Item 4C - MemoCITY OF
SOUTHLAKE Item 4C
MEMORANDUM
August 2, 2022
To: Shana Yelverton, City Manager
From: Daniel Cortez, Director of Economic Development & Tourism
Subject: Approve a contract renewal with Marquee Event Group, Inc., for Indoor
and Outdoor Event Equipment Rental and Related Services.
Action
Requested: Approve a contract renewal with Marquee Event Group, Inc., for Indoor and
Outdoor Event Equipment Rental and Related Services. in an amount not to
exceed $60,000.
Background
Information: The City has contracted with Marquee Event Group (formerly M&M Rental
Acquisition) since 2016 for indoor and outdoor event equipment rental and
related services. They have provided the City with rentals for staging, chairs,
tables, and tents for the variety of events the City hosts including outdoor
rentals for events at Legends Hall, such as weddings. The following is a listing
of events Marquee provides services for:
• Stars & Stripes Southlake
• Home for the Holidays: Christmastime in Southlake Tree Lighting
• Celebrate Southlake
• Creativity Festival
• Outdoor weddings & events (Legends Hall — The Marq)
• Other small outdoor events and receptions hosted by the City
The purpose of this item is to seek City Council approval of a contract renewal
with Marquee Event Group, Inc. This is the first renewal for this contract. The
vendor is seeking a one percent (1%) increase to contract rates as allowed
during the renewal process. Funding for this contract is provided through the
General Fund, Hotel Occupancy Tax, and the Community Enhancement &
Development Corporation in an amount that will not exceed $60,000.
To date in FY 2022, the City has spent $42,438 in rentals with Marquee Event
Group for the various festivals, events, and receptions held. Due to the one
percent increase in the contract, and the growing size and number of events the
City hosts, City staff is requesting an amount that will not exceed $60,000 for
this contract period, which would begin on August 18, 2022, and end on August
17, 2023. Funding for this contract would come from the General Fund, Hotel
Occupancy Tax, and Community Enhancement and Development Corporation
as needed throughout the year for events.
The City selected Marquee Event Group in 2021 (their second contract with the
City) based on their ability to provide the services requested, low bid price, and
their experience with City staff. For these reasons, the City is seeking Council
approval for a contract renewal with Marquee Event Group, Inc. in an amount
not to exceed $60,000.
Financial
Considerations: Funding for indoor and outdoor event equipment rental including but not limited
to chairs, tables, tents, staging, and lighting for City events in the amount of
$60,000. Each City department has budgeted funds for their respective use of
Marquee services and is proposed in the upcoming FY 2023 budget and within
the existing approved FY 2022 budget.
Strategic Link: This item is linked to the City's Strategy Map related to the focus area of
Performance Management & Service Delivery and meets the corporate
objectives to provide attractive & unique spaces for the enjoyment of personal
interests, enhance resident quality of life and business vitality through tourism,
collaborate with select partners to implement service solutions and providing
and maintaining high -quality public assets.
Legal Review: The City Attorney has reviewed the City's contract with Marquee Event Group.
Alternatives: The City Council may alternatively also consider the following:
• Approve the contract renewal with modifications
• Deny the contract renewal
Staff
Recommendation: Approve the contract renewal agreement for indoor and outdoor event
equipment rental including but not limited to chairs, tables, tents, staging, and
lighting with Marquee Event Group, Inc. for an amount not to exceed $60,000.
Attachments: Contract with Marquee Event Group, Inc.
Staff Contacts: Daniel Cortez (817) 748-8039
SOUTHLAKE
U
June 1, 2022
Marquee Event Group, Inc.
3200 Belmeade Dr.
Carrollton, Texas 75006
Attn: Ms. Tiffany Bell
Subject: Notification of Contract Renewal for Indoor and Outdoor Event Equipment Rental and Related Services
RFP2105B180SB210007
Dear Ms. Bell:
The City of Southlake is providing notification of contract renewal, pending City Council approval, for "Indoor and
Outdoor Event Equipment Rental and Related Services RFP2105B180SB210007". This renewal shall become effective
August 18, 2022, after City Council approval (CC Award date ) and shall continue in full force based on the
terms and conditions of the initial award. As a condition of contract renewal, a price adjustment may be requested by the
vendor and considered by the City. Price adjustments may only occur at the time of renewal and only upon securing the
approval of the City in writing. Requests for price adjustments must be solely for the purpose of accommodating an
increase in the vendor's cost, not profit. Your company has requested a one percent (1%) increase in contract rates at this
renewal. This increase has been approved and a new rate sheet is attached as part of this renewal.
The terms and conditions proposed and accepted in this renewal agreement are as follows:
Payment Terms: Net 30 days (Unless otherwise noted — such as pre- and/or partial payment)
Method of Payment: Shall be made by purchasing card or purchase order.
Delivery Terms: FOB Destination
Delivery Locations: IF STATED IN REP DOCUMENT
Term of Contract: Shall be effective for twelve months from date of renewal and is eligible for up to three (3)
more one (1) year annual renewals.
City Contact: Hillary Cromer 817-748-8652
Send all billing to: City of Southlake
accountsnavable@ci.southlake.tx.us (preferred) or
1400 Main Street, Suite 420, Accounts Payable, Southlake, TX 76092
Other Charges: The City of Southlake is a tax-exempt municipal corporation and is exempt from all federal,
state, and local sales taxes.
All other specifications, terms and conditions shall be as provided in the original procurement documents. No other
attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager
or an authorized representative of the City of Southlake.
Thank you for participating in our procurement process. Please call 817-748-8312 with any questions.
Sincerely,
Tim Slifka
Purchasing Manager CPPO, CPPB
City of Southlake
1400 Main Street, Suite 420
Southlake, Texas 76092
tslifkg@ci.southlake.tx.us Attest:
Fax: 817-748-8010 Amy Shelley, TRMC
City Secretary
Contract Renewal Accepted:
Signed: Date: Approved as to Form and Legality:
Mayor John Huffman
City of Southlake City Attorney
Group 1 Outdoor Tents
Unit of
Measure
Current
Cost
Updated
Cost F3Y 22
Increase
Percentage
Bid
#1-1
10x10 Tent (Frame & Canopy)
Per Day
$ 132.60
$ 133.93
1%
Bid
#1-2
10 x 20 Tent (Frame & Canopy)
Per Day
$ 249.30
$ 251.79
1%
Bid
#1-3
20 x 20 Tent (Frame & Canopy)
Per Day
$ 333.50
$ 336.84
1%
Bid
#1-4
10 x 30 Tent (Frame & Canopy)
Per Day
$ 318.25
$ 321.43
1%
Bid
#1-5
30 x 30 Tent (Frame & Canopy)
Per Day
$ 631.25
$ 637.56
1%
Bid
#1-6
Fire Package (Lighted Exit
Sign, Lighted No Smoking
Sign, Fire Extinguisher)
Per Day
$ 51.50
$ 52.02
1%
Bid
#1-7
Sidewalls —10'
Per Day
$ 13.00
$ 13.13
1 %
Bid
#1-8
Sidewalls — 20'
Per Day
$ 25.00
$ 25.25
1 %
No Bid
#1-9
Sidewalls — 30'
Per Day
No Bid
No Bid
No Bid
Bid
#1-10
Side Walls 10x20
Per Day
$ 33.60
$ 33.94
1%
Bid
#1-11
Center Pole Covers
Per Day
$ 150.00
$ 151.50
1%
Bid
#1-12
Side Pole Covers
Pay Day
$ 26.50
$ 26.77
1%
No Bid
#1-13
55 gallon Water Barrels w/ No
Water
Per Day
No Bid
No Bid
No Bid
No Bid
#1-14
55 gallon Water Barrels w/
Water
Per Day
No Bid
No Bid
No Bid
1092PAnnnn
No Bid
#1-15
Water Barrel Linen Cover -
Black
Per Day
No Bid
No Bid
No Bid
No Bid
#1-16
Water Barrel Linen Cover -
White
per Day
No Bid
No Bid
No Bid
No Bid
#1-17
Vinyl Water Barrel Cover
Per Day
No Bid
No Bid
No Bid
Bid
#1-18
Tent Chandelier
Per Day
$ 265.25
$ 267.90
1%
Bid
#1-19
Tent 20 inch Disco Ball
Per Day
$ 45.00
$ 45.45
1%
Bid
#1-20
Par 64 Light Conventional
Per Day
$ 39.00
$ 39.39
1 %
Bid
#1-21
Tent Turf - Green Per Sq. Ft.
Per Day
$ 0.95
$ 0.96
1 %
Bid
#1-22
Tent Turf - Blue Per Sq. Ft.
Per Day
$ 0.95
$ 0.96
1 %
Bid
#1-23
Tent Turf - Black Per Sq. Ft.
Per Day
$ 0.95
$ 0.96
1 %
Bid
#1-24
Tent Wood Floor Per Sq. Ft.
