Item 4D - Memo
M E M O R A N D U M
September 5, 2023
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 $55,000.
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-and-a-half percent (1.5%)
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 $55,000.
To date in FY 2023, the City has spent $24,156 in rentals with Marquee
Event Group for the various festivals, events, and receptions held. This
amount does not include expenditures for Celebrate Southlake. In FY
2022 the City spent $32,823, $7,657.80 in FY 2021, $6,873.85 in FY
2020, and $21,454 in FY 2019.
Due to the one-and-a-half percent increase in the contract, and the
growing size and number of events the City hosts, including the one-time
solar viewing event proposed in FY 2024, City staff is requesting an
amount that will not exceed $55,000 for this contract period, which would
begin on September 5, 2023, and end on September 5, 2024. 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 approval for a contract renewal with Marquee Event
Group, Inc. in an amount not to exceed $55,000.
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 $55,000. Each City department has budgeted funds for their
respective use of Marquee services and is proposed in the upcoming FY
2024 budget and within the existing approved FY 2023 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
$55,000.
Attachments: Contract with Marquee Event Group, Inc.
Staff Contacts: Daniel Cortez (817) 748-8039
August 16, 2023
Marquee Event Group, Inc.
3200 Belmeade Dr.
Carrollton, Texas 75006
Attn: Ms. Tiffany Bell
Subject: Notification of Contract Renewal for Indoor and Outdoor Event Equipment Rental and Related Services
RFP2105B180SB210007
Dear Ms. Bell:
The City of Southlake is providing notification of contract renewal, pending City Council approval, for “Indoor and
Outdoor Event Equipment Rental and Related Services RFP2105B180SB210007”. This renewal shall become effective
September 5, 2023, after City Council approval (CC Award date _________) and shall continue in full force based on the
terms and conditions of the initial award. As a condition of contract renewal, a price adjustment may be requested by the
vendor and considered by the City. Price adjustments 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 vendor’s cost, not profit. Your company has requested a one and a half percent (1.5%) increase in contract
rates at this renewal. This increase has been approved and a new rate sheet is attached as part of this renewal.
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 RFP DOCUMENT
Term of Contract: Shall be effective for twelve months from date of renewal and is eligible for up to two (2) more
one (1) year annual renewals.
City Contact: Hillary Cromer 817-748-8652
Send all billing to: City of Southlake
accountspayable@ci.southlake.tx.us (preferred) or
1400 Main Street, Suite 420, Accounts Payable, Southlake, TX 76092
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 420
Southlake, Texas 76092
tslifka@ci.southlake.tx.us Attest: ________________________
Fax: 817-748-8010 Amy Shelley, TRMC
City Secretary
Contract Renewal Accepted:
Signed: ____________________ Date: ______________ Approved as to Form and Legality:
Mayor John Huffman _____________________
City of Southlake City Attorney
Group 1 Outdoor Tents Unit of
Measure
Current
Cost
Updated
Cost FY 23-
24
Increase
Percentage
Bid #1-1 10x10 Tent (Frame & Canopy)Per Day $ 133.93 135.94$ 1.50%
Bid #1-2 10 x 20 Tent (Frame & Canopy)Per Day $ 251.79 255.57$ 1.50%
Bid #1-3 20 x 20 Tent (Frame & Canopy)Per Day $ 336.84 341.89$ 1.50%
Bid #1-4 10 x 30 Tent (Frame & Canopy)Per Day $ 321.43 326.25$ 1.50%
Bid #1-5 30 x 30 Tent (Frame & Canopy)Per Day $ 637.56 647.12$ 1.50%
Bid #1-6
Fire Package (Lighted Exit
Sign, Lighted No Smoking
Sign, Fire Extinguisher)
Per Day $ 52.02 52.80$ 1.50%
Bid #1-7 Sidewalls – 10’Per Day $ 13.13 13.32$ 1.45%
Bid #1-8 Sidewalls – 20’Per Day $ 25.25 25.63$ 1.50%
No Bid #1-9 Sidewalls – 30’Per Day No Bid No Bid No Bid
Bid #1-10 Side Walls 10x20 Per Day $ 33.94 34.45$ 1.50%
Bid #1-11 Center Pole Covers Per Day $ 151.50 153.77$ 1.50%
Bid #1-12 Side Pole Covers Pay Day $ 26.77 27.17$ 1.49%
No Bid #1-13 55 gallon Water Barrels w/ No
Water Per Day No Bid No Bid No Bid
No Bid #1-14 55 gallon Water Barrels w/
Water Per Day No Bid No Bid No Bid
RFP210007
No Bid #1-15 Water Barrel Linen Cover -
Black Per Day No Bid No Bid No Bid
No Bid #1-16 Water Barrel Linen Cover -
White Per Day No Bid No Bid No Bid
No Bid #1-17 Vinyl Water Barrel Cover Per Day No Bid No Bid No Bid
Bid #1-18 Tent Chandelier Per Day $ 267.90 271.92$ 1.50%
Bid #1-19 Tent 20 inch Disco Ball Per Day $ 45.45 46.13$ 1.50%
Bid #1-20 Par 64 Light Conventional Per Day $ 39.39 39.98$ 1.50%
Bid #1-21 Tent Turf - Green Per Sq. Ft.Per Day $ 0.96 0.97$ 1.04%
Bid #1-22 Tent Turf - Blue Per Sq. Ft.Per Day $ 0.96 0.97$ 1.04%
Bid #1-23 Tent Turf - Black Per Sq. Ft.Per Day $ 0.96 0.97$ 1.04%
Bid #1-24 Tent Wood Floor Per Sq. Ft.Per Day $ 1.57 1.59$ 1.27%
Bid #1-25 Concrete Weight 350lb Per Day $ 20.60 20.91$ 1.50%
Bid #1-26 Concrete Weight 350lb Cover Per Day $ 8.48 8.60$ 1.415%
Group 2 Outdoor Furniture
No Bid #2-1 Plastic Folding Rectangular 6
ft Table Per Day No Bid No Bid No Bid
No Bid #2-2 Plastic Folding Rectangular 8
ft Table Per Day No Bid No Bid No Bid
Bid #2-3 Wood Folding Rectangular 6 ft
Table Per Day $ 10.05 10.20$ 1.49%
Bid #2-4 Wood Folding Rectangular 8 ft
Table Per Day $ 10.40 10.55$ 1.442%
RFP210007
Bid #2-5 Round Wood Cocktail Table
36”Per Day $ 10.66 10.82$ 1.50%
No Bid #2-6 Round Plastic Cocktail Table
36”Per Day No Bid No Bid No Bid
No Bid #2-7 Round Plastic Folding Table
48"Per Day No Bid No Bid No Bid
Bid #2-8 Round Wood Folding Table 36”Per Day $ 9.65 9.79$ 1.45%
Bid #2-9 Round Wood Folding Table 48”Per Day $ 9.65 9.79$ 1.45%
No Bid #2-10 Round Plastic Lawn Table 36”Per Day No Bid No Bid No Bid
Bid #2-11 Metal Folding Chair Per Day $ 1.67 1.69$ 1.198%
Bid #2-12 Plastic Folding Chair Per Day $ 1.67 1.69$ 1.198%
No Bid #2-13 Plastic Lawn Chair Per Day No Bid No Bid No Bid
Bid #2-14 Black Garden Padded Folding
Chair Per Day $ 3.08 3.12$ 1.299%
Bid #2-15 White Garden Padded Folding
Chair Per Day $ 3.08 3.12$ 1.299%
Bid #2-16 Fruitwood Garden Padded
Folding Chair Per Day $ 3.08 3.12$ 1.299%
Bid #2-17 Natural Garden Padded
Folding Chair Per Day $ 3.08 3.12$ 1.299%
Bid #2-18 Outdoor 6ft Portable Bar Per Day $ 109.08 110.72$ 1.50%
Bid #2-19 Outdoor 8ft Portable Bar Per Day $ 176.75 179.40$ 1.50%
RFP210007
Bid #2-20 Wood Farm 8 ft Table Per Day $ 126.25 128.14$ 1.50%
Bid #2-21 Wood Farm 8 ft Bench Per Day $ 66.96 67.96$ 1.49%
Bid #2-22 Wood Picnic 7 ft Table Per Day $ 164.75 167.22$ 1.50%
Group 3 Outdoor Accessories
Bid #3-1 Café String Lights Per 50ft Per Day $ 111.10 112.77$ 1.50%
Bid #3-2 Cafe String Lights 100 Foot
Length Per Day $ 213.11 216.31$ 1.50%
Bid #3-3 Black Outdoor Stanchion Per Day $ 16.31 16.55$ 1.47%
Bid #3-4 Chrome Outdoor Stanchion Per Day $ 10.66 10.82$ 1.50%
Bid #3-5 Black Outdoor Rope for
Stanchion 8'Per Day $ 9.60 9.74$ 1.46%
Bid #3-6 Black Pull Out Stanchion with
6 ft Retractable Belt Per Day $ 16.31 16.55$ 1.47%
Bid #3-7 1,500 Watt Electric Stand
Mount Patio Heater Per Day $ 156.05 158.39$ 1.50%
Bid #3-8 Propane Heater Per Day $ 277.75 281.92$ 1.50%
Bid #3-9 30” Pedestal Fan Per Day $ 50.50 51.26$ 1.50%
No Bid #3-10 Port a Cool 24”Per Day No Bid No Bid No Bid
No Bid #3-11 Port a Cool 36”Per Day No Bid No Bid No Bid
No Bid #3-12 Mister Per Day No Bid No Bid No Bid
No Bid #3-13
25KvW Low Noise Diesel
Generator with Fuel to Provide
Full Capacity Operation for 8
Hours
Per Day No Bid No Bid No Bid
RFP210007
Bid #3-14 Outdoor 3’ x 3’ White or Black
Dance Floor for Hard Surface Per Day $ 19.19 19.47$ 1.459%
Bid #3-15 Outdoor 3’x 3’ White or Black
Dance Floor for Grass Surface Per Day $ 32.32 32.80$ 1.49%
Bid #3-16 Outdoor 4’ x 4’ White or Black
Dance Floor for Hard Surface Per Day $ 21.21 21.52$ 1.462%
Bid #3-17 Outdoor 4’x 4’ White or Black
Dance Floor for Grass Surface Per Day $ 32.32 32.80$ 1.49%
Bid #3-18 Outdoor 3’ x 3’ Wooden Dance
Floor for Hard Surface Per Day $ 19.75 20.04$ 1.468%
Bid #3-19 Outdoor 4’ x 4’ Wooden Dance
Floor for Hard Surface Per Day $ 21.21 21.52$ 1.462%
No Bid #3-20 10’ Market Umbrella with Stand
(black, green or red)Per Day No Bid No Bid No Bid
No Bid #3-21 Pole 42"Per Day No Bid No Bid No Bid
Bid #3-22 White Picket Fence Panel Per Day $ 26.77 27.17$ 1.49%
Bid #3-23 7' Vinyl Umbrella with Stand
White Per Day $ 30.30 30.75$ 1.49%
No Bid #3-24 9' Vinyl Umbrella with Stand
White Per Day No Bid No Bid No Bid
Bid #3-25 Black Deck Stage Panel 4' x 4'
Adjustable Height Per Day $ 40.40 41.00$ 1.485%
Bid #3-26 Black Deck Stage Panel 4' x 8'
Adjustable Height Per Day $ 85.85 87.14$ 1.50%
Bid #3-27 Stage Skirt 4' x 4'Per Day $ 15.15 15.37$ 1.452%
RFP210007
Bid #3-28 Stage Skirt 4' x 8'Per Day $ 30.30 30.75$ 1.49%
Bid #3-29 Stage Steps Per Day $ 85.85 87.14$ 1.50%
Bid #3-30 Stage Carpet 4' x 4' Deck Per Day $ 35.35 35.88$ 1.50%
