Item 4C - MemoIPCITY OF Item 4C
SOUTHLAKE
MEMORANDUM
January 7, 2025
To: Alison Ortowski, City Manager
From: Daniel Cortez, Director of Economic Development & Tourism
Subject: Ratify expenditures with Miller Pro Audio, LLC, dba Eagle AVL, for
FY 2024 in excess of $50,000.
Action
Requested: Approve the ratification of expenditures with Miller Pro Audio, LLC, dba
Eagle AVL, for FY 2024 in excess of $50,000 for audio and video
services at Southlake community events.
Background
Information: The City has contracted with Eagle AVL for over 5 years for the City's
audio and video needs when hosting community events. Historically, the
City has averaged spending less than $50,000 with Eagle AVL. The
primary expenditures with the vendor consisted of services rendered for
the annual Stars & Stripes event and Home for the Holidays Tree
Lighting event.
In the last two years, Celebrate Southlake has been added to the events
supported by Eagle AVL. This is primarily due to the fact that Celebrate
Southlake has permanently moved from being hosted at The Marq to
Rustin and Family Park in Southlake Town Square which does not have
fixed audio equipment in the same way that The Marq does. In FY 2024,
the City had music support services for Celebrate Southlake which
included Eagle AVL audio equipment and personnel. This pushed
expenditures over by $1,737 for FY 2024 to a total of $51,737 for the
entire fiscal year. Per the City's contract with Eagle AVL, a maximum of
$50,000 can be spent.
The City did budget adequately for the expenditures with Eagle AVL but
exceeded what is contractually permitted, therefore ratification of the
additional $1,737 over $50,000 is required.
Financial
Considerations: Sufficient funds were budgeted in FY 2024 for expenditures with Eagle
AVL. Approval would ratify those expenditures in excess of the contract
amount of $50,000 per year.
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 of collaborating with select partners to implement service
solutions.
Legal Review: None required.
Staff
Recommendation: Approve the ratification of expenditures with Eagle AVL for an amount of
$51,737 in FY 2024.
Attachments: Existing contract with Eagle AVL
Staff Contacts: Daniel Cortez (817) 748-8039
CITY OF
SOUTHLAKE
0
ORIGINAL DOCUMENT
CITY OF SOUTIILAKI
Council Action: Y�!)
Ord./Res. No.
Date Approved
August 31, 2023
Eagle AVL
2701 E. Loop 820 S.
Fort Worth, Texas 76119
Attn: Mr. Chris Warndahl
Subject: Notification of Contract Renewal for Audio Services for City of Southlake Events RFP1505B540DK150014
Dear Mr. Warndahl:
The City of Southlake is providing notification of contract renewal for "Audio Services for City of Southlake Events
RFP1505B540DK150014". This renewal became effective November 3, 2023 and shall continue in full force based on
the terms and conditions of the initial award and is subject to optional annual renewals.
The terms and conditions proposed and accepted in this renewal agreement are as follows:
Payment Terms: Net 30 days (Unless otherwise noted — such as pre- and/or partial payment)
Method of Payment: Shall be made by purchasing card or purchase order.
Delivery Terms: FOB Destination
Delivery Locations: IF STATED IN RFB DOCUMENT
Term of Contract: Shall be effective for twelve (12) months from date of renewal and is eligible for additional
twelve (12) month periods.
City Contact: Dylan Duque 817-748-8919
Send all billing to: City of Southlake
accountspavable@cityofsouthlake.com (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,
��4 11 ..... ..
Tim Slifka, CPPO, CP `J4vT H Lqh�///i/
Purchasing Manager, City of Southlake Attes . : k
1400 Main Street, Suite 420 Am,y TRI�
Southlake, Texas 76092 City SeZfetary �— ; ' D
tslifka@ci.southlake.tx.us U •• �� .,
Date: I it
Contract Renewal Accepted: �i/ ••••••''• `•`�
Signed: Y1AA Date:
anaa Yelverton, City Manager
.CITY OF
SOUTHLAKE
MEMORANDUM
September 1, 2023
TO: Sharen Jackson, Chief Financial Officer
FROM: Tim Slifka, Purchasing Manager
Daniel Cortez, Director Economic Development & Tourism
Dylan Duque, Festivals & Events Coordinator
SUBJECT: Contract Continuation for RFP1 505B540DK1 50014 Audio Services for
Southlake Events
The City renewed the contract for Audio Services for Southlake Events RFP1505B540DK150014
on November 3, 2019, for the final year of the original five-year contract. On May 5. 2021, per the
attached memo, the contract was extended for an additional year and included a request for the
option of annual renewals based on the following:
• Current vendor — Vendor has provided audio/visual services for City of Southlake events
since July 2012 and under this contract since 2015. Eagle Audio and Lighting has proven to
be the most experienced and qualified vendor to provide the services which meet the
expectations and requirements of our City events.
• No HUB vendors listed on State site — No HUB vendors were discovered within our required
areas which could provide these services. The HUB rules are required after $3,000 dollars.
• Vendor level of service — The department is extremely satisfied with the performance of the
vendor. Prior to this last request for proposal and contract, the City has utilized two other
vendors for these services. Neither vendor was able to provide the level of service or
expertise required to meet City standards and requirements. The resulting failures
diminished the resident satisfaction during our events.
• Overall Contract Cost — This contract is currently under the formal bidding threshold of
$50,000. With no HUB vendors currently available to provide services for this size and
scope of service, the lower dollar value of this contract, and the high risk involved in
changing vendors, the benefit of remaining with this vendor outweigh the time and cost
required to rebid the service.
We recommendation entering a contract at current pricing with an option to renew annually. A
vendor performance review will be conducted annually by the department and results included in
any renewal request. Pricing may be reviewed for possible vendor increase to current contract rates
with City approval. Either party may opt out with a ninety (90) day written notice.
�= y Approved:
Daniel Cortez aren Jackson
Director, Economic Development & Tourism Chief Financial Officer
CITY
SOUTHLAKE
MEMORANDUM
September 7, 2023
To: Tim Slifka, Purchasing Manager
From: Daniel Cortez, Director of Economic Development & Tourism 4f" _ --- —
Subject: Contract Renewal for Audio Services with Eagle AVL
Based on our annual assessment of the performance of Eagle AVL
providing audio services to the City, it is our opinion that Eagle AVL has
addressed any concerns the City has brought to their attention, and they
have provided services in a satisfactory manner over the last year.
I recommend based on our assessment that we renew our annual
agreement with Eagle AVL.
Staff Contact: Daniel Cortez (817) 748-8039
Cn•, car
SOUTHLAKE
0
September 27, 2022
Eagle AVL
2701 E. Loop 820 S.
Fort Worth, Texas 76119
Attn: Mr. Chris Wamdahl
ORIGINAL DOCUMENT
CITY OF SOUTHLAKE
Council Action: Y/&
Ord./Res. No.
Date Approved—] n h g /Z Z
Subject: Notification of Contract Renewal for Audio Services for City of Southlake Events RFPl505B540DK 150014
Dear Mr. Wamdahl:
The City of Southlake is providing notification of contract renewal for "Audio Services for City of Southlake Events
RFP1505B540DK150014". This renewal became effective November 3, 2022 and shall continue in frill force based on
the terms and conditions of the initial award and is subject to optional annual renewals.
The terms and conditions proposed and accepted in this renewal agreement are as follows:
Payment Terms: Net 30 days (Unless otherwise noted — such as pre- and/or partial payment)
Method of Payment: Shall be made by purchasing card or purchase order.
Delivery Terms: FOB Destination
Delivery Locations: IF STATED IN RFB DOCUMENT
Tenn of Contract: Shall be effective for twelve (12) months from date of renewal and is eligible for additional
twelve (12) month periods.
City Contact: Dylan Duque 817-748-8919
Send all billing to: City of Southlake
accountspgyable@—ci.southiake.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, CPPO, CPPB
SVUTN4
Purchasing Manager, City of Southlake
--�``\\
Attest: •''•� r�
1400 Main Street, Suite 420
J
D��
(�� nfC� �04 �f•'TR�t_
Southlake, Texas 76092
city �egxcAjy :m�
y =
tslitka@ci.southlake.tx.us
v j i h
.
Date: /0 q '1._ Z •'co
Contract Renewal Accepted:
'f, '• •• ..
Signed: Date:
46 IL ana Yelverton, City Manager
SOUTHLAI<E
MEMORANDUM
October 20, 2022
To: Tim Slifka, Purchasing Manager
From: Daniel Cortez, Director of Economic Development & Tourism
Subject: Contract Renewal for Audio Services with Eagle AVL
Based on our annual assessment of the performance of Eagle AVL
providing audio services to the City, it is our opinion that Eagle AVL has
addressed any concerns the City has brought to their attention, and they
have provided services in a satisfactory manner over the last year.
I recommend based on our assessment that we renew our annual
agreement with Eagle AVL.
Staff Contact: Daniel Cortez (817) 748-8039
CITY OF
SOUTHLAKE
MEMORANDUM
September 27, 2022
TO: Sharen Jackson, Chief Financial Officer
FROM: Tim Slifka, Purchasing Manager
Daniel Cortez, Director Economic Development & Tourism
Dylan Duque, Festivals & Events Coordinator
SUBJECT: Contract Continuation for RFP1505B540DK150014 Audio Services for
Southlake Events
The City renewed the contract for Audio Services for Southlake Events RFP1505B540DK150014
on November 3, 2019, for the final year of the original five-year contract. On May 5. 2021, per the
attached memo, the contract was extended for an additional year and included a request for the
option of annual renewals based on the following:
• Current vendor — Vendor has provided audio/visual services for City of Southlake events
since July 2012 and under this contract since 2015. Eagle Audio and Lighting has proven to
be the most experienced and qualified vendor to provide the services which meet the
expectations and requirements of our City events.
• No HUB vendors listed on State site — No HUB vendors were discovered within our required
areas which could provide these services. The HUB rules are required after $3,000 dollars.
• Vendor level of service — The department is extremely satisfied with the performance of the
vendor. Prior to this last request for proposal and contract, the City has utilized two other
vendors for these services. Neither vendor was able to provide the level of service or
expertise required to meet City standards and requirements. The resulting failures
diminished the resident satisfaction during our events.
• Overall Contract Cost — This contract is currently under the formal bidding threshold of
$50,000. With no HUB vendors currently available to provide services for this size and
scope of service, the lower dollar value of this contract, and the high risk involved in
changing vendors, the benefit of remaining with this vendor outweigh the time and cost
required to rebid the service.
We recommendation entering a contract at current pricing with an option to renew annually. A
vendor performance review will be conducted annually by the department and results included in
any renewal request. Pricing may be reviewed for possible vendor increase to current contract rates
with City approval. Either party may opt out with a ninety (90) day written notice.
Approved:
Daniel Cortez
Director, Economic Development & Tourism
Sharen Jackson
Chief Financial Officer
November 18, 2021
Eagle AVL
2701 E. Loop 820 S.
Fort Worth, Texas 76119
Attn: Mr. Chris Warndahl
Subject: Notification of Contract Renewal for Audio Services for City of Southlake Events RFP 1505B540DK 150014
Dear Mr. Wamdahl:
The City of Southlake is providing notification of contract renewal for "Audio Services for City of Southlake Events
RFP1505B540DK150014". This renewal became effective November 3, 2021 and shall continue in hill force based on
the terms and conditions of the initial award and is subject to optional annual renewals.
The terms and conditions proposed and accepted in this renewal agreement are as follows:
Payment Terms: Net 30 days (Unless otherwise noted — such as pre- and/or partial payment)
Method of Payment: Shall be made by purchasing card or purchase order.
Delivery Terms: FOB Destination
Delivery Locations: IF STATED IN RFB DOCUMENT
Term of Contract: Shall be effective for twelve (12) months from date of renewal and is eligible for additional
twelve (12) month periods.
City Contact: Sarah Binion 817-748-8919
Send all billing to: City of Southlake
accountspayableAci.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 Slitka, CPPO, CPPB
Purchasing Manager, City of Southlake
1400 Main Street, Suite 420
Southlake, Texas 76092
tslifkaAci.south take. tx.us
Contract Renewal Accepted:
Signed:
Shana Yelverton, City Manager
Date:
Attest:
Date:
Amy Shelley, TRMC
City Secretary
CITY OF
SOUTHLAKE
MEMORANDUM
November 18, 2021
TO: Sharen Jackson, Chief Financial Officer
FROM: Tim Slifka, Purchasing Manager
Daniel Cortez, Director Economic Development & Tourism
Sarah Binion, Special Events Coordinator
SUBJECT: Contract Continuation for RFP1605B540DK150014 Audio Services for
Southlake Events
The City renewed the contract for Audio Services for Southlake Events RFP1505B540DK150014
on November 3, 2019, for the final year of the original five-year contract. On May 5. 2021, per the
attached memo, the contract was extended for an additional year and included a request for the
option of annual renewals based on the following:
• Current vendor — Vendor has provided audio/visual services for City of Southlake events
since July 2012 and under this contract since 2015. Eagle Audio and Lighting has proven to
be the most experienced and qualified vendor to provide the services which meet the
expectations and requirements of our City events.
• No HUB vendors listed on State site — No HUB vendors were discovered within our required
areas which could provide these services. The HUB rules are required after $3,000 dollars.
• Vendor level of service — The department is extremely satisfied with the performance of the
vendor. Prior to this last request for proposal and contract, the City has utilized two other
vendors for these services. Neither vendor was able to provide the level of service or
expertise required to meet City standards and requirements. The resulting failures
diminished the resident satisfaction during our events.
• Overall Contract Cost — This contract is currently under the formal bidding threshold of
$50,000. With no HUB vendors currently available to provide services for this size and
scope of service, the lower dollar value of this contract, and the high risk involved in
changing vendors, the benefit of remaining with this vendor outweigh the time and cost
required to rebid the service.
We recommendation entering a contract at current pricing with an option to renew annually. A
vendor performance review will be conducted annually by the department and results included in
any renewal request. Pricing may be reviewed for possible vendor increase to current contract rates
with City approval. Either party may opt %&With a ninety (90) day written notice.
Approved:
Daniel Cortez Sharen Jackson
Director, Economic Development & Tourism Chief Financial Officer
C-TT'Y OF
SOUTHLAKE
13
MEMORANDUM
May 5, 2021
To: Sharen Jackson, Director of Finance
From: Daniel Cortez, Director of Economic Development & Tourism
Subject: Audio Visual Contract for Special Events
Please accept this memorandum as a formal request to use Eagle Audio and Fighting For future
audio/visual services at City events. In addition, staff recommends the Cite enters into a yearly
contract with Eagle Audio and Lighting with an option to renew up to four additional years.
Tile City has made several attempts to procure audio/visual services for past special events by
using the bid process. Unfortunately, neither of the audio/visual companies hired were able to
meet our expectations for providing sound.
We have experienced several technical difficulties and inefficiencies at crucial times during the
events. The examples of the inefficiencies include but were not limited to, microphones fading in
and out while the Mayor was speaking, sound not working in Cornish and i14cPherson parks,
interference while bands were plaving, etc. Due to all of these issues, we have concluded that it is
in the C:ity's best interest to hire a professional sound company who has the capability to provide
quality sound and meet the expectation of the C:ity's events. Therefore, we propose that the City
[Inter into a Contract with Isagle Audio and Lighting to provide audio/visual services.
Eagle Audio and Lighting has provided audio/visual services for City of Southlake events since
.July 2012. Fagle Audio and lighting has proven to be the most experienced and qualified vendor
to provide the services that meet the expectations of our City events. In addition to City of
Southlake events, Eagle Audio and Lighting continues to provide audio/visual for many large
outdoor events all over'C'cxas. Many of the venues and events tile%• have serviced are very similar
to the City's Stars and Stripes and 1-Ionic For tile I lolidays events. 'their references include event
coordinators from Tyler, Euless, Dort Worth, Coppcll, Grapevine, and Longvicw. The clients we
have contacted were pleased with the sen•ices that were provided by this cornpam•. In addition,
staff visited \.with a representative of Eagle Audio and Lighting on site.
T'hc cost to provide these services has increased from past events clue to the expansion of events
and increasing sound, lighting, and power to several areas that were not previoush• provided. For
FY 2021 the cost would be approximately S20,000 for Stars and Stripes with a total cost not to
exceed S=10,000.
The cost for the project is budgeted within the CommunitV Sen-ices Department general fund
budget.