Per Day
$ 1.55
$ 1.57
1 %
Bid
#1-25
Concrete Weight 3501b
Per Day
$ 20.40
$ 20.60
1%
Bid
#1-26
Concrete Weight 3501b Cover
Per Day
$ 8.40
$ 8.48
1%
Group 2 Outdoor Furniture
No Bid
#2-1
Plastic Folding Rectangular 6
ft Table
Per Day
No Bid
No Bid
No Bid
No Bid
#2-2
Plastic Folding Rectangular 8
ft Table
Per Day
No Bid
No Bid
No Bid
Bid
#2-3
Wood Folding Rectangular 6 ft
Table
Per Day
$ 9.95
$ 10.05
1%
Bid
#2-4
Wood Folding Rectangular 8 ft
Table
Per Day
$ 10.30
$ 10.40
1%
RFP210007
Bid
#2-5
Round Wood Cocktail Table
Per Day
$ 10.55
$ 10.66
1%
36"
No Bid
#2-6
Round Plastic Cocktail Table
Per Day
No Bid
No Bid
No Bid
36"
No Bid
#2-7
Round Plastic Folding Table
Per Day
No Bid
No Bid
No Bid
48"
Bid
#2-8
Round Wood Folding Table
Per Day
$ 9.55
$ 9.65
1%
36"
Bid
#2-9
Round Wood Folding Table
Per Day
$ 9.55
$ 9.65
1%
48"
No Bid
#2-10
Round Plastic Lawn Table 36"
Per Day
No Bid
No Bid
No Bid
Bid
#2-11
Metal Folding Chair
Per Day
$ 1.65
$ 1.67
1%
Bid
#2-12
Plastic Folding Chair
Per Day
$ 1.65
$ 1.67
1%
No Bid
#2-13
Plastic Lawn Chair
Per Day
No Bid
No Bid
No Bid
Bid
#2-14
Black Garden Padded Folding
Per Day
$ 3.05
$ 3.08
1%
Chair
Bid
#2-15
White Garden Padded Folding
Per Day
$ 3.05
$ 3.08
1%
Chair
Bid
#2-16
Fruitwood Garden Padded
Per Day
$ 3.05
$ 3.08
1%
Folding Chair
Bid
#2-17
Natural Garden Padded
Per Day
$ 3.05
$ 3.08
1%
Folding Chair
Bid
#2-18
Outdoor Eft Portable Bar
Per Day
$ 108.00
$ 109.08
1 %
Bid
#2-19
Outdoor 8ft Portable Bar
Per Day
$ 175.00
$ 176.75
1%
RFP210007
Bid
#2-20
Wood Farm 8 ft Table
Per Day
$ 125.00
$ 126.25
1%
Bid
#2-21
Wood Farm 8 ft Bench
Per Day
$ 66.30
$ 66.96
1%
Bid
#2-22
Wood Picnic 7 ft Table
Per Day
$ 163.12
$ 164.75
1%
Group 3 Outdoor Accessories
Bid
#3-1
Caf6 String Lights Per 50ft
Per Day
$ 110.00
$ 111.10
1%
Bid
#3-2
Cafe String Lights 100 Foot
Per Day
$ 211.00
$ 213.11
1%
Length
Bid
#3-3
Black Outdoor Stanchion
Per Day
$ 16.15
$ 16.31
1%
Bid
#34
Chrome Outdoor Stanchion
Per Day
$ 10.55
$ 10.66
1%
Bid
#3-5
Black Outdoor Rope for
Per Day
$ 9.50
$ 9.60
1%
Stanchion 8'
Bid
#3-6
Black Pull Out Stanchion with
Per Day
$ 16.15
$ 16.31
1%
6 ft Retractable Belt
Bid
#3-7
1,500 Watt Electric Stand
Per Day
$ 154.50
$ 156.05
1%
Mount Patio Heater
Bid
#3-8
Propane Heater
Per Day
$ 275.00
$ 277.75
1%
Bid
#3-9
30" Pedestal Fan
Per Day
$ 50.00
$ 50.50
1%
No Bid
#3-10
Port a Cool 24"
Per Day
No Bid
No Bid
No Bid
No Bid
#3-11
Port a Cool 36"
Per Day
No Bid
No Bid
No Bid
No Bid
#3-12
Mister
Per Day
No Bid
No Bid
No Bid
25KvW Low Noise Diesel
No Bid
#3-13
Generator with Fuel to Provide
Per Day
No Bid
No Bid
No Bid
Full Capacity Operation for 8
Hours
RFP210007
Bid
#3-14
Outdoor Tx 3' White or Black
Per Day
$ 19.00
$ 19.19
1%
Dance Floor for Hard Surface
Bid
#3-15
Outdoor Tx 3' White or Black
Per Day
$ 32.00
$ 32.32
1%
Dance Floor for Grass Surface
Bid
#3-16
Outdoor 4' x 4' White or Black
Per Day
$ 21.00
$ 21.21
1%
Dance Floor for Hard Surface
Bid
#3-17
Outdoor 4'x 4' White or Black
Per Day
$ 32.00
$ 32.32
1%
Dance Floor for Grass Surface
Bid
#3-18
Outdoor 3' x 3' Wooden Dance
Per Day
$ 19.55
$ 19.75
1%
Floor for Hard Surface
Bid
#3-19
Outdoor 4' x 4' Wooden Dance
Per Day
$ 21.00
$ 21.21
1%
Floor for Hard Surface
No Bid
#3-20
10' Market Umbrella with Stand
Per Day
No Bid
No Bid
No Bid
(black, green or red)
No Bid
#3-21
Pole 42"
Per Day
No Bid
No Bid
No Bid
Bid
#3-22
White Picket Fence Panel
Per Day
$ 26.50
$ 26.77
1%
Bid
#3-23
7' Vinyl Umbrella with Stand
Per Day
$ 30.00
$ 30.30
1%
White
No Bid
#3-24
9' Vinyl Umbrella with Stand
Per Day
No Bid
No Bid
No Bid
White
Bid
#3-25
Black Deck Stage Panel 4' x 4'
Per Day
$ 40.00
$ 40.40
1%
Adjustable Height
Bid
#3-26
Black Deck Stage Panel 4' x 8'
Per Day
$ 85.00
$ 85.85
1%
Adjustable Height
:iMAIIIQ11/
Bid
#3-27
Stage Skirt 4' x 4'
Per Day
$ 15.00
$ 15.15
1%
Bid
#3-28
Stage Skirt 4' x 8'
Per Day
$ 30.00
$ 30.30
1%
Bid
#3-29
Stage Steps
Per Day
$ 85.00
$ 85.85
1 %
Bid
#3-30
Stage Carpet 4' x 4' Deck
Per Day
$ 35.00
$ 35.35
1 %
Bid
#3-31
Stage Carpet 4' x 8' Deck
Per Day
$ 70.00
$ 70.70
1 %
Group 4 Indoor Furniture
No Bid
#4-1
Laminate Conference Table 8'
Per Day
No Bid
No Bid
No Bid
x 18"
Bid
#4 2
Wood Conference Table 8' x
Per Day
$ 10.10
$ 10.20
1 %
18"
No Bid
#4-3
Laminate Conference Table 8'
Per Day
No Bid
No Bid
No Bid
x 24"
No Bid
#44
Laminate Conference Table 6'
Per Day
No Bid
No Bid
No Bid
x 18"
Bid
#4-5
Wood Conference Table 6' x
Per Day
$ 10.10
$ 10.20
1%
18"
Bid
#4-6
Banquet Table 6' x 30"
Per Day
$ 9.55
$ 9.65
1%
Bid
#4-7
Farm Table 66" Round
Per Day
$ 127.50
$ 128.78
1 %
Bid
#4-8
Bench Farm 6' x 6' x 18"
Per Day
$ 66.30
$ 66.96
1 %
Bid
#4-9
Black Padded Chiavari Chair
Per Day
$ 7.00
$ 7.07
1%
Bid
#4-10
White Padded Chiavari Chair
Per Day
$ 7.00
$ 7.07
1%
No Bid
#4-11
Clear Padded Acrylic Chiavari
per Day
No Bid
No Bid
No Bid
Chair
RFP210007
Bid
#4-12
Gold Padded Chiavari Chair
Per Day
$ 7.00
$ 7.07
1%
Bid
#4-13
Silver Padded Chiavari Chair
Per Day
$ 7.00
$ 7.07
1%
Bid
#4-14
Fruitwood Padded Chiavari
Per Day
$ 7.00
$ 7.07
1%
Chair
Bid
#4-15
Walnut Padded Chiavari Chair
Per Day
$ 7.00
$ 7.07
1%
Bid
#4-16
Acrylic Ghost Chair
Per Day
$ 15.00
$ 15.15
1%
Bid
#4-17
Clear Bubble Chair
Per Day
$ 10.50
$ 10.61
1%
Black Padded Chiavari Bar
Bid
#4-18
Per Day
$ 18.00
$ 18.18
1%
Stool
Bid
#4-19
White Padded Chiavari Bar
Per Day
$ 18.00
$ 18.18
1%
Stool
Clear Padded Chiavari Bar
No Bid
#4-20
Per Day
No Bid
No Bid
No Bid
Stool
Gold Padded Chiavari Bar
Bid
#4 21
Per Day
$ 18.00
$ 18.18
1%
Stool
Silver Padded Chiavari Bar
Bid
#4-22
Per Day
$ 18.00
$ 18.18
1%
Stool
Bid
#4-23
Fruitwood Padded Chiavari
Per Day
$ 18.00
$ 18.18
1%
Bar Stool
Bid
#4-24
Walnut Padded Chiavari Bar
Per Day
$ 18.00
$ 18.18
1%
Stool
Bid
#4-25
Indoor Portable Bar Black — 6
Per Day
$ 81.55
$ 82.37
1 %
Foot
No Bid
#4-26
Indoor Portable Bar Black — 8
Per Day
No Bid
No Bid
No Bid
Foot
RFP210007
No Bid
#4-27
Indoor Portable Bar Wood
Per Day
No Bid
No Bid
No Bid
Grain — 6 Foot
Bid
#4-28
Indoor Portable Bar Wood
Per Day
$ 214.45
$ 216.59
1%
Grain — 8 Foot
Group 5 Indoor Accessories
Bid
#5-1
Indoor 3' x 3' White or Black
Per Day
$ 19.00
$ 19.19
1%
Dance Floor for Hard Surface
Bid
#5-2
Indoor Tx 3' White or Black
Per Day
$ 32.00
$ 32.32
1%
Dance Floor for Grass Surface
Bid
#5-3
Indoor 4' x 4' White or Black
Per Day
$ 21.00
$ 21.21
1%
Dance Floor for Hard Surface
Bid
#54
Indoor 4'x 4' White or Black
Per Day
$ 32.00
$ 32.32
1%
Dance Floor for Grass Surface
Bid
#5-5
Indoor Tx 3' Wooden Dance
Per Day
$ 19.00
$ 19.19
1%
Floor for Hard Surface
Bid
#5-6
Indoor 4' x 4' Wooden Dance
Per Day
$ 21.00
$ 21.21
1%
Floor for Hard Surface
Remote Controlled Par 54 LED
Bid
#5-7
Battery Operated Uplights with
Per Day
$ 56.65
$ 57.22
1%
Charger
Remote Controlled Par 64 LED
Bid
#5-8
Battery Operated Uplights with
Per Day
$ 56.65
$ 57.22
1%
Charger
Remote Controlled Par Q610
Bid
#5-9
LED Battery Operated Uplights
Per Day
$ 100.00
$ 101.00
1 %
with Charger
Bid
#5-10
Slim Par 56 LED 120V Uplights
Per Day
$ 56.65
$ 57.22
1%
with Charger
RFP210007
Bid
#5-11
Aluminum Easel 60"
Per Day
$ 20.00
$ 20.20
1%
Bid
#5-12
Plastic Table Cover Round 36"
Per Day
$ 8.84
$ 8.93
1 %
Red Fitted
Bid
#5-13
Plastic Table Cover Round 36"
Per Day
$ 8.84
$ 8.93
1 %
Royal Fitted
No Bid
#5-14
Throne Chairs Set (Pair)
Per Day
No Bid
No Bid
No Bid
No Bid
#5-15
Throne Sofa 6' or 8' ft
Per Day
No Bid
No Bid
No Bid
Bid
#5-16
Pipe and Drape 10 x 10 Single
Per Day
$ 175.00
$ 176.75
1%
Booth Set Up
Bid
#5-17
Pipe and Drape 10 x 20 Double
Per Day
$ 280.00
$ 282.80
1%
Booth Set Up
Bid
#5-18
Pipe and Drape Panel Set Up
Per Day
$ 350.00
$ 353.50
1%
10x25
Group 6 Catering and Service Equipment
Bid
#6-1
Pilsner 14 oz Minimum
Per Day
$ 0.70
$ 0.71
1%
Capacity
Bid
#6-2
14 oz All Purpose Wine Glass
Per Day
$ 0.65
$ 0.66
1 %
Bid
#6-3
9 oz All Purpose Wine Glass
Per Day
$ 0.65
$ 0.66
1%
Bid
#6-4
11 oz Tea Goblet
Per Day
$ 0.65
$ 0.66
1%
Bid
#6-5
19 oz Rocks Glass
Per Day
$ 0.65
$ 0.66
1 %
Bid
#6-6
Champagne Glass
Per Day
$ 0.65
$ 0.66
1%
Electric Holding Cabinet
Bid
#6-7
(Warmer) 120V Minimum
Per Day
$ 157.65
$ 159.23
1%
Capacity 12 Hotel Pans
RFP210007
Non -Electric Food Pan Carrier.
