements Purchaser to close all streets to vehicle traffic Purchaser to provide all electrical as required Proposal Created/Revised by IM 6214,4.39Phl 516,57350 j3 I 4B -42 CAOLCAw Shipping/Receiving 5043 MLK Freeway/Fort Worth TX.76119011ing:2002 West Osage Road,Duncan,OK 73533 Customer Southlake/C' of 1 11/22/2014 Phone 817-748-8611/Fax:817-748-802 email Irmcgrailfti.southlake.15c.us PROPOSAL HOME FOR THE HOLIDAY Days Description of Services Customer ost Partial Lighfing Load In 11.21.14 IPM Staging Load In 11.21.14 1159PM Audio Load In 11,22.14 9AM Southiake Downtown Ryan McGrail Events and Marketing Coordinator City of Southlake fMgq[aiI6_dsouth1ake.tx.us 817-748-8203/Fax:8'17-718-8027 Rustin Paviliion(Gazebo Area)-(Community Band) -Subtotal $1,900.00 Audio 1 1-x32 Console Tablet/Router Pact 1 1-Mic/Stands Pads Per Advance 1 641"86,2-Subs,Amprdbafion/Processing/Cabling inherent 1 2-Wit Event SpooIBCLR 1 1-tmbd2Wedge MonitorlFront Full System Processing/Amplification/Cabling Inherent 1 1-Audio Tech x 1-day on site Staging 1 24x4 Skirted Soundwings Rustin Park Stage(Court House Stage...Stage Provided)-Subtotal $6,960.00 Audio 1 2-x32 Console Tablet/Router Pads,CD PlayerApod Interface 1 1-Choir MicJStands Pads Per Advance 1 6-VT88,2-Subs,Amplifcation/Processing/Cabling Inherent 1 12-Speaker on Tripod/Scaff Distributed Processing/AmplficakWCablirg Inherent 1 4-Ch Shure RF UR4 HH/BP(For Mayor,And Santa) 1 1-1mbd2Wedge Monitor System Processing/Amplification/Gabling Inherent 1 1-Audio Techx 1-day on site 1 1-Tech Assist Lilahtina 1 1-Acrylic Podium w/LED Teaser 1 1-1926'Leko to Light Santa on town hall balcony 1 2Abar or equivalent lighting on stands/w dimming and control 1 6-LED Par Accent Lighting 1 2-2k Spot for Santa(Client must provide roof access and lift or access for placement) 1 2-Spot Operator Show Call Only 2 1-Lighting Technician x 2 Days on site 1 1-Lighting Technician x1 Day on Site Staging 1 3.4x4 Skirted Soundwings Frank Cornish Park-Subtotal $4,817.00 Audio i 4B -43 1 1-16/12ch Digital Console/Processing 1 1-CD PlayerApod Interface 1 1-Choir Mic/Stands Pack Per Advance 1 2 RF HH PGX 1 1-1mixrAgedge Monitor Systems Processing/Amplification/Cabling Inherent 1 1-6/2 Omega U121Sub Mains System Processing/Amplification/Cabling Inherent 1 1-Audio Tech/x"ay on site Lighting 1 6-LED Par Accent Lighting 1 24bar or equivalent lighting on stands/w dimming and control Staging 1 2-4x4 Skirted Soundwings 1 1-32x24x36"Muiti Tier Stage w/Safety Rail 1 5-4 Tier Choir Risers 2 1-Staging Tech x 2 Days on site Hand Bell Performance Area(on street)-Subtotal $265.00 1 2-26-degree Leko/Par on Pipe and Base 1 6-LED Per For Accent/Additional Lighting SnowMan Building Area-Subtotal In Frank Comish $420.00 Lighting 1 12-LED Par Accent Lighting Snow Hill-Subtotal $280.00 Audio 1 2-Speakers on Tripod Stand.Ipod Interface 1 1-Cabling/Power inherent Lighting 1 6-LED Par Accent Lighting PRODUCTION SUBTOTAL $14,642.00 Labor/Power/MISC-Subtotal $9,165.00 1 Shipping 2 1-Production Manager x 2 Days on site 1 4-Hands 0 Hour Catl 11.21.141PM 1 6-hands x 8hour load in 11.21.14 1159pm 1 8-hands x 6hour load in 11.2214 8AM(estimated) 1 10-hands x 6 hour load out 11.2214 10pm 1 2-FlatBed Runner Carts 1 1-60kw Generator 1 3-5kw Generator for Street Areas 1 2-20kw Generator for Spotlights 1 75-Cable Covers(Estimated)(if more are neededfadditional will be billed) 201410%Equipment Discount -$1,464.20 Proposal Revised by IM 11/4/14 10AM Total. $22,342.80 4B -44 Quote Quote Number: 16-0040 vvvvw millerproavil.corn Southlake Theatrical Performane Miller Pro AVL 16010 Mueurer Ln Del Valle,Texas 78617 USA Phone:/-855-672-2856 www.millerproavi.com 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 