Bid #3-31 Stage Carpet 4' x 8' Deck Per Day $ 70.70 71.76$ 1.50%
Group 4 Indoor Furniture
No Bid #4-1 Laminate Conference Table 8’
x 18”Per Day No Bid No Bid No Bid
Bid #4-2 Wood Conference Table 8' x
18"Per Day $ 10.20 10.35$ 1.47%
No Bid #4-3 Laminate Conference Table 8’
x 24”Per Day No Bid No Bid No Bid
No Bid #4-4 Laminate Conference Table 6’
x 18”Per Day No Bid No Bid No Bid
Bid #4-5 Wood Conference Table 6' x
18"Per Day $ 10.20 10.35$ 1.47%
Bid #4-6 Banquet Table 6' x 30"Per Day $ 9.65 9.79$ 1.45%
Bid #4-7 Farm Table 66" Round Per Day $ 128.78 130.71$ 1.50%
Bid #4-8 Bench Farm 6' x 6' x 18"Per Day $ 66.96 67.96$ 1.49%
Bid #4-9 Black Padded Chiavari Chair Per Day $ 7.07 7.17$ 1.414%
Bid #4-10 White Padded Chiavari Chair Per Day $ 7.07 7.17$ 1.414%
No Bid #4-11 Clear Padded Acrylic Chiavari
Chair Per Day No Bid No Bid No Bid
Bid #4-12 Gold Padded Chiavari Chair Per Day $ 7.07 7.17$ 1.414%
RFP210007
Bid #4-13 Silver Padded Chiavari Chair Per Day $ 7.07 7.17$ 1.414%
Bid #4-14 Fruitwood Padded Chiavari
Chair Per Day $ 7.07 7.17$ 1.414%
Bid #4-15 Walnut Padded Chiavari Chair Per Day $ 7.07 7.17$ 1.414%
Bid #4-16 Acrylic Ghost Chair Per Day $ 15.15 15.37$ 1.452%
Bid #4-17 Clear Bubble Chair Per Day $ 10.61 10.76$ 1.414%
Bid #4-18 Black Padded Chiavari Bar
Stool Per Day $ 18.18 18.45$ 1.49%
Bid #4-19 White Padded Chiavari Bar
Stool Per Day $ 18.18 18.45$ 1.49%
No Bid #4-20 Clear Padded Chiavari Bar
Stool Per Day No Bid No Bid No Bid
Bid #4-21 Gold Padded Chiavari Bar
Stool Per Day $ 18.18 18.45$ 1.49%
Bid #4-22 Silver Padded Chiavari Bar
Stool Per Day $ 18.18 18.45$ 1.49%
Bid #4-23 Fruitwood Padded Chiavari
Bar Stool Per Day $ 18.18 18.45$ 1.49%
Bid #4-24 Walnut Padded Chiavari Bar
Stool Per Day $ 18.18 18.45$ 1.49%
Bid #4-25 Indoor Portable Bar Black – 6
Foot Per Day $ 82.37 83.60$ 1.493%
No Bid #4-26 Indoor Portable Bar Black – 8
Foot Per Day No Bid No Bid No Bid
No Bid #4-27 Indoor Portable Bar Wood
Grain – 6 Foot Per Day No Bid No Bid No Bid
RFP210007
Bid #4-28 Indoor Portable Bar Wood
Grain – 8 Foot Per Day $ 216.59 219.84$ 1.50%
Group 5 Indoor Accessories
Bid #5-1 Indoor 3’ x 3’ White or Black
Dance Floor for Hard Surface Per Day $ 19.19 19.47$ 1.459%
Bid #5-2 Indoor 3’x 3’ White or Black
Dance Floor for Grass Surface Per Day $ 32.32 32.80$ 1.49%
Bid #5-3 Indoor 4’ x 4’ White or Black
Dance Floor for Hard Surface Per Day $ 21.21 21.52$ 1.462%
Bid #5-4 Indoor 4’x 4’ White or Black
Dance Floor for Grass Surface Per Day $ 32.32 32.80$ 1.49%
Bid #5-5 Indoor 3’ x 3’ Wooden Dance
Floor for Hard Surface Per Day $ 19.19 19.47$ 1.459%
Bid #5-6 Indoor 4’ x 4’ Wooden Dance
Floor for Hard Surface Per Day $ 21.21 21.52$ 1.462%
Bid #5-7
Remote Controlled Par 54 LED
Battery Operated Uplights with
Charger
Per Day $ 57.22 58.08$ 1.50%
Bid #5-8
Remote Controlled Par 64 LED
Battery Operated Uplights with
Charger
Per Day $ 57.22 58.08$ 1.50%
Bid #5-9
Remote Controlled Par Q610
LED Battery Operated Uplights
with Charger
Per Day $ 101.00 102.52$ 1.50%
Bid #5-10 Slim Par 56 LED 120V Uplights
with Charger Per Day $ 57.22 58.08$ 1.50%
Bid #5-11 Aluminum Easel 60"Per Day $ 20.20 20.50$ 1.49%
Bid #5-12 Plastic Table Cover Round 36"
Red Fitted Per Day $ 8.93 9.06$ 1.46%
RFP210007
Bid #5-13 Plastic Table Cover Round 36"
Royal Fitted Per Day $ 8.93 9.06$ 1.46%
No Bid #5-14 Throne Chairs Set (Pair)Per Day No Bid No Bid No Bid
No Bid #5-15 Throne Sofa 6' or 8' ft Per Day No Bid No Bid No Bid
Bid #5-16 Pipe and Drape 10 x 10 Single
Booth Set Up Per Day $ 176.75 179.40$ 1.50%
Bid #5-17 Pipe and Drape 10 x 20 Double
Booth Set Up Per Day $ 282.80 287.04$ 1.50%
Bid #5-18 Pipe and Drape Panel Set Up
10 x 25 Per Day $ 353.50 358.80$ 1.50%
Group 6 Catering and Service Equipment
Bid #6-1 Pilsner 14 oz Minimum
Capacity Per Day $ 0.71 0.72$ 1.41%
Bid #6-2 14 oz All Purpose Wine Glass Per Day $ 0.66 0.66$ 0.000%
Bid #6-3 9 oz All Purpose Wine Glass Per Day $ 0.66 0.66$ 0.000%
Bid #6-4 11 oz Tea Goblet Per Day $ 0.66 0.66$ 0.000%
Bid #6-5 19 oz Rocks Glass Per Day $ 0.66 0.66$ 0.000%
Bid #6-6 Champagne Glass Per Day $ 0.66 0.66$ 0.000%
Bid #6-7
Electric Holding Cabinet
(Warmer) 120V Minimum
Capacity 12 Hotel Pans
Per Day $ 159.23 161.62$ 1.50%
Bid #6-8
Non-Electric Food Pan Carrier.
Minimum 4 Full-Size Hotel Pan
Capacity
Per Day $ 93.32 94.72$ 1.50%
No Bid #6-9 Frozen Beverage Machine 8
Quart Per Day No Bid No Bid No Bid
RFP210007
No Bid #6-10 Frozen Beverage Machine 12
quart Per Day No Bid No Bid No Bid
Bid #6-11 5 Gallon Drink Container –
Black Per Day $ 23.53 23.88$ 1.49%
No Bid #6-12 Wedding Cake Stand
Gold/Silver Round 18”Per Day No Bid No Bid No Bid
No Bid #6-13 Wedding Cake Stand
Gold/Silver Square 18”Per Day No Bid No Bid No Bid
Bid #6-14 Wedding Cake Stand
Gold/Silver Round 22”Per Day $ 52.02 52.80$ 1.50%
Bid #6-15 Wedding Cake Stand
Gold/Silver Square 22”Per Day $ 52.02 52.80$ 1.50%
No Bid #6-16 3 Tier Cupcake Stand
Gold/Silver Per Day No Bid No Bid No Bid
No Bid #6-17 5 Tier Cupcake Stand
Gold/Silver Per Day No Bid No Bid No Bid
Bid #6-18 Single Lamp Heating Buffet
Lamp w/Stand Per Day $ 61.61 62.53$ 1.49%
Bid #6-19 Dual Lamp Heating Buffet
Lamp w/Stand Per Day $ 52.37 53.15$ 1.489%
Bid #6-20 8 Quart Full-Size Chaffing Dish Per Day $ 30.75 31.21$ 1.50%
Bid #6-21 Full-Size Hotel Pan Per Day $ 3.74 3.79$ 1.337%
Bid #6-22 Pilsner 12oz Glass Per Day $ 0.71 0.72$ 1.41%
Bid #6-23 8.5 oz All Purpose Glass Per Day $ 0.66 0.66$ 0.000%
Bid #6-24 11.5 oz Ice Tea Glass Per Day $ 0.66 0.66$ 0.000%
RFP210007
Bid #6-25 12 oz Tom Collins Glass Per Day $ 0.66 0.66$ 0.000%
Bid #6-26 Thermo Vac 5 Gallon Drink
Container Per Day $ 27.47 27.88$ 1.49%
Group 7 Linens
Bid #7-1 132 Poly Round Table Cloth –
Black Per Day $ 14.54 14.75$ 1.444%
Bid #7-2 132 Poly Round Table Cloth –
White Per Day $ 14.54 14.75$ 1.444%
Bid #7-3 132 Poly Round Table Cloth –
Assorted Per Day $ 14.54 14.75$ 1.444%
Bid #7-4 120 Poly Round Table Cloth –
Black Per Day $ 14.54 14.75$ 1.444%
Bid #7-5 120 Poly Round Table Cloth –
White Per Day $ 14.54 14.75$ 1.444%
Bid #7-6 120 Poly Round Table Cloth –
Assorted Per Day $ 14.54 14.75$ 1.444%
Bid #7-7 6’ Poly Round Table Cloth –
Black Per Day $ 14.54 14.75$ 1.444%
Bid #7-8 6’ Poly Round Table Cloth –
White Per Day $ 14.54 14.75$ 1.444%
Bid #7-9 6’ Poly Round Table Cloth –
Assorted Per Day $ 14.54 14.75$ 1.444%
Bid #7-10 8’ Poly Round Table Cloth –
Black Per Day $ 14.54 14.75$ 1.444%
Bid #7-11 8’ Poly Round Table Cloth –
White Per Day $ 14.54 14.75$ 1.444%
Bid #7-12 8’ Poly Round Table Cloth –
Assorted Per Day $ 14.54 14.75$ 1.444%
RFP210007
Bid #7-13 Linen Spandex Black 30"
Round x 42" H Per Day $ 41.71 42.33$ 1.486%
Bid #7-14 Rectangle 90" x 156" White Per Day $ 14.54 14.75$ 1.444%
Bid #7-15 Rectangle 90" x 156" Assorted
Colors Per Day $ 14.54 14.75$ 1.444%
Bid #7-16 Overlays – Poly Per Day $ 14.69 14.91$ 1.50%
Bid #7-17 Overlays – Lamour Per Day $ 22.98 23.32$ 1.48%
Bid #7-18 Overlays – Iridescent Crush Per Day $ 24.19 24.55$ 1.49%
Bid #7-19 Overlays – Sequin Per Day $ 43.94 44.60$ 1.50%
Bid #7-20 Overlays – Bengaline Per Day $ 44.38 45.04$ 1.487%
Bid #7-21 Overlays – Shantung Per Day $ 22.98 23.32$ 1.48%
Bid #7-22 Napkins – Black Poly Per Day $ 0.45 0.45$ 0.000%
Bid #7-23 Napkins – White Poly Per Day $ 0.45 0.45$ 0.000%
Bid #7-24 Napkins – Assorted Poly Per Day $ 0.45 0.45$ 0.000%
Additional Charges
Bid #8-1 After Hours Delivery Fee Per Each $ 378.75 384.43$ 1.50%
Bid #8-2 Timed Delivery Per Each $ 378.75 384.43$ 1.50%
Bid #8-3 Delivery Fee M-F 8am - 5pm Per Each $ 75.75 76.89$ 1.50%
No Bid #8-4 Fuel Surcharge Fee Per Each No Bid No Bid No Bid
Bid #8-5 Chair Set Up Per Each $ 1.01 1.02$ 0.990%
Bid #8-6 Table No Linen Set Up Fee Per Each $ 1.77 1.79$ 1.130%
RFP210007
Bid #8-7 Table with Linen Set Up Fee Per Each $ 5.05 5.12$ 1.386%
Bid #8-8 Concrete Anchor Repair Per Each $ 8.26 8.38$ 1.45%
Bid #8-9 Teardown Chair Fee Per Each $ 0.00 -$ 0.00%
Bid #8-10 Teardown Table Fee Per Each $ 0.00 -$ 0.00%
Bid #8-11 Additional Labor Fee If
Required Per Hour $ 50.50 51.26$ 1.50%
Bid #8-12 Pick Up Fee M-F 8am - 5pm Per Each $ 75.75 76.89$ 1.50%
Bid #8-13 After Hours Pick Up Fee Per Each $ 0.00 -$
Bid #8-14 Per Order Fee Damage Waiver Percentage $ 0.00 -$
Amendment # 1 Items
1-a
20’x30’ High Peak Tent with 3
sides Per Day 500.25$ 507.75$ 1.50%
1-b
20’x40’ Frame Tent with no
sides Per Day 1,056.00$ 1,071.84$ 1.50%
1-c
Freedom Flex LED wireless
H4lp Lights Per Day 56.65$ 57.50$ 1.50%
1-d Freedom Flex Light Remote Per Day 5.65$ 5.73$ 1.42%
1-e
round (mix of red/white/blue
covers)Per Day 8.69$ 8.82$ 1.50%
1-f 30”x30” Round Pedestal Table Per Day 11.45$ 11.62$ 1.48%
1-g 30”x42” Round Pedestal Table Per Day 16.30$ 16.54$ 1.47%
1-h 6’ White Wood with Acrylic Bar Per Day 159.90$ 162.30$ 1.50%
1-i
Ice Caddy with wheels and a
capacity of 125 pounds ice Per Day 51.40$ 52.17$ 1.50%
1-j
20” Low Pressure Misting Fan
40-gallon capacity Per Day 108.47$ 110.10$ 1.50%
RFP210007
ORIGINAL DOCUMENT
CITY OF SOUTI-[LAKE
SOUTH LAKE Council Action: Ytft)
r Ord./Res. No.