Bid
#6-8
Minimum 4 Full -Size Hotel Pan
Per Day
$ 92.40
$ 93.32
1%
Capacity
No Bid
#6-9
Frozen Beverage Machine 8
Per Day
No Bid
No Bid
No Bid
Quart
No Bid
#6-10
Frozen Beverage Machine 12
Per Day
No Bid
No Bid
No Bid
quart
Bid
#6-11
5 Gallon Drink Container—
Per Day
$ 23.30
$ 23.53
1%
Black
No Bid
#6-12
wedding Cake Stand
Per Day
No Bid
No Bid
No Bid
Gold/Silver Round 18"
No Bid
#6-13
wedding Cake Stand
Per Day
No Bid
No Bid
No Bid
Gold/Silver Square 18"
Bid
#6-14
Wedding Cake Stand
Per Day
$ 51.50
$ 52.02
1%
Gold/Silver Round 22"
Bid
#6-15
Wedding Cake Stand
Per Day
$ 51.50
$ 52.02
1%
Gold/Silver Square 22"
No Bid
#6-16
3 Tier Cupcake Stand
Per Day
No Bid
No Bid
No Bid
GoIdlSilver
No Bid
#6-17
5 Tier Cupcake Stand
Per Day
No Bid
No Bid
No Bid
GoIdlSilver
Bid
#6-18
Single Lamp Heating Buffet
Per Day
$ 61.00
$ 61.61
1%
Lamp w/Stand
Bid
#6-19
Dual Lamp Heating Buffet
Per Day
$ 51.85
$ 52.37
1%
Lamp w/Stand
Bid
#6-20
8 Quart Full -Size Chaffing Dish
Per Day
$ 30.45
$ 30.75
1%
Bid
#6-21
Full -Size Hotel Pan
Per Day
$ 3.70
$ 3.74
1%
RFP21 7
Bid
#6-22
Pilsner 12oz Glass
Per Day
$ 0.70
$ 0.71
1%
Bid
#6-23
8.5 oz All Purpose Glass
Per Day
$ 0.65
$ 0.66
1%
Bid
#6-24
11.5 oz Ice Tea Glass
Per Day
$ 0.65
$ 0.66
1 %
Bid
#6-25
12 oz Tom Collins Glass
Per Day
$ 0.65
$ 0.66
1%
Bid
#6-26
Thermo Vac 5 Gallon Drink
per Day
$ 27.20
$ 27.47
1%
Container
Group 7 Linens
Bid
#7-1
132 Poly Round Table Cloth —
Per Day
$ 14.40
$ 14.54
1%
Black
Bid
#7-2
132 Poly Round Table Cloth —
Per Day
$ 14.40
$ 14.54
1%
White
Bid
#7-3
132 Poly Round Table Cloth —
Per Day
$ 14.40
$ 14.54
1%
Assorted
Bid
#74
120 Poly Round Table Cloth —
Per Day
$ 14.40
$ 14.54
1%
Black
Bid
#7-5
120 Poly Round Table Cloth —
Per Day
$ 14.40
$ 14.54
1%
White
Bid
#7-6
120 Poly Round Table Cloth —
Per Day
$ 14.40
$ 14.54
1%
Assorted
Bid
#7-7
6' Poly Round Table Cloth —
Per Day
$ 14.40
$ 14.54
1%
Black
Bid
#7-8
6' Poly Round Table Cloth —
Per Day
$ 14.40
$ 14.54
1%
White
Bid
#7-9
6' Poly Round Table Cloth —
Per Day
$ 14.40
$ 14.54
1%
Assorted
RFP210007
Bid
#7-10
8' Poly Round Table Cloth -
Black
Per Day
$ 14.40
$ 14.54
1%
Bid
#7-11
8' Poly Round Table Cloth -
White
Per Day
$ 14.40
$ 14.54
1 %
Bid
#7-12
8' Poly Round Table Cloth -
Assorted
Per Day
$ 14.40
$ 14.54
1%
Bid
#7-13
Linen Spandex Black 30"
Round x 42" H
Per Day
$ 41.30
$ 41.71
1%
Bid
#7-14
Rectangle 90" x 156" White
Per Day
$ 14.40
$ 14.54
1%
Bid
#7-15
Rectangle 90" x 156" Assorted
Colors
Per Day
$ 14.40
$ 14.54
1%
Bid
#7-16
Overlays - Poly
Per Day
$ 11.80
$ 11.92
1 %
Bid
#7-17
Overlays - Lamour
Per Day
$ 22.75
$ 22.98
1%
Bid
#7-18
Overlays - Iridescent Crush
Per Day
$ 23.95
$ 24.19
1 %
Bid
#7-19
Overlays - Sequin
Per Day
$ 43.50
$ 43.94
1%
Bid
#7-20
Overlays - Bengaline
Per Day
$ 43.50
$ 43.94
1 %
Bid
#7-21
Overlays - Shantung
Per Day
$ 22.75
$ 22.98
1%
Bid
#7-22
Napkins - Black Poly
Per Day
$ 0.45
$ 0.45
1 %
Bid
#7-23
Napkins -White Poly
Per Day
$ 0.45
$ 0.45
1%
Bid
#7-24
Napkins - Assorted Poly
Per Day
$ 0.45
$ 0.45
1%
Additional Charges
Bid
#8-1
After Hours Delivery Fee
Per Each
$ 375.00
$ 378.75
1%
RFP210007
Bid
#8-2
Timed Delivery
Per Each
$ 375.00
$ 378.75
1%
Bid
#8-3
Delivery Fee M-F 8am - 5pm
Per Each
$ 75.00
$ 75.75
1%
No Bid
#8-4
Fuel Surcharge Fee
Per Each
No Bid
No Bid
No Bid
Bid
#8-5
Chair Set Up
Per Each
$ 1.00
$ 1.01
1%
Bid
#8-6
Table No Linen Set Up Fee
Per Each
$ 1.75
$ 1.77
1%
Bid
#8-7
Table with Linen Set Up Fee
Per Each
$ 5.00
$ 5.05
1%
Bid
#8-8
Concrete Anchor Repair
Per Each
$ 8.18
$ 8.26
1%
Bid
#8-9
Teardown Chair Fee
Per Each
$ 0.00
$ -
0%
Bid
#8-10
Teardown Table Fee
Per Each
$ 0.00
$ -
0%
Bid
#8-11
Additional Labor Fee If
Required
Per Hour
$ 50.00
$ 50.50
1%
Bid
#8-12
Pick Up Fee M-F 8am - 5pm
Per Each
$ 75.00
$ 75.75
1 %
Bid
#8-13
After Hours Pick Up Fee
Per Each
$ 0.00
$ -
0%
Bid
#8-14
Per Order Fee Damage Waiver
Percentage
$ 0.00
$ -
0%
RFP210007
Timothy Slifka
From: Timothy Slifka
Sent: Wednesday, May 11, 2022 4:30 PM
To: 'Tiffany Bell'
Cc: Hillary Cromer; Crystal Maddalena
Subject: RE: Contract Renewal for City of Southlake
Attachments: Marquee Event Group Inc. Renewal Pricing 2022-2023.pdf; Marquee Event Group Inc.
2021.pdf
Thanks Tiffany.
Attached will be the new pricing after City Council approval in August. Current contract runs through August 17, 2022.
I will have a new full contract available after City Council approves.
Have a great rest of the week!
Tim
Timothy Slifka, CPPO, CPPB
Purchasing Manager
1400 Main Street Suite 420
Southlake, Texas 76092
Phone 817-748-8312
Fax.817-748-8010
tslifka(a)ci.south Iake.tx. us
C ityofSouth lake. com
* Current Bidding Opportunities *
Please take a moment and click on the appropriate link below to complete our Purchasing
Department Survey. Your answers will help us to continually improve our services.
* City Staff Survey
* Internal Staff Bid Survey
* Vendor Survey - How are we Doing?
eMce«rr
2021 Award Winner
From: Tiffany Bell <tbell@marqueerents.com>
Sent: Wednesday, May 11, 2022 12:10 PM
To: Timothy Slifka <tslifka@ci.southlake.tx.us>
Subject: RE: Contract Renewal for City of Southlake
Yes, we will request the 1%. Thank you!
t
From: Timothy Slifka <tslifka(c@ci.southlake.tx.us>
Sent: Wednesday, May 11, 2022 12:07 PM
To: Tiffany Bell <tbell@marqueerents.com>
Cc: Hillary Cromer <HCromer@ci.southlake.tx.us>
Subject: Contract Renewal for City of Southlake
Good afternoon Tiffany.
I have started working on our contract renewal. This contract renews August 17, 2022.
Will you be requesting the 1%available increase allowed at this renewal?
If no increase is requested, please respond with "No Increase Requested" and I can get this renewal scheduled for City
Council approval.
If you will be requesting the 1% increase, please let me know and I will send you additional paperwork for your review
prior to our City Council approval.
Tim
Timothy Slifka, CPPO, CPPB
Purchasing Manager
1400 Main Street Suite 420
Southlake, Texas 76092
Phone :817-748-8312
Fax:817-748-8010
tslifka(a) ci. south Iake.tx. us
CityofSouthlake. com
* Current Biddina O000rtunities *
Please take a moment and click on the appropriate link below to complete our Purchasing
Department Survey. Your answers will help us to continually improve our services.
* City Staff Survey *
* Internal Staff Bid Survey
* Vendor Survev - How are we Doina?
d�.M f
Fee
2 l Award Winner t°'_
June 29, 2021
Marquee Event Group, Inc.
3200 Belmeade Dr.
Carrollton, Texas 75006
Attn: Ms. Tiffany Bell
SOUTHLAKE
0
ORIGINAI, DOCUMENT
CITY OF SOUTIILAKE
Council Actiona'N
Ord./Res. No.
Date Approved
Subject: Contract Award Notification for Indoor and Outdoor Event Equipment Rental and Related Services
RFP2105BI80SB210007
Dear Ms. Bell:
The City of Southlake is pleased to inform you that Marquee Event Group, Inc, of Carrollton, Texas is the awarded vendor for
"Indoor and Outdoor Event Equipment Rental and Related Services RFP2105B 180210007" The award and this agreement are
based on your proposal to the City, copy enclosed. This is a single vendor award contract. Your company s award is attached.
This award was approved by the City of Southlake City Council on k017,AZ/.
The terms and conditions proposed and accepted in this agreement are as follows:
Payment Terms:
Net 30 days (Unless otherwise noted — such as pre- and/or partial payment)
Estimated Quantities:
The City does not guarantee to purchase any minimum or maximum quantity but does contemplate
purchasing the awarded items exclusively during the term of the contract from the successful
vendors.
Method of Payment:
Shall be made by City procurement card or purchase order
Delivery Terms:
FOB Destination
Delivery Locations:
Vendor Delivery or City employee pick-up.
Term of Contract:
The term of awarded contract shall remain in effect for twelve months from date of award and is
eligible for up to four (4) one (1) year annual renewals
City Contact:
Sarah Binion 817-748-8919
Send all billing to:
City of Southlake
accountspayable(@,ci.southlake.tK.us (preferred) or
1400 Main Street. Suite 420. Accounts Payable, Southlake, TX 76092
Other Charges:
The City of Southlake is a taw -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.
Sincerer
Tim SlifkI4cp
Purchasing Manager
City of Southlake
1400 Main Street, Suite 420
Southlake, Texas 76092
tslifka@ci.souLhlake.tx.us
ci.southlake.tx.us
Contract and Award A cepted:
Signed: Date:\`'��
M r Jo uffman
City of Southlake
Appendix B — Proposal
Submittal Checklist: (To determine validity of proposal)
—Appendix B (pages 8 through _16J must be included in the proposal submittal
Appendix C Conflict of Interest Form (page _16_) must be included in the proposal submittal.
Form 1295 Certificate of Interested Party must be included in the proposal submittal. See Page 2.
BB 89 and SR 252 Acknowledgement. See Page _IJ_.
NNML%t t t
t t t i t i i
RFP Number:
RFP2105BI80SB210007
Indoor and Outdoor Event Equipment Rental
Project Title:
and Related Services
Submittal
3:00 P.M. (CST), Friday June 11, 2021
Deadline:
Submit Electronically* to: https://southiake.bonfirehub.com/login
* Requires email account login and password.
Proposer Information:
Marquee Event Group, Inc
Proser's Ugall Name:
Address:
3200 Belmeade Dr
CitV. state & DID
Carrollton TX 75006
Federal Employers
Identification Number #
81-1350224
Phone Number.
1 214-458-0178
IF. Nmber:
972-381-8001
E-Mail Address:
tbell@marqueerents.com
Proposer Authorization
1, the undersigned, have the authority to execute this Proposal in its entirety as submitted and enter into a contract
on behalf of the Proposer.
Printed Name and Position of Authorized Representative: Michael Lane
Signature of Authorized Representative: #1611ad, lmu
Signed this 10th (day) of June (month) 2021 (year)
1 learned of this Request for Proposals by the following means:
Newspaper ,Advertisement
❑ Southlake Website
Mailed Me a Copy
Bonfire
City E-mail Notification
Cold Call to City
X Other
City of Southlake - RFP2105B180SB210007 - page 8 of 17
Primary Responses
aecnaa: AN data is vaum
Quidefiry
SOON.
Group t Outdoor Tents
Bid
Sucaas: AN value. isaed
Bid
dIa
1Ux10 Tent (Frame S Canopy)
I
Par 0,
5132.60
S13260
Seceaea:4vuueeprovWed
Bid
a1-2
10 a 20 Tent (Frame B Canopy(
I
Per Day
iUSa.