Wamdahl N/A Austin 50/50 Ship Date Load In Show Start Load Out Return Date Discount 1/1/201612:00 AM 1 1/1/2016 9:00 AM 7d Type Qty. Description Note Time Rate Price Price Ext. Production 1 Avid SC48 Digital Mixing Console System Production 1 MainsPack6VertecVT4888AnayModule/2Frame/2HA/PD/100'Fdr.Tails Production 4 JBL SRX 728 Dual 18"Subwoofer Production 1 Front Fill Pack/4-fill/Amp Pack/NL4 Pack Production 1 Mic Pack(Standard) Production 1 Galaxy MPA 53ch Snake Production 2 Audio Technician Misc 2 Stage hands in and out Production 2 Wireless Mic Pack/4-Shure ULX Full Combo/with Hand Held/MictComUiner/PDdolRd@ase/DraweZWDMck/2-Bafi88dM Subtotal: $3,280.00 X Sales Tax: $0.00 Signature: Date: Total: $3,280.00 Total Applied Payments: $0.00 Balance Due: $3,280.00 i I i 10/8/2015 9:30 PM Page 1 of 1 4B -45 Quote Quote Number: 16-0035 www.mtlNrproavfaom Southlake Frank Edgar Cornish Miller Pro AVL 16010 Mueurer Ln Del Valle,Texas 78617 USA Phone:1-855-672-2856 www.millerproavl.com 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 Wamdahl N/A Austin 50/50 Ship Date Load In Show Start Load Out Return Date Discount 1/1/201612:00 AM 1/1/201612:00 AM 1/1/201612:00 AM 1/1/201612:00 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 MainsPack6VertecVT4888ArrayModule/2Frame/2HA/PD/100'Fdr.Tails Production 4 JBL SRX 728 Dual 18"Subwoofer Production 1 Front Fill Pack/2-fill/Amp Pack/NL4 Pac Production 1 6-mix/6-wedge/amp pack/NL4 pack Production 1 Mic Pack(Small) Production 2 Audio Technician Production 50 Audio Shipping Audio: $2,680.00 Speaker Wing Production 4 Staging-4x4-Biljax/Multi Stage Stage 4x8x5 speaker wing Deck Speaker Wing: $100.00 Lighting Production 1 Lighting Pack(Static-non dimming)12k Lighting System/w-12 conventional par can/clamps/AC Lighting: $165.00 Subtotal: $2,945.00 X Sales Tax: $0.00 Signature: Date: Total: $2,945.00 Total Applied Payments: $0.00 Balance Due: $2,945.00 1 10/8/2015 8:48 PM Page 1 of 1 4B -46 Quote Quote Number: 16-0035 wwvKmtDerproavl.com Southlake Frank Edgar Cornish Miller Pro AVL 16010 Mueurer Ln Del Valle,Texas 78617 USA Phone:1-855.672-2856 www.millerproavl.com 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 Wamdahl N/A Austin 50/50 Ship Date Load In Show Start Load out Return Date Discount 1/1/201612:00 AM 1 1/1/201612:00 AM 1/1/201612:00 AM 1/1/201612:00 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 MainsPack6VertecVT4888ArrayModule/2Frame/2HA/PD/100'Fdr.Tails Production 4 JBL SRX 728 Dual 18"Subwoofer Production 1 Front Fill Pack/2-fill/Amp Pack/NL4 Pac Production 1 6-mix/6-wedge/amp pack/NL4 pack Production 1 Mic Pack(Small) Production 2 Audio Technician Production 50 Audio Shipping Audio: $2,680.00 Speaker Wing Production 4 Staging-4x4-Biljax/Multi Stage Stage 4x8x5 speaker wing Deck Speaker Wing: $100.00 Lighting Production 1 Lighting Pack(Static-non dimming)12k Lighting System/w-12 conventional par can/clamps/AC Lighting: $165.00 Note Load in day of event. Note Designed for community events. No spec given Subtotal: $2,945.00 X Sales Tax: $0.00 Signature: Date: Total: $2,945.00 Total Applied Payments: $0.00 Balance Due: $2,945.00 1 10/812015 8:52 PM Page 1 of 1 4B -47 Quote Quote Number: 16-0041 ionmno,.mitlerprovirl r„ Southlake Aria Choral Performance Miller Pro AVL 2701 E.Loop 820 S Fort Worth,TX 76119 USA Phone:(8 17)654-9905 www.millerprosvi.com 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 Wamdahl N/A r DallastFortworth 50/50 Ship Date Load In Show Start Load Out Return Date Discount 1/1/201612:00 AM I 1 1 1/1/2016 9:00 AM Type Qty. Description Note Time Rate Price Price Ext. Audio Production 1 Avid SC48 Digital Mixing Console System Production 1 