Date Approved
June 14, 2022
Marquee Event Group, Inc.
3200 Belmeade Dr.
Carrollton, Texas 75006
Subject: Contract Amendment # 1 for Indoor and Outdoor Event Equipment Rental and Related
Services RFP2105B180SB210007
Dear Ms. Tiffany Bell:
The City of Southlake's contract for Indoor and Outdoor Event Equipment Rental and Related
Services RFP2105B180SB210007 requests the following:
1 Addition of the following event equipment items and related services.
a Addition of a 20'x30' High Peak Tent with 3 sides at a cost of five hundred dollars
and twenty-five cents($500.25) per day.
b. Addition of a 20'x40' Frame Tent with no sides at a cost of one thousand fifty-six
dollars($1,056.00 per day.
c. Addition of Freedom Flex LED wireless H4lp Lights at a cost of fifty-six dollars
and sixty-five cents ($56.65) per day.
d. Addition of a Freedom Flex Light Remote at a cost of five dollars and sixty-five
cents($5.65) per day.
e. Addition of KWIK Table Cover—Blue 30"round (mix of red/white/blue covers) at
a cost of eight dollars and sixty-nine cents($8.69) per day.
f. Addition of a 30"x30" Round Pedestal Table at a cost of eleven dollars and forty-
five cents ($11.45) per day.
g. Addition of a 30"x42" Round Pedestal Table at a cost of sixteen dollars and thirty
cents($16.30) per day.
h Addition of a 6'White Wood with Acrylic Bar at a cost of one hundred fifty-nine
dollars and ninety cents($159 90) per day.
i. Addition of an Ice Caddy with wheels and a capacity of 125 pounds ice at a cost
of fifty-one dollars and forty cents($51.40) per day.
j. Addition of a 20" Low Pressure Misting Fan 40-gallon capacity at a cost of one
hundred eight dollars and forty-seven cents ($108.47) per day.
2. No other changes are requested
Sharen Jacks .S'0
Chie inancial er, ity c>'S fhlake '
men*inient d I I 0 i
AMY LL , TRMC : c''•.••
CITY SECRETARY
i `
By signing this amendment, vendor is acknowledging and agreeing to the additions made to the
terms and conditions as stated in the existing contract. Vendor must acknowledge receipt of this
amendment by signing and returning one signed amendment to: City of Southlake Finance
Department 1400 Main Street Suite 440 Southlake, Texas 76092 Attention Tim Slifka.
Signed: Printed Name: 1-4,• LA-•_
Title: &i•44-..(4.. eir— Company Name: 4411.4vee -r -Tq s
Dated: '•t S.2-2--
Please call 817-748-8312 with any questions.
Sincerely,
Tim Slifka
Purchasing Mana er CPPO, CPPB
tslifka@ci.southlake.tx.us
Amendment b I RFP210007
CITY OF
SOUTHLAKE
June 1, 2022
Marquee Event Group, Inc.
3200 Belmeade Dr.
Carrollton, Texas 75006
Attn: Ms. Tiffany Bell
ORIGIN?AL DOCUMENT
CITY OF SOUTH LAKE
Council Action.ON
Ord./Res. No.
Date Approved _
Subject: Notification of Contract Renewal for Indoor and Outdoor Event Equipment Rental and Related Services
RFP2105BI80SB210007
Dear Ms. Bell:
The City of Southlake is providing notification of contract renewal, pending City Council approval, for "Indoor and
Outdoor Event Equipment Rental and Related Services RFP2105B180SB210007". This renewal shall become effective
August 18, 2022, after City Council approval (CC Award date and shall continue in full force based on the
terms and conditions of the initial award. As a condition of contract renewal, a price adjustment may be requested by the
vendor and considered by the City. Price adjustments 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 vendor's cost, not profit. Your company has requested a one percent (1%) increase in contract rates at this
renewal. This increase has been approved and a new rate sheet is attached as part of this renewal.
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 RFP 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: Hillary Cromer 817-748-8652
Send all billing to: City of Southlake
accountspayable
e,ci.southlake.tx.us (preferred) or
1400 Main Street, Suite 420, Accounts Payable, Southlake, TX 76092
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.
Ti h fk
Purchasing Manager PO, CPPB
City of Southlake
1400 Main Street, Suite 420
Southlake, Texas 76092
tslifka a,ci.southlake.tx.us
Fax:817-748-8010
Contract Rene al Accep ed:
Signed: Date
a r Jo0ut 11man
City of Southlak
J H LAk
Attest:
A S ley, TRMC
IV, • ••;• `. City Sec etary
f— ; ov s o F5 Legality:
ity Attorn 3 !
Unit of Current
Updated
Increase
Group 1 Outdoor Tents Measure Cost
Cost 22
Percentage
Bid 1-1 10x10 Tent (Frame & Canopy) Per Day 132.60 133.93 1%
Bid 1-2 10 x 20 Tent (Frame & Canopy) Per Day 249.30 251.79 1%
Bid 1-3 20 x 20 Tent (Frame & Canopy) Per Day 333.50 336.84 1%
Bid 14 10 x 30 Tent (Frame & Canopy) Per Day 318.25 321.43 1%
Bid 1-5 30 x 30 Tent (Frame & Canopy) Per Day 631.25 637.56 1%
Fire Package (Lighted Exit
Bid 1-6 Sign, Lighted No Smoking Per Day 51.50 52.02 1%
Sign, Fire Extinguisher)
Bid 1-7 Sidewalls —10' Per Day 13.00 13.13 1%
Bid 1-8 Sidewalls — 20' Per Day 25.00 25.25 1%
No Bid 1-9 Sidewalls — 30' Per Day No Bid No Bid No Bid
Bid 1-10 Side Walls 10x20 Per Day 33.60 33.94 1%
Bid 1-11 Center Pole Covers Per Day 150.00 151.50 1%
Bid 1-12 Side Pole Covers Pay Day 26.50 26.77 1%
No Bid 1-13
55 gallon Water Barrels w/ No Per Day No Bid No Bid No Bid
Water
No Bid 1-14 55 gallon Water Barrels w/ Per Day No Bid No Bid No Bid
Water
RFP210007
No Bid 1-15
Water Barrel Linen Cover -
Per Day No Bid No Bid No Bid
Black
No Bid 1-16
Water Barrel Linen Cover -
Per Day No Bid No Bid No Bid
White
No Bid 1-17 Vinyl Water Barrel Cover Per Day No Bid No Bid No Bid
Bid 1-18 Tent Chandelier Per Day 265.25 267.90 1%
Bid 1-19 Tent 20 inch Disco Ball Per Day 45.00 45.45 1%
Bid 1-20 Par 64 Light Conventional Per Day 39.00 39.39 1 %
Bid 1-21 Tent Turf - Green Per Sq. Ft. Per Day 0.95 0.96 1 %
Bid 1-22 Tent Turf - Blue Per Sq. Ft. Per Day 0.95 0.96 1 %
Bid 1-23 Tent Turf - Black Per Sq. Ft. Per Day 0.95 0.96 1 %
Bid 1-24 Tent Wood Floor Per Sq. Ft. Per Day 1.55 1.57 1%
Bid 1-25 Concrete Weight 3501b Per Day 20.40 20.60 1%
Bid 1-26 Concrete Weight 3501b Cover Per Day 8.40 8.48 1%
Group 2 Outdoor Furniture
No Bid 2-1 Plastic Folding Rectangular 6
Per Day No Bid No Bid No Bid
ft Table
No Bid 2-2 Plastic Folding Rectangular 8 Per Day No Bid No Bid No Bid
ft Table
Bid 2-3 Wood Folding Rectangular 6 ft per Day 9.95 10.05 1 %
Table
Bid 24 Wood Folding Rectangular 8 ft Per Day 10.30 10.40 1%
Table
RFP210007
Bid 2-5
Round Wood36Cocktail Table
Per Day 10.55 10.66 1% yp
No Bid 2-6
Round Plasti36Cocktail Table
Per Day No Bid No Bid No Bid
No Bid 2-7 Round Plasti4c8Folding Table Per Day No Bid No Bid No Bid
Bid 2-8
Round Wood Table
Per Day 9.55 9.65 1% 3GF olding
Bid 2-9 Round Woo48Folding Table Per Day 9.55 9.65 1%
11
No Bid 2-10 Round Plastic Lawn Table 36" Per Day No Bid No Bid No Bid
Bid 2-11 Metal Folding Chair Per Day 1.65 1.67 1 %
Bid 2-12 Plastic Folding Chair Per Day 1.65 1.67 1%
No Bid 2-13 Plastic Lawn Chair Per Day No Bid No Bid No Bid
Bid 2-14 Black Garden Padded Folding Per Day 3.05 3.08 1%
Chair
Bid 2-15 White Garden Padded Folding Per Day 3.05 3.08 1%
Chair
Bid 2-16
Fruitwood Garden Padded
Per Day 3.05 3.08 1 %
Folding Chair
Bid 2-17
Natural Garden Padded
Per Day 3.05 3.08 1 %
Folding Chair
Bid 2-18 Outdoor Eft Portable Bar Per Day 108.00 109.08 1%
Bid 2-19 Outdoor 8ft Portable Bar Per Day 175.00 176.75 1%
RFP210007
Bid 2-20 Wood Farm 8 ft Table Per Day 125.00 126.25 1 %
Bid 2-21 Wood Farm 8 ft Bench Per Day 66.30 66.96 1%
Bid 2-22 Wood Picnic 7 ft Table Per Day 163.12 164.75 1 %
Group 3 Outdoor Accessories
Bid 3-1 Cafe String Lights Per 50ft Per Day 110.00 111.10 1%
Bid 3-2 Cafe String Lights 100 Foot Per Day 211.00 213.11 1%
Length
Bid 3-3 Black Outdoor Stanchion Per Day 16.15 16.31 1%
Bid 3-4 Chrome Outdoor Stanchion Per Day 10.55 10.66 1%
Bid 3-5
Black Outdoor Rope for
Per Day 9.50 9.60 1 %
Stanchion 8'
Bid 3-6
Black Pull Out Stanchion with
Per Day 16.15 16.31 1%
6 ft Retractable Belt
Bid 3-7
1,500 Watt Electric Stand
Per Day 154.50 156.05 1%
Mount Patio Heater
Bid 3-8 Propane Heater Per Day 275.00 277.75 1 %
Bid 3-9 30" Pedestal Fan Per Day 50.00 50.50 1 %
No Bid 3-10 Port a Cool 24" Per Day No Bid No Bid No Bid
No Bid 3-11 Port a Cool 36" Per Day No Bid No Bid No Bid
No Bid 3-12 Mister Per Day No Bid No Bid No Bid
25KvW Low Noise Diesel
No Bid 3-13
Generator with Fuel to Provide
Per Day No Bid No Bid No Bid
Full Capacity Operation for 8
Hours
RFP210007
Bid 3-14
Outdoor Tx 3' White or Black
Per Day 19.00 19.19 1 %
Dance Floor for Hard Surface
Bid 3-15
Outdoor Tx 3' White or Black
Per Day 32.00 32.32 1%
Dance Floor for Grass Surface
Bid 3-16
Outdoor 4' x 4' White or Black
Per Day 21.00 21.21 1%
Dance Floor for Hard Surface
Bid 3-17
Outdoor 4'x 4' White or Black
Per Day 32.00 32.32 1%
Dance Floor for Grass Surface
Bid 3-18
Outdoor Tx 3' Wooden Dance
Per Day 19.55 19.75 1%
Floor for Hard Surface
Bid 3-19
Outdoor 4' x 4' Wooden Dance
Per Day 21.00 21.21 1%
Floor for Hard Surface
No Bid 3-20
10' Market Umbrella with Stand
Per Day No Bid No Bid No Bid
black, green or red)
No Bid 3-21 Pole 42" Per Day No Bid No Bid No Bid
Bid 3-22 White Picket Fence Panel Per Day 26.50 26.77 1%
Bid 3-23
7' Vinyl Umbrella with Stand
Per Day 30.00 30.30 1%
White
No Bid 3-24
9' Vinyl Umbrella with Stand
Per Day No Bid No Bid No Bid