52a910
Sucess:4veM1xfprovided
Bid
NI-3
20 x 20 Tent (Frame S Canopy)
I
Per Day
$33350
S33550
Sucesc 4 ad. prvrlMd
Bld
aH
10 x 30 Tent (Frame d Canopy)
I
Per Day
5318.25
531825
Slrcuee:4raluaspr"ded
Bid
a1-5
30 x 30 Tent(Frome B Canopy)
I
Per Day
563125
563125
Succeed: 4 voids previded
Bid
d1-6
Fire Package (Lighted Exit Sign, Lighted No
I
Per Day
05150
15150
Smoking Sign, Fire Extinguisher)
SucUq: 4 value pmvlded
Bid
o1-1
Sidewalls-10•
1
Per Day
S13 SO
S1300
Sucaas:4ealuMprovMea
Bid
e1-0
Sidewalls-2W
1
Per Day
52500
52500
Not Bidding
No Bid
st-9
Sidewalls-30-
1
Par Day
Success: 4 rekre provided
Bid
C1-10
Side Walls 1ox20
I
Per Day
53360
53360
Side. All value provided
Bid
d1.11
Center Pole Covers
1
PerDay
515000
$150.00
9ocpaa:4vtlueepreWeO
Bid
a1-12
Side Pole Covers
Pay Day
52650
$2650
Not Bidding
No Bid
41-13
55 gallon Water Barrels wl No Water
I
Per Day
Not Bidding
No Bid
e'.Ia
55 gallon Water Barrels wi Water
I
Per Day
Not Bidding
No Bid
91-15
Water Barrel Linen Cover - Black
t
PerOay
NOI Bidding
No Bid
d1-16
Water Bartel Linen Cover - White
I
Per Day
Not Bidding
No Bid
1I-17
Vinyl Water Barrel Cover
I
Per Day
Sucese: 4 valid. paving
Bid
.1-18
Tent Chandelier
I
Par Day
526525
$26525
So...: All values yrerlded
Bid
01-19
Tent 20 inch Disco Ball
I
Parody
S45M
545,00
Sueee: AN .1. Provided
Bid
p1.0
Par 64 Light Conventional
I
co, Day
539 an
53900
Success: 4 value provided
Bid
41-21
Tent Tud-Green Per Sq. FL
I
Per Day
$095
$096
5uceda:All valuds provided
Bid
vL22
Tent Tud - Blue Per Sq. FL
I
Per Day
$0.95
S395
Succeed: All Muesproolded
Bid
d1-23
Tent Turf Black Per Sq. FL
I
Per Day
3335
$095
Succdae All values provided
Bid
e1,4
Tent Wood Floor Per Sc. Ft.
I
Per Day,
5155
5155
Success: All valued Provided
Bid
Al 25
Concrete Weight 3501b
I
Per Day
$2040
32040
Success: All values provided
Bid
41.5
Concrete Weight 3501b Cover
I
Per Day
Sa40
S9a0
Group 2 Outdoor Furniture
rvo1 Bidding NO old dza Plastic Folding Rectangular 6 R Table 1 Par oey
Not Bidding NO Bid nag Plastic Folding Rectangular it Table I Per Day
Sales: All value. provided Bid Q-3 Wood Folding Rectangular 6 R Table 1 Per Day S9.95 59.95
aveal AM vale. provided Bid 42-a Wood Folding Rectangular 8 R Table 1 Per Day Sm30 a1030
Sa¢m: All taMS provided Bid d2.5 Round Woad Cocktail Table 36" 1 Per Day S1055 $10.55
rvo1 Bidding NO Bid 425 Round Plastic Cocktail Table 36" 1 Per oay
Not Bidding No Bid 421 Round Plastic Folding Table 40" 1 Par Be,
sale..: All value. Prevld.4 Bid day Round Wood Folding Table 36" 1 Per Day 39.55 S9.55
Success: AO values provided Bid nag Round Wood Folding Table 4V I Per Day S9.55 3555
.vat B,ed.ng No Bid 12-10 Round Plastic Lawn Table 36' 1 Pete,
Success: A9 value. pmvieed Bid 4-11 Metal Folding Chair I Per Oay S 165 $1.65
Success: AM values Provided Bid 42-12 Plastic Folding Chair Per DOy S165 S165
Not ending No Bitl 42-13 Plastic Lawn Chair I Per Be,
Succeed: AN valves provided Bid d2-11 Black Garden Padded Folding Chair 1 Per Day S305 33.05
Success: M ssWea'..Ideal Bid d2-15 While Garden Padded Folding Chair I Per Day S305 53.05
Succ.e: M vtlu. provided Bid 42-16 Fruitwood Garden Padded Folding Chair I Per Day 5305 5305
Sucu.: AN values provided Bid 42-11 Natural Garden Padded Folding Chair 1 Per Day S305 53.as
Success AM provided Bid d2-t0 Outdoo r 6 R Ports ate Be r I Per Day 5100da S10800
Succeec Mvelwd provided Bid d249 Outdoor BR Portable Bar 1 Per Day $1T5.W SI7500
Success. A9va1u.a provided Bid 42-20 Wood Farm 8 R Table I Per Day 5125.00 312500
Success: Ali values provided Bid na21 Wood Farm 8 R Bench I Pm Day Sea 30 Seal 30
Success: All values provided Bid d2-22 Wood Picnic ] R Table I Per Oay S 16312 S un 12
Group 3 Outdoor Accessories
Sucua: All values gookkd Bid x11 Cafe String Lights Per 50R I Per Day SIlo00 5110➢0
Succ.s: M values provided Bid 43.2 Cafe String Lights 100 Fool Length I Per Day 321, oo 521100
Success: An value. prdmdad Bid .3 Black Outdoor Stanchion 1 Per Day $16.Is 3 16 15
Bud... a: AB either. Provided Bid 4Ya Chrome Outdoor Stanchion 1 ?er 0av 510.55 31a 55
See...: All vale.. provided Bid rs5 Black Outdoor Rope for Stanchion 8 I Per Day $9.50 $9.50
Success: All
Bid
a36
Black Pull Out Stanchion with 6 R Retractable 1
values provided
Belt
Suceeso All values provided
Bid
.7
1,500 Wad Electric Stand Mount PaBo Heater 1
Sua...: An values pr..id.d
Bid
a35
Propane Heater 1
succeaa: All values provided
Bid
N 9
30"Pedestal Fan 1
Not Bidding
NO Bid
aym
Pod Cool 24" 1
Not Bidding
No Bid
411
Part A Cool 36" t
Net Bidding
NO Bid
-NQ
Mister I
Not Bidding
No Bid
a}t3
26KVW Low Noise Diesel Generator with Fuel to 1
Provide Full Capacity Operation for 8 Hours
:Succa4ln Nvaklae p.oylMG
Bid
.3 v
Outdoor 3' x 3' White or Black Dance Floor for
Hard Surface
Success: AN values provided
Bid
4a 5
Outdoor 3'x 3' White or Black Dance Floor for 1
Grass Surface
Secre4s: Aay.lu.s Pdvlded
Bid
.}16
Outdoor 4' x 4' White or Black Dance Floor for
Hard Surface
Acute.: Saralee. advised
Bid
4}17
Outdoor CA 4' White or Black Dance Floor for 1
Grass Surface
Success: As..less paoetedl
Bid
a3-1e
Outdoor 3' x 3Wooden Dance Floor for Hard 1
Surface
suc.a.., All values provided
Bid
.3-19
Outdoor 4' x 4' Wooden Dance Floor for Hard 1
Surface
Nor Bmmn9
No Bid
dam
to- Market Umbrella with Stand (black, green or
real
Not Bidding
No Bid
a121
Pola 43" 1
Actuate: AN values Provided
Bid
qu
White Picket Fence Panel 1
success, Aa.aleespdvlEed
Bid
03-23
7' Ynyl Umbrella with Stand White 1
viol Bidding
NO Bid
43-21
S' Vinyl Umbrella with Stand White
Success: AN values pr.vised
Bid
a3-25
Black Deck Stage Panel 4' x 4' Adjustable Height I
Success: As values pr.alded
Bid
a3.36
Black Deck Stage Panel 4' x 8' Adjustable Height
Success: An ..I... provided
Bid
0327
Stage Skid 4' x 4'
Sue...: AlLalues p,..load
Bid
A}28
Stage Skirt 4'x 8'
Success: AN values Provided
Bid
a129
Stage Steps 1
su«ea: All values provided
Bid
1130
Stage Carpet 4' x 4' Deck
Success: All valu.a pr.,dad
Bid
a3Q1
Stage Carpet 4' x 8' Deck 1
Pero, 316.15 $16.Is
Per Day 515450 S15a.50
Per Day 527500 527500
Per Day 550.00 $50.00
Par Day
Per Day
Per Day
Per Day
Par Day 51900 31900
Par oay S 32.00 s 3200
Per Day $2100 s21 00
Per Day $32.0 $32.00
Per Day 519.55 1 19 55
Per Day S 2100 S 2100
Per Day
Par0ay
Per Day 52650 a26311
Per Day 530.00 530.00
Per Oay
Per Day 54000 aAN oc
Per Day S8500 5950(
Per Day 31500 5150E
Per Day 53000 5300E
Per Day 56500 5650(
Per Day 535.00 5350(
Per Day 57000 57001
Group J Indoor Furniture
Not Biasing NO Bid da-1 Laminate Conference Table 8' x 18" 1 Per Day
Succav: All values pr.,,d.d Bid .42 Wood Conference Table 8' a 111" 1 Par Day 5 t0.10 $1010
Not Bidding NO Bid d45 Laminate Conference Table 8' x 24" 1 Per Day
Nor a.don, No Bid is-4 Laminate Conference Table 6- A 19" 1 Per Day
Succese: All values pro Mad Bid da.5 Wood Conference Table 6' x 19" 1 Per Day 5 10.10 5 10.Io
S..mss: All values Provided Bid 44-6 Banqual Table We 30" 1 Per Day $9.55 $9.55
Success: An values provided Bid dsl Farm Table 66"Round 1 Per Oay 512250 512750
5.... s.'. All value. Promd.d Bid .8 Bench Fe. 6' a 6'. 18" 1 Priority 5"'M S66.30
5.... ss: An values provided Bid d 9 Black Padded Chiavan Chair I Parody S'go 5700
success: All value. Provided Bid a -to White Padded Chiavan Chair I Par Day 5700 $700
,or Biddnl9 NO Bid da-l1 Clear Padded Acrylic Chiavan Chair I Par Day
Succeed: All served provided Bid d+12 Gold Padded Chiavan Chair I Par oay treat STW
5o..: AN dalwa proviMd Bid se-15 Silver Padded Chiavan Chair I Per Day 17.00 5700
success: AN'.lira provided Bid 44-14 Fruitwood Padded Chiavarl Chair I Per Do, $100 5200
So,..: AN value; Provided Bid .-Is We lnul Padded Chiavan C hair I Peroay S11N 5aoo
success: All values Pruvidee Bid .16 Acrylic Ghost Chair I Par Day 51500 515.Do
Success : Mvdues Prodded Bid da-11 Clear Bubble Chair I Peroay 5105D 51050
Sua.ea: Ali values Provided Bid 9.-18 Black Padded Chiavan Bar Stool I Per Day $1am $te o0
success: All values povlaed Bid .-N White Padded Chiavari Bar Stool I Per Day 51800 51600
dear Bidding No Bid rt.-N Clear Padded Chiavan Bar Stool I Per Day
Success: All values prwMed Bid da-21 Gold Padded Chiavan Be( Stool 1 Par Day slow 51500
suaou.: AN at.. p-video Bid W-22 Silver Padded Chiavan Bar Stool I Par Day 51am 51800
Success: AN values provided Bid d422 Fruitsvood Padded C hlava if Bar Stool I Per Day 51900 Slogo
5ucnv:All values p.video Bid Ill Walnut Padded Chiavan Bar Stool I Per Day SIB 00 1MOD
suat..a: AN value. payload Bid .25 Indoor Portable Bar Black-6 Foot I Par Day 55156 58155
Not Bidding NO Bid IH-26 Indoor Portable Bar Black —B Fool I Per Day
Not Bidding NO Bid d+-2-, Indoor Portable Bar Wood Grain-6 Foot I Per Day
Bus cev: All values p,.vi&d Bid u-26 Indoor Portable Bar Wood Grain —B Foot I Purger $214.45 $214.45
Group 5 Indoor Accessories
Success: All values provided Bid d9.1 Indoor ]v 3' White or Black Dance Floor for I Per Day 5 19 M a 1900
Hard Surface
Sucau: All values provitled Bid a6-2 Indoor 3'x 3' White or Bloc k Dance Floor for 1 Per Day 5 32 Do 53200
Grass Surface