MainsPack6VertecVT4888ArrayModule/2Frame/2HA/PD/100'Fdr.Tails Production 4 JBL SRX 728 Dual 18"Subwoofer Production 1 Front Fill Pack/4-filVAmp Pack/NL4 Pack Production 1 6-mix/6-wedge/amp pack/NL4 pack Production 1 Mic Pack(Standard) Production 1 Galaxy MPA 53ch Snake Misc 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 Subtotal: $3,650.00 X Sales Tax: $0.00 Signature: Date: Total: $3,650.00 Total Applied Payments: $0.00 Balance Due: $3,650.00 E 10/8/2015 9:36 PM Page 1 of 1 4B -48 MPA Quote Quote Number: 15-1925 Www m'N-rpromrl.cam Southlake Aria Large band Miller Pro AVL 2701 E.Loop 820 S Fort Worth,TX 76119 USA Phone:(817)654-9905 www.millerproavl.com 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 Terns Tax Rule Chris Wamdahl N/A Dallas/Fortworth 50/50 Ship Date Load In Show Start Load Out Return Date Discount 1/1/201612:00 AM 1 1/1/2016 9:00 AM Type Qty. Description Note Time Rate Price Price Ext. Production 1 Avid SC48 Digital Mixing Console System Production 1 MainsPack6VertecVT4888ArrayModule/2Frame/2HA/PD/100'Fdr.Tails Production 4 JBL SRX 728 Dual 18"Subwoofer Production 1 Front Fill Pack/4-fill/Amp Pack/NL4 Pack Production 1 Behringer X32 Digital Mixing Console System Production 1 6-mix/6-wedge lamp pack/NL4 pack Production 1 Mic Pack(Standard) Production 1 Galaxy MPA 53ch Snake Production 2 Audio Technician Misc 2 Stage hands in and out Note Same day load in Note No tech specs given Subtotal: $3,350.00 X Sales Tax: $0.00 Signature: Date: Total: $3,350.00 Total Applied Payments: $0.00 Balance Due: $3,350.00 10/8/2015 9:27 PM Page 1 of 1 _ i 4B -49 MPA Quote Quote Number: 16-0036 www rn'll—rprosvl.eom Southlake Family park Miller Pro AVL 2701 E.Loop 820 S Fort Worth,TX 76119 USA Phone:(817)654-9905 www.millerproavi.com 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 Wamdahl N/A I Dallas/Fortworth 50/50 Ship Date Load In Show Start I Load Out Return Date Discount 1/1/201612:00 AM 1/1/201612:00 AM 1/1/201612:00 AM 1/1/201612:00 AM 1/1/2016 9:00 AM Type Qty. Description Note Time Rate Price Price Ext. Audio Ship Date: 1/11201612:00 AM Return Date: 111/2016 9:00 AM Production 1 Behringer X32 Digital Mixing Console System Production 1 MainsPack6VertecVT4888ArrayModule/2Frame/2HA/PD/100'Fdr.Tails Production 4 JBL SRX 728 Dual 18"Subwoofer Production 1 Front Fill Pack/2-fill/Amp Pack/NL4 Pac Production 1 6-mix/6-wedge/amp pack/NL4 pack Production 1 Mic Pack(Small) Production 2 Audio Technician ! Production 50 Audio Shipping Audio: $2,680.00 Speaker Wing Ship Date: 1111201612:00 AM Return Date: 1/1/2016 9:00 AM Production 4 Staging4x4-Biljax/Multi Stage Stage 4x8x5 speaker wing Deck Speaker Wing: $100.00 Lighting Ship Date: 1111201612:00 AM Return Date: 1/1/2016 9:00 AM Production 1 Lighting Pack(Static-non dimming)12k Lighting Systemfw-12 conventional par can/clamps/AC Lighting: $165.00 Note Load in day of event. Note Designed for community events. No spec given Subtotal: $2,945.00 X Sales Tax: $0.00 Signature: Date: Total: $2,945.00 Total Applied Payments: $0.00 Balance Due: $2,945.00 3 t E I 1018/2015 8:57 PM Page 1 of 1 4B -50 Quote Quote Number: 16-0039 wv„w mitlarppr-wrl.eor» Southlake Frank Edgar to Family Park Miller Pro AVL 16010 Mueurer Ln Del Valle,Texas 78617 USA Phone:/-855-672-2856 www.millerproavi.com 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 Wamdahl N/A Austin 50/50 Ship Date Load In Show Start Load Out Return Date Discount 1/1/201612:00 AM 1 1/1/2016 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 pack/NL4 Pack 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 10/8/2015 9:16 PM Page 1 of 1 4B -51 AW„a Quote Quote Number: 16-0037 wwwmi—rproavt.com Southlake McPherson park Miller Pro AVL 2701 E.Loop 820 S Fort Worth,TX 76119 