Item 4C - MemoM E M O R A N D U M
August 2, 2022
To: Shana Yelverton, City Manager
From: Daniel Cortez, Director of Economic Development & Tourism
Subject: Approve a contract renewal with Marquee Event Group, Inc., for Indoor
and Outdoor Event Equipment Rental and Related Services.
Action
Requested: Approve a contract renewal with Marquee Event Group, Inc., for Indoor and
Outdoor Event Equipment Rental and Related Services. in an amount not to
exceed $60,000.
Background
Information: The City has contracted with Marquee Event Group (formerly M&M Rental
Acquisition) since 2016 for indoor and outdoor event equipment rental and
related services. They have provided the City with rentals for staging, chairs,
tables, and tents for the variety of events the City hosts including outdoor
rentals for events at Legends Hall, such as weddings. The following is a listing
of events Marquee provides services for:
•Stars & Stripes Southlake
•Home for the Holidays: Christmastime in Southlake Tree Lighting
•Celebrate Southlake
•Creativity Festival
•Outdoor weddings & events (Legends Hall – The Marq)
•Other small outdoor events and receptions hosted by the City
The purpose of this item is to seek City Council approval of a contract renewal
with Marquee Event Group, Inc. This is the first renewal for this contract. The
vendor is seeking a one percent (1%) increase to contract rates as allowed
during the renewal process. Funding for this contract is provided through the
General Fund, Hotel Occupancy Tax, and the Community Enhancement &
Development Corporation in an amount that will not exceed $60,000.
To date in FY 2022, the City has spent $42,438 in rentals with Marquee Event
Group for the various festivals, events, and receptions held. Due to the one
percent increase in the contract, and the growing size and number of events the
City hosts, City staff is requesting an amount that will not exceed $60,000 for
this contract period, which would begin on August 18, 2022, and end on August
17, 2023. Funding for this contract would come from the General Fund, Hotel
Occupancy Tax, and Community Enhancement and Development Corporation
as needed throughout the year for events.
The City selected Marquee Event Group in 2021 (their second contract with the
City) based on their ability to provide the services requested, low bid price, and
their experience with City staff. For these reasons, the City is seeking Council
Item 4C
approval for a contract renewal with Marquee Event Group, Inc. in an amount
not to exceed $60,000.
Financial
Considerations: Funding for indoor and outdoor event equipment rental including but not limited
to chairs, tables, tents, staging, and lighting for City events in the amount of
$60,000. Each City department has budgeted funds for their respective use of
Marquee services and is proposed in the upcoming FY 2023 budget and within
the existing approved FY 2022 budget.
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 provide attractive & unique spaces for the enjoyment of personal
interests, enhance resident quality of life and business vitality through tourism,
collaborate with select partners to implement service solutions and providing
and maintaining high-quality public assets.
Legal Review: The City Attorney has reviewed the City’s contract with Marquee Event Group.
Alternatives: The City Council may alternatively also consider the following:
• Approve the contract renewal with modifications
• Deny the contract renewal
Staff
Recommendation: Approve the contract renewal agreement for indoor and outdoor event
equipment rental including but not limited to chairs, tables, tents, staging, and
lighting with Marquee Event Group, Inc. for an amount not to exceed $60,000.
Attachments: Contract with Marquee Event Group, Inc.
Staff Contacts: Daniel Cortez (817) 748-8039