Su.m.: All value. provided Bid a5-3 Indoor ' a 4' Wh its or Blac k Dance F loor for I Per Day 52100 521.00
Hard Surface
decade: All vales.. provided Bid d5.4 Indoor 4'x 4' White or Black Dance Floor for par Day 53200 55200
Grass Surface
Success: N values provided Bid .i5 Indoorl a5 Wooden Dori 0FI00r for Ha to Per Osy 519M 519 00
Surface
Succas¢Nraluesprovlded Bid 466 Indoor 4'. 4' Wooden Dance Floor for He of I Per Day 52100 5210
Surface
So.U. Ail values pmrwd Bid nsv Remote Controlled Par 54 L E D Be ttery, Operated I per Day 555 55 556.65
Uplights with Charger
Suess: N valu.s provided Bid dSfi Remote Controlled Par 64 LED Battery Operated I Per Day 556.65 556.65
Uplights with Charger
SUC<»CNVJw gwYN BN aiv Remote Controlled Par D610 LED Battery I Per Day 3of 50 $10000
Operated Uplights with Charger
Suciani vaNlea provided ON aSIO Slim Par 56 LED 120V Uplights with Charger I Per Oay a 56 65 asses
Sessions: Nardi prwlMd Bid Y5-11 Aluminum Easel 60" 1 Per Day $2000 52000
Succom: N values prorWd Bid 45-13 Plastic Table Cover Round 36"Red Fitted I Per Oay Saga Sam
Sutton: AN redeem; Provided ON dill Plastic Table Cover Round 36'Royal Fitted I Per Day $am Sam
Not Bidding NO Bid pits Throne Chairs Set (Pair) 1 per Day
Not bidding No Bid a5,5 Throne Sofa 6' or 8' If I Per Day
Suc.... : Nvakes prdvid.d Bid d5_15 Pipe and Drape 10 x 10 Singk Booth Set Up I Pw Day S O5.00 5115A0
Success: A6 value W<vlded Bid dS1I Pipe and Drape 10 x 20 Double Booth Set Up I Per our 328000 521000
Success: An values provided Bid as. 1a Pipe and Drape Panel Set Up 10 x 25 1 Per Day S 35000 a 350.00
Group 6 C-atering and Service Equipment
Succasa: N values provided Bid a I Pilsner 14 oz Minimum Capacity I car Day $0.20 sd.20
Su"em: AN values provided Bid d62 14 oz All Purpose Wine Glass I Per Day S0es $066
Sucwaa: All values provided Bid o63 9 oz All Purpose Wine Glass Per Day aads 50.65
!uc<ees: An values provided Bid dba 11 o2 Tea Goblet I Per Day SD65 5095
Suss...: All value. provided Bid .5 19 oz Rocks Glass I Per Day 5065 5165
lucan: All values knolded Bid s5.5 Champagne Glass I Per Day 50.65 $065
Bear...: All values p.vid.d Bid K7 Electric Holding Cabinet lWarmer1120V 1 Per Day 515255 i14I d5
Minimum Capacity 12 Hotel Pans
Success: All values provided Bid disk Non-Electnc Food Pan Carrier. Minimum 4 Full- I Per Day S9240 392Ao
Size Hotel Pan Capacity
Not Bidding No Bid 469 Frozen Beverage Machine 8 Quart I om Day
Not Bidding No Bid 4610 Frozen Beverage Machine 12 quart I Per Day
Success AN vales. Provided Bid .11 5 Ga lion Drm k C contains r - Black I Per Day 523,30 $2330
Not Bidding NO BItl 461E Wedding Cake Stand Godl:Silver Round 18" t Per Day
Not Bidding No Bid 46u Wedding Cake Stand Gold/Silver Square 18" 1 Pet Day
5...: N glues pravWed Bid .14 Wadding Cake Stand God/Silver Round 22" 1 Parody set 50 $51 so
Sucuts:Nnluerprovmed Bid 4615 Wedding Cake Stand Gold/Silver Square 22" 1 Per Day 55150 $5150
Not Bidding No Bid a61s 1 Tier Cupcake Stand Gold/Silver 1 Per Day
Not Bidding No Bid AFII 5 Tier Cupcake Stand GoIdlSilver I Per Bay
Sid. N vakres permed Bid 461E Single Lamp Heating Buffet lamp w151and I Per Bay 5Blod 56100
scauass:Nvakrspomaed Bid 46-1s Dual Lamp Heating Buffet Lamp vistand I Per Day s 51 as s 5185
aueues:Nveluet prvvdM Bid 4620 80uin FUllSize Charring Dish I Per Day 53045 $3045
Smues:Nvakre pmvNM Bid .21 Full -Size Hotel Pan I Per Day S170 5370
Suc4rac Nvaluea prvrmed Bid 46-R Pilsner l2oz Glass I Per Bay 5Ol0 5070
bupraa:N VYuea povm.d Bid 48-23 3.5 oz All Purpose Glass I Per Day 5065 SOBS
Sus All waders prviaed Bid 46-24 11.5 or ice Tea Glass I Parody S065 $0.65
Sid. All select prpvmq Bid de-n 12 or Tom Collins Glass I Per Our $055 $065
aucus N raked podded Bid M26 Thermo Vac 5 Gallon Drink Container I Per Day 52720 S2720
Group 7 Linens
a...: All unless; provided Bid 47.+ 132 Poly Round Table Cloth - Black I Per Day 51440 S1440
Succaes: N wteee prodded Bid t72 132 Poly Round Ta ble C loth - White I Par Day 51440 S14.40
Buueac Nvailres pmvHed Bid 47.3 132 Poly Round Table Cloth - Assorted I Per Day 51440 3 14 40
Sucws:Mvadrialudwaea Bid 474 120 Poly Round Table Cloth - Black I Per Day $1440 S1440
See.ne Allrewee Prortem Bid a75 120 Poly Round Table Cloth - White I Per Day S1440 51440
Success: N values provided Bid azs 120 Poly Round Table Cloth - Assorted I Par Day 31440 51410
Su4ues: N values p.ol"d Bid 077 6' Poly Round Table Cloth - Black I Per Dey 51440 S1440
Sutter.: N values imulded Bid 47.8 6 Poly Round Table Cloth - White I Per Day s1440 S1440
One waa: AN to.. provided Bid V-9 6' Poly Round Table Cloth - Assorted I Per Day 51440 S1440
Success: All values provided
Oid
97-10
8' Poly Round Table Cloth — Black I
Per Day
51440
SIUO
su.cea.: All values provided
Bid
a2-11
8' Poly Round Table Cloth —While I
Per Day
51410
S 14 10
Success: All value. p,.video
Bid
41-12
6' Poly Round Table Cloth — Assorted I
Per Oay
51a.40
Suw0
Sue.... AO value. provided
Bid
.1-13
Linen Spandex Black 30" Round x 42"H I
Per Day
S4130
$41 30
su..... AN values provided
Bid
av-14
Rectangle 90"x 156"White I
Per Ony
51a10
514.40
sucuu: All values provided
Bid
o'_ 15
Rectangle 90" x 166" Assorted Colors I
Per a.,
S 14 so
S 1440
Success: All values provided
Bid
0.1-I6
Caenays—Poly I
Per Day
51180
$11.80
Success All values provided
Bid
o7�12
Overlays — Lamour I
Par Day
52225
52275
Success: All values prevlded
Bid
.1-18
Overlays —Iridescent Crush I
Per Day
$23.95
$2395
Success: Ad values provided
Bid
47.19
Overlays — Sequin 1
Per Day
S4550
S43.50
Success: All values provided
Bid
47-20
Overlays —Bengaline 1
Per Day
545.50
945.50
Success: AO values provided
Bid
>2-21
Overlays — Shantung I
Per Day
52225
Sn75
5uccos: AO values Bonded
Bid
41-22
Napkins — Black Poly I
Per Day
$0.0
30.45
Success: AN values provided
Bid
.1-20
Napkins — While Poly I
Per Day
S045
5045
Suc¢ss: AS slues provided
Bid
.1.24
Napkins —Assorted Poly I
Per Day
1045
5045
Additional Charges
Success- Allvalues prevmed
Bid
a0-'
After Hours Delivery Fee I
Per Each
Sn500
Sll500
Sucwsa: All value poyidedl
Bid
.12
Timed Delivery I
Per Ea.
532500
SPSill
Success : Ad values provided
Bid
=—
Delivery Fee M-F Sam - spin I
Per Eacn
57500
51500
Not Bidding
NO Bid
solo
Fuel Surcharge Fee I
Per Eacn
sucuu: AN ealva. prevlddd
Bid
ass
Chair Set Up I
Per Eacn
$ I GO
S i d0
success: AM value prevW.d
Bid
465
Table No Linen Set Up Fee I
Par E.
S .25
51 75
Success AN values provided
Bid
19-1
Table with Linen Set Up Fee I
Per Each
s 500
S 500
Sucuss: AM valuee Provided
Bid
Nbe
Concrete Anchor Repair I
Per Each
56.16
$8,18
Success: AO values provided
Bid
4sS
Teardown Chair Fee 1
Per Each
SON
SON
Success: AB India weelded
Bid
Mid
Teardown Table Fee 1
Per Eacn
50.00
so00
Success: AM velu.s prevlded
Bid
aloes
Additional Labor Fee if Required I
Per Mny
550.00
SNoo
accosts: AS value. provided
Bid
4 12
Pick Up Fee M-F Sam - Spur I
Per Eacn
$25.00
52500
Success: All values Provided
Bid
Q,13
After Hours Pick Up Fee I
Per Eacn
SON
loco
Success: All evince provided
Bid
h9-14
Per Order Fee Damage Waiver I
persn.,
3000
sow
Appendix B — Proposal (cunhnwd)
2.
3.
REQUIRED PROPOSAL IN'FOR,IIATION. IN ORDER FOR A PROPOSAL TO RE
CONSIDERED COMPLETE, IAD TO RE EVALC.ITED FORA CONTRACT AF"RD BY THE
CITY, PROPOSER MUST SL BMIT ALL OF THE FOLLOWING INFORMATION:
Proposed Products and/or Services
A. Product or Service Description: Proposers should utilize this section to describe the technical
aspects, capabilities, features and options of the product and/or service proposed in accordance with
the required Scope of Services as identified in Appendix A. Promotional literature, brochures, or
other technical information may be used.
B. Additional Hardware Descriptions: Proposers should also include in this section a detailed
description of what additional hardware and/or software, if any, would be required by the City in
order to fully utilize the goods and/or services proposed.
C. Guarantees and warranties: Each Proposer shall submit a complete copy of any warranties or
guarantees provided by the manufacturer or Proposer with the Proposal submitted.
D. Project Schedule/Delivery Date: Proposer must provide a project schedule noting all projected
completion dates for segments of the Project, from start-up to completion, and all delivery dates for
goods covered by the REP. The Proposal must show the number of days required to deliver and
install the product or equipment after the receipt of the City's Purchase Order.
Cost of Proposed Products and/or Services
A. Pricinv: Pricing shall reflect the full Scope of Services defined herein, inclusive of all associated
cost for delivery, labor, insurance, taxes, overhead, and profit.
B. Schedule of Pricing: Proposer shall quote unit pricing in accordance with the itemized listing of
products or contract segments stated in the Scope of Services and using the following format:
For this procurement the schedule of pricing is not available in hardeopy. You may access it via the
online portal (www.southlake.bontirehub.com). To submit your schedule of pricing, please
download the Bid Table and fill it in accordingly, per the sample below.