Attached are the proposals from Lagle Audio. I appreciate Vour considerations and look forward
to your response.
nGLl2ig
Daniel Cortez Sharen Jackson
Director of Economic Development & Director of Finance
Tourism
SOUTHLAKE ORIOINAL DOCUMENT
CITY OF SOUTHLAKE
19 Council Action:
r--
ord./Res. No..� o Z
Date Approved ^ �....
October 17, 2019
Eagle AVL
2701 E. Loop 820 S.
Fort Worth, Texas 76119
Attn: Mr. Chris Wamdahl
Subject: Notification of Contract Renewal for Audio Services for City of Southlake Events RFP 1505B540DK150014
Dear Mr. Wamdahl:
The City of Southlake is providing notification of contract renewal for "Audio Services for City of Southlake Events
RFPI505B540DK150014". This renewal shall become effective November 3. 2019 and shall continue in full force based
on the terms and conditions of the initial award. Your company, per the original documents, is not requesting an increase
at this renewal. As such. all pricing, terms and conditions of the original document shall rernain in effect for this renewal
period.
The terms and conditions proposed and accepted in this renewal agreement are as follows:
Payment Terms: Net 30 days (Unless otherwise noted - such as pre- and/or partial payment)
Method of Payment: Shall be made by purchasing card or purchase order.
Delivery Terms: FOB Destination
Delivery Locations: IF STATED IN RFB DOCUMENT
Term of Contract: Shall be effective for twelve months from date of renewal
City Contact: Sarah Binion 817-748-8919
Send all billing to: City of Southlake
1400 Main Street. Suite 420. Accounts Payable
Southlake, TX 76092 or accountspayable;dei.southiake.tx.us
Other Charges: The City of Southlake is a tax-exempt municipal corporation and is exempt from all federal,
state. and local sales taxes.
All other specifications, terms and conditions shall be as provided in the original procurement documents. No other
attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager
or an authorized representative of the City of Southlake.
Thank you for participating in our procurement process. Please call 817-748-8312 with any questions
Sincerely.
-�C"7/L,- .
Tim Slifka, CPPO. PB
Purchasing Manager. City of Southlake A
1400 Main Street, Suite 420
Southlake, Texas 76092
tsli4ka ccci.southlake.tx.us
Contract Renewal Accepted:
' Signed: - Date:
gG t� Tulle-G .e- c+t.,l e 14-� AA*,)
SOUTHLAKE
13 ORIGINAL DOCUMENT
CITY OF SOUTHLAKE
Council Action: Y&
Old /Rm No.
August 16, 2018 Daft Appmed
Eagle AVL
2701 E. Loop 820 S.
Fort Worth. Texas 76119
Attn: Mr. Chris Wamdahl
Subject: Notification of Contract Renewal for Audio Services for City of Southlake Events RFP 1505B540DK 150014
Dear Mr. W arndahl:
The City of Southlake is providing notification of contract renewal for "Audio Services for City of Southlake Events
RFP1505B540DK150014". This renewal shall become effective November 3, 2018 and shall continue in full force based
on the terms and conditions of the initial award_ Your company, per the original documents, is not requesting an increase
at this renewal. As such, all pricing, terms and conditions of the original document shall remain in effect for this renewal
period.
The terms and conditions proposed and accepted in this renewal agreement are as follows:
Payment Terms: Net 30 days (Unless otherwise noted - such as pre- and/or partial payment)
Method of Payment: Shall be made by purchasing card or purchase order,
Delivery Terms: FOB Destination
Delivery Locations: IF STATED IN RFB DOCUMENT
Term of Contract: Shall be effective for twelve months from date of renewal and is eligible for up to one (1) more
one (1) year annual renewal.
City Contact: Corrine Klitzke 817-748-8919
Send all billing to: City of Southlake
1400 Main Street, Suite 440, Accounts Payable
Southlake. TX 76092 or accountspa_ aable(&ci.southiake.Lx.us
Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal.
state, and local sales taxes.
All other specifications, terns and conditions shall be as provided in the original procurement documents. No other
attachments to or in response to this agreement will be accepted unlcss 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, 0, B
Purchasing :Manager, City of Southlake Attest
1400 Main Street, Suite 440
Southlake, Texas 76092
tslifkara c i.southlake.tx. us
Date:
Contract Renewal Accepted:
Signed:aic, Date �/
J S Yelverton, City Manager
aroI Ann Borges, TRI'v1C
City Secretary
ORIGINAL DOCUMENT
SMIIH M CITY OF SOUTH,LA,KJB
Council Action YY
19 Ord./Res. No.
August 9, 2017 Date A�ptO\++Cti =
Eagle AVL
2701 E Loop 820 S.
Fort Worth, Texas 76119
Attn: Chris Warndahl
Subject: Notification ofConts Rmewd for Audio Services for City of Southlake Events RFP1505BS40DKISM14
Deer: Mr. Warndahl:
The City of ScuthWre is providing notification of contract renewal, pending city Council approval, for "Audio Services
for City of Soe Wm Events RFP150 DK 50014". This renewal shall become effective November 3, 2017 pending
City Council approval (CC Award ddeqj Jqjj 7 and shall continue in fall force based on the terms and conditions of
the k" Mud
The t+amt and conditions proposed and accepted in this renewal agreement are as follows:
Payment Terns: Net 30 days (alas otherwise noted — such as pre- andlor partial payment)
Method of Payment: Shall be made by purchasing card or purchase order.
Delivery Tam: FOR Destination
Delivery i ocatican IF STATED IN RFD DOCUMENT
Term of Conuict: Shall be effective for twelve months from date of renewal and is eligible for rep to two (2) more
me (1) year annual renewals.
City Con act Corrine YJitzke 817-748-8919
Send all billing to: City of Southltlte
1400 Main Street, Suite 440, Accounts Payable
Souddake, TX 76092 or Email:-
Other Charg+G+: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal,
state, and local sales taxes.
All o ar specifications, teams and condiiioas shall be as provided in the original procurement documents. No other
attacLmeats to or in response to this agrament will be accepted rmless approved in writing by the Purc3uhsing Manager
or an a u mized repmaentative ofthe City of Southlake.
Tharp you for participating in our procurement process. Please call 817-748-8312 with any questions.
Tim 31i8n
Purdozug Manager CPPD, CPPB
City of SouthWw
1400 Main Street, Suite 440
Southiske, Texas 76092
Fax:817-7484804E
Contract ccepted
Signed
Maya Lava bill
City Of Southbdce
Date:
Attest:
Carol Ann Bags, TRMC
City Secretary
tj4V IL
SOUTHL.AKE
19
August 4, 2016
Eagle AVL
2701 E Loop 920 S
Fort Worth, Texas 76119
Attu Chris Warndahl
ORIGINAL DOCUMENT
CI1Y OF uKS
Council
OWR= Nor
Subyect: Notification of Contract Renewal for Audio Services for City of Southlake Events RFPl505B540DK150014
Dear: Mr. Watttdahl:
The City of Southlake is providing notification of contract renewal, pending City Council approval, for "Audio Services
for City of Sotrthtake Events RFP I505B5�?DK,1 f50014". This renewal shall become effective November 3, 2016 pending
City Council approval (CC Award date `1 i-J�) and shall continue in full force based on the terms and conditions of
the initial award.
The terms and conditions proposed and accepted in this renewal agreement are as follows:
Payment Terms: Net 30 days (Unless otherwise noted — such as pre- and/or partial payment)
Method of Payment: Shall be made by purchasing card or purchase order.
Dehvery Terms: FOB Destination
Delivery Locations: IF STATED IN RFB DOCUMENT
Term of Contract: Shall be effective for twelve months frum date of renewal and is eligible for up to three (3)
more one (1) year annual renewals.
City Contact: Dona Kinney 817-748-8918
Send all billing to: City of Southlake
1400 Main Street, Suite 440, Accounts Payable
Southlake, TX 76092 or Email: accountsspavable@—aLsouthlake.tx.us
Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal,
state, and local sales taxes.
All other specifications, terms and conditions shall be as provided in the original procurement documents. No other
attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager
or an authortmil representative of the City of Southlake.
Thank you for participating in our procurement process. Please call 817-748-8312 with any questions.
Sincerely
Gam'
"ism 5h&a
Purchasing Manager COO, CPPB
City of Southlake
1400 Main Street, Suite 440
Southlake, Texas 76092
tslifka(@ci.southlake.tx.us
Fax: 817-748-8048
Contract Renewal Accepted:
Signed. Date:
Mayor Laura Hill
City of Southlake
'O'b"1990",,,
.`� D'fHL,gr''•,
Attest
Lori Payne, TRMC
��.11111s�N
City Secretary
Approved as to Form and�Lfegal' :
a.J
City Attorney
ORIGINAL DOCUMENT
CITY OF SOUTHLAKE
SOUT Ir Of E Council At ti00&m
or"eL No.
Data Anlrovod
October 23, 2015
Eagle AVL
2701 E. Loop 820 S
Fort Worth, Texas 76119
Ado: W. Chris Wasndnhl
Subject Contract NotificationAward for Audio Services for City of Southlake Events RFP150SB54ODKI50014
Dear Mr. Warodahk
The City of Somitiake is pleased to inform you that Eagle AVL of Fort Worth, Texas is the awarded vendor for "Audio Services for
City of SodhWm Events RFP1505B540DKI50014" The award and this agreement ass based on your proposal to the City, copy
enclosed. This is a single vendor award contract. Your company's award is attached. Ibis award was approved by the City of
Souddalm City Council as tl- S -20(S' .
The terms and conditions proposed and accepted in this agreement are as follows:
Payment Terror: Net 30 days (Unless otherwise noted — such as pre• and/or partial payment)
Estimated Quartitles: The City does not guarantee to purchase any minimums or maximum quantity but does contemplate
purchasing the awarded items exclusively during the tam of the contract from the successful vendors.
Method of Payment Shall be made by City proew meat card or purchase order
Delivery Terms: FOR Destination
Delivery Locations: Vendor Delivery or City employee pick-up.
Term of Contract The term ofawarded contract shall remain in effect for twelve months from date of award and is eligible
Air up to liar (4) one (1) year annual renewals.
City Contact DONA KINNEY 117-749.9919
Send all Wing to: City of Souddake
1410 Mai; Street. Solte 440, Accounts Payable
Soatliake, TX 76M or via email to aecouneapa ci.Southleke.tx.us
Other Charges: The City of SouthIake is a tax exempt municipal corporation and is exempt from all federal, state, and local
Saks taxes.
All other specifications, in, and conditions sisalI be as provided in the original procurement documersts. No other attachments to or
in response to thin agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized representative
of the City of So"lake.
Thank you for participating in our procurement process. Please tail S 17-749-2312 with any questions.
Sincerely,
Tint Slifka, CPPO, CP
Purshssioi Manager
City of Southlake
1400 Main Street, Suite 440
Sowbiake, Texas 76092
tsl i fkaCak i.southlalcc.tX.us
Fax- 917-743.8049
Contract and Award Accepted:
Signed:
Mayor Laura Hill
City of Soudtlake
Date: N ' rs—
Lori Payne, TRMC
City Secretary
A rov as to ForrpWXcg�lity:
City Attorney
Appendix B -- Proposal
Sab=NW CbecWl* (fo doleemiae valWky of pwposal)
��.+ix � (per _�_ .�+, ae..l ae bclad.d is ae prapaelaara+Gtal
��pp.els C Caaniet artstesgt ieeo (pye 2�, iw.� be keta/e1 tw dm prarrN ea�.W,L
RFP Number:
"P1505B54ODK150014
PrO]Oct Tom:
Audio Services for City of SoutWake Events
Submittal
Deadliee:
3:00 P.bL (CST), FRIDAY OCTOBER 9, Z015
Submit electronically* to: www.securebidusa.com
* R uires email account login and password.
Name:
Eagle AVL
Address:
2701 E Loop 820 S
s
Fat Worth iX 76119
Yedena E.tpleyea
WcoffinBo. xaaaber
26-1268380
thaaa Munbwr
817-654-MX410 90", 817-654-9906
& Ma Addeew
I Cwamdahi®miWMroaudio.com
T, the a.ieraipek bave lie aaliarky to Qee.1e this lropad is ks aabreh as v"iged and tater mto a aatn
onhelal e(thelsopowr.
Priased Name and PosofAafio and ablative: Chris Wamdahl
S•iaadr.e ofAvftdnd RWcsmtative:
6d1 (d.r) of 09tLbr )`207 Aar)
I learned of this Request for Proposals by the Ioliowlag means:
❑ Newspaper Adve !-- t
❑ MUIW Age a copy
❑ Secatiffi
ICJ City E-rmi7 Nofifrcui.
❑ Cold call to aty
❑ Otw
City of Soutilake - RMSO MUIDKISH14 - Page 9 of 21
Best and Final Offer 10-22-2015
Signed
Crry of
SOLFFHLJWIE
19
ADDENDUM NUMBER$I
To: All Proposers
Date: September 23, 2015
Request for Proposal: RFP1505B$40DKlSW14 AUDIO SERVICES FOR CITY OF
SOUTHLAKE EVENTS
Proposal Duo Date: 3:00 put., Friday October 9, 2015
I. Addendum No. 1. dated September A 2015. per Addendmn 01, the City of SOuthlake b a swa ag
vendor questions from the Pre Prapossl meeting and modifying the schedule of pricing and correcting
section 0 3 Term of Contract and Option to Extend Fourth Additional Year FY infornreum vendor
pricing and Option to Extend information must be submitted on fire revised pricing scheduk iachtded is
part of this addendum # 1_ Failure to submit the revised pricing wbcdule as part of this addendum may
render the proposal non -responsive.
QUESTION: How are individual miscellaneous items priced?
ANSWER: All individual items should be priced as all inclusive and include all rekftd its. The City
anticipates these items to be utilized as additional add on items in an already sche"ed and
planned event
QUESTION: You indicate a Par 54 light and Par 54 LED light in the Individual Stage Lighting section
Please clarify.
ANSWER: Par 54 light was listed incorrectly. This should be a Par 64 light for both items. The revised
pricing schedule will have this correction.
QUESTION: what does the generic pricing of each event include?
ANSWER: This is an all inclusive price from the vendor to include, but not be limited to, labor,
equipment, delivery, etc... This should be the vendor's full price for the event based on
what the vendor is proposing to provide.
QUESTION: Can cabling be hung from building rooftops within any of the event areas?
ANSWER: No.
QUESTION: Can the vendors provide streaming audio over W?
r*e1S&#A*• FkYreOepaai ' MAWS" ' Sr*"SM Y
Arta+se3u
ANSWER: Potentially yes. Please describe vendor options available in proposal submission. The City
is very interested in exploring this as an available option for events
QUESTION: Are any of the LED screens going to be utilized indoors?
ANSWER: No.
QUESTION: What should be included in LED screen pricing?
ANSWER: Pricing should be all inclusive and include, but not be limited to, scaler, server, pourer
distribution, rigging and motors for self-contained stand-alone wit.
QUESTION: Are theft any inside lighting requirements at The Marq?
ANSWER: Not at this time.
QUESTION: What is the cement opening date for The Marq?
ANSWER: December 12, 2015
QUESTION: Can we rig to beams in The Marq amphitheater?
ANSWER: No.
QUESTION: What type of shore power is available at The Mzq amphitheater?
ANSWER: A separate panel for audio power is not available at this time. The City may consider
adding an additional shore power panel for audio services as part of the ongoing
construction process. Current power available at The Marq amphitheater is 3 phase, 120-
209 volt, 400 amp maximum.
2. REVISED SCHEDULE OF PRICING: This revised pricing schedule takes the place of pages 10-14
through item 0 3 Tom of Contract and Option to Extend. Proposer must complete and return this pricing
schedule as part of their proposal submiissiom Failure to submit the revised pricing schedule as part of this
addendum may render the proposal notwetponsive.
B. &bgdule off. Proposer stall quote unit pricing in accordance with the itemized Ming of
products or contract segments stated in the Scope of Services and using the following format
Pricing to lost Stars and Stripes in three Southlake Town Square parks.
Services and equipment provided to be listed on separate sheet.
Pricing to Lost Home for the Holidays in two Southlake Town Square parks. S 22,342.80
Services and equipment provided to be listed on separate sheet.
Pricing for Frank Edgar Cornish IV Park with city provided stage upon request s 2945.00
Services and equipment provided to be listed on separate sheet.
Crydsa+ra to - riuraOVMVM - aaotMs> M 50*e M • sacetsta rem MV
an.Mmz
Pricing for Family Pads with city provided stage upon request. s 2945.00
Services and equipment provided to be listed on separate sheet.
