Item 4B
Approve contract renewal with Eagle AVL for audiovisual services at City special events
Item 4B
Honorable Mayor and members of the City Council, this is Item 4B which is a contract renewal with Eagle AVL for audiovisual services at City special events.
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Requested Action
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
With this item, staff is seeking City Council approval of a contract renewal with Eagle AVL for audiovisual services at City events in an amount not to exceed $100,234 annually.
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Background
City contracts for audiovisual services at City events
Stars & Stripes
Home for the Holidays
In addition, proposal covers A/V support at Aria amphitheater
The City of Southlake contracts with an audiovisual company to provide audiovisual support at events such as Stars & Stripes and Home for 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.
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Background
Request for Proposals released in September 2015
Two companies responded
Eagle AVL recommended vendor based
on:
ability to provide services
low bid price
past experience with City
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 will include sound, lighting, temporary stages, choral/audience risers, stage extensions and mobile/modular LED screens.
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Eagle AVL
Operating since 1992
Provides services throughout Oklahoma and Texas
Supported Southlake events since 2012
Current contract expires November 3, 2016
Four (4) one-year renewal options
available
No price increase requested
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.
The current contract with Eagle
AVL is set to expire on November 3, 2015 and included 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.
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Financial Considerations
Funding available in the FY 2017:
HOT Fund
CEDC Fund
General Fund
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.
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City of Southlake Strategy Map
The City of Southlake provides municipal services that support the highest quality of life for our residents, businesses, and visitors. We do this by being an exemplary model of balancing
efficiency, fiscal responsibility, transparency, and sustainability.
C1 Achieve the highest standards of safety & security
C2 Provide travel convenience within City & region
C4 Attract & keep top-tier businesses to drive a dynamic & sustainable economic environment
Serve our Customers
Manage the Business
B1 Achieve best-in-class status in all City disciplines
B2 Collaborate with select partners to implement service solutions
B3 Enhance resident quality of life & business vitality through tourism
B4 Provide high quality services through sustainable business practices
B5 Enhance service delivery through continual process improvement
B6 Optimize use of technology
Provide Financial Stewardship
Promote Learning and Growth
F1 Adhere to financial management principles & budget
F2 Invest to provide & maintain high quality public assets
F3 Achieve fiscal wellness standards
F4 Establish & maintain effective internal controls
L1 Ensure our people understand the strategy & how they contribute to it
L2 Enhance leadership capabilities to deliver results
L3 Attract, develop & retain a skilled workforce
L4 Recognize & reward high performers
L5 Empower informed decision-making at all levels in the organization
C6 Enhance the sense of
community by providing excellent customer service and citizen engagement opportunities
L6 Foster positive employee engagement
Deliver on Our Focus Areas
C5 Promote opportunities for partnerships & volunteer involvement
C3 Provide attractive & unique spaces for enjoyment of personal interests
Approval of the contract 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.
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Questions? Candice Edmondson - (817) 748-8311
I appreciate the opportunity to present this item to you. If you have any questions you may contact me at (817) 748-8311. Thank you.
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