For instructions on how to complete Bid Tables. please refer to this article on Bonfire's Support
Website. Please note: even if you do not have additional responses, you must download and re -
upload the blank document. This is to confirm that you do not require any additional costs. If you
have any additional items, please till out the Additional Responses template accordingly.
Term of Contract and Option to Extend
Any contract resulting from this RFP shall be effective for twelve months from date of award. The
City anticipates that contract shall be renewed pursuant to the availability of funds and at the discretion
of the City. The following clauses shall be included in the contract:
City of Southlake - RFP2105BI80SB210007 - Page 9 of 17
A. Option Clause: It is agreed that City will have the option to extend the contract for up to four (4)
additional years, in one-year intervals. To exercise this option, the City shall serve notice 30 days
prior to contract termination or to the end of any one-year extension. The Option to Extend will not
be considered if funding is unavailable or if the contractor's past performance is not within the
industry standard.
B. Escalation Clause: Should market conditions prevail which dictate an increase, the successful
contractor may submit documentation requesting permission to increase pricing no later than 30 days
after receiving notice from the City of its intent to extend the agreement. Escalation may only occur
at the time of renewal and only upon securing the approval of the City in writing. Requests for price
adjustments must be solely for the purpose of accommodating an increase in the contractor's cost,
not profits.
Vendors shall show in this quote their anticipated percent of escalation if when the option to extend
is exercised. The percent quoted will be a maximum. In addition, the percentage proposed will be
a factor in determining the best value to the City. It is the average price over the period of the
contract that will be the price factor considered in the cmaluation of this quote. Quotes in which
negative or no escalation is shown will be considered as 0" escalation.
C. Price Increases Upon Extension- If approved by the City. the Contractor shall modify the rates
charged by the Contractor to reflect any changes shown in the comparative statement delivered to
the City. The maximum increase allowed under this provision shall be four percent (4%) per year.
The City shall have authority. in its reasonable discretion, to determine the validity of any change in
Contractor's rates. City cannot exercise the Option to Extend with any price increases unless the
Vendor completes the section of the Quote requesting anticipated percentage of annual escalation.
First Additional Year Escalation Percentage .............................................. 1 %
Second Additional Year Escalation Percentage ............................................ 1.5 %
Third Additional Year Escalation Percentage ............................................ 1.5 %
Fourth .Additional Year Escalation Percentage ............................................ 1.5
4. Proposer's Experience / Staff
A. Project Team: Identify all members of the Proposer's team (including both team members and
management) who will be providing any services proposed and include information which details
their experience.
B. Removal or Replacement of Staff: If an assigned staff person must be removed or replaced for any
reason, the replacement person must be approved by City prior to joining the project.
C. Business Establishment: State the number of years the Proposer's business has been established and
operating. If Proposer's business has changed names or if the principals operating the business
operate any similar businesses under different names, or have operated any other businesses or
changed the legal status or form of the business within the last five (5) years, all names. of
predecessor business names, affiliated entities, and previous business entities operated by the
principals, if different than present, must be provided;
State the number of years' experience the business has: 18 : and the number of employees:
200
D. Project Related Experience: All Proposals must include detailed information that details the
Proposer's experience and expertise in providing the requested services that demonstrates the
Proposer's ability to logically plan and complete the requested project.
Cio of Southlake - RFP2105BI80SB210007 - Page 10 of 17
5. References
Proposer shall provide four (4) references where Proposer has performed similar to or the same types- of
services as described herein.
Reference # I:
Client / Company Name:
City of Addison
Contact Name:
Contact Title:
Bethany Kadivar
Special Event Coor
Phone: 972-450-6231
Email: bkadivar@addisontx.gov
Date and Scope of Work Provided:
Kaboom Town, Taste of Addison, Oktoberfest
Tenting, staging, lighting,
tables, chairs, linens, crowd control
Reference #2:
Client, Company Name:
Dallas Arboretum
Contact Name:
Contact Title:
Angela Rollins
Sr. Event Director
Phone: 214-575-6512
Email:
arolIins@dallasabroretum.org
Date and Scope of Work Provided:
Madd Hatters, Food & Wine Festival, Weddings, Fund Raisers, Dallas Blooms
Tenting - long/short term, staging, lighting, dance Floors, tables, chairs, linens, crowd control
Reference #3:
Client % Company Name: Two Sisters Catering
Contact Name:
Contact Title:
Monica Wilson
Director
Phone: 972-825-1219
Email: monica@twosisterscatering.com
Date and Scope of Work Provided: Private & Corporate Events
Tenting, staging, lighting, dance floors, tables, chairs, linens, bars, table top items, cooking
equipment
Reference #4:
Client Company Name: Texas Women's University
Contact Name:
Contact Title:
Beth Lewis
Director
Phone: 817-614-7968
Email nlewis@twu.edu
Date and Scope of Work Provided:
All school events - tents, lighting, staging, tables, chairs, linens, bars
City of Southlake - RFP2105RI80SB210007 - Page I I of 17
6.
8.
Trade Secrets and/or Confidential Information
Trade Secrets and/or Confidential Information: This proposal _ (does) _ (does not) contain trade
secrets and/or confidential information. If applicable, describe such trade secrets and confidential
information, and the basis for your assertion that such material qualifies for legal protection from
disclosure.
Federal, State and/or Local Identification Information
A. Centralized Master Bidders List registration number:
B. Prime contractor HUB M WBE registration number:
C. An individual Proposer acting as a sole proprietor must also enter the Proposer's Social Security
Number: 4
Emergency Business Services Contact Notice
During a natural disaster, or homeland security event, there may be a need for the City of Southlake to
access your business for products or services after normal business hours and/or holidays. The City may
request City employee pick up or vendor delivery of product or services.
For this purpose, a primary and secondary emergency contact name and phone number are required. It
is critical the vendor's emergency contact information remains current. City shall be contacted by E-
mail with any change to a contact name or phone number of these emergency contacts. Updates may be
emailed to vendors 2ci.southlake.tx.us.
All products or services requested during an emergency event are to be supplied as per the established
contract prices, terms and conditions. The vendor shall provide the fee (pricing) for an after-hours
emergency opening of the business, if any. In general, orders will be placed using a City of Southlake
procurement card (Master Card) or City issued Purchase Order. The billing is to include the emergency
opening fee, if applicable.
The contractor shall provide the names, phone numbers and fee (pricing), if any, for an after-hours
emergency opening of the business listed below.
Business Name: Marquee Event Rentals
Contract 4:
Description:
Primary Contact (Name): Michael Lane
Primary Contact Phone Numbers: Home:
Secondary Contact (Name): Tiffany Bell
Secondary Contact Phone Numbers: Home:
Cell: 214-458-0178
After Hours emergency opening fee. if applicable: S $300
City of Southlake - RFP2105BI80SB210007 - Page 12 of 17
9. Cooperative Governmental Purchasing Notice
Other governmental entities maintaining interlocal agreements with the City, may desire, but are not
obligated, to purchase goods and services defined in this RFP from the successfd Bidder. All purchases
by governmental entities, other than the City, will be billed directly to and paid by that governmental
entity. The City will not be responsible for another governmental entit}'s debts. Each governmental
entity will place their own orders with the successful Bidder and be responsible for ensuring full
compliance with the RFP specifications. Prior to other governmental entities placing orders, the City will
notify the successful Bidder of their intent.
Please indicate below if you will permit other governmental entities to purchase from your agreement
with the City.
I x I Yes, Others can purchase I I No, Only the City can purchase
If. CONTRACT TERMS A;VD CONDITIONS. EXCEPT WHERE PROPOSER (LIKES SPECIFIC
EXCEPTION IN THE SUBMITTED PROPOSAL, ANY CONTRACT RESLLTLVG FROh1 THIS
RFP WILL CONTALN THE FOLLOWLVG TERMS .IND CONDITIO.'YS, WHICH PROPOSER
HEREBY ACKNOWLEDGES, AND TO WHICH PROPOSER AGREES BY SLBMITT6VG A
PROPOSAL:
Delivery of Products and/or Services
A. Payment Terms: Unless otherwise specified in the Scope of Services or otherwise agreed to in
writing by the City, payment terms for the City are Net 30 days upon receipt of invoice.
B. Warranty of Products and Services: All products furnished under this contract shall be warranted to
be merchantable and good quality and fit for the purposes intended as described in this Proposal, to
the satisfaction of City and in accordance with the specifications, terms, and conditions of the Scope
of Services. and all services performed shall be warranted to be of a ;ood and workmanlike quality,
in addition to, and not in lieu ot, any other express written warranties provided.
C. Late Delivery or Performance: If Proposer fails to deliver acceptable goods or services within the
timeframes established in the Project Schedule, the City shall be authorized to purchase the goods
or services from another source and assess any increase in costs to the defaulting Proposer, who
agrees to pay such costs within ten days of invoice.
D. Title to Goods and Risk of Loss: For goods to be provided by Proposers hereunder, if any, the title
and risk of loss of the goods shall not pass to City until City actually receives, takes possession, and
accepts the goods and the installation of such goods, has tested the system, and determined that it is
in good and acceptable working order.
2. Miscellaneous
A. Independent Contractor: Proposer agrees that Proposer and Proposer's employees and agents have
no employer -employee relationship with City. Proposer agrees that if Proposer is selected and
awarded a contract, City shall not be responsible for the Federal Insurance Contribution Act ( FICA)
payments, Federal or State unemployment taxes, income tax withholding, Workers Compensation
Insurance payments, or any other insurance payments, nor will City furnish any medical or
retirement benefits or any paid vacation or sick leave.
B. Assignments: The rights and duties awarded the successful Proposer shall not be assigned to another
without the written consent of the Purchasing Manager. Such consent shall not relieve the assigner
of liability in the event of default by the assignee.
C. Liens: Proposer shall indemnity and save harmless the City against any and all liens and
encumbrances for all labor, goods, and services which may be provided to the City by Proposer or
Proposer's vendor(s), and if the City requests. a proper release of all liens or satisfactory evidence
of freedom from liens shall be delivered to the Citv.
City of Southlake - RFP2105BI80SB210007 - Page 13 of 17
D. Gratuities Bribes: Proposer certifies that no bribes in the form of entertainment, gifts, or otherwise,
mere offered or given by the successful Proposer, or its agent or representative, to any City officer,
employee or elected representative. with respect to this UP or any contract with the City, and that
if any such bribe is found to have been made this shall be grounds for voiding of the contract.
E. Financial Participation: Proposer certifies that it has not received compensation from the City to
participate in preparing the specifications or RFP on which the Proposal is based and acknowledges
that this contract may be terminated and/or pavrttcnt withheld if this certification is inaccurate.
F. Required Licenses: Proposer certifies that he holds all licenses required by the State of Texas for a
provider of the goods and/or services described by the Scope of Services herein.
G. Authority to Submit Proposal and Enter Contract: The person signing on behalf of Proposer certifies
that the signer has authority to submit the Proposal on behalf of the Proposer and to bind the Proposer
to any resulting contract.
H. Compliance with Applicable Law: Proposer agrees that the contract will be subject to, and Proposer
will strictly comply with, all applicable federal, state, and local laws, ordinances, rules, and
regulations.
1. Compliance with HB 89: Proposer agrees per HB 89 vendor shall not boycott Israel at any time
while providing products or services to the City of Southlake.
[ xI Yes, we agree ( I No, we do not agree N/A
J. Compliance with SB 252: Proposer agrees per SB 252 vendor shall not do business with Iran.
Sudan or a foreign terrorist organization while providing products or services to the City of
Southlake.
I x I Yes, we agree [ I No, we do. not agree
3. Financial Responsibility Provisions
A. Insurance: The Proposer, consistent with its status as an independent contractor, shall carry. and shall
require any of its subcontractors to carry, at least the following insurance in such form, with such
companies, and in such amounts (unless otherwise specified) as City may require:
Worker's Compensation and Employer's Liability insurance, including All States
Endorsement, to the extent required by federal law and complying with the laws of the State
of Texas;
Commercial General Liability insurance, including Blanket Contractual Liability, Broad
Form Property Damage. Personal Injury, Completed Operations/Products Liability,
Premises Liability. Medical Payments, Interest of Employees as additional insureds, and
Broad Form General Liability Endorsements, for at least One Million Dollars ($1,000,000)
Combined Single Limit Bodily Injury and Property Damage on an occurrence basis;
iii. Comprehensive Automobile Liability insurance covering all owned, non -owned or hired
automobiles to be used by the Contractor, with coverage for at least One Million Dollars
($1.000.000) Combined Single Limit Bodily Injury and Property Damage.