Pricing for McPherson Park for concert quality sound oniy
broadcasted from Family Park upon request. S 2945.00
Services and equipment provided to be listed on separate sheet.
Pricing for McPherson Park for concert quality sound only broadcasted
from Frank Edgar Cornish IV Park upon request. S 2310.00
Services and equipment provided to be listed on separate sheet
Pricing for Freak Edgar Cornish IV Park for concert quality sound only
broadcasted from Family Park upon request. S 2310.00
Services and egWpmem provided to be lined on separate sheet.
Pricing for Family Park for costal quality sotund only broadcasted
from Frank Edgar Cornish IV Park upon request.
S 2310.00
Services and equipment provided to be listed on separate sheet.
3350.00
Pricing to host large bend at Aria
S
Services and equipment provided to be listed on separate sheet
Pricing m host theatrical performances at Aria.
s 3280.00
Services and equipment provided to be fisted on separate sheet.
Pricing to host choral performances at Aria.
S 3650.00
Services and equipment provided to be listed on separate sheet.
staff Labor Coats:
Stage Hands: Hourly Rate: $25.00
Production: Hourly Rate: S 45.00
1
Load in Staff. Hourly Rate: S 25.00
Load Out staff: Hourly Rate: S 25.00
Sound Technicians: Hourly Rate: S 65.00 or $350.00
I
C#orsaartw• F,ilrzeaPrtaW• 14o0rrrbStee SON40• Sa"ftANNAW
91774 n2
Other Stnfirequued to complete
8nd their hmly r,tr. Deambe IrreGt anager s 400.00 per day
Otter StaffmquM to complete pmduction
ami their hourly rate: Describe _ t_Ighting Designer S 400.00 per day
Otber staff regiAred completing production
and their hourly rate: Describe Staging Technician S 3W•00 per day
stow:
Smau size 122 ftx 16 ft Pricing Per Unit with lights $792.00
Pricing Per Unit without lights S 592.00
Medium Size 24 ftx jLft Pricing Per Unit with lights $1284.00
Pricing Per Unit without lights S 1084.00
Large Size 32 ft x 24 ft Pricing per Unit with lights S 1918.00
Pricing Per Unit widmut lights S 1518.00
Stage River Panels:
4 ft x 4 ft x 4 height Pricing Per Unit S 25
4 ft x g ft x 4 beight Pricing Per Unit S§Q
Other Pricing Per Unit S
Other Pricing Per Unit S
Cberal Riser Pastels.
tr Wide x 4 Levels
Pricing Per Unit
S 100
IT Wide x 4 Levels
Pricing Per Unit
S_'$Q
16 Wide x 4 Levels
Pricing Per Unit
S-20L
21Y Wide x 4 Levels
Pricing Per Unit
S 25a
24' Wide x 4 Levels
Pricing Per Unit
S 300
2S Wide x 4 Levels
Pricing Per Unit
S 350
Plus $200.00 for pick up and drop off
Andteaee Riser Panels-
r Wide x 3 Levels
Pricing Per Unit
S_1gp_
IT Wide x 3 Levels
Pricing Per Unit
$150
16 Wide x 3 Levels
Pricing Per Unit
S 200
24' Wide x 3 Levels
Pricing Per Unit
S 250
24' Wide x 3 Levels
Piieissg Per Unit
$300
21P Wide x 3 Levels
Pricing Per Unit
S 350
Plus $200.00 to pick and drop off
pydSet*Md • Awn DOMM • 14MAI*SMW S*440 • $U#* R racy MW
Sll.ANCI7
Individual Stage Lighting:
Par 64 light
LED Par 64 light Equivalent to
1000 Watt Par 64 Light
Light Tree (4 lights)
Light Tree (6 lights)
Strobe Light
Large Follow Spctlight
Other.
Other Stage Offerings: per Unit
mac 500 moving fight
Pk; mum Ream extreme
Mac 700 wash or Profile
Mbodhneoos Items:
Pricing Per Unit S 10.00
Pricing Per Unit
S 25,00
Pricing Per Unit
S 100
Pricing Per Unit
S 150
Pricing Per Unit
S 25 to 100
Pricing Per Unit
S__ja t0 500
Pricing Per Unit
$
Pricing Per unit S 125
Pricing Per Unit S 165
Pricing Per Unit S 175
Lighted acrylic podium with microphone Pricing Per Unit S 150
5KW Germs m with fuel per unit Pricing Per Unit S 100
Other Generator sizes ( KW) with fud per unit Pricing Per Unit S 1000
LED Stage Backdrop Curtain (Size ) Pricing Per Unit S 2500
Wireless Microphones Shure ULXP Standard or equivalatt
Pricing should be all inclusive and include„ but not be [imited to,
antenna, batteries and disaibution.
Handheld
Pricing Per Unit
S 75
Lavaliere
Pricing Per Unit
S 75
9' x 12' Mobile LED Screen for outdoor daytime
broadcast.
[
6.5 mm pitch
Pricing Per Unit
S 4000.00
mm pitch
Pricing Per Unit
S
mm pitch
Pricing Per Unit
$
I
9' x 16' Mobile LED Screen for outdoor daytime
broadcast.
6.5 ram pitch
Pricing Per Unit
S 4500.00
tam pitch
Pricing Per Unit
S
i rum pitch
Pricing Per Unit
S
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/11741arrz
10' x 17 Modular LED Screen for outdoor daytime broadcast including LED Processing, Ground
Supports. Equipment Transport. Sat Up/Brook Down. Show Operation A LED Tech to operate on city
provided platform.
6.5 ram pitch Pricing Pa Unit s 6250.00
ram pitch Pricing Per Unit s
mm pitch Pricing Per Unit s
Camera operator for mobile LED scream Pricing should be all inclusive and include, but not be
limited to, camera platform
I Camera Operator $ 750.00
3 Camera Operators S 2250.00
Cost per linear foot for cable & covers to broadcast stage performanoc on mobile LED screw at
separate parkas an additional request. Up To 100ft
Pricing Per Lf. s 4 Per LL
Delivery Fee
This fee applies per request and only for a request for additional miscellaneous items not included in
initial eventpiana.
Regular delivery fee for additional items requested prior to day of event T 100
Expedited delivery fee for additional items requested day of event S 350
Other Items:
Per Unit: please Describe: Pipe and Drap $20 per linear foot
Diseonat Opportwddes:
Pieria Deuraw MuEtiblo services allows us to ties labor or truddna to -got r
��vinn Vats inclivich nalrh�ec
3. Term of Contract and Option to Extend
Any contract resulting from this RFP shall be effective for twelve months from dabs of av�� 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 contact
act:
A. Qptior-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 sense notice 30 days prier
Qrof_11aA4te • FmAvDrlapamf • NAt"SbvdSWM* SO*Wok ram MW
a17.74a8M
to contract termination or to the end of any one-year extension. Mw Option to Extend will not be
considered if tending is unavailable or if the contractor's past perib m ince is not within the industry
standard.
B. Emalation Clause: Should market conditions prevail which dictate an increase, the successful contractor
may submit documentation requesting permission to mcmase pricing no later then 30 days aft
receiving notice from the City of its intent to extend the agreement. Escalation may only 00= at the
time of renewal and aniy upon securing the approval of the City in writing. Requests for price
4urstraents must be sol* 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 ifthen the option to extend is
exercised The percent quoted will be a maximums. in addition, the percentage proposed wilt 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 tin price fictar ooasa kind in the evaluation of this quote. Quotes in which negative err no
escalation is shown will be considered as 0% escalation.
C. Price Increases Unon F.xrensiono if approved by the Ciry, the Contractor shall modify the rates charged
by its Contraemr to reflect any changes shown in the comparative statement delivered to the City. The
maxinwm koease allowed wrier this provision shall be four percent (4%) per yen. The City shall
have authority, in its reasonable disc-mtion, to determine the validity of any change in Coaaacwr's
rates. City amot exercise the Option to Extend whh arty price increases unless the Venda compktes
the section of the Quote requesting anticipated percentage of animal escalation.
FWTADDITIONAL YEAR (FY 2016-2017) ESCALATION ...................... 0 %
0
SECOND ADDITIONAL YEAR (FY 2017-2012) ESCALATION ............ _.... %
THIRD ADDITIONAL YEAR (FY 2018-2019) ESCALATION ..................... 0 .%
FOURTH ADDITIONAL YEAR (FY 2019-2020) ESCALATION ................... 0 %
4. T1ere are mo other 4sor s.
Sharon Jat:"
chief Flarrnc'mal Officer
City of Southtake
In the submission of their proposal. Proposer must adawwledge receipt of this addendum. Proposer sball
admwiedge this by signing and returning one copy of this notice with their proposal submission.
Signed: Dated: 10/22/15
Company Name: Eagle AVL
Q1JdSaMMre • FiarimOrpaarxor • 14MA NSINK SC0440 • Sal+aste raMMW
/il AMz
Appendix R — Proposal (md■ued)
1. jt O=ED PROPOSAL INFORMATION IN ORDER FOR A PROPOSAL TO BE
CONSIDERED COMPLEM AND TO BE EVALUATED FORA CONMCT AWARD BY THE
CITY, PROPOSER MM SUBMIT ALL OF THE FOU0107NO INFORMATION:
1. Proposed P odads anNor Services
A. ftado or 5Mice 2a;dotignn: 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. Mitional Hardware DessriWar s: Proposers should also indude in this section a detailed
description of what additional hardware =dlar software, if any, would be required by the City in
order to fidly utilize the goods and/or services proposed.
C. Guarantees and Warrmuies Each Proposer shall submit it complete copy of any warranties or
guarantees provided by the msmrfacttua or Proposer with the Proposal submitted
D. Prate ScheduldDelavery Date Proposer toast provide a project schedule noting all projected
cosopletiam data for segmunis of the Project, fratn s" to completion. ad all delivery dates for
goods cave:ed by the RFP. The Proposal must show the amber of days required to deliver and
install the product or equipment after the receipt of the City's Purchase Order.
2. Cast of Proposed Products and/or Services
A. is Pricing shall reflect the full Scope of Services defamed herein, inclusive of all associated
cost for delivery, labor, irstmarce, axes. overhead, and profit
B. Schedule of Prteim¢: Proposer shall quota urdt pricing in accordance with the ke nL d lasting of
products or contract segmerm stated in the Scope of services and using the following format:
Pricing to host Stan and Stripes in three Southlake Town Square parks. S
Strikes and equipment provided to be listed on separate street. RW out In appendbc
Pricing to host Home for the Holidays in two Soutldake Town Square parks. S
Services and equipment provided to be listed on separate sheet
Pricing for Frank Edgar Cornish IV Park with city provided stage upon request. i
Services and equipment provided to be tasted on separate sheet.
Pricing for Family Park with city provided stage upon request. S
Services and equipment provided to be fisted on separate sheet
Pricing for McPherson Park for concert quality sound only
broadcasted from Family Park upon request 5
Services and equipmaa provided to be listed on separate sheet.
Pricing for McPherson Park for concert quality sound only broadcasted
born Frank Edger Cornish IV Park upon request. S
Services and equipment provided to be listed on separate sheet
City of Soathloke - RFP15036548DKI SH14 Page 10 of 21
Filled out in appendix
Pricing for Frank Edgar Cornish IV Park for Concert quality sound only
broadcasted from Family Park upon request. S
Services and equipment provided to be listed on separate sheet
Pricing for Family Park for concert quality sound only broadcasted
from Freak Edgar Cornish IV Park upon requez E
Services and equipment provided to be listed on separate sheet
Pricing to host large bad at Ada. E
Services and equipment provided to be listed on separate sheet
Pricing to host tlintrical perform atuxs at Aria- S
Services and equipment provided to be listed on separate sheet
Pricing to hoot chard perfmnaaces at Aria.
S
Services and equipment provided to be listed on separate sheet
StafLaber Costs:
Stage Hands: Hourly Rate: $
It3d out in appendix
Production: Hourly Rate: $
Load in SUE. Hourly Rate: $
Load Out Staff: Hourly Rate: $
Sound TeeMclatte: Hourly Rate: $
Other Staff required to complete productim
and their hourly rate: Describe
S
Other staff required to complete production
and their hourly rate: Describe
f� _
Other Staff required completing production
and their hourly rate: Describe
S
Small Size _ ft x — ft Pricing Per Unit with lights S
Pricing Per Unit without lights S
Medium Size _ ft x _ ft Pricing Per Unit with lights S
Pricing Per Unit without lights S
Luge Size _____ ft x _ ft Pricing Per Unit with lights S
Pricing Per Unit without lights S
Stage Riser Panels:
4 ft x 4 ft x height Pricing Per Unit E
4 ft x B ft x height Pricing Per Unit S
other Pricing Per Unit S
Other Pricing Per Unit S
city ofsewthiske - RFP154SBSODKISM14 - Page 11 of21
Filled out in appendix
Choral Riser Paneh:
$' Wide x 4 Levels
Pricing Per Unit
S
12' Wide x 4 Levels
P&-Wg Pet Unit
S
16 Wide x 4 Levels
Pricing Per Unit
S
29 Wide x 4 Levels
Pricing Per Unit
$
24' W ide x 4 Levels
Pricing Per Unit
S
2g' Wide x 4 Levels
Pricing Per Unit
S
Audience Rleer Panels:
V Wide x 3 Levels
Pricing Per Unit
$
12' Wide x 3 Levels
Pricing Per Unit
S
16' Wide x 3 Levels
Pricing Per Unit
S
2tY Wide x 3 Levels
Pricing Per Unit
S
24' Wide x 3 Levels
Pricing Per Unit
S
21l' Wide x 3 Leveb
Pricing Per Unit
S
Indivi anal Sage Lighting:
Par 54 light
Pricing Per Unit
S
LED Par 54 light
Pricing Per Unit
$
Light Tree (4 lights)
Pricing Per Unit
$
Light Tree (6 lights)
Pricing Per Unit
S
Strobe Light
Pricing Per Unit
S
Large Follow Spotlight
Pricing Per Unit
S
Other.
Pricing Per Unit
S
Other Stage Offerings: Per Unit
Pricing Per Unit S
Pricing Per Unit S
Pricing Per Unit S
Miscdle*eous teem Filled out in appendix
Lighted acrylic podium with microphone
5KW Generators with heel per omit
Other Ocnerator sizes ( KW) with fuel per unit
LED Stage Backdrop Curtain (Sim )
9' x 12' Mobile LED Screen for outdoor daytime
broadcast with live amen and operator
9' x 16' Mobile LED Screen for outdoor daytime
broadcast with live earners and operator
1
City of Southhkc - tt"IM511MOOK150014
Pricing Per Unit S
Pricing Per Unit S
Pricing Per Unit S
Pricing Per Unit S
Pricing Per Unit S
Pricing Per Unit S
Page 12 of 21
Filled out in appendix
10' x 17' Modular LED Screen, tlmm SMD Resolution for outdoor daytime broadcast including
LED Processing, Ground Supports, Equipment Transport, Set Up%rrA Down, Show Operation
Et LED Tech to operate on city provided platform.
Pricing Per Unit S
Cast per linear foot for cable do covers to broadcast stage performance on mobile LED screen at
separate ParlL
Pricing Per Lf. S Per LE
Other Items:
Per Unit: Please Describe: Filled out in appendix
Discommt Opportumitics:
Please Describe:
Term of Contract and Option to Extend
Any contract resulting from this RFP shall be effective for months foot date of award. The
City anticipates that contract shall be renewed pursuant to the availability of funds end at the discretion
of the City. The following clauses shall be included is the contract:
A. Ooti.n_Chuse: It is agreed that City will have the option to extend the c mract for up to four (4)
additional bears, in one-year intervals. To exercise tfiis 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 ftmding is unavalab)e 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 regulating permission to increase pricing oo later than 30
days after receiving notice from the City of its haent to extend the agreement. Escalation may only
occur at the time of renewal and only upon sewing 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 i0whe l the option to
extend is exercised. The percent quoted wig 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 OOA escalation.
C. Price Inomses Uoon Extension: If approved by the City, the Contractor shall modify the rates
dmrged by the Contractor to reflect any chmges shown in the comparative statement delivered to
i the City. The maximum increase allowed under this provision shalt be four percent (4%) per year.
The City shall have authority, in its reasonable discretion, to determine the validity of any change
in Contracto's rates. City carmot exorcise the Option to Extend with any price increases unless the
Vendor completes the section of the Quote requesting anticipated percentage of annual escalation.