White
Bid 3-25
Black Deck Stage Panel 4' x 4'
Per Day 40.00 40.40 1%
Adjustable Height
Bid 3-26
Black Deck Stage Panel 4' x 8'
Per Day 85.00 85.85 1 %
Adjustable Height
RFP210007
Bid 3-27 Stage Skirt 4' x 4' Per Day 15.00 15.15 1 %
Bid 3-28 Stage Skirt 4' x 8' Per Day 30.00 30.30 1%
Bid 3-29 Stage Steps Per Day 85.00 85.85 1 %
Bid 3-30 Stage Carpet 4' x 4' Deck Per Day 35.00 35.35 1 %
Bid 3-31 Stage Carpet 4' x 8' Deck Per Day 70.00 70.70 1 %
Group 4 Indoor Furniture
No Bid 4-1
Laminate Con1e8rence Table 8'
Per Day No Bid No Bid No Bid
Bid 4 2
Wood Confere8, ce Table 8' x
Per Day 10.10 10.20 1 %
No Bid 4-3
Laminate Con e ence Table 8'
Per Day No Bid No Bid No Bid
No Bid 44
Laminate Conf18ence Table 6'
Per Day No Bid No Bid No Bid
Bid 4-5
Wood Confere8 ce Table 6' x
Per Day 10.10 10.20 1 %
Bid 4-6 Banquet Table 6' x 30" Per Day 9.55 9.65 1 %
Bid 4-7 Farm Table 66" Round Per Day 127.50 128.78 1 %
Bid 4-8 Bench Farm 6' x 6' x 18" Per Day 66.30 66.96 1 %
Bid 4-9 Black Padded Chiavari Chair Per Day 7.00 7.07 1%
Bid 4-10 White Padded Chiavari Chair Per Day 7.00 7.07 1%
No Bid 4-11
Clear Padded Acrylic Chiavari
Per Day No Bid No Bid No Bid
Chair
RFP210007
Bid 4-12 Gold Padded Chiavari Chair Per Day 7.00 7.07 1 %
Bid 4-13 Silver Padded Chiavari Chair Per Day 7.00 7.07 1 %
Bid 4-14
Fruitwood Padded Chiavari
Per Day 7.00 7.07 1 %
Chair
Bid 4-15 Walnut Padded Chiavari Chair Per Day 7.00 7.07 1%
Bid 4-16 Acrylic Ghost Chair Per Day 15.00 15.15 1 %
Bid 4-17 Clear Bubble Chair Per Day 10.50 10.61 1%
Bid 4-18
Black Padded Chiavari Bar
Per Day 18.00 18.18 1%
Stool
Bid 4-19
White Padded Chiavari Bar
Per Day 18.00 18.18 1 %
Stool
Clear Padded Chiavari Bar
No Bid 4-20 Per Day No Bid No Bid No Bid
Stool
Bid 4-21
Gold Padded Chiavari Bar
Per Day 18.00 18.18 1 %
Stool
Bid 4-22
Silver Padded Chiavari Bar
Per Day 18.00 18.18 1%
Stool
Bid 4-23
Fruitwood Padded Chiavari
Per Day 18.00 18.18 1%
Bar Stool
Bid 4-24
Walnut Padded Chiavari Bar
Per Day 18.00 18.18 1%
Stool
Bid 4-25
Indoor Portable Bar Black — 6
Per Day 81.55 82.37 1 %
Foot
No Bid 4-26
Indoor Portable Bar Black — 8
Per Day No Bid No Bid No Bid
Foot
RFP210007
No Bid 4-27
Indoor Portable Bar Wood
Per Day No Bid No Bid No Bid
Grain — 6 Foot
Bid 4-28
Indoor Portable Bar Wood
Per Day 214.45 216.59 1 %
Grain — 8 Foot
Group 5 Indoor Accessories
Bid 5-1
Indoor Tx 3' White or Black
Per Day 19.00 19.19 1%
Dance Floor for Hard Surface
Bid 5-2
Indoor Tx 3' White or Black
Per Day 32.00 32.32 1 %
Dance Floor for Grass Surface
Bid 5-3
Indoor 4' x 4' White or Black
Per Day 21.00 21.21 1 %
Dance Floor for Hard Surface
Bid 54
Indoor 4'x 4' White or Black
Per Day 32.00 32.32 1%
Dance Floor for Grass Surface
Bid 5-5
Indoor Tx 3' Wooden Dance
Per Day 19.00 19.19 1%
Floor for Hard Surface
Bid 5-6
Indoor 4' x 4' Wooden Dance
Per Day 21.00 21.21 1 %
Floor for Hard Surface
Remote Controlled Par 54 LED
Bid 5-7 Battery Operated Uplights with Per Day 56.65 57.22 1 %
Charger
Remote Controlled Par 64 LED
Bid 5-8 Battery Operated Uplights with Per Day 56.65 57.22 1%
Charger
Remote Controlled Par Q610
Bid 5-9 LED Battery Operated Uplights Per Day 100.00 101.00 1 %
with Charger
Bid 5-10
Slim Par 56 LED 120V Uplights
Per Day 56.65 57.22 1%
with Charger
RFP210007
Bid 5-11 Aluminum Easel 60" Per Day 20.00 20.20 1%
Bid 5-12
Plastic Table Cover Round 36"
Per Day 8.84 8.93 1 %
Red Fitted
Bid 5-13
Plastic Table Cover Round 36"
Per Day 8.84 8.93 1%
Royal Fitted
No Bid 5-14 Throne Chairs Set (Pair) Per Day No Bid No Bid No Bid
No Bid 5-15 Throne Sofa 6' or 8' ft Per Day No Bid No Bid No Bid
Bid 5-16
Pipe and Drape 10 x 10 Single
Per Day 175.00 176.75 1 %
Booth Set Up
Bid 5-17
Pipe and Drape 10 x 20 Double
Per Day 280.00 282.80 1%
Booth Set Up
Bid 5-18 Pipe and Drape Panel Set Up Per Day 350.00 353.50 1%
10x25
Group 6 Catering and Service Equipment
Bid 6-1
Pllsner 14 oz Minimum
Per Day 0.70 0.71 1%
Capacity
Bid 6-2 14 oz All Purpose Wine Glass Per Day 0.65 0.66 1 %
Bid 6-3 9 oz All Purpose Wine Glass Per Day 0.65 0.66 1%
Bid 6-4 11 oz Tea Goblet Per Day 0.65 0.66 1 %
Bid 6-5 19 oz Rocks Glass Per Day 0.65 0.66 1 %
Bid 6-6 Champagne Glass Per Day 0.65 0.66 1%
Electric Holding Cabinet
Bid 6-7 Warmer) 120V Minimum Per Day 157.65 159.23 1%
Capacity 12 Hotel Pans
RFP210007
Non -Electric Food Pan Carrier.
Bid 6-8 Minimum 4 Full -Size Hotel Pan Per Day 92.40 93.32 1%
Capacity
No Bid 6-9
Frozen Beverage Machine 8
Per Day No Bid No Bid No Bid
Quart
No Bid 6-10
Frozen Bev age Machine 12
Per Day No Bid No Bid No Bid
quart
Bid 6-11
5 Gallon Drink Container—
Per Day 23.30 23.53 1%
Black
No Bid 6-12 Wedding Cake Stand Per Day No Bid No Bid No Bid
Gold/Silver Round 18"
No Bid 6-13 Wedding Cake Stand
Per Day No Bid No Bid No Bid
Gold/Silver Square 18"
Bid 6-14 Wedding Cake Stand Per Day 51.50 52.02 1%
Gold/Silver Round 22"
Bid 6-15 Wedding Cake Stand Per Day 51.50 52.02 1%
Gold/Silver Square 22"
No Bid 6-16
3 Tier Cupcake Stand
Per Day No Bid No Bid No Bid
Gold/Silver
No Bid 6-17
5 Tier Cupcake Stand
Per Day No Bid No Bid No Bid
Gold/Silver
Bid 6-18 Single Lamp Heating Buffet Per Day 61.00 61.61 1%
Lamp w/Stand
Bid 6-19 Dual Lamp Heating Buffet Per Day 51.85 52.37 1%
Lamp w/Stand
Bid 6-20 8 Quart Full -Size Chaffing Dish Per Day 30.45 30.75 1%
Bid 6-21 Full -Size Hotel Pan Per Day 3.70 3.74 1%
RFP21 07
Bid 6-22 Pilsner 12oz Glass Per Day 0.70 0.71 1%
Bid 6-23 8.5 oz All Purpose Glass Per Day 0.65 0.66 1%
Bid 6-24 11.5 oz Ice Tea Glass Per Day 0.65 0.66 1 %
Bid 6-25 12 oz Tom Collins Glass Per Day 0.65 0.66 1 %
Bid 6-26
Thermo Vac 5 Gallon Drink
Per Day 27.20 27.47 1%
Container
Group 7 Linens
Bid 7-1 132 Poly Round Table Cloth — Per Day 14.40 14.54 1 %
Black
Bid 7-2 132 Poly Round Table Cloth — Per Day 14.40 14.54 1%
White
Bid 7-3 132 Poly Round Table Cloth —
Per Day 14.40 14.54 1%
Assorted
Bid 7-4 120 Poly Round Table Cloth —
Per Day 14.40 14.54 1%
Black
Bid 7-5 120 Poly Round Table Cloth — Per Day 14.40 14.54 1 %
White
Bid 7-6 120 Poly Round Table Cloth — Per Day 14.40 14.54 1 %
Assorted
Bid 7-7 6' Poly Round Table Cloth —
Per Day 14.40 14.54 1 %
Black
Bid 7-8 6' Poly Round Table Cloth — Per Day 14.40 14.54 1 %
White
Bid 7-9 6' Poly Round Table Cloth — Per Day 14.40 14.54 1%
Assorted
RFP210007
Bid 7-10 8' Poly Round Table Cloth -
Black Per Day 14.40 14.54 1%
Bid 7-11 8' Poly Round Table Cloth -
White Per Day 14.40 14.54 1 %
Bid 7-12 8' Poly Round Table Cloth -
Assorted Per Day 14.40 14.54 1%
Bid 7-13
Linen Spandex Black 30"
Round x 42" H Per Day 41.30 41.71 1%
Bid 7-14 Rectangle 90" x 156" White Per Day 14.40 14.54 1 %
Bid 7-15
Rectangle 90" x 156" Assorted
Colors Per Day 14.40 14.54 1 %
Bid 7-16 Overlays - Poly Per Day 11.80 11.92 1 %
Bid 7-17 Overlays - Lamour Per Day 22.75 22.98 1 %
Bid 7-18 Overlays - Iridescent Crush Per Day 23.95 24.19 1 %
Bid 7-19 Overlays - Sequin Per Day 43.50 43.94 1%
Bid 7-20 Overlays - Bengaline Per Day 43.50 43.94 1 %
Bid 7-21 Overlays - Shantung Per Day 22.75 22.98 1%
Bid 7-22 Napkins - Black Poly Per Day 0.45 0.45 1%
Bid 7-23 Napkins - White Poly Per Day 0.45 0.45 1%
Bid 7-24 Napkins - Assorted Poly Per Day 0.45 0.45 1 %
Additional Charges
Bid 8-1 After Hours Delivery Fee Per Each 375.00 378.75 1%
RFP210007
Bid 8-2 Timed Delivery Per Each 375.00 378.75 1%
Bid 8-3 Delivery Fee M-F 8am - 5pm Per Each 75.00 75.75 1%
No Bid 8-4 Fuel Surcharge Fee Per Each No Bid No Bid No Bid
Bid 8-5 Chair Set Up Per Each 1.00 1.01 1 %
Bid 8-6 Table No Linen Set Up Fee Per Each 1.75 1.77 1 %
Bid 8-7 Table with Linen Set Up Fee Per Each 5.00 5.05 1%
Bid 8-8 Concrete Anchor Repair Per Each 8.18 8.26 1%
Bid 8-9 Teardown Chair Fee Per Each 0.00 0%
Bid 8-10 Teardown Table Fee Per Each 0.00 0%
Bid 8-11
Additional Labor Fee If
Required
Per Hour 50.00 50.50 1%
Bid 8-12 Pick Up Fee M-F 8am - 5pm Per Each 75.00 75.75 1%
Bid 8-13 After Hours Pick Up Fee Per Each 0.00 0%
Bid 8-14 Per Order Fee Damage Waiver Percentage 0.00 0%
RFP210007
Timothy Slifka
From: Timothy Slifka
Sent: Wednesday, May 11, 2022 4:30 PM
To: 'Tiffany Bell'
Cc: Hillary Cromer; Crystal Maddalena
Subject: RE: Contract Renewal for City of Southlake
Attachments: Marquee Event Group Inc. Renewal Pricing 2022-2023.pdf; Marquee Event Group Inc.
2021.pdf
Thanks Tiffany.
Attached will be the new pricing after City Council approval in August. Current contract runs through August 17, 2022.
I will have a new full contract available after City Council approves.
Have a great rest of the week!
Tim
Timothy Slifka, CPPO, CPPB
Purchasing Manager
1400 Main Street Suite 420
Southlake, Texas 76092
Phone: 817-748-8312
Fax: 817-748-8010
tslifka(a-)-ci.south Iake.tx.us
CityofSouthlake. com Current
Bidding Opportunities * Please
take a moment and click on the appropriate link below to complete our Purchasing Department
Survey. Your answers will help us to continually improve our services. City
Staff Survey * Internal
Staff Bid Survey Vendor
Survey - How are we Doing? ebievement
of 4CEfn
Pr ee me 20
I Award Winner From:
Tiffany Bell <tbell@marqueerents.com> Sent:
Wednesday, May 11, 2022 12:10 PM To:
Timothy Slifka <tslifka@ci.south lake.tx.us> Subject:
RE: Contract Renewal for City of Southlake Yes,
we will request the 1%. Thank you!