USA Phone:(817)654-9905 www.milierproavi.com 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 Wamdahl N/A Dallas/Fortworth 50/50 Ship Date Load In Show Start Load Out Return Date Discount 1/1/201612:00 AM 1!1/201612:00 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 1 MainsPack6VertecVT4888ArrayModule/2Frame/2HA/PD/100'Fdr.Tails Production 4 JBL SRX 728 Dual 18"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 Technician Production 50 Audio Shipping Audio: $2,680.00 Speaker Wing Ship Date: 1111201612:00 AM Return Date: 1/1/2016 9:00 AM Production 4 Staging-4x4-Biljax/Multi Stage Stage 4x8x5 speaker wing Deck Speaker Wing: $100.00 Lighting Ship Date: 1111201612:00 AM Return Date: 1/1/2016 9:00 AM Production 1 Lighting Pack(Static-non dimming)12k Lighting System/w-12 conventional par can/clamps/AC Lighting: $165.00 Note Load in day of event. Note Designed for community events. No spec given Subtotal: $2,945.00 X Sales Tax: $0.00 Signature: Date: Total: $2,945.00 Total Applied Payments: $0.00 Balance Due: $2,945.00 10/8/2015 9:02 PM Page 1 of 1 4B -52 Quote Quote Number: 16-0039 Www mililorpronvil tarn Southlake Frank Edgar to Family Park Miller Pro AVL 16010 Mueurer Ln Del Valle,Texas 78617 USA Phone:1-855-672-2856 www.rWillerproavl.com 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 Wamdahl N/A Austin 50/50 Ship Date Load In Show Start Load Out Return Date Discount 111/201612:00 AM 1/1/2016 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 pack/NL4 Pack 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 10/8/2015 9:16 PM Page 1 or 1 4B -53 Quote Quote Number: 16-0038 www.miilrtrpraavl.ca�+ Southlake Mcpherson to Frank Edgar Park Miller Pro AVL 16010 Mueurer Ln Del Valle,Texas 78617 USA Phone:1-855-672-2856 www.millerproavi.com 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 Wamdahl N/A Austin 50/50 Ship Date Load In Show Start Load Out Return Date Discount 1/1/2016 12:00 AM 1/1/201612:00 AM 1/1/2016 12:00 AM 1/1/2016 12:00 AM 1/1/2016 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 pack/NL4 Pack 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 i, 10/8/2015 9:13 PM Page 1 of 1 4B -54 ��^.•�•-�r� EAGLAVL-01 AHENNINGER A�a../RCS DATE(MMIDD/YYYY) CERTIFICATE OF LIABILITY INSURANCE F10rn2DI5 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 BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED,the poiicylles)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 endorsement(s). PRODUCER CONTACT NAME: BancFirst Insurance Services,Inc. PHONE PO Box 247 580 250-2099 c No; 580 250-2078 Lawton,OK 73502 ADDRESS: INSURERS AFFORDING COVERAGE NAIC* INSURERA:Amerlcan Insurance Company INSURED INSURERB:Fireman's Fund Insurance Co. Eagle AVL,Inc. INSURER : Danny Miller INSURERD: 2002 W Osage Duncan,OK 73533 INSURERE: INSURER F 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 CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN.THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECTTOALL THETERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OFII�URANCE INSO WVD POLICYNUMBER POLICY EFF MIDPOLICY EXP LIMITS A X COMMERCIAL GENE PAL LIABILITY EACH OCCURRENCE S 1,000,00 CLAIMS-MADE D OCCUR AZC80901524 01/08/2015 01108/2016 PREMISES Eaocnrrerge S 100,00 MED ENP Ww one person) S 10,00 PERSONAL&ADV NJURY S 1,000,00 GENLAGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE S 2,000,00 POLICY a JEET- F LOC PRODUCTS-COMPIOPAGG $ 2,000,0 OTHER 1 $ AUTOMOBILE LIABILITY OMBINEDi[SINGLE LIMIT S 1,000,00 (Ea de B ANY AUTO BH5MZA80310165 01/08/2015 01/08/2016 BODILYINJURY(Per person) s A.LLOVNHEDFX SCHEDULED BODILY INJURY(Per accident) 5 AUTOS AUTOS X HIREDAUTOS NON-ONNED S AUTOS (Po'. Per acadent S X UMBRELLA LIABX OCCUR