City of SouthWts - RFP150595"K1SM14 - Page 13 of 21
Filled out in appendix
FIRST ADDITIONAL YEAR (FY 2916-2017) ESCALATION ....................» %
SECOND ADDITIONAL YEAR (FY 2017-2019) ESCALATION..._..._._...... %
THIRD ADDITIONAL YEAR (PY 2018-2019) ESCALATION ..................... %
FOURTH ADDITIONAL YEAR (FY 2020-2021) ESCALATION ................... %
4. Propmer's Experience! Staff
A. Proiax Teem; Identify all members of the Proposer's team (including both tam members aced
rnanaganan} who will be providing any services proposed and include information which details
their experience.
B. Removal or Lpe laament of Stafi If an assigned staff person must be removed or replaced for any
reason, the ►eplacement paean most be approved by City prior to joining the project.
C. MMIM );sRabiishment: 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 bave operated any other businesses or
changed the legal status or form of the business within the last five (5) years. all names, of
predo - . business namms, afGllated entities, and previous business entities operated by the
principals, if different than present, must be provided:
Stage the number of years' experience the business has: : and the number of employees:
D. Project Related Expo tom: All Proposals must include detailed Information that details du
Proposer's experien a and expertise in providing the requested services dot demonstrates the
Proposer's ability to logically plan and complete the requested project.
City of soathtste - RMS05B540DK159014 - Page 14 of 21
Ref, ces
Proposex shall provide four (4) references where Proposer has performed similar to or the same types
of services as described herein.
Client / Company Name: Encore Live
Corbct Name:
Conw Title:
John Pletcher
Head of Business Development
%torn`~ 214-500-8800
Email: john@encorelve.00m
Date aad Scope of Work Provided: We do multiple Yearly events for them. Mattress F
Wounded Warriors, ACM Ufting five gala, Petroleum Club, Buckets and Boots,
President Bush family private events, Plus many many high sole private events.
Reference t12:
Client / Company Name: Texas Rangers
Contact Nam=
Contact Title:
Sean Decker
VP of Ballpark Operatlons
Piwme: 817-273-5268
Errwl: Sdecker@texasrangers.com
Date and Scope of Work provided: We are eontraCted with the ballpark to provide for all
In house events. This past year has included ACM parry for a cause, Ell Young's
House Party. as well as many lawn parties
Reference 03:
Client! Company Name: City Of Navasota
Caxact Name:
Tiffany Byers
Contact Tide:
Marketing Special Events Coordinator
Phone: 936-825-6475
Email:
vasotatic
Dace and Scope of Work Provided: We do an annual event called Texas Birthday Bash,
During Texas Independence day, usually falling on closest weekend.
Reference tt4:
Cfientl ComparyName: Event Production Services
Contact Name:
Jeff Miller
under
EEummafl:
Phone: 512-828-7551
epstx.net
Date and Scope of Work Provided:
Switchyard Festival city of Carrolton, This event
happens every year on the first weekend In November. Trall of Lights in Austin,
Austin City New Years Eve.
ACL 2nd Street Events, Blues On the Green in Zitker
l;P-Thlf
City of sorubhha - R"155MUODK1SOo14 - Psge 15 of 21
6. Trade Secrets) and/or Confidential Inforaarrtion
Trade Secrets and/or Confcdetial lafne gft: This proposal ,_ (does) _ (does not) contain Made
secrets and/or confidential information. If applicable, describe such trade secrets and confidential
information, and the basis for your assertion that such material qualifies for legal protection from
discloftm
7. Federal, State and/or Lard Identification Information
A. Centralized Master Bidders List registration number. 12612683NO
B. Prime contractor HUB l MWBE registration number
C. An individual Proposer acting as a sole proprietor must also enter the Proposer's Social Security
Number: d
& Et aVmey Btminesa Services Contact Notice
Dudmg a nauual disaster, or homeland security event. then may be a need for the City of Southlaim to
access your business for products or services after normal business hours and/or holidays. The City
may re*" City employee pick up or vendor delivery of product or services.
For this purpose, a primary and secondary emergency contact twine and phone number art required. It
is aitial the vendor's emegpmy contact arfb rnafim remains c uRML City shall be cocstacted by I,
mail with any change to a contact name or phone number of these emergency contacts. Updates may be
cradled to
All products or services requested during an emergency event are to be supplied as per the established
contract prices, trams and corWitioss. The vendor shalt provide the fee (pricing) for an afkphours
emergency opnoring of the business, if any. In general, orders will be placed using a City of Sosuthlalte
procurement card (Mesta Carr) or City issued Purchase Order. The billing is to include the
emagency opening fee, if applicable.
The contractor shall provide the names, phone numbers and fee (pricing), if any, for an after-hours
emergency opening of the business listed below.
Business Name: Eagle AVL
Contract ale:
Description: Chris Wamdahl Personal Cell Number
Primary Contact (Name): Chris Wamdahl
Primary Contact Phone Numbers: Home: 361-249-6829 Cell: 361-249-6828
Secoadary contact (Name): Aaron Olirrer
SecondaryCortact Phone Numbets: Home: 832-660-5192 _ Cell: 832-W-5192
After Horns emergency opening fee, if applicable: S No premium Charges for state of emergency.
City of Soutbhke - RFIPISSSII QDKI50014 Page 16 of 21
Cooperative Governmental Purchasing Notice
Other governmental entities meintaimng interlocal agreements with the City, may desire, but are not
obligated, to ptuchew goods and services defined in this RFB from the successful Bidder- All
purchases by governmental entities, other than the City, will be billed diroctiy to NO paid by that
goverrromw entity- The City will not be responsible for another governmental entity's debts- Each
govpsememai entity will place their own orders with the sucrosfW Bidder and be resporesriile for
ensairatg full c onplh= with the RFB specifications. Prior b other governmental entities placing
orders. the City will notify the successful Bidder of their intent
Please indicate below if you will permit other governmental artities to purchase from your agreement
with the CRY.
to Yea, Others can purchase [ J No, Only the City can purchase
II. CONTRA 7R S AND EXCEPT WHERE PROPOISER NAM SPECIFIC
i;JIC FHON IN 771E SUBMT7TED PROPa L, ANY CONTRACT RESULTING FROM THIS
i RFP WILL CONTAN THE FOLLOWING TERMS AND CONDITIONS, WHICfI PROPOSER
i HEREBY AMOWLEDGES, AND TO WHICH PROPOSER AGREES BY SUSd117TING A
PROPOSAL:
1. Delivery of Prodrets and/or Services
A. Pavmamt "Cams: Unless otherwise specified in the Scope of Services or odw rwise agreed to in
writing by the City, payment terms for the City are Net 30 days upon receipt of invoice.
B. Warmanty of Products and Services : All products famished under this contract shall be warranted to
be merchwtable and good quality antd fit for the purposes intended as described m this Proposal, to
the satishction of City and in accordance with the specification% trams, and eonditioin of the
Scope of Services, and all services pafotmed shall be warranted to be of a good and worlomanlike
quality, in addition to, and not in lieu of, any other express written warrudies provided.
C. Late Ddircnr or Pcdbmn ems: If Proposes fails to deliver acceptable goods or saviors within the
timeframes established in the Project Schedule, the City shell be authorized to purchase the goods
or swA= from another source and assess any increase is costs to site 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 titie
and risk of loss of the goods *All not pass to City until City a=lly receives, dikes posseMsion,
and accept the goods wA the installation of such goods, has tested the system, and determined that
it is in good and acceptable working order.
2. Mbcelhmaor s
A. I Contractor. Propaeer agrees that Proposer and Proposees 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 utttarritloyineatt taxes, income tax withholding, Workers
Compensation htsurmice payments, Of any other itw am payments, nor will City furnish any
medical or retirement benefits or any paid vacation or sick leave:
B. AMignmenils: The rights and duties awarded the successful Proposes shall not be assigned to
another without the written consent of the Pm4wsu* Manager. Such consent shall not relieve the
assigner of liability in the event of default by the assignee.
City of SOuthlaka - RBP150511SODKt50014 Page 17 of 21
C. Lka. Proposer shall indemnify and save harmiess 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 vedor(s), and if the City requests, a proper release of all liens or satisfactory evidence
of freedom from Betts shall be delivered to the City.
D. Qratuities / bribes: Proposer certifies that no bales in the form of attatainmenL gigs, or
otherwise, were offered or given by the sueeadhi Proposer, or its agent or representative, to any
City officer, employee or sleeted re prescatatiM with respect to this RFP or my coesaact with the
City, ad that if any such bribe is found to have been made this shall be grounds fa voiding of the
contract
E. F'uanoial Particivatiom: Proposer certifies that it has aot received compensation from lbe City to
participate in preparing the specifications or RFP on which the Proposal is based and
acknowledges *a this contract may be tenninated and/or payrnenK withheld if this certification is
inaccurate.
F_ $fig: Proposer certifies that he holds ail lioness required by the State of Tenors for a
provider of the goods and/or services described by the Scope of Services herein.
G. Author{ to $enbmnit Proposal and Enna Gomtucs Ile person signing on behalf of Proposer
certifies that the signer has mtthoaity to submit the Proposal on behalf of the Proposer sad to bird
the Proposer to any resulting conbuz
Fl. Cgnplireke with AgWicable 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 Financial Responsibility Provisions
A. jIISlaance The Proposer, consistent with its staves as an independent contractor, shall curt', and
shall require nay of its subcarhaeaors to arty, At least the following ilhsaraace in such lam, with
such caapaaues, and in such amounts (unless otherwise specified) as City MAY require.-
worL-r's compensation and Employer's Liability inaumxv, inchding All States
E ndorsemertt, to the extent required by federal taw and complying with the laws of the
State of Texas;
H. Commercial General Liability iroxwxC, inchding Blanket Contractual Liability, Broad
Forst property Damage, Personal Injury, Completed OpeaationslPtoducts LiA IIty.
Premises Liability, Medical Payments, heterest of Employees as additional irauaeds, and
Broad Form General Liability Erdonemeals. for at least One Million Dollars (SI,000.000)
Combined Single Limit Bodily Injury and Property Damage on an occurrence basis;
iii. Comprehensive Automobile Leability instaanee covering all owned, non -owed or hired
automobiles to be used by the Conbactor, with coverage for at k ast One Million Dollars
(S I AW.000) Combined Single [;snit Bodily Injury and Property Damage-
B. Indslnde at�ifleation: Proposer agrees to defend, indemnify and !cold haradess the CRY, all of its
officers. Council roeneess, agents and employers fMm and against All dsims, setlors, whits,
deaaads, proceedings, coals, damages sae( ll NItles, inclsdhrg reasonable atteram' fors,
wart coats sod rented expenses, atrlsing eat of, connected with, or resulting fream nay Acts or
omissions of Proposer or soy agent, eaplsyee, subcontractor, or supplier of Proposer in the
execution or performance of this Wotnsd without regard to whether sub personas are under
the direction of City agents or employees.
city of Soatlelake UPISM540DKISO014 - Page I it of 21
Appendix C - Form CIQ
WHO: The following persons must file a Conflict of Interest Qttatimnaire with the City if the person has an
employment or business relationship with an officer of the City that results in taxable income exaeft $2,M
during the preceding twelve — month period, or an officer or a member of the officer's homily has accepted gifts
with to aggregate van of more taut $250 during the pmviotx twelve— month period and the person engages
is any ofhere followimg actions:
1. conbstle or seeks to oorttract for the sale or puxchm of property, goads or services with the City,
Wang fury of the foiluvria :
IL wrimm and implied contracts, utility purchases, pkrrhose orders, credit card purchases and any
purchase of goods and services by the City;
b. rxnrn-1-t for the purchase or sale of real property, personal property inchrding an auction of
P►oPOW.
k: tax abatement and economic development agneraents;
submits a bid to sell goods or services, or responds to a request for proposal for servicm
enters rote negotiations with the City for a contract; or
aD ks for a tax obataaent and/or economic devolopmnent incentive that will result in a earirarx with
the City
THE FOLLOWING ARE CONSIDERED OFFICERS OF THE CITY:
1. Mayor and City Coursed Members
2. City Mager,
3. Board and Commission members and appointed markers by the Mayan and City Council;
4. Drectorsof4Aaad4Bdevelopnac*ocaporalions;
5. The executive directors or monagas of 4A and 4B development corporations; and
6. Directors of the City of Sout lAe who have =Wwrity to sip contracts on behalf of the City.
EXCLUSKWS: A quatiornsire statement need sot be filed if the money paid to a Ibcal govanment official was
a political coutribrtion, s gift to a member of the officer's family from a family member, a contrast orpurchase of
less than S2 5M or a u:tmetion at a price and subject to tams available to the public a payonemt for food, lodging,
traospottalioa or entertainment; eat; or a transaction subject to rate or fee regulation by a governmental entity or
money
WHAT: A person or business that contracts with the City OF who seeks to contract with the City most file a
"Conflict of Ina rest Quesoonneire (FORM CIQ) which is availableon ne at a copy of
which is athebad to dis guideline. The form contains mandatory disclosures regRdmg'employment or business
relationships" with a municipal officer. Officials may be asked to clarify or interpret various potions of the
WHBM: The person or business must file:
1. the questionnaire —no later than seven days after the due the person or business b * contract discussions
or negotiations with the municipality, or submits an application, responds to a request for proposals err
bids, correspondence, or other writing related to a potential contract or agreement with the City; and
2 an updated questicaraite — within seven days attar the date of an event that would make a fled
questioomike incomplete or mace rate.
It does not natter if the submittal of a bid or proposal results in a wnnact.'f m statute requires a vender to file
a FORM CIQ at the time a proposal is submitted or negotiations commence.
WHERE: The vendor or potential vendor must mail or deliver a completed questionnaire to the Finance
Department. t. Tke Finance Deprtnaent As regrfrnkl by law to POW the statements on Ae City's
websiva
ENFORCEMENT- Failare to file a questionnaire is a Class C misdomearwr punishable by a fine not to exeexd
$500, h is an exception to prosecution that the person files a FORM CIQ nth latex than seven business
! days after the person received notice of a violation.
NOTE: The City does not have a duty to ensure that a person files a Conflict of Interest Questionnaire.
i
! City of Southhke - RRPt30S1lSdADK158D14 - Page 19 of 21
CONFUCT OF INTEREST QUESTIONNAIRE FORM CIQ
For vendor or other person doing bnsin"s with tool governmental entity
W* gw.ti. WA".*ebwgn waWo is, dw law by n.a %4K NO US, R�a>w s"4"e. urrru
Thb gtwalbtvwke it Lta % f bd In aceaedaeea wlh ChepW 176, Lost C,ovanvnent Cods tie. W
byepers nwhohmeabuslaess M-Norahtpa dskwdbySac&m176.001(1-aiwthaloaf
gain rarnnlal arW and rho parson tttaets ragtthes wft urtdat SKft 17&OWa}
By taus fhb gtlaatloeaters moat ea lad wish clan tettntds ednrrtietalor rYtlta focal gotnrmleMd
sntlly not hbrlhea M 71h business day aAer the deb the pane.. bacorttas awes eft lyds
thdlatptloa Mtaslello ant to be led. Sea Section 17G.06, Local ftmonlant Coda.
A parson caea.ls an often If M parson knowingly vio4+les Seam 176A06. Local
Oawnwo nt Coda: An oxanse under this sed w is a Chris C mbdemeww
Ns of patu n wbo has a buabusa mk*ton*Mp wu h kw l tlm on".
Chris Wamdahl
Chant thbbw Ifyou are allno as update to ■ previously MW quwtloanabv,
(The law requires that you We an "Mad completed gaesaonm0* with the approval* riling authority not
facer Mtan ate 7ah bWms del After aw dale aw odotelly tied quesdorweins becomes incomplete or inecnuals-)
Name of soar aovermnent outer with Whom fW hes ampiolmeat or business rektaonaw
rinl>att, S1&2
Nerved Nicer
This section {Item 3 indudi.g subparts A, 13. C & 0) mast be eDnV Ad for each officer with whoa the 1Wr has an
ompkWaW or o0w businaes relationship as d*Aned by Section IIa.D01(t-a], Local Gowemwra Code. Attach addido el
pagan 10 In Four CIO as necessary,
A. Is line k 8l govemeaent dfacar tsertted in this 5e00n receiving Of fixety b receive WOW tnco.,w. otner Men inwswent
kheonw. trap ttn Nor of ate gt*sfi0rnewre9
❑ Y1es m No
S. is do So or ate *wsbonnsks receiving or"to receive wm&* itcarae. other won nvestrnent intone, *an or st aw
dlwtlaa al dw total gwn m wit ollicer named in this section AND Ote Iex" Worm is not raeeired from Ste local
gownuaantal eatlty?