From: Timothy Slifka <tslifka@ci.southlake.tx.us>
Sent: Wednesday, May 11, 2022 12:07 PM
To: Tiffany Bell <tbell@marqueerents.com>
Cc: Hillary Cromer <HCromer@ci.southlake.tx.us>
Subject: Contract Renewal for City of Southlake
Good afternoon Tiffany.
I have started working on our contract renewal. This contract renews August 17, 2022.
Will you be requesting the 1% available increase allowed at this renewal?
If no increase is requested, please respond with "No Increase Requested" and I can get this renewal scheduled for City
Council approval.
If you will be requesting the 1% increase, please let me know and I will send you additional paperwork for your review
prior to our City Council approval.
Tim
Timothy Slifka, CPPO, CPPB
Purchasing Manager
1400 Main Street Suite 420
Southlake, Texas 76092
Phone: 817-748-8312
Fax: 817-748-8010
tslifka ci.southlake.tx.us
CityofSouth lake. corn
Current Bidding Opportunities *
Please take a moment and click on the appropriate link below to complete our Purchasing
Department Survey. Your answers will help us to continually improve our services.
City Staff Survey *
Internal Staff Bid Survey
Vendor Survey - How are we Doing?
c6ievement of
In Procurement•
2 I Award Winner tDp
SOUTHLAKE
19
ORIGII` U DOCUMENT
CITY OF SOUTHLAKE
Council Action: Y6V
Ord./Res, No.
Date Approved _._ _.'.:.
June 14, 2022
Marquee Event Group, Inc.
3200 Belmeade Dr.
Carrollton, Texas 75006
Subject: Contract Amendment * 1 for Indoor and Outdoor Event Equipment Rental and Related
Services RFP2105B180SB210007
Dear Ms. Tiffany Bell:
The City of Southlake's contract for Indoor and Outdoor Event Equipment Rental and Related
Services RFP210513180SB210007 requests the following:
1 Addition of the following event equipment items and related services.
a. Addition of a 20'x30' High Peak Tent with 3 sides at a cost of five hundred dollars
and twenty-five cents ($500.25) per day.
b. Addition of a 20'x40' Frame Tent with no sides at a cost of one thousand fifty-six
dollars ($1,056.00 per day.
c. Addition of Freedom Flex LED wireless H41p Lights at a cost of fifty-six dollars
and sixty-five cents ($56.65) per day.
d. Addition of a Freedom Flex Light Remote at a cost of five dollars and sixty-five
cents ($5.65) per day.
e. Addition of KWIK Table Cover — Blue 30" round (mix of red/white/blue covers) at
a cost of eight dollars and sixty-nine cents ($8.69) per day.
f. Addition of a 30"x30" Round Pedestal Table at a cost of eleven dollars and forty-
five cents ($11.45) per day.
g. Addition of a 30"x42" Round Pedestal Table at a cost of sixteen dollars and thirty
cents ($16.30) per day.
h Addition of a 6' White Wood with Acrylic Bar at a cost of one hundred fifty-nine
dollars and ninety cents ($159.90) per day.
i. Addition of an Ice Caddy with wheels and a capacity of 125 pounds ice at a cost
of fifty-one dollars and forty cents ($51.40) per day.
j. Addition of a 20" Low Pressure Misting Fan 40-gallon capacity at a cost of one
hundred eight dollars and forty-seven cents ($108.47) per day.
No other changes are requested.
r 111111/
1, ` 4 KF
Sharen Jacks p ••'"""
T',
Chie inancial Pr, Ity c>rfhlake •'••
m n nnni I I = 0' N
AMY -LL TTRMC : v'••.,•
CITY SECRETARY 1101'"""''
4••'
11 t t t t 1101 \`
By signing this amendment, vendor is acknowledging and agreeing to the additions made to the
terms and conditions as stated in the existing contract. Vendor must acknowledge receipt of this
amendment by signing and returning one signed amendment to: City of Southlake Finance
Department 1400 Main Street Suite 440 Southlake, Texas 76082 Attention Tim Slifka.
Signe :
Title:
Dated: L, • 15 . a.i
Please call 817-748-8312 with any questions.
Sincerely,
Tim Slifka
Purchasing Mana er CPPO, CPPB
tslifka@ci.southlake.tx.us
Printed Name: —wwL- k-A—A-,,
Company Name: (.uA.xe.
Amendment 4 1 M"210007
June 29, 2021
Marquee Event Group, Inc.
3200 Belmeade Dr.
Carrollton, Texas 75006
Attn: Ms. Tiffany Bell
Cn V of
SOUTHLAKE
19
ORIGINAL DOCUMENT
CITY OF SOUTHLAKE
Council Actiona'N
Ord./Res. No.
Date Approved !
Subject: Contract Award Notification for Indoor and Outdoor Event Equipment Rental and Related Services
PFP2105B180SB210007
Dear Ms. Bell:
The City of Southlake is pleased to inform you that Marquee Event Group, Inc, of Carrollton, Texas is the awarded vendor for
Indoor and Outdoor Event Equipment Rental and Related Services RFP2105B180210007" 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 6 20Z I.
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: Sarah Binion 817-748-8919
Send all billing to: City of Southlake
accountspayable@a,ci.southlake.tx.us (preferred) or
1400 Main Street, Suite 420, Accounts Payable, Southlake, TX 76092
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.
Sincerel
Tim Slifka, CPP , CP
Purchasing Manager
City of Southlake
1400 Main Street, Suite 420
Southlake, Texas 76092
tslifka@ci.southlake.tx.us
Contract and Award Accepted:
Signed: _
M r Jo uffman
City of Southlake
City
Date: '\ Approved
to
iieI A.- t;IC
s
cretarsv ILI
Form and
City Attorn
Appendix B — Proposal
Submittal Checklist: (To determine validity of proposal)
Appendix B (pages _8_ through _16_) must be included in the proposal submittal
Appendix C Conflict of Interest Form (page _16J must be included in the proposal submittal.
Form 1295 Certificate of Interested Party must be included in the proposal submittal. See Page _2_.
HB 89 and SB 252 Acknowledgement. See Page _14_.
All proposals submitted to the City of Southlake shall include this page with the submitted Proposal.
RFP Number: RFP210513180SB210007 Indoor
and Outdoor Event Equipment Rental Project
Title: and Related Services Submittal
3:
00 P.M. (CST), Friday June 11, 2021 Deadline.
Submit
Electronically* to: https://southlake.bonfirehub.com/log*in. Requires
email account login and password. Proposer
Information: Marquee
Event Group, Inc PisLegalName• Address:
3200 Belmeade Dr GIN
State & Zip Carrollton TX 75006 Federal
Employers Idenfificadon
Number # 81-1350224 Phone
Number. 214-458-0178 x
972-
381-8001 E-
NW Address: tbelI@marqueerents.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 Authorized Representative: Michael Lane Signature
of Authorized Representative: N&Aadlow Signed
this 10th (day) of June (month), 2021 (year) I
learned of this Request for Proposals by the following means: El
Newspaper Advertisement 7_ City E-mail Notification Southlake
Website Cold Call to City Mailed
Me a Copy J Other Bonfire
City
of Southlake - RFP2105BI80SB210007 - Page 8 of 17
Primary Responses
Succes ; All data is vsgdt
Group 1 Outdoor Tents
sisecewAll vatuesprov*d Bid 1-1 10x10 Tent (Frame & Canopy) 1 Per Day 5 132.60 132,60 6useesel
Mvalwii p ovkMd Bid 1-2 10 x 20 Tent (Frame & Canopy) I Per Day S 249$0 249.30 BYCQ
All ViI1M'f pfWlded Bid 1.3 20 x 20 Tent (Frame & Canopy) 1 Per Day S 333.50 333.50 7
uasefiT Ad values pbvldw , Bid . 91.4 10 x 30 Tent (Frame & Canopy) I Per Day S 318.25 S 318.25 Juccefi:
AlfvaMns pievlded' Bid. 1.5 30 x 30 Tent (Frame & Canopy) 1 Per Day S 631.25 S 631.25 IRGIeit
ANvelusi provided Bid 1.6 Fire
Package (Lighted Exit Sign, Lighted No I
Per Day S 51.50 51.50 Smoking
Sign, Fire Extinguisher) 8trceeMCA
valiree 4roVWed Bid 1-7 Sidewalls-10' 1 Per Day S 13.00 13.00 6vmsecAweiseeplavidad
Bid.. 1-8 Sidewa115 - 20' 1 Per Day 25.00 25.00 Not
Bidding No Bid. 1-9 Sidewalls - 30' 1 Per Day uGgft
AN sekres prodded„" Bid' 1-10 Side Walls 10x20 I Per Day 533.60 33.60 1utmCAiWNNs:
pielrided Bid 1-11 Center Pole Covers 1 Per Day S 150.00 S 150.00 SYCrasC
AYvakM- pidridell. BM., ` 91-12 Side Pole Covers 7 Pay Day S 26.50 26.50 Not
Bidding No Bid 41-13 55 gallon Water Barrels w/ No Water 1 Per Day Not
Bidding No Bid 41-14 55 gallon Water Barrels w/ Water I Per Day Not
Bidding No Bid t-15 Water Barrel Linen Cover - Black 1 Peroay Not
Bidding No Bid 1-I6 Water Barrel Linen Cover - White 1 Per Day Not
Bidding No Bid - 1-17 Vinyl Water Barrel Cover 1 Per Day success:
AN vshwa provided Bid 1-18 Tent Chandelier I Per Day 265.25 S 26525 euergbs;
ANwhirsprovkNd. Bid 1.19 Tent 20 inch Disco Ball I Per Day 545.00 46.00 Success-
ASvsWssprovided Bid 1.20 Par 64 Light Conventional I Per Day S 39.00 339.00 Success:
AN vakiis provided Bq 41-21 Tent Turf - Green Per Sq. FL I Per Day S 0.95 0.95 success:
AS valtsisprovided:. Bid 91.22 Tent Turf - Blue Per Sq. FL I Per Day S 0.95 0.95 Success,
A0 vsitias provlddd Bid 1-23 Tent Turf - Black Per Sq. FL I Per Day 0.95 S 0.95 Success!