EACH OCCURRENCE S 3,000,00 B pcCEss Lue CLAIMS-MADE XAU15146384 01/08/2015 01/08/2016 AGGREGATE $ CED I X I RETENTIONS 0 Aggregate $ 3,000,00 WORKERS COMPENSATION AND EMPLOYERS'LIABILITY STATUTE ER A ANY PROPRIETORIPARTNERIENECUrIVE Y/NC81024361 01/0812015 01/08/2016 E.L.EACH ACCIDENT $ 1,000,00 ElOFFICERIMEMBEREXCLUDED? N/A (Mandatory In NH) E L DISEASE-EA EMPLOYEEI",descfte K-1.000,00 DESCRII ONO OPERATIONS below E L DISEASE-POLICY LIMIT Is 1,000,00 DESCRIPTION OF OPERATIONS LOCATIONS I VEHICLES(ACORD 101,Additional Remarks Schedule,maybe attached If more apace Is required) Includes Commercial General Liability insurance,including Blanket Contractual Liability,Broad Form Property Damage,Personal Injury,Completed OperationslProducts Liability,Premises Liability,Medical Payments,Interest of Employees as insureds. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE For Information Purposes Only THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS, AUTHORIZED REPRESENTATIVE O 1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25(2014101) The ACORD name and logo are registered marks of ACORD 4B -55 Ftxm Wee9 Request for Taxpayer GW6 Form to the (Rey unedCA 2°'°' identification Number and Certification Se ►�I � Do not "Iblim�""tt�«,»'h�s""°`"' ita to the IRs. t None(as shown on your w+cdrria tax eirti mi Nartre is iequret on this line,do riot leave this ire bank EAGLE AVL,INC N 2-6 nenna'k9s+ctlarded entity rams.t dMerent from above 3 Check awaloi ate box for federal tax c493de.W*n;checK pity one of the fohow rV sBrtn win L a Gemplor a$odea apply only to certain ardw,es,not individuals.see sr ❑hwutiouWaole propneta or n C corporation F)S Corporation (_j Pannw-,ho {_ TrrsUestate, instructions on page 3): o e srrpte•n+e rtw LLC CtemtX pay"code(if arNl J Limited laoaty Company.Enter the tau cnaasif cation IC C caaorat on.S-S cov"ston.P=oarbv1sr.pt► $ Note.For a saga member t LC that is dvrrogaided.Oo nor check LLC.tneck the aplxoprate boron the luno atoave tot Exempt Cf+from FATCA rtpcving M the tan classificat of the smtpe•mornber owner code bf any) .{-..C. :4w+b sits,.+,www•.'ca•o-Y rY t.5_ fi ❑CdthlY(see rlefnrctWle)► i S Address VNVM 'r.sheet,and,apt a<rote rte; ;Reodesters name and address;optional) a 2002 W OSAGE ROAD I N 6 City.matt.and Zip cadg DUNCAN,OK 73533 ?List eetaurt numbeetsi two(opbor4 1 Taxpayer Identification Number ITlN) Cater your TIN in the appropriate box.The TIN phoebe)must match ttv0 Hama green on arta T Ia avoid Social aa<wity number -_ _ backup vnlhhoklmg.For irndwiduals.this is generally your social security number(SSN�However.lora t— resident alien,sole proprietor•or disregarded entity,sea the Part I Instructions on page 3.For other F 1I('"� M entffes,it Is your employer Identification numbs fEIN)_tf you cep not have a rnkxnbor,roe Now to year a !. 1_ J - TW on page 3. or Note.It the account is in more than one name.see the instructions for I ne I and the chart on page 4 to E^'a°y°r Wo Raton Rime' guidelines on whose number to enter. T t [2F61 -111216:8 ! 3 8E0 ! Certification Under penalties of piney.I certify that: 1 The number shown on this form is my correct Umpayer identification number for I am waiting for a number to ria issued to mer,and 2 1 am not sub)ect to backup withholding because (al I am exempt from backup withholding.or tbi I have not teen noliF•ed by the internal Revenur Service(IRS)thit I am subject to backup withholding as a rerun of a failure to rt=port all interest or droidends.or(c)the IRS his notified"that I am no longer subtest to backup withholding,and 3 tarn a U.S.crttzzen or other U S.person(de5ne.d te+ow),and S, 1 he FAtCA cooe(s)entered or.this form fit arty)indicating that I am exempt from FA