Yes I V I No
C. Is the Nor of this gwstanneiro employed by a torpamitoa or otewr business MMy wah respect to which aw WA
goverrtrnant of K swvss as on oaker or d w=,, at bolds an ay.wsldp of 10 percent or tr m?
Yes M ND
0. Describe esch employnwnt or basitesa .Wed, -Mp with ft local govommeat officer nome4 in fNs section_
Eagle AVL tllat i am employed by to only bid for a owdmct from the city in this RFB.
10015
pesos dwe f wilt fw govnmurtWOW Der
Adopted t?fsrMN97
City o! Soudikke - RYPI505BS40DKISW14 - Page 20 of 21
Appendix D — No Intent to Submit Form
Uyear ikm kas chasm no to submit a proposal for tttls procurement, please complete tbis torn and
submit to:
City of Sotffidaim
Purchasing Division. Department of Finance
1400 Main Strad, Suite 440
SouthMe, Texas 76092
rkase check all Nuns that apptf .
❑ Do not sell the item(s) roqui,ed
❑ Cannot provide im mme required
❑ Camot of be competitive
❑ Carmot provide Bonding required
❑ Cannot meet specifications highlighted in the att ecind
❑ Cannot comply with b►demnificadon
request
requirement
❑ Job too large
❑ Job too =-a
❑ Do not wish to do business with the City of SouthMe,
❑ Other:
D Camwtsubmit electronically
Company Name (Please print):
Authorized Officer Name (Please print):
Telephone L---) Fax: (_)
City of Soati to - RMS65654MIC15e914 - Page 21 of 21
-1.
MA
ADDENDUM NUMBER 01
To: All Proposers
Date: SWAmber 20, 2015
Aegaat for Propoal: RFP19MMG S 014 AUDIO SERVICES KM CITY OF
SDUTHI.AKX EVENTS
Proposal Due Date: 3:00 p.s., Friday Oelaher 9, 2015
1. Addeadem Na 1. dated AgIg ter 2>L 2915, per Addeadnm 11, the City of Sarhlsim is sawetiag
vendor qwew from the Pro-Proposd mating and modifying the schedule of pricing and correctim
section i 3 Term of Contract and Option to P.xtmd Fotath Ad&WW Year FY idkmadmt. Vendor
pxle6 *M Option oo Extend information must be suboitW at the revised pricing ockeduia inclsded a
port of this addendum / I. Failure to suhmit the revised pacing schedule as part of this addevA n may
tender the proposal mom-raponsiv&
QUFS71ON: Howareirdividmlm'tscdlatueoosikensprited?
ANSWER:
All h)&vAW item should be priced as all krAnive &A induM all alNed am The City
arum Ane hems to be utilized as additional add on items to an already scheduled and
i
Planted event
QUESTIOK:
You indiede a Par 54 IVA and Per 54 LED light in the Individual Sage Lighting section.
Pk:tse clarify.
ANSWSRt
Par S4 light was Sated inconeedy. This should be a Per 64 light for both items. The revised
pitting sebalale will have this Col. am
QUESTION:
Who does the gamic pricing of each event urdude?
ANSWER:
This is an all indudve price from the vendor to Include, but not be limited %, Ww.
' I
equipment delivery. ctc... This slu mid be do vendor's full price for the ever based on
'
what the vendor is proposing to provide.
QUESTION:
Can mbbg be hung from hildiog wofrops within any of the event eras?
ANSWER:
No.
QIIF.STION:
CAn the vetdmrs provide streaming audio over Un
eFyd2w"• fhwA tined• rl0bm*swgs*4w • satA a innJi w
Ar7JKtT1t
ANSWER: Potentially yes Please describe vendor options available in popoW subminioo. The CitY
is very h tt rc*d in oxpbring dtls as an available option for events.
QUESTION: Are any of the LED strewn going to be utilized indoors?
ANSWER: Na
QUESTION: , Whit should be included in LED screen pricing?
ANSWER: Pricitrg should be an inckaive and inehrdc, but not be limited lo, sealer, server, power
&str ibution, rigging and motors for self-contained stand -elate unit.
QUESTION: Are theca arty inside fighting requirements at The Marq?
ANSWER: Not at tLb time.
QUESTION: What is the current opotirrg date for The Mani?
ANSWER: Demnbcr It2015
QUMMON: Can we rig to beams in The Marq asophittnealef?
ANSWER: No.
QUEF TON: Whet type of share power is available atThe Marq amphitheater?
ANSWER: A separate panel for audio power is not av MIC at this tirrre. The City may consider
adding an additional shoe pourer pead for audio surges as part of the anapina
coomtructim procm oxteat pourer available at The Mi q anrpMtheder is 3 Omsk 120-
203 volt, 400 amp maxiou m.
2. REVISED SCHEDULE OF PRICING: This revised pricing schedcde tahGss tM place of pages 10-14
dwaagh item i 3 Term of Contract and Option to Feud. Proposer must campfde and tetum this pr 6%
whedufe as part of their propod submission. Fan to submit due revised pricing sudredoha as part of this
addeudrrai may reader die proposal non-tesponsi-,
R. Sebahvile of Pricinac Proposer shell quote unit pricing in eccordaace with the itemized listing of
products or contract segneats sUltd in the Scope of Servim and using the following format
Pricing to host Stars and Stripes is three SmAtake Town Square punks. S 16S73.50
Services and equipment provided to be listed an separate dwL
Pridag to best Home for the Holidays in two Southiake Towo Square parks. S 22,342.00
Services and equipment provided to be listed on separate street.
Pricing for Fmk Edgar Ccrnishr 1V Park with city provided stage upon request. S 29-4-U0
Se vices tad equipment provided to be listed on separate sheet
f�dSorAala•IivanraDr/aMMrt• HONtrta.AeetsLrleav•saeurcrwsAele
anMAnra
Pricing for Family Park wish city provided stage upon request.
Services and equipment provided to be listed on separate sheet.
Pricing for McPhersoa Park far concert quality sound only
broadcasted tam Family Park upon request
Smviaa and equipment provided to be listed on sepaate sheet.
Pricing for McPherson Park for concert quafIq sound only broWcasted
fran Frank Edgers Cornish 1V Perk upon request.
Services sad equipment provided to be listed out separsts sheet
Pricisig for Frank Edgar Cornish lY Park for contort gadity sound only
I F , * ,s41 d from Family Park upon request
Services sad equipment provided to be listed on separate short
Pricing for Family Park for sonnet quality sound only broadcasted
frvna Framic Edgar Comisb N Park upon request.
Services ad equipment provided to be listed on scprate sheet
Pricurg to hoot large bard at Aria.
Services and equipawst provided to be listed on separate sheet
Pricing to had theatrical perfonoances at Aria.
Services and equipment provided to be listed on separate sheet
Pdeiag to had cboral performances at Aria.
Services and egmiprnerd provided to be fisted on sapante sheet
Staff Labor Costs -
Stop Mznds: Hourly Rate-
S25•00
Production: Hourly Rdc:
T 45.00
Load in Stab. Howdy Rate:
S 25.00
Lad Out Staff. Hourly Rate•.
S 25.00
j Sound Techniciam Hourly Rate:
f 65.00 or $350 per day
s 2945.00
$2945.00
CAye/SWMA - Fwaa tlra WW - rrorU*SWd -%war • Soeri►Ae rare AM
OYA"M
S 2310.00
S 2310.00
i 2310.00
$-3w-A
$3280.90
s 3650.00
N
0&cr Staff required to complete production
arid their bautly rate: Describe mica manager
Odwr St$requited to emplete production
ttttd tbdr hourly rate: Describe LighWtg Designer
Odor Stttfi requited cmnpli ling productiatt
and Weir harry mtc Describe Staging technician
S 4 00 per day
S 400.00 per day
S 350.D0 per day
Stttaa Size 12ft x 16 ft Pricing Per unit with lights S 792.00
Pricing Per Unit without tights S 592.00
Medium Sirs 24 ftx 16 ft Pricing Per Unit with lights $1284.00
Prkiag Per Unit witboat lights $ 1084.00
[.argr: sine 32 ft x 24 it Pricing Per unit wish lights S 1918.00
Pricing Pa Unit withatt ligha S 1518.00
Stage Miter Paacts:
4 ft x 4 ft x 4 beight Prtdq Per Unit s 25
4 ft x g ft x 4 beight Pricing Per Unit S O
Other Pricing Per chit s
Other Pricing Per Unit $
5=17771 =
V Wide x 4 Levels
Pricing
Per Unit
s 100
I Z Wide x 4 Levels
Pricing
Per Undt
s 150
16' We x 4 Levels
Pricing
Per wt
s 200
2(r Wide x 4 Levels
Pricing
Per Unit
$250
2W Wide x 4 Levels
Pricing
Per Unit
i--Ko
2V Wide x 4 Levels
Ptldng
Per Unit
S, Tm0
Plus $200 for pick up and drop off
Andkace IRher Precis:
V Wide x 3 Levels
Pricing Per unit
1Z Wide x 3 Levels
Pricing Per unit
S 15f]
16 Wide x 3 Levels
Pricing Pet unit
S 2D0
2Cr Wide x 3 Levels
Pricing Pa Unit
! 250
If Wide x 3 Levels
Ptiti4 Per Unit
S 300
2r Wide x 3 Levels
Pddq Per Unit
S 350
Phis $200.00 for pick up and drop off
C41dsN/,Yrr • Amm pg~ • Maas" Sm*w - 31tarrtR rim mm
n7-muwz
t.dividmi Stare Lipti nre
Par 64 lght
LSD Par 64 tight Equivalent to
tOW Writ Pa 64 U%M
Light Tree (4 lights)
Light Tree (6 lights)
Strobe Light
Large FoE W Spotlight
Other:
Other Stage Olkrbw Per Unit
Mac 500 moving W
PWMM bmn w trem
Mac 700 wash or profile
MiscelIM U items:
Pricing Per unit S 10
Pricing Per Unit
S 25
Priding Per Unit
S
100
Hung Per unit
S
150
Pricing Per Unit
$
25 to 100
Pricing Per Uait
S
125 to 500
Priciagperunit
S
Pricing Per Unit S 125
Priem per Unit S 165
Pricing Per Unit S 175
All lights need labor and Wr Ang
LirMW wrfk podium with microphone Pricing Pa Unit S 150
SKW Ck naraten with f6d per unit peciag Per Unit S 100
Other Geaaaeor sines ( 60 M with tint per unit Prici g Pa Unit S 1000
LED Stage Bwkdrap Curtain (Site ) Pricing Per Unit S 2500 depending size
Wireless N'krophom Shure ULXP SbuWW or egruvslent and type
Prieingshoold be all ioclo ive and iacludr. but not be limited to,
anatunk batmen w d dist&Aoe.
Handheld Niciagper Unit S 75
Lavaliere Pricing pa Unit S 75
9' x lT Mobile L.ED Smm for outdoor dafdm Cost for wail Complete 8000.00
txvaieISL
6.5 MM piwh
Pricing Per Unit 5j_O_Qj00 per ble
min pitch
Pricing Per Unit S
min pitch
Pricing Per Unit S
Phis labor, shieture. truckling includes
9' z Ib' Mobile l.Eb Screen for outdoor daytime
broadcast.
server and distro.
6.5 Hoer pitch
Pricing Per Unit S M.00 complete
mm pitch
Pricing Per Unit S
mm pitch
Pricing Per Unit S
c+yarsmwwe• ravenapenean• M MWSWsrbM'seWMbLrevsHarr
VLMAM/1
10, x 17' Modular LED Stmn for outdoor daythm ixwdcast inolud9ng LID Proceastog, Ground
&ppodk TmmVort. Set UMke* Down, Show OWSSim 8 LED Tt * a 011e to on tdty
PVVWPWdbm
6.5 men pitch pr;ciyg perUnit S 7500 complete
mm pitch Pricing Per Unit $
rapt pitch Pricing Per Unit $
Castern operator for mobile LED screens. Pricing Mould be all inclusive and include, but not be
Smibed to, camora phtfeam.
1 Camera Operator S 750
3 Camera Opoatms s 2250
Cast per lister foot for able It rovers to hroadwst stage pufamance on mobile L® saeea at
separate park as an addidend ne*Xu.
Pricing Per Lf. S 15 Per I.f
Delivery Fee
This fee applies per request and only for a request for additional miscelbxte items not irAxled in
initial evert alms.
Regalar delivery fee for addatimad items regtesoed prior to day of event S 100
Expedked delivery fee for additional items requested day of event S 350
Olber Maas:
per thrit Pie= Desatlte: Pipe and drape 20 per linear foot
i
Dtstwaat Oppertunttia:
Please Dm.31 e: muffible services allow us to tie trueidng and labor together
Hyatt are not being rharged Individualy
i
3. Team of Contract and Option to Extend
Any camset resulting 6om this R.FP shall be effective for D%gYG mopjhs from date The Cary
astidpates that cordract shall be reruwed im aat to the availability of roads and at the d'tscraiort or the
City. The following clauses shall be included in tite contract
A. Option Clause: It is agreed that City win have tDt: option to extend the contract for up to fax (4)
i additional years, in one-year intervals. To a mcise his option, lie City shall carve notice 30 days prior
ctlefsmw • rm"Broaad • hw"ks1m -,Wb" I sadito rcwaeat
tU,M=
to aontnct to ainatioa or to the ertd of any oo -yew odanion. The Option to Etdatd will not be
con6daed if fisu ft is unavailttbb or if the coatmcmes past performance is not within do industry
standard
LWWO Cbm, Should market condhiaes prewQ whlcb dictate on il=me, the snocMfi coetrad w
sup submit downamim mpestittg peanhssioa to I-, , se pricing ao torte than 30 days AN
mewing notiw from " City of its ioat to aidend the agrcemeut. £saktion may only OOM at fire
time of teaavral sad ady Upon uatriag go approval of the City in Writing. Requests for puce
adjotoe us must be solely for the purpose of aocommodaft an inotease in the contractor's MO. not
profits.
Vendors 3ba0 thaw in this quote their atticipatrsl ptsant of esniation if%When the option 10 extend 'a
exattased. The portent quoted wig be a maximumin sdditios, dta pacmtap proposed wig be a
Wor in deeaminir g the best valne b the City. It is dw wetage Pico aver the period of the oodnct
drat vall be the prig factor con*kW in the evahutiat of This quote Quotes in which t>egatiwe or no
escalation is shown wig be wasidered a 09A escalation
C. pem himma jN=Mc"=ffqp&vcd by dte City, the Contractor shah madiCy to am charged
by the Contractor to re8eot cry changes dhow, io the comparative mitam delivacd to flee City. The
Maxiaara inerme allwved Wider this provisiso shag be four percent (4%) per year. The City shag
bare authority, in ib re wmdAe &xndan, to deft a i n the validity of air cbmr in Contractor's
rates. City carrot exercise the Option to Extend with my price inacom totem the Venda eompieoes
the swM of the Quote requesting arocipased pacemtge of annul escalation.
FIRST ADDMONAL YEAR (FY 2D16-2017)ESCALATION...................... %
SECOND ADDITIONAL WAR (FY 2017-2011) ESCAi.ATION.........---. %
THIRD ADDITIONAL YEAR (FY 2019-2019) ESCALATION ..................... %
FOURTH ADDITIONAL YEAR (TY 2019-2MO) ESCALATION ................... %
t Tbae are no other dtasees.
Sh,ren Johan
Chief Smancial Officer
city of SwAhlake
In the tubmissioo of drain proposal, Praposrr aunt acktwwledga ntaipt of this addendrm. Proposer shed
acknowledge by signing and mein ing one toff of this notice with their proposal wbmissiat.
signed Dated; 1018116
Cooapany Ntuat~
(.ajraiSui6Yh • Fi�rK+OrllMwrf' 1MrttMi9iutSatrlf0 • Scioto legs m!r
/77.7�l7I2
cr,
LE
To the City of Southlake_
We would first Ike to thank you for all the years that we have served the City of Southlake as your We
events production vendor. This letter Is our opportunity to tell you why we belkve that Eagle AVL Is still
your hest choice. It is my intention to take you through where Eagle AWL has been, where it Is now and
where the company is going. I would l0ke to give you a short insight into the company and the people
who have been, and would like to continue serving the city of Southlake.