B. Indemnification: Proposer agrees to defend, indemnify and hold harmless the City, all of its
officers, Council members, agents and employees from and against all claims, actions, suits,
demands, proceedings, costs, damages and liabilities, including reasonable attorneys' fees,
court costs and related expenses, arising out of, connected with, or resulting from any acts or
omissions of Proposer or any agent, employee, subcontractor, or supplier of Proposer in the
execution or performance of this contract without regard to whether such persons are under
the direction of City agents or employees.
City of Southlake - RFP2105BI80SB210007 - Page 14 of 17
Appendix C — Form CIQ
INFORNLVIION REG.ARUING \ LNDOR ( ON M I M l\ I F.RI.1, I Q(Ks] [ONS_AIRE
M Ho: I he ibllom in,-, pars„ns nwst file a t ,,rt .:.I Intern-1 , uh the t. ;r. ;i tho parson has an
_mplo.ment or husmess: relauonsh I s;th an rtficcr of 'he t ; m ta.xalile ;tic„me x„ 'ding S2.-;00
dunnto the preccdin its-cli:e- month period. or An rf cr, r a me officer's Carid, has accaprcd gifts eelth
an a_.t�r- _ate .slue of more than ?^ifi during the pre. h It I "A 2k; - _n,•,i and the pc ,on cngatoes
;n an,, of the lido,+into aanons.
I contracts ,,r ;eels to contract for the sale :tr purchase of property. g:„:a� I ;a A th the ( it'..
includine An. of the me
a. written and implied contracts. utility purchases, purchase orders, credit card purchases and am'
purchase of goods and scr%ices bs the Cm
b. contracts for the purchase or ;ale of real propertm , personal propem including An auction of
properr\ .
c tax abatement and economic development agreements:.
_. submits a bid to sell goods or serctces, or responds to a request Bx proposal For sera -ices:
?. enters into negotiations with the ( ltv for a contract; or
4. applies for a tax abatement and or-conomte development mccil c that will result in a contract N ith the
Cz
THE F'OLLORING \RECONSIDEREDOFFIC'ERSOFTHE CITI
I Mav or and L w, Council ,Members:
_. (Jr, Manager:
3. Board and Commission members and ipoomted members be the Alarar An,i .n.;l.
4 Directors of 4A and 4B de,- r,.:-, _ rc actions.
-- the executrce directors „r...a-.,,_- - ird IR decehmmcr-:�nrua :. .
_. Directors of the f'it% of '�outhiaA
EYCLFSIONS: A, questionnaire statem. -_ ,.: - :: ... . ,... _.. , : -::_tit official as a
political ;omribution, a gift to a member oiccf ,st or purchase of less
than )2.;00 or a transaction At A price at.: _ _- - - :^I h,r iuod, lodging,
transportation or-ntertamment. or A tram _ .. . _ .._. _. _..ir Ap.ence
V\ HA T: % person or husmess that contra.. - - -- _ - A 'Conflict
of Interest Questionnaire" f H tRM CCU? i v h;o: _ , .:. r ,i A inch ;s
attached to :his guideline the form comae 3:,:,, 1 r husmess
relationships" "ith a municipal officer f tflic;als ma}' xl to ctant% or Inwmr- ,r:ous portions of the
questionnaire.
\1 HEN: The person !r business must file
I the questionnaire -no later than seven da. < After the .late the person or husmess begins contract discussions
or negotiations with the menipahr, ,r sabmr.s an applicamr.n. responds to a request ti!r oroposals or bids.
correspondence, or other ,annne related to a putenaai contract or agreement A ith the ( in. and
an updated questionrl - .crthm sce-n .iay� aver the date of an -cent that would make a tiled
,tuestionnaire incomplete err maecuratc
It does not matter it the submittal of A bi.: r!r en-p,,sal rsults in a s-insect. I he statute require, a vendor to file
A D )RN I CIQ at the time a proposal is suhmftied or nevonations comine nce.
\\ HERE: rho vendor Or potential vendor must mail or deh%er A completed questionnaire to the Finance
Ihpanment. The Finance Department is required by law to post the statements on the City's
wehsNe.
ENFORCENIEN-1 < idar to file a questionnaire is a i lass, misdemeanor punishable h}a tine not to exceed
siu0 It 1s an-xcepnon to prosecution that the person files a Ft )RV I ('I(,) net later than scorn business daa
after the person recefced notice ul a % oiation
NOTE.: ncc ( tt� loss nrn ha:e , .;ur: 1,) :n; re that A Dcrson tics a (lz iflict of Interest i ruesuonnafre.
City of Southlake - RFP2105BI80SB210007 - Page 15 of 17
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ
For vendor or other person doing business with local governmental entity
This questionnaire reflects changes made to the law by H.B. 1491. Both Leg.. Regular Session.
OFFICE USE ONLY
This questionnaire is being Flied in accordance .,,ith Chapter 176. Local Government Code
Date
by a person who has a business relationship as defined by Section 176.001(1-a) , ith a local
governmental entity and the person meets requirements under Section 176.006ta ,.
By law this questionnaire must be filed .vith the records administrator of the local governmental
entity not laterthan the 7th business day after the date the person becomes aware of facts
that require the statement to be filed. See Section 176.006. Local Government Code.
A person commits an offense if the person knowingly violates Section 176.006, Local
Government Code. An offense under this section is a Class C misdemeanor.
jj Name of person who has a business relationship with local governmental entity.
2
Check this box if you are filing an update to a previously filed questionnaire.
(The law requires that you file an updated completed questionnaire with the appropriate filing authority not
later than the 7th business day after the date the onarnaiv nod auastionnaue becomes incomplete or inaccurate
3
Name of local government officer with whom filer has employment or business relationship.
Name of Officer
This section utem 3 including subparts A. 6. C & DI must be completed for each officer with .whom the filer has an
employment or other business relationship as defined by Section 176 0011 I -a i. Local Government Code Attach addiuonai
pages to this Form CIO as necessary
A Is the local government officer named in this section receiving or likely to receive taxable income other than investment
incomefrom the filer of the questionnaire?
Yes F-1 No
6 Is the fiter of the questionnaire receiving or likely to receive taxable income, other than investment income. from or at the
direction of the local government officer named m this section AND the taxable income is not received from the local
governmental entity
Yes E-] No
C Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local
government officer series as an officer or director. or holds an ownership of 10 percent or more'?
F] Yes F� No
D Describe each employment or business relationship with the local government officer named in this section
4
Signature of person doing business with the governmental entity Date
Adopted 0629:2007
City of Southlake - RFP2105BISOSB210007 - Page 16 of 17
Appendix D — No Intent to Submit Form
If your firm has chosen not to submit a proposal for this procurement, please complete this form and
submit to:
City of Southlake
Purchasin, Division. Department of Pinance
1400 Main Street, Suite 440
Southlake, Texas 76092
Please check all items that apply:
Do not sell the item(s) required
Cannot be competitive
—, Cannot provide Insurance required
— Cannot provide Bonding required
Cannot meet specifications highlighted in the attached — Cannot comply with Indemnification
request requirement
__- Job too lane
Job too small
Do not wish to do business with the Citv of Southlake _ Other:
__ Cannot submit electronically
Company Name (Please print):
Authorized Officer Name (Please print):
Telephone: ( )
Pax: ( )
City of Southlake - RFP2105RI80SB210007 - Page I' of 17
SOUTHLAKE
9
City of Southlake
REQUEST FOR PROPOSALS
Proposal Reference Number: RFP2105B180SB210007
Project Title: Indoor and Outdoor Event Equipment Rental and Related Services
Proposal Closing Date: 3:00 P.M.(CST), Friday, June 11, 2021
TABLE OF CONTENTS
Tableof Contents................................................................................................................................ Page I
Request for Proposals
(1) Introduction.............................................................................................................................. Page 2
(2) Definitions ............. - ................................................................................................................. Page 3
(3) GeneralInformation....................................... Page 3
(4) RFP Withdrawals and/or Amendments.................................................................................... Page 3
(5) Estimated Quantities................................................................................................................ Page 3
(6) Proposal Submittal Requirements............................................................................................ Page 3
(7) Proposal Evaluation and Contract Award...._._....................................................................... Page 4
Appendix A - Scope of Services
11) Project Title.............................................................................................................................. Page 6
(2) Scope of Services Contact..........................................................................................._............ Page 6
(3) Special Conditions....................................................................................................................
Page 6
(4) Proposal Evaluation Factors.....................................................................................................
Page 6
(5) Brand Manufacture Reference.......................................................................................
Page 6
(6) Key Events- Schedule................................................................................................................
Page 6
(7) Scope of Services..................................................................................................................... Page 6
Appendix B - Proposal
(-) Label Format for Submittal Packet's Sealed Envelope.............................................................
Page 8
Required Proposal Information
1 I ) Proposed Product......................................................................................................_.............
Page 9
(2) Cost of Proposed Product.................................................................................
..................... Page 9
(3) Term of Contract and Option to Extend...................................................................................
Page 9
(4) Proposer's Experience! Staff......................................................................_.........................
Page 10
(5) References..............................................................................................................................
Page 11
(6) Trade Secrets and/or Confidential Information......................................................................
Page 12
(7) Federal, State and/or Local Identification Information.........................................................
Page 12
(8) Emergency Business Services Contact Notice........................_............................................
Page 12
(9) Cooperative Governmental Purchasing Notice ..............
Page 13
11 Contract Terms and Conditions
I I) Delivery of Products and/or Services.................................................................................... Page 13
(2) Miscellaneous, ................................................... ................................................................... Page 13
(3) Financial Responsibility Provisions...................................................................................... Page 14
AppendixC - Form CIQ................................................................................................................ Page I;
Appendix D - No Intent to Submit Form................................................................_.................... Page 17
City of Southlake - RFP2105BI80SB210007 - Page I of 17
Southlake, Texas
Request for Proposals
Introduction
A. Project Overview: The City of Southlake is requesting Proposals with the intent of awarding a
contract for the purchase of goods and services contained in Appendix A — Scope of Services.
B.Questions: Following are contacts for questions as identified.
i. RFP Clarifications: All questions related to requirements or processes of this RFP should be
submitted in writing to the Purchasing Manager identified in section 2 below.
ii. Scope of Service Questions: All questions related to the scope of services should be submitted
in writing to the contact person(s) noted in Appendix A —Scope of Services.
iii. Re lies: Responses to inquiries which directly affect an interpretation or effect a change to
this RFP will be issued in writing by addendum posted to City website. All such addenda
issued by City prior to the submittal deadline shall be considered part of the RFP. The City
shall not be bound by any reply to an inquiry unless such reply is made by such formal written
addendum.
iv. Acknowledgement of Addenda: The Proposer must acknowledge all addenda by signing and
returning such document(s) or by initialing appropriate area of the Proposal.
C. Notification of Errors or Omissions: Proposers shall promptly notify the City of any omissions.
ambiguity, inconsistency or error that they may discover upon examination of this RFP. The City
shall not be responsible or liable for any errors and/or misrepresentation that result from the
solicitations which are inadvertently incomplete, ambiguous, inconsistent or obi iously erroneous.
D. Conflict of Interest Ouestionnaire (Form CIO): A person or business, and their agents-, who seek to
contract or enter into an agreement with the City, are required by Texas Local Government Code.
Chapter 176. to file a conflict of interest questionnaire (FORM CIQ) which is found in Appendix C.
The form must be tiled with the City Secretary no later than seven (7) days after the date the person
or business begins contract discussions or negotiations with the City, or submits an application.
response to a request for proposals or bids, correspondence, or other writing related to any potential
agreement with the City.