tCA reporting is correct. CerbfK:ation Instructions.You must cross out item 2 atiove if you have been notified by trip IRS that you are currently subtect to backup withholding because you have ladeki to repron all Interest and dividends on your tax return For real estate transactions.rttxm 2 toes not appF/.For mortgage interest pard,acditmutnon o abanoorntent of secured property,cancealation of debt,contributions w an individual retirement arrangement(IRAI,and generalty,payments other than interest and dtvi dentis,you are trot retttnred to sign the cixtihcabon.but you must provtde your correct TIN See the instructions on page 3 Here U.S person General Instructions •Form to92 home mortgage rtetest).to48-E istursant ran rrttvt5:},1099.r ttwhrm Section retetricas art to ma Internal ne*~Cone unions ottwmse noted •F rem I Ogg-C;ca nceicd demi future ilevelogimente hfrrmatorf aba a de e"n*em3 afftc!i n9 Form;v3 rye •From 1073 A tat T..^m or aovnowmrt of s weKi propextrt as kgmiabon enacted cher we reltase n)is a!ww*-e%,gov�6*9 4se Fpm W-9 ai,iy.1 you are a U S parson�rnr_tr,rtrsrt�rrsKlcr+t alcn;.fo Purpose of Forty) rf mce yew correct tin. M 4r2wduai d,entity(Form W-9 requester)vtto is requred to tlt an,nfotmatim 01you cb nor m-har f wm W,9 to the reott ester w.th a ret:,yea mrgAf tae Saaject rottrn with tete IRS must ot#ari your correct taxpayer dantdicabon rkrmbet(Mf to eacwo win:nogg See what rs raacra,o waf ftR vn9?on page 2. wr.Un may be yaw soetaf fleCuray rhontiv(SSNI.e4nr tlaai Wcayer oWir+eahon Ry ti grxng tris filIed-out fan++ you rktmmba(iTIM,adoption taxpayer identification number(AT N),or amp+oyer identification+umber tEINI.to report ern an information return V%e amount pard to t Certify fret Me T'N ytkn art 4f^^9 y Correct for you are w.1,11"for a n x^btv to bid you.of other amount reportable on an rrtormatror•tekon.Examples W mlormalon ,tarns rtck,oe.but are not limited to,the forou,ng 2 Cfirtrfy,treat you are ref subject to backup w+trrokdrg,of •Farm to"INT lozet"t carred or toad) 3.Claim erent:!on from mockup w crit oldr g A yov are a U S exempt payee.if apNratrM,you Are arise t OMNOV Mat a%a U S.ppsdn,your aaocable sham of •dorm 10W-DVk>wnoNrkls.rsck dnn9 trona hon sttatks o rmLtusi ki•ndtr Nir partnership morn from,%U 5 trade or busmass m not subject to the •form 1099-PAISC Wricus types of Income.oriel,aor3rds.or tpw--pr+ctr!ds, w44hodrng fm on foregn pothers share of OricWely connected income.and •Form tM•©tstutk Of mutuat!�nd saies and cenarn other tran;actOts by -$ Comfy that FAT C A cooe•a)ent&-d on this form to aryl indvwtm9 that you are brokers) ei,empt from the FATCA reprpnn9.is conect Set What n FATCA reDoroP of "n7 •Form 1099-S voce-ds from read estate trynxticr ii) pane 2 for ttrtr e,.mom+aim •Farm 10q%.K imerG4tnt C.ud alb Mrd party network harsactiontnl Cat Na 10231x Form W-9 iRty.t2.n14) 4B -56 CITY OF SOUTHLAKE 19 City of Southlake REQUEST FOR PROPOSALS Proposal Reference Number: RFP1505B540DK150014 Project Title: Audio Services for City of Southlake Events Proposal Closing Date: 3:00 P.M.(CST), Friday, October 9,2015 4B -57 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 (1)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 3 AppendixC—Form CIQ.................................................................................................................Page 19 Appendix D—No Intent to Submit Form.......................................................................................Page 20 City of Southlake - RFP1505B540DK150014 - Page I of 21 4B -58 Southlake,Texas Request for Proposals 1. Introduction A. Proiect 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. uestions: 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. Replies: 