Who Is Eagle AVV Miller Pro Audio? Lets' go back to the begirming when the owner, Danny Miller.
started In 1992. MPA was started with no loans and no outside help: truly a sole proprietor in every
sense of the word. Starting with gar Danny owned from his high school band days, his Idea of fair
Pricing and his drive for exemplary customer service, he quickly earned more work than he could handle
by himselF. It became apparent It was time to bring on a few more employees.
The'Magnificent 3' ran 2 P.A. systems all over Oklahoma and Terns. The second employee he hired is
still with the company to this day. Over the years, it became apparent that our customer -base was
suffering from the costs associated with the equipment being based in Oklahoma City and trucking It all
ow the state of Texas. Out of this need in 2003, the Lubbock, TX office was opened.
Lubbock offered our West Texas customers Miller Pro Audios services that they were accustomed to,
without the costs of transportation and lodging of staff. With the success of the Lubbock expansion,
the decision was made to service our antral Texas customers the same way by opening the Austin
office in 2005. Austin has enjoyed a steady and constant growth, with our customers again "Jong our
commitment to servicing their needs locally, instead of tmdking from across state lines.
At this point, It was brought to our attention that we were not property servicing our Dallas/Fort Worth
area eustorners. However, opening a fourth office just was not within the fiscal bandwidth in the 2003-
2006 time period. In 2004, Miller Pro Audio ran across the team at Eagle AVL We fount them to be a
like-minded company with a great team of ski Iled, hard workers. We struck a partnering deal, which
allowed us to service our Dallas/Fort Worth clients with a local team with local perspective.
In 2007, we acquired our partnering company at Eagle AVL ft was time for the former owner of Eagle
AVLto pursue his other Interests. By selling his company to Danny Miller at Mlle Pro Audio, he was able
to save the jobs of his employees rather than shuttering his doors. Both sides knew It was a good fit and
Miller Pro Audio was able to absorb like-minded management and technicians. We were able to save
fifteen full-time jobs, six part-time positions and countless contractors.
In 2010, the Eagle AVL/ Miller Pro Audio team decided to start a corporate culture to ensure consistent
quaity and the same customer experience across all four offices. This was made possible with detailed
oriented managers and a very dedicated staff. This core team has been able to meet the challenges that
2701 E Loop B20 5, Fort Worth, TX 7610
Phone: 917-65&9905
C �r
AM- AG"L CAMW
most small busioesses face stead on; realizing it was time to look into cutting edge technology, new
equipment and expanded soup -to -nuts project management services.
What has all this trawng, management and team building done? it has put the team at Eagle AVL/Miller
Pro Audio In for the long haul. Our average employee has been with the company eight years, which
aNw4 for an organizational structure like none other.
At the beginning of each project, we start with a knowledgeable sales team. Once sales walk you
through your needed services. he then introduces you to your project manager. Your projed manager
is someone who stays with you throughout your entire: event; for some clients it Is whole year, for
others, It maybe a single event. Once your project manager is involved, he attends your event site
walk-through, helps advance technical needs with your talent, introduces you to your event team
comprised of your tech nkhans and is yoursingk go -to point person to handle all your needs across all
departments. solving challenges big to small.
Let's meet the team. This portion Is to Introduce you to the Eagle AVL team:
Danny MMer/Leslie Miler. As you already know, they own Eagle AVLJM9ler Pro Audio. Their simple
way of doing business has not only been stuxesOA for the company, but for the employees, as well, in
that they believe in maintaining a full time staff year round. They are one of the few companies in the
country with a full time production staff of over 40 people that Is able to maintain payroll year round,
and offer heath benefits and 401k for all employees employed longer then 6 months.
Aaron Oliver: General Manager - Eagle AVL Aaron started with us in 2009 as a technician in the Austin
oi&v—b He came from a sound company background with aver 15 years' experience and was an excellent
dolts. Within his first year, he grew Into the shop manager for Austin shop. in 2010, when we started
to hook at ways to better streamline our equipment management. Aaron was the first to raise his hand
and take on this challenge. Within the year, he had a inventory system and transfer schedule set up that
streamlined not only inventory control, but saved money on trucking costs and labor. In 2013, he took
i on the GM position when the former GM nwved out of state. Once Aaron took over Eagle, he put his
i logistics skills to use once again. F"ng new software the whole company can use to manage
equipment and clientele has allowed us to use the inventory like never before, and has turned Eagle AVL
into our hub for Texas.
Chris Warndahl: General Manager of Austin. Chris joined us in 2006 as a freelance tech. In 2007, he
moved to Austin to take over General Manager duties and sales support. Coming from a ownership
badground, Chris sold his sound company in CA in 2004, went to work for one of the largest touring
companies in North America, and finally moved to Texas to be closer to family. Upon starting with
Miller Pm Audio full time, he has lead the team in many special events, new sales Ideas, and overall
2701 E Loop 820 S, Fort Worth, TX 76219
Phone: 817-654-9905
fw� OLCC
�� --� M7L
growth of the Austin market_ His customers often rank him highest in satisfaction In meeting their
needs and overall experience with our services.
Mak Mora: Project Manager: ikjah started with us in 2006 at our Lubbock office. Straight out of
school, he took to production with a passion and became very good at his job. After 6 years In the
Lubbock office, he decided he wanted a dwnge and came to the Fort Worth. Working with Aaron and
the team at Eagle, he took on many of the cha"es of our new team budding and training programs.
He has been an asset since the day he started with the company.
Frank Apra: Project Manager. Frank came to us from the venue world. His experience offers us a
unique perspective In ourWd of work. He has run venues such as Brewster Street Ice House (a small,
1200 seat venue offering mostly rock and Texas country ads), as well as Conm street in Corpus
Christi, Texas (a two venue house; a small 2500 seat venue and an 10,000 seat amphitheater). His wide
range of knowledge makes for a great project manager for our company.
Sean Patrick Sean has been freelance with the earnpany for years. His preference for touring with
artists kept him from signing on until 2D33. Having worked with bands such as Ell Young and Randy
Rogers brings In a real talent for not only audio engineering, but client interaction. His experience with
site production and management really shows when he is on the ground and organizing and running his
sites.
Eddie Hudson: Our newest addition to the Project Manager team. After years of working with us on
the client and artist side, Eddie come to as when he was ready to settle down and come off the road.
Having been a venue manger far several Live Nation and SMG venues, as well as an audio engineer, he is
another team member who is able to give us an inside perspective on client expectatims. He
continually brings his enthusiastic style and experience to the job site, providing great dient and crew
Interaction and management.
Anthony Yanarsdait Equipment comptroller. Anthony has been with us in Austin since he came out
of audio school He started as a hand with us in 2007, and by late 2006 was becoming one of the best
technicians in the company. In 2010, he became shop manager of the Austin shop. Under his direction,
the shop staff got better training, more reliable prep schedules, and better check in/out process. Upon
Aaron taking the GM position, he took the Equipment Comptroller position and has done an excellent
job with V.
Leighton Autry. Audio Manager DFW: Leighton came from a smaller sound company looking to do
bigger events. He did such a wonderful job that he was quickly promoted. His uncanny ability to keep
track of equipment no matter where it has been sent has made him invaluable. Also a great technician
his repair and maintenance statistics have been the best in the company.
2701 E Loop 820 S, Fort Worth, TX 76119
Phone:817-654-9905
EAGLE
Tony Peti Staging Manager. Tony is the longest standing Eagle AVL employee. lit started with the
cornpany in 20EL He its charge of the entire staging department. From the small 12x12 stage to our
large 60x o self -climbing stn ctures. Tony holds Stage tine certification for all levels of mobile stages
He also has certificates from CM electric motors, and several lighting companies. He is truly one of our
most well-rounded employees.
JC Camlbdh Lighting manager: JC is a 15 year fighting veteran. He has done all aspects of lighting. From
theater, concert, to mapping building and tents, we are lucky to have someone with his ski l set running
our lighting department. Under IC, the lighting department has had more new gear purchases and more
new rentals; then any other department. His guidance and knowledge on new lighting,teduaiogy and
uses has really brought the lighting department to be one of the best In the city.
I have chosen to list a general Introduction to sales and management. The people listed above will be
the team that Is most knvdred with the planing and execution of your evens. We have over 35 more
full time people and would be a huge document How ever I would be more then happy to expand on
any of these or other staffs resumes.
Moving into a brief description of events and clients that we handle today, and have for the past several
Years, to include but are not limited to:
Cedar Hi11 Taws Parka & Rec - Green Run, City of Alen, TX - Market Street Event, Cdy of Bedford. TX - 4th
of luly Celebration, Cleburne Chamber of Commerce - Summer Concert Series. City of Colle"Ile, TX -
Red, White & Sousa; City of Coppell, TX — Egsstravagama, City of Dabs, TX - Fair Park Tree Lighting. City
of Forney, TX - Various Concerts, City of Frisco, TX - Merry Main Street, Frisco Freedom Pest,
Eggstsavagann, City of Glenn Heights, TX - Staging for city event, Graham Texas Ca►ventkm & Visitors
Bureau - Robert Earl Keene Concert, City of Haslet, TX -Staging Services for dty event, City of Hurst. TX -
Chdsb. s Tree UghtIM 4th of.luly Celebration, Utde Elm FestivalAswdation-Anturm Festival.
Longview Chamber of Commerce — Alleyfest, City of Man MaK TX - Pkdde Parade, Town of Pamtego, TX -
Pantego Fest, Snyder Chamber of Commerce - Snyder Bike Rally, The Park of East Texas. Inc - East Texas
State Fakr, City of Watauga, TX - Watauga Fest, City of Waxahachie, TX - Texas Country Reporter Festival,
Saylor University, Billy Bob's Texas, Comreron University, Chlldren's Cancer Society, Dallas Market tenter,
Live Nation, AEG Live, Denton Jazz Festival, Diswver Historic Mansfield, TX, Downtown fort Worth, Inc.,
Encore Live LLC, The Rustic, ESPN, Fort Werth Police Officers Association, Gary Osier Presents, Inc, Heart
of Texas Fairgrounds. And many more.
References for these events and many more are available upon requestl
In the following section, I would like to answer questions that were stated in the RFP that I don't feel
were answered In the above.
4.5 Removal of/replacement of staff. This happens very rarely when it comes to the core people at
Eagle AVL. in those rare cases, they will be assessed and addressed to the best of the abilityat the time.
It is afvvays our primary goal to make our client happy and comfortable with personnel. In some cases,
2701 E Loop 820 S, Fort Worth, TX 76119
Phone:817.654-9905
FAGLC
the stage hands may be the issue. When there is an issue with a stagehand supplied by an outside labor
company, we an usually finish the event without the individual that may be causing a problem.
5. grand manufacture reference: We have a wide range of equipment Allot of It does the same thing,
we may choose to leave a generic description In the original bid due to needint more clarification from a
client, or, in some cases, when not clear on what that product may be doing. Some speakers project
sound fixther than others and we may not be aware at the time what the speakers specific job and
coverage pattern may be. Some lights are narrow, some are wick, depending on their job. If we are not
sure whether a light may be used to flood light a stage or focus light a banner, we may use a generic
'par -can" as a budget holder until we know exactly what Is needed We will akways update the paper
work or explain on the phone or in emall.
10 Csuarantees and Warranties. Once we have agreed to supply a service. we guarantee the services to
be caret within the negatlated scope of the job. if there is a failure on this part, the client and Sales rep
will visit and come to an agreement on what part was not met and why. From there, we can assess a
reduction in fee or other satisfactory conclusion. Client happiness is our number one goal. Warranties
come with all the gear that we purchase for our events. However, manufactures do not offer anything
other than to flit their equipment at no charge, usually leaving shipping costs to us. The other detail
they leave to us b what effect It may have had on the event that it failed on, which again leaves the
responsMity on us to satisfy the dlient
In the meeting: We discussed new technology and dhflerent ways of doing the job. Since 2D00, our
Industry hasseen a huge increase in technology. From speakers, amps, lights, moving lights Broadcast,
Fiber optics, digital consoles, digital cabling, led walls and screens. The list Is endless. Having been a
part of events with the City of Soudhlake. we are often working within budget and time restraints. We
are not very well directed for new ideas. With city rules being what they are, it Is difficult to ask our City
representative to dinner or a lunch, orto maybe a stop by the shop for a demo. This falls Into
gratuffles,/bribes dause. So where I may invite a customer to a concert or event where we may have
this now gear In operation, I can not do this with city personnel.
Back to new technology: Again there is some, that we Introduce due to need or the brdustry has gone
this way. In the time that we have done Southlake events. km array speakers and digital consoles have
been deployed, led lighting, and moving lights. Mobile stages instead of built stages. Technology that
is not being utfted or worth a look at is getting more redundancy on the park distributed sound. One
that we discussed is audio over I.P., by far the most reliable and desirable approach to this. Another
area is fiber lines which would offer more redundancy. Radio broadcast of the signal is how we handle
Trag of Ughts In Austin at ZNker Park, which Is over 350 square miles. New tech In lighting with LED
lights now hitting 15 watts, the lumen output of them Is amazing and well worth the switch. However,
the cost Is about 15% more than conventional tights, even though on allot of jobs we are able to use
less. Often a switch like this has not been favorable or open for discussion in the past.
In dosing, l hope I have covered all aspects of the RFP to you satisfaction. If I have left anything out, it
was not li teatlonal but an oversight, and please let me know. As always, we appreciate the opportunity
to bid. We kwk forward to serving you for the rest of this year, and with any luck, many years to come[
2701 E Loop M S, Fort Worth, TX 76119
Phone: 817-654 D5
J� OL CC�Aff
VL
2701 E loop 820 5, Fort Worth, TX 76119
Phom: $17.654-9905
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Chute Number 16-0035
Southlake Frank Edgm Corniah
I Bill To Venue ! Site
thleke TX, City of Make TX, City of
1400 Main Street 400 Main Street
TX 76092 thlake, TX 76092
: 8177488611 Phone: 81774MB11
Type Qty.
DasaW- Nob Tkue fiat
Audio
P�od,rction 1
tjslrtkegerXi2 Dlykai � Con®oia
Systenf
Prodrrdfon t
40oaArrayModals/2Framef2HAMIWFdr.Tab
Production 4
JBL SW( 721 Dud it Stibwoo(er
prod wum t
Front Fil Pedd2-fWAmp Padj&4 Pac
Production 1
6-ohA4vWp tamp pedr NL4 pads
Prodndon 1
Wo PaaGgSfnd)
Production 2
Audio Tedwiden
Production 5D
Audio SMp ft
3peWwVAng
ProdtOw 4
Sfa0h*4N-B W A A Stage Stage 4xW apeakerwing
Deck
uoheog
producton t LW tpg Pack (3WO-non dkmJng)12k
ugmm 9ys*rjw-12 oomenional per
cw*jwnWAC
X
SignNws: �+
9
IOWM15 5:46 PM
Price Prtee Ext-
Audio: $2,100Ae
spArer wing: $111081110
Subtotal:
Sales Tare
Total:
Total Applied Payments:
Balance oue:
Lighting.
$1e5.00
SZ90-M
s0A0
s2ms.0o
$0.00
$2,945.00
Page 1 of 1
Quote
Quote Number. 16-OM
Souailake Frank Edger Cornish
Wilar Pro AVL
16010 kbaaerLA
Del vellk Taste teen
USA
Ptwrr� 146"U-266
Mwir lrpr-2.
lent
I To
*nue I Slte
tllieke TX, CRY of
X, City of
14t1Q Mein Street
treet
Whone:
lae. TX 76l]82
TX 76092
8177488611
7488611
UeM Load b Sttorr Start Load out tieNarn t>ab lMeooeett
1nr2o18 i2 00 AM 1naa1012 OD AM 1n201s 12D0 AM 111=612, AM E11=69:00AM
Type City. Dvwdptbn Note Tktw Rats Price Price ExL
Audio
Produckr 1 BelWkW X32 Digital Miring Consds
S e
Prodrxdon 1 MsMPwkBV rbcVT DIIWFdr.Taiis
Pradwilon 4 JBL SRX 72e Dust 1e' Subwooler
NakKdm 1 Front FIN Padd2MM p Pa&MA Pao
pmftboa 1 &aWS-wadge Imp paddlx4 pack
Productihn 1 Mk: Pack(Small)
Production 2 Audo Terhnidan
Prsduction 50 Audo 944*2 Avg $200.00
spe*— WW9
Produyoo 4 Sbpinp-O"141el 1 Stape Sta4e 4 06 speWwwinp
beck
epeakerWing: S100.60
ugmft
Production 1 Lkft Peck (Sbeoiwn dinunisg)12.k
l!(jrtl Swiewfo-12 oorwendwai par
cwAhnqWAC
ligMlr►� f1tiS.00
Note Load in day of &vent.
Nob oesip i 'for cornwrrfly evens. No
sp- *-
Subtotal: $Z N&00
X Sdes Tex: $0"
Signature: Date: TOM $2�M.00
Total Applied Payment: fD•00
Balm= bus: $2.945.00
10MM15 e:sz PM Pop t of 1
MPA Quote
a►Io4B Number: 1"%l
SoudMw Ada Choral Perimw)ce
W@w Pro AVL
2M E. Loop RD 5
Fat lMoAr JX 76115
USA
Plo (917)0 -SM
Mnrr .—I.oarLmm
I —A in To mw1Ste
utl>faite TX, City of thlake TX, City of
1400 Main Street 1400 Main Street
TX 76092 tNaka, TX 7ti092
:8177488611 ne:8177488611
AG=WA
iM t#ad
Crratotaar PO
I Mlraltoua
Tama
Tas Ruia
Chia Wan ch"
WA
I DdWFotenath
MW
8110 Data
Lad In
Show start I
LMW out
Rahrrn Dow
Discount
ifirme 12WAM
1
1 iMf2oi8 m Am
Typo My. DUN"" }Iota
Audlo
Tlen Rate
Prica Prioa Eat
PwduclJ n 1 Avid WA8 OOW Madrp Console
-RYW-
Pradudion 1 MWmPacWVa Werr48BelUrayModuIW2Fmm7HAIPL WFdr.Tails
Pmdreftn 4 AL 8RX 728 Dud 18' Subwoofer
Production 1 Front Fir Padrl4 WAmp Pw M.4 Pack
Producort 1 6-mBcBwadpa hrnp pedrllW4 pack
Pm*xbm 1 MD PwktStart IM)
Prod cikm 1 Gahay WA 5&h Snake
INse 2 Stapa horde in and out
Production 2 hdolr hikian
Ardio: f3J160.8D
Ri"m
MTisc 6 3 laud choral rbers
Day Reb
100.00 600.00
Rissm 11600.00
tbw Same day bad In
Note No brh spats given
Subkta:
13.6%W
X
Sales Tau
$040
Si x Dols.
Toed_
$3.650.00
Total Applied PayrnwAr.
$0.00
Balance Oue:
53.650.00
lGly $ 9rz6 Pt/ Pepe i d 1
ki�
Now Pro AVL
2701 E. LOW A20S
FortVftb .TX MIS
Lr3A
Phan rom W44M
wAw-
Quote
Quota Number. 15-1925
Southlake Ada Large band
I To
enue ! Site
TX, City of
lake TX, City of
gotAhlake
Main StreetMain
Streetake,
TX 76092
ake, TX 76M
: 8177488611
horse: 8177488611
memo MwAw
I v6ping IMthod
CusUorner Po
wersimm
Teens
T Tax Rule
Ctrls Werndrhi
I WA
DaIpsfttmxlh
MW
OW DOW Load In
Shwa Start
Lead out
I Maim Daft
Mac-",
Ty"
W. Description Note Una Rate Price Price ExL
1 Avid SC45 Dtpital WWM Cmeole
SPWM
1 MserPad6lledDW4888An $UoduW2FranwWAlPOV100'Fdr.Taae
4 J8L SRX 726 Oual 1a" Subwod w
1 R uM FR Pwk*-MAnp PeckA4LA Peck
1 BeMiiger X32 DlgOM WAV Console
SYM>M
i 8-a*X asdp *W paddt4L4 pea
1 Mia Pack pwdud)
1 Galaxy MPA 53ch Santa,
2 AudoTedrdden
2 Staps hands in end out
Same day knd le
No tech apace given
SublotC S3,350.Oo
Sales Tem SO.OI)
Dais: Total: $3,350.00
Total Applied Paymanb: $Dm
Balance Due: S3,750A0
r 1O/ MIS U" Pkt Popp 1 of 1
Quote
Quote Number 16-0036
Souht"o Fen'dIY park
MM w Pm AN.
ZXJ E Loop 0203
F*dV% .TX M18
USA
Plww (817) e54 M
WnWe7lMpreftAAM
TX, City of
III To
ue 1 Stte
Ultake TX, City of
Street
:UOO4!0
140U Main Street
TX 7sos2
ke, Tx 76092
77488611
e: W7748861l
Type DAY- n floe. Th" Rafe
Audio
Ship Deb: MWO 12:00 AM
Rebwo Data: lnraoMi 0" AY
Production t Betdlrrper X32 MAW Mbdnp Console
System
Pmduc*m 1 Mob P4a8aArrayOtodule/2Fr0neI4iAM wFdr.TaOs
Production 4 JBL SRX 728 Duel lir SubwoofW
Producdon 1 Pram FO Pack2-OA"Paddld_4 Px
pm& cOorr 1 S mbd6�ya IMV pa kHA pack
Production 1 IAc PKKSMW)
Pm& dion 2 Audio TKkklan
Production 50 Audio Shipping
spealw WMrg
ShlpData; 1HIWIGU:00AM
Reuma Da4e: UUM 6 9:90 AM
Production 4 Sla~X44'4axllMr>li Stage Stage UhS speaker wing
Deck
Llghrhrg
i SIO Dees: 1nf10 O MM AM
R*Wm Date: WMIS"AM
Production 1 LWft Palk (SM non dk wrdN)12k
Lw" SysUwVw-12 conwrdia W par
iCarrklaopafAC
Note Load In day of evenC
Note Dasipnea Ax conu, unity events. No
Spec 9i—
x
$ice: Dab:
i
1e15 M5 8:67 Pu
Prks Price Fat.
Speaker"not MGM
Lighting: Ilia"
S2,s45.o0
Sates Tax
SOAO
TOW.
S2.94&W
ToW Appbd Payments:
$MOD
Balance pie:
SZ945.00
Pape 1 of 1
MPA Quote
Quote Number 16-OM9
SouOilake Frank Edgar to Family Park
MiRw Pro AVL
DNYaee,Teaut "617
Us&
P%MW l-155 A72 2a96
wwv.reMreprawLaea
In TO
ihWe TX, City of
Venuehd Site
TX, City of
&,WeStreet
400 Main Street
, TX 76092
uthiake, iX 76092
77488611
hone:8177488611
Aocaart KNOW I
AWPI RM-11-d
Curlorasr PO vi;; ass
I Tama
I Tax Rub
Chris WanMishl I
WA
Avon
Date
Load In
Show Start
Load Out
Ratan) Oft Dbeouat
1/ r2M12:MA1d
I NVA16*00AM
Type MY- Dsaerlp = Nob
TV" Rate Pries Price E%L
Prodercion 1 Sahrk Qst EumRade traMA 4 Channel
Ansin Wxkq Cwwk
Mbc t ADA Cade rwWs
Pmdudim 15 SpY W*a SdcWOmapa U12E on
Tripod w!h amp padelli_4 Pack and AC
Pads
We 1 New Mbc Line
list 1 NOW MWc Line
Miao 1 Pmeaeainp for delay
Misc 6 Linetxrarr, kwafonnar
Note 1000' bet fe*M spews
Pwdution 1 Audo Teedrlidw
Peoductim 60 Cade Ramps
x
Subtotal:
f2,310.0o
Sales Tax:
SOm
Dab: Tout
=10.00
TOW Applied Payments
i0.00
Bawwe Due:
$2.310.00
iciv 915 916 PM Pegs 1 of 1
J
Miller Pro AWL
VM E. t.00p 80 8
FatVOOM.TX MIS
USA
Now j91n
VOWW.pke.rtm.
Quote
Quote Number 16.0037
Smit"ke McPherson perk
�� III Vemie
lake TX. City of Southiake TX, City of
400 Main Street 400 Mtairl Street
outtake, TX 76092 Southlake, TX 76092
home: 8177488611 : 8177488611
Dab I Lad is I Shm Start I Lead out C Retool Dab Dbmwd
1/1120ffi1200At1 11MIS12:0AM u1no1812:DoAlu 1/V2418lZMAM 1/1WOlik00AM
Typo Qty. Door"- Nob Time Raft Price PrkeEXL
Audi*
SMp oab: VIA01812:00 AM
Raturer Cabe VVMO $M AM
No&xdon i BahibW )Ci2 04U W(V Onaois
Syabrn
Proklldion 1 MakePadc6VeAKVC48MArrayMMkde)2Fmme/111AA')DnDCFdr.Tak
Producion 4 JOL 5R7( 728 Dual Ir Subwoofer
Production 1 Font Fib Padr240VAmp Pad*" Pac
Prodttdion 1 64nk4 wedge lamp p@dUNL4 pack
Prodkc6on 1 Mk:PadrlSmol)
Production 2 Audb Toclmk:bn
Prodka:tian bq Attdto Shlppikg
Audio: 112,8811.00
81tipOab: UUZs181200AM
Ron Dab: 1!VlM6 f:00 AM
Producion 4 Stags Stage
Oedk
Ugkdng
Ship Deb: U11" 12:00 AM
Rebore ONk V V281e MIAN
Production 1 Lighd% Pack (SW k~ d<kmkinp)12k
Ugh*V Sy3temlw-12 oorwMUorMI par
Note Load in day at want.
Nob DafW" for oommkmity mutts. No
apecgikkan
x
gam: Dab.
4xBkk5 Speakerwieg
to/VM59:02 PM
Speaker VVktp: i1D0.00
LJghtlnpc f18S00
5Z,945.00
Sales Tiuc
$001
Tolat
SZ945M
Total A"w Pay MdE
$D.00
9AtWM Due:
$2,945.00
pops 1 di
Quote
Quobe Number-16-0039
Southlake Frank Edgar to Family Park
mow Pro AVL
1e01016Ma Ln
DN VetM, Tom 7e617
USA
phww I-855- 7Mwe
wWw.n NWPMwlaae
liem
NI To
Venue
tl►fake TX, Cry of
I
outhlake TX, City of
400 Mrain Street
1400 Mein Street
,TX 76092
thiake, TX 76092
.177488611
e:8177488611
Type
0 -
Deta"m Nob
Tim Raft
price Price 6d.
Production
1
Bavt% r EarroReok MX002A 4 Channel
Am" Mbkq Cornole
Mlec
1
ADA Cable raerpe
Production
15
Speeluron SaddOmeps 1112E an
Tripod with amp padUM A Peck and AC
Pack
mist
1
New 1Bsc tine
MbC
1
NewAiecLIne
Mfac
1
Praas'fp for decay
MISC
6
Linebelanceharakwmer
Notes
low Ieet reetivai 0"
Production
1
Audio Ted nbw
Production
60
Cable Pawnp
Subtotat
S2,310.00
X
Sates Talc
$D.W
glprlatarx
Date:
Totat
$2.310.00
Total Applied Payments:
$0.00
Balances Due:
$2,310.00
Werem M 6 PM p"O 1 of 1
Quote
Quote Number:16-0038
Sou4 a Mcpherson to Frank Edges Pak
Wkw Fro AVL
iMMOI -, to
ON Valk Tan 7ae17
USA
Plnnr 1466872,2=
rNnrghWr1 AD"
ake TX. City of
Venue I She
tWalca TX, City of
14(0 Main Sheet
Mein Street
:140MO
-TX 76092ake,
7X 76092
:81774US11
:6177488611
Account ONOW
E Mdfwd
Caswmw Po IWameouw
Tams
Tax RaM
Ctsis Yll M"
WA
I
AuWn
50IA
slip Dols
Lead In
Mww Skirl
I
Lad Oat Rd= Dale
0lswunt
1nl20f512:W AM
I 11112Me 1200 AM
1111120161200AM
I 201812:00 AM U112018 *00 AM
Type My. Daalpion Nobs
TMe Rals
Prks Pdcs ESA.
Production 1 Balsirgor EuwRack MX002A 4 Channel
Ansbg M6dng Console
Mtsc 1 ADA Coble ramps
Ptodsdion 15 Speaker an SOddOmop 1112E an
Tripod with amp pedOC4 Park and AC
Pads
We 1 NOW f isc UFO
Mlec 1 MW Mica Line
Misc 1 Procamkvfor delay
NOW 8 Lkw Aeionce bensfomw
Nate low last tad 4w spool
Production 1 Audio Technician
Production 00 CaNe Ramps
ShbtoWk
SZ310.00
X
Safes Tax
$ODO
8iansrun: Date:
Tobt
$2,310.00
ToW AppW Par- is
$0.00
Warm Due:
S2,310.00
101wels s:13 pw Pegs 1 of 1
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SOUTHLAKE
City of Southlake
REQUEST FOR PROPOSALS
Proposal Reference Number. RFP1505B540DK150014
Project Title: Audio Services for City of Southiakc Events
Proposal Closing Date: 3:00 P.M.(CSi), Friday, October 9, 2015
TABLE OR CONTENTS
ir"ofcontents ------ --_----- ------ --..-..---.._...._......_........----•------.....-------- ---- _.-..-._._._.__...Page I
Request for Proposals
(1) Iatsoductiorr....._..._..__....__.._.....__.._....._... _ ......_ ........ _..._._ _......_....... Page 2
(2) Ddtaltfoas_........»...,...»....»............_.._...._..............__._.._.._............._..__.._...__._._.. Page 2
(3) General InSwroation....._... _........ __.... _............. _... _.... _______... ........_.._.. __._..Page3
(4) RR Withdrawals and/ar Aaxndments..__._ ....__. ..»... »......._ .___ .... _ _ _.. Page 3
(S)Proposal Submittal Reguirements_. ..._..._.._......._......._........._....__...............__..Page3
(6) Proposal Evaluation and Conoraat Award .._._ ...._.__........__.._ .... ._._..._ ...». ».. Page 4
Appeaft A - SeW of Services
(1) Project Tek»_.. __ _ ..._.._. __...._ _._.. _._..._
......._______.._....__._. Page 6
(.2)Scope ofServicrsCantad....._. _.___._........._........ -__..._.......__........_._..._....__.._.....
Par 6
(3) Special Cardidorn _. _._...__._.__...._ ...._....».............
.»__............._.__._ _ ... Page 6
(4)Proposal Evahraon Factors. . »_._._.__ .........._..._._...
..--__........._
(S) Brand Manrrf dom Refemrce...... ».._....._._._..---._.._.._.-........_._..__._
..._.._.._ Page 6
(6) Key Events Sdudrrle. _.._..._..._.___ .. ..................__
...._ .. _ ....__.. _.._ __Page 6
(7) Scope of Services. _ ........._.. _ . »..___..» ...._....__
.._.._..__»____.__._.._. _ ._Page 6
Appendix B -Prep sal
() Label Format for Submittal Packet's Sealed Er►vefope................_----.
_ ..__.._.._ .Page 9
1 Regoieed Proposal Information
(1) Proposed Product _._...._..___.....___....._._._._. _._ .__..__.._
.................._ ._... _ ... Page 10
(2) Coat of Proposed Product. _.._. _.- _...._.__..__....._..
...._._._..__._----Par 10
(3) Term of Coabaat and Opdw to Extend .» » ........ .....___......_.__._....._._�.
�_ Page 13
(4) Proposer's Exporienee /
Pegs 14
(5)Rrfererrces_._._........__...._.._..._._._........_.._...._.._................_.........._................._.•--Page
IS
(6) Trade Sam and/or Confidential
-..... ................. _.------------ Page 16
(7) Federal, State and/or Local Identification Information .._..__.. -------- .__...._......-__-__... Page 16
(8) Entergency Rosiness Services Contact _... .__•_---••---.. _..._. _... _ . ... -_ Page 16
(9) Cooperative Governmental Pum arsing Notice.._.__......._...._.._....._.._.._._.
._ _.._._. Page 17
11 Conrad Terms and Coaditlons
(1) DeiiveryofProduMand/or Services......__... _......_...__...__.._.._.._._._....._._........_...-__Page 17
(2) M'sscellatuws.....__..................._. ..... __ ........_._...._........ _........ Page 17
(3) FinerxW Responsibility Provisions _.-.. ................ ......_._........_.-_......._.......__ ._...._.. Page Is
Appendix C - Fond CIQ . _..._._....._..........._._...._...._.__..._. __..._._ ......_.._ ......... Page 19
Appendix D - No Intent to Submit Form...,,,....»......»....................................... .................... Page 20
Carty of Souddake - 11101505BSODKI50014 - Page 1 of 21
Southlake, Texas
Request for Proposals
1. Istredaetioa
A. Ended Overview The City of SoudJake is requesting Proposals with the Went of awarding a
contract for do purchase of goods and services contained in Appendix A — Scope of Service.