Alivalussprovlded Bide, 1-24 Tent Wood Floor Per Sq. FL I Per Day S 1.55 1.55 Success;
All valumprovided. Bid 1.25 Concrete Weight 3501b 1 Per Day 520.40 5 20.40 Success:
All vilues Bid 1-26 Concrete Weight 3501b Cover Per Day S 8.40 S 8.40
Group 2 Outdoor Furniture
Not Bidding No Bid #2.1 Plastic Folding Rectangular 6 ft Table I Per Day
Not Bidding No Bid #2.2 Plastic Folding Rectangular 8 ft Table I Per Day
sueoris All vduas provided. Bid #2-3 Wood Folding Rectangular 6 ft Table I Per Day 5 9.95 S 9.95
asctem-1 n "knipr:Wo d; Bid 92.4 Wood Folding Rectangular 8 ft Table I Per Day S 10.30 $ 10.30
aueeess•.Anviluedomided :' , Bid" #2-5 Round Wood Cocktail Table 36" 1 Per Day 5 10.55 $ 10.55
Not Bidding No Bid #2-6 Round Plastic Cocktail Table 36" 1 Per Day
Not Bidding No Bid #2.7 Round Plastic Folding Table 48" 1 Per Day
auecisik!AnvakwsplOVlded Bid, #2-8 Round Wood Folding Table 36" Per Day $9.55 59.55
34, Allvalnes ko*d -BM #2.9 Round Wood Folding Table 48" 1 Per Day $9.55 39.55
Not Bidding No Bid 92-10 Round Plastic Lawn Table 36" 1 Per Day ®
A/veWes pmrrided Bid'l . #2-11 Metal Folding Chair 1 Per Day S 1.65 $ 1.65
8ueoiss-11 1rikraprevklerf,_ 'Bid., a2-12 Plastic Folding Chair 1 Per Day 51.65 Si.65
Not Bidding No Bid- #2-13 Plastic Lawn Chair 1 Per Day
atKesis{Anwim eprovldeq '.Bid; #2-14 Black Garden Padded Folding Chair I Per Day 53.05 S 3-05
An#2-15 White Garden Padded Folding Chair i Per Day S 3.05 S 3.05
sdm .Arvarun.pruvided - $W"• #2.16 Fruitwood Garden Padded Folding Chair I Per Day S 3.05 S 3.05
SswasiAivaWesprovWed' Bki' #2-17 Natural Garden Padded Folding Chair I Per Day S 3.05 S 3.05
atrcpsa Atitrekles.p dvtd d Bid' 92-18 Outdoor Eft Portable Bar 1 Per Day S 108.00 3 10800
aueeess'Antranlici n#1rw.d Bid' az-19 Outdoor 8ft Portable Bar i Per Day S 175,00 5 175.00
sueem Ativiwoo vtded am #2-20 Wood Farm 8 ft Table 1 Per Day S 125.00 5 125 00
sucom;AnOaks" 'provkkrd' Bid' #2-21 Wood Farm 8ftBench I Per Day S66.30 S66.30 Dueass:
AMvsluisjlrovtd4d Bid #2.22 Wood Picnic 7 ft Table I Peroay 3163,12 3163.12 Group
3 Outdoor Accessories amens:
Anvalussyibvlded Bid. #3.1 Cafd String Lights Per 60ft 1 Per Day s 110.00 s 110.00 susesegtAil
Valdes pravidid.: Bid 1$3.2 Cafe String Lights 100 Foot Length 1 Per Day $211.00 $ 211.00 sugessiBAnvaluaaprovided . Bid #
3.3 Black Outdoor Stanchion 1 Per Day S 16.15 S 16.15 auceesesAllvsluss;provided
Bid #34 Chrome Outdoor Stanchion I Per Day S10.55 S10.56 aueee'ss:
All values orovldid Bid 0-5 Black Outdoor Rope for Stanchion 8' 1 Per Day $ 9.50 $ 9.50
suacNsE>ABvaluerprovided Bid. a3-s
Black Pull Out Stanchion with 6 it Retractable
1
Belt
sucoaw 'Allvaluesprovided' :.:Bid 3-7 1,500 Watt Electric Stand Mount Patio Heater 1
9useeemAli values provided : Bid 3-8 Propane Heater 1 Sucre
as: Aliviltlesprovided. ' Bid W-9 30" Pedestal Fan 1 Not
Bidding No Bid 3-io Port a Cool 24" i Not
Bidding No Bid 3-11 Port a Cool 36" i Not
Bidding No Bid 3-12 Mister I Not
Bidding No Bid 3-13 25KvW
Low Noise Diesel Generator with Fuel to 1
Provide
Full Capacity Operation for 8 Hours suioa
wAnvaiesp ovided. Bid 3.14 Outdoor
3' x 3' White or Black Dance Floor for 1
Hard
Surface suataisE /
ls iatllrs provlrtid Bjd; 3-15 Outdoor
Tx 3' White or Black Dance Floor for 1
Grass
Surface A/
vairasprovidod Bid 3-15 Outdoor
4' x 4' White or Black Dance Floor for 1
Hard
Surface sueow=
ANvalise prmiidedi BiQ 3-17 Outdoor4'x
V White or Black Dance Floor for Grass Surface
saapNlvUuayemlied:: Bid
3-1e Outdoor 3'
x 3' Wooden Dance Floor for Hard 1 Surface
AN,
provided'
BidSurface fklte Outdoor4'
x 4' Wooden Dance Floor for Hard Not Bidding
No Bid 3-20 10' Market
Umbrella withStandtand (black, green or 1 Not Bidding No
Bid 3.21 Pole 42" I sutcucAnvolwaprovided Bid 3-
22 White Picket Fence Panel Sueeas:-Ali'vatiesprovided
Bide 93-23 7' Vinyl Umbrella with Stand White t Not Bidding No
Bid 3-24 9' Vinyl Umbrella with Stand White 1 Suews: AN values
pfmrided Bid' -. 3-25 Black Deck Stage Panel 4' x 4' Adjustable Height 1 Sutxesa:Nvaitas'provided
Bid 93-26 Black Deck Stage Panel 4' x 8' Adjustable Height i Success:Agvaluesprovided Bid
3.27 Stage Skirt 4' x 4' 1 susesss.-A8Woe providad. Bid
3-28 Stage Skirt 4' x 8' Succesi:ABvaluesprovided -. Bid 3.29
Stage Steps I Suiease: AD values provided Bid -,
43.30 Stage Carpet 4' x 4' Deck I Suieasa: All values provided . Bid .
3-31 Stage Carpet 4' x B' Deck 1 Per Day Per Day Per
Day Per
Day Par
Day Per
Day Per
Day Per
Day S
16.15
S 154.
50 S 275.
00 50.00
S 16.15
S 154.
50 S 275.
00 S 50.
00 Per Day
S 19.00 $
19.00 Per Day S 32.00
S 32.00 Per Day $21.00 S
21.00 Per Day S 32.00
S 32.00 Per Day S 19,55
5 19.55 Per Day $21.00 S
21.00 Per Day Per Day Per
Day S
26.50
526.50 Per Day S 30.00
S 30.00 Per Day Per Day 540.
00 $40.
00 Per Day $ 85.00 S
85.00 Per Day $ 15.00 S
15.00 Per Day S 30.00 $
30.00 Per Day S 85.00
S 85.00 Per Day S 35.00
5 35.00 Per Day S 70.00 $
70.00
Group 4 Indoor Furniture
Not Bidding No Bid #4-1 Laminate Conference Table 8' x 18" 1 Per Day
success:: ANvatuaipovided.'.- Bid . 942 Wood Conference Table 8' x 18" 1 Per Day S 10.10 $ 10.10
Not Bidding No Bid #4-3 Laminate Conference Table 8' x 24" 1 Per Day
Not Bidding No Bid #a -a Laminate Conference Table 6' x 18" 1 Per Day
SodCOMs Svsluaspovidatt Bid 44.5 Wood Conference Table 6' x 18" 1 Per Day S 10.10 S 10.10
sac."'AH iatttaaprovklad '. .,Old #4-6 Banquet Table 6' x 30" 1 Per Day S 9.55 S 9.55
Suseasr.AMvallaspiovldsd' . B#4-7 Farm Table 66" Round 1 Per Day S 127.50 3 127.50
Sacosis AB vshias F-Vwsd Bid #4-8 Bench Farm 6' x 6' x 18" 1 Per Day S 66.30 S 66.30
Sds.ASvaWspsoyldsd' ".:Bid #4-9 Black Padded Chiavari Chair 1 Per Day $7.00 S 7.00
Saecass:A406issp+evlded, #4-10 White Padded Chiavari Chair 1 Per Day S 7.00 S 7.00
Not Bidding No Bid #4-11 Clear Padded Acrylic Chiavari Chair 1 Peroay
111a, Arva"fraiddad. -. Bjd:. #4-12 Gold Padded Chiavari Chair 1 Per Day $7.00 S Z00
SI Anw4wispol0dsd Od- #4-13 Silver Padded Chiavari Chair 1 Peroay $7.00 $7 00
Saerats `A pttaiipavidad Bjd, #4-14 Fmitwood Padded Chiavari Chair 1 Per Day $ 7.00 S Z0o
9aeoes*iArtsdwspeatdad..- Bid . #4-15 Walnut Padded Chiavari Chair 1 Per Day S 7 00 S 7.00
SrmscMlrWaspiorI Bid . #4-16 Acrylic Ghost Chair 1 Per Day S 15.00 S 15.00
Suensc Aiysomposfd64 a _ #4-17 Clear Bubble Chair I Per Day S 10.50 S 10.50
SueesscAfvaftwsp-Med Bid #4-18 Black Padded Chiavari Bar Stool 1 Per Day S 18.00 $ 18.00
SuccessrAll i"mp'rovidad :$jd' 94-19 White Padded Chiavari Bar Stool 1 Per Day S 18.00 S 18.00 Not
Bidding No Bid #4-20 Clear Padded Chiavari Bar Stool 1 Per Day SueessicAll
V&bj rpeavidod -SM #4-21 Gold Padded Chiavari Bar Stool 1 Per Day 518.00 $ 18.00 Sueesss:A#
vawaprovWad Bid' #4-22 Silver Padded Chiavari Bar Stool 1 Per Day S18.00 $18.00 fluusb:.AU`
valuaapogidtd. Bid 94-23 Fruitwood Padded Chiavari Bar Stool i Per Day S 18.00 S 18.00 Sutxsss: AN
valves pYovided Bid #4-24 Walnut Padded Chiavari Bar Stool 1 Per Day 5 18.00 $ 18.0D Sugessin Ap
valussprovidid . Bid 94-25 Indoor Portable Bar Black - 6 Foot 1 Per Day S a1.55 $ 81.55 Not Bidding
No Bid #4-26 Indoor Portable Bar Black - 8 Foot 1 Per Day Not Bidding
No Bid #4-27 Indoor Portable Bar Wood Grain - 6 Foot 1 Per Day success: All
values provided Bid' #4-28 Indoor Portable Bar Wood Grain - 8 Foot 1 Per Day S 214.45 S 214.45 Group 5
Indoor Accessories
Success: AN values rovlds.d
Indoor 3' x 3' White or Black Dance Floor for
p_ Bid . #5-1 1 Per Day S 19.00 S 19.00
Hard Surface
Success: All values provided $(d #5 2
Indoor Tx 3' White or Black Dance Floor for
Grass Surface
1 Per Day $32.Oo s 32.00
success: Ail values provided Bid #5.3
Indoor 4' x 4' White or Black Dance Floor for
I PerDay 5 21,00 s 21.00 Hard
Surface sucesassAB
values provided -,gjd #5-q Indoor
4'x 4' White or Black Dance Floor for Grass
Surface t
per Day S 3z.00 s 32.00 Indoor
3' x 3' Wooden Dance Floor for Hard 9ueeassS
ANvahlesprovlded Bid #5.5 I Per Day s /9.00 s 19.00 Surface
aucesswAN
vatuss provided Old #5-6 Indoor
4' x 4' Wooden Dance Floor for Hard I
Per Day s 21.00 $21 00 Surface
Success:
All vaWsa provldsd' i3id #5.7 Remote Controlled Par 54 LED Battery Operated i Per Day 5 56,65 $56.65 Uplights
with Charger sueesvedAA
valussprovkled gjQ . ' #5-8 Remote Controlled
Par 64 LED Battery Operated 1 Per Day $56.65 S 56.65 Uplights with
Charger Remote Controlled
Par Q610 LED Battery SIICCHK ANsaltrsprovkkulBid #5.9 1 Per Day S 100.00 S I00.00 Operated Uplights with
Charger SueeasscA/valuesprovided Bid. - #
5-10 Slim Par 56 LED 120V Uplights with Charger 1 Per Day $ 56.65 $56.65 Su"s: AN
vaMas provided Bid #5-11 Aluminum Easel 60" 1 Per Day 520.00 520.00 Success:,AO'vatunprovlded.