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. Acknowledgement of Addenda: The Proposer must acknowledge all addenda by signing and returning 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 Ouestionnaire(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 Proposal: The signed and executed submittal of the entirety of Appendix B—Proposal. Proposer: The Proposer and the Proposer's designated contact signing the first page of the Proposal. City of Southlake("City"): The City of Southlake,Texas. City Secretary's Office: The office of the City Secretary of the City,located at 1400 Main Street,Suite #270,Southlake,Texas 76092.PH: (817)748-8016;Fax: (817)748-8270. Project: 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 - RFP1505B540DK150014 - Page 2 of 21 4B -59 Purchasing Manager: The City of Southlake Purchasing Manager is Timothy Slifka CPPD, CPPB, Phone: (817)748-8312,E-Mail: tslifka@ci.southlake.tx.us,Fax(817)748-8048. Request for Proposals RFP): The entirety of this document,including all Appendices 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, i amendment or withdrawal notice is approved in writing by the Purchasing Manager. City of Southlake - RFP1505B540DK150014 - Page 3 of 21 4B -60 E. Proposal Document Format: All Proposal Documents must be prepared in single-space type, on standard 8-1/2" 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. Validi, 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. Completeness: 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. Ambi ui : 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 - RFP150SB540DKI50014 - Page 4 of 21 4B -61 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. a City of Southlake - RFP1505B540DK150014 - Page 5 of 21 4B -62 Appendix A— Scope of Services 1. Project Title:Audio Services for City of Southlake Events 2. 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. 3. Special Conditions The following special conditions shall prevail over areas of conflict in previous pages: NONE 4. Proposal Evaluation Factors Emphasis Factor 30% Vendor Experience in Providing Services 30% Vendors Qualifications to Provide Services 20% Vendor Overall Cost 15% Vendor References 5% Vendor Past History with City 5. 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. 6. Key Events Schedule Proposal Release Date September 21,2015 Non-Mandatory Pre-Proposal Meeting and Walk Through Location:Southlake Town Hall 9:00 AM(CST)September 25,2015 1400 Main Street Main Lobby Southlake,Texas 76092 Deadline for Submittal of Written Questions October 1,2015 Sealed Proposals Due to and Opened by City Shown on First Page of this RFP Anticipated Committee Evaluation Review Date Week of October 12,2015 Anticipated Council Award October 20,2015 7. Scope of Services 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 I City of Southlake - RFP1505B540DK150014 - Page 6 of 21 4B -63 events shall be held at Aria,an outdoor amphitheater adjacent to The Marq 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 addendums will be posted to the City website. Southlake Stars&Stripes Southlake Stars&Stripes celebration utilizes Family Park,McPherson Park and Frank Edgar Cornish IV 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 city provided 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 provided by audio visual vendor(32 ft x 24 ft)in Frank Edgar Cornish IV Park and Cily provided 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 stage(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 - RFP1505B540DK150014 - Page 7 of 21 4B -64 Aria Outdoor Arn0itheater 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 - RFP1505B540DK150014 - Page 8 of 21