Following are contacts for questions as identified.
i_ RFP Chu ificati All questions related to requirummu or processes of this RFP should
be submitted in writing to the Purchasing Manager identified in section 2 below.
I Since of Sevioe Questions: All questions related to the scope of services should be
submitted in writing to the contact persoa(s) noted in Appendix A -- Scope of Services.
iiL Ssf9.Wi: Responses to inquiries wWch directly affect an interpretation or efftxt a change to
dds RFP will be issued in writing by addendum posted to City website. All sucb addenda
issued by City prior to the submittal deadline shall be considered part of die RFP. The City
shall not be bound by airy reply to an inquiry unless such reply is made by such formal
written addendum
iv. Actnowledaement of Addenda: The Proposer must acknowledge all addenda by signing
and returning such docu rm*s) or by initialing appropriate are& of the Proposal.
C. bWfflotion of Errors or Onsissious: Proposers shall promptly naify the City of any Omissions,
ambiguity. inoorsWAwy or error that they may discover upon examination of this RFP. The City
shag not be respo ssible or liable far airy errors andfor misrepmentafm tint MR& from the
solicitations which are inadvertently incomplew, ambiguous, inconsistent or obviously erroneous.
D. Conflict of Interest Qoesd=Wre (Form ClQ: A person or twsieess, attd their agent. Who Seek to
contract or enter into an *V= mot with the City, are required by Texas Lord Goverment Code,
Chapter 176, to file a conflict of iat t questionuire (FORM CIQ) which is found in Appendix
C. The form must be filed with the City Secretary no later than seven (7) days after the date the
person or business begins contract discussions or negotiations with the City, or submits au
application, response to a request for proposals or bids, Correspondence. Or other writing related to
any pal sareenaemt with the City.
2. Defsitiom
pal: The signed and executed submittal of the entirety of Appendix B — Proposal.
pr±tr�sc: The Proposer and the Proposer's designated contact signing the first page of the Proposal.
City of Southlak ("City"k The City of Soudrlake, Texas.
cijy &owrv's Office: The office of the City Secretary of the City, located at 1400 Main Street, Suite:
if2270, SoothSake, Texas 76092. PH: (817) 748-8016: Fax: (917) 74f1-8270,
The name of this Request for Proposals as identified on the cover sheet and first Page of
A ppendix A — Scope of Services.
City e(5oathlake - "PISOMUIDKIS0014 - Pate 2 of 21
Pordasin¢ Manner The City of Southlake Fwdmsina Manager is Timottry Slifka CPPQ, CPPB,
Phone: (9l7) 748-8312, F Mail: tsHf SM&i.southlake.tx.us: Pax (817) 7484US.
Rertuest for Pronosals nWPI: The entirety of this document, including all Appendices and Addenda.
Ste. npe of Se: The entirety of Appendix A —Scope of Services.
Ceneral Information
A. Dx Exeppt City purcham are exempt *ern State Sales Tax and Federal Excise Tax. Do
not include tax in the Proposal. City will fumish Excise Tax Exemption Certificate upon request.
B. Public ion of Pro{ als: The City strictly adheres to fire Texas Public Information Act
(Texts Government Code Chapter 55Y.t101, et seq.) and all other governing statutesrogulatloms,
and laws regarding the disclosoro of RFP information. Pmposals are not available for public
Inspection umil after the contract award. if the Proposer has notified the City, in writing, that the
Proposal contains trade secrets or confidential infamadoe, the City will generally take reasonable
steps to prevent disclosure of such information. in accordance with the Public bhformadom Act.
This is a statement of &mail policy only, and in mo event shall the City be liable for (Wosure of
such information by the City in response to a request. regardless of the City's failum to take any
such reasonable steps, even if the City is negligent in falling to do so.
RFP VMdrawab andlor Amendments
A. RFP SVttbdrawal: The City reserves the right to withdraw this RFP for any reason.
B. RFP Amerdraerris: The City reserves the right to amend any aspect. of this REP by formal written
Addendhm prior to the Proposal submittal deadline and will endeavor io notify all pow tial
Prmpoaers that have registered with die City, but failure to notify shall impose no obligation or
liability on the City.
Propool Submittal RegaireAentr
A. ;NMltml Packet — RMired Cotuent All proposals must be submitted ekctronically. The
Proposer must visit wwwsecwebkhn&com and register. On= registered for this complimentary
serviu; tiro Proposer may submit Proposal Documents electronically by selecting the appropriate
Proposal Ideaftation.
B. MmM Lhadljge: The deadline for submittal of Proposals shall be as identified on page
(nine) of Appendix B-Proposal. It is the proposer's responsibility to have the Proposal Doements
correctly electronically submitted by the srnbmaittal deadline. No extensions will be granted and no
We submissions will be accepted.
C. Proposals Ressivedlaw Proposers at encouraged to submit their proposals as soon as possible.
The time and date of receipt as recorded within. the SemareBid electronic system shall be the
offreid time of receipt The City is not responsible for late submission regardless of the reason.
Late Proposals vAl not be considered under any circumstances.
D. AheratiaB or Withdrawals of PrMgEs Docume n�� Airy submitted Proposal may be withdrawn or
a revised proposal substituted prior to the submittal deadline. Proposal Documents cannot be
altered, amaxled or withdrawn by the Proposer after the submittal deadline, nntess suds alteration,
aniendnent or withdrawal notice is approved in writing by the Purchasing Manager.
City of Soetilake - RFPIMSBSODKISN14 - Page 3 of21
Provasal Document Former: All Proposal Documents must be prepared in single-space type, on
standard 8-1W x I I" vertically oriented pages, numbaed at the bottom. 'the City only accepts
electronic submissions via wwwsaurebidnsa.caa Airy otber format (via MkI hone, froc, email,
eta) miry be rejected by the City at its discretion.
F. Validinr Period: Once the submittal deadline has passed, any Proposal Doatment shall constitrrro
an irrevocable bid to provide the commodities and/or services set forth in the Scope of Services at
do pd*s) shown in the Proposal Document. Such proposal shall be irrevocable until the earlier of
the expitWm of ninety (90) days from the submittal deadline, or until a contract has been awarded
by the City.
Proposal Bvakation and Contract Award
A. Pmooaal Evalualim and Contract Award Process: An award of a contract to provide the goods or
services specified herein will be made a tg competitive sealed proposers, in accordance with
Chapter 252 of the Texas local Government Code and with the Chy's purer policy. The
City will evaluate all proposals to dd=inc which proposers are reasonably qualified for the
award of the contract, applying the anticipated evaluation factors and emphasis to be plead out
each factor as identified in the Scope of Services. The City may, it its option, caduct discussions
with or accept proposal revisions from say reasonably qualified proposer. The City reserves the
right to determine which proposal will be most advantageous to the City.
B. Cmpiotims: If the Proposal is incomplete or otherwise fails to conferrer to the requirements of
the RFP, City alone will determine whether the variance is so significant as to reader the Proposal
nonresponsive, or whether the variance may be aced by the Proposer or waived by the City, such
that the Proposal may be considered for award.
C. Am i ' Any ambiguity in the Proposal as a result of omission, error, lack of charity a moo-
compliance by die Proposer with specifications, iastnrbons and ail corAtions shall be Construed
in the favor of the City. In die event of a conflict between these standard RFP requirements and
details provided in Appendix A — Scope of Services or Appendix B — Proposal, the Appendices
shall prevail.
D. Unit Prices and Extensions If unit prices and their extensions do not coincide. the City may
accept the price most beneficial to the City, and the Proposer will be bound thereby.
E. Additional I armation: City may request any other information necessary to determine Proposer's
ability to rued the minimum standards required by this RFP.
F. Partial Contract Award City reserves the right to sward one contract for some or all the
requirements proposed or award undtiple contracts for various portions of the requiranents to
different Proposers based on the unit prices proposal in response to this request, or to reject arty
and all Proposals end re -solicit for proposals, as deemed to be in the best interest of City.
G. Termer for Cause: The occurrence of any one or more of the following evens will justify
termWk don of the ca m-xt by the City of Sotddake for cause:
The successful proposer fails to perform in accordance with the provisions of these
specifications; or
ui) 'the successful proposer violates any of the provisions of these specifications; or
iii) The Riccesssfni proposer disregards laws or regulations of any public body having
jurisdiction; or
City of saatmake - It"1505B510DK158614 Page 4 of 21
iv) The suocessfiml proposer transfers. assign, or conveys any or all of its obligations or duties
under the contract to another without written consem of the City.
v) if one or more of the events identified in Subparagraphs G i) through iv) occurs, do City
of Somdhlake may, terminate tho contract by giving the successful proposer seven M days
wvhkn notice. In such case, the sutcessfal proposer shall otmly be entitled to fO=vc
payment for gook and services provided before the effective date of mminetion The
sueoemV proposer"nut receive any payment on account of loss of anticipated profits
or mmuz or other ecmxNak loss resulting from such termination.
vi) When the contract has been so t rminUed by the Cbyy of SouthWcc, such termination shall
not affect any tights or remedies of the City then existing or which may thernfer Wave-
H. Terminate for C2mmWeaceD This contract may be ca ncelied or terminated at any time by giving
vendor " (30) days wrote notice. Vendor may be entitled to payment for at:IVICCS actually
perfonaed; to the e7ttent Said WXVkCS are SatiSfaClory.
City of Soatbiske - RM50SB540DK 1 S0014 - Pap 5 of 21
Appendix A — Scope of Services
1. Project Title: Audio Services for City of Souditb Events
2. Seope of services Contact
Questions about the technical nahuc of the Scope of Services, etc. may be directed to TIM SLIF f�►.
Phone- 817.748.9312, e-mail: tslifka®ei soutbiake.MU&
3. Special Conditions
The following special conditions shell prevail over areas of conflict in previous pages:
NONE
4. Proposal Lvalaatioe Factors
5.
6.
7.
Em
Factor
30%
Vendor Exmience in ProyidiRg Services
30%
Vendors ' rca cow to Provide Services
20%
VeodwOvenali goat
15%
Vendor References
Sx
Vendor Past Histuy with city
Brand Marrfacture Reference
The City bas determined that say manufacturers brand defined in the Scope of Services meets the
City's product and support need The tttaanfachnees reference is not WuMed to be restrictive, and is
only descriptive of the type and quality the City desires to purchase- Quotes for similar mmmbcbNW
prodow of Wm quality well be considered if the haposal is (idly noted with the ma's brand
name and model. The City reserves the right to dcWmme products and support of equal vakx, and
wbWm other brands or modes meet the City's product and support needs.
Key EveatsSchedule
Proposal Release Deft
Non -Mandatary Pre -Proposal Meeting and Walk Though
Location: Souddalm Town Hall
1400 Main Street Main Lobby
Soudileke, Texas 76M
Deadline for Submittal of Written Questions
Sealed Proposals Due to and Opened by City
Anticiosted C anmittee Evaluation Review Dete
Anticipated Council Award
Scope of Services
September 21,200
9-W AM (CST) September 25, 2015
October 1, 2015
Shown on Fast Page of this RFP
Weds of October 12, 201 S
October 20, 201S
The City of Southlake is seeking vendor(s) to provide Audio, Li9b14 and Visual Equipment and
Services for City wmds as requested. Actual event to atiors, dates and times will be c onfinned at
time of reserving services with awarded vendor. Ardkipated City events are listed below. Some events
shall be hold within Sou tWake Town Square. These events may uWize three parks and the comtecting
streets/ parking rots including Family Park, McPbason Puk, and Frank Edgar Cornish IV Park. Outer
City of Soadda to RMSOBSODKIS014 Page 6 of 21
events shell be held at Aria, an outdoor amphitheater adjacent to The Marq Southlake, located within
Bicentennial Park. Plemse see the enclosed maps.
A non -mandatory Pre -proposal meeting is adrA ded far 9:00 AM (CST) September 25, 2015 located
at S"hlake Town Malt, 1400 Main Street Main Lobby, Sondhlake, Texas 76092. This pro-proposel
meeting is to visit the various event locations and to provide due proposers an opportunity to ask
questions. Proposers ace: encouraged to attend. All goestioos will be documented and an addendum
will be issued with the official Chy responses to the questioms received. All eddendums will be posted
to the City website.
Southlake Stun & Stftel
Southlake Sous dt Stripes ee{ebratioa utilizes Family Puk, McPhetsart Park and Frank Edger Cornish
IV Park on July 3 from 6". pen. — I I.V pin. and requires concert quality sound throughout the cadre
footprint. Rain dates are normally scbedaded for one of the folluwing two day% if required Southlake
Stars dt Stripes is the City's am W Independence Day celebration utilizing two stages simttttaueoosly
as well as synced music for the 20-25 minute fireworks show which draws over 40,000 attendas In
addhion to event sound broadcast throughout the entire event botprint. audio and lighting ate required
for the following:
A large community band and patriotic ceremony in the pavilion at Family Park with udhzation
of a CD player
Multiple large cover bands on a city oroylded stave (29 ft x 14 ft) in Frank Edgar Cornish IV
Parr
Sound in McPherson Park.
Vendor will provide concert quality sound to every seating area within all three of these Southiake
Town Square parka. Vendor is required to be able to broadcast one stage tMuughaut the entire
Southlake Town Square parka event footprints for all perkmiances and presentations.
Sondil ake Hoare for the Holidays
Souddake Home for the Holidays event utilizes two &*&IWm Town Sgsane parks, Family Paris and
Frank Edgar Cornish IV Park. This eva Is held the Saturday before the Thanksgiving holiday from
430 pm. — 8:30 pm. Home for the Holidays is an evening event and requires additional lighting to be
provided. In addition to concert quality sand throughout the entire event footprint, audio and ligiting
are needed for 8 —10 different large school vocal, bell, and chime choirs on a staag gaakW by "o
vjgal vendor (32 ft x 24 ft) in Frank Edgar Cornish IV Park end City R=ided_ on (25 ft x 14 ft) in
Family Park. A lighted acrylic podium with microphone is also required for the stage in Family Park.
Each stage requires diffnest CDs and microphone set ups. A brief pyrotechnic display wilt celebrate
the time lighting that will be synced to music.
Other City events may require audio visual services in a specific Southlake Town Square put.
Concert quality sound will be required throughout the entire footprint of the specific park.
Additionally, it may be necessary to connect one part to another b broadcast sound from one stage.
Audio visual will be required for a City,FarvideM stage (28 ft x 1411) for large bands andlor choirs in
either Family Park or Frank Edgar Cornish IV Park. The stage requires CDs and microphone set ups.
Audio needs for McPherson Park will include concert quality sound throughout the location broadcast
from either Family Park or Franc Edgar Cornish IV Park. No stage requirements are required at
McPherson Park.
City ofSoatHakt - gp}ISM5411)KI50014 - Page 7 o£21
Aria Outdoor Amphithentgg
Various events will be scheduled at Aria. an outdoor "hitheater. This amphitheater is looted within
The Muq Sooddake complex. The Aria stage area Is approximately 1,100 square feet and meatares
approximately 43 feet across the front and 31 feet deep. Lighting for this location will be provided by
the city; however, comae quality sound is required to be provided throughout the ampNdreder an
including lawn sating, promerw& and'nw Maq Southiake outdoor patio. Performances may include
lags bands. tbeatrical or chord performances,
AN I&MMM sad Rvea&j
All sound equipment must be hard wired for the events, No Bhretooth or wireless speakers will be
permitted. All cables must be covered by cable ramps.
AD events ere outdoors; therefom the veer must be prepared to provide services in various potential
weather conditions including extreme heat and cold, rain. wind etc.
The City of SoutbWxe will provide traffic mwaagement where AV set up is required
Ekorical power most be provided by awwdod vendor via a gaeawtor. Operating generator noise may
not disnupt sound for event. Remote staging of generator may be required.
Awarded vendor shall be required to attend pre -event meetings mid site walk-through as requested.
The City of Soudiake will provide patting for staff and trucks outside the event barriodea
Proposer will provide sufficient staffing for sd-uplbteatdowa and proper operation of equipment
during all events Pima inchde staffing levels in proposal subraission.
Proposer should provide photos of past events, equipment and technicians Proposer should a xpand on
basic information provided by providing additional information and/or recommendations to istprove
the quality and service of the events.
City ofSovalakt - RFPIMSBWDK150014 - Page8of21