Bid #5-12 Plastic Table Cover Round 36" Red Fitted I Per Day S 9.84 58,84 susues: AN vsk"
provided Bid #5.13 Plastic Table Cover Round 36" Royal Fitted I Per Day S a.34 S 8.84 Not Bidding No
Bid #5-14 Throne Chairs Set (Pair) I Per Day Not Bidding No
Bid #5.15 Throne Sofa 6' or 8' ft 1 Per Day Suecess: AN values
provided- Bid #5-16 Pipe and Drape 10 x 10 Single Booth Set Up I Per Day S 175.00 $ 175.00 success: AN values
provided - Bid 0-17 Pipe and Drape 10 x 20 Double Booth Set Up I Per Day 3280.00 5280,00 Success: AS values
provided Bid #5-18 Pipe and Drape Panel Set Up 10 x 25 1 Per Day $350.00 $ 350.00 Group 6 Catering
and Service Equipment success: All values
provided Bid - #6-1 Pilsner 14 oz Minimum Capacity I Per Day s 0.70 S 0.70 Success: AS values
provided Bid - #6-2 14 oz All Purpose Wine Glass 1 Per Day $0.65 5 0.65 succesa: All values
provided Bid #6-3 9 oz All Purpose Wine Glass I Per Day s 0.65 S 0.65 Success: All values
provided Bid #6-4 11 oz Tea Goblet 1 Per Day $ 0.65 $0.66 success -.All values
provided Bid -5 19 oz Rocks Glass I Per Day S o.65 S 0.65 Success: All values
provided - Bid - #6-6 Champagne Glass I Per Day S 0.65 S 0.65 Success: All values
provided Bid #6-7 Electric Holding Cabinet (Warmer) 120V 1 Per Day s 15T65 5 157 65 Minimum Capacity 12
Hotel Pans
Suceeas- AO vaitiabprovided Bid . #6 a
Non -Electric Food Pan Carrier. Minimum 4 Full-
I Per Day S 92.40 $92.40
Size Hotel Pan Capacity
Not Bidding No Bid #6 a Frozen Beverage Machine 8 Quart I Per Day
Not Bidding - No Bid #6-10 Frozen Beverage Machine 12 quart I Per Day
Success: A8 valuesprovided - Bid #6.11 5 Gallon Drink Container- Black I Per Day S 23.30 S 23.30
Not Bidding - No Bid 96-12 Wedding Cake Stand Gold/Silver Round 18" 1 Per Day
Not Bidding No Bid #6-13 Wedding Cake Stand Gold/Silver Square 18" 1 Per Day
SueauadARratuesprovf- eid #6-14 Wedding Cake Stand Gold/Silver Round 22" 1 Per Day S 51.50 $ 61.50
SuiwM:AYvapinprevkMd, Bid #6.15 Wedding Cake Stand Gold/Silver Square 22" 1 Per Day S 51.50 S 51.50
Not Bidding No Bid. #6-16 3 Tier Cupcake Stand Gold/Silver 1 Per Day
Not Bidding No Bid #6-17 5 Tier Cupcake Stand Gold/Silver I Per Day
Suc 1111vatuasprevided ":Bide.; - #6-18 Single Lamp Heating Buffet Lamp w/Stand I Per Day $61.00 $61.00
Suepsll:.IfSvaFr'aprovida0 . B1d. #6-19 Dual Lamp Heating Buffet Lamp w/Stand I Per Day S 51.65 S 51.65
OtiCgs6: Atwit.d'piotrwaaBid 46-20 8 Quart Full -Size Chaffing Dish I Per Day $30.45 $30.45 BAttotluus
jnsvidad. Bid#6-21 Full -Size Hotel Pan I Per Day S 3.70 53.70 SueeamicAtiwiws " ,:
n•trofded 'Bid #6.22 Pllsner 12oz Glass 1 Per Day $0.70 $0.70 SuenWAtvailu-kovtddd
Bid' #6-23 8.5 oz All Purpose Glass I Per Day S 0.65 S 0.65 Bute ,AilNltl}
f'phvidetl Bid' #6-24 11.6 oz Ice Tea Glass 1 Per Day $0.65 $0.65 Suepsa: A<
vaYsrs prarided 'Bid #6-25 12 oz Tom Collins Glass 1 Per Day S 0.65 $0.65 sueeiYFvalwsprovided' Bid #
s 2s Thermo Vac 5 Gallon Drink Container I Per Day S 27.20 S 27.20 Group 7
Linens Suoeaalrc.Arvdtia
WavidM-: Bid . #7-1 132 Poly Round Table Cloth - Black I Per Day S 14.40 S 14.40 Sueee9*7All
valt-pmvlded. ' Bid 97-2 132 Poly Round Table Cloth -White I Per Day S 14.40 $14.40 Syeeasr. ANvakte pidvidad
Hid 47.3 132 Poly Round Table Cloth - Assorted I Per Day S 14,40 S 14.40 Sueesaa/AKvaitusprovided Bid #
7.4 120 Poly Round Table Cloth - Black 1 Per Day 5 14.40 S 14.40 Success: AN values
provided Bid 07.5 120 Poly Round Table Cloth - White I Per Day S 14.40 S 14,40 suecaea: Agvalu"provided
Bid 47.6 120 Poly Round Table Cloth - Assorted I Per Day 5 14.40 5 14.40 Succew ABvaloes provided
Bid 97-7 6' Poly Round Table Cloth - Black I Per Day S 14.40 S 14.40 success: in Valli"'
provided Bld #7.8 6' Poly Round Table Cloth -White I Per Day S 14.40 S 14,40 Success: AB. values
provided Bid #7-9 6' Poly Round Table Cloth - Assorted I Per Day S 14,40 5 14,40
Success: AN vatuss provided Bid 7-10 8' Poly Round Table Cloth - Black 1 Per Day S 14.40 5 14.40
Success:: Ali vetoes provided. -; Bid 7-11 8' Poly Round Table Cloth - White 1 Per Day S 14.40 S MAO
9uceass: All'values provided- Bid - 7-12 8' Poly Round Table Cloth -Assorted 1 Per Day S 14.40 S 14.40
success: AN veto" Provided Bid 7-13 Linen Spandex Black 30" Round x 42" H I Per Day S 41.30 S 41.30
Succesic All values provided Bid - 7-14 Rectangle 90" x 156" White I Per Day S 14.40 S 14.40
Suacum AN values. provided..: Bid 7.15 Rectangle 90" x 156" Assorted Colors I Per Day S 14.40 S 14.40
Success: AN valuer provided Bid 7.16 Overlays - Poly I Per Day I IM 5 11.80
Success: l4dvalues prsvided' Bid 7-17 Overlays 1 Per Day 522.75 522.75 Success
An vskers provided• Bid 7-18 Overlays - Iridescent Crush 1 Per Day S 23.95 S 23.95 Sueeeu:
All values pluvided Bid 7-19 Overlays - Sequin 1 Per Day 54350 43.50 Success:
BAN vahrssprovtded Bid 7-20 Overlays - Bengaline 1 Per Day S 43.50 S 43.50 sud.
a..ANveisesprovided Bid 7-21 Overlays - Shantung I Per Day 522.75 22.75 Success:
ANvallo"Provided Bid 7-22 Napkins - Black Poly I Per Day 0.45 50.45 Suicausic
ANvaloes provid" Bid 7-23 Napkins - White Poly I Per Day S 0.45 3045 Sueeess:
AM vaNms provfck.d Bid - 7-24 Napkins - Assorted Poly 1 Per Day S 0.45 S 0.45 Additional
Charges 9ueass:
All vduss provided Bid 8-1 After Hours Delivery Fee I Per Each S 375.00 S 375.00 Success:
All Vdl/es provided Bid 8-2 Timed Delivery 1 Per Each S 375.00 375.00 Success:
AN values providad.. Bid 8_3 Delivery Fee M-F Sam - Spin I Per Each 75.00 575,00 Not
Bidding No Bid _ 4 Fuel Surcharge Fee I Per Each Surxem
All values provided Bid 5 Chair Set Up I Per Each S 1.00 S 1M Success:
AN values provided Bid e-6 Table No Linen Set Up Fee I Per Each 5 1.75 S 1.75 Success:
AN values provided Bid 8.7 Table with Linen Set Up Fee 1 Per Each S 5.00 5.00 Success;
AN values provided Bid 8 Concrete Anchor Repair 1 Per Each 8.18 8.16 Success:
All. veto" provided Bid 48-9 Teardown Chair Fee I Per Each S o.00 S 0.00 Success:
AN values provided - Bid 8.10 Teardown Table Fee I Per Each S o.00 0.00 sueeoev
All values provided- Bid 8-11 Additional Labor Fee If Required I Per Hour S 50.00 S 50.00 Success:
ANvaluss provided- Bid 8-12 Pick Up Fee M-F Sam - 5pm 1 Per Each 75.00 75.00 sueoess:
All values provided Bid 8-13 After Hours Pick Up Fee 1 Per Each 0.00 30.00 success;
A8 values provided Bid 8-14 Per Order Fee Damage Waiver I Percentage 0.00 0.00
Appendix B — Proposal (continued)
I.
7
0
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:
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/Deliver: Proposer must provide a project schedule noting all projected
completion dates for segments of the Project, from start-up to completion, and all delivery dates for
goods covered by the RFP. The Proposal must show the number of days required to deliver and
install the product or equipment after the receipt of the City's Purchase Order.
Cost of Proposed Products and/or Services
A. Pricing: Pricing shall reflect the full Scope of Services defined herein, inclusive of all associated
cost for delivery, labor, insurance, taxes, overhead, and profit.
B. Schedule of 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:
For this procurement the schedule of pricing is not available in hardcopy. You may access it via the
online portal (www.southlake.bontirehub.com). To submit your schedule of pricing, please
download the Bid Table and fill it in accordingly, per the sample below.
For instructions on how to complete Bid Tables, please refer to this article on Bonfire's Support
Website. Please note: even if you do not have additional responses, you must download and re -
upload the blank document. This is to confirm that you do not require any additional costs. If you
have any additional items, please till out the Additional Responses template accordingly.
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:
City of Southlake - RFP2105B180SB210007 - Page 9 of 17
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 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 (41)%) 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 Escalation Percentage .............................................. 1 %
Second Additional Year Escalation Percentage ............................................ 1.5 %
Third Additional Year Escalation Percentage ............................................ 1.5 %
Fourth Additional Year Escalation Percentage ............................................ 1.5 %
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: 18 ; and the number of employees:
200
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 Southlake - RFP2105BI80SB210007 - Page 10 of 17
5. References
Proposer shall provide four (4) references where Proposer has performed similar to or the same types of
services as described herein.
Reference #1:
Client / Company Name: City of Addison
Contact Name: Contact Title:
Bethany Kadivar Special Event Coor
Phone: 972-450-6231 Email:
bkadivar@addisontx.gov
Date and Scope of Work Provided:
Kaboom Town, Taste of Addison, Oktoberfest
Tenting, staging, lighting, tables, chairs, linens, crowd control
Reference 42:
Client i Company Name: Dallas Arboretum
Contact Name: Contact Title:
Angela Rollins Sr. Event Director
Phone: 214-575-6512 Email:
arollins @dallasabroretum.org
Date and Scope of Work Provided:
Madd Hatters, Food & Wine Festival, Weddings, Fund Raisers, Dallas Blooms
Tenting - long/short term, staging, lighting, dance floors, tables, chairs, linens, crowd control
Reference 43:
Client / Company Name: Two Sisters Catering
Contact Name: Contact Title:
Monica Wilson Director
Phone: 972-825-1219 Email:
monica@twosisterscatering.com
Date and Scope of Work Provided: Private & Corporate Events
Tenting, staging, lighting, dance floors, tables, chairs, linens, bars, table top items, cooking
equipment
Reference #4:
Client % Company Name: Texas Women's University
Contact Name: Contact Title:
Beth Lewis Director
Phone: 817-614-7968 Email:
nlewis@twu.edu
Date and Scope of Work Provided:
All school events - tents, lighting, staging, tables, chairs, linens, bars
City of Southlake - RFP2105B180SB210007 - Page I l of 17
11
7.
8.
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 qualities for legal protection from
disclosure.
Federal, State and/or Local Identification Information
A. Centralized Master Bidders List registration number:
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: # - -
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 vendorsAci.southlake.tx.us.
All products or services requested during an emergency event are to be supplied as per the established
contract prices, terms and conditions. The vendor shall provide the fee (pricing) for an after-hours
emergency opening of the business, if any. In general, orders will be placed using a City of Southlake
procurement card (Master Card) or City issued Purchase Order. The billing is to include the emergency
opening fee, if applicable.
The contractor shall provide the names, phone numbers and fee (pricing), if any, for an after-hours
emergency opening of the business listed below.
Business Name: Marquee Event Rent
Contract #:
Description:
Primary Contact (Name): Michael Lane
Primary Contact Phone Numbers: Home:
Secondary Contact ('Name): Tiffany Bell
Secondary Contact Phone Numbers: Home: Cell: 214-458-0178
After Hours emergency opening fee, if applicable: $ $300
City of Southlake - RFP2105BI80SB210007 - Page 12 of 17
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 RFP 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 RFP 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.
x [ Yes, Others can purchase [ [ No, Only the City can purchase
11. CONTRACT TEkVS AND CONDITIONS. EXCEPT WHERE PROPOSER MAKES SPECIFIC
EXCEPTION IN THE SUBiVITTED 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 warranted to
be merchantable and good quality and fit for the purposes intended as described in this Proposal, to
the satisfaction of City and in accordance with the specifications, terms, and conditions of the Scope
of Services, and all services performed shall be warranted to be of a good and workmanlike quality,
in addition to, and not in lieu of, any other express written warranties provided.
C. Late Delivery or Performance: If Proposer fails to deliver acceptable goods or services within the
timeframes established in the Project Schedule, the City shall be authorized to purchase the goods
or services from another source and assess any increase in costs to the defaulting Proposer, who
agrees to pay such costs within ten days of invoice.
D. Title to Goods and Risk of Loss: For goods to be provided by Proposers hereunder, if any, the title
and risk of loss of the goods shall not pass to City until City actually receives, takes possession, and
accepts the goods and the installation of such goods, has tested the system, and determined that it is
in good and acceptable working order.
2. Miscellaneous
A. Independent Contractor: Proposer agrees that Proposer and Proposer's employees and agents have
no employer -employee relationship with City. Proposer agrees that if Proposer is selected and
awarded a contract, City shall not be responsible for the Federal Insurance Contribution Act (FICA)
payments, Federal or State unemployment taxes, income tax withholding, Workers Compensation
Insurance payments, or any other insurance payments, nor will City furnish any medical or
retirement benefits or any paid vacation or sick leave.
B. Assignments: The rights and duties awarded the successful Proposer shall not be assigned to another
without the written consent of the Purchasing Manager. Such consent shall not relieve the assigner
of liability in the event of default by the assignee.
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.
City of Southlake - RFP2105B180SB210007 - Page 13 of 17
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.
I. Compliance with HB 89: Proposer agrees per HB 89 vendor shall not boycott Israel at any time
while providing products or services to the City of Southlake.
xI Yes, we agree ( [ No, we do not agree [ [ N/A
J. Compliance with SB 252: Proposer agrees per SB 252 vendor shall not do business with Iran,
Sudan or a foreign terrorist organization while providing products or services to the City of
Southlake.
x [ Yes, we agree [ J No, we do. not agree
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:
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;
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,
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 - RFP2105BI80SB210007 Page 14 of 17
Appendix C — Form CIQ
INFORMATION RE(;.-k.RDIN(i VENDOR CONFLICT OF tN'TEREST' OL'ESTION AIRF,
X1 HO: The R)Ilowing persons must file a Conflict of Interest Questionnaire \,%ith the ( it% if the person has an
employment or business relationship tyith an officer of the Ciri that results in taxable income exceeding S2,500
during the preceding nv elye — month period. or an officer or a member of the officer's family has accepted gifts with
an aggregate value of more than S250 during_, the previous txclve — 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, goons or sertiices with the Ciri.
including any of the follov,ving:
a. \,ritten and implied contracts, utility purchases, purchase orders, credit card purchases and any
purchase of goods and services by the ('it%;
b. contracts for the purchase or sale of real property, personal propert} mclUdine an auction of
property:
c. tax abatement and economic development agreements;
submits a bid to sell girds or services, or responds to a request for proposal for services;
enters into negotiations 1,Vith the Cite for a contract; or
4. applies for a tax abatement and or economic development incenu%e that will result in A contract U ith the
Cori
THE. FOLLMN ING .ARE, CONSIDERED OFFICERS OF THE CITE :
I Mayor and Cain; Council Members:
C'ity Manager:.