E. Form 1295 Certificate of Interested Parties: In 2015, the Texas Legislature adopted House Bill 1295,
which added section 2252.908 of the Government Code. The law states that a governmental entity
or state agency may not enter into certain contracts with a business entity unless the business entity
submits a disclosure of interested parties to the govemmental entity or state agency at the time the
business entity submits the signed contract to the governmental entity or state agency. The law
applies only to a contract of a governmental entity or state agency that either ( I ) requires an action
or vote by the governing body of the entity or agency before the contract may be signed or (2) has a
value of at least S I million. The disclosure requirement applies to a contract entered into on or after
January I. 2016. Please ;o to the Texas Ethics Commission webpage (www.ethics.state.tx.us) for
full instructions and to complete the required steps for creation of Form 1295. Once the form is
completed online, printed and signed please return the form with your proposal submission.
City of Southlake - RFP2105BI80SB210007 - Page 2 of 17
2. Definitions
Proposal: The signed and executed submittal of the entirety of Appendix B — Proposal.
Proposer. The Proposer and the Proposer's designated contact signing the first page of the Proposal.
Citv of Southlake ("City"): The City of Southlake. Texas.
City Secretarv's Office: The office of the City Secretary of the City, located at 1400 Main Street, Suite
#270, Southlake. Texas 76092. PH: (817) 748-9016; Fax: (817) 748-8270.
Project: The name of this Request for Proposals as identified on the cover sheet and first page of
Appendix .A — Scope of Services.
Purchasing Manager: The City of Southlake Purchasing Manager is Timothy Slifka CPPO, CPPB.
Phone: (817) 748-8312. E-Mail: tslitka2ei.southlakc.tx.us: Fax (817) 748-8010.
Request for Proposals (RFP): The entirety of this document, including all Appendices and Addenda.
Scope of Services: The entirety of Appendix A — Scope of Services.
3. General Information
A. Tax Exempt Status: City purchases are exempt from State Sales Tax and Federal Excise Tar. Do
not include tax in the Proposal. City will famish Excise Tax Exemption Certificate upon request.
B. Public Inspection of Proposals: The City strictly adheres to the Texas Public Information Act (Texas
Government Code Chapter 552.001. et seq.) and all other governing statutes, regulations, and laws
regarding the disclosure of RFP information. Proposals are not available for public inspection until
after the contract award. If the Proposer has notified the City, in writing, that the Proposal contains
trade secrets or confidential information, the City will generally take reasonable steps to prevent
disclosure of such information, in accordance with the Public Information Act. This is a statement
of general policy only, and in no c� ent shall the City be liable for disclosure of such information by
the Citn in response to a request. regardless of the Citys failure to take any such reasonable steps,
even if the City is negligent in failing to do so.
4. RFP Withdrawals and/or Amendments
A. RFP Withdrawal: The City reserves the right to withdraw this RFP for any reason.
B. RFP Amendments: The City reserves the right to amend any aspect of this RFP by formal written
Addendum prior to the Proposal submittal deadline and will endeavor to notify all potential
Proposers that have registered with the City, but failure to notify shall impose no obligation or
liability on the City.
5. Estimated Quantities
The City does not guarantee to purchase any minimum or maximum quantity but does contemplate
purchasing exclusively during the term of the contract from the successful vendor.
6. Proposal Submittal Requirements
A. Submittal Packet — Required Content: All proposals must be submitted electronically. The Proposer
must visit https:,south lake. bonfire hub.com-login and register. Once registered for this
City of Southlake - RFP2105BI80SB210007 - Page 3 of 17
complimentary service, the Proposer may submit Proposal Documents electronically by selecting
the appropriate Proposal Identification.
B. Submittal Deadline: The deadline for submittal of Proposals shall be as identified on page 8
(eight) of Appendix B-Proposal. It is the Proposer's responsibility to have the Proposal Documents
correctly electronically submitted by the submittal deadline. No extensions will be granted and no
late submissions will be accepted.
C. Proposals Received Late: Proposers are encouraged to submit their proposals as soon as possible.
The time and date of receipt as recorded within the Bonfire electronic system shall be the official
time of receipt. The City is not responsible for late submission regardless of the reason. Late
Proposals will not be considered under any circumstances.
D. Alterations or Withdrawals of Proposal Document: Any submitted Proposal may be withdrawn or
a revised proposal substituted prior to the submittal deadline. Proposal Documents cannot be altered,
amended or withdrawn by the Proposer aver the submittal deadline, unless such alteration,
amendment or withdrawal notice is approved in writing by the Purchasing Manager.
E. Proposal Document Format: All Proposal Documents must be prepared in single-space type, on
standard 8-1%2" x I I" vertically oriented pages. numbered at the bottom. The City only accepts
electronic submissions via https: south lake.bonfirehub.com login. Any other format (via
telephone, fax, email, etc.) may be rejected by the City at its discretion.
F- Validity Period: Once the submittal deadline has passed, any Proposal Document shall constitute an
irrevocable bid to provide the commodities and or services set forth in the Scope of Services at the
price(s) shown in the Proposal Document. Such proposal shall be irrevocable until the earlier of the
expiration of ninety (90) days from the submittal deadline. or until a contract has been awarded by
the City.
7. Proposal Evaluation and Contract Award
A. Proposal Evaluation and Contract Award Process: An award of a contract to provide the goods or
services specified herein will be made using competitive sealed proposals, in accordance with
Chapter 252 of the Texas Local Government Code and with the City's purchasing policy. The City
will evaluate all proposals to determine which proposers are reasonably qualified for the award of
the contract, applying the anticipated evaluation factors and emphasis to be placed on each factor as
identified in the Scope of Services. The City may, at its option, conduct discussions with or accept
proposal revisions from any reasonably qualified proposer. The City reserves the right to determine
which proposal will be most advantageous to the City.
B. Completeness: If the Proposal is incomplete or otherwise fails to conform to the requirements of the
RFP, City alone will determine whether the variance is so significant as to render the Proposal non-
responsive, or whether the variance may be cured by the Proposer or waited by the City. such that
the Proposal may be considered for award.
C. .Ambiettity: Any ambiguity in the Proposal as a result of omission, error, lack of clarity or non-
compliance by the Proposer with specifications, instructions and all conditions shall be construed in
the favor of the City. In the event of a conflict between these standard RFP requirements and details
provided in .Appendix .A— Scope of Services or Appendix B — Proposal, the Appendices shall prevail.
D. Unit Prices and Extensions: If unit prices and their extensions do not coincide, the City may accept
the price most beneficial to the City, and the Proposer will be bound thereby.
CRA ofSouthlake - RFP2105BI80SB210007 - Page4 of17
E. Additional Information: City may request any other information necessary to determine Proposer's
ability to meet the minimum standards required by this RFP.
F. Partial Contract Award: City reserves the right to award one contract for some oral[ the requirements
proposed or award multiple contracts for various portions of the requirements to different Proposers
based on the unit prices proposed in response to this request, or to reject any and all Proposals and
re -solicit for Proposals. as deemed to be in the best interest of City.
G. Terminate For Cause: The occurrence of any one or more of the following events will justify
termination of the contract by the City of Southlake For cause
it The Successful proposer fails to perform in accordance with the provisions of these
specifications; or
ii) The successful proposer violates anv of the provisions of these specifications: or
iii) The successful proposer disregards laws or regulations of any public body having
jurisdiction: or
iv) The successful proposer transfers. assigns, or conveys any or all of its obligations or duties
under the contract to another without written consent of the City.
v) If one or more of the events identified in Subparagraphs G it through iv) occurs, the City of
SOmhlakc may, terminate the contract by giving the successful proposer seven (7) days
written notice. In such case, the successful proposer shall only be entitled to receive pavment
for goods and services provided before the effective date of termination. The successful
proposer shall not receive any payment on account of loss of anticipated profits or revenue
or other economic loss resulting from Such termination.
vi) When the contract has been so terminated by the City of Southlake. Such termination shall
not affect any rights or remedies of the City then existing or which may thereafter accrue.
11. Terminate for Convenience This contract may be cancelled or temimated at any time by giving
vendor thirty (30) days written notice. Vendor may be entitled to payment for services actually
performed: to the extent said services are satisfactory.
City of Southlake - RFP210513I80SB210007 - Pase � ut F
Appendix A — Scope of Services
I. Project Title: Indoor and Outdoor Event Equipment Rental and Related Services
2. Scope of Services Contact
Questions about the technical nature of the Scope of Services, etc. may be directed to TIM SLIFKA.
Phone. 817.748.8312, e-mail: tsl i tka(a ci.south lake. tx. us.
3. Special Conditions
The following special conditions shall prevail over areas of conflict in previous pages:
NONE
4. Proposal Evaluation Factors
i
6.
Emphasis
Factor
30%
Vendor Overall Price for Services
30%
Vendor Experience ProNiding Required Services
350;,
Vendor Ability to Provide Required Services
5"„
Vendor Past Experience with City
Brand Manufacture Reference
The City has determined that am manufacturer's brand defined in the Scope of Services meets the City's
product and support need. The manufacturer's reference is not intended to be restrictive, and is only
descriptive of the type and quality the City desires to purchase. Quotes for similar manufactured products
of like quality will be considered if the Proposal is fully noted with the manufacturer's brand name and
model. The City reserves the right to determine products and support of equal value, and whether other
brands or models meet the City's product and support needs.
Kev Events Schedule
Proposal Release Date
Deadline for Submittal of Written Questions
Seated Proposals Due to and Opened by City
Anticipated Committee Evaluation Review Date
Anticipated Award Date
Scope of Services
May 21. 2021
June 2, 2021
Shown on First Page of this RFP
Week of June 14, 2021
July 2021
The City of Southlake is seeking vendor(s) to provide rental equipment and services for outdoor special
events and indoor events, including but not limited to City sponsored events and festivals, such as Stars
and Stripes. Home for the Holiday's Tree Lighting Event, banquets, weddings, and conferences, and on
an as needed basis. Required items are listed in the Schedule of Pricing. Pricing is to be based on a per
day rate. Additional items not specifically listed may be requested in the future. These items shall be
added to the awarded contract on an as needed basis through a contract amendment.
Events will be held throughout the City of Southlake, therefore delivery locations will vary per event.
Frequency and length of use for all items will vary depending on event needs and schedules. The City
reserves the right to award this contract to multiple vendors, individually or by item group.
Ciq of Southlake RFP2105BI80SB210007 Page 6 of 17
Outdoor Equipment
Vendor will be responsible for delivery, set up, and take down of tents and other outdoor equipment and
services. Outdoor event equipment must be delivered. Set up and removed the day of the event. Any
additional fees for after hour deliverytpick up shall be listed in vendor proposal. All equipment must be
clean, in good condition and operational. Tents must be stable and covers/sidewalls must be clean for
each event. I f tents are not stable and covers are not clean as determined by the City, vendor shall provide
replacement equipment meeting requirements prior to the event start time. Stakes are not permitted to
secure tents, other means must be taken to secure tent. Tents may be placed on asphalt concrete or grass
depending on the location.
Indoor Equipment
Vendor will be responsible for delivery and picking up of all indoor equipment and services. .All
equipment, furniture, linens, must be clean and in good condition as determined by City. If requested
items are not clean and in good condition as determined by the city. vendor shall provide replacement
items meeting requirements a minimum ofone hour prior to the event start time. Length of indoor rental
equipment will vary based on the schedule of the events. Removal of all rental equipment shall be
required within id hours of the event ending. Pricing shall be based on per day rate. Rental fees shall
end once vendor is notified of removal request.
Further details on locations, set up requirements, parking and any other information required by vendor
will be provided at the time the vendor equipment and services are booked.
Vendor delivery vehicles shall be clearly marked and in good state of repair. Vendor delivery vehicles
shall park in designated drop off locations as set by the event coordinator. The event coordinator shall
coordinate with vendor pick up and drop off time to ensure nonnal business operations are not interrupted
by a dcliverv.
All vendor employees while working on City property shall wear uniforms to serve as a means of
identitving the vendor's employees. Uniforms are to be clean and in good condition.
Cite of Southlake - RFP2105B 180SR210007 - Page - of l-