3 Board and Commission members and Appointed members by the Mayor And Fit,, Council..
4. Directors of 4:A and 4B development ;orporations:
5. The executive directors or managers of 4_-A and 4B development corporations. ind
n. Direcu)rs of the C'it1 of Southlake A ho ha,.e authont- to sign contracts un hehalfof the (in'
EXCLUSION'S: _A questionnaire statement need not he 'tiled if the money paid to a local gW."-'rnment official "as a
political contribution, a gift to a member of the officer's family from a family member; A contract or purchase of less
than 52,5t 0 or a transaction at a price and subject to tears available to the public; a payment for food, lodging,.
transportation or entertainment: or A transaction subject to rate or fee re,gulauon by a governmental ennty or agenc%-
N1 HA I': _A person or business that contracts vA ith the (itti- nr A ho seeks to contract'A-ith the (iti' must file a"Conflict
of Interest Questionnaire" (FORM (1Q) N, hich is Available online at .v14 w.ethtes.Adte.tx.us and a copy of which is
attached to this guideline I he form contains mandatorti disclosures regarding "employment or business
relationships" with A municipal officer. Officals may be Asked to clarify_ or interpret various portions of the
duesLionnaire.
tit HEN: The person or business must tile:
I the questionnaire — no later than seven daf-5 after the date the person or hnsmeSS begins contract discussions
or negotiations with the municipality. or submits an application. responds to a request fur proposals or bids..
correspondence, or other vAriting related to a potential contract or agreement with the Cir<; and
an updated questionnaire -- within seven days alter the date of an event that ,could make A filed
questionnaire incomplete or inaccurate_
It does not matter if the submittal ol' a bid or proposal results in A contract.. I he statute requires a vendor to file
a F(_)RM (;IQ at the time a proposal is submitted or negr)t.iations comrncncc.
NN HERE: 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.
E\hORCL MLN'C: Failure to file a questionnaire is A (lass C misdemeanor pumshahle b A line not to exceed
It is an exception to prosecution that the person files a D )Ryl ('10 not later than iu n business days
after the person received notice of a , iolat)on_
NOTE: The City aloes not have a duty to ensure that A person tiles a Conflict cif Interest Questionnaire.
City of Southlake - RFP2105BI80SB210007 - Page 15 of 17
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.
OFFICE USE ONLY
This questionnaire is being filed in accordance with Chapter 176. Local Government Code Date Received
by a person who has a business relationship as defined by Section 176.001(1-a) with a local
governmental entity and the person meets requirements under Section 176.006(a).
By law this questionnaire must be filed .vith the records administrator of 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.
21
Check this box if you 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 71h business day after the date the originally filed questionnaire becomes incomplete or inaccurate l
3
Name of local government officer with whom filer has employment or business relationship.
Name of Officer
This section otem 3 including subparts A. 6. C & D) must be completed for each officer with whom the filer has an
employment or other business relationship as defined by Section 176 00 h I -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'?
aYes a No
6 is the filer of the questionnaire receiving or likely to receive taxable income. other than investment income. from or at the
direction of the local government officer named in this section AND the taxable income is not received from the local
governmental entity?
Yes F-1 No
C Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local
government officer serves as an officer or director. or holds an ownership of 10 percent or more'?
Yes = No
D Describe each employment or business relationship with the local government officer named in this section
4
Signature of person doing business with the governmental entity Date
Adopted 06/2912007
City of Southiake - RFP2105B180SB210007 - Page 16 of 17
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 be competitive
Cannot provide Insurance required
Cannot provide Bonding required
Cannot meet specifications highlighted in the attached ' Cannot comply with Indemnification
request requirement
1-7
J Job too large
I
J Job too small
Do not wish to do business with the City of Southlake Other:
1 Cannot submit electronically
Company Name (Please print):
Authorized Officer Name (Please print):
Telephone: O Fax: (
City of Southlake - RFP2105BI80SB210007 Page 17 of 17
CITY OF
SOUTHLAKE
19
City of S outhlake
REQUEST FOR PROPOSALS
Proposal Reference Number: RFP2105B 180SB210007
Project Title: Indoor and Outdoor Event Equipment Rental and Related Services
Proposal Closing Date: 3:00 P.M.(CST), Friday, June 11, 2021
TABLE OF CONTENTS
Tableof Contents................................................................................................................................ Page t
Request for Proposals
1) Introduction.............................................................................................................................. Page 2
2) Definitions................................................................................................................................ Page 3
3) GeneralInformation................................................................................................................. Page 3 4)
RFP Withdrawals and/or Amendments.................................................................................... Page 3 5)
Estimated Quantities................................................................................................................ Page 3 6)
Proposal Submittal Requirements............................................................................................ Page 3 7)
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 8 1
Required Proposal Information 1)
Proposed Product..................................................................................................................... Page 9 2)
Cost of Proposed Product......................................................................................................... Page 9 3)
Term of Contract and Option to Extend................................................................................... Page 9 4)
Proposer's Experience / Staff................................................................................................. Page 10 5)
References.............................................................................................................................. Page 11 6)
Trade Secrets and/or ConfidentialInformation ...................................................................... Page 12 7) Federal,
State and/or Local Identification Information......................................................... Page 12 8) Emergency
Business Services Contact Notice....................................................................... Page 12 9) Cooperative
Governmental Purchasing Notice...................................................................... Page 13 II Contract
Terms and Conditions I) Delivery
of Products and/or Services.................................................................................... Page 13 2) Miscellaneous........................................................................................................................
Page 13 3) Financial
Responsibility Provisions...................................................................................... Page 14 AppendixC — Form
CIQ................................................................................................................ Page 15 Appendix D —
No Intent to Submit Form...................................................................................... Page 17 City of
Southlake - RFP2105B180SB210007 - Page t of 17
Southlake, Texas
Request for Proposals
Introduction
A. Project Overview: The City of Southlake is requesting Proposals with the intent of awarding a
contract for the purchase of goods and services contained in Appendix A — Scope of Services.
B.Questions: 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 Questionnaire (Form CIO): A person or business, and their agents, who seek to
contract or enter into an agreement with the City, are required by Texas Local Government Code,
Chapter 176, to rile a conflict of interest questionnaire (FORM CIQ) which is found in Appendix C.
The form must be tiled 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.
Form 1295 Certificate of Interested Parties: In 2015, the Texas Legislature adopted House Bill 1295,
which added section 2252.908 of the Government Code. The law states that a governmental entity
or state agency may not enter into certain contracts with a business entity unless the business entity
submits a disclosure of interested parties to the governmental entity or state agency at the time the
business entity submits the signed contract to the governmental entity or state agency. The law
applies only to a contract of a governmental entity or state agency that either ( I ) requires an action
or vote by the governing body of the entity or agency before the contract may be signed or (2) has a
value of at least $1 million. The disclosure requirement applies to a contract entered into on or after
January 1, 2016. Please go to the Texas Ethics Commission webpage (www.ethics.state.tx.us) for
full instructions and to complete the required steps for creation of Form 1295. Once the form is
completed online, printed and signed please return the form with your proposal submission.
City of Southlake - RFP2105BI80SB210007 - Page 2 of 17
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.
Citv Secretarv's Office: The office of the City Secretary of the City, located at 1400 Main Street, Suite
270, Southlake, Texas 76092. PFI: (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.
Purchasing Manager: The City of Southlake Purchasing Manager is Timothy Slifka CPPO, CPPB,
Phone: (817) 748-8312. E-Mail: tslifka(&ci.southlake.tx.us; Fax (817) 748-8010.
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. Estimated Quantities
The City does not guarantee to purchase any minimum or maximum quantity but does contemplate
purchasing exclusively during the term of the contract from the successful vendor.
6. Proposal Submittal Requirements
A. Submittal Packet — Required Content: All proposals must be submitted electronically. The Proposer
must visit https://southtake.bonfirehttb.com/login and register. Once registered for this
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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 8
eight) 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 Bonfire electronic system shall be the official
time of receipt. The City is not responsible for late submission regardless of the reason. Late
Proposals will not be considered under any circumstances.
D. Alterations or Withdrawals of Proposal Document: Any submitted Proposal may be withdrawn or
a revised proposal substituted prior to the submittal deadline. Proposal Documents cannot be altered,
amended or withdrawn by the Proposer after the submittal deadline, unless such alteration,
amendment or withdrawal notice is approved in writing by the Purchasing Manager.
E. Proposal Document Format: All Proposal Documents must be prepared in single-space type, on
standard 8-1/2" x I I" vertically oriented pages. numbered at the bottom. The City only accepts
electronic submissions via https://southlake.bonfirchub.com/login. Any other format (via
telephone, fax, email, etc.) may be rejected by the City at its discretion.
F. Validity 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.
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. Ambiguity: Any ambiguity in the Proposal as a result of omission, error, lack of clarity or non-
compliance by the Proposer with specifications, instructions and all conditions shall be construed in
the favor of the City. In the event of a conflict between these standard RFP requirements and details
provided in Appendix A — Scope of Services or Appendix B — Proposal, the Appendices shall prevail.
D. Unit Prices and Extensions: If unit prices and their extensions do not coincide, the City may accept
the price most beneficial to the City, and the Proposer will be bound thereby.
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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
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.
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Appendix A — Scope of Services
I. Project Title: Indoor and Outdoor Event Equipment Rental and Related Services
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: tslifka4Ci.S0Uthlake.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 Overall Price for Services
30% Vendor Experience Providing Required Services
35%% Vendor Ability to Provide Required Services
5% Vendor Past Experience with City
Brand Manufacture Reference
The City has determined that any manufacturer's brand defined in the Scope of Services meets the City's
product and support need. The manufacturer's reference is not intended to be restrictive, and is only
descriptive of the type and quality the City desires to purchase. Quotes for similar manufactured products
of like quality will be considered if the Proposal is fully noted with the manufacturer's brand name and
model. The City reserves the right to determine products and support of equal value, and whether other
brands or models meet the City's product and support needs.
Key Events Schedule
Proposal Release Date
Deadline for Submittal of Written Questions
Scaled Proposals Due to and Opened by City
Anticipated Committee Evaluation Review Date
Anticipated Award Date
Scope of Services
May 21, 2021
June 2, 2021
Shown on First Page of this RFP
Week of June 14, 2021
July 2021
The City of Southlake is seeking vendor(s) to provide rental equipment and services for outdoor special
events and indoor events, including but not limited to City sponsored events and festivals, such as Stars
and Stripes, Home for the Holiday's Tree Lighting Event, banquets, weddings, and conferences, and on
an as needed basis. Required items are listed in the Schedule of Pricing. Pricing is to be based on a per
day rate. Additional items not specifically listed may be requested in the future. These items shall be
added to the awarded contract on an as needed basis through a contract amendment.
Events will be held throughout the City of Southlake, therefore delivery locations will vary per event.
Frequency and length of use for all items will vary depending on event needs and schedules. The City
reserves the right to award this contract to multiple vendors, individually or by item group.
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Outdoor Equipment
Vendor will be responsible for delivery, set up, and take down of tents and other outdoor equipment and
services. Outdoor event equipment must be delivered, set up and removed the day of the event. Any
additional fees for after hour delivery/pick up shall be listed in vendor proposal. All equipment must be
clean, in good condition and operational. Tents must be stable and covers/sidewalls must be clean for
each event. If tents are not stable and covers are not clean as determined by the City, vendor shall provide
replacement equipment meeting requirements prior to the event start time. Stakes are not permitted to
secure tents, other means must be taken to secure tent. Tents may be placed on asphalt/concrete or grass
depending on the location.
Indoor Equipment
Vendor will be responsible for delivery and picking up of all indoor equipment and services. All
equipment, furniture, linens, must be clean and in good condition as determined by City. If requested
items are not clean and in good condition as determined by the city, vendor shall provide replacement
items meeting requirements a minimum of one hour prior to the event start time. Length of indoor rental
equipment will vary based on the schedule of the events. Removal of all rental equipment shall be
required within 24 hours of the event ending. Pricing shall be based on per day rate. Rental fees shall
end once vendor is notified of removal request.
Further details on locations, set up requirements, parking and any other information required by vendor
will be provided at the time the vendor equipment and services are booked.
Vendor delivery vehicles shall be clearly marked and in good state of repair. Vendor delivery vehicles
shall park in designated drop off locations as set by the event coordinator. The event coordinator shall
coordinate with vendor pick up and drop off time to ensure normal business operations are not interrupted
by a delivery.
All vendor employees while working on City property shall wear uniforms to serve as a means of
identifying the vendor's employees. Uniforms are to be